City Council

October 6, 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 Sharon Kellner-Byrnes, Deputy Commissioner, Accounts Eileen Finneran, Deputy Commissioner, DPS Vincent DeLeonardis, city attorney Matthew Veitch, Supervisor Peter Martin, Supervisor EXCUSED: Tim Cogan, Deputy Commissioner, DPW CALL TO ORDER Mayor Yepsen called the meeting to order at 9:34 a.m. PUBLIC HEARING None PRESENTATION 2015 Comprehensive Budget EXECUTIVE SESSION CONSENT AGENDA 1. Approval of 9/10/14 Special City Council Meeting Minutes 2. Approval of 9/15/14 Pre-Agenda Meeting Minutes 3. Approval of 9/16/14 City Council Meeting Minutes 4. Approve Resolution for the Use of the Insurance Reserve (13) 5. Approve Resolution for the Use of the Insurance Reserve (14) 6. Approve Resolution for the Use of the Insurance Reserve (15) 7. Approve Resolution for the Use of the Insurance Reserve (16) 8. Approve Budget Amendments – Insurance Reserve 9. Approve Budget Amendments (Increases) City Council Pre-Agenda Meeting October 6, 2014 10. Approve Payroll 9/19/14 $755,186.61 11. Approve Payroll 9/25/14 $448,713.43 12. Approve Payroll 10/2/14 $431,466.22 13. Approve Warrant: 2014 Mid – 14MWOCT1: $575,860.57 14. Approve Warrant: 2014 Mid – 14MWSEP2: $53,084.86 15. Approve Warrant: 2014 REG – 14OCT1: $873,323.18 16. Approve Budget Transfers - Regular No comments. MAYOR’S DEPARTMENT Set Public Hearing: Amendment to Franchise to Fiber Technologies Network, LLC (Charter Section 13.1) Mayor Yepsen advised the fiber company is changing hands/names and we need the contract to reflect that. Tony Izzo, assistant city attorney, advised Fiber Technologies wants to assign their rights to another company. This needs to be published once a week for 3 consecutive weeks. Announcement: Veterans Memorial Park Ed Valentine Field John Hirliman of the Recreation Department advised the field is almost completed. They will be shutting the park down until spring 2016. Discussion and Vote: Authorization for the Mayor to Sign Change Order with Digital Surveillance Solutions, Inc. John Hirliman advised they are upgrading the cameras system at the Recreation Center and adding a couple cameras. Discussion and Vote: Authorization for the Mayor to Sign Change Order #2 with Cleveland Brothers Landscaping, Inc. No comments. Discussion and Vote: Saratoga Springs Recreation Department Programs & Registration John Hirliman advised they are making an announcement of the biddy basketball programs, indoor lacrosse, and other programs. Mayor Yepsen advised she will be adding 2 times to her agenda: Announcement: 2014 Bike Share Week Report and Announcement: October is Domestic Violence Awareness Month. ACCOUNTS DEPARTMENT Award of Bid: Casino Vertical Platform Lift to Machnick Builders, Ltd No comments. Award of Bid: City Hall Space Study to Envision Architects, P.C. No comments. Page 2 of 6 City Council Pre-Agenda Meeting October 6, 2014 Award of Bid: Sale of Used Vehicles to M.R. Parillo No comments. Announcement: Tax Relief Program Commissioner Franck advised Saratoga School District met the qualifications for tax refunds through the STAR program. Residents will automatically receive refunds if they qualify. Award of Bid: Weibel Avenue Landfill Gas System Upgrade to James H. Maloy, Inc. No comments. FINANCE DEPARTMENT Discussion and Vote: Resolution for the Assistant City Attorney Commissioner Madigan advised this resolution covers the terms of employment, benefits, compensation; similar to the city attorney resolution. This has been reviewed by legal, risk and safety, and Civil Service. Discussion and Vote: Resolution for the Use of the Spring Run Trail Reserve No comments. Discussion and Vote: Budget Amendment – Spring Run Trail Reserve Commissioner Madigan advised this is to move the money from reserves into the budget. Discussion and Vote: Budget Amendments – FB Assignment for CSEA – CH Contract Commissioner Madigan advised this item plus items 5, 6, 7, and 8. Separate transfers and amendments are required for the water, sewer, and general funds. Discussion and Vote: Budget Transfers – Water Fund Contingency for CSEA – CH Contract Same as above. Discussion and Vote: Budget Transfers - Sewer Fund Contingency for CSEA – CH Contract Same as above. Discussion and Vote: Budget Transfers – Payroll – Water Fund for CSEA – CH Contract Same as above. Discussion and Vote: Budget Transfers – Payroll – Sewer fund for CSEA – CH Contract Same as above. Discussion and