City Council Committees

SCHENECTADY CITY COUNCIL COMMITTEE AGENDA for Monday, December 20, 2021 5:30 p.m. Room 110 The Council President reserves the right to add or delete any agenda item prior to Committee Meeting. Public Safety Edward Byrne Memorial Justice Assistance Grant (JAG) Formula Program: Local Solicitation A/C Brian Whipple 1 FY 2021 (Dept. of Justice) 2 FY21 COPS Office Hiring Program Solicitation A/C Brian Whipple Finance John Coluccio / 1 2021 Budget Re-Appropriation Anthony Ferrari 2 Change in Management Benefits Anthony Ferrari Authorizing an Agreement between the City of Schenectady and the International Union of Paul Lafond 3 Operating Engineers (IUOE) Local 158 Government Operations 1 Procurement Policy (January 1, 2022 – December 31, 2023) Andrew Koldin 2 CPH – to Amend Section 138-31 of the City Code Andrew Koldin City Development & Planning 1 Sale of 326 Hulett Street Maurice Brown, III 2 Sale of 619 Seneca Street Maurice Brown, III 3 Sale of 921 Crane Street, Vacant Lot Maurice Brown, III 4 Sale of 1006 Park Street Maurice Brown, III Claims 1 Nancy Kelly vs. City of Schenectady Andrew Koldin 2 GEICO a/s/o Omar A. Nagi vs. City of Schenectady Andrew Koldin Friday, December 17, 2021 1  CITY OF SCHENECTADY LEGISLATION REQUEST FORM COMMITTEE ASSIGNMENT: DATE: December 17th, 2021 TO: COUNCILMEMBERS FROM: Assistant Chief Michael Seber SUBJECT: Edward Byrne Memorial Justice Assistance Grant (JAG) Formula Program: Local Solicitation FY 2021 (Dept. of Justice) TO BE PLACED ON COUNCIL AGENDA OF: December 20th, 2021 Background Information: The City and County of Schenectady have received notification that we are eligible to jointly submit an application to receive funding under the Edward Byrne Memorial Justice Assistant Grant (JAG) Formula Program through the Department of Justice. Under this grant the Police Department and District Attorney's office must submit a joint application outlining initiatives/programs that will further the Department’s mission in preventing or reducing crime. Under this year’s JAG program (FY 2021) the City and County are eligible to share $50,336.00. After discussions between the Police Department and DA's office it is recommended to spend the funding in the following manner (pending input from the City Council and community):  $25,168 to fund a portion of the DA's office Confidential Investigator position who is primarily assigned as a gang investigator;  $25,168 towards the purchase of equipment, technology, training and evaluations/studies to support transparency and information sharing between law enforcement and communities (see attached narrative). Overview of the Edward Byrne Memorial Justice Assistant Grant Program: The Edward Byrne Memorial Justice Assistance Grant (JAG) Program is the primary provider of federal criminal justice funding to state and local jurisdictions. JAG funds support all components of the criminal justice system, from multijurisdictional drug and 2 gang task forces to crime prevention and domestic violence programs, courts, corrections, treatment, and justice information sharing initiatives. JAG funded projects may address crime through the provision of services directly to individuals and/or communities and by improving the effectiveness and efficiency of criminal justice systems, processes, and procedures. The grant requires no financial match by the City of Schenectady. Recommendation: Adoption by the City Council allowing the application to be submitted. LEGISLATION WILL BE PREPARED BY: Assistant Chief Michael Seber 3 PROPOSAL NARRATIVE Schenectady County and City 2021 JAG Local Application Attachment Total Award Amount - $50,336 The proposed programs to be funded by the 2021 JAG Local Award for Schenectady County include a division of the total $50,336 funding between the County and City of Schenectady to support the programs as follows: Schenectady County District Attorney – Confidential Investigator - $25,168 This request is for funding for the District Attorney to pay for a portion of a Confidential Investigator (CI) position primarily assigned as a street gang/group investigator (GI). The CI/GI assists the DA’s Intelligence and Investigation Bureau/FBI Schenectady Safe Streets Task Force whose main objective is to investigate and prosecute recently identified violent street gangs and groups that have formed within Schenectady. The GI assists the Bureau and Task Force by aggressively investigating alleged gang/group members and any suspected related criminal activity (drugs, guns, violence). The CI/GI works closely with local (Schenectady Police Department, Schenectady County Sheriff’s Department, Capital Region Task Force), New York State Police, and federal (FBI, DEA, ATF) law enforcement agencies to ensure coordinated investigations and prosecutions under existing federal or NYS statutes. Other primary responsibilities for the CI/GI have been gathering and disseminating gang and group intelligence, including assisting in maintaining Schenectady Police Department’s gang database program, working with jail personnel from both the County Jail and State Corrections, and assisting in the debriefing of suspected gang members and/or arrestees and detainees on matters other than the individual’s offense in an attempt to gain gang and group intelligence. The CI/GI also assists with surveillance activities/sting operations, including operating the public safety cameras (both fixed and portable). The CI/GI may also be required to attend gang meetings/conferences and become a member of the East Coast Gang Investigators Association. The CI/GI was an integral part of the FBI Safe Streets Task Force May, 2011 arrest sweep of 44 members of the Schenectady based street gang known as Four Block, the April, 2012 sweep of 27 members of the rival Schenectady based street gang called the Uptown/Gunners where he led the surveillance detail; the March, 2015 sweep of 15 members of a local set of the Bloods Gang running an illegal drug and weapons trafficking operation; the 2017 take-down of 12 members from the local, active violent street group/gang known as the Cheetahs, a local street group acting in the most violent area of our City where we have concentrated efforts by local and federal law enforcement; the 2018 investigations into two neighborhood violent street groups who are believed to be trafficking weapons along with