City Council

April 18, 2017 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 PRESENATIONS CONSENT AGENDA 1. Approval of 4/3/17 Pre-Agenda Meeting Minutes 2. Approval of 4/4/17 City Council Meeting Minutes 3. Approve Budget Amendments – Increases 4. Approve Payroll: 04/07/2017 $453,391.72 5. Approve Payroll: 04/14/2017 $449,250.60 6. Approve Resolution for Use of Insurance Reserve #4 7. Approve Warrant: 2017 – 17APR2: $1,471,862.61 8. Approve Warrant: 2017 – Mid-17MWAPRq:$124,989.66 9. Approve Budget Transfers-Regular MAYOR’S DEPARTMENT 1. Discussion and Vote: Saratoga Springs Housing Authority Board Appointment 2. Discussion and Vote: 2017 Camp Saradac Trip and Program Approvals 3. Discussion and Vote: Approval of the 2017 Camp Safety Plan 4. Discussion and Vote: Authorization for the Mayor to Sign the 2017 State of New York Department of Health Renewal Application for a Permit to Operate Camp Saradac 5. Discussion and Vote: Approve Saratoga Springs Recreation Department Revised License Agreement for Rec Center Party 6. Announcement: Saratoga Springs Recreation Programs and Leagues 7. Discussion and Vote: Authorization for Mayor to Sign Contract with ESI Group – Total Care EAP 8. Discussion and Vote: Authorization for Mayor to Sign Contract with ESI Group – Public Safety EAP 9. Discussion and Vote authorization for Mayor to sign contract with Public Sector HR Consultants, LLC 10. Discussion and Vote: SEQRA Determination for the Purchase of Tommell Property 11. Discussion and Vote: Approval to Utilize $135,000 of Open Space Bond funds to Purchase the Tommell Property on Loughberry Road along with up to $5,000 for Associated Expenses 12. Discussion and Vote: Authorization for Mayor to sign Purchase Contract for Tommell Property 13. Discussion and Vote: SEQRA Determination on Proposed Pitney Meadows Community Farm PUD City Council Meeting 4/18/17 14. Discussion and Vote: Approve Proposed Pitney Meadows Community Farm PUD 15. Proclamation: Arbor Week 2017 16. Proclamation: Fair Housing Month 2017 17. Discussion: NYRA and NYS Budget Update by Assemblywoman Carrie Woerner ACCOUNTS DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Change Order 1 with Adirondack Security 2. Announcement: Grievance Class 3. Award of Bid: Pipes, fittings, Hydrants and Valves to Ferguson Waterworks 4. Award of Bid: Human Resources Consulting Services to Public Sector HR Consultants LLC FINANCE DEPARTMENT th 1. Announcement: Smart City Comm/RPI Students Public Presentation on Meeting April 25 6:30 Music Hall (Parking, Public WiFi, Makers Space and More) 2. Discussion and Vote: Budget Transfers - Payroll PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Accept Donation from sustainable Saratoga - Trees 2. Discussion and Vote: Approval to pay Invoice to Alpine environmental Services, Inc. PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to sign contract with Matt’s 2. Discussion and Vote: Authorization to Pay Arrow Invoice 3. Discussion and Vote: Authorization for Mayor to sign agreement with Aaron Moore 4. Discussion and Vote: Amend City Code Chapter 225 Article XI schedules, subsection 225-81 schedule XVI: Parking Prohibited at all times 5. Discussion and Vote: Amend City code Chapter 225 Article !X schedules, subsection 225-87 schedule XXII: Time Limit Parking 6. Announcement: Public Safety Telecommunicators Week 7. Announcement: City council workshops on SPA Housing Ordinance on May 4, 2017 at 1 pm in City Council room SUPERVISORS 1. Matthew Veitch 1. Sewer Incident in the Town of Ballston 2. NYRA Local Advisory Board 3. NYRA Re-Privatization in State Budget 4. State Budget County Municipal Consolidations Plans 5. County DPW Funding 6. Kinns Road Park, Town of Clifton Park 2. Peter Martin 1. Report: Senior Advisory Committee 2. Report: Public Health 3. Report: Equalization and Assessment 4. Report: Veterans ADJOURN Page 2 of 15 City Council Meeting 4/18/17 April 18, 2017 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: Meg Kelly, Deputy Mayor Maire Masterson, Deputy Commissioner, Accounts Franck Coppola, Jr., Deputy Commissioner, DPW Susan Armstrong, Deputy Commissioner, Finance Eileen Finneran, Deputy Commissioner, DPS Vincent DeLeonardis, City Attorney Anthony Izzo, Assistant City Attorney 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 HEARING Pitney Meadows Community Farm PUD Mayor Yepsen opened the public hearing at 6:55 p.m. Kate Maynard, Planner, advised that this public hearing is for the Pitney Meadows Planned Unit Development (PUD) for public input. It precedes two items on tonight’s agenda including the SEQR review where the City Council as lead agency must complete review of part one and the evaluation of part 2 of the SEQR form and the second item is the consideration, review and adoption of the proposed Pitney Meadows Community Farm PUD. Mayor Yepsen explained that that although speakers are limited to two minutes during the Public Comment period, there are no time limits for speakers at public hearings. Phyllis, Aldrich, 49 Granite Street, Saratoga Springs supports the PUD because it will help with the creation of the Pitney Meadows farm that she and the committee envisioned. She thanked the City Council for their consideration. Page 3 of 15 City Council Meeting 4/18/17 Tamara Wilsey Davis, 6 Kaydeross Avenue West said that as a mother of two little girls she is excited to have the opportunity to bring them to the farm when the PUD is passed and for them to have