City Council

October 15, 2019 CITY OF SARATOGA SPRINGS City Council Meeting Recreation Center 15 Vanderbilt Avenue 7:00 PM 6:45 p.m. – P.H. – 2020 Comprehensive Budget P.H. – Amend Capital Budget – Missing Links Sidewalk Project P.H. – Zoning Amendment – Wesley Community – Woodlawn Oval PUD 7:00 PM CALL TO ORDER ROLL CALL SALUTE TO FLAG PUBLIC COMMENT PERIOD / 15 MINUTES PRESENTATIONS 1. 2018 Audited Financial Statements CONSENT AGENDA 1. Approval of 10/1/19 City Council Meeting Minutes 2. Approval of 9/30/19 Pre-Agenda Meeting Minutes 3. Approve Use of Insurance Reserve Resolution #3 and #4 4. Approve Budget Amendment – Use of Insurance Reserve #3 and #4 5. Approve Budget Amendments – Regular (Increases) 6. Approve Budget Transfers – Regular 7. Approve Payroll 10/4/19 $516,773.93 8. Approve Payroll 10/11/19 $524,021.63 9. Approve Warrant – 2019 19MWOCT1 $195.75 10. Approve Warrant – 2019 19MWOCT2 $123,342.81 11. Approve Warrant – 2019 19OCT2 $1,234,324.82 MAYOR’S DEPARTMENT 1. Announcement: Geyser Road Trail 2. Discussion and Vote: Approval to Pay Invoice No. 0253854-00 in the Amount of $1,632.20 to Duke Concrete Products for the Jonathan Noonan Dugout Project at Veterans Memorial Park 3. Discussion and Vote: Approval to Pay Invoice No. 1909-284499 in the Amount of $2,164.03 to Curtis Lumber for the Jonathan Noonan Dugout Project at Veterans Memorial Park City Council Meeting 10/15/19 4. Discussion and Vote: Authorization for Mayor to Sign Change Order #2 with Postler & Jaeckler Corp. for Weibel Ice Rink Chiller 5. Discussion and Vote: Authorization for the Mayor to Sign Contract with Capturepoint, LLC, a Togetherwork Company 6. Discussion and Vote: SEQRA Evaluation for Zoning Text Amendment for Woodlawn Oval Planned Unit Development District (PUDD) (aka Wesley Community) 7. Discussion and Vote: Accept Grant Award in the Amount of $1.9 Million for Missing Links Sidewalks Project (#1270) 8. Discussion and Vote: Authorization for Mayor to Sign/Submit Earth Day Network Partnership Agreement 9. Discussion and Vote: Authorization for Mayor to Sign Addendum #3 with Goldberger and Kremer for Labor and Employment Matters to Increase Cap 10. Discussion and Vote: Easement Between the Saratoga Springs City and Saratoga Dairy, Inc. aka “Stewarts” 11. Discussion and Vote: Capital Budget Amendment – Missing Links Project (#1270) for City Sidewalks 12. Set Public Hearing: Capital Budget Amendment for Geyser Road Trail ACCOUNTS DEPARTMENT 1. Discussion and Vote: Award of Bid: Recreation Business Software to Capturepoint, LLC 2. Award of Bid: Traffic Control Signal Design and engineering Services to JMT of New York 3. Discussion and Vote: Authorization for Mayor to Sign Addendum #2 with GAR Associates, LLC for Appraisal Services 4. Discussion and Vote: Authorization for Mayor to Sign Contract with New York State Industries for the Disabled for Scanning of Paper and Microfilm of Certain City Records 5. Discussion and Vote: Establish Temporary Part Time Grant Position and Wage 6. Discussion and Vote: Authorization for Mayor to Sign Contract with New York State Industries for the Disabled for Planning Documents Phase 1 7. Discussion and Vote: Authorization for Mayor to Sign Contract with New York State Industries for the Disabled for Planning Dept. Document Phase 2 FINANCE DEPARTMENT 1. Discussion and Vote: Apprenticeship Resolution 2. Announcement: 2020 Budget Workshops 3. Discussion and Vote: Authorization for Mayor to Sign Vertiv Corporation Service Room Three-Year Support Agreement 4. Discussion and Vote: Authorization for Mayor to Sign Vertiv Corporation Power System Battery Replacement Agreement 5. Discussion and Vote: Assignment Refund of Prior Year Taxes 6. Discussion and Vote: County Distribution Recommendations 7. Discussion and Vote: Bond Resolution – Missing Links 8. Discussion and Vote: Budget Amendment – Use of Assigned Fund Balance 9. Discussion and Vote: Budget Amendment – Capital (Increase) Missing Links 10. Discussion and Vote: Budget Amendment – City Center Use of Fund Balance 11. Discussion and Vote: Budget Transfer – Insurance 12. Discussion and Vote: Budget Transfer – Payroll PUBLIC WORKS DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign 2019 Urban and Community Forestry Grant Application 2. Discussion and Vote: Approval to Pay Invoice #2396 in the Amount of $5,339 to Seaway Diving & Salvage Co. for Intake Valve Replacement 3. Discussion and Vote: Authorization for Mayor to Sign Renewal Contract with the State of New York Unified Court System Page 2 of 17 City Council Meeting 10/15/19 4. Discussion and Vote: Approval to Pay Invoice #106166 Barton & Loguidice for Professional Services on Cherry Street Project 5. Discussion and Vote: Authorization for Mayor to Sign Change Order #1 with Clark Patterson Lee for Additional Design Services for City Hall Renovation Project 6. Discussion and Vote: Authorization for Mayor to Sign Contract with Care Environmental Corporation for Household Hazardous Waste Day 7. Announcement: Proclamation Recycling Day October 26, 2019 8. Announcement: Household Hazardous Waste Collection Event