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TOWNSHIP OF MAHWAH
BUDGET WORK SESSION MEETING MINUTES
TUESDAY, FEBRUARY 8, 2005

The meeting was called to order at 7:30PM by Council President Richter who read the Open Public Meeting Act Statement as prescribed by law. Notice was advertised in The Record on January 28, 2005 stating this meeting would be held on Tuesday, February 8, 2005 at 7:30PM in the Senior Center at the Municipal Offices, 475 Corporate Drive, Mahwah, New Jersey.

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.

Salute to the Flag.

Present: Councilmembers Alderisio, Calandrillo, DiGiulio, Kelly (at 7:58PM), Paton, Richter and Roth

Also present were the Mayor Richard J. Martel, Business Administrator Brian Campion, and Deputy Municipal Clerk Mary C. Ross.

PUBLIC PORTION
On a motion by Calandrillo, seconded by Paton, the meeting was open to the public at 7:33PM. All in favor. Motion carried.

Mr. Allan Kidd of 111 Miller Road stated there are numerous extension cords in the Senior Center ceiling that are in violation of the Electric Code and the warrantee on the extension cords. Mr. Kidd cited this was a fire hazard.

Mr. Kidd stated the Business Administrator said the Township Salt Piles were covered. Mr. Kidd said the Salt Piles are not covered. Mr. Kidd stated if the Business Administrator would lie about this, he may lie about the Budget.

On a motion by Roth, seconded by Calandrillo, the meeting was closed to the public at 7:35PM. All in favor. Motion carried.

Tax Assessor
Mr. Stuart Stolarz, Township Tax Assessor, was present.

Mr. Stolarz gave a brief overview of the Tax Assessor’s Department and budgetary needs.

Account # B63-202: Equipment
Calandrillo asked the Business Administrator how many vehicles the Township was looking to replace in the various Departments. The Business Administrator said three, not including the Police Department.
Budget Work Session Meeting Minutes
February 8, 2005
Page 2


Account # B63-214: Rental/Maintenance Agreements
Calandrillo asked why the Township still had typewriters. Calandrillo felt they were archaic and the Township should do away with them altogether and save the maintenance fees. The Business Administrator stated typewriters are still necessary for filling out certain forms.

Account # B63-202: Equipment
Alderisio asked if Mr. Stolarz was using an old Police vehicle presently. Mr. Stolarz stated no, it broke down, and he was currently using his personal vehicle.

Alderisio asked if Mr. Stolarz utilized the vehicle for Township work everyday. Mr. Stolarz said yes. Alderisio asked if he shared his Department vehicle in the past. Mr. Stolarz said his vehicle was always shared with the Tax Department.

Account # B63-101: Permanent Full Time
Paton asked how many full time positions were in the Tax Assessor’s Department. Mr. Stolarz stated two full time employees.

Account # B63-204: Professional Services
Paton asked to explain the Tax Assessment Software request. Mr. Stolarz stated the Tax Assessment Software was specialized and required updates, maintenance, and there were only three vendors in the State that offer this software.

Paton asked if the Tax Appeals were fewer then past years. Mr. Stolarz said yes.

Account # B63-299: Impounded Funds
Paton asked the Business Administrator to explain the Impounded Funds. The Business Administrator said the Chief Financial Officer and himself go through various Departments during December of each year looking for accounts with unspent money which are then impounded and eventually go into the Township Surplus Account.

Account # B63-101: Permanent Full Time
Roth asked why the request for Account # B63-101: Permanent Full Time was less then last year. Mr. Stolarz stated a former employee retired and the new employee started at a lower pay rate.

Account # B63-204: Professional Services
Richter asked if the Appraisal Consulting was for both Commercial and Residential. Mr. Stolarz stated it could be used for both.


Budget Work Session Meeting Minutes
February 8, 2005
Page 3

Account # B63-202: Equipment
Richter asked how much Mr. Stolarz had been reimbursed for using his personal vehicle this year. Mr. Stolarz said about $150.00; however, he did not request these funds.

Calandrillo asked the Business Administrator what the liability factor was for an employee using their personal vehicle for Township business. The Business Administrator said the Township Automobile Insurance Policy covers it. Calandrillo wanted to make sure Mr. Stolarz and other employees who utilize their vehicles for Township business are protected.

