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TOWNSHIP OF MAHWAH
BUDGET WORK SESSION MEETING MINUTES
SATURDAY, FEBRUARY 4, 2006

The meeting was called to order at 8:00AM by Council President Kelly who read the Open Public Meeting Act Statement as prescribed by law. Notice was advertised in The Record on January 6, 2006 and January 25, 2006 stating this meeting would be held on Saturday, February 4, 2006 at 8:00AM 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 at 8:01AM, Kelly, Paton, Richter at 8:01AM and Roth.

Also present were the Mayor Richard J. Martel, Business Administrator Brian Campion, and Deputy Municipal Clerk Janis Fox.

PUBLIC PORTION
On a motion by Calandrillo, seconded by Richter, the meeting was open to the public at 8:01AM. All in favor. Motion carried.

On a motion by Calandrillo, seconded by Roth, the meeting was closed to the public at 8:02AM. All in favor. Motion carried.

MUNICIPAL COURT
Judge A. Gianni, Jr., Municipal Court Judge and Lorraine Cuomo, Certified Court Administrator were present.

Ms. Cuomo stated the Deputy Court Administrator retired so she brought everyone in the Department up in title and is requesting in her Budget this year, additional funding for the needed mandatory training and mileage.

Account #T01-204: Professional Services
Judge Gianni stated the Municipal Court would like to leave the amount of $25,000 for Professional Services. The Judge stated they do not know how many cases they will have or how many summons will be issued. He stated they did have a down turn in DWI’s. Judge Gianni explained a lot more Spanish interpreters are needed than they have needed in the past and they have had special court sessions that need not only Spanish but Russian and Polish Interpreters. A defendant has to have an interpreter by law.

Ms. Cuomo stated they have also had sign language interpreting which they never had before.
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February 4, 2006
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Kelly stated Council will go through their budget but if Council intends to make any cuts to their Budget he would like them to return so they can respond to any cuts that are made.

Account #T01-205: Training & Seminars
Richter asked if the $1,500 is for training of the Court Employees. Ms. Cuomo said yes.

Richter said travel went up to $1,500 and last year they only used $1,200 and asked if it will be that much more for these people to go. Ms. Cuomo stated the Court is governed by the State of New Jersey and they have courses throughout the state. There are five Court Employees and she would like to have money for mileage.

Account #T01-105: Overtime
Roth stated that the Overtime forecasted in 2005 versus 2004 seemed to drop. The Business Administrator explained that the drop from 2004 to 2005 was caused by DWI trials. The Line Item for overtime is for the Court Administrator and her staff of five, working outside of their regular working hours. The Judge’s Salary is a Permanent Part-
time salary for Tuesday’s Court Sessions. There are Special Sessions and this compensation for the Judge does not come out of his Permanent Part-time Salary. If the Judge is called in for Special Sessions it comes out of the Overtime Line Item.

The Business Administrator stated that in 2004 there was a large back up of DWI cases. The Court as directed by the Central Court to add a Judge for Friday sessions to clean up DWI backlog.

Roth said there actual spending went down from 2004 to 2005. In looking at the sessions, most of them are down in percentages and given that year over year comparison they are forecasting 14% more in overtime. Roth stated he is trying to reconcile the fact that activities are down and yet there is 14% more overtime. Judge Gianni stated he is trying to keep up with the back log and he is moving the cases as quickly as he can. He stated the Court is given a 60 day window to move a case. He stated DWI cases can drag on for three or four sessions as they may need Defense Experts. The forecast is remaining almost the same because they are still handling cases that were filed in 2004 and 2005. The Judge stated if they need additional sessions this would mean needing extra days.

Paton asked if any of her employees are Part-Time. Ms. Cuomo said they are all Full-time.




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February 4, 2006
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Paton stated in the past the Court connected to some language service for court appearances and wondered if they still do. Ms. Cuomo stated she in the process of hooking the system up and it should cut back on interpreters but that it is only for the first appearance not for a trial.

