he has a lot of order. Rll call police. Coming the Thanks, Lou. Committee. Let's let's let her stay here tonight. Think we can't hear you, Stephanie. Think you're still muted. She's not needed. Well, you're not on Hanna from the screen. Because everybody else committee member Pastor. Committee member next thing PRESIDENT. Here. You hear So we're just waiting. So can But we're seeing what's wrong. Yu can hear us. I take it. Looks like ok? Plants Give it a second. And then will. We need face 22? So it takes a few
face. Sorry. Working establishing the au force Okay. Up. So we all have the facts yet. But we're just taking all steps sort his hearing can hear us. Okay. All right. Welcome everyone. To our NOVEMBER out of committee meeting. A lot has been going End us. We're gonna dive right in. First. We're going to all come up that are have a bridge to give us an update on the data practices study scope of work, which is our. Current audit but are about to be her This thing to do when anything before. You know, I just want to say that the staff there while research has it. Well, come All right. Lets see. Thank Thanks for having me back Mia and and your lgal team and other folks in the city has been a lot of time together since the last time I was with you and we have done some tuning and some modification of the scope of work. You all have given some additional input. And so this
is really just opportunity for me to sort of say, here's the revised for us to get kind of a final stamp of approval so that we can really this Lee after it. So that's that's our plan for today. So we going So we're just going to do basically the scope update to that refresh. So. Again, just kind of a reminder of our purpose and we have to see our purpose. And again, this is really in response to. And some of the feedback that we got from folks across the city. And that includes folks from the mayor's office. Includes a variety of members of the legal team. To assess the effectiveness, efficiency and compliance of the city of Saint Paul's data practices request processes, tools, policies and user experience with a focus on the city's use of which is really the officer
to management system for those data requests. And it's a line that the Minnesota Data Practices Act requirements. So that's kind of the so refresh version of this purpose, which feels I think comfortable enough for everybody at the table. So as to give some input information to the audit committee. So as to give input and information to the city. But so as not present any additional risks. To do what I have and talk about some key research to the questions or key research areas. Talk about to the key stakeholders, all talk about kind of that data collection approach. And then I'm gonna talk a little bit about our adjusted timeline. Given its Nvember. And I think I came 252 years the last time talk about So I can in the past and we've done some modifications. So. So in the first sort of area, also, you'll see a one a
really just talking about kind area So we really said this talks about q a again. That's the tool that the city is using to do all this kind of tracking movement around of what those requests look like, the processing the tracking in the movement and the closure, the communication with end users. So talking about its capabilities and its internal use. So ky questions here. What is that standard capabilities set look like? How has the city of Saint Paul configured or customize what Gov looks like for its purposes? How is that use documented for city staff? So what are those procedures training materials, process steps look like and does that to go uh, system provides sufficient management controls to really efficiently and effectively process data practices requests. So a
little bt of a kind you know, is this tool sufficient for the needs that the city cast? So that's sort of capabilities portion of how we're thinking about this work. The second part of this reporting and data trends. So if you remember, this was one of the things that you over with the curious about. So in the open question is what kind reports are available to the city staff through? Get q a which reports or vendor provided to some of those reports were sent out of the box reports that just up for the cty staff which were created specifically for the city. And then what's to aggregate Gov. Committee reports reveal about request volumes, trends, timeliness and pilings sense. Koch uae's implementation. So and credit to who has already started the dig have conversations with the vendor
about actually getting all of that stuff. So the cold and spun out for us again, I will say we are looking at Ara we are really not interested for all kinds of reasons. Looking at any line level information for the purposes of this. So we moved in to kind of this. And I think one of the pieces of feedback that you all have received since the last time we were here and one of the pieces of feedback we have received strictly from some folks in the city is about just some of that resident facing experience and so wanting to focus really that resident chasing spirits on the portal a a way to kind of narrow what that school could look like. So thinking about the portal that residents use actually too. So the request data from the So what online
portal to city residents to submit data practices requests has little function how the residents receive correspondence and data from the What is the experience of residents or and users advocating the online portal? And then had a 3 point kind of requesters. So we have particular set of users that we have been pointed perceive the city system compared to other jurisdictions that they routinely interact So really just getting a sense for how is this user experience in comparison to their experience with other jurisdictions? Tense moment. Thank you. Question that anticipate that our Loney high use requestors are making for press. In other