Mayor
Mr. Brian Campion, Business Administrator, and Ms. Denise Storms, Administrative Assistant, and Mr. Ken Sesholtz, Chief Financial Officer were present.

Account # B01-219: Mayoral Functions and Duties
Calandrillo suggested reducing this account by $1,000.00. Roth suggested reducing the account by $2,000.00, and the Business Administrator agreed. Council concurred and reduced this Line Item from $7,500.00 to $5,500.00.

Account # B63-299: Impounded Funds
Paton asked for a further explanation concerning Impounded Funds. Mr. Ken Sesholtz, Chief Financial Officer, gave a brief overview of how the Township handles Impounded Money by first placing it in the Reserve Account for 12 months and then moving it to the Surplus Account.

Paton asked why there was no Line Item for the Mayor’s Vehicle and associated expenses. The Business Administrator said it was a used Township vehicle and the Mayor did not seek reimbursement for miscellaneous vehicle costs.

Kelly asked Mr. Ken Sesholtz, Chief Financial Officer for a Surplus Budget Status Report for Council’s review.

Calandrillo asked if all the Township Stationary Letterhead could be the same. The Business Administrator said no, due to names, departments, and phone numbers that differ. Ms. Storms said the Township saves money by ordering Township Stationary Letterhead together.

Administration
Mr. Brian Campion, Business Administrator, and Ms. Denise Storms, Administrative Assistant, were present.


Budget Work Session Meeting Minutes
February 8, 2005
Page 4


Account # B02-204: Professional Services
The Business Administrator stated this was the base account for the Website, GIS, and Cable projects.

Paton said Community Cable Television should be dropped from $12,000.00 to $2,500.00 which would bring Account # B02-204: Professional Services to $23,500.00. Council concurred.

Insurance
Mr. Brian Campion, Business Administrator, and Ms. Denise Storms, Administrative Assistant, were present.

Account # B10-219: Business Liability Insurance
Paton asked if the Insurance Policy covered all Township Programs. The Business Administrator said yes, Quazi-Municipal Entities are covered under the Township Liability Insurance.

Roth asked if we are indemnified if an Outside Organization is on or uses Township property. The Business Administrator said yes.

Kelly asked if the Junior Firefighters, who Kelly believed to be Boy Scouts, were covered. The Business Administrator stated the Junior Firefighters were not Boy Scouts and therefore were covered. Boy Scouts would not be covered.

Account # B11-219: Employee Medical
The Business Administrator stated the Township is doing very well with their self-insured Medical/Dental Insurance and there was a 5-6% increase this year.

Paton asked if the Business Administrator looked into other Insurance Carriers. The Business Administrator stated he has looked into numerous carriers and the coverage the Township currently has could not be matched.

Kelly asked if the Township Insurance was affected by the cap. The Chief Financial Officer stated not at this time.

Account # B12-219: Miscellaneous Employee Optical
The Business Administrator stated the Township Optical Plan will not be increased and Township Employees will be able to carry it for two years. Calandrillo suggested letting employees know about the AAA Discount of 30% available at some Optical Centers.


Budget Work Session Meeting Minutes
February 8, 2005
Page 5

Paton asked where the money goes after 2 years if Employees do not use it for their Optical Coverage. The Chief Financial Officer stated there is an Optical Trust Fund where it is deposited. Paton asked for an analysis for a reduction of funding.

Account #B14-219: Employee Physicals
Ms. Storms stated a large portion of the increase in Account #B14-219: Employee Physicals was due to the Hazmat Physicals.

Account # B15-219: Employee Life Insurance Plan
Kelly asked the Business Administrator to explain the Life Insurance Policy. The Business Administrator explained that the current Life Insurance Policy for Employees is one times the salary not to exceed $50,000.00.

Account # B16-219: Insurance Assessment
The Business Administrator stated the Township no longer pays an Insurance Assessment.

Account # B17-219: Insurance Miscellaneous
The Business Administrator stated this covers the Fire Department Accidental Death and Disability Policy at $22,538.00, the Recreation Commission Accidental Death and Disability Policy at $23,464.00, and the Volunteer Accidental Death and Disability Policy at $718.00.

