Village Council Public Work Session Minutes 20140305
A REGULAR WORK SESSION OF THE VILLAGE COUNCIL OF THE VILLAGE OF RIDGEWOOD HELD IN THE SYDNEY V. STOLDT, JR., COURTROOM OF THE RIDGEWOOD VILLAGE HALL, 131 NORTH MAPLE AVENUE, RIDGEWOOD, NEW JERSEY, ON WEDNESDAY, MARCH 5, 2014 AT 7:30 P.M.
1. CALL TO ORDER – OPEN PUBLIC MEETINGS ACT – ROLL CALL – FLAG SALUTE – MOMENT OF SILENCE
Mayor Aronsohn called the meeting to order at 7:30 P.M., and read the Statement of Compliance with the Open Public Meetings Act. At roll call, the following were present: Councilmembers Hauck, Pucciarelli, Riche, and Walsh. Also present were Heather Mailander, Acting Village Manager/Village Clerk; Donna Jackson, Deputy Village Clerk; and Matthew Rogers, Village Attorney.
Mayor Aronsohn led those in attendance in the Pledge of Allegiance to the flag and asked for a moment of silence in honor of the American men and women serving in our Armed Forces, as well as those serving as first responders.
2. COMMENTS FROM THE PUBLIC
Mayor Aronsohn asked if anyone from the public wished to speak regarding any of the agenda items.
There were no comments from the public at this time, and Mayor Aronsohn closed the time for public comment.
3. MOTION TO SUSPEND WORK SESSION AND CONVENE SPECIAL PUBLIC MEETING
At 7:32 P.M., upon a motion by Councilman Pucciarelli, seconded by Councilman Riche, and carried by unanimous voice vote, the Village Council suspended the Work Session.
4. MOTION TO RECONVENE WORK SESSION
At 7:33 P.M., upon a motion by Councilman Riche, seconded by Councilman Pucciarelli, and carried by unanimous voice vote, the Village Council reconvened its Work Session. At roll call, the following were present: Councilmembers Hauck, Pucciarelli, Riche, Walsh, and Mayor Aronsohn. Also present were Heather Mailander, Acting Village Manager/Village Clerk; Donna Jackson, Deputy Village Clerk; and Matthew Rogers, Village Attorney.
5. DISCUSSION
a. Budget:
1.) Award of Contract – Flo’s Market – Train Station Coffee Bar at the Ridgewood Train Station Building
Ms. Mailander reminded everyone that there has been no concession at the train station for several years due to the train station renovation/reconstruction. Six entities picked up packets, with four bids received, ranging from $1,500 monthly to $660 per month. After reviewing the bids, the recommendation is to award the bid to Be Power, LLC, trading as Flo’s Market. They had everything in order, with all of the correct documentation, including the New Jersey Business Registration Certificate. The contract would be for two years. Mayor Aronsohn asked when the concession would be open. Ms. Mailander responded that the opening would be within 30 days of the award. Councilman Pucciarelli pointed out that not only was Flo’s Market the highest bidder, but the Village is satisfied that they have experience in this type of business. Ms. Mailander confirmed this. This will be put on the agenda for the March 12, 2014, Public Meeting.
2.) Extraordinary Unspecifiable Services – Foley, Inc. – Water Pollution Control Facility
Ms. Mailander said this was held over from the previous Village Council meeting. It concerns the extraordinary unspecifiable service for the repair of the backup generator at the Water Pollution Control Facility as a result of the power outage on December 31, 2013. Several questions were asked, and Ms. Mailander has obtained the requested information. One of the questions dealt with the fact that there are no hourly labor rates quoted on the invoices. Because the service was performed on an emergency basis, and the generator was not working on New Year’s Day, the hourly rates have not yet been received, although that information has been requested. In any event, the rates must be paid, due to the fact that the generator had to be repaired. Ms. Mailander expects to have the rate information available prior to the Village Council meeting next week.
There was another question about the notation on the invoice regarding an annual service contract in the amount of $1,381, which Mr. Rutishauser and Bob Gillow, Superintendent of the Water Pollution Control Facility, prepared a requisition for an annual service of the generator in January 2013. At that time, it was denied by the Finance Department, so the unit had not been serviced for several years. Ms. Mailander does not currently have any additional information about why the request was denied, but she will get that information. However, there should be an annual service contract.
Travel charges were also questioned, and why some travel charges were higher than others. It was explained that the travel charges are dependent upon where the specialized technician is coming from with the service truck, and sometimes the technician could be several hours away.
