Special Board of Aldermen 02-09-2021 Page 6
| have to say that our HR Department specifically Nancy Trask, worked very hard on this as well as making
sure that all of our new employees this year had orientations which was very difficult to do in a COVID
atmosphere. We completed an RFP and obtained a vendor for the Dependent Audit which will begin later
this month. We hired a new Purchasing Manager and as we've said a new Chief Assessor.
Technology — there’s been many projects. We are lucky in the City to have a wonderful Technology Team.
They work very hard to make sure that we have access to the best technology and to make sure that all of
our systems are updated as well as secure. So the Assessing Software, as you all know, was upgraded to
AP5 and | will say without issues. We have had a successful website redesign earlier last spring; they
migrated the Telestaff which is the employee system for the Police Department. We had an upgrade to our
camera servers which service our City Hall Buildings. They created a new Cemetery Application, a
ClerkWorks Software for the City Clerk, a Solid Waste Billing System for DPW. They worked on the
relocation of all the computers for Public Health, Motor Vehicles, Tax, Assessing so that we could perform
the renovations. They have been working on Civic Gov with the City Clerk going live last October, now
working with Environment Health. They worked with the GIS Department on the planning for the ESRI
upgrade and Mr. Miseirvitch is currently working with ESRI on the update of the servers. And they
upgraded our Kronos timekeeping system.
One of the things that we were hoping to cover tonight was the various endeavors that the Division had to
perform under COVID-19. We have heard a lot about COVID-19, we cannot say enough about Director
Kates and the EOC. As a Division a few of us were speaking the other day and saying we have learned a
lot during COVID-19, starting way back to the shutdown last March and it seems hard to believe that it has
been almost a year. But with a very limited notice that everyone had, we were able to shut down City Hall
and secure the building. We worked on building signage and then worked with City Departments and
Divisions on who needed access to what buildings and when.
We led and operated the supply unit for the EOC and that consisted of providing all of our divisions
personal protective equipment and sanitation supplies. This includes Emergency Personnel, we had to
reach out and procure the supplies, track all of the costs. We did ordering and distribution to non-profits
and local city businesses. We converted the employee break room to a supply unit room where we had
inventory control and reporting. Thank you to Janet Graziano from Financial Services for assisting with that
inventory control. As you may know, during this time, there were a lot of vendors, a lot of emails, a lot of
people that reached out to peddle for lack of another word, different supplies. All of these vendors and
products had to be well researched; we had to make sure that we were living by City guidelines when we
were purchasing these products. And we had to make sure that they met the guidelines provided by the
State and the CDC.
At this time, we had just lost the current Purchasing Manager and | have to give a shut out to Amy Girard in
our Purchasing Department. She stepped up and led the way placing all these orders and with the help of
Risk Management and the Administrative Assistant here in Admin, we worked this out. We never went
without any supplies within the City. You can see here a limited list of wnat was sourced and ordered. And
we also worked with some Community Groups to get fabric for facemasks and they provided us with
facemasks when it was needed.
Here are a few pictures of the COVID-19 supply room at its fullest; and as you can see, everything from
gloves and masks were there. Divisions would order from us and we would arrange pick up on the City
Hall loading dock. It was very serious to make sure that all of our employees were well taken care of and
had protective equipment during a very difficult time.
Technology was a large item within the COVID-19 pandemic because we needed to make sure that City
Services were maintained. So as you can see on this slide, over 4,000 Help Desk Tickets were answered
by Technology since March 23” of last year. This is everything from service requests to Divisions
requesting different software or different hardware.
