A special meeting of the East Amwell Township Committee came to order at 7:30 PM. Present were Mayor Peter Kneski, Deputy Mayor Linda Lenox, and Committee members Patricia Cregar, Timothy Martin, Larry Tatsch. Township Administrator Timothy Matheny was also in attendance.

In compliance with the Open Public Meetings Act, a copy of notice of this meeting was filed in the Clerk's Office, posted on the bulletin board, and sent to the Hunterdon County Democrat, Times of Trenton, and Star Ledger on January 9, 2009; a legal notice was published in the January 15, 2009, issue of the Hunterdon County Democrat. The purpose of this meeting is to hold a joint session with Township Committee Members from the Township of Delaware and the Township of West Amwell to discuss shared services opportunities. The public is invited to attend and comment.

The meeting opened with The Pledge of Allegiance.

Mayor Kneski welcomed attendees to the brainstorming meeting to share thoughts and ideas, stating that while no decisions would be made tonight, it was a good opportunity for all. East Amwell Township Administrator Timothy Matheny agreed to moderate.

Committee members introduced themselves: Mayor Peter Kneski, Deputy Mayor Linda Lenox, and Committee members Patricia Cregar, Timothy Martin, Larry Tatsch of East Amwell Township; Bill Corboy, Mayor of West Amwell; Susan Lockwood, Deputy Mayor of Delaware Township; Alan Johnson, Delaware Township Committee member; Frank Masterson, West Amwell Township Committee member; Tom Molnar, West Amwell Township Committee member.

Mr. Tatsch briefly explained that in 2008, the East Amwell Township Committee started a process of "brainstorming meetings" to look at ways to improve processes, save money, go "greener," etc. All ideas and suggestions were considered, and some were implemented. While he was Mayor last year, he was contacted by then West Amwell Township Committee member Ron Shapella to consider ways both municipalities could work together; a suggestion was then made to include Delaware Township in these discussions. Mr. Tatsch's hope was that some ideas could be gleaned from this exchange, and that this would be one of several meetings to come.

Mr. Matheny was introduced, and he provided a copy of a PowerPoint presentation entitled Shared Services: Where Do We Start. The document listed Some Obstacles, which included Home Rule; Loss of Control (oversight and gain in responsibility); Questions on Quality (saving money but losing quality); Challenges The Status Quo (what was always done and definition of insanity, i.e., doing the same thing for years and expecting a different outcome); Questions on Fair Distribution (costs and services, i.e., importance of not having one municipality subsidize another and each municipality receiving a fair share). The document also listed Positive aspects of shared services, which included Service Quantity can increase (e.g., shared brush pick up or animal control services); Service Quality can increase (i.e., better service for all); Eliminate Redundancy (e.g., reference was made to school systems, all of whom have individual superintendents duplicating tasks); Expands Current Capabilities (i.e., current DPWs may not have the manpower to do large jobs, but by sharing personnel on a case-by-case or job basis, more work can be accomplished); Economy of Scale (e.g., one municipality may not be able to purchase a large piece of equipment, but by sharing the costs with three municipalities, equipment might be purchased and owned jointly); Relief of Oversight (i.e., there may be items that need attention, but municipalities do not have the manpower to do it). The last page of the handout included an individual worksheet to describe a Possible Shared Service, noting long term or immediate needs, whether the need is large, medium, or small, reason to consider the shared service, who would be willing to lead the shared service investigation, pros and cons for each service consideration, and a contact person if it was agreed that such a service would be considered.

Comments were sought from Committee members.

Mr. Corboy said that West Amwell would be open to ideas on how to decrease costs and received equal or better service, preferably better service. He referenced the shared study by West Amwell, East Amwell and Lambertville on police services, which is almost complete. Mr. Corboy mentioned shared services with Lambertville, including using a refuse truck and sharing costs on a backhoe. West Amwell and East Amwell have the same CFO, and West Amwell is looking at the possibility of sharing a Tax Assessor with Lambertville. Mr. Corboy coined the term "South Hunterdon Communities," and he thought the efforts of looking at ways municipalities could consolidate or share "is well worth doing," e.g., public works, etc. He concluded that West Amwell was amenable to looking into parameters costing less and providing better or equal service.

