City Council

December 6, 2011 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 6:50 PM P.H. – Amend 2011 Capital Budget for Parking Deck at 6 Woodlawn Avenue 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION(S) 1. 9/11 Sculpture Placement Committee EXECUTIVE SESSION: Discussion regarding 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 11/15/2011 City Council Minutes 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Mid Warrant 11MWNOV2 $37,516.90 5. Approve Mid Warrant 11MWNOV3 $456,609.87 6. Approve Payroll 11/18/11 $402,309.45 7. Approve Payroll 11/22/11 $409,984.76 8. Approve Payroll 12/2/11 $409,482.68 9. Approve Regular Warrant 11DEC1 $387,554.15 MAYOR’S DEPARTMENT 1. Discussion and Vote: Declaration of City Council Lead Agency Status for Long Alley Parking Deck at 6 Woodlawn Avenue 2. Discussion and Vote: Determination of SEQRA Environmental Significance for Long Alley Parking Deck at 6 Woodlawn Avenue 3. Announcement: Applications Available for 2012 CDBG Funding 4. Discussion and Vote: Appointments to City Center Authority Board 5. Discussion and Vote: Authorization for Mayor to Sign Agreement with Miller, Mannix, Schachner & Hafner, LLC for Professional Legal Services for City of Saratoga Springs Zoning Ordinance City Council Meeting 12/6/11 6. Discussion and Vote: Authorization for Mayor to Sign Agreement with Miller, Mannix, Schachner & Hafner, LLC Legal Services for Land Use Boards 7. Discussion and Vote: Authorization for Mayor to Sign Contract with Harris Beach for Legal Services Pertaining to General Labor Matters 8. Discussion and Vote: Authorization for Mayor to Sign Contract with Harris Beach for Legal Services Pertaining to Labor and Collective Bargaining Negotiations 9. Discussion and Vote: Recommendations from City Real Estate Committee 10. Discussion and Vote: Approve Salary – Administrative Director – Recreation 11. Discussion and Vote: Approve Salary Schedule – Communications Clerk 12. Discussion and Vote: Hourly Rate for P/T Administrative Adie 13. Discussion and Vote: Hourly Rate for P/T Program and Visitor Center Assistant 14. Discussion and Vote: Recreation Program – Beginning Knitting Classes 15. Discussion and Vote: Recreation Program – Open Figure with Coach 6 am Skate 16. Discussion and Vote: Recreation Program – Open Stick with Coach ACCOUNTS DEPARTMENT 1. Discussion and Vote: 2012 City Insurance 2. Set Public Hearing: 95 Meadowbrook Road Zoning Amendment FINANCE DEPARTMENT 1. Discussion and Vote: Amend the 2011 Capital Budget for Parking Deck at 6 Woodlawn Avenue 2. Discussion and Vote: 2011 Bond Resolution 3. Discussion and Vote: Authorization for Mayor to Sign 2012 health Insurance Carrier Rate Sheets 4. Discussion and Vote: City Fees for 2012 5. Discussion and Vote: Payroll Transfers Accounts 6. Discussion and Vote: Payroll Transfers DPS 7. Discussion and Vote: Payroll Transfers Finance 8. Discussion and Vote: Payroll Transfers Mayor 9. Discussion and Vote: Payroll Transfers DPW 10. Discussion: 2011 NYS Audit 11. Discussion and Vote: Post-Issuance Compliance Procedure and Policy for Tax-Exempt Governmental Bonds 12. Discussion: City Finances PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign an Agreement Addendum with Hanson VanVleet 2. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Alltek 3. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Environmental Design Partnership – Bog Meadow Source Development 4. Discussion and Vote: Designate the Positions of Engineering Technician and Senior Engineering Technician PUBLIC SAFETY 1. Discussion and Vote: Authorization for Mayor to Sign Change Order for Verizon E-911 System SUPERVISORS Joanne Yepsen 1. County 2012 Budget 2. 2012 Martin Luther King Day Celebration Page 2 of 18 City Council Meeting 12/6/11 Matt Veitch 1. Saratoga County 2012 Proposed Budget ADJOURN Page 3 of 18 City Council Meeting 12/6/11 December 6, 2011 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room 7:00 PM 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 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 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 2011 Capital Budget for Parking Deck at 6 Woodlawn Avenue Mayor Johnson opened the public hearing at 6:50 p.m. Bonnie Seller of 73 Fifth Avenue stated she is here to support the parking deck and the garage. We can no longer use the Boarder’s lot and are close to losing the use of the Lillian’s lot. She hopes to hear a unanimous vote tonight for the bonding. We have the business community behind us financially. In the spirit of Christmas, it would be a great gift to the City to move this project forward. Peter Tulin of 40 Sarazen Street stated parking has been an issue in Saratoga Springs for at least 40 Page 4 of 18 City Council Meeting 12/6/11 years. A lot of people said there is a new administration coming in January and why not wait until then. That type of argument has delayed many projects over the years. The gentlemen at the table have been elected to do a job so lets do it. Even if people come to visit the City and the project is under construction, they will appreciate the fact that in the future it will be easier for them to park downtown. Justin Sabrasula of 433 Broadway stated he has sent a letter to each Council member regarding why he objects to building a parking deck in downtown Saratoga Springs. He has a masters degree in city planning and a member of the American Institute of Certified