Village Council Public Work Session Minutes 20140423
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, APRIL 23, 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 7:42 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, Walsh, and Mayor Aronsohn. Also present were Roberta Sonenfeld, Village Manager; Heather Mailander, 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 who serve as first responders in Ridgewood and throughout the United States. Mayor Aronsohn also asked for an extra moment to honor the memory of Ridgewood resident Roger Wiegand, who was a good friend, colleague, and the “sixth Councilmember”.
2. COMMENTS FROM THE PUBLIC
Mayor Aronsohn asked if anyone from the public wished to speak regarding any of the agenda items.
Ellie Gruber, 229 South Irving Street, said she and some other people had written to the Village Council about the tarp on the Schedler roof, with no response. Ms. Gruber said she found the lack of response surprising, because the Councilmembers usually respond to communications. Ms. Gruber stated that there is money available to have professional roofers come to repair the roof, meaning that no Village employee would be placed in any danger, nor would any Village-owned equipment need to be used for the repair. She does not understand why neither she nor anyone else who sent an email to the Councilmembers about the situation has received any response. Ms. Gruber commented that she can only guess from the lack of response that all of the Councilmembers are hoping that the building will collapse from neglect. Mayor Aronsohn apologized for all of the Councilmembers on the lack of response, and he pointed out that there has been a response, as well as communication going back and forth on the matter. He added that all of the Councilmembers do care about the house on the Schedler property.
Mayor Aronsohn asked Ms. Sonenfeld if she had any update on the situation, and Ms. Sonenfeld responded that she and Christopher Rutishauser, Village Engineer, drove past the house to take a look at it. Ms. Sonenfeld believes that it will be necessary to have an internal meeting to discuss what needs to be done and what the approach should be. She added that putting on a new roof is one thing, but there are many other issues with that house. Mayor Aronsohn said that after that meeting is held, a more specific response would be sent to Ms. Gruber.
George Wardly, 229 West Glen Avenue, stated that he appeared before the Village Council approximately one month ago, and he thanked Ms. Sonenfeld for inspecting the areas he mentioned that require curb repairs. Mr. Wardly said he only came to this meeting to ask if the funds have been restored for that project. Ms. Sonenfeld answered that she went and looked at the area mentioned by Mr. Wardly, and the issue on Glen Avenue is that it is a County road, and it seems that when the County paves its roads, the curbs are not taken care of properly. As a result, the paved road rises, while the curbs keep getting lower, and it becomes easier for water to rise up over the curbs. Ms. Sonenfeld noted that she and other Village representatives have a meeting at the County level tomorrow, including those responsible for such repairs, and she intends to raise this issue.
Nancy Johansen, 115 Lincoln Avenue, said she was addressing the Councilmembers in her role as Chairperson of the Financial Advisory Committee (FAC). Ms. Johansen stated that the members of the FAC wanted to make a public statement regarding the 2014 budget. The FAC spent many hours working with Stephen Sanzari, Chief Financial Officer, as well as with Ms. Mailander when she was Acting Village Manager, and more recently, with Ms. Sonenfeld as Village Manager, to improve the budget process. A major change in the process is that the 2014 budget was developed using actual expenditures from 2013, rather than 2013 appropriations, which is a major step forward in improving the process. It is also in line with private sector budgeting practices. The other major change, which is another step forward, is that the capital and operating budgets were reviewed at the same time. Ms. Johansen, on behalf of the FAC, applauded everyone for their efforts on the budget, and while they know there is more work to be done, a lot of progress has been made.
Based on the work already done, Ms. Johansen said they do not believe there is a lot of room to make cuts in the current budget, given the contractual constraints of the Village, and the Village’s current model for providing services. The FAC believes that Village department heads and staff have carefully evaluated their budgets line-by-line, which took an enormous amount of work, and Ms. Johansen applauded them. Potential savings have been found. However, in order to maintain the existing service levels without tax increases, the FAC believes more fundamental changes will be required. Those include: changes to the terms of the collective bargaining agreements; and structural changes in how services are provided, whether it be through outsourcing, working with the County, shared services, or other arrangements. It cannot be emphasized enough that the need to address longer-term issues is essential. For example, the Village does not have enough reserve to pay for unpaid sick leave compensation for Village employees who retire. Currently, there is a reserve of less than $500,000, with an estimated liability of $7 million or more. The Village has not been adequately investing in its facilities, with the Village Garage being one example of that, which could lead to higher expenditures in the long-term. However, a strategic plan is needed for all departments, with consideration given to other alternatives that have been discussed regarding outsourcing, consolidation, or shared facilities. The other longer-term issue is that the Village has essentially funded salary increases under the existing union contracts by holding the line on increases in other departments in order to stay within the 2% cap, or by utilizing one-time offsets. If changes are not made in the terms of these contracts, either services will have to be cut, or higher taxes will be required in order to fund these contractual obligations and maintain current service levels. Village residents and the Village Council will need to consider this trade-off as new contracts are negotiated and the budget process moves forward. These issues will take time to resolve, and may require one-time expenditures related to severance, consulting expenditures, or restructuring reserves, among other things. Those types of expenses are not provided for in the budget.
