City Council

January 5, 2016 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room 7:00 PM 6:45 PM – P.H. – Amend Chapter 201 – Street Acceptance 6:50 PM – P.H. – Saratoga Hospital PUD 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENATIONS 1. Recognition of Saratoga Springs High School Football Team and Coach Jones as Football Coach of the Year 2. Update from Matt Jones on Saratoga Hospital PUD Expansion 3. Saratoga County Prosperity Partnership 4. Saratoga Lake Protection and Improvement District (SLPID) CONSENT AGENDA 1. Approval of 11/10/15 High Rock RFP Presentation Meeting Minutes 2. Approval of 12/5/15 Special City Council Meeting Minutes 3. Approve Resolution for the Use of the Insurance Reserve – 01 4. Approve Budget Amendments – Insurance Reserve 5. Approve Payroll 12/18/15 $459,963.36 6. Approve Payroll 12/24/15 $439,507.05 7. Approve Payroll 12/31/15 $407,678.25 8. Approve Payroll 12/31/15 $44,669.59 9. Approve Warrant: 2015 Mid – 15MWDEC3: $818,627.77 10. Approve Warrant: 2015 Mid – 15MWDEC4: $7,713.60 11. Approve Warrant: 2015 REG – 15DEC3: $683,725.60 12. Approve Warrant: 2016 REG – 16JAN1: $67,560.78 MAYOR’S DEPARTMENT 1. Appointment: Community Development Citizen’s Advisory Committee 2. Announcement: Administrator of Parks, Open Lands and Historic Preservation – Sustainability Coordinator 3. Announcement: Recreation Programs 4. Discussion and Vote: Authorization for the Mayor to Sign the Agreement with Ricoh Effective 1/1/16 5. Discussion and Vote: Authorization for Mayor to Sign Agreement with the Honeywell Law Firm, PLLC 6. Discussion and Vote: Authorization for the Mayor to Sign Grant application for CDTC’s Capital Coexist Traffic Safety Ambassador Mini-Grant Program City Council Meeting 1/5/16 7. Discussion and Vote: Authorization for the Mayor to Sign Memorandum of Understanding for CDTC’s Capital Coexist Traffic Safety Ambassador Mini-Grant Program 8. Announcement: Appraisal from GAR Associates on High Rock Avenue Parking Lot 9. Announcement: Martin Luther King, Jr. Day ACCOUNTS DEPARTMENT 1. Award of Bid: Bond Counsel Services to Walsh and Walsh, LLP 2. Award of Bid: Financial Advisory Services to Fiscal Advisor and Marketing, Inc. 3. Award of Bid: Sale of Used Vehicles to Various Buyers FINANCE DEPARTMENT 1. Discussion and Vote: Authorization for Mayor’s Signature on Walsh and Walsh Agreement for Bond Counsel 2. Discussion and Vote: Authorization for Mayor’s Signature on Fiscal Advisors and Marketing for Financial Advisor Services PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Street Acceptance – Meadow Brook Estate Roads 2. Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with Casella Waste Management, Inc. 3. Discussion and Vote: Sick Bank Request PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Agreement with Ricoh 2. Announcement: City Council Workshop on January 19, 2016 at 5:00 pm – Comprehensive Emergency Plan 3. Discussion: Attorney General and Comptroller Inquiry to Public Safety Land Transactions 2014 and 2014 SUPERVISORS Matthew Veitch 1. 2016 Board of Supervisors Organizational Meeting 2. 2016 Committee Assignments Peter Martin 1. 2016 Committee Assignments ADJOURN Page 2 of 11 City Council Meeting 1/5/16 January 5, 2016 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room 7:00 PM PRESENT: Joanne Yepsen, Mayor Michele Madigan, Commissioner of Finance John Franck, Commissioner of Accounts 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 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 Amend Chapter 201 – Street Acceptance Mayor Yepsen opened the public hearing at 6:50 p.m. Commissioner Scirocco advised this is to add Meadowbrook Estates to the list of City streets. The streets that will be added are Winding Brook Road, Rolling Brook Drive, Saddle Brook Drive, Stoney Brook Drive, and Timber Brook Drive. No one spoke. Mayor Yepsen closed the public hearing at 6:52 p.m. Saratoga Hospital PUD Mayor Yepsen opened the public hearing at 6:52 p.m. Mayor Yepsen advised Matt Jones, attorney for the hospital has updates about the project. Page 3 of 11 City Council Meeting 1/5/16 Matt Jones showed the newest drawing of the building on Morgan Street; with the front door being centered and there is a change to the architecture. The building will be reduced to 75,000 square feet. The maximum number of parking spaces they could build is 288 - but plan to build less. Traffic will be decreased at the 4 main intersections due to the reduction in the square footage of the building. Angelo Calbone, president and CEO of Saratoga Hospital, stated they understand why there is concern. They have been sensitive about how they plan to build this facility. They want to be sensitive and good neighbors and feel they have done that. The primary drive for the project is it will allow them to take better care of their patients. If they can’t