October 26, 2019 9. Announcement: Sustainable Saratoga Recycles Day 2019 10. Announcement: Saratoga County Soil & Water Conservation District Tire Recycling Program 11. Announcement: Food Drive Event October 19-20, 2019 PUBLIC SAFETY DEPARTMENT 1. Discussion and Vote: Authorization for Mayor to Sign Contract with JMT of New York for Traffic Control Signal Design Work Contract 2. Discussion and Vote: Authorization to Pay Invoice in the Amount of $179,000 for New Ambulance from Gorman Emergency Vehicles 3. Discussion and Vote: Authorization for Mayor to Sign Contract with DeNooyer Chevrolet 4. Set Public Hearing: To Amend Chapter 222 of the City Code, Vacant Buildings, to Strengthen Enforcement Provisions 5. Set Public Hearing: To Amend Chapter 225 of the City Code, Vehicles & Traffic, to Clarify Compliance with State Law SUPERVISORS Matt Veitch 1. Economic Development Committee Update 2. Saratoga Casino Hotel Foundation Update 3. Year of the Senior Event Tara Gaston 1. Health & Social Services Update 2. Veterans Update 3. Upcoming Forums ADJOURN Page 3 of 17 City Council Meeting 10/15/19 October 15, 2019 CITY OF SARATOGA SPRINGS City Council Meeting Recreation Center 15 Vanderbilt Avenue 7:00 PM PRESENT: Meg Kelly, Mayor Michele Madigan, Commissioner of Finance Anthony Scirocco, Commissioner of DPW Peter Martin, Commissioner of DPS STAFF PRESENT: Lisa Shields, Deputy Mayor Lynn Bachner, 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 EXCUSED: John Franck, Commissioner of 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 HEARINGS 2020 Comprehensive Budget Mayor Kelly opened the public hearing at 6:46 p.m. Commissioner Madigan advised this public hearing will be closed this evening and a second one will be scheduled. No one spoke. Mayor Kelly closed the public hearing at 6:47 p.m. Amend Capital Budget – Missing Links Sidewalk Project Mayor Kelly opened the public hearing at 6:47 p.m. Page 4 of 17 City Council Meeting 10/15/19 Mayor Kelly advised the City has received the grant award for the Missing Links Sidewalk Project. She will be asking the Council to amend the capital budget for this project. No one spoke. Mayor Kelly closed the public hearing at 6:48 p.m. Zoning Amendment – Wesley Community – Woodlawn Oval PUD Mayor Kelly opened the public hearing at 6:48 p.m. Maryellen Rile, resident of Wesley, stated green space is important to her. The construction will occur in existing greenspace. Wesley is also important because of all the services they have. Mayor Kelly closed the public hearing at 6:50 p.m. CALL TO ORDER Mayor Kelly called the meeting to order at 7:00 p.m. PUBLIC COMMENT 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 7:01 p.m. Mike Lyons of Saratoga Springs stated he is happy with the Council’s decision to amend the apprentice resolution. Mark Mincher of Saratoga Springs stated he supports the apprenticeship resolution as written. Phil Dobie of Malta stated he also supports this resolution. Tyler Rule of South Glens Falls stated he is a member of an apprenticeship program through a contractor. He finds it very beneficial and wouldn’t have it any other way. Mayor Kelly closed the public comment period at 7:02 p.m. PRESENTATION 2018 Audited Financial Statements Brendan Kennedy presented the 2018 audited financial statement on behalf of BST. He reviewed the executive summary and advised there is a new accounting standard to adopt – GASB-75. This new standard is an amendment to GASB-45. Mr. Kennedy commented that the General Fund is in a strong position. Capital projects have been bonded in the amount of $4.6 million and the City spent about $4.2 million of that. The Water Fund is in good standing and the Sewer Fund has a slight decrease in equity. This is an indicator that it might be time for a rate increase. Page 5 of 17 City Council Meeting 10/15/19 The City Center had a decrease of $10,000 from the previous year but their cash position increased by $619,000 from the previous year. Overall, records are in order and the City is in good financial condition. (copy of report attached) CONSENT AGENDA Mayor Kelly moved and Commissioner Madigan seconded to approve the consent agenda as follows: 1. Approval of 10/1/19 City Council Meeting Minutes 2. Approval of 9/30/19 Pre-Agenda Meeting Minutes 3. Approve Use of Insurance Reserve Resolution #3 and #4 4. Approve Budget Amendment – Use of Insurance Reserve #3 and #4 5. Approve Budget Amendments – Regular (Increases) 6. Approve Budget Transfers – Regular 7. Approve Payroll 10/4/19 $516,773.93 8. Approve Payroll 10/11/19 $524,021.63 9. Approve Warrant – 2019 19MWOCT1 $195.75 10. Approve Warrant – 2019 19MWOCT2 $123,342.81 11. Approve Warrant – 2019 19OCT2 $1,234,324.82 Ayes – All MAYOR’S DEPARTMENT Announcement: Geyser Road Trail Mayor Kelly announced the Request for Proposal (RFP) was released August 26, 2019. Bid results received are under review. Discussion and Vote: Approval to Pay Invoice No. 0253854-00 in the Amount of $1,632.20 to Duke Concrete Products for the Jonathan Noonan Dugout Project at Veterans Memorial Park (19-475) Mayor Kelly advised the