Paul City Council audit committee to order Roll Call, please. Johnson and Johnson. Committee member don't work. Committee member Donnelly, committee member last night. Committee member McVeigh here, 10 acre here. Welcome everyone to our MARCH out of 20 meeting and Happy Saint Patrick's Day to all. We have a robust agenda today. So staff with introducing 2 new committee members who we are really excited to be welcoming to our group. One of them is chair of our housing redevelopment Authority and my colleague on the City Council Councilmember Sheila Johnson and another new community adviser is still not only and I'm gonna let them each take a minute to introduce themselves to the committee. So you get to know them. Time check on great.
Well, it's a pleasure to be My name is unique from the word 7 City Council member. The sentencing Paul representing Battle Creek, timely East view, Highwood Hills. So how and didn't spot. I am really excited to just be able to join the audit committee. I think that we're that we do here also sets a tone work for the policies that we make later. And so just excited to be throughout a to be one of the customers like to on the committee. And I guess I just had a abb, saw coming from attorney for 3 months. And so just getting we at the back to being here fully. And my son Isaiah is at home and I look forward to going to him after this. But genuinely just to excited to share space. I don't have a
baby photo. Put it up on but a few want to see. Want to plenty my phone show you p is that are he my pop up every on commute the is a lot of us might have played. Actually and actually, you know, to that point about getting home, one of the things that the audit committee that I pride ourselves on this that we and that so. The committee to be out work, Life MR. Donnelly, to introduce yourself. Do thank you for having My background is number one, Saint Paul Leifer. Factor manufacturing. Workforce development and very enthusiastic about continuous improvement. So I'm looking forward to we're coming to buddy, here, right? Thank you being here. And congratulations. Competitive pool I thought it might be nice for each of us to just say maybe a couple things about ourselves. Just soared to new committee members know
us think folks know me. Just under 2. You want to start and then we can go maybe to the stomach, then a stillbirth. Sure. I'm Jeremy Law center My wife and 2 kids and outside of and internal audit manager county audit committee here for. Forget. Coming up 3 years. So like 2 and a half or something like that, and it's been great. It's been a great way to. Contribute to my city in need lot of great people on. Help shape audit work that we do as part of this committee. New members. She quit Welcome to the committee. Really glad to have both of you here. I today I used to be the newest community prize from has passed us decided I actually have a background in public administration and governmental accounting and working asterisk degrees to from asterisk. Reason that and
by day I actually am a substitute teacher for 12 schools and poor different districts. Science, social studies math, mainly 6, great to 12. So. I get around. And you'll learn later. This meeting but also chairs our community Engagement Committee of One. Which informs people about the audit committee. Our community safe. Store. First of all, apologize for being Freeze. I have direct your budget and finance and facilities and intelligent design of university, Minnesota. We are in budget season and I had to get back to today. And so I was trying to meet a deadline. 2 kids, 3 grandkids looking forward to it. You know, Guston. And the last 6 months, it has just been quite hectic. And we're trying to do that. I've been on the audit committee. This is The first
of my second term. Enjoy been hearing and working for city. Still worth just a note to self that you can always read up. Great. Wll, welcome enter new members. Really excited to have you in your coming in at a great time. And we as a committee, as you know, conduct performance audits. We typically have one out of going at a time. And during that time we hear updates on the audit usually hear sort of a midpoint update. And a final update before the audit goes to the City Council for presentation there. And then during that time, we're also doing engagement to the community and trying to take ideas and think and talk about own ideas for what the next on topic will be. We have continuously struck Striven to develop the calendar where we do the same thing every year. And we're always on the same cycle that for a number of
reasons we haven't quite been able to get into perfect for them for one reason. Recently, we had a new mayor commended administration turnover. And as you saw last week, MR. Or less. And we're here. We had a great conversation with the mayor and her team about what topics she might be interested in exploring so rather than kind of charging have their own topics, wanted to wait and give her team a chance to way. And so one of the things we'll do today's the reef, that conversation a little bit. 2 people had anything come out from that that they were really interested in proposing is not a topic and another reason we sometimes get off of schedules because our current on it might take longer than expected. And that's been the case here. Dr Britt from while the research will talk about this momentarily. But there been some setbacks in that work for a lot of reasons are
out control. So we're getting sort later midpoint update than we normally And that's that is totally fine. So with that, we will move into our second item on the agenda is the data practices study update and I'll well welcome out after Heather Britt. And while the research who is on retainer research firm and has done a number of wnderful audits for us to fire. Excited to hear what's going Welcome, great. Thank you. She doesn't always dressed like I love I think dramatically on well things everybody welcome excited to be here. And yes, appreciate your patience grace as we have. couple of a tricky months in the Twin Cities. And that is part of what has shaped spin a little bit later in
