* This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting. [00:03:27] THREE. COMMISSIONER WISE PRESENT. COMMISSIONER SHOTWELL. COMMISSIONER DEUS, VICE TRY . COMMISSIONER NOVI. THANK YOU. VICE CHAIR COLEMAN. OH, SORRY. PRESIDENT CHAIR POLL HERE. WE HAVE A QUORUM. THANK YOU. UM, JUST FOR YOUR INFORMATION, COMMISSIONER SHOTWELL IS DELAYED IN UNEXPECTED TRAFFIC, SO WE ARE GOING TO MOVE TO THE REGULAR AGENDA AND MOVE BACK TO THE ELECTION WHEN AFTER HE ARRIVES. UM, SO WE ARE ON THE REGULAR AGENDA. ITEM NUMBER ONE, RECOMMENDATION TO APPROVE THE MINUTES TO THE ETHICS COMMISSION MEETING OF WEDNESDAY, JULY 9TH, 2025. I HAVE A MOTION FROM FROM VICE CHAIR COLEMAN, SECONDED BY COMMISSIONER WISE, IS THERE ANY DISCUSSION, [1. 25-56414 Recommendation to approve the minutes for the Ethics Commission meeting of Wednesday, July 9, 2025.       Suggested Action: Approve recommendation. ] PUBLIC COMMENT, IF THERE ARE ANY MEMBERS OF THE PUBLIC THAT WOULD LIKE TO SPEAK. SEEING NONE MOVE TO A VOTE. MOTION CARRIES AGENDA. ITEM NUMBER TWO, RECOMMENDATION TO [00:05:01] RECEIVE AND FILE A BIANNUAL UPDATE FROM THE OFFICE OF ETHICS AND TRANSPARENCIES PUBLIC RECORDS ACT PROGRAM. I HAVE A MOTION FROM VICE CHAIR COLEMAN, SECONDED BY COMMISSIONER DE BENEDICTUS [2. 25-56416 Recommendation to receive and file a biannual update from the Office of Ethics and Transparency’s Public Records Act Program.       Suggested Action: Approve recommendation. ] AND WHO WILL BE MAKING THAT PRESENTATION. I'LL BE PRESENTING TODAY. THANK YOU. UM, YEP. SO HAPPY TO PROVIDE AN UPDATE ON OUR PRA PROGRAM. UM, WE'RE GONNA FOCUS JUST ON SOME UPDATED DATA FOR YOU, UH, SO YOU CAN SEE WHERE WE'RE AT ACROSS, UM, CITYWIDE PRAS, UM, AND THE DATES AND, UM, KIND OF HOW, HOW LONG WE'VE HAD SOME OF THE PRAS, AND THEN ALSO SOME OF THE POTENTIAL IMPACTS ACROSS THE DEPARTMENTS. SO IN TERMS OF THE PRAS, UM, THAT ARE OUTSTANDING RIGHT NOW, UM, WE HAVE ABOUT 300, OH, A LITTLE OVER 300 OPEN. UM, 53 OF THOSE ARE 30 DAYS PLUS, UM, 30 OF THOSE ARE 60 DAYS PLUS, AND THEN 19 ARE 90 DAYS PLUS. SO I'LL TALK A LITTLE BIT ABOUT THAT. AND THAT'S AS OF, UH, SEPTEMBER 5TH. SO, UH, THE END OF LAST WEEK. SO OF THE 53 REQUESTS THAT WERE RECEIVED OVER 30 DAYS AGO, UM, AS I MENTIONED, THERE'S, UM, THERE ARE STILL A NUMBER THAT ARE OVER 90 DAYS. UM, BUT AS WE'VE TALKED ABOUT BEFORE, A NUMBER OF THOSE ARE OPEN AND WE PROVIDE RECORDS ON A ROLLING BASIS. UH, SO THAT'S TYPICALLY WHAT WE SEE FOR SOME OF THE LONGER TERM PRAS IS THAT THEY'RE JUST LARGER REQUESTS AND THEY TAKE A LONG TIME TO PROCESS TO REDACT THE INFORMATION. UM, BUT WE DO WORK WITH DEPARTMENTS TO MAKE SURE THAT WE'RE PROVIDING AS MUCH RECORDS AS WE CAN AS QUICKLY AS WE CAN. AND SO THAT'S WHERE WE DO TYPICALLY A ROLLING UPLOAD OF RECORDS AS THEY'RE AVAILABLE, EVEN IF WE'RE NOT ABLE TO RESPOND TO THE ENTIRE, UM, REQUEST IN ONE UPLOAD. UM, THERE'S A NUMBER OF OTHER SPECIFICS, UH, FROM THE TEAM. UH, SOME OF THEM ARE OPEN, UM, YOU KNOW, FOR A VARIETY OF DIFFERENT REASONS. UM, LIKE SOME ARE JUST CLERICAL WE NEED TO ACTUALLY UPDATE IN THE SYSTEM. UM, ONES THAT, UM, NEED TO BE CLOSED OUT BUT MAYBE HAVEN'T BEEN. THERE'S, UM, A REQUEST THAT REMAINS OPEN, EVEN THOUGH STAFF HAVE RELEASED ALL THE AVAILABLE RECORDS, FOR EXAMPLE. SO AS WE GO THROUGH THIS PROCESS AND WE DO REGULAR REPORTS, WE CAN IDENTIFY SOME OF THOSE CHALLENGES, AND THEN WE WORK WITH THE DEPARTMENTS TO CLOSE OUT REQUESTS THAT ARE STILL OPEN IN THE SYSTEM. UM, SOME OF THEM, UM, SOMETIMES THE DEPARTMENTS DON'T PROVIDE A SPECIFIC RELEASE DATE OR QUOTE FOR WHEN THE RECORDS WILL BE AVAILABLE. AND SO AGAIN, WE TYPICALLY TRY TO WORK WITH THEM TO HAVE A CLEAR SENSE OF WHEN THOSE RECORDS WOULD BE PROVIDED TO THE REQUESTER. UM, AND THEN, LET'S SEE, UH, SEVERAL OF THE REQUESTS HAVE FUTURE RELEASE DATES, UM, AND, AND THAT THOSE ARE STILL ALSO UNDER REVIEW. AND THEN WE HAVE ONE REQUEST THAT'S OVERDUE FOR A RESPONSE TO THE REQUESTER. UM, AGAIN, IN IN THIS CASE, THE STAFF DENY INDICATE WHEN THE DUE DATE WOULD BE. UM, SO AGAIN, VARIETY OF, UM, REASONS POTENTIALLY WHY SOME OF THE PRAS MIGHT STILL BE OUTSTANDING. AND WE TRY TO WORK WITH THE DEPARTMENTS TO MAKE IT AS CLEAR OF A PROCESS AS POSSIBLE, LIKE PROVIDING A CLEAR, UH, RELEASE DATE AND QUOTE OF WHEN WE WILL BE ABLE TO PROVIDE THOSE RECORDS. SO, UM, EXCUSE ME. MM-HMM . THE NUMBERS HAVE JUMPED PRETTY SIGNIFICANTLY SINCE YOUR FEBRUARY PRESENTATION. UM, IN FEBRUARY, THERE WERE A TOTAL OF 1113 IN THESE THREE CATEGORIES CUMULATIVELY MM-HMM . AND IT'S NOW 140 SOMETHING. UM, NO, THIS WOULD BE, YOU CAN SEE THERE'S, UM, WELL, IT DEPENDS ON WHICH TIMELINE YOU'RE TALKING ABOUT, BUT 19 R 90 DAYS PLUS, OR 53 OR 30, DEPENDING ON THE TIMELINE. I'M SORRY IF THIS IS NOT CUMULATIVE. THERE'S 53 PLUS SIX PLUS 30 PLUS 19. UH, I'D HAVE TO DOUBLE CHECK WITH THE STAFF. I DON'T KNOW. I DIDN'T PULL THE REPORT. 89. OKAY. A LITTLE UNDER A HUNDRED, I GUESS, OR AROUND A HUNDRED STILL. BUT THAT'S A CUMULATIVE NUMBER, RIGHT? I BELIEVE SO, YEAH. AND THE CUMULATIVE NUMBER IN FEBRUARY WAS 13. SO WHAT'S HAPPENING? LIKE I SAID, I MEAN, IT COULD BE A VARIETY OF THINGS DEPENDING ON THE ACTUAL REQUEST. I DON'T, I MEAN, ANY DAY IT COULD BE A DIFFERENT NUMBER. UH, SO THAT'S ALSO, YOU KNOW, PART OF THE CHALLENGE IS THAT COULD BE, AND WE DO SEE OFTENTIMES AN INCREASE IN THE NUMBER OF REQUESTS, THE DIFFERENT TYPES OF REQUESTS THAT TAKE LONGER TO RESPOND TO. UM, AND LIKE I SAID, A NUMBER OF THESE ARE JUST WE'RE RESPONDING TO ON A ROLLING BASIS. SO THOSE WOULD BE LARGER REQUESTS THAT WE GET. UM, SO IT, IT'S KIND OF A, IT DEPENDS, UM, IN TERMS OF THE PATTERN, BUT DO YOU KNOW, LIKE I SAID, MOST OF THESE WE'RE RESPONDING [00:10:01] TO ON A ROLLING BASIS, SO WE'RE PROVIDING RECORDS ALONG THE WAY. THEY JUST TAKE LONGER TO ACTUALLY CLOSE OUT THE REQUEST. DO YOU KNOW IF THERE'S BEEN A SUBSTANTIAL INCREASE IN THE NUMBER OF REQUESTS COMING IN? I MEAN, ANECDOTALLY, YES. UM, BUT I DON'T KNOW THE NUMBER OFF THE TOP OF MY HEAD. THIS IS SOMETHING THAT WE'VE SEEN OVER THE LAST COUPLE YEARS, AT LEAST, AN INCREASE IN NUMBER OF REQUESTS AND A NUMBER OF DIFFERENT DEPARTMENTS WHERE WE'RE SEEING MORE REQUESTS FOR DIFFERENT TYPES OF RECORDS. UM, WE WORK VERY CLOSELY WITH SOME OF OUR DEPARTMENTS LIKE PUBLIC WORKS COMMUNITY DEVELOPMENT, THAT SEE, YOU KNOW, QUITE A FEW REQUESTS, AND ACTUALLY THAT'S ON SOME FUTURE SLIDES. BUT, UM, YOU KNOW, THEY, THEY HAVE A HUGE PRA REQUEST LOAD, UM, AND SOME OF THOSE TAKE A WHILE TO ACTUALLY PROVIDE ALL THE DOCUMENTATION. UM, AND THAT'S AGAIN, WHAT OUR TEAM IS THERE TO HELP SUPPORT AND TO THINK THROUGH STRATEGICALLY HOW DO WE, UH, I KNOW WE'VE TALKED ABOUT FOR THINGS LIKE RECORDS RETENTION, FINDING WAYS TO MINIMIZE THE NEED FOR P-R-A-P-R-A REQUESTS BY MAKING INFORMATION PUBLICLY AVAILABLE BEFORE A PRA IS EVEN REQUESTED. AND SO THAT'S WHERE WE TYPICALLY WORK WITH THE DEPARTMENT. WHEN WE SEE AN INCREASE IN DIFFERENT TYPES OF REQUESTS, LIKE FOR EXAMPLE, PUBLIC WORKS GETS A LOT OF REQUESTS FOR AS-BUILTS, WHICH ARE BASICALLY WHEN YOU GO THROUGH A DIFFERENT, UH, YOU KNOW, INFRASTRUCTURE CONSTRUCTION PROJECT AND THE FINAL BUILT PROJECT IS SLIGHTLY DIFFERENT THAN, YOU KNOW, WHAT WAS ORIGINALLY PLANNED OR DESIGNED, THEN A LOT OF FOLKS WILL WANT TO KNOW, WELL, WHAT'S THE, WHAT WAS IT ACTUALLY BUILT OR HOW WAS IT ACTUALLY BUILT? AND WHERE ARE THE SPECIFIC PIPES AND INFRASTRUCTURE UTILITIES, THAT KIND OF THING. UM, AND SO WE GET REQUESTS OFTENTIMES FOR AS-BUILTS FOR PUBLIC WORKS TAKES A WHILE FOR THEM TO ACTUALLY GO THROUGH AND PROVIDE ALL THE DOCUMENTATION THROUGH A PRA REQUEST THEY'VE ACTUALLY PUT ON OR BROUGHT ON A STAFF PERSON TO, AND THAT'S THEIR MAIN FOCUS IS TO MAKE AS-BUILTS PUBLICLY AVAILABLE SO THAT INSTEAD OF HAVING TO GO THROUGH A PRA REQUEST, THEY WOULD MAKE THOSE PUBLICLY AVAILABLE ON A WEBSITE. STILL TAKES A LONG TIME, OBVIOUSLY, TO GO THROUGH THE, THAT PROCESS. BUT AGAIN, THE IDEA WOULD BE HOPEFULLY REDUCE THE NUMBER OF PRA REQUESTS, UM, BE ABLE TO MAKE THOSE PUBLICLY AVAILABLE QUICKER. AND THEN, UM, WE WOULDN'T HAVE, YOU KNOW, AN INCREASE ON, ON THE PRA SIDE, SO THAT, THAT'S JUST AN EXAMPLE. BUT AGAIN, IT'S, UM, YOU KNOW, MOST OF THESE ARE ONES THAT ARE JUST LARGER REQUESTS THAT TAKE LONGER TO RESPOND TO. AND SO WE PROVIDE AS MUCH OF THE RECORDS AS WE CAN AS QUICKLY AS WE CAN. AND DO YOU THINK THERE'S ALSO STAFFING ISSUES? I KNOW AT LEAST IN ONE CASE YOU MENTIONED THAT THERE WERE COMPETING DEMANDS ON PEOPLE'S TIME. YEAH, SO EVERY DEPARTMENT, AGAIN, IT, IT JUST DEPENDS ON HOW MANY PRA REQUESTS COME IN. UM, BUT THEY DO EVALUATE, WE HAVE PRA LIAISONS SIMILAR TO THE ETHICS, UM, CHAMPIONS AND, UM, EQUITY CHAMPIONS ACROSS DEPARTMENTS. WE HAVE FOLKS THAT WE WORK DIRECTLY WITH THAT HELP TO, ON THE PRA SIDE COORDINATE ACROSS THEIR TEAMS FOR ALL THE RECORDS REQUESTS. AND SO, UM, YOU KNOW, AS TIME GOES ON, DIFFERENT DEPARTMENTS CHANGE THE CAPACITY AND THE RESOURCES THAT ARE NEEDED FOR THIS. SOME HAVE INCREASED THEIR CAPACITY IN TERMS OF PRA RESPONSE. UM, BUT