Feb 11, 2026 Ethics Commission

RECOMMENDATION TO RECEIVE AND FILE A PRESENTATION ON THE CITY'S RECENTLY LAUNCHED DISABILITY DATA SURVEY FROM THE CITIZENS ADVISORY COMMISSION ON DISABILITIES.

ITEM NUMBER TWO,

[2. 26-54222 Recommendation to receive and file a presentation on the City’s recently launched disability data survey from the Citizens Advisory Commission on Disabilities. Suggested Action: Approve recommendation. ]

I HAVE A MOTION FROM COMMISSIONER D BENEDICTUS, SECONDED BY COMMISSIONER GILLETTE.

THANK YOU CHAIR.

WE HAVE, UH, GRETCHEN SWANSON HERE WITH US, THE CHAIR OF CAPE COD.

SHE'LL BE PRESENTING.

GOOD AFTERNOON.

IT'S SWELLED TO BE HERE.

THANK YOU FOR, UM, WE HAVE A BIT OF A, A VISUAL THAT WILL, UM, SHARE.

I'VE BEEN WITH KOD, UH, FOR APPROXIMATELY SIX YEARS.

I STARTED WITH YOUR ESTEEMED STAFF PERSON, HEATHER, WHO TAUGHT ME A LOT.

AND, UH, NOW I SERVE AS CHAIR AND WILL FOR THE NEXT COUPLE OF YEARS.

WE'RE VERY EXCITED ABOUT THE SURVEY.

IT'S THE FIRST EVER IN THE CITY OF LONG BEACH AND IN MOST CITIES HERE IN THE UNITED STATES.

UH, SO WE'RE GONNA HAVE A COUPLE OF ASKS FOR YOU AND IF WE, WHEN WE GET THE, SO WE'RE GONNA PLAY THE VIDEO FIRST.

EXCELLENT.

THEN WE'LL DIVE INTO THE POWERPOINT.

SO ARE PERSON, ERIC, PAUSE FOR JUST A SECOND.

THANKS.

SO THIS, UH, VIDEO WE CREATED WITH LBTV SO THAT IT CAN GO OUT.

SO IT'S ON LBTV AND OTHER, UM, FOR NONPROFIT, UH, NETWORKS AND CAN BE SHOWN, UM, IN YOUR SPACES AS WELL.

SO IT'S 30 SECONDS AND YOU'LL GET THE IDEA VERY QUICKLY.

FROM ACCESSIBILITY TO EMPLOYMENT, HEALTHCARE TO HOUSING, AND MORE GET COUNTED AND MAKE A DIFFERENCE.

ERIC, ARE YOU A PERSON WITH A DISABILITY LIVING IN LONG BEACH? GET READY TO MAKE YOUR VOICE HEARD.

IT IS TIME TO GET COUNTED.

THE CITY OF LONG BEACH AND THE INVESTED IN DISABILITY COMMISSION TO RIGHT LEADERS, WE DATA TO UNDERSTAND THEIR NEEDS.

LET'S GET COUNTED.

THE DISABILITY DATA AND COMMUNITY SURVEY IS A CHANCE FOR YOU TO SHARE YOUR THOUGHTS ON EVERYTHING

[00:20:01]

THIS ISN'T JUST ANY SURVEY.

IT'S ABOUT COLLECTING OUR STORIES, OUR EXPERIENCE, SO LONG BEACH CAN CONTINUE TO CREATE REAL CHANGE.

IT'S VITAL WE ALL GET COUNTED.

THE CITIZENS ADVISORY COMMISSION ON DISABILITIES IS WORKING WITH PARTNERS FROM CAL STATE LONG BEACH TO DEVELOP A COMPREHENSIVE RAPPORT.

WE'RE HERE TO LISTEN, TO LEARN, AND TO ENSURE THAT THE VOICES OF THE DISABILITY COMMUNITY ARE AT THE HEART OF THIS PROCESS.

THE DISABILITY DATA AND COMMUNITY SURVEY WILL HELP LONG BEACH CREATE POLICIES AND PROGRAMS THAT TRULY WORK FOR EVERYONE, INCLUDING PEOPLE LIKE US.

LET'S GET COUNTED.

YOUR PARTICIPATION IS ESSENTIAL.

EVERY VOICE MATTERS.

WE ARE WORKING WITH COMMUNITY-BASED ORGANIZATIONS TO ENSURE EVERYONE HAS THE OPPORTUNITY TO PARTICIPATE.

IT'S IMPORTANT TO GET COUNTED.

YOUR INPUT WILL DIRECTLY IMPACT THE FUTURE OF SERVICES AND OPPORTUNITIES IN LONG BEACH.

THIS IS HOW WE BUILD A BARRIER FREE ENVIRONMENT, GET COUNTED AND SHAPE THE FUTURE.

WE WANT TO HEAR FROM YOU BECAUSE ENSURING PEOPLE WITH DISABILITIES CAN ACHIEVE THEIR FULL POTENTIAL.

BEGINS WITH YOU.

LET'S WORK TOGETHER TO MAKE LONG BEACH A CITY WHERE EVERYONE BELONGS.

LET'S DO THIS TOGETHER.

LET'S MAKE IT HAPPEN.

TAKE THE DISABILITY DATA AND COMMUNITY SURVEY TODAY, EMAIL ADA@LONGBEACH.GOV, OR CALL 5 6 2 5 7 0 6 2 5 7 TO LEARN MORE.

YOUR VOICE, YOUR FUTURE, YOUR LONG BEACH.

GET IT.

SO THAT'S OUR LITTLE ROAD SHOW.

UM, YEAH.

UH, WE CAN CUE UP THE SLIDESHOW.

THAT'D BE GREAT.

IT JUST HAS TO SWITCH PROGRAMS. AND AS WE DO THAT, UH, LET ME JUST STEP BACK FOR A MOMENT.

UM, CAPE COD, UH, CITIZENS ADVISORY COMMISSION ON DISABILITY IS ONE OF THE OLDEST COMMISSIONS, UH, IN THE CITY OF LONG BEACH.

BUT WE'VE BEEN OPERATING BLINDFOLDED UP UNTIL NOW BECAUSE WE DON'T KNOW THE EXTENT IN NATURE OF PERSONS WITH DISABILITIES IN OUR OWN CITY.

THERE IS NO COLLECTIVE DATA.

THE CENSUS HAS BECOME, WELL, LET'S NOT GO DOWN THAT RABBIT HOLE.

UM, IT'S NOT A SOURCE OF INFORMING THE CITY.

AND OUR JOB IS TO INFORM THE CITY, THE CITY MANAGER AND STAFF, THE MAYOR, AND ALL OUR COUNCIL PEOPLE AS TO THE NATURE OF DISABILITY IN OUR COMMUNITIES.

SO THAT'S WHAT WE STARTED WITH.

AND WE HAD VERY SPECIFIC OBJECTIVES.

SO IT'S IMPORTANT BECAUSE ONE, WE DON'T HAVE ANYTHING TO WORK WITH.

SO WE REALLY NEED TO GET RESPONSES, AND THAT'S HOW YOU CAN HELP US.

ONE, WE WANT TO, UH, COLLECT PERSON-CENTERED DATA, NOT WHAT WE THINK OR THE EXPERTS THINK, BUT REALLY WHAT PEOPLE ARE EXPERIENCING.

AND THAT TOOK A, A FAIR AMOUNT OF TIME.

IT TOOK ABOUT A YEAR TO CRAFT THE SURVEY, UH, THAT IS IN THE FORM THAT YOU SEE IT.

WE ARE WORKING THROUGH PARTICIPATORY METHODS.

WE INCLUDED INTERVIEWS, FOCUS GROUPS, TESTIMONIALS, AND NOW WE'RE INTO THE SURVEY.

UM, COLLECTION.

PART OF IT.

WE NEED TO IDENTIFY NOT ONLY EXISTING NEEDS, BUT EMERGING NEEDS, THE BARRIERS TO PEOPLE MEETING THEIR NEEDS AND OPPORTUNITIES THAT PEOPLE SEE HERE IN THE CITY OF LONG BEACH.

SO THIS IS FOR PEOPLE WHO NOT ONLY LIVE HERE, BUT GO TO SCHOOL HERE, WORK HERE, OR IN SOME WAY, SPEND AN IMPORTANT PART OF THEIR LIFE HERE IN LONG BEACH.

WE NEED TO DEVELOP A COMPREHENSIVE UNDERSTANDING AT THE COMMUNITY OF THE COMMUNITY'S DEMOGRAPHICS AND GEOGRAPHIC DISTRIBUTION.

SO IT'S SUPER BECAUSE OUR TECHNICAL TEAM FROM CAL STATE LONG BEACH, UH, WILL BE ABLE TO MAP AS WELL AS CATEGORIZE AND TABULATE TYPES OF DATA.

SO THAT WILL HELP US FROM WORKING ON PARKS AND REC, OUR PUBLIC WORKS, UM, AND A VARIETY OF, UH, UH, PARKS, UM, PROGRAMMING, A VARIETY OF THINGS THAT HAVE NEVER BEEN ADDRESSED FROM THAT, UH, ANGLE.

AND THEN OF COURSE, OUR JOB IS TO INFORM LEADERSHIP AND TO HELP CREATE MEANINGFUL POLICIES, NOT JUST POLICIES THAT ARE REACTIONARY BECAUSE A PROBLEM CAME UP, BUT WE ARE NOW BETTER INFORMED ACROSS THE DIVERSITY OF DISABILITIES

[00:25:01]

HERE IN THE CITY OF LONG BEACH.

NEXT SLIDE.

SO WHO SHOULD TAKE THE SURVEY? ANYONE SHOULD TAKE IT IF THEY BELIEVE THEY EXPERIENCE A DISABILITY.

LET ME SAY THAT AGAIN.

ANYONE CAN TAKE IT.

WHO BELIEVES THAT THEY ARE EXPERIENCING A DISABILITY? THERE ARE MANY PEOPLE WHO HAVE NOT BEEN CLASSIFIED OR JUDGED OR IN SOME WAY OFFICIALLY TERMED, UM, UH, HAVING A DISABILITY.

THIS IS UP TO THE INDIVIDUAL.

UH, PEOPLE IN, IN MY AGE BRACKET ARE AGING INTO DISABILITY.

THERE ARE TIMES WHERE PEOPLE MAY NOT HAVE THOUGHT THAT HE HAD A DISABILITY EARLY IN LIFE, BUT NOW, UH, FACE, UM, HAVING A DISABILITY.

WE WERE AT THE SENIOR COMMISSION NO, NO, NO COMMISSION ON AGING.

SORRY.

I CAN, I'M TRAINABLE THIS MORNING.

AND ONE OF THE COMMISSIONERS THERE WERE TALKING ABOUT ACCESS TO, UM, A PARTICULAR, UM, A SITE FOR A PRESENTATION.

THAT ACCESSIBILITY STARTS TO BECOME A DISABILITY FACTOR AS WE MOVE FORWARD.

AND WE'RE OPENING UP OUR CITY TO, UM, THE DIVERSE, UH, COMMUNITIES THAT EXIST HERE.

SO, AGAIN, ANYONE CAN TAKE IT.

THEY HAVE TO, UH, BELIEVE THAT THEY HAVE, UH, A DISABILITY AND THEY WILL IDENTIFY THE NATURE OF IT DURING THE SURVEY.

SO WHERE CAN THEY GET IT? THEY CAN GET IT ON THE PHONE.

THEY CAN GET IT BY PAPER.

IF WE'RE OUT TABLING, UH, WHICH I'D LOVE TO HAVE YOU, INVITE US TO.

UM, IT'S AT THE, AT EACH LIBRARY AND SOMEONE THERE CAN ASSIST.

SO THE, THE DISTRIBUTION, WE'VE TRIED TO MAKE IT, UM, ALSO ACCESSIBLE.

PEOPLE CAN PHONE IN THEIR DATA, UH, BY CALLING THE ACCESSIBILITY, UH, NUMBER.

THEY CAN HAVE SOMEONE PROVIDE THE DATA ON BEHALF OF THE RESPONDENT.

UH, IT IS IN FOUR LANGUAGES.

AND IF OTHER LANGUAGES ARE NEEDED, THAT IS A REQUEST TO ACCESSIBILITY COORDINATOR.

SO WE HAVE TRIED TO PROVIDE A FRAMEWORK FOR PEOPLE TO PARTICIPATE.

UM, IT'S INSIDE, I DON'T KNOW, HOW DO ANY OF YOU RIDE THE BUS? WELL, IF YOU RODE THE BUS LBT, YOU WOULD SEE QR CODES AND THE GET COUNTED, UM, LOGO, UH, WITHIN THE BUS.

IT'S IN ALL OUR CITY BUSES, AND IT WILL BE THROUGH THE END OF APRIL.

WE ARE GOING THROUGH, UM, MAY 1ST.

WE REALLY, REALLY, REALLY NEED EVERYONE'S HELP AND THINKING.

YOU MAY BE THINKING, GOSH, HERE'S A GOOD GROUP THAT GRETCHEN COULD TABLE AT.

UM, OR COULD GIVE A PRESENTATION OR ANOTHER MEMBER OF OUR COMMISSION LET HEATHER KNOW SHE KNOWS HOW TO GET IN TOUCH WITH US.

AND BING BANG, BOOM.

IT CAN BE CHURCH GROUPS, COMMUNITY GROUPS.

YOUR EMPLOYER MIGHT HAVE A RESOURCE DAY.

WE COULD DO A TABLE THERE.

IT CAN BE ON THE SIDE OF THE ROAD.

NO, JUST KIDDING.

SO THAT QR CODE IS THE WAY PEOPLE ARE ACCESSING IT NOW.

PEOPLE ARE DOING IT ON THEIR, UM, SMARTPHONES PRETTY EASY.

OR YOU CAN GO ON THE WEB ON YOUR LAPTOP.

UM, AND I REALLY HOPE THAT YOU CAN SEE THE UNIVERSE THAT WE'RE TRYING TO REACH HAS NEVER BEEN TAPPED BEFORE.

UM, AND I'LL JUST HAVE ONE OTHER LITTLE STORY WHILE YOU'RE THINKING OF MAYBE QUESTIONS FOR ME, IS THAT I WAS AT THE MAYOR'S STATE OF THE CITY LAST MONTH A COUPLE WEEKS AGO, AND SOMEHOW SOMEONE ASKED ME, I DON'T KNOW HOW WE GOT ONTO THAT.

I WAS ON THE COMMISSION ON DISABILITY AND THEY SAID, WELL, WHAT IS YOUR CREDENTIAL FOR BEING ON THERE? AND I HAD TO QUICKLY BS MY WAY THROUGH THAT ONE.

I, I DON'T KNOW, DO YOU TAPE THESE THINGS? ANYHOW, MY POINT BEING IS THAT NOT ALL DISABILITIES ARE VISIBLE.

IN FACT, THERE ARE MAJOR CATEGORIES WHERE YOU WOULD NOT KNOW BY LOOKING AT A PERSON THAT THEY HAVE A DISABILITY THAT, UM, PREVENTS THEM PARTICIPATING IN SOCIETY.

AND THAT'S WHAT A DISABILITY IS ABOUT.

SO JUST THINK IN YOUR WORLD WHERE, UH, THIS MIGHT BE USEFUL.

IT COULD BE ONE PERSON WHOSE VOICE SHOULD BE HEARD.

AND I WOULD REALLY, REALLY APPRECIATE YOUR EXTENDING THAT INVITATION

[00:30:01]

USING THE QR CODE.

AND MAYBE HEATHER CAN PUT IT OUT IN MINUTES.

UM, AFTER THIS MEETING, UH, COMMISSIONER DE BENEDICTUS, WELL, THANK YOU FOR YOUR PRESENTATION.

UM, STEPMOTHER TO A DOWN SYNDROME ADULT.

UM, YOU SAID THAT THE PEOPLE COULD INPUT THEIR INFORMATION OR ON BEHALF OF SOMEBODY ELSE MM-HMM .

BECAUSE I'M THINKING OF AT LEAST THREE OR FOUR ADULTS, DISABLED ADULTS THAT WOULD NOT KNOW ABOUT THIS MAY NOT RIDE THE BUS.

SO WHAT OTHER METHODS OF, UH, SOLICITING, UH, AND ADVERTISING THE QR CODE? 'CAUSE I THINK IT'S THE THIRD PARTIES THAT ARE GONNA GET YOU THE DATA.