Additionally, the current budget does not does not have much of a cushion to absorb potential unexpected events, or unknown expenses. Therefore, there are reasons for the Village Council to consider a tax increase, particularly if the additional proceeds were applied to unfunded obligations, or to fund critical projects that are focused on cost reduction or service improvement in the longer-term. That being said, Ms. Johansen said there was lively debate among the members of the FAC, who support a 0% tax increase for 2014, while maintaining the focus on budget discipline. However, the public must understand that a 0% tax increase does not represent a new normal. The FAC sees no way to avoid significant tax increases in the future without structural changes, but in the absence of specific proposals that justify additional funding, they do not believe a tax increase is justified at this time.
Ms. Johansen continued by saying that the Village’s financial position is stable. Debt has not increased substantially in recent years, and the surplus has increased somewhat, as well. Therefore, the FAC members are confident in the ability of the new Village Manager to generate continued savings by identifying improved operating efficiency, both short-term as well as considering strategic solutions. Mayor Aronsohn thanked Ms. Johansen and the members of the FAC for their help and leadership during the entire budget process. They have accomplished a lot over the last year, and Mayor Aronsohn expects that they will do a lot of work in the coming year.
There were no other comments from the public at this time, and Mayor Aronsohn closed the time for public comment.
3. PRESENTATIONS
a. Honor and Remember Flag
Mayor Aronsohn introduced American Legion Post 53 Commander Bob Paoli, and Maria Bombace, both of whom are involved with Blue Star and Gold Star Families. Ms. Bombace said she is a proud mother of a New Jersey National Guardsmen and former United States Marine, and she has joined Mr. Paoli in asking the Councilmembers to adopt the resolution to accept the Honor and Remember Flag, and have it flown in Ridgewood in honor of its fallen warriors. Ms. Bombace became aware of the flag as a Blue Star Mother, and member of the Ridgewood Gold Star Mother’s Day Committee. The creator and designer of the flag is George Lutz, whose son, Tony Lutz II, was killed on December 29, 2005, in Iraq. In the months that followed Tony’s funeral, George visited other families who had lost loved ones in the war. These families were only the latest additions to a group that originated with the American Revolution, when the first soldiers to shed their blood for American freedom gave their lives. George discovered, as did Ms. Bombace, that the family of a fallen soldier wanted to know two things: that their sacrifice was not in vain; and that the nation would never forget. After extensive research, George found that since the Revolutionary War, there has never been a symbol specifically acknowledging American servicemen and women who gave their lives in service to their country. Thus, the Honor and Remember Flag was conceived. It was never meant to detract from Old Glory in any way, shape, or form, but is only meant as an additional reminder to others of the supreme sacrifice their heroes endured in defending their country.
The President of New Jersey Chapter 3 of Blue Star Mothers, Marjorie Sietsma, learned about the Honor and Remember Flag, and it became her mission to have it become the New Jersey State flag for the fallen. Working with Stanley Kober, Commander of VFW Post #192 in Ho-Ho-Kus; Assemblyman David Russo; and State Senator Kevin O’Toole, Ms. Sietsma helped to create legislation for the bill, which is A-2029. Ms. Sietsma was privileged to testify in both the Assembly and the Senate. The bill passed both Houses unanimously in 2012. Governor Christie signed the bill on November 19, 2012, making New Jersey the fourteenth state to make the Honor and Remember Flag its state flag for the fallen. Ms. Bombace noted that, along with the Gold Star Mother’s Day event in Ridgewood, flying the flag locally in Ridgewood and throughout New Jersey allows everyone an opportunity to pay tribute to the Gold Star families’ sacrifices. Gold Star Families are everywhere, and for the most part, no one knows who they are. They are unseen and unnoticed, blending into society. By flying the Honor and Remember Flag in Ridgewood, these families can get the recognition they deserve beyond solemn words spoken on holidays throughout the year. A silent message can be spoken, and that life can be celebrated with a tangible symbol that reminds us that Americans have fought many battles to preserve our way of life.
Mr. Paoli and Ms. Bombace displayed a picture of what the flag looks like, and Mr. Paoli said he saw the perfect place to hang it outside Village Hall on one of the flagpoles between Village Hall and the Public Library. He suggested that perhaps it could fly under the American flag. Mayor Aronsohn thanked Mr. Paoli and Ms. Bombace for coming to the meeting, and he noted that he worked with Mr. Paoli and Ms. Bombace to draft a resolution which is now before the Councilmembers. Mayor Aronsohn commented that it is a wonderful way to recognize Ridgewood’s fallen soldiers and their families, and it is an important reminder to everyone of the ultimate price that is paid. Mr. Paoli pointed out that there is no single American symbol dedicated to the purpose of honoring the military men and women who have died in all wars from the very beginning of this nation. He added that, as Ms. Bombace pointed out, 14 states have adopted this flag, and it may be as many as 18 now. Besides being recognized as a state flag, all of those states, including New Jersey, are trying to encourage all of the municipalities within those states to adopt the flag, as well.
