City Council

CITY OF SARATOGA SPRINGS CITY COUNCIL MEETING CITY COUNCIL ROOM TUESDAY, October 14, 2008 12:00 P.M. PRESENT: Scott Johnson, Mayor John Franck, Commissioner of Accounts Ken Ivins, Commissioner of Finance Ron Kim, Commissioner of DPS Anthony Scirocco, Commissioner of DPW STAFF PRESENT: Michele Boxley, Deputy Commissioner, Accounts Patrick Design, Deputy Commissioner, DPW Eileen Finneran, Deputy Commissioner, DPS Kate Jarosh, Deputy Commissioner, Finance Shauna Sutton, Deputy Mayor Joe Scala, City Attorney RECORDING OF PROCEEDING The proceedings of this meeting were taped for the benefit of the secretary. Because the minutes are not a verbatim record of the proceedings, the minutes are not a word-for-word transcript. PUBLIC HEARINGS SEQRA Southside Recreation Project Mayor Scott Johnson opened the public hearing on the SEQRA for Southside Recreation Project at 12:00 p.m. Mary Izzo of 4 Vanderbilt Avenue stated she attend day camp at the eastside field, lived on the east side, lived on the west side, lived in Geyser Crest and has now downsized and live on the southside. She has loyalties all over the City. Water is a big problem on the southside of town. Vanderbilt Avenue is a problem after a rainstorm with drainage. There is not adequate drainage. Worth Street is a nightmare. Children have to be carried because they can’t get through the puddles. She can’t see how the building of the recreation center would not turn this problem into a nightmare. Worth Street and Vanderbilt Avenue are patched roads. There is no way you can justify building a recreation center there and not doing dramatic improvements on the road. There is also a visual impact by taking a clear, clean vista and replacing it with a building, with blacktop. Another environmental impact would be the actual construction. The southside is very densely populated. Many people would be impacted by the noise and the debris. The area is beautiful and could just be enhanced with picnic tables, walking path and improvement of the playground. With a minimal investment it could be user-friendly, family friendly for everyone in the City, not just a neighborhood park. Sherry Gray of 38 Fifth Avenue stated from 2001-2004 she sat on the multipurpose indoor recreation facility task force. She took it upon herself to try to find as much possible real estate for an indoor facility. City Council Meeting 10/14/08 She called real estate agencies, and spoke to various people about vacant land for this project. She spoke with the Saratoga Honda regarding their lots on South Broadway, the owners of the Spa City Diner regarding their adjacent property, Skip Carlson regarding the property on the corner of Jefferson and Crescent, and Four Winds regarding the property adjacent to their facility on Rout 9. The committee had discussions with the school system about the east and west side recreation fields. They also spoke with City folks about the parking lot behind City Hall and the City Center. Property wasn’t available, wasn’t going to become available, or was just too expensive. The only property the Open Space Committee had to offer at the time was the Waterfront property and the Gilbert Road property. She was very excited about the southside location when this possibility came up. Since this location has come up, she has made it a point to go by this location at various times. There is not enough space to have multiple fields for soccer, lacrosse, or many other sports. Most of the leagues require 5 or more fields; this space would never be large enough for that type of activity. Therefore, it would be a wonderful location for the indoor facility and she doesn’t feel it would detract from the neighborhood. She really wants to see this facility built. Doug Ricker of Vanderbilt Avenue state he, his wife, and child use the park almost every day. This is more of a planning and site issue than a recreation center issue. What is the cost of reclaiming similar parcels to what we have now? If we squeeze out the park space here, what’s going to protect us from squeezing out park space throughout the City? We need to have a long range plan, not one that comes and goes with administrations. Maybe combine City services, such as the public safety building with the indoor recreation center. We should going up and should not be paving over the green space this City has. There would also be a cost savings by combining these facilities. Just because we have the money or have bonded the money, doesn’t mean we need to spend it or blow it. The multipurpose area is the smallest area of the facility. The rest is a gym. There is a 35,000 square foot footprint for a total of 1,500 square feet for multipurpose area. The multipurpose area has been brought up as how this is going to benefit the community. Having buses