do this project, it will prevent them from continuing to bring the quality physicians into the hospital. Ana Avatale of 14 Woodland Court stated her concerns are the integrity of the neighborhood; she doesn’t want to change the zoning. This would add congestion to an already congested area. They are concerned about the safety of the children on Woodland Court. There was also a lack of transparency regarding this project. She is concerned about the flooding that will occur. Ina Harney of 40 Seward Street stated she doesn’t feel the picture of the building is in scale and doesn’t show the true impact of the neighborhood. There was mention in the reduction in the number of parking spaces but no mention in the number of employees. Where are the patients going to park? The neighborhood is going to become a major thoroughfare. Alice Smith of 8 Woodland Court stated they were told at the last meeting if they gave their e-mail they would be notified of the next meeting. No one knew about this meeting or what was going on. The adaptations being made are useless and laughable. The people on Morgan Street will be affected at night by the lights and there will be flooding. This will not be a residential neighborhood anymore. Libby Smith-Holmes of 3 Collins Terrace stated she is anxious about this development. She is a fan of the hospital as a donor and a patient. Changing the zoning to allow for a building of the proposed size is alarming. The best use for that area would be residential. John Kaufman of 44 White Street stated he struck by the fact this issue arose so late. He couldn’t find when action was taken on this project. This should have been of considerable conversation at the Comprehensive Plan Committee. It remains to be seen how essential it is for doctors to be able to walk to the hospital. He hopes the Council will be skeptical of this and resist the size of this project. Dean Higgins of 15 Saratoga Circle and president of the Birch Run Homeowner’s Association stated the hospital has continued to keep them involved and up to date on things. As the Council considers this project and the zoning; there are 2 other parcels the hospital pulled back on from re-zoning. This is a sizable structure going in a green space area and a vacant residential space. He asked if the project will be tapping into the storm sewer or sewer system of Birch Run. Mary Carr of Birch Run stated the hospital is a great institution but this is not the right place for it. There are other alternatives. This is not something that started yesterday; it has been going on since 2013. Jennifer Leidig of Seward Street stated her neighborhood has coexisted with the hospital nicely with a few bumps. They have contacted the hospital president in the past with problems and issues improve immediately; but only for a while. This is not the first hospital expansion they lived through. The hospital has plenty of alternatives to expand. Bryan Turner of 3 Woodland Court stated he loves living next to the hospital. There is a problem with the safety of the children and nurses parking on the street. With building comes blasting; with blasting comes cracked foundations; which leads to flooding. This is a lose/lose situation for everyone on Woodland Court. Mary Lockwood of 50 Myrtle Street stated she is concerned with the width of the street. Page 4 of 11 City Council Meeting 1/5/16 Mayor Yepsen paused the public hearing at 7:36 to recognize the Saratoga Springs High School Football Team. Mayor Yepsen resumed the public hearing at 7:44 p.m. Theo Lattis, MD stated he is a doctor at the hospital. The main benefit of bringing the doctors closer to the hospital is efficiency, logistics, and professional. Joseph Bell, president of the multi-specialty medical group at Saratoga. This is a big deal. He is advocating for his patients. He received a call today from the hospital asking David Thistle of 135 North Main Street, Mechanicville, stated they owe his wife an apology. This Council is crazy if they don’t let the hospital expand. Robert 14 Woodland Court stated he is opposed to this project. This is about money. The Council represents the neighbors, not the corporate interest of the hospital. The people in the neighborhood do not want this building to go up. Angela Condi, a staff member of Saratoga Hospital, stated people don’t understand how the environment of care has changed. They are looking to improve and expand their services to keep up. Ina Harney of 40 Seward Street stated she understands the hospital feels they need to be close in proximity but do they need to be in the neighborhood. Being within a mile should be sufficient. Mayor Yepsen concluded the public hearing at 7:55 p.m. and kept it open. CALL TO ORDER Mayor Yepsen called the meeting to order at 7:55 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. Mayor Yepsen