Sandyston Township

Minutes

March 13, 2012

This meeting was opened and called to order at 9:00 am by Mayor Harper who stated this meeting was being held in compliance with the Open Public Meetings Act, having been duly advertised.

Roll Call

The clerk was asked to call the roll. Present were: Committeeman William Leppert and Mayor George Harper.

Absent: Deputy Mayor Fred MacDonald was absent most of the meeting; however, he did arrive at 10:25 am.

Also in attendance: Alan Delea; Betsy Pinzone; Bud Jones, Nisivoccia, LLP; Glenn Hull; William Hahn, Hillside Door Company; Hixon Spangenberg; Joan Vesper, Sussex County Nursing Home Auxiliary; Josh Osowski, Stokes State Forest Superintendent; Tom Eberhardt; Tom Brackney, Treasurer – Sandyston Township Volunteer Fire Department; Judy Kaplan; Dan Arthur, Blue Ridge Rescue Squad

The Mayor invited all to join in the Pledge of Allegiance.

Ordinance: 2012-05 CAP ORDINANCE:

SANDYSTON TOWNSHIP

ORDINANCE 2012-05

CALENDAR YEAR 2012

ORDINANCE TO EXCEED THE MUNICIPAL BUDGET APPROPRIATION LIMITS

AND TO ESTABLISH A CAP BANK (N.J.S.A. 40A: 4-45.14)

WHEREAS, the Local Government Cap Law, N.J.S. 40A: 4-45.1 et seq., provides that in the preparation of its annual budget, a municipality shall limit any increase in said budget up to 2.5% unless authorized by ordinance to increase it to 3.5% over the previous year’s final appropriations, subject to certain exceptions; and,

WHEREAS, N.J.S.A. 40A: 4-45.15a provides that a municipality may, when authorized by ordinance, appropriate the difference between the amount of its actual final appropriation and the 3.5% percentage rate as an exception to its final appropriations in either of the next two succeeding years; and,

WHEREAS, the Township Committee of the Township of Sandyston in the County of Sussex finds it advisable and necessary to increase its CY 2012 budget by up to 3.5% over the previous year’s final appropriations, in the interest of promoting the health, safety and welfare of the citizens; and,

WHEREAS, the Township Committee of the Township of Sandyston in the County of Sussex hereby determines that a 1.0% increase in the budget for said year, amounting to $8,781.05 in excess of the increase in final appropriations otherwise permitted by the Local Government Cap Law, is advisable and necessary; and,

WHEREAS, the governing body hereby determines that any amount authorized hereinabove that is not appropriated as part of the final budget shall be retained as an exception to final appropriation in either of the next two succeeding years.

NOW THEREFORE BE IT ORDAINED, by the Township Committee of the Township of Sandyston in the County of Sussex, a majority of the full authorized membership of this governing body affirmatively concurring, that, in the CY 2012 budget year, the final appropriations of the Township of Sandyston shall, in accordance with this ordinance and N.J.S.A. 40A: 4-45.14, be increased by 3.5%, amounting to $30,733.67, and that the CY 2012 municipal budget for the Township of Sandyston be approved and adopted in accordance with this ordinance; and,

BE IT FURTHER ORDAINED, that any that any amount authorized hereinabove that is not appropriated as part of the final budget shall be retained as an exception to final appropriation in either of the next two succeeding years; and,

BE IT FURTHER ORDAINED, that a certified copy of this ordinance as introduced be filed with the Director of the Division of Local Government Services within 5 days of introduction; and,

BE IT FURTHER ORDAINED, that a certified copy of this ordinance upon adoption, with the recorded vote included thereon, be filed with said Director within 5 days after such adoption.

Roll Call Vote: Ayes, Leppert, Harper; Nays 0; Absent, MacDonald; Abstain 0

Introduced: March 13, 2012

The Committee reviewed Ordinance 2012-05. Mayor Harper made a motion to approve introduction of Ordinance 2012-05, seconded by Committeeman Leppert and unanimously carried. Roll Call Vote followed: Ayes: Leppert, Harper; Nays: 0; Abstain: 0; Absent: MacDonald. Mayor Harper stated this ordinance will have a public hearing on Tuesday, April 10, 2012 at 7:30 pm, where any interested persons will have the opportunity to be heard.

Budget: Introduction of 2012 Budget:

Bud Jones, Sandyston Township Auditor of the firm Nisivoccia, LLP, came forward and stated the 2012 Budget provides for a 2% increase in the local tax levy which brings the tax rate from .191 cents to .196 cents, so it is a ½ cent increase in the local tax rate. Mr. Jones stated all the other revenues are basically the same as the prior year with the only real difference being the use of a couple of non-recurring revenues (reserve for the sale of municipal assets $10,000 and a reserve for the debt service of $9,000). Mr. Jones also informed the Committee there is one new sheet in the budget, page 3b-2, which is supposed to deal with structural budget imbalances trying to make the public more aware of what is in the budget and what is going to be changing in the budget as we go forward.

