20210209 - Village Council Special Public Budget Meeting Minutes

A SPECIAL PUBLIC BUDGET MEETING OF THE VILLAGE COUNCIL OF THE VILLAGE OF RIDGEWOOD HELD VIA ZOOM, DUE TO THE COVID-19 PANDEMIC, ON FEBRUARY 9, 2021 AT 5:00 P.M.

 

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

 

Mayor Knudsen called the meeting to order at 5:03 P.M. and read the Statement of Compliance with the Open Public Meetings Act.  Deputy Mayor Sedon read a required announcement regarding the remote meeting format.  At roll call the following were present: Councilmembers Perron, Reynolds, Sedon, Walsh, and Mayor Knudsen.  Also present were Heather Mailander, Village Manager/Village Clerk; Robert Rooney, Chief Financial Officer; and Stephen Sanzari, Treasurer. 

 

Mayor Knudsen led those in attendance in the Pledge of Allegiance to the flag as well as in a Moment of Silence to honor the men and women serving our nation, our First Responders, and all of our Blue and Gold Star families.

 

1. COMMENTS FROM THE PUBLIC

 

Rurik Halaby, 374 Evergreen Place, stated that he looks forward to attending this meeting.  He has great faith and confidence in Bob Rooney, and the Village is very lucky to have a first class CFO.  He thinks over the next year or so, the Village will be facing great financial challenges.  There are many things happening with the economy, with COVID, the Central Business District is in a spiral, the Village Council has been spending money like a drunken sailor, and he really thinks we need to provide Mr. Rooney with as much help as he can get. 

 

Mr. Halaby stated that he has no faith in the Village Council being able to interpret much of anything because the five of them do not have the bandwidth to do much of anything other than talk.  He strongly suggests that the Village Council reinstate the Financial Advisory Committee to help Mr. Rooney sail through these treacherous waters that the Village will be facing over the next few months.

 

There were no additional comments from the public.

 

2. INTRODUCTION OF 2021 BUDGET PROCESS – VILLAGE MANAGER AND CHIEF FINANCIAL OFFICER

 

Ms. Mailander welcomed everyone to the Budget Hearings.  They are scheduled for four hearings.  This process begins in the summer when the budget sheets are handed out to the Department Directors.  They are due shortly after Labor Day, and then they move forward from there with multiple internal budget hearings and reductions.

 

Robert Rooney, Chief Financial Officer, stated that they would be listening to the Department Directors present their budgets, talk about their needs, their wants, their wish list, and then towards the third meeting they will be in a position to look at the overall budget and find out what impact they would have in a tax rate and conclude there.  They will also be presented with the Department Director’s capital requests, which is what they think is important.  He thanked all of the Department Directors and the Village Council for their support through this process.  It is very beneficial to listen to all the needs in the Village and then determine how they are going to be addressed.

 

Ms. Mailander stated that regarding the capital budget, all of the Department Directors get together and then they decide amongst themselves what they may be able to put off for another year.  There may be additional things that can be trimmed from the capital budget, based on the Village Council’s desires.

 

3. DISCUSSION ITEMS

 

1. Review of Departmental Budgets and Capital Budgets

 

1. Village Manager

 

Ms. Mailander stated that the major accomplishment for the Village Manager’s Office includes the entire Welcome Back to Ridgewood, New Jersey event which required coordination of Village personnel from multiple departments. She also worked on Downtown for the Holidays, which was done with Councilmembers, the Mayor, Chamber of Commerce, Ridgewood Guild, and everyone who volunteered.  She is thrilled both were such a great success.

 

Ms. Mailander stated that for the coming year they may or may not continue with Welcome Back to Ridgewood, New Jersey, and if they do, they have a good template in place.  Another highlight last year was the opening of the parking garage, which to her is a personal thrill, because it is something she has been waiting for since she began working for the Village.  There are other projects going on including the Schedler property and restoration of the Zabriskie-Schedler House, and the Elks Club renovation for the Ridgewood Water Department.  Ms. Mailander opened for questions.

 

Mayor Knudsen stated under the Operational Budget, there were professional services $42,750 and the grant writer has been inserted back in.  Ms. Mailander stated that was for Village Council discussion.  She thinks the Village is losing out on some grant monies because Village personnel are not aware of the grants that are out there.  Also the grants have to be submitted in a particular way, and unfortunately the Village doesn’t have a grant writer on staff.  Some grants are easier than others to prepare, such as the Police Department Click It or Ticket, Community Development, and NJDOT Paving grants.