This resolution will be put on the agenda for the May 14, 2014 Public Meeting.
4. MOTION TO SUSPEND WORK SESSION AND CONVENE SPECIAL PUBLIC MEETING
At 8:00 P.M., upon a motion by Councilman Riche, seconded by Councilwoman Walsh, and carried by unanimous voice vote, the Village Council suspended the Work Session.
5. MOTION TO RECONVENE WORK SESSION
At 8:51 P.M., upon a motion by Councilman Riche, seconded by Councilwoman Hauck, 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 Roberta Sonenfeld, Village Manager; Heather Mailander, Village Clerk; and Matthew Rogers, Village Attorney.
6. PRESENTATIONS – PROPOSALS FOR HORSE BARN AT IRENE HABERNICKEL FAMILY PARK
a. Arcari and Iovino
Ms. Sonenfeld reminded everyone that at the previous Village Council meeting, there was a discussion about the Horse Barn at the Irene Habernickel Family Park. It was decided at that meeting that two of the potential vendors would be asked to present their plans to the Councilmembers.
Anthony Iovino and Sam Chen from the firm made the presentation to the Councilmembers. Mr. Iovino stated that when the RFP was received, he and Mr. Chen recalled their past efforts on a barn structure in Holmdel, New Jersey. What attracted them to this project was its proximity to their offices in Little Ferry; and the fact that they have done similar projects. Although the building in question is not a historic building, it obviously has qualities that the Village would like to preserve, otherwise there would be no question as to whether it should be saved. Mr. Iovino agreed that the first step outlined in the proposal package is the correct one, and that is to gather data, so that an informed decision can be made regarding whether the building should be renovated, or whether it should be replaced. The first step in the logical process to help make that decision is for Mr. Iovino and his staff to come and take a look at the building to assess its condition. Based on the initial visit Mr. Iovino and his staff made, he said the building does not look too bad. The building has been cleaned out, making it possible to see the few structural issues that can be found. The barn structure in Holmdel was in much worse shape, and it was completely renovated. Mr. Iovino cautioned that one of the things to be aware of in this type of situation are the unforeseen conditions that can arise, such as the possibility of opening up a wall that looks perfect from the outside, only to find that it is infested with termites inside. Whatever budget is developed for this project must include contingency funds to cover such unforeseen situations. That is also what the first step in the process is supposed to help to determine. The proposal prepared by Mr. Iovino’s firm includes an option for the Village to do environmental testing, which is hard to quantify, because it would depend on the different types of materials found in the building. However, Mr. Iovino said a rate sheet was included in the proposal for such testing. He noted that those types of services can also be performed by the Village Engineer. Mr. Iovino believes the process as performed by his firm would be a 2-3 month process, depending on what conditions are found, and what meetings must be held in order to get the necessary work done. One aspect of the proposal by Arcari and Iovino is to prepare a conceptual design based on what the proposed uses are. In the proposal package sent by the Village, classrooms and other educational-type or assembly spaces, as well as other community-type spaces and restrooms for the field were mentioned. Mr. Iovino said his firm needs to learn about the types of uses intended for the property, and they can put together a concept plan to see how the building will be renovated, assuming it can be saved, in order to meet those needs. That would also determine what the potential cost will be. The data-gathering and conceptual design plan will ultimately lead to a report that gives the Councilmembers the necessary numbers they need in order to make a decision so that they will know exactly what they need to do, and how much it will cost.
Mayor Aronsohn gave some background on the subject of this discussion. He pointed out that there is a question about whether the Horse Barn at Irene Habernickel Family Park should be left standing, and if it is left standing, proposals have been made to allow the building to be used for multiple purposes. They include lightning protection; providing restrooms for the fields; and providing classrooms or meeting spaces. The question is now whether the barn could or should be preserved, or if it should be razed and an entirely new structure erected. This discussion is to determine whether an outside firm should be brought in to do an analysis to help answer that question.
