Village Council Special Public Meeting Minutes March 9,2017

 

A SPECIAL PUBLIC BUDGET MEETING OF THE VILLAGE COUNCIL OF THE VILLAGE OF RIDGEWOOD HELD IN THE PATRICK A. MANCUSO SENIOR CENTER OF THE RIDGEWOOD VILLAGE HALL, 131 NORTH MAPLE AVENUE, RIDGEWOOD, NEW JERSEY ON MARCH 9, 2017 AT 5:30 P.M.

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

Mayor Knudsen called the meeting to order at 5:33 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 Heather Mailander, Village Manager/Village Clerk; and Donna Jackson, Deputy Village Clerk.

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. PUBLIC COMMENTS

Andrew Lowry, 441 Hawthorne Place, stated that as a member of the Ridgewood Shade Tree Commission, he has realized that the trees in the Village have not received the attention they deserved. Over the last 20 years, the best tree replacement rate was 11%.   Mr. Lowry roughly estimated that 4,000 trees have been lost over the last 20 years. He urged the Village Council to include the cost of tree replacement in the Operating Capital, with particular focus on the trees in the Central Business District (CBD). Mr. Lowry noted that the recent formal certification of the Shade Tree Commission will allow them to apply for funding from State Grants.

Monica Buesser, 492 Northern Parkway, identified herself as the Chairperson of the Ridgewood Shade Tree Commission. She listed the accomplishments of the Shade Tree Commission as follows: cleaned-up the downtown tree wells; created an adopt-a-tree program that allowed residents to buy a tree, which was then planted; received a Community Forestry Management 5-Year Plan Grant and completed that plan, resulting in the Shade Tree Commission being certified by the State of New Jersey as a True Commission, giving them the ability to apply for grants up to $300,000; held reforestation meetings with residents to discuss adopt-a-tree, sidewalk replacement and other issues; developed tree activity maps of the Village; attended an Emerald Ash Borer seminar in May, 2016 where each attendee was awarded 1 CEU credit; inspected sites being considered for tree planting in September, 2016 (however, drought conditions and problems with contractors did not allow any planting); and worked with the Village Engineering Department in October, 2016 to develop a tree planting plan to coincide with the street paving plan. Ms. Buesser noted that four members have completed core training, and one Village Staff member will need to be certified as well, by the end of the year to replace Timothy Cronin, the Director of Parks and Recreation, who will be retiring. Last year the members received 72 CEU’s and completed I-Tree training; in November, 2016 a lecture was held on trees and climate change; a Girl Scout is going to start a tree nursery; a lecture is scheduled for May, 2017; and an application was made for a Sustainable New Jersey Grant in the amount of $20,000 to survey the street trees. Ms. Buesser urged the Village Council to continue funding core training for Shade Tree Commission members. She also noted that the $20,000 grant from Sustainable New Jersey will only cover half of the survey. The Village will need to fund an additional amount of $5,000 to complete one half of the survey. This survey will identify the species, location, number, condition, and size of the trees, as well as available planting locations. This survey will also serve as the basis for obtaining additional grant funding in the future.

Joan Larkin, 5 Heights Road, identified herself as President of Highlights in Leisure Time (HILT), a senior citizens’ club. She expressed her gratitude for to the Village Council for their past support and asked for this support to continue in the future.

Jo Delaney, Union Street, identified herself as the Chairperson of the Kasschau Memorial Shell Committee. She distributed a copy of last year’s program, which she described as very ambitious with the presentation of 18 free concerts. Ms. Delaney thanked the Village and the Village Council for over 58 years of support. The 2017 concerts will begin on June 1st and will be held on Tuesday and Thursdays through the first week in August. The concerts offer music for every taste, with repeat and new performers, as well as performances from community groups. Ms. Delaney stated that most of the money needed is obtained through fund raising. However, Ms. Delaney noted that additional funding is needed from the Village to continue this program.

Marcia Ringel, 250 Ferris Place, identified herself as the co-founder and co-chairperson of the Preserve Graydon Coalition and a member of the Graydon Ad hoc Committee. Ms. Ringel felt it was time for some of the profit from Graydon Pool to be directed back to the pool instead of going into the General Fund. Ms. Ringel urged the Village Council to approve the budget for the Parks and Recreation Department. She felt that whatever it takes to keep the water and buildings clean at Graydon Pool should not be denied.

Diane Walker, 215 Avondale Road, identified herself as the Vice President of the Conservancy for Ridgewood Public Lands. Ms. Walker explained that the Conservancy was formed in 2011 with the mission to provide funding and support to restore and enhance Ridgewood parklands. Some of the Conservancy’s larger tasks include the gardens along North Broad Street, the on-going restoration of Twinney Pond Park, the planting of 1,000 day lilies at Memorial Park at Van Neste Square, and the annual daffodil festival. A very conservative estimate of the Conservancy’s investment in the community from public donations is $25,000 in plantings, not including pro-bono work done by very generous local landscapers. Ms. Walker urged the Village Council to budget funds for a simple irrigation system for the educational garden that will be planted at The Stable this spring. It will be a continuation of the system that was installed last year and is an essential component of this project. Ms. Walker urged the hiring of Parks Department employees to work as gardeners. On behalf of Cynthia Halaby, President of the Conservancy for Ridgewood Public Lands, Ms. Walker urged the Village Council to budget funds for the installation of a new irrigation system at Memorial Park at Van Neste Square.

