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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 2/2/2016 City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 r#11 GLE P Meeting Minutes - Final Tuesday, February 2, 2016 1:30 PM Workshop Council Chambers City Council Workshop Mayor Jerry Weiers Vice Mayor Ian Hugh Councilmember Jamie Aldama Councilmember Samuel Chavira Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner City Council Workshop Meeting Minutes-Final February 2,2016 CALL TO ORDER Present 7- Mayor Jerry Weiers, Vice Mayor Ian Hugh, Councilmember Jamie Aldama, Councilmember Samuel Chavira, Councilmember Ray Malnar, Councilmember Lauren Tolmachoff, and Councilmember Bart Turner (Councilmember Chavira appeared telephonically.] Also present were Kevin Phelps, City Manager; Michael Bailey, City Attorney; and Pamela Hanna, City Clerk. WORKSHOP SESSION 1. 16-002 FY14-15 COMPREHENSIVE ANNUAL FINANCIAL REPORT AND YEAR-END AUDIT UPDATE Staff Contact and Presenter: Tom Duensing, Interim Assistant City Manager Staff Presenter: Vicki Rios, Interim Director, Finance and Technology Guest Presenter: Dennis J. Osuch, CPA, Principal, CliftonLarsonAllen, LLP Mr. Duensing said this item is a summation of the June 30, 2015 external audit conducted by Clifton Larson Allen. He introduced Ms. Rios, Interim Finance and Technology Director, and Dennis Osuch, a Principal with Clifton Larson Allen. He said Mr. Osuch's firm provides an opinion on the city's financial statement and examine city processes, identifying any internal control weaknesses, as well as identifying any non-compliance with federal programs. The audit firm identified zero audit findings and zero items of non-compliance. Mr. Duensing explained this is the first time this has happened since he has been with the city. He praised the hard work of the Finance Department. Mr. Osuch explained an audit is a process of examining and verifying management's assertions and the objective is for the auditor to provide an opinion based on the examinations performed. He said they provide an opinion that the financial statements are in conformity with generally accepted accounting principles. He said the audit is conducted in accordance with government auditing standards. Mr. Osuch explained no weaknesses were reported for this year. The audit is a risk based approach and applies risk factors to account balances and programs, and these factors are based on understanding of the government. The audit process includes signing an engagement letter, audit planning by the firm, and audit preparation by the city. He explained the audit process includes communication with governance and management, the audit examination and communication of the results. The reporting package includes communications to governance, opinions on the comprehensive annual financial report, the single audit report which includes the government auditing standards report and the report on major federal programs and the schedule of federal expenditures, and independent accountants' report on the use of HURF funds. City of Glendale Page 1 Printed on 2/8/2016 City Council Workshop Meeting Minutes-Final February 2,2016 Mr. Osuch continued other reports provided include the annual expenditure limitation report, landfill assurance agreed-upon procedures, and a management letter. After reviewing the comprehensive annual finance report, they provide an opinion on the basic financial statements, provide an in-relation-to opinion on the combining and individual fund financial statements and schedules and provide an in-relation-to opinion on the federal data schedule, and disclaim an opinion on the required supplementary information, introductory and statistical sections. Mr. Osuch explained an unmodified (clean) opinion was rendered on the financial statements. Although unmodified opinions were issued, Mr. Osuch provided information on what type of opinions could be issued in the audit findings, which may include deficiency, significant deficiency, and material weakness. Mr. Osuch thanked Mr. Duensing and staff for their cooperation and assistance during this audit process. Mayor Weiers congratulated Mr. Duensing and his team for their excellent work. Mr. Duensing said the good work a direct result of the work done by Ms. Rios and her team. 2. 