Calandrillo asked why the postage this year is for $4,000 as last year’s appropriation shows “0”. The Business Administrator said there is a Departmental request but Administration is recommending zero as postage is in the Central Account.

Alderisio said in regard to Professional Services agrees with the Judge if Budget is cut it is so small now that if they needed more funding there would be no where to take it from.

Kelly asked on the 2005 Report the total is $460,948.20 through September and asked if the Court could make a comment about this. Kelly stated that he knows for the Police Department in the Court he has seen monies that are returned to the Township. In prior years that amount of money the Township gets. His concerns are for the Tax payer and their concern of where their money is going as they never realize there are revenues coming in.

Ms. Cuomo said every month she has dispersements to different Agencies and the Township gets the fines that are collected for the month. There is the State and other surcharges involved.

Kelly reiterated the Department total is $280,000 yet the total is $460,000 and the last three months are not finished yet.

The Business Administrator said there is a portion of fines collected that go to the Municipality. There also is a smaller amount which is a Drunk Driving Enforcement Fund that offsets the costs of the Special Sessions.

Kelly stated he wants it on the record that it is not all of Tax Payers money involved but is self sustaining. Roth stated the Court is projecting $600,000 and it is on the Revenue sheet.

Motion by Calandrillo, to accept the Municipal Court’s Budget as presented, seconded by Richter. Straw Poll Vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, yes; Richter, yes; Roth, yes; Kelly, yes.

POLICE DEPARTMENT
Chief of Police James N. Batelli, Captain William Koyak and Lieutenant Bruce Kuipers were Present.

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February 4, 2006
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Kelly explained that Council looks at the Budget compared to last year’s request and last year’s usage. He stated there may be a need to call them back if there is a reduction in line items. This year the Back up paperwork in most all Departments has been terrific.

Chief Batelli stated the Police Department presented their paperwork to justify the Salaries in their Operating Budget. Chief Batelli feels it is significant to talk about the programs they present during the year. They had a decrease in summons issued this year due to staffing that was reduced and the mandated training which was required by the Attorney General and overtime it cost to provide for this. The State mandates this training but does not provide any funding.

Alderisio asked if the Police Department could go through the Table of Organization Chart in the Supplemental handout.

Paton questioned the openings that are on the Organization Chart and asked for a frame of reference.

Chief Batelli explained the three openings and in addition they anticipate a retirement of at least two officers. The Officers accrued compensation time that will carry them through for a period of time. The Department will bring someone in at $32,000 which is significantly lower than the people they are replacing, and that will result in a net reduction in Salary Budget.

Alderisio stated that the Budget was presented over and above what Council needed and it was a great job.

Paton had questions in the Mahwah Police Department Report of January 30th on Sick Time Analysis. He questioned with such a standard deviation have people taken an enormous amount if sick time. Chief Batelli explained they have an early warning in place and have talked to six officers that have exceeded the average number of sick days.

Paton asked on the Municipal Escrow Account on the Mahwah Police Report he asked who Audits this. Chief Batelli said the County Prosecutor. Each quarter the Police Department provides Administration with a breakdown of Expenditures and Additions to Budget. They are maintained in an account in Hackensack and coordinated with the Prosecutor.

Roth had a question on the Report of the 30th titled Patrol Overtime Overview 2005. The Report shows a Total Overtime of $293,344 versus page 63 in the Budget Report. There appears to be a discrepancy. Chief Batelli said the Chief Financial Officer will take

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February 4, 2006
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grant money especially the Drunk Driving Enforcement Fund money and apply it differently then the Police Department. The Chief Financial Officer’s budgeting procedure is a little different.