this process. And we had. I think hope for an anticipated. So. I'm gonna do a little bit of a reminder of where we are. What are key questions were. And then I'm jst going to be an update on where we are in really our data collection process. Then just give you a refreshed. What anticipate. Our timeline is going to look like. So just a broad reminder of what our overall purpose is related to this work. So effectiveness, efficiency and compliance of the city's data practice request process. The tools, policies and the user experience with really a focus on kind of internally the city's go q a sstem which internal request, sort of tracking system and its alignment with the state's data Practices Act requirements. So we've got
kind of 5 sets of questions that as we went through our sort of first round of scoping and then really kind narrowed that sort of sit and got clear about what that scoping looks like. So I'm just going to review with those key question areas look like so first, one really focused on just to go q a the capabilities and the internal use of that system. So one of those standard capabilities look like how has the city can figure How's that use documented and does it have sort of sufficient controls to really effectively a minute what that process looks like internally. And that's not just for And Greg, who are kind of what I call the super users for that system. But that's really each one of the department pleads across the 16 departments that are really sort of
significantly using Gov. Q a. The second area that we're focused on really taking a look at reporting and data trends. So what kind of reports are broadly available to the city staff, which of those reports were just kind of out of the box reports that were available for those kind of specifically created reports for the city and one of those high-level aggregated reports kind of rolled up tow volumes trends, timeliness, kind of the patterns sensitive was really turned on for the purposes of the city and its and its tracking and management of these data requests coming through the city. The 3rd area that you are really interested in is kind of that resident facing portal. See, you all know that there's a portal that's available for folks to
actually be able to put in requests. So what is that? What is that online portal? How to sort of use that Florida has that function? What's the experience of folks and folks think about that in comparison to other systems that they might be using. So is there an opportunity for us to get some feedback about improvements related to that portal? The force area that you all were interested in kind of policies, training, compliance, what kind of training programs and guidance or offered city staff are those adequate to ensure kind of compliance with state expectations? And just kind of comparison related to relieve the data practices office expectations. Are there opportunities for any sort of improvements have improved alignment there? And then finally, and this was a little
bit of a pivot as we're doing, really. That's where to it and what the scope look like. Is there an opportunity for comparison of what's going on in Saint Paul to some other jurisdictions? So what ae the patterns and practices used elsewhere in this is where you all the really curious about what's going on in Pennington County to county, Minneapolis, Bloomington and Duluth. What's that tool that they use internally for managing? What's that tool that they're using as it relates to the portal that their folks there, residents are folks who are doing data requests in those particular jurisdictions. What kind of publicly available data that they have, what publicly available information to they have just about the data request process in those jurisdictions. And then as we typically do, and as we've
done so far for each one of audit process is there no literature available are great literature available that we might be able to make available back to you just around best practices. So those are broad set of questions. And then we had said that we would engage in 3 big data collection activities. And so we'll talk about where we are with regard to each one of those data collection activities. So first one always we do the big document review. And this one is a document in a system review. So the first one, take a look at the city's website that online for Dole. And then any publicly available information that is out there. So we've done all of that review and you all know I love colleague. Audrey is in the midst of doing all that summer is a shun. And so that
summer's ation process is in motion. We've taken a look at the q a training materi the process documentation, all the procedural guidance. We spent a lot of time with and with Greg and they have downloaded and downloaded and downloaded and we have folders and folders and folders and videos and lots of things that we've examined, all the materials that they have made available to us and again, are in the midst of that summer's ation. We've taken a look at all of a performance data that they've made available to us from inception of that system. Now, when they pulled it, which was really the end o 2025. But all that did was downloaded and are in the midst of that summer's ation. And then taking a look at both
the model policies and template from the data practices office at the state level and then your records, retention schedule. So in the middle of that review have yet to do the summer's ation of those 2 pieces. So those 2 in progress. Right now. So kind of that's a coming around the fire to use a baseball analogy. Maybe 3rd base as it relates to kind of the state, a collection that sort of system review piece. So getting close on this particular. Part of the of the Endeavor. Tonight is the World Baseball Series final so that that is apt for anybody watching are millions of viewers to see now starts at 7. well Literature benchmarking. So are second. He's a peer reviewed literature. We've pulled all that great literature. And again, Audrey's in the
middle of that since this i think it's actually pretty buttoned and again, we'll make available back to you like we did before sort of the table with all of that literature. And then a summary just for you all to be able to to reference in the future. Then we've done public review of all of those municipalities in jurisdictions, sort of what they have available on their public websites, all the kind stuff that's that's available for us to be able to poll in the midst of doing that summary. And then taking a look at some of those PRESIDENT Audits that you all had sort of recommended that we take a look a. So that summary we haven't gotten to yet, but that's that's in motion. Then we head the stakeholder engagement piece. This is the part that we are. I would say further behind than we had anticipated just from a timeline vantage point.
