Operations Committee Meeting

MINUTES Operations Committee Meeting Wednesday, June 22, 2022 at 1:00 PM Carnegie Town Hall, 235 West 10th St., Sioux Falls, South Dakota 57104 1. Call to Order Present: Committee Member Sarah Cole, Committee Chair Alex Jensen, Committee Member Greg Neitzert, Committee Member Curt Soehl Committee Chair Alex Jensen called the meeting to order at 1 p.m. 2. Approval of Minutes A. Thursday, August 27, 2020 A motion was made by Committee Member Soehl and seconded by Committee Member Cole to approve the minutes. Voice vote to approve. 4 Yes: Cole, Jensen, Neitzert, Soehl; 0 No: (None). Motion Passed. 3. New Business A. Discussion of: AN ORDINANCE OF THE CITY OF SIOUX FALLS, SD, AMENDING THE CODE OF ORDINANCES OF THE CITY BY AMENDING CHAPTER 30: ORDINANCES, RESOLUTIONS, MOTIONS AND OTHER DOCUMENTS REQUIRING COUNCIL APPROVAL BY REQUIRING AN ANNOTATED AGENDA. (Referred to the Operations Committee at the City Council Meeting of Wednesday, April 14, 2022, with instructions to report to the Council no later than the City Council Meeting of July 19, 2022). A review of the proposed ordinance was provided by City Clerk Tom Greco. He received permission from the Committee to discuss changes to the Policies and Procedures Manual first as those changes may influence the Committee's action with respect to this item. See notes for "B" below as they relate to "annotations" to City Council Meeting Agendas. Upon completion of the discussion about Item 3.B. the ordinance was again considered. Greco recommended that the ordinances be reported with an amendment to strike the words "with each agenda item" from the proposed language. The purpose of the amendment is to best clarify the stated outcomes of the ordinance insofar as the "background and objective" will be included for ordinances, resolutions, and formal motions for consideration under Section 30.013 (h through n) of the code of ordinances.  A motion was made by Committee Member Cole and seconded by Committee Member Soehl to report said ordinance to the City Council with the following proposed amendment: to strike the words "with each agenda item". Voice vote to report. 4 Yes: Cole, Jensen, Neitzert, Soehl; 0 No: (None). Motion Passed. B. Proposed Revisions to the Policies and Procedures Manual. Greco introduced two proposed additions to the Policies and Procedures Manual. First, a section on "Meetings and Events", the purpose of which is to clarify and memorialize procedures for the weekly calendar issued by the Clerk's Office. He stated that all official meetings are noticed pursuant to state law and City ordinances, however, such meetings, as well as certain events, are also placed on a consolidated listing (calendar) each week and made available to the public. After discussion by the committee, it was determined there is a need for the committee, or the full Council, to receive clarification about the various types of items listed. Greco also provided a proposal that further details the proposed ordinance in Item 3A. The recommendation includes defining an annotated agenda as one that includes: 1) a brief summary of business types (from the order of business); 2) the recommendation and vote for all Planning Commission items presented to the Council; 3) the recommended date of hearing and/ or second reading for all ordinances and noticed resolutions; and, 4) the background and objective statement for ordinances, resolutions, and formal motions. The proposal recommends that such annotations need not be read into the record and that no items will be listed under "new business" ahead of time. Jensen asked Greco if there are other meeting-related items that should be evaluated. Greco indicated that several topics have been informally discussed in the past such as the order of business, communicating with constituents, and how meeting types are defined. Jensen directed staff to review current procedures and provide recommendations for changes, if any, at the next Committee Meeting. Jim David, Chief of Legislation and Policy, reviewed proposed changes to the City Council Travel Policy. They include the addition of "tours" to types of events, clarifies that any travel must be related to the Council's policy-making role, and stipulates that a report shall be provided for conferences and training events. The proposed changes further clarify the definition of "preauthorized travel" to include ground travel within a 350-mile radius of Sioux Falls. Discussion followed about the status and treatment of virtual conferences and training. A motion was made by Committee Member Soehl and seconded by Committee Member Neitzert to recommend approval of the proposed changes, except the section labeled "Meetings and Events" on page 5. Voice vote to recommend approval. 4 Yes: Cole, Jensen, Neitzert, Soehl; 0 No: (None). Motion Passed. 4. Public Comment  There was none. 5. Adjournment Committee Chair Alex Jensen adjourned the meeting at 1:48 p.m. Thomas M. Greco, City Clerk