City Council

July 19, 2011 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 6:55 PM – P.H. – Amend Capital Budget for Reflective Sign Project 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 7/5/11 City Council Minutes 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Payroll 7/15/11 $403,592.09 5. Approve Payroll 7/8/11 $481,608.09 6. Approve Warrant 2011 Mid 11MWJUL1 $224,143.46 7. Approve Warrant 2011 Regular 11JUL2 $830,974.61 MAYOR’S DEPARTMENT 1. Discussion and Vote: Accept Donation for the Summer Concert Series 2. Discussion and Vote: Authorization for Mayor to Sign Agreement with Almost Uncommon for Saratoga Springs Concert Series 3. Discussion and Vote: Authorization for Mayor to Sign Agreement with Sonny and Perley for Saratoga Springs Summer Concert Series 4. Discussion and Vote: Authorization for Mayor to Sign Agreement with The Army National Guard Band for Saratoga Springs Summer Concert Series 5. Discussion and Vote: Accept Donation from Soroptimist International of Saratoga County 6. Discussion and Vote: Accept Donation from the Hawley Foundation 7. Discussion and Vote: Authorization for Mayor to Sign Agreement with Shannon-Rose Design for Visitor Center Website Design 8. Set Public Hearing: Amend the Capital Budget - $30,000 School District Capital Contribution 9. Discussion: Solomon Northup Day 10. Discussion: Status of 9/11 Sculpture Donation ACCOUNTS DEPARTMENT 1. Award of Bid: Visitor Center Website Design 2. Award of Bid: Casino Museum Stairs & Sidewalk Restoration 3. Discussion: Same Sex Marriages City Council Meeting 7/19/11 FINANCE DEPARTMENT 1. Discussion and Vote: Non-Union Full Time Personnel Resolution 2. Discussion and Vote: Amend 2011 Capital Budget – MUTCD 3. Discussion and Vote: Annual Review of Finance Policies & Procedures 4. Discussion and Vote: Recreation Payroll Transfers 5. Discussion and Vote: Department of Public Works Payroll Transfers 6. Discussion and Vote: Department of Public Safety Payroll Transfers 7. Discussion and Vote: Accounts Payroll Transfers 8. Discussion: City Finances PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign a Lease Agreement with Saratoga Youth Hockey 2. Discussion and Vote: Authorization for the Mayor to Sign a Lease Agreement with the Senior Citizen’s Center of Saratoga Springs 3. Discussion and Vote: Authorization for Mayor to Sign Agreement with Hanson VanVleet 4. Discussion: Jefferson Street 5. Discussion: Workplace Violence / Fleet Safety PUBLIC SAFETY 1. Discussion and Vote: Authorization for Mayor to Sign Contract with County for STOP DWI Grant 2. Discussion and Vote: To Amend the 2011 Capital Budget Project “Reflective Sign Project – MUTCD” by an Increase of $45,000 3. Discussion and Vote: Authorization for Mayor to Sign Contract with Verizon for the E911 System SUPERVISORS Joanne Yepsen 1. County Board of Supervisors’ Meeting 2. Introducing a Local Law & Public Hearing 3. Veterans Committee 4. County Hiring Freeze Matt Veitch 1. Public Safety Committee 2. Law & Finance Committee 3. Reapportionment Committee 4. Racing Committee 5. Saratoga County Fair ADJOURN Page 2 of 14 City Council Meeting 7/19/11 July 19, 2011 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 Matthew Veitch, Supervisor Joanne Yepsen, Supervisor STAFF PRESENT: Shauna Sutton, Deputy Mayor Kate Jarosh, Deputy Commissioner, Finance Sharon Kellner-Chille, 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 Amend Capital Budget for Reflective Sign Project Mayor Johnson opened the public hearing at 7:04 p.m. Mayor Johnson stated the proposed amendment is in the amount of $45,000 to satisfy phase 1 of the 3 phase unfunded mandate. No one spoke. Mayor Johnson closed the public hearing at 7:09 p.m. CALL TO ORDER Mayor Johnson called the meeting to order at 7:09 p.m. PUBLIC COMENT Mayor Johnson opened the public comment period at 7:10 p.m. Page 3 of 14 City Council Meeting 7/19/11 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. Rose Tate of Lincoln Avenue stated she has 2 concerns; the first is regarding FOIL requests. The FOIL requests can take up to 25 days to complete; 5 days to answer the request and another 20 days for the response. She was not able to get copies of paperwork relating to the Siro’s project and Kate Maynard was not allowed to talk with her. She has spoken and written about this and nothing has changed. It is not in keeping with the open meeting law. The second concern is noise. The noise ordinance is not in decibels yet the Siro’s