City Council

May 6, 2014 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 6:35 PM – PH – Amend Capital Budget – Police Department Infrastructure 6:40 PM – PH – Amend Capital Budget – Wastewater Pump Station 6:45 PM – PH – Amend Capital Budget – Jefferson Street Sanitary Sewer 6:50 PM – PH – Local Law #2 Tax Penalties 6:55 PM – PH – St. John Neumann Comprehensive Plan and Zoning Map Amendment 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION(S) 1. Update on the Casino and Raceway Expansion Project 2. The Effects of Household Hazardous Waste on the Environment EXECUTIVE SESSION CONSENT AGENDA 1. Approval of 4/14/14 Pre-Agenda Meeting Minutes 2. Approval of 4/15/14 City Council Meeting Minutes 3. Approval of 4/30/14 City Council Meeting Minutes 4. Approve Budget Amendments (Increases) 5. Approve Budget Transfers – Regular 6. Approve Payroll 4/18/14 $409,586.40 7. Approve Payroll 4/25/14 $430,948.19 8. Approve Payroll 5/2/14 $410,838.44 9. Approve Warrant: 2014 Mid – 14MWAPR2 $28,180.55 10. Approve Warrant: 2014 Mid – 14MWAPR3 $531,304.84 City Council Meeting 5/6/14 11. Approve Warrant: 2014 REG – 14MAY1 $802,577.09 MAYOR’S DEPARTMENT 1. Announcement: Memorial Day Parade – Thursday, May 22nd 6:00 p.m. 2. Discussion: Creation of Junior Committee 3. Discussion: City Center Annual Report 4. Discussion and Vote: Approval of St. John Neumann Comprehensive Plan Amendment 5. Discussion and Vote: Approval of St. John Neumann Zoning Map Amendment 6. Announcement: Camp Summer Programs and Fall Soccer Registration 7. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Digital Surveillance Solutions for the recreation Center 8. Discussion and Vote: Authorization for the Mayor to Sign the 2014 Tri-City Contract for Camp Saradac 9. Discussion and Vote: Authorization for the Mayor to Sign the Great Escape 2014 Tri city Contract for Camp Saradac 10. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Jonathan M. Haynes for an Easement at 152 Grand Avenue 11. Discussion and Vote: Approval for the Council to Formally Adopt the Greenbelt Trail Feasibility Study 12. Discussion and Vote: Approval of a New Position – Zoning and building Technician – Part Time ACCOUNTS DEPARTMENT 1. Award of Bid: Extension of Pre-Cast Curb Bid to The Fort Miller Company, Inc. 2. Announcement: Grievance Class - May 8th at 6 p.m. 3. Discussion: Records Advisory Committee FINANCE DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign Fiber Tech Contract – Dark Fiber 2. Discussion and Vote: Authorization for the Mayor to Sign Fiber Tech Contract – Internet 3. Discussion and Vote: Capital Budget Amendment – Jefferson Street Sanitary Sewer Project 4. Discussion and Vote: Capital Budget Amendment – Wastewater Pump Station project 5. Discussion and Vote: Resolution for the use of Reserve – Capital Reserve Fund to Finance the Construction, Reconstruction or Acquisition of Buildings 6. Discussion and Vote: Capital Budget Amendment – Police Department Infrastructure 7. Discussion: 1st Quarter 2014 Financial Report 8. Discussion and Vote: Local Law No. 2 of 2014 – A Local Law to Amend Section 4.1.3 of the City Charter Entitled Tax Penalties 9. Discussion and Vote: Budget Transfers – Payroll 10. Discussion and Vote: Budget Amendments – Benefits 11. Discussion and Vote: Rate Renewal for first Rehab for Disability Insurance 12. Announcement: Congratulations to Christine Gillmett-Brown, Director of Finance PUBLIC WORKS DEPARTMENT 1. Announcement: “We Remember 0-11” Memorial Bricks 2. Discussion and Vote: Amend Capital Budget to Increase Revenue for the Jefferson Street Sanitary Sewer Project 3. Discussion and Vote: Amend Capital Budget to Increase Revenue for the Sewer Pump Station Project 4. Discussion and Vote: Authorization for the Mayor to Sign a Curb Agreement with Sean Connolly 5. Discussion and Vote: Authorization for the Mayor to Sign a Renewal Agreement with Mahoney Notify – Plus, Inc. Alarms 6. Discussion and Vote: Authorization for the Mayor to Sign a Sidewalk Agreement with Marilyn Kellner 7. Discussion and Vote: Authorization for the Mayor to Sign a Sidewalk Agreement with Katie Nemer 8. Discussion and Vote: Authorization for the Mayor to Sign a Sidewalk Agreement with Joy Burke Page 2 of 18 City Council Meeting 5/6/14 PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Amend Capital Budget for the Police Department Infrastructure 2. Discussion and Vote: Authorization for Mayor to Sign Contract with the county for STOP DWI 3. Discussion and Vote: Authorization for Mayor to Sign Agreement with Simplex Grinnell 4. Discussion and Vote: Authorization for the Mayor to Sign Change Order #5 to Hoosick Valley Contractors 5. Announcement: NYS Citizen Preparedness Corps Training Program 6. Discussion and Vote: Authorization for Mayor to Sign Agreement with Frank Ryan & Sons SUPERVISORS Matthew Veitch 1. Resolution Opposing Closure of Reactor at Knolls Atomic Power Laboratories 2. Workforce Development Program for Summer Hire Worksites Peter Martin 1. Veterans’ Affairs 2. Trails Committee ADJOURN Page 3 of 18 City Council Meeting 5/6/14 May 6, 2014 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room PRESENT: Joanne Yepsen, Mayor Michele Madigan, Commissioner of Finance John Franck, Commissioner of Accounts Anthony Scirocco, Commissioner