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January 20, 2009

 

A Budget Meeting was held by the Township Council of the Township of Roxbury on January 20, 2009 at 1715 Route 46, Ledgewood, New Jersey at 7:30 p.m. 

           

OPEN PUBLIC MEETING STATEMENT

Adequate notice of this meeting of the Township Council of the Township of Roxbury was given as required by the Open Public Meetings Act as follows:  Notice was faxed to the Daily Record, the Newark Star Ledger and the Roxbury Register on December 17, 2008; notice was posted on the bulletin board in the main hallway of the Municipal Building on December 17, 2008.

           

ROLL CALL (Present): Mayor Kathy DeFillippo, Deputy Mayor Jim Rilee, and Councilmen

Gary Behrens, Fred Hall, Martin Schmidt, and Tim Smith

 

ALSO PRESENT:  Christopher Raths, Township Manager and BettyLou DeCroce, Township Clerk

 

Absent:  Councilman Richard Zoschak was attending a Lake Hopatcong Commission meeting.

 

REPORTS OF COUNCIL LIAISON REPRESENTATIVES, COUNCIL COMMITTEES AND NEW BUSINESS/OLD BUSINESS

A.  Capital Budget Presentation

1.  DPW Facility

 

Mr. Raths referred to his Capital Budget summary adding an additional $400,000.00 to the appropriated funds.  Mr. Raths stated that it was important to get it out to bid to finalize the actual cost.  With the atmosphere of the financial market we should move quickly before price increases come in with the stimulus package.

 

Rick Blood, Assistant Public Works Director and Michael Kobylarz, Township Engineer and DPW Director addressed the Council with regard to the increased prices based on the economy.

Building Cost Estimated:

 

August 27, 2008 including truck wash equipment      $3,351,000.00

            Reductions:

                                    Eliminate brick face                   $    70,000.00

                                    Eliminate sprinkler system         $    57,500.00

                                    Remove walls, doors, heat        $  100,000.00

                                                Revised Cost                $3,073,500.00

 

Site Work Estimate: 

Including drainage, septic system, paving etc.     $   775,000.00

 

            Less:

                                    Inspection Services                   $     90,000.00

                                    Reduce paving area                  $   240,000.00

                                    Eliminate landscaping                $     25,000.00

                                    Provide Twp Labor

                                    And Equipment             $   50,000.00

Revised Site Costs                                                        $  370,000.00

 

TOTAL REVISE COST ESTIMATE              $3,443,500.00

 

Available Funding:

Including General Fund & Water/Sewer ord.                 $2,336,000.00

 

UNFUNDED BALANCE                                           $1,107,500.00

 

Additional Reductions:

Alternative Construction methods

(pole barn, Quonset etc.)                                              $   100,000.00

Eliminate Vehicle Storage area                          $   500,000.00

Unfunded Balance Less Vehicle Storage                       $   607,500.00

 

Mr. Blood recommended that the Township prepare the bid documents with several alternative options, namely to section out the project in order to create a list of options.  This would allow the Township to select from the various options based on the bids received and the funding available.

 

The design of the facility can be broken down into at least five separate components:

 

     The office or core

            The vehicle storage area including alternative construction options

            The lean-to surrounding the vehicle storage area

            The truck wash bay (with an option for a “3 season” design without walls or doors)

            The equipment repair area.

 

Mr. Blood further recommended the bid documents be prepared with each of these options as well as similar provisions within the site work documents whereby the Public Works Department may be able to contribute labor and equipment to reduce the total cost.

 

Mr. Blood added that this project has been in the planning for nearly 20 years.  During that time several governing bodies, managers and public works personnel have attempted to complete this project.   I believe this is the best plan presented to any Council and that this will ultimately benefit the taxpayers of Roxbury Township for many years to come by providing efficient and effective service. 

 

Council discussed all this information to decide whether they should move forward with the bid process as proposed by Mr. Blood.

 

Council had a consensus to move forward with the bidding process.

 

B.  Operating Budget Discussion

1.  Police Chief Discussion

 

Chief Noll and Lt. Simonetti were present to give an overall review of the tactical team and dive teams.  Chief Noll stated that the funding of hard cost has been filled for a long period.  The actual costs of the budget are the soft cost to fill the first response vehicle etc.   The cost involved to cut does not affect the budget.  The elimination of both teams will not affect the overall budget in cost. 

 

Further discussions took place with regard to dispatch.  Currently the County has put the dispatch expansion on hold due to the costs involved.  Chief Noll has stated that he is a big supporter of regionalizing the dispatch to the county and this would become a county cost.

 

C. 2009 Goals and Objective

Mr. Raths went over the goals and objectives for 2009 to update the concerns with the Council.

