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Township Council » Meetings » Minutes: January 26, 2019

All meeting minutes posted on the township website are unofficial minutes. Official copies of minutes may be obtained from the township clerk.

Minutes: January 26, 2019

A. OPENING OF BUDGET MEETING

1. Call to Order

A budget meeting of the Randolph Township Council was called to order at 8:30 a.m. by Mayor Loveys. This meeting is held pursuant to the New Jersey Open Public Meetings Act. Adequate notice of the meeting has been provided by posting written notice of the time, date, location and to the extent known, the agenda of the meeting in Randolph Township. This notice was posted on the Bulletin Board within Town Hall, it was filed with the Township Clerk, and it was provided to those persons or entities requesting notification. Notice was also provided to the Randolph Reporter and the Morris County Daily Record on November 29, 2018 by emailing them the annual resolution adopted by the Council on November 1, 2018. The annual resolution, which included this meeting date, was advertised in the Randolph Reporter, the official newspaper of the Township of Randolph, and the Daily Record on December 6, 2018.

2. Roll Call

PRESENT:
Councilman Forstenhausler
Councilman Nisivoccia
Councilwoman Potter
Councilman Tkacs
Councilwoman Veech
Deputy Mayor Carey
Mayor Loveys

Also present: Darren Maloney, Ralph Carchia, Russ Newman, and Tom Sweeney

3. Pledge of Allegiance

Mayor Loveys led the Pledge of Allegiance.

Mayor Loveys noted that Darren Maloney was sitting in for Manager Mountain. The Mayor offered condolences on behalf of the Council to Manager Mountain on the loss of his father.

B. OPEN TO THE PUBLIC

Seeing no one from the public, the public portion was closed.

C. DISCUSSION/ORDINANCE INTRODUCTION

1. Ordinance 02-19: An Ordinance Amending Appendix A, Fee Schedule, Water Rate Schedule, of the Revised Ordinances of the Township of Randolph, Morris County, New Jersey

Mayor Loveys explained that the purpose of the ordinance is to reflect the new water rates and schedule based on the memo issued by Manager Mountain dated January 14, 2019 which also included Darren Maloney’s more detailed memo of January 7, 2019.

BE IT RESOLVED, that an Ordinance entitled “AN ORDINANCE AMENDING APPENDIX A, FEE SCHEDULE, WATER RATE SCHEDULE, OF THE REVISED ORDINANCES OF THE TOWNSHIP OF RANDOLPH, MORRIS COUNTY, NEW JERSEY” be introduced, read by title by the Township Clerk and passed on first reading.

BE IT RESOLVED, that said Ordinance shall be further considered for final passage at the meeting of the Township Council of the Township of Randolph on the 7th of February 2019 at 5 o’clock in the evening, prevailing time, at the Municipal Building in said Township, at which time and place all persons interested shall be given an opportunity to be heard concerning said ordinance.

BE IT FURTHER RESOLVED, that the Township Clerk be authorized and directed to advertise said Ordinance in full or by summary with the notice of introduction thereof, in the official designated newspaper according to law.

Councilwoman Veech asked how and when the increase will be communicated to the residents. Darren Maloney replied that there are several options. One is to make a notation on the bill. They were contemplating whether to send a letter to residents; they can post it on the electronic signs; the reverse 911. They will formulate over the next few weeks what will be the best way in which to communicate. Councilwoman Veech asked if the determined communication route would be reviewed by the Council. Council members expressed that the reverse 911 system should not be used since it’s meant to be utilized for emergency notifications. Councilman Forstenhausler felt a letter would be best, and could only be sent to water customers with an explanation; other Council members agreed. Darren stated that he would pass the information to Manager Mountain.

Councilwoman Carey stated at the last meeting that she felt phasing in the rate increase might be a better option; however, after thinking about it, she no longer felt that way.

Councilman Tkacs agreed that it should not be phased in.