Regarding the number of hours worked and the hourly rate charged for the work, Ms. Mailander said that she has not yet received that information from Foley. The cost of $8,000, plus the $15,000 which was authorized in February 2014, for a total of nearly $24,000, was also questioned. Those totals are correct, according to Ms. Mailander. When Mr. Rutishauser appeared before the Village Council in February for approval of the $15,000 charge, he did mention that there would be additional charges that had not yet come through, and those additional charges total $8,603.81.
There were also some questions regarding why the generator was not tested on a regular basis, and that the NJDEP has some issues with the discharge. Ms. Mailander stated that according to the information she received, it was indicated that to test any generator above a certain size, like the one at the Water Pollution Control Facility, the air quality must be checked and the NJDEP website. The air quality must be logged, and if it is acceptable, the unit must be tested. Test logs for the generator at the Water Pollution Control Facility are maintained, and they show that it was tested on a fairly regular basis. In August 2013, a key employee was lost for a while due to injuries sustained from falling into a manhole, causing a reduction in staff. Due to the lower staffing levels, the testing was not done as it should have been. As a point of information, Ms. Mailander stated that it takes approximately three employees at least one hour at startup and shutdown to operate the generator. The generator is a 500KW unit, five times the size of the unit at Village Hall. It is a specialized piece of machinery, and cannot be serviced by just anyone.
Another question was asked about the procedure that will ensure that all generators are operational. Ms. Mailander pointed out that the Village Fleet Service mechanics, who are specialized technicians, have been able to service some of the ones that are much smaller than the generators at the Water Pollution Control Facility. Efforts are now underway to finish the electrical connection at the Andover pump station for the large portable unit. Ms. Mailander asked if any additional expenses will be coming from the Water Pollution Control Facility power outage in the issue with the backup generator, and she was told that this would most likely be the total amount to be spent for these repairs.
Councilman Riche noted that the Councilmembers get many unexpected change order requests, as well as requests for payment for unspecified extraordinary services out of the Engineering Department. He said it is inexcusable that the generator had not been tested, and if there are no personnel on staff who can do it for whatever reason, the Village should contract an outside vendor to perform quarterly or monthly service. Councilman Riche also suggested that an RFP could be generated for standby emergency services to be performed on an hourly basis, and with travel time paid, so that preparations could be made in the event of another similar occurrence. These service providers would only be paid if they render services, and it would hopefully avoid paying these large amounts for unforeseen circumstances. Councilman Riche does not believe it is acceptable to agree to pay whatever the service provider will charge. It is very simple to put out a bid that includes normal business hours and non-business hour response times, and competitive bids can be received with good prices.
Councilwoman Hauck asked how many generators in the Village are so large that they need air quality approval from the NJDEP. Ms. Mailander said it is her understanding that the one at the Water Pollution Control Facility is one of the biggest ones in the Village, and she is not sure if there is another one that is comparable in size to this particular one.
3.) Award of Contract under County Contract – Mechanical Fleet Services
Ms. Mailander explained that the County goes to various vendors to see what they would charge to repair various vehicles. Agreeing to be part of this County contract would allow the Village to send Village vehicles to the particular vendors if, for some reason, the Village Repair Facility is unable to repair any particular vehicle. This would be especially helpful in the case of emergency vehicles, such as police, fire, or other emergency vehicles, needing repair quickly with a quick turnaround time, which could not be done at the Village Repair Facility. Any vehicle that would be repaired by one of the County vendors would be repaired at a preset rate, and the vendors are all fairly local.
Councilman Riche commented that this is exactly what he was talking about in his previous comments about the unspecified expense at the Water Pollution Control Facility. He asked if the County has some type of generator maintenance contract, and Ms. Mailander said she would find out.
Councilman Pucciarelli pointed out that this is one of the parameters that the Financial Advisory Committee was considering: outsourcing repair of Village vehicles, which works when there is overflow work. The members of the Financial Advisory Committee are trying to determine if that would be just as effective in all situations when repairs are needed. Councilman Pucciarelli noted that it is nice to have vehicles repaired when they are needed in the Village.
This will be put on the agenda for the March 12, 2014, Public Meeting.