Marianne Bennett, 448 Cambridge Road, identified herself as the Program Director of Senior Housing Association of Ridgewood and Environs, Inc. (SHARE). Two houses are located in Ridgewood and each houses 14 senior citizens. Ms. Bennett urged the Village Council to pass the Parks and Recreation Department Budget. The Parks and Recreation Department offers many programs for seniors and does a great job meeting the needs of the Village’s senior citizens. She spoke about the importance of continuing the senior transportation program.

Bron Sutherland, 306 Graydon Terrace, identified herself as a new member of the Shade Tree Commission. Ms. Sutherland stated that she was concerned with storm flooding and water runoff. Water runoff generates water quantity and water quality problems. The planting of trees is one approach to storm water management that is cost effective, sustainable and environmentally friendly. Rain falling on trees reduces storm water runoff by 40%. Ms. Sutherland urged the Village Council to support the planting of more trees.

Gwenn Hauck, 217 Fairmount Road, urged the Village Council to put as much money as possible into the Parks and Recreation Department’s budget. She felt it was the most unrecognized department, even though she felt it defined the image of the Village and made it unique. The limited amount of staff works very hard, in a less than accommodating environment. Technology is limited, because it is located off-site. She described the Village Hall Staff as truly dedicated. She spoke about the many activities offered by the Parks and Recreation Department and the many locations they maintain.

George Wolfson, 212 Steilen Avenue, thanked the Parks and Recreation Department for the popular, interesting programs offered and he urged the Village Council to support its funding. As a member of the Shade Tree Commission, Mr. Wolfson noted that the Shade Tree Commission was formed again in 2014 after many years without one. Over the last 10 years, trees in Ridgewood have been abused. There were many years when there was no tree maintenance or planting. He urged the Village Council to support the funding needed to complete the entire tree survey.

Sue Ullrich, 10 Bender Road, Waldwick, New Jersey, identified herself as the Activity and Resource Coordinator of Ridgecrest Senior Housing located at 711 Ridge Road. She thanked the Village of Ridgewood and the Parks and Recreation Department for the outstanding programs they offer for senior citizens. Ms. Ulrich urged the Village Council to waive the fee for seniors to attend Graydon Pool, based on income.

3. DISCUSSION ITEMS
4. Review of Departmental Budgets   
5. Ridgewood Public Library

Dan Cummings, Treasurer; Nancy Greene, Director; and Toni Mathes, Business Manager were present.

Mr. Cummings stated that the Ridgewood Library is requesting an appropriation that is exactly the same as the one requested in 2016.

Ms. Greene congratulated Ms. Mailander on her new position as Village Manager. Ms. Greene stated that the Ridgewood Library ranks number one in the State in terms of the number of educational and cultural programs offered, and in the circulation number of children, teen, and downloadable books. The Ridgewood Library ranks in the top three for book and media circulation, reference questions answered, and professional staff. The Ridgewood Library has a relatively low cost for staffing, municipal allocation, and cost per circulated item, while still providing the best services possible.

Ms. Greene pointed out that the Library publishes a town-wide newsletter and goes out into the community to lead book groups at Ridgecrest and SHARE House. The Library provides homebound service to Ridgecrest, provides speakers to Village organizations, and works with the Bergen County Genealogical Society providing services such as free access to Ancestory.com. The Library has a member who is on the Community Relations Advisory Board. Ms. Greene asked the Village Councilmembers for suggestions on other services they would like to see provided.

Ms. Greene stated that the Library has terrific, free on-line resources. There are approximately 300 titles of magazines that can be downloaded for free. The Library also has a very valuable subscription data base, lynda.com that offers free on-line learning classes. There is an extensive cloud library of e-books that can be downloaded for free, and a NY Times historical data base from the years 1851 to 2012. Issues of the Ridgewood News and the Record from 2013 to the present are also available. Information is available in different languages.

Ms. Greene spoke about the Library’s multi-cultural services. Approximately 22% of Ridgewood residents do not speak English at home. This year, the Library’s English as a Second Language Program (ESL) will serve 110 adult students from 23 countries. Ms. Greene read testimonials on the benefits of this program from some of the tutors and students. The Library also holds an annual international luncheon. Daily newspapers, books, movies and magazines are offered in different languages. The Library catalog and the staff are multi-lingual. World language cafes are offered in French, German, Italian and Spanish. Family museum passes are offered.

In terms of technology, Ms. Greene stated that the Library taught 1200+ adult students in 2016. A new class entitled, Office Ready, teaches how to use Microsoft Office. Ms. Greene read a testimonial from a resident who took this course. The Library also offers technology labs specifically for senior citizens. The Library offers “Maker Space Saturdays” which offers hands-on activities for families. The Library also offers “Tech Lending” where people can borrow and take home creative technology kits. Through a grant from the NJ Historical Commission, the Library is collecting oral histories from residents of Ridgewood. All new I-Macs were added to the tech training center and the HVAC controls were updated to include digital controls and remote access.

