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TOWNSHIP OF MAHWAH
WORK SESSION MEETING MINUTES
THURSDAY, JANUARY 2, 2003

The meeting was called to order at 8:00PM by Council President Spiech who read the Open Public Meetings Act Statement as prescribed by law. Notice was advertised in The Record on July 12, 2002 stating this meeting would be held in the Municipal Offices, 300B Route 17 South, Mahwah, New Jersey on Thursday, January 2, 2003 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.

Salute to the Flag.

Present: Councilmembers Calandrillo, DaPuzzo at 8:04PM, DiGiulio, Kelly, Paton and Spiech.
Absent: Councilwoman Richter.

Also present were Mayor Richard J. Martel, Business Administrator Brian Campion, Township Attorney Meneloas Toskos, Township Engineer Kevin Boswell, Township Engineer’s Associate Michael Kelly, Township Utility Engineer Justin Mahon, Township Utility Engineer’s Associate Vishal Shah and Municipal Clerk Kathrine Coletta.

MAYOR MUTI FROM BOROUGH OF RAMSEY TO ADDRESS TOWNSHIP COUNCIL
Carried to January 9, 2003 Public Meeting.

SUBMISSION OF BILLS AND CLAIMS
Any Councilmember with questions on the Bills and Claims was asked to contact Administration prior to the January 9, 2003 Public Meeting.

PUBLIC PORTION
On a motion by Calandrillo, seconded by Kelly, the meeting was opened to the public at 8:02PM. All in favor. Motion carried.

Being no comments were made from the public, on a motion by Kelly, seconded by Calandrillo, the meeting was closed to the public at 8:03PM. All in favor. Motion carried.

MUNICIPAL BUILDING UPDATE
Mr. Martin Santini of Ecoplan was present. Mr. Santini reported the building is 75% complete. The contractor to date has been paid 56% of the cost. Mr. Santini informed Council he estimates the substantial completion date to be on or about March 15, 2003.

Spiech questioned whether or not the project is still on budget. Mr. Santini answered yes.

Spiech questioned who declares the acceptance of the building. Mr. Santini explained the contractor will contact the architect when the work is complete. The architect will do an inspection and prepare

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January 2, 2003
Page 2



a punch list. The punch list items will be addressed by the contractor and another inspection will occur. Once all items are satisfactory, the building will be turned over to the Township.

ADMINISTRATION
4e. Ecoplan; Request for Additional Services; Fire Company #1 Expansion
Spiech questioned whether this engineering work is part of the design. Mr. Santini answered no as it was a change in the scope of work.

Spiech questioned when the bids will be received. Mr. Santini answered January 14, 2003. The construction will take from 6 to 8 months.

Council clarified any deletions, changes and or additions will go through Administration.

Resolution shall be prepared for the January 9, 2003 Public Meeting.

DISCUSSION ON RADIO SYSTEM WITH FIRE CHIEF, POLICE CHIEF AND AMBULANCE CORPS.
Police Chief James Batelli, Fire Chief Bruce Virgens, Ambulance Corps. Member of Company #1 Allen Nelson and Assistant Captain of Ambulance Corps. Company #4 William Overrocker were present.

Kelly questioned what is happening with the CAD System as he has received numerous complaints from the volunteers on the way the system is being operated.

The Fire Chief explained a new CAD system was installed. Some of the features available in the old system were not able to be transferred to the new system. The software company is in the process of rectifying the problems. The problems are anticipated to be worked out within 3 months.

Mr. Overrocker explained on several instances Ambulance Company #4 pagers are toned out but no voices are received. In several cases, the medics have had problems when the main channels are down and are unable to communicate with the ambulance corps. during emergency calls.

The Fire Chief explained the new pagers are expected to be received by the end of the month. Also, money is being requested in the 2003 Budget to raise the Stag Hill tower.

The Police Chief explained the new system has been on line for about 3 weeks. The problems are being worked out. A log is kept by the dispatchers detailing problems. This log is given to the software company to resolve the problems.


