City Council

October 6, 2015 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room 7:00 PM 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION 1. 2016 Budget – City of Saratoga Springs 2. Public Works Projects & Initiatives CONSENT AGENDA 1. Approval of 9/14/15 Pre Agenda Meeting Minutes 2. Approval of 9/15/15 City Council Meeting Minutes 3. Approve Budget Amendments (Decreases) 4. Approve Budget Amendments (Increases) 5. Approve Budget Transfers – Regular 6. Approve Payroll 09/18/15 $465,730.24 7. Approve Payroll 09/25/15 $464,583.56 8. Approve Payroll 10/02/15 $449,924.81 9. Approve Warrant: 2015 Mid – 15MWSEP3: $107,314.84 10. Approve Warrant: 2015 Mid – 15MWSEP4: $129.00 11. Approve Warrant: 2015 Mid – 15MWSEP5: $3,165,739.14 12. Approve Warrant: 2015 REG – 15OCT1: $691,229.28 MAYOR’S DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Enter into Agreement with Zwerling, Schachter and Zwerling, LLP to Pursue Litigation Against Various On-Line Hotel Reservation Sites 2. Discussion and Vote: Approval of Application for Economic Development Revolving Loan Program from AgroChem, Inc. and Marcora, LLC 3. Discussion and Vote: Authorization for Mayor to Sign Agreement with R & J Kerr Inc. for Geyser Road Safe Routes to School Construction 4. Discussion and Vote: Approve Saratoga Springs Recreation Department License Agreements 5. Discussion and Vote: Skate Fit Program 6. Announcement: Recreation Programs 7. Discussion: High Rock Lot FRP: Responses and Technical Review 8. Announcement: Change of Date for 11/3 City Council Meeting to 11/2/15 9. Announcement: October 22nd UDO Public Kick Off City Council Meeting 10/06/15 ACCOUNTS DEPARTMENT 1. Discussion and Vote: Article 7 Proposed Settlement 2. Award of Bid: Correction: Pinewood Avenue Sewer Improvements to Jablonski Excavating 3. Award of Bid: East Side Field House Asbestos Abatement Project to Neoplanta Restoration, Inc. 4. Award of Bid: Geyser Road Safe Routes to School to R & J Kerr, Inc. 5. Announcement: Records Management Grant Award 6. Award of Bid: Sale of Used Vehicles to Various Buyers FINANCE DEPARTMENT 1. Announcement: 2016 Budget Workshops 2. Discussion and Vote: Standard Workday Resolution 3. Discussion and Vote: Budget Transfers – Payroll 4. Discussion and Vote: Budget Transfers – Benefits 5. Discussion and Vote: Budget Amendments – Benefits 6. Discussion and Vote: Budget Amendment – Interfund Transfer PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign Agreement Two with Wehran Energy Corp – Weibel Avenue Landfill Gas Project 2. Discussion and Vote: Authorization for the Mayor to Sign the Agreement with Neoplanta Restoration, Inc. 3. Discussion and Vote: Authorization to Pay Invoice – Reed Tech Services PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization to Set Salary Range for Part Time Police Cleaner 2. Discussion: Proposed Noise Ordinance Amendment SUPERVISORS Matthew Veitch 1. NYSAC Conference 2. Home Rule Legislation 3. Open Space & Trails Funding 4. Long Range Capital Committee 5. Citizen’s Preparedness Training Corps 6. Saratoga Emergency Action Workgroup Training 7. Opening of Spruce Mountain Trail and Fire Tower Rehabilitation Peter Martin 1. Trails Committee 2. NY State Citizens Preparedness Corps 3. Equalization and Assessment 4. Vietnam Veterans ADJOURN Page 2 of 16 City Council Meeting 10/06/15 October 6, 2015 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room 7:00 PM 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 Maire Masterson, Deputy Commissioner, Accounts Lynn Bachner, Deputy Commissioner, Finance Tim Cogan, Deputy Commissioner, DPW Eileen Finneran, Deputy Commissioner, DPS Vincent DeLeonardis Matthew Veitch, Supervisor Peter Martin, 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. CALL TO ORDER Mayor Yepsen called the meeting to order at 7:02 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. Mayor Yepsen opened the public comment period at 7:03 p.m. Jonathan Tingley, attorney with Tuczinski, Cavalier & Gilchrist, P.C., 63 Putnam Street, submitted a letter (attached) from Sterling Environmental Engineering, P.C. regarding the City Center Authority proposed parking garage. He is here on behalf of the Pedinotti’s and the Mouzon House to urge the Council to suspend the land use review process for the City Center’s proposed parking garage pending the City’s review and action on the proposal’s received in response to the RFP. Daniel Tuczinski, Mr. Tingley’s partner, thanked Commissioner Scirocco and the city attorney for meeting with him and some of his colleagues regarding the water connection fee. You have repealed the water connection fees last year only for certain projects that commenced after that date. By adopting that local law the Council has repealed the water connection fee across the board. They are asking for an Page 3 of 16 City Council Meeting 10/06/15 interpretation by City Council or for an amended local law to make it clear that the repeal is not intended for only certain builders. Dave Bronner of