What is consolidation all about?

Sunday, December 6, 2015

Agenda - December 9, 2015

Regular Meeting of the Roxbury Mount Arlington Consolidation Study Commission
Roxbury Recreation Office
72 Eyland Avenue, Succasunna, NJ 07876
Wednesday, December 9th
7pm to 10pm

AGENDA

1.      Call to Order

2.      Pledge of Allegiance

3.      NJ Open Public Meetings Law
a.       This meeting has been advertised and is being conducted in accordance with the provisions of the “Senator Byron M. Baer Open Public Meetings Act,” P.L. 1975, c. 231

4.      Roll Call

5.      Introduction of Elected Officials and/or Recognition of Their Representatives

6.      Election and Installation of Officers, If Applicable
a.      Installation of Larry Millus as commissioner, replacing Chris Rogers who has resigned from the commission effective December 9th
b.      Election of a Secretary
                                                  i.      Chairman Heard shall conduct the election of a Secretary
                                                ii.      Nominations
                                              iii.      Close Nominations
                                              iv.      Voting by Commissioners

7.      Introduction of Guest Speaker or Presentation, If Applicable

8.      Public Comments on Agenda Items Only (Limited To 3 Minutes Per Person)

9.      Secretary’s Report
a.       Correspondence
b.      2015-901   RESOLVED, that the Roxbury Mount Arlington Consolidation Study approves the minutes for November 11, 2015.  See attached

10.  Treasurer’s Report
a.       Bank Account Balance
b.      2015-902   RESOLVED, that the Roxbury Mount Arlington Consolidation Study approves the donations from November 11, 2015 to December 8th, 2015.  See attached
c.       2015-903    RESOLVED, that the Roxbury Mount Arlington Consolidation Study approves the expenditures from November 11, 2015 to December 8th, 2015.  See attached

11.  Chairman’s Report

12.  Committee Reports
a.       Data Collection – Chair Craig Heard
b.      Municipal Government – Chair Laurel Whitney
c.       Education – Chair Gene Paradiso
d.      Finance/Administration – Chair Jerry Frisco
e.       DPW / Utilities – Chair Paula Danchuk
f.       Police/Fire/EMS – Chair Larry Millus
g.      Personnel – Chair Vincent Reilly
h.      Shared / Social Services – Chair Fred Hall
i.        Grants Committee – Chair Jerry Frisco

13.  Resolutions

14.  Old/Unfinished Business
a.      Insurance

15.  New Business
a.      2015-904    RESOLVED, that the Roxbury Mount Arlington Consolidation Study shall solicit resumes for the role of Roxbury Alternate
b.      2015-905    RESOLVED, that the Roxbury Mount Arlington Consolidation Study approves the Facebook Policy.  See attached

16.  Public Comment

17.  Adjournment




DRAFT Minutes - November 11, 2015

Regular Meeting of the Roxbury Mount Arlington Consolidation Study Commission
Roxbury Recreation Office
72 Eyland Avenue, Succasunna, NJ 07876
Wednesday, November 11, 2015

MINUTES

1.      Call to Order
a.       Chairman Heard called the meeting to order at 7pm

2.      Pledge of Allegiance
a.       Chairman Heard led the commission in the pledge of allegiance

3.      NJ Open Public Meetings Law
a.       Secretary Rogers stated, This meeting has been advertised and is being conducted in accordance with the provisions of the “Senator Byron M. Baer Open Public Meetings Act,” P.L. 1975, c. 231

4.      Roll Call
a.       The following were in attendance:  Paula Danchuk, Jerry Frisco, Vincent Reilly, Chris Rogers, Stephen Sadow, Laurel Whitney, Gene Paradiso, Craig Heard, Nancy Absalon, Larry Millus, Fred Hall, George Haeuber
b.      The following were absent:  Maureen Castriotta, Chris Raths, Anthony Fernandez, Roger Jinks

5.      Introduction of Elected Officials and/or Recognition of Their Representatives
a.       none

6.      Election and Installation of Officers, If Applicable
a.       none

7.      Introduction of Guest Speaker or Presentation, If Applicable
a.       Chairman Heard stated that Don Parisi, of the Fanwood  / Scotch Plains Consolidation Study, would not be able to attend today.  He will schedule him for a later meeting