AGAIN, SOME OF THE OTHER STRATEGIES IS TO PREVENT THE PRA FROM COMING IN IN THE FIRST PLACE BY ADDRESSING IT AHEAD OF TIME. UM, SO YEAH, WHERE THERE ARE CAPACITY CHALLENGES OR, UM, WHERE WE DO SEE AN INFLUX OF PRA REQUESTS, THAT'S TYPICALLY WHEN WE'LL TRY TO COORDINATE WITH THE DEPARTMENT TO SEE WHAT'S HAPPENING. IS IT A CAPACITY CHALLENGE? IS IT MAYBE A PROCESS ISSUE WHERE WE COULD PROCESS THESE MORE EFFICIENTLY IN SOME WAY? UM, IT REALLY IS KIND OF A VARIETY OF THINGS, JUST DEPENDING ON THE DEPARTMENT. THANKS. YEAH. UM, AND THEN AGAIN, THIS IS JUST SOME MORE INFORMATION ABOUT THE, THE LONGER ONES THAT ARE SIX MONTHS OPEN THAT WE'RE PROVIDING ON A ROLLING BASIS. AND THEN THIS GETS TO THE QUESTION ABOUT DEPARTMENTAL IMPACTS. THIS SHOWS THE, UH, DEPARTMENTS THAT HAVE RECEIVED THE MOST AMOUNT OF PRAS. SO COMMUNITY DEVELOPMENT OVER A QUARTER OF ALL PRAS, UM, OVER A THREE YEAR AVERAGE FIRE DEPARTMENT AFTER THAT. UM, AND THEN CITY MANAGER'S OFFICE, WHICH ALSO HELPS TO COORDINATE THE LEGISLATIVE DEPARTMENT, PRAS. UM, AND THEN, LET'S SEE, UM, EVEN ON THE BOTTOM PUBLIC WORKS, LIKE I MENTIONED, RECEIVES A SIGNIFICANT AMOUNT OF PRAS AS WELL. SO ACROSS THOSE, AGAIN, WE DO WORK WITH THE DEPARTMENTS TO UNDERSTAND, MAKE SURE NOT ONLY ARE WE RESPONSIVE TO THE PRAS, [00:15:01] THAT'S ONE OF THE MAIN OBVIOUSLY RESPONSIBILITIES OF OUR OFFICES TO TRY TO COORDINATE AND MAKE SURE THAT EVERYBODY'S ON TOP OF THOSE REQUESTS. BUT ALSO IF THERE ARE ISSUES IN TERMS OF CAPACITY THAT WE'RE ABLE TO WORK WITH THEM ON DIFFERENT SOLUTIONS AND, UM, YOU KNOW, TRYING TO HELP THEM STRATEGIZE IN TERMS OF RESPONSE. UH, AND THIS IS ANOTHER, ANOTHER, UM, DATA POINT THAT WE HAD TALKED ABOUT BEFORE. UM, BUT JUST LOOKING AT THE RECORDS RETENTION NUMBERS, AGAIN, AN INTEREST IN LOOKING AT OUR DEPARTMENTS, UM, YOU KNOW, WORKING THROUGH THEIR RECORDS RETENTION POLICIES AND EITHER DESTROYING AND TRANSFERRING RECORDS. UM, AND SO YOU COULD SEE THAT ACROSS THE YEARS. AND THAT'S IT FOR MY UPDATE, COMMISSIONER DE BENEDICTUS. UM, I'M, I'M WITH YOU ONLY 'CAUSE THE NUMBER WAS SO HIGH IN THE PAST. UH, I'D BE CURIOUS TO SEE WHY, 'CAUSE WE PROBABLY WON'T HEAR ABOUT, HEAR ANOTHER REPORT FOR ANOTHER SIX MONTHS. IS THAT GENERALLY HOW WE WORK THIS? SO IT'LL BE PROBABLY NOT UNTIL FEBRUARY AND HOPEFULLY IT'LL BE APPRECIABLY LOWER. I WAS WONDERING, UH, DO WE THINK THAT THESE ARE SEASONAL? UM, OR, UH, CAN YOU GIVE US A LITTLE BIT MORE INFORMATION ON ROOT CAUSE MAYBE, UM, RATHER THAN JUST BY THE DEPARTMENTS, UM, UH, ON THE NEXT REPORT, AND HOPEFULLY IT WILL BE MUCH LOWER, BUT IT DOES SEEM LIKE WE'RE WE'RE DOING GOING THE WRONG DIRECTION. WE'RE GOING THE WRONG DIRECTION. EXACTLY. I'D LIKE TO SEE EVEN A BETTER AVERAGING BASED ON THE PREVIOUS, AND THEN, UM, WE KIND OF DON'T KNOW HOW WE'RE DOING IN 2025, UH, ON RECORD RETENTION, BUT WE'LL PROBABLY HEAR MORE ABOUT THAT. THAT DOESN'T, WE DON'T GET A REPORT ON THAT UNTIL THE END OF THE YEAR, BASICALLY, WHEN IT'S ALL THE INFORMATION IS CONSOLIDATED. I MEAN, WE CAN WORK AT THE CLERK'S OFFICE, THEY'RE THE ONES THAT PROCESS THE RECORDS RETENTION, DESTRUCTION REQUESTS, OR, UM, TRANSFERS. OKAY. SO, I MEAN, WE CAN WORK WITH THEM TO GET A, YOU KNOW, AN UPDATE ON THEIR NUMBERS WHENEVER WOULD BE OF INTEREST. THAT WAS JUST MORE, ORIGINALLY THE REQUEST WAS TO UNDERSTAND THAT IN TERMS OF ITS RELATION TO POTENTIALLY MINIMIZING THE NUMBER OF PRAS, UM, IF WE WERE TO BE KIND OF ON TOP OF THE RECORDS RETENTION, UM, IN OTHER WORDS, LIKE SOME OF THE PREVIOUS, UM, LONGER TERM RECORDS REQUESTS THAT TOOK A LONGER TIME TO RESPOND TO WAS BECAUSE WE HAD MORE RECORDS THAN WE PROBABLY SHOULD HAVE BASED ON NOT FOLLOWING UP WITH OUR RECORDS RETENTION. SO WE HAD RECORDS LASTING, YOU KNOW, BEFORE OUR RECORDS RETENTION POLICY WOULD'VE REQUIRED. SO OF COURSE THEN THAT TAKES LONGER TO RES REDACT AND RESPOND TO MM-HMM . UM, BUT WE WOULD BE HAPPY TO WORK WITH THE CLERK'S OFFICE TO GET AN UPDATED NUMBER WHENEVER YOU'D BE OF INTEREST. OKAY. THANK YOU. THANK YOU FOR YOUR REPORT, COMMISSIONER WISE. YEAH. UM, THANK YOU. I THINK, UH, I HAVE A COUPLE QUESTIONS AND THEN A COUPLE COMMENTS. UM, I DIDN'T QUITE UNDERSTAND WHEN A REQUEST IS MADE AND, AND THE RESPONSE IS GOING TO BE PROVIDED ON AN ENROLLING BASIS, DOES THE PERSON REQUESTING THE RECORDS GET NOTICE THAT THAT'S HOW THE RECORDS ARE GONNA BE PROVIDED AND OR ARE THEY PROVIDED A SCHEDULE OF WHEN THEY CAN EXPECT TO HEAR NEXT OR YES. WHEN TO BE COMPLETED? YEAH, SO WE WILL USUALLY SAY ESSENTIALLY, YOU KNOW, THIS IS A LARGE REQUEST. WE DO HAVE RECORDS. HERE'S A BATCH OF RECORDS. WE'LL PROVIDE THE NEXT ONE BY TWO WEEKS OR THREE WEEKS, OR WHATEVER IT MIGHT BE. UM, AND TYPICALLY WE DO TRY TO DO BATCHES OF RECORDS WITHIN A TWO TO FOUR WEEK PERIOD. OKAY. UM, WE HAVE SOME VERY LARGE REQUESTS, OBVIOUSLY THAT TAKE A LONG TIME TO GET THROUGH. UM, AND SO WE ARE AS COMMUNICATIVE AS POSSIBLE ABOUT KIND OF THE TIMELINE FOR UPLOADS. UM, AND THEN IN SOME OF THE CASES THAT WERE MENTIONED HERE, IT'S MAYBE INSTANCES WHERE WE HAVEN'T DONE THAT, BUT WE CAN FOLLOW THROUGH WITH THE DEPARTMENT TO SAY, HEY, WE NEED TO PROVIDE A SPECIFIC TIMELINE SO THAT ON OUR END AT LEAST WE KNOW ARE WE ACCOUNTABLE TO THE TIMELINES THAT WE'RE PROVIDING. DOES, DOES THAT RESPONSE GO OUT FROM THE OET? DOES IT GO OUT FROM THE DEPARTMENT WHO SENDS OUT THAT RESPONSE TO THE REQUESTER? UH, JUST DEPENDS ON THE REQUEST, BUT USUALLY IT WOULD BE FROM THE DEPARTMENT THAT'S ACTUALLY RESPONDING. UM, BUT IN SOME CASES, UM, YOU KNOW, WE'RE COORDINATING DIRECTLY WITH THE DEPARTMENT TO SAY, HEY, WE ACTUALLY NEED TO KNOW WHAT THE TIMELINE IS, AND THEN WE'RE HELPING TO KIND OF COORDINATE THAT AS WELL. SO, BUT TYPICALLY, UH, MOST OF THE [00:20:01] RESPONSES ARE GONNA BE DIRECTLY FROM THE DEPARTMENT THAT ARE WORKING ON THE, ON THE REQUEST ITSELF. OKAY. AND INSIDE THE OET, HOW MANY EMPLOYEES ARE WORKING ON THIS? UH, WE HAVE TWO FULL-TIME PEOPLE THAT ARE WORKING ON PRA COORDINATION. UM, AND THAT INCLUDES EVERYTHING FROM KIND OF THE DAY-TO-DAY WORKING WITH DEPARTMENTS, HELPING TO ENSURE THAT WE'RE PROCESSING, YOU KNOW, ALL THIS, ALL THE REQUESTS THAT ARE COMING IN THAT THE DEPARTMENTS ARE KIND OF ON TOP OF IT. AND THEN ALSO TRAINING MATERIALS THEY'VE DEVELOPED, UM, COORDINATING WITH ALL THE LIAISONS. SO IT'S A VARIETY OF TASKS, BUT, UH, TWO FOLKS THAT ARE INVOLVED IN THAT ON A DAY TO DAY. OKAY. AND ARE THEY, YOU SAY THEY'RE FULL-TIME, SO I UNDERSTAND THEY'RE FULL-TIME EMPLOYEES. ARE THEY FULL-TIME DOING PRA REQUESTS, OR ARE THEY, IS THAT JUST PART OF THEIR JOB? NO, THERE WOULD BE TWO, TWO FULL-TIME PEOPLE WORKING ON PRAS, ALTHOUGH ONE OF THEM DOES HELP OUT ALSO WITH THE ETHICS COMMISSION AND ETHICS PROGRAM, UM, ACTIVITIES AND TASKS. SO, UH, DEPENDS ON THE MONTH AND CAPACITY. UM, BUT YEAH, I MEAN, THEIR PRIMARY FOCUS IS RELATED TO THE PRA PROGRAM. OKAY. OKAY. AND WOULD ANY ADDITIONAL STAFFING IN THE OET FOR PUBLIC RECORDS, UH, HELP PROMOTE THIS OR, OR SPEED THIS UP? OR WOULD IT BE NECESSARY TO, IS THE STAFFING ISSUE MORE IN THE DEPARTMENTS THAT ARE BEING HIT WITH THESE REQUESTS AND HAVE TO ACTUALLY DO THE DIGGING? WELL, WE DO HAVE A SIGNIFICANT THAT ARE COORDINATED THROUGH THIS TEAM, THROUGH LIKE THE CITY MANAGER'S OFFICE REQUESTS OR THE LEGISLATIVE DEPARTMENT. BUT, UM, I WOULD SAY, YEAH, I MEAN, IN TERMS OF THE STAFFING NEEDS, UM, YOU KNOW, EACH DEPARTMENT KIND OF HAS THEIR OWN, UH, RESOURCE NEEDS AND CHALLENGES. BUT I, I THINK IN OUR, IN TERMS OF OUR TEAM AND OUR FOCUS, UM, WE HAVE THE CAPACITY THAT WE NEED TO BE ABLE TO MONITOR AND, AND, UM, WORK WITH THE DEPARTMENTS AS WELL AS PROVIDE TRAINING MATERIALS AND ALL THE OTHERS. OKAY. UM, I DO THINK IT WOULD BE HELPFUL IN THE FUTURE WHEN THESE REPORTS ARE MADE TO, TO THIS COMMISSION THAT WE SEE COMPARATIVES, SO THAT IN THIS ONE REPORT WE HAVE THE, THE NUMBERS FROM THE LAST REPORT. AND THEN MAYBE WE COULD ALSO, YOU KNOW, AS TIME GOES ON, CREATE A GRAPH THAT WOULD SHOW WHAT IS HAPPENING. BECAUSE I THINK THAT MIGHT BE INSTRUCTIVE TO EVERYBODY TO, TO, TO UNDERSTAND THAT. UM, AND I'LL JUST SAY FOR MYSELF, I WAS ELATED THAT IT SEEMED LIKE WE WERE ON TOP OF THIS, AND NOW IT SEEMS LIKE WE'VE, WE HAVE BACKTRACKED, AND THAT IS, THAT IS, COMMISSIONER WISE, SORRY TO INTERRUPT YOU. UH, DO YOU MIND PULLING YOUR MICROPHONE DOWN SO WE CAN BETTER CAPTURE YOUR AUDIO? AUDIO? AND THAT IS, THANK YOU. WE, WE KNOW IT APPEARED LAST TIME THAT WE WERE, YOU KNOW, ON TOP OF THIS AND IN MADE GREAT STRIDES, AND NOW IT APPEARS THAT, UM, YOU KNOW, WE'RE IN A POSITION WHERE THE CITY'S SOMEWHAT OVERWHELMED BY THESE AGAIN, AND, AND THAT SLOWNESS IS, IS IS NOT GOOD FOR THE TRANSPARENCY, UH, YOU KNOW, AND GIVING THE PUBLIC CONFIDENCE IN, IN WHAT'S GOING ON IN, IN CITY HALL. SO THIS MIGHT SEEM MINOR, BUT I, I THINK THAT IT IS IMPORTANT TO KEEP UP WITH THIS IN ORDER TO KEEP THE CONFIDENCE OF THE, OF THE PUBLIC IN ALL THE WORK THAT'S BEING DONE AT CITY HALL. SO, UH, SO ANYWAY, I THINK THAT TRENDING INFORMATION INCORPORATED INTO THIS