Ms. Lockwood agreed with Mr. Corboy's comments, and she commented on the error of the Governor in stressing saving money rather than providing better services. She stated that Delaware Township is looking at ways to control costs. Ms. Lockwood mentioned a lot of new requirements being placed on municipalities, and it makes sense to look at these new items, including a certified Recycling Coordinator and a COAH Administrative Agent. Delaware Township is training a staff member to be the COAH Administrative Agent, and they would be willing to share this service. Ms. Lockwood commented that it would be easier to share on a smaller scale, with less personnel issues than would be with the consolidation of a police or road department. She agreed that there may be ways to consolidate a larger activity, but it would be more difficult; Delaware Township may be interested, but she recommended going forth on a smaller scale and be successful at that first.

Mr. Kneski agreed that starting on a small scale might be a better idea. He also commented on DPWs sharing services and equipment "in-house" as a cost savings to the municipalities; he felt that this would be an item to consider.

Mr. Corboy felt that there was no impetus at the County level to consider specific items, such as the Recycling Coordinator, although it may make sense to have this as a County position. The impetus is now on municipalities. Mr. Kneski commented on the County looking at what municipalities may be doing to catapult them into a County lead initiative.

Mr. Tatsch suggested looking at specifics, such as joint use of road crews on major projects, which he and Mr. Shapella discussed a while ago. He commented on road crew numbers and suggested that there would be better efficiency, better project flow, and potential savings if neighboring DPWs worked together on road projects. Mr. Tatsch also brought up an item, which was previously discussed with Lambertville and with County Freeholders, about brush pick up and chipping. He explained the dilemma in East Amwell with no longer picking up brush curbside and now having to contract to have a tub grinder chip a huge pile of branches stored in the grit yard. There is a County owned grinder, which was borrowed long term by Lambertville, and is now in disrepair. There was a previous discussion about getting a shared services grant to encourage the County to purchase a grinder to be shared by all municipalities; however, no action has taken place. Mr. Tatsch suggested that perhaps 3 to 6 municipalities may consider purchasing their own grinder to be mutually shared.

Mr. Matheny asked Committee members about individual resources and what could be borrowed. Mr. Corboy explained that West Amwell does not have a big budget this year, and it would be difficult for West Amwell to consider having their DPW employees on site in East Amwell Township for one to two weeks at this juncture. He asked about the type of repairs, noting that their DPW generally does tar and gravel work, although they have not done it for a couple of years because of budgetary issues. Comments were noted, and it was agreed that discussions "were just scratching the surface," and ideas may be exchanged without commitment. All agreed that smaller and quicker joint projects might work.

Ms. Lockwood spoke about the COAH requirement for an Administrative Agent, which many municipalities had to address when Hunterdon Housing Corporation became "defunct." Delaware Township opted to train a staff member, who will do this in addition to her other responsibilities. Delaware Township intends to offer her services to other municipalities as a shared service agreement.

Ms. Lockwood noted past discussions with the Animal Control Officer (ACO) in Delaware Township about shared services; however their ACO is "maxed out" and unable to assist other municipalities. She also mentioned the new state requirement for a certified Recycling Coordinator, which may be delayed. Mr. Johnson commented on the new certification requirement and the fact that Delaware Township is trying to be proactive in meeting new requirements. Mr. Matheny mentioned a recent visit by a Freeholder, who indicated that the County might be considering a County-wide Recycling Coordinator to assist municipalities at a cost; Mr. Corboy suggested that the County, whose taxing powers are larger than municipalities, might consider hiring the Coordinator and including the cost in their tax rate.

