Mayor & Council Budget Meeting

MINUTES Mayor and Council Special Meeting Saturday, March 18, 2023 8:00 A.M. CALL TO ORDER – A Special Meeting of the Mayor and Council of the Borough of River Edge was held virtually via Zoom. The meeting was called to order at 8:01 a.m. by Mayor Thomas Papaleo. SILENT PRAYER – FLAG SALUTE Mayor Papaleo asked for a moment of silence for those who are struggling to do right for the government and constituents. He then 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 via the March 1, 2023 Sunshine Notice containing the time, date and access information to the Town 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. ROLL CALL PRESENT: Councilman Chinigo, Council President Kaufman, Councilwoman Montisano- Koen, Councilwoman Kinsella, Councilwoman Malellari, Councilman Benson and Mayor Papaleo. ABSENT: None ALSO PRESENT: Borough Administrator Lissette Aportela DPW Superintendent Jason Milito Fire Chief Gregg Cariddi Police Chief Michael Walker OEM Coordinator William Sanders Kenneth Krautheim, Citizens Budget Committee Member Albert Ruhlmann, Citizens Budget Committee Member Donna Sanders, Citizens Budget Committee Member PUBLIC COMMENT Motion by Council President Kaufman, second by Councilman Benson, and all members present voting in favor, to open the floor to the public. No one came forward. There being no public comments, on a motion by Councilwoman Montisano-Koen, second by Councilwoman Kinsella, to close to the public. 2023 BUDGET DISCUSSION & REVIEW OF CAPITAL REQUESTS Borough Administrator Aportela advised that the Borough is in receipt of the BCUA bill which helped the initial projections. She noted that the major drivers of the budget were employee group health benefit costs which increased by 22% and contractual increases. Although the garbage contract does not go out to bid until next year, she advised that other municipalities have seen increases from 70% to over 100%. In order to minimize the tax impact next year, she further advised that half this increase will be anticipated this year and half next year. CFO Battaglia commented the tax increase is currently 5.7%. He advised that approximately 17 accounts make up more than 100% of this increase, most of which he noted are outside of the Borough’s control. He explained that, although 3 line items on this list are optional, he does not recommend changing them. These line items include the increase in garbage and trash removal and deferred charges for unfunded ordinance the purpose of which is to prepare for future debt. He explained that the remaining line items are contractual, and as a result, are not optional. A question arose as to the percentage cap on how much taxes can be raised. CFO Battaglia explained that there are two caps, the levy cap which is the amount that can be raised in taxes and the appropriations cap. He advised that the levy cap is 2% and there is a maximum of 3.5% cap on appropriations, noting that an ordinance known as the COLA Ordinance is adopted every year for this purpose. He advised that the cost of living adjustment is 2.5%, and by adopting this ordinance, it allows the Borough to raise an additional 1% which is banked if it is not used. He noted that there are exceptions to both caps, and this year, a few additional exceptions were added for garbage and trash removal, recycling, gasoline, workers compensation insurance and health insurance. There was discussion about whether greater advantage of the exceptions should be taken as well as the drivers behind the large increases for garbage and trash removal. Police Department Chief Walker reviewed his capital budget requests which included patrol vehicle replacement in the amount of $135,000, ballistic vest replacement program in the amount of $3,000, radio car computer replacement in the amount of $6,000, traffic sign/cone/devices in the amount of $5,000, fingerprint machine in the amount of $23,000, and communication center update (desk) in the amount of $300,000. He noted that the $135,000 for the patrol vehicle replacement will cover the purchase of 2 vehicles . He explained that a component of the vehicle replacement ties into the Class III Officers as three vehicles will need to be placed at the schools. As having vehicles placed at the schools is not a requirement for this program, the possibility of purchasing one vehicle this year and one vehicle next year was proposed. Chief Walker agreed that having an officer placed at the school is the most important deterrent and it is possible to have one school without a police vehicle parked in front. With respect to the communication desk, Chief Walker advised that, if necessary, this request can be reduced by 50% as it is possible to hold off on replacing the desk itself. The remaining $150,000 is for the purchase of the radios themselves which is the component that is anticipated to address communication issues. Chief Walker noted that, although this request was not initially included in his capital request for this year, an outdoor shed is