Councilman Forstenhausler made a motion to introduce the ordinance. Councilwoman Veech seconded the motion, and the following roll call vote was taken:

AYES:
Councilman Forstenhausler
Councilman Nisivoccia
Councilwoman Potter
Councilman Tkacs
Councilwoman Veech
Deputy Mayor Carey
Mayor Loveys

NAYS: None

2. Ordinance 03-19: An Ordinance Amending Appendix A, Fee Schedule, Sewer Rate Schedule, of the Revised Ordinances of the Township of Randolph, Morris County, New Jersey

Mayor Loveys explained that the purpose of the ordinance is to reflect the reduction in the sewer rate schedule based on the memo issued by Manager Mountain dated January 14, 2019 which also included Darren Maloney’s more detailed memo of January 11, 2019.

BE IT RESOLVED, that an Ordinance entitled “AN ORDINANCE AMENDING APPENDIX A, FEE SCHEDULE, SEWER RATE SCHEDULE, OF THE REVISED ORDINANCES OF THE TOWNSHIP OF RANDOLPH, MORRIS COUNTY, NEW JERSEY” be introduced, read by title by the Township Clerk and passed on first reading.

BE IT RESOLVED, that said Ordinance shall be further considered for final passage at the meeting of the Township Council of the Township of Randolph on the 7th of February 2019 at 5 o’clock in the evening, prevailing time, at the Municipal Building in said Township, at which time and place all persons interested shall be given an opportunity to be heard concerning said ordinance.

BE IT FURTHER RESOLVED, that the Township Clerk be authorized and directed to advertise said Ordinance in full or by summary with the notice of introduction thereof, in the official designated newspaper according to law.

Councilwoman Veech asked how and when the information will be communicated to the residents. Darren Maloney replied that it will be communicated in the same way as the water rate information; he will discuss it with Manager Mountain.

Councilman Forstenhausler made a motion to introduce the ordinance. Councilwoman Carey seconded the motion, and the following roll call vote was taken:

AYES:
Councilman Forstenhausler
Councilman Nisivoccia
Councilwoman Potter
Councilman Tkacs
Councilwoman Veech
Deputy Mayor Carey
Mayor Loveys

NAYS: None

D. DEPARTMENT BUDGET PRESENTATIONS

Darren Maloney presented the below overview:

  • The budget draft being reviewed represents a 0.79% increase in the budget and a flat tax. The taxes are not going to increase.
  • The 2019 budget appropriation is $32,550,809. The cost drivers are:
    • Salaries and Wages—continue to be the primary driver. The line item is increasing by $419, 402 which represents a 4.3% increase. Contributory factors include the cumulative impact of union negotiations, and anticipated retirement payouts.
    • Debt service—increasing 9.42%. Last year the township went out for bonds, and now must begin to pay them off.
    • Rescue Squad—they requested that $20,000 was budgeted for a clothing program.
    • Leaf Hauling—Tom Sweeney will explain.
    • Recycling—line item being driven by changes in the market for recyclable sales; last year China stopped taking the single stream recyclables which resulted in paying out $130,000. The line item was increased by $125,000 this year.
    • Streets and Road Overtime—Tom Sweeney will explain.

Councilman Forstenhausler noted that the township currently spends $35/ton to dispose of recyclables. He asked what the township was paying for solid waste. Darren replied that he did not have that figure. Mayor Loveys added that it was approximately $94/ton.

Darren continued with the overview:

  • Leaf cleanup—the snow storm during the leaf collection resulted in increased expense. Tom Sweeney will explain.
  • Sanitation—increasing 11.28% due to a new contract for apartment, solid waste/dumpster collection went into effect in 2018.
  • Statutory Charges—overall line item has increased 5.99%, driven by a 10.43% increase in the township’s employer obligation for police and fire and a 3.41% increase for the township’s employer obligation for PERS. The DCRP appropriation has increased from 10,000 in 2018 to 16,000 in 2019.

There was a brief discussion on the DCRP plan versus the PERS.

  • The revenues in support of the 2019 budget:
    • State Aid—assistance from the state remains the same, $1,847,005.
    • Local Fees—represent 9.49% of the budget.
    • Surplus—he did not review in detail.

