City Council

TROY CITY COUNCIL FINANCE COMMITTEE AGENDA June 20, 2019 6:00 P.M. Pledge of Allegiance Roll Call Public Forum Mayor’s Report on Troy Police Department Vacancies LOCAL LAWS 2. Local Law Amending The Troy City Charter (Council President Mantello, Council Member Gulli) **For introduction only. ORDINANCES 49. Ordinance Adopting The City Of Troy Grant Accounting Policies And Procedures (Council President Mantello) (At The Request Of The Administration) 50. Ordinance Amending The Special Grants Fund Budget (Council President Mantello) (At The Request Of The Administration) 51. Ordinance Amending The City Of Troy Cash Receipts Policy (Council President Mantello) (At The Request Of The Administration) 52. Ordinance Adopting The City Of Troy Credit Card Policy – Police Department (Council President Mantello) (At The Request Of The Administration) 53. Ordinance Transferring Funds Within The 2019 General Fund Budget (Council President Mantello) (At The Request Of The Administration) RESOLUTIONS 40. Resolution Authorizing The Mayor To Execute A “Y” Parking Lot Use Agreement With 33 Second Street (Council President Mantello) (At The Request Of The Administration) 41. Resolution Authorizing The Mayor To Execute An Agreement With Rensselaer County Sewer District No. #1 For Utilizing The City's Computerized Water And Sewer Billing And Collection System (Council President Mantello) (At The Request Of The Administration) 42. Resolution Authorizing The Mayor To Execute An Agreement With The Mohawk Hudson Humane Society (Council President Mantello) (At The Request Of The Administration) TABLED LEGISLATION 2019 2. Bond Resolution Of The City Of Troy, New York, Authorizing The Issuance Of An Additional $300,000 Serial Bonds To Finance The Rehabilitation Of Powers Park. Tabled 7 ayes, 0 nos, Finance Meeting, January 10. 35. Ordinance Amending The Code Of The City Of Troy: Section 83-5 C (Council President Mantello). Tabled 7 ayes, 0 nos, Finance Meeting, April 18. From: Carmella To: Mara.Drogan Subject: Finance Mtg Date: Friday, June 14, 2019 9:03:08 AM Mara Pls add this letter to the finance agenda and as an item to discuss pls put Mayor's report for vacancies on TPD. Thanks Patrick I am very much concerned about the current number of vacancies on the Troy Police Department, and the effect it may have on public safety. Therefore, I am requesting that you provide the following information for next week's Finance Committee Meeting: 1) Actual number of current vacancies in TPD. 2) How long each of these positions have been vacant 3) How much has the city saved by not filling these vacancies 4) What is your plan and timeframe for filling these vacancies Thank you. Your response is most appreciated. Carmella Carmella R. Mantello City Council President City of Troy Sent from my iPhone  LAW2 LOCAL LAW AMENDING THE TROY CITY CHARTER BE IT ENACTED, by the City Council of the City of Troy, as follows: SECTION 1: Part 5 in Miscellaneous Provisions of the Troy City Charter is amended to read as follows: Article XVI Prohibition of designating Troy a Sanctuary City §C-65: The Troy City Council and Mayor shall be prohibited from taking any action designating Troy as a Sanctuary City or establishing policies that would be commensurate with Troy being a Sanctuary City. SECTION 2. Pursuant to § C – 25 of the Troy City Charter, a Local Law amending the charter shall not be acted upon by the City Council until it shall have been the subject of at least three public hearings after introduction. SECTION 3. The three public hearings required by § C – 25 shall be scheduled as follows: SECTION 4. Pursuant to NYS Municipal Home Rule law, this shall be subject to a mandated referendum on November 5, 2019 by the Rensselaer County Board of Elections. SECTION 5. This Local Law shall take effect after filing of same with the Office of the Secretary of State. Approved as to form, June 20, 2019 ______________________________________ James A. Caruso, Esq., Corporation Counsel  Memo in Support Local Law which would prohibit designating Troy as a Sanctuary City. This Local Law will be subject to at least three public hearings and a vote of Troy residents in November 2019. The City Council will hold neighborhood public hearings around the city to allow maximum public input and discussion on this Local Law. Following the public hearings, the City Council will have to vote to put this proposal on the ballot. We would hope all Council Members would support putting this local law on the ballot so the residents of Troy can decide whether or not they want Troy to be a Sanctuary City. Carmella R. Mantello City Council President City of Troy  ORD49 ORDINANCE ADOPTING THE CITY OF TROY GRANT ACCOUNTING POLICIES AND PROCEDURES The