City Council

January 21, 2014 CITY OF SARATOGA SPRINGS City Council Pre- Agenda Meeting 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 Peter Martin, Supervisor EXCUSED: John Franck, Commissioner of Accounts Tim Cogan, Deputy Commissioner, DPW CALL TO ORDER Mayor Yepsen called the meeting to order at 9:37 a.m. PUBLIC HEARINGS Amend Chapter 225 – Alternate Side of Street Parking on Greenfield Avenue Commissioner Mathiesen advised the neighbors on Greenfield Avenue requested a change to alternate side of the street parking to improve leaf pick up and snow plowing. EXECUTIVE SESSION: Mayor Yepsen advised there will be 2 executive session dealing with collective negotiations and current or pending litigation. CONSENT AGENDA 1. Approval of 12/16/13 Pre-Agenda Meeting Minutes 2. Approval of 12/17/13 City Council Meeting Minutes 3. Approve 12/3/13 city Council Meeting Minutes 4. Approve Budget Amendments (Increases) 5. Approve Budget Transfers - Regular 6. Approve Payroll 01/10/14 $427,802.84 7. Approve Payroll 01/17/14 $525,029.33 8. Approve Warrant: 2013 Mid – 13MWDEC3 $113,237.75 9. Approve Warrant: 2013 Reg – 13DEC4 $533,502.44 10. Approve Warrant: 2014 Mid – 14MWJAN1 $62,263.87 11. Approve Warrant: 2014 REG – 14JAN2 $134,076.39 City Council Pre-Agenda Meeting January 21, 2014 No comments. MAYOR’S DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Agreement with Office of the Aging No comments. Discussion and Vote: Authorization for Mayor to Sign Agreement with Miller, Mannix, Schachner & Hafner, LLC Legal Services for Land Use Boards Commissioner Madigan asked what the amount is of the contract. Sarah Burger, city attorney, advised there is a $20,000 cap exclusive of litigation. Discussion and Vote: Authorization for Grant Application for Traffic Signal Improvements at Geyser Rd./Rte. 50 Intersection Brad Birge of the Planning Department advised the City has partnered with the Saratoga County IDA to research and design the intersection of Route 50 and Geyser Road. There is an opportunity for a grant; so they are asking for approval to submit an application for up to $200,000. The IDA will provide the 20% match for that grant. Commissioner Madigan asked if the IDA does not pay for the match, is the City going to pay for it. Brad Birge stated the City could search for the funding or withdraw the application. Discussion and Vote: Authorization for Grant Application to Develop Historic Preservation Education Series Brad Birge stated this another grant application. We have applied for and received funding in the past. There are no matching requirements but there will be a match of in-kind services. Announcement: 2014 CDBG Grant Application No comments. Discussion and Vote: Ratification of Proposed Collective Bargaining Agreement with Police Administrative Officers Unit No comments. Discussion and Vote: Recreation Department Hourly Rate Personnel John Hirliman of the Recreation Department stated they are looking for approval of a $.25 increase to current part time employees. The money is in the 2014 budget to cover it. These returning employees haven’t received an increase since 2008. New hires will be paid at the 2013 rate. Discussion and Vote: Approval of Recreation Facility Agreement John Hirliman of the Recreation Department stated the agreement for the ice rink, fields, and recreation center has been worked on to reduce the number of pages in the agreement from 5 to 2. The language in this agreement is similar to before. Announcement: Recreation Department Announcements Page 2 of 5 City Council Pre-Agenda Meeting January 21, 2014 No comments. Discussion: State of the State Mayor Yepsen stated she attended the State of the State and will be making some observations and informing how announcements made will affect Saratoga Springs. Appointment: Appointment: Zoning Board No comments. Appointment: Appointment: Planning Board No comments. Announcement: State of the City Address No comments. Announcement: Saratoga County Planning and Zoning Conference No comments. Announcements: Grants to You No comments. ACCOUNTS DEPARTMENT Appointment: Member to the Board of Assessment Review No comments. Discussion and Vote: Purchase of Cyber Liability Insurance Marilyn Rivers, director of risk and safety, advised the money is coming from the property casualty insurance lines and are within budget. This coverage is for $3 million per