And I would say that's largely in part to a couple factors. While there has been pretty heads down over course of the last couple of months, in part because of what's been going on in the Twin Cities. 2, it has been really difficult for us to get responses from other jurisdictions in part because they been pretty heads down because of what's been going on in the Twin Cities. So we have surveys developed both for your internal department leads as well as for your external requesters have been using your portal and those we just did our final review of those surveys today. And so those actually should drop into the field this week. And so we're really excited about both of those being able to go out. And then we finally had a Hennepin Cunty paying us back
and say that they were ready to get on on the phone or on the video or in person with us for an interview. And then had nice back and forth this week with one of your former city staffers, John McCarthy over the league of Minnesota Cities who is gonna pull some strings with with with some of the other jurisdictions to really try to - get us in front of folks since we've been emailing and emailing and calling and calling and just not getting anybody to pick up. And I think that is not because those are lovely humans in those jurisdictions, it's because folks have just I think over well, for the past couple of months. But the intention is for us to do interviews with each one of
those jurisdictions. Just talk folks about their patterns and practices, the systems that they're using internally and just policies, procedures, the kinds of things that might not be available on their website for public consumption and then John, he's hooked us up with the research leads the League o Minnesota Cities will have a conversation with to be able to pull information sees guidance related to data practices and then also connect the data practices office over at the Department Public Administration for the department ministration. So stakeholder engagement is kind of that final piece that will sort of role in here from a timing vantage point. You know, we'll certification this month APRIL with our aim to have that draft report in MAY so that we
can come back in do that presentation. As you all know, we make the draft report report available, becoming do a presentation. We anticipate that you're going to give us pretty significant feedback. And so we'll do another pass through to have a final report. Back to you. I anticipate that final final report with be available in. JUNE's that's will probably do a couple of rounds back and forth. We usually get your feedback. We come and present to get a second round of feedback and then we kind of but not over shun of the report. So that's what we anticipate as it relates to that timeline. So I appreciate your your patients and I really do appreciate John's sort of booster power of of of sort of hook up and was really excited having Yes, of course. I remember all the time we spent together. So it was
absolutely lovely help. Questions for us as it relates to this process, things you're expecting. I talk about updates. Questions from fellow committee members this roster. Doctor it. I was wondering if you know who you contacted end of I do I on jury would know. And I'm happy to loop back let you know In particular it is. but she was really excited. Heard back from an wasn't. You missed other. And there be finally responded to know sending that we had and the like? The generic and the phone call and the looking for staff and the sort of had done you know, kind of come out it we run up the hill every single way we could. And all those jurisdictions. But yeah, I'll happily have.
follow-up and let you know and we definitely got sort were sorry we've had staff out. And also we've been just yes, I think folks have been just under water. A lot it is not lack of wanting to respond. It is just because folks have had a lot coming at them. Yeah. Yeah. This has been a hard time for the important but not urgent. Things like. I think I sensed a bank. Thank you. MADAM DR. Brett have one question for Now. Is your team selecting the extreme requesters for the survey or like how you can what some methodology you see behind that. Yeah. So I know that's kind of the tricky situation. I imagine. Yeah, yeah. So mean, I talked about this. So we have.
Kind of you know, all of the requesters that have sort of hit the portal. And so we had thought, oh, let's go for the flks kind of from the last, you know, 6 months to hit the portal. Anticipating, you know, somewhere between 10 and 15% response And if I look at the folks who come in the last 6 months versus everybody who's hit that portal there's there's a few 1000 folks who fit the port au. Some of those folks are from outside of the state of Minnesota. Most of those folks are from inside the state of Minnesota. A lot of those folks are from the city of Saint Paul. And so what we've decided to do is invite everybody who's got a Saint Paul. Tagged in their sort of lined up in their address to
participate in the first round. So aybody who's that that portal who's coming from the city of Saint Paul? That's our first invitation pass. And that's going to be. Just a little north of 700 we're going to see how many folks respond to and hope that that, you know, response rate looks decently sufficient. I think we'd love to get a little north of 100 respondents to that particular survey. I think we're going to see if that response rate is low. I mean, again, I think we we know how folks are getting invited and invited, invited to participate in everything. The you know, their electronic device. I tink we'll see what that looks like. If that response rate is incredibly low and we do use modified,
oh, you know, will invite and then we'll give them some room and then we'll invite them again. You know, we'll do pattern of reminders. Then we're going to open that up to everybody in the state of Minnesota. So anybody who's got a Minnesota address, we're not going to go outside of the state just because that felt a little bit outside of the scope given city of Saint Paul and sort of that focus. So that's our plan as it relates to those requesters. But when we initially were like lets, you know, when we thought about sort of the 6 months and started to get really, really, really small. And we thought we take a look at actually what's a reasonable response rate for somebody that you
support old what we expect that percentage to look like. We knew we had to open up or aperture a little bit. And so we thought, all right, let's do a couple phased approach there. Let's not do all of Minnesota cause. We're really interested since this is the city of Saint Paul Audit Committee in Sint Paul, folks that we're going to start there and see what that response rate look looks like. I'll keep close with me. Also. You all have a sense it ends up. That was 25% were great on response or we really do need to back it out to the entire state. But that's a fantastic question because Audrey and I debated back and forth and you all have had that. Do we go with you know, is it really just the high requesters is if everybody and so it was, you know what we're going to ask? We're going to invite everybody because you have a
variety of humans that are coming through some of those folks representing businesses. Some of those folks are residents. Some of those folks are asking about personal things. Some of those folks are asking about things in the neighborhood. So we're going kind of open it up to everybody that's got that sort of relevant address. Be that address a business address or b that somebody has got residence. Obviously they have to have and email folks who have the generic. Right? They've done an anonymous request. That's not something for whom we have that email because it is possible to do a portal request and have it be anonymous and you can go back and try check and pull your data back out. Those are folks for whom we can't actually do that survey. Really in question researcher in the lab it was something that's been on my mind for the last month.
