20230131 - Village Council Special Public Budget Meeting Minutes

A SPECIAL PUBLIC BUDGET MEETING OF THE VILLAGE COUNCIL OF THE VILLAGE OF RIDGEWOOD HELD IN THE SYDNEY V. STOLDT, JR. COURT ROOM OF THE RIDGEWOOD VILLAGE HALL, 131 NORTH MAPLE AVENUE, RIDGEWOOD, NEW JERSEY, ON JANUARY 31, 2023 AT 5:00 P.M.

 

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

 

Mayor Vagianos called the meeting to order at 5:12 P.M. and read the Statement of Compliance with the Open Public Meetings Act.  At roll call, the following were present:  Councilmembers Perron, Reynolds, Winograd, and Mayor Vagianos. Also present were Heather Mailander, Village Manager/Village Clerk; Robert Rooney, Chief Financial Officer; and Olivia Dimitri of the Finance Department.  Councilmember Weitz arrived to the meeting at 5:13 P.M.

 

Mayor Vagianos led those in attendance in the Pledge of Allegiance to the flag.  He asked for a moment of silence in honor of Ridgewood resident, Michael Fidanza, who passed away recently. Mr. Fidanza once owned a restaurant on Broad Street and participated in Dad’s Night, Jamboree performances, and coaching.

 

2.         COMMENTS FROM THE PUBLIC

 

Andrew Lowry, 441 Hawthorne Place, stated that he is on the Shade Tree Commission.  He stated that the proposed budget for 2023 presented this evening by the Parks Department is an “aggressive” one.  They managed to refurnish 90 tree wells in the Central Business District (CBD) and plant 190 shade trees throughout the Village last year.  However, Mr. Lowry stated that the emerald ash borer still exists, which is destroying many ash trees in the Village (at least 100 trees per year).  He feels that they have gained a lot of momentum this year, and stated that it was important to “build upon” this, indicating that he was confident there would be a lot of “positive feeling” by anyone visiting the CBD and recognition of all of the work done by the Parks Department.  Not only should trees be recognized as part of the infrastructure of the Village, but trees should also be cared for and maintained.  Mr. Lowry said that it was critical to water these trees every week for the first two years, so that they may take root and thrive.  Mr. Lowry stated that the staff of the Parks Department is “stressed” and that more staffing is needed in that department in order to get all the work done.  He thanked the Village Council for their support.

 

George Wolfson, Sterling Avenue, said that he has always found budgeting to be a daunting task, which requires identifying the necessary items and “slaughtering a few sacred cows” occasionally.  He was speaking this evening to request that the Village Council not repeat past mistakes and to reasonably staff the Parks Department with adequate full-time employees.  He said that the Parks Department has been the “whipping boy” of budgetary cuts in the past, where funds allocated to them initially have been redistributed to other departments. 

Mr. Wilson stated that, prior to 1950, the Shade Tree Department had a staff of 23 people to maintain 15,000 trees, which had been planted.  Today, the department has “dwindled down” to a part-time department barely capable of maintaining Village assets.  He stated that manpower is frequently diverted to other tasks, such as general cleanup, leaf removal and snow removal.  He said that the current state of the shade tree inventory reflects years of poor maintenance and insufficient replacements.  Mr. Wilson said that, in 2022, approximately $300,000 was spent on new plantings, and he expressed the hope that this replacement program would continue for many years.  He concluded by stating that adding more staff to the Parks Department will not only protect the Village’s investment, but will also ensure the environmental benefits provided by a vibrant and healthy tree canopy.

 

Nancy Brennan Hill, 136 Doremus Avenue, stated that she felt the Village was “falling far short” of what it needs to do in order to maintain its trees.  A tree inventory, which is 85% completed, revealed that the count is down by approximately 4,000 trees.  Planting 600 trees a year for 10 years would bring the tree canopy up to par.  She asked the Village Councilmembers what they planned to do about the shortfall.  She stated that someone should be tasked with the sole job of managing the tree inventory; otherwise, the Village of Ridgewood will not look the same as it did in the past.

 

Marilyn Jacoby, 165 Glen Avenue, indicated that she supports all of the previous comments made this evening.

 

There were no further public comments.

 

3.         INTRODUCTION OF 2023 BUDGET PROCESS

 

Ms. Mailander began by stating that this evening’s meeting is the first of several budget meetings that will be held by the Village Council.  The next two budget meetings will be held on February 23 and February 24, 2023, beginning at 5:00 P.M.  If necessary, there may be a final budget meeting on March 6, 2023 at 5:00 P.M.

 

Ms. Mailander explained that the budget process started in July, when budget sheets were distributed to every Village department.  These sheets must be completed and submitted to Bob Rooney, Chief Financial Officer, by September.  Multiple meetings are held in the fall and in the beginning of the following year, so that preliminary budget figures can be discussed at the first budget meeting.  At that time, additional budget cuts are usually made.

 

Mr. Rooney said that, as in the past, the Village will be faced with some challenges this year, and some cuts will have to be made in order to arrive at a budget that will result in an acceptable tax increase.  He said that the figures presented this evening by various departments are currently 11% over the final adopted budget for 2022.  The challenges include some fixed costs that cannot be altered, such as pension costs which have increased almost 13%, utilities which have increased about 31%, and insurance, which has increased, by 25%.

 

Mr. Rooney then spoke about the Capital Account, which began with $19 million in overall budget requests from Village departments.  After the departments made concessions, this left $11.1 million in overall capital requests.  His target is $7.5 million, which is consistent with the past several years, leaving $3.6 million in cuts, which still have to be made.

 

4.         DISCUSSION ITEMS

 

            A.        REVIEW OF DEPARTMENTAL BUDGETS AND CAPITAL BUDGETS

 

                        1.         PARKS DEPARTMENT

2.         RECREATION DEPARTMENT

3.         GRAYDON POOL

 

Ms. Mailander stated that present at this evening’s meeting were Nancy Bigos, Director of the Parks and Recreation Department; Katie Frey, Recreation Supervisor; and Matthew Andreula, Supervisor of the Shade Tree and Parks Divisions.

 

Regarding the Operating Budget for 2023, Ms. Bigos stated that the needs of her department change as the needs of the Ridgewood community and the world change, based upon conditions such as climate change, increased flooding or the Covid pandemic, the latter of which demonstrated an increased need for both passive and active recreation.  Ms. Bigos indicated that there is a notable increase in the desire for open space, including parklands, facilities and amenities.  She stated that the Parks and Recreation budget was developed with a “frugal mindset,” acknowledging the challenges facing the Village this year.  She said that their budget has remained flat, with the exception of salaries.

 

Ms. Bigos said that staffing in her department is her top priority.  On September 21, 2022, staffing requests were sent to Ms. Mailander, outlining the needs of the Parks and Recreation Department. Due to the greater demand for special needs programming, continued expansion of programs and weekend events, people having more time for recreation since many now work from home, and people also desiring a healthier lifestyle, Ms. Bigos said that they would like to hire a Recreation Program Specialist.  This would be a professional Civil Service position, starting with a low salary of approximately $52,000.00. This employee would assist the department with programming, special event management, and technology (especially as the Board of Education’s Master Library software is merged with the Village’s field scheduling software, so that it becomes just one platform).

 

The maintenance of restrooms, facilities, fields, the Kasschau Shell, the View on Crest Road, and the Central Business District all place demands on her department.  Ms. Bigos said that as more people participate in recreation, more trash is left behind and more fields get worn down. Ms. Bigos stated that a Grounds Maintenance Worker 1 is required in her department as well.  The requirement to maintain a healthy tree canopy is of the utmost importance.  The lack of funding in previous years has created a serious condition in the Village.  Two Tree Maintenance workers are requested within the Shade Tree Division, who will perform inspections, tree pruning, sidewalk work, removals, treatment, as well as watering and feeding of the 15,000 trees within the Village, so that a healthy tree canopy can be maintained.

 

Ms. Bigos said after given directives to reduce costs regarding Other Expenses (OE) by either 5% or 10% (10% of which would be $24,000.00 or 5% which would be $12,000.00), they decided that reducing their request for horticultural supplies would be the best way to solve that problem. These supplies would include grass seed, fertilizer, seasonal plantings, and shrubs.  Regarding any reduction in salaries and wages, Ms. Bigos stated that any reductions in this area would be “crippling” to the Parks and Recreation Department.  Reducing salaries and wages by 10% ($115,000.00 total salaries and wages), would result in the elimination of the three positions which she is requesting this year for her department. 

 

A 10% reduction in OE for the Recreation Division would amount to $10,579.00.  Ms. Bigos indicated that she and her staff thought that this could be accomplished by eliminating summer bus transportation for the Summer Day Camp Program.  Ms. Bigos stated that, in past years, 350 children used this service, Monday through Friday, during the six-week program.  A 5% reduction in this OE line item would amount to $5,289.50. A reduction in temporary and seasonal salaries and wages within the Recreation Division would automatically result in a reduction in participants, staff, and revenue.

 

Councilmember Winograd asked how many children participate in the summer program, and Ms. Bigos replied that there are 600 children.  Ms. Bigos explained that transportation is provided to these children from the elementary schools to Maple Park East, with a return trip back to the schools afterwards.

 

Councilmember Weitz asked what the average ages of the children were, and Ms. Bigos replied that the children who reside in Ridgewood are entering grades 1 through 6 in the fall.  She stated that the transportation assists working parents. 

 

Councilmember Reynolds asked Ms. Bigos what percentage of the children use this transportation, and Ms. Bigos replied that approximately 80% or 350 children (out of the 600 who participate) use these services. 

 

Mayor Vagianos asked what the bus transportation costs.  Ms. Bigos replied that it was difficult to answer this question, since they are waiting to see what the participation will be this year, after attendance dwindled both during and after the Covid pandemic.  However, she stated that $18,000.00 was budgeted for this line item for 2023.

 

When questioned by Councilmember Winograd, Ms. Bigos replied that each family has the opportunity to elect the busing option.  When asked if the cost of the camp is still as reasonable as it had been when her children attended, Ms. Bigos replied that it is.

 

Councilmember Weitz said that his children attended the Summer Day Camp as well, and he remembers it being very affordable.  He asked if Ms. Bigos has considered charging more for families who elect to use the bus transportation, and Ms. Bigos replied that they could certainly consider doing so moving forward.

 

Mayor Vagianos stated that the proposed budget of the Parks and Recreation Department as presented this evening has already been trimmed significantly and, if left intact, would result in an unacceptable 11% increase in the Village’s tax rate.  He stated that trimming the budget by just 1% would amount to $750,000.00.  In order to reach the goal of a minimal 2% tax increase, the entire budget would need to be trimmed by approximately $7.5 million.  He stated that the Parks and Recreation Department's proposed budget includes an additional $250,000.00 request for salaries and wages.

 

Councilmember Winograd said that it was her understanding that part-time employees would not receive entitlements, and Ms. Bigos confirmed this fact.  Councilmember Winograd asked Ms. Bigos if she could use two part-time employees rather than one full-time employee.  There was a discussion about the duties and responsibilities of an employee in the Shade Tree Division versus those of an employee in the Recreation Division. Ms. Bigos stated that tree maintenance workers possess a special skillset, with knowledge of operating equipment and vehicles, cuts and weights, measurements, fallout, roping, rigging, and sharpening of saws.  Councilmember Winograd asked if any of the tree work could be outsourced.  Ms. Bigos said that this is currently being done within their Capital Budget.  When asked how much is being budgeted this year for outsourcing, Ms. Bigos replied that it is approximately $100,000.00 for treatment and removal of trees.

