20210922 - Village Council Public Workshop Minutes
A REGULAR WORK SESSION 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 SEPTEMBER 22, 2021, AT 7:30 P.M.
- CALL TO ORDER – OPEN PUBLIC MEETINGS ACT – ROLL CALL – FLAG SALUTE
Mayor Knudsen called the meeting to order at 7:30 P.M. and read the Statement of Compliance with the Open Public Meetings Act. At roll call, the following were present: Councilmembers Perron (7:33 P.M.), Reynolds, Sedon, and Mayor Knudsen. Also present were Heather Mailander, Village Manager/Village Clerk; Eileen Young, Deputy Village Clerk; and Matthew Rogers, Village Attorney.
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.a
- COMMENTS FROM THE PUBLIC
Mayor Knudsen asked if there were any comments or questions from the public.
Doug Adele, 234 Mulberry Lane, said that he would be addressing the flooding from Hurricane Ida, and he distributed notes to Councilmembers. He stated he was dismayed at the extent of damage caused by this hurricane even though he recognizes that some of the damage was caused by ground saturation and the speed of the rainfall. He pointed out that much of the flooding was due to stream flooding at the Ho-Ho-Kus brook, but the storm was not as severe as storms in the past. Hurricane Irene had 30% more water flow than Hurricane Ida; and Hurricane Floyd had 50% more water flow.
Mr. Adele noted three areas of importance including stream maintenance. He said that there should be funding available to cover the de-silting and de-snagging of stream to improve water flow. He suggested that better information be available on the Village website to help homeowners to deal with floods. He said that four of the six links to the FEMA websites are useless. The information prepared by the Engineering Department was deleted from the website. When Mr. Adele’s time was up, he gave his notes to Mayor Knudsen.
Councilwoman Perron joined the meeting at 7:33 P.M.
Tony Damiano, 274 South Broad Street, questioned the budget appropriation for tree wells in 2022. He noted a dead tree in front of the new location of Bagelicious and added that there are many other dead trees. Many of the tree wells were left with stumps, which look terrible; however, nothing can be planted. Mr. Damiano said that he realizes this is a big job and he suggested that one street be done per year.
Trish Manzo, 324 Hillcrest Road, stated that too many streets in Ridgewood have been neglected, and she inquired about the budget for the maintenance of the downtown infrastructure. She questioned whether the budget has been cut back. She commented that the town has taken for granted the volunteers and the work they do to beautify the downtown. An investment is needed in the downtown and she suggested that the Village work with the landlords and tenants to ensure that the businesses remain. She stated that there are no anchor stores any longer because the Village did not address the parking problem in a timely fashion. Ms. Manzo pointed out that some restaurants have more tables outside than others and she questioned the outdoor permit requirements and fees. She asked again for information relative to the budget for the downtown area.
Anne Burton Walsh, 112 South Irving Street, said she represents the League of Women Voters of Ridgewood. She thanked the Village Council for listing hybrid access on tonight’s meeting agenda. The League promotes active participation in government and the group strongly supports hybrid access for Village Council meetings. During the COVID outbreak there was an uptick in participation due to this hybrid access, and Ms. Walsh said that this service is helpful to those with disability and childcare issues.
Ms. Walsh stated that the League also supports the Village’s plans for the refurbishment of tree wells in the Central Business District (CBD). This expenditure will establish healthy trees, which contribute much needed shade, oxygen, and will increase foot traffic in the Village.
Linda Scarpa, 569 Northern Parkway, said that she is surprised that the issue of remote access to Village Council meetings hasn’t been resolved. Residents remain concerned about the pandemic and must be given the choice to protect their identity when speaking publicly in order to avoid harassment. This is also a good way for people to participate in Village meetings when they are travelling. Ms. Scarpa recalled that she had been in front of the Mayor and Council some time ago speaking about the same topic and she is saddened with the lack of communication. Questions are raised but no answers are given and Ms. Scarpa said that Village leadership needs improvement.
Debra Steinbaum, 295 Grandview Circle, stated that the hybrid model is being used by the Board of Education with great success. Ms. Steinbaum said she is a doctor and would advise people not to attend this meeting in person because there are people in attendance who are maskless, sitting in close proximity, and in some cases speaking loudly, which can project the virus. She suggested that people who have compromised health issues should have the opportunity to participate in Village Council meetings. Senior citizens and people home with children should also have the ability to participate in these meetings. She recommended that the Village take advantage of this new technology. Ms. Steinbaum noted that the building was constructed to make access easy for people with disabilities; however, steps are not being taken to protect citizens from transmissible diseases.
Kathryn Schmidt, 123 S. Irving Street, said that she has recently returned to Ridgewood after spending several years in the Pacific Northwest helping her family. The pandemic has created new and out of the box thinking for the Village. The Welcome to Ridgewood Committee formed as a result of the COVID crisis along with pedestrian plaza and grab and go parking. She hopes that virtual meetings will also find their way into this new normal. It has increased citizen involvement, which is a positive step forward, and she asked that the Village Council consider and implement remote participation. Ms. Schmidt said that they should all welcome increased participation in Village Council meetings, and she agreed that this service is particularly beneficial to parents and senior citizens, residents who are travelling, and those who choose to avoid large gatherings of people they don’t know. Ms. Schmidt stated that if there are obstacles there are many who would be willing to assist in order to make this system work. Ms. Schmidt asked the Mayor and Council to consider re-implementing the hybrid meeting along with closed captions.
Siobhan Crann Winograd, 274 Ivy Place, echoed the sentiment that remote access and hybrid access is a must for a smart and thoughtful community. She said that Councilmembers have come to every event hosted by her family to promote accessibility and aging in place, and by not having this option the Council is turning their backs on this community. The Master Plan and the census note the importance of aging in place and public engagement, and this should be addressed. Ms. Winograd doesn’t want to hear that this can’t be done due to a technical hurdle, or that IT can’t handle it, or that there is not enough staff to handle this because this is a community with vast resources and the elderly and handicapped need to be validated
Rurik Halaby, 1 Franklin Avenue, said there is nothing to add to the comments relative to remote access. He cannot imagine a reason not to have this type of access, other than in the case of an authoritarian regime who may try to prevent people from expressing their opinions or involvement in the day-to-day politics.
