Borough Council

BUSINESS MEETING September 12, 2018 Page | 1 Mayor Roach called the meeting to order. Resolution 2018:204 - Executive Session BE IT RESOLVED by the Mayor and Council of the Borough of Lindenwold that the Mayor and Council are now going into closed session to discuss legal matters and personnel Motion was made by Councilman Strippoli, second by Councilman DiDomenico that Resolution 2018:204 be adopted as read. Voice vote was unanimous in the affirmative. Motion carried. Motion was made by President Randolph-Sharpe, second by Councilwoman Hess to go out of executive session. Voice vote was unanimous in the affirmative. Motion carried. Sunshine Law - Notice of this meeting has been duly advertised in compliance with the provisions of the open public meetings law. Please be advised that this meeting will be audio and video recorded for possible later playback. Flag Salute Roll Call of Council Members Present: DiDomenico, Hess, Jackson, Sinon, Strippoli, President Randolph-Sharpe, and Mayor Roach Motion was made by President Randolph-Sharpe, second by Councilman Strippoli that the Council Minutes and Executive Session for July 25, 2018 be adopted as presented. Roll call vote was in the unanimous in the affirmative. Motion carried. Motion was made by President Randolph-Sharpe, second by Councilman Strippoli that the Council Minutes and Executive Session for August 8, 2018 be adopted as presented. Roll call vote was in the unanimous in the affirmative. Motion carried. Motion was made by President Randolph-Sharpe, second by Councilman Strippoli that the Council Minutes and Executive Session for August 22, 2018 be adopted as presented. Roll call vote was in the unanimous in the affirmative. Motion carried. Motion was made by President Randolph-Sharpe, second by Councilman Strippoli that all bills that have been properly audited be approved for payment. Roll call vote was unanimous in the affirmative. Motion carried. The following reports have been filed and are available in the respective offices for review and will be included in the minutes: a. Tax Collector’s Report $ 7,138,915.35 b. Sewer Report $ 28,563.12 c. Treasurer’s Report $ 37,071.35 RESOLUTION 2018:205 Ovarian Cancer Awareness WHEREAS, Ovarian Cancer is called the “silent disease” because its symptoms are often vague or subtle, and a woman’s lifetime risk of getting Ovarian Cancer is 1 in 72, and WHEREAS, at present, there are no early detection tests routinely conducted for Ovarian Cancer, the leading cause of gynecological cancer deaths in the United States, and where each year, more than 22,000 women are diagnosed with the disease and approximately 17,000 die from it, and WHEREAS, if medical research can be developed, and if this deadly disease can be detected in it’s early stages, survival from Ovarian Cancer is 90-95 percent. Sadly however, the five-year survival rate for the disease is only 28 percent because it usually is not detected until the later stages, and WHEREAS, the Ovarian Cancer Awareness campaign was launched nationwide by the Ovarian Cancer National Alliance, located in Washington, DC. The month of September was designated, and a visual aid was established by utilizing the recognized cancer ribbon logo, with the ribbon color in teal, and WHEREAS, The Susan Marie Rupp Foundation set as their mission to promote public awareness of this silent, deadly disease and its symptoms through their “teal ribbons of hope” Ovarian Cancer awareness campaign. NOW, THEREFORE, BE IT RESOLVED that the Mayor and Council of the Borough of Lindenwold joins the Ovarian Cancer National Alliance, the Susan Marie Rupp Foundation and the nation in declaring the month of September as Ovarian Cancer Awareness month and adds their support of the goals of this awareness campaign. Motion was made by President Randolph-Sharpe, second by Councilman Strippoli that Resolution 2018:205 be adopted as read. Roll call vote was unanimous in the affirmative. Motion carried. President Randolph-Sharpe thanked the Borough Clerk for organizing this awareness and obtaining the ribbons that are seen throughout town. She provided the statistics from the Cancer Society. She encouraged everyone to maintain their health. CONSENT AGENDA: The items listed below are considered routine by the Borough of Lindenwold and will be enacted by one motion. There will be no formal discussion of these items. If discussion is desired, this item will be removed from the Consent Agenda and will be considered separately. Motion was made by President Randolph-Sharpe, second by Councilman Strippoli that Resolution 2018:206 to 2018:212 be adopted as read. Roll call vote was unanimous in the affirmative. Motion carried. RESOLUTION 2018:206 Release Performance bond WHEREAS, New Jersey American Water submitted a performance bond in the amount of $630,700 for street openings for several location in Lindenwold for a water main project, and WHEREAS, the street opening fees were never submitted for the above project in order to issue the proper permits, and WHEREAS, New Jersey American Water