Village Council Special Budget Meeting Minutes 20180309

A SPECIAL PUBLIC BUDGET MEETING OF THE VILLAGE COUNCIL OF THE VILLAGE OF RIDGEWOOD HELD IN THE SYDNEY V. STOLDT, JR. COURT ROOM OF THE RIDGEWOOD VILLAGE HALL, 131 NORTH MAPLE AVENUE, RIDGEWOOD, NEW JERSEY ON MARCH 9, 2018 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 5:35 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 and Mayor Knudsen.  Also present were Heather Mailander, Village Manager/Village Clerk; Stephen Sanzari, Treasurer; and Robert Rooney, Village Chief Financial Officer (CFO).  Councilwoman Walsh was absent this evening.
Mayor Knudsen 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 Knudsen asked if there were any comments or questions from the public.  Boyd Loving, 342 South Irving Street, said that he was unable to attend last week’s budget meeting when the Building Department reviewed their budget.  There was a recent article in the newspaper indicating that the Department of Community Affairs no longer requires permits for roofing, minor repair jobs and plumbing.  He asked if a projected loss of revenue had been determined and how this would impact the Building Department’s budget. 
Ms. Mailander stated that the Director of the Building Department had received this information just prior to last week’s meeting.  His rough projection of loss of revenue is somewhere between $35,000 and $40,000 annually, if permits issued in 2018 are similar to those issued in 2017. 
There were no further comments from the public. 

3.     DISCUSSION ITEMS
 a. Review of Departmental Budgets and Capital Budgets
1.) Finance
Robert Rooney, Village CFO, referred to the full day kindergarten program that was recently initiated in Ridgewood.  He said that the State required late school tax billing at the last minute, and his staff spent a lot of time completing this unexpected task.  Mr. Rooney said that residents were happy to make payments of $22 million in pre-paid taxes at the end of 2017 and staff worked hard to accommodate everyone wishing to do so.  He described a new system that allows the Finance Department to track the hours spent on projects or outside services that the Village performs relative to the Library and the Board of Education.  This service, which was implemented in 2016 is now fully operational and is a time saver.  Mr. Rooney stated that a new Accounts Payable Clerk was hired in 2017.  She had previously been working part time in Public Works and she is doing a wonderful job.  Mr. Rooney stated that a parking kiosk has been installed in the Chestnut Street lot and is working well.  Cameras have been attached to the kiosk, and there have been no incidents of vandalism.  He hopes to add more kiosks at various spots in the Village. 
Mr. Rooney stated that in 2018, he would like to cross-train more staff members.  This was especially helpful when pre-paid taxes were collected and there were four staff members available to keep the process running smoothly and efficiently.  He wants to enhance the fixed asset inventory system and indicated that he was disappointed with the vendor who had been used for quite some time.  They will now move to a new vendor who has a good reputation with other municipalities.  The Finance Department will solidify the accounting of capital assets by incorporating specific identification of IT equipment.  He has assembled master lists of all computers and Dylan Hansen, Director of I.T./M.I.S., will put this information into a format to be used for the fixed asset system.  Mr. Rooney continues to work on coordinating department audits with the external auditing firm, in order to ensure compliance with the purchasing policy and recognition of revenue and deposits.  Mr. Rooney wanted to incorporate an electronic time reporting and scheduling system last year; however, the Police Department was in the process of getting their scheduling system up and running.  The system appears to be working well and Mr. Rooney intends to incorporate this into several other departments on a test basis.  Mr. Rooney said that the Finance Department strives to enhance purchasing practices.  He noted that adjustments are made as the situations arise to ensure compliance with the law, while also listening to recommendations from Village staff. 
Mr. Rooney reiterated his plan to install more parking kiosks in the Village.  He continues to review Shared Service Agreements, by pricing the services to make sure the Village doesn’t lose money.  The Village of Ridgewood is trying to be competitive with other facilities in the County and are working with the Board of Education and other municipalities to provide the best quality and service for their money.
Mr. Rooney said that the Finance Department’s budget request has increased slightly over last year, due to longevity and step increases for union employees.  He again stated he is asking for funds for the fixed assets inventory upgrade in the amount of $5,000.  An additional $5,000 is budgeted for potential storage costs, since many departments are running out of room for storage in Village Hall.  This was addressed in the footprint study, but until storage facilities can be expanded, they may need to rent a trailer or outside storage space to simply maneuver through the office.  He asked Christopher Rutishauser, Village Engineer, if there is any space available in the Water Pollution Control facility, but this is not the solution because the items to be stored would have to be both secure and waterproof.  Mr. Rooney stated that $5,000 is budgeted for the scheduling system and would most likely be utilized in the Public Works Department. 

2.) Tax Collector
Regarding the Tax Collector, Mr. Rooney said there is a slight increase in this budget because of the Edmunds Software system. 