Noonan family along with community support raised $15,430 in honor of their son, Jonathan Noonan, towards the Veterans Memorial Park baseball dugouts. Mayor Kelly moved and Commissioner Scirocco seconded to approve payment of invoice no. 0253854-00 in the amount of $1,632.20 to Duke Concrete Products for the Johnathan Noonan dugout project at the Veterans Memorial Park, as included with this agenda. Mayor Kelly thanked DPW for their assistance in building the dugouts. Ayes – All Discussion and Vote: Approval to Pay Invoice No. 1909-284499 in the Amount of $2,164.03 to Curtis Lumber for the Jonathan Noonan Dugout Project at Veterans Memorial Park (19-476) Mayor Kelly moved and Commissioner Scirocco seconded to approve payment of invoice no. 1909- 284499 in the amount of $2,164.03 to Curtis Lumber for the Jonathan Noonan Dugout Project at the Veteran’s Memorial Park as included with this agenda. Ayes – All Page 6 of 17 City Council Meeting 10/15/19 Discussion and Vote: Authorization for Mayor to Sign Change Order #2 with Postler & Jaeckler Corp. for Weibel Ice Rink Chiller (19-477) Mayor Kelly advised this change order is for the extension of the temporary chiller at the ice rink. Mayor Kelly moved and Commissioner Scirocco seconded to authorize the mayor to sign change order #2 with Postler & Jaeckler Corp. for Weibel Ice Rink chiller as included with this agenda. Ayes – All Discussion and Vote: Authorization for the Mayor to Sign Contract with Capturepoint, LLC, a Togetherwork Company (19-478) Mayor Kelly advised this is for the purchase of software for the Recreation Department. Mayor Kelly moved and Commissioner Martin seconded to authorize the mayor to sign contract with Capturepoint, LLC, a Together Work Company, as included with this agenda. Ayes – All Discussion and Vote: SEQRA Evaluation for Zoning Text Amendment for Woodlawn Oval Planned Unit Development District (PUDD) (aka Wesley Community) (19-479) Mayor Kelly read each question of the SEQRA and proposed an answer to each. The Council was in agreement with each proposed answer to Part 2 and Part 3 (copy of SEQRA attached). Mayor Kelly moved and Commissioner Scirocco seconded that this project will result in no significant adverse impacts on the environment, and, therefore, an environmental, impact statement need not be prepared. Accordingly, this negative declaration is issued. Ayes – All Mayor Kelly moved and Commissioner Martin seconded for the mayor to add an item to her agenda for discussion and vote to approve the text amendment for the Woodlawn Oval PUD aka Wesley Community to the zoning ordinance. (19-503) Ayes – All Discussion and Vote: Approve Text Amendment for the Woodlawn Oval PUD aka Wesley Community to the Zoning Ordinance (19-504) Mayor Kelly moved and Commissioner Scirocco seconded to approve the text amendment for the Woodlawn Oval PUD aka Wesley Community to the zoning ordinance. Ayes - All Discussion and Vote: Accept Grant Award in the Amount of $1.9 Million for Missing Links Sidewalks Project (#1270) (19-480) Mayor Kelly stated this is to complete sidewalks – missing links downtown and throughout Saratoga Springs. This grant requires a match of $380,000. Mayor Kelly moved and Commissioner Martin accept the grant award in the amount of $1.9 million for Missing Links Sidewalks Project #1270 as described with this agenda. Page 7 of 17 City Council Meeting 10/15/19 Ayes - All Discussion and Vote: Authorization for Mayor to Sign/Submit Earth Day Network Partnership Agreement (19-481) Mayor Kelly stated the City has been asked to join the 50th anniversary of Earth Day by registering as a green city partner with the Earth Day Network. With this, the City agrees to provide Earth Day 2020 and Earth Day Network with digital presence on our website. Mayor Kelly moved and Commissioner Scirocco seconded to authorize the mayor to sign and submit Earth Day Partnership Agreement as included with this agenda. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Addendum #3 with Goldberger and Kremer for Labor and Employment Matters to Increase Cap (19-482) Mayor Kelly advised this addendum is to increase the cap by $25,000; from $50,000 to $75,000. Mayor Kelly moved and Commissioner Scirocco seconded to authorize the mayor to sign addendum #3 with Goldberger and Kremer for the labor and employment matters to increase the cap as included with this agenda. Ayes - All Discussion and Vote: Easement Between the Saratoga Springs City and Saratoga Dairy, Inc. aka “Stewarts” (19-483) Mayor Kelly the City and Stewarts has agreed to terminate easements no longer utilized and grant the City a new easement for vehicle and pedestrian traffic at Stewarts parcel #1 to the adjacent City parcel. Mayor Kelly moved and Commissioner Scirocco seconded to authorize the mayor to sign an easement between Saratoga Springs City and Stewarts, Inc. as included with this agenda. Ayes - All Discussion and Vote: Capital Budget Amendment – Missing Links Project (#1270) for City Sidewalks (19- 484) Mayor Kelly stated this is to amend the capital budget in the amount of $1.9 million with a matching