City Council

August 15, 2017 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room 7:00 PM 6:50 PM P.H. – Amend Capital Budget for Ice Rink 6:55 PM P.H. – Capital Budget and Program 2018 - 2023 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENATIONS EXECUTIVE SESSION CONSENT AGENDA 1. Approval of 7/17/17 Pre-Agenda Meeting Minutes 2. Approval of 7/18/17 City Council Meeting Minutes 3. Approval of 7/31/17 Pre-Agenda Meeting Minutes 4. Approval of 8/1/17 City Council Meeting Minutes 5. Approve Budget Transfers – Regular 6. Approve Budget Amendments – Regular (Increases) 7. Approve Payroll 8/4/17 $519,620.92 8. Approve Payroll 8/11/17 $546,170.09 9. Approve Warrant: 2017 – 17MWAUG1 $144,301.44 10. Approve Warrant: 2017 – 17AUG2 $1,586,413.00 MAYOR’S DEPARTMENT 1. Set Public Hearing: Amend Street Performer Ordinance 2. Discussion and Vote: Amend 2017 Capital Budget to Include an Additional $7,953.84 for Ice Rink Rehabilitation 3. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Saratoga County Youth Bureau 4. Announcement: Saratoga Springs Recreation Programs and Leagues 5. Discussion and Vote: 2018 – 2023 Capital Budget and Program 6. Discussion and Vote: Authorization for Mayor’s Signature to Submit for the 2017 Saratoga County Farmland Protection and Open Space Grant Program for Tommell Property Reimbursement ($50,000) 7. Discussion and Vote: Authorization to Reimburse City Historian for NYS Association of Public Historians Dues and Conferences 8. Discussion and Vote: Set Annual Salary for the HR Administrator (Excluding the 2018 2% Increase for Non-Union Full Time Personnel) City Council Meeting 8/15/17 9. Announcement: Report on County’s Shared Services Initiative 10. Announcement: Outreach to Saratoga Eagle ACCOUNTS DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Addendum with Engie for Electric Services 2. Discussion and Vote: Authorization for Mayor to Sign Addendum with Williams Scotsman 3. Discussion and Vote: Authorization for mayor to Sign Change Order #1 with Mid-State Industries, Ltd. for Police department Lake Avenue Doors 4. Award of Bid: Extension of Bid to Orkin for Integrated Pest Management Services FINANCE DEPARTMENT 1. Announcement: Spa Solar Park Ribbon Cutting on Tuesday, September 12, 2017 2. Announcement: SolSmart/U.S. Department of Energy National Designation 3. Discussion: 2017 Sales Tax Update nd 4. Discussion: 2 Quarter 2017 Financial Report 5. Announcement: 2018 Budget Update 6. Announcement: Resolution for Non-Union Full Time Personnel for 2018 7. Discussion and Vote: Budget Transfers – Contingency 8. Discussion and Vote: Use of Reserve Resolution – Ice Rink Improvements and Equipment for Vernon Flooring 9. Discussion and Vote: Capital Budget Amendment – (Increase) Ice Rink Improvements and Equipment for Vernon Flooring 10. Discussion and Vote: Budget Transfers - Payroll PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign Contract with Orkin, LLC 2. Discussion and Vote: Approval to Pay Invoice – Barton & Loguidice PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Renewal Affiliation Agreement with Hudson Valley Community College EMT – Paramedic Program 2. Announcement: Baseball Game to Benefit Fallen NYS Trooper Joel Davis 3. Announcement: Public Safety Forum on September 13, 2017 at 7:00 p.m.in City Council Room 4. Discussion: Saratogian Article on Sales Tax 5. Discussion: Crime Rate in Saratoga County and Saratoga Springs SUPERVISORS Matt Veitch 1. Nothing at this time. Peter Martin 1. Public Health 2. Zim Smith Trail 3. Saratoga County Airport ADJOURN Page 2 of 11 City Council Meeting 8/15/17 August 15, 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 Mike Sharp, Deputy Commissioner, Finance Maire Masterson, Deputy Commissioner, Accounts Franck Coppola, Jr., 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 HEARING Amend Capital Budget for Ice Rink Mayor Yepsen opened the public hearing at 6:53 p.m. John Hirliman, director of the Recreation Department advised they are requesting to amend the 2017 capital budget by $7,953.84 for new flooring at the Vernon Ice Rink. No one spoke. Mayor Yepsen closed the public hearing at 6:55 p.m. Capital Budget and Program 2018 - 2023 Mayor Yepsen opened the public hearing at 6:55 p.m. Mayor Yepsen stated the requested projects total $11,069,323. The Safety Committee has $3,056,219 of that, water and sewer has $2,835,000; public safety has $3,000,000; public works has $1,713,104; Mayor’s Office has $400,000; and recreation is $65,000. Page 3 of 11 City Council Meeting 8/15/17 No one spoke. Mayor Yepsen closed the public hearing at 7:00 p.m. CALL TO ORDER Mayor Yepsen called the meeting to order at 7:00 p.m. Mayor Yepsen read the following statement: “The City of Saratoga Springs sends our sincerest sympathy to those impacted by the white supremacist groups that terrorized Charlottesville this past weekend; and stands in solidarity with Charlottesville along with the many other municipalities who have taken a stand against ignorance and bigotry. These hate groups represent some of the most aberrant views ever seen in American history and we vigorously reject their claims of patriotism as many citizens of our great city were true patriots; fought vigilantly against the very beliefs these domestic terrorists hold.” The will be a interface vigil tomorrow at 6 p.m. in front of the Saratoga Springs Visitor Center. 