Like I need to talk staff to print this going resist. The vehicle. Doing enough to be annoying. So n great. Great, great question. Again, I'm hoping we get enough of a response for. For Saint Paul folks. But, you know, we'll we'll know. And then we will be able to take a look at those 2, you know, response set if we end up having to go, you know, Saint Paul and Minnesota, so we would be able to take look if there were. Differential kinds of, you know, responses between folks who are saying call folks who were not Saint Paul that wre, you know, Minnesota addresses. Thank So just because our questions. So this week, though, anyone from Saint Paul who requested the portal in the last 6 months, have an e-mail address. Yeah, he's ever requested. So who's yes, so we've got a few. Yeah.
We've got fbi which ends up being a little north of 700 folks that we've got sort of good ever. Good addresses for Should get email requesting them to yet to participate in the survey. Right? And I know there are a few entities sort of other watchdog entities and forgetting all the acronyms of them that we suggested. You also talked to Cody, maybe as one of them come to my healthy members. Sort of good government. Watchdog and sort of. I know several people are affiliated with one theirs in sight, right? Right inside Saint Paul. There who are the folks that there's an open government try remember their name. Yeah, I think we put them
in the. They were in one of the presentations that you given us originally scoping at. So I says, well, I think not different. I think I don't I can remember I we specified them in this one. I'm thinking more like Minnesota data practices. Blake. Trooper Cody or some group like Anyway, maybe you can look back and see. There specific entities that we had. That would be good too. Talk to. And I think that they were in one of your previous presentations if they weren't let me know and I can try pick them trying to brainstorm to my friends funding. Admittedly, I've been teaching children all day. It's hardest thing possible to do. Other questions for Doctor Frist. So just a quick that cost? In the We the address list that
we've got has been duplicated. Yep. Yeah. So I don't know from looking whether or not it's folks who repeat requesters. What I know is it's. Folks who have made a request through the portal system. Yeah, and essentially the survey is built to say you have made a request, you know, at least one request through the cities portal system. Yeah, so but I don't have a sense for the frequency with which folks would have made that that request. And we're just asking about their experience with with the portal system in conversations with and Greg, that's how we built that survey for to to the portal system. So its utility, its language
usability additions or modifications that might make the portal system itself easier for folks to be able to So that's the of the boundaries around which we put it. Intentionally tried to make it short so that folks would be a little more likely to do it. So we sort of said this thing's going to be really quick for you to take. We made it intentionally. And as we've talked about before, snce we're trying to keep the scope for this sort of in a box, w made all those questions closed So we're not anticipating folks are gonna give us lots of stuff. It's really, you know, if we were to make some modifications to the way that portal you know, could you give us some checkbox responses related to the modifications that would make around that portal system. Feet have a couple of other into one of time for, but are there any final questions for
doctor? Before move on? Seeing one with sorry. MADAM Comments have DR. Ijust want to say thank you to your team for doing all this. Sure timeline. I know that it's there's a lot going on. So I just want thank you for all the in doing so. I appreciate it. Yeah, yeah. our absolute Yeah. I mean, I think I will say, I mean, you all know this already, bt every jurisdiction in the state and every state agency and every nonprofit is in the same situation here in trying to figure out how handle the volume of requests coming at them. Abel, all kinds of data and information. I think you're I think you're setting the mark I suspect there will be lots of places that will want to take a look at what you're what you're finding
after through it. So appreciate it. Leading the way early to Thank you so much, Doctor, Brett? Seriously, we look forward to seeing the next update in. Thank Thank you. Thank And Happy Saint Patrick's. And with that, we're going to turn to our next item on the agenda, which is the community engagement update from MR. Abe and I just want to start by saying thank you so much for the hard work you've been doing. The yeoman's work to engage and you'll see from the memo extensively. I think we've had a community engagement committee for and after 3 years now always are laughing. We talked about a Canadian front subcommittee of one, but you are a force of nature of one. So I look
forward hearing your. A force of nature. Really high me there. MADAM So Happy Saint Patty's Day. We get started here. So there is a lot to have to cover, but I will try to be succinct about it. Cause you all can read and I don't want to start your intelligence. I will first covenant a status update regarding over district councils. I have actually met with it would have richly 10 at this point. But there was scheduling due to one incident with a snow slashed. A storm. Last month with Greater East Side. And also there was accidental. I double booked a doctor's appointment and with one of the meetings it catch into day before and so rescheduled Yanni over Saco actually to the end of APRIL. But by and MADAM Chair, as you've noted, communication