the illegal drugs they are selling; the 2020 and 2021 coordinated takedowns of the target drug operation. The CI/GI will be instrumental in the continued investigation into other existing gangs and violent criminal activity related to the gangs. The CI/GI will support the federal drug conspiracy, RICO and State prosecutions as needed. Description of Issues: The County of Schenectady has experienced some violence, particularly related to the combination of illegal drug operations and weapons possession, used to protect territory and business profits. The request by the DA for assistance of the Street Crimes Task Force to address this problem has been quite successful. The continued use of the Task Force is essential to the community; funding of the DA’s Confidential Investigator is an important part of this County strategy and is a top priority of the County for the overall impact on the safety of the citizens to decrease the violence and crime related to the street groups. We prioritize based upon our Crime Analyst’s analysis of crime, incident data, prosecution results and initiatives. The funding is particularly important in our current status as we have seen an 4 increase in the shooting incidents and in those victims suffering from bullet injuries, near injuries and shootings into residences used as threats. Funding to support all initiatives is a constant need and the County uses its funding as strategically as possible. The federal funding is used to partially fund the Confidential Investigator position and has allowed us to have this additional manpower, with the County funding the other portion of the salary and all of the related fringe benefits. Design: The strategic planning that is used to guide this funding and the priorities comes through communications between and among the District Attorney and the County Legislature, including the County Legislature Chair and the Public Safety Committee. The community is encouraged to participate in all open meetings and to contact the DA’s Office directly regarding this grant funding. Working groups and community meetings allow additional venues for community engagement. These community reach outs will continue as they have proven to be a good source of information and intelligence. Capabilities: The funding of the Confidential Investigator in the DA’s Office supports the strategic cooperation with the federal (FBI, DEA, ATFE), State (NYSP, DCJS, CRCAC) and local law enforcement on joint investigations and intelligence sharing. The CI works regularly with all of these agencies as well as criminal justice North East Regional groups as the crime networks flow to and from our local areas to the northeast and to NYC. These cooperative steps will continue under the grant funding. In addition, the DA’s Office has an ADA cross- designated as a Special Assistant U.S. Attorney (no federal compensation received) and this ADA/SAUSA works weekly with the Confidential Investigator on investigations as well as with federal prosecutors on cases arising from the task force activities. Finally, the DA’s Office and the US Attorney’s Office have a specific working relationship to pursue and prosecute weapons cases in the jurisdiction that can obtain the most just outcome in weapons cases, such as obtaining a stiff sentence given the specific facts of a case. This relationship is well established and has been for over fifteen years. The DA’s Office is continually obtaining training and educating ADAs and investigators in new strategies to leverage resources for the most effective results. The NIBRS compliance activities will occur. Data Collection Plan: Date collection occurs through direct communication daily and weekly with the Confidential Investigator regarding what investigations are occurring, the stages of cases and the resolution of the matters at the state and federal level. The directions that investigations and intelligence gathering take are directly related to the data analysis by the crime analyst. Based on trends and incidents, involved groups and patterns of activity, the resources and efforts are guided. The results are tracked and used to direct efforts. The DA is involved in all budget requests and funding. The data collection will be consistent under the grant funding. NIBRS compliance data collection activities will continue. Total funding being requested by SCDA for this program is estimated to be $25,168. City of Schenectady Police Department – Police Reform and Reinvention Collaborative Initiatives - $25,168 The Schenectady Police Department intends to utilize the 2021 JAG award toward Police Reform and Reinvention Collaborative recommended initiatives. The past eighteen months has been challenging for law enforcement with COVID-19 and police reform being implemented throughout the country. In Schenectady a Police Reform and Reinvention Collaborative was created, guided by a steering committee to create community conversations to solicit input from community members regarding changes and/or reforms in the 5 police department. The Schenectady Police Department intends to utilize 2021 JAG funds towards the purchase of equipment, technology, training and evaluations/studies to support transparency and information sharing between law enforcement and communities. Description of Issues: The Schenectady Police Department Reform and Reinvention Collaborative was created in July of 2020 in compliance of New York State Executive Order 203. The Reform and Reinvention Collaborative was aimed to foster trust, fairness, and legitimacy by addressing any racial bias or disproportionate policing of communities of color. The process began with the establishment of a steering committee comprised of community leaders who were tasked with providing insight and guidance to aid in a thorough and transparent process. The collaborative chose to adopt a format of hosting a series of community conversations hosted by a moderator, allow for testimonials to be submitted in writing, and conduct a survey at the end of the conversation series to bolster community feedback. While the Schenectady Police Department Reform and Reinvention Collaborative acknowledges that both national and local events have undermined the public’s confidence and trust in policing, it was important to create a welcoming space to lift the voices of community members to participate in a meaningful