Darren reviewed the 2019 Statement of Operations:

The township ended 2018 with $7,869,555.26 in fund balance. The year-end surplus in 2017 was $7.5 million and increased to $7.8 million in 2018. The 2017 year-end water surplus was $689,000 and the 2018 year-end water surplus was $406,000. The 2017 year-end sewer surplus was $10.2 million and the 2018 year-end sewer surplus was $10.5 million. The combined surplus of all three year-end 2017 was $18.4 million, and the 2018 year-end was $18.8 million.

Darren reviewed the 2019 Water and Sewer Funds:

The township maintains separate accounts for both the water fund and the sewer fund; both entities are self-sustaining as of 12/31/18. The proposed 2019 water budget calls for a 1.86% increase in appropriations, for a total of $3,531,146. The proposed 2019 sewer budget is proposed at $4,531,124, which represents a 3.86% decrease.

Councilwoman Veech asked for clarification about the 1.86% increase in appropriations for the water budget as compared to the 16.75% increase. Darren explained that the 1.86% is the budget increase; the water rate increase is the revenue collected to support the budget increase.

Darren read the summary from Manager Mountain’s Council Memo #4-2019:

“I hope throughout the process you will keep in mind the set of questions that have guided your deliberations in past processes. These questions, outlined below, provide the perfect context for the decisions to be made in this year’s review:

  1. Will this action compound (increase) Randolph’s budget challenges in the coming year and beyond?
  2. How does the value of the reduction compare with the expectations placed on the township by the public?
  3. If this expenditure is deferred for a year, can and will the organization catch up in the future?
  4. Will this decision make Randolph a stronger community five years from now?”

Mayor Loveys thanked Darren for the summary and asked for Council questions.

Councilwoman Veech noted that the surplus area is driving the revenue; she asked Darren to provide a little more information. Darren explained that the township has been increasing the use of surplus in the budget; it can be done because there is a plan on how to use it. He also explained that it can stay at the current level of utilization or it can be decreased marginally as they see fit. Councilwoman Veech asked if the 0.79% increase in the budget is coming from the additional $421,263 in surplus to support the budget. Darren replied that a good portion of that surplus is being used to make up the increase in the budget.

Deputy Mayor Carey commented that the four questions from the Manager’s memo are good, particularly the first one. She felt it was important to not focus on only the coming year, but to also focus on future years.

1. Water & Sewer/General Engineering—Ralph Carchia

Ralph Carchia reviewed the operating expenses for Engineering and Water & Sewer with the Council. He also reviewed his Capital Outlay and Capital budget request for 2019.

Capital Outlay:

  • Water Meter Replacement—funding is budgeted each year to replace water meters.
  • Fire Hydrant Replacement—this has been very aggressive to upgrade or replace fire hydrants. There are new regulations from the DEP; there is the Water System Accountability Act where all water systems have to be accountable for a variety of items and criteria. It’s a compliance issue that needs to be phased in over a few years.

Deputy Mayor Carey asked how many fire hydrants were in the township and how many still need replacing. Ralph introduced Mike Sellari, Water & Sewer Operator, and replied that there are 1,200 fire hydrants in the township.

Ralph continued:

  • Water Line Tapping Machine—this is an essential machine for day-to-day operations; it will be utilized to tap customers into water mains. The current machine is old and needs replacing.
  • Hydraulic Pipe Saw—this is a much needed piece of equipment for use during water main breaks.

Councilman Forstenhausler asked if the other years’ information that was currently blank would be filled in. Darren explained that in the past the type became so small due to the number of items in Capital Outlay that it was very hard to read; therefore, he and Manager Mountain decided to only include the total expended for years 2016, 2017 and 2018. There was a discussion on how to include the items from previous years. Darren will look into ways to provide more information on the budget form.

Mayor Loveys asked why the Salary & Wage budget was down by 9.61% and what was meant by Service Contracts. Ralph explained that the Service Contracts are those with vendors for things such as pump station monitoring and water line maintenance. Darren will look into why the Salary & Wage budget was down and report back to the Council.

