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TOWNSHIP OF MAHWAH
BUDGET WORK SESSION MEETING MINUTES
TUESDAY, FEBRUARY 15, 2005

The meeting was called to order at 7:38PM 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 15, 2005 at 7:30PM in the Senior Center, at the Municipal Offices at 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 (at 9:20PM), Calandrillo, DiGiulio, Kelly, Paton (at 7:29PM), 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 Roth, the meeting was open to the public at 7:39PM. All in favor. Motion carried.

Mr. Allan Kidd of 111 Miller Road asked where his Police Officer was. Richter stated unless Mr. Kidd had a Personal Police Officer she did not know what he was speaking about. Mr. Kidd became disruptive and Richter asked him to stop. Mr. Kidd stated he had the right to be disruptive if he wanted to.

Mr. Kidd voiced concern over Township Employee Positions that are listed as full time , yet are treated as “part time” positions.

On a motion by Roth, seconded by Calandrillo, the meeting was closed to the public at 7:42PM. All in favor. Motion carried.

Township Council
Account # A01-241: Official Photos of Council
Calandrillo suggested raising the amount of this Line Item to reflect the need for a Council Photo this year. Calandrillo suggested raising it by $1,000.00. Council concurred.







Budget Work Session Meeting Minutes
February 15, 2005
Page 2

The Municipal Clerk advised Council to include money for Ms. Lee Vold, the photographer for various Township meetings and events. There was some confusion to whether or not Ms. Vold was retiring.

Account # A01-201: Materials and Supplies
Roth asked why this Line Item was raised significantly. The Municipal Clerk stated this account needed more funds for possible condolence flowers and plaques, recognition and Council Supplies. Roth suggested lowering this Line Item. The Municipal Clerk suggested bringing it from $3,000.00 to $2,500.00. Council concurred.

Account # A01-243: Volunteer Recognition Award
Calandrillo suggested lowering this Line Item from $12,000.00 to $10,000.00. Council concurred.

Account # A01-242: Retirement Services Award
Calandrillo asked for a list of potential retirees. The Business Administrator will provide this information to Council.

Municipal Clerk
Mrs. Kathrine G. Coletta, Municipal Clerk, was present.

Account # A02-201: Materials and Supplies
Richter stated Copier expenses are a Central Account Item and should be removed from this Line Item. The Business Administrator agreed.

Account # A02-203: Repairs and Maintenance
Kelly asked if this Line Item is also related to the copier. The Municipal Clerk stated this is not related to the larger Minolta Copier.

Richter stated Account # A02-201: Materials and Supplies and Account # A02-245: Leased Vehicles/Equipment need to be clarified and brought before Council at a later date.

Account # A02-204: Professional Services
Paton brought up the issue of Codification of Ordinances with respect to this Line Item. Paton felt this Line Item was too high. The Municipal Clerk stated she can never tell how many Ordinances will be codified, or Zoning Books will be ordered, per year.






Budget Work Session Meeting Minutes
February 15, 2005
Page 3

Account # A02-105: Overtime
Roth suggested lowering this Line Item. The Clerk agreed to lower it from $5,900.00 to $4,700.00. Council concurred.

Elections
Calandrillo asked why Temple Beth Havarim received more for their Polling District then the other Polling Districts. The Municipal Clerk stated because there are two separate Polling District’s set up in Temple Beth Havarim.

The Municipal Clerk stated an added expense for Elections last year was the need to translate materials into Spanish. Kelly stated the Spanish instruction on Municipal Election Materials vary from year to year and why does this happen. The Municipal Clerk stated it depends on the translator. The Municipal Clerk stated she could coordinate with the County and obtain the translator they use for next year’s Municipal Elections.

Animal Control
The Municipal Clerk suggested doing another Dog Census this year due to a lower pet license response.

Richter suggested conducting a 2005 Dog Census. Roth asked how much it would cost. The Municipal Clerk stated $3,500.00. Richter suggested having a Leash Ordinance.

DiGiulio asked how many licenses we give out a year for dogs. The Municipal Clerk stated approximately 1800.

Richter asked for figures from the Municipal Clerk for an in depth, door to door, 2005 Dog Census.

Calandrillo asked if the County would be reimbursing the Municipal Clerk for County Functions since she had been elected as Treasurer for the Bergen County Clerk’s Association. The Municipal Clerk said no.

Ambulance Corp. #1
Mr. Cord Meyer was present.

Mr. Meyer gave a brief overview of the Ambulance Corp. #1 Proposed Budget.