Ms. Greene addressed the goals for 2017. She stated that the Library’s union contract will terminate at the end of 2017. The union contract does not have longevity and does not have steps. Only 6 employees will receive health benefits in their retirement and only a few employees are eligible for terminal leave. The Library will continue to do cross-training, so employees can serve in different departments.

In terms of community support, the Library will continue to be active in the VOR 55+ initiative, continue to help job hunters through the tech lab, and hold cultural heritage celebrations focusing on specific cultures starting with Korea in spring, 2017.

In terms of the physical library, Ms. Greene hopes to work with the Village Council to develop a parking plan that would allow better access to the Library and Village Hall. The Library staff is working with an architect to envision how the interior of the Library can be improved to better meet the changing needs of the community. Less space is needed for hardbound books and more space is needed for places where people can congregate. Public presentations are planned. The Library staff is also learning about how to conduct a capital campaign to develop private funding. Ms. Greene thanked the Village Council for their help in replacing the rooftop unit that recently failed. The current budget includes funds to replace the other two rooftop units.

Mr. Cummings pointed out that the proposed Library budget reflects a justified rate of expansion and an efficient operation, understanding the need to do more with less. The Library is asking for a flat appropriation. The Village appropriation from last year was $2,366,776 and the proposed budget is exactly the same at $2,366,776. This represents approximately 90% of the operating budget. There are two other major sources of income anticipated, which include $112,000 from the rental of Pease Library, and user generation fees from services such as media rentals and fines, which represent about 5% of the budget. Mr. Cummings noted that the media rentals have been steadily declining over the past decade, which is one of the reasons the Village’s appropriation is critical to the Library’s operation. From a short term standpoint, most of the appropriation is dedicated to salaries and benefits. The Library is asking for a Capital Expenditure to cover HVAC replacement for an approximate cost of between $70,000 and $90,000. Books and media consists of approximately 8% of the budget.   The programs and curriculum make up the body of the Library’s work. The Library has 13 full time employees out of 47 employees, so there is room for adjustments, if necessary. The Library is trying to avoid being in a position where the fixed costs are disproportionate. Likewise, the rental of the Pease Library has been a work in progress. The Village has cooperated when necessary and money is being raised to keep the beautiful building and its revenue. The lease does not expire until 2018. The two tenants in the building are Northwest Bergen Central Dispatch and Bergen County Medical.

Mr. Cummings noted that the Library has plans for the future, but these improvements will be consensus projects. They will be done with an eye on compromise and will not be done in isolation. The real issue is that the interior of the library is 20 years old. This will be discussed at the Capital Budget meeting next week. Mr. Cummings thanked Councilman Voigt for his guidance.

Councilman Voigt thanked the Library Staff for the great job they do managing their resources and for the diligence, thoughtfulness and care they put into the operation of the Library. He urged them to continue.

Councilman Sedon agreed with Councilman Voigt and expressed his pride in the operation of the Library.

Councilwoman Walsh thanked the Library Staff. She questioned why there wasn’t more grant writing. Ms. Greene explained that the State Library does not have that many grants available and the money available from other sources is not great. Ms. Greene noted that the Library Board just passed a resolution of support for a bond in the amount of $125 million for public library construction and renovation, and, if this passes, Ridgewood will apply for a grant. Mr. Cummings agreed that the availability of grants is limited. It is easier to get a grant for a specific focus, such as ESL, than in general support of the library. Ms. Greene noted that to get a grant you need to be supporting a new service, which requires staff and operating expenses when the grant runs out.

Councilman Hache thanked the Library Staff for their hard work and for presenting a flat budget.

Ms. Greene thanked the Friends of the Library and the Library Foundation for their generosity and for the many programs they support 100%. Without this support, more funding would be needed from the Village. Ms. Greene also thanked Toni Mathes, Library Business Manager, for all her hard work and dedication.

Mayor Knudsen thanked the Library Staff for their dedication and hard work.

2. Parks Department, Recreation Department and Graydon Pool

Tim Cronin, Director of Parks and Recreation and Nancy Bigos, Assistant Director of Parks and Recreation, were present.

Tim Cronin, Director of Parks and Recreation, thanked the groups that spoke during the public portion of this evening’s meeting for making the Village a better place for everyone.

Mr. Cronin listed last year’s accomplishments. A solid revenue stream is anticipated as program registration numbers continue to increase and any additional revenue is deposited into the Recreation Trust Account. Parks and Recreation is working with NJ Environmental Protection Green Acres Division to finalize and implement the change of use status for the gatehouse at Habernickel Park. This change will provide the opportunity to offer educational, nutritional, gardening, and recreational programs through Health Barn USA. The public/private partnerships and sponsorships continue to expand and include Jacobson Landscaping and Design; Upper Ridgewood Tennis Club; the Firefighters Association; Health Barn; the Promise Foundation, Conservancy for Public Land; the Women Gardeners of Ridgewood; and the Bergen County Probation Department Inmate Clean-up Program. The Stable addition is complete and it fit in with the existing building beautifully. Several new programs have realized steady growth and added expanded options for programing. These programs include the Aquatics Program at Graydon Pool; the Health Barn USA programs; the Pony Share Equestrian Offering; the Racquet Sports of Fickle Ball and Platform Tennis held in conjunction with the Upper Ridgewood Tennis Club; offerings at the Community Center; and the after-school programs at the Stable. The municipal park enhancements continue, through the generosity of the volunteer organizations. A Girl Scout Gold Award was completed last year by Kate Becker, which included nature trails and signage along the Ho-Ho-Kus Brook. The State Inspection of Graydon Pool by the NJ Health Department came out very positive. Inspectors were impressed with the pool’s management and the training, licensing, and certifications of the staff. The Parks and Recreation Department went through a financial audit, which included operations of the Badge Office at Graydon Pool, the front office at the Stable, and the Parks Division. The Summer Marketing Program at Graydon Pool included such events as a Summer Concert Series and Movies on the Beach. New gardens, hanging plant baskets, and a higher water quality were accomplished at Graydon Pool. The Parks Division purchased new equipment to improve the shade tree operation. Two gardeners were hired last year. Grant money in the amount of $3,000 is expected from the State.

