Board of Estimate & Contract

City of Mount Vernon, New York 1 ROOSEVELT SQ. RM. 104 CITY HALL, MOUNT VERNON, NEW YORK 10550 & VIA FACEBOOK.COM/MOUNTVERNONNY Meeting Minutes Tuesday, July 2, 2024 4:00 PM MAYOR'S CONFERENCE ROOM - 1st FLOOR Board of Estimate & Contract Board of Estimate & Contract Meeting Minutes July 2, 2024 Call to Order: At 4:09 PM by Chairwoman Mayor Shawyn Patterson-Howard Roll Call: Roll Call and reading of agenda items administered by City Clerk Tanesia M. Walters. Noticed in the Journal News. PRESENT Mayor Shawyn Patterson-Howard, Comptroller Darren Morton, and President Cathlin Gleason ABSENT None OTHERS: City Clerk Tanesia M. Walters; Deputy City Clerk Nicole J. Bonilla; Assistant Comptroller Condell Hamilton; Deputy Corporation Council Johan Powell; Captain Michael Goldman; Purchasing Agent, Keith Eversley OPENING OF RFP: Specifications for Third-Party Claims Administration Services Clerk Walters read the request for proposal aloud. Purchasing Director Keith Eversley read the request for proposal into record. Note that (1) one proposal was received before the closing date and time. read into the record ADMINISTRATION OF THE AGENDA RESOLUTIONS APPROVING ORDINANCES Motion to take agenda items out of order, to start with #18, then #19. Moved: Council President Gleason, Seconded: Commissioner Morton approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None MOTION TO: To amend resolution on the floor from 3 year to 1 year lease agreement. Moved: Council President Gleason, Seconded: Commissioner Morton approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 1 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 () 18. TMP -518 Code: PSC Attachments: Lease Referral Letter 6 Gramatan Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Mayor Patterson-Howard- Currently, proposed is a multi-year contract, 2- 3 year lease. Comptroller inquired about a one year lease option because we options city owned office space in the future. This space is for a confidential space outside of police department. Response: Captain Goldman- With respect to a one-year option, it is available $1,950 per month, including electricity. The same pricing as before, no change to the dollar amount. approved as amended Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 19. TMP -653 Code: PSC Attachments: A+ Technology Camera Referral Letter Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Mayor Patterson-Howard- only had a 1 year and we want to see if we can have multi-year since it’s being funded by ARPA. Helps with DOJ's recommendations. Response:Captain Goldman- I received an updated contract. We are finalizing with our vendor to have a merge price with a three year contract. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 2 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 () 1. TMP -691 Code: LPW Attachments: NCL Referral Letter.pdf Draft National Civic League Revision Process.pdf Examples of Charter-Related Efforts of the National Civic Procurement Justification - NCL.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Morton-forgoing RFP? Response: Council President Gleason- reached out to 7-8 companies and only 1 company was able to accommodate. Chairwoman Boyd (virtually) -I wrote a justification and listed all the criteria on the procurement policy. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 2. TMP -640 Code: LPW Attachments: Comm Vehicle Referral Letter.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Mayor Patterson-Howard- repairs on current vehicle is worth more than the car is worth. This is a heavy duty vehicle and chassis and will be used in emergency services and harsh weather. Pricing was compared and this vehicle is on state contract and the vehicle is available. Other vehicles are in the same price range, and we can get it immediately. Commissioner Morton-this is just for a transfer, is there needs to be a resolution for the purchase. Deputy Commissioner Hamilton - the name is wrong, but the account code is correct Response: none approved Page 3 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 3. TMP -634 Code: LPW Attachments: Resurfacing of Various Streets in the City of Mount Vernon Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: none approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 4. TMP -654 Code: LPW Attachments: Request for Approval to enter into contractual agreement w Woodard and Curran Letter.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton-what is this for? When was the RFQ? Response: Mayor Patterson-Howard-entering in contract for work on Hutch and around water infrastructure. They’ve done work at memorial field. We put out an RFP. We need more than just Arcadis. They’ve not always been responsive to Mount Vernon. We need another company to provide services and not just reply on Arcadis. Deputy Commissioner Hamilton- Sometime in March, we have a copy on file. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 4 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 Motion to take five and six as a block vote Moved: Council President Gleason, Seconded: Commissioner Morton take items as block vote Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 5. TMP -638 Code: LPW Attachments: Wakanda Co Sponsor.pdf PD Response Wakanda 2024.pdf PD Response 2.pdf () 6. TMP -565 Code: LPW Attachments: buddy white.pdf PD Response.pdf adopted Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Council President Gleason-any cost to have police officer is on the event organizer and to clarify they requested auxiliary if available. Response: Mayor Patterson-Howard- any police already scheduled in that area, can just check in. approved the Consent Agenda Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 5 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 () 7. TMP -690 Code: PSC Attachments: Defunding the zombie coordinator position.