 

Councilwoman Reynolds asked if the $36,000 for a grant writer was a part time or full time position.  Ms. Mailander stated that it is a consultant, and in the past, they hired Millennium Strategies and there are others in New Jersey who are grant writers in various municipalities.  Councilwoman Reynolds asked in the past the expenditure of $36,000 got what amount in grants.  Ms. Mailander stated that in the past they had it for two or three years and they did get grants that didn’t equal the $36,000 but then in the final year they got the tree inventory grant which they had tried to do on their own and were not able to do so.  Councilwoman Reynolds asked how much the tree inventory grant was.  Deputy Mayor Sedon stated $10,000.  Ms. Mailander added that they also received ROID grants which they had no idea existed, and they were able to do those through Parks and Recreation to offer recreational programs for those with special needs.  Mr. Rooney stated that those have totaled $40,000.

 

Mayor Knudsen stated that she executed those grants on the State website and that didn’t require a grant writer to do it, so she isn’t sure that gets attributable to a grant writer.  She added that the Village Council decided not too long ago to not continue with a grant writer and she doesn’t think that $36,000 has been well spent and should be removed and not even up for discussion.  Mayor Knudsen and Councilwoman Walsh had the opportunity to interview on a number of Boards and Committees this past weekend and realized that there is an opportunity for them to also organize a grant committee so that is something they are currently looking at for the future.

 

Councilwoman Walsh asked about the conferences, adding that this is going to be a lean budget year for the Village and if those conferences give any accreditation or any continuing education credits.  Ms. Mailander stated that the League of Municipalities Conference does, the other one was for Department Directors to attend their National conferences and she didn’t know how many were going to be in person this year, so they could take the funding out for this year, and pursue it in the future.  Mr. Rooney suggested that maybe they take it down to $5,000 or $3,000 just in case they need something for one of the Department Directors to get accredited.

 

Mayor Knudsen asked about the $6,000 for the Bergen Leads program, as that is a lot of money for a program that she doesn’t know how the Village truly benefits from it.  Ms. Mailander stated that she believed that would cover two individuals, but she hasn’t had anyone apply in the past, so she agrees that they should remove it this year.  Councilwoman Perron stated that she found it very beneficial, as she participated in it last year, and it allows participants to really learn a lot about leadership and what it means.

 

Councilwoman Reynolds asked about the Village Holiday Party and what the Health and Wellness Program for $11,000 was.  Ms. Mailander stated that at this point they weren’t going to do the Health and Wellness Program this year, due to the COVID-19 pandemic.  Councilwoman Reynolds asked if they could take out the whole $17,000.  Ms. Mailander stated that if they could have a holiday party at the end of the year, she thinks it would be a nice thing.  Mayor Knudsen asked if they charged for the holiday party.  Ms. Mailander stated employees pay, but it is subsidized by the Village.

 

2. Village Council

 

Ms. Mailander stated that in the Village Council budget, in printing and binding, there was a major increase. Mr. Rooney stated it was the printing and binding of the Village calendar.  Mayor Knudsen asked why that was significantly higher.  Mr. Rooney stated that in the past, it was buried it other places, so he just put it in one spot.  Ms. Mailander stated it was probably what they paid this year, and the costs are offset by advertising.

 

Ms. Mailander stated that there is some money in for the Central Business District Advisory Committee that they would discuss further next week.  Councilwoman Perron stated that the CBDAC came up with a way to institutionalize certain things to promote the downtown and to bring people to Ridgewood in terms of marketing.

 

Deputy Mayor Sedon explained that the Ridgewood Arts Council has been looking for a very small budget to do a couple of things throughout the year, including advertising and Ridgewood Artist Talks, so he was looking to see if they could get $2,000 to $5,000 included for small projects.  Mayor Knudsen asked if he could refine it down to a specific amount.

 

Councilwoman Walsh added that many Boards and Committees are probably going to be asking for money and she just doesn’t know if this is going to be the year to budget for things that were not in the budget, unless there is a surplus they can shift around.  Ms. Mailander asked if Mr. Rooney could keep a running total of the groups and then at the end they can bring it back one last time at the final meeting.  Mayor Knudsen added that she is hoping the CBDAC money is going to be a conversation, because it is a lot of money.  Ms. Mailander stated that it would be.

 

Mayor Knudsen stated that there are certain Boards and Committees that have money banked in trust funds, so maybe if they can get a list of what Boards and Committees have budgets, it would be helpful.  Mr. Rooney stated that he would give a list of everything that is in the trust accounts.  Councilwoman Walsh stated that she is keeping a tally and from the Village Manager budget it was a reduction of $55,000, so they are making progress, but keeping a ledger to see what is being proposed from the Boards and Committees would help.

 

Councilwoman Reynolds stated that she had more than Councilwoman Walsh’s estimate.  They discussed the numbers.  Mayor Knudsen asked for a description of the Department Study.  Ms. Mailander stated that this is if the Auditor goes in and looks at a particular Department or if they need a study done.  It has been in the budget for the past couple years and they end up reducing it or taking it out.  Mr. Rooney stated that having the Auditor review a Department’s financial control is very effective.  It results in internal control processes, where there may be issues they need to address internally.

