City Council

January 6, 2014 CITY OF SARATOGA SPRINGS City Council Pre- Agenda Meeting 6:50 PM P.H. – Amend Capital Budget for Police Department Infrastructure Project 6:55 PM P.H. – Street Acceptance – Hyde Street, Daggs Lane, Richard Avenue, and Taylor Street PRESENT: Joanne Yepsen, Mayor Michele Madigan, Commissioner of Finance Anthony Scirocco, Commissioner of DPW Christian Mathiesen, Commissioner of DPS STAFF PRESENT: Joe Ogden, Deputy Mayor Lynn Bachner, Deputy Commissioner, Finance Sharon Kellner-Chille, Deputy Commissioner, Accounts Eileen Finneran, Deputy Commissioner, DPS Sarah Burger, City Attorney Matthew Veitch, Supervisor EXCUSED: John Franck, Commissioner of Accounts Tim Cogan, Deputy Commissioner, DPW Peter Martin, Supervisor CALL TO ORDER Mayor Yepsen called the meeting to order at 9:36 a.m. PUBLIC HEARING Amend Capital Budget for Police Department Infrastructure Project Commissioner Mathiesen advised this is regarding the Police Department and the Public Safety Department. There are some price changes involved. Street Acceptance – Hyde Street, Daggs Lane, Richard Avenue, and Taylor Street Commissioner Scirocco stated these streets were originally for snow plow only. Now they want to take these streets over for regular maintenance. EXECUTIVE SESSION: Mayor Yepsen advised there are 2 items for executive session. City Council Pre-Agenda Meeting January 6, 2014 CONSENT AGENDA 1. Approval of 12/2/13 Pre-Agenda Meeting 2. Approve Payroll 01/03/14 $267,036.58 3. Approve Payroll 12/20/13 $466,507.15 4. Approve Payroll 12/27/13 $451,535.30 5. Approve Payroll 12/31/13 $167,267.28 6. Approve Warrant: 2013 Mid – 13MWDEC2 $3,060,012.72 7. Approve Warrant: 2013 Reg – 13DEC3 $528,060.07 8. Approve Warrant: 2014 Reg – 14JAN1 $46,135.86 Commissioner Madigan suggested adding the word “minutes” to number 1. Also, the amount of the warrant in item #6 is large due to the 4th quarter payments for Saratoga County taxes are included. MAYOR’S DEPARTMENT 1. Discussion and Vote: Accept Donations for Inauguration Ceremony No comment. 2. Discussion and Vote: Ratification of Proposed Collective Bargaining Agreement with Police Administrative Officers Unit No comment. 3. Discussion: Code Blue Update No comment. 4. Announcement: State of the City Address No comment. Mayor Yepsen added 1 item to her agenda: Appointment to Recreation Commission. ACCOUNT’S DEPARTMENT 1. Award of Bid: Extension of Flower Bid to Dehns Flowers No comments. 2. Award of Bid: Saratoga Springs Police Department Infrastructure Project – Electrical Constructions to Harold R. Clune, Inc. No comments. 3. Award of Bid: Saratoga Springs Police Department Infrastructure Project – General Construction to Eastern Building and Restoration, Inc. No comments. 4. Award of Bid: Saratoga Springs Police Department Infrastructure Project – Mechanical Work to Jack Hall Plumbing and Heating, Inc. Page 2 of 5 City Council Pre-Agenda Meeting January 6, 2014 No comments. 5. Award of Bid: Saratoga Springs Police Department Infrastructure Project – Plumbing and Fire Protection to Jack Hall Plumbing and Heating Inc. No comments. FINANCE DEPARTMENT 1. Discussion and Vote: Resolution for the Use of Reserve – Capital Reserve Fund to Finance the Construction, Reconstruction or Acquisition of Buildings Commissioner Madigan advised this is a capital reserve established for the capital improvement to City buildings. With this resolution the Council will be approving the use of $145,000 for Police Department renovations. 2. Discussion and Vote: Capital Budget Amendment – Police Infrastructure Commissioner Madigan advised this amends the 2014 budget document for the increase costs and use of the reserves to cover these costs. 3. Discussion and Vote: Budget Transfers - Payroll No comments. 4. Announcement: Retirement Reserve Commissioner Madigan advised she will be describing the amounts that are set aside from the 2011 fund balance excess that will be used to set up a retirement reserve. This reserve can be used to pay costs required by the state for its retirement system. PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Fitzgerald, Morris, Baker & Firth, LLC Marilyn Rivers advised this is in regards to a contract dispute with L.G. White. This dates back to 2011. There are outstanding monies owed to the City which are in dispute and there are outstanding monies that the contractor believes are owed to them. There will be a $5,000 cap with this contract. 2. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Ryan-Biggs Associates, P.C. – Evaluation and Analysis of East Exterior Masonry Wall of the City Hall Annex Tim Wales advised this is as a result of the renovation project of the east wall. Issues were discovered and wanted to hire a structural engineer. 3. Discussion and Vote: Authorization for the Mayor to Sign an Addendum Agreement with Stantec Consulting Services, Inc. for the Adams Street Sanitary Pump Station Tim Wales stated this part of the Adams Street pump station upgrade that started a couple years ago. The racino has asked us to evaluate the capacity of our pump station and to take more sewage from their facility as part of their planned hotel upgrade. The racino has agreed to pay for this since it is a result of their upgrade. Page 3 of 5 City Council Pre-Agenda Meeting January 6, 2014 4. Discussion and Vote: Street Acceptance – Hyde Street, Daggs Lane, Richard Avenue, and Taylor Street No comments. PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Amend Capital Budget for Police Infrastructure Project Commissioner Mathiesen stated this for up to an additional $145,000 that may be necessary to complete the project. 2. Discussion and Vote: Authorization for Mayor to Sign General Construction & Abatement Contract with Eastern Building & Restoration, Inc. No comments. 3. Discussion and Vote: Authorization for Mayor to Sign Agreement for HVAC Contract with Jack Hall Plumbing & Heating, Inc. No comments. 4. Discussion and Vote: Authorization for Mayor to Sign Agreement for Plumbing & Fire Protection Work with Jack Hall Plumbing & Heating, Inc. No comments. 5. Discussion and Vote: Authorization for the Mayor to Sign Agreement for Electrical Work with Harold R. Clune, Inc. No comments. 6. Discussion and Vote: Authorization to Pay Hinman & Straub for Services Rendered to Complete Certificate of Need Application Commissioner Mathiesen advised this is with the state for the ambulance service. We want to seek a permanent certificate of need. Originally this was approved for up to $5,000 and the final cost was an additional $1,283.80. 7. Discussion and Vote: Authorization to Pay LLV Office Concepts, LLC Commissioner Mathiesen stated this is for moving and storing of furniture from the Public Safety Department to move out of their current location for renovations to be completed. They are renting office space behind the Collamer Building. The amount is $5,746. 8. Set Public Hearing: Amend Chapter 225 of the City Code Commissioner Mathiesen stated this is in regarding to a change in parking regulations on Greenfield Avenue. SUPERVISORS MATTHEW VEITCH 1. 2014 Board of Supervisors Organization Meeting Page 4 of 5 City Council Pre-Agenda Meeting January 6, 2014 2. 2014 Committee Assignments ADJOURN Mayor Yepsen adjourned the meeting at 9:50 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 2/4/14 Vote: 5 - 0 Page 5 of 5