requirement of $380,000. The City will be bonding the match. Mayor Kelly moved and Commissioner Martin seconded to approve the capital budget amendment for Missing Links Project #1270 for City sidewalks as described with this agenda. Roll Call: Commissioner Madigan – Aye Commissioner Scirocco – Aye Commissioner Martin – Aye Mayor Kelly - Aye Set Public Hearing: Capital Budget Amendment for Geyser Road Trail Mayor Kelly set a public hearing for Monday, November 4, 2019 at 6:45 p.m. Page 8 of 17 City Council Meeting 10/15/19 Mayor Kelly advised all the next City Council meeting will be held on Monday, November 4, 2019 due to Election Day being on the normally scheduled City Council day. ACCOUNTS DEPARTMENT Commissioner Madigan read Commissioner Franck’s agenda in his absence. Discussion and Vote: Award of Bid: Recreation Business Software to Capturepoint, LLC (19-485) Commissioner Madigan moved and Commissioner Martin seconded to award the bid for Recreation Business Software to Capturepoint, LLC in the amount not to exceed $21,000. Ayes - All Award of Bid: Traffic Control Signal Design and engineering Services to JMT of New York (19-486) Commissioner Madigan moved and Commissioner Martin seconded to award the bid for Traffic Control Signal Design and Engineering to JMT of New York in the amount not to exceed $10,600. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Addendum #2 with GAR Associates, LLC for Appraisal Services (19-487) Commissioner Madigan advised this addendum is to increase the contract amount by $30,000. Commissioner Madigan moved and Commissioner Martin seconded to authorize the mayor to sign addendum #2 with GAR Associates, LLC as distributed with the agenda. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Contract with New York State Industries for the Disabled for Scanning of Paper and Microfilm of Certain City Records (19-488) Commissioner Madigan advised this project is part of the City’s capital project to digitize records and reduce the need for record storage. Commissioner Madigan moved and Commissioner Martin seconded to authorize the mayor to sign a contract with the New York State Industries for the Disabled for a City-funded project, which includes the scanning of paper retirement records; scanning paper payroll records; scanning assessment and tax rolls; and to scan microfilm of tax and assessment rolls in the amount not to exceed $14,025.92. Ayes - All Discussion and Vote: Establish Temporary Part Time Grant Position and Wage (19-489) Commissioner Madigan advised this position is part of the grant-funded project for scanning. This position will prepare and organize Planning documents for scanning and will be in effect until the end of the project – June 30, 2020. Most of the work done by this position will be during the year 2019. Commissioner Madigan moved and Commissioner Scirocco seconded for the City Council to approve the creation of a grant-funded position - Temporary Clerk - to work a maximum of 194 hours at $12.50 per hours. Page 9 of 17 City Council Meeting 10/15/19 Ayes - All Discussion and Vote: Authorization for Mayor to Sign Contract with New York State Industries for the Disabled for Planning Documents Phase 1 (19-490) Commissioner Madigan advised the New York State Industries for the Disabled is a preferred source vendor and is required to have their contracts funneled through the New York State Office of General Services if their contracts are a value of $50,000 or greater. To save time and not have to go through this process, two contracts were created – one for large format documents and one for small format documents. Commissioner Madigan moved and Commissioner Scirocco seconded for the City Council to authorize the mayor to sign a contract with the New York State Industries for the Disabled for Phase 1 of a grant-funded project to scan large format documents of Planning Board case files in an amount not to exceed $42,180. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Contract with New York State Industries for the Disabled for Planning Dept. Document Phase 2 (19-491) Commissioner Madigan advised this item is the second contract mentioned in the previous agenda item and is for the small format documents. Commissioner Madigan moved and Commissioner Scirocco seconded for the City Council to authorize the mayor to sign a contract with the New York State Industries for the Disabled for Phase 2 of a grant-funded project to scan small format documents of Planning Board case files in the amount not to exceed $26,040. Ayes - All FINANCE DEPARTMENT Discussion and Vote: Apprenticeship Resolution (19-492) Commissioner Madigan provided an outline of the changes to the apprenticeship resolution. The resolution is as follows: REQUIRING CONTRACTORS AND SUBCONTRACTORS ON CITY OF SARATOGA SPRINGS CONSTRUCTION PROJECTS OF $200,000 OR MORE TO PROVIDE APPRENTICESIP TRAINING PROGRAMS Amended October 15, 2019 WHEREAS, Current New York State Law does not compel any governmental entity that is party to a construction contract to require that any contractors or sub-contractors participate