|
|
PUBLIC MEETING – Wednesday, September 10, 2008 at 8:00 p.m.
There will be a Public Meeting of the Mayor and Council of the Borough of Glen Rock on Wednesday, September 10, 2008, at 8:00 p.m. in the Council Chambers of the Municipal Building.
Agenda: (May be subject to change)
1. CALL TO ORDER /ROLL CALL
This meeting is called pursuant to the provisions of the Open Public Meeting Law. This Meeting was included in a list of meeting notices sent to the Bergen Record and advertised in said newspaper in January, posted on the bulletin board in the Municipal Building, and has remained continuously posted as the required notices under the Statue. In addition, a copy of this notice is and has been available to the public and is on file in the office of the Municipal Clerk.
In accordance with the New Jersey State Fire & Safety Code I call your attention to the lighted exit signs. In the event the alarm sounds, move in an orderly manner toward the exit nearest you and leave the building.
Council Member Knapp – present
Council Member O’Hagan – present
Council Member Pazan – present
Council Member Arnao – present
Council Member Orseck – present
Council Member Surrago - present
J. van Keuren, Mayor - present
L. Benjamin, Borough Admin. - present
J. Scalia, Borough Clerk - present
R. Garibaldi, Borough Attorney – present
2. FLAG SALUTE/ANNOUNCEMENTS
Council member Knapp led the Council and audience in the flag salute.
3. CONSENT AGENDA
All items listed are considered to be routine and non-controversial by the Borough Council and will be approved by one motion. There will be no separate discussion on these items unless a Council member(s) so request it, in which case the item(s) will be removed from the Consent Agenda and considered in its normal sequence on the agenda. The one motion signifies adoption of all resolutions, received and filed letters, correspondence, reports and approval of applications and minutes.
1. Resolution for Approval of Minutes 8/27/08
Resolution No. 185-08
Offered by Council Member Arnao
Seconded by Council Member Surrago
BE IT RESOLVED, that the Minutes of:
Meeting of August 27, 2008
Be accepted as submitted.
ROLL CALL:
Council Member Knapp – yes
Council Member O’Hagan – yes
Council Member Pazan – yes
Council Member Arnao – yes
Council Member Orseck – yes
Council Member Surrago -yes
2. Resolution Accepting 2007 Audit
Resolution No. 186-08
Offered by Council Member Arnao
Seconded by Council Member Surrago
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 2007 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 con¬viction, 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 office.
NOW, THEREFORE BE IT RESOLVED, That the Mayor and Council of the Borough of Glen Rock, 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.
ROLL CALL:
Council Member Knapp – yes
Council Member O’Hagan - yes
Council Member Pazan – yes
Council Member Arnao – yes
Council Member Orseck - yes
Council Member Surrago - yes
3 Resolution for Correction Action Plan
Resolution No. 187-08
Offered by Council Member Arnao
Seconded by Council Member Surrago
CORRECTIVE ACTION PLAN
2007 AUDIT
BOROUGH OF GLEN ROCK
COUNTY OF BERGEN
AUDIT RECEIVED: JULY 21, 2008
Property, Plant & Equipment
Finding: The Borough is not maintaining a fixed asset ledger for its property, plant and equipment subsequent to December 31, 1986.
Criteria: The State of New Jersey requires all municipalities report fixed assets in their financial statements and implement a system to record fixed assets as required.
Recommendation: A complete physical inventory should be taken care of all property, plant and equipment. All should be tagged and recorded with an inventory tag. This data should be accumulated and recorded in a ledger at historical and acquisition cost. Periodic physical inventories should be performed to verify location and effective utilization of each asset. Also, all new purchases need to be recorded as pert of the fixed asset ledger.
Corrective Action: The Borough of Glen Rock had a complete physical inventory of its property, plant and equipment in 1998 by a professional company. The 2008 budget contains a line item in the amount of $5,000 to perform a complete physical inventory of the Borough of Glen Rock at it current status.