4.) Temporary Emergency Budget Appropriations
Ms. Mailander stated that this is an annual resolution allowing the Village to establish an emergency temporary budget to allow operations to continue through mid-year, when the budget is actually adopted. It also allows payment for the annual debt service and the annual pension appropriations. This will be put on the agenda for the March 12, 2014, Public Meeting.
b. Policy:
1.) Graydon Membership for Persons with Disabilities – 2014
Ms. Mailander explained that this ordinance creates a new category for Graydon Pool membership/admission, for residents who are permanently disabled as defined by the Americans with Disabilities Act. The ordinance contains a preamble outlining what could be considered a disability. For example, a disability would be indicated on a Social Security check, which could be used as proof of a disability. The person with the disability would also have to prove that s/he is a Ridgewood resident, using a driver’s license; a utility bill; or some other accepted method to prove residence in the Village.
Councilman Riche recalled an incident from the previous year in which he was waiting to enter Graydon Pool, and there was a resident with a disability in line, and the staff refused entry to the family. Councilman Riche thought an accommodation should have been made to allow them to enter. He understands that a verification process is necessary, but if there is someone who obviously has a disability, such verification should not be necessary. Staff members at Graydon Pool should have such discretion in those matters.
This will be put on the agenda for the March 12, 2014, Public Meeting.
c. Operations:
1.) New Jersey Tree Recovery Campaign – DEP
Ms. Mailander noted that this campaign is sponsored by the New Jersey Department of Environmental Protection (NJDEP), due to the many trees that were lost due to Hurricane Sandy in many municipalities throughout New Jersey. NJDEP is providing up to 2,000 seedlings to communities to distribute free to residents, and Timothy Cronin, Director of the Department of Parks and Recreation, and Councilwoman Walsh have worked together and will be distributing the seedlings on Earth Day, April 26, 2014. Councilwoman Walsh confirmed that seedlings will be given out to anyone who attends the Earth Day festivities, which can be planted on their own properties.
This will be put on the agenda for the March 12, 2014, Public Meeting.
2.) Shared Service Agreement Bulk Water Sale
Ms. Mailander explained that this is a Shared Services Agreement with the Borough of Hawthorne. The Village buys bulk water from Hawthorne, and the current rate paid is $2.45 per 1,000 gallons. That rate has been the same since 2010. Hawthorne Water will be increasing its rates charged to retail customers from 2014-2017 by 6%, 4%, 4%, and 4%. In addition, they will be increasing the rates charged to the Village, but at a lower rate. The current price is $2.45 per 1,000 gallons, which will increase to $2.60 in 2014; $2.70 in 2015; $2.81 in 2016; and $2.92 in 2017. The minimum charge is $51,000. The Borough of Hawthorne would like the Village to adopt this resolution no later than May 2014, so that the shared services can continue. The Village also has a Shared Services Agreement with United Water for bulk water, for which the Village is charged $3.19 per 1,000 gallons. The purpose of having these agreements is to ensure that Ridgewood has enough water in the event that the Ridgewood Water tanks should be depleted. This will be put on the agenda for the March 12, 2014, Public Meeting.
3.) CBD Sign Post Project
Ms. Mailander reminded everyone that Paul Vaggianos of the Chamber of Commerce came to the Village Council some months ago to talk about signposts to be placed on street corners in the CBD to indicate what stores are located down that particular street. At that time, the Councilmembers gave their approval for the project to move forward. The signs and brackets have arrived, and the joint venture between the Village and the Chamber of Commerce is now ready to proceed. The first proposed location is at the corner of East Ridgewood Avenue and Oak Street, near Raymond’s. The Chamber of Commerce has obtained sponsorship for nine shingles, representing businesses located on Oak Street. The shingles are black with brass trim, similar to the colors of the clock. Each shingle is printed on both sides with the business name. All that remains is to install them. The Village will be installing the signs. The first year includes plaque and installation costs of $250 for Chamber of Commerce members, and $295 for non-members. The annual fee for following years will be $75 for Chamber of Commerce members, and $95 for non-members. The shingles will only be changed once a year. East Ridgewood Avenue and Oak Street will be considered the prototype going forward, and the next location could possibly be at East Ridgewood Avenue and Chestnut Street. However, if there is no pole at a particular proposed location, a pole will have to be installed, with further discussions to be held regarding funding for the poles and how they might be installed.