Planners. He objects to this deck because it will destroy any chance of creating a coherent pedestrian walkway between Broadway and Railroad Place; the City will be taking a potential asset and turning it into a financial liability with a recurring debt services; and it will not provide he parking relief being sought. There has been no exploration in how to increase parking spaces without building a deck. People come to Saratoga Springs to escape an ugly, boring and scary space. The cheapest bid we have gotten to date is $3.6 million dollars. With the City’s bonded rate of 4.25% over 20 years; it is $270,000 in debt service per year. To recoup that in sales tax it would take $18 million dollars in additional retail sales out of 180 parking spaces. If this were true, why aren’t the stores on Broadway lining up to provide additional parking spaces. The finances do not work. We can provide better and cheaper parking relief if it is shown that there is a demand. At a cost of $20,000 per space why are we not examining how we can manage our existing parking better? He lives on Broadway and has never not been able to find a place to park; even during track season and on Victorian Street Walk night. Joe Dalton of 14 Loughberry Road stated there are some misconceptions that have just been proposed. It does not destroy and access area; there will be access to Broadway from the parking deck. The liability lies in the City if the retail space downtown becomes less valuable. There is private sector money involved in this project. He has walked Broadway and checked every space for parking – striping the parking spaces on Broadway will have you lose spaces as you have to follow state standards of certain size. You will be running into truck zones, fire hydrants, etc., but you will not gain spaces. Al Callucci of 9 Lexington Road stated no one walks downtown any more than him. He sees cars circling for parking spaces. We are going to lose the Lillian’s parking lot. If we delay this project until September, we will have construction on both parking lots simultaneously. This will cut off parking to downtown entirely. He can’t think of any reason why we should prolong this. Mayor Johnson closed the public hearing at 7:05 p.m. CALL TO ORDER Mayor Johnson called the meeting to order at 7:05 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 7:06 p.m. Theresa Grocki of 1 South Federal Street stated this is the Saratoga Springs Housing Authority. She is speaking on behalf of some of her neighbors. They were made aware of a problem in their building in July and were told not to talk about it and not make it public. Their problem is they have bed bugs in their apartments. An Orkin man was brought in to her apartment yesterday. She thought she was losing her dignity by talking about this but she is finding she is finding dignity in speaking out. The housing authority told them not to go to the press and has done everything they can. She has been doing her part cleaning her apartment and washing her clothes more regularly. It is costly. She is here to beg someone for help. Page 5 of 18 City Council Meeting 12/6/11 She has called the Board of Health, Code Enforcement, the Mayor’s Office, and no one has helped them. She provided a packet of information for the Council which included a report from Orkin. Mayor Johnson stated he will be in touch with the Housing Authority and get back to her. Kathy Denkenberger of The Saratoga Convention and Tourist Bureau stated the City has reached out to the Convention Bureau and ask them to help with additional bookings at the Casino. They are in support of the rate structure being put out. Al Callucci of 9 Lexington Road stated Commissioner Scirocco has put together a new fee schedule that the Council should take a serious look at. He urged the Council to support the Commissioner’s presentation. Patrick Kane of 19 Marion Place stated he concurs with the gentleman that shared his expertise with us. Jamming it in in a short amount of time is irresponsible. He is not suggesting the project be stopped but control the speed so what is trying to be accomplished downtown is not disrupted. They are asking 2 new Council members to vote on it in their first meeting which is unfair. He also noticed the Communications Clerk in the Mayor’s Office is for $21,000. He asked if it is a full time benefits job. Mayor Johnson advised it is a part-time position. Eileen Finneran of Round Table Road stated when Commissioner Franck and his office first started the website you could click on the link and see the attachments. Now you can’t see the attachments so the public has no idea what the cost of the parking deck is or the cost of these positions. Justin made a lot of great points regarding parking in the City. Since the proposals just came in, she doesn’t see why they can’t wait a few more weeks to put this on the agenda for the new Council members. Bonnie Sellers of 73 Fifth Avenue stated our Mayor was criticized for not planning for the future. We have discussed the parking problems and the shop keepers have heard the complaints. People complain they can’t find a parking space or have to park many blocks away. We need to do it now; not talk it to death. If ever there was a time to plan for the future, now is it. Theresa Vincent of Stone Quest Apartments #620 stated she is here to support Theresa and her fellow tenants. There has been retaliation to her personally by