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September 9, 2009 The Township Committee met on the above date at 6:30 PM. There was no public in attendance. On a motion by Mr. Kelly and second by Mr. Durr, the Committee approved Resolution 2009-9-1 to enter Executive Session for the purpose of reviewing the proposal submitted by the Chesterfield Police FOP Lodge 114 for a new four year contract. The Committee entered closed session at 6:35 PM. The Committee resumed open session at 7:25 and took a brief recess. Mayor Hlubik called the regular session to order at 7:30 PM. The meeting was opened with the flag salute and a moment of silence. Roll call was taken showing present: Mayor Michael J. Hlubik, Deputy Mayor Brian J. Kelly and Committeeman Lawrence H. Durr. Also present were Nancy W. Jamanow, Township Engineer and John C. Gillespie, Township Attorney. The Open Public Meetings Act statement was read and compliance noted. Mayor Hlubik opened the meeting to the public for comments on matters not appearing on the agenda. Hearing none, Ryan Lewis of the Mansfield Township Ambulance Corps. gave a mid-year report and presentation of the Emergency Medical Services provided to the Township. At the end of the presentation, Mr. Durr asked if there are any changes or improvements needed at this time. Ryan replied that things are going very well. The response times are reasonable and MTAC responded to seven calls at night that the volunteers did not answer and he does not feel that is unreasonable. Mr. Kelly asked if there were any issues with the billing and addressed his question to Lynn Mathews, Squad Captain to determine if she has had any feedback from the residents. Lynn responded that she has not heard any complaints about the billing but the Squad is having difficulty answering calls at night. Mr. Durr asked if any more regionalization discussions had taken place for EMS services. Ryan replied that there are no discussions at this time, however, he believes that regionalization would definitely provide a cost savings to all of the towns involved due to the low call volume. Dick Archer stated that MTAC is more than willing to pursue a regionalization effort with North Hanover and Chesterfield, and possibly Springfield. Ryan added that they could cover nights for all of those towns by only adding 12 hours of manpower. Dick Archer added that Northern Burlington County is the best area for the regionalization of EMS services. Bob Schoen of Fenton Lane asked how well MTAC is equipped for a major disaster due to the proximity of the turnpike, gas pipelines and Fort Dix. Ryan responded that, as a whole, Burlington County is well prepared to organize and respond. The presentation was completed at 8:02 PM. Consent Agenda The following consent agenda was approved on a motion by Mr. Kelly and second by Mr. Durr. All agreed: Minutes of August 27, 2009 Closed Session Minutes of January 22 and August 20, 2009 Raffle License for St. Raphael’s School at Old York Country Club – 10/19/2009 50/50 for St. Raphael’s School at Old York Country Club – 10/19/2009 Police Department Report Chief Wilson outlined the 271 calls that were responded to during the month of August. Completed and upcoming training was also explained. The Chief is in the process of applying for an Emergency Management grant for reimbursement for Hepatitis B shots for first responders. Mr. Kelly asked about the location of the car burglaries and Chief Wilson responded that they were limited to the Chesterfield-Georgetown Road area. Township Engineer Mrs. Jamanow reported that she has received a letter from Clarke Caton Hintz concerning the grading plan needed for the Village Square Park Design informing her that the engineering costs were not included in their proposal. Nancy estimates the cost to be $7,500.00. Mr. Durr asked Mr. Gillespie to look at the proposal and contract with Clarke Caton Hintz and see if he agrees. Chesterfield-Georgetown Road – there is a punchlist to be completed by Arawak paving which should be accomplished within the next week. The drainage problem at the Snyder property is being addressed by the Public Works Department in stages. Nancy has begun preparing plans for the piping and paving of Herman Black Road. Ordinances for Public Hearing The public hearing on Ordinance 2009-20 was opened on a motion by Mr. Kelly and second by Mr. Durr. Hearing no comments, the public hearing was closed on a motion by Mr. Kelly and second by Mr. Durr. On a motion by Mr. Kelly and second by Mr. Durr, Ordinance 2009-20 AN ORDINANCE TO AMEND ORDINANCE 2009-13 TO FIX SALARIES, WAGES AND COMPENSATION OF OFFICIALS AND EMPLOYEES OF THE TOWNSHIP OF CHESTERFIELD FOR THE YEAR 2009 was finally adopted. All agreed. The public hearing on Ordinance 2009-21 was opened on a motion by Mr. Durr and second by Mr. Kelly. Hearing no comments, the public hearing was closed on a motion by Mr. Kelly and second by Mr. Durr. On a motion by Mr. Kelly and second by Mr. Durr, Ordinance 2009-21 AN ORDINANCE AMENDING CHAPTER 130 OF THE CODE OF THE TOWNSHIP OF CHESTERFIELD AND SPECIFICALLY SECTION 130-90 (C) (9) RELATING TO VARIANCES CONSIDERED BY THE PLANNING BOARD was finally adopted. All agreed. Resolutions Resolution 2009-9-2 was approved on a motion by Mr. Durr and second by Mr. Kelly. All agreed. RESOLUTION 2009-9-2 RESOLUTION AUTHORIZING SALARY OF CERTAIN MUNICIPAL EMPLOYEES WHEREAS, the Township Committee of the Township of Chesterfield adopted Ordinance 2009-20 which amended ordinance 2009-13 Fixing Salaries, Wages, and Compensation of Officials and Employees of the Township for 2009; and WHEREAS, said Ordinance contains salary ranges for various positions; and WHEREAS, the Township Committee wishes to establish specific salaries for the employee currently serving in those positions; NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Chesterfield in the County of Burlington and State of New Jersey that the following salaries are authorized for the calendar year 2009 for the employee currently serving in those positions:
Construction Official $ 10,000.00 Building and Fire Subcode Official $ 5,000.00 Building and Fire Inspector $ 48,500.00
BE IT FURTHER RESOLVED that all salaries are to be paid in accordance with the authorizing Ordinance. Resolution 2009-9-3 was approved on a motion by Mr. Durr and second by Mr. Kelly. Mr. Kelly questioned that the vendor’s proposal meets all of the criteria established in the request for proposals. Mr. Gillespie responded that one of his associates reviewed all of the proposals and even spoke to a representative of this company to make sure they were aware of what the Township was looking for. The vote was unanimous. RESOLUTION 2009-9-3 RESOLUTION AWARDING A CONTRACT FOR THE PREPARATION OF A FEASIBILITY STUDY AND COST ANALYSIS FOR CONVERSION OF THE EXISTING ELEMENTARY SCHOOL FOR MUNICIPAL USE AND / OR CONSTRUCTION OF A NEW MUNICIPAL BUILDING WHEREAS, the Township Committee has solicited proposals for a “Facility Use Feasibility Study and Cost Analysis” to evaluate options for future municipal building space, and specifically to determine and compare the cost effectiveness of (a) adaption of an existing school facility, the Chesterfield Elementary School, or (b) construction of a new municipal building; and WHEREAS, proposals were solicited and received by August 25, 2009 in accordance with an appropriate “Request for Proposals”; and WHEREAS, the Township has received a number of proposals, and has reviewed same, and based upon said review, the Township has determined to award this contract to Regan Young England Butera of 456 High Street in Mount Holly, NJ at a cost of Two thousand three hundred dollars ($ 2,300.00), said report to be completed within forth-five (45) days of the notice of this award; NOW, THEREFORE, BE IT RESOLVED that the Township Committee of the Township of Chesterfield in the County of Burlington and State of New Jersey that the Mayor and Clerk are hereby authorized and directed to execute a contract, to be prepared by the Township Solicitor in accordance with the Request for Proposals previously issued, with Regan Young England Butera at a cost of $2,300.00, which funds the Township’s Finance Officer has certified are available; BE IT FURTHER RESOLVED that notice of this action shall be published once as a legal advertisement in the official newspaper of the Township of Chesterfield within ten (10) days of its adoption. Resolution 2009-9-4 was presented for approval. Mrs. Jamanow reported that this change order was necessary as the limits of paving were extended and there was additional monies available from the grant. On a motion by Mr. Kelly and second by Mr. Durr, Ordinance 2009-9-4 was approved. All agreed. RESOLUTION 2009-9-4 RESOLUTION AUTHORIZING CHANGE ORDER # 1 FOR THE CHESTERFIELD-GEORGETOWN ROAD IMPROVEMENT PROJECT PHASE II WHEREAS, on May 13, 2009, the Township Committee adopted Resolution 2009-5-7 awarding a contract to Arawak Paving Company of Hammonton, NJ for the Chesterfield-Georgetown Road Improvement Project Phase II in the amount of One hundred fifty-three thousand, two hundred nineteen dollars and sixty cents ($153, 219.60); and WHEREAS, revisions to the contract are necessary which result in an increase of seventeen thousand eight hundred ninety-one dollars and eighty-four cents (17,891.84) from the original contract amount, representing an 11.68% increase and resulting in a final contract amount of One hundred seventy-one thousand, one hundred eleven dollars and forty-four cents ($171,111.44); and WHEREAS, the Township Engineer has reviewed said changes and has recommended approval of this change order to the Township Committee; and WHEREAS, the Local Public Contracts Law, N.J.S.A. 40A:11-1 et. seq. and the regulations promulgated pursuant thereto, N.J.A.C. 5:34-1.1 et. seq. permits the authorization of such change orders in accordance with certain guidelines contained therein; and WHEREAS, the Township Committee has determined that the provisions of N.J.A.C. 5:34-4.2(a) have been met and this Resolution can be adopted; NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Chesterfield in the County of Burlington and State of New Jersey that Change Order # 1 for the Chesterfield-Georgetown Road Improvement Project Phase II as submitted by Arawak Paving is hereby approved and said change order shall be made a part of and incorporated into the original contract approved by Resolution 2009-5-7. Discussion Carol Beismann was present to ask the Committee if they wanted any additional information on the court report each month or if the report she is presenting is satisfactory. Mr. Kelly stated that the Committee is interested in the overall perspective of the court