City Council

City of Saratoga Springs City Council Workshop Meeting Minutes Thursday, July 12, 2007 CITY OF SARATOGA SPRINGS CITY COUNCIL WORKSHOP MEETING CITY COUNCIL ROOM THURSDAY, JULY 12, 2007 6:30 P.M. PRESENT: Commissioner John Franck, Accounts Commissioner Ron Kim, DPS Commissioner Matthew McCabe, Finance Commissioner Thomas McTygue, DPW ABSENT : Valerie Keehn, Mayor CITY STAFF: Eileen Finneran, Deputy Mayor Lynn Bachner, Deputy Commissioner Finance Frank Dudla, Deputy Commissioner, DPS COMMITTEE MEMBERS: John Kraus, Committee Member Dr. Amyot, Committee Member Kevin Marron, Labella Associates Ed Moore, Chief, Police Department Robert Cogan, Chief, Fire Department FEASIBILITY STUDY FOR POLICE CENTER AND EAST SIDE EMS/FIRE STATION East Side EMS/Fire Station Kevin Marron reviewed the executive summary in detail on the EMS/Fire facility. The committee was appointed in January 2006 and charged with developing a comprehensive facility needs analysis which included funding alternatives and recommendations. The objectives included: determine the ideal size and use programs for the facilities, prepare space schematics, create evaluation criteria for alternative sites, evaluate pros and cons, identify a preferred site and prepare capital cost estimates. He then showed a slide of the existing EMS/Fire facilities and the proposed locations and the 1.5 mile radius for response time. That slide showed the amount of homes outside of the radius. Kevin Marron said their findings included: wetlands, site utilities, zoning, emergency response time and roadways & traffic. Maps of the wetlands showed that the new development east of the Northway has modeled itself around the wetlands. There may be the possibility of wetland mapping/delineation depending the site location that was chosen. He then reviewed the site evaluation criteria for the six locations. He noted that this spread sheet identified the needs of the project against the existing utilities, zoning, location, access, infrastructure, etc. One of the goals was to achieve the best fit in the community. He said they also wanted the site to be self-sustaining with existing infrastructure in place. The zoning for the identified sites included SR-1, PUD and RR-1. He said that road access, traffic safety, adequate site distances were all important criteria. He said that this is the beginning of the SEQR process by identifying the impacts and how they will be mitigated. Kevin Marron said that the EMS/Fire station is a satellite station with a full time crew of between 4 and 6, will be furnished with sleeping and living quarters and will have 4 apparatus bays with an ambulance and a rescue pumper. The Council should also consider other emergency equipment such as a brush truck, light duty rescue vehicle and water rescue equipment. Kevin Marron said they recommend site #2 Regatta View because it is: clear of wetlands and flood zones, well served by public utilities, corner lot, reduced response time to the extreme points of the eastern development and the site is zoned in a PUD. 1 of 5 City of Saratoga Springs City Council Workshop Meeting Minutes Thursday, July 12, 2007 Commissioner Ron Kim reiterated that the existing response time from the Lake Avenue Station is compromised to the eastern ridge and it is critical that the EMS/Fire vehicles reach this location within a specified period of time. He said the facility could be located nearer to the Northway, however, in order to reach the majority of the residences within the required times, the site 2 location was preferred. Kevin Marron then showed a diagram of the four bay EMS/Fire facility noting that it had storage, locker rooms, parking, living quarters, etc. He noted that the corner location would allow the vehicles to exiting onto Union Avenue which is a wide, well maintained road. The facility is proposed at 14,200 square fee, masonry building, steel frame, pitch roof, single story, radiant floor, sprinkler system. The estimated cost is $4.3 million for the 2008 construction season. This cost does not include ffe, radios, communication equipment, or antennas. The soft costs are about 25 percent of the project. He said that land acquisition is not part of the $4.3 million. Commissioner Thomas McTygue asked about operating costs, i.e., additional firefighters, equipment, etc. He said that as he read this, it would require between 16 and 24 additional firefighters for 24/7 operation. Commissioner Ron Kim said that this meeting is about choosing a location and potential construction costs. They have not reviewed the operating costs at this point. He reminded everyone that the recreation center will have additional operating costs and that project continues to move forward. They