HomeMy WebLinkAboutMN-GPA-2012-03-13GOVERNMENT PERFORMANCE AND ACCOUNTABILITY COMMITTEE
CITY OF ITHACA, NEW YORK
Regular Meeting 6:00 p.m. March 13, 2012
PRESENT:
Alderperson Mohlenhoff - Chair
Alderpersons (4) Murtagh, Rooker, McCollister, Proulx
Mayor Myrick
OTHERS PRESENT:
Alderperson Brock
Alderperson Dotson
City Clerk — Conley Holcomb
Human Resources Director — Michell -Nunn
Superintendent of Public Works — Gray
City Controller - Thayer
1. Call To Order:
Approval of the February 15, 2012 Minutes — Resolution
By Alderperson Proulx: Seconded by Alderperson Murtagh
RESOLVED, That the minutes of the February 15, 2012 Government Performance and
Accountability Committee meeting be approved as published.
Carried Unanimously
2. Performance Measurement:
Tompkins County Administrator Joseph Mareane and Kevin Sutherland, Executive
Assistant to the County Administrator shared a presentation with the Committee
regarding the County's performance measurement system.
They shared information on how the data they've collected through the performance
measurement system has informed the County budget process; however, it has not yet
replaced the line item budgets. The first steps in the process included:
• Adopting the goal of creating a performance measurement system
• Hiring a staff person (Kevin Sutherland) to develop a pilot program &
implementation plan
• Identification of programs & the resources allocated to them — the County has
278 programs and through this process identified
- purpose /goal of program
- type /importance of program
- cost
- key metrics
- impact assessment
- additional information
Selection of categories to measure — the County selected output, efficiency,
quality, and outcome
GPA Committee
March 13, 2012
Development of "Dashboard Indicators" — color coded: green, yellow, red
Development of Assessment Forms
Development of an annual performance report for the public
A question and answer period followed between the Committee, staff, and the County
representatives. County Administrator Mareane stated that the County is very receptive
to working with the City to develop ideas on how we could share resources and /or
develop a "common system" that could be used throughout Tompkins County.
3. Novak Report Implementation:
3.1 Retreat Follow -up on Priority Setting
Chair Mohlenhoff distributed the updated version of the Novak Report
Recommendations that includes the score rating developed at the Common Council
Retreat. She reviewed the decision making matrix, noting that each recommendation
was scored based on the following criteria /impacts:
• Financial
• Political
• Urgency
• Implementation
• Capacity
The Committee discussed which committee would be appropriate to forward each
recommendation to, and also discussed which departments and staff members should
be involved with each project.
Discussion followed on the floor regarding the development of guidelines /expectations;
Council's overall workload and their ability to take on additional projects; the sequencing
of projects; and the use of Cornell Institute of Public Affairs Students to advance the
work on these initiatives.
Mayor Myrick noted that the City's Senior Staff would be doing a similar exercise at their
next meeting as they have not had a formal opportunity to review and react to the
Report.
Chair Mohlenhoff noted that a meeting is being set up between the Standing Committee
Chairs and their appropriate support staff. The purpose of this meeting is to improve
communication between the committees and share 2012 work plans. She stated that
she will work to see if that meeting can be arranged prior to the next GPA meeting.
Action Item: April GPA Committee meeting should include a report on the meeting of
the Mayor and Senior Staff, and a report of the meeting between committee chairs and
staff. The goal would be to have a 2012 work plan developed for the committees and
appropriate departments by the May Common Council meeting.
GPA Committee
March 13, 2012
4. City Survey Results:
4.1 Quick Review of Survey Report and Next Steps
The Committee discussed ways to "institutionalize" the survey within city operations. It
was noted that some of the responses received from the survey are indicative of the
"hot topics" that are currently on people's minds. The next survey could have very
different results. A goal was developed to reissue the survey in two years as a "mid-
term review ". The GPA will begin planning discussions in August regarding the funding
for this project.
Chair Mohlenhoff questioned whether a long -term commitment from Cornell University
for work on future surveys could be included on a "wish list" for Cornell and Town /Gown
relations.
5. Public Information:
5.1 Report from the Communication Plan Working Group — Alderpersons
Murtagh and McCollister
Alderperson Murtagh reported that the Working Group held its first meeting earlier
today. They reviewed the current Communication Plan and decided that the best
approach would be to develop 3 -5 goals for 2012 that would span the following topics:
• Internal communications (between Council/ Mayor/ Departments)
• External communications with the public
• E -gov opportunities
• Improved communication between boards & committees with Common
Council and the public
• Use of social media
• Development of guidelines vs. individual communication styles
5.2 Update on hiring of Public Information Writer:
City Clerk /PIO Holcomb reported that interviews are being coordinated for 3 highly
qualified applicants. The successful candidate will be an independent contractor (not a
city employee). Due to the amount of the contract, an RFP process is not required.
6 Common Council Training and Development:
6.1 Preliminary discussion of Council orientation
Discussion followed on the floor regarding a revision of the current Council orientation
program. Council members commented that they felt the orientation was too long and
included too many sessions. They voiced their preference for a simple but specific
program (perhaps scheduled on a Saturday) that would cover topics such as:
• Land use laws
• Article 78 procedures
• Quasi — Judicial Bodies
• Common Council Rules of Order / Procedure
• Roberts Rules
• Open Meetings Law / FOIL / e -mail protocols
• Budget
• Differences between laws: City, Village, Town
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GPA Committee
March 13, 2012
Further discussion on ways for new Council members to connect with key members of
City staff; the helpfulness of the NYCOM Handbook for Elected Officials; "Refresher
Sessions" for sitting members of Council; a presentation on the history of Ithaca's
government; and the possibility of recording the session for people who are not able to
attend. Alderperson Proulx noted that he could assist with video production facilities if
needed.
Meeting Wrap Up:
Review Agenda Items for Next Meeting:
Report of the meeting of the Mayor and Senior Staff regarding the Novak Report
Report of the meeting between Standing Committee Chairs and Staff
Invite the Information Technology Department staff to discuss plans for operating in a
mobile environment.
Adjournment
On a motion the meeting adjourned at 9:00 p.m.
Julie Conley Holcomb, CIVIC
City Clerk
CI
Deborah Mohlenhoff
Chair