City Council:
AN ORDINANCE AUTHORIZING THE
ATTENDANCE OF A CITY EMPLOYEE AT
THE 2026 NYALGRO CONFERENCE AND
APPROVING RELATED EXPENDITURES
Whereas, by correspondence dated April 10, 2026, the City Clerk formally requested authorization for Jeralyn Escamilla, Records Specialist, to attend the 2026 New York Association of Local Government Records Officers (NYALGRO) Conference from June 7 -9, 2026, subject to the conditions set forth herein; and
Whereas, the City Clerk’s Office of the City of Mount Vernon is responsible for maintaining, organizing, and preserving official municipal records in compliance with applicable laws and regulations; and
Whereas, Jeralyn Escamilla, Records Specialist, plays a critical role in supporting the City Clerk in her capacity as the City’s Records Management Officer (RMO); and
Whereas, the New York Association of Local Government Records Officers (NYALGRO) is a nonprofit organization dedicated to providing training, resources, and professional development opportunities for individuals responsible for records and information management in local government; and
Whereas, the 2026 NYALGRO Conference offers comprehensive training sessions covering essential topics, including storage and retrieval of paper and electronic records, legal requirements for records management, policy development, FERPA compliance, and continuity of operations planning; and
Whereas, additional conference sessions addressing website requirements, Office of Court Administration (OCA) records, cost-effective inventory methods, and the introduction of artificial intelligence in records management will enhance modernization, transparency, and efficiency within the City’s records systems; and
Whereas, attendance at said conference will directly support ongoing efforts within the City Clerk’s Office, including the organization and archiving of records within the City Clerk’s vault and the implementation of document categorization systems utilizing Laserfiche; and
Whereas, the knowledge and skills gained from this conference will improve records retrieval, ensure compliance with legal standards, reduce operational risk, and establish sustainable long-term records management practices; and
Whereas, a scholarship in the amount of Five Hundred Dollars ($500.00) has been applied for through NYALGRO, and if awarded, will reduce the total cost to the City to Five Hundred Seventeen Dollars and Twenty Cents ($517.20), making this a cost-effective professional development opportunity; and
Whereas, the request for attendance is contingent upon the awarding of said scholarship;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MOUNT VERNON, NEW YORK, AS FOLLOWS:
Section 1. Authorization of Attendance. The City Council hereby authorizes Jeralyn Escamilla, Records Specialist, to attend the 2026 New York Association of Local Government Records Officers (NYALGRO) Conference from June 7 -9, 2026, subject to the conditions set forth herein.
Section 2. Approval of Expenditures. The City Council hereby approves the expenditure of funds necessary to cover registration, travel, lodging, and related expenses associated with attendance at the conference, in an amount not to exceed Five Hundred Seventeen Dollars and Twenty Cents ($517.20), contingent upon the awarding of the $500.00 NYALGRO scholarship.
Section 3. Contingency. In the event that the NYALGRO scholarship is not awarded, any authorization for attendance and related expenditures shall be subject to further review and approval by the City Council.
Section 4. Purpose and Benefit. The City Council finds that the training and professional development provided by the NYALGRO Conference will enhance the City’s records management program, improve operational efficiency, ensure regulatory compliance, and provide long-term benefits to multiple City departments.
Section 4. Authorization of Expenditures. The City Council hereby authorizes the expenditure of funds in an amount not to exceed Five Hundred Seventeen Dollars and Twenty Cents ($517.20), contingent upon the awarding of the $500.00 NYALGRO scholarship to cover the costs associated with registration, transportation, lodging, meals, and incidentals related to the Senior Account Clerk’s attendance at the conference.
Section 5. Source of Funding. Such expenditures shall be charged to the conference registration, travel, lodging, and meals in accordance with applicable City policies and shall be paid from the Austerity Budget Code A1030.402 upon submission of proper documentation, subject to the availability of funds and the Comptroller's approval.
Section 6. Effective Date. This Ordinance shall take effect immediately upon its adoption by the City Council, subject to prior approval by the Board of Estimate and Contract.
Board of Estimate and Contract:
A REQUEST AUTHORIZING THE
ATTACHED TRAVEL AND
TRAINING REQUEST FORM AND
APPROVING THE EXPENDITURE OF FUNDS
FOR
JERALYN ESCAMILLA, RECORDS SPECIALIST
OFFICE OF THE CITY CLERK
TO ATTEND THE
2026 NYALGRO (NEW YORK ASSOCIATION OF
LOCAL GOVERNMENT RECORDS OFFICERS)
FROM
JUNE 7-9, 2026
Board of Estimate and Contract:
A RESOLUTION AUTHORIZING THE
ATTENDANCE OF A CITY EMPLOYEE AT
THE 2026 NEW YORK ASSOCIATION OF
LOCAL GOVERNMENT RECORDS OFFICERS
(NYALGRO) CONFERENCE AND APPROVING
ASSOCIATED EXPENDITURES
WHEREAS, the City Clerk serves as the Records Management Officer (RMO) for the City of Mount Vernon and is responsible for ensuring the proper management, preservation, and accessibility of municipal records; and
WHEREAS, Jeralyn Escamilla, Records Specialist, plays a critical role in supporting the City Clerk’s office and advancing the City’s records management operations; and
WHEREAS, the New York Association of Local Government Records Officers (NYALGRO) is a nonprofit organization dedicated to supporting professionals responsible for records and information management in local governments through education, training, and networking opportunities; and
WHEREAS, the 2026 NYALGRO Conference offers a comprehensive program of training sessions covering essential topics, including, but not limited to, storage and retrieval of paper and electronic records, legal requirements for records management, policy development, FERPA compliance, and continuity of operations planning; and
WHEREAS, additional conference sessions addressing website requirements, court and Office of Court Administration (OCA) records, cost-effective inventory practices, and the introduction of artificial intelligence in records management will further enhance the City’s ability to modernize and improve its records systems; and
WHEREAS, the knowledge and skills gained from this conference will directly support ongoing efforts within the City Clerk’s Office, including the organization and archiving of records within the City Clerk’s vault and the implementation of document categorization systems in Laserfiche; and
WHEREAS, attendance at this conference will improve operational efficiency, strengthen compliance with applicable laws and regulations, enhance transparency, and reduce risk across City departments that rely on accurate and accessible records; and
WHEREAS, a scholarship in the amount of Five Hundred Dollars ($500.00) has been applied for through NYALGRO, and if awarded, will reduce the total cost to the City to approximately Five Hundred Seventeen Dollars and Twenty Cents ($517.20); and
WHEREAS, the approval of this request is contingent upon the award of said scholarship, thereby ensuring fiscal responsibility and cost-effectiveness;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Mount Vernon hereby authorizes Jeralyn Escamilla, Records Specialist, to attend the 2026 NYALGRO Conference; and
BE IT FURTHER RESOLVED, that the Board of Estimate and Contract hereby approves the associated travel and training expenditures in an amount not to exceed Five Hundred Seventeen Dollars and Twenty Cents ($517.20), contingent upon the receipt of the $500.00 NYALGRO scholarship; and
BE IT FURTHER RESOLVED, that in the event the scholarship is not awarded, this authorization shall be subject to further review and approval by the City Council; and
BE IT FURTHER RESOLVED, that the Comptroller is hereby authorized to pay such expenses from the appropriate budgetary account(s) in accordance with applicable laws, rules, and regulations; and
RESOLVED, that the Comptroller is hereby authorized and directed to make payment for said expenses from the Austerity Budget Code A1030.402 upon submission of proper documentation and in accordance with applicable purchasing and fiscal procedures; be, and the same is hereby approved.