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Home My WebLink About1993 Paper Reduction Committee ~~•' 1111 rmnrn s __ - CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE: 272-1713 CITY CLERK CODE 607 M E M O R A N D U M To: Common Council Department Heads From: Julie Conley Boyle, Deputy City Clerk Date: January 14, 1993 Subj : Paper Reduction Committee You will probably never receive another memo like this one so PAY ATTENTION! ! As the newly appointed Chair of the Mayor' s Paper Reduction Committee, I am soliciting your gripes, complaints, pet peeves, etc . regarding the mountains of paperwork we generate and sort through daily (and yes, I realize that I 'm adding to that pile right now! ) . However, as any good administrator would, along with your complaints, I urge you to submit ideas, suggestions, and possible solutions . Our first meeting is on Wednesday, January 20, 1993 and we will be attempting to identify problem areas, so your prompt response to this memo would be helpful . The members of our Committee are: Thys Van Cort, Joe Daley, Steve Thayer, and myself . Please feel free to contact any of us with your concerns and ideas . "An Equal Opportunity Employer with an Affirmative Action Program" 03/17/93 Paper Reduction Committee Mission Statement - discussion 4.1 Refine goal of project Reduce paper Reduce number of copies (Committee members felt it may be more worthwhile to focus on this goal) 4.2 Refine the problem to be studied Excessive staff time spent copying and processing mailings Excessive cost - postage, machinery, paper Limited storage space Waste of natural resources 4.3 Determine quality indicators Reduction in the number of copies produces in-house/outside Reduction in duplication of copies distributed 4.4 Determine boundaries, (resources and authority) City Hall only Scope of project is the excessive production and distribution of copies, not excessive receipt of copies Limited authority/limited Council involvement No budget/staff time limited 4.5 Determine training needs & how to meet Training necessary for implementation phase. Need to develop this further 4.6 Determine general timing • Six months to the Do phase (Do phase is followed by Check and Act phases. Plan and Do phases should represent slightly more than half the total project time) . 4.7 Draft project mission statement Thys will draft for next meeting 4.8 Reach consensus on all above points Discussion at next meeting Committee members agreed on the following courses of action: Van Cort to draft mission statement for next meeting Committee representatives to address Mayor's staff meeting ▪ to solicit interdepartmental awareness & support for the project (This still dosn't get us Council's support) • to increase representation on the Committee Van Cort and Bolye refine survey form. Van Cort prepare cover letter Mission Statement for the Paper Reduction Committee ir9 ko� Appointed by the Mayor, the Paper Reduction) Committee is to make a-r' o�V1 recommendations - - - ithin City Hall reg ra d ng methods for reducing the number of copies made. - To the extent possible, these recommendations will not cost additional money nor will they increase the work load on staff. Cox 40 SI l , "1 '211°1 54c31a jf:HMVC PAPSTMT T • ( u11rTi CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE: 272-1713 CITY CLERK CODE 607 M E M O R A N D U M To: Administrative Secretaries and Clerical Staff From: Paper Reduction Committee Date: January 22, 1993 Subj : Committee Mailing lists In an attempt to identify various paper reduction issues, we are asking that you forward any mailing or distribution lists you may have for Committee mailings (agendas, minutes, memos, etc. ) By reviewing these we may find a way to reduce the amount of copies we make as well as decrease postage costs . Please forward these lists to Julie Boyle in the Clerk' s office at your earliest convenience. Thank you for your cooperation in this matter. • P(o„ ,e_ rcry cs v:. �.. f'l tTY OF ITHACA An Equal Opportunity Employer with an Affirmative Action Program" `{ e 4 Y kik r5 DISABILITYADVISORY COUNCIL LeMoyne Farrell Brenda Kuhn Diann Sams 120 Eastwood Avenue 330 Elm Street 30 Renwick Heights Rd. Ithaca, NY 14850 Ithaca, NY 14850 Ithaca, NY 14850 Sherry Thurston Afi Binta-Lloyd Jill Tripp 113 S . Parkway 201 Cleveland Avenue 216 Dey Street Groton, NY 13073 Ithaca, NY 14850 Ithaca, NY 14850 Jon W. Merritt Ray Reynolds Peg Mohn 210 Lake Street 344 N. Applegate Rd. 133 Fayette Street Apt . 5C Ithaca, NY 14850 Ithaca, NY 14850 Ithaca, NY 14850 Neil Golder LaBerta McGruder Diana Pogson 203 College Avenue 201 Center Street #1 105 Crescent Place Ithaca, NY 14850 Ithaca, NY 14850 Ithaca, NY 14850 Ed & Sherry Onan Suzi Wintermute Art Watkins 2 Brookwood Manor 415 N. Tioga Street 800 S. Plain Street Locke, NY 13092 Suite 206 Ithaca, NY 14850 Ithaca, NY 14850 Dick Buckingham Larry Roberts Richard Maxwell 6 Asbury Drive 301 S . Geneva Street 34 Turkey Hill Rd. Lansing, NY 14882 Ithaca, NY 14850 Ithaca, NY 14850 AFFIRMATIVE ACTION ADVISORY COMMITTEE ANTHONY POOLE JOAN RTSSELL JAMES MILLER 107 W. Jay Street 206 S . Geneva Street Streets & Facilities Ithaca, NY 14850 Ithaca, NY 14850 ALICE GREEN THOMAS DEIS JOHN WARE Youth Bureau Fire Dept . 114 S . Plain Street Ithaca, NY 14850 BARBARA CALDWELL BRENDA KUHN SAMUEL COHEN Fire Dept. 330 Elm Street Youth Bureau Ithaca, NY 14850 THOMAS WEST LINDA LERCH WATER FILTER PLANT Engineer' s Ofc 208 Esty Street Ithaca, NY 14850 Note : Even though not listed, I also send notices to each department. MR. JOHN PERKO MS. ANNE BANTUVANIS MS. VIVIAN MIDDLETON 31 Woodcrest Avenue 203 Ithaca Road 409 Lake Street #C-32 Ithaca, NY 14850 Ithaca, NY 14850 Ithaca, NY 14850 BILL BAKER Water Filter Plant ` %I rrni1�TI27I.V APoltA?f�0_ CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 DEPARTMENT OF CODE:607 PLANNING&DEVELOPMENT TELEPHONE:274-6550 H.MATTHYS VAN CORT,DIRECTOR FAX NO.:272-7348 TO : Julie Boyle y ei FROM: Marie Corina,4, RE : Mailing Lists DATE : January 28 , 1993 In response to your memo , here are copies of the mailing lists used most often by the Planning Department . If you need more information, please let me know. • et i,Printed on Recycled Paper An Equal Opportunity Employer with an Affirmative Action Program" M ED/4 • BETH SAULNIER THE ITHACA TIMES NEWS DIRECTOR ITHACA JOURNAL 109 N CAYUGA ST WVBR 123 W STATE ST PO BOX 27 227 LINDEN AVE ITHACA NY 14850 ITHACA NY 14851 ITHACA NY 14850 NEWS DIRECTOR NEWS DIRECTOR NEWS DIRECTOR WQNY/WTKO WHCU WICB - ITHACA COLLEGE 317 N AURORA ST 1751 HANSHAW RD PERFORMING ARTS BLDG ITHACA NY 14850 ITHACA NY 14850 ITHACA NY 14850 EDITOR FRANCES DINKELSPIEL CABLE NEWSCENTER 7 CORNELL DAILY SUN + NORSTAR BANK BLDG 517 W STATE ST 1-O E ST E—ST ,„s U,.0 -( 202 THE COMMONS ITHACA NY 14850 ITHACA NY 14850 ITHACA NY 14850 KIM NILES WSKG 608 N TIOGA ST ITHACA NY 14850 • 1 u klot- PLANNING AND DEVELOPMENT COMMITTEE Clarence H. Reed 104 Campbell Ave Ithaca, NY 14850 DANIEL L HOFFMAN 607 N TIOGA ST ITHACA NY 14850 Doug DYE P 109 Auburn Street Ithaca, NY- 