REPORT, AND ONCE IT GETS STARTED, IT SEEMS LIKE IT WOULD BE PRETTY, YOU KNOW, PRETTY EASY TO UPDATE IT AND KEEP IT GOING, JUST A SLIDE OR TWO EXTRA TO, TO PROVIDE THAT AND SUPPLEMENT IT AS THINGS GO ON. SO. RIGHT. BUT THANK YOU. UM, YEAH, HAPPY TO PROVIDE THAT. I, I WILL SAY, I MEAN, IT'S HARD TO SAY THAT IT'S, WE'RE NOT ON TOP OF IT BECAUSE THE NUMBER GOES UP. IT REALLY DEPENDS ON THE NUMBER AND THE TYPE OF REQUEST THAT COMES IN. SO IF IT'S A SUBSTANTIAL RPRA, IT WOULD BE DIFFICULT TO PROVIDE A LOT OF THOSE SUBSTANTIAL LONG STANDING PRAS WITHIN LIKE A 30 DAY PERIOD JUST BASED ON THE, THE SCALE OF SOME OF THESE REQUESTS. SO WHAT I THINK, YOU KNOW, I'M HAPPY TO PROVIDE THE, YOU KNOW, OVER TIME WHAT DOES THIS LOOK LIKE, BUT ALSO I THINK THE ANALYSIS OF, YOU KNOW, WHAT ARE WE SEEING IN EACH SIX MONTH PERIOD, IS IT DIFFERENT TYPES OF REQUESTS THAT ARE MAYBE TAKING LONGER? UM, WELL, IT, IT OCCURS TO ME THAT IT, I MEAN, LIKE, WHEN WE'RE JUST WIND, YOU KNOW, THE BUDGET PROCESS IS JUST WINDING UP. IT, IT SEEMS TO ME LIKE MAYBE AROUND AS BUDGET TIME HEATS UP, PEOPLE ARE LIKE, WELL, I WONDER ABOUT THIS, I WONDER ABOUT THAT. AND THAT THERE MIGHT BE MORE REQUESTS BEING MADE, I DON'T KNOW. BUT IF THAT WAS TRUE AND, AND IT WAS ANTICIPATED, THEN IT MIGHT MAKE IT EASIER FOR THE CITY TO FIGURE OUT HOW TO, HOW TO, HOW TO [00:25:01] STAFF THE, I'M GONNA CALL IT THE PUBLIC REC, THE, THE PUBLIC RECORD REQUEST PART OF THE CITY, THE PEOPLE WORKING ON THAT. IT WOULDN'T BE, YOU KNOW, BUT IF IT'S, UM, IF, I DON'T KNOW IF THERE'S GONNA BE ANY TRENDS, BUT I THINK THE INFORMATION WHICH WOULDN'T, MIGHT BE THAT HARD TO COLLECT, COULD BE USEFUL, UM, TO PLANNING AND TO MAKING MORE EFFICIENT USE OF THE EMPLOYEES THAT WE, THAT WE HAVE. SO, MY THOUGHTS. THANK YOU, COMMISSIONER. UH, NOR DID YOU HAVE, YEAH, THANK YOU, CHAIR. THANKS, TYLER. UM, JUST A COUPLE OF, UH, COMMENTS. UM, I DO APPRECIATE, UH, THE REPORT IS TRANSPARENT ON SOME OF THE ISSUES LIKE ACKNOWLEDGING THE OVERDUE AND MISMANAGED, UH, REQUESTS. AND ALSO YOU'RE CANDID ABOUT, UH, SOME OF THE STAFF SHORTAGES DEDICATED TO THE PRA REQUESTS. SO I APPRECIATE THAT. UM, IN TERMS OF LIKE WHEN YOU USE ROLLING BASIS AND THEN THE SIX MONTH DELAYS AND THE STAFFING ISSUES, OR THE STAFFING STRAINS, IT, IT, COULD THIS BE A COMPLIANCE RISK FOR THE CITY OR EXPOSE THE CITY TO LEGAL CHALLENGES? SO THE MAIN LEGAL REQUIREMENT IS TO RESPOND WITHIN 10 DAYS OF WHETHER WE HAVE RECORDS OR NOT. SO I THINK THAT'S TYPICALLY THE FIRST STEP IN TERMS OF, UM, YOU KNOW, LEGAL COMPLIANCE, WHICH IS TYPICALLY A PRETTY EASY THING TO, TO RESPOND TO. UM, BUT ACTUALLY IN SOME CASES IT'S, IT'S NOT QUITE SO SIMPLE. UH, SO WE DO HAVE A PROCESS POTENTIALLY IF WE DON'T KNOW WITHIN A 10 DAY PERIOD, WHETHER WE HAVE RECORDS, WE CAN ASK FOR AN EXTENSION. I THINK IT'S ABOUT 14 DAYS. UM, SO THE VAST MAJORITY OF THE REQUESTS THAT WE GET IN, UM, WE'RE ABLE TO MEET THAT FIRST LEVEL OF COMPLIANCE. THEN THE QUESTION OF, WELL, HOW LONG UNTIL WE GET ALL THE RECORDS AND ACTUALLY CLOSE IT OUT? UM, THAT'S WHERE IT'S, AT LEAST MY UNDERSTANDING FROM THE LAW IS THAT IT'S A LITTLE BIT MORE FLEXIBLE IN TERMS OF HOW LONG IT MAY TAKE TO RESPOND AND PROVIDE ALL THE RECORDS, AS LONG AS WE'RE MAKING A REASONABLE EFFORT TO TRY TO GATHER AND, AND, YOU KNOW, PROVIDE THOSE. AND THAT'S WHERE I THINK THE ROLLING BASIS IS REALLY HELPFUL, UM, BECAUSE WE CAN MAKE PROGRESS ON A REGULAR BASIS WITHOUT KIND OF JUST, YOU KNOW, WAITING A SIX MONTH PERIOD TO RELEASE THEM ALL. AND SO IN THAT CASE, AS YOU KNOW, AGAIN, MY UNDERSTANDING FROM THE ATTORNEY, AND MAYBE, I DON'T KNOW IF ASHLEY WOULD LIKE TO CHIME IN AT ALL, BUT, UM, YOU KNOW, WE HAVE LOWER KIND OF LEGAL RISK, UH, WHEN IT COMES TO RESPONDING AFTER THAT 10 DAY PERIOD, AS LONG AS WE'RE MAKING THAT REASONABLE EFFORT. AND WE'RE, YOU KNOW, AGAIN, PROVIDING RECORDS AS AS WE CAN AND NOT JUST HOLDING ON FOR, YOU KNOW, AN EXTENDED PERIOD OF TIME. OKAY. AND THEN, UH, JUST, UH, JUST A THOUGHT THAT YOU AND YOUR STAFF MAY WANT TO CONSIDER, UM, PERHAPS IN, IN ANOTHER REPORT OR SUBSEQUENT REPORT. IS THERE A WAY THAT YOU MIGHT BE ABLE TO PROVIDE SOME, UH, CONCRETE REMEDIES OR TIMELINES TO IMPROVE, UH, WHAT WE'VE BEEN DISCUSSING? I MEAN, I KNOW YOU SAID, I THINK YOU MENTIONED YOU THAT THERE WERE GONNA BE TWO NEW HIRES. IS IS THAT WHAT YOU SAID? UH, NO, THAT WE HAVE TWO PEOPLE FULL-TIME THAT ARE WORKING IN OUR OFFICE, AT LEAST ON THIS. OKAY. YEAH. YEAH. 'CAUSE IT, IT WOULD BE NICE TO KNOW, JUST KIND OF GET AN IDEA OF HOW DO WE RESOLVE THIS? UM, DOES STAFF HAVE HAVE A PROPOSAL ON HOW TO MOVE FORWARD TO BE CAUGHT UP WITH THESE NUMBERS? JUST A THOUGHT. UM, OTHERWISE, THANK YOU VICE CHAIR COLEMAN. UH, THANK YOU SO MUCH, TYLER, UH, FOR THE REPORT, UM, AS WELL AS YOUR TEAM THAT, UH, HELPED PULL THE NUMBERS. UM, YOU TOUCHED ON THIS, UM, BUT THE WORK OF YOUR TEAM OF TRYING TO ADDRESS SOME, UH, SOME OF THE REQUESTS THAT COME IN QUITE OFTEN. CAN YOU DISCUSS, PERHAPS IF YOUR TEAM IS ANALYZING AT ALL, UM, REQUESTS THAT TYPICALLY COME IN FREQUENTLY TO THE EXTENT THAT Y'ALL ARE, UM, PERHAPS HOW YOU'RE WORKING WITH THE DIFFERENT DEPARTMENTS ON PROVIDING THAT, YOU KNOW, UH, TRANSPARENCY PRIOR TO PRAS, UH, BEING SENT TO YOUR OFFICE OR THE DEPARTMENTS TO TRY TO GET AHEAD OF SOME OF THESE THINGS? SO, UM, THAT, YOU KNOW, THE STAFF ISN'T GETTING OVERWHELMED BY THESE REQUESTS. YEAH. AT THIS POINT, A LOT OF IT IS WHEN WE KIND OF SEE AN ISSUE WHERE IT TAKES LONGER TO RESPOND, OR, HEY, THIS DEPARTMENT OR TEAM OR THE TYPE OF REQUEST IS TAKING LONGER TO RESPOND TO, THAT'S TYPICALLY WHEN WE CAN KIND OF IDENTIFY IT SURE. UM, FROM OUR TEAM. AND THEN WE TRY TO TROUBLESHOOT FROM THERE. UM, [00:30:01] BUT I DO THINK THAT THIS IS SOMETHING THAT, YOU KNOW, IN TALKING WITH THE TEAM, WE, WE ARE VERY INTERESTED IN FINDING WAYS TO MAKE THINGS MORE KIND OF EFFICIENT AND EASIER ON ALL OF THE STAFF. 'CAUSE AGAIN, THE, I MEAN, THIS, IT EBBS AND FLOWS, IT DEPENDS ON THE REQUESTS THAT COME IN AND WHAT TYPES AND THINGS. BUT, UM, YOU KNOW, EVERYTHING THAT WE CAN DO TO TRY TO MINIMIZE THAT IMPACT, UM, ON THE PRA RESPONSE BY MAKING THINGS PUBLIC POINTING TO WHERE, YOU KNOW, FOLKS CAN FIND DOCUMENTS ONLINE HELPS TO ALLEVIATE THAT PRESSURE ON STAFF. SO WE ARE TRYING TO FIND WAYS TO BE MORE PROACTIVE AND, AND EVEN, UM, YOU KNOW, WITH THE TRAININGS, SHOW THEM A VARIETY OF DIFFERENT OPTIONS BEFORE A PRA EVEN COMES IN. SO, UM, ONE EXAMPLE, ACTUALLY, JORGE AND I HAVE WORKED ON A, A COUPLE PRAS RELATED TO, UM, OLYMPICS RELATED DOCUMENTS THAT HAVE COME IN AND IT'S ESSENTIALLY THE SAME PRA, BUT DIFFERENT TIMELINES. AND WE CAN ACTUALLY UPLOAD ON, UM, THE PRA SITE FOR ANYBODY WHO'S INTERESTED IN THE RECORDS THAT WERE PROVIDED RELATED TO, YOU KNOW, THIS TYPE OF A REQUEST. IT'S ALREADY AVAILABLE, SO YOU WOULDN'T HAVE TO REQUEST, YOU KNOW, THE SAME THING. UM, THAT'S THE TYPE OF THING THAT EVERY DEPARTMENT WOULD BE ABLE TO DO. UM, DEPENDING IF THEY'RE GETTING, YOU KNOW, ONE ISSUE KEEPS COMING UP, IT'S THE SAME, YOU KNOW, UM, PROGRAM OR POLICY ISSUE OR SOMETHING VERY SIMILAR, PRAS ARE COMING IN, WE CAN UPLOAD THE SAME MATERIALS ESSENTIALLY TO THE WEBSITE, AND HOPEFULLY AT THAT POINT, EITHER PREVENT MORE PRAS ON THE SAME EXACT THING BY POINTING THEM TO THE, THE INFORMATION THAT'S AVAILABLE. UM, OR AT LEAST MINIMIZE, YOU KNOW, WELL, PART OF THIS PRA IS ALREADY ADDRESSED IN THIS DOCUMENT YOU CAN FIND HERE. AND THEN THE TEAM CAN WORK ON A MORE FOCUSED PRA. SO I THINK YOUR POINT AND, AND THE COMMISSIONS AROUND FINDING WAYS TO BE MORE, UM, PROACTIVE AROUND LIKE IDENTIFYING THOSE PATTERNS AND TRYING TO HELP THE STAFF. THAT'S DEFINITELY SOMETHING THAT WE'RE WORKING ON AT THIS POINT. WE'VE FOCUSED ON SOME OF THE PROBLEMATIC AREAS, TROUBLESHOOTING THOSE, BUT THEN HOW DO WE BUILD ON THOSE, UM, SOLUTIONS, YOU KNOW, WHERE, HEY, THIS MIGHT WORK FOR ALL THE OTHER DEPARTMENTS THAT ARE FACING MAYBE A SIMILAR CHALLENGE AS WELL. SO SOMETHING WE'LL DEFINITELY CONTINUE TO WORK ON AND, UH, BE HAPPY TO BRING BACK MORE KIND OF ANALYSIS OF THE PATTERNS AS WELL, SO WE CAN, UH, TALK ABOUT THAT WITH YOU ALL, YOU KNOW, IN THE NEXT UPDATE. FANTASTIC. AND, AND, AND JUST ONE FOLLOW UP, I THINK ON THAT IS, UM, YOU KNOW, LET'S TAKE THE OLYMPIC EXAMPLE THAT, THAT YOU KIND OF BROUGHT FORTH. SAY YOU KEEP GETTING A CERTAIN TYPE OF PUREE, UM, YOU HAVE IT NOW FOR A CERTAIN TIMELINE, UM, BUT YOU MIGHT ANTICIPATE THAT IT WILL COME UP AGAIN. IS THERE A WAY THAT, UM, YOU KNOW, WEEKLY OR BIWEEKLY OR EVEN, YOU KNOW, MONTHLY, THOSE NUMBERS CAN, YOU KNOW, EITHER BE PUT OFF TO THE SIDE OR JUST UPLOADED? UM, SO BECAUSE YOU KIND OF ARE ANTICIPATING SOME OF THESE QUESTIONS, UM, THAT THEN THE TEAM DOESN'T HAVE TO GO BACK AND PULL LOTS OF DOCUMENTS, THEY JUST SAY, HEY, YOU KNOW, THIS IS SOMETHING THAT WE KEEP TRACK OF EVERY WEEK, OR THIS IS SOMETHING THAT WE KEEP TRACK OF EVERY MONTH. UM, IS THERE, HAS THERE BEEN ANY THOUGHTS SURROUNDING THAT KIND OF ACTION? YEAH, I THINK THAT'S, UM, IT DEPENDS ON THE, THE SPECIFIC