Minutes of the April 22, 2008 Caucus Meeting of the Honorable Board of Commissioners Of

June 24, 2008 Caucus meeting minutes

JUNE 24, 2008 CAUCUS MEETING MINUTES BOARD OF COMMISSIONERS OF THE BOROUGH OF MT. EPHRAIM

MEETING CALL TO ORDER: Mayor Wolk called the meeting to order at 3:00 pm. SALUTE TO FLAG: All present pledged their allegiance to the Flag of the United States of America. ROLL CALL: PRESENT ABSENT

Commissioner Gilmore ____x______Commissioner Greenwald ____x______Mayor Wolk ____x______OTHER OFFICIALS PRESENT: Borough Solicitors – Eric Riso and Joe Marrazzo Borough Engineers – Joe Federici and Doug Aiken Zoning Officer – Chris Fitzgerald Asst. PW Supervisor – John Wenner Police Capt. – Brian Beppel Court Bailiff – Paul Bibik “ OPEN PUBLIC MEETINGS LAW” ANNOUNCEMENT: Mayor Wolk announced this Meeting has been advertised and notices posted in accordance with the “Open Public Meetings Act.”

ANNOUNCEMENTS: None

PUBLIC PARTICIPATION:

Debbie Realey, Director of the Touch NJ Food Pantry, and her assistant, attended the meeting to explain their services being provided from the old Sacred Heart Church in Mt. Ephraim. They moved there after five years at the First United

1 June 24, 2008 Caucus meeting minutes

Methodist Church. They provide referrals as well as food and other resources for residents in this area of the County.

DEPARTMENTAL REPORTS/DISCUSSIONS: Administration & Finance: The Commissioners decided to attend the State League of Municipalities convention in Atlantic City in November. The Acting Clerk will make reservations for all three of them.

The Acting Clerk advised that he had discussed the status of the budget with the Auditor and the Finance Officer. They stated that no action could be taken until the State adopted its budget, set the state aid figures and until the state advised Mt. Ephraim if any extraordinary aid would be awarded.

The audit report for 2007 was presented and discussed. It was noted that all but one audit finding was corrected. It was agreed to put a resolution of acceptance on the July 3 agenda.

The Acting Clerk reported on various changes in the rules and state laws on affordable housing that had recently been adopted. A review of the status of Mt. Ephraim’s affordable housing plan will take place with the housing consultant, including the impact of the Lumberyard project. It was also noted that certain office staff must be designated and certified to submit annual monitoring reports to the State Council on Affordable Housing (COAH).

A memo from the Finance Officer was reviewed concerning the Livable Communities Grant for improvements to the Library. He noted that the time frame to spend the funds was running out and there was a need to request an extension, if there was a concrete plan to spend the money. It was agreed to ask Construction Official Steve Beach to look at the building and advice what he thought was possible for accessibility within the grant funds.

The Acting Clerk reported that no funding was available through the State for the originally planned shared services automated records project called PARIS, applied for along with several other municipalities with the City of Camden as the lead agency. However, Camden City officials have advised that they will be offering a plan to share their separate state funds to try to keep the project moving forward. The Commissioners authorized the Acting Clerk to be the Borough’s representative and continue working on this project.

In order to properly respond to the County Health Department, it was necessary to clarify Mt. Ephraim’s role as the local Board of Health. The Solicitor noted that Chap. 13 of the Borough code, per an amendment in 1973, clearly states that the Commissioners serve as the local Board of Health. It was agreed to schedule the required annual meeting for the first Thursday of January.

Correspondence from the State and County requested interest in the Green Acres grant program the trails and bike program. It was agreed there was no project to apply for Green Acres funds for and that the Borough would support the County Smart Growth trails and bike program and have done so through a letter from Mayor Wolk.

The Acting Clerk reported on the new state requirement for municipalities to adopt Defined Contribution Retirement ordinances, designating which positions, when next filled, would be required to enroll in the new type of pension program. He will work with the Solicitor and check how other municipalities are handling this before making a recommendation.

An application for a taxi license was reviewed. It was determined that that current ordinance is still appropriate for this purpose. The Acting Clerk will meet with the applicants to explain the requirements.

The Acting Clerk reviewed his first month in the job and expressed the need to designate an existing employee as a Deputy Clerk to provide legal back up in his absence since he is part time. The Solicitor advised that state statute requires that such a position be authorized by ordinance. It was agreed to introduce such an ordinance at the July 3 meeting.

Issues related to check signing authority and practices were discussed. The Acting Clerk will review with the Finance Officer, the appropriate measures and report back at the next Caucus meeting.

The Acting Clerk gave a status report on the number of dog licenses that have not yet been renewed. The number has dropped since the second reminder letter went out in May but there still were over 70. The Commissioners directed the Clerk to have the office staff call each name on the list and advise that those who have not renewed by the end of July will have a complaint signed against them in municipal court. As a further follow up, pricing will be obtained for a dog census so that the list of dogs that should be licensed for 2009 will be more complete.

The status of the joint court with Oaklyn was reviewed based on requests by the court for additional personnel. It was agreed that Commissioner Gilmore was Mt. Ephraim’s designated liaison based on the reorganization resolution assigning courts to his department. Paul Bibik will let the court know any discussions would need to start with him.

