City Council

April 6, 2020 CITY OF SARATOGA SPRINGS City Council Pre-Agenda Meeting 9:30 AM (via Zoom) PRESENT: Meg Kelly, Mayor Michele Madigan, Commissioner of Finance John Franck, Commissioner of Accounts Anthony Scirocco, Commissioner of DPW Robin Dalton, Commissioner of DPS STAFF PRESENT: Lisa Shields, Deputy Mayor Deidre Ladd, Deputy Commissioner, Finance Maire Masterson, Deputy Commissioner, Accounts Joe O’Neill, Deputy Commissioner, DPW Eileen Finneran, Deputy Commissioner, DPS Vince DeLeonardis, City Attorney EXCUSED: Matthew Veitch, Supervisor Tara Gaston, Supervisor CALL TO ORDER Mayor Kelly called the meeting to order at 9:39 a.m. PUBLIC HEARING 1. Amendments to Chapter 225 of the City Code – Stop Intersections and Speed Limits Outside District – No comments. 2. Substantial Amendment to City CDBG Entitlement Action Plan – Mayor Kelly advised The City of Saratoga Springs is proposing the addition of a new activity under the 2019 CDBG Action Plan. HUD defines this as ‘substantial amendment’. Which requires a five-day public comment period and a public hearing. The amendment is to allow, is as follows: using federal funding awarded by HUD to our Community Block Grant Entitlement Program, the City proposes to assist Shelters of Saratoga with its efforts to move our homeless population, currently at Code Blue, from their congregate setting to the a local hotel. Funds will be reallocated from the Economic Development Revolving Loan Fund to this emergency priority project in the amount of $61,950. CONSENT AGENDA 1. Approval of 3/16/20 City Council Meeting Minutes 2. Approval of 3/17/20 City Council Meeting Minutes 3. Budget Amendment s- Regular (Increases) 4. Budget Transfers - Regular 5. Budget Amendments – Insurance 6. Approve Payroll 03/20/20 $494,484.89 7. Approve Payroll 03/27/20 $515,563.87 8. Approve Payroll 04/03/20 $646,883.34 9. Approve Payroll 04/10/20 $476,329.97 10. Approve Warrant – 2020 20MWMAR3 $110,171.62 City Council Pre-Agenda Meeting April 7, 2020 11. Approve Warrant – 2020 20MWAPR1 $2,621.95 12. Approve Warrant – 2020 20APR1 $2,986,483.76 No comments. MAYOR’S DEPARTMENT Announcement: Holding City Council Meetings Using Zoom Mayor Kelly announced the City Council will be meeting via Zoom throughout this period of social distancing. Our meetings will be live-streamed and recorded on the website as always. Members of the public can participate in the Public Hearings via Zoom. Public comments can be sent to the Council via e-mail public.comment@saratoga-springs.org. Announcement: 2020 Census Self-Reporting Reminder Mayor Kelly announced the City of Saratoga Springs’ current self-response rate is about 33%. New York State’s self-response rate is currently at 28%. We are head of the statewide average, but we would like to see that rate increase more. For census information, or to complete your census, please visit 2020census.gov. Announcement: Bronze Certified Climate Smart Community No comments. Proclamation: Federal Fair Housing Month Mayor Kelly announced the proclamation is attached to the agenda. Discussion and Vote: Civil Service Commission Appointment Mayor Kelly announced that tomorrow night she will recommend Deidre Ladd for Civil Service Commission. Discussion and Vote: Resolution Authorizing NYS DOT Master Agreement for Saratoga Springs Sidewalks Missing Links Program Mayor Kelly advised if this resolution is adopted, the New York State Department of Transportation will provide approved Federal funding reimbursements to the City for the Design work to be accomplished on the federally funded local project. Discussion and Vote: Authorization for Mayor to Sign NYSERDA Modification 23 to Agreement 39520 (Cleaner, Greener Communities Grant) Funding for the Unified Development Ordinance Mayor Kelly advised the current duration of this grant lasts until 01/31/2020. The modification in question will allow an extension of time for the project to be completed up to 3/31/2021. Discussion and Vote: SEQRA for Easement Agreement Between Franchise Oversight Board and City of Saratoga Springs Vince DeLeonardis, city attorney advised the City has heard from the state and they are deferring SEQRA Lead Agency so tomorrow evening we will conduct the environmental assessment analysis. Depending on how the SEQRA analysis turns out, we also have on the agenda the easement agreement. Following that, we will have the escrow agreement, which is the requirement that we provide a certain amount of Page 2 of 5 City Council Pre-Agenda Meeting April 7, 2020 money into an escrow account to enable OGS to oversee the ultimate construction of the