16-020 CIOSI: DIVERSITY AND HUMAN RELATIONS COMMISSION Staff Contact: Jim Brown, Director, Human Resources and Risk Management Mr. Brown said this item is in response to a Council Item of Special Interest presented at a Workshop in November. Six of our current benchmark cities have a diversity or human relations commission. Those cities are Chandler, Gilbert, Mesa, Phoenix, Scottsdale and Tempe. These commissions were advisory in nature, did not enforce ordinances, and focused on community education and awareness. He explained these commissions did not address complaints and were externally focused and had a staff liaison within a diversity office, an equal opportunity office or community resource office. The commissions also promoted and obtained sponsorships for community events such as celebration of Unity Luncheon, MLK Awards Program, Unity Walk, Pride Parade, multi-cultural festivals, educational events and diversity dialogues. Mr. Brown recommended the purpose of the commission would include advocating for and promoting all dimensions of diversity within the community. This would be accomplished by acting as an advisory board to the Mayor, Council and city staff, recommending ways to encourage mutual respect and understanding among people, discouraging prejudice and discrimination, working toward cultural awareness and unity, and recommending special events within the community to further its purpose. It was also recommended that the commission would be composed of 7 members, appointed by Council that broadly represents the diverse demographics of the community, with 2 year staggered terms set for members on the commission. Once membership is established, the commission would establish rules, regulations and procedures that govern its affairs, including provisions for selecting a chair and vice chair and other officers as determined necessary. The commission would also establish a time and place for regular and special meetings and establish bylaws and an annual plan. Staff determined commissions in the benchmark cities did not have much in the way of budgets other than the cost of administration and events are sponsored by community partners. Councilmember Aldama asked if this commission would have any input into any diversity policies the city wanted to create. City of Glendale Page 2 Printed on 2/9/2016 City Council Workshop Meeting Minutes-Final February 2,2016 Mr. Brown said it was up to the Council to set those guidelines. He explained some of the benchmark cities had diversity commissions that would advise the Council, but most of the commissions are externally focused on the community. He said relevant ordinances that the Council might adopt could come from a recommendation by the commission. Councilmember Aldama said the city of Phoenix does have its policies run through its diversity commission, and he wanted the Councilmembers to consider that in Glendale, as well. He explained this gives more substance and significance to that body. Councilmember Malnar said he had previously requested information on the role of commissions and asked Mr. Bailey what was the role of a commission and if they were within that role. Mr. Bailey said a separate presentation will be made to Council regarding the role of a commission. He said the City Charter and related ordinance allow the Council to create a board or commission if they see a need for such a board or commission. He said the Council can create the board or commission and then determine what tasks or purpose the board or commission shall serve. He said the tasks can be very specific or broad, depending on Council's wishes. Councilmember Malnar asked what the City Ordinances and Charter say that commissions should be doing. He said it sounded like the Council can tell the commission what it wants done. He said the commissions are advisory by nature, but asked how far that advisory ability goes. Mr. Bailey said part of his answer would be to ask what the Council would like from this commission. He read a portion of the charter regarding creation of boards and commissions. He said it can be whatever the Council feels is appropriate. Councilmember Malnar said this goes to the question what does the Council want this commission to be doing. Councilmember Turner asked if the Council was able to establish whatever sort of commission it found appropriate. Mr. Bailey said yes and said a great example was the Board of Adjustment. He said there was flexibility for the Council to create a board or commission it might find necessary. Councilmember Turner read staff recommendations for this commission and he said he liked the broadness of that recommendation. He said he would like to see the commission even more diverse than the recommended 7 members outlined in the proposal. He said he would like to see representatives from each of the School Districts in Glendale, the Chamber of Commerce and the Police and Fire Departments. Councilmember Tolmachoff asked how diversity complaints are handled within other cities. Mr. Brown said the commission would be a forum and may hold diversity dialogues. City of Glendale Page 3 Printed on 2/9/2016 City Council Workshop Meeting Minutes-Final February 2,2016 Councilmember Tolmachoff said they would not debate issues, but would be a forum for people to bring issues to the Council. Mr. Brown said that is correct. Councilmember Aldama agreed with Councilmember Turner that the membership needed to be very broad. He said schools in the area are turning toward diversity to serve the community better. He asked if it was allowable for a commission to look at policies that the city may start to develop. Mr. Brown said the Council can create what the duties will be for the commission. He said other commissions they have looked at are advisory to staff. Councilmember Aldama