The Business Administrator stated the Township also had a number of Bonds including a bond for money at $5,485.00 and a bond for the Municipal Court at $600.00.

The Business Administrator stated the total of Account # B17-219: Insurance Miscellaneous comes to $53,000.00 and he suggested cutting this account by $5,000.00 to $55,000.00. Council concurred.

Paton asked who qualifies for Medical Coverage. The Business Administrator said all Full Time Employees.

Account # B18-228: Safety and Loss Control Program
The Business Administrator stated the Township is buying one Defibrillator for the main level to be housed in the Council Court Room.

Account # B18-226: Bloodborne Pathogens
Roth asked if the Bloodborne Pathogens CDL Testing was a departmental expense. The Business Administrator stated it could be done that way; however due to a multi-department need for this listing it as a line item under Health and Safety Programs is better.
Budget Work Session Meeting Minutes
February 8, 2005
Page 6

Roth asked if we were over budgeting for CPR and First Aid Recertification. The Business Administrator stated it may be $1,000.00 high.

The Business Administrator stated a third Defibrillator is being considered for the third floor in 2006.

Calandrillo asked who does the CPR and First Aid Recertification training. Ms. Storms said the trainer is from the Police Academy. Calandrillo suggested using one of the Township Ambulance Corp. Members for this Training. The Business Administrator stated the fee is less then $500.00 a year, and using a trainer from the Academy is more reliable for scheduling reasons.

DiGiulio asked who was trained on the Defibrillator for the Senior Center Area. Ms. Storms said Ms. Suzanne Small and Ms. Diane Homler as well as numerous other employees in the building.

Account # B20-219: Miscellaneous Lease Municipal Building
Roth asked when the Township would be completely out of the Municipal Building Rental. The Business Administrator said March 15, 2005.

Account # B40-219: Miscellaneous Engineering Division
Roth asked what this is for. The Business Administrator stated Engineering Projects $5,000.00 and below come out of this account without the need for Council’s authorization. Engineering Projects above $5,000.00 come out of this account after Council authorizes and passes a Resolution approving the proposed work.

The Business Administrator stated separate Capital Projects involving Engineering do not come out of this account.

Paton asked the Business Administrator to provide a Vendor Run/Summary Report with a summary of the escrow of all Township Engineering, Water and Sewer, and Legal costs for Council’s review.

Kelly asked if the hire of an official Township Engineer was ever considered. The Business Administrator stated after all the large Capital Projects in the Township are finished, over the course of the next five years, an in-house Township Engineer may be a real possibility for the Township.

Kelly asked when the Engineering Appointment comes up for reconsideration Council would like to review the applicant possibilities with the Mayor. The Business Administrator felt the Mayor would like to do this as well.

Budget Work Session Meeting Minutes
February 8, 2005
Page 7

The Business Administrator stated Legal would be shifted to Saturday February 12, 2005.

Finance
Mr. Ken Sesholtz, Chief Financial Officer, was present.

Account # B61-206: Dues and Subscriptions
The Chief Financial Officer stated this account was high due to three year term dues and subscriptions that needed renewal in 2005.

Richter asked if Typewriter Maintenance was necessary, or would it be cheaper just to buy a new typewriter. The Chief Financial Officer stated it was cheaper to have the maintenance and the department had limited their office to one typewriter rather then two.

Account # B61-105: Overtime
Calandrillo asked why the overtime was so high. The Chief Financial Officer stated while he encourages Compensatory Time, he has to offer Overtime as well as Compensatory Time to employees. Calandrillo asked for a copy of the report on unused Compensatory Time.

Kelly asked if other offices realize a discount on various items they purchase from time to time to please advise all departments that these discounts are available.

DiGiulio mentioned the Beautification Committee had to pay a higher fee at Treasure Island due to Home Depot not accepting a Purchase Order. The Business Administrator stated three quotes and a purchase order is necessary prior to any purchase – if a company only accepts cash and not a Purchase Order, the Township can not do business with them.

Kelly asked about the funds in reserve for LOSAP and when the earliest it is that they can be paid. The Chief Financial Officer stated it depends on when the Purchase Order is delivered to him. Once the Purchase Order is handed in it can take from two weeks to one month.

