Loading...
HomeMy WebLinkAbout6-29-11 City Administration Committee Meeting AgendaCITY ADMINISTRATION COMMITTEE Wednesday, June 29, 2011 7:00 PM 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 Action Report – Information Technology Police Department – August Clerk’s Office – September Chamberlain’s Office – October 11. Mayor’s 2012 Budget Message and Updates 12. Department of Public Works 12.1 Request for Funds for Purchase of Pay Stations - Resolution 12.2 Intersection Bulb-outs on West Green & West Seneca Street - Resolution 13. Fire Department 13.1 Request to Amend 2011 Authorized Budget for Receipt of Grant – Resolution 14. Common Council 14.1 Communications: Message to Cornell Administration Regarding Africana Studies and Research Center - Resolution 14.2 Suggested City of Ithaca Policy on Sweatshop-Free Procurement of Apparel and Textiles – Ordinance 14.3 Authorization of Membership by the City of Ithaca to the Sweat-free Purchasing Consortium in Furtherance of the City’s Commitment to its Policy on Sweatshop-Free Procurement of Apparel and Textiles - Resolution 15. Information Technology 15.1 Approval of Policy Regarding the Appropriate Use of Social Media – Resolution 16. Human Resources 16.1 A Local Law to Delete Various Sections of the City of Ithaca Charter Regarding Employee Benefits 16.2 Director’s Report J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 CITY ADMINISTRATION COMMITTEE Wednesday, June 29, 2011 Agenda - Continued 17. Finance/Controller’s Office 17.1 Approval of 2009 Single Audit Report - Resolution 17.2 Bond Resolution 17.3 Controller’s Report 18. Reports 18.1 Mayor’s Report 18.2 Sub-Committee Updates 18.3 Council Members’ Announcements 18.4 Next Month’s Meeting: July 27, 2011 J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 12. Department of Public Works .1 Request for Funds for Purchase of Pay Stations WHEREAS, the Department of Public Works has been using four Parkeon Pay and Display stations since March 2011 for a trial period in two downtown parking lots, and WHEREAS, these machines have worked extremely well during the trial period; are generating additional revenue due to the ability of credit card use; have provided reliable reporting data; and are user friendly, and WHEREAS, due to prior problems with Parkeon equipment used by the City, the manufacturer of the units has offered the machines at a deeply discounted price with warranties, and WHEREAS, based on the increased revenue generation, the payback period on the machines will be short, and WHEREAS, the estimated cost for all four Pay and Display units will be $28,500, and WHEREAS, the Capital Reserve for Parking Areas has a balance of $79,000, and is able to absorb the costs for these Pay and Display stations; now, therefore be it RESOLVED, That Common Council hereby approves the acquisition of up to four Pay and Display units at a cost not to exceed $28,500 from Capital Reserve 14 Parking Areas. J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 12. Department of Public Works .2 Intersection Bulb-outs on West Green & West Seneca Street A resolution authorizing implementation and funding in the first instance 100% of the federal aid-eligible costs and State “Marchiselli” program-aid eligible costs, of a transportation federal- aid project, and appropriating funds therefore. WHEREAS, a Project for the Intersection Bulb-outs on West Green & West Seneca Street, P.I.N. 375462 (the “Project”) is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs of such program to be borne at the ratio of 80% Federal funds and 20% non-federal funds, and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non-federal share of the costs of Preliminary Engineering/Design, and WHEREAS, preliminary engineering and design are exempt from further environmental review as Type II actions, and WHEREAS, Common Council approved the above-subject project on March 2, 2011 in an amount of $36,000, and WHEREAS, the New York State Transportation Improvement Program has authorized an amount not to exceed $52,000 for this phase of the project; now, therefore, be it RESOLVED, That Common Council hereby re-approves the above-subject project, subject to further environmental review of construction; and it is further RESOLVED, That Common Council hereby authorizes the City of Ithaca to pay in the first instance 100% of the federal and non-federal share of the cost of Preliminary Engineering/ Design work for the Project or portions thereof, and it is further RESOLVED, That additional sum of $16,000 is hereby appropriated from the issuance of serial bonds and made available to cover the cost of participation in the above phase of the Project, and it is further RESOLVED, That Common Council hereby amends Capital Project # 769, Intersection Bulb- outs on West Green & West Seneca Street, to increase the budget from $36,000 to $52,000, an increase of $16,000, and it is further RESOLVED, That in the event the full federal and non-federal share costs of the project exceeds the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDOT thereof, and it is further RESOLVED, That the Mayor of the City of Ithaca be and is hereby authorized to execute all necessary Agreements, certifications or reimbursement requests for Federal Aid on behalf of the City of Ithaca with the New York State Department of Transportation in connection with the advancement or approval of the Project and providing for the administration of the Project and J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 the municipality’s first instance funding of Project costs and permanent funding of the local share of federal-aid and state-aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible, and it is further RESOLVED, That this project be undertaken with the understanding that the final cost of the Project to the City of Ithaca will be roughly 20% of said portion, currently estimated at $10,400 of the $52,000 authorized for this portion of the project, in monies and in-kind services as managed by the Superintendent of Public Works and monitored by the City Controller, and be it further RESOLVED, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project, and it is further RESOLVED, This resolution shall take effect immediately. J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 13. Fire Department .1 Request to Amend 2011 Authorized Budget for Receipt of Grant WHEREAS, the Ithaca Fire Department has been awarded a Federal Emergency Management Agency (FEMA) Assistance to Firefighters Grant (AFG) in the amount of $100,000, and WHEREAS, the grant funds will be used to purchase and install ten multi-function DVRS (Digital Vehicle Repeater System) units in the emergency response apparatus which will improve portable radio communication within buildings, and WHEREAS, the grant requires a 10% local match of $10,000, and WHEREAS, the total project cost will be $108,100 with the sources of funds as follows: FEMA Grant $90,000 2010 Encumbered Funds 10,000 CP #714 IFD Communications Equipment 8,100 $108,100 now, therefore be it RESOLVED, That Common Council hereby amends the 2011 authorized City budget by the amount not to exceed $90,000 to account for the