Personnel Committee

MINUTES Operations Committee Meeting Thursday, August 27, 2020 at 10:00 AM Carnegie Town Hall, 235 West 10th St., Sioux Falls, South Dakota 57104 1. Call to Order Present: Committee Member Greg Neitzert, Committee Member Marshall Selberg, Committee Member Alex Jensen, Committee Chair Curt Soehl Committee Chair Curt Soehl called the meeting to order at 10 a.m. 2. Approval of Minutes A. Tuesday, March 3, 2020 A motion was made by Committee Member Neitzert and seconded by Committee Member Jensen to approve the minutes. Voice vote to approve. 4 Yes: Neitzert, Selberg, Jensen, Soehl; 0 No: (None). Motion Passed. 3. New Business A. City Logo Wear David explained that Council Members presently receive a one-time $100 allotment for City Logo Wear upon assuming office. He recommended that councilors receive up to a $150 allotment every year and staff receive $100 every two years. He stated funds would be available in the fall or end of each year. Discussion followed about the difference between the staff and council recommendations; and, frequency of purchases. David stated the difference between recommended stipends was somewhat arbitrary and can be used as a starting point for discussion. Greg Neitzert, Committee Member, indicated that he would support equal values for Council and Staff on an annual basis. The Committee agreed that a $150 annual allotment for both Council Members and staff would be appropriate and authorized staff to proceed with the plan. B. Council Committees Erickson presented draft ordinance language that would authorize the Council Chair or City Council to refer or assign any policy question to a standing committee. The intent of the proposal is to eliminate the need to schedule committees after informational meetings and allow the committee some discretion in scheduling a  meeting for referred items. She also indicated that there would be a requirement for three members to be present in order to conduct any committee meeting. Neitzert asked why a public notice requirement is being added since we already do that. Erickson explained that the ordinance would simply codify what the Council already does in practice. Council Member Janet Brekke provided input on the proposal. She stated that she supported this proposal because by eliminating routine committee meetings, Council Members will receive information as a whole. The proposal would use committees sparingly and allow for greater study of certain issues. She also spoke about the Friday morning Mayor's meeting and recommended those be eliminated as well. The proposal will be presented as a proposed ordinance at a future City Council meeting. C. Consent Agenda Erickson presented a proposal that would have Council Members identify contracts to pull from the consent agenda by 12 p.m. the day prior to a council meeting so that a representative from the administration can be present for the discussion. Failure to identify pulled items prior to this deadline would not place the administration under any obligation to have a representative present. During discussion, Neitzert indicated the proposal shows respect for staff time and allows ample time for staff and other to prepare for any discussion. Selberg reminded the committee that providing sufficient advanced notice has been an informal policy for quite some time. The committee agreed to have staff prepare draft language for the Policy and Procedures Manual. D. Council Reports Tom Greco, City Clerk, presented this item on behalf of Council Member Kiley who was unable to attend the meeting. Greco explained that the proposal would simply change the term "open discussion" on informational and committee agendas to "Councilor Reports" or "Councilor Comments." The intent of the change is to discourage extensive dialogue about policy matters that would otherwise be listed as an agenda item. It would also help to better manage time during meetings. This portion of the agenda would allow council members to make announcements or discuss matters of an administrative nature; policy issues will not be discussed or debated. Staff will prepare draft language to modify the agenda. E. National Citizen Survey Bixler provided a review of the process for preparing, administering, and receiving results for the National Citizen Survey. He explained that the cost during this budget cycle to prepare the survey for mailing next year is $5k while the cost incurred in 2021 will be $20k. He asked for direction as to whether or not to proceed with the survey. The committee agreed it should proceed. 4. Open Discussion Committee Member Alex Jensen indicated that he would be working on a proposal to adjust the timing of meetings and the order of business.  Neitzert asked the committee for clarification on how proposed changes to the Policy and Procedures Manual made during the meeting should be handled. Jim David, Chief of Legislation and Policy, indicated that staff will prepare draft language for consideration at a future City Council Meeting. Soehl spoke about the future of Friday morning meetings and suggested they will likely be discontinued. 5. Public Comment There was none. 6. Adjournment A motion was made by Committee Member Jensen and seconded by Committee Member Neitzert to adjourn at 10:57 a.m. Voice vote to adjourn. 4 Yes: Neitzert, Selberg, Jensen, Soehl; 0 No: (None). Motion Passed. Thomas M. Greco, City Clerk