Some discussion took place on the new state requirement for a Local Purchasing Agent (LPA). Mr. Johnson explained that Delaware Township is arranging an agreement with Delaware Township School to share the School's LPA at a fee. Mr. Johnson also mentioned that they have a long-term relationship (i.e., eight years plus) with Franklin Township and Kingwood Township to share DPW personnel and equipment on large jobs and tasks. They also have borrowed a ditchwitch from Alexandria Township. Mr. Johnson commented on "giving the employees credit" for work done on a handshake and taken care of without the knowledge of the governing body. He commented on formalizing such agreements. Ms. Lockwood concurred, stating that the Township Committee has empowered their DPW to get the work done, including at times purchase of road materials agreements. Mr. Johnson commented on "seeking and finding its own level" in this department.

Mr. Corboy asked if Delaware Township shared employees with other municipalities. Mr. Johnson stated that this sometimes occurs, i.e., one municipality will contact another and relay the request; road crews may double for a week or two, and then the other two municipalities, Kingwood and Franklin, will do the same. There is no charge for employees. Time may be tracked, and the arrangement is equitable to all three townships. Insurance coverage is a non-issue (i.e., employees are covered under their work assignments and equipment breakdown is considered). There are also some instances where the municipalities will bid road materials together.

Ms. Lockwood explained that in some instances, agreements do not work out, and she gave the example of an agreement with Stockton Borough for snow plowing. There were resident complaints about the timeliness of snow plowing, and the equipment was not suitable for the smaller roads in the Borough. This agreement has not been renewed for a few years.

Mr. Johnson concluded that the informal agreement in existence with Delaware, Franklin and Kingwood is "working well in spite of elected officials!"

Mr. Matheny asked about any other items of mutual concern. He commented on contacting Delaware Township last year when East Amwell was looking for an ACO. Delaware Township's ACO did not want to take on additional responsibilities since he was on call, even on weekends. Ms. Lockwood explained that, as a result of East Amwell's discussions, it was discovered that their ACO was also assisting another municipality on an informal basis, which was not accounted for in his time and equipment use; this resulted in the need to have a formal agreement signed with some contribution provided. Mr. Matheny explained that this was an area "to think outside the box," e.g., consider hiring another part time employee in Delaware Township and sharing an agreement with another municipality to cover more ground and free up some of the current ACO's time.

Mr. Molnar stated that the discussion has revolved around personnel this evening, and he would like to consider other things, such as purchase of diesel fuel, oil, gasoline, salt, blacktop, and line stripping. He also asked about janitorial services. A suggestion was made to prepare quote packages as a shared service to generate a 30- 40% cost savings.

Comments were made about the way municipalities handle bids for professional services, e.g., the Township engineer. Delaware Township explained that they accept proposals. Mr. Corboy suggested that there may be a cost savings by researching and comparing positions between the "South County Municipalities" to get a better price for a larger volume of work.

Mr. Corboy provided background information on the relationship between West Amwell and Lambertville Courts (i.e., Lambertville Court set up in West Amwell when their offices were flooded). The relationship has worked well for years, with each court backing up the other one. Attempts at setting up a shared agreement has not been fruitful. Lambertville will now be moving out of West Amwell, and Mr. Corboy hoped that a formal understanding would be arranged. East Amwell Township Committees commented on the joint court between East Amwell and Delaware Township, with the court being shared with Stockton Borough by an agreement; they commented that the Administrator, Cindy Hooven, oversees them efficiently.

Mr. Matheny explained various ways of sharing services, e.g., independent units and shared, which can be tolerated; homogenized as one and clearly supported by three groups, and the most difficult level to achieve, homogenized departments completely serving each municipality equally. Mr. Corboy noted an example of a difference between West Amwell and Lambertville in issuing violations, e.g., many parking tickets in Lambertville versus none in West Amwell. He noted, however, how important it was that both courts backed up each other and worked well together.

