City Council

November 15, 2011 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 6:45 PM P.H. – 2012 Comprehensive Budget 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION(S) EXECUTIVE SESSION: CONSENT AGENDA 1. Approval of 11/1/2011 City Council Minutes 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Mid Warrant 11MWNOV1 $87,829.51 5. Approve Payroll 11/10/11 $412,757.95 6. Approve Payroll 11/4/11 $401,926.41 7. Approve Regular Warrant 11NOV2 $399,540.27 MAYOR’S DEPARTMENT 1. Discussion and Vote: Declaration of SEQRA Lead Agency Status for Long Alley Parking Deck at 6 Woodlawn Avenue 2. Discussion and Vote: Merit for Review of Zoning Map Amendment – Maple Dell, and Referral to City Planning Board for Advisory Opinion 3. Set Public Hearing: Amend the 2011 Capital Budget ACCOUNTS DEPARTMENT 1. Nothing at this time. FINANCE DEPARTMENT 1. Set Public Hearing: 2012 Budget Public Hearing and Workshop 2. Discussion and Vote: Authorization for Mayor to Sign Armory Associates Professional Services Agreement 3. Discussion and Vote: Department of Public Safety Payroll Transfers City Council Meeting 11/15/11 4. Discussion and Vote: Department of Public Works Payroll Transfers 5. Discussion and Vote: Mayor Payroll Transfers 6. Discussion and Vote: City Center Payroll Transfers 7. Discussion and Vote: Recreation Payroll Transfers 8. Discussion: City Finances PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Permission to Pay a Voucher for Simmons Elevator Company 2. Discussion and Vote: Sick Bank Request PUBLIC SAFETY 1. Announcement: City Resident Arrested for Cocaine Possession After Traffic Stop 2. Discussion and Vote: Authorization for Mayor to Sign Agreement with Ryan-Biggs Associates for the Lake Avenue fire Station apparatus Floor Replacement and Repairs SUPERVISORS Joanne Yepsen 1. Proposed 2012 County Budget 2. Global foundries Job Fair 3. County Veterans Committee Report Matt Veitch 1. Saratoga County 2012 Proposed Budget 2. Public Safety Committee 3. Saratoga County Natural Hazard Mitigation Plan 4. Saratoga Casino and Raceway Foundation ADJOURN Page 2 of 9 City Council Meeting 11/15/11 November 15, 2011 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room PRESENT: Scott Johnson, Mayor Ken Ivins, Commissioner of Finance Anthony Scirocco, Commissioner of DPW Richard Wirth, Commissioner of DPS Matthew Veitch, Supervisor Joanne Yepsen, Supervisor STAFF PRESENT: Shauna Sutton, Deputy Mayor Gerald Lundgren, Deputy Commissioner, Finance Sharon Kellner-Chille, Deputy Commissioner, Accounts Tim Cogan, Deputy Commissioner, DPW Frank Dudla, Deputy Commissioner, DPS Joe Scala, City Attorney EXCUSED: John Franck, Commissioner of Accounts 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 2012 Comprehensive Budget Mayor Johnson called the meeting to order at 7:46 p.m. Commissioner Ivins stated this is the last opportunity before amendments are made. Sales tax is up over 4% or almost $300,000 over last year. If this trend continues we will finish well over $9.4 million in sales tax this year. Amendments that will be put forth will be based upon that number. Mortgage tax finished up almost $80,000 over budget. The Casino is up about $32,000 and there are more events booked. Health insurance is down; about $200,000 worth of savings. He hopes to have the proposed changes to the Page 3 of 9 City Council Meeting 11/15/11 comprehensive budget by early next week. He will issue a press release when this is available. There will be workshops and public hearings on November 29th and November 30th. The amendments will reduce the tax rate from what was originally put in the budget. Al Callucci of 9 Lexington Road has a comment regarding the $9.4 million. Based upon gas prices having come down a bit over the past couple weeks, he would hesitate to budget an increase for next year. He has a feeling this economy could go off the cliff tomorrow; he would go lower than higher. The rational behind the Reservation Coordinator position was because there was going to be a $50,000 shortfall in the Casino revenue. The Casino revenue budget for this year was $300,000 and as of the 3rd quarter the number is $317,000 and looking to go over $400,000 based upon reservations for the 4th quarter. At the end of the 2 quarter there was an adjustment to DPS and DPW budgets totaling $1.3 million. Some of that money came from VLT money ($500,000); the other $800,000 has been spent. He asked where the $800,000 came from to fund