conversation. This was done to maintain the integrity of the lived-experiences that our community members expressed. Design: The Police Department’s strategic planning process is based largely on the Reform & Reinvention Collaborative recommendation report issued by the John F. Finn Institute for Public Safety in March 2021. The Finn Institute was asked by the Reform and Reinvention Collaborative steering committee to serve as an independent research partner to aid in the review of the Schenectady Police Department’s current policies, practices, strategies, and procedures, as well as analyze input gathered from the community. JAG 2021 funds will be used to support the recommendations. Capabilities: During the Police Reform and Reinvention Collaborative, which continues to meet on a monthly basis, members of the community are provided an opportunity to speak directly with the Mayor of Schenectady, City Council members and police command staff. The committee was made up with members representing clergy, community leaders, educational leaders, mental health and substance abuse, local colleges, command staff for other local and state police agencies. Data Collection: The Schenectady Police Department will continue to work with the John F. Finn Institute for Public Safety to conduct independent research to systematically collect data from community members through surveys regarding the Reform and Reinvention Collaborative. Total funding sought by SPD through this grant for this project is $25,168. 6  CITY OF SCHENECTADY LEGISLATION REQUEST FORM COMMITTEE ASSIGNMENT: DATE: December 16th, 2021 TO: COUNCILMEMBERS FROM: Assistant Chief Michael Seber SUBJECT: FY21 COPS Office Hiring Program Solicitation TO BE PLACED ON COUNCIL AGENDA OF: December 20th, 2021 Background Information: The Office of Community Oriented Policing Services (COPS Office) is the component of the U.S. Department of Justice responsible for advancing the practice of community policing by the nation’s state, local, territorial, and tribal law enforcement agencies through information and grant resources. The COPS Office has invested more than $14 billion to advance community policing, including grants awarded to more than 13,000 state, local and tribal law enforcement agencies to fund the hiring and redeployment of more than 134,000 officers. COPS Office information resources, covering a wide range of community policing topics such as school and campus safety, violent crime, and officer safety and wellness, can be downloaded via the COPS Office’s home page, www.cops.usdoj.gov. The goal of the COPS Hiring Program (CHP) is to provide funding directly to law enforcement agencies to hire and/or rehire additional career law enforcement officers in an effort to increase their community policing capacity and crime prevention efforts. Anticipated outcomes of COPS Hiring Program awards include engagement in planned community partnerships, implementation of projects to analyze and assess problems, implementation of changes to personnel and agency management in support of community policing, and increased capacity of agency to engage in community policing activities. The Office of Community Oriented Policing Services (COPS Office) has informed the Schenectady Police Department that our FY21 COPS application was selected for an award in the amount of $125,000. The award provides funding for one full-time police officer to work in the area of “Building Legitimacy and Trust”. COPS Officer funds may only be used to pay entry-level salaries and fringe benefits for full-time “career law enforcement officers” for 36 months. COPS Hiring Program award recipients are required to contribute a local match of at least 25 percent towards the total cost of the approved award project. The grant requires an additional 12 months of retention following the conclusion of the 36 months of federal funding for each position, 7 over and above the number of locally-funded sworn officers positions that would have existed in the absence of the award. Recommendation/Action The Police Department recommends acceptance of this COPS Grant Award. LEGISLATION WILL BE PREPARED BY: Assistant Chief Michael Seber 8  CITY OF SCHENECTADY LEGISLATIVE REQUEST FORM COMMITTEE ASSIGNMENT: FINANCE DATE: December 14, 2021 TO: City Council FROM: John Coluccio, Anthony Ferrari SUBJECT: 2021 Budget Re-Appropriation TO BE PLACED ON COUNCIL AGENDA OF December 20, 2021 Background Information: The City’s has received the additional 20% of State Aide that was not budgeted in the 2021 budget. The amount added up to be $2,240,280 that the state was able to get to us due to the President Bidens American Rescue Plan. The city, through the department of development is planning to begin the 10-year Comprehensive Plan. This huge endeavor requires outside consultants and planners to complete the document It plans to be completed in 2022 and it is recommended that council appropriate $150,000 to A8686-404 for this project. And An agreement between National Grid and the City illustrates the yearly payment schedules in the attached Appendix A. Under City contributions, the city will cost share for three areas: Network lighting, the Network, and Smart sensors. The bill that will be generated each year for 3 years @ $1,351,350 It is recommended that the council use the additional State Aide be used to increase budget line A5182- 425A $2,090,280.00 Evaluation/Analysis: The recommended 2021 Budgeted re-appropriation is as follows: 2021 Current Revised Available Account # Description Budget Budget Budget* Revenue A3001A Per Capita State Aide 8,965,714 11,205,994 (2,240,280) Expense A8686‐404 Fees for Services 60,000 210,000 (150,000) A5182‐425A Nat Grid Network 0 2,090,280 (2,090,280) *Positive Numbers reflect a decrease in a budget line, allowing for transfer to another line. Negative numbers reflect an increase in a budget line. Recommendation: I respectfully recommend that the City Council accept this 2021 budget re-appropriation. LEGISLATION WILL BE PREPARED BY_______Law Department________ 9 10  City of Schenectady Legislative Request Form COMMITTEE ASSIGMENT: DATE:12/14/2021 TO: City Council FROM: Finance Dept. Anthony Ferrari SUBJECT: Change in Management Benefits TO BE PLACED ON COUNCIL AGENDA OF: December 20, 2021_ Background Information: The City of Schenectady has a number of management employees who have compensation which is not set by a collective bargaining agreement, and it is desired that their employment benefits specifically their longevity and their sick and vacation benefits and death benefits match what is offered to those benefits package set by the collective bargaining agreement. Beginning on January 1, 2022 to add these changes; Evaluation/Analysis: In the recent bargaining agreements changes have been made to Vacation and Sick carryover percentages, and to Longevity amounts and to death benefits. 