 

3. Village Attorney

 

Councilwoman Perron asked about one of the line items in the Village Attorney budget, referring to litigation with the solar panels.  Councilwoman Walsh stated that she has been following a lot of the invoices, and when she first got on the Council Ms. Mailander and the then Village Manager reminded them that if they have any pressing questions for the Village Attorney to ask them in Closed Session or during a meeting and that way the Village isn’t billed for them.  Councilwoman Walsh noticed on all of the bills, there are a lot of calls going back and forth to Mr. Rogers, and she doesn’t think she has ever seen bills this high since she has been on the Village Council.  She reminded everyone that they can ask the questions in a Closed Session and the Village isn’t billed for it, as opposed to making lots of calls and making requests of Mr. Rogers.  Mayor Knudsen reminded everyone that if it is a Closed Session matter, the item has to be identified in the Closed Session resolution.

 

Councilwoman Perron stated that she saw that the Prosecutor was on there but not the Public Defender, and she asked if they were in some other category.  Mr. Rooney stated the Public Defender is in the Municipal Court budget.  Councilwoman Perron asked what was under Miscellaneous for $25,000.  Mr. Rooney stated when they go into litigation, there are times that they are using estimates and that $25,000 is probably a best guess of where they are going to be.  He tries to put a cushion into the budget, but if the Village Council feels it is too high, they can make a change.  Mayor Knudsen stated last year, they budgeted $10,000 on that, and if they don’t keep in that miscellaneous cushion, they end up shifting things around and she was okay to reduce it somewhat.

 

Ms. Mailander stated that they have a lot of active lawsuits.  Mayor Knudsen stated they should leave it at $25,000.

 

4. Village Clerk

 

Donna Jackson, Deputy Village Clerk, thanked the Village Council for approving the request in last year’s budget to increase the part time position to a full time position for the Village Clerk’s Office, as it has made a big difference in the flow of their work.  They noticed a difference in a more timely completion of the packets for the Village Council meetings, and also the processing of the OPRA requests. 

 

Ms. Jackson stated that OPRA requests are a large part of the responsibility of the Village Clerk’s Office.  In 2018, they received 490 OPRA requests for the year, 2019 it was 511, and last year it was 563.  There were a lot of real estate transactions that took place, so they think that had to do with it. 

 

A large responsibility that took their time last year was elections.  It was an epic year for elections, they had a Municipal Election, a Primary Election, two initiative petitions to review, and five municipal candidates for whom they had to certify signatures.  The initiatives contained hundreds of signatures, which they had to verify as well.  The General Election was so involved, they had inquiries from residents starting in June, which has never happened before.  She added that they were so proud of the County and their response.

 

Ms. Jackson stated that every voter is so important to the County and they respond to every voter, and they instill that in the Village as well.  It took an extraordinary amount of patience and to have the election day go as smoothly as it did, was extraordinary.

 

Ms. Mailander stated that the biggest increase in the Village Clerk’s budget is for legal advertising, which is generated by the number of ordinances and resolutions that have to be published, and special meetings that have to be published, so it is really generated by Village Council activity. 

 

Mayor Knudsen stated that the number of OPRA requests and people calling with election questions, the overall volume of inquiries that they have to field in the Clerk’s Office is astonishing and handled with the highest level of professionalism.  Ms. Mailander stated that she agreed, there is a great staff there and they work well together.

 

Councilwoman Reynolds questioned the $5,200 for conferences and meetings.  Ms. Mailander stated they are virtual right now.  The Municipal Clerks’ Association of New Jersey Conference is going to be virtual, but it still requires payment, in order to attend.  By attending conferences, she and the Deputy Village Clerk receive CEUs towards certifications, which is why they go.  Councilwoman Walsh stated that would be the differences in the other conferences.  If they are receiving the CEUs that they have to get anyway, then those would be the conferences that are mandatory to attend.

 

5. Elections

 

Ms. Mailander stated that Village Clerk Elections budget is greatly reduced from last year, because this is a non-election year for the Municipal Election.  There were no questions or comments from the Village Council about this budget.

 

6. Engineering

 

Mr. Rutishauser stated that 2020 was a very trying year, however, they did get approximately five miles of Village roadway paved.  They followed the Governor’s recommendations and were able to continue working throughout the height of the pandemic in the Spring.  The Hudson Street Garage was also exempt from being shut down due to the pandemic, so they took advantage of that, and pushed it towards completion.  They maintained their community rating service of 6 for people who have to buy flood insurance.  They finished revising the Village’s Stormwater Ordinance with the Village Planner, which is currently going through the approval process with the Planning Board and the Village Council.  It is then submitted to the Bergen County Planning Board for their Approval.

