City Council

December 19, 2017 CITY OF SARATOGA SPRINGS City Council Meeting City Council Room 7:00 PM 6:55 PM P.H. – 2018 Water and Sewer Rates 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENATIONS 1. Department of Public Safety Initiatives and Commissioner Mathiesen’s Legislative Activities 2012 - 2017 CONSENT AGENDA 1. Approval of 12/4/17 Pre-Agenda Meeting Minutes 2. Approval of 12/5/17 City Council Meeting Minutes 3. Approve Use of Insurance Reserve Resolution #15 4. Approve Budget Amendment Use of Insurance Reserve #15 5. Approve Budget Amendments Regular (Increases) 6. Approve Budget Transfers – Regular 7. Approve Payroll 12/08/17 $515,727.78 8. Approve Payroll 12/15/17 $554,424.77 9. Approve Warrant 2017 – 17DEC3 $4,349,671.00 10. Approve Warrant 2017 – 17MWDEC1 $4,869,533.49 11. Approve Warrant 2017 - 17DEC4 $789,965.57 MAYOR’S DEPARTMENT 1. Discussion and Vote: Authorization for the Mayor to Sign Agreements with Electronic Office Products for Copiers 2. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with the Six Flags Great Escape 3. Discussion and Vote: Authorization for the Mayor to Sign an Agreement with the Tri City Valley Cats 4. Announcement: Recreation Programs and Leagues 5. Approval of the Personnel Policy and Procedure Manual 6. 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 7. 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 8. Discussion and Vote: Accept a Gift From Saratoga PLAN for Conservation Hero Award 9. Discussion and Vote: City to Approve the City of Saratoga Springs ADA Transition Plan Phase 1 10. Discussion and Vote: Approval to Submit Grant Application for the Leadership in Community Resilience Program City Council Meeting 12/19/17 11. Discussion and Vote: Approval for Mayor to Sign Contract with Saratoga Springs City Center for 2018 Inauguration 12. Announcement: 2017 NYS REDC Awards 13. Announcement: Code Blue Request 14. Announcement: Board Appointments ACCOUNTS DEPARTMENT 1. Discussion and Vote: Approval to Hire Temporary Laborer for State Archives Project 2. Discussion and Vote: Authorization for Mayor to Sign Agreement with Fitzgerald Morris Baker and Firth for Article 7 Cases 3. Discussion and Vote: Authorization for Mayor to Sign Agreement with GAR Associates for Appraisals 4. Discussion and Vote: Authorization for Mayor to Sign Contract with Towne, Ryan and Partners for Article 7 Cases 5. Award of Bid: Extension of Bid to Dehn’s Flowers for Flowers and Miscellaneous Supplies FINANCE DEPARTMENT 1. Discussion and Vote: Resolution for Non-Union Full Time Personnel 2. Discussion and Vote: Authorization for the Mayor to Sign a Memorandum of Site License Agreement with Onyx Renewable Partners LP 3. Discussion and Vote: 2016 Fund Balance Recommendations: Water & Sewer 4. Announcement: Special City Council Meeting the Last Week of December 5. Discussion and Vote: Authorization for the Mayor to Sign Agreement with CSEA Employee Benefit Fund for Platinum 12 Vision Plan 6. Discussion and Vote: Budget Transfer – Contingency 7. Discussion and Vote: Budget Amendment – Benefits Increase 8. Discussion and Vote: Budget Transfers – Payroll and Benefits PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: 2018 Water & Sewer Rates Resolution 2. Discussion and Vote: Authorization for the Mayor to Sign Extension Agreement with Saratoga Historic Properties (SHP) 3. Discussion and Vote: Approval to Pay Invoice – Ross Valve Manufacturing Co. PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Contract with Art Breault 2. Discussion and Vote: Authorization for Mayor to Sign Contract with Dr. Timothy Brooks 3. Discussion and Vote: Clarification of Change Orders 1 & 2 for the Survey & Removal of Asbestos in the Dispatch Area of the Police Department 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 Page 2 of 17 City Council Meeting 12/19/17 3. Public Safety Agreement with Clifton Park and Halfmoon 4. Increased 2017 Payments for College and Preschool Tuition ADJOURN Page 3 of 17 City Council Meeting 12/19/17 December 19, 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: Mike Sharp, Deputy Commissioner, Finance Joe O’Neill, Deputy Commissioner, DPW Eileen Finneran, Deputy Commissioner, DPS Vincent DeLeonardis Matthew Veitch, Supervisor (arrived @ 7:34 p.m.) Peter Martin, Supervisor EXCUSED: Meg Kelly, Deputy Mayor Maire Masterson, Deputy Commissioner, Accounts 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 2018 Water and Sewer Rates Mayor Yepsen opened the public hearing at 6:58 p.m. Commissioner Scirocco advised the resolution should be updated so they he will close the public hearing tonight and will be taking the vote off the agenda. He will bring this back for vote once the resolution has been updated. 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. Page 4 of 17 City Council Meeting 12/19/17 Mayor Yepsen took a moment to recognize and acknowledge the passing of Minnie Bolster. MaryAnn Fitzgerald, city historian, added Minnie Bolster collected everything Saratoga Springs. She told stories that emanated from those objects; adding another dimension to our City’s history. We are grateful for her support and mentoring. Mayor Yepsen also recognized and acknowledged the passing of Brian Dwyer. Commissioner Scirocco stated he knew Brian. He was a great person; father; and contributor to the community. He will be missed. Commissioner Franck stated he knew Brian from the Elks. He was very helpful and well respected. 