Common Council of the City of Summit Page 1 October 2, 2018 MINUTES OF REGULAR MEETING TUESDAY, OCTOBER 2, 2018 COMMON COUNCIL OF THE CITY OF SUMMIT Distributed: 10/12/18 Approved: 10/16/18 The meeting was called to order by Council President David Naidu at 7:30 PM. The City Clerk then read the following notice: Adequate notice of this meeting has been provided by the City Clerk in the preparation of the Council Annual Meeting Notice of Closed Session and Regular Meetings, dated January 8, 2018 which set forth the date, time, and place of this meeting and by properly posting such notice and forwarding the notice to those designated newspapers and the persons requesting meeting notices. Please be further advised that the FIRE EXITS are to my RIGHT your left, and at the BACK OF THE ROOM. Please be further advised that the City has an Assistive Listening System for the hearing impaired. We have three (3) assistive hearing devices. If anyone needs them, please raise your hand and the device will be brought to you. Please return them to the City Clerk or leave them with the Police Dispatcher. CALL TO ORDER ROLL CALL PRESENT: Councilmembers Bowman, Fox, Little, McTernan, Ogden and Council President Naidu ABSENT: Councilmember Gould and Mayor Radest Also in attendance were staff members City Administrator Rogers, DCS Director Cascais, City Treasurer Gerba, City Clerk Licatese, Fire Chief Evers, Police Chief Weck and City Solicitor Giacobbe. Minutes of this meeting are recorded on CD # 2018-15: 7:48:55 pm 9:26:11 pm PLEDGE OF ALLEGIANCE Pam Hayes APPROVAL OF MINUTES Regular and Closed Session Minutes of September 17, 2018 On motion of Councilmember McTernan, duly seconded and unanimously approved. REPORTS Items/issues noted hereunder, if any, reflect those recommending and/or needing action by City department(s) or at a future council meeting. City Administrator and Council President
City of Summit Page 2 October 2, 2018 PRESENTATIONS Community Programs Advisory Board Report to Council - Elaine Anderson, Chair of the Board, gave a PowerPoint presentation, which is hereto attached and then responded to questions. Immediately following the report, Council President presented Pam Hayes with a gift and thanked her for her service on the Community Programs Advisory Board, due to her resigning from the Board because she was moving out of Summit. Parking Presentation - Rita McNany, Parking Services Manager, gave a PowerPoint presentation, which is hereto attached and then responded to questions. PUBLIC COMMENTS - None ORDINANCE(S) FOR HEARINGS The Council President called for a hearing of the following ordinance(s), which the City Clerk read by title. Number Title Introduction Date WORKS 18-3174 AN ORDINANCE AMENDING THE CODE, CHAPTER VII, TRAFFIC, SECTION 7-14, LOADING ZONES 09/17/18 (Mon.) In response to a comment from Council President Naidu regarding sight issues when exiting from the DeForest parking lot, Chief Weck advised that he would have the loading zone space across the street from the CVS on DeForest Avenue monitored. No one else wished to be heard and the hearing was declared closed. Proof of publication of the introduction of this ordinance, published in the Union County Local Source of September 20, 2018, was made part of the record. BUILDINGS AND GROUNDS 18-3175 AN ORDINANCE TO DECLARE AIR RIGHTS NO LONGER NEEDED FOR MUNICIPAL USE AND GRANT PERPETUAL AIR RIGHTS EASEMENT AT 300 ALLEY IN THE CITY OF SUMMIT, COUNTY OF UNION AND STATE OF NEW JERSEY AND RELEASE ALL PUBLIC RIGHTS AND INTERESTS THEREIN RESULTING FROM ANY DEDICATION THEREOF. (Grant Air Rights At 300 Alley To Owner Of Real Property At 40 Beechwood Road.) 09/17/18 (Mon.)