Ed Spychalski. There used to be bug inspections every month until a few years ago. She has proof that Ed has retaliated against her and he threatened to evict her over having a party in the community room she never had. She doesn’t want anything to happen to Theresa because of brining this forward tonight. This is a situation that has to be fixed as soon as possible. David Wright of 1 S. Federal Street is a U.S. Marine and a vet. He was let go 2 years ago as ranger and moved back here. About 4 months ago he noticed the bed bug problem and has tape recordings of his conversations with Ed regarding the bed bug problem and Ed refusing to get his apartment sprayed. Kitsa Yard of Apartment # 813 of Stonequest Apartments stated she has seen 2 bed bugs. She hasn’t gone to Ed because he said he isn’t going to do anything about it. If the 9 floors don’t get sprayed the situation will get out of control. They are in housing because they can’t afford it. Ed is supposed to help them with the bed bugs. Michele Madigan of 30 Horseshoe Drive stated she is not opposed to the parking deck and thinks it is a good idea. She hopes they will make the best decision for the City of Saratoga Springs going forward in regards to timing. Phil Diamond of 29 Waterview Drive stated he echoes what Michele just said. We should go ahead and pick the best proposal. Parking rears its head in every ugly fashion every year. Think about the cheapest long term maintenance deck. Build one with a roof so there is no plowing required. We need to consider paid parking with different rates for each season. Page 6 of 18 City Council Meeting 12/6/11 Justin Sabrasula of 433 Broadway stated the parking situation requires further study. He would disagree that spending $5 million dollars and then doing a study is the most fiscal way. We do not have data about the supply and demand of parking beyond what he has provided the Council with in a letter. He believes a data driven study will provide the Council with fiscally responsible answers. Mayor Johnson closed the public comment period at 7:27 p.m. PRESENTATION 9/11 Sculpture Placement Committee Joe Dalton, chair of the 9/11 Sculpture Committee presented the Council with a handout. He thanked the Committee for their hard work. The committee was appointed by the mayor upon recommendations from the City Council. Input was put out to the press so the entire community could register their suggestions. The Committee met with the Arts Council, the Urban Cultural Park representatives, and reviewed all state, county and City lands on the City engineer’s maps. They also held 2 public hearings. They notified the public that state lands, school lands, Skidmore College, the fire house, the Military Museum, and south Congress Park bowl were not feasible because of regulations and procedures. They agreed there had to be at least a 60% approval of the site by the Committee. They received more than the 60% approval for placement of the structure at High Rock Park. In the pictures provided, there is an overgrown bush which acts as the approximate site of where the sculpture will go. There is also a distance shot of what the sculpture would look like at High Rock Park. The site has access to the Hilton, Courtyard, Hampton Inn, and the Farmer’s Market. It is also a calm setting which is what a lot of people wanted. Commissioner Scirocco asked what the next step is. Mayor Johnson stated the Council needs to discuss that. He thanked Mr. Dalton and the Committee for taking on this task. It was not easy. CONSENT AGENDA Mayor Johnson moved and Commissioner Ivins seconded to approve the consent agenda as follows: 1. Approval of 11/15/2011 City Council Minutes 2. Approve Budget Amendments 3. Approve Budget Transfers 4. Approve Mid Warrant 11MWNOV2 $37,516.90 5. Approve Mid Warrant 11MWNOV3 $456,609.87 6. Approve Payroll 11/18/11 $402,309.45 7. Approve Payroll 11/22/11 $409,984.76 8. Approve Payroll 12/2/11 $409,482.68 9. Approve Regular Warrant 11DEC1 $387,554.15 Ayes – All MAYOR’S DEPARTMENT Discussion and Vote: Declaration of City Council Lead Agency Status for Long Alley Parking Deck at 6 Woodlawn Avenue (11-317) Mayor Johnson advised the City did declare being the lead agency on this project. We reached out to the other agencies that are interested and received responses from them. The City did declare its intention to become the lead agency. The Saratoga County Industrial Development Agency (IDA), the Saratoga Page 7 of 18 City Council Meeting 12/6/11 County Planning Board, and NYS Office of Parks, Recreation, and Historic Preservation all responded and stated they do not wish to be lead agency and deferred to the City Council. The next step is to declare the City Council as a lead agency status. Mayor Johnson moved and Commissioner Ivins seconded to declare the City Council as lead agency status under SEQRA purposes. Ayes - All Discussion and Vote: Determination of SEQRA Environmental Significance for Long Alley Parking Deck at 6 Woodlawn Avenue (11-318) Mayor Johnson stated since the City Council is now lead agency, it must determine if there is any environmental impact if the project was to move forward. There are 3 parts to this. Part 1 of the full Environmental Assessment Form has already been completed and Part 2 needs to be completed. Part 3 is to be used only if there is a potentially large impact as determined by Part 2. He read Part 2 and the proposed answered out loud