of DPW Christian Mathiesen, Commissioner of DPS STAFF PRESENT: Lynn Bachner, Deputy Commissioner, Finance Sharon Kellner-Byrnes, Deputy Commissioner, Accounts Tim Cogan, Deputy Commissioner, DPW Eileen Finneran, Deputy Commissioner, DPS Sarah Burger, City Attorney Matthew Veitch, Supervisor Peter Martin, Supervisor EXCUSED: Joe Ogden, Deputy Mayor RECORDING OF PROCEEDING The proceedings of this meeting were taped for the benefit of the secretary. Because the minutes are not a verbatim record of the proceedings, the minutes are not a word-for-word transcript. PUBLIC HEARINGS Amend Capital Budget – Police Department Infrastructure Mayor Yepsen opened the public hearing at 6:37 p.m. Commissioner Mathiesen stated they are looking for $180,000 for the Police Department Renovations Project for various items. Page 4 of 18 City Council Meeting 5/6/14 No one spoke. Mayor Yepsen closed the public hearing at 6:40 p.m. Amend Capital Budget – Wastewater Pump Station Mayor Yepsen opened the public hearing at 6:40 p.m. Tim Wales, city engineer, stated the City was awarded a grant of $30,000. This money needs to be moved into the appropriate budget line item. No one spoke. Mayor Yepsen closed the public hearing at 6:45 p.m. Amend Capital Budget – Jefferson Street Sanitary Sewer Mayor Yepsen opened the public hearing at 6:45 p.m. Tim Wales, city engineer advised they have been studying the sewage flow a couple years ago. The study was recently amended. This amendment is to put funds back into the Jefferson Street Sewer budget. No one spoke. Mayor Yepsen closed the public hearing at 6:50 p.m. Local Law #2 Tax Penalties Mayor Yepsen opened the public hearing at 6:50 p.m. Commissioner Madigan explained this is to revise the City Charter to clear up an administrative matter regarding water and sewer levies. No one spoke. Mayor Yepsen closed the public hearing at 6:55 p.m. St. John Neumann Comprehensive Plan and Zoning Map Amendment Mayor Yepsen opened the public hearing period at 6:55 p.m. Bonnie Sellers of 73 Fifth Avenue stated she is here to support this project. It is a well thought out project and will stay residential. Joanne White of 188 Caroline Street stated she is here to give her support on this project. Having a local developer willing to rehab this building for seniors is great; a win/win for all. Father Paul Borowski of St. Clement’s stated they are very happy with the proposal Sonny Bonacio has presented them. The parish and parishioners are all in support of this. Mike Toohey, attorney for Sonny Bonacio, stated this does give the City an opportunity to save part of its history. They are committed to show the community how you can preserve buildings. Page 5 of 18 City Council Meeting 5/6/14 Paul Fogle of 6 Excelsior Spring Avenue stated this is a nice repurposing of an historic building. The traffic concerns regarding foot and automobile have not been fully addressed. Mayor Yepsen closed the public hearing at 7:03 p.m. CALL TO ORDER Mayor Yepsen called the meeting to order at 7:03 p.m. PUBLIC COMENT Mayor Yepsen said the public comment period is limited to a total of 15 minutes and individuals are limited to two minutes each according to the rules approved in February of 2004 by the City Council. Mayor Yepsen opened the public comment period at 7:04 p.m. Tom Denny of East Avenue thanked the Council for all they did for Treetoga and the festival. He provided the Council with a handout regarding elm trees. The best thing to do is remove and dispose of dying elms; something that is not happening rapidly enough. Maryann Manning of 66 Monroe Street stated she is here representing the Trackside Neighborhood Association. They understand the Racino plans to expand and believe this will have a direct impact on the community. They believe the expansion will have adverse impacts on the area. They are concerned with building height, lighting Mary Farrell of 138 Nelson Avenue stated she is here as a member of the Trackside Neighborhood Association. She and her husband always parked cars on her land during the racing season. The amendment by Council in February would not allow people to turn Lincoln from Nelson. This traffic pattern will have a negative economic impact on the people in the neighborhood who park cars. Jennifer Williams of 166 Lincoln Avenue stated they were only recently made aware of the traffic flow change for Lincoln Avenue. There hasn’t been enough consideration give to the homeowners. Peter Goutos of 168 Denton Road stated he is here to represent the Firecracker 4 team. Last year they started to contribute to the greenbelt initiative and they support the greenbelt initiative. Pat Dowd of Nelson Avenue stated a one-way street is not something they would enjoy. Rob Wright of 22 Patricia Lane stated he is fully in support of the Greenbelt Trail. Terry DeBrule of 4 Victoria Lane stated her property is most impacted by the St. John Neumann project. Sonny Bonacio has been very attentive to the neighbors and answering their questions. They feel this project will enhance the value of their properties. David Bronner of 5 Royal Henley Court stated at the last Council meeting a resident accused the entire Council of being cruel and disrespectful towards the employees of the Racino. This was an incorrect