City Council

December 15, 2015 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room 7:00 PM 6:45 PM – P.H. – Expansion of Existing Planned Unit Development at Saratoga Hospital 6:55 PM – P.H. – Amend Capital budget for Time and Attendance 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATIONS 1. Expansion of Existing Planned Unit Development at Saratoga Hospital 2. New Website for the City of Saratoga Springs 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 MAYOR’S DEPARTMENT 1. Announcement: Recreation Programs 2. Discussion and Vote: Saratoga Springs Recreation Department Part-Time/Seasonal Personnel/Referee Proposal 3. Discussion and Vote: Accept Donations & Basketball Sponsors for the Recreation Department 4. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with the Time Warner Cable 5. Discussion and Vote: Authorization for the Mayor to Sign the Agreement with Great Escape – Six Flags Theme Park 6. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Carousel Industries for City Phone Server Upgrade 7. Discussion and Vote: Authorization for Mayor to Sign Amended Agreement with Miller Mannix 8. Discussion and Vote: Authorization for Mayor to Sign Amended Agreement with Girvin & Ferlazzo City Council Meeting 12/15/15 9. Discussion and Vote: Authorization for Mayor to Sign Addendum to Agreement with Honeywell Law Firm, PLLC 10. Discussion and Vote: Accept Donation of Statue from 70 Beekman Street Gallery 11. Discussion and Vote: Local Law #2 of 2015 – City Ethics Code 12. Discussion: Update on High Rock Parking Lot RFP Technical Review Team ACCOUNTS DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Agreement with Fitzgerald, Morris, Baker, and Firth PC for Article 7 Cases 2. Discussion and Vote: Authorization for Mayor to Sign Agreement with Towne, Ryan and Partners for Article 7 Cases 3. Discussion and Vote: Authorization for Mayor to Sign Agreement with Travelers Insurance for Property and Casualty Program 4. Discussion and Vote: Authorization for Mayor to Sign Copier Agreement with Ricoh 5. Award of Bid: Extension of Bid for Municipal solid Waste to Casella Waste Management 6. Award of Bid: GASB 45 Actuarial Services to Armory Associates, LLC 7. Discussion and Vote: Permission to Purchase Pollution Liability Coverage FINANCE DEPARTMENT 1. Discussion and Vote: Amend the Capital Budget for Time and Attendance Project (CO1) 2. Discussion and Vote: Budget Transfers: Interfund for Capital Budget Amendment 3. Discussion and Vote: Budget Amendments – Capital Budget 4. Discussion and Vote: Authorization for Mayor’s Signature on Andrews Technology HMS, Inc. Agreement for Time & Attendance Project (CO1-PD/Fire) 5. Discussion and Vote: Mesick Cohen Wilson Baker Architects, LLP for Interior/Renovation Design Services – Finance Office 6. Discussion and Vote: Authorization for Mayor’s Signature on Armory Associates Agreement for GASB 45 Actuarial Services 7. Discussion and Vote: Authorization for Mayor’s Signature on Addendum Two to Agreement Fitzgerald Morris Baker Firth PC Agreement for Legal Services 8. Discussion and Vote: 2016 City Fees 9. Discussion and Vote: Resolution Authorizing Ice Rink Debt Transfer of Funds to Ice Rink Improvements and Equipment Capital Reserve 10. Discussion and Vote: Resolution Authorizing the Deposit of Rental Fees into the General Fund 11. Discussion and Vote: Use of Reserve Resolution: Retirement System Reserve 12. Discussion and Vote: Budget Transfers – Benefits 13. Discussion and Vote: Budget Transfers – Payroll 14. Discussion and Vote: Budget Transfers – Contingency 15. Discussion and Vote: Budget Amendments – Benefits 16. Discussion and Vote: Budget Amendments – Interfund 17. Discussion and Vote: Budget Amendments – Assignment for IT Initiatives (14XB) 18. Discussion and Vote: Budget Amendments – Assignment for Refund of Prior Year Taxes PUBLIC WORKS DEPARTMENT 1. Set Public Hearing: Amend Chapter 201 of the City Code to Add Meadowbrook Estate Roads to the List of Streets 2. Discussion and Vote: Authorization for the council to Approve Payment of Invoice to Schindler Elevator Corp. 3. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Saratoga Historic Properties 4. Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with Fitzgerald, Morris, Baker & Firth PC for the Water Connection Legal Matters 5. 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 Page 2 of 19 City Council Meeting 12/15/15 6. Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with the Franklin Community Center PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Agreement with Art Breault, NYS Certified Instructor Coordinator for the Fire Department Training 2. Discussion and Vote: Authorization for Mayor to Sign Agreement with Dr. Timothy Brooks as Medical Director 3. Discussion and Vote: Appointment of Dr. Timothy Brooks as City Health Officer for 2016 4. Discussion and Vote: Authorization for Mayor to Sign Agreement with Creighton Manning Engineering 5. Discussion and Vote: Authorization to Increase the Salary Range for Part Time School Crossing Guards 6. Announcement: City Council Workshop on January 19, 2016 at 5:00 p.mm. to Go Over Our 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 Supervisors 3. County Trails Development Reserve Fund 4. Bobby D’Andrea Overpass ADJOURN Page 3 of 19 City Council Meeting 12/15/15 December 15, 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. PUBLIC HEARINGS Expansion of