City Council

January 20, 2015 CITY OF SARATOGA SPRINGS City Council Pre- Agenda Meeting PRESENT: Joanne Yepsen, Mayor Michele Madigan, Commissioner of Finance Anthony Scirocco, Commissioner of DPW Christian Mathiesen, Commissioner of DPS STAFF PRESENT: Joe Ogden, Deputy Mayor Lynn Bachner, Deputy Commissioner, Finance Sharon Kellner-Chille, Deputy Commissioner, Accounts Eileen Finneran, Deputy Commissioner, DPS Vince DeLeonardis, City Attorney Matthew Veitch, Supervisor Peter Martin, Supervisor EXCUSED: John Franck, Commissioner of Accounts Tim Cogan, Deputy Commissioner, DPW CALL TO ORDER Mayor Yepsen called the meeting to order at 9:33 a.m. EXECUTIVE SESSION: Commissioner Madigan requested an executive session to discuss proposed or pending litigation. CONSENT AGENDA 1. Approval of 1/5/15 Pre-Agenda Meeting Minutes 2. Approval of 1/6/15 City Council Meeting Minutes 3. Approval of 12/15/14 Pre-Agenda Meeting Minuets 4. Approval of 12/16/14 city Council Meeting Minutes 5. Approve Budget Amendments (Increases) 6. Approve Budget Transfers – Regular 7. Approve Payroll 1/9/15 $449,408.47 8. Approve Payroll 1/16/15 $748,486.46 9. Approve Warrant: 2014 Mid – 14MWDEC4 $123,419.21 10. Approve Warrant: 2014 Mid – 15MWJAN1 $369.91 11. Approve Warrant: 2014 REG – 14 DEC4 $640,003.70 12. Approve Warrant: 2015 REG – 15JAN2 $936,894.51 MAYOR’S DEPARTMENT Authorization for the Mayor to Sign Agreement with CSEA DPW Boots Policy Mayor Yepsen pulled this item from the agenda as additional wording is required. City Council Pre-Agenda Meeting January 20, 2015 Discussion and Vote: Authorization for Mayor to Sign Contract with Girvin and Ferlazzo Mayor Yepsen stated this is the law firm we use for labor negotiations. Discussion and Vote: Authorization for Mayor to Sign Contract with Miller, Mannix, Schachtner & Hafner, LLC Mayor Yepsen advised this is the law firm we use for the land use boards. Discussion and Vote: Community Development Coordinator Joe Ogden, Deputy Mayor, advised they will be requesting an increase in hours and overall pay. The salary for this position is 100% federally funded. This person will move from 33 hours per week to 40 hours per week. Discussion and Vote: Hourly Rate for City Historian Joe Ogden, Deputy Mayor advised this position has not received a raise in over 10 years. They are looking to increase the pay from $16 per hour to $20 per hour. Commissioner Madigan advised she expects the budgets will not increase in 2016; these positions will remain budget neutral. Discussion: Update on 2015 Comprehensive Plan Procedure Mayor Yepsen stated the Comprehensive Plan Committee passed 10 – 3 a final work product to the City Council. There isn’t a clear document of recommendations to be considered by the Council. The Mayor’s Office has been working with the attorneys to determine how to proceed. Brad Birge, administrator of planning, stated the final work product is the November draft. This document is on the City’s website. It is up to the Council to decide how they wish to move forward. Appointment: Board of Ethics Mayor Yepsen stated this will be changed to discussion and vote. She will be proposing the re- appointment of Justin Hogan. Appointment: Planning Board No comments. Appointment: Zoning Board of Appeals No comments. Set Public Hearing: To Amend the Capital Program and Budget for a New Ice Resurfacing Machine John Hirliman of the Recreation Department advised they would like to purchase an electric ice resurfacing machine for $134,958. It will take 11 months to deliver to us so they would have it for January 2016. The current machine keeps breaking down. Announcement: Recreation Program and Event Announcements No comments. Announcement: Saratoga Forum on Parking and Transportation Page 2 of 5 City Council Pre-Agenda Meeting January 20, 2015 Mayor Yepsen announced Sustainable Saratoga will be sponsoring this forum later in the week. Announcement: 2015 State of the City Address Mayor Yepsen announced the 2015 State of the City Address will be held on Tuesday, January 27, 2015 at 7 p.m. at the City Center. Mayor Yepsen added an item to her agenda: Appointment: Open Space Committee. ACCOUNTS DEPARTMENT Award of Bid: Municipal Solid Waste to Casella Waste Management No comments. Award of Bid: Extension of Bid for Emergency