has been kind of. So I want to use languishing. Perhaps for a period of time. Last time we reached out to our district councils back in NOVEMBER 2023. And we kind of really we started getting in touch with them all JANUARY. And since I'm hitting the ground running. There's ben lot of hasn't paid back. They love hearing from actually. And district councils or so us to meeting They've been really interested in what we have to say. Are we doing? I organized and town halls and I want to use town halls loosely. That phrase kind of the nebulous one. It's kind of Euless characteristic to it. And so definition of town halls, literally just meeting you have officials in some kind of public capacity meeting with presidents discuss various issues and actually some
flexibility. I can really Taylor. These are town halls to whether it's a just a line item on a board agenda. And I just come and speak for 15 minutes or they will have a longer presentation of 35 minutes 45 minutes. It's also possibly or in the case of last week with Summit University, we had actual community for for an hour and 40 minutes. So which I was expecting that happened was questions. So by and large, been lot of positive feedback. The all the executive directors I spoke with are very supportive are working that there's any way that they can support a stable so they would like to. So we are supposed to keep that in mind going forward as a committee. I do have 4. For district councils. I'm going to meeting at this point so far pain family in next week. You park
on first Summit Hill on the 9th and then Seiko at the very end of APRIL. I'm still trying to get things arranged with West Side community organizations, Greater East Side Community Council, Bluff Community Council and Frogtown Neighborhood Association. Having said that, I've been in touch with all 4 of those district councils and their staff their really positive communication overall, actually. My good friend John District 17 has given to hold that ideas of what looking as a committee and I've listed some of them from the District Council board members and staff. Runs the gmut from public safety to environmental issues, too. This is regulation. All that and Another thing, the housing and even cybersecurity. That is one thing I will admit. I was not expecting to hear a lot from from District Council for
members so far cybersecurity about maybe a quarter of mentions. Regarding the cybersecurity incident from last summer. And so but lot of interest of housing, lot of interest public safety. And so I think these are just some ideas to get the committee's time collective brains checking on it ideas. Maybe ought to prefer to Doctor Britt and her team on our behalf later on. With the terms of upcoming projects. Had some wonderful ideas from. 3 different district councils that came to my mind that were brought to my attention. I should say. One thing that was a concern for a lot district council board members is that. The work that you do as a city, all the dfferent programs and services, we provide its income. It's a very broad we do a lot here in Saint Paul. We do 900 million dollars. That's to be
expected. Having said that, a lot of folks don't know exactly what we do as a city. And so one of the recommended suggestions that came from these conversations and these presentations was maybe we as a community need to have a directory of programs and services by functional area and department that. Residents can use when they're actually thinking about the different issues impact daily lives and how they can make suggestions to assess the full committee through our survey. And so I decided I I want to talk with the committee and the staff and vein is from there. If you have any thoughts on this, I do appreciate your. Feedback and also think people are playing game is paying off I didn't have to happen to So but any feedback you all have on this? Let me know. But I am actually to keep working on
this over the next couple months have to get organized and sort of it's going to work for meta, can be to make it easy for people to find information. I'm not sure to figure that out yet. Toy with that in mind a little bit. That's one thing I'm thinking about where I I work. Time with after hearing what any of your feedback. Im hoping to wrap up. Our town halls of district councils by the end of MAY. That's contagion. Some district councils with their schedules, but hopefully by the end of MAY. And when that happened, I'm going to switch gears a little bit try to see if we can get more physical materials on the work of our committee out to with relief interfacing entities within the city like or public library and all different branches. Perhaps even reach out our public schools here in
Saint Paul to see if there is any way that we can. I was really schools section of hard for me. But you try to have that kind of a communication with them how we can better. Provide information to our work parents, legal guardians, to up and attended public schools here. And I also will be writing to whole list o civil major civil society organizations that are here in Saint Paul or within the confines of Twin Cities. Metro deceiving, get any feedback that they can provide within our officer. And so I don't expect there to be a massive response from entities. Time for that rain over the last. If there's anyone that wants do another town Hall of well into 2000 we do that provided I and u k I teach during I educate people on what we do
here. It's just second nature for me. Having said all that, do have some observations for the committee nw tat we're at this point, car. Civic engagement, this quarter. I think a lot about lately. We asked we're in the world to government auditing as a committee and that basically everything we do, it's all exercise in civic engagement right? Because we are providing a process, a mechanism to hold and she's accountable for how taxpayer dollars are spent. And especially in light of that. We have episode. Democratic backsliding going on right now. Not just nationwide, but also that's being acutely felt here, Minnesota, just because of what's gone on recently. Here in Minnesota that. Ways that we can really hold those principles that the foundation of public life here I think