Saratoga Springs stated at the last meeting he brought up his concerns regarding EMS responses to the east side. He also brought up some temporary fixes for the east side. Every proposal made for a temporary fix was rejected. He would like to see some temporary measure taken. Phil Diamond of Railroad Place stated the 2 worst fiascos by this Council over the past year is the water connection fees and the attempt to build a EMS station on the east side. He thanked the mayor for getting the RFPs for the High Rock Parking Lot. They should be reviewed with care. Molly Gagne of the Southwest Neighborhood Association thanked the Council for putting the approval for the Safe Routes to Schools Project on the agenda tonight. They hope this will be a model for other areas in the City. Ken Ivins of Saratoga Springs stated when he was in office there were a lot of challenges. In the last 3 years sales tax is up, taxable assessment is up, and VLT is up. He is constantly being asked with all this why aren’t the taxes going down. Brian Cuneo of Beacon Hill stated there are 3 elements that are compelling. The first is the phase approach with parking being addressed first. The second element is the mixed use above the parking garage which will lead to more traffic. The third element is affordable housing which is needed in Saratoga Springs. The proposals need to be reviewed with care. Darlene McGraw of Saratoga Springs stated this City is getting more like Albany. We don’t need parking garages; get up and walk. Chris Hart of Saratoga Springs stated he is here to say thanks to the City and some employees. He sat on the Little League Board for 10 years. The Recreation Department, DPW, Mayor Yepsen, and Mayor Johnson were always there to help. He thinks the school district needs to get out of the parks business and let the City run it. Mark Baker of the City Center Authority stated there is no reason or justification to suspend any of the process that is currently ongoing with the City Center’s project as the ultimate decision is the Council’s. They want to work closely with the City on the RFPs. Julie Cuneo of Beacon Hill stated she is chairperson for Citizens for High Rock. They were excited to see some interest in the RFP. Both developers have good representation and good teams. They are looking forward to the Council meeting with them. Jennifer Lyden of Saratoga Springs stated she was excited to see someone wanting to invest in our City with the responses to the RFPs; one RFP was for $77 million dollars. She hopes the review of these are not made political; it is political enough. Denise Desmond and part owner of the Mouzon House stated they have been behind asking for other ideas other than the eyesore (parking garage). She is excited by the proposal received as they are mixed use, investments into our City, and affordable housing. Diane Pedinotti, owner of the Mouzon House stated she is here to thank Mayor Yepsen, Commissioner Franck and Commissioner Mathiesen for putting out the RFP. She is excited about the RFPs that came out and feels there would have been more if there wasn’t a mixed message. A message needs to be sent to the Planning Board that the Council needs time to review these proposals. Heidi West, owner of the Lifestyles and City resident stated she urges the Council to do what downtown needs – parking. It is important to the success of downtown to get parking sooner rather than later. The number one priority has to be the City Center. Page 4 of 16 City Council Meeting 10/06/15 Mayor Yepsen closed the public comment period at 7:36 p.m. Commissioner Madigan stated she keeps hearing the developers are willing to invest $77 million - $100 million. They are not investing that amount; the value will be that after their investments. Commissioner Mathiesen stated Mr. Bronner did attend the Public Safety Forum and presented the temporary solutions. What was said recently is he hasn’t heard any viable solutions. After having spoken to the General Schuyler squad, their responses would not be any better than ours. Quaker Springs Fire Department is a volunteer department therefore the level of service is different. In regards to the RFP the entire Council should be thanked. If the June 16th meeting tape is reviewed you will see how it developed. Commissioner Scirocco reminded the public that they had to complete the solar ordinance before they could go forward with the RFPs. PRESENTATIONS 2016 Budget – City of Saratoga Springs Commissioner Madigan advised the Council, supervisors, and Council secretary have been provided copies of the budget. She has been able to re-align fiscal priorities with fiscal realities. Reserves have increased, the bond rating has improved to a AA+, and contingency funds have increased, all with virtually no tax increases. The NYS tax levy cap is 2% or the rate of inflation, whichever is lower. This year the rate of inflation is substantially lower, resulting in a 2016 allowable levy growth factor of 0.73%. The City is allowed