HomeMy WebLinkAbout12-19-11 City Administration Committee Meeting Agenda
CITY ADMINISTRATION COMMITTEE
Monday, December 19, 2011
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. Common Council
10.1 Emergency Notification Protocol for Common Council – Status Update
11. Human Resources
11.1 Proposed Revision to City Charter and Code - Department Head Recruitment and
Selection Procedure – Resolution
11.2 Director’s Report
12. Finance/Controller’s Office
12.1 Revision of Purchasing Policy/Environmental Preferable Purchasing – Discussion/
Possible Resolution
12.2 Controller’s Report
13. Reports
13.1 Mayor’s Report
13.2 Sub-Committee Updates
13.3 Council Members’ Announcements
13.4 Next Month’s Meeting: January 25, 2012
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
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is hereby repealed:
[§C-26 Appointment of Officers
A. The following officers of the City shall be appointed by the Mayor subject to the
search committee procedure as defined in Article VII of Chapter 90: Superintendent
of Public Works, Fire Chief, Police Chief, Youth Bureau Director, Building
Commissioner, City Controller, City Clerk, Director of Planning and Development,
City Chamberlain, Director of Human Resources and Assistant City Attorney.
B. Upon the request of the Mayor and with the unanimous approval of the entire
Common Council, the search committee procedure provided in Article VII of Chapter
90 shall be waived; instead, the Mayor shall make the appointment directly.
C. An appointment subject to this section shall be deemed made upon approval of the
same by a majority vote of the Common Council.
D. An appointment made as provided herein shall be for an indefinite term.
E. Any appointee nominated or appointment made prior to the effective date of this
section shall be subject to the terms of the prior appointment procedure.]
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:
§4-23.2 Appointment procedure.
A. The Director shall be appointed by the Mayor and confirmed by Common Council.
B. The recruitment and selection procedure shall be in accordance with the procedure
set forth herein. However, upon the request of the Mayor and with the unanimous
approval of Common Council and the Greater Ithaca Activities Center, Inc. Board of
Directors, the search procedure set forth herein shall be waived, and the Mayor shall
make the appointment directly.
C. A Search Committee for the vacant position shall be established by the Mayor
according to the following:
(1) The membership of the Committee shall be:
(a) Three members of the Board of Directors of the Greater Ithaca Activities
Center, Inc., a not-for-profit corporation, selected by the Board.
(b) Two members of Common Council, selected by Common Council.
(c) A member of the City's Affirmative Action Committee, selected by the
Affirmative Action Committee.
(d) One person with professional experience in the job area at issue, to be
appointed by the Mayor.
(e) The Director of Human Resources, as a nonvoting member.
(2) Upon the formation of the Committee, the Mayor shall notify the Human
Resources Department of the composition of the Search Committee.
(3) The Search Committee shall comply with all local, state and federal laws, rules
and regulations concerning hiring practices and procedures.
(4) Upon the receipt of a resume, the Human Resources Department shall send a
blind equal employment opportunity questionnaire to the applicant. The equal
employment opportunity questionnaire shall be used for statistical purposes only
and shall not contain any information which can be used to identify the candidate.
(5) Upon the return of the EEO questionnaire, the Human Resources Department
shall establish a profile of the applicant pool with respect to sex, race, age,
handicapped status and veteran status.
(6) The Human Resources Department shall review all applications and resumes
received for the position against the established position qualifications, and
prepare a summary of the credentials of the qualified candidates.
D. Selection of candidates for interviews.
(1) The Human Resources Department shall organize the initial Search Committee
meeting. The Human Resources Department shall supply each Search
Committee member with the summary of candidate credentials, copies of all
approved applications and a copy of the applicant pool profile prior to the initial
meeting. The Search Committee members shall independently review the above
information prior to meeting and shall bring their comments and
recommendations on the candidates pool to the initial meeting.
(2) At its initial meeting, the Search Committee shall review the applicant pool
profile and determine whether it is necessary to seek further applicants. If a
decision to readvertise is made, it shall be made in consultation with the Mayor.
If the Search Committee determines that the applicant pool profile reflects an
adequate recruitment effort, the Committee shall select an appropriate number
of candidates for interviews.
(3) Prior to conducting the interviews, the Search Committee shall, in consultation
with the Mayor, determine the qualities being sought for the position and
establish the criteria which shall be used to evaluate the candidates. Once these
criteria have been determined, the Search Committee shall develop questions
designed to elicit responses which can be used to evaluate candidates against
the criteria.
E. Interview process. The interview process set forth in § 90-50 of the Ithaca City Code
shall be followed.
F. Committee recommendations.
(1) Following the candidate interviews, the Search Committee shall discuss and
evaluate the candidates. The Search Committee may request that the Human
Resources Department solicit candidate references prior to making
recommendations to the Mayor.
(2) After discussion and evaluation, the Committee shall choose up to three
qualified and eligible candidates. The Committee may arrange for interview of
these candidates by the Board of Directors of the Greater Ithaca Activities
Center, Inc. and the public. After such interviews, if conducted, the Committee
may adjust its selection of qualified candidates.
(3) The names of candidates selected by the Committee shall be forwarded to the
Mayor for consideration, with comments in support of each recommendation.
Five out of seven Committee members must support the recommendation of
each candidate to the Mayor for consideration.
(4) It shall be the decision of the Search Committee as to whether the names
recommended to the Mayor are or are not ranked.
(5) At the request of the Search Committee, the Human Resources Department shall
prepare the Committee's recommendations and forward them to the Mayor.
G. Selection by Mayor. The Mayor shall select a candidate in accordance with the
provisions set forth in § 90-52 of the Ithaca City Code.]
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 the Mayor;
4. Except when the appointment is to the position of Director of Human
Resources, the Director of Human Resources will be a non-voting member.