Mayor Harper read the following resolution into the record:

Municipal Budget of the Township of Sandyston, County of Sussex for the Fiscal Year 2012

Be it Resolved, that the following statements of revenues and appropriations shall constitute the Municipal Budget for the year 2012;

Be it Further Resolved, that said Budget be published in the New Jersey Herald in the issue of March 27, 2012

The Governing Body of the Township of Sandyston does hereby approve the following as the Budget for 2012.

Notice is hereby given that the Budget and the Tax Resolution was approved by the Governing Body of the Township of Sandyston, County of Sussex, on March 13, 2012

A Hearing on the Budget and Tax Resolution will be held at the Municipal Building, on April 10, 2012 at 7:30 o’clock pm at which time and place objections to said Budget and Tax Resolution for the year 2012 may be presented by taxpayers or other interested persons.

Mayor Harper made a motion to approve the introduction of the 2012 Budget, seconded by Committeeman Leppert and unanimously carried. Roll Call Vote followed: Ayes: Leppert, Harper; Nays: 0; Abstain: 0; Absent: MacDonald. Mr. Jones informed the Committee the State will be reviewing the Budget for the Township as they review the budget every third year which makes Sandyston ineligible for local review this year. Mr. Jones stated we hope to get their points prior to the public hearing on the budget so we can adopt at the April 10, 2012 meeting at 7:30 pm.

Review of Audit 2011:

Mr. Jones informed the Committee there is only one recommendation listed in the audit, segregation of duties, which is something that is not going to be resolved. Mr. Jones stated it was a good audit and he had the full cooperation of the staff. Mr. Jones felt the records were improved from the prior year as there was a recommendation last year regarding the general ledger and that was eliminated this year. Mayor Harper stated he was pleased and knew that was something we needed to address.

Mayor Harper read the following into the record:

Finding 2011-1:

The Township does not maintain an adequate segregation of duties with respect to the recording and treasury functions. Segregation of duties refers to separating those functions that place too much control over a transaction or class of transactions that would enable a person to misappropriate funds and prevent detection within a reasonable period of time. The various departments/offices of the Township are responsible for the issuance of permits and licenses; collection of taxes and permit and license fees; and recording of collections. Also, the disbursement of funds and reconciliation of bank accounts is performed by one person. This is due, in part, to the limited number of personnel of the Township and the decentralized nature of governmental collection procedures. Accordingly, management and the Township Committee should be aware of this situation and realize that the concentration of duties and responsibilities in a limited number of individuals is not desirable from a control point of view.

Mayor Harper stated this has been a recommendation with every audit and appreciates this very much. Mayor Harper stated the Township Committee is of the opinion that the Township is not going to add staff and cost to solve this recommendation.

Mayor Harper made a motion to accept the audit finding, seconded by Committeeman Leppert and unanimously carried.

SANDYSTON TOWNSHIP RESOLUTION

R-26-2012

GOVERNING BODY CERTIFICATION OF THE ANNUAL AUDIT

WHEREAS, N.J.S.A. 40A:5-4 requires the governing body of every local unit to have made an annual audit of its books, accounts and financial transactions, and

WHEREAS, the Annual Report of Audit for the year 2011 has been filed by a Registered Municipal Accountant with the Municipal Clerk pursuant to N.J.S.A. 40A:5-6, and a copy has been received by each member of the governing body; and,

WHEREAS, R.S. 52:27BB-34 authorizes the Local Finance Board of the State of New Jersey to prescribe reports pertaining to the local fiscal affairs; and,

WHEREAS, the Local Finance Board has promulgated N.J.A.C. 5:30-6.5, a regulation requiring that the governing body of each municipality shall by resolution certify to the Local Finance Board of the State of New Jersey that all members of the governing body have reviewed, as a minimum, the sections of the annual audit entitled “Comments and Recommendations, and,

WHEREAS, the members of the governing body have personally reviewed as a minimum the Annual Report of Audit, and specifically the sections of the Annual Audit entitled “Comments and Recommendations, as evidenced by the group affidavit form of the governing body attached hereto; and,

WHEREAS, such resolution of certification shall be adopted by the Governing Body no later than forty-five days after the receipt of the annual audit, pursuant to N.J.A.C. 5:30-6.5; and,

WHEREAS, all members of the governing body have received and have familiarized themselves with, at least, the minimum requirements of the Local Finance Board of the State of New Jersey, as stated aforesaid and have subscribed to the affidavit, as provided by the Local Finance Board, and

WHEREAS, failure to comply with the regulations of the Local Finance Board of the State of New Jersey may subject the members of the local governing body to the penalty provisions of R.S. 52:27BB-52, to wit:

R.S. 52:27BB-52: A local officer or member of a local governing body who, after a date fixed for compliance, fails or refuses to obey an order of the director (Director of Local Government Services), under the provisions of this Article, shall be guilty of a misdemeanor and, upon conviction, may be fined not more than one thousand dollars ($1,000.00) or imprisoned for not more than one year, or both, in addition shall forfeit his/her office.

