20170315 Village Council Special Public Budget Meeting Minutes

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 15, 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 5:36 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; Donna Jackson, Deputy Village Clerk; and Robert Rooney, CFO.

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

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

3. DISCUSSION ITEMS
4. Review of Departmental Budgets
5. Municipal Court

Maria Doerr, Municipal Court Administrator, reported that the Municipal Court Budget was down over last year, due to programs such as E-tickets which reduced printing costs, and the replacement of a retirement with a managerial position, which now includes attendance at court sessions in the salary, reducing overtime costs.

Ms. Doerr listed the 2017 goals of the Municipal Court. The Municipal Court has purchased a screen for use during court sessions from Drinking While Intoxicated (DWI) money. Out of the four categories in New Jersey, which include parking tickets, code enforcement tickets, traffic tickets and DWI’s, the Ridgewood Municipal Court is below both the State and County averages for time spent clearing these cases. As an example, Ms. Doerr stated that the average time to clear a DWI case is 160 days statewide and 175 days countywide, compared to the average time in Ridgewood, which is 110 days. Ms. Doerr noted that this indicates that the overall health of this department is very good. Ms. Doerr continued to explain that case management is linked to justice at every step of the process. The Municipal Court has a very firm adjournment policy and the judge keeps cases on track. The Municipal Court is exempt from the Open Public Records Act (OPRA) and is under Supreme Court Rule, so the Municipal Court handles its own records requests. The department is getting inundated with requests from due diligence companies; however, they are still able to have a 24-hour turn-around, largely due to replacing the retired position with a Deputy Court Administrator, who is doing a great job.

Ms. Doerr noted that one of the Municipal Court’s goals for 2017 is to have a better flow on court night so people are more comfortable knowing where they need to be and what to expect.  

Under questioning by Councilman Voigt, Ms. Doerr explained that OPRA costs are not a budgeted item because, unlike the Village Clerk’s Office, most of the Municipal Court’s record requests can be filled in a matter of minutes. This is because the Municipal Court is automated through the State. It is not as labor intensive when compared to what is involved in the Village Clerk’s Office, where the staff must retrieve records from other departments, and wait for responses.  

Under questioning by Councilwoman Walsh, Ms. Doerr explained that summonses issued for ancillary items such as leaves, fall under the category entitled, “FC and Criminal”. “FC” stands for First of the Form of Complaint. Ms. Doerr explained that the higher amounts of summonses occur in months with leaves, snow, and excess water usage. If these types of summonses were not collected, revenue would decrease, but the Operating Budget would not be impacted.

Under questioning by Mayor Knudsen, Ms. Doerr recalled that the spike in summonses in July and August of 2016 was the result of an initiative with A-frame signs and outdoor dining, as well as water fines. Ms. Doerr stated that she will prepare a breakdown of code violations and present it to Robert Rooney C.F.O., who will forward it to Ms. Mailander and the Village Council.

Referring to the budget item entitled, “Monies Collected: State, County and Village”, Councilman Voigt asked if the Village receives any reimbursements for the work involved in collecting money for the State and County. Ms. Doerr explained that money collected for the State under this budget item includes approximately $6.00 or $7.00 of per-ticket revenue sent out to special interest groups such as autism, body armor, or brain injury research. Other violations, such as overdue inspection or weight violations are sent to the State. Drug Abuse Resistance Education (DARE) funds, Drug Enforcement Funds, State Lab fees, the Pedestrian Safety Fund, and the Uninsured Motorists Funds are also part of the funds collected for the State. Ms. Doerr recalled that there was a $6.00 increase in overtime parking fines last year to compensate for the cost of the legislative assessments, such as DNA and Body Armor.

2. Building Department

The Director of the Building Department, Thomas Yotka, reported that the 2017 Building Department Budget is reduced from 2016. New personnel were added in 2016. New procedures were implement in 2016, including the adoption of several ordinances dealing with the Central Business District (CBD), which improved code enforcement in areas of outdoor dining and A-frame signs.

Mr. Yotka explained that one of the biggest challenges being faced is a proposal from the Department of Community Affairs (DCA) to modify what is considered minor work or ordinary repairs. There is a possibility this could impact the way building department business is conducted throughout the State of New Jersey.  

