Village Council Special Public Meeting Minutes March 3,2017

A SPECIAL PUBLIC BUDGET MEETING 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 MARCH 3, 2017 AT 6:00 P.M.

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

Mayor Knudsen called the meeting to order at 6:15 P.M. and read the Statement of Compliance with the Open Public Meetings Act. At roll call, the following were present: Councilmembers  Sedon, Voigt, Walsh, and Mayor Knudsen. Councilman Hache arrived at 6:20 P.M. Also present were Heather Mailander, Village Manager/Village Clerk; Robert Rooney, CFO; and Stephen Sanzari, Treasurer.

Mayor Knudsen led those in attendance in the Pledge of Allegiance to the Flag and held a Moment of Silence for all the men and women serving our nation and all first responders.

2. COMMENTS FROM THE PUBLIC

Mayor Knudsen asked if there were any comments from the public.

George Wolfson, 212 Steilen Avenue, a 9-year member of the Ridgewood Environmental Advisory Committee (REAC) and a member of the Green Team since its inception, stated that he supported the Engineering Budget. He believed that it fell within the guidelines of sustainable municipal management, as it covers a range of projects such as investment in King’s Pond, Streetscape Improvements, Rainwater Flow Improvements and Daily Infrastructure Operations. Some of these benefits are easily measured; some are more difficult to measure; but all are important. Mr. Wolfson noted that there is growing trend across the country to develop standards, systems and metrics for these types of programs, in an attempt to measure and standardize the non-traditional aspects of a budget. New Jersey has a program called Sustainable Jersey which basically tries to accomplish the same thing by establishing 147 different events, falling into 18 categories, that a town can accomplish to make it sustainable. It sets the standard within the State for sustainability and also for grants. Mr. Wolfson urged the Village Council to consider a larger basket of issues, rather than just the standard issues, as well as looking at economics.

Village Manager Mailander announced for the record that Councilman Hache had arrived at the meeting at 6:20 p.m.

Mayor Knudsen asked if there were any other comments from the public, and there were none.

Mayor Knudsen announced that some Village Councilmembers are using a paperless, budget technology for the first time this evening.

3. INTRODUCTION OF 2017 BUDGET PROCESS - VILLAGE MANAGER AND CHIEF FINANCIAL OFFICER

Ms. Mailander explained that the budget process began with meetings between Department Directors; Robert Rooney, CFO; and Stephen Sanzari, Treasurer. After these meetings, budgets were reduced. Meetings were then held with Department Directors, Ms. Mailander, Mr. Rooney and Mr. Sanzari, which resulted in additional changes being made to the budgets.   Mr. Rooney and Mr. Sanzari then met again with Department Directors requesting larger budgets, which resulted in further refinement.

Ms. Mailander explained that budgets will be presented departmentally. Department Directors will speak about their department’s 2016 accomplishments and 2017 goals, note any major changes or highlights in their budget, and detail any requests for additional staff members.

Mr. Rooney pointed out that this is a work in progress. More meetings will be held and the budgets will continue to be refined. The goal is to present three scenarios highlighting the local tax impact at the final Budget Meeting on March 27, 2017.

4. DISCUSSION ITEMS
5. Review of Departmental Budgets
6. Health Department

Dawn Cetrulo, Health Department Supervisor, spoke about the Health Department’s 2016 accomplishments. Zika Virus prevention measures included the distribution of information, public education, and surveillance of static water, which will continue in 2017. The Health Department will continue to work with the State Health Department on accreditation. The Weight Loss Challenge resulted in 228 participants and 262 pounds lost. The Weight Loss Challenge for 2017 is scheduled to begin on March 20^th and there are over 100 people signed up already. The Weight Loss Challenge is supported by community partnerships, so there is no cost to the Village. A pharmacy was used for 28 employee flu shots, resulting in a savings of $784. The Village has been recognized as a pet-friendly town by the American Kennel Club and will continue to work with Ridgewood’s Responsible Pet Owners Committee, who provided free microchipping at the Village’s Annual Rabies Clinic. As part of the Weight Loss Challenge, there will be Dog Friendly Day in the County Park at the Duck Pond on May 13^th, which is open to the entire County. A three-year cat license requirement has been implemented.

Ms. Cetrulo stated that the Health Department’s 2016 revenue reflected a 1% increase over the previous year. Last year, the Health Department issued 9,446 birth, marriage and death certificates; 1,625 dog and cat licenses; 213 retail licenses; 35 special events licenses; 45 ice licenses and 27 vending machine licenses. The Health Department successfully transitioned over to Spatial Data Logic software for retail inspections. Inspectors in the field use electronic tablets for their inspections. The Health Department conducted 467 routine sanitary inspections; 116 resident complaints; 39 animal bites and quarantines; and had 40 attendees at food safety classes. Ice licenses have been incorporated into Restaurant Fees. Well-Baby Clinics (a.k.a. Child Health Conference) were held in conjunction with Valley Hospital where 39 Ridgewood children were seen and 63 immunizations were given. There were 157 patients at the Adult Health Clinics; 83 of which received influenza vaccines. There were 1,000 Ridgewood Heath Education attendees.

A full-time inspector, Zachary Ehrlich, was hired in February, 2106. Mr. Ehrlich hosted the Health Department’s first Mental Health First Aid Class. On March 28^th, students from Ridgewood High School will be attending a similar program.

Ms. Cetrulo stated that she earned her Master’s Degree in Public Health in 2016. The next step is to take the Health Officer exam.

Ms. Cetrulo spoke about the Health Department’s goals for 2017. The department will continue to educate the public via weekly newspaper articles. The Stigma Free Initiative will continue. The Wellness Festival is scheduled for the end of September. It is anticipated that within the next two weeks, dog and cat licenses will be part of the Spatial Data Logic Software System. Amendments to the Cat Licensing Ordinance will be needed. The Health Department will continue building relationships with residents, businesses, and employees in an effort to maintain a safe and healthy environment.