Roth stated it appears that the forecasted Budget for next year is a 3% increase. Roth stated most of this overtime is 70% or so and is due to Court. The Judge had stated the activity is down a big percentage so since activity is down, and their activity is court how come it is going up and biggest driver is Court how come going up. Chief Batelli, stated Salaries are going up 4.1% this year and even if they had stayed the same there would be a slight increase in the Court Overtime. The summons reduction was probably the result of the staffing reduction they had during the year. He feels these numbers will rise in 2006 due to a full staff next year and does not want to reduce this.

Roth said on the January 30th Report under Supervisory Staff Statistics Report the Chief prepared a Chart of Patrols Officer/Detectives versus staffing to Supervisors in comparison of other towns. Chief Batelli said a Supervisor is provided on every tour. He feels supervision on the road is very important in making sure Officers are making the correct decisions. Chief Batelli said in contrast to other agencies throughout the State our Township is on the lower 50% ratio of percentage of Supervisors to Officers. Chief Batelli stated they do not have Officers or Supervisors just sitting at headquarters. Chief Batelli stated the Supervisors are on the road supervising the road officers and making sure they are making the correct decision.

Roth suggested in the future, on this data, it may be a good idea having information on the total number of Sworn Officers in the Department versus other Towns. This would be helpful in looking at the other towns in their population base and essentially look at number Officers per capita staffing. Chief Batelli said he will provide additional data in the future.

Roth said on Manpower Allocation Analysis Report under Patrol Division having difficulty in understanding the math. The Division is divided into 4 Squads and the total comes to 38. He does not know how the number of 38 was reached. Chief Batelli stated it should be eight Officers in each Squad, plus two Power Shift Officers, plus one Traffic Officer, plus one K-9 Officer is 38. The Supervisors are not included in the figure of 38. The figure is 38 exclusive of the Sergeant and Lieutenant.








Budget Work Session Meeting Minutes
February 4, 2006
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Account #F05-102: Detective - Overtime
Roth stated in reading the report, Detective overtime is $60,000 and the Actual numbers he has is Overtime is $32,000 why such a discrepancy. Chief Batelli stated the overtime that Captain Jaffe did in his analysis was Taxpayer overtime which was $34,364. The Overtime that the Chief Financial Officer did is at $31,913. There is an additional $24,990 that comes out from outside vendors. The Detectives are entitled to work for Rockland Electric and Verizon on Traffic Details. The Chief Financial Officer does not include this on the Budget Preparation sheet.

The Business Administrator explained that this is a separate escrow account that the contractors are required to pay into and the Town uses this account to pay the Officers.

Account #F05-108: Clothing Education Allowance
Chief Batelli explained this Line Item. The Chief Financial Officer not only includes the stipend for Education but the Clothing Allowance for the Detectives Bureau and Administration. The Uniform Allowance requested is $37,000 and it was reduced to $31,000.

Account #F05-105: Overtime
Richter asked why the Overtime dropped from $22,000 to $7,000. Chief Batelli said it
was for the Dispatchers. Chief Batelli explained the Police Department has new Dispatchers who receive less vacation time. Also, the Department has tried to look at overtime more closely.

Calandrillo asked what Power Shift Patrol meant. Chief Batelli explained that the Power Shift Officers work either noon to midnight or 3:00 a.m. to 3:00 p.m. The goal is to reduce the potential for overtime. And it supplements the routine Patrols. These times are also when there are a higher number of calls so they stack the Shift with more Officers.

Calandrillo asked due to the new scheduling has sick time gone down. Chief Batelli said it has leveled off. Chief Batelli stated out of 56 Officers he may only have to talk to around six employees a year.

Paton had some discrepancies about the Contractual Time Off Chart and why are the hours shifted for Sick days to 35. Chief Batelli said it should be 36 hours. On Holidays, the Officers are off 8 hours or 12 hours. Chief Batelli explained how it should be “Kelly time” which is a formula taken to reach the proper hours.


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February 4, 2006
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Paton spoke about the speeding issues in the Township and hopes something will be done to improve this and also the congestion at the Schools. Traffic Assistance is needed at
the Schools. Chief Batelli said they have met with a group called Stop Group for Pilot Travel to discuss these issues.