Ms. Lockwood reiterated that it was easier to go forth with shared service agreements for new responsibilities rather than adding additional responsibilities to existing jobs/personnel, i.e., it would not involve difficulties in change.

A question was asked about any other specific concerns for the municipalities. Ms. Lockwood explained that one of Delaware Township's Committee members is a fireman, and he is concerned with emergency service coverage, particularly in the daytime. Mr. Matheny asked if Delaware Township had a volunteer squad or were they a Fire District; Ms. Lockwood stated that they were a volunteer company. Mr. Matheny explained that East Amwell Township has a Fire District, complete with officers who make their own decisions without Township Committee involvement. Mr. Matheny further explained that in most instances, police and ambulance consolidation is done out of dire need, which is the impetus to make it work; there was agreement that emergency services is a difficult item for municipalities to control.

Mr. Tatsch commented on the issues discussed tonight. He felt that it was important to continue discussions on all levels to share ideas on best practices, finding out about the "good deals" municipalities may be getting, and to communicate on a regular basis.

Mr. Corboy commented on the Delaware and East Amwell Joint Court prosecutor position, which was bid in the past. Mr. Matheny noted that professional services do not have to go to bid. Mr. Matheny also provided an example of interest in a piece of road equipment called a "zipper" - the unit cannot be rented and costs approximately $100,000 to purchase. He stated that this is an example of a possible shared purchase by multiple municipalities to benefit all. He asked about other ideas of what to share or what to accomplish "to get them on the table."

A suggestion was made to open to the floor for comments from the audience.

Ron Shappella, West Amwell Township, spoke about a shared services meeting in the summer of 2007 with the Hunterdon County Chamber of Commerce. At that time all interested parties, including DPW departments, discussed informal sharing options. He was appreciative of the meeting tonight to get the process started, and he noted Mr. Johnson's comments on how shared services with two or three towns can be effective and equitable. Mr. Shapella recommended that each town continue their discussions, perhaps one or two people at a time, to continue to explore ideas and bring the suggestions back to the larger group from time to time.

Mr. Shapella reminded the governing bodies that the State aid was tied into sharing services and consolidation. He believed that this was what Trenton wanted to see. He suggested that these discussions "would be ahead of the curve" and done on a voluntary basis. He thanked the Committees for the meeting tonight and hoped that they would continue.

Alicia Liss identified herself as the new Director of Shared Services for the Hunterdon County Chamber of Commerce; this is her second day in the position. She explained that the Chamber has recently moved "and is unpacking boxes." She will be meeting with former Shared Services Coordinator Michael Capabianco "next Tuesday" to discuss issues. Ms. Liss explained that her forte was coordinating information, seeing what needs to be done, scaling the work to a simplistic manner for ease in visualizing, and providing tools to make it easier. Ms. Liss concluded that she is "hoping to contribute" and… "is happy to be here."

Mr. Tatsch advised Ms. Liss that one of the items her predecessor was looking into was having a County ACO; he had convinced the Freeholders to spend $200 for advertising for a study. Ms. Liss will look into this.

Mr. Tatsch also mentioned that Mr. Capabianco was looking into the purchase of a tub grinder to be used by all Hunterdon County municipalities. Mr. Tatsch provided extensive background information on cost (i.e., approximately $150,000), interest from East Amwell Township, West Amwell Township, and Lambertville, efficiency in getting rid of brush with the possibility of having high quality mulch available for the public, etc. Mr. Kneski further commented that the costs could be as high as $300,000 for a very large grinder.

Mr. Corboy mentioned COAH responsibilities, which the West Amwell Clerk now handles. Delaware Township is training their administrative assistant at this time, and this may be an option for West Amwell. Mr. Matheny explained that East Amwell did not have any rental units and the current Municipal Housing Liaison (who works ten hours a week) was currently handling the administrative role. Ms. Lockwood reminded the governing bodies that marketing units was a large part of the administrative assistant's responsibilities. A recommendation was made to have the personnel handling COAH in the three municipalities meet and share their ideas. Mr. Tatsch agreed to discuss issues as the Liaison to COAH rather than to call in the Municipal Housing Liaison at this time.