THEME, BUT THE AS-BUILTS ARE A GOOD EXAMPLE OF THAT WHERE IT'S LIKE, THAT SHOULD NOT BE OUR PRA REQUEST. THAT SHOULD BE INFORMATION THAT'S PUBLICLY AVAILABLE. UM, AND I MEAN, I'M, I HAVE, CAN'T THINK OF ANOTHER SPECIFIC EXAMPLE LIKE THAT, BUT DEFINITELY THINKING IN THAT WAY OF, HEY, WE'RE, WE'RE CONTINUING TO SEE KIND OF A LONGER RESPONSE TIME FOR THIS TYPE OF PRA OR THIS SPECIFIC ISSUE. UM, YOU KNOW, WHAT ARE THE DIFFERENT STRATEGIES WE CAN GET THAT INFORMATION OUT INTO THE PUBLIC AHEAD OF TIME? UM, SO YEAH, I, I DEFINITELY THINK THAT'S PART OF THE CONVERSATION IS JUST, UM, SO FAR BEEN KIND OF FOCUSED ON SPECIFIC, UM, TEAMS OR DEPARTMENTS WHERE THEY'VE FACED THOSE CHALLENGES. AND THEN WE CAN, I THINK, UM, PROBABLY DO A BETTER JOB OF SPREADING OUT ACROSS ALL THE TEAMS, LIKE, HERE'S A POTENTIAL SOLUTION IF YOU'RE SEEING THE SAME ISSUE OR LIKE PATTERN IN YOUR OWN, UM, PRAS THAT ARE COMING IN. YEAH. FANTASTIC. AND THEN THAT REALLY LEADS, WELL TO MY, MY FINAL QUESTION, DEPENDING ON YOUR ANSWER, UH, OF, YOU KNOW, IS THERE EVER AN ANALYSIS PER DEPARTMENT, RIGHT? IF YOU KNOW THERE'S A, UH, DEPARTMENT THAT TYPICALLY HAS THESE LONGER RESPONSE TIMES, UM, DOES YOUR OFFICE KIND OF LOOK AND SAY, HEY, YOU KNOW, PUBLIC WORKS SEEMS TO HAVE LONGER RESPONSE TIMES, UM, AND TROUBLESHOOT IT THAT WAY? YEAH. AND AGAIN, WITH THE KNOWLEDGE THAT IT'S SE IT MIGHT BE SEASONAL OR NEW REQUESTS MIGHT COME UP. YES. YEAH, ABSOLUTELY. THAT'S SOMETHING THAT OUR TEAM IS ABLE TO DO IN TERMS OF, [00:35:01] WE MANAGE THE CONTRACT FOR GOV QA PLATFORM, AND SO WE WORK WITH ALL THE TEAMS TO SET THEM UP IN THE, THE PLATFORM AND MAKE SURE THAT THEY'RE ABLE TO, YOU KNOW, BE RESPONSIVE, BUT WE ALSO ARE ABLE TO DO THE, THE REPORTING ESSENTIALLY AND TRACK ACROSS THE DEPARTMENTS. AND SO YEAH, WE, WE OFTEN HAVE, YOU KNOW, AREAS WHERE IT'S LIKE, HEY, WE SEE A PATTERN OF, YOU KNOW, TAKES LONGER TO RESPOND FROM THIS TEAM OR THIS DEPARTMENT. AND THAT'S WHERE WE WORK CLOSELY WITH THE, UM, THE PRA LIAISONS IN EACH OF THOSE DEPARTMENTS TO KIND OF UNDERSTAND FROM THEM TOO. AGAIN, WE'RE NOT NECESSARILY THE EXPERT ON THE, THE PATTERNS, UM, BUT WE TRY TO ASK THEM, WELL, WHAT ARE THE TYPES OF REQUESTS THAT YOU'RE GETTING? AND WHAT ARE THE ISSUES THAT YOU'RE FACING? WHY IS IT TAKING LONGER IN THESE TYPES OF, UM, YOU KNOW, RECORDS? AND SO, YEAH, WE DO HAVE REGULAR COMMUNICATION WITH THE LIAISONS, BUT THEN WE'VE ACTUALLY BEEN WORKING ON A KIND OF A, A PROCESS FOR WHEN THERE'S ISSUES, HOW DO WE ESCALATE THAT AND MAKE SURE THAT MORE EYES ARE KIND OF ON THIS ISSUE. SO IT'S NOT JUST US WORKING DIRECTLY WITH THE PRA LIAISON, BUT WE LOOP IN, YOU KNOW, THE, UM, THE BUREAU MANAGER SOMETIMES, OR EVEN THE DEPARTMENT DIRECTOR DEPENDING ON, ON THE ISSUE. UM, AND SO WE DO THAT SORT OF ON A CASE BY CASE BASIS WITH THE DEPARTMENTS AND MAKE SURE THAT WE'RE, UM, WORKING WITH THEM THROUGH THOSE ISSUES. AND AGAIN, PROVIDING ESSENTIALLY A SERVICE TO THEM TO SAY, WELL, HERE ARE SOME DIFFERENT IDEAS OR SOLUTIONS THAT MIGHT WORK, UM, AND TROUBLESHOOT IT WITH THEM. WE DO THAT ON A, UM, ON A REGULAR BASIS WITH EACH OF THE DEPARTMENTS. YEAH. THANK YOU. AND THEN MY LAST POINT IS LESS OF A QUESTION AND MORE OF A COMMENT IS, YOU KNOW, I KNOW AI IS A HOT BUTTON TOPIC AND IT HAS PLUSES AND MINUSES, BUT IN THIS EXAMPLE, UM, IT, IT MIGHT BE WORTH PERHAPS INVESTIGATING, UM, IF AI CAN BE BROUGHT IN TO HELP MANAGE, IT SEEMS LIKE STAFFING IS REALLY AN ISSUE AND PULLING OF THE DOCUMENTS. AND SO IF PERHAPS THOUGHT CAN BE PUT INTO PERHAPS TRAINING OR BUILDING WITHIN THE CITY AND AI THAT CAN HELP MANAGE SOME OF THESE PRA REQUESTS, UM, AND JUST GET THE INFORMATION MORE QUICKLY, UM, AND THEN HAVING THE STAFF THEN GO ON AND DO A SITE CHECK OF IT, UM, IT MIGHT BE A WAY TO, TO, YOU KNOW, UTILIZE AND CONTINUE TO BUILD TRUST, UM, IN THAT TRANSPARENCY. UM, SO SOMETHING TO CONSIDER. I KNOW THERE'S LOTS OF THINGS, YOU KNOW, ONCE YOU BRING AI IN, UM, BUT JUST PERHAPS SOMETHING FOR THE DEPARTMENT, UH, OR, UM, THE CITY MANAGER'S OFFICE TO CONSIDER. YEAH, I AGREE. AND THAT'S SOMETHING IN TERMS OF OUR TRAINING WITH THE DEPARTMENTS THAT WE CAN SHARE HERE ARE TOOLS THAT ARE AVAILABLE, AND SOME OF IT IS PRETTY STRAIGHTFORWARD TYPE OF, UM, I MEAN, I DON'T KNOW IF IT WOULD TECHNICALLY BE AI, BUT EVEN IN ADOBE WHERE YOU CAN FIND ALL THE SAME PHONE NUMBER AND EASILY REDACT IT, AND SO YOU DON'T HAVE TO GO PAGE BY PAGE. THAT'S THE TYPE OF THING WHERE IT'S LIKE, UH, IT CAN BE MUCH QUICKER IN TERMS OF THE REDACTION PROCESS. SO THAT, AGAIN, IS SOMETHING WHERE OUR TEAM IS LOOKING AT. UM, AND THIS IS SOMETHING ACTUALLY JORGE HAS SHOWN THE PRA TEAM, SOME, SOME TRICKS ON LIKE ADOBE AND, AND OUTLOOK AND DIFFERENT WAYS TO, UH, YOU KNOW, PULL EMAIL RECORDS QUICKLY AND TO REDACT THEM. THOSE ARE THE TYPES OF THINGS. ONCE YOU KNOW, WHEN, WHEN WE KNOW ABOUT THEM, WE CAN SHARE THAT WIDELY. WHEN DEPARTMENTS EVEN FIND, HEY, THIS IS KIND OF AN IDEA AND SOLUTION, WE CAN SHARE THAT ACROSS THE LIAISONS. UM, WE ALSO SOMETIMES GET, YOU KNOW, COMPANIES THAT REACH OUT SAYING LIKE, WELL, WE HAVE A SOLUTION TO THIS ISSUE, AND WE HAVE AN OPPORTUNITY AT LEAST TO LEARN MORE, YOU KNOW, AROUND WHAT'S, WHAT'S OUT THERE. AND I THINK AI IS DEFINITELY ONE OF THOSE TOOLS THAT COULD BE UTILIZED, UM, PROBABLY MORE AND MORE AS WE GET AN UNDERSTANDING OF HOW IT WORKS. THANK YOU SO MUCH FOR YOUR TIME. ANY OTHER COMMENTS FROM THE COMMISSIONERS? PUBLIC COMMENT, SEEING NONE, LET'S MOVE TO A VOTE. MOTION CARRIES. UM, I, I'D LIKE TO NOW MOVE OUT OF ORDER. UH, COMMISSIONER SHOTWELL WAS UNAVOIDABLY DELAYED, UM, AND SO WE SKIPPED THE ELECTION OF CHAIR AND VICE CHAIR, AND I'D LIKE TO MOVE TO THAT NOW. UM, UH, NOW FOLLOWING THE ELECTION, I WILL CONTINUE TO CHAIR THE MEETING, THIS MEETING. AND, UH, THE NEW, THE [ELECTION OF CHAIR AND VICE CHAIR] CHAIR ELECT AND VICE CHAIR ELECT TERMS WILL BEGIN AT THE NEXT MEETING. UH, I NOW DECLARE THE NOMINATIONS OPEN [00:40:01] FOR THE CHAIR OF THE ETHICS COMMISSION. EACH MEMBER MAY NOMINATE ONE PERSON FOR CHAIR, INCLUDING MYSELF. THESE NOMINATIONS DO NOT REQUIRE A SECOND. I WOULD LIKE TO NOMINATE, UH, COMMISSIONER P*****K FOR THE ROLE AS CHAIR OF THE ETHICS COMMISSION. I WOULD SECOND THAT OTHER NOMINATIONS FOR CHAIR IN THE ORDER NOMINATED. OH, I, I INVITE EACH NOMINEE TO BRIEFLY SHARE WHY YOU WOULD LIKE TO BE ELECTED CHAIR . UH, I, I FEEL LIKE THE LAST YEAR PLUS HAS BEEN A SUBSTANTIAL LEARNING EXPERIENCE FOR ME, AND I CONTINUE TO LEARN IN THIS ROLE. UM, BUT I HOPE THAT ALSO BASED ON ON WHAT I'VE LEARNED OVER THE LAST YEAR, I CAN BE MORE EFFECTIVE IN THE COMING YEAR. UH, I'M CALLING A VOTE ON THE NOMINATION OF COMMISSIONER P*****K TO BE CHAIR. ALL THOSE IN FAVOR OF COMMISSIONER P*****K FOR CHAIR, PLEASE CAST YOUR VOTE. DO WE VOTE ONLINE? YEAH. MOTION IS CARRIED. I NOW DECLARE THE NOMINATIONS OPEN FOR THE VICE CHAIR OF THE ETHICS COMMISSION. EACH MEMBER MAY NOMINATE ONE PERSON FOR VICE CHAIR, INCLUDING YOURSELF. THESE NOMINATIONS DO NOT REQUIRE A SECOND. I WOULD, OH, GO AHEAD. COMMISSIONER WISE, I'LL NOMINATE CHIEF COLEMAN. I WOULD SECOND THAT. ARE THERE ANY OTHER NAMES FOR NOMINATION? I INVITE CHIEF COLEMAN TO BRIEFLY SHARE WHY YOU WOULD LIKE TO BE ELECTED VICE CHAIR. I FEEL LIKE, UH, IN SUPPORT OF THE CHAIR, THIS HAS BEEN, UM, OUR ECHOING THE CHAIR'S COMMENTS. UM, THIS HAS BEEN A WONDERFUL, UH, YEAR OF LEARNING FROM AND UNDER THE CHAIR. UM, AND I WOULD LIKE TO CONTINUE TO WORK WITH THE COMMISSIONERS, ESPECIALLY THE NEW ONES THAT WILL BE BROUGHT ON, AS WELL AS THE WONDERFUL CITY STAFF THAT HAS CONTINUES TO SUPPORT US, UM, MIGHTILY. ALL THOSE IN FAVOR OF CHIEF COLEMAN FOR VICE CHAIR, PLEASE CAST YOUR VOTE. MOTION IS CARRIED. CONGRATULATIONS. COMMISSIONER COLEMAN , VICE CHAIR COLEMAN AND CHAIR PAULA. THANK YOU. CONGRATULATIONS. THANK YOU. CONGRATULATIONS. UM, NOW WE'RE GONNA RETURN TO OUR REGULAR AGENDA, AGENDA ITEM NUMBER THREE, RECOMMENDATION TO RECEIVE AND FILE A QUARTERLY UPDATE TO THE OFFICE OF ETHICS AND TRANSPARENCIES STRATEGIC ROADMAP. I HAVE A MOTION FROM COMMISSIONER DE BENEDICTUS, SECONDED BY COMMISSIONER SHOTWELL. [3. 25-56417 Recommendation to receive and file quarterly update to the Office of Ethics and Transparency’s Strategic Roadmap.       