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

Minutes: March 20, 2014

A. OPENING OF REGULAR MEETING

1. Call to Order

A combination budget meeting and work session meeting of the Randolph Township Council was called to order at 5:00 p.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 December 5, 2013, by e-mailing them the annual resolution adopted by the Council on December 5, 2013. 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 12, 2013.

2. Roll Call

PRESENT:
Councilwoman Carey
Councilman Forstenhausler
Councilman Guadagno
Councilman Napoliello
Deputy Mayor Veech
Mayor Loveys

ABSENT: Councilman Hirniak

Also present: Township Manager Lovell, Darren Maloney, Keli Gallo from the Law Office of Edward Buzak, and Mike Neves and Tammy MacKay from the Board of Education.

3. Mayor Loveys led the Pledge of Allegiance.

B. PRESENTATIONS

1. Board of Education Budget

Tammy MacKay reported that the Board of Education is complete, with 9 members, including the two newest, Dr. Diana Thomas and Ron Conti. The tentative budget was approved and submitted to the County; some adjustments will be made prior to submitting the final budget on May 6, 2014. Mrs. MacKay reviewed key components of the Board of Education budget.

Mike Neves explained the Board of Education budget in more detail.

There was some discussion on the solar panels and the anticipated cost savings. Once there is a full year’s worth of data, the Board of Education will report back to the Council.

2. Municipal Budget

Manager Lovell read the Randolph Township Mission Statement:

The Randolph Township municipal organization strives to make the Township of Randolph the best it can be by providing effective governance, enhanced customer services, and excellent community facilities.

The Manager stated that each year he challenges the Council with the following 4 questions:

1. Will this action compound/increase Randolph’s budget challenges in 2014 and beyond?
2. How does the value of the reduction compare with the expectations placed on the municipal organization by the public?
3. If this expenditure is deferred for a year, can and will the township catch up in the future?
4. Will this decision make Randolph a stronger community five years from now?

Manager Lovell reported that overall, the 2014 Municipal Budget is increasing by $518,991 which is about a 1.83% increase over the prior year. To balance the budget this year, the Council was asked to consider a 1.9 cent increase in the tax rate which will generate $550,000. The average residential assessed structure will have an increase of $63.73.

The hearing on the 2014 Municipal Budget will be on April 24, 2014 at which time Steve Mountain will be the Township Manager.

Mike Neves thanked both John Lovell and Michael Soccio for their work and their positive relationship with the Board of Education over the years.

C. OPEN TO THE PUBLIC

Judith Stewart of 114 Everdale Road stated that she liked the part of the budget that lists the number of part-time and full-time employees in the town. She indicated there is one major mistake in the budget which was presented to the previous Finance Director, but did not get corrected. On every itemized page, the last column is inverted; it should have 2014 at the top and 2013 at the bottom. Mrs. Stewart reviewed the budget in detail and has no issue with the content.

Jerry Cantrell of 2 Berry Lane stated that he hadn’t been at a Council meeting in about 10 years. He commended John Lovell on his professionalism and all that he has done in Randolph Township. Mr. Cantrell also wished the best to Steve Mountain.

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

D. MANAGER’S REPORT

Manager Lovell reported that he had a final meeting with the North Jersey Municipal Employee Benefits Fund. The fund is in very good shape and he hoped that Randolph Township will continue to be a member in the future.

The Manager reported that he has been meeting with Steve Mountain and has provided him with a memorandum of what is going on in the township.

Manager Lovell reported that Darren Maloney will take over the MEL JIF seat for liability and workman’s compensation, and Steve Mountain will take over the health insurance seat. Michael Soccio continues as the Treasurer for the health insurance fund.

The Manager also reported that he received a Memorandum from Daren Maloney regarding the Bond Anticipation Note Sale. Three bids were received to purchase notes totaling $9,344,000; the low bid came in from TD Securities at 0.251%.