Mr. Yotka addressed professional development. The Building Department staff has attained more than 100 hours of required administrative and technical training in 2016. The cost for this training is included in the budget; however, it is a minimal cost, as the DCA seminars are free-of-charge.

Mr. Yotka stated that one of the initiatives last year, as a result of the State’s drought conditions, was how the Building Department interacted with the Water Department on enforcement.

Mr. Yotka stated that one of last year’s improvements included the hiring of a full-time Electrical Inspector, who also holds a Building License. The anticipated retirement of one Electrical Inspector and the unexpected resignation of the other Electrical Inspector required the use of a third-party agency. Extended hours were added through the transition period, which allowed the Building Department to maintain their level of service until the new full-time Electrical/Building Inspector was hired in July, 2016. Currently, the Building Department has 6 full-time and 3 part-time employees. The Zoning Board of Adjustment’s staffing level remains at one employee, who is the Board Secretary.

Mr. Yotka referred the Village Councilmembers to a document detailing the activity that transpired within the department in 2016, which he described as a very active year. He stated that the same results are anticipated for 2017.

Mr. Yotka stated that the Building Department’s objectives for 2017 include modifying and improving the way Board of Adjustment cases are handled. One example is to create a new Zoning Permit Application Form, modify the Zoning Board Application, and create checklists and instructions. These modifications are contingent upon modifying the Zoning Ordinance Fee Schedule. Another objective is purchasing two or three vehicles. The current fleet is old and in dire need of replacement. The Building Department will be receiving two recycled police cars later this year.

Under questioning by Councilman Sedon, Mr. Yotka understood that the new technology implemented last year reduced the budget, because it cut down on personnel hours. Mr. Yotka noted that the new technology included the Citizens Portal, and his department will continue their efforts to advertise this technology. Requests for inspections and permits have been received through the Citizens Portal.

Noting that the Building Department’s revenue is tied in with the economy, Councilman Sedon asked for Mr. Yotka to describe the impact to his department in the event of a downturn. Mr. Yotka stated that since the Federal Government raised interest rates, the department may experience a slow-down. Mr. Yotka pointed out that the months of June, October and December 2016 finished as the highest months for permit activity. There are currently approximately 24 cases to be heard before the Zoning Board of Adjustment. Mr. Yotka projected that the department should maintain, at a minimum, the 2016 permit activity and revenue.

Under questioning by Councilman Voigt, Mr. Yotka stated that the hiring of a full-time Zoning Officer is in the Board of Adjustment’s Budget.

Under questioning by Councilman Voigt, Mr. Yotka explained that the current Zone Fee Schedule charges a flat fee of $50 for a zoning review. He proposes to modify this fee to reflect a graduated fee schedule that fits in with surrounding municipalities. The fees will be based on the amount of work needed for review. For example, a shed should have a lower fee than an extensive backyard renovation, which should have a higher fee. Mr. Yotka will come before the Village Council sometime around May, 2017 to discuss a change in the fee ordinance.

Under questioning by Councilwoman Walsh, Mr. Yotka explained that, ideally, the Building Department would like to purchase new vehicles, possibly SUV’s, for economic reasons. One of the current vehicles has been serviced many times and another vehicle had a carbon monoxide leak inside the cabin. The best serviceable vehicle is the pick-up truck.

Under questioning by Councilwoman Walsh, Mr. Yotka confirmed that seven Board of Adjustment applications were flatly denied.

Under questioning by Councilman Hache, Mr. Yotka explained that once an inspection request is received, it is normally filled within 24 hours. The biggest challenges are in plumbing, as the inspector is a part-time employee, as well as challenges due to weather related delays.

Referring to the proposal from the DCA to modify the Uniform Construction Code (UCC), Mayor Knudsen pointed out that the Village Council submitted a resolution of opposition, and she asked if anything further needed to be done to reaffirm this position. Mr. Yotka noted that other municipalities also oppose these modifications. He explained that, from his perspective, the current proposal is far better than the original proposal; however, municipalities may still be faced with a significant impact on the way building departments conduct business.

Under questioning by Mayor Knudsen, Mr. Yotka explained that the Zoning Permit Application Form is proposed to be standardized and a fee schedule is proposed to be created, which will include instructions.