Darren explained that in the Deferred Charges section of the budget, he budgeted $1,000,000 to pay down a bond authorization for which bonds weren’t issued for the Butterworth project. Since the cash position in the sewer utility has been so good, that he decided to start paying it down instead of issuing bonds. Next year there will be another $1,000,000 budgeted, the following year approximately $400,000 will be budgeted and then it will be paid off in cash. The first phase of the Butterworth project from years ago was bonded for, and those will be paid off in fifteen years.

Ralph Carchia explained that the Engineering budget increased slightly, 2.25%. Councilwoman Veech asked what employees were in the department; Ralph stated that he, Paul Ferriero, Richard Lindsey, Theresa LaPenna, and Wendy Demko make up the department. Darren explained that the salaries are split between Engineering and Water & Sewer; he provided the exact percentages. Council members felt that the Engineering Salary & Wage budget seemed low.

Deputy Mayor Carey asked from where the Engineering revenues come. Darren explained they are from mulch, and fees for things such as road opening permits and lot grading permits.

Councilman Nisivoccia asked about the leak detection in Water & Sewer budget and the number of leaks found. Ralph explained that it varies; there can be anywhere from five to ten; some are larger than others; weather can be a factor. There was a short discussion on the water system and leak detection.

Ralph provided an overview of the items in the capital budget. There was a brief discussion on the retaining wall replacement program.

There was a four minute break.

The meeting reconvened.

2. Parks and Recreation—Russ Newman

Russ Newman reviewed the operating expenses for Parks and Recreation, and then reviewed with the Council his Capital Budget request for 2019.

There was a brief discussion on the township parks; Councilwoman Veech asked if there was currently any fundraising for any of the parks. Russ replied that there was not currently, but it could be something to look at in the future.

Councilwoman Veech explained that she spoke with Russ at a committee meeting about creating more recreation programs for adults. She would like to see the township purchase a kiln in the future; she would like to know what other Council members thought. Russ explained that the township is about two years away from that; a new Artworks facility is part of the ten year plan. Deputy Mayor Carey suggested taking a survey in the future to determine in what type of programs residents were interested.

Capital Budget Highlights:

  • Brundage Park Complex
    • Brundage Carrell lighting replacement—funds have been reserved over the last several years for this replacement; this is the final funding. The project will likely be completed in 2020.
    • Brundage Park Playhouse—each year funds are set aside for improvements; starting to reserve money for the dressing room and rest room improvements.
  • Freedom Park
    • Starting to reserve money for the softball field lighting; this is the only field at Freedom Park that doesn’t have lighting. The money will be budgeted from 2019 to 2023.
  • Heistein Park
    • Field improvements—each year funds are set aside.
  • Randolph Park
    • Field Lighting—starting to reserve money.
    • Roof replacement on the guard house.
  • General Park Improvements
    • Trail improvements—reserve money.
    • Artworks Alternate Facility—starting to reserve money; design planned for 2020.
    • General park improvements—reserve money.

Russ reviewed the request for the various parks equipment.

Councilwoman Veech asked where the Christmas Tree and Menorah lighting budgets fall under; Russ replied that they are under Self Sustaining Programs—general programs, special events.

Councilwoman Potter asked if the township received fees for the use of the park pavilions and if so, the approximate amount collected. Russ replied that the township does collect a fee; this budget does not have the different revenues, but they are tracked through the online system. The money goes into the general fund. Darren added that in the budget book it falls under Recreation Fees. Russ reported that rentals of the Community Center generated almost $12,000 in revenue; park rentals generated approximately $50,000 which includes rentals from soccer clubs, etc.

Councilwoman Potter asked what effect the minimum wage increase will have on the recreation budget. Darren replied that it will have an impact because there are exempt summer employees; the phase-in that the state wants to implement will be phased-in until 2024. He didn’t think it would impact the budget this year, but it may have one next year. Russ added that for the day camp and teen camp, the group leaders and assistant group leaders currently make over minimum wage. If the expenses increase, then the fees will have to increase. Lifeguards are also currently paid more than minimum wage. Councilman Forstenhausler asked if it would make sense to try to track the impact of the minimum raise increase in 2018 for future budget planning purposes.