3.) Parking Utility
Mr. Rooney referred to the Parking Utility revenue from 2015 through 2018.  Parking revenues have increased slightly over the past year, by approximately $4,000.  The anticipated parking surplus has decreased to $60,681; the remaining surplus balance is $283,000; and $60,681 has been used to balance the projected budget.  The numbers in salaries and wages have increased to allow for the hiring of another full time Parking Enforcement Officer (PEO) to increase the ability to write citations and enforce parking regulations in the Central Business District (CBD).  Statutory expenditures relating to benefit contributions have increased.  Mr. Rooney stated that the Parking Utility does not have the $450,000 from surplus that it did last year, but it could increase to $250,000 if needed.  He added that $60,000 has been incorporated into the budget to cover the cost of additional kiosks.  Mr. Rooney indicated that he has used $11 million as the potential cost for the Hudson Street parking garage.
Councilman Voigt questioned the fixed asset system and Mr. Rooney explained that he found the services of the company that was used last year to be unacceptable.  He has added $5,000 in this year’s budget to cover the cost, along with another $5,000 related to the cost of storage if needed.  Mr. Rooney said that the Village is responsible for accounting of all of the vehicles, buildings, furniture, and other items on an annual basis.  He explained that a company was hired in the 1990s to conduct a massive inventory, which was updated annually based upon capital and any acquisitions that were made.  The company looked at what had been eliminated or disposed of and removed those items from the system.  In more recent years, the company would come in just before the audit got started, which is not a good way of maintaining internal controls of what the Village owns.  Therefore, Mr. Rooney is recommending a new vendor. 
Councilman Voigt asked about the Parking Utility surplus.  Mr. Rooney said that the surplus is generated from profits; however, surplus is somewhat flat this year.  The surplus balance was $283,000 at the end of 2017.  He stated that the Parking Utility has paid back the general fund for all of the shortfalls incurred during the problematic years after the theft of quarters from the coin room in Village Hall.  Councilman Voigt questioned the proposal for kiosks.  Mr. Rooney said that each kiosk costs approximately $6,000 and he proposes renting them initially, so they can be tested in the lot.  If the tests are successful, the Village can go forward with the purchase of the kiosks and the rental cost for the test period would be charged to capital.  
Councilman Sedon questioned the surplus brought in by the Parking Utility in recent years and he asked about expectations moving forward.  Mr. Rooney explained that there was an influx of approximately $700,000 in 2016, which generated surplus and this is what they are using now.  Assuming everything stays the same, Mr. Rooney anticipates bringing in $1.3 million annually and this should cover the operating costs of the utility.  Councilman Sedon asked if there would be any surplus going towards debt service to pay off the coin theft and the deficits between 2008 and 2010, if the parking garage is built.  Mr. Rooney indicated that would be the case. 
Councilman Hache asked if a budget gap would be created anywhere in the municipal budget due to any additional costs incurred with development of the parking garage.  Mr. Rooney stated that a down payment in the range of $500,000 to $600,000 will be required to begin development of the parking garage.  He said he cannot provide a more accurate response to that question because there are so many unknowns at this time. 
Councilman Hache questioned whether or not it made sense to purchase kiosks, since maintenance costs would be the responsibility of the vendor and not the Village.  Mr. Rooney said that at the moment, the kiosks are leased for six months and the program seems to be successful.  He would like to locate kiosks in lots where there are meters now, with the eventual plan of removal of all meters.   Councilman Hache reiterated his thoughts that leasing could be better than purchasing since the technology used in the kiosk might be upgraded.  Mr. Rooney indicated that the kiosks are only being used on a trial basis and purchasing versus leasing is a financial decision.  The cost to rent the kiosk is $900 per month and the purchase cost is $6,000.  Mr. Rooney reiterated that the leasing company will put the amount of money used to lease the kiosk towards the eventual purchase price.  
Mayor Knudsen questioned the number of kiosks being considered.  Mr. Rooney said that he is thinking of up to ten kiosks; however, he proposes to lease another one or two rather than immediately leasing ten kiosks.  Mayor Knudsen asked if there is an analysis of the existing kiosk in order to understand the usage and the cost involved.  She asked if collection times would be impacted if meters were eliminated.  Mr. Rooney said that there are no meters in the lot where the kiosk is located so he cannot evaluate savings or time.  This is why he is suggesting placing the kiosks in several lots that have meters, and then bagging the meters in order to get a better idea of the effectiveness of the kiosks.  There may be increased use, because of the ease of using credit cards that is not available through the use of meters.  
Mayor Knudsen asked if Mr. Rooney could be more specific when looking at the cost of the parking garage.  Mr. Rooney stated that 5% of the debt will be authorized and is required as a down payment, meaning that $500,000 would be required for a $10 million project.  This 5% would be an emergency authorization and would have to be incorporated into the budget.  This $500,000 would then have to be raised in next year’s budget. 
Councilman Voigt referred to operating costs of the Parking Utility, where it is noted that Mr. Rooney spends 50% of his time on parking.  He asked if this was really the case and Mr. Rooney said that at times, most of his day is taken up with parking issues.  Councilman Voigt said it seems that the costs are inflated and Mr. Rooney stated that he understands that it doesn’t appear to balance out.  Ms. Mailander commented that it is all the work that relates to parking in general and not just the parking garage and PEOs.  Mr. Rooney said he understands the concern and he could revisit the amount of time people put into this job.  Mayor Knudsen said that she finds the numbers conservative, knowing the amount of time Mr. Rooney and staff devote to the Parking Utility.  
Councilman Hache referred back to the parking garage and Mr. Rooney explained that the Village would require an appropriation of funds, including the cost of construction as well as any costs associated with the parking garage by statute.  Mayor Knudson asked what would happen if the garage did not go forward.  Mr. Rooney said that before any type of financing arrangement can be implemented, the project must be in place.  The appropriation would then be set up and the Village would have to bond.  Mayor Knudsen indicated that there is a significant risk and Mr. Rooney said if parking debt was issued, there would have to be some backing by the general fund taxation stating that if the parking garage was not built, the funding would have to be raised through taxes, using the general fund.