Federal Emergency Management Agency Assistance to Firefighters grant as follows: Increase Revenue Account A3410-4389 Federal Aid Public Safety $90,000 Increase Appropriations Account: A3410-5225-12250 Other Equipment $90,000 J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 14. Common Council .1 Resolution to Cornell University Administrators Regarding the Change in Status for the Africana Studies and Research Center WHEREAS, Cornell University is responsible for providing a world-class education for its students who come from places across this country and from around the globe, and WHEREAS, the founding of the Cornell’s Africana Studies and Research Center (ASRC) in 1969 was born from the proclaimed and generally agreed-upon terms of providing a safe intellectual, physical, and social space for Black students during a period of overt hostility towards the university’s students of color, and WHEREAS, the original institutional structure of ASRC as a cross-disciplinary and intercollegiate unit has been intentionally designed by the university administration to help it advance its unique intellectual, cultural, and scholar-activist goals, and WHEREAS, Cornell has had to make multiple adjustments in both its budget and operations in order to sustain itself and its mission through the turbulent economic times this country continues to face, and WHEREAS, the City of Ithaca Common Council recognizes the very difficult choices facing Cornell’s administration as it continues to deal with the current negative budget climate, and WHEREAS, while acknowledging that Cornell’s top administration, its Board of Trustees, and the City’s Mayor and Common Council are separate entities, Common Council also recognizes that decisions made by one body may have ramifications on areas of responsibility of the other, and WHEREAS, on December 1, 2010, the president and the provost of Cornell handed down a decision to significantly alter the institutional structure of the ASRC, transforming it from a stand-alone intercollegiate unit that reports directly to the Provost Office into a yet-to-be determined academic entity absorbed into an already established college at Cornell, and WHEREAS, members of ASRC’s faculty, students, and staff have said publicly that: they had no prior knowledge of this decision; that evidence points to disclosure to faculty elsewhere on the campus; that evidence suggests the initial decision-making process intentionally excluded ASRC’s members; and that they continue to request a meaningful dialogue with Cornell administrators, and WHEREAS, for over 42 years, and as this nation’s first such institution, ASRC’s unique intercollegiate status has stood as a model to other Africana an ethnic studies programs across the nation and the globe yet it feels denied in having any meaningful say in its continued destiny, and WHEREAS, a part of that model has been the building of bridges and bonds during those 42 years between ASRC’s faculty, staff, and students with communities within the City of Ithaca, which has helped further enhance the names of both ASRC and Cornell across our local community, and J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 WHEREAS, leaders in various parts of the local Ithaca community have requested a public, town-hall-style meeting as a way to help both sides come to a mutually beneficial agreement, and WHEREAS, Cornell’s administration has met with several groups in recent months to discuss the proposed realignment, limitations of the current structure, and the merits of the proposal for ASRC and other aspects of Cornell’s academic entities, and WHEREAS, people potentially affected by the proposed restructuring have asked to have input in the concept and not be limited to discussing how to implement the proposal, and WHEREAS, the stellar reputations of Cornell and many institutions within it, including ASRC, attract scores of people to the university and the City of Ithaca – be they students, their families, faculty, or staff – to “live, learn, work, play, create, and dream,” which stimulates our local economy repeatedly during any year, and WHEREAS, a number of said people decide whether to live in Ithaca year round, some permanently, based on their Cornell in Ithaca experience, and WHEREAS, Cornell has built a great reputation as a developer of leadership through empowerment and has stated that its restructuring would be done in collaboration with those directly involved in any change, and WHEREAS, the Office of Cornell Provost Ken Fuchs announced on June 2, 2011, that the administration would move forward with implementing its plan to move ASRC, administratively, under the College of Arts and Sciences; now, therefore be it RESOLVED, That the City of Ithaca Common Council respectfully requests that the top administration of Cornell University consider all of the implications in its proposed re-alignment of the Africana and Research Studies Center, and be it further RESOLVED, That despite the decision to move ahead with implementation, Common Council still encourages Cornell’s administration to reconsider moving forward in July with the restructuring of ASRC and, in the interim, respectfully requests that administrators engage members of the Cornell community, particularly those poised to be most affected – such as the faculty, staff and students at ASRC – in meaningful, transparent and productive dialogue that can lead to a mutually agreed upon decision in contemplation of the restructuring effort, and be it further RESOLVED, That a copy of this resolution be sent to Cornell University President David J. Skorton, Provost W. Kent Fuchs, ASRC Director Robert L. Harris Jr., and the members of Cornell’s Board of Trustees. J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 14. Common Council .2 An Ordinance Amending the Municipal Code of the City of Ithaca, Chapter 39 (“Contracts”), and the City of Ithaca Purchasing Policy, So as to Enact a City of Ithaca Policy on Sweatshop-Free Procurement of Apparel and Textiles WHEREAS, the City of Ithaca endorses efforts to improve working conditions and to eliminate illegal and exploitative practices, such as the operation of “sweatshops,” in the garment industry (and elsewhere); and WHEREAS, the City of Ithaca recognizes that the violation of labor or human rights standards in the garment industry, whether in the United States or internationally, is not “responsible,” as that term is intended when applied to the selection of the “lowest responsible bidder” for a contract with the City; and WHEREAS, the State of New York gives local governments the authority to enact local laws, ordinances, regulations and policies not inconsistent with the provisions of the State constitution or any general law, and thereby allows the City of Ithaca to define what constitutes a responsible bidder, and to investigate a bidder’s skill, judgment, and integrity in considering whether a bidder is the lowest responsible bidder; and WHEREAS, the City of Ithaca is a participant in the marketplace and seeks to protect the interests of local residents, workers, and businesses, while respecting international concerns about protecting workers’ labor rights and human rights, by exercising its home rule powers to establish a sweatshop-free procurement policy so as to ensure that textiles and items of apparel (such as uniforms) procured by the City of Ithaca are produced in workplaces free of sweatshop conditions; now therefore BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: ORDINANCE NO. ___ Section 1. Chapter 39 (“Contracts”) of the Municipal Code of the City of Ithaca is hereby amended as follows: (1) Addition of the following as Subsections 39-2(A)(12) and 39-2(A)(13): (12) Noncompliance by any bidder proposing to supply apparel or textiles with any wage and hour, health, labor, environmental, safety, building, or fire laws, rules, codes, regulations or standards of the country of manufacture or assembly, or contained in the ILOCORE International Labor Standards (whichever is stricter). Evidence of such noncompliance may include, but shall not be limited to: (a) citations or other evidence of employment-related violations of laws, rules, codes, regulations or standards; (b) credible information or reports from the Sweatfree Purchasing Consortium or its agency members submitted to the City Controller; (c) credible information from interested third parties submitted to the City Controller; or (d) failure by the bidder or contractor to certify compliance with applicable laws, rules, codes, regulations or standards. (13) Discrimination by any bidder in hiring, promotion or compensation, on the basis of race, disability, national origin, gender, ethnicity, color, age, religion, familial J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 status or sexual orientation. Evidence of such discrimination may include, but shall not be limited to: (a) citations or other evidence of employment-related violations of applicable laws, rules, codes, regulations or standards; (b) credible information or reports from the Sweatfree Purchasing Consortium or its agency members, submitted to the City Controller; (c) credible information from interested third parties submitted to the City Controller; or (d) failure by the bidder or contractor to certify compliance with applicable laws, rules, codes, regulations or standards as required by the City Policy on Sweatshop- Free Procurement of Apparel and Textiles. (2) Renumbering of the former subsection 39-2(A)(12) to 39-2(A)(14), so as to maintain the numerical sequence. (3) Insertion of the following in alphabetical order into Section 39-3: APPAREL OR TEXTILES All articles of clothing, cloth or goods, produced by weaving, knitting, or felting, or any similar goods. SWEATSHOP-FREE Refers to a supplier of apparel or textiles that are manufactured or assembled without violating laws, rules, codes, regulations or standards regarding wages, labor, safety, health, and employment discrimination, that are applicable in the country of manufacture or assembly, or that are contained in the ILOCORE International Labor Standards (whichever is stricter). (4) Insertion of the following [underlined language] into Section 39-3, in Subsection “A” of the definition of “BIDDER, CONTRACTOR AND SUBCONTRACTOR:” A. Any person or business entity submitting a competitive bid for, receiving the award of, or submitted for approval as a subcontractor on a contract by any one of the contracting agencies. A subcontractor on a contract for the purchase of apparel or textiles shall also include any beneficiary of bankruptcy, assignment, transfer, sale of operations, or other successorship intended to evade liability or responsibility for assertions or certifications made in a bid submitted to or contract with the City of Ithaca or a contracting agency. (5) Modification of the definition of “CONTRACT,” in Section 39-3, as follows: CONTRACT Any purchasing, construction, or service contract that is required to be let by competitive bid to the lowest reasonable responsible bidder., not including the individual purchase of employment-related apparel or textiles, e.g. uniforms, by and for individual employees of the City of Ithaca, pursuant to the provisions of a collective bargaining agreement. (6) Insertion of the following as Section 39-4: § 39-4 Administration and Enforcement of Sweatshop Free Purchasing Policy J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 (A) The City of Ithaca and its contracting agencies shall enter into a contract to purchase or obtain for any purpose any apparel or textiles only with a bidder confirmed to be sweatshop-free, except that in the event that the Controller has certified that no confirmed sweatshop-free bidders of apparel or textiles are available and that the acquisition of the apparel or textiles sought is essential or time-sensitive, the contracting agency may select a bidder that is not confirmed to be sweatshop-free. (B) For the purpose of implementing this policy, a bidder may be confirmed to be sweatshop-free by either of the following means: (1) Certification as such by the Sweatfree Purchasing Consortium or other comparable independent monitoring organization as selected by the Common Council; or (2) Self-certification by affidavit of the bidder, provided that such certification is not contradicted by credible information received by the City Controller. (C) The City of Ithaca Controller shall collect and maintain information concerning the City’s apparel and textile contracts that are awarded after the effective date of the enactment of this section, and shall ensure that the following information is available to the public, upon proper request: (1) For each such contract, a statement that such apparel or textiles are manufactured in accordance with the sweatshop-free criteria set forth in this chapter; (2) A list of the names and addresses of each subcontractor to be utilized in the performance of each such contract; (3) For each such contract, a list of each manufacturing operation of the contractor and all subcontractors involved in performance of the contract, and the location, address, and telephone number of each such facility; and (4) For each such contract, a statement signed by the contractor showing that it agrees that it will, at the request of the contracting agency, allow independent monitoring of the contractor’s or any subcontractor’s facilities, to verify compliance with the requirements of this section, and that the contractor shall be responsible for ensuring that its subcontractors comply with the independent monitoring requirements of this subdivision. (D) Upon information and belief that a contractor or subcontractor may be in violation of this section, the City Attorney may take such action as may be appropriate and provided for by law, rule or contract. In circumstances where a contractor or subcontractor fails to perform in accordance with any or all of the requirements of this section, and there is a continued need for the service, a J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 contracting agency may obtain the required service as specified in the original contract, or any part thereof, by issuing a new solicitation of bids. Administrative charges may be assessed against the breaching contractor by the City. The City may, as