14850 JOHN EFROYMSON 435 N GENEVA ST ITHACA NY 14850 Susan J. Cummings 214 Fayette Street (b Ithaca, NY 14850 (6 JOHN SCHROEDER 618 S T E W A R T AVE Claude Eewitt ITHACA NY 14850 Citizens Savings Bank 118 North Tioga Street Ithaca, NY 14850 (_ JOSEPH DALEY ( • 218 S ALBANY ST ITHACA NY 14850 Anne T. Jones 502 Turner Place Ithaca, NY 14850 BARBARA BLANCHARD 316 BROOKFIELD RD ITHACA NY 14850 • • Planning and Development Board Membership December 1992 Susan Blumenthal - Chair 272-3931 (h) 305 Mitchell Street Sarah Adams 273-5796 (h) 112 W. Marshall Street Pamela Mackesey 273-6203 (h) 321 Pleasant Street David Kay 273-2206 (h) 205 Hook Place 255-2123 (w) George Hagood 272-8065 501 W. Green Street Denise Rusoff - BPW Liaison 277-2292 (h) 209 Hudson Street John Schroeder - Council Liaison 273-5990 (h) 618 Stewart Avenue O-P&DBd#2-Members. ' 92 ITHACA LANDMARKS PRESERVATION COMMISSION 1993 Martha Preston, Chair 257-0800 (w) 273-1565 (h) 636 Hudson Street Barclay Jones 255-6846 (w) 272-6146 (h) 502 Turner Place Joe Daley 273-0824 (h) 218 S. Albany Street Nancy Meltzer 273-4532 (h) 407 E. Buffalo Street Frank Smithson 273-0055 (w) 215 N. Cayuga Street Mary R. Tomlan 272-9481(h) 200 Delaware Avenue John R. Benson 257-1300 (w) 273-3302 (h) 427 E. Seneca Street Michael L. Cannon 273-7111 (w) 277-4737 (h) 409 W. Buffalo Street List/Labels-ILPC. NEIGHBORHOOD CIVIC ASSOCIATIONS City of Ithaca Glenside Neighborhood Assoc . East Hill Civic Assoc . Daniel Aneshansley Neil Golder 118 Glenside Rd . 203 College Ave. Northside Cascadilla Creek Assoc . Wood Street Civic Assoc . Bryan Isacks Judy Protts 214 Lake Ave. 312 Wood St. Collegetown Neighborhood Council Bryant Park Civic Assoc . Pam Zinder Thomas Owens 103 Barnes Hall 46 Cornell St . Cornell University INHS Neighborhood Council . West Hill Civic Assoc . Paul Mazzarella . Liisa Grigorov 520 W. Green St . 522 Chestnut St . Cornell Heights Civic Assoc . South Hill Civic Assoc. Catherine Penner John Schwartz , President 121 Kelvin P1 . 510 Hudson St. Diane Sherman, Secretary 205 Hillview P1 . Civic . 1st- 1 /22/93 ,PBICYCLE ADVISORY COUNCIL Carl Lagoze, Chair 273-2892 ( h) 203 Hook Place 273-7340 (w) Robert Lautenslager 277-1914 ( h) 208 1/2 Utica Street 255-1067 (w) Yarrow Nelson 277-5622 ( h) 327 West King Road 255-2035 (w) Andrew Jordan 273-4514 ( h) 414 College Avenue 272-1010 (w) David Streater 272-5015 ( h) 102 Homestead Terrace Lois Chaplin 255-2498 (w) 328 Riley-Robb Hall Cornell University Ithaca 14853-5701 Andrew Yale 272-8285 (h ) 330 Elm Street 274-2209 (w) Jill Tripp 272-1265 (h ) 21-G Dcy Street 539-7155 (w) /14, me- Karin Limburg* 273-7844 (h ) Game Farm Road Apt. 21 273-3498 ext 276 (w) David Nutter* 272-4643 (h ) 656 Five Mile Drive Andy Ruina R. D. #5 , Teeter Road Ithaca May 1992 0-bikelist. JM CENTRAL BUSINESS DISTRICT PARKING GARAGE COMMITTEE May 1991 Susan Blumenthal - Chair 272-3931 (h) 305 Mitchell St . Richard S . Booth, Esq . 255-4025 (w) 510 Mitchell St . 272-6573 (h) John Schroeder 273-5990 (h) 618 Stewart Ave . Paul Brandford (BPW rep) 255-1366 (w) 104 Brookfield Rd. James Houghton 272-2107 (w) The Graphic Touch 109 The Commons Albert Smith 273-1030 (w) The Shortstop 204 W. Seneca St . Raymond M. Schlather , Esq . 273-2202 (w) 200 E. Buffalo St . Victoria Romanoff 273-5796 (h/w) 112 W. Marshall St . Betsy Darlington 273-0707 (h) 204 Fairmount Ave . Misc#3-Garage .Mem SOUTHWEST AREA LAND USE STUDY COMMITTEE June 1992 Denise Rusoff, Chair 209 Hudson Street 277-2292 Vicki Romanoff, Vice Chair 112 West Marshall St 273-5796 Barbara Blanchard 272-7664 ( h ) 316 Brookfield Rd . 277- 1374 (w) Susan Cummings 214 Fayette St 272-8141 John Efroymson 435 N . Geneva St 272-1034 Paul Mazzarella INHS 273-9007 ( h ) 520 W. Green St. 277-4500 (w) Joann Cornish 318 Washington St . 277-6740 ( h ) William Zikakis Buttermilk Development Co. , Inc . 401 Elmira Rd . 277-4461 (w) Carl Lagoze 203 Hook Pl . .3 0-List/Labs-SWPark .Mbr March, 1992 DESIGN REVIEW BOARD KENNETH VINEBERG - Chairman 272-6341 (h) 141 THE COMMONS VICTORIA ANAGNOST 277-0791 (h) 304 COLLEGE AVE 272-8213 (w) WILLIAM DOWNING 273-6464 (h) 215 N CAYUGA ST 273-6427 (w) VAL WARKE 539-6494 (h) 2886 MIDLINE RD 255-5236 (w) FREEVILLE NY 13068 DOUGLAS LOOK 273-76-00 (w) HOLT ARCHITECTS 217 N AURORA ST List/Label-DesRevBd. 1st '1 September 25, 1992 TASK FORCE ON TRAFFIC ISSUES Joseph Daley 218 S . Albany St. 273-0824 Susan B1 menthal 305 MitQ4ell St . 272-3931 Andrew Yale 330 Elm St. 272-8285 ( h ) 274-2209(w) Paul Brandford 104 Brookfield Rd . 273-1063(h) 255-4801 (w) Carl Lagoze 203 Hook P1 . 273-2892(h) 273-7340(w) Alison Hogue 606 Utica St. 277-2951 (h ) Steven Ehrhardt 409 S . Albany St 273-8716( h) Tracy Farrell 429 W. Buffalo St . 272-4573( h ) Richard Entlich 320 Linn St. 272-6196( h ) Regina Deschere 202 S . Hill Terr 273-0603( h ) John Humphries 554 Spencer Rd 272-2917 ( h ) Andrew Ramage 964 E . State St . 273-5065( h ) Guy Gerard P . 0 . Box 6799 277-8944( h ) 0-List/Lab-Traffic . Lst TRAFFIC REDUCTION & PUBLIC TRANSIT COMMITTEE Andrew Yale 274-2209/w 330 Elm St. 272-8285/h • John Gutenberger • Cornell University 110 Day Hall 255-4908 Dwight Mengel Tomp. Co. Planning Dept. 301 Dates Dr. 274-5360 William E. Wendt Cornell Traffic 116 Maple Ave. 255-4628 Brad Lane Cornell Traffic 116 Maple Ave. 255-4628 Guy Gerard P.O. Box 6799 Ithaca 14851 277-2438 Nancy Schuler 110 Ferris P1 . 272-7298 Zoe Neaderland 222 Bone Hollow Rd. Accord, NY 12404 • Neil Golder 203 College Ave. 273-8025 Daniel L. Hoffman 607 N. Tioga St. 273-6933 Susan Blumenthal P&D Board Nancy Oltz Streets & Facilities 0-Misc#4-Traffic.Com Meeting : Date of Meeting : Time: Place : DISTRIBUTION LIST Planning & Development Board Planning & Development Committee Common Council ( remaining members ) Mayor City Attorney ( 2 ) City Clerk Neighborhood Associations Media Ithaca Urban Renewal Agency Board of Public Works Fire Chief Superintendent of Public Works Building Commissioner Commons Coordinator P&D and CD Staff Others : Betsy Darlington, CAC , 204 Fairmount Av . Irene Stein, 207 Ithaca Rd . John Forester , Cornell U . Mark Finkelstein, 210 Lake Street, Suite 3G , Ithaca David Stewart , Cornell U . Floyd Forman, Ithaca Town Planning , 126 E . Seneca St . Nina Bassuk, 20 Plant Science , Cornell U . , 14853 Carolyn Grigorov, 126 Synder Hill Rd . Tomp . Co. Chamber of Commerce , Attn : T . Corey/E . Cornish , 904 E . Shore Dr . Kenneth Vineberg , 144 The Commons Notices mailed : By : 0-List/Labels#1 -Distrib . Lis Mailing Lists—Mayor's Office Common Council—miscellaneous memos and materials Council committees—miscellaneous memos and materials IGR Committee—agendas BPW—miscellaneous memos and materials Rental Housing Commission—agendas, minutes, miscellaneous (coming to end?) John Efroymson Mark Finkelstein Carol Schmitt 435 North Geneva Street. 