permit is in decibels. The noise ordinance should be the law of the City. Which will be enforced, the ordinance or the permit? Kyle York of 59 Railroad Place stated he is here regarding the 9/11 sculpture on the agenda. According to the minutes this Council accepted the donation of the sculpture last December. In June of last year the Arts Council published a ‘kiddie’ newsletter announcing who the artists will be of the memorial. No one in this community had any public notice that this sculpture was there. The least the City can do is offer a public hearing to hear the opinions of where the sculpture belongs. Joel Reed, executive director of the Arts Council stated they don’t publish a ‘kiddie’ newsletter; however they did do a school project in June 2011. He encouraged all to review their webpage and go to the section on the sculpture. The webpage is www.saratogaarts.org. Mayor Johnson closed the public comment period at 7:19 p.m. PRESENTATION Former Mayor Ellsworth Jones Supervisor Yepsen stated he was a war hero, our former mayor, City resident, father, and grandfather. The Jones family is here this evening to accept the American flag that flew over our nation’s capitol. This flag was also flown at the County for a month as part of their deceased veterans program. Ellsworth Jones was honored in May at the County. Mayor Johnson read the proclamation that he issued on behalf of the City of Saratoga Springs in May at the County. CONSENT AGENDA Mayor Johnson moved and Commissioner Ivins seconded to approve the consent agenda as follows: 1. Approval of 7/5/11 City Council Minutes 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Payroll 7/15/11 $403,592.09 5. Approve Payroll 7/8/11 $481,608.09 6. Approve Warrant 2011 Mid 11MWJUL1 $224,143.46 7. Approve Warrant 2011 Regular 11JUL2 $830,974.61 Ayes - All MAYOR’S DEPARTMENT Discussion and Vote: Accept Donation for the Summer Concert Series (11-196) Page 4 of 14 City Council Meeting 7/19/11 Mayor Johnson moved and Commissioner Ivins seconded to accept the donation from Ben & Jerry’s for the summer concert series in the amount of $500. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with Almost Uncommon for Saratoga Springs Concert Series (11-197) Mayor Johnson stated this concert will be held July 24th and is for the amount of $200. Mayor Johnson moved and Commissioner Wirth seconded to authorize the mayor to sign the agreement with Almost Uncommon. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with Sonny and Perley for Saratoga Springs Summer Concert Series (11-198) Mayor Johnson stated this concert is for July 31st and is for $300. Mayor Johnson moved and Commissioner Scirocco seconded to authorize the mayor to sign the agreement with Sonny and Perley. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with the Army National Guard Band for Saratoga Springs Summer Concert Series (11-199) Mayor Johnson stated this is for an August 4th concert and is free of charge. Mayor Johnson moved and Commissioner Ivins seconded to authorize the mayor to sign the agreement with the Army National Guard Band. Ayes - All Discussion and Vote: Accept Donation from Soroptimist International of Saratoga County (11-200) Mayor Johnson stated they used the Visitor Center as a site to sell tickets for their annual Secret Garden Tour. As a thank you for the use of the Visitor Center they wanted to make a donation back to the City. Mayor Johnson moved and Commissioner Ivins seconded to accept the donation from the Soroptimist International of Saratoga County in the amount of $100. Ayes - All Discussion and Vote: Accept Donation from the Hawley Foundation (11-201) Mayor Johnson stated he will describe this for the Council but will recuse himself from the vote as he is a board member. This is an annual donation the Hawley Foundation has been giving the City for years. The amount this year is $37,330 to allow 70 children to attend Camp Saradac. Commissioner Ivins moved and Commissioner Franck seconded to accept the donation from the Hawley Foundation in the amount of $37,330.00. Ayes – 4 Abstention – 1 (Mayor Johnson) Page 5 of 14 City Council Meeting 7/19/11 Discussion and Vote: Authorization for Mayor to Sign Agreement with Shannon-Rose Design for Visitor Center Website Design (11-202) Mayor Johnson stated the completion date is scheduled for September 16, 2011. This is part of grant money received from New York State in 2010. Mayor Johnson moved and Commissioner Wirth seconded to authorize