May 14, 2007
By Deanna Speck, Borough Clerk
May 14, 2007, 15:30
COMMISSIONER’S WORK SESSION OF MAY 14, 2007
The Work Session of May 14, 2007 was called to order at 3:30 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.
Joe Ehrhart, of the Board of Education, was present to participate in the discussion of the defeated school budget. Commissioner Rochford recapped the process to learn about the budget since the referendum. Mr. Ehrhart stated that the key thing to remember regarding any cuts in this year’s budget is they will have a direct impact on next years budget due to the 4% cap and noted that many items would have to be put on as a second question at next year’s election, which would have to be passed by a 60% majority vote. He reviewed the cost savings already built into the 2007-2008 proposed budget and various projected expenditures for the 2008-2009 budget year. Specifically discussed were the number of expected retirees and how the lower salaries for new employees would affect the budget, benefit cost increases, salary increase expenses, potential State aid percentages, and special education expenses. It is anticipated that there will be a need to have a second question on the 2008 ballot that will cover as much as $500,000. He noted that the Haddonfield BOE salary costs are not the highest in the County. Commissioner Colombi stated that there was not a good enough job done in promoting this budget prior to the election. Commissioner Borden stated that he feels that the lack of competition for School Board Members at the election was a negative factor. He feels that this is a very aggressive budget and is concerned that it might be too aggressive leaving nothing in case of emergency. He feels that the Borough should use this opportunity to promote the proposed budget to the residents as it stands. Further he feels that the BOE did what the Commissioners asked them to do when cuts were made by the Commissioners to last year’s defeated budget. They found savings in the teacher’s contract through benefits rather than salaries. He advocates passing this budget as it stands with no cuts. Commissioner Colombi asked about the costs for the HMHS drainage problem and whether or not this is in litigation with the contractor. Mr. Ehrhart replied that it is in litigation and they expect to recover all or most of the cost. Commissioner Rochford suggested we think about what message is put out to those residents who didn’t go out to vote and whether people be made to “feel the pain” in cutting this budget and subsequently cutting the services offered because they didn’t go out to vote. Commissioner Rochford then questioned if it would be feasible to cut the new programs and therefore save approximately $132,000. Mr. Ehrhart commented that the right thing to do is to offer the proposed education to the students. Commissioner Colombi indicated that she would not be opposed to cutting the World Language program, as it is a program that has not been started as yet. Commissioner Rochford asked what the mechanics are for moving forward at this point and passing a resolution with their decision. The Administrator advised on what steps need to be followed. A A final decision is needed by May 21st. Addition discussions were held on how the BOE handled the cuts that were adopted by the Commissioners for the 2006-2007 budget.
The Solicitor arrived at 4:20 p.m.
Mr. Ehrhart asked the Commissioners to take into consideration that this was basically the equivalent of a tie vote when making their decision on what to do with this budget. Further, he reviewed again just how aggressive he feels this budget is in its existing reductions and how any further cuts will affect future budgets, not just next year’s. Discussions were held regarding State funding and how unequal it is with regards to “J” Districts.
The Commissioner’s agreed to schedule a special public meeting at 6:00 p.m. on Monday, May 21st to vote on a resolution implementing the Commissioners’ decisions on the school budget. After further discussion the Clerk was directed to put a resolution together cutting $57,000 from the World Language program for elementary schools, which is a new program, as well as one approving the budget without cuts. However, the Commissioners made it clear there would be open discussion of this alternative of no cuts during the May 21st special meeting and after hearing further from any member of the public at the meeting before any vote is made.
Mr. Ehrhart left at 4:50 p.m.
It was agreed to put out a press release that there is a special meeting on May 21st, but not to include information on any decisions.
The Administrator reviewed the May 22nd agenda. The Commissioners discussed the Open Space Tax Fund resolution and clarified their positions on this subject. The Administrator advised that another resolution needs to be added to the agenda to correct the rate paid to the COAH Planner from $125 to $150 retroactive to January 2006; the Commissioners agreed. The Commissioners also agreed to hold the Human Relations Commission Award Ceremony at the May 22nd Commissioner Meeting. The award will be also be announced at the Senior Awards Night at HMHS on June 5th.
The Commissioners were updated on the status of the Engineering RFP which is due May 31st. A discussion on the appointment of a Borough Engineer will be postponed until the proposals are reviewed.
The recommendations by the Assistant to the Administrator on the banking services were agreed to by Commissioner Rochford and Commissioner Borden. A resolution authorizing the acceptance of Commerce Bank’s proposal will be placed on the May 22nd agenda. Commissioner Colombi will state at that meeting why she must abstain from voting on this resolution.
The Administrator reviewed the engineers’ report with the Commissioners. Specifically discussed was the 2007 road program portion. The three roads proposed are Birchall from Kings Highway West to Homestead Avenue, Rhoads Avenue from Haddon Avenue to Nicholson Lane, and Walnut Street from Ellis Street to Park Avenue (Phase I). He advised of the recommendation by the Engineer and Director of Utilities to add additional water and sewer main replacements plus install pipes for sump pump connections. Revised cost numbers were presented. The Commissioners were advised that the Engineer will be breaking out the costs of utility work when doing these streets and charging those costs against the water and sewer budget. How much of this work can be charged against that budget is still to be determined at this time. Adding extra work means that the Borough must also pay for more professional work in this area. It was agreed to move forward as recommended.
The Administrator advised the Commissioners about the problem of obtaining easements for the Borough to proceed with ravine work between Cedar and Longwood Avenues and followed this up with a report about the growing problem with the drainage ravine between Maple and Hawthorne Avenues, particularly where it intersects with Grove Street.