Ms. Cetrulo explained that in the past, crossing guards were used to process dog licenses and to do canvasing. Due to a recent change, crossing guards are no longer Ridgewood employees, so the Health Department will need to hire a seasonal employee.   This will allow the process to begin in May instead of the end of June.  

Ms. Cetrulo explained that the State is going to be implementing electronic marriage licenses. She also stated that the Health Department will continue using Community Partners for the Wellness Series Program.

Ms. Mailander pointed out that the Health Department budget is flat. She congratulated Ms. Cetrulo and her staff for doing a great job.

Under questioning by Mayor Knudsen, Ms. Cetrulo stated that the electronic implementation of marriage licensing will not result in any additional cost to the Village.

Councilman Voigt asked Ms. Cetrulo to explain the increase in Account #29, Other Contractual Services, from $1,980 in 2016 to $2,480 in 2017. Ms. Cetrulo explained that these additional funds encompass pest control monitoring services at the train station and Memorial Park at Van Neste Square; lead testing in the event of a case; septic system consultant services, if required; and bloodborne pathogen vaccinations, if required.

2. Traffic and Signal Department

Christopher Rutishauser, Village Engineer, and Jim O’Connell, Supervisor, Traffic and Signal, were present.

Mr. Rutishauser listed the 2016 accomplishments of the Traffic and Signal Department. The Traffic and Signal Department continues to maintain the fiber optic network for emergency communications that is shared with the Board of Education. In 2017, the network is proposed to be expanded to assist the Water Department. The Signal staff has the training and the equipment needed to maintain the fiber optic network, avoiding the need for an outside vendor. Parking meter coin collection and accountability has been improved. ParkMobile is reducing the amount of the weight of coins that needs to be collected and transported by the parking meter collection staff. A second staff member was replaced after being hired by the Ridgewood Police Department. Mr. Rutishauser noted that it is an honor that the Signal Department is becoming the training ground for officers of the Police Department.

Mr. Rutishauser stated the Traffic and Signal Department’s 2017 goals, which includes grooming the in-house staff for succession planning. Two staff members are being sent to school for HVAC system training, with the end result being better optimization of the heating, ventilation and cooling systems in Village Hall. A replacement truck for the Signal Division will be delivered in about two weeks. The Signal Division is working with the Engineering Division of the Police Department to identify locations in the Central Business District (CBD) where it is possible to install private lights to enhance the illumination of crosswalks. Changes and modernization within the Parking Utility will continue to be supported. Faded and non-compliant traffic signs are proposed to be replaced. The department will continue to respond as quickly as possible to intersections where traffic control signs have been knocked down, to avoid a hazardous situation. The department will continue looking into improving Ridgewood’s Retro Reflectivity Compliance for traffic signs. Pedestrian walkway and traffic signals and controls are proposed to be upgraded.

Mr. Rutishauser explained that the budget variances include meeting the demands for service requests from other Village Departments while achieving the department’s goals with the funds allotted. He noted that in the past, many traffic signs were lost through shrinkage or theft, which burdens the Village with additional costs. Last year there weren’t as many, and Mr. Rutishauser is hopeful this trend will continue.

3. Building Maintenance

Christopher Rutishauser, Village Engineer, and Jim O’Connell, Supervisor Traffic and Signal, were present to discuss the Building Maintenance budget.

Mr. Rutishauser explained that there are one full-time and one part-time janitorial staff members in the Building Maintenance Department. This staff maintains Village Hall, Lester Stable, and the Veterans Field bathrooms. Many services, such as floor waxing (including the Police Station), are done in-house. Building Maintenance is experiencing budget stresses due to the aging facilities. It has been twelve years since the renovation of Village Hall, and portions of the building, such as the carpeting, are showing signs of deterioration. The department will address these issues as they can. In 2016, the Village bid out janitorial services for Village Hall twice. The results were unsatisfactory. Mr. Rutishauser stated that further discussion was needed with Ms. Mailander and Mr. Rooney concerning whether the bid process is a direction in which they wish to proceed to provide for a better value in cleaning and maintaining the building. Mr. Rutishauser noted, however, that many of the events at Village Hall require a Custodial Staff member to be present, to provide services such as table and chair set-up, and this is difficult to outsource.

Mr. Rutishauser listed the 2017 goals for Building Maintenance as follows: keeping the buildings well maintained; upgrading Village Hall Security; implementing the recommendations in Ridgewood’s Facility Audit; and working with the Ridgewood Fire Department to repair a leaking roof (a bid document will be prepared). The restroom facilities in the firehouse are in the process of being renovated, as required, to accommodate female firefighters and to comply with the Americans with Disabilities Act (ADA). The majority of the work is being done in-house by the Signal Division, with the exception of the services of an outside plumbing contractor.

 

4. Engineering

Christopher Rutishauser, Village Engineer, listed the Engineering Department’s accomplishments for 2016. The Engineering Department submitted a Municipal Aid Grant to the New Jersey Department of Transportation (NJDOT) for South Broad Street; however due to the State Budget situation that resulted in a fuel tax increase, this grant was turned down. The Engineering Department is successfully continuing the Sidewalk Safety Program, notifying property owners with defective sidewalks that have trip hazards and working with the property owners and the Parks Department to remedy those situations. Bid packets for the Village’s Capital Paving Program will be ready next week. The Engineering Department continues to assist the Village Attorney with claims against the Village by visiting and documenting the conditions where an accident occurs. Last year, the Engineering Department bid out a record number of projects and purchases for various departments.

Mr. Rutishauser listed the permits that were issued last year as follows: 218 Sidewalk Repair/Replacement Permits; 60 Storm Water Permits; 46 Soil Moving Permits; and 122 Road Opening Permits. Mr. Rutishauser explained that the Road Opening Permits are part of the department’s oversight of the PSE&G infrastructure upgrade.