Mr. Halaby commented that there has been nothing but discussions on tree wells for the last eight years. He advised Mr. Damiano to give up expecting the Village to do anything about the tree wells because the Village Council has no interest. He recommended that Mr. Damiano form a committee of people to do the work and get the job done themselves. He suggested that this committee consider a uniform look with the appropriate trees and iron grates.
Andrew Lowry, 441 Hawthorne Place, is a member of the Shade Tree Committee and is speaking in support of the proposal to reinvigorate and replant the twenty tree wells in the CBD. He said that awareness has grown about this issue recently, and he hopes this project will continue over the next few years. The Shade Tree Commission has been working on this for the last four years and the Village Council is aware of the both the problems and the solutions. He has tried to work with the Developers to take steps to ensure that the trees they plant will survive. Mr. Lowry noted that the Village has removed the collars from the trees which were a tripping hazard. He thanked the Village for doing two test plantings using CU soil at the Station and the Garage and residents will see progress this fall.
Mr. Lowry stated that the Shade Tree Commission is committed to working with the Village, store owners, landlords, and whoever is willing to get involved and to make sure that there is a plan to water the trees. He hopes to make a more detailed presentation in the future to support a significant increase in the capital budget for shade tree planting on the Village streets.
Mahmoud Hamza, 528 Amsterdam Avenue, stated that Village revenues were down this year due to COVID, and the money allocated to plant trees was cut. There was the added issue of disease to ash trees, resulting in removal. An increased number of trees in the downtown will make the area more attractive and improve the environment. Mr. Hamza encouraged the Village Council to approve funding for the planting of more trees in the downtown area.
There were no additional comments from the public and Mayor Knudsen closed this portion of the meeting.
Mayor Knudsen noted that a quarter of a million dollars was spent on a Master Plan for the Village.
Councilwoman Perron said she is inspired by Mahmoud Hamza who donated thousands of dollars for tree planting in Ridgewood. She stated that Ridgewood residents can donate specifically for tree planting, which can be noted as a charitable deduction on tax returns if the Village Council adopts a corresponding resolution. Councilwoman Perron announced that she would donate $1,000, and she hopes that other citizens of Ridgewood will follow Mr. Hamza’s example. There will be information on this program on the Village website.
3. MANAGER’S REPORT
Ms. Mailander stated that there will be a Zoom presentation tomorrow evening from 7:00 P.M. to 8:00 P.M. on Social Security: Knowing Your Options. The presentation will be given by Retirement Consultant Dave Evans. This is a basic guide to Social Security sponsored by the Ridgewood Library and Age Friendly Ridgewood.
Ms. Mailander stated that the fourth floor of the Hudson Street garage will be closed both Thursday and Friday for maintenance. She directed CBD employees who normally park on the fourth floor to park on the third floor.
Ms. Mailander asked anyone looking for COVID-19 vaccine or testing to contact the Ridgewood Health Department at 201-670-5500 ext. 244 or the Valley Health System at 1-800-825-5391. The Annual Flu Clinic is scheduled for October 5th from 10:00 A.M. to 12:00 P.M. Those interested must call Valley Community Heath at 201-291-6090 to register.
Ms. Mailander announced that a Board Game Carnival will take place on Sunday, September 26th, from 2:00 P.M. to 4:00 P.M. on the lower level of Village Hall Community Center, both outdoors and indoors. All ages and families are welcome, and registration is required through ridgewoodnj.net/community pass. The event is sponsored by the Ridgewood Community Center and the rain date is October 3rd.
Ms. Mailander noted that the Gold Star Mother’s Event is scheduled for Sunday, September 26th, at Memorial Park at Van Neste Square at 7:00 P.M. Everyone will gather at the monument at the park to honor Gold Star Families. This is a beautiful event with luminaries throughout the Park and one of the best events in Ridgewood.
Ms. Mailander reminded everyone that the Ridgewood Farmers Market is organized by the Chamber of Commerce and is open every Sunday from 8:30 A.M. to 2:00 P.M. at the train station parking lot through the end of October.
Ms. Mailander stated that on September 27th, FEMA will be on the patio between Village Hall and the Library from 9:00 A.M. to 5:00 P.M. for any residents needing assistance as a result of Hurricane Ida.
Ms. Mailander said that the Ridgewood Chamber of Commerce will sponsor Sidewalk Sale Days on October 7th, 8th and 9th and in the event of bad weather the sales will be held inside the stores. The Ridgewood Moms Club will hold an arts and crafts activity fair for young children at Memorial Park at Van Neste Square on Saturday, October 9th. Ms. Mailander noted that the vendor who runs the coffee concession at the train station will be reopening on or about October 1st.
Ms. Mailander reported that Ridgewood residents have received a fall listing of recreation programs and health offerings for those 55 and older including opportunities to sign up for tennis and pickleball programs. Programs are held in the lower level of the Community Center in Village Hall. Anyone interested should contact the Recreation Department to make a reservation.
Ms. Mailander stated that there will be a shredding event on Saturday, November 6th at the Graydon Pool parking lot from 9:00 A.M. until 12:30 P.M. Documents will be securely shred until the truck is full. The limit is four file size boxes per vehicle, and no plastic bags or binders will be accepted. A Styrofoam collection for containers and peanuts will be held on October 16th, 10:00 A.M. to 1:00 P.M. or until the truck is full. The location is the Graydon Pool parking lot.