jurisdictions. There MAY be some. thank you. I don't know if we will go as far as to name the individual, but we we do know of a few mean Great. Thank Can stick us. And then policies training and compliance. And this is one where I would say we are trying to particularly point is so what training programs and guidance are provided to city staff responsible fr processing data practices requests. Are these training programs and guidance adequate to ensure compliance with the Minnesota government Data Practices Act. How the city training programs and guidance compare with model forms, procedures and guidance issued
by the Minnesota Department of administration's data practices Office. So again, we're focusing really on action of training piece. That guidance piece, that part. Here in this srt of particular kind section section 4. And then this sort of final area is really that sort of comparison with other jurisdictions, which is something you all are really interested this is a place where the mayor's office in new legal teams had a whole lot of comfort. And sort of broader sort of sense for ltitude here. Doing some work, finding out one of those processes policies, procedures look like in other Minnesota Minnesota jurisdictions. And so we're going take a look at Hennepin Ramsey counties, Minneapolis Flemington the What kind of best management tools and
online portals to they used just to get a sense for what does it feel like to do that request online and then what kind of tools that they use internally for doing kind of that traffic control management. Publicly available data exist regarding the request handling. So we're not gonna go so far as to say can be over your internal data. But we are going to look and see what sort of data are publicly available. So log statistics, performance measures, anything like that that might be available. That might be bit of a model for Saint Paul to be able take a look And then as we alluded to before we take a look at kind peer reviewed literature and that we call great literature is that kind of best practices that are sure. What is like for other jurisdictions across the country exist for, you
know, kind of the municipal public records programs nationwide to ktla. Kind of what else what else is out there might be good additional guidance frameworks support for the city to consider. As here as you're moving forward. So those are kind of our areas of focus. Again, those have tuned a fair bit since the last time I was here for all the reasons that I I suspect to understand. All right. We do have a much wider and deeper set up specific names attached to this. But I want to talk be kind of a high level of the stakeholders. So obviously the city clerk's office, you all did a fabulous job celebrating her. So can say that for the record, it was fun to Want to see that in the paper. Also council
committee staff will be sort doing that during and ten a frequent requesters to the Department of Safety and inspections through the city online portal so will be sort requesting and we have. In hand the names of some of those humidities then to the state, an external entities. Obviously the data practices office, all the state auditor. So taking a look at srt of one of those regulations would have, but it's that guidance look like League of Minnesota Cities subject matter, resource expert. And then as we alluded to those other Minnesota jurisdictions, so wind to kind understand. One of those communities or counties, Cajun from sort to the best practices. What are there? What are their plans, policies, procedures, guidance online portals and sort of data tracking systems that they use internally. And Dr before you keep going. I know this was
something that got a lot of feedback on in terms of who should be consulted as a stakeholder. And I see in handout that we have that you have serve right in other key stakeholders that the audit committee has agreed. Members of the public should be included as key stakeholders and that consultation with data practices office and Minnesota's for Open government will strengthen the scope see that it impacts office written here has a specific and I don't see Minnesota's government and I'm not sure I understand its frequent requesters to department safety inspections to the city online portal the same as members of the public who have made it a practice is. They are. Yeah, yeah. So I think we're thinking about that as knd of subset of members of the public that we're going focus on kind of
those frequent requestors. As folks that we're going to want to get a sense from, tell me about that experience of using the online portal. Tell you about that experience of using the online portal. If you've used other online portals, how does the city of Saint Paul online portal? Sort of compare. Tell me about the tune responsiveness timeliness, those kinds of things so that I think is kind of that public. She back and we did decide we're going to go with the survey there as opposed to sort of up more open-ended. Qualitative said the feedback. Intentional Could you state your first? So question first I said to have a safety ispections is that regardless of what you're asking for dta about, that's where you go. Thank Not limiting it to let pull the