UH, BECAUSE FOR EXAMPLE, UM, IN OUR FAMILY, WE SOMETIMES RELY HEAVILY ON ORANGE COUNTY, NOT LONG BEACH.

'CAUSE IT'S NOT, UH, IT'S NOT WELL KNOWN.

SO SEE, HELP, HELP ME WITH THAT BIG YEAH, NO BIG.

UH, THAT'S IMPORTANT INFORMATION.

YOU'RE INFORMING ME AND I APPRECIATE THAT.

UM, WE'RE GOING TO THE SCHOOL DISTRICT, WHICH IS A HUGE, UM, OPPORTUNITY.

THE, UH, COMMUNITY COLLEGE AS WELL AS CAL STATE LONG BEACH.

THERE ARE OUR STRATEGIC PARTNERS, OUR, UM, SERVICE ORGANIZATIONS THAT PROVIDE CARE AND CASE MANAGEMENT FOR PERSONS WITH DISABILITY HERE IN THE CITY.

IT'S EXTREMELY LARGE, AND YET IT'S VERY DEEP AS YOU ARE SHOWING.

SO YOU ARE, UM, I AM HOPING BETWEEN NOW, WHATEVER DATE IT IS TODAY, THROUGH THE END OF MARCH TO BE OUT ALMOST EVERY DAY DOING THIS SOMEWHERE.

SO IF YOU HAVE A PLACE, IF YOU HAVE, UH, THERE ARE, UM, ADULT ENVIRONMENTS WHERE, UH, PERSONS, UH, ARE GOING FOR CONTINUED SOCIALIZATION OR, UH, WORK EFFORT, PERFECT PLACE, WE CAN GO IN AND HELP WITH THAT, UM, IN THOSE INSTANCES.

SO YOU'RE, YOU'RE ASKING, IT'S LIKE HOW DO WE GET TO PEOPLE WHO'VE NEVER BEEN TOUCHED BEFORE? BECAUSE WE NEVER TOUCHED PEOPLE.

AND, AND SO THAT'S WHY, UM, YEAH.

THIS IS TRICKY.

I FIND IT DISAPPOINTING THAT THERE ISN'T A COLLECTION OF DATA, UH, THROUGH THE SCHOOLS, ET CETERA, AND THE COUNTY PROGRAMS THAT ARE PROVIDED AND, AND PEOPLE THAT HELP WITH THE EMPLOYMENT, ET CETERA.

AT THE SAME TIME, I'M HOPEFUL THAT THIS IS THE WAY TO GET IT GOING.

I, UM, I, I I THINK YOU'RE ALREADY UNDERWAY, ET CETERA, BUT WHEN I THINK ABOUT THIS IS BY HAPPENSTANCE THAT I'M HEARING ABOUT IT.

UH, BUT MAYBE SOMETHING, I KNOW THE COST IS PROBABLY, UH, HUGE, BUT GETTING IT IN MY UTILITY BILL TO KNOW THAT I COULD HAVE USED THIS QR CODE TO SIGN UP, UH, TWO OR THREE ADULTS IN MY FAMILY.

VERY HELPFUL.

THANK YOU FOR THAT.

AND WE'VE ALREADY ASKED FOR THAT.

THE UTILITY.

UH, YEAH, BECAUSE I THINK IT'S THE, THE REAL WORK WILL BE DONE BY THE, THE FAMILY MEMBERS.

I COULDN'T AGREE MORE BECAUSE MOST, UH, DISABLED PEOPLE ARE OVERWHELMED WITH THE PAPERWORK THAT THEY DO.

EXACTLY.

AND THAT'S ONE OF THE QUESTIONS.

SO THANK YOU SO MUCH FOR THAT.

YOU'RE DOING GREAT WORK.

THANK YOU VERY MUCH.

GINGER EATON.

YES.

THANK YOU VERY MUCH FOR THE PRESENTATION TODAY.

I AM, I'M EXCITED ABOUT THIS EFFORT.

UM, I, MY QUESTION YOU'VE ANSWERED, AT LEAST IN PART, AND THAT IS, UH, WERE YOU PLANNING TO COLLECT DATA FROM L-B-U-S-D? YES.

AND THEN, UM, I WAS WONDERING IF THERE WAS AN AGE LIMITATION ON WHO CAN RESPOND TO THE SURVEY SO CHILDREN COULD POTENTIALLY OH, ABSOLUTELY.

UM, HOW ARE YOU PARTNERING WITH PARK AND REC? 'CAUSE I'M THINKING PARTICULARLY OF EL DORADO PARK, WHICH IS HUGE, BUT IS A RESOURCE THAT'S USED BY PEOPLE NOT JUST FROM LONG BEACH, BUT THE SURROUNDING COMMUNITIES.

IS THERE ANY, UM, WHAT'S OUR PLAN? YEAH.

UH, OUR PLAN IS TO HAVE A PLAN.

OOH, THAT SOUNDS SO POLITICALLY INCORRECT.

SO, UM, YES, YOU'RE, YOU'RE ON POINT.

UM, I AM HOPING THAT WE WILL BUILD IN, AND BASED ON WHAT YOU'RE SAYING IS IT'S ONE THING TO HAVE THINGS LIKE POSTERS AND COMMUNITY CENTERS, BUT IF THEY'RE AT THE WRONG HEIGHT OR THEY'RE NOT IN THE RIGHT LANGUAGE, OR PEOPLE ARE RUSHING THAT DAY, THEY'RE NOT GOING TO SEE IT.

SO TABLING BECOMES A REALLY GOOD WAY

[00:35:01]

FOR US TO DO THAT.

AND, UM, NEXT TO MY LIST OF THINGS TO DO WHEN I GET HOME IS TO GO BACK TO PARKS AND REC BECAUSE THE AGING COMMISSION IS UNDER THEM.

AND TO SEE HOW WE CAN BEGIN TO, UM, SORT OF COLLABORATE IN A, IN A POSITIVE WAY.

SO PARKS AND REC VERY, VERY, VERY IMPORTANT.

AND, AND THIS SHOULD BE GOOD INFORMATION FOR THEM AND THEIR PROGRAMING.

ALL RIGHT.

THAT'S WHERE WE'RE GOING.

THANK YOU VERY MUCH FOR YOUR PRESENTATION.

I APPRECIATE YOU ARE MOST WELCOME.

AND FILE A BIANNUAL UPDATE FROM THE OFFICE OF ETHICS AND TRANSPARENCY'S PUBLIC RECORDS ACT PROGRAM.

YOU'RE VERY GRACIOUS.

UM, DO WE NEED TO ASK FOR PUBLIC COMMENT? IS THERE ANY PUBLIC COMMENT? LET'S TAKE IT TO A VOTE.

I, IF IT'S NOT, UH, OPERATING, WE CAN TAKE A VERBAL COMMISSIONER.

GILLETTE? YES.

ALRIGHT, MOTION CARRIES.

AGENDA ITEM NUMBER THREE, RECOMMENDATION TO RECEIVE

[3. 26-54223 Recommendation to receive and file a biannual update from the Office of Ethics and Transparency’s Public Records Act Program. Suggested Action: Approve recommendation. ]

I HAVE A MOTION FROM VICE CHAIR COLEMAN, SECONDED BY COMMISSIONER EATON AND SAM WILL BE PRESENTING.

GOOD AFTERNOON COMMISSIONERS.

I'M SAM LOPEZ, THE ASSISTANT RECORDS COORDINATOR IN THE OFFICE OF ETHICS AND TRANSPARENCY UNDER THE CITY MANAGER'S OFFICE.

TODAY I WILL BE PRESENTING THE CITY OF LONG BEACH PUBLIC RECORDS ACT PROGRAM UPDATE AND WALKING YOU THROUGH A BRIEF OVERVIEW OF OUR CURRENT PRA ACTIVITY.

SO BEFORE WE DIVE INTO THE DATA, I'D LIKE TO PROVIDE A BRIEF OVERVIEW OF OUR PUBLIC RECORDS ACT PROGRAM AND FOCUS ON THIS UP AND THE FOCUS OF THIS UPDATE.

THE CITY'S PRA PROGRAM IS COORDINATED BY THE OFFICE OF ETHICS AND TRANSPARENCY.

WE RECEIVE PRA REQUESTS SUBMITTED TO THE CITY, AND WE ROUTE THEM AS NEEDED, TRACK THEM THROUGH THE CITY'S SYSTEM CALLED GOV QA, AND COORDINATE RESPONSES FOR THE CITY MANAGER'S OFFICE, LEGISLATIVE OFFICES, AND MULTI-DEPARTMENTAL REQUEST.

OUR OFFICE ALSO ENSURES COMPLIANCE WITH STATUTORY TIMELINES AND SERVES AS A PRIMARY POINT OF CONTACT FOR REQUESTERS AND PROVIDES ONGOING SUPPORT AND TRAINING TO CITY STAFF.

THIS UPDATE WILL FOCUS ON FIVE AREAS, THE CURRENT PRA WORKLOAD, YEAR OVER YEAR COMPARISONS OF OUR CASELOAD, THE DEPARTMENT'S MOST IMPACTED BY REQUEST VOLUME INSIGHTS AS TO WHY SOME REQUESTS REMAIN OPEN LONGER AND ONGOING STRATEGIES TO ENHANCE TRANSPARENCY AND EFFICIENCY.

PLEASE NOTE THAT THIS DATA PROVIDES A SNAPSHOT AS OF JANUARY 29TH, 2026.

SO THE PRA PROCESS, LET'S QUICKLY TALK ABOUT THE PRA PROCESS.

THIS IS A HIGH LEVEL OVERVIEW THAT OUTLINES THE WORKFLOW OF OUR PRA REQUEST.

WHEN A REQUEST IS RECEIVED, THE CITY ISSUES AN INITIAL DETERMINATION WITHIN THE STATUTORY TIMEFRAME.

IF THE DETERMINATION IS THAT RECORDS EXIST, THE ASSIGNED DEPARTMENT GATHERS RELEVANT RECORDS, REVIEWS THEM AND MAKES ANY NECESSARY.

REDACTIONS RECORDS ARE THEN RELEASED EITHER IN A SINGLE PRODUCTION OR ON A ROLLING BASIS FOR LARGER OR MORE COMPLEX REQUESTS.

ONCE ALL RESPONSIVE RECORDS HAVE BEEN RELEASED, THE REQUEST IS CONSIDERED CLOSED.

LARGER REQUESTS MAY REMAIN OPEN LONGER THAN 30 DAYS.

WHILE RECORDS ARE BEING PRODUCED ON A ROLLING BASIS, IT'S IMPORTANT TO NOTE THAT JUST BECAUSE A REQUEST IS OPEN LONGER, IT DOESN'T MEAN THAT NO RECORDS HAVE BEEN SHARED WITH THIS PROCESS IN MIND.

LET'S LOOK AT OUR CURRENT WORKLOAD.

SO CURRENT OPEN PRA REQUEST.

THIS SLIDE ILLUSTRATES THE NUMBER OF OPEN PRA REQUESTS IN THE CITY AS OF JANUARY 29TH.

AT THIS POINT, THERE WERE 349 OPEN REQUESTS SPANNING ALL DEPARTMENTS.

WHILE MOST OF THESE REQUESTS ARE LESS THAN 30 DAYS OLD, THIS DATA SPECIFICALLY HIGHLIGHTS THOSE THAT HAPPEN OPEN OVER 30 DAYS.

EACH REQUEST IS COUNTED ONLY ONCE, REFLECTING

[00:40:01]

ITS CURRENT AGE.

AND THE AGE CATEGORIES DO NOT OVERLAP.

THE NUMBER OF OPEN REQUESTS FLUCTUATES DAILY DUE TO THE FACTORS LIKE INTAKE COMPLEXITY AND ONGOING EFFORTS.

AN IMPORTANT PIECE OF CONTEXT HERE IS THAT NONE OF THESE REQUESTS HAVE BEEN OPEN LONGER THAN TWO YEARS, WHICH IS A KEY DISTINCTION FROM PAST UPDATES.

THESE OLDER REQUESTS ARE NOT INACTIVE.

THEY ARE ACTIVELY BEING PROCESSED BECAUSE IN MANY CASES, THESE REQUESTS INVOLVE A LARGE VOLUME OF RECORDS, MULTIPLE DEPARTMENTS, COMPLEX REDACTIONS, OR SCHEDULED ROLLING PRODUCTIONS.

THE LENGTH OF TIME A REQUEST REMAINS OPEN, REFLECTS THE SCOPE AND COMPLEXITY OF THE REQUEST, NOT A LACK OF ACTION FACTORS CONTRIBUTING TO LONGER RUNNING PRAS.

SO THIS SLIDE BUILDS ON A PREVIOUS ONE BY EXPLAINING WHY SOME PRA REQUESTS REMAIN OPEN LONGER, EVEN WHILE WE ACTIVELY WORK ON THEM.

SO ONE COMMON FACTOR IS SCOPE.

REQUESTS THAT INVOLVE LARGE VOLUME OF RECORDS, DETAILED REDACTIONS OR LEGAL AND PRIVACY REVIEW, SIMPLY TAKE MORE TIME TO PROCESS.

ANOTHER FACTOR IS COORDINATION.

MANY LONGER RUNNING REQUESTS SPAN MULTIPLE DEPARTMENTS, WHICH MEANS THAT RECORDS MUST BE IDENTIFIED, GATHERED, REVIEWED, AND PROVIDED BY DIFFERENT CUSTODIANS.

REQUESTS MAY ALSO REMAIN OPEN WHILE WE'RE AWAITING REQUEST OR CLARIFICATION, OR WHILE FINAL ADMINISTRATIVE STEPS ARE COMPLETED, SUCH AS ISSUING FOR FORMAL NOTICES THAT NO ADDITIONAL RECORDS WERE LOCATED OR CLOSING THE REQUEST AFTER RECORDS HAVE ALREADY BEEN RELEASED.

AN ADDITIONAL FACTOR WE'RE SEEING MORE NOW IS A GROWTH IN HIGH FREQUENCY REQUESTERS.

IN SOME CASES, THESE REQUESTERS SUBMIT DOZENS OF INDIVIDUALIZED REQUESTS WITHIN A VERY SHORT PERIOD OF TIME.

THESE REQUESTS ARE TYPICALLY UNIQUE AND NOT DUPLICATES, REQUIRING INDIVIDUAL PROCESSING.

WHEN THE SEARCH HAPPENS ALONGSIDE OUR REGULAR INTAKE, IT CAN GREATLY IMPACT OUR WORKLOAD AND OUR TIMELINES.

I ALSO WANT TO EMPHASIZE THAT OVERDUE RELEASES ARE UNCOMMON, BUT THEY ARE MONITORED AS PART OF OUR ROUTINE OVERSIGHT.

THE LONGER RUNNING REQUESTS WE'RE SEEING TODAY ARE MORE COMPLEX BY NATURE.

TO ILLUSTRATE HOW THESE FACTORS COME TOGETHER IN PRACTICE, I'M GONNA SHARE A BRIEF EXAMPLE.

SO WE ARE CURRENTLY PROCESSING OF REQUESTS SEEKING RECORDS RELATED TO THE CITY'S PRA ACTIVITY ITSELF.

AT FIRST GLANCE, THIS SOUNDS VERY STRAIGHTFORWARD.

ESSENTIALLY, A LIST OF REQUESTS RECEIVED BY THE CITY.

HOWEVER, IN PRACTICE, IT IS ONE OF THE MORE LABOR INTENSIVE REQUESTS WE'RE HANDLING.

THE REQUEST SPANS THOUSANDS OF ENTRIES AND INCLUDES SENSITIVE OR DETAILED INFORMATION THAT REQUIRES CAREFUL LINE BY LINE REVIEW.

BECAUSE OF THE VOLUME AND THE LEVEL OF REVIEW REQUIRED, WE ARE USING A ROLLING PRODUCTION APPROACH.

THIS APPROACH ALLOWS US TO PROVIDE THE REQUESTER WITH RECORDS ON AN ONGOING BASIS WHILE WE CONTINUE TO PROCESS THE REMAINDER OF THE REQUEST.

COMPLETING A REQUEST AS LARGE AS THIS ONE ALL AT ONCE, WOULD REQUIRE SHIFTING RESOURCES AWAY FROM OUR OTHER REQUESTS, WHICH MAY CAUSE DELAYS IN RESPONSES TO OUR REQUESTERS OR DISRUPT OUR OVERALL WORKFLOW.