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 7:04 p.m. Darlene McGraw of Saratoga Springs stated there have been traffic problems in the City. She asked how long the smallest fire truck is and was told 30 feet long. These trucks can’t make the turn around the Recreation Center. Harry Moran of Sustainable Saratoga congratulated the City Council on the grant they received in the amount of $15,000 to partially fund a natural resources inventory for the City. They urge the City to pursue full funding for natural resources inventory to update the 2002 open space resource plan. (attachment) John Ellis of Saratoga Springs acknowledged Mayor Yepsen and Commissioner Mathiesen for their service to the City. He wished them luck in their future endeavors. Mayor Yepsen closed the public comment period at 7:09 p.m. Commissioner Mathiesen stated he agrees with Darlene regarding Worth Street. They continue to look at that and something needs to be done. PRESENATION Department of Public Safety Initiatives and Commissioner Mathiesen’s Legislative Activities 2012 – 2017 Commissioner Mathiesen advised the week after he was elected it was announced Saratoga Emergency Medical Services was going to shut down. Our Fire Department took over the services seamlessly and provided additional revenue for the City. A recent headline shows the Schenectady Police Officers could have body cameras in 2018. This is something our police officers have had for several years now. We have also installed surveillance cameras downtown. This is something that started in Rick Wirth’s administration. Commissioner Mathiesen’s administration also installed a left turn signal on Broadway (north) to Lake Avenue; the Police Department was renovated and is now safe and sufficient; the traffic pattern at the clubhouse entrance to the racetrack was changed; on demand crossing signal has been installed at Ritchie Place and Lake Avenue; a bike path was installed on North Broadway; new crosswalks; new 4-way stop at Beekman and Circular; the police administration has been re-organized as well as the Code Enforcement Office; rent is now received from Empire Ambulance for the property they occupy on West Avenue; public forums; noise ordinance improved and updated; improved nightclub district; vacant property registry created; downtown handicap parking access on both sides of Broadway; adjusted speed Page 5 of 17 City Council Meeting 12/19/17 rd limits on many roads; community awareness for 3 fire/EMS need; and overall better working conditions for Public Safety staff. Commissioner Mathiesen was also involved in many legislative achievements along with the entire City Council. Commissioner Mathiesen opposed the expanded casino; opposed commercial use of the Morgan Street area; and opposes expansion into our greenbelt. Commissioner Mathiesen thanked his Deputy Commissioner Eileen Finneran; Chief Veitch; Assistant Chief Catone, Chief Williams; the entire police and fire departments; code enforcers; and administrative office staff. Commissioner Madigan congratulated Commissioner Mathiesen on all his accomplishments and thanked him for his service. Commissioner Franck wished Commissioner Mathiesen well and thanked him for all he has done for the City. He especially appreciated his expertise on the land use issues. Commissioner Scirocco congratulated Commissioner Mathiesen and wished him well. CONSENT AGENDA Mayor Yepsen moved and Commissioner Franck seconded to accept the consent agenda as follows: 1. Approval of 12/4/17 Pre-Agenda Meeting Minutes 2. Approval of 12/5/17 City Council Meeting Minutes 3. Approve Use of Insurance Reserve Resolution #15 4. Approve Budget Amendment Use of Insurance Reserve #15 5. Approve Budget Amendments Regular (Increases) 6. Approve Budget Transfers – Regular 7. Approve Payroll 12/08/17 $515,727.78 8. Approve Payroll 12/15/17 $554,424.77 9. Approve Warrant 2017 – 17DEC3 $4,349,671.00 10. Approve Warrant 2017 – 17MWDEC1 $4,869,533.49 11. Approve Warrant 2017 – 17DEC4 $789,965.57 Ayes – All MAYOR’S DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Agreements with Electronic Office Products for Copiers (17-405) Mayor Yepsen moved and Commissioner Madigan seconded to authorize the mayor to sign agreements with Electronic Office Products for copiers. John Hirliman of the Recreation Department advised this is for the copiers at the Recreation Center and the ice rink. Ayes – All Discussion and Vote: Authorization for the Mayor to Sign an Agreement with the Six Flags Great Escape (17-406) Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with Six Flags Great Escape. John Hirliman of the Recreation Department stated by signing this contract now, they get a discount for 2018. Page 6 of 17 City Council Meeting 12/19/17 Ayes – All Discussion and Vote: Authorization for the Mayor to Sign an Agreement with the Tri City Valley Cats (17- 407) Mayor Yepsen moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with the Tri City Valley Cats. John Hirliman of the Recreation Department advised there is a savings for 2018 that will be recognized by signing the agreement now. Ayes - All Announcement: Recreation Programs and Leagues John Hirliman announced registrations can be done at the Recreation Center. All program information and holiday schedule/hours are on the web. Discussion and Vote: Approval of the Personnel Policy and Procedure Manual (17-408) Mayor Yepsen thanked Miriam Dixon and Meg Kelly for all their work on this. Mayor Yepsen