the mayor to sign the agreement with Shannon-Rose Design in the amount of $8,872.50. Ayes – All Set Public Hearing: Amend the Capital Budget - $30,000 School District Capital Contribution Mayor Johnson set a public hearing for August 2, 2011 at 6:55 p.m. Discussion: Solomon Northup Day Mayor Johnson stated this event took place this past Saturday. This considered a celebration of freedom. He congratulated the committee for raising the funds for the event. Discussion: Status of 9/11 Sculpture Donation Mayor Johnson stated the sculpture donation was accepted with the idea to place it outside the expanded area of the City Center. It became apparent that due to the mass and scale of the sculpture, it will not fit at that location in a safe fashion. Other sites have come to mind, such as Congress Park. It will be placed on the lawn at the Visitor’s Center. He has written to New York State Office of Parks and Recreation to get their approval of the site. The Preservation Foundation has reviewed the site and has stated they have no objection to the new site. Commissioner Franck stated he thinks this is a good plan. He inquired if there is a back-up plan in case the state does not approve the new location. Mayor Johnson stated they met with the state on site and they feel it fits nicely at this location. This will also go before the Design Review Commission. Commissioner Ivins asked how the donations are coming along. Joel Reed stated the donations are coming along; they still need $27,000. ACCOUNTS DEPARTMENT Award of Bid: Visitor Center Website Design (11-203) Commissioner Franck moved and Commissioner Wirth seconded to award the bid for the Visitor Center Website Design to Shannon-Rose Design in the amount of $8,872.50. Ayes - All Award of Bid: Casino Museum Stairs & Sidewalk Restoration (11-204) Commissioner Franck moved and Commissioner Scirocco seconded to award the bid for the Casino Museum Stairs & Sidewalk Restoration to Ganem Contracting Corporation in the amount of $99,000. Page 6 of 14 City Council Meeting 7/19/11 Commissioner Franck added the $99,000 includes the base bid of $79,000 plus Alternate 1 for $10,000 and an allowance of $10,000. Ayes - All Discussion: Same Sex Marriages Commissioner Franck advised effective July 24, 2011, same sex marriages will be legal in New York State. To date, we have received many calls from the press regarding this but have only received 2 calls from the general public. The press has inquired if we will be opening on Sunday, July 24th to issue marriage licenses to same sex couples; and the 2 calls received from the general public were inquiries relating to what is required to apply for a marriage license. Due to the general public’s lack of interest for our office being open on July 24th to issue marriage licenses, and budget constraints, our office will be open normal business hours to issue marriage licenses - - Mondays from 9:00 a.m. – 5:00 p.m. and Tuesdays – Fridays from 9:00 a.m. – 4:30 p.m. We have received the new marriage license applications/forms from the state. He showed the differences. FINANCE DEPARTMENT Discussion and Vote: Resolution for Non-Union Full Time Personnel – Amended (11-205) Commissioner Ivins moved and Commissioner Wirth seconded to approve a resolution for non- union personnel as previously distributed to the Council. Commissioner Ivins explained 2 important pieces were let out regarding retirees. The resolution is as follows: RESOLUTION FOR NON-UNION FULL TIME PERONNEL AMENDED JULY 19, 2011 It is the intent of this resolution to establish changes in the compensation and fringe benefits for the following non-union full time employees of the City of Saratoga Springs. Employees and personnel subject to this resolution shall be the Executive Assistant to the Mayor, the Executive Assistant to the Commissioner of Public Works, The Executive Assistant to the Commissioner of Public Safety, Secretary to the Civil Service Commission, Human Resources Administrator, Director of Risk and Safety, Principal Planner, Deputy Commissioner of Public Work, Deputy Commissioner of Accounts, Deputy Commissioner of Finance, Deputy Commissioner of Public Safety, and the Deputy Mayor, each hereinafter referred to as “employee”. This resolution shall supersede all prior resolutions affecting compensation and benefits for said employees, This resolution shall only be effective for stated employees in service as of the date of the resolution adoption and those in service subsequent