A special meeting of the East Amwell Township Committee came to order at 7:00 PM. Present were Mayor Larry Tatsch, Deputy Mayor Linda Lenox, and Committee members Patricia Cregar, Peter Kneski, and Timothy Martin. 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 October 1, 2008. The purpose of this meeting is to hold a brainstorming session amongst the Township Committee. The public is invited to attend and comment. Action may or may not be taken.

Mayor Tatsch explained that the meetings were designed to discuss saving money, protecting environment, and helping our residents. He suggested looking at the May 29th meeting minutes to determine which ideas are complete, what to pursue, and what may not be a good idea.

Four Day DPW Work Week: During previous discussions, the concern was that it was unclear whether the DPW Superintendent would be able to provide an adequate level of preparation or pre-planning to initiate the plan. Mr. Kneski stated that the staff looked at other municipalities to see how it was being done; there were mixed reactions, and it was based on the number of employees, how to implement, etc. It was difficult to gauge if it was feasible. Mayor Tatsch suggested waiting until next summer, when the new DPW Superintendent can determine if the four-day week is "workable"; it would depend on whether the Superintendent "was a good planner."

Mr. Matheny mentioned possible problems, such as most employees wanting a Monday or a Friday off; however, grass cutting and trash removing after ball field use on the weekends makes this difficult to consider.

Mr. Martin asked why the four-day week was not considered for all staff, especially in light of gas crises. Mayor Tatsch spoke about limiting availability to the public. Mr. Martin suggested that having longer days would allow the public more access to staff members, while Mrs. Cregar explained that was the reason to keep the offices open on Tuesday nights.

Mr. Matheny explained that the request came from the DPW, and it made sense because they work a forty-hour week. Mr. Martin acknowledged the intent for a long weekend, and the staff may not "buy-in" to a Wednesday or Thursday. Options were discussed for the staff, e.g., adding an extra hour and a half per day or making one or two longer days. Mr. Matheny noted that some staff members have set office hours in other municipalities, which may be a problem.

Mr. Matheny will discuss this option with staff members at the next staff meeting, i.e., would it be beneficial or not. Another consideration offered was to try to set up a half day off on a Friday in the summer instead.

Lillie Dorchak, Hunterdon County Democrat reporter, stated that this was a very interesting idea. Mayor Tatsch cautioned that this was an idea session, and some ideas will never go beyond discussion.

Reform of Land Use Procedures: Mr. Kneski explained that he and Deputy Mayor Lenox met with Municipal Housing Liaison Jim Robbins, Zoning Officer McManus and Construction Official Stew Doddy to discuss the COAH fees issue; great progress is being made. Mr. Robbins provided some information on permitting issues and whether it relates to COAH and the collection process. Mr. Kneski will bring a sample of the Princeton Township building permit information, which outlines procedures, including COAH fee collections. Collecting part of the fee up front will be considered, and this will be part of the ordinance being updated by Mr. Robbins and the Planner. Mr. Kneski explained that "they are moving forward with great progress."

Deputy Mayor Lenox is helping with a flow chart showing the process of obtaining a construction permit, and Mayor Tatsch provided a sample copy for review. The intent of the flow sheet is to help the applicant understand the permit process without misunderstandings. He explained that it is sometimes difficult in a complex permit process, and it is not always clear, even with experts. Having the process mapped out clearly shown will be a benefit.

Mr. Matheny provided anecdotal information on trying to obtain fire inspector approval for the renovations, including having one vendor listed on the permit for installation of the fire alarm system, having the job taken over by a second vendor, the necessity to update permits, and scheduling an actual test of the system only to find out today that the fire inspector is not working on the day the test was scheduled. There is a temporary certificate of occupancy for the building in the meantime.

