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TOWNSHIP OF MAHWAH
BUDGET WORK SESSION MEETING MINUTES
SATURDAY, FEBRUARY 18, 2006

The meeting was called to order at 8:00AM by Council President Kelly who read the Open Public Meetings 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 in the Municipal Offices, 475 Corporate Drive, Mahwah, New Jersey on Saturday, February 18, 2006 at 8:00AM.

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.

Present: Councilmembers Alderisio, Kelly, Paton, Richter and Roth.
Absent: Councilmembers Calandrillo and DiGiulio

Also present were Mayor Richard J. Martel, Business Administrator Brian Campion and Municipal Clerk Kathrine Coletta.

PUBLIC PORTION
On a motion by Calandrillo, seconded by Roth, the meeting was opened to the public at 8:03PM. All in favor. Motion carried.

Mr. Larry Bear of Tam-O-Shanter Drive expressed concerned about the movement of taxes in the Township.

On a motion by Paton, seconded by Roth, the meeting was closed to the public at 8:04PM. All in favor. Motion carried.

HISTORIC PRESERVATION COMMISSION
25 East Ramapo Avenue: The Business Administrator explained presently before the Council is whether or not to demolish the Township structure at 25 East Ramapo Avenue. If it is determined to demolish the structure, it is necessary for money to be allocated in the 2006 Municipal Budget.

Roth questioned what will occur if the structure is not knocked down. The Business Administrator answered the structure shall remain as is. The Business Administrator went on further to say several lists have been checked as to whether the structure is of historic value. The structure did not appear on any lists. Before the Demolishion Permit is issued, paperwork must go to the Historic Preservation Commission for review. The Historic Preservation Commission has deemed the structure as having historical value.

Roth suggested all utilities to the building be decommissioned.

Richter pointed out once a home is placed on a historic list, it cannot be removed.

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February 18, 2006
Page 2



Alderisio does not feel the Township should undertake major improvements to the house. He brought up when the Department of Public Works moves the Township may consider selling the property and putting it back on the tax rolls.

Account #6-001-J11-219: Demolition of Structures
Line item shall be reduced from $60,000. to $45,000.

Council concurred to “moth ball” the house for the present time.

MUNICIPAL SALARIES
Paton is concerned employees working in the Township are working in other Townships when they should be working in our Township. He is also concerned the Township is absorbing the expenses of the employees 100% although they work for other Townships as well. Paton wants to ensure employees who are working for the Township are working for the Township during their working hours. The Business Administrator explained barometric devices will be installed in approximately one month to track employees. Inspections will only be permitted to be done in municipal vehicles. Municipal Vehicles shall also be monitored.

Mayor Martel added employees have been brought into his office and questioned about their outside employment.

Paton is concerned that if employees work for other Towns and become injured the Township absorbs the medical expense and loss of time.

Richter asked for contracts of the employees that have outside employment and what benefits they receive. The Business Administrator shall obtain the written contracts.
Richter added she also wants the hours they work in other towns. The Business Administrator shall obtain.

Roth questioned how current the list of employees who have outside employment is. The Business Administrator answered it is current as of this month. Roth requested a more extensive list.

On Municipal Salaries, Roth questioned if there are any additions to the list. The Business Administrator answered no, whatever was not funded last year is not funded this year. There are no new additions.

Paton referred to the Memorandum from the Police Chief dated January 5, 2006 and questioned what is being asked for. The Business Administrator explained the Police
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February 18, 2006
Page 3


Chief would like to hire new people sooner rather than later due to several officers retiring. Paton pointed out previously Council concurred to permit the Police Chief to hire employees to fill vacancies. The Business Administrator added the Police Chief is not looking to increase the staff. This is for information only.

HISTORIC PRESERVATION COMMISSION
Mrs. MarthaJean Drago, Mrs. Carole Greene and Mrs. Barabara Shanley were present.

The Business Administrator advised Mrs. Drago it is the concensus of the Council not the demolish 25 East Ramapo Avenue but rather to put everything on hold and the building remain as is.

Mrs. Drago suggested meeting with s few members of the Council to discuss Council’s plans for the area. She suggested perhaps funds could be allocated to have a Structural Report conducted on the building.

Mrs. Drago asked how the structure will be protected. The Business Administrator answered it shall be “moth balled”.

Roth suggested that Mrs. Drago speak with the Business Administrator on the options which could be done with the site. The options shall be reviewed by the Council after recommendation by the Administration.

