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TOWNSHIP OF MAHWAH
BUDGET WORK SESSION MEETING MINUTES
TUESDAY, FEBRUARY 1, 2005

The meeting was called to order at 7:35PM 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 1, 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, Calandrillo, DiGiulio, Kelly, 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 Kelly, the meeting was open to the public at 7:38PM. All in favor. Motion carried.

Mr. Allan Kidd of 111 Miller Road stated the $1.3 Million budgeted for the Library is, in his opinion, too much to spend during a budgetary crisis. Mr. Kidd made the Township an offer to run the Library himself for the next three years for $1 Million and offered to give the remaining $300,000.00 back to the Township to use for youth and senior activities. Mr. Kidd asked Council to take this offer seriously.

Mr. Kidd noticed that the Budget did not include principal and interest payments for the Library if it is not paid for yet. Mr. Kidd felt these principal and interest payments should be included.

Mr. Kidd stated the Blue Budget Binder was not clear and precise enough to make accurate decisions concerning the Budget.

Mr. Albert Kidd of 851 Darlington Avenue stated 10% should be taken off last years Budget and that should be used for this year’s Budget. Mr. Kidd stated there is a lot of wasted money spend in many of the Township Departments and the Budget should be cut and justified.

Mr. Kidd questioned the Township’s use of Full Time Employees who, in Mr. Kidd’s opinion, are in actuality Part Time Employees.


Budget Work Session Meeting Minutes
February 1, 2005
Page 2

On a motion by DiGiulio, seconded by Paton, the meeting was closed to the public at 7:45PM. All in favor. Motion carried.

Paton asked for Administration to review all the Township’s revenue sources and he would like to see a memorandum on this within a week.

Library
Mr. Kenneth Giaimo, Library Director, Mr. John Spiech, and Mr. Garnes, of the Library Board of Trustees, were present.

Mr. Giaimo gave an overview of the Library’s proposed Budget.

Richter asked why the report came out rounded off. Mr. Giamo said the State requests it to be rounded off.

Richter asked how the State Aid works. Mr. Giamo stated this is based on expenditures through the previous year.

Richter asked what the Line Item Other Operating Expenses for $53,750.00 on page 2 of the Operating Summary Budget included. DiGiulio stated the breakdown was on page 5. Richter asked what the $1,400.00 in Petty Cash was for. Mr. Giaimo stated miscellaneous postage and minor expenditures.

Richter asked why the Chamber of Commerce charges so much for Mr. Giaimo’s membership. Mr. Giaimo stated this is for Membership and Luncheons.

Richter asked what the miscellaneous $6,000.00 on the page 6 breakdown was for. Mr. Giaimo stated this was money earmarked for Professional Services.

Richter asked what the Security for $7,000.00 on the page 6 breakdown was for. Specialty paper needed for security purposes.

Roth asked why Computer Expenses have gone up so much this year. Mr. Giaimo stated there will be a major software upgrade this year which will require additional cable lines and terminals.

Roth asked if the digital projector in Capital requested was essential to the Library’s operations. Mr. Giaimo stated it was not essential; however, this is not just a projector it will be a revamping of the complete sound system which is needed.

Roth asked how many terminals can fit in the Library. Mr. Giaimo said 28.
Budget Work Session Meeting Minutes
February 1, 2005
Page 3

Paton asked what the Telephone Line Charge of $3,800.00 on page 17 was for. Mr. Giaimo stated this is a composite expenditure.

Paton stated on the Salaries on Form One seem high. Mr. Giaimo stated this is due to the “revolving door” with regards to employees. Paton stated there must be money left over at the end of the year and asked where it went if the money was not spent. Mr. Giaimo stated it accumulates in the Library’s Capital Funds Account earmarked for expansion purposes to include the Library Basement.

Alderisio complimented Mr. Giaimo on his Budget and asked what plans the Library had for the Basement. Mr. Giaimo stated his priority would be a Children’s Department and storage; however, he has no plans to open it up to the public.

Calandrillo asked why Postage Expenses are listed under Petty Cash when there is a Line Item for Postage. Mr. Giaimo stated the Line Item for Postage is used for Pitney Bowes, not miscellaneous postage.

Calandrillo asked why the prices for the three color laser printers so high. Mr. Giaimo stated he must purchase through authorized vendors due to the need for repairs and support services.

