20160713 - Village Council Work Session Minutes

A REGULAR WORK SESSION OF THE VILLAGE COUNCIL OF THE VILLAGE OF RIDGEWOOD HELD IN THE SYDNEY V. STOLDT, JR. COURT ROOM OF THE RIDGEWOOD VILLAGE HALL, 131 NORTH MAPLE AVENUE, RIDGEWOOD, NEW JERSEY ON JULY 13, 2016 AT 7:30 P.M.

1. CALL TO ORDER – OPEN PUBLIC MEETINGS ACT – ROLL CALL – FLAG SALUTE

Mayor Knudsen called the meeting to order at 7:30 P.M. and read the Statement of Compliance with the Open Public Meetings Act. At roll call, the following were present:  Councilmembers Hache, Sedon, Voigt, Walsh and Mayor Knudsen.  Also present were Roberta Sonenfeld, Village Manager; Heather Mailander, Village Clerk; and Matthew Rogers, Village Attorney. 

Mayor Knudsen led those in attendance in the Pledge of Allegiance to the flag and asked for a moment of silence in honor of the American men and women serving in our Armed Forces, as well as those serving as first responders.

1. COMMENTS FROM THE PUBLIC

Mayor Knudsen asked if there were any comments or questions from the public. Leonard Eisen, 762 Upper Boulevard, welcomed the new Village Council and advised them not to worry about comments that others will be making. 

Dana Glazer, 61 Clinton Avenue, also welcomed the new Village Council and added that he is happy to have them on board.

Kathleen DeSili, a resident of Glen Rock, spoke about the proposed acquisition of a strip of land on Prospect Street in Glen Rock, next to the Village’s Water Pollution Control Facility, for a new senior housing development. The acquisition would require a zoning change in Glen Rock, in addition to an application to the Glen Rock Planning Board.  Ms. DeSili stated that Rick Harrison, and his attorney David Rutherford, made a presentation to the Mayor and Council of Glen Rock in January.  She indicated that this proposal is not being favorably received in Glen Rock, especially for those residing on Prospect Street.  During the first reading of the zoning ordinance, which would allow this senior housing development, there was a three to three tie vote.  The Mayor of Glen Rock, who is also a member of the Planning Board, voted in favor of the ordinance to break the tie vote.  The second reading of the ordinance was to be held on July 27th; however, this vote has been put off until September, which demonstrates to the public that there is a reluctance regarding this zoning ordinance on the part of the Glen Rock Council. 

Ms. DeSili stated that neither the Glen Rock Council nor the Planning Board have fully addressed the questions posed by the residents. When residents question traffic patterns they are directed to the traffic studies done by the developer.  Ms. DeSili questioned the high number of incidents of drainage problems on Prospect Street in Glen Rock and was directed to studies done by the developer.  She noted that these studies are not objective.  Ms. DeSili referred to the Municipal Land Use Law (MLUL), which sets out the basic framework associated with establishing and maintaining land use in New Jersey.  The MLUL allows the municipality to pass zoning ordinances, but the authority must be exercised in strict conformance with the MLUL.  Ms. DeSili and her neighbors do not think that the Glen Rock Council is adequately securing the area from flooding.  The Glen Rock Council and Planning Board have failed to address the issue of appropriate population densities and concentrations that will contribute to the well-being of the people, the neighborhood, the community, the region or the preservation of the environment.  Ms. DeSili pointed out that over the next few months, her neighborhood will begin to advocate against this ordinance and the Ridgewood Village Council must know what is going on in Glen Rock.

Joe Connor, another Glen Rock resident, explained that there is a strip of land that must be sold by the Village of Ridgewood to the Borough of Glen Rock in order for the development to go forward. Water is a major issue in this area and the water table will rise as paving goes forward, resulting in havoc in people’s homes.  If Ridgewood sells this piece of land to the developer, they will become embroiled in these problems, which will be yet another issue to be dealt with by the Village of Ridgewood. 

There were no further comments from the public.

Mayor Knudsen thanked Linda McNamara for giving a small gift to each of the Ridgewood Village Councilmembers to wish them the best of luck in the execution of their duties and obligations during the coming year.

3.            MOTION TO SUSPEND THE WORK SESSION AND CONVENE A SPECIAL PUBLIC MEETING

At 7:40 P.M., upon motion by Councilman Sedon, seconded by Councilwoman Walsh and carried by a unanimous voice vote, the Village Council suspended the Work Session.

4.           MOTION TO ADJOURN THE SPECIAL PUBLIC MEETING AND RECONVENE THE WORK SESSION

At 7:44 P.M., upon motion by Councilman Sedon, seconded by Councilwoman Walsh and carried by a unanimous voice vote, the Work Session was reconvened

5.            DISCUSSION

              a.            Parking

1.)           Moving Forward

Councilman Sedon recalled the non-binding referendum relative to a parking deck on Hudson Street in November, which resulted in a two to one majority of residents voting in favor of some sort of parking solution. A binding referendum went forward in June when a two to one majority of residents voted to oppose the proposed parking deck on Hudson Street.  Councilman Sedon stated that going forward, a decision must be made which would include recommendations that could be prioritized and implemented.  He favors a one-way street system downtown, which might include Cottage Place.  He added that angled parking on Chestnut Street, Oak Street and North Walnut Street would increase parking and could be implemented quickly.

Councilman Voigt suggested involving Village residents as well as the Citizens Safety Committee and the Ridgewood Chamber of Commerce in this discussion. Councilman Sedon noted the formation of a Central Business District Advisory Committee, who would also be involved.  Details of this new group will be discussed later this evening.  Other questions for consideration include the type of structure that would accommodate parking and whether it is necessary to hire another parking enforcement officer.

Councilman Hache stated that there are many inexpensive solutions to this problem. Parking must be found for the merchants, because it appears to him that merchants are parking in the on-street parking spaces.  Parking relief is necessary, before construction begins on any type of parking structure, since a hundred parking spaces will be lost as soon as a shovel goes into the ground.  Councilman Hache recommended better parking enforcement and added that a comprehensive parking solution will benefit the business owners, as well as frustrated residents.  This will require cooperation between both merchants and Village officials. 

Councilwoman Walsh warned against vacating the options at the Hudson Street parking lot, because too much money has already been invested. While a comprehensive solution is important, the two Councilmembers on the Planning Board will have to provide some insight as to the multi-family housing applications that have been filed and how they will impact the Central Business District (CBD).  She stated that there is a lot of work to do and the various avenues have to be included in any discussions.

Mayor Knudsen asked if the Village Engineer and Traffic Expert could review the situation and make a determination as to how many spaces would be adequate. Ms. Sonenfeld recalled that Christopher Rutishauser, Village Engineer, did a brief, high lever analysis several years ago.  Regarding one-way streets, Ms. Sonenfeld recommended beginning with a Request for Proposals (RFP) for traffic consultants to consider issues such as traffic flow.  There have been published studies that one-way streets deter shoppers.  Ms. Sonenfeld noted that traffic enforcement has recently been strengthened and Village staff has encouraged CBD workers to park in the Ken Smith lot and the Cottage Place lot.  There are approximately 70 employees parking in the Ken Smith lot; however, the public private partnership with Ken Smith has ended, resulting in the rates being increased from $80 to $100 monthly.  Ms. Sonenfeld stated that she is unsure as to the number of people who will be forced to seek another parking location.  She reported that about 20 to 25 people park at the Cottage Place lot at the moment and attracting people to park at Cottage Place is challenging.  Employees do not want to walk across town, resulting in a lot which appears to be only 40% to 50% full most of the time. 

Councilwoman Walsh asked if Mr. Rutishauser could do a sketch of what angled parking would look like in order to give an overview of the number of parking spots and what happens to the curbing and aprons. He should consider whether there would there be enough parking left in the center of the street for emergency vehicle passage and to avoid collisions.  Ms. Sonenfeld stated that this question was raised relative to East Ridgewood Avenue and the conclusion was that it was impossible to fit angled parking there.   

Christopher Rutishauser, Village Engineer, said that they last looked at angled parking in 2006. Currently, there is angled parking on Chestnut Street between East Ridgewood Avenue and Franklin Avenue; on Oak Street between East Ridgewood Avenue and Franklin Avenue; on South Walnut Street between Dayton Street and East Ridgewood Avenue; and on North Broad Street between East Ridgewood Avenue and Franklin Avenue.  Mr. Rutishauser said that when considering angled parking it is critical to maintain a through way for safe passage of emergency vehicles.  Driveway openings, loading zones and access points must be accommodated.  Mr. Rutishauser said he would look at angled parking again and update his memo from 2006 to the Village Council.  