opened the public comment period at 8:05 p.m. Bonnie Sellers of Saratoga Springs stated she read an article in the Saratogian regarding the Council’s goals for 2016. She was concerned about Commissioner Mathiesen’s comment about Charter change; she finds it questionable. This is something that should have been mentioned during the campaign. She reminded the Council the City voted strongly in favor of keeping the commission form of government. David Bronner of Royal Henley Court stated he would like to comment on the same article Bonnie Sellers commented on. The article was clear that Commissioner Mathiesen is concerned about the greenbelt. The Council took a trip out the Moore Hall but they didn’t take a trip to the east side exit 14 as he asked them to. He wonders what Sustainable Saratoga’s take is on this. Sam Brewer of Lake Avenue congratulated the Council. He is happy that alternate designs have been submitted for the High Rock Lot. Commissioner Mathiesen stated they are looking into the governor’s directive on how they should or shouldn’t enforce it. Property taxes have been paid on the property at exit 14 for all those years as the property hasn’t been used for religious purposes, just owned by a religious organization. Seeing a fire Page 5 of 11 City Council Meeting 1/5/16 station on the Union Avenue area would not be out of the ordinary. He was asked to comment on ideas of future goals by Jennie Gray. Having served in the commission form of government he is convinced this is not the way to serve the City in this day. He believes changing the form of government would save money. Talking about the issue is not wrong. Mayor Yepsen closed the public comment period at 8:18 p.m. PRESENTATIONS Recognition of Saratoga Springs High School Football Team and Coach Jones as Football Coach of the Year Mayor Yepsen presented the Saratoga High School football team with a certificate of achievement for their accomplishment during the 2015 season. She also congratulated Coach Jones for being named Coach of the Year. Update from Matt Jones on Saratoga Hospital PUD Expansion This was covered during the public hearing segment. Saratoga County Prosperity Partnership Supervisor Veitch introduced Marti Vanags of the Saratoga County Prosperity Partnership. Mr. Vanags advised since he has arrived he has been trying to understand what economic development means to the community. They are going to focus on the best fit for Saratoga County. He provided a postcard of their 4 point strategy (attached). This quarter there will be a campaign rolling out a business retention expansion. Saratoga Lake Protection and Improvement District (SLPID) Mayor Yepsen stated Saratoga Lake Protection and Improvement District (SLPID) has been working on behalf of lake residents. They are wondering if the City would be interested in financially contributing, the way we used to, to their operations. Dave Wallingford, chair of SLPID is here. Mr. Wallingford advised the beginnings of SLPID involved the financial contribution of the County, City, and 3 townships. The City contributed $7,500 annually towards SLPID until the early 2000’s when it stopped honoring the contract. The Head of the Fish has become one of the premier regattas. He is here to ask the Council for a contribution of $5,000 from the City. Commissioner Mathiesen confirmed Stillwater, Malta, and Town of Saratoga are the 3 towns. Mr. Wallingford advised that is correct. They do water clarity tests; work with FOLA to bring in better lake management; weed harvest; monitor the land around the lake; and looking into getting into a program with farmers to prevent run-off. Commissioner Madigan asked how the 1,400 residents are taxed. Mr. Wallingford advised the people are taxed by the County and is forwarded to them. Commissioner Madigan asked for information on SLPID’s budget. Page 6 of 11 City Council Meeting 1/5/16 CONSENT AGENDA Mayor Yepsen moved and Commissioner Madigan seconded to accept the consent agenda as follows: 1. Approval of 11/10/15 High Rock RFP Presentation Meeting Minutes 2. Approval of 12/5/15 Special City Council Meeting Minutes 3. Approve Resolution for the Use of the Insurance Reserve – 01 4. Approve Budget Amendments – Insurance Reserve 5. Approve Payroll 12/18/15 $459,963.36 6. Approve Payroll 12/24/15 $439,507.05 7. Approve Payroll 12/31/15 $407,678.25 8. Approve Payroll 12/31/15 $44,669.59 9. Approve Warrant: 2015 Mid – 15MWDEC3: $818,627.77 10. Approve Warrant: 2015 Mid – 15MWDEC4: $7,713.60 11. Approve Warrant: 2015 REG – 15DEC3: $683,725.60 12. Approve Warrant: 2016 REG – 16JAN1: $67,560.78 Commissioner Madigan advised item #10 is also known as 15MEDEC4. Ayes - All MAYOR’S DEPARTMENT Appointment: Community Development Citizen’s Advisory Committee Mayor Yepsen appointed Judy Harrigan and reappointed Brian Straughter to the Community Development