The Director of Human Resources shall facilitate the search process and
shall also serve as the representative of the Workforce Diversity Advisory
Committee.
5. Other non-voting members as the Mayor deems necessary and appoints.
D. The search committee shall follow and comply with all current interviewing
and selection policies and procedures; all local, state, and federal laws; and all
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 the 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 majority 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:
Article VII - Recruitment and Selection Procedure for Department Heads and
Managerial Personnel
§90-48. Recruitment.
A. A Search Committee for the vacant position shall be established by the Mayor
according to the following:
(1) The membership of the Committee shall be:
(a) Three members of the appropriate overseeing lay board or commission, if
any, to be selected by that board or commission.
(b) Three members of the Common Council, to be selected by the Common
Council.
(c) One person with professional experience in the job area at issue, to be
appointed by the Mayor; however, if the appointment is to the position of
deputy or assistant, the Mayor shall appoint the applicable department head.
(d) The Director of Human Resources, except when the appointment is to the
position of Director of Human Resources, as a nonvoting member.
(e) other nonvoting members as the Committee deems necessary and appoints.
(2) In the event of a disagreement as to which lay board or commission is to be
represented, the Mayor shall designate the appropriate overseeing lay board or
commission.
(3) Upon the formation of the Committee, the Mayor shall notify the Human
Resources Department of the composition of the Search Committee.
(4) The Search Committee shall comply with all local, state and federal laws, rules
and regulations concerning hiring practices and procedures.
B. Upon the receipt of a resume, the Human Resources Department shall send a blind
equal employment opportunity questionnaire to the applicant. The equal employment
opportunity questionnaire shall be used for statistical purposes only and shall not
contain any information which can be used to identify the candidate.
C. Upon the return of the EEO questionnaire, the Human Resources Department shall
establish a profile of the applicant pool with respect to sex, race, age, handicapped
status and veteran status.
D. The Human Resources Department shall review all applications and resumes
received for the position against the established position qualifications. The Human
Resources Department shall then prepare a summary of the credentials of the
qualified candidates.
§90-49. Search committee; selection of candidates for interviews.
A. A Search Committee for the vacant position shall be established by the Mayor,
pursuant to § C-26 of the City Charter. The Mayor shall then notify the Human
Resources Department of the composition of the Search Committee.
B. Following the closing date for the submission of applications, the Human Resources
Department shall organize the initial Search Committee meeting. The Human
Resources Department shall supply each Search Committee member with the
summary of candidate credentials, copies of all approved applications and a copy of
the applicant pool profile prior to the initial meeting. The Search Committee
members shall independently review the above information prior to meeting and
shall bring their comments and recommendations on the candidates pool to the
initial meeting.
C. At its initial meeting, the Search Committee shall review the applicant pool profile
and determine whether it is necessary to readvertise the position.
(1) If a decision to readvertise is made, it shall be made in consultation with the
Mayor.
(2) If the Search Committee determines that the applicant pool profile reflects an
adequate recruitment effort, the Committee shall select an appropriate number of
candidates for interviews.
D. Prior to conducting the interviews, the Search Committee shall, in consultation with
the Mayor, determine the qualities being sought for the position and establish the
criteria which shall be used to evaluate the candidates. Once these criteria have
been determined, the Search Committee shall develop questions designed to elicit
responses which can be used to evaluate candidates against the criteria.
§90-50. Interview Process.
A. The Human Resources Department shall schedule interviews with the candidates
selected by the Search Committee. Approximately one hour shall be reserved for
each interview.
B. Prior to the interviews, the Human Resources Department shall prepare an
informational packet for each Search Committee member. Said packets shall contain
copies of the applications, copies of the interview questions, candidate evaluation
sheets, the position job description, relevant salary and benefit information and
relevant information pertaining to the department involved, its organization, its
staffing and its responsibilities. The Human Resources Department shall also
include an informational sheet regarding questions which are prohibited under the
New York State Human Rights Law.
An information packet shall also be prepared for the Mayor, and the Human
Resources Department shall invite the Mayor to attend the Search Committee
interviews.
C. During the interviews, the Search Committee will attempt to ask similar questions of
all candidates so that all candidates are judged by the same standards. It is
understood, however, that different follow-up questions will probably be necessitated
by the various candidate responses.
D. Reasonable travel and interview expenses shall be paid to candidates upon the
submission of a City voucher. All efforts shall be made for candidates to use the
least-expensive mode of transportation to Ithaca and to avoid the need for lodging
expenses unless candidates reside more than four hours from Ithaca.
E. Throughout the search process, the Human Resources Department shall keep
candidates apprised of the status of the search.
§90-51. Committee recommendations.
A. Following the candidate interviews, the Search Committee shall discuss and
evaluate the candidates. The Search Committee may request that the Human
Resources Department solicit candidate references prior to making
recommendations to the Mayor. After discussion and evaluations, the Committee
shall choose the top three qualified and eligible candidates and forward their names
to the Mayor for consideration, with comments in support of each recommendation.
B. It shall be the decision of the Search Committee as to whether the names
recommended to the Mayor are or are not ranked.
C. At the request of the search committee, the Human Resources Department shall
prepare the Committee's recommendations and forward them to the Mayor.
§90-52. Selection by Mayor.
A. The Mayor may conduct interviews with one or more of the candidates
recommended by the Search Committee at his/her discretion.
B. The Mayor shall make the appointment from the list of three names with the consent
of the Common Council.
C. Following the selection of a candidate, the Mayor shall notify the Common Council
and the Search Committee of his/her selection and shall forward his/her salary
recommendations to the Budget and Administration Committee for its review.
D. It shall be the decision of the Mayor as to whether a public announcement of the
selection shall be made prior to or following the official appointment of the candidate.
E. Once the Mayor has offered the position to a candidate and the candidate has
accepted the position but prior to the public announcement of the selection, the Mayor
shall direct the Human Resources Department to notify all remaining candidates that a
selection has been made.