statement. Also, EMS station on the east ridge was a hot topic during election season. It has been 6 months and nothing has happened. He is looking for status on this. Page 6 of 18 City Council Meeting 5/6/14 Mark Baker, president of the City Center, stated the resolution proposed by the City Center Authority and submitted to the City Council in February has not changed. They ask the Council to seek all legal, legislative, or civil remedies that allow the City to have greater control and oversight in the development of this project. Denise McDonald of 61 Phila Street stated she is concerned about the Racino expansion plans and lack of oversight. She asked the Council members to speak out against this. Charlie Samuels of Marion Place stated the expansion of the Racino without community control would be undemocratic and un-American. We are talking about an unethical, untrustworthy, and state funded gambling corporation that has a history in this town of many broken promises. He urged the Council to immediately file an Article 78 against the state and demand community control. Kathryn Fitzgerald of 130 Lincoln Avenue stated she is disgusted with the plan to double the size of the Racino and the fact this can be forced upon our community without public input or oversight. They say they are concerned for the horsemen but they plan to pave over their training track. The City Council should and needs to have input on this. Bob Litman of 48 Bryant Street asked if there will be an investigation regarding the City filing an Article 78. Commissioner Mathiesen addressed the change in traffic that was discussed during public comment. Per our police and NYRA, this was necessary to ensure safety. They will determine after enforcing this, if it is effective or if further change is required. In regards to the EMS station, they have been working on deals and trying to bring them closure. Mayor Yepsen closed the public comment period at 7:43 p.m. PRESENTATIONS The Effects of Household Hazardous Waste on the Environment Commissioner Scirocco stated Jen Garvin, Faith Nicholas, and Lauren Schilling from Skidmore College have been studying the household hazardous waste within the community. The students stated they have spent the past year identifying ways to enhance the Saratoga Springs household hazardous waste program. The EPA estimates the average household generates 20 lbs. of household hazardous waste each year. That translates into 100,000 lbs. or household hazardous waste in Saratoga Springs that needs to be disposed of each year. The next collection event will be held this fall. The students conducted a survey and found the residents are happy there is a program but most had not heard about it. They thought it would be a good idea to use a different avenue than advertising in the Saratogian to reach more people about this program. Residents also indicated they would like to see a permanent location for disposal as well as a list of items that are considered household hazardous waste. The students advised they have brought this information to the schools to help with education. They indicated what items are and are not acceptable in the program. The following recommendations were made:  Increase outreach and education  City could partner with the County to create a permanent collection location Update on the Casino and Raceway Expansion Project Page 7 of 18 City Council Meeting 5/6/14 Mayor Yepsen stated she asked the Casino and Raceway to present their expansion project with the public. The last time an expansion was proposed was 2006 and the plan never came before the Planning board. They have agreed to present their project to the Planning Board on May 14th. Their efforts are appreciated as they are not required by law to do this. Mayor Yepsen was in contact with the Gaming Commission last week. They confirmed the SEQRA lead letter has not been sent; therefore the official 30 day process has not started. The City made it clear that they are resuming conversations on this project. Skip Carlson, vice president of external affairs, thanked the Council for inviting them tonight and Kate Maynard for helping pull this all together. He introduced Tony Stellato from CHA Engineering and Brian Davis, director of design and development. He advised the hotel has been requested by their guests and will help them retain their market share. Initially the project will produce hundreds of construction jobs and 200 positions associated with the operation of the hotel. Through the hotel occupancy tax, additional revenue will be produced for the City, the Convention and Tourism Bureau, and the County. Tony Stellato stated the plan for expansion is adjacent to the existing casino building. There will be no ‘net’ increase in paved parking. The water and sewer connections are already on site for the hotel. They are going to reduce the sewer flow into the City and take it to the County. With the event center, the net increase in parking spaces is 300. Brian Davis stated they are proud of what they are doing. Part of their success is a reflection of this special town. Their hotel does not have flashing lights. There will be a connection to the existing casino through a grand lobby. There will also be a spa, indoor swimming pool, and some small