City Council

December 18, 2017 CITY OF SARATOGA SPRINGS City Council Pre-Agenda Meeting 9:30 AM PRESENT: 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 Eileen Finneran, Deputy Commissioner, DPS Vince DeLeonardis, City Attorney Peter Martin, Supervisor EXCUSED: Joanne Yepsen, Mayor Michele Madigan, Commissioner of Finance Maire Masterson, Deputy Commissioner, Accounts Joe O’Neill Matthew Veitch, Supervisor CALL TO ORDER Commissioner Scirocco called the meeting to order at 9:35 a.m. PUBLIC HEARINGS 1. 2018 Water and Sewer Rates – Commissioner Scirocco stated there is a slight increase from the County. All the rates are on the website. PRESENTATION 1. Department of Public Safety Initiatives and Commissioner Mathiesen’s Legislative Activities 2012 - 2017 – No comments. EXECUTIVE SESSION 1. Collective Bargaining: contract between Fire Chiefs Union and City of Saratoga Springs CONSENT AGENDA 1. Approval of 12/4/17 Pre-Agenda Meeting Minutes 2. Approve Use of Insurance Reserve Resolution #15 3. Approve Budget Amendment Use of Insurance Reserve #15 4. Approve Budget Amendments Regular (Increases) 5. Approve Budget Transfers – Regular City Council Pre-Agenda Meeting December 18, 2017 6. Approve Payroll 12/08/17 $515,727.78 7. Approve Payroll 12/15/17 $554,424.77 8. Approve Warrant 2017 – 17DEC3 $4,349,671.00 9. Approve Warrant 2017 – 17MWDEC1 $4,869,533.49 10. Approve Warrant 2017 - 17DEC4 $789,965.57 No comments. MAYOR’S DEPARTMENT Discussion and Vote: Approval of the Personnel Policy and Procedure Manual Miriam Dixon of Human Resources stated the final draft was sent last week. They are pulling out the stand-along policies. Discussion and Vote: Approval for Mayor to Sign the Memorandum of Agreement Between the City of Saratoga Springs and the DPW Unit of Local 846 Vince DeLeonardis, city attorney, advised the Council passed the agreement at a previous Council meeting. The policy regarding boots and pants has been incorporated in this agreement as well as a change regarding retirees. Discussion and Vote: Zoning Text Amendment for Campground in Rural Residential District: Merit for Further Review, Requests for Advisory Opinion City and County Planning Boards Kate Maynard of the Planning Department advised the text amendment is for a campground use. The Council is being asked to consider the merit for further review with request to the City and County Planning Boards. Discussion and Vote: Accept a Gift From Saratoga PLAN for Conservation Hero Award No comments. Discussion and Vote: City to Approve the City of Saratoga Springs ADA Transition Plan Phase 1 Vince DeLeonardis advised the ADA Committee has identified physical barriers and priorities improvements that should be made throughout the City. Discussion and Vote: Approval to Submit Grant Application for the Leadership in Community Resilience Program Tina Carton, sustainability coordinator, advised this is a grant with not match required. There are 10 cities selected nationally. This will provide the City with $10,000 for a local resiliency leadership event or project. Discussion and Vote: approval for Mayor to Sign Contract with Saratoga Springs City Center for 2018 Inauguration No comments. Announcement: 2017 NYS REDC Awards No comments. Announcement: Code Blue Request Page 2 of 5 City Council Pre-Agenda Meeting December 18, 2017 No comments. Announcement: Recreation Programs and Leagues No comments. Announcement: Board Appointments No comments. Deputy Commissioner Kelly advised the mayor is adding 4 items to her agenda: 1. Discussion and Vote: Authorization for Mayor to Sign Agreement for Electronic Office Supplies; 2. Discussion and Vote: Authorization for Mayor to Sign Agreement with Six Flags Great Escape; 3. Discussion and Vote: Authorization for the Mayor to Sign Agreement with Tri-City Valley Cats; and 4. Announcement: EV Station Installation. ACCOUNTS DEPARTMENT Discussion and Vote: Approval to Hire Temporary Laborer for State Archives Project Nancy Wagner of Records Management advised she was able to get an extension of grant funds and re- direct those funds to another similar project. We are renovating the downstairs room of the Finance Department into a record storage room which will be able to service Finance, Purchasing and the Public Works administration and utilities. This does not preclude