April 30, 2007
By Deanna Speck, Borough Clerk
Apr 30, 2007, 15:00
COMMISSIONER’S WORK SESSION OF APRIL 30, 2007
The Work Session of April 30, 2007 was called to order at 3:05 p.m. and the open public notice announcement was read by the Borough Administrator. In attendance were Commissioner Colombi, Commissioner Rochford, Commissioner Borden, the Administrator, the Assistant to the Administrator/Deputy Clerk and the Borough Clerk.
As there were no questions during the public comment period, the Commissioners moved to discuss the agenda items.
Representatives of the Library Board of Trustees discussed with the Commissioners the hiring of a building consultant. Those present were Library Director Susan Briant, Building Committee Chairperson Kathy Tassini and newly elected Library Board President Robert Marshall. It was noted that the last time information was gathered regarding a needs assessment and building program for the library was in 1995 and therefore more current information is required. Ms. Briant advised that Haddonfield won’t be eligible for future State grant funds without an up-to-date building program. Commissioner Borden asked what the Borough Commissioner’s need to do to move this forward in hiring a consultant on this issue. The Administrator replied that it is up to the Commissioners to decide how they want to proceed. They can hire a specific person under a non-open pay-to-play resolution or an RFP under the open and fair method can be advertised and mailed out. Commissioner Borden stated that if the previous consultant was to be hired then it must be stated in very specific terms that both in appearance and in fact, they must listen to the public in a needs assessment survey. The Commissioners then discussed the proposal received from this same consultant that was hired previously. Commissioner Rochford inquired as to what the Borough would get back once the Consultant had done her assessment. Ms. Briant stated that the result would be in the form of an in-depth report. Ms. Briant then indicated that the cost for this contract would be in a relative ballpark figure with other consultants in this field. Commissioner Rochford cautioned waiting to the latest possible time to announce an approximate cost being associated with the issue of either a new or refurbished building. Commissioner Borden recommended that there be more than just a number of focus group meetings, but that there should be surveys mailed and such in an effort to include as much of the public as possible. Commissioner Colombi pointed out that there are many variables associated with what could or should be done in regards to this issue. Much discussion was held regarding the potential costs involved. Commissioner Colombi pointed out that previously the Library Board had promised to not ask the Borough for more than $7.5 million and to raise any remaining money needed on their own. The Administrator noted that there could be a two-step process in which the consultants could be hired to do a needs assessment and the either the same or a different consultant could be hired to do the building program. Ms. Briant commented that the ADA issues could create a big problem in this process if nothing is done to move forward. Commissioner Colombi recommended that a resolution be put on the May 5th agenda to hire a consultant for the library building. Commissioner Borden noted that discussions will have to be held with the Historic Sites people to see what requirements there will be. Discussions were held regarding possible use of property at the Bancroft property, and COAH ramifications.
The Library Board representatives left at 3:53 p.m.
The Solicitor arrived at 3:54 p.m.
The Commissioners then discussed the possibility of hiring the previous Library Consultant. Commissioner Borden stated the options before the Commissioners at this time are to do an RFP for a Library Consultant, to do a non-open pay-to-play resolution and hire the previous consultant, or to do nothing. These three options were discussed. It was agreed to hire the previous consultant under the non-open pay-to-play resolution on the May 8th agenda to do a needs assessment, a survey and a building program.
The proposed May 8th agenda was reviewed by the Administrator. The Commissioners agreed to include the utility fees increase ordinance. The Commissioners also agreed to include the resolution to extend the metered parking permit program an additional six months. It was agreed that the Shomer Award would be presented at the May 22nd Commissioner Meeting, although, it was recommended by Commissioner Colombi that this award could be presented at the P.T.A. dinner on May 23rd. The Administrator will look into other venues for the presentation of this award before agreeing to hold the ceremony at the May 22nd meeting.
The Administrator reported on the defeated school budget and advised that School __________ expressed concern about a discrepancy between the number of voting “authorities” received and the public count. It is up to the BOE to request a new election if they wish, at their expense. After preliminary discussions, there was a consensus among the Commissioners that there is not a mandate to cut the budget jut because it lost by six votes. It was unanimously agreed to have the Administrator, the Assistant Administrator and Commissioner Rochford meet with School Board representatives to review the budget in detail, beyond the information provided by the DOE to the Commissioners. Various negotiation possibilities were discussed, but no decisions were made. Commissioner Rochford indicated that he would like to see the individual salary list, such as what was given last year for this same situation.
The process for the annual appointment of professionals was discussed. The Assistant to the Administrator reviewed three versions of an RFP for the Borough Engineer position with the Commissioners. Commissioner Borden stated that he would like to see the names and credentials of the staff that the Engineering firm would assign to the Borough listed in their RFP. It was agreed that the annual appointments would be done, as usual, at the May 22nd Meeting, with the exception of the Borough Engineer. In addition, it was agreed that an RFP for the Engineer position would be advertised in the Courier-Post on May 11th with receipt on May 31st.
The Administrator discussed with the Commissioners the process needed to set an open space tax rate. After discussions, the Commissioners agreed to assess a one cent rate for this first year and that this would be re-evaluated after the reassessment project has been completed. This plan will be ammounced at the May 8th meeting with the resolution put on the May 22nd agenda. This will allow members of the public to comment if they wish, before a vote is taken.
Farmer’s Market signs were discussed. Although PATCO will have to give their approval because the signs are on their property, the Commissioners approved the signs. The banner request for nine various dates was discussed. The banner request was approved for all nine weeks with the understanding that they could be cut back to as many as four weeks if other viable organizations requested banners for those times. Next year the limit will be four weeks.
ASCAP licensing fees were discussed by the Solicitor regarding music played at functions. It was noted that the League of Municipalities recommends this type of agreement. Commissioner Colombi suggested the Solicitor talk to Jane Mathers, who handles the FirstNight arrangements, regarding this issue to determine if that event was already paying ASCAP and with the Borough paying would replace it.
The Solicitor reviewed the status of the traffic signal at Kings Highway West and West End Avenue. He will be calling a meeting of all the parties involved and their legal council.
Regarding an assessment sent by Tricon, the Commissioners were advised that their last offer was rejected. It was agreed to leave the last offer on the table for 10 days while a request to the Court for dismissal is prepared by the Solicitor.
The Solicitor reviewed information recently received regarding the Banling case. This new info does not affect the Borough.
Commissioner Borden made a motion to go into closed session at 5:40 p.m. to discuss land acquisition and to receive legal advice regarding this. In addition the Commissioners will discuss the Administrator position candidates. Commissioner Rochford seconded the motion, which was passed by a unanimous vote.
The Commissioners returned from closed session at 5:52 p.m.
The meeting was adjourned at 5:53 p.m.
Respectfully submitted,
Deanna Speck
Borough Clerk
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