parked on the street and having two-lane traffic doesn’t make sense. There are no provisions for bicyclists or pedestrians. The road needs to be widened. He doesn’t see any safety or traffic designs in the study. If the park is underutilized, it is because the park department has not maintained it properly. There is chipped and cracking paint; there are beer bottles all over. He often goes to other recreation centers because they can’t use the sand box, etc. Doing this project will rob the area of the only green space in that part of town. He would like to propose combining the building of the recreation center with the public safety building, in the center of town. Parking is set up, pedestrian traffic is set up, and people can get to it. Janette Kaddo-Marino of 35 Jackson Street stated she is in full favor of the recreation center and the public safety building. She feels the push to get these things going is due to an election year coming up. She suggested combining the two proposals under one roof in an area that can support it with the existing infrastructure. If you choose to walk on the southside of town, there are no sidewalks. She has written a letter to that effect which she has not received a response to from anyone. Is there safety issue because of the section of town it is being built in? We have the ability to go up 70 feet in this location. It is a shame we haven’t taken care of our children better than we have. Build the recreation center but be really smart about doing that and provide a spot for our public safety that they can be proud of. Don’t be confused about the fact that this isn’t going to cost us more money. She believes the tax payers are behind them but want them to do it wisely. Commissioner Kim stated combining a recreation center with the public safety building is a problem. He doesn’t think people would want their children to be around the people that are being arrested or arraigned. Many people arrested have conditions on their parole or bail, such as pedophiles can’t go within 100 feet of a school or facility with children, so separate entrances isn’t a possibility. It is attractive to save us money, but this would not be an appropriate way to handle the situation. Commissioner Franck stated when they were originally looking at different areas; people mentioned putting the recreation center in the lot behind us. The problem they had is it is a historic district. More than likely it was going to be a metal fabricated building, it just wouldn’t go there. The costs to make the recreation center fit in with the historic standards would be exorbitant. Page 2 of 8 City Council Meeting 10/14/08 Mayor Johnson advised that the southside location is not in the historic district so they don’t have these concerns. Every effort is being made by the architects in design the facility to complement the area. Ray Giguere of 84 Lincoln Avenue stated he believes this project is the wrong place and wrong time. This is not first time an extended public comment period has been provided for this topic. The last time was July 18th. At that time 10 people spoke all in opposition of this project. Although that response has been heard, we still continue to move forward. In the mean time the budgetary situation looks different. At last week’s meeting we heard from people who are concerned about the budget and DPW losing positions. Also, the public safety building was taken off the table as the funding was removed, then part of it has been restored in the last couple of months. The only thing that hasn’t changed is the willingness to consider alternate places for the recreation center. It was proposed that the Ellsworth Ice Cream location be looked at. Is that facility not an option? How is the maintenance going to be paid for and who is going to work in this building. The answer I believe is the people that already work for the recreation center. What work currently done by those people will not be able to be done if they are going to man that new building? Isn’t that going to be a sizable increase in overtime? Please look very carefully at this and don’t rush, especially in these economic times. Linda Terricola, Director of Recreation Department. She feels people are forgetting the recreation facility is bonded and the tax payers are paying on this. Waiting is not the answer. She is a proponent and advocate for the southside site. Site locations have been exhausted. The operating costs are not going to affect the capital budget, which is separate. The staff of the Recreation Department will be relocated to this new facility. Maintenance of this building will continue to be done by DPW as they currently do. She urges the Council to move forward on the southside as it is the best location. Doug Ricker of Vanderbilt Avenue stated there