Citizen’s Advisory Committee. Announcement: Administrator of Parks, Open Lands and Historic Preservation – Sustainability Coordinator Mayor Yepsen announced Tina Carton as the new Administrator of Parks, Open Lands and Historic Preservation – Sustainability Coordinator. Her start date is January 11, 2016. Announcement: Recreation Programs Mayor Yepsen announced the Recreation Department is issuing their recreation cards. Proof of residency is required to obtain one. Registration for spring programs will begin February 1, 2016. Discussion and Vote: Authorization for the Mayor to Sign the Agreement with Ricoh Effective 1/1/16 (16- 001) Mayor Yepsen stated this is for the Recreation Department for service, equipment, and maintenance. Funding is in line A3567144 / 54740. Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with Ricoh the services for expenses associated with equipment, repair, and maintenance at the Recreation Department as distributed with the agenda. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with the Honeywell Law Firm, PLLC (16- 002) Mayor Yepsen stated the Honeywell Firm shall not exceed an hourly rate of $180 per hour and will be capped at $15,000. Funding is in line A3011424 / 54720. Page 7 of 11 City Council Meeting 1/5/16 Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with the Honeywell Law Firm, PLLC which was distributed with the final agenda for legal services subject to a cap of $15,000 and effective January 1, 2016. Ayes – All Discussion and Vote: Authorization for the Mayor to Sign Grant application for CDTC’s Capital Coexist Traffic Safety Ambassador Mini-Grant Program (15-003) Mayor Yepsen stated this grant application is for a ‘pop-up’ event that will feature discussion on rules of the road as well as safe walking and biking practices. Materials will also be offered to the public. The grant is for up to $5,000 with a 25% match which can be achieved through in-kind services. Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to sign a grant application for up to $5,000 in funding from CDTC’s Capital Coexist Traffic Safety Ambassador Mini-Grant Program with a 25% City match which could be achieved by in-kind services. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Memorandum of Understanding for CDTC’s Capital Coexist Traffic Safety Ambassador Mini-Grant Program (15-004) Mayor Yepsen stated CDTC is asking for a signed MOU at the same time we apply for the grant. Mayor Yepsen moved and Commissioner Mathiesen seconded to authorize the mayor to sign a memorandum of understanding for up to $5,000 in funding from CDTC’s Capital Coexist Traffic Safety Ambassador Mini-Grant Program with a 25% City match that could be achieved by in-kind services. Ayes – All Announcement: Appraisal from GAR Associates on High Rock Avenue Parking Lot Mayor Yepsen announced the appraisal for the High Rock Lot has been received from GAR Associates. The appraised amount is $2.9 million dollars. This is a key part of the efforts to move forward on any project proposed for this land. Commissioner Madigan stated on page 7 the appraiser stated the property is not on the open market but the City has received 2 proposals and goes on to explain. The City has a third project which is the City Center. Commissioner Mathiesen stated he feels the appraisal is consistent with the parcels surrounding it. Announcement: Martin Luther King, Jr. Day Mayor Yepsen announced there will be a 3 day celebration of Martin Luther King, Jr. starting January 15, 2016. ACCOUNTS DEPARTMENT Award of Bid: Bond Counsel Services to Walsh and Walsh, LLP (16-005) Commissioner Franck moved and Commissioner Madigan seconded to award the bid for Bond Counsel Services to Walsh and Walsh, LLP for 5 years commencing January 1, 2016 – December 31, 2020; not to exceed $10,000 per year for various services. Page 8 of 11 City Council Meeting 1/5/16 Funding is in line: V6719714 – 54720 for budget year 2016. Ayes - All Award of Bid: Financial Advisory Services to Fiscal Advisor and Marketing, Inc. (16-006) Commissioner Franck moved and Commissioner Madigan seconded to award the bid for Financial Advisory Services to Fiscal Advisor and Marketing, Inc. for 5 years commencing January 1, 2016 – December 31, 2020; not to exceed $10,000 per year for various financial advisory services. Funding is in line: V6719714 – 54720 for budget year 2016. Ayes - All Award of Bid: Sale of Used Vehicles to Various Buyers (16-007) Commissioner Franck moved and Commissioner Scirocco seconded to award the bid for the Sale of Used Vehicles as follows: • Vehicle #11 – to M. Spagnola/Saratoga Lets for $1,727.17 • Vehicle #18 – to M. Spagnola/Saratoga Lets for $1,817.27 • Vehicle #14 – to M. Spagnola/Saratoga Lets for $747.27 • Vehicle #61 – to Frank Brownell for $2,055.55 • Vehicle #79 – to Ralf White for $328.78 • Vehicle #102 – to Chris Dahl for $325.75 • Boat – to Chris Dahl for $235.85 • Vehicle #38 – no bidder. Ayes - All FINANCE DEPARTMENT Discussion and Vote: Authorization for Mayor’s Signature on Walsh and Walsh Agreement for Bond Counsel (16-008) Commissioner Madigan stated the agreement is for variable fees for task. The fees listed will remain in effect for 5 years. Funding is in line: V3719714 – 54720 for budget year 2016. Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the mayor’s required signature on the Walsh and Walsh agreement for bond counsel that was distributed with the agenda. This agreement will be for a 5 year term and item #5 on the agreement has been revised to designate an end date of December 31, 2020. Ayes - All Discussion and Vote: Authorization for Mayor’s Signature on Fiscal Advisors and Marketing for Financial Advisor Services (16-009) Commissioner Madigan stated this is for variable fees for task. The term of the contract is for 5 years. Funding is in line: V3719714 – 54720 for budget year 2016. Commissioner Madigan moved and Commissioner Scirocco seconded to approve the mayor’s required signature on the Fiscal Advisors and Marketing for financial advisor services agreement that was distributed with the agenda. This agreement will be for a 5 year term and item #5 of the agreement has been revised to designate an end date of December 31, 2020. Page 9 of 11 City Council Meeting 1/5/16 Ayes - All PUBLIC WORKS DEPARTMENT Discussion and Vote: Street Acceptance – Meadow Brook Estate Roads (16-010) Commissioner Scirocco moved and Commissioner Mathiesen seconded that Chapter 201 of the City Code, Section 201-1 official street list entitled “Street Naming and Numbering”, to be amended in accordance with the legal ad dated December 23, 2015 with respect to the following streets: Winding Brook Road, Rolling Brook Drive, Saddle Brook Drive, Stoney Brook Drive, and Timber Brook Drive. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Agreement Addendum with Casella Waste Management, Inc. (16-011) Commissioner Scirocco stated this is for the removal of solid waste from the landfill on Weibel Avenue. We are charged a tipping fee of $50 per ton and a $90 hauling fee per trip. Funding is in lines A3638184 / 54700 and A3638184 / 54521. Commissioner Scirocco moved and Commissioner Madigan to authorize the mayor to sign an agreement with Casella Waste Management, Inc. for the transportation and tipping of municipal solid waste. Ayes - All Discussion and Vote: Sick Bank Request (16-012) Commissioner Scirocco moved and Commissioner Mathiesen seconded to request 18.25 days from the DPW sick bank for an employee. This has been approved by the DPW CSEA Union. Ayes – All PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Agreement with Ricoh (16-013) Commissioner Mathiesen moved and Commissioner Madigan seconded to authorize the mayor to sign the agreements with Ricoh. Funding is in line: A3143014 / 54740 for the Public Safety Office and line A3143124 / 54740 for the police. Ayes - All Announcement: City Council Workshop on January 19, 2016 at 5:00 pm – Comprehensive Emergency Plan Commissioner Mathiesen announced a City Council workshop on January 19, 2016 at 5 p.m. to discuss the City’s Comprehensive Emergency Plan. Discussion: Attorney General and Comptroller Inquiry to Public Safety Land Transactions 2014 and 2014 Page 10 of 11 City Council Meeting 1/5/16 Commissioner Mathiesen advised all members of the City Council have been interviewed by the Attorney General’s Office. We have a better idea of what they are looking at. He believes there is a different perspective on their part. Mayor Yepsen asked if they provided any timeframe. Commissioner Mathiesen stated they did not but indicated it would be a while. SUPERVISORS Matthew Veitch 2016 Board of Supervisors Organizational Meeting Supervisor Veitch reported the new chair of the Board of Supervisors was sworn in yesterday. 2016 Committee Assignments Supervisor Veitch reported he was put on the Law and Finance Committee, chairman of the Racing and Gaming Committee; Equalization and Assessment Committee; Veteran’s Committee, Technology Committee, Trails Committee, Saratoga Springs Open Space Committee; Saratoga Casino and Raceway Foundation; NYRA Local Advisory Board, Saratoga County Prosperity Partnership, Saratoga Capital Resource Corporation, Negotiating Committee, Saratoga County Court Library Trustee, and the NYSAC Committee for Public Safety. Peter Martin 2016 Committee Assignments Supervisor Martin reported he has been assigned to Social Programs, Public Health Committee, Public Works Committee, Racing and Gaming Committee, and Native American Affairs for NYSAC. ADJOURNMENT There being no further business, Mayor Yepsen adjourned the meeting at 9:09 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 1/19/16 Vote: 5 - 0 Page 11 of 11