E. APPROVAL OF MEETING MINUTES

1. Approval of Regular Meeting Minutes for October 24, 2013 and November 7, 2013

Councilman Guadagno made a motion to approve the minutes for October 24, 2013 and November 7, 2013 as presented. Deputy Mayor Veech seconded the motion, and the following roll call vote was taken:

AYES:
Councilwoman Carey
Councilman Guadagno
Councilman Napoliello
Deputy Mayor Veech
Mayor Loveys

NAYS: None

ABSENT: Councilman Hirniak

ABSTAIN: Councilman Forstenhausler

F. COMBINED ACTION RESOLUTIONS

Councilman Guadagno made a motion to accept the Combined Action Resolutions. Councilman Napoliello seconded the motion, and the following roll call vote was taken:

AYES:
Councilwoman Carey
Councilman Forstenhausler
Councilman Guadagno
Councilman Napoliello
Deputy Mayor Veech
Mayor Loveys

NAYS: None

ABSENT: Councilman Hirniak

1. Authorizing 2013 Budget Appropriation Reserves Transfer

R-94-14

WHEREAS, various CY 2013 bills, claims and commitments have been presented for payment during CY year 2014; and

WHEREAS, N.J.S.A. 40A:4-59 provides that all unexpended account balances from the CY 2013 budget be carried forward and made available in CY 2014 to pay CY 2013 bills, claims, commitments or contracts, until lapsed to surplus at the close of CY 2014. Additionally, transfers may be made from CY 2013 accounts with excess funds to CY 2013 accounts having insufficient funds needed to meet their obligations. These transfers must be made during the first three months of each new budget year (2014);

NOW, THEREFORE BE IT RESOLVED, by the Mayor and Council of the Township of Randolph, in the County of Morris, that transfers in the amount of $119,500 is made between the following 2013 Budget Appropriation Reserve Accounts:

2. Awarding a 2 Year Contract to Software House International for Swift Reach Program—$18,216 Plus Non-Recurring Costs as Needed

R-95-14

WHEREAS, the Township of Randolph wishes to enter into a new two-year agreement with Software House International for SwiftReach Network’s Swift911 Emergency Notification Service to notify residents of emergencies and other important Township-related matters; and

WHEREAS, the product can be purchased through Software House International on New Jersey State Contract (M0003 77560) for a two-year agreement; and

WHEREAS, all three vendors on New Jersey State Contract M0003 were contacted for pricing as required by the New Jersey State Contract Method of Operation; and

WHEREAS, Software House International was the only vendor that could provide pricing for SwiftReach Network’s Swift911 Emergency Notification Service; and

WHEREAS, SwiftReach Networks Inc. has completed the M0003 Software Publisher/Services Provider Agreement as required by the Method of Operation; and

WHEREAS, Software House International provided a quote for the two-year agreement of $759 per month for a total of $18,216 and non-recurring costs as needed per the attached proposal.

NOW, THEREFORE, BE IT RESOLVED that the Mayor and Council of the Township of Randolph do hereby approve entering into a new two-year agreement with Software House International for SwiftReach Network’s Swift911 Emergency Notification Service for $18,216 plus non-recurring costs as needed per the attached proposal.

BE IT FURTHER RESOLVED that the Mayor is hereby authorized to sign the agreement.

CERTIFICATION OF AVAILABILITY OF FUNDS

As required by N.J.S.A. 40A:4-57, N.J.A.C. 5:30-14.5, and any other applicable requirement, I, Darren Maloney, Director of Finance of the Township of Randolph, has ascertained that funds will be available in the 2014 Budget, Emergency Management, O&E and Police Department, O & E to award a contract to Software House International for 911 Emergency Notification Services. Not to exceed $9,108 in 2014 and $9,108 in 2015 (pending adoption of 2015 budget).

________________________________
Darren Maloney
Chief Financial Officer
Budget Account: 01-201-25-252-012 (not to exceed $7,500)
01-201-25-240-320 (not to exceed $1,608)

3. Authorizing Award of PSA Time Extension to Ferriero Engineering for Design of Butterworth Interceptor Phase II

R-96-14

WHEREAS, the Township of Randolph (“Township”) adopted Resolution 135-12 on May 3, 2012 awarding a one-year professional services agreement to Ferriero Engineering for the design of the Butterworth Interceptor Phase II project; and

WHEREAS, the Engineering Administrator has advised that the work is still not completed and that Ferriero Engineering requires additional time for performing the services; and

WHEREAS, the original contract amount of $70,500 will not increase as a result of this time extension.

NOW, THEREFORE BE IT RESOLVED by the Township Council of the Township of Randolph, County of Morris, State of New Jersey that the professional services agreement awarded to Ferriero Engineering for the design of the Butterworth Interceptor Phase II project be extended at no additional cost to the Township until the project is fully completed.

4. Authorizing Award of PSA Time Extension to EcolSciences for Additional Groundwater Investigation and Environmental Consulting Services for EA Porter Site

R-97-14

WHEREAS, the Township of Randolph (“Township”) adopted Resolution 91-13 on February 21, 2013 awarding a one-year professional services agreement to EcolSciences, Inc. for additional groundwater investigation and environmental consulting services for the E.A. Porter Site, 42 Bennett Avenue; and

WHEREAS, the Engineering Administrator has advised that the work is still not completed and that EcolSciences, Inc. requires additional time for performing the services; and

WHEREAS, the original contract amount of $53,476 will not increase as a result of this time extension.

