TOWNSHIP OF MAHWAH
COMBINED WORK SESSION AND PUBLIC MEETING MINUTES
THURSDAY, JULY 10, 2014
The Meeting was called to order at 8:00PM by Council President Roth who read the Open Public Meetings Act Statement as prescribed by law. Notice was advertised in The Record on November 14, 2013 and The Ridgewood News on November 15, 2013 stating this meeting would be held in the Richard J. Martel Municipal Center, 475 Corporate Drive, Mahwah, New Jersey on Thursday, July 10, 2014 at 8:00PM.
Notice of this meeting is posted on the Municipal Bulletin Board. The Minutes of this meeting shall be available in the Municipal Clerk’s Office once they are approved by the Township Council.
SALUTE TO THE FLAG
MOMENT OF SILENCE FOR VETERANS AND THOSE SERVING IN THE MILITARY
Moment of Silence was observed for those who are serving and those who served in the military.
Present: Councilmembers DiGiulio, Jandris, Larson, Sbarra, Roth and Williams
Absent: Councilmember Hermansen
Also present were Business Administrator Brian Campion, Township Attorney Brian Chewcaskie, Township Engineer’s Associate Michael Kelly and Deputy Municipal Clerk Jan Fox
N AND
PUBLIC PORTION
On a motion by Sbarra, seconded by DiGiulio, the meeting was opened to the public at 8:03PM. All in favor. Motion carried.
On a motion by Jandris, seconded by Sbarra, the meeting was closed to the public at 8:04PM. All in favor. Motion carried.
WORK SESSION
SUBMISSION OF BILLS AND CLAIMS
Any Councilmember with questions on the Bills and Claims was asked to speak with Administration prior to the Public Meeting.
ENGINEERING (Boswell-McClave)
1a. ADA Curb Ramp Improvements, County Roads – Island Road, East Ramapo
Avenue, West Ramapo Avenue and Ramapo Valley Road; Authorization to Enter into a Contract for Engineering Construction Management Services.
The Township Engineer’s Associate said this item was approved on the last Agenda but the resolution was wrong.
Resolution shall be voted on in the Public Meeting.
Combined Work Session and Public Meeting Minutes
July 10, 2014
1b. 2013 Water Main Improvements; Campgaw Road and East Crescent Avenue; Change Order #3 - Additional Work (Bid #MTB-13-18)
The Township Engineer’s Associate said Change Order #3 is for an additional water
service meter pit and meter from Campgaw Road for the Bergen County Law and Public
Safety Institute. The additional amendment will be $46,478.27. Even with this
amendment, he stated, we should still be a little under the contract amount and taking this
water tank off line will be a great savings to the Township. The Business Administrator
added that this work is not for storage but for pressure.
Roth asked for clarity on the letter from Administration. The Business Administrator
said under the New Jersey Contracts Law the regulations say you can do change orders
up to a total of 20% before going out to bid again.
Larson asked if the $46,478. is a reasonable amount. The Business Administrator
answered it is.
Sbarra said he feels it is important, that it is noted, this extra money is to take this
water tank out of service. He stated there is a significant savings for the maintenance
of the tank to the Township. The Township Engineer’s Associate agreed and said yes in
access of $1M in savings.
DiGiulio said she wants to make sure this water tank is maintained.
Resolution shall be voted on in the Public Meeting.
1c. Written Status Report – July 2014
MA-1373-W: Ramapo and Mahwah Rivers Stream Cleaning and Flood Control Township Engineer’s Associate stated that once the $50,000 Grants are executed they will move forward on the project.
MA-1448: 2014 Road, Curb and Sidewalk Program
The Township Engineer’s Associate said they have a Pre-Construction Meeting on July 8th. The concrete work is expected to start on July 22 and the paving will start in August.
He said he has coordinated this work with the schools as the work will be on Ridge Road and Lydia Lane.
MA1-1462: Safe Routes to Schools Program
The Township Engineer’s Associate stated he had submitted a Grant Application that was denied. He stated they had reapplied and got denied again. He said he has applied and submitted a Discretionary Aid Grant two weeks ago. Also, he stated, he submitted another Grant Application. The Township Engineer’s Associate mentioned that the Mayor received a letter this week stating that our Discretionary Aid Application was approved for Ridge Road and Fardale Avenue.
Combined Work Session and Public Meeting Minutes
July 10, 2014
DiGiulio asked how the Stream Cleaning is going to be done. The Township Engineer’s Associate said the Department of Emergency Services group will be doing this and there will be meetings for discussions with Administration and the Mosquito Commission.
DiGiulio mentioned that Oakland received money to buy houses and asked if our Township submitted anything for buyouts. The Business Administrator said we did apply but did not get the funding.