as follows: PART 2 – Project Impacts and Their Magnitude (Responsibility of Lead Agency) General information o In completing the form the reviewer should be guided by the question: Have my responses and determinations been reasonable? The review is not expected to be an expert environmental analyst. o The examples provided are to assist the reviewer by showing types of impacts and wherever possible the threshold of magnitude that would trigger a response in column 2. The examples are generally applicable throughout the State and for most situations. But, for any specific project or site other examples and/or lower thresholds may be appropriate for a Potential Large Impact response, thus requiring evaluation in Part 3. o The impacts of each project, on each site, in each locality will vary. Therefore, the examples are illustrative and have been offered as guidance. They do not constitute an exhaustive list of impacts and thresholds to answer each question. o The number of examples per question does not indicate the importance of each question. o In identifying impact, consider long term, short term and cumulative effects. Instructions: a. Answer each of the 20 questions in PART 2. Answer Yes if there will be any impact. b. Maybe answers should be considered as Yes answers. c. If answering Yes to a question then check the appropriate box (column 1 or 2) to indicate the potential size of the impact. If impact threshold equals or exceeds any example provided, check column 2. If impact will occur but threshold is lower than example, check column 1. d. Identifying that an impact will be potentially large (column 2) does not mean that it is also necessarily significant. Any large impact must be evaluated in PART 3 to determine significance. Identifying an impact in column 2 simply asks that it be looked at further. e. If reviewer has doubt about size of the impact than consider the impact as potentially large and proceed to PART 3. f. If a potentially large impact checked in column 2 can be mitigated by changes(s) in the project to a small to moderate impact, also check the Yes box in column 3. A No response indicates that such a reduction is not possible. This must be explained in Part 3. Impact on Land: 1. Will the Proposed Action result in a physical change to the project? Yes Construction that will continue for more than 1 year or involve more than one phase or stage: Small to Moderate Impact (1) Page 8 of 18 City Council Meeting 12/6/11 2. Will there be an effect to any unique or unusual land forms found on the site? (i.e., cliffs, dunes, geological formations, etc.) No 3. Will proposed action affect any water body designated as protected? (Under Articles 15, 24, 25 of the Environmental Conservation Law, ECL) No 4. Will proposed action affect any non-protected existing or new body of water? No 5. Will proposed action affect surface or groundwater quality or quantity? No 6. Will proposed action alter drainage flow or patterns, or surface water runoff? No 7. Will proposed action affect air quality? No 8. Will proposed action affect any threatened or endangered species? No 9. Will proposed action substantially affect non-threatened or non-endangered species? No 10. Will proposed action affect agricultural land resources? No 11. Will proposed action affect aesthetic resources? (if necessary, use the visual EAF addendum in Section 617.20, Appendix B) No 12. Will proposed action impact any site or structure of historic, prehistoric or paleontological importance? Yes Proposed Action occurring wholly or partially within or substantially contiguous to any facility or site listed on the State or National Register of historic places: Small to Moderate Impact (1) 13. Will proposed action affect the quantity or quality of existing or future open spaces or recreational opportunities? No 14. Will proposed action impact the exceptional or unique characteristics of a critical environmental area (CEA) established pursuant to subdivision 6NYCRR 617.14 (g)? No 15. Will there be an effect to existing transportation systems? Yes Other Impacts: Small to Moderate (1) – Slight increase in traffic within vicinity. 16. Will proposed action affect the community’s sources of fuel or energy supply? No 17. Will there be objectionable odors, noise, or vibrations as a result of the proposed action? Yes Proposed Action will produce operating noise exceeding the local ambient noise levels for noise outside of structures: Small to Moderate (1) 18. Will proposed action affect public health and safety? No 19. Will proposed action affect the character of the existing community? Yes Development will create a demand for additional community services (e.g. schools, police and fire, etc.): Small to Moderate Impact (1) 20. Is there, or is there or is there likely to be public controversy related to potential adverse environment impacts? No Mayor Johnson stated since there were no potentially large impacts identified in Part 2, we do not need to proceed to Part 3. Mayor Johnson moved and Commissioner Franck seconded to adopt the recommendations under Part 2 of the SEQRA form. Ayes – All Mayor Johnson stated on page 1 of the form, the Council has completed Parts 1 & 2; therefore those boxes have been checked. He read the following piece of the form into the record: Upon review of the information on this EAF (Parts 1 and 2 and 3 if appropriate), and any other supporting information, and considering both the