needed for bulk evidence as a requirement of the accreditation process. He advised that the cost is $8,000. Borough Administrator Aportela explained that there is a balance remaining from the first group of funding for the Borough Hall Repair project and suggested that this balance be used for the purchase of the shed rather than incurring new debt. CFO Battaglia agreed with proceeding as recommended by the Borough Administrator. It was the consensus of the governing body to authorize the use of 2022 funding for the purchase of the outdoor shed. As there is a known retirement within the Police Department scheduled to take place over the summer, Borough Administrator Aportela explained that, in order to start the process of filling this vacancy, a resolution will need to be adopted to both confirm the vacancy and authorize Chief Walker to proceed with filling this vacancy. Chief Walker noted that this retirement will create a shortage in patrol if it is not filled. He advised that there will be the need to send the officer to the Police Academy which starts in July and it is for this reason that he would like to start the process now. Motion by Councilman Chinigo, second by Councilwoman Kinsella, to confirm that a vacancy will exist within the Police Department and to authorize the Borough Administrator to draft a resolution to be listed on the March 27th Mayor and Council agenda confirming same. On a roll call, the vote was recorded as follows: Councilman Chinigo: aye Councilwoman Kinsella: aye Council President Kaufman: aye Councilwoman Malellari: aye Councilwoman Montisano-Koen: aye Councilman Benson: aye There was a five-minute recess taken at 9:34 a.m. The meeting resumed at 9:39 a.m. Office of Emergency Management William Sanders, OEM Coordinator, reviewed the capital requests for the Office of Emergency Management which included $12,000 for Motorola triband radios, $20,000 for solar sign board, and $30,000 for a Chevrolet Tahoe or equivalent. He advised that the purchase of the radios will allow for interoperability with the County OEM as well as New Milford, Oradell and Paramus’ OEMs. He explained that the solar sign board is for use during an emergency and would eliminate the need to borrow signs from the County. Fire Department Gregg Cariddi, Fire Chief, advised that his capital request for mobile radio replacement can be reduced from $33,000 to $30,000. Although he requested $40,000 for the purchase of turnout gear and related equipment, he commented that it is possible to reduce this request to $38,000 if necessary. He explained that the $20,000 that has been requested for the programming of portable radios would cover the programming of the radios for the three Fire Chiefs and 2 Fire Captains and the radios for the remaining officers would be programmed next year. He commented that, at a minimum, the three Chief radios should be programmed this year. He advised that the request in the amount of $3,800 for the battery-operated smoke ejector can be removed. He reviewed his remaining requests which entailed $6,000 for pagers, $15,000 for hose, $350,000 towards the purchase of a Ladder Truck in 2026, and $6,000 for the replacement of six iPads for Fire Department vehicles. After some discussion, it was decided to reduce the request for the mobile radio replacement to $30,000, keep the request for turnout gear at $40,000, keep the request for radio programming at $20,000, reduce the request for pagers to $3,000, reduce the request for hose to $8,000, and reduce the request for iPads to $4,000. It was also decided that $2,000 will be added to this year’s request for the purchase of a ventilation chainsaw. With respect to the Ladder Truck, there was discussion regarding the benefits of putting some money towards this purchase now to help ease the burden. The trade-in value of the current ladder truck was also raised and it was noted that there is a possibility of recouping some funds toward the purchase of a new vehicle. A decision on whether to reduce or remove the request for the Ladder Truck will be made at the March 25th Budget Meeting. Department of Public Works Jason Milito, DPW Superintendent, advised that due to PSE&G replacing the high-pressure lines from Howland to Manning, he has suspended the road program this year and will instead be focusing on replacing infrastructure in the area in which PSE&G will be working. He advised that these infrastructure improvements include drainage improvements on Fenway as well as ADA ramps and Borough-owned sidewalk replacement. With respect to vehicles, he advised that he is requesting $407,000 to replace a garbage truck, Z-Master Mower, and a Billy Goat Mower. With respect to the ADA ramps request in the amount of $274,400 and curbs/sidewalks in the amount of $219,170, he advised that he is looking to get ahead of the paving as these improvements are necessary before a road can be paved. In regard to curbs and sidewalks, he explained that he is addressing Elm Avenue from Kensington to Continental as well as to