Councilman Riche commented that as he read the Village’s bid specification, there was no provision that the respondent should examine the structure to assess whether it is salvageable, or if it should be torn down. Councilman Riche thought the bid specification was written in a manner that asked how to bring the structure into compliance. He asked if that was Mr. Iovino’s assessment when he read the bid specification. Mr. Iovino responded that he believes the question of whether or not the structure can be salvaged came as a result of the site visit, because it is a logical part of this process. He added that if the building was beyond saving, that would have been stated. The analysis is not whether the building should be kept or taken down, but how the space can be used, and what it would cost to make it usable for those purposes. Councilman Riche pointed out that it is possible that the cost to convert the building may be far in excess of the cost for tearing it down and building a more modern structure, which Mr. Iovino confirmed. Councilman Riche continued by noting that the bid specification also calls for a specific analysis related to environmental issues, and Mr. Iovino listed that as a separate cost, in addition to the base bid. Mr. Iovino agreed with that, and added that on the fee sheet, he spelled out that his firm’s fee is one fixed number, and that after consulting with his environmental engineer, the issue becomes how many tests and samples are required and how many times they are sent to the lab, as well as the purpose of the specific tests. He stated that, after the initial site visit, he is not too concerned about any asbestos or mold issues, but there is a concern about lead paint. The quote included in the proposal from Arcari and Iovino is based on a specific number of tests, and could increase if the number of tests and samples increase. Mr. Iovino believes the amount quoted by the environmental engineering firm could decrease by as much as 50% for testing, because unlike Village Hall, where the materials are different in every room, the structure at Habernickel Park is an open structure, and the materials are the same on all the walls. It is easy to assume that there is lead throughout the structure, and determine how it should be treated from that point. Mr. Iovino suggested that, if necessary, he could get multiple quotes for the environmental testing, or that Christopher Rutishauser, Village Engineer, could provide that service, which will decrease the cost dramatically.
Councilwoman Walsh noted that the project in Holmdel which Mr. Iovino mentioned previously sounded as if it only needed some structural work, and she asked what the extent of that project was. Mr. Iovino responded that there were three projects. One was the Harding House at Bayonet Farms; another was the Gray Barn; and the third was the Red Barn. At the Gray Barn, nothing was done to the larger barn on the property, which had horse stables on the lower floor and an assembly space on the upper floor. Instead, an ADA-compliant bathroom was installed, and the entrance to the barn structure was made handicapped accessible. The structure is also rented out for events such as weddings, and has become a very well-used building, and is one of the main financial supports of the park. Councilwoman Walsh noted that the cost for that project was approximately $600,000, which Mr. Iovino confirmed. The cost of the work done at the Red Barn was approximately $240,000. Councilwoman Walsh asked Mr. Iovino what he foresees as far as the required work to be done on the Horse Barn, and whether it would be board-and-batten siding, or some generic, cost-effective design. Mr. Iovino responded that it is not possible to cut corners on the aesthetic of a project like that, and when it comes to keeping the “spirit” of the building, research must be done to replicate to some degree what was previously there. That does not mean the same materials must be used, because it might be possible to find something that requires less maintenance, and that is resistant to termites and water, to ensure that the investment is protected. Aesthetically, it should represent and reflect the spirit of the building.
Councilman Pucciarelli pointed out that the architectural firm’s fee is set in the proposal at $9,750. However, there is a notification at the bottom of the page indicating that the rate includes the fees for environmental testing, but the quantity of tests varies, and that service was isolated from the total fee, allowing the Village to engage its own consultant directly, should it wish to do so. Therefore, Councilman Pucciarelli asked if the $9,750 includes the environmental testing fees, or not. Mr. Iovino answered that it does not include those fees, for the reasons he explained before. Councilman Pucciarelli asked if the $9,750 fee is subject to change, and if it is subject to increase. Mr. Iovino said he did not believe that would happen, although it has happened on a very few occasions that, if the project has progressed more quickly than anticipated, his firm has been flexible in their fee.
b. T. M. Rybak & Associates
Tom Rybak, principle of T. M. Rybak & Associates, said his practice started approximately 27 years ago. His firm does many different things for many different clients. At this time, they are working on a rehabilitation project of the Salvation Army building in Paterson, New Jersey. Mr. Rybak recently met with the Paterson Historical Commission in connection with that project. In addition, his firm has done work for various municipalities. Mr. Rybak distributed information describing possibilities for the Horse Barn site. The paperwork contained drawings of what is on the inside, and the type of architecture that is currently there. Mr. Rybak explained that his firm’s proposal includes the entire site, not just the building itself. The surrounding areas are included, and Mr. Rybak said his firm is willing to work with the Village to find a use for the entire area. The first page of the drawings shows the site itself, and image number two shows another view of the building. Succeeding images show interior views, and there are also drawings depicting the baseball diamond, pond area, playground, the adjacent house, and some of the bridge area. Mr. Rybak stated that his team looked at the building with the idea of either keeping it at that location and renovating it, or perhaps investigating the possibility of relocating the building somewhere else on the site. One of the ideas proposed involves moving the barn next to the baseball field if it is feasible, and finding a use for it there, whether that is storage, a refreshment stand, or some other use. Mr. Rybak believes that the way the building is currently situated, renovating it would require expanding it, or doing something else with it. Mr. Rybak provided a depiction of how the building could look after it is renovated and painted. The last page of the proposal contains other possible ways that the building could be restructured. Mr. Rybak commented that the information packet was put together specifically for this meeting, and he hoped to get the Councilmembers’ opinions on the proposal, as well as learning what their goals and objectives are for the site.