to the date of adoption and specifically shall not apply to employees who have retired, or left office prior to date of adoption. Nothing in this resolution shall be construed to create an employment agreement nor alter the ”at-will” status of the Executive Assistant to the Mayor, the Executive Assistant to the Commissioner of Public works, the Executive Assistant to the Commissioner of Public Safety, Secretary to the Civil Service Commission, Deputy Commissioner of Public Works, Deputy Commissioner of Accounts, Deputy Commissioner of finance, Deputy Commissioner of Public Safety, and the Deputy Mayor. NOW THEREFORE BE IT RESOLVED as follows: A. The terms of this resolution shall take place on January 1, 2007, and as amended on July 19, 2011. B. The employee shall not be entitled to overtime compensation. C. The employee’s standard workweeks hall be 40 hours per week; excluding Secretary to the Civil Service Commission, the Executive Assistant to the Mayor, the Executive Assistant to the Commissioner of Public Works, and the Executive Assistant to the Commissioner of Public Safety, which shall remain at 33 hours per week. D. The salary of the Executive Assistant to the Commissioner of Public Works, the Executive Assistant to the Commissioner of Public Safety shall be the same as the Executive Assistant to the Mayor. E. The employee shall enjoy and be entitled to the following benefits: 1. Vacation: An employee shall earn annual vacation as follows: 10 working days during their first year of service, and during each of the next four years of service; 15 working days upon completion of five (5) years of service; 20 working days upon completion of ten (10) years of service; 25 working days upon completion of fifteen (15) years of service and 30 working days upon completion of twenty (20) years of service. For each employee hired after January 1, 2006, a proration of the 10 days will be granted during the first year of service. Vacations for the employee shall be scheduled and approved b their respective Council member. Page 7 of 14 City Council Meeting 7/19/11 Vacation must be taken by December 31st of the year vacation was earned, or else the time shall be forfeited. If the employee retires, resigns, or is not re-appointed, the employee shall be entitled to payment for only those vacation days earned and unused for the period between the employee’s last anniversary date and the date of retirement, resignation or other termination. If a recognized City Hall holiday falls within the vacation period, the vacation period shall be extended by the holiday falling within such periods. If an employee should die during his or her employment, all vacation time earned and unused for the period between the employee’s last anniversary date and the date of death, shall be paid in cash or as employee’s death benefit to his/her designated beneficiary or estate. 2. Sick Leave: The employee shall be entitled to sick leave with pay for a maximum of twelve (12) working days per year. The employee may accumulate sick leave, but may not use more than 150 days in any given 12 month period. Employee shall use sick leave in no shorter than two hour increments. Each employee hired after January 1st shall be granted a proration of the 12 days allotted during the first year of service. If an employee is absent because of illness or disability for more than three consecutive days, they may be required by their Commissioner/Mayor to provide a physician’s statement of sickness or disability. Prior to any cash payments for unused sick leave, an employee who terminates his/her service prior to December 31st shall be granted a proration of the 12 days allotted. Their Commissioner on an annual basis must maintain an employee’s record of sick time with a copy submitted to the Commissioner of Finance for each employee’s payroll folder. Cash payments will be made for accumulated unused sick leave remaining in the employee’s individual account at termination of employment or upon death of employee while in the employ of the City upon the following basis: twenty-five percent (25%) of accumulated sick leave up to a maximum of 200 days (cash payment of 50 days). Cash payments upon death of employee while in the employ of the City shall be paid to the employee’s beneficiary or estate. 