210 Lake St. 302 East Upland Road Pierre Clavel Myra Malkin Tim Terpening 109 Cornell Street Neighborhood Legal 207 West King Road Services Edward Dormady DeWitt Building Common Council 522 East State Street-#5 215 North Cayuga Street Ben Nichols Terry Pasco. Sandra Wilkins Mayor 121 Prospect St. Cornell Cooperative Extension Pat Kennedy Pam Zinder 615 Willow Avenue Ass't City Attorney Off-Campus Life Program 1142 North Balch Hall Larry Beck Chuck Guttman Cornell University 138 Linn St. City Attorney Ithaca NY 14853 Jim Carroll Trish Norton Joan Bailey 309 Farm Street Planning Dept. 607 North Tioga Street Rick Eckstrom Building Dept. Downtown Revitalization Leadership Committee—agendas, minutes, miscellaneous Susan Blumenthal Jeff Furman Mary Trochim City Hall-4th Floor 208 Utica Street 402 Winthrop Drive 108 East Green Street Jim Hanson Ken Walker Ted Bronsnick Tompkins County Planning Sciarabba,Walker&Co.- 515 West Seneca Street Department Suite 402 301 Harris B.Dates Drive 200 East Buffalo Street Jim Byrnes Tompkins County Trust David Huckle Andy Yale Company Citizens Savings Bank 330 Elm Street PO Box 460 Tioga&Seneca Streets Ithaca NY 14851 Mayor Benjamin Nichols Bettsie Park City Hall Richard Driscoll 15 Steps 108 East Green Street Community Arts 171 Fact State Street-#106 Partnership Herman Sieverding 120 West State Street Al Smith Planning Department Shortstop Deli City Hall 204 West Seneca Street 108 East Green Street Police-Community Relations Task Force—agendas, minutes, report drafts STEERING COMMITTEE Name Address City Phone (home/work) Alvin Nelson(Coordinator) 502 S. Albany St. Ithaca 273-8259/277-4500 Clayton Hamilton 110 Terrace Pl.#2 Ithaca 273-3541 Amy Lewis 305 S. Plain St. Ithaca 256-4251 /273-4190 Irene Stein 207 Ithaca Rd. Ithaca 272-3167/277-0148 Sara Shenk 816 S. Meadow St. Ithaca 272-4849/257-1551 Gerald Dumay(Student) 314 1/2 S. Plain St. Ithaca 277-7621 Jose Montanez (Student) 318 N. Albany St. Ithaca /272-3622 John Johnson 946 E. State St. Ithaca 272-8442/255-7736 Marilyn Ray 96 Besemer Road Ithaca 539-7474/539-7778 Harlin McEwen(Ex-Officio) 272-9973 (day or evening) Police Chief Mayor Ben Nichols(Ex-Officio) 273-6523/274-6501 Richard Williams GIAC. Ithaca 659-4276/272-3622 Drew Martin PBA Office Ithaca /273-7757 Police-Community Task Force Subcommittee: COMMUNITY POLICE BOARD Name Address City Phone (home/work) Richard Williams(Chair#1) 318 N. Albany St. Ithaca 659-4276/272-3622 Sara Shenk 816 S. Meadow St. Ithaca 272-4849/257-1551 Cynthia Telfair 533 West Green St. Ithaca 272-6743/273-4190 John Johnson 946 E. State St. Ithaca 272-8442/255-7736 Marilyn Ray(Chair#3) 96 Besemer Rd. Ithaca 539-7474/539-7778 Alfredo Rossi 409 Lake St. C-21 Ithaca 277-3855/277-3855 Gregg A. Thomas 215 N. Cayuga St. Ithaca 564-7096/273-3666 Lillie Tucker 318 S. Plain St. Ithaca 277-1832 Birthe K. Darden 144 Midline Rd. Sltrvl Spr,NY 14881 539-6829 John Marcham(Chair#2) 414 E. Buffalo St. Ithaca 273-5754 Irene Stein 207 Ithaca Rd. Ithaca 277-0148/272-3167 Police-Community Task Force Subcommittee: POLICEICOMMUNITY TRAINING Name Address City Phone (home/work) Clayton Hamilton (Chair) 110 Terrace Pl. #2 Ithaca 273-3541 Ed&Camilla Lisbe 302 Lake Ave. Ithaca 272-1884 Sally-finer- 555 Warren Rd. Ithaca 257-1551 Marie Johnson 501 N. Tioga St. #7 Ithaca 272-8024 Kirby Edmonds PO Box 321 Ithaca. 14851 272-7137 Shauna Guidici 136 Hudson St. Ithaca 277-0541 Ellen Grimm 109 Cook St. Ithaca 273 2679 Neil H. Golder 203 College Ave. Ithaca 273-8025 Kenny Grant 214 N. Corn St. Ithaca 272 0989 Kris Miller 269 Coy Glen Road. Ithaca 272-4915/277-3401 Emma-Johnson 2250 N. Triphammer Rd.43D Ithaca 257-5760 Barry Langerlan 10 Judd Falls Rd. Suite 55 Ithaca 272-8689 ;,t, . _. . .; '• .,., ,. Laura Branca(Vice Chair) 502 S. Plain St. Ithaca 272-1590 Hope A.Hart 206 Stewart Ave., Basement#3 Ithaca 256-4915/277-9343 M&W 2-3:30 255-7696 Police-Community Task Force Subcommittee: POLICE INVOLVEMENT (MENTORING) Name Address City Phone (home/work) Amy Lewis(Chair) 305 S. Plain St. Ithaca 753-0073/273-4190 Darrell Barrett 644 Troy Rd. Ithaca 277-7424/273-8364 Marion Byrd 321 Center St. Ithaca /272-3245 Nick Celia 717 Court St. Ithaca /277-2469 Frances FAstman 302 S. Plain St. Ithaca 272-6765 John Efroymson 435 N. Geneva St. Ithaca 272-1034/274-3242 Ron Gilliam 328 W. Seneca St. Ithaca 272-4426/277-4580 Belinda Hughes 606 N. Tioga St. ' Ithaca 277-5071 /274-1692 Sandy Larkin 1 James L. Gibbs Dr. Ithaca 277-3187/273-8364 Vern Smith 108 Sapsucker Woods Rd. Ithaca 257-6325/272-3622 David Speller 122 Brookway Ithaca 257-3392/273-8629 Pete Tyler 1240 Trumansburg Rd. Ithaca /272-3245 Arthur Watkins 800 S. Plain St. Ithaca 272-2063/272-2433 Randy Haus PBA Office Ithaca. /273-7757 Kathryn Gillern PBA Office Ithaca /273-7757 Police-Community Task Force Subcommittee: JURY SELECTION Name Address City Phone (home/work) Irene Stein(Chair) 207 Ithaca Rd. Ithaca 272-3167/277-0148 Marilyn Ray 96 Besemer Rd. Ithaca 539-7474/539-7778 Nick Celia 717 Court St. Ithaca /277-2469 Charles Guttman City Hall Ithaca. /274-6504 Benjamin Darden 215 N. Cayuga St. Ithaca 539-6829/273-0617 James Kerrigan 200 E. Buffalo St. Ithaca. /272-1400 COMMONS ADVISORY BOARD TO: JULIE BOYLE FROM: JEAN S. DEMING RE: PAPER REDUCTION, AILING LIS S DATE: JANUARY 21, 1993 ALLISON HOGUE 606 UTICA ST. ITHACA NE](Y__YOR_K_-14850 CITY HALL ART & DESIGN COMMISSION CITY CLERK JOSEPH DALEY C CITY 218 S. ALBANY ST DEPT. HEADS AS ITHACA NEW YORK 14850 NECESSARY Richard Driscoll P.O. Box 76 PEGGY UNDERWOOO Newfield NY 14867 1107 TRIPHAMMER RD. ITHACA, NY 14850 Victoria Romanoff 112 West Marshall St. MR. SIDNEY GREEN Ithaca NY 14850 DEWITT BLDG. APTMTS. 215 N. CAYUGA ST. ITHACA, NY 14850 William Benson 415 Hudson St. JOANNA BARD Ithaca NY 14850 105 S. CAYUGA ST. ITHACA NEW YORK 14850 Sally Grubb - 104 Midway Rd. DENISE RUSOFF Ithaca NY 14850 209 HUDSON ST. ITHACA, NY 14580 Steven Carver 805 Mitchell St. ABDUL SHEIKH Ithaca NY 14850 HOUSE OF SHALIMAR 142 THE COMMONS ITHACA, NY 14850 John Johnson -- ------- 946 East State St. JIM HOUGHTON Ithaca NY 14850 THE GRAPHIC TOUCH 1 109 THE COMMONS ITHACA NEW YORK 14850 Denise Rusoff 209 Hudson St. ANDREW GILLIS Ithaca NY 14850 213 CASCADILLA PK. ITHACA, NY 14850 Jill Hartz 6 Hillcrest Dr. MS. PENELOPE WICKHAM Ithaca NY 14850 110 COLUMBIA ST. ITHACA, NY 14850 Susan Blumenthal 305 Mitchell St. ROBERT DIGIACINTO Ithaca NY 14850 415 S. GENEVA ST. ITHACA, NY 14850 DISTRIBUTION LIST COMMITTEE OF THE WHOLE AGENDA NOTES *Board of Public Works - Mail (6) Board of Public Works (6) *Council Liaison - Mail Council Liaison Common Council (9) Mayor *Mayor Supt. of Public Works *Supt. of Public Works Asst. Supt of PW (2) *Asst. Supt of PW (2) City Clerk 1 *Civil Engineer Traffic Engineer *Asst. City Attorney Asst. City Attorney *City Clerk (2) - 1 full City Chamberlain Traffic Engineer Director of P & D City Chamberlain Personnel Personnel Chief Operator - WTP Chief Operator - WTP City Forester Bill Baker (CSEA) Bill Baker (CSEA) CAC CAC City Forester Jon Meigs Director of P & D Jean Deming Jon Meigs Police Chief Susan Blumenthal Fire Chief Jean Deming Police Chief 25 copies Fire Chief 1' Acomplete copies . 