City Council

July 14, 2014 CITY OF SARATOGA SPRINGS City Council Pre- Agenda Meeting PRESENT: Joanne Yepsen, Mayor Michele Madigan, Commissioner of Finance John P. Franck, Commissioner of Accounts Christian Mathiesen, Commissioner of DPS Peter Martin, Supervisor STAFF PRESENT: Joe Ogden, Deputy Mayor Lynn Bachner, Deputy Commissioner, Finance Sharon Kellner-Byrnes, Deputy Commissioner, Accounts Eileen Finneran, Deputy Commissioner, DPS Sarah Burger, City Attorney EXCUSED: Anthony Scirocco, Commissioner of DPW Tim Cogan, Deputy Commissioner, DPW Matthew Veitch, Supervisor CALL TO ORDER Mayor Yepsen called the meeting to order at 9:37 a.m. PUBLIC HEARING Amend Capital Budget for Police Department and Public Safety Infrastructure Project No comments. PRESENTATION Save Victoria Pool Recognition Mayor Yepsen advised she will be presenting this group with a certificate of recognition. EXECUTIVE SESSION Mayor Yepsen advised there will be an executive session to discuss labor negotiations. CONSENT AGENDA 1. Approval of 6/16/14 Pre-Agenda Meeting Minutes 2. Approval of 6/17/14 City Council Meeting Minutes City Council Pre-Agenda Meeting July 14, 2014 3. Approval of 6/30/14 Pre-Agenda Meeting Minutes 4. Approval of 6/6/14 Special City Council Meeting Minutes 5. Approval Resolution for the Use of the Insurance Reserve 6. Approve Budget Amendments – Insurance Reserve 7. Approve Budget Amendments (Increases) 8. Approve Payroll 07/03/2014 $462,391.51 9. Approve Payroll 07/11/14 $442,668.37 10. Approve Warrant: 2014 Mid – 14MWJUL1 $53,275.69 11. Approve Warrant: 2014 REG – 14JUL2 $891,640.86 Commissioner Madigan advised she will be adding transfers- regular to the Consent Agenda. MAYOR’S DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Merged PBA Collective Bargaining Agreement No comment. Discussion and Vote: Authorization for Mayor to Sign Memorandum of Agreement with PBA Regarding First Night Improper Practice Charge No comment. Discussion and Vote: Authorization for Mayor to Sign memorandum of Agreement with PBA Regarding Holiday Pay Grievance No comment. Discussion and Vote: Accept Three Donations Funding the Summer concert Series in Congress Park No comment. Discussion and Vote: Authorization for the Mayor to Sign Memorandum of Agreement with PBA Regarding the “Swing Shift” No comment. Discussion and Vote: Authorization for the Mayor to Sign contract for Saratoga Springs Summer Concert Series – C.C. Vagabond No comment. Discussion and Vote: Authorization for the Mayor to Sign a Contract for Saratoga Springs Summer Concert Series – Terry Quintet No comment. Discussion and Vote: Authorization for the Mayor to Sign Memorandum of Understanding with CDTC Regarding the Saratoga Springs Trial Bikeshare Week Kate Maynard of the Planning Department advised there is an MOU between CDTC and the City . Commissioner Madigan confirmed there is no cost for this program. Kate advised that was correct. Page 2 of 6 City Council Pre-Agenda Meeting July 14, 2014 Mayor Yepsen added an item to her agenda: Appointment to the Downtown Special Assessment District. ACCOUNTS DEPARTMENT Award of Bid: Parking Garage LED Fixture Replacements No comment. Award of Bid: Sale of Used Vehicle No comment. Award of Bid: Spirit of Life and Spencer Trask Memorial Masonry Restoration No comment. FINANCE DEPARTMENT Discussion and Vote: Resolution for the Use of the Recreation Trust Fund – Spirit of Life No comment. Discussion and Vote: Bond Resolution – Police Infrastructure No comment. Discussion and Vote: Capital Budget Amendment – Spirit of Life Restoration Project No comment. Discussion and Vote: Capital Budget Amendment – Police Infrastructure Project No comment. Discussion and Vote: 2014 Finance Policies and Procedures Update Commissioner Madigan advised that per the Charter section 4.2.1, they are to review this annually. Discussion and Vote: Budget Transfers - Payroll No comment. Discussion: city Housing Initiatives Commissioner Madigan advised this relates to the properties at Cherry Street and Division Street. Brad Birge of the Planning Department advised these projects are moving along as planned. The idea is to remove the building on the Cherry Street parcel and have a vacant parcel. PUBLIC WORKS DEPARTMENT Discussion and Vote: Amend the 2014 Capital Budget Tim Wales, city engineer, advised this is to accept a contribution for the Spirit of Life. Page 3 of 6 City