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Regional Council Executive Committee 3/16/2020 Meeting Minutes

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Regional Council Executive Committee 3/16/2020 Meeting Minutes MINUTES OF THE MARICOPA ASSOCIATION OF GOVERNMENTS MAG REGIONAL COUNCIL EXECUTIVE COMMITTEE March 16, 2020 MAG Offices, Ironwood Room 302 N. 1st Avenue, Phoenix, Arizona MEMBERS ATTENDING #Mayor Mark Mitchell, Tempe: Chair *Mayor Anna Tovar, Tolleson #Mayor Jerry Weiers, Glendale, Vice Chair #Mayor Kenneth Weise #Mayor Kate Gallego, Phoenix #Mayor Gail Barney, Queen Creek: Past #Mayor John Giles, Mesa: Treasurer Chair * Not Present # Participated by telephone conference call 1. Call to Order Chair Mark Mitchell called the teleconference meeting of the Executive Committee to order at 12:01 p.m. Joining the meeting via teleconference were Mayor Gail Barney, Mayor Kate Gallego, Mayor John Giles, Mayor Jerry Weiers, and Mayor Kenn Weise. 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. Call to the Audience No public comment cards were received. 4. Approval of February 18, 2020 Meeting Minutes Mayor Weiers moved approval of the February 18, 2020, meeting minutes. Mayor Barney seconded the motion and the motion carried unanimously. Chair Mitchell and Mayor Weise also voted in favor of the motion. 1 5. Coronavirus Update MAG Executive Director Eric Anderson led the discussion on the effects the novel coronavirus, COVID-19, is having on the region and the measures