that spending. DPS is looking at 65% and will come in under budget. He can’t find where the $800,000 of the funds was transferred from or taken from another account. Commissioner Franck was looking into this as well. Kyle York of 59 Railroad Place stated it has been said that people will not pay for parking. The Boarder’s lot is right behind where he lives and has generated money even on days where there is plenty of street parking. The new garage would be an ideal spot to have a test program. You will find people will pay to park in the City. Mayor Johnson concluded the public hearing at 7:00 and kept it open. CALL TO ORDER Mayor Johnson called the meeting to order at 7:00 p.m. PUBLIC COMENT 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. Mayor Johnson opened the public comment period at 7:01 p.m. Kyle York of 59 Railroad Place stated there is a new fundraising effort for a new Honor Guard’s bus at the Solomon Cemetery. They use this bus to transport them around the grounds of cemetery and the bus died. They have made arrangements with Brown Transportation to get a new bus at a reasonable price. A donation account is being set up at Adirondack Trust in the name of The Saratoga Honor Guard Troop Foundation. They are trying to meet a goal of $6,000. These are all volunteers that are part of the Honor Guard from all branches of the service. Mayor Johnson closed the public comment period at 7:03 p.m. CONSENT AGENDA Mayor Johnson moved and Commissioner Ivins seconded to approve the consent agenda as follows: 1. Approval of 11/1/2011 City Council Minutes 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Mid Warrant 11MWNOV1 $87,829.51 5. Approve Payroll 11/10/11 $412,757.95 Page 4 of 9 City Council Meeting 11/15/11 6. Approve Payroll 11/4/11 $401,926.41 7. Approve Regular Warrant 11NOV2 $399,540.27 Ayes – All MAYOR’S DEPARTMENT Discussion and Vote: Declaration of SEQRA Lead Agency Status for Long Alley Parking Deck at 6 Woodlawn Avenue (11-305) Mayor Johnson advised this project has been called several names such as the Long Alley Parking Deck at 6 Woodlawn Avenue and the Woodlawn Avenue Parking Deck. Kate Maynard of the City Planning Department advised this is for the declaration of State Environmental Quality Review Act (SEQRA) lead agency. The City is looking at the exemption for governmental activity. The Council is the only involved agency for the action but advisory opinions will be requested of the Planning Board and DRC. There are other interested agencies such as Saratoga County IDA, the Saratoga County Planning Board, and the NYS Office of Parks, Recreation and Historic Preservation (OPRHP). This is a type 1 action and contiguous to an historic district, therefore needing the advisory opinion of OPRHP. These agencies have 30 days to provide any comment they wish but they are not required to provide comment. Mayor Johnson moved and Commissioner Ivins seconded for the City Council to claim status as the lead agency for this project. Ayes - All Discussion and Vote: Merit for Review of Zoning Map Amendment – Maple Dell, and Referral to City Planning Board for Advisory Opinion (11-306) Kate Maynard explained there are 2 property owners who are looking for a zoning map amendment from a Tourist Related Business District to a Highway General Business District. If this request does have merit for review the next step is to send this to the City Planning Board for an advisory opinion. Mayor Johnson asked for Kate to explain the difference between the current and proposed use. Kate advised the owners are looking to use the property for retail and general office use which is allowed in Highway General Business. This is currently not allowed in Tourist Related Business. If you wanted to look at alternatives; you could look at adding those uses to the Tourist Related Business. Mayor Johnson stated they are only voting on if the application has merit to forward to the Planning Board for an advisory opinion. Mayor Johnson moved and Commissioner Wirth seconded that this application has merit and will send it to the Planning Board for an advisory opinion. Ayes - All Set Public Hearing: Amend the 2011 Capital Budget Mayor Johnson set a public hearing for November 29, 2011 at 6:20 p.m. Page 5 of 9 City Council Meeting 11/15/11 ACCOUNTS DEPARTMENT Nothing at this time. FINANCE DEPARTMENT Set Public Hearing: 2012 Budget Public Hearing and Workshop Commissioner Ivins set a public hearing for Tuesday, November 