City Council

September 2, 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 Anthony Scirocco, Commissioner of DPW Christian Mathiesen, Commissioner of DPS STAFF PRESENT: Joe Ogden, Deputy Mayor Lynn Bachner, Deputy Commissioner, Finance Eileen Finneran, Deputy Commissioner, DPS Sarah Burger, City Attorney EXCUSED: Sharon Kellner-Byrnes, Deputy Commissioner, Accounts Tim Cogan, Deputy Commissioner, DPW Matthew Veitch, Supervisor Peter Martin, Supervisor CALL TO ORDER Mayor Yepsen called the meeting to order at 9:35 a.m. PUBLIC HEARING Amend 2014 Capital Budget for Weibel Avenue Gas Landfill Project Commissioner Scirocco stated they have completed the design and they are ready to bid the project. 2015 – 2020 Capital Budget and Program No comments. PRESENTATION 1. 2015 – 202 Capital Budget and Program EXECUTIVE SESSION: collective bargaining negotiations Mayor Yepsen advised they will hold the executive session after the pre-agenda meeting this morning. CONSENT AGENDA 1. Approval of 8/18/14 Pre-Agenda Meeting Minutes 2. Approval of 8/19/14 City Council Meeting Minutes City Council Pre-Agenda Meeting September 2, 2014 3. Approval of 8/26/14 City Council Meeting Minutes 4. Approval of 8/5/14 City Council Meeting Minutes 5. Approve Resolution for the Use of the Insurance Reserve 6. Approve Resolution for the Use of the Insurance Reserve 7. Approve Budget Amendments – Insurance Reserve 8. Approve Budget Amendments (Increases) 9. Approve Budget Transfers – Regular 10. Approve Payroll 8/22/14 $458,305.46 11. Approve Payroll 8/29/14 $449,186.75 12. Approve Warrant: 2014 Mid – 14 MWAUG2 $40,600.50 13. Approve Warrant: 2014 Mid – 14 MWAUG3 $310.00 14. Approve Warrant: 2014 Mid – 14 MWAUG4 $536,854.52 15. Approve Warrant: 2014 REG – 14SEP1 $421,478.14 No comments. MAYOR’S DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign contract with HMA contracting Corp. for Waterfront Park Brad Birge stated HMA was the lowest bidder and was awarded the bid at the last City Council meeting. Commissioner Scirocco asked who will be responsible for overseeing this project. Brad advised this will be done by the Mayor’s Office and the city engineer. Discussion and Vote: Authorization for Mayor to Sign Contract with NYSERDA for a Cleaner, Greener Communities Grant Brad Birge advised they submitted an application during the last consolidated funding round. The intent is to synchronize all the City’s policy documents, comprehensive plan, open space plan, complete streets; Zoning Ordinance, etc. This is to make a unified ordinance. We received a $200,000 grant from NYSERDA to accomplish this. Commissioner Madigan asked if there is a required match. Brad advised the match is $50,000 through in-kind services. Discussion and Vote: 2015 – 2020 Capital Budget and Program No comments. Discussion and Vote: Accept Concert Donation for Visitor’s Center from Saratoga National Bank in the Amount of $100.00 No comments. Discussion and Vote: approval for Mayor to Sign Performer Contract with CC Vagabound for Visitor’s Center Summer Concert Series No comments. Discussion and Vote: Accept a Donation of Ice Rink Merchandise Valued at $697.09 from Walton’s Sports Shop Page 2 of 6 City Council Pre-Agenda Meeting September 2, 2014 No comments. Discussion and Vote: Name the Saratoga Springs Recreation Center Gymnasium the George Parker Gymnasium John Hirliman of the Recreation Department stated the Recreation Commissioner discussed naming the gymnasium only after George Parker. George Parker coordinated bitty basketball for over 40 years. Discussion and Vote: authorization for the Mayor to Sign Merged Collective Bargaining Agreement with Saratoga Springs Police Benevolent Association Mayor Yepsen advised this will be discussed in executive session after today’s meeting. Discussion and Vote: Name the Saratoga Springs Recreation Center Basketball Court the Landon Moore Court John Hirliman advised Landon Moore was one of the first Recreation Commission members, coached Pop Warner, little league, and involved in recreation until he passed away. Discussion: Update on 9-11 Commemoration Ceremony No comments. Announcement: 2015 City Centennial Logo Unveiled No comments. Mayor Yepsen advised she will be adding 2 items to her agenda: Announcement: Workshop Along with Congressman Tonko’s Office Regarding FEMA and Homeland Security Grants, and Appointment: Design Review Commission. ACCOUNTS DEPARTMENT Discussion and Vote: Acceptance of Records Management Grant Nancy Wagner stated this is the 29th records management grant we have received. The amount of the grant is $17,076. The money will be used to cover the cost of support staff, scanning payroll and retirement microfilm for searchable desk top access by the Payroll Administrator to