8.      Public Comments on Agenda Items Only (Limited To 3 Minutes Per Person)
a.       Veronica Silkes, Succasunna Road in Mount Arlington, of the Mount Arlington Mirror stated that she received a question from a subscriber of her publication.  She asked what documents were denied from the municipal Mount Arlington government and if the same documents were requested from the municipal Roxbury government.
b.      Gene Paradiso stated that the items were denied as they did not exist except for one
c.       Laurel Whitney stated that the description of the documents were not specific enough
d.      Gene Paradiso stated that Chris Raths from Roxbury is providing the documents without an OPRA request
e.       Paula Danchuk stated that the request is being reformatted to fit the specific requirements of Mount Arlington
f.       Craig Heard stated that each town has specific requirements for requested information.

9.      Secretary’s Report
a.       Correspondence
                                                  i.      Secretary Rogers stated there was no correspondence
b.      2015- 801   RESOLVED, that the Roxbury Mount Arlington Consolidation Study approves the minutes for October 14, 2015.  See attached
                                                  i.      Gene Paradiso made a motion to approve the minutes, Paula Danchuk seconded the motion
                                                ii.      Laurel Whitney asked that the word minutes be changed to treasurer’s reports under the treasurer’s report resolution
                                              iii.      Maureen Castriotta - Absent, Paula Danchuk – Y, Jerry Frisco - Y, Chris Raths - Absent, Vincent Reilly - Y, Chris Rogers - Y, Stephen Sadow - Y, Laurel Whitney - Y, Gene Paradiso - Y, Craig Heard – Y     Motion passes


10.  Treasurer’s Report
a.       Bank Account Balance
                                                  i.      Treasurer Whitney stated that she did research on the 501c status.  She stated that the organization did not fit the 501c3 status, but did fit the 501c4 status.  The cost to apply for the status would be about 400 dollars.  She would have to fill out forms with the IRS and then have a non profit accountant or attorney review the documents. 
                                                ii.      Treasurer Whitney stated the GOFUNDME account received a 100 donation and 2 deposits were made to the bank account from the GOFUNDME account.  Each were 100 dollars and each had fees of 8.20. 
                                              iii.      Treasurer Whitney stated there was one expense from the Roxbury Register for 12.56. 
                                              iv.      Treasurer Whitney stated the bank balance is currently $5080.68.  Bank statements will now be coming electronically to reduce time delays
                                                v.      Stephen Sadow stated that we should have a professional research the 501c status before proceeding
                                              vi.      Gene Paradiso asked about the deposit
                                            vii.      Laurel Whitney stated that one deposit was already accounted for on a prior report
                                          viii.      Craig Heard stated that his corporate accountant could review the 501c4 status
                                              ix.      Stephen Sadow stated he had no problem with that
                                                x.      Gene Paradiso stated that he supported having a professional look at the details
                                              xi.      Fred Hall stated that several Roxbury sports teams had problems with this a few years back and we want to make sure to get it right
                                            xii.      Craig Heard stated that he will seek an opinion from a professional if all agree.
b.      2015- 802   RESOLVED, that the Roxbury Mount Arlington Consolidation Study approves the donations from October 14, 2015 to November 11, 2015.  See attached
c.       2015- 803   RESOLVED, that the Roxbury Mount Arlington Consolidation Study approves the expenditures from October 14, 2015 to November 11, 2015.  See attached
                                                  i.      Gene Paradiso made a motion to approve the treasurer’s reports, Paula Danchuk seconded the motion
                                                ii.      Maureen Castriotta - Absent, Paula Danchuk – Y, Jerry Frisco - Y, Chris Raths - Absent, Vincent Reilly - Y, Chris Rogers - Y, Stephen Sadow - Y, Laurel Whitney - Y, Gene Paradiso - Y, Craig Heard – Y     Motion passes