 

Councilmember Weitz asked if Ms. Bigos had calculated what the benefit costs would be for each new employee.  Mr. Rooney replied that 30% should be added to the $52,000.00 to determine what the total cost would be if that employee were to be hired.  Ms. Bigos replied that the three positions within the Parks Division would start at a salary of $42,000.00 each.  Adding the 30% in benefits, Councilmember Weitz estimated that each new employee would cost between $52,000.00 and $55,000.00 with salary and benefits.  Councilmember Reynolds recalled Ms. Bigos indicating earlier that the starting salary for the Recreation Program Specialist would be $52,000.00, and Ms. Bigos confirmed that this was correct.  The $42,000.00 starting salary would pertain to the two Tree Maintenance workers, as well as the Grounds Maintenance Worker 1.

 

Mayor Vagianos noted that the Tree Maintenance workers were listed at $49,488.00 in the budget documents. Ms. Bigos recalled that the salary range went from $42,000.00 to $49,000.00, so she said that she would have to recheck these figures.  Mayor Vagianos stated there would be an additional 30% added to the salary figures for benefits, and he asked if this 30% were included in the proposed budget.  Mr. Rooney replied that it was not and would not come into play until next year.  Ms. Bigos corrected herself by saying that $49,488.00 would be the base starting salary for the two Tree Maintenance workers, $42,000.00 for the Grounds Maintenance Worker I, and $52,000.00 for the Recreation Program Specialist.

 

Regarding the Capital Budget for the Parks Division, Ms. Bigos remarked that their priorities would be those items related to the Shade Tree Division.  These items would include the Mason dump truck and the plow.  Ms. Bigos stated that the scope and size of the work done by this division is substantial, and that is why this line item amounts to $108,000.00.  The second priority deals with two utility vehicles, which Ms. Bigos stated are well beyond their lifespan.  One vehicle is the Project Pride cart that was taken off the road and deemed inoperable by the Fleet Division at the end of last fall, and they are unable to order replacement parts.  The other vehicle is a 2014 utility vehicle used for field maintenance, performing small jobs around the parks, transporting equipment, grooming the sand at Graydon Pool on a daily basis in the summer, as well as sidewalk plowing during the winter months.  Replacement costs for these two vehicles is estimated to be $120,000.00.

 

For the benefit of the public, Mayor Vagianos explained that there is a proposed $11 million Capital Budget, which needs to be reduced to approximately $7.5 million to avoid a high tax increase.  He explained that Ms. Bigos is currently detailing to the Village Council what she cannot live without, and any cuts will be done at the end of the budget process.

 

Ms. Bigos said that the most important items for the Parks Division staff in the Capital Budget are the Mason dump truck and the plow.  Following those items, the next most important would be the two utility vehicles:  the chip truck and the hook.  Councilmember Reynolds asked if this line item came to $295,000.00, and Ms. Bigos replied in the affirmative.  They are next looking to replace the chipper for $102,000.00.

 

Ms. Bigos stated that included in this budget request is replacement of the discharge pump for Graydon Pool at a cost of $200,000.00.  The main discharge pump is located under the 12-foot diving dock.  This is used to pump the water out of Graydon Pool at the end of the season and discharge it into the sanitary sewer line, which ends up at the Water Pollution Control Facility.  Ms. Bigos stated that this pump is part of an “age-old infrastructure” that came with the original facility, probably in the 1940s. 

 

Councilmember Reynolds asked if a new pump could also be expected to last 80 years, and Ms. Bigos replied that the existing pump is “band-aided” right now and there are times when it will not operate at all.  She would prefer that the pump be replaced pre-season rather than have it break down in the middle of the summer.  Councilmember Reynolds remarked that the lifespan of the existing pump was remarkable.

 

Mayor Vagianos asked why this discharger pump, which is being held together with Band-Aids, is her number five priority and not her number one priority.  Ms. Bigos stated that it is her number one priority for Graydon Pool.  She said that she has priorities within each of her four divisions:  Shade Trees, Parks, Recreation and Graydon Pool.

 

Regarding the Shade Tree Division, Ms. Bigos indicated that her priority would be looking at tree removal regarding the emerald ash borer, as well as application of the second treatment to those ash trees, which can be saved, in the sum of $129,000.00.  This work would be outsourced.  The next priority would be a fall tree replacement program, at $100,000.00. 

 

Councilmember Reynolds pointed out that $100,000.00 is listed under “Shade Tree Planting,” and that priority number 11, Fall Street Shade Tree Planting, has an amount of $264,000.00.  She wondered if that was an error.  Ms. Bigos replied that she attended a Directors Meeting on Friday to review the Capital Budget with the CFO and Village Manager, and she stated that those items have already been reduced (originally $264,000.00, but reduced to $100,000.00).  Ms. Mailander explained that there was a meeting with Department Directors, at which time the Capital Budget was reduced from $18 million to $11 million. 

 

When asked how much one tree costs, by Councilmember Reynolds, Mr. Andreula replied that it depends upon the situation.  It costs more to plant a tree in the CBD, because the existing tree must be removed and the tree wells have to be prepared for the new planting.  When planting street trees at the requests of residents, it does not cost as much.  He estimated that it costs approximately $500 to $600 per tree if planted on the street, and about $1,200 to $1,500 per tree if planted in the CBD.  When questioned by Councilmember Reynolds, Ms. Bigos indicated that approximately 120 residential trees would be planted if the monies were allocated ($100,000.00).

 

Ms. Bigos indicated that they are requesting $42,000.00 to finish the tree plantings in the CBD (side streets of Oak and Walnut Streets).  She stated that there is also a watering contract in her Capital Budget request in the amount $45,760.00, which she indicated was crucial because of the large investment already made planting shade trees.  The new trees must be watered sufficiently so that they do not die.  Ms. Mailander remarked that the watering contract has been moved to the Operating Budget.

Ms. Mailander indicated that there are other items, for which money needs to be allocated.  One is the Maple Park turf replacement sinking fund, into which $50,000.00 is placed every year, so that monies are available when the turf needs to be replaced.  She mentioned that this is the fourth year that this has been done. 

 

Councilmember Winograd asked if anyone had ever spoken with the sports groups regarding a per player fee (contribution to the sinking fund).  Ms. Mailander replied that this is the first time she has ever heard of such a proposal, and Councilmember Reynolds said she has never heard of it either.  Councilmember Winograd explained that after the field was re-turfed, there was a discussion that the people utilizing the field, particularly the travel teams, would pay a per player fee, which would go into the sinking fund.  Ms. Bigos said that she would follow up on that conversation.  Councilmember Winograd asked how much money is currently in the sinking fund, and Ms. Bigos replied that there is currently $200,000.00 in the sinking fund.

 

Ms. Mailander continued by saying that another item for which monies should be allocated is the Phase II construction of the playground at Habernickel Park ($75,000.00).  She explained that the additional money will be required, because the price has gone up.  There are also monies to be allocated for the pavilion and dock that goes into the water at Kings Pond.  This is part of the diversion plan, which was provided to Green Acres for replacement of the recreational facilities, which were inadvertently removed from the South Broad Street playground area.  She mentioned that the Village is very close to satisfying the diversion, stating that it is now in Final Phase #1.  There will be a Final Phase #2, after which time it will be submitted and hopefully approved.

 

Mayor Vagianos asked if the $75,000.00 allotted for the playground at Habernickel Park is part of the $11 million proposed Capital Budget or whether it has already been taken out.  Ms. Mailander said that it has already been removed.  Councilmember Reynolds asked about #6 and #8 (pickup truck with plow).  Ms. Bigos indicated that those items were eliminated from the Capital Budget. Ms. Mailander added that the awning at the Stable was also eliminated.  Councilmember Winograd asked that item three (pavilion) be highlighted, since the diversion will be discussed in Closed Session, and Ms. Mailander said that this would be done. Mr. Rooney indicated that in the front of the budget binders is a summary of the items which were eliminated and the balance of what is left (column titled “Modified by Village Manager and CFO).”

 

Ms. Bigos thanked the Village Council for their support and for the opportunity to serve the Ridgewood Community.  Mayor Vagianos thanked Ms. Bigos for her wonderful service to Village residents of all ages.  He asked her to please prioritize her Capital Budget requests (department wide) so that the Village Council is aware of what is at the top of the list and what is at the bottom.  He said that he would like to see this either this evening or at the time of the next budget meeting.

 

                        4.         PROJECT PRIDE

                        5.         COMMUNITY CENTER

 

Ms. Bigos indicated that she did not include Project Pride and the Community Center in her presentation. She stated that Project Pride and the Kasschau Shell are volunteer-run organizations, which seek support from the Village for supplies and programming.  These two committees administer these programs.  She said that the Community Center has Other Expenses and salary for a Program Coordinator. 

 

Mayor Vagianos felt that the proposed budgets for the Community Center, Project Pride and Kasschau Shell were rather succinct and self-explanatory, and the amounts were the same as last year.  He asked if anyone had any questions, and there were none.

 

                        6.         ZONING BOARD OF ADJUSTMENT

                        7.         PLANNING BOARD

                        8.         ENGINEERING

 

Regarding the Operating Budget for 2023, Christopher Rutishauser, Director of Public Works and Village Engineer, indicated that he had some budgets sent to him this afternoon but was unable to print them because the Engineering Department is out of toner for the printer.  Mr. Rutishauser said that the Zoning Board of Adjustment is a “busy board,” holding meetings two to three times a month (if there is a fifth Tuesday in a month).  The Planning Board has been slow, and a number of meetings have been cancelled due to a lack of applicants.  Mr. Rutishauser said that he does not see much changing in terms of the volume for the Planning Board.  However, he said that the Zoning Board has a multi-month backup on applications.

 

Mayor Vagianos asked about line item 028, Other Professional Services, where there was a dramatic increase from last year.  The actual expenditure was $12,500.00 for last year, and this year they are requesting $27,000.00.  Mr. Rutishauser explained that Other Professional Services usually encompass the fees charged by Mr. Whitaker, Board Attorney, and John Barre of Heyer, Gruel & Associates, Professional Planners, in the Zoning Board of Adjustment’s budget.  The new planner’s fees are higher than those of the former planner, and the former planner has retired.  Mr. Rutishauser stated that some of the applications that the Zoning Board has been receiving are very complex, for example, an auto body shop on South Broad Street.  There has already been one hearing regarding that application, and he anticipates that there will be at least two or three more hearings, with expert testimony being heard.  Mr. Barre has been asked to attend those meetings.

 

Regarding the Capital Budget for Engineering, Mr. Rutishauser explained that it contains a request for paving funds.  Ms. Mailander remarked that $2 million has already been allocated for paving.  Mr. Rutishauser reported that the bid document for the Village’s capital paving has been advertised and four packets have already been picked up by contractors.

 

Councilmember Reynolds asked what is involved in the drainage improvements at Morningside Road and Fairmont Avenue.  Mr. Rutishauser replied that there is an undersized pipe in that area, which causes backwater flooding onto private property.  They want to increase the size of the pipe.  He said a large majority of the Village’s stormwater drainage pipes are undersized and made of poor quality material (corrugated metal piping).  Deputy Mayor Perron asked why they chose to do work in this particular area rather than somewhere else.  Mr. Rutishauser said that he has received many complaints from neighbors in this area.  He relies upon residents to notify him of any failures in the drainage system.

 

Ms. Mailander pointed out that the work at Morningside and Fairmont has been taken out of the Capital Budget.  She read off the items that are currently being presented to the Village Council:  concrete sidewalk and drainage repairs of $50,000.00; $2 million which has already been appropriated for paving; $1 million for construction of sidewalks on West Glen Avenue; $10,000.00 for the pedestrian beacon light/radar repairs; and $500,000.00 for improvements at Schedler Park.