have not yet done the in depth study on the operating costs, but will do so at the appropriate time. Commissioner John Franck asked about budget money for these projects. Frank Dudla, Deputy Commissioner said in 2005 there was $100,000 budgeted for the EMS facility, the scope of that project was widen to allow for site acquisition, design, and beginning construction. In 2007, $150,000 was budgeted for the EMS facility plus another $1 million for the Police Station. The total amount available for bonding is $1.25 million. Police Station/Courts Commissioner Ron Kim said there have been 8 studies of the police department and City Hall since 1976. They include: 1976 study by the Bureau of Municipal Police, 1978 Schmidt, 1984 Ryan Biggs, 1986 Architecture Plus, 1987 Saratoga Associates, 2003 Architecture Plus, 2005 Architecture Plus, and now the most recent one. He said these studies looked at a wide range of things from renovating the space to moving to another location. The costs estimates have gone from $56,000 to the $7 million. In 1976 there were 52 officers and there are now more than 70. In all studies it was noted that the existing police department conditions were inadequate, not repairable and structural deficiencies. These studies have also addressed the courts, prisoners and the safety of the public and staff. He said all of this is what got us to this point tonight. Kevin Marron said the key issues for the police department are the overcrowding, building security, building infrastructure and inmate holding areas. He said using modern law enforcement best practice, the police department requires space that is three times the size of what they currently have. They are lacking private interview rooms, booking rooms, proper storage areas, equipment storage and evidence storage area. Commissioner Ron Kim said there have been complaints from people that interviews that should be private are happening in the hallway. Kevin Marron said that existing building security for the police department poses unacceptable threats to the public and staff. Building infrastructure is also inadequate with poor ventilation, temperature control, square footage, etc. He said there is Department of Correction Guidelines for holding areas for prisoners. Sometimes prisoners need 24/7 supervision and the sight lines for watching them are not adequate. Kevin Marron said the City Court needs more space as well. He informed Council members that the statutory requirements are that the City must provide space for the court. Their case load has grown from 6,000 to 11,000 cases per year with nearly 80 percent of them being criminal matters. He said the difficulties of getting prisoners from one location to another throughout the building increases the security needs. There needs to be separation of the general public, judicial staff and the prisoners. There needs to be an independent holding area for prisoners. He then reviewed the existing floor plan and potential floor plans. He explained that there are currently a lot of congested areas, it’s difficult for the court security staff to watch all of the entrances and do the weapons screening, the jury members need to walk through the general hallway to get to the deliberation room, etc. 2 of 5 City of Saratoga Springs City Council Workshop Meeting Minutes Thursday, July 12, 2007 Kevin Marron said that after all of this review, they have determined that the existing City Hall conditions are not acceptable for the police department. He said because the building is a designated landmark, renovating it to meet the needs of the police department is difficult. There are many code violations, fire egress issues, smoke separation, boiler room separation, the third floor auditorium, etc. He said City Hall would be historically compromised if it was renovated to meet the needs of the police department. Therefore, they are recommending a new structure. Kevin Marron said they are recommending a new building with 15,000 square feet to the court and 32,000 square feet for public safety. He then showed possible floor plans for a new building. He said there would be a salliport entrance and then described a salliport entrance. He said the salliport entrance was important in high profile or dangerous criminal cases. Access to the prisoners needs to be limited and can be done so with a salliport entrance. The administrative space for the police department is proposed at 32,000 square feet with room for administrative offices, traffic control, booking & holding, investigative and juvenile aid, evidence storage, etc. He said the methodology for determining the square footage size is higher than regular office buildings because of the need to segregate the prisoners