meeting rooms. This hotel is meant to meet the needs of their gaming clients, not a businessman’s hotel. Like any kind of business, if you don’t grow eventually you die. We get people who come here for shorter stays and they want them to come more often. Mr. Carlson advised they are looking to build a hotel the City will be proud of. They are looking forward to working with the Council to get their comments and feedback. Commissioner Scirocco asked how long the average client spends at the Racino. Skip Carlson stated he doesn’t know how long but their guests have been asking when they going to build a hotel. Commissioner Scirocco asked if they plan to ask the state to have the City as an involved agency. It is important the City stays connected to the Racino. It will make the Racino successful. Skip Carlson stated they don’t dictate the SEQRA process. Commissioner Mathiesen confirmed these plans are going before the Planning Board. Skip Carlson stated they will be doing that in an advisory capacity. Commissioner Mathiesen asked if what is being brought to their event center will compete with our City Center. Skip Carlson stated he can’t answer what exactly will be at the event center. Mayor Yepsen stated we were comfortable when we were listed as an involved agency. The Council has received numerous requests that the City be involved. Mark Schactner, stated the City fought a lead agency battle in 2006 on the same issue. The requests of the City were denied at several levels. He can’t recommend the City pursue a lawsuit as he doesn’t feel the City will prevail. We are on a nice path working with the Racino and Gaming Commission. Page 8 of 18 City Council Meeting 5/6/14 ** The City Council took a break at 8:22 p.m. ** The City Council resumed the meeting at 8:30 p.m. CONSENT AGENDA Mayor Yepsen moved and Commissioner Franck seconded to accept the consent agenda as follows: 1. Approval of 4/14/14 Pre-Agenda Meeting Minutes 2. Approval of 4/15/14 City Council Meeting Minutes 3. Approval of 4/30/14 City Council Meeting Minutes 4. Approve Budget Amendments (Increases) 5. Approve Budget Transfers – Regular 6. Approve Payroll 4/18/14 $409,586.40 7. Approve Payroll 4/25/14 $430,948.19 8. Approve Payroll 5/2/14 $410,838.44 9. Approve Warrant: 2014 Mid – 14MWAPR2 $28,180.55 10. Approve Warrant: 2014 Mid – 14MWAPR3 $531,304.84 11. Approve Warrant: 2014 REG – 14MAY1 $802,577.09 Ayes - All MAYOR’S DEPARTMENT Announcement: Memorial Day Parade – Thursday, May 22nd 6:00 p.m. Mayor Yepsen announced the Memorial Day Parade is Thursday, May 22, 2014 starting at 6 p.m. Discussion: Creation of Junior Committee Mayor Yepsen stated she was approached by high school students to set up a junior committee. They will work with the City on the centenial celebration and keep a volunteer calendar for students to sign up for required community service hours. Each Council member will appoint one person to this committee. Michael Piccarillo, superintendent of schools, stated this is another great partnership with the community. Discussion: City Center Annual Report Mayor Yepsen introduced Mark Baker, president of the City Center Authority. Mark Baker, president of the City Center Authority presented the annual report. This past year has been a solid year with 148 events, 230 paid days, and occupied 291 days. They continue to see Saratoga Springs as a desired destination with 101 returning events. They generated $28 million dollars in sales and $1.9 million in sales tax revenue. This year they are celebrating their 30th anniversary. Discussion and Vote: Approval of St. John Neumann Comprehensive Plan Amendment (14-158) Kate Maynard of the Planning Department stated the site is designated institutional and being requested to be designated as high density residential - 1. This will appear on the May 14th Planning Board meeting as a new application. Zoning is proposed to be changed from institution educational to urban residential - 1. Advisory opinions of the City Planning Board and the County Planning Board were both favorable. Page 9 of 18 City Council Meeting 5/6/14 Commissioner Mathiesen stated he has a question regarding the density. They discussed yesterday allowing this as medium density – 2 which would allow for 76 units versus the 85 being proposed. The intensity of use is being increased. He thinks a variance use is a better way of dealing with this. Mark Schachtner stated from a legal perspective that would be an appropriate procedure by which an applicant could gain their goal. Mike Toohey, attorney for the applicant stated he believes if the Comprehensive Plan tells them they can only have ‘x’ number of units, then the Zoning Board can only address things that come out of the Zoning Ordinance. He proposed having this placed into a deed and reviewed by the city attorney before it is filed. It will run with the land and cannot be unilaterally changed without coming back to the City Council. They don’t want to deed it to the City as DPW wouldn’t want to maintain it. The City stopped taking pocket parks a long time ago. Mayor Yepsen stated she walked through this building a number of times with various organizations who couldn’t afford to deal with the issues. She wanted to know how they can be assured the units specified will be