Ms. Sonenfeld agreed and commented that if the memo indicates that not enough spaces would be generated, there is no point in conducting another study. Mayor Knudsen asked if the direction of the angled parking would be driven by the Prospect Street offset.  Mr. Rutishauser indicated that this was not necessarily the case, but they would have to talk to New Jersey Transit, who could be forced to select a different route for their buses.  Ms. Sonenfeld added that all of the parking meters would have to be moved if angled parking were to be initiated, unless the entire system were changed to a Park Mobile system.  Councilman Sedon said he would be willing to consider a trial period of the angled parking and Park Mobile if there were a significant number of spaces to be gained. 

Mr. Rutishauser said that the angled spaces would have to be designed to accommodate the largest anticipated vehicle. Councilman Hache pointed out that Park Mobile is not parking space dependent.  Mr. Rutishauser said that during the angled parking trial period, the Village could set aside a zone exclusively for Park Mobile and then gauge the yield for that zone.  The yield through Park Mobile could be compared to what the Village currently takes in, using the old style parking meters. 

Councilman Voigt said that this is an opportunity to look at the pricing. He suggested making parking more expensive if it is close to the train station, and if people want to pay less, they can park further away from the train station.  This plan could also be used to generate additional income in the form of extended hours and differential parking pricing closer to restaurants.  Ms. Sonenfeld stated that the thinking has been that there would be a price differential between parking lots and on-street parking.  Councilman Voigt reiterated that parking should be more expensive in a parking structure constructed close to the train station.  Ms. Sonenfeld pointed out that the Walker Study contained a lot of evidence relative to pricing, which should be reviewed.

Mayor Knudsen said that this is a great start and Ms. Sonenfeld and Mr. Rutishauser indicated that they will add to this information. Councilman Sedon questioned what the next move would be relative to Hudson Street.  Councilman Voigt favored looking at a smaller version of the parking garage discussed by the previous administration, and he stressed the fact that the current parking deck information should not be wasted.  Ms. Sonenfeld referred to the estimate from Desman Associates/Ken Schier to redo the plan and said that the Village Council needs to decide if they want to move forward with a plan for a scaled down version of the deck.  The estimate to redo the plan is in the area of $80,000 to $90,000. She recommended a financial feasibility study for a smaller deck which would include revenues that a smaller deck would generate.  They need to understand how much of the direct cost the deck revenue would cover.  She recalled that the larger decks almost offset themselves in expenses and as the deck decreases in size, less revenue is generated due to fewer parking spaces, making it more difficult to offset costs.    

Councilman Voigt reiterated that this is where differential pricing could come in. Ms. Sonenfeld confirmed to Councilwoman Walsh that the Village owns the designs and Councilwoman Walsh said that the Village could take the designs to someone else for their input.  Ms. Sonenfeld reported that parking will be coming to an end shortly at the Brogan lot, due to the impending development on that lot.  Mayor Knudsen stated that the completeness review for this site plan application for this development has recently concluded in front of the Planning Board. 

                b.            Policy

1.)           Construction Board of Appeals

Thomas Yotka, Director of the Building Department, is asking the Village Council to consider dissolution of the local Construction Board of Appeals. He explained that the Construction Board of Appeals is a local body used to adjudicate matters filed by applicants, who think they have been treated unfairly either in the application process or the enforcement process through decisions made by the Building or Fire Code Officials.  Mr. Yotka stated that during his time with the Village, there have only been two cases filed and the terms of the current members have expired.  He stated that it is difficult to find ten people who meet the qualifications and who can meet on an as needed basis.  At the County level, this body has a set schedule and meets every second Thursday of the month.  In addition, the application fees for an appeal in front of the County Board of Appeals are less than the fee charged in Ridgewood.  The County Board of Appeals has a forty to sixty-day backlog, depending on the case.  Mr. Yotka suggested that the Construction Board of Appeals be dissolved because it does not seem effective, it is difficult to find members, and there is more structure on the County level.

Ms. Sonenfeld pointed out that out of the seventy municipalities in Bergen County; only four have their own Construction Board of Appeals. Mr. Yotka added that one of the remaining four municipalities is hoping to dissolve their Board because they face the similar challenges he explained earlier.  Upon questioning, Ms. Sonenfeld said that nothing is budgeted for this entity and all expenses are borne by the applicant.  The Village charges $150 to hear an appeal and there is a $50 charge to hear an appeal on the County level.  Ms. Sonenfeld pointed out that this is a good example of the County providing a shared service for 66 municipalities at no charge.

Mayor Knudsen asked for a description of the types of issues that are heard and resolved by the Construction Board of Appeals. Mr. Yotka stated that in October 2014, there was a deadlock relative to a situation where the wishes of the applicant were at odds with fire code requirements.  The Board considered the application and came up with a reasonable solution.  The reason there are so few cases is that his department spends a lot of time trying to find reasonable solutions to code related issues that all parties can agree on.  Mr. Yotka stressed that this is quite different from zoning issues that need to be resolved.  He added that any penalties issued by the Building or Zoning Official can be adjudicated by the Construction Board of Appeals.  Mayor Knudsen questioned why the Village Manager must appoint Board Members and Mr. Yotka said that this is the way the ordinance is written.

2.)           Proposed Encroachment Agreement

Ms. Sonenfeld stated that this agreement pertains to the gooseneck light fixtures proposed to be installed at the new restaurant, Steel Wheel Tavern, on Broad Street (the former Smith Brothers Restaurant). The encroachment into the right-of-way is minimal and the Engineering Department is recommending approval by the Village Council.  Mayor Knudsen noted that the Steel Wheel Tavern came before the Historic Preservation Commission (HPC) and the Planning Board and received the necessary approvals.

3.)           Waiver of Regulations for A Frame Signs in the Central Business District

Ms. Sonenfeld recalled that several businesses in the Village appeared at a prior meeting and asked that the Village waive the prohibition on A frame signs. The Village agreed to waive this prohibition until December 2016, and added requirements for insurance, safety and that businesses must register the fact that they have an A frame sign with the Village.  The resolution was completed in a week and the Village Council indicated that future changes might be needed.  Ms. Sonenfeld stated that compliance with the new ordinance has been spotty and there have only been eight requests to allow A frame signs.  The Zoning Official has been giving out applications to those who are in violation of the ordinance and information has been sent to the Ridgewood Guild and the Chamber of Commerce. 

Ms. Sonenfeld has reviewed the resolution and concluded that the Village’s enforcement ability wasn’t clearly stated. The proposed revisions provide enforcement ability, and the width requirement of 24 inches was increased to 30 inches.  Mayor Knudsen said she was confused relative to the width of the sign and Christopher Rutishauser, Village Engineer, explained that the side width requirement or base spread was increased from 24 inches to 36 inches.  Mayor Knudsen again questioned the sign width and Mr. Rutishauser stated he will review and clarify this point.  Ms. Sonenfeld said there was nothing about the sign width because the thinking was that after the pilot program, they would re-visit the ordinance and do the exact calculations.  Mayor Knudsen stated that 24 inches would be a sufficient size for an advertisement.  Mr. Rutishauser noted that there are standard A frame signs that are purchased by businesses. 

Councilman Sedon stated that it is important to find out the standard width of the A frame sign so that a specific size could be added to the resolution. Mr. Rutishauser explained that the signs must be heavy enough so that they don’t become airborne, which would be a safety hazard.  He added that a Certificate of Insurance is also necessary, in order to indemnify the Village.  Ms. Sonenfeld reviewed, stating that the amended resolution will include language on enforcement by the Village and a requirement to make the signs potentially more stable.  Village staff will research and include language on the standard size of the A frame signs.

4.)           Regulations for Political and Issue-Related Signs

Ms. Sonenfeld stated that Ms. Mailander, Village Clerk, has prepared a draft ordinance, which would only allow political and issue related signs to be located on private property. Councilman Sedon said that this ordinance should be simple to amend because campaign signs cannot be affixed to public property or public utility poles.  The new language includes a prohibition of the placement of signs in planters, tree wells and in the right-of-way.  Mr. Rogers pointed out that the regulations must apply to all signs, including temporary signs.   

Councilwoman Walsh questioned the signs at Memorial Park at Van Neste Square. Mr. Rogers said that Memorial Park at Van Neste Square seems to have become a public forum area for events and holiday displays.  Some restrictions specific to public forum locations are needed to meet constitutional guidelines and Memorial Park at Van Neste Square has been used for numerous public purposes over the years.  Mr. Rogers stated that this ordinance will be rewritten for next week’s meeting and he suggested reviewing it in Closed Session because there are a lot of things to consider, such as time limitations. 