 

The Council members discussed the implementation and use of the new electronic e-mail addresses.  Mr. Hall stated that he would be available to assist any Council members with changing their password.  Mr. Hall also suggested utilizing the signature block feature on Council member’s e-mail correspondences, as well as adding a confidentiality clause/disclaimer to e-mail communications.  Mr. Hall asked for a contact list of the e-mail addresses of Township employees to be available.  Mr. Rilee stated that a contact list should only be available at the Township Manager’s discretion/authorization.  The new e-mail addresses will be added to Roxbury’s website and on Council member’s business cards.

 

Ms. DeCroce will organize a training session for Computer Committee members regarding the type of correspondence that is subject to full disclosure under the rules of the Open Public Records Act.

 

 

 

MATTERS REQUESTED/REFERRED BY COUNCIL MEMBERS, MANAGER, ATTORNEY OR CLERK

None

 

PUBLIC PORTION

None

           

DRAFT ORDINANCES FOR DISCUSSION

None

           

INTRODUCTION OF PROPOSED ORDINANCES                                               

None   

 

HEARING AND ADOPTION OF ORDINANCES ON SECOND READING

None

DRAFT RESOLUTION FOR DISCUSSION

None   

 

INTRODUCTION AND ADOPTION OF RESOLUTIONS

09-37               A RESOLUTION AUTHORIZING THE PAYMENT OF BILLS      

 

ADD ON:

 

09-38               A RESOLUTION OF THE TOWNSHIP COUNCIL OF THE TOWNSHIP OF ROXBURY SUPPORTING THE PARIS GRANT PROGRAM THROUGH THE COUNTY OF MORRIS

 

Deputy Mayor Rilee made a motion to adopt Resolution 09-37 and Resolution 09-38.  Mr. Hall seconded the motion.

 

Roll Call:          Deputy Mayor Rilee – Yes       Mr. Hall – Yes

                        Mr. Behrens – Yes                   Mr. Schmidt - Yes

                        Mr. Smith – Yes                       Mayor DeFillippo – Yes

 

Motion carried 6 to 0.

 

COMMUNICATIONS

January 16, 2009

#1, Item B Main Streetscaping Committee

Mayor DeFillippo asked if the date scheduled for the groundbreaking ceremony has been confirmed.  Mr. Raths stated that the date of May 3rd, 2009, from 2:00PM until 4:00 PM is definite.

 

#2  Correspondence from Government Strategy Group, dated October 2008, re:  Draft of a  “Feasibility Study for Shared Field Maintenance Services between Roxbury Township and the Roxbury Board of Education”

Mr. Raths will add this as a discussion item either on the next agenda or the first February agenda.

 

#3  “Shared Services – New Opportunities”; “Shared Services – Ongoing Opportunities”; “Recent Completed or Cancel Activities”

Mr. Hall stated that an updated list will be in the next Communications packet.

 

#5  Correspondence from Nancy Wittenberg, Assistant Commissioner, NJDEP, Environmental Regulation division, to Municipal Mayors, dated January 2009, re:  Certified Recycling Coordinators

Mayor DeFillippo asked if Debbie Ward has the certification that the letter is referring to.  Mr. Raths stated that she does.

 

#6  Correspondence from John Bonanni, Morris County Administrator, to Frank Grisi, Roxbury Township Health Officer, dated December 8, 2008, re:  Roxbury Dial-A-Ride; notification that a renewal of subgrant funding has been recommended for 2009

Mayor DeFillippo stated that this was the same level of funding from the previous year.

 

#7  Correspondence from Martin Cormier, Group Logistics Manager, Ryder Logistics & Transportation Solutions Worldwide, to Mayor DeFillippo, dated January 14, 2009, re:  notification of the closing of the Ryder location located in Ledgewood

The Council members discussed the significant number of jobs that would be lost due to the closing of this company’s Roxbury location.

 

#13 Correspondence from NJLM to Municipal Mayors, dated January 14, 2009, re:  League Brochure “State Government and Your Local Property Taxes”

Mayor DeFillippo asked if we could use any of the information on this brochure to explain local property taxes and show that Roxbury’s tax increases have been lower than the average.  The Council members stated that they would like to see this information available on the website.

 

Deputy Mayor DeFillippo stated that she, Deputy Mayor Rilee and Councilman Zoschak would be unavailable for the Workshop Meeting on February 10, 2009.

 

EXECUTIVE SESSION

None

 

ADJOURNMENT

 

At 9:45 PM, Mr. Smith made a motion adjourn the meeting.  Mr. Schmidt seconded the motion.

 

Roll Call:          Mr. Smith – Yes                       Mr. Schmidt - Yes

Mr. Behrens – Yes                   Mr. Hall – Yes

Deputy Mayor Rilee – Yes       Mayor DeFillippo – Yes

 

Motion carried 6 to 0.

 

Submitted By:

 

 

________________________________

BettyLou DeCroce

Township Clerk

MINUTES APPROVED BY COUNCIL

DATE:                        February 10, 2009

ROLL CALL:            Mr. Smith – yes             Mr. Schmidt – yes

                                     Mr. Behrens – yes          Mr. Hall - yes