magnitude and importance of ach impact, it is reasonably determined by the lead agency that: A. The project will not result in any large and important impact(s) and, therefore, is one which will not have a significant impact on the environment; therefore a negative declaration will be prepared. Mayor Johnson moved and Commissioner Wirth seconded to issue a negative declaration. Ayes - All Page 9 of 18 City Council Meeting 12/6/11 Announcement: Applications Available for 2012 CDBG Funding Mayor Johnson announced the applications for the Community Development Block Grant are now available at the City’s Office of Community Development and on the City’s website. These funds are designed to assist activities that address community development needs. The City will have approximately $300,000 in grant funds for 2012. The deadline for submitting applicants for the funding is 4:30 p.m., Friday, January 27, 2012. Discussion and Vote: Appointments to City Center Authority Board (11-319) Mayor Johnson nominated Tom Roohan effective 12/21/11, Susan Farnsworth effective 2/16/12, and Joe Dalton effective 12/21/11. This is a 7 member board with 6 year terms. The Council must vote on the nominations for them to become effective. He thanked the outgoing members for their dedication and service. These people are Mike Toohey, Ed Lenz, and Bill Dake. Mayor Johnson moved and Commissioner Ivins seconded to approve the nominations as described. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with Miller, Mannix, Schachner & Hafner, LLC for Professional Legal Services for City of Saratoga Springs Zoning Ordinance (11-320) Bradley Birge advised there have been numerous meetings over 18 months for the revision of the Zoning Ordinance. They are making it more user friendly, logical in progression, etc. This contract will allow Miller, Mannix to move beyond phase 1 and structure for phase 2. Phase 1 is restructuring the organization of it, updating the language to reflect current laws, etc. Phase 2 is to address a range of policy issues, reviewing and possibly revising the number of zoning districts, etc. Mayor Johnson stated the contract is for now thru December 31, 2012 at an hourly rate of $175 per hour with the total contract not to exceed $38,000. Mayor Johnson moved and Commissioner Wirth seconded to authorize the mayor to enter into contract. Aye – All Discussion and Vote: Authorization for Mayor to Sign Agreement with Miller, Mannix, Schachner & Hafner, LLC Legal Services for Land Use Boards (11-321) Mayor Johnson stated Mr. Schachner has been providing this service to the City for a number of years. This is to provide service to any of the Land Use Boards at a rate of $175 per hour, not to exceed $20,000, and the contract will run through December 31, 2012. Mayor Johnson moved and Commissioner Wirth seconded to authorize the mayor to enter into the agreement. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Contract with Harris Beach for Legal Services Pertaining to General Labor Matters (11-322) Mayor Johnson stated this used to be on a monthly retainer of $2,000 to provide legal counsel to the City. We no longer need that scope of service as we now have a human resource administrator. We pay the HR administrator $50 or $60 per hour depending upon the service provided. If HR can’t handle the issue we Page 10 of 18 City Council Meeting 12/6/11 will pay Harris Beach $200 per hour. Harris Beach was told to notify us if we ever reached 5 hours a month so we can better control the cost. This will be for the year 2012 and expiring December 31, 2012. Mayor Johnson moved and Commissioner Wirth seconded to authorize the mayor to enter into the contract. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Contract with Harris Beach for Legal Services Pertaining to Labor and Collective Bargaining Negotiations (11-323) Mayor Johnson stated it is appropriate to renew the agreement at the same rate of $250 per hour through the year 2012 to expire December 31, 2012. This will be dealing with any City union for collective bargaining. Mayor Johnson moved and Commissioner Wirth seconded to authorize the mayor to enter into the contract as described. Ayes - All Discussion and Vote: Recommendations from City Real Estate Committee (11-324) Joe Scala, City Attorney explained there were 3 projects reviewed. Shelters of Saratoga plans to put up a new building between the 2 existing buildings, therefore they need to move parking to the back. Marvin Alley and the City property cuts off the access to the parking. They are asking the City to transfer that property so they can effectuate the new plan. The next proposal is property owned by Tom Roohan. The City access goes through the back. They are proposing they get an easement to provide parking between the 2 parcels in exchange for which they will provide additional parking in an area we now use. They will deed over the property to the City and get an easement for the property they need the parking on. The final property is off Arrowhead Road which is also a City right of way. The proposal is to sell the property so owner can sub-divide. Commissioner Franck will be voting for these but confirmed if the City would want the area in the Roohan proposal to be parking for the trail in the future. Mayor Johnson thought of that as well and is something to explore. They are looking to negotiate with National Grid for the use of the old rink site for