names of people commonly what I call Frank, what request found out lot of the request was routed through the department inspection. So they were the frequent folks that we've so perhaps we could also look other department. But these are the one that come Okay. Yeah. I think. As we're doing a survey, I'm not sure why we necessarily only need to talk of those who frequently requested MAY be interesting to cast a we could or write and and that and I don't want to limit I don't see why limited asking of one department, you know, it seems like we're trying understand our overall data project. It was intentional. Chair maker is just when we pull of the names, just happened to focus on that So we will try to expand that. If that's the And then I just planned. But I
don't see Minnesota's for open government in the list. I'm just noting like there's a paragraph there's a list and I want make understand that. Yeah, yeah. So we can do the alignment of the state next year on to with Yeah. And I think I left the paragraph from the modified scope that came from you all. So yeah, I can do some some sinking institute. so I assume that was language story for you all said And yes, we You know, we're going on a survey platform talk about why do Period of time. That we want to think about how long do those requesters to used I don't know that we want to go back long as has been existence, mostly because we actually want folks to have recency about that experience. So let's connect think about how. How likely that. For a survey of planned. But we certainly could go with the
latter caption. It's c We've got to have a variety of ways that are thinking aout sir, to the So that kind of document system review. so you can see kind of review of everything that's sort of the city's got s has been starting to assemble all the kind of training materials and all that kind of standard out of the box stuff that is coming got q a. Taking a look at all that sort of performance data and then kind of taking a look at kind of what are the model policies to the record retention information, kind o the standard things that we want to be taking a look just so you all have in hand kind of here is the standard set of guidance that would be the standard set that you might be thinking about and sort of
consider an especially as the city is assembling that new team to really to really sort think about addressing to data practices and how you're sort folks across the city feel like you're as responsive in a way that feels as supportive as possible. Given. You know what is really an increasing increasingly wide and deep volume of requests coming through to the city. And, you know, taking a look at literature, taking a look at some of the benchmarking. So again, like we sid before, kind of we'll do. We'll have our live or services team kind of take a look at this. You know, and take a look at everybody started doing some of this sort of review of what those publicly available sites look like for municipalities across. Minnesota and then taking a look at in and again.
Appreciate you all sort referencing it sort of sending this our There is already some public precedent for the kinds of standards that that the city might be thinking about. And so making sure just happened and what those standards like. Also, the stakeholder engagement and again, we'll think about kind of do broadening that survey, just from of all human vantage point. We've already had a couple of conversations with And, you know, former city before she departed. So thinking about some additional conversations just just to make sure we have a really good handle on exactly what that process looks like. And thinking about additional interviews with some of the staff who are responsible that day to request process. Sony has been great at from each one of those departments is
responsible for that. And again, we're going to keep the scope of those conversations inside the scope of what this of what this particular audit is focused on. And we will do interviews with folks from each of those Minnesota jurisdictions just to understand what their processes look like and then again, have their transportation with a lead Minnesota cities the different ministration particular office. So again, just to understand best practices guide really just to get a handle on kind of in in order to really sort of developed for you often appears the book of Best Practices Guide. These be the reference point as that new team is this would have put in sort of the plane that. Timeline, we have just kind shifted it forward. a little bit. So kinda were in that school. Finalization. We're going to step into that.
And we've already started some of that like document and data review starting to do kind of those interviews. Develop that survey were going to kick off that literature search. We'll keep digging into analysis, really trying wrap up. We hope those interviews make sure that survey is kind of wrapped up in the field for doing that synthesis of literature have that draft available in FEBRUARY and you know, be able to present that final report in MARCH. And again, we'll do the same thing that we did before. You'll have a chance to take a look at the report. Give feedback will present offer additional feedback and then we'll do kind of a finalization of Of that for for you all. And then I think again. Once
that team is on board comes on board has already been on board. Happy to do additional support with that team depending what is needed and given their feedback need have. All right. Thank you so much. I want put it up for some brief questions. We do on the agenda. So want to see if colleagues have questions. Comments concerns but this is going to be. But this is last opportunity for feedback before actually get so MR. Thank you. MADAM Chair, Doctor Britt with regards to data collection Number 3 with stakeholder engagement. That's want to make sure that our consultations as include the state auditor's office as well because when they're our financial statements every year for the act for and this effect federal programs. Sometimes they are actually could be looking at. Our compliance
