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Minutes of Commissioners Meeting   -   March 5, 2015

Note:  Complete Meeting Appears on CD #05-15 on File in the Borough Clerk's Office. March 5, 2015
Wildwood Crest, NJ

Prior to the opening of the meeting, Mr. Groon led those present in the Pledge of Allegiance to the Flag.

 

The meeting of the Board of Commissioners, Borough of Wildwood Crest, Cape May County, New Jersey, was held in the Municipal Court Room at 9:30 a.m.  On roll call the following answered to their names:

 

Gould –    Yes         Cabrera – Absent          Groon – Yes

 

Mr. Groon read the following statement:  In compliance with the Open Public Meeting Act, Chapter 231, P.L. 1975, the notice requirements have been satisfied as to the time, place and date of holding said meeting by posting notice on the bulletin board in the Borough Hall and by mailing and FAX transmitting same to the Gazette-Leader, Herald of Cape May County and The Press on February 18, 2015, at 12:15 p.m.

 

Mr. Groon next announced the one-way in and the one-way out method of ingress and egress in case of emergency.

 

Mrs. Gould motioned, seconded by Mr. Groon, that Ordinance No. 1210 be placed on second reading and final passage by title only.

Vote:          Gould – Groon –    Yes

 

 

THE CLERK READ THE FOLLOWING ORDINANCE BY TITLE ONLY:

ORDINANCE NO. 1210

ORDINANCE TO ESTABLISH CAP BANK FOR

CY2015 PURSUANT TO N.J.S.A. 40A:4-45.14

 

Mrs. Gould motioned, seconded by Mr. Groon, that a public hearing now be held on Ordinance No. 1210.

Vote:          Gould – Groon –    Yes

 

There being no public comments, Mrs. Gould motioned, seconded by Mr. Groon, that the public hearing on Ordinance No. 1210 be closed.

Vote:          Gould – Groon –    Yes

 

Mrs. Gould motioned, seconded by Mr. Groon, that Ordinance No. 1210 be passed on second and final reading and advertised according to law.

Vote:          Gould – Groon –    Yes

 

Mrs. Gould motioned, seconded by Mr. Groon, that Ordinance No. 1211 be placed on second reading and final passage by title only.

Vote:          Gould – Groon –    Yes

 

THE CLERK READ THE FOLLOWING ORDINANCE BY TITLE ONLY:

ORDINANCE NO. 1211

A CAPITAL ORDINANCE PROVIDING FOR IMPROVEMENTS TO MUNICIPALLY OWNED PROPERTY AND ACQUISITION OF VARIOUS EQUIPMENT AND APPROPRIATING THEREFOR THE AMOUNT OF $1,410,000 FROM THE CAPITAL IMPROVEMENT FUND

 

Mrs. Gould motioned, seconded by Mr. Groon, that a public hearing now be held on Ordinance No. 1211.

Vote:          Gould – Groon –    Yes

 

There being no public comments, Mrs. Gould motioned, seconded by Mr. Groon, that the public hearing on Ordinance No. 1211 be closed.

Vote:          Gould – Groon –    Yes

 

Mrs. Gould motioned, seconded by Mr. Groon, that a Ordinance No. 1211 be passed on second and final reading and advertised according to law.

Vote:          Gould – Groon –    Yes

 

THE CLERK READ THE FOLLOWING ORDINANCE BY TITLE ONLY:

ORDINANCE NO. 1212

AN ORDINANCE REPEALING, IN ITS ENTIRETY, CHAPTER 36A, FOOD SALES FROM VEHICLES, AND AMENDING AND SUPPLEMENTING CHAPTER 40, LICENSES, OF THE CODE OF THE BOROUGH OF WILDWOOD CREST, AMENDING ARTICLE II, PEDDLING AND SOLICITING OF ICE CREAM PRODUCTS, AND AMENDING ORDINANCE NO. 447 ADOPTED FEBRUARY 14, 1973, ORDINANCE NO. 572 ADOPTED JUNE 1, 1982, ORDINANCE NO. 498 ADOPTED NOVEMBER 10, 1976, ORDINANCE NO. 1055 ADOPTED FEBRUARY 6, 2008

 

Mrs. Gould motioned, seconded by Mr. Groon, that Ordinance No. 1212 be passed on first reading, advertised according to law, be brought up for second and final reading and public hearing on Wednesday, March 18, 2015 at 7:00 p.m.

Vote:          Gould – Groon –    Yes

 

THE CLERK READ THE FOLLOWING ORDINANCE BY TITLE ONLY:

ORDINANCE NO. 1213

AN ORDINANCE CONCERNING ABANDONED PROPERTY

AND BUILDINGS UNFIT FOR HABITATION, OCCUPANCY OR USE

 

Mrs. Gould motioned, seconded by Mr. Groon, that Ordinance No. 1213 be passed on first reading, advertised according to law, be brought up for second and final reading and public hearing on Wednesday, March 18, 2015 at 7:00 p.m.