from the general public. He said that previous reports have used a different less intensive methodology. Kevin Marron said they looked at 7 locations throughout the City including the Algonquin parking lot, Woodlawn Avenue parking lot, High Rock parking lot, Lave Avenue Fire Station, Saratoga County Office building on Woodlawn Avenue, the bowling alley on Ballston Avenue/Hamilton Street and Excelsior Avenue (old ice rink). He then reviewed the site evaluation criteria spread sheet which evaluated each of the 7 properties on zoning, size of parcel, infrastructure, current land use, etc. He said that sites 6 & 7 would need to be acquired by the City. Site 6 had a history of ground contamination. Both of those locations would likely be more costly. Kevin Marron said they recommend site locations 2 or 3 (Woodlawn Avenue Parking lot or High Rock Parking lot) with four story buildings at 47,000 square feet, pile construction, brick limestone, copper roofing. He noted that there would be no on site parking except for the salliport. The estimated cost for either location is $360 per square foot which totals $16.9 million. That number does not include site acquisition. The two outlying locations (bowling alley and old ice rink) are estimated at $320 per square foot for a total cost of $15 million. The building at either site 6 or 7 would be a two story building. The $15 million does not include site acquisition. Commissioner Ron Kim said it was important to remember that the court is part of this proposal. He said if the court was to remain at City Hall that requires transporting prisoners. Prisoners cannot walk from any of these locations to City Hall. It is simply not appropriate and is a great safety concern. Commissioner Thomas McTygue asked about the construction of a smaller type arraignment room in a new building rather than a larger type court system. Judge Doern said arraignments need to be done in a court room. There needs to be a full complement of staff, equipment, documents, etc. Commissioner Thomas McTygue questioned whether all communities hold their arraignments in court rooms. Judge Doern said that he could not speak to what other communities were doing. He said the Office of Court Administration has ruled that arraignments must be handled in a court room with open proceedings. He believed it would take a special statute amending the existing laws to change this. He also noted that all arraignments must be recorded, there must be a staff and appropriate materials must be on hand. Therefore, the logistics of using two areas was of concern. Dr. Amyot said that regardless of whether a smaller arraignment room is utilized, there needs to be renovation of the existing court room. Commissioner Thomas McTygue said if DPS was to vacate the third floor, there would be ample room for the court system on the third floor. He said the City only needs a room large enough to do these small arraignments and he believed it could be done within the law. Commissioner Ron Kim said that in effect the City would be constructing a smaller style court room that needs to be staffed, equipped, etc. Judge Doern said generally prisoners appear before the judge twice – at the arraignment and then at the trial. He said if they make bail, they are released and come back for trial. If they don’t make bail, they are sent to the County. He informed Council members that the nearby law enforcement entities, DEC, NYS State Troopers, County Sheriffs, Park Police, etc., all bring prisoners to this court for arraignment. Commissioner John Franck asked if under the current comprehensive plan review, was there any discussion on changing the zoning at any of these locations. Commissioner Ron Kim said he was not sure. Commissioner John Franck asked about technology infrastructure and what that would entail for a new 3 of 5 City of Saratoga Springs City Council Workshop Meeting Minutes Thursday, July 12, 2007 building. Commissioner Ron Kim said he did not believe there would be any special infrastructure needs other than regular technology needs. It was noted that the existing dispatching system was purchased from the state in 1973 and is antiquated. Commissioner John Franck asked if there was any thought given to having only three floors in the new building and perhaps a bridge to City Hall for the courts. Commissioner Ron Kim said that was not evaluated due to the historical nature of City Hall. Commissioner Matthew McCabe asked about sharing the cost of the court system with surrounding municipalities and the County. He asked where prisoners are arraigned. Judge Doern said they are arraigned in the municipality where the crime took place. He said though that much like the mutual aid response system for