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 7:02 p.m. Margaret Prough of Saratoga Springs read a letter into the record that she sent to the mayor and commissioners (attached). Lori McCarren of Saratoga Springs stated she is for the Geyser Trail. There has been a lot of work that has gone into the trail. The alternative trail recommended does not connect to SPAC which is one of its main purposes. Molly Gagne of Saratoga Springs stated eminent domain is a valuable tool when used for the valuable tool. Eminent domain was used to build the Northway. The City is creating a safe passage along Geyser Road; which will serve many. It is her opinion that the Geyser Road Trail is a valid and necessary use of eminent domain. Dave Morris of Saratoga Springs stated no one is against the bike trail. What they are against is a plan that is not safe, cost effective, or takes away people’s land. This safe plan has no curbing or guardrails to protect people. (attachments) Mayor Yepsen closed the public comment period at 7:13 p.m. CONSENT AGENDA Mayor Yepsen moved and Commissioner Madigan seconded to accept the consent agenda as follows: 1. Approval of 7/17/17 Pre-Agenda Meeting Minutes 2. Approval of 7/18/17 City Council Meeting Minutes 3. Approval of 7/31/17 Pre-Agenda Meeting Minutes 4. Approval of 8/1/17 City Council Meeting Minutes 5. Approve Budget Transfers – Regular 6. Approve Budget Amendments – Regular (Increases) 7. Approve Payroll 8/4/17 $519,620.92 Page 4 of 11 City Council Meeting 8/15/17 8. Approve Payroll 8/11/17 $546,170.09 9. Approve Warrant: 2017 – 17MWAUG1 $144,301.44 10. Approve Warrant: 2017 – 17AUG2 $1,586,413.00 Commissioner Madigan stated the warrant is large due to capital budget expenses. Ayes – All MAYOR’S DEPARTMENT Set Public Hearing: Amend Street Performer Ordinance Mayor Yepsen set a public hearing for Tuesday, September 5, 2017 at 6:55 p.m. Discussion and Vote: Amend 2017 Capital Budget to Include an Additional $7,953.84 for Ice Rink Rehabilitation (17-248) Mayor Yepsen moved and Commissioner Madigan seconded to amend the 2017 capital budget to include an additional $7,953.84 for the ice rink rehabilitation. Ayes – All Discussion and Vote: Authorization for the Mayor to Sign Agreement with Saratoga County Youth Bureau (17-249) Mayor Yepsen stated this is an annual agreement. John Hirliman, director of recreation stated the County will sponsor the City’s youth program and pay the City not to exceed $6,825. This program goes towards Camp Saradac. Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to sign the agreement with the Saratoga County Youth Bureau. Ayes – All Announcement: Saratoga Springs Recreation Programs and Leagues th John Hirliman of the Recreation Department announced the fall registration period ends September 5 . Check the recreation website for hours of operation and registration dates. Discussion and Vote: 2018 – 2023 Capital Budget and Program (17-250) Mayor Yepsen moved and Commissioner Mathiesen seconded to approve the 2018 – 2023 Capital Budget and Program. Commissioner Madigan advised she will not be voting in favor of this. She is of the opinion that this is a requested budget like the ones she received from each of the departments. We operate under a 2% tax cap and the commissioner of finance needs some flexibility when working with the capital budget and the general operating budget as both budgets impact our property tax rate. Commissioner Scirocco advised there are 2 items in the capital budget that are unfunded mandates. One is the extra courtroom and the Loughberry Lake Dam. He believes there should be some funding from the state on these so he will continue to talk with the state for funding. Page 5 of 11 City Council Meeting 8/15/17 Commissioner Madigan stated she agrees with Commissioner Scirocco on Loughberry Lake. The dam project could be $6 – 8 million; a lot for a municipality of our size to handle. She would like to see what kind of help they can get from federal and state. Commissioner Mathiesen thanked the Committee for their work on the capital budget and priority given to some of the public safety projects. Commissioner