the chance to learn how to farm. She is looking forward to the great possibilities that will evolve as a result of this project. Saratoga is already a great place to be and she imagines that this will be another amazing attribute to the City. She thanked the City Council. Mary Pieper, 15 Taylor Road said she is the new part time Executive Director for Pitney Meadows Community Farm. She thanked the City Council for their expressed support so far. She is looking forward to help shape this organization, guide its’ strategic planning process and mostly to developing partnerships in the community. She said this community is very appreciative that the farm has been saved; she asked the City Council for their continued support. Natalie Walsh, 29 Madison Avenue is looking forward to the community garden at Pitney Meadows and seeing neighbors and friends come together to learn how to grow food and enjoy the beautiful farm that is planned. Tom Wood, 219 West Avenue said he is the one resident that has the farm all around him. He and his wife are in full support of the farm and PUD and it has been a pleasure working with everyone involved and they are looking forward to the continued success of this project. Bonnie Sellers, Fifth Avenue said she is on the Open space Committee, one of the groups that recommended this to the City Council. She supports this project and has driven by the farm numerous times and she is looking forward to having the PUD developed with many activities out there for something different than the sedate and quiet area it has been; she looks forward to the area buzzing with activity. Field Horne, 50 Granite Street supports the PUD which he hopes will allow the farm area to be developed to its fullest potential. Seeing that no one else wished to speak, Mayor Yepsen closed the public hearing at 7:02 p.m. Capital budget Amendment to Use Open Space Bond Funds to Purchase Property Mayor Yepsen opened the public hearing at 7:02 p.m. Supervisor Matthew Veitch said that he is the Chairman of the Open Space Advisory Committee and he and the committee are supportive of using the Open space Bond funds for this purchase. Assistant City Attorney Anthony Izzo said that this is the Tommell property and purchasing these parcels, 166.23-1-9 and 166.23-3-9 supports the City’s long-standing policy to purchase as much land around the Loughberry Road reservoir as possible. Bonnie Sellers, Fifth Avenue, Saratoga Springs supports this; she has had conversations with Mr. Tommell about the gorgeous trees on this parcel. She hopes that the Department of Public Works can plant trees on the other side to balance out the view. She noted that the Open space Committee has recommended and the City Council has supported purchasing access to the lake further up and now this additional access will be a nice asset. In the future, she feels there is need for an auxiliary water system and then this area might be good for recreation. Mayor Yepsen stated that the City is getting a lot of mileage out of the Open Space Bond Act passed in 2001. Seeing that no one else wished to speak, Mayor Yepsen closed the public hearing at 7:06 p.m. CALL TO ORDER Mayor Yepsen called the meeting to order at 7:06 p.m. Page 4 of 15 City Council Meeting 4/18/17 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 7:07 p.m. Molly Gagne, Vichy Drive, Saratoga Springs submitted a packet of positive comments and signatures in response to an online petition of support for the Geyser road Trail. The submission includes a copy of a flyer made to elicit and encourage public comments in the petition and 75 comments and 204 signatures in support of the trail. She urged the City Council to continue to support this project that will bring many benefits to the Geyser Crest neighborhood. Commissioner Franck received the packet which will be filed in the City Clerk vault per City Charter and per New York State retention requirements. Bonnie Sellers, Fifth Avenue, Saratoga Springs commended the great job of planning the Lake Avenue paving project for when schools are out for spring break. She said that was perfect timing. Seeing that no one else wished to speak, Mayor Yepsen closed the public comment period at 7:10 p.m. CONSENT AGENDA Mayor Yepsen moved and Commissioner Mathiesen seconded to accept the consent agenda as follows: 1. Approval of 4/3/17 Pre-Agenda Meeting Minutes 2. Approval of 4/4/17 City Council Meeting Minutes 3. Approve Budget Amendments – (Increases) 4. Approve Payroll: 04/07/2017 $453,391.72 5. Approve Payroll: 04/14/2017 $449,250.60 6. Approve Resolution for Use of Insurance Reserve #4 7. Approve Warrant: 2017 – 17APR2: $1,471,862.61 8. Approve Warrant: 2017 – Mid-17MWAPRq:$124,989.66 9. Approve Budget Transfers-Regular Ayes – All MAYOR’S DEPARTMENT Discussion and Vote: Saratoga Springs Housing Authority Board Appointment (17-114) Mayor Yepsen moved and Commissioner Mathiesen seconded to approve the appointment of Joy King to the Saratoga Springs Housing Authority. Mayor Yepsen said that Joy King’s family has resided here for nine generations. Joy has served on many Commissions and boards including the Community Development Block Grant Review Board, the Recreation Commission, and the Memorial Day Parade Committee. This will be Joy’s second term on the SSHA. Ayes all Joy King thanked the City Council stating that it is an honor and a privilege to be part of the Saratoga Springs Housing Authority. Page 5 of 15 City Council Meeting 