3. Personal Days: The employee who works 40 hours per week shall be granted six (6) personal days per year. The employee who works 33 hours per week shall be granted five (5) personal days. Each personal day may be taken at either a full day, one half day, or at a minimum of two (2) hour increments at a time. Such leave shall be requested in writing at least 24 hours in advance of the request time. The six (6) personal days (or five (5) for employees working 33 hours per week) shall be granted for the year on January 1. Each employee hired after January 1st shall be granted a proration of the six or five days allotted, however, if the employee does not complete the entire year, the pro-rated equivalent daily rate of pay shall be subtracted from any monies due to the employee. Personal days not used in any calendar year shall be credited to accumulated sick leave. 4. Holidays: The employee shall be entitled to 11 paid holidays: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, day after Thanksgiving, and Christmas Day. 5. Bereavement: The employee shall be entitled to three (3) consecutive workdays off per death in their immediate family. Immediate family shall b defined as mother, father, sister, brother, son, daughter, mother-in-law, father-in-law, sister-in-law, brother-in-law, spouse grandparent(s), or other persons living in the household of the employee. 6. Retirement: The employee shall be covered by the New York State Employee’s Retirement System known as 75i of the New York State Retirement Law. 7. Health: For employees hired prior to January 1, 2007, the employee shall be entitled to participate in the MVP25 health insurance plans offered by the City to the various bargaining units at no cost to the employee. The City shall provide the plans to the employee, their dependents, and retired employees and their dependents at the City’s own expense. For employees hired after January 1, 2007, the employee shall be entitled to participate in the MVP25 health insurance plans offered by the City to the various bargaining units, at a cost to the employee of 10% of the total cost of his or her health insurance plan not to exceed $750 per year. The City shall provide the plans to the employee, their dependents, and retired employees and their dependents. For all Medicare eligible retirees, the City shall offer the MVP Medicare Advantage Preferred Gold as the sole plan. For all retirees residing outside the geographic network served by MVP, the City shall offer the MVP Preferred PPO Plan as the sole plan. The City shall provide the plans to the retired employees and their dependents. The City shall provide such medical coverage for the widow or widower of the employee or retired employee in the resolution until the widow or widower’s death or remarriage whichever occurs sooner. The minor children shall be covered until age 19 or as stipulated in the appropriate health care contract for college age dependents. “Retirees” shall be defined as full time employees who have served the City of Saratoga Springs for at least twenty consecutive years and retire from the New York Employee’s Retirement System Section 75i of the New York State Retirement Law and were serving as full time employees of the City of Saratoga Springs at the time of retirement. For the purposes of this definition, the commencement Page 8 of 14 City Council Meeting 7/19/11 date of “full time employment” for the current Civil Service Secretary, Patsy Berrigan, shall be deemed September 4, 1995, and the number of consecutive years of full time employment required is ten, as per prior documentation. An employee may elect not to participate in a plan of medical and health insurance benefits provided under this agreement and such employee shall be eligible to receive a payment of $900 for single coverage, $1300 for two-person coverage or $1730 for family coverage per calendar year. No employee shall be eligible to receive such payment unless the employee shall have provided proof to the Finance Office that such employee and such employee’s eligible dependents are covered by a comparable plan of medical and health insurance benefits for the entire year that such employee elected not to be covered by a plan provided by the employer. Payments shall be made on December 15th of each year. The parties understand that participation in a plan of medical and health insurance benefits is mandatory. An election not to be covered shall be made on or about December 15th of each year to the Principal Account Clerk in the finance Office in charge of City provided benefits pursuant to the regulations of the plan in effect together with evidence of coverage of