Mr. Rutishauser continued speaking about the Engineering Department’s 2016 accomplishments. The department worked with the Police Department to prepare the bid documents for outsourcing the Crossing Guards. A request for the reimbursement of approximately $227,000 was submitted to the Federal Emergency Management Agency (FEMA) for winter storm Jonas. A letter was recently received from FEMA indicating that the reimbursement will be approximately $186,000 to help offset the Village’s cost in addressing this weather event. Mr. Rutishauser noted that the Engineering Department stays well informed on weather events, so that if there is any opportunity for seeking reimbursement of costs, action can be taken as soon as possible. The department worked with the County of Bergen on ADA ramps on County roads. Several grant applications have been prepared and are in the review process, including Safe Routes to School, the TAP Grant, and Brownfield Clean-up on North Walnut Street. The department designed, bid and oversaw the construction of a Confined Space Trainer at the firehouse. The department worked with the Water Pollution Control Facility on rebuilding the Bellair Pump Station and rehabilitated an aerobic digester. The Engineering Department addressed residents’ concerns that a change in the flight paths for planes using Teterboro Airport would have a detrimental effect on quality of life. Ms. Mailander stated that information was provided at the recent Northwest Bergen Shared Services meeting indicating that Teterboro Airport has reverted back to the former flight path.  

Mr. Rutishauser described the 2017 goals for the Engineering Department. The Sidewalk Safety Program will continue. Green Acres has requested that the Village prepare a subdivision of the property on West Glen Avenue that contains both a firehouse and a tennis court to better clarify the land usage. The department will look at addressing the underground storage tank issues in the North Walnut Street Lot. Mr. Rutishauser noted that a two-year extension has been granted, allowing the Village time to wait for a decision to be made on the Brownfield grant money which will offset the costs for this project. A grant was submitted for Age Friendly Ridgewood, and if approved, the department looks forward to constructing improvements that will assist older, walking residents. The department will work with the Water Pollution Control Facility to rebuild the Ridgewood Lawns Sewer Pump Station. The department will continue to partner with the Police Department and the Signal Division in the illumination of crosswalks in the CBD. Mr. Rutishauser noted that a number of LED lights have been installed by PSE&G, particularly on Franklin Avenue. The department will continue to oversee and assist PSE&G projects to provide the least amount of impact as possible on the Village. The Engineering Department is assisting residents’ efforts to reduce their flood insurance costs, which have been raised substantially recently. The department will provide resources to help the residents prove whether or not their houses are out of the flood reach. New flood maps are forthcoming.  

Mr. Rutishauser stated that the budget variances for the Engineering Department include the hope that the overtime levels will lessen because of the services of a new Public Works Inspector, who is working out very well. Mr. Rutishauser said the Village continues to see savings on the purchase of utility and fuels because of the decline of hydrocarbon prices and the modulation of natural gas pricing. The Village will continue to work with cooperative bid organizations to seek the best price for utilities. Energy conservation, such as improving the HVAC system in Village Hall, will continue to be encouraged. An Energy Audit is being considered for Village facilities if a grant opportunity to fund the costs is found. The risks in utilities and fuels would be the result of a hydrocarbon spike, which involves circumstances beyond the Village’s control.

5. Water Pollution Control Facility

Mr. Rutishauser stated that the Sustainable Energy Program at the Water Pollution Control Facility is continuing to work; however, last year was a poor year. The Digester Rehabilitation Project took one of the digesters off-line each time, which reduced the ability to produce bio-gas to run the generator. Both digesters should be operational within the next few weeks. Delivery has been taken on a new Sewer Jet Truck to clean sewer lines and efforts are underway to have crews go out more often, as cleaning is critical in helping to prevent backups and blockages. In 2017, the department will continue to optimize the Sustainable Energy Program, which includes the introduction of masticated food waste. An additional storage tank is under consideration, which will accommodate greater volume, and allow quicker processing to produce more energy and increase revenue. Work on the replacement of the failed pumps in the Ridgewood Lawns Pump Station should begin shortly.

Mr. Rutishauser spoke of the 2017 opportunities and risks. The Pipe Rehabilitation Program must be initiated. There are approximately 100 miles of sanitary sewer collection system piping, and most of the system is 80+ years old. There are some regulatory changes that are raising concerns. The USEPA has a new system for data submittal that is much more arduous than previous submittals; however, the Water Pollution Control Facility has been successful in completing and submitting this year’s report. The facility must implement some of the recommendations contained within the Department of Homeland Security Audit conducted last year. These recommendations are intended to improve the security of the system.

Mr. Rutishauser explained the 2017 decisions, which included the optimization of masticated food waste, and purchasing a sludge hauling truck.

The 2017 budget variances include a possible increase in the cost of treatment chemicals and in the cost of the disposal of dewatered sludge. Plant equipment is starting to show some deterioration. The last Plant-wide Equipment Rehabilitation/Renovation Project was conducted in 2005. Additional costs may also result if the NJDEP invokes a new edict on treatment requirements.

Under questioning by Councilman Voigt, Mr. Rutishauser explained that the engineering staff and contract-awarded consultants visited the Village Hall today and will continue to look at all aspects and components of the building’s HVAC system. The consultants will then come back with ways the Village can optimize and improve it. Signal Department staff members are attending courses in HVAC to give them a better understanding on how to fix the system. The goal is to fix problems with the HVAC system in-house.

Councilman Voigt questioned if other municipal buildings are included, noting the library building contains older HVAC units. Mr. Rutishauser explained that if the library is having problems, the Signal Department will respond. Mr. O’Connell stated that he is aware that the library is having issues with their HVAC system because he has seen the repair bills. He didn’t recommend having the staff members look into these issues until they complete the class. Ms. Mailander pointed out that any costs incurred by the Signal Department for the library would have to be charged back to the library.