Medical Supplies to Henry Schein No comments. Award of Bid: Canfield Casino Dining Room Reinforcing & Ceiling Stabilization to Mid-State Industries, Ltd. No comments. Award of Bid: Extension of Bid for Emergency Medical Supplies to Bound Tree No comments. Discussion and Vote: Deputy Registrar of Vital Statistics and Senior Clerk Deputy Byrnes advised the assistant purchasing agent retired and we promoted Stefanie Richards to that position. That left a vacancy in the department. We looked at what would best serve the public and make us more efficient. We found with the centennial celebration coming up and the amount of races and special events we have been seeing in the City; it would serve all best if the senior person (deputy registrar of vital statistics) took on those job duties. We are looking to change her grade from an 8 to an 11 and keep her at the same step – 2. The senior clerk position has been designed to work at that counter with the deputy of vital statistics. This position is a grade 6 and this person brings the knowledge of the workings of the building, MUNIS, and is a notary. We are asking to bring this person over at a grade 6 step 3. This will all be budget neutral. FINANCE DEPARTMENT Discussion and Vote: Solar Attachment I for PON 2956 NY Sun Competitive PV Program Commissioner Madigan advised this is a required document for the Sap Solar Park. Discussion and Vote: Use of Reserve Resolution Retirement System Reserve No comments. Discussion and Vote: Use of Reserve Resolution Capital Reserve Fund to Finance the construction, Reconstruction or Acquisition of Buildings No comments. Page 3 of 5 City Council Pre-Agenda Meeting January 20, 2015 Discussion and Vote: Use of Reserve Resolution Water System Reserve Fund No comments. Discussion and Vote: Use of Reserve Resolution Sewer System Reserve Fund No comments. Discussion and Vote: Use of Reserve Resolution Reserve for the Payment of Bonded Indebtedness No comments. Discussion and Vote: Use of Reserve Resolution Subdivision Recreation Fund No comments. Discussion and Vote: Use of Reserve Resolution Reserve Fund for the Purchase of Parkland and/or for Capital Improvements to Existing Parkland No comments. Discussion and Vote: Budget Transfers – Payroll No comments. Discussion and Vote: Budget Transfers – Benefits No comments. Discussion and Vote: Budget Amendments – Interfund No comments. PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign National Grid Easement for the Bog Meadow Pump Station Electrical Service Upgrade Commissioner Scirocco advised this is an easement for National Grid to go on the property to set up electric service. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Mid-State Industries Ltd – Canfield Casino Reinforcing & Ceiling Stabilization Commissioner Scirocco stated this is the first phase and will start next month. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Stantec Consulting Services, Inc. for the Adams Street Pump Station Upgrade Tim Wales, city engineer, stated they are working to get the design portion done for funding. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization to Increase the Salary Ranges for the Part time School Crossing Guards Page 4 of 5 City Council Pre-Agenda Meeting January 20, 2015 Commissioner Mathiesen advised the school crossing guards have not received a raise since 2007. They are looking to increase the salary by $.25. Discussion and Vote: Authorization for Mayor to Sign MOU with Niskayuna Fire District 1 for the 15% matching Cost of AFG (Assistance to Firefighter Grant) Chief Williams advised we have joined with 9 other districts to have a better chance to secure the grant. The Niskayuna Fire District is the lead agency which makes responsible for the 15% matching grant and for passing out the equipment. This is a MOU stating we have submitted a grant for response and it will execute the grant. SUPERVISORS MATTHEW VEITCH 1. Public Safety Committee 2. Chairman’s Initiatives Supervisor Veitch advised his adding: NYSAC Conference and Deceased Veteran’s Honors. PETER MARTIN 1. Equalization and Assessment 2. Public Health 3. Veterans 4. Board of Supervisors’ Meeting ADJOURN Mayor Yepsen adjourned the meeting at 10:00 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 2/3/15 Vote: 5 - 0 Page 5 of 5