Central Accounts
Mr. Brian Campion, Business Administrator, Ms. Denise Storms, Administrative Assistant, and Mr. Ken Sesholtz, Chief Financial Officer, were present.

Account # 010-200: Central Gasoline Accounts
Kelly asked if the Township ever distributed the report on the possibility of a Township Hybrid Vehicle. The Business Administrator said while if was good environmentally, it was not a good fit for the Township and it would be too costly.

Budget Work Session Meeting Minutes
February 8, 2005
Page 8

Account # 010-200: Central Gasoline Accounts
Roth stated he did not understand why the rate of increase in Gas Fuel varied from Line Item to Line Item. Roth felt this should be a uniform increase not a sporadic one.

Account # 020-000: Central Diesel Fuel Accounts
Roth stated he did not understand why the rate of increase in Diesel Fuel varied from Line Item to Line Item. Roth felt this should be a uniform increase not a sporadic one. The Chief Financial Officer said he would look into this.

Account # 030-264: Police Department Central Electricity Account
Paton stated this is another area where rate raises should be consistent within all Departments.

Richter stated the Police Department needs to be more frugal with regards to electricity use. Richter also felt the Police Department Line Item should be reduced by $5000.00. Alderisio stated if you cut this Line Item they will not have enough to pay the Electric Bill.

Account # 031-277: Electricity Street Lighting
Paton wanted final totals on this account as well as the others.

Account # 040-000 Central Telephone Accounts
Paton asked for a breakdown of Township calls and then look for exceptionally large charges.

Richter asked where the telephone in the elevator ties into. The Business Administrator said the Police Department.

Calandrillo asked if we had an emergency back up line. The Business Administrator said yes we have both copper and fiber lines.

Account # 060-000: Central Heating Oil Accounts
Kelly asked for the oil to be clarified for Council. The Business Administrator stated the Department of Public Works, and he would ask them to speak about this on Saturday.

Calandrillo asked if the conversion from oil to gasoline was part of the Police Addition Project. The Business Administrator said yes.

Kelly wanted the Back Up Sheets on Oil and Gasoline expenditures.



Budget Work Session Meeting Minutes
February 8, 2005
Page 8

Account # 070-000: Central Photocopier Accounts
Richter asked why there was a Paper and Supplies Line Item the Clerk’s Department. The Business Administrator said that was a mistake and should be corrected.

Account # 080-259: Central Printing and Binding – Calendar/News
DiGiulio suggested lowering this. The Business Administrator said it could be lowered to $16,000.00. Council concurred.

Account # 080-272: Central Printing and Binding – Municipal Pool
DiGiulio asked if the increase was due to the possibility of more mailings and asked if it could be lowered. The Business Administrator said to speak with Marion Crescitelli, the Township Pool Manager, first.

Account # 080-271: Central Printing and Binding - Recreation
Paton questioned the amount of this Line Item. The Business Administrator said to wait and ask Mr. Drew Baumgardt, the Recreation Director, prior to making any changes.

Account # 080-254: Central Printing and Binding – Tax Collection
Council discussed the idea of having tax notices sent out as a colored post card in order to save money.

Account # 090-276: Central Postage – Metered/General
Calandrillo and Richter stated this Line Item should be reduced to $37,000.00 from $40,000.00. Council concurred.

Account # 093-000: Central Computer Account
Roth asked if in addition to the eight computers new software would be purchased. The Business Administrator said not in every case. Roth asked for the computer purchases to be researched through various manufacturers, including Dell Computers, for price comparison. Ms. Storms said Gateway Computers have served the Township well, and the support system is excellent.

Auditor
Mr. Brian Campion, Business Administrator, was present.

The Business Administrator said this Line Item could be dropped from $28,000.00 to $26,000.00. Council Concurred.

On a motion made by Kelly, seconded by Calandrillo, the meeting was adjourned at
11:00PM. All in favor. Motion carried.


Budget Work Session Meeting Minutes
February 8, 2005
Page 9

Respectfully submitted,


Kathrine G. Coletta, RMC/CMC
Municipal Clerk

KGC/mcr








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