City Council

October 21, 2014 CITY OF SARATOGA SPRINGS City Council Meeting Agenda 6:40 PM P.H. – Amend 2014 Capital Budget for Ballston Avenue Traffic Improvement Project 6:45 PM P.H. – 2015 Comprehensive Budget 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION(S) 1. Church Street Waterline Improvement Including Looping EXECUTIVE SESSION: Collective bargaining agreement CONSENT AGENDA 1. Approval of 10/6/14 Pre-Agenda Meeting Minutes 2. Approval of 10/7/14 City Council Meeting Minutes 3. Approve Resolution for the Use of the Insurance Reserve (17) 4. Approve Resolution for the Use of the Insurance Reserve (18) 5. Approve Budget Amendments – Insurance Reserve 6. Approve Budget Amendments (Increases) 7. Approve Budget Transfers – Regular 8. Approve Payroll 10/1014 $431,073.58 9. Approve Payroll 10/17/14 $428,606.63 10. Approve Warrant: 2014 Mid – 14MWOCT2: $110,705.66 11. Approve Warrant: 2014 REG – 14OCT2: $440,106.33 MAYOR’S DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign a Contract with Hodgson-Russ for Legal Services 2. Discussion and Vote: Authorization to Set Hourly Rate for Part-Time Secretary to Office of Planning and Economic Development 3. Discussion and Vote: Approval for Mayor to Sign Collective Bargaining Agreement with CSEA/DPW 4. Discussion and Vote: Accept a Donation of $400 from GymRat Basketball, LLC City Council Meeting 10/21/14 5. Announcement: Saratoga Springs Recreation Department Programs & Registration 6. Announcement: Saratoga Casino and Raceway Foundation Annual Grant Applications Now Accepted 7. Announcement: Partnership with Vet Help ACCOUNTS DEPARTMENT 1. Announcement: Study: Economic Impact of Saratoga Rowing Association on the City of Saratoga Springs and Saratoga County 2. Discussion and Vote: Update Workplace Violence Policy FINANCE DEPARTMENT 1. Announcement: Revenue Committee 2. Discussion and Vote: Budget Transfers – Payroll 3. Discussion and Vote: Budget Transfers – Benefits 4. Discussion and Vote: Budget Transfers – City Center Contingency 5. Discussion and Vote: Budget Amendments – Benefits 6. Set Public Hearing: Second Public Hearing for the 2015 Budget PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Amend the 2014 Capital Budget to Accept Additional State Grant Funds for the Ballston Avenue Traffic Improvement Project 2. Announcement: Household Hazardous Waste Update 3. Announcement: Trout Unlimited Stream and Habitat Restoration Project on the Geyser Creek in the State Park 4. Discussion: Water Connection Fee’s PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Hold Harmless Rider with Fort Miller 2. Discussion and Vote: Authorization for Mayor to Sign change Orders #21 & #23 with Hoosick Valley Contractors 3. Discussion and Vote: Authorization for Mayor to Sign Change Order #12 with Harold Clune 4. Discussion and Vote: Invoice for VidaCare SUPERVISORS Matthew Veitch 1. Saratoga County 2015 Capital Budget 2. Saratoga County 2015 Operating Budget 3. Saratoga County Prosperity Partnership 4. Saratoga County Youth Advisory Committee 5. Technology Committee 6. Public Safety Committee Peter Martin 1. Veteran’s Affairs 2. County Sewer System 3. Board of Supervisor’s Meeting ADJOURN Page 2 of 10 City Council Meeting 10/21/14 October 21, 2014 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room PRESENT: Joanne Yepsen, Mayor John Franck, Commissioner of Accounts Michele Madigan, Commissioner of Finance Anthony Scirocco, Commissioner of DPW Christian Mathiesen, Commissioner of DPS STAFF PRESENT: Joe Ogden, Deputy Mayor Sharon Kellner-Byrnes, Deputy Commissioner, Accounts Lynn Bachner, Deputy Commissioner, Finance Tim Cogan, Deputy Commissioner, DPW Eileen Finneran, Deputy Commissioner, DPS Vincent DeLeonardis Peter Martin, Supervisor Matthew Veitch, Supervisor 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 2014 Capital Budget for Ballston Avenue Traffic Improvement Project Mayor Yepsen opened the public hearing at 6:41 p.m. Commissioner Scirocco stated this is to amend the 2014 capital budget to add $391,000 to the project. No one spoke. Page 3 of 10 City Council Meeting 10/21/14 Mayor Yepsen closed the public hearing at 6:45 p.m. 2015 Comprehensive Budget Mayor Yepsen opened the public hearing at 6:45 p.m. Commissioner Madigan advised this is the first public hearing for the 2015 Comprehensive Budget. The second public hearing will be set this evening for the next City Council meeting. That public hearing will be held open until the vote on the budget is taken. No one spoke. Mayor Yepsen closed the public hearing at 7:00 p.m. CALL TO ORDER Mayor Yepsen called the meeting to order at 7:00 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 7:01 p.m. Ken Klotz of 232 Maple Avenue advised the annual crop walk is this Sunday, October 26th. He invited the elected officials and listening public. They will meet near the Spirit of Life Statue at 1:00. The walk will be 2 ½ - 3 miles. Jack Varley of 22 