Budget Work Session Meeting Minutes
February 15, 2005
Page 4

Mr. Meyer stated Ambulance Corp. #1 is attempting to turn over their older rig to the Township in order to be covered under the Township Insurance Policy and save money on insurance they are paying over $22,000.00 for. Kelly said this should be expedited.

Paton asked if Ambulance Corp. #1 benefits from the insurance savings could Council cut the Ambulance Corp. #1 budget by $5,000.00. Richter did not want to see Ambulance Corp. #1 cut because they spend far more then the Township gives them. The Business Administrator agreed.

Mr. Meyer stated Ambulance Corp. #1 has three new members who are reflected in the Clothing Allowance.

Ambulance Corp. #4
Mr. John Raiser, President, and Mrs. Betty DiRenzo, Captain, were present.

Mrs. DiRenzo gave a brief overview of the Ambulance Corp. #4 Budget requests.
Mrs. DiRenzo stated Ambulance Corp. #4 intended to sell their old ambulance due to insurance costs, and keep the one newer ambulance.

Mrs. DiRenzo asked the Business Administrator if the Township could provide Fidelity Bond Insurance. The Business Administrator said he did not think so; however, Liability Insurance may be a possibility. The Business Administrator said he would look into this further. Richter stated Kelly might be of help in this area.

Calandrillo voiced concern over not being able to respond promptly to calls if one of the ambulances were sold. Mr. Raiser stated they have been using the one newer ambulance, and so far all has been well and their response to calls has been fine. Calandrillo stated if it is not needed, to please sell the older ambulance quickly so the insurance costs would be minimized.

Paton asked if the County would provide any funds or support due to the Township servicing the Campgaw Ski Area. Mrs. DiRenzo stated the Campgaw Ski Area is privately leased, and funding is not available from the County.

DiGiulio asked if Ambulance Corp. #4 answers the Ramapo College calls. Mrs. DiRenzo stated the College covers its own calls.





Budget Work Session Meeting Minutes
February 15, 2005
Page 5

DiGiulio suggested asking the County to donate supplies or contribute funds to Ambulance Corp. #4. Paton concurred and will contact the County for more information.
Calandrillo was concerned if the County contributed funds it would also demand greater services and response from the Township.

Department of Inspections
Mr. Gary Montroy, Construction Code Official, and Ms. Mara Winokur, Zoning Officer, were present.

Mr. Montroy gave an extensive overview of the Department of Inspections and their budgetary needs. A primary concern was the upgrade of the Department of Inspections Computer Software Program. Mr. Montroy cited Stryker Corporation’s need to revamp their floor space on a constant basis as one of the leading causes for Over Time Costs in the Department of Inspections.

Paton asked Mr. Montroy if he had concerns with regards to the maximum expansion of homes in the Township. Mr. Montroy stated that while this is a concern, it is a Planning Board issue.

Mr. Montroy stated another issue is that contractors are not taking enough time to complete their construction projects correctly, which is causing many failed inspections. When an inspection fails, it triggers subsequent trips for re-inspection which means more work for the Department of Inspections.

Account # J01-202: Equipment
Mr. Montroy disagreed with the denial of needed funds for the upgrade of the Department of Inspections Computer Software Program. Mr. Montroy stated his Computer Software Program was antiquated and crashed today. Mr. Montroy stated there are only three possible choices for these Computer Software Programs and the best choice with all things considered would be the Mitchell Humphrey Program which would cost $70,000.00 and would involve linking three related departments into a program with computers that would interface smoothly. The Business Administrator stated he supported using the Mitchell Humphrey Program.

Kelly suggested making sure a back up is done of all work is done. Mr. Montroy stated Finance handles this backup.







Budget Work Session Meeting Minutes
February 15, 2005
Page 6

Kelly asked Mr. Montroy if he has asked other Municipalities about the Mitchell Humphrey System, and if they were happy with it. Mr. Montroy stated he has, and Paramus is happy with the program; however, you will never know how the system will work until it is installed and functioning.

Mr. Montroy asked to have this account raised from $550.00 to $70,000.00 for the new Computer Software Program System that will be shared with other departments. Council concurred.

Kelly asked about the support system. Mr. Montroy stated it is phone support from New Jersey and they will send someone out only if necessary. Kelly asked if this system would interface with the GIS. The Business Administrator said yes.

Roth asked if this Hardware conversion would be considered a Capital Expense. The Business Administrator said he did not know, but he would find out. Roth felt this was important to do so the system would be “21st Century” rather then archaic.

Richter asked if leasing the hardware was a possibility, and if the Township needed to renew the license each year in order to get the support. The Business Administrator said he would look into this and get back to Council.

Paton did not see this expense for a new system as overpriced. Paton stated training for the computer software was also important to include in the cost.

