Mayor and Council Special Meeting

MINUTES Mayor and Council Special Meeting Wednesday, December 15, 2021 6:30 P.M. CALL TO ORDER – A Special Meeting of the Mayor and Council of the Borough of River Edge was held virtually via Zoom in the Council Chambers of the River Edge Borough Hall at 705 Kinderkamack Road, River Edge, NJ 07661. The meeting was called to order at 6:33 p.m. by Mayor Thomas Papaleo. SILENT PRAYER – FLAG SALUTE Mayor Papaleo asked for a moment of silent reflection for those who have been impacted by the terrible tornado that went through Kentucky as well several other states, Doug Levine and Tom Byrne, residents who recently passed away, and the more than 800,000 people who have died from COVID-19 in the United States. Mayor Papaleo led those present in a salute to the flag. STATEMENT – Mayor Papaleo read the Statement of Compliance into the record as follows: Statement of Compliance with Open Public Meeting Act: This meeting complies with the Open Public Meeting Act by notification on January 8th of this location, date and time to the Ridgewood News and the Record and by posting of same on the municipal bulletin board and Borough Web Site and filing a notice of the same with the Municipal Clerk. The notice of this Special Meeting via the Tuesday, December 7, 2021 Sunshine Notice has been sent to the Record and Ridgewood News, has been posted on the municipal bulletin board and Borough Website. ROLL CALL PRESENT: Councilwoman Busteed, Councilman Chinigo, Councilman Gautier, Councilwoman Kaufman, Councilwoman Kinsella, Councilwoman Montisano-Koen and Mayor Papaleo. ABSENT: None ALSO PRESENT: Borough Administrator Lissette Aportela Council-Elect Klodiana Malellari Anthony Ioviono, Architect Chief Financial Officer Christopher Battaglia Edwin Alter, Municipal Land Use Clerk Mayor Papaleo advised that there will be a Closed Session added to the agenda pertaining to a Collective Bargaining matter that just arose. PRESENTATIONS Anthony Iovino, Iovino & Arcari Architects – Municipal Building Initial Assessment Recommendations Borough Administrator Aportela detailed the heating and electrical issues present in the Municipal Building, noting that space heaters are currently being utilized as the entire building has been without heat since Monday. She noted that are periodic electrical surges and the use of the space heaters has caused more surges than normal. Anthony Iovino, Architect of Iovino & Arcari Architects, explained that his firm was requested to investigate structural, electrical, mechanical, and flooding issues within the Municipal Building. He reviewed the Structural Engineer’s report and explained what would be entailed in addressing the structural issues which included installing temporary supports and a proper header over the doorway on the first floor, and at the same time, jacking up the floor to level it out. With respect to the mechanical system, he explained that the system is outdated. Although further investigation is needed, the recommendation at this time is that the system be replaced due to the repair costs and the inability for the system to be serviced. As the use of electric heaters is causing circuits to trip, he noted that there is room to add additional outlets to each floor and recommended that this work be completed. With respect to the water infiltration in the basement near the electrical panel, he explained the cause and how it can be addressed which included grading the area in front of the building to drive water away as well as either fixing the drain or extending the roof leader past the high point. On the Police Department side of the building, he noted that there are signs of moisture which he believes to be due to either missing or blocked drainage holes in the brick. He recommended that a few areas of the brick be opened by a mason to determine the condition of the shelf angle and flashing as well as to determine the issue with the drainage holes. The final item investigated was the exterior woodwork and Mr. Iovino advised that there are signs of rotting and the trim work boards appear to be in poor condition. Although it needs to be determined whether it is a matter of replacement or patching and repair work, he noted that the paint most likely contains lead and will need to be tested. Confirmation was requested that the building is safe and that the 6x6 pillar in the basement is not a safety concern. Should the repairs be authorized, concerns were raised regarding the safety of the employees and whether they can continue to inhabit the building. It was also questioned whether there were any concerns regarding mold exposure. A recommendation as to which repairs need to be addressed immediately and which repairs can wait was sought. Although the Structural Engineer needs to conduct further investigation, Mr. Iovino confirmed that the building is safe, and although engineer advised that the 6x6 beam should be replaced, he confirmed that it appears to be doing its job. With respect to employees, he advised that the walls and ceilings will need to be opened in the areas of concern, generating dust that may present the need for employees on the Kinderkamack side of the building to temporarily vacate the building. He advised that the structural work should only take a few days and could possibly take place over a weekend. With respect to mold, he commented that he did not see, smell, or feel it. He relayed that the structural elements should be addressed immediately and recommended that an electrician be brought in concurrently. With respect to the water infiltration, he noted that repairing the drain is more of an immediate issue and recommended that the other issues be addressed before the summer when the humidity levels increase. Councilman Gautier advised that