1) Item #7 Vacation Line 9 “For people hired after 4/13/2009 the maximum carryover per year is 2 weeks” We would like that changed to “maximum carryover per year to 4 weeks” 2) Item # 8 Sick leave Line #6 “For those people hired after 4/13/2009 there is no payout of Sick leave. If retiring, 25% of accumulated sick leave can be applied to health insurance premiums due.” We would like that changed to 50% of accumulated sick leave can be applied to health insurance premiums due. 3) Item #16 Longevity Now 5 Years $ 900 Change to New rates 5 Years $1,000 10 years $1,190 10 years $1,300 15 years $1,380 15 years $1,600 20 years $1,700 20 years $2,500 25 years $1,850 25 years $3,000 30 years $2,100 30 years $3,500 4) New Item #25 Death Benefits – If a member of the management dies while an active member of the management team, their widow or widower and minor children, if any will be entitled to health insurance provided by the city in the same manner and under the same provisions as if the management member was receiving a normal service retirement at the time of his/her death. This benefit shall cease upon the spouse remarrying or obtaining Medicare eligibility. Recommendation: We recommend that The City of Schenectady change the benefits package for management to be consistent with those benefits set by the collective bargaining agreement. 11 LEGISLATION WILL BE PREPARED BY_____Corporation Council ________________________ 12  DEPARTMENT OF FINANCE Jay St., City Hall, Room 105 Schenectady, NY 12305-1938 Tiffany White CITY OF SCHENECTADY (518) 382 - 5199 ext. 5351 Personnel & Benefits NEW YORK twhite@schenectadyny.gov Administrator Management Benefits Revised as of August 2020 (These benefits are the ones currently in effect but are subject to future changes.) Congratulations on becoming a City of Schenectady full-time Management employee. This is a list of benefits currently available to all full-time Management personnel: 1.) Health Insurance – Persons hired on or after 01/01/2008 will pay 20% of the City’s cost of health insurance. Persons hired prior to 01/01/2008 will pay $3 a week for 48 weeks of the year whether individual, two person, or family coverage. Comparisons of plans are available in the Payroll Office (City Hall, Room 105). Current plan options are: A.) MVP EPO Plan Co 20+ B.) City of Schenectady Plan (MVP Select) administered by MVP. C.) Spousal Buyout – If any employee can receive health insurance through their spouse’s plan or some other source, he/she may drop health insurance coverage through the City, after providing proof of other coverage, and receive an annual amount of $1,000 (single coverage) or $2,000 (family coverage). Starting January 1, 2014 the amounts have been changed to the following: the annual bonus for waiver of health insurance shall be increased to $4,000 per year for a family plan, $3,000 per year for a two person plan, and $2,000 for a single plan. Reimbursement is done quarterly through payroll and is subject to all taxes but is not pensionable. There is a form available from Payroll that needs to be filled out for this benefit. D.) (a) For persons hired prior to 01/01/2008, free health insurance will be provided to an employee and his/her eligible dependents where such employee completes at least ten years of full-time service to the employer and files for a retirement benefit from the New York State Retirement System. For persons hired on or after 01/01/2008, the 20% contribution will continue for health insurance. Again, health insurance will be provided to an employee and his/her eligible dependents where such employee completes at least ten years of full-time service to the employer and files for a retirement benefit from the New York State Retirement System. For both timeframes, this covers employees employed by the City at time of retirement and/or who retire within 60 days after separation. Coverage shall be effective until the death of the retiree. 13  (b) For persons hired prior to 01/01/2008, free health insurance will also be provided to former employees and his/her eligible dependents that complete at least 20 years of service with the City of Schenectady upon their retirement and collection of an allowance from the New York State Retirement System. For persons hired on or after 01/01/2008, subject to the 20% contribution, health insurance will also be provided to former employees and his/her eligible dependents that complete at least 20 years of service with the City of Schenectady upon their retirement and collection of an allowance from the New York State Retirement System. For both timeframes, this covers former employees that may not be employed by the City of Schenectady at the time of retirement and shall be effective until the death of the retiree. E.) Management Benefits /Specialty Drug Co Pay Assistance Program language All enrollees and covered dependents shall participate in the specialty drug savings Program. The program attaches a twenty (20%) percent copayment (coinsurance) to Specialty Medications. In doing so, the City agrees to an appeals process in which any management employee or covered dependent of the plan that is not reimbursed through the specialty drug manufacturer’s patient/copayment assistance program for the twenty (20%) percent coinsurance for specialty medication, will be reimbursed by the City so the “out of pocket “cost to management employee shall not exceed the Preferred Brand copayment had the prescription been filled under the traditional three-tier Schenectady Meds Prescription Program. 