to raise less in property taxes in 2016 than in 2015. The total proposed 2016 Comprehensive General Fund Budget is as follows: Total 2016 Comprehensive General Fund: $43,841,077 General Fund Change from 2015 Adopted Budget: $ 2,081,556 The 2016 General Fund budget for wages and social security is over half of the entire City operating budget. At the end of 2016, all seven employee contracts will again be expired. Health insurance rate increases averaged 7%-8% per carrier. The total cost of health and vision insurance allocated to the general fund is approximately $7.37 million. The City Council unanimously endorsed continued funding for the Civil Service Department which serves the City, City School District and Public Library. The Department of Public Safety has applied for its second SAFER Grant (“Staffing for Adequate Fire & Emergency Response”), requesting funding for eight firefighters for two years. Grant funds cover all wages and benefits. The majority of the City’s General Fund budget is supported by five main revenue sources:  Sales tax - $1.1 million increase. Sales tax collection through the end of July, 2015 was running about 6.2% higher than actual amounts collected at the same time last year. If this trend continues, the 2015 collection will be well ahead of amounts included in the 2015 Adopted Budget. Sales tax is included in the 2016 Comprehensive General Fund Budget at a more conservative 2.25% increase over amounts projected for 2015, in the amount of $12.2 million.  Mortgage tax - $330,000 increase. Amounts currently projected through year-end are running about 23% above budget. The 2016 mortgage tax should be moderately increased to more closely reflect current markets and trend lines. Accordingly, 2016 mortgage tax has been budgeted at a 2% increase over amounts projected for 2015, in the amount of $1,530,000.  State aid - The state has given no indication that support will increase. For 2016, amounts budgeted are equal to amounts received in 2011, 2012, 2013, 2014, and 2015 - $1,649,700. Page 5 of 16 City Council Meeting 10/06/15  VLT Aid - For the past two years, the governor’s budget has included VLT aid in the amount of $1.827 million and the legislature has subsequently increased this by about $500,000. Given this pattern, it is prudent to include VLT in the 2016 Comprehensive budget at $1.827 million and to consider a budget amendment in the event that increased amounts are awarded.  Real property tax There are now five distinct categories of Fund Balance according to the 2009 Governmental Accounting Standards Board (GASB) Statement 54. Two of these are reflected in the 2016 Comprehensive Budget: Restricted and Unassigned. The 2016 budget uses a moderate amount of City reserves and unassigned funds. The City has built these funds up with taxpayer dollars. Using them reduces the tax rate and gives those dollars back to the taxpayer. The Restricted Fund balance has a $70,000 decrease and includes amounts from reserves. The total Restricted Fund balance included in the 2016 Budget is $450,000. The Assigned Fund balance has a $277,000 decrease. The 2015 amounts included in-rem proceeds which have been depleted and no other Assigned Fund balance is included in the 2016 Comprehensive Budget. The Unassigned Fund Balance has an $80,000 decrease. The total Unassigned Fund balance included in the 2016 Budget is $300,000; of which $240,000 is available for any purpose; and $60,000 is used to pay Vernon Ice Rink Debt per Council action. Increases in other revenue sources include:  SAFER Grant - $542,000 increase  Interfund Transfer in - $144,000 increase  Hotel Occupancy Tax - $140,000 increase  Building Permits - $50,000 increase  Franchise Tax - $45,000 increase  County Aid for the Transfer Station - $35,000 increase  Ambulance Transport Charges - $25,000 increase  Fire Inspection Fees – $22,750 increase  Special Events Overtime - $15,000 increase  Rental – Vernon and Weibel Ice Rinks – $20,000 increase Decreases in other revenue sources are summarized as follows:  Utilities Tax - $70,000 decrease (total 2016 budgeted amounts, $430,000)  Truck Enforcement Fines - $11,000 decrease (total 2016 budgeted amounts, $5,000)  Planning Board Fees - $10,800 decrease (total 2016 budgeted amounts, $100,000)  Compost Material Sales - $10,000 decrease (total 2016 budgeted amounts, $50,000)  Finance Department Fees - $9,000 decrease (total 2016 budgeted amounts, $76,000)  Visitors Center Revenue - $7,950 decrease (total budgeted amount, $0)  Ambulance Advanced Life Support - $5,000 decrease (total budgeted amount, $5,000)  Interest and Penalties on Property Tax - $5,000 decrease (total budgeted amount, $210,000) The City of Saratoga Springs has a combined tax rate. Property tax supports both the General Fund (operating budget) and the Debt Service Fund (the budget which reflects principal and interest payments on amounts bonded for capital projects). Accordingly, the Capital and corresponding Debt Service funds must also be considered in