Informational Meeting

MINUTES Informational Meeting Tuesday, December 20, 2022 at 4:00 PM Carnegie Town Hall, 235 West 10th St., Sioux Falls, SD 57104 1. Call To Order Council Members Present: David Barranco, Sarah Cole, Alex Jensen, Rich Merkouris, Greg Neitzert, Marshall Selberg, Curt Soehl, Pat Starr Council Members Absent: None Council Chair Curt Soehl called the meeting to order at 4 p.m. 2. Committee/Commission Reports A. South Eastern Council of Governments (SECOG): Wednesday, December 14, 2022 (Council Members Soehl and Starr) Soehl said they approved next year's budget, and mentioned that there is an operating deficit. This has occurred for several years. Soehl said the deficit will be rectified with the income stream that they have coming in. He also received the nomination for the nominating committee. The meeting concluded with their annual supper. B. Audit Committee: Thursday, December 15, 2022 (Council Members: Jensen (Chair), Barranco, Merkouris, Neitzert) Audit Committee Chair Alex Jensen reported that it was a busy meeting with two Audits reported, a follow-up audit, and discussion about the Annual Risk Assessment and Audit Plan. 3. Councilor Remarks Soehl asked residents to keep fire hydrants cleared of snow. 4. Presentations A. Community Center Update/Landscape Golf Management Contract Amendment by Don Kearney, Director of Parks and Recreation Presentation: Approximately 15 minutes followed by discussion Kearney spoke about an amendment to the Golf Management contract. A recommendation was made, during an internal audit, about the 45 days in advance of expiration timeframe, in which the insurance had to be updated and provided to the City. This was an unrealistic expectation and difficult to do. Kearney said 15 days was more realistic. The amendment changes the 45 days to 15 days. Kearney said they are moving forward with the amendment to the proposed contract and will present it to the Park Board, then they will present a Resolution, with the amendment, to the Council in February. There was no discussion. Jackie Nelson, Recreation Manager, spoke about a transition that was recently announced regarding community centers. She began by speaking about the Comprehensive System Plan Recommendation. The purpose was to: Analyze the current indoor recreation space offerings to determine if there is a more efficient strategy to address the indoor recreation needs identified in the community survey; and to assess the current community center model to determine if centers meet the community needs. The following factors were used to determine the Center's space, they were: Indoor Recreation Space - the current space falls below industry standards; Future of Aquatics - community feedback supports new indoor multi- generational recreation facilities; Day Care Crisis - between 4,000 - 6,000 elementary children lack access to quality afterschool and summer programs, and the Sioux Falls School District is better suited to provide after-school care; Community Learning (CLC) Model Effectiveness; and Elementary School Space Needs - due to growing enrollment, current community center space is needed to provide additional classroom. office, and storage space. Nelson said this is a great time to transition, work with the school district and focus on the kids. Rebecca Wimmer, Sioux Falls School District Coordinator of Community Partnership and After-School Program, said this is a plan that they have been looking at since 2018, with the initiation of Sioux Falls Thrive. It brought together a number of after-school providers to look at what is the situation for after-school; and are we addressing the needs community of our community most accurately. In the study done by Augustana University Research, there are between 4,000 - 6,000 elementary children who are unsupervised after school. Wimmer said when you look at after school programs, there are a lot fee and donor based programs, which are full. Those programs are not affordable for the 4,000 - 6,000 aforementioned children. During the process to figure out a way to help the children, it was determined that the cost to provide care for the SFSD's Kids Inc. model was greatly reduced compared to the Boys and Girls Club or Volunteers of America models. Wimmer explained the cost factors, which make up the differences between the models. She said that four community agencies are ready to transition to school- based Community Learning Centers model of care. This after-school model considers the whole child and family support. Through the Community Learning Centers, schools become the hub for support. They are generally within walking distance for families and agencies are brought in for assistance, instead of families having to make multiple trips to different places for support. Wimmer spoke about the elementary after-school and summer program, which includes: tutoring, enriched programming meals and snacks, and transportation. She spoke about the benefits for students and families with the new program. Benefits for local non- profits were also discussed. The primary benefits were a reduction in transportation and operating costs. Increasing the number of qualified young people and available parents to the workforce was one of the many benefits mentioned for the community, due to the program. Wimmer spoke about program accountability, which they will be able to do through data collection.  