 

Mayor Vagianos asked if the $500,000.00 for Schedler Park improvements would complete the project.  Mr. Rutishauser clarified that these monies would be added to funds which are already encumbered, and all of the funds should cover what is being proposed at the February 1, 2023 Village Council meeting.  Mayor Vagianos asked if those plans included a small-sided grass field.  Mr. Rutishauser said that he felt they could be “close enough” to construct one of the larger fields on the Schedler property. When a question was raised by Councilmember Winograd as to what specific elements of the project would be covered by these monies, Ms. Mailander replied that the additional $500,000.00 would be strictly allocated to the proposed field.  

 

Ms. Mailander indicated that other items presented for consideration by the Village Council this evening included drainage improvements along the walking track at Veterans Field, security cameras at The View on Crest Road, and drainage improvements on Hope Street.

 

Regarding the sidewalks on West Glen Avenue, Councilmember Reynolds asked what would be done with the $1 million which is proposed to be allocated towards this project.  Mr. Rutishauser stated that they are at the most expensive stage of the project, because they have to construct retaining walls at various adjacent properties. Jovan Mehandzic is currently designing the retaining walls.  They are in the process of choosing a rock material to be used for the walls, which will hopefully be approved by the property owners, and then negotiations will begin with the residents so that the project can proceed. 

 

Councilmember Reynolds asked if any part of the $500,000.00 includes work on the proposed sidewalk construction from Maple Avenue to the train trestle on West Glen Avenue.  Mr. Rutishauser replied that they are currently concentrating on the properties from the train trestle up to Monroe Avenue.  He referred to a request made at a Citizens Safety Advisory Committee (CSAC) meeting pertaining to the East Glen sidewalks, which Ms. Mailander indicated has been removed from the proposed budget.

 

Councilmember Reynolds asked if the residents had to pay for any of this sidewalk work, and Mr. Rutishauser replied that they do not.  All expenses will be paid for by the Village.  She asked what would happen if one of the neighbors decided they didn’t like the stone picked out for the retaining wall.  Mr. Rutishauser indicated that, in that event, he would discuss the issue of eminent domain with Ms. Mailander and Mr. Rogers.  Councilmember Reynolds felt that the ultimate decisions regarding the material used for the retaining wall should be made by the Village.  Mr. Rutishauser agreed, but stated that some of these neighbors have created their own little parking spots along that portion of West Glen Avenue, and they are trying to accommodate both the sidewalk needs for the Village and the parking needs of the neighbors. 

 

Councilmember Winograd asked if any of these spots are located within the right-of-way, and Mr. Rutishauser stated that they were.  She asked if this phase of sidewalk construction went all the way down to Oak Street, and Mr. Rutishauser reiterated that it only went from the train trestle up the hill to Monroe.  Councilmember Winograd asked if people will have to walk on the grass in the area from the train trestle down to Maple Avenue, and Mr. Rutishauser replied that that area is slated for a future project.  Mr. Rutishauser added that a sidewalk cannot be constructed outside of what used to be 141 West Glen Avenue, which currently has two homes on that site, because there is an open ditch in that location  which is considered “Open Waters of the U.S.”  He has had conversations with the NJDEP about the possible installation of a pipe, and the NJDEP steadfastly refused to give approval for that.  When questioned by Deputy Mayor Perron, Mr. Rutishauser confirmed that this proposed work (sidewalks from the trestle to Monroe) was only going to be done on the south side of West Glen Avenue.

 

Mayor Vagianos asked if the Village has to start the sidewalk construction this year, and Mr. Rutishauser replied that that was up to the Village Council.  Ms. Mailander added that they want to finish the project, since sidewalk construction on the other side of West Glen Avenue was completed in 2022. 

 

Mayor Vagianos asked Mr. Rutishauser to explain the 2023 street resurfacing and reconstruction for $2 million.  Ms. Mailander replied that these monies have already been appropriated via a Bond Ordinance.  Councilmember Winograd asked about the sidewalks on the north side of West Glen Avenue.  Mr. Rutishauser replied that the sidewalks on the north side, or westbound direction, were constructed from Monroe down the hill to Alpine Terrace.  He explained that the section from 141 West Glen Avenue to Heights Road will have no sidewalk because of the streambed. Under this new appropriation of $500,000.00, they want to continue sidewalk construction in the eastbound direction down to South Hill Road.  Councilmember Winograd asked what would occur at South Hill Road, since that location was a “disaster” for pedestrians trying to cross the road.  Mr. Rutishauser replied that they are looking to improve crossing in that area with a flashing pedestrian crossing sign.

 

Mayor Vagianos asked Mr. Rutishauser if there is a corresponding sidewalk on the opposite side of West Glen Avenue where this new sidewalk construction is contemplated, and Mr. Rutishauser replied that there is not.  He explained that the two lots at 141 West Glen, which used to be one lot, have a “boulder ditch” in front of the two existing homes, along with a bridge over a stream which is used as ingress and egress to those properties.  Sidewalks cannot be constructed in this location, but there are sidewalks on the opposite side of the street.

 

Councilmember Winograd stated that the south side of West Glen Avenue is very hazardous for walking, particularly around Heights Road.  She asked if pedestrians should be encouraged to walk on the north side. Mr. Rutishauser said that people can walk on the north side or westbound direction, around the Alpine Terrace area where sidewalks were constructed two years ago.  Concerning safety, Mr. Rutishauser said that he would look into establishing some crosswalks on West Glen Avenue.  However, he pointed out that West Glen Avenue is a road owned by Bergen County.  He said that if some pedestrian-activated crosswalk warning signs were to be installed, these would need to be approved by the County, especially if the Village were to bear the expense.

 

Deputy Mayor Perron asked Mr. Rutishauser if he was confident that the “steep slope” in front of some of the homes on West Glen Avenue would not be undermined if they cut into the south side of the road.  Mr. Rutishauser replied that the slope would not be undermined and he was confident that adequate retaining walls could be built.  Deputy Mayor Perron then asked if the NJDEP would allow the construction of a walking bridge over the open waters located by 141 West Glen Avenue. Mr. Rutishauser said that he can ask the NJDEP again, but stated that when the 141 West Glen Avenue project came before the Planning Board, the United States Geological Survey “quad sheet” showed that the ditch represented “Open Waters of the U.S.”

 

Councilmember Winograd asked if there was any financial relief that could be obtained from Bergen County for this sidewalk construction.  Mr. Rutishauser replied that the County considers West Glen Avenue a public road from curb face to curb face.  Anything beyond the curbline is the responsibility of the municipality.  Councilmember Winograd asked if there were curbs on West Glen.  Mr. Rutishauser said that if the Village wants to install curbs on a County Road, the Village must perform the work and bear the expense.  Councilmember Winograd asked how high the retaining walls would be.  Mr. Rutishauser replied that they would range from four to five feet tall.  Once the design is completed, it will be brought before the Village Council for consideration for a Title 59 Resolution, before discussion with the affected residents.

Councilmember Reynolds asked about the $100,000.00, which was taken out of the proposed budget for replacement of the Kingsbridge Lane Bridge.  Mr. Rooney replied that these monies were allocated for evaluation of the bridge.  Mr. Rutishauser further clarified that an engineering firm was retained, which indicated that they would be able to prepare plans and specifications to repair the bridge rather than replace it. This firm has provided him with a signed and sealed statement indicating that the bridge, in its current configuration, does not need to be retrofitted in order to make it ADA (Americans with Disabilities Act) accessible. This firm is in the process of preparing the bid documents. Mr. Rutishauser recalled that it cost approximately $40,000.00 to retain this engineering firm. He stated that it will cost the Village a lot less to repair the bridge, than to replace it. 

 

Councilmember Reynolds wondered if any monies were to be allocated in 2023 for the bridge.  Mr. Rutishauser said that he did not think so, but that he believes monies were budgeted in prior years for this purpose. Councilmember Reynolds recalled that the sum of $100,000.00 was allocated last year, out of which $40,000.00 was spent on the engineering firm, so there should be a balance left of $60,000.00.  Mr. Rooney confirmed this and stated that if the bid comes back in an amount less than $60,000.00, they will be able to move forward with the Kingsbridge Lane Bridge repairs.  Councilmember Winograd asked if there was a time limit within which the bid has to be sent out, stating that this area is related to the Schedler property discussion the engineering firm to find out their timeline.

 

                        9.         TRAFFIC & SIGNAL

 

Regarding the 2023 Operating Budget for Traffic & Signal, Mr. Rutishauser explained that some expenses have increased for materials and supplies due to inflation.  They are going through a lot of signs and sign blanks. There are some signs which are faded throughout the Village, and there is now a resident who is bringing those signs to their attention.  There is also a significant expense for conferences and meetings, since the staff in the Traffic & Signal Department were not able to get certified in the repair of traffic signals during the Covid pandemic, and they must catch up on their training.  Mr. Rutishauser stated that the training and certification are critical.  There are 18 traffic signals in the Village, and certification of staff is critical whenever litigation occurs.  If a traffic accident occurs as a result of an allegedly faulty traffic signal, it is important that he be able to prove that Village employees are properly trained and certified to adjust the timing of traffic lights and to repair the signals.

 

Deputy Mayor Perron asked about item 026, Maintenance of Other Equipment in the Traffic & Signal budget, in the amount of $19,400.00, stating that last year the same line item was only approximately $2,000.00.  Mr. Rutishauser replied that he is not sure if all of the bills from 2022 have been paid.  He indicated that he just signed a stack of vouchers, many of them related to 2022.  Bills are still being received from vendors, which will be processed by his department and then forwarded to the Finance Department for payment.  He is hoping that these are reflected in the “2022 Actual.”

 

Richard Tarleton, Supervisor of Traffic & Signal, indicated that Jim O’Connell, the former Supervisor of Traffic & Signal, has retired, and he was doing inspections of the fire alarm systems in the Village.  Therefore, Mr. Tarleton has put money into the budget for interior fire alarm inspections and fire extinguisher inspections under the Building Maintenance Account. Mr. O’Connell previously did these inspections, but since his retirement, the inspections can no longer be done in-house.

 

Councilmember Winograd asked how many employees in the Village have commercial driver licenses (CDLs).  Mr. Rutishauser said that he would have to look up that information, since he is one of the three Designated Employee Representatives (DER) of the Village. The other two are Nancy Bigos and Rich Calbi.  The reason this title is so “exalted” is that, if someone fails a urinalysis test, one of the DERs has to deal with it on behalf of the Village.  He will research the answer to Councilmember Winograd’s question and report back to her.  Ms. Mailander added that the majority of Blue Collar Union employees in Ridgewood do possess a CDL. Mr. Rutishauser agreed, citing employees of the Signal, Water Pollution and Streets Departments.

 

Mayor Vagianos noted that the proposed 2023 budget increases salaries for the Traffic & Signal Division employees by approximately $150,000.00, which he stated was quite significant since the salaries last year amounted to approximately $562,000.00 and the salaries for 2023 amount to $712,000.00.  Mr. Rutishauser explained that two new full-time employees were hired in mid-2022, replacing a number of part-time employees.  These employees started working for the Village in approximately October.  Mr. Tarleton added that there are “title changes” which were made for the employees, and stated that there is an amount of about $12,000.00 for these title changes.  He said that the exact numbers are not known yet, so that is the reason for the $12,000.00 line item in the budget.

 

When asked by Mayor Vagianos how much these new employees are paid, Mr. Rutishauser replied that “Laborer First Step” employees are paid $52,000.00.  Mayor Vagianos asked how much part-time staff are paid.  Mr. Rutishauser replied that there is one permanent part-time employee (limited to 28 hours per week), who started working for the Village in August 2022.  No new employees will be hired in 2023 for the Traffic & Signal Division.