Mr. Cronin listed the goals for 2017. The Parks Department intends to increase programing throughout the Operating Budget; to lessen costs wherever possible through renegotiations with instructors and subcontractors; enhance social media exposure and promotions of programs; continue relationships with the Board of Education and Ridgewood Mom and Dad’s Association; develop policies and procedures for park facilities for large groups; consider permanent restrooms for park facilities; get Wi-Fi up and running at Graydon Pool; consider Wi-Fi for Memorial Park at Van Neste Square; continue to research and survey statistics on the needs of the 55+ population, including housing, transportation, community support, and health services; and continue to invest in alternatives and inclusionary programming for the special needs population (currently, specific requests pertain to the equestrian program and the summer day camp program). Further development of the local parks includes addressing the need for municipal recreational opportunities, both passive and active, special events, public use, fields, and facility requests. The Parks Department is anticipating the planning and development of various park properties including Citizens Park, Habernickel Family Park, Maple Park, Veterans Field and the Schedler Property. Mr. Cronin stated that since he will be retiring at the end of this year, he is currently working with the Finance Department and the Village Manager’s Office on a succession plan.

Mr. Cronin added that last year, the two-man shade tree crew accomplished approximately 850 service requests. Staff also participated in the preparation of several grants. He thanked the Girl Scout who worked on the tree canopy study and the creation of the nursery at the recycling center.

Councilman Voigt thanked Mr. Cronin for his presentation. Councilman Voigt asked for Mr. Cronin’s opinion on turning Graydon Pool into a utility and making it self-sustaining. Mr. Cronin noted that Graydon Pool was a utility back in the early 1980’s. Utilities are great in terms of keeping revenue. However, he understood that when Graydon Pool was a utility there were a lot of indirect charges by other departments, putting it in the red. Also, utilities can only spend what was brought in the previous year. For example, if a drought situation occurs, additional money cannot be allocated, which could result in a decrease in revenue. Ridgewood C.F.O. Robert Rooney further explained that when Graydon Pool was a utility, it ran three years in a deficit. Local government then required that it be brought into the General Budget because tax dollars needed to be raised to pay for it. If Graydon Pool became a stand-alone utility, it would be subject to ancillary costs such as insurance, police enforcement and fire protection, potentially creating more expenses than revenue. In the past 3-4 years, the direct revenues received were sufficient to pay for the direct expenses that were incurred at Graydon Pool.

Under questioning by Councilman Voigt, Mr. Cronin explained that the Program Manager is an unfunded position at this point. This position is part of the succession plan. The Program Manager would cover 3 or 4 of the 12 committees currently being covered by Mr. Cronin or Ms. Bigos; would have to hold the same unique license required for pool operation as Mr. Cronin; and either possess or obtain an arborist’s certificate. The Deputy Director position would be deleted and an Assistant Superintendent for Parks position and an Assistant Superintendent for Recreation position would be added. A lower title would incur additional costs for overtime because the positions involve night and weekend work.

Under questioning by Councilman Voigt, Mr. Rooney explained that if an item is a replacement or a repair it remains in Operating Capital. If it is an acquisition of an asset, it can be put into the Capital Account. If a piece of an item is being replaced and it does not extend the useful life beyond five years, then it is an Operating Expense. It was noted that the cost of the new ice machine should be moved from the Operating Budget into the Capital Budget.

Councilman Sedon asked for an explanation for the increase in full-time salaries from $308,000 in 2016 to $416,000 in 2017 in the Recreation Department. Mr. Rooney explained that this is the $75,000 salary for the Program Manager.

Councilwoman Walsh thanked the Parks and Recreation Department for all their hard work and for doing more with less. Councilwoman Walsh asked Mr. Cronin if he would be able to work within budget considering the anticipated increased use of the fields and parks. Mr. Cronin stated that the Village relies on donations of labor, time, and expertise from many different groups. There is always the possibility that the leadership or priorities of these groups may change. Ms. Bigos noted that the average age of the members of the Kasschau Shell Committee is 77 years old. This committee has been in operation for 56 years and work together as a dedicated team, offering labor, expertise and funding through solicited donations. They have raised close to $18,000. The day they no longer want to volunteer will warrant an administrative decision from the Village Council on whether to continue these programs. Other groups such as the Conservancy for Ridgewood Public Land and the Women Gardeners contribute their expertise to keep the parks looking the way they do. Ms. Bigos noted that the Parks Department recognizes these volunteers in various ways. She suggested having a volunteer committee recognition luncheon or a presentation of certificates. Mr. Cronin also recognized the volunteers of Project Pride, in existence since 1980, who help beautify downtown Ridgewood. Without these volunteers and groups, the Parks and Recreation Budget would be significantly higher.