The Township Attorney said there was no FEMA money involved with the home buyouts. It was the Department of Environmental Protection, Green Acres, County Open Space money and certain funding from the Land Conservancies.
ADMINISTRATION
2a. Pay to Play Compliance; Tri-State Computer Services
Resolution shall be voted on in the Public Meeting.
2b. Authorization to Award; MTB#14-13: Township of Mahwah Purchase of Two New 2014 Jeep Patriot Vehicles or Equal
The Business Administrator said they have funded for two vehicles in the Operating
Budget; one for the Construction Department and one for the Planning Department.
Resolution shall be voted on in the Public Meeting.
2c. Authorization to Reject Bids
1. MTB#14-14:Township of Mahwah One New 2014 F350 Body Truck with Super Duty 4WD Chassis and Associated Equipment or Equivalent”; Water/Sewer Department
2. MTB#14-15: “Township of Mahwah One New 2014 F550 Heavy Duty Stainless Steel Body Dump Truck with Super Duty Regular Cab Chassis and Associated Equipment or Equivalent; Water/Sewer Department
The Business Administrator said these vehicles were funded in the Capital portion of the Water and Sewer Department Operating Budgets. These two trucks were originally funded in the 2013 Budget and not purchased and again funded in the 2014 Budget but estimates are on the low side. He said Administration only received one bid on each item which he has concerns about. The Business Administrator suggested rejecting both bids, re-advertising and changing the specifications.
Sbarra asked if we will be over in the Budget. The Business Administrator said yes they may have to move money but that can be discussed at another time.
Resolutions shall be voted on in the Public Meeting.
2d. 2013 Bergen County Open Space Trust Fund Municipal Program; Fardale Municipal Tennis Court Area Improvements
Combined Work Session and Public Meeting Minutes
July 10, 2014
1. Authorization for Mayor and Municipal Clerk to Sign Agreement
2. Chapter 159 Resolution; Grant Award
The Business Administrator said item 1 is a request to sign the Agreement with the County and item 2 is a Resolution to put the money into the 2014 Budget.
Sbarra questioned the money that is being budgeted for these improvements. The Business Administrator said the money has been funded in our 2014 Capital Budget for approximately $99,000 and we will receive $28,000. from the Grant.
Resolutions shall be voted on in the Public meeting.
2e. Authorization to Execute Grant Agreement Between the Township of Mahwah and State of New Jersey Department of Environmental Protection; EC14-061 Ramapo River
Resolution shall be voted on in the Public Meeting.
2f. Authorization to Execute Grant Agreement Between the Township of Mahwah and State of New Jersey Department of Environmental Protection; EC14-062 Mahwah River
Resolution shall be voted on in the Public Meeting.
2g. Chapter 159 Resolutions; Grant Award
1. Ramapo River (EC-14-061)
2. Mahwah River (EC-14-062)
Resolutions shall be voted on in the Public Meeting.
2h. Salary Ordinance Amendment; OEM Logistics Coordinator
The Business Administrator said during the 2014 Budget hearing the Mayor, Council and
Director of Emergency Services discussed creating and funding this position.
Resolution shall be voted on in the Public Meeting.
2i. Mayoral Appointment; Director of Department of Land Use/Zoning Officer
The Business Administrator said the Mayor has appointed the firm of Boswell McClave
Engineering as the Township’s Administrative Officer/Director and Zoning Officer
effective July 1, 2014. Mr. Michael Kelly of the firm will be assigned to these functions.
Williams asked what Mr. Montroy’s compensation was when he held this position. The
Business Administrator said we paid him approximately $18,000 per year as part of his
salary positon and now we do not have to pay any benefits.
Resolution shall be voted on in the Public Meeting.
2j. Mayoral Appointments; Pool Committee
Roth said the Mayor appointed eight members to the Committee.
Combined Work Session and Public Meeting Minutes
July 10, 2014
Larson asked if the eight Committee Members were going to have recommendations and
voting as this could cause deadlocks.
Roth said in the Council Report Section of the Agenda Williams will discuss the structure
of the Committee.
TOWNSHIP COUNCIL and MUNICPAL CLERK
3a. Girl Scout Gold Awards
1. Julia Bauer
2. Rachel Gentile
3. Allison Homler
Roth mentioned the Girl Scout Gold Awards Ceremony will be Monday, July 21, 2014 at 7pm.
Resolutions shall be voted on in the Public Meeting.
3b. Request for Permission to Place Fence in Easement; 15 Heritage Lane
The Business Administrator explained the residents want to install a five foot high fence
at the rear of their property. He said it will comply with all other Township compliances.
