City Council

November 4, 2009 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 6:55 PM P.H. – Amend Section 225-94 Seasonal Alternate Side Parking 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION(S) EXECUTIVE SESSION Discussion regarding proposed, pending or current litigation; personal private information of a person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a person or corporation. CONSENT AGENDA 1. Approval of City Council Minutes 10-20-2009 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Payroll 10/23/2009 $406,032.63 5. Approve Payroll 10/30/2009 $407,086.73 6. Approve Warrant 2009 Mid MC2OCT09 $789,228.86 7. Approve Warrant 2009 Regular 1NOV09 $1,004,417.26 MAYOR’S DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Execute Easement Agreement for High Rock Condominiums, LLC 2. Discussion and Vote: Authorization for Mayor to Submit Grant Application for Geyser Road Bicycle-Pedestrian Trail Funding ACCOUNTS DEPARTMENT 1. Award of Bid: Nelson Avenue Drainage Upgrade Phase 4 to Rifenburg Construction City Council Meeting 11/4/09 FINANCE DEPARTMENT 1. Discussion and Vote: Accounts/Public Safety Payroll Transfers 2. Discussion and Vote: Department of Public Works Payroll Transfers 3. Discussion and Vote: Department of Public Safety Payroll Transfers 4. Discussion and Vote: Recreation Payroll Transfers 5. Discussion and Vote: Finance Payroll Transfer 6. Discussion: 3rd Quarter 2009 Financial Report 7. Discussion and Vote: Contingency Transfer 8. Discussion: City Finances PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign a Supplemental Agreement #3 for Church Street Reconstruction PUBLIC SAFETY 1. Discussion and Vote: Amend Section 225-94 Seasonal Alternate Side Parking SUPERVISORS Joanne Yepsen 1. Saratoga County 2010 Tentative Budget 2. Public Hearing on Proposed Sewer Rates for 2010 3. Grants To You Graduates 4. Signing Onto the Cool Cities Campaign 5. Smart Senior Program Sponsored with Office of Attorney General 6. WWII Veterans Honored 7. Geyser Road Trail Meeting 8. Office of the Aging Public Hearing and Plan for 2010 9. NY Connects 10.Safe Routes to School Committee & Future Partnerships Matthew Veitch 1. Update: Green Committee 2. Update: 2010 County Budget 3. Update: Geyser Road Trail ADJOURN Page 2 of 10 City Council Meeting 11/4/09 City of Saratoga Springs City Council Meeting City Council Room Wednesday, November 4, 2009 6:55 PM PRESENT: Scott Johnson, Mayor Ken Ivins, Commissioner of Finance John Franck, Commissioner of Accounts Anthony Scirocco, Commissioner of DPW Ron Kim, Commissioner of DPS PRESENT: Matthew Veitch, Supervisor Joanne Yepsen, Supervisor STAFF PRESENT: Shauna Sutton, Deputy Mayor Kate Jarosh, Deputy Commissioner, Finance Michele Boxley, Deputy Commissioner, Accounts Eileen Finneran, Deputy Commissioner, DPS Joe Scala, City Attorney ABSCENT: Patrick Design, Deputy Commissioner, DPW 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 City Code Amendment – Amend Section 225-94 Seasonal Alternate Side Parking Mayor Johnson opened the public hearing at 6:58 p.m. Commissioner Kim advised they are proposing an amendment to 29B of this section from Nov 1st – April 1st, Tuesday, Thursday, and Saturday they will have alternate side parking on Horseshoe Drive from Thoroughbred Avenue to Furlong Street along the south side; on Thoroughbred Avenue from Crescent Street to Furlong Street along the west side, and on Furlong Street from Vanderbilt Avenue to Thoroughbred Avenue along the south side. Commissioner Scirocco stated he will support this as it helps with plowing to have seasonal alternate side parking. It eliminates the problem where they have to go back and clean streets up. Al Callucci of 9 Lexington Road asked to confirm if Commissioner Scirocco’s comment relates to the streets in question or if he is referring to all streets in general. Commissioner Scirocco stated he is referring to these streets only at this time. A seasonal approach is a good idea. Mr. Callucci stated there are 2 streets they had discussed, West Circular from Harrison and Lake Avenue. Having to constantly go back creates additional expenses. He suggested doing alternate side parking so Page 3 of 10 City Council Meeting 11/4/09 they can clean one side one night and the other side the next night. This would save multiple return trips. He suggested the Council take a look at those streets as well. Commissioner Scirocco stated the commissioner of public safety may want to look into that. Mayor Johnson closed the public hearing at 7:02 p.m. CALL TO ORDER Mayor Johnson called the meeting to order at 7:03 p.m. PUBLIC COMM IENT PERIOD Mayor Johnson opened the public comment period at 7:03 p.m. 