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City Council

September 4, 2024 ·6:30 PM Final

Council Chambers

Agenda PDF Minutes PDF 📹 Watch video Official record ↗

Agenda — 39 items

  1. 1 Invocation:
  2. 2 Pledge to the Flag ▶ jump to 0:25
  3. 3 Roll Call ▶ jump to 0:45
  4. 4 Courtesy of the Floor Courtesy and Privilege of the Floor Rules ▶ jump to 1:00
  5. 5 Contract Approvals ▶ jump to 3:11
  6. 6 R146 Authorization for Contract with Preferred EAP in the amount of $11,200.00 to provide assessment of problems and brief counseling or referral to appropriate treatment/service resources. This includes five (5) fifty (50) minute in-person contacts provided to eligible user at no charge to themselves. 15-7185 approved Pass ▶ jump to 6:48
  7. 7 Minutes of Previous Meeting: August 21, 2024 ▶ jump to 7:08
  8. 8 August 21, 2024 City Council Meeting Minutes 15-7198 approved Pass
  9. 9 Communications: Dr. Cynthia Mota stated that an Executive Session: On August 28, 2024 City Council held an executive session with the City Solicitor and the Chief of Police to discuss the active Lehigh County Common Pleas Whistleblower Litigation, Case Number 2024-C-1294, and the investigation of the August 25, 2024 incident. The session was held pursuant to section 708 of the State's Open Meetings Statute. Mr. Santo Napoli stated also for residents who are visiting City Council, encouraged them to use the government deck next to city hall. Please see our City Clerk, Mr. Hanlon for a voucher to pay for your parking. Thank you. ▶ jump to 7:23
  10. 10 Old Business: NONE ▶ jump to 8:11
  11. 11 REPORTS Co-Responder Meeting - Chairperson Gerlach, Napoli, Zucal Tonight was their last meeting. They had a conversation about recommendations going forward and look forward to the Budget Season where some of these might require some line items. Committee of the Whole: Council will hold a special meeting to review and discuss the Solid Waste/Recycling Contract and consider other general business on September 16th at 5 PM. The meeting should last for approximately an hour. Budget Meeting - Mr. Santo Napoli stated that the Budget Meeting will be scheduled on October 30th at 5:30 PM to discuss the proposed 2025 budget at the request of the administration. Budget and Finance: Chair Napoli, Hendricks, Gerlach Also, for the Budget and Finance committee, the committee met on August 28th, the next meeting is scheduled for September 18th at 5:45 PM to review the Finance Reports. Mayor Matt Tuerk stated as you all know the Budget is due 75 days prior to the end of the year. He stated that Council will have more than two weeks to review the proposed budget in advance of the October 30th meeting. Community and Economic Development: Chair Hendricks, Mota, Napoli The committee met on August 28th and forwarded two HARB denials and had a presentation and discussion on the housing study and the Recompete grant. The next meeting is scheduled for September 11 at 5:30 PM - the topic of discussion will be the $1.2M distribution of the Community Reinvestment Fund, the distribution will be listed on the agenda. Human Resources, Administration and Appointments: Chair Affa, Napoli, Santos The Committee has not met since the last council meeting. There are no future meetings scheduled at this time. Parks and Recreation: Chair Santos, Affa, Gerlach The Committee met this evening; there are no future meetings scheduled. The next meeting is scheduled for September 18th at 6:00 PM. Public Safety: Chair Zucal, Hendricks, Mota The committee met this evening. There is one item on the regular agenda; the next meeting is scheduled for September 18th at 6:15 PM. Public Works: Chair Gerlach, Affa, Zucal The Committee also met this evening; The next meeting is scheduled for September 18th at 5:45 PM. Rules, Chambers, Intergovernmental Relations, and Strategy: Chair Mota, Napoli, Gerlach The committee has not met since the last council meeting. There are no future meetings scheduled at this time. Controller's Report (3 minutes) The controller's office has submitted two reports: Bank Reconciliation Review For the month end date: 06/30/202 Review: EMS Billing Process Flow Date of Report: August 26, 2024 Mr. Jeffrey Glazier stated that tonight is the first of the Audit Reports from the interns process flows. There are three. This is number one. This is the EMS Billing Process Flow. Just as an overview. EMS has 41 full-time and 12 part-time paramedics who are well trained in advance emergency medical care using state of the art equipment. The teams are stationed at three fire stations across the city. In 2023, the paramedics responded to 18,600 medical emergency calls. They operate a fleet of 10 advanced life support ambulances, two shift supervisor squad vehicles, a medical director squad vehicle and education vehicle, a special operations support squad vehicle, eight bicycles and an incident support trailer and two EMS carts. He stated that he is going to give the three top findings. He stated that they got the report at the end of August. He advised Council to review the whole report and also the administration to