At Mayor Knudsen’s request, Mr. Yotka stated that he will submit a breakdown of who is using the Citizens Portal (residents versus contractors) and how it compares to the traditional request process.

3. Emergency Medical Services (EMS)

Tony Lillo, Chief of EMS, was present. Chief Lillo explained the 2016 highlights and accomplishments of EMS, including the fact that EMS answered 1,796 calls; 1,588 of which were EMS calls and 208 of which were Special Operations Calls. Ridgewood EMS is the largest staffed Public Safety Agency in the Village, and has the lowest Public Safety budget, as a result of a strong volunteer force. Last year, EMS billing exceeded their budget request by almost $79,000, which was applied to the Capital Budget for the purchase of a new, $161,500 vehicle. Chief Lillo explained that Ridgewood EMS works hand-in-hand with the Police, Fire, Signal, Water and DPW Departments, performing services such as manpower for road closures or traffic detail as well as providing lighting. There have been no major increases in the budget between 2014 and 2016. The amount of volunteer hours served in response to calls in 2016 were 20,518 hours. Volunteers also work additional hours attending planning meetings. Ten new volunteers joined the force in 2016 and are either riding as full members or completing their training.

Chief Lillo described the goals and challenges for 2017, which included recruitment. As of January 1^st, 3 new applications have already been received. Chief Lillo explained that the EMS income is based mostly on Medicare/Medicaid reimbursement. These charges are set by the government and are approximately $324 per call. For private insurance companies, Ridgewood EMS currently charges the lowest cost in the area; $550 per call and $10 per loaded mile, with no charge for oxygen. If this cost increased to $725 per call and $15 per loaded mile and a $50 oxygen charge, (which is more in line, but still less than other municipalities and private ambulance services) an estimated $52,000 of additional income could be realized. Chief Lillo will work with Ms. Mailander and Mr. Rooney to work on increasing charges.

Chief Lillo stated that the department fleet is aging. The Capital Budget is proposed to include additional monies for a new ambulance to replace a 10-year-old ambulance that has 130,000 engine idle miles on it. Diesel engines last longer, but the transmissions do not last as long as standard engines. Chief Lillo explained that purchasing last year’s specialty vehicle from a state contractor, HGHC, resulted in a savings of $40,000 and, if approved, the new ambulance will be purchased from a state contractor, as well.

Chief Lillo stated that his officers are interested in taking on more management responsibilities. Chief Lillo also stated that many of the challenges he faced in 2016 were the result of him being a first-year chief. Chief Lillo noted that calls in 2017 are lower than usual.

Under questioning by Councilman Hache, Chief Lillo explained that the reason billing didn’t increase over the years was a concern that residents would resist calling for an ambulance if they felt they would be billed for the service. Chief Lillo stated that, in the past, when a resident advised him that they could not afford the charge, it was removed. Chief Lillo felt that now was the time to look into this issue and move forward with it, citing inflation.

Councilwoman Walsh felt the addition of 10 more volunteers and the performance of over 20,000 volunteer hours is incredible in a municipality the size of Ridgewood. Chief Lillo stated that at times, there is even a volunteer waiting list. The Village also has a Junior Corps.

Under questioning by Councilwoman Walsh, Chief Lillo explained that members interested in managerial positions within the department work on planning for special events and additional calls, and work on administrative items, such as budget planning.

Under questioning by Councilwoman Walsh, Chief Lillo said he found out about the State Contract for vehicle purchases last year, from the Ridgewood Fire Chief. At first, Chief Lillo was concerned that they could not supply the desired equipment, but after inquiries were made, he was pleasantly surprised.

Councilman Sedon commended Chief Lillo on the work his department does to hold down the Village’s overall overtime costs.

Under questioning by Councilman Sedon, Chief Lillo explained that the $161, 000 in last year’s Capital Account covered incidental equipment and the $150,000 expense for the new vehicle. The $79,000 received from EMS billing was put toward this expense. In 2017, the Capital Budget is a little higher. Chief Lillo pointed out that the department maintains 30+ defibrillators throughout the Village, which takes a lot of time and maintenance. It is also costly, with a replacement battery costing $400. The department keeps the inventory updated by ordering 4 or 5 new defibrillators every year.