Councilman Riche pointed out that the proposal does not specifically indicate what professionals might be used, although under their scope of work, Mr. Rybak indicated that environmental issues would be identified. However, there was no indication of who might be used for the environmental assessment, and there was no indication of whether that assessment was included in the price of the project. Mr. Rybak responded that the proposal is strictly an architectural and engineering proposal. His firm is affiliated with several environmental engineering firms, and depending upon what type of testing is required, they would work with the Village on getting any needed tests completed. Those fees would be added to the base bid that Mr. Rybak submitted.
Councilwoman Hauck applauded the creativity shown in Mr. Rybak’s proposal.
Mr. Rybak added that, as the owner of the architectural firm as well as the construction firm, the projected costs are very firm, and his firm is known for managing its construction very well, as well as for analyzing these types of structures.
7. DISCUSSION
a. Budget:
1.)Shared Services Agreement with Passaic Valley Sewerage Commission – Sludge Disposal
Ms. Sonenfeld explained that there is a problem with the current provider, TBSA, because they will no longer accept the Village’s sludge for disposal. Three quotes have been received for this service, and now a Shared Service Agreement is being investigated between the Village and the Passaic Valley Sewerage Commission (PVSC), which was the lowest quote received for sludge disposal. This resolution will be put on the agenda for the May 14, 2014 Public Meeting.
2.) Award of Contract – Fiber-Optic Communications Equipment – Ridgewood Water
Ms. Sonenfeld commented that this contract is for the purchase and installation of public safety fiber-optic cable for Ridgewood Water. This recommendation is for an additional award that ties Wortendyke to Village Hall, and provides more reliability and access to computer programs and databases. There will be some savings realized by Ridgewood Water due to these improvements. This resolution will be put on the agenda for the May 14, 2014 Public Meeting.
3.) Award of Contract – Horticultural Supplies
The contract for horticultural supplies is for the second year of a two-year bid. This resolution will be put on the agenda for the May 14, 2014 Public Meeting.
4.) Award of Contract Laboratory Analysis Services – Ridgewood Water
Ms. Sonenfeld noted that this would award the contract for laboratory analysis services for Ridgewood Water. There were three plan holders, and three bids received. The lowest responsible bidder, Aqua Pro-Tech Labs, is being recommended. This resolution will be put on the agenda for the May 14, 2014 Public Meeting.
5.) Declare Police Vehicles Surplus Property
Ms. Sonenfeld stated that this resolution will declare three police vehicles surplus property. Janet Fricke, Assistant to the Village Manager, will take care of selling these vehicles through the Internet. This resolution will be put on the agenda for the May 14, 2014 Public Meeting.
b. Policy:
1.) Human Resources Policy Manual
A new policy manual has been compiled, which is required to be done every two years by the Joint Insurance Fund (JIF). Ms. Sonenfeld noted that some of the key highlights include the fact that two documents have been combined into one; and areas that needed strengthening were strengthened, based on the last two years. There was some healthy discussion among the department supervisors, as well as during a Village Council Closed Session earlier this evening, regarding unfunded liabilities and thinking about how they can be minimized, including payments for compensatory time and sick days, among other things. The current manual is a work in progress, and Ms. Sonenfeld commented that there will be more analyses performed on some of the issues. Councilman Pucciarelli noted that the Councilmembers found the manual to be very useful, as well as being well-drafted and positive in its approach to streamlining human resources, and giving more clarity to some of the policies. This resolution, to accept the new Human Resources Policy Manual, will be put on the agenda for the May 14, 2014 Public Meeting.
2.) Resolution for Gift Contributions
Ms. Sonenfeld reminded everyone that this resolution was reviewed at the previous Village Council meeting, and it has been redrafted. The current proposal provides dollar limits before contributions must be brought to the Councilmembers for approval, and reporting requirements. It also reflects the fact that dollar limits do not apply in situations where the donor has business before the Village within 90 days of the donation, either before or after that time, and that such donations must always be approved by the Village Council. Mayor Aronsohn added that one of the things that the Councilmembers felt was very important was to strike a balance between transparency and having public confidence maintained. Previously, anyone who had an issue before any Village entity within 90 days before or after a potential donation was precluded from making that contribution, and this now puts the burden of whether to accept the donation on the Councilmembers, who can make the determination as to whether it is appropriate.
Councilwoman Hauck pointed out that this was partly driven by her interest in the issue, because she believes it is really important for the Councilmembers to start thinking about encouraging philanthropic contributions in some way, shape, or form. This is due to the fact that recently, there has been more reliance on private/public partnerships. This is not meant to discourage philanthropic motives, and Councilwoman Hauck believes that the Village should give a boost to such motives, and make it easier for individuals and organizations to make gifts to the Village. However, transparency is a fundamental issue, and this type of ordinance should allay all concerns.