2.) Dental Insurance – For persons hired prior to 01/01/2008, free dental insurance will be provided for individual or family coverage. For persons hired on or after 01/01/2008, the employee will be required to contribute 20% of the City’s cost of the chosen coverage. This is the City’s own plan currently administered by Delta Dental. A.) For persons hired prior to 01/01/2008, free dental insurance will be provided to an employee and his/her eligible dependents where such employee completes at least ten years of full-time service to the employer and files for a retirement benefit from the New York State Retirement System. For persons hired on or after 01/01/2008 contributions of 20% of the City’s cost of the chosen plan will be required. This coverage will be for an employee and his/her eligible dependents where such employee completes at least ten years of full-time service to the employer and files for a retirement benefit from the New York State Retirement System. For both timeframes, this covers employees employed by the City at time of retirement and/or who retire within 60 days after separation. Coverage shall be effective until the death of the retiree. B.) For persons hired prior to 01/01/2008, free dental insurance will also be provided to former employees and his/her eligible dependents that complete at least 20 years of service with the City of Schenectady upon their retirement and collection of an allowance from the New York State Retirement System. 14  For persons hired on or after 01/01/2008 contributions of 20% of the City’s cost of the chosen plan will be required for former employees and his/her eligible dependents that complete at least 20 years of service with the City of Schenectady upon their retirement and collection of an allowance from the New York State Retirement System. For both timeframes, this covers former employees that may not be employed by the City of Schenectady at the time of retirement and shall be effective until the death of the retiree. 3.) Disability Insurance – free of charge. This is a short-term disability policy (up to six months only) that mimics the State Program. The policy will pay ½ of your usual weekly salary up to a maximum of $170. Disability forms are available in the Payroll Office. 4.) Vision Care – free of charge for employee and dependents. Coverage is through the CSEA Employee Benefit Fund - Gold 12 Vision Plan. 5.) Retirement Plan – Any person who is employed permanent full time must join the New York State Retirement System. Required contributions are pre-tax for Federal taxes but after tax for State taxes. Forms are available in the Payroll Office. 6.) Holidays – 12 Paid holidays plus the employee’s birthday. Holidays are New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, July 4th, Labor Day, Columbus Day, Election Day, Veteran’s Day, Thanksgiving and the day after, and Christmas Day. 7.) Vacation – On an employee’s one year anniversary, he/she shall receive 10 days of vacation time. Thereafter, vacation is credited on January 1 at the following rates: 1-4 years of service - 10 days. 5 years - 11 days. 6 years - 12 days… each year increasing by one day to a maximum of 4 weeks (20 days). For people hired on or before 4/13/2009, the maximum carryover of vacation time from year to year and the maximum pay out for unused vacation time is 10 weeks. For people hired after 4/13/2009 the maximum carryover per year is 2 weeks and the maximum payout is 6 weeks. 8.) Sick Leave – for every month that an employee is on the payroll for at least 17 days of the month, he/she will receive 1 day of sick time. After 5 years of continuous service he/she will receive 1.5 days of sick time. A maximum of 240 days of sick time can be carried over from one year to the next. For people hired on or before 4/13/2009 accumulated sick leave gets discounted to 75% upon pay out when leaving City service. For those people hired after 4/13/2009 there is no payout of sick leave. If retiring, 25% of accumulated sick leave can be applied to health insurance premiums due. 15 9.) Personal Leave – 3 days a year are granted for personal leave on January 1. If you start service after that time, personal leave will be pro-rated for the first year. Personal leave does not get carried over from year to year. Instead, up to 2 days of PL left at the end of the year gets converted to vacation time as of January 1 of the following year. Any amount over 2 days gets converted to sick leave (also as of January 1). 10.) New York State Paid Family Leave-This is an employee- funded insurance policy that provides job-protected, paid time off for eligible employees to bond with a newly born, adopted or fostered child, care for a family member with a serious health condition, or assist loved ones when a family member is deployed abroad on active military service. Eligibility forms are available in the payroll office or ny.gov/Paid Family Leave. 10.) No overtime will be paid in this position and there is no such thing as comp time. 12.) Any full time employee may participate in the City’s Deferred Compensation Plan through weekly deductions. We currently have two programs to choose from, The Hartford and Nationwide. You may use either one or a combination of both. This program is entirely employee funded; no matching funds are supplied by the City. Information and enrollment forms are available at the Payroll Office. 13.) The City of Schenectady has a Cafeteria Plan (pre-tax) for health insurance contributions, and a variety of insurance products. AFLAC of NY is our administrator. Contact the Payroll Office for further details. 14.) Automatic deposit is available for every employee. On our current computer system net earnings can be split between any number of accounts at any number of institutions. The only requirements are that the employee’s name must be on the account and the institution must have a routing number. 15.) The City of Schenectady Employees’ Federal Credit Union is available for weekly automatic deductions to savings accounts and loans. Contact the Credit Union in Room 1 of City Hall for further information. 16.) Longevity is paid to each employee with 5 or more years of service. This benefit is paid once a year, with the last pay check of the month, in the employee’s anniversary month. The amounts are currently: 5-9 years: $ 900 10-14 years: $ 1,190 15-19 years: $1,380 20 years: $1,700 25 years: $1,850 30 years: $2,100 17.) A variety of life, accident, and disability insurance may be purchased through the CSEA Union. Weekly deductions can be made for these plans. The CSEA Union must be contacted regarding these plans. The Payroll Office has the contact information. 