23 agenda only BOARD OF PUBLIC WORKS AGENDA *Board of Public Works - Mail (6) *Council Liaison - Mail Common Council (9) *Mayor Director of P & D *Supt. of Public Works Jon Meigs *Asst. Supt of PW (2) Susan Blumenthal *Civil Engineer Jean Deming *Asst. City Attorney Police Chief *City Clerk (2) - 1 full Fire Chief i. Traffic Engineer CAC City Controller City Forester *Deputy Controller City Chamberlain Chief Operator - WTP Chief Opertor - WWTP Personnel Transit System Supervisor Building Commissioner ti Bill Baker (CSEA) 15 18' complete copies 27 agenda only Ih'A1ee9 C-ZrYf 1 ,tttee , (ON CONTROLLER LETTERHEAD) 6/4oIS&__, SAMPLE M E M O R A N D U M TO: ALL DEPARTMENT HEADS FROM: DOMINICK R. CAFFERILLO CITY CONTROLLER SUBJECT: BUDGET AND ADMINISTRATION COMMITTEE, AGENDA ITEMS DATE: Any Department having items to be discussed at the Budget and Administration Committee Meeting on , 19 , should have the information to my office, in writing, b 1-2::00=noon, , 19 Any items coming in after that time and date will be held over until the next regularly scheduled Budget and Administration meeting. All items to be presented must be complete and have sufficient backup information. It is also recommended that a representative from the Department be in attendance at the Budget and Administration Committee meeting to answer any questions that may arise. DRC: Send copy of this memo to: Mayor 'Personnel Administrator Building Commissioner Youth Bureau Director Supt. of Public Works Fire Chief City Engineer Police Chief City Attorney Director, Planning & Development Staff Attorney City Chamberlain Associate Personnel Administrator Dom Rick Ferrel, DPW (S&F) Steve Dennis Shimer, DPW (W&S) PICK UP MAIL PERIODICALLY B & A MEETINGS ARE HELD THE 3rd WEDNESDAY OF EACH MONTH, UNLESS CONTROLLER INFORMS YOU OTHERWISE. NOTICE OF MEETING CARDS SHOULD BE MAILED ONE WEEK BEFORE MEETING. CARDS ARE PRE- PRINTED - ONLY CERTAIN INFO HAS TO BE TYPED ON CARDS. EXAMPLE ATTACHED. CARD GOES TO EACH ALDERPERSON. B & A LETTER SHOULD BE MAILED OUT THREE WEEKS BEFORE MEETING, STATING THAT ANY DEPT. HAVING ITEMS TO COME BEFORE B & A COMMITTEE HAVE TO HAVE INFO TO CONTROLLER, IN WRITING, 4; 3 ON THE PRIOR TO THE ACTUAL MEETING. SAMPLE ATTACHED. �i-C, COPIES OF B & A NOTICE CARD ARE GIVEN TO: MAYOR SAM COHEN CITY ATTORNEY BUILDING COMMISSIONER EDWARD OLMSTEAD RICK FERREL SUPT. OF PUBLIC WORKS HARLIN MCEWEN STEVE PERSONNEL ADMINISTRATOR THYS VAN CORT DOM ASSOCIATE PERSONNEL ADM. WM. GRAY ,flf J5 S///m62 ALSO: POST COPY ON BULLETIN BOARD IN LOBBY. B & A AGENDA, WHICH IS PREPARED THE FRIDAY BEFORE THE MEETING, IS SENT TO NUMEROUS PEOPLE, AS FOLLOWS: 5 ALDERPERSONS WHO MAKE UP THE B & A COMMITTEE, ALONG WITH ALL BACKUP MATERIAL [PUT IN INTER-OFFICE MAIL BOX FOR PICKUP] 1 Bill Baker, CSEA President 5 REMAINING ALDERPEROPLE (no backup) 6 BOARD OF PUBLIC WORKS MEMBERS (give to Lf) 12 MEDIA (names and addresses on previously addressed envelopes) 1 IRENE STEIN, 207 ITHACA ROAD 1 MAYOR 1 DOMINICK [WITH BACKUP MATERIAL] 1 STEVE [WITH BACKUP MATERIAL] 1 CHIEF HARLIN MCEWEN 2 PERSONNEL OFFICE 1 BULLETIN BOARD 1 COPY FOR EACH DEPT. HEAD WHO HAS ITEM ON B & A AGENDA [and not listed to receive a copy every month] --T-Y-PING-OF BUDGETS: MAYOR'S ) ,q, / L ) �OT 5 � � `� FINAL deadlines TYPING OF ANNUAL REPORT, MAKING ARRANGEMENTS ) deadlines TO HAVE REPORT PRINTED AND BOUND ) ALL CORRESPONDENCE FOR CONTROLLER AND DEPUTY CONTROLLER 4 RESOLUTIONS FOR COMMON COUNCIL AGENDA (Council meeting held the first Wednesday of each month, unless otherwise stated) GET AGENDA NUMBER FROM COOKIE RESOLUTIONS AND PAGES HAVE TO BE NUMBERED. RESO IONS SHOULD PREPARE RST THIN N THURSDAY RNING AFTER COMM! E OF THE WH (COW) ME G SO CL ' S OFFICE CA AVE THEM FOR MAKI OPIES TO BE LUDED IN L AGEND OR COUNCIL TING. STEVE & DOM P ARE RESOLD S. [NOTE: RESOLUTIONS ARE PREPARED AFTER THE B&A MEETING. CHAIR OF B&A WILL ADVISE WHICH RESOLUTIONS SHOULD BE PRESENTED TO THE COW MEETING AND THOSE SHOULD BE GIVEN TO CLERK'S OFFICE AS SOON AS POSSIBLE AFTER THE B>;A MEETING] AFTER TYPING B & A AGENDA & RESOLUTIONS - GIVE TO COOKIE B & A MEETING MINUTES: STEVE TAKES THE MINUTES. SEND COPY TO: ALL COUNCIL -MEMBERS [Usually need 3tr copies max.] MAYOR DEBBIE PARSONS POLICE CHIEF MCEWEN PERSONNEL DEPT. ALL DEPT HEADS WHO HAD AN ITEM ON THE AGENDA FILE ORIGINAL IN B&A FOLDER FOR THAT MONTH ANNUAL REPORT INFORMATION: USUALLY MAKE 100 COPIES CALL LOCAL PRINTERS FOR BEST PRICE [IN 1990 WE USED QUOIN PRINTERS FOR THE COPYING AND ARNOLD PRINTERS FOR THE COVERS AND BINDING] COPIES OF THE ANNUAL REPORT ARE SENT TO THOSE LISTED IN THE "REQUEST FOR ANNUAL REPORT" FOLDER IN SECRETARY'sTOP RIGHT DRAWER. FINAL BUDGET IN THE PROCESS OF PUTTING THIS ON THE COMPUTER. DISTRIBUTION LIST IS WITH THE ANNUAL REPORT INFORMATION MAINTAIN MONTHLY REPORTS FOR COMMON COUNCIL MEMBERS & MAYOR: RECORD OF CONTRACTS SIGNED RECORD OF LINE ITEM FUND TRANSFERS /9 MAILING LIST - ANNUAL REPORTS AND BUDGETS ANNUAL REPORT BUDGET Bankers Trust Company Attn: John J . Halk " 16 Wall Street New York, New York 10015 X tP Chemical Ban rust Co. 611/0i/ Investment' Analysis Dept. 4,07 165 Broadway New York, New York 10006 X Conference of._-M-a.ybrs 6 Elk,,Street� M- any, New York 12207 Ac - NYS Department of Audit & Control Division of Municipal Affairs Bureau of Statistical Services Alfred E. Smith State Office Building Albany, New York 12225 X X Dun Bradstre Attn: Cr Dept . P. 0. ox 1043 /p/9/ S acuse, New York 13201 / X The Bank of New York Attn: Ross M. Weale 48 Wall Street New York, New York 10015 X Norstar Bank 202 E . State Street Ithaca, New York 14850 X Serials/Periodicals Elizabeth Smith Ithaca College Library Danby Road Ithaca , New York 14850 X X Citizens Savings Bank Tioga and Seneca Street Ithaca , New York 14850 X First Federal Bank 300 North Tioga Street Ithaca, New York 14850 X Manufactueres Trust Company One M & T Plaza Buffalo, New York 14240 X Moody' s Investors Service, Inc. 99 Church Street New York, New York 10007 X ANNUAL REPORT BUDGET GH �i Municipal Finance --O+-n -rs Assn. (p 01313 East-60th Street Chicago, Illinois 60637 X Stan. . d & Poor' • •oration // Attn: ' ici. . Rating Department / -2?/ 5 345 Hudso . 4.treet New Yo - , Ne, York 10014 X Tompkins County Trust Company Attn: Vice Pres Fran Benedict 110 North Tioga Street Ithaca, New York 14850 X Tompkins County Public Library Attn: Mr. Garrison 310 North Cayuga Street Ithaca, New York 14850 X Cornell University Libraries _ =----- '- ..,w. - _ -ant , S je s..Th p rm e n . G-01Crrh2iC o Ithaca, New York 14853 //G / X (2 copies) Bureau of the Census Attn: Governments Division Library Scuderi Buidling, Room 406 Washington, D.C . 20233 X Martha Z . Tuttle Manufacturers Hanover Trust Company 600 Fifth Avenue New York, New York 10020 X John C . Shehadi Fiscal Advisors , Inc . 