DiGiulio asked what the timeframe is to fill the two vacancies the Police Department has.
Chief Batelli stated he is working with the Business Administrator.

DiGiulio asked what the status is of the Resource Officer and will the Township be seeking a Grant for this. Chief Batelli stated the Grant expires in June and this portion of the Grant is the Police Department’s obligation after the three year funding by the Federal Government. The Police Department is looking into other Grants for this program.

Roth asked why the 2005 Alliance Grant was not recurring again. Chief Batelli stated that amount is included in a subsequent document $13,500 for the Municipal Alliance Grant for 2006, plus $8,500 from the Township which will give them $22,000 to operate the DARE Program. The Business Administrator said we cannot include this into the Budget until we have an actual letter in hand.

Account #F02-000: Records
Roth stated this is a 65% increase over last year’s Actuals and wonders why the Records Division has such an increase when we only showing 3% for Patrol and 9% for Detective
Bureau.

Chief Batelli stated there are two women that work in Records and the workload has increased. The Police Department’s Records Bureau Staff have always stayed the same. The Overtime, while significant in percentage, is minimal in dollars. Prior to 2005 the Police Department brought in a Temporary Per Diem Dispatcher and this year did not have this available.

Roth asked how Per Diem worked. Chief Batelli stated the Police Department calls the
Individual as needed and the Department is not required to pay benefits or sick time.

Roth asked on the Budget sheets after the Account #205 Back Up Work Sheets – 2006 requiring tuition reimbursement wants to understand how this works. What are the Township’s obligations. He sees where older people in the Department are putting in for courses and would like to know what the Township’s obligations are. Chief Batelli stated through contract negotiations the Department has eliminated stipends since most Officers come on board with a degree so this is a savings to the Tax payers.





Budget Work Session Meeting Minutes
February 4, 2006
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It is tracked through his office and then summated to the Business Administrator and he reviews all the requests in making sure they have the documentation that the courses they are taking are in line with an accepted Police Criminal Justice Course.

Roth said there is Police Officer moving toward a PhD. Does he have a Master Degree?
Chief Batelli stated the Township is only obligated to pay up to 120 credits which is a four year degree in the field of Criminal Justice.

Alderisio stated he feels the SRO Program it is very good program and the money is well spent.

Richter asked the Business Administrator who put the Budget books together. The Business Administrator stated Administration does. Richter asked if the Back Up Sheets could be numbered. The Business Administrator said it is a good suggestion.

Motion by Alderisio, to accept the Police Department’s Budget as presented, seconded by Richter. Straw Poll Vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, yes; Richter, yes; Roth, yes; Kelly, yes.

Additional Meetings/Budget/Introduction
Kelly explained that the last Budget Meeting is scheduled for February 18, 2006. Kelly said Council will have some miscellaneous things to discuss. Kelly indicated it is his intention to continue Budget Meetings until the end of February and possible through March, however, he needs a purpose for the meetings. Kelly stated he needs input from Council for future Agendas. Kelly said it possible to introduce in early March and approve the Budget the end of March to early April.

Richter has concerns with the timeframe and the coordination of the Board of Education’s Budget and when will it come out.

Kelly asked if Administration could assist.

The Business Administrator stated in reference to the time line, if our Budget is introduced in March and adopted in April there could be delays. The most significant thing would be the State and the State’s budget. We need to know the level of what our State Aid will be. Administration is anticipating that the State Aid will be the same as last year. If the state is late in introducing their budget it will delay us introducing our budget even if we are ready to go forward.


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February 4, 2006
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The Business Administrator also explained the other concern that may affect our schedule is that after the budget is sent to the Division of Local Government Services to review. There is a three year cycle for review. The Township can self review for two years and the DCA will do a full review in the third year. The Township is on a schedule that we are not required for a full review by DCA this year so the level they do in off years is to just make sure our Budget is in proper form and the mathematics is correct. We cannot adopt until we get a letter from the DCA and it is in the proper form to adopt it.

