A REGULAR WORK SESSION OF THE VILLAGE COUNCIL OF THE VILLAGEOF RIDGEWOOD HELD IN THE SYDNEY V. STOLDT, JR., COURTROOM OF THE RIDGEWOOD VILLAGE HALL, 131 NORTH MAPLE AVENUE, RIDGEWOOD, NEW JERSEY, ON WEDNESDAY, JANUARY 8, 2014 AT 7:30 P.M.
1. CALL TO ORDER – OPEN PUBLIC MEETINGS ACT – ROLL CALL – FLAG SALUTE – MOMENT OF SILENCE
Mayor Aronsohn called the meeting to order at 7:32 P.M., and read the Statement of Compliance with the Open Public Meetings Act. At roll call, the following were present: Councilmembers Hauck, Pucciarelli, Riche, Walsh and Mayor Aronsohn. Also present were Heather Mailander, Acting Village Manager/Village Clerk; Donna Jackson, Deputy Village Clerk; and Matthew Rogers, Village Attorney.
Mayor Aronsohn led those in attendance in the Pledge of Allegiance to the flag and asked for a moment of silence in honor of the American men and women serving in our Armed Forces, as well as those serving as first responders.
2. COMMENTS FROM THE PUBLIC
Mayor Aronsohn asked if anyone from the public wished to speak regarding any of the agenda items.
Susan Barbey, a Ridgewood resident, said she had some comments regarding the leaf problem in Ridgewood. On December 17, 2013, Ms. Barbey pointed out that there was a snowstorm. At approximately 7:30 P.M., Ms. Barbey looked out her window and saw that the apron of her driveway, the sidewalk, and up into her driveway were covered with piles of leaves. She could not get out of her driveway. Ms. Barbey made many telephone calls, including one to the Police Department, and she was told that a police officer would be sent out to assess the situation. Ms. Barbey said it was not necessary, and that she would call back the next morning. The next morning, Ms. Barbey made more telephone calls, including one to the Police Department, and a truck was dispatched to remove all the debris. She wondered why she was so annoyed about all of that, and realized that it seemed to be an act of vandalism to her, and whoever left all those leaves piled on her property did so with the intention and knowledge that Ms. Barbey would get the mess cleaned up. Ms. Barbey added that the leaves should have been picked up December 4th and 5th, but no one ever came to do so. Due to the snow on December 17th, no one could come to remove the leaves. When the leaves were removed from Ms. Barbey’s driveway, they were put back on her neighbor’s property. On December 19th, more trucks came and the leaves were removed. Ms. Barbey stated that she works very hard, pays her taxes, and does not feel that she is getting the Village services for which she pays. After growing up in Ridgewood and returning to the area a few years ago, Ms. Barbey said she has noticed a big change in the services provided by the Village from those provided when she was growing up here. She has not seen street cleaners go through very often, and she thinks the Village is in quite a mess. Ms. Barbey said she notes on the Village calendar when the services are to be provided in her area, and ensures she is ready for leaf removal. However, although she places her piles of leaves in the correct spot ready for the Village trucks and workers to take them, those trucks and workers do not come when they are scheduled to. Ms. Barbey suspects that the problem is not due to the number of days allotted for each area, but is due to the amount of labor that must be completed in those days. She estimated that the work could be completed in one day in any particular area if there is enough manpower available. Ms. Barbey thanked Mayor Aronsohn for returning her call. She also mentioned that she has learned from her neighbors that she is not the only one making these complaints, and she added that her garbage was not picked up last week or this week, which happens quite often. Yet, as Ms. Barbey notes, taxes keep increasing, and she said she wants a refund on her property taxes because she is paying for services she does not receive, and she wants her taxes to be reduced if the services are not going to be provided. Mayor Aronsohn thanked Mrs. Barbey for her comments, and added that Ms. Mailander is aware of the situation and is investigating.
There were no other comments from the public at this time, and Mayor Aronsohn closed the time for public comment.
3. PRESENTATIONS
a. GASP – School/Sidewalk Smoking Issues
Mayor Aronsohn explained that representatives from GASP, the Global Advisors on Smoke-Free Policy, came to continue a conversation that started last month. In the spring of 2013, Mayor Aronsohn noted that the Councilmembers voted to make all of Ridgewood’s parks smoke-free. At the request of Valley Hospital and the Superintendent of Schools, preliminary discussions began last month on whether to make the sidewalks adjacent to the schools and hospital smoke-free.
Councilwoman Hauck said that, as Mayor Aronsohn mentioned, the schools and the hospital had asked to expand the smoke-free zone to include the sidewalks and rights-of-way adjacent to their properties, going back approximately 15 feet. She noted that GASP can provide ordinances from other towns similar to Ridgewood, as well as from all over New Jersey, and suggests ways that will help the Village to come up with the most workable solution for Ridgewood.
Alan Kantz, Program Manager with GASP, explained that GASP is supported by its members, as well as by grants from foundations, with the primary grant funding coming from the Centers for Disease Control and Prevention (CDC). He said they had done some research at GASP to try to get some answers to the questions and concerns that were raised in response to the possibility of making those areas smoke-free zones.
The first question raised was whether there is a compelling reason for the Village to make the areas smoke-free. After some thought, the members of GASP realized that two significant groups in the community, the Board of Education and Valley Hospital, have specifically requested this change in policy. When members of the community perceive that a change is needed in the community, it is usually for a very good reason. In addition, in front of schools and hospitals, there is a concentrated population of people who are particularly likely to be exposed to secondhand smoke. Children are more sensitive to secondhand smoke than adults are, so it would make sense to create the zones around the schools. In a hospital zone, it is more likely that there will be many people with chronic diseases that might be exacerbated by secondhand smoke. Prohibiting smoking in school areas is also one of the best deterrents to children who might otherwise start smoking later. Approximately 400,000 people die every year from tobacco-related illnesses, and approximately 1/10 of those deaths are from exposure to secondhand smoke. Moreover, approximately 90% of all adult smokers started smoking before they were 18 years old. Therefore, anything that can help to prevent children from starting to smoke is a good thing. The CDC has found that having public smoke-free zones are a very effective way to decrease the likelihood that children will start to smoke.