Existing Planned Unit Development at Saratoga Hospital Mayor Yepsen opened the public hearing at 6:51 p.m. Mayor Yepsen stated the hospital is planning to expand to accommodate services. Jack Despart of 8 Morgan Street stated he is directly across the street from the proposed office building. He was aware of the zoning around him when he purchased his home and would not have purchased his home if he knew it was so easy to change the zoning. The building will impact the value of the homes on Woodlawn, Morgan, and Seward Streets. There will be traffic problems on Morgan Street that is already dangerous to travel on. From an economic standpoint why would we want to allow this building? There are a lot of people who are not aware of this project and time should be taken to notify all who are involved in this. Beth Flynn of 4 Seward Street stated she feels short-changed that she didn’t know about this. They need all the facts. John Benzel of 220 Crescent stated he was here before on this. He feels this is spot zoning. He does not see where an institution can move into a UR-1 district in the Comprehensive Plan. There was a traffic Page 4 of 19 City Council Meeting 12/15/15 study as a valid reason to impose 300+ cars in that area. That area was once called ‘the quarry’; there is bedrock there. How could the Planning Board issue a negative declaration when they knew what went on with the apartment building? How is stormwater going to be handled? There has not been any answers to sewer access. This project is no attempt at scale but ‘let’s see what we can get away with’. Ina Harney of 40 Seward Street has been there for 30 years. Due to the apartments she has had to rebuild her driveway to keep the water than runs from the apartments into her house. They blasted for months through the bedrock when building the apartments. What makes anyone think anything will be any different 50 feet away? Alice Smith of 8 Woodland Court stated she is mad she was not notified of this project. When the hospital created its original PUD her backyard was flooded and all she has is moss in her backyard. The hospital is just trying to make money. They can build a satellite location just outside town; Wilton is only 3 miles away. Edward Klinkhamer of 13 Seward Street stated he purchased his home in July. The increased traffic will lower their property value and make it less attractive to renters. The stop sign at Pearl and Seward is obviously a suggestion only as they watch people run it all day. Will Malone, a doctor of Saratoga Hospital, stated as doctors they are not experts in zoning or water issues. They feel the building is centrally located for coordination of care. Doctors having proximity to the hospital improves patient care and multispecialty buildings are part of the trend of healthcare. Mary Lockwood of Myrtle Street stated she does not believe the consolidation of the doctors should be done in a residential neighborhood. The hospital did a good job with what they have built but she still has the light pollution. It is difficult for her to get in and out of her house. Do you value the residents or is it about the commercial growth? Saratoga is going in the wrong direction. Alisha Sheehan of Myrtle Street stated she agrees with everything her neighbors have said. It was a lovely place when she moved in. The hospital does need to grow but this isn’t the right move or the right location. They didn’t hear about this directly from the hospital. It is starting to feel like they live inside a hospital campus. This project doesn’t meet the majority of the objectives of what a Planned Unit Development is. Mary Carr of Birch Run stated she is totally opposed to this. It is a sanctuary for a large number of wildlife and it is wrong to put a commercial property on a residential street. She would like to see a new SEQRA. Mayor Yepsen ended the public hearing at 7:42 p.m. and kept the public hearing open. Commissioner Mathiesen stated Saratoga Springs does not do a good job about posting notifications of projects. Amend Capital Budget for Time and Attendance Mayor Yepsen opened the public hearing at 7:45 p.m. Commissioner Madigan stated at this Council meeting they will be asking for approval of a change order that will cover the purchase, installation, and maintenance of an advanced scheduling manager and fire department emergency response system integration into our time and attendance system. The cost is $31,243 and the capital budget must be amended in this amount. No one spoke. Mayor Yepsen closed the public hearing at 7:47 p.m. Page 5 of 19 City Council Meeting 12/15/15 CALL TO ORDER Mayor Yepsen called the meeting to order at 7:47 p.m. PRESENTATIONS Expansion of Planned Unit Development at Saratoga Hospital Matt Jones, attorney for Saratoga Hospital presented Saratoga Hospital’s expansion to the Council and public (copy of presentation attached). These offices will increase efficiencies. The location of the 75,000 square foot building will be located on Morgan Street. The PUD amendment has been decreased to be 8.5 acres from the original plan of 19+ acres. The Planning Board issued a favorable advisory opinion in October. The building has been made smaller from the original plan with the building height being lowered. Mike Ingersol of the LA Group presented regarding the landscape and drainage of the PUD. The plan is to let Birch Run retain the burm they have and enhance