WE APPROACH PRA PROCESSING WITH SUSTAINABILITY IN MIND, NOT ONLY FOR THE PRA TEAM, BUT FOR THE DEPARTMENT'S CITYWIDE.

RECOGNIZING THAT MOST RESPONSIVE RECORDS ARE MAINTAINED BY STAFF WHO ALSO CARRY FULL OPERATIONAL RESPONSIBILITIES.

SERVING THE PUBLIC ROLLING PRODUCTION ALLOWS US TO BALANCE TRANSPARENCY, STAFF CAPACITY, AND TIMELY ACCESS TO RECORDS.

UM, THIS IS OUR PRA ANNUAL CASELOAD COMPARISON.

THIS SLIDE IS PROVIDING A YEAR OVER YEAR COMPARISON, UH, OF PRA DEMAND AND THROUGHPUT OVER THE LAST THREE CALENDAR YEARS.

THE DARKER BARS SHOW THE NUMBER OF PRA REQUESTS SUBMITTED EACH YEAR, AND THE LIGHTER BAR SHOW THE NUMBER OF THESE REQUESTS THAT WERE CLOSED WITHIN THE SAME CALENDAR YEAR.

CLOSURES OF REQUESTS SUBMITTED IN PRIOR YEARS ARE NOT REFLECTED HERE.

SO OVER REQUESTS, WHAT THIS SHOWS IS THAT PRA DEMAND HAS INCREASED EACH YEAR WITH TOTAL REQUESTS CONTINUING TO GROW AT THE SAME TIME, CLOSURES HAVE CLOSELY TRACKED THAT GROWTH REMAINING CONSISTENTLY HIGH ACROSS OH THREE YEARS.

ACROSS 2023 THROUGH 2025, WE CLOSE APPROXIMATELY 95 TO 97% OF THE REQUESTS RECEIVED WITHIN EACH YEAR, EVEN HAS OVERALL VOLUME INCREASED.

[00:45:01]

TO PUT SCALE INTO CONTEXT, THE NUMBER OF REQUESTS CLOSE IN 2025 ALONE EXCEEDS THE TOTAL NUMBER OF REQUESTS SUBMITTED IN 2024.

WHILE DEMAND CONTINUES TO RISE, PRODUCTION AND RESPONSIVENESS HAVE REMAINED CONSISTENT.

ONE ADDITIONAL POINT OF CONTEXT IS THAT WE ARE SEEING INCREASED ACCESSIBILITY AND AWARENESS AT THE LOCAL LEVEL, MEANING THAT TODAY REQUESTS CAN BE SUBMITTED THROUGH VARIOUS CHANNELS SUCH AS THROUGH OUR PORTAL, ONLINE BY EMAIL, BY PHONE MAIL, OR IN PERSON.

AND THE PUBLIC FAMILIARITY WITH THE PRA PROCESS HAS GROWN.

THEREFORE, WE, WE ARE SERVING IN THE DATA OF REFLEX A SUSTAINED ENGAGEMENT RATHER THAN SEASONAL SPIKES.

SO, PRA DEPARTMENTAL IMPACTS, THIS SLIDE SHOWS WHERE PRA VOLUME IS MOST CONCENTRATED BASED ON A THREE YEAR ANNUAL AVERAGE.

THREE DEPARTMENTS CONSISTENTLY RECEIVE THE MAJORITY OF THE REQUEST, COMMUNITY DEVELOPMENT, THE FIRE DEPARTMENT, AND THE CITY MANAGER'S OFFICE, WHICH ALSO INCLUDES LEGISLATIVE REQUEST.

TOGETHER, THESE DEPARTMENTS ACCOUNT FOR ROUGHLY 70% OF ALL PRA REQUESTS CITYWIDE.

WHILE THIS VIEW FOCUSES ON DIRECT PRA INTAKE, I WANNA TAKE A MOMENT TO NOTE THAT THE FIRE DEPARTMENT ALSO PROCESSES A SIGNIFICANT NUMBER OF MEDICAL RECORDS REQUESTS RELATED TO AMBULANCE SERVICES, WHICH ARE NOT GOVERNED BY PUBLIC RECORDS ACT, AND ARE NOT REFLECTED IN DISCOUNTS.

HOWEVER, GOING BACK TO THESE COUNTS, WHEN WE LOOK CLOSELY AT THE DATA, WE SEE SOME SIMILAR PATTERNS.

FOR EXAMPLE, OF THE REQUESTS THAT ARE OPEN SIX MONTHS OR LONGER, THE MAJORITY ARE ASSIGNED TO THE CITY MANAGER'S OFFICE.

THAT'S CONSISTENT WITH THE CITY MANAGER'S OFFICE SERVING AS THE INTAKE POINT FOR MULTI-DEPARTMENTAL LEGISLATIVE AND CITYWIDE REQUESTS, WHICH TEND TO INVOLVE HIGHER RECORD VOLUMES AND COORDINATION ACROSS MULTIPLE DEPARTMENTS OR STAFF.

THIS CONCENTRATION MATTERS BECAUSE IT MEANS REQUESTS REQUIRING THE MOST COORDINATION AND REVIEW TEND TO BE CONCENTRATED IN THE SAME DEPARTMENTS THAT ARE ALREADY RECEIVING THE HIGHEST INTAKE, PRE OPERATIONAL CONTEXT NEEDS AND SOLUTIONS.

SO THIS FINAL SLIDE PROVIDES CONTEXT ON THE CURRENT PRA OPERATING ENVIRONMENT, THE STEPS ALREADY UNDERWAY, AND LONGER TERM CONSIDERATIONS FOR THE PROGRAM SUSTAINABILITY.

IF WE LOOK AT THE LEFT COLUMN, IT REFLECTS THE CURRENT OPERATIONAL CONTEXT.

PRA COORDINATION IS CENTRALIZED AND SUPPORTED BY A SMALL CORE TEAM WHILE REQUEST VOLUME, COMPLEXITY AND SCOPE CONTINUES TO INCREASE ACROSS DEPARTMENTS.

PRA RESPONSIBILITIES ARE OFTEN HANDLED ALONGSIDE OTHER PRIMARY DUTIES.

WE ARE ALSO SEEING GROWTH IN HIGH FREQUENCY REQUESTERS WHO SUBMIT HIGHLY INDIVIDUALIZED, COMPLEX, AND CONTEXT SPECIFIC REQUESTS.

IN THE MIDDLE COLUMN, WE HIGHLIGHT ACTIONS ALREADY UNDERWAY TO SUPPORT CURRENT DEMAND.

THESE INCLUDE POLICY AND SOP UPDATES, TARGETED TRAININGS AND MICRO TRAININGS, INFORMATIONAL RESOURCES FOR STAFF AND REQUESTERS, REGULAR OFFICE HOURS AND KNOWLEDGE SHARING SESSIONS, AND OUR CONTINUED USE OF ROLLING RELEASE FOR COMPLEX REQUESTS.

THE RIGHT COLUMN IDENTIFIES LONGER TERM PLANNING CONSIDERATIONS TO SUPPORT COMPLIANCE AND EFFECTIVE PRA OPERATIONS OVER TIME.

THESE INCLUDE STAFFING CAPACITY ALIGNED WITH REQUEST VOLUME AND COMPLEXITY, A DURABLE TRAINING AND SUPPORT STRUCTURE AND TECHNOLOGY AND TOOLS THAT CAN ENHANCE PROCESSING EFFICIENCY.

WITH RESPECT TO TECHNOLOGY, INCLUDING AI ASSISTED TOOLS, THIS IS AN AREA THAT WE CONTINUE TO MONITOR THOUGHTFULLY.

PRA WORK INVOLVES HIGHLY SENSITIVE RECORDS AND PRIVACY CONSIDERATIONS.

SO ANY POTENTIAL USE OF ADVANCED TOOLS WOULD REQUIRE CAREFUL EVALUATION, TESTING, AND TRAINING.

GIVEN OUR CURRENT OPERATIONAL DEMANDS, THIS REMAINS A LONG-TERM CONSIDERATION RATHER THAN AN IMMEDIATE IMPLEMENTATION OVERALL.

THIS SLIDE IS INTENDED TO PROVIDE TRANSPARENCY AROUND CURRENT CONDITIONS AND PLANNING CONSIDERATIONS.

THIS CONCLUDES THE PRA PROGRAM UPDATE.

THANK YOU COMMISSIONER GILL.

WELL, THANK YOU VERY MUCH FOR YOUR PRESENTATION.

IT WAS GREAT.

UM, I GUESS I WOULD HAVE A QUESTION ABOUT, AS FAR AS YOUR ACTIONS UNDERWAY

[00:50:01]

AND LONG-TERM CONSIDERATIONS.

THE FIRE DEPARTMENT HAVING SO MANY OF THESE, IS THERE SOMETHING THAT THEY COULD CHANGE WITHIN THE WAY THEY ARE TRANSPARENT OR NOT TRANSPARENT OR THE WAY THAT THEY PUT THINGS PUBLICLY THAT WOULD LESSEN THE PS THAT WOULD COME TO THE FIRE DEPARTMENT? I GUESS I DON'T UNDERSTAND WHAT WOULD BE AN, UH, DIFFERENT EXAMPLES THAT THE FIRE DEPARTMENT PAS WOULD BE.

UM, IT JUST SEEMS LIKE WHY WOULD THERE BE SO MANY OF THE FIRE DEPARTMENT? I CERTAINLY UNDERSTAND COMMUNITY DEVELOPMENT IN THE CITY MANAGER'S OFFICE.

UM, SO IF I UNDERSTAND YOUR QUESTION CORRECTLY, YOU WOULD LIKE TO KNOW WHY CERTAIN DEPARTMENTS ARE SEEING A LOT OF PRA INTAKE? NO, SPECIFICALLY THE FIRE DEPARTMENT, SPECIFICALLY THE FIRE DEPARTMENT.

UM, THE FIRE DEPARTMENT HANDLES A LOT OF THINGS, NOT JUST, LET'S SAY FIRE REPORTS OR INCIDENTS.

THEY HAVE VIOLATIONS.

THEY ALSO HAVE THE MARINE BUREAU UNDER THEM, SO CITATIONS AND, UM, AS WELL AS INVESTIGATIONS.

RIGHT.

UH, SO THEY DO, WE DO RECEIVE A LOT OF REQUESTS ALSO, FOR EXAMPLE, UNDERGROUND, UM, LIKE HAZMAT, UH, RECORDS ARE UNDER THEM AS WELL.

SO IT'S JUST A, I THINK IT'S A DEPARTMENT THAT HANDLES MANY REQUESTS, SO THEY GET A LOT OF PEOPLE ASKING FOR THOSE TYPES OF RECORDS.

YEAH, I'D JUST BE CURIOUS THAT IF THERE WEREN'T REQUIRED REDACTIONS ON CERTAIN PUBLIC DOCUMENTS, WHY WOULDN'T THEY JUST BE SEARCHABLE ONLINE RATHER THAN HAVING PEOPLE TO DO PS? I MEAN, I CAN CERTAINLY SEE IF REDACTIONS ARE REQUIRED.

UH, OF COURSE YOU CAN DO AUTOMATED REDACTIONS, BUT, UM, JUST, JUST, I'M, I'M JUST CURIOUS.

IT JUST SEEMS STRANGE TO ME THAT THAT ONE ITEM POPPED IN MY MIND.

IT INCLUDES ALMOST EVERYTHING.

ONE THING I'LL SAY IS, UM, I'M NOT AS FAMILIAR WITH THE PS WITH FIRE, BUT AT LEAST, UM, A NUMBER OF OTHER DEPARTMENTS, I KNOW WE HAVE STRATEGIC CONVERSATIONS WITH THEM ABOUT HOW THEY CAN BASICALLY TRY TO PREVENT ADDITIONAL PRA REQUESTS FROM COMING IN BY MAKING RECORDS MORE TRANSPARENT AND UPLOADING THEM AHEAD OF TIME AND THAT TYPE OF THING.

SO I KNOW THAT THAT IS SOMETHING THAT WE TRY TO WORK THROUGH WITH DEPARTMENTS PUBLIC WORKS, IS THINKING THROUGH THAT FOR A NUMBER OF THINGS, LIKE AS-BUILT DESIGNS.

I KNOW WE TALKED ABOUT THAT LAST TIME WITH THE COMMISSION.

UM, SO THAT'S AN A FUNCTION.

I THINK THAT, THAT OUR OFFICE DOES PLAY TO HELP, UM, THINK STRATEGICALLY ABOUT THE TYPES OF WAYS THAT DEPARTMENTS CAN GET AHEAD OF PRA REQUESTS, UM, IN ADDITION TO, YOU KNOW, FINDING WAYS TO, UM, YOU KNOW, REASSIGN AND, AND, AND ADDRESS THE, THE REQUESTS THAT ARE COMING IN, BUT THINKING AHEAD AS WELL.

UM, SO I THINK THAT'S, THAT'S SOMETHING THAT WE'RE, WE'RE ALWAYS LOOKING AT AND SOMETHING FOR SURE WE CAN TAKE BACK TO FIRE AS WELL SEE, LIKE, HEY, MAYBE THOSE ARE SOME OF THE RECORDS THAT WE COULD FIND WAYS TO UPLOAD THEM AND, UM, YOU KNOW, THEN POINT PEOPLE IN THAT DIRECTION AS OPPOSED TO GOING THROUGH THIS PROCESS.

GREAT.

AND JUST TO ADD, TO ADD, UM, UNDER THE PRA AND I AM THE POINT PERSON IN THE CITY ATTORNEY'S OFFICE ON P'S, THE DEFINITION OF PUBLIC RECORD IS QUITE BROAD.

SO, UM, IF WE WERE TO, IT'S HARD TO, UM, THINK ABOUT WHAT TYPES OF RECORDS TO PUT PUBLICLY SIMPLY BECAUSE, ESPECIALLY WITH THE FIRE DEPARTMENT AND IT'S SUCH A FRONT FACING COMMUNITY ORIENTED DEPARTMENT, UM, WE ARE CAREFUL ABOUT RELEASING INFORMATION THAT INCLUDES, UM, PERSONAL INFORMATION OF RESIDENTS, UM, COMMUNITY MEMBERS THEY INTERACT WITH THAT REQUIRE CAREFUL REVIEW OF THAT.

UM, BUT I AGREE WITH TYLER, WE, WE CERTAINLY SEE THE SAME TYPES OF PRA REQUESTS OVER AND OVER AGAIN.

AND SO THAT'S SOMETHING TO THINK ABOUT IN TERMS OF WHAT WE CAN JUST POST ON OUR WEBSITE TO MAKE PUBLICLY AVAILABLE.

GREAT.

THANK YOU VERY MUCH FOR YOUR RESPONSE.

COMMISSIONER GILBERT, YOU THANK YOU FOR THE PRESENTATION.

I WANTED TO FIND OUT HOW ARE CITY DEPARTMENTS TRAINED ON RECOGNIZING WHEN, SAY, A PHONE CALL OR CASUAL CONVERSATION IS ACTUALLY A PRA REQUEST? SO IN THE PAST WE'VE, UM, HAD TRAININGS FOR THE CITY.

WE'VE ALSO DONE, UM, POSTCARDS THAT WE DISTRIBUTE, UM, WITH THIS INFORMATION, WE USE OUR NEWSLETTER.

BUT AS A WHOLE, WE'VE ALWAYS COMMUNICATED, UM, IN ALL TYPES OF ARENAS THAT PEOPLE CAN APPROACH YOU DIRECTLY AND ASK FOR A RECORD, A PUBLIC RECORDS REQUEST.

UM, AND THEY KNOW TO DIRECT THEM TO OUR WEBSITE OR TO OUR

[00:55:01]

EMAIL OR EVEN GIVE THEM OUR PHONE NUMBER.

SO FOR THE MOST PART, OUR STAFF KNOWS THAT, OH, PUBLIC RECORDS REQUEST, YOU ARE ASKING FOR A RECORD.

LET ME DIRECT YOU TO THE RECORDS COORDINATOR OFFICE.

I WOULD SAY THIS IS BY WORD OF MOUTH, BUT ALSO OUR STAFF IN GENERAL DOES, UM, SHARE THIS INFORMATION AND WE TRAIN OUR LIAISONS IN EACH DEPARTMENT AND OUR END USERS IN EACH DEPARTMENT TO KNOW WHEN SOMEBODY'S SUBMITTING A REQUEST AND WHERE TO GUIDE THEM.