Another question raised was whether other towns had done anything like this. Mr. Krantz said that other municipalities have been found that have enacted similar policies. There are quite a few municipalities with ordinances saying that minors cannot smoke within a specific radius of school properties, typically 500-1,000 feet. There are also municipalities that have such ordinances that are applicable to adults, as well. For example, in Livingston, there is a 500-foot perimeter around any Board of Education property, and any Township property within that perimeter must also be smoke-free. Two other municipalities, Carlstadt and the Borough of Chatham, have perimeters around their smoke-free parks policies. Mr. Krantz noted that the proposal in Ridgewood is to prohibit smoking anywhere within the public right-of-way on particular blocks, which he said has not yet been done in any other municipality. However, he feels that setting the parameter as the public right-of-way, rather than a specific distance measured in feet, is much clearer. That will make it more likely that smokers will adhere to the policy. In addition, Mr. Krantz pointed out that New York City has a similar policy in which all of their pedestrian plazas are smoke-free under the same rule that made all City parks smoke-free.
One concern that has been noted is if the areas in front of the hospital or schools are smoke-free, people who are in those buildings who want to smoke will go elsewhere in the neighborhood to smoke, which will create a new problem where it does not currently exist. Mr. Krantz said the smoke-free areas are being discussed as potentially being in areas in front of large organizations where the organizations are pushing for the new policy, which means it is both a source of concern and the possible answer to the concern.
Mr. Krantz believes that the idea of a coordinated education effort to go along with this proposed policy change would be helpful. If the municipality is making a change that might have side effects, the Councilmembers can work with the Board of Education or Valley Hospital to minimize those side effects. It is his understanding that hospital employees are not allowed to smoke at all during their shifts, so he believes it is unlikely that they will go out into the neighborhood to smoke.
Megan Fraser, spoke as a representative of Audrey Meyers, President and Chief Executive Officer of the Valley Hospital. Ms. Fraser said she is also a Ridgewood resident. Ms. Fraser said the Valley Hospital’s mission is to serve the community by healing and caring for patients, comforting their families, and teaching good health. As part of its commitment to teaching good health, Valley Hospital became a smoke-free organization in November 2010. This step is not viewed as a small one by anyone at Valley Hospital, but is viewed as an important and long-overdue move toward protecting the health of the staff, doctors, volunteers, patients, their families, and all those who come through the doors of the hospital, as well as those who walk the streets of the neighborhood. A no-smoking zone has already been established on the hospital campus, and Ms. Fraser said they are now respectfully asking the Councilmembers to consider broadening that prohibition to the streets and sidewalks around the campus. Ms. Fraser and Pat Miller, Director of Human Resources at Valley Hospital, came to the meeting together.
Ms. Fraser recalled that in the last conversation at the previous Village Council meeting, there was a concern raised about individuals who are smoking and who may be staff members at the hospital, and/or visitors to the hospital. She exchanged some emails with some of the Councilmembers regarding hospital policy on that issue. The policy is a rather aggressive one, and a comprehensive one. Ms. Fraser wanted to explain the policy to the Councilmembers to try to allay any concerns and assure everyone that any smoking inside or outside the campus is monitored so that it can be corrected if an employee is smoking, and to strongly urge visitors to suspend smoking while at the hospital.
Ms. Miller summarized the smoke-free policy at Valley Hospital. One of the items in the policy states that staff are not permitted to smoke on the property of nearby residents, businesses, or anywhere in the neighborhood. It also states that staff cannot congregate or loiter on public property. That was included in the policy to ensure that hospital personnel are not going into the neighborhood to smoke. Personnel are also trained on the policy, during orientation and interviews of potential employees, as well as reminders issued once a year during performance appraisals. In addition, if employees violate the policy, they are subject to Valley Hospital’s constructive counseling process and disciplinary process. That means they will get warnings and possibly be terminated if the behavior is repeated. The hospital is also willing to listen to neighbors if hospital personnel are seen smoking in the neighborhood, which has occurred several times.
In closing, Ms. Fraser said she wanted to clarify why Valley Hospital would strongly support implementing the new policy, and asked the Councilmembers to consider it in a very serious way. Ms. Fraser is sure that Dr. Daniel Fishbein, Superintendent of Schools, feels the same. It will eliminate exposure to secondhand smoke; strengthen the image and reputation of the Village as being committed to the health care of its residents; set examples for the residents; and supports other local clean indoor air regulations and tobacco-free worksites. In 2006, the United States Surgeon General’s report called “The Health Consequences of Involuntary Exposure to Tobacco Smoke,” the value of protecting people from secondhand smoke was made clear. The facts are in, and there is no longer any debate. Secondhand smoke is a cause of premature death and serious disease among adults and children who do not smoke. There is no safe level of exposure, and the only way to protect individuals is to eliminate exposure. As community leaders, Ms. Fraser said it is hoped that the Councilmembers feel an obligation to join with Valley Hospital and the Board of Education to promote a healthy community and be a role model for a healthy lifestyle and behavior.
Mayor Aronsohn thanked all the speakers for their comments, and said he has always been a big proponent of this idea. He also pointed out that the hospital is adjacent to one of the schools, and enlarging the smoke-free zone would help to protect children walking to and from school from the effects of secondhand smoke.
Ms. Fraser added that she was aware of the conversation about enforcement of the policy, and commented that in doing research before implementing the smoke-free policy at the hospital, they learned that the signs are great deterrents to people smoking, so appropriate signage is absolutely necessary.
Councilwoman Hauck commented that Sheila Brogan, President of the Ridgewood Board of Education, and Dr. Fishbein wanted to be at this meeting, but they both had previous commitments at the school and could not attend. However, Councilman Hauck said they are supporting this policy as enthusiastically as Valley Hospital.
In addition, Councilwoman Hauck said she believes these smoke-free zones are becoming the norm. In other states, the individual Clean Indoor Air Acts have been expanded. People are embracing the idea of refraining from smoking in public spaces. More people seem to be realizing that subjecting others to their secondhand smoke is unfair, especially around schools and hospitals, where there are vulnerable populations. Councilman Hauck said she is proud to support such an effort, and would be proud if the policy were implemented. She also pointed out a bill that passed in the New York State Senate suggesting that all public health facilities have a 15-foot perimeter in which smoking is not allowed.
