City Council

September 7, 2010 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 6:55 P.H. – Acceptance of Liz Ann Drive 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION(S) 1. 2009 Audited Financial Report – Bollam, Sheedy & Torani 2. The Abandoned Cemetery Cleanup and Maintenance Program 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 8-17-2010 City Council Minutes 2. Approval of 8-25-2010 Public Hearing Minutes 3. Approve Budget Amendments 4. Approve Budget Transfers 5. Approve Payroll 8/20/10 $400,853.27 6. Approve Payroll 8/27/10 $401,774.94 7. Approve Payroll 9/3/10 $392,985.48 8. Approve Warrant 2010 Mid 10MWAUG2 $401,884.26 9. Approve Warrant 2010 Mid 10MWSEP1 $145,370.80 10. Approve Warrant 2010 Regular 10SEP1 $2,632,501.47 MAYOR’S DEPARTMENT 1. Discussion and Vote: Recreation Fee Revisions 2. Discussion and Vote: Accept Ping Pong Table Donation 3. Discussion and Vote: Adoption of Proposed Capital Budget/Program 2011-2016 4. Discussion and Vote: Approval for Mayor to Sign 2010 CDBG Entitlement Subrecipient Contracts 5. Discussion and Vote: Authorization for Mayor to Sign Change Orders #4 and #5 with Luizzi Brothers for Spring Run Trail ACCOUNTS DEPARTMENT 1. Discussion and Vote: Council Acceptance of Employee Assistance Policy 2. Award of Bid: Visitor Center Roof Restoration City Council Meeting 9/7/10 FINANCE DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Contract with Armory Associates 2. Discussion and Vote: Authorization for Mayor to Sign ERRP Application 3. Discussion and Vote: DPS Payroll Transfers 4. Discussion and Vote: Recreation Department Payroll Transfers 5. Discussion and Vote: Department of Public Works Payroll Transfers 6. Discussion: City Finances PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Accept Donation of Plaques at Italian Gardens 2. Announcement: Birch Street and Grand Avenue Reconstruction 3. Announcement: Church Street Ribbon Cutting Ceremony 4. Announcement: Fall Leaf Season 5. Announcement: Veterans Bricks PUBLIC SAFETY 1. Set Public Hearing: to Amend Section 225-77 of the City Code to Add Stop Signs at Grand Avenue and Birch Street 2. Discussion and Vote: Acceptance of Domestic Violence Grant 3. Discussion and Vote: Resolution – Abandoned Cemetery Cleanup and Maintenance Program 4. Discussion and Vote: Acceptance of SAFER Grant for Fire Department SUPERVISORS Joanne Yepsen 1. County Veterans Committee 2. Sustainable Saratoga Upcoming Activities 3. Grants to You 4. Future of NYS Racing Matthew Veitch 1. Saratoga County Low Income Day Care Program 2. Trails Committee ADJOURN Page 2 of 15 City Council Meeting 9/7/10 September 7, 2010 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room PRESENT: Scott Johnson, Mayor Ken Ivins, Commissioner of Finance John Franck, Commissioner of Accounts Anthony Scirocco, Commissioner of DPW Richard Wirth, Commissioner of DPS Matt Veitch, Supervisor Joanne Yepsen, Supervisor (arrived @ 7:05 p.m.) STAFF PRESENT: Shauna Sutton, Deputy Mayor Kate Jarosh, Deputy Commissioner, Finance Michele Boxley, Deputy Commissioner, Accounts Tim Cogan, Deputy Commissioner, DPW Frank Dudla, Deputy Commissioner, DPS 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 HEARING Acceptance of Liz Ann Drive Mayor Johnson opened the public hearing at 6:55 p.m. Commissioner Scirocco asked Paul Male, City Engineer to provide a brief overview. Paul Male advised this street is off Old Schuylerville Road. The developer of the subdivision did not have the three stub streets conveyed to him when he purchased the land. There were some back taxes due which he believes has since been paid. They are working on clearing this up the deed issue. The road meets all the standards. Commissioner Ivins confirmed the taxes are paid. No one spoke. Mayor Johnson ended the public hearing at 7:00 p.m. but kept the public hearing open until the next City Council meeting. CALL TO ORDER Page 3 of 15 City Council Meeting 9/7/10 Mayor Johnson called the meeting to order at 7:00 p.m. PUBLIC COMENT Mayor Johnson opened the public comment period at 7:01 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. Devin Delpass, president of the Southwest Neighborhood Association stated he is here to request the Council to adopt the resolution regarding the cemetery at Cady Hill. They have been informally maintaining this cemetery for several years. Until a recent discovery through Supervisor Veitch’s action, they found there is an issue regarding the maintenance of this property