Councilman Voigt thanked Chief Lillo for the positive impact his department has on the Village.

Under questioning by Councilman Voigt, Mr. Rooney explained that excess surplus revenue from EMS goes into the General Fund.

Councilman Voigt felt that the rates being charged for ambulance services are very low. Chief Lillo confirmed that approximately 90% of the patients the department transports are covered by Medicare/Medicaid, with some having secondary insurance. Most patients are age 65 and over.

Councilman Voigt questioned whether Ridgewood competes with the private ambulance services offered by Valley Hospital. Chief Lillo explained that an agreement with Valley Hospital stipulates that any call where the Valley Hospital Medics are dispatched and treat a patient, and Ridgewood EMS transports that patient, Ridgewood EMS gets a portion of the charge directly from Valley Hospital.   Councilman Voigt agreed that it was time to raise the rates and he offered to work with Chief Lillo, as he has experience in this field.

Under questioning by Mayor Knudsen, Chief Lillo stated that residents do not receive a bill for any remaining balance after insurance. Even if the rates were increased, residents would not be affected.

Mayor Knudsen thanked the Ridgewood Fire Department and Ridgewood EMS for attending Super Science Saturday and noted that these departments had the most active tables at the event.

4. Office of Emergency Management (OEM)

Jeremy Kleiman, Emergency Management Coordinator, was present to discuss the OEM budget. Mr. Kleiman described the highlights from 2016. OEM has almost completed outfitting a 16 foot shelter trailer. The trailer is currently parked on the side of the Emergency Services building on Douglas Place. It may need to be moved in the future. OEM supplies were moved from the EMS Department’s upper garage into the trailer.     The shelter trailer will be able to support approximately 50 residents and will include cots and bedding, ready-to-eat meals, water and sanitary supplies in groups of 10. The shelter trailer can be loaned out to other municipalities or the county.

Mr. Kleiman explained that the transition to a new lightning detection system is almost complete. The previous system was a radio frequency based system; the new technology is IP based and 8 out of the 9 locations are now on the new system. The remaining location is Maple Field and capital funding is being requested this year to complete the upgrade. Mr. Kleiman thanked the Board of Education and Superintendent of Schools Dr. Daniel Fishbein, for providing capital funds toward this upgrade. Mr. Kleiman noted that the Village will now be able to terminate the service contract on the old system, which will result in an annual savings of approximately $4,300.

Mr. Kleiman stated that a Continuity of Operations Plan (COOP) is complete. This document is a blueprint on how to operate Village Government if the physical structures are not available; technology cannot be accessed; documents cannot be accessed; or all personnel are incapacitated. A COOP is not a public document. Mr. Kleiman questioned whether the Village had any data recovering procedures in place, and Ms. Mailander stated that Dylan Hansen, Director of IT, will address this issue.

Mr. Kleiman stated that every four years, a municipality must recertify the existing Emergency Operations Plan. This document is submitted to the County for approval and it is then forwarded to the State Police for certification. The current plan has been approved, and will allow the Village to seek FEMA reimbursement when an emergency is declared in the Village or in the State of New Jersey.

Mr. Kleiman spoke of the OEM goals for 2017, which include completing the upgrade to the lightning detection system; replacing the conference room tables and chairs in the OEM Operations Center; upgrading and bringing the OEM website back on-line and making it more interactive; and improving the Swift Reach Emergency Communications System to allow for the easier import of e-mail data bases. Mr. Kleiman also spoke of the importance of capturing the cell phone numbers of every resident, which will allow for effective communication through text messaging.

Under questioning by Councilman Voigt, Mr. Kleiman explained that people are sometimes hesitant to give out their cell phone number, because they are concerned that it will be used for non-emergency communications, which is not the case. Other people expressed concern that this will incur additional data costs.

A discussion was held on the difficulties with entering data information into the Swift Reach System. Dylan Hansen, System Administrator, explained that a great deal of data needs be inputted in order to be registered with the system. If information is entered incorrectly, duplicates are created. He noted that the Water Database and the County Database have been linked to this system; however, in order to add e-mail addresses, residents must enter this information manually into the portal located on the Village website.

