BOROUGH of CHATHAM ANNUAL REPORT 2006
Robert J. Falzarano, Administrator

ADMINISTRATOR’S REPORT FOR THE YEAR 2006

The year 2006 marked some very significant accomplishments. The Borough hired Mr. Vincent DeNave to serve as the Borough Engineer. Mr. DeNave’s leadership has moved many Borough projects to completion. The projects completed were within budget and without delay. The Center Street West parking lot received a base coat of asphalt and the finished paving is planned for the early spring of 2007. The Main Street crosswalks were installed. River Road was repaved. The parking lot at Borough Hall was repaved. The DEP permit for the Jackson Avenue Lift Station was filed. The annual sidewalk maintenance program was completed without additional expenses.

The Public Works Department completed the replacement of the well head valves. The work was completed entirely by the Public Works staff. The cost saving to the Borough is approximately $37,000.00. The Police department is working to complete the National Accreditation Project.

The Police Department is scheduled for the on site inspection during the 2007 calendar year. When a law enforcement agency receives national accreditation, it signifies that an agency has implemented professionally recognized policies and procedures that are designed to assure efficient and effective law enforcement services. The inspection of the police department will be conducted by law enforcement professionals from outside the borders of New Jersey. The Law Enforcement professionals that will inspect the Chatham Borough Police Department are trained specifically to review administrative and operational procedures for compliance with national law enforcement standards. To profess that a law enforcement agency meets recognized national standards is not acceptable. The proof that a law enforcement agency meets national standards can only be verified by the National Commission on Law Enforcement. The purpose of CALEA’s Accreditation Programs is to improve the delivery of public safety services primarily by: maintaining a body of standards developed by public safety practitioners, covering a wide range of up-to-date public safety initiatives, establishing and administering an accreditation process, and recognizing PROFESSIONAL EXCELLENCE.

Mrs. Caljean successfully passed the written examination and received certification as a Municipal Clerk.

Mrs. Musorofiti, our Court Administrator, has completed the final phase for certification as a Municipal Court Administrator.

Mrs. Morris from the Utilities Department has completed two tax collection courses. Mrs. Morris has one more tax course to complete and she will be eligible to take the Tax Collector Examination.

The employee cross training program is designed to provide service continuity for the public.

The employees of the Borough of Chatham continually strive for excellence which translates to an efficient and effective delivery of services to the public.

The Borough held a bond sale on December 5, 2006. The sale and issuance totaled $9,115,000 in General Obligation Bonds, including $8,170,000 General Improvement Bonds and $945,000 Water Utility Bonds. The rate that the Borough received is 3.79%. The Borough retained a rating of Aa1; which means that the Borough’s finances are sound.

The year 2007 will be very challenging. The initiatives planned require detailed planning and coordination during the construction phase.

Robert J. Falzarano
Borough Administrator

1. Goal: Prepare and submit for approval the 2006 budget.

Objectives:

• Compile the budget that was submitted by each department head.
• Schedule at least one finance committee meeting.
• Revise the budget. • Discuss the budget with the Auditor.
• Submit the budget for first reading before March 1, 2006
• Adopt the budget during the month of March 2006.
• Receive state approval before June 1, 2006.
• Issue department budgets to each department head, board and commission chairs.

Achievement: The 2006 Municipal budget was approved on February 27, 2006.

2. Goal: Initiate preparation of the 2007 budget by August 1, 2006.

Objectives: •

• Send requests to the department heads, board and commission chairs to prepare and submit their 2007 budgets before September 1, 2006.
• Initiate budget hearings at the first September Council meeting.
• Complete budget hearings before December 1, 2006.
• During the month of January 2007, discuss the 2007 budget with the Finance Committee.
• During the month of January 2007, meet with the Auditor.
• Provide written summary of the budget to the Mayor and Council.
• If necessary, meet with the Finance Committee to finalize the budget.
• Introduce the budget before March 1, 2007.
• Adopt the budget during the month of April 2007.
  
  Achievement: The 2007 Capital budget was approved in October 2006. The preparation of the 2007 budget started in July 2006. The Department Heads submitted their budgets on September 1, 2006.