and who actually owns it. They would like to be formally granted the approval to adopt the cemetery to maintain it. Kyle York of 59 Railroad Place stated jobs are precious things these days. He is glad we were able to get firefighters back. He hopes that the finances will be great enough in a couple years to keep these firefighters on. He trusts that as people come back it will be in order of seniority. The Department of Public Works should also be governed by seniority. A friend of his was at the top of the list for part timers with 5 years of service. When a position opened up at the recreation center, the job was given to a part timer of only 2 years instead of him. He doesn’t know who is governing this. The job should have gone to the person with the most seniority. Mayor Johnson closed the public comment period at 7:06 p.m. PRESENTATION 2009 Audited Financial Report – Bollam, Sheedy & Torani (Presentation done during Pre-Agenda Meeting on 9/7/10) Will Reynolds of Bollam, Sheedy & Torani presented the 2009 Audited Financial Statements, Single Audit Report, and NYSDOT Single Audit Report. This is a formal summarization with their opinion; which is clean and unqualified. Financial Report  Pages 11 & 12 represent the Financial Statement and a Combined Financial Statement. There are not a lot of significant changes from last year. The unrestricted net assets are -$10.5 million and the restricted assets, such as capital projects, is $10 million.  Page 13 represents the Fund Financial Statement. There is a $3 million dollar decrease in cash.  Page 14 is the Reconciliation Fund Balance.  Page 15 is the Income Statement by Fund.  Page 19 is the Statement of Net Assets for Proprietary Funds.  Page 20 is the Income Statement for Proprietary Funds.  Page 21 is the Cash Flow Statement.  Page 24 starts the notes section.  Page 32 contains the most interesting information – Summary of Capital Assets.  Page 35 – Note 3e shows the debt summary increased by $500,000. The total bonded debt is now $36 million.  Page 37 – Note 3f (ііі a) at the bottom of page starts the Employee Retirement Systems Plan Description.  Page 42 starts the Post Employment Benefits Other Than Pensions. The total obligation at the beginning of the year was $6 million dollars and ended year 2009 at $12 million. Page 4 of 15 City Council Meeting 9/7/10  Page 44 lists adjustments – there is no tremendous impact. Single Audit Report This report must be done if there are federal monies in excess of $500,000.  Page 1 is the Schedule of Expenditures totaling $2.7 million.  Page 8 contains the main findings. Under Section 09-01 – Cash Receipts, cash collection is still a high risk. Additional attention is still needed in this area as the City is not 100% in compliance. It would be embarrassing to have the same thing happen again. Under Section 09-02 Record Retention – the rules requiring documentation of eligibility changes from when the applicants were initially enrolled. Those files had not been updated to meet all requirements, Obtaining the required documentation was overlooked in regards to the previous files; current files are ok.  Page 9 under Section 09-03 – Competitive Bidding, it was discovered that 1 bid was not advertised in the City’s official newspaper. Mr. Reynolds noted that although this is not in writing, receivables continue to age and there is no formal policy or criteria as to when to write off a receivable or when to go to collection on an account. NYSDOT Single Audit Report The City of Saratoga Springs spent more than $100,000 of state money therefore requiring a separate report. The City spent $634,000 of DOT money with no findings. Commissioner Ivins stated the City has had a lot of difficult financial issues. He asked how we compare to other municipalities. Mr. Reynolds stated it is not a happy spot for villages, cities, etc. The City of Saratoga Springs is not alone with having financial problems. He is sensing additional caution and restraint which is a good idea. There is not a lot of room for the City to maneuver with where their fund balance is. The Abandoned Cemetery Cleanup and Maintenance Program Supervisor Veitch provided background information on the Abandoned Cemetery Cleanup and Maintenance Program. The main cemetery they are trying to get adopted is the burial ground of the Cady family. This cemetery has been abandoned for some time. The Munger Cemetery is the site of an old homestead on Geyser Road. This cemetery is next to