the drain in question will be repaired by the DPW within the next few weeks. There was discussion about whether asbestos was present and how that can impact the ability for staff to remain in the building. Mr. Iovino advised that, although the only potential asbestos that he witnessed was in the ceiling above where the structural work will be taking place, he commented that it would be prudent to take a further look and test. He explained that asbestos is not an issue until it is disturbed. Should asbestos be found, a team licensed for removal would be brought in which could take one to two days. Borough Administrator Aportela advised that, although a records inventory program was implemented this year, there are still 500 boxes remaining which have been removed from the attic and are temporarily being stored in Council Chambers. As there is not an area within the Municipal Building to store these records, she explained that the documents will need to be stored offsite at a State-approved facility that is secure and climate controlled. She noted that there may be an increase in the operating budget to cover the costs of this rental. Christopher Battaglia, CFO, explained how the proposed work can be financed. He noted that it would involve modifying the capital budget and could potentially involve going out to bid which could take 60 to 70 days. He advised that it would also involve adopting a bond ordinance in order for the contract to be awarded. As a bond ordinance cannot be introduced or adopted until the Annual Debt Statement has been prepared and filed, he commented that the first meeting after the Reorganization Meeting is the soonest that this bond ordinance can be introduced. Mr. Iovino suggested that the structural work be declared an emergency. He advised that very basic documents can be prepared to outline the repairs and quotes can be solicited to determine whether the cost would be under the bid threshold. Edwin Alter, Municipal Land Use Clerk, was asked to give his perspective as an employee. He reported on the low temperatures in the building as well as the overloading of the file cabinets which he believes is adding stress to the floors. He verified that the electric is overcrowded. CFO Battaglia confirmed that the bidding requirements can be bypassed if this work is deemed an emergency which would expedite the procurement process. He recommended that the emergency work be segregated and quotes obtained so that it can be determined whether there is adequate funding already in place. Mr. Iovino confirmed that the structural and electrical work should be deemed an emergency. Motion by Councilman Chinigo, second by Councilwoman Kinsella, to authorize the structural and electrical repairs as directed by Mr. Iovino for emergency purposes, to authorize the Mechanical Engineer to move forward with a more in-depth look at the mechanical system, and to authorize Mr. Iovino to conduct a more in-depth assessment in order for bid specifications to be prepared. On a roll call, the vote was recorded as follows: Councilwoman Busteed: aye Councilwoman Kaufman: aye Councilman Chinigo: aye Councilwoman Kinsella: aye Councilman Gautier: aye Councilwoman Montisano-Koen: aye Motion by Councilman Chinigo, second by Councilwoman Kinsella, to authorize Borough Administrator Aportela to find a storage facility either under State contract or under the bid threshold. On a roll call, the vote was recorded as follows: Councilwoman Busteed: aye Councilwoman Kaufman: aye Councilman Chinigo: aye Councilwoman Kinsella: aye Councilman Gautier: aye Councilwoman Montisano-Koen: aye PUBLIC COMMENTS Motion by Councilman Gautier, second by Councilwoman Kinsella, and all present voting in favor, to open the floor for public comments. Ed Alter, Municipal Land Use Clerk, Borough of River Edge, noted that the safety of the elevator could be impacted by this work. He advised that there are also plumbing issues on the first floor. Mayor Papaleo commented that the DPW Superintendent can investigate the plumbing issue and make a recommendation. Mr. Iovino commented that he does not have concern about the safety of the elevator as the proposed work is independent of the elevator shaft. Motion by Councilwoman Kaufman, second by Councilwoman Busteed, and all present voting in favor to close the floor for public comments. CLOSED SESSION – #21-351 Resolution to Go Into Closed Session and Exclude Public WHEREAS, the Open Public Meetings Act, NJSA 10:4-12 permits the exclusion of the public from a meeting in certain circumstances; and WHEREAS, this public body is of the opinion that such circumstances presently exist. NOW, THEREFORE BE IT RESOLVED by the Mayor and Council of the Borough of River Edge, County of Bergen, State of New Jersey, as follows: 1. That the public shall be excluded from the December 15, 2021 special meeting and discussion of the hereinafter specified subject matter: Closed Session Statutory Docket # Item Title or Description Reference 21-12/15-1 Collective Bargaining - N.J.S.A. 10:4-12(b)(4) Salary Adjustment 2. Formal action may/may not be taken. 3. Minutes will be kept and once the matter involving the confidentiality of the above no longer requires that confidentiality, then the minutes can be made public. December 15, 2021 There being no further business to come before the Council, on a motion from Councilman Chinigo, seconded by Councilwoman Kinsella, and all present voting in favor, the meeting was adjourned to the Closed Executive Session in the Council Chambers at 7:41 p.m. ADJOURNMENT – There being no further business to come before the Mayor and Council, on a motion by Councilman Gautier, second by Councilwoman Montisano-Koen, and unanimously carried, to adjourn this meeting. The meeting was adjourned at 8:16 p.m.