the wooded area with the addition of trees. The lights that will be installed will have LED lights and dimmers so as it gets later the lights will start to ‘shut down’. There is no way this project could impact water on Seward Street. They will bring the waterline down the street and install new fire hydrants. Mark Nadolny of Creighton Manning reviewed the conclusion of the traffic study. They focused on the morning and afternoon peak hours. They looked at 4 intersections; Seward Street and Church; Seward Street and Morgan Street; Morgan Street and Myrtle Street; and Church Street and Myrtle Street. Commissioner Franck stated several years ago there was discussion of putting a circle in at the Myrtle Street/Church Street intersection. Did that come back up in these discussions? Mark advised it did not. That intersection was recently reconstructed. Commissioner Mathiesen stated at various times of the day the traffic on Church Street by the hospital has a terrible jam. Mark stated anytime there is construction there is delay. The delay is within acceptable DOT measures. New Website for the City of Saratoga Springs Commissioner Madigan did an overview of the new website. She also showed people how to create an account so they can be notified on specific topics when there is news about that topic; and where to look for various information. The second phase of the website will be an app. 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 8:20 p.m. Jack Despart of 8 Morgan Street stated the picture shown has sidewalks and there aren’t going to be sidewalks. He is also looking to find out the dimensions of the building; what the height of the ceiling would be in the basement and will there be a basement. Page 6 of 19 City Council Meeting 12/15/15 John Benzel of 220 Crescent stated he is wondering where they are measuring the height of the buildings. They haven’t heard anything about the impact of traffic on a R-1 neighborhood. Alice Smith of Woodland Court asked if they can be provided a copy of the presentation so they can do their own research. Commissioner Madigan stated once they receive a copy of the presentation they will post it on the City website. Ina Harney of Seward Street stated she hears different numbers of the people who are working there. They make it sound like there are only 5 doctors and 15-16 cars. You are talking 150 cars an hour. The numbers don’t make sense. Mary Carr of Birch Run asked how a Comprehensive Plan happened without people being notified. The traffic is ludicrous. What they put up does not reflect reality. Mayor Yepsen closed the public comment period at 8:31 p.m. Matt Jones responded to the questions as follows: there are roughly 2,000 people that work at Saratoga Hospital. The building they are looking to construct is 75,000 square feet and will house people that already work at the hospital. The building is 210’ x 110’ and there is no basement. Commissioner Madigan suggested if Mr. Jones wanted to do a Q&A sheet they can post that on the website. CONSENT AGENDA Mayor Yepsen moved and Commissioner Madigan seconded to accept the consent agenda as follows: 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 Commissioner Madigan stated item #6 is large because it includes retro pay for the PBA and fire administration and item #8 is large because it includes County tax, County sewer and hospitalization payments. Ayes – All MAYOR’S DEPARTMENT Announcement: Recreation Programs John Hirliman of the Recreation Department announced the holiday hours. Hours can also be found on the website. He also advised there is a recreation card to allow participants proof of residency to get discount and provides authorization. Page 7 of 19 City Council Meeting 12/15/15 Discussion and Vote: Saratoga Springs Recreation Department Part-Time/Seasonal Personnel/Referee Proposal (15-414) John Hirliman advised this is an annual request. The attachment to the agenda has the current rate plus the proposed rates. They have eliminated some titles they haven’t used in several years. All these positions and rates have been budgeted for. Mayor Yepsen moved and Commissioner Madigan seconded to approve the Saratoga Springs Recreation Department part time seasonal hourly personnel and referee proposal as distributed with the final agenda. Ayes - All Discussion and Vote: Accept Donations & Basketball Sponsors for the Recreation Department (15-415) John Hirliman announced the following basketball sponsors as follows for $275 each: Gaffney’s, Saratoga Learning Center, AFSCO Fence, Saratoga Wilton Elks Club, Cudney’s Laundry, Turbine Services, Saratoga Rotary, Saratoga Springs Firefighters, Harris Beach, Allerdice Building & Supply, Saratoga Lions Club, Smash Burger, Fashion Floors, Saratoga PBA, TCBR, Knights of Columbus, Foley Chiropractor, Zanetti Architectural, Pennell’s Restaurant; and Adirondack Trust Company and Adirondack Trust Insurance Company for $525. John also reported the Holiday Match from Stewarts is $4,500; WGY Christmas Wish for $250; and the Saratoga Springs Rotary Club for $500. Mayor Yepsen moved and Commissioner Madigan seconded to accept the donations listed on the Saratoga Springs Recreation Department sponsors and donations schedule which was distributed with the final agenda. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign an Agreement with the Time Warner Cable (15- 416) John Hirliman stated this is for the construction and installation of internet to the ice rinks and the monthly service. The construction cost is $12,000 and in budget line A3567194 / 54720 and monthly service is $500 and is in line A3567194 / 54729 / 3000. Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to sign an agreement with Time Warner Cable for the WiFi service at the City ice rinks which shall be executed subject to the available appropriations as distributed with the final agenda. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign the Agreement with Great Escape – Six Flags Theme Park (15-417) John Hirliman stated this is an annual agreement for the kids to go to the Great Escape on a field trip. Funding is in line: A3567154 / 54500. Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to sign an agreement with the Great Escape/ Six Flags Theme Park as distributed with the final agenda. Ayes - All Page 8 of 19 City Council Meeting 12/15/15 Discussion and Vote: Authorization for the Mayor to Sign an Agreement with Carousel Industries for City Phone Server Upgrade (15-418) Mayor Yepsen stated this contract is for the upgrade to the phone servers. This will allow for the expansion of mailbox licenses. The total amount of the contract is for $35,445.66 and in budget line A3011654 / 54670. Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with Carousel Industries for upgrades and improvements to the City’s phone system as distributed with the final agenda. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Amended Agreement with Miller Mannix (15-419) Mayor Yepsen advised this will allow the City to pay for additional expenses incurred in planning and zoning matters throughout 2015. The total amount of the revised contract is for $24,300 and funding is in line A3618684 / 54720. Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign an amended agreement with Miller Mannix Schachtner and Haffner, LLC for costs associated with additional legal services in fiscal year 2015 as distributed with the final agenda. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Amended Agreement with Girvin & Ferlazzo (15- 420) Mayor Yepsen advised this will allow the City to pay for additional expenses incurred during collective bargaining throughout this year. The total revised amount is $24,200 and funding is in line A3011424 / 54720. Mayor Yepsen moved and Commissioner Mathiesen seconded to authorize the mayor to sign an amended agreement with Girvin & Ferlazzo for costs associated with additional legal services in fiscal year 2015 as distributed with the final agenda. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Addendum to Agreement with Honeywell Law Firm, PLLC (15-421) Mayor Yepsen advised the amended contract will allow the City to pay for additional expenses incurred during collective bargaining and various personnel matters since August. The total revised amount is for $22,000 and funding is line A3011424 / 54720. Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign an amended agreement with the Honeywell Law Firm, PLLC for costs associated with additional legal services in fiscal year 2015 as distributed with the final agenda. Ayes - All Discussion and Vote: Local Law #2 of 2015 – City Ethics Code (15-422) Tony Izzo, assistant city attorney, advised the Ethics Board proposed any member of a board or committee complete a disclosure form. The Council asked him to relook at this and it was decided that any member of a board or committee that is formed by law or Council resolution will have to complete a financial Page 9 of 19 City Council Meeting 12/15/15 disclosure form. If someone serves on a board or committee formed to investigate something and not formed by law or resolution of Council does not need to complete a disclosure form. Mayor Yepsen moved and Commissioner Mathiesen seconded to adopt Local Law #2 of 2015 in regards to the City’s Ethics Code as distributed with the agenda with the inclusion of the friendly amendment made this evening. Ayes – All Discussion and Vote: Accept Donation of Statue from 70 Beekman Street Gallery (15-423) Mayor Yepsen stated Mary Chen of 70 Beekman Street Gallery would like to donate a bronze statue. It will be displayed at the Visitor Center. The approximate value of the statue is $6,000. Mayor Yepsen moved and Commissioner Franck seconded for the Council to accept the donation of a statue from 70 Beekman Street Gallery; the approximate value of which is $6,000. Ayes – All Discussion: Update on High Rock Parking Lot RFP Technical Review Team Mayor Yepsen reported this is an ongoing process. After the RFP the Council had a presentation from both respondents. A technical review team has been set up. The City Center is included in the conversations and discussions. Joe Ogden, deputy mayor, advised the Technical Review Committee has been meeting regularly. They have created a matrix identifying the areas they will be focusing on. At this time they are waiting for answers to their questions from the developers before they proceed with the matrix. ACCOUNTS DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Agreement with Fitzgerald, Morris, Baker, and Firth PC for Article 7 Cases (15-424) Commissioner Franck advised this firm has been handling Article 7 cases relating to assessments. This is an annual renewal to have a new agreement in effect for 2016. Commissioner Franck moved and Commissioner Scirocco seconded to authorize the mayor to sign the agreement with Fitzgerald, Morris, Baker & Firth, P.C. for Article 7 matters with fees billed at an hourly rate not to exceed $170/hr. and not to exceed the amount appropriated. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Agreement with Towne, Ryan and Partners for Article 7 Cases (15-425) Commissioner Franck advised this firm has been handling some Article 7 cases relating to assessments. This is an annual renewal to have a new agreement in effect for 2016. Commissioner Franck moved and Commissioner Mathiesen seconded to authorize the mayor to sign the agreement with Towne, Ryan and Partners for Article 7 matters with fees billed at an hourly rate not to exceed $170/hr. and not to exceed the amount appropriated. Ayes - All Page 10 of 19 City Council Meeting 12/15/15 Discussion and Vote: Authorization for Mayor to Sign Agreement with Travelers Insurance for Property and Casualty Program (15-426) Commissioner Franck advised the City requested proposals for new insurance brokerage services in the second quarter of this year. Adirondack Trust Insurance was chosen to represent the City in marketing and promoting its property and casualty insurance program for the 2016 calendar year. Adirondack Trust Insurance marketed the City’s insurance to public entity insurance carriers and has achieved a collective 15% reduction in the City’s annual renewal premium from its current insurer Travelers Insurance in comparison with the 2015 renewal premium realized by the City. Travelers Insurance has agreed to keep the premium steady for a three year period with increases charged solely for increases in exposure or values. Adirondack Trust Insurance has assisted the City in saving approximately $225,000 from what was budgeted for the insurance program in 2016. The success of the City’s risk and insurance program is based upon the commitment and hard work of the City Safety Committee and the partnership of its members. “The City Safety Committee under the leadership of the Director of Risk and Safety continues to successfully and transparently mitigate the City’s risks as it works with City departments and the community as a whole. Special thanks go out to Director of Risk and Safety Marilyn Rivers, Chief Greg Veitch and the Police Department, Chief Robert Williams and the Fire Department, Police Lt. Thomas Mitchell, and Recreation Director John Hirliman. Their tireless efforts and commitment to the community are to be commended and continue to result in significant savings for the Saratoga Springs community. Monies for the City's insurance program have been budgeted in 2016 for the 54773 lines. A complete accounting for the City's insurance program will be given once all the bills are received for the 2016 calendar year for the insurance program. Commissioner Franck moved and Commissioner Madigan seconded to authorize the Commissioner of Accounts to sign the agreement with Travelers Insurance for the property and casualty program subject to appropriations. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Copier Agreement with Ricoh (15-427) Commissioner Franck advised the Ricoh agreement is a 36 month agreement for the lease and maintenance of the copier in the Accounts Office. The pricing is off state contract. Commissioner Franck moved and Commissioner Mathiesen seconded to authorize the mayor to sign the agreement with Ricoh for the lease and maintenance of the Accounts Office copier up to the amount appropriated. Funding is in line: A3051414 / 54740. Ayes - All Award of Bid: Extension of Bid for Municipal solid Waste to Casella Waste Management (15-428) Commissioner Franck moved and Commissioner Scirocco seconded to extend the bid for Municipal Solid Waste to Casella Waste Management subject to appropriations. Funding is in lines: A3638184 / 54521 & A3638184 / 54700. Ayes - All Award of Bid: GASB 45 Actuarial Services to Armory Associates, LLC (15-429) Commissioner Frank moved and Commissioner Mathiesen seconded to award the bid for GASB 45 Actuarial Services to Armory Associates, LLC in the amount of $27,450. Page 11 of 19 City Council Meeting 12/15/15 Funding is in line A3021314 / 54720 and subject to appropriations. Ayes – All Discussion and Vote: Permission to Purchase Pollution Liability Coverage (15-430) Commissioner Franck advised the City is required to purchase pollution liability coverage to meet its contractual obligations to Saratoga County for its management of the Transfer Station. This insurance would cover that contractual agreement as well as provide coverage for the City's other property locations. Adirondack Trust has obtained three quotations for this coverage and recommends the purchase of the XL Catlin Insurance Program. Coverage will take effect on January 1, 2016 and will be charged to the City's 2016 insurance lines: A3031914 / 54773 and A3041914 / 54773. Matt, from Adirondack Trust Insurance stated this is a separate item not otherwise included in the Travelers. He recommended the City accept a $3 million dollar coverage. The existing issue associated with the landfill will be excluded from this. Commissioner Franck moved and Commissioner Mathiesen seconded for Council authorization to purchase Pollution Liability Coverage in the amount of $23,708. Ayes – All ** Council took a break at 9:39 p.m. Council returned at 9:48 p.m. FINANCE DEPARTMENT Discussion and Vote: Amend the Capital Budget for Time and Attendance