light of our property tax burden and the City’s essential needs. The total project cost for all 23 Capital projects is $5.874 million. Of this, about $5.17 million will be bonded through the Debt Service Fund. There are no projects funded through the Water or Sewer Fund budgets for budget year 2016. Water and Sewer capital requests were deferred to 2017 by the Public Works department to allow for time to complete current projects. Page 6 of 16 City Council Meeting 10/06/15 The top four priorities in the 2016 Comprehensive Budget are those designated by the Capital Committee, and include three of the four top priorities of the City’s Safety Committee:  Police Department 911 system  Ambulance  Stryker powered stretcher ambulance  Saratoga Arts Council Foundation drainage gallery and theatre entrance The Debt Service Budget reflects principal and interest payments on all the City’s outstanding bonds for capital projects except those included in the Water and Sewer Funds. Revenue used to support the Debt Service Budget’s expenditures includes property tax as well as other Council approved sources. The total proposed 2016 Debt Service budget is $3.64 million and property tax included in this budget is about $2.57 million; this is a decrease of about $61,000 over the prior year tax levy. The Finance Commissioner is tasked with making recommendations in case of an excess (or a deficiency) in fund balance based on year-end audited figures. It has been announced that there is an excess fund balance for the 2014 fiscal year of $1.54 million. Commissioner Madigan recommended both saving and investing funds for the taxpayers as follows:  Assignment for costs (excluding legal fees) associated with the settlement of City employment contracts or resolutions, including salaries, other negotiated contract terms, and NYS retirement expenses, in an amount of up to $380,000. This Assignment will be available until all expired contracts have been settled, or until the year-end 2016, whichever occurs first. Amounts remaining shall go to the Reserve Fund for the Payment of Bonded Indebtedness.  Contribution to the Reserve Fund for the Payment of Bonded Indebtedness in the amount of $400,000.  Contribution to the Retirement Reserve in the amount of $300,000.  Contribution to the Capital Reserve for Buildings in the amount of $200,000.  Assignment for IT Initiatives and One-time Projects in the amount of $258,137. This City must invest in its information technology capacities to ensure that we are as technologically prepared and competitive as possible in 2016 and beyond. Under the 2016 Comprehensive Budget, Saratoga Springs taxpayers will receive a 0.14% tax decrease as well as a rebate through the NYS Freeze Credit. Public Works Projects & Initiatives Commissioner Scirocco stated there have been several projects done this year. Some projects have been done in-house and some were contracted out. Tim Wales, city engineer, reviewed the Bog Meadow Infrastructure project. With this project they picked up 3 additional wells. Debbie LaBreche, assistant city engineer, touched on the Spirit of Life project. This was done in cooperation with the Preservation Foundation. Tim Wales touched on the Ballston Avenue Traffic Safety Project. It is mostly complete now. This was federally funded project. This project started 5 years ago to widen the road and add sidewalks. Debbie LaBreche stated the past year they focused on the permanent stabilization of the Canfield Casino Ballroom. Tim Wales stated the upgrade to the water plant to install a generator was completed this year. It allows the water plant to be operated automatically due to extended power outages. Page 7 of 16 City Council Meeting 10/06/15 Debbie LaBreche stated a vision of Commissioner Scirocco is the Bell Tower Project. It is a piece of architecture they would like to bring back. The bell rang for different events with each event having its own specific bell tone. Tim Wales advised they are getting ready to start the Washington Street Water Main Upgrade Project. Debbie LaBreche stated the Landfill Upgrade Project is in the works. This project is helping the City to comply with DEC regulations. Tim Wales stated the Woodlawn Avenue Water Main Upgrade Project is under design. They are also working on sanitary pump station upgrades. Debbie LaBreche stated the parking deck stair replacement started last year. Five sets of stairs are being removed and replaced with better sets. The parking deck LED lighting project was completed last year and we are now realizing the savings from it. There has been about a $17,000 savings to date from the lighting project. Tim Wales announced they are working on the following initiatives: east side stormwater project; water treatment plant asset management/energy efficiency study and upgrades; City Hall handicap ramp replacement; Loughberry Lake water quality study; sanitary pump station upgrades; continuation of water main upgrades; decorative street light transition from high pressure