the Veteran’s Memorial Park and has a stone ‘fence’ around it. The folks that were buried in that cemetery were actually buried in the basement of that home within the foundation of the house. The Cady Cemetery is not visible from Geyser Road but at the base of the Geyser Road Bridge and the Munger Cemetery is across from Casino Drive. There are about 7 headstones at the Cady Cemetery and are illegible. The Southwest Neighborhood Association started clean up of these cemeteries in 2007. In 2009 one of the Cady relatives contacted the Southwest Neighborhood Association asking to place a marker at the Cady Cemetery for a relative who was a Revolutionary War soldier. This person was not buried there; however, since they don’t know where that person is buried, they did place the marker in the Cady Cemetery. It was assumed that the County owned the right of way. The County did some research and found they do not own that right of way. The Southwest Neighborhood Association did some survey work and found that it might be part of Cady Hill or the City; it is impossible to tell who owns it. Now they are appealing to the City Council to create a volunteer cemetery maintenance and cleanup program. This is allowed per Section 165 of the NYS Municipal Law and relieves the City of any liability. This section of the law states any city is authorized to establish cemetery maintenance and clean up programs for abandoned cemeteries within its city limits. Another part of the request is that the Southwest Neighborhood Association be named as the administrator of the program and both the Munger and Cady Hill cemeteries will be covered. EXECUTIVE SESSION Page 5 of 15 City Council Meeting 9/7/10 Mayor Johnson moved and Commissioner Franck seconded to move to executive session for discussion regarding proposed, potential, pending or current litigation, as well as collective negotiations at 8:40 p.m. Ayes - All Council returned from session at 8:58 p.m. Mayor Johnson stated nothing was resolved during executive session; therefore there is nothing to report to the public. CONSENT AGENDA Mayor Johnson moved and Commissioner Ivins seconded to approve the consent agenda as follows: 1. Approval of 8-17-2010 City Council Minutes 2. Approval of 8-25-2010 Public Hearing Minutes 3. Approve Budget Amendments 4. Approve Budget Transfers 5. Approve Payroll 8/20/10 $400,853.27 6. Approve Payroll 8/27/10 $401,774.94 7. Approve Payroll 9/3/10 $392,95.48 8. Approve Warrant 2010 Mid 10MWAUG2 $401,884.26 9. Approve Warrant 2010 Mid 10MWSEP1 $145,370.80 10. Approve Warrant 2010 Regular 10SEP1 $2,632,501.47 Ayes – All MAYOR’S DEPARTMENT Discussion and Vote: Recreation Fee Revisions (10-266) Linda Terricola, Director of Recreation explained the fees for the various items. Goggles are not a rental but a purchase item at $5.00 each. They are proposing to reduce fees during their down time (lag time) and for senior citizens. A fee is also being established for the set up and clean up at $25 per hour. Mayor Johnson re-stated the reduced fees are for times that are normally very quiet, not weekends, holidays or school vacations. Mayor Johnson moved and Commissioner Wirth seconded to approve the recreation fee schedule as described. Ayes - All Discussion and Vote: Accept Ping Pong Table Donation (10-267) Linda Terricola stated that Colleen and Skip Carlson have graciously donated a ping pong table. The value is $250. Mayor Johnson stated the value stated on the backup is as $398. Which is the correct value? Linda advised the value of the ping pong table is $398 new. This table is used. Page 6 of 15 City Council Meeting 9/7/10 Mayor Johnson moved and Commissioner Wirth seconded to accept the donation of the ping pong table and thanked the Carlson family. Ayes - All Discussion and Vote: Adoption of Proposed Capital Budget/Program 2011-2016 (10-268) Mayor Johnson stated this is the program that was unveiled to the public and Council in late July for 2011- 2016. There have been 3 public hearings to receive public comment on the proposed Capital Program and comments were received during that time. This was a long effort and a new process had been started where the committee met monthly to establish the capital needs of the City over a 6 year period. The primary focus was for next year and the fiscal impact of it. The total Capital Budget for 2011 is $1,999,000 of which $800,000 is funded by the water fund. The amount funded by tax payer dollars is $1,199,000. The committee