City Council

January 14, 2013 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 9:36 a.m. CONSENT AGENDA 1. Approval of 11/20/12 City Council Minutes 2. Approval of 12/17/12 Pre-Agenda Minutes 3. Approval of 12/3/12 Pre-Agenda Minutes 4. Approval of 12/31/12 Pre-Agenda Minutes 5. Approve Budget Amendments (Increases) 6. Approve Budget Transfers - Regular 7. Approve Payroll 01/04/13 $333,447.22 8. Approve Payroll 01/11/13 $420,064.63 9. Approve Warrant: 2012 Mid – 12MWDEC3 $84,442.94 10. Approve Warrant: 2012 Reg – 12DEC4 $561,835.42 11. Approve Warrant: 2013 Mid – 13MWJAN1 $5,905.17 12. Approve Warrant: 2013 Reg – 13JAN1 $580,404.91 No comments. MAYOR’S DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Agreement with M.J. Engineering and Land Surveying P.C. for Comprehensive Plan Update City Council Pre-Agenda Meeting January 14, 2013 Brad Birge of the Planning Department advised this is in regards to the comprehensive plan update. An RFP was sent out for consultants to assist the City with this. A recommendation had been made to the mayor and the City Council. Mayor Johnson advised the amount of the agreement is $65,000. The true value would be around $80,000 if they were to charge the City for everything. Commissioner Madigan asked the mayor how he plans to go about selecting the comprehensive review board. Mayor Johnson stated historically the committee has been chosen by the mayor. The Charter puts the responsibility for the conducting of that review in his department. Commissioner Mathiesen stated he doesn’t believe the Charter speaks to who appoints the members of the committee. Mayor Johnson stated the committee has been constituted at this time. 2. Discussion and Vote: To Seek State Funding to Update the East Side Historic District Survey Information Brad Birge stated they would like to seek grant funding through the State Historic Preservation Office. This is the same program they received funding to update our historic district legislation. No cash match is required and in-kind services will be provided. Commissioner Madigan asked if we have anything written from the Saratoga Preservation Foundation stating they are committed to this match. Brad advised they can obtain that. 3. Discussion and Vote: Authorization for Mayor to Sign Agreement with ESI for Employee Assistance Program Mayor Johnson advised this is an annual agreement. 4. Discussion and Vote: Authorization for Mayor to Sign Agreement of Sale for Parcels on Alger Street Joe Scala, city attorney advised this is a number of parcels. They are in the process to sell our parcels to them. 5. Announcement: 2013 State of the City Address Mayor Johnson stated the State of the City Address will be this Thursday at 7 p.m. at the City Center. ACCOUNT’S DEPARTMENT 1. Set Public Hearing: Change to Chapter 136 Insurance Requirements Marilyn Rivers advised they are removing 2 words from the insurance requirements that were mistakenly left in with the original re-write. 2. Discussion and Vote: Creation of Temporary Clerk Positions with State Archives Grant Funds Nancy Wagner advised we received a grant from the State Archives for inventory of the building records. We need to create a position for someone to come in and inventory the records. The grant money is for this staff. This is a non-matching grant. Page 2 of 5 City Council Pre-Agenda Meeting January 14, 2013 3. Discussion and Vote: Authorization for Mayor to Sign Application for Funding from State Archive Grants Program Nancy Wagner stated we are going to apply for a grant for an e-mail management system. Kevin Kling explained our current e-mail system is a bulk capture with little ability to produce results when there is a FOIL request or for litigation. We also have no way of enforcing retention requirements. This will automate the process to allow us to capture the e-mail and produce it when requested. Nancy advised this is a non-matching grant. 4. Award of Bid: Comprehensive Plan Update to MJ Engineering and Land Surveying, PC No comments. 