Kelly asked about Interest Income listed on page 2 of the Summary Budget and page 3 of the Line Item Detail of $5,400.00. Kelly wanted to know the source of this interest/surplus, and he asked to have it listed. Mr. Giaimo stated this is the interest generated from the Operating Account and Certificates held by the Library.

Kelly mentioned the T-1 Line and asked if there had been any conversation between the Board of Education, the Library, and the Township concerning the possibility of paying the same costs for an item that could be shared. Mr. Giaimo stated traditionally the Library has had their own T-1 line, and he did not know if they could be shared. Kelly stressed the need to cut these costs and he asked for Mr. Giaimo to research this and provide a report on this to Council.

DiGiulio stated in light of the Surplus Account she wondered if the Library could cover some of the miscellaneous costs and one of the printers in order to cut back. Richter stated this would not save the Township money as the Township must give a set amount required by the State to the Library.

Calandrillo asked what the $2,000.00 for Consulting Fees would go towards. Mr. Giaimo said it would go towards an upgrade of the Accounting System.


Budget Work Session Meeting Minutes
February 1, 2005
Page 4

Kelly stated the 7500 square feet of basement of the Library needs to be used and there is a lot of space there that could be offered to groups in the Township that would like a place to meet. Kelly felt that the Township owes this space to the Public, and the fact that this space is being wasted troubles Kelly. Kelly asked for a report on the future utilization of this space.

Mr. John Speich stated there are procedures to be followed concerning the use of Library space, as the Township and Board of Education also have procedures.

Richter stated that there is 7500 square feet of room with 2500 available for meeting space which equals the entire Winter Building top and bottom in space. Richter was confused as to why the Library makes the decision on how to use the building when the Township owns the building. Speich asked why the Board of Education runs their buildings if it is owned by the Township. Richter stated the Board of Education is a separate Government and directive, and the Library is part of the Township.

DiGiulio stated the original intention for the basement was to be utilized by the seniors, and in subsequent years the Library stated it was being used for storage. DiGiulio stated the Small Town Fancy Players had thousands of dollars of costumes they had to throw away due to lack of storage. DiGiulio stated since they were a productive group in the Township it would have been nice to allow them to utilize this space. DiGiulio asked the Library to revisit their views on the utilization of the basement space.

Paton stated the Library was considering using a Consultant and he was wondering if they considered using the same consultant as the Township. Mr. Giaimo stated since the Library was so specialized this would not be a possibility.

Calandrillo asked for the Library to provide a plan for the basement that included costs.

Health
Mr. John Hopper, Health Officer, was present.

Richter thanked Mr. Hopper for his detailed Budget Report. Mr. Hopper thanked Council for their concern in regards to Health Department Employee Ms. Gerry Hallissey’s recent death.

Mr. Hopper gave a brief overview of the department and their recent difficulties due to staff health issues and flu vaccine problems. Mr. Hopper stated despite the above, the Health Department Budget for 2005 will still reflect a reduction in cost.

Calandrillo asked if a Color Laser Printer was being requested. Mr. Hopper said no, he found a department to share with.
Budget Work Session Meeting Minutes
February 1, 2005
Page 5

Account # E01-202: Equipment
Alderisio suggested the use of a used Police Vehicle rather then purchasing a new one. Mr. Hopper stressed the need for a dependable, economical vehicle for the Department.

Account # E01-100: Salaries and Wages
Alderisio asked what the transfer of $8,000.00 was for. The Business Administrator stated it was due to an unusual year for staff illness and the money was utilized for Part Time help taking on Full Time responsibilities.

Account # E01-202: Equipment
The Business Administrator stressed the need for a dependable car and felt the use of a Police Vehicle would be a poor idea. A Ford Focus is being considered for the Health Department’s use.

Paton and Roth suggested leasing over purchasing a new vehicle.

Account # E01-204: Professional Services
Mr. Hopper stated the $10,950.00 was needed for possible legal expenses over the year. Richter stated Council would take this under consideration; however, it is a bad year for the Budget and Council is seeking to save the Township money.

Kelly asked the Business Administrator for information on the Ford Focus for next week.

Human Services
Dolores Raiz, Director of Human Services, was present.

Ms. Raiz gave a brief overview of the Human Services Department and their 2005 budgetary needs.

Account # K01-202: Equipment
Calandrillo asked if the Human Services Department had access to a vehicle since Administration was not approving their request for a new one. The Business Administrator stated they do have access to a Crown Victoria Township Vehicle.

Senior Services
Account # K03-000: Access Transportation
Ms. Raiz stated this account went up due to the need for a full time driver.