City of Troy, convened in City Council, ordains as follows: Section 1. The City of Troy Grant Accounting Policies and Procedures is herein adopted as set forth in Schedule A entitled: City of Troy, New York Grant Accounting Policies And Procedures which is attached hereto and made a part hereof Section 2. This act will take effect immediately. Approved as to form June 20, 2019 James A. Caruso, Corporation Counsel  ORD49 Memo In Support The City Comptroller’s Office is currently in the process of updating and/or creating new policies to clarify policies and procedures within the office. This ordinance adopts the policies and procedures to account for grant related revenues and expenditures received from both the federal and state government. The policies and procedures outlined are in compliance with required regulations the City must follow and also conform to the current practices followed. This document is intended to memorialize the policies and procedures used.  ORD49 City of Troy, New York Grant Accounting Policies And Procedures Created July 2019 Grant Accounting Policies And Procedures Page 1  ORD49 Contents Section 1 Scope & Objectives Section 2 Grant Acceptance and Establishing Budget Accounts Section 3 Recording of Purchase Orders and Vouchers Section 4 Reimbursements Section 5 Federal Financial Reports (FFR) and Progress Reports Section 6 Cash Management of Grant Funds Section 7 Grant Closeout Section 1 – Scope & Objectives This policy is to outline the procedure used in the accounting of grant revenues and expenditures within the City of Troy (“the City”) for all employees and department heads of the City involved in grants. This is intended for all federal and state grants the City receives. The primary objective is to ensure that a consistent, practical and efficient procedure is in place for all City departments to use in the grant process. Section 2 – Grant Acceptance and Establishing Budget Accounts Once the City is awarded grant funding the award letter and other supporting documentation is to be sent to the City Comptroller’s office within five (5) business days of receipt. Included in the supporting documentation there shall be a project budget related to the grant outlining the total cost of expenditures, the type of expenditure, the total grant award, the local share if applicable and the source of the local match. Upon receipt the City Comptroller’s Office will draft legislation for the City Council to approve accepting the grant funds. Every expenditure account related to grants shall have a separate expenditure account to allow for tracking of total expenditures for state and federal grants. This shall also be applicable for all revenue sources related to the grant; therefore if a grant has a local source there will also be a separate account if the grant activity is recorded outside of the fund that the local source derives from. For example if the project occurs in the Capital Projects Fund with a local match being provided from the General Fund there shall be an account recognizing the revenue from the General Fund specific to the grant in the Capital Projects Fund. All revenue and expenditure accounts shall have a unique identifying number for each account allowing for reporting in one (1) report of all project revenues and expenditures exclusive of any other accounts. Upon the City Council both accepting the grant funds and approving the accounts the City Comptroller’s Office shall record the budget within the City’s accounting system. Grant Accounting Policies And Procedures Page 2  ORD49 Section 3 – Recording of Purchase Orders and Vouchers All purchase orders and vouchers relating to the costs of the grant shall be recorded within the specific account as outlined in Section 2. These requisitions and vouchers shall be generated by the originating department of the grant. Section 4 – Reimbursements When a grant can be reimbursed on a quarterly basis the City shall prepare the applicable reimbursement form and supporting documentation for submission within thirty (30) days after quarter-end. When a grant does not have restrictions as to when a reimbursement request can be submitted the City shall prepare the applicable reimbursement form(s) and supporting documentation within ten (10) business days after the City pays a vendor. The department who monitors the grant shall be responsible for submitting the reimbursement and shall also send a copy of the reimbursement package to the City Comptroller’s Office for their records unless otherwise mutually agreed upon that the City Comptroller’s Office will submit the reimbursement. Section 5 – Federal Financial Reports (FFR) and Progress Reports The department whom submits reimbursements shall also be