16 18.) The City of Schenectady has a Flexible Spending Program, currently administered by MVP, for Health Care Reimbursement and/or Dependent Care Reimbursement. Details are available in the Payroll Office. 19.) Family Medical Leave is available to eligible employees. Please contact the Payroll Office for further information. 20.) The City is self-insured for Worker’s Compensation but we have a third-party administrator that handles our claims. Currently, our third-party administrator is Triad. Should you have an on-the-job injury, please contact the Payroll Office as soon as possible. There are forms that need to be filled out, even if you do not go to the doctor’s or emergency room. 21.) All City employees have access to an employee assistance program currently administered by Capital EAP. This is a 24 hour/7 day a week confidential service, paid for by the City that is provided for both you and your immediate family members. Services are available in the areas of professional counseling, depression screening, eldercare/childcare resource referrals and counseling, financial referral, and many more. Contact Capital EAP at (518) 465-3813 or (800) 777-6531. 22.) Every employee shall receive leave in accordance with applicable sections of the New York State Military Law. 23.) On proof of the necessity of Jury service or attending court pursuant to a subpoena or other order of the Court, employee shall be granted a leave of absence with pay. However, the employee performing jury duty shall be paid only the differences between his regular pay and fees paid to him/her by the Court for jury duty. Employees who are released from jury service three (3) hours or more prior to the end of their scheduled work day are required to return to work for the remainder of the work day. 24.) Bereavement Leave is as follows: When a death occurs in an employee’s immediate family, he/she shall be entitled, when so required, to five (5) consecutive working days with pay to arrange for or attend the funeral and burial. Immediate family includes spouse, child, parents of employee or spouse, brother, sister, grandparents, grandchildren, brother-in-law or sister-in-law. An employee shall be granted a maximum of three (3) one-half (1/2) day absences with pay, upon application to his or her department head, to attend a funeral for someone other than a member of his/her immediate family as described above. These are the benefits in effect as of the date stated at the top of this document but are subject to future changes. 17 Contacts for Questions: Name Title Phone Tiffany White Personnel & Benefits Administrator 382-5199x5362 Dona Potter Senior Payroll Audit Clerk 382-5199x5353 Jackie Jones Personnel Benefits Clerk 382-5012 18  SCHENECTADY CITY COUNCIL Legislative Request Form Committee: Finance Committee Date: Monday, December 20, 2021 From: Paul Lafond Subject Authorizing an Agreement between the City of Schenectady and International Union of Operating Engineers (IUOE) Local 158 Background Info: Evaluation/Analysis Recommendation Friday, December 17, 2021 19  CITY OF SCHENECTADY LEGISLATIVE REQUEST FORM COMMITTEE ASSIGNMENT: DATE: December 6, 2021 TO: City Council FROM: Andrew Koldin, Corporation Counsel SUBJECT: Procurement Policy (Jan. 1, 2022 – Dec. 31, 2023) Background Information: The City is required to develop and implement a procurement policy to ensure the appropriate and responsible spending of taxpayer monies. State law requires review of said policy every two years. The 2020-2021 procurement policy is attached for the Council’s review and discussion. LEGISLATION WILL BE PREPARED BY_____LAW DEPARTMENT_________ 20  i I' lid"N^ C ivA Vu n ml , G CITY COUNCIL SCHENECTADY, NEW YORK RESOLUTION NO. 2020- 0 Counci lrnernber Mr. Polimeni offered the following: A Resolution Amending and Adopting the City of Schenectady' s Procurement Policy Effective January 1, 2020 to December 31, 2020. WHEREAS, as a Municipal Corporation organized and existing under the Laws of the State of New York, the City of Schenectady is required to operate under the provisions ofState Law; and WHEREAS, New York State requires all municipalities to develop and implement a procurement policy that ensures the appropriate and responsible spending oftaxpayer dollars; and WHEREAS, New York State requires that all municipalities review their individual procurement policies emery two gears: NOW, THEREFORE BE IT, RESOLVED, that the City Council do hereby amend, adopt and direct the implementation of the City' s Procurement policy effective immediately through December 3 1, 2 02 1, as promulgated by the New York State Department of Labor, a copy of which shall be appended to the resolution and made a part hereon by reference. Approved s to form this ADOPTED ot by the following vote majorityof all day of March, 2020. members voting in the affirmative negative Council Member AYE SAY Ed ioiur Andrew boldin, Esq. Join loot ov r n l sa L. ler Corporation Counsel doom John M. Poli n'1 Marion Porterfel C_(X C TOTA SLT 10MANN ADOPTED unani o Soil" AP roved by Mayornn LU Vetoed by Mayor 21 City of Schenectady Purchasing Policy City of Schenectady Purchasing Policies In accordance with New York State Law', the following individuals are responsible for purchasing for the period of 1 1/ 2020 through 12.x31/ 2021 Gary McCarthy, Mayor of the City of Schenectady Alec Sutherland, Director ofOperations John Coluccio, Signal Control Superintendent Michael Eldens, Commissioner ofPublic Safety, whenActin Mayor Eric Clifford, Chief ofPolice, when Acting Mayor Anthony Ferrari, Commissioner of Finance & Administration Richardl Mcllravy-Alert, Purchasing Supervisor These rules set forth in this policy are based on the requirements ofArticle 5- A Section 103 of New York State General Municipal Law, the City ofSchenectady Charter and the Schenectady Code. In enacting and enforcing this Policy, the City of Schenectady hereby acknowledges and agrees to follow all procedures proscribed and required by New York State. Purchasing Requirement 1. Purchase of Equipment, Materials, Supplies, or Contracting for Public works Commoditiess are considered to be materials, supplies, and equipment, while Public worts are considered to be services, labor, or construction. If a contact involves other service and equipment, the total character ofthe contract should be determined based on the primary purpose of the purchase. Purchases less than $ 3, 500 Purchases less than $ 31,500 will be made at the discretion of the Mayor, the purchasing Supervisor, or the Mayor' s designee. Purchases of$3, 500-, , 5 99 or Public Works Purchases of$3, 500-$34,999 Departments nts send a request( requisition) to the Purchasing Supervisor. At a minimum, three written quotes from vendors must be solicited, and a purchase order is issued to the lowest responsible vendor. Public Posting in Lieu ofQuotes If three verbal or written quotes cannot be obtained for purchases under the formal bit threshold, 1 General Municipal Law§ 1 - b( 2)( See office of the state C mptrotl r guidame document" Seeking Competition in Procurement." 