City Council

December 17, 2012 CITY OF SARATOGA SPRINGS City Council Pre- Agenda Meeting PRESENT: Scott Johnson, Mayor Michele Madigan, Commissioner of Finance John Franck, Commissioner of Accounts Anthony Scirocco, Commissioner of DPW Christian Mathiesen, Commissioner of DPS STAFF PRESENT: Shauna Sutton, Deputy Mayor Lynn Bachner, Deputy Commissioner, Finance Sharon Kellner-Chille, Deputy Commissioner, Accounts Eileen Finneran, Deputy Commissioner, DPS Joe Scala, City Attorney Matthew Veitch, Supervisor Joanne Yepsen, Supervisor EXCUSED: Tim Cogan, Deputy Commissioner, DPW CALL TO ORDER Mayor Johnson called the meeting to order at 9:34 a.m. PUBLIC HEARINGS 1. Amend 2012 Capital Budget for Spring Run Trail PRESENTATION 1. Report, NYSA Funded DPW Records Inventory Project 2012 EXECUTIVE SESSION: Discussion regarding proposed, pending or current litigation, and collective negotiations. Commissioner Madigan advised she will be adding an item to executive session. CONSENT AGENDA 1. Approval of 11/14/12 City Council Minutes 2. Approval of 11/19/12 City Council Pre-Agenda Meeting Minutes 3. Approval of 11/5/12 City Council Minutes 4. Approve Budget Amendments (Decreases) 5. Approve Budget Amendments (Increases) 6. Approve Budget Transfers - Regular 7. Approve Payroll 12/07/12 $411,656.53 City Council Pre-Agenda Meeting December 17, 2012 8. Approve Payroll 12/14/12 $413,594.43 9. Approve Warrant: 2012 Reg – 12DEC2 $478,609.05 No comments. MAYOR’S DEPARTMENT 1. Discussion and Vote: Approval to Accept Donations and Sponsors for Recreation Department John Hirliman advised he will be asking for acceptance of donations tomorrow. 2. Announcement: Recreation Center Hours and Programs John Hirliman advised he will be announcing the hours for Christmas Eve, Christmas Day, New Years Eve, and New Years Day. 3. Discussion and Vote: Defibrillator Agreement for Rec and DPW Marilyn Rivers stated the indoor recreation center and DPW garage are getting AEDs. They have a policy that reflects that. This is a standard agreement. 4. Discussion and Vote: Amend the 2012 Capital Budget for Spring Run Trail Mayor Johnson stated this is in the amount of $47,354.91. Item number 5 from the Finance agenda will need to happen before this. Commissioner Madigan stated she believes they need to add an item to the agenda to request Council approval to use the parkland reserve for this item. Mayor Johnson advised they will discuss that. 5. Discussion and Vote: Authorization for the Mayor to Sign a Supplemental Agreement #2 with DOT for Spring Rum Trail Tim Wales, city engineer, stated they need to sign an additional agreement with DOT to be reimbursed for the additional funds to close out the project. 6. Discussion and Vote: Authorization for Mayor to Sign Change Order with AECOM for Spring Run Trail Project No comments. 7. Discussion and Vote: Exchange of Deeds wit h the City – Grand Avenue and Bluebird Court Tony Izzo advised this is a transaction they thought had been documented a number of years ago. These will be quick claim deeds. No City or County record indicates the filing had been done. 8. Discussion and Vote: Request for corrective Deed – Workforce Housing Unit – 287 Jefferson Street, Unit #4 Tony Izzo advised this involves the use of a garage. There is a declaration of covenants and restrictions in place. None of the City’s rights, regulations, or procedures has been affected; it is a procedure between two parties. 9. Discussion and Vote: Authorization for Mayor to Sign Agreement with Miller, Mannix, Schachner & Hafner, LLC Legal Services for Land Use Boards Page 2 of 5 City Council Pre-Agenda Meeting December 17, 2012 Mayor Johnson advised this is an annual agreement in the amount of $20,000. 10. Discussion and Vote: Resolution for Site Selection on proposed Casino Gambling Mayor Johnson advised the County is going to be issuing a similar resolution. This is not to say we support casino gambling but if it is going to happen we want a piece of it here in our City. He added a clause that before it goes to referendum, that the state designate the 7 sites. 11. Proposed Collective Bargaining Agreement with Saratoga Springs Firefighters Union Local 343 Mayor Johnson advised this a 3 year agreement; 2011 – 2013. 12. Appointment: Planning Board No comments. 13. Announcement: State of the City Address Mayor Johnson announced the State of the City Address will be held on Thursday, January 17th at 7 p.m. at the City Center. ACCOUNT’S DEPARTMENT 1. Discussion and Vote: Purchasing Policy Commissioner Franck advised all final changes have been made after discussions with various departments. 2. Discussion and Vote: Fire / EMS Insurance Change Commissioner Franck changed the title of this item to Discussion and Vote: Insurance Renewal 2013. Marilyn Rivers advised the City had the opportunity to increase the coverage for our EMS/ambulance program and lower the cost. We now have a vanishing deductible program where by year 3 we could pay no deductible for vehicles. We pulled the Fire Department out of the Traveler’s program and keeping them separate. The total cost for all insurance renewals is $661,792; within budget. 3. Discussion and Vote: Confined Space Policy Marilyn Rivers advised public works asked for a more detailed policy. It went from a 2 page policy to 18 pages and specifically follows the OSHA standard. 4. Discussion and Vote: Approval of AED Policy Marilyn Rivers advised we are updating the policy to add the DPW garage and the recreation center. 5. Appointment: Commissioners of Deeds No comments. FINANCE DEPARTMENT 1. Discussion and Vote: Property Auction Bids Page 3 of 5 City Council Pre-Agenda Meeting December 17, 2012 Commissioner Madigan advised the auction was held December 8th. She will have 3 bids for Council to vote on tomorrow. 2. Discussion and Vote: Budget Transfers – Payroll No comments. 3. Discussion and Vote: Budget Transfers – Benefits No comments. 4. Discussion and Vote: Budget Amendments – Benefits No comments. 5. Discussion and Vote: Capital Budget Amendment – Spring Run Trail No comments. PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Accept Donation of Dutch Tulip Bulbs No comments. 2. Discussion and Vote: DPW Sick Bank Request No comments. PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Agreement with Hudson Valley Community College for the EMT – Paramedic Program Chief Williams advised this is a program they have participated in for a number of years. The students ride with the firemen and interact with them. The students are normally here between April and July. 2. Discussion: Parking Regulations Workshop Commissioner Mathiesen stated they thought this would be a good time to talk about parking in the garages and downtown. They would like to schedule a meeting on January 23rd. Commissioner Mathiesen advised he will be adding an item to his agenda: Discussion and Vote for Change Order with PCC Contracting for Cornice Repair. SUPERVISORS JOANNE YEPSEN 1. County Budget for 2013 2. Racing Resolution on Casinos in NYS 3. Maplewood Manor Page 4 of 5 City Council Pre-Agenda Meeting December 17, 2012 4. Climate Smart Communities Task Force Report 5. Martin Luther King Celebration for Saratoga Springs MATTHEW VEITCH Supervisor Veitch advised he will be adding the following items to his agenda: 2013 County Budget, Public Safety Committee, Trails Committee, and Racing Committee. ADJOURN Mayor Johnson adjourned the meeting at 9:56 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 1/15/13 Vote: 5 - 0 Page 5 of 5