review it as well. These are the three top findings. The city of Allentown maintains an Accounts Receivable Module on Eden which is what they use to determine the kinds of funds that were owed to them. EMS maintains their own patient Accounts Receivable software on something called ZOLL. They are a major software provider to this industry. These two software platform do not meet. So consequently when they've done and Council pays for an audit every year, these Accounts Receivable don't get mixed into that number. That is something that needs to be rectified and something that needs to be rectified is that nobody in Finance has had access to this software and access to this number. The city really hasn't been aware of the amount of revenue outstanding. He stated that he recommends that Finance should review the ZOLL Account Receivable and included in the city's financial statements in consideration should be given to granting the EMS financial analyst access to ZOLL to allow the review of outstanding debt and the administration agrees and hopefully, that will come to fruition so at the very least the city will take this information into consideration. The second, is the ZOLL opportunity for EMS efficiency. Right now, they use ZOLL for billing and the process starts on paper. Very little in this world today starts out on paper. His recommendation is that it is an iPad application out there. He stated that they should look at that. It would undoubtedly speed things up and help them get their money faster. It would probably due away with some on the errors. The administration isn't quite sold. They know the technology is available. It is not as simple as implementing an App and moving forward. There is a cost associated with the App which they certainly all acknowledge in terms of hardware proper maintenance, training. They believe the system is currently efficient for what it is. However, that's said, they have begun exploring technological improvements and in the process of updating our iPad they use for translation to enable mobile charting. He stated that they are already moving into the 21st century with our permitting system and some other things. They found out that it takes time to get there to do it well. He stated that he expects that this won't be no different, but he also expects that the awards to the employees, to the city and to the customer certainly outweigh the costs and he would hope that at some point in the near future the city begins to make a down payment to implement this going forward. The last major issue is untimely filing of claims. PA and federal law on EMS billing has 180 days to submit the claims to Medicaid. A year to submit claims to Medicare and between 30 and 180 days for private insurance companies. If these time limits are missed, the city has to write off the claim amount. Using ZOLL, a report of claims written off in a timely filings were generated in May of 2024. The number of claims missed for filing and this is just for the month of May mind you. The number of claims missed for timely filing was five. The percent of claims written off for Medicaid was 60 percent. The total amount that was written off $5,342.82. They recommend EMS billing implement an Aging Report for all Medicare and Medicaid claims until timely filing occurs. The administration agrees and this is something where intersection with the Finance Department can help us make sure that everything is filed timely. Once again, he encouraged Council, the public and the administration to read all the issues and hopefully they can see some improvements. Some performance here. He stated finally, he wants to say as a result of this audit, his department certainly has a much greater appreciation of how hard EMS works and what a great service they provide for our city and following through on these recommendations will help them improve service. Mr. Ed Zucal stated one question if Mr. Glazier knew what that App would cost. Mr. Jeffrey Glazier stated he doesn't. He really doesn't. He stated that he doesn't think it is outrageously expensive. The hardware isn't expensive. Mayor Matt Tuerk stated that part of the consideration not just the cost of the App. The training for employees to use it. Whatever they end up doing, they really need Council's help to review the 2025 budget and potentially the 2026 budget. They have to make sure they have a plan for this properly to make sure it is effective. Mr. Jeffrey Glazier stated that next year is the Munis. Munis is a big thing. As much as he would like to see it yesterday, maybe 2026 is a better thing, but don't forget about it. Dr. Cynthia Mota thanked Mr. Glazier and Mr. Zucal. ▶ jump to 8:17
  12. 12 Controller Reports 15-7200 ▶ jump to 12:38
  13. 13 ORDINANCES FOR FINAL PASSAGE (To be Voted On): ▶ jump to 18:14
  14. 14 Bill 73 Amending the 2024 Capital Fund Budget to provide for a transfer of Four Million Five Hundred Thousand ($4,500,000) of State and Local Fiscal Recovery Funds (SLFRF) from the Central Fire Station capital project to an active capital project, Police Headquarters. 15-7153 approved Pass ▶ jump to 18:49