parking. Commissioner Scirocco questioned if they were sure there is no infrastructure on any of these City properties. Joe Scala confirmed there were not. Mayor Johnson moved and Commissioner Wirth approve the recommendations based upon the report from the City Real Estate committee. Ayes – All Mayor Johnson stated the key criteria for the transfer of land is that there was no useful public purpose. Joe Scala stated that was correct and should be noted in each of the determinations. Discussion and Vote: Approve Salary – Administrative Director – Recreation (11-325) Mayor Johnson stated they worked with the Civil Service Commission to change the description to better fit the needs. The description was provided to the Council. The position is full time, non-union position and Page 11 of 18 City Council Meeting 12/6/11 not to exceed $45,000. The prior director was noted as having made $97,000. To be fair, she retired at a salary of $75,000 and then the payouts that were required were added to that. They can’t go without a recreation director and it is in the budget that was just adopted. Mayor Johnson moved and Commissioner Wirth seconded to approve salary and position as described. Ayes - All Discussion and Vote: Approve Salary Schedule – Communications Clerk (11-326) Mayor Johnson stated they worked with the Civil Service Commission. This is a mixture of duties such as handling mail, handling communications equipment, etc. This is a part year position that is full time and will begin in April, 2012 at a Grade 2 Step 1 - $28,890. This is in the 2012 budget. Mayor Johnson moved and Commissioner Wirth seconded to approve as described. Ayes - All Discussion and Vote: Hourly Rate for P/T Administrative Aide (11-327) Mayor Johnson stated the hourly rate will be up to $12 per hour for 20 hours per week to assist in the operation of the City Attorney’s Office. This is included within the 2012 budget adopted. Mayor Johnson moved and Commissioner Wirth seconded to approve the hourly rate as described. Ayes - All Discussion and Vote: Hourly Rate for P/T Program and Visitor Center Assistant (11-328) Mayor Johnson stated in January 2009 they set a rate of $12 per hour. They are looking to set the rate up to $12 per hour. The hours per week are undetermined and are part time as needed. This is within the 2012 budget. Mayor Johnson moved and Commissioner Scirocco seconded to approve the hourly rate as described. Ayes - All Discussion and Vote: Recreation Program – Beginning Knitting Classes (11-329) Kathy Lanfear advised they are requesting approval for beginning knitting classes. One class will be free as they will co-sponsor through the Saratoga County Youth Bureau. Another class will be fee based - $60 for participant and $35 for seniors. Mayor Johnson moved and Commissioner Ivins seconded to approve the program as described. Ayes - All Discussion and Vote: Recreation Program – Open Figure with Coach 6 am Skate (11-330) Kathy Lanfear stated there were requests for a 6 a.m. skate time. The fees will be $15 per skater which is higher than normal due to the time requested. Mayor Johnson moved and Commissioner Ivins seconded to approve the program as described. Ayes – All Page 12 of 18 City Council Meeting 12/6/11 Discussion and Vote: Recreation Program – Open Stick with Coach (11-331) Kathy Lanfear stated they are looking to expand their open stick program to add coaches on the ice. The coach’s fee is $6 per coach. That will be adjusted accordingly in the 2012 budget. Mayor Johnson moved and Commissioner Scirocco seconded to approve the program as described. Ayes – All ACCOUNTS DEPARTMENT Discussion and Vote: 2012 City Insurance (11-332) Marilyn Rivers stated the past 3 years the City has had a letter of agreement with Trident Insurance which held the insurance steady. The insurance came in with proposals of an increase of 20 -25%. She introduced Harry Bucciferro to explain the steps for renewal. Harry Bucciferro stated 3 years ago the City saw a $100,000 insurance reduction which they were able o lock in. That was the lowest insurance cost seen in the City over the past 10 years. The reasons we have seen savings is due to Council reaction to hire a professional risk manager and institute a Safety Committee. They went to 7 different insurance carriers and narrowed it down to Trident and Travelers. This is all the insurance the City has to cover the City property - $75 million dollars in City owned property. The Travelers proposal provides about $9 million dollars more in property insurance than Trident. They added in a lower deductible plan, it covers 200 City vehicles, general liability, professional liability, etc. There was a $600 difference between Travelers Insurance and Trident Insurance. Marilyn Rivers stated the renewal price is $576,570; within budget. When we started out in 2003 we had $5 million dollars in excess coverage and now we are up to $12 million. Commissioner Ivins commended Marilyn for the hard work on this to pull it all together. Commissioner Franck moved and Commissioner Ivins seconded to switch insurance companies to Travelers for contract year 2012 in the amount $576,570. Ayes - All Set Public Hearing: 95 Meadowbrook Road Zoning Amendment Commissioner Franck set a public hearing for December 20, 2011 at 6:55 p.m. FINANCE DEPARTMENT Discussion and Vote: Amend the 2011 Capital Budget for Parking Deck at 6 Woodlawn Avenue (11-333) Commissioner Ivins moved