Suggested Action: Approve recommendation. ] THANK YOU, CHAIR. SO I PROVIDED, UH, A PACKAGE OF UPDATES, UH, THAT WENT OUT WITH THE AGENDA ON FRIDAY. UM, THAT PACKET ALSO INCLUDED SOME ATTACHMENTS, UH, JUST REFERRING TO THINGS WE'VE DONE FINALIZED EXAMPLES OF, UH, DIFFERENT THINGS THAT WE'RE WORKING ON. SO, CHAIR, I CAN EITHER TAKE QUESTIONS, UM, HOPING THAT YOU ALL HAVE HAD TIME TO GO THROUGH, UH, THE UPDATE, OR WE CAN GO THROUGH IT LINE BY LINE. IT'S REALLY UP TO YOU. UM, I, I DID HAVE A COUPLE OF QUESTIONS, UH, ON ONE POINT. SORRY, I GOTTA MAKE THIS A LITTLE BIGGER. ON 1.3 0.1, UH, SAYS, IDENTIFY FUNDING REQUIRED TO CONDUCT MEASUREMENT AND PREPARE REPORTS AND SUBMIT THESE RESOURCE REQUESTS TO THE CITY MANAGER. [00:45:01] YOU IDENTIFY A, A PLATFORM CALLED ETHICSPOINT. AND, UM, HAS THAT BEEN APPROVED? THE, THE ACQUISITION? YEAH, SORRY, I DID NOT COMPLETE THAT NOTE. SO, ETHICSPOINT, THAT IS THE PLATFORM THAT WE RECEIVE OUR HELPLINE COMPLAINTS. IT'S ALSO A PLATFORM THAT WE CAN USE TO PUT IN ADDITIONAL CONCERNS AND COMPLAINTS THAT WE RECEIVE. IT DOES HAVE A REPORTING FEATURE ON IT THAT'S USED TO PULL TOGETHER, UM, THE METRICS. SO THAT'S PAID FOR, UM, ANNUALLY. SO THAT FUNDING IS IDENTIFIED ON, THAT'S PART OF OUR STRUCTURAL BUDGET. OKAY. IS THE MONEY FOR, FOR ETHICS POINT. SO THAT'S WHAT WE USE AT THIS TIME TO CONDUCT MEASUREMENTS AND REPAIR AND PREPARE REPORTS. AND IF WE NEED MORE REQUESTS, THEN THOSE WILL BE SUBMITTED IN THE FUTURE. BUT THE WAY I LOOK AT IT NOW, AS OF NOW, THAT IS COMPLETE. OKAY. THANKS. MM-HMM . UM, CAN I HAVE ONE SEC? PLEASE? GO AHEAD. I JUST WA THAT'S WHAT I THOUGHT. SO ETHICS POINT, JUST TO CLARIFY, IS A COMPONENT OF NABEX, CORRECT? YES. THANK YOU. THANK YOU. UM, MY NEXT QUESTION RELATED, AND MAYBE IT MAKES SENSE FOR YOU TO TALK A LITTLE BIT ABOUT, IT'S 1.3 0.4 IS THE EXECUTIVE SUMMARY, UM, THE ESTABLISHMENT OF THE ETHICS COMMISSION AND THE OFFICE OF ETHICS AND TRANSPARENCY. I KNOW YOU HAD PROVIDED THAT TO THE COMMISSION PREVIOUSLY IN DRAFT. YOU RECEIVED COMMENTS AND HAVE NOW CIRCULATED A REVISED DRAFT. I DIDN'T KNOW IF FOLKS HAD ANY INPUT SPECIFICALLY ON THAT DRAFT. I DO. UH, COMMISSIONER WISE. YEAH. UM, WELL, I, UH, I CAN TELL FROM COMPARING IT TO LAST MONTH'S VERSION, THANK YOU THAT A LOT OF THE IDEAS EXPRESSED HAVE BEEN INCORPORATED. UM, BUT, UH, I DID HAVE, UM, ONE SUGGESTION, OR ONE THOUGHT, OR TWO THOUGHTS REALLY. ONE IS WITH REFERENCE TO THE CONCLUSION. UM, I FEEL LIKE THE CONCLUSION SHOULD BE RELATED TO BOTH THE COMMISSION AND THE OET, AND I FEEL LIKE IT'S JUST A CONCLUSION BY THE, THE, UM, OET SAYING THAT IT'LL DO CERTAIN THINGS WITH, WITH, UM, YOU KNOW, WITH SUPPORT FROM THE ETHICS COMMISSION. AND, AND I, AND I FEEL LIKE THERE SHOULD BE SOMETHING ELSE ADDED. I THINK IT SHOULD BE A CONCLUSION ON BEHALF OF BOTH ENTITIES. SO I, THAT I WOULD SUGGEST BE CON CONSIDERED. UM, THE OTHER THING IS THAT THIS IS, THIS IS SUPPOSED TO BE, UM, HAS HISTORICAL IT. I, AND I'M NOT SURE HOW MUCH HISTORY WE WANT TO TELL, UM, BUT I, I DO WANNA MAKE SURE THAT THE ITEMS, WHICH ARE ONE WAY OR ANOTHER, AND I'M THINKING MAYBE THE WEBSITE IS A BETTER PLACE TO DO IT OR BY TRACKING THINGS IN THE, UM, ANNUAL REPORTS. BUT I THINK IT'S VERY IMPORTANT THAT THE ITEMS THAT THE COMMISSION ACTUALLY PUTS TOGETHER AND GIVES TO THE CITY MANAGER TO GIVE TO THE, TO THE COUNCIL, THAT, THAT, THAT SHOULD BE, THAT SHOULD BE RECO. THAT SHOULD BE RECORDED OR IN, WE SHOULD KEEP TRACK OF THAT IN SOME WAY BECAUSE THE IN, AND, AND MAYBE THIS IS BECAUSE I EXPECT THIS IS MY LAST MEETING, BUT, BUT I FEEL LIKE THE MOST, SOME OF THE MOST SIGNIFICANT THINGS WE'VE DONE HAVE BEEN PUTTING THOSE PACKAGES TOGETHER. UM, AND, AND I'M SAYING THAT IS IN ADDITION TO ALL THE EDUCATIONAL WORK AND PROGRAM THAT THE, THAT THE STAFF HAS DEVELOPED AND IS, YOU KNOW, I KNOW ON A DAILY BASIS WORKING ON AND EXECUTING EVERY, EVERY DAY, BUT THE ADOPTION OF THE VALUES, THE ADOPTION OF THE CODE OF CONDUCT, THE SUBMISSION OF THE LOBBYING ORDINANCE, THEN THE SUBMISSION OF THE LOBBYING ORDINANCE, YOU KNOW, PACKAGED WITH THE POLICIES AND PROCEDURES AS THE, AS THE GOOD GOVERNMENT ACT, THOSE ARE, ARE, ARE VERY IMPORTANT. AND I THINK IT'S IMPORTANT [00:50:01] FOR THE, FOR THE COMMISSION TO BE ABLE TO TRACK THAT AND ALSO FOR THE PUBLIC TO BE ABLE TO TRACK IT EASILY. AND I JUST LOOKED, I DON'T THINK OUR CURRENT ANNUAL REPORT IS ADDED IN YET ON OUR WEBSITE, AT LEAST WHEN IT CAME UP, IT ENDED WITH 23 AND WE ALREADY HAVE 24 AND WE'VE HAD IT SINCE MARCH. SO THAT NEEDS TO BE UPDATED BECAUSE THAT DOES REFLECT THE ADOPTION OF THE LOBBYING ORDINANCE. BUT, UM, BUT THERE'S NO WAY FOR THE PUBLIC TO KNOW IN A CONCISE PLACE THAT THESE ARE ITEMS THAT THE ETHICS COMMISSION FELT SO STRONGLY ABOUT THAT, OR, YOU KNOW, WORKED SO MUCH ON OR WHATEVER, THAT THEY'VE MADE RECOMMENDATIONS. AND, AND THAT IS, THAT'S POINT, THOSE, MAKING THOSE RECOMMENDATIONS IS POINT NUMBER TWO IN THE CHARTER OF WHAT THIS COMMISSION IS SUPPOSED TO DO. SO, SO I, I WOULD LIKE TO SEE THAT BROUGHT FORWARD MAYBE IN THIS DOCUMENT, BUT MAYBE WE JUST WANNA TALK ABOUT THE FORMATION OF THE ETHICS COMMISSION AND THE OET HERE. UM, BUT I, I DO, I, IF IF IT'S NOT GOING TO BE IN HERE, THEN I THINK WE NEED TO FIND ANOTHER, ANOTHER PLACE TO DO IT. AND IT OCCURS TO ME THE WEBSITE MIGHT, MIGHT BE BE THAT. SO, UM, SO, UM, I DO WANNA, I, I DO WANNA SAY ON THIS THOUGH, AS I READ, AS I LOOK AT THIS REPORT AND, UM, I, I FIGURED OUT THAT THE BEST GRADE YOU COULD GET WAS A C BECAUSE THAT MEANS IT'S COMPLETED, RIGHT? SO, CONGRATULATIONS YOU GUYS ON ALL THE CS THAT YOU GOT. YEAH. . SO, THANK YOU. UM, AS YOU WERE TALKING, I JUST WANTED TO MENTION, I I, I KNEW I HAD SEEN IT AND I JUST LOOKED AGAIN, THE CITY ATTORNEY HAS A LINK ON THEIR WEBSITE TO SOMETHING CALLED PUBLIC MEMOS TO THE MAYOR AND COUNCIL. MAYBE WE COULD JUST PUT SOMETHING LIKE THAT ON OUR WEBSITE. YEAH, SOMETHING LIKE THAT. THAT'D BE GREAT. THAT'S A GOOD IDEA. THANK YOU. AND, AND I, I SHOULD HAVE NOTED ALL THE CS YOU GUYS HAVE DONE AN INCREDIBLE AMOUNT AND, AND THE IPS ARE OF CONCERN 'CAUSE YOU GOT A LOT ON YOUR PLATE. MOVING RIGHT NOW. UM, COMMISSIONER SHAWA, WELL, I, I ACTUALLY DON'T SEE THEM AS CS. I SEE THEM AS A'S OR O'S FOR OUTSTANDING . UM, AND I AGREE WITH, UH, COMMISSIONER WEISS'S POINT, UH, BUT I ACTUALLY THINK, YOU KNOW, NOT EVEN A, NOT EVEN BEARING IT IN ANY FORM OF DOCUMENT ON THE WEBSITE, BUT HAVING IT RIGHT UP FRONT OF SOME OF THE KEY ACCOMPLISHMENTS OVER TIME. UH, AND ONE PLACE THAT YOU, I KNOW THAT THERE A SHORT SUMMARY, UH, THAT HE, THAT AND THE POINTS THAT COMMISSIONER WISE HAD POINTED OUT ARE ALREADY RECITED IN THE MEMO THAT THE AD HOC COMMITTEE ON FUTURE RESPONSIBILITIES OF THE MEMO THEY SUBMITTED TO THE COMMISSION HAS A SHORT SUMMARY OF THOSE THAT YOU CAN EASILY THEN MODIFY AND, AND HELP AND USE A COUPLE OF QUESTIONS. UM, FIRST QUESTION, I AM, I LOVE THE FRAMEWORK FOR ETHICAL DECISION MAKING AND TO WHAT EXTENT, YOU KNOW, THAT IS PARTIALLY ROLLED OUT AT LEAST WITH SOME TAR, UH, SOME PILOT AUDIENCES. CORRECT. AND HOW IS IT BEING, AND SO IF IT IS EITHER WITH PILOT OR BEYOND PILOT, HOW'S IT BEING RECEIVED? SO WE ARE, OR I AM, UH, WORKING WITH A SMALL PILOT GROUP. UM, WE NEED TO, RIGHT NOW IT'S JUST TOO MUCH THE, THE TRAINING THAT WE'VE PUT TOGETHER. SO I'M WORKING ON STRATEGIZING HOW TO GET THIS OUT THERE IN THE MOST EFFECTIVE, EFFICIENT WAY AND NOT, UH, I FORGET THE WORD, BUT NOT LIKE EXHAUST PEOPLE WITH ALL, YOU KNOW, JUST CONTINUING TO GO TO DEPARTMENTS. SO WHAT I'M LOOKING AT NOW IS AS I'M STARTING TO PUT TOGETHER, UM, WHAT I'M CALLING A REINFORCEMENT CAMPAIGN, SO TYING THE FRAMEWORK TO THE CODE OF CONDUCT. UM, AND PART OF THAT TOO IS ALSO GOING TO INCLUDE, UH, PRA REMINDERS, LIKE HIGHLIGHT OF, OF OUR REQUIREMENTS UNDER A PR. SO REALLY TAKING ADVANTAGE OF GETTING THIS FACE TIME IN FRONT OF THE DIFFERENT BUREAUS WITHIN THE DEPARTMENT. SO, UH, THE FIRST STAB AT THIS, IT'S JUST A LITTLE TOO LONG, SO WE JUST NEED TO CONDENSE IT AND, UM, SOMETHING I'LL SHARE MORE NEXT MONTH. BUT [00:55:01] WE JUST FINISHED WORKING WITH A CONSULTANT ON OUR COMMUNICATIONS PLAN AND JUST REALLY GOT SOME GREAT IDEAS ON HOW TO REALLY BE MORE EFFECTIVE, UH, WITH OUR MESSAGING. SO, AND EVEN WITH INDIVIDUAL ELEMENTS OF YOUR OVERARCHING PLAN OR INDIVIDUAL ELEMENTS ON THE FRAMEWORK, JUST LITTLE BITE-SIZED PIECES THAT YOU CAN CATCH PEOPLE ON THE FLY WITH. AND WHEN I SAY ON THE FLY ELEVATOR ANNOUNCEMENTS, THE MAIN SCREEN WALKING INTO A, IN A ROOM OR THINGS ALONG THAT LINE, OR A POINT THAT'S IN THE NEWSLETTER THAT MAY ONLY BE, YOU KNOW, TAKE FIVE OR 15 SECONDS, BUT IT'S REEMPHASIZING JUST A POINT. AND THEN THEY ALL BUILD TOGETHER. AND OVER TIME, UH, THEY'RE REC AND THEY'RE SEEING HOW IT FITS TOGETHER INTO ONE COHESIVE, UH, FRAMEWORK. PERFECT. YES. THANK YOU. SO YEAH, WE ARE STARTING TO THROW OUT THE LITTLE BITE BITE-SIZE PIECES IN ADDITION TO, TO FINALIZING WHAT THE BIGGER TRAINING, I DON'T EVEN LIKE TO CALL IT A TRAINING, BUT THAT'S WHAT WE'RE CALLING IT RIGHT NOW. SO WE'VE RELEASED THE ACTUAL INFOGRAPH, UM, IN OUR NEWSLETTER ON THE INTERNET. UM, SO THOSE ARE THE LITTLE BITE-SIZE PIECES THAT WE'RE CURRENTLY DOING RIGHT NOW. SO THEY'RE STARTING, HOPEFULLY, UH, EMPLOYEES ARE STARTING TO JUST KIND OF SEE THE FRAMEWORK, THE INFOGRAPH HERE AND THERE, AND AS WE START DELIVERING MORE BITE-SIZED PIECES, LIKE YOU SAID, IT WILL COME TOGETHER. OKAY, GREAT. AND THEN THE LAST QUESTION, SO FOUR TO FIVE YEARS IN THIS, FOR THE STRATEGIC ROADMAP, KIND OF, WHAT HAVE BEEN YOUR BIGGEST SURPRISES IN TERMS OF HOW EASY THAT WAS ACTUALLY TO PUT IN PLACE THAT YOU MAY NOT THOUGHT IT WAS GONNA BE AS EASY AND WHAT TURNED OUT TO BE A LITTLE BIT MORE DIFFICULT? SORRY TO PUT YOU ON THE SPOT AND WELL, RIGHT NOW, I MEAN, A LOT OF IT, I WOULDN'T