Roth took a straw poll vote to permit the fence to be installed: DiGiulio, yes; Hermansen,
absent; Jandris, yes; Larson, yes; Sbarra, yes; Williams, yes; Roth, yes.
Resolution shall be voted on in the Public Meeting.
3c. Junior Firefighter Membership Applications
1. Brooke McIntire to Fire Company #2
2. Gianni Frassetto to Fire Company #4
Resolutions shall be voted on in the Public Meeting.
3d. Discussion of Possible Ordinance Modification to Prohibit Dogs in Certain Recreational Facilities
Roth stated there have been complaints from residents about dogs on some of the
recreational fields. Roth stated this can destroy the million dollar artificial turf
besides being a health and safety issue. He said it appears that there is no Ordinance
currently that prohibits dogs being on the ball fields in the Township. He said this should
be passed on to the Ordinance Committee for consideration of an Ordinance.
Roth said several years ago there was a discussion on banning dogs from all parks and
there were unhappy reactions from dog owners. Consequently, there was no Ordinance
done.
Roth stated a decision should be made on what to do to regulate dogs on the Recreational
Facilities and bring the issue back to the Council for further discussion.
Combined Work Session and Public Meeting Minutes
July 10, 2014
The Business Administrator said there is an Ordinance to clean up after a dog and a dog
must be on a leash but there is no Ordinance concerning dogs on the fields.
DiGiulio stated horses come through Continental Soldiers field. DiGiulio said dogs
should not be prohibited from the entire parks. The Business Administrator said they
should be prohibited from the artificial turf.
The Township Attorney said it should be unlawful to allow a dog to be on any portion of
a public park that is utilized for sporting events.
The Township Attorney agreed with Roth and stated the Ordinance Committee should
determine how broad they should go with an Ordinance.
3e. New Jersey League of Municipalities Magazine Subscriptions – Renewal; Discussion
Roth asked the Council if they wanted to renew their subscriptions that have gone from $7.00 to $19.00 per year. The Councilmembers all agreed they did want to subscribe.
PUBLIC MEETING
APPROVAL OF BILLS AND CLAIMS
On a motion by Larson, seconded by Sbarra, the Bills and Claims, previously signed, totaling $6,421,893.29 were approved. Roll call vote: DiGiulio, yes; Hermansen, absent; Jandris, yes; Larson, yes; Sbarra, yes; Williams, yes; Roth, yes. A List of Bills and Claims is on file in the Municipal Clerk’s Office.
APPROVAL OF MEETING MINUTES
On a motion by Sbarra, seconded by Williams, the Budget Work Session Meeting Minutes of March 20, 2014, the Combined Work Session and Public Meeting Minutes of May 22, 2014 and the Closed Session Meeting Minutes of May 22, 2014 were approved. Roll call vote: DiGiulio abstain on May 22nd and yes on March 20, 2014; Hermansen, absent; Jandris, yes; Larson, abstain on March 20, 2014 and yes on May 22, 2014; Sbarra, yes; Williams, yes; Roth, yes.
REPORTS OF TOWNSHIP COUNCIL and MUNICIPAL CLERK
TOWNSHIP COUNCIL; COMMENTS, COMMUNICATIONS AND REPORTS OF SUBCOMMITTEES
DiGiulio said there was a Beautiful Committee Meeting and they are planning to have
a “Litter Campaign” and plan to get the Environmental Committee and residents involved.
DiGiulio stated they would like to have new Welcome to Mahwah signs made.
Combined Work Session and Public Meeting Minutes
July 10, 2014
DiGiulio said they are looking to beautify and fixing up the Train Station. The Mayor had the New Jersey Department of Transportation there to look at the station and they agreed to do something about it. She said they also plan to have new plantings.
DiGiulio mentioned that Kim Bolan will be starting the new playground behind Commodore Perry in the fall. She said Ms. Bolan has done an awesome job in raising money for this project.
DiGiulio said she would like the Historic Committee to look at the historic barn and possible opening it up making it like a gazebo.
DiGiulio attended the Eagle Scout Ceremony for the two Eagle Scouts.
DiGiulio attended the Leadership Graduation.
DiGiulio said Sergeant Robert Curtis is leaving and he has been unbelievable in the youth programs.
DiGiulio gave her condolences for a 35 year Women’s Club member Doris Geist who passed away.
Jandris said he attended the Youth Leadership Graduation.
Jandris suggested getting Sergeant Curtis a plaque from the Township Council to acknowledge all his hard work over the years.
Sbarra attended the Senior Picnic at Continental Soldiers Field. He said the Seniors had to sing for their food and Williams did a great job as emcee.