5.)           Discussion of Ordinance 3066

Mayor Knudsen had provided the original ordinance as well as a draft copy of the amended ordinance and the final version of the ordinance. Also included are the escrow fund distribution accounts.  She explained that the Village is trying to retain jurisdiction over the Master Plan.  An applicant, whether before the Planning Board or the Village Council, needs to understand that they do not need to move forward with the process and that options are available.  Mayor Knudsen said that this is a new document and she asked the Village Council if it is time to repeal Ordinance 3066 and revisit the issue.  She added that an escrow fund must always exist when an applicant goes before the Planning Board or the Zoning Board of Adjustment.

Councilman Voigt asked how the applicant’s right to due process is affected if the Planning or Zoning Board decides not to hear an application. Mr. Rogers stated that the amendment to Ordinance 3066 would provide an opportunity for a review, with a decision as to whether or not the application would be considered, prior to acceptance of the application.  There would be a due process; however, this is an effort to give the Planning Board more authority relative to taking on these proposals or applications. 

Mayor Knudsen reviewed several points in the ordinance. The entire review of the application process has been struck from the original ordinance and has been rewritten, meaning that this is essentially a new document.  Mr. Rogers explained that normally, fees are collected for an escrow fund when the review process begins.  Any charges incurred by Village professionals on behalf of the Planning Board are credited against the escrow fund and when the escrow funds near depletion, additional monies will be requested from an applicant. 

Mayor Knudsen stated that even though money has been taken in to facilitate this process, many of these applications end up in litigation on both sides. The Village has been sued by both residents and applicants and the Village Council needs to determine whether or not this is a problem.  Councilman Voigt said that the option to sue remains even if the Planning Board decides not to move forward.  Councilman Sedon stated that he would support the repeal of Ordinance 3066 since there is still due process, which means that an appeal is still an option if the Planning Board decides not to hear an applicant.  Upon questioning, Mr. Rogers confirmed that the same general appeal process remains intact.  This new effort attempts to resolve concerns about the process and procedures because this ordinance received a lot of negative reaction.  He indicated that this is a result of the most recent Valley Hospital application that was before the Planning Board and the Village Council.  At that time, Valley Hospital had to pay for a review of the Village Master Plan by experts and this ordinance would maintain these same requirements. 

There was some discussion of the process. It was agreed that ordinance 3066 would be appealed at the next Village Council Public Meeting and a draft replacement ordinance would be on an upcoming meeting agenda in August or September.  Mr. Rogers pointed out that as specified in the Faulkner Act any ordinances adopted by the Village Council do not take effect until twenty days after adoption. 

6.)           Central Business District Advisory Committee

Councilman Hache stated that it is difficult to have a meaningful discussion on a comprehensive parking solution without involving the Central Business District (CBD). It is widely believed that the Ridgewood CBD doesn’t function as well as it should.  There is less vibrancy and less foot traffic, which can be attributed to insufficient parking, a poor mix of businesses, traffic and safety concerns and the decline of the traditional brick and mortar retailers.  Councilman Hache stated that many towns in New Jersey have created Business Improvement Districts to address these concerns.  The Village Council considered the formation of this type of district; however, it would require the creation of a separate district management corporation involving the hiring of an Executive Director to implement the program.  Councilman Hache feels this is unnecessary because there have been numerous studies conducted and everyone is aware that the parking issue is not a new problem.  For this reason, he is proposing the creation of a Central Business District Advisory Committee, which would advise the Village Council on formulating the implementation of various initiatives to improve the vibrancy of the downtown.  This committee would have to consider the implementation of a comprehensive parking solution, in addition to the enhancement of the CBD, through management of the appearance of the CBD in addition to marketing strategies.   

Councilman Hache stated that this effort will require a cross section of three downtown business or property owners; five residents to be appointed by the Village Council; a Village Council liaison; a representative from the Chamber of Commerce; and a representative from the Ridgewood Guild. He recommended that the Police Chief, Village Engineer and a member of the Citizens Safety Advisory Committee also be included on an advisory level.  He reiterated that the first item to be tackled by this committee would be a viable solution to the parking problem.  Councilman Hache said that this new committee will need to encourage a wider variety of stores and more family oriented events to increase foot traffic. He added that common sense makes you realize that the more attractive the shops become, the more of a destination Ridgewood will become.  

In order to fund this initiative, Councilman Hache recommended consideration of an assessment on commercial properties or an appropriation from the municipal budget. He stressed building on the work that has already been done, in addition to the vision of a strong committee that will reflect a combination of what the residents and the Village business owners want, for the future of the Village. 

Councilman Voigt strongly agreed with Councilman Hache’s suggestions and stressed the importance of implementing any plan that is developed. He recommended including a member of the Planning Board and a member of the Financial Advisory Committee to review anticipated parking revenues; however, he recognized that any committee must be the appropriate size in order to be effective. 

Councilman Sedon suggested coming up with a definite make up and structure of the committee this evening, which could be followed by a resolution at next week’s meeting. This would allow for an immediate formation of a committee that could take effect in August.  Councilman Voigt said that there may be some grants available to pay for the Committee such as the Brownfield Grant in the amount of $12,000.  The deadline for that grant application is August 10^th.  Councilman Hache agreed and stated that the key is to concentrate on a particular project.

Councilman Sedon recalled that he looked into the possibility of creating a Business Improvement District, which could be funded three ways. These methods include an assessment on commercial properties, appropriations from the general fund and grants.  He said a committee could look at the availability of grants, which would be a good way to tie together and keep communication going between the Chamber of Commerce, the Ridgewood Guild, downtown businesses and the Ridgewood Village Council. 

Councilwoman Walsh stated that a mission statement would be important so that there is no competition between the goals of the Central Business District Advisory Committee and what the Ridgewood Guild and Chamber of Commerce are trying to accomplish. Councilman Hache said that his discussions have always stressed the importance of working together and integrating what has been successful in the past, while taking a critical look at what is lacking.  He referred to a recent article in the Bergen Record about Englewood, which is experiencing many of the same problems in their downtown area as Ridgewood.  Englewood is looking at retailers who have web based businesses but can still have traditional and physical locations and subsidies for the addition of welcoming lighting in the business district, so that people feel safe when in the CBD, among other things.  The Ridgewood Guild and the Chamber of Commerce have the expertise that the Village can use to build on, and they need to assemble the right group of people to advance positive ideas.

Tony Damiano, 274 South Broad Street, President of the Ridgewood Guild, said that the goal of the Guild is a vibrant and attractive downtown. The mission of the Ridgewood Guild is similar to that of the Ridgewood Chamber of Commerce; however, the Chamber does not allow residents to join.  Mr. Damiano commented that the downtown is complex and he anticipates joining the Central Business District Advisory Committee; however, it will be challenging to find the time.  He noted that the Ridgewood Guild has attracted approximately 250 members and has successfully created the Film Festival and the Jazz Festival.  Mr. Damiano is also a member of the Historic Preservation Commission (HPC).  He said that this committee is very much needed but whether or he joins will depend on the makeup of the Committee.  

Mayor Knudsen stated that this committee must be created by resolution, which should include the mission statement developed by Councilman Hache. She suggested creating the committee as it is defined in the draft document, without identifying the members in order to move things along quickly.  It would be noted in the resolution that one of the five members is required to be a member of Citizens Safety Advisory Committee (CSAC).  Mayor Knudsen added that amendments could be made as needed. 

Councilman Voigt said that parking needs to be front and center with this committee and Councilman Hache indicated that this would be a top priority. Councilman Sedon envisions this committee initially to be an improvement committee and any event planning should be left to the Ridgewood Chamber of Commerce and the Ridgewood Guild.  Mayor Knudsen said that she sees this as a great opportunity.  

                c.             Budget

Mr. Rogers announced that Mayor Knudsen had approached him concerning her ability to vote on certain budget items given her interest in the Police and Fire Departments. Mr. Rogers stated there is no conflict of interest for Mayor Knudsen to vote on these budget items.  

1.)           Purchase of Bullet-Proof Vests

Ms. Sonenfeld stated that this concerns the purchase of six Point Blank Level 3A bullet-proof vests to be funded by grants.

2.)           Purchase of Portable Radios

Ms. Sonenfeld indicated that this item was part of the budget. This is under a State contract and the radios will serve in a back-up capacity.   

3.)           Purchase of Police Vehicles and Various Equipment

Ms. Sonenfeld stated that these purchases are part of the continued upgrade of the police fleet. Four SUVs are to be purchased, which are two less than what had been requested by the Police Department during budget talks.  Councilman Voigt questioned the cost to outfit Car 16 and Ms. Sonenfeld explained that this car is going to the Parking Enforcement Division.  Most of the equipment that the police use will be removed from that vehicle.  There are no additional costs involved.  Councilman Voigt noted a discrepancy between dollar amounts.  Ms. Sonenfeld explained that the cost of the base cars is $155,000, with $213,000 being the cost of the cars completely outfitted, which was included in the capital budget. 