Under questioning by Councilman Hache, Mr. Kleiman stated that from a resource staffing standpoint, OEM is limited, and this is a great concern for him. The OEM Director and Deputy Director’s positions are part-time. There are also three volunteers; but their outside responsibilities as a 911 dispatcher, a nurse, and a paramedic would not allow them to be available in the event of a large incident. In terms of clerical work, EMS shares its part-time administrative assistant with OEM. Mr. Hansen assists with technology related issues. Mr. Kleiman felt that the responsibilities and expectations of OEM in a municipality the size of Ridgewood suggest that it should be a full-time position.

Mayor Knudsen spoke of a problem with residents not receiving Reverse 911 calls regarding the recent snowstorm.   Mr. Kleiman explained that the Swift Reach Database consists substantially of Verizon subscribers. It does not consist of residents who have a phone number through the internet or cable service. Mr. Kleiman furthered explained that the current database is a combination of information obtained from the county data base, the Water Utility data base and the Village website portal and is imperfect. Mr. Hansen added that another problem arises when people move out of Ridgewood and transfer their home phone numbers to their cell phones. However, continuous updating has resulted in a much more accurate list of 9,000 phone numbers, versus 14,000 phone numbers with only 50% being accurate.

Mayor Knudsen suggested connecting all public safety websites into one master website. Mr. Hansen agreed that this made sense.

5. Tax Assessor

Michael Barker, Ridgewood Tax Assessor, was present. Mr. Barker explained that his position within the Village is a statutory position, with a great deal of the activity being dictated by State Law. Staying within these guidelines, the Tax Assessor’s Office makes a positive impact on the community by providing data to those who need it, including residents, professionals such as realtors or contractors, and other Village departments. A great deal of information can be obtained from the Tax Assessor’s Office website and it is constantly being updated. Volume is predicated on the strength of the economy.

Mr. Barker explained that the trend over the last couple of years indicates an increase in property values. Certain aspects of the market are still struggling and some bounce back sooner than others. This is indicated in the volume of tax appeals that have been filed, which have been coming down. These tax appeals take at least one year to be put on the court schedule and can take up to six years to get through the courts. To limit the impact on the budget, Mr. Barker worked with Mr. Rooney to codify reporting procedures involved, from a best practice standpoint. The bigger concern comes from appeals from large commercial uses, which does not impact Ridgewood to the same extent as other municipalities that have high-value properties located on highways.

Mr. Barker stated that the Tax Assessor’s Office has a minimum operating budget. It covers costs such as a statutory mailing notifying every taxpayer of the total of their tax assessment for the current year and previous year, as well as their rights, as far as a tax appeal. Another cost is for appraisal fees, which is in conjunction with tax appeals. This does not occur frequently, but Mr. Barker stated that there are cases pending where an appraisal will be needed. One case in particular will take the majority of the budgeted funds in 2017. Mr. Barker explained that later in the year, the Tax Assessor’s Office will develop a Request for Proposal (RFP) for professional appraisal services, which will allow for better cost control.

Mr. Barker pointed out that he included a lot of data in the packet he distributed to the Village Councilmembers, which includes the volume and tax dollar amounts collected over the years, as well as information concerning tax appeals.

Councilman Hache expressed a concern with the viability of certain businesses, particularly retailers, independent of how well the overall economy is doing. This is of concern now, due to the many empty storefronts within the Village. He asked if there was a way to determine the correlation between the closed store fronts and the success of tax appeals. Mr. Barker explained that retail real estate values are determined by their rental values. For example, if a business fails and it is putting pressure on the landlord to reduce his rates, this can impact an evaluation. Under court-established guidelines, a storefront vacancy rate is allowed, so the valuation of that property for taxation purposes is not as impacted as is the well-being of the community. This is because the community’s well-being can be negatively impacted by having less people coming to the CBD.

Councilwoman Walsh noted that the last property revaluation was in 2008 and the last property value assessment was in 2013. She questioned whether Mr. Barker felt another may be needed. Mr. Barker explained that the tax ratio of assessed value to market value is holding steady. This year it is at 89%; last year it was at 90% and the previous year it was at 92%. Mr. Barker did not anticipate that another revaluation would be needed in the near future unless the economy drops considerably. He noted that only 10% of the tax base is commercial.