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January 2, 2003
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Kelly questioned why the Ztron Board is being used when it is not state of the art. The Police Chief answered many agencies do not have the high number of combinations as the Township. The Police Chief further explained the Ztron Board is successful when it works. The Police Chief went on further to say the hot printers are going to be replaced with fax machines. This will result in a savings of over $5,000 to the Township in telephone costs.

Spiech questioned who designed the system. The Police Chief answered a number of components that went into the design.

The Business Administrator pointed out EMS Buildings and Grounds will be requesting, as part of the 2003 Budget, the Stag Hill Tower be raised.

The Business Administrator pointed out any questions the ambulance corps. has on the radios, etc. should be directed to the Director of Emergency Management who will in turn forward the problems to Administration.

ENGINEERING (Boswell-McClave)
1a. Franklin Turnpike/Miller Road and Veterans Park - Streetscape; Discussion
The Township Engineer distributed to Council the several layouts of paver and concrete designs. The Township Engineer does not recommend anything other than concrete sidewalks be installed. A recommendation was made to widen the sidewalks.

The Township Engineer also provided Council with sample photographs of ornamental lighting.

The Township Engineer is looking for direction on the theme of the fixtures, etc. A meeting will be held with Administration. The Township Engineer will report back to the Council to endorse the recommendation.

1b. Proposed Change Order; Continental Soldiers Park; Field Fence
Straw poll vote was taken to add the additional fencing: Calandrillo, no; DaPuzzo, no; DiGiulio, no; Kelly, no; Paton, yes; Richter, absent; Spiech, no. Straw poll fails.

Mayor Martel shall contact the homeowners.

1c. Written Status Report
HVAC System - Library: The Township Engineer recommended the bids be rejected as they exceed the estimate. Resolution shall be prepared for the January 9, 2003 Public Meeting.



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January 2, 2003
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Street Lines on Stephens Lane: The Township Engineer met with the Police Department. The lines will be drawn in the spring.

MA336 - Mahwah Honda Drainage: Kelly questioned the status. The Township Engineer’s Associate reported he is waiting for the sketch from the property owner on what they are proposing to do.

MA599 - Striping of West Ramapo Avenue at Ridge Road: Kelly asked whether there is any additional information. The Township Engineer answered the NJDOT is waiting for a recommendation from their Field Staff. The Township Engineer will follow up.

UTILITY ENGINEER (Malcolm Pirnie)
2a. Water System SCADA; Phase 2 Construction; Award of Contract
The Township Utility Engineer pointed out the lowest bidder did not identify the subcontractors. The Township Attorney will review the bid and provide an opinion. Based upon he Township Attorney’s opinion, a Resolution to authorize the award of the bid or the rejection of the bid shall be prepared for the January 9, 2003 Public Meeting.

2b. Darlington Avenue Water Main Interconnection; Palmar; Final Change Order
Resolution shall be prepared for the January 9, 2003 Public Meeting.

2c. Phase 2 Water Main Replacement Project; Final Change Order; Montana
Resolution shall be prepared for the January 9, 2003 Public Meeting.

2d. Stage 4 Sanitary Sewer Project; Final Change Order; Stacy Contracting
Resolution shall be prepared for the January 9, 2003 Public Meeting.

2e. Water Supply; Municipal Pool; Discussion
The Business Administrator, Township Utility Engineer and DPW Director shall meet and provide the costs for the DPW as well as a contractor to do the work.

Item shall be discussed further in the 2003 Municipal Budget.

2f. Written Progress Report
Wanamaker Avenue: Kelly asked about the status of the bump in the road. The Business Administrator answered the repair will be part of the 2003 Road Improvements Program.



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January 2, 2003
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United Water: Spiech questioned when the Township will be on line. The Township Utility Engineer answered EFI is scheduled to start up the unit on Tuesday, January 7, 2003.

20 Inch Water Main Project: Spiech asked the status with the bond company. The Township Attorney reported he is working with the bond company on the Takeover Agreement. A meeting has been scheduled for January 9, 2003.

LEGAL
3a. Design Immunity Resolutions
Three individual resolutions, the Winter Building, the new Municipal Building, and Continental Soldiers Park, shall be prepared for the January 9, 2003 Public Meeting.