 

Deputy Mayor Perron asked if the overtime costs of $40,000.00 in the Traffic & Signal Division could be reduced in any way.  Mr. Rutishauser replied that a lot of that overtime was incurred, unfortunately, when drunk drivers damaged traffic signals.  He stated that these accidents generally occur after work hours or on the weekend, which necessitates three or four employees being called in to repair the damage during off hours.  Deputy Mayor Perron also asked whether the on-call cost of $32,000.00 could be reduced.  Mr. Rutishauser explained that there is an employee on call to respond to emergencies (two hours a day, seven days a week).  Ms. Mailander added that this is contractual.

 

Regarding the 2023 Capital Budget for Traffic & Signal, Ms. Mailander stated that the items which were left in the proposed budget are litter cans for the CBD ($60,000.00), Street Services building fire escape, Recycling Center bathroom upgrade (heat), Police & Fire radio upgrade, thermal line striping, one traffic signal controller, two crosswalk flashing signs, and radar speed signs.  She indicated that the Councilmembers should look at the list designated as “Presented to Council.”

 

Councilmember Winograd stated that the litter cans in the CBD have not held up well and asked Mr. Rogers if there were any legal remedies that the Village could pursue against the vendor, which sold the cans to the Village.  She wondered if the Village could get any “reclaimed value” for the existing cans and then upgrade to a better quality can.  Mr. Rogers indicated that he would first need to see the original invoices.  Councilmember Winograd was concerned about the uniformity of the trashcans in the CBD, and Ms. Mailander stated that this will be discussed at a Village Council meeting.

 

When questioned by Councilmember Winograd, Mr. Rutishauser replied that between 70 and 80 trashcans would be needed, just in the CBD.  He said that the trashcans at Maple Park have held up pretty well (heavy black wrought iron can with a rounded top).  When asked if the trashcans would be bolted in place, Mr. Rutishauser said that he would have to study the locations to see where the cans can be bolted down.  He will double check with the Police Department regarding the new proposed trash cans.  He recalled that the Police Department previously recommended the lighter weight cans, which have not held up as well as expected.

 

Deputy Mayor Perron asked if the staff can lift the heavy black cans at Maple Park.  Mr. Rutishauser replied that the lid opens up and all they need to do is reach in and remove the trash bag.  The physical container is not lifted at all.

 

Councilmember Winograd asked whether or not furnishing some recycling cans in the CBD has ever been discussed.  She feels that there should be more of a presence of public recycling in the CBD.  Deputy Mayor Perron asked if this would just be greenwashing (the act or practice of making a product, policy or activity appear to be more environmentally friendly).  Councilmember Winograd said that partnering with the businesses and perhaps furnishing two to three recycling cans would be a good first step.  Ms. Mailander mentioned that she was not sure there was any money budgeted this year for that purpose, unless the Village Council decided otherwise.

 

           

 

            10.       BUILDING MAINTENANCE

 

Mr. Rutishauser explained that Building Maintenance includes the custodial services for Village buildings.  There are two custodians who take care of Village Hall as well as the Lester Stable.  He explained that the custodians will break down and set up for Village Council meetings and then will set it up for Municipal Court hearings. They also clean and maintain the aging infrastructure. Mr. Rutishauser mentioned that several employees are very good at working on HVAC systems, and the HVAC system at Village Hall is having problems, due to its age.

 

                        11.       WATER POLLUTION CONTROL FACILITY

 

Regarding the Water Pollution Control Facility (WPCF) Operating Budget for 2023, Mr. Rutishauser explained that there is no request for any additional hires in the 2023 budget, since staffing is at a good level.  He said that many costs are related to maintenance of the plant.  Mr. Rutishauser stated that the plant was last upgraded and finished in 2005 and is fast approaching the 20-year mark.  He said that the 2005 upgrades cost approximately $18 million.  He said that WPCF staff is constantly trying to fix as much of the infrastructure as possible, before outside vendors are brought in. However, they had to use an outside vendor for the bar screens that were damaged during Hurricane Ida, and some digester shaft mixers need to be repaired.

 

Councilmember Weitz noted some big increases for contractual services and chemicals.  Mr. Rutishauser said that prices for chemicals have gone “through the roof.”  He said that 2023 would have been the second year of a two-year bid, and they usually ask the vendor if they would like to continue for the second year of the contract.  Mr. Rutishauser said that this vendor refused to provide chemicals for the second year of the contract, because prices increased significantly.  Therefore, it was rebid and the amount of that bid is what is reflected in the 2023 budget.  Regarding Other Contractual Services, Mr. Rutishauser said that he believed this reflected sludge disposal costs.  He stated that one to two loads of sludge per day are trucked to Passaic Valley and that tolls are incurred during each trip. Councilmember Weitz noted that there was a $110,000.00 price increase, and Mayor Vagianos noted that this cost basically tripled.

 

Deputy Mayor Perron remarked that these costs were $45,000.00 in 2022, and for 2023, it is $152,000.00.  Mr. Rutishauser explained that “sludge” was usually listed as a separate line item, but they added the charges for the approximately 56 homes in the Village that go to the Northwest Bergen County Utilities Authority (approximately $28,000.00).  Mr. Rooney stated that he would find out where this was posted in the budget last year, so that the Village Councilmembers may better compare this charge year over year.  He stated that the sludge hauling may have been attributed to a different department.  Mayor Vagianos asked if the costs for sludge hauling tripled, and Mr. Rutishauser said that he is aware the costs have increased, but wasn’t sure whether it had tripled.

 

Mr. Rutishauser indicated that they are also renewing the plant-operating permit, and he estimated that this would come to approximately $7,500.00.  Laboratory analysis services are also included in the budget, which are sent out to bid.

 

Regarding the Capital Budget for 2023 for the WPCF, Ms. Mailander asked the Village Councilmembers to look at the list under “Presented to Council.” She mentioned that most of the items need to remain in the budget, because the items deal with work on pumps, digesters and screens.  Mr. Rutishauser said that they are seeking $1.5 million for the second part of their new bar screens. The plant’s bar screens were severely damaged by the rapid inflow caused by Hurricane/Storm Ida.  Plant staff have tried to do “workarounds” as much as possible. They have contracted with a vendor to provide the screens, and this $1.5 million will satisfy the second half of the contract. 

 

Mr. Rutishauser indicated that they are also requesting $200,000.00 for addressing copper contamination.  They have noted such contamination at the WPCF in the effluent and, after extensive research and testing, their Lab Manager has determined that the source of the copper comes from Graydon Pool.  Mr. Rutishauser has noticed the correlation in the rise of copper contamination at the WPCF when Graydon Pool discharges water to the wastewater treatment system.  The reason for this is because copper sulfate is used to treat the water at Graydon Pool.  They are requesting funding so that a precipitating agent can be introduced to settle the copper into the sludge, so that it is not detected in the final effluent readings of the water that discharges into the Ho-Ho-Kus Brook.  If this is not done, the NJDEP will “slap their hands” and fine the WPCF for exceeding the acceptable levels.  In that event, the WPCF will not be able to accept any more discharge from Graydon Pool.

 

Ms. Mailander stated that the other big item is the replacement of Truck #50.  Mr. Rutishauser explained that Truck #50 is a 2011 heavy duty pickup truck which is used for snow plowing.  It suffered some damage last winter during a snowstorm.  It has been repaired but is not “top notch” anymore.  He indicated that once the order is placed for a new truck, they do not expect to obtain possession of it until 2024.

 

Ms. Mailander said that the other items include a spare primary sludge pump, replacement doors on the screenhouse, replacement of a kitchen oven range, and pumps for the sludge boiler.  She mentioned that all of these items need replacement, since they are now past their life expectancy.  Mr. Rutishauser gave a shout out to Jeremy, a very skilled welder who works in the Signal Division, for his efforts in repairing the sludge boiler.

 

12.       FLEET SERVICES

 

Mr. Rutishauser explained that the proposed Operating Budget for Fleet Services contains costs for supplies and parts, which have increased considerably since last year.  He said that tires have also gotten more expensive. Mayor Vagianos asked about the cost for Police Vehicle Maintenance, stating that it was zero in 2022 and rose to $150,000.00 for 2023.  Mr. Rutishauser explained that police cars are some of the most difficult vehicles to maintain, since they are used 24/7/365.  A number of Chevrolet Tahoes are in the fleet, which have not performed as well as expected.  They seem to need a lot of engine work, and seats are being replaced at 40,000 to 50,000 miles, which are expensive.  Mr. Rutishauser added that bodywork is required if one of the police cars is involved in an accident, some of the cost of which is reimbursed by insurance if the other driver was at fault.

 

Mayor Vagianos again asked why there were no expenses for same in 2022.  Mr. Rutishauser said he was not sure, but stated that Fleet Services is always fixing police cars.  He said that a new engine had to be installed in the police undercover car in 2021.  Mr. Rooney added that, in 2022, these costs were “buried” in other pieces of the budget and that it was listed as a separate line item this year because it has gotten so expensive to fix these vehicles.  Mr. Rutishauser mentioned that Michael Junta, Supervisor of Public Works, told him that a lot of the work on the police vehicles was covered by warranty in the past, but that these cars will be out of warranty very soon.  He stated that the Police Department has been very proactive and are waiting to see how well the recently purchased Durangos perform for them.

 

Deputy Mayor Perron noted that, in 2022, the purchasing of tires cost $7,326.00, and in 2023, there is $82,000.00 being budgeted for tires.  Mr. Rutishauser stated that he felt the number for the prior year is inaccurate, and that probably close to $40,000.00 was spent for tires in 2022.  Mr. Rooney added that there are some bills that have not been included in the budget, because they were received after their departmental budget was submitted to the Village Council, so that number will be higher.  Mr. Rutishauser indicated that loader tires cost approximately $4,000.00 each, depending on what machine it is.  The tires on the loaders are beginning to wear down and they anticipate replacing many of them this year.

 

Councilmember Winograd asked about the Professional Services and Dues line item, which shows a negative figure on the proposed budget.  She asked if he is anticipating any bills to be received.  Mr. Rutishauser indicated that some mechanics in Fleet Services belong to a couple of organizations, and they may ask for reimbursement for their dues.

 

Regarding the Capital Budget for Fleet Services, Ms. Mailander indicated that there are no items to be considered at this time.

 

                        13.       YARD WASTE RECYCLING

 

Mr. Rutishauser explained that yard waste is picked up curbside, and it consists of brush and grass clippings, during the season.  This is separate from the leaf collection program.  Grass clippings, which are picked up, must be disposed of within a day or two, as mandated by the New Jersey Department of Environmental Protection (NJDEP).  Yard waste and grass clippings are hauled to a receiving facility in West Milford.

 

Regarding the Operating Budget, Councilmember Weitz asked why there is such a large increase in salaries.  Mr. Rutishauser stated that no new employees were hired in 2022, and they actually had trouble finding available workers.  Councilmember Reynolds noted that the salary category was up almost $100,000.00.  Mr. Rooney explained that two part-time employees became full-time employees.  This year’s proposed budget reflects the salaries for two full-time employees, plus $95,000.00 for part-time employees.  Mr. Rutishauser said that he would like to continue doing what they have done in the past, which is to hire part-time workers, anticipating that they will have better success this year in finding people who want to work.  He anticipates that Tom Landers, a retired Ridgewood Police Captain and one of their truck drivers, will return this year.  He works for the Village about nine months out of the year.  The advantage of hiring a part-time employee is that the Village does not have to pay benefits. 

 

When questioned again by Mayor Vagianos, Mr. Rooney said that he believed that the $95,000.00 can be taken out of the budget, because that figure is included in the full-time salary line item.  Mr. Rutishauser stated that he would like to use the $95,000.00 to hire two part-time workers to collect yard waste.  He said that the part-time salaries have increased.  Drivers with a CDL are paid $20.00 per hour, and those without a CDL are being paid $18.00 per hour.  It was decided that the $95,000.00 figure would be reduced by $45,000.00.