29, 2011 at 6:45 p.m. and another for 3:15 p.m. on November 30, 2011. Discussion and Vote: Authorization for Mayor to Sign Armory Associates Professional Services Agreement (11-307) Commissioner Ivins moved and Commissioner Wirth seconded to authorize the mayor to sign a 2 year extension agreement with Armory Associates to perform required actuarial services. Their fee for the fiscal year ending 12/31/12 is $8,900 and for the second year ending 12/31/13 is $1,500. Commissioner Ivins explained this service will look at our future retirement and health insurance costs. Ayes - All Discussion and Vote: Department of Public Safety Payroll Transfers (11-308) Commissioner Ivins moved and Commissioner Wirth seconded to approve the Public Safety payroll transfers as previously distributed to the Council. Ayes – All Discussion and Vote: Department of Public Works Payroll Transfers (11-309) 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: Mayor Payroll Transfers (11-310) Commissioner Ivins moved and Mayor Johnson seconded to approve the Mayor’s Department payroll transfers as previously distributed to the Council. Ayes – All Discussion and Vote: City Center Payroll Transfers (11-311) Commissioner Ivins moved and Mayor Johnson seconded to approve the City Center payroll transfers as previously distributed to the Council. Ayes – All Discussion and Vote: Recreation Payroll Transfers (11-312) Commissioner Ivins moved and Mayor Johnson seconded to approve the Recreation Department payroll transfers as previously distributed to the Council. Ayes - All Page 6 of 9 City Council Meeting 11/15/11 Discussion: City Finances Commissioner Ivins responded to the question asked during the public hearing regarding the $800,000. He advised a number of the changes that appear in the budget are encumbrances so transfers will not be seen. This happens every year. PUBLIC WORKS DEPARTMENT Discussion and Vote: Permission to Pay a Voucher for Simmons Elevator Company (11-313) Commissioner Scirocco explained the elevator at the WTP started having problems this summer. This elevator is used to move chemicals from floor to floor. There was the fear the elevator would cease working. He asked his staff to search out a company that works on water hydraulic elevators. They contacted Simmons, Otis, and Schindler and found Simmons was the only company that would work on this type of elevator. It took several months to determine if Simmons could make the repair and locate the parts. Once the parts were located, the staff at the Water Treatment Plant authorized the repair neglecting to request a purchase order. Commissioner Scirocco moved and Commissioner Wirth seconded to approve payment of the voucher in the amount of $9,006.40 to Simmons Elevator for the repair work at the Water Treatment Plant; the funding is in the water/sewer budget. Commissioner Ivins stated this has been done a number of times over the years that this is not the proper procedure. Commissioner Scirocco stated he is aware of this that is why he is bringing it to the Council and being as transparent as he can be. Commissioner Ivins stated he hasn’t verified funds and a sole source letter hasn’t been supplied. Commissioner Scirocco stated they did get 3 quotes and the only company that could do this was Simmons. Commissioner Ivins asked if the quotes went through the Purchasing Department. Commissioner Scirocco stated he believed they did. Commissioner Ivins stated that was this summer and now Commissioner Scirocco is just getting around to doing this. Commissioner Scirocco has been here for 4 years, his staff has been here a lot longer than that and these policies are not new. Commissioner Scirocco stated that was correct. He is bringing it to the Council to ok payment of the bill. He spoke to his staff and sent them a memo to his staff stating that they should have done what the policy required them to do. They followed everything except getting a purchase order. Commissioner Ivins stated they didn’t get certification of funds or a single source letter. Mayor Johnson stated the work has been done and the invoice has to be paid. He has to echo the sentiment that we have to honor the policies and procedures. Ayes – 3 Nay – 1 (Commissioner Ivins) Discussion and Vote: Sick Bank Request (11-314) Page 7 of 9 City Council Meeting 11/15/11 Commissioner Scirocco moved and Commissioner Wirth seconded to request 17 days from the DPW sick bank for an employee and it has been approved