City Council

August 17, 2020 CITY OF SARATOGA SPRINGS City Council Pre-Agenda Meeting Canfield Casino 1 E. Congress Street 9:30 AM 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 9:30 a.m. PUBLIC HEARING 1. 2021-2026 Capital Program – Mayor Kelly advised the full capital budget is attached to the agenda. CONSENT AGENDA 1. Approval of 5/4/2020 Pre-Agenda Transcript 2. Approve Budget Amendment s- Insurance 3. Approve Budget Amendments – Regular (Increase) 4. Approve Budget Transfers – Regular 5. Approve Payroll 8/7/2020 $497,307.48 6. Approve Payroll 8/14/2020 $502,363.61 7. Approve Warrant – 2020 20AUG2 $1,338,782.29 8. Approve Warrant – 2020 20MWAUG1 $57,231.09 No comments. MAYOR’S DEPARTMENT Announcement: Unified Development Ordinance (UDO) – Project Update No comments. City Council Pre-Agenda Meeting August 17, 2020 Discussion and Vote: Resolution in Support of Saratoga Casino Hotel Re-Opening No comments. Discussion and Vote: Authorization for Mayor to Sign Amendment to Second Amended and Restated Declaration of Covenants and Restriction of Stephen Ethier Mayor Kelly advised Lindsay Connors provided an outline to all the commissioners this morning. Announcement: Community Development Department Now Accepting Applications for Expanded Economic Development Revolving Loan Program Mayor Kelly announced the Community Development Department is accepting applications for the economic development revolving loan program to include job retention for low to moderate income persons in addition to the original scope of job creation. This program is to businesses with 10 employees or less that can demonstrate a hardship outside the business owner’s control. Discussion and Vote: Approval to Pay Invoice for COVID Reimbursement of Zoom Service No comments. Discussion and Vote: Authorization for Mayor to Sign Intermunicipal Agreement with Saratoga County Animal Shelter Mayor Kelly advised this is an annual agreement. Discussion and Vote: 2021-2026 Requested Capital Program No comments. Mayor Kelly added an item to her agenda: Announcement - Executive Order 203. ACCOUNTS DEPARTMENT Discussion and Vote: Approval of Mold Policy Marilyn Rivers, director of risk and safety, advised this policy is a requirement of the City’s insurance carrier. This policy has been vetted through the City’s Safety Committee and taken from the EPA. Commissioner Madigan asked if this if for mitigation and prevention? Marilyn Rivers advised this has been vetted by our insurance carrier. Discussion and Vote: Authorization for the Mayor to Sign Contract with EverGreene Architectural Arts, Inc. for the 77th Regiment Memorial Marilyn Rivers advised the City’s insurance carrier is covering the full restoration of the 77th Regiment Memorial. She has been working with Commissioner Scirocco and his staff on this. Discussion and Vote: Resolution for Electronic Signature Marilyn Rivers advised this resolution will allow for the commissioner to sign warrants electronically. Discussion and Vote: Purchasing Policy and Documents Page 2 of 4 City Council Pre-Agenda Meeting August 17, 2020 Stefanie Richards, assistant purchasing agent, advised we are trying to go paperless. The Purchasing Policy has been updated to allow for electronic vouchers and requisitions. Another change is the threshold amount for obtaining quotes has increased from $1,499 to $5,000. Discussion and Vote: Resolution for official Newspaper of the City of Saratoga Springs Marilyn Rivers advised in an attempt to save money and only being required to have one official newspaper, we will be selecting only one paper as the official newspaper of the City. Discussion and Vote: Resolution to Adopt Record Retention Schedule LGS-1 Marilyn Rivers advised the retention schedule has been revised and requires adoption by the Council. Award of Bid: Sanitary Wastewater Pump Station Upgrades to Kathleen Suozzo, PE Commissioner Franck advised this award of bid is for the Department of Public Works. FINANCE DEPARTMENT Announcement: Update Saratoga Springs and Community Mask-Up Campaign Commissioner Madigan advised models have been uploaded to the agenda. Announcement: Web and Social Media Policy Update Commissioner Madigan advised she is not bringing the policy forward tomorrow night. She is just advising this policy is forthcoming. Discussion: Update Finance Department – 2021 Budget and City Finances Commissioner Madigan advised she will give an update tomorrow evening. The department budgets were due last Tuesday. Discussion and Vote: approval to Pay Invoice in the Amount of $32,198 to Mesick Cohen Wilson Baker Architects for City Hall Renovations Commissioner Madigan advised the Purchasing Department asked for them to bring this invoice to Council as it is outside the scope. The City is known for paying their bills and they want to get this one paid. Discussion and Vote: Budget Transfers – Benefits No comments. Discussion and Vote: Budget Transfers – Payroll No comments. PUBLIC WORKS DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Contract with Kathleen Suozzo, PE PLLC for Professional Services for Sanitary Wastewater Pump Station Upgrades Commissioner Scirocco advised this is for 3 pump stations. Page 3 of 4 City Council Pre-Agenda Meeting August 17, 2020 Commissioner Scirocco advised he is adding an item to his agenda: Update to the 77th Regiment Memorial. PUBLIC SAFETY DEPARTMENT Discussion and Vote: Authorization for Mayor to Sign Contract with Stalker Radar / Applied Concepts Commissioner Dalton advised this is for the purchase of 2 new message board signs. Discussion and Vote: Authorization for Mayor to Sign Amendment #3 with Axon Commissioner Dalton advised this is for new in-car cameras. Discussion and Vote: Authorization for the Mayor to Sign an Addendum with Hueber-Breuer Construction Commissioner Dalton advised this addendum is to correct the date of completion. Discussion and Vote: Authorization for Mayor to Sign an Intermunicipal Agreement with the County of Saratoga Commissioner Dalton advised this agreement is for the City’s use of the County’s parking lot on Woodlawn Avenue. SUPERVISORS Mayor Kelly advised Supervisor Veitch will not be at the Council meeting tomorrow night. She read Supervisor Gaston’s agenda items into the record as follows: COVID-19 Update, Board Meeting Report, County Investigations, and Public Forum. EXECUTIVE SESSION Mayor Kelly moved and Commissioner Franck seconded to go into executive discussion regarding proposed sale, lease or acquisition of real property where disclosure would affect value and proposed, pending, or current litigation – Article 78 at 9:48 a.m. Ayes – All City Council returned at 10:06 a.m. Mayor Kelly advised no decisions were made during the executive session to report to the public. ADJOURN Mayor Kelly adjourned the meeting at 10:06 a.m. Respectfully submitted, Lisa Ribis Clerk Approved: 9/1/2020 Vote: 5 - 0 Page 4 of 4