11.  Chairman’s Report
a.       Chairman Heard stated that the commission meetings need more order.  Please do not interrupt others and wait to be recognized.
b.      Chairman Heard stated that he contacted Senator Kean and Senator Bucco regarding state funding of the Municipal Consolidation Act.  Senator Kean told him to contact Senator Bucco.  Senator Bucco has not replied to date.  Craig Heard stated he would send an email to Senator Bucco reminding him to respond.
c.       Chairman Heard stated that Fred Hall had a budget book for Roxbury copied and arranged for the commission.  He thanked Fred Hall for his efforts.
d.      Craig Heard stated the commission was on schedule for the December meeting.
e.       Craig Heard stated he planned to reach out the school superintendents and the town clerks to clarify requests before they are made
f.       Fred Hall stated he would like to be present for the meeting with the Roxbury municipality
g.      Gene Paradiso stated the commissions goal should be to reduce expenses during the process
h.      Laurel Whitney stated the requests should get out as soon as possible as to not bottle neck the clerks
i.        Chairman Heard reached out to Gina Genovese regarding the video from the last meeting.  He stated her organization incurred a significant expense on our behalf and she felt comfortable she could raise 10 to 20 thousand dollars for our effort by using the video.  In turn, this money could be used to pay for a professional to review the commissions findings.
j.        2015-804    RESOLVED, that the Roxbury Mount Arlington Consolidation Study approves the video prepared by Courage to Connect New Jersey.  The video will be used to educate the public and raise funds for the consolidation study of the Roxbury Mount Arlington Consolidation Study Commission.
                                                  i.      Gene Paradiso made a motion to approve the video prepared by Courage to Connect New Jersey, Paula Danchuk seconded the motion
                                                ii.      Gene Paradiso asked if she would be distributing the video or would it be a joint effort
                                              iii.      Craig Heard stated it would go to her mailing list as well as ours
                                              iv.      Laurel Whitney stated the need for the video and the need to pay for a professional to review the commission findings.  She stated we have the capacity to do the report, but we should have an extra layer of security.
                                                v.      Stephen Sadow stated he was not sure how that comment fits, but disagrees on the ability of this board to finalize a report.  He stated he was sorry that the representative from Fanwood / Scotch Plains was not here as he believes the commission is doing this backwards.  He stated we should have a professional gather the information and the commission should then interpret the information and make a recommendation.  He stated there are 30 thousand lives impacted and we do not have a professional doing the job properly.
                                              vi.      Nancy Absalon stated that this conversation was off topic and the video is good and will help to have a paid professional verify the numbers
                                            vii.      Gene Paradiso stated that he agreed
                                          viii.      Maureen Castriotta - Absent, Paula Danchuk – Y, Jerry Frisco - Y, Chris Raths - Absent, Vincent Reilly - Y, Chris Rogers - Y, Stephen Sadow - N, Laurel Whitney - Y, Gene Paradiso - Y, Craig Heard – Y     Motion passes

12.  Committee Reports
a.       Data Collection – Chair Craig Heard
                                                  i.      Craig Heard stated he already made his comments during the Chair report
b.      Municipal Government – Chair Laurel Whitney
                                                  i.      Laurel Whitney stated that no further information was needed and she will have an updated draft to the committee shortly
c.       Education – Chair Gene Paradiso
                                                  i.      Gene Paradiso stated that he was fine tuning the report and was waiting on requests to be made for documentation.  He stated that he has been receiving a warm response from Jane Jameson and Robin Tedesco.
d.      Finance/Administration – Chair Jerry Frisco
                                                  i.      Jerry Frisco stated he was waiting on a few responses from Chris Raths and then he will submit information requests to Data Collection
                                                ii.      Craig Heard asked if he could meet with someone from both towns before making the request
                                              iii.      Stephen Sadow stated the request is to be made to the Mount Arlington clerk and then it will go to the borough attorney
                                              iv.      Gene Paradiso asked why the request had to go to the attorney before the commission met with the clerk?
                                                v.      Jerry Frisco asked if we can find out what documents are standard from town to town?
                                              vi.      Fred Hall stated that audit reports and capital budgets were standard documents.  The commission just has to ask.
                                            vii.      Paula Danchuk stated that council members have copies of these documents.  Could she give them to the commission to reduce costs?
                                          viii.      Larry Millus stated that unapproved documents should not be released by anyone
                                              ix.      Vincent Reilly asked if financial statements and audit reports are the same?
                                                x.      George Haeuber stated they are different.
                                              xi.      Gene Paradiso stated that an audit report is to make sure the flow of money goes to the right place
                                            xii.      George Haeuber stated this was correct
                                          xiii.      Fred Hall stated that the commission should request a statement of controls
e.       DPW / Utilities – Chair Paula Danchuk
                                                  i.      Paula Danchuk stated that she will get a final document request list once the committee meets.  She stated that both towns have unusual water supplies.
                                                ii.      Fred Hall stated that the Roxbury garbage contract was coming due this year
f.       Police/Fire/EMS – Chair Larry Millus
                                                  i.      Larry Millus stated that the insurance company will not cover the commission as the risk level is unknown
                                                ii.      Laurel Whitney sent him information on the request for the JIF
                                              iii.      Larry Millus stated that he spoke to a superior at Bernardsville and he has a better understanding of what information to look for.  He will report back at the next meeting
g.      Personnel – Chair Vincent Reilly
                                                  i.      Vincent Reilly stated that he had nothing more to request at this time and that all information was on the websites.  However, both towns are not in the same format.  Once he views the copies made by Fred Hall, he may have additional requests
h.      Shared / Social Services – Chair Fred Hall
                                                  i.      Fred Hall stated that all departments are in the Roxbury Budget Book.  He is a bit behind right now, but he will have more to report at the next meeting. 
                                                ii.      Stephen Sadow stated that he has additional information on Mount Arlington Shared Services
                                              iii.      Fred Hall stated he will meet in committee
i.        Grants Committee – Chair Jerry Frisco
                                                  i.      Jerry Frisco had nothing additionally to report