4/18/17 Discussion and Vote: 2017 Camp Saradac Trip and Program Approvals (17-115) Mayor Yepsen advised that the Recreation Department is requesting approval of the 2017 Camp Field Trips and Programs. The trips and programs will be purchased out of account number A3567154-54500, Programs and Bus trips which has a 2017 adopted budget of $16,000. She added that the pool trips will be out of account number A3567154-54350, Pool, which has a 2017 adopted budget of $2,500. Mayor Yepsen moved and Commissioner Franck seconded that the City Council approve the 2017 Camp Saradac Trips and Programs as submitted. Discussion and Vote: Approval of the 2017 Camp Safety Plan (17-116) Mayor Yepsen stated that the City of Saratoga Springs Administrative Director of Recreation is requesting approval of the 2017 Camp Safety Plan. The Camp Safety Plan is under annual review; the City Council will allow the Recreation Department under the review of the Director of Risk and Safety to make any necessary further changes as needed upon request of the NYS Department of Health. John Hirliman, Administrative Director of Recreation said the plan has been submitted and approved by the City’s Director of Risk and Safety and it has already been submitted with some changes/updates to the NYS Department of Health; we are waiting for their comments. Mayor Yepsen moved and Commissioner Franck seconded to approve the Camp Safety Plan as submitted. Ayes all Discussion and Vote: Authorization for the Mayor to Sign the 2017 State of New York Department of Health Renewal Application for a Permit to Operate Camp Saradac (17-117) Each year Camp Saradac provides recreational opportunities to Saratoga’s youth. John Hirliman said there is no charge for municipalities but an annual application to the NYS DOH with the Mayor’s signature is required. He advised that the permit states the number of campers we can have and outlines the rules and regulations we should follow. Mayor Yepsen moved and Commissioner John Franck seconded for the City Council to authorize the Mayor to sign the 2017 State of New York Department of Health renewal application for a Permit to Operate Camp Saradac. Ayes all Discussion and Vote: Approve Saratoga Springs Recreation Department Revised License Agreement for Rec Center Party (17-118) Mayor Yepsen moved and Commissioner Franck seconded for City Council approval of the Saratoga Springs Recreation Department’s Revised License Agreement for rental of the Recreation Center for parties. John Hirliman explained that it was brought to the department’s attention that individuals and various groups were having difficulty with the requirements to rent courts for volleyball or basketball or rooms at the Recreation Center so some changes within the agreement were made that makes it easier for groups to rent courts and rooms and the director of Risk and Safety has added language that covers the City and allow for those changes. Ayes all Page 6 of 15 City Council Meeting 4/18/17 Announcement: Saratoga Springs Recreation Programs and Leagues John Hirliman announced that the City’s annual soccer program begins this weekend with over 400 participants. They will be playing at the Saratoga Casino Hotel fields. He thanked DPW for their hard work setting up soccer goals and nets and preparing the fields. The program runs for eight weeks and children play twice a week. He said that registrations for Camp Saradac are currently being accepted and there are still spots available but some age groups are filling up so anyone intending to register should do so quickly. He said registration for summer clinics and programs for early bird fees runs until June 29. There have been some programs added including boxing. He is excited about the activities planned for this summer. Discussion and Vote: Authorization for Mayor to Sign Contract with ESI Group – Total Care EAP (17-119) Mayor Yepsen advised that this is a renewal of the City Employee Assistance Program (EAP) with ESI. The benefits of this program are valuable to our employees and their families. This contract is for a one year period and has been budgeted in line A3011434-54572 in the amount of $4,647.03. Mayor Yepsen moved and Commissioner Franck seconded for the City Council to authorize the Mayor to sign the contract with the ESI Group – Totalcare EAP for $4,647.03. Ayes all Discussion and Vote: Authorization for Mayor to Sign Contract with ESI Group – Public Safety EAP (17- 120) Mayor Yepsen said this contract is for the City’s Public Safety Employee Assistance Program (EAP). This contract is for a one year period and has been budgeted in line A3011434-54572 in the amount of $3,847.68. Mayor Yepsen moved and Commissioner Mathiesen seconded for the City Council to authorize the Mayor to sign the contract with the ESI-Group for the Public Safety EAP for $3,847.68. Ayes all Mayor Yepsen explained that in order to continue with the next agenda item, it is necessary to move to the Department of Accounts agenda item number 4. ACCOUNTS DEPARTMENT Award of Bid: Human Resources Consulting Services to Public Sector HR Consultants LLC (17-121) Commissioner Franck said the award of bid is upon the recommendation of the Mayor’s Department. Commissioner Franck moved and Commissioner Mathiesen seconded to award the bid for Human Resources consulting services to Public Sector HR Consultants at an hourly rate not to exceed $150 per hour. Commissioner Franck said funding is in line