Mayor Aronsohn thanked Councilwoman Hauck for her leadership on this issue, and commented that this ordinance strikes a balance between encouraging the spirit of generosity in Ridgewood while enhancing transparency in government. This resolution will be put on the agenda for the May 14, 2014 Public Meeting.
c. Operations:
1.) PSE&G Access Consent Agreement – Graydon Pool
Ms. Sonenfeld stated that PSE&G requires that the Village execute a consent agreement in order to cross PSE&G’s easement in order to run the pipe from Graydon Pool to the sanitary sewer connection. This resolution will authorize that, and is needed to have the pipeline built. This resolution will be put on the agenda for the May 14, 2014 Public Meeting.
4. MANAGER’S REPORT
Ms. Sonenfeld commented that there is an issue she wanted to address because she gets many questions about it from her neighbors and friends, and that is the issue of paving in Ridgewood. She wanted to clarify for the public how areas to be paved are selected. Ridgewood has approximately 97 total miles of streets, including 14.5 County miles, and one mile of State road. In making the decisions regarding paving, the first step is to consult with the New Jersey Department of Transportation (NJDOT), because the Village receives grants from them every year, which are based on certain criteria and certain roads. For example, this year, South Van Dien Avenue will be paved, which is funded via a $140,000 grant. The Garber Square area to be paved is being funded by $130,000 grant. Several weeks ago, a resident asked why no paving is being done on North Van Dien Avenue, and Ms. Sonenfeld explained that it is because the Village is awaiting a grant to fund the paving. She added that it is possible that the Village could decide to go ahead and pave North Van Dien Avenue at its own expense, but it has always been the Village’s view that whenever possible, grant monies should be obtained for such projects. The Village also has a pavement management system that rates the condition of all the roads on a 0-100 scale, which is updated yearly. This system is currently in process, and it helps to determine which roads will be paved. Priority is given to main roads in the Village, and after that, secondary feeder streets, with tertiary or dead-end streets given the lowest priority. Many of those decisions reflect how residents are affected. Moreover, paving projects are spread throughout the Village, not concentrated in one area. Another factor in the paving decision is the capital budget, and the constraints it places on any such project. In addition, the Village advocates with the County, due to the presence of County roads in the Village. Ms. Sonenfeld pointed out that the Village is responsible for the ADA compliance of all County roads. She also mentioned a compounding factor, which is slurry seal, used from 1995-2001. This still creates problems today, because it does not last very long and does not address any structural or drainage issues. A physical map is maintained by the Village to keep Village personnel abreast of the current situation of the roads in Ridgewood. On average, each road is repaved every 15-18 years, although best practices suggest it should be done every 11-14 years. A list of roads needing repaving and the schedule for the repaving is maintained, which is available on-line.
Regarding the coin theft, Ms. Sonenfeld reported that the JIF has not yet provided an accounting firm for the forensic review. She is still awaiting that information.
Ms. Sonenfeld thanked the Ridgewood Conservancy for Public Lands, whose members are planting daylilies along the walk between Village Hall and the Public Library.
On Saturday, April 26th, several events will take place. The baseball parade will start at 9:00 A.M. The “Take Drugs Back” initiative will be held at the Police Department from 10:00 A.M.-2:00 P.M., for those who have prescription drugs that need to be thrown out. The Earth Day Fair, from 10:00 A.M.-2:00 P.M., will be at Memorial Park at Van Neste Square. In addition, LAX Day is also on Saturday.
On Sunday, April 27th, the Daffodil Festival takes place from 12:00 P.M.-2:00 P.M. at the train station parking lot. Saylestock will occur from 12:00 P.M.-7:00 P.M. at Memorial Park at Van Neste Square, with various local bands playing. The Holocaust Memorial Interfaith Service will be held at Temple Israel in the evening.
Ms. Sonenfeld pointed out that she will not be at the next Village Council meeting, because she will be attending the New Jersey Municipal Management Association Conference, discussing shared services. In addition, she is in the process of gathering ideas for opportunities to “Meet the Manager,” similar to the “Meet the Mayor” initiative in Ridgewood.
5. COUNCIL REPORTS
Ridgewood Environmental Advisory Committee (REAC) – Councilwoman Walsh reminded everyone that the Earth Day Fair is Saturday, April 26th, from 10:00 A.M.-2:00 P.M. in Memorial Park at Van Neste Square. The members of REAC are planning to give away 1,000 saplings to residents who request them. A poster contest was held among students in grades K-5 in the Ridgewood schools, which will be on display during the fair. Councilwoman Walsh invited everyone to attend the fair.