with us. The Data Practices Act sometimes with certain federally funded programs in particular and might be helpful just to reach out with Osa. You're doing your field work potentially as I make sure that their party, including that consultation, another one of the state entities, it's listed well. Okay. Yeah. Yeah. I think again, I'm gonna put. Edges around that. So happy to seek there. Guidance edges, right consultation that What we want step into is any of the like feedback or any of those kinds of things, right? So we're really looking for kind of the expert. Here's the kind of general consultation guidance that we offer to all cities. So, yeah, but yes, happy that. Yeah. Thank Yeah. Yeah. Yeah. Yeah. Great suggestion. Thank you. also yes, churning Just a question on the survey with
our external requesters. I do agree with the approach that it should be broad and hopefully we it in frequent and frequent questions. Idid wonder with the frequent request to we. Think we understand why requesting frequent lean or is that something that the survey is hoping to? You know, bring to light it's certainly something that we can include. I suspect that some of the staff have a sense for some of But wonder if we already know and I personally don't know. I maybe like to know. Yeah, yeah. I mean, I do think it might be helpful for and we talked about we're going to keep that
survey entirely closed and did you And so I do think it would something where it would be helpful for them to give there. And those sort of closed and the responses, their reasons you know, for those requests. So know how many requests have you made in the last think, you know. Yeah. So what kinds of requests number of requests, right? You know, just kind of that. I do tink kind of, you perception of that portal use ability of that port. All right. You know, kind of the kinds of basic sort of user experience questions that I think we want to get. Yeah. But I do think from their loans because we should be able to pull. Some type information from Gov. Q a conditioning that the cause, the back end of that
system as has told me and I am discovering is a little trickier than I think I was hoping so. She has been living When you look at the aggregate, are you going to be able to see? How many requesters and how many requesters her, you know for each request or how many requests they MAY You know, you can identified but to say how many frequent request to have how many one-time requestors. has kind of word if they create an account. Then you can. You have to search if you haven't owned. Person, you can search to see the type of request they needed help off to West. If you don't have a name because you culd be anonymous going and we get a lot of those 2. But you can't
tell. Yeah. Something new. All right. Well, we're all gonna learn a lot scope of the out out of it. to do more that's very important and formative. Thank All right. Any other? Discussion other was just one day. Think you MADAM Chair, just want to say thank you, Doctor, I'm really excited about this audit and this reply scope wonderful. So I'm noting out over the sofa I want to say thank you for your Thank you for. Inviting half the city to get together to help advise us on how to negotiate, getting to a place that feels I think comfortable for everybody around the table. So that was. That was not an easy. Set of conversations. And so I really do appreciate your patience and your support and your support and gathering all of those humans together. So I think you're a good spot. I think it will really
especially be supportive as that team sort of stood and supported for the staff and thinking about half full kinds of opportunities are ahead of So. Thank you so much. We look forward to the steps And by the way, still worth online. If you raise your virtual or real hand on the view, I just make sure you know, you're always. Able to indicate you want I want Cassidy. Thank such a So as we move on to the next topic on our agenda, kind of we've just launed our current audit. And as you know, if you look at or audit committee, indeed, indeed, complicated to get full schedule now that that is underway, we kind of move into. And looking for our next topics. As we've talked about last time. Hoping to do this
year is have sort of one big idea gathering phase, which is now through DECEMBER and then shoes are 2 topics for next year so that we're not running a twice-a-year topic engagement. Our topic, farming harvesting process for doing that one's choosing to and then going through the year based on those tips. I so that's why we're moving to community engagement now because this is the phase in which we are so listening have a kd us for that purpose and I want have a huge thank you to McVeigh who was Billy staff to Farnsworth, has stepped out. To help us with the community engagement process. We talked about some ideas last time which thanks, Tony, a very beautifully summarized here. We are discussing, how should we get the word out about what we're doing about the topics that we're trying to gather but I want to turn things over
now to MR. To share that he's been doing. And we this part of the discussion. Thank you. MADAM Chair. I by saying I reached out to the district councils did not respond to our prior correspondents. I I should back up a The council that the committee itself reached out to all 17 district councils back in NOVEMBER of 2023. Is my understanding long before my time. Many of them did respond participate Topics. Election survey for residents, there hasn't been that kind of engagement with the District Council since then 6 of district councils never actually and return any correspondence with our committee? I took the liberty of reaching out to those 3 just recount or those 6 district councils, 3 of them