in apprenticeship training programs approved by the State Commissioner of Labor; and WHEREAS, the New York State Legislature adopted Article 23 of the New York State Labor Law in 1961, to authorize the State Commissioner of Labor to develop standards for apprenticeship training and a process for certifying programs which meet said standards; and WHEREAS, the promotion of apprenticeship training programs expands the pool of skilled workers by providing many residents the means to earn a decent living and creates opportunities for local residents, thereby fostering the local and regional economy; and WHEREAS, legislation has been offered and signed into law in the State Senate (S.5355-A) and the State Assembly (A.8612-A) to amend the labor law which grants governmental entities the authority to require contractors and sub-contractors, parties to construction contracts within the City of Saratoga Springs, to have an Approved New York State Apprenticeship Program; and WHEREAS, it is the belief of this Council that these apprenticeship programs are a valuable tool to provide training opportunities for young people in the skilled construction trades and help them secure a promising future; and WHEREAS, it is in the best interest of the City of Saratoga Springs to afford opportunities for training in the appropriate building trades on City of Saratoga Springs construction projects and more under the provisions of Section 816-b of New York State Labor Law; and WHEREAS, the City of Saratoga Springs desires to implement the aforementioned labor law addition, new Section 816-b, which further provides authority to governmental entities to require that before entering into a construction contract with a contractor or sub- Page 10 of 17 City Council Meeting 10/15/19 contractor, the contractors must have an Approved New York State Apprenticeship Program by the New York State Commissioner of Labor; Now Therefore Be It: RESOLVED, that the City of Saratoga Springs hereby establishes its policy to promote apprenticeship training as authorized by Section 816-b of the New York State Labor Law; and be it further RESOLVED, the term “construction contract” shall mean any contract which involves the construction, reconstruction, improvement, rehabilitation, installation, alteration, renovation, demolition, or otherwise providing for any building, facility, physical structure, utility or surface improvement, including roads, trails, pathways and/or bridges; and be it further RESOLVED, the terms “contractor or sub-contractor” shall mean a contractor or sub-contractor of any tier which directly employs labor under a construction contract for which an apprenticeship program has been approved by the New York State Commissioner of Labor in accordance with Article 23 of the New York State Labor Law; and be it further RESOLVED, that the City of Saratoga Springs hereby requires any contractor on a project in excess of $200,000.00 aggregate, at the time of bid date, or submission of quote, and prior to entering into a construction contract with the City of Saratoga Springs, or any sub- contractor on such a project with a sub-contract in excess of $50,000.00 aggregate, at the time of bid date, or submission of quote, and prior to entering into a sub-contract with a contractor who has a construction contract with the city of Saratoga Springs on a project in excess of $200,000.00 aggregate, to have apprenticeship agreements traditionally and historically appropriate for the type and scope of work to be performed, which have been registered with, and approved by, the New York State Commissioner of Labor, and which have a graduation rate of at least thirty percent (30%); and be it further RESOLVED, that the City of Saratoga Springs shall promulgate such rules and regulations as necessary and appropriate for the implementation and enforcement of any provisions of this resolution; and be it further RESOLVED, that this Resolution shall apply to construction contracts on or after the effective date of October 15, 2019, but shall not apply to construction contracts which have been entered into through cooperative procurement efforts (“piggyback”); and be it further RESOLVED, that if any clause, sentence, paragraph, subdivision, section or part of the resolution or the application thereof to any person, individual, corporation, firm, partnership, entity, or circumstance, shall be adjudged by any court of competent jurisdiction to be invalid or unconstitutional, such order or judgment shall not affect, impair, or invalidate the remainder thereof, but shall be confined in its operation to the clause, sentence, paragraph, subdivision, section or part of this resolution, or in its application to the person, individual, corporation, firm, partnership, entity or circumstance, directly involved in the controversy in which such judgment or order shall be rendered; and be it further RESOLVED, that this Resolution supersedes all prior resolutions affecting or relating to apprenticeship training programs. Commissioner Madigan moved and Commissioner Scirocco seconded to approve the apprenticeship resolution as included with the agenda. Ayes - All Announcement: 2020 Budget Workshops Commissioner Madigan advised the budget workshops are scheduled for Tuesday, October 22 nd and Thursday, October 24th. The times may need to change as she is trying to accommodate everyone’s schedule. Discussion and Vote: Authorization for Mayor to Sign Vertiv Corporation Service Room Three-Year Support Agreement (19-493) Commissioner Madigan advised this is a preventative maintenance and emergency contract. Commissioner Madigan moved and Commissioner Scirocco seconded to authorize the mayor to sign Vertiv Corporation server room three-year support agreement as included with the agenda. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Vertiv Corporation Power System Battery Replacement Agreement (19-494) Commissioner Madigan advised this agreement is for the replacement of 2,000 pounds of batteries in the battery backup system. Commissioner Madigan moved and Commissioner Martin seconded to authorize the mayor to sign Vertiv Corporation power system battery replacement agreement as included with the agenda. Page 11 of 17 City Council Meeting 10/15/19 Ayes - All Discussion and Vote: Assignment Refund of Prior Year Taxes (19-495) Commissioner Madigan stated this is to adjust the amount in the City’s assignment for the refund of prior year taxes. Refunds may be required when legal cases for re-assessment are settled. The exposure is estimated to be $389,717 and as of 8/9/19, there was a balance of $146,608; less than 50% of the outstanding tax refund exposure. An additional $48,249 needs to be added to the assignment; brining the balance to $194,858.50. She is recommending the money come from the General Fund – Unassigned Fund Balance and be added to the Assignment for Prior Year Taxes. Commissioner Madigan moved and Commissioner Scirocco seconded to move $48,349.64 from the General Fund – Unassigned Fund Balance and add it to the assignment refund of prior year taxes as described with the agenda. Ayes - All Discussion and Vote: County Distribution Recommendations (19-496) Commissioner Madigan stated the County will be sharing tipping fees generated by its landfill in the Town of Northumberland in the amount of $118,492.25. As this is approximately $20,000 more than originally announced, she suggests the additional funds be added to the assignment for trails. Her current recommendations include the purchase of two electric vehicles to replace vehicles over 12 years old; create and contribute to a trail maintenance assignment; and increase the general fund contingency. Commissioner Madigan moved and Commissioner Martin seconded to approve the County distribution recommendations as included with the agenda. Ayes - All Discussion and Vote: Bond Resolution – Missing Links (19-497) Commissioner Madigan advised the bond resolution is to give finance the authority to bond $380,000 as a match for the missing link sidewalk program. Commissioner Madigan moved and Commissioner Martin seconded approve the bond resolution – missing links as included with the agenda. Roll Call: Commissioner Madigan – Aye Commissioner Scirocco – Aye Commissioner Martin – Aye Mayor Kelly – Aye Discussion and Vote: Budget Amendment – Use of Assigned Fund Balance (19-498) Commissioner Madigan advised $25,000 of assigned fund balance was appropriated at the last Council meeting for Code Blue. Payments will be made once documentation is received. Assignment was created to assist Shelters of Saratoga with costs associated with their Code Blue facility over the next two years such as rent, upkeep, winterization, and any related expenses not covered by the state. The total amount of the assignment is $50,000; after this budget amendment, $25,000 will remain. Commissioner Madigan moved and Commissioner Martin seconded to approve the budget amendment – use of assigned fund balance as included with the agenda. Ayes - All Page 12 of 17 City Council Meeting 10/15/19 Discussion and Vote: Budget Amendment – Capital (Increase) Missing Links (19-499) Commissioner Madigan moved and Commissioner Martin approve budget amendment - capital increase missing links as included with the agenda. Ayes - All Discussion and Vote: Budget Amendment – City Center Use of Fund Balance (19-500) Commissioner Madigan moved and Commissioner Scirocco seconded to approve the budget amendment – City Center use of fund balance as included with the agenda. Ayes - All Discussion and Vote: Budget Transfer – Insurance (19-501) Commissioner Madigan moved and Commissioner Martin seconded to approve the budget transfer – insurance as included with the agenda. Ayes - All Discussion and Vote: Budget Transfer – Payroll (19-502) Commissioner Madigan moved and Commissioner Martin seconded to approve budget transfers – payroll as distributed with the agenda. Ayes - All PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign 2019 Urban and Community Forestry Grant Application (19-505) Commissioner Scirocco advised the Department of Public Works is in the process of filing a grant application for the 2019 Community Forestry Grant Program through the DEC. This grant does not require a match. This grant is to do an inventory of City trees and develop a forestry management plan. Commissioner Scirocco moved and Commissioner Martin seconded to authorize the mayor to sign the 2019 Urban and Community Forest Grant application. Ayes - All Discussion and Vote: Approval to Pay Invoice #2396 in the Amount of $5,339 to Seaway Diving & Salvage Co. for Intake Valve Replacement (19-506) Commissioner Scirocco advised this invoice is for diving service at the Water Treatment Plant. Commissioner Scirocco moved and Commissioner Martin seconded to pay invoice number 2396 in the amount of $5,339 to Seaway Diving & Salvage Company for replacement of two intake valves. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Renewal Contract with the State of New York Unified Court System (19-507) Page 13 of 17 City Council Meeting 10/15/19 Commissioner Scirocco stated this is annual agreement between the City and the State of New York. The proposed budget is $18,050. Commissioner Scirocco moved and Mayor Kelly seconded to authorize the mayor to sign the renewal agreement with New York State Unified Court System for the period of April 1, 2019 to March 31, 2020 in the amount of $18,050. Ayes - All Discussion and Vote: Approval to Pay Invoice #106166 Barton & Loguidice for Professional Services on Cherry Street Project (19-508) Commissioner Scirocco advised this invoice is for the review of project documents and project management services in the amount of $3,169. The city engineer approved the work prior to having a purchase order in place. Commissioner Scirocco moved and Commissioner Madigan seconded to approve to pay invoice 106166 to Barton and Loguidice for professional services at 18 Cherry Street project in the total amount of $3,169. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Change Order #1 with Clark Patterson Lee for Additional Design Services for City Hall Renovation Project (19-509) Commissioner Scirocco advised this is for work related to the administration area of the Police Department. With the abatement of asbestos in this area, it caused the area to almost be gutted, designed, and area renovated. Commissioner Scirocco moved and Commissioner Martin seconded for the mayor to sign change order #1 with Clark Patterson Lee for additional design services for City Hall renovation project in the amount of $25,000. Ayes – All Discussion and Vote: Authorization for Mayor to Sign Contract with Care Environmental Corporation for Household Hazardous Waste Day (19-510) Commissioner Scirocco stated this contract is for the collection of household hazardous waste in the amount not to exceed $18,000. Commissioner Scirocco moved and Commissioner Madigan seconded for the mayor to sign a contract with Care Environmental Corporation not to exceed $18,000 for household hazardous waste day. Ayes - All Announcement: Proclamation Recycling Day October 26, 2019 Commissioner Scirocco read the following proclamation into the record: A PROCLAMATION OF THE CITY OF SARATOGA SPRINGS, NEW YORK WHEREAS, the City of Saratoga Springs recognizes the importance of promoting responsible activities that encourage a sustainable community; and WHEREAS, the repurposing and recycling of discarded materials in an efficient and environmentally responsible manner is of paramount importance to protecting the environment; and Page 14 of 17 City Council Meeting 10/15/19 WHEREAS, it is a great benefit for the community to develop programs and procedures that encourage the participation of all citizens in safely collecting and disposing of a wide variety of common recyclables; and WHEREAS, on October 26, two events will take place in Saratoga Springs to address the important task of community recycling. The Department of Public Works will conduct a Household Hazardous Waste Collection Day at the Weibel Avenue Ice Rink, and Sustainable Saratoga will hold a Saratoga Recycles Day at the Saratoga Performing Arts Center, and WHEREAS, these two programs have been extremely successful in encouraging citizens to dispose of unwanted materials, and in providing a safe environment for collection, sorting and processing of various items. The Department of Public Works is pleased to join with Sustainable Saratoga in publicizing these two events, NOW, THEREFORE, the City of Saratoga Springs Department of Public Works supports and encourages all citizens to participate in the collection and disposal of all recyclables on October 26. Details about times, locations, and types of materials that will be accepted is available now on the City’s website. I, Anthony “Skip” Scirocco, Commissioner of Public Works, hereby proclaims Saturday, October 26, 2019 as; COMMUNITY RECYCLING DAY Commissioner Scirocco also announced Sustainable Saratoga is holding a recycling event on the same day at SPAC and are collecting items different from the City. Announcement: Household Hazardous Waste Collection Event October 26, 2019 Commissioner Scirocco announced the City will be holding a household hazardous waste collection on