responsible for the preparation and filing of any applicable Federal Financial Reports (FFR) or other financial reports. The department whom the purpose of the grant is for shall be responsible for the preparation and filing of any applicable progress reports. All FFR and progress reports shall be filed on or before any applicable due dates. Section 6 – Cash Management of Grant Funds The City Comptroller’s Office shall be responsible for managing the cash of all grant funds. The following are the guidelines to be used depending on four (4) circumstances: 1. In the event that the grant is recorded within a governmental fund (General, Water, Sewer or Garbage Fund) and the funding received is from a reimbursement of previously paid expenses then monies are to be deposited in a bank account specific to that fund. 2. In the event that the grant is recorded within a governmental fund (General, Water, Sewer or Garbage Fund) and the funding received is in advance of paying expenses then monies are to be deposited in a bank account specific to that grant. This bank account shall only hold monies specific to the grant and will be considered a trust account. 3. In the event that the grant is recorded within the Capital Projects Fund or Special Grants Fund and the funding received is from a reimbursement of previously paid expenses then monies are to be deposited in a bank account specific to that fund. 4. In the event that the grant is recorded within the Capital Projects Fund or Special Grants Fund and the funding received is in advance of paying expenses then monies are to be deposited in a bank account specific to that grant. This bank account shall only hold monies specific to the grant and will be considered a trust account. Grant Accounting Policies And Procedures Page 3  ORD49 In the instance(s) where funding is received in advance of the City using the funding the City shall within a reasonable time period expend the funds and not hold the funds for future use. A reasonable time period shall be determined on the type of grant and what the grant funds are for. Section 7 – Grant Closeout Subsequent to the conclusion of the project associated with the grant, the department who the grant was for shall be responsible for completing the necessary grant close out procedure and/or documentation as outlined by the applicable grant. In the event that the grant’s accounting of revenues and expenditures is within the Special Grants Fund or Capital Project Fund the close out documentation shall be sent to the City Comptroller’s Office. Subsequent to the receipt of this documentation legislation will be drafted to close the project’s accounts for consideration the by Troy City Council. Grant Accounting Policies And Procedures Page 4  ORD50 ORDINANCE AMENDING THE SPECIAL GRANTS FUND BUDGET The City of Troy, convened in City Council, ordains as follows: Section 1. The City of Troy 2019 budget is herein amended as set forth in Schedule A entitled: July 2019 Budget Amendments – 2019/20 Grant Year Account Setup which is attached hereto and made a part hereof Section 2. This act will take effect immediately. Approved as to form, June 20, 2019 James A. Caruso, Corporation Counsel  ORD50 MEMO IN SUPPORT This ordinance establishes the budgetary accounts for the 2019-20 funding for the CDBG, ESG and HOME Programs as previously passed by the Troy City Council.  Schedule A ORD50 July 2019 Budget Amendments – 2019/20 Grant Year Account Setup Original Change Revised Department Account No. Description Budget* (+/-) Budget CDBG Revenues CDBG CD.8000.4910.2000.2019 Federal Aid 0.00 1,781,861.00 1,781,861.00 Expenditures CDBG CD.2019.0400.2000.2901 CDBG Admin 0.00 292,624.00 292,624.00 CDBG CD.2019.0400.2000.2908 Code Enforcement Admin 0.00 270,000.00 270,000.00 CDBG CD.2019.0400.2000.3014 South Troy Reinvestment Area 0.00 1,219,237.00 1,219,237.00 Net Impact On Special Grants Fund 0.00 ESG Revenues ESG CD.8000.4910.4000.2019 Federal Aid 0.00 149,069.00 149,069.00 Expenditures ESG CD.2019.0400.4000.4131 Homeless Prevention 0.00 36,596.00 36,596.00 ESG CD.2019.0400.4000.4132 Homeless Shelter 0.00 79,011.00 79,011.00 ESG CD.2019.0400.4000.4133 Rapid Rehousing 0.00 12,282.00 12,282.00 ESG CD.2019.0400.4000.4134 Homesless Management Information System 0.00 10,000.00 10,000.00 ESG CD.2019.0400.4000.4135 ESG Admin 0.00 11,180.00 11,180.00 Net Impact On Special Grants Fund 0.00 HOME Revenues HOME CD.8000.4910.5000.2019 Federal Aid 0.00 406,222.40 406,222.40 Expenditures HOME CD.2019.0400.5000.5170 City Home Admin 0.00 35,000.00 35,000.00 HOME CD.2019.0400.5000.5175 HIP Program 0.00 100,000.00 100,000.00 HOME CD.2019.0400.5000.5179 CDDO Housing Project 0.00 271,222.40 271,222.40 Net Impact On Special Grants Fund 0.00 * Or