5. Discussion and Vote: Resolution for Non-Union Full Time Personnel Commissioner Franck advised in January 2007 a resolution was put together for non-union employees to get raises. When finances got tough, we pulled this resolution. He is trying to bring this resolution forward as these positions have not received raises in 5 years. These positions do not receive step increases as union positions do. Many of these positions are appointed positions. There are 2 positions which need to be added to this resolution: Administrator of Recreation and Zoning and Building Inspector. We can review this annually and he has worked with finance to tie this into the northeast CPI. FINANCE DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Contract with Walsh and Walsh (Bond Counsel Services) Commissioner Madigan advised this is a variable rate not to exceed amounts appropriated, which is $20,000. 2. Discussion and Vote: Budget Transfers – Payroll No comments. 3. Discussion and Vote: Budget Amendments - Benefits No comments. 4. Discussion and Vote: Budget Amendments - Interfund No comments. 5. Announcement: Online Payment of Taxes and Utility Bills No comments. PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign a Change Order – Stilsing Electric, Inc. – Water Treatment Plant Page 3 of 5 City Council Pre-Agenda Meeting January 14, 2013 Tim Wales stated this is a change order for the electric work accompanying the valve assemblies. 2. Discussion and Vote: Authorization for the Mayor to Sign a Change Order for Carpenter-Roslund, Inc. – Casino Handicap Ramp Tim Wales advised this change order is a credit for the copper that was first installed. 3. Discussion and Vote: Authorization for the Mayor to Sign a Contract with Wehran Energy Corporation Tim Wales stated this contract is for Mr. Wehran to consult with us to figure out some of the issues going on at the landfill. 4. Discussion and Vote: Authorization for the Mayor to Sign an Agreement Addendum for Dente Engineering – Canfield Casino Basement This item was pulled from the agenda. 5. Discussion and Vote: Authorization for the Mayor to Sign an Agreement Addendum with Ryan Biggs – Canfield Casino Basement This item was pulled from the agenda. 6. Discussion and Vote: Authorization for the Mayor to Sign an Agreement Addendum with Stantec Consulting Services, Inc. – Adams Street Pump Station Tim Wales advised they need to do additional analysis. NYRA provided the check to pay for this. 7. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Lorice Enterprises, Inc. Tim Wales advised this is for the removal of lead based pain in filter #4 at the water treatment plant. 8. Discussion and Vote: Sick Bank Request No comments. PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Contract with Dr. Timothy Brooks as Medical Director Commissioner Mathiesen stated the contract is being increased from $7,500 to $10,000. Dr. Brooks will be providing more training for the Fire Department. 2. Appointment: Re-appointment of Dr. Paul Okosky as Public Health Officer No comments. 3. Discussion and Vote: Authorization for Mayor to Sign Renewal Contract with Girvin & Ferlazzo for Legal Services to the City of 207a and 207c Legal Matters No comments. 4. Discussion and Vote: Authorization for Mayor to Sign Agreement Addendum 2 with Ryan Biggs for Additional Services for the Lake Avenue Firehouse Floor Project Page 4 of 5 City Council Pre-Agenda Meeting January 14, 2013 Commissioner Mathiesen advised this change order is the final changes for the floor project. 5. Announcement: Police Academy Graduates Commissioner Mathiesen advised they have 2 graduates joining their department. 6. Announcement: Parking Regulations Workshop on January 23, 2013 Commissioner Mathiesen stated this workshop will be at 7 p.m. in the Music Hall. Commissioner Mathiesen advised he is adding 2 items to his agenda – Set Public Hearing for Vacant Buildings Chapter 222, and Announcement of Condolences to Firefighter Tom Knight. SUPERVISORS JOANNE YEPSEN Supervisor Yepsen stated she would be adding the following to her agenda: County Board Meeting, State of the State Address, and Gun Show Re-cap. MATTHEW VEITCH Supervisor Veitch stated he would be adding the following to his agenda: Technology Committee, Maplewood Manor, and Racing Committee. ADJOURN Mayor Johnson adjourned the meeting at 10:00 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 2/19/13 Vote: 5 - 0 Page 5 of 5