Under questioning by Councilman Voigt regarding the traffic light upgrades being provided by the County at four County road intersections within the Village, Mr. Rutishauser stated that there are no costs incurred under the Operating Budget. The Village Council awarded a contract for the survey, which is a capital item. After the surveys are completed, Mr. Rutishauser will contact the County and if there are any costs, he will present them to the Village Council.

Councilman Voigt asked if more traffic lights could be provided by the County. Mr. Rutishauser felt that this is a possibility, and he will continue this discussion with the County once the four traffic lights are installed. The Signal Division has been upgrading traffic lights incrementally over the years throughout the Village, allowing for better traffic flow and safer conditions for pedestrians. Mr. Rutishauser explained that traffic signals provided by the Village can be adjusted as needed; however, once a traffic signal becomes a County signal, the ability of adjustment is lost.

Under questioning by Ms. Mailander, Mr. Rutishauser explained that construction of the four County traffic lights is not anticipated to begin before next year, at the earliest. After the surveys are complete, the County must still undergo the design process and the capital funding process. Councilman Voigt felt the procuring of as many County-provided traffic lights as possible should be a future goal, as traffic lights are very expensive.

Under questioning by Councilman Voigt, Mr. Rutishauser stated that the PSE&G Energy Strong Gas Main Replacement Upgrade work on East Ridgewood Avenue will take place this summer.

At Councilman Voigt’s request, Mr. Rutishauser stated that he will request that PSE&G repave the roadway after the work is completed. However, he pointed out that construction of this nature requires waiting several months before resurfacing.

Councilman Voigt asked if the implementation of the masticated food waste system could be listed as a goal. Mr. Rutishauser agreed, noting that test pits have already been dug to try to find a location for a new tank. Other investigative procedures, such as ground penetration radar, are also being conducted in the near future.

Councilman Sedon questioned how much the use of bio-organic catalyst (BOC) has expanded since it was first introduced in the Village. Mr. Rutishauser explained that the Village has lessened its use of BOC because of the cost factor and because one of the digesters is off-line. It was also hoped that Natural System Utilities (NSU) would use it more; however, they have cost concerns, as well. The prices have been holding steady, but the budget must be carefully considered.

Councilman Sedon suggested expanding the energy audit to other buildings, through the use of grants from Sustainable Jersey. Councilman Sedon stated that if there are any future projects or funding concerns, he, along with members of the Green Team, would be happy to conduct a review to see if these projects can be matched with available grant funding, and start the application process as soon as possible.

Under questioning by Councilwoman Walsh, Mr. Rutishauser stated that he does not feel the sharing of personnel between departments requires a cross-charge since all of the departments work together. Mr. Rooney explained that there are budget credits in certain department line items. If, for example, Mr. Rutishauser does work for the Parking Utility, the money would be transferred back and forth, under Other Funds. If it is within the Operating Budget, all departments fall under this budget. Mr. O’Connell noted that the Signal Department does a lot of work for the Water Department, such as building maintenance, truck lettering, and vehicle light installation. If the work involves overtime, the Water Department pays for the overtime. The Water Department also pays for any materials that are used.

Under questioning by Councilwoman Walsh concerning succession planning, Mr. Rutishauser explained that professional licenses require continuing education to maintain their viability and validity. To that end, staff members attend seminars that offer continuing education units. Some of these seminars are free; however, some have a fee requiring a budget item. Staff members are encouraged to advance in their profession and, as an incentive, they will receive a reimbursement of their cost, upon successfully passing the course and being awarded the license. The Village will not pay for an individual’s time to go to class. The Village also reimburses employees for the annual costs incurred for their professional licenses. Mr. Rutishauser noted that employees from the Traffic and Signal Department periodically attend seminars on fiber optic work held in Connecticut. The Village pays for the employee’s transportation and overnight stay costs.

Mr. Rutishauser noted that the Traffic and Signal Department will assist other communities and then bill those communities for time and materials.

Under questioning by Councilwoman Walsh, Mr. Rutishauser stated that he felt the bid for janitorial services was unsuccessful because the first bid was flawed and discarded and the second bid resulted in only one bidder. Feedback concerning that bidder indicated that only the services listed in the bid would be completed. Janitorial operations involve flexibility, and the loss of that flexibility could hamper operations. Consideration must be made as to how to outsource janitorial services, but provide other services, such as set-ups for meetings. Ms. Mailander pointed out that the library previously outsourced their cleaning, but have now returned to a full-time maintenance person during the day because of the many set-ups required. Mr. O’Connell pointed out that there is only one, full-time employee taking care of Village Hall. Years before, the janitorial staff consisted of two, full-time employees and one part-time employee.

Councilman Hache asked Mr. Rutishauser to comment on the number of non-working street lights in the CBD, particularly around Van Neste Square. Mr. Rutishauser explained that the decorative light poles are the responsibility of PSE&G. He will visit the area and report back to PSE&G. He noted that the lights were redone on East Ridgewood Avenue when the road was resurfaced a number of years ago. However, many side streets still have older light poles with problematic wiring. PSE&G has been addressing this issue. The lead time for the repairs is difficult, as it may be months or years.

Mayor Knudsen questioned how a drop in electricity, under the Sustainable Energy Program, translates into money. Mr. Rutishauser stated two reasons: 1.) by a reduction in the Village’s split from the revenue sharing from the liquid waste taken in, and 2.) by the Village being able to pay a slightly-below-market rate for the electricity produced. The Village will be paying a little more with the differential between what PSE&G charges versus what the rate would be with NSU, which Mr. Rutishauser estimated to be a couple of cents per kilowatt.

Mayor Knudsen thanked the Traffic and Signal Department for doing a great job on installing the TV monitors in the Sydney V. Stoldt, Jr. Courtroom in Village Hall.