Councilman Riche commented that, whether one agrees with smoking or not, this is an issue of personal rights. He does not believe that the governing body should be legislating personal rights issues in the Village. Chapter 244 of the Ridgewood Code is a smoking ordinance for minors, and Councilman Riche noted that there is zero enforcement on that particular ordinance at this time. He had asked to hear from Police Chief Ward regarding manpower and enforcement. Moreover, the zero budget for 2013-2014 means that the Village does not have the resources to enforce this policy, and Councilman Riche is concerned that this is just the first step of opening up a Pandora’s box, and the next step could prohibit people from smoking while they are sitting outside at a sidewalk café. Although he remains committed to the fact that there should be less smoking, Councilman Riche thinks this is a personal rights issue that should not be legislated by the Village Council.
Councilman Pucciarelli asked the representatives from Valley Hospital if they are not merely regulating where the smoking is taking place, but prohibiting any smoking by their employees, which prohibition extends to smoking off premises, as well. Ms. Fraser said that was correct, and Ms. Miller added that employees are told that they are not to be smoking throughout the continuum of their workday, because if they smoke at all during their shifts, the smoke stays on their clothes, and when taking care of patients, it can make the patients ill. Ms. Fraser also pointed out that for visitors, the entire campus is smoke-free. Hospital security monitors and enforces the policy, and staff members carry cards to help them know what to say when confronting visitors who are smoking on the campus. Councilman Pucciarelli noted that the hospital’s policy seems to be a strong one. He commented that he is extremely anti-smoking, and no one smokes in his house or his car. However, he thinks it is necessary to be judicious about how governmental power is extended to regulate private activity. Councilman Pucciarelli sees no problem in prohibiting smoking around the public schools for the reasons stated, but he does have a problem with the idea of extending police enforcement and powers to the sidewalks around a private institution, and that police powers are going to be used to, in effect, enforce an employment policy. In addition, Councilman Pucciarelli said he does not necessarily agree with the idea of carrying the policy out to a radius around the schools, which is hard to envision, while the sidewalks are very noticeable as a perimeter. Therefore, Councilman Pucciarelli said he would support the prohibition of smoking on the sidewalks surrounding the schools, which are governmental institutions, but he is reluctant to extend that support to prohibiting smoking on the sidewalks around the hospital. He commended the staff of Valley Hospital for their success in enforcing their own policy so far, and does not believe they need any help from the Village in that effort.
Councilwoman Walsh said she, like Councilman Pucciarelli, does not smoke and does not allow it in her home. However, she said she has seen many people smoking in front of Valley Hospital, and if they are not employees of the hospital, they are most likely visitors. She also feels strongly that if there is a smoking ban issued by a business, which is what Valley Hospital is, smokers will simply move to other streets to smoke. Councilwoman Walsh noted that during the previous discussion, she said she had seen people that she assumed were Valley Hospital employees walking the streets while smoking. She said that she, too, would support a ban on smoking around the schools, but that she could not support such a ban around the hospital.
Mayor Aronsohn reiterated his support for the ban around the schools, as well as around the hospital. However, he noted Councilman Riche’s point about this being a personal rights issue, but Mayor Aronsohn says that the rights of the non-smokers must also be considered. He said that as he sees it, the consensus of the Councilmembers is that there is support for prohibiting smoking adjacent to the schools, but not adjacent to the hospital.
Councilman Riche added that there is a bus stop on Ridgewood Avenue across the street from Ridgewood High School. A smoking ban that is extended to the sidewalks adjacent to the schools would mean that a commuter waiting for the bus there would be prohibited from smoking. Councilwoman Hauck pointed out that there is a bus stop on the same side of the street as the high school, and there is a State statute which prohibits smoking at that bus stop. Mr. Krantz responded that he has a lot of information about bus stops. He said that the bus stop in question is not a hub, and therefore the majority of the riders are most likely regular bus riders, and self-enforcement works the same way for that group as it does for any other group. As long as people are aware that there is a no smoking policy, and signs to that effect are placed in that area, there does not seem to be a problem. In addition, smokers are usually aware that there are places in which they cannot smoke, and they do seem to follow whatever policy applies in a particular location. Non-smokers also know that they can point out any signs that prohibit smoking to smokers. Mr. Krantz also addressed the question of whether it is within the Village Council’s purview to regulate smoking around bus stops, saying that New Jersey Transit (NJT) has made every effort to make their platforms and stations smoke-free environments, but they do not appear to have any policy at their bus stops, because enforcement is a problem. However, NJT has indicated that they have a clear preference for implementation of smoke-free policies. Moreover, after discussing the issue with Councilman Hauck and Mr. Rogers, Mr. Krantz believes that the location in question is clearly Village-owned property, and the Village has the right to regulate behavior in that area. It is more likely to be enforced in the same way that it would be enforced in other places, which is through self-enforcement.
Councilman Riche said he could foresee issues arising on Beverly Road, where there are private properties that are contiguous to the school. He asked if a homeowner whose house borders the school would be allowed to stand on the sidewalk outside his/her home to smoke cigarettes, or if contractors who might park in front of the school to do work at some of the surrounding homes would be allowed to smoke. These are some of the many issues that Councilman Riche said he could foresee, especially in similar areas. Councilman Pucciarelli said that illustrates his problem with restricting smoking around Valley Hospital. He wondered what would happen if a homeowner of a property adjacent to a school asked the Village to prohibit smoking on the sidewalk in front of that home, because the homeowner has a policy against smoking, and such requests continued among various homeowners throughout the Village. Councilman Pucciarelli said he believes it is a conceptual problem of having a private initiative to proscribe smoking in front of a private enterprise or residence.
Mr. Rogers clarified a comment made by Mr. Krantz. He said that the Village does not “own” the right-of-way, but has the authority to control what occurs in that right-of-way. On County roads, the County’s responsibility and obligation for maintenance and control extends from the edge of the pavement to the edge of the pavement, and although they do have an interest in the right-of-way along County roads, they are not responsible or obligated to maintain those rights-of-way. Such maintenance is under the purview of the municipality. Therefore, with respect to rights-of-way that are adjacent to or sharing a boundary with Board of Education properties (not across the street), those could be considered along with school properties for clarification purposes.