MY EXPERIENCE HAS BEEN THAT, UH, MOST OF THE PUBLIC DON'T NECESSARILY SAY THOSE KEY WORDS.

THEY DON'T SAY, I WANNA MAKE A PUBLIC RECORDS ACT REQUEST.

THEY WILL JUST SAY, I WANNA SEE SO AND SO'S, UM, I DON'T KNOW, FILINGS OF FORM 700 FILINGS.

UH, SO I, I'M AWARE THAT SOMETIMES THAT'S, PEOPLE DON'T NECESSARILY KEY IN THAT, OH, THIS I SHOULD SEND TO THE CITY MANAGER'S OFFICE.

SO I I I'M JUST WONDERING LIKE HOW OFTEN THAT TRAINING IS PROVIDED TO DEPARTMENTS OR SOME SORT OF MEMORANDUM, UH, REMINDING OF THE, THE RESPONSIBILITY TO SEND IT OVER TO THE CITY MANAGER'S OFFICE, GIVEN THE 10 DAY TIMEFRAME TO ACKNOWLEDGE THAT RECEIPT.

IF I CAN JUMP IN.

SO IT WOULDN'T NECESSARILY ALWAYS COME TO, UM, THE OET TEAM, LIKE SAM WAS SAYING, EVERY DEPARTMENT HAS AN APPOINTED LIAISON, SO REALLY THEY SHOULD BE OUR PARTNER IN ALL OF THIS.

YOU KNOW, ALWAYS UPDATING THEIR DEPARTMENT, GIVING THEM, UM, YOU KNOW, SMALL TRAININGS.

BUT IN ADDITION TO THAT, WE ARE LIKE SAM, ALL THE THINGS THAT SAM SAID.

UM, WE'VE ALSO RE STRATEGIZED OUR OFFICE HOURS.

I'M WORKING ON UPDATING THE CODE OF CONDUCT, SO THERE'S MORE OF A SPECIFIC EMPHASIS ON, UM, JUST THINGS TO BE MINDFUL OF RELATED TO PUBLIC RECORDS.

SO AT MINIMUM, EVERY EMPLOYEE WILL BE HEARING THAT AT LEAST ONCE A YEAR.

UM, SO JUST WE'RE WORKING ON MORE TARGETED OUTREACH AS WE MOVE THROUGH THIS YEAR.

GOT IT.

ONE, ONE MORE QUESTION MM-HMM .

UM, HOW LONG DOES THE CITY, WHAT'S THE CITY'S RECORDS RETENTION POLICY? UM, I KNOW I'VE LOOKED THROUGH THE, UM, MINUTES FOR CITY COUNCIL AND SUCH AND IT STOPS AFTER A CERTAIN POINT.

UH, SO I'M JUST CURIOUS WHAT, HOW LONG WE KEEP THE RECORDS.

SO IT DEPENDS, LEMME JUST JUMP IN.

I, I AM ALSO THE RECORDS RETENTION ATTORNEY .

UM, IT REALLY DEPENDS, UM, FOR, BY LAW CITY COUNCIL COMMISSION RECORDS, THEY'RE PERMANENT.

UM, WHETHER WE STORE THEM PHYSICALLY OR ON OUR LASERFICHE WEBSITE DEPENDS.

UM, BUT EACH DEPARTMENT HAS ITS OWN RECORD RETENTION SCHEDULE, AND THEY SET THAT RECORD RETENTION SCHEDULE BASED ON THEIR NEEDS.

AND STORAGE IS A HUGE CONSIDERATION AS WELL.

UM, AND THESE RECORD RETENTION SCHEDULES ARE VERY DETAILED AND LONG.

SO THEY IDENTIFY SEVERAL TYPES OF RECORDS, BUT, UM, COMMISSION, AGENDA, MINUTES, THAT KIND OF STUFF IS TYPICALLY PERMANENT.

PERMANENT RECORDS.

IT'S JUST A MATTER OF IT, IT DOES TAKE STAFF SOME TIME TO ACTUALLY FIND SOME OF THESE OLD RECORDS.

AND THAT MAY BE THE REASON WHY IN OUR RESPONSE TO A REQUESTER, WE MAY SAY WE NEED ADDITIONAL TIME TO LOOK FOR THESE DOCUMENTS BECAUSE ALTHOUGH WE RETAIN THEM PERMANENTLY, IT'S A MATTER OF WHERE THEY'RE STORED.

SOME THINGS ARE STORED IN STORAGE BOXES IN A BUILDING SOMEWHERE.

UM, IT JUST DEPENDS.

UH, THE PROCESS AND HOW THIS, 'CAUSE I'M, I'M, WHAT I'M THINKING, I'LL JUST SAY AS A TAXPAYER IS THE, THE COMMUNITY DEVELOPMENT ACTIVITY.

ONE THING JUST TO ADD, UM, A SIMILAR KIND OF QUESTION HAS COME UP BEFORE WITH THE COMMISSION ABOUT, LIKE, AGAIN, ANOTHER STRATEGY TO TRY TO REDUCE THE NUMBER OF PRAS THAT ARE COMING IN IS TO MAKE SURE THAT WE'RE ON TOP OF OUR RECORDS RETENTION AND THAT WE'RE, UM, YOU KNOW, FOLLOWING THROUGH WITH THAT.

UM, SO, AND WE DON'T HAVE THE SLIDE IN HERE, UH, THIS TIME, BUT BEFORE WE DID HAVE A, YOU KNOW, A BIG KIND OF PUSH, UM, BEFORE WE MOVED INTO THIS CITY HALL, UM, TO GO THROUGH EXISTING PHYSICAL RECORDS IN PARTICULAR, UM, CLEAR THOSE OUT IF THEY WERE, UM, ELIGIBLE BASED ON THE RECORDS RETENTION POLICY AND STUFF.

SO THAT HAS BEEN A, A KEY FOCUS AS WELL IN PARTNERSHIP WITH THE CLERK'S OFFICE AND EACH DEPARTMENT, UM, KIND OF MAKING SURE THAT THEY'RE TRACKING THE RECORDS RETENTION.

BUT AGAIN, I THINK THAT'S A GREAT POINT.

IT'S ANOTHER, UM, APPROACH TO MAKE SURE THAT WE'RE MAINTAINING THE RECORDS THAT WE NEED TO, UM, BUT NOT HAVING SUCH VOLUMINOUS RECORDS THAT IT TAKES FOREVER TO GET THROUGH THEM, DEPENDING ON THE COMPLEXITY AND SCOPE OF THE REQUEST THAT'S COMING IN AS WELL.

COMMISSIONER DE BENEDICTUS, THANK YOU FOR YOUR, UH, PRESENTATION.

KIND OF AN ORTHOGONAL QUESTION, NOT SO MUCH ABOUT THE PROCESS, BUT, UM, TO WHAT EXTENT DO THE, THE PRA DATA GO TO THE ELECTED, TO OUR CITY COUNCIL AND TO OUR MAYOR? ARE THEY AWARE OF,

[01:00:01]

IS THERE WAYS TO COMMUNICATE INFORMATION OR HOTSPOTS, ET CETERA, OR HAS THAT EVER BEEN DONE HISTORICALLY? OR IS THAT SOMETHING THAT WE LOOK TO? SO I, JUST TO UNDERSTAND YOUR QUESTION MM-HMM .

UM, YOU DID MENTION THE ELECTED OFFICIALS, CORRECT.

IS THAT CORRECT? LIKE THE COUNCIL DISTRICT OFFICES? RIGHT.

WE DO HAVE A LIAISON IN EACH OF THE OFFICES, UM, AND WE MEET WITH THEM ON A MONTHLY BASIS INDIVIDUALLY, SO THAT WE CAN GO OVER ANY REQUESTS THAT ARE ASSIGNED TO THEM.

OKAY, GREAT.

THEY'RE ASKING TO RECORDS.

THAT'S, THAT'S WHAT I WAS LOOKING FOR, IS THAT, YEAH.

UH, 'CAUSE I THINK THERE'S SOME, YOU KNOW, MORE LOCALIZED RECOGNITION OF CERTAIN ISSUES, ET CETERA, LOOKING FOR TRENDS, ET CETERA.

THAT'S REALLY WHAT I WAS LOOKING FOR.

I JUST, UM, WANTED TO SAY KUDOS.

'CAUSE GIVEN THAT VOLUME AND HAVING TWO, UM, UH, OPERATIONAL STAFF MEMBERS HANDLING IT IS, UM, UH, THAT IS A, A SIGNIFICANT AMOUNT OF WORK YOU ALL ARE DOING.

SO THANK YOU.

UM, YOU NOTED THAT IN THE LONG TERM YOU'RE LOOKING FOR, UM, TECHNOLOGY AND TOOLS TO ASSIST IN YOUR WORK YOU'RE DOING.

CAN YOU DESCRIBE A LITTLE BIT ABOUT WHAT YOU'RE THINKING? YES.

UM, SO WE HAVE HEARD OF AI TOOLS THAT COULD HELP WITH REDACTION, WHICH IS, UM, A PART OF OUR PROCESS THAT CAN BE MOST TIME CONSUMING.

UM, SOMETHING THAT WE'RE A LITTLE BIT MINDFUL AND WARY IS THAT, YOU KNOW, WE WANT THIS TO BE A TRUSTED SOURCE, UM, A TRUSTED, UH, TOOL WHERE WE CAN UPLOAD RECORDS AND KNOW THAT INFORMATION'S NOT GONNA BE RELEASED.

PRIVATE INFORMATION.

UM, ADDITIONALLY WE RECOGNIZE THAT IF WE WERE TO GO THIS ROUTE, IT WOULD RE, IT WOULD REQUIRE US TO DO EXTENSIVE TRAINING SO THAT OUR STAFF CAN USE IT PROPERLY.

UM, TRAINING IS SOMETHING THAT WE DO CONSTANTLY, BUT IT, IT IS DIFFICULT TO GET EVERYBODY THAT WE NEED TRAINED, YOU KNOW, UM, AT THE SAME TIME.

SO DOING THAT, WE KNOW THAT OUR TEAM WOULD, WOULD NEED TO RESEARCH IT, BE SURE, UNDERSTAND THE, THE TOOL CORRECTLY, AND THEN TRAIN THE ENTIRE CITY ON IT.

AND THAT'S WHY, UM, AT THIS MOMENT WE ARE DOING OUR RESEARCH, BUT WE DON'T KNOW YET WHEN WE WILL IMPLEMENT IT.

JUST AS A FOLLOW UP, UM, HOW, UM, I, I, I ASSUME, BUT PERHAPS YOU'LL CORRECT ME IF I'M WRONG, THAT YOU ALL USE A MATTER MANAGEMENT SYSTEM TO TRACK CURRENT, UM, PRA REQUESTS? YES.

WE USE SOMETHING CALLED GF QA, UM, THROUGH OUR VENDOR GRANICUS.

UM, IT HAS TOOLS.

THEY'RE NOT, UM, THE MOST ACCURATE.

SO, UH, WE WOULD LIKELY LOOK ELSEWHERE FOR AI ASSISTANCE.

JUST SO I CAN ADD WHAT I'VE SEEN IN THE MARKET IN TERMS OF AI, UM, PROCESSES FOR PRA REQUESTS, IT, IT IS MO MOST OF THE REDACTIONS AND IDENTIFYING, UM, RELEVANT RECORDS THAT WOULD KIND OF AUTOMATE THAT PROCESS FOR STAFF.

FROM A LEGAL PERSPECTIVE, UM, THE CITY HAS TO BE MINDFUL OF THE, AN AI PROGRAM IS NOT GONNA GET THE NUANCES OF THE PEBBLE RECORDS ACT.

UM, SPECIFICALLY THERE'S A, UM, EXEMPTION THAT REQUIRES A BALANCING OF FACTORS, UM, THAT AN AI PROGRAM MAY NOT BE ABLE TO CAPTURE.

SO THAT'S KIND OF WHAT SOME OF THE CONSIDERATIONS AND CHALLENGES WE'RE FACING.

NICE CHAIR COLEMAN.

THANKS, SAM.

UM, IT, IT WAS A GREAT, UH, PRESENTATION.

UM, JUST ONE QUESTION AND I, AND IT MAY BE AN UNFAIR ONE.

I KNOW THAT WE HAD A THREE YEAR ANNUAL AVERAGE HERE.

UM, I WANT TO SEE, UH, DO IF, AND, AND IF YOU HAVE THE NUMBERS, IF NOT, UM, MAYBE A FOLLOW UP EMAIL WOULD SUFFICE, UM, IF THE UPTICK CORRELATES WITH PERHAPS UPTICKS THAT WE SEE DURING OTHER ELECTION CYCLES.

UM, SO IF THIS UPTICK, UM, UH, WAS SEEN AT THE END OF 2021 OR, UM, IF IN 2022 THERE WAS ALSO AN UPTAKE.

SO NO, I DON'T HAVE THOSE NUMBERS, UM, OFF THE TOP OF MY HEAD, BUT I WILL FOLLOW UP IF WE CAN GET YOU THAT.

OF AGING WHEN A CALL FROM YOUR OFFICE WOULD BE TRIGGERED? IN OTHER WORDS, YOU GET A MONTHLY REPORT.

UM, I HAVE A FEW QUESTIONS.

THANK YOU FOR THE PRESENTATION.

UM, IS THERE A, A, A THRESHOLD

[01:05:01]

DO YOU CALL EVERYBODY WHO HAS A REQUEST THAT'S OVER 60 DAYS OR OVER 90 DAYS, OR IS THERE A, YOU KNOW, SPECIFIC TRIGGER? UM, SO OVER 60 DAYS WOULD BE THE, THE AGING, I GUESS WE WOULD LOOK AT WHY IT'S OVER 60 DAYS.

UM, SO WE RUN REPORTS FOR EACH DEPARTMENT, AND THEN MOST OF THEM WHEN WE OPEN UP THE REPORT IS BLANK.

LIKE THERE'S NO REQUEST THAT'S OVER THAT AGE.

BUT IF IT IS, THEN WE REACH OUT TO THAT DEPARTMENT AND WE'LL LOOK AT THOSE REQUESTS AND, UM, AND GET INVOLVED AS NEEDED.

DOES IT SHOW, YOU KNOW, THE DETAIL OF HERE'S THE ACTUAL RECORDS THAT WERE REQUESTED AT THAT LEVEL? SO, FOR EXAMPLE, THE REQUESTS THAT WE'RE WORKING ON, UM, THE PERSON WANTED TO SEE A LIST OF ALL THE REQUESTS THAT WE'VE RECEIVED.

SO I, I'M NOT GONNA ASK YOU TO GIVE ME THE SUBSTANCE, BUT IF I ASKED YOU, TELL ME ABOUT THE 12 THAT ARE OVER 180 DAYS, YOU WOULD BE ABLE TO DO THAT OR SOMEONE IN YOUR OFFICE? YES.

? WELL, YES.

NO, WE WOULD, I MEAN, I, I WOULDN'T DISCUSS THEM RIGHT NOW, BUT YES, MOST DEFINITELY.

I'M JUST, SO YOUR OFFICE, SOMETHING'S OVER 181 DAYS.

YOU, YOU KNOW ABOUT IT AND YOU KNOW WHY.

CORRECT.

AND YOU'RE EITHER TRYING TO ADD RESOURCES OR, OR IT'S ONE OF THESE, YOU KNOW, MULTIFACETED AND YOU UNDERSTAND THAT THE PEOPLE ARE WORKING THROUGH IT IN THE DEPARTMENT.

CORRECT.

IT.

WE ARE KEEPING AN EYE ON THOSE AND JUST WAITING FOR THE DAY THAT THEY CLOSE .

THANKS.

UM, NOW ON THE REQUEST THAT YOU MENTIONED, WHAT PERCENTAGE OF YOUR REQUESTS DO YOU KNOW ACTUALLY DO GO THROUGH THE WEBPAGE? THAT'S A GREAT QUESTION.

I DON'T KNOW WHAT PERCENTAGE ACTUALLY IS SUBMITTED THROUGH THE WEBPAGE, BECAUSE ULTIMATELY ANY REQUEST THAT WE RECEIVE, NO MATTER THE FORMAT WILL BE PROCESSED THROUGH GOV QA.

SO IF I GET A CALL FROM A MEMBER OF THE PUBLIC, I'M ON THE PHONE WITH THEM SUBMITTING THEIR REQUEST IN REAL TIME, OR IF IT'S A LETTER, I AM SCANNING IT IN AND UPLOADING IT INTO GOV QA.