 

Councilmember Winograd asked what would happen if the Village did not pick up yard waste or leaves.  Mr. Rutishauser said that yard waste consists of grass clippings, brush, and bush trimmings.  He mentioned that many Ridgewood residents employ landscapers who provide that service to them.  Councilmember Winograd asked Mr. Rutishauser if he could estimate how many homes require yard waste pickup, and Mr. Rutishauser estimated that approximately 40% to 45% of residents required municipal yard waste pickup.  He said that the costs for brush and yard waste pickup can increase dramatically after a storm event.

 

If leaves were not picked up by the Village, he said that he is not sure what the residents would do with the leaves. Mr. Rutishauser stated that Ridgewood is densely populated with trees, and about 28,000 cubic yards of leaves are picked up every fall.  If the leaves are just left as is, he felt that the Village would look quite unsightly.  He mentioned that some towns such as Allendale and Wyckoff have wooded lands separating homes, and many times residents dispose of vegetative waste in those areas for decomposition.  He said that the lots in Ridgewood are smaller, and there are not as many areas where this could be done in the Village.

 

Mayor Vagianos noted that disposal fees increased from $76,000.00 in 2022 to $107,000 in 2023.  Mr. Rutishauser said that this was bid out and there are not a lot of companies that perform this type of service.  He said that he has to make sure that the vendor has a proper and valid NJDEP permit.

 

Deputy Mayor Perron asked how necessary the purchase of Department of Public Works (DPW) equipment is, for $29,000.00.  She mentioned that she was having difficulty understanding the “detail” for this line item.  Mr. Rutishauser stated that they are currently in negotiations to replace the mill in the tub grinder, which is damaged, and that will cost approximately $34,000.00.  Mr. Rooney pointed out that the individual listings for 2022 are components of the tub grinder; they were put on one line for 2023 rather than breaking down all of the components.  This line item represents what they anticipate repair costs to be for the tub grinder.  Mr. Rutishauser said that the components consist of the hammer and flails, which get worn down as materials are processed with the tub grinder. 

 

Mr. Rutishauser explained that, currently, leaves are processed under an arrangement with Downes Tree Service (DTS), because the Village tub grinder is inoperable and has not worked for the last two months.  He said that the NJDEP has been pressuring them to get the leaves processed.  DTS should finish processing the leaves hopefully by the end of this week.  Mr. Rutishauser said that the tub grinder needs to be repaired, before the next yard waste season.  The yard waste is run through the tub grinder, which results in mulch-like material, which the receiving vendor will accept.

 

14.       STREETS     

 

Mayor Vagianos asked about Other Contractual Services in the Streets Operating Budget, which went up $150,000.00.  Mr. Rutishauser stated that, fortunately, there has been no accumulation of snow during the past few months.  However, provisions have been made in Other Contractual Services for snow removal. So far this year, nothing has been spent regarding snow removal.  For this winter season, they did not bid out supplementary help for the plowing workforce.  Instead, they are enlisting the help of employees from Ridgewood Water to help with plowing.  Mr. Rutishauser believes that there will be enough staff on hand in the event of a snowstorm.  This system worked well for a number of snow events last year, so use of the outside plowing contractor was minimized.

 

Mayor Vagianos asked if the entire sum of $186,000.00 was budgeted for snow removal.  Mr. Rutishauser explained that this budget item includes the winter weather service (that is shared with Ridgewood Water), snow removal, County reimbursement, and other things.  They no longer bid out for the collection of leaves in Area B.  It was bid out this year, but the bid received was very high (about $120,000.00).  They determined that it would be less expensive to perform these services in-house with overtime (about $48,000 per Mr. Junta).  He said that figure might increase, because money must be spent on overtime for employees helping DTS to process the leaves on Saturday.  Mayor Vagianos asked if $130,000.00 would be saved if it does not snow at all this winter.  Mr. Rutishauser said that some money would be saved, but he would recommend that any money not used for that purpose be put into a Snow Trust account, to be used during a season when there is excessive snowfall.

 

Councilmember Winograd asked where the balance is indicated in the Snow Trust, and whether or not the balance just rolls over from year to year. Mr. Rooney replied that this will be reviewed at the final budget meeting.  He is unsure of what the balance in the Snow Trust is at the current time, but he will get her that information.

 

Regarding the Capital Budget for Streets, Mr. Rutishauser indicated that they are seeking funding to replace one of their International hooklift trucks.  He stated that the International series of trucks, which the Village has purchased over the past few years, have had very poor service lives and frequently break down.  This truck is used for snowplowing, salting with a salter body, and for leaf collection.  Mr. Rutishauser said they initially sought funding for two trucks, but it was whittled down to one truck during the budget discussion process.  Mr. Rutishauser added that both International hooklift trucks are currently inoperable and will be sold as scrap on GovDeals.com shortly.

 

Ms. Mailander said that the other vehicle is a Mason dump truck for which they are seeking funding.  Mr. Junta stated that the Mason dump truck they currently have is a 2011 model with 90,000+ miles, and it is used to pull the “hot box” around and for snowplowing and leaf collection.  The truck is quickly approaching an inoperable condition.

 

                        15.       UTILITIES AND GASOLINE

 

Mr. Rutishauser stated that a lot of diesel and regular gasoline is used by the Village fleet and that Ridgewood is subject to the economy just like everyone else.  However, he stated that the Village is fortunate not to have to pay motor fuel taxes on the diesel fuel and gasoline which is used in vehicles owned by the Village, since it is a government entity.  This saves the Village approximately 50 to 70 cents a gallon.

 

Deputy Mayor Perron pointed out that the “actuals” were so much less in 2022 than what was budgeted this year for telephone, petrol and street lighting.  She asked if the proposed budget figures for 2023 could be reduced, based upon the actual numbers in 2022.  Mr. Rooney indicated that he still has invoices to process, stating that they are usually a month behind.  He also stated that costs have increased drastically over the past couple of months, so he anticipates that the costs will be higher than the actuals for 2022. Regarding the telephone detail, Deputy Mayor Perron pointed out that it indicated $142,000.00 for emergency services.  She asked why that was the only department that is listed in the proposed budget. Mr. Rooney replied that they just did not do a breakdown by department.

 

Councilmember Winograd asked what the carryover is for invoices, whether it was 30 days or quarterly.  Mr. Tarleton replied that departments are encouraged to submit invoices in a timely manner.  There is a process for requisitions that are put into the system, referred to as “blanket orders.”  If $4 million is budgeted for petrol, he asks departments to submit a $1 million “blanket order” which is “eaten away at” as time goes on.  However, when there are significant jumps in the cost of fuel, the blanket order is depleted quickly.  Mr. Rutishauser added that the Village has underground fuel storage tanks, each with a capacity of approximately 12,000 gallons.  From experience, he has learned to keep an eye on the weather.  If there is an impending hurricane, he will instruct Mr. Junta to “top off” the underground tanks.  This was useful during Hurricane Sandy and Hurricane Irene.  Fuel was lent to Valley Hospital for their emergency generators during those hurricanes.

 

Deputy Mayor Perron asked about the detail for street lighting, which is described as “gasoline” at the top, which she did not understand, because she thought lighting would be generated by electricity.  This was determined to be an error.

 

Mayor Vagianos called a ten-minute recess.  A roll call was taken after reconvening, and the following were present:  Councilmembers Perron, Reynolds, Weitz, Winograd, and Mayor Vagianos. Also present were Heather Mailander, Village Manager/Village Clerk; Robert Rooney, Chief Financial Officer; and Olivia Dimitri of the Finance Department.

 

                        16.       M.I.S.

 

Dylan Hansen, Director of IT, reviewed his proposed Operating Budget for 2023.  He indicated that the biggest increase in his budget is for Other Contractual Services.  These monies will partially be used for the creation of a new website, with migration of all data.  The other funds are all subscription-based fees.  He noted that the cost of each of these subscriptions has risen approximately 1-1/2% to 2% each year.  These subscriptions are for Spatial Data Logic (SDL) software (permit software previously known as “Municipality in a Box”), used for Health Department foodservice inspections, and dog and cat licensing, and for the Building Department.  They will also begin using it for fulfilling Open Public Records Act (OPRA) requests as well.  They currently have 25 licenses.

 

Mr. Hansen indicated that he spoke with Dawn Cetrulo, Director of the Health Department, and they are looking to purchase additional licenses through a grant, which will hopefully offset the cost of SDL software.  Mr. Hansen further explained that SDL is a software program that integrates all Village departments together, including information from the Tax Assessor’s Office.  When the Health Department does foodservice inspections, they are able to indicate their findings on the iPad they carry with them, whereupon the data is uploaded directly to the main computer at Village Hall. The Building Department also uses this system for all building permits.  The software allows a homeowner to log into the portal to check the status of their permit application, thereby freeing up employees to perform other tasks rather than having to deal with phone inquiries.  He is seeking to expand the software to the Village Clerk’s Office and the Engineering Department, so that the progress of road paving can be tracked.  The software also integrates with the Village’s GIS system.

 

Mayor Vagianos asked Mr. Hansen why this line item increased by $100,000.00 over last year. Mr. Hansen replied that the subscription for virus protection is coming due, and there is a request for $38,000.00 for revamping of the Village website.  There is now an added expense for the new phone system that was installed last year. The phone system runs on a program called VMware, which costs $6,000.00 for a yearly subscription. Mr. Hansen added that his department is scheduled to do penetration testing this year, which was supposed to have been done last year.  This testing of the Village network ensures that the system is up to standards, so that the network cannot be hacked.

 

Mr. Hansen explained that the renewal costs for Laserfiche also increased this year because more licenses were obtained. This enables easy search and access to Village ordinances and resolutions, right on the portal.  There is a program called “Track-It!,” which is the Help Desk that he and his team utilize to track reports of broken computers, failed software or network issues, and renewal for this is $20,000.00.  Mr. Hansen stated that the cost for SDL is $55,000.00.  Solar Winds and Land Sweeper are programs that he uses to monitor the Village network.  It shows him who is accessing the network and the configuration of the equipment, which is basically the “topology” of the entire network in real time.  This helps him to troubleshoot I.T. problems more efficiently.

 

Deputy Mayor Perron asked why Microsoft Office 365 is not being used this year.  Mr. Hansen said that he has been purchasing computers in bulk with a Microsoft Office license already on them.  He gets group licenses through the Open License Program when he purchases through Dell.  In this way, a subscription for Microsoft Office 365 is not needed.

 

Mayor Vagianos noted that the IT Operating Budget for 2023 has increased by $200,000.00, close to double what it was last year.  He asked Mr. Hansen which items he would cut from his budget if that was what he had to do.  Ms. Mailander said that one item would be the revamping of the Village website, since various requests from the Village Council for website improvements have been done by the Village’s I.T. staff. She felt that other changes and additions could also be made to the website without a problem. She mentioned the digital calendar, which is now on the website.  Ms. Mailander said that the final decision rests with the Village Council, but stated that she was not sure what an outside company could do which could not be done in-house.

 

Mayor Vagianos said that removing the revamping of the Village website was a reasonable suggestion. Councilmember Winograd asked whether the $38,000.00 quote came from Gov.com.  Mr. Hansen replied that there are four companies that do websites.  He said that the back end of Gov.com is not very intuitive.  He said that the cost of each website package is based upon the population of the municipality. A smaller town will end up paying half the price of what Ridgewood would have to pay.  Based upon the 26,000 residents in Ridgewood, the website packages range between $23,000.00 and $30,000.00, and this would not include the transfer of data.  Mr. Hansen indicated that the Village has a lot of old data on its system that people still refer to, and he would like to migrate as much of that data as possible over to the new system.

 

Councilmember Weitz echoed Mayor Vagianos’s question and asked Mr. Hansen what he would cut from his budget if necessary.  Mr. Hansen said that he could possibly hold off on the Dell server warranties of about $25,000.00 (this would extend the warranties on a couple of servers).  This expense is listed under Maintenance of Other Equipment. 