  15. 15 Bill 74 Amending the 2024 Trexler Fund by authorizing a supplemental appropriation from the unappropriated balance of the Trexler Fund in the amount of One Thousand Seven Hundred Sixty-Two Dollars and Fifty Cents ($1,762.50) to the operating and capital budgets of the Parks and Recreation Department. 15-7159 approved Pass ▶ jump to 19:42
  16. 16 Bill 75 Amending the 2024 Capital Fund Budget to provide for a supplemental appropriation of Two Hundred Fifty Thousand ($250,000.00) Dollars from the Pennsylvania Department of Community and Economic Development (DCED) to support construction of the MLK Trail Extension. 15-7158 approved Pass ▶ jump to 20:32
  17. 17 Bill 76 Amending the 2024 Capital Fund Budget to provide for a transfer of Fifteen Thousand Forty-Eight Dollars and Fifty-Seven Cents ($15,048.57) from Irving Pool Improvements capital project into Valania Park to use for auto locks and signage and West Park for replacement of the bandshell windows. 15-7157 approved Pass ▶ jump to 21:17
  18. 18 Bill 77 Amending the 2024 Capital Fund Budget to provide for a supplemental appropriation of Fifty Thousand ($50,000.00) Dollars from the Pennsylvania Fish and Boat Commission (PFBC). These funds will be utilized to create a Master Plan for the construction of recreational fishing and boating access along the Lehigh River in Canal Park. 15-7156 approved Pass ▶ jump to 22:50
  19. 19 Bill 78 Amending the 2024 Capital Fund Budget to provide for an increase of Thirty-Five Thousand Dollars ($35,000.00) to the newly created capital account for the WalkWorks grant to establish a Citywide Bike Infrastructure Plan. These funds have been awarded through the Pennsylvania Department of Health and will be reimbursed when the project is completed. 15-7154 approved Pass ▶ jump to 23:32
  20. 20 CONSENT AGENDA approved Pass ▶ jump to 25:29
  21. 21 R147 R. Scott Unger, Zoning Hearing Board, Term Expiration: 09/04/2027 15-7172
  22. 22 R148 Chief Charles Roca - Disruptive Conduct Board of Appeals, Term Expiration: 09/04/2027 (Reappointment) 15-7173
  23. 23 R149 Vicky Kistler, Disruptive Conduct Board of Appeals, Term Expiration: 09/04/2027 (Reappointment) 15-7174
  24. 24 R150 Mark Shahda - Disruptive Conduct Board of Appeals, Term Expiration: 09/04/2027 (Reappointment) 15-7175
  25. 25 R151 Betty Ortiz, HARB, Term Expiration 09/04/2027 (Building Inspector – Alternate) 15-7191
  26. 26 RESOLUTIONS FOR FINAL PASSAGE (To be Voted On): ▶ jump to 25:48
  27. 27 R144 Denial of a Certificate of Appropriateness – 620 N 6th Street 15-7161 approved Pass ▶ jump to 26:19
  28. 28 R145 Denial of a Certificate of Appropriateness – 240 N 11th Street 15-7162 approved Pass ▶ jump to 27:01
  29. 29 R152 Approves one transfer: (1) $12,164.01 in Parks and Recreation for improvements to Boyle include upgraded equipment to purchase players benches, scorers tables and garbage cans. 15-7187 approved Pass ▶ jump to 29:59
  30. 30 ORDINANCES FOR INTRODUCTION (To be referred to Committee with public comment prior to referral) ▶ jump to 30:19
  31. 31 Bill 79 Amending the 2024 Capital Fund Budget to provide for an appropriation in the amount of Sixty-Five Thousand Dollars ($65,000.00) from the Trexler Fund to the WPA Structures capital projects account. These funds will be used to repair the stairs Union Terrace Park and is part of the 2024-25 Trexler Capital Project allocation. 15-7186 ▶ jump to 30:19
  32. 32 Bill 80 Amending the 2024 Capital Fund Budget to provide for an appropriation in the amount of Twenty-Two Thousand Dollars ($22,112.74) from the Trexler Fund to the Cedar Beach Park and Bucky Boyle Park capital project accounts. These funds will be used for improvements to both parks and is part of the 2024-25 Trexler capital project allocation. 15-7188 ▶ jump to 30:47
  33. 33 Bill 81 Amending the 2024 Capital Fund Budget to provide for a supplemental appropriation of Nine Hundred Twenty Thousand Eight Hundred ($920,800) Dollars from American Forests under the U.S. Department of Agriculture, Forest Service to support Urban Forestry in the City. 15-7189 ▶ jump to 31:16
  34. 34 Bill 82 Amending the 2024 Capital Fund Budget to provide for an increase of Five Hundred and Five Thousand Dollars ($505,000.00) to the newly created capital account for the School Zone Traffic Safety Upgrades project as part of the Transportation Alternatives Set-Aside (TASA) grant the City was awarded to install and replace school flashers citywide. The City was awarded $1,500,000 as part of the TASA grant, and the $505,000 is considered the City’s match that is required. 15-7190 ▶ jump to 31:49
  35. 35 Bill 83 Amending the 2024 General Fund by adding the position of Deputy Fire Chief (S21, $116,034) and Public Health Paramedicine Specialist (S11, $66,977) and deleting the positions of Emergency Management Coordinator and Community Health Specialist. 15-7197 ▶ jump to 32:17
  36. 36 RESOLUTIONS FOR INTRODUCTION (Can be voted on or Referred to Committee): NONE ▶ jump to 32:40
  37. 37 NEW BUSINESS: NONE ▶ jump to 32:47
  38. 38 GOOD AND WELFARE: NONE ▶ jump to 32:47
  39. 39 ADJOURNED: 7:02 PM ▶ jump to 32:50