City Council

August 21, 2018 CITY OF SARATOGA SPRINGS City Council Meeting Saratoga Springs City Center 522 Broadway 6:00 PM 5:50 PM P.H. – Amend Chapter 201 of the City Code – Street Naming and Numbering 5:55 PM P.H. - 2019 – 2024 Capital Budget and Program 6:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATION 1. Charter Review Commissioner Public Forum 2. 2019 – 2024 Capital Budget Program 3. 2017 Audited Financial Statements EXECUTIVE SESSION 1. Lease of Acquisition of Property When Publicity Would Effect Value 2. Matters Which Will Imperil the Public Safety if Disclosed CONSENT AGENDA 1. Approval of 8/7/18 City Council Meeting Minutes 2. Approval of 8/6/18 Pre-Agenda Meeting Minutes 3. Approve Budget Amendments – Regular (Increases) 4. Approve Budget Transfers - Regular 5. Approve Payroll 8/10/18 $537,380.20 6. Approve Payroll 8/17/18 $548,536.22 7. Approve Warrant - 2018 18MWAUG2 $848,678.72 8. Approve Warrant – 2018 18AUG2 $309,602.97 9. Approve Acceptance of Donation from the Saratoga Springs Friends of Recreation 10. Approve Payment of Invoice – BSN Sports 11. Approve Payment of Invoice – Spring Electric, Inc. 12. Approve Payment of the Invoice – The Fun Spot 13. Authorization for the Mayor to Sign Change Order #1 – Spring Electric, Inc. City Council Meeting 8/21/18 MAYOR’S DEPARTMENT 1. Discussion and Vote: 2019 – 2024 Capital Budget Program 2. Discussion and Vote: Authorization for the Mayor to Execute Retainer with Napoli Shkolnik, PLLC 3. Discussion and Vote: Authorization for the Mayor to Sign Addendum #3 with Greenman Pedersen, Inc. for Geyser Road Trail Design Services 4. Discussion and Vote: Authorization for Mayor to Sign Funding approval Agreement – US Dept. HUD for CDGB FY2018 Plan 5. Discussion and Vote: Authorization for the Mayor to Sign NYS Master Contract, Department of Environmental Conservation, DEC01-T00467GG-3350000 for Natural Resources Inventory 6. Discussion and Vote: Authorization for the Mayor to Sign Contract with LaBella Associates for NYS DEC Grant – Natural Resources Inventory 7. Announcement: Update – City Hall and City Hall Operations ACCOUNTS DEPARTMENT 1. Award of Bid: Natural Resource Inventory to LaBella Associates, D.P.C. FINANCE DEPARTMENT 1. Announcement: 2019 Budget Update 2. Discussion: Assignment for the Refund of Prior Year Taxes 3. Discussion and Vote: Budget Transfers – Contingency 4. Discussion and Vote: Budget Amendment – Payroll 5. Discussion and Vote: Budget Transfers – Payroll 6. Discussion and Vote: Authorization for the Mayor to Sign Contract for Rental Space Re: City Operations PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Amend Chapter 201 of the City Code Street Naming and Numbering 2. Discussion and Vote: Approve Payment of Invoices to BPI Mechanical Service for HVAC Services 3. Discussion and Vote: Approve Payment of Invoices to Pallette Stone Corp. 4. Discussion and Vote: Authorization for the Mayor to Sign Property Access Agreement with Niagara Mohawk Power Corporation (DBA) National Grid for the Old Red Spring 5. Discussion and Vote: Authorization for the Mayor to Sign a Clark Patterson Lee for the East Side Storm Drainage Project 6. Discussion and Vote: Authorization for the Mayor to Sign Addendum Agreement with Stantec Consulting Services Inc., for the Nelson Avenue Drainage Project 7. Announcement: Crescent Avenue Bridge Re-Opening PUBLIC SAFETY DEPARTMENT 1. Announcement: School Safety Public Forum 2. Set Public Hearing: To Amend Chapter 215 of the City Code, Taxicabs with Respect to Technical Consistencies 3. Announcement: Thank You to Departments for Work Regarding City Hall Fire/City Operations SUPERVISORS Matt Veitch 1. Saratoga Casino Hotel Foundation 2. County Public Safety Committee 3. Soil & Water Conservation District Annual Report Page 2 of 12 City Council Meeting 8/21/18 Tara Gaston 1. Health & Social Services Committee 2. Veterans Committee & Concert 3. NYSAC Appointment 4. White House Visit 5. Update: Law Library ADJOURN Page 3 of 12 City Council Meeting 8/21/18 August 21, 2018 City Council Meeting Saratoga Springs City Center 522 Broadway 6:00 PM PRESENT: Meg Kelly, Mayor Michele Madigan, Commissioner of Finance John Franck, Commissioner of Accounts Anthony Scirocco, Commissioner of DPW Peter