The Business Administrator also explained about the Application for Extraordinary Aid. He stated the probability of getting this looks good. The Chief Financial Officer needs to give more information on the Year-End Financial Statement and when this is ready it will be filed with DCA and the State. The Township anticipates filing for the Extraordinary Aid and this will put the Township into a full examination which could further delay the adoption of the Budget.

DiGiulio asked what Administration’s suggestion is. The Business Administrator suggests submitting our Application for Financial Aid.

Roth asked what the rough ballpark estimate is of how much the Township can get. The Business Administrator stated approximately $100,000.

Roth asked is the problem before the House the timeliness of our filing or if we had applied for State Aid at an earlier point in time would that have helped. The Business Administrator stated our Application for State Aid should match up with the date that we introduce our Budget and the deadline for filing.

The Business Administrator stated our Application for Extraordinary Aid should match up with the date we introduce our Budget and the deadline for filing. The Business Administrator further explained, when an Application for Extraordinary Aid is made, you must submit a Budget like you are not getting it and the Application will accompany the Budget as it was introduced. The decision will not be received until some time later.

Paton stated the Board of Education’s School Budget will be voted on April 18th. He does not know how long before that they will have to finalize their Budget. Because of State funding they will not know until very late. School Districts have to have their Budgets in by a certain date. They will know what the State Aid is probably in mind-March before they finalize their Budget.

Alderisio asked if we apply for Financial Aid do we have to go on the assumption we are not getting it. The Business Administrator stated if there is Application pending and it is time to send out Tax Bills, they would have to be sent out estimated and then have a second mailing.

Budget Work Session Meeting Minutes
February 4, 2006
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POLICE CAPITAL BUDGET
Kelly has a question on Repeater. Kelly asked if Sergeant Blank talked to Chief Batelli on this item. There was a cost of $17,000 for this Repeater. The question was usage and the question was from Council was there is a possibility an Application could be made to the Prosecutor and this could be taken from the Municipality Escrow Account.

Chief Batelli said some of the plans for the Escrow Account in 2006 are to redesign their website and he stated he could put the request in for the entire amount of the Repeater to the County Prosecutor. If it Councils request to seek the Prosecutor’s opinion on this he will put the request in and will ask for the full $17,000.

Roth stated the Repeater would not be specifically 100% the Police Department's, and they should check to see if anyone else would be using it and then only ask for a percentage of the $17,000.

Chief Batelli stated he had a good repore with the Prosecutor and he is comfortable putting in for the full $17,000.

The Business Administrator talked about the Grant of $75,000, a 50% matching Grant for servicing of the Security in the School Buildings has to be addressed. The Business Administrator asked Chief Batelli to explain this as he stated the money for this will have to come from somewhere. Chief Batelli stated $150,000 for the Security in the schools is well spent as it will reduce the potential for crime. The Board of Education will have to make a decision to forfeit this $75,000 if we do not get the Grant or come up with the full $150,000. Chief Batelli stated before he makes the request to the Prosecutor for the 50% of matching Funds, he needs from the Board of Education, an estimate from a vendor on how much it will cost.

Roth questioned if there were any other Grants that are missing a match. The Business Administrator said no.

Kelly thanked Chief Batelli for all the hard work in applying for Grants totaling $171,701.10.

Motion by Calandrillo, to accept Police Department Capital Budget as presented, seconded by Roth. Straw Poll Vote: Alderisio, yes; Calandrillo, yes, DiGiulio, yes; Paton, yes; Richter, yes; Roth, yes; Kelly, yes.



Budget Work Session Meeting Minutes
February 4, 2006
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On a motion by Calandrillo, seconded by Roth the meeting was adjourned at 9:49AM. All in favor. Motion carried.

Respectfully submitted,



Kathrine G. Coletta, RMC/CMC
Municipal Clerk



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