such employee and such employee’s eligible dependents under a comparable plan of medical and health insurance benefits. Such employee must promptly notify the employer of termination of alternative medical and health insurance benefit coverage. In the event that an employee re-enrolls in a health insurance program, the employee shall be permitted to a prorated portion of the $900.00 (for single coverage), $1300.00 (for two-person coverage), or $1730.00 (for family coverage), payment but shall not be permitted to again opt-out of the insurance program during the calendar year. Employees hired before July 1, 2011 shall be entitled to participate in the Health Reimbursement Arrangement as contracted by the City Council and will receive the full benefits o such as are being enjoyed by members of the collective bargaining units under the HRA Plan. The City shall provide this plan to the employee, their dependents, and retired employees and their dependents. 8. Vision: The City agrees to pay 100% of the cost of the Employee Benefit fund Vision Plan Platinum 12 for all employees and their dependents. 9. Disability: New York State Disability Insurance shall be offered to the Executive Assistant to the Mayor, the Executive Assistant to the Commissioner of Public Works, the Executive Assistant to the Commissioner of Public Safety, Secretary to the Civil Service Commission, Human Resource Administrator, Director of Risk and Safety, Principal Planner, Deputy Commissioner of Public Works, Deputy Commissioner of Accounts, Deputy Commissioner of Finance, Deputy Commissioner of Public Safety, and the Deputy Mayor. 10. Life: The City shall provide group term life insurance for the Executive Assistant to the Mayor, the Executive Assistant to the Commissioner of Public Works, the Executive Assistant to the Commissioner of Public Safety, Secretary to the Civil Service Commission, Human Resource Administrator, Director of Risk and Safety, Principal Planner, Deputy Commissioner of Public Works, Deputy Commissioner of Accounts, Deputy Commissioner of Finance, Deputy Commissioner of Public Safety, and the Deputy Mayor in the amount of $5000.000 while they are employed by the City of Saratoga Springs. 11. All increases in compensation and benefits paid to employees under this resolution shall be drawn from the budget of the employee’s department, except that if said departmental budget does not contain funds sufficient to pay the employee, the head of that department may draw any remaining compensation or payment due to the employee from the City’s contingency budget. 12. Each employee shall receive longevity payments as follows: After 10 years of service $500.00; After 15 years of service $1,550.00; After 20 years of service $1,800.00; and an additional $250.00 each five (5) years thereafter. All longevity payments shall be paid upon completion of the specified amounts of consecutive eligible service regardless of the title(s) held during that time. Ayes - All Discussion and Vote: Amend 2011 Capital Budget – MUTCD (11-206) Commissioner Ivins moved and Commissioner Wirth seconded to amend the 2011 capital budget for $45,000 for the MUTCD project as previously distributed to the Council. Roll Call: Commissioner Franck – Aye Commissioner Ivins – Aye Commissioner Scirocco – Aye Commissioner Wirth – Aye Mayor Johnson – Aye Page 9 of 14 City Council Meeting 7/19/11 Discussion and Vote: Annual Review of Finance Policies & Procedures (11-207) Commissioner Ivins moved and Commissioner Wirth seconded to approve the updated finance policies and procedures as previously distributed to the Council. Commissioner Ivins stated they are required to review their policies annually. There are 3 new documents; a website policy, general ledger and account budget structure, and gifts and donations. Ayes - All Discussion and Vote: Recreation Payroll Transfers (11-208) Commissioner Ivins moved and Commissioner Wirth seconded to approve the Recreation payroll transfers as previously distributed to the Council. Ayes - All Discussion and Vote: Department of Public Works Payroll Transfers (11-209) Commissioner Ivins moved and Commissioner Scirocco seconded to approve the Department of Public Works payroll transfers as previously distributed to the Council. Ayes – All Discussion and Vote: Department of Public Safety Payroll Transfers (11-210) Commissioner Ivins moved and Commissioner Wirth seconded to approve the Department of Public Safety payroll transfers as previously