Vote:          Gould – Groon –    Yes

 

THE CLERK READ THE FOLLOWING RESOLUTION BY TITLE:

RESOLUTION NO. 364-15

BE IT RESOLVED by the Board of Commissioners of the Borough of Wildwood Crest, County of Cape May, New Jersey that the Corrective Action Plan  prepared by the CFO, with respect to the CY 2013 Audit, be and the same – as attached hereto and made a part hereof by reference as if fully set forth - is hereby approved with the specific requirements, to ensure greater internal accountability, timely payments to vendors, and proper documentation is maintained in support of payroll processed and deductions withheld from employees.

Vote:          Gould – Groon –    Yes

 

BOROUGH OF WILDWOOD CREST

COUNTY OF CAPE MAY, NEW JERSEY

 

2013 AUDIT REPORT

CORRECTIVE ACTION PLAN

 

FINDING #1

Description:  Internal controls be improved in the area of payment of claims to reconcile any past due amounts on vendor invoices to subsequent payments.

 

Analysis: Extended audit procedures found instances where the Borough had significant past due amounts on utility and other vendor bills. It appears some monthly bills and invoices were lost and not submitted for payment. Other valid payments appear to have been misapplied by the vendors with no follow up for correction by the Finance Office.

 

Corrective Actions:

Although controls existed within the purchasing system, not all were properly followed.  New controls have been implemented Effective June 2014 whereby the purchasing agent reconciles each vendor account to monthly statements and or billings received.  The reconciliation includes review of past due amounts as compared to prior payments made on behalf of the Borough.  Payments processed on vendor accounts are properly recorded and vendor files have been established to provide account history.  Discrepancies are investigated and or reviewed with vendor accounts.  Past due amounts identified have been reconciled and paid.

 

FINDING #2

Description:  That an analysis of the activity in the payroll account be performed on a monthly basis and be maintained for audit.

 

Analysis: The Finance Office did not perform and analysis of the activity in and out of the payroll account for 2013 and prior years.

 

Corrective Actions:  Historically, monthly bank reconciliations have been prepared for the payroll account.  The cash receipts and disbursements reconciled were summarized in total.  Effective for the calendar year 2014, the finance office prepares and maintains an analysis of the activity in and out of the payroll account.  This analysis is prepared monthly and is reconciled with the bank account reconciliations.

 

FINDING #3

Description:  That written authorizations be obtained for all applicable employee withholdings.

 

Analysis:

 

Corrective Actions:             Effective for the 3rd quarter 2014, written authorization for all employee withholdings are obtained from individual employees.  The authorizations are maintained in the Finance Department payroll files.

 

 

FINDING #4

Description:  That the calculation of all employee salaries for payroll be reviewed for accuracy in order to prevent overpayments.

 

Analysis:

 

Corrective Actions:             Employees salaries have been reviewed for accuracy. Corrective action has been initiated during the 4th quarter of 2014 and its results anticipated for completion by mid 2015.

 

FINDING #5

Description:  That the amount reported to the Division of Pensions for individual employee pensionable salaries be reviewed for consistency and compared to the payroll records.

 

Analysis:

 

Corrective Actions:  Individual employee pensionable salaries have been reviewed and compared to the payroll records for consistency.  Reconciliation and adjustments necessary have been prepared and processed during 2014. 

 

                                                                                                s/Alicia A. Belansen, CFO

 

THE CLERK READ THE FOLLOWING RESOLUTION BY TITLE:

RESOLUTION NO. 365-15

A Resolution to Affirm the Borough of Wildwood Crest’s Civil Rights Policy With Respect to all Officials, Appointees, Employees, Prospective Employees, Volunteers, Independent Contractors, and Members of the Public Who Come Into Contact with Municipal Employees, Officials and Volunteers

 

WHEREAS, it is the policy of the Borough of Wildwood Crest to treat the public, employees, prospective employees, appointees, volunteers and contractors in a manner consistent with all applicable civil rights laws and regulations including, but not limited to, the Federal Civil Rights Act of 1964 as subsequently amended, the New Jersey Law Against Discrimination, the Americans With Disabilities Act and the Conscientious Employee Protection Act; and

 

WHEREAS, the Board of Commissioners of the Borough of Wildwood Crest has determined that certain procedures need to be established to accomplish this policy.

 

NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Borough of Wildwood Crest, County of Cape May and State of New Jersey, that:

 

                Section 1: No official, employee, appointee or volunteer of the Borough of Wildwood Crest, by whatever title known, or any entity that is in any way a part of the Borough of Wildwood Crest, shall engage, either directly or indirectly, in any act including the failure to act, that constitutes discrimination, harassment or a violation of any person’s constitutional rights while such official, employee, appointee, volunteer, or entity is engaged in or acting on behalf of the business of the Borough of Wildwood Crest, or using the facilities or property of the Borough of Wildwood Crest.