Councilwoman Walsh asked why police vehicles are exclusively SUVs. Police Chief Jacqueline Luthcke stated that SUVs last longer and most agencies are making this transition because they can carry and secure improved equipment.  Councilwoman Walsh asked for a grid of the police fleet, which would include the lifespan of the vehicles.  Ms. Sonenfeld will provide that information.  She added that it is a requirement to have the sedans paid for through the operating budget, but the SUVs can be put into the capital budget, which means that from a cost perspective, the SUVs are better.

4.)           Purchase of Fire Department Vehicle

Ms. Sonenfeld stated that this is the purchase of a 2016 Chevrolet Tahoe, which was included in the capital budget. This will replace a 1998 Chevrolet Tahoe at a cost of $44,900.  The Fire Chief’s 2010 vehicle will be passed on to the Fire Inspectors and the 1998 vehicle will be auctioned off.  Councilman Voigt asked why the Village was using such an old vehicle.  Ms. Sonenfeld explained that they are trying to rejuvenate the entire fleet and the hope is for a three year turn-over of vehicles that could be sold back.  She indicated that it would be a good idea to have a formal policy, which could be put into place once the fleet is functioning under the installation of a new DPW person. 

5.)           Purchase of Telephone System Upgrades

Ms. Sonenfeld said that this resolution would upgrade voice mail and customer service software. They are using outdated, non-supportable software and if the system goes down it will be extremely difficult, if not impossible, to get the system up and running again.  Funding for these upgrades is included in the budget and is under State contract. 

6.)           Award Contract - Telephone System Maintenance and Emergency Troubleshooting Service

Ms. Sonenfeld stated that this resolution to Extel covers the maintenance and emergency trouble shooting services. This is the second year in a row that Extel is being used and they are being used on an as-needed basis.  She noted that last year $1,870 was spent for this service.

7.)           Award Contract – Property Maintenance Services

Ms. Sonenfeld explained that this is a resolution rejecting all bids received for property maintenance services. This contract will have to be re-bid.

8.)           Award Contract – Snow Plowing Services

Ms. Sonenfeld stated that this is the annual contract for snow plowing services from November through May. She is recommending that the contract be awarded to the lowest bidder, Conquest, who has been used for the past six years.  Councilman Voigt asked if it would be feasible to have contractors bid on a per job basis rather than using an hourly rate.  Mayor Knudsen said that this is difficult because no one can predict the amount of snow that will fall in each individual snow storm. 

Christopher Rutishauser, Village Engineer, stated that snow varies in intensity and moisture content from snowfall to snowfall. During longer, intense storms, trucks can experience break downs and the Village must have the ability to call the contractor and add another truck.  He explained that the Assistant Engineer supervises the contract for snow plowing and drives around to ensure that everyone is plowing. 

9.)           Award Contract - Out of Service Well Rehabilitation Study

Ms. Sonenfeld stated that this is a recommendation to award professional engineering services to Well Green Rehabilitation Study who is the lowest bidder. This study will evaluate eight wells that are currently out of service in order to determine what rehabilitation is needed.  The goal is to increase the capacity of the system.  Richard Calbi, Director of Ridgewood Water, explained that these eight wells account for over three million gallons of water per day of water that is not getting into the system.  This is a critical project, which will determine the feasibility of these wells.  If the wells cannot be repaired, the Water Department must use this opportunity to drill new wells somewhere else to replace this lost water supply.  These wells have been out of service for decades due to mechanical and contaminant issues.  This study will consist of a feasibility analysis to determine the options, costs and benefits.  Three of the eight wells are currently under administrative order with the United States Environmental Protection Agency (USEPA) and the others have been inactive for some time.  Upon questioning concerning the amount of inactive wells, Mr. Calbi said that forty-seven out of fifty-five wells are active. 

10.)        Award Contract – Professional Services – Hydrogeologic Consulting Service for Capital Improvement Program

Ms. Sonenfeld reported that this is an award for services to Leggette, Brashears and Graham, for hydrogeologic consulting services. Mr. Calbi stated that this is the ground work that is necessary to determine the location of new ground wells, as well as rehabilitation work that needs to be done to existing wells.  In some cases, mineral deposits can be cleared out from the wells to bring back the former water yield.  This expert will be able to provide an accurate determination of what is salvageable. 

Councilman Voigt asked if there was a risk of any of the other wells going down. Mr. Calbi said that every summer the wells are run at full capacity and something is bound to go wrong.  There could be a mechanical problem or a fault in the well and they need to be proactive rather than reactive.  Ms. Sonenfeld stated that during budget discussions, a large spotlight was put on the Water Department because for many years the water infrastructure has not been adequately financed and funded.  A four to five-year capital plan of $40 million is the result.      

11.)        Final Additional Award – Emergency & Routine Servicing and Repair of Electric Source

Mr. Calbi explained that Roberge Electric Company performed emergency electrical repairs at several facilities when electrical service went down and the pumps were not functioning. This contract has been exceeded and has closed.  This service was rebid and in August, there will be a resolution to approve a new contract for the same service.

Councilman Voigt asked what they need to be doing in order to anticipate these outages and problems. Mr. Calbi said that better planning is needed to get ahead of things.  Many facilities have only one pump and backups are needed.  Councilman Voigt questioned whether or not Mr. Calbi could recognize which pumps are more at risk than others.  Mr. Calbi replied that they have a ten-year capital plan that goes into more detail and each of the facilities is inventoried.  The maintenance program is good, but the staff cannot get to every location all the time and this is why they rely on an outside electrician and other specialists.  The Water Department is working on a design to install back up power in twelve locations, but these are big undertakings that can take weeks or months. 

Ms. Sonenfeld explained that the concept of getting ahead of things not only includes infrastructure, but includes issues with the United States Environmental Protection Agency (USEPA) and the New Jersey Department of Environmental Protection (NJDEP) as well. After meeting with government agencies in Trenton, the Village learned that they have been reactive, as opposed to thinking in a forward manner.  The capital plan goes a long way and progress is being made.  Mr. Calbi indicated that the Village is being pressed by those both on the State and Federal level.  Communication is key, and he feels that a level of trust has developed which did not exist previously, and as a result, the fines from these agencies have ceased for now.  Mr. Calbi pointed to Consumer Confidence reports that went out to consumers in all four towns and several consumer forums which will be held where the report will be reviewed and questions will be answered.  He noted that there was a well that had been shut down for a month but it has been re-tested and is back online.   

13.)        Bid Rejection – Ortho Polly Phosphate

Ms. Sonenfeld said that this is a rejection of a bid for a chemical that is added to water for corrosion control. Mr. Calbi said that this chemical prevents the buildup of lead as well as leeching from the service lines and piping in residential homes.  When this item was first bid there was no response.  The second bid drew two responses, but those bids were incomplete and a contract could not be negotiated.  The Village could specify exact requirements to the two bidders, who could enter into negotiations with the Village.  If not, the Village will have to find another vendor who could meet the requirements of this bid.

The Village Council decided to deviate from the agenda and further discuss Ridgewood Water under Operations.

                d.            Operations

1.)           Ridgewood Water

Councilwoman Walsh recalled that during the campaign for Village Council, there had been a discussion as to whether it would make sense to sell the Ridgewood Water Department. At that time, she was the only candidate supporting this idea due to the fact that she was aware of the cost to operate this utility since she had been a Councilperson previously.  She pointed out that tonight alone, the Village Council has approved the amount of $471,000 for the Water Utility and the Village is also involved in a lawsuit with neighboring municipalities.  Councilwoman Walsh said that it would be prudent to act as a Board of Directors when dealing with Ridgewood Water items and whenever there are Ridgewood Water items on the agenda for discussion, she proposed having them listed on a special agenda, which can be sent to the other municipalities.  Councilwoman Walsh stated that the other towns are probably not aware when the Village decides to spend nearly half a million dollars on Ridgewood Water items, as they have done this evening.  She thought that the sharing of this information might promote kinship between the communities. 

Ms. Sonenfeld said that she and Mr. Calbi agree that the relationship between the Ridgewood Water Department and the three other municipalities is not the best and they are attempting to strengthen these relationships and make them more transparent. Quarterly meetings have been established and Ridgewood will be using conservation as the approach for the meetings.  They will present details on capital and expense budgets until the litigation comes to an end.  Ms. Sonenfeld stated that Mr. Calbi has spent a lot of time with Midland Park, Wyckoff and Glen Rock over the past year and all four municipalities will be meeting relative to the forums at the end of July or the beginning of August. 

