City Council

September 21, 2010 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 6:50 P.H. – Stop Sign at Grand Avenue & Birch Street 6:55 P.H. – Street Acceptance of Liz Ann Drive 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 9-7-2010 City Council Minutes 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Payroll 9/10/10 $416,316.14 5. Approve Payroll 9/17/10 $400,020.62 6. Approve Warrant 10MWSEP2 $138,543.07 7. Approve Warrant 10SEP2 $3,294,820.98 MAYOR’S DEPARTMENT Nothing at this time ACCOUNTS DEPARTMENT 1. Discussion and Vote: Approval of Red Flags Identity Theft Program 2. Discussion and Vote: Fleet Safety Program FINANCE DEPARTMENT 1. Discussion and Vote: Department of Public Works Payroll Transfer 2. Discussion and Vote: Recreation Department Payroll Transfer 3. Discussion and Vote: Department of Public Safety Payroll Transfers 4. Discussion: City Finances PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Acceptance of Liz Ann Drive and Three Stub Streets 2. Discussion and Vote: Authorization for Mayor to Sign Contract – Eastern Building & Restoration – Visitor Center Roof City Council Meeting 9/21/10 3. Discussion and Vote: Authorization for Mayor to Sign National Grid – Form M – Outdoor Street Lighting System 4. Announcement: Paving Schedule 5. Discussion and Vote: Sidewalk Agreement PUBLIC SAFETY 1. Discussion and Vote: 4 Way Stop Sign at Birch Street and Grand Avenue SUPERVISORS Joanne Yepsen 1. Board of Supervisors September Meeting 2. County Veterans Update 3. Support for Local Farmers and Our Local Economy 4. Impacts of Pro-Act Prescription Discount Program in Saratoga County 5. Grants for Non-Profit Agencies Matthew Veitch 1. Public Safety Committee Update 2. Racing Committee Update 3. County Constitution Week ADJOURN Page 2 of 9 City Council Meeting 9/21/10 September 21, 2010 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room PRESENT: 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 STAFF PRESENT: Shauna Sutton, Deputy Mayor Kate Jarosh, Deputy Commissioner, Finance Michele Boxley, Deputy Commissioner, Accounts Tim Cogan, Deputy Commissioner, DPW Joe Scala, City Attorney EXCUSED: Scott Johnson, Mayor ABSENT: Frank Dudla, Deputy Commissioner, DPS 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 Stop Sign at Grand Avenue and Birch Street Commissioner Ivins opened the public hearing at 6:51 p.m. Paul Male, city engineer, stated the raised island is in place. DPS did an analysis of the intersection in September 2009 and found the complaints were not warranted back then based upon the actual statistics uncovered. They pulled accident data and put traffic counters out there. They checked the number of accidents in that location and found there were 6 accidents from August 2006 to August 2009. They also found the average speed was not excessive. The sight distance was the big issue which is what warranted the installation of stop signs. Commissioner Ivins asked for the timeframe of completion. Commissioner Scirocco stated they have to do some blacktopping in the triangle and they have to install the handicap ramp on the sidewalk. Remijia Foy of 95 Oak Street stated there is a rise in Grand Ave as you drive west which prevents you from seeing the curbing of the triangle that has been installed. This could be a hazard. The lanes have become Page 3 of 9 City Council Meeting 9/21/10 narrower and there is not much room to maneuver. You don’t know those curbs are there until you are on top of them. It seems the center was an overkill; the 4 way stop would have done it. Commissioner Scirocco stated he believed they are going to put reflectors on the triangle. There was no way to put the stop sign in the middle of the road so they had to install the triangle. This was the only way they could do it. Commissioner Ivins closed the public hearing at 6:56 p.m. Acceptance of Liz Ann Drive Commissioner Ivins opened the public hearing at 6:56 p.m. Paul Male, city engineer, stated Liz Ann Drive is off Old Schuylerville Road. The original developer passed away and the development was sold to Northland Development. When the deed was presented to theCity, they had found that the taxes for Liz Ann Drive and the 3 stub streets had not been paid and the 3 stub streets were not in the chain of title to Northland Development. The taxes are now paid in full and there is a corrected