Ms. Bigos noted that there are administrative costs associated with the volunteer groups, as they do need assistance from Parks and Recreation. The Village processes all purchase orders, oversees all contracts, prepares and mails contracts and checks, and contacts the Board of Education when auditorium space is needed. Parks and Recreation administer the programs with the support of the volunteers.

Under questioning by Councilman Voigt, it was confirmed that a representative of the Parks Department needs to be an active member on each committee in order to maintain them.

Ms. Bigos noted that success and growth occur as a result of community; when residents want something different and are able to commit to it. She noted that the Ridgewood Parks and Recreation Department has been recognized through the State of New Jersey as being one of the premier Parks and Recreation Departments among their peers.

Councilman Sedon recognized how Mr. Cronin and Ms. Bigos are engaged in a part of every committee, and he thanked them for all their hard work and for leading by example.

Councilman Hache thanked the Parks and Recreation Department for their hard work, in particular scheduling the heavy use of the fields. Councilman Hache commended the leadership of Mr. Cronin and Ms. Bigos, noting that they have more interaction with residents than any other department. He spoke of the importance of continuity after Mr. Cronin retires. Councilman Hache also expressed concern that additional use of the parks, especially Graydon Pool, may put a strain on already strained resources. He questioned whether enough funds were budgeted to address the additional costs associated with greater usage of the parks and the fields.

A discussion was held concerning replacing the artificial turf on the infield at Maple Field. When the artificial turf was first installed, it resulted in an annual savings of approximately $30,000 over the cost of a grass field. At that time, it was suggested that this money be put in a trust for the eventual replacement of the artificial turf. Mr. Cronin stated that an estimate for replacement was received and will be reviewed during the capital budget hearings. Specialized equipment costing approximately $3,300, is proposed in the 2017 Budget to keep the artificial turf soft.

The Village Councilmembers took a five-minute break at this point. The microphones were turned off.

3. Fleet Services, Streets Department, Solid Waste Division, Yard Waste,                          and Recycling Division

Dan Kiely, Superintendent of Public Works; John Spano, Superintendent of Operations; and Richard Calbi, Director of Operations, were present.

Under questioning by Councilman Voigt, Mr. Kiely explained that recapping meant tire retreading. Councilman Voigt questioned why the amount is $23,000 over the prior year. Mr. Kiely explained that $15,000 of this money will cover the retreading of loader tires, which can cost approximately $800-$1400 per tire.

Councilman Voigt questioned why the budget line, Material and Supplies, was up $65,000 over last year. Referring to Line 30 which read, “an additional $75,000 due to almost all of our fleet work is now done in-house”, Mr. Kiely explained that this covers the cost of parts and materials that were previously included in the cost when the work was outsourced. However, more money is actually saved with the work being done in-house.

Under questioning by Councilman Voigt, Mr. Kiely explained that the credit on Line 29z in the amount of $117,762 represents allocations that may be made to Other Funds from departments that use Fleet Services’ time.

A discussion followed on the purchase of gasoline. Ms. Mailander explained that gasoline is purchased under State Contract at a set rate. The set rate for this year is $1.90 for diesel gas and $1.60 for regular gas. The State Contract ends before the calendar year, so this price may change.

Councilman Voigt questioned the reduction of $40,000 in the Streets Budget, Item 29, Other Contractual Services. Mr. Calbi explained that this was the result of an internal review to try to reduce the budget. Mr. Spano noted that the primary expense in that line is Snow Removal.

Councilman Voigt questioned why the full-time budget for the Solid Waste Division increased. Mr. Keily explained that a part-time person was added as part of last year’s budget.

Mr. Kiely explained that every year, the Village receives funds under the Clean Communities Grant. Paperwork must be provided to support this, and the department has a dedicated employee on staff whose major function is to make sure the work is completed.

Councilman Voigt questioned why the Line Item, “Disposal Dumping Fees, Solid Waste Collection” was $710,000 last year and $600,000 this year. Mr. Kiely explained that this amount was over estimated last year. The actual cost in 2016 was $586,000.

Councilman Voigt questioned the note regarding line item 048, “Disposal Fees, Yard Waste, Recycling” that stated, “must restore additional funds for disposal”. Mr. Kiely explained that this note is from last year and does not effect this year’s figure.

Councilman Voigt questioned why the Recycling Budget was $470,000 last year and is $560,000 this year. Mr. Kiely explained that there is a reduction in the budget credits, which is related to reduced revenue and the amount of money that is in the Recycling Trust. In addition, the full-time line is not reflective of the true salary and wage, and it needs to be reduced because of a change in a position within the department.

Councilman Sedon thanked the staff for their hard work. Councilman Sedon felt it was important to make clear that the $75,000 increase in Material and Supplies actually represents a savings to the Village, as a result of maintenance work being done in-house as opposed to outsourcing.

