City Council

April 30, 2018 CITY OF SARATOGA SPRINGS City Council Pre-Agenda Meeting 9:30 AM PRESENT: Meg Kelly, Mayor Michele Madigan, Commissioner of Finance John Franck, Commissioner of Accounts Peter Martin, Commissioner of DPS STAFF PRESENT: Lisa Shields, Deputy Mayor Mike Sharp, Deputy Commissioner, Finance Maire Masterson, Deputy Commissioner, Accounts John Daley, Deputy Commissioner, DPS Vince DeLeonardis, City Attorney EXCUSED: Anthony Scirocco, Commissioner of DPW Joe O’Neill, Deputy Commissioner, DPW Matthew Veitch, Supervisor Tara Gaston, Supervisor CALL TO ORDER Mayor Kelly called the meeting to order at 9:31 a.m. PRESENTATION 1. 2017 Preliminary Financial Report – Commissioner Madigan advised this is a preliminary report as it is unaudited. The City has had another healthy year. 2. Charter Review Commission Update CONSENT AGENDA 1. Approval of 4/16/18 Pre-Agenda Meeting Minutes 2. Approval of 4/17/18 City Council Meeting Minutes 3. Approve Budget Amendments – Regular (Increases) 4. Approve Budget Transfers - Regular 5. Approve Payroll 4/20/18 $494,347.00 6. Approve Payroll 4/27/18 $493,739.91 7. Approve Warrant - 2018 – 18MWAPR3 $722,950.49 8. Approve Warrant - 2018 – 18MAY1 $502,883.98 No comments. MAYOR’S DEPARTMENT Discussion and Vote: Approval of 2018 Entitlement Action Plan (CDBG) City Council Pre-Agenda Meeting April 30, 2018 No comments. Proclamation: SEDC 40th Anniversary No comments. Proclamation: Bike to Work Day No comments. Discussion and Vote: Authorization for the Mayor to Sign Memorandum of Agreement to the Fire Administrative Contract Mayor Kelly advised this is a minor correction to the document. Discussion and Vote: Authorization for Mayor’s Signature on Intermunicipal Agreement with Saratoga County Animal Shelter 2017-2018 Mayor Kelly stated this covers service for the City and expects the invoice soon. She would like to move this to the Consent Agenda. Discussion and Vote: Authorization for Mayor’s Signature on Intermunicipal Agreement with Saratoga County Animal Shelter 2018 – 2019 Mayor Kelly stated she would also like to move this item to the Consent Agenda. Discussion and Vote: Approval to Pay Invoice for Chazen Engineering Land Surveying & Landscaping Architecture Mayor Kelly advised Chazen had provided engineer service prior to her department having a purchase order created. She would like to move this item to the Consent Agenda. Discussion and Vote: approval to Pay Invoice for GPI Mayor Kelly advised Green-Pedersen provided design services prior to her department having a purchase order created. She would like to move this item to the Consent Agenda. Discussion and Vote: Approval to Pay Invoice for Miller, Mannix, Schachner & Hafner, LLC Mayor Kelly advised legal services were provided for Geyser Road prior to her department having a purchase order created. She would like to move this item to the Consent Agenda. ACCOUNTS DEPARTMENT Award of Bid: City Building Security Study to Secure Watch24, LLC No comments. Award of Bid: Extension of Pipes, Fittings, Hydrants, and Valves to Ferguson Waterworks No comments. Award of Bid: Extension to BPI Mechanical Services, Inc. for DPS No comments. Page 2 of 4 City Council Pre-Agenda Meeting April 30, 2018 Announcement: Grievance Class – May 8, 2018 at 5:30 PM Commissioner Franck advised the class will be held in the City Council Room. Announcement: Grievance Day – May 22, 2018 No comments. FINANCE DEPARTMENT Discussion and Vote: Authorization for the Mayor to Sign Addendum to Audit Services Agreement with BST Commissioner Madigan advised the Finance Department was tasked earlier this year with an internal audit project which put a strain on her department’s resources. In order to stay on schedule with the annual audit she requested the auditors put in a proposal for additional services which is for an amount that will not exceed $5,000. This will increase their original contract for 2017 but will not exceed $41,000. Discussion and Vote: Resolution for Non-Union Full Time Personnel Commissioner Madigan advised the update to the resolution includes an increase in the human resource base salary. Discussion and Vote: Budget Amendment – Assignment Refund of Prior Year Taxes Commissioner Madigan advised the budget amendment was previously approved on 11/6/17 for the settlement of an Article 7. Discussion and Vote: Budget Transfer – Contingency Increase Commissioner Madigan advised this transfer is to move funds from the Civil Service budget to the contingency budget. She sent a memo to the Council and Civil Service last week about this. Discussion and Vote: Budget Transfer – Contingency No comments. Discussion and Vote: Budget Transfers – Payroll No comments. Commissioner Madigan added 2 items to her agenda: Announcement: Cyber Security Training; and Announcement: Commissioner Madigan Will Not Be at First Meeting in June. PUBLIC WORKS DEPARTMENT Mayor Kelly read the following items on Commissioner Scriocco’s agenda into the record: 1. Discussion and Vote: Sick Bank Request 2. Discussion and Vote: Approval to Pay Invoice to Ferguson Waterworks 3. Discussion and Vote: Establish Title & Grade for Department of Public Works Purchasing Coordinator 4. Discussion and Vote: Accept Donation from Saratoga Springs Preservation Foundation 5. Announcement: Tree City USA Celebration on Arbor Day Page 3 of 4 City Council Pre-Agenda Meeting April 30, 2018 PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign a Contract to Receive Stop DWI Crackdown Funding From Saratoga County Stop DWI No comments. Discussion and Vote: Authorization for the Mayor to Sign a Contract with BPI Mechanical Services, Inc. Commissioner Martin would like to move this item to the Consent Agenda. Discussion and Vote: Establishment of a New Position Commissioner Martin advised they are looking to update the description of Mark Benaquista’s position. This has not been done for many years. SUPERVISORS Mayor Kelly advised nothing has been received from the supervisors for their agendas. EXECUTIVE SESSION Mayor Kelly moved and Commissioner Franck seconded to move into executive session for an Article 7 settlement and personnel matters in the Accounts and Mayor’s Departments at 9:44 a.m. Ayes – All Council returned at 10:51 a.m. Commissioner Franck advised he will be adding 2 items to his agenda as a result of the executive session. Commissioner Martin advised he is adding an additional item to agenda: Discussion and Vote: Authorization to Sign Change Order for Police Department Dispatch in the Amount of $32,603.30. ADJOURN Mayor Kelly adjourned the meeting at 10:53 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 5/15/18 Vote: 5 - 0 Page 4 of 4