5768 Crabtree Lane -Pad- fray Cicero , New York 13039 X Meredith H. Crofton, Document Specialist Municipal Research Library Fidelity Management & Research Company P. 0. Box 2164 Boston, Massachusetts 02106 X Michael C. DerOng, Securities Analyst X First NATIONAL Bank of Chicago Three First National Plaza Fixed Income - Suite 0602. Chicago, Ill 60670 -- (9H9)-) y-,:r-,2-77-t � /s P•�" �� s 99 ,27 ', t �[TLTh�LII7 r CITY OF ITHACA 1OB EAST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE: 272-1713 CITY CLERK CODE 607 M E M O R A N D U M To: Administrative Secretaries and Clerical Staff From: Paper Reduction Committee Date: January 22, 1993 Subj : Committee Mailing lists In an attempt to identify various paper reduction issues, we are asking that you forward any mailing or distribution lists you may have for Committee mailings (agendas, minutes, memos, etc. ) By reviewing these we may find a way to reduce the amount of copies we make as well as decrease postage costs . Please forward these lists to Julie Boyle in the Clerk' s office at your earliest convenience. Thank you for your cooperation in this matter. "An Equal Opportunity Employer with an Affirmative Action Program" PAPER REDUCTION COMMITTEE SURVEY Please assist us in gathering data so we can identify places where paper reduction is feasible. For all runs over 10 copies, please provide the following information: DEPT: HOW MANY COPIES HOW LARGE IS YOUR WHO ARE YOU ARE YOU MAKING? DOCUMENT? MAKING IT FOR? PAPER REDUCTION COMMITTEE MINUTES MEETING OF JANUARY 20, 1993 PRESENT: Julie Conley Boyle, Steven Thayer, Thys VanCort ABSENT: Joseph Daley It was agreed that our first assignment should be to accurately define and quantify our current "paper overload" problems . Thys mentioned that the counter on their copy machine helps them keep track of how many copies each department is making. Steve noted that the 1st floor copy machine will soon be equipped with a counter as well. In the interim it was decided that survey lists will be posted on each copy machine in the building. We ask that everyone with projects over 10 copies fill out how many copies they are making, how big the document is, and who are they making for (where is it going) . It was decided these surveys should be taken for two months (or one month at the very least) to get an accurate idea of where we may be able to cut down. We will also ask all administrative secretaries to forward us any distribution lists (mailing lists ) they may have for committee mailings to see if savings could be made there. Thys noted that he has videotapes from Cornell ' s Total Quality Management program, he suggested that we take a look at them and possibly meet with a representative from Cornell as they just underwent a huge paper reduction project. We reviewed all of the ideas and suggestions staff has forwarded. We decided at this time electronic mail was probably not a feasible idea, but something that City should start planning for. Discussion followed on changing the way Common Council (and Committee of the Whole) agendas are prepared in order to save paper, postage, and time. We identified many issues that intertwine with paper reduction, such as duplicate copies going to several departments in City Hall, postage costs, general office efficiency, and future records . management plans . Julie noted that Chris and Maria have identified approx. 150 cubic feet of obsolete and duplicate records in basement to be disposed of. This was after inventorying only the Payroll, Chamberlain ' s, Controller ' s and Purchasing' s inactive records . ( 150 cubic feet = approx. half of a big storage room) NEXT MEETING, TUESDAY, JANUARY 26, 1993, 2ND FLOOR CONFERENCE ROOM, TO VIEW TOTAL QUALITY MANAGEMENT TAPES. crrY OF ITHACA 108 East Green Street Ithaca,New York 14850 Office of Telephone:274-6501 Mayor Code 607 To: Julie Boyle,Thys Van Cort,Steve Thayer,Joe Daley From: Theresa Alt 374 Pi ..44a .. Date: January 14, 1993 Re: Paper Reduction First you will have to answer a very big question: Are you looking for papa reduction or infarmsagn reduction? We suffer from overloads of both,but in differing degrees and different situations. Assuming that the goal is to reduce paper while maximizing information,the most obvious way is to post certain types of information in a computer file that can be accessed by all City employees from computers at their desks rather than duplicating and throwing paper at everybody. This might be suitable treatment for all sorts of meeting agendas,calendars,minutes,directories and reports. Advantages: the material is actually available faster since it does not have to be mailed;it can easily be updated;more people can access it. Take a look at CUINFO. Also look into Santa Monica's computer system for citizen access. The corresponding replacement for memos is electronic mail. Faster. Saves telephone tag as well as paper. How do we pay for it? Possibly we could negotiate for some of the Cornell system's excess capacity Whatever we do,internal education will be an important element. The final stage of the records project should be to make everyone in and around City government aware of what records are available and where. I'm sure a lot of us are creating and squirrelling away all sorts of papers out of a sometimes unwarrented fear that we will not be able to retrieve the information some other way. This gets on to another City problem: new employees don't get adequate orientation,and there's no employee handbook. Finally,a pet peeve. Purchasing. The same information gets typed on requisition,purchase order and voucher. Why not just once? Why not electronically? • RECEIVED To: Sam Cohen From: Allen Green Re: Money saving idea Date: December 28, 1992 I know that the City Youth Bureau mails a significant amount of material to the County Youth Bureau each year and vice versa. My guess is that other City Departments also mail a significant amount of material to various County Departments and vice versa. Since the new County Mental Health Building is only one block from City Hall I wondered whether it would be viable to send material via "courier" one block and then use the respective inter office mail systems of City and County government as a way of saving City and County taxpayers some money. I suspect the savings might be considerable but I must confess that I'm not sure how much it might come to. I thought the "paperwork reduction committee" might be interested in this idea. Vte 1/-'1 Prirat- j 1 % S.. ' -"ill '''--') IN 15 , r -4 i ( Lo k Pf 4,. ' c c.Pc O.( . (' -v._ H 4-,-.n3 c c w4?„, (- '� J� Q.-....-r;v.< C—c C--.3 �a c(c Q ._ mot".-�. I r-..e..e-i'y -1- /e,11--e-,— s"- • ts„eS2 vs 7 Ci rn,-2 -4 ✓>^°uTS (G.cC-�V i Ts-'=.---c . SG.e L.c r ( S' cV: ' -F- lL, 6 ho.r- ire_ rocs; s / ,, if cyCo 2 1 12occ..L ./, /--) . IZ' ; k.. f r- ..z L.-1 7 S--1-=,G re.... Z 5? 1 1 2 e�r� c o r�' „f��I ! 4- .r-'t(I . ..., �.�a C'.....1.'"" m .� G Lva3 .e 4-- r.ss.7 L.I i (►- s 9 Iy / �l..e 4(Cx / tics...�h voS f" Fe�'s c� p v- . )� I,.. h4 src 4C re ev r^t_l b pi`� ►v sK-ss; -.n�-x 0 •• •""f p 72.-/C-r- / S re CaV C-sr.XP . es Vr h•.._,,.1- , I( 7 r, ,?„ ' 1-c , .r; / S i h _ - C i`'--t►,r -..,ck l G /u G�_g �c^(rs �� ..7a.7.............4.....