§ 90-53 Affirmative action.
The City's affirmative action policies will apply in all stages throughout this process.
Chapter 90, Article VII – Reserved.
Section 5. Severability.
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.
CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
Memorandum
To: City Administration Committee
From: Charter and Code Review Working Group
Date: December 7, 2011
RE: Proposed Revisions to the City Charter and Code: Department Head
Recruitment and Selection Procedure
Since its formation in early 2010, the Charter and Code Review Working Group has
been reviewing the City Charter and Code in depth, and has been discussing potential
changes to streamline and simplify the Charter and Code and to eliminate obsolete,
redundant, repetitive and contradictory language. Proposed revisions to the various
parts of the Charter and Code that pertain to the recruitment and selection of
department heads are being submitted to you for consideration, as follows. The
purpose of these changes is to standardize the selection procedure for all City
department heads (exclusive of the City Attorney, who serves at the pleasure of the
Mayor), and to eliminate internal recruitment, interviewing and hiring procedures from
the City Code, as this level of detail does not belong in the City Code.
The proposed revisions contain several substantive changes to the current recruitment
and selection procedures for department heads, as follows:
1. A selection procedure for the appointment of the Director of Information
Technology is created. A procedure for filling this position has never been
placed in the Charter and Code.
2. The selection procedure for the appointment of the GIAC Director becomes
consistent with that used for selecting other department heads. (Also see #3,
below.)
3. For the GIAC Director search procedure, a third Common Council member will
be added to the search committee; this Alderperson will replace the Affirmative
Action Committee representative (as the Affirmative Action Committee is defunct
and has been replaced by the Workforce Diversity Advisory Committee, which
will be represented on the search committee by the Director of Human
Resources). This third Common Council member will be the Alderperson who
serves as the Council liaison to the GIAC Board.
4. Common Council may waive the department head search procedure by a 2/3
vote; currently, the unanimous approval of Common Council is required.
Memo to City Administration Committee
Proposed Revisions to Charter C-26 and Related Code Sections
Page 2
2
5. The search committee will be required to rank the names of the finalists that it
forwards to the Mayor. Currently, the search committee can choose not to rank
the candidates.
These changes will bring consistency to the selection procedure for department heads
and will allow for flexibility in the modification of internal hiring procedures and practices
as needed.
Sections of City Charter and City Code to be amended:
City Charter: §C-26
City Code: §4-23.2, §90-48 through §90-53
Proposed language changes:
Language to be added is in purple and bold-faced
Language to be deleted is in red and stricken
§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 comprised 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.
Memo to City Administration Committee
Proposed Revisions to Charter C-26 and Related Code Sections
Page 3
3
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 the Mayor;
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, and
shall also serve as the representative of the Workforce Diversity Advisory
Committee.
5. Other non-voting members as the Mayor deems necessary and appoints.
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 majority 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.
Memo to City Administration Committee
Proposed Revisions to Charter C-26 and Related Code Sections
Page 4
4
Language to be deleted and replaced with above new §C-26 of City Charter:
§C-26 of City Charter
A. The following officers of the City shall be appointed by the Mayor subject to the
search committee procedure as defined in Article VII of Chapter 90: Superintendent
of Public Works, Fire Chief, Police Chief, Youth Bureau Director, Building
Commissioner, City Controller, City Clerk, Director of Planning and Development,
City Chamberlain, Director of Human Resources and Assistant City Attorney.
B. Upon the request of the Mayor and with the unanimous approval of the entire
Common Council, the search committee procedure provided in Article VII of Chapter
90 shall be waived; instead, the Mayor shall make the appointment directly.
C. An appointment subject to this section shall be deemed made upon approval of the
same by a majority vote of the Common Council.
D. An appointment made as provided herein shall be for an indefinite term.
E. Any appointee nominated or appointment made prior to the effective date of this
section shall be subject to the terms of the prior appointment procedure.
§4-23.2 of the City Code: Appointment procedure (GIAC Director).
A. The Director shall be appointed by the Mayor and confirmed by Common Council.
B. The recruitment and selection procedure shall be in accordance with the procedure
set forth herein. However, upon the request of the Mayor and with the unanimous
approval of Common Council and the Greater Ithaca Activities Center, Inc. Board of
Directors, the search procedure set forth herein shall be waived, and the Mayor shall
make the appointment directly.
C. A Search Committee for the vacant position shall be established by the Mayor
according to the following:
(1) The membership of the Committee shall be:
(a) Three members of the Board of Directors of the Greater Ithaca Activities
Center, Inc., a not-for-profit corporation, selected by the Board.
(b) Two members of Common Council, selected by Common Council.
(c) A member of the City's Affirmative Action Committee, selected by the
Affirmative Action Committee.
(d) One person with professional experience in the job area at issue, to be
appointed by the Mayor.
Memo to City Administration Committee
Proposed Revisions to Charter C-26 and Related Code Sections
Page 5
5
(e) The Director of Human Resources, as a nonvoting member.
(2) Upon the formation of the Committee, the Mayor shall notify the Human
Resources Department of the composition of the Search Committee.
(3) The Search Committee shall comply with all local, state and federal laws, rules
and regulations concerning hiring practices and procedures.
(4) Upon the receipt of a resume, the Human Resources Department shall send a
blind equal employment opportunity questionnaire to the applicant. The equal
employment opportunity questionnaire shall be used for statistical purposes only
and shall not contain any information which can be used to identify the candidate.
(5) Upon the return of the EEO questionnaire, the Human Resources Department
shall establish a profile of the applicant pool with respect to sex, race, age,
handicapped status and veteran status.
(6) The Human Resources Department shall review all applications and resumes
received for the position against the established position qualifications, and
prepare a summary of the credentials of the qualified candidates.