geared toward the veterans as stated. Mr. Toohey stated the idea is they will look at the program on a go forward basis. Sonny Bonacio reached out privately as the imposition of City regulations makes it unworkable. Mayor Yepsen stated she is going to make a motion to include a contingency upon the buffer in concept as described by the applicant, including but not limited to deed restrictions, pocket parks, and pathways. Mayor Yepsen moved and Commissioner Scirocco seconded to adopt the comprehensive plan amendment as presented with the additions mentioned for the portion of 166-4-22 for a classification of high density residential (HDR-1) from the current institutional designation. Ayes - All Discussion and Vote: Approval of St. John Neumann Zoning Map Amendment (14-159) Mayor Yepsen moved and Commissioner Madigan seconded to adopt the zoning map amendment as presented for the portion of 166-4-22 for a classification of urban residential (UR-1) from the current institutional designation. Ayes - All Announcement: Camp Summer Programs and Fall Soccer Registration John Hirliman of the Recreation Department announced registrations are still being accepted for Camp Saradac. There is a waiting list for scholarships. Registration for summer clinics will continue until June 27 th and fall registration will go until July 25th. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Digital Surveillance Solutions for the Recreation Center (14-160) John Hirliman of the Recreation Department stated this will update their current system and make it compatible with the Police Department. The total project cost is $30,247.34 with funding from H3567142 / 52000 / 1222 for $25,166 and H3517114 / 54720 / 1069 $5,081.34. Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with Digital Surveillance Solutions for the Recreation Department as distributed with the agenda. Ayes - All Page 10 of 18 City Council Meeting 5/6/14 Discussion and Vote: Authorization for the Mayor to Sign the 2014 Tri-City Contract for Camp Saradac (14-161) John Hirliman of the Recreation Department stated the City will make a 50% down-payment on the tickets with final payment due upon receipt of invoice. The total up to amount is $1,428 and funding is in line A3567754 / 54500. Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to sign the 2014 Tri-City contract for Camp Saradac as distributed with the agenda. Ayes – All Discussion and Vote: Authorization for the Mayor to Sign the Great Escape 2014 Tri-City Contract for Camp Saradac (14-162) John Hirliman stated this is similar to the Tri-City Valley Cats agreement. The contract is for $$2,550 and funding is in line A3567154 / 54500. Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to sign the Great Escape 2014 Tri-City contract with Camp Saradac as distributed with the agenda. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Agreement with Jonathan M. Haynes for an Easement at 152 Grand Avenue (14-163) Sarah Burger, city attorney and chair of the Real Estate Committee advised this is pursuant to the recommendation of the Real Estate Committee. This is for 2 encroachments; one on Western Alley and for the porch on the front of the property. Mayor Yepsen moved and Commissioner Mathiesen seconded to authorize the mayor to sign an agreement with Jonathan M. Haynes for easement to 152 Grand Avenue as distributed with the agenda. Ayes - All Discussion and Vote: Approval for the Council to Formally Adopt the Greenbelt Trail Feasibility Study (14- 164) Mayor Yepsen stated this is for formal adoption of the Greenbelt Feasibility Study. Kate Maynard stated this is for a 24 mile loop around the City of existing trails. This information is on the City website. Mayor Yepsen moved and Commissioner Madigan seconded for the Council to formally declare its support for the Greenbelt Trail Feasibility Study and adopt the policies contained therein. Ayes - All Discussion and Vote: Approval of a New Position – Zoning and building Technician – Part Time (14-165) Mayor Yepsen stated there is a line item for part time building inspector that is not filled. They would like to have these funds transferred to the newly created position of zoning and building technician part time. Page 11 of 18 City Council Meeting 5/6/14 Steve Shaw of the Building Department stated this position would start on May 26th for $18 per hour. This will free up the assistant building inspector to work on larger projects. Commissioner Madigan confirmed they will not be funding the part time clerk or the part time building inspector. Steve Shaw advised that is correct. Mayor Yepsen moved and Commissioner Franck seconded for Council to approve the new position of zoning and building technician part time effective May 26, 2014 at $18 per hour. Ayes – All Mayor Yepsen moved and Commissioner Franck seconded to add an item to her agenda regarding the waiving of fees for St. Clements. Ayes – All Tony Izzo advised waiving of a fee should not be taken lightly. This is for an application for which a fee was already paid and the Planning Board granted approval with a condition relative to a third party. By the time the applicant could get compliance from the third party, the 180 days passed. Mr. Izzo disclosed he attends services at St. Clements. Joanne Crum, attorney for the applicant, stated it took quite a while to get the agreement with the person who was they needed to get an easement from. Mayor Yepsen moved and Commissioner Franck seconded to approve the waiver of fees in the new application of the Missionary Society of the Most Holy Redeemer in the state of New York for their Lake Avenue property. Ayes - All ACCOUNTS DEPARTMENT Award of Bid: Extension of Pre-Cast Curb Bid to The Fort Miller Company, Inc.