Board of Estimate & Contract

BOARD OF ESTIMATE & CONTRACT MEETING MINUTES TUESDAY, NOVEMBER 1, 2022 4:00 P.M. MAYOR’S CONFERENCE ROOM – CITY HALL MOUNT VERNON, NEW YORK & VIA FACEBOOK.COM/MOUNTVERNONNY https://www.facebook.com/mountvernonny/videos/808514260472546 Call to Order: At 4:13PM by Chairwoman Mayor Shawyn Patterson-Howard Board Members Present: • Chairwoman Mayor Shawyn Patterson-Howard, • City Council President Derrick Thompson, • Comptroller Darren Morton; we have a quorum. Others: Chief Kristen Reed, Corporation Counsel Brian G. Johnson, City Clerk Tanesia M. Walters, Deputy City Clerk Donna Jackson, 2nd Deputy Comptroller Jean Apollon, Assistant Comptroller Condell Hamilton, Former Clerk George W. Brown. Absent: None ROLL CALL: Roll Call and reading of agenda items administered by City Clerk Tanesia M. Walters RESOLUTIONS APPROVING ORDINANCES: Item No. 1 Granting permission to transfer funds within the Office of the Mayor ($15,000.00 from Account Code A1210.405, Contracted Outside Services to Account Code A1210.402, Travel Expense). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: None. Response: None. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None Item No. 2 Granting permission to the Mayor to attend the National League of Cities 2022 Annual City Summit (from November 16th – 19th, 2022 at the Kansas City Convention Center in Kansas City, MO. Expenses for the training is listed in IAW CMV Code Section 46-10 and not expected to exceed $7,000.00 to be encumbered against Expenditure Code A1210.403). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: Counsel Johnson inquired about expenditure info and the need to read it into the record? Council President Thompson responded it is for the sake of transparency. Comptroller Morton noted the large expenditure, with two additional items to vote on for the same significant expense. 1  Board of Estimate & Contract – Meeting Minutes November 1, 2022 Response: Mayor Patterson Howard noted the memberships are covered by the Conference. She elaborated on the value of the conferences: US Conf. of Mayors is for cities with populations of 35,000+. National League of Cities has federal representatives who present resources. The Mayor will be in discussions on violence reduction, the other attendees will be on different tracks with other federal representatives on infrastructure, etc. This is an opportunity to sit with technical assistance experts and grantors. Comptroller noted the explanation gives him context but noted the cost. Chief Reed responded that to avoid an add-on for this piece of legislation, the cost was overestimated to cover potential expenses. Clerk Walters and Mayor Patterson Howard engaged in discussion. Ayes: Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None. Abstain: Comptroller Morton Item No. 3 Declaring a “Roof Repair Emergency” situation at the Department of Public Works Canal Street Garage (Weather Tight Systems, Inc. to perform Roof Repair at 33 Canal Street, Mount Vernon, NY. Cost not to exceed $400,000.00 available through the ARPA- City Owned Buildings Budget Line - H1620.203 C930). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: Based on conversation with Chief Reed, Comptroller Morton noted there will also be HVAC work. Discussion on concerns about ARPA eligibility. He requested Chief Reed research all other costs tethered to this emergency repair and to identify other funds. Response: None. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None Item No. 4 Granting permission to transfer funds between City Council expense accounts to fund upcoming educational travel expenses ($30,000.00 from Expense Line A1010.405, Contracted Outside Services to Account Code A1010.402, Travel Expense). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: None. Response: None. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None Item No. 5 Granting permission to Councilwoman Lisa A. Copeland and Councilwoman Danielle Browne to attend the P3 Government Conference, use of a city vehicle and reimbursement for the same – (to be held in Arlington, VA – December 1-2, 2022, and satisfied as follows: Account Code A1010.417, Education/Training and Account Code A1010.402, Travel Expense). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: Comptroller Morton asked for the purpose of conference – and if members from executive and legislative branches can attend. Response: Chairwoman Patterson-Howard noted DPW staff attended the Smart Cities conference, and that members of DPW leadership are in Washington DC today. She further explained the benefits of attendance, and how historically, one or two people held knowledge in City Hall, not everyone. Councilman Thompson noted the importance of turnkeying information to teams and staff upon return from conferences. Comptroller Morton inquired to whom the Councilmembers submit their conference reports. It was agreed that everyone should share out information. Chair Patterson-Howard noted often it’s better to attend conferences with more than one staff member; providing greater coverage for critical sessions, increasing visibility, and developing relationships outside of the City with architects of these programs and funding sources. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None Motion by Comptroller Morton to take Items 6 and Item 7 as a group, seconded by Thompson, Roll Call: all AYES. Page 2  Board of Estimate & Contract – Meeting Minutes November 1, 2022 Item No. 6 Granting permission to Councilwoman Lisa A. Copeland to attend the National League of Cities 2022 Annual City Summit (from November 16th – 19th, 2022 (travel dates November 15th and November 20th) to be held at the Kansas City Convention Center in Kansas City, MO. To be satisfied through Budget Codes A1010.417, Education and Training and A1010.402, Travel Expense). Item No. 7 Granting permission to Councilwoman Danielle Browne to attend the National League of Cities 2022 Annual City Summit (from November 16th – 19th, 2022 (travel dates November 15th and November 20th) to be held at the Kansas City Convention Center in Kansas City, MO. To be satisfied through Budget Codes A1010.417, Education and Training and A1010.402, Travel Expense). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: None. Response: Comptroller Morton expressed his understanding of the importance of the conferences noted in Items 6 and 7 and is not opposed to the attendance; however, he questioned the cost. He reiterated the Mayor’s point of attending these learning sessions where multiple city attendees can take advantage of the multiple tracks offered, but reminded committee members of the need to turnkey the information back to staff, so a greater number of city employees are beneficiaries of the information. Ayes: Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None Abstain: Comptroller Morton Item No. 8 Authorizing the Department of Public Works (“DPW”) to purchase one (1) 25-Yard Peterbilt Sanitation Truck with the use of American Rescue Plan Act (“ARPA”) Funds – ($213,887.00 available ARPA Funding A8160.203ARP). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: Comptroller Morton queried if this authorization is for a vehicle the City already has in its possession that remains unpaid? Response: Chief Reed responded affirmatively. Chairwoman Patterson Howard added this is a smaller vehicle for narrower streets. Comptroller Morton stated a list of all City vehicles need to be given to his office, to ensure they are included in balance sheets and for insurance coverage. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None Clerk Walters noted Item #9 is a typo. Members agreed to strike. Item No. 9 Amending Chapter 12 of the Mount Vernon City Code entitled “Cable Television Advisory Committee. §12-4 – Membership.” Item No. 10 Authorizing the Mayor to enter into a one-time contract with Kelly Denise Events (“KDE”) (Saturday, October 29, 2022 - $3,500.00 to originate from Expenditure Code A7620.457). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: All members noted how wonderful the event was, and how well- attended it was. Chair Patterson-Howard noted the City budgets for special events, and often seeks/includes sponsors. Sponsor Fidelis Care put $5,000 of money towards DJ, bouncy castle and various stations. All members gave kudos to all departments involved who worked to execute the event. Comptroller Morton noted it is important to emphasize that the city is financially challenged but the city must also operate. He confirmed revenue is a struggle, but noted expenditures are down. To this administration’s credit, staff monitors expenditures. We are rebuilding our reputation with our vendors and partners. Counsel Johnson noted that much of the debt being paid is old debt from previous administrations. Thompson noted he is grateful for a Comptroller who pays the bills. Comptroller noted that the majority of $327,000 due and owed to Con Edison stems from a previous administration. Response: None. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Page 3  Board of Estimate & Contract – Meeting Minutes November 1, 2022 Nays: None Item No. 11 Authorizing the Department of Buildings (“DOB”) to purchase two (2) Ford Escape Sport Utility Vehicles using American Rescue Plan Act (“ARPA”) Funds - (2 Ford Escape Sport Utility Vehicles @ $33,340.40, a total of $66,680.80 from A3620.203.ARP). Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: Conversation and confirmation that these are revenue-generating and compliance-use purchases, so employees can work effectively as inspectors. Response: Council President Thompson requested that Commissioners have drivers sign-in and sign out, and check-in and check-out the vehicles, and that vehicles are maintained on a schedule. Workers who destroy vehicles will be held accountable. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None. SETTLEMENTS ***Motion by Councilman Thompson to take Items 12-15 as one unanimous vote. Seconded by Comptroller Morton. Roll Call: All AYES. Nays: None Item No. 12 Settling the claim of DOROTHY TOMLINSON - $480.00. Item No. 13 Settling the claim of SARAH-LOIS MATTHEW - $1,306.03 Item No. 14 Settling the claim of SHAKEIRA LLOYD - $3,500.00 Item No. 15 Settling the claim of STATE FARM, a/s/o HORTENSE PALMER - $6,675.38 Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: Chair Patterson-Howard noted these are claims for sewage backup and claims for vehicular accidents by city-owned vehicles in 2021. To address, tactical driving training was put in place and drivers sign off on waivers. Additional attention is given to routine check of staff driving records and ensuring proper use. Chair Patterson-Howard noted that city vehicles cannot park at hydrants and disability-marked areas, and that tickets will be given to those who impede public safety. Response: None. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None. TAX REVIEW SETTLEMENTS ***Motion by Councilman Thompson to take Items 16 through 24 as a group, seconded by Comptroller Morton, Roll call: All AYES. Nays: None Item No. 16 Settling tax review proceedings –FLEETWOOD NY, LLC, 609 Macquesten Parkway, Mount Vernon, NY - $1,280.01 Item No. 17 Settling tax review proceedings – FULTON MILLER LLC, 108 Miller Place, Mount Vernon, NY - $8,012.91 Item No. 18 Settling tax review proceedings – YJB IMPORTS, LLC, 270 Washington Street, Mount Vernon, NY - - $8,216.00 Item No. 19 Settling tax review proceedings – VERNON INDUSTRIES, INC., 130 Miller Place, Mount Vernon, NY - $8,471.59 Item No. 20 Settling tax review proceedings – JIN INC., 26 South Fourth Avenue, Mount Vernon, NY - $10,446.93 Item No. 21 Settling tax review proceedings - FIRST AVENUE BAPAZ, LLC, 55 South Fourth Avenue, Mount Vernon, NY - $17,901.72 Item No. 22 Settling tax review proceedings – Vernon INDUSTRIES, INC., 108 Miller Place, Mount Vernon, NY - $23,405.53 Page 4  Board of Estimate & Contract – Meeting Minutes November 1, 2022 Item No. 23 Settling tax review proceedings – HIGHLAND MANOR CONDOMINIUM, 325 Highland Avenue, Mount Vernon, NY - $24,518.88 Item No. 24 Settling tax review proceedings – 590 EAST THIRD STREET OWNERS CORP., 590 East Third Street, Mount Vernon, NY - $62,012.11 Moved by Council President Thompson, Seconded by Comptroller Morton On the Question: Chair Patterson-Howard noted these settlements stretch back to 2015. Comptroller Morton noted the proceeding costs add up and decreases the valuation every year. Counsel noted we pay taxes and penalties, adding the cost of settling the claims. Comptroller Morton noted this information is important for the public to know: because these proceedings were not paid in a timely faction they are taxed with interest. Response: None. Ayes: Comptroller Morton, Council President Thompson and Chairwoman, Mayor Patterson-Howard Nays: None. The Agenda concluded at 5:06 PM. FURTHER BUSINESS: The Committee encouraged the public to engage in early voting at City Hall and at the Shelton Doles Center, or anywhere in Westchester County this week (October 31st – November 6th). No Early Voting is available on Monday, November 7th. Tuesday, November 8th is the General Election; citizens will vote in their designated polling place. Councilman Thompson offered his work cell (914-840-4042) in case any Mount Vernon citizen needs a ride to the Polls. The Committee reminded citizens to please turn the ballot over and vote on the Environmental Bond Act on the back of the ballot. Chair Patterson-Howard noted a recent visit by NYS DEC; this organization will conduct a year-long study of Mount Vernon’s air quality block by block, in different seasons so we can identify toxins in our air. MOTION TO ADJOURN: A motion to adjourn was made by Councilman Thompson. Seconded by Comptroller Morton. A Roll Call by Clerk Walters. Ayes: Comptroller Morton, Council President Thompson, and Chairwoman Patterson- Howard. Nays: None. There being no further business, the meeting was adjourned at 5:10PM. Donna M. Jackson, M.Ed., Deputy City Clerk Entered November 1, 2022 Page 5