Paton asked for Ms. Mara Winokur, Zoning Officer to join the discussion. Ms. Winokur gave an extensive overview of the Department of Zoning’s needs for a computer system that would allow documents to be put on computer files rather then having to deal with original copy. Ms. Winokur stated the Township was one of the only Township’s she knew of that still deals with primary documentation that is not on computer file.

Ms. Winokur supported using the Mitchell Humphrey Program which would interface the Department of Zoning with the Department of Inspections which would be extremely helpful as these two departments are commonly working on the same projects.







Budget Work Session Meeting Minutes
February 15, 2005
Page 7


Account # J01-105: Overtime
Mr. Montroy reiterated that Stryker Corporation’s need to modify their floor space on a constant basis as one of the leading causes for Over Time Costs in the Department of Inspections. Mr. Montroy stated they will be coming to the Planning Board with plans for an extremely large Training Center for Doctors. Mr. Montroy stated Council needed to take this under consideration with regards to Account # J01-105: Overtime.

Kelly asked if Stryker could contribute to the after hour Over Time Costs. The Business Administrator said the Department of Community Affairs said the Township could not do this. The Mayor said at one point Stryker was contributing to this. The Business Administrator stated this practice was stopped due to the Department of Community Affairs views on this issue.

Mr. Montroy asked to have Account # J01-105: Overtime to be changed to $11,000.00. Administration stated they would recommend $10,000.00. Council concurred.

Calandrillo asked with all the moving around Stryker does with their layout, does the Township Fire Department know each new layout plan for safety reasons. Mr. Montroy stated he coordinates with the Fire Chief on a constant basis.

Alderisio stated the Department of Community Affairs should be contacted to reconsider Stryker contributing to the Over Time Costs for excessive inspections. Richter concurred. Kelly stated the State Legislators should also be contacted.

Kelly requested information on the Tax Revenue received from Stryker for the next meeting. The Business Administrator stated he would provide that information.

Account # J11-219: Miscellaneous Demolition
Calandrillo was annoyed by Administration recommending $25,000.00 for this account when it was not requested.











Budget Work Session Meeting Minutes
February 15, 2005
Page 8

Account # J02-105: Over Time
Kelly asked what scale Mr. Montroy would receive as a Department Head with regards to Account # J02-105: Over Time. Mr. Montroy stated there is only one scale that he knows of for Over Time.

Planning Board and Zoning Board of Adjustment
Ms. Mara Winokur, Zoning Officer, was present.

Ms. Winokur distributed information and graphs and then gave a brief overview of the Planning Board and Zoning Board of Adjustment Department and stressed the need for the proposed Mitchell Humphrey Computer Software Program and a permanent part time position for 20 hours or less of an Assistant Zoning Officer.

Account #B50-202: Equipment
Ms. Winokur stressed the need for a Digital Camera for the Planning Board and Zoning Board of Adjustment Departments.

Account #B50-204: Professional Services
Ms. Winokur stated there is a good possibility that there would be more legal bills incurred due to the Highlands Act. Ms. Winokur stated this is the reason for the increase in Professional Services.

Account #B50-201: Materials and Supplies
Calandrillo stated she did not feel that film costs validated the need for purchasing a Digital Camera. Ms. Winokur stated there is such a lengthy Purchase Order Process currently in place at the Township that getting film developed in a timely fashion is impossible. This is why she is requesting a Digital Camera. Calandrillo suggested sharing with another Department.

Account B50-204: Professional Services
Roth suggested cutting this account by $10,000.00. Ms. Winokur felt this was a mistake to lower this Line Item and it would cut the department short on legal funds. Richter stated this money could be applied towards funds necessary for the proposed Mitchell Humphrey Computer Software Program Ms. Winokur requested. Paton stated the Township could always do an emergency appropriation at a later date if these legal funds were absolutely needed. This account was cut from $50,000.00 to $40,000.00.






Budget Work Session Meeting Minutes
February 15, 2005
Page 9

Account # B50-209: Legal Advertising
Roth stated this account should be lowered. Ms. Winokur stated she would be willing to go to $3,000.00 on this account. This account was lowered from $3,600.00 to $3,000.00.

Alderisio questioned the need for a new part time Assistant Zoning Officer. The Business Administrator stated there is a real need for this position and the Department is very busy. Ms. Carol Wiley may undertake this Part Time Position.

On a motion by Calandrillo, seconded by Kelly, the meeting was adjourned at 10:07PM. All in favor. Motion carried.

Respectfully submitted,


Kathrine G. Coletta, RMC/CMC
Municipal Clerk

KGC/mcr







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