13.  Resolutions
a.       none

14.  Old/Unfinished Business
a.       Insurance
                                                  i.      Larry Millus explained why the insurance coverage was denied.  The company has no experience dealing with an organization such as this. 
                                                ii.      Laurel Whitney stated that the high quote still stands.

15.  New Business
a.       Chairman Heard asked if all commissioners will be in attendance at the December 9th meeting? 
b.      Jerry Frisco stated that he would be out of town and will not be in attendance
c.       Laurel Whitney stated that per the bylaws, it is time to audit the financials. 
d.      Craig Heard appointed Nancy Absalon and Vincent Reilly to the ADHOC committee
e.       Chris Rogers stated that he would be resigning from the commission at the end of 2015 as he and his wife plan to sell their home in Roxbury
f.       Gene Paradiso asked the procedure to replace a sitting commissioner
g.      Chris Rogers stated that per the bylaws, Larry Millus should assume the commissioner seat and the commission should then choose a candidate to be a Roxbury alternate.
h.      Craig Heard stated that the commission would have to elect a new secretary

16.  Public Comment
a.       none

17.  Adjournment
a.       Chairman Heard adjourned the meeting at 8:07pm


2016 Meeting Dates (Updated December 6, 2015)

Roxbury Mount Arlington Consolidation Study Meeting Dates
Location: Roxbury Recreation Office, 72 Eyland Avenue, Succasunna, NJ 07876

Wednesday, January 13, 2016 at 7pm
Wednesday, February 10, 2016 at 7pm
Wednesday, March 9, 2016 at 7pm
Wednesday, April 13, 2016 at 7pm
Wednesday, May 11, 2016 at 7pm
Wednesday, June 8, 2016 at 7pm
Wednesday, July 13, 2016 at 7pm
Wednesday, August 10, 2016 at 7pm
Wednesday, September 14, 2016 at 7pm
Wednesday, October 5, 2016 at 7pm (First Wednesday)
Wednesday, November 9, 2016 at 7pm
Wednesday, December 14, 2016 at 7pm

Monday, November 30, 2015

Legal Notice - December 9, 2015 Meeting

NOTICE OF PUBLIC HEARING

Notice is hereby given pursuant to N.J.S.A. 40A:65-25(d)(1) that the Regular Meeting of the Roxbury Mount Arlington Consolidation Study Commission scheduled for December 9th, 2015 will be held at the Roxbury Recreation Office, 72 Eyland Avenue, Succasunna, New Jersey 07876.  The meeting will begin at 7:00pm.  Formal action may be taken.

A copy of the agenda may be viewed in advance at the Roxbury Town Hall, the Mount Arlington Town Hall or online at www.roxburymountarlingtonstudy.org   

Roxbury Mount Arlington Consolidation Study Commission
Dated: November 30th, 2015

Wednesday, November 11, 2015

Roxbury and Mount Arlington Consolidation Study Commission By-Laws

Roxbury and Mount Arlington Consolidation Study Commission
By-Laws




                                                                                                Dated: August 12, 2015









Mission Statement
The Roxbury Mount Arlington Consolidation Study Commission has been established to work in partnership and provide the residents of Roxbury and Mount Arlington, NJ information about the possibility of municipal consolidation. We shall pursue the objective of gathering and analyzing information for the public.