Councilwoman Walsh indicated that she strongly supports this concept and said it needs to begin immediately. Councilman Voigt asked for clarification of the reasoning behind this decision.  Councilwoman Walsh explained that they need to ensure that the rate payers are clear relative to the business operations of Ridgewood Water.  The other towns will receive a separate agenda from the Board of Directors of Ridgewood Water, which means that they won’t have to attend Council meetings or read through meeting minutes.  She explained that the Village Council would suspend their Work Session and go into a separate meeting for the Board of Directors for Ridgewood Water, which is similar to the way a special meeting is handled.  The meeting would take place separately, but be a part of the regular Village Council meeting.  Mr. Rogers thought that a meeting of the Board of Directors of Ridgewood Water could be separated by a special meeting announcement.  He suggested that the agenda be forwarded to the administrators in the other three communities.  Mayor Knudsen was happy to see that this new format would help to streamline the agenda for the Village Council.

2.)           Shared Services – Interconnection Agreement with Borough of Hawthorne Water Department

Ms. Sonenfeld explained that this is a Shared Services Agreement for bulk purchases of water from the Hawthorne Water Department, which is being sent to the Hawthorne Mayor and Council for their approval. Mr. Calbi explained that Ridgewood is buying more and more water from Hawthorne during the summer due to increased demand.  He pointed out that in 2014, Ridgewood purchased 24 million gallons of water; and in 2015, 72 million gallons of water were purchased.  Formalized agreements must be in place or the purchase will not be recognized by the NJDEP.  This agreement officially adds Hawthorne Water to the Ridgewood Water system. 

Councilman Voigt asked why Hawthorne had a surplus supply of water. Mr. Calbi explained that this hasn’t always been the case; however, because a lot of industry has moved out of Hawthorne the municipality is suddenly experiencing a surplus.  Ridgewood is paying a bulk rate, which is less than Hawthorne charges their retail customers because Ridgewood buys so much water.  He noted that there is a limit on how much water Hawthorne can sell to Ridgewood, which is the reason for continued water restrictions.  The infrastructure also limits the amount of water that can be transferred as well as capacity limitations imposed by the NJDEP.  Councilman Voigt asked about buying additional water from United Water (now named Suez Water) in Oradell.  Mr. Calbi said that Suez Water is under the same limitations as Hawthorne, including infrastructure restrictions and large demand.  He said that the Passaic Valley Water Commission is another option, but this would involve feasibility studies and other expenses.  

                c.             Budget

11.)        Award Contract – Professional Services – Study for Installing Ultra Violet at Water Pollution Control Facility

Christopher Rutishauser, Village Engineer, explained that part of the RFP for the Sustainable Energy Project includes the installation of alpha biotic disinfectant system for the effluent discharged into the Ho-Ho-Kus Brook. The sustainable energy plan called for the installation of the ultra violet system at no expense to the taxpayer.  The system will be rented every year at approximately the same cost as the chemicals used for the disinfectant.  When the job was bid, the partners looked at the plans for the plant, which had been upgraded in 2005 at a cost of approximately $18 million.  When they got on site to begin to design the plans for the ultra violet system, they were confronted by a number of anomalies.  They found that the plant does not operate consistently with the engineered drawings; however, it does operate to meet permit limits due to the skill of the plant staff, including the present and former Superintendent among others.  Mr. Rutishauser asked the Village Council to consider a proposal by NSU, which would install and convert the disinfection system to ultra violet light.  He anticipates that it is only a matter of time before this becomes a requirement and it is already being done in Waldwick.  He would like to be ahead of the curve rather than being in receipt of an order from the NJDEP that will cost an unanticipated amount of money.  This change over process will take several years to complete.  Mr. Rutishauser is concerned because the plant operating permit was renewed last July and he has still not received the permit from the NJDEP, which may contain additional treatment and testing requirements.

Councilman Voigt questioned the price of the UV disinfection system. Mr. Rutishauser said that the cost can range between $500,000 and $1 million, but this is an agreement to pay NSU $60,000 annually.  This is the current price of disinfectant chemical.  The system also generates power, which the Village would also purchase to help with the revenue stream.

Councilman Sedon pointed out that the Village wouldn’t have to handle chemicals or deal with storage issues. Mr. Rutishauser agreed and stated that chlorine is an extremely hazardous substance.  This new substance is a bleach compound, which is safe; however, it is caustic and does burn if spilled onto the skin.  The intent is to kill viruses, bacteria and pathogens to meet the discharge limits.  

14.)        Refund of Excess Application Fees

Ms. Sonenfeld said that this is a resolution to refund excess application fees relative to escrow funds, which was discussed earlier this evening.

15.)        Release of Bond

Ms. Sonenfeld said that this pertains to the release of a bond for Clear Wireless.

16.)        2015 Annual Audit and Corrective Action Plan

Robert Rooney, Village CFO, described the last several years of the annual audit. He stated that the 2013 audit was not received until December of 2014, which meant that the required recommendations could not be addressed, and additionally the recommendations that were made were substandard.  In early 2015, the Village decided to put out a bid for a new auditor and subsequently a contract was awarded to Nisivoccia, the current auditors.  Nisivoccia was asked to conduct an audit for both 2014 and 2015.  The audit for 2014 was scheduled to begin in May 2014, and during the planning phase a course of action was requested.  Mr. Rooney and Ms. Sonenfeld asked that the auditors look at everything clearly and in depth because they both felt that over the last few years nothing substantive had been found that would assist in internal controls.  The auditor identified that the Village was missing fixed assets, meaning that the Village was not accounting for transactions that occurred over the past three years.  They offered a qualifying opinion, which was not looked at favorably by rating agencies.

Mr. Rooney said he would address and resolve the qualification issue and he successfully presented the transactions that occurred in addition to the documentation required. This alleviated the qualifications; however, eighteen recommendations remained for the 2014 audit.  These recommendations were not identified until September of 2015, which did not give enough time for the implementation of these recommendations or corrective actions.  Based upon the findings, Mr. Rooney asked Bud Jones, of Nisivoccia, to evaluate several Village Departments in order to fine tune some initial findings.  Mr. Jones looked at the Building Department, the Fleet Department and Parking and came up with further recommendations for improvements that are currently being implemented. 

Mr. Rooney announced that for the first time in recent memory, the audit was filed on time this year. He has assembled a Corrective Action Plan, which must be approved by the Village Council at the next meeting.  He also provided a resolution asking that each Councilmember attest to the fact that they have read the comments and recommendations of the 2015 Audit, in accordance with State law. 

Councilman Sedon noted that the number of recommendations have decreased from eighteen to seven, some of which were previously held over. He asked if the Village would be in conformance after these seven comments have been resolved.  Mr. Rooney stated that to receive no comments on an audit is quite rare and would indicate that someone doing the audit is not doing their job.  There should be a focus on the larger problems which could affect internal controls such as lack of segregation of duties in a department, or cash that is not being deposited in a timely fashion.  Mr. Rooney said he anticipates reducing the number of items to less than seven next year.  

Ms. Sonenfeld described some of the outstanding issues including the fact that the Building Dept. takes in money; the Fleet Department was having issues with their ordering methods and parking was still being affected by the quarter theft issue. They continue to evaluate these issues with the help of the auditors.

Councilman Voigt noted the outstanding delinquent taxes of over $8 million during the past ten years, and he asked why a collection agency isn’t used to successfully collect this money. Mr. Rooney explained that, according to State law, when taxes are delinquent, a lien can be put on the property with interest, which will force payment.  If the lien is not satisfied, the property can go into foreclosure, followed by a sale.  Ridgewood has over a 99% collection rate, which is among the highest in the State, and uncollected taxes are anticipated and exceeded in the subsequent year’s budget.  Selling to third parties would be something to consider if these rates were not attained, but at the moment he is very satisfied with the collection rate.  Ms. Sonenfeld explained that the $8 million is not cumulative and these delinquent taxes are collected the following year. 

Ms. Sonenfeld echoed Mr. Rooney’s satisfaction with the auditors and she recognized the contributions of the Financial Advisory Committee (FAC) who helped to complete the extra audits.

17.)        Quarterly Financial Review

Mr. Rooney spoke about the overall budget and revenue stream in the Water Department, which is approximately 45% of what was anticipated. Rates are at 44% because the summer bills have the largest impact. Mr. Rooney commented that there are no issues that need to be addressed.  Expenditures are 51% of budget and salaries and wages are expected to be slightly higher than 50% due to the fact that there are 27 pay periods this year. 