sodium to LED; Casino master plan and continued restoration; and City buildings renovations and repairs. Commissioner Scirocco thanked Tim and Debbie for their work and convincing him that some of these projects needed to be done. Mayor Yepsen stated the Climate Communities Task Force always noted the 2 highest energy users is the ice skating rink and parking garages. CONSENT AGENDA Mayor Yepsen moved and Commissioner Madigan seconded to accept the consent agenda as follows: 1. Approval of 9/14/15 Pre Agenda Meeting Minutes 2. Approval of 9/15/15 City Council Meeting Minutes 3. Approve Budget Amendments (Decreases) 4. Approve Budget Amendments (Increases) 5. Approve Budget Transfers – Regular 6. Approve Payroll 09/18/15 $465,730.24 7. Approve Payroll 09/25/15 $464,583.56 8. Approve Payroll 10/02/15 $449,924.81 9. Approve Warrant: 2015 Mid – 15MWSEP3: $107,314.84 10. Approve Warrant: 2015 Mid – 15MWSEP4: $129.00 11. Approve Warrant: 2015 Mid – 15MWSEP5: $3,165,739.14 12. Approve Warrant: 2015 REG – 15OCT1: $691,229.28 Commissioner Scirocco stated a $1,000 check is being sent to the DEC as part of the consent order. Commissioner Madigan advised this is part of item #5. Ayes - All Page 8 of 16 City Council Meeting 10/06/15 MAYOR’S DEPARTMENT Discussion and Vote: Authorization for Mayor to Enter into Agreement with Zwerling, Schachter and Zwerling, LLP to Pursue Litigation Against Various On-Line Hotel Reservation Sites (15-343) Mayor Yepsen stated this item relates to the topic discussed during the executive session yesterday. Vince DeLeonardis, city attorney, stated this actually started in Nassau County as part of a class action suit. The class action status was affirmed by the Supreme Court in Nassau County and reversed by the Appellate Division. Municipal entities have been ‘intervening’ to have their independent claims preserved. Saratoga County just filed a motion to intervene and protect their rights. This motion would authorize the City to engage the services of the law firm to proceed. There is no cost to the City. Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to enter into an agreement with Zwerling, Schachter and Zwerling, LLP to pursue litigation against various on-line hotel reservation sites. Ayes – All Discussion and Vote: Approval of Application for Economic Development Revolving Loan Program from AgroChem, Inc. and Marcora, LLC (15-344) Mayor Yepsen stated this program is intended to assist small business. The amount of the loan is $75,000 at 2.25% interest rate for 10 years. AgroChem and Marcora specialize in dairy industry products and looking to expand their operations. Mayor Yepsen moved and Commissioner Madigan seconded to approve the application of AgroChem, Inc. and Marcora, LLC for a $75,000 loan at an interest rate of 2.25% for a period of 10 years from the City’s Economic Development Revolving Loan Fund. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with R & J Kerr Inc. for Geyser Road Safe Routes to School Construction (15-345) Kate Maynard, director of planning, stated this is a 100% reimbursable grant. We are on budget with this low bid; $14,000 less than grant. Construction should begin this Monday and work will take place within the next 3 weeks. Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to sign an agreement with R & J Kerr, Inc. for construction of the Geyser Road Safe Routes to School project as distributed with the agenda. Funding is in line: H3015112 / 52321 / 75959. Ayes – All Discussion and Vote: Approve Saratoga Springs Recreation Department License Agreements (15-346) John Hirliman of the Recreation Department stated they are looking for approval of the license agreement for ice rinks, fields and facilities, recreation center, and party reservations. The agreements will be completed by the individual or groups and signed by the mayor. Mayor Yepsen moved and Commissioner Scirocco seconded to approve the Recreation Department License Agreements that were distributed with the agenda. Page 9 of 16 City Council Meeting 10/06/15 Ayes - All Discussion and Vote: Skate Fit Program (15-347) John Hirliman stated the Skate Fit Program will begin January 2016. They are looking for approval to begin promoting this now. Class will be a ½ hour once a week for 8 weeks. Mayor Yepsen moved and Commissioner Madigan seconded to approve the Skate Fit Program within the Recreation Department. Ayes – All Announcement: Recreation Programs John Hirliman advised they are registering for fall and winter programs – youth basketball, intro to ice, and zumba. Discussion: High Rock Lot FRP: Responses and Technical Review Mayor Yepsen stated the RFP was opened on September 29th at 2 p.m. There were 2 proposals received. She proposed putting together a team to review the responses and create criteria. This group would be made up of a representative from each City department. She invited the developers to make presentations to the Council and the public. Commissioner Scirocco stated there is a lot to digest. He asked the