The Commission will do this in an open and inclusive manner and will thoroughly review the benefits and detriments of consolidation. The Commission may develop a public report and disseminate said report for consideration by the residents of both communities to create an informed public with an understanding of consolidation.
The Commission shall determine if the matter should be presented to the voters in a referendum.

Article I – Name


The name shall be as above but referred to as “RMTACommission”


Article II – Purpose


The purpose of this organization shall be to gather, analyze and disseminate information to the public, to assist the communities of Roxbury and Mt. Arlington in the determination of benefits and detriments of consolidation of the two towns.  If the RMTACommission members conclude that the study indicates that both towns mutually benefit from consolidation, they will vote to place a referendum on the ballot for a public vote.


Article III – Commissioners


Section 1.        The Roxbury Mt. Arlington Consolidation Study Petitioners appointed four (4) Commissioners and one (1) Alternate Commissioner representing each municipality for a total of eight (8) Commissioners and two (2) Alternates.  In addition, each municipality appointed one (1) Commissioner and one (1) Alternate Appointed Commissioner. 


Section 2.        When a Commissioner vacates:
The vacated seat will be filled by an Alternate Commissioner from the respective municipality.
A.        The Appointed Commissioner’s vacated seat is filled by the Appointed Alternate Commissioner from the same Municipality.
B.        The other Commissioner vacancies will be filled by the Alternate Commissioner representing that Municipality.
C.        Depending on the Commissioner’s designation to the RMTACommission, the RMTACommission will then solicit and select an Alternate representing the same Municipality or request from the Municipal Governing Body a new Appointed Alternate.
Section 3.          Commissioners shall receive no pay or in-kind compensation of any type from the RMTACommission or any other entity or individuals for their work on the RMTACommission

Article IV – commissioner STRUCTURE and duties


The Commissioners shall elect a RMTACommission Chair and Vice-Chair, one from each Municipality. The RMTACommission shall also elect the positions of Secretary and Treasurer herein known as “Officers”.  Duties shall consist of the following and maybe amended as needed by the majority vote of the Commissioners in attendance at a scheduled meeting.
Section 1.        CHAIR / VICE-CHAIR:    Chair shall be empowered to call regular and special meetings, whenever he/she deems it necessary, and the Chair will officiate at such meetings.  Only the Chair shall be empowered to make representations, transactions, commitments and negotiations on behalf of the RMTACommission, subject to the approval of the Member Commissioners.  The Chair shall authenticate with their signature, whenever necessary, all resolutions, orders, official correspondence and proceedings of the meetings presented by the Secretary.  The Chair shall appoint, and/or remove, with the consent of the membership majority, the Chairperson(s) of all committees, representatives or subsidiary groups of the RMTACommission.  The Chair shall set forth the agenda for each meeting with the assistance from the other RMTACommission officers.  Also, together with the Treasurer sign checks for payments authorized by the Member Commissioners.  Term length shall be three (3) years.  The Vice-Chair will act and be empowered in the absence of the Chair.  In addition, all information requests shall be handled by the Chair.
Section 2.        SECRETARY:  The Secretary shall keep an accurate record of the minutes of all meetings, all correspondence and RMTACommission work-products.  He/she shall present the minutes at each meeting and will make any corrections, remove errors and add omissions that have been approved by the Commissioners present.   He/she shall notify Commissioners of the time and place of all meetings by e-mail or telephone, at least four (4) days, and not more than fourteen (14) days before each meeting, as well as notifications in one of the local newspaper(s) and to the respective governing bodies. 
Section 3.        TREASURER:  The Treasurer shall obtain a State Tax ID, collect all donations, facilitate fund-raising activities, file necessary year-end paperwork and keep funds of the RMTACommission in a depository named by the Commissioners. Treasurer shall keep accurate records using standard accounting methods. Treasurer shall compile a monthly report to be submitted to the RMTACommission as well as have ledgers available for immediate review.
Section 4.        In the event that an Officer vacates their position, a new vote shall occur at a public meeting to fill the position.