Implementation Date: Third Quarter 2008.
Interfunds:
Finding: The Borough has advanced monies from the General Capital Fund to the Current.
Criteria: Interfunds can produce restrictions on fund balance and create unnecessary bookkeeping.
Recommendation: Interfund transactions should be avoided, if possible, and be settled prior to year-end.
Corrective Action: The Borough will make a conscious effort to limit the amount of interfund transactions performed in a fiscal year, and make sure the transactions are satisfied prior to year-end.
Implementation Date: In progress.
Improvement Authorizations:
Finding: There are numerous Capital improvement authorizations with little or no activity.
Criteria: Funds are dedicated to projects that may be complete.
Recommendation: All improvement authorizations should be reviewed and any inactive projects or completed projects should be cancelled.
Corrective Action: Prior to the conclusion of the fiscal year, the CFO will review and examine the outstanding capital improvement authorizations and determine what authorization can be cancelled.
Implementation Date: In progress.
General Ledger:
Finding: We noted numerous entries not recorded in the general ledger.
Criteria: The general ledger is the foundation of the accounting system.
Recommendation: Recording of all transactions should be made in the general ledger and reconciled monthly to the subsidiary ledgers on a timely basis.
Corrective Action: With the addition of the Assistant Finance Officer position, the entries in the general ledger will become timely and accurately reflect the financial position of the Borough of Glen Rock.
Implementation Date: In progress.
Local Public Contracts Law:
Finding: Our testing revealed exceptions to the Local Public Contracts Law relating to bidding and proper use of State contract purchasing.
Criteria: State law formally details purchasing requirements.
Recommendations: All biddable items should be bid and purchase made under State contracts should be properly noted.
Corrective Action: The Borough is in the process of filling the position of Assistant Finance Officer, and the candidate for hire has a Registered Public Purchasing Specialist certification which will address any deficiencies in compliance with the Local Public Contracts Law.
Implementation Date: In progress.
Emergency Appropriation:
Finding: An emergency appropriation passed this year was not submitted to the Division of Local Government Services as required by N.J.S. 40A-4-48.
Criteria: State statute requires two certified copies of the emergency to be filed with the Division.
Recommendation: This emergency resolution be filed with the Division and any future emergencies be properly filed on a timely basis.
Corrective Action: The emergency resolution will be filed with the Division and any future emergencies will be properly filed on a timely basis.
Implementation Date: In progress.
Staffing;
Finding; The staffing level of the finance department is insufficient for the Borough’s operation.
Criteria: Insufficient staffing level can have an adverse effect on the accounting and recordkeeping functions.
Recommendation: The position of accountant/assist finance officer should be filled in order to relieve the Administrator of multi-functions being preformed and to insure timely record keeping.
Corrective Action: The Assistant Finance Officer will begin employment with the Borough of Glen Rock on September 8, 2008.
Implementation Date: In progress.
ROLL CALL:
Council Member Knapp – yes
Council Member O’Hagan - yes
Council Member Pazan – yes
Council Member Arnao – yes
Council Member Orseck - yes
Council Member Surrago - yes
4. Resolution Authorizing H2M Associates to Prepare an Environmental Resource Inventory and a Conservation Plan
Resolution No. 188-08
Offered by Council Member Arnao
Seconded by Council Member Surrago
R
RESOLUTION AUTHORIZING H2M TO CONDUCT AN ENVIRONMENTAL RESOURCE INVENTORY AND A CONSERVATION PLAN FOR THE BOROUGH OF GLEN ROCK
WHEREAS, the Governing Body of the Borough of Glen Rock, has previously applied for a Smart Growth Planning Grant from the Association of New Jersey Environmental Commission (ANJEC) to conduct a study, and
WHEREAS, The Borough of Glen Rock received a proposal from H2M Associates dated July 24, 2008 for the professional services of H2M Associates to prepare an Environmental Resource Inventory (ERI) and Conservation Plan, and
WHEREEAS, the Borough of Glen Rock has agreed to an amount not to exceed $9,000.00 for the expenses associated with the Environmental Resource Inventory and the Conservation Plan,
NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the Borough of Glen Rock, that the sum of $9,000.00 is hereby authorized to be paid by the Borough of Glen Rock to H2M Associates for the costs associated with the Environmental Resource Inventory and the Conservation Plan as set forth in the proposal of H2M Associates dated July 24, 2008.