22 City of Schenectady Purchasing Foliar but the purchase does not qualify as a sole source, the Purchasing Supervisor may ensure competitive procurement ofthe product by publically posting ars online solicitation and then making the purchase from the lowest qualified quote. Purchases $2 , 000 and a ove or Public Works Purchases $ 35, 000 and above Materials, supplies, and equipment purchases in aggregate of more than twenty thousand dollars Per year, or public works contracts in aggregate of more than thirty-five thousand dollars per year must be competitively hid. The aforesaid amounts may be increased automatically a provided for in Article 5- A, section 103 ofINew YorkState General Municipal Laver. The Supervisor of Purchasing works with the responsible department in developing bid 1atlns. Requests speclf~ for bids are advertised to the legal advertising section ofh alt ' s official newspaper designated by the City Council and are distributed online through a free public forum. There must be a minimum ofthe five days between the first clay ofbid publication and the public opening of bids by the Purchasing Supervisor. The Purchasing Supervisor and the department will review bid results to determine the award, which is made to the lowest responsible bidder after review and approval by the City Council. All change order requests and approvals must be made in writing and seat to the City Clerk within three days ofapproval. The change order must describe in detail the purpose ofsaid requested and approved change. Any requested change order or orders that cause an increase beyond a cumulative threshold of twenty-five percent greater than the amount ofthe contract which the City Council approved roust be approved by a formal vote ofthe City Council. Purchase of Services Professional Services The purchase of professional services is initiated by the department in need of services. Consistent with State General Municipal Law, Article 5A, Section 104- B, professional services roust be procured in a manner that assured the prudent and economical use of public monies in the gest interest of the taxpayers. The selection method to be used may include( hut is not limited t the following request for proposals, request for qualifications, recruitment, or open acceptance of proposals. Professional services contracts awarded with Mate or federal funds must follow any bidding requirements set forth in Mate, federal or other applicable statutes and guidelines. Once the service provider is selected, the department should work with the City' s Law Department to prepare a contract, which must be approved by Corporation Counsel, the Purchasing Supervisor, the Commissioner of Finance & Administration, and the Mayor. 3 General Municipal Law§ 1 3( l) 4 General Municipal Law§ 103( 2) 5 GeneTal Municipal Law§ 113( 2) 6 According to OSC Guidance Document' seeking Competition in Procurement" issued July 2014, Professional services are defined a " requiring specialized or technical skills, expertise or knowledge, the exercise of professional judgment, or a high degree of creativity." 23 City ofSchenectady Purchasing Policy At the first finance standing committee meeting ofthe month or as soon as reasonable thereafter, the Mayor or the Mayor' s appointed designee shall provide the committee with a list of professional service contracts into which the City entered in the preceding month. Maintenance Agreements Maintenance agreements for equipment are procured through the Purchasing Supervisor. The Purchasing Supervisor administers these contracts and must competitively acquire these services or provide sole source justification. Equipment eases) en als Equipment leases and rental agreements must be approved by the Purchasing Supervisor and the Mayor. Specialized Services Other services unique to individual departments should be procured using the guidelines for purchases of materials, supplies, and equipment, based on the cost of the service. Best Value .. The City reserved the right to use" best value" as a basis for awarding contracts ` oto the offerer which optimizes quality, cost and efficiency, among responsiveand responsible offerers." In assessing best value, " factors including, but are not limited to, reliability of a product, efficiency of operation, difficulty/ease of maintenance, useful lifespan, ability to meet needs regarding timeliness of performance, and experience f a service provider with similar contracts"' may be considered.` whenever possible, the basis for a gest value award must reflect objective and quantifiable analysis. Public works construction contracts exceeding$ 250, 000 Public works construction contracts exceeding $ 250,000 may only be awarded to contractors and subcontractors that have an approved apprenticeship program as provided for in Article 23 of the New' York State Labor Law and meet applicable1 State Federal or City of Schenectady Minority and Women-Owned Business Utilization goals. Pursuant to Local Law 3 of 2015 amending Chapter 62 of the Administrative Code of the City of Schenectady to allow for best value purchasing See state Finance Law, section 1 1 }) e. General 11 uni ipa Law, section 103( l) cross- references the definition of" best value" in state Finance Law, section 163. See OSC Guidance Document" seeping Competition in Procurement" provides explanation and use of" best value" as envisioned in this policy dee the City of Schenectady Equal Opportunity and Affirmative Action Plan 24 City of Schenectady Purchasing Policy Exceptions to Competitive Procurement Requirements Existing State and City Contracts" Purchases of commodities and Public work may be made under existing contracts with New York State maintained by the Office ofGeneral Services or other counties or cities within New York State. other municipal contracts must have a provision extending their use to other local governments. when purchasing off ofars existing contract the contract details host be documented on the purchasing record. Procurement1 Emergency In an emergency situation the Purchasing Supervisor or Commissioner level employee, even if they are not listed as purchasing officers in the beginning of this policy, has the authority t make expenditures below the legal competitive bid threshold($ 20,000 for commodities and 35, 000 for public works) without seeking quotes. The department head requesting the purchase must explain the emergency situation in writing, which can take place within a reasonable time after the authorization ofthe purchases or contract ifcircumstances do not allow it to take plane before. 