Councilman Sedon asked Mr. Barker to comment on the housing market in Ridgewood coming out of the recession of 2008-2009. Mr. Barker explained that today’s buyers seem to be spending a lot of money on move-in-ready, quality homes, and this is where the biggest rebound is being seen. The prices of these homes range from $700,000 to $1.2 million. Ridgewood is also seeing an increase as a result of the tear-down trend that is being experienced in the lower part of the market. Ridgewood is only minimally affected by the foreclosure market.

Under questioning by Councilman Voigt, Mr. Rooney explained that the line item “Additional Taxes from Added Assessments” goes into Surplus Funds. This figure represents the monies collected from added assessments on homes in the prior year, which goes into surplus funds for the current year. This amount may affect the amount of property taxes collected.

Councilman Voigt asked Mr. Barker to comment on the footnote in the budget that mentioned the possibility of a tax appeal involving the Valley Hospital’s main campus. Mr. Barker explained that the risk involves legal fees incurred by the Village. It does not affect the budget at this time.

Under questioning by Councilman Voigt, Mr. Barker explained that the 177 pending tax appeals are from prior years, with the majority being from 2014-2016. Mr. Rooney explained that if the Village loses an appeal, the money must be refunded with money from the current year’s tax collections. Unless there is a substantial payout, which potentially may have to be bonded, the impact on the budget is immaterial. Mr. Barker recalled one substantial payout years ago (the Duck Pond Building) that was refunded through a multi-year payout. Mr. Barker noted that the average property values in Ridgewood are between $1 million and $5 million. Mr. Barker listed the commercial properties under appeal as the prior Sealfons Building, Valley Ford, and Ken Smith sites. These properties are valued in the range of $5 million, with most of that value being in the land. The remaining properties are valued for less.

6. Management Information Systems (MIS)

Dylan Hansen, System Administrator, was present to discuss the MIS budget. Mr. Hansen stated that when he became employed by Ridgewood eleven years ago, the network consisted of one computer relying on another computer to perform a task. Now, integrated servers, desktops, networks, and fiber connections represent an 800%+ growth. Currently, IT manages a little over 300 desktop personal computers, servers, laptops, and tablets; 116 cell phone lines; 70 phone lines; 2 Primary Rate Interfaces (PRI); 10 Internet Service Provider (ISP) Connections; and 50+ switches connecting fiber networks, with two core switches being replaced. Last year, the firewall was upgraded, which included a load balancer that automatically switches internet connections if an ISP goes down. There are currently almost 20 Wi-Fi access points available for Village properties and departments. MIS is planning to experiment with the uploading of police car videos while patrolling in the CBD. Last year, Mr. Hansen earned his Certified Government Chief Information Officer (CGCIO) license from Rutgers University. Another 2016 accomplishment was the installation of televisions in the courtroom. Mr. Hansen thanked the Signal Division for mounting these screens. With the help of a part-time associate, the MIS department set-up over 28 new personal computers in the network and is working on utilizing the Village’s help desk system, entitled “Track It”. Spatial Data Logic has been installed in the Building Department and the Health Department. New features proposed for the website include a pothole app and tracking portals for the public to report items such as downed trees or signs, which will then be forwarded directly to the appropriate department. The installation of a fiber loop allowed the cancellation of three internet connections, resulting in a savings of $210 per month. Additional connections will be removed in the future. The movement of phone lines over to digital, and the utilization of IP phones throughout the network resulted in a savings of $60,000 in last year’s Telecom Budget.

Mr. Hansen addressed the goals for 2017, which include making the part-time position a full-time position and modifications to the audio in the courtroom. One of the Village’s facilities has been equipped with a room that the Village has been permitted to use for an off-site, server back-up farm. Currently, data is backed-up every night in Village Hall. Once a month, data is backed-up to two hard drives, which are then placed in a safety deposit box located in a bank three towns away. This procedure will continue even after the other site is up and running. The Wi-Fi network is proposed to be expanded throughout the Village to allow for better communications with employees on the road. This expansion will also reduce monthly fees for Verizon Wi-Fi cards and possibly solve some current connectivity issues. MIS will continue to operate the backbone of the fiber network and will be building more redundancy within the network, to minimize down time and allow for better security within the network. Mr. Hansen stated that he has had discussions with Mr. Rooney regarding the creation of a policy on how people will utilize the network, including prohibitions against connecting personal equipment to the network. Mr. Hansen will continue to maintain the current inventory of all IT equipment.