Martin, Commissioner of DPS STAFF PRESENT: Lisa Shields, Deputy Mayor Mike Sharp, Deputy Commissioner, Finance Maire Masterson, Deputy Commissioner, Accounts Joe O’Neill, Deputy Commissioner, DPW John Daley, Deputy Commissioner, DPS Vincent DeLeonardis Matthew Veitch, Supervisor Tara Gaston, 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 HEARINGS Amend Chapter 201 of City Code – Street Naming and Numbering Mayor Kelly opened the public hearing at 5:53 p.m. Commissioner Scirocco stated this chapter currently gives the city engineer full authority over street numbering. The amendment will give the commissioner final authority of street naming and numbering with the city engineer carrying out the order. Kathryn Cassimeris of Arrowhead Road thanked all for bringing this amendment forward. She encouraged the Council to vote in favor of this amendment. (letter attached) Pat Ritzert of Arrowhead Road stated she is in favor of having the Commissioner of Public Works be the final authority. The decisions that significantly impact the residents of the City should be the responsibility of the elected officials. She fully supports this amendment. (letter attached) Mayor Kelly closed the public hearing at 5:59 p.m. Page 4 of 12 City Council Meeting 8/21/18 2019 – 2024 Capital Budget and Program th Mayor Kelly rescheduled this for the September 4 City Council meeting. CALL TO ORDER Mayor Kelly called the meeting to order at 6:00 p.m. PUBLIC COMENT Mayor Kelly said the public comment period is limited to a total of 15 minutes and individuals are limited to two minutes. Mayor Kelly opened the public comment period at 6:01 p.m. Bill Boehmke, vice-chair of Sustainable Saratoga, stated they have read the new Charter and hopes the Commission will incorporate all critical recommendations the public makes. They are not taking a position on this draft of the Charter but applaud all efforts to keep the Charter up to date. They did not find an reference to sustainability or responsibility for parking, trails, housing, etc. (letter attached) Frank Schultz of Saratoga Springs stated he is in support of the supervisors being members of the Council. Mayor Kelly closed the public comment period at 6:05 p.m. PRESENTATION Charter Review Commissioner Public Forum See minutes under Charter Review on the City’s webpage. 2019- 2024 Capital Budget Program Mayor Kelly postponed this until the next City Council meeting at their office did not have enough time to prepare due to the fire at City Hall. 2017 Audited Financial Statement Commissioner Madigan introduced Brendan Kennedy from BST. Brendan Kennedy of BST provided the Council with handouts regarding the financial statement. Handouts include the Executive Summary, Yellowbook Report, and required communications. Because the City spent less than $750,000 no federal single audit was required for 2017 and because no federal single audit was required no state DOT single audit was required. There were no control deficiencies identified; no compliance matters; and no uncorrected differences; therefore, a clean opinion was issued. This is all good news. The general fund is in strong shape; the City held the line on spending; and overall the general fund is in good financial condition. Total capital spending was $3.8 million and debt service is about 6.43% of the City’s total governmental expenditures. Page 5 of 12 City Council Meeting 8/21/18 The water fund is in adequate condition. It was a break-even year for the water fund. Need to keep an eye on the water fund and may require future fee increases. Sewer fund continues to do well. City Center is break-even from the net position standpoint. There is a new accounting standard that all municipalities need to implement – (GASB 75). It radically changes the way we are reporting and disclosing our post employment benefits. Expect a significant increase due to this accounting change; it will impact the full accrual statement. He expects everyone’s bond rating to plummet as a result of this. EXECUTIVE SESSION Mayor Kelly moved and Commissioner Martin seconded to adjourn into executive session to discuss 2 matters: 1. the lease or acquisition of property when publicity would affect value; and 2. matters which will imperil the public safety if disclosed