said it is advisory and the commission could provide Council with guidance. Mr. Brown said that is correct. Councilmember Chavira said this is a great idea to be diverse and would like to see the commission have more than 7 members. He is glad the city is headed in this direction. Vice Mayor Hugh asked what an agenda would look like and was interested in what the benchmark cities have discussed and tried to accomplish. Mr. Brown said commissions in other cities have determined what types of events to hold, hold community outreach and diversity dialogues. He said he has not reviewed specific agendas from these other commissions. Mayor Weiers said he recently attended a church service that included several different cultures and it was wonderful to see. He likes the idea of a commission making recommendations, but does not want to take it too far that the commission is legislating for the Council. He said he could support something like this. He said they need to look at the issues the Council has had difficulties filling already established commission seats. Vice Mayor Hugh asked if Councilmember Turner wanted to include all the school districts in the city. Councilmember Turner said he would be open to having a seat available to each of the districts. He said some districts may already have diversity commissions within their organizations. Councilmember Aldama said Phoenix has 17 members on its Diversity Commission. Councilmember Tolmachoff said the city does not have any commissions that are that large and they are not representing as large a population as Phoenix. He said they would need to discuss how many people would sit on the commission. Councilmember Malnar suggested starting off with a small commission body to begin its work. Councilmember Turner argued for a larger commission for the sake of inclusion and didn't City of Glendale Page 4 Printed on 219/2016 City Council Workshop Meeting Minutes-Final February 2,2016 want to exclude a school district. He said when the commission is created; the Council could determine what number would constitute a quorum. Mayor Weiers said rather than trying to include members of each school district, he suggested having one member from the education field. He also liked the idea of having the Police Department involved, as well. Councilmember Chavira asked for clarification of what was being said since he was appearing telephonically. Mayor Weiers said they were just discussing possibilities and didn't think they needed to determine how large the commission needed to be right now. Mayor Weiers asked for staff to take into consideration all the items discussed and bring back another presentation at a future workshop. Mr. Brown said staff would do that and bring back a draft ordinance for Council review. Vice Mayor Hugh said 7 members would not be a problem. He wanted to make sure the school districts were included. Councilmember Aldama asked if Mayor Weiers did not want to include the Fire Department on this commission. Mayor Weiers said he wasn't sure if the Fire Department wanted to be included, but felt Police would be interested. Councilmember Aldama said Police and Fire would want to be involved since the community they serve is diverse. Councilmember Chavira was in total agreement and said both Police and Fire should be included. Councilmember Tolmachoff suggested thinking about including Glendale Community College as well. Councilmember Malnar said the policy responsibility of this group had not been discussed. He said he is not in favor of giving this group policy responsibility. Mr. Brown said the city's commissions are not responsible for policy making, as that comes from the Council. The commissions are advisory in nature. Councilmember Aldama said other commissions look at city policies that have significant impact on the community and suggested allowing a diversity commission to look at any new diversity policies considered by the Council. Mayor Weiers asked if Mr. Brown would bring back additional information. Mr. Brown said he would bring back a draft ordinance and a recommendation for the number of members on the commission and where those members would come from. Mayor Weiers said there was consensus to move forward. City of Glendale Page 5 Printed on 2/9/2016 City Council Workshop Meeting Minutes-Final February 2,2016 CITY MANAGER'S REPORT City Manager Phelps had nothing to report. CITY ATTORNEY'S REPORT City Attorney Bailey had nothing to report. COUNCIL ITEMS OF SPECIAL INTEREST The City Council had no new Council Items of Special Interest. MOTION TO GO INTO EXECUTIVE SESSION A motion was made by Vice Mayor Hugh,seconded by Councilmember Malnar, to enter into Executive Session.The motion carried by the following vote: Aye: 7- Mayor Weiers,Vice Mayor Hugh, Councilmember Aldama, Councilmember Chavira, Councilmember Malnar, Councilmember Tolmachoff, and Councilmember Turner EXECUTIVE SESSION The City Council moved into Executive Session at 2:16 p.m. ADJOURNMENT The City Council adjourned at 2:56 p.m. City of Glendale Page 6 Printed on 2/9/2016