assist with time consuming accruals and research. The grant includes 2 wide-screen monitors to facilitate access to the scanned microfilm with the ability to simultaneously fill in forms and send emails. This will save staff time and ensure the completeness and accuracy of the research results. We will purchase a scanner for Recreation, and we will scan the minutes of the Recreation Commission into the department’s text searchable Laserfiche repository. The project will result in the inventory and organization of the records of Community Development, Inactive Recreation file and City Attorney records. The records will be identified, purged of obsolete documents, arranged and indexed for easy access with boxes labeled in a manner to facilitate the annual disposition of records past retention. By accepting the grant the City council is also approving for the Mayor to sign any related forms and grant materials throughout the project. Although going forward we encourage having less paper and having electronic records, it is not always cost effective to scan inactive records, it makes more sense to identify, purge, organize and index them for efficient access and retrieval. Discussion and Vote: Hire Two Temporary Clerks with Grant Funds for Records Management Project Page 3 of 6 City Council Pre-Agenda Meeting September 2, 2014 Nancy Wagner advised we will be requesting approval for 2 positions at a rate of up to $15/hour. We can decrease the rate of pay in order to get more hours out of the staff as long as the project ends on June 30, 2015. This is a non-matching grant with no cost to the City. Award of Bid: Canfield Casino Emergency Generator No comments. FINANCE DEPARTMENT Discussion and Vote: Addendum One to Agreement with Novusolutions Commissioner Madigan advised this is for the indexing the City Council meetings and will free up some IT time. Discussion and Vote: Resolution to Establish a Capital Reserve Fund to Finance Improvements to the City Sewer System No comments. Discussion and Vote: Computer Use Policy Commissioner Madigan advised this policy was put into place in 2005 and reviewed every year. One revision is to make it easier to obtain one’s own e-mail history, the second is regarding obtaining MUNIS access, and the third item is a training requirement for all employees who use computers. Discussion and Vote: Budget Transfers – Payroll No comments. Discussion and Vote: Budget Transfers – Benefits No comments. Discussion: 2015 Budget No comments. Commissioner Madigan added 2 items to her agenda: Announcement: City Center Lease; and Discussion and Vote: Agreement with Fitzgerald, Morris, Bake, and Firth, PC. Mayor Yepsen asked Commissioner Madigan if she could further explain the City Center Lease. Commissioner Madigan stated they could discuss it after this meeting but that is all she has to say about it for the agenda meeting. PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Agreement with Dow Electric, Inc. Canfield Casino Emergency Generator No comments. Discussion: Engineering Update Page 4 of 6 City Council Pre-Agenda Meeting September 2, 2014 Commissioner Scirocco advised they will be providing an update on projects completed and ones that are in progress. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Invoice for Wolfe Security Commissioner Mathiesen advised this relates to the Police Department and is in the amount of $53,275. Announcement: Lieutenants PBA Officer of the Year No comments. Announcement: Sentencing of John Dooley No comments. Announcement: Public Safety Forum on September 25, 2014 at 7 p.m. in the City Council Room No comments. Commissioner Mathiesen added the following item to his agenda: Discussion and Vote: Authorization and Consent for the City Center Authority to Make Any and All Necessary and Appropriate Applications to the City’s Land Use Boards, the Building Department, County and/or State Agencies in Connection with the Saratoga Springs City Center Authority Parking Structure Project on High Rock Avenue and the Waiver of Any and All Land Use Board Application Fees and Building Permit Fees the City Would Customarily Charge with a Commercial Project. SUPERVISORS Matthew Veitch 1. Saratoga County Energy Consumption Study Peter Martin 1. Nothing at this time. EXECUTIVE SESSION Mayor Yepsen moved and Commissioner Mathiesen seconded to adjourn to executive session at 10:00 a.m. Ayes – All The City Council returned from executive session at 10:10 a.m. Mayor Yepsen announced they will address the topic discussed at tonight’s City Council meeting. Page 5 of 6 City Council Pre-Agenda Meeting September 2, 2014 ADJOURN Mayor Yepsen adjourned the meeting at 10:01 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 9/16/14 Vote: 5 - 0 Page 6 of 6