At the request of Councilman Sedon, Mr. Kiely stated that he will provide him with a spread sheet containing the inventory of all vehicles, big and small, including mileage and damage from aging.   This information will be used as part of the recertification process for Sustainable NJ at the Silver Level.

Councilwoman Walsh suggested taking steps to encourage businesses to use cardboard containers and tops instead of plastic containers and tops, much of which is no longer recyclable. Mr. Kiely agreed, noting that cardboard recycling is profitable, and plastic and glass bottle recycling is actually costing the Village money. Councilwoman Walsh suggested a charge for picking up commercial recycling and Mr. Calbi stated that this has been under consideration.

Mayor Knudsen stated that she approved of moving the seasonal workers to permanent part time workers, as these workers are knowledgeable, and keenly aware of the operations. Retraining becomes unnecessary, resulting in better efficiency and overall savings. Mr. Calbi added that this allows the Village to keep good employees.

Mayor Knudsen recalled that in the past, there were many complaints from residents concerning missed pick-ups. Mr. Calbi explained that there were many days when there were only two people on a truck instead of three, and sometimes those two people were not familiar with the route. This problem has since been eliminated.

4. Water Department

Director of Operations, Richard Calbi; Business Manager David Scheibner; Operations Manager, Jose Martinez; and Senior Engineer Jill Fasano were present.

Mr. Calbi stated that Ridgewood Water continues to make sure safe drinking water is provided to over 61, 000 customers. Ridgewood Water holds public forums and events to educate the public about the operations of Ridgewood Water.

Mr. Calbi addressed staffing in 2016. He explained that the Water Utility revitalized and expanded the staff with some new hires and some reorganization. Three key divisions were created within the Water Utility: the Business Division, headed up by Mr. Scheibner; the Operations Division, headed up by Jose Martinez, and the Engineering Division, headed up by Jill Fasano.   Mr. Calbi pointed out that the current staff members hold many professional licenses. All staff members are given the opportunity to go through the process of obtaining a water license.

Mr. Calbi addressed the 2016 accomplishments of the Water Department. The installation of the corrosion control system was completed last year for lead and copper compliance. The first round of testing was just completed with favorable results. The Aqueduct Storage Tanks Capital Project was completed. Two twin tanks located in Midland Park, one of which was 100 years old, needed repainting. The lead paint was removed and the tanks were rehabilitated with new coatings and improved safety measures. Mr. Calbi pointed out that no sediment was found in either of these tanks. The Water Utility awarded several design projects to maintain compliance with administrative orders and to kick-off the six-year capital plan that included bringing engineering in-house to manage projects. The Water Utility increased customer confidence through a series of public forums and attended several municipally sponsored events in other communities. The first full year of collections was completed, bringing in over $500,000 in aged receivables.

Mr. Calbi stated the Water Utility’s goals for 2017. The Water Utility will continue their proactive approach to capital planning, compliance and consumer safety. The first stage of public education on conservation is proposed to be completed, followed by the enactment of a new conservation ordinance, throughout all of the four municipalities serviced by Ridgewood Water. The Water Utility proposes to successfully complete the Administrative Order on the Ground Water Under Direct Influence of Surface Water and to present the results to the USEPA in the third quarter of 2017. The second round of copper and lead testing is proposed to be completed. If there are two, six-month consecutive periods where the Village is under the action limit, it will move Ridgewood into another level of monitoring. This will prove that the corrosion prohibitor has done its job and more. The Water Utility proposes to continue compliance with all other orders and to complete all the improvements that were initiated for design in 2016. Currently, the Vance Tank in Wyckoff, and the Glen Tank in Midland Park are out of service and undergoing construction for rehabilitation. Mr. Calbi noted that tank sediment was low in these tanks, as well. The Lafayette Storage Tank will be rehabilitated later this year. In the summer, a project is being bid out for auxiliary power at eleven facilities. This is critical, as it will allow the back-up of facilities in the event of power failure. Results are expected from the Inactive Well Study, which will help determine whether inactive wells should be rehabilitated or abandoned. The study of the Carwell Field will be completed, which will determine what treatment is needed there. The staff revitalization will be completed, with the remaining new hires and replacements for vacant positions. Customer service and public relations are proposed to be reconstructed to improve the front line of the Water Utility. Customer confidence will continue to be built-up with the holding of public forums and events such as this year’s Earth Day.

Mr. Scheibner explained that the first thing that distinguishes the Water Department from the other departments is the fact that it is a large revenue stream department. One of the paradoxes of it though, is that the department is very dependent on the weather, so the revenue isn’t known at the beginning of the year. Despite the drought and because of the success of the Stage 2 Water restrictions, the supply was maintained.