deed that now reflects the 3 stub streets. No one spoke. Commissioner Ivins closed the public hearing at 7:00 p.m. CALL TO ORDER Commissioner Ivins called the meeting to order at 7:00 p.m. PUBLIC COMENT Commissioner Ivins opened the public comment period at 7:01 p.m. Commissioner Ivins 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. No one spoke Commissioner Ivins closed the public comment period at 7:02 p.m. CONSENT AGENDA Commissioner Ivins moved and Commissioner Scirocco seconded to approve the consent agenda as follows: 1. Approval of 9-7-2010 City Council Minutes 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Payroll 9/10/10 $416,316.14 5. Approve Payroll 9/17/10 $400,020.62 6. Approve Warrant 10MWSEP2 $138,543.07 7. Approve Warrant 10SEP2 $3,294,820.98 Commissioner Ivins stated the amount of Warrant 10SEP2 is now $3,297,264.78. Vouchers were pulled during the audit process. Page 4 of 9 City Council Meeting 9/21/10 Ayes – All MAYOR’S DEPARTMENT Nothing at this time. ACCOUNTS DEPARTMENT Discussion and Vote: Approval of Red Flags Identity Theft Program (10-282) Commissioner Franck stated this policy has been researched and written via a sub-committee headed by Deputy Finance Commissioner Kate Jarosh. Kate is here to present the policy on behalf of the Safety Committee. The City’s labor counsel has reviewed and signed off on this policy draft as approved by Safety Committee. Deputy Commissioner Kate Jarosh stated the draft policy has been distributed to the Council. The Red Flags rule is a Federal Trade Commission (FTC) regulation. They ask the municipalities put an identity theft prevention program together. The Government Finance Officers Association (GFOA) makes sure all their members comply with this. This was done to protect the public, employees, vendors, and all connections to the City. This policy takes things a step further to protect everyone even though we have internal controls in place and will be reviewed on an annual basis. Commissioner Franck moved and Commissioner Wirth seconded to adopt the Red Flag Identity Theft program as presented. Ayes - All Discussion and Vote: Fleet Safety Program (10-283) Commissioner Franck stated the City Safety Committee has re-examined the Fleet Safety Program in light of recent DPW collective concerns. Marilyn Rivers is here to explain the changes and answer any questions the Council may have. The City’s labor counsel has reviewed and approved the proposed changes. Marilyn Rivers, Director of Risk and Safety, stated there are 5 specific changes throughout the policy. An Exhibit A was added that reflects the NYS DOT standards for commercial driver’s licenses. We are getting up to speed and enhancing the Fleet Safety Program to meet the standards of the Department of Transportation. There were a few grievances filed by the DPW CSEA unit regarding pieces of the policy which have been cleaned up to meet the concerns of that unit. Definitions have been added to the policy, and the offenses (1st offense, 2nd offense, etc.) for talking on a cell phone and failure to wear a seatbelt have been removed. The Department of Public Safety has agreed to work with the Safety Committee to enforce the law. We all have to wear seatbelts and not talk on our cell phones in our private cars – that applies to City vehicles. Mark McCarthy, labor counsel has signed off on this. Commissioner Franck moved and Commissioner Wirth seconded to approve the proposed changes to the Fleet Safety Policy as presented. Ayes – All ****Marilyn Rivers stated on behalf of the Safety Committee, she would like to thank Michele Boxley for all she has done. She has done a tremendous amount of modernization. Commissioner Franck stated when he won the election in 2005; he knew he wanted to get someone from the private sector for his deputy and had requirements for that person such as honesty. He had ideas of Page 5 of 9 City Council Meeting 9/21/10 what he wanted to see done in the department but it was Michele and the staff that made it happen. He won 3 elections basically because of Michele and the support staff. He thanked Michele for everything she has done. Commissioner Ivins also wished Michele well. He stated she is extremely professional and hard working. Commissioner Wirth wished her well and thanked her for all her help during his term here. Commissioner Scirocco wished