Vote: Budget Transfers – Payroll No comments. Discussion and Vote: Budget Transfers – City Center Contingency No comments. Page 3 of 6 City Council Pre-Agenda Meeting October 6, 2014 Discussion and Vote: Budget Amendments – Benefits No comments. Announcement: Bond Rating and Refunding No comments. Announcement: Spa Solar Park Development No comments. Announcement: 2015 Budget Workshops Commissioner Madigan listed the following dates and times for the 2015 budget workshops:  October 9th at 2 p.m. – Finance & Capital Budget  October 14th at 1 p.m. – Mayor’s Department & Recreation Department  October 16th at 4:00 p.m. – Accounts Department  October 22nd at 1 p.m. – Public Safety Department  October 24th at 3:00 p.m. – Public Works Department  October 28th at 6:00 p.m. – if necessary  October 30th at 1:00 p.m. – if necessary Commissioner Madigan advised she will be adding a set of transfers to her agenda. PUBLIC WORKS DEPARTMENT Set Public Hearing: Amend the 2014 Capital Budget to Increase State Grant Funding for the Ballston Avenue Traffic Improvement Project No comments. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Machnick Builders, Ltd. – Casino Vertical Platform Lift Commissioner Scirocco stated this will be installed in the back of the Casino for caterers to get their equipment in and out of the Casino. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Envision Architects PC – City Hall Study Commissioner Scirocco advised they need to provide another court room. They are working on a plan of where they can put the second court room. Discussion and Vote: Authorization for the Mayor to Sign Agreement with J.H. Maloy, Inc. – Weibel Avenue Landfill Gas System Upgrades Tim Wales, city engineer advised they were the lowest bidder to construct the flare system. Mayor Yepsen asked how much time will be needed to completed this. Tim advised this is for the construction of the flare system and the updates to the gas collection system. Page 4 of 6 City Council Pre-Agenda Meeting October 6, 2014 Discussion and Vote: Authorization for the Mayor to Sign Agreement with Mid-State Construction for the Canfield Casino Emergency Repairs Deb LeBreche advised while contractors were in the attic they discovered there was separation that wasn’t there previously. Mid-State was hired to do the emergency work within 4 days. All stabilization is in place on a temporary basis and moving toward a permanent stabilization. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Ryan Biggs – Emergency Repairs for Canfield Casino No comments. Discussion and Vote: Authorization for the Mayor to Sign Change Order with Trinity Construction, Inc. – Bog Meadow Infrastructure and Water Supply Project Tim Wales advised they need to seal the cracks and leak in the well at Bog Meadows. Discussion and Vote: Authorization for the Mayor to Sign Curb Agreement – Timothy Yates Commissioner Scirocco advised this is on Caroline Street. Discussion and Vote: authorization to Return the Rental Fees to the Wedding Parties at the Canfield Casino Weekend September 26, 27, & 28 Per the city Attorney Tony Izzo, assistant city attorney, advised we didn’t deliver on the rental so the appropriate thing to do is return their rental fee. Discussion and Vote: Resolution Authorizing Construction of the Bog Meadow Infrastructure & Water Supply Project Commissioner Scirocco stated this is a resolution from the Department of Health and a requirement from DOH. Discussion: Update Spring run Trail New Parking Lot Commissioner Scirocco advised the lot has been completed. There is space for 12 cars and is a gravel filled lot. Discussion: Update of the Canfield Casino Ceiling No comments. PUBLIC SAFETY DEPARTMENT Announcement: Canadian Pacific Railway Emergency Training Commissioner Mathiesen advised that the Fire Department, EMS, and Police Department all attended the training. Commissioner Matheisen advised he will be adding an item to his agenda: Announcement: Vacant Property Ordinance SUPERVISORS Matthew Veitch Page 5 of 6 City Council Pre-Agenda Meeting October 6, 2014 1. NYSAC Conference 2. DOH Approval of Sale for Maplewood Manor 3. Saratoga County Energy Plan Peter Martin 1. Economic Development 2. Veteran’s Affairs 3. NYSAC Meeting 4. Department of Health Update 5. Kids’ Halloween Parade at Maplewood Manor ADJOURN Mayor Yepsen adjourned the meeting at 10:17 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 10/21/14 Vote: 5 - 0 Page 6 of 6