A3011434-54720. Ayes all MAYOR’S DEPARTMENT Discussion and Vote: Authorization for Mayor to sign contract with Public Sector HR Consultants, LLC (17- 122) Mayor Yepsen moved and Commissioner Franck seconded for City Council approval to authorize the Mayor to sign a contract with Public Sector HR Consultants, LLC at an hourly rate not to exceed $150 per hour. Mayor Yepsen said this contract has been budgeted in line A3011434-54720. Page 7 of 15 City Council Meeting 4/18/17 Commissioner Scirocco expressed concern about hiring people to put together a plan and policies to create a new department. He noted that the contract indicates that the consultant will help transition Civil Service and the HR Office into one comprehensive unit. He is not sure of the issues involved in those offices but the City’s current charter is specific about both Civil Service and HR. He agrees that there is a need for an HR administrator but he is concerned about the fact that HR and Civil Service should work together and that there are specific changes proposed for each of those departments. Mayor Yepsen responded that whenever there is a staff opening, it is an opportunity for that department and the City council to examine what the City’s needs are for that unit. She said that with this opening in HR and the retirement of the Civil Service Executive Secretary in the not so distant future, there would be an opportunity to combine the two offices into a personnel department. She understands that all of the Council members must be in the loop on all of these discussions, especially the departments of Public Works and Public Safety because they are the City’s largest departments. There was a plausible idea brought forth in interviews with consultants about forming a personnel department, but these are only ideas to be discussed in the future. She advised that the first task of the consultant will be to create an updated employee handbook and then to hire an HR Director. Commissioner Scirocco said he will support this but he wanted the Council to understand his concerns about flying in the face of the current City Charter. Ayes all Discussion and Vote: SEQRA Determination for the Purchase of Tommell Property (17-123) Assistant City Attorney reviewed each of the questions and the answers for the SEQRA short form for the purchase of two parcels from Tommell pursuant to State and public policy. Mayor Yepsen moved and Commissioner Mathiesen seconded to approve the SEQR Determination form for the purchase of the Tommell property. Ayes: 4 Nays: 1 Absent: 1 (Commissioner Madigan) Discussion and Vote: Approval to Utilize $135,000 of Open Space Bond funds to Purchase the Tommell Property on Loughberry Road along with up to $5,000 for Associated Expenses (17-124) Mayor Yepsen moved and Commissioner Franck seconded for City Council approval to utilize $135,000 of Open Space Bond Funds to purchase the Tommell Property on Loughberry Road along with up to $5,000 for associated expenses. Ayes: 4 Nays: 1 Absent : 1 (Commissioner Madigan) Discussion and Vote: Authorization for Mayor to sign Purchase Contract for Tommell Property (17-125) Mayor Yepsen moved and Commissioner Mathiesen seconded that the City Council authorize the Mayor to sign the purchase contract for the Tommell Property. Ayes: all Discussion and Vote: SEQRA Determination on Proposed Pitney Meadows Community Farm PUD (17- 126) Mike Ingersoll of the LA Group said this experience and process has been wonderful, the staff has been great to work with and the City Council had a clear vision. It has been gratifying to be a part of this great opportunity. Kate Maynard, Planner, said that the DRC and the Planning Board each issued favorable advisory opinions which were distributed to the City Council . There is also a favorable Advisory opinion from the Saratoga County Planning Board that included a specific recommendation related to buffering around the adjacent property owned by Tom Wood with provisions included as to what that buffer can consist of. The Page 8 of 15 City Council Meeting 4/18/17 buffer will provide the spatial separation from the PUD uses where it directly abuts that residential property that the PUD wraps around. She said the legislation has been revised from the what the City Council originally reviewed; the 3/29 review included the current changes and was circulated to the City Council. She noted that flexibility and formal structure in the legislation were examined and clarified. For example, some specific events were capped at 9 per year and eating and drinking use is limited to Bistro use only. They looked to provide clarity as well to future interpretation in that this is the guiding zoning district for this particular area so incorporated into the organization of the document were recommendations of uses, and how items should be considered now and in the future such as transportation and off-site improvements. There is a provision for complete streets both reflective of the City’s complete streets policy as well as of the context of the surrounding neighborhood. She said that everyone felt when looking at this project that there was a great neighborhood context and an ability to reach the site by car, by foot, by bike or by the greenbelt trail. Kate Maynard noted that there is also consistency with the conservation easement which is something the City Council approved. The City provided for a public investment of dollars for the overall easement, and