USE THE WORD EASY, UM, BUT SOME OF THESE ARE LIKE THE FRAMEWORK, THE, THE TRAINING ITSELF THAT'S BEEN HARDER FOR ME TO KIND OF PUT INTO A COHESIVE, DIGESTIBLE FORMAT THAT PEOPLE ARE GONNA BE INTERESTED IN HEARING ABOUT AND UNDERSTANDING. AND THEN, UH, I'VE SPENT A LOT OF TIME CULTIVATING CASE APPLICATIONS SPECIFIC TO THE FRAMEWORK, SPECIFIC TO DIFFERENT, UM, CLASSIFICATIONS OF EMPLOYEES. SO THAT, UM, I WENT INTO THAT THINKING THAT WOULD BE MUCH SIMPLER THAN IT HAS BEEN. BUT THAT'S OKAY. I MEAN, I FEEL LIKE I'VE GOT A LOT OF GOOD INFORMATION TO PLAY WITH. I'VE GOT, YOU KNOW, UM, I'VE GOT MY LITTLE, I'VE GOT MY AO, MY, MY LITTLE PILOT PROGRAM IN PLACE, THE PEOPLE THAT I GO TO, TO, TO BOUNCE THINGS OFF OF. UM, SO THAT'S TAKEN A LITTLE BIT OF TIME. UM, BUT OTHER STUFF, I MEAN, I FEEL LIKE A LOT OF THIS WE ARE, WE'RE ALREADY DOING, LIKE WE, WE SPENT A LOT OF TIME OVER THE FIRST, YOU KNOW, TWO-ISH YEARS REALLY PUTTING TOGETHER A SOLID FOUNDATION. UM, I THINK THE ROADMAP HAS HELPED TO IDENTIFY DIFFERENT AVENUES THAT WE CAN CONNECT WITH EMPLOYEES. UM, KIND OF PLANNING ALL OF THAT IN MY MIND IS GONNA BE A LITTLE TRICKY. UM, AGAIN, JUST TRYING NOT TO SATURATE, UM, THE PATHWAYS, YOU KNOW, WE TALK ABOUT WITH, WITH THE CONSULTANT AND THE CHAIR WAS INVOLVED. WE TALKED ABOUT, FOR EXAMPLE, EMAIL SATURATION. UM, AND SO THAT'S, I'M REALLY JUST MINDFUL OF AS A CONSUMER MINDFUL OF, OF TRYING TO DELIVER A PRODUCT THAT'S MEANINGFUL AND, AND NOT JUST KIND OF TOSSED TO THE SIDE. UM, SO YEAH, I DON'T HAVE ANY OTHER SPECIFICS. UM, WELL, IT'S BEEN REALLY EASY TO GET INTO A CONSISTENT COLLABORATIVE ROUTINE WITH THE AUDITOR, WITH THE CLERK, WITH HR. UM, LIKE WE WOULD MEET HERE AND THERE, BUT WE'RE NOW MEETING CONSISTENTLY AND IT'S ACTUALLY, UM, PROVIDING ALL OF US MORE VALUE THAN MAYBE WE INITIALLY THOUGHT THOSE MEETINGS WOULD. UM, SO THAT, UM, THAT HAS BEEN NICE. SO JUST KIND OF COLLABORATING IN AREAS THAT WE WEREN'T INITIALLY COLLABORATING IN. UM, YEAH, SO AS WE GET INTO, SO WE DID OUR FIRST ROUND OF PSAS, THE CHAIR AND THE VICE CHAIR DID THEIRS AND MEGAN AND I FROM OET DID OURS AND INTERRUPT. I WENT INTO THAT THINKING [01:00:01] THAT WOULD BE EASY, BUT I DON'T LIKE THOSE. SO THAT'S BEEN TOUGH. SO YEAH, THAT'S, UM, WELL, THANK YOU. MM-HMM . I WOULD, UH, SAY THAT THE AMOUNT OF, UH, THOSE TAILORED MESSAGES MAY TAKE A LOT OF TIME, BUT, UM, I REALLY THINK THAT THAT IS SOMETHING THAT'S GOING TO, IT MAKES ETHICS RELATABLE, UH, TO THOSE DIFFERENT, UH, GROUPS. AND THAT'S GONNA PAY OFF IN THE LONG RUN. AND THEN THE ONLY OTHER THING IS, YOU KNOW, I DON'T KNOW, I'M NOT THE EXPERT IN HOW TO DO IT, BUT TO THE EXTENT THAT YOU CAN BE DELIVERING MESSAGES WHEN PEOPLE DON'T EVEN REALIZE THEY'RE GETTING A MESSAGE IS THE IDEAL. BUT, UH, GREAT WORK. THANK YOU. THANK YOU. OTHER MEMBERS, OTHER COMMISSIONERS REALLY IS, UM, A A LOT OF PROGRESS. THANK YOU. UH, WHEN THERE'S NO ONE IN THE CHAMBERS, AND WE AREN'T ONLINE, ARE WE? DO I ASK FOR PUBLIC COMMENT ? I DO. OKAY. LET'S MOVE TO PUBLIC COMMENT. SEEING NONE, I THINK WE CAN MOVE TO A VOTE. MOTION IS CARRIED. NO, NO, NO. UH, IT WAS ABOUT, UH, AGENDA ITEM NUMBER FOUR, RECOMMENDATION TO RECEIVE AND FILE A MONTHLY UPDATE FROM THE AD HOC ON POLICIES REVIEW. I DON'T KNOW WHO COMMISSIONER DE BENEDICTUS. I'LL TRY TO BE. OH [4. 25-56418 Recommendation to receive and file monthly update from the Ad Hoc on Policies Review.       Suggested Action: Approve recommendation. ] WAIT. FIRST WE HAVE A MOTION BY VICE CHAIR COLEMAN, SECONDED BY COMMISSIONER DE BENEDICTUS. NOW, NOW, AND, UH, USUAL I WILL BE BRIEF, BE BLUNT, AND BE GONE. UM, UH, JUST AS A REMINDER, THIS AD HOC IS COMPOSED OF VICE CHAIR COLEMAN, UH, COMMISSIONER SHOTWELL, MYSELF, AND OF COURSE, UH, OUR ETHICS OFFICER. UM, WE HAVE MET TWICE SINCE OUR LAST MEETING, JULY 28TH, AUGUST 7TH, AND WE BEGAN THE DRAFT, AND I THINK IT'S AT CLOSE TO COMPLETION. WE'VE SUBMITTED ALL OF OUR COMMENTS BACK TO HEATHER. UM, AND WE'VE ALREADY STARTED, I'VE RECEIVED, UM, AR 32 DASH ONE, WHICH IS HAVING TO DO WITH, IT'S A VERY LONG TITLE, THE APPOINTMENT IN IN OF IMMEDIATE FAMILY MEMBERS AND FAMILY MEMBERS EMPLOYED BY THE CITY, BY CITY CONTRACTORS, WHICH IS GOING TO, UH, WE'RE GONNA OUR NEXT, UH, AFTER, OH, I'M SORRY, WE, THE POLICY THAT WE MADE COMMENTS ON OR DEVELOPED WAS GIFTS AND GRATUITIES. SO, AND, UH, THAT'S WITH, UM, I THINK IT'S STAYING IN LINE WITH, UH, I'LL CALL IT EGO, OUR ETHICS AND GOOD GOVERNMENT ORDINANCE. AND THE NEXT ONE WE'LL BE WORKING ON IS THAT TITLE, UM, WORKING OFF OF AR 32 DASH ONE. AND WHAT'S NEAR AND DEAR TO ME IS NEPOTISM AS A CONFLICT OF INTEREST ISSUE. I THINK THERE'S GONNA BE, WE'LL FIND THAT THERE ARE OTHER THINGS AMONG CONFLICT OF INTEREST THAT HAS TO BE ADDRESSED. BUT A GOOD START WOULD BE TO LOOK AT THAT AR AND, UM, MAKE IT A, A LIVING DOCUMENT THAT, AND COME UP WITH SOME GOOD GROUND RULES FOR THE CITY. 'CAUSE I THINK, UH, IT HAS BEEN AN ISSUE. IT COMES UP IN SURVEYS, ET CETERA. UM, AND I'LL WELCOME HEATHER, IF YOU HAVE ANYTHING MORE TO SAY ABOUT OUR, OUR WORK. NO, I THINK YOU GOT IT. UM, JUST APPRECIATE, YOU KNOW, YOUR WORK AND GUIDANCE AS WE WORK ON THIS TOGETHER. ANOTHER ONE THAT, UM, I HAD BROUGHT UP TO COMMISSIONER DE BENEDICTUS, UH, WAS AR EIGHT DASH 36. SO, UM, THAT'S USE OF ELECTRONIC DEVICES AND ELECTRONIC COMMUNICATIONS TO CONDUCT CITY RELATED BUSINESS. SO THAT'S ALSO ON THE SHORT LIST OF THINGS. UM, I'VE ASKED THE AD HOC TO, WELL, ALL OF US TO LOOK AT TOGETHER TO SEE WHAT RECOMMENDATIONS, UM, THEY WOULD WANNA MAKE TO THE COMMISSION. AND YOU'LL BE REFERRING THE SOCIAL MEDIA POLICY TO THEM AS WELL. RIGHT? WELL, THAT'S UP TO YOU IN THE LATER ITEM. OH, OKAY. I THINK THAT'S WHAT WE'LL TALK ABOUT IN THAT ITEM. OKAY. BUT YEAH. OKAY. BUT I HAVEN'T TALKED TO THEM ABOUT IT YET. YEAH, I, I GUESS I [01:05:01] THOUGHT WE'D AGREED THAT THAT WAS TIME-WISE THE WAY TO GO, BUT YEAH, WE JUST HAVEN'T CON OKAY. WE, YES, WE JUST NEED TO CONFIRM IT WITH THAT AD HOC. OKAY. OR THE REST OF THE AD HOC. ANY COMMENTS FROM THE COMMISSIONERS? IS THERE ANY PUBLIC COMMENT? SEEING NONE, UH, LET'S MOVE TO A VOTE. MOTION IS CARRIED. AGENDA ITEM NUMBER FIVE, RECOMMENDATION TO DISCUSS ANTICIPATED AD HOC COMMITTEES FOR UPCOMING PROJECTS. AND IF APPROPRIATE, TAKE ACTION TO DISSOLVE, CREATE OR RE-AUTHORIZE AD HOC COMMITTEES. I HAVE A MOTION FROM VICE CHAIR COLEMAN, SECONDED BY COMMISSIONER WISE. [5. 25-56419 Recommendation to discuss anticipated Ad Hoc Committees for upcoming projects; and, if appropriate, take action to dissolve, create or reauthorize Ad Hoc Committees.       Suggested Action: Approve recommendation. ] UM, I, I GUESS NOW I'LL JUST MENTION, SO WE HAD TALKED AT A PREVIOUS MEETING ABOUT FORMING AN AD HOC COMMITTEE, UH, TO ADDRESS THE ISSUE OF CAMPAIGN WEBSITES, UH, AND TRANSITION OF WEBSITES POST-ELECTION. UM, THERE WAS A QUESTION OF WHETHER THE SOCIAL MEDIA POLICY SHOULD BE CONSIDERED BY THAT POTENTIAL AD HOC, BUT BECAUSE WE'RE WAITING UNTIL WE HAVE THE TURNOVER OF COMMISSIONERS, WHICH NOW WILL HAPPEN AT THE NEXT MEETING, FINGERS CROSSED. UM, AND DUE TO THE CITY'S MOVEMENT ON THE SOCIAL MEDIA POLICY, UM, IT WAS AT LEAST MY THOUGHT THAT WE NOT HOLD THE SOCIAL MEDIA POLICY UP TILL WE FORM THAT AD HOC, WHICH WOULD MEAN IT, AND, AND THE CITY STAFF IS OPERATING TO SOME DEADLINE, I GUESS SOME URGENCY, NOT NECESSARILY A DEADLINE, BUT THEY'RE CURRENTLY LOOKING AT THAT POLICY. SO NOW WOULD BE A GOOD TIME I'D, I'D RATHER YOU GUYS WORK AT THE SAME PACE THEY ARE INSTEAD OF THEM FINALIZING SOMETHING AND, AND THEN YOUR RECOMMENDATION COMES. UH, ANY OBJECTIONS TO THAT? MAY I JUST OFFER, UH, JUST REQUEST A POINT OF CLARITY? UM, IT'S MY UNDERSTANDING THAT THE, THE CITY WAS LOOKING AT THE SOCIAL MEDIA POLICY AS IT RELATES TO CITY EMPLOYEES. WAS MY UNDERSTANDING WRONG IN THAT REGARD? NO, THAT IS CORRECT. SO IT IS, THERE IS A, THERE IS A WAY TO DIFFERENTIATE THE SOCIAL MEDIA POLICY FROM WHAT WE BELIEVE WILL BE THE SUBJECT OR, OR A REALM OF AN AD HOC THAT WE HAVEN'T FORMED YET, SO, SURE. OKAY. SO , SO I, I THINK MY, I'M IN AGREEANCE, BUT PERHAPS RECOMMENDING THAT THE AD HOC, UM, FOCUSES ON THE POLICY REVIEW OF CITY EMPLOYEES RATHER THAN THE, THE CURRENT AD HOC. YEAH, THE CURRENT A LOOKING AT THE SOCIAL MEDIA POLICY, LOOK AT THE CURRENT SCOPE OF YES. WITHIN THE CURRENT SCOPE. YES. WELL, UNDERSTANDING THAT THERE IS SOME INTEREST TOO ON THE ELECTED SIDE OF THINGS. I'VE BEEN TALKING TO, UM, OUR CITY INFORMATION OFFICER, I DON'T KNOW HIS TITLE HAS CHANGED. THERE, THERE COULD BE SOME SPACE FOR YOU FOR THAT AD HOC TO DO SOME RESEARCH IN THAT LANE AS WELL THAT COULD, UM, YOU KNOW, PROVIDE SOME VALUE ULTIMATELY TO THAT SOCIAL MEDIA POLICY. UM, SO IT'S NOT NECESSARILY KNOWING THAT THE AR DON'T NECESSARILY APPLY TO THE ELECTEDS, BUT THERE'S STILL, UM, WE COULD STILL DO SOME BENCHMARKING, UM, IN THE WORK FOR ANY RECOMMENDATIONS. YOU'RE LOOKING AT ME LIKE I'M NOT MAKING SENSE CHAIR. UH, WHAT, WHAT I THINK I'M HEARING FROM YOU IS THAT THERE'S NOW DISCUSSION WITHIN