 

Mr. Rutishauser stated that in 2021, they are going to continue paving, update the stormwater management plan and spilled pollution prevention plan.  The biggest opportunities and risks they are facing are how the COVID-19 pandemic continues to unfold.  They have been fortunate in Engineering that no one has gotten sick, although some employees have had to quarantine.

 

Councilwoman Walsh stated that she has heard nothing but positives about Engineering, and with finishing the garage and getting the paving done, it was all a very positive year. 

 

Ms. Mailander stated that there are capital requests for Engineering.  Mr. Rutishauser stated that they are looking for funding for the road resurfacing projects.  They currently have a paving specification out for bid, and will be getting bids back in about two weeks.  They have been working with Bergen County on the Franklin Avenue Streetscape.  They were approved for pedestrian crossings, which are the pedestrian activated lights at crosswalks.  There are requests from residents to the Citizen Safety Advisory Committee to consider these crosswalk lights for a number of locations in the Village.

 

Mr. Rutishauser stated that they have funding in consideration for the restoration work to the Gate House at 1057 Hillcrest Road to address some of the issues noted by himself, a structural engineer, and a home inspector.  There is funding for Schedler Field Phase 3, they currently have the proposed site plan at the State Historic Preservation Office and they are waiting to get the approval to finalize the site plans and go to bid soon.

 

Mr. Rutishauser stated that they have an additional request for $800,000 for the next phase on the Schedler House, this is to complete the interior including electrical, plumbing, and ventilation.  There has been a request from members of the public for consideration of funding for desilting and de-snagging the Ho-Ho-Kus Brook, to remove some of the sand bars that exacerbate flooding conditions.

 

Mayor Knudsen asked about Franklin Avenue, as her recollection was they had to take a bit of land in some spots and wondered how that worked into the plans.  Mr. Rutishauser stated that they have the plans, the licensed engineer in the office has been working extensively on that.  They are trying to get it approved by the County, and then they will proceed with any necessary land takings, presenting them to the Village Council first.  

 

Deputy Mayor Sedon asked if Schedler would be completed after the projects that Mr. Rutishauser mentioned.  Mr. Rutishauser stated he believes so, it depends on what other features in the park are desired, as they develop it.  Mayor Knudsen stated that when they talk about other features for Schedler Park, they can’t just add improvements, because it has to go to the State Historic Preservation Office (SHPO).  There are limitations as to what can be done, since both the house and the entire property are now on the State and National Historic Registers.  Mr. Rutishauser stated features such as vegetation, landscaping, they are going to have to seek prices for trees on top of the berm, or thicker screening.  Ms. Mailander added they need fencing at the berm as well.

 

Councilwoman Perron asked if there would be any possibility in the future to put a pickleball court at Schedler and could they apply to SHPO for that.  Mr. Rutishauser stated that if the Council wished to go in that direction, they could ask SHPO. However, prior to asking SHPO, he recommended they determine where on the Schedler Property the pickleball court would be placed.  Prior to discussing a pickleball court, Mr. Rutishauser wanted to get SHPO to approve what the Village Council has already agreed on, so they can start to move forward with the Schedler property project.  Mayor Knudsen stated that this came up just a couple of weeks ago, as SHPO sent back a recently submitted plan and she spoke to Deputy Mayor Sedon about the pickleball courts, and his position is that the ad-hoc committee worked hard on this and the elements on the plan sent to SHPO should only incorporate the recommendations of the ad-hoc committee which were approved by the Village Council. 

 

Deputy Mayor Sedon stated that there was a plan that was painstakingly agreed to by sports groups and residents.  He was against moving the field, because everything that was agreed to very painstakingly is what needs to go there.  Mayor Knudsen reiterated the trust aspect of that.  SHPO did not approve the plan that was submitted and when she looked at it, she was horrified.  SHPO noted it was grossly overdeveloped near the Zabriskie-Schedler House, and there were plans there that were never agreed upon.  It has been cleaned up and resubmitted, and all this time later, there is still nothing that has been done for the Schedler Park property.

 

Councilwoman Reynolds asked about the $440,000 for the Franklin Avenue streetscape and whether there was any additional funding available.  Mr. Rutishauser stated that Franklin Avenue is a County road, they are going to have to execute a Shared Services agreement.  There will be a cost sharing structure in that and this is to support the cost sharing that the Village will have.  Councilwoman Reynolds asked what the plan is for the streetscape.  Mr. Rutishauser explained they are looking at replacing all of the traffic lights, putting in modern traffic light systems, and integrating the lights so they work with one another.  There will be upgraded crosswalks at critical crossing locations, improved lighting, and they would continue with the plans, after meeting with the County.