at 7:04 p.m. Ayes - All The Council returned at 7:50 p.m. Mayor Kelly stated they will be looking at a lease agreement on Commissioner Madigan’s agenda. CONSENT AGENDA Mayor Kelly moved and Commissioner Madigan seconded to accept the consent agenda as follows: 1. Approval of 8/7/18 City Council Meeting Minutes 2. Approval of 8/6/18 Pre-Agenda Meeting Minutes 3. Approve Budget Amendments – Regular (Increases) 4. Approve Budget Transfers - Regular 5. Approve Payroll 8/10/18 $537,380.20 6. Approve Payroll 8/17/18 $548,536.22 7. Approve Warrant - 2018 18MWAUG2 $848,678.72 8. Approve Warrant – 2018 18AUG2 $309,602.97 9. Approve Acceptance of Donation from the Saratoga Springs Friends of Recreation 10. Approve Payment of Invoice – BSN Sports 11. Approve Payment of Invoice – Spring Electric, Inc. 12. Approve Payment of the Invoice – The Fun Spot 13. Authorization for the Mayor to Sign Change Order #1 – Spring Electric, Inc. Ayes – All MAYOR’S DEPARTMENT Discussion and Vote: 2019 – 2024 Capital Budget Program Mayor Kelly pulled this item from the agenda. Discussion and Vote: Authorization for the Mayor to Execute Retainer with Napoli Shkolnik, PLLC (18- 280) Page 6 of 12 City Council Meeting 8/21/18 Mayor Kelly moved and Commissioner Scirocco seconded to authorize the mayor to execute retainer with Napoli Shkolnik, PLLC. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Addendum #3 with Greenman Pedersen, Inc. for Geyser Road Trail Design Services (18-281) Mayor Kelly stated this is an addendum for additional legal services associated with property acquisition. The contract amount is not to exceed $17,800. Mayor Kelly moved and Commissioner Martin seconded to authorize the mayor to sign addendum #3 with Greenman Pedersen, Inc. for the Geyser Road Trail Design Services. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Funding approval Agreement – US Dept. HUD for CDGB FY2018 Plan (18-282) Mayor Kelly moved and Commissioner Franck seconded to authorize the mayor to sign the funding approval agreement with US Department for HUD for CDGB FY2018 plan. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign NYS Master Contract, Department of Environmental Conservation, DEC01-T00467GG-3350000 for Natural Resources Inventory (18-283) Mayor Kelly advised this agreement allows the City to accept the grant funds awarded. Mayor Kelly moved and Commissioner Madigan seconded to authorize the mayor to sign the NYS Master Contract Department of Environmental Conservation DEC01-T00467GG-3350000 for Natural Resources Inventory. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Contract with LaBella Associates for NYS DEC Grant – Natural Resources Inventory (18-284) Mayor Kelly moved and Commissioner Franck seconded to authorize the mayor to sign the contract with LaBella Associates not to exceed $29,420 for Natural Resource Inventory. Ayes - All Announcement: Update – City Hall and City Hall Operations Mayor Kelly announced City officials and employees have been working around the clock to relocate employees to other areas to continue business. She thanked all who have been involved getting everything moving forward. The damage was substantial and we are preparing alternative work operations. The building is being st nd cleaned and dried and the air quality is being tested. The main concentration on the 1 and 2 floors is to move items to new locations. Relocating City Hall functions is a priority. Page 7 of 12 City Council Meeting 8/21/18 ACCOUNTS DEPARTMENT Award of Bid: Natural Resource Inventory to LaBella Associates, D.P.C. (18-285) Commissioner Franck moved and Commissioner Madigan seconded to award the bid for Natural Resource Inventory to LaBella Associates, D.P.C. in the amount not to exceed $29,420. Ayes – All FINANCE DEPARTMENT Announcement: 2019 Budget Update Commissioner Madigan announced they received most of the requested budgets. They expect to send out uploaded budgets for confirmation. They are scheduling and re-scheduling meetings with departments. Discussion: Assignment for the Refund of Prior Year Taxes Commissioner Madigan advised that on 9/1/2015 a resolution was passed by the Council creating an assignment of the refund of prior year taxes. An annual calculation must be completed by the Commissioner