6. Fire Department

Fire Chief James Van Goor was present to discuss the Fire Department’s budget. He listed the 2016 accomplishments of the Fire Department. The department responded to 2,321 emergency calls ranging from minor calls to life-threatening situations; conducted 3,432 fire prevention inspections; and hired one firefighter to fill a position created by a retirement. The department received a Federal Emergency Management Agency (FEMA) grant in the amount of $41,510 to create a wellness and fitness program, which allowed the expansion of the gym, including new gym equipment. The grant also covered demonstrations on nutrition and healthy cooking, as well as the cost of an on-line, personal trainer for six firefighters. The department purchased a Tahoe to replace a 1989 Tahoe. Improvements are being made to the firehouse, including new carpeting upstairs to replace carpeting that was 20+ years old and the addition of a bathroom to accommodate female firefighters. The fire department conducts extensive community outreach, including an Open House during Fire Prevention Month, Fire Safety Education classes, fire drills for the schools, and Touch-A-Truck. Courses are conducted in leadership for firefighters, fire inspector certification, firefighting and emergency medical technician training, and mail safety training. The department researched requirements and specifications for a new pumper to replace the 1989 pumper and applied for a FEMA Assistance to Firefighters to purchase a new rescue truck to replace the 1989 rescue truck.

Fire Chief Van Goor listed the 2017 goals of the Fire Department, which include the hiring of three new firefighters, one of whom is the first paid female firefighter, to fill the positions of retired firefighters. A new fire engine was ordered and is being purchased with last year’s capital. The department is working towards compliance with the Occupational Safety and Health Administration’s (OSHA) new Safety and Health Recognition Program (SHARP). The department is putting equipment into surplus and selling equipment no longer in use.

Fire Chief Van Goor stated that the 2016 Fire Inspection Revenue totaled $213,843.00, representing a 9% increase over 2015. No increases to the penalty or permit fees are proposed. Regarding the Operating Budget, Salaries and Wages increased 1% over last year due to salary step increases and a recent hire. The 2017 Salary and Wage Budget is a little over $50,000 more than the 2011 Salary and Wage Budget.

Under questioning by Councilman Voigt, Fire Chief Van Goor estimated that only five or six of the emergency calls were made out-of-town.

Under questioning by Councilman Voigt, Fire Chief Van Goor stated that the pumper being purchased by 2016 capital funds cost $440,000. The only grants available for this type of purchase are to replace fire engines that have open cabs, but they don’t meet safety standards.

Under questioning by Councilman Voigt, Fire Chief Van Goor explained that the budgeted amount in Account #18, Compensation Pay, represents two days of “Comp Time”, based on the contract with the firefighters.

Under questioning by Councilwoman Walsh, Fire Chief Van Goor explained that when other towns ask for assistance from the Ridgewood Fire Department, it is considered Mutual Aid and those towns are not charged for the call. Ridgewood and Glen Rock help each other out a lot.

Under questioning by Councilwoman Walsh, Fire Chief Van Goor explained that the recurrence of false alarms at a particular facility is uncommon. When this occurs, the Fire Prevention Bureau will inspect the site and try to help fix the situation.  

Under questioning by Councilwoman Walsh, Fire Chief Van Goor stated that out of the 2,321 emergency calls, approximately 1/3 are ambulance calls. The ambulance calls are charged back to health insurance companies and then money comes back to the Village.

Councilman Hache questioned if there was grant money available for items such as new mattresses for the fire house. Fire Chief Van Goor agreed that the mattresses needed to be replace and noted that the cost is a budget line item.

Under questioning by Mayor Knudsen, Fire Chief Van Goor explained that the Safer Grant, which pays 50% for the first two years of a firefighter’s salary and equipment and 25% for the third year, is not beneficial because the department must maintain the same level of personnel through the life of the grant.

Under Mayor Knudsen’s request, Fire Chief Van Goor stated that they are working on achieving OSHA SHARP status. A consultant conducted the first inspection, and corrections and changes in policies and procedures are currently underway, as per the consultant’s recommendations.   Fire Chief Van Goor noted that OSHA conducted a surprise inspection three months later and the representative was satisfied that work was being done on achieving SHARP status.

Ms. Mailander pointed out that the Capital Budgets for all departments will be reviewed at the final budget meeting on March 27, 2017.

7. Police Department

Police Chief Jacqueline Luthcke, Captain Forest Lyons, Captain William Amoruso and Sergeant John Chuck were present.

Police Chief Luthcke listed the Police Department’s 2016 accomplishments. There were approximately 21,000 calls for service, which included 172 arrests. This was accomplished with seven senior officers retiring in 2016 and being 33% under what was originally projected for overtime costs. Some of the major calls included a carjacking and kidnapping case, and aggravated assault on a police officer with a deadly weapon. The department was involved in a few multi-agency, active shooter training sessions, including one held at Valley Hospital. The department successfully held the third Michael Feeney, Jr. Police Academy, with 70 children participating. The department created a partnership with a private company to manage the school crossing guards. During the last school year, the police department covered approximately 540 crossing guard posts. So far this year, only 7 crossing guard posts needed to be covered, freeing the department to be available to patrol around the schools and the school crossing zones; to address traffic complaints during pick-up and drop-off times; and to be able to better interact with the community.