3. Goal: Pave River Road from Bonnell Street to Watchung Avenue.

Objectives:

• Verify grant funds for the project before January 10, 2006.
• Assign engineer to develop specifications February 2006.
• Bid project before July 1, 2006

Achievement: The project was completed in October 2006.

4. Goal: Complete the sidewalk maintenance program before September 1, 2006.

• Objectives:
• Request the engineer to complete the sidewalk improvement list before May 1, 2006 and prepare bid specifications.
• Advertise for bids during the month of May 2006.
• Award contract before June 1, 2006.
• Complete the project before August 15, 2006.

Achievement: The sidewalk maintenance program was completed in November.

5. Goal: Schedule ten monthly department head meetings.

Objectives:

• Prepare written agendas for each meeting.
• Invite the Mayor and one or two Borough Council members to attend each meeting.
• Develop professional development lectures. Guest speakers will be scheduled.
  
  Achievement: There were eleven Department Head meetings held. There were two discussions about ethics and government and other topics such as leadership was discussed.

6. Goal: Complete the permit application process for the Jackson Avenue Lift Station Project.

Objectives:

• Identify property that can be substituted for the area of disturbance.
• Complete the permit applications before June 1, 2006.
• Follow-up with the DEP during the month of August 2006.
• Follow-up with DEP during the month of September 2006.
• Depending upon the DEP decision, advertise for bids before December 2006.

Achievement: The final permit application was sent to the Department of Environmental Protection in December.

7. Goal: Plan and initiate work on the Streetscape Project.

Objectives:

• Initiate work in the early spring of 2006 for the crosswalks.
• Complete repairs of existing crosswalks before May 2006.
• Meet with the Streetscape Committee and Jersey Central Power and Light to develop a plan to install the decorative lighting.
• If the Borough Council approves the lighting project, initiate the preparation of plans and specifications that must be completed before May 1, 2006.
• If work is authorized, it will be advertised for bid before July 1, 2006.
• If the bids are reasonable, the award of contracts will be scheduled for the August Borough Council meeting.
• Budget funds for the process.

Achievement: The crosswalks were completed in May. The decorative lighting fixtures were purchased in December.

8. Goal: Continue to develop the Borough web site.

Objectives:

• Before February 1, 2006 install an internal search engine to improve the time for visitors to navigate through the site.
• Budget funds for the upgrade and maintenance of the Borough web site.
• Through regular monthly Department Head meetings, obtain input for expansion of the site to provide access for residents to obtain information and possibly various permit applications on line.
• Evaluate addition of GIS.
• Complete the review and recommendations before June 1, 2006.
• Implement new procedure to ensure the web site is kept current. Circulate a memo every three months to all Department Heads, Boards and Commissions to review their information for the purpose of maintaining current information.
• Develop an interactive Borough Calendar that can be updated.
• Begin posting agendas.

Achievement: The navigation search engine is installed. Funds were budgeted for the upgrade of the web site. Quarterly notices are sent to all departments, boards and commissions requesting that they review the web site to ensure that the information listed in their area is current. Agendas are posted on the web site. The interactive calendar and GIS will be included in the 2007 goals and objectives.

9. Goal: Initiate records microfilming.

Objectives:

• Obtain price quotes, June 2006
• Select vendor, July 2006.
• Award contract, July 2006.
• Begin microfilming, August 2006.
• Complete project, February 2007.

Achievement:

The initial phase for the records microfilming project is completed.

10. Goal: Review options for the Woodland Park Project

Objectives:

• Schedule the Woodland Park Planning Committee to discuss the options.
• Present Woodland Park Committee recommendations to the Mayor and Borough Council.
• If the plan is to continue the development of the project, discuss the development of an Interlocal Agreement; Chatham Township, Chatham Borough and Board of Education.

Achievement: The Woodland Park project is on hold.

11. Goal: Improve Memorial Park.

Objectives:

• The Memorial Park Planning Committee should establish recommendations and prepare a written report for the Mayor and Borough Council by June 2006.
• Hold public information meeting when the plan is presented to the Mayor and Borough Council.
• When the concept is approved, complete preliminary design work and discuss with Planning Committee, August 2006.
• Present final plan to Mayor, Borough Council and the public, September 2006.
• If approved, advertise for bids, November 2006
• Award Contract, December 2006.
• Initiate work, March 2007.