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton- remind me? Response: Mayor Patterson-Howard- this is funding two positions. The Clerk will serve as administrative person to help do the administrative paperwork involving inspections, most that have not been done in over fifteen years. Multifamily and vacant dwellings. Council President Gleason-amount accurate? Deputy Commissioner Hamilton -yes Commissioner Morton - removing code enforcement officer, don’t we need one? Mayor Patterson-Howard- yes, but we desperately need a clerk. Dept of state is requiring us to do these building and fire inspections and it is time sensitive or else the County will take over and Mount Vernon won’t have a building department. Commissioner Morton- this is wrong legislation because there’s no need to transfer funds. Cause it is the same budget. It needs to have a request to defund or decrease the position to fund another. Then there needs to be a salary resolution. We have to do a special BOE for the salary resolution. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 8. TMP -599 Code: PSC Attachments: Tyler Referral Letter Moved: Commissioner Morton, Seconded: Council President Gleason On the question: none Response: none approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Page 6 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 Nay: None Absent: None Motion to take five and six as a block vote Moved: Council President Gleason, Seconded: Commissioner Morton take items as block vote Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 9. TMP -628 Code: PSC Attachments: Public Safety: Reduce Funding Computer Console approved () 10. TMP -626 Code: PSC Attachments: CreatePersonnelAssociate approved () 11. TMP -629 Code: PSC Attachments: Referral Letter - CRime Analyst Crime Analyst Ordinance approved () 12. TMP -630 Code: PSC Attachments: Referral Letter - Records Clerk approved Page 7 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 Moved: Council President Gleason, Seconded: Commissioner Morton #9 On the question: Mayor Patterson-Howard-needed 2 personnel and the budget only had 1. We have 2 officers doing the job making over $100K, we have to fund the second position and put those officers back on the streets. Response: none #12 On the question: Mayor Patterson-Howard- the person hired has over then years and they go to the top step as per the CSEA contract. Council President Gleason- Then why would we hire that person? Response: Mayor Patterson-Howard-giving seasoned staff the opportunity for upward growth and motion within the city. Workforce development opportunities. approved the Consent Agenda Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 13. TMP -648 Code: FP Attachments: Comp Plan BRS Contract 2024 Referral Letter 6_20.pdf BRS - CUA Proposal Mt Vernon NY Planning Consultant 4JUNE24.pdf DRAFT BRS Contract.6.20.24.pdf BRS - CUA Proposal Mt Vernon NY Planning Consultant 4JUNE24.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: none approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 8 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 () 14. TMP -694 Code: FP Attachments: Referral Letter - Revised ARPA Budget for 2024.pdf ARPA.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: none approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 15. TMP -696 Code: PSC Attachments: DOB Referral - Fee Schedule MultiDwelling Inspections_ J 2024.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton-explanation. Response: Mayor Patterson-Howard- because they have not been done the fees have not been updated. To be fair we created tiers for different size buildings based on the number of units. This will help cover the cost to fund the outside contract for inspections. Pricing is inline with surrounding cities. Commissioner Morton- I will abstain because I do not have the prior fee schedule. approved Aye: Mayor Patterson-Howard, and President Gleason Nay: None Absent: None Abstain: Comptroller Morton Page 9 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 () 16. TMP -705 Code: LPW Attachments: Referral VxRail Support Contract Payment City Hall and P ARPA Budget Code H1680.203.C927 (rev.6.26.24).pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton-what is a VxRail Server? Response: Mayor Patterson-Howard- This is the service contract with Dell? Commissioner Morton- We have two current service calls that would cost us more than extending the contract. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None TAX REVIEW SETTLEMENTS (Heidecorn Monroe & Debra 17. TMP -707 Heidecorn Goldman (Revocable Trust)) Attachments: Tax Review Settlement - Heidecorn Monroe Debra Heidec Goldman (Revocable Trust).pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: none approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None HELD ITEMS FROM JUNE 17, 2024 BOARD OF ESTIMATE MEETING Page 10 of 11 Board of Estimate & Contract Meeting Minutes July 2, 2024 ADDED ITEM - Resolution for the Mayor Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton- What is this about? Response: Deputy Corporation Council Powell -housing development fund corporation, filed in 1993 and they are making amendments to it. They need consent in order to do that. We are appointing you to make sure to check it and approve it. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Agenda was concluded at 5:35 PM Chairwoman Patterson-Howard asked if there was new business: Commissioner Morton - we started union retro payments to active employees, we are working won retires, two more payments made in the next few months, to be concluded in 2024. We got draft for 2018 audit and are finalizing the comments to get 2018 out. Field work done for 2019, now working on analysis. December 2024 to have up to 2020 completed, then the goal, 2021 and 2022 done first quarter of 2025. Mayor asked for a motion to adjourn. Moved: Council President Gleason, Seconded: Commissioner Morton approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None There being no other further business, the meeting was adjourned at 5:40 p.m. Nicole Bonilla, MBA Deputy City Clerk Page 11 of 11