are a lot of questions but not receiving answers. The drawing doesn’t show where the Recreation Department offices will be housed. Linda Terricola advised Doug Ricker where on the plan the Recreation Department offices will be housed. She also advised him that all of this was explained in the presentation by the architects. Doug Ricker asked if what is on the website going to be the final design or can they expect changes. Mayor Johnson stated there may be a few small changes and expect the final design by approximately October 20th. Doug Ricker asked to clarify if the racquetball courts will be included. Mayor Johnson advised that he was looking at an old version as the racquetball court and the rock climbing wall are not included. Mayor Johnson closed the public hearing at 12:45 p.m. Amend 2008 Capital Budget for Telecommunications Mayor Scott Johnson opened the public hearing to amend the 2008 capital budget for telecommunications at 12:00 p.m. Mayor Johnson advised that the additional sum of $88, 017.97 plus the amount of $170,000 bonded for a total cost of $258,017.97. The addition of the $88K is to take advantage of special pricing that is good until October 15, 2008. By doing this the savings will be approximately $62,000. No one spoke. Deputy Mayor Shauna Sutton addressed the public and explained the details of this project. This project could commence and conclude this year. We have an outdated system from 1992 that has no capability of being added on to and has separate systems tied together with ‘T’ lines. $170K is in the 2008 capital Page 3 of 8 City Council Meeting 10/14/08 budget. This number was understated as the project was not looked at comprehensively. The old phone system was not redundant, meaning, if the phone system failed, there was no backup. If one part of the system failed, there was no other part of the system to take over. An RFI was sent out to 7 vendors and received 6 responses. The mission of the group was to develop criteria in addition to expecting an emergency operation center, redundancy reliability and survivability as well as a warranty, etc. A needs assessment was performed by risk and safety throughout City Hall as well as different vendors. Through the use of the criteria, they selected Carousel. Deputy Finneran spent time reviewing all the RFIs and still found Carousel to be the best selection. The total amount being requested to amend the capital budget is $88,017.97 which brings the total project cost to $258,000. This includes the contract with Carousel in the amount of $244,463.97 plus $1,050 for IT wiring. Another contract with Cybertech in the amount of $12,504 should be brought to the City Council by October 20th. This represents over $40K of improvements, including improvements to the dispatchers, and phones can be moved to the new buildings when they are built. The length of life for the system is 15 years. Minor improvements can be made along the way to extend the life of the system indefinitely. Benefits of this system includes faxes to personal PCs, conference calling without having to gather in another room to do this, voice mails will be able to be retrieved from their e-mail (visual voice mail), We only have to place ½ down when placing this order. Final payment is due 30 days after implementation and sign off by the City. This system will provide service to City Hall, Fires Station #1 and #2, Eastside Recreation Center, Water Treatment Plant, DPW Garage, DPS Garage, and the Police Station. 119 new phones are being purchased with this money. If we do phase 1 now and wait for the rest later, the difference to the tax payers would be approximately $70K. Phase 1 right now if only the police station, City Hall, and Fire Stations 1 & 2 will cost $287,000. Phase 2 later on will cost another $28,000. The grand total would be $358,000 plus the $12,000 to the IT separate contract. In addition to the savings mention already, there is an additional savings in the first year of $43,000 which is maintenance plus wireless plan changes. There is also a $24,000 savings because of the elimination of OPXs (off premise extensions) and $37,000 every ongoing year. Ray Giguere of 84 Lincoln Avenue confirmed the initial money laid out was $170,000. So, more money had to be spent to save money. Deputy Mayor advised the scope of the project changed drastically, so we are getting more for the money. John Krause of 227 Grand Avenue stated this makes sense. There is no question the upgrades are necessary. It is great they looked at all pieces including being able to move lines when we get the new buildings. Commissioner Ivins asked for clarification that this proposal was originally put together by last council but no RFP was put together. Therefore, they were getting money out of the air that they thought would