(14-166) Commissioner Franck moved and Commissioner Scirocco seconded to award the extension of bid for Pre-Cast Curbs to The Fort Miller Company, Inc. for an additional year under the same terms and conditions. Funding is in line A3335014 / 54180. Ayes - All Announcement: Grievance Class - May 8th at 6 p.m. Commissioner Franck announced that we are holding a grievance class again this year on Thursday, May 8, 2014 at 6 p.m. in the City Council Room. Residents are invited to attend to learn how to correctly fill out the application to grieve their assessments and understand the process. Discussion: Records Advisory Committee Commissioner Franck stated that by Council Decision in July 1988, he is also the City’s Records Management Officer. Based on Section 182.12 of the City Code entitled “Records” and upon the recommendation of the New York State Archives and Records Administration he would like to establish a Records Advisory Board. Appointed board members should include a representative from legal staff, the Page 12 of 18 City Council Meeting 5/6/14 City Historian, Records Management, the IT Director and one additional representative from each department. Each Commissioner and the Mayor should appoint a staff member to the committee. At the second Council meeting in June, I will ask for a vote via resolution for the formation of the Committee and its membership. FINANCE DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Fiber Tech Contract – Dark Fiber (14-167) Commissioner Madigan advised this is optic fiber that is dark. This is a renewal contract for the City’s dark fiber connection between City Hall and both fire stations. The cost is $1,200 per month and the term is for 36 months. Funding is in line A3021694 / 54740. Commissioner Madigan moved and Commissioner Mathiesen seconded to authorize the mayor to sign the Fiber Tech contract for dark fiber as distributed with the agenda. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Fiber Tech Contract – Internet (14-168) Commissioner Madigan stated this is a renewal of the City’s internet connection for City Hall. The cost is $595 per month. The term is for 36 months and funding is in line A3021694 / 54740. Commissioner Madigan moved and Commissioner Franck seconded to authorize the mayor to sign the Fiber Tech contract for internet as distributed with the agenda. Ayes - All Discussion and Vote: Capital Budget Amendment – Jefferson Street Sanitary Sewer Project (14-169) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2014 capital budget amendment – Jefferson Street Sanitary Sewer Project which was distributed with the agenda. Roll Call: Commissioner Franck – Aye Commissioner Madigan – Aye Commissioner Scirocco – Aye Commissioner Mathiesen – Aye Mayor Yepsen – Aye Discussion and Vote: Capital Budget Amendment – Wastewater Pump Station Project (14-170) Commissioner Madigan advised this increases the wastewater pump station project in the amount of $30,000 to study several pump stations. Commissioner Madigan moved and Commissioner Franck seconded to approve the 2014 capital budget amendment for the DPW Wastewater Pump Station Project which was distributed with the agenda. Roll Call: Commissioner Franck – Aye Commissioner Madigan – Aye Commissioner Scirocco – Aye Commissioner Mathiesen – Aye Page 13 of 18 City Council Meeting 5/6/14 Mayor Yepsen – Aye Discussion and Vote: Resolution for the use of Reserve – Capital Reserve Fund to Finance the Construction, Reconstruction or Acquisition of Buildings (14-171) Commissioner Madigan stated with this resolution, the Council will be approving the use of up to $180,000 for the unforeseen items for the Police Department Infrastructure Project. After this resolution there will be an uncommitted balance of $283,852 in this reserve. Council waived reading of the following resolution: RESOLUTION (For Expenditure of Capital Reserve Fund to Finance the Construction, Reconstruction or Acquisition of Buildings) WHEREAS, the City Council of the City of Saratoga Springs established the Capital Reserve Fund to Finance the Construction, Reconstruction or Acquisition of Buildings (“Buildings Reserve Fund”) on November 7, 2006 to accumulate moneys to finance the cost of the construction, reconstruction, or acquisition of buildings and additions to or conversion thereof as described in subdivisions 11 and 12 of § 11.00 of the Local Finance Law; and WHEREAS, the Council now finds that an expenditure of up to $180,000 is required to complete a phase of the Police Department Infrastructure project, including additional walls, chases, new windows, radiator upgrades, jail cell work, rewiring (removal, upgrade, code compliance), sprinkler system, lockers, built-in workstations, and other ancillary expenses, all towards the reconstruction of the Saratoga Springs Police