Mr. Matheny commented on having staff meetings at East Amwell Township where items "get hammered out." He commented on the fact that staff members know the key "go to" people to get information on various municipal matters. He felt that municipalities should share information on all levels. Mr. Johnson agreed that municipal departments should talk to their counterparts, e.g., ACO, DPW, etc. He commented on deferring to the employee's "expertise and time for exploration." Mr. Tatsch agreed, but he suggested that there should be someone in each municipality to coordinate the information so that it does not get lost in the day-to-day activities. He suggested that the three townships should ask departments to look at ideas to decide what's good and what works and someone in each municipality should coordinate the information. Mr. Molnar stated that they do this in West Amwell by having liaisons, and then the Mayors would be able to meet and discuss.

Mr. Corboy explained that each municipality has different types of COAH employees, but they might be able to relate what they are accomplishing and perhaps dovetail specific areas of concern.

Cindy Hooven spoke as a resident of Delaware Township and an employee of East Amwell Township. She recommended that employees should be asked for input on budget items. She spoke about hiring a prosecutor at a reduced rate, following up on Mr. Corboy's earlier reference. She stated that "all employees are frugal," and municipal courts consistently share and network to get their jobs done, e.g., West Amwell may take Spanish speaking cases; East Amwell may take hearing impaired cases; information is solicited from all court administrators on where to locate specific interpreters, etc.

Mrs. Hooven explained that employees are aware of tight budget years ahead, and they are looking at ways to save money and be frugal. She felt that the employees should be asked what they can do to save money; perhaps an anonymous suggestion box could be used in the municipalities too. She commented on the "good employee morale … and … staff working well together in the Township." She notes that employees are already "tossing around good ideas" to save.

Mr. Corboy asked if Mrs. Hooven felt that having department staff members from each municipality exchange ideas would be beneficial; Mrs. Hooven stated that it would help. Mr. Corboy commented that Township Committee members often do not understand what employees experience until the employees advise them. Mrs. Hooven commented on the "great" joint municipal court with Delaware Township and the shared court with Stockton, adding that she believed that a Lambertville-West Amwell shared court "would work."

Mrs. Cregar suggested that municipal officials go to the employees in every department for their input. She suggested that they all be copied on the minutes of tonight's meeting to begin discussions.

Mr. Matheny spoke about the valuable suggestions contributed by the Acting DPW Superintendent in East Amwell, e.g., retrofitting an existing truck at a lower cost and cancelling a $140,000 expenditure for a new truck. He stated that by asking for employee input, it saves money; it gives the employees satisfaction that they are being heard; and it may result in "buy in" from them.

Further comments were made, including the following: Public Works is a large part of the operation, and it would be beneficial for these departments to discuss mutual concerns; office staff have a good idea of costs and money saving ideas that can be shared informally. Mr. Corboy and Ms. Lockwood agreed that the COAH employees should meet to discuss implementation issues (not plans, which are completed and submitted for approval); Mr. Tatsch will represent East Amwell in the COAH discussions, and perhaps the Mayor of Delaware Township will also participate.

Mr. Kneski directed staff to pull together minutes of this meeting and the summary of Mr. Matheny's comments to provide to all as a “start of some good suggestions.” He agreed that working with staff to consider day-to-day operations was a fine idea.

Mr. Corboy asked about having another meeting; Mr. Kneski agreed that once the minutes and summary were "digested," another meeting should occur. A decision on whether to have a large meeting or a smaller group meeting and how best to proceed will be determined.

All agreed that this was a worthwhile undertaking, and Mr. Kneski thanked all the participants.

Motion by Mr. Tatsch, seconded by Mr. Martin, and it was carried unanimously to adjourn the meeting at 9:00 p.m.

_______________________________

Teresa R. Stahl, RMC/CMC

Municipal Clerk