have responded to me at this point, either over the phone or through e-mail correspondence. They are the West 7th Port Road Federation, which is district 9 Como Park District Co Community Council District 10. District 15, the Highland District Council. And appreciate those folks We're kind of to return my correspondence. I have meetings with those 3 district councils. Next month, actually with Como and DECEMBER. The 17th and then again with Fort Road West, 7th on JANUARY, 12th. And then again JANUARY, the Holland District Council, unfortunately nt gotten any other communications from the other outstanding 3 district councils. When I found out that we had been in contact with. The other district Council since NOVEMBER of
2023, I decided it might be idea. Also can back up with the the other 11 district councils and the response rate has To put it gently lackluster. I receive a phone call from. The executive director for the Union Park District Council. And I'm can play over the back and forth. I'm hoping they get in touch with her sometime this week at to find time to meet with her Ford. Potentially next month JANUARY. Otherwise. The district councils and not very responsive and might be partly because I'm sort of a I as a community advisory, would be very helpful remember out. I am I learned over It can as but I don't have seen the way to the council member. And I was wondering if it
might a good idea if to speak one-on-one with council members and see if any of them you're going to reach out to the and their staff to be. Some of District Council serving non responsive and cp kind of get some communication going. Obviously, I know all council members are very busy and I'm here to try to lighten workload a little bit for you. So more than happy to sill be going to all District Council, the meeting with them. And when informed of what our work is trying to get the public to attend town halls turn regularly scheduled board meetings and see if we can get more participate. Participation excuse me which is 7th game were on a topics out there because obviously we have a larger dataset work with. Better we can actually be at having more timely decisions what you want to have. We can recommend to the full City Council. And so. I
did reach out to incite Saint Paul. Interesting pass strong in both those organizations actually complete the survey that steering committees. Both of organizations are very interested in her work as an entity. And so actually ecstatic with response. I would categorize as so as we left. It is nice to be loved. Other than that, that is the extent of outreach at this point in time. I do hope to continue this. This is going ongoing thing I imagined I would be having meetings. Week. Not this month at this point, DECEMBER JANUARY, perhaps even into FEBRUARY. I know that doesn't exactly line up with our desire timely. So maybe I need to fudge it a little bit. But I will keep working on it. Thank you again your
leadership on this. It is not easy work, but it's such important part. Thank you. Senator Coleman. Thank you. Thank both. Thanks because it is. And it's not easy, but it is so appreciated. And just get distracted. Comparing the state's 2 encounters. So I. Having some listen, struggles is it helpful? So just a game. But the district councils disturbances in my ward. So super happy to make sure that's on the radar o all. 2 of them are on this list. Yes, it helpful like these that are on list. Here there. Just normal. He had told us to come to like. Should they show up at the come apart district like the d 10 meeting tomorrow and talked about many is that helpful? If you want Here's the thing. They already have those them easy. See
there are scheduled at this point time there on the counter. Those meetings are full. They have full attendance for those evenings. And so that is why I was not actually presenting until next month at the earliest that with como Francis County Council. But with the other district councils be in JANUARY at earliest. And that's why so you have heat. You're more than welcome to man if you wish to do so. Appreciate it. Will be a fixed schedule. Is already. Well, a packed but just want to offer that if it is helpful. Especially with with the 10 11 and to take those meetings like your plate when to go or, you know, just create not. And then same goes with the other district councils and work for happy to connect with them. Make sure
that this is on their And if it's also helpful me in any conversation, have to do that and then, we only have 3 council members on this committee and that leaves a lot of district councils uncovered. Some MAY be. Council members amongst can talk about how best to make sure that our colleagues are coming this information to the disturbances that they represent because I think it's. Happened over to the side, but feel like they would prefer to hear from the stop studying, for councilmember comment, if you like come to meetings, I'll be attending there in your ward. You absolutely it I would appreciate the company. And strength and maybe I should. That is coming. Maybe it would be helpful in the 4 u started service air traffic controllers. So you let us know who you haven't heard back from. Then as comments