there are comments within the legislation to ensure restrictions within the easement are maintained. The legislation also ensures the commonality of terms so that the same structure is defined consistently throughout the legislation; they had to ensure consistency between the easement and the legislative documents. She said they also made sure that all uses are defined with the legislation so if questions arise in terms of proposed activities, all parties can refer to the legislation for clarification. Mike Ingersoll of the LA Group said that the Pitney Farm consists of 166 acres and this is all one parcel but what the conservation easement prescribes is the uses for all of this land which is what we are attempting to do. He said in order to do the activities and farm production that are desired within the conservation easement, they clustered and focused all of those into the 1.6 acres, the triangle; the PUD being considered this evening is the only zoning proposed for this 1.6 acre parcel. Because of the zoning of other farm lands and surrounding areas, it was necessary to modify the zoning for this parcel. He explained that this is the only area of the conservation easement where buildings, farmhouses, greenhouses and active farming can occur so there is a 1000 foot setback line. Within the triangle, the existing buildings are there and the first project is hoped to be a children’s greenhouse. He said they hope to move quickly to get Planning Board approval for the Community gardens; this is where people will come and have their plots. He indicated on the slide where in the long term there will eventually be a farm and education center with a larger structure for special events and eventually staff residency and where people could stay on the farm. It is a minimalist activity for the parcel that we attempted to prescribe within the PUD zoning. He said that eventually a second entrance will be needed but they are trying to keep the beauty of the front yard intact. Mayor Yepsen said it is an ambitious but exciting project. Kate Maynard said that the next step is to complete the SEQR long form. She said the City Council requested lead agency status and the Planning board deferred the lead Agency status to the City Council so the Council is responsible for completing Part one and Part two of the SEQR long form. She reviewed each numbered question of the State Environmental Quality Review Assessment long form with the proposed response for each one. She stressed that the project is proposed to take place in several phases but this fact does not affect the proposed response to any of the SEQRA questions. Referring to the impact of the project on current archeological resources, Kate Maynard noted that there was a phase 1A and 1B archeological assessment prepared by Curtin Archeological Associates and in their summary they cited that no additional archeological investigation or avoidance is recommended. She noted that regarding the impact on transportation, there was a traffic study completed by Creighton Manning and there were comments made by Public Safety that there were no issues with the traffic report, but in the future there should be a connection between the east side of West Avenue and the Project site for pedestrians and bike riders because of the high volume of activity expected in this PUD. Mayor Yepsen stated that since we are looking at a SEQR negative declaration based upon the information provided in part one of the full State Environmental Quality Review Assessment form and analysis and upon the information provided in part two of the full State Environmental Quality Review Assessment form and analysis, she makes the following motion: Page 9 of 15 City Council Meeting 4/18/17 Mayor Yepsen moved and Commissioner Mathiesen seconded to declare a negative SEQRA declaration since the Pitney Farm PUD will not result in any large and important impacts and therefore is one that will not have a significant adverse impact on the environment. Ayes: 4 Nays: 0 Absent: 1 (Commissioner Madigan) Mayor Yepsen thanked Kate Maynard and all involved for their hard work on this. Discussion and Vote: Approve Proposed Pitney Meadows Community Farm PUD (17-127) Mayor Yepsen moved and Commissioner Franck seconded that the City Council approve the proposed Pitney Meadows Community Farm PUD as presented. Ayes: 4 Nays: 0 Absent: 1 (Commissioner Madigan) Mayor Yepsen thanked her staff and everyone involved that has been working on this project; there have been a lot of hours expended. She also thanked the Open Space Advisory Committee. Proclamation: Arbor Week 2017 Mayor Yepsen read a proclamation declaring the week of April 29, 2017 as Arbor Week in the city of Saratoga springs. She said that since no one from sustainable Saratoga was present to receive the proclamation, she will bring it on April 29 when the group will be planting trees throughout the City. Mayor Yepsen thanked Sustainable Saratoga and the Department of Public works for their hard work, stating that their efforts are adding a lot to our downtown core. Proclamation: Fair Housing Month 2017 Mayor Yepsen said that April marks the anniversary of the Fair Housing Act of 1968 which sought to eliminate discrimination in housing opportunities and expand housing choices for all Americans. She read a proclamation declaring April 2017 as Fair Housing month in the city of Saratoga Springs to encourage all within the city to abide by the