Scirocco reminded the Council that money needs to start being included in the budget for trails. Ayes – 4 Nays – 1 (Commissioner Madigan) Discussion and Vote: Authorization for Mayor’s Signature to Submit for the 2017 Saratoga County Farmland Protection and Open Space Grant Program for Tommell Property Reimbursement ($50,000) (17- 251) Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor’s signature to submit the 2017 Saratoga County Farmland Protection and Open Space Grant Program for the Tommell property reimbursement of $50,000. Ayes – All Discussion and Vote: Authorization to Reimburse City Historian for NYS Association of Public Historians Dues and Conferences (17-252) Mayor Yepsen stated this is for MaryAnn Fitzgerald, the city historian, for her attendance at the Public Historians of New York State Conference in the amount of $55. Mayor Yepsen moved and Commissioner Franck seconded to authorize the reimbursement for city historian for the NYS Association of Public Historians dues and conference in the amount of $55. Ayes – All Discussion and Vote: Set Annual Salary for the HR Administrator (Excluding the 2018 2% Increase for Non-Union Full Time Personnel) (17-253) Mayor Yepsen stated they are suggesting the annual salary of $80,000 and the new employee will not receive an increase until 2019. Mayor Yepsen moved and Commissioner Mathiesen seconded to set the annual salary for the HR administrator at $80,000 excluding the 2018 percent increase for non-union full time personnel. Ayes – All Announcement: Report on County’s Shared Services Initiative Mayor Yepsen announced she took the resolution from yesterday’s City Council meeting and an opt out letter to the County. Announcement: Outreach to Saratoga Eagle Mayor Yepsen announced they came to an agreement that a letter will be sent and a 30 day hold of the City Council’s action will be put in place to allow those who are interested in pursuing any kind of alternative route to do so. A letter was hand delivered to Saratoga Eagle, John Hendrickson, and all the Council members on August 3rd. Page 6 of 11 City Council Meeting 8/15/17 Mayor Yepsen moved and Commissioner Mathiesen seconded for the mayor to add an item to her agenda regarding the Wayfinding Program completion. (17-254) Ayes- All Mayor Yepsen announced the first installment of the Wayfinding Program has been completed. ACCOUNTS DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Addendum with Engie for Electric Services (17-255) Commissioner Franck advised due to the solar energy arrangement, the City is required to sign an addendum with Engie Resources, LLC from dual billing to utility consolidated billing. The current rate of $.04814/KWh the City has with Engie will increase to $.04922/KWh. Commissioner Franck moved and Commissioner Madigan seconded to authorize the mayor to sign the addendum with Engie Resources, LLC as distributed with the agenda. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Addendum with Williams Scotsman (17-256) Commissioner Franck advised this addendum is for the trailer at the DPW garage. We would like to extend the agreement with Williams Scotsman for an additional year. The City’s insurance will cover the cost of this. Commissioner Franck moved and Commissioner Madigan seconded to authorize the mayor to sign an addendum with Williams Scotsman as distributed with the agenda. Ayes – All Discussion and Vote: Authorization for mayor to Sign Change Order #1 with Mid-State Industries, Ltd. for Police department Lake Avenue Doors (17-257) Commissioner Franck advised this change order is for the removal and replacement of approximately 20 deteriorated bricks at the entrance and the installation of a light. Commissioner Franck moved and Commissioner Mathiesen seconded to authorize the mayor to sign change order #1 with Mid-State Industries, Ltd. in the amount of $2,126.79 as described and distributed with the agenda. Ayes – All Award of Bid: Extension of Bid to Orkin for Integrated Pest Management Services (17-258) Commissioner Franck moved and Commissioner Scirocco seconded to extend the bid for Integrated Pest Management Services to Orkin for an additional year under the same terms, conditions, and prices. Ayes - All FINANCE DEPARTMENT Announcement: Spa Solar Park Ribbon Cutting on Tuesday, September 12, 2017 Page 7 of 11 City Council Meeting 8/15/17 Commissioner Madigan announced the ribbon cutting for the Spa Solar Park will be held Tuesday, September 12, 2017. The time has not been set. Announcement: SolSmart/U.S. Department of Energy National Designation Commissioner Madigan announced SolSmart recognizes communities that have taken key steps to address local barriers to solar energy and foster the growth of local solar markets. Should Saratoga