Councilman Riche asked Mr. Rogers if there any liability issues associated with installation of these signs, and if the Village assumes any liability that might be associated with the signs. Mr. Rogers asked what issue of liability could there be. Councilman Riche answered that it is possible that a pole could be knocked over and cause injury, or a sign could fall and cause injury. Mr. Rogers answered that it would depend upon the circumstances causing the pole or sign to fall. Moreover, if the Village erects something, there is a responsibility or obligation to ensure that it is properly installed. The Village is covered by the New Jersey Torts Claim Act with regard to any of those occurrences. Mr. Rogers explained that the Village would have to be aware that there is a dangerous condition existing, and ignore the existence of that dangerous condition, for any liability to arise. It is similar to the liability incurred when a stop sign is erected, or any other street signs.
Councilman Pucciarelli asked a question about the design of the signs, and whether the lettering will be consistent on each sign, or whether each business can specify its own logos or choice of lettering. Tom Hillman of the Chamber of Commerce responded that the lettering will all be the same, and each business is limited to two lines on any sign. No advertising will be allowed on the signs. He added that if it is necessary to install poles on any street corners, it might be necessary to move the street signs to accommodate the business signs.
Mayor Aronsohn thanked Mr. Hillman and the other members of the Chamber of Commerce for their efforts in this project. This will be put on the agenda for the March 12, 2014, Public Meeting.
4.) Authorize Execution of Administrative Consent Order – Graydon Pool – and Payment of Fine
Ms. Mailander explained that this was briefly discussed at a previous Village Council meeting, when it was indicated that Graydon Pool is undergoing a new process in which water will empty into the sanitary sewer system. The payment is for the TWA permit to allow the Village to do that. This resolution would authorize signing the administrator consent order acknowledging that the Village agrees to the fine, which was reduced by approximately 50% to $25,000, as well as payment of the penalty. Councilman Riche asked if there is any further appeal process available for this. Ms. Mailander responded that the Village has appealed as far as possible, and the fine reduction cannot go any lower than 50%. This will be put on the agenda for the March 12, 2014, Public Meeting.
6. REVIEW OF MARCH 12, 2014 AGENDA
Ms. Mailander announced that the Public Meeting would include the following proclamation: Declare the Month of March “Red Cross Month”; Declare the Month of March “Colorectal Cancer Awareness Month”; and Declare the Month of March as “DeMolay Month”. In addition, three firefighters will be sworn in, as well as one Fire Lieutenant, and one Fire Captain.
Ordinances to be introduced: Establish Application Requirements for Use of Mobile Concession Stand; Amend Chapter 145 – Fees – Establish Fees for Use of Mobile Concession Stand; Amend Chapter 145 – Fees – Graydon Pool Membership for Resident Persons with Disabilities.
The Public Hearings include: Amend Chapter 145 – Fees – Significant Sewer Discharge Fees; Amend Chapter 145 – Fees – Day Camp Fees; Amend Chapter 249 – Streets and Sidewalks – Parking Charges for Bagging Meters in the Central Business District.
Resolutions include: Endorse Submission of Recycling Tonnage Grant; Approve Budget Reserve Transfers; Approve 2014 Emergency Temporary Budget Appropriations; Award Contract – Custom Data Collection Solution Provider – Ridgewood Water; Title 59 Approval – Sodium Hypochlorite Solution – Ridgewood Water; Award Contract – Sodium Hypochlorite Solution – Ridgewood Water; Award Contract – Train Station Concession Stand; Award EUS Contract – WPCF Generator; Award Contract under County Contract – Mechanical Fleet Services; Approve Shared Services Agreement – Bulk Water Sale (Hawthorne); Authorize Execution of Administrative Consent Order and Payment of Fine – Graydon Pool; Appoint Member to Open Space Committee.
7. MANAGER’S REPORT
Ms. Mailander noted that the Ridgewood Service Request System (RSR) was fully launched on Monday, March 3, 2014. There are 40 registered users. In order to submit a request, it is necessary to register with the system. There have been 16 submissions so far, reporting locations of potholes. The comments have been acknowledged, and the location has been added to the pothole map. Registered users are encouraged to send pictures of potholes, if possible. Residents can register for the service through the Village website at www.ridgewoodnj.net.
E-notices continue to be great tools for communicating with residents. Ms. Mailander encouraged anyone who is not yet signed up for e-notices to do so through the Village website, on the right side of the page.
Ms. Mailander recalled that there had been some comments about the potholes on Van Dien Street. She stated that South Van Dien Street from East Ridgewood Avenue to Grove Street is part of an NJDOT grant. The pothole on North Van Dien Street was turned down for a grant, but the application has been resubmitted for the current grant cycle. No response has been received at this time.
