City Council

December 14, 2015 CITY OF SARATOGA SPRINGS City Council Pre-Agenda Meeting 9:30 AM 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 Maire Masterson, Deputy Commissioner, Accounts Eileen Finneran, Deputy Commissioner, DPS Vince DeLeonardis, City Attorney Peter Martin, Supervisor EXCUSED: John Franck, Commissioner of Accounts Tim Cogan, Deputy Commissioner, DPW Matthew Veitch, Supervisor CALL TO ORDER Mayor Yepsen called the meeting to order at 9:36 a.m. PUBLIC HEARINGS Amend Capital Budget for Time and Attendance Commissioner Madigan advised this is for the Police and Fire Departments. PRESENTATIONS Expansion of Existing Planned Unit Development at Saratoga Hospital Mayor Yepsen stated this presentation will be an opportunity for the public to hear updates. It will not be an opportunity for the public to get into a dialogue. New Website for the City of Saratoga Springs th Commissioner Madigan advised the website went live on December 9 . There have been a few issues with archival agendas/minutes. City Council Pre-Agenda Meeting December 14, 2015 CONSENT AGENDA 1. Approval of 11/30/15 Pre-Agenda Meeting Minutes 2. Approval of 12/1/15 City Council Meeting Minutes 3. Approve Budget Amendments (Decreases) 4. Approve Budget Transfers – Regular 5. Approve Payroll 12/03/15 $553,982.89 6. Approve Payroll 12/11/15 $1,288,653.60 7. Approve Warrant: 2015 Mid – 15MWDEC1: $109,802.23 8. Approve Warrant: 2015 REG – 15DEC2: $4,495,086.77 No comments. MAYOR’S DEPARTMENT Announcement: Recreation Programs Mayor Yepsen advised this and the next 3 items are for the Recreation Department. Discussion and Vote: Saratoga Springs Recreation Department Part Time/Seasonal Personnel/Referee Proposal John Hirliman of the Recreation Department advised this is the annual review of rates for part time employees. Discussion and Vote: Accept Donations & Basketball Sponsors for the Recreation Department John Hirliman advised he will be announcing the sponsors of the basketball program. The list is attached to the agenda. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Time Warner Cable John Hirliman advised this is for the ice rink. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Carousel Industries for City Phone Server Upgrade No comments. Discussion and Vote: Authorization for the Mayor to Sign Amended Agreement with Miller Mannix Mayor Yepsen advised this is for legal advice for the Planning and Zoning Boards. Discussion and Vote: Authorization for Mayor to Sign Amended Agreement with Girvin & Ferlazzo No comments. Discussion and Vote: Authorization for Mayor to Sign Addendum to Agreement with Honeywell Law Firm, PLLC No comments. Discussion and Vote: Local Law #2 for 2015 – City Ethics Code Commissioner Madigan asked if all volunteers will have to complete a disclosure form. Tony Izzo, assistant city attorney, advised that is up for discussion. Page 2 of 7 City Council Pre-Agenda Meeting December 14, 2015 Discussion and Vote: Accept Donation of Statue from 70 Beekman Street Gallery Mayor Yepsen advised the owner of the gallery is moving and would like to donate a statue to the City. The approximate value is $6,000. She proposed putting the statue in the Visitor’s Center. Discussion: Update on High Rock Parking Lot RFP Technical Review Team Mayor Yepsen advised they will continue to include Tom Roohan in the discussions. Joe Ogden will provide an update. Discussion and Vote: Camp Saradac No comments. ACCOUNTS DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Agreement with Fitzgerald, Morris, Baker, and Firth, PC for Article 7 Cases No comments. Discussion and Vote: Authorization for Mayor to Sign Agreement with Towne, Ryan and Partners for Article 7 Cases No comments. Discussion and Vote: Authorization for Mayor to Sign Copier Agreement with Ricoh No comments. Award of Bid: Extension of Bid for Municipal Solid Waste to Casella Waste Management No comments. Award of Bid: GASB 45 Actuarial Services to Armory Associates, LLC No comments. Discussion and Vote: Permission to Purchase Pollution Liability Coverage Marilyn Rivers, director of risk and safety, advised this is a separate piece from other insurance coverage. This went out to bid through Adirondack Insurance. The cost is $23,708 annually. The Weibel Avenue Landfill is excluded from this coverage. Commissioner Franck added one item: Discussion and Vote: Authorization for Mayor to Sign Agreement with Travelers for Property & Casualty Program. There is a $226,000 savings in the insurance program. FINANCE DEPARTMENT Discussion and Vote: Amend the Capital Budget for Time and Attendance Project (CO1) Commissioner Madigan advised that this item and items #2 - #4 are related. The amount of the change order is for $31,423. Page 3 of 7 City Council Pre-Agenda Meeting December 14, 2015 Discussion and Vote: Budget Transfers: Interfund for Capital Budget Amendment No comments. Discussion and Vote: Budget Amendments – Capital Budget No comments. Discussion and Vote: Authorization for Mayor’s Signature on Andrews Technology HMS, Inc. Agreement for Time & Attendance Project (CO1-PD/Fire) No comments. Discussion and Vote: Mesick Cohen Wilson Baker Architects LLP for Interior/Renovation Design Services – Finance Office Commissioner Madigan advised they will be renovating the front of the Finance Office. She wanted to hire an architect to put a plan in place. The cost is $4,940. Discussion and Vote: Authorization for Mayor’s Signature on Armory Associates Agreement