Police Chief Luthcke listed the Police Department’s goals for 2017. Six new police officers have been hired and are in their final phase of field training. With full staffing, the department will be able to increase proactive enforcement and community policing initiatives, such as walking posts, bike patrols, motorcycle patrols, and some targeted enforcement. Police Chief Luthcke stated that she would like to hire additional police officers, as this would allow more people to go back into the Traffic Bureau and the Detective Bureau, as well as back into the schools for the 2018 school year. Police Chief Luthcke would also like to hire additional Parking Enforcement Officers. Currently, there is the equivalent of one person working in Parking Enforcement at any point in time. The department is in the process of installing the remaining equipment for electronic ticketing, which will make it easier to issue summonses and will also avoid the confusion that is sometimes created by a handwritten summons. The department is looking to increase revenue, and part of that is by becoming a host to other towns for the electronic ticketing. Police Chief Luthcke addressed the new scheduling software. This software will replace 15 different manual programs and spread sheets, in order to provide better accountability and tracking of personnel, while replacing the antiquated system currently in use. This will reduce the administrative responsibilities of constantly reviewing the various sheets, which will allow for better oversight of personnel and allow for future planning for the department. The department’s vehicle leasing program has proven to be a cost saving measure and has allowed for better maintained vehicles. The use of accountability hardware for everything from keys and Tasers to weapons and defibrillators allows for better tracking of the equipment and for ensuring the status of the equipment. The department is looking to change their firearms from 40 caliber to 9 millimeters to increase accuracy. Most of the state, federal and local agencies are making this change. In addition, the ammunition is less costly, so even with a rise in the overall cost of ammunition, the budget line item will remain flat. The department is looking to purchase new department winter jackets that are warmer and more weather resistant and more visible in both the day and the night. The department is looking at replacing aging office furniture. The radio system is proposed to be fixed. New radios are proposed to be purchased, which will allow communications with other towns, enhancing officers’ safety.

Police Chief Luthcke listed one of the biggest budget risks as overtime, as there is a potential for 8 police officers to retire this year because they have 25 years on the job. Overtime costs are also anticipated from a trial beginning next week, for the 2012 Union Street incident, as at least 5 police officers have been subpoenaed to appear. Mandatory training also increases overtime costs.   Since the department is currently short on staffing, until the newly hired police officers are completely trained, the department needs to ensure that any long-term injuries or illness will be covered.

Police Chief Luthcke clarified that a Budget Line Item identified as “ERT” was Emergency Response Training, not Employee Relations Training. This line item was originally in the overtime budget, bringing the total to $650,000; however, since these funds were specifically earmarked for Emergency Response Training, the overtime budget was reduced to $550,000. This will cover all of the first responding officers who make-up initial entry teams for any serious situation. It will cover events such as a two-day active shooter training program which is mandated by the State, civil disturbance training, high water rescue, defensive tactics, tactical responses to incidents, tactical entry, hostage and rescue techniques and perimeter security techniques to minimize collateral damage and injuries.

Police Chief Luthcke was advised last year that the Alcohol Test Machine is no longer under warranty and is no longer being serviced by the manufacturer. It is anticipated that in the near future, it will not be acknowledged by the New Jersey Courts. The State recently chose a new machine which will cost approximately $20,000 including a warranty.

Mr. Rooney stated that meetings were held with Police Chief Luthcke, and that some of the items she discussed this evening have already been reinstituted into the proposed budget. He distributed paper copies of these revisions to the Village Councilmembers.  

Councilman Voigt asked Police Chief Luthcke to explain her plans to keep overtime costs at or below the budgeted amount. Police Chief Luthcke explained that the addition of the new police officers being put into patrol, as well as a bolstering of the squads, will give the department more police officers on a squad. As the police department staff grows, more people will be put into the Traffic Bureau and the Detective Bureau, which are currently understaffed. In the recent past, when a large incident occurred, police officers would leave these bureaus to go on patrol. Police Chief Luthcke felt the $550,000 overtime budget item was a reasonable amount. She noted that events such as storms may be an issue, but under regular operations, this amount is about average over recent years. Mr. Rooney noted that although $550,000 was requested, his office is suggesting that this be cut down to $400,000. The proposed scheduling system should alleviate much of the time spent administratively, which will reduce overtime costs. Police Chief Luthcke stated that the proposed scheduling system will also allow for a more detailed examination of overtime costs.

Under questioning by Councilman Voigt, Police Chief Luthcke stated that the largest component of the line item entitled Other Contractual Services, in the amount of $411,900, is the crossing guard outsourcing. Last year, the cost for crossing guards had its own line item.

Under questioning by Councilman Sedon, Police Chief Luthcke estimated the average overtime cost over the past few years to be between $300,000 to $400,000, with $400,000 being a realistic number. There is a big difference between the salaries of the new police officers and the recently retired police officers; however, Police Chief Luthcke did not have these numbers readily available.

Councilwoman Walsh asked if Ridgewood was safer than last year. Police Chief Luthcke noted that safer is a relative term. The department has not been able to do as much proactive activity as they would like, and Police Chief Luthcke felt this was noticeable.

Councilwoman Walsh spoke about residents’ complaints and her own observations of parking violations in the Central Business District (CBD), especially on Friday and Saturday nights. Police Chief Luthcke explained that the 6 new officers will bring the total number of police officers on the force to 43. Although this is a bare bones number, it is a step in the right direction to allowing more of a police presence in the Central Business District.

Under questioning by Councilwoman Walsh, Police Chief Luthcke stated that the four, part-time Parking Enforcement Officers work primarily during the day. Councilwoman Walsh asked if the department would consider having the Parking Enforcement Officers work in the evenings. Police Chief Luthcke stated that the Parking Enforcement Officers have worked certain Thursday, Friday, and Saturday evenings. Police Chief Luthcke said the hiring of additional Parking Enforcement Officers would allow for better enforcement at different times of the day. Mr. Rooney added that the Police Department is suggesting the addition of one full-time Parking Enforcement Officer now and another part-time one in the future.   The goals would be to try to cover an entire day and to determine when the violations occur more frequently.

Under questioning by Councilwoman Walsh, Police Chief Luthcke explained that there is no correlation between “comp” time and overtime.