firehouse, which is to be developed. Discussion and Vote: Authorization for Mayor to Sign Easement Agreement with the NYS Franchise Oversight Board for Henning Rd. Property for Fire/EMS Facility See Item #8 Discussion and Vote: Authorization for Mayor to Sign Cost Reimbursement and Escrow Agreement with the NYS Franchise Oversight Board See Item #8. Discussion and Vote: Substantial Amendment to the 2019 Community Development Block Grant Action Plan No comments. ACCOUNTS DEPARTMENT Award of Bid: Extension of Bid for Medical Supplies to Bound Tree Medical, Henry Schein, and Moore Medical No comments. FINANCE DEPARTMENT Presentation: Update: Finance Department – VLT, Financial Projections, and Processes Commissioner Madigan advised VLT aid to the City of Saratoga Springs and all municipalities outside of Yonkers has been restored to amounts budgeted, which for us is $2.3 million. Announcement: Late Fees for City, County and Delinquent School Taxes Commissioner Madigan advised they’ve looked into waiver of fees and penalties as they relate to tax bills, but so far, our legal research shows the City has no authority to waive these fees even during a State of Emergency. Discussion and Vote: Contract Termination No comments. Discussion and Vote: Approval to Pay Invoice in the Amount of $1,500.00 to LookTV Commissioner Madigan advised charges were accrued after its 2019 contract expired and before the 2020 contract was in place. Discussion and Vote: Budget Amendments – Payroll No comments. Discussion and Vote: Budget Transfers – Payroll No comments. Page 3 of 5 City Council Pre-Agenda Meeting April 7, 2020 Discussion and Vote: Budget Transfers – Benefits No comments. PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Change Order #1 with Midstate Industries, Inc. for Canfield Casino Project No comments. Discussion and Vote: Authorization for Mayor to Sign Change Order #2 with upstate Companies, LLC for DPW Dispatch Building Commissioner Scirocco advised this change order is for an upgrade in the flooring. We did get a credit for the initial flooring that was spec’d out, but apparently, the flooring wasn’t going to suffice. They had to put a different type of flooring down. Discussion and Vote: Authorization for Mayor to Sign Change Order #1 with George Martin & Son, Inc. for DPW Dispatch Building No comments. Discussion and Vote: Authorization for Mayor to Sign Intermunicipal Agreement Between the county of Saratoga and City of Saratoga for the Management of Single-Stream Recyclables Collection Commissioner Scirocco advised the City manages the recyclable collection part of the transfer station and the County pays the City $35,000 per year. Discussion and Vote: Authorization for Mayor to Sign Change Order #8 Thru #12 with DLC Electric for City Hall Renovation - Electric No comments. Commissioner Scirocco added an item to his agenda - discussion and vote to for the mayor authorization for the mayor to sign a contract with the Greenridge Cemetery Association. PUBLIC SAFETY DEPARTMENT Announcement: Virus Update No comments. Discussion and Vote: Approval to Pay Invoice to VRS Sales, Ltd. in the Amount of $2,382.10 Commissioner Dalton advised this that is for fire truck maintenance. There were just a few things that needed to be fixed and it went over the $1,499 threshold. Discussion and Vote: Authorization for Mayor to Sign Contract with Boundtree Medical, Henry Schein & McKesson for Emergency Medical Supplies No comments. Page 4 of 5 City Council Pre-Agenda Meeting April 7, 2020 Discussion and Vote: Amend Chapter 225 of the City Code, Section 225-77; Schedule XII – Stop Intersections No comments. Discussion and Vote: Approval to Encumber 2019 Capital Funds to the 2020 Capital Budget No Comments. SUPERVISORS Mayor Kelly read the supervisors’ agenda into the record as follows: Matt Veitch 1. Saratoga County OCVID-19 Response Update 2. County Public Safety Building Update Tara Gaston 1. County Meetings 2. COVID-19 Update 3. Public Forum EXECUTIVE SESSION Mayor Kelly moved and Commissioner Scirocco seconded to move into executive session to discuss issues regarding proposed, pending or current litigation is the first item. The second item is discussions regarding matters leading to appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of person personnel at 10:00 a.m. Ayes - All **Council returned from executive session at 10:30 a.m. Mayor Kelly announced an item will be added the Finance agenda as a result of the executive session. ADJOURN Mayor Kelly adjourned the meeting at 10:31a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 10/6/2020 Vote: 4 - 0 Page 5 of 5