NOW, THEREFORE, BE IT RESOLVED that the Township Committee of the Township of Sandyston, hereby states that it has complied with N.J.A.C. 5:30-6.5 and does hereby submit a certified copy of this resolution and the required affidavit to said Board to show evidence of said compliance.

Mayor Harper made a motion to approve R-26-2012, seconded by Committeeman Leppert and unanimously carried.

The Committee thanked Mr. Jones for his work and attending the meeting.

Minutes: The Committee reviewed the regular meeting minutes of Tuesday, February 14, 2012. Committeeman Leppert made a motion to approve the minutes, seconded by Mayor Harper and unanimously carried.

Tax Collector Report: The Tax Collector’s report for the month of February 2012 was presented with total receipts Month-To-Date of $779,401.77 and Year-to-Date of $1,114,484.26. Mayor Harper made a motion to approve the Tax Collector’s Report, seconded by Committeeman Leppert and unanimously carried.

Treasurer’s Report: The Treasurer’s Report for the month of February 2012 was presented with a beginning balance of $734,529.98, total receipts of $892,991.35, and total disbursements of $882,717.61 leaving an ending balance of $744,803.72. Mayor Harper stated General Capital Account now has a balance of $599,752.62, Animal Control Escrow $34,731.36, Public Assist Escrow $3,522.78, Unemployment Escrow $21,442.80, COAH Trust $34,897.19 and the Small Cities Master $40,095.16 (Housing Rehab). Mayor Harper made a motion to approve the Treasurer’s Report, seconded by Committeeman Leppert and unanimously carried.

Payment of Vouchers: The Bills List for the month February 2012 was submitted for approval in the amount of $481,501.89. Committeeman Leppert made a motion to approve the bills list, seconded by Mayor Harper and unanimously carried.

Departmental Reports: Alan Delea came forward with information regarding mowers for the Committee to review. The Committee decided to move this discussion to new business.

Old Business:

Layton Post Office: The Bike Rack, Bench will be installed in the near future.

Recreation: Committeeman Leppert stated Sandyston-Walpack School Board of Education has requested a revision to the Hold Harmless Agreement which would remove the janitor’s name and address. Committeeman Leppert asked once that agreement has been signed a copy be given to Shane White, President of Recreation, for insertion into the policy manual. Mayor Harper made a motion to approve the change, seconded by Committeeman Leppert and unanimously carried.

Committeeman Leppert also advised Recreation is looking into a company called Choice Point for background checks of coaches. Choice Point will do a flat fee for 100 background checks a year (Recreation only anticipates 25-30). When decided this procedure will also be made part of the policy manual for recreation.

Committeeman Leppert also informed the Committee that Recreation held their Pancake Breakfast on Sunday, March 11, 2012, where they raised over $450.

Performance Bond: There has been no word on the Performance Bonds for Block 702 Lot 12 or Block 1105 Lot 14. Mayor Harper asked if we do not receive word by the end of the month regarding these performance bonds to contact our attorney to find out the status and boost the process along.

New Business:

Josh Osowski, Stokes State Forest Superintendent: The Committee welcomed Josh Osowski and asked him to come forward to address the Committee. Mr. Osowski stated he is the new Superintendent for Stokes State Forest and has been in his new position for four weeks. Mr. Osowski comes from Liberty State Park where he worked for 11 years. Mr. Osowski stated one of the things he has been hearing is that Stokes State Forest is in disrepair and needs improvement. Mr. Osowski asked the Committee what they are looking for with regard to Stokes State Forest and how they can make it a better place. Mr. Osowski hoped he would be able to get community involvement and grants to improve the park and stated one of his goals is to get a “Friends” group of concerned citizens who can then lobby Trenton and different places for money for things that are important to the park. Mr. Osowski asked if the Committee could spread the word and recommend people who might be interested in joining this “Friends” group and running for various spots on the board. Mayor Harper suggested utilizing our website and distributing this information through the school. Mayor Harper thanked Mr. Osowski for his attendance at the meeting and looks forward to renewed energy with Stokes State Forest which will benefit not only Stokes State Forest but the businesses and residents of Sandyston Township. Mayor Harper also stated Sandyston Township is a member of the Sussex County Chamber of Commerce, but outside that there is no local group in Sandyston Township. The Committee thanked Mr. Osowski for his time.