are important. And that's something that means committee actually big role to play just within the city of Saint Paul. And so I think where we can doing more educating folks and will for up to. And so for that reason, it really feeds into our mandate showing up for the community honestly. And so for that reason, I think that. I think the helpful, I don't know. Jremy, Stephanie, doing I would love to hear your feedback on this, but I think it be helpful if we were to short autobiographies just ourselves just to give a human face to the work that we do as key advisors on honor landing page audit Committee Planning Page doesn't have too much because short clip it that just to get something out there. Along
with. Providing physical mailing materials to Register Council's the really interesting that I had to come up 7 different you 6 different times. I've been with a district councils and they thought that would be really helpful me, actually put that in their materials at the sun out to all the regularly. And there was also mention that to district oh, gosh, Cameron Midway Coalition Summit University idea that maybe we should have on that. Just summarize like on a periodic basis for we can have a listserv and cent masks and that I was you situation where folks can. Get up to over up to committing projects that we're working on stuff like that. I'm not expecting our staff to do any of this for the record. I know. Yeah, you are. I need is I want to say I'm here to help you in
that So I know that. Welcome to health. its updated throughout the year. And ys, everything that that the audit committee does publicly posted agenda with details that have to and I agree with you on that. Have I was trying explain to council board members like we do very bumps our staff to a wonderful job of updating and we always have on reports. Coming up, it They just brought it up to just like, okay, I can bring that forward. I suppose any could. There's a lot of local owners throughout the country to do that. So I understand the merits of because often people aren't going to our Web sites per se. They MAY be getting information on our work social media. And so. That MAY be one vehicle to get demographic that MAY not
otherwise. Actually, all that And so it's the only reason why actually mention the sites affected skate next. Not don't come after not saying this is a bad I support what you're doing and just. I'm just a vehicle for conveying information. I'm Taishan. So on that. Are there any questions for Colleagues? a couple fun questions. I would say just because now I understand why they were jokingly net, powerful force 0st of comes with comes to the the audit committee meeting with memo informed that's probably more substantial than some of the most come across my desk. So that's But I guess just a couple qestions of just I know you mentioned some of the things and things that are coming out of these conversations. But did you know this kind of a variance
or like that? And where you talked, there was a different level of knowledge of just that. We have an audit committee and others. This work is taking place by MISTER Council. Just curious if you noticed, yes, differences in that. Yes, there I've noticed quite at there's more where more people are aware. Weeks is as an entity. And the northwest side of city. So from Highland Park north, up to where we meet with Minneapolis and with Falcon Heights, the eastern half or maybe even eastern two-thirds of the city are not as aware that makes and I reached out to La District Council. Actually kind of surprised. They thrilled, weeks that they were surprised so. But they've all there's been no, very positive
response. I will say Along the University Avenue corridor, there's been a lot of talk about public safety issues. Anyone that any of the District Council, former Senator action. And there's been more mention of cybersecurity. From basically. I will say actually overwhelmingly your board chair maker and Councilmember Joe Sport as well that there's been more interest in cybersecurity, which that might just be because of. Whatever demographic variables Ripley So. And really having said that, there's been all sorts Ideas have come up from people all across the city's as I met with them so far. So. COUNCILMAN John said, you have worked another question that's on and more. I just think that I'm I guess I'm not necessarily surprise, just because I think, you know, folks are going to be learning more about. All the different committees that the home and I think in community to knowing
what resources are affordable to them, I think to the peace around just, you know, just some of your your ideas as well are really great. I think when we have community leaders joining our committees and being able to be a part of it, I know that it can be intimidating to put like your actual face and Biles MAY be out and about. But I think about how how knowing a little bit more about the everyday folks that are joining us in this order to gives some credibility, I think to it as Just stuff like this. These aren't, you know, just visit committees that there's actually work. And there's from Portsmouth to come from it. So I I have that folks, there's a pressure. And with a thank your bios together, but it's never a bad idea to show that the audit committee is also full of incredibly credential. Folks is what I
heard during introductions. So I think that that's also really cool to so ad especially on the side year Happy to, you know, pt put out for materials and those that are things that we share. It's a boost that awareness soak tow fee. And so. We I I've been so fortunate. I do want to add. The council members that we have on this committee are always so supportive of our work and CHAIRMAN And current Vice Chair Coleman have been. And appreciate your company coming with Something Council and counsel for Johnson. You're always welcome to join at meeting in your ward. If you want. I understand you we win at home yes, Frank, bring the honor the Pfizer. What's also thank you. A question for, you All right. These meeting and this team or they are eye