of Accounts to verify the City’s exposure and the Finance Department will make sure the line has 50% of the exposure amount. The Finance Office received the report and the exposure is estimated to be $234,959. The assignment has a balance of $146,609 which is more than 50% of the exposure. She will be working on making recommendations to replenish this assignment. Discussion and Vote: Budget Transfers – Contingency (18-286) Commissioner Madigan advised this is for the natural resource inventory expense line. The balance prior to the transfer is $104,174 and the balance that will remain after the transfer is $89,464. Commissioner Madigan moved and Commissioner Franck seconded to approve the budget transfer – contingency as stated and distributed with the agenda. Ayes - All Discussion and Vote: Budget Amendment – Payroll (18-287) Commissioner Madigan moved and Commissioner Franck seconded to approve the budget amendment – payroll as previously submitted with the agenda. Ayes - All Discussion and Vote: Budget Transfers – Payroll (18-288) Commissioner Madigan moved and Commissioner Franck seconded to approve the budget transfers – payroll as previously submitted with the agenda. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Contract for Rental Space Re: City Operations (18-289) Commissioner Madigan stated this is a month to month lease at the Mill, LLC for $6,611 per month. Page 8 of 12 City Council Meeting 8/21/18 Commissioner Madigan moved and Commissioner Scirocco seconded to authorize the mayor to sign the lease with the Mill, LLC; emailed to City Council, risk and safety, and city attorney yesterday; and reviewed earlier today in our executive session. Ayes – All Vince DeLeonardis, city attorney, advised they were going to revise the lease that it is not specifically for finance purposes. Also, need friendly modification that the lease is between the Mill and the City of Saratoga Springs, not the Mill and the Finance Department. Commissioner Madigan amended the motion and Commissioner Martin seconded that the lease is with the City of Saratoga Springs. Ayes – All Commissioner Madigan moved and Commissioner Scirocco seconded to add item regarding an agreement with Crown Castle to increase speed at the Recreation Center. (18-290) Ayes – All Commissioner Madigan moved and Commissioner Martin seconded to authorize the mayor to sign an agreement with Crown Castle to increase internet speed at the Recreation Center. (18- 291) Ayes – All PUBLIC WORKS DEPARTMENT Discussion and Vote: Amend Chapter 201 of the City Code Street Naming and Numbering (18-292) Commissioner Scirocco moved and Commissioner Madigan seconded to approve amending Chapter 201 of the City Code – Street Naming and Numbering as respectfully submitted. Ayes - All Discussion and Vote: Approve Payment of Invoices to BPI Mechanical Service for HVAC Services (18- 293) Commissioner Scirocco advised services were performed before a purchase order was in place. During th the week of July 4 week the Casino’s air conditioning unit was not working and needed repair in the amount of $2,514. The Vernon Rink chiller was low on refrigerant and needed to be added in the amount of $2,021.80. Commissioner Scirocco moved and Commissioner Madigan seconded to approve payment to BPI Mechanical Services in the amount of $2,514 and $2,021.80 for a total of $4,535.80 for repairs to the chillers at the Canfield Casino and the Vernon Ice Rink. Ayes - All Discussion and Vote: Approve Payment of Invoices to Pallette Stone Corp. (18-294) Commissioner Scirocco advised invoices are a result of ordering material prior to a purchase order being in place. Page 9 of 12 City Council Meeting 8/21/18 Commissioner Scirocco moved and Commissioner Martin seconded to approve payment to Pallette Stone Corp. in the amount of $1,812.25 and $2,255.50 for a total of $4,067.75 for concrete and pre-cast curbing. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Property Access Agreement with Niagara Mohawk Power Corporation (DBA) National Grid for the Old Red Spring (18-295) Tim Wales, city engineer, advised this is an access agreement to allow contractors and workers in the right-of-way. We gave them a similar access agreement last year. Commissioner Scirocco moved and Commissioner Franck seconded to authorize the mayor to sign the property access agreement with Niagara Mohawk Power Corporation dba National Grid for the Old Red Spring. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign a Clark Patterson Lee for the East Side Storm Drainage Project (18-296) Tim Wales advised this a continuation of the east side drainage project; a capital budget project. Commissioner Scirocco moved and Commissioner Madigan seconded to authorize the mayor to sign an addendum agreement with Clark Patterson Lee for the east side drainage improvement project in the amount of $81,000. Ayes - All Discussion and Vote: Authorization for the Mayor to Sign Addendum Agreement with Stantec Consulting Services Inc., for the Nelson Avenue Drainage Project (18-297) Tim Wales advised the City has been working on drainage improvements on Nelson Avenue. Commissioner Scirocco moved and Commissioner Martin seconded to authorize the mayor to sign the addendum agreement with Stantec Consulting Group for the Nelson Avenue Drainage Project in the amount of $15,850. Ayes – All Announcement: Crescent Avenue Bridge Re-Opening Commissioner Scirocco announced the Crescent Avenue Bridge has been completed and is open again. Commissioner Scirocco moved Commissioner Madigan seconded to add item to his agenda for designated engineer services for City Hall restoration. (18-298) Ayes - All Announcement: Designated Engineering Services for City Hall Restoration Commissioner Scirocco announced Clark Patterson will provide guidance on how we put City Hall back together. They provided an estimate not to exceed $32,000 for the first task response. This will include reviewing conditions, assessing project needs, and the review of testing results. The will also work on a Page 10 of 12 City Council Meeting 8/21/18 schematic design for a floor plan; review mechanical, electrical and plumbing codes; and work on an initial budget and schedule. His hope is the insurance company will cover this expense. PUBLIC SAFETY DEPARTMENT Announcement: School Safety Public Forum Commissioner Martin announced they will be holding a public forum regarding school safety on Monday, th Sept 17 at 7 p.m. at the City Center. Set Public Hearing: To Amend Chapter 215 of the City Code, Taxicabs with Respect to Technical Consistencies Commissioner Martin set a public hearing for Tuesday, September 18, 2018 at 6:55 p.m. Announcement: Thank You to Departments for Work Regarding City Hall Fire/City Operations Commissioner Martin thanked the first responders and the command team that is leading us through this. He also thanked the Fire Department, Police Department, risk and safety, and many others. SUPERVISORS Matt Veitch Saratoga Casino Hotel Foundation Supervisor Veitch reported the Saratoga Casino Hotel Foundation grant applications are due soon. County Public Safety Committee Supervisor Veitch reported they approved a contract for renovations to the County jail; they approved their aid to defense and prosecution; and authorized contracts for the new public safety building. Soil & Water Conservation District Annual Report Supervisor Veitch reported the district was created by the Board of Supervisors in 1947. They also help with planning for farms and sold 21,000 saplings this year. Tara Gaston Health & Social Services Committee Supervisor Gaston reported Saratoga County is the healthiest county in the state. The County is now going to be the fiduciary for the County Suicide Prevention Coalition. Veterans Committee & Concert Supervisor Gaston reported the Veteran’s Committee helps veteran’s process claims and provides ride to health visits. The United States Army Field Bank is giving a free concert again this year. NYSAC Appointment Supervisor Gaston reported she was appointed to the NYSAC Public Health & Mental Health Committee. Page 11 of 12 City Council Meeting 8/21/18 White House Visit Supervisor Gaston reported all New York County officials have been invited to the White House on rd August 23 . Update: Law Library Supervisor Gaston reported the law library is closed due to the fire. ADJOURNMENT There being no further business, Mayor Kelly adjourned the meeting at 8:44 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 9/4/18 Vote: 5 - 0 Page 12 of 12