Mr. Rooney stated that parking revenues are 49% of what was anticipated, which is consistent with last year and includes Park Mobile. Salaries, wages and other expenses are satisfactory at 52%. 

Mr. Rooney reviewed each line item on the general fund and identified areas which seemed to be problematic at less than 50%. Most problem areas are due to billings done in June or July that cannot be recognized until the money is received.  He noted that State aid won’t be appropriated until the State budget is approved.  Mr. Rooney concluded that the Village is where it is expected to be financially.

Mr. Rooney referred to appropriations and stated that salary ranges greater than 50% are most likely a result of the number of pay periods.  He identified a few areas of risk including legal fees because of Valley Hospital litigation, which is unknown and he pointed out that the Village Attorney and Planning Board cost at greater than 50%.  These items may require transfers in November from accounts containing excess funds and they will have to assess how to fund further litigation if necessary. 

Ms. Sonenfeld said that the line item for legal costs shows that $269,000 was budgeted and $180,000 has already been spent. This consists of general and labor costs.  The labor side is under budget with the general running quite high.  The reason the two numbers do not add up to $269,000 is because the budget number is a net number and there are credits to that number, which are being directed to other places. 

Mr. Rooney spoke about overtime in the Police Department and the costs related to the County jail. He explained that a new Bail Reform law requires that officers process paperwork prior to the release or transfer of an inmate to the County.  In some situations, additional officers have to be brought in so that they can complete the required paperwork.  Village staff is trying to determine the impact of this State requirement, which appears to be an unfunded, mandated cost and they may ask for guidance from the New Jersey State League of Municipalities as to whether this practice should be continued or whether this should be reassessed, based on the cost to the municipality.  Mr. Rooney noted also that no one had any idea as to the impact on the budget of on-going labor negotiations.  He said that police overtime is monitored monthly through reports on the classification of overtime and work put in by the police officers.  

Councilman Voigt stated that the overtime budget for the police is $450,000 which is close to being expended. He asked for the revised amount of overtime through the end of the year.  Mr. Rooney replied that overtime had diminished slightly and is now averaging at $16,000 per pay period.  It had been as high as $34,000 per pay period at one time and Ms. Sonenfeld estimated that there would be a $200,000 shortfall for the entire salary line.  She stated that monthly updates would be provided to the Village Council on police overtime

Councilwoman Walsh indicated that she needs to have a better understanding of how the Police Department has been operating. She questioned the overtime budget for last year and Ms. Sonenfeld said it was $500,000.  She suggested a meeting with the Police Chief to gain a better understanding of department workings.  Ms. Sonenfeld explained that the department has been understaffed by five to seven people at any given time.  She mentioned the Closed Session item relative to police negotiations this evening, which will provide more details on staffing. 

Councilman Voigt asked if there was anything else that could be done to mitigate exposure to such high overtime costs. He wondered if officers don’t give enough notice relative to retirement.  Ms. Sonenfeld indicated that retirement dates are not a problem, but last year the department did lose six officers out of the seven who were eligible to retire.  The total number of active officers is thirty-seven and the budget allows for forty-three officers.  Police Chief Luthcke confirmed that seven officers were being hired as of March of 2017, and this will dramatically help with the overtime problem, once they are out of the Police Academy in December 2016. 

Ms. Sonenfeld noted that 92% of the budget for the Planning Board legal fees has been spent on the Valley Hospital issue. She said that budgets were tight this year and during budget discussions the Village Council felt that police overtime and other shortfalls could be covered.  The Village Council decided not to go high on funding for legal issues because of the tax impact and felt that if legal funds were depleted they could bond or go into an emergency spending scenario.  Ms. Sonenfeld remarked that this decision will have to be made soon. 

Mr. Rooney announced that there would be a meeting of all department heads relative to the need to coordinate anticipated spending for the balance of the year. They will have to identify items and the funds needed for these items and any excess items which may have been over budgeted.  There may be things that are not possible in some departments this year and any big ticket items will also be reviewed by Ms. Sonenfeld.  He reiterated that there will be monthly reports made to the Village Council regarding concerns that need to be addressed.  Ms. Sonenfeld added that these meetings will start next week.  

18.)        Bond Counsel RFQ Review

Mr. Rooney stated that he reviewed the criteria and experience of the proposals submitted by four firms with Ms. Sonenfeld and Ms. Mailander. He also checked references for these firms.  Mr. Rooney listed and gave some background on the firms which include McManimon and Scotland who have past experience with the Village, is the largest bond counsel firm in New Jersey for the last ten years, and the partner assigned is a Ridgewood resident; Archer & Greiner, where the partner is from Red Bank, with only four practitioners serving in government practice with one of them located in New Jersey; and Hawkins, Delafield and Wood, who have experience in areas not associated with Ridgewood because they are a national firm, normally serve larger entities; and they also have only four government professionals in the tri-state area.  Mr. Rooney noted that national rating agencies do not look favorably upon changes in bond counsel because a change raises questions and can impact ratings.  He stated that the group considering the bond counsel firms recommends continuing with McManimon and Scotland.  The other recommendation would be to have Village Councilmembers interview members of the firm from both McManimon and Scotland and Archer & Greiner.  Ms. Sonenfeld pointed out that Archer & Greiner does not have a department called Public Finance.  Mr. Rooney has worked with Hawkins, Delafield and Wood in the past and believes that the Village may become lost in a national firm which is not too familiar with the area. 

Councilman Sedon pointed out a significant difference in rates between Hawkins, Delafield and Wood and the other firms. Mr. Rooney said that this is a professional services contract and the rates could be negotiated.  Smaller firms may not have the depth needed to attend meetings.  Ms. Sonenfeld stated that there could be negotiations included in this decision and for that reason it has been listed as a potential Closed Session item.  Mayor Knudsen recommended that this item be discussed further in Closed Session.

19.)        Increase Petty Cash for Central Garage

Ms. Sonenfeld explained that this increase in petty cash covers small, miscellaneous items.

20.)        Costs of Mailing Tax Sale Notice

Ms. Sonenfeld stated that this is a resolution so that they could substitute the mailing of tax sale notices, in lieu of submitting legal notices, which is less expensive.

21.)        Lakeview (not listed on agenda)

Ms. Sonenfeld requested that this item be deferred until after the meeting next Thursday where they will delve into information regarding prices and cost of services. At that time, the Village Council will have the information they need to consider outsourcing the facility at Lakeview.

22.)        Refunding Debt for Ridgecrest

Ms. Sonenfeld recalled that this item was discussed last year when they discussed Ridgecrest. She stated that Ridgecrest pays the Village a fee of $25,000 to guarantee their debt.  The Bergen County Utilities Authority is the issuer of the debt and they have indicated that they would like to refund the bonds.  As a result, the Village may have to authorize the sale and extend the guarantee.  She stated that an ordinance would be ready for the next meeting.

6.            REVIEW OF JULY 20, 2016 PUBLIC MEETING AGENDA

In reviewing the July 20, 2016 Public Meeting Agenda, Ms. Mailander stated that they would have the formal swearing-in of Police Chief Jacqueline Luthcke.

Ordinances for introduction include an Ordinance for the Regulation of Political and Issue Related Signs; the Repeal of Ordinance 3066; and Refunding of Bond Ordinance for Ridgecrest.

Resolutions include: Award Contract Under State Contract for: Bullet-Proof Vests, Portable Radios, Four Ford Police Interceptor SUVs, Video Recording Systems, UHF Radios and Computers for Police Vehicles, Chevy Tahoe SUV for the Fire Department, and Telephone System Upgrades; Award of Contract for striping of Police Vehicles; Title 59 Approval and Award of Contract for Telephone System Maintenance and Emergency Troubleshooting Service; Title 59 Approval and Award of Contract for Snow Plowing Services; Award Contract to Sole Source Provider for Radar System for Police Vehicles; Award Professional Services Contract for Engineering Services for Out of Service Well Rehabilitation Study; Award Professional Services Contract for Hydrogeologic Consulting Services for Capital Improvement Program; Award Professional Services Contract for Professional Engineering Services for Design of Ultra Violet Disinfectant System for the Water Pollution Control Facility Effluent; Award Contract for Final Additional Award for Emergency and Routine Servicing and Repair of Electric Source; Reject Bids for the Furnishing and Delivering of Ortho Poly Phosphate; Authorize Shared Services Agreement for Purchase of Bulk Water with Hawthorne; Authorize Refund of Excess Application Fees for 257 East Ridgewood Avenue; Authorize Release of Bond for Clear Wireless, 45 North Broad Street; Accept 2015 Annual Audit and Corrective Action Plan; Increase Petty Cash Fund for Fleet Services; Authorize Tax Collector to Charge for Mailing of Tax Sale Notices; Dissolve Construction Board of Appeals; Authorize Encroachment Agreement for 51 North Broad Street; Revise and Rescind Resolution #16-137; Waiver of Regulations for A Frame Signs; Establish Central Business District Advisory Committee; and Reject Bids for Property Maintenance Services.  