Project (CO1) (15-431) Commissioner Madigan stated the change order is for $31,243. Public Safety has provided the funds for this cost. Commissioner Madigan moved and Commissioner Franck seconded to amend the capital budget to increase amounts for the time and attendance project by $31,243. Roll Call: Commissioner Franck – Aye Commissioner Madigan – Aye Commissioner Scirocco – Aye Commissioner Mathiesen – Aye Mayor Yepsen - Aye Discussion and Vote: Budget Transfers: Interfund for Capital Budget Amendment (15-432) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2015 budget transfers – interfund – which were distributed with the agenda. Ayes - All Discussion and Vote: Budget Amendments – Capital Budget (15-433) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2015 budget amendments – capital budget which were distributed with the agenda. Page 12 of 19 City Council Meeting 12/15/15 Roll Call: Commissioner Franck – Aye Commissioner Madigan – Aye Commissioner Scirocco – Aye Commissioner Mathiesen – Aye Mayor Yepsen – Aye Discussion and Vote: Authorization for Mayor’s Signature on Andrews Technology HMS, Inc. Agreement for Time & Attendance Project (CO1-PD/Fire) (15-434) Commissioner Madigan advised this is the agreement for the scheduling manager and emergency response system for the Fire Department in the amount of $31,243. Funding is in line H3021692 / 52000 / 1182. Commissioner Madigan moved and Commissioner Franck seconded to approve the mayor’s required signature on the Andrews Technology HMS, Inc. change order #1 as distributed with the agenda. Ayes - All Discussion and Vote: Mesick Cohen Wilson Baker Architects, LLP for Interior/Renovation Design Services – Finance Office (15-435) Commissioner Madigan stated the office hasn’t seen any improvements in 10 years. There are ‘soft’ spots in the floor from a sewage leak. The amount of the agreement is $4,940 and funds are in line H3031492 / 52000 / 1141. Commissioner Madigan moved and Commissioner Franck seconded to approve the mayor’s required signature on the Mesick Cohen Wilson Baker Architects, LLP agreement as distributed with the agenda. Ayes - All Discussion and Vote: Authorization for Mayor’s Signature on Armory Associates Agreement for GASB 45 Actuarial Services (15-436) Commissioner Madigan stated the contract is for a term of 6 years. Funding is in line A3021314 / 54720. The amounts of the contract are as follows: $7,700 for 2016; $1,250 for 2017; $7,900 for 2018; $1,250 for 2019; $8,100 for 2020; and $1,250 for 2021. Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the mayor’s required signature on the Armory Associates agreement as distributed with the agenda. Ayes - All Discussion and Vote: Authorization for Mayor’s Signature on Addendum Two to Agreement Fitzgerald Morris Baker Firth PC Agreement for Legal Services (15-437) Commissioner Madigan stated this is to extend the end date of the contract to December 31, 2016 with no additional funding. Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the mayor’s required signature on addendum two with Fitzgerald, Morris, Baker, and Firth PC as distributed with the agenda. Ayes – All Page 13 of 19 City Council Meeting 12/15/15 Discussion and Vote: 2016 City Fees (15-438) Commissioner Madigan stated the fees are provided by each department. Changes to the fees can be brought forward throughout the year. All the fees have been uploaded with the agenda. Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the 2016 City fees as distributed with the agenda. Commissioner Mathiesen advised the fees for ambulance service have gone up for non-residents. Ayes - All Discussion and Vote: Resolution Authorizing Ice Rink Debt Transfer of Funds to Ice Rink Improvements and Equipment Capital Reserve (15-439) 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. Commissioner Madigan moved and Commissioner Franck seconded to approve the resolution authorizing ice rink debt transfer of funds to ice rink improvements and equipment capital reserve as distributed with the agenda. Ayes - All Discussion and Vote: Resolution Authorizing the Deposit of Rental Fees into the General Fund (15-440) Commissioner Madigan advised the debt has been paid off on the Weibel Ice Rink. They would like to have the remaining funds transferred to another capital reserve. This resolution redirects the revenue from the concession stand and music hall rentals fees from the former Weibel Ice Rink Debt Reserve to the general fund. These currently total $6,000 and $12,000 annually/respectively. Commissioner Madigan moved and Commissioner Franck seconded to approve the resolution authorizing the deposit of rental fees into the general fund as distributed with the agenda. Ayes - All Discussion and Vote: Use of Reserve Resolution: Retirement System Reserve (15-441) Commissioner Madigan advised in January 2015 the Council approved a resolution for the use of $185,000 of the retirement reserve for the 2015 budget. The 2015 budget adopted by the Council included $200,000 from the retirement reserve. This resolution amends that amount. The reading of the following resolution was waived by the Council: RESOLUTION (For Expenditure of Retirement System Reserve) WHEREAS, the City Council of the City of Saratoga Springs established the Retirement System Reserve on May 18, 2005 to accumulate moneys to finance all or part of the cost of the City’s retirement obligation as described in New