Springs be approved, we will be the second designee in New York. There are 3 tiers of designees – bronze, silver, and gold. The City hopes to be a bronze designee by the time of the ribbon cutting with the eventual goal of being a gold designee. Discussion: 2017 Sales Tax Update Commissioner Madigan advised the comptroller released their report earlier this month and noted Saratoga Springs tax collection was down 5.9%. This reduction was unexpected and asked the Council to keep this th in mind as they work through the budget process. As discussed during the July 18 Council meeting, the second quarter of 2017 was negatively impacted by over $545,000 of prior period adjustments, unrelated to 2017. Had these adjustments been accounted for correctly when they occurred in 2016 and 2015, City sales tax collection would actually be up over 4% for the first half of 2017, rather than down almost 6%. From June 2016 to May 2017, the City collected $11.9 million from approximately 13,000 businesses The th Saratogian sales tax-related article on August 4 , a resident stated the sales tax decrease was attributed to “low gas prices” and “reduced construction activity in the City” compared to surrounding areas. While gasoline prices remain relatively low historically, the average price per-gallon has been higher every month in 2017 when compared to the same period in 2016, per the U.S. Department of Energy. The City of Saratoga Springs is growing economically. If the aforementioned prior period adjustments are excluded, City sales tax collection would be up 4.2% for the first half of 2017. nd Discussion: 2 Quarter 2017 Financial Report Commissioner Madigan reported the Second Quarter Financial Report of 2017 ending June 30 as follows: General Fund Revenues: • The Finance Office has reviewed the payments made as of 06/30/17 and 70% has been collected or $11,326,894. Last year at this time 67% was collected. • VLT aid was received on June 30th and represents the full payment for the year. The $2,325,592 received in 2017 was equal to the amount received in 2016. • Hotel Occupancy Tax is paid to the City from the County on a quarterly basis. The first quarterly payment for 2017 was received in April. The second will arrive mid-July. At this time Occupancy tax receipts are slightly higher than in 2016 and are expected to meet 2017 adopted budget. • Ambulance Transport fees as of 06/30/17 were $565,172 and were $477,136 as of 06/30/16. It is not unusual for this revenue to fluctuate since it is a fee based on when services are needed and reimbursements from insurance companies can vary. At this point it appears reimbursements will exceed budgeted amounts. Capital Revenues: • The City closed on a General Obligation Bond on June 22, 2017 to finance various 2017 capital projects for $7,881,574. Expenses: • Liability insurance has been paid in full for the year. Additional expenses would be for claims or additional coverage. Also most departments’ total expenses are running at about 46%, which is consistent with prior years. Announcement: 2018 Budget Update Page 8 of 11 City Council Meeting 8/15/17 Commissioner Madigan announced almost all groups have submitted their proposed budgets in a timely manner. Announcement: Resolution for Non-Union Full Time Personnel for 2018 Commissioner Madigan announced all non-union full time personnel will be receiving a 2% increase in 2018. There is some housecleaning that needs to happen since all the employee contracts have been settled. They will have the resolution ready for the next Council meeting. Discussion and Vote: Budget Transfers – Contingency (17-259) Commissioner Madigan advised this transfer is to cover additional costs for the HR consultant and the hiring of an HR administrator. The amount in contingency prior to this transfer is $46,632.56 and the amount remaining following the transfer will be $27,615.86. Commissioner Madigan moved and Commissioner Franck seconded to approve budget transfers contingency as previously submitted with the agenda. Ayes – All Discussion and Vote: Use of Reserve Resolution – Ice Rink Improvements and Equipment for Vernon Flooring (17-260) Commissioner Madigan advised the City Council created an ice rink improvement and equipment reserve. The resolution is to use $7,953.84 from this reserve to improve the Vernon Ice Rink floor. The current balance in the reserve is $20,922.07; the amount remaining after the approval of this resolution will be $12,968.23. Commissioner Madigan moved and Commissioner Franck seconded to approve use of the ice rink reserve resolution as previously distributed with the agenda. Ayes – All Discussion and Vote: Capital Budget Amendment – (Increase) Ice Rink Improvements and Equipment for Vernon Flooring (17-261) Commissioner