for GASB 45 Actuarial Services No comments. Discussion and Vote: Authorization for Mayor’s Signature on Addendum Two to Agreement Fitzgerald Morris Baker and Firth PC Agreement for Legal Services Commissioner Madigan advised this is for an extension of time for the City Center lease. Discussion and Vote: 2016 City Fees Commissioner Madigan stated the fees have been provided by each department. Discussion and Vote: Resolution Authorizing Ice rink Debt Transfer of Fund to Ice Rink Improvements and Equipment Capital Reserve Commissioner Madigan advised the Council approved a reserve fund for the payment of bonded indebtedness for the Weibel Ice Rink. The last payment on bonds issued was March 1, 2013 and there remains approximately $33,000 in the Weibel Ice Rink Debt Reserve. This reserve was funded by rental fees from concession stand rentals and music hall rentals. Discussion and Vote: Resolution Authorizing the Deposit of Rental Fees into the General Fund Commissioner Madigan stated this is to move remaining rental fees in the reserve fund into the general fund so that it can be used for equipment and ice rink improvements. Discussion and Vote: Use of Reserve Resolution – Retirement System Reserve Commissioner Madigan advised the 2015 budget included funds from the Retirement Reserve. The Council approved the use of $185,000 from the Retirement Reserve for the 2015 budget. The budget adopted actually included $200,000 from the Retirement Reserve. This resolution is to amend the original resolution to authorize the use of $200,000 rather than $185,000. Discussion and Vote; Budget Transfers – Benefits No comments. Page 4 of 7 City Council Pre-Agenda Meeting December 14, 2015 Discussion and Vote: Budget Transfers – Payroll No comments. Discussion and Vote: Budget Transfers – Contingency No comments. Discussion and Vote: Budget Amendments – Benefits No comments. Discussion and Vote: Budget Amendments – Interfund No comments. Discussion and Vote: Budget Amendments – Assignment for IT Initiatives (14XB) Commissioner Madigan advised this is to use the assignment for IT initiatives and one time projects to pay for training and security matters. Discussion and Vote: Budget Amendments- Assignment for Refund of Prior Year Taxes Commissioner Madigan advised this is to pay for the refund approved at the last City Council meeting. PUBLIC WORKS DEPARTMENT Set Public Hearing: Amend Chapter 201 of the City Code to Add Meadowbrook Estate Roads to the List of Streets No comments. Discussion and Vote: Authorization for the Council to Approve Payment of Invoice to Schindler Elevator Corp. Commissioner Scirocco stated they received a quote for less than $1,499 but ran into problems. That caused the invoice to be increased. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Saratoga Historic Properties Commissioner Scirocco advised this is an annual agreement for the use of the parking lot behind the DPW office. Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with Fitzgerald, Morris, Baker & Firth PC for the Legal Matters Pertaining to the Landfill Commissioner Scirocco advised this relates to the consent order. Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with the Franklin Community Center Commissioner Scirocco advised the building they are in is owned by the City and this is their lease agreement. Page 5 of 7 City Council Pre-Agenda Meeting December 14, 2015 Commissioner Scirocco added an item to his agenda: Discussion and Vote: Authorization for Mayor to sign Addendum with Fitzgerald, Morris, Baker & Firth for Water Connection Fee Issue. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Agreement with Art Breault, NYS Certified Instructor Coordinator for the Fire Department Training No comments. Discussion and Vote: Authorization for Mayor to Sign Agreement with Dr. Timothy Brooks as Medical Director No comments. Discussion and Vote: Appointment of Dr. Timothy Brooks as City Health Officer for 2016 No comments. Discussion and Vote: Authorization for Mayor to Sign Agreement with Creighton Manning Engineering Commissioner Mathiesen stated this is for the study for pedestrian safety in the City. Discussion and Vote: Authorization to Increase the Salary Range for Part Time School Crossing Guards Commissioner Mathiesen advised they are looking to increase the wage $.25 per hour. Commissioner Mathiesen added an item to his agenda: Announcement: City Council Workshop on January 19, 2016 at 5 p.m. to Review the Comprehensive Emergency Plan. SUPERVISORS MATTHEW VEITCH 1. Promoting Organ Donation in Saratoga County 2. December Board Meeting 3. Saratoga Prosperity Meeting 4. Deceased Veteran’s Honors 5. 2016 Budget Adoption 6. Fireworks Safety 7. 2015 Chairman of the Board of Supervisors PETER MARTIN 1. Public Hearing Re: Compensation Schedule 2. Organizational Meeting of the Board of Directors 3. County Trails Development Reserve Fund 4. Bobby D’Andrea Overpass EXECUTIVE SESSION Mayor Yepsen moved and Commissioner Madigan seconded to adjourned into executive session at 10:35 a.m. to discuss pending litigation between the Anderson Group and the City of Saratoga Springs. Page 6 of 7 City Council Pre-Agenda Meeting December 14, 2015 Ayes - All Council returned at 11:35 a.m. Commissioner Madigan announced there were no final determinations made as a result of the executive session. ADJOURN Mayor Yepsen adjourned the meeting at 11:36 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 1/19/16 Vote: 5 - 0 Page 7 of 7