as previously amended  ORD50 2019-20 Allocations CDBG Acct # Project Description Current Authorization CD.2019.0400.2000.2901 CONTRACTUAL EXPENSE.CDBG PROG.CDBG ADMIN $292,624.00 CD.2019.0400.2000.2908 CONTRACTUAL EXPENSE.CDBG PROG.CODE ENFORCE ADMIN $270,000.00 CD.2019.0400.2000.3014 CONTRACTUAL EXPENSE.CDBG PROG.SO TROY REINVESTMENT AREA $1,219,237.00 $1,781,861.00 ESG Acct # Project Description Current Authorization CD.2019.0400.4000.4131 CONTRACTUAL EXPENSE.ESG PROG.HOMELESS PREVENTION $36,596.00 CD.2019.0400.4000.4132 CONTRACTUAL EXPENSE.ESG PROG.HOMELESS SHELTER $79,011.00 CD.2019.0400.4000.4133 CONTRACTUAL EXPENSE.ESG PROG.RAPID REHOUSING $12,282.00 CD.2019.0400.4000.4134 CONTRACTUAL EXPENSE.ESG PROG.HOMELESS MGT INFO SYSTEM $10,000.00 CD.2019.0400.4000.4135 CONTRACTUAL EXPENSE.ESG PROG.ADMINISTRATION $11,180.00 $149,069.00 HOME Acct # Project Description Current Authorization CD.2019.0400.5000.5170 CONTRACTUAL EXPENSE.HOME PARTNERSHIP.CITY HOME ADMIN $35,000.00 CD.2019.0400.5000.5175 CONTRACTUAL EXPENSE.HOME PARTNERSHIP.HOMEOWNERS INCENTIVE PROGRAM (HIP) $100,000.00 CD.2019.0400.5000.5179 CONTRACTUAL EXPENSE.HOME PARTNERSHIP.CDDO HOUSING PROJECT $271,222.40 $406,222.40  ORD51 ORDINANCE AMENDING THE CITY OF TROY CASH RECEIPTS POLICY The City of Troy, convened in City Council, ordains as follows: Section 1. The City of Troy Cash Receipts Policy is herein amended as set forth in Schedule A entitled: City of Troy, New York Cash Receipts Policy which is attached hereto and made a part hereof Section 2. This act will take effect immediately. Approved as to form, June 20, 2019 James A. Caruso, Corporation Counsel  ORD51 Memo In Support The City Comptroller’s Office is currently in the process of updating and/or creating new policies to clarify policies and procedures within the office. This ordinance amends the City of Troy’s Cash Receipts Policy to update the policy to be in accordance with the current procedure and internal controls used by the City. The policy has not been updated since October 2010 and will allow for a uniform process of how cash receipts are processed in the City.  ORD51 Harry J. Tutunjian Joseph A. Mazzariello Mayor City Comptroller CITY OF TROY, NEW Formatted: Font: 14 pt City of Troy, New York YORK CASH RECEIPTS POLICY Formatted: Font: 12 pt Cash Receipts Policy PREPARED BY: Michael L. Dinova Chief Account Clerk October 2010 Rev. July 2019  ORD51 Contents Formatted: Font: Bold, Underline Formatted: Centered Section 1 Scope & Objectives Formatted: Centered Formatted Table Section 2 Reporting Formatted: Centered Section 3 Depositing Funds Formatted: Centered Formatted: Centered Section 4 Record Keeping Formatted: Centered Formatted: Centered Section 1 – Scope & Objectives Formatted: Centered The scope of this policy is in regards to all cash receipts made to the City of Troy (“the City”) Formatted: Font: Bold, Underline The objective of this policy is to present a clear and universal procedure as to how cash receipts are to be deposited to the City Comptroller’s Office in the City of Troy.The City Comptroller, or Formatted: Font: 11 pt in the absence thereof the Deputy City Comptroller, is the custodian of all city monies per City Formatted: Font: 11 pt Charter Article IX §C-41 Article XI C-60. As custodian, the City Comptroller, or in the absence Formatted: Font: 11 pt thereof the Deputy City Comptroller is required to create a Policy policy for, among other things, Formatted: Font: 11 pt the timely reporting and depositing of City monies. Formatted: Font: 11 pt Section 2 – Reporting Formatted: Font: 11 pt All funds received by the City, in any form, must be properly recorded and reported as revenue in the City’s General general Ledger ledger and corresponding budget. Revenue transactions are Formatted: Font: 11 pt recorded and reported either through a payment proof or journal entry. All journal entries shall be Formatted: Font: 11 pt posted by the designated employees within the City Comptroller’s OfficeOffice of the City Formatted: Font: 11 pt Comptroller to the general ledger. Formatted: Font: 11 pt Section 3 – Depositing Funds Formatted: Font: 11 pt Formatted: Font: 11 pt Deposits shall be made according to each department’s internal control procedures over cash receipting as established by the City Comptroller and approved by the City Council. In the event procedures do not exist, or fail to address a particular item, the following system shall apply: The following process should be followed for all deposits made to the Bureau of the Treasury which is designated as the department responsible for collecting and depositing City monies. Formatted: Font: 11 pt 1) Timing. Any City funds that are received by any city department, employee, or entity, in