October 26, 2019 for City residents. Proof of residency is required and residents must pre-register. Announcement: Sustainable Saratoga Recycles Day 2019 Commissioner Scirocco announced Sustainable Saratoga is also holding a recycling day on October 26, 2019 at SPAC. Information on items they are collecting can be found on their web page. Announcement: Saratoga County Soil & Water Conservation District Tire Recycling Program Commissioner Scirocco announced the County is holding a tire-recycling day on October 29, 2019 from 4 p.m. – 6 p.m. behind the Malta Town Offices. Announcement: Food Drive Event October 19-20, 2019 Commissioner Scirocco announced St. Paul’s Lutheran Church is holding its first community wide food drive at the Weibel Avenue Ice Rink. Residents can drop off non-perishable food items. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Contract with JMT of New York for Traffic Control Signal Design Work Contract (19-511) Commissioner Martin stated this will be for the future replacement of the traffic light at the intersection of Broadway and Lake Avenue/Church Street. Commissioner Martin moved and Commissioner Scirocco seconded to authorize the mayor to sign a professional services contract with JMT of New York, Inc. capped at $10,600 for traffic control signal design and engineering services. Ayes - All Discussion and Vote: Authorization to Pay Invoice in the Amount of $179,000 for New Ambulance from Gorman Emergency Vehicles (19-512) Commissioner Martin advised this invoice is for a new ambulance purchased in March 2019. The invoice is in the amount of $179,128. Page 15 of 17 City Council Meeting 10/15/19 Commissioner Martin moved and Commissioner Scirocco seconded to authorize payment of $179,128 to Gorman Emergency Vehicles to satisfy an invoice for an ambulance. Ayes - All Discussion and Vote: Authorization for Mayor to Sign Contract with DeNooyer Chevrolet (19-513) Commissioner Martin advised this is for the purchase of a 2020 Chevrolet Silverado 1500 pick-up truck for the Traffic Department. The contract is in the amount of $33,692.50. Commissioner Martin moved and Commissioner Scirocco seconded to authorize the mayor to sign a contract with DeNooyer Chevrolet in the amount of $33,692.50 for the purchase of a truck for the Traffic Department. Ayes - All Set Public Hearing: To Amend Chapter 222 of the City Code, Vacant Buildings, to Strengthen Enforcement Provisions Commissioner Martin set a public hearing for Monday, November 4, 2019 at 6:50 p.m. Set Public Hearing: To Amend Chapter 225 of the City Code, Vehicles & Traffic, to Clarify Compliance with State Law Commissioner Martin set a public hearing for Monday, November 4, 2019 at 6:50 p.m. Commissioner Madigan moved and Commissioner Martin seconded for her to add an item to her agenda regarding the second public hearing for the budget. (19-514) Ayes – All Set Public Hearing: 2020 Comprehensive Budget – Second Public Hearing Commissioner Madigan set a public hearing for Monday, November 4, 2019 at 6:45 p.m. SUPERVISORS Matt Veitch Economic Development Committee Update Supervisor Veitch reported the Chamber of Commerce reported occupancy tax is equal or up slightly from last year. The Chamber made a budget request of $375,000 for 2020. The Saratoga County Prosperity Partnership is getting ready for the Next Wave Communities. They asked for $550,000 in occupancy tax; SEDC asked for $150,000 in occupancy tax. The Southern Saratoga County Chamber came forward with a budget request of $40,000. Saratoga Casino Hotel Foundation Update Supervisor Veitch reported they met on October 10, 2019. The Foundation received 44 requests for funding for a total of $128,713. They get approximately $30,000 in funding from the Casino Hotel and the Horsemen Association; therefore, being able to fill 23 requests for a total of $28,000. A presentation will be held on October 27, 2019 to award the grants. Page 16 of 17 City Council Meeting 10/15/19 Year of the Senior Event Supervisor Veitch reported a fall festival will be held at the Milton Town Park on October 25, 2019. It is open to all seniors age 60 and older. Tara Gaston Health & Social Services Update Supervisor Gaston reported the Mental Health Resolution remains on their agenda. The Public Health Department received the Rural Impact Challenge Award. Also, there will be a presentation on vaping and adolescence at the Maple Avenue Middle School on October 22, 2019. Veterans Update Supervisor Gaston reported veterans went through a 100-day veterans health program. Some veterans who went through the program gained sobriety. She also put forth a resolution to recognize veteran caregivers. Upcoming Forums Supervisor Gaston reported she will be holding forums at the library on November 21, 2019 from 5 p.m. – 7 p.m.; November 24, 2019 from 2 p.m. – 4 p.m.; and December 2, 2019 from 5 p.m. – 7 p.m. on public transportation, housing, and the County budget. ADJOURNMENT There being no further business, Mayor Kelly adjourned the meeting at 8:31 p.m. Respectfully submitted, Lisa Ribis Clerk Approved: 11/4/19 Vote: 5 - 0 Page 17 of 17