7.            MANAGER’S REPORT

Ms. Sonenfeld reported on the July 4^th celebrations by the numbers, and said that the reviewing stand was reserved six months in advance and trees on the parade route were pruned two weeks ago along with three tree removals.  One week prior to the parade, 7,500 feet of temporary fencing was installed with 940 posts.  Three people installed the grandstand next to the reviewing stand and 315 barricades were used.  Thirty-four police officers were used during the parade and seventy-one officers were utilized for the fireworks.  There were twenty-six emergency services personnel volunteering, who staffed three ambulances; one first responder vehicle; four special operations vehicles and the Fields Communications Unit that handled dispatch.  Outside mutual aid was provided.  During the parade, the ambulance and staff treated six people and two people were transported to Valley Hospital.  There were 182 person hours for the parade event for the emergency services personnel.  Thirty-four emergency services personnel were on hand to staff three ambulances and special operation vehicles, during the fireworks.  At this time, six people were treated, with five being transported to Valley Hospital and a total of 221 person hours were totaled for this event.  Ms. Sonenfeld said that they will have a better idea of the cost of these events in the near future. 

Ms. Sonenfeld referred to the detour on East Glen Avenue, which is a result of work being done on replacement gas pipes by PSE&G. Last Thursday, a notice was sent via email detailing the detour route and six police officers handled the detour of trucks through Waldwick.  The next several weeks will be difficult as a result of the detour and the police are working hard to minimize the negative impacts.  Ms. Sonenfeld stated that the situation will continue to be monitored.  At the end of these two weeks, PSE&G will go to another area of East Glen Avenue, which will cause a smaller detour, followed by a larger detail several weeks later.  Ms. Sonenfeld and the Village Engineer will review progress with PSE&G in the hopes of working through concerns relative to timing and the management of the project.  Ms. Sonenfeld stressed the importance of having this project complete before the start of school.

Regarding the Transportation Trust Fund, Ms. Sonenfeld stated that the governor has halted projects. There are three projects in Ridgewood including the paving of Van Dien Avenue, which has already been completed.  The paving of Morningside Road will not be started until the funds are freed up.  The third project is for the train station, which is not a Village project, but a project between NJDOT and the Transportation Trust Fund, for work on the two kiosks.

Ms. Sonenfeld stated that in August she anticipates recommending that the Village Council raise fees on sanitary sewer services. The Village currently provides this service to five adjacent communities with 209 connections, the majority of which pay the Village $200 annually.  The Village pays Northwest Bergen County Utilities Authority $25,000 per year for treatment services for some Village residents, which totals about $444.65 per connection.  Ms. Sonenfeld recommended that the Village fee be raised to between $300 and $400 for the other communities, which would net an additional $21,000 of revenue annually for the Village.      

Ms. Sonenfeld stated that the first quarterly report has been received from HealthBarn, located at Habernickel Park, which has been posted on the Village website. HealthBarn began offering programs on April 5^th and she stated that on-site programs are delineated in the first section of the report.  HealthBarn has been in compliance with the lease.  Many of those attending classes at HealthBarn are from the Habernickel neighborhood and 50% of spring break camp was comprised of Ridgewood residents.  Regarding buses, during a two-month period, there were 32 buses for 25 programs over 52 days, which is less than one bus per day.  The section on capital investments shows that the $60,000 committed by HealthBarn has been exceeded.  There are new appliances, cabinets, sink, granite counter tops, new bathroom, updated plumbing, and new lighting on the first floor among other things.     

Ms. Sonenfeld stated that the fourth section of the HealthBarn report refers to community outreach and partnerships, which includes their response to Ridgewood Earth Day at Memorial Park at Van Neste Square; working with the Women’s Gardening Club and hosting the annual Welcome Meeting for members pro bono; they ran a senior low sodium cooking course, participated in the Weight Loss Challenge; hosted the REAC composting class pro bono because the Lester Stable was booked; joined Access Ridgewood, and HealthBarn has offered Ridgewood families the same discounted rate, which they offer to returning families. Ms. Sonenfeld recognized that the air conditioning in the building needs repairs, which is part of the Village’s responsibility, as the landlord, and the Village is getting estimates for repairs at this time. 

Upon questioning relative to the camp program at HealthBarn, Ms. Sonenfeld said that there are no buses involved with the camp program. Buses are used for field trips only and there are no field trips in the summer. 

Ms. Sonenfeld stated that blue flyers were distributed to everyone regarding water quality. The flyer contained several errors including the lead reporting date, which was listed as 2015, but should read 2012.  In addition, the PFOAs and PFOSs were reversed.  Corrected copies will be going out and Water Forums are scheduled for July 27^th and August 2^nd and everyone from the four communities served by Ridgewood Water, is invited. The forum will be videotaped for access by those who can’t attend.

Ms. Sonenfeld reported that Stage II water restrictions went into effect on June 23^rd.  During the week leading up to June 23^rd, the average daily use was 13.81 million gallons with a peak of 15 million gallons on June 22^nd.  Since institution of the restrictions, usage had decreased to 10.87 million gallons or a reduction of approximately 3 million gallons.  The goal during Stage II restrictions is to alleviate the need for further restrictions.  There is a rotating team approach for enforcement and 37 summonses have been issued to date.  There was significant public notification this year through e-notices, robo calls, editorials, articles in the Bergen Record and notices on Facebook.  The Fire Department personally gave notices to every store in the business district.

Ms. Sonenfeld addressed the issue of dogs in parks and reported that Dawn Cetrulo, the Supervisor of the Health Department, has done some preliminary work with Tyco, the animal control agency hired by the Village. Tyco is recommending that dogs not be allowed in parks due to liability issues relative to bites and the increase of fecal solid waste at parks where camps and sporting events are held.  There has been a recommendation that the ordinance be amended to include “all town parks or municipal open space”.  At this time, the only parks delineated are Citizen’s Park, Graydon, Maple Park, Pleasant Park, Twinney, Memorial Park at Van Neste Square and Veterans Park.  The other recommended change is to allow special shows with prior approval, which would handle controlled events such as the rabies clinic, the Doggie Parade, and geese chasing.  Ms. Sonenfeld recalled that several years ago, a majority of the Parks, Recreation, and Conservation Board voted not to allow dogs in parks as well. 

Ms. Sonenfeld received a complaint from two residents on Heights Road and West Ridgewood Avenue relative to overnight parking on Oak Street. The problem is a result of apartment buildings that do not provide adequate parking, forcing some to park on the street.  This is an issue that needs to be addressed by the Village Council with the help of recommendations from the Citizens Safety Advisory Committee (CSAC).  At the present time, the ordinance prohibits overnight parking anywhere in the Village; however, restrictions are waived from time to time.  Ms. Sonenfeld pointed out the absence of clear language in the ordinance suggesting that the restriction can be waived by the Police Chief.  It does state however, that some decisions can be made by the Village Manager.  Consideration needs to be given to residents having construction done in their homes, visitors, apartment buildings vs. private homes, and how policy should be set on this issue.  Ms. Sonenfeld stated that the people making this complaint are anxious for the Village Council to take some type of action but there is a lot to consider.

Ms. Sonenfeld recalled that RSC Architects has undertaken a study to evaluate all Village properties and buildings. They will make recommendations on various options relative to the improvement of the quality of life for Village staff.  A work session is scheduled for July 27^th to be attended by Mayor Knudsen and Councilman Voigt.  She hopes that the report will be ready for public presentation to the Village Council in early August.

Ms. Sonenfeld reported that the 2007 bond issue was refunded and the Village did much better than anticipated. A savings of $1.1 million in debt payments was expected over the next seventeen years; however, the number came in at 41.5 million.  One reason was the Brexit vote in Europe and the other was the fact that July is the biggest payout time for municipal bonds for the year and money was being freed up on the investment side.      

Ms. Sonenfeld congratulated the Village IT professional, Dylan Hansen, for becoming certified as a Chief Information Officer through the Certification Program at Rutgers University. The goal is to keep the Village IT professional current on trends in leadership, communication skills, and public service technology.  It is hoped that Mr. Hansen will become involved with strategy work for the Village going forward and he is also the first graduate of the course from Bergen County. 

Ms. Sonenfeld announced that the next Meet the Manager is scheduled for Monday, July 25^th at 7:30 P.M. in the Manager’s office. 