appropriate, invoke other sanctions as are available under the contract and applicable law. (E) A contractor shall be liable for a civil penalty of not less than $5,000 upon a determination, made through litigation or arbitration, that a contractor or subcontractor has made a false claim under the provisions of this section, to the contracting agency. (F) Every bid solicitation for supplying apparel and textiles to the City shall contain a contain a statement notifying bidders of the provisions and requirements of this section. Every contract for the supply of textiles and apparels shall contain a provision or provisions detailing the requirements of this section. (G) Any investigation conducted under the provisions of this section by the City Attorney shall not extend to work performed more than two years prior to (i) the filing of a complaint pertinent to any provision of this section; or (ii) the commencement of the investigation, whichever is earlier. (H) This section shall not apply to any contract entered into prior to the effective date of this ordinance, except that renewal, amendment or modification of such contract occurring on or after said effective date shall be subject to the conditions specified in this section. (I) This section shall apply except when federal or state law precludes the City of Ithaca from attaching the procurement conditions herein. Section 2. The section entitled “AUTHORIZED LIMITS AND CONTROLS” paragraph 4(F) City of Ithaca Purchasing Policy is hereby amended as follows: F. Award will be made to the lowest responsible bidder. The term “responsible” means: financially responsible; accountable; reliable; sufficient resources; skill; judgement judgment; integrity; responsive; and moral worth. In deliberating the responsibility of a bidder or a subcontractor, all contracting agencies shall give due consideration to any credible evidence or reliable information of the guidelines set forth in Chapter 39 of the City Code. Section 3. Severability. If any section, subsection, sentence, clause, phrase or portion of this ordinance is held to be invalid or unconstitutional by a court of competent jurisdiction, then that decision shall not affect the validity of the remaining portions of this ordinance. Section 4. Effective date. This ordinance shall take effect immediately and in accordance with law upon publication of notices as provided in the Ithaca City Charter. CHAPTER 39 CONTRACTS    ARTICLE I Nondiscrimination (§ 39­1)    § 39­1 Nondiscrimination clause.    The following clause shall be included in any City contract: "The contractor will not discriminate  against any employee, applicant for employment, subcontractor, supplier of materials or services or  program participant because of actual or perceived age; creed; color; disability; ethnicity; familial  status; gender; height; immigration or citizenship status; marital status; national origin; race;  religion; sex; sexual orientation; socioeconomic status; or weight."  ARTICLE II Responsibility Determinations (§ 39­2 — § 39­3)    § 39­2 Guidelines.    A.  In deliberating upon the responsibility of a bidder or a subcontractor, all contracting agencies  shall give due consideration to any credible evidence or reliable information that the past or  current record of a bidder or proposed subcontractor includes any of the following:  (1) Lack of adequate expertise, prior experience with comparable projects or financial resources to  perform the work of the contract or subcontract in a timely, competent and acceptable manner.  Evidence of such a lack of ability to perform may include, but shall not be limited to, evidence of  suspension or revocation for cause of any professional license of any director or officer, or any  holder of 5% or more of the bidder's or proposed subcontractor's stock or equity; failure to submit  satisfactory evidence of insurance, surety bonds or financial responsibility; or a history of  termination of prior contracts for cause.  (2) Criminal conduct in connection with government contract or the conduct of business activities  involving the infliction, injury or intentional property damage, in connection with involvement in a  pattern of racketeering, labor racketeering, extortion, obstruction of justice or other comparable  crimes; bribery, fraud, bid‐rigging, embezzlement or other comparable crimes; or serious moral  turpitude, fundamental lack of integrity or knowing disregard for the law. Evidence of such conduct  may include a judgment of conviction, pending criminal indictment of formal grant of immunity in  connection with a criminal prosecution of the bidder or proposed subcontractor, and director or  officer, or any holder of 5% or more of the shares or equity of the bidder or proposed  subcontractor, or any affiliate of the bidder or proposed subcontractor.  (3) Grave disregard for the personal safety of employees, City personnel or members of the public.  Due consideration shall be given to whether available evidence concerning the training of  employees, equipment actually in use at the work site and company practices for identifying and  addressing deficiencies and securing employee compliance demonstrates a genuine commitment to  safety or lack of the same.  (4)  Willful noncompliance with the prevailing wage and supplements payment requirements of the  Labor Law, including consideration of any pending violations of the bidder or proposed  subcontractor, or any affiliate of the bidder or proposed subcontractor.  (5)  Any other significant Labor Law violations, including but not limited to child labor violations,  failure to pay wages or unemployment insurance tax delinquencies.  (6)  Any significant violation of the Workers' Compensation Law, including but not limited to the  failure of a bidder or proposed subcontractor to provide proof of workers' compensation or  disability benefits coverage.  (7)  Any criminal conduct involving violations of the Environmental Conservation Law or other  federal, state or City environmental statutes or repeated or significant civil violations for federal,  state or City environmental statutes or regulations.  (8)  The failure of a bidder or contractor to demonstrate good‐faith efforts to comply with  applicable federal, state or City statutes and regulations requiring efforts to solicit and utilize  minority‐owned and women‐owned business enterprises and disadvantaged business enterprises  as potential subcontractors, in connection with a pending bid for the performance of a federal‐aid  . or state‐ or City‐funded or ‐assisted project subject to such statutory and regulatory requirements (9)  The failure of a bidder, contractor or proposed subcontractor to comply with federal, state or  City statutes or regulations requiring the hiring, training and employment of persons presumed to  be disadvantaged in accordance with federal, state or City definitions to meet federal, state and City  equal employment opportunity requirements.  (10)  The submission of a bid which is mathematically or materially unbalanced.  (11)  The submission of a bid which is so much lower than the agency's confidential engineers'  estimate for the cost of, or anticipated bids for, the contract that it appears unlikely that the bidder  will be able to perform the contract satisfactorily at the price bid.  (12)  Noncompliance by any bidder proposing to supply apparel or textiles with any wage and hour,  health, labor, environmental, safety, building, or fire laws, rules, codes, regulations or standards of  the country of manufacture or assembly, or contained in the ILOCORE International Labor  Standards (whichever is stricter). Evidence of such noncompliance may include, but shall not be  limited to:  (a) citations or other evidence of employment‐related violations of laws, rules, codes,  regulations or standards;   (b) credible information or reports from the Sweatfree Purchasing Consortium or its agency  members submitted to the City Controller;   r(c) credible information from interested third parties submitted to the City Controller; o   (d) failure by the bidder or contractor to certify compliance with applicable laws, rules,  codes, regulations or standards.   (13)  Discrimination by any bidder in hiring, promotion or compensation, on the basis of race,  disability, national origin, gender, ethnicity, color, age, religion, familial status or sexual orientation.  Evidence of such discrimination may include, but shall not be limited to:  (a) citations or other evidence of employment‐related violations of applicable laws, rules,  codes,  regulations or standards;  (b) credible information or reports from the Sweatfree Purchasing Consortium or its agency  members, submitted to the City Controller;   r(c) credible information from interested third parties submitted to the City Controller; o   (d) failure by the bidder or contractor to certify compliance with applicable laws, rules,  codes, regulations or standards as required by the City Policy on Sweatshop‐Free Procurement of  Apparel and Textiles.   (14)  Any other cause of so serious or compelling a nature that it raises questions about the present  responsibility of a contractor or subcontractor, including but not limited to, submission to a  contracting agency of a false or misleading statement on a uniform questionnaire, or in some other  form, in connection with a bid for or award of a contract or a request for approval of a  subcontractor.  B.  In addition to the factors specified above, contracting agencies may also give due consideration  to any other factors considered by the contracting agencies to bear upon responsibility, including  but not limited to any mitigating factors brought to the agency's attention by the bidder or  proposed subcontractor.  § 39­3 Definitions.    e following terms shall have the meanings indicated: As used in this article, th APPAREL OR TEXTILES  ll articles of clothing, cloth or goods, produced by weaving, knitting, or felting, or any similar A goods.    BIDDER, CONTRACTOR AND SUBCONTRACTOR  A.  Any person or business entity submitting a competitive bid for, receiving the award of or  submitted for approval as a subcontractor on a contract by any one of the contracting agencies. A  subcontractor on a contract for the purchase of apparel or textiles shall also include any beneficiary  of bankruptcy, assignment, transfer, sale of operations, or other successorship intended to evade  liability or responsibility for assertions or certifications made in a bid submitted to or contract with  the City of Ithaca or a contracting agency.  B.  A corporation, partnership or proprietorship shall be considered to be an affiliate of the  bidder or proposed subcontractor if one owns, controls or has the ability to control the other, or if a  third person, corporation, partnership or proprietorship owns, controls or has the ability to control  both.  CONTRACT   Any purchasing, construction, or service contract that is required to be let by competitive bid to the  lowest reasonable responsible bidder., not including the individual purchase of employment‐ related apparel or textiles, e.g. uniforms, by and for individual employees of the City of Ithaca,  pursuant to the provisions of a collective bargaining agreement.  CONTRACTING AGENCIES   tment of the City which is letting a contract through competitive bidding. Any agency or depar SWEATSHOP‐FREE  Refers to a supplier of apparel or textiles that are manufactured or assembled without violating  laws, rules, codes, regulations or standards regarding wages, labor, safety, health, and employment  discrimination, that are applicable in the country of manufacture or assembly, or that are contained  in the ILOCORE International Labor Standards (whichever is stricter).    ARTICLE III Policy on Sweatshop­Free Procurement of Apparel and Textiles (§ 39­4)     39‐4  Administration and Enforcement of Policy on Sweatshop‐Free Procurement of Apparel and § Textiles     (A) The City of Ithaca and its contracting agencies shall enter into a contract to purchase or  obtain for any purpose any apparel or textiles only with a bidder confirmed to be sweatshop‐free,  except that in the event that the Controller has certified that no confirmed sweatshop‐free bidders  of apparel or textiles are available and that the acquisition of the apparel or textiles sought is  essential or time‐sensitive, the contracting agency may select a bidder that is not confirmed to be  sweatshop‐free.       (B)   Foe pur thrpose of implementing this policy, a bidder may be confirmed to be        atshop‐free by either of the following means:        swe   a u a(1)Certification as such by the Swetfree Purchasing Consortim or other comprable  independent monitoring organization as selected by the Common Council; or  (2) Self‐certification by affidavit of the bidder, provided that such certification is not  contradicted by credible information received by the City Controller.      ng the(C)  The City of Ithaca Controller shall collect and maintain information concerni          City’s apparel and textile contracts that are awarded after the effective date of the          enactment of this section, and shall ensure that the following information is          available to the public, upon proper request:     1) For each such contract, a statement that such apparel or textiles are manufactured in ( accordance with the sweatshop‐free criteria set forth in this chapter;    2) A list of the names and addresses of each subcontractor to be utilized in the ( performance of each such contract;    (3) For each such contract, a list of each manufacturing operation of the contractor and all  subcontractors involved in performance of the contract, and the location, address, and  telephone number of each such facility; and    (4) For each such contract, a statement signed by the contractor showing that it  agrees that  it will, at the request of the contracting agency, allow independent monitoring of the  contractor’s or any subcontractor’s facilities, to verify compliance with the requirements of  this section, and that the contractor shall be responsible for ensuring that its subcontractors  comply with the independent monitoring requirements of this subdivision.    (D) Upon information and belief that a contractor or subcontractor may be in violation of this  section, the City Attorney may take such action as may be appropriate and provided for by law, rule  or contract. In circumstances where a contractor or subcontractor fails to perform in accordance  with any or all of the requirements of this section, and there is a continued need for the service, a  contracting agency may obtain the required service as specified in the original contract, or any part  thereof, by issuing a new solicitation of bids.  Administrative charges may be assessed against the  breaching contractor by the City.  The City may, as appropriate, invoke other sanctions as are  availa act and applicable law.ble under the contr     (E) A contractor shall be liable for a civil penalty of not less than $5,000 upon a determination,  made through litigation or arbitration, that a contractor or subcontractor has made a false claim  under the provisions of this section, to the contracting agency.    (F) Every bid solicitation for supplying apparel and textiles to the City shall contain a contain a  statement notifying bidders of the provisions and requirements of this section. Every contract for  the supply of textiles and apparels shall contain a provision or provisions detailing the  requirements of this section.    (G) Any investigation conducted under the provisions of this section by the City Attorney shall not  extend to work performed more than two years prior to (i) the filing of a complaint pertinent to any  provision of this section; or (ii) the commencement of the investigation, whichever is earlier.    (H) This section shall not apply to any contract entered into prior to the effective date of this  ordinance, except that renewal, amendment or modification of such contract occurring on or after  said effective date shall be subject to the conditions specified in this section.    I) This section shall apply except when federal or state law precludes the City of Ithaca from ( attaching the procurement conditions herein.       //END CHAPTER 39//  J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 14. Common Council .3 Authorization of Membership by the City of Ithaca to the Sweat-free Purchasing Consortium in Furtherance of the City’s Commitment to its Policy on Sweatshop-Free Procurement of Apparel and Textiles WHEREAS, the City of Ithaca supports the enactment of the City of Ithaca Policy on Sweatshop-Free Procurement of Apparel and Textiles, and WHEREAS, the Sweat-free Purchasing Consortium is organized for educational and charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code. The Consortium’s purpose is to assist public officials and others who seek to ensure that taxpayer dollars are not spent on products made in sweatshops. The Consortium serves as a coordinating body and resource center for public entities and other organizations that share this goal by sharing information and providing forums for collaboration in order to improve the economy and efficiency of procurement policies designed to eliminate sweatshop labor from supply chains, and WHEREAS, as a member of the Sweat-free Purchasing Consortium the City of Ithaca will refer to the resources of the Consortium and its members with regard to bidders proposing to supply apparel or textiles in a City Contract, and/or have the Consortium perform a preliminary verification of the bidder; now, therefore be it RESOLVED, That the Common Council hereby authorizes City of Ithaca to enroll in the Sweat- free Purchasing Consortium as a member city, to pay annual dues, and to participate in annual membership meetings. "An Equal Opportunity Employer with a commitment to workforce diversification." MEMORANDUM CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 OFFICE OF THE CITY ATTORNEY Daniel L. Hoffman, City Attorney Telephone: 607/274-6504 Khandikile M. Sokoni, Assistant City Attorney Fax: 607/274-6507 Robert A. Sarachan, Assistant City Attorney Patricia M. O’Rourke, Assistant City Attorney Krin Flaherty, Associate City Attorney Jody Andrew, Executive Assistant To: City Administration Committee From: Krin Flaherty, Associate City Attorney Date: June 24, 2011 Subject: City of Ithaca Policy on Sweatshop-Free Procurement of Apparel and Textiles ______________________________________________________________________ Attached please find the suggested ordinance and resolution for the City of Ithaca Policy on Sweatshop-Free Procurement of Apparel and Textiles. I have also attached a copy of Chapter 39 with the suggested ordinance inserted to help in your review. Primarily, Committee members may want to note the following: - We suggest that the policy be introduced as an amendment of Chapter 39 of the City Code. Chapter 39 pertains to city contracts and includes guidelines for responsibility determinations. The City’s Purchasing Policy is currently being worked on by the Controller’s office and is a relatively obscure document. Introduction as part of the Code will make the policy more visible and accessible to bidders and the public. - Chapter 39 contains considerations similar to the Policy on Sweatshop Free Procurement of Apparel and Textiles, but contained no provisions regarding bidders who engage in discriminatory practices. We suggest that bidders/contractors who engage in discriminatory practices be considered not responsible for all contracts (not solely apparel or textiles bidders). However, Sweatshop-Free policy certification requirements would apply to bidders/contractors providing apparel or textiles only. - We have also attached a resolution to allow the City of Ithaca to become a member in the Sweatfree Purchasing Consortium. - Reference to the Consortium is made in the suggested responsibility determinations considerations and in the certification process. Pursuant to the Committee’s concerns on relying on one non-governmental body, we have included a provision where the Common Council may select another comparable independent monitoring organization. Attachments: Suggested ordinance and resolution; Suggested ordinance in text of existing Ch.39 of the City Code J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 15. Information Technology 15.1 Policy Regarding the Appropriate Use of Social Media WHEREAS, the City of Ithaca recognizes that the use of electronic social media has become a primary form of communication for many people employed and served by the City, and WHEREAS, the availability of such social media poses new challenges and opportunities for the City, as an employer and otherwise, and WHEREAS, the City’s Senior Staff formed a work group to evaluate the need for a City policy on the use of social media by City employees, and to draft one if needed, and WHEREAS, the work group drafted a policy and submitted it to the Senior Staff for review, and WHEREAS, the Senior Staff reviewed the policy and agreed on the need for its adoption, pending clarification of some of its language by the City Attorney’s Office, and WHEREAS, the City Attorney’s Office clarified the language in question and agreed that the policy was ready to move forward to Council for approval; now therefore be it RESOLVED, That Common Council hereby accepts and appreciates the work performed by the Senior Staff work group, and be it