Informational Meeting

MINUTES Tuesday, October 11, 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, Rex Rolfing, Marshall Selberg, Pat Starr, Theresa Stehly Members Absent: Mike T. Huether Staff Present: Tom Greco, City Clerk; Jim David, Legislative/Operations Manager; Rich Oksol, Internal Audit Manager 1. Call To Order City Council Chair Rex Rolfing called the meeting to order at 4 p.m. 2. City Council Open Discussion Council Member Theresa Stehly asked for clarification regarding attendance at meetings not held on Tuesdays. Rolfing stated that Council Members can arrange alternate times. Rolfing reminded the Council and audience that next week's Informational, Land Use Committee, and City Council Meetings will be held on Monday, October 17th, not October 18th, due to the Chamber of Commerce Annual Meeting. 3. Presentations A. Public Safety Software by Jim Sideras, Fire Chief; and Matt Burns, Chief of Police Presentation: Approximately 15 minutes followed by discussion. Police Chief Matt Burns and Fire Chief Jim Sideras provided a presentation on two upcoming software purchase items that will be on the City Council agenda at a future meeting. They explained that discussions for new software began in the summer of 2015 as a collaborative effort between the City, Minnehaha County, and Metro 911 for a replacement system for dispatching calls, records management, jail management, and mobile reporting capabilities. It was explained that the current system is being revamped and will not be upgraded. The City of Brandon has since joined this collaborative effort. Project objectives were identified and the two software systems, one each for Police and Fire, were described. The presentation also identified the selected vendors as well as contract-specific items and cost.  Council Member Michelle Erpenbach asked why there were two different vendors. Sideras explained that Zoll Data Systems is one of very few companies that offers EMS/fire records management. She further asked about dispatching capability given the two systems. Sideras briefly explained that Computer Aided Dispatching (CAD) is one component and will do all of the dispatching. Other modules will interface with the CAD component. Council Member Greg Neitzert asked if the separate systems had the capability to communicate with one another. Burns stated yes and that there is a need for such communication between the systems. Neitzert also asked if the $1.9M cost is just for software. Burns stated no and explained that it includes the software and implementation, to include hardware. The cost will be split among the various entities identified earlier in the presentation. Council Member Christine M. Erickson asked what the cost to the City will be for the software. Burns stated it is approximately $1.1M. She also asked about the input of Paramedics Plus; Sideras stated there were discussions and explained that Paramedics Plus currently uses the same Zoll software. Erickson asked how this software works with Lincoln County. Burns explained they are using this software already, which will increase opportunities for collaboration. Rolfing encouraged Burns and Sideras to contact Lincoln County fire and law enforcement about opportunities for collaboration; he also asked for an informal report back to the council. B. Construction Manager At Risk Audit by Rich Oksol, Internal Audit Manager Presentation: Approximately 15 minutes followed by discussion. Rich Oksol, Internal Audit Manager, explained that the audit was discussed, reviewed, and approved at the most recent Audit Committee Meeting. He then provided a summary of the report which included: a background of previous uses of CMAR by the City of Sioux Falls and explained that this internal audit focused on the City's use of CMAR for three recent projects; objectives of the audit; differences between CMAR and Design Bid Build (DBB); research done to complete the audit; results regarding change orders, quality of materials and construction, and selection of contractors; an audit recommendation; and an overview of the report appendices. Neitzert asked about Council actions regarding change orders which Oksol explained. Neitzert and Oksol also discussed ways to mitigate perceptions of favoritism in the contractor selection process. Stehly asked if there were any upcoming projects that would require the Council to make a decision whether to adopt CMAR; it was stated no. She noted that the concept of hiring a construction audit firm is very good and asked Oksol whether  such firms would be from out of town; he stated yes. She also asked him to explain what is meant by the "most qualified contractor," which he did with the assistance of Council Vice Chair Rick Kiley. Kiley asked whether this audit was a review of the process or a specific project. Oksol stated it was a review of the process but there was a focus on recent projects to conduct the audit. They further discussed change orders, compliance with the GMP, and transparency in the process. Council Member Marshall Selberg asked Oksol to further discuss the conclusion about perceptions of favoritism. Discussion followed. Council Member Pat Starr asked Oksol to explain how legal matters are accounted for when comparing the cost of the project. Oksol stated there was one example and explained the accounting. Discussion followed. Neitzert asked whether or not bid information for subcontracts is a public record. Oksol deferred to Mark Cotter, Director of Public Works, who explained the best value selection process and why contractors may not want to provide bid information due to proprietary concerns. Cotter stated that he would look into ways to furnish certain subcontractor information. Discussion followed. C. Future Use of Sioux Falls Ice & Recreation Center Property by Pat Starr, City Council Member, Northeast District Presentation: Approximately 10 minutes followed by discussion. Starr provided an overview of his recent efforts with regard to the Ice and Recreation Center. He discussed the condition of the building and noted that it would probably not be used as an ice rink again. He explained that he will seek to get an appraisal of the building; stated that additional partners in the human services area have recently come forward to discuss options for the facility; explained the value of collaboration among multiple entities as this process continues; and noted that Daren Ketcham, Director of Community Development, wants to assist in looking at all options and helping to build partnerships. Neitzert and Starr discussed the use of private funding for future building purposes and the process for appraisal. Starr indicated he spoke with some development companies, but is focused first on determining whether or not the building and land is needed by the City then what to do with it. He further explained that it will be important for the Council to make an informed decision about any future use. Erickson asked if a land swap has been looked at. Starr stated that it was not an option he looked at in particular. He asked Danny Brown, Assistant City Attorney, to discuss such an option. Discussion followed. Erickson also asked about other options, which Brown explained.  Stehly asked if there were any prohibitions against gifting the land and facility. Brown explained that any action would require Council approval. Neitzert asked Brown to explain the reversion process. Discussion followed. 4. Adjournment Council Chair Rex Rolfing adjourned the meeting at 5:16 p.m. Thomas M. Greco City Clerk