HomeMy WebLinkAboutMN-CA-2011-12-01CITY ADMINISTRATION COMMITTEE
Regular Meeting
December 19, 2011
Members
Present: Alderperson McGonigal, Alderperson Zumoff, Alderperson Mohlenhoff, Alderperson Rooker,
Alderperson Clairborne, Mayor Peterson
Staff
Present: Dan Hoffman (City Attorney), Krin Flaherty (Associate Attorney), Dennise Belmaker (Energy
Sustainability Project Manager), Val Saul (Deputy HR Director), Marcia Fort (GIAC Director),
Julie Holcomb (City Clerk), Steve Thayer (Controller), Scott Andrew (Deputy Controller),
Schelley Michell -Nunn (HR Director), Denise Malone (HR Executive Assistant)
Others
Present: Members of the Public, Members of the Media
Chairperson Clairborne called the meeting to order at 7:05 p.m.
1. Chairperson Greeting & Opening Statement
Chairperson Clairborne welcomed everyone to the meeting and explained the evacuation procedures.
2. Announcements. None.
3. Agenda Review and Amendments. None.
4. Approval of Minutes
Alderperson McGonigal made a motion to approve the minutes, with corrections, from the November 30, 2011,
meeting of the City Administration Committee. Seconded by Alderperson Zumoff. Motion carried 5 -0.
5. Statements from the Public. None.
6. Employee Comments. None.
7. Common Council Response
Chairperson Clairborne acknowledged that this would be the last meeting for Alderpersons McGonigal and
Zumoff and thanked them for their contributions to the City Administration Committee.
8. Workforce Diversity Advisory Committee (WDAC) Update
HR Director Michell -Nunn reported that the Fire Department and the Police Department gave their diversity
report to the WRAC, that a Common Council liaison needed to be appointed to the Workforce Diversity
Advisory Committee, and that the WDAC will discuss at its January 2012 meeting the successes, challenges
and goals.
9. Safety Committee Update. None.
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December 19, 2011
Page 2
10. Common Council
a. Emergency Notification Protocol for Common Council
City Clerk Julie Holcomb updated the Committee on the protocol for notifying Common Council
members during an emergency event.
11. Human Resources (HR) Department
Proposed Revision to City Charter and Code - Department Head Recruitment and Selection
Procedure
Moved by Alderperson Rooker. Seconded by Alderperson Mohlenhof£
A Local Law to Amend Section C -26 of the City of Ithaca Charter, Section 4 -23.2, and Sections
90 -48 — 90 -53 of the City of Ithaca Municipal Code regarding the he Appointment Process for
Department Heads
Local Law 2011 -
BE IT ENACTED by the Common Council of the City of Ithaca as follows:
Section 1. Section C -26 of the City of Ithaca Charter entitled "Appointment of Officers" is
hereby repealed:
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December 19, 2011
Page 3
Section 2. Section 4 -23.2 of the City of Ithaca Municipal Code entitled "Appointment
Procedure" for the GIAC Director is hereby repealed and will be "Reserved" for future use:
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December 19, 2011
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City Administration Committee Meeting
December 19, 2011
Page 5
Section 4 -23.2 Reserved
Section 3. A new Section C -26 of the City of Ithaca Charter entitled "Appointment of
Department Heads" is hereby added as follows:
§C -26. Appointment of Department Heads
A. Those department heads of the City listed in §C- 5.C(4) of the Charter shall be appointed in
accordance with the search process established in this section.
B. Recruitment for vacant department head positions shall be conducted in accordance with
current recruitment procedures and policies, including the Workforce Diversity Plan.
C. A search committee for the vacant department head position shall be established by the
Mayor, and shall be composed of the following individuals:
1. Three (3) members of the Common Council, to be selected by the Common Council. If
there is a lay board or commission that oversees the department in which the vacancy
exists, the Council liaison to that board or commission shall be one of these three search
committee members;
2. Three (3) members of appropriate lay boards or commissions, to be selected by those
boards or commissions:
a. The Mayor shall designate the appropriate lay boards or commissions.
b. In light of the historical and contractual relationship between the City and the
Board of Directors of the Greater Ithaca Activities Center, Inc., three members of
the Board of Directors of the Greater Ithaca Activities Center, Inc., shall fulfill
this role on the search committee for the Greater Ithaca Activities Center Director.
c. In the absence of appropriate lay boards or commissions, the Mayor may appoint
three other appropriate individuals, which could include a member or members of
City staff, to fulfill this role.
3. One person with professional experience in the job area at issue, to be appointed by
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December 19, 2011
Page 6
4. Except when the appointment is to the position of Director of Human Resources, the
Director of Human Resources, as a non-voting_ member. The Director of Human
Resources shall facilitate the search process.
5. A representative of the Workforce Diversity Advisory Committee, to be selected by
Workforce Diversity Advisory Committee, as a non - voting member.
6. Other non - voting members as the Mayor deems necessaU and qppoints.
D. The search committee shall follow and comply with all current interviewing and selection
policies and procedures, as well as all local, state and federal laws, rules and regulations
concerning hiring practices and procedures.
E. Following candidate interviews and related selection processes, the search committee shall
select a minimum of two (2) candidates as finalists, and shall forward their names in rank
order to the Mayor for consideration.
F. The Mayor shall either make a selection from the candidates who were forwarded by the
search committee or request that the search be reopened, if appropriate.
G. Following the selection of a candidate, the Mayor shall forward the candidate's name and
proposed salary to Common Council for consideration. An appointment made pursuant to
this section shall be deemed to be made upon approval by a majority vote of Common
Council.
H. An appointment made pursuant to this section shall be for an indefinite term.
I. Upon request of the Mayor, and with the affirmative vote of 2/3 of the Common Council
exclusive of the Mayor, this search committee procedure may be waived and the Mayor may
make an appointment directly, with the approval of Common Council by a majori . vote.
For the position of Greater Ithaca Activities Center Director, the affirmative vote of 2/3 of
the Board of Directors of the Greater Ithaca Activities Center, Inc. shall also be required to
waive this search committee procedure and to approve the direct appointment.
Section 4. Article VII (Sections 90 -48 through 90 -53), entitled `Recruitment and Selection
Procedure for Department Heads and Managerial Personnel" of Chapter 90 entitled "Personnel"
of the City of Ithaca Municipal Code is hereby repealed, and will be "Reserved" for future use:
City Administration Committee Meeting
December 19, 2011
Page 7
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the eemposition of the Sear-eh Committee.
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December 19, 2011
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December 19, 2011
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Chapter 90, Article VII — Reserved.
Section 5. Severability.
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December 19, 2011
Page 10
Severability is intended throughout and within the provisions of this local law. If any section,
subsection, sentence, clause, phrase or portion of this local law is held to be invalid or
unconstitutional by a court of competent jurisdiction, then that decision
shall not affect the validity of the remaining portion.
Section 6. Effective Date.
This Local Law shall take effect after it is filed in the office of the Secretary of State.
After discussion, Alderperson Rooker made a motion to amend Section C- 26.13-4 of the
resolution as follows: A Representative of the Workforce Diversity Advisory Committee, as a
non - voting member, to be selected by the Workforce Diversity Advisory Committee. Seconded
by Alderperson Zumoff. Motion carried 5 -0.
A vote on the resolution as amended resulted as follows:
Passed unanimously.
2. Director's Report. HR Director Michell -Nunn reported on the following:
Comp StudX: The comp study for Management and the Executive Association is moving
forward.
Contract Negotiations: At some point, there will need to be an Executive Session to discuss
contract negotiations.
12. Finance /Controller's Office
Revision of Purchasing Policy /Environmental Preferable Purchasing
Associate Attorney Krin Flaherty and Energy Sustainability Project Manager Dennise Belmaker
updated the Committee on the revisions to the purchasing policy.
2. Controller's Report. Controller Thayer reported on the following:
Year End Activity: The Controller's Office is working on the year end activity; making transfers
and adjustments to balance the financial statements. The auditors will be finished with the 2010
audits by the end of the week.
State Aid: The City received the final State aid payment, which was not delayed or further
reduced. The total payments for 2011 totaled $2,610,398.
Pension: The City made its pension payment on December 15, 2011, in the amount of
$4,359,000. The City saved about $40,000 by making the payment early.
Sales Tax: The City is on pace to be close to the budgeted amount of $12,289,000, which is still
3% over the 2010 amount.
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December 19, 2011
Page 11
13. Reports
1. Mayor's Report. The Mayor reported on the following:
Meeting with the State: State is trying to arrange a meeting with the Mayor tomorrow about
switching out the southern mile of Route 13 for the Seneca and Green Street repairs.
Common Council Meeting: There will be a special Common Council meeting on Wednesday —
December 21, 2011, at 7:00 p.m.
2. Sub - Committee Updates. None.
3. Council Members' Announcements
Alderperson McGonigal expressed appreciation for being a member of Common Council and
thanked Common Council members on treating him as a colleague.
Alderperson Rooker thanked Alderperson Clairborne for stepping in as chair of this Committee.
Chairperson Clairborne mentioned that Alderperson McGonigal facilitated a meeting at the
Chestnut Street Apartments and did a great job.
4. Next Month's Meeting: January 25, 2012.
18. Adjournment
With no further business and on a motion by Alderperson Rooker, the meeting was adjourned at 8:13 p.m.
Alderperson Clairborne, Chairperson