Mr. Scheibner discussed changes in the 2017 Budget. The Water Utility will be increasing the staff. The outsourcing of customer service positions is being proposed, which will save money and improve the front line. In the Treatment Division, the chemical costs are higher due to both the corrosion control that was implemented and the increase of chlorination required under the Ground Water Under Direct Influence Administrative Order. In the Distribution Division, a higher valve maintenance cost is expected because an aggressive valve exercise program will be undertaken. Some of the valves may need to be repaired or replaced. As a result of a strong public relations push, there will be administrative costs involved in the expansion of communications and outreach to customers. The public must be educated on the process of how water reaches their faucets. The implementation of water efficiency and analytic software will create a portal that will allow customers to make electronic payments. This software analyzes and cross-references weather data, census data, and meter reading data, giving the Water Utility better information for targeting spending and operations. The software is also designed to be interactive with customers. For example, it will send out e-mails when excessive use is noticed, suggesting that the customer may have a leak.   Mr. Scheibner explained that a number of sources are out of service while the Water Utility is in the midst of the major capital improvement project. For the next few years, water will need to be purchased from neighboring facilities, so there will be a cost for this.

Mr. Calbi stated that this year’s budget is approximately $16.1 million, which is substantially more than last year’s budget because of increased debt costs and the infusion of more pay-as-you-go capital. Approximately $3 million of surplus revenue is anticipated. Last year, $14.5 million in water rent was collected. This year, $12.6 million is anticipated. This figure was achieved by taking the 2016 figure and adding a 3% increase, on the assumption that a rate increase will be put into effect at some time this year.

Councilman Voigt thanked Mr. Calbi and Mr. Scheibner for their presentation. Councilman Voigt felt the projected water rent revenue figure was extremely conservative.   Mr. Calbi explained that part of last year’s revenue figure contained the aged receivables, so $500,000 should not be considered, bringing the difference to $1.3 million. The projected revenue for 2017 was based on the average daily usage being reduced by approximately one million gallons in a drought situation. It is estimated that there will be a $300,000 profit in 2017.

Councilman Voigt noted that all of the expenses in the budget were up significantly. Mr. Scheibner explained that the outsourcing of customer service, the analytic software, and the valve program necessitated the higher budget amounts. Mr. Calbi noted that the budget line, Source and Supply, was raised to cover the purchase of water.  Mr. Scheibner explained that the budget line item, Maintenance of Pumping and Electrical Equipment, was raised by $90,000 because this is a more realistic estimate than previous years. Mr. Calbi explained that the budget line, Laboratory Supplies for Water Treatment, was raised from the actual 2016 cost of $11,000 to $95,000. The additional funds will cover the salary for the lab technician position, so more testing can be brought in-house. It is believed that this will be a cost cutting measure and give the Village more control over the testing. Mr. Scheibner added that this is a huge job and outside labs will still be used. He noted that more than 45,000 water tests are conducted each year. Bacterial tests and some water quality tests are currently done in-house, but the rest of the tests are done in a lab. The increase in the budgeted amount for Marketing and Promotion is the initial cost of the software and its implementation. After it is in place, the annual cost for this software will be approximately $60,000. Mr. Calbi noted that the budget also contains one-time expenses for items such as a new allocation study. The budget line, Purchase of Bulk Water, was raised from $1.27 million to $1.70 million because there are inactive wells. Currently, there are 39 active wells, when in the past there were as many as 52. Last year, approximately 360 million gallons of water were purchased. This year, approximately 500 million gallons of water are proposed to be purchased. Mr. Calbi and Mr. Scheibner met with representatives of Suez Water about the supply; however, the biggest caution is insuring that the quality of that water meets Ridgewood’s standards, noting that surface water and groundwater have different characteristics.

Councilman Sedon thanked Mr. Calbi and Mr. Scheibner for their presentation and particularly their work in public education. He pointed out the interesting paradox between selling water to make a profit and encouraging conservation.

Under questioning by Councilman Sedon, Mr. Calbi stated that the total number of the 6-year major capital improvement budget was $42 million. Pay-as-you-go will bring the number down. Smaller projects were placed in the Operating Budget, with the bigger projects remaining as debt service projects. The 6-year plan is a work-in-progress. The costs will fluctuate based on priorities from year to year.

Councilwoman Walsh thanked Mr. Calbi and Mr. Scheibner for their presentation. Councilwoman Walsh questioned why wells being considered for abandonment went offline and what happened to the water source connected to these wells. Mr. Calbi explained that all but one of these wells went offline because of various issues of contamination. Before a well is abandoned, another location for a well will be sought to try to recapture that yield. The water stays in the aquifer.

Councilwoman Walsh asked if the Village had the ability to pump non-potable water and use it for irrigation, resulting in two available water services. Mr. Scheibner explained that in newly developed areas this makes sense because two water mains can be placed in one trench. However, when the infrastructure is set-up for one water system, this is not practical. Mr. Calbi noted that some contaminants cannot be dumped back out onto the surface.

Councilman Hache questioned how the overall capital project was tracked. Mr. Calbi explained that the EPA Administrative Order requires quarterly updates. Currently, the Village has either met or exceeded project deadlines. Core team meetings are held to ensure timely progress and spreadsheets and schedules are maintained. Councilman Hache thanked Mr. Calbi and Mr. Scheibner on the many informative public presentations provided.

Councilman Hache suggested getting involved in an exchange that involves the expertise of professionals from other countries. Mr. Calbi agreed, noting that Israel is on the forefront of drip irrigation. In drip irrigation, all irrigation is done below ground, resulting in an efficiency rate of 90%.