1Ifthe situation requires purchases or contract above the legal bid threshold, the Mayor must authorize the expenditure by stating the emergency situation In writing, which can take place within a reasonable time after the authorization of the purchases or contract if circumstances do not allow it to take place before. SoleSource Procurement A purchase may be exempt from competitive procurement if the Purchasing Supervisor makes reasonable effort to determine that the item or service required is only available from erre source. The Purchasing Supervisor must document the reason( s) for sole source procurement. Ifthe procurement is above the legal competitive bid threshold it must be approved by the Mayor. Cooperatives & Piggyback eontracts In Lieu of obtaining written quotes for purchases of commodities up t $ 20,000; the Purchasing Supervisor is authorized to make such purchases using established national and regional cooperative purchasing contracts, including but not limited to, the contracts issues by the following entities: the CC' S General Services Administration (GSA) Schedule 70 Information Technology, Minnesota Multistate Contracting Alliance for Pharmacy M AP ; US Communities Government Purchasing Cooperative, western States Contacting Alliance WSCA), National Joint Powers Alliance NJPA , or the HGAC Buy Cooperative Purchasing Program. Any other exception to New York State competitive procurement guidelines are authorized to b 11 General Municipal Law§ 104,§ 143( 3) 12 General Municipal Law§ 103( 4) 13 Emergency situations are defined as in General Municipal Law§ 143( 4) as" a public emergency arising out ofan accident or otter unforeseen occurrence or condition whereby circumstances affecting public buntings, public property of the life, health, safety or property of the inhabitants of a political subdivision or district therein, require irr mediate action." 25 City of Schenectady Purchasing Policy used by the City of Schenectady, with the approval of the Purchasing Supervisor. 5. Effect of this Policy This policy shall apply from its date of approval and shall not apply retroactively. 26  CITY OF SCHENECTADY LEGISLATIVE REQUEST FORM COMMITTEE ASSIGNMENT: DATE: December 20, 2021 TO: City Council FROM: Andrew Koldin, Corporation Counsel SUBJECT: Call for Public Hearing to Amend Section 138-31 of the City Code Background Information: Section 138-31 of the City Code provides for the process of the Building Inspector upon determination that a building or structure is unsafe. In the event that a building or structure is determined to be unsafe, the Building Inspector may order that the building or structure be vacated and remain unoccupied until the specified repairs and improvements have been completed and inspected and approved by the Building Inspector. Notwithstanding the significant safety issues and risks associated with occupancy of unsafe buildings and structures, occupants of properties may seek administrative review of a decision to order a building be vacated. In consultation with the Building Department and the Mayor’s Office, the Law Department is proposing to amend Section 138-31 to add a new subsection creating a process by which those people aggrieved by an order to vacate a building may seek administrative review of said order to determine if the order should be modified or not. Evaluation/Analysis: The proposed amendment will provide a clear method for aggrieved people to seek review of orders to vacate. Recommendation: Approve the legislative request calling for a public hearing to amend Section 138-31 of the City Code to add a subsection for hearings to review orders to vacate due to unsafe structures. 27 LEGISLATION WILL BE PREPARED BY_____LAW DEPARTMENT_________ 28  CITY OF SCHENECTADY LEGISLATION REQUEST FORM COMMITTEE ASSIGNMENT: City Development & Planning DATE: 12/20/21 TO: COUNCIL MEMBERS FROM: Development SUBJECT: Sale of 326 Hulett Street Background Information: Evaluation/Analysis: Recommendation: LEGISLATION WILL BE PREPARED BY Development 29  CITY OF SCHENECTADY LEGISLATION REQUEST FORM COMMITTEE ASSIGNMENT: City Development & Planning DATE: 12/20/21 TO: COUNCIL MEMBERS FROM: Development SUBJECT: Sale of 619 Seneca Street Background Information: Evaluation/Analysis: Recommendation: LEGISLATION WILL BE PREPARED BY Development 30  CITY OF SCHENECTADY LEGISLATION REQUEST FORM COMMITTEE ASSIGNMENT: City Development & Planning DATE: 12/20/21 TO: COUNCIL MEMBERS FROM: Development SUBJECT: Sale of Vacant Lot, 921 Crane Street Background Information: Evaluation/Analysis: Recommendation: LEGISLATION WILL BE PREPARED BY Development 31  CITY OF SCHENECTADY LEGISLATION REQUEST FORM COMMITTEE ASSIGNMENT: City Development & Planning DATE: 12/20/21 TO: COUNCIL MEMBERS FROM: Development SUBJECT: Sale of 1006 Park Street Background Information: Evaluation/Analysis: Recommendation: LEGISLATION WILL BE PREPARED BY Development 32  SCHENECTADY CITY COUNCIL Legislative Request Form Committee: Claims Committee Date: Monday, December 20, 2021 From: Andrew Koldin Subject Nancy Kelly vs. City of Schenectady Background Info: Evaluation/Analysis Recommendation Friday, December 17, 2021 33  SCHENECTADY CITY COUNCIL Legislative Request Form Committee: Claims Committee Date: Monday, December 20, 2021 From: Andrew Koldin Subject GEICO a/s/o Omar A. Nagi vs. City of Schenectady Background Info: Evaluation/Analysis Recommendation Friday, December 17, 2021 34