will not be completing this project. NOW, THEREFORE BE IT RESOLVED by the Mayor and Borough Council of the Borough of Lindenwold that this bond be released. Resolution 2018:207 Update Employee/Supervisor Handbook WHEREAS, the Borough of Lindenwold is a member of the Camden County Municipal Joint Insurance Fund, and WHEREAS, there is a requirement that the Employee/Supervisor Handbook be updated every two years, and BUSINESS MEETING September 12, 2018 Page | 2 WHEREAS, the following items are required to be updated: BE IT RESOLVED by the Mayor and Borough Council of the Borough of Lindenwold that the Personnel Manual be amended as follows: General Personnel Policy  Change 1: Protections Against Discrimination and Accommodation for Breastfeeding Employees (Located in Section One) The Manual was modified to amend the Anti-Discrimination Policy and the Americans with Disabilities Act Policy/ New Jersey Pregnant Worker’s Fairness Act contained in Section One to include protections for breastfeeding to comply with recent changes in New Jersey law. The Manual now expressly protects individuals who are breastfeeding from discrimination and requires the Local Unit to provide to employees who are breastfeeding a reasonable break time each day and a suitable room or other location with privacy, other than a toilet stall, in close proximity to work area for the employee to express breast milk for the child.  Change 2: Modification to Communication Media Policy (Located in Section Two) The Communication Media Policy was amended to be a “Communication Media/ Social Media Policy” with relevant changes contained within to be in compliance with recent cases.  Change 3: Section Five There are some revisions to this Section in accordance with the Fair Credit Reporting Act.  Change 4: Modification to Open Public Records Meetings Act Section (Located in Section Five) Open Public Meetings Act Procedures Concerning Personnel Matters: Discussions by the governing body or any public body concerning appointment, termination, terms and conditions of employment, performance evaluation, promotion or discipline of any current or prospective officer or employee may be held in closed session. Ultimately, the guidance as to notification of employees and the right to have the discussion in executive or the open session should be discussed with and be based upon the guidance and advice of the legal counsel for the public entity and recent court decisions.  Change 5: Overtime Compensation Overtime Compensation Policy in Section 4 of the Manual was modified slightly to clarify the rate of overtime pay. This is not a substantive change. RESOLUTION 2018:208 Property Maintenance Lien WHEREAS, the following property in the Borough of Lindenwold had property maintenance work done by the Lindenwold Public Works for Code Compliance, and WHEREAS, lien should be put on the following property for the cost of performing this work: Date Block Lot Address Amount 9/06/2018 299.05 4 216 Amon Ave. (grass) $225.02 9/11/2018 238.09 6 810 Aston Martin Dr. (grass) $225.02 9/11/2018 109 2.02 3 Fairmount Ave.(debris) $275.03 9/11/2018 238.01 19 731 Aston Martin Dr. (grass) $225.02 9/11/2018 299.04 14 225 Aman Ave.(grass) $225.02 NOW, THEREFORE, BE IT RESOLVED by the Mayor and Borough Council of the Borough of Lindenwold that lien be put on this property. RESOLUTION 2018:209 Change Order Safe Routes to School BE IT RESOLVED by the Mayor and Borough Council of the Borough of Lindenwold that, based upon the recommendation of Environmental Resolutions, Inc., Engineers, that Change Order #1 to the contract for Safe Routes to School Concrete Sidewalk Project School #4, School #5, and High School with Paving Plus LLC, P.O. Box 508, Franklinville, New Jersey is hereby approved as follows: Original Contract Amount $466,500.90 New Work/Change Order $21,568.77 Adjustment Amount Based on Change Order No. 1 $488,069.67 Amount to be paid $81,144.57 The reason for the change is “Additional work required for retaining wall” BE IT FURTHER RESOLVED by the Mayor and Borough Council of the Borough of Lindenwold that payment to Paving Plus LLC is hereby authorized in the amount of $81,144.57. RESOLUTION 2018:210 Change Order for Berlin Road Streetscape Improvements, Phase II BE IT RESOLVED by the Mayor and Borough Council of the Borough of Lindenwold that, based upon the recommendation of Remington and Vernick, Engineers, that Change Order #1 to the contract for Berlin Road Streetscape Improvements, Phase II, with S. Batata Construction, 238 Ernston Rd. Suite 1R, Parlin, New Jersey is hereby approved as follows: Original Contract Amount $362,505.21 New Work/Change Order $2,500.00 Adjustment Amount Based on Change Order No. 1 $365,005.21 The reason for the change is “Additional work required for light pole foundation” BE IT FURTHER RESOLVED by the Mayor and Borough Council of the Borough of Lindenwold that an extension of the project originally scheduled for September 3, 2018 be extended to October 3, 2018 due to additional work needed. BUSINESS MEETING September 12, 2018 Page | 3 