City Council

February 18, 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 9:38 a.m. PUBLIC HEARINGS Amend Chapter 225-72 Schedule VII – One Way Streets Commissioner Mathiesen stated this relates to Wright Street, Frank Sullivan Place, and Lincoln Avenue for the racing season. Amend Chapter 212 Article 3 – Senior Citizens Tax Exemption Tony Popolizio, assistant assessor, advised this will allow us to accept renewal exemptions from senior citizens after the March 1st filing date. They will now have up to Grievance Day, fourth Tuesday in May to submit their paperwork. PRESENTATION(S) 2014 Water & Sewer Rates Commissioner Scirocco stated there will be a slight increase in the water rates. At the next City Council meeting there will be a public hearing and vote. CONSENT AGENDA 1. Approval of 1/21/14 City Council Meeting Minutes 2. Approval of 1/21/14 City Council Pre-Agenda Meeting Minutes City Council Pre-Agenda Meeting February 18, 2014 3. Approve Budget Amendments (Increases) 4. Approve Budget Transfers - Regular 5. Approve Payroll 02/07/14 $436,253.33 6. Approve Payroll 02/14/14 $428,175.47 7. Approve Warrant: 2013 Mid – 13MWDEC5 $12,655.85 8. Approve Warrant: 2013 REG – 13DEC6 $50,605.51 9. Approve Warrant: 2014 Mid – 14MWFEB1 $122,980.67 10. Approve Warrant: 2014 REG – 14FEB2 $459,984.22 MAYOR’S DEPARTMENT Appointment: Heritage Advisory Board Mayor Yepsen stated she will be bringing the appointments to the Council for their approval. This item will be changed to discussion and vote. Discussion and Vote: Approval and Authorization for Mayor to Sign Contract with Saratoga Springs Preservation Foundation for East Side Historic District Survey Update Brad Birge of the Planning Department advised this contract was approved in December. Following the approval they asked for minor changes to the City’s contract template. The changes have been reviewed by Risk and Safety and legal and are being brought back for Council approval. Discussion and Vote: Approval and Authorization for Mayor to Sign Agreement with the LA Group for Waterfront Park Site Design, Plans & Bid Documents Brad Birge advised this is the next step in the process – create plan documents and bid specs. They would like to continue to work with the LA Group to accomplish this. Commissioner Madigan asked if this is required to go to bid. Is it different from what they have already done? Brad advised this is an expansion; more detail. They checked with purchasing and this does not need to go out to bid. Tim Wales, city engineer, advised it is not unusual to hire an architect or engineer and then do an amendment for them to continue with the project as they know it well. Discussion and Vote: Merit for Review – Amendment to Comprehensive Plan & Zoning Maps for Neumann Building, 233 Lake Avenue Brad Birge advised they received a petition for 2 items; a zoning map amendment and a comprehensive plan map amendment. The applicant wishes to re-use and restore the building and add 2 wings to establish 85 senior apartments. Commissioner Madigan asked if there is a way to ensure the woods would always be there. Brad advised this is a multi-stage plan. Mayor Yepsen stated if there were any changes they would have to come back for approval. Announcement: $50 Million Transportation Grant Brad Birge advised the transportation funding streams in the past were called TEP (Transportation Enhancement Program); which has ended. There is a new consolidated program called TAP Page 2 of 5 City Council Pre-Agenda Meeting February 18, 2014 (Transportation Alternatives Program). There is $50 million dollars available throughout the state. This is a good opportunity to look for funding for the Geyser Road Trial. Announcement: Business Advisory Council Inaugural Meeting Mayor Yepsen advised a meeting was held last week. They are trying to bridge the gap between the business community and government. Discussion: New York Conference of Mayors Conference - Report No comments. Set Public Hearing: Amend Section 34-1 and 51-1 of City Code Re: Zoning Board/Planning Board Alternates No comments. Mayor Yepsen advised she will be adding the following items to her agenda: Discussion: Mayor’s Desk (critical issues crossing her desk); Code Blue Revisions; and County Animal Shelter Agreement. ACCOUNTS DEPARTMENT Discussion and Vote: Approval of Lockout Tagout Protocol Marilyn Rivers, director of risk and safety, advised this is an expansion of the City’s existing lockout tagout protocol and involve the Water Department. A lot of equipment has been ordered at year end to comply with this program. Discussion and Vote: Approve Amendment to Chapter 212 Article 3 – Senior Citizens Tax Exemption No comments. Discussion and Vote: Authorization for the Mayor to Sign All Documents Related to the Records Management Grant Application Nancy Wagner advised we are applying for a grant from the Local Government Records Management Improvement Fund. This is a non-matching grant to inventory and purge inactive records in the offices of Community Development, City Attorney, Recreation and also included in the application is the scanning of 38 rolls of microfilm of payroll and retirement ledgers to an archival pdf format on DVD. The goal is to enhance the accessibility of inactive records by removing duplicates, obsolete records, and creating an index of retained records. Any historically significant items will be identified and archived. Award of Bid: Extension of bid for Emergency Medical Supplies to Henry Schein No comments. FINANCE DEPARTMENT Discussion and Vote: Budget Transfers – Benefits No comments. Discussion and Vote: Budget Transfers – Payroll Page 3 of 5 City Council Pre-Agenda Meeting February 18, 2014 No comments. PUBLIC WORKS DEPARTMENT Set Public Hearing: 2014 Water & Sewer Rates No comments. Discussion and Vote: Authorization for the Mayor to Sign Change Order with Bunkoff General Contractors, Inc., for the Casino Reinforcing & Basement Moisture Remediation Debbie Lebreche, assistant city engineer, stated there has been some unforeseen trenching required and the floor drain that wasn’t functioning was replaced for the price of $3,647. They also have to install 4 more footings and a new sump pit in the amount of $5,166. A credit of $672 was given to the City due to the redesign of structural columns. The total change order is $8,141. Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with C.T. Male Associates – Weibel Avenue Landfill Post-Closure Monitoring Services Tim Wales, city engineer, advised this is part of the post closure permit from DEC. This is the annual update to C.T. Male’s contract. Discussion and Vote: authorization for the Mayor to Sign an Agreement Addendum with Sax/BST, LLC Commissioner Scirocco pulled this item from his agenda. Set Public Hearing: Change Name of Pleasant Street to Coach Waldron Way from Washington Street to the Westside Rec Commissioner Scirocco stated this has been done in the past for elected officials. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Agreement with MultiMed for Ambulance Billing Service No comments. Discussion and Vote: Amend Chapter 225-72 Schedule VII: One Way Streets No comments. Set Public Hearing: Ordinance to Amend Chapter 148 of the City Code Entitled “Noise” No comments. Announcement: Department of Public Safety Forum on March 13, 2014 at 7 pm in the City Council Room No comments. Commissioner Mathiesen advised he will be adding the following to his agenda: Discussion and Vote: Agreement with Fire Apparatus Unlimited; Discussion: Police Department Renovation Project; and Set Public Hearing. Page 4 of 5 City Council Pre-Agenda Meeting February 18, 2014 SUPERVISORS MATTHEW VEITCH 1. Update: Public Safety Committee 2. Update: 2014 County Legislative Program 3. Update: Director of Emergency Services 4. Update: Law & Finance Committee PETER MARTIN 1. Veteran’s Affairs 2. Social Programs 3. 2014 Legislative Agenda ADJOURN Mayor Yepsen adjourned the meeting at 10:26 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 3/4/14 Vote: 5 - 0 Page 5 of 5