any form and under any circumstances, shall be deposited to the Bureau of the Treasurygiven to the Office of the City Comptroller within two (2) business days of Formatted: Font: 11 pt receipt. Formatted: Font: 11 pt 2) Delivery. The funds shall be accompanied by the Deposit to Treasurer Form attached hereto as Exhibit A with the following information included:a deposit form or Formatted: Font: 11 pt memorandum, stating: a) The department/individual making the depositThe date, Formatted: Font: 11 pt b) The date,From who the money is from Formatted: Font: 11 pt c) A description and dollar value of each transaction,The appropriate charge code(s) Formatted: Font: 11 pt d) A cash and check breakdown, with totals, accompanied by an adding machine tape verifying totals,The total of the deposit Formatted: Font: 11 pt  ORD51 e) And the appropriate charge code(s) for each deposit.Supporting documentation but not limited to: i) Document(s) illustrating what the payment is for Formatted e)ii) A breakdown of the tender type (check, cash and/or credit card) Formatted: Font: 11 pt 3) Charge Code. The charge code shall be one created, maintained, held and updated from time to time by the Office of the City Comptroller. The code is the reference to the revenue type within the City’s accounting system. It shall be the responsibility of the City Comptroller’s Office to notify any applicable department of a new code or changes to a current code. Formatted: Font: 11 pt 4) Bank Deposit. The Bureau of the TreasuryOffice of the City Comptroller shall deposit Formatted: Font: 11 pt the funds with the appropriate bank.; The deposits shall be made daily unless otherwise Formatted: Font: 11 pt approved by the City Comptroller, or in the absence thereof the Deputy City Comptroller. Formatted: Font: 11 pt they shall be made as necessary, at regular intervals, as determined by the Office of the City Comptroller. 5) Receipts. Receipts are generated for each deposit not included in a payment proof and will be placed in the appropriate department mailbox in the Office of the City Comptroller. For departments preparing a payment proof, a duplicate bank deposit slip can be made available upon request to the Office of the City Bureau of the TreasuryComptroller. Formatted: Font: 11 pt 6) Approval. All funds collected must be done so in accordance with the fee schedule approved annually by the City Council or by local law, code, etc. Funds collected without appropriate authorization will be returned to the appropriate party. 7) Budget Amendment. Funds requiring a budget amendment must first be deposited with the Office of the City ComptrollerBureau of the Treasury prior to the amendment being Formatted: Font: 11 pt submitted to the City Council, except in the case of a grant requiring disbursement prior to reimbursement. 8) Collection of New Revenue. All new revenue streams must be brought forth to the City ComptrollerComptroller or in the absence thereof the Deputy City Comptroller, first to Formatted: Font: 11 pt establish proper procedures, internal controls, fees, budget amount, general ledger code Formatted: Font: 11 pt and charge codeetc. Formatted: Font: 11 pt Section 4 – Record Keeping Formatted: Font: 11 pt All city departments are required to maintain the proper accounting records and internal controls Formatted: Font: 11 pt that can be reviewed and verified by the City’s internal and external auditors.  ORD52 ORDINANCE ADOPTING THE CITY OF TROY CREDIT CARD POLICY – POLICE DEPARTMENT The City of Troy, convened in City Council, ordains as follows: Section 1. The City of Troy Credit Card Policy – Police Department is herein adopted as set forth in Schedule A entitled: City of Troy, New York Credit Card Policy – Police Department which is attached hereto and made a part hereof Section 2. This act will take effect immediately. Approved as to form, June 20, 2019 James A. Caruso, Corporation Counsel  ORD 52 Memo In Support The City Comptroller’s Office is currently in the process of updating and/or creating new policies to clarify policies and procedures within the office. This ordinance adopts the policies and procedures of the Troy Police Department for the use of credit cards. The Police Department has had their own credit cards for years within the City; however a written policy for internal controls and reporting was never completed. This policy incorporates both recommendation from the New York State Comptroller’s Office on how a municipality should maintain credit cards along with the current practices of the department.  