E. BREAK—10:30 a.m.

The Council took a four minute break.

The meeting reconvened.

Darren Maloney explained that he realized why the Engineering Salary & Wage budget decreased. There was a DPW employee whose salary was charged to the Water & Sewer budget. Over the years, he has done increasingly less work for Water & Sewer so they pulled his salary out of Water & Sewer and put it into DPW. Darren clarified that the DPW budget was increasing.

F. DEPARTMENT PRESENTATION

Mayor Loveys introduced Tom Sweeney. Tom explained that he started with the township in June; he came from Longhill Township, where he worked for 25 years.

1. Public Works—Tom Sweeney

Tom Sweeney explained the following:

  • The department maintains 152 miles of roadway; approximately 619 roads.
  • There are 19 employees.
  • The department maintains the Recycling Center.
  • They also have the Division of Fleet Maintenance which maintains all 225 vehicles in the township. This division has a foreman and three mechanics.
  • In 2018, the department:
    • Repaved approximately 24 roads; he felt that Randolph had a great road construction program.
    • Repaired approximately 170 catch basins; all were related to the road repaving.
    • In early 2019 the road sign replacement program will be completed; changing the street signs to the new regulatory 9" sign. All are done in-house.
  • Two Foremen, both of which have been in Randolph over 30 years, will be retiring in early 2019. They are advertising externally as well as looking internally for their replacements.

Darren Maloney explained that the increase in Public Works Salary & Wages includes the payouts for the retiring Foremen, as well as the additional worker that was previously being charged to the Water & Sewer budget.

Tom Sweeney reviewed some of the operating expenses and 2019 budget requests:

  • Travel/Conference/Education—reduced a little. This is utilized for training classes and professional credits.
  • Supplies—reduced a little. This is for hardware, road paint for crosswalks, etc.
  • Road Materials—reduced.

Mayor Loveys asked why there was a significant decrease in the Road Materials budget. Tom explained that some of the materials were charged to capital improvement in the past. There was a short discussion on how the past director always budgeted a higher amount for this line item.

Tom continued:

  • Street Sweeping—all street sweeping is done in-house.
  • Equipment Rental—increased. He explained that they use two crews and two street sweepers for leaf collection; last fall they had to rent one since the long-standing agreement with Mendham Township to share a sweeper and operator ended last year. They will need to again rent a sweeper in the fall; he will also look into working with other towns as an option.
  • Uniform Cleaning/Allowance—the uniforms used to be rented and sent out for cleaning, but now they are purchased through the Morris County COOP.
  • Street Signs—increased. The signs are made in-house, however, the price of aluminum has gone up significantly.
  • Communication—includes two way radios.

Councilwoman Veech asked what complaints the Public Works department receives the most. Tom replied that the largest complaint is potholes; he explained the process once a pothole complaint is received. Another big complaint is knocked over mailboxes during the snow plowing season.

There was a short discussion about the time it sometimes takes for repairs to the fire equipment.

Darren Maloney reviewed the Recycling budget:

  • Salary & Wages—reduced because last year there was money included to cover the payout of a retiring recycling worker.
  • Contractual Services—increased; the $151,500 includes $125,000 for new Single Stream recycling costs.

Tom explained the Leaf Hauling budget:

  • When the budget was set last year for leaf hauling, they were estimating from the 2017 cost of the contract for service which was $6.79/cubic yard. That was the first year that landscape contractors were allowed to place residents’ leaves at the curb; it has since caught on more. When it went out to bid, it was now $8.24/cubic yard. Therefore, the price and volume have increased.
  • The township crews haul the leaves to the Public Works yard and the contractor loads the leaves onto the tractor trailers.
  • He is working on ways to decrease these costs.