D. Selection of candidates for interviews.
(1) The Human Resources Department shall organize the initial Search Committee
meeting. The Human Resources Department shall supply each Search
Committee member with the summary of candidate credentials, copies of all
approved applications and a copy of the applicant pool profile prior to the initial
meeting. The Search Committee members shall independently review the above
information prior to meeting and shall bring their comments and
recommendations on the candidates pool to the initial meeting.
(2) At its initial meeting, the Search Committee shall review the applicant pool
profile and determine whether it is necessary to seek further applicants. If a
decision to readvertise is made, it shall be made in consultation with the Mayor.
If the Search Committee determines that the applicant pool profile reflects an
adequate recruitment effort, the Committee shall select an appropriate number
of candidates for interviews.
(3) Prior to conducting the interviews, the Search Committee shall, in consultation
with the Mayor, determine the qualities being sought for the position and
establish the criteria which shall be used to evaluate the candidates. Once these
criteria have been determined, the Search Committee shall develop questions
designed to elicit responses which can be used to evaluate candidates against
the criteria.
Memo to City Administration Committee
Proposed Revisions to Charter C-26 and Related Code Sections
Page 6
6
E. Interview process. The interview process set forth in § 90-50 of the Ithaca City Code
shall be followed.
F. Committee recommendations.
(1) Following the candidate interviews, the Search Committee shall discuss and
evaluate the candidates. The Search Committee may request that the Human
Resources Department solicit candidate references prior to making
recommendations to the Mayor.
(2) After discussion and evaluation, the Committee shall choose up to three
qualified and eligible candidates. The Committee may arrange for interview of
these candidates by the Board of Directors of the Greater Ithaca Activities
Center, Inc. and the public. After such interviews, if conducted, the Committee
may adjust its selection of qualified candidates.
(3) The names of candidates selected by the Committee shall be forwarded to the
Mayor for consideration, with comments in support of each recommendation.
Five out of seven Committee members must support the recommendation of
each candidate to the Mayor for consideration.
(4) It shall be the decision of the Search Committee as to whether the names
recommended to the Mayor are or are not ranked.
(5) At the request of the Search Committee, the Human Resources Department shall
prepare the Committee's recommendations and forward them to the Mayor.
G. Selection by Mayor. The Mayor shall select a candidate in accordance with the
provisions set forth in § 90-52 of the Ithaca City Code.
§90-48 through §90-53 of the City Code: Recruitment and Selection Procedure for
Department Heads and Managerial Personnel
§90-48. Recruitment.
A. A Search Committee for the vacant position shall be established by the Mayor
according to the following:
(1) The membership of the Committee shall be:
(a) Three members of the appropriate overseeing lay board or commission, if
any, to be selected by that board or commission.
(b) Three members of the Common Council, to be selected by the Common
Council.
Memo to City Administration Committee
Proposed Revisions to Charter C-26 and Related Code Sections
Page 7
7
(c) One person with professional experience in the job area at issue, to be
appointed by the Mayor; however, if the appointment is to the position of
deputy or assistant, the Mayor shall appoint the applicable department head.
(d) The Director of Human Resources, except when the appointment is to the
position of Director of Human Resources, as a nonvoting member.
(e) other nonvoting members as the Committee deems necessary and appoints.
(2) In the event of a disagreement as to which lay board or commission is to be
represented, the Mayor shall designate the appropriate overseeing lay board or
commission.
(3) Upon the formation of the Committee, the Mayor shall notify the Human
Resources Department of the composition of the Search Committee.
(4) The Search Committee shall comply with all local, state and federal laws, rules
and regulations concerning hiring practices and procedures.
B. Upon the receipt of a resume, the Human Resources Department shall send a blind
equal employment opportunity questionnaire to the applicant. The equal employment
opportunity questionnaire shall be used for statistical purposes only and shall not
contain any information which can be used to identify the candidate.
C. Upon the return of the EEO questionnaire, the Human Resources Department shall
establish a profile of the applicant pool with respect to sex, race, age, handicapped
status and veteran status.
D. The Human Resources Department shall review all applications and resumes
received for the position against the established position qualifications. The Human
Resources Department shall then prepare a summary of the credentials of the
qualified candidates.
§90-49. Search committee; selection of candidates for interviews.
A. A Search Committee for the vacant position shall be established by the Mayor,
pursuant to § C-26 of the City Charter. The Mayor shall then notify the Human
Resources Department of the composition of the Search Committee.
B. Following the closing date for the submission of applications, the Human Resources
Department shall organize the initial Search Committee meeting. The Human
Resources Department shall supply each Search Committee member with the
summary of candidate credentials, copies of all approved applications and a copy of
the applicant pool profile prior to the initial meeting. The Search Committee
members shall independently review the above information prior to meeting and
shall bring their comments and recommendations on the candidates pool to the
initial meeting.
Memo to City Administration Committee
Proposed Revisions to Charter C-26 and Related Code Sections
Page 8
8
C. At its initial meeting, the Search Committee shall review the applicant pool profile
and determine whether it is necessary to readvertise the position.
(1) If a decision to readvertise is made, it shall be made in consultation with the
Mayor.
(2) If the Search Committee determines that the applicant pool profile reflects an
adequate recruitment effort, the Committee shall select an appropriate number of
candidates for interviews.
D. Prior to conducting the interviews, the Search Committee shall, in consultation with
the Mayor, determine the qualities being sought for the position and establish the
criteria which shall be used to evaluate the candidates. Once these criteria have
been determined, the Search Committee shall develop questions designed to elicit
responses which can be used to evaluate candidates against the criteria.
§90-50. Interview Process.
A. The Human Resources Department shall schedule interviews with the candidates
selected by the Search Committee. Approximately one hour shall be reserved for
each interview.