and Mayor Johnson seconded to approve the amendment to the 2011 Capital Budget for the parking deck at 6 Woodlawn Avenue as previously distributed. Commissioner Franck confirmed they are moving it from 2012 to 2011. Mayor Johnson stated that was correct. Roll Call: Commissioner Franck – Aye Page 13 of 18 City Council Meeting 12/6/11 Commissioner Ivins – Aye Commissioner Scirocco – Aye Commissioner Wirth – Aye Mayor Johnson - Aye Discussion and Vote: 2011 Bond Resolution (11-334) Commissioner Ivins moved and Commissioner Wirth seconded that the bond resolution for 2011 as previously distributed to the Council authorizing the issuance of serial bonds not to exceed $3,082,000 for the Woodlawn Avenue Parking Deck be approved. Commissioner Ivins stated $2,582,000 is the general debt service from the property tax. The $500,000 is from the Special Assessment District. Commissioner Franck confirmed the Special Assessment District is separate entity that would tax their district and not in our tax rate. Mayor Johnson stated it is not included in the calculation of our tax rate. Commissioner Franck confirmed this is not the bonding but allowing for the bonding. Commissioner Ivins stated that is correct. They can bond up to this amount; they may not bond the full amount listed here. 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 2012 health Insurance Carrier Rate Sheets (11-335) Commissioner Ivins moved and Commissioner Wirth seconded to authorize the mayor to sign the health insurance carrier rate sheet as attached. Commissioner Ivins stated these are the rates for 2012. We received a considerable savings because most people are on one carrier. Ayes - All Discussion and Vote: City Fees for 2012 (11-336) Commissioner Ivins moved and Commissioner Scirocco seconded to approve the City fees for 2012 as previously distributed to the Council. Ayes - All Discussion and Vote: Payroll Transfers Accounts (11-337) Commissioner Ivins moved and Commissioner Franck seconded the payroll transfers for the Accounts Department as previously distributed to the Council. Commissioner Ivins stated because this is coming from the contingency this requires a roll call. Roll Call: Page 14 of 18 City Council Meeting 12/6/11 Commissioner Franck – Aye Commissioner Ivins – Aye Commissioner Scirocco – Aye Commissioner Wirth – Aye Mayor Johnson – Aye Discussion and Vote: Payroll Transfers DPS (11-338) Commissioner Ivins moved and Commissioner Wirth seconded the payroll transfers for the Department of Public Safety as previously distributed to the Council. Ayes - All Discussion and Vote: Payroll Transfers Finance (11-339) Commissioner Ivins moved and Commissioner Wirth seconded the payroll transfers for the Finance Department as previously distributed to the Council. Roll Call: Commissioner Franck – Aye Commissioner Ivins – Aye Commissioner Scirocco – Aye Commissioner Wirth – Aye Mayor Johnson - Aye Discussion and Vote: Payroll Transfers Mayor (11-340) Commissioner Ivins moved and Mayor Johnson seconded the Mayor’s Department payroll transfers for the as previously distributed to the Council. Ayes - All Discussion and Vote: Payroll Transfers DPW (11-341) Commissioner Ivins moved and Commissioner Scirocco seconded the approval of the Department of Public Works payroll transfers as previously distributed to the Council. Ayes - All Discussion: 2011 NYS Audit Commissioner Ivins announced the NYS 2011 audit will be done but the start date has not been determined. It has been approximately 10 years since a full audit has been done. Discussion and Vote: Post-Issuance Compliance Procedure and Policy for Tax-Exempt Governmental Bonds (11-342) Commissioner Ivins moved and Commissioner Wirth seconded that the policy on post issuance compliance procedure for tax exempt governmental bonds as recently changes by the IRS be adopted and followed by the City of Saratoga Springs. Commissioner Ivins advised that every time the City issues tax exempt bonds they are required to file form 8038-G with the IRS. The form was recently changed and as a result, the City’s Bond Counsel advised the City to adopt a post issuance and compliance procedural manual. Page 15 of 18 City Council Meeting 12/6/11 Commissioner Franck asked what the main reason for this is. Commissioner Ivins stated the main reason is to ensure the City is following the proper procedure. Ayes – All Discussion: City Finances Commissioner Ivins stated the sales tax trending is still positive. PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign an Agreement Addendum with Hanson VanVleet (11-343) Commissioner Scirocco stated this is an addendum with Hanson Van Vleet. This is part of a negotiated scheduled. Phase 1 included installation of soil boring and ground monitoring wells. It identified the potential of an additional 1 millions gallons per day of water in the Bog Meadow area. The addendum will allow the City and Hanson VanVleet to install 3 more monitoring wells in the area and a large diameter production well and a 72 hour pumping test. The phase of this work has a deadline of January 31, 2012. Commissioner Scirocco moved and Commissioner Wirth seconded to authorize the mayor to sign an agreement with Hanson VanVleet in the amount of $95,135 and the funding is in the capital budget. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Alltek (11-344) Commissioner Scirocco stated this is for the heating system as the Senior Center. The original heating system is 34 years old. Commissioner Scirocco moved and Commissioner Wirth seconded to authorize the mayor to sign an agreement with Alltek in the amount of $14,975 and the funding is in the CDBG budget. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Environmental Design Partnership – Bog Meadow Source Development (11-345) Commissioner Scirocco stated the City is in the process of developing an additional water source. The City needs to perform an engineering study of the best method to connect this additional water supply to the City’s system. They obtained proposals from 4 firms that would be qualified to perform this work. Commissioner Scirocco moved and Commissioner Wirth seconded to authorize the mayor to sign an agreement with Environmental Design Partnership in the amount of $10,500 and funding is in the capital budget. Ayes - All Discussion and Vote: Designate the Positions of Engineering Technician and Senior Engineering Technician (11-346) Page 16 of 18 City Council Meeting 12/6/11 Commissioner Scirocco moved and Commissioner Wirth seconded to designate the position of senior engineering technician, CSEA City Hall Unit at grade 11, step 1 & designate the position of senior engineering technician, CSEA City Hall Unit at grade 14, step 10. Stan Borden currently holds this position and will retain his longevity date. This motion supersedes all previous motions in respect to these two positions. Ayes - All PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Change Order for Verizon E-911 System (11-347) Commissioner Wirth stated this change order is to the City’s advantage. The City will be reimbursed for materials not needed in the amount of $4,859.97. Commissioner Wirth moved and Mayor Johnson seconded to authorize the mayor to sign the change order for the E-911 system. Ayes - All SUPERVISORS Joanne Yepsen Proposed 2012 County Budget Supervisor Yepsen stated she received numerous e-mails, calls, and letters regarding the budget. The process has been flawed and troublesome this year. It should be a year round effort by the County. There is no decision to date on changes and the vote will be taken on December 14th. Tax increase, outside agency cuts, and retirees are a few issues of real concern. The County is still accepting comments. 2012 Martin Luther King Day Celebration Supervisor Yepsen stated the celebration will be January 21, 2012 at the library again. It will be a day of community service. Supervisor Yepsen also reported she received an invite to the Governor’s announcement and award event this Thursday. Matt Veitch Saratoga County 2012 Proposed Budget Supervisor Veitch advised the public hearing was held last Thursday with 57 people commenting. They want funding restored to the Brookside Museum, to restore Medicare Part B reimbursement to our retirees, demand Medicaid relief from the state, and try to keep Maplewood Manor open. There is a huge challenge at the County to get their budget in order. He still feels there is a lot that can be cut and agrees with Supervisor Yepsen that the process could be improved upon. They should consider a budget committee that works year round. EXECUTIVE SESSION Page 17 of 18 City Council Meeting 12/6/11 Mayor Johnson moved and Commissioner Franck 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 9:17 p.m. Ayes – All Council returned from executive session at 9:35 p.m. Mayor Johnson stated nothing was resolved therefore there was nothing to report. Corrections Mayor’s Department Mayor Johnson stated he would like to make a correction to item #10 of his agenda – Discussion and Vote to approve salary of Administrative Director of Recreation. He started out saying Administrative Director of Recreation but at some point the minutes may reflect and the motion became the Recreation Director as opposed to the Administrative Director of Recreation and would like to make that clarification. Mayor Johnson moved and Commissioner Ivins seconded that the prior motion be modified to read as Administrative Director of Recreation. Ayes – All Finance Department Commissioner Ivins moved and Commissioner Scirocco seconded the transfer for the Accounts Department of $4,889 from contingency to the Accounts Department. Roll Call: Commissioner Franck – Aye Commissioner Ivins – Aye Commissioner Scirocco – Aye Commissioner Wirth – Aye Mayor Johnson – Aye Commissioner Ivins moved and Mayor Johnson seconded the contingency transfer out of the Finance Department is $7,786. Roll Call: Commissioner Franck – Aye Commissioner Ivins – Aye Commissioner Scirocco – Aye Commissioner Wirth – Aye Mayor Johnson – Aye Department of Public Works Commissioner Scirocco stated he needed to add the effective date of 1/1/12. Commissioner Scirocco moved and Commissioner Ivins seconded to designate the position of engineering technician, CSEA City Hall Unit at grade 11, step 1 & designate the position of senior Page 18 of 18 City Council Meeting 12/6/11 engineering technician, CSEA City Hall Unit at grade 14, step 10. Stan Borden currently holds this position and will retain his longevity date. This motion supersedes all previous motions with respect to these two positions. The designations will take effect January 1, 2012 and the monies have been appropriated in the 2012 budget. Ayes - All 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 9:47 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 12/29/11 Vote: 5 - 0 Page 19 of 18