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Home My WebLink AboutMN-GPA-2012-06-20GOVERNMENT PERFORMANCE AND ACCOUNTABILITY COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. June 20, 2012 PRESENT: Alderperson Mohlenhoff - Chair Alderpersons (3) Murtagh, Rooker, Proulx Mayor Myrick OTHERS PRESENT: City Clerk — Conley Holcomb EXCUSED: Alderperson McCollister Call To Order: Comments from the Public: Chair Mohlenhoff read a letter that was received from John Graves regarding ideas to increase Neighborhood Council participation in government decision making processes. Approval of the May 16, 2012 Minutes — Resolution By Alderperson Murtagh: Seconded by Alderperson Rooker RESOLVED, That the minutes of the May 16, 2012 Government Performance and Accountability Committee meeting be approved as published. Carried Unanimously Novak Report (overall progress): 2.1 Report from the Tri- Committee Meeting: Chair Mohlenhoff reported on the following topics discussed at the June 14, 2012 Tri- Committee Meeting: • Alderperson Cynthia Brock has agreed to join the Parking Ad -hoc Committee. • Alderperson Graham Kerslick has agreed to Chair the Capital Project Ad -hoc Committee. • The proposed fee study from the Novak Report has been assigned to the Special Projects sub - committee of the City Administration Committee • The "Just Do it" items of the Novak Report have been assigned to staff but are temporarily on "hold" due to other staff responsibilities GPA Committee June 20, 2012 Performance Measurement Development: 3.1 Highway School Presentation: Chair Mohlenhoff shared a presentation she created on performance measures. 3.2 City Report Card — Discussion /Information: Chair Mohlenhoff led a discussion on the various methods and measurement indicators in data collection. Alderperson Proulx suggested that one approach would be to identify City priorities, transition the priorities into goals, and select effective measures that would allow us to track our successes and /or barriers to success. Alderperson Rooker noted that a good place to start is with public perceptions via the City survey data. For example, a large percentage of people indicated that they did not know how their tax dollars were spent. An annual report with written and visual financial data that the City already collects would be an easy and informational public education tool. Further discussion followed on the baseline data available from the city survey and which items should be included in a pilot scorecard project such as condition of roads, how tax dollars are spent, crime statistics, fire call statistics, and information about the Commons. These projects (future surveys & scorecard program development) will require dedicated funding in either the Mayor's budget or the Public Information budget. The Committee will discuss this issue at the July and August meetings so that funds can be included in a 2013 budget line. Next steps: Chair Mohlenhoff, or her designee, will reach out to the identified departments to begin compiling a list of existing data. Departmental presentations will also be scheduled for upcoming meetings (Fire and Police Departments in July; Public Works in August). 3.3 Performance Measures per Department The Committee reviewed the performance measures that were suggested in the Novak report. Chair Mohlenhoff noted that these are standard measures taken from industry best practices; however, work should be done to customize these measures to each city department. She explained the difference between informative measures vs. improvement measures. City Survey Results: 4.1 Will Resume Work on this in August: Conversations will be held with the Mayor to determine availability of future funding. 61 GPA Committee June 20, 2012 Public Information & Communication: 5.1 Discussion on Common Council Questions Mayor Myrick reported that a new design for the City's website and enhanced e -gov services will be rolled -out in July. Both tools will be continually updated and improved to meet the needs of the public. Alderpersons McCollister and Murtagh compiled a list of their most frequently asked questions so that answers to those questions can be easily referenced on the city's website. Chair Mohlenhoff requested that any additional questions be forwarded to the City Clerk as soon as possible for inclusion on the website. Alderperson Murtagh reported that the Communication Sub - committee will also be reviewing the city's social media policy and the use of social media tools, and the development of a public communication plan. Chair Mohlenhoff requested that the sub- committee add the recommendation of increased participation of neighborhood councils and the use of neighborhood association listservs as a communication tool to the work plan. 5.2 City Newsletter Review: The Committee reviewed and commented on the 1 St issue of the City of Ithaca "CityScene" newsletter. CityScene is monthly publication that highlights current events in city government and depicts different perspectives on the stories. Common Council Traininq & Development: 6.1 Common Council & Senior Staff Retreat: Chair Mohlenhoff reported that the retreat has been scheduled for Tuesday, August 28, 2012 from 9:00 am — 1:00 pm. Chair Mohlenhoff and Human Resources Director Michell -Nunn are looking for an outside facilitator to lead Common Council and Senior Staff through the strategic planning process. The location of the session is to be determined. Committee members made suggestions of potential facilitators. 6.2 Common Council Rules of Procedure: Chair Mohlenhoff explained that the Committee would be reviewing the Common Council Rules of Procedure incrementally beginning with resignations, appointments to fill vacancies, unexcused absences, and expulsions. Resignations: Chair Mohlenhoff recommended that in lieu of holding a special election to fill a Common Council vacancy, the City should create a formal procedure for appointing new Council members. Discussion followed on the floor regarding a process that would take no longer than 4 -weeks to complete and would include the following elements: 1. A public announcement is made regarding the vacancy, and an invitation to submit letters of interest within a specified time period is issued. 41 GPA Committee June 20, 2012 2. Letters of interest should include a cover letter and a resume form similar to the ones currently being used to make appointments to other boards and committees. 3. The Mayor appoints a search committee to interview candidates. The Search Committee will consist of the Mayor, the co -ward Alderperson to the vacant seat, and one at -large Council member. The Mayor shall seek diversity in the Search Committee appointments. 4. The Search Committee will review letters of interest /resumes and interview candidates. 5. The Search Committee will make an appointment recommendation to Common Council. Unexcused Absences: Chair Mohlenhoff explained that there have been past situations of excessive absences of Council members from meetings. She recommended that the City create an Unexcused Absences Policy for Common Council to address these issues as they arise. It was noted that Chapter 4 of the City of Ithaca Municipal Code addresses unexcused absences for members of city boards & commissions that are appointed by the Mayor. The Committee expressed interest in a similar process for Common Council. Alderpersons Rooker and Proulx agreed to arrange a meeting with City Attorney Lavine to discuss this possibility. They also agreed to discuss with the City Attorney means of expulsion of Council members who are not fulfilling the duties of the office they were elected to. Charter Code Review: 7.1 Analysis of Boards /Liaisons /Committees: Chair Mohlenhoff led a discussion on some of the issues facing board /committee/ Council liaisons and city staff: • The appointment process is cumbersome • Many committees have similar tasks & duties and overlap responsibilities • There are so many committees that it diffuses the power and effectiveness of individual committees • There is not enough staff to support all of the boards • Boards are created for seasonal issues • Some boards have a lack of defined goals Discussion followed on the need to combine, collapse, and /or re- organize the committee structure. The following list of ideas /issues was started with the intention of further review and consideration: El GPA Committee June 20, 2012 • Number of board vacancies • Workload of Common Council members (liaison appointments) • Consider creating Council liaisons to Departments vs. Boards • Define the role of liaisons and support staff • Define reporting relationships / structures / protocols (how to communicate with Council) • What issues are not currently being addressed but should be? • How do issues from the public get brought to Council? • Develop an "Idea Scale" — a public and staff feedback venue — to determine whether ideas should be pursued or not • Consider the idea of creating terms for boards vs. board members. For example charge a board with a task(s), and perform an annual /bi- annual review of whether the board has completed its work and can be retired, or whether the term of the board should be renewed to continue work on the topic. These boards could operate similar to existing project boards ie. The Comprehensive Plan Committee, the Collegetown Visioning Committee, the Commons Client Committee. • Determine in advance how each board should function, report out, etc. • Determine whether Standing Committees should be handled this way as well. Meeting Wrap Up: Review Agenda Items for Next Meeting • Review of the redistricting legislation • Departmental performance measures • Funding requests for City survey and development of a scorecard program • Development of an "Idea Scale" tool Adjournment On a motion the meeting adjourned at 8:45 p.m. Julie Conley Holcomb, CMC City Clerk '61 Deborah Mohlenhoff Chair