Mayor Aronsohn hoped that a draft ordinance could be introduced by next week, and Mr. Rogers agreed.
Councilman Pucciarelli noted that the issue regarding Beverly Road is an interesting one. He believes that if it is discovered that students seem to be congregating on the north side of Beverly Road to smoke, that issue could be addressed at that time. Mayor Aronsohn said it is his understanding that the high school has a “line-of-sight policy” with regard to smoking. Mr. Rogers also pointed out that, as with all legislation, an ordinance can be amended at a later time if needed.
4. DISCUSSION
a. Budget:
1.) 2014 Health Officer Contract – Borough of Fair Lawn
Ms. Mailander explained that this is an annual contract. Normally, it is a Shared Services Agreement with the Borough of Fair Lawn. In 2013, the charge was $8,400, but for 2014, an increase has been requested to $8,550. The Bergen County Department of Health Services also submitted a bid for this service, and their quoted cost was $28,500. Therefore, the Health Officer has asked that the contract remain with the Borough of Fair Lawn in the amount of $8,550. This will be put on a resolution for the January 15, 2014, Public Meeting.
2.) Resolution for Emergency Repair – 1998 Bandit Model 1850, Whole Tree Chipper – Parks and Recreation Department
Ms. Mailander said this whole tree chipper is used daily, and is heavily used for emergency removal of downed trees and branches. The main grapple and the motor that runs the grapple broke down, and the repair will cost $17,986.88. This vehicle is scheduled to be replaced out of the capital budget in 2015. Councilman Riche noted that the information on this repair states that the money is available, and he asked where the money is coming from. Ms. Mailander said she would ask Mr. Sanzari where the funds are, but the resolution will not be put on the agenda for the next meeting unless Mr. Sanzari certifies that the funds are available. Councilman Riche asked for clarification that this is not an emergency appropriation. Ms. Mailander said it is an emergency repair, which would indicate that it is an emergency appropriation. She said that she would get more information from Mr. Sanzari. Councilwoman Hauck asked for clarification that the vehicle is scheduled to be replaced 2015, and questioned the necessity of paying nearly $18,000 for another year of use. Ms. Mailander responded that it is more likely that it will be 18-21 months before any money is available. Councilman Walsh asked what the value of the vehicle is now, and Ms. Mailander said she would find out.
3.) Removed from Agenda
4.) Removed from Agenda
5.) Award of Contract – Fleet Service Fuel and Related Services
Ms. Mailander stated that this is where the Fleet Services Division obtains parts. A comprehensive RFP is sent out, and the lowest bidders or quotes for a particular service or part are listed on a schedule. This enables the Fleet Services Division to go to the various vendors listed in order to obtain the needed parts and services. This will be put on a resolution for the January 15, 2014, Public Meeting.
6.) Award of Contract – Landfill Disposal of Solid Waste
Ms. Mailander said the purpose of this bid was to improve the Village’s position with respect to paying landfill and dump fees for the disposal of solid waste. Five bid proposals were picked up, and four were returned. The Village currently pays $65.37 per ton, and the low bid for the two-year period was $64.95 per ton. In addition, the current location where the waste is taken is 14.7 miles from Ridgewood, and the winning bidder’s location is 11.95 miles away. Therefore, it is recommended to award this bid to IWS Transfer Station. Councilwoman Walsh asked what the significance is of the travel distance, and if the Village is charged for mileage. Ms. Mailander answered that the Village is not charged for mileage, but the distance is significant due to fuel costs, as well as the ability to get to the location and back in a timely manner. This will be put on a resolution for the January 15, 2014, Public Meeting.
7.) Award of Contract – Service and Repair of Potable Water Pumping Facilities
Ms. Mailander said this is another annual resolution, and this is year two of a two-year contract, in an amount not to exceed $62,350. The amount was the same in 2013. This will be put on a resolution for the January 15, 2014, Public Meeting.
8.) Extraordinary Unspecifiable Services – Water Pollution Control Facility Power Outage
Ms. Mailander stated that there was a power outage in the Village on December 31, 2013, which included the Water Pollution Control Facility. Some electrical issues arose, and a local electrician quoted a rate of $65 per hour, plus costs for parts and equipment replaced. Christopher Rutishauser, Village Engineer, recommends a budget of $15,000 for the repairs that have to be made. Councilman Riche noted that the background information indicates that a specific electrical contractor was contacted, and that the contractor will have to go through the plant to figure out what needs to be repaired. This does not sound like an emergency situation to Councilman Riche, and he wondered how it was classified as an extraordinary unspecifiable service, rather than being sent out for bid. Mr. Rutishauser responded that the electrician is currently working, and has been working since the first day he was available to do the work. Bypassing at the plant was narrowly avoided, because there was no electrical power at all. The emergency generator did not activate. Part of the power outage caused significant disturbance in the Water Pollution Control Facility’s electrical systems, which is why it is necessary to have an electrician check everything to ensure that it runs. Mr. Rutishauser indicated that the plant is still not at 100% of its operational capability. There will be additional resolutions for extraordinary unspecifiable services coming due to services performed on the generator and the switchgear. There were also some issues with the alarm system at the Lester Stable, and prices for its repair are being obtained this time, which will be presented to the Councilmembers.
Mayor Aronsohn asked what happened to the generator. Mr. Rutishauser answered that it did not start. Mayor Aronsohn asked if the reason is known. Mr. Rutishauser responded that the next day, the electrician found the block heater had failed, and therefore the engine would not start. It is not something that could have been foreseen by Village staff. Councilman Pucciarelli asked if there is any policy for testing the generators periodically. Mr. Rutishauser answered that there is a monthly test, but due to the size of the generator, there are constraints set by the New Jersey Department of Environmental Protection (NJDEP). Whenever the Superintendent wants to check the generator, he must first check the NJDEP website to see what the weather conditions are, and if a smog condition is present in this area. All of that must be entered in a logbook that is inspected by the NJDEP inspectors. If everything is satisfactory, the engine and generator can be started. However, there is no way to test the generator with a load, so if power is lost, the switchgear switch must also be turned on. Councilman Riche noted that the resolution is for $15,000 maximum, and he asked who will monitor the contractor. Furthermore, if the $15,000 threshold is met while the contractor is in the middle of the job, Councilman Riche wondered what will happen. Mr. Rutishauser responded that Bob Gillow, Superintendent of the Water Pollution Control Facility, will oversee the repairs and submit vouchers to Mr. Rutishauser for review. If the work is proceeding in a satisfactory manner, the contractor will be paid. Once the $15,000 maximum is reached, the amount of work remaining to be done must be evaluated, and Mr. Rutishauser may have to ask the Councilmembers for additional funds at that time. It is anticipated that the contractor will submit vouchers every two weeks, which will be paid, and the costs can be tracked in that manner. Councilwoman Hauck asked if the generator is a portable one, or if it is a permanent one that is solely used for the Water Pollution Control Facility. Mr. Rutishauser answered that it is a permanent, fixed generator, with a 500 horsepower engine, and it was installed in 2004 as part of an overall upgrade at the plant. This will be put on a resolution for the January 15, 2014, Public Meeting.