point the council members can figure out ok, had we need to reach out to them in a different perhaps to get their attention and then depending on if. You're not, you know, I it's 17 is a lot of this councils to go to. I think you should also free to deputize us to to 10 some of the meetings as well. Most likely be doing that yet. I think you should. You should tell us what to do. But you are owning the organization. Part of it is huge. Yes. And then thank you insight and strong and looking at the other ideas that we had come up with last time I'm wondering if so you can Thank Update to the topic selection survey is that? That's always live it. And if we receive like a Facebook something for us, all to help spread the word about it. Believe I sent it to all the committee mmbers and advisors
on on So if you didn't get a copy that I'm happy forwarded to them. You 3 option, you don't have to use all 3. But if you want eye on these place, help spread the word. Okay. Yeah. Maybe re. Send that to all of us. And I think all of to make an effort this month to put that out on our social media is not a platform to that form so that people know that same topics. What other ideas folks have the size district councils aside some of the specific community groups. And besides all of us advertising the topics, election survey for. That gathering in I know we talked about. Talking to the city attorney's office. I think. We're in a different environment now that we've had
mayoral transition. So I think staff is a little bit preoccupied and uncertain, right? And so. So it MAY also make sense for us to hold on some of the conversations with staff. Also MAY make sense for us to talk to our incoming mayor, her administration, when they're set up, we MAY we MAY need the a virtuous attempts to make this the calendar that always stay the calendar that we never veer off from with a new mayor coming in. We MAY want to take some time to find out from. Her if she would like to do what is interested I studying, because I think there MAY be things that she's very interested learning more about the city. But what other ideas folks have in terms of ways to get. To solicit topics. They're not already captured. And and specifically, if there's ideas, you have that you yourself can help because
think it's all hands on I want thank you, ma'am. Seattle. Their cty auditor's office, they actually have and ongoing what they call fair. I recall they go around too. Actually participate in. I put this. They go around to schools with in Seattle and actually talk about the work that they're doing. And the reason for that from my understanding is a lot of public schools in Seattle are used as polling places. And so they decided that he says lot of folks Seattle are already kind of affiliated with a given. Voting precinct and they're kind of schools are essential in their community. That sense that they go around to school districts closer individual schools throughout the year and allow the public to come in and talk with them
and they have basically what they called to be off the really more like a town hall. That's something that could be done. I don't know if we actually have the bandwidth to do that here with our school district, perhaps the other something else that I had that came to mind. I think a little bit of that. That rain just you're a little comes back to me. I forgot was going say, sure that it will. We're not going anywhere. Yeah, exactly. Thank you for that suggestion. And it can a or not. The case. I love that idea. Doesn't like a high capacity. Project. But it's good to add to our list. For such almost wondering if there are if there are news letters are other ways of communicating with students.
Others in public schools. I think it probably does require more presentation of the device. Something I knew that I did with the what the audit committee is. And they to presentation to its very, very bright for general public. So they try to in the way that kids will enjoy, right we need to see what that looks like. It's can find a link to Struck a. I also actually have Before committee meeting was talking with a little bit. And I need to still as share some Literature regarding civic engagement and public audit with the committee and ice Promise to do that months ago. And I still haven't gotten around to it. And that's that's on me. My little screw
up there. So I do apologize to colleagues here, but I will get to that some point. So I will make sure include that as part of that. People work down and that you and this not to Okay. So it sounds like we're talking to district councils. We're going to send out our tactics. Election survey. We have already reached out t some specific organizations also know talking to council members and their staff and I think maybe. Qatar home and I can discuss how best to talk to our colleagues to get their ideas, especially pbudget process. That's people are very much thinking about like these are things that I really want to dig into next All the football coming back to our DECEMBER 16th meeting wth a whole bunch of tax which we would discuss and try narrow to for risk analysis. That circle and MR. Mafay, if you're continuing district councils, be on that. That is
perfectly This is ongoing work and more that they know about us. The better. So. Anything else to talk about with regard We want to look at the did you want us review the presentation? I wasn't sure we can are. Saying I just want to say thank you so much for us. And this with me and missed converted, the original pdf form Former adviser pardons were had right back into power point continues. Decks light the did so. Otherwise, I would have had to recreate that probably all from scratch because I am not tech I am little bit incompetent terms of technology. Despite age. So type of my students actually for that. So I probably are there any questions regarding presentation as it stands currently? Are think Council members are key. Advisers had. Me regarding changes or