4.) Engineering
Christopher Rutishauser, Village Engineer, reviewed the prior year stating that there were two paving contractors working in the Village and a considerable amount of paving work was completed.  The Village Council has been generous in its allocation for 2018 with the Village Council considering an award of contract for the paving at next week’s Regular Public Meeting.  This will allow the Engineering Department to get a jump on the season.  Mr. Rutishauser said that the Engineering Office assisted many other Village departments last year.  The Village received the Safe Routes to School Grant.  The staff attended a seminar at Rutgers University for the Federal grant for the Responsible Person In Charge, which is the criteria needed to satisfy, implement and process the grant.  
Mr. Rutishauser said that in 2018, there will be a number of challenges and issues to consider besides paving.  One of these items is the renewal of the Operating Permit for Lakeview Recycling/Compost Facility and they will be discussing the future direction of Lakeview with the Village Council.  This permit has to be submitted to the New Jersey Department of Environmental Protection (NJDEP) by mid-April.  The Engineering Department will continue to work with Bergen County on improvements to traffic lights at various intersections.  The Village Council has authorized the survey work, which has already begun.  The County will present a Shared Services Agreement in the near future and the Village Council will work out the division of responsibilities in order to move forward with the project to improve the intersections. Mr. Rutishauser stated that the Safe Sidewalk Campaign will continue.  This program identifies defective sidewalks and letters requesting that these sidewalks be repaired, are sent to property owners.  Unfortunately, a lot of the problems with the sidewalks are tree related in the public right-of-way and they have been working with Dan Cramblitt, Manager of Parks and Grounds. 
Mr. Rutishauser reported that the Engineering Department was very successful with the NJDOT Municipal Aid Grant for 2018, and were able to fit it in as an addendum into the current paving project.  He added that this was the most generous grant ever given to the Village during his 15½ year tenure.  They will continue to work with Age Friendly Ridgewood and a meeting will be scheduled in the next few weeks.  They are hoping to install benches so that people who walk from Ridgecrest to the local shops can stop and rest.  They also hope to repair some of the sidewalk areas that have been identified as hazardous by this group as well.  Mr. Rutishauser said that the request for a truck has been removed from the 2018 budget request.
Mr. Rutishauser stated that the Engineering Department would like to correct the section of storm drains on Monte Vista Avenue that is malfunctioning.  This area has been the source of valid complaints from residents.  Concrete restoration is required at several locations, and a request has been made to repair a weir in the Ho-Ho-Kus Brook just south of the Spring Avenue bridge.  Mr. Rutishauser stated that some funding is contained in the Capital Budget for the Zabriskie-Schedler house and the final amount will be determined by the Village Council.  They had considered an addition to the playground at the Horse Farm; however, this project has been deferred, along with funding for the Kings Pond dam.  They will monitor the progression of the Shared Services Agreement with Bergen County in order to decide whether or not to go forward with traffic signal design at Maple Avenue and Franklin Avenue. 
Councilman Sedon asked when the Sidewalk Improvement Project would be finished.  Mr. Rutishauser explained that this is an on-going process.  The Engineering Department is working to coordinate and identify locations with the Parks Department because trees in the right-of-way are usually the cause of an uplifted sidewalk slab.  Root grinding is often necessary and at times, trees must be removed.  The crew working on trees from the Parks Department are already overwhelmed with work.  Contractors hired by homeowners sometimes lift the sidewalk slabs, which are then missing for quite some time, making conditions hazardous for children walking to school.  Councilman Sedon asked Mr. Rutishauser when he anticipates completion for the entire Village.  Mr. Rutishauser indicated that he expects this to take another three years.  Ms. Mailander said that this will most likely be an on-going process with the oldest areas of replacement requiring maintenance again, after all of the sidewalks have been replaced initially.  Councilman Sedon agreed, but stated that the need shouldn’t be as intense and this should be more of a maintenance issue.  
Councilman Voigt asked if the grant from the County was included in the Capital Budget.  Mr. Rutishauser said the 2017 grant in the amount of $140,000 for North Pleasant Avenue and the grant for Hillcrest Road are included.  Councilman Voigt questioned the streets allocated for paving in 2018, and Mr. Rutishauser said the streets were specified in the bid document.  Ms. Mailander stated that they may not get to all of the streets listed this year, due to weather conditions and they still have some streets to pave that were not done last year.  These will be the first streets to be paved this spring.  Mr. Rutishauser pointed out that they coordinate with the schools, as well as the contractor, and try to combine areas.  On the other hand, the Engineering Department likes to do work in different parts of the Village so that no area feels slighted.
Councilman Voigt asked what work is recommended for the $31,000 devoted to the Zabriskie-Schedler house.  Mr. Rutishauser stated that these funds would cover the parking lot and initial work for the house including the roof and some interior work.  The house needs a water connection and a connection to the sanitary sewer system.  The Zabriskie-Schedler house has been designated as an historic structure, requiring a historically cognizant contractor.  Mr. Rooney stated that $250,000 was approved by the Village Council last year for clean-up work at the Schedler house.  Mr. Rutishauser noted that $100,000 was spent cleaning up the property and removing dead trees and debris. 
Councilman Voigt spoke about the traffic lights listed in the budget.  Mr. Rutishauser said that there are two intersections with a traffic light, one at Maple Avenue and East Ridgewood Avenue, and the other at Maple Avenue and Franklin Avenue.  The County is considering resurfacing the road at Franklin Avenue and Oak Street and any conduit work that the Village needs, should be submitted to the County now, to avoid digging up the road twice.  There are also upgrades needed at Franklin Avenue and Broad Street.  Mr. Rutishauser reiterated that once the Shared Services Agreement is received from the County, they will have a better idea of who is responsible for what work and the costs involved.  These costs could then be removed from this budget and surplus could be directed to the other lights he mentioned.  A full budget hasn’t been determined, because they are in the preliminary phase.  Mr. Rutishauser explained that the pedestrian crossing lights are solar-powered lights or crosswalk warning signs, which are meant to get the attention of motorists who are encouraged to stop for pedestrians.  Councilman Voigt said he supports the bump outs and crosswalk lights budgeted in the amount of $100,000 and he would be in favor of allocating money for improved traffic lights at Maple Avenue and Franklin Avenue.