9.) Award of Contract – 2014 Recreational Program Instruction
Ms. Mailander stated that these are programs offered by the Department of Recreation, and include sports, hobbies, and academic enrichment, among other things. RFPs were prepared, and proposals were received from five different entities which were the lowest bidders. There were no proposals received for some activities, so prices were negotiated which have been determined to be beneficial. All of these programs and sessions are offered by each vendor, and they reserve the right to cancel any sessions if enrollment is too low. Councilwoman Walsh pointed out that for the equestrian activities, it is stated that in addition to instruction, the proposal shall include providing/transporting horses to the Village for scheduled instructional sessions. She does not believe there any facilities available for riding horses. Ms. Mailander said she did not notice that before, and she will get more information. Councilwoman Walsh wondered about the liability involved if horses are made available to participants, and Ms. Mailander noted that there is a provision requiring a certificate of $2 million liability insurance as one of the requirements. Councilwoman Walsh said her particular concern involves children, and that typically children are not allowed to ride outside a riding ring. Ms. Mailander said she would get more information on this issue.
b. Operations:
1.) Multi-Space Meter Unit – Park-and-Ride
Ms. Mailander mentioned that this is been proposed for the park-and-ride facility. Currently, there are individual parking meters. The majority of cars in the lot belong to commuters, and are parked there for most of the day. Approximately half of the commuters use the UP3 permits, but it would probably be beneficial for those without permits to use the multi-space meter units. The units take bills and coins, but have the capability to take credit card payments in the future, if and when that becomes available in the Village. It has been estimated that installation of this unit would save the Village approximately $7,000, and it is believed that one of these units would be enough to cover the entire parking lot. Councilman Riche pointed out that the information shows that the multi-space unit could be purchased from Mackay Meters under the existing purchase order the Village has with them for mechanisms and housings, and he asked if the existing purchase order was specifically issued for the purchase of this unit. Mr. Rutishauser answered that it was not issued for the purchase of this unit specifically, but was intended for purchasing parking meter mechanisms and housings. Councilman Riche asked why an RFP has not been issued for this purchase, because what is being discussed is using a purchase order that was not issued for the purpose of buying this item. Because there is an existing purchase order, it should not be used to purchase whatever is desired. Mr. Rutishauser responded that the unit is from the same vendor, and the Village has a very good relationship with that vendor. Mackay Meters is the primary vendor of all the parking meters and mechanisms currently used in the Village. However, Mr. Rutishauser noted that while the unit can be purchased under the existing purchase order, RFPs could also be issued. Because this falls under the bid threshold, an RFP is not necessary. Councilman Riche said he understands that, but the internal policy in the Village has always been to obtain multiple bids even when something is under the bid threshold. Mr. Rutishauser said that is sometimes true, and sometimes it is not true. Councilman Riche suggested that a bid be obtained for this unit, because this Village Council has taken issue in the past with buying things that are not on a specific purchase order.
Councilman Pucciarelli pointed out that if the Village is going to make this type of investment, the utility of this kind of device would be greatly enhanced if credit cards were allowed to be used. Mr. Rutishauser answered that moving to a credit card system has always been desired, and after many discussions with the Councilmembers, it has always been something that has been discussed for future implementation. The reason for that is because the Village must be set up to accept credit card payments, and there are charges associated with accepting credit card payments. For example, accepting credit cards for parking meters would result in a 3%-6% reduction in the yield due to the additional costs for providing that service. That reduction could be made up by adjusting the rates, but that is something the Councilmembers would have to decide. Councilman Pucciarelli also noted that it is very inconvenient for people who do not know how long they will have to leave their cars parked when they have to pay cash, and credit cards would help alleviate that. Mr. Rutishauser responded that he does not believe people are currently allowed to park their cars for more than 24 hours in the lot. He reminded the Councilmembers that some months ago, he discussed the option of using a service like Parkmobile, which provides the ability to use credit cards, and will automatically add a surcharge if the motorist does not return. Councilman Pucciarelli said that is an operational issue that can be discussed at another time, but since this expensive equipment exists, it would be wonderful if its use could be maximized by the Village. Mr. Rutishauser cautioned that it is more beneficial if the lot is emptied every night, because it can then be plowed. If cars are allowed to remain overnight, plowing becomes problematic, and can cause inconvenience to other customers when entering and exiting the lot. Councilman Pucciarelli asked if cars that remain on the lot longer than the time allowed our ticketed, and Mr. Rutishauser answered that is an enforcement issue. Ms. Mailander noted that the meters are 12-hour meters, and operate from 6:00 A.M. to 6:00 P.M., but she is not sure whether overnight parking is allowed in that lot.
Councilwoman Walsh asked what changes will have to be made to the lot, such as numbering the spaces. Mr. Rutishauser confirmed this, and said that the existing poles would be used with numbered placards placed on them. That might be preferred to painting numbers at each space, due to snow and ice issues. A map would also have to be placed near the machine as a secondary means for users to identify which spaces are being used for payment purposes. Mr. Rutishauser recommends the “pay by space” system, rather than the caps on “pay and display” system, which requires the customer to get a receipt, and go back to the car to place the receipt in the dashboard so that it will be visible to any enforcement officer. The “pay by space” system only requires the enforcement officer to visit the unit to see which spaces are paid and ticket those cars in spaces for which payment has not been made.