Account # K03-203: Repairs and Maintenance
Richter asked if the vans could be washed by the Department of Public Works to save money. Ms. Raiz stated this is difficult due to the before and after hour window needed to wash the vehicles.
Budget Work Session Meeting Minutes
February 1, 2005
Page 6

Kelly asked the Business Administrator to look into the Stormwater Management Guideline issues. The Business Administrator will get back to Kelly on this.

Calandrillo asked what Administration’s position was on the reclassification of Ms. Carol Johnson. The Business Administrator stated Administration supports it.

Affordable Housing
Ms. Raiz stated this is very low budget.

Kelly thanked Ms. Raiz for all her help in Township activities.

Senior Center
Ms. Suzanne Small, Senior Center Coordinator, was present.

Ms. Small gave a brief overview of the Senior Center Department, Programs, and needs for 2005.

Account # K02-100: Salaries and Wages
The Business Administrator stated this account went up due to the deletion of a part time position and the inclusion of a second, full time position.

Account # K02-240: Professional Services
Paton asked why the increase is $13,000.00. Ms. Small stated Instructor Fees are higher due to increased membership and spilt sessions are needed for some classes.

Account # K02-212: Food and Beverages
Paton asked Administration why Food and Beverages increased so greatly. The Business Administrator stated December charges were not included in the Budget before Council and the increase of Luncheons and members are the reasons for the increases.

Alderisio asked for a break down and clarification of requests. Ms. Small stated she would provide this for next week.

Calandrillo asked why some of the Luncheons were cancelled. The Business Administrator stated due to weather.

Kelly asked Administration when they would get the final numbers for all the Budgets. The Business Administrator stated in January.

Kelly thanked Ms. Small for all her hard work with the seniors of the Township. DiGiulio concurred.

Budget Work Session Meeting Minutes
February 1, 2005
Page 7


Account # K02-204: Professional Services
Richter stated a Back Up Sheet would have been helpful for this account. Richter asked if Instructors ever volunteer to do these classes. Ms. Small said not so far.

Richter suggested if 10 or less enrolled for the course be cancelled.

Account # K02-212: Food and Beverages
Richter asked why Food and Beverages went up 25% and she wondered if there was a $7,500.00 increase. The Business Administrator said the Senior Center is looking at hosting more Luncheons and Events in 2005 and a greater attendance is expected. Ms. Small concurred.

Account # K02-220: Entertainment
Richter asked if the Movie License had to be renewed each year. Ms. Small stated yes, and it may cost more then last year. Calandrillo asked if the Movie License could be shared. The Business Administrator said no. Calandrillo asked Administration to clarify the amount of Movie Licenses the Township acquires each year, how much they cost, and why.

Roth asked what the balance of this account goes towards. Ms. Small stated decorations, entertainment, Disc Jockeys, etc. Roth asked Ms. Small where to cut if Council needed to cut her budget. Ms. Small stated Entertainment if needed.

Richter asked Ms. Small for her backup’s with explanation for next week.

Environmental Commission
Mr. John Brotherton, Chairman, was present.

Mr. Brotherton gave a brief overview of the Environmental Commission Budget and projects for 2005.

Kelly asked to consider the possibility of the Boy Scouts helping with the Trail Signage Identification at Continental Soldiers Park.

Kelly asked if the Environmental Commission would join Paton and the Board of Education in deliberations on the Storm Water Management Program for the Township. Mr. Brotherton stated this would be a possibility. Richter stated Kelly and Paton will join her in a meeting with the Board of Education where this will be brought up.



Budget Work Session Meeting Minutes
February 1, 2005
Page 8

Account # L30-204: Professional Services
Roth asked if this would include fees for the Trail Signage Identification at Continental Soldiers Park. The Business Administrator stated those costs would be coming from the Department Of Public Works Budget.

Paton asked Mr. Brotherton if the Environmental Commission handles the Township Tree Program. Mr. Brotherton said no, that is the Department of Public Works.

Historic Preservation Commission
Ms. M.J. Drago, Chairperson, was present.

Ms. Drago stated she was not informed that she was to present tonight, and therefore was not prepared to present.

Richter stated the Historic Preservation Commission’s Budget was straight forward, and Council had no questions.

On a motion made by Calandrillo, seconded by Alderisio, the meeting was adjourned at
9:30PM. All in favor. Motion carried.

Respectfully submitted,


Kathrine G. Coletta, RMC/CMC
Municipal Clerk

KGC/mcr







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