City Council

August 5, 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 Joanne Yepsen, Supervisor Matthew Veitch, Supervisor STAFF PRESENT: Shauna Sutton, Deputy Mayor Lynn Bachner, Deputy Commissioner, Finance Sharon Kellner-Byrnes, Deputy Commissioner, Accounts EXCUSED: Tim Cogan, Deputy Commissioner, DPW Eileen Finneran, Deputy Commissioner, DPS Matt Dorsey, City Attorney CALL TO ORDER Mayor Johnson called the meeting to order at 9:46 a.m. PUBLIC HEARINGS Capital Budget – Basketball Court Resurfacing No Comments. Zoning Amendment – 3368 S. Broadway No comments. PRESENTATION 2012 Audited Financial Statements Commissioner Madigan advised Christine Gillmett-Brown and our auditors will be here to present the 2012 audited financial statements. Saratoga County Silks Coloring Contest Winner Supervisor Veitch advised the County held a coloring contest last month and will be presenting to the winner of Saratoga Springs tomorrow night. City Council Preliminary Agenda Meeting August 5, 2013 Act with Respect Always Program Commissioner Mathiesen advised this was placed under his agenda but it belongs here. EXECUTIVE SESSION Mayor Johnson advised there will be an executive session requested by the Finance Department. Commissioner Franck advised he requested an executive session for an article 7 case but it didn’t make it on the agenda. Commissioner Mathiesen inquired if he could add an item to executive session regarding land swap. CONSENT AGENDA 1. Approval of 7/15/13 Pre-Agenda Meeting Minutes 2. Approval of 7/16/13 City Council Minutes 3. Approve Budget Amendments - Increases 4. Approval Budget Transfers - Regular 5. Approve Payroll 07/26/13 $435,899.98 6. Approve Payroll 07/19/13 $441,421.92 7. Approve Payroll 08/02/13 $440,666.48 8. Approve Warrant: 2013 Mid – 13MWJUL2 $66,674.44 9. Approve Warrant: 2013 Mid – 13MWJUL3 $434.00 10. Approve Warrant: 2013 REG – 13AUG1 $512,831.26 No comments. MAYOR’S DEPARTMENT Discussion and Vote: Disciplinary Policy No comments. Discussion and Vote: FMLA Policy No comments. Discussion and Vote: Reappointment to Special Assessment District Mayor Johnson advised Tom Roohan and Ray Morris are up for re-appointment. Discussion and Vote: Resolution Authorizing the City to Submit a NYS consolidated Funding Application (CFA) Request for Implementation Grants, Category 2: Comprehensive Plan Brad Birge advised there are a series of applications. The first is through NYSERDA for municipalities to update their comprehensive plans. If they are successful in this funding, they hope to hire a consultant to progress the policy documents with the comprehensive plan and our regulatory policies. Commissioner Madigan asked if there are more details or scope to this with a 25% match by the City. Brad advised they will hire a consultant to look at the current comprehensive plan and to consolidate where we have various sustainability. Commissioner Madigan asked if the amount of the match is in the 2013 or 2014 budget. Page 2 of 7 City Council Preliminary Agenda Meeting August 5, 2013 Brad advised it is currently in a budget line with funding available for it. Commissioner Madigan advised she is uncomfortable with approval to apply and sign contract all at one time. She feels the contract should be presented to the Council before voting on it. This would apply to items 4, 5 and 6. Brad advised if they wish to have it separate, it can be done that way. Discussion and Vote: Resolution Authorizing the City to Submit a NYS Consolidated Funding Application (CFA) Request for the construction of the Geyser Road Bicycle Pedestrian Trail Brad Birge advised this is for the construction of the Geyser Road Trail. Recently a bid was awarded to Greenman-Pedersen to do preliminary and final designs for this. The trail will run from the Town of Milton line through Geyser Road until the intersection with the SPA State Park. There are 2 different funding sources for this through New York State. Commissioner Madigan confirmed this has a matching requirement of $425,000 and the grant is for $1.7 million. Brad stated when going through the CFA you are not sure which program you are going to qualify for. It will be no more than 25% for either. Commissioner Madigan asked if this is going through the 2014 budget. Brad advised the $150,000 for Greenman-Pederson was in last year’s general obligation bonds. He hopes they can use that as matching funds for this program. In addition, they are looking at another bonding amount for this upcoming year. Discussion and Vote: Resolution Authorizing the City to Submit a Transportation Enhancement Program (TEP) Grant Application for the Construction of the Geyser Road Bicycle Pedestrian Trail Brad Birge stated this is the same project but a different funding source. This is an application specific for transportation enhancement program. They are hopeful this will be successful for this project. Commissioner Madigan advised the match for this one is not clear. Brad advised this is an 80/20 split. Commissioner Madigan confirmed this will be budgeted in 2014. Brad advised this will be current and anticipated bonding if necessary. Discussion: Update on Proposed Zoning Amendment to the Saratoga Hospital PUD Regarding Advisory Opinion and Proposed Legislation Modification No comments. Set Public Hearing: Saratoga Hospital PUD The secretary to the Council advised the public hearing would be set for the first meeting in September as the publication and notification time periods would not allow for it to happen sooner. Mayor Johnson advised that was fine as this item is not time sensitive. Discussion and Vote: Amend the 2013 Capital Budget – Recreation Court Resurfacing No comments. Page 3 of 7 City Council Preliminary Agenda Meeting August 5, 2013 Discussion and Vote: Authorization for Mayor to Sign contract with Greenman-Pedersen for the Preliminary and Final Design Services – Geyser Road Trail No comments. Discussion and Vote: Authorization for Mayor to Sign Agreement with Gary Ferris for Summer Concert Series No comments. Discussion and Vote: Accept Donation for Summer Concert Series No comments. ACCOUNT’S DEPARTMENT Award of