Achievement: The Memorial Park Committee continues to work on the details of the project. This project will be included in the 2007 goals.

12. Goal: Develop Stormwater Management Master Plan to comply with new NJDEP Stormwater Regulations.

Objectives:

• Direct the new engineer to coordinate the completion of the ordinances.
• Direct the engineer to supervise the completion of the plan and submit to the DEP before April 1, 2006.

Achievement: The Planning Board approved the ordinance in March. The plan was submitted to the County before April 1, 2006. All ordinances are complete.

13. Goal: Review the existing stormwater drainage systems and past engineering studies of drainage conditions, problems and solutions in the Borough.

Objectives:

• Continue to document existing stormwater systems in the Borough.
• Complete review of existing engineering studies, March 2006.
• Direct the engineer to review existing stormwater infrastructure documentation, past studies and recent problems.
• Prioritize areas to address.
• The engineer is to provide written recommendations based on existing study documents and current conditions, June 2006.
• Discuss report and alternatives with the Mayor and Council, June 2006.
• Schedule discussions with property owners, September 2006.
• Review resident comments with the Mayor and Council, October 2006.
• Decide the next steps, October 2006.
• The following drainage projects are to be reviewed by the Borough Engineer and recommendations provided:
  • Dellwood Avenue Drainage.
  • 137 Weston Avenue.
  • 48 River Road.
  • 273 Hillside Avenue.
  • 33 Burgess Street.
  • 15 Chandler Road.
  • North Hillside and Rutgers.

Achievement: The Dellwood project was completed in December 2006, two dry wells were installed. The 137 Weston project is under evaluation. The Borough could not obtain a right of way for the 48 River Road project. The Burgess and Chandler projects are included in the 2007 Capital Improvement projects list. The DPW installed a basin on the west side of Hillside and Rutgers. The basin was installed in early 2006.

14. Goal: Investigate the cost and time for the implementation of GIS for the water, sewer and stormwater systems.

Objectives:

• Before February 1, 2006, the Administrator, Borough Engineer and Public Works Officials will meet to develop a plan for the project.
• Before March 1, 2006, initiate the review of available systems and submit a written report to the Mayor and Council before May 1, 2006.
• Follow-up as directed by the Mayor and Borough Council.
• The GIS program would be designed to add layers such as environmental, open space and zoning.

Achievement: The DPW has inspected and mapped all water systems. Update is the first step in the process. The next step for 2007 is to discuss the cost and obtain authorization from the Borough Council to fund the development and implementation of the new mapping system.

15. Goal: Develop a table of organization for the Borough of Chatham.

Objectives:

• Notify the Department Heads about the project. Send letters before February 1, 2006.
• Offer an opportunity to a Public Administration Graduate Student to collect the information and develop the table of organization as a class project.
• Circulate project through the Public Administration classes at Centenary College. February 2006
• Interview candidates before March 1, 2006.
• Select candidate and initiate project before April 2006.
• The student will present completed drafts every two weeks.
• The project completion date is July 1, 2006.
• Present the document to the Mayor and Council for review and discussion.
• Adopt the final version by ordinance for inclusion in the Borough Municipal Code during the month of October 2006.

Achievement: The Table of Organization and Mission Statement was sent to the Mayor and Borough Council on December 22, 2006. The review process will be completed before April 2007.

16. Goal: Research and select a company to prepare a fixed asset inventory.

Objectives:

• Obtain proposals before April 15, 2006.
• Review proposals with the auditor.
• Submit recommendation to Mayor and Council for approval, June 2006.
• If approved, initiate project before August 2006.

Achievement: The contract for the fixed asset inventory was signed on February 5, 2007. The project will be completed before June 2007.

17. Goal: Review the Joint Recreation Study Report.

Objectives:

• Submit the report to the Mayor and Council before February 15, 2006.
• Schedule the matter for discussion with the Mayor and Borough Council before April 15, 2006.
• Implement recommendations before June 1, 2006.

Achievement: The report was reviewed by the Mayor and Borough Council. The Community Pass Program went into operation at the end of November. The decision to hire a part time assistant is under review. The Lum Field project was approved and the construction contract awarded on December 11, 2006. The computer equipment was purchased.