City of Summit Page 3 October 2, 2018 In response to a request from Council President Niadu, Mark Yeager, summarized the status of the construction project at 40 Beechwood. No one else wished to be heard and the hearing was declared closed. Proof of publication of the introduction of this ordinance, published in the Union County Local Source of September 20, 2018, was made part of the record. ORDINANCE(S) FOR FINAL CONSIDERATION The respective Committee Chairman, Committee member, or Councilmember, as indicated for the Committee, introduced the following ordinance(s) which was (were) individually read by title by the City Clerk for final passage and on motion, duly seconded and on roll call, unanimously adopted or adopted by the vote shown, if any: Number Title Introduction Date WORKS 18-3174 AN ORDINANCE AMENDING THE CODE, CHAPTER VII, TRAFFIC, SECTION 7-14, LOADING ZONES 09/17/18 RESULT: MOVER: SECONDER: AYES: ABSENT: ADOPTED [UNANIMOUS] Bowman Fox Bowman, Fox, Little, McTernan, Naidu, Ogden Gould BUILDINGS AND GROUNDS 18-3175 AN ORDINANCE TO DECLARE AIR RIGHTS NO LONGER NEEDED FOR MUNICIPAL USE AND GRANT PERPETUAL AIR RIGHTS EASEMENT AT 300 ALLEY IN THE CITY OF SUMMIT, COUNTY OF UNION AND STATE OF NEW JERSEY AND RELEASE ALL PUBLIC RIGHTS AND INTERESTS THEREIN RESULTING FROM ANY DEDICATION THEREOF. (Grant Air Rights At 300 Alley To Owner Of Real Property At 40 Beechwood Road.) 09/17/18 RESULT: MOVER: SECONDER: AYES: ABSENT: ADOPTED [UNANIMOUS] Fox McTernan Bowman, Fox, Little, McTernan, Naidu, Ogden Gould
City of Summit Page 4 October 2, 2018 RESOLUTIONS (Resolutions, which were not identified on the agenda as same, do not appear in the minutes in the actual order in which they were addressed at the meeting, but under the proper committee heading after those that were on the agenda. Those with the name of another committee in italics after it indicate the other committee might have had some input.) The respective Committee Chairman, Committee member, or Councilmember, as indicated for the Committee, introduced the following resolution(s) and on motion, duly seconded and on roll call, unanimously adopted or adopted by the vote shown, if any: FINANCE/PERSONNEL 38543 1. Authorize Three Month Contract Extension - Grant Writing Services - Millennium Strategies LLC - $10,500.00 38544 2. Authorize Two Year Contract Extension - January 1, 2019 through December 31, 2020 - Purchase of Walk-In Hardware Supplies 1. Summit Industrial Hardware Inc. Not To Exceed $60,000.00 Per Year 2. Dreyer's Lumber & Hardware Inc. Not To Exceed $25,000.00 Per Year 38545 3. Authorize Two Year Contract Extension - January 1, 2019 through December 31, 2020 - On-Call Landscaping Services - Not To Exceed $55,000.00 Per Year 38546 4. Authorize Two Year Contract Extension - January 1 2019 through December 31, 2020 - On-Call HVAC Maintenance and Repair Services - Not To Exceed $50,000.00 Per Year BUILDINGS AND GROUNDS 38547 1. Authorize Execution of Agreement with NJ Transit to Permit Installation of a Bicycle Storage Facility 38548 2. Appoint Shade Tree Advisory Committee Member WORKS 38549 Authorize National Cooperative Purchase - Sourcewell - Purchase of Four (4) Salt Spreaders - $137,880.00 GENERAL SERVICES 38550 Declare Vacancy - Senior Registered Environmental Health Specialist CONSENT AGENDA Staff reports are attached, as appropriate, when resolution is not self-explanatory. Matters authorizing action, licenses, or granting permission have met all department qualifications. Councilmember McTernan requested that Resolution #2 on the Consent Agenda be pulled and voted on separately, stating that his intention was to vote no on the basis that the applicant, Beacon Unitarian Church, had not notified its neighbors that the road would be closed this Sunday for the event. City Solicitor Giacobbe confirmed that the resolution in question could be pulled and voted on separately. Vote on the Consent Agenda as amended:
City of Summit Page 5 October 2, 2018 RESULT: AYES: ABSENT: SAFETY APPROVED [UNANIMOUS] Bowman, Fox, Little, McTernan, Naidu, Ogden Gould 38551 1. Grant Permission and Set Forth Conditions - Summit Free Public Library & Summit Area YMCA - Halloween "Trunk or Treat" Event 38552 2. Grant Permission And Set Forth Conditions Across The Street Banners Springfield Ave - Summit Board Of Education Friday Night Lights WORKS 38553 1. Authorize Bid Advertisement - Pine Grove Avenue Section 1 Improvement Project X 2. Grant Permission & Set Forth Conditions - Beacon Unitarian Church & Fountain Baptist Church Picnic (voted on separately, see below) 38554 3. Authorize Bid Advertisement - 2019-2020 On-Site Vegetative Waste Grinding Services 38555 3. Authorize Refunds - Permit #16-163 - Road Opening and Storm Connection Deposits - 111 Bellevue Avenue FINANCE/PERSONNEL 38556 1. Amend Budget - Chapter 159 - Union County Level the Playing Field Grant 38557 2. Authorize Refund of Property Use Escrow - The Unitarian Church 38558 3. Refund Homestead Benefit and Cancel 2019 Preliminary Taxes/ Total Exempt Disabled Veteran 38559 4. Refund Overpayment of Curb and Sidewalk Assessment 38560 5. Authorize Refunds - Department of Community Programs 38561 6. Authorize Parking Refunds - Summit SmartCard, Prepaid Parking, and Overnight Parking Permits 38562 7. Authorizing Payment of Bills - $603,074.31 CONSENT AGENDA SAFETY 38563 Grant Permission & Set Forth Conditions - Beacon Unitarian Church & Fountain Baptist Church Picnic Councilmember McTernan commented as follows: 1. Has spoken to three neighbors on Waldron Avenue who advised him that they had not received notification from the church. 2. Neighbors said that normally the church is very good at notifying them of road closures, but there was none this time.
City of Summit Page 6 October 2, 2018 3. The church has no on-site parking and so church goers are parking on Waldron every Sunday. 4. Common courtesy to advise neighbors when you are going to close the roadway. 5. Would vote yes if the church notified neighbors before the event takes place. At the direction of Council President Naidu, the City Clerk was asked to contact the church and advise of the need for prompt notification to neighbors before Sunday s event. As a result of the discussion the following vote was taken: RESULT: AYES: ABSENT: APPROVED [UNANIMOUS] Bowman, Fox, Little, McTernan, Naidu, Ogden Gould COUNCIL MEMBERS' COMMENTS/NEW BUSINESS Items/issues noted hereunder, if any, reflect those recommending and/or needing action by City department(s) or at a future council meeting which are not already being addressed by a committee. ADJOURNMENT REGULAR MEETING - Upon motion of Councilmember McTernan, duly seconded and unanimously approved, the meeting was adjourned at 9:26 pm. Respectfully submitted, Rosalia M. Licatese, City Clerk Minutes Attachments: 1. Letter - Tax Collector, re Certification of Mailing of Tax Bills 2. Presentations - Community Programs Advisory Board Report to Council - Elaine Anderson, Chair 3. Presentation - Parking Report - Rita McNany, Parking Services Manager
Communication: Letter - Tax Collector, re Certification of Mailing of Tax Bills (Correspondence) Packet Pg. 201
10/4/2018 Department of Community Programs Advisory Board Overview October 2, 2018 Board Members: Diverse, committed team Elaine Anderson Matt Cohen Billy Gouveia Pam Hayes Scott Lenz John Petrides Mary Ogden, Council Representative Andy Smith Carol Wegman Sheline Way STAFF DCP Mission, Vision & Value Mission To provide recreational and other related programs and services which meet the community s needs, with a special consideration for seniors and youth. Vision The Department serves as the community s prime source for recreation, youth and seniors, providing excellent programs, facilities, services and information Values Affordability Character Devel t Communication Excellence Friendliness Health/Wellness Inclusiveness Learning Partnerships Responsiveness As outlined in the Summer Recreation Master Plan (2006), this has been a long-term problem, more recently exasperated by: Expanded seasons, increased travel teams, and increased adult participation 2018 Focus Areas Community Facilities: support goal of high quality, timely, onbudget improvements Rec Center Renovation Field Repair & Maintenance Family Aquatic Center & Golf Course: maximize seasonal experience and revenue stream Youth Sports: ensure variety of ageappropriate programs, safe options Senior Programming: support meaningful experiences for our seniors Field Space: determine greatest needs and identify potential solutions Succession Planning: ensure for a seamless transition following Judith s retirement Deep Dive into Field Space In partnership with Summit Sports Presidents and Field Representatives (including soccer, baseball & softball, lacrosse, and football) as well as SHS AD, prioritized the most pressing needsand developedrecommendationsto addressthe gaps Soccer additional field (will line for Intermediate/Small Sized) Baseball additional t-ball field; expand in-fields to have greater flexibility to accommodate multiple ages Lacrosse fields with turf and lights Football fields with lights 1