B. Prior to the interviews, the Human Resources Department shall prepare an
informational packet for each Search Committee member. Said packets shall contain
copies of the applications, copies of the interview questions, candidate evaluation
sheets, the position job description, relevant salary and benefit information and
relevant information pertaining to the department involved, its organization, its
staffing and its responsibilities. The Human Resources Department shall also
include an informational sheet regarding questions which are prohibited under the
New York State Human Rights Law.
An information packet shall also be prepared for the Mayor, and the Human
Resources Department shall invite the Mayor to attend the Search Committee
interviews.
C. During the interviews, the Search Committee will attempt to ask similar questions of
all candidates so that all candidates are judged by the same standards. It is
understood, however, that different follow-up questions will probably be necessitated
by the various candidate responses.
D. Reasonable travel and interview expenses shall be paid to candidates upon the
submission of a City voucher. All efforts shall be made for candidates to use the
least-expensive mode of transportation to Ithaca and to avoid the need for lodging
expenses unless candidates reside more than four hours from Ithaca.
Memo to City Administration Committee
Proposed Revisions to Charter C-26 and Related Code Sections
Page 9
9
E. Throughout the search process, the Human Resources Department shall keep
candidates apprised of the status of the search.
§90-51. Committee recommendations.
A. Following the candidate interviews, the Search Committee shall discuss and
evaluate the candidates. The Search Committee may request that the Human
Resources Department solicit candidate references prior to making
recommendations to the Mayor. After discussion and evaluations, the Committee
shall choose the top three qualified and eligible candidates and forward their names
to the Mayor for consideration, with comments in support of each recommendation.
B. It shall be the decision of the Search Committee as to whether the names
recommended to the Mayor are or are not ranked.
C. At the request of the search committee, the Human Resources Department shall
prepare the Committee's recommendations and forward them to the Mayor.
§90-52. Selection by Mayor.
A. The Mayor may conduct interviews with one or more of the candidates
recommended by the Search Committee at his/her discretion.
B. The Mayor shall make the appointment from the list of three names with the consent
of the Common Council.
C. Following the selection of a candidate, the Mayor shall notify the Common Council
and the Search Committee of his/her selection and shall forward his/her salary
recommendations to the Budget and Administration Committee for its review.
D. It shall be the decision of the Mayor as to whether a public announcement of the
selection shall be made prior to or following the official appointment of the candidate.
E. Once the Mayor has offered the position to a candidate and the candidate has
accepted the position but prior to the public announcement of the selection, the Mayor
shall direct the Human Resources Department to notify all remaining candidates that a
selection has been made.
§ 90-53 Affirmative action.
The City's affirmative action policies will apply in all stages throughout this process.
The proposed local law that would implement these changes is attached. Please feel
free to contact any of the members of the Charter and Code Review Working Group for
further information or clarification.
J:\DRedsicker\AGENDAS\City Admin Comm\2011\12-19 CA Agenda.doc 12/19/11
12. Finance/Controller’s Office
.1 Amendment to the Purchasing Policy to Incorporate Environmentally Preferable
Purchasing Guidelines
WHEREAS, the City of Ithaca recognizes its responsibility to protect human health and the
environment while supporting a diverse, equitable, and vibrant community and economy, and
WHEREAS, the City recognizes that the products and services it purchases create social, human
health, environmental, and economic impacts, and that the procurement decisions should reflect
the City’s ongoing commitment to sustainability, and
WHEREAS, the U.S. Environmental Protection Agency has determined that 37% of greenhouse
gas emissions can be attributed to the provision and use of products and packaging, and that
reducing consumption and the emissions associated with products the City procures will
significantly reduce climate change impacts, and
WHEREAS, the City makes significant purchases of goods and services annually and can use
this buying power to influence markets to create sustainable products and services and support
green jobs, and
WHEREAS, including consideration of the entire lifecycle of a product or service in determining
its environmental impacts and total cost creates a more robust decision-making process and
encourages more efficient services and better product design and manufacturing, and
WHEREAS, environmentally preferable purchasing promotes practices that improve human and
environmental health; protect and conserve natural resources, water and energy; and minimize
the City’s contribution to climate change, pollution, and solid waste, and
WHEREAS, the adoption of environmentally preferable purchasing will further advance the
City’s environmental goals and commitments, including its Local Action Plan and Climate Smart
Community Pledge, and
WHEREAS, for all the reasons stated above, the City is desirous of amending the existing
Purchasing Policy to incorporate Environmentally Preferable Purchasing guidelines; now,
therefore be it
RESOLVED, That the Common Council hereby approves amending the Purchasing Policy to
include the Environmentally Preferable Purchasing guidelines and requirements.
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SUBJECT: City of Ithaca Purchasing Policy
EFFECTIVE: January 7, 1976
REVISED: April 21, 1981
December 22, 1993
April, 1998
PROCUREMENT POLICY FOR THE CITY OF ITHACA
1. Public purchasing has two central purposes; protection of public financial resources by
obtaining the best work, service or product for the lowest possible price, and the
prevention of favoritism, improvidence, fraud and corruption in awarding public
contracts to the lowest responsible bidder. We need to foster competition, assure the
prudent and economical use of public moneys, and adhere to Sections 103 and 104 of the
General Municipal Law.
[1]2.
The City Controller’s Office (or designee) shall be responsible for developing and
administering a centralized purchasing system and procedure to make provisions for
all purchases, sale, lease, rental and servicing of materials, supplies, equipment
and services for all City departments and agencies of City government pursuant to
and in compliance with all the applicable provisions of laws and regulations.
[2]3.
Every purchase to be made must be initially reviewed to determine whether it is a
purchase contract or a public works contract. The definitions of a Purchase
Contract and a Public Works Contract are as follows:
A. Purchase Contract - Involves the acquisition of commodities, materials,
supplies or equipment.
B. Public Works Contract – Involves the purchase of services, labor, or
construction.