Under questioning by Mayor Knudsen, Mr. Hansen stated that he is looking into licensing classes that would allow the Village to introduce drones into daily usage, such as flyovers of completed projects for engineering information. This will allow the integration of before-and-after photos with topology maps and “AutoCAD” software. The Fire Department will also be able to utilize drones to view structures during and after a fire and the Police Department can use the drones for search and surveillance. Mr. Hansen has already attended a class and obtained information on integrating drones into daily usage. Mr. Hansen was advised to act as soon as possible, before the Federal Government passes any laws or regulations concerning drones. This will allow the Village to establish its own COOP and rules on how the drones are utilized. A request will be made in the Capital Budget to purchase three drones.

Under questioning by Councilman Voigt, Mr. Hansen said that there are Ridgewood Police Officers who are familiar with the usage of drones and willing to obtain a commercial license. A drone with a basic camera set-up and extra batteries will cost approximately $1800 to $2200. The Joint Insurance Fund (JIF) will cover and insure the drones and their usage, contingent upon someone obtaining a commercial unmanned pilot license for the drones.

Councilman Voigt questioned why data isn’t backed-up to cloud storage. Mr. Hansen explained that sensitive information, such as juvenile information from the Police Department, cannot be backed-up to cloud storage.   Inquiries were made into backing-up other information to the cloud, however this was found to be too expensive.

Councilman Voigt asked Mr. Hansen to report on the security of the network. Mr. Hansen stated that the Village has top-of-the-line firewalls in place. All previously open ports have been closed and all currently open ports are highly monitored by the firewalls. Fail safes are in place if the firewalls notice any anomalies. A load balancer provides one layer of security, followed by the firewalls. There is also a layer of security within the e-mail server, as well as anti-virus software. It is highly unlikely that someone could get past all of these features. The biggest risk for most places is not from someone from the outside coming in, but from someone on the inside clicking on a link that opens a portal resulting in a data breach. Web filters are in place and employees have been advised never to click on anything suspicious and, if concerned, to shut down the system and call MIS.   The Village has never been successfully hacked.

Councilman Voigt asked Mr. Hansen to explain Budget Line 29, “Municipality in a Box - Spatial Data Logic”. Mr. Hansen explained that this covers the use of this software package by multiple departments including Building, Health, Engineering and the Village Clerk’s Office. The cost was previously divided between departments, but this did not work out correctly. The current billing procedure in place bases the cost out of one department. This is the same procedure used for the Finance Program.

Under questioning by Councilman Sedon, Mr. Hansen explained that the increase in the budget would be the addition of “Municipality in a Box” and the part-time employee becoming full-time.

Under questioning by Councilman Sedon, Mr. Hansen said improvements to the Village website include modifications to the layout and the addition of different apps from Spatial Data Logic such as interactive maps.

Under questioning by Councilman Hache, Mr. Hansen said that money has been put aside for the paperless system, which is proposed to be implemented in 2017, after all approvals are received.

Under questioning by Mayor Knudsen, Mr. Hansen said that he will receive a price quote in April for updating the courtroom sound system.

Under questioning by Mayor Knudsen, Mr. Hansen said that the system processes between 9,000 and 15,000 e-mails each day. A very small percentage of spam e-mails get through the filters.

Under questioning by Mayor Knudsen, Mr. Hansen indicated that the drone could be shared with other municipalities. Currently, only the County is licensed to fly drones. The course and test for the license is offered every three months. Mr. Hansen will provide the Village Council with more information.