3b. Rezone Commodore Perry School from PED to LOD; Discussion
Ordinance shall be introduced at the January 9, 2003 Public Meeting.

ADMINISTRATION
4a. Municipal Pool; 2003 Rates
Item shall be discussed at the 2003 Budget Meeting.

4b. Mayoral Appointments to Planning Board
Resolution shall be prepared for the January 9, 2003 Public Meeting.

4c. Municipal Building; Plaque
Council requested several changes. Business Administrator shall make the changes and provide Council with another sample.

The Business Administrator distributed to Council a recommendation on a sign for the new Municipal Offices. Council requested the sign read “Township of Mahwah Municipal Center”.

Dedication of Continental Soldiers Park: Spiech questioned the date. The Business Administrator answered in March of 2003.

4d. 2003 Animal Control Contract with Bergen County
Calandrillo requested a report on the number of requests and pick ups. Municipal Clerk shall obtain.

Resolution shall be prepared for the January 9, 2003 Public Meeting.

4f. Municipal Building; Change Order #9
Resolution shall be prepared for the January 9, 2003 Public Meeting.

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January 2, 2003
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4g. Sewer User Charge Ordinance; Discussion
Item carried to the January 16, 2003 Work Session Meeting.

4h. Award of Bid; Library HVAC System
Resolution rejecting the bid shall be prepared for the January 9, 2003 Public Meeting.

TOWNSHIP COUNCIL/MUNICIPAL CLERK
5a. Cablevision Rate Increase; Discussion (Paton)
Paton pointed out Cablevision will be increasing their rates to the residents on February 1, 2003. Mayor Martel responded he is still waiting for the information from Wayne. Paton requested the Municipal Clerk contact the Borough of Upper Saddle River for a copy of their recently renegotiated cable contract.

Paton read into the record a proposed advertisement for volunteers for the Cable Advisory Committee. Council concurred with the wording. Municipal Clerk shall send advertisement to the newspapers.

5b. Discount Card Program; Discussion (DiGiulio)
DiGiulio requested a resolution be prepared for the program to be county and state wide. Resolution shall be prepared for the January 9, 2003 Public Meeting on the county wide program. Letter shall be send with the resolution to Fair Lawn.

5c. Raffle Application; Beth Haverim (On Premise)
Raffle Application was tentatively approved. Final approval shall be voted on at the January 9, 2003 Public Meeting.

REPORT OF SUBCOMMITTEES
DiGiulio reported the Beautification SubCommittee will be meeting on February 3, 2003 at 7:30PM in Conference Room #1 at the Municipal Offices.

COUNCIL COMMENTS/COMMUNICATIONS
DaPuzzo was contacted about a crossing guard not being posted on Route 202 by the Mahwah Bar and Grill. At one time a guard was at the site. Question was asked why the guard was removed. The Business Administrator shall contact the Police Department.

Kelly questioned whether or not any letters have been sent to the legislators on the senior citizens issue with their rent increase. Spiech answered in Rutherford there was an Ordinance on rent control for the seniors. The Township Attorney will work with the Business Administrator on a letter to the State Legislators.

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January 2, 2003
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Kelly recommended when the Township is dealing with a utility company and the safety of the residents is involved, the utility companies respond more rapidly. Business Administrator shall handle.

Paton questioned whether the Township was aware of the problem with the gas tanks on the Crown Victorias . The Business Administrator answered the new Crown Victorias are being delivered with the new shields and the old ones are being retrofitted.

Paton received a request from the residents of McIntosh Drive to have speed humps installed. Request was also made for the Police Department to transverse the area more often. Business Administrator shall contact the Police Department.

Spiech informed Council the 2003 Municipal Budget is anticipated to be received by January 15, 2003 from Administration. Budget Meetings will be held on Wednesdays and Saturdays.

On a motion by Calandrillo, seconded by Kelly, the meeting was adjourned at 11:15PM. All in favor. Motion carried.

Respectfully submitted,



Kathrine G. Coletta, RMC/CMC
Municipal Clerk



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