8. COUNCIL REPORTS
Bergen County League of Municipalities – Councilwoman Walsh said that the Bergen County League of Municipalities will be meeting next week, and Legislative Day is March 12th.
Citizens Safety Advisory Committee – Councilwoman Walsh said the Citizens Safety Advisory Committee met last week to discuss the different initiatives at the schools. One of the residents is working with a grant right now, and requested involvement from the Citizens Safety Advisory Committee to help restore some of the programs that have worked really well in Ridgewood, such as Drive 25 and Keep Kids Alive. The seminar is also being planned, and a location is now being sought. Sheila Brogan was going to see if the schools might be available, but it is a difficult time of year to use the schools.
Ridgewood Environmental Advisory Committee – Councilwoman Walsh noted that the seedlings are now being received for Earth Day. In addition, REAC will be sponsoring a poster contest for the younger children. The winning posters will be used for the Earth Day celebrations.
Mayor Aronsohn asked if anything is being done at this time regarding the Green Team. Councilwoman Walsh responded that the Green Team does not exist right now, and must be reconstituted. Members will have to be appointed. Councilwoman Walsh said that, to her knowledge, the Green Team never met, and it was formed at around the same time that the Sustainable New Jersey initiative was starting. However, it seems that the idea for the Green Team never got off the ground.
Ridgewood Arts Council – Councilman Pucciarelli had previously mentioned that the Ridgewood Arts Council plans to bring some art and music into Village Hall, and members of the Community Center Advisory Board have now invited the Ridgewood Arts Council to work with them to accomplish that goal, especially in the Community Center rooms on the first floor of Village Hall. Lou Lembo has been designated as the liaison between the Community Center Advisory Board and the Ridgewood Arts Council to find ways to bring some art and music into the downstairs rooms.
Open Space Committee – Councilman Riche said that there is a newly-constituted Open Space Committee, and they will be meeting later this month.
Parks, Recreation, and Conservation (PRC) Board – Councilwoman Hauck said that Ridgewood is joining the Mayor’s Wellness Campaign this year. There are 173 municipalities, and out of 565 municipalities in New Jersey, that are already enrolled. Councilwoman Hauck said that the members of the PRC Board will be meeting with other groups in the community concerned with health and wellness. On Monday, March 10th, at 6:00 P.M., the Health Department will be hosting the Mayor’s Wellness Campaign weight loss challenge. It is a 12-week challenge that goes through June 1, 2014. The challenge is for the group to collectively lose 500 pounds. On June 1, 2014, there will be a “weigh-out”.
Girl Scout Cadet Troop 1326 had its Silver Award presentation. They presented an idea for fundraising for a multiple-piece fitness zone to be installed near Northern Parkway and Veterans Field.
With respect to the Mayor’s Wellness Campaign, Mayor Aronsohn said the idea came to him during a meeting with other mayors, and the fact that so many people make many efforts on behalf of fitness and wellness. Mayor Aronsohn’s idea was to bring everyone together to be a part of this initiative and set a good example for other communities.
Mayor Aronsohn also mentioned that the Ridgewood Symphony would be giving a free family concert at the West Side Presbyterian Church on Thursday, March 6th.
Planning Board – Mayor Aronsohn said the Planning Board met last night as part of the hearing process on the high-density multi-family housing units. The process is moving forward. In mid-March, the Planning Board will be initiating discussions on the redevelopment zone proposed by the Village Council.
9. COMMENTS FROM THE PUBLIC
Mayor Aronsohn stated they would again have comments from the public and asked anyone wishing to address the Village Council to come forward.
Keith Killion, Jr., 346 South Broad Street, thanked the Village Council, Mayor Aronsohn, the Village Manager, and Chief Ward for allowing him the opportunity to serve the Village. He also thanked the Ridgewood residents who supported the ordinance that allowed the position to remain open.
There were no other comments from the public at this time, and Mayor Aronsohn closed the time for public comments.
10. RESOLUTION TO GO INTO CLOSED SESSION
The following resolution, numbered 14-60, to go into Closed Session, was read in full by the Village Clerk, as follows:
11. ADJOURNMENT
There being no further business to come before the Village Council, on a motion by Councilman Riche, seconded by Councilwoman Hauck, and carried unanimously by voice vote, the meeting was adjourned at 8:18 P.M.
PAUL S. ARONSOHN, Mayor
DONNA M. JACKSON, Deputy Village Clerk
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