further RESOLVED, That Common Council hereby adopts the Policy Regarding the Appropriate Use of Social Media, dated June 3, 2011. Policy Regarding the Appropriate Use of Social Media City of Ithaca 6/3/11 Draft Purpose The City of Ithaca recognizes social media as a prominent communication resource for many people. The City supports the appropriate use of social media tools to reach a broad audience, and to further the goals and mission of the City. In addition to serving as a means of disseminating information, social media can facilitate the discussion about City issues, operations and services among members of the public, City staff and elected officials via the Internet. Social media tools include but are not limited to: - social media sites such as Facebook, MySpace, Bebo, Friendster - video and photo sharing websites such as Flickr, YouTube - micro-blogging sites such as Twitter - weblogs (commonly referred to as blogs) - forums and discussion boards such as Whirlpool, Yahoo Groups or Google Groups - online encyclopedias such as Wikipedia - any other website that allows individuals to use simple publishing tools. The City of Ithaca has an overriding interest and expectation in deciding what is posted on behalf of the City on social media sites. In that regard, this policy establishes rules and procedures for the use of social media by City staff and on City social media sites. General Rules 1. All City of Ithaca social media sites, e.g., the Ithaca Youth Bureau’s Facebook page and the GIAC Teen Program’s MySpace page, shall be approved by the respective Department Head and reported to the Director of Information Technology, and shall be published using social media platforms and tools approved by the City. 2. The Department of Information Technology will maintain a list of social media platforms and tools which are approved for use by City departments and staff. 3. The Department of Information Technology will maintain a list of all City of Ithaca social media sites reported to it. 4. The City of Ithaca’s website will remain the City’s primary Internet presence. Whenever possible, informational content posted to City of Ithaca social media sites also shall be posted on the City’s website. 2 5. All content published on City of Ithaca social media sites must comply with all City of Ithaca policies and standards, including, but not limited to: a. Sexual Harassment Policy b. Workplace Violence Prevention Policy c. Employee Standards of Conduct d. Anti-Discrimination Policy e. Code of Ethics f. Diversity Statement g. Electronic Mail Policy h. Policy Regarding the Appropriate Use of City Computer, Network and Phone Resources i. Information Technology security policies and procedures j. Departmental policies, rules, regulations, and operating procedures k. Other City policies. 6. Employees posting content or comments on City of Ithaca social media sites are required to identify themselves as City of Ithaca employees, and must conduct themselves at all times as representatives of the City and in accordance with all City policies. Employees are expected to be respectful of all individuals and communities with whom they interact online, and to be polite and respectful of others’ opinions, even in times of heated discussion and debate. 7. City policies, rules, regulations and standards of conduct apply to any employee who engages in social media activities of any type while conducting City business. Using your City e-mail address or City-issued equipment, communicating in your official capacity, or engaging in social media activities of any type during work time constitute conducting City business. 8. Department Heads may allow or disallow departmental employees to participate in social media sites as part of their job duties. 9. Employees are strictly prohibited from disclosing confidential or protected information by means of social media. 10. City of Ithaca social media sites are subject to New York State public records laws. Therefore, relevant City of Ithaca and New York State records retention schedules apply to social media content. Content required to be maintained pursuant to a relevant records retention schedule shall be maintained for the required retention period in a format that preserves the integrity of the original content and is easily accessible by using the approved City platforms and tools. 11. Laws and policies regarding access to information for public disclosure or for legal purposes apply to social media content; therefore, such content must be managed and stored in a manner that allows for the retrieval of it in order to comply with those laws and policies. 3 12. The City reserves the right to restrict or remove any content from its social media sites that it deems in violation of this policy, any other City policy, or any applicable law. 13. The City shall only use social media resources that allow the City to immediately edit or remove content from them. 14. The City shall not use social media platforms or tools in a manner that allows for non-moderated dialogue or non-reviewed postings. Procedures for Creating, Maintaining and Posting to Social Media Sites 1. Each City of Ithaca social media site shall include an introductory statement which clearly specifies the purpose and topical scope of the social media site. 2. Whenever possible, content posted to City of Ithaca social media sites shall contain links directing users back to the City’s official website for in-depth information, forms, documents and online services. 3. Content posted to social media sites shall be current, timely and accurate. 4. Users and visitors to any City of Ithaca social media site shall be notified that the intended purpose of the site is to serve as a mechanism for communication between City departments and members of the public. Articles and comments posted to City of Ithaca social media sites shall not contain any of the following forms of content: a. Comments not topically related to the particular site or article being commented upon; b. Profane language or content; c. Content that promotes, fosters, or perpetuates discrimination on the basis of age, creed, color, disability, ethnicity, familial status, gender, height, immigration or citizenship status, marital status, national origin, race, religion, sexual orientation, socio-economic status, or weight; d. Sexual content or links to sexual content; e. Solicitations for a commercial business or for personal gain; f. Conduct or encouragement of illegal activity; g. Information that may tend to compromise the safety or security of the public or public systems; or h. Content that violates a legal ownership interest of any other party. These guidelines shall be displayed to users or made available by hyperlink. Any content removed based on these guidelines must be retained, including the time, date and identity of the person who posted the content when available. 5. All City of Ithaca social media sites shall clearly indicate they are maintained by the City of Ithaca and shall have City of Ithaca contact information prominently displayed. 