Ms. Mainlander noted that overnight parking at the CBD is permissible through December 31st at the Hudson Street parking garage, second floor from 8:00 P.M. to 8:00 A.M. The cost per space is $75 for three months, or $150 for six months. Family members living out of town can park for the same price. Twenty-four hour parking spaces remain available for Ridgewood residents at the train station lot, and at the Cottage Place lot through December 31st, 2021. The price will be pro-rated accordingly.
Ms. Mailander provided a list of upcoming Village Council Meetings as follows: October 6th, October 27th and November 3rd are Village Council Work Sessions; and October 13th is the Village Council Public Meeting. The Work Sessions begin at 7:30 P.M. and Public Meetings begin at 8:00 P.M.
4. Village Council Reports
CBDAC: Councilwoman Perron said that the Central Business Advisory Committee met on September 9th and welcomed new member Stephen DelPercio. There was a discussion of previous events as well as upcoming events in the CBD. The new wayfinding signs aid in directing drivers to the parking garage were discussed. Several members reiterated that when individuals are driving from the west side under the train trestle, and turn right, there is no sign directing them to the garage. There was a recommendation to install a banner at the top of the building to help solve this problem.
Open Space Committee: Councilmember Perron stated that the Open Space Committee meets tomorrow night at 7:00 P.M. at the Stable and the meeting is open to anyone who wants to attend.
Chamber of Commerce: Councilmember Perron reported that the Chamber of Commerce recently held the Car Show, which was a terrific event. Over 327 cars were on exhibit including antiques and EVs, and trophies in various categories were awarded. She announced that the Halloween Parade will be held on Saturday, October 30th.
Community Center Advisory Committee: Councilman Sedon stated that the Community Center Advisory Board will meet tomorrow at 5:00 P.M., at the Youth Center downstairs, along with Sustainable New Jersey. Sustainable New Jersey has given the Village a one-year extension on the application and Ridgewood remains silver certified through December 2022. This will provide an opportunity for the Village to address issues with the solar panels.
Councilman Sedon reported that on October 2nd there will be a Come Together Ridgewood from noon to 4:00 P.M. East Ridgewood Avenue will be closed between Chestnut Street and Broad Street. There will be a Beatles cover band on the rooftop of It’s Greek to Me to celebrate the 50th anniversary of the Beatles rooftop concert. There will be other bands on the street along with dance performances and vendors.
Community Safety Advisory Panel: Councilwoman Reynolds stated that the Panel met on September 16th and discussed Safe Routes to School final design, which is expected by the end of this year. The West Glen Avenue sidewalks are planned to begin in 2021, along with a new pedestrian signal at the intersection of West Glen and North Monroe Street. A concerned, long time Ridgewood resident attended the meeting, and said that he has observed worsening safety conditions for pedestrians. He suggested better enforcement of complete stopping at stop signs; monitoring and enforcement of speed limits; the possible addition of speed bumps; and enhanced signing to aid pedestrians. The next meeting is Thursday, October 21st.
Councilwoman Reynolds stated that the Planning Board met yesterday evening. The Historic Preservation Committee will re-convene in October. There was a presentation from Heyer, Gruel and Associates and NV5 on Phase Two of the Master Plan. This was the first of four planning sessions, and it can be viewed on www.ridgewoodvillagemp.org. She explained that the Master Plan is a comprehensive document covering land use, circulation, downtown economic development, green building, environmental sustainably, open space, and recreation among others. The website has an area where questions can be asked, and there is a space to sign up for updates. Councilwoman Reynolds reported that the meeting was well attended, and the professionals addressed questions and concerns. The next Planning Session is October 19th followed by meetings in November and January with a report expected in March 2022 when the Master Plan will be adopted.
Mayor Knudsen reported on the ribbon cutting at the Ridgewood Conservatory on Franklin Turnpike, which is a beautiful new facility. She encouraged everyone to visit the website. Mayor Knudsen mentioned another ribbon cutting at the Waldwick School of Rock, which is attended by many Ridgewood residents.
Mayor Knudsen thanked her Council colleagues for helping with the Mayor’s Trophy at the Ridgewood Car Show. A 1955 red Thunderbird was the recipient of the Mayor’s Trophy. It was not only a beautiful car, but the car had been purchased prior to 1985 by a Ridgewood resident and his father and had been restored by the resident and his son.
Mayor Knudsen has been in touch with the Fields Committee relative to field allocation. The Board of Education has opened additional space for Junior Football and has reworked the schedule to accommodate sports programs while repairs are taking place at fields impacted by Hurricane Ida.
Mayor Knudsen met this morning with the group overseeing Downtown for the Holidays. She reminded everyone about the FEMA event on September 25th from 9:00 to 5:00 P.M. on the patio at Village Hall.
Mayor Knudsen recognized five new Eagle Scouts in Ridgewood. She stated that this was a difficult time to complete projects due to COVID restrictions; however, the projects were outstanding.
Mayor Knudsen stated that information on Access Weekend can be found at www.ridgewoodlibrary.org/accessridgewood. The weekend begins on Friday, October 8th featuring senior programming, family programming, movies, live music, and dance along with the annual Fashion Show. The interfaith service will take place on Sunday, October 10th. The Community Access group meets monthly to ensure proper accessibility for the special needs community.
Mayor Knudsen thanked everyone who attended the September 11th Memorial Service particularly Heather Mailander and Janet Fricke among many others. This was a beautiful and memorable service and there was an amazing turnout.
5. PRESENTATION
a. Update on Budget-Conscious Solutions for Recycling and Solid Waste
Ms. Mailander introduced Rich Calbi, Director of Operations; and Sean Hamlin, Supervisor of Sanitation and Recycling, and recalled that at a July meeting several different cost saving recommendations relative to recycling and solid waste were discussed. Mr. Calbi and Mr. Hamlin are here with additional information that was requested as well as proposal to limit bulk refuse pick-up to seven items.