Council Pre-Agenda Meeting July 14, 2014 Discussion and Vote: Authorization for the Mayor to Sign Agreement with CKM Electrical Services, Inc. Tim Wales, city engineer, advised this is for the LED light replacement in the older parking garages. Debbie Labreche, assistant city engineer, advised this is being done as an environmental benefit project as part of the settlement for the DPW spill contamination that took place at the DPW garage. Discussion and Vote: Authorization for the Mayor to Sign Agreement with PCC Contracting, Inc. – Spirit of Life No comments. Discussion and Vote: Authorization for the Mayor to Sign Sidewalk Agreement – Dr. & Mrs., Arthur Isenberg No comment. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Amend Capital Budget for the Police Department Infrastructure Project No comment. Discussion and Vote: Authorization for the Mayor to Sign Extension of Lease Agreement for 35 Maple Avenue Commissioner Mathiesen advised public safety needs this space for an additional month. Discussion and Vote: Authorization for Mayor to Sign Change Orders 4 – 8 for Harold Clune Commissioner Mathiesen broke the change orders down as follows:  Change Order #4 = additional phone, CATV cable, and jacks for $33,606  Change Order #5 = new branch circuits for $9,384 and replacement duplex receptacles and wiring for $5,352 for a total of $1414,736  Change Order #6 = dedicated circuits for security equipment for $935 and drop in lights for $915 for a total of $1,850  Change Order #7 = dedicated electrical data circuit to a new copier machine for $1,471  Change Order #8 = dedicated electrical circuits for security equipment in the new server room for $1,753; new cable tray in new server room for $880; and additional dedicated circuits for $3,250 for at total of $5883 Discussion and Vote: Authorization for Mayor to Sign Change Orders 10 – 19 for Hoosick Valley Contractors Commissioner Mathiesen broke the change orders down as follows:  Change Order #10 = additional wall and framing for $3,688.03  Change Order #11 = reframe and reinforce floor framing in new server room for $10,523.12  Change Order #12 = repair and paint windows in second floor for $1,827 and install underlayment in second floor offices for $5,645 for a total of $7,472.85  Change Order #13 = extend installation of abuse resistant drywall for $2,225 and install new pipe handrails for $1,957 for a total of $4,182  Change Order #14 = repair walls in second floor offices for $3,373; lowering of ceilings to allow for new electrical work for $3,373; prepare and paint existing second floor wood trims for $1,814; Page 4 of 6 City Council Pre-Agenda Meeting July 14, 2014 and to frame drywell new pipe enclosure in women’s locker/toilet room for $731 for a total of $9,312  Change Order #15 = to cover second floor ceiling openings for $4,517  Change Order #16 = installation of new door for evidence room for $2,548  Change Order #17 = plywood to support wall mounted equipment in the new server room for $1,433  Change Order #18 = new underlay throughout the basement offices for $3,398  Change Order #19 = new stair treads and raisers for $3,994 Discussion and Vote: Resolution Relative to the Sale of the Collamer Lot & Purchase of Parcel on Union Ave. Commissioner Mathiesen stated this is an updated resolution with changes to Section d. Discussion and Vote: Authorization for Mayor to Sign Contract for the Sale of Parcel 165.52-4-39 (Collamer Lot) No comment. Discussion and Vote: Authorization for Mayor to Sign Contract for the Purchase of Parcel 179.-3-1 on Union Avenue No comment. SUPERVISORS Matthew Veitch Supervisor Martin read Supervisor Veitch’s item. 1. Saratoga County Prosperity Partnership 2. Reimbursement Rates for Pre-School Education 3. Director of Mental Health 4. 2015 County Budget Process Peter Martin 1. Economic Development 2. Social Programs Committee 3. Veteran’s Affairs EXECUTIVE SESSION Mayor Yepsen moved and Commissioner Franck seconded to adjourn to executive session for the purpose of discussion of collective negotiations and sale of real property at 10:11 a.m. Ayes - All The Council returned at 10:52 a.m. Mayor Yepsen advised they discussed items on the Mayor’s agenda. Page 5 of 6 City Council Pre-Agenda Meeting July 14, 2014 ADJOURN Mayor Yepsen adjourned the meeting at 10:52 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 8/5/14 Vote: 5 - 0 Page 6 of 6