 

Article V – vacancies


Section 1.        VACANCY OF OFFICE:  In the event of disability, resignation, removal or demise of any Commissioner, replacement by the respective Alternate Commissioner as defined in Article III, section 2 will be followed.
Section 2.        COMMISSIONER REMOVAL:  A Commissioner may be removed from the RMTACommission by a two-thirds vote of the Commissioners present at any meeting provided that prior notice of the proposed dismissal is mailed / emailed to all members at least seven (7) days and not more than fourteen (14) days before such meeting.  Cause for Removal shall be any of the following reasons:
A.      Missing three (3) consecutive meetings only after a warning will be sent to the Commissioner by mail after the 2nd missed meeting
B.      In violation of their sworn Oath as a Commissioner


Article VI – meetings


Section 1.        The RMTACommission shall schedule regular meetings as they determine will be productive and informational to the public, but will hold a minimum of 4 meetings a year. The scheduled meetings for the year will be distributed for publication to local newspaper(s), distributed to both municipalities,  and published in at least one or more of the following; the RMTACommission Web-Site, Facebook page or online news site.
Section 2.        A confirmation or cancel notice of each scheduled meeting shall be emailed to all Commissioners, each Municipality, and Committee personnel, and placed in a daily newspaper at least seven (7) days before the date of such meeting, in cases where a meeting has to be canceled, the seven (7) days notice period will not be required but preferred.  The Chair may call a special meeting for a specific purpose with like notification; during this special meeting only issues relative to that purpose can be transacted.  The Chair can cancel a scheduled meeting if a majority consensus was acquired of the Commissioners.
Section 3.        A quorum shall consist of a majority of the Commissioners, in attendance.  If no quorum is available, a meeting may be held, special guests may speak, old business can be discussed and new business can be proposed but not voted on.

Article VII – Participation and voting


Section 1.        For any action that a vote is to be taken, it will require a majority vote of the Commissioners present unless otherwise stipulated by State statue or defined in these By-Laws.
Section 2.        Alternate Commissioners can participate and cast their vote in RMTACommission committees, participate in all RMTACommission discussions, and interviews of Professionals. In the event of a Commissioner’s or Appointed Commissioner’s absence, the corresponding Alternate Commissioner or Alternate Appointed Commissioner may vote on all  RMTACommission activities except the vote that would make the recommendation to put forth the question of consolidation to the voters.



Article VIII – committees and rules


Section 1.        The Chair shall appoint such committees from the pool of Commissioners of the RMTACommission and other volunteers as are necessary to carry out the operations of the RMTACommission.  Each committee must be comprised of at least one commissioner from each town. The Chair shall be an ex-officio member of all committees.
Section 2.            The standing committees may be listed below or any such others as the RMTACommission may find necessary.  Duties listed are not all encompassing.
A.      Data Collection Committee: this will be the only point of collection of any requests for information not readily available by any Committee or Commissioner to prevent duplication or mishandling of information.
B.      The Municipal Government Committee: to study each town’s government structure, court systems, functions, organization and staffing.
C.      The Education Committee: to study the schools, school staffing, school budgets and board of education of each town
D.     The Finance/Administration Committee: to study the tax structure, assessment and collection procedures, budgets, debt, bonds, terms, payables, etc.
E.      The DPW / Utilities Committee: to study the budgets and maintenance of township grounds, facilities, roads and equipment as well as utilities used by and contracted by the towns.
F.       The Police/Fire/EMS Committee: to study the functions, budgets, suppliers, staffing of these organizations.
G.     Personnel Committee: to study the contracts, benefits and compensation of town employees
H.     Shared/Social Services Committee: to study any shared services in addition to the health, senior, teen, cultural, library and other services offered by towns as well as their staffing and budgets.
The Chair can assign other Committees and such duties to committees as he/she may find necessary



Section 3.            Initially the following Ad-hoc Committees have been formed to handle necessary RMTACommission infrastructure tasks.
A.      By-Laws Committee
B.      Grant Research Committee
C.      Technology Committee
D.      Agenda Committee
Section 4.            The Committee Chair will be selected from the Commissioners that are appointed to the committee by the committee members.
Section 5.            The standard Committee procedures will consist of the following and any others that it is charged with by the Chair.
A.      Determine what data needs to be requested
B.      Obtain data from government website or library. In the event that data is not available on internet or library, submit data requests to Data Collection Committee who will act as point of contact for all research requests from Committees and/or Commissioners
C.      Produce preliminary (baseline) report which formats the research data to reflect current “State of the Department” which would include budget data, staffing numbers and logistical/physical information.
D.     Identify strengths, weaknesses, opportunities and threats, options available for consolidation and recommendations.
E.      Provide projected consolidation report which would compare the baseline report to future projections after consolidation.  Explain how strengths, weaknesses, opportunities and threats would be addressed, modified or resolved.