5.) Traffic & Signal
James O’Connell, Supervisor of Traffic and Signal, was introduced by Ms. Mailander.  Mr. Rutishauser stated that this division is like a handyman force for the Village and Mr. O’Connell is one of the longest tenured employees on the Village staff.  Mr. O’Connell said that one of the most difficult jobs is maintaining the buildings, some of which are old and haven’t been upgraded.  The Signal Department building has a 30 year old heating system and his department has included a replacement figure as part of the Capital Budget.  Mr. Rutishauser said that these systems always seem to fail at the worst possible time and this department responds as quickly as possible to make necessary repairs.  Mr. O’Connell noted that most of the repairs are done in-house but from time to time, the work has to be given to an outside vendor. 
Mr. O’Connell stated that the Traffic and Signal Department maintains most of the traffic signals in the Village and they recently began working on the fiber system in conjunction with the Board of Education.  This has helped to save money and the service has been expanded to all Village buildings and aids with communications, phone systems and alarms.  He noted that Verizon is getting out of the business of copper lines and connecting with the fiber system means that uninterrupted service will continue.  
Mr. O’Connell stated that his department does the coin collection from the parking meters, in addition to maintenance once a week.  The coins are then brought to Village Hall, where they are secured and picked up by the armored car service.  Parking meter repairs are made as soon as the department is notified and they go out the same day or the next day. 
Regarding street signs, Mr. O’Connell explained that there were problems several years ago with a machine used to make street signs and the signs that were made four or five years ago need to be replaced.  They are working on the replacement signs now, as well as replacing some of the older signs.  Mr. O’Connell said that they have hired temporary help in the summer, which has helped a lot and they are asking for another person for this summer to assist with signs and other repairs. 
Mr. O’Connell noted that in the Traffic and Signal Department, there is no money coming in, but when a repair is made in the Village by his department, it is a money saver.  Mr. Rutishauser said that the Traffic and Signal Department does bring in revenue because the Borough of Glen Rock and the Glen Rock Board of Education uses the department to maintain their fiber network.  Mr. O’Connell said that recently, they have been running fiber lines for Ridgewood Water to Wyckoff and Midland Park.  He noted that every time a fiber line is run to a Ridgewood facility, these municipalities can eliminate their Verizon air card.  They are also able to transmit camera images from pump stations, which is recommended by the Department of Homeland Security.  In addition, the number of gallons being pumped can be monitored on the fiber lines.  Mr. O’Connell said that Midland Park is asking for assistance this year in running their fiber lines as well as maintenance of their traffic signals. 
Josephine Delaney, 158 Union Street, said she is the Chair of the Kasschau Memorial (the Shell) Committee.  She stated that the Shell was completed 60 years ago and on June 17, 1958, after a gala concert, the Shell was turned over to the Village.  She distributed information from the local newspapers about the first concert at the Shell and said that there were in excess of 3,500 people in attendance that evening.  Ms. Delaney described the present sound system as a disaster and she said that the artists are complaining about poor sound conditions, which makes it difficult for them to perform.  Ms. Delaney reported that there will be seventeen concerts at The Shell this year, featuring a wide variety of music and they continue to draw large audiences.  She said there is only $10,500 in the budget for The Shell, which is a small amount considering the number of people who attend these concerts.  She noted that realtors promote the Kasschau Shell as a selling feature on their websites for the Village of Ridgewood.  Ms. Delaney asked for the Village Council’s help to make this another glorious concert season in the Village.  Ms. Mailander said that funding for The Shell was requested and recommended in the Capital Budget and  will go forward with Village Council approval. 
Regarding the Capital Budget, Mr. Rutishauser noted a request for transparent litter cans in the CBD given the fact that the existing solid cans are hazardous to the public.  The clear cans and the clear bags make it easier to see if there is anything in the trash container that is inappropriate, such as a pressure cooker or a bomb.   He added that there is an on-going program to replace all cans with the transparent versions.
There is a request for the replacement of a 1999 van used for parking meter repairs, fire alarm repairs and small maintenance issues.  The smaller vehicle is more economical to operate, but it is beginning to rust through.  Mr. Rutishauser noted that there is a request for $100,000 for new and replacement traffic lights for mast arms.  These are necessary when a traffic signal is knocked down.  He noted that the LED traffic lights, which were installed about ten years ago, are beginning to fail. 
Mr. Rutishauser stated that as part of building maintenance, the Traffic and Signal Division is requesting an allocation of $55,000 for replacement doors on Level One at Village Hall, which have been problematic.  There are some interior doors in Village Hall needing replacement, especially doors on Level Three with locking problems; and other fire rated doors that have been through several floods.  Mr. Rutishauser noted that Northwest Bergen Central Dispatch, and the Police and Fire Departments have communication equipment contained in a storage shed at the Glen Avenue Storage Water tank.  The shed is rotting and needs replacement; however, because of the radio equipment stored there, a new shed has to be built around the existing shed and the walls of the old shed have to be removed from the interior.  A presentation will also have to be made to the Midland Park Zoning Board of Adjustment relative to this proposal.  This project needs to be done quickly and he is asking for $65,000 to cover the cost.  Mr. Rutishauser stated that $20,000 has been approved for the boiler replacement for the Water Pollution Control Facility’s pump station.  Fiber work has to be done at the pump station due to the decision by Verizon to eliminate copper wiring, but this work will eliminate monthly phone bills.  Mr. Rutishauser spoke about a request for central air conditioning at the train station and at the Sanitation Garage.  There is a request for fire sprinkler repairs for the Signal Division and anti-freeze; replacement doors and frames at the administration office at the Water Pollution Control Facility; and replacement of a central air conditioning unit on the second floor of the Sanitation Department.  
Councilman Voigt mentioned signs and sign supplies and asked why the cost had gone up so significantly.  Mr. O’Connell said this is due to the number of signs that need to be replaced.  Because of the problems with the printer in 2012, many signs including signs such as “no parking” need to be replaced again.  He added that quite a few signs were stolen and they are trying to reface existing signs to save money.  Mr. Rutishauser added that the Village has lost some court cases due to signs that are obscured.
Councilman Voigt said it looks as though restroom upgrades would not take place at Graydon Pool, but Ms. Mailander explained that money was allocated in 2017 that hasn’t been used.  Councilman Voigt asked about the generator for Village Hall and Mr. O’Connell said it is in the authorization for the footprint study.
Councilman Sedon referred to the radio shed and thought it would be a credit back from the Water Department.  He noted that it appears that the shed actually belongs to the Village, which makes it a Village expense.  Mr. Rutishauser confirmed that this is the case.
Councilman Hache noted that the machine used to make the signs is expensive and he asked if any surrounding towns could use it, therefore, generating some income for the Village.  Mr. O’Connell said there had been a previous agreement with Hawthorne that was terminated because the signs faded so badly.  He added that they are extremely busy with making signs at the moment and taking on another town would overload the employees. 
Councilman Hache noted all the problems the Village has with PSE&G and the number of street lights which are not lit in the CBD.  Mr. O’Connell said that they have notified PSE&G a number of times to get them to address the issues about lights, to no avail.  Mr. Rutishauser said that the Assistant Engineer recently sent a list of all the lights which are not lit in the CBD to PSE&G and they continue to work to try to get these replaced.  A database is kept as to the number of times a light has been reported as out, and sometimes PSE&G will be shamed into fixing the light.
Mayor Knudsen asked for more details relative to why the machine used to make signs wasn’t working correctly.  Mr. O’Connell explained that the printer used in the past was not properly used and employees were not allowed to go out of State for training on the machine.  The machine subsequently broke, has been replaced, and the proper training has been provided.  These new signs appear to be holding up.  Mr. O’Connell said that the old signs can be reused at a cost of approximately $5 per sign provided that they haven’t been damaged. 
Mayor Knudsen questioned why the Village can’t replace the street lights on a PSE&G fixture.  Mr. Rutishauser explained that this is a liability issue and the Village leases the bulk of the lights from PSE&G.  He added that the lights are from the 1930s and it is difficult to get parts to replace or repair them. 
Mayor Knudsen spoke about The Kasschau Shell and asked if the funding mentioned would resolve the outstanding issues there.  Mr. O’Connell indicated that some of the equipment is over 25 years old causing static, popping or even a total breakdown.  The shows at the Kasschau Shell begin in June and he hopes there will be enough time between now and when the budget is passed to find three vendors and have the work bid and completed.  Ms. Mailander said that the budget will be adopted by the end of April and they can be in the process of getting the bids before the budget is passed.
Councilman Voigt asked for an amount of revenue generated by the Traffic and Signal Division.  Mr. Rutishauser said that these amounts are usually moderate and are credited to labor and overtime accounts.  Mr. O’Connell explained that it is a 100% reimbursement for the work done in various buildings throughout the Village.  Ms. Mailander reiterated that the Traffic and Signal Department does in-house repairs, which saves money for the Village because contactors do not have to be hired. 
Mayor Knudsen requested a list of the street lights that are not operating at the moment, which have been reported to PSE&G.  She said that the Village should consider a system of light replacement with PSE&G and arrange to do the work and then bill them back.   Mr. Rutishauser said he would send Ms. Mailander a list covering outages during the past several years and forward a request to the Customer Care Division at PSE&G.  Mr. O’Connell suggested that PSE&G could supply the Village with the bulbs or parts that they use because the Village has a qualified licensed electrician available on staff to oversee the work.