Mrs. Greene suggested appropriate Township departments comment on the uses for the building. Mrs. Greene felt information on the uses allowed would be helpful in the discussions with the Historic Preservation Commission.

On a motion by Richter, seconded by Roth, $15,000. shall be removed from the Demolition of Structures Line Item. Roll call vote: Alderisio, yes; Calandrillo, absent; DiGiulio, absent; Paton, yes; Richter, yes; Roth, yes; Kelly, yes.

LIBRARY
Mr. Curtis Koster, Mr. John Spiech, Mr. Ken Giamo, Mr. Karl Bierley, Mrs. Marina Topken and Mr. Bruce Silverman of the Library Board of Trustees were present.

Mr. Koster advised Council he prepared a presentation for the Council in an effort to answer questions.

Mr. Koster went on to say three things have occurred since the last meeting:
1. the Budget of the Library has been reconstructed,
2. the plan on the lower level of the Library have been excellerated,
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February 18, 2006
Page 4



3. copies of the law as it effects the Library on the financing of the lower level
have been obtained.

Mr. Koster advised Council the Library pays for utilities except for water, elevator maintenance and janitorial services.

Roth understands completion of the basement portion of the Library would cost $1 million plus. Kelly pointed out this would be if the library was to pay the project off on their own with their reserved earnings.

Roth asked for the comparables in the library renovations. Mr. Koster shall provide.

Paton pointed out he noticed the Township pays the Library in January and October. Paton asked Mr. Koster if this causes a cash flow problem for the Library. Mr. Koster answered yes. The Business Administrator distributed to Council the Payment Schedule to the Library. The Business Administrator added that the money must be collected before it can be paid. Paton suggested Mr. Koster work with Administration when this is a problem.

Richter does not understand why the Library is coming to the Township for money for the renovation. Mr. Koster explained the Library cannot bring the balance of the money to zero and operate.

Richter pointed our the Library was paid four times last year not 2.

Richter again stated she does not understand why the Library is looking to the Township to borrow money when they have money. She is looking for a better explanation from the Library. Mr. Koster answered the Library cannot borrow money. Borrowing must be done through the Township for the project to continue. Richter questioned the cost to renovate the building that is a shell.

Alderisio questioned once the renovations are completed how much additional staff will be needed. Mr. Koster answered half a person.

Alderisio asked for a legal opinion on the Library paying off the money borrowed. Mr. Koster stated he agrees with the principle and he questions how to get there.

Kelly expressed concern with the growth in some areas of the Library. He is concerned when some areas grow faster than other areas.

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February 18, 2006
Page 5



Roth stated he heard several times the Library wants to “borrow” money from the Township. Roth understands borrow to mean payment. Roth does not see any arrangement for payment and that debt would be absorbed by the Township. Mr. Koster agreed.

Paton asked for a breakdown of the insurance and utility costs. Mr. Giaimo pointed out this information is on page 4 in the Operating Budget.

Roth requested a copy of the presentation made by Mr. Koster. Mr. Koster shall provide.

Mr. Koster asked for Council’s concurrence to continue with the renovations to the Library.

Kelly responded he would like for the Council to have time to review and digest the information they received.

Mr. Koster understands the Council wishes to continue discussion on the project.

Paton clarified that an opinion from legal counsel is needed on whether or not rent could be charged to the Library as the Library Board of Trustees would be charged and not the Library.

Richter feels the issue of charging the Library rent should be discussed.

Richter made a motion, seconded by Roth, to charge the Library $250,000. per year for rent.

Roth asked for reconfirmation that the Library can be charged rent as the Library has spoken to Trenton and received different advice.

Richter amended the motion to $10.00 per square foot, Roth seconded.

Alderisio feels the motion should also include pending legal review.

Paton would like to see the number dropped to $105,000 and get a more comprehensive report next year.

Roth stated he does not agree with reducing the amount. He further stated if additional information becomes available to the Council he would consider adjusting the rental amount.
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February 18, 2006
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Paton asked for input from the Mayor and the Liaison to the Library. The Mayor said there were three meetings with the Chairman, Director and a few members of the Board. At the first meeting the Library Board was to provide funds to offset the tax increase. Possibility of rent being charged was discussed. The Library Board was going to take this under advisement. At the second meeting, Mr. Koster mentioned he was unsure if it was legal for the Township to charge rent to the Library. Mr. Koster had said he was told by Trenton that the Township could not charge themselves rent. At the third meeting, the Council President was present. At this meeting, Mr. Koster said he has answers to three questions. The first answer is no. The Mayor asked if this was to rent. Mr. Koster confirmed yes. The Mayor feels this is a vehicle in which the Library can assist the Township in keeping the tax rate lowered. The Mayor added Administration is for getting rent from the Library without hurting the Library. The Business Administrator agreed with the Mayor.