fire fighters, there is also mutual aid in the court systems. He said on occasions someone from another town will be brought here or someone from here will go another town for arraignment. He again said that local municipalities are required to provide these services. Commissioner Matthew McCabe agreed but suggested that perhaps there was some cost sharing that could be considered. Judge Doern reminded everyone that there are many law enforcement agencies that come to the City for various reasons. He said there are three state troopers stationed at the Racino, so they come to the City Court with prisoners. Commissioner Ron Kim also noted there is a significant amount of revenue generated from these proceedings -- $600,000 last year. Judge Doern said in large cities such as New York City, they do 24 hour arraignments. Commissioner Ron Kim said he had spoken with the chief architect for the court systems on what they might be willing to provide. The chief architect reiterated that the City is required to provide the space; however, they may give some consideration to assisting with the bonding. Eileen Finneran said that the Comprehensive Plan Committee is not contemplating the changing the T zones. Commissioner Matthew McCabe opened the meeting for public comments Alice Evans, 90 Dyer Switch Road said it is evident that the City needs a new court and police station but she questioned locating it in a parking lot and then losing those parking spaces. She said the Excelsior Avenue location seemed to be a better location and would also provide on site parking and secure parking areas. Commissioner John Franck said the Excelsior Avenue location would require the City to purchase it. Commissioner Matthew McCabe said a commercial use can be located at the location, however, because of the prior clean up of the site there could not be a full basement. Commissioner Ron Kim also said the cost of land acquisition for this site would simply increase the cost of the project. Alice Evans said she was concerned with placing the EMS/Fire facility at the proposed location. She said an EMS/Fire Station was not comparable to the veterinarian’s office. She also questioned the cost of operating this facility. She said while it would be nice to have an EMS/Fire facility closer to her, she questioned the necessity of it. She suggested that the emergency vehicles could get to the eastern ridge in a more timely fashion with the installation of round-abouts and/or traffic signals along Lake Avenue and Gilbert Road. Ken Ivens, 50 Outlook Avenue, questioned the numbers being bounced around on the cost of the Police station. He said a few meetings ago there was discussion on $15 million to $28 million. Commissioner Ron Kim reviewed the costs noting that they were all building costs and did not included site acquisition. Kevin Marron said the cost for the EMS/Fire facility is $4.3 million with no site acquisition and no ffe. The PoliceDept. building at the recommendations locations is $16.9 million with no site acquisition or ffe. The courts provide all of their own equipment. Renovation costs to City Hall at $325 per square foot for 52,000 square feet are $18.7 million. The renovation of City Hall is not recommended though. Commissioner Matthew McCabe said there could be some revenues though with renting space at City Hall. Ken Ivens said there had been a cost of $24 million recently mentioned for the police station. Commissioner Matthew McCabe said that was under the RFP that was recently submitted by a private developer for the Woodlawn Avenue lot. That project consisted of a parking garage and police station building. Commissioner Ron Kim said the proposed projects will be bid following the WICKS law. Commissioner Ron Kim also noted that the RFP proposal was a larger building. Dan Higgins, Times Union reporter, clarified that the intersection for the EMS/Fire station facility is Union Avenue and Dyer Switch Road. Council members agreed. Richard Wirth, 17 Sandspring Drive, asked about the outdated dispatching system noting that it was purchased in 1973. He asked how much it would cost to update the system. Chris Cole, Asst. Chief of Police, said they are looking for some grants to fund the communications system. He said there are both federal and state monies available. The cost would also depend on the size of the building. 4 of 5 City of Saratoga Springs City Council Workshop Meeting Minutes Thursday, July 12, 2007 ADJOURNMENT Commissioner Matthew McCabe moved and Commissioner John Franck seconded to adjourn the meeting at 8:35 p.m. Ayes all. There being no further business, Commissioner Matthew McCabe adjourned the workshop at 8:35 p.m. Respectfully submitted, Kathy Moran Clerk Approved: 5 of 5