city engineer to take a look at the proposals and he has some concerns. He doesn’t understand what the rush is. Mayor Yepsen explained they need to move on this. She is only suggesting a technical review, discussion, and appraisal. Commissioner Madigan stated she has reviewed the RFPs and has a lot of questions. A lot of her questions go to finances. She would like to see audited financial statements from the developers and an appraisal should be obtained of the lot. She would also like to hear from the city engineer if they can go underground; she understands it is a fault line and there is a spring. Kate Maynard stated the 60 day timeframe is the time the dollar amount is held for. The developer can change the amount after the 60 days. There are things in the RFP that can be identified and evaluated. Commissioner Franck stated when questions are being asked of the developers, they each have to be asked the same questions and be given the same amount of time to each developer to present. You have to be very careful so not to show favoritism. Mayor Yepsen stated one of the things a technical review team could do is come up with a list of questions for the developers. Commissioner Franck stated there should be an appraisal whether we do the City Center project of this one. To do a lease we should know the value and what we should be getting for rent. Commissioner Madigan stated no one from the Council nor Commissioner Franck, as an appraiser, has ever mentioned doing an appraisal for the City Center. We are not talking about leasing or selling off the entire parcel. She does not feel comfortable doing that without an appraisal. Commissioner Franck advised he is not an appraiser but an assessor. The level of assessment in 2015 was not much different than it was when he first came in, in 2006. Page 10 of 16 City Council Meeting 10/06/15 Commissioner Mathiesen stated an appraisal didn’t come up for the City Center as the building was going to revert back to the City. It was as urgent because of that. There is a lot of potential here. Mayor Yepsen stated it sounds like all agree that an appraisal needs to be done. The second piece is the technical review team. They can come up with questions that we don’t have answers to. This team would aid all of them. Kate Maynard stated she is hearing the purchasing requirements need to be nailed down, how to evaluate the proposals, and then agreeing how the proposals will be evaluated. Mayor Yepsen asked the Council to each think who they want to appoint to the team by the next Council meeting. Announcement: Change of Date for 11/3 City Council Meeting to 11/2/15 Mayor Yepsen announced that due to the first City Council meeting of November falling on Election Day, the Council meeting will be moved up a day to Monday, November 2nd. Mayor Yepsen moved and Commissioner Franck seconded for the City Council to move the regularly scheduled City Council meeting that would take place on Tuesday, November 3rd at 7 p.m. to Monday, November 2nd at 7 p.m. in recognition of Election Day. Ayes - All Announcement: October 22nd UDO Public Kick Off Mayor Yepsen announced the kick off of the Unified Development Ordinance will happen in the City Council Room on Thursday, October 22nd at 6:30 p.m. John Behan of Behan Planning and Design stated this project is to make the process easier and more understandable. They are asking the Council to meet with them so they know who they should be talking to and get their thoughts on this process. Michael Allen of Behan Planning stated this project is to take the Zoning Code, subdivision regulations and any other regulations the municipality may have and combine them to look for inefficiencies and redundancies. Their goals include updating the zoning to match and be in line with the Comprehensive Plan recommendations; implement new sustainability measures and improve energy efficiencies; and repackage everything into an easier to use document. The kick-off meeting will be October 22nd at 6:30 p.m. ACCOUNTS DEPARTMENT Discussion and Vote: Article 7 Proposed Settlement (15-348) Commissioner Franck moved and Commissioner Scirocco seconded the City Council to settle the Article 7 case for parcel # 165.83-2-61 for year 2014 as follows: Original Negotiated Reduction Refund Amt for Assessment Assessed Amount Tax Year Value 2015 $940,500 $800,000 $140,500 $0 Ayes - All Award of Bid: Correction: Pinewood Avenue Sewer Improvements to Jablonski Excavating (15-349) Page 11 of 16 City Council Meeting 10/06/15 At the September 15th City Council meeting a bid was awarded for the Pinewood Avenue Sewer Improvements to Jablonski Excavating. The bid amount provided was $318,000. It was later identified that the amount provided was incorrect; the actual amount that should have been awarded was $331,872. Commissioner Franck moved and Commissioner Mathiesen seconded to correct the award of bid for the Pinewood Avenue Sewer Improvements to Jablonski Excavating, Inc. for $331,872. Funding is in line: H3638122 / 52000 / 1137 and H3638112 / 52000 / 1183. Ayes - All Award of Bid: East Side Field House Asbestos Abatement Project to Neoplanta Restoration, Inc. (15-350) Commissioner Franck moved and Commissioner Scirocco seconded to award the bid for the East Side Field House Asbestos Abatement Project to Neoplanta Restoration, Inc. for an amount not to exceed $14,950. Funding is in line: H3567142 / 52000 / 1008. Ayes - All Award of Bid: Geyser Road Safe Routes to School to R & J Kerr, Inc. (15-351) Commissioner Franck moved and Commissioner Mathiesen seconded to award the bid for the Geyser Road Safe Routes to School to R & J Kerr, Inc. for an amount not to exceed $166,643.50. Funding is in line: H3015112 / 52321 / 75959. Ayes - All Announcement: Records Management Grant Award (15-352) Commissioner Franck announced this needs to be changed to discussion and vote. Commissioner Franck moved and Commissioner Mathiesen seconded to make item #5 to be a discussion and vote. Ayes - All Commissioner Franck announced that the New York State Department of Education sponsors, through the New York State Archives, a competitive grant program called the Local Government Records Management Improvement Fund. Our 30th grant application is successful and has been fully funded in the amount of $24,826 for the management of historical City records. Included in the project is the hiring of a temporary archivist to perform preservation activities on fragile and worn records within the City historian’s collection; the purchase of supplies relevant to those activities; the scanning of microfilmed records to alleviate the necessity of having to carry and research oversized, heavy documents and fragile records; and the purchase of a computer, software, and an overhead scanner. These are non-matching funds and bring the total amount received for records management grants to $556,986. Commissioner Franck moved and Commissioner Scirocco seconded for the City Council to accept the grant award and authorization for the mayor to sign any and all documents pertaining to the project. Ayes – All Award of Bid: Sale of Used Vehicles to Various Buyers (15-353) Page 12 of 16 City Council Meeting 10/06/15 Commissioner Franck moved and Commissioner Scirocco seconded to award the bid for the Sale of Used Vehicles as follows:  2001 Chevrolet G1500 – to Michael Parillo for $727.17  2006 Ford Taurus – to Michael Parillo for $427.17  1998 Cadillac STS – to A.D. Hall for $258.00  2007 Suzuki GSXR 600 – to Michael Parillo for $2,500  2006 Ford Crown Vic – to Michael Parillo for $527.17  2011 Ford Crown Vic – to Grace Quality for $1,858.00  2008 Ford Crown Vic – to Grace Quality for $758.00  2011 Ford Crown Vic – to Grace Quality for $1,858.00 Ayes – All Council took a break at 10:11 p.m. Council returned at 10:17 p.m. FINANCE DEPARTMENT Announcement: 2016 Budget Workshops Commissioner Madigan announced the 4 scheduled budget workshops as follows:  Thursday, October 8, 2015 at 5:00 p.m. for the Capital Budget, Finance Department, and Accounts Department.  Wednesday, October 14, 2015 at 1:00 p.m. for the Mayor’s Office and Public Works Department.  Wednesday, October 21, 2015 at 1:00 p.m. for the Recreation Department and Public Safety Department.  Monday, October 26, 2015 at 6:00 p.m. for general discussion. Discussion and Vote: Standard Workday Resolution (15-354) Commissioner Madigan stated this resolution must be filed with the state. It validates standard workday hours for retirement. This resolution is for the Accounts Department Deputy. Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the standard workday and recording resolution as distributed with the agenda. Ayes – All Discussion and Vote: Budget Transfers – Payroll (15-355) Commissioner Madigan moved and Commissioner Scirocco seconded to approve the 2015 budget transfers – payroll which were distributed with the agenda. Ayes – All Discussion and Vote: Budget Transfers – Benefits (15-356) Commissioner Madigan moved and Commissioner Scirocco seconded to approve the 2015 budget transfers – benefits which were distributed with the agenda. Page 13 of 16 City Council Meeting 10/06/15 Ayes – All Discussion and Vote: Budget Amendments – Benefits (15-357) Commissioner Madigan moved and Commissioner Scirocco seconded to approve the 2015 budget amendments – benefits which were distributed with the agenda. Ayes – All Discussion and Vote: Budget Amendment – Interfund Transfer (15-358) Commissioner Madigan moved and Commissioner Scirocco seconded to approve the 2015 budget amendment - interfund transfers which were distributed with the agenda. Ayes – All PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Agreement Two with Wehran Energy Corp – Weibel Avenue Landfill Gas Project (15-359) Commissioner Scirocco advised the gas collection system has been updated per the DEC requirements. This addendum includes for construction oversight. Commissioner Scirocco moved and Commissioner Madigan seconded to authorize the mayor to sign agreement addendum 2 with Wehran Energy Corp. for the Weibel Avenue Landfill Gas Project in the amount of $26,165. Funding is in line: H3638182 / 52000 / 1228. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign the Agreement with Neoplanta Restoration, Inc. (15-360) Commissioner Scirocco advised the field house has been vacant since 2010 due to asbestos. The proposal will remove the remaining asbestos in the basement. The school district will reimburse the City for this work. Commissioner Scirocco moved and Commissioner Madigan seconded to authorize the mayor to sign an agreement with Neoplanta Restoration, Inc. for the East Side Field House Asbestos Abatement Project in the amount of $14,950. Funding is in line: H3567142 / 52000 / 1008. Ayes - All Discussion and Vote: Authorization to Pay Invoice – Reed Tech Services (15-361) Commissioner Scirocco stated this invoice is for the repair of a zamboni. The closest repair shop is in New Jersey. Reed Tech is a sole source and exceeded the purchasing guidelines. Commissioner Scirocco moved and Commissioner Mathiesen seconded to authorize the invoice payment to Reed Tech Services for the repair to the zamboni in the amount of $2,157.84. Page 14 of 16 City Council Meeting 10/06/15 Funding is in line: A3567194 / 54510 / 3000. Ayes - All PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization to Set Salary Range for Part Time Police Cleaner (15-362) Commissioner Mathiesen advised the person in this position has not had a raise since 2010 and there has never been a salary range established for this part time position. They are asking the Council to support the creation of a salary range. Commissioner Mathiesen moved and Commissioner Madigan seconded to authorize the salary range from $10.25 to $13 per hour for the part time police cleaner position. Ayes – All Discussion: Proposed Noise Ordinance Amendment Commissioner Mathiesen advised this has to do with the construction noise near the Oklahoma Track. A portion of the forum held last week dealt with this topic. A number of residents attended the forum. They heard from a number of horsemen who had concerns. There was no representation from NYRA after they stated they would have someone there in attendance. He thanked the residents who attended. SUPERVISORS Matthew Veitch NYSAC Conference Supervisor Veitch reported this conference occurred a couple weeks ago. He serves as the NYSAC Vice- Chair for Public Safety. One resolution is to plan for the next generation 911. Another item is to ask the state to require updated drivers’ license photo after a period of time. He attended educational seminars on drones; IT and technology; and federal policy and its impact on counties. Home Rule Legislation Supervisor Veitch reported the governor has signed Saratoga County’s home rule legislation regarding distribution of occupancy tax. They are going to tax 50% of the tax and give it to the Saratoga County Prosperity Partnership and 50% to the tourism promotion agency. This law also establishes the Tourism Advisory Committee. Open Space & Trails Funding Supervisor Veitch reported awards have been done with $250,000 being put in the budget for open space and $100,000 for trails. Both of the City’s applications were funded. Long Range Capital Committee Supervisor Veitch reported they will be doing 16 miles of road at the County and upgrades to the security systems at the jail. Citizen’s Preparedness Training Corps Page 15 of 16 City Council Meeting 10/06/15 Supervisor Veitch reported he spoke at this. This is a great program for citizens who want to be prepared for natural disasters and storms. Saratoga Emergency Action Workgroup Training Supervisor Veitch reported this is being prepared for disasters. There was training held last week. Opening of Spruce Mountain Trail and Fire Tower Rehabilitation Supervisor Veitch reported the DEC will officially open the Spruce Mountain Trail tomorrow in the Town of Corinth. Peter Martin Trails Committee Supervisor Martin reported there was $100,000 disbursed among 8 requests. Saratoga Springs will receive $12,500 for the connector from Spa State Park along Crescent Avenue past the raceway entrance. NY State Citizens Preparedness Corps Supervisor Martin reported he attended the preparedness corps presentation. The program is to try to help citizens think ahead and be prepared in case of an emergency. He suggested to the Deputy of Finance that a link be put on the City’s webpage to the NYS on line citizens preparedness training. Equalization and Assessment Supervisor Martin reported 19 properties went up for sale and all were sold. The County profited $296,000. Authorization of conveyance of the properties was given. Vietnam Veterans Supervisor Martin reported the committee continues to meet monthly. They are working towards the big event in November at the City Center. ADJOURNMENT There being no further business, Mayor Yepsen adjourned the meeting at 10:51 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 10/20/15 Vote: 5 - 0 Page 16 of 16