Deputy Mayor Lenox felt that the staff process was "fine" and the difficulties occur in the field with the inspectors. She provided anecdotal information on her own home renovations and failing plumbing inspections several times because of unclear direction by the plumbing inspector. Some discussion took place about the Construction Department with the following highlights: all inspectors working under the same code but interpret it differently; the construction secretary usually has the schedule of when inspectors are on call; the inspectors work for another municipality and cover East Amwell part-time, doing their inspections on their lunch hours; the construction official oversees the sub-code officials, and if a problem occurs, it should be brought to the construction official's attention; all agreed that the sub-code officials should provide accurate information, including measurement details to meet requirements; Mayor Tatsch provided anecdotal information on trying to meet the plumbing inspector's requirements on running a water line to a barn. A recommendation was made to add a section on the flow chart to advise residents that they should contact the construction official if there were any doubts about the permit process. Once the flow chart is finalized, it should be posted on the website; it should also be handed out to residents, and it will be useful for complex issues. A recommendation was made to have the construction official and the zoning officer review it before posting and distribution. Deputy Mayor Lenox will continue to work on the flow chart. Once the construction flow chart is complete, a Board of Health flow chart will be considered. Mr. Kneski noted that the Board of Adjustment has already prepared an information sheet on procedures, which has received favorable responses.

Volunteer Training - Mr. Matheny is working on the volunteer memo and will include information on the orientation meeting. He will also prepare a PowerPoint presentation.

On-line Payments - Mr. Martin and Mr. Matheny looked into credit card use, and it is fee-based, which is unacceptable. Mayor Tatsch spoke with the Tax Collector, who advises that the NJ PAMS system should be implemented soon, and this may have some functions to allow credit or debits. Mr. Matheny commented that it was still unclear when the PAMS program would be operational, providing specifics about the long process of implementation. On-line payments will be considered when PAMS is operational.

Rabies Inoculation for Cats: The Clerk did prepare information, reviewed by Mr. Martin, and it was distributed in the tax bill mailing and is on the website. Committee members will be interested in seeing if there is a larger number of cats at the up-coming rabies clinic.

Budget Process: Mr. Kneski commented that his original idea of having the Township Administrator and the Treasurer do a first level review of budgets may not be feasible because of the Administrator's limited hours. Mr. Martin suggested when preparing budgets, the Township Committee should decide the percentage deduction they are looking for from departments and ask the departments to review their budgets accordingly. Mrs. Stahl reminded the governing body that the Treasurer has already sent memos to boards asking about the 2009 budget and if constraints are being set, boards should be advised so now. The Treasurer has already noted that budgets were flat; however, Mr. Martin asked if the governing body was looking for flat budgets or a percentage below last year's. Mr. Matheny cautioned that by cutting budgets, the dialogue with staff and boards might be cut off, i.e., no new suggestions would be offered from them and "they would shut down." Mr. Kneski suggested having them prepare two budgets, i.e., what they would like to have and where they would cut if they had to do so. Mayor Tatsch agreed that he would like to see the staff and board members be innovative, i.e., spending some money but also looking at savings.

The governing body agreed that the budget discussions were very important and it was agreed that they should take place at special meetings rather than as part of the regular meetings. Boards and committees will be asked to hold special brainstorming meetings on the budgets, concentrating on getting their information back to the Township Committee by January. Mrs. Stahl noted that over the past several years, some, but not all, board chairmen were invited to present their budgets to the full Township Committee. She suggested that Township Committee liaison members meet with the boards and committees at these budget brainstorming meetings to better understand these budget requests. Mayor Tatsch will formalize this procedure with the Treasurer, and the idea of special board meetings for the budget with a Township Committee liaison member present will be pursued. The intent is to continue to look for creative ideas and to maximize savings.

Motion Sensor Lightswitches: The new meeting room is operating on sensors, and the intent is to have them installed in the men's and women's room as soon as the electrical contractor is authorized (i.e., not done by the renovation contractor since it would be too expensive). The basement light switch will also be changed.

