HomeMy WebLinkAboutMN-GPA-2012-09-19GOVERNMENT PERFORMANCE AND ACCOUNTABILITY COMMITTEE
CITY OF ITHACA, NEW YORK
Regular Meeting 6:00 p.m. September 19, 2012
PRESENT:
Alderperson Mohlenhoff - Chair
Alderpersons (4) Murtagh, Proulx, McCollister, Smith
Mayor Myrick
OTHERS PRESENT:
City Clerk Conley Holcomb
Fire Chief Parsons
Approval of the August 15, 2012 Minutes — Resolution
Approval of the minutes of the August 15, 2012 Government Performance and
Accountability Committee meeting were deferred to the October meeting.
Analysis of Boards /Liaisons /Committees
City Clerk Holcomb reviewed the new form that will be used to collect data on all of the
City's boards and committees. After reviewing all of the desired information fields, it
was determined that a database should be created in order to increase the flexibility of
the analysis and reporting features.
Chair Mohlenhoff noted that she will begin to group the boards /committees by topical
themes.
Performance Measurement Development
City Report Card — Fire Department
Fire Chief Parsons reported on the many different performance measures that the Fire
Department currently tracks including: call volume, response time, location of incidents,
number of canceled calls, etc. He stated that he believes that data collection is not
enough as many things can influence the data (i.e. Response times vs. loss of life or
property). He stated that a more holistic approach is to plan which outcomes are
desired and measure the ways those are accomplished. The Fire Department is
attempting to collect customer feedback to supplement the statistical information they
track.
Discussion followed on the floor regarding measuring trends, cyclical periods and
correlating the triggers of events, and the impact that density has on city resources.
Chief Parsons agreed to identify 5 baseline measurements that could be used as part of
the City's 2012 Report Card.
GPA Committee
September 19 2012
City Report Card — Budget Presentation
The Committee discussed the most effective ways to present the performance measure
data to the public. Alderperson Murtagh noted that it is important to educate the public
with narrative descriptions as well as visual aids, noting that people are interested in
what resources are being deployed and why, not simply numbers and percentages. For
example, he noted that while the public may be happy to know that 95% of cars are
being driven at or below the speed limit; they want to know what is being done to
address the cars in their neighborhoods that are being driven in excess of the speed
limit. Information on the amount of training, preparation, and preventative measures
may also helpful to supplement the statistics. He stated that telling the story of a
department "A day in the life of ", may be the best approach.
Further discussion followed regarding the recent addition of a pie chart to the County's
property tax bills that visually explain how tax dollars are allocated; and similar graphics
that could be used by the City.
PIO Writer Jason Tucker will be tasked with developing the City's Report Card, once he
has received the information and data from the appropriate departments and sources.
The Report Card will be distributed in place of the December Community Newsletter.
The Ithaca Police Department and the Department of Public Works will be invited to
future GPA meetings to discuss performance measures they currently tracking.
Public Information & Communications
Chair Mohlenhoff reported that the Human Services Coalition will be hosting a seminar
on Performance Measures for Non - Profits on October 10, 2012 at 8:45 a.m. at the
Cornell Cooperative Extension, with David Campbell facilitating.
Report from Communication sub - committee
Alderperson Murtagh reported that the sub - committee did not have an opportunity to
meet this month due to the scheduling of the Special Council meeting.
Common Council Training & Development
Discussion followed regarding the development of a Common Council orientation
program and a program for other boards and committees. Chair Mohlenhoff
recommended that a new "conference" style orientation program be developed. For
example, one day of training would be scheduled that members of Common Council,
other boards and committees, and staff could attend. Different sessions would be
scheduled for different times so that people could pick and choose which sessions they
would like to attend. She and City Clerk Holcomb will work on the development of this
program.
GPA Committee
September 19 2012
Common Council Rules of Procedure
Alderperson Proulx distributed the following proposed amendments to the Rules of
Procedure:
"VII. Vacancies
i. In the event that a vacancv is created on Common Council pursuant to Article 3
of New York State Public Officers Law, Council shall fill such vacancy until the
next reaularly scheduled municipal election.
ii. A Council Selection Committee shall consist of:
a. The Mayor;
b. The Council member from the same Ward in which the vacancy has been
created;
c. Another member of Council as selected by the Maw
iii. Within 7 days of the receiat of written notice of the creation of a vacancv. the C
Clerk shall post a notice of vacancy and request that interested candidates
submit an application to the City Clerk.
iv. The Council Selection Committee shall review applications and schedule a
meeting at which candidates have the opportunity to present themselves and
answer questions.
v. The Council Selection Committee shall, within 30 days of the aostina of the
vacancy y the City Clerk, present a recommended candidate to Common
Council for a vote. The candidate shall be approved upon majority vote of
Common Council.
vi. Approved candidates shall be seated at the next Common Council meeting.
vii. In the event that Common Council does not approve the recommended
candidate, the Council Selection Committee shall have the option of
aresentina an alternate candidate at the same meetina. or tablina the
recommendation until the next Common Council meeting.
VIII. Removal of a Council Member
Common Council may initiate the removal of a Common Council member for
misconduct or abrogation of duties, or otherwise being unfit for service, for
reasons including but not limited to the following: (a) three or more absences
from standard scheduled meetings of the Common Council over any 12 -month
period. Attendance must be in person and for the entirety of the meeting; and
(b) failure to maintain residence in the Ward for which the member was
elected, pursuant to New York State Public Officers Law §3 -1.
Robert's Rules of Order shall govern the process for investigating a claim that a
member is unfit for membership and ultimately removing a Common Council
member from office.
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GPA Committee
September 19 2012
iii. Removal of a Common Council member shall create a vacancy. Dursuant to
Article 3 of New York State Public Officers Law, which shall be filled as
outlined in Section VII above."
Extensive discussion followed regarding the proposed procedures and whether there is
a need for further clarification or definitions for terms such as excused vs. unexcused
absences and /or residency.
City Attorney Lavine answered questions about Public Officers Law, Robert's Rules of
Procedure, and various hearing procedures.
This item will return to the October GPA Committee agenda for further consideration
and action.
Adjournment:
On a motion the meeting adjourned at 8:50 p.m.
Julie Conley Holcomb, CIVIC
City Clerk
Il
Deborah Mohlenhoff
Chair