Michele well and stated she may not think so, but he did learn a lot from her. She will be missed. FINANCE DEPARTMENT Discussion and Vote: Department of Public Works Payroll Transfer (10-284) Commissioner Ivins moved and Commissioner Scirocco seconded to approve the Department of Public Works payroll transfers as previously distributed to the Council. Commissioner Ivins stated there was a transfer from the director of public works salary line water fund to printing water fund. Ayes – All Discussion and Vote: Recreation Department Payroll Transfer (10-285) Commissioner Ivins moved and Commissioner Wirth seconded to approve the Recreation Department payroll transfers as previously distributed to the Council. Commissioner Ivins stated this is a transfer from Camp Saradac director to soccer supervision, sports supplies and other supply lines. Ayes - All Discussion and Vote: Department of Public Safety Payroll Transfers (10-286) Commissioner Ivins moved and Commissioner Wirth seconded to approve the Department of Public Safety payroll transfer as previously distributed to the Council. Commissioner Ivins stated this for a transfer from August traffic payroll to police overtime and juvenile aid overtime lines. Ayes - All Discussion: City Finances Commissioner Ivins stated sales tax continues to grow. He doesn’t have the August numbers yet and won’t have those numbers for the next meeting either. We will have August and probably September in hand before the Council has to vote on the final budget in November. Commissioner Ivins stated he will present the 2011 comprehensive budget at the next Council meeting. This is going to be the toughest budget he has had to put together since he has been here. Our one time monies have affected things and running out. He asked the Council to provide any additional cuts or requests they have. He also asked the Council to bring their calendars to the next meeting so they can set the public hearings. He is proposing October 19th before the Council meeting, October 28th in the afternoon, and November 16th before the Council meeting. Page 6 of 9 City Council Meeting 9/21/10 PUBLIC WORKS DEPARTMENT Discussion and Vote: Acceptance of Liz Ann Drive and Three Stub Streets (10-287) Commissioner Scirocco moved and Commissioner Wirth seconded to accept Liz Ann Drive as a City street along with the 3 stub streets. Commissioner Scirocco stated this is subject to payment by North Manor Development to the City of Saratoga Springs for any and all outstanding inspection fees, filing of the deed by North Manor Development in the Saratoga County Clerk’s Office, and posting of a 1 year maintenance letter of credit in the amount of $26,700. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Contract – Eastern Building & Restoration – Visitor Center Roof (10-288) Commissioner Scirocco stated the slate roof is nearly 95 years old. This is a restoration project to preserve the existing slate, repair and replace missing slate, and add copper flashing snow slides. They will repair the entire parameter edges and add ice and water shields and snow rails over the entrances. Commissioner Scirocco moved and Commissioner Wirth seconded to authorize the mayor to sign a contract with Eastern Building & Restoration for the Visitor Center roof in the amount of $123,300. Ayes - All Discussion and Vote: Authorization for Mayor to Sign National Grid – Form M – Outdoor Street Lighting System Commissioner Scirocco PULLED this item from his agenda. Announcement: Paving Schedule Commissioner Scirocco stated today they paved a portion of Excelsior Avenue, North Avenue east to the dead end, and Moon Drive from Lake Avenue to the dead end. Tomorrow they will pave Locust Grove Road from the Greenfield line to Rt. 9N. Discussion and Vote: Sidewalk Agreement (10-289) Commissioner Scirocco moved and Commissioner Wirth seconded to authorize the mayor to sign an agreement with Gerry Loya in the amount of $700 for the replacement of 20 feet of sidewalk. Commissioner Ivins verified if the location is Circular Street or West Circular. Commissioner Scirocco stated it is West Circular. Commissioner Ivins asked if this is additional work to the sidewalk that is already there. There is new sidewalk there. Commissioner Scirocco stated Gerry Loya contacted DPW and asked they look at her sidewalk because there was a tree root that