When a contract involves both elements of a purchase contract and a public work
contract, it must be reviewed to determine which type of contract it is. As a
general rule, if the contract involves a substantial amount of services such that it
is the focal point, and the acquisition of goods is incidental, it will be
considered a contract for public work. Conversely, if services or labor are only
minimal or incidental to the acquisition of goods, it will be considered a purchase
contract. Once that determination is made, a good-faith effort will be made to
determine whether it is known, or can be reasonably expected, that the aggregate
amount to be spent on the item of supply or service is not subject to competitive
bidding, taking into account past purchases and the aggregate amount to be spent in
a year. The following items are not subject to competitive bidding pursuant to
Section 103 of the General Municipal Law: purchase contracts under $20,000 and
public works contracts under $35,000; emergency purchases; sole source purchases;
goods purchased from correctional institutions; purchases from agencies for the
blind and severely handicapped; purchases under State and County contracts; leases;
and second-hand purchases from another government entity.
Definitions for Exceptions to Bidding
Emergency An emergency exists wherein the delay caused by soliciting quotes or
bids would endanger the health, welfare or property of the City, or more important
the individual taxpayer.
Professional Services Contracts which require professional methods, skill,
character, or standards fall into the professional service contract category. Many
of these professional services require a state license to practice, or may be
creative or specialized in nature.
Mandated Sources Sources include the Department of Correction, Industries for the
Blind of New York State, and the N.Y.S. Industries for the Disabled.
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Sole Source When there is only one possible source from which to procure goods
and/or services, thus indicating there is no possibility of competition, the
following will be shown:
1. Unique benefits of item needed;
2. No other product/service can compare;
3. Cost is reasonable as compared to product offered;
4. There is no competition available.
State/County Contracts The City can purchase from New York State Contracts.
The contract must have the applicable P#. The City can purchase from County
contracts if county has passed appropriate resolution stating availability to local
municipalities.
Leases Prices will be negotiated between the City of Ithaca and the lessor.
The decision that a purchase is not subject to competitive bidding will be
documented, in writing, by the individual making the purchase. This documentation
may include: written or verbal quotes from vendors; a memo from the purchaser
indicating how the decision was reached; a copy of the contract indicating the
source which makes the item or service exempt; a memo from the purchaser detailing
the circumstances which led to an emergency purchase; or any other written
documentation which is appropriate.
[3]4.
The City shall purchase materials, supplies, equipment and services as required, at
the best possible price, and maintain the appropriate documentation for the purchase
as follows:
A. Purchases will be secured by use of written requests for proposals,
written quotations, verbal quotations, or any other method that
assures that goods and services will be purchased at the lowest
reasonable price, and that favoritism will be avoided.
B. Proper written documentation (acceptable to the Controller’s Office)
by the individual making the purchase will be required whenever a
contract is awarded to other than the lowest responsible vendor. This
documentation will include an explanation of how the award will
achieve savings, is an environmentally preferable alternative, or how
the vendor was not responsible.
[4]5.
Purchase contracts for materials, supplies and equipment, involving an
estimated annual expenditure in excess of $20,000 and public works contracts in
excess of $35,000 shall be awarded only after public advertising soliciting formal
bids pursuant to Section 103 of the General Municipal Law.
[5]6.
Purchases shall be made, to the extent practicable, through: available New York
State contracts of the Office of General Services, Division of Standards and
Purchase; Department of Correctional Services; New York State Industries for the
Disabled; Industries for the Blind of New York State; and surplus and second-hand
purchases from another governmental entity, whenever such purchases are in the best
interest of the City. The above manuals are retained in the Controller’s Office for
review. The State Contracts can be obtained on the New York State Website at the
following address: http//www.ogs.state.ny.us. Click on Procurement Services; click
on Search State Contract Award notices, and look up information by using key word
search or contract group number.
[6]7.
The City Controller’s Office or designee shall be responsible for all required
public advertising and competitive bidding; shall conduct all bid solicitations and
openings; and secure the recommendations for awarding contracts from the appropriate
official.
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[7]8.
Opportunity shall be provided to all responsible suppliers to do business with the
City. To this end, the City Controller’s Office or designee shall develop and
maintain lists of potential suppliers (bidders list) for various types of materials,
supplies, equipment, and services. Lists shall include and highlight all
environmentally responsible suppliers, as referred to in Section [XXX] of this
policy. Such lists shall be used to develop mailing lists of potential suppliers and
for distribution of specifications, drawings, and invitations to bid. Any supplier
may be included in the list upon request.
[8]9.
When soliciting bids, a statement of “Information to Bidders” shall be included with
all specifications submitted to suppliers. The information to bidders shall be
incorporated in all contracts awarded for the purchase of materials, supplies,
equipment, and services. The statement shall assist bidders with general
information included in the bid.
[9]10.
All contracts which require public advertising and competitive bidding shall be
awarded as provided by State law and consistent with policies and procedures of the
City attached hereafter. Recommendation for awarding contracts shall be submitted
by the appropriate official.
[10]11.
The Deputy City Controller, in conjunction with the purchasing agent, shall
establish a procedure for maintaining an up-to-date property and inventory record of
all equipment, except expendables, held by the City and for the disposal of obsolete
surplus or non-movable materials, supplies, and equipment.
[11]12.
The City Controller’s Office or designee shall only authorize purchase orders after
first determining that unencumbered balances of budgetary appropriations are
adequate to cover such obligations. All bills shall include a copy of the purchase
order upon payment.
[12]13.
No official or employee of the City shall be interested financially in any purchase
or contract secured by the City. This also precludes acceptance of gratuities,
financial or otherwise, by the above persons, from any supplier of materials,
supplies, equipment, or services to the City.
[13]14.