continue the Oak Ditch sidewalks to Adams, noting that this project started as part of the Voorhis Avenue Drainage project. With respect to the Storm Drain/Sewer Line request in the amount of $268,800, he explained that he will also be focusing on the area in which PSE&G will be working and will be adding 8 additional catch basins on Fenway and Lee to alleviate the massive ponding and puddling in this area. He explained that his request for parking lots in the amount of $326,517.80 will be used to pave and update the KBG Swim Club Lot and includes engineering and police outside duty costs. Concerns were raised over the large amount of the DPW Capital Budget requests and it was questioned whether there are any projects that can be delayed to a future year. DPW Superintendent Milito advised that he will further review the numbers for sidewalk repairs to see if any reductions can be made. The meeting recessed at 11:02 a.m. and resumed at 11:05 a.m. Recreation Department Borough Administrator Aportela advised that, as a result of the JIF safety inspection of the parks, certain issues must be addressed which involve the Brookside and Memorial Park playground structures and walkways. She noted that, this year, $437,650 is being requested for Brookside which will be leveraged with funds from the Open Space Trust as well soliciting grant funding through Bergen County Open Space to minimize the use of capital. She noted that the Borough has applied for a grant through the Department of Community Affairs Local Recreation Improvement Grant Program for Memorial Park and notification is awaited as to whether funding has been approved. If grant funding is awarded, she advised that this funding together with Bergen County Open Space grant funding will be utilized next year to address the safety concerns in Memorial Park. If the LRIG funding is not received, Brookside Park will be completed next year instead. She advised that there will be a need to replace AED devices in 2025 and noted that Michelle Ryan, Interim Director, is looking into grant funding and donations for this purpose. Additional improvements to comply with the JIF report will also be included in the capital requests for both 2025 and 2026 and they will potentially look to renovate the pavilion at Memorial Park in future years to improve the sound for events. A question arose as to the amount being requested for Brookside Park as $445,000 is included in the 2023 General Capital Ordinance Summary. Borough Administrator explained that the amount was rounded up to $445,000 and explained the various sources of funding for the project. It was also explained how the Open Space Trust is being utilized for the 5% down payment. Parks & Fields Borough Administrator Aportela advised that the Shade Tree Commission is requesting $19,000 from the Open Space Trust for park projects. She explained that these funds are to be utilized to leverage open space grants and not for funding requests. She further explained that, should the governing body wish to approve the $19,000 request, the majority would need to come from capital, noting that there is $6,121 from a prior encumbrance available. It was decided that Borough Administrator Aportela is to reach out to the Shade Tree Commission to obtain additional information on this request as well as to inquire whether the proposed project has been vetted with Recreation and DPW. The Shade Tree Commission is also to be invited to attend the next budget meeting to explain their request. Borough Administrator Aportela reviewed the requests for KBG in the amount of $200,000 as well as the request for Roosevelt in the amount of $66,825. With respect to KBG, she explained that the DEP will be coming onsite to do an evaluation of this area to see what level of improvements would be authorized. She noted that extensions have been sought on the 2019 and 2020 County grant funding as information is awaited from the DEP. Should the DEP come back with unfavorable information that would lead to the cancellation of this project, she advised that the Borough could apply to reappropriate the funding to planned projects such as Brookside and Memorial. Administration Borough Administrator Aportela advised that, due to the Borough Hall Repair project, funding is not needed for records disposal and scanning this year. With respect to computers and IT equipment, she explained that the IT Consultant has recommended that a balance of $12,000 be maintained in this line, noting that there was a balance remaining from last year. She reviewed the remaining capital items included in the Capital Budget Ordinance Summary which included the 2023 DOT grant and CGBG – Oxford Terrace & Rutgers Place Sidewalk Replacement project. ADJOURNMENT – There being no further business to come before the Mayor and Council, on a motion by Councilwoman Montisano-Koen, second by Council President Kaufman, and unanimously carried, to adjourn this meeting. The meeting was adjourned at 11:47 a.m. Respectfully submitted, Anne Dodd, RMC Borough Clerk