Under questioning by Mayor Knudsen, Mr. Scheibner explained that the capability of the new software to identify excess water usage and the possibility of a leak, will help identify the location of water that is lost without making it through a meter. Mr. Calbi added that water readings are now being read monthly instead of quarterly, which allows comparison of the monthly reading to the monthly production so a bigger break can be detected sooner. There is an additional cost for labor; however, it is minimal as it only takes one-half of a day to pick-up the readings throughout the whole Village, and these readings can be combined with other tasks.

Ms. Mailander pointed out Mr. Scheibner is retiring in the near future. Mr. Scheibner started as a meter reader almost 33 years ago. Ms. Mailander stated that Mr. Scheibner’s dedication, expertise, and knowledge will be missed and she thanked him for all he has given the Village over the years.

5. Utilities, Trust Funds and Deferred Charges

Ridgewood C.F.O. Robert Rooney and Treasurer Steve Sanzari were present.

Mr. Rooney explained that these budget items are non-departmental and basically uncontrollable. They are fixed by entities such as the State or insurance.

Mr. Rooney explained the budget line, Prior Year’s Bills, are bills that have surfaced somewhere along the line for anything from 2015 or prior. Last year, the total was approximately $16,000; this year the figure is up to $41,000, much of which involves billings from Public Service, and reimbursement to condominium associations for services they contract, that the Village may also supply, such as snow plowing, in areas that municipal vehicles cannot safely access. No bills were received over the last six years, so an agreement was reached with the new management company that resulted in the Village owing the condominium association approximately $15,000. On a go-forward basis, the resulting cost is approximately $2,500 per year.

Mr. Rooney explained the items under the budget line, Benefit Items, are statutory for the most part. Social Security may be a bit higher than last year, but the stated amount is appropriate for the current headcount and salaries. The retirement system bills are in-house, so there is no movement. The Unemployment Insurance Trust was budgeted high as a precaution; however, if this amount isn’t needed, it will be transferred at the end of the year.

Mr. Rooney explained the budget line, Other Insurance, Group Insurance, Workers Compensation, which includes items such as health, dental, and vision coverage. Claims are self-insured claims with deductibles that the Village must pick-up. For example, the Village may have to pick-up the first $100,000 of a major claim.

Under questioning by Councilman Hache, Ms. Mailander explained that the Joint Insurance Fund went down approximately $41,000 because of a reduction in workers compensation claims and employees returning to work sooner. Mr. Rooney noted that this was also the result of credits received from the Joint Insurance Fund for holding quarterly staff safety programs.

Mr. Rooney addressed the budget line, Interlocal Service. Most of these items are flat. He noted that one item that is not reflected is the Interlocal Service Agreement with Washington Township, which is currently estimated to be approximately $50,000+. This agreement must be approved by the governing body of Washington Township before it is included in the revenue for 2017.

A discussion was held on the Northwest Bergen Central Dispatch (NWBCD) Center. Mr. Sanzari explained that salary and wage expenses have risen and, along with an operating deficit from prior years, NWBCD needed funding to increase their budget so that it remains whole.

Next year, this should level out. Similarly, if a municipality runs at an operating deficit, that deficit must be raised in next year’s budget.

Mr. Rooney spoke on the budget line, Miscellaneous Other. Terminal leave is flat to last year. Salary Negotiations covers any increases that are awarded as a result of Blue Collar or White Collar union contracts and Supervisor union increases. The Utility Expense for Bulk Purchases, Telephone, Gas, Street Lighting, and Bulk Water are consistent with last year.

Mr. Rooney addressed Trust Funds. He explained that this is a calculation involving terminal leave, encompassing what the Village appropriates to be put into terminal leave; what is anticipated for 2017; what is available as of 2016; the various departments that could potentially impact the use of the terminal leave funds; and a projected balance going through 2017.  

Mr. Rooney addressed Other Trust Funds, which he described as select trust funds that the Village relies upon for certain events throughout the year for recycling, recreation, terminal leave, snow removal and police outside details. This is money received from third parties for events that will take place.

Under questioning by Councilman Voigt, Mr. Sanzari explained that the funds in the Police Outside Details Trust Fund are collected for outside police details and then disbursed to pay the officers, and the funding that goes into the Operating Budget under Police Administration Fees.   The funds need to be separate from the Operating Budget. Approximately $300,000 was collected last year.

1. Wrap-up and Next Steps

Ms. Mailander explained that on March 15th at 5:30 p.m. in the courtroom, the following department budgets will be on the agenda: Municipal Court, Building Department, OEM, EMS, Tax Assessor, Information Technology, Department of Planning, Planning Board, and Zoning Board of Adjustment. The budget meetings will conclude on March 27th at 5:30 p.m. in the courtroom, when the Village Councilmembers will review scenarios to make decisions and the Capital Budget will be presented.

4. PUBLIC COMMENTS

Mayor Knudsen opened the meeting to public comments; however, there were none.

  

5. ADJOURNMENT

There being no further business to come before the Village Council, on a motion by Councilman Hache, seconded by Councilman Sedon and carried unanimously by voice vote, the Village Council’s Special Public Budget Meeting was adjourned at 9:00 p.m.

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                                                                                                                 Susan Knudsen      

                                                                                                                       Mayor

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            Heather A. Mailander

               Village Clerk