THE CITY OF EXPANDING THE SCOPE OF THE CURRENT SOCIAL MEDIA POLICY SO THAT THERE MAY BE SOME OVERLAP WITH WHAT WE HAD THOUGHT WOULD BE THE NEW AD HOC SCOPE OF WORK. RIGHT. WELL, MY UNDERSTANDING FROM THE [01:10:01] EXECUTIVE AGENDA SETTING MEETING THAT WE HAD WAS THAT THAT AD HOC WAS NOT GOING TO EXIST. THAT THE WORK THAT YOU WERE INTERESTED IN WOULD GET SENT TO THE EXISTING AD HOC. THAT'S LOOKING AT POLICIES IN GENERAL. SO WHAT I'M ASKING IS, IS THE CITY, THE CURRENT, THE FOLKS CURRENT CURRENTLY LOOKING AT THE SOCIAL MEDIA POLICY, ARE THEY LOOKING AT EXPANDING THE SCOPE OF THAT POLICY? THEY WOULD CONSIDER IT BASED ON RECOMMENDATIONS THAT, SO THAT IT MAY BE SOMETHING THAT WOULD THEN HAVE BEEN IN THE SCOPE OF THE NEW AD HOC ON CAMPAIGN WEBSITES. THERE MAY BE SOME OVERLAP BETWEEN THE SOCIAL MEDIA POLICY AND THE, THE NARROW SCOPE OF THE YET TO BE FORMED AD HOC? IT SOUNDS LIKE IT. I DIDN'T KNOW THAT THAT NEW AD HOC WAS STILL ON YOUR RADAR. SO I THINK THAT'S WHERE THERE, THERE'S SOME CONFUSION HAPPENING RIGHT NOW. YEAH. OKAY. OH MY GOD. YEAH. IT'S STILL ON THE RADAR. THE QUESTION IS, WHEN WE FORM IT, DO WE TRY TO FORM IT TODAY? IF, UH, I, YOU STILL HAVE A LITTLE BIT OF TIME, LIKE IT'S FIRST DRAFT HASN'T BEEN WRITTEN TYPE OF THING. IT'S SOMETHING THAT IS ON A VERY BUSY AGENDA FOR THE INFORMATION TEAM AND THE CITY ATTORNEY TEAM WHO OUR PIO TEAM WILL ULTIMATELY REFER TO THE CITY ATTORNEY FOR, FOR GUIDANCE AS THEY PUT THAT TOGETHER. UM, THOUGHTS FROM THE OTHER COMMISSIONERS, BUT TWO, YOU GUYS COULD LEAVE THAT ALONE AND JUST FOCUS ON THE EMPLOYEE SIDE OF THE SOCIAL MEDIA POLICY. THAT'S COMPLETELY UP TO YOU. BUT IF THE CITY'S LOOKING AT A MORE EXPANDED POLICY AND WE WANNA HAVE AN OPPORTUNITY TO COMMENT, THEY'RE NOT NECESSARILY LOOKING AT THAT POLICY. THEY APPRECIATE THAT YOUR INTEREST LIES IN THAT AREA AS WELL. SO THEY WOULD BE OPEN TO CONSIDERING ANY RECOMMENDATIONS THAT COME FROM YOU. GOT IT. OKAY. COMMISSIONER WISE, UM, I, I HAVE A QUESTION AND THAT, AND MAYBE THAT I, IT MAY BE THAT I'VE JUST FORGOTTEN, BUT I BELIEVE WE WERE GOING TO, OR WE HAD SUGGESTED THAT, UM, IN CONNECTION WITH THE ELECTION THAT WILL HAPPEN, UM, BEFORE, BEFORE TOO LONG, UM, THAT THERE BE SOME GUIDANCE DEVELOPED ABOUT THE USE OF PSAS IN THE ELECTION PROCESS, IF YOU REMEMBER, THERE WERE SOME PROBLEMS WITH THAT FOR ALMOST FOUR YEARS AGO, I GUESS, OR TWO YEARS AGO. I CAN'T REMEMBER NOW. BUT, UM, AND THAT CAME TO THE ATTENTION OF THE COMMISSION AND, AND WHATEVER, BUT THERE SEEMED TO BE CONFUSION ABOUT THAT, AND I THOUGHT WE WERE GONNA TRY TO GET SOME CLARITY ON THAT. I'M NOT HOW, OR IF THAT RELATES TO WHAT YOU ALL ARE TALKING ABOUT, BECAUSE I WAS HAVING A LITTLE TROUBLE FOLLOWING YOUR CONVERSATION. BUT, UM, IN ANY EVENT, IN TERMS OF FORMULATING NEW, NEW C COMMITTEES, I THINK THAT IDEA SHOULD BE WORKED ON BECAUSE IT'S GOING TO BECOME RELEVANT PRETTY QUICKLY HERE AS PEOPLE ARE, PEOPLE ARE ALREADY REAL, YOU KNOW, ANNOUNCING THEIR REELECTION CAMPAIGNS IF, IF THEY ARE AN INCUMBENT AND THINGS LIKE THAT. SO, SO I WANTED TO PUT THAT IDEA OUT THERE AS A REMINDER, AND I HOPE, AND, AND I'LL JUST SAY FOR MYSELF, I DON'T SEE WHY ANY COM NEW COMMITTEES WOULD BE CREATED TODAY WHEN YOU PROBABLY ARE GONNA HAVE THREE NEW PEOPLE UP HERE NEXT MONTH THAT MAY BE DYING TO WORK ON ONE OF THESE TOPICS BECAUSE THEY'VE ALREADY DONE IT IN A FORMER LIFE. SO, AND THAT WAS THE THINKING. YEAH. YEAH. SO, BUT WE DIDN'T WANNA HOLD UP THE OPPORTUNITY TO PROVIDE INPUT YEAH. ON THESE. YEAH, NO, I, I, I UNDERSTAND. I DON'T, AND IT SOUNDS LIKE, IT SOUNDS, IT SOUNDS GREAT THAT THERE'S GONNA BE SOME COORDINATION IF YOU CAN FIGURE OUT WHAT IT IS YOU'RE TALKING ABOUT, BECAUSE I CAN'T EXACTLY. COMMISSIONER DIVA DICTUS , UM, WOW. UH, SO LOOKING AT THE CURRENT SOCIAL MEDIA POLICY, WHICH IS 13 PAGES LONG, DATED 2019, UM, I'M HAPPY TO DIG INTO THAT. UH, AS A AD HOC, WE WILL, WHEN COMMISSIONER SHOTWELL, UH, I THINK WE'RE GONNA NEED ANOTHER NEW COMMISSIONER WHO IS ANXIOUS [01:15:01] TO, TO OPINE ABOUT THIS SUBJECT. UH, UH, I THINK THAT WE WILL ALSO CONTEMPLATE PLATE IT. THEY HAVE A SECTION THAT REFERS TO, UH, DISCUSSIONS ABOUT CITY BUSINESS. SO I THINK THAT THERE, THERE'S GONNA BE OPPORTUNITY FOR US TO OPINE ABOUT, UM, THE ELECTED IN CAMPAIGNS AND OTHER TYPES OF ACTIVITY. UH, AND IF NOT, WE'LL OPINE AS WE ALWAYS DO, AND, UH, SUBMIT IT TO, TO HEATHER FOR CONSIDERATION. UH, BUT I DO THINK, UH, MY ONLY, UH, TROUBLE WOULD BE IS PRIORITIZING, UH, BECAUSE IT'S SO LARGE. WE PROBABLY SHOULD PUT IT NEXT. UH, BUT I'LL TAKE GUIDANCE FROM STAFF ON WHAT, WHAT WE SHOULD BE DOING AS THE NEXT ORDER OF BUSINESS. BUT I'M, I'M WILLING, I DON'T KNOW IF I'M ABLE, BUT I'M WILLING JUST QUICK CLARIFICATION THAT WELL, WHEN WE, WELL, THANK YOU. WHEN WE TALK ABOUT SOCIAL MEDIA, IS IT, MY UNDERSTANDING HAS ALWAYS BEEN THAT IT'S BOTH OFFICIAL USE OF SOCIAL MEDIA AND, YOU KNOW, THE RULES AROUND WHO CAN AND WHO AND WHAT THEIR LIMITS ARE IN TERMS OF SPEAKING ON BEHALF OF EITHER AN OFFICE OR THE CITY. AND THEN ALSO PERSONAL USE OF SOCIAL MEDIA AND WHAT PEOPLE CAN, CAN AND CANNOT DO IN THEIR PERSONAL CAPACITIES. AND I JUST WANT TO CONFIRM THAT BOTH OF THOSE ARE STILL ON THE TABLE WHEN WE TALK ABOUT SOCIAL MEDIA. THAT'S MY UNDERSTANDING OF THE SOCIAL MEDIA POLICY. YES. GOOD. I AGREE. SO I DON'T THINK WE HAVE A SPECIFIC ACTION. WE, I THINK WE HAVE GENERAL AGREEMENT. WE'RE NOT GOING TO TRY TO STAND UP A NOOSE AD HOC COMMITTEE TODAY, GIVEN THE STATE OF FLUX THAT THE COMMISSION IS IN. UM, THE POLICY AD HOC WILL LOOK AT THE EXISTING SOCIAL MEDIA POLICY TO THE EXTENT THAT IT, THAT IT IS TIMELY TO DO SO. AND THEN WE CAN PIVOT IF WE SET UP ANOTHER AD HOC. DOES THAT SOUND REASONABLE, DOABLE, HEATHER? WILL THAT WORK? OKAY. UH, ARE THERE ANY OTHER, UH, POTENTIAL AD HOC COMMITTEES OR DO WE NEED TO DISSOLVE, CREATE OR REAUTHORIZE ANY OTHER AD HOCS? NO. ANY OTHER INPUT FROM THE COMMISSIONERS? IS THERE ANY PUBLIC COMMENT ON THIS ITEM? SEEING NONE, UH, LET'S MOVE TO A VOTE. MOTION IS CARRIED. AGENDA ITEM NUMBER SIX, RECOMMENDATION TO RECEIVE AND FILE AN MONTHLY UPDATE FROM THE ETHICS OFFICER. I HAVE A MOTION FROM COMMISSIONER D BENEDICTUS, SECONDED BY COMMISSIONER SHOTWELL. THANK YOU CHAIR. NOT MUCH [6. 25-56420 Recommendation to receive and file a monthly update from the Ethics Officer.       Suggested Action: Approve recommendation. ] MORE TO ADD. UM, THE VACANCY APPOINTMENTS FOR THE COMMISSION WILL BE GOING TO CITY COUNCIL FOR FINAL APPROVAL ON THE 16TH. SO WE ANTICIPATE ALL THREE COMMISSIONERS BEING SEATED IN OCTOBER, MEANING THIS IS OFFICIALLY THE LAST MEETING OF COMMISSIONER SHOTWELL AND WISE, I'LL MISS YOU GUYS. UH, THE FY 26 BUDGET PASSED LAST NIGHT. UM, THERE WERE SOME QUESTIONS. UM, I KNOW THAT THERE WAS, UH, AN ERROR IN THE, UH, BUDGET BOOK RELATED TO MY SALARY. THAT ERROR WILL BE FIXED IN, FINALIZED IN THE JAN WHEN, WHEN THE BUDGET IS, UM, WHEN THE UPDATED BUDGET IS RELEASED IN JANUARY. SO I APPRECIATE EVERYONE BEING WORRIED ABOUT THAT. BUT THAT, AGAIN, WAS A TYPO THAT WILL BE FIXED. UM, AND AT THIS POINT, THE OET HAS NOT RECEIVED ANY, UM, ADDITIONAL ONE-TIME DOLLARS. SO THERE AREN'T A LOT OF ONE-TIME DOLLARS TO GO AROUND THIS YEAR. SO I WAS ASKED TO PROVIDE THAT UPDATE. SO THAT IS THAT UPDATE. UM, I ALREADY TALKED ABOUT OUR MASTER ETHICS TRAINING AND COMMUNICATIONS CALENDAR THAT I'VE BEEN WORKING ON, UH, WITH OUR CONSULTANT. WE WRAPPED THAT PROJECT UP YESTERDAY. SO I WILL, UM, BRING THAT TO YOU NEXT MONTH AS I RECEIVE AND FILE. AND THEN, UH, WE ARE DOING ANOTHER COMMISSION LIAISON TRAINING. UM, THIS IS A BIG EFFORT BETWEEN THE CLERK, THE MAYOR, MYSELF, UM, SO THAT'LL BE NEXT WEEK. AND THEN, UM, JUST, [01:20:01] TYLER ALREADY TALKED ABOUT MOST OF THIS DURING HIS PRESENTATION, BUT WE ARE, UH, WORKING ON FORMALIZING A STANDARD OPERATING PROCEDURE RELATED TO PRAS. SO SOMETHING THAT WE CAN POINT TO AS WE, YOU KNOW, WE DO BIG TRAININGS, UM, PROBABLY TWICE A YEAR, UM, WITH THE PRA PROGRAM. AND THEN WE DO INDIVIDUAL, UM, TOUCH POINTS AS NEEDED. BUT AGAIN, UH, WE ARE FINALIZING AN SOP THAT WILL HOPEFULLY JUST SUPPORT OUR WORK EVEN MORE. SO I WANTED TO HIGHLIGHT THAT TOO. THAT'S IT. THANK YOU. ANY INPUT FROM INDIVIDUAL COMMISSIONERS? SURE. I JUST HAVE A QUESTION. COMMISSIONER NOVA. THANKS, HEATHER. UM, DO YOU HAVE A DATE FOR THE COMMITTEE THAT WILL HEAR THE NOMINATIONS? THE GOVERNMENT OPERATIONS AND EFFICIENCY COMMITTEE? THEY HEARD THAT ON THE SECOND, I BELIEVE. OKAY. SO THEY, UM, IT'S ALREADY GONE TO GO AND E. UM, THEY APPROVED IT. SO THEN THE NEXT STOP IS THE CITY COUNCIL. SORRY. THANK YOU. I, I COMPLETELY SKIPPED OVER THAT PART. THANK YOU. SO YEAH, ALL THAT HAS BEEN DONE. UM, SO WE JUST NEED THE CITY COUNCIL'S APPROVAL. ANY OTHER INPUT FROM THE COMMISSIONERS? IS THERE ANY PUBLIC COMMENT? SEEING NONE, LET'S MOVE TO A VOTE. MOTION IS CARRIED. AGENDA ITEM NUMBER SEVEN, RECOMMENDATION TO DISCUSS POTENTIAL AGENDA ITEMS FOR FUTURE COMMISSION MEETINGS. DO I HAVE A MOTION? I HAVE A MOTION FROM COMMISSIONER DE BENEDICTUS, SECONDED BY [7. 