Mr. Calbi said that in July some facts and options were presented on savings and revenue generation for the Village relative to recycling and solid waste pick-up. Three recommendations were summarized including elimination of back yard pick-up of waste, reducing the bulk waste program, and possible purchase of a side loader. Mr. Hamlin analyzed the twelve routes of the Village relative to the number of residents who bring their garbage to the curb. He found that 667 residents or 9% bring their refuse to the curb. He asked residents why they bring the garbage out and the answers range from making it easier for the workers, and that due to COVID some residents felt more comfortable if people weren’t on their property. Mr. Calbi doesn’t believe that this practice will continue.
Regarding the bulk ordinance, Mr. Hamlin distributed photos taken on bulk pick-up day. He said that people have to be encouraged to donate unwanted items and he recommended restricting the number of bulk items to seven for pickup, with two pick-ups a month. There would be no restrictions on metal and metal items would not count toward the seven items. He stated that a disassembled piece of furniture would be considered as one item and he used the example of a couch with pillows as one item. He said that it is important to discourage people bringing items from other towns. He noted that six trucks go out every Wednesday for bulk pick up, and several go out multiple times resulting in added expense due to overtime. It is important to get out the message of donations to residents; however, they plan to continue the option of charging a special bulk collection fee.
Mr. Hamlin stated that through July 31, 2020, the number for recyclable materials and dump fees was $57,447, and the revenue was $21,691. This year through July 31st, the dump fees are $29,488 with revenues of $86,427. This demonstrates that recycling is worth the effort and not only the law. He said that the market is coming back with the wane of the COVID virus.
Mr. Calbi referred to the proposed bulk waste ordinance and pointed out that it will limit the number of bulk waste items to seven. There is a change to the definition of bulk refuse, which is expected to eliminate multiple trips to the dump therefore saving on fuel costs and emissions, truck wear and tear, and worker injuries. Ms. Mailander stated that in the event of another hurricane or flooding, the Village would implement a system similar to what was done during Hurricane Ida, which means bulk could go out with regular garbage, and more than seven items would be permitted to be placed at the curb.
Mayor Knudsen suggested providing links on the website to the various services that will pick up bulk donations. Mr. Hamlin said that there is a link to the Recycling Department that contains information about donations. This will be noted on the 2022 calendar along with a QR code to click on for additional information. Mr. Rogers, Village Attorney, said he didn’t see an issue with this; however, Ms. Mailander said she was concerned about missing any of the organizations. Mr. Hamlin reiterated that there is a link on the recycling website, and this information is provided in the Recycle Coach app, which should be promoted more.
Councilwoman Perron asked why metal wasn’t counted towards the seven bulk items. She also asked for a definition of white goods. Mr. Calbi said that metal remains a source of revenue and there is less of it. White goods are items such as refrigerators, washing machines, dryers, and other appliances. Mayor Knudsen suggested the definition be changed to white goods/appliances. Councilwoman Perron thanked Mr. Hamlin and Mr. Calbi for their recommendations.
Councilman Sedon said he was happy with the response on budget savings and a way to prevent a potential tax increase that have been presented by Mr. Calbi and Mr. Hamlin. He asked how quickly this ordinance could be implemented. Ms. Mailander said the ordinance could be introduced in October and voted on in November and be effective by the end of November provided that a majority of Councilmembers are in agreement. The information could also be listed in the Village calendar.
Regarding bulk pickup, Councilwoman Reynolds asked what would happen in the case of a move when residents tend to put out a lot of garbage. Mr. Hamlin said that the Village can schedule a special pickup in that type of a circumstance. He would encourage residents to reach out to the donation agencies so that these agencies could take as many items as possible thus eliminating the items that are going directly into the landfill. There is a charge for a special pick up of $150 for an amount under six yards, and another $100 for items over 6 yards. The maximum charge is $250. Councilwoman Reynolds said she was surprised by the state in which some of this garbage is put out. Mr. Hamlin said that they have tags with instructions of what is and isn’t acceptable and the methods of garbage placement. He said that the new ordinance will encourage people to keep the metal separate from the seven acceptable bulk items.
Councilmembers agreed that the number of bulk items eligible for pickup should be capped at seven. Ms. Mailander thanked Mr. Calbi and Mr. Hamlin for their research and recommendations. She stated that the other suggestions can be considered during budget discussions in 2022.
6. DISCUSSION
a. Ridgewood Water
1.) Award Sole Source Contract – Exchange of GAC Vessels at Carr Well
Ms. Mailander stated that last September the Carr Treatment Center went back on line by Ridgewood Water after the installation of granular active carbon treatment for the removal of PFAS compounds. Based on quarterly testing performed, the filter and two of the four vessels will require replacement in October or November, and the other two vessels may require replacement in 2022. Mr. Calbi is recommending the sole source award to Calgon Carbon Corporation, Moon County, Pennsylvania, in an amount not to exceed $161,200, for the contract year 2021 to 2022. The funds will come from the Water Operating Account.
Upon questioning by Councilwoman Perron, Mr. Calbi said that the funding is for replacement of all four vessels.
2.) Rescind Resolution 21-210 – Western Star Tandem Axle Dump Truck
Ms. Mailander recalled that in July 2021 the Village Council awarded Resolution 21-210, for the purchase of a Western Star Tandem Axle Dump Truck in the amount of $154,883.00. The Village was notified later by the vendor that the manufacturer will no longer be building the model requested. Ms. Mailander asked that Resolution 21-210 be rescinded.
3.) Award State Contract – Western Star Tandem Axle Dump Truck
Ms. Mailander stated that this award calls for the purchase of a 2023 Western Star tandem dump truck from the new vendor Hudson County Motors, Secaucus, in an amount not to exceed $159,296.00. The truck will replace a truck that was removed from service in 2016 due to a twisted chassis. The purchase of this truck will update the fleet to better serve the customer base and comply with the latest safety standards. The money is in the water utility capital budget.