acted conservatively and he thanked the committee for their dedication. Mayor Johnson moved and Commissioner Wirth seconded to adopt the proposed Capital Program. Commissioner Ivins stated he will be abstaining on this vote as he is not sure what he will be presenting as a budget. Commissioner Franck stated he is going to support this. He would have also liked to have seen something related to a parking lot; maybe next year that can be a possibility. Commissioner Scirocco stated the waterline from Church Street to West Circular Street is much needed. This project is way overdue and glad to see this project in the Capital Program. Commissioner Wirth stated he too will be supporting this. He also feels parking is an important issue in the City. Mayor Johnson advised the committee did discuss parking. The Capital Program is designed to identify the projects the City will undertake to finance as well as construct. Roll Call: Commissioner Franck – Aye Commissioner Ivins – abstained Commissioner Scirocco – Aye Commissioner Wirth – Aye Mayor Johnson - Aye Discussion and Vote: Approval for Mayor to Sign 2010 CDBG Entitlement Subrecipient Contracts (10- 269) Mayor Johnson stated there are a number of contracts before them this evening. The funding comes from the federal government and is funneled through the City. The proposed recipients are:  Domestic Violence/Rape Crisis Center Shelter Counselor for $17,000. This is a full time shelter counselor to provide women and children who are homeless with assistance.  Legal Aid Society – the Homelessness Prevention Project for $12,000. This is the continuation of a homelessness prevention program to provide free representation to prevent unwarranted or illegal evictions of persons of low or moderate income in the City.  Catholic Charities Mentoring Program for $9,000. This is a continuation of a community based program to develop mentoring relationships between at risk youth and successful area business persons.  The Prevention Council – Youth Court for $8,000. This is to recruit and train resident youths living in low and moderate income neighborhoods as youth court officers to provide community service projects within the neighborhoods and agencies that serve them. Page 7 of 15 City Council Meeting 9/7/10  Saratoga Sponsor a Scholar for $1,000. This will fund school buses to take students in the program on 4 orientation sessions at college campuses within driving distance of the City.  Mother Susan Anderson Emergency Shelter for $3,000. This will fund utility and program costs associated with this emergency shelter serving women and children in the City.  Saratoga Affordable Housing Group – Property Rehabilitation Initiative for $100,000. This is to fund energy efficiency improvements for the recently acquired and preserved 16 units of affordable housing on Allen Drive.  City-wide Rehabilitation Grant Program for $100,116. This funding for the City’s continuation of the City’s residential rehabilitation grant program that provides income eligible homeowners with grants of up to $15,000 for housing and emergency repairs.  Shelter of Saratoga for Transitional Housing Development for $25,000. This is funding for architectural and engineering services for the proposed construction of an 8 – 12 bed transitional housing facility connected to the shelter at 14 Walworth Street.  DPW for Senior Center Improvements at the Senior Center for $14,000. This is to provide energy efficiency and other improvements to the center.  DPW for Infrastructure Improvement for $10,000. This is for the repair of curbs and sidewalks within eligible areas in the City.  Frederick Allen Lodge Historic Building Preservation for $10,000. This is a continuation of funding to further stabilize and preserve this building which is on the National Registrar of Historic Places.  Franklin Community Center for $8,000. This is funding for interior improvements of an apartment building with 17 apartments for low income adults in the City.  Mother Susan Andersen Emergency Shelter for $8,000. This is for public facility improvements to the emergency shelter.  Rebuilding Together – A Rehabilitation Project for $5,000. This is to assist in the funding of this volunteer assisted rehab program.  Community Development Program Administration for $70,000. These funds are used to finance the Community Development operational budget that administers this program, cost of payroll, benefits, etc.  