letter and the spirit of the 1968 Fair Housing Act. Mayor Yepsen presented the proclamation to Joy King for the Saratoga Springs Housing Authority. Discussion: NYRA and NYS Budget Update by Assemblywoman Carrie Woerner Assemblywoman Carrie Woerner was delayed at another meeting and unable to make this meeting., Mayor Yepsen said that this item will be placed on a future Council meeting agenda. ACCOUNTS DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Change Order 1 with Adirondack Security (17-128) Commissioner Franck advised that this change order is for additional materials and labor needed to upgrade the City’s proximity card and panic button system. Commissioner Franck moved and Commissioner Mathiesen seconded to authorize the mayor to sign change order #1 with Adirondack Security in the amount of $9,272.64 Commissioner Franck stated that funding is in line H3141622/52000/1230 Ayes all Announcement: Grievance Class Page 10 of 15 City Council Meeting 4/18/17 Commissioner Franck announced that there will be a grievance class this year on Tuesday, May 9th at 5:30 p.m. in the City Council room. Residents are invited to attend to learn how to correctly fill out the application to grieve their assessments and understand the process. Award of Bid: Pipes, fittings, Hydrants and Valves to Ferguson Waterworks (17-129) Commissioner Franck moved and Commissioner Scirocco seconded to award the bid for Pipes, Fittings, Hydrants and Valves to Ferguson Waterworks for an amount not to exceed $45,000. Commissioner Franck advised that this is upon the re commendation of the Department of Public Works and funding is in line F3638354/54180. Ayes all. Award of Bid: Human Resources Consulting Services to Public Sector HR Consultants LLC (17-130) Previously discussed FINANCE DEPARTMENT Due to the Absence of Commissioner Madigan, Commissioner Mathiesen presented the Finance Department agenda. th Announcement: Smart City Comm/RPI Students Public Presentation Meeting April 25 6:30 Music Hall (Parking, Public WiFi, Makers Space and More) th Commissioner Mathiesen announced on Tuesday, April 25 at 6:30 p.m. in the Music Hall, there will be presentations by the Smart City RPI students on parking, implementing public WiFi, and bringing makers space to our region. Discussion and Vote: Budget Transfers – Payroll (17-131) Commissioner Mathiesen said the transfer was submitted by the Department of Public Works to transfer funds from the water and sewer lines to the retirement incentive lines which is made necessary to cover the costs of employees giving early retirement notices. He advised that the payroll transfer is in the amount of $1,000. Commissioner Mathiesen moved and Commissioner Franck seconded to approve the budget transfers – payroll, which was previously distributed with the agenda. Ayes - All PUBLIC WORKS DEPARTMENT Discussion and Vote: Accept Donation from Sustainable Saratoga – Trees (17-132) Commissioner Scirocco advised that Sustainable Saratoga is donating 40 trees at a total value of $5,000. The trees are to be planted in prominent locations throughout the city of Saratoga Springs on various dates throughout the year. The first date is April 29 for Tree-toga 6 and October 17 for Tree-toga 7. It is hoped that the tree donations from Sustainable Saratoga will be an ongoing program for years to come. Commissioner Skip Scirocco moved and Commissioner Mathiesen seconded to accept the donation of 40 trees from Sustainable Saratoga. Page 11 of 15 City Council Meeting 4/18/17 Commissioner Scirocco commended sustainable Saratoga for their continuing effort to beautify Saratoga Springs with their trees, donations and hard work; their efforts are very much appreciated. Commissioner Scirocco said it has been a pleasure working with Sustainable Saratoga and hopefully it is a relationship that will continue far into the future. Ayes – All Discussion and Vote: Approval to pay invoice to Alpine Environmental Services, Inc. (17-133) Commissioner Scirocco said that on January 13, 2017, a contract was approved with PCC Contracting for plaster and repair work at the Canfield Casino with a completion date scheduled for March 23, 2017. On January 18, 2017, PCC Contracting notified DPW that they discovered a suspect material above the lower cornice that appeared to be asbestos. Alpine Environmental Services was asked to come on site and test and monitor for asbestos. Tests were conducted that revealed that a contract for air monitoring services was necessary. An RFQ was issued and Alpine Environmental Services was the lowest bidder. During the monitoring process, Alpine took air samples as per the scope of the RFQ. The samples failed due to excessive dust. A higher level of testing was then required in order to distinguish asbestos fibers from non- asbestos fibers. Commissioner Scirocco explained that pausing the project to get more quotes would have delayed it past the deadline. The first analysis and tests conducted on January 19 cost $400; the additional analysis and testing cost $600. He advised that because this work was beyond the scope of the original RFQ and because it is a professional service, City Council approval is required before payment of the invoice can be rendered. Commissioner Scirocco moved and Commissioner Franck seconded for City Council approval to pay Alpine Environmental Services in the amount of $1,000 for the Canfield Casino Ballroom Asbestos services. Funding is in line H3537112-52000-1165. Ayes – All PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to sign contract with Matt’s (17-134) Commissioner Mathiesen moved and Commissioner Franck seconded to approve a contract with Matt’s for towing and storing vehicles. Commissioner Mathiesen advised that the contract will meet or exceed all City standards. Discussion and Vote: Authorization to Pay Arrow Invoice (17-135) Commissioner Mathiesen moved and Commissioner Franck seconded to pay Arrow for EMS Medical supplies in the amount of $2,210.54. Commissioner Mathiesen explained that this is normally done in two steps but inadvertently, both charges were placed on one invoice. Funding is in line A3143634-54111. Discussion and Vote: Authorization for Mayor to sign agreement with Aaron Moore (17-136) Commissioner Mathiesen explained that this is an agreement allowing the city to transfer ownership of the police horse, Jupiter, who is now 24 years old to Officer Aaron Moore who is a member of the SSPD Mounted Unit. Commissioner Mathiesen read a letter from Officer Moore stating that it is his intention to take ownership and care for Jupiter upon his retirement. He will be staying at his current stable on Ruggles Road for a short time and long term, Officer Moore will take him to his property in Ballston Lake, NY where Page 12 of 15 City Council Meeting 4/18/17 he will be well taken care of. In his letter, Officer Moore thanked Commissioner Mathiesen and the City Council for the opportunity to help Jupiter transition into retirement after a career of serving this community. Commissioner Mathiesen moved and Commissioner Franck seconded to authorize the Mayor to sign the agreement to transfer the ownership of Jupiter to Aaron Moore at no cost to the City. Commissioner Mathiesen thanked Aaron Moore for taking the responsibility to see that Jupiter enjoys a healthy and long retirement. Ayes all Discussion and Vote: Amend City Code Chapter 225 Article XI subsection 225-81 schedule XVI: Parking Prohibited at all times (17-137) Commissioner Mathiesen moved and Commissioner Franck seconded to amend Chapter 225, Article XI, Section 225-81 of the Code of the City of Saratoga Springs, NY Entitled “Vehicle and Traffic-Schedule XVI: Parking Prohibited at all times” adding the south side of Lincoln Avenue from 80 feet west of Jefferson Street to Jefferson Street. Commissioner Mathiesen advised that the public hearing was held recently and this will improve the safety and visibility at the Five-Points intersection. Ayes all Discussion and Vote: Amend City Code Chapter 225 Article IX, subsection 225-87 schedule XXII: Time Limit Parking (17-138) Commissioner Mathiesen moved and Commissioner Franck seconded to amend Chapter 225, Article IX, Section 225-87 of the Code of the City of Saratoga Springs, NY entitled “Vehicle and Traffic – schedule XXII- Time Limit parking” adding 30 minute parking on the Westside of East Beekman Street at Washington Street. Commissioner Mathiesen commented that the public hearing on this ordinance change was held at the last City Council meeting. He noted that this is on the west side of East Beekman Street near the corner of Washington Street and this is a concession to a local business that needs more flexibility for parking in that location. Ayes all Announcement: Public Safety Telecommunicators Week Commissioner Mathiesen announced that last week, April 9 – 15 was National Telecommunicators’ Week. They are known here in Saratoga Springs as Dispatchers. He explained that this week was established in 1981 and later declared by President Reagan as the week to honor and pay tribute to the dedicated men and women who answer our calls for help. He thanked the City’s dispatchers for the life saving work they do, often without much acknowledgement. He said we are all very grateful to them for their great work. Mayor Yepsen agreed and commended the City’s dispatchers for their service. Announcement: City Council workshops on SPA Housing Ordinance on May 4, 2017 at 1 pm in City Council room Commissioner Mathiesen announced that the next City Council workshop on the SPA Housing Ordinance will take place on Thursday, May 4, at 1:00 p.m. in the city council room. SUPERVISORS Page 13 of 15 City Council Meeting 4/18/17 Matthew Veitch 1. Sewer Incident in the Town of Ballston Supervisor Veitch reported that on April 8, near the Zimri Smith Trail in the Town of Ballston there was an incident where a boy fell into an open man hole and went 25 feet down the sewer main. The boy is ok; Supervisor Veitch thanked the first responders. He said the sewer work is now on hold pending a thorough investigation by the County Sheriff’s office. 2. NYRA Local Advisory Board Supervisor Veitch said that at the last meeting they discussed establishing Bylaws including yearly officer appointments, setting a meeting schedule and trying to make the board more controlled with a more organized process. He said they are striving for increased organization. They discussed the NYRA re- privatization and some new reservation policies for the Saratoga meet. They want to have a phone app called open table which will make it easier to make reservations. He said it was good to hear all the things they are doing with this year’s meet. He said the Board is trying to find ways to work with NYRA on enhancing communication and information sharing among the two groups. Hopefully they will set up a better meeting schedule and process. He said the Mayor has five appointees on that board and he serves as chairman of the Gaming and Racing committee in Saratoga County. 