The City Controller’s Office or designee shall develop a procedure for review of
procurement practices or activities upon receipt of an inquiry or allegation of
violation of this policy following its adoption.
[14]15.
“Buy Local Policy” – On March 7, 1979 the Common Council passed the following
resolution regarding a “buy local” policy:
RESOLVED, That this Common Council establishes the policy that all City agencies and
departments will purchase supplies, materials, and equipment within the City of
Ithaca pending availability of comparable quality and price.
[15]16.
To the extent possible, the City of Ithaca will encourage contracts with minorities
and women-owned businesses, and the City will not discriminate against contractors
because of race, creed, color, national origin, sex, age, disability, or marital
status, or sexual or affectional preference and will continue existing programs of
affirmative action to ensure that minorities are afforded equal opportunities
without discrimination.
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[17?] ENVIRONMENTALLY PREFERABLE PURCHASING:
It is the policy of the City of Ithaca to require purchase of products and services
that minimize environmental and health impacts, toxics, pollution, and hazards to
worker and community safety and to the larger global community to the greatest
extent practicable; however
It is not the intent of this policy to require a department, buyer or contractor to
take any action that conflict with local, state or federal requirements or to
procure products that do not perform adequately for their intended use, exclude
adequate competition, or are not available at a reasonable price in a reasonable
period of time.
Environmentally Preferable Purchasing (EPP) is an important component of this
policy, effective January 5, 2012, and shall guide City efforts to meet the
following goals:
• minimizing health risks to City staff and residents,
• minimizing the City’s contribution to global climate change,
• improving air quality,
• protecting the quality of ground and surface waters, and
• minimizing the City’s consumption of resources.
Further, Environmentally Preferable Purchasing is adopted and encouraged by the City
in order to:
• purchase products that include recycled content in order to support strong
recycling markets,
• institute practices that reduce waste by increasing product efficiency and
effectiveness, use products that are durable and long-lasting, and reduce
materials that are landfilled,
• purchase products and institute practices that conserve energy and water, use
agricultural fibers and residues, reduce greenhouse gas emissions, use
unbleached or chlorine free manufacturing processes, and use recycled wood and
wood from sustainably harvested forests,
• purchase energy from renewable or green sources in preference to fossil fuels,
• increase the use and availability of environmentally preferable products,
services and distribution systems,
• support emerging and established manufacturers and vendors that reduce
environmental and human health impacts in their services and production and
distribution systems, and
• create a model for successfully purchasing environmentally preferable products
and services that encourages other buyers and consumers in our community to
adopt similar goals.
17.1 Specifications for Environmentally Preferable Purchasing
A. Source Reduction:
The City of Ithaca shall institute practices that reduce waste and result in
the purchase of fewer products whenever practicable and cost-effective, but
without reducing safety or workplace quality.
City departments shall purchase remanufactured products (i.e. for equipment
and vehicles) whenever practicable, but without reducing safety, quality or
effectiveness.
Products that are durable, long lasting, reusable, refillable, recyclable or
otherwise create less waste shall be selected whenever practicable.
Vendors shall be required to minimize packaging to the greatest extent
practicable. Packaging that is reusable, recyclable or compostable shall be
selected when suitable uses and programs exist. The City shall not purchase
any polystyrene foam food packaging.
Vendors shall be required whenever possible to take back and reuse pallets
and packaging materials. Suppliers of electronic equipment shall be required
to take back equipment for reuse or environmentally safe recycling when the
5
City discards or replaces such equipment, unless the City deems it worthwhile
to send the equipment to a non-profit organization for reuse.
ALL documents shall be printed and copied on both sides to reduce the use and
purchase of paper, unless needed to be single sided as per legal
requirements. The Information Technology staff shall provide guidance to City
departments and staff for setting duplexing as the default on each
workstation, when feasible, or train employees to use this option, for all
capable printers.
B. Toxics Reduction and Pollution Prevention:
City departments shall purchase energy-efficient products and consider "less
toxic alternatives" when purchasing products such as cleaning products,
pesticides and herbicides.
To the maximum extent practicable, all cleaning or disinfecting products
(i.e. for janitorial or automotive use) shall (i) meet Green Seal Standards
for environmental preferability and performance, (ii) be products delineated
on the NYS OGS Green Cleaning Product List, or (iii) meet NYS OGS guidelines
and specifications for green cleaning products. When contracting with new
supply vendors, the City shall encourage training of its custodial staff.
Purchasing products containing persistent bioaccumulative toxic chemicals
(PBTs) shall be avoided, where alternatives exist.
When maintaining buildings and landscapes, the City shall manage pest
problems through prevention and physical, mechanical and biological controls
and use least toxic chemical pesticide products only after safer approaches
or products have been determined to be ineffective.
When maintaining buildings, the City shall use products with the lowest
amount of volatile organic compounds (VOCs), highest recycled content, and
low or no formaldehyde when purchasing materials such as paint, carpeting,
flooring, adhesives, furniture and casework.
The City shall purchase products and equipment with no lead, cadmium or
mercury whenever practicable. For products that must contain lead or mercury
because no suitable alternative exists, preference shall be given to those
products with the lowest quantities of these metals and to vendors with
established lead, cadmium and mercury recovery programs.
The purchase of pentachlorophenol, arsenic and creosote treated wood shall be
avoided whenever practicable.
When replacing vehicles, the City shall lease or purchase only the most fuel-
efficient models available that are suitable for each task and through
carsharing and carpooling, shall minimize the number of vehicles purchased,
as referred to in the “Green Policy for the City of Ithaca Fleet”. To the
extent practicable, the City shall use renewably-derived fuels or fuels that
are cleaner and less-polluting than gasoline and conventional diesel fuel,
including biodiesel, natural gas and electricity.