Mayor Knudsen asked how the Water Department compensated without the use of a truck that had been unavailable since 2016. Mr. Calbi said that they had purchased a replacement vehicle. They had found a way to repurpose the other truck by putting the body onto a new truck and adding that vehicle to the fleet.
b. Parking
1.) Feasibility Study
Ms. Mailander explained that in 2015 the Village engaged Walker Parking Consultants to perform a Financial Feasibility Study on the cost to operate and pay related debt on a new parking facility. They issued a report, the Hudson Street Parking Garage Preliminary Financial Analysis, which provided data for planning and budgeting purposes. The report projected revenues and expenses through 2027. At that time, the anticipated parking spaces ranged from 350 to 412. In 2017, Walker was again asked to update their study based upon a 240 parking space structure. In January 2018, a report was issued with projections through 2027. The report included suggestions for the timing and amount of rate increases and it recommends an increase in parking rates beginning in January 2025. As a result of COVID and its impact on parking revenues, there is a need to revisit the parking rate structure to ensure that there will be sufficient revenue to cover debt service and operating costs.
Ms. Mailander stated that Walker has provided a plan with two alternatives including an adjustment of the previous parking model used for projections. The alternatives include updating revenue and expense amounts to actual; testing rate scenarios to achieve the net revenue needed to offset debt service and operating expense obligations; and generation of a five-year model using the recommended rate structures. The cost would be $7,800 plus reimbursable expenses. The second alternative would involve conducting counts of parking usage during a specific time period in identified zones. This updated model could be used to generate the information outlined in the first alternative at a cost of $15,200.
Robert Rooney, CFO and Parking Utility Director, stated that he would recommend the first alternative at a cost of $7,800. He said that the counts used for the original testing would not be significantly different and the goal is to ensure that the present rate structure is sufficient to compensate for debt service and operating costs.
Mayor Knudsen asked Mr. Rooney for an idea of the cost of the reimbursable expenses. Mr. Rooney guessed that this cost would be in the $1,000 range and added that in the past a limit had been put on the reimbursable amount.
Councilwoman Perron asked if this work could be done in-house. Mr. Rooney said this could be done; however, Walker has the models they have been using all over the country, which allow for various issues that occur that he would never consider. The time it will take to do this is significantly less than doing it in-house.
Councilmembers indicated agreement with the $7,800 alternative and Ms. Mailander said they would move forward.
c. Budget
1.) Revenue and Expense Reports as of June 30, 2021
Mr. Rooney stated that he sent the above reports that have been updated through August 31, 2021, to Councilmembers. The estimations are similar to fluctuations in the revenue stream. Mr. Rooney’s biggest concern is Municipal Court revenues, which do not seem to be close to what was anticipated. All other revenues are identified as being on track or achieving anticipated levels at this time. Mr. Rooney said that the Village appears to be on target as to estimates relative to appropriations as of June 30th and August 31st. The fluctuations are usually the result of encumbrances, and many departments use the features that allows them to estimate the cost of what they know; however, there are departments that do not use that method of operation.
Mr. Rooney indicated that the Water Department is on track with revenues that match what was anticipated. The next Quarter will show an increase in revenues as a result of rate increases to municipalities and the billing of fire hydrant service.
Mr. Rooney said that there is improvement in parking revenues, and they are looking at 71% of what was budgeted through August 31st. They are on target on the appropriations with spending at 55% of what was budgeted since the beginning of 2021. Bond principal is due at the end of September. Councilman Sedon thanked Mr. Rooney for his efforts on parking and the tree well project.
2.) 2021 Budget Amendments – Various State Grants
Mr. Rooney noted two requests for amendments to grants. The first is for the Grant for Municipal Alliance in the amount of $4,500, to come from the regular appropriation and put into the grant for a match required by the Village. The second is for a health grant of $291,000, which is good from July 1st, 2021 to June 30th, 2022. This represents funding from the State for COVID related expenses including the hiring of personnel needed to coordinate the efforts used by the Health Department.
3.) Award Contract Purchase – Laboratory Analysis Services – WPCF and Parks and Recreation
Ms. Mailander explained that this award is relative to the contract that provides the Village’s Water Pollution Control Facility and the Parks and Recreation Division Graydon Pool Facility outside laboratory analysis services. There was one response to the bid from Garden State Laboratories in the amount of $31,257.00. The bid has increased by $2,407.00 over the past two years due to additional testing protocols required for both the pool and the treatment plant. Ms. Mailander stated that this company has done work for the Village over the past eight years and funding will be budgeted for 2022. There is a second-year bid option which will eliminate the need to go out to bid in 2023
4.) Award Contract – Sodium Bisulfite Solution and Sodium Hypochlorite - WPCF
Ms. Mailander stated that bids were received in August to supply the Village’s Water Pollution Control Facility (WPCF) with sodium bisulfite solution and sodium hypochlorite solution to treat wastewater. Three responding bids were received; but, two of the bids were incomplete. The low bidder is Miracle Chemical Company. This company has successfully supplied chemicals to the Village in the past, and this year’s bid has the option for extension for an additional year. Ms. Mailander noted that the cost for chemicals has increased slightly from two years ago, and the use of the chemicals has also increased primarily due to the flow from Graydon Pool into the sanitary sewer collection system during pool season. She stated that the cost of sodium bisulfite has increased from $2.70 per gallon to $2.763; and sodium hypochlorite has increased from $1.49 per gallon to $1.682 per gallon. This will be budgeted in the WPCF 2022 operating budget. The amount is not to exceed $80,853.00.