distributed to the Council. Ayes - All Discussion and Vote: Accounts Payroll Transfers (11-211) Commissioner Ivins moved and Commissioner Franck seconded to approve the Accounts Department payroll transfers as previously distributed to the Council. Ayes - All Discussion: City Finances Commissioner Ivins stated mortgage tax is up 23% from 2010. Occupancy tax is close to the 2010 numbers however the biggest distribution is yet to come. ****Addition of Item (11-212) Commissioner Ivins moved and Commissioner Scirocco seconded to add an item to his agenda to approve a resolution authorizing the use of the waterline extension reserve fund for the hiring of a consultant for the ground water source exploration. Ayes - All Discussion and Vote: Expenditure of Waterline Extension Reserve Fund (11-213) Commissioner Ivins moved and Commissioner Scirocco seconded to utilize the waterline extension reserve fund in the amount of $52,800. Page 10 of 14 City Council Meeting 7/19/11 RESOLUTION FOR EXPENDITURE OF WATER LINE EXTENSION RESERVE FUND WHEREAS, the City Council of the City of Saratoga Springs has established the Water Line Extension Reserve Fund “for the development, improvement and support of and capital improvement of the City water system as it extends throughout the City,” and WHEREAS the New York State Department of Health has recently stated the importance of approximately one to two million additional gallons of water per day to supplement the City’s existing system during times of drought and peak demand, and WHEREAS the City has obtained a proposal from a water supply consultant to perform groundwater source exploration services, necessitated by the extension of the system for new users, and has received a detailed schedule of work to be done. The cost associated with said work is $52,800; and WHEREAS the exploration will provide important information about the City’s present and future water supply alternatives, and WHEREAS, the current balance in the account Water Line Extension Reserve Fund is $663,625.56; and WHEREAS, it is necessary and proper to draw $52,800 from the Water Line Extension Reserve Fund to fund the groundwater source exploration study. NOW, THEREFORE, BE IT RESOLVED, that the above-described expenditure up to an amount of $52,800, is hereby approved and authorized to be paid from the Water Line Extension Reserve Fund. Roll Call: Commissioner Franck - Aye Commissioner Ivins - Aye Commissioner Scirocco - Aye Commissioner Wirth - Aye Mayor Johnson - Aye PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign a Lease Agreement with Saratoga Youth Hockey (11-214) Commissioner Scirocco moved and Mayor Johnson seconded to authorize the mayor to sign the lease agreement with Saratoga Youth Hockey. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign a Lease Agreement with the Senior Citizen’s Center of Saratoga Springs (11-215) Commissioner Scirocco stated this is a 5 year lease agreement. Commissioner Scirocco moved and Commissioner Ivins seconded to authorize the mayor to sign the lease agreement with the Senior Citizen’s Center. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with Hanson VanVleet (11-216) Commissioner Scirocco stated this is for ground water source exploration services to provide the City with information regarding water sources now and in the future. They will identify drilling of target areas and soil boring investigation, and data analysis and design of test production wells. There is potential that Bog Meadow can provide an additional source of water. Funding for this project will come from the waterline extension reserve fund. Page 11 of 14 City Council Meeting 7/19/11 Commissioner Scirocco moved and Commissioner Wirth seconded to authorize the mayor to sign the agreement with Hanson VanVleet in the amount of $52,800. Ayes - All Discussion: Jefferson Street Commissioner Scirocco stated DPW paved Jefferson Street from Crescent Street to Crescent Avenue with the VLT money. This job was well done. Discussion: Workplace Violence / Fleet Safety Commissioner Scirocco stated Risk and Safety and human resources has partnered with DPW for workplace violence and fleet safety education. Trident insurance will conduct the training at no cost to the City. Marilyn Rivers, Director of Risk and Safety stated this training supplements the on-line classes Commissioner Franck was able to obtain through Trident Insurance. Since DPW workers do not have access to computers, Trident had offered to come and hold classes for those people. Deputy Chille is coordinating with Deputy Sutton to have human resources there for additional training while they have a captive audience. Commissioner Scirocco is also working with NYSDOT for snowplow training for his employees. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Contract with County for STOP DWI Grant (11-217) Commissioner Wirth stated each year the City participates in this program. The County has allotted $36,000 to the City for services related to DWI. Commissioner Wirth moved and Commissioner Scirocco seconded to authorize the mayor to sign a contract to accept the STOP DWI grant from Saratoga County. Ayes – All Discussion and Vote: To Amend the 2011 Capital Budget Project “Reflective Sign Project – MUTCD” by an Increase of $45,000 (11-218) Commissioner Wirth stated this is an unfunded requirement by the federal government for municipalities to replace all traffic signs. This project is expected to take 4 years to replace. Commissioner Wirth moved and Commissioner Ivins seconded to amend the Capital Budget for the reflective sign project – MUTCD – by an increase of $45,000. Roll Call: Commissioner Franck - Aye Commissioner Ivins - Aye Commissioner Scirocco - Aye Commissioner Wirth - Aye Mayor Johnson – Aye Discussion and Vote: Authorization for Mayor to Sign Contract with Verizon for the E911 System (11-219) Page 12 of 14 City Council Meeting 7/19/11 Commissioner Wirth stated the current E911 system being used will be obsolete by the end of this year. Funding was approved for a lease agreement; however it will be more economical to purchase the equipment rather than renting it. Commissioner Wirth moved and Commissioner Ivins seconded to authorize the mayor to sign a contract with Verizon for the new E911 dispatch system. Ayes - All SUPERVISORS Joanne Yepsen County Board of Supervisors’ Meeting Supervisor Yepsen reported they had a presentation today regarding the Saratoga North Creek Railway. They also had one resolution to authorize an agreement with the forest solution to provide a forestry analysis update on the County’s forestry management plan. This has not been done in 20 years. Introducing a Local Law & Public Hearing Supervisor Yepsen reported they proposed a local law to increase the threshold population for the number of supervisors from 20,000 to 25,000. The only town that will be affected according to the census is Halfmoon. Veterans Committee Supervisor Yepsen highlighted the following items from the committee meeting: free concert at SPAC on September 17th, veterans’ assistance night which will highlight all organizations that interface with the veterans, and a veterans’ trust fund. County Hiring Freeze Supervisor Yepsen reported a hiring freeze has been adopted effective July 20th through the end of the year. The exceptions to the freeze are safety and health. Matt Veitch Public Safety Committee Supervisor Veitch reported there were 2 resolutions: accept a grant for $66,294 for alternative to youth detention programs, and electronic monitoring for the less at risk youth. They also approved a grant for the aid to defense for the District Attorney’s Office. Law & Finance Committee Supervisor Veitch reported the County is projecting a budget shortfall and will be taking some money out of their fund balance. They cut all the capital projects they had accounts for. They also accepted the hiring freeze. Reapportionment Committee Supervisor Veitch reported they met to raise the population threshold to 25,000 for 2 supervisors. Saratoga Springs is only 1500 about the population threshold for 2 supervisors. Page 13 of 14 City Council Meeting 7/19/11 Racing Committee Supervisor Veitch reported they met with Charlie Hayward regarding what is new at the track this year. They announced food and beer will cost less this year, there will be added television coverage, and they will have a value meal. Saratoga County Fair Supervisor Veitch reported the fair starts today through the 24th. EXECUTIVE SESSION Mayor Johnson moved and Commissioner Wirth seconded to move to executive session for 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 at 8:27p.m. Ayes – All Council returned from executive session at 8:54 p.m. Mayor Johnson announced there is nothing to report as no issues were resolved during the executive session. 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 8:54 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 8/2/11 Vote: 5 - 0 Page 14 of 14