18. Goal: Review traffic issues on Elmwood Avenue and Coleman Avenue Objectives:

• During the month of February 2006, schedule meetings with representatives from Ogden Church to discuss options.
• Before March 1, 2006, the engineer will review the issues and provide guidance and alternatives for resolution of the issues.
• Before May 1, 2006, schedule the matter for discussion with the public and Borough Council. • Revise the plan as necessary. If there is consensus, implement plan.

Achievement: On December 11, 2006, the Mayor and Borough Council directed the Borough Engineer to prepare a preliminary traffic study. Mr. Foster submitted historical information about the development of the Ogden church property. The church submitted concept parking plans. This matter will be included in the 2007 goals.

19. Goal: Develop plan to resolve the sanitary sewer back-up problem on Roosevelt, Wilson and Hedges. Objectives:

• Before January 31, 2006, the engineer will review the lines and develop an action plan.
• Before February 20, 2006, the engineer will submit recommendations to the Administrator and the cost estimate for the project.
• Include the project and the cost in the 2006 Capital Budget.
• Complete the project before July 2006.

Achievement: The Borough Engineer completed the survey of the sewer line. The survey identified a back pitch which extends approximately 600’. The DPW will camera the line before March 2007 and the Borough Engineer will develop a plan to resolve the problem.

20. Goal: Review the Open Space Tax. Objectives:

• Identify future Open Space Acquisitions.
• Estimate future costs for Open Space Acquisitions.
• Decide if any the appropriate tax for Open Space Acquisitions.

Achievement: The Open Space Committee has inventoried the paper streets and land parcels. There are several paper streets that are under review for vacation. Negotiations for two open space parcels are underway. At this time the current Open Space Tax appears to be sufficient. 21. Goal: Develop and update a quarterly project status report.

Objectives:

• In conjunction with the Borough Engineer, submit quarterly project status reports to the Mayor and Borough council.
• Add items to the list as necessary.

Achievement: The Borough Engineer submitted four status reports to the Mayor and Borough Council. The dates that the reports were submitted are: February 13, April 10, August 31 and December 31.

2007 GOALS AND OBJECTIVES

1. Prepare and submit the 2007 budget for approval.

Objectives:

• Compile the budget that was submitted by each department head.
• Schedule at least one finance committee meeting.
• Revise the budget.
• Discuss the budget with the Auditor.
• Submit the budget for first reading before March 1, 2007
• Adopt the budget during the month of March 2007.
• Receive state approval before June 1, 2007.
• Issue department budgets to each department head, board and commission chair.

2. Goal: Initiate preparation of the 2008 budget by August 1, 2007.

Objectives:

• Send requests to the department heads, board and commission chairs to prepare and submit their 2008 budgets before September 1, 2007.
• Initiate budget hearings at the first September Council meeting.
• Complete budget hearings before December 1, 2007.
• During the month of January 2008, discuss the 2008 budget with the Finance Committee.
• During the month of January 2008, meet with the Auditor.
• Provide written summary of the budget to the Mayor and Council.
• If necessary, meet with the Finance Committee to finalize the budget.
• Introduce the budget before March 1, 2008.
• Adopt the budget during the month of March 2008.

3. Goal Resurface Van Doren Avenue. Objectives:

• Prepare bid specifications before April 1, 2007.
• Advertise for bids, May 1, 2007.
• Award contract for work, June 1, 2007.
• Initiate work, July 1, 2007.
• Complete project, September 1, 2007.

4. Goal: Complete the sidewalk maintenance program before September 1, 2007.

Objectives:

• Request the engineer to complete the sidewalk improvement list before May 1, 2007 and prepare bid specifications.
• Advertise for bids during the month of May 2007.
• Award contract before June 1, 2007.
• Complete the project before August 15, 2007.

5. Goal: Schedule ten monthly department head meetings.

Objectives:

• Prepare written agendas for each meeting.
• Invite the Mayor and one or two Borough Council members to attend each meeting.
• Develop professional development lectures. Guest speakers will be scheduled.

6. Goal: Complete the Jackson Avenue Lift Station project.

Objectives:

• Receive permit from DEP before March 1, 2007.
• Complete plan and review with DPW, March 1, 2007.
• Schedule public information meeting before April 1, 2007.
• Advertise for bids before May 1, 2007. Award contract before June 1, 2007.
• Start work before July 1, 2007.