YEAH, I I'M JUST WONDERING THE SPECIFIC REQUEST FOR ALL OF THE REQUESTS THAT HAVE BEEN RECEIVED, HOPEFULLY AT LEAST THOSE THAT CAME THROUGH THE WEB, THAT THE WEB COULD JUST SPIT THAT OUT.

DO YOU MEAN WHAT BY SPIT THAT OUT? WHAT DO YOU MEAN? I MEAN, CAN YOU, AS I THINK YOU MAY KNOW, I'M AN OCCASIONAL REQUESTER.

YES.

, YES.

AND WHEN I'VE MADE A REQUEST, I'VE GONE ONTO THE WEBPAGE AND I'VE MADE MY REQUEST.

PRESUMABLY YOUR OFFICE SEES, CAN SEE ALL OF THOSE REQUESTS.

COULD YOU PUSH A BUTTON ON THE WEBPAGE ON YOUR END AND SAY, GIVE ME ALL OF THE REQUESTS WE'VE RECEIVED THIS YEAR, THE SUBSTANCE OF EVERY REQUEST WE'VE RECEIVED? UH, WELL, IT WOULD BE RUNNING REPORTS.

IT, IT WOULD, WE WOULD HAVE TO GO LOOKING FOR SPECIFIC QUESTIONS THAT WE WANT ANSWERED AND RUNNING A REPORT.

UM, I'M NOT REALLY SURE IF I UNDERSTAND THE QUESTION.

I THINK, UM, JUST IN TERMS OF THE, THE USE OF GOV QA ON THE BACKEND.

SO WE OBVIOUSLY GOV QA HOLDS ALL OF THE RECORDS THAT HAVE BEEN NOT ONLY REQUESTED, BUT ALSO SUBMITTED TO ALL THE DIFFERENT REQUESTERS.

SO WHAT WE'RE ABLE TO DO EASILY AT THE CLICK OF A BUTTON IS TO BASICALLY RUN REPORTS.

SO GATHER SOME OF THE DATA THAT, UH, SAM PRESENTED, HAVE A BETTER SENSE OF, UM, YOU KNOW, WE CAN DO TIMELINES, UNDERSTAND WHAT DEPARTMENTS HAVE, WHAT REQUESTS AND THAT TYPE OF THING.

BUT I THINK TO YOUR QUESTION OF, IS IT, I THINK IT SOUNDS LIKE WHAT YOU'RE ASKING IS ESSENTIALLY FOR THE SPECIFIC REQUESTS WHERE THEY'RE ASKING FOR ALL OF THE PRA REQUESTS THAT WE'VE RESPONDED TO OVER A CERTAIN PERIOD OF TIME, IT'S NOT AS SIMPLE AS JUST, OH, COOL, WE'LL JUST FORWARD THOSE ALL TO THIS ONE REQUESTER.

UM, BECAUSE ALL OF THAT IS, ALL OF THE RECORDS THAT ARE UPLOADED AND SHARED WITH THE REQUESTER IS FOR A SPECIFIC REQUEST.

SO IT'S NOT THAT THEN THOSE ARE, UM, ARCHIVED IN ONE GIANT FOLDER OR SOMETHING THAT WE COULD EASILY, YOU KNOW, COPY AND PASTE FOR ONE REQUESTER.

UM, I DON'T KNOW.

AND, AND THE ACTUAL REQUESTS, YOU CAN'T JUST SAY, HEY, TELL ME ALL THE REQUESTS WE'VE EVER GOTTEN IN THE LAST YEAR.

WELL, TO PROVIDE THE ACTUAL INFORMATION AND REC RECORDS FOR ALL OF THOSE WOULD BE MUCH MORE COMPLICATED.

BUT I DON'T KNOW, SAM, IF YOU COULD ELABORATE ON EVEN THE REPORTS THAT WE CAN RUN,

[01:10:01]

THEY DON'T PARTICULARLY WANT THE ACTUAL RECORDS THAT WE RELEASED.

THEY JUST WANT A LIST.

HOWEVER, AS YOU CAN SEE, WE HANDLE THOUSANDS OF REQUESTS PER YEAR.

AND SO WHILE WE CAN RUN A REPORT THAT WOULD SHOW A LIST OF ALL THESE REQUESTS WITHIN THE REQUESTS, A LOT OF THE PEOPLE THAT SUBMIT TO US WILL HAVE PRIVATE INFORMATION, SUCH AS THEIR HOME ADDRESS, AND SOMETIMES THEY'LL PUT THEIR BIRTHDAYS, SOCIAL SECURITY NUMBERS, UM, THEIR PHONE NUMBERS.

UM, AND THEN SOME OF THE REQUESTS ARE ALSO VERY SENSITIVE.

IT MIGHT BE A DISPUTE BETWEEN NEIGHBORS.

SO WHEN WE RUN THE REPORT, UH, IT, IF THERE WASN'T ANY INFORMATION THAT MIGHT BE SENSITIVE OR PRIVATE, WE COULD JUST IN THEORY RELEASE IT EASILY AND A CLICK ON A OF A BUTTON.

BUT BECAUSE WE HAVE TO REVIEW FOR THIS PRIVATE INFORMATION, IT TAKES US, YOU KNOW, HOURS AND HOURS AND HOURS AND HOURS AND HOURS OF REVIEW JUST BECAUSE WE HAVE TO DO IT LINE BY LINE.

EVERY REQUEST IS DISTINCT.

THANK YOU ON THAT.

DO, DOES THIS REPORT INCLUDE REQUESTS TO THE POLICE DEPARTMENT OR ARE THEY SEPARATE? THOSE ARE SEPARATE, YEAH.

UM, UH, ALSO JUST ONE, ONE TECHNICAL QUESTION ON PAGE FOUR, UH, SIX, UH, IF I UNDERSTAND CORRECTLY, YOUR 25, YOUR 2025 NUMBER OF 38 49 CLOSED, IS THAT OF THE REQUESTS RECEIVED IN 2025, YOU CLOSED 303,849 OF THOSE.

SO PRESUMABLY YOU CLOSED MORE THAN THAT IN 2025 BECAUSE YOU WERE CLOSING SOME THAT WERE FROM THE PRIOR YEAR, 2024 REQUESTS? YES, THAT'S CORRECT.

SO, OKAY.

UH, YOU, YOU, YOU, YOU GUYS BEEN BUSY.

VERY .

WELL, I APPRECIATE, UM, THE UPDATE.

ITEM NUMBER FOUR, RECOMMENDATION

IS THERE ANY, UM, MORE QUESTIONS FROM THE COMMISSION? DO WE HAVE ANY COMMENT FROM IN INPUT FROM THE PUBLIC? LET'S GO TO A VOTE.

A MOTION CARRIES AGENDA.

[4. 26-54224 Recommendation to receive and file the Office of Ethics and Transparency’s annual report. Suggested Action: Approve recommendation. ]

TO RECEIVE AND FILE THE OFFICE OF ETHICS AND TRANSPARENCY'S ANNUAL REPORT.

I HAVE A MOTION FROM VICE CHAIR COLEMAN, SECONDED BY, EXCUSE ME, COMMISSIONER GILL.

GOOD.

WE SERVE BOTH AN ADVISORY AND OPERATIONAL FUNCTION, PROVIDING CONFIDENTIAL GUIDANCE, SUPPORTING COMPLIANCE WITH STATE LAW AND CITY POLICY, AND PROMOTING CONSISTENT CITYWIDE APPROACHES TO ETHICS AND TRANSPARENCY.

THANK YOU, CHAIR.

SO I WILL BE GIVING, UH, THIS REPORT.

UM, SO I AM PLEASED TO SHARE A BRIEF OVERVIEW OF THE O'S 2025 ANNUAL REPORT, WHICH YOU ALL SHOULD HAVE IN FRONT OF YOU.

WE ALSO HAVE IT UP ON THE MONITOR, IF YOU WANNA LOOK AT THAT.

IF I HAD TO SUMMARIZE 2025 IN ONE PHRASE, IT WOULD BE BUILDING ALIGNMENT AND STRENGTHENING INFRASTRUCTURE.

THIS WAS OUR SECOND YEAR IMPLEMENTING THE FIVE YEAR STRATEGIC ROADMAP.

WE MOVED BEYOND SIMPLY ESTABLISHING SYSTEMS AND FOCUSED ON ALIGNING ETHICS, GUIDANCE, TRANSPARENCY, PROCESSES, COMMUNICATIONS AND TRAINING.

SO EXPECTATIONS ARE CLEAR FOR EMPLOYEES AND TRUST IS STRONGER FOR THE PUBLIC.

OF COURSE, WE KNOW THAT ETHICS IS NOT A SINGLE POLICY OR A SINGLE TRAINING BASED EVEN ON THE PRESENTATION WE JUST HEARD, BUT IT'S REALLY AN ECOSYSTEM.

AND 2025 WAS ABOUT MAKING THAT ECOSYSTEM MORE COORDINATED AND ACCESSIBLE.

SO, AS A REMINDER, THE OET IS HOUSED IN THE CITY MANAGER'S OFFICE, AND WE ADMINISTER THE ETHICS PROGRAM, THE PUBLIC RECORDS ACT PROGRAM, THE ETHICS HELPLINE, ALL KINDS OF EDUCATION AND TRAINING INITIATIVES AND STAFF SUPPORT TO THE COMMISSION.

[01:15:01]

OUR WORK, AS WE ALL KNOW, IS GUIDED BY THE CITY'S CORE VALUES OF ACCOUNTABILITY, FAIRNESS, IMPARTIALITY, DIVERSITY, TRANSPARENCY, AND INTEGRITY.

SO A MAJOR FOCUS THIS YEAR WAS TURNING THOSE VALUES INTO PRACTICAL TOOLS THAT EMPLOYEES CAN USE IN REAL TIME.

SO SOME OF OUR KEY ACCOMPLISHMENTS AND MILESTONES THIS YEAR OR LAST YEAR.

FIRST, WE LAUNCHED THE FRAMEWORK FOR ETHICAL DECISION MAKING.

THIS PROVIDES EMPLOYEES WITH A STRUCTURED VALUES BASED APPROACH TO NAVIGATING GRAY AREA DECISIONS, NOT JUST RULE COMPLIANCE.

SECOND, IN PARTNERSHIP WITH THE ETHICS COMMISSION, WE CONTINUED ADVANCING THE FAIR ACT, HELPING US MOVE TOWARD A MORE CENTRALIZED AND CONS CONSISTENT ETHICS FRAMEWORK UNDER ORDINANCE AUTHORITY.

THIRD, AS WE JUST HEARD FROM SAM, WE STRENGTHEN THE PUBLIC RECORDS ACT PROGRAM AS REQUEST VOLUMES CONTINUE TO GROW BY IMPROVING INTERNAL COORDINATION AND GUIDANCE.

WE ALSO EXPANDED EDUCATION AND OUTREACH.

THIS INCLUDES UPDATING RESOURCES, PRESENTATIONS, NEWSLETTERS, AND OFFICE HOURS, AND COMPLETED A COMPREHENSIVE UPDATE TO THE MASTER EDUCATION AND COMMUNICATIONS PLAN TO BETTER COORDINATE ENGAGEMENT EFFORTS, UM, NOT JUST IN 2026, BUT MOVING FORWARD.

SO THE OVERALL TAKEAWAY IS THAT 2025 WAS ABOUT BUILDING DURABLE INFRASTRUCTURES FOR LONG-TERM CULTURE CHANGE.

SO OUR IMPACT IN NUMBERS, LOOKING BRIEFLY AT OUR ENGAGEMENT METRICS, WE HAD OVER 4,600 EMPLOYEES COMPLETE OUR REQUIRED CODE OF CONDUCT AND ETHICS TRAINING.

THIS WAS ABOUT AN 85% COMPLETION RATE.

WE DELIVERED 27 PRESENTATION SLASH TRAININGS AND INTRODUCED 13 NEW EDUCATIONAL TOOLS.

A COUPLE EXAMPLES OF, UH, EMPLOYEES OR NUM EMPLOYEE NUMBERS THAT WE REACHED.

SO THE NEW EMPLOYEE ORIENTATIONS ALONE, WE REACHED OVER 800 EMPLOYEES.

SO WE CONNECTED WITH OVER 800 EMPLOYEES.

ADDITIONALLY, WE PARTICIPATED IN THE FIRST EVER EMPLOYEE RESOURCE FAIR THAT WAS IN CELEBRATION OF PUBLIC SERVICE WEEK.

THE FAIR BROUGHT OUT ABOUT 500 EMPLOYEES FROM ALL DEPARTMENTS.

UM, SO THOSE ARE JUST SOME EXAMPLES OF, OF OUR HOW FAR OUR REACH IS, IS GETTING.

WE PUBLISHED 10 NEWSLETTERS AND REFORMATTED OUR OFFICE HOURS AND LUNCH AND LEARNS.

AND ONE OF OUR FAVORITE THINGS TO HEAR, I TELL THIS TO SAM ALL THE TIME, IS WHEN AN EMPLOYEE SHARES HOW MUCH THEY LOVE THE ETHICAL ELEPHANT.

SO THAT NEWSLETTER IS A LABOR OF LOVE, UM, FOR SAM, MEGAN AND I EVERY MONTH.

BUT IT'S SOMETHING THAT IS, IT'S DOING WHAT WE WANT IT TO DO.

UM, SO IT'S DEFINITELY BEEN, UM, VALUABLE FOR US.

ON THE TRANSPARENCY SIDE, UM, SAM JUST WENT OVER ALL OF THIS.

WE RECEIVED 4,072 PRA REQUEST AND CLOSED, UH, 3,849 WITH THE AVERAGE RESPONSE TIME, ABOUT 16 DAYS.

AND THEN SHE EXPLAINED HOW 70% OF OUR PRA VOLUME IS CONCENTRATED IN THOSE THREE DEPARTMENTS.

UH, SO RE REGARDING THE ETHICS HELPLINE, WE, WE RECEIVED 22 CASES.

THAT'S ACTUALLY THE SAME NUMBER THAT WE RECEIVED LAST YEAR.

OF THOSE 22, UH, 15 WERE REFERRED FOR FORMAL, FORMAL INVESTIGATION.

UH, AND WHAT THAT MEANS IS THAT I REVIEW EVERY COMPLAINT OR CONCERN OR QUESTION THAT COMES IN AND DECIDE IF, IF A FORMAL INVESTIGATION IS NEEDED.

AND WHAT THAT MEANS IS THAT IT IS, UM, FORMALIZED WITH A MEMO FROM ME TO USUALLY A DEPARTMENT HEAD.

UM, AND ALL OF THE CITY MANAGERS ARE COPIED.

UM, AND THEN THEY RECEIVE THE COMPLAINT THAT DEPART.

IT'S USUALLY A DEPARTMENT THEY RECEIVE THE COMPLAINT WITH, UM, A TEMPLATE TO FILL OUT AND SPECIFIC QUESTIONS THAT I'VE ASKED THEM TO ANSWER.

UM, AND THEY'LL DO, THEY'RE IN CHARGE OF THEIR INVESTIGATION, BUT THEN THEY'LL REPORT THEIR FINDINGS BACK TO ME.

OF THE 22 OF THE 15 THAT WERE REFERRED, NONE OF THOSE WERE SUBSTANTIATED.

IN ADDITION TO THE HELPLINE, WE RESPONDED TO THOUSANDS OF ADVISORY COMMUNICATIONS RELATED TO ETHICS AND PRA SUPPORT THROUGHOUT THE YEAR.

UH, WE HAD 53 ETHICS RELATED CALLS.

UM, AND THIS, I THOUGHT I HAD THE NUMBERS ON THERE, BUT WE HAD, IT WAS LIKE

[01:20:01]

OVER 6,000, UM, 6,258 EMAILS AND CALLS RECEIVED FOR PRA INTERNAL SUPPORT.

AND THEN 608 EMAILS AND CALLS RECEIVED RELATED TO EXTERNAL SUPPORT.

UM, SO AGAIN, THE VOLUME THAT COMES INTO THE OFFICE, UM, IS QUITE LARGE.

SOMETIMES.

QUESTIONS ABOUT THE ACCEPTANCE OF GIFTS CONTINUE TO BE THE NUMBER ONE TOPIC THAT BOTH EMPLOYEES AND LEADERSHIP REACH OUT ABOUT.

IMPORTANTLY, INCREASED ACTIVITY ACROSS ALL OF OUR GUIDANCE CHANNELS REFLECT AWARENESS AND TRUST, NOT MISCONDUCT.