7. Planning Board

Robert Rooney, C.F.O. was present to discuss the Planning Board’s budget. Mr. Rooney stated that the Salary and Wage budget for the Planning Board is slightly higher than last year, taking into account the resignation of the Village Planner, Blais Brancheau, and adding two additional staff members. Mr. Rooney noted that last year’s expense was significantly higher than the originally budgeted amount. However, Mr. Rooney kept the budgeted amount for 2017 consistent with last year’s budget, emphasizing that the actual cases that will be brought before the Planning Board this year cannot be determined. Mr. Rooney noted that the cost for the Video Technicians is in the Village Council’s Budget.

Under questioning by Councilman Voigt, Mr. Rooney explained that after the Village Budget is adopted, the Village Council can then consider an ordinance for a Special Emergency for the Master Plan Revision. Once the hearing is complete and the ordinance is adopted, a professional can be hired to complete the Master Plan. One-fifth of the cost will be paid each year over a five-year period. The professional hired will be paid upon completion of the work. The Village Councilmembers will need to determine the technical components they desire in the Master Plan and then request a cost estimate.

Under questioning by Councilman Voigt, Ms. Mailander explained that the $128,497 Planning Board Salary figure includes a Professional Planner on staff working 14 hours per work and another Professional Planner who is working on the multi-family applications.

Under questioning by Mayor Knudsen, Mr. Rooney stated that the Planning Board Attorney fees are under “Other Professional Services”. Under questioning by Councilman Voigt, Mr. Rooney explained that the $135,000 budgeted for “Other Professional Services” was kept consistent with last year’s budgeted amount, even though the appropriated amount was $161,000. It is unknown if additional cases will come before the Planning Board in 2017, which is what occurred in 2016.

8. Zoning Board of Adjustment

Robert Rooney, C.F.O. was present to discuss the Zoning Board of Adjustment’s budget. Mr. Rooney explained that the increase in Salary and Wages for the Zoning Board of Adjustment is for a full-time Zoning Officer, and a part-time individual to assist in a backlog of minutes from prior meetings, going back approximately one year. Other Professional Services includes the Zoning Board Attorney cost per meeting (there are 28 meetings) and estimated costs for cases throughout the year.

Under questioning by Mayor Knudsen, Mr. Rooney explained that the Zoning Officer’s salary does not come out of escrow. Mr. Sanzari stated that additional billing is charged to an applicant’s escrow account, if appropriate.

Under questioning by Councilman Voigt, it was explained that a Zoning Officer enforces the Zoning Code and ensures that every application is accurate and compliant.

1. Wrap-up and Next Steps

Ms. Mailander explained that the next budget meeting is on Monday, March 27^th at 5:30 p.m. in the Village Courtroom. Discussions will include Surplus, Current Fund Revenues, and Final Capital budgets. All Department Directors will be present to answer any questions regarding the Final Capital Proposal, as well as additions to staff in the operating budget. The final component will be the presentation of three budget scenarios, including what the tax rate will be for each one of them. The Village Council will then choose a budget which will be prepared for introduction on April 12, 2017.

Under questioning by Councilman Voigt, Mr. Rooney stated that revenue projections will be provided to the Village Councilmembers in their packets a week prior to the March 27^th meeting.

Under questioning by Councilman Voigt, Mr. Rooney stated that he could provide a break-down of revenues from 2015, for comparison purposes.   He could also provide information from 2016 comparing budgeted and actual amounts, without a breakdown of the components, as this is not yet available for the 2016 budget. Ms. Mailander noted that revenue money collected is all that can be anticipated in the following year’s budget. An actual program must be in place with a guaranteed revenue stream in order to anticipate this revenue in the 2017 budget.

4. PUBLIC COMMENTS

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

Frances Loshin, 354 McKinley Place, complimented the way many Village Departments are doing so much with so little. However, she felt this was a vulnerability in terms of back-ups, and she felt this needed improving. Ms. Loshin also suggested allowing public comments after each department’s presentation. Ms. Loshin felt Department Directors should present more concrete information on how their goals will be executed and accomplished.

Mayor Knudsen stated that she appreciated Ms. Loshin’s comments and agreed that her suggestions should be considered in the future. Mayor Knudsen did note that additional time for comments would make the budget meetings longer. Ms. Mailander invited Ms. Loshin to e-mail her with any questions.

5. 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 8:06 p.m.

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                                                                                                                  Susan Knudsen

                                                                                                                           Mayor

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            Heather A. Mailander

                 Village Clerk