Bid: Veteran’s Memorial Basketball Court Resurfacing to Copeland Coating Co., Inc. No comments. FINANCE DEPARTMENT Discussion and Vote: SEQRA – Spa Solar Park Development Project Commissioner Madigan advised she sent a memo on July 24th with an update on the project. This is required for the NYSERDA application due at the end of the month. They have been working with Brad Birge on the SEQRA. Discussion and Vote: Letter of Interest – Sun Edison NYSERDA Application for Spa Solar Park Development Project No comments. Discussion and Vote: Resolution for Non-Union Full Time Personnel for 2014 Commissioner Madigan advised per the resolution passed earlier this year, the Finance Department agreed to bring forward the non-union personnel salaries for review in August of each year. They are bringing it forward for this meeting and looking at a 1.5% increase for 2014 according to the CPI. The only position not included in this resolution for this vote is the human resource position. Discussion: 2nd Quarter 2013 Financial Report No comments. Discussion and Vote: Resolution for the Use of Reserve-Subdivision Recreation Fund No comments. Discussion and Vote: Budget Amendments – Interfund for Use of Reserve-Subdivision Recreation Fund No comments. Discussion and Vote: Capital Budget Amendment – Recreation Court Resurfacing Project No comments. Page 4 of 7 City Council Preliminary Agenda Meeting August 5, 2013 Discussion and Vote: Budget Transfers – Payroll No comments. Discussion and Vote: Budget Transfers – Contingency for Resolution for Non-Union FT Personnel for 2013 Commissioner Madigan stated this pertains to the resolution the Council passed in January. Now they need to move the funds from contingency into the budget for 2013. Discussion and Vote: Resolution – Saratoga Rowing Association Commissioner Madigan advised the Saratoga Rowing Association is applying for a grant for more land on the other side of Saratoga Lake. She has put together a resolution in support of this. Mayor Johnson asked why this Council would do a resolution when the land is outside of the City of Saratoga Springs. Commissioner Madigan advised the regattas bring a lot of revenue into our City so it would be good to support their efforts. Announcement: 2014 Requested Budgets Commissioner Madigan reminded everyone that their department budgets are due by noon on Thursday, August 8th. They will compile the information and return it to the appropriate department. PUBLIC WORKS DEPARTMENT Set Public Hearing: Amend the 2013 Capital Budget – Carousel Renovation Project Commissioner Madigan asked what the renovations are going to cost. Commissioner Scirocco stated the amount is around $40,000. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Chazen Company – Water Model Tim Wales, city engineer, advised this is for a project started over a year ago for the water model. This year they need to finish the water model work and testing. Discussion and Vote: Authorization for the Mayor to Sign Agreement for the Display of En Pointe Sculpture Commissioner Scirocco stated this is for the sculpture located at 510 Broadway. Discussion and Vote: Resolution for Authorizing the Submission of a Consolidated Funding Application for a NYS DEC/EFC Wastewater Infrastructure Engineering Planning Grant Time Wales, city engineer, advised there is grant money available for wastewater. There will be a match of 20% and we qualify for up to $30,000 for our pump stations. Commissioner Madigan stated the resolution doesn’t state the dollar amount. She confirmed the amount of the City’s match. Tim advised he will revise the resolution to state the amount is not to exceed $30,000. Page 5 of 7 City Council Preliminary Agenda Meeting August 5, 2013 Commissioner Madigan asked if this amount will come from the 2013 or 2014 budget. Tim advised it will be in the 2014 budget. Commissioner Scirocco added the following items to his agenda: Discussion and Vote to Authorize the Mayor to Sign Contracts with Barton & Loguidice, Creighton Manning Engineering, Chazen Companies and Environmental Design for Consulting on the Planning Board Review Process. Tim Wales advised this is to help the Engineering Department to keep the projects moving. Commissioner Scirocco advised there will be no cost to the taxpayer for these contracts. The developer will have the money in escrow to pay for this. Tim also advised there is a second part to the agreement where the City can hire one of these firms on a task order basis under $20,000. Mayor Johnson stated the typical process is all contracts go through the city attorney and risk and safety before coming to Council. Tim stated they have all reviewed this already. Marilyn reviewed all the insurances and they were fine. Marilyn Rivers advised she has not seen any of the insurance that goes with these contracts. Brad Birge advised there is one contract that is time sensitive. PUBLIC SAFETY DEPARTMENT Presentation: Act with Respect Always Program This was moved to the presentation portion of the agenda. Discussion: Fire on Woodlawn Avenue on 7-28-13 No comments. Discussion: Fire Inspections Commissioner Mathiesen advised that a blog alluded to fire inspections not being done due to the time the firemen spend on the ambulance. This is information not correct; in fact fire inspections are at a level that is higher than in previous years. Commissioner Mathiesen added the following items to his agenda: Discussion of Floral Fete and Parking Garage Activities. SUPERVISORS JOANNE YEPSEN Supervisor Yepsen added the following to her agenda: Proposal to the Veteran’s Committee; Update on Equalization and Assessment Committee; Woodlawn Avenue Fire Victims Outreach; and CFA for SRA Letter of Support. Page 6 of 7 City Council Preliminary Agenda Meeting August 5, 2013 MATTHEW VEITCH 1. Update: Saratoga County Sewer District Expansion 2. Update: Amtrak Bicycles on Trains Trial 3. Update: CDTA Bus Shelter on Geyser Road 4. Update: Technology Committee ADJOURN Mayor Scott Johnson adjourned the meeting at 10:34 a.m. Respectfully submitted, Lisa Ribis Secretary to City Council Approved: 8/20/13 Vote: 5 - 0 Page 7 of 7