ADDITIONALLY, SEVERAL HELPLINE REVIEWS RESULTED IN EDUCATION OPPORTUNITIES AND POLICY REINFORCEMENT.

AND EVEN THOUGH THESE ALLEGATIONS WERE NOT SUBSTANTIATED, WE DO, UM, USE COMPLAINTS TO, UM, IDENTIFY OPPORTUNITIES FOR EDUCATION FOCUS AREAS FOR 2026.

SO LOOKING AHEAD, UH, WE'RE FOCUSING THE FOUR, UM, MAIN PILLARS THAT WE'RE FOCUSING ON IS INTEGRATION, UH, WHICH IS EMBEDDING, UM, OUR DECISION MAKING FRAMEWORK INTO ONBOARDING, TRAINING, AND DEPARTMENTAL TOOLS.

UH, LEADERSHIP IS OUR NEXT PILLAR.

SO WE'RE REALLY FOCUSED ON, UM, EQUIPPING MANAGERS AND SUPERVISORS AS CULTURE SETTERS AND TRUSTED FIRST POINTS OF GUIDANCE.

SO WE'RE DOING A LOT OF TARGETED OUTREACH THIS YEAR TO MANAGERS AND SUPERVISORS.

TRANSPARENCY, AS SAM ALREADY EXPLAINED, WE WERE CONTINUALLY STRENGTHENING OUR PRA PROCESSES AND TOOLS.

AND THEN ALIGNMENT WOULD BE THE FOURTH PILLAR THAT WE'RE FOCUSING ON THIS YEAR, WHICH IS ADVANCING POLICY IMPLEMENTATION AND USING DATA TO MEASURE AWARENESS AND IMPACT.

SO IN SHORT, WE'RE SHIFTING FROM LAUNCHING TOOLS TO FULLY INTEGRATING THEM INTO DAILY OPERATIONS.

SO IN CLOSING, 2025 WAS A YEAR OF BUILDING ALIGNMENT AND STRENGTHENING INFRASTRUCTURE.

AS WE MOVE INTO 2026, THE FOCUS SHIFTS TO INTEGRATION, EMBEDDING ETHICS INTO EVERYDAY PRACTICE.

I WANT TO THANK THE COMMISSION FOR YOUR CONTINUED LEADERSHIP AND PARTNERSHIP.

ADDITIONALLY, I WANT TO THANK MY TEAM, TYLER, JORGE, MEGAN AND SAM.

WE ARE VERY SMALL BUT MIGHTY IN THIS YEAR'S REPORT.

REFLECTS JUST HOW FIERCE WE ARE.

OUR WORK IS NEVER ENDING.

SOME DAYS WE FEEL A LITTLE BIT DEFEATED AND OVERWHELMED, BUT I THINK THAT'S NORMAL IN, IN MOST JOB ENVIRONMENTS.

BUT WE ALWAYS RISE UP AND WE ALWAYS GET IT DONE.

SO I THINK WE SHOULD ALL BE PROUD OF OURSELVES.

LASTLY, I WANNA THANK THE OTHER TEAMS THE OET LEANS INTO FOR SUPPORT, ESPECIALLY PHILIP, JT, MATTHEW, AND KAREN FROM OUR CITY CLERK'S OFFICE.

WE HAD A COUPLE OR A FEW ATTORNEYS SUPPORT US THIS YEAR.

UM, SO I WANNA THANK ANITA, ASHLEY AND NOW MILLICENT, UH, FOR THEIR SUPPORT.

AND THEN A TOY WHO HAS BEEN VERY SUPPORTIVE, UM, ON OUR PRA, UH, ARM OF THE PROGRAMMING, ALTHOUGH IT SOUNDS LIKE MILLICENT HAS TAKEN THAT OVER NOW TOO.

UM, AND THEN FROM TID, WE'VE GOT JAMES AND ERIC AND JOHN THE WIZARDS BEHIND ALL OF THIS, SO I WANT TO THANK THEM.

AND THEN THE HR DEPARTMENT, THERE'S TOO MANY IN THAT DEPARTMENT TO NAME, BUT, UM, THEY'RE INTEGRAL TO, TO OUR OPERATIONS.

SO THE PROGRESS OUTLINED IN THIS REPORT IS REALLY A REFLECTION OF ALL THE PEOPLE I JUST MENTIONED.

AND WITH THAT, I'M DONE.

AND WE'LL ANSWER ANY QUESTIONS.

COMMISSIONER DE BENEDICTUS.

A COUPLE OF PRACTITIONER QUESTIONS.

FIRST OF ALL, GREAT REPORT.

YOU'RE A GREAT LEADER.

UH, IT'S DIFFICULT TO WORK ACROSS AND WITH LITTLE RESOURCES, SO YOU'RE GETTING IT DONE.

SO FEEL GOOD ABOUT THAT.

UM, MY PRACTITIONER QUESTIONS ARE ON THE ONES THAT WERE NOT SUBSTANTIATED.

UH, AND I DON'T KNOW TO WHAT LEVEL OF DEGREE YOU GET INFORMATION BACK ON THOSE INVEST THE ONES THAT ARE REFERRED FOR INVESTIGATION.

DO YOU THINK IT'S, UM, ON THE CALLER SIDE OR THE REPORTER SIDE, UM, LACK OF ISSUE RECOGNITION? OR IS IT LACK OF SPECIFIC DETAIL PROVIDED, UM, FOR IT TO BE, OR ARE, YOU KNOW, ARE YOU, ARE YOU SATISFIED WITH THE PROCESS? YEAH, BASED ON MOST OF, IF NOT ALL OF THE COMPLAINTS ARE USUALLY PERSONNEL RELATED.

WHAT IS LOOKED AT WHEN REVIEWING THE COMPLAINT AGAINST THESE, THAT FRAMEWORK AND PROCESSES.

UM, SO THE, THE HR FRAMEWORK THAT IS IN PLACE, YOU KNOW, THEIR POLICIES AND PROCESSES ARE GENERALLY

[01:25:01]

UM, THERE IS A WAY TO ASK FOR MORE INFORMATION, UM, IF WE NEED IT.

SO I DON'T THINK IT'S NECESSARILY A LACK OF INFORMATION.

UM, I JUST THINK IT'S THE POLICIES THAT WE HAVE IN PLACE AND, AND MEASURING THE COMPLAINTS AGAINST THE POLICIES.

MOST OF THE FORMAL INVESTIGATIONS, UM, INCLUDE INTERVIEWS WITH ANYONE WHO'S BEEN NAMED.

SO THERE'S, IN MY OPINION, A VERY THOROUGH PROCESS THAT OCCURS, UM, BEFORE THEY REPORT BACK TO ME.

THEY BEING THE, THE DEPARTMENT.

UM, SO YEAH, I JUST, I, I DON'T KNOW THAT IT'S NECESSARILY A LACK OF ANYTHING.

IT'S JUST REALLY BASED ON, ON THE POLICIES WE HAVE IN PLACE RIGHT NOW.

AND THE INFORMATION THAT'S GATHERED DURING INTERVIEWS, I'M JUST, UH, I'LL JUST SAY USED TO A LOT OF SUBSTANTIATION FROM TIME TO TIME IN SOME ENVIRONMENTS.

UM, BUT I, WE TRUST THE SYSTEM.

UM, THE ONLY OTHER THING I WOULD, UH, SAY IS LOOK FOR THOSE OPPORTUNITIES.

'CAUSE SO MUCH WORK GOES INTO NOT EVEN SUBSTANTIATING SOMETHING, RIGHT? UH, LOOK FOR, UH, CELEBRATE THOSE MOMENTS WHERE IF YOU DO KNOW, EVEN THOUGH IT'S NOT SUBSTANTIATED THAT A POLICY GETS REVISED MM-HMM .

OR THERE'S A, A INTERNAL CONTROL THAT HAS STRENGTHENED, UM, CELEBRATE THAT, REPORT IT, UH, SHARE IT IN INCLUDING THE DEPARTMENT THAT, YOU KNOW, ACTUALLY EXECUTED THAT.

UH, BECAUSE IT'S, UM, IT'S THE, WE WANNA AVOID RECURRENCE, YOU KNOW, UH, PATTERNS, CERTAIN PATTERNS, ET CETERA.

SO HOPEFULLY THE LEARNING CURVE GOES UP WITH ALL THESE TYPES OF, UH, INVESTIGATIONS AND REVIEWS.

UM, CONGRATULATIONS, HEATHER, UM, FOR, IT'S A VERY STRONG AND THOUGHTFUL REPORT.

IT CLEARLY REFLECTS, UM, HOW YOUR UNIT HAS MATURED INTO A RESILIENT SYSTEM AND, UH, HAS HELPED CREATE A, A CHANGE IN THE CULTURE.

SO THANK YOU VERY MUCH, AND, UM, YOU ARE A GREAT PARTNER, UH, ESPECIALLY WHEN WE DO OUR AD HOC MEETINGS, AND I ENJOY WORKING WITH YOU.

I APPRECIATE THAT VICE CHAIR COLEMAN, HEATHER, ALWAYS A PLEASURE.

UM, I REALLY APPRECIATE THIS REPORT.

UM, I THINK IT'S, YOU KNOW, OTHERS HAVE ALREADY SPOKEN ON THIS, ON THE COMMISSION, BUT, UM, I FIND MYSELF VERY THANKFUL THAT YOU, UM, AND YOUR TEAM, EVERYONE, UH, ARE THE ONES HELPING US.

I THINK YOU DO.

SO WITH, UM, GREAT KINDNESS, YOU, UH, ALSO ANSWER ALL OF OUR QUESTIONS OF WHICH WE HAVE MANY.

UM, SO I CANNOT THANK YOU ENOUGH.

UM, I HAVE ONE QUESTION AND THEN JUST ONE KNIT AND I'LL SEND YOU THE OTHERS, UM, THROUGH EMAIL.

UM, FIRST FOR THE HOTLINE, ON OCCASION WE GET PUBLIC COMMENT, UM, NOT ONLY FROM UM, MEMBERS OF THE GENERAL PUBLIC, BUT ALSO FROM EMPLOYEES.

IT DOES THAT PUBLIC COMMENT.

AND I'M SURE THERE'S A POSSIBILITY THAT IT ALSO JUST GETS SUBMITTED THROUGH THE HOTLINE.

BUT DOES THAT PUBLIC COMMENT GET REFLECTED IN THESE NUMBERS OR WOULD THEY HAVE TO SUBMIT AN ADDITIONAL REQUEST.

YEAH, THE, I TRY TO REFLECT ALL OF THAT IN THE, THE SEPARATE, UM, THE CALL LIST IS WHAT I CALL IT, BUT IT'S EMAILS AND EVERYTHING ELSE.

UM, SO I'M SURE I LOSE SOME OF THE METRICS, BUT GENERALLY THAT'S WHERE, UH, THAT DATA IS CAPTURED.

THANKS, COMMISSIONER GILL.

UM, AND THEN MY SMALL NET IS ON PAGE, UM, FIVE OF THE REPORT.

UM, WE DISCUSSED THE FAIR ACT AND THEN WE, IN PARENTHESES SAY, THE ETHICS AND GOOD GOVERNMENT GOVERNMENT ACT.

I KNOW THAT WAS AN INTERNAL, UM, UM, NAMING AND CONVENTION.

UM, I FEEL FREE FOR OTHER MEMBERS OF THE COMMISSION TO DISAGREE, BUT I THINK IT MIGHT BE MORE HELPFUL TO, TO SPELL OUT WHAT THE FAIR ACT STANDS FOR.

'CAUSE I MYSELF SOMETIMES FORGET.

UM, AND, YOU KNOW, YOU KNOW, SINCE THIS IS, WILL IN THEORY ALSO BE A OUTWARD FACING DOCUMENT, UM, JUST FOCUS ON THE NEW NAME CONVENTION THAT THE COMM, THE, UH, CITY COUNCIL HAS DECIDED TO NAME THE ACT, BUT IN VERY SMALL DETAIL.

GOT IT.

I THINK ONE OF THE BEST I'VE EVER SEEN FROM A PURE VISUAL PERSPECTIVE.

EXCUSE ME, HEATHER, THIS IS REALLY, REALLY A, A GREAT REPORT.

NOT ONLY DID I ENJOY THE DETAILS AND THE DATA THAT'S IN IT, BUT IT'S AMAZINGLY AESTHETICALLY PLEASING .

IT'S INCREDIBLY PRETTY.

I REALLY APPRECIATE THAT .

'CAUSE THAT WAS REALLY HARD.

[01:30:01]

UM, UH, I, I'M, I'M CONCERNED ABOUT THE ETHICS TRAINING NUMBERS.

UH, JUST AS AN EXAMPLE, I AM A FORMER HARVARD DEPARTMENT EMPLOYEE, AND WHEN THERE'S REQUIRED TRAINING, SUCH AS CYBERSECURITY TRAINING, IF SOMEONE WASN'T TAKING IT ON TIME, THEIR MANAGER WOULD RECEIVE A PERSONAL PHONE CALL FROM THE HEAD OF THE PORT.

UM, REQUIRED TRAINING ACROSS THE BREEZEWAY.

THERE DOESN'T HAVE 80 WHATEVER PERCENT OR WHATEVER, 90%, 85, SORRY.

UM, IT HAS A HUNDRED PERCENT BECAUSE REQUIRED TRAINING IS REQUIRED.

WHY IS THIS NOT 99.9 OR HIGHER? I DON'T KNOW.

I CAN'T ANSWER THAT.

IT IT'S JUST THE SYSTEM THAT'S IN PLACE RIGHT NOW.

SO IS IT, SO IS IT JUST LIKE, DEPENDS ON, THEY'RE TOLD IT'S REQUIRED, BUT NO ONE IS, I MEAN, SAYING, YOU KNOW, YOU TAKE IT TOMORROW OR YOU'RE FIRED.

I MEAN, BECAUSE YOU HAVE VIOLATED THE POLICY OF THE CITY.

THAT'S NOT HAPPENING.

NO.

I THINK THERE'S A DIALOGUE BETWEEN THE MANAGERS AND THE EMPLOYEES.

JUST, YOU KNOW, CONSTANT ENCOURAGEMENT.

UM, SOME OF THOSE NUMBERS MAY BE POLICE OFFICERS THAT SPEND MOST OF THEIR TIME NOT IN THE OFFICE, STUFF LIKE THAT.

SO, UM, AND THEN OTHER, SOME OF THOSE NUMBERS MAY REFLECT LIKE, FIELD INSPECTORS THAT AREN'T NECESSARILY EVER AT THEIR COMPUTERS.

UM, AND SOMETIMES THERE'S GROUP TRAININGS THAT ARE DONE COLLECTIVELY WITH LIKE FIELD INSPECTORS WHERE THEIR COMPLETION MAY NOT BE CAPTURED IN THE DATABASE RIGHT AWAY TYPE OF THING.

I'M JUST ALWAYS CONCERNED WHEN THERE'S A REQUIRED TRAINING AND IT'S, IT'S NOT A EXTREMELY HIGH NUMBER.

WELL, THERE'S 14% WHO NEVER STARTED IT.

AND THAT'S SOMETHING THAT THE FAIR ACT IS WORKING TO ADDRESS, SO, OKAY.

UM, NOT JUST MY PRIOR EXPERIENCE WITH THE CITY, BUT IN OTHER ORGANIZATIONS, OF COURSE.

UM, I DON'T WANNA BE TOO NEGATIVE, UM, BUT I'LL, I'LL SAY A NEGATIVE STATE STATEMENT.

THE, YOU KNOW, THE, THE FISH SMELLS FROM THE HEAD.

SO IF YOU DON'T HAVE TOP EXECUTIVE BUY-IN WHATEVER'S NEEDED, WHETHER IT'S THIS OR ANYTHING ELSE, THEN OF COURSE YOU WON'T GET COMPLIANCE.

YOU WON'T GET COOPERATION.

SO I'M CONCERNED THAT WE'RE NOT GETTING THE COMPLIANCE COOPERATION FROM THE TOP, WHETHER THAT BE THE CITY MANAGER, THE MAYOR, OR DEPARTMENT HEADS.

THAT'S, IT'S, UM, INTERESTING TO ME.

I THINK, UM, I'M SORRY, GO AHEAD, HEATHER.

GO AHEAD.