Councilman Pucciarelli said he had no committee reports, but he wanted to remind everyone about Candidates’ Night on Tuesday, April 29th, starting at 7:30 P.M., in the Sydney V. Stoldt, Jr., Courtroom at Village Hall. The three candidates running for Village Council will be available at that time. Ms. Mailander mentioned that the Candidates’ Night will be televised on Cablevision and Verizon FIOS.
Fourth of July Committee – Councilman Riche reported that the Fourth of July Committee is on target with their plans for a great day. Volunteers are still needed, especially people who can work taking tickets and collecting money during the fireworks at night. They are also looking for donors, because it is a great opportunity to support the Village and this committee. Councilman Riche reminded everyone that the activities on the Fourth of July are paid entirely from the proceeds from ticket sales, as well as from donations made to the committee.
Open Space Committee – Councilman Riche mentioned that the Open Space Committee met recently, and there is now a clear understanding among the members of the committee that their role is now as stewards of the existing open space, because there is no open space money left to be spent. The Open Space Fund is, and will most likely continue to be, in a deficit situation for several years to come, so there are no funds available for the committee to use for acquisitions or to invest in the Schedler property. Councilman Riche pointed out that the committee would like the Councilmembers to explore two things. One of them is to pass a resolution or otherwise communicate with the County that the Open Space Tax should be restored at its previous funding level. The Village used to receive quite a bit of money through the Open Space Trust Fund, which is practically non-existent at this time. The second request from the Open Space Committee is for the Councilmembers to discuss internally whether the Village Open Space Tax should be reinstated, which was previously .5% per $1,000 assessed.
Parks, Recreation, and Conservation (PRC) Board – Councilwoman Hauck reported that the PRC Board met last night. It was a combined meeting with the Open Space Committee. In addition, members of the Shade Tree Commission, the Conservancy for Public Lands, and the Ridgewood Wildscape Association, were in attendance. It was realized that the missions of the various committees are very similar, and the members are ambassadors and caretakers of all that is natural and green in Ridgewood. The discussion centered on the lack of funding and manpower and resources in the Village. New members are needed for all of these committees. Councilwoman Hauck also stated that she believes it is necessary to recognize all of the volunteers in the Village, and perhaps something could be done once a year to give them the recognition they deserve. Ms. Mailander noted that they were recognized in the past, but not recently. Councilwoman Hauck pointed out that many volunteers serve the Village for 20-30 years. She added that it is very nice to discover the wealth of knowledge that exists on all of these committees. Councilman Riche pointed out that the Village used to give a “Volunteer of the Year” Award, which could possibly be resurrected.
Planning Board – Mayor Aronsohn stated that there are approximately six Planning Board meetings scheduled between now and the end of June, including several that will deal with Valley Hospital. In fact, it is planned that the Valley Hospital application will be wrapped up with a vote on June 17th, and the remaining meetings include opportunities for the public to ask questions of Blais Brancheau, Village Planner; two meetings in which the public will be allowed to comment; and one meeting for instructions.
Ridgewood Guild – Mayor Aronsohn reported that the Ridgewood Guild is holding its annual film festival. This is the fourth year for the festival, which is held for two nights. Tonight, the festival showcased student films; and tomorrow night, Danny Aiello will be attending to showcase some of his movies, and a reception is planned after the festival which he will attend. Mayor Aronsohn encouraged everyone to go to the film festival.
10. COMMENTS FROM THE PUBLIC
Mayor Aronsohn stated that they would again have comments from the public and asked anyone wishing to address the Village Council to come forward. He noted that when he first joined the Village Council in 2008, public comments were only allowed at the beginning of each meeting, and Roger Wiegand, a Ridgewood resident, suggested several years ago that another opportunity be added at the end of each meeting to allow the public the opportunity to ask questions about issues discussed during the meeting. He also made a very important point, which was that the public should have the “last word”.
Leonard Eisen, 762 Upper Boulevard, mentioned that today is William Shakespeare’s birthday.
Russell Forenza, 228 Emmett Place, said this meeting had been very instructive, and the comments he was about to make only reflected Ridgewood, not any other municipality or community. Regarding the budget, Mr. Forenza said he supported Councilman Riche’s comments for the most part. He agreed with the red flags mentioned by Councilman Riche, and he noted another red flag that he did not hear Councilman Riche mention, which was the use of surplus. The Village is using $2.9 million, or approximately 6% of the budget, which means that 6% of the budget must be funded through surplus. Mr. Forenza believes that is both a good and bad idea, depending on one’s perspective. It is a good idea for any resident who is thinking of moving out of town after graduation, because those residents will not incur any tax increase. However, it is not a good idea for long-term residents who plan to stay in the Village for a long time. Mr. Forenza pointed out that Ridgewood has a large turnover, and many residents move out of the Village each time there is a tax increase to avoid paying their share of that increase. Their share of that increase is the money that would be used to go into the surplus. No one knows what will happen with the surplus, or whether it will all be used. If it does get used, and that fact is combined with the other red flags mentioned by Councilman Riche, Mr. Forenza believes that will create a problem.
