Informational Meeting

MINUTES Tuesday, June 14, 2016 Informational Meeting 4 PM at Carnegie Town Hall Sioux Falls City Council 235 West Tenth Street Members Present: Christine M. Erickson, Michelle Erpenbach, Rick Kiley, Greg Neitzert, Marshall Selberg, Pat Starr, and Theresa Stehly Members Absent: Rex Rolfing and Mayor Mike T. Huether Staff Present: Tamara Jorgensen, MMC, Assistant City Clerk; Tom Greco, City Clerk; David Bixler, Budget Analyst; Jim David, Legislative/Operations Manager; and Rich Oksol, Lead Internal Audit Manager 1. Call To Order Council Vice Chair Rick Kiley called the meeting to order at 4 p.m. 2. Fiscal Committee A. Meeting of Tuesday, June 7, 2016 Committee Chair Michelle Erpenbach provided the following updates: the Fiscal Committee had an open conversation about their future priorities and topics; the July 5, 2016, meeting will include an update from Tracy Turbak, Director of Finance, concerning the 25% reserve requirement for the Operating Funds; and that future topics will include discussion regarding the debt. 3. City Council Open Discussion Council Member Greg Neitzert stated that he and Council Member Theresa Stehly attended the Prairie Meadows subdivision neighborhood meeting on Monday, June 13, 2016. He stated that Mike Cooper, Director of Planning and Building Services, and Mark Cotter, Director of Public Works, were in attendance and presented a plan called Low Impact Development. This would add roads and reduce the total costs of the annexation by 15%. Discussion followed. Council Member Pat Starr discussed the individual meetings with Directors. He appreciates the openness and 'getting up to speed' by meeting with Directors for their time. He inquired as to whether a policy was needed to stipulate what meetings are more effective in an Informational Meeting setting vs. individual or small group discussions with Directors. Discussion followed. Stehly asked if a mission statement could be developed for each of the City Council  committees. Jim David, Legislative/Operations Manager, will draft a broadly defined mission statement (or description) for each committee to be reviewed by the Committee's Chairperson and the Operations Committee. 4. Presentations A. Present Two Internal Audit Reports: Construction Contracts and Landfill Cash Controls, by Rich Oksol, Internal Audit Manager Rich Oksol, Internal Audit Manager, first report pertained to Landfill Cash Controls. He provided an introduction, background, objectives, scope and methodology, results, recommendations and conclusion. The Audit Committee recommends a second individual verify the checks received at the Landfill. Dustin Hansen, Sanitary Landfill Operations Manager, provided additional information regarding equipment used at the Landfill. Discussion followed. Oksol spoke second about the Construction Contract audit report. He provided: an introduction, background, objectives, scope and methodology, results, recommendations and conclusion. The Audit Committee recommends that the Engineering Division Project Managers' Manual be reviewed, updated and completed by the City Engineer. Chad Huwe, City Engineer, provided additional information regarding change orders. Cotter provided additional information regarding contractual funding. Discussion followed. B. State Revolving Fund Loan for Wastewater by Mark Cotter, Director of Public Works; Tracy Turbak, Director of Finance; and Sherri Rotert, Bond Counsel Cotter reviewed the following PowerPoint Slides: State Revolving Fund Loan Process; Loan Funding Application (Loan 37); Map of Foundation Park Pump Station/Force Main/Gravity Sewer (Loan 37); Total Project Cost; Loan Term; and Loan Schedule. Discussion followed. 5. Adjournment Council Vice Chair Rick Kiley adjourned the meeting at 5:30 p.m. Tamara Jorgensen, MMC Assistant City Clerk