moved and Commissioner Madigan seconded to approve the Personnel Policy and Procedure Manual. Ayes – Ayes 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 (17-409) Mayor Yepsen moved and Commissioner Scirocco seconded to authorize the 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 this was discussed at pre-agenda. The collective bargaining agreement provided a provision that labor and management would get together to establish a policy for the procurement of boots, pants, and jackets. Ayes – All 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 (17-410) Mayor Yepsen moved and Commissioner Franck seconded that the proposed text amendment to add “campground” to the rural residential district has merit for further review and hereby request the advisory opinions from the City and County Planning Boards. Commissioner Mathiesen stated he is trying to visualize where in the City would be an appropriate area for a campground. He is not sure having a campground so close to the New York State Park is consistent with their plan. Vince DeLeonardis, city attorney, advised this proposal is for all RR district not just Driscoll Road. The vote is for the Council to determine if there is merit to forward this amendment for advisory opinion. Commissioner Mathiesen stated he does not feel there is merit for review. Commissioner Scirocco expressed concern since it covers such a large area. Page 7 of 17 City Council Meeting 12/19/17 Commissioner Madigan stated she is not inclined to support it but is interested in hearing their opinion. Commissioner Franck stated he can see this becoming a problem. Ayes – 2 Nays – 3 (Commissioner Franck, Commissioner Scirocco, Commissioner Mathiesen) Discussion and Vote: Accept a Gift From Saratoga PLAN for Conservation Hero Award (17-411) Mayor Yepsen advised on December 7, 2017 the City of Saratoga Springs was presented a Conservation Hero Award from Saratoga PLAN. The City used $1.13 million dollars from open space bond act funds to purchase open space. The symbol of the award is a birdhouse painted by a local artist. Mayor Yepsen moved and Commissioner Mathiesen seconded to accept a gift from Saratoga PLAN for the Conservation Hero Award. Ayes – All Discussion and Vote: City to Approve the City of Saratoga Springs ADA Transition Plan Phase 1 (17-412) Mayor Yepsen moved and Commissioner Franck seconded to approve the City of Saratoga Springs ADA Transition Plan Phase 1. Vince DeLeonardis, city attorney, stated the Council has previously adopted ADA requirements for all new commercial multi-use and subdivisions. They also have a sidewalk program, adopted a formal resolution for ADA, appointed an ADA coordinator (himself), and established a grievance procedure. Ayes – All Discussion and Vote: Approval to Submit Grant Application for the Leadership in Community Resilience Program (17-413) Tina Carton, sustainability coordinator, advised the program provides technical assistance and professional development opportunities for communities to foster insight related to challenges and opportunities associated with local resiliency initiatives. One initiative identified for this grant is improvements to transportation and transportation infrastructure. There is no match for this grant. Mayor Yepsen moved and Commissioner Madigan seconded to approve the submission of the grant application for the Leadership in Community Resilience Program. Ayes – All Discussion and Vote: Approval for Mayor to Sign Contract with Saratoga Springs City Center for 2018 Inauguration (17-414) Mayor Yepsen moved and Commissioner Mathiesen seconded to authorize the mayor to sign the contract with the Saratoga Springs City Center for the 2018 Inauguration. Ayes - All Announcement: 2017 NYS REDC Awards Mayor Yepsen announced on December 13, 2017 the Capital Region received a top performer status award. The natural resources inventory was one of the grants included in the top performer award. Tina Carton, sustainability coordinator, announced the City received a grant for up to $15,000. Page 8 of 17 City Council Meeting 12/19/17 Announcement: Code Blue Request Mayor Yepsen announced the call for volunteers. Announcement: Board Appointments Mayor Yepsen announced the appointment of Mary Lynn Bradley to the Complete Streets Committee; Kristen Brenner to the Community Development Citizen Advisory Committee; and re-appointing Tom Roohan to the Downtown Special Assessment District. Mayor Yepsen moved and Commissioner Franck seconded to add an item to the agenda regarding an announcement of the EV charging station. (17-415) Ayes – All Announcement: EV Charging Station Tina Carton, sustainability coordinator announced the first EV charging station has been fully installed and have already had use of the station. ACCOUNTS DEPARTMENT Discussion and Vote: Approval to Hire Temporary Laborer for State Archives Project (17-416) Commissioner Franck stated Nancy Wagner explained during the pre-agenda meeting yesterday, we were able to re-direct some grant funds to a similar project - renovation of the downstairs room in the Finance Department into a record storage room. This will service Finance, Purchasing and Public Works administration and utilities. A new position of temporary laborer needs to be created to assist with this project. This position is fully funded by the New York State Archives grant. Commissioner Franck moved and Commissioner Scirocco seconded to create a position of temporary part time laborer at the rate of $15 per hour to be in effect until December 31, 2017. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with Fitzgerald Morris Baker and Firth for Article 7 Cases (17-417) Commissioner Franck advised this agreement is for legal services relating to Article 7 litigation. Commissioner Franck moved and Commissioner Madigan seconded to authorize the mayor to sign the agreement with Fitzgerald, Morris, Baker, and Firth for Article 7 cases for an amount not to exceed $18,500. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Agreement with GAR Associates for Appraisals (17- 418) Commissioner Franck advised GAR Associates is the firm the City hires to appraise properties as necessary and requested by the Assessment Office. Funding is in line A3011424 / 54720. Commissioner Franck moved and Commissioner Scirocco seconded to authorize the mayor to sign the agreement with GAR Associates for appraisal services; not to exceed $20,000. Page 9 of 17 City Council Meeting 12/19/17 Ayes - All Discussion and Vote: Authorization for Mayor to Sign Contract with Towne, Ryan and Partners for Article 7 Cases (17-419) Commissioner Franck advised this agreement is for legal services relating to Article 7 litigation. Commissioner Franck moved and Commissioner Mathiesen seconded to authorize the mayor to sign the agreement with Towne Ryan and Partners for Article 7 cases for an amount not to exceed $18,500. Ayes - All Award of Bid: Extension of Bid to Dehn’s Flowers for Flowers and Miscellaneous Supplies (17-420) Commissioner Franck moved and Commissioner Scirocco seconded to extend the bid for Flowers and Miscellaneous Supplies to Dehn’s Flowers for an additional year at the same terms, conditions, and prices. Ayes - All FINANCE DEPARTMENT Discussion and Vote: Resolution for Non-Union Full Time Personnel (17-421) Commissioner Madigan advised Finance, Human Resources, and legal worked together to update the resolution for non-union full time personnel. The Council waived the reading of the following resolution: RESOLUTION FOR NON-UNION FULL TIME EMPLOYEES Amended December 19, 2017 It is the intent of this resolution to establish changes in compensation and fringe benefits for the following non-union full time employees of the City of Saratoga Springs. Employees and personnel subject to this resolution shall be each hereinafter referred to as "EMPLOYEE", and include: Executive Assistant; Deputy Commissioner of Public Works; Executive Assistant to the Mayor; Deputy Commissioner of Accounts; Executive Assistant to the Commissioner of Public Works; Deputy Commissioner of Finance; Deputy Commissioner of Public Safety; Executive Assistant to the Commissioner of Public Safety; Deputy Mayor; Civil Service Coordinator; Civil Service Clerk; Human Resources Administrator; Director of Risk and Safety. This resolution shall supersede all prior resolutions affecting compensation and benefits for said EMPLOYEEs. This resolution shall only be effective for stated EMPLOYEEs in service as of the date of the resolution adoption and those in service subsequent to the date of adoption, and specifically shall not apply to EMPLOYEEs who have retired, or left office, prior to date of adoption. Nothing in this resolution shall be construed to create an employment agreement nor alter the "at will" status of the Executive Assistant to the Mayor, the Executive Assistant to the Commissioner of Public Works, the Executive Assistant to the Commissioner of Public Safety, Deputy Commissioner of Public Works, Deputy Commissioner of Accounts, Deputy Commissioner of Finance, Deputy Commissioner of Public Safety, Deputy Mayor, and the Human Resources Administrator. NOW THEREFORE BE IT RESOLVED as follows: A. The terms of this resolution shall take place on January 1, 2007, and shall include such further terms as added by Resolutions dated July 19, 2011, January 15, 2013, August 6, 2013, December 17, 2013, August 5, 2014, September 16, 2014, November 18, 2014, January 19, 2016, June 21, 2016, August 2, 2016, November 15, 2016, and February 21, 2017. B. Effective January 1, 2018, the title of Secretary for the Civil Service Commission shall be changed to Civil Service Coordinator and shall have a total annual base salary of Fifty Thousand Dollars ($50,000.00). The total compensation for the Civil Service Coordinator will remain at Fifty Thousand Dollars ($50,000.00) for 2018 and resume any increases in 2019 according to the current CSEA City Hall Bargaining Unit contract. C. Effective January 1, 2018, the Civil Service Clerk shall be a non-exempt position and have a total annual base salary of Thirty Five Thousand Dollars ($35,000.00). Page 10 of 17 City Council Meeting 12/19/17 D. The EMPLOYEEs shall not be entitled to overtime compensation, except the Civil Service Clerk and as may be required by federal law. E. Effective January 1, 2018, the EMPLOYEEs standard workweek shall be 40 hours per week, F. The salary of the Executive Assistant, Executive Assistant to the Commissioner of Public Works and the Executive Assistant to the Commissioner of Public Safety shall be the same as the Executive Assistant to the Mayor. Effective December 1, 2016 the total annual base salary of each aforementioned Executive Assistant shall be Forty Seven Thousand Five Hundred Four Dollars ($47,504). G. The EMPLOYEEs shall enjoy and be entitled to the following benefits: 1. Vacation: An EMPLOYEE shall earn annual vacation as follows: ten (10) working