5.) Award Contract – 2022 Village Calendar
Ms. Mailander stated that three local printing firms were contacted relative to the printing of the 2022 Village calendar. The proposal includes layout, artwork, printing, assembly, and distribution of the calendar. Postage is not included. Two quotes were requested from three vendors including a quote for black and white with one color and another quote for four color printing on the cover. Each year approximately 11,000 calendars are printed. Last year the lowest bid was $11,989 and this year’s lowest bid is $12,379 for black and white. This is an increase of $390. Ms. Mailander recommended accepting the bid by Ridgewood Press for the black and white at a proposed price of $12,379.
Mayor Knudsen asked when the calendar would be available for proofreading. She asked that Rabbi Fine be consulted in order to confirm the dates of the Jewish holidays. Ms. Mailander said that she would give the calendar to the Temple to ensure that the dates are accurate. The calendar is expected to be ready for proof reading in early November.
6.) Resolution for Emergency Appropriation
7.) Bond Ordinances for Water Capital and General Capital
Mr. Rooney stated that the Village incurred approximately $1.8 million worth of estimated expenses as the result of Hurricane Ida. $1.6 Million represents Capital items that were lost or damaged and the remaining $300,000 is for salaries, wages and overtime costs incurred, and the subsequent clean-up. The result is an emergency appropriation of $1.9 million to be approved by the Village Council. This will be funded by a Capital ordinance for approximately $1.6 million. It will be necessary to raise the $300,000 in the budget over the next few years. Mr. Rooney had directed the Bond counsel to proceed with the documents and he stated that Council approval is necessary. He noted that there is no latitude in the budget to absorb these costs.
Mayor Knudsen asked for supporting materials and Mr. Rooney said he would have the Village Engineer email the loss estimates to her
d. Policy
1.) Timeframes for Outdoor Cafes
Ms. Mailander noted that the timeframe for outdoor cafes is normally from March 1st to December 31st; however; last year due to COVID outdoor dining was extended from January 1st to December 31st. She said that the Village Council must decide whether to extend this timeframe during the entire year of 2022 or return to the March 1st start. Restaurants must apply for outside dining permits, and if this practice continues for the entire year, the applications must go out in the near future.
Mayor Knudsen recommended that the timeframe continue for the entire year. Councilwoman Reynolds asked if the fee was the same for everyone. Ms. Mailander explained that the fee is based on the number of seats, and benches are assessed at a different rate.
Councilwoman Perron questioned whether snow removal created a problem during the past winter. Ms. Mailander said she wasn’t aware of any issues due to snow. Councilmembers agreed to allow the restaurants to offer outside dining during the whole of 2022.
2.) Dining Corrals Extension
Ms. Mailander said that the dining corrals extension expires on November 1st. This was another COVID measure that gave restaurants with minimal space the ability to gain several tables, which was helpful. The Council must again decide whether to allow this for another year. There is a fee charged to cover a reduction of parking revenue for the spaces used. Ms. Mailander said that Mr. Rooney has looked at various pricing schedules.
Mr. Rooney stated that they have tried to develop a fair method to charge for the frontage used by the restaurants. He hopes to complete a study by next week and he is looking at a range based on square footage using $13 and $8. He stated that it would work provided the restaurant continues to pay at today’s rate. He must decide for the fee such as the square footage of the building frontage, or the assessed value of the building. Ms. Mailander stated that they would bring a more definitive plan to the October 6th meeting.
Mayor Knudsen said that some restaurant owners want assurance as to whether or not these dining corrals will continue or whether they could stop unexpectedly. She and Mr. Rooney have discussed considering the individual locations on a lease basis for long term, so that some owners would feel more comfortable making an investment into aesthetics. She suggested mapping out the location of each corral and looking at the impact on parking spaces, traffic, and the surrounding businesses. Mayor Knudsen stated that some restaurant owners are interested in paying fair market value for the space if there is a long-term commitment on the part of the Village.
Mayor Knudsen said that she will work on this concept with Mr. Rooney and will have recommendations at the next Council meeting. Councilwoman Perron asked to be part of the discussions since she will be questioned about the plan.
Councilwoman Reynolds asked how the restaurants would cope with snow. Mayor Knudsen noted that navigating inclement weather is something that will be examined during discussions. This is why a map of the corralled areas is necessary and what type of investment restaurant owners are willing to make.
3.) Discussion of Remote Access to Village Council Meetings
Mayor Knudsen said that it has been difficult to navigate being a part of the Village Council during the time of COVID. She stated that no one worked harder than the Village IT Director, Dylan Hansen. She recalled that on March 23, 2020, the Village Manager distributed a notice from the Division of Local Government Services to allow virtual meetings. By March 25th, Mr. Hansen was literally working through the night for two days on laptops, modems, remote access, VPNs and more to provide access for meetings via Zoom to be possible by March 26th. Councilmembers contacted Mr. Hansen to confirm log on instructions and internet access to ensure that the technology was in place and that the April 1st Council meeting could go forward. Mayor Knudsen pointed out that Mr. Hansen had to be present at every Village Council meeting along with every Village Zoom meeting. He had to organize, communicate, send out invitations, and coordinate every Zoom meeting, which is a lot for anyone to take on.
Mayor Knudsen stated that the Village has never had an actual hybrid meeting. The Village Council returned to live meetings in June partially in response to resident requests, and since that time, they have received feedback from both sides. Over the past several months, she has worked with Mr. Hansen on several options such as a call-in system, which wasn’t feasible because there is no queue mechanism on the phone. She noted that the Board of Education is a completely different system from the Council’s system because they are using different platforms. Additional concerns were cost associated due to the requirement to have additional staff attending meetings as well as re-noticing, and other ancillary expenses, which add up quickly. Mayor Knudsen stated that they now have the proper equipment to try a test run for hybrid access with reasonable procedural requirements. She reminded everyone that the primary reason for these meetings is to conduct and accomplish the business of the municipality. Mayor Knudsen again thanked Mr. Hansen for all the work he did during such uncertain times.