6.) Water Pollution Control Facility
Mr. Rutishauser reported that the Water Pollution Control Facility has completed a challenging year.  A new sludge hauling truck was purchased; however, there were some problems getting the proper permits.  They are working on renewing the operating permit for the plant.  It is confusing, because they received a draft permit in the fall; however, the United States Environmental Protection Agency (USEPA) indicated that there were not stringent enough limits on the discharge.  The Village challenged some of the limits of the second permit proposed for discharge and this could also be problematic because it is based on copper.  Mr. Rutishauser said that this could be a capital expense in a few years to cover the cost of additional treatment to remove copper.  Mr. Rutishauser said that the staff has done an excellent job repairing motors, sludge pumps and a number of other pumps.  There was an audit of the collection system last year by the USEPA, and they are requiring that the Village write an Operations and Maintenance Manual.  
Mr. Rutishauser stated that staff at the Water Pollution Control Facility are working on the pump station alarm systems with the Signal Department and they are using a computer technician in the Water Department who is familiar with the SCADA system.  Mr. Rutishauser said that a request was made for a part time driver for the sludge truck.  He noted that the plant has a violation with the NJDEP relative to the Odor Control System.  They are working with a consultant and hope to have a plan of action ready for next year.
Regarding the Capital Budget, Mr. Rutishauser noted that funds are budgeted for the Odor Control System for nitrate testing.  Initial testing has begun relative to developing a baseline system to detect the amount of copper the existing process removes from the waste stream.  They are currently averaging 85%, which does not fall within the acceptable limits.  Mr. Rutishauser is challenging the USEPA on this percentage.  The automatic bar screens that remove larger debris, are in need of replacement.  Mr. Rutishauser is requesting capital funds to upgrade the SCADA system, replace failed pumps, and meters.  
Mr. Rutishauser reported that the Village’s sustainable energy partner has withdrawn from the project and the sustainable energy production from the bar graphs has ceased.  They continue to take in liquid waste revenue of between $6,000 and $11,000 per month, which is turned over to the Finance Department.
Councilman Voigt asked about the sludge hauling costs.  Mr. Rutishauser explained that there is no alternative to having sludge hauled out of town and the Village must pay a tipping fee, imposed when the sludge gets to Newark.  The Village has 56 connections that flow into the Northwest Bergen County Utilities Authority’s connection system.  Councilman Voigt commented that it seems like the waste water treatment is falling apart.  Mr. Rutishauser said it was redone in 2005, and he is checking with the expert to decide whether to refurbish it or replace the system. 
At this time, Mayor Knudsen called for a five minute break.  The Mayor and Council returned at 7:33 P.M. and the following Councilmembers were present:  Councilmembers Hache, Sedon, Voigt, and Mayor Knudsen.  Also present were Heather Mailander, Village Manager/Village Clerk; Stephen Sanzari, Treasurer; and Robert Rooney, Village CFO.  Councilwoman Walsh was absent this evening.

7.) POLICE DEPARTMENT
Chief Jacqueline Luthcke reported that last year, the Police Department handled over 2,600 calls for service including 200 arrests while at the same time training six new officers.  The department saved on overtime coming in under the original request.  Some of the major calls from last year included a drug case requiring three different search warrants; seizing a vehicle involving multiple arrests; recovery of three stolen motor vehicles; and solving multiple burglaries of various vehicles, all resulting in arrests.  Chief Luthcke stated that a motorcycle had been donated to the Police Department last year to start up the motor unit and they have received good feedback.  The department hopes to add to this motorcycle unit. The Department also secured a donation from Five Star Painting to power wash and paint the sally port, which Chief Luthcke indicated probably has not been done since Hurricane Floyd. 
Chief Luthcke said that the Signal Department assisted with the painting of Police Headquarters, including a refurbishment of the lobby, which should be completed later this year.  The new scheduling software was installed and they will be fully vested by the end of the year.  Chief Luthcke stated that a new Parking Enforcement Officer (PEO) was hired, as well as three additional part time PEOs in order to cover the meters for the entire time they are in effect.  All of the unfunded State mandated training was completed, including 16 hours of active shooter training for every member of the Police Department.  All officers in the department were also trained to carry and use Tasers and they transitioned to the use of new handguns.
Chief Luthcke reported that two new Police Officers were hired, who are currently in field training.  The Police Department is in the second year of a partnership with the private company for crossing guards.  The Village was given an award for Innovation in Government from the League of Municipalities for outsourcing crossing guard services, and have fielded numerous requests about this program from other departments.  Chief Luthcke said that last year, the Department only had to cover eleven school crossing guard posts, as opposed to 540 posts in 2016.  This allows for officers to concentrate on traffic regulations during pick-up and drop-off times in addition to school safety initiatives.  Chief Luthcke said that the new E-ticket platform is fully operational throughout the Police Department and they will be signing the agreement for hosting, so they can begin to sell the system to Police Departments in other municipalities. 
Chief Luthcke said that the goals for 2018 are to continue to train new Police Officers so they can begin to fill back positions.  There have been numerous conversations about a School Resource Officer and trying to get Police Officers back into the school on a regular basis.  She hopes that two additional Police Officers can be hired in 2018 to complete the department.  She voiced concern about potential increased call volume that is anticipated as the multi-family housing development progresses.
Chief Luthcke said that they will renew the leasing program for the administrative and detective vehicles.  They hope to purchase additional vehicles this year to maintain the procedure of replacing vehicles in a more timely manner.  The vehicles can then be passed down to other Village departments that don’t need emergency response capability. 
Chief Luthcke stated that they are training officers on large scale emergency response situations such as active shooter and civil unrest.  They continue to work with the Village to find dry storage locations, especially for the storage of the motorcycle as well as a location to store ammunition that is turned in to the Police Department. They need to make arrangements to eliminate this ammunition and costs will range from $5,000 to $7,000 for proper destruction.
Chief Luthcke noted that the biggest budget risk is always overtime; followed by placing Police Officers in schools; development of adequate response for multi-unit housing; dealing with officers that could retire at any point in time; and proper officer training. 
Chief Luthcke referred to the Capital Budget and recalled that they had discussed the purchase of two Tahoes and two Explorers on the theory that some of the SUVs would be handed down to other departments.  At this time, it is looking like only two vehicles will be purchased.  She also noted body armor replacement and long gun replacement.  Chief Luthcke hopes to have another message board speed sign placed in another location and she noted that more information can be displayed on the newer boards.  Chief Luthcke stated that portable radios had been an area of concern when initially purchased.  The radios they had purchased are no longer made and there is an on-going program to replace all of the radios.  The rain jackets are supposed to be replaced and the jackets made now are significantly more waterproof. 
Chief Luthcke pointed out that legal advertising is extremely expensive, and they are looking at other venues to post job advertisements.  They found a new company, which has resulted in significant savings in the area of printing and binding and they will begin using them for the stationary needs of the Police Department.  Chief Luthcke said the outsourcing the crossing guards is going out to bid at this time and a percentage increase is anticipated for this outsourced service.  This means that the company can make some money, while allowing for the Village to obtain quality people at a reasonable price.  
Chief Luthcke explained that the biggest issue regarding uniforms is that that the bill doesn’t come in until the following year, even though the new Police Officers are hired in July.  Some of the community policing material was donated last year and some of the equipment will be maintained.  They are looking into the possibility of adding another motorcycle and have budgeted for ammunition destruction as noted earlier.
Councilman Voigt recalled that last year, Chief Luthcke spoke about the implementation of a software program to help improve scheduling of overtime.  He asked why this hasn’t helped, since the overtime budget is the same as last year.  Mr. Rooney pointed out that before this program was implemented, the overtime budget was $550,000.  It was then reduced to $400,000, and it now stands at $380,000.  This is a significant savings and the system is a work in progress.  Chief Luthcke explained that it is difficult to predict overtime because there are always issues that aren’t under anyone’s control.  Schedules have to be adjusted to accommodate training programs, and the caseload will still cause a certain amount of overtime.  She noted that there was almost $800,000 in overtime in 2016, and there is a significant decrease in 2017.  Councilman Voigt asked for confirmation that the School Resource Officer at $180,000 was the salary for only one officer.  Mr. Rooney said this would be the salary for one seasoned officer from the department and this includes benefits.  Councilman Voigt questioned the need for a part time Records Clerk at $22,000.  Ms. Mailander said that this is for a part time clerk at the window to cover four days a week.
Councilman Voigt commented that the car lease program is working well for the Police Department.  Chief Luthcke said that the administrative vehicles are leased.  There are no prisoner compartments or window controls that have been removed.  Councilman Voigt asked about the E-ticket program.  Chief Luthcke explained that the officers and parking enforcement attendants used a data entry system rather than writing a ticket. 
Councilman Sedon asked for a savings amount relative to the leasing program for the Police Department since it began.  Mr. Rooney stated that there has been an 80% savings for maintenance and 60% savings for the number of vehicles being leased. 
Councilman Sedon asked why it is taking almost two full school years to have the position of School Resource Officer implemented.  Chief Luthcke recalled that Chief Ward agreed to this in 2016, but in order to have enough people it couldn’t be implemented until the 2018-19 school year.  If done any earlier, the result may have been a squad with no one who had over three years’ experience.  Chief Luthcke said that someone with more experience is needed to handle the schools.  Councilman Sedon asked what is being planned for school safety for the rest of the school year.  Chief Luthcke said that the Police Department has a good relationship with the schools and Police Officers go into the schools while they are in session.  This means the Police Officers become more familiar with the people in the schools and vice versa.  She added that this is part of their normal patrol.  The position of School Resource Officer has just been posted and there is a training time associated with this job.  Councilman Sedon stated that it is extremely important to have Police Officers in the schools to deal with active shooters.  Chief Luthcke said that everyone gets trained in dealing with active shooters, but a lot of the training that is needed is connected with family counseling and detective classes.  She reiterated that she hopes to have someone in this role in September of 2018. 
Councilman Sedon suggested that they reconsider an open campus at the High School since it may no longer be safe.  Chief Luthcke indicated that there have been conversations relative to the open campus, but there are so many students and there isn’t a way to have students stay in the building at all times. 
Councilman Hache said he is happy that overtime costs have declined by more than half.  He asked what the overtime costs would be for coverage of the schools by two Police Officers.  Chief Luthcke said the cost would vary, depending on the officer with the average overtime rate being $92 per hour.  Even a School Resource Officer would spend some of his or her time conducting investigations and would not always be present in the school.  Chief Luthcke reminded everyone that the purpose of the School Resource Officer is to identify and mitigate threats and conduct investigations.  Armed security in the schools is provided by a retired officer who is there from morning until night every day to respond to threats.  Ms. Mailander added that the School Resource Officer will be travelling from school to school. 
Councilman Hache asked if any funds are being allocated for surveillance equipment in the schools that might speed up police response.  Chief Luthcke agreed that equipment is needed.  The training is not easily available in New Jersey and it is not possible for Police Officers to go out of State to receive training.
Mayor Knudsen commented that there are some things that the public doesn’t need to know in terms of training and safety.  She also praised the overtime amounts and said that the money spent on the scheduling software was a good investment.  Mayor Knudsen asked about the School Resource Officer and Chief Luthcke said she would like a younger officer paired with a more seasoned officer.  Mayor Knudsen questioned whether there was a cap on the number of Police Officers in Ridgewood.  Ms. Mailander said that the Village Manager would recommend to the Village Council the number of officers he or she thinks are needed.  Chief Luthcke said that there are currently 45 Police Officers including the two Police Officers presently on field training, with two more Police Officers being requested. 
Mayor Knudsen noted that the Police Chief had commented that more Police Officers were needed because of the multi-family developments in Ridgewood.  She asked if this request was tied to traffic control.  Chief Luthcke said that the reason is because of a higher population, which will result in more calls to the Police Department.  Mayor Knudsen asked if funds had been put aside to upgrade the detective bureau. Ms. Mailander stated that there will be replacement work done on the flooring throughout the Police Department.

8.) FIRE DEPARTMENT
Ms. Mailander introduced Fire Chief James Van Goor and Fire Captain Scott Schmidt.  Chief Van Goor stated that in 2017, the Ridgewood Fire Department responded to 2,588 emergency calls and conducted 2,919 fire prevention inspections.  Three firefighters, including the first female firefighter hired in Ridgewood, were trained to fill three retirement related positions.  The Fire Department worked with the Engineering Department, Signal Department and Building Department to make improvements to the firehouse.  A storage closet was made into a female bathroom and locker room; shingles on the roof were replaced; and the communications desk and equipment were updated.  Chief Van Goor reported that several leadership classes were hosted by the Fire Department including Fire Inspector Certifications, Fire Fighting Emergency Medical Technician courses, active shooter training, and confined space safety training.  A new pumper was purchased with 2016 capital funds to replace the 1989 pumper.
Chief Van Goor stated that all firefighters are engaged in community outreach within the schools.  They teach Fire Prevention and host a Department Open House; conduct fire drills at Sunday schools; host Touch a Truck in downtown Ridgewood; participate in Super Science Saturday at the High School and participate in Camp Sunshine Public Safety Day.   
Chief Van Goor reported on two retirements from the Department this year, which will necessitate the subsequent hiring of two new fire fighters.  The Department applied for a FEMA grant, along with Glen Rock.  The grant will be used for the purchase of radio equipment for dispatching of the Fire Departments and ambulances in both towns and replaces 20 year old equipment. 
Chief Van Goor stated that the Insurance Services Office (ISO) is coming back to conduct a review after five years to ensure that the department is functioning at the same standard.  The Fire Department is applying for the PEOSHA Sharp Program, which is an accreditation program for Fire Departments. 
Chief Van Goor stated that revenue for the Fire Prevention in 2017 was $248,827.  There will be no increase in permit fees for 2018.  The operating budget will increase 1% over last year’s budget.  Two new Firefighters will be hired at a lower rate, to replace those who retire.  A 2006 Ford Expedition will be replaced with a new SUV, to be used by the Inspection Bureau.  This vehicle will also respond to emergencies and transport personnel and equipment.  Chief Van Goor indicated that various equipment falling under the capital plan will be replaced including scuba tanks, SEVA bottles, damaged clothes, confined space equipment, vests, and tourniquets.  The 1998 International Rescue truck will be replaced due to its age and design.  
Councilman Voigt asked who the fire hydrants are rented from, and Chief Van Goor replied that they are rented from Ridgewood Water. 
Mayor Knudsen questioned the hiring of new Firefighters.  Chief Van Goor briefly explained the procedure, which includes Civil Service protocol and involvement by the State has taken a long time.  As soon as the background checks are completed, he can begin the hiring process for two new Firefighters.

9.) DEFERRED CHARGES
Robert Rooney, Village CFO, explained the statutory requirement for the $250,000 appropriation from last year for the revision to the Master Plan.  They are required to provide 1/5 of this cost every year and last year, the fifth and final payment was made on the reassessment from 2012.   The Village has also paid approximately $5,000 per year to pay off unfunded ordinances.  Mr. Rooney stated that the capital fund is consistent with last year at $157,000 and will be added to the Capital Improvement Fund used for down payments on improvement authorizations.

10.) SHARED SERVICES
Regarding Shared Services Agreements, Mr. Rooney reported that Dispatch and 911 costs have been consolidated and 911 costs have increased slightly from last year.  Money was budgeted for Washington Township fleet services maintenance and repairs, but the agreement has not yet been received so this item was removed from the budget.  A contract will be signed shortly and a resolution will be presented to the Village Council to engage in the new contract.  The Village is considering a Shared Services Agreement with the Ridgewood Board of Education for vehicle maintenance and repair.   Mr. Rooney stated that in the past, the Village had entered into a Shared Services Agreement with Hanover for the Planner, but this service is no long used.

11) STATUTORY EXPENSES
Mr. Rooney explained that statutory expenses are the required contributions that are made to the Public Employees’ Pension system; the Police and Firemen Retirement System and Social Security.  Accumulated leave compensation is money budgeted for terminal leave and is consistent with past years, at $400,000.  Salary negotiation costs include salary increases negotiated for Blue and White collar employees.  Social Security is statutory and the PERS (Public Employees Retirement System) contribution program shows $1 because the Village hasn’t been billed over the past few years.  The Police and Fire Retirement System (PFRS) has increased 4%.  Mr. Rooney concluded that overall, there is a 3% increase compared to last year
Councilman Sedon referred to 911 and dispatch and asked if the Village could partner with Bergen County Dispatch to reduce costs.  Ms. Mailander said they can look into this, but she knows that Northwest Bergen Central Dispatch is considering bringing in other new municipalities, which would reduce the amount of money paid for dispatch by Ridgewood and Glen Rock.  Councilman Sedon asked Ms. Mailander to look into what could possibly be done to reduce costs.  Councilman Hache agreed that this is a big budget item and he hopes something can be done to implement some sort of cost savings.  Mayor Knudsen said it might be useful to know how many calls go through the Northwest Bergen County Dispatch system and the nature of the calls.  It would also be relevant to note how many times this system was used as a backup to the Bergen County Dispatch Center.   Ms. Mailander said she would get this information.

12.) UTILITIES
Mr. Rooney explained they increased the amount spent last year on utilities to $1.2 million, based on what he has observed during the first few months of 2018.  There is flexibility to change the number if needed.  Councilman Voigt recalled that the League of Municipalities indicated they would help cover the costs of making buildings more efficient.  Ms. Mailander said that this sounds like the energy audit that they have done in the past.  The building is getting older and there is probably room for improvements and money may be available at a low interest rate.  Councilman Sedon encouraged the Village to take advantage of grants available for an energy audit.

13.) WRAP-UP AND NEXT STEPS
Ms. Mailander stated that at the next Special Public Budget Meeting on March 16th, the Village Council will hear from Municipal Court, Health Department, Tax Assessor, Emergency Services, Emergency Management, Library, Village Manager, Village Clerk, Village Attorney, Planning Board, Elections and Village Council.  At the March 21st Special Public Budget Meeting, Revenue Surplus, Different Funds, Head Count, the Overall Budget and Overall Tax Rate will be discussed.  At this time, the Village Council will have to decide the amount for overall capital expenditure and the funding for final head count. 
Councilman Voigt said he thinks that the budget will be above the 2% increase from last year.  Mr. Rooney said it may well be above 2%, but at this point he doesn’t know.  If this is the case, some decisions will have to be made.  Councilman Voigt asked when the Village Council could expect a final budget increase number and Mr. Rooney replied that this information would be presented by the last Special Public Budget meeting, scheduled for March 21st. 

14 COMMENTS FROM THE PUBLIC
Mayor Knudsen stated they would again have comments from the public and asked anyone wishing to address the Village Council to come forward.   There were no comments from the public at this time.

15. ADJOURNMENT
There being no further business to come before the Village Council, on a motion by Councilman Sedon, seconded by Councilman Hache, and carried unanimously by voice vote, the meeting was adjourned at 8:40 P.M.
    
                   _________________________________                           
                                   Susan Knudsen     
                                          Mayor

_________________________________         
             Heather A. Mailander
      Village Manager/Village Clerk