Saratoga County Economic Opportunity Council for continuation of their 2009 activity multi-cultural services program for $5,000. This will assist no less than 200 low to moderate income households in preventing involuntary homelessness in the City. Mayor Johnson moved and Commissioner Wirth seconded to accept the recommendations and authorize the mayor to sign the 2010 CDBG Entitlement Subrecipient contracts as described. Commissioner Scirocco commended the advisory committee on a job well done. Commissioner Ivins stated he does volunteer work for one of these organizations but he is not on their board. Mayor Johnson stated he is on the board of Sponsor a Scholar in an advisory capacity. He was not involved in the application by this group. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Change Orders #4 and #5 with Luizzi Brothers for Spring Run Trail (10-270) Paul Male, City Engineer advised the City Council approved 3 change orders recently. Change order #4 results in no change to the contract and comes out of the allowance. Change order #5 is to put in storm sewer work and at no cost to the City. They hope to open the trail in the next couple of weeks. Mayor Johnson moved and Commissioner Ivins seconded to approve the change orders as described. Page 8 of 15 City Council Meeting 9/7/10 Ayes - All ACCOUNTS DEPARTMENT Discussion and Vote: Council Acceptance of Employee Assistance Policy (10-271) Commissioner Franck advised Section 3 of the Employee Assistance Policy was amended after this morning’s agenda meeting to read “The Director of Risk and Safety, under the direction of the Mayor’s Office, shall be the liaison for the City’s Employee Assistance Program on behalf of the City Safety Committee.” Commissioner Franck moved and Commissioner With seconded to adopt the Employee Assistance Policy as described. Mayor Johnson stated he is satisfied with the proposed policy as described and presented this evening. When the time comes that a human resource person is hired, that person should have some role in this EAP program. Ayes - All Award of Bid: Visitor Center Roof Restoration (10-272) Commissioner Franck moved and Commissioner Scirocco seconded to award the bid for the Visitor Center Roof Restoration to Eastern Building Restoration in the amount of $159,226. Commissioner Franck noted the amount includes the base bid, alternates 1 – 4, and an allowance. Commissioner Ivins asked that the funding source be stated for the record. Paul Male advised the funding for this is in the Capital Budget which was approved last year. Ayes - All FINANCE DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Contract with Armory Associates (10-273) Commissioner Ivins moved and Commissioner Wirth seconded to authorize the mayor to sign a contract with Armory Associates as previously distributed. Commissioner Ivins advised this is for actuarial services for GASB 45 compliance. The total amount is $10,400 for the 2 year contract. The state requires how much we are going to owe retirees. Commissioner Scirocco asked if this was supposed to go out to bid. Commissioner Ivins stated it is professional services therefore not required. Commissioner Franck stated it can go out to bid but is not required to do so. Ayes - All Discussion and Vote: Authorization for Mayor to Sign ERRP Application (10-274) Page 9 of 15 City Council Meeting 9/7/10 Commissioner Ivins moved and Mayor Johnson seconded to authorize the mayor to sign an application for the Early Retirement Reinsurance Program as previously distributed. Commissioner Ivins stated there is stimulus money authorized to reimburse municipalities for their costs associated with early retirees for health insurance. Early retirees are defined as being older than 55 years of age but not year eligible for Medicare. Money is not guaranteed. If we do receive the money, it will go towards reducing the cost of health insurance to the City. Ayes - All Discussion and Vote: DPS Payroll Transfers (10-275) Commissioner Ivins moved and Commissioner Wirth seconded to approve the DPS payroll transfers as previously distributed. Ayes - All Discussion and Vote: Recreation Department Payroll Transfers (10-276) Commissioner Ivins moved and Mayor Johnson seconded to approve the Recreation Department payroll transfers as previously distributed. Ayes - All Discussion and Vote: Department of Public Works Payroll Transfers (10-277) Commissioner Ivins moved and Commissioner Scriocco seconded to approve the Department of Public Works payroll transfers as previously