 

Mayor Knudsen asked where the developer contributions to the Franklin Avenue Improvements are reflected.  Mr. Rutishauser stated the developer contributions are not reflected in this budget because the Enclave gave an amount and he doesn’t recall what Ken Smith had.  Mayor Knudsen asked if they could get that information to understand how that money is factored into this project.  Ms. Mailander stated Mr. Rooney would get that.  Mayor Knudsen added that they agreed with the County to fund the Village’s portion of the project, and the Village’s portion was going to be supported by the funding from the developers.  Mr. Rutishauser stated that there will be a contribution from the developers, but it will not fund the entire amount that the Village will be paying.  Mr. Rooney added that what they see there is a grossed up number for what the Village’s share is paying for: the funding piece from the developers or the County. They would get that information, and show what the net effect would be on the budget for this project.

 

7. Planning

 

Ms. Mailander stated that the biggest increase in the Planning budget is other professional services.  Mr. Rutishauser stated that they are also looking at a great big unknown as Governor Murphy just signed a law into effect S2607/A2785 it requires a climate change vulnerability assessment to become a portion of the land use plan of the municipal Master Plan.  He got a notification of this on Friday, February 5^th, so they have to figure out what the timeline is and when the bill requires the Village to develop this component.

 

Councilwoman Walsh asked if Mr. Rutishauser could define climate change, and what they are specifically looking for the Village to do. Mr. Rutishauser stated that this would protect communities against the effect of climate change.  Councilwoman Walsh stated that it sounds like the Village already does that with the existing initiatives and wondered if the Village can use current initiatives as a more defined answer.  Mr. Rutishauser stated that they are going to use everything that the Village has done in the past 15-20 years, but right now they have to figure out what the timeframes are, how they apply to the Village, and discuss it with the Planning Board.

 

Deputy Mayor Sedon stated June 6^th is the first deadline for the Sustainable Jersey submission for Silver Certification. The Village has been re-certified twice already, documenting everything the Village has done that would be considered sustainable, so he offered that for assistance.  Mr. Rutishauser stated that they would certainly reach out when they know what they have to do.

 

Mayor Knudsen asked what the other professional services were.  Councilwoman Perron asked about page 28 what the $15,000 was for.  Mr. Rutishauser stated that they have a $15,000 budget for litigation, the next item was a transfer of $35,000.  Mr. Rooney stated that he took that out, so it was $15,000 for litigation.

 

 

 

8. Traffic & Signal

 

Ms. Mailander stated there was a major increase in signs and sign supplies, and a lot of that is due to changing parking regulations, kiosks, installing them and having signage about COVID-19 precautions, such as in Village Hall.  Mr. Rutishauser stated that the demand for signs is increasing, and COVID-19 didn’t lessen the need for signs.  They have to maintain the existing sign stock, as there are a number of faded street signs to replace throughout the Village.  Mr. Rooney added that the cost of the materials has gone up drastically in the last two years.  Councilwoman Perron asked if any of that is recoverable through grants from CARES.  Mr. Rutishauser said not to his knowledge.

 

Mr. Rutishauser stated that in the Traffic and Signal’s capital budget they were preliminarily approved for $30,000 on the fiber conversion; there are the parking lot light upgrades to LEDs; requests for restriping roads; and $10,000 for the Veterans Field lighting replacement.  They would like to replace bucket truck number 168 for $155,000.  Engine 31 needs a transfer switch for their emergency generator.  They are looking at repairing and replacing components of the Lester Stable HVAC system for $35,000.

 

Mr. Rutishauser stated that they are looking to fund some traffic controllers, adding that this is almost an annual request.  They are looking for $100,000 to replace the roof on Village Hall, which is the portion over the old Village Hall, where there are a number of leaks.  The roof was not done when they built the addition to Village Hall, so it is estimated to be 25-30 years old.  Mr. Rooney stated that the bucket truck is replacing a 2002 vehicle.

 

9. Fleet Services

 

Ms. Mailander stated that the biggest increase in the Fleet Services budget is the acquisition of equipment.  Mr. Rutishauser stated that one of the mechanics who was out for most of the year with a disability injury, is coming back to work.  There are four excellent mechanics and they are trying to get one certified as an underground storage tank system operator, which has been difficult because the pandemic has shut down testing.  For the time being, the Village has to pay an outside vendor to cover the underground storage tanks.

 

Mr. Rutishauser stated that one of the mechanics has been instrumental in selling off surplus equipment and vehicles, they have sold a tremendous amount of old vehicles on GovDeals and those funds go back to the General Fund.  The mechanic staff has been hit hard by the pandemic, with a number of members having to quarantine.  They also need to replace the underground storage tanks for gas and diesel fuel, which is a major capital request.