Department facility located in City Hall. This expenditure will be made in accordance with the purposes of the Buildings Reserve Fund; NOW, THEREFORE, BE IT RESOLVED, that the above-described expenditure is hereby approved in accordance with the Capital Reserve Fund to Finance the Construction, Reconstruction or Acquisition of Buildings. Commissioner Madigan moved and Commissioner Franck seconded to approve the resolution for the use of reserve - Capital Reserve Fund to finance the construction, reconstruction or acquisition of buildings that was distributed with the agenda. Ayes - All Discussion and Vote: Capital Budget Amendment – Police Department Infrastructure (14-172) Commissioner Madigan stated this is for Police Department renovations. This increases the budget by $180,000 and is funded from the building reserve fund. Commissioner Madigan moved and Commissioner Franck seconded to approve the 2014 capital budget amendment for the DPS police infrastructure project which was distributed with the agenda. Roll Call: Commissioner Franck – Aye Commissioner Madigan – Aye Commissioner Scirocco – Aye Commissioner Mathiesen – Aye Mayor Yepsen – Aye Discussion: 1st Quarter 2014 Financial Report Commissioner Madigan stated the 1st quarter 2014 financial report has been filed with the City Clerk’s Office, available on Novus, and the City website. All figures reflect amounts posted as of March 31, 2014. The City is on target for the first quarter of 2014. Page 14 of 18 City Council Meeting 5/6/14 Discussion and Vote: Local Law No. 2 of 2014 – A Local Law to Amend Section 4.1.3 of the City Charter Entitled Tax Penalties Commissioner Madigan advised this is a change to the City Charter to clear up an administrative matter of how we asses tax penalties for water and sewer levies. The Charter sets a maximum of 16%; we assess up to 6% per quarter; if you are late in the third quarter you would be assessed a 4% penalty; and if you are late in the fourth quarter you are not assessed a penalty. They have always been assessing a 6% penalty. Tony Izzo, city attorney stated the 16% is not a statutory mandate. The Council compromised on 5% for the first month and 1% for every other month in the year. Commissioner Franck stated he is concerned about this as he believes we are over the annum amount. Commissioner Madigan pulled this item from the agenda tonight. Discussion and Vote: Budget Transfers – Payroll (14-173) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2014 budget transfers – payroll which were distributed with the agenda. Ayes - All Discussion and Vote: Budget Amendments – Benefits (14-174) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2014 budget amendments – benefits which were distributed with the agenda. Ayes – All Discussion and Vote: Rate Renewal for First Rehab for Disability Insurance (14-175) Commissioner Madigan stated First Rehab provides the City with disability insurance. This is the first rate increase the City has seen since 2007 and will cost about $1,815.60. Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the 2014 rate renewal for First Rehab for disability insurance which was distributed with the agenda. Ayes - All Announcement: Congratulations to Christine Gillmett-Brown, Director of Finance Commissioner Madigan congratulated Christine Gillmett-Brown for the completion of her term as president of the Government Finance Officers Association. PUBLIC WORKS DEPARTMENT Announcement: “We Remember 0-11” Memorial Bricks Commissioner Scirocco stated this is a new initiative that allows residents and non-residents to purchase a brick. The cost is $50 per brick and revenue will be used for the upkeep of the memorial. Discussion and Vote: Amend Capital Budget to Increase Revenue for the Jefferson Street Sanitary Sewer Project (14-176) Page 15 of 18 City Council Meeting 5/6/14 Commissioner Scirocco stated this amendment will replace the fees used to pay the consultant from the Jefferson Street project budget as the City is being reimbursed for this work. Commissioner Scirocco moved and Commissioner Madigan seconded to approve a revenue increase of $42,500 to the Jefferson Street Sanitary Sewer Project; H3638122 / 52000 / 1137. Ayes - All Discussion and Vote: Amend Capital Budget to Increase Revenue for the Sewer Pump Station Project (14-177) Commissioner Scirocco stated this amendment reflects the City being awarded a grant of $30,000. This amendment will replace the fees used from the Sewer Pump Station Project budget. Commissioner Scirocco moved and Commissioner Franck seconded to approve a revenue increase of $30,000 for EFC grant for the Sewer Pump Station Project; H3638332 / 52000 / 1167. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign a Curb Agreement with Sean Connolly (14-178) Commissioner Scirocco stated this is for the installation 38 feet of curbing at $20 per linear foot at 139 Nelson Avenue. Commissioner Scirocco moved and Commissioner Franck seconded to authorize the mayor to sign a curb agreement in the amount of $760 with Sean Connolly. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign a Renewal Agreement with Mahoney Notify – Plus, Inc. Alarms (14-179) Commissioner Scirocco stated this is an annual agreement for high level alarm radio transmitters for the lease, maintenance, and monitoring of the ice rink and sewer locations. Commissioner Scirocco moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with Mahoney Notify-Plus for the high level alarm radio transmitters in the amount of $11,742 per year; billed monthly at $978.50. Funding is in lines G3638124 / 54331, A35367184 / 54670 / 3000, and A3567194 / 54670 / 3000. Ayes – All Discussion and Vote: Authorization for the Mayor to Sign a Sidewalk Agreement with Marilyn Kellner (14- 180) Commissioner Scirocco stated this is for 65 square feet of sidewalk at $7 per square foot at 142 High Rock Avenue. Commissioner Scirocco moved and Commissioner Mathiesen seconded to authorize the mayor to sign a sidewalk agreement in the amount of $455 with Marilyn Kellner. Commissioner Franck disclosed Marilyn Kellner is his deputy’s mother. Ayes - All Page 16 of 18 City Council Meeting 5/6/14 Discussion and Vote: Authorization for the Mayor to Sign a Sidewalk Agreement with Katie Nemer (14- 181) Commissioner Scirocco stated this is for 300 square feet of sidewalk $7 per square foot at 322 Nelson Avenue. Commissioner Scirocco moved and Commissioner Mathiesen seconded to authorize the mayor to sign a sidewalk agreement in the amount of $2,100 with Katie Nemer. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign a Sidewalk Agreement with Joy Burke (14-182) Commissioner Scirocco stated this is for 366 square feet of sidewalk at $7 per square foot at 206 Regent Street. Commissioner Scirocco moved and Commissioner Mathiesen seconded to authorize the mayor to sign a sidewalk agreement in the amount of $2,562 with Joy Burke. Ayes - All PUBLIC SAFETY DEPARTMENT Discussion and Vote: Amend Capital Budget for the Police Department Infrastructure (14-183) Commissioner Mathiesen stated he is looking to increase the budget by $180,000 due to unforeseen costs for the Police Department Infrastructure Project. Commissioner Mathiesen moved and Commissioner Franck seconded to amend the capital budget i n the amount of $180,000. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Contract with the county for STOP DWI (14-184) Commissioner Mathiesen advised the City participates in this program on an annual basis. The County distributes funds on a semi-annual basis. The first installment will be made upon signing of the agreement and the second installment will be made no later than October 31, 2014. Commissioner Mathiesen moved and Commissioner Madigan seconded to authorize the mayor to sign a contract with the County for STOP DWI. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with Simplex Grinnell (14-185) Commissioner Mathiesen stated this is for labor and material to renovate existing space for the sprinkler system in the Police Department and Public Safety. Commissioner Mathiesen moved and Commissioner Scirocco seconded to authorize the mayor to sign an agreement with Simplex Grinnell in the amount of $23,295.04. Funding is in line H3146952 / 52000 / 1188. Ayes – All Page 17 of 18 City Council Meeting 5/6/14 Discussion and Vote: Authorization for the Mayor to Sign Change Order #5 to Hoosick Valley Contractors (14-186) Commissioner Mathiesen stated this change order is required to remove and replace acoustic ceiling and provide new masonry door openings. Commissioner Mathiesen moved and Commissioner Franck seconded to authorize the mayor to sign changer order #5 with Hoosick Valley Contractors in the amount of $6,045.00. Funding is in line H3146952 / 52000 / 1188. Ayes - All Announcement: NYS Citizen Preparedness Corps Training Program Commissioner Mathiesen advised this program will take place at SUNY Albany on May 10th at 10 am. They will talk about disaster preparedness. Discussion and Vote: Authorization for Mayor to Sign Agreement with Frank Ryan & Sons (14-187) Commissioner Mathiesen stated this is for the interior painting of the West Avenue Fire Station. Commissioner Mathiesen moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with Frank Ryan & Sons in the amount of $9,790. Funding is in line H3146952 / 52000 / 1133. Ayes - All SUPERVISORS Matthew Veitch Resolution Opposing Closure of Reactor at Knolls Atomic Power Laboratories Supervisor Veitch reported the resolution is opposing the closure of one of the nuclear reactors at the Knolls Atomic Power Labs. Workforce Development Program for Summer Hire Worksites Supervisor Veitch reported the Department of Employment and Training has a summer youth program. High Schools students can contact the County Employment and Training Office for an application. Peter Martin Veterans’ Affairs Supervisor Martin reported there are a number of activities and opportunities coming up for our veterans. There is a not for profit group that will fly veterans to Washington D.C. and give them a tour on June 7th. There will be an event at SPAC August 29th for the veterans. Trails Committee Supervisor Martin reported the Zim Smith Trail is being extended an extra 3 miles. They will go south first into Mechanicville. Then it will be extended to the north into the Spa State Park. Page 18 of 18 City Council Meeting 5/6/14 ADJOURNMENT There being no further business, Mayor Yepsen adjourned the meeting at 10:18 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 6/3/14 Vote: 5 - 0 Page 19 of 18