updates. Otherwise, I will probably come back at a future at our next meeting with some suggested changes to this. Otherwise the bulk the bones of this are not changing a little bit. The flesh might change a little bit here and there, but the bones of this or and testing. That's kudos MR. Farnsworth for that. And sad to see the so. Think here. I didn't see anything on here that really want Morant my asking questions or anything or that anything of that sort was or anything that any of you had questions about regarding this at this point in time? It's a on slide. 5 words says the first bullet, 1990's audits. I just don't know when that's regarding and I to me. And so I didn't interrupt, know? Yeah, it's I
don't know that piece of the histories. So I'm here follow up back with former chair of this counts, former councilmember Prince on that actually cause. I know that she has a lot of institutional knowledge regarding. How this committee was first. How it came into being how it was created because they're used to be from my understanding from my conversations with her and MADAM Chair. Please correct me if I'm wrong, during the 90's, there was a legislative audit program here the council. That was part of council research and it was not a large team, but they did quite a bit of work over a period of time. And there were budget cuts, a piece of from that particular And so that were. Push pretty hard in that whole program went away. And so in 2018 former COUNCILMAN, the prince
and chair Necker. Pretty much led to creation of basically a legislative audit activity here at City Hall. So is that do I have to just to the history? Correct yes, okay. That's right. And I think with his prints can provide you with is some of the specific examples of the out if they did in the 90's with We're just as you see is we do today. It's yeah. I just want to share that those audits that were previously conducted in the 1990's are uploaded to our. the website and we struggle reference us and they would indeed done in-house because of the town council is a full-time council and a full So they were able to do. I have level capacity to do that. Study. I've read some of those are reports are delightful. Any other comments on the presentation itself? The only thing I I would suggest is
just that I think as you're talking about the former the audits that we've completed just to give folks a sense of what came out of those like, but maybe some of the specific recommendations weren't especially ones that were actually followed u on. And we talk often hear about like what we did. The study, what actually changed. And I think there are concrete examples of how departments of change things, including, by the way, just so everyone comes from a common and I were at the committee meeting last Monday and they referenced we were there because the city council is talking about their work is part of our budget process and have more interested learning more about their work as part of our budget process and also because of audit, they welcomed us to their committee meeting. And while we were there, they talked actually had a report, not because we were there just part of our normal agenda from the the
commission member wo is going to be leaving the work on taking our recommendations for so. Without us, no influence from us. That's just happening on its own. And it's that people would like to have that. So. Having some examples of like what action changes on the ground because of that I think if get a dish and to that. Addition, duly noted. Gonna move us along just because of the city. Coming from this because I know we have. 12 minutes left. I think for taking time topics, section And I just hold on because I think we've got a rundown. You know, it. And if there's a lot to discuss their do, I think it's really related to committee adviser McVeigh just talked. And this is cut off broad outline of a process and it just and tv too much from the way we've always done But it's outlined here. Excellent. And it's a good piece to share when you're presenting to district
councils great. So then with that, we do that. We need to talk about from the visor equipment timeline. I don't know for this. Said that MR. Fortunately has moved across the river. Yes, so he's still alive and well and wonderful. But legally. yes, you can be in Minneapolis on a committee member. She would to not be with us. So we do have an opening everything. Sorry, you want walk us through the timeline Contributor, I just want walk you through this time line is they're similar to the U.S. Time and we used to Comey adviser McVeigh to to the audit committee. So it's really quake is too weak, posting and then we would then have 2 weeks review bank our choices and then invite our top 3 candidates for an interview talk to and then we go through the process of
making final selection and proposing that the city council to vote on the matter and then hopefully we can see the new member in JANUARY. But given that the holiday and I wasn't sure if the committee would contemplate extending the 2 weeks to MAY possibly for weeks so that it breaks into the new year given that they skidding Christmas in popping New Year are in the mix. We MAY not have as much Many qualified individuals that as we would normally for normal season. So this this it. What you see for us? The application? It doesn't change much in the last time we kept the questions are from the last time had a vacancy. If you wish to change questions, now we can possibly change well. I thought they're very simple. We did away with a