Solar Panel and Power: Mr. Kneski and Mr. Martin had a "synchronized" group meeting with others, and a resident consultant is reviewing utilities bills for the last year. Based on the utility information, they will prepare a possible design and cost estimate. An application for an energy audit through a state program is also being pursued. Mr. Kneski provided details, with the following highlights: 6 or 7 pre-approved energy auditors have been hired by the state; a scope of work will be prepared with a selection of vendors to perform it; the state will fund 100% of the audit; if the state accepts a municipality's proposal, they will pay 75% of the cost and once a percentage of the improvements are made, they return the final 25%. Mayor Tatsch asked about the cost for the improvements, i.e., if there were two items -- one at $2,000 and the other at $20,000, would the municipality get the final 25% if they only implemented the $2,000 improvement. Mr. Kneski said that the state has not provided information regarding what percentage of work would be acceptable. The year's worth of electric bills will be used for the basis of the energy audit, i.e., how much electricity is used.

Mayor Tatsch asked about another option previously discussed -- a solar farm. Mr. Martin explained that this was discussed at the meeting he and Mr. Kneski attended; however, there were some complexities involved with this idea. Mr. Martin also noted that there was some pending legislation proposed. All agreed that this item was moving ahead.

East Amwell Decals: Dan Cohen, a resident on Welisewitz Road, provided a sample decal, which was about four inches by six inches in size. It had green lettering on a white background with some black border. Committee members critiqued the sample, agreeing that it had some positive aspects. Mayor Tatsch provided some cost estimates, including a reduction in price of 20 cents if only one color was used. The decals will be suitable for car windows or bumpers or for household use. The possibility of asking for a $5.00 donation was mentioned. Mrs. Stahl will contact the West Amwell Clerk for price and distribution information. Mr. Matheny will get price information from Deptcor. Committee members were asked to provide ideas, based on Mr. Cohen's sample, and get back to Mayor Tatsch within the next couple of weeks.

Electronic Scanning of Documents: Mayor Tatsch and Mr. Matheny will look for vendors at the NJ State League of Municipalities convention in November.

Comments were made about the current copier, with the following highlights: the copier is being leased under state contract, and it is about 6 - 8 months into the lease; the copier is not hooked to a network and scanning with it is not available; Mr. Martin provided information on some copiers which scan and create PDF documents which can emailed; Mr. Matheny agreed that it would be possible to get that type of machine but it was more expensive.

A question was raised about possible grant funding. Mrs. Stahl reminded the governing body that while Hunterdon County was the lead agency for all municipalities in the PARIS grant application last year, the money received by the County did not filter down to the municipalities. There has been no word from the County on a joint application again this year, and the State has already indicated that the program would be more competitive and better suited for joint ventures.

Mr. Kneski reminded the governing body that the scanning of documents also included township records, and he commented on state requirements for plat scanning, drawing on his knowledge of operations in Princeton Township. All agreed that information will be collected, and scanning of documents may be viable in the future. Mayor Tatsch attended a seminar on scanning documents in the past, and he provided information on the need to produce the documents in a file format that is portable and easily convertible. Mr. Kneski again commented on his experience in Princeton Township, where the scanned documents are integrated with a CAD program; there is a computer available to the public for use with read-only capability. A plotter would be necessary to scan in deeds, and he noted that Princeton has the scanner, plotter, computer and programs in-house.

Tax Freeze for Seniors and Farmers: Mrs. Stahl reminded the governing body that there is a program for seniors, which Tax Collector is familiar with. She will get the information and pass it along to them.

Discount Credit Cards and Procurement Cards: Mr. Matheny explained that discount credit cards are not allowed. The Township can obtain a procurement card (p-card), which is "like a credit card." The advantage is that the p-card can be used for purchases made on the internet for items currently charged to employee's private credit card and reimbursed. Mr. Martin spoke of his experience in the corporate setting with purchasing cards. Treasurer Luhrs is not in favor or credit card use by employees; however, Mr. Matheny felt that it would be appropriate to have one p-card, which would be monitored and used by the Purchasing Agent. He provided an example of a recent internet purchase of a refurbished Dyson vacuum for the Township on his personal credit card at a reduced cost of $179.00.