Mayor Wolk reported that the T-Mobile cell phone representatives asked about leasing part of the Borough property near the softball field for a tower. He asked

4 June 24, 2008 Caucus meeting minutes the Solicitor to look at the current lease area for a billboard on Borough property on Kings Highway as that might be a better location.

Police: Commissioner Gilmore reported that he had completed negotiations for a new collective bargaining agreement with the FOP. It was agreed to add a resolution to the July 3 agenda authorizing the signing of the agreement.

Emergency Management:

Fire: Mayor Wolk noted that the open public meeting about the new fire house plans went well. About 50-60 people attended including half a dozen residents. He asked about the timing of the planned bond sale through the CCIA. The bond counsel will be contacted and an updated schedule will be requested.

Public Works:

Commissioner Greenwald asked that the Acting Clerk check into the eligibility for the medical benefits Opt-out program for one of the DPW employees. There were questions on the payment amount and frequency when comparing the Borough policy and the union contract.

The DPW spent considerable time cleaning up after a recent accident. Commissioner Greenwald asked to make sure that the insurance companies for the vehicles involved were billed for the time and cost. Capt. Beppel asked if the PD could bill for extra time at accidents. They have done so to trucking companies and gotten some payments. The availability of such an ordinance will be studied.

The status of uncut grass at a number of properties was discussed. The Solicitor advised that the current regulations requires that the Commissioners authorize the notice to the property owners in order for the DPW to do the work, if not completed, and be able to bill and eventually lien the properties. It was agreed to include a resolution on the July 3 agenda authorizing this notice. Ordinances for Bellmawr and other towns will be reviewed to come up with a clearer and simpler set of regulations that is more timely.

Commissioner Greenwald reported that the Mt. Ephraim Manor was sold and the new owners are now doing needed renovations. He also recommended that the rental inspection program and fee structure remain as it is, despite some questions by certain landlords.

He noted that DOT would not be funding the proposed widening work on the BHP at KH next to the CVS. He did request that DOT be asked why there was not advance left for northbound BHP turning left onto KH.

Borough Engineer Joe Federici reported that the paving of Third Ave. is completed with just some punch list items to do. Work on Fifth Ave. has started and he hopes it will be done in less than a week. The ramps are done also. The phase II Streetscape project, to Market St, needs State and Federal funding approval and he will see if there is any possible future funding for phase III for the BHP. Walgreen’s is still willing to install bollards but the location with respect to a sight triangle has not been resolved. They are not receptive to doing a Mt. Ephraim sign there. Further he advised that the FY 2009 State Road Aid grant application was submitted. With respect to developers work, the complaint of cracked sidewalks on Satori Road from a new house being built across the street was resolved, even though the contractor does not agree that his workers caused it. He also had a pre-construction meeting with the Lumberyard developers. They dealt with the issues related to the demolition of the old Lumberyard and the construction of 42 new townhouse units.

Solicitor Eric Riso noted that he was requested to put together an ordinance to require grease traps for food handling businesses including the requirements for maintenance and record keeping for inspection by the Borough Sewer operator. John Wenner explained how grease from businesses like the Mt. Ephraim Diner causes regular blockages and fills the pump stations with grease requiring more frequent cleaning that should be. They are prepared to enforce an ordinance like Oaklyn and Bellmawr have.

Mayor Wolk reported on correspondence with a resident about the Fire Station project that states he now understands and supports the plans. He also noted state correspondence from the Clean Communities program, a request to support new state legislation for more transparency in government, and a letter about accessing information on known contaminated sites. He verified that Commissioner Greenwald is scheduled to attend the next CDBG meeting as the Borough’s representative. Finally, he briefed everyone on a recent claim that the Joint Insurance Fund received involving sexual harassment in a volunteer fire company. The Fund was looking for volunteers to participate in a task force to work on training to educate members on these matters. It was suggested the safety officer Anthony Stagliano would be proposed.

Commissioner Gilmore advised that he is interviewing applicants for the new Police Officer slots. The decision won’t be ready for appointment for the July 3 meeting.

Commissioner Greenwald noted that he had received the shared services survey and would be working on modifying it before it is submitted to the County. He also advised that he will have the Construction Official contact the Engineer about an addition being built with some questions.

It was agreed that the Commissioners would meet at 11:45 am at the West Senior Center to start the fourth of July parade. Assemblyman Roberts is expected to join them.

EXECUTIVE SESSION:

Commissioner Greenwald made a motion, seconded by Commissioner Gilmore, to go into closed session for a meeting not open to the public in accordance with the provisions of the New Jersey Open Public Meetings Act, N.J.S.A. 10:4-12 to discuss personnel matters involving the Clerk’s office plus litigation with respect to the Garrity case and the Bisaga case. All voted in favor and the motion carried. The executive session began at 5:10 pm. The executive session ended at 5:55 pm.

ADJOURNMENT:

A motion was made by Commissioner Greenwald and seconded by Commissioner Gilmore to adjourn the meeting. The motion carried. The meeting was adjourned at 5:55 pm.

Respectfully submitted,

______Richard B. Schwab Acting Borough Clerk