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. Molly Gagne of 22 Vichy Drive stated she was here tonight due to the mayor’s agenda item regarding the grant application for the Geyser Road Trail. She hopes the Council supports this. It is the best gift they could give to the neighborhood. Kevin Genier of 51 Hawthorne Blvd. and president of the fireman’s union stated there has been a lot of information about the fire department and unions. They put together a packet of data about the fire department, what they do, and their staffing. He passed out the packets to the Council and explained that the packets will explain the value of the fire department as we have it now and some of the deficiencies they have. It will also show what they have done to help the City move forward financially in regards to their contacts. He requested that each Council member review it and let him know if they have any questions. If the Council accepts the budget as it is proposed right now with the staffing cuts to the Fire Department, it will be the responsibility of this Council for whatever comes out of that. What they do is a very serious job and they protect the citizens of the City. They are already understaffed and it is hard enough to do what they do now with the limited staff they have. Consent Agenda Mayor Johnson moved and Commissioner Ivins seconded to approve the consent agenda as proposed. 1. Approval of City Council Minutes 10-20-2009 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Payroll 10/23/2009 $406,032.63 5. Approve Payroll 10/30/2009 $407,086.73 6. Approve Warrant 2009 Mid MC2OCT09 $789,228.86 7. Approve Warrant 2009 Regular 1NOV09 $1,004,417.26 Commissioner Ivins explained the warrant for 1NOV09 is now $1,003,576.19 due to vouchers being pulled as they were charged to the wrong lines. He requested the Council members review their vouchers closely to be sure they are paying bills from the correct line so that it is accurately reflected in the budget. If you don’t have enough money in the proper line, then they should transfer money. Ayes – All Mayor’s Department Discussion and Vote: Authorization for Mayor to Execute Easement Agreement for High Rock Condominiums, LLC (09-314) Page 4 of 10 City Council Meeting 11/4/09 Mayor Johnson moved and Commissioner Franck seconded to authorize the mayor to execute an easement agreement for the High Rock Condominiums, LLC. Tony Izzo, assistant city attorney, advised the name may be changed to High Rock Retail, LLC, due to a fax received the other day. The proposal is to install a couple commercial grease traps for a proposed restaurant at 38 High Rock. The City’s concerns were that the grantee remains entirely responsible for the maintenance of the grease traps and the City was adequately indemnified for anything that could happen. The easement has been reviewed by all departments and found to be adequate. Commissioner Ivins inquired if this type of thing has been done in the past. Tony Izzo stated there are other easements like this around the City. It required a thorough analysis as the ones in the past had not gone through the level of analysis this one went through. Ayes - All Discussion and Vote: Authorization for Mayor to Submit Grant Application for Geyser Road Bicycle- Pedestrian Trail Funding (09-315) Mayor Johnson moved and Commissioner Franck seconded to authorize the mayor to submit a grant application for Geyser Road bicycle pedestrian trail funding. Mayor Johnson advised this is to be eligible for future federal funding for roadway, bridge, bicycle and pedestrian projects. In order to be eligible, you must be on a TIP (Transportation Improvement Program) project list that spans multiple years. Eligibility of this list is for 2010 – 2015 and will not be expenditure for the City at this time. Ayes - All Accounts Department Award of Bid: Nelson Avenue Drainage Upgrade Phase 4 to Rifenburg Construction (09-316) Commissioner Franck moved and Commissioner Scirocco seconded to award the bid for the Nelson Avenue Drainage Upgrade Phase 4 to Rifenburg Construction in the amount of $ 487,880.00. Commissioner Franck stated they were the lowest bidder meeting the specifications. Ayes - All Finance Department Discussion and Vote: Accounts/Public Safety Payroll Transfers (09-317) Commissioner Ivins moved and Commissioner Kim seconded to approve the Public Safety payroll transfers as previously distributed to the Council. Commissioner Ivins stated this is a transfer for police overtime to reimburse for trial costs. Ayes - All Discussion and Vote: Department of Public Works Payroll Transfers (09-318) Page 5 of 10 City Council Meeting 11/4/09 Commissioner Ivins moved and Commissioner Scirocco seconded to approve the Public Works payroll transfers as previously distributed to the Council. Commissioner Ivins advised the transfers for the water fund are from water maintenance labor and water maintenance social security to emergency repair labor and emergency repair social security. Transfer from professional services, dues, water service supervisor, water maintenance labor, equipment rental, utilities, senior account clerk, office equipment, other supplies, books, lake reservoir overtime, and lake reservoir other supplies to water treatment plant operator salary line. In the general fund, transfers were made from: CHIPS overtime to