days during their first year of service, and during each of the next four (4) years of service; fifteen (15) working days upon completion of five (5) years of service; twenty (20) working days upon completion of ten (10) years of service; twenty five (25) working days upon completion of fifteen (15) years of service and thirty (30) working days upon completion of twenty (20) years of service. For each EMPLOYEE hired after January 1, 2006, a proration of the ten (10) days will be granted during the first year of service. Vacations for the EMPLOYEE shall be scheduled and approved by their respective Council member. Vacation must be taken by December 31st of the year vacation was earned, or else the time shall be forfeited. If the EMPLOYEE retires, resigns, or is not reappointed, the EMPLOYEE shall be entitled to payment for only those vacation days earned and unused for the period between the EMPLOYEE's last anniversary date and the date of retirement, resignation or other termination. If a recognized City Hall holiday falls within the vacation period, the vacation period shall be extended by the holiday falling within such periods. If an EMPLOYEE should die during his or her employment, all vacation time earned and unused for the period between the EMPLOYEE's last anniversary date and the date of death, shall be paid in cash or as EMPLOYEE's death benefit to his/her designated beneficiary or estate. 2. Sick Leave: The EMPLOYEE shall be entitled to sick leave with pay for a maximum of twelve (12) working days per year. The EMPLOYEE may accumulate sick leave, but may not use more than one hundred fifty (150) days in any given twelve (12) month period. EMPLOYEE shall use sick leave in no less than one (1) hour increments. Each EMPLOYEE hired after January 1st shall be granted a proration of the twelve (12) days allotted during the first year of service. If an EMPLOYEE is absent because of illness or disability for more than three (3) consecutive days, they may be required by their Commissioner/Mayor to provide a physician's statement of sickness or disability. Prior to any cash payments for unused sick leave, an EMPLOYEE who terminates his/her service prior to December 31st shall be granted a proration of the twelve (12) days allotted. Their Commissioner on an annual basis must maintain an EMPLOYEE's records of sick time with a copy submitted to the Commissioner of Finance for each EMPLOYEE's payroll folder. Cash payments will be made for accumulated unused sick leave remaining in the EMPLOYEE's individual account at termination of employment or upon death of EMPLOYEE while in the employ of the City upon the following basis: Twenty-five percent (25%) of accumulated sick leave up to a maximum of two hundred (200) days (cash payment of fifty (50) days). Cash payments upon death of EMPLOYEE while in the employ of the City shall be paid to the EMPLOYEE's beneficiary or estate. 3. Personal Days: The EMPLOYEE who works forty (40) hours per week shall be granted six (6) personal days per year. Each personal day make be taken at either a full day, one half (1/2) day, or at a minimum of two (2) hour increments at a time. Such leave shall be requested in writing at least twenty-four (24) hours in advance of the requested time. The six (6) personal days shall be granted for the year on January 1. Each EMPLOYEE hired after January 1 shall be granted a proration of the six (6) days allotted, however, if the EMPLOYEE does not complete the entire year, the pro-rated equivalent rate of pay shall be subtracted from any monies due to the EMPLOYEE. Personal days not used in any calendar year shall be credited to accumulated sick leave. 4. Holidays: The EMPLOYEE shall be entitled to twelve (12) paid Holidays: New Year's Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day, and Election Day at the November General Election. 5. Bereavement: The EMPLOYEE shall be entitled to three (3) consecutive workdays off per death in their immediate family. Immediate family shall be defined as mother, father, sister, brother, son, daughter, mother-in- law, father-in-law, sister-in-law, brother-in-law, spouse, grandparent(s), grandchild, step parent, step child, aunt, uncle or other persons living in the household of the EMPLOYEE. 6. Retirement: The EMPLOYEE shall be covered by the New York State EMPLOYEE's Retirement System known as 75i of the New York State Retirement Law. 7. Health: For EMPLOYEEs hired prior to January 1, 2007, the EMPLOYEE shall be entitled to participate in the MVP25 health insurance plans offered by the City to the various bargaining units, at no cost to the EMPLOYEE. Page 11 of 17 City Council Meeting 12/19/17 The City shall provide the plans to the EMPLOYEE, their dependents, and retired EMPLOYEEs and their dependents at the City's own expense. For EMPLOYEEs hired after January 1, 2007, the EMPLOYEE shall be entitled to participate in the MVP25 health insurance plans offered by the City to the various bargaining units, at a cost to the EMPLOYEE, of ten percent (10%) of the total cost of his or her health insurance plan not to exceed Seven Hundred Fifty Dollars ($750.00) per year. The City shall provide the plans to the EMPLOYEE, their dependents, and retired EMPLOYEEs and their dependents. For all Medicare eligible retirees residing within the geographic network served by MVP, the City shall offer the MVP Medicare Advantage Preferred Gold as the sole plan. For all Medicare eligible retirees residing