Madigan moved and Commissioner Mathiesen seconded to approve the capital budget amendment for ice rink improvements as previously distributed with the agenda. Ayes – All Discussion and Vote: Budget Transfers – Payroll (17-262) Commissioner Madigan moved and Commissioner Franck seconded to approve the budget transfers – payroll as previously submitted with the agenda. Ayes – All Commissioner Madigan moved and Commissioner Franck seconded to add an item to her agenda for a budget transfer to meet an order of the court related to the acquisition of land to be used for sidewalk continuation. (17-263) Ayes – All Page 9 of 11 City Council Meeting 8/15/17 Commissioner Madigan moved and Commissioner Franck seconded to approve the budget transfers contingent upon an appropriate source of funding being determined. Once determined and transferred, a check will be issued immediately and delivered to the court. (17-264) Ayes – All PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Contract with Orkin, LLC (17-265) Commissioner Scirocco moved and Commissioner Mathiesen seconded to authorize the mayor to sign a contract with Orkin, LLC for integrated pest management services. Ayes - All Discussion and Vote: Approval to Pay Invoice – Barton & Loguidice (17-266) Commissioner Scirocco advised Barton & Loguidice was previously approved by the City Council in contracts and supplemental agreements under the Spring Run Trail monitoring. Purchase orders were closed prior to a final payment. Commissioner Scirocco moved and Commissioner Mathiesen seconded to approve payment to Barton & Loguidice in the amount of $1,787.28. Ayes - All PUBLIC SAFETY DEPARTMENT Discussion and Vote: Renewal Affiliation Agreement with Hudson Valley Community College EMT – Paramedic Program (17-267) Commissioner Mathiesen advised this is an annual agreement with Hudson Valley Community College for the EMT and paramedic program. Commissioner Mathiesen moved and Commissioner Franck seconded to authorize the mayor to sign the agreement with Hudson Valley Community College. Ayes – All Announcement: Baseball Game to Benefit Fallen NYS Trooper Joel Davis Commissioner Mathiesen announced a baseball game will be held to benefit fallen NYS Trooper Joel th Davis on August 19 at 7 p.m. at the East Side Rec. Announcement: Public Safety Forum on September 13, 2017 at 7:00 p.m.in City Council Room Commissioner Mathiesen announced the next public safety forum will be held September 13, 2017 at 7 p.m. in the City Council Room. The main topic will be zombie properties. Discussion: Saratogian Article on Sales Tax Commissioner Mathiesen stated Commissioner Madigan provided a great amount of information on our sales tax issue. He is bringing this up as he was surprised when he read the article and nothing written represented the comments made at the Council table. As an average citizen looking at the City, how can Page 10 of 11 City Council Meeting 8/15/17 one say there isn’t building and projects going on? He thanked Commissioner Madigan and Deputy Commissioner Sharp for their thorough explanation of our sales tax. Discussion: Crime Rate in Saratoga County and Saratoga Springs Commissioner Mathiesen stated Saratoga County is the fifth lowest in the state regarding crime activity. Since 2012 the City’s crime index is down every year. Because our rates are so low, a minor fluctuations can look like a large percentage increase. We should appreciate what our police do and they do an excellent job. SUPERVISORS Matt Veitch Supervisor Veitch reported on the deceased veteran of Saratoga County; Charles W. Pehl. He was awarded the Asiatic Pacific Campaign Medal with 2 campaign stars. He discharged at the rank of corporal on January 15, 1946. Charles worked for General Electric Company, owned Sun Brite Laundry on Church Street, and worked for the City of Saratoga Springs Department of Public Works. Peter Martin Public Health Supervisor Martin reported they were able to get cost of living increases for mental health providers. They also put COLA adjustments into their budget and increased their budget in respects to immunizations. There have been outbreaks of blue/green algae in Saratoga Lake, Round Lake and Ballston Lake, which can be toxic. The outbreak this year is in the southern part of the lake – Stillwater area. Zim Smith Trail Supervisor Martin reported they went through the SEQRA process today and issued a negative declaration. Saratoga County Airport Supervisor Martin reported they approved a contract with James Maloy, Inc. to rehabilitate 14,000 square yards of apron at the airport. ADJOURNMENT There being no further business, Mayor Yepsen adjourned the meeting at 8:24 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 9/5/17 Vote: 5 - 0 Page 11 of 11