ORD52 City of Troy, New York Credit Card Policy – Police Department Adopted July 2019 Credit Card Policy – Police Department Page 1  ORD52 Contents Section 1 Scope & Objectives Section 2 Allowable Expenses Section 3 Approval of Purchases Section 4 Safekeeping of Credit Cards Section 5 Tracking of Credit Cards and Activity Section 6 Requirement of Receipts Section 7 Reconciliation of Credit Card Statement Section 1 – Scope & Objectives This policy is to outline the procedure used in the City of Troy Police Department for credit cards usage.. The primary objective is to ensure that a sound procedure is in place that is of sound internal controls. Section 2 – Allowable Expenses The following items are the only items allowed to be purchased with a credit card in the Police Department: 1. Purchases and services that only accept payment by credit card 2. Urgent purchases for department operations 3. Purchases that allow for significant savings 4. Registration for various training opportunities 5. Vehicle expenses 6. Search warrant returns There shall be no expenses paid for by these credit cards for City operations that do not involve the City of Troy Police Department. Section 3 – Approval of Purchases All credit card transactions must be pre-approved by the City of Troy Police Chief. If the Police Chief is absent then transactions may only be approved by the Deputy Police Chief or Assistant Police Chief. Credit Card Policy – Police Department Page 2  ORD52 Section 4 – Safekeeping of Credit Cards The credit cards shall be stored in a locked filing cabinet within a locked office. The only individuals whom should have access to the credit cards are: 1. City Police Chief 2. Deputy Police Chief 3. Assistant Police Chief 4. One (1) designated administrative employee who is responsible for the tracking of usage and costs Section 5 – Tracking of Credit Cards and Activity There shall be two logs maintained by the designated administrative staff employee to track the credit cards within the Police Department. The first shall be a sign in and out sheet showing the date, the vendor, the employee who provided the credit card, the reason, the date returned and a signature of whom the card was returned. Each credit card shall have its’ own sign in and out sheet The second log shall be by credit card and include a listing of each transaction. There should be a separate log per month and once the month is completed the log shall be attached to the payment voucher along with the receipts and the credit card statement. The information on the log shall include the vendor, the date of the activity, the employee who used the card, the reason, the amount, the expense account code and any applicable notes. Section 6 – Requirement of Receipts All receipts from approved transactions must be submitted with the return of the credit card to the administration staff member of the Police Department. Section 7 – Reconciliation of Credit Card Statement The monthly credit statement shall have a reconciliation of receipts to any and all activity on the credit card prior to submitting the payment voucher to the City Auditor for payment. The City Auditor shall review the receipts to the statement prior to approving the payment and sending to the City Comptroller’s Office. Credit Card Policy – Police Department Page 3  ORD53 ORDINANCE TRANSFERRING FUNDS WITHIN THE 2019 GENERAL FUND BUDGET The City of Troy, convened in City Council, ordains as follows: Section 1. The City of Troy 2019 budget is herein amended as set forth in Schedule A entitled: July 2019 Budget Transfers – General Fund which is attached hereto and made a part hereof Section 2. This act will take effect immediately. Approved as to form, June 20, 2019 James A. Caruso, Corporation Counsel  ORD53 MEMO IN SUPPORT Throughout the fiscal year the Comptroller’s Office works with all departments within the City for necessary budget transfers within the General Fund in the 2019 fiscal year. This ordinance transfers funds within the 2019 General Fund Budget for the following reason(s). Please note that the number indicated below references to the name as indicated in the “Reference” column on the Schedule attached hereto. 1. A transfer of $2,500 from salary savings in the City Auditor salary to the City Clerk’s department for increased funding for miscellaneous veterinary bills paid by the City. 2. A transfer within the Police Department from permanent salaries (caused by vacancies) to increase funding in the department’s overtime account and also increasing the funding available for confidential funds.  