thing meeting. Every single one has been in person except for him. 2 of them one was actually with West 7 Fort Road Federation. They remotely because that was right when. The home defense decided you can And the other was with me know, because I actually had a doctor's appointment. And so I wasn't able to. I was it was a make it on time from the doctor's appointments. Oc for me to sit plan to have everything prepared at home and meet with them from my desk at I said been in person. So think they're gonna continue to be in person. has an update? So thanks No U.S. Community egagement because our survey that evergreen, our website has all I just checked right now and we have about 15 people
submitted topic. I d just high since 2023. So it's huge and I will pour through the topic ideas. And now according to committee members to you. Because that ongoing, that work is ongoing. So that's wonderful. And that such a great ideas outcome that's directly related to your work. Say, I mean, only have about 9 minutes left, but I would actually suggest that we take some time to continue discussing this really on the work you've done in the questions you raised for us in here because in part because we have 15 new Catholic. I just I think we shouldn't. Would be great to see him talk about in the context of the briefing, the conversation with the mayor also you have identified a whole bunch of potential new topics in your memo. So a few minutes at the end. If you want to share quick reactions from the mayor's conversation. Great. But it sounds like we now have a lot of new
substance to important conversation about topics section. I do. That either. So. Other questions or comments for MR. Still worth of And this is a so thank you for for them. I think this is a great follow-up to a James was and at the time that he started doing it was because I went to a couple of It was. And, you know, virtual. And so I think to be able to go in person is of is obviously a great. Next step for this. And so this is wonderful to see how it's progressed from what he had. I give a lt kudos to chains because he had. The slide deck and everything. You've just seen some minor updates its as it will hit the ground running with it. I know that he was very busy. He still American to see one of the region's at the university. And so I know that
a lot of time we can here. And Kudos to chains and said that he no longer serving with us on this committee. So the story that's right. He planted the season. Off to a great start. And to the extent that any of these district councils, well, many of them had already heard from James. I'm sure when you come back of us. Fertile ground for you to be kind of reminding so. Yes, thanks for the update. Van sounds like great work and I wanted to. One of the ideas I think you brought up was too have a list of all the auditable entities, all the program subject to audit. I think that's a great idea. It could give people doing the survey. A place to start, you know, and something that could be even we could link to. You know, for each of the audible
entities. When was it last audited? And here's the so they can see that. This one hasn't been honored in a while. I will choose this one, you know, so give them they can choose one of those programs or obviously have something Freeform is not in the list. They can say to be audited like data practices years. You know something like that. But I think that's really good. Giving. People kind of picture of yeah. What does the city do? What could even the audits Gives them great place to start. And it's great to hear that there's 15 responses in there right now to the Excited to see what are. For was just Santa coming up. Yeah, love that idea of linking to biggest. It's too because think that really helps people contextualize
their questions and know that, you know something. They were wondering about something that we've already wondered about ourselves explored and they MAY still want to have further investigation done. But to have that. The previous audits be right there. I think it's it's a really great again. I don't want to put anyone on the spot, so I will. But I will suggest that I think that question about this or not a bag fee for publication MAY be something that we can follow up on the e-mail. Just ask folks, this seems like a very direct actionable staff and would love to hear everybody was willing to do that. I don't think it's kind of some folks aren't thing. But who is great the angry have those up there? And I just wanted to ask about the creating million materials. You know, my first
thought those 2, oh, my GOD, it's so expensive and hard. I second that was GOD. If the email that Harry Uhl's much case could be something like. Writing up a brief summary of this meeting and linking to it that goes out to district councils after these meetings for them to put in their newsletters or elsewhere. Just to say this is data is working on. Think that minimum viable product given Seth capacity. And but I here the point about wanting to be communicative. That's what I was leaning. Rates just because. Our staff got enough going on we don't need to play more and more necessary. So I think that if we can have someone working on I think that maybe I the easier than having to meet reading physical. People materials because of the winds are going to be blowing up our budget. Other discussion questions, comments and then I
MR. Hannity can summarize the next steps because I think you have this. You mentioned having some MAY be that. List ready for review in AUGUST. You're thinking more? Yes, I will get that direct. I should have at rectory done by AUGUST. If that's something that think we're very keen on. So Ivan. have that by the and we should have for certain at our SEPTEMBER meeting. Let's see - what I more about the next month been work. He kinda. Literature database. So if not next month, if you have too much going with for me for later. Well, thank you. I think behalf of all of us for this work seriously, and to the extent that we can be helpful at customer accounts
