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.