3. NYRA Re-Privatization in State Budget Supervisor Veitch said that NYRA re-privatization was agreed to in the State budget. Highlights include more Board members, new audit and governance committees, and a committee for equine safety issues. Board members will not be allowed to have any financial interests in casinos or real estate development deals and all future operational decisions will now be made by a NYRA that is a private organization rather than a public board. 4. State Budget County Municipal Consolidations Plans Supervisor Veitch reported that NYSC shared services is part of the new state budget. The idea is for all counties to work on shared services initiatives. Counties must set up share services panels and develop and ultimately approve projects that eliminate duplicated services, share services with other government entities, reduce administrative overhead costs and find new opportunities for inter-governmental coordination. Plans that create actual savings across one or more jurisdictions may be eligible for a one- time match of the net savings for the State. The Department of State has information on their website. Saratoga County will comply with state law. He is not sure how they will do this, but they are required to have some sort of a plan in place by October. Mayor Yepsen asked if there will still have to be a referendum. Supervisor Veitch clarified that this will no longer require a referendum. The County will need to pass a resolution and send it on to the State. Mayor Yepsen said that the city Council and the country supervisors should discuss this in detail. 5. County DPW Funding Supervisor Veitch said that at today’s meeting the board of Supervisors approved several Public Works projects and none were in the city of Saratoga Springs. Several were located in the town of Clifton Park, one in the Town of Galway and one was the bridge on the Middle Grove Road over the Kaydeross Creek in the town of Greenfield. Some of the funds are county funds but most is state aid. 6. Kinns Road Park, Town of Clifton Park The County is seeking home rule legislation from the state to be able to donate a particular parcel that happens to be designated as state forest land to the Town of Clifton Park to enhance their trail system. The County will have to get Home Rule legislation to be able to hand that parcel over. It is over 60 acres, located right in the middle of a housing development. The parcel has been transformed into an informal trail system. He said it is not unusual to find forest land in the middle of residential areas. Peter Martin 1. Report: Senior Advisory Committee Page 14 of 15 City Council Meeting 4/18/17 Supervisor Martin reported that the Senior Advisory Committee has been very busy. He and another member of the committee have met with the Postmaster General to discuss placing a drive-up mail box in the City, possibly near one of the post offices. They have not come up with a specific solution, but they are continuing to work on this. He said the committee has scheduled a senior forum to provide an opportunity for seniors and the care givers of seniors in our community to meet with their elected officials. The date selected is September 18 and Congressman Tonko and Mayor Yepsen will be there, and invitations are being extended to our State Senator and Assemblywoman also. The intent is to provide an opportunity to get seniors together and have their voices heard. The committee also had a chance to speak with Code Enforcer Joe Donnelly about sidewalks and accessibility and snow issues. A number of seniors expressed their concerns to him and although there were no real resolutions, knowledge was gained on how Code Enforcement works and how the Code Enforcers can help this city’s seniors going forward. He added that the County has proclaimed May 2017 as Older Americans Month which is consistent with a national proclamation but the County has declared a theme entitled “Age Out Loud”. The goal is to provide a forum for seniors to be able to express themselves and get problems solved. 2. Report: Public Health Supervisor Martin reported that the Board of Supervisors entered into a three-year contract with Saratoga Bridges to provide transportation to the County Mental Health facility. They also allocated $4,500 to Mental Health and Addiction Services for suicide prevention materials and they obtained a two year grant from New York State for $33,700 per year for the County rabies program. 3. Report: Equalization and Assessment Supervisor Martin said that the County property auction was very successful. There were 39 properties auctioned bringing in a gross proceeds of $793,900 and the profit to the County after taxes and late fees were paid was $529,000. 4. Report: Veterans Supervisor Martin reported that the Office of the Aging was outgrowing their space at the County Social Services Building. The Veterans were asked to turn over some of their space and they actually found new space and were authorized today by the Board of Supervisors to enter into a lease agreement. The space is right on Route 50 and offers much easier access for veterans and it is within 100 yards of a bus stop. ADJOURNMENT There being no further business, Mayor Yepsen adjourned the meeting at 8:29 p.m. Respectfully submitted, Nancy Wagner Clerk Approved: 5/2/17 Vote: 5 - 0 Page 15 of 15