Schedule A ORD53 July 2019 Budget Transfer – General Fund Original Change Revised Department Account No. Description Budget* (+/-) Budget Reference City Clerk A.1410.0409.0023.0000 Consultant Services - Humane Society 66,499.00 2,500.00 68,999.00 1 City Auditor A.1320.0101.0000.0000 Permanent Salaries 17,500.00 (2,500.00) 15,000.00 1 Police Department A.3120.0101.0000.0000 Permanent Salaries 9,576,965.78 (150,000.00) 9,426,965.78 2 Police Department A.3120.0409.0080.0000 Confidential Funds 22,500.00 40,000.00 62,500.00 2 Police Department A.3120.0103.0000.0000 Overtime 950,000.00 110,000.00 1,060,000.00 2 Net Impact On General Fund 0.00 * Or as previously amended  RES40 RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A “Y” PARKING LOT USE AGREEMENT WITH 33 SECOND STREET WHEREAS, the City owns a municipal parking facility located at or near First Street between Broadway and State Streets and between First Street and an alley east of said First Street, in the City of Troy and being more particularly described and designated as Tax Map No. 101.53-7-14, hereinafter referred to as the “Y” Lot. WHEREAS, 33 Second Street owns a parcel of land adjacent and contiguous to the “Y” Lot, said parcel being situate to the south of the Site and being more particularly described and designated as Tax Map No. 101.53-7-9; WHEREAS, 33 Second Street is desirous of leasing parking spaces at the “Y” Lot in exchange for the City’s simultaneous, continuous use of said adjacent parcel; NOW THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the Mayor to execute a contract with 33 Second Street attached hereto and made a part hereof. Approved as to form, June 20, 2019 ______________________________________ James P. Caruso Esq., Corporation Counsel  RES40 “Y” PARKING LOT AGREEMENT THIS AGREEMENT (the “Parking Agreement”) is made as of the _____ day of July, 2019 by and between the CITY OF TROY, NEW YORK (hereinafter referred to as “City”) a municipal corporation with offices located at 433 River Street 5th Floor, Troy, New York, and 33 SECOND STREET BUILDING, LLC (hereinafter referred to as “33 Second Street”), a domestic limited partnership of the State of New York having an address of 18 Division Street, Suite 401, Saratoga Springs, New York, 12866 WHEREAS, the City owns a municipal parking facility located at or near First Street between Broadway and State Streets and between First Street and an alley east of said First Street, in the City of Troy and being more particularly described and designated as Tax Map No. 101.53-7-14, hereinafter referred to as the “Y” Lot. WHEREAS, 33 Second Street owns a parcel of land adjacent and contiguous to the “Y” Lot, said parcel being situate to the south of the Site and being more particularly described and designated as Tax Map No. 101.53-7-9; WHEREAS, 33 Second Street is desirous of leasing parking spaces at the “Y” Lot in exchange for the City’s simultaneous, continuous use of said adjacent parcel; NOW THEREFORE, in consideration of the mutual agreements herein contained the parties hereto do hereby agree as follows: 1. Parking Spaces: The City agrees to reserve and make available to 33 Second Street, 14 parking spaces in the “Y” Lot. 2. Rent: In exchange for the simultaneous, continuing use of said parcel the City will make available to 33 Second Street 14 parking spaces at the “Y” Lot at no cost. 3. Term: The term of this agreement shall be for ten years commencing July 1, 2019 through June 30, 2029. The term of this agreement may be terminated upon mutual agreement of the parties for site development for purposes of additional parking. The City may extend the term of this Lease for an additional five years with mutual consent. The City must give 33 Second Street notice of its intention to extend the term of the lease prior to the expiration of the initial term of this lease. Said notice shall be in writing and shall be sent by certified mail, return receipt requested to the address of 33 Second Street at least 180 days but not more than 365 days prior to the expiration of the initial term of this Lease. 4. Use: The parking made available shall be for the benefit of 33 Second Street. The parking spaces being leased shall only be occupied by those vehicles displaying the permit issued by the City or by any other means so provided by the City in the future. 5. Signage: The City agrees to erect such signs and notices as may be useful or necessary to restrict use of said parking spaces to the aforementioned use.  RES40 6. Patrol: The City will adopt reasonable measures to prevent unauthorized use of the said parking spaces; and will cooperate with 33 Second Street in the enforcement of same. 7. Liability: The City shall not assume liability for auto accessories or articles left in vehicle parked in the “Y” Lot. No liability shall be assumed by the City for loss or damage by fire, theft or any other cause to, or by the vehicle, while parked in the “Y” Lot. 8. Permit Holders: 33 Second Street agrees to provide to the City a list of all permit holders. Such list shall include for each permit holder: the name of the permit holder, phone number, make, model and color of the vehicle and license plate number. 33 Second Street further agrees to update this information whenever there is any change to this information. 9. Assignment: This lease is for the benefit of the tenants of 33 Second Street may not be assigned by 33 Second Street except to the new owner of 33 Second Street in the event of a sale of the building. 10. Compliance: 33 Second Street agrees to comply with all the rules and regulations of the City applying to the issuance of parking permits and the use of said lot. The City parking permit issued to 33 Second Street for use by those individuals identified in paragraph “1” of this agreement must be visibly displayed in the vehicle. 11. Maintenance: The City shall provide all necessary routine maintenance including snow removal and striping for the parking lot and signage at its sole expense. Future paving needs will be cost shared pro-rata after an agreement is reached between the City and the other property owners. 12. Miscellaneous: (a) All notices hereunder shall be in writing and shall be given by either personal delivery or by certified mail, return receipt requested. Notice shall be deemed given upon delivery if given by delivery and upon mailing if given by mail. (b) This agreement represents the entire agreement between the parties relating to the subject matter hereof and may not be amended or modified except by a writing subscribed by both parties. (c) This agreement shall be binding upon the parties, their successors and assigns and governed by the Law of the State of New York. THE CITY OF TROY, NEW YORK By: ___________________________ Patrick Madden Mayor, City of Troy, NY 33 SECOND STREET BUILDING, LLC By: ____________________________________ Alfio Bonacio, Jr., Member  RES40 Steven Strichman Patrick Madden Commissioner Mayor Department of Planning and Economic Development To: City Council From: Steven Strichman Date: June 7, 2019 Re: “Y” parking lot agreement The City is one of three owners of the “Y” parking lot on First Street. To provide maximum parking capacity, a cooperative arrangement has been in effect which lays out the details and responsibilities. The agreement with 33 Second Street Building LLC (33) is due for renewal and attached. The agreement provides for 14 parking spaces for 33 in exchange for the city’s continuous usage of 33’s lot (for access and circulation) allowing both parties to maximize parking. City Hall – 433 River Street, Suite 5001, Troy New York 12180 (518) 279-7166 Steven.Strichman@troyny.gov  RES41 RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH RENSSELAER COUNTY SEWER DISTRICT NO. #1 FOR UTILIZING THE CITY'S COMPUTERIZED WATER AND SEWER BILLING AND COLLECTION SYSTEM WHEREAS, the previous perpetual agreement dated the 14th day of January 2014, expired on the 31st day of December 2016, and WHEREAS, Rensselaer County Sewer District No. #1 is desirous of continuing the utilization of the City of Troy's computerized billing and collection system; and WHEREAS, the City Administration and the Administration of the Rensselaer County Sewer District No. 1 and the Rensselaer County Legislature have come to a tentative agreement on the terms and charges for these services, subject to the approval of the Board of Rensselaer County Sewer District No.1, the Rensselaer County Legislature and the Troy City Council. NOW, THEREFORE, BE IT RESOLVED, that the Mayor is hereby authorized to enter into an agreement on behalf of the City of Troy with Rensselaer County Sewer District No.1, the. content of said agreement to be substantially in the form of the agreement on file in the office of the Troy City Clerk and the office of the Corporation Counsel and by reference incorporated herein, as attached hereto and made a part hereof. Approved as to form, June 20, 2019 _______________________________________ James A. Caruso, Esq., Corporation Counsel RES41 RES41 RES41 RES41  RES42 RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH THE MOHAWK HUDSON HUMANE SOCIETY WHEREAS, the City of Troy has an animal control officer who is responsible for seizing dogs pursuant to Agriculture and Markets Law, Article 7 and Article 26, and WHEREAS, the City of Troy has the obligation to see that the dogs are properly sheltered, fed and watered and have need of the services of the Mohawk & Hudson Humane Society to meet that obligation; NOW THEREFORE, BE IT RESOLVED that the City Council hereby authorizes the Mayor to execute an Agreement with the Mohawk Hudson Humane Society in substantial conformance with the contract attached hereto. Approved as to form, June 20, 2019 _______________________________________ James A. Caruso, Esq., Corporation Counsel