Mr. Matheny will be providing a resolution for the governing body's consideration to acquire a procurement card for next year.

Tub Grinder: Mayor Tatsch commented on attending a meeting last night (the Hunterdon County Municipal Officers Association meeting), and he spoke with the City of Lambertville Mayor about the status of the tub grinder. Mayor Delvecchio advised that they are getting a tub grinder at no cost to use, and they will see if they can get it for East Amwell's use also. Mrs. Stahl will follow up with Clerk Lori Buckalew next week for an update.

Mayor Tatsch asked for any new ideas from the Township Committee.

Credit/Debit Payments: Mr. Kneski suggested that once PAMS is initiated, permit and dog licensing fees should be included. Mrs. Stahl explained that the system might tie into construction; however, dog licensing was not part of PAMS. Committee members agreed that the public gets tags as part of the process, so there would be no savings from electronic processing (i.e., tags must also be mailed or picked up).

Water Bottles: Mayor Tatsch provided a print out showing an insulated carafe, which could be placed on the dais for board and committee members to get water. The Township Committee can bring their own cups or use paper cups from the kitchen. Mrs. Stahl will purchase the carafes for the dais for the next meeting. Committee members quipped about "East Amwell executive china designed by (Linda) Lenox!"

Committee members agreed that the brainstorming meetings are useful exercises for an exchange and "blossoming" of ideas and should be continued on a regular basis.

The meeting was open to the public for comments.

Frances Gavigan, 123 Wertsville Road, commented about receiving general inquiries by email, referencing a recent program she found out about through the Historic Preservation Committee meeting. If these announcements were sent "in real time," it would be beneficial. She further commented on reducing piles of paper to electronic communications; she suggested small distribution lists of draft and final minutes in PDF form to eliminate need for OPRA requests and electronic access to forms, applications, and the flow chart on the website. Ms. Gavigan suggested broader bandwidth to provide better service, and she suggested getting a scanner for legal and letter size documents to scan and post information for the public. She commented on the cost of the copier, paper bill, and shredding bill.

Mayor Tatsch commented on the amount of paper Township Committee members review for each meeting; he noted that sometimes hard copies are handy if there is no access to a computer.

Ms. Gavigan continued with the suggestion of a small network and software and the purchase "of 20th century computers." She stated that she is able to create minutes on her $1,000 computer, showing the Historic Preservation Committee secretary that she can do them in 20 minutes, without listening to tapes and transcribing. She offered advise on having electronic information on computers, having a small server, accessing information with permissions, and separating out confidential and public information.

Motion by Mr. Kneski, seconded by Mr. Martin, and it was carried unanimously to close to the public.

Mayor Tatsch asked the Clerk for an explanation on how she managed correspondence coming into the Township. Mrs. Stahl explained the copying process in detail, noting that she does send electronic correspondence directly to committee members but usually makes hard copies because she is uncertain that the members will remember to bring electronic copies to the meeting. Committee members commented on their individual processes for handling meeting correspondence, e.g., reading all information and only bringing a percentage of it to the meetings, bringing all of it to the meetings, etc. A suggestion was made to purchase a scanner and all documents would be scanned and sent electronically to the Township Committee members. It would be their responsibility to download what they wished to bring to the meeting. The Clerk will have the original hard copy of the document at the meeting if they wanted to look at it then. Committee members may elect to bring their laptops to the meeting also. Mr. Martin provided information on a particular scanner, which may be appropriate; the scanner allows for PDFs and for OCR documents (the latter for searchable documents).

Mr. Matheny noted the difficulties of not having an information technology (IT) department. Mayor Tatsch noted that a recommendation for a County IT representative was suggested at the Municipal Officers' meeting last night. All agreed that this would be a great Hunterdon County shared service.

There being no further business, a motion was made by Mr. Martin, seconded by Mr. Kneski, and it was carried unanimously to adjourn the meeting at 8:45 p.m.

________________________________

Teresa R. Stahl, RMC/CMC

Municipal Clerk