„....... , 9„......... i l � , I RECEIVED 15,3 !9DgA7EV==_ CITY OF ITHACA 108 EAST GREEN STREET - ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE: 272-1713 CITY CLERK CODE 607 M E M O R A N D U M To: Common Council Department H �t Julie Conley Boyle Deputy City Clerk Date: January 4, 1993 Subj : Paper Reduction Committee You will probably never receive another memo like this one so PAY ATTENTION! ! As the newly appointed Chair of the Mayor' s Paper Reduction Committee, I am soliciting your gripes, . complaints, pet peeves, etc. regarding the mountains of paperwork we generate and sort through daily (and yes, I realize that I 'm adding to that pile right now! ) . However, as any good administrator would, along with your complaints, I urge you to submit ideas, suggestions, and possible solutions . Our first meeting is on Wednesday, January 20, 1993 and we will be attempting to identify problem areas, so your prompt response to this memo would be helpful. The members of our Committee are: Thys Van Cort, Joe Daley, Steve Thayer, and myself . Please feel free to contact any of us with your concerns and ideas . et:. . • U, - .� .„,• .i 7 r , . L 2/1 "An Equal Opportunity Employer with an Affirmative Action Program" _ 1 IfTT1E!�fAll f Jrrrimal CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 DEPARTMENT OF CODE:607 PLANNING&DEVELOPMENT TELEPHONE:274-6550 H.MATTHYS VAN CORT,DIRECTOR FAX NO.:272-7348 To: Paper Reduction Committee Members - 4l4t Boyle Steve Thayer Joe Daley From: H. Matthys Van Cort, Director, Planning & Development Subject: Next steps Date: February 24, 1993 The Paper Reduction/Quality Improvement (QI) Committee met again on Wednesday, February 17. We completed viewing the QI video. Those of us who were able to see the entire four hours of the video feel strongly that the 8-step process set forth would provide an excellent framework for attacking the paper reduction problem. We feel , at this point, that we all have on blindfolds and are groping to 'figure out what the elephant is' . Going through the 8-step process will help us more clearly identify the problem and help us find solutions. Several of us have conflicts for next week, Wednesday, the 24th. Therefore, I suggest that those of you who have not watched the video, please do so between now and Wednesday, March 3. We could then all get together on March 3 and decide whether the 8-step QI process would be a useful means for attacking the problem that we have been assigned. I look forward to our next meeting. /mc cc: Ad Hoc Members - Trish Norton Leslie Chatterton Teresa Alt 0-VC#11/memos/Paper.QI 4 Printed on Recycled Paper "An Equal Opportunity Employer with an Affirmative Action Program° a _al i iffli== ==i171 . � T ir - : oq`+............. CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 DEPARTMENT OF CODE:607 PLANNING&DEVELOPMENT TELEPHONE:274-6550 H.MATTHYS VAN CORT,DIRECTOR FAX NO.:272-7348 TO: J. Boyle, S. Thayer, J. Daley, T. Norton, L. Chatterton FROM: H. Matthys Van Cort RE: Next Meeting of the Paper Reduction Committee DATE: April 8, 1993 • The next meeting of the Paper Reduction Committee will be on Wednesday, April 14 at noon in the 2nd Floor Conference Room. Please review the attached materials before the next meeting. Misc3-PREDMEMB.jrf 0 Printed on Recycled Paper "An Equal Opportunity Employer with an Affirmative Action Program" O�1TNp "~ti�71'`1 /4k,�L[nowt-1�i.e4 CITY OF ITHACA 1 OB EAST GREEN STREET ITHACA, NEW YORK 14650 DEPARTMENT OF CODE:607 PLANNING&DEVELOPMENT TELEPHONE:274-6550 H.MATTHYS VAN CORT,DIRECTOR FAX NO.:272-7348 TO: Paper Reduction Committee FROM: H. Matthys Van Cort (✓ 'v RE: Meeting of March 31 , 1993 DATE: April 6, 1993 The following are my notes on our meeting of 3/31/93. We decided that we would give a progress report to the Mayor's staff meeting after which we would report to the Budget and Administration Committee. We felt it would be best to make these reports after we have completed our data-gathering phase. I agreed to re-draft the copying machine survey form. We worked on editing the Mission Statement. Leslie will produce the edited version. We then tried to come up with a count of paper produced for a typical Council Meeting. We began with the Budget and Administration Committee. We spent a good deal of time working up numbers on a typical B&A Committee meeting. They will be transcribed onto some sort of computer program by Thys. Thys also agreed to talk to Joe Daley about the progress of the Committee. PREDMEM.jrf il,Printed on Recycled Paper "An Equal Opportunity Employer with an Affirmative Action Program" PAPER REDUCTION COMMITTEE MISSION STATEMENT Appointed by the Mayor, the Paper Reduction Committee is to make recommendations regarding methods for reducing the number of copies made on photocopying machines within City Hall and using outside services . Project goals are to reduce costs, save time, conserve resources and reduce the demand for storage space. 6R4 u1 1)onny00 C k un-,an A B C D E 1 Paper Reduction 2 Budget and Administration Committee 3 department _action #originals copies of each total 4 5 controller request for agenda items 1 20 20 6 all departments agenda items information 15_ 5 75 7 controller distributing of agenda 15 E53 121 6-25' 8 controller meeting notice 1 15 15 9 controller B&A meeting minutes 12 25 300 10 clerk COW agenda 4 20 _ 80 11 clerk Council agenda+backup 4 50 200 12 clerk Council agenda only 2 . 40 80 13 clerk Council minutes 5 50 250 14 (WA-roll/6r c nd o. 0 r)19 1 3 S 1545 15 1,17 ` 2. This list represents only the copies made for a single meeting of Common Council, for a single committee. 5. The controller sends notice to all departments and others of upcoming B&A meeting. Notice is one page and is sent to a list of 20. 6. Departments and others send B&A agenda items to Controller. We estimated that on average there are a total of 15 pages in this submission. We further estimated that there would be 5 copies of each by the submitting agencies. 7. The controller distributes 35 copies of the agenda packet. It usually consists of about 15 pages. 8. The controller sends a notice of the B&A meeting to a list of 15. This is done on a card. 9. B&A committee minutes are sent to a list of 25. We estimated that the minutes are on average of 12 pages long. 10. The clerk sends agenda and backup materials to a list of 20 for the Common Council Committee of the Whole. The B&A portion of this mailing is estimated at 4 pages. 11 . The Common Council agenda and backup materials are sent to a list of 50. The B&A portion of that mailing is estimated at 4 pages. 