and MR. Clinton as well and helping connect with any of the remaining district councils. And my my word. So we've been in touch with all We've had conversations so it's just fine. Getting thinking schedule. Basically they're trying to figure out their schedules right And so. Don't worry we believe that they're what they're they're behaving themselves. And I know they have fastball think, you know, you do not. They're very their last. What happened. 2 and a half mnutes and sorry that. I want to take time for that in really remarkable thank you. While it's fresh, sort of undermines a month ago, rather than 2 months ago, any just quick and again, we'll have more robust conversation of this next time. But thoughts on our conversation with the mayor and all 4. The system errors, which by the way has that's the only time that that has happened MR. Come in. So that
really was huge honor. I think to this committee that we got that level of attention. MR. Just or yeah, cherry maker. That was amazing. I just want to say that wonderful that they all came. It was great to meet the mayor. And the one thing I wrote down, so takeaway of I think it came up college town, Saint Paul as a potential out of the idea. So just wanted to put that out. It's just a tough. And totally period. Really the mayor and the team. A lot of credit coming. It was really important and they're really appreciate that. And they seem to sort of understand the spirit of audit. Dana unit, if it seems like improvement. So I think those different places. I think fortitude topic for what's next, because that in the coffin talking college town. And I from that point to, but I think there are a lot of other options. In addition to that, we could
consider. Whether here and there's work to do to sort of narrow and can be doing moving forward. Authorities It was amazing that she wasn't scared of And so and she actually embraced So that's really to a good spot to be when trying to work with the administration right? And the interesting thing about college bound, as I think about a knife from Charlie there are lots of topics we can explore. It occurred to me. It's interesting sweet spot in that with a new mayor. You know, you might sometimes be there might be a downside of sending things that were done under the previous mayor because there's could be a tendency to sort of write it off and not really on it. As you know, that was the last administration and we're moving forward you know. Or even 2. Dismissed the work too
quickly. If we had negative findings ae really difficult things because it wasn't, you know, yours in this case. This happens to be the program. The helped create. And it's a program that's been around long enough now for her to for us to be able t add it. So it's actually kind of in a sweet spot of ownership, even though this is a brand new mayor. And having had time to demonstrate that is interesting. Recovering at something or I lost my train thought. It's often no words matter. Come back to me. Sometimes it comes time to None o us are disappearing after Well, then I think my suggestion would be efficient other debrief thoughts. That we get. The top accident submitted that folks take a
minute to look over. MISTER McVeigh summary. And if there's any color you want to add by specifically by way of sort o 2 mistresses, questions about often a topic came up. You mentioned cybersecurity came up a lot, but otherwise it's not clear from the list like we did. Those were so if you want to, if there's anything you want to provide leader to say, you know, these things particularly frequent. But I think if we can review your list for view the 15, think about our conversation with the mayor and then come back to our next meeting in APRIL compared to really look at come up with a list that we not APRIL. I want to talk about that just because it sounds like and they were now going to getting the update from DR. Brendan from an hour late. I have it so. But prepared to look at a list and talk about from there. Sounds like we're not gonna need to select a new topic until JULY because this current out your JUNE, so have some time. But as all of us know it's coming
for a while a nice to have has it will get those. Those lists out. Well, for the next meeting, you don't like list years, suggestions. I believe should be firmly really talked about Except was the specific point that that was the one that she named. I believe she was interested in understanding programs that the city implemented and whether or not we took into consideration the budget impact. Of implementing a program that. Mayor or the council. It might be a good idea, actually saying if we followed up with the mare staff to say that was great conversation. Were there any thoughts that specific added topics that occurred to her afterwards? Just so that we can get any anymore that she might have to ok, yeah,
because the So that was just some. definitely take a look at some us to the different topics that are here and I know that there's a couple the cycle see Cody and my word to self like that for them so that way they can for by just a couple of talk was of interest for them. Saif a couple from I'm here second help with that. But then also just take a look interview. but yeah, there was additional add-ons. I just. You know, folks have one. If there was something else that we should consider too? And or I guess maybe taking this list that you come out to enjoy to staff and getting their feedback. And I would plan to for next time as well. And we talk about the topics also are. A - process that we've used in the past to kind of narrow from
big list to a few to do a risk analysis from the by staff of the council theirs number of steps which haven't pencil and sometimes we think so that assessed as well. Except it's id or enough. But it's fun. Should be eyes on us. Think there we go. I'm grateful with that. We are convinced time. I think interpreting meeting as always. We will see you only in APRIL, but we will connect from edge So wouldn't typically meets the 3rd Tuesday. For audit committee meeting. So I'm looking at the 21st. So I get the 21st folks are available at 4 o'clock. Not, then I'll try to find different. Anyone right now. No, we are not available in 21st support the 21st of APRIL It's not available for support. didn't All right. Thanks,
everyone. We're