NO, I, UM, I MEAN, I THINK IT'S IMPORTANT TO NOTE THAT, YOU KNOW, COMPLIANCE WITH THESE TYPES OF REQUIREMENTS IS ALSO PART OF THE PROCESS WITH LABOR UNIONS AND, YOU KNOW, NEGOTIATING WITH, UM, YOU KNOW, LARGER KIND OF ENTITIES, NOT JUST, YOU KNOW, THE CITY MANAGER OR ONE PERSON WANTING IT TO BE A CERTAIN WAY.

AND SO, UM, I MEAN, THIS IS DEFINITELY SOMETHING THAT WE'RE WORKING TOWARDS.

HEATHER DOES A GREAT JOB, I THINK, OF GETTING INFORMATION OUT, ENCOURAGING PEOPLE TO DO THIS.

UM, IT IS DIFFERENT IN SOME WAYS THAN LIKE A FORM 700 REQUIREMENT, WHICH ALSO COMES WITH ADDITIONAL ENFORCEMENT MECHANISMS BEYOND THE CITY.

UM, BUT TO HEATHER'S POINT AS WELL, I MEAN, I DO THINK AS PART OF THE CONVERSATION WITH THE COMMISSION AND OTHERS, THE FAIR ACT IS, UM, ONE OF THOSE WAYS THAT WE COULD HELP TO ADDRESS, UM, YOU KNOW, SOME OF THE NON-COMPLIANCE WITH SOMETHING THAT SEEMS PRETTY SIMPLE, YOU KNOW, TO TAKE A TRAINING.

UM, BUT MAKING SURE THAT WE HAVE ADDITIONAL TEETH AND THAT WE'RE ABLE TO REALLY, UM, EMBED THIS IN THE CULTURE OF THE ORGANIZATION AS WELL.

THIS WAS THE SUBJECT OF MEET AND CONFER BEFORE THE CODE OF CONDUCT WAS ISSUED.

AS FAR AS THE BARGAINING UNITS ARE CONCERNED, THERE WAS NO ENFORCEMENT.

UH, THERE WAS NO ENFORCEMENT, BUT THE BARGAINING UNIT SIGNED UP TO THIS AS PART OF MEET AND CONFER, AGREEING TO THE, THE UPDATED CODE OF CONDUCT AND THE TRAINING THAT WOULD BE WITH IT, RIGHT? MM-HMM .

THAT'S ALL I'M SAYING.

COMMISSIONER GILBERT.

I'M SORRY.

THAT'S OKAY.

THAT'S WHY I'M MESSING IT UP.

GILLETTE, NO WORRIES.

NO, FOR THE RECORD, THAT'S THE THIRD TIME I DID THAT.

THIS.

NO WORRIES.

NOW AT LEAST I KNOW THAT TO ACKNOWLEDGE IT.

UM, MY QUESTION IS, UM, YES, AS, UM, OTHER COMMISSIONERS HAVE MENTIONED, AB 1234

[01:35:01]

IS A REQUIRED TRAINING.

UM, YES.

I'M WONDERING WHY THERE IS NOT MORE, UM, CONSEQUENCE FOR NOT TAKING IT.

BECAUSE THE CONSEQUENCE TO THE CITY IS HUGE.

I MEAN, YOU HEAR OF CITY OF BELL A SCANDAL, UH, YOU HEAR OF CONTRACTS BEING VOIDED BECAUSE OF THESE TYPES OF VIOLATIONS.

AND IF OUR EMPLOYEES ARE NOT AWARE OF WHAT THEY'RE REQUIRED, UH, WHEN THEY'RE ENGAGING IN CONTRACTS, UM, THEN THAT COULD PLACE THE CITY IN HUGE TROUBLE.

SO I REALLY HOPE THAT THERE IS A WAY THAT TAKING THESE TRAININGS, WHICH ARE REQUIRED, ARE ENCOURAGED OR REALLY HEAVILY REQUIRED AS THEY ARE, BECAUSE THEY'RE MANDATORY, RIGHT? SO THOSE NUMBERS AREN'T REFLECTIVE OF THE AB 1234 TRAINING.

IT'S THE CODE OF CONDUCT, OKAY.

AND ETHICS TRAINING.

SO AB 1234, THERE'S DEFINITELY AN ENFORCEMENT PROCESS IN PLACE, AND I DON'T KNOW THAT IT'S NOT A 99.9% COMPLETION RATE FOR THAT TRAINING.

THANK YOU FOR THE CLARIFICATION.

COMMISSIONER DE BENEDICTUS.

YEAH, JUST AS A GO BACK, UH, I THINK WE HEARD ACROSS THE DAIS, OH, I, THAT, UH, TRAINING IS, IF IT'S SAID TO BE MANDATORY, MUST BE, UM, JUST TO REMIND EVERYBODY, IT IS IN THE FAIR ACT, UH, THAT IT WILL BE A CONDITION OF EMPLOYMENT.

SO THIS IS THE TYPE OF MOVEMENT WE DID ACHIEVE 100.

IT TOOK US A WHILE TO GET A HUNDRED PERCENT ON 700 FORMS. SO IT'S GONNA TAKE US A LITTLE TIME, BUT, UM, I THINK WE DO, UH, LET US KNOW WHAT KIND OF SUPPORT YOU NEED IF IT REQUIRES ADDITIONAL CONVERSATIONS WITH LEADERSHIP.

'CAUSE I AGREE COMPLETELY.

UM, IF LEADERSHIP DOESN'T MAKE IT A PRIORITY, IT'LL NEVER BE A PRIORITY.

SO, UM, UH, WE'RE HERE FOR YOU TO DO THAT.

AND, UH, WE'LL GET THERE.

IT'LL BE A HUNDRED PERCENT SOON.

I DO, I WOULD SAY JUST SOMEBODY WHO USED TO BE A SLAVE TO SOME OF THE TOOLS SOMETIMES, UM, PARDON THE EXPRESSION, BUT IT, YOU HAVE TO LOOK AT THE GRANULARITY OF THOSE EXCEPTIONS WHERE YOU'RE NOT A HUNDRED PERCENT, PERHAPS YOUR IT ORGANIZATION HAS SOME ISSUES, UH, AT LOOKING WHAT IS THE 100%, YOU KNOW, PEOPLE ON LEAVE, UH, DIFFERENT THINGS DO.

SO YOU WANNA MAKE SURE THAT YOUR DATA IS AS ACCURATE AS POSSIBLE, UM, BEFORE YOU GO KNOCKING ON DOORS REQUESTING 100%.

'CAUSE THAT'S ALWAYS AN ISSUE, UH, WHEN YOU'RE DEALING WITH ELECTRONIC TOOLS.

UH, WE WANNA MAKE SURE YOU HAVE GOOD DATA BEFORE YOU, YOU REQUEST ACTION.

UM, EXCELLENT REPORT.

I'M HOPING THAT WHOEVER HELPED YOU WITH THE WAY IS PRESENTED WILL BE ABLE TO HELP US WHEN WE DO OUR ANNUAL REPORT.

UM, AND, UH, ALSO, I I VERY MUCH ENJOY THE ETHICAL ELEPHANT.

UM, AND I DON'T KNOW IF YOU'VE ADDED OUR NEW COMMISSIONERS TO THE DISTRIBUTION FOR THAT, BUT I WOULD ASK THAT YOU DO.

SO YEAH, IT'S A CONSTANT CONTACT THAT TYPICALLY YOU NEED TO SIGN UP, BUT I CAN ADD THEM TO THE, BECAUSE I DO ENJOY IT EVERY, EVERY MONTH AS WELL.

SO, THANKS.

ARE THERE ANY MEMBERS OF THE PUBLIC COMMENTING ON THIS ITEM? , MARVEL MORALES, DISTRICT FIVE.

UM, I WAS IN THE BUILDING FOR ANOTHER MEETING AND DECIDED TO POP IN AND SEE HOW YOU'RE ALL DOING.

IT'S NICE TO SEE YOU DOING SO WELL, AND I WANNA ADD MY VOICE TO THOSE CONGRATULATING.

HEATHER, I'M GLAD I WAS HERE TO HEAR THE REPORT.

IT'S NICE TO SEE THE EVOLUTION AND, AND THE GROWTH THAT'S COMING.

AND I USED TO ENJOY THE ETHICAL ELEPHANT ALSO.

SO I'M GONNA BE IN TOUCH WITH YOU TO SEE IF WE CAN ADD, UM, MY NEW COMMISSION SO THAT WE CAN HAVE THOSE.

AND WE ALL HAVE CITY EMAILS, SO I'M NOT SURE WHY WE DON'T GET IT.

WELL, AGAIN, IT'S A CONSTANT CONTACTING, SO, OH, LEGALLY I'LL TALK TO YOU.

I HAVE TO ADD YOUR OWN NAME.

UM, BUT IF YOU'RE TELLING ME, IF MEAN, I CAN GO IN AND ADD NAMES AS WELL.

I JUST NEED TO ATTEST THAT I HAVE SOMEONE'S PERMISSION.

I'LL, I'LL GIVE YOU A CALL AND WE CAN TALK ABOUT IT.

OKAY? IT'S GOOD TO SEE ALL OF YOU.

UH, DID THAT LAST MEMBER OF THE PUBLIC GO OVER THERE? THREE MINUTES.

, .

ARE THERE ANY OTHER MEMBERS OF THE PUBLIC WHO WOULD LIKE TO COMMENT? LET'S MOVE TO A VOTE.

MOTION FROM COMMISSIONER DE BENEDICTUS, SECONDED BY COMMISSIONER AVE.

ITEM NUMBER FIVE, RECOMMENDATION TO DISCUSS ANY PROPOSED CHANGES AND APPROVE FORWARDING THE AD HOC ON POLICY

[01:40:01]

REVIEWS.

RECOMMENDATIONS TO THE CITY MANAGER FOR UPDATES TO ADMINISTRATIVE REGULATIONS EIGHT DASH TWO POLICY REGARDING ACCEPTANCE OF GIFTS AND GRATUITIES BY CITY EMPLOYEES.

AND 32 DASH ONE APPOINTMENT OF IMMEDIATE FAMILY MEMBERS AND FAMILY MEMBERS EMPLOYED BY CITY CONTRACTORS.

I HAVE A

[5. 26-54225 Recommendation to discuss any proposed changes and approve forwarding the Ad Hoc on Policy Review’s recommendations to the City Manager for updates to Administrative Regulations 8-2 (Policy Regarding Acceptance of Gifts and Gratuities by City Employees) and 32-1 (Appointment of Immediate Family Members and Family Members Employed by City Contractors). Suggested Action: Approve recommendation. ]

THANK YOU CHAIR.

UM, THE, THE AD HOC COMMITTEE ON, UM, ARS AND POLICY REVIEW MET TWICE TO DISCUSS THE RECOMMENDATIONS REGARDING THE, UH, ARS YOU JUST MENTIONED.

CHAIR.

OUR REVIEW FOCUSED, UH, MAINLY ON CLARITY, CONSISTENCY, AND ALIGNMENT WITH THE COMMISSION'S BROADER ETHICS FRAMEWORK.

UH, THE AD HOC BELIEVES THE HEATHER'S MEMO STANDS FOR ITSELF.

UM, ACCORDINGLY, OUR RECOMMENDATIONS FOR BOTH ARS ARE SUBMITTED TO THE FULL COMMISSION FOR FEEDBACK.

UH, PLEASE, UH, KEEP IN MIND THAT WE ARE NOT REWRITING POLICY.

UH, WE'RE JUST FLAGGING ANY POSSIBLE RISK BY IDENTIFYING GAPS AND AMBI AMBIGUITIES AND EQUITY AND COMPLIANCE.

UM, AND IN LIGHT OF, IN LIGHT OF THE TIME, UH, THE COMM, UH, WE ASK THAT, UH, THE COMMISSION PROVIDE FEEDBACK THROUGH HEATHER, UH, BEFORE TWO 27TH, FEBRUARY 27TH, UM, SO THAT THE AD HOC CAN REVIEW THAT BEFORE THE NEXT, UH, MEETING IN MARCH.

AND, UH, OF COURSE, LASTLY, ON BEHALF OF THE AD HOC, WE THANK HEATHER VERY MUCH FOR HER SUPPORT AND, UH, HER WORK ON THIS.

I DON'T KNOW IF, UH, MY COLLEAGUE WOULD LIKE TO SAY SOMETHING.

NOTHING TO ADD.

NOTHING.

ANY DISCUSSION FROM THE COMMISSION? COMMISSIONER GALE? I DID HAVE ONE SMALL COMMENT AND I'M, I WAS LOOKING AT, UM, NUMBER FOUR POLICIES, OR IT'S, UH, ITEM A, IT SEEMED, UM, I DON'T KNOW, MAYBE OVERLY BROAD THAT YOU'RE TRYING TO ACCOMPLISH HERE.

AND THAT REASON I BRING THAT UP IS IT'S A NO PUBLIC SERVANT, UH, SHALL ACCEPT OR SOLICIT GIFTS GRATUITIES OR THING OF VALUE, EITHER DIRECTLY OR INDIRECTLY FOR THEMSELVES OR PERSONS WITH WHOM THEY HAVE PERSONAL COMMA.

SO IT ALMOST SAYS THAT, OKAY, YOUR SON-IN-LAW CAN'T BUY YOU BREAKFAST.

UM, YOUR, YOU KNOW, YOUR COCO FOOTBALL PLAYER FROM 30 YEARS AGO CAN'T BUY YOU A BEER AFTER PLAYING A ROUND OF GOLF, UM, WHO HAS ZERO BUSINESS WITH THE CITY OR ZERO BUSINESS WITH ANYTHING YOU DO.

UM, BY PUTTING THE WORD PERSONAL, COMMA, AND THEN IT STRIKING OUT ANYTHING TO DO WITH INFLUENCE OF THEIR ACTIONS TO PERFORMANCE OF THEIR OFFICIAL DUTIES, IT JUST SEEMS VERY, VERY BROAD.

SO THAT'S, THAT'S, THAT'S MY COMMENT.

AND, AND I JUST, THE COMMENT PERIOD FOR US TO SUBMIT COMMENTS IS OPEN UNTIL 2 27.

AND I JUST WANNA ALSO EMPHASIZE THAT THE COMMENTS SHOULD BE SUBMITTED TO HEATHER SO WE'RE NOT ENGAGING IN, IN A BACK AND FORTH AMONG THE COMMISSIONERS.

UM, YEAH.

THANK YOU, COMMISSIONER.

WE'LL, WE'LL MAKE NOTE OF THAT.

IT IS, THAT'S THE KIND OF CLARITY THAT WE WANT TO HEAR, THAT KIND OF FEEDBACK.

UM, EVEN AFTER WRITING THIS, UH, OURSELVES, I'M LOOKING AT, I'M THINKING, OH, HONORARIUMS, THERE'S THINGS THAT'LL COME UP AND THAT'S WHY WE RELY ON THE GREATER BODY TO GIVE US FEEDBACK.

AND CAMPAIGN ACTIVITY MOTION FROM VICE CHAIR COLEMAN, SECONDED BY COMMISSIONER GILL, AND I BELIEVE COMMISSIONER GILL

ANY OTHER COMMENTS FROM THE COMMISSION? UH, IS THERE ANY COMMENT FROM MEMBERS OF THE PUBLIC? SEEING NONE, WE'LL MOVE TO A VOTE.

YOU CAN TAKE ANOTHER VERBAL, UH, COMMISSIONER GILLETTE? YES.

ALRIGHT, THE MOTION CARRIES.

AGENDA ITEM NUMBER SIX, RECOMMENDATION TO RECEIVE AND FILE A MONTHLY UPDATE FROM THE AD HOC COMMITTEE ON SOCIAL MEDIA

[6. 26-54226 Recommendation to receive and file monthly update from the Ad Hoc Committee on Social Media and Campaign Activity. Suggested Action: Approve recommendation. ]

[01:45:01]

IS GOING TO BE GIVING THE REPORT.

SO JUST A, A QUICK REPORT.

UH, SINCE OUR LAST COMMISSION MEETING, WE DID HAVE A ZOOM CALL OR TEAMS CALL ON JANUARY 29TH THAT INCLUDED, UM, THE, THE THREE MEMBERS OF THE AD HOC AND ALSO, UM, HEATHER AND MILLICENT, I BELIEVE.