Councilman Sedon said that he is not in favor of testing any type of hybrid model due to the cost involved. He noted that the Village incurred $1.8 million worth of damages just the other week as a result of Hurricane Ida, in addition to $300,000 in overtime paid to Village employees. Obviously, this was not planned for in the Village budget. Councilman Sedon noted that in addition funding in the amount of $100,000 originally in the tree planting budget, had to be used to pay for ash tree removal. He stated that the Shade Tree Commission will be requesting more funding for the tree planting efforts, and they hope to continue with rehabilitation of tree wells in the downtown area.
Councilman Sedon pointed out that every department wants something and there is inflation to contend with. There are uncertainties due to climate change and COVID which subsequently result in higher taxes. The Village Council will have to make tough decisions in the 2022 budget and look closely at priorities. He added that there is access to everything via email; Village Hall complies completely with ADA requirements; and there are two public comment periods per meeting.
Mayor Knudsen said that she considered having the Council manage the technology needed for a hybrid meeting; however, it would be too cumbersome to try to manage both the technology and the procedures needed to keep the meetings running smoothly.
Ms. Mailander stated that she is a member of Northwest Bergen Shared Services group that includes thirteen towns in Bergen County. There are a couple of towns that are using a call-in method, but all other towns have their meetings in person. Anyone wishing to comment must attend the meeting. She stated that she surveyed other towns in Bergen County and the majority are holding in person meetings with no hybrid access or call-ins. She asked if there was pushback when the towns returned to in person meetings and none of the towns indicated any problems. Ms. Mailander added that anyone can send an email to any of the Village Councilmembers explaining their concerns, or to ask questions.
Councilwoman Reynolds said that she agreed with Councilman Sedon. She stated that it seems to be an even split with residents she had spoken to, with half indicating that they would come in person to a meeting to speak about a subject important to them and that they don’t want to have the Village incur additional costs for hybrid meetings. Councilwoman Reynolds echoed earlier statements relative to the cost of cleanup from Hurricane Ida and the need for trees, and this is money that doesn’t need to be spent. The building is open, people can wear masks, and they can comment at the beginning of the meeting and there is no need to remain for the entire meeting. She is not in favor of hybrid meetings, and she said that personally she would rather see the person making a comment and not just hear a voice over the phone.
Councilwoman Perron said she understands Councilman Sedon’s concern relative to all of the expenses faced by the Village. She pointed out that the question of the hybrid model goes to the core of the democratic process and the legitimacy of this governing body. In this day and age, the public expects to be heard and the Village has the ability to hear more from members of the public who need to be accommodated. Councilwoman Perron recalled that earlier in the pandemic, residents would email their comments to the Village Clerk who would read the comments into the record. She isn’t sure why this procedure was stopped since there was no cost to the Village to continue this practice.
Councilwoman Perron stated that a trial period would give the Village Council an idea of the cost involved with taking calls, and they could monitor other glitches. There are two new employees in the IT department who could monitor these meetings at a lower cost than having Mr. Hansen in attendance. Councilwoman Perron reiterated that she supports a trial period.
Mayor Knudsen stated that she receives emails constantly with residents’ concerns and suggestions, and she responds quickly. She reiterated that Village Council meetings are held to conduct Village business, and they are not a forum where emails should be read aloud. She did not agree that hybrid access or emailing comments adds to the legitimacy or transparency of the meeting. Mayor Knudsen said that last evening’s Planning Board meeting in the Court Room was filled to capacity with people who wanted to learn more about the Village’s Master Plan process. She noted a previous Mayor and Council meeting attended by approximately 30 elderly veterans who wanted to hear about plans for the Gold Star Monument. They obviously felt comfortable attending the meeting and she again noted that this is not an issue of transparency.
Mayor Knudsen said that the costs for a hybrid type meeting are not known and could add up quickly resulting in fewer trees being planted or some other program being discontinued. She stated that she needs more time to consider the issue and do some additional research on the YouTube delay. Mayor Knudsen stressed that they had done some behind the scenes work on this. She also heard from many people who object to the addition of a virtual type of public comment. Mayor Knudsen objects to any suggestion that this is being dismissive or insensitive to the disabled community. She has heard the opinions of her colleagues, and it would appear that the Village Council will not implement hybrid meetings primarily due to cost.
e. Operations
1.) Refurbishment of Tree Wells in Central Business District
Ms. Mailander stated that the Village is planning to refurbish twenty to twenty-five tree wells to include drilling off the stumps of dying trees; excavating the soil; adding high quality soil into the tree well; and the planting of trees. This project is expected to cost between $35,000 and $45,000, which will be funded through previous capital ordinances. Mayor Knudsen and Mr. Rooney have worked together to develop the funding and the Village Council will consider three quotes at the October 6th meeting. If the lowest responsible quote is under $40,000 a contract can be awarded at the October 13th meeting. Ms. Mailander said that further work on the tree wells can be discussed as part of the 2022 budget when additional funding could be allocated. She recalled Councilman Sedon’s suggestion that certain streets or portions of streets could be done annually over several years.
Councilman Sedon said that this is a good first step, and members of the Shade Tree Commission understand that it can’t all be done in one year. The main focus is to develop a plan to move forward with funding in place with the understanding that in an emergency situation, things may have to be postponed. He is happy that the brick bands have been removed from the tree wells since they seemed to be a safety hazard for both pedestrians and motorists. Councilman Sedon thanked Mayor Knudsen and Mr. Rooney for all their efforts in this area, and also for the support of the Shade Tree Commission.
Councilwoman Reynolds questioned the types of trees to be planted. Councilman Sedon said that they will avoid invasives, and they would prefer smaller, ornamental trees. Councilwoman Reynolds said it is important that the new trees survive, and Councilman Sedon pointed out that much research has gone into identifying soil types and urban forestry to ensure survival of the trees that are selected for planting.