our need for a records storage facility but it will help us with back-files that have to be kept. Funds are being spent to improve the floor, update the electric fixtures, add shelving, and replace the current HVAC system. We are also hiring support staff to help with filing, moving boxes and shelving and some shredding. We must seek City Council approval to create a position of temporary laborer for this project. The rate approved by the New York State Archives is $15 per hour for the part time position and is fully funded by the grant. This job ends on December 31. Discussion and Vote: Authorization for Mayor to Sign Agreement with Fitzgerald Morris Baker and Firth for Article 7 Cases Commissioner Franck advised this is an annual renewal for Article7 cases. Discussion and Vote: Authorization for Mayor to Sign Agreement with GAR Associates for Appraisals No comments. Discussion and Vote: Authorization for Mayor to Sign Contract with Towne, Ryan and Partners for Article 7 Cases No comments. Award of Bid: Extension of Bid to Dehn’s Flowers for Flowers and Miscellaneous Supplies No comments. FINANCE DEPARTMENT Discussion and Vote: Resolution for Non-Union Full Time Personnel Deputy Commissioner Mike Sharp advised this resolution was worked on by Finance, legal, and Human Resources. It includes editing of the Civil Service section. Page 3 of 5 City Council Pre-Agenda Meeting December 18, 2017 Discussion and Vote: Authorization for the Mayor to Sign a Memorandum of Site License Agreement with Onyx Renewable Partners LP Deputy Sharp advised this relates to the Spa Solar Park which was completed in August. Onyx requires this document and part of their tax equity facility submission. Vince DeLeonardis advised this will record in the County Clerk’s Office the property rights the company has over the Weibel Avenue property. Discussion and Vote: 2016 Fund Balance Recommendations: Water & Sewer Deputy Sharp advised capital budget requests for 2018 can be reduced by using the excess fund balance. City taxpayers will pay less for debt servicing. Announcement: Special City Council Meeting the Last Week of December Deputy Sharp announced a special City Council meeting will be held on December 28, 2017 at 2 p.m. Discussion and Vote: Authorization for the Mayor to Sign Agreement with CSEA Employee Benefit Fund for Platinum 12 Vision Plan No comments. Discussion and Vote: Budget Transfer – Contingency No comments. Discussion and Vote: Budget Amendment – Benefits Increase No comments. Discussion and Vote: Budget Transfers – Payroll and Benefits No comments. PUBLIC WORKS DEPARTMENT Discussion and Vote: 2018 Water & Sewer Rates Resolution No comments. Discussion and Vote: Authorization for the Mayor to Sign Extension Agreement with Saratoga Historic Properties (SHP) Commissioner Scirocco advised this is for the parking lot behind DPW. Discussion and Vote: approval to Pay Invoice – Ross Valve Manufacturing Co. No comments. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Contract with Art Breault No comments. Page 4 of 5 City Council Pre-Agenda Meeting December 18, 2017 Discussion and Vote: Authorization for Mayor to Sign Contract with Dr. Timothy Brooks No comments. Discussion and Vote: Clarification of Change Orders 1 & 2 for the Survey & Removal of Asbestos in the Dispatch Area of the Police Department No comments. SUPERVISORS Matt Veitch 1. 2018 Saratoga County Budget 2. Open Space Advisory Committee 3. Saratoga County Prosperity Partnership 4. Saratoga County Organizational Meeting, January 2, 2018 at 4 p.m. Peter Martin 1. Agreement with EPA RE: Former County Infirmary in Providence 2. Extend Partial Real Property Tax Exemption for Cold War Veterans 3. Public Safety Agreement with Clifton Park and Halfmoon 4. Increased 2017 Payments for College and Preschool Tuition EXECUTIVE SESSION Commissioner Scirocco moved and Commissioner Mathiesen seconded to adjourn to executive session regarding collective bargaining contract between the fire chiefs and the City of Saratoga Springs at 9:54 a.m. Ayes – All Council returned at 10:12 a.m. Commissioner Scirocco stated no action was taken during the executive session to report to the public. ADJOURN Commissioner Scirocco adjourned the meeting at 10:12 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 01/02/18 Vote: 5 - 0 Page 5 of 5