Councilmember Winograd asked why there was a significant increase regarding Conferences and Meetings and Office Supplies.  Councilmember Reynolds noted that Office Supplies last year was almost nothing, and this year it is $12,000.00.  Mr. Hansen replied that, in 2022, there were three employees using one office; however, now they have a larger office, so they are trying to purchase supplies to furnish it, such as memory sticks, portable hard drives, copy paper, toner, and ink.  He added that they don’t use a lot of toner and ink because they normally store everything digitally.  For Miscellaneous Office Supplies, they would like to purchase floor mats and desk equipment.  He said that they could make do with what they have now, if the Village Council wanted to decrease that line item.

 

Councilmember Winograd asked what the difference was between Materials and Supplies and Office Supplies, since both have significant numbers.  Mr. Hansen replied that the portable hard drives are important, since the Police Department uses them for evidence.  He purchases them in bulk to save costs.  He uses them for transfer of data or server backups.  Each hard drive is usually one terabyte and costs approximately $200.00.  He said that once the Police Department hands over the hard drive to the Prosecutor, the IT Department does not get them back.  A fee is charged for the cost of the hard drive or thumb drive when an attorney picks up a video for a particular court case.

 

Regarding the Capital Budget for the IT Department, Ms. Mailander reminded everyone to look at the items listed under “Presented to Council.”  These items include server replacement, Toughbooks for the Police Department, desktop replacements (replaced every five to seven years), network equipment, and printers for various departments.  Ms. Mailander pointed out that many of the requests have already been reduced. 

 

Mayor Vagianos asked what items the Village Councilmembers could reduce or modify.  Mr. Hansen replied that the Toughbooks for the Police Department has already been reduced to $60,000.00, and this includes the car mount and the power supplies.  The ones that are being replaced, are no longer supported by the operating system.  The Police Department has a fleet of approximately 20 cars, so Mr. Hansen stated he would like to replace these as soon as possible.  He said that if a laptop in a police car becomes inoperable, there is no replacement laptop that the police can use.

 

Mr. Hansen said that if he had to make a choice of what to take out of his budget, he would choose the desktop replacements and he could reduce the number of servers for the Village infrastructure.  He said that the network is growing quickly with the amount of data that is being generated by Village departments, along with Geographic Information System (GIS) Mapping, all of which is taking up more and more space.  Mr. Hansen said that he could reduce the desktop replacement request to $30,000.00.  He stated that the servers cost approximately $24,000.00 a piece, fully set up with redundancy.  He said that this request has already been reduced from $100,000.00, and the allotted $50,000.00 would only allow for the purchase of two servers.  Mr. Hansen indicated that he could probably get by with one server for this year and then request another one in 2024. 

 

Mr. Hansen stated that the request for network equipment of $100,000.00 should remain, since it is the primary backbone of the entire infrastructure.  He said that he is down to three switches and, although the cost for the switches has risen astronomically, he really needs them.  They used to cost between $3,000.00 and $4,000.00 and now they cost $13,000.00 each, with transceivers.  The switches and other network equipment support the entire security system, the data between buildings, and the phone system.  In addition, the lead time for printers and switches is ridiculous.  He stated that it took eight months for him to receive printers that he had ordered.  He said that he really needs the printers as well, since there are many old printers, which are not being supported by the new operating system.

 

Ms. Mailander summarized by stating that the desktop replacement request would be reduced to $30,000.00 and the servers to $25,000.00.

 

Deputy Mayor Perron asked Mr. Hansen if there was anything on his request list, which would make the Village website faster.  Mr. Hansen replied that he plans to put the Village website on a dedicated connectivity system this year, as well as a subscription from an offsite host, which will increase the speed of the website.  In addition, if a consultant were retained to redo the website, it would be less expensive than going to a preset template, cookie-cutter style company. In this way, a lot of the old code on the website could be cleaned up, which would increase the speed as well.

 

                        17.       HEALTH DEPARTMENT

 

Dawn Cetrulo, Director of the Health Department, presented the Operating Budget for the Health Department.  She explained that the request for salaries and wages has increased, because she has three new employees who were hired through a grant.  She has had this grant since 2020, and she has a letter, which states that the salaries for these employees will be paid through June 30, 2023.  Ms. Cetrulo indicated that she has been informed that there will be another grant, and she expects to receive a new grant application in March.  She anticipates receiving the award letter by June 30, 2023.  She said that 50% of the salaries and wages shown are paid for through the grant.  Bob Rooney, CFO, indicated that when the budget is introduced, there will be a section for this grant that lists these three employees.

 

Mayor Vagianos asked Ms. Cetrulo how confident she is that this second grant will be approved. Mr. Rooney replied that the salaries will be paid by the existing grant through June 30, 2023, so half of their salaries for 2023 are guaranteed by the grant.  He has been informed that the grant will continue for another year until June 30, 2024.  Ms. Cetrulo added that 10% of her salary has also been paid for through the grant (maximum allowable).  Mayor Vagianos said that he calculated this grant is paying for salaries in the amount of $190,000.00.

 

Councilmember Winograd asked what the parameters are regarding the grant. Ms. Cetrulo explained that the grant started in 2020 and there were certain requirements after receiving the grant, considering that it was during the time of the Covid pandemic. She stated that 2023 represents the third year she has received the grant, and that the requirements of the grant change every year.  Through June 30, 2023, she is required to have a Covid Generalist and a Vulnerable Population Outreach Coordinator.  She is unsure of what the requirements will be for the new grant.  The requirement of the original grant was to hire only one person, and the requirement for the second year was to hire two employees. 

 

Ms. Cetrulo explained how tedious it was to apply for this grant, and said that many municipalities are not continuing with the grant because of the amount of time that is required to apply for it.  Ms. Cetrulo stated that she has applied for another grant for $139,000.00.  Although she has not yet received the Notice of Grant Award (NGA) letter, she has received verbal approvals via email.  The hiring of the Social Worker was enabled through this new grant.

 

Mayor Vagianos assumed that this grant would cover additional services but would not cover existing services provided through the Health Department.  Ms. Cetrulo said that the original grant for the three additional hires does not cover existing services.  Through this new grant which she anticipates receiving, she will be able to hire a part-time Registered Environmental Health Specialist (REHS), but cannot apply the grant monies to an existing employee’s salary.  Mayor Vagianos thanked Ms. Cetrulo for all her efforts in applying for these grants.  Ms. Cetrulo indicated that she intends to use these monies towards mental health and outreach services.

 

Councilmember Winograd said that she felt it has been very beneficial to Ridgewood to have a dedicated Department of Health during the Covid pandemic. She said that she was very impressed with the amount of work Ms. Cetrulo has done to obtain grant monies.

                        18.       TAX ASSESSOR

 

William Palumbo, Tax Assessor, first congratulated the new Village Councilmembers and Mayor Vagianos.  Mr. Palumbo said that his requested Operating Budget for the Tax Assessor’s Office is similar to the budget for last year, since his department does not have a lot of expenses.  Mayor Vagianos pointed out that his proposed budget went from $138,000.00 in 2022 to $245,000 in 2023.  He noted that there were no monies placed in reserve for tax appeals in 2022, but there are some monies requested for it in 2023.  Mr. Palumbo said that this figure had originally been placed in the budget for 2022, but it was subsequently removed, and he feels that it could be removed this year as well.  The funds held in reserve would be used if there was a tax appeal by a property owner and a refund had to be made on taxes already paid.  He indicated that since the real estate market has been very good over the past couple of years, it has been very helpful to his department.

 

Mayor Vagianos asked Mr. Palumbo if he had to make many adjustments on taxes in the past year.  Mr. Palumbo replied that he received 17 appeals in 2022, as opposed to receiving over 100 appeals in 2021. When questioned by Mayor Vagianos, Mr. Palumbo replied that it was reasonable to expect that the $75,000.00 allotted for tax appeals would probably not be spent.

 

Councilmember Reynolds asked how many people were successful in their tax appeals in 2022. Mr. Palumbo replied that he made three small adjustments going forward, but that there were no reimbursements necessary. Bergen County also made one adjustment, so 4 out of the 17 appellants were successful.

 

Regarding the Capital Budget for the Tax Assessor’s Office, Ms. Mailander indicated that there was one item: a request for a Ford Bronco Sport.  Mr. Palumbo said that he spoke with Mr. Junta of Fleet Services and they tried to figure out the lowest-priced SUV.  He mentioned that his department does not even have a vehicle and he needs a vehicle because he does inspections five days a week.  He is currently sharing a 2006 Ford Ranger with another individual.  He had been driving a 2007 Ford Ranger earlier this year, but the transmission died.  Councilmember Weitz remarked that $30,000.00 seems a bit low to purchase a new truck.  Mr. Palumbo said that that was what he priced out last year, but he is uncertain as to how much this particular vehicle would cost this year.  He said that the Ford Bronco Sport has no bells or whistles, but would be a safe vehicle for him to drive if there is snow or ice on the road.

 

Deputy Mayor Perron asked Mr. Palumbo if he had looked at any of the hybrid vehicles.  Mr. Palumbo replied that he and Mr. Junta did not look at electric or hybrid vehicles, which can be priced between $50,000.00 and $60,000.00.  He also did not research electric vehicles because there are no available EV charging stations.

 

Councilmember Winograd asked what would happen, insurance wise, if this vehicle were lost during a flood.  She wondered whether the Village would be reimbursed a lower cash value for the vehicle.  Mr. Palumbo replied that the car he had been using was lost during a flood in 2019, but he is unsure as to what insurance paid, if anything, for that loss.  Mr. Rooney replied that any insurance proceeds would go into the general revenue stream.

 

                        19.       FIRE DEPARTMENT

                        20.       EMERGENCY SERVICES

 

Chief John Judge of the Ridgewood Fire Department, and Will Kievit, Volunteer Emergency Medical Services (EMS) Coordinator, presented their Operating Budgets for 2023.  Chief Judge indicated that the budgets for both the Fire Department and EMS were drawn up as one budget.  Regarding Other Expenses (OE), Chief Judge explained that this amounted to $63,000.00 in 2022, because the majority of those funds went towards hydrant rentals.  They pay Ridgewood Water between $72,000.00 to $73,000.00 a year for hydrant rentals.  Under Contractual Services, this figure has increased due to the hiring of legal services to assist in the transition of Emergency Medical Services to the Fire Department ($36,000.00 for the entire year).  In addition, there is a request for $400,000.00 to replace air packs, which cost approximately $9,000.00 each (a firehouse grant of $4,500.00 per air pack will offset this request by approximately $280,000.00).  There is the amount of $1,500.00 for a nondestructive aerial test, a special test performed on their aerial ladders every five years.  Chief Judge indicated that most of the other numbers are relatively the same.  He explained the differences between the appearance of last year’s budget and this year’s budget, where certain items were put into different categories.

 

Mayor Vagianos asked about the $550,000.00 increase in salaries.  Chief Judge deferred to Mr. Rooney, stating that this sum represented a projection of a potential contractual raise as well as salary steps within a salary range.  Mr. Rooney explained that he is still working on finalizing the exact numbers.  The figure of $200,000.00 indicated for fire salaries and wages will cover salary step increases that the firefighters are entitled to contractually.  The exact numbers will be arrived at by the time of the next budget meeting.

 

Chief Judge said that there are other things contained in Other Expenses for 2023 that he put off doing last year, including radio repair, hydraulic tool repair, and aerial maintenance.