YES, HE, HEATHER, AND MS. UM, WE TALKED ABOUT SOME OF THE OTHER THINGS THAT, UH, WE COULD LOOK AT THAT WOULD GUIDE US IN ANYTHING WE MIGHT WANNA RECOMMEND, UH, INCLUDING AB 1637, INCLUDING, UH, LOS ANGELES CITY, UH, INFORMATION AND ALSO SAN JOSE.

AND I BELIEVE THAT WE HAVE NOW HAVE IT WITH MILLICENT TO, UM, GET BACK TO US WITH POSSIBLE, UM, ACTION THAT WE MIGHT BE TAKING.

I'M SORRY, I DIDN'T SAY THAT RIGHT.

WITH SOME INFORMATION.

THEN WE MIGHT THEN USE THAT INFORMATION TO, UH, MAKE A PROPOSAL IN THE FUTURE.

VICE CHAIR COLEMAN, DID YOU WANNA ADD ANYTHING? NO, ME EITHER.

IS THERE ANY INPUT FROM THE COMMISSION? IS THERE ANY PUBLIC COMMENT ON THIS ITEM? SEEING NO PUBLIC COMMENT? LET'S MOVE TO A VOTE.

SECONDED BY COMMISSIONER EATON.

ITEM NUMBER SEVEN, RECOMMENDATION TO RECEIVE AND FILE A MONTHLY UPDATE FROM THE AD HOC COMMITTEE ON COMMISSION RESPONSIBILITIES.

I HAVE A MOTION FROM COMMISSIONER DE BENEDICTUS,

[7. 26-54227 Recommendation to receive and file monthly update from the Ad Hoc Committee on Commission Responsibilities. Suggested Action: Approve recommendation. ]

COMMISSIONER EATON, WOULD YOU LIKE TO GIVE THE REPORT OR I CAN.

OR, OR JESSICA? JESSICA.

OH, GO FOR IT.

WELL, GOOD AFTERNOON.

UH, THE COMMITTEE ON THE AD HOC COMMITTEE ON COMMISSIONS MET, UM, ONE TIME SINCE OUR LAST, OR SORRY, TWO TIMES, PARDON ME, SINCE OUR LAST, UM, MEETING OF THE COMMISSION.

AND WE HAD AN OPPORTUNITY TO, UH, TO INTERVIEW PRIOR COMMISSION MEMBERS, UM, TO DISCUSS, UH, THEIR EXPERIENCE IN DEVELOPING THE REPORT.

UH, WE WERE RECEIVED, UM, INCREDIBLY HELPFUL FEEDBACK FROM THOSE MEMBERS AND A COMMITMENT ON THE PART OF THOSE FORMER COMMISSION MEMBERS, UM, TO CONTINUE TO WORK WITH US, UH, TO THE EXTENT WE HAVE FUTURE QUESTIONS.

AND WE HAVE AN ADDITIONAL MEETING SET UP FOR NEXT WEEK, UM, TO REVIEW WHAT WE'VE LEARNED THUS FAR AND, UH, TO BEGIN THE PROCESS OF DETERMINING PRIORITIES FOR, UM, THE COMMISSION'S WORK GOING FORWARD.

AND DO I HAVE ANY INPUT FROM MEMBERS OF THE COMMISSION? DO WE HAVE ANY COMMENT FROM THE PUBLIC? LET'S MOVE TO A VOTE.

SECONDED BY VICE CHAIR COLEMAN.

ITEM NUMBER EIGHT, RECOMMENDATION TO RECEIVE AND FILE A MONTHLY UPDATE FROM THE AD HOC COMMITTEE ON THE PRIMARY NOMINATING ELECTION CANDIDATE FILINGS.

I HAVE A MOTION FROM COMMISSIONER GILLETTE,

[8. 26-54228 Recommendation to receive and file monthly update from the Ad Hoc Committee on the Primary Nominating Election Candidate Filings. Suggested Action: Approve recommendation. ]

UM, WHILE THE AD HOC DID NOT HAVE A CHANCE TO MEET, WE DID HAVE A CHANCE TO REVIEW THE PRIMARY, UH, NOMINATING ELECTION FILE, UH, THE PRIMARY FILINGS, UM, FOR THE, UH, JUNE 2ND, 2026 ELECTION.

I THINK IT IS HELPFUL TO HAVE SOME BACKGROUND PRIOR TO GIVING THE REPORT.

UM, THERE'S SEVERAL FORMS THAT A, UM, UH, UH, A CANDIDATE MAY BE ABLE TO, UH, UH, FILE.

AND SO THERE'S A FOUR 70, WHICH IS A SHORT FORM.

THAT FORM INDICATES THAT A, UH, CANDIDATE WILL NOT BE RAISING ABOVE $2,000, UM, IN THIS CYCLE.

THAT CAN BE, UM, UH, THAT CAN BE FILED E EITHER IN THE PRE ANNUAL, WHICH HAPPENS IN JANUARY OR BY THE FIRST, UM, UH, UH, UH, PRE-ELECTION, WHICH IS, WHICH WILL OCCUR ON APRIL 20,

[01:50:01]

UH, APRIL 23RD OF THIS YEAR.

UM, THAT ADDS CONTEXT TO, UM, MY NEXT STATEMENT IS OF THAT WOW.

UM, UH, INTERESTING ENOUGH, ALL OF THE CURRENT ELECTEDS HAVE FILED AND ALL HAVE BEEN TIMELY.

THERE IS, UM, A TREND OF, UH, THE FIRST TIME CANDIDATES WHO HAVE NOT FILED.

THIS DOES NOT MEAN THAT THEY ARE NOT TIMELY.

THIS DOES NOT MEAN THAT THEY, UM, HAVE NOT, UM, UH, FINISHED THEIR, UH, COM COMPLETED THEIR DUTIES, UM, AS A CANDIDATE.

UM, BUT THAT DOES NOT TAKE ABACK, UH, TAKE AWAY FROM THE FACT THAT IF THEY DO RAISE THAT $2,000, UM, EITHER, UM, UH, WITHIN THIS CYCLE OR BEFORE THE NEXT, UM, THAT THEY WILL, UM, IN THEORY HAVE AN OBLIGATION THAT ANY POINT IN THAT TIME THEY CAN, UM, SUBMIT THEIR FILINGS.

UM, THAT BEING SAID, AFTER THE REVIEW, UM, OF THE FILINGS, THEY, UH, ALL OF THOSE WHO AT LEAST, AND IT HAS BEEN INDICATED TO ME BY THE CLERK OFFICE THAT HAVE INDICATED THAT THEY ARE ABOVE THE $2,000 THRESHOLD HAVE FILED.

UM, AND ALL THOSE WERE TIMELY AS WELL AS THE OFFICE HOLDER ACCOUNTS, WHICH WE OFTEN GET, UM, MESSAGES ABOUT HAVE ALSO FILED, AND THEY HAVE ALSO BEEN TIMELY.

UM, THIS DOES NOT, UM, INDICATE THAT, UM, MEMBERS OF THE PUBLIC MAY BE COMPLETELY SATISFIED, UM, BECAUSE THAT THEY'RE DUE TO THE FACT THAT THERE ARE A NUMBER OF, UH, OF CANDIDATES, IN FACT, UM, NOT A NUMBER, A GREAT NUMBER OF CANDIDATES WHO HAVE NOT SUBMITTED, UM, ANY RECORDS.

AND I JUST DO WANT TO, FOR THE RECORD, SAY THAT, UM, YOU KNOW, THESE FILINGS SHOULD, UH, BE DONE AND THEY SHOULD BE DONE AS SOON AS ANY CANDIDATE, UM, EVEN THOUGH THEY'RE NOT LEGALLY OBLIGATED TO DO SO.

IT SHOULD BE DONE AS SOON AS A CANDIDATE HAS RAISED ABOVE THAT $2,000 THRESHOLD.

UM, THIS ALLOWS THE PUBLIC TO UNDERSTAND AND HAVE KNOWLEDGE AROUND WHERE PAYING FUNDS ARE COMING FROM, UM, AND JUST PROMOTE, UH, TRANSPARENCY AND CLARITY.

UM, SO I DO WANT TO ENCOURAGE ANY CANDIDATE THAT HAS, UM, UH, RAISED ABOVE THAT THRESHOLD TO FILE AND FIND IN A TIMELY FASHION SO THAT THE PUBLIC MAY BE AWARE.

AND I DO ALSO WANT TO THANK THE CLERK'S OFFICE FOR HELPFUL ANSWERS TO QUESTIONS THAT I JUST SENT AT A UNQUESTIONABLY LATE TIME COMMISSIONER.

YEAH, THANK YOU.

VICE CHAIR.

UM, LIKE THE VICE CHAIR SAID, YEAH, WE DID NOT HAVE AN OPPORTUNITY TO MEET, UH, BUT I QUICKLY RAN THE, THE NUMBERS AS WELL.

UM, AND THE VICE CHAIR TOOK THE WORDS RIGHT OUTTA MY MOUTH.

I WILL ADD THAT, UH, WHILE SEVERAL CANDIDATES AND COMMITTEES, UM, MAY HAVE FILED TIMELY IN IN FEBRUARY, THE OTHERS DO, AND I DON'T KNOW IF YOU SAID THIS OR NOT, OTHERS DO REMAIN COMPLIANT UNDER THEIR REGULATIONS AND ARE PERMITTED TO FILE THEIR FIRST REQUIRED CAMPAIGN STATEMENT IN APRIL, I BELIEVE APRIL 23RD, LIKE YOU SAID.

UM, I DO HAVE A QUESTION.

ARE WE DOING COUNCIL DISTRICTS ONLY OR ARE WE ALSO DOING, UM, MAYOR AND AUDITOR? UH, IT WOULD BE MY UNDERSTANDING THAT, UM, IT WOULD BE ALL OF THE CITY OFFICIALS.

UNDER OUR PURPOSE.

I ONLY REVIEWED THE COUNCIL DISTRICTS THE ODD NUMBERS, BUT I'LL MAKE SURE TO ADD THE MAYOR AND THE OTHER OFFICES FOR OUR, UM, I GUESS MAY REPORT.

ANY INPUT FROM THE COMMISSION? IS THERE ANY PUBLIC COMMENT ON THIS ITEM? SEEING NO PUBLIC COMMENT, LET'S MOVE TO A VOTE.

OR RE-AUTHORIZE AD HOC COMMITTEES.

ITEM NUMBER NINE, RECOMMENDATION TO DISCUSS ANTICIPATED AD HOC COMMITTEES FOR UPCOMING PROJECTS.

AND IF APPROPRIATE, TAKE ACTION TO DISSOLVE, CREATE,

[9. 26-54229 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. ]

I HAVE A MOTION FROM COMMISSIONER GILL, SECONDED BY COMMISSIONER GILLETTE.

ANY INPUT FROM THE COMMISSION? IS THERE ANY PUBLIC COMMENT ON THIS ITEM? SEEING NO PUBLIC COMMENT? LET'S MOVE TO A VOTE.

MOTION CARRIES

[01:55:06]

AGENDA.

ITEM NUMBER 10, RECOMMENDATION TO RECEIVE AND FILE A MONTHLY UPDATE FROM THE ETHICS OFFICER.

I HAVE A MOTION FROM COMMISSIONER GILLETTE, SECONDED BY VICE CHAIR COLEMAN.

HEATHER, THANK YOU CHAIR.

[10. 26-54230 Recommendation to receive and file a monthly update from the Ethics Officer. Suggested Action: Approve recommendation. ]

I'VE ALREADY DONE QUITE A BIT OF TALKING, SO THIS WILL BE SHORT.

UM, JUST WANTED TO SHARE, I KNOW THAT I SHARED WITH COMMISSIONERS AT DIFFERENT TIMES THIS, BUT, UH, THE FAIR ACT DISCUSSION THAT WAS SUPPOSED TO OCCUR AT GOVERNMENT OPERATIONS AND EFFICIENCY COMMITTEE THIS WEEK WAS PUSHED TO NEXT MONTH.

SO NOW IT'S BEING HELD ON MARCH 10TH AT THREE 30.

UM, AND I JUST WANNA JUST SHARE THAT THIS IS PROBABLY GOING TO BE MORE THAN A ONE HOUR DISCUSSION WITH THIS COMMITTEE.

SO I IMAGINE THAT IT'S GONNA GO A COUPLE MEETINGS, SO I JUST WANT US TO BE PREPARED FOR THAT.

UM, THIS WEEK, UH, THE CITY CLERK HELD THEIR, UH, CANDIDATE WORKSHOP FOR THE JUNE, UM, PRIMARY.

UH, IT WAS A GREAT TURNOUT.

MORE, MORE FOLKS THAN I THINK ANY OF US ANTICIPATED.

THE CHAIR AND I, UH, DID GO, UM, IT WAS HYBRID.

THERE WERE QUITE A FEW PEOPLE THERE IN PERSON, PERSON, BUT THERE WERE ALSO PEOPLE THERE VIRTUALLY.

SO I THINK WE HAVE 30 UNOFFICIAL CANDIDATES, RIGHT? YEAH.

UM, AND THEN THE EC DID PLAY AN ACTIVE ROLE.

SO THE CHAIR, UH, DID A RECORDING THAT IS PART OF, UH, THE TRAINING THAT WAS PRESENTED.

UM, SO IF YOU'RE CURIOUS, IT IS ON THE CLERK'S WEBPAGE.

IT'S A TWO HOUR TWO PART TRAINING.

UM, BUT THERE IS A RECORDING ONLINE IF YOU'RE CURIOUS, AND THEN IT'S FORM 700 TIME.

UM, SO I IMAGINE YOU'VE HEARD FROM PHILLIP ONCE OR TWICE, UM, BUT JUST NO, NO.

HAVEN'T RECEIVED ANY NOTICE.

I DID, HUH? OKAY.

WELL HERE'S YOUR FIRST NOTICE.

, YOU HAVE UNTIL APRIL 1ST, SO OH, CHECK YOUR SPAM.

OH, DEFINITELY NOT.

IT'S IN MY SPAM .

I RECEIVED IT, BUT I HAVEN'T DONE IT YET.

I HAVEN'T GOT IT.

CHAIR, YOU HAVE TO UNBLOCK US .

WOW.

OH, THERE IT IS.

I DEFINITELY DON'T HAVE IT.

SORRY.

REMEMBER NOT KNOWING ISN'T AN EXCUSE, SO THAT'S RIGHT.

IGNORANCE IS NOT AN EXCUSE.

PUT IT IN MY CALENDAR TO COMPLETE .

SO YEAH, IF YOU HAVE ANY TROUBLE WITH THAT, UH, JUST REACH OUT TO ME OR PHILIP.

UM, I WILL END UP REACHING OUT TO PHILIP IF YOU REACH OUT TO ME, BUT WE'LL GET, GET YOU SOME ASSISTANCE.

UM, JUST WANTED TO SHARE THAT WE ARE, AGAIN, RAMPING UP FOR THE 2026 COMMISSION ROADSHOW.

SO I'VE ALREADY DONE A COUPLE COMMISSION VISITS AND ACTIVELY SCHEDULING THROUGHOUT THE YEAR, SO, UM, JUST WANTED TO SHARE THAT.

AND THEN I AM WORKING WITH COMMUNITY DEVELOPMENT ON A TARGETED TRAINING FOR THEIR INSPECTORS.

UM, SO WE JUST STARTED THAT COLLABORATION TODAY.

UM, SO THAT WE'RE HOPING THAT'LL BE FINISHED WITHIN A MONTH.

UM, SO THAT'S JUST AN EXAMPLE OF WHAT I WAS SHARING DURING MY REPORT IS THAT AGAIN, WE'LL BE FOCUSED ON MORE TARGETED TRAINING THIS YEAR.

AND THAT'S MY REPORT.

ANY INPUT FROM THE COMMISSION? DO WE HAVE ANY PUBLIC COMMENT ON THIS ITEM? SEEING NO PUBLIC COMMENT, LET'S MOVE TO A VOTE.

SECONDED BY COMMISSIONER GILL.

ITEM NUMBER 11, RECOMMENDATION TO DISCUSS POTENTIAL AGENDA ITEMS FOR FUTURE COMMISSION MEETINGS.

I HAVE A MOTION FROM COMMISSIONER D BENEDICTUS,

[11. 26-54231 Recommendation to discuss potential agenda items for future Commission meetings. Suggested Action: Approve recommendation. ]

DOES ANYONE HAVE A REQUEST FOR ANYTHING TO BE ADDED TO THE AGENDA? DO WE HAVE ANY INPUT FROM THE PUBLIC ON THIS ITEM? I THINK WE CAN MOVE TO A VOTE.