Upcoming Events

Ms. Sonenfeld stated that the McVey Family will perform at the Kasschau Shell on July 14^th.  The Farmer’s Market continues on Sundays at the Train Station.  The Movie in the Park will be rescheduled to next Wednesday due to inclement weather. 

Ms. Sonenfeld has just learned that information and applications are available for the Bergen County Open Space Trust Fund program and the Bergen County Historic Preservation grant program. The Village normally applies for the Open Space Trust Fund Program and there is a new feature which requires that the entity must file a Declaration of Intent to Apply by Wednesday, August 10^th and have the completed application submitted by October 13^th.  The Historic Preservation Grant Program applications are due on July 25^th with the full application due by October 13^th.  Village staff is working on ideas for the Open Space Grant.  The Village does not apply for the Historic Preservation Grant; however, this might be of interest to the Friends of Schedler House.      

Ms. Sonenfeld announced that a heat advisory was issued for tomorrow from noon until 8:00 P.M. She said that the Library and downstairs at the Recreation Center can be used as cooling centers and she asked everyone to check on their friends and neighbors.

8.            COUNCIL REPORTS

Financial Advisory Committee – Councilman Voigt reported that the Financial Advisory committee met on Monday and welcomed three new members.  The Committee is in the process of looking at potential opportunities to increase the revenues for the Village.  They are researching underutilized assets such as the water treatment plant.  The list will be forwarded to the Village Council for review and comment.  

Planning Board – Councilman Voigt stated that the Planning Board met on July 5^th and welcomed a new Chairman, Vice-Chairman and several new members. 

Chamber of Commerce – Councilman Hache said that he dropped in on the Chamber of Commerce meeting today.  The discussion was the parking issue and the idea of getting the community to work together.  Many concerns were expressed regarding parking, along with support for a comprehensive parking solution.  Chamber members indicate that most of the people in the CBD are from out of town and they are concerned at the lack of support from local residents, mainly due to parking problems. 

Councilman Hache encouraged residents to attend local networking groups of the Ridgewood Chamber of Commerce, such as the Woman’s Group. The Chamber will get the dates and times of the meetings to him. The members spoke about what Englewood is doing in their downtown to improve the shopping and dining experience.

Citizens Safety Advisory Committee (CSAC) – Councilwoman Walsh stated that her first meeting of the CSAC is tomorrow evening. 

Ridgewood Arts Council (RAC) – Councilwoman Walsh missed the RAC meeting, which occurred the day after she was sworn in as a Village Councilmember because she was not contacted in enough time to attend.

Bergen County League of Municipalities – Councilwoman Walsh stated that meetings for the Bergen County League of Municipalities begin in September. 

Shade Tree Commission – Councilman Sedon said that the Shade Tree Commission met on Tuesday and they are moving forward with the five-year forestry management plan using the grant approved by the Village Council.  The final draft will be discussed at the Shade Tree meeting in September.  The final plan should be ready for presentation to the Village Council in November, followed by submission to the New Jersey Forest Service Department for approval.  This will help the Village navigate street tree issues as well as grant opportunities to get more trees planted. 

4^th of July Committee – Mayor Knudsen reported on the 4^th of July Committee meeting on Monday.  They reviewed the July 4^th program, which was a great success and was not hampered by the rain that fell during the fireworks.  The Committee reviewed suggestions for improvements in 2017.  There were safety concerns raised about people sitting in the Garber Square island as well as further locations where barricades might be a good idea to prevent access by cars.  There was an issue with the Irish Pipe Band playing too close to some spectators, which will be rectified for next year.

Historic Preservation Commission – Mayor Knudsen said that she has a conflict because the Historic Preservation Commission and Access Ridgewood meeting have been scheduled on the same night.  She is working to come up with a solution. 

9.            COMMENTS FROM THE PUBLIC

Mayor Knudsen stated they would again have comments from the public and asked anyone wishing to address the Village Council to come forward.

Rurik Halaby, 374 Evergreen Place, said that he enjoys telling his three granddaughters that Ridgewood is now being governed by three ladies. He congratulated the previous Village Council for having selected Police Chief Luthcke, who has presence and character and has earned respect through her personality.  She will do a great job for Ridgewood.  Mr. Halaby stated that Ms. Sonenfeld is the best Village Manager the Village has ever had and to lose her would be the loss of a great asset. 

Mr. Halaby commented that there is quite a bit of difference between two inches of powder snow and two feet of wet snow. He travels a lot and uses drivers who would joke that Ridgewood was always the last town to clear the snow and leaves.  He thanked Ms. Sonenfeld for improving the leaf and snow removal efforts.

Mr. Halaby said that he and Mayor Knudsen disagree on more issues than they agree on; however, he wished her well and said that if she does well the Village does well, and if she fails the Village fails. He advised Mayor Knudsen that people’s memories are not as short as she might think and she needs to start thinking of what is good for the Village long term, rather than pandering to her base. 

Mr. Halaby spoke about the discussion on the CBD and said that he refers to the downtown as being in a state of decline. He asked Councilman Hache to compare Ridgewood with two or three similar communities which are similar socio-economically, such as Wellesley, Massachusetts, whose downtown areas are more dynamic with more density, more parking and more apartments.  Village officials should look at the populations, average income, square footage of commercial space, and taxes and income being generated.  Mr. Halaby said that Ridgewood probably lags behind and something needs to be done.    

Mr. Halaby said that he is a big supporter of Valley Hospital and his wife is a trustee and volunteered for many years at the reception desk. He stated that the Courts will rule in favor of the hospital, which is part of the top 5% of hospitals in the country.  He cautioned that pandering to a few neighbors with short term interests doesn’t make sense and he disagrees with Councilman Hache’s campaign rhetoric that the Village must fight the hospital.  The hospital needs to improve and renew and Mr. Halaby asked the Village Council to think for the long term good of the Village. 

Boyd Loving, 342 South Irving Street, referred to the short discussion about what could be done about the issue of repeat parking. He spoke about a comment someone made on social media saying they like Park Mobile because they can repeat park without having to leave their place of business.  He used Park Mobile when visiting another town and noted that there was a limit on the amount of time you could park.  He asked if that was something that could be incorporated into the system in Ridgewood because repeat parking is a simple thing to do in Ridgewood.

Mr. Loving said he often visits Hoboken where a parking enforcement van drives down the street and automatically records the license plates of vehicles that are parked. The van drives by again a few hours later and a beep goes off in the van if they detect a plate that is parked in the same spot it was a few hours earlier.  Mr. Loving suggested investigating this automated system to stop the same cars from occupying spaces in front of stores.    

Mr. Loving referred to references made to the number of parking spaces that will be lost when the Ken Smith and Brogan Cadillac lots are developed. No one has ever talked about what could be done to get public parking at those locations.  Mr. Loving said he thought that the law provided incentives or a tax rebate for developers to provide public parking and he could never understand why the previous Village Council never mentioned this option.  He hopes that the new Village Council will consider this option.

Mr. Loving said he is stunned that only 37 summonses have been issued for violation of the Stage II water restrictions. He often leaves his home between 6:30 A.M. and 7:00 A.M. and there are three buildings that routinely sprinkle on Mondays in the area of South Irving Street and Ridgewood Avenue.  He suggested that someone come in as early as 6:30 A.M. to look for violators because this is when a number of people have their sprinklers on.  

Mayor Knudsen asked whether the vulnerability of the Park Mobile system had been addressed. Ms. Sonenfeld said that this wasn’t addressed because the Park Mobile system is like a meter which allows you to feed it with quarters.  In addition, Park Mobile doesn’t know where a vehicle is parked.  Ms. Sonenfeld said that they do have one license plate reader, which was quite expensive and they hope to be able to hook it into the Park Mobile application and scan license plates. 

Regarding the summonses on the use of water, Ms. Sonenfeld stated that people are out as early as 5:00 A.M. on Mondays and a different crew goes out every week. They receive tips from residents and she pointed out that warnings are issued initially and summonses are issued after warnings have been issued.  She stated that when enforcement is being done well, the Village gets criticized by some and applauded by others.  The Village Council needs to think about how this is being done.   

10.          RESOLUTION TO GO INTO CLOSED SESSION

Ms. Mailander read Resolution #16-199 to go into Closed Session as follows:

11.          ADJOURNMENT

There being no further business to come before the Village Council, on a motion by Councilman Sedon, seconded by Councilman Hache, and carried unanimously by voice vote, the meeting was adjourned at 11:15 P.M.

                                                                                                                                                                                                                                                                                                                                _________________________________                                                                                                                                                 Susan Knudsen                                                                                                                                                                                           Mayor

_________________________________                                                                                                                                              Heather A. Mailander                                                                                                                                                                          Village Clerk