Councilwoman Perron asked if the tree inventory could be used as a basis for a grant application to purchase and plant more trees. Councilman Sedon indicated that there are many continuing education certifications needed by members of the Shade Tree Commission to make the Village eligible for some grant funding. He will need to look into this more extensively, and there may be money available from the County to do some plantings on County roads.
Mayor Knudsen said it is important to get these trees planted, and she inquired about the timeline. Councilman Sedon said that fall is the ideal planting time. The contract could be awarded on October 13th because the amount is under $40,000 as Ms. Mailander had said earlier. Ms. Mailander said that based on what she recalls from last year, plantings could be done through mid-November.
Mayor Knudsen again stressed the need to get this done and Ms. Mailander indicated that using part of the emergency appropriations would allow for discussion of the three quotes before the Special Public Meeting on October 6th. This would save a week, which would be helpful. Mayor Knudsen said that the Shade Tree Commission works very efficiently, and she thanked the members for their hard work.
7. COMMENTS FROM THE PUBLIC
Mayor Knudsen stated that they again would hear comments from the public and asked anyone wishing to address the Village Council to come forward.
Carolyn Jacoby, 160 Godwin Avenue, thanked Andrew Lowry as well as Declan Madden, the arborist, and said they were hoping to do a test to find out the viability of some trees that could survive if the soil and the tree well is maintained. She also thanked the Village for their response and support and said she looks forward to the implementation of the plan.
Siobhan Crann Winograd, 274 Ivy Place, congratulated the Shade Tree Commission and added that she had purchased two trees in memory of her father at the Arbor Day event sponsored by Mahmoud Hamza. She said that her father who was disabled would not have been able to attend this meeting, and neither could her husband who works long hours in New York. She noted that these meetings are inaccessible to many people and there are 25,000 people in Ridgewood who may have many problem-solving ideas. Ms. Winograd stated that Ridgewood is in trouble as a result of high taxes, garbage issues, and the fact that Village Councilmembers have limited skill sets. The Village Council is cutting themselves off from listening to the concerns, complaints, and solutions that residents may have to offer. She said that the idea of this meeting as only being a forum to complain is obscene. It is an opportunity for the Council to engage with the community.
Ms. Winograd stated that only select emails are answered by Councilmembers, not all emails. Councilwoman Perron is the only Councilmember who responds to her emails, and ever since litigation began, she cannot get a response from any Village staff members. All of the residents she speaks to are in favor of remote access. The Village Council is not seeking solutions from within the community, and they are cutting people off. Members of the Council are invoking hearsay when they say residents do not want remote access meetings. Ms. Winograd pointed out that the building is not safe because there are questions concerning people’s vaccination status.
Councilman Sedon encouraged anyone with good ideas to email all of the Village Councilmembers for review.
Rurik Halaby, 1 Franklin Avenue, stated that Mayor Knudsen has only responded to one of his emails. He questioned who all these people are who have told Councilmembers that they are not in favor of hybrid meetings. He asked why they would be against these meetings. He referred to the comments made relative to the attendance at the Planning Board meeting and said that most of the attendees were elected officials, members of the Planning Board, and members of the firm hired by the Village to work on the Master Plan. He estimated that there were 20 members of the public in the Courtroom. Mr. Halaby said that Village officials should not insult the intelligence of the residents, and he added that he would prefer a hybrid meeting over tree planting. He suggested that the Village have a website that works to engage the public. No one has given an estimate of how much the hybrid meeting will cost. Mr. Halaby stated that he is disgusted and wants to be treated with respect.
Lillian Blood, 250 North Maple Avenue, said she has written to Councilmembers and Ms. Mailander numerous times, and she only ever gets a response from one of them. Her correspondence is never acknowledged. At meetings Councilmembers never engage with the public, they only have conversations with one another. She stated that having a knowledgeable and engaged public is better for members of the Council because, otherwise residents could think that Councilmembers are in collusion with one another.
Amanda Pi, 690 Ellington Road, said that an updated Master Plan is long overdue, and people should recognize that over time things change and evolve. This means that people who want hybrid meetings should be able to have it, and those who don’t are more than welcome to attend meetings in person. She agreed with an earlier suggestion to have an intern from the High School to work with the Council on technology concerns relative to the meetings. There is a pool of talent available in the community to draw from that could be used to offer solutions. All members of the community should have the opportunity to be a part of what is happening in the community. Ms. Pi asked for the cost of hybrid meetings, and what the harm would be to have two types of meetings available.
Mayor Knudsen stated that although hybrid meetings do not seem to be something the Council wants, they will continue to consider and evaluate the various options.
No one else came forward at this time.
Mayor Knudsen addressed the topic of hearsay and stated that she thinks and trusts that Councilmembers accurately report what people have said. She noted a Facebook post by a resident indicating that this resident had not received a response to her comments from Mayor Knudsen. Mayor Knudsen said she had responded to the resident via email in addition to engaging in a long phone conversation. As a result of the Facebook post, Mayor Knudsen said she stopped responding to this individual because it was not a good use of time.
Councilwoman Perron read a definition of hearsay stating that it is an out of court statement offered to prove the truth of the matter asserted. This is not a Court, but they are decision makers and as a lawyer, she cannot and will not accept hearsay as the basis of her decisions.
Mayor Knudsen said that residents have the right to contact their representatives noting their concerns in confidence. She said she respects the rights of people who feel threatened to remain anonymous and this desire is due to the level of relentless bullying and personal attacks on social media.
8. RESOLUTION TO GO INTO CLOSED SESSION
Ms. Young read Resolution #21-287 to go into Closed Session.
9. ADJOURNMENT
There being no further business to come before the Village Council, on a motion by Councilman Sedon, seconded by Councilwoman Reynolds, and carried unanimously by voice vote, the meeting was adjourned at 10:15 P.M.
_________________________________ Susan Knudsen Mayor
_________________________________ Eileen Young Deputy Village Clerk
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