The Coles Mill Pump Station status was reviewed. A report from the Engineer is expected shortly on an alternative to needing to upgrade the pump station.
The required revised Flood Plain Ordinance was reviewed by the Administrator. It was agreed to put the ordinance onto the June 12th Agenda for first reading. A draft copy of the ordinance will be sent to DEP by the end of May.
The sump pump and drainage plan proposed by a developer at the end of Ample Avenue was reviewed by the Solicitor. He noted that the developer’s attorney must promote an acceptable agreement and performance bond wording.
The traffic signal situation affecting 152 Kings Highway West was reviewed by the Solicitor. Based on a plan proposal at a recent meeting the original developer/builder is to post a bond so that a permanent certificate of occupancy (CO) can be issued to the current homeowner. Then a determination would be made as to who should be responsible for any required upgrades to the traffic signal required by DOT, which may cost approximately $50,000. The agreement also calls for efforts to be made to convince DOT that most of the changes do not need to be made. There was discussion about the process, its history, the Borough’s legal position and how to ensure this does not happen again. The fact that this was a very unusual situation was discussed. The Commissioners agreed to move forward with the agreement.
The Administrator reported on the status of the ASCAP agreement request. It is suggested that the signing of this contract be authorized requiring the payment of $285 per year, which will include FirstNight. Commissioners agreed to do this. A resolution will be put on the May 22nd agenda.
The Administrator advised the Commissioners of a request by Computer Generations, the non-profit organization that provides computer classes for our senior citizens, for permission to set up additional classes. They would like to offer these additional classes to both seniors and younger adults during the evenings of the dates they provide daytime classes for senior citizens. It was noted that the only way this could be permitted is if Haddonfield users paid the Borough and the Borough contracted with the vendor as is done currently. Discussions were held regarding whether or not this would be an allowable use for the Mabel Kay House. The Commissioners agreed to not allow this usage at this time. Information will be gathered on potential conflicts with room usage and the calculation of the total dollar amount of fees for current and proposed programs.
Commissioner Rochford reported to the Commissioners on his impression of the opening of the Farmer’s Market this past weekend. Commissioner Borden, who was also there, reported that he had been asked by members of the Farmer’s Market if the PATCO gate could be opened earlier to allow for a longer set-up time. Discussion was held regarding this issue and it was agreed to look into the feasibility of doing so and who should be responsible for it.
Plans for the implementation of the recently adopted Downtown Area Master Plan were discussed. It was announced that we received notification today that a $40,000 grant has been awarded to Haddonfield by the DVRPA to hire someone to write the implementing ordinance(s). It was agreed that the Administrator and Assistant to the Administrator will need to review the grant information to determine what can and cannot be done. It was also agreed that the RFP process will have to be used to obtain this service.
The Administrator reviewed with the Commissioners a plan by PfH that they would be reinstating a Regulations Committee. Initially they would re-look at sign issues, restaurant regulations and participate in the Downtown ordinance revision process. Commissioner Rochford stated that PfH would like to discuss with the Borough who is responsible for what streetscape maintenance items in the downtown area. A meeting of the Streetscapes Committee is to be held on Wednesday, May 16th at 8:00 a.m. with Borough representatives to discuss these issues. The Administrator stated that PfH’s agreement with their publicist is about to end and they need to make a decision regarding how they want to move forward. Lastly, PfH’s endorsement of a set of recommendations from the Parking & Access Committee were reviewed. It suggested concerting the 28 spaces in the Clement Street parking lot from permit to meters to make them available for shoppers. The Commissioners agreed that they need to gather information on the current permit users of the lot, review various options and look at other recommendations prior to making any decisions to change from the current conditions, specifically in reference to the Downtown Area Master Plan.
The Administrator reviewed with the Commissioners a request from Tony DiBruno to amend the existing agreement with the Borough that permits Borough trash containers to be placed in his parking lot behind 51 Kings Highway East. He is interested in the Borough acting as control agent of the parking lot in exchange for a reduced rental free for the space used for the trash containers. It was agreed to look into this possibility if all rental costs for the spaces were eliminated and the owner covered all other parking lot costs such as snow plowing and line striping. The Administrator will evaluate these potential costs before making a final recommendation.
The Administrator announced that the Library Building Consultants would like to come to the June 18th work session to review their plans for implementing their contract.
The Administrator advised the Commissioners that plans for access to the High School football field for the July 3rd fireworks have not been finalized at this time. This is due to the track work being done at the HMHS field which will mean that the public will not be allowed on the field itself as they have in the past. Commissioner Borden will follow up with the Celebrations Association.
Commissioner Colombi announced that she would have information to present to the other Commissioners at the June 4th work session regarding the roundtable discussions held April 29th to discuss community concerns for youths. Commissioner Rochford asked if there had been any issues reported over the weekend with regards to the junior prom. Commissioner Borden replied that he had not heard of any problems. In response to a municipal alliance newsletter indicating that some sort of report would be issued regarding the April 29th roundtable Commissioner Colombi stated that there has been no decision to put out such a report. She also stated that it would be a good idea to make presentations regarding these issues at the various schools. The solicitor updated the commissioners on what can be put into our ordinances to make underage drinking stricter. He will have further information for the Commissioners at a later date.
The Administrator and Assistant to the Administrator left the meeting at 6:58 p.m.
Commissioner Rochford made a motion to go into closed session at 7:02 p.m. to discuss candidates for the Administrator position. The motion was seconded by Commissioner Borden and was passed by a unanimous vote.
The Commissioners returned from closed session at 7:06 p.m.
The meeting was adjourned at 7:06 p.m.
Respectfully submitted,
Deanna Speck
Borough Clerk
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