 

Article IX– finances


Section 1.        All expenditures shall be voted on, and approved by the RMTACommission.  Long-term or on-going expenditures will only require to be voted on once as long as expenditures do not exceed approved amounts. One-time expenditures under $100 will be considered incidental and will not need prior RMTACommission approval.

Section 2.        Payments for authorized expenditures shall be performed by the Treasurer on a timely basis using paper check or electronic payment methods.  Payments for incidentals can only be made by Treasurer after email approval has been obtained by the Chair or Vice-Chair in the absence of the Chair.

Section 3.        Treasurer will compile detailed report of financial activities and transactions to present to the RMTACommission each meeting. 

Section 4.        The Chair, at the February meeting (prior to fiscal year-end (4/1 - 3/31) shall appoint an Audit Committee of three (3) members, who do not pose a conflict of interest.  This Committee audits the books of the Treasurer and shall furnish an audit report at the April meeting.

Article X – authority and INFORMATION DISSEMINATION


Section 1.        Only the Chair is authorized to speak for or represent the RMTACommission without the prior approval of the RMTACommission. 
Section 2.        All Committee research and work-products are deemed unapproved until the Committee accepts them as final and submits their work-product for RMTACommission approval.  No Committee or Committee members shall release a work-product without the RMTACommission’s approval.
Section 3.        The RMTACommission Records Custodian is charged with the dissemination of all materials upon the Chair’s request.

Article XI – order of business


Section 1.        The general format of the Agenda shall be
A.      Pledge of Allegiance
B.      NJ Open Public Meetings Law (if applicable)
C.      Roll call
D.     Introduction of elected officials and/or recognition of their representatives.
E.      Election and installation of officers, if applicable.
F.       Introduction of guest speaker or presentation, if applicable
G.     Public Comments on Agenda Items Only – limited to 3 minutes P/P
H.     Secretary’s report / correspondence / minutes
I.        Treasurer’s report
J.        Chairman’s report
K.      Committee reports
L.       Resolutions
M.   Old/Unfinished business.
N.     New business.
O.     Public Comment
P.      Adjournment

Section 2.        All meetings and RMTACommission business shall be conducted in accordance with Robert’s Rules of Order, latest edition unless a Robert’s Rule is inconsistent with these By-Laws or any specific rules of order the RMTA Commission may adopt

Article XII – wrap up and dissolution of RMTACommission


Section 1.      The following criteria would determine when the RMTACommission’s work is complete:
A.      The RMTACommission votes “no” on the recommendation to go to referendum vote
B.      The RMTACommission votes “yes” on the recommendation to go to referendum vote, but the referendum is not passed
C.      The RMTACommission votes “yes” on the recommendation to go to referendum vote and the referendum is passed. RMTACommission can remain intact to assist in the creation of the transition/consolidation team, if deemed necessary, in which case RMTACommission’s work would be considered complete after transition.
Section 2.      Upon completion, the RMTACommission will:
A.      Hold a final meeting to summarize work, determine use of remaining funds and next steps, if any.
B.      Rescind the Tax ID and exempt status (if applicable) from the State of New Jersey
C.      Close bank accounts
D.     Decommission  Commissioners



Article XIV – amendments


Section 1.        These By-Laws may be amended at any general meeting of the RMTACommission by a two-thirds vote of the Commissioners present, provided the Commissioners have been given written notice of the proposed amendments not less than two weeks prior to its presentation for adoption.

Article XV – ADOPTION


Originally prepared by:

By-Laws Committee – Nancy Absalon, Laurel Whitney, Gene Paradiso,
We, the undersigned, represent the Commissioners, and we consent to, and hereby do, adopt the foregoing Bylaws, as the Bylaws of the Roxbury and Mount Arlington Study Commission.
ADOPTED AND APPROVED by the Commissioners on this ____ day of _________, 20__.

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Craig Heard-Chair

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ATTEST: Christopher Rogers- Secretary