operation – apart from the financial information. Mrs. Beismann reported that the courts are gearing up for the E-ticket which will be a ticket that is entered into a database by the issuing officer. The court will not have any paper copy unless there is a court appearance and then they can print one out of the database. Mr. Durr questioned the current workload and if it has doubled from what it was in Chesterfield. Mrs. Beismann responded that it is no double the load, but Chesterfield accounts for more than ½ of the workload. Mr. Durr continued that Chesterfield held two courts per month and there are currently three per month since moving to North Hanover, hearing cases from all three towns. It would appear that the Judge in North Hanover is handling the increased caseload quite efficiently. Davenport Drive – a resident of Davenport Drive, Susan Murray was present to request permission from the Township Committee to block a portion of Davenport Drive for a family block party in October. All activities will take place in the resident’s yards, but families will be crossing back and forth across the street and, for the safety of the families, closing off that portion of the street would be beneficial. Chief Wilson stated that he has no problem with the idea as long as the roadway remains open for emergencies and someone is designated as being responsible for the erection and removal of the signs and barricades. Mrs. Murray stated that she would be the responsible party. On a motion by Mr. Durr and second by Mr. Kelly, the road closure was approved. All agreed. Speed Limit Signs on Hogback Road – Police Chief Wilson stated that 35 mph speed limit signs on Hogback Road have been removed and replaced with 25 mph signs by Bordentown Township. He spoke with Chief Nucera and he was looking into it. In the meantime, he promised to remove the signs as they were not erected at the proper height or on the proper posts. Chief Wilson suggested some correspondence between Bordentown Township and Chesterfield. Mrs. Jamanow stated that Chesterfield owns the entire Right-of-Way of Hogback Road and Bordentown Township takes ownership on the westerly side of that right-of-way. Mr. Gillespie will contact someone in Bordentown Township to see what he can find out. The September 24 Township Committee meeting will be cancelled unless something pressing comes up. Mr. Gillespie reported that the Township still needs to go out to bid for the contract for sewer operations and maintenance. He will have an opinion in a few days as to whether ERI can bid on the project. On a motion by Mr. Durr and second by Mr. Kelly, Resolution 2009-9-5 was added to the agenda. All agreed. Resolution 2009-9-5 was approved on a motion by Mr. Durr and second by Mr. Kelly. All agreed. RESOLUTION 2009-9-5 RESOLUTION AUTHORIZING THE USE OF COMPETITIVE CONTRACTING FOR CONTRACTING FOR THE PROVISION OF SEWER SYSTEM OPERATIONS AND MAINTENANCE SERVICES OF THE TOWNSHIP’S SEWER FACILITY WHEREAS, the Township has engaged in the construction of a sewer facility within the Township of Chesterfield; and WHEREAS, the Township desires to enter into a contract with a vendor for operations and maintenance of the sewer system, which Contract will commence on or about November 1, 2009; and WHEREAS, the Local Public Contracts Law, N.J.S.A. 40A:11-1 et. seq., allows the use of a competitive contracting process instead of competitive bidding for the procurement of certain contracts including those for the operation or management of a wastewater facility; and WHEREAS, the Township Committee desires to utilize the process of competitive contracting for the procurement of a contract or contracts for these services; and WHEREAS, the Township Attorney, with the assistance of the Township Engineer, has drafted a Request for Proposals (“RFP”) in accordance with the competitive contracting process, which RFP is attached hereto; NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Chesterfield that the Township hereby authorizes the use of competitive contracting to solicit proposals for sewer system operations and maintenance services in accordance with the RFP attached hereto. Mr. Gillespie reported that he has not heard from the Clark’s on Fenton Lane concerning the removal of the tree. He sent them another letter asking them to have the tree removed by September 15. Bob Schoen of Fenton Lane stated that he had a conversation with Mr. Clark and he wants the Township to remove the tree. It was suggested to Mr. Schoen that he inform Mr. Clark that he needs to tell the Township that. Payment of Bills The bill list was approved for payment on a motion by Mr. Durr and second by Mr. Kelly. All agreed. Mayor Hlubik opened the meeting to the public for comments. Bob Schoen of Fenton Lane thanked Mrs. Jamanow for her efforts with the Developers and the replacement of dead trees. There are new trees being planted throughout Old York Village. On a motion by Mr. Durr and second by Mr. Kelly, the Committee approved Resolution 2009-9-6 to enter Executive Session for the purpose of discussing matters related to the attorney-client privilege. All agreed. The Committee entered Executive Session at 8:57 PM. The Committee resumed open session at 9:36 PM and adjourned the meeting on a motion by Mr. Kelly and second by Mr. Durr. All agreed. Respectfully submitted, Bonnie J. Haines, RMC |