 

                Section 2: The prohibitions and requirements of this resolution shall extend to any person or entity, including but not limited to any volunteer organization or inter-local organization, whether structured as a governmental entity or a private entity, that receives authorization or support in any way from the Borough of Wildwood Crest to provide services that otherwise could be performed by the Borough of Wildwood Crest.

 

                Section 3: Discrimination, harassment and civil rights shall be defined for purposes of this resolution using the latest definitions contained in the applicable Federal and State laws concerning discrimination, harassment and civil rights.

 

                Section 4: The Borough Clerk shall establish written procedures for any person to report alleged discrimination, harassment and violations of civil rights prohibited by this resolution. Such procedures shall include alternate ways to report a complaint so that the person making the complaint need not communicate with the alleged violator in the event the alleged violator would be the normal contact for such complaints.

 

                Section 5: No person shall retaliate against any person who reports any alleged discrimination, harassment or violation of civil rights, provided however, that any person who reports alleged violations in bad faith shall be subject to appropriate discipline.

 

                Section 6: The Borough Clerk shall establish written procedures that require all officials, employees, appointees and volunteers of the Borough of Wildwood Crest, as well as all other entities subject to this resolution, to periodically complete training concerning their duties, responsibilities and rights pursuant to this resolution.

 

                Section 7: The Borough Clerk shall establish a system to monitor compliance and shall report at least annually to the governing body the results of the monitoring.

 

                Section 8: At least annually, the Borough Clerk shall cause a summary of this resolution and the procedures established pursuant to this resolution to be communicated within the Borough of Wildwood Crest. This communication shall include a statement from the governing body expressing its unequivocal commitment to enforce this resolution. This summary shall also be posted on the Borough’s website.

 

                Section 9: This resolution shall take effect immediately.

 

                Section 10: A copy of this resolution shall be published in The Herald of Cape May County in order for the public to be made aware of this policy and the Borough’s commitment to the implementation and enforcement of this policy.

 

Vote:           Gould –    Yes         Cabrera – Absent          Groon – Yes

 

There was a discussion regarding a resolution to execute a Memorandum of Understanding relative to revenue generated by increased Tourism Development Fees.  The resolution was then TABLED at the request of Mayor Groon, and upon advice of counsel.

 

THE CLERK READ THE FOLLOWING RESOLUTION BY TITLE:

RESOLUTION  366-15

BE IT RESOLVED by the Board of Commissioners of the Borough of Wildwood Crest, in the County of Cape May and State of New Jersey, that MARK ROSZKOWSKI, 196 West Pittsburgh Avenue, Wildwood Crest, New Jersey, be, and he is hereby re-appointed as the private citizen representative of the Borough of Wildwood Crest to serve on the Urban Enterprise Zone Board of Directors, for a term of one (1) year commencing March 15, 2015 and terminating March 14, 2016.

 

Vote:          Gould – Groon –    Yes

 

Commissioner Cabrera wanted the following comment on the record, “This is needed to keep Zone in tact although the UEZ does not meet.”

 

Mrs. Gould motioned, seconded by Mr. Groon, that all bills properly authorized, as submitted, be paid.

Vote:          Gould – Groon –    Yes

 

The Mayor opened the floor for public commentary.  After hearing nothing from the public, the Mayor opened the discussion with New Business.  Under the first topic (Street Opening Application for property located at Bayview Drive and Jefferson Avenue,) Commissioner Cabrera wanted the following on the record: “I am fine with this application.”  The Clerk indicated that each Commissioner could give their comments to her by Friday, March 13, 2015.  Under the second topic (FEMA Review), there was nothing further to report.

 

The Mayor wanted to discuss further the proposed resolution regarding revenue generated by Tourism Development Fees.  The Solicitor maintains the resolution isn’t necessary. 

 

Under Old Business, under the second topic (Wildwood Crest “branding”), Commissioner Cabrera wanted the following on the record: “I am scheduling interviews March 10-12, if anyone has thoughts, please give them to clerk’s office.”  Under (Emergency Generators), Commissioner Cabrera wanted the following on the record: “This is PS department and await recommendation.”  Under (Memorial Benches), Commissioner Cabrera wanted the following on the record: “We need to get this done as residents are waiting- I forwarded my comments long ago.”  With regards to the (Borough Work Hours / Commission Meeting Dates), Commissioner Cabrera wanted the following on the record: “remove from old business – 2-1 vote as I recall.”  Lastly, with regards to (Request for Dog Park), Commissioner Cabrera wanted the following on the record: “still working on a non-beach location.”

 

The Mayor once again opened the floor for public commentary.  The Mayor indicated for the record that our Engineer sent information out on the generator, so feel free to reach out to Mr. Taylor or Lt. McGrath.  After hearing nothing from the public, Mrs. Gould motioned, seconded by Mr. Groon, that the meeting be adjourned.  The time was 9:45 a.m.

 

Vote:          Gould – Groon –    Yes

                  

 

Dated: March 18, 2015

                                                                                 

Janelle M. Holzmer, Borough Clerk                                                                                                                                           

MINUTES OF MEETINGS INDEX