CHIPS social security; from the veterans’ ’ walk labor and social security to carousel labor and social security. Ayes - All Discussion and Vote: Department of Public Safety Payroll Transfers (09-319) Commissioner Ivins moved and Commissioner Kim seconded to approve the Public Safety payroll transfers as previously distributed to the Council. Commissioner Ivins stated this is a transfer from traffic safety part time labor to parking enforcement overtime; transfer from dispatchers’ salary to dispatchers’ overtime; and transfer from juvenile aid comp time to juvenile aid overtime. Ayes - All Discussion and Vote: Recreation Payroll Transfers (09-320) Commissioner Ivins moved and Mayor Johnson seconded to approve the recreation payroll transfers as previously distributed to the Council. Commissioner Ivins advised transfers are from camp programs and trips, softball pay, youth week, soccer social security, volleyball social security, boys lacrosse supplies, Vernon office equipment, and skate park pay to boys and girls basketball social security, travel, Vernon and Weibel sports supplies, port-a-johns, health insurance, soccer equipment, sports supplies, and youth week payroll/OT/social security for DPW lines. Ayes - All Discussion and Vote: Finance Payroll Transfer (09-321) Commissioner Ivins moved and Commissioner Scirocco seconded to approve the finance payroll transfers as previously distributed to the Council. Commissioner Ivins stated this is a transfer from a senior account clerk part time to an account clerk part time. Ayes - All Discussion: 3rd Quarter 2009 Financial Report (09-322) Commissioner Ivins reported they have filed their quarterly reports faithfully contrary to what has been said. They have been available to the public. Property tax: 88% has been collected compared to 81% a year ago. Building permits are at 68% of budget and will not make budget. Planning board fees are 55% of budget and will not make budget. Water and sewer has had 2 quarters booked for user payments; revenues are 40% and may not make budget either. All department expenses are approximately 75% except for liability insurance which is paid in full. Retirement lines are running lower than 75% as payments are not yet due. Seasonal expenses are below 75% for winter season but above 75% for summer season. Page 6 of 10 City Council Meeting 11/4/09 Discussion and Vote: Contingency Transfer (09-323) Commissioner Ivins moved and Mayor Johnson seconded to approve the contingency transfer as previously distributed to the Council. Ayes - All Discussion: City Finances Commissioner Ivins reported sales tax is in for August. They are below the 2008 numbers but above the 2007 numbers. We are off 6% for the year. Mortgage tax distribution is final; we did not make the revised budget. The final figure is approximately $1.2 million. As part of the budget process, he will be sitting with Commissioner Elect Wirth to review the 2010 Public Safety budget. There is one more public hearing on the budget on November 17th. At that time the Council can either accept that budget or amend the budget. Public Works Department Discussion and Vote: Authorization for Mayor to Sign a Supplemental Agreement #3 for Church Street Reconstruction (09-313) Commissioner Scirocco moved and Commissioner Franck seconded to authorize the mayor to sign a supplemental agreement #3 with DOT for the Church Street Reconstruction project in the amount of $1,500 to increase the right of way phases . Commissioner Scirocco stated he brought Paul Male to answer any questions regarding the funding. Paul Male, city engineer advised this has to do with a change in the mapping format for one of the easements. It increased the right of way amount from $36,000 to $38,000. There is no cost to the City as it is included in the overall cost of the project. Commissioner Ivins asked if we are still on schedule for the re-opening of Church Street. Ayes – All Paul Male stated October 19th was the start of a 21 day shut down of Church Street, which would bring us to November 12th. The estimate is the shut down will be for an additional 7 – 10 days. Sidewalks and curbs are completed on Myrtle Street, the 10 inch waterline is complete, etc. Commissioner Ivins stated he spoke with residents on Myrtle Street and they are pleased the City worked with them. Public Safety Department Discussion and Vote: Amend Section 225-94 Seasonal Alternate Side Parking (09-324) Commissioner Kim moved and Commissioner Scirocco seconded to amend section 225-94 of the City Code for seasonal alternate side parking from Nov 1st – April 1st, Tuesday, Thursday and Saturday for the following roads: Horseshoe Drive from Thoroughbred Avenue to Furlong Street along the south side, Thoroughbred Avenue from Crescent Street to Furlong Street along the west side, and Furlong Street from Vanderbilt Avenue to Thoroughbred Avenue along the south side. Ayes – All Page 7 of 10 City Council Meeting 11/4/09 Supervisors Joanne Yepsen Saratoga County 2010 Tentative Budget Supervisor