Richter made a motion, seconded by Roth, to charge the Library rent at $10.00 per square foot - $220,000. per year subject for legal confirmation. Roll call vote: Alderisio, yes; Calandrillo, absent; DiGiulio, absent; Paton, yes; Richter, yes; Roth, yes; Kelly, yes.

Paton questioned the Business Administrator if an Interlocal Agreement is necessary and could it be retro to January. The Business Administrator suggested a letter be sent to the Library that the Township will be charging rent. The Business Administrator shall write the letter.

Kelly reiterated an adjustment will not be made to the Budget on this item.

MUNICIPAL SALARIES
Paton asked if the Police Department openings – those leaving – are reflected in the Table of Organization. The Business Administrator answered the names have changed but not the positions. Paton pointed out that a new person will be hired at a lower salary that a senior officer. He asked where this is reflected. The Business Administrator explained the employee is still on the payroll through the amount of money allocated to the position for the year. The Business Administrator further explained the employee receives a Terminal Leave Payment which is carried out to a certain date.

Roth questioned the salary of the SRO Officer. The Business Administrator explained the grant has expired and now the Township pays the entire amount. Roth feels the Board of Education should be funding part of the position rather than the Township paying the entire amount. The Business Administrator said that the Township could request an amount from the Board of Education. Roth pointed out the Chief said he is

Budget Work Session Meeting Minutes
February 18, 2006
Page 7



short staffed and here is a trained officer who could be on patrol. The Township would then benefit from the employee and pay his salary.

Roth made a motion, seconded by Richter, to approach the Board of Education for them to consider underwriting 10/12th of the SRO Officer’s salary.

Alderisio feels the SRO Officer is a benefit to the children not the school. He understands the agreement is that the Township keeps the SRO Officer in the school for one year after the Agreement terminates.

Alderisio added if the Board of Education does not pay for the SRO Officer he does not support removing the SRO Officer from the school.

Richter added the Board of Education understood the grant was for a certain period of time. She does not understand why the Board of Education would not pay as this is an excellent program. She added if the Board of Education will not fund the salary of the SRO Officer she would like to hear the reason.

Mayor Martel pointed out last year when consideration was given to removing the SRO Officer from the schools he received numerous telephone calls and emails.

Roth clarified his motion is not for replacement or removal of the SRO Officer. The Council is asking for payment from the Board of Education towards the salary of the SRO Officer.

Roll call vote on Roth’s motion: Alderisio, yes; Calandrillo, absent; DiGiulio, absent; Paton, yes; Richter, yes; Roth, yes; Kelly, yes.

Paton questioned if all department heads are receiving an increase equivalent to 3 percent. The Business Administrator answered all Supervisory personnel get the same increase as in the Union Contracts.

The Business Administrator referred to the document received from the PBA on 7 officers who are lateral transfers from other departments. The Township requires an employee work 25 years to receive medical benefits. The PBA is asking for the Township to revise the plan to reflect giving several of the employees medical benefits who have at least 20 years with the Township. This will result in not impact on the 2006 Budget. It will have a small impact on the 2007 Budget.


Budget Work Session Meeting Minutes
February 18, 2006
Page 8



Roth asked the downside of the proposal. The Business Administrator answered you lose experience sooner. However, there is a cost savings.

The Business Administrator added the PBA would like to make a presentation to the Council. The Business Administrator added there is one Officer who is eligible and is looking for an answer.

Kelly pointed out after 7 years there is not a cost savings to the Township.

Paton made a motion, seconded by Roth, to accept the Municipal Salaries as presented by Administration and modified by Roth. Roll call vote: Alderisio, yes; Calandrillo, absent; DiGiulio, yes; Patron, yes; Richter, yes; Roth, yes; Kelly, yes.

The Business Administrator asked if Council wishes to consider the proposal at a future Work Session meeting.

Council concurred to cancel the February 25, 2006 Budget Work Session Meeting.

On a motion by Roth, seconded by Paton, the meeting was adjourned at 12:07PM. All in favor. Motion carried.

Respectfully submitted,



Kathrine G. Coletta, RMC/CMC
Municipal Clerk




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