be adequate but had no facts. Deputy Mayor Sutton stated only one quote was obtained for a digital system that didn’t have redundancy built in. Commissioner Franck asked if we are locked in with state contract vendors. Deputy Mayor Sutton stated it stared out with state contract then she continued to negotiate with them. Commissioner Scirocco asked if this is going to affect the police system that is connected to the County’s 911 system. Deputy Mayor Sutton stated the response from the County has not responded. They met with the county and reviewed everything. They have spoken with Paul Lent of the County regarding this. Page 4 of 8 City Council Meeting 10/14/08 Commissioner Scirocco stated originally stated $237,000 and now the figure is $244,000. Deputy Mayor Sutton stated the $258,000 figure is comprised of the $244,000 proposal from Carousel Industries, $1050 for wiring, and $12,504 with Fibertech for the box upgrading. Commissioner Scirocco confirmed the 2008 capital budget is being amended to do this. He doesn’t understand why if the money is in the 2008 budget to cover the ½ down, then why can’t we leave the rest in the 2009 capital budget. Commissioner Ivins stated the funds have to be committed to sign a contract. This money won’t be bonded until next year; it will be wrapped into the next bond done. They may take a bond anticipation note to cover that. This is a charter regulation. Commissioner Scirocco asked where the $88,000 is coming from. Commissioner Ivins stated it is coming out of this budget debt service and if need be will take a bond anticipation to write the check. Commissioner Scirocco inquired we do have the money to buy the system; we just don’t have the money in the line. This doesn’t make any sense. Commissioner Ivins explained we have cash available; we don’t have a budget line available. The budget line needs to be made available. Mayor Johnson closed the public hearing at 1:27 p.m. CALL TO ORDER Mayor Johnson called the meeting to order at 1:27 p.m. PUBLIC COMMENT PERIOD Mayor Johnson said the public comment period is limited to a total of 15 minutes and individuals are limited to two minutes each according to the rules approved in February of 2004 by the City Council. Mayor Johnson opened the public comment period at 1:27 p.m. No one spoke. Mayor Johnson closed the public comment period at 1:27 p.m. MAYOR’S DEPARTMENT Discussion and Vote: Amend the Capital Budget Telecommunications Mayor Johnson moved and Commissioner Ivins seconded to amend the 2008 capital budget for telecommunications conditional upon item #1 in the Finance Dept. Mayor Johnson stated they need to amend the capital budget subject to item #1 under the Finance Department’s agenda. This is condition upon item #1 under the Finance Department’s agenda being approved. Commissioner Scirocco stated given the current economic conditions and being he is being asked to give up 25 positions in his department. There are going to be 2 or 3 people that were cut out of the budget that aren’t going to be there to sit behind these phones. He proposed the $170,000 be used for the public safety system. They are the ones that really need the system at this point in time. What do we really Page 5 of 8 City Council Meeting 10/14/08 need versus what we want? He commended the committee and the Deputy Mayor for doing the work, and there is savings there, but in the long run is it going to be a savings when there isn’t going to be anyone on the other end of the phone to answer it. We spent $258,000 for a phone system and no one is going to be there to answer it. He can’t support this. Commissioner Kim stated he will be voting no against this. One of the reasons we have this budget problem is because of the debt service. We have a $170,000 in the 2008 capital budget. We can do the public safety end of this project and not do the rest of it with that money. We don’t need another $88,000 to amend this capital budget. They can do what is essential. He guesses the public is going to care about the call if someone is having a heart attack is more important than if their tax bill was received. There is a difference between what is essential and what is nice. The $88,000 is for nice stuff, it would make us more efficient and easier on our employees, but this is tight economic times. Essential City services have to be met and other things have to go by the way side. He agrees with Commissioner Scirocco and we should address the public safety needs and the rest of the stuff has to fall by the way side. He can’t support the capital budget amendment and the authorization to sign the contract until it is reduced to a level that just includes the essential City services. Mayor Johnson stated he doesn’t believe they have the authority to pick and choose what they want to do now. The