City Council

April 1, 2013 CITY OF SARATOGA SPRINGS City Council Pre- Agenda Meeting PRESENT: Scott Johnson, Mayor (arrived at 9:44 a.m.) Michele Madigan, Commissioner of Finance Christian Mathiesen, Commissioner of DPS Anthony Scirocco, Commissioner of DPW STAFF PRESENT: Shauna Sutton, Deputy Mayor (arrived at 9:44 a.m.) Lynn Bachner, Deputy Commissioner, Finance Sharon Kellner-Chille, Deputy Commissioner, Accounts Eileen Finneran, Deputy Commissioner, DPS EXCUSED: John Franck, Commissioner of Accounts Tim Cogan, Deputy Commissioner, DPW ABSENT: Matthew Veitch, Supervisor Joanne Yepsen, Supervisor CALL TO ORDER Commissioner Madigan called the meeting to order at 9:40 a.m. PUBLIC HEARINGS Speed Limit on Meadowbrook Road Commissioner Mathiesen explained they are looking to increase the speed limit on Meadowbrook Road from Union Avenue to Beacon Hill Drive and from the other end of Beacon Hill Drive to Staffords Bridge Road to 40 mph. The rest of Meadowbrook Road will remain at the current speed limit. Amend 2013 Capital Budget to Add for the School District Capital Improvement Project Mayor Johnson explained this is for the acceptance of $30,000 capital improvement funds from the school district. Move Polling District 14 Deputy Commissioner Sharon Kellner-Chille advised this is the second public hearing regarding moving polling district 14 from the William H. Ford Center to the Recreation Center. City Council Preliminary Agenda Meeting April 1, 2013 PRESENTATIONS Saratoga 150 Celebration Mayor Johnson stated he asked members of the Saratoga 150 Committee to give us a presentation of what is going on. Commissioner Madigan asked if this presentation will describe the City’s presence in the 150 year celebration. Mayor Johnson advised over his objection, there hasn’t been a presence there. The first events are beginning next month and there are 180 events. That could be something that could be addressed tomorrow evening. Commissioner Scirocco advised he has been meeting with Joe Dalton regarding flags and banners throughout the City. Mayor Johnson stated at some point they are going to need DPW and Public Safety cooperation. EXECUTIVE SESSION There is no Executive Session scheduled. CONSENT AGENDA 1. Approval of 3/18/13 Pre-Agenda Meeting Minutes 2. Approval of 3/19/13 City Council Minutes 3. Approval of 3/5/13 City Council Minutes 4. Approve Budget Amendments (Increases) 5. Approve Budget Transfers - Regular 6. Approve Payroll 03/22/13 $389,337.49 7. Approve Payroll 03/29/13 $432,201.16 8. Approve Warrant: 2013 Mid – 13MWMAR2 $597,276.42 9. Approve Warrant: 2013 Reg – 13APR1 $697,933.46 No comments, revisions or additions on the above. MAYOR’S DEPARTMENT Discussion and Vote: Appointment to City Center Authority Board No comment. Discussion: Update on Comprehensive Plan Committee Mayor Johnson advised he had made a modified offer to the Council. Discussion and Vote: Authorization for Mayor to Sign Agreement with M.J. Engineering and Land Surveying, P.C. for Comprehensive Plan Update No comment. Appointment: Design Review Commission No comment. Page 2 of 6 City Council Preliminary Agenda Meeting April 1, 2013 Appointment: Saratoga Springs Housing Authority Board No comment. Discussion and Vote: Identification Card Policy Marilyn Rivers advised this is an update to reflect the replacement and cost of the program being shifted from Risk and Safety to the Mayor’s Department. Proclamation: Fair Housing Month No comment. Announcement: Brown Bag Lunch No comment. Set Public Hearing: and Refer to County Planning Board for Advisory Opinion on the Proposed Zoning Map Amendment at Jefferson and Gridley Streets, Tax Parcel ID’s 179.37-1-1-1, 179.37-1-1-2, 179.37-1- 1-3, 179.37-1-1-14, 179.37-1-1-15, and 179.37-37-1-1-16 No comment. Discussion: Shared Access Advisory Board Update Kate Maynard of the Planning Department advised the Council appointed a committee. This is to provide a brief update of activities to date and share the draft checklist. They are looking for specific input from departments like Public Works and Public Safety. The other official action is item #11 on the agenda to change the name from Shared Access Advisory Board to Complete Streets Advisory Board. Discussion and Vote: Official Name Change – Complete Streets Advisory Board No comment. Discussion: Restoration of VLT Aid in NYS Budget Mayor Johnson advised we received partial restoration of the VLT funds from NYS and we will continue to advocate for full restoration. ACCOUNT’S DEPARTMENT Discussion and Vote: Memorandum of Support – S1000 and A682 Deputy Sharon Kellner-Chille advised Commissioner Franck will be asking for a vote in support of this tomorrow night. Discussion and Vote: Move Polling District 14 from William H. Ford Center to Recreation Center No comment. Announcement: Acceptance of Change of Polling Place to City Center for Districts 3, 4, 8, 9, and 25 No comment. Announcement: How to Grieve Your Assessment Class Page 3 of 6 City Council Preliminary Agenda Meeting April 1, 2013 No comment. Award of Bid: Printed Shirts to Life As We Know It Apparel No comment. Award of Bid: Comprehensive Plan Update to M.J. Engineering and Land Surveying, PC No comment. FINANCE DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Contract with Novusolutions for Video Hardware and Services Commissioner Madigan advised this is a contract for City webcasting. Kevin Kling of the IT Department advised they are changing the way they handle webcasting which will free up IT resources. The meetings will be accessible via hand-held devices. Commissioner Madigan advised they will be automating the process of turning the webcast on and off for all meetings. Mayor Johnson asked if there is a way people can avoid having Adobe flash on their computer. Kevin advised there will no longer be a need for any other tool; it will be available on hand-held devices. Discussion: Comprehensive Plan Review Committee Commissioner Madigan stated now that she sees the mayor has this on his agenda; she does not need to have this item on her agenda. Discussion: NY State Budget Commissioner Madigan asked Mayor Johnson that since he has this on his agenda as well if it would be ok for her to combine her comments there. Mayor Johnson advised that would be fine. Discussion and Vote: Budget Transfers – Payroll No comment. PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Greenridge Cemetery Association Commissioner Scirocco advised this contract is for the portion of the cemetery the City owns. This is an annual agreement. Discussion: Submit the 2012 Department of Public Works Annual Report No comment. Page 4 of 6 City Council Preliminary Agenda Meeting April 1, 2013 PUBLIC SAFETY DEPARTMENT Discussion and Vote: Amend Chapter 225, Article IX, Schedule 225-69 – Speed Limits Commissioner Mathiesen advised this is the vote regarding the public hearing to increase the speed limit on portions of Meadowbrook Road. Discussion and Vote: Authorization for Mayor to Sign Application Forms with Verizon Commissioner Mathiesen advised this item and the next are related to the installation of security cameras on Caroline Street. Mayor Johnson stated he had a note that there is an issue with insurance on items 2 and 3. Tony Izzo stated there is an agreement and application for each item. He reviewed all the documents and he was told there were technicalities between the representatives of one or both of those companies and our policies. Marilyn Rivers advised the issues have been resolved. Discussion and Vote: Authorization for Mayor to Sign Application Forms with National Grid No comment. Discussion and Vote: Authorization for Mayor to Sign Undertaking with DOT for Road Closures Marilyn Rivers advised there are many parades happening throughout the year of which the community agencies don’t have the level of insurance needed for the closure of North Broadway. The Police Department is applying for the permit as they are the ones who control the roads. They will need to file with the state once a year and be able to tag on events like the Victoria Street Walk and Floral Parade. We just need to notify the state of these as they occur. Mayor Johnson asked if this went through the normal routing process. Marilyn advised this is an application not a contract; it’s a road closure permit. Mayor Johnson stated he has a note that this didn’t go through normal process. There may be some of these issues that Tony Izzo will have to handle while he is in the process of filling the city attorney position. Tony Izzo advised he has not reviewed the actual document and will do so today. Deputy Mayor Shauna Sutton asked for clarification on items 2, 3, and 4 if they are applications or agreements. What exactly is the mayor signing so in the future they have the proper documentation? Marilyn Rivers advised the Verizon and National Grid are applications to place cameras on poles. They are applications to put hardware up like what DPW does when they put up wreaths. Tony Izzo has reviewed those two applications but Tony doesn’t have access to NOVUS so he sees them on paper. He doesn’t have the capacity to approve them in NOVUS. Mayor Johnson asked why our assistant city attorney doesn’t have access to NOVUS. Tony Izzo stated he has never used NOVUS. He does his approvals by memo. Mayor Johnson stated they will make sure he has full access and get him up to speed. Page 5 of 6 City Council Preliminary Agenda Meeting April 1, 2013 Commissioner Mathiesen advised they are adding 2 additional items to their agenda: Discussion and Vote: agreement for Alvey and DiMura for Appraisals, and Discussion of Elementary School Space to Increase the Presence & Interaction. SUPERVISORS JOANNE YEPSEN Commissioner Madigan stated Supervisor Yepsen asked her to present her agenda; however she doesn’t have any information so she just read the following: 1. Maplewood Manor 3/26 LDC Meeting 2. NYS budget Passage 3. Climate Smart Communities Training 4. Marketing Saratoga Through the Legislative Gazette Commissioner Madigan advised Supervisor Yepsen will not be in attendance at the Council meeting. She will go over her agenda provided she has the information. MATTHEW VEITCH 1. Technology Committee 2. Racing Committee 3. Animal Shelter Position 4. Maplewood Manor LDC ADJOURN Mayor Scott Johnson adjourned the meeting at 10:06 a.m. Respectfully submitted, Lisa Ribis Secretary to City Council Approved: 4/16/13 Vote: 4 - 0 Page 6 of 6