Councilman Riche said he was recently made aware of the mobile apps that are available for people to pay for additional time on parking meters by using their smart phones. He suggested that perhaps that service could be added when putting this issue out for bid. Mayor Aronsohn recalled that when this was discussed several months ago, it was pointed out that such expansions of usage would require a bigger investment. He pointed out that Ridgewood is a rather unique area, and many people commute from here. The proposed multi-unit parking meter is intended to create some convenience for commuters, while at the same time generating savings for the commuters and for the Village, as well as moving toward the new technologies available. Mr. Rutishauser agreed that this is an incremental step in that process. From an operations point of view, he said that it is greatly desired to go with using credit or debit cards. The current metering system creates a tonnage problem, because coins weigh a lot. Moving the coins has caused injuries to staff members, as well as other issues. Installing an electronic system would reduce the tonnage. However, Mr. Rutishauser said that the Village is not yet at that point. To answer Councilman Riche’s question, Mr. Rutishauser said he believes the Village can have a meter system that can be updated in the event someone has to add additional time to his/her parking meter. Councilman Riche asked if the proposed system can be upgraded to work with a mobile app. Mr. Rutishauser said he would have to confirm that with the vendor. Councilman Riche asked if this unit is made by the same manufacturer as the one that is in the Chestnut Street parking lot. Mr. Rutishauser said definitely not.
Councilwoman Walsh asked what the capacity of this particular unit is for holding coins and bills, and how often will it have to be emptied. Mr. Rutishauser responded that he would not get into specifics for security reasons, and Councilwoman Walsh wanted to know if the capacity is equivalent to what already exists in the Village. Mr. Rutishauser answered that it is, and that because there will be money in those machines, he does not want anyone to find them attractive targets to hook up a tow truck and drive away with the equipment.
Ms. Mailander asked if all of the Councilmembers are in agreement with Councilman Riche’s recommendation to send this out for quotes. Mayor Aronsohn said he was happy with the recommendation made by Mr. Rutishauser. Councilman Pucciarelli said his only question before proceeding is whether this particular unit can be upgraded to support mobile apps, as Councilman Riche suggested. Ms. Mailander said she would get that information. Councilwoman Walsh said her only question is whether there are comparable systems, and is this particular one the most cost-effective. Mr. Rutishauser responded that there are a number of these units available on the market, and while there are better ones, these are used around the world and seem to be very reliable. One of the advantages to purchasing from Mackay Meters is that they are located in Paterson. Councilwoman Hauck said she is satisfied with Mr. Rutishauser’s recommendation. Mr. Rutishauser said that he will look into the possibility of obtaining a unit that can be upgraded, but the Village is not yet at the point where electronic payments can be made. Councilwoman Walsh pointed out that if future units are to be compatible with mobile apps so that additional time could be available to commuters, the current ordinance will have to be changed, because the current meters are 12-hour meters. Ms. Mailander said that is a decision that must be made at a future date, because there are certain considerations that must be studied. She pointed out that there was a problem this past week on Prospect Street, due to people who had parked overnight in the Prospect Street lot. The same 23 cars were in the lot from Friday night through Sunday morning, so plowing could not be completed effectively.
This will be put on a resolution for the January 15, 2014, Public Meeting.
2.) Municipal Alliance Grant 2013 Extension
Ms. Mailander said a resolution was approved for the Municipal Alliance Grant in December 2013. However, they have now changed their year from a calendar year to a fiscal year, so this resolution will put funding in place from July 1, 2014 to June 30, 2015. This grant provides drug and alcohol awareness programs to the Village. It is an annual grant that is applied for by the Village. This will be put on a resolution for the January 15, 2014, Public Meeting.
c. Policy:
1.) Amend Chapter 165 Hazardous Collection Conditions
Ms. Mailander noted that the proposed ordinance came about after a recent ice event in which several of the Department of Sanitation workers slipped and fell on the ice, and two of them were taken to the hospital with cracked ribs. Therefore, Mr. Rutishauser drafted an ordinance which defines hazardous collection conditions when residents may be asked to bring their garbage to the curb, or possibly even suspend garbage collection, and this will allow the Village Manager to adopt rules and regulations periodically to deal with hazardous conditions, which are not limited to ice and snow, but can also include floods, gas leaks, or a situation that could be deemed hazardous and which might prevent garbage pickup. The ordinance also provides that any residents for whom garbage pickup has been suspended will have their garbage picked up at the next scheduled pickup, as long as the hazardous conditions do not exist at that time. This will be put on a resolution for the January 15, 2014, Public Meeting.
2.) Change Order – Controlled Doors at the Veterans Field Bathroom
Ms. Mailander noted that this will provide for installation of a time-lock system on the bathroom doors at Veterans Field. The Village currently has proximity card readers which put locks in various places at Village Hall in various departments, including the Finance Department and Municipal Court, and other secure places. This is a change order, because it does contain a lock system as part of the bid, and the cost is $6559.08. The locks can be controlled from Village Hall, and time limits can be set. It is hoped that this will reduce vandalism, which has become an issue at those bathrooms. In addition, it will not require employees to go out and lock and unlock the doors every day, which is sometimes overlooked or delayed. Councilman Riche pointed out that the bid only mentions parts, and he asked where the labor charge is shown for the installation. Mr. Rutishauser responded that the change order does include parts and installation, and the company is the same firm that provides the proximity cards currently used by the Village. Councilman Riche reiterated that the bid does not show installation charges, but only charges for parts. Mr. Rutishauser said he would get the other portion of the quote for the Councilmembers. Councilwoman Walsh asked if the total bid is for $32,930. Mr. Rutishauser said that was the original bid, and that work has already been completed. Councilman Walsh noted that the $6,500 would be only for the bathrooms, which Mr. Rutishauser confirmed. He added that part of the charges due to the fact that the bathrooms are remote, and additional wiring is needed in order to connect to the area for controlling the locks in Village Hall. Councilwoman Walsh asked if, in an effort to save $6,500, no one can be found who will go out and lock and unlock the bathrooms every day. Mr. Rutishauser responded that there are people who can do that, but as Ms. Mailander pointed out, that has sometimes been problematic. The Village relies on the Police Department, but if they are answering an emergency call, the officers’ attention is on those more pressing issues, and the bathrooms seem to be forgotten. When the bathrooms are not locked at night, there have been incidents of vandalism reported, and it has been expensive to make the necessary repairs. Sometimes, the morning workers forget to unlock the bathrooms, upsetting the people using the field. This in turn causes the staff at the Public Library some consternation, because mud and dirt is tracked through their lobby, as well as the lobby of Village Hall. This will be put on a resolution for the January 15, 2014, Public Meeting.