outside the geographic network served by MVP, the City shall offer the MVP Preferred PPO Plan as the sole plan. For all retirees not eligible for Medicare residing within the geographic network served by MVP, the City will offer the MVP Co-Plan 25 HMO as the sole plan. For all retirees not eligible for Medicare residing outside the geographic network served by MVP, the City will offer the MVP Preferred PPO Plan as the sole plan. The City shall provide these plans to the retired EMPLOYEEs and their dependents. In the event that federal or state legislation, rules and/or regulations issued in relation to the Patient Protection and Affordable Care Act ("PPACA"), the Health Care and Education Reconciliation Act of 2010 ("HCERA") and/or any other legislation, rule or regulation: a) impact in any way the health insurance plans, costs or benefits provided for in this Resolution (including but not limited to contractual benefits such as health insurance buy-outs or stipends); or b) raise a question as to whether the health insurance benefits provided for herein meet certain standards contained in such legislation, rules and/or regulations (including, but not limited to, compliance with legislation, rules, regulations, or any legislation, rules, or regulations which may cause the City to be charged any penalty, or those that govern whether plan benefits meet the "minimum essential benefits" standard or a similar standard, whether the City premium contribution levels are adequate and/or meet legal requirements, or whether the individual household affordability standard is satisfied); or c) permit an individual or group of individuals to receive benefits, subsidies, or credits through a health insurance exchange program (or any other government subsidy or benefit provided pursuant to the PPACA, HCERA, or any state or federal regulations or rules implementing health insurance reform laws). The City may immediately implement changes as necessary to comply with federal and/or state laws, rules, and regulations and/or to avoid or eliminate penalties, potential penalties, or taxes. Such changes may include, among others, modifications for individual EMPLOYEEs, including modification to individual or group coverage, benefits, contributions or wages, to the extent necessary to comply with federal and/or state laws, rules, and regulations and/or to avoid or eliminate penalties, potential penalties, taxes, or cessation of payments toward the cost of benefit(s) if such benefit(s) are not compliant with the PPACA/HCERA or if such compliance would cause the City penalty or cost associated with avoidance of penalty. The City shall provide such medical coverage for the widow or widower of the EMPLOYEE or retired EMPLOYEE in this resolution until the widow or widower's death or remarriage whichever occurs sooner. Children shall be covered until age nineteen (19) or as stipulated in the appropriate health care contract or otherwise as may be required by law. "Retirees" shall be defined as full time EMPLOYEEs who have served the City of Saratoga Springs for at least twenty (20) consecutive years and retire from the New York State Employee's Retirement System Section 75i of the New York State Retirement Law and were serving as full time EMPLOYEEs of the City of Saratoga Springs at the time of retirement. An EMPLOYEE may elect not to participate in a plan of medical and health insurance benefits provided under this agreement and such EMPLOYEE shall be eligible to receive a payment of Twenty Two Hundred Dollars ($2,200.00) for single coverage, Twenty Five Hundred Dollars ($2,500.00) for two (2) person coverage or Three Thousand Dollars ($3,000.00) for family coverage per calendar year. No EMPLOYEE shall be eligible to receive such payment unless the EMPLOYEE shall have provided proof to the Finance Office that such EMPLOYEE and such Employee’s eligible dependents are covered by a comparable plan of medical and health insurance benefits for the entire year that such EMPLOYEE elected not to be covered by a plan provided by the Employer. Payments shall be made on December 15th of each year. The parties understand that participation in a plan of medical and health insurance benefits is mandatory. An election not to be covered shall be made on or about December 15th of each year to the Principal Account Clerk in the Finance Office in charge of City provided benefits pursuant to the regulations of the plan in effect together with evidence of coverage of such EMPLOYEE and such EMPLOYEE's eligible dependents under a comparable plan of medical and health insurance benefits. Such EMPLOYEE must promptly notify the Employer of termination of alternative medical and health insurance benefit coverage. In the event that an EMPLOYEE reenrolls in a health insurance program, the EMPLOYEE shall be permitted to a prorated portion of the Twenty Two Hundred Dollars ($2,200.00) for single coverage, Twenty Five Hundred Dollars ($2,500.00) for two (2) person coverage, or Three Thousand Dollars ($3,000.00) for family coverage, payment but shall not be permitted to again opt-out of the insurance program during the calendar year. 8. Vision: The City agrees to pay one hundred percent (100%) of the cost of the EMPLOYEE Benefit fund Vision Plan Platinum12 for all EMPLOYEEs and their dependents. 9. Disability: New York State Disability Insurance shall be offered to the EMPLOYEE. 