distributed. Ayes - All Discussion: City Finances Commissioner Ivins reported the mortgage tax has been received. August distribution is down $11,000 compared to August 2009. The revenue is currently 10% below the 2009 level but above the revised budget done. Due to conflicts, our auditors made a presentation this morning at the agenda meeting of the audit financial report. The report is available on line. We are not the only municipality having a difficult time financially. We need to keep our belts tight. Commissioner Ivins thanked the Council for their work towards a 10% reduction in expense request for 2011. Some departments made it, some came close, and some went in the opposite direction. He is still finalizing the retirement payment to New York State. Sales tax appears to be heading in the right direction. There are 2 ways to make up the gap –raise taxes or cut expenses more than what has already been presented to him. He asked if the Council had any revisions they would like to make to expenses to help him out it would be greatly appreciated. The projected expenses for 2010 are exceeding projected revenues. He needs everyone’s help in holding the line. Our rainy day fund is dangerously low; we have to hold the line because we will not have a cushion at all for future years. Commissioner Scirocco asked if finance will be providing each department a list of where each one of them stand year to date. Commissioner Ivins stated each department gave projections of where they are. He can go in the system to take a look. PUBLIC WORKS DEPARTMENT Page 10 of 15 City Council Meeting 9/7/10 Discussion and Vote: Accept Donation of Plaques at Italian Gardens (10-278) Commissioner Scirocco stated Lou Elia, a local historian, wrote a history of the Italian Gardens. DPW artist, Phil Steffan, worked with Grant Graphics to recreate a design for the plaques for the Italian Gardens. Grant Graphics printed the plaques at no cost to the City. The signs were installed approximately 3 weeks ago. Commissioner Scirocco moved and Commissioner Ivins seconded to accept the donation of 4 plaques for the Italian Gardens from Grant Graphics with a dollar value of approximately $400. Commissioner Scirocco provided the Council with a picture of what the plaques look like. Ayes - All Announcement: Birch Street and Grand Avenue Reconstruction Commissioner Scirocco stated the reconstruction of the Birch Street and Grand Avenue intersection began today. The reconstruction includes the installation of a triangular shaped island and a stop sign. He read an e-mail received by a resident of this area thanking all involved in reconstructing this intersection. This intersection will promote safety for both motorists and pedestrians. Commissioner Ivins confirmed what the cost will be for this reconstruction and if the money is still coming out of the CHIPS line. Commissioner Scirocco stated they received bills today and are within range. He estimated the cost to reconstruct the intersection to be between $7,000 - $10,000. Commissioner Ivins confirmed that price includes labor. Commissioner Scirocco stated they didn’t include the labor as the City pays the employees to do a job and this is part of what they do every day. The money is well within their reach in regards the CHIPS budget. They already budgeted in their budget for the labor part of this. Commissioner Ivins stated he is aware there are labor lines in CHIPS so he wasn’t sure if they were paying for labor from that line. Commissioner Scirocco stated sometimes they do, but this time they didn’t. Announcement: Church Street Ribbon Cutting Ceremony Commissioner Scirocco stated there will be a ribbon cutting ceremony tomorrow morning at 10 a.m. at Church Street and Myrtle Street. They plan to put decorative lighting in that area with the left over money. Announcement: Fall Leaf Season Commissioner Scirocco announced until October 1st all debris must be containerized. After that time, the yard debris can be placed curbside. Debris placed in a container is easier for the workers to pick up. It takes about 2 weeks to make an entire sweep of the City. Announcement: Veterans Bricks Commissioner Scirocco announced they are taking applications for the purchase of veteran bricks. The bricks are $50 each. Orders must be received by Friday, September 10th. PUBLIC SAFETY DEPARTMENT Page 11 of 15 City Council Meeting 9/7/10 Set Public Hearing: to Amend Section 225-77 of the City Code to Add Stop Signs at Grand