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HomeMy WebLinkAbout2020-05-26 Council Appointed Officers Committee Summary Minutes Council Appointed Officers Committee FINAL MINUTES Page 1 of 4 Special Meeting May 26, 2020 Council Member Filseth called the meeting to order at 10:10 A.M. via virtual teleconference. Participating Remotely: Cormack, Filseth Absent : Kniss Oral Communications None. Agenda Items 1. Update on the Internal Auditing Request for Proposals and Direction on Next Steps. Council Member Filseth spoke regarding the overview of the process and said there were six recipients for the Request for Proposal (RFP), but four of those recipients did not disclose any pending litigation, which did not meet the City’s standard. As a result, the choices were to either select within the two responses that did meet the standard or the City could modify their request for criteria for exactly how much litigation disclosure was needed and then re-issue the RFP. As part of that process, Management Partners were to call the six recipients that did not disclose litigation and inquire as to why. Greg Larson, Management Partners confirmed Council Member Filseth’s summary. He highlighted that none of the six proposals contained all of the outlined information but four had litigation disclosure defects; he guessed COVID-19 may have had an effect on the RFP. Regarding the litigation requirement, some standards were typical for California firms, but it was harder to scan for litigation for National firms. A competitive process was preferred, so rather than moving forward with two proposers, he recommended all be rejected; this allowed Management Partners to move FINAL MINUTES Page 2 of 4 Sp. Council Appointed Officer’s Committee Meeting Final Minutes 5/26/2020 forward. He moved on to the revised schedule and, assuming the Council Appointed Officer’s Committee (Committee) agreed with his recommendation, at the next Council meeting, Council was to consider rejecting all proposals. Assuming the Council concurred, then Management Partners was going to re-issue the RFP; he and the Attorney’s Office began addressing some of the clean-up the previous recipients might have had, which was going to be confirmed after the Committee meeting today. Assuming the Committee agreed with his recommendation, he planned on calling all applicants to tell them the Committee rejected all proposals, explain why and ask any further questions there may be. After that, the schedule that the Council previously approved was going to be about the same as the revised one, it was just going to be shifted back four to six weeks. Under an aggressive schedule, he was asking the Committee to meet during the July recess and wanted to confirm that was viable. He was considering scheduling a meeting on July 29, 2020 or having a meeting earlier in the day on August 3, 2020. He noted an error in the Staff Report where it said 2017 instead of 2020. Council Member Cormack thanked Council Member Filseth for serving on the Ad Hoc Subcommittee. Regarding the RFP, she thought it was possible there was a mistake because the Committee was moving at a fast pace. She was not concerned that the RFP did not go as expected but was glad that they tried. She wanted confirmation that the proposers were not scored. Mr. Larson said yes. Council Member Cormack confirmed they were brought in, and after the review, it was determined there was no need to score them because they were not moving forward. She asked if the two that were responsive were also missing information and if that was helpful with regard to modifying the RFP going forward. Mr. Larson planned on contacting those two firms as well to discuss the information that was lacking. He reiterated he was going to contact all six proposers and thought this was helpful in refining the RFP even more. Council Member Cormack discussed the timeline and said it was a little harder to figure out the answer for that. She thought if there was agreement today with the Motion, today’s action could go on Consent. She was glad Management Partners and the Attorney’s Office was working on modifications. In the event there was a continued Shelter-in-Place Order that permitted this sort of meeting, there was no conflict with regard to a FINAL MINUTES Page 3 of 4 Sp. Council Appointed Officer’s Committee Meeting Final Minutes 5/26/2020 July 2020 meeting for her. She was not able to answer for the other Council Members about the July 29, 2020 date. That said, it made more sense to have the meeting on a date when the full Council was expected to meet. July 21 and 28, 2020 were doable, there was just a need for flexibility. Mr. Larson understood and said that was why he was recommending the schedule be established by the Committee, so the Chair had the flexibility to modify the schedule, if need be. Council Member Cormack concurred, especially since it was hard to predict how things were going to happen in the future. MOTION: Council Member Cormack moved, seconded by Council Member Filseth to recommend the Council reject all proposals in accordance with Municipal Code requirements, that the Request for Proposals be released again pursuant to a new schedule resulting in contract approval by the end of August. Council Member Cormack felt like this was the appropriate next step and appreciated all the work that had been done. Council Member Filseth felt the City Auditor was a very important function and thought it was important to do a good job choosing a new Auditor. He supported the strategy that was sought and thought a reasonable number of proposals to choose from was good; he was pleased with six. He expressed disappointment that some did not meet the standard, but it was a worthwhile investment of the Council’s time. Regarding the schedule, he liked the way it was structured. He understood the Committee was going to establish the schedule, the Council was going to approve it and the Clerk’s Office was going to determine schedules over the Summer Break. Ms. Brettle prepared to finalize the Motion. Council Member Filseth halted and asked if this Item needed to go on the Consent Calendar or on the Agenda as an Action Item. Cassie Coleman, Assistant City Attorney suggested Action Item. INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add this item to the June 1, 2020 as an Action Item. FINAL MINUTES Page 4 of 4 Sp. Council Appointed Officer’s Committee Meeting Final Minutes 5/26/2020 Council Member Filseth felt that was reasonable and if people disagreed, they could pull it off of Action. MOTION AS AMENDED: Council Member Cormack moved, seconded by Council Member Filseth to recommend that Council reject all proposals in accordance with Municipal Code requirements, that the request for proposals be released again pursuant to a new schedule resulting in contract approval by the end of August and that this Item be placed on the June 1, 2020 Agenda as an Action Item. MOTION PASSED: 2-0 Kniss absent Council Member Filseth thanked everyone. Adjournment: The meeting was adjourned at 10:26 A.M.