10. Life: The City shall provide group term life insurance for the EMPLOYEE in the amount of Five Thousand Dollars ($5,000.00) while they are employed by the City of Saratoga Springs. Page 12 of 17 City Council Meeting 12/19/17 11. Dental: The City agrees to provide dental plan(s), within ninety (90) days of the passage of this Resolution, which EMPLOYEEs may participate in, at the sole expense of the EMPLOYEE. 12. All increases in compensation and benefits paid to EMPLOYEEs under this resolution shall be drawn from the budget of the EMPLOYEEs department, except that if said departmental budget does not contain funds sufficient to pay the EMPLOYEE, the Head of that Department may draw any remaining compensation or payment due to the EMPLOYEE from the City's contingency budget. 13. Each EMPLOYEE shall receive longevity payments as follows: After five (5) years of service Two Hundred Fifty Dollars ($250.00); After ten (10) years of service Five Hundred Dollars ($500.00); After fifteen (15) years of service Fifteen Hundred and Fifty Dollars ($1,550.00); After nineteen (19) years of service Eighteen Hundred Dollars ($1,800.00); Each five (5) years thereafter additional Two Hundred Fifty Dollars ($250.00). All longevity payments shall be paid upon completion of the specified amounts of consecutive eligible service regardless of the title (s) held during that time. H. Effective January 1, 2018, and for every year thereafter effective on the first of the year, all EMPLOYEEs covered by this resolution and who have been employed with the City for the past six (6) consecutive months without interruption will receive the same increase awarded under the CSEA City Hall bargaining unit contract for that year. In the event that the last CSEA City Hall bargaining unit contract has expired, and no subsequent contract has yet been ratified, all EMPLOYEEs covered by this resolution will receive those increases awarded the CSEA City Hall bargaining unit upon ratification of a new CSEA-City Hall contract and will receive the associated retroactive pay. I. This Resolution shall be reviewed by the City Council annually on the Commissioner of Finance's agenda, by no later than the first meeting in August of each year. Commissioner Madigan moved and Commissioner Franck seconded to approve the resolution for non-union full time personnel as distributed with the agenda. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign a Memorandum of Site License Agreement with Onyx Renewable Partners LP (17-422) Commissioner Madigan advised this relates to the Spa Solar Park which was completed in August. Onyx requires this document as part of their tax equity facilities submission. Commissioner Madigan moved and Commissioner Franck seconded to approve the memorandum of site license with Onyx Renewable Partners as previously distributed with the agenda and authorize the mayor to sign it. Ayes – All Discussion and Vote: 2016 Fund Balance Recommendations: Water & Sewer (17-423) Commissioner Madigan moved and Commissioner Scirooco seconded that the memo attached with the agenda outlines Finance’s recommendations for what to do with the 2016 fund balance excess in both the Water & Sewer Funds, much of which has been discussed already. I would highlight that by using excess fund balance to pay for the projects listed, rather than using the capital budget, the Water & Sewer Funds able to decrease their 2018 Capital Budget request, which means City taxpayers will pay less for the related debt servicing. I recommend an appropriation in the amount of $190,000 to the Capital Fund from the Water Fund excess fund balance to cover $100,000 of costs associated with “Improvements at City Water Treatment Facilities” and $90,000 of costs in connection with the “Improvements to Woodlawn Ave Water Project”. I recommend that an additional $165,532 in Water Fund excess fund balance be moved to the Water Fund Capital Reserve. I recommend an appropriation in the amount of $550,000 to the Capital Fund from the Sewer Fund excess fund balance to cover costs in connection with the “Sanitary Pump Station Upgrades” Project. I recommend that an additional $69,692 in Sewer Fund excess fund balance be moved to the moved to the Sewer Fund Capital Reserve. Ayes – All Page 13 of 17 City Council Meeting 12/19/17 Announcement: Special City Council Meeting the Last Week of December Commissioner Madigan announced a special City Council meeting has been scheduled for Thursday, 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 (17-424) Commissioner Madigan stated the recently settled DPW contract included a provision to switch members from the CSEA Silver Vision plan to the Platinum 12 Vision Plan. The change will be made effective January 1, 2018. Commissioner Madigan moved and Commissioner Franck seconded to approve the CSEA employee benefit fund Platinum 12 Vision Plan and authorization for the mayor to sign as distributed with the agenda. Ayes – All Discussion and Vote: Budget Transfer – Contingency (17-425) Commissioner Madigan advised the transfer is to make final payments for unused vacation and sick time to the deputy mayor. The contingency currently has a balance of $27,615.86 and following approval of this transfer $24,911.46 remaining. Commissioner Madigan moved and Commissioner Franck seconded to approve the budget transfer – contingency as distributed with the agenda. Ayes – All Discussion and Vote: Budget Amendment – Benefits Increase (17-426) Commissioner Madigan moved and Commissioner Franck seconded to approve