7. Goal: Plan and complete work on the final phases of lighting and sidewalks of the Streetscape Project.

Objectives:

• Initiate the lighting installation before April 2007.
• Complete the lighting installation before June 2007.
• Advertise for the sidewalk installation before March 1, 2007.
• Advertise for sidewalk bids before April 1, 2007.
• Award sidewalk installation contract before May 1, 2007.
• Initiate work before June 1, 2007.
• Complete the project by December 1, 2007.

8. Goal: Develop backup water well plan and possible new observation well to monitor water quality.

Objectives:

• Prepare project plan and schedule and present to the Mayor and Borough Council by March 15, 2007.
• Hold preliminary discussions with New Jersey Department of Environmental Protection by April 1, 2007 and modify plan accordingly.
• Identify the best sites and backup sites for wells by April 15, 2007.
• Hold public information meetings with well site neighborhoods by May 1, 2007.
• Develop preliminary design plans by June 1, 2007.
• Submit application to New Jersey Department of Environmental Protection by July 1, 2007.
• Receive New Jersey Department of Environmental Protection approval by September 1, 2007.
• Develop final plans, specifications and contract documents by October 1, 2007.
• Review final plans, budget and schedule with the Mayor and Borough Council by October 15, 2007.
• Advertise for bids for work by November 1, 2007.
• Award contract by December 15, 2007.

9. Goal: Add 20 new parking spaces at the library.

Objectives:

• Negotiate revised agreement with St. Paul’s Church, including permanent access easement by March 1, 2007.
• Develop design plans and specifications by March 1, 2007. Review plans with Mayor and Borough Council by March 1, 2007.
• Advertise for bids by April 15, 2007.
• Award contract by May 15, 2007.

10. Goal: Develop and implement a televised community bulletin board and schedule for the rebroadcast of public meetings.

Objectives:

• Before January 15, 2007, meet with Cablevision to discuss the TelVue system.
• Develop the public meeting rebroadcast schedule.
• Post the public meeting rebroadcast schedule on the web page.
• Before February 15, 2007, decide which bulletin board system will be implemented; TelVue or the Borough’s design.
• Implement the community bulletin board before March 1, 2007.

11. Goal: Review options for the Woodland Park Project and implement a plan.

Objectives:

• Schedule the Woodland Park Planning Committee to discuss the options.
• Present Woodland Park Committee recommendations to the Mayor and Borough Council.
• If the plan is to continue the development of an athletic field, discuss the development of an Interlocal Agreement; Chatham Township, Chatham Borough and Board of Education.

12. Goal: Develop and implement a plan to improve Memorial Park

. Objectives:

• The Memorial Park Planning Committee should establish recommendations and prepare a written report for the Mayor and Borough Council by June 2007.
• Hold public information meeting when the plan is presented to the Mayor and Borough Council.
• When the concept is approved, complete preliminary design work and discuss with Planning Committee, August 2007.
• Present final plan to Mayor, Borough Council and the public, September 2007.
• If approved, advertise for bids, November 2007 • Award Contract, December 2007.
• Initiate work, March 2008.

13. Goal: Develop and implement a plan to address traffic issues on Elmwood Avenue and Coleman Avenue

Objectives:

• During the month of January 2007, schedule meetings with representatives from Ogden Church to discuss options.
• Before February 1, 2007, the engineer will review the issues and provide guidance and alternatives for resolution of the issues.
• Before March 1, 2007, schedule the matter for discussion with the public and Borough Council.
• Revise the plan as necessary. If there is consensus, implement plan.

14. Goal: Complete the Borough Hall office relocation plan.

Objectives:

• Before January 15, 2007, schedule meeting with planning committee to finalize the relocation plan.
• Implement construction work before February 1, 2007.
• Complete construction and move offices before April 1, 2007.

15. Goal: Implement new parking meter system.

Objectives:

• Prepare bid package and advertise for bids before February 1, 2007.
• Award contract before March 1, 2007.
• Provide notification to the commuters during the month of March.
• Install new machines during the month of April.

16. Goal: Pave the Center Street east parking lot.

Objectives:

• Prepare bid specifications before June 1, 2007.
• Advertise for bids during the month of June.
• Award contract before July 15, 2007. • Initiate work before August 15, 2007.
• Complete the project before September 1, 2007.