occurrence aggregate with a $15,000 deductible. It is coming to the Council because it is a new line of insurance. The cost is $17,127. Discussion and Vote: Safety Committee Resolution Update Marilyn Rivers, director of risk and safety, advised a correction was made to the resolution as Sergeant Mitchell has been promoted to lieutenant; the resolution needs to reflect this change. FINANCE DEPARTMENT Discussion and Vote: Payroll Administrator Commissioner Madigan stated this item and the next are similar. They are looking to align the actual hours worked for these positions and the Information Technology Systems Manager Position. Both positions are currently at 33 hour work weeks but have been budgeted for 7 additional hours of overtime on a weekly basis for the actual number of hours they work. The union has approved the change from 33 hours to 40 hours per week. The salaries of these positions do not change but their grades will. Discussion and Vote: Information Technology Systems Manager Page 3 of 5 City Council Pre-Agenda Meeting January 21, 2014 Explained above. Discussion and Vote: Approve budget Transfers – Payroll No comments. Discussion and Vote: Budget Transfers – Contingency No comments. PUBLIC WORKS DEPARTMENT Set Public Hearing: Amend the Capital Budget Commissioner Scirocco explained this is for the 2014 capital budget to modify the description of the infrastructure and improvement replacement project. They want this to include the Bog Meadow Infrastructure and Water Supply Project. Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with Greenman – Pedersen, Inc. – Ballston Avenue Traffic Improvement Project Tim Wales, city engineer, advised this project is on-going and federally funded. They have been working on this project for about 2 years now. The project is in final stages of design. They need to acquire property to widen the road and install sidewalks. Discussion and Vote: Authorization for the Mayor to Sign Change Order with Bunkoff General Contractors, Inc. for the Casino Rehab-Basement Structural/Ventilation Tim Wales, city engineer, advised this is an on-going project to seal the basement and reinforce the first floor. This change order reflects some unknown, unforeseen conditions. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Amend Chapter 225 No comments. Discussion and Vote: Public Safety Employee to Use the CSEA City Hall Unit Sick Bank for up to 21 Days No comments. Discussion and Vote: Authorization for Mayor to Sign Agreement with Dr. Timothy Brooks as Medical Director No comments. Discussion and Vote: Authorization to Increase Parking Ticket and Scofflaw Fees Commissioner Mathiesen advised they are looking to increase the fee for tickets to $35; a $5 increase. This fee has not been increased since 2007. They are also looking start charging the scofflaw fee effective March; which they have not been charging. Commissioner Mathiesen added 1 item to his agenda: Discussion – Capacity of City Council Room. Page 4 of 5 City Council Pre-Agenda Meeting January 21, 2014 Commissioner Mathiesen stated it is important for people to know what the issues are. Filling the room the way it was at the last meeting is in violation of the code. He understands there are issues with moving the meeting to the Music Hall but they need to discuss how to handle the crowds. Marilyn Rivers stated this was forwarded to code enforcement. Chief Williams stated the capacity of the room is based upon 1 exit. The maximum capacity is actually 49 for this room. The barrier between the Council and audience also needs to be considered. They do not recommend putting chairs in the hallway as it is an exit pathway and against the code. SUPERVISORS MATTHEW VEITCH 1. Update: Public Safety Committee 2. Update: Law & Finance Committee 3. Update: NYSAC Conference February 3-5, 2014 Supervisor Veitch added 2 items to his agenda: TIPS Strategies, and Planning/Zoning Conference. PETER MARTIN 1. County Economic Development: TIPS Strategies, Amendments to Consolidated Agricultural District, and Storm Water Management 2. Veterans Affairs 3. Buildings and Grounds: Airport and County Building #4 4. Public Works 5. Sewer District 6. County Investment Policy 7. Regional Traffic Study 8. New York State SAFE Act ADJOURN Mayor Yepsen adjourned the meeting at 10:18 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 2/18/14 Vote: 5 - 0 Page 5 of 5