capital budget was approved by the prior City Council for a city wide system. In defeating this today is not going to get you a new phone system for the police station tomorrow, you will have to go back to square one and will have problems amending the capital budget for 2008. Keep in mind before we vote that’s consequences, it is basically this or nothing. Commissioner Kim stated this is not true. This has happened before, in 2006 there was money bonded in 2006 for the feasibility study for the fire station. They consulted with bond council and it came to the Council table and rewrote the bond issuance to allow them to address the public safety station and the fire station. So it can be done and what the Mayor says is misleading. Mayor Johnson stated then it becomes a budget issue as the item is coming out of his budget right now. He will not forsake a city wide solution that has been extensively studied and is most cost effective to provide the needs of the entire City. Commissioner Kim clarified that because it is in the Mayor’s budget, he is not going to spend money on the public safety needs, not the public safety department so they can feel comfortable that they can get through on a 911 call and get through to a dispatcher. Mayor Johnson stated it will be studied and addressed. Don’t assume the money is available because it is not in Commissioner Kim’s budget. They are trying to provide a solution for the entire City, a comprehensive solution that makes fiscal sense. He is talking about capital needs of the City which is different than operational. Talk about essential, not essential, look at the front of City Hall, the steps. That was a big ticket item, they decided to do it, which was adopted, but was it essential. Commissioner Scirocco stated he had reservations about doing it under the conditions but is something this whole council agreed on unanimously it would be done and done for that cost. This was obviously a code violation, almost an emergency situation, the risk and safety person condemned the steps, and no one could walk on them. He commended the Deputy Mayor and the committee again for the work they did on this. There is some savings here, but there is a lot of “fluff” in the system too. His calls work fine in his office, he can conference call, but are it really worth $88K. It is his understanding the line item says communication system, not communication system City Hall. Mayor Johnson stated to Commissioner Scirocco before he terms something “fluff”, he should indicate how it is “fluff”. This committee did a lot of work and to call it “fluff’ is insulting to the work that has been done. Commissioner Scirocco asked what are they getting compared to what they have. How much more are we getting compared to what we have now and what do we actually need. We going to have a reduction in essential services of the City, mostly in his department of 25 positions. We are talking about not having people on the street to sweep, but we can have a new phone system. Page 6 of 8 City Council Meeting 10/14/08 Commissioner Franck stated they need 4 votes to pass this. He advised Commissioner Scirocco that by voting this down, he is putting the death nail in bringing any people back because the money is going to be in the budget. If we do this it will reduce the debt a little and potentially give a few extra bucks to bring someone back. The minute he votes this down, you have no shot at getting your people back because it will cost the City more. Commissioner Scirocco stated that if we just use the $170,000 just for the police department then there is no additional cost in 2009. Commissioner Franck stated his concern is starting the whole process over and it would be potentially pushed 2010. Commissioner Kim stated there have been a lot of important capital projects that have been pushed back. We need to reorient our thinking. We have a debt service that is getting out of control and we are adding to our debt. He stated he has the worst phone you can imagine. When he asked for a new phone, he was told it would bring down the system. He understands there are problems. It’s the essential versus the nice to have. This is the nice to have. Commissioner Franck said this hurts the process of getting a couple of employees back. ROLE CALL: Commissioner Franck – Aye Commissioner Ivins – Aye Mayor Johnson – Aye Commissioner Scirocco – Nay Commissioner Kim – Nay Mayor Johnson stated based on that vote; it appears it cancels the balance of the agenda for today. ADJOURNMENT Mayor Johnson moved and Commissioner Ivins seconded to adjourn the meeting. Ayes - All. There being no further business, Mayor Johnson adjourned the meeting at 12:50 pm. Respectfully submitted, Lisa Ribis Clerk Approved: 11/3/08 5-0 Page 7 of 8 City Council Meeting 10/14/08 Page 8 of 8