 

Councilmember Winograd asked how many firefighters there are currently in the department.  Chief Judge replied that there are 45 career firefighters, which includes fire prevention personnel, and six volunteer firefighters.  Councilmember Winograd asked how many of the 45 firefighters get the EMT stipend.  Chief Judge replied that between 39 and 41 firefighters receive the stipend.  Councilmember Winograd then asked when the grant monies referred to would be received.  Chief Judge replied that they have already applied for the Assistance to Firefighters Grant (AFG) and he hopes to receive the grant monies by the end of the year.  Councilmember Winograd asked if he knew how much the grant would be, and Chief Judge said that it would be approximately $278,000.00.  He mentioned that 45 air packs have to be replaced, at a cost of $8,937.00 per pack, for a total of approximately $400,000.00.

 

Deputy Mayor Perron asked if there were two positions Chief Judge was trying to fill.  Chief Judge replied that they would like to hire one full-time Administrative Firefighter.  He said that the new hire could do many things, one of which would be to make application for the Ridgewood Fire Department to become a Certified Fire Department, which would reduce the amount paid for insurance through the Joint Insurance Fund by $5,000.00 per year. Another initiative would be to obtain a Class I ISO Rating, which would reduce insurance costs for businesses and residents.  More grants could be applied for as well.  In addition, this person would be available for QA, Pre-Billing and Collections on EMS calls.  He feels that this position will easily pay for itself.  Ms. Mailander explained that this would allow an existing firefighter to move into an administrative position and then a new firefighter would be hired to fill his place at the starting salary.

 

Councilmember Winograd asked who writes the grants for each department.  Chief Judge said that grant applications for the Fire Department are very specific, and the grant writer needs to know about firefighting protocols, procedures and equipment.  Ms. Mailander explained that, when applying for the AFG grant, they hired a specific company with expertise in this area to write that particular grant.  The grant monies will far exceed what the grant writer is paid, so it is worth applying for the grant through a grant writer in the long run.  She stated, however, that all Community Development Block Grants (CBDG) and Department of Transportation (DOT) paving grants are done in-house, as are the Open Space grants, Historic Preservation grants, and Police Department “Click It or Ticket” grants.  There was a grant writer employed by the Village for 2-1/2 years and they provided exposure to the different grants that were available from nonprofits and corporations. 

 

Ms. Mailander indicated that the Village obtained its first Special Needs Recreational grant through the efforts of the grant writer, and since the Recreation Department became aware of this grant, they have been applying for this grant in-house.  Ms. Cetrulo is applying for grants in-house as well, for the Health Department.  However, when it comes to large Federal grants, a grant writer with more expertise and more time to write the grant is utilized.  Ms. Mailander indicated that she would like to contract with a grant writing company again, at a cost of approximately $38,000.00 per year.  She said that local grant writers do not take a percentage of the grant received, but rather charge a flat fee.  There was further discussion about the advantages and disadvantages of using a grant writer.  Ms. Mailander indicated that, with the approval of the Village Council, she could reach out to some grant writers to get some quotes. 

 

Councilmember Winograd agreed with Ms. Mailander that she should reach out to some grant writers.  Mayor Vagianos said that Deputy Mayor Perron has raised this issue a couple of times, and he thought this was an excellent suggestion, especially since grant writers are more aware of available grants than Village staff.  Councilmember Winograd said that she would like to review the last contract entered into with a grant writer.  Ms. Mailander indicated that she would provide her with the contract, and that she would reach out to get some quotes from grant writers.  The monies for such a contract would be included in the Village Council budget. 

 

Chief Judge added that he has a list of EMS and fire grants, but there is not enough time for staff to apply for them.  He mentioned that there is a retirement imminent on his staff, so this would make room for the salary of a new hire in the Fire Department.

 

Regarding the Capital Budget for the Fire Department, Ms. Mailander explained that reductions have already been made.  Chief Judge stated that the budget was originally $555,000.00 and it was reduced to $325,000.00, and their current capital requests total $230,000.00.  Firefighter gear is the first on the list, year two of a four-year project (perhaps less than that because of the grant that has been received).  There is a request for funding for SCBA hose and equipment, which Chief Judge indicated was a “catch-all” for foam, meters, portable monitors, hoses, air cylinders, and nozzles.  He mentioned that the prices for all of these items have become more expensive.  An air cylinder costs $1,300.00.  The radio project is part two of a two-year project, and this is for the House Watch Dispatch Area.  The funds for the garage doors, which are 30 years old, are also part two of a two-year project.  The front door motors and antennae were replaced last year, so these requested monies will finish up the project. 

 

Chief Judge said that the requests for purchasing apparatus and fire engines have been cut. Fire engines that used to cost approximately $500,000.00 now cost $900,000.00, and there is a two-plus year wait until they are received.  He had wanted to establish a Sinking Fund to purchase a fire engine in the future, but that has been removed for this year. The air packs request was reduced due to the grant received.  The portable radios were described by Chief Judge as a public safety cost, stating that they were the lifeline of the Fire Department but are also incredibly expensive.  A single EPX 8000 costs $8,000.00, and he would like to start putting money aside to purchase these portable radios because the life expectancy of their existing radios is quickly being reached.  These are tri-band radios which capture UHF, VHF and the County frequencies.

 

Councilmember Winograd asked if the County ever gives his department free radios.  Chief Judge replied that they borrow them from time to time.  Mr. Kievit remarked that the County does loan out a cache of radios to them for major events, such as Memorial Day and Fourth of July events.  For emergency purposes, it is too time consuming to get them from the County for an emergent situation.  Chief Judge added that the portable radios they have now can access UHF and VHF frequencies, but they cannot access the County frequency. 

 

Regarding Operation Blue Angel, which provides a lockbox on elderly and disabled residents’ homes, to be used in case of emergency, Chief Judge indicated that he has already spoken with the Police Chief about some safety concerns and they are working on this. The renovation/restoration line item pertains to some small repairs that need to be made at Fire Headquarters (more training props on the fire tower, finishing the gym floor, and replacing awnings that are 30 years old).

 

Mayor Vagianos reiterated that the Village Council must reduce an $11 million proposed Capital Budget down to $7.5 million.  He asked Chief Judge what he could live without on his list of capital requests.  Chief Judge stated that the Fire Department/EMS Capital Budget represents only 3% of the total proposed budget.  He said that he can hold off on repairing the rear garage doors until next year and the renovation/restoration line item can be reduced down to $6,000.00, from $15,000.00.

 

Regarding Operation Blue Angel, Councilmember Winograd asked Chief Judge if they partner with Age-Friendly Ridgewood or any similar group to see if they could assist in obtaining a grant for the aging population.  Chief Judge said that this topic came up in a Stigma-Free Committee meeting and that is how he learned of Operation Blue Angel.  He will look into it again, but stated that, at that time, no one knew of any relevant grants for which they could apply.  He said that the locks themselves cost approximately $30.00 to $35.00.  However, Chief Judge indicated that if the program is initiated and 200 people sign up, there is no allocation in any departmental budget to purchase the necessary hardware.  He has obtained a sample from Amazon, but will see how much it will cost in bulk.  When questioned by Councilmember Winograd, Chief Judge indicated that he does not know at this time how much interest there will be in the program.

 

Mr. Kievit presented the Operating Budget for Emergency Services.  He stated that, in 2022, the amount for salaries and wages amounted to $75,000.00, and it has increased to $106,500.00 this year, largely because they did not have a salary position for the leader of the department in 2022.  Volunteer incentives have been increased by 7% to incentivize instructors to perform training for the community and for other Village departments.  Outsourcing this in the public sector would cost approximately $35.00 to $45.00 per hour.  EMS members are currently performing these services for free, sometimes two to three days in a row.  He wants to be able to reward them for their time and incentivize them to do more community outreach, in order to create awareness for the services provided by EMS and attract more volunteers.

 

Mr. Kievit said that some items were mis-categorized in 2022, so some items have been shifted around in the budget. He pointed out some obligatory items, such as insurance costs for ambulance drivers and attendants and Other Contractual Services for the ambulance billing service. He said that this latter cost is a percentage of billings, so it can be variable, and any revenue generated from same does not go to his department but goes directly into the General Fund. Mr. Kievit indicated that training covers the cost of training for not only volunteer members, but also for fire, police and other departmental personnel.  The materials and supplies line item covers all of the Village’s medical and first aid supplies across all departments, such as gloves and gauze.

 

Regarding the Capital Account for EMS, Ms. Mailander indicated that the items include replacement of the automated external defibrillators (AEDs) and portable radios.  Included in the budget already are funds for the LUCAS chest compression/decompression devices.  Another capital line item is renovation of the sleeping quarters for $52,000.00.  Mr. Kievit indicated that there are two rooms in the back of their headquarters that have bunkbeds.  Due to Covid and the varying ages and genders of their members, the quarters are not conducive to a four-member crew anymore as it had been in the past.  The modifications would encompass the same footprint but four smaller separate rooms would be constructed.  He said that this was high on his list of priorities to enhance morale as well as to attract and retain volunteers. 

 

Regarding the AEDs, Mr. Kievit explained that this year is year three of a four-year project to replace all of the aging AEDs.  His department maintains the AEDs for all Village departments, including public access.  Over the next two years, they will be concentrating on furnishing AEDs to the Police and Fire Departments.  He pointed out that some capital funds previously allotted have not been used, because the AEDs that they were using were out of stock and unavailable.

 

Regarding the portable radios, Mr. Kievit indicated that there is a request to allocate funds for the purchase of 60 additional radios this year.  These radios are used in emergency vehicles, and the equipment is rotated in their field communications unit.  They keep an inventory of different radios with different bands, which can be distributed during various events.  He said that Graydon Pool staff has indicated that they would like to have radio upgrades.  He said that it was important to order these radios earlier rather than later, because they can only be obtained through one manufacturer and the lead-time in receiving them can take up to a year.

 

Mr. Kievit indicated that there is a request for stair chairs (originally requested three but cut back to two).  These are chairs that are used by emergency personnel to bring patients down stairs and into the ambulance.  They are expensive due to their durability and the fact that they have treads which allow easy transport down stairs.  These allow first responders and paramedics to carry patients up and down stairwells and other tight spaces, where using a stretcher is not the best option.  One of the chairs, which they already have, is constantly malfunctioning and needs repairs.  They would like to replace this chair and designate the old one as a spare.

 

Regarding building storage, Mr. Kievit recalled a study done approximately five years ago regarding building safety and storage.  The study offered recommendations to perform some storage modifications to the EMS headquarters.  He said that, since that time, their storage problem has grown and storage of equipment has resulted in very narrow pathways throughout the building.  He stated that there is also Office of Emergency Management (OEM) equipment being stockpiled in a public storage unit in the area for PPE and other supplies.  These funds are being requested to purchase a prefabricated mezzanine system, which could be installed in the ambulance bays in their building, which would afford a second-tier level where equipment can be stored.  There would be a climate-controlled environment below it, using HVAC to protect the stored supplies.  This would free up space in their building, which would enhance safety and enable all of the equipment to be stored in one location.

 

Councilmember Reynolds asked how much they pay per year for the outside storage unit, and Ms. Mailander replied that it costs $5,700.00 per year for the storage.  Mr. Kievit added that there are some efficiencies in storing supplies and equipment in one location, one of which is the enhancement of stock management (so that the stock can be rotated to ensure that older supplies are used up first).

 

Deputy Mayor Perron asked Mr. Kievit what he would choose, if he had to choose, between the renovations for the sleeping areas and the storage space.  Mr. Kievit replied that he would choose renovating the sleeping quarters over the storage space.  He said that all of the items he mentioned earlier were given in priority order.

 

Councilmember Winograd asked whether or not the younger members of EMS were allowed to sleep at home.  Mr. Kievit replied that, since Covid, they have decided to have everyone onsite.  He said that this was important because it has avoided a lot of different contaminants from entering their environment and has enhanced response time dramatically. Councilmember Winograd recalled that the request for the LUCAS chest compression devices were contained in the Bond Ordinance that was just approved by the Village Council.  Ms. Mailander clarified by stating that the request in the 2023 budget for the LUCAS devices was taken out because monies have already been appropriated for the purchase of these devices.