Councilman Hache observed that the $800,000 spent in overtime last year was far less than the budgeted amount, and he questioned if Police Chief Luthcke believed that the actual cost for this year would also be less than the budgeted amount. Police Chief Luthcke explained that large portions of the $550,000 overtime budget covers the police officer shortage in the first quarter of 2017 and police training required by the State.

Councilman Hache asked Police Chief Luthcke to explain what it means to be a host for electronic ticketing in other towns. Police Chief Luthcke explained that the system needs a host that can talk to the administrative office of the courts to get the motor vehicle information that it needs. Ridgewood would need to purchase a server and then charge an administrative hosting fee to other towns. The fee would be based on the number of connections a particular town would use through the server.

Mayor Knudsen spoke of the importance of having a properly staffed police force. Police Chief Luthcke stated that she is hoping to have four newly-hired police officers in the Bergen County Police Academy by this summer. She noted that the department is in the beginning discussion phase concerning intergovernmental transfers for some of the new hires.

Mayor Knudsen questioned whether the salary for the School Resource Officer should come out of the Police Department Budget or the Board of Education Budget. Both Mayor Knudsen and Police Chief Luthcke agreed that this should be a shared burden. Police Chief Luthcke stated that, at a minimum, she would like to have more officers trained so that they can teach a class or a series of classes in the schools, which would avoid losing an officer for a full day. Even though this wouldn’t allow a more personal interaction with the students, it would be a step in the right direction and allow for more than one School Resource Officer.

Under questioning by Mayor Knudsen, Police Chief Luthcke stated that 5 police officers have received subpoenas for the 2012 Union Street Incident trial. The Village has no recourse but to send them to the trial.

Mayor Knudsen called for a fifteen-minute break.

At 8:21 p.m., Mayor Knudsen call the meeting back to order.   At roll call, the following were present: Councilmembers Hache, Sedon, Voigt, Walsh, and Mayor Knudsen.

8. Village Clerk/Elections

Heather Mailander, Village Manager/Village Clerk, listed the 2016 highlights of the Village Clerk/Elections Department. The department is continuing to train employees in the on-line program for government records destruction; a seminar on liquor licensing was held where representatives from the Division of Alcohol Beverage Control and the Police Department Detective Bureau participated; and monthly phone conferences were held with Risk Management consultants, as well as the Village’s insurance administrators, to address concerns regarding employee injuries and the processing of worker’s compensation claims. Ms. Mailander stated the Village Clerk’s Office responded to 415 Open Public Records Act (OPRA) requests in 2016. So far in 2017, the Village Clerk’s Office has responded to over 220. She noted that 6 years ago, the total number of OPRA requests was 196. Unless an extraordinary amount of time is spent obtaining the information for these requests, the Village is not compensated. Ms. Mailander stated that many parking permits were issued; Village Council petitions were certified, two of which were withdrawn; two Bond Ordinances were challenged, requiring checking of petitions and a special election; and all Village Council meeting minutes were prepared by the Village Clerk’s Office from January through June, 2016 because the transcriptionist was unable to do so for personal reasons. The Village Clerk’s Office staff participated in various training sessions including workers’ compensation training sessions attended by Eileen Young and Deputy Clerk Donna Jackson; OPRA training sessions attended by Ms. Jackson; and a Municipal Clerks’ Association of New Jersey (MCANJ) conference and a League of Municipalities conference attended by Ms. Mailander.

Ms. Mailander stated that the Village Clerk/Elections goals of 2017 included the hiring of a new, part-time employee and the creation of a Spatial Data Logic module for OPRA and Boards and Committees. There will be no municipal election in 2017.

Overall, the Village Clerk’s Budget is very flat, with the exception of Salary and Wages, due to the fact that increases will be given to both Ms. Jackson and Ms. Young, as a result of their taking on additional responsibilities related to Ms. Mailander taking over the position of Village Manager, and the addition of a part-time person.

Ms. Mailander noted that there will be no changes in the 2017 Election Budget as the only two elections that are anticipated are the Primary Election and the General Election, unless the State calls for a Special Election.

9. Village Manager

Village Manager/Village Clerk Heather Mailander stated that there has been a reduction in the salary line item in the Village Manager’s budget because she is receiving a salary that is lower than the full salary that would be paid to hire a Village Manager. The HR position is remaining at 21 hours, with a salary in the range of $27 to $29 an hour. This will be evaluated at the end of the budget process. The budget is fairly flat, with the exception of Senior Transportation, where the adding of a senior bus for an additional day or part of a day is being contemplated. Mr. Rooney also explained that the current bus driver will be going out on disability. The proposal is to offer this position to a staff member in-house who has a CDL license; however, his rate of pay is higher than the current bus driver’s salary.

Councilman Voigt asked for an explanation of the $126,000 budget credit. Mr. Rooney explained that this budget line covers the expense of the Village Manager attending meetings with other departments. The Village Manager budget is credited and the other departments’ budgets are charged.

10. Village Council

Ms. Mailander explained that this budget has basically stayed the same, with the exception of the cost of the feasibility study for the multi-family housing, which was conducted last year, but taken out of the budget this year. This represented a reduction of $49,000.

11. Village Attorney

Mr. Rooney explained that he consulted with Village Attorney Mathew Rogers regarding issues such as labor/attorney costs. In the future, if situations change with Valley Hospital or with multi-family house, the labor/attorney budgeted amount may change. However, Mr. Rooney stated that he was confident that the budgeted amount will be more than the expected cost.

12. Tax Collector

Mr. Rooney noted that the biggest goal of the Tax Collector Department is to maintain the highest level of the percentage of collections as possible. He complimented the Tax Collector, Mary Jo Gilmour, on a fantastic collection rate. A staff member from Accounts Payable, who just received her Tax Collector’s License, has moved over to the Tax Collector Department. This staff member needs two years’ experience to become a full-fledged Tax Collector, so in succession planning, this department transfer is a good idea. The previous staff member in the Tax Collector Department was moved to Accounts Payable, at her request.