was lifting up her sidewalk. The guys tried to remove the root and broke about 10 feet of sidewalk. They couldn’t leave the sidewalk the way it was and since they had the concrete truck there, they decided to finish replacing the sidewalk. They spoke to her and told her what they were going Page 7 of 9 City Council Meeting 9/21/10 to charge her to replace the entire sidewalk. She agreed to pay it. Under the circumstances, they weren’t going to replace the sidewalk they broke. This was only a patch; they didn’t replace the entire sidewalk. Commissioner Franck asked if this is voted down, do they take back the sidewalk. Ayes – All PUBLIC SAFETY DEPARTMENT Discussion and Vote: 4 Way Stop Sign at Birch Street and Grand Avenue (10-290) Commissioner Wirth stated this location has been the site of accidents and complaints concerning the uneven nature of the intersection. After review by the City engineer, Department of Public Works, and Department of Public Safety, it was determined that the Department of Public Works would install an island in the middle of the intersection and the Department of Public Safety would install stop signs. Commissioner Wirth moved and Commissioner Scirocco seconded to approve the installation of 4 way stop signs at Birch Street and Grand Avenue. Commissioner Scirocco stated he has spoken with a number of neighbors in that area and they are happy with the work being done. It will make the intersection a lot safer. Ayes - All SUPERVISORS Joanne Yepsen Board of Supervisors September Meeting Supervisor Yepsen reported the following resolutions were passed: they accepted a Homeland Security grant for $286,000 for equipment and training, they approved maintenance work to be done on their public safety radio system, approved a Niagara Mohawk power line easement and a telephone line easement, authorized the chair to enter into agreement with cooperative extension, and they are planning a conference at Saratoga Hilton in January. The Friends of the Animal Shelter is holding a fundraiser on October 7th. County Veterans Update Supervisor Yepsen reminded everyone there will be a free concert on Saturday at 3:00 p.m. They announced today a homeless veteran’s event offering free help for employment, food, clothing, etc. in Latham. The Deceased Veterans Program held at the County today will be aired on Channel 17 at 7:00 p.m. on September 30th. Support for Local Farmers and Our Local Economy Supervisor Yepsen wanted to remind everyone to support our local farmers and chefs by attending the Field of the Feasts. Impacts of Pro-Act Prescription Discount Program in Saratoga County Supervisor Yepsen reported this program was initiated in 2009. The total claims reported between September 2009 and August 2010 is 22,030. The savings totals over $668,000. Grants for Non-Profit Agencies Page 8 of 9 City Council Meeting 9/21/10 Supervisor Yepsen reported non-profit organizations have an opportunity to apply for grants on October 1st and 2nd at Skidmore through the Grants to You Program. Matthew Veitch Public Safety Committee Update Supervisor Veitch reported they approved $286,733 from Homeland Security for the Public Safety Department. The County is currently rebuilding their radio communication system and has built several new towers throughout the County. Racing Committee Update Supervisor Veitch reported he received the final summary from NYRA on the 2010 racing meet. The meet was down but not as far as NYRA predicted. County Constitution Week Supervisor Veitch reported the County did a proclamation for the week of September 17th – 23rd as Constitution Week. There was a ceremony by the Daughters of the Revolution at the Battlefield. EXECUTIVE SESSION Commissioner Ivins moved and Commissioner Wirth seconded to move to executive session for discussion regarding proposed, potential, pending or current litigation, as well as collective negotiations at 7:38 p.m. Ayes - All Council returned from session at 7:48 p.m. Commissioner Ivins stated nothing was resolved during executive session; therefore there is nothing to report to the public. ADJOURNMENT Commissioner Ivins moved and Commissioner Wirth seconded to adjourn the meeting. Ayes – All There being no further business, Commissioner Ivins adjourned the meeting at 7:49 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 10-5-10 Vote: 5 - 0 Page 9 of 9