4 6. All City of Ithaca authors and public commentators shall be clearly identified. Enrollment of public commentators shall require valid contact information including a legal name, street address, and email address. Anonymous postings shall not be allowed, nor shall the use of pseudonyms or screen names be allowed. 7. All moderators for City of Ithaca social media sites shall be trained regarding the terms of this policy, including their responsibilities to review content submitted for posting to ensure compliance with the policy. Furthermore, the moderators will be provided with guidelines about how to effectively fulfill the duties of this role. Enforcement Any City employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment. Any violation shall be reported to the user’s supervisor who will be responsible for deciding upon the appropriate discipline with guidance from the Human Resources Department. Within their respective departments, the department heads are responsible for the proper implementation of this policy and for monitoring the use of social media. J:\DRedsicker\AGENDAS\City Admin Comm\2011\6-29 CA Agenda.doc 6/29/11 16. Human Resources .1 A Local Law to Delete Various Sections of the City of Ithaca Charter Regarding Employee Benefits Local Law - 2011 BE IT ENACTED by the Common Council of the City of Ithaca as follows: Section 1. The following Sections of the City Charter are hereby deleted in their entirety: §C-108. Illness or injury of police officers and firefighters incurred in the performance of duty. Payment of salary, wages and medical and hospital expenses of police officers and paid fire fighters shall be paid by the City of Ithaca in accordance with Article 10 of the General Municipal Law. §C-110 Vacations for certain employees. A. Definitions. The term "City employee" shall include all employees of the City except elected officials, members of the various City boards and commissions and seasonal, temporary or per-diem employees. B. Vacations. Vacation benefits for all City employees shall be granted and accumulated in accordance with the terms specified in formal agreements reached between City officials appointed as a negotiating committee §C-112. United Fund payroll deductions. The City Clerk of the City of Ithaca is hereby authorized to make weekly, semimonthly, monthly or annual deductions from the compensation of the employees of the City of Ithaca for the Tompkins County United Way purposes; provided, however, that deductions must be authorized, in writing, by the individual employee and the authorizations must be filed with the City Clerk. Section 2. The following Sections of the City Charter shall hereby be labeled as “Reserved”: §C-108. Reserved. §C-110. Reserved. §C-112. Reserved. Section 3. 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 4. 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 OFFICE OF HUMAN RESOURCES / CIVIL SERVICE Telephone: 607 / 274-6539 Fax: 607 / 274-6574 Memorandum To: City Administration Committee From: Charter and Code Review Working Group Date: June 16, 2011 RE: Proposed Revisions to City Charter and Code 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 unnecessary, obsolete, redundant, repetitive and contradictory language. Three proposed revisions are being submitted to you for consideration, as follows. The purpose of the first two amendments is to eliminate language in the City Charter that relates to employee benefits that are either provided directly by state statute or are negotiated pursuant to state statute. The purpose of the third amendment is to eliminate unnecessary and obsolete language in the Charter pertaining to United Way payroll deductions. Topic #1: State-mandated disability benefits for police officers and firefighters. §C-108 of the City Charter references benefits that the City is mandated to provide pursuant to §207-a and §207-c of NYS General Municipal Law. The City must provide these benefits regardless of whether they’re referenced in the Charter. The current Charter language simply states that the City will comply with the applicable state laws. §C-108. Illness or injury of police officers and firefighters incurred in the performance of duty. Payment of salary, wages and medical and hospital expenses of police officers and paid fire fighters shall be paid by the City of Ithaca in accordance with Article 10 of the General Municipal Law. Topic #2: Vacation benefits for employees. §C-110 of the City Charter references benefits that the City is mandated to negotiate through its labor contracts. For unionized employees, vacation benefits are provided through the City’s labor contracts. The City must provide these benefits as negotiated, regardless of whether they’re referenced in the Charter. Vacation benefits for managerial employees are provided through the Fringe Benefits for Managerial Personnel Plan that was adopted by Common Council in October 1993. Confidential Memo to City Administration Committee Proposed Revisions to Charter C-108, C-110 and C-112 Page 2 2 employees are awarded vacation benefits in accordance with the provisions of the CSEA Administrative Unit labor agreement, pursuant to Common Council resolution. As vacation benefits are already authorized through other sources, there is no need for an additional reference to them in the Charter. §C-110 Vacations for certain employees. A. Definitions. The term "City employee" shall include all employees of the City except elected officials, members of the various City boards and commissions and seasonal, temporary or per-diem employees. B. Vacations. Vacation benefits for all City employees shall be granted and accumulated in accordance with the terms specified in formal agreements reached between City officials appointed as a negotiating committee Topic #3: United Way payroll deductions. §C-112 of the City Charter authorizes the City Clerk to make payroll deductions for United Way donations. The Charter language is obsolete, as the City Controller oversees the City payroll, not the City Clerk. Additionally, United Way donations are only one of numerous payroll deductions that the City offers to its workforce. No other payroll deductions have required authorization through the City Charter; United Way donations do not require such authorization either. §C-112. United Fund payroll deductions. The City Clerk of the City of Ithaca is hereby authorized to make weekly, semimonthly, monthly or annual deductions from the compensation of the employees of the City of Ithaca for the Tompkins County United Way purposes; provided, however, that deductions must be authorized, in writing, by the individual employee and the authorizations must be filed with the City Clerk. The proposed local law that implements 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\6-29 CA Agenda.doc 6/29/11 17. Finance/Controller’s Office .1 Approval of 2009 Single Audit Report RESOLVED, That the Independent Auditor’s Report for the period January 1, 2009 through December 31, 2009 prepared by the accounting firm of Ciaschi, Dietershagen, Little and Mickelson & Company, LLP be accepted to comply with all the City’s applicable Governmental Accounting Standards Board (GASB) Statement 34 and other related audit and single audit requirements.