 

Deputy Mayor Sedon asked why the cost of tires increased.  Mr. Rutishauser stated that the individual cost is due to ingredients, they just lost a snow tire that is going to cost several thousand dollars to replace.  Councilwoman Reynolds asked about replacing the underground storage tanks at $800,000.  Mr. Rutishauser stated that there are a total of five tanks, they all are 32 years old and their lifecycle is approximately 30 years.  The Village put these tanks in when the previous system had a massive underground fuel leak.  Councilwoman Reynolds asked about having one or two tanks replaced at a time.  Mr. Rutishauser stated that it would be hard to replace one or two tanks at a time, because they are all in a combined system and interconnected to the warning system.  Councilwoman Reynolds asked if the tanks had to be underground when they were replaced.  Mr. Rutishauser stated that the fuel tanks can be located above ground, but the biggest advantage for underground tanks is using less space.

 

Mayor Knudsen asked about the $40,000 for temporary and seasonal employees.  Mr. Rutishauser stated that if they have the opportunity to hire some part timers or temps to help out, they will.  They didn’t have any in 2020 as the labor pool seemed small and reluctant.  Mayor Knudsen asked when the last time they used temp and seasonal.  Mr. Rutishauser stated that they had one in 2019.

 

Councilwoman Perron stated that Police vehicle maintenance was blank and asked if that was dealt with somewhere else.  Mr. Rutishauser stated that the maintenance for the leased vehicles is done through Enterprise.  If it is a purchased vehicle, they do that as they would service any other vehicle that the Village has purchased.

 

10.   Streets

 

Mr. Rutishauser stated that the Streets Division had a challenging year in 2020 due to COVID and a tropical storm.  They took delivery of a new catch basin truck that has proven to be a very useful machine, which cuts down on some local flooding of streets.  They took delivery of a new Scarab windrow turner that they use in the Lakeview Compost Facility, and is helping keep the compost product in top form.  They replaced several employees that retired with new ones.  Plowing with all of the recent snowstorms has been a challenge.  They are working with all of the Departments in the Village to use Village staff and equipment as much as possible to plow the streets, so the Village does not have to use an outside vendor to do so.

 

Councilwoman Reynolds asked about the other contractual services as that budget appropriation went up significantly.  Mr. Rooney stated that they have had money in insurance trust for snow storms, but that money has been depleted in the last several years.  They use it to offset the cost and that fund is coming down to a low balance, so the contractual expenses could be reduced, after he reviews the numbers.

 

Councilwoman Reynolds asked about the rock salt.  Mr. Rutishauser stated that they have probably already exceeded the budget, as it is very hard to get ahold of, and there have been a lot of storm cycles this winter.

 

Mr. Rooney stated for the capital budget for streets, one of the big items they are requesting is funding for a single operator leaf vacuum.  This is primarily to replace the one they have that has been a very troublesome unit.  They have found the single operator vacuum to be a very useful machine, particularly on the busier roads.  Ms. Mailander stated that is a must, as unfortunately, the one the Village has is truly a lemon, and they tried to pursue it legally but Mr. Rogers has said they don’t have enough information to do so. 

 

Councilwoman Perron stated that she doesn’t know that she has actually seen the leaf vacuum in operation, and asked if the one they have now required a man on the street as well as one in the cab.  Mr. Rutishauser stated that they have tow behind leaf vacs, which is usually three people which includes a trailer with two trucks.  The single operator sits in a cab and manipulates the hose with just one employee.  Councilwoman Reynolds asked what the life expectancy is for this truck.  Mr. Rutishauser stated they should get 7-10 years out of it.  Councilwoman Walsh confirmed that it wasn’t the same manufacturer as the leaf vacuum that is a lemon.  Councilwoman Perron asked how old the current leaf vacuum is.  Mr. Rutishauser stated they have been frustrated with it for 3-4 years now.

 

Mayor Knudsen asked what the issues are, which make the current leaf vacuum a lemon.  Mr. Rutishauser stated that there are so many, but a lot of them are the electronics, hydraulics, and the controls that the operator needs to pick up the leaves.  Mayor Knudsen asked if it has anything to do with people putting additional things out to pick up, other than leaves.  Mr. Rutishauser stated that with the deleterious materials in leaf piles, the operators try to vacuum clean around these materials and leave them behind if they can.  Mayor Knudsen asked if the issues that had to do with the current leaf vacuum had anything to do with that type of material.  Mr. Rutishauser stated that he did not believe the deleterious material had anything to do with the operation of the current leaf vacuum.

 

Mr. Rutishauser added that they were asking $276,500 for a street sweeper.  They used to have three street sweepers and are currently down to one operable sweeper.  There was an accident with one street sweeper and a vehicle where the vehicle driver was at fault, and the operator of the sweeper retired after the accident.  Mayor Knudsen asked about the insurance issue and if there was a mechanism for our insurance to pick up.  Ms. Mailander stated that they do that, adding that it wasn’t a brand new sweeper.  Mr. Rutishauser added that some people have low insurance limits on their vehicles and that doesn’t cover much.