 

Mr. Kievit indicated that the next request pertained to radio console upgrades.  They have a console in their operations room, which gives them access to the radio frequencies in the area. Their building serves as a backup Emergency Operations Center (EOC) site.  The console gives them the ability to communicate during an emergency situation and to act as a backup dispatch site if needed. The existing console, which is approximately 20 to 30 years old, has been malfunctioning, and repair technicians have had to be called to come out to fix it.  Mr. Kievit said that this item could be delayed for another year, but he would not want to wait too long to perform the upgrades.  He said he was requesting $130,000.00 this year to perform a portion of the upgrades, with another $50,000.00 request in 2024 to complete the project.

 

The final request pertained to the eventual replacement of an almost 20-year-old vehicle in their department.  Mr. Kievit said that he would like to begin establishing a Sinking Fund for the eventual purchase of a newer vehicle.  This will probably be pushed out to a subsequent year.

 

Mayor Vagianos said that it seemed as though the upgrades to the radio console could be put off for another year, and Mr. Kievit agreed, although he stated that there will probably be additional repair costs that will be incurred in 2023 for the radio console, if the hardware does not fail altogether.  Mayor Vagianos said that although the storage renovations sounded like a much-needed item, he wondered if that could also be put off for another year.  Mr. Kievit agreed that it could be delayed for another year. 

 

Councilmember Reynolds asked Mr. Kievit if he has already gotten an estimate on what the storage renovations would cost, and Mr. Kievit said that he personally priced out the cost of a prefabricated mezzanine and estimated labor, but it was not obtained through a bid.  He pointed out that $45,000.00 in capital funds were approved in 2022 for repairing and coating the floors in their building, but they have delayed this work until the requested storage hardware can be installed, since it would interfere with the work to be done on the floors and could possibly cause damage during installation.  Another reason the floor project has not yet been completed is because they underestimated the costs of this work. 

 

Councilmember Reynolds asked if those funds could be used instead for the sleeping quarters renovations.  Mr. Rooney advised her that, in that case, Bond Counsel would need to be consulted, since a change in useful life changes the purpose of the allocation, and the funds cannot be used.  The money could be reappropriated, but this would need to be done through the adoption of another Bond Ordinance.  Mr. Rooney said that he would look into this and get back to her.  Mr. Kievit indicated that the $45,000.00 could be used towards renovations of the sleeping quarters and the floor project could be delayed for another year.

 

Councilmember Winograd asked if there are any other allocated funds, which have not been used by the EMS Department and whether there was any “wiggle room” in any other category.  She said, for example, that the storage project would offset the annual expense ($7,200.00) of having to pay for an offsite storage unit, and it would provide benefits to the community because stock management would be more efficient. Mr. Rooney indicated that there is already a Bond Ordinance to cover the floor project, together with an additional $10,000.00 to replace building carpeting and flooring, for a total of $55,000.00.  He was not sure whether this latter work was ever performed.  Mr. Kievit replied that he had planned to do the carpeting and flooring work in conjunction with the other floor work (repairing and coating).  Mr. Rooney indicated that if Mr. Kievit wanted to use the $55,000.00 for the storage project, he would have to find out if it is interchangeable.  Mr. Kievit said that he had assumed that the monies allocated for carpeting and flooring could be used as part of the sleeping quarters renovations.  Mr. Rooney reiterated that he would research whether or not the funds already allocated can be used for another purpose.

 

Deputy Mayor Perron asked if the Police, Fire and EMS Departments are all looking for radios, whether or not it is all written into one Request for Proposal (RFP) or whether each individual department has to submit separate RFPs.  Mr. Rooney said that one RFP could be sent out if all of the requested radios are of the same type, such as three-band radios.

 

                        21.       BUILDING DEPARTMENT

 

Anthony Merlino, Director of the Building Department and Construction Official, said that his proposed Operating Budget for 2023 is fairly simple, since he does not have any Capital requests.  Most of his Operating Budget deals with salaries and wages.  He is requesting funds to hire two additional part-time staff members to make his office more efficient.  One of the positions is for an Electrical Inspector.  For many years before he retired, there were three Electrical Inspectors and three Plumbing Inspectors. Currently, there are three Plumbing Inspectors, with one working only one day per week and the other two each performing between 8 and 12 inspections per day.  Mr. Merlino explained that the Subcode Official also performs plan reviews.  Planning review for plumbing permits are currently caught up, but electrical planning reviews are lagging behind.  An Electrical Inspector performs between 12 and 14 inspections per day.  He said that less inspections could be put on the schedule, but that would only cause a backlog.  Mr. Merlino indicated that hiring an Electrical Inspector to perform inspections could “free up” the Subcode Official to perform plan reviews.

 

Mr. Merlino continued by stating that the other personnel request is for an administrative staff member.  There are presently two employees who accept permits at the counter, issue permits, answer the telephone, and schedule inspections.  He feels that one additional administrative staff member would improve office efficiency. Mr. Merlino said that his office is constantly busy.  He indicated that he has been pushing commercial applications ahead of residential applications, since they take much longer to complete due to the amount of paperwork that is required.  He emphasized the fact that he cannot sign off on any work that is not code compliant, and there are constant changes in the code.  Mr. Merlino pointed out that there is an increase in his budget for the purchase of codebooks, because New Jersey just adopted the 2021 Codes and he needs to buy a slew of new books.  He said that his office has been able, for the most part, to comply with the 20-day window between permit application and issuance.  Mr. Merlino said that the hiring of two part-time employees would add a notch of efficiency to his department.  He pointed out that the revenue generated from permit fees has enabled his office to be self-sufficient, since the revenue covers their expenses.

 

Councilmember Reynolds asked Mr. Merlino what the respective wages would be for each part-time employee.  Mr. Merlino replied that he believed the white-collar wage for the administrative employee would be $20.00 an hour, for 20 hours per week (spread over five days a week).  Ms. Mailander replied that the rate would be $22.00 an hour.  The wages for the Electrical Inspector would be $40.00 an hour on a part-time basis (20 hours per week, spread over four days).  Mr. Merlino reiterated that an Electrical Inspector would take a big load off of the Subcode Official.

 

Councilmember Winograd asked what was being stored for the sum of $6,000.00.  Mr. Merlino replied that records are being stored, since there are not many documents that he can destroy.  Some plans can be thrown out after 10 years, but he keeps them because he feels that plans are a very important part of their recordkeeping and they cannot be stored on the computer.  The records are stored at Glen Rock Storage, across the street from the car wash.  Mr. Merlino pointed out that the storage fees have increased from approximately $5,796.00 annually to $6,000.00 annually.

 

Councilmember Winograd asked why car washes were included in his budget.  Mr. Merlino indicated that Ridgewood Car Wash no longer gives discounts to Village employees.  He felt that it was important for their vehicles to look good.  He added that the monies requested for this line item could probably be decreased.  Mr. Merlino asked Mr. Rooney about the $6,000.00 request for overtime wages, which was put into the budget during the time when the three residential housing units were being constructed in Ridgewood.  He said that no one was ever hired in his office and indicated that the overtime wages line item could be pulled from the budget. 

 

When Councilmember Winograd pointed out that the amount was actually $9,000.00, Mr. Merlino explained that if the Code Enforcement Officer needs to go to court for an hour, he will have him come in an hour late to the office rather than pay him overtime.  He said that the prior Code Enforcement Officer was paid overtime when she had to appear in court.  Mr. Merlino indicated that he would like to keep at least $3,000.00 in the budget as a cushion, in the event one his staff members needs to appear in court.   Councilmember Winograd agreed that it was always good to have a buffer. 

 

Regarding conferences and meetings, Councilmember Winograd asked if the increase in this category (from $75.00 in 2022 to $2,500.00 in 2023) was due to the fact that there were no conferences and meetings during the Covid pandemic.  Mr. Rooney said he believes the fees of $1,200.00 pertain to the Building Safety Conference.  Mr. Merlino replied that he still attends this conference, which he stated was very important for Building Code Officials to attend, but that he took out the fee for the League of Municipalities.  Councilmember Winograd pointed out that the sum of $1,600.00 was budgeted for conferences and meetings, but that only $75.00 of those monies were actually used.  Mr. Rooney thought that no one attended conferences because of Covid in 2022.  Mr. Merlino stated that the first in-person conference was held in 2022, which he did not attend. 

 

When questioned by Councilmember Winograd as to whether or not the sum of $2,900.00 was too high in this category, Mr. Merlino said that he could reduce the regional meetings.  He indicated that he attends all meetings of the Bergen-Passaic Municipal Inspectors Association (BPMI).  He stated that he is past president of the association and still sits on its Board.  Ms. Mailander asked if this line item could be reduced by $1,000.00 (to $1,900.00), and this was agreeable to Mr. Merlino since it would cover the Building Safety Conference and regional meetings.  Mr. Merlino pointed out that the $1,200.00 would probably not be used for the Building Safety Conference if it were held far away, such as in California, because it would entail travel and lodging expenses.

 

Mayor Vagianos asked Mr. Merlino about the status of commercial and residential permit applications, in terms of timing.  He said that he understood the delay of a permit being issued pending receipt of certain documentation from architects or other professionals. Mr. Merlino replied that he just reviewed the applications for plumbing, electrical, building and fire permits.  He said that the building permit applications are all caught up and that, for the most part, everything is being done within the 20 business day window. 

 

            B.        WRAP-UP AND NEXT STEPS

 

Ms. Mailander indicated that the next Budget Meeting will be held on February 23, 2023.  There will be presentations of budgets from the other Village Departments.  On February 24, 2023, Mr. Rooney will give an overview of his accounts.  Another Budget Meeting may be held on March 6, 2023, depending upon whether a Budget Meeting needs to be cancelled, due to ice or snow, as well as whether there is a need for further budget discussions. Paperwork containing the additional budgets to be discussed will be provided for insertion into the existing budget notebooks.

 

Councilmember Winograd asked when the budget paperwork would be made available to the public and whether or not public announcements are made of the budget meetings.  Ms. Mailander said that she usually waits until the final budget is introduced, which would be on March 8, 2023.  When asked again whether the public would be notified of the March 8, 2023 date, Ms. Mailander replied that it is usually included in her Manager’s Report but that she could certainly notify the public in another way.  Councilmember Winograd felt that people are usually shocked when they first hear about the budget and that the public should be notified that budget meetings are underway.  Ms. Mailander said that she would include such an announcement in the E-notice, which she plans to send out tomorrow.  

 

5.         COMMENTS FROM THE PUBLIC

 

Nancy Brennan Hill, 136 Doremus Avenue, pointed out that the budget for tree planting is totally inadequate. She said that the tree inventory is “down” thousands of trees and that it costs, on average, about $600.00 to plant one tree. She asked the Village Council to make some adjustments in the tree budget so that they do not fall “further into the hole.”

 

Councilmember Winograd indicated that the Village Council is still trying to determine how much leftover capital funds for trees are available from 2022. She said that the budget figures discussed this evening do not include any fund balances that the Village may still have on hand.

Carolyn Jacoby, 160 Godwin Avenue, expressed the hope that more money would be allocated to the Shade Tree Commission, so that more trees can be planted this year.

 

There were no further public comments.

 

6.         ADJOURNMENT

 

There being no further business to come before the Village Council, on a motion by Deputy Mayor Perron, seconded by Councilmember Weitz, and carried unanimously by voice vote, the Village Council’s Special Public Budget Meeting was adjourned at 9:30 P.M.

 

 

 

 

 

                                                ____________________________________

                                                                                                Paul Vagianos

                                                                                                        Mayor

 

 

 

 

 

 

 

______________________________________

                     Heather A. Mailander

             Village Manager/Village Clerk