5. REVIEW OF JANUARY 15, 2014 AGENDA
Ms. Mailander announced that the Public Meeting would include the following Proclamation: Jamboree Days.
There are two ordinances to be introduced: Amend Chapter 165 – Garbage, Rubbish, Refuse, Recycling – Hazardous Collection Conditions; Implement No-Smoking Perimeter around Public Schools.
The Public Hearings include: Amend Chapter 265 – Vehicles and Traffic – Placement of Stop Signs in Various Locations; Amend Chapter 3 – Administration of Government – Department of Water Supply – Division of Water Utility.
Resolutions include: Authorize Tax Assessor/Tax Collector to File Appeals and/or Settlement Stipulations; Authorize Shared Services Agreement – Health Officer Services (Fair Lawn); Appoint Risk Management Consultant; Authorize Emergency Repair – Chipper – Parks Department; Title 59 Approval – Fuel and Related Services – Fleet Services; Award Contract – Fuel and Related Services – Fleet Services; Title 59 Approval – Landfill Disposal of Solid Waste; Award Contract – Landfill Disposal of Solid Waste; Award Contract – Service and Repair of Potable Water Pumping Facilities; Authorize Change Order – Time-Controlled Doors at Veterans Field Bathrooms; Approve Acceptance of Municipal Alliance Grant Funds – Revised Resolution; Award Contract – Edmunds Associates – Finance Department Software; Award Contract – Extraordinary Unspecifiable Service – New Jersey Licensed Electrician Contractor at the Water Pollution Control Facility; Award Contract – 2014 Recreational Program Instruction; Award Contract – Multi-Space Parking Meter Unit at the Park-And-Ride.
6. MANAGER’S REPORT
Ms. Mailander pointed out that there are only 26 days until the Super Bowl in East Rutherford. In celebration of that, Ridgewood will host various activities, including four hurdle zones providing family games and amusements, crafts, food, and music. It will take place at the Ridgewood Public Library, the YMCA, and in downtown Ridgewood.
On Saturday, February 1, 2014, the Department of Parks and Recreation is hosting a “fire and ice” event at Graydon Pool. Pre-registration is required through Community Pass in order to participate in the event. Scheduled activities include a bonfire, ice skating, ice sculptures, food, music, and more.
On Sunday, February 2, 2014, before kickoff, there will be events downtown at the Bank of America building, including a chili cook-off, the Ridgewood High School football team marching band, cheerleaders, and family activities.
The Ridgewood Emergency Guide was updated last fall. At that time, the guide was only offered on-line. Jeremy Kleiman, Emergency Management Coordinator, had 500 copies of the guide printed, which are now available for pickup in the lobby of Village Hall. There is also additional information available there regarding being prepared for various emergencies.
Ridgewood’s flood hazard rating service number is seven. This entitles residents in the flood hazard areas to a 15% discount on their flood insurance premiums. Ms. Mailander said the recertification documents have recently been submitted to maintain this rating.
Leaf pickup continues this Saturday. With crews going out to perform the service, it is hoped that a full day can be devoted to this, weather permitting.
Ms. Mailander thanked all of the residents on the east side who have been very cooperative during this icy weather in bringing their garbage cans to the end of their driveways to facilitate garbage pickup without endangering the Sanitation Department employees.
The coffee bar at the train station will reopen in the newly-renovated facility. The bid will be ready by the end of next week. Anyone who is interested in receiving the details should call the Village Manager’s office, and the bid will be sent once it is ready.
The 2014 Village calendars have been mailed to all residents and businesses. Anyone who has not received a copy, or if anyone received the copies containing errors (double January/February, and missing October/November) should call the Village Manager’s office to obtain a new calendar.
7. COUNCIL REPORTS
Financial Advisory Committee – Councilman Pucciarelli said that the Financial Advisory Committee will hold its next public meeting on Monday, January 13, 2014, at 7:30 P.M., in the Garden Room of Village Hall. Everyone is welcome to attend.
Village Garage – Councilman Pucciarelli commented that there will be a meeting of the joint ad hoc committee that is looking at the proposed shared facility to replace the current repair facility on Chestnut Street. It will be attended by representatives from the Village, as well as from the Borough of Glen Rock. The purpose of the meeting is to review the preliminary findings of Conklin Associates, who have suggested that the combined facility can be accommodated on the east portion of the Ridgewood property north of the cell tower, with additional space available for either an auxiliary building or for parking for other uses.
Parks, Recreation, and Conservation (PRC) Board – Councilwoman Hauck said that the PRC Board is busy planning the “Fire and Ice” festival. Admission is $5, and Councilwoman Hauck said everyone should come to have a hot time in the cold. On Saturday, February 1, 2014, from 4:00 P.M. to 8:00 P.M., there will be 15 bonfires around Graydon Pool. This was a suggestion made by member of the Ridgewood Fire Department, and replicates a community activity that is held in Providence, Rhode Island, every year, with beautiful effects due to the proximity of the water (or ice, as the case may be) to the fire. Many firefighters have already volunteered to assist with this event, and preparations are already underway. Each bonfire will be manned by a firefighter from the Ridgewood Fire Department. Councilwoman Hauck emphasized that the activities are not just for children, but is a party for all age groups.
Community Center Advisory Board – Councilwoman Hauck said that the Community Center Advisory Board reconvened last month. They are currently working on fundraising, assigning tasks to board members, and facility upgrades. There is another meeting scheduled for tomorrow night
Mayor Aronsohn noted that in reference to Ms. Mailander’s report on the Emergency Management Guide, he thanked Ms. Mailander, Mr. Kleiman, and Janet Fricke, Assistant to the Village Manager, for finally having a rack dedicated to emergency management materials in the lobby of Village Hall. Mayor Aronsohn recommended that everyone should take a look at the information available.