12. The clerk sends agenda (without backup) to a list of 40. It is two pages. These 80 copies serve more than just B&A. 13. The clerk sends the Common Council minutes to a list of 50. The B&A pages are estimated at 5. • caust,c4 v I Pro oh m& (3/ Pr_ D pu) rr c�c n . � �n "ae A_2)el-Z E�TI,FTft ll 1 CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 DEPARTMENT OF CODE:607 PLANNING&DEVELOPMENT TELEPHONE:274-6550 H.MATTHYS VAN CORT,DIRECTOR FAX NO.:272-7348 To : Paper Reduction Committee From: H. Matthys Van Cort , Director, Planning & Development Subject: Notes - Paper Reduction Committee Meeting of 4/14/93 Date: April 19, 1993 The following are my notes from the Paper Reduction Committee meeting of April 14, 1993 . Van Cort said he would call Joe Daley. ( I have since done this . Joe said he had promised the Mayor that he could participate for one month only. He further told me that Wednesday at noon is about the worst time in the week for him. I said that we would send him any materials that we developed , and I would keep in touch with him about our progress . I explained our strategy of getting some base line counts to see whether our recommendations make any difference. He thought that was a good idea. ) Van Cort said he would amend the spread sheet . Other committee members agreed to gather data on certain committees and boards . The assignments to obtain numbers were as follows : Van Cort - Planning and Development Committee Planning and Development Board IURA Boyle Charter and Ordinance Committee / W7' Board of Public Works Thayer - Board of Zoning Appeals These will all be put on a spread sheet . The committee then ' brain-stormed ' possible solutions . There was consensus that the steps we would go through were identification of the causes of the problems, recommendations for possible solutions , and then attempt to ' sell ' these solutions to those who could make a difference. It was agreed that we would take our findings back to a Mayor ' s staff meeting when we had something to say about problems , i,Printed on Recycled Paper An Equal Opportunity Employer with an Affirmative Action Program" goals, analysis and recommendations . Some of the recommendations that we have to date are as follows : Greater control and management of mailing lists : Among the steps that should be taken are periodic purging and weeding out of the mailing lists . New mailing lists should be developed which are unduplicated combinations of existing mailing lists . For example, there should be a single mailing list that is made up of unduplicated list of all members on Common Council and Planning and Development Board . Similarly, another list should be .made up of the members of the BPW and the Planning Board . In each of those lists you would eliminate one full packet by not sending it to the full list of both committees . Everyone who handles papers should be encouraged to 'work smart ' and come up with suggestions for ways in which the system could be improved . We should obtain agreement with committee and board chairs that there would be no double mailings, e . i . , information mailed out after the deadline, or hand-delivery of agendas and back-up materials except in cases of extreme emergency . It was recommended that we increase the involvement of department heads with the work of the staff so that they would become aware of the problems faced in meeting the requests of elected officials and board members . We agreed that at our next meeting we would invite all the Administrative Secretaries so that we could report to them on our work so far and ask their help in coming up with recommendations . On the list would be : Connie Holcomb , Carol Shipe, Donna Payne, Marge Holcomb , Denise Malone, Marie Corina, Ev Hogben, Eileen Jacobs , Wies Van Leuken , Kathleen Boyd, Theresa Alt, and Cindy Vicedomini . Van Cort agreed to invite this list of people to the next meeting . /mc VC#11/memos/paper.red(p1 ,2) ` `\111 1 {: :SA -:„Ri w _T_1 gJA1 rill: ice; 1 c��PoRA?EO Of CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 DEPARTMENT OF CODE:607 PLANNING&DEVELOPMENT TELEPHONE:274-6550 H.MATTHYS VAN CORT,DIRECTOR FAX NO.:272-7348 To : Connie Holcomb Eileen Jacobs Carol Shipe Wies Van Leuken Donna Payne Brigid Hubberman Marge Holcomb Kathleen Boyd Denise Malone Fran Wright Marie Corina Theresa Alt 1./1/14/(51), Ev Hogben Cindy Vicedomini From: H . Matthys Van Cort - for the Paper Reduction Committe Subject : Paper reduction efforts Date: April 22, 1993 This is written to invite you to the next meeting of the Paper Reduction Committee which will be held - Wednesday, April 28, 1993 12 :00 noon Second Floor Conference Room As you may have heard a small group of city staff has been assigned by the Mayor to make recommendations on reducing the amount of paper that we use in City Hall . We have spent the last couple of months trying to analyze why we use so much paper and to come up with recommendations on how we can use less . We feel very strongly that you , as the staff members who do most of the copying and mailing , might have suggestions for us which we could add to our report. We ' ve spent quite a bit of time in trying to figure out how much paper is produced for every Common Council meeting and have come to the conclusion that we could reduce some paper usage by thinning out our mailing lists on a regular basis , and by encouraging our committee and board chairs not to ask that additional materials be mailed after the agendas have gone out . We would welcome any other ideas you might have and look forward to an interesting meeting with you on April 28 . These meetings have been informal brown-bag lunches . Please feel to bring your lunch . /mc VC#11 /memos/paper. red 0 Printed on Recycled Paper An Equal Opportunity Employer with an Affirmative Action Program" „„„ ;eeIL- AierA h 1LWEJ . CITY OF ITHACA • 108 EAST GREEN STREET ITHACA, NEW YORK 14850 DEPARTMENT OF CODE:607 PLANNING&DEVELOPMENT TELEPHONE:274-6550 H.MATTHYS VAN CORT,DIRECTOR FAX NO.:272-7348 To : Paper Reduction Committee From: H . Matthys Van Cort Subject: Notes on 4/28/93 meeting Date: May 7 , 1993 On April 28, 1993, the Paper Reduction Committee met with the City Hall secretaries to brief them on our progress so far and request their suggestions regarding paper reduction . The recommendations were as follows : It was recommended that page layout be modified to reduce the need for second sheets in small memos and generally to fit more words on the page . This would include the use of smaller fonts . The group agreed that mailing lists should be purged periodically. There was some discussion about how much information should be sent to the media as well as to neighborhood associations . The committee chairs and other people involved should be urged not to ask for double mailings and to abide by the deadlines established for distribution of materials . We should try to reduce the number of copies made for filing and storage . There are too many committees and too many meetings . Reduction in either of these would help reduce paper production . There was a comment made about personnel record-keeping . It was suggested that this should be kept to the minimum necessary . It was recommended that a process be established under which it would be determined whether one was qualified to be added to a mailing list . In other words , this is the other end of purging the mailing list . This is a recommendation which would try to keep mailing lists small in the first place . Printed on Recycled Paper "An Equal Opportunity Employer with an Affirmative Action Program” It was recommended that the long environmental assessment form be re-formatted