Councilman Forstenhausler asked if there were any ways to manage the leaves internally, such as mulching them instead of paying to have them removed. There was a discussion about grinding the leaves and storing them in the township; Tom explained the DEP regulations regarding sitting leaves, such as that they can only sit for six months and need to be turned over every two weeks. Council members discussed educating and encouraging residents with properties adjacent to woods, to blow leaves into the woods instead of to the curb.

Tom explained the Snow Removal budget:

  • Rock Salt—increased the budget; however, the budgets for liquids have been reduced. He is not a big fan of brine; he prefers treating the roads with salt and plowing. Brine can be cost effective for some storms, but not larger storms.
  • Miscellaneous—this budget is generally used for food for the crews during snow events.

Councilman Forstenhausler asked if there was any way to track the effectiveness of Tom Sweeney’s method of storm preparation compared to the previous method, other than subjectively. There is not really a way to track it other than by the number of complaints or compliments.

Tom explained the Fleet Maintenance budget:

  • Maintenance—includes all the township vehicles, administration, roads, recycling, police, fire, and rescue.
  • Uniforms & Supplies—some of the mechanics get a tool buy back.
  • He felt this was a very well run department; he is impressed with the building, the cleanliness, and the work done in-house.

Tom reported that he did not have any Capital Outlay for 2019.

There was a short discussion on the budgeted money in 2018 for a dump truck. The Council recently rejected a bid because it came in over the specification; the truck was never purchased.

Tom reported the following on Capital Improvements:

  • Replace pickup truck—the 2012 truck is being replaced. The former Director had them on a seven year replacement plan, for which Tom felt appropriate. The old pickup truck will go into the pool of trucks that are used for the part-time snow plowers.
  • Dump truck (#914)—the budget will be used to sand blast the frame and the dump body, paint it, and replace hydraulic hoses.
  • Dump truck (#924)—has a salt spreader built into the body; the steel body is now rusting and the dump body and clutch will be replaced.
  • New lift truck—this request was from Buildings & Grounds; there are currently two “hook and go” trucks. These trucks can have multiple bodies attached to them. One of the current trucks can have the lift attached to it for changing parking lot lights, trimming trees, and other things such as hanging banners.

Councilwoman Veech asked if there were security cameras and lighting on the equipment at the Public Works facility. Tom replied that there are security cameras and lighting; they are working on upgrading those (was part of 2018 budget). Most of the more expensive equipment is stored in the garages, only some of the small plows are outside; all keys are removed from the vehicles each night.

Mayor Loveys asked the status of the maintenance of the detention basins. Tom replied that they do some mowing, but a lot are very overgrown. Tom will discuss the maintenance issue/plan with Paul Ferriero.

Mayor Loveys asked if a resident called the DPW directly, there was someone that would be responsive. Tom said it would be him who responds. Calls go to the Engineering Department and they complete work orders, etc.

G. OPEN TO THE PUBLIC

Judith Stewart of 114 Everdale Road stated that it is difficult to hear in the Council Chambers. Council members asked Donna Luciani to discuss with Manager Mountain the idea of having either microphones or speakers added to the room.

Mrs. Stewart also asked if there should be privileges for senior citizens within the budget. She explained that last summer senior citizens had access to Randolph Beach for free; there are other privileges available as well.

Seeing no one further from the public, the public portion was closed.

H. COUNCIL QUESTIONS/DISCUSSION

Mayor Loveys reported that Liz Ritter, who the Council nominated as Co-Volunteer of the Year, wrote a note to the Council: “Dear Mayor Loveys and Council Members, Thank you very much for the 2018 volunteer award. While I don’t need or seek recognition, it was a lovely idea and I’m humbled to be honored in this way. Thanks, Liz Ritter”

I. ADJOURNMENT

Councilman Forstenhausler made a motion to adjourn the meeting at 12:00 p.m. Councilwoman Veech seconded the motion, and the following roll call vote was taken:

AYES:
Councilman Forstenhausler
Councilman Nisivoccia
Councilwoman Potter
Councilman Tkacs
Councilwoman Veech
Deputy Mayor Carey
Mayor Loveys

NAYS: None

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