Nelson spoke about the next steps. The Community Centers will need to be transitioned to licensed after-school programs and to update the Joint Cooperative Agreement with SFSD. A timeline was reviewed, with the new Joint Cooperative Agreement slated to become effective on July 1, 2023. Discussion followed regarding: modifications for middle schools and what will happen on the high school level; Kids Inc. not being at all schools and being full in some locations; Title 1 vs. a non-Title 1 schools; increasing scholarships; areas needing improvement and what challenges are ahead; the potential for some families to fall in to gaps; tutors and mentors; collaborative leadership and groups; open gym; annual costs; library involvement; buses; swim time; 21st Century grants; and the timeline. B. 2023 Audit Plan (Proposed) by Emily Trujillo Rodriguez, Internal Auditor Presentation: Approximately 5 minutes followed by discussion Ryan Lauseng, Internal Auditor, reviewed their annual risk assessment process, which is used to help create their annual Audit Plan. He began by explaining the roles of the: stakeholders (Who), AuditBoard (Where?), Protection (Why?), Annually (When?), and Annual Risk Assessment (What?), play in the formation of the Audit Plan. Lauseng spoke about where they are in the Annual Audit Plan Development Cycle. They have: updated the Audit universe; conducted annual risk assessment surveys; followed-up with key stakeholders; estimated Internal Audit Resources; and drafted an Annual Audit Plan. Last week, they presented the proposed draft to the Audit Committee. He explained what a Risk Assessment is. It is the process of identifying, assessing and prioritizing risk throughout the City. A Risk Assessment survey, comprised of 22 questions from three categories: Impact, Likelihood, and Controls, was sent out to each City department/area and was filled out by management. An Inherent Risk Map and a Residual Risk Map are then formed. This information, along with input from other departments, the Council, and Audit Committee, are used to form the Audit Plan. Trujillo began by providing a status update on the 2022 Audit Plan. She said the 2023 Audit Committee Plan was approved by the Audit Committee on December 15th and would be presented to the City Council later tonight. In regards to the 2022 Audit Plan, nine of the 11 assurance audits will be completed. Seven of the nine audits were presented to the Audit Committee in 2022. The Vendor Setup & Maintenance audit and Bidding Selection Process for Architectural/Engineering Services audit, were both completed in 2022, but will be carryovers into 2023 since they will be presented to the Audit Committee in 2023. Audits for Facility Security and Reconciliation of AR Systems into Munis, will also be carryovers due to being started in 2023. Trujillo reviewed the proposed 2023 Audit Plan. In addition to the four carryovers, the Assurance Audits include: Landfill Cash Handling; River Greenway Spending; Plat Fee Calculations/Collections; Washington Pavilion/Orpheum Management Agreement; and a TIF Completed Project. There will be one Performance Audit of the Operational Efficiency of the Plan Review Process. Also one Consulting Audit of Fraud Awareness Training; and some Follow-up Audits will be included in the plan. She noted that there was 100% participation from City management, which helped with the formation of risk assessment.  Discussion followed regarding: the River Greenway Spending audit; Landfill Cash Handling audit; possible quarterly schedules for Internal Audit to allow for better communication with the Administration; and the Washington Pavilion Audit may occur in Quarter 3 or 4. 5. Public Comment Sierra Broussard spoke about the Community Centers remaining with Parks and Recreation. 6. Executive Session A. Consulting with legal counsel or reviewing communications from legal counsel about proposed or pending litigation or contractual matters pursuant to SDCL 1-25- 2(3) The Executive Session was canceled. 7. Adjournment Council Chair Curt Soehl adjourned the meeting at 5:04 p.m. Denise D. Tucker, MMC, Assistant City Clerk