Avenue and Birch Street Commissioner Wirth set a public hearing for Tuesday, September 21st at 6:50 p.m. Discussion and Vote: Acceptance of Domestic Violence Grant (10-279) Commissioner Wirth announced the Police Department has received a $25,000 grant for 1 year beginning October 1, 2010. Funds are for training, overtime, and follow ups where domestic violence cases have been reported. There are no matching funds required or conditions attached to the grant. Commissioner Wirth moved and Commissioner Scirocco seconded to accept the award of $25,000 from DCJS for this program. Commissioner Wirth stated Saratoga Springs is one of several municipalities where domestic violence has increased. Ayes - All Discussion and Vote: Resolution – Abandoned Cemetery Cleanup and Maintenance Program (10-280) Commissioner Wirth moved and Commissioner Franck seconded to accept the resolution regarding the abandoned Cady and Munger Cemeteries. The resolution is as follows: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA SPRINGS, NEW YORK WHEREAS, The city of Saratoga Springs has a rich and vital history, with some of its earliest residents residing in the area of Ballston Avenue and Geyser Road, part of the original Town of Saratoga Springs, known as Ellis Corners; and WHEREAS, One of the original residents of Ellis Corners was William Cady, who owned a large plot of land known locally as the Cady Hill Estate; and WHEREAS, the Cady Family cemetery was located near the estate, today located on Geyser Road next to the CP Rail bridge; and WHEREAS, The Munger family is buried in a small plot nearby on Geyser Road; and WHEREAS, both Cemeteries have been abandoned, without any new internments in over 100 years; and WHEREAS, NYS municipal Law Section 165 allows for municipalities to start Cemetery Cleanup and Maintenance Programs for abandoned cemeteries, such as the two plots mentioned in this resolution; NOW THEREFORE BE IT RESOLVED as follows: 1. The City Council of Saratoga Springs creates an Abandoned Cemetery Cleanup and Maintenance program for the Southwest part of the City, encompassing both the Cady and Munger burial grounds. 2. The City Council establishes the Southwest Neighborhood Association as the organization responsible for administering the program within the Southwest portion of Saratoga Springs. Ayes - All Discussion and Vote: Acceptance of SAFER Grant for Fire Department (10-281) Commissioner Wirth announced the federal government has awarded the City of Saratoga Springs a 2 year grant in the amount of $663,705 to re-hire firefighters that were laid off in 2010. The grant has no matching funds and there is no commitment at the end of the grant to continue the positions. The City may apply for a continuance of the grant if it is deemed necessary due to continuing financial problems at the end of the grant period. He thanked Assistance Chief Betor for submitting the application for the grant. Page 12 of 15 City Council Meeting 9/7/10 Commissioner Wirth moved and Commissioner Franck seconded to accept the award of the SAFER grant in the amount of $663,705. Commissioner Ivins stated he appreciated Assistant Chief Betor’s time and information provided during a meeting with his office last week. During that meeting it was stated this grant may not cover all the costs. The Finance Department has found there will be a considerable difference in cost coverage. He asked for Assistant Chief Betor to enlighten them on these differences. Assistant Chief Betor stated at the time he applied for the grant he based the cost of benefits at 26% above the cost of the salaries. Some of those numbers have changed; he couldn’t have forecasted the change in pension benefits. Also, it depends upon who comes back. The main cost savings will be in overtime. There is a 9 man minimum. In 2006 they had a decrease in personnel to 46 and a rate of 59% for overtime for every hour of sick time or call-in time. They can schedule around vacation and comp time but the problem comes in when someone calls in sick. In 2009, they had 52 personnel and the overtime cost was 22% for every hour of sick or call-in time. There is a potential savings of ½ of the overtime of what they are running into now. In order to maintain the 46 personnel on the line – they are not carrying out all inspections, just the critical ones. There are other areas that will receive income benefits as they will be able to re-staff their inspections office to where it was. Commissioner Ivins