RESOLUTION 2018:211-Apply for NJDOT Grant for the Repaving of Linden Town WHEREAS, the Borough of Lindenwold desires to apply to the New Jersey Department of Transportation for a grant for the Repaving of Linden Town; and WHEREAS, The Borough of Lindenwold formally authorizes Remington & Vernick Engineers to prepare the grant application. NOW, THEREFORE, BE IT RESOLVED, by the Mayor and Council of the Borough of Lindenwold approves the grant application for the project stated above BE IT FURTHER RESOLVED, that the appropriate officials are hereby authorized to submit an electronic grant application for the Repaving of Linden Town to the New Jersey Department of Transportation on behalf of Lindenwold Borough. BE IT FURTHER RESOLVED, that the appropriate officials are hereby authorized to sign the grant agreement on behalf of Lindenwold Borough and that their signature constitutes acceptance of the terms and conditions of the grant agreement and approves the execution of the grant agreement. RESOLUTION 2018:212 Hire Substitute Crossing Guard WHEREAS, there is a need in the Police Department to hire a crossing guard, and WHEREAS, it is the procedure of the Borough of Lindenwold to hire employees by resolution, and WHEREAS, Yolanda Mills and Monique Maxwell have been recommended for the position of substitute crossing guard by the Police Department. THEREFORE BE IT RESOLVED by the Mayor and Borough Council of the Borough of Lindenwold that Yolanda Mills and Monique Maxwell be hired as a crossing guard with the successful completion of screening and training. Department Reports Councilman DiDomenico presented the Police Department report for the month of August. In addition, the department is in the process of hiring five new officers. Councilwoman Hess presented the Library Report for the month of August. The Library will be hosting programs from Connections Thursday, Friday and Saturday. Lindenwold Day is September 22 from 11 to 7 with food trucks, vendors, and rides. At 7:30pm, there will be fireworks. She hopes everyone will come out. President Randolph-Sharpe reminded residents that school is in session. She will be attending the School Board Meeting scheduled at the end of the month. She also informed residents that on the last Saturday of the month, there is a food truck at the Lindenwold Speedline. Business Administrator informed the residents that the ATM has been installed. The ATM is associated with South Jersey Credit Union. Members of the credit union can use the machine at no cost. Councilman Jackson announced that Rutgers Baseball will be using the Borough fields beginning March, 2019. Next, he presented the report for Code Enforcement for August. Councilman Strippoli presented the August report for Public Works and Sewer Department. Councilwoman Sinon informed residents that Municipal Alliance will be at Lindenwold Day. Camden County will be holding its Senior Health Fair on October 4 from 10:00am to 2:00pm. Councilman Jackson added that there will be a dunk tank on Lindenwold Day with the Mayor and Council participating. Engineer’s Report was presented by Anthony Chadwell updating Council on the various projects including those in the proposal phase, design phase and construction phase. Mayor questioned the replacement of the pole near speed line. Engineer will look into and respond to the Mayor. Mayor stated that Berlin Road looks good and glad that it was all worked out. Mayor questioned the County project on Gibbsboro Road that stopped the Borough sidewalk project. Engineer will also look into the project. Mayor Roach opened the meeting to the public. Jamie Porter, resident, questioned the annual inspection and if it includes stoves, sinks, and grounds. The Mayor responded that it was regarding quality of life issues in the apartments. She stated that the grounds are horrible. She continued to inform Council of the issues. The Mayor responded he will come out. President Randolph-Sharpe offered other housing options since the resident was unhappy with her current complex. Les Engels, resident, requested the Borough to participate in the fall clean up on November 3. The Mayor questioned if this will interfere with the County project. Resident to look into the project timeline. Mayor stated that Public Works will be informed. Jan Pijpelink, resident, informed Council that a tree from Borough property adjoining his property fell. He has not received any response regarding the damage to his fence. The Mayor stated that someone will look into the matter. Mary Warren, resident, questioned the resources from the Borough regarding her non-profit organization as well as space for donations. President Randolph-Sharpe responded that she may be able to assist. There being no one desiring the floor, Mayor Roach closed the meeting to the public. Motion was made by President Randolph-Sharpe, second by Councilwoman Sinon that the meeting be adjourned. Voice vote was unanimous in the affirmative. Motion carried. DATED: October 10, 2018 ________________________________ Deborah C. Jackson, RMC Borough Clerk