so that the entire form would not need to be printed when most of the answers in almost every case are in the negative . Perhaps it would be possible to print the form by computer showing only the positive answers . The LEAF form does , indeed , seem to be formatted to use the maximum possible amount of paper. We should survey department heads to see whether they wish to receive a full set of minutes for various meetings . Secretaries and others should get on-going computer training which would ultimately make us more of an electronic office than a paper office. Don ' t forget to follow up on your assignments from the previous meeting . Thanks very much . /mc VC#11 /memos/paperred .A28 • i Aft,' 4 11 �S 1 iTTyinRTA ' [1TTT i TTPJ •e,; CITY OF ITHACA 108 EAST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF TELEPHONE CITY CLERK (607)274-6570 M E M O R A N D U M To: Paper Reduction Committee From: Julie Conley Boyle, Deputy City Clerk Date: June 24, 1993 Subj: Next meeting After a brief recess from our weekly meetings, it is time once again to get back on track with our paper reduction process. The next committee meeting has been scheduled for Wednesday, July 7, 1993 at 11 :45 am in the Second floor conference room. No one understands better than me that time has been short and committee assignments have not been a priority in our frantic schedules, but I would appreciate your attempts at gathering the data you have volunteered for. My notes show the following: VanCort - Planning & Development Committee Planning & Development Board IURA Boyle - Charter & Ordinance Committee Human Services Committee Board of Public Works Thayer - Board of Zoning Appeals If you have any questions or concerns, please give me a call. Thanks! An Equal Opportunity Employer with an Affirmative Action Program" �ir Recycled Paper Af i1 frjf{JLT►/n__T wv S CITY OF ITHACA 1 OB EAST GREEN STREET ITHACA, NEW YORK 14650 OFFICE OF TELEPHONE CITY CLERK (607)274-6570 To: Paper Reduction Committee Members From: Julie Conley Holcomb Date: July 15, 1993 Subj: Next Meeting On July 7, 1993 Thys & I met as Leslie had a DAC meeting, and Steve was home playing with his new baby! We basically reviewed the P&D, C&O and BPW data, but decided there must be a better way to track this information. Thys stated that Eileen in Planning had a good idea, about keying in an identification number specific to the topic you are copying - Thys can go over this at the next meeting. We decided that we would hold the next meeting on Wednesday, July 21 , 1993, at 12 :00 noon in the 2nd floor conference room, and discuss where to go from here. John Johnson has informed me that Ben has asked him to serve on our committee in Joe Daley's place - we will welcome his Council perspective! Any members that still have data to collect, try to have it ready for Wednesday. Thanks! An Equal Opportunity Employer with an Affirmative Action Program" +iily Recycled Paper **Estimate** PAPER REDUCTION Planning & Development Committee: Department Action # of originals Copies of each Total P&D Request to staff for agenda items 1 1 1 P&D Agenda 1 60 60 P&D Agenda + backup 20 8 160 P&D Minutes (draft ) 4 3 12 P&D Minutes (final ) 4 13 52 P&D Resolutions to COW from P&D Committee 6 5 30 Clerk COW agendas 6 20 120 Clerk Council agendas 6 50 300 Clerk Council Minutes 3 50 150 GRAND TOTAL 885 /mc 7/14/93 VC#11 -P&DComm.PR PAPER REDUCTION Planning and Development Board action #originals copies of each total Subdivision application 4 17 68 Long environmental form 16 17 272 Draft meeting agenda 1 6 6 Agenda distribution 1 75 75 Board misc backup info 4 10 40 Board minutes - draft 8 3 24 Board minutes - final 4 10 40 Memo to BZA 1 5 5 Board minutes - approved 4 10 40 Grand Total 570 Footnotes : 1 . This list represents a low-range estimate of a typical month for the Planning Board . In other words, this is the least amount of paper you would expect to distribute. More often than not, there are other items that cannot be anticipated or estimated which would increase the grand total considerably. The numbers also do not reflect random interim mailings to Board members . 2 . Board miscellaneous back-up materials assumes one memo to the BZA, one memo of transmission from the Conservation Advisory Council , one resolution concerning subdivision approval , and one memo regarding site plan review staff recommendations . These again are low-range estimates and typically you should expect more. 3 . The draft minutes are edited by staff first. After the Board has approved the edited version, they are copied for distribution to the Mayor and Common Council , and the Tompkins County Public Library. 4. All numbers include one copy for subject and chrono files. epj-Paperwrk .doc-7/7 PAPER REDUCTION ITHACA URBAN RENEWAL AGENCY Average paper use per month, calculated by using the period of July 1992 - July 1993 DESCRIPTION # ORIGINALS BALANCE # COPIES 1 Review of minutes of previous meeting 10 4 40 2 Distribution draft agenda 1 3 3 3 Mailing IURA meeting 16 11 176 4 Additional distribution of agenda 1 17 17 5 Distribution approved minutes 4 3 12 6 Extra copies 16 1 16 7 Filing resolutions 3 2 6 8 Interim mailings (0 .5 per month) 5 4 20 9 Couunittee meetings (1 per month) 5 6 30 10 TOTAL 320 7/7/93 WvL C: \W\MISC\paperdoc.073 , ,,, \ &141 -663/J"`; ''')/4\ CITY OF ITHACA PLANNING & DEVELOPMENT DEPT. Canon Copier Usage January 4, 1993 - February 10, 1993 Department Copies Made Dec Jan Planning and Development Community Development 10, 690 49, 591 60 , 281 Common' s Coordinator 959 6 ,645 7 , 604 P & D Board 0 212 212 P & D Comm. 109 1 , 547 1 , 656 CAC 4 38 42 BAC 406 389 795 City Attorney 13 30 43 Building Dept . 0 58 58 City Clerk 0 794 794 Engineering & Public Works 185 577 762 Mayor ' s Office 841 699 1 , 540 Payroll & Personnel 3 43 46 Others 169 638 807 January Totals 13 , 379 61 , 261 74, 640 O-a-coprtotl . Jan U DEPARTMENT OF PLANNING AND DEVELOPMENT Canon Copier Usage Department 7/2/93 Reading Year-to-Date Life of Machine Planning & CD 13 ,095 49, 153 98,744 Common ' s Coordinator 737 4, 329 10,974 Planning Board 0 16 228 Planning Committee 56 415 1 ,962 CAC 0 0 42 BAC 54 732 1 , 121 Attorney 39 155 185 Building Dept 7 13 71 Clerk 0 0 794 Engnr & Pub Works 11 611 1 , 188 Mayor 733 3, 678 4, 377 Payroll /Personnel 0 186 229 Others 41 351 989 CITY OF ITHACA PLANNING AND DEVELOPMENT 108 EAST GREEN STREET epj-Copier . use ITHACA, NEW YORK 14850 PAPER REDUCTION COMMITTEE SURVEY Please assist us in gathering data so we can identify places where paper reduction is feasible. For all runs over 10 copies, please provide the following information: DEPT: HOW MANY COPIES HOW LARGE IS YOUR WHO ARE YOU 1O4OJ h ARE YOU MAKING? DOCUMENT? MAKING IT O- CuPI S FOR? PAPER REDUCTION COMMITTEE SURVEY Please assist us in gathering data so we can identify places where paper reduction is feasible. For all runs over 10 copies, please provide the following information: DEPT: HOW MANY COPIES HOW LARGE IS YOUR WHO ARE YOU 1,1allfr ARE YOU MAKING? DOCUMENT? MAKING IT FOR?