C. Recycled Content Products:
It is the policy of the City to purchase and use recycled products to the
extent that such use does not negatively impact health, safety, or
operational efficiency. A 10% price preference may be given to recycled
content products based on the lowest bid or price quoted by the suppliers
offering the competing non-recycled content products.
All products purchased for which the United States Environmental Protection
Agency (U.S. EPA) has established minimum recycled content standard
guidelines shall contain the highest postconsumer content practicable, but no
less than the minimum recycled content standard. These guidelines can be
obtained at the U.S. EPA Website at the following address:
http://www.epa.gov/epawaste/conserve/tools/cpg/products/index.htm
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Copiers and printers purchased shall be compatible with the use of recycled
content and remanufactured products.
City departments will favorably consider the selection of other recycled
content and renewable materials, products and supplies over their non-
recycled content and non-renewable alternatives whenever availability,
fitness, operational efficiency, quality, safety, and price are equally
acceptable. The list of materials, products and supplies shall include, but
not be limited to, business office products, compost, fuels, mulch, asphalt,
transportation products (e.g. signs, cones, delineators, and barricades), and
other items.
All pre-printed recycled content papers intended for distribution that are
purchased or produced shall contain a statement that the paper has recycled
content. Whenever feasible, the statement should indicate the percentage of
postconsumer recycled content it contains.
D. Energy and Water Savings:
All products purchased by the City and for which the U. S. EPA Energy Star
certification is available shall meet Energy Star certification. When Energy
Star labels are not available, products shall meet or exceed the Federal
Energy Management Program (FEMP) recommended levels, available at:
http://www1.eere.energy.gov/femp/procurement/eep_modellang.html
New and replacement equipment for lighting, heating, ventilation,
refrigeration and air conditioning systems, water consuming fixtures and
processing equipment, and all other related components shall meet or exceed
FEMP recommended levels whenever practicable.
When energy is purchased, renewable or green sources are preferred. These
include wind power, solar thermal, photovoltaics, geothermal, sustainably
managed biomass, methane waste and hydroelectric energy sources, and do not
include fossil fuels (coal, oil or natural gas). On an annual basis, the City
will review its energy requirements and to the extent practicable will
consider purchasing from renewable sources at the greatest percentage
possible.
Energy Star and power-saving features for copiers, computers, monitors,
printers and other office equipment shall be enabled during the initial
installation and shall remain enabled unless these features conflict with the
manufacturer’s recommended operation and maintenance of the equipment, or its
specific operational use.
E. Landscaping:
All landscape renovations, construction and maintenance by the City,
including workers and contractors providing landscaping services for the
City, shall employ sustainable landscape management techniques for design,
construction and maintenance whenever possible, including, but not limited
to, integrated pest management, grasscycling, drip irrigation, composting,
and procurement and use of mulch and compost that give preference to those
produced from regionally generated plant debris and/or food waste programs.
Plants should be selected to minimize waste by choosing species for purchase
that are appropriate to the microclimate, species that can grow to their
natural size in the space allotted them, and perennials rather than annuals
for color. Native and drought-tolerant plants that require no or minimal
watering once established are preferred.
Hardscapes and landscape structures constructed of recycled content materials
are encouraged. The City shall limit the amount of impervious surfaces in the
landscape, wherever practicable. Permeable substitutes, such as permeable
asphalt or pavers, are encouraged for walkways, patios and driveways.
When available, the City shall purchase landscaping equipment that is not
dependent on the use of fossil fuels.
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F. Forest Conservation:
To the greatest extent practicable, the City shall not procure wood products
such as lumber and paper that originate from forests harvested in an
environmentally unsustainable manner. When practicable, the City shall give
preference to wood and wood products that are certified to be sustainably
harvested by a comprehensive, performance-based certification system. The
certification system shall include independent third-party audits, with
standards equivalent to, or stricter than, those of the Forest Stewardship
Council certification.
17.2 Implementation
Department heads shall implement EPP practices, in accordance with this section of the
policy, in coordination with the Controller’s Office and other appropriate City personnel.
Whenever possible, the City will use recognized eco-labels and standards to make purchasing
decisions.
Wherever feasible and appropriate, life cycle cost analysis should be used by City
departments and staff to assist in selecting products and services. "Cost" shall be
calculated over the life of the item and should consider initial acquisition costs, useful
life, costs of maintenance and operation over the useful life, and costs of disposal and/or
replacement at the end of the useful life, rather than initial acquisition costs alone.
Although not the lowest proposal or price quoted by suppliers, City departments and staff
may nonetheless purchase a product that adheres to the EPP specifications stated in this
Section, as long as there is prudent and economical use of public moneys in the best
interests of City taxpayers. Such determination of "best interests" may include full
consideration and comparison of product life cycle costs (including product maintenance,
operation and disposal costs), as described above. A further consideration may include
direct and identifiable benefits to taxpayers, other than product cost (for example, the
cost of permeable pavers might exceed the cost of asphalt paving, yet the use of permeable
pavers could mitigate storm water run-off and reduce the potential for flooding and
infrastructure damage in low-lying areas). Justification for a determination of "best
interests" shall be documented by City departments and staff.
Successful vendors or bidders shall certify in writing that the environmental attributes
claimed in bids or price quotes are accurate.
Vendor contracts shall be negotiated in light of the requirements of this policy. If a
vendor that is under contract to the City of Ithaca is no longer able to provide a product
that meets the City’s environmentally preferable specifications, it shall notify the
appropriate city representative and provide written justification for why compliance is not
practical. Prior written consent from an authorized City representative shall be required
before substituting any alternative product or service.
Training of buyers and other relevant city staff, vendors, contractors and grantees shall
include instruction on the environmentally preferable purchasing requirements of the
Policy.
The DPW Stock Room has made significant efforts to implement an environmentally preferable
or green purchasing program for most cleaning and janitorial products supply. All City
departments are encouraged to order and purchase such products through the Stock Room, to
the extent practicable.