25-56421 Recommendation to discuss potential agenda items for future Commission meetings.       Suggested Action: Approve recommendation. ] VICE CHAIR COLEMAN. AND DO WE HAVE ANY DISCUSSION? COMMISSIONER DI BENEDICTUS, UM, RECEIVING THE NON AGENDA ITEM THAT WE, UH, ALL RECEIVED? I KNOW IT'S NOT, UH, GERMANE TO TODAY'S DISCUSSION, BUT I THINK WE SHOULD TAKE A LOOK AT THAT. UH, 'CAUSE I THINK WE, IT'D BE GOOD IF WE HAD A POSITION ON, ON THIS PARTICULAR TOPIC THAT COMES UP. UM, IN PARTICULAR, IT SEEMS TO BE AROUND A PARTICULAR COMMISSION, AND I THINK MAYBE WE SHOULD TAKE A LOOK AT THE CHARTER, UM, AND SEE IF THERE'S, UH, ANY CLARITY WE CAN OFFER OR IF THERE'S ANY WORK TO BE DONE, UH, TO DISCUSS THAT. BUT THAT'S JUST A, A THOUGHT. DON'T KNOW IF IT'S, UH, AN IDEA THAT WOULD BE SUPPORTED. ANY OTHER COMMISSIONER HAVE INPUT ON THAT? UH, I SEE. WE MAY HAVE TRIGGERED A CONVERSATION OVER. NO. OH, OKAY. I JUST, IS IT SOMETHING THAT WE CAN TAKE A LOOK AT THE CHARTER OF OTHER COMMISSIONS AND PUT ON THE AGENDA FOR WHAT PURPOSE? PARDON? FOR WHAT PURPOSE? I MEAN, IF IT, THE BODY IS ABLE TO BRING AN AGENDA ITEM, IT'S JUST NOT CLEAR TO ME WHAT IS BEING SOUGHT. WELL, THE NON AGENDA ITEM SEEMS TO, UH, WE'VE HAD, THIS IS NOT THE FIRST TIME WE'VE RECEIVED A COMMENT ABOUT A PARTICULAR COMMISSION, UM, OPINING ABOUT A PARTICULAR ISSUE THAT MAY NOT BE GERMANE TO WHAT THEY DO. UH, AND THAT IT IS, UH, UM, DISCUSSING A GLOBAL ISSUE. UH, AND I'M NOT SURE IF THAT'S REALLY APPROPRIATE. I KNOW THAT WE DON'T HAVE OUR GOOD GOVERNANCE ACT, UM, THAT HASN'T BEEN ADOPTED YET. BUT I WOULD, I WAS WONDERING IF THERE ARE POLICIES AROUND THIS AREA THAT, UH, WHERE WE COULD GIVE SOME GUIDANCE ON THIS OR IF WE NEED TO DEVELOP SOME GUIDANCE ON THIS. I'M NOT SURE. SO IT WOULD BE HELPFUL IF COUNSEL COULD HELP US WITH THIS ONE. 'CAUSE IT SEEMS [01:25:01] TO COME UP, UH, AT LEAST I THINK THREE TIMES IN THE TIME THAT I'VE BEEN A COMMISSIONER. UM, THE, THE, THE COMMISSION, UM, SPEAKING ABOUT POLITICAL ISSUES, UM, THAT ARE NOT GERMANE TO, IN MY OPINION, UH, LONG BEACH AND, UH, WHAT SOME OF THE, UH, OBVIOUSLY THE PUBLIC THINKS, AT LEAST A COUPLE OF THE PE PEOPLE THINK THAT IT'S, UH, NOT PRACTICAL OR APPROPRIATE, PERHAPS THAT CAN BE BROUGHT TO THE CHAIR AND IT'S A TOPIC THAT COULD BE BROUGHT DURING OUR AGENDA SETTING CONVERSATION. I DON'T HAVE ANYTHING REALLY ADD TO ADD BEYOND THAT. OKAY. YEAH. THANKS. YEAH, IT, IT REALLY ISN'T, UH, SCRUTINIZING THEIR CHARTER, BUT I THINK THEY'RE IN AS WHERE MAYBE THERE IS A BELIEF THAT MAYBE THAT IS PART OF THEIR SCOPE. NOT SURE, BUT I KNOW THAT, UH, IT'S SOMETHING THAT WE AVOID HERE IN, IN OURS, UH, EVEN THOUGH IT'S NOT EXPLICIT IN OUR CHARTER. BUT THOSE ARE MY THOUGHTS. THANK YOU. UM, AS, UH, DOES ANY OTHER COMMISSIONER HAVE INPUT ON THIS ITEM, COMMISSIONER WISE? YEAH, I, I'LL JUST SAY THAT I, I THINK IT, IT MAY RELATE TO, UM, THE VALUES THAT WE ADOPTED IN THE BEGINNING. UM, AND I, I DON'T KNOW WHETHER THE BYLAWS OR WHATEVER IT IS THAT CREATES DIFFERENT, YOU KNOW, THE PARTICULAR COMMISSION, UM, MAY SAY ABOUT THE SCOPE OF, OF, OF THEIR, THEIR WORK. BUT I THINK THE ADOPTION BY THE CITY COUNCIL OF ALL THOSE VALUES AND INCORPORATING THEM IN THE CODE MIGHT BE APPLICABLE. YEAH. AND I, I ACTUALLY THOUGHT ABOUT THAT WHEN YOU WERE ASKING THE QUESTION, WHAT'S THE PURPOSE? I THOUGHT, WELL, THE PURPOSE IS TO MEASURE IT AGAINST THE VALUES OF THAT HAVE BEEN ESTABLISHED, UM, PURSUANT TO OUR RECOMMENDATION. BUT I'LL LEAVE IT TO YOU GUYS TO FIGURE THAT ALL OUT. NO, THAT, THAT IS THE CLARITY THAT THAT IS IT. THANKS. ANY OTHER INPUT FROM THE COMMISSIONERS? UM, I, I WOULD LIKE TO PULSE THE OTHER COMMISSIONERS ON WHETHER WE SHOULD REQUEST A PRESENTATION, UH, BY THE PORT AND THE UTILITIES, UH, DEPARTMENT ON HOW THEY ARE IMPLEMENTING THEIR ETHICS PROGRAM, UH, PARTICULARLY WITH NEW COMMISSIONERS COMING ON BOARD. AND WE ARE GOING THROUGH THE POLICY EXERCISE, BUT IT IS, UM, BEING HANDLED BY THE CITY MANAGER'S OFFICE, A A AND WITH ATTEMPTED OUTREACH TO PORT AND UTILITIES. UM, BUT GENERALLY THE POLICIES APPLY, UH, WITHIN THOSE DEPARTMENTS THAT REPORT TO THE CITY MANAGER. SO, UH, IS THERE SUPPORT FOR THE IDEA OF HAVING THE PORT AND UTILITIES DEPARTMENT, UH, COME AND MAKE THEIR OWN PRESENTATIONS REGARDING THEIR IMPLEMENTATION OF THEIR ETHICS PROGRAM? WELL CHAIR, WELL, I WON'T BE LIKELY A MEMBER OF THE COMMISSION AT THAT TIME. I THINK THAT'S AN EXCELLENT IDEA. I THINK IT WOULD REALLY ALSO REALLY DO TWO THINGS THAT WOULD HELP TO BRING, UH, AN UNDER THE COMMISSION'S UNDERSTANDING OF WHAT THOSE TWO ENTITIES ARE DOING. AND IT WOULD ALSO REALLY HELP TO BRIDGE, UH, WHAT THE WORK THAT OET IS ALREADY DOING, UH, AND CEMENT THAT WHEN THEY HAVE, WHEN THEY KNOW THAT THEY'RE ACTUALLY ALSO AT LEAST TALKING WITH THE COMMISSION. OKAY. ANY OTHER THOUGHTS FROM THE COMMISSION ON THIS ITEM? AND DO WE HAVE ANY PUBLIC COMMENT ON THIS ITEM? SEEING NONE, LET'S MOVE TO A VOTE. MOTION IS CARRIED. I GUESS NOW IS TIME FOR PUBLIC COMMENT ON NON AGENDA ITEMS. WE DID RECEIVE WRITTEN PUBLIC COMMENT ON ONE NON AGENDA ITEM, WHICH WAS THE DISCUSSION THAT COMMISSIONER DE BENEDICTUS INITIATED. UM, DO WE HAVE ANY PUBLIC COMMENT ON NON AGENDA [PUBLIC COMMENT Opportunity to address the Ethics Commission on non-agenda items. Each speaker is limited to three minutes to make their comments unless extended by the Chair.] ITEMS? SEEING NONE, WE DON'T MOVE TO A VOTE ON THAT, DO WE? NO. UM, ANNOUNCEMENTS, I'VE, I'VE GOT A COUPLE OF ANNOUNCEMENTS. UM, I, I JUST WANTED TO MENTION, I MET WITH [01:30:01] THE CITY ATTORNEY FOR OUR REGULAR QUARTERLY MEETING. UM, WE DID DISCUSS THE ISSUE OF CAMPAIGN WEBSITES AND, AND, UM, AND, UM, [ANNOUNCEMENTS] SHE ALSO MENTIONED THE POSSIBILITY OF, UM, GUIDANCE TO EMPLOYEES REGARDING ATTENDANCE AT OLYMPIC EVENTS, TICKETS, ET CETERA. UH, IN TERMS OF WHAT MIGHT, UH, YOU KNOW, LOOKING FORWARD TO THE OLYMPICS, YOU KNOW, WOULD THERE BE QUESTIONS THAT MIGHT COME UP AND MIGHT BE USEFUL TO GET GUIDANCE OUT IN ADVANCE? UM, AND WE'RE GOING TO CONTINUE OUR QUARTERLY MEETINGS. UH, UH, I ALSO WANTED TO MENTION, I THINK YOU'VE ALL HEARD, I APPEARED BEFORE THE BUDGET COMMITTEE AND BEFORE THE CITY COUNCIL, UM, ON THE PROPOSED BUDGET FOR OET. UM, THE PROPOSED BUDGET FOR OET IS RECOGNIZING, UM, THAT, UH, THE ASSISTANT CITY MANAGER FOR ETHICS IS SPENDING AN INCREASING AMOUNT OF TIME PREPPING FOR THE OLYMPICS. AND SO HIS TIME DEVOTED TO ETHICS WAS REDUCED DOWN TO 30% OF HIS TIME. SO THE ETHICS BUDGET ONLY HAS ONE AND A THIRD PEOPLE. UM, AND WE HAD SUBMITTED A LETTER, ASSUMING TWO FULL-TIME PEOPLE ASKING FOR A THIRD PERSON. UH, THAT WAS IN APRIL BEFORE WE SAW THE BUDGET. WE OBVIOUSLY DIDN'T GET THE THIRD PERSON, AND NOW WE'VE LOST 70% OF THE SECOND PERSON. UM, I MADE THE PRESENTATION, I MADE THE POINTS. UM, A, A REPORTER WAS THERE, UM, AND HE DID FOLLOW UP. HE CONTACTED ME THROUGH THE, THROUGH THE OET. I SPOKE WITH HIM, AND I PROVIDED SOME WRITTEN, UH, UH, INFORMATION BY WAY OF FOLLOW UP BY EMAIL. UM, HE DID, UH, PUBLISH, UH, AN ARTICLE, BUT DIDN'T CHANGE THE BUDGET. ANY OTHER ANNOUNCEMENTS, LIKE I, I ASSUME NOW WE'RE GONNA BE LOSING COMMISSIONER WISE AND COMMISSIONER SHOTWELL, UH, FOR THE NEXT MEETING. AND, UM, WE'VE KIND OF ALREADY CELEBRATED YOUR SERVICE. SO THANK YOU AGAIN FOR YOUR SERVICE, AND YOU WILL BE BOTH BE MISSED. DON'T BE SO SURE OF THAT WHEN YOU SEE IT OVER HERE. UH, I THAT ASKING ABOUT 15 QUESTIONS FOR EVERY ITEM. UH, I, YOU KNOW, ANYTHING THAT CAN INCREASE PUBLIC PARTICIPATION IN THIS MEETING, I AM ALL FOR. SO BRING YOUR FRIENDS, BRING YOUR KIDS, BRING YOUR PARENTS. UM, I, I HAVE A QUESTION FOR JORGE. SO WHAT THIRD OF YOU ARE WE GONNA GET? SO, NO, I, UM, I THINK ON PAPER, YOU KNOW, WE'VE, THERE'S A CHANGE, BUT LIKE I'VE TOLD HEATHER, I'M HERE TO SUPPORT AND I ENVISION US WORKING VERY SIMILAR TO HOW WE'VE BEEN WORKING FOR THE PAST COUPLE YEARS I'VE BEEN HERE. SO, YEAH, DON'T GO TOO FAR WITH THOSE OTHER TWO THIRDS. OKAY. . OKAY. CHAIR, I JUST WANTED TO THANK YOU FOR, UH, YOUR COMMITMENT TO THE COMMISSION APPEARING BEFORE THE BUDGET COMMITTEE AND COUNCIL TAKING ALL THE MEETINGS WITH THE ELECTEDS AND COUNCIL MEMBERS. UM, I KNOW IT'S NOT AN EASY FEAT, BUT, UH, I AM, AND I'M SURE THE COMMISSION APPRECIATES YOUR LEADERSHIP ON THIS ISSUE MOVING FORWARD. THANK YOU. SORRY ABOUT THE BAD NEWS. YEAH, YOU KNOW, THE, THE BUDGET COMMITTEE, AT LEAST I GOT 90 SECONDS. UM, BUT THE CITY COUNCIL, BECAUSE SO MANY PEOPLE WERE TALKING, UH, THEY ANNOUNCED THAT WE'D ONLY GET 60 SECONDS. SO I'M SITTING THERE WITH MY PREPARED REMARKS, YOU KNOW, AND I WAS LIKE, DO I HAVE TO TELL THEM WHO I AM? ? IS THAT HELPFUL? , UH, SEEING NO OTHER ANNOUNCE, OH, DO I NEED TO GET PUBLIC COMMENT ON AN, NOPE. OKAY. UH, WE CAN MOVE TO ADJOURN. TIME IS 4 35. WE ARE ADJOURNED. SO NOW I'VE GONE THE WRONG WAY. I, I REALIZE I'M SUPPOSED TO GET EVERYBODY OUTTA HERE BY [01:35:01] FIVE, BUT NOW I'M GONNA. * This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting.