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HomeMy WebLinkAbout10-26-11 City Administration Committee Meeting AgendaCITY ADMINISTRATION COMMITTEE Wednesday, October 26, 2011 Following Final Budget Meeting at 7:00 p.m. COMMON COUNCIL CHAMBERS AGENDA 1. Chairperson Greeting & Opening Statement 2. Announcements 3. Agenda Review and Amendments 4. Approval of Minutes 5. Statements from the Public 6. Employee Comments 7. Common Council Response 8. Workforce Diversity Committee 9. Safety Committee 10. Diversity Actions Report Chamberlain’s Office – October Police - November 11. Mayor’s 2012 Budget Updates 12. Common Council 12.1 Council Emergency Notification - Discussion 13. Human Resources 13.1 Anti-Discrimination and Harassment Policy – Resolution 13.2 Director’s Report 14. Finance/Controller’s Office 14.1 Request to Transfer Funds from Unrestricted Contingency for Financial Software Upgrade - Resolution 14.2 Controller’s Report 15. Reports 15.1 Mayor’s Report 15.2 Sub-Committee Updates 15.3 Council Members’ Announcements 15.4 Next Month’s Meeting: November 30, 2011 Chamberlain’s Office Diversity Work plan Demographics- 6 employees, all female 1 person of color 1 person with a disability Ages ranging from mid thirties to mid fifties Attribute(s): Continuous Learning, Community Partnerships The City Chamberlain’s office maintains a lot of contact with the greater Ithaca community, in our role as revenue collector. It is our goal to make this office as welcoming as possible to everyone who walks through our doors. To do that, we have endeavored to make contacts with various organizations and community groups that represent or are comprised of the diverse members of our community. 1. Invite community groups to meet with the office We have met with individuals who work with the aged, with disabled individuals, with the Asian community, and have had conversations with the folks teaching English as a second language. We hope to meet with representatives of the Latino Civic Association before the end of the year. We have found we have learned some interesting history, been given insight about ways we can improve communication with our constituents, and have made progress in building connections with the community. 2. Workshop on White Privilege Some time ago, office staff participated in a workshop on White Privilege. This wasn’t as successful as I hoped. While some members of my staff reported gaining valuable insight, others became defensive, and those staff lost out on a learning opportunity. We should have done other work first. 3. Undoing Racism Series All members of my staff attended the workshops with Reverend Billings, with positive and productive discussion that followed in the office. I think had this been the precursor to the workshop on White Privilege, that workshop might have been more valuable. 4. Personal effort to participate in ways I have not before, like the Diversity Roundtable On a personal level, I have attempted to participate in events and training opportunities that are outside of my normal comfort zone. 5. Incorporate diversity/inclusiveness measures in our customer feedback form Schelley Michel-Nunn spoke at one of our meetings about incorporating a measurement tool in our diversity plans. I have been working on language to add to our Customer Feedback Forms to ask our constituents how we might improve our efforts to be inclusive. I will meet with members of the Workforce Diversity committee soon to make sure the way we are asking our questions is respectful and appropriate. J:\DRedsicker\AGENDAS\City Admin Comm\2011\10-26 CA Agenda.doc 10/26/11 13. Human Resources .1 Anti-Discrimination and Harassment Policy WHEREAS, the City of Ithaca is generally covered as an employer under the City Code Human Rights Protection local law, and WHEREAS, the City Mayor and Common Council are desirous to establish an anti- discrimination and harassment policy that is specific and applicable to all aspects of the day to day operations of the City, and WHEREAS, the City has and continues to adhere to the expectations codified in the Anti- Discrimination and Harassment Policy; now therefore be it RESOLVED, That Common Council hereby adopts the Anti-Discrimination and Harassment Policy dated November 2, 2011, and be it further RESOLVED, That said policy shall be distributed to all city employees and that the Human Resources department shall maintain a record indicating such receipt of the policy. D R A F T City of Ithaca Anti-Discrimination and Harassment Policy Statement of Policy The City of Ithaca is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment and hostile behaviors. Therefore, the Mayor and Common Council expect that all relationships and interactions among persons in the City work environment will be professional; respectful; and free from bias, prejudice, hostility, and harassment. In accordance with applicable law, the City of Ithaca prohibits discrimination and harassment based on the actual or perceived age; creed; color; disability; domestic violence victim status; ethnicity; familial status; gender; height; immigration or citizenship status; marital status; military status; national origin; predisposing genetic characteristics; race; religion; sexual orientation; socioeconomic status; or weight of an individual. All such discrimination and harassment is unlawful and will not be tolerated. The City of Ithaca is committed to taking all reasonable steps to prevent discrimination and harassment from occurring. Definitions Discrimination: Treating an individual differently because of the individual’s membership in a protected group or category. Discrimination against members of protected classes, including sexual harassment, is prohibited by federal, state, and local laws. Harassment: Verbal or physical conduct that denigrates, offends or shows hostility or aversion toward an individual because of his/her actual or perceived age; creed; color; disability; domestic violence victim status; ethnicity; familial status; gender; height; immigration or citizenship status; marital status; military status; national origin; predisposing genetic characteristics; race; religion; sexual orientation; socioeconomic status; or weight, or that of his/her relatives, friends, or associates, and that: 1) has the purpose or effect of creating an intimidating, hostile, or offensive work environment; 2) has the purpose or effect of unreasonably interfering with an individual’s work performance; or 3) otherwise adversely affects an individual’s employment opportunities. Harassing Conduct: Harassing conduct includes, but is not limited to: epithets, slurs or negative stereotyping; threatening, intimidating, or hostile acts; denigrating jokes; and written or graphic material that denigrates, offends, objectifies, or shows hostility or aversion toward an individual or group and that is placed on walls, bulletin boards, lockers or elsewhere on or in the employer’s premises, vehicles, or equipment, or is circulated in the workplace, including through electronic means. Scope of Policy This policy applies to all City officers and employees. This policy applies to all aspects of the relationship between the City and its employees, including but not limited to: recruitment, employment, promotion, training, working conditions, and benefits. Also, employees of the City shall not discriminate against independent contractors, volunteers, personnel employed by temporary agencies, applicants, customers, the general public, and any other persons or agencies doing business for or with the City. It is the expectation that independent contractors shall not discriminate against City employees. If any contractor violates this policy, appropriate action will be taken. Department heads and supervisory personnel are responsible for ensuring a work environment free from unlawful discrimination or harassment. These individuals must take immediate and, if authorized, appropriate corrective action when allegations of discrimination or harassment come to their attention to assure compliance with this policy. Should a department head or supervisor not be authorized to take corrective action, the matter shall be referred to the individual or body, as the case may be, having the authority to take corrective action. Reporting and Investigating Any City officer or employee who witnesses or experiences an incident of suspected discrimination or harassment shall report the incident to the appropriate department head or to the Human Resources Director, or their designees, as soon as possible after an alleged incident. Complaint Procedure Informal Procedure Some situations may be resolved in an informal manner by the Department Head or supervisor without the need for a formal complaint and investigation. Disciplinary action may not be imposed without a formal complaint being filed, and a finding, after investigation, that there is probable cause to believe discrimination or harassment occurred. An individual reporting harassment, discrimination, or retaliation should be aware, however, that the City of Ithaca may decide it is necessary to take action to address such conduct beyond an informal discussion. This decision will be discussed with the individual making the complaint. Formal Procedure A formal complaint must be in writing and must include the act(s), complained about, identify the person or persons alleged to have committed such act(s), and indicate the approximate dates, if known, when the act(s) occurred. Employees and officers can fill out the form themselves, or ask for help from their supervisor, Department Head, or the Human Resources Director. A formal complaint shall be filed with the Department of Human Resources. Investigation Procedure Once a formal complaint has been received, the Human Resources Director or the Director’s designee will commence a prompt investigation of the allegations in the complaint and will report the results of the investigation to the complainant’s Department Head or to the Mayor, as appropriate. The investigation should be concluded within sixty (60) days of the filing of the formal complaint. The investigation may be expanded if additional allegations are uncovered during the investigation. The investigation may include but is not limited to: identifying the alleged harasser, separately interviewing witnesses, meeting with the person accused to inform her/him of the complaint and informing her/him that retaliation is prohibited, interviewing the accused person regarding the allegations, interviewing witnesses, and determining whether or not there is probable cause to believe that the allegations are true. Prompt reporting of a complaint is strongly encouraged as it allows for rapid response to and resolution of objectionable behavior. Complaints should be filed within one year of the alleged harassment. Post-Investigation and Appeal Procedure Unfounded Complaints If, after an investigation, a complaint is determined to be unfounded, the Human Resources Director will inform the complainant(s) and the accused that the complaint is unfounded. The Human Resources Department will maintain a confidential record of the investigation. Founded Complaints If a complaint is founded, the Human Resources Director and the Department Head or Mayor will meet with the person accused and his/her union representative, if the accused is represented, and explain the findings of the investigation. The accused will have an opportunity to accept the findings and any corrective and/or disciplinary action, or to oppose the findings and file a grievance through his/her collective bargaining unit. The Human Resources Department will maintain a confidential record of the investigation. In the event that either the employee alleging discrimination or harassment, or the employee being charged with discrimination or harassment, is not covered by a labor contract, the employee may exercise the employee’s appeal rights provided for by Civil Service Law, Section C-26.1 of the City Charter, or Article 1 of Chapter 90 of the Code of the City of Ithaca, as appropriate. Corrective and Disciplinary Action Corrective and disciplinary action for discrimination or harassment may include, but is not limited to, any of the following: attending individualized training; verbal warning; written reprimand; work restrictions; monetary fine; salary reduction or limitation; demotion; suspension; dismissal. Confidentiality The City wishes to create a safe and comfortable environment in which employees are not afraid to discuss concerns and complaints, or to seek general information about discrimination, harassment, or retaliation. The City recognizes that employees may be concerned about the confidentiality of information they share and will strive to preserve confidentiality to the fullest extent possible. Employees must understand that their anonymity cannot always be maintained, especially if disciplinary action is warranted. Filing Complaints with Outside Agents This internal complaint and investigation process does not substitute for or remove the rights of employees or officers to bring charges of discrimination or harassment with local, federal, and state agencies. Those agencies have specific time limits within which complaints can be brought, and employees or officers should consult each agency as to the proper procedure or time limit. Support Services Individuals involved in discrimination or harassment complaints are encouraged to seek assistance through the Employee Assistance Program or the Human Resources Department. Responsibilities of Managers and Supervisors All managerial and supervisory staff of the City of Ithaca shall be responsible for enforcing this policy and shall have particular responsibility for ensuring that the work environment under their supervision is free from harassment and discrimination and its effects. All managerial and supervisory staff who receives harassment or discrimination complaints will be responsible for immediately forwarding such complaints to either their Department Head or the Director of Human Resources for investigation. The City shall conduct training for managerial and supervisory staff in each department on the issues surrounding harassment and discrimination, its effects and its appearances, and the role and responsibility of supervisory personnel in preventing incidents of harassment or discrimination and resolving complaints. The City shall also distribute this policy to all City employees and conspicuously post this policy at all City work sites. Copies of this policy will also be distributed to new employees as they are hired. Employees will be required to sign a statement that they have read and understood the policy. The City shall also conduct training for all City employees on the concept and definition of harassment and discrimination, the issues surrounding it, and ways in which to deal with it appropriately. Violation of Policy Violations of this policy, regardless of whether or not an actual law has been violated, will not be tolerated. The City of Ithaca will investigate every issue that is brought to its attention in this area and will take appropriate action. Retaliation Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. Acts of retaliation should be reported immediately to the Human Resources Director and will be promptly investigated and addressed. Related Policies: City Code - Human Rights Protection – Chapter 215 Sexual Harassment Policy Workplace Violence Prevention Policy Employee Standards of Conduct 17. Finance/Controller’s Office .1 Request to Transfer Funds from Unrestricted Contingency for Financial Software Upgrade WHEREAS, the City’s financial software, MUNIS is now due for an upgrade, and WHEREAS, this upgrade will move our existing server from SQL 2000 to SQL 2005 and upgrade the MUNIS version from 7.2 to 8.3 at a cost of $6,219; now, therefore be it RESOLVED, That Common Council hereby approves the transfer of an amount not to exceed $6,219 from Account A1990 Unrestricted Contingency to Account A1320-5210 Information Technologies Contracts for the purpose of upgrading the current MUNIS Financial System.