the budget amendment – benefits increase as distributed with the agenda. Ayes – All Discussion and Vote: Budget Transfers – Payroll and Benefits (17-427) Commissioner Madigan moved and Commissioner Scirocco seconded to approve the budget transfers – payroll and benefits as previously distributed with the agenda. Ayes – All PUBLIC WORKS DEPARTMENT Discussion and Vote: 2018 Water & Sewer Rates Resolution Commissioner Scirocco pulled this item from his agenda. Discussion and Vote: Authorization for the Mayor to Sign Extension Agreement with Saratoga Historic Properties (SHP) (17-428) Commissioner Scirocco advised this agreement is for the parking lot behind the DPW offices. Page 14 of 17 City Council Meeting 12/19/17 Commissioner Scirocco moved and Commissioner Mathiesen seconded to authorize the mayor to sign the extension agreement with Saratoga Historic Properties. Ayes – All Discussion and Vote: Approval to Pay Invoice – Ross Valve Manufacturing Co. (17-429) Commissioner Scirocco advised the department has a maintenance/service contract with Ross Valve for the Water Treatment Plant. Work was done prior to a purchase order being obtained. Commissioner Scirocco moved and Commissioner Franck seconded to approve payment of invoice to Ross Valve Manufacturing Company, for the maintenance of the generator at the Water Treatment Plant in the amount of $1,573.21. Ayes - All Commissioner Scirocco moved and Commissioner Franck seconded to add an item to his agenda regarding free sand for sidewalks. (17-430) Ayes – All Announcement: Free Sand Commissioner Scirocco announced the City of Saratoga Springs has free sand available for sidewalks. Contact the Department of Public Works for details. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Contract with Art Breault (17-431) Commissioner Mathiesen moved and Commissioner Franck seconded to authorize the mayor to sign an agreement with Art Breault in the amount of $26,750 payable in two equal installments. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Contract with Dr. Timothy Brooks (17-432) Commissioner Mathiesen moved and Commissioner Franck seconded to authorize the mayor to sign the agreement with Dr. Timothy Brooks. Ayes – All Discussion and Vote: Clarification of Change Orders 1 & 2 for the Survey & Removal of Asbestos in the Dispatch Area of the Police Department (17-433) Commissioner Mathiesen explained at the last City Council meeting a motion was made for change orders for the dispatch area of the Police Department. The motion stated CT Male when in fact they are a subcontractor; the contractor is Bonacio Construction. Commissioner Mathiesen moved and Commissioner Franck seconded to authorize the mayor to sign change orders # 1 & 2, in the amount of $31,500. Ayes – All Page 15 of 17 City Council Meeting 12/19/17 Commissioner Mathiesen moved and Commissioner Madigan to add an item to his agenda regarding postcards that went out. (17-434) Ayes – All Announcement: Postcards Commissioner Mathiesen announced the postcards mailed out from his department have the wrong phone number for City Hall. SUPERVISORS Matt Veitch 2018 Saratoga County Budget Supervisor Veitch reported no one appeared at the public hearing to speak regarding the budget. The 2018 budget has passed unanimously. The tax rate is $2.65/1,000 for the City of Saratoga Springs. Open Space Advisory Committee Supervisor Veitch reported he has been the chair of this Committee for 2 years and his term ends the end of this year. As a Committee they created a new set of by-laws and policies for the Committee and established officers. They also worked on the Pitney Farm case and explored new purchases for the City. He will not be asking to be re-appointed to this Committee. He thanked the Committee for all their support. Saratoga County Prosperity Partnership Supervisor Veitch reported his term is expiring at the end of the year and will not be asking to be reappointed. Saratoga County Organizational Meeting, January 2, 2018 at 4 p.m. Supervisor Veitch reported a new chairman of the board will be chosen at this meeting. All supervisors will also be assigned to their Committees at this meeting. Peter Martin Agreement with EPA RE: Former County Infirmary in Providence Supervisor Martin reported an agreement was entered into regarding the infirmary in Providence. The purchaser of the property stopped paying taxes years ago. The EPA came in and cleaned up the property and put a lien on the property. The federal government waived one year right of redemption and the County can collect taxes, penalties, and interest from the sale of the property. Extend Partial Real Property Tax Exemption for Cold War Veterans Supervisor Martin reported they voted to extend the partial real property tax exemption for Cold War Veterans. There is not sunset clause for this waiver. Public Safety Agreement with Clifton Park and Halfmoon Supervisor Martin reported Clifton Park will be paying the County $550,800 for 2 patrols for 100 hours of service per week. Halfmoon will be paying the County $213,000 for 1 patrol and 70 hours per week. Page 16 of 17 City Council Meeting 12/19/17 Increased 2017 Payments for College and Preschool Tuition Supervisor Martin reported they authorized increased payments for 2017 college and preschool tuition. ADJOURNMENT There being no further business, Mayor Yepsen adjourned the meeting at 8:54 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 01/02/18 Vote: 5 - 0 Page 17 of 17