York State General Municipal Law § 6-r; and WHEREAS, on November 3, 2014, the City Council approved the 2015 Budget, which includes a General Operating Fund Budget which reflects expenditures for payments into the New York State and Local Employees’ Retirement System and the New York State and Local Police and Fire Retirement System as required by state law, and the revenues that support these expenditures. WHEREAS, on January 20, 2015, the City Council approved a Resolution For Expenditure of Retirement System Reserve in the amount of $185,000; and WHEREAS, upon subsequent review, it is evident that in fact the 2015 General Operating Fund Budget includes $200,000 from the Retirement System Reserve; and Page 14 of 19 City Council Meeting 12/15/15 WHEREAS, these expenditures to the New York State and Local Retirement System and the New York State and Local Police and Fire Retirement System are in accordance with the purposes of the Retirement System Reserve; NOW, THEREFORE, BE IT RESOLVED, that the above-described resolution of January 20, 2015 is hereby amended to indicate the sum of $200,000 from the Retirement System Reserve, and said $200,000 is hereby approved as authorized as in accordance with the Retirement System Reserve. Commissioner Madigan moved and Commissioner Franck seconded approve the resolution for the use of the retirement system reserve as distributed with the agenda. Ayes - All Discussion and Vote: Budget Transfers – Benefits (15-442) Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the 2015 budget transfers – benefits which were distributed with the agenda. Ayes - All Discussion and Vote: Budget Transfers – Payroll (15-443) 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 – Contingency (15-444) Commissioner Madigan moved and Commissioner Franck seconded to approve 2015 budget transfers – contingency as distributed with the agenda. The current budget amount in the water fund contingency line is $42,413; there will remain $39,216 after this transfer. The current budget amount in the sewer fund contingency line is $23,800; there will remain $15,032 after this transfer. The current budget amount in the general fund contingency line is $69,610; there will remain $19,695.23 after this transfer. Ayes - All Discussion and Vote: Budget Amendments – Benefits (15-445) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2015 budget amendments – benefits which were distributed with the agenda. Ayes - All Discussion and Vote: Budget Amendments – Interfund (15-446) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2015 budget amendments – interfund transfer which were distributed with the agenda. Ayes - All Discussion and Vote: Budget Amendments – Assignment for IT Initiatives (14XB) (15-447) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2015 budget amendments – assignment for IT initiatives out of the 2014 excess fund balance for training and security matters which were distributed with the agenda. Ayes - All Page 15 of 19 City Council Meeting 12/15/15 Discussion and Vote: Budget Amendments – Assignment for Refund of Prior Year Taxes (15-448) Commissioner Madigan moved and Commissioner Franck seconded to approve the 2015 budget amendments – assignment for refund of prior year taxes which were distributed with the agenda. Ayes - All PUBLIC WORKS DEPARTMENT Set Public Hearing: Amend Chapter 201 of the City Code to Add Meadowbrook Estate Roads to the List of Streets Commissioner Scirocco set a public hearing for 6:45 p.m. on January 5, 2016. Discussion and Vote: Authorization for the council to Approve Payment of Invoice to Schindler Elevator Corp. (15-449) Commissioner Scirocco advised Schindler Elevator quote was less than $1,499 but was increased to $3,512.72 when they ran into problems with the fire system. Commissioner Scirocco moved and Commissioner Franck seconded to approve payment of invoice to Schindler Elevator Corporation in the amount of $3,512.72 for work on the fire alarm system in City Hall. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Agreement with Saratoga Historic Properties (15-450) Commissioner Scirocco stated this is an agreement with Saratoga Historic Properties is for land abutting City Hall on Maple Avenue. They are granting the City an easement to paved parking area for access to the building entrance and trash collection facilities. This agreement will expire December 31, 2016. Commissioner Scirocco moved and Commissioner Madigan seconded to approve the extension agreement with Saratoga Historic Properties. Ayes – All Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with Fitzgerald, Morris, Baker & Firth PC for the Water Connection Legal Matters (15-451) Commissioner Scirocco advised this agreement is an amendment to the original to extend the time to December 31, 2016 in an amount not to exceed $14,500 for legal services regarding municipal water. Commissioner Scirocco moved and Commissioner Mathiesen seconded to authorize the mayor to sign an agreement addendum with Fitzgerald, Morris, Baker & Firth PC for the provisions of municipal water legal services in the amount not to exceed $4,500. Funding is in budget line F3638314 / 54720. Ayes - All 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 (15-452) Page 16 of 19 City Council Meeting 12/15/15 Commissioner Scirocco advised this agreement is an amendment to the original to extend the time to December 31, 2016 in an amount not to exceed $14,500 for legal services regarding the landfill. Commissioner Scirocco moved and Commissioner Mathiesen seconded to authorize the mayor to sign agreement addendum with Fitzgerald, Morris, Baker & Firth PC for the provisions of legal services related to the landfill in the amount not to exceed $14,500. Funding is in line: A3638184 / 54719. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with the Franklin Community Center (15-453) Commissioner Scirocco advised the current lease is in effect for 5 years – expiring December 31, 2019. After review of their lease, the City feels it could provide them the same maintenance arrangements as other City owned buildings. Commissioner Scirocco moved and Commissioner Madigan seconded to authorize the mayor to sign a lease agreement addendum with the Franklin Community Center at 10 Franklin Street, Saratoga Springs, as presented to the Council. Funding is in line A3416314 / 54650, A3416314 / 546.0, and A3416414 / 54180. Ayes - All PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Agreement with Art Breault, NYS Certified Instructor Coordinator for the Fire Department Training (15-454) Commissioner Mathiesen moved and Commissioner Scirocco seconded to authorize the mayor to sign an agreement with Art Breault in the amount of $26,750 payable in 2 equal installments. Money will be coming from line A3143414 / 54471. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with Dr. Timothy Brooks as Medical Director (15-455) Commissioner Mathiesen advised this is an annual agreement. The City will reimburse Dr. Brooks $10,000 for the year in equal quarterly installments and come from line A32144014 / 54290. Commissioner Mathiesen moved and Commissioner Madigan seconded to authorize the mayor to sign the agreement with Dr. Timothy Brooks as medical director. Ayes - All Discussion and Vote: Appointment of Dr. Timothy Brooks as City Health Officer for 2016 (15-456) Commissioner Mathiesen moved and Commissioner Madigan seconded to re-appoint Dr. Timothy Brooks as City Health Officer for 2016. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with Creighton Manning Engineering (15- 457) Page 17 of 19 City Council Meeting 12/15/15 Commissioner Mathiesen stated this is to provide a pedestrian safety and design study at various intersections in the City. Commissioner Mathiesen moved and Commissioner Madigan seconded to authorize the mayor to sign the agreement with Creighton manning in the amount of $52,745. Money will be coming from line A3143314 / 54720. Ayes - All Discussion and Vote: Authorization to Increase the Salary Range for Part Time School Crossing Guards (15-458) Commissioner Mathiesen stated they are requesting a $.25 per hour increase for all part time crossing guards. This increase would become effective January 1, 2016 and will bring the starting salary up to $9 per hour. Commissioner Mathiesen and Commissioner Franck seconded to increase the salary range for part time school crossing guards. The money will be coming from line A3143121 / 51850. Ayes - All Announcement: City Council Workshop on January 19, 2016 at 5:00 p.m. to Go Over Our Comprehensive Emergency Plan Commissioner Mathiesen advised there will be a City Council Workshop on January 19, 2016 at 5 p.m. to review the Comprehensive Emergency Plan. SUPERVISORS Matthew Veitch Promoting Organ Donation in Saratoga County Supervisor Veitch reported they passed a resolution promoting organ donation for their residents. They will be holding a press conference tomorrow on this. December Board Meeting Supervisor Veitch reported they mentioned the passing of Thomas Clements who was a supervisor. They restored a historical map that was found in their archives of the City of Saratoga Springs. A resolution was passed to rename the 9P overpass in honor of Bobby D’Andrea. Saratoga Prosperity Meeting Supervisor Veitch reported they had a presentation by the Saratoga County Prosperity Partnership. They will do a presentation at the January 5, 2016 City Council meeting. Deceased Veteran’s Honors Supervisor Veitch reported they honored Edward Hartman from the Town of Galway. 2016 Budget Adoption th Supervisor Veitch reported the 2016 budget was adopted at their December 9 meeting. Page 18 of 19 City Council Meeting 12/15/15 Fireworks Safety Supervisor Veitch reported certain types of fireworks can be used in the County. 2015 Chairman of the Board of Supervisors Supervisor Veitch reported today was his last meeting as County Chairman. It has been a pleasure serving as chair of the Board of Supervisors. Peter Martin Public Hearing Re: Compensation Schedule Supervisor Martin reported there will be a public hearing regarding cost of living increases for elected and appointed officials of Saratoga County. This public hearing will be held January 13, 2016 at 4:25 pm at the County. Organizational Meeting of the Board of Supervisors Supervisor Martin reported the Organizational Meeting of the Board of Supervisors will be held January 4, 2016 at 3 p.m. County Trails Development Reserve Fund Supervisor Martin reported the creation of a County Trail Development Reserve Fund was approved today. Bobby D’Andrea Overpass Supervisor Martin reported the 9P overpass will be re-named for Bobby D’Andrea. ADJOURNMENT There being no further business, Mayor Yepsen adjourned the meeting at 10:48 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 1/19/16 Vote: 5 - 0 Page 19 of 19