Finally, Mayor Aronsohn reminded everyone that in the last month, there have been two bone marrow drives in Ridgewood. One was for a young man named Anthony Daniels, and the other for Ed Schwartz. The response to both drives has been tremendous. Mayor Aronsohn noted that people were standing in line for more than an hour to be tested, which is a testament to the community.
8. COMMENTS FROM THE PUBLIC
Mayor Aronsohn stated they would again have comments from the public and asked anyone wishing to address the Village Council to come forward.
Leonard Eisen, 762 Upper Boulevard, said he attended the bonfire event in Providence, Rhode Island, several years ago, and it was very impressive.
Next, Mr. Eisen noted Ms. Mailander’s report on residents from the east side of town bringing their garbage to the curb during the icy conditions, and he wondered why that could not be done all year round. It would probably save the Village quite a bit of money, and he does not understand why anyone should object to bringing garbage to the curb. He asked the Councilmembers to consider making such a request again.
Anne Loving, 342 South Irving Street, commented that there were three items in the agenda this evening for which additional funds had to be appropriated. She remembered that when the budget discussions were being held, the reserve funds were drastically reduced, and she wondered if the Councilmembers were bearing that in mind as they considered these additional appropriations. Ms. Loving agrees that the generator at the Water Pollution Control Facility must be fixed, but she wondered if the change order for the doors at the Veterans Field bathrooms is necessary at this time. Mayor Aronsohn responded that the Councilmembers do try to keep all of that in mind, and he added that the reserve for this year was larger than that for last year.
Next, Ms. Loving said she was happy that the emergency management guides were printed. She noted that 500 had been printed, and recalled that there had been some discussion about printing many more, for which Valley Hospital would pay. However, the Councilmembers decided not to do that because it would violate the ordinance that prevents the Councilmembers from taking money from an entity that has an application before the Village. Therefore, Ms. Loving assumed that Valley Hospital did not pay for the printing of the 500 brochures. Mayor Aronsohn confirmed this, and added that it would not be a violation to accept that offer. The current policy allows discretion when considering such offers, but the Councilmembers decided not to do it. Ms. Loving recalled that there was a solicitation for private donors to assist with the printing costs, which Councilman Riche confirmed.
Finally, Ms. Loving discussed the multi-space parking meter. She does not understand why the Councilmembers would not want to try to find a better price, although she does understand that there is a purchase order already in place. This does not seem to be an emergency, and to use a purchase order that does not specify this exact item seems inconsistent with the stand taken by the Councilmembers with respect to the purchase orders attached to the telephone system.
Boyd Loving, 342 South Irving Street, said he is dismayed that the Village has a generator that did not start, requiring the taxpayers to spend $15,000 or more to correct errors that arose as a result of its failure to start. While Mr. Loving understands the explanation given by Mr. Rutishauser that the Village is required by the NJDEP to make a log entry and check before testing is done, but what Mr. Rutishauser did not reveal was when was the last time the generator was tested, and when was the last time a load was placed on it. Mr. Loving said in his neighborhood, several residents have installed generators, and they are tested regularly. In addition, Mr. Loving questioned whether there is any liability on the part of PSE&G due to a switch failure in Fair Lawn that caused the outage, and whether any of the repair charges could be reimbursed by them, or from the manufacturer of the unit. Mr. Loving suggested that this matter be investigated, and accurate records should be kept, with regular testing performed.
Regarding the multi-space parking meter, Mr. Loving noted Mr. Rutishauser’s characterization of the unit at Chestnut Street as a “lemon”. However, Mr. Loving questions why only one would be installed. If only one is installed, and it fails, it means that no revenue can be collected until that unit is fixed. It seems to Mr. Loving that it would make more sense to put more than one unit at a particular location, so if the primary one fails, there is a secondary unit that can be used. He pointed out that in Hoboken, there are multiple units located on each block, and if one unit does not work, another unit is available for payment. Mr. Loving believes the same method should be used in Ridgewood. Mr. Loving estimates that the money lost due to the unit being out of service could possibly cover the cost of a second unit. He asked the Councilmembers to consider purchasing an additional unit at that location for that reason.
With respect to the credit card surcharge, Mr. Loving recalled Mr. Rutishauser statement that there is quite a bit of tonnage in coins generated by the parking meters. The Village pays to have the coins collected and picked up, and sometimes that money is stolen. If credit and debit cards were permitted to be used, the surcharge might actually save the Village money that does not have to be paid for collecting and picking up the coins, or that is lost due to theft.
Finally, Mr. Loving commented on the installation of time-lock doors at Veterans Field. Ms. Mailander and Mr. Rutishauser both mentioned the fact that it is not always possible for the Police Department to lock the doors due to being tied up with emergency situations, but Mr. Loving said his concern about putting in the automatic locks at night is that he does not believe it is possible to eliminate the need for Police Department personnel to check the bathrooms to ensure that no one is in distress in any of the stalls, or that someone could not wait in the bathrooms to assault someone the next morning when the doors are unlocked. Mr. Loving suggested that installing the locks would not relieve the Police Department of its responsibility to check the bathrooms.
Mr. Loving said he put out an artificial Christmas tree to be picked up, and he anticipated a problem because the assumed the Sanitation Department workers would see the tree and assume it was a real one and leave it. He called the Sanitation Department, and within 10 minutes, the tree was picked up. Mr. Loving appreciates that kind of service.
Ms. Mailander commented that it is her understanding that there is a safety feature on the door locks, which consents if there is someone inside the bathroom, and will not allow the door to lock under those conditions. However, she noted that if someone is injured, it might be possible that s/he could not get to the door.
There were no other comments from the public at this time, and Mayor Aronsohn closed the time for public comments.
9. RESOLUTION TO GO INTO CLOSED SESSION
The following resolution, numbered 14-01, to go into Closed Session, was read in full by the Deputy Village Clerk, as follows:
10. ADJOURNMENT
There being no further business to come before the Village Council, on a motion by Councilman Pucciarelli, seconded by Councilwoman Walsh, and carried unanimously by voice vote, the meeting was adjourned at 9:04 P.M.
PAUL S. ARONSOHN, Mayor
DONNA M. JACKSON, Deputy Village Clerk
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