NOW, THEREFORE BE IT RESOLVED by the Township Council of the Township of Randolph, County of Morris, State of New Jersey that the professional services agreement awarded to EcolSciences, Inc. for additional groundwater investigation and environmental consulting services for the E.A. Porter Site, 42 Bennett Avenue be extended at no additional cost to the Township until the project is fully completed.

5. Awarding a Contract for Supplying Waterworks Specialties

R-98-14

WHEREAS, the Township of Randolph wishes to award a contract for Supplying Waterworks Specialties for a contract period of one (1) year, April 1, 2014 - March 31, 2015; and

WHEREAS, the Township of Randolph advertised for Supplying Waterworks Specialties and received bids on March 7, 2014; and

WHEREAS, 3 bids were received; and

WHEREAS, HD Supply Waterworks, Edison, NJ, submitted a bid and was the low bidder for the items highlighted in yellow in its column on the attached spreadsheet; and

WHEREAS, Atlantic Plumbing Supply, Long Branch, NJ, submitted a bid and was the low bidder for the items highlighted in yellow in its column on the attached spreadsheet; and

WHEREAS, Capitol Supply Construction Products Inc., Denville, NJ, submitted a bid and was the low bidder for the items highlighted in yellow in its column on the attached spreadsheet; and

WHEREAS, HD Supply Waterworks and Capitol Supply Construction Products Inc. provided the exact same pricing on item 152 (14” x 15” (15.07-15.82)); and

WHEREAS, a coin toss was conducted by Township personnel for the one tie item and HD Supply Waterworks was the winning bidder for that one item; and

WHEREAS, for Items 29 - 30 Capitol Supply Construction Products Inc. provided alternative items that are not equivalent, therefore those items are not awarded to them; and

WHEREAS, none of the other bidders provided pricing for items 29 - 30 therefore no awards are made for those items; and

WHEREAS, for Items 35 - 41 and 164 - 165 Capitol Supply Construction Products Inc. provided alternative brands for items that are required to be Mueller brand, therefore those items are not awarded to them; and

WHEREAS, none of the other bidders provided pricing for items 35 - 41 and 164 -165 therefore no awards are made for those items; and

WHEREAS, a number of items had no bids by any of the vendors per the attached spreadsheet and are therefore not being awarded as part of this contract; and

WHEREAS, the Engineering Administrator/W&S and the Purchasing Agent recommend the award of contracts to HD Supply Waterworks, Edison, NJ, Atlantic Plumbing Supply, Long Branch, NJ, and Capitol Supply Construction Products Inc., Denville, NJ, as the lowest responsive, responsible bidders for the items as indicated on the attached spreadsheet.

NOW, THEREFORE BE IT RESOLVED, by the Township Council, Township of Randolph, County of Morris, State of New Jersey, that contracts be awarded as stated above and per the attached spreadsheet for Supplying Waterworks Specialties for the Township of Randolph for the contract term April 1, 2014 to March 31, 2015.

6. Raffle License, Tricky Tray, St. Andrews Greek Orthodox Community Center of Randolph, 1447 Sussex Turnpike, Randolph, NJ on May 9, 2014 from 6:30 p.m. to 10:30 p.m.

7. Raffle License, Tricky Tray, Fernbrook PTO, at Randolph High School, 511 Millbrook Avenue, Randolph, NJ on May 23, 2014 from 6:00 p.m. to 11:00 p.m.

8. Raffle License, On-Premise Merchandise, Fernbrook PTO, at Randolph High School, 511 Millbrook Avenue, Randolph, NJ on May 23, 2014 from 6:00 p.m. to 11:00 p.m.

9. Raffle License, Off-Premise 50/50, Fernbrook PTO, at Randolph High School, 511 Millbrook Avenue, Randolph, NJ on May 23, 2014 from 6:00 p.m. to 11:00 p.m.

10. Raffle License, Bingo, Fernbrook PTO, at Randolph High School, 511 Millbrook Avenue, Randolph, NJ on May 23, 2014 from 6:00 p.m. to 11:00 p.m.