Another item mentioned was the reserve for uncollected taxes. Mr. Forenza noted that a three-year average could be applied to that item, especially if it is noticed that the percentage of the reserve is decreasing by a large amount, which will help to keep the reserve funded. He added that the red flags presented by Councilman Riche are important. It is impossible to know how many snowstorms will occur in any given year, and this past winter was one of the worst in recent memory. So much snow was piled on the streets that it was sometimes impossible for two cars to pass each other.
Mr. Forenza pointed out that the budget is very important, and his recommendations are specific to this budget. However, increasing taxes, especially by 1%, is something he always believes can be done, as long as it stays as close to the cost of living as possible. He considers that to be a “just” increase. Staff salary increases always occur, and the only way to save money on salaries is when a longtime employee retires. As the Village Manager mentioned, it is expected that as many as eight people will be retiring in 2015.
Changing the subject, Mr. Forenza spoke about the coin theft situation. He believes that no one should be allowed to have a master key to any area in which large sums of money, or any money at all, is kept. Two people should always be involved in the security features surrounding money. For example, the keys to the room where the money is stored should be placed in a box, which requires two people with keys to open the box to access the keys contained in it. Access to the box is recorded, as well as access to the room where the money is stored. There should never be one person alone in the room with the money at any time, but a minimum of two people should be required. Furthermore, the two people should be changed periodically. Mr. Forenza finds it inconceivable that there was no video camera surveillance for that room, which was directly linked to the Police Department. He also finds it hard to believe that one person could have taken all that money out of that room over a 1-2 year period, especially when one considers how heavy quarters are. That is why Mr. Forenza believes there was more than one person involved in the theft. Mr. Forenza also questioned why the money was left in the room for so long, instead of being deposited within 24-48 hours.
Mayor Aronson interjected that Mr. Forenza had exceeded his time limit, and asked Ms. Sonenfeld if she wanted to respond to any of his comments. Ms. Sonenfeld responded to Mr. Forenza by saying that she had given an in-depth explanation of the issue several weeks ago at a Village Council meeting, and she would be glad to discuss it with him if he wished, as well as his other recommendations.
Leanne Lampone, 850 North Road, noted that her street had been identified in 1995 as one being in need of repair. Slurry seal was applied in 1997, but no further work has been done since then. For the past six years, Ms. Lampone said she has been negotiating with the Streets Department to try to get the work finished, but to no avail. She has been told that her street is not a priority, among other things, but Ms. Lampone pointed out that there was a problem identified in 1995. Village employees have come out and walked the street to see the damage. Ms. Lampone commented that the street has “waves” in it, causing people to trip when they try to walk on the street. The road is patched at least 3-4 times a year, after which it sinks, creating gullies on top of the waves, on top of curbs that are falling apart so that water rises up over them. Ms. Lampone was told that her street would be put on the list to be repaved, but when she asked to see the list, she was told that it was not a written list, but kept in someone’s head. When Ms. Lampone asked how it was determined which roads get repaved, the answer was that an employee drives around the Village and evaluates the roads. Ms. Lampone stated that she specifically moved to this community because it is quiet, where one can walk with a stroller or dog; senior citizens can walk comfortably; and people can walk safely day or night. However, that is not possible on North Road. Moreover, when the crews come to patch the road, they leave a lot of debris behind. Ms. Lampone said she had a meeting with the Streets Department today, and she believes they are overburdened. Mayor Aronsohn apologized for the situation, and said he was glad that Ms. Lampone brought it to the attention of the Councilmembers. Ms. Sonenfeld responded frankly that the fact that Ms. Lampone’s street is a cul-de-sac means that it is given a lower priority on the paving list, but she said it would be re-evaluated either tomorrow or the day after. Ms. Lampone gave Ms. Sonenfeld a copy of the paving schedule she obtained from her meeting with Village representatives.
The last thing Ms. Lampone brought to the Councilmembers’ attention was that the snowplows have caused quite a bit of damage on many of the driveways and curbs. She brought pictures showing five driveways that have been damaged by the snowplows, as well as curbs that have been ripped up by the plows. Many attempts have been made to patch the damaged areas, but none of the work lasts very long. Ms. Lampone requested that the job be done correctly in the first place so that it need not be redone. Ms. Sonenfeld said she would re-evaluate the street personally to see what could be done.
There were no other comments from the public at this time, and Mayor Aronsohn closed the time for public comments.
11. ADJOURNMENT
There being no further business to come to before the Village Council, on a motion by Councilman Riche, seconded by Councilwoman Walsh, and carried unanimously by voice vote, the meeting was adjourned at 9:53 P.M.
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Paul S. Aronsohn
Mayor
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Heather A. Mailander
Village Clerk
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