 

Mr. Rutishauser added that they are also asking for a replacement loader.  They currently have three operable loaders, they are getting a lot of use now in the snow and they also use them for leaves and compost.  They used to have five loaders, so they would like to add one more.  They are also asking for a Ford F-350 pick-up truck with a plow, as a replacement vehicle, that will be added to the plow fleet.

 

Mayor Knudsen asked if they distributed to all Councilmembers the Excel spreadsheet of the vehicle inventory.  Ms. Mailander stated they could give it to everyone again.

 

11.   Yard Waste Pickup and Recycling

 

Mr. Rutishauser stated that the only uncertainty they have in Yard Waste is if they have another event like the tropical storm last year.  They are still processing the bills for the disposal of the materials that were picked up from the storm and some of that may have to be paid out from this year’s appropriations. 

 

Mayor Knudsen asked what is included in contractual services.  Mr. Rutishauser stated that would be for the disposal of things the Village cannot compost, such as grass clippings, and the debris from a storm that is primarily branches. Councilwoman Walsh asked if there were any other communities that either don’t pick up grass clippings or that have some sort of initiative to leave them on your lawn, as that could certainly be a climate initiative.  Mr. Rutishauser stated that could be a good initiative, adding that he personally leaves his grass clippings.  He noted that Montclair stopped picking up grass clippings.  Councilwoman Walsh suggested reaching out to see how they did it.  Councilwoman Perron asked if Sustainable Jersey had a Cut It and Leave It Program.  Deputy Mayor Sedon stated that he would have to look to see if they do.

 

12.   Water Pollution Control Facility

 

Ms. Mailander stated that the only increase in the Water Pollution Control Facility’s budget is the other contractual services.  Mr. Rutishauser stated that they just got apprised of a major concern for both Water Pollution and Ridgewood Water, which is a water facility in Florida, whose control system was hacked on February 5^th.  They told all operators to be very alert.  They are looking at updating the SCADA system this year and he hopes to have a recommendation to award in the next couple weeks.  They hired a new lab manager who is doing great.  The only capital request is to replace the small front end loader which they use for transferring the grit into the dumpsters for disposal.  Their liquid waste acceptance program pushed over $200,000 revenue to the Village and they will continue to see if they can expand that to various haulers because they have the capacity to do that.

 

13.   Building Maintenance

 

Mr. Rutishauser stated that they are hoping to paint the exterior of Village Hall, facing Maple Avenue.  There are some decayed soffits on the roof that they need to repair, and some of the paint needs to be stripped carefully, as it may be lead based.

 

Councilwoman Walsh asked if Village Hall is considered a historic building.  Mr. Rutishauser stated that it is an old building but he doesn’t believe it has received an historic designation.  Councilwoman Walsh asked if they could start replacing some of the wood with Hardie board.  Mr. Rutishauser stated that he would look to use as much synthetic material as possible if its appearance is satisfactory.  Councilwoman Walsh stated that synthetic dental molding is also available.  Mr. Rutishauser stated they would put that into the bid document.

 

Councilwoman Perron asked about the bus station, it says $8,000 to paint beams, trim, and miscellaneous.  She asked if they were planning to do that, as it was in last year’s budget.  Mr. Rutishauser stated the work has not been done, the bus station has been identified as an historic structure.  It is currently locked, because too many individuals were using the bus station as their personal port-a-john and it was becoming a burden on the staff to clean it on a daily basis.  There haven’t been many complaints that the bus station is closed, so right now they are going to leave it closed. 

 

Mayor Knudsen stated that part of the bigger conversation is to restore the bus station and put in different types of benches so people can’t lay down, as well as some security cameras.  Mr. Rutishauser stated that to the best of his knowledge, they have not put in any funding for that.  Councilwoman Perron stated it is too bad, because the bus station looks seedy.  Mayor Knudsen asked if they could figure out if there was any wiggle room to look at that overall project.  Mr. Rutishauser stated that would require going to our historic architects.  Mayor Knudsen suggested looking at that, as it is an important part of our Central Business District.

 

Councilwoman Walsh asked if they know that people are doing an act that is inappropriate and put a camera up and have that on video tape, is there a legality to that.  Ms. Mailander stated that it’s not a bathroom.  Councilwoman Walsh added they have to think a couple steps ahead and she didn’t think a video would change that.  Mayor Knudsen stated that a video camera is a deterrent, adding that it is a health and safety issue and there shouldn’t be any loitering in the bus station, anyway.  There was additional discussion about possibly placing a part-a-john outside.  Mr. Rutishauser stated that from what he understands, the individuals involved in the misuse of the bus stop are a very small group.  The cameras would be a question for Mr. Rogers. 

 

Councilwoman Reynolds asked if there were other areas in town where they were having this same issue.  Mr. Rutishauser stated the garage, the Train Station, and there was one individual who was observed and caught many times.  Councilwoman Walsh added they were in the Post Office as well.  Mayor Knudsen suggested there could be some kind of signage or initiative that Stigma Free could take on.  Councilwoman Walsh stated that she would bring it up with the Stigma Free Task Force.

 

14.   Zoning Board of Adjustment

 

Councilwoman Reynolds asked under the other professional services of the Zoning Board of Adjustment, what that covers.  Mr. Rutishauser stated that would be the Zoning Board Attorney and if the Village Planning Consultant was required to attend.  Councilwoman Reynolds asked if the Zoning Board Attorney is per meeting.  Mr. Rutishauser stated per meeting and then he also bills for each resolution and application he handles.  Some of those costs go back to the applicant, but the charge for the meeting comes back to the Village. 

 

Mr. Rooney stated that he had $2,200 for the Zoning Board Attorney and then $10,000 for other professional services.  Mr. Rutishauser stated that the Board Attorney runs about $500 a meeting, and there are two to three meetings a month, and then he also charges the Village if there is a zoning question that develops, that he has to spend time on to answer.

 

Mayor Knudsen asked about the $2,500 budgeted for Board Members.  Mr. Rutishauser stated that may be for the training of the Board Members. 

 

15.   Utilities and Gasoline

 

Mr. Rutishauser stated that Utilities are for the gas, electric and heat in the buildings, and also telephones and street lighting.  Individual accounts broken out by each facility are also provided. 

 

Councilwoman Reynolds stated that it seems that on the utility and bulk purchase they used $374,000 last year and were asking for $554,000 in 2021.  Mayor Knudsen stated that looking at what was appropriated it was pretty much the same.  Deputy Mayor Sedon stated that it was just to estimate what was going to be used, because prices fluctuate.  Councilwoman Reynolds asked what happened to the excess that was appropriated last year.  Mr. Rooney stated that it was possible that the bill for December had not been processed yet, in which case it would pay for that bill. 

 

Mr. Rutishauser added that in the Spring, Village Hall was closed which reduced power needs.  Councilwoman Reynolds added that if there is excess money, how much is it and can they use it for something else.  Mr. Rooney stated that between now and the time that they get to the final budget numbers, he will have a better idea as to what these actual numbers should be.  Mayor Knudsen added they should be cautious about changing anything, to only find out later that they miscalculated.

 

2. Wrap-up and Next Steps

 

Ms. Mailander stated that their next Budget Meeting is February 17^th at 5:00 P.M. with MIS, Health, Tax Assessor, Municipal Court, Fire, Police, Emergency Management, the Library, and the Building Department.

 

Mr. Rooney encouraged anyone who had questions to call him in advance.

 

Councilwoman Walsh asked about a utility contract and if they ever did a cross reference to what discounts we have gotten in a year because we are under a contract for the buildings.  Ms. Mailander stated they would have to look at what buildings would be covered.

 

4. COMMENTS FROM THE PUBLIC

 

Rurik Halaby, 374 Evergreen Place, stated that it is very difficult following the discussion because he doesn’t have access to the paperwork.  He urged them to budget $20,000 for Dylan Hansen, the IT Director, to hire a professional firm to redo the Village website, as it is horrible.  An improved Village website could be used to attract people to Ridgewood, as they move out of New York City.  It would be money well spent.

 

Mr. Halaby stated that he feels very strongly Ridgewood should have a public restroom unit close to the bus station.  He urged them to look into a unit similar to one on Shelter Island that is self-cleaning and enclosed.  By merely having signage, it is not going to scare someone from not doing something wrong. 

 

Mr. Halaby asked regarding Schedler, how he, as a taxpayer, can tour the property.  He suggested an Open House.  Ms. Mailander stated that it is currently not available for that purpose, since it is under construction.  Mr. Halaby asked if SHPO truly approved the berm at Schedler, as it is a horrible thing.  It also made him think about the Historic Preservation Commission, which is now defunct.  Since Ridgewood prides itself as The Historic Village of Ridgewood, he wondered why the Historic Preservation Commission can’t be functioning.  He emphasized that he wants to be able to visit the Schedler House, inside and out.

 

Mayor Knudsen asked if it was possible for Mr. Rutishauser to look into the cost on those type of portable bathrooms that Mr. Halaby suggested, because it is prudent.  The Schedler House is not open to the public at this time, nor will it be until it is completed.  The Village Council is diligently working on restructuring the Historic Preservation Commission, and hope to have members appointed very soon.

 

There were no additional comments from the public.

 

5. ADJOURNMENT

 

There being no further business to come before the Village Council, on a motion by Councilwoman Perron, seconded by Deputy Mayor Sedon, and carried unanimously by voice vote, the Village Council’s Special Public Budget Meeting was adjourned at 7:10 P.M.

 

 

 

 

 

______________________________

                                                                                                      Susan Knudsen                        

Mayor                        

 

 

 

 

 

 

_________________________________

              Heather A. Mailander

      Village Manager/Village Clerk