ROLL CALL:
Council Member Knapp –yes
Council Member O’Hagan - yes
Council Member Pazan – yes
Council Member Arnao – yes
Council Member Orseck - yes
Council Member Surrago - yes
Motion to accept consent agenda by Council Member Arnao
Seconded by Council Member Surrago
ROLL CALL:
Council Member Knapp – yes
Council Member O’Hagan – yes
Council Member Pazan – yes
Council Member Arnao – yes
Council Member Orseck – yes
Council Member Surrago - yes
4. ORDINANCES
5. MEETING OPEN TO THE PUBLIC: (Before speaking at the meeting, each person
must state their name and address. 5 minute limit)
Doris Ciaramella – 15 Austin Place – Inquired when the next borough newsletter would be sent. Mrs. Ciaramella asked that the meeting dates for the Senior Advisory Committee be included on the Borough calendar.
Mary Henninger – Thornbury Avenue – Mrs. Henninger asked who would be coordinating the “Big Sweep” this year for the seniors. Lenora Benjamin commented that the Borough office is aware of this and will be coordinating. Mrs. Henninger asked if the non-mandatory leaf bagging would be publicized. (Yes). Mrs. Henninger commented that a while ago the Council passed an ordinance changing the number of members of the Senior Citizen Advisory Committee to include a liaison from the Council. Mrs. Henninger questioned who that liaison is. Mayor van Keuren stated it would be him. Mrs. Henninger asked if an ordinance would be passed concerning clear cutting trees on properties. Mayor van Keuren stated the Council is currently waiting to hear recommendations from the lead agency who originally requested an ordinance. Mrs. Henninger asked if anyone was able to confirm a decrease in Glen Rock’s population. Mayor van Keuren stated he has tried, to no avail; however, will continue to try.
Irene Brown – 675 Lincoln Avenue – Mrs. Brown expressed concern over support of a Recreation/Senior Center from Council members Pazan and O’Hagan; yet seniors still have to pay for their pool badge. Additionally, there is support for a skateboarding park. Mrs. Brown feels there are too many expenses already and further expenses should not be incurred. Mrs. Brown also expressed opposition to a recent proposal to have our Police Department go through an accreditation process. Mrs. Brown noted she has discovered another bill that has been proposed to give seniors additional relief from property taxes with the money being received from the casinos to offset the difference.
Bill Brown – 675 Lincoln Avenue – Mr. Brown also expressed concern over the police accreditation and presumes any further discussion on this subject would be held in an open session. Mr. Brown encouraged the Council to support the property tax relief bill mentioned by Mrs. Brown; particularly since this was the number one concern noted on the Senior Citizen survey.
Sally Killeen – Doremus Avenue – Mrs. Killeen asked if there is any way notification can be received from the utilities if they are to trim a private tree that is encroaching into the wires. Council member Knapp stated PSE&G is supposed to contact a homeowner if and when a private tree will be trimmed.
Council member O’Hagan thanked present and former Council members for their support with the Maple and Glen Avenue light.
Council member Knapp reminded residents of the September 11th GRACE Memorial Service to be held at 6:30 p.m. at Veteran’s Park.
6 . ADJOURNMENT
Motion to adjourn the meeting was made by Council member Knapp
Seconded by Council member Arnao
Meeting adjourned at 8:20 p.m.
_____________________________
Jacqueline Scalia, Borough Clerk |
|
|
|
|
|
|
|