17. Goal: Initiate the design for the Parrot Mill and Riverview pumping stations.

Objectives:

• Before May 1, 2007, the engineer will prepare and submit plans to the Borough Council for review.
• The plans will be presented to the Mayor and Borough Council at the June Borough Council meeting.
• When the plans are approved, the project will be advertised for bids. Tentative timeline for advertisement is July, 2007.
• Award the contract within 45 days of the bid advertisement.
• Initiate projects before December 31, 2007.

18. Goal: Review Open Space tax and decide whether to continue the tax and whether to expand the uses of its revenues.

Objectives:

• Prepare timeline and submit to the Mayor and Borough Council, January 10, 2007.
• Send timeline to the Open Space Committee, February 1, 2007.
• Schedule Open Space Committee recommendations for the April 23, 2007 Borough Council meeting.
• Discuss and decide the public information schedule.
• The decision to place the referendum on the 2007 November ballot will be announced before August 1, 2007.

19. Goal: Complete the Burgess, Chandler and South Passaic road projects.

Objectives:

• Complete design before April 15, 2007.
• Advertise for bids before April 20, 2007
• Open bids before May 15, 2007.
• Award construction contracts before June 1, 2007.
• Start projects before July 1, 2007.

20. Goal: Complete a fixed asset inventory.

Objectives:

• Collect proposals from at least two vendors before February 1, 2007.
• Before February 5, 2007, send the proposals to the Borough Attorney for review.
• Before March 1, 2007, meet with the Department Heads to explain the project and timeline.
• Initiate the project before March 15, 2007.
• Complete the project before June1, 2007.

21. Goal: Complete installation of sidewalks on Watchung Avenue from Lafayette Avenue to Washington Avenue.

Objectives:

• Submit grant application before January 15, 2007.
• Prepare plan design and specifications before March 1, 2007.
• Review plan with neighborhood before March 15, 2007.
• Advertise for bids before April 1, 2007.
• Award contract before May 1, 2007.
• Initiate work before June 15, 2007.
• Complete the project before September 1, 2007.

22. Goal: Complete the Lum Field project.

Objectives:

• Initiate the construction before February 1, 2007.
• Install artificial turf before May 1, 2007.
• Open field for play before May 15, 2007.

23. Goal: Design Phase I Elmwood Avenue Project.

Objectives:

• Prepare the preliminary draft plan and discuss with the Mayor and Borough Council before April 1, 2007.
• Before May 1, 2007, meet with the neighborhood to explain the plan.
• Advertise for bids before June 1, 2007.
• Initiate the work before July 1, 2007.
• Complete the project before December 1, 2007.

24. Goal: Install surveillance cameras at the train station.

Objectives:

• Before February 15, 2007, contact NJ Transit and discuss sharing cost for the installation of the cameras.
• Develop a timeline for the installation of the cameras by March 1, 2007.
• Complete the project before June 1, 2007.

25. Goal: Implement Recreation policies, procedures and field master plan.

• Objectives: Before February 1, 2007, hold a meeting with the Mayors, Recreation Liaisons and Administrators to discuss each town’s vision for the joint recreation program.
• The Administrators will meet with both Recreation Directors to initiate the development of written policies and procedures by February 15, 2007.
• The Administrators will prepare financial analysis

26. Goal: Develop plan to resolve the sanitary sewer back-up problem on Roosevelt, Wilson and Hedges.

Objectives:

• Before March 2007, the DPW will camera the existing lines.
• Before April, the Borough Engineer will develop an engineering plan and submit the plan to the Mayor and Borough for review.
• If the plan is approved before May 2007, the Borough Engineer will prepare a timeline and submit the timeline to the Mayor and Borough Council.

27. Goal: Continue to investigate the cost and timeline for the implementation of GIS for the water, sewer and stormwater systems. Objectives:

• Before May 1, 2007, the Borough Engineer will obtain price quotes for the development and implementation of the GIS system.
• Before June 2007, the Borough Engineer will submit the price quotes to the Administrator, Mayor and Borough Council for review.
• The matter will be scheduled for the June Borough Council meeting.
• If the project is approved, the Borough Engineer will develop an implementation time and submit the timeline before July 1, 2007.