by CSEA. Ayes - All PUBLIC SAFETY DEPARTMENT Announcement: City Resident Arrested for Cocaine Possession After Traffic Stop Commissioner Wirth stated on November 7, 2011 Officer Ahigian stopped a vehicle for a traffic violation. Upon further investigation he located approximately 53 grams of cocaine and a small amount of heroin. He thanked Officer Ahigian again for a good job. Discussion and Vote: Authorization for Mayor to Sign Agreement with Ryan-Biggs Associates for the Lake Avenue fire Station apparatus Floor Replacement and Repairs (11-315) Tim Wales, city engineer stated the Lake Avenue Fire Station floor has many issues with cracking and buckling. At this point something needs to be done to stabilize the floor. They spoke with Ryan-Biggs this summer to make recommendations. They need to move ahead with design and bidding of services for the fix. Ryan-Biggs has submitted a proposal for to do the design for the floor replacement and bidding services. The proposal is for $48,000 for design and bidding services and $1,500 for expenses. Commissioner Wirth moved and Commissioner Scirocco seconded to authorize the mayor to sign an agreement with Ryan Biggs Associates for Lake Avenue Fire Station apparatus floor replacement and repairs. Ayes - All SUPERVISORS Joanne Yepsen Proposed 2012 County Budget Supervisor Yepsen stated the County 2012 budget is being considered now. The Law and Finance Committee met yesterday and discussed abolishing some positions as part of their budget process. Their Board of Supervisors’ monthly meeting was held today – this Friday, November 18, 2011 is a budget workshop. December 1, 2011 at 5:30 pm is a public hearing on the budget and the vote will be taken on December 14th. She believes increasing the sales tax is a last resort. There are other opportunities that can be looked at before increasing sales tax. Global Foundries Job Fair Supervisor Yepsen reported the state has put billions of dollars into Global Foundries. They are at the poin234t where they are going to consider additional hires, therefore a job fair will be held. The location and time will be announced soon. County Veterans Committee Report Supervisor Yepsen reported as of 9/1/11 there are 22,234,000 veterans residing in the US, 913,489 reside in NY and 16,870 reside in Saratoga County. Our county served almost 7,000 veterans in some capacity. Page 8 of 9 City Council Meeting 11/15/11 Matt Veitch Saratoga County 2012 Proposed Budget Supervisor Veitch advised the proposed budget was released on November 9, 2011. It is a $320 million dollar budget with a small increase from last year. There is a $6 -$10 million dollar budget gap. The proposal is to increase sales tax by 1%. He feels there is more they can do within their budget for a sales increase. Maplewood Manor is an area that requires a look as well as the landfill. The landfill has been sitting there idol since built with not one piece of trash being put in it. Medicaid reform bill – half the property taxes paid goes to Medicaid costs. If the reform bill is passed, there is an immediate $3 million dollar benefit to Saratoga County. He also suggested bonding capital projects. Commissioner Ivins asked if it is known what percent of the budget is personnel. Supervisor Veitch stated that number is not readily known. Public Safety Committee Supervisor Veitch advised they signed a contract with a dentist for the inmates. They also did contracts for road patrols. Saratoga County Natural Hazard Mitigation Plan Supervisor Veitch advised the County passed their natural hazard mitigation plan should there be a natural disaster. The City will need to pass their own plan in order to receive funding from the federal government. Saratoga Casino and Raceway Foundation Supervisor Veitch advised 19 grants were given out today totaling $28,239 to various not-for-profits. Sewer Rates County sewer rates will stay flat this year. County IDA - Economic Analysis of Saratoga Race Course Supervisor Veitch reported he attended a meeting today given by the Saratoga County IDA regarding the Saratoga Race Course. The Chamber of Commerce will have this information on their website. ADJOURNMENT Mayor Johnson moved and Commissioner Wirth seconded to adjourn the meeting. Ayes – All There being no further business, Mayor Johnson adjourned the meeting at 8:46 p.m. Respectfully submitted, Lisa Ribis Clerk Page 9 of 9 City Council Meeting 11/15/11 Approved: 12/6/11 Vote: 5 - 0 Page 10 of 9