Yepsen reported she brought the 2010 County budget. The bad news is Saratoga County is no immune to the recession. The state mandated spending is taking up 86% of our property tax levy. They are going to hold the line on the tax rate and not going to have lay-offs. They broke ground on the animal shelter, purchased 1,700 new pagers for emergency responders, and continue to build out the infrastructure on the 911 radio system. The water authority reports that they are completing the waterline to Luther Forest and continuing construction of the sewer district plant expansion. The 2010 proposed budget is fully balanced. They are proposing a 0% tax rate increase and maintaining the rate of $2.15 per thousand. There is no money in the 2010 budget for a cost of living increases for County employees, however, they are avoiding layoffs. Commissioner Franck stated another misnomer we’ve all heard about the past couple of months is the biggest mistake the City made was getting out of the County sales tax formula. Based upon the numbers just presented, it is clearly the opposite. He asked how much of the County surplus is being used. Supervisor Yepsen indicated $9 million. Commissioner Franck stated the not make cuts related to this budget and to use 1/3 of their surplus, you will see the County’s bond rating change. He suggested that the County budget be looked at very carefully. He would like to know what percentage of the sales tax is budgeted for 2010 versus what they expect to get in 2009. We will want to know that for our sales tax budgeting. Supervisor Yepsen suggested scheduling a meeting with the County treasurer to review the budget. Public Hearing on Proposed Sewer Rates for 2010 Supervisor Yepsen reported the public hearing was held today on sewer rates for 2010. Grants To You Graduates Supervisor Yepsen reported the class was held October 24th & 25th. There were 8 participants. The next class will be in February. There have been over 120 graduates to date. Signing Onto the Cool Cities Campaign Supervisor Yepsen reported the Cool Cities Group at Skidmore College asked her to relay suggestions of the next steps in order to fulfill our commitment. They are anticipating the inventory taking 8 months – 1 year. They will implement the new technologies with Johnson Controls’ help. Smart Senior Program Sponsored with Office of the Attorney General Supervisor Yepsen reported she co-sponsored a program for the seniors in the Kirby Road facility. The program focused on senior fraud. They learned how to protect themselves better and what to be aware of. WWII Veterans Honored Supervisor Yepsen reported WWII veterans’ night was held on October 26th at the City Center – 800 people attended. It was a great tribute to them. They all received medals and a free dinner. Geyser Road Trail Meeting Page 8 of 10 City Council Meeting 11/4/09 Supervisor Yepsen reported there was a meeting held last week. They are trying to engage the companies along Geyser Road as a public partnership. She thanked Supervisor Veitch for coordinating this. Office of the Aging Public Hearing and Plan for 2010 Supervisor Yepsen reported they sponsor 19 programs. She encouraged people to get the plan for 2010. NY Connects Supervisor Yepsen reported this is a federally funded program with a wide range of services for those who need long term care. Safe Routes to School Committee & Future Partnerships Supervisor Yepsen reported they regrouped to figure out the next steps. The committee was put together by the school district and has investigated and gathered data regarding alternate routes to school. On October 13th, the Board of Education unanimously voted to approve the revised policy. Matthew Veitch Green Committee Supervisor Veitch reported they met last week. This committee was formed to study how the County can operate in a more environmentally friendly, cost effective manner, and provide recommendations of how they can implement this daily. They are in the process of writing a report for adoption. 2010 County Budget Supervisor Veitch reported this was covered well by Supervisor Yepsen. The county is budgeting $48 million in sales tax for 2010. Commissioner Franck stated he is looking for what the County is expecting the actual number to be for 2009. Supervisor Veitch further explained the $2.15 per 1000 is the County’s tax rate. In the City, we actually pay more because they base us on fully assessed properties – 100% evaluation. We pay closer to $3.00 per 1000 in County tax. Geyser Road Trail Supervisor Veitch reported they met last week at the Saratoga Eagle Distributing Center in their community room. They have their scoping document and report. They are paying for a field survey. The next step is the design documents. They need to do the survey and engineering documents before they are shovel ready. 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 7:51 p.m. Page 9 of 10 City Council Meeting 11/4/09 Respectfully submitted, Lisa Ribis Clerk Approved: 11-17-09 Vote: 5 - 0 Page 10 of 10