North Milton Road stated he is 65 years old and works part time at the Holiday Inn. While working Saturday night, a couple young men jumped him and beat him up because he asked then to use the facilities inside rather than on a patron’s care. They broke his jaw and eye socket. The City is the jewel of upstate New York. Someone needs to take the reins and take control. Commissioner Mathiesen stated he agreed. He stated 65% of the people who are causing these types of issues are from out of town. They are working hard to find the support to make the necessary changes. Sarah Burger of 39 North Pearl Street – Law Firm of Cooper, Irving, and Savage stated she is here on behalf of her client, Stanley Borden. A recent article in the Gazette states the waiver of the water connection fee was done and documented with the knowledge of the Council. There is only one commissioner that knows the truth about what happened and asked the commissioner to please do the right thing. Phil Diamond of 55 Railroad Place stated he is glad we haven’t been giving anything away this past week or so. It is time to stop. It doesn’t matter what account it came out of or what account the money goes into; it is lost revenue. Mayor Yepsen closed the public comment period at 7:10 p.m. PRESENTATIONS Page 4 of 10 City Council Meeting 10/21/14 Church Street Waterline Improvement Including Looping Commissioner Scirocco introduced Bill Dake and Bill Norton from Stewart’s. Mr. Dake advised Stewart’s has 3 sources of water. They have pressure problems and frequent interruptions; they are at the end of a very old line. This needs to be addressed. They have done all the surveys, established a water district in Greenfield, and they are about to run a line down Denton Road into the plant. They would want to replace the 4 inch line to their plant with an 8 inch line. They would like to move their meter into the City property and pay twice the City rate and cover the cost of construction. They have some urgency as all the parties involved in the construction are ready and at the site. They would also like permission to purchase the pipe and hydrants from the City at the City’s cost since the City would own the pipe at the end of this project. Commissioner Franck asked how much of the Stewart’s property is in Saratoga Springs. Mr. Dake advised the building is in Greenfield and most of the parking and driveway is in the City. They did not want to construct a building in 2 municipalities. Commissioner Madigan asked what the timeframe would be for his return at the rate. Mr. Dake advised it would be about 20+ years. EXECUTIVE SESSION Mayor Yepsen moved and Commissioner Mathiesen seconded to adjourn to executive session regarding collective negotiations at 7:29 p.m. Ayes - All The Council returned at 7:50 p.m. Mayor Yepsen stating they will be voting on the collective bargaining agreement under her agenda. CONSENT AGENDA Mayor Yepsen moved and Commissioner Madigan seconded to accept the consent agenda as follows: 1. Approval of 10/6/14 Pre-Agenda Meeting Minutes 2. Approval of 10/7/14 City Council Meeting Minutes 3. Approve Resolution for the Use of the Insurance Reserve (17) 4. Approve Resolution for the Use of the Insurance Reserve (18) 5. Approve Budget Amendments – Insurance Reserve 6. Approve Budget Amendments (Increases) 7. Approve Budget Transfers – Regular 8. Approve Payroll 10/1014 $431,073.58 9. Approve Payroll 10/17/14 $428,606.63 10. Approve Warrant: 2014 Mid – 14MWOCT2: $110,705.66 11. Approve Warrant: 2014 REG – 14OCT2: $440,106.33 Ayes - All MAYOR’S DEPARTMENT Page 5 of 10 City Council Meeting 10/21/14 Discussion and Vote: Authorization for the Mayor to Sign a Contract with Hodgson-Russ for Legal Services Mayor Yepsen advised she is pulling this item from her agenda. Discussion and Vote: Authorization to Set Hourly Rate for Part-Time Secretary to Office of Planning and Economic Development (14-399) Mayor Yepsen stated she is asking the Council to approve an hourly rate of $23 per hour. This is not a new position but will allow their previous secretary to the Office of Planning and Economic Development to remain on staff part-time to train the new person. Mayor Yepsen moved and Commissioner Franck seconded to approve a part time hourly rate of $23 for the position of secretary to the Office of Planning and Economic Development which corresponds to the budget line A3618681 / 5127 effect October 14, 2014. Ayes - All Discussion and Vote: Approval for Mayor to Sign Collective Bargaining Agreement with CSEA/DPW (14- 400) Mayor Yepsen advised they received word today that the union members ratified the contract today with overwhelming support. The agreement includes things such as a wage schedule effective 1/1/13 with a 2.5% increase to the 2012 schedule; effective 1/1/14 there will be a 2.5% increase to the 2013 schedule; effective 1/1/15 there will be a 2% increase to the 2014 schedule and effective 1/1/6 there will be a 2% increase to the 2015 schedule. An agreement was also made in how overtime will be distributed. Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign the collective bargaining agreement for CSEA/DPW as presented to the City Council and as ratified by the union. Commissioner Madigan advised the retroactive pay for 2013 and 2014 will be $314,189. The adjustment to the 2015 budget will be $316,307. Commissioner Mathiesen congratulated the mayor for bringing this contract to resolution. Ayes - All Discussion and Vote: Accept a Donation of $400 from GymRat Basketball, LLC (14-401) Mayor Yepsen advised the donation will help pay for the lettering and striping of the court. Mayor Yepsen moved and Commissioner Franck seconded to accept a donation of $400 from GymRat Basketball, LLC to support expenses associated with the basketball court at the Recreation Center. Ayes - All Announcement: Saratoga Springs Recreation Department Programs & Registration Mayor Yepsen announced registrations are being accepted. Announcement: Saratoga Casino and Raceway Foundation Annual Grant Applications Now Accepted Mayor Yepsen announced the annual grant applications are now being accepted. To qualify, the applicant must be a not-for-profit organization. Page 6 of 10 City Council Meeting 10/21/14 Announcement: Partnership with Vet Help Mayor Yepsen announced she held a press conference this morning regarding this partnership. This will provide another portal for veterans to get help. Vet Help will be in Saratoga Springs once a week in the City Council Room to assist the veterans. ACCOUNTS DEPARTMENT Announcement: Study: Economic Impact of Saratoga Rowing Association on the City of Saratoga Springs and Saratoga County Commissioner Franck announced that an economic impact study of the impact of the Saratoga Rowing Association on the City of Saratoga Springs and Saratoga County will be done. This will be in conjunction with the Saratoga Springs Rowing Association Board, Mayor’s Office and our County supervisors. Funding may be available through the economic development firm the County is working with to assist with these costs. Discussion and Vote: Update Workplace Violence Policy (14-402) Marilyn Rivers, director of risk and safety, advised the NYS Department of Labor made a surprise visit to the Water Treatment Plant. They completely rejected the 2011 workplace violence policy and wanted us to revert back to the 2007 version. Page 2, Section, #3 - says human resources will provide training but should say director of risk and safety as she has always done that training. This is the draft PESH would like to see the Council approve. Commissioner Franck moved and Commissioner Madigan seconded to adopt the workplace violence policy as described and distributed with the agenda. Ayes - All FINANCE DEPARTMENT Announcement: Revenue Committee Commissioner Madigan announced she will be forming a Revenue Committee and will announce the members by the first meeting in December. She drafted a basic mission statement. Discussion and Vote: Budget Transfers – Payroll (14-403) Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the 2014 budget transfers – payroll which were distributed with the agenda. Ayes - All Discussion and Vote: Budget Transfers – Benefits (14-404) Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the 2014 budget transfers – benefits which were distributed with the agenda. Ayes - All Discussion and Vote: Budget Transfers – City Center Contingency (14-405) Page 7 of 10 City Council Meeting 10/21/14 Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the 2014 budget transfers –contingency - City Center that were made available with the agenda materials. The current budget amount in the City Center Contingency line is $2,700 and there will remain $200 after this transfer. Ayes – All Discussion and Vote: Budget Amendments – Benefits (14-406) Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the 2014 budget amendments – benefits which were distributed with the agenda. Ayes - All Set Public Hearing: Second Public Hearing for the 2015 Budget Commissioner Madigan set a public hearing for Monday, November 3, 2014 at 6:50 p.m. PUBLIC WORKS DEPARTMENT Discussion and Vote: Amend the 2014 Capital Budget to Accept Additional State Grant Funds for the Ballston Avenue Traffic Improvement Project (14-407) Commissioner Franck recused himself and left the room as he owns property on Ballston Avenue. Commissioner Scirocco stated this is to increase the capital funds to reflect the additional state and federal funds. This will increase the funds from $2,289,000 to $2,680,000. Commissioner Scirocco moved and Commissioner Mathiesen seconded to amend the 2014 capital budget to increase the funding by $391,000. Commissioner Madigan stated this will be finalized at the next City Council meeting when they can bring a resolution forward. Ayes – All Commissioner Franck re-joined the meeting. Announcement: Household Hazardous Waste Update Commissioner Scirocco announced the Household Hazardous Waste Day was held October 11th. There were about 250 residents that participated in this program. Announcement: Trout Unlimited Stream and Habitat Restoration Project on the Geyser Creek in the State Park Commissioner Scirocco announced Trout Unlimited will be doing a habitat restoration project on Geyser Creek in the state park. This closes out the DEC consent order. Discussion: Water Connection Fee’s Commissioner Scirocco stated the presentation earlier this evening by Stewart’s is a good example how the City partners with contractors, developers, and business to get infrastructure improvements done. Stewarts will likely spend $550,000 for this work and a benefit to the City in the money saved, improvement Page 8 of 10 City Council Meeting 10/21/14 to water quality, and general improvement in fire flow and pressure. It is a way to get aging infrastructure updated at little or no cost to the City. This is a long established practice by the City. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Hold Harmless Rider with Fort Miller (14-408) Commissioner Mathiesen advised Fort Miller owns Tarrant Manufacturing property, where the police will be holding an active shooter drill. The City will need to sign a hold harmless agreement for the use of the facility. Commissioner Mathiesen moved and Commissioner Madigan seconded to authorize the mayor to sign a hold harmless rider with Fort Miller Corporation. Ayes - All Discussion and Vote: Authorization for Mayor to Sign change Orders #21 & #23 with Hoosick Valley Contractors (14-409) Commissioner Mathiesen stated the change orders are required to rebuild wood jams and sills in the Police Department, repair drywall, and install tempered glass. Commissioner Mathiesen moved and Commissioner Madigan seconded to authorize the mayor to sign change orders #21 & #23 with Hoosick Valley Contractors in the amount $10,278. Funding is in line H3146952 / 52000 / 1188. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Change Order #12 with Harold Clune (14-410) Commissioner Mathiesen stated this is required for Commissioner Mathiesen moved and Commissioner Madigan authorized the mayor to sign change order #12 with Harold Clune in the amount of $1,272. Funding is in line H3146952 / 52000 / 1188. Ayes – All Discussion and Vote: Invoice for VidaCare (14-411) Commissioner Mathiesen is the sole provider for the needle supplies for our EMS. Commissioner Mathiesen moved and Commissioner Madigan seconded to authorize payment to VidaCare in the amount of $2,209.87. Funding is in line A3143634 / 54111. Ayes – All SUPERVISORS Matthew Veitch Page 9 of 10 City Council Meeting 10/21/14 Saratoga County 2015 Capital Budget Supervisor Veitch reported the County does not bond their capital projects. They received $9,440,282 in requests. Over the past 4 years, they have been cutting the requests by 50%. This year they are hoping to get their road program back on track. The total amount approved by the committee, and will be in their budget is $8,211,382. Saratoga County 2015 Operating Budget Supervisor Veitch reported they are putting the final touches on that budget. Things are looking better at the County; revenue projections are looking good. The budget will be passed in December. Saratoga County Prosperity Partnership Supervisor Veitch reported they are in the process of hiring a director and staff. They are also working on the marketing materials, logo, etc. County Youth Advisory Committee Supervisor Veitch reported their chairman has been working on a program called Character First. This program has been very successful. Technology Committee Supervisor Veitch reported they are working on an infrastructure project to update their cable and wiring. This should be completed by the end of year. Next year they will be creating a centralized server room. Public Safety Committee Supervisor Veitch reported they changed their municipal contract with the animal shelter. The fees are being increased for each municipality. Peter Martin Veteran’s Affairs Supervisor Martin reported a presentation will held in the library on October 30th called Visions of War: Vietnam Through the Lens of US Air Force Combat Photographer Sergeant Robert Witowski. The Veteran’s Fun Run will be held on November 5th. County Sewer System Supervisor Martin reported the incinerator at the sewer plant has malfunctioned and has been shut down. The sludge is being transferred elsewhere. Board of Supervisor’s Meeting Supervisor Martin reported they authorized the acceptance of the Homeland Security grant for $217,000. This will cover training exercises and equipment repair. ADJOURNMENT There being no further business, Mayor Yepsen adjourned the meeting at 9:56 p.m. Page 10 of 10 City Council Meeting 10/21/14 Respectfully submitted, Lisa Ribis Clerk Approved: 11/3/14 Vote: 5 - 0 Page 11 of 10