G. UPCOMING EVENTS

1. March 21st—5:00 p.m.—Randolph Chamber of Commerce—“Randolph Business After Hours” at the Health and Wellness Center, 765 Route 10 East, Randolph
2. March 22nd—Council Meeting—Cancelled
3. March 27th—5:00 p.m.—Council Meeting
4. In 2 weeks—6:00 p.m. at the Hyatt—Deputy Mayor Veech will attend a conference on the use of drones

H. INTRODUCTION OF THE 2014 MUNICIPAL BUDGET & CAPITAL IMPROVEMENT PROGRAM

Manager Lovell read the following Resolution:

BE IT RESOLVED, that the following statements of revenues and appropriations shall constitute the Municipal Budget for the year 2014;

BE IT FURTHER RESOLVED, that said Budget be published in the Randolph Reporter in the issue of April 10th, 2014

SUMMARY OF CURRENT FUND SECTION OF APPROVED BUDGET

Members of the Council thanked Manager Lovell, Darren Maloney, and Mike Soccio for their dedication and work on the budget.

Councilman Napoliello made a motion to introduce the 2014 Municipal Budget. Councilman Guadagno seconded the motion, and the following roll call vote was taken:

AYES:
Councilwoman Carey
Councilman Forstenhausler
Councilman Guadagno
Councilman Napoliello
Deputy Mayor Veech
Mayor Loveys

NAYS: None

ABSENT: Councilman Hirniak

I. DISCUSSION ITEMS

There were no Discussion Items.

J. OPEN TO THE PUBLIC

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

K. COUNCIL COMMENTS

Deputy Mayor Veech voiced her concern, as she has in the past, about solicitors throwing advertisements on driveways. She also reported that she asked Deputy Freeholder Director Dave Scapicchio for an update on the Hanover Avenue construction. The County Engineer provided her with an update with how the four lanes will be constructed by Brookside Road. He reported that the project is anticipated to be put out to bid by the end of May 2014 and it will take approximately 18 months to construct. The construction should be completed by December 2015. He also noted there would be some work done around Millbrook Avenue, Dover-Chester Road, and Calais Road as well.

Manager Lovell reported that the intersection of Dover-Chester is going to get a traffic signal upgrade.

Councilman Forstenhausler reported that there was discussion at the Recreation Committee meeting about the Parks Master Plan. He assured them that there would be communication back and forth regarding the Master Plan. The committee is also active with an ethics sub-committee to ensure that coaches and parents are conducting themselves properly.

Councilwoman Carey reported that the Library meeting she attended recently was a sub-committee meeting to discuss salary increases for the staff.

Councilman Guadagno reported that he attended the Landmarks Committee meeting and he was impressed with the new committee members, and felt they were moving in the right direction.

L. EXECUTIVE SESSION

WHEREAS, Section 8 of the Open Public Meetings Act, Chapter 231, P.L. 1975 (N.J.S.A. 10:4-12) permits the exclusion of the public from a meeting under certain circumstances; and

WHEREAS, this public body is of the opinion that such circumstances presently exist.

NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Township of Randolph, in the County of Morris, and State of New Jersey, as follows:

1. The public shall be excluded from the following portion of the meeting.

2. The general nature of the subject matter to be discussed is as follows:

Acquisition of Development Rights/Open Space

3. As nearly as now can be ascertained, the matter or matters to be discussed at this time will be disclosed to the public at such time and under such circumstances as are prescribed by law.

4. At the conclusion of the Executive Session, the Council may reconvene in public session for the purpose of taking formal action.

Councilman Guadagno made a motion to move into Executive Session at 7:00 p.m. Councilman Forstenhausler seconded the motion, and the following roll call vote was taken:

AYES:
Councilwoman Carey
Councilman Forstenhausler
Councilman Guadagno
Councilman Napoliello
Deputy Mayor Veech
Mayor Loveys

NAYS: None

ABSENT: Councilman Hirniak

Deputy Mayor Veech made a motion to return to Open Session at 7:15 p.m. Councilman Guadagno seconded the motion, and the following roll call vote was taken:

AYES:
Councilwoman Carey
Councilman Forstenhausler
Councilman Guadagno
Councilman Napoliello
Deputy Mayor Veech
Mayor Loveys

NAYS: None

ABSENT: Councilman Hirniak

M. ADJOURNMENT

Deputy Mayor Veech made a motion to adjourn the meeting at 7:15 p.m. Councilman Forstenhausler seconded the motion, and the following roll call vote was taken:

AYES:
Councilwoman Carey
Councilman Forstenhausler
Councilman Guadagno
Councilman Napoliello
Deputy Mayor Veech
Mayor Loveys

NAYS: None

ABSENT: Councilman Hirniak