stated they started analyzing the overtime as it was mentioned the other day. It will depend upon who comes back and how many have to be trained. Assistant Chief Betor stated there are some people on the list who have advanced training and will be looked at first without violating any Civil Service Law. Commissioner Ivins confirmed if it is a have to hire all 7 or nothing situation to receive the grant. Assistant Chief Betor stated the request can’t be modified once the award is made. Mayor Johnson stated he and Assistant Chief Betor discussed this several times. He asked Assistant Chief Betor to discuss what they expect in the department regarding possible retirees. Assistant Chief Betor stated during the next 2 years we have 14 people eligible for retirement. Mayor Johnson stated a financial analysis was provided this afternoon. Assistant Chief Betor stated Chief Williams provided the analysis. There is a small error on the analysis. The scenarios the Chief provided are if everyone comes back and if no one comes back. Mayor Johnson stated using the 2 scenarios provided as base points, they are predicting a savings of $15,000 in year one up to a cost of $9,200 in year one; and in year 2 there would be a savings of $26,000 or an increase of $21,000 following the scenarios provided. Mayor Johnson confirmed that the new hires understand they have no guarantee of employment after 2 years. Assistant Chief Betor stated it is explained to them. Commissioner Wirth stated again there is no commitment at the end of the grant to continue the positions. Commissioner Scirocco asked if there is a time limit on the grant. Assistant Chief Betor stated the grant is good for 2 years. He is assuming it is 2 years from the date they fill the position. They have to confirm this. Page 13 of 15 City Council Meeting 9/7/10 Commissioner Ivins stated he is concerned with the short term impact. He is not sure why the numbers were not provided to all the departments. He is concerned with the 2011 budget and not sure with what they will be cutting and here we are adding positions back in. We have not made up the VLT money. We are just realizing the savings from unemployment. Free money is not always free. He will have to deal with it financially and doesn’t believe there will be a saving in overtime this year. He is not comfortable with passing this. In the long run this may hurt us more than help us. Ayes – 4 Nays – 1 (Commissioner Ivins) SUPERVISORS Joanne Yepsen County Veterans Committee Supervisor Yepsen reported there will be a savings this year in the military band concert. This year the budget is $29,000. It is an afternoon concert on September 25th this year and Marcia White of SPAC gave a reduction in rental fees this year for the grounds. Sustainable Saratoga Upcoming Activities Supervisor Yepsen reported September 28th National Grid will present a program on how to save and boost profitability in our operating budgets. Also, there will be an opportunity for homeowners to learn how to save in their energy costs. Grants to You Supervisor Yepsen reported the next class will be at Skidmore on October 1st and 2nd. People who are interested can go to the webpage – www.grantstoyou.com or call 522-4048 for more information. Future of NYS Racing Supervisor Yepsen reported pink slips were being handed out by NYRA in late spring. The uncertainty of the future is still out there. We have been waiting 9 years for VLTs at Aqueduct and need to start reaping the benefits. Matthew Veitch Saratoga County Low Income Day Care Program Supervisor Veitch reported this program is administered by the County. This low income day care program is funded with no waiting list. There are no resource limitations for the program; NYS regulated or unregulated providers may be used. Children up to the age of 12 are eligible. For more information call 518-714-4004 or the County Department of Social Services. The entire process can be done by mail or during a face to face interview with an eligibility worker from the County. Trails Committee Supervisor Veitch reported a meeting held last week. They discussed maintenance and how to have the County help fund the maintenance. ADJOURNMENT Mayor Johnson moved and Commissioner Ivins seconded to adjourn the meeting. Page 14 of 15 City Council Meeting 9/7/10 Ayes – All There being no further business, Mayor Johnson adjourned the meeting at 8:59 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 9-21-10 Vote: 4 - 0 Page 15 of 15