City Council

November 3, 2010 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 10:30 AM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION(S) None EXECUTIVE SESSION None CONSENT AGENDA 1. Approve Warrant 2010 Mid 10MWOCT2 $516,219.21 2. Approve Warrant 2010 Regular 10NOV1 $454,260.54 3. Approve Warrant 2010 Regular 10NOV2 $25,461.96 MAYOR’S DEPARTMENT Nothing at this time ACCOUNTS DEPARTMENT Nothing at this time FINANCE DEPARTMENT Nothing at this time PUBLIC WORKS DEPARTMENT Nothing at this time PUBLIC SAFETY Nothing at this time SUPERVISORS Nothing at this time ADJOURN City Council Meeting 11/3/10 November 3, 2010 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room PRESENT: Scott Johnson, Mayor John Franck, Commissioner of Accounts Anthony Scirocco, Commissioner of DPW Richard Wirth, Commissioner of DPS STAFF PRESENT: Sharon Kellner-Chille, Deputy Commissioner, Accounts Tim Cogan, Deputy Commissioner, DPW Frank Dudla, Deputy Commissioner, DPS EXCUSED: Ken Ivins, Commissioner of Finance Shauna Sutton, Deputy Mayor Kate Jarosh, Deputy Commissioner, Finance 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. CALL TO ORDER Mayor Johnson called the meeting to order at 10:36 a.m. PUBLIC COMENT Mayor Johnson opened the public comment period at 10:37 a.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. No one spoke. Mayor Johnson closed the public comment period at 10:37 a.m. CONSENT AGENDA 1. Approve Warrant 2010 Mid 10MWOCT2 $516,219.21 2. Approve Warrant 2010 Regular 10NOV1 $454,260.54 3. Approve Warrant 2010 Regular 10NOV2 $25,461.96 Page 2 of 4 City Council Meeting 11/3/10 Mayor Johnson asked Commissioner Scirocco if he has seen the warrants listed. Commissioner Scirocco asked if item # 3 is the Barton & Loguidice invoices. Commissioner Franck advised number 3 is for those invoices. It was added on per their conversation. In the future, the warrants will be attached to the agenda rather than e-mailing them out. He will also connect with Kate to sign the warrants so that checks can be issued. There are many contracts that are missing from the vault and need to be put in the vault. Best practices from New York State states the contracts should be in the vault. It is not NYS law; just best practices. We get audited almost every year and their main complaint is we don’t have the contracts. We have sent out notices and we still don’t get them. Mayor Johnson stated it was his understanding that all original contracts are to be forwarded to the Accounts Department for filing in the vault. Commissioner Franck stated that is what is supposed to happen but it doesn’t and we consistently ask for them. Once the contracts are signed, we are supposed to have them in the vault. He is not trying to play ‘gotcha’ at a meeting; he is just trying to get the contracts in the vault. Commissioner Wirth asked for an explanation of the contract process. Commissioner Franck stated as the City clerk, he supposed to keep many things in the vault such as voting things, contracts, etc. As the purchasing agent, we need to look at the contract to make sure the change orders fit into the contract. Commissioner Wirth confirmed that after the contract is executed it stays in the Accounts Office. Mayor Johnson advised the original should go to the Accounts Office and each office should keep a copy for themselves. Commissioner Franck stated he understands Commissioner Scirocco’s concern, but the assistant purchasing agent’s concern was we didn’t have the contract. We are also looking into scanning all the contracts. In regards to this issue, this contract was passed contingent upon Risk and Safety sign-off, which hadn’t happened because they didn’t have the contract to review it. Mayor Johnson stated the procedure that is in place that should be followed for every contract is approval in advance by City attorney and risk and safety. Then it comes to Council for consideration and approval followed by going to his office for his signature. They always wait for the other party to sign first. Commissioner Scirocco stated he has a copy of the signed contract. Commissioner Franck stated the Accounts Office still doesn’t have the contract. Commissioner Scirocco stated they were under the impression the Accounts Office had the contract. Mayor Johnson moved and Commissioner Scirocco seconded to approve the consent agenda as described. Ayes – All MAYOR’S DEPARTMENT Mayor Johnson announced he has nothing on his agenda at this time. ACCOUNTS DEPARTMENT Page 3 of 4 City Council Meeting 11/3/10 Commissioner Franck announced he has nothing on his agenda at this time. FINANCE DEPARTMENT Commissioner Ivins announced he has nothing on his agenda at this time. PUBLIC WORKS DEPARTMENT Commissioner Scirocco announced he has nothing on his agenda at this time. PUBLIC SAFETY DEPARTMENT Commissioner Wirth announced he has nothing on his agenda at this time. ADJOURNMENT Mayor Johnson moved and Commissioner Scirocco seconded to adjourn the meeting. Ayes – All There being no further business, Mayor Johnson adjourned the meeting at 10:45 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 11/16/10 Vote: 5 - 0 Page 4 of 4