10/4/2018 Identified many possible solutions Evaluated them for: estimated cost, impact to neighborhood, implementation effort, impact to field situation and overall possibility and probability Lights Always On at Upper High School Small Size Grass Field at Wilson Small Soccer Field at Lincoln- Hubbard Rubberize Track Create Fields on the Celgene Property Turf & Light Light Upper Light Investor s Lower High Tatlock Field School Sports Small Sports Field Complex Complex at Complex at at Glenside Transfer Red Cross Site Station Add T-Ball or Additional T- Light Softball/ Soccer at Ball Field at Baseball field Lower Long Franklin at Memorial Field Add Field at Add a Track at Create a Field Tatlock, Lower High or Complex at between tennis School Briant Park and field house Add a Field to Reconfigure Create Fields the Rooftop of Upper High around SFAC Parking Garage School Create Field in Make Baseball front of the Fields more High School Dynamic Turf the Middle School Fields Small Soccer or T-Ball Field at Washington Create field at Cow Pasture Lease Space at Oratory, Oak Knoll, etc. Use the K9 Space at Glenside Recommendations As a collective group, our recommendation is to progress the following enhancements: As part of Tatlock Redevelopment Plan: Add lights to Investor s Field & Upper Tatlock Use lights on Upper High School 7 days/week Update Anderson Field House For additional impact: Upgrade Franklin field & baseball backstop Create T-Ball field in the cow pasture behind Investor s Field Explore water service at Lincoln Facilitate Assessment to move K9 to create space at Glenside Support & engage in Transfer Station Development Task Force Next Steps Include in Fall Capital Budget Recommendation Secure Community Feedback Share the Fun! THANKYOU! Brainstormed a number of Possible Solutions, and evaluated them on multiple criteria: High Impact to Field Situation/ Low Cost High Impact to Field Situation/ Intense Implementation Ease of Implementation Low Impact to Field Situation/ Low Cost Field Situation Low Impact to Field Situation/ High Cost 2
10/4/2018 AUTONOMOUS VEHICLES - BARRIERS PARKING SERVICES AGENCY Annual Parking Presentation October, 2018 Safety Concerns accidents involving AV vehicles including one pedestrian fatality Technology expensive, plus connectivity and reliability issues Governmental Regulations Legal Issues Costs not affordable for most Level 5 - $250,000 Lack of Consumer Trust AUTONOMOUS VEHICLES ~ HOW FAR AWAY ARE THEY? AUTONOMOUS VEHICLES WHY THEY FAIL AUTONOMOUS VEHICLES ~ HOW FAR AWAY ARE THEY? AUTONOMOUS VEHICLES - BARRIERS 1
10/4/2018 AUTONOMOUS VEHICLES BARRIERS AUTONOMOUS VEHICLES AUTONOMOUS VEHICLES CONSUMERS AUTONOMOUS VEHICLES - HOW THIS EFFECTS SUMMIT S PARKING Barriers snow, fog, traffic detours, emergency vehicles Government regulations too many unanswered questions AV s are too expensive and currently unpredictable A new parking structure would last 50-100 years Garage design considerations to include future building adaptions come at a very high cost Summit currently needs 350 400 new parking spaces Even with Summit s Rideshare Program, parking is still needed Current redevelopment discussions should include additional parking Bottom line is Autonomous vehicles replacing the need for structured parking is extremely far off AUTONOMOUS VEHICLES CONSUMERS NEW GARAGE PLANNING 2
10/4/2018 TRANSFORMING MOBILITY - ROBUST ANALYTICS TO MAXIMIZE MOBILITY TRANSFORMING MOBILITY - ROBUST ANALYTICS TO MAXIMIZE MOBILITY Guide residents and visitors to available parking through the vehicle s navigation as opposed to a driver looking at an app. Utilize our current lot count systems for parking availability for off-street locations DeForest Lots, Broad Street & Tier Garage 3 rd party integration with Parkmobile and Amano McGann Future capabilities for on-street parking availability and parking restrictions, loading zones, and LYFT/UBER drop-off pick-up locations and EV Charging Locations Summit is seeking a pilot program for some off-street locations PARKING SERVICES AGENCY Questions 3