Mr. Rooney explained that the department was notified by local government at the last minute that additional tax bills needed to be prepared because of a referendum that passed at the School Board. Ms. Gilmour had to coordinate getting the tax bills out in early January, in order to comply with the law.

Mr. Rooney explained that there were six foreclosures last year on Village liens. Most of the liens were for utility access, and other things of that nature, and could not be built upon. As a result of these foreclosures, the Village no longer needs to pay County taxes on the properties.

Mr. Rooney stated that the Tax Collector Department Budget is basically flat.

13. Finance

Mr. Rooney highlighted the most recent details of the Finance Department Budget. The negotiation settlement of the Police Benevolent Association (PBA) Contract was very time consuming, but beneficial to the Village upon its completion. A Qualified Purchasing Agent (QPA) position was established to reduce the load on the Village’s bid process while, at the same time, establish tighter internal controls by having someone monitor the process necessary to ensure compliance with the laws when dealing with emergency-type services. The Finance Department continues to try to establish Shared Services agreements. It is anticipated that Ridgewood will work with Washington Township on the maintenance of vehicles, and that this revenue relief will be included in this year’s budget.

Mr. Rooney listed the 2017 goals of the Finance Department, which included the solidification of the accounting for capital assets. He is working with Dylan Hansen, Certified Government Chief Information Officer, to come up with specific identification of IT equipment, such as who is using it and where the extra equipment is located. The Finance Department continues to analyze projected capital expenditures to allow the scheduling of debt service to finance capital costs. Mr. Rooney will continue to enhance the quarterly reporting process to include balance sheet capital asset reports. Unaudited financial statements from 2016 will be made available to the Village Council members at the Budget Meeting scheduled for March 27, 2017. Mr. Rooney will continue to work with the Village’s external audit firm. In the past, there were three departments that have had specific audits done in order to strengthen the internal controls in these departments.

Mr. Rooney stated the 2017 budget includes a request for approximately $10,000 in operating costs and approximately $40,000 in Capital for a time recording system. He explained that reimbursements from the Federal Emergency Management Agency (FEMA) for disaster expenses require an accounting of the time personnel spend in vehicles or on the task. This reporting system will allow people to check in and out each day, resulting in better control. Ridgewood is in the process of Blue Collar and White Collar Union Contract Negotiations. The budget also includes the use of kiosks for parking, with the first one proposed for the Chestnut Street Lot. This will be a six-month pilot, and if successful, the purchase cost or initial fees can go into Capital Expenses, instead of Operating Expenses.

Under questioning by Councilman Sedon, Mr. Rooney stated that, to his knowledge, there is no interest in the right-of-way from East Ridgewood Avenue to North Irving Street along the Ridgewood High School football field. Councilman Hache stated that a meeting with representatives from PSE&G and discussions with Dr. Gorman, Principal of Ridgewood High School and Dr. Fishbein, Superintendent of Schools, have suggested using this land for one-way, angled parking for the high school. Neighbor sensitivity was a concern, and it was suggested that the parking approach be toward the high school, with the entrance from Ridgewood Avenue. Councilman Hache noted that very expensive and very critical equipment owned by PSE&G is located in this area, so PSE&G is requesting protective barriers and paving. Paving the site may be an issue, as this property is located near a stream and NJDEP approval may be required. Mr. Rutishauser is working on an agreement with PSE&G. It is estimated that between 30 and 40 parking spots will be created in a much safer area, than the private lots currently being used by the students. Ms. Mailander pointed out that this is still under negotiations and the Village Council will be kept updated.

Under questioning by Councilman Sedon, Ms. Mailander explained that with any professional services, the Pay to Play threshold is $17,500.

14. Parking Utility

Mr. Rooney explained that included in the Parking Utility Budget was one full-time and one part-time Parking Enforcement Officer; the six-month pilot program for the kiosk in the Chestnut Street Lot, which would be tied-in to a license plate reader, identifying whether a vehicle paid for a parking permit; time expense for a shuttle service for the CBD employees; a YMCA lease for extra spaces in their lot; and provisions for a pilot program with UBER.

Under questioning by Councilman Hache, Mr. Rooney explained that $450,000 in the budget represents the amount that is given to the General Fund as a result of excess funds in the Parking Utility Budget, which is consistent with prior years. Up until last year, the department was trying to replenish a deficit in revenue, due to a coin theft a few years ago. This deficit will be replenished this year. The law still allows this money to be used at the Village’s discretion, so it can be used to help relieve the tax burden.

1. Wrap-up and Next Steps

Ms. Mailander explained that the next budget meeting is on Thursday, March 9, 2017, and will include the Library, Recreation, Graydon, Parks, Fleet, Streets, Solid Waste, Yard Waste, Recycling and Water. It will begin at 5:30 p.m. and is being held in the Patrick A. Mancuso Senior Center. The meeting will be televised. It is hoped that the budget presentations will be completed on March 15, 2017. This will be followed by a few wrap-ups and a review/decision on the Capital Budget on March 27, 2017. The proposed introduction date for the budget is April 12, 2017, and the public hearing and consideration for adoption of the budget is scheduled for May 10, 2017.

5. PUBLIC COMMENTS

Mayor Knudsen asked if there were any comments by the public and there were none.

6. RESOLUTION TO GO INTO CLOSED SESSION

Ms. Mailander read Resolution #17-68 to go into Closed Session as follows:

7. ADJOURNMENT

There being no further business to come before the Village Council, on a motion by                      Councilman Sedon, seconded by Councilman Voigt         and carried unanimously by voice vote, the Village Council’s Special Public Budget Meeting was adjourned at 8:50 p.m.

                                                                                    ______________________________

                                                                                                  Susan Knudsen      

                                                                                                     Mayor

________________________________

            Heather A. Mailander

                 Village Clerk