resume cover letter, but we want to give folks the option if they wanted to submit that committee to consider and that everybody takes advantage of that. And that's fine because we in the money that part. And then a press release will be ready to call out. Tomorrow. The Pulse focus that that's goes up tomorrow. And if you would like to submit a quote for us to release with the press release, I would certainly welcome that as But the goal is that application will be live tomorrow and the end to DECEMBER 3rd. So that would have enough time to compile the applications and then provide that information to the committee to review and race. Well, working within a very short time frame. I jst after that suggest that we do have a longer posting. I think 2 weeks the holidays. It's not probably enough. I think it's all right. If we have a little bit more time before we have tell. But I a 4 week committee
on Yeah, think starting think this through because it in an ideal world, I feel like we would have. The first 2 weeks in JANUARY, tactical Playa Vista, that's much, much longer. But, you know, just thinking about. People thinking about taking on new commitments in the cycle of the But at a minimum, I would certainly spark the passing of a prolonged, think having open primarily over Thanksgiving week is just. Look at us the millions, the applicants that I trust posted little bit longer. Okay. And then ideally, I think if we could line up. Iterviews with the existing meeting and maybe we just have to plan for a little bit of a longer meeting that think that would be. And are it's getting a different time for us all come back together just to do interviews, looking to my colleagues. To see if I'm right about that or not. We could also consider having
a meeting in FEBRUARY. Well, depending on I guess it depends on where things land after you do that. Four-week extension. For reposting. I the moving us towards us. End of JANUARY to have somebody seated right? It did 4 weeks. So we would because we wouldn't have a favorite meeting unless the committee. The mint necessary that we will have a interview until MARCH. So maybe we should plan and sorry it's gone. And the interview in JANUARY, 20th at a meeting, I calendar. Give me a second. It was just a mess. The interview. Have take place at. Yeah. Unless the committee would like to me in the special meeting that will find some additional time. But if we go for weeks that it's due. Christmas Eve, application top of that unfortunate I will be
working and if we sent 5 weeks, it brings us to New Year's So that. I don't know if you will like it extends for. 7 weeks. So brings applicant would then be do a check. Your 7th. We have a media. The 20th. With that give you enough time between. The 7th. And the ideally, I would like a week to contact all the potential candidate when we will meet. And you did that take so that the definatley this bill thank Do what we be able to have access applications that are rolling basis. To be quite honest. You should you can. But we normally don't gt a slew of application to the very I for sure that's how. It's worked here. The pattern hasn't changed much. Yeah. Makes sense. And we would need best mission that goes to council
to vote this member before. He was she can be seen. Well, I think an that we make it do in the JANUARY 5th and then. We have 2 weeks and a day before we would need to meet and interview the person people and JANUARY 20th. I think if we're all on our game and usually don't get millions of applications as we know if you can look at them, we often I think interview most of the people who apply. So it's not like a hard decision as to who we invade. And I think thing we've done this in the past, we told people of the application, this is when you should be prepared to interview. So they know. JANUARY 20th that for whatever. And then we kind person seated by the MARCH meeting. Yeah. If the committee feels that that that's an appropriate time. I will certainly make the changes. How do folks feel about doing sort of and that this MAY not be a good idea? But I'm thinking where are all
going to be promoting the topics? Election survey? And we also want to be promoting the fact that we have an opening does it make sense to do sort of combined? Out of committee posting, you know. Hey, everyone, 2 great opportunity is one stretches into to join us like It's trying to think through because I expect it to postings at the same time about the same things, sort of maybe we should. Draft a blur. The kind of incorporates both okay. Thing I would support that. That might actually Connor more tension actually the way people's brains are wired. Having that out there. It's little counterintuitive, but there is some research that suggests that when you have have. 2 when you when you have when you release information as like a governmental entity. And you have 2 pieces of like
2 storylines simultaneously. Coming with one another and actually can garner more attention because there's just more information being presented. Basically. That is counter fastening. It's a lizard brain Thank you. Do it. If there's no objections. So we'll look for a revised both top and sections and this process, nothing. And then. I think maybe we could wait up, wait to posts until i we could give people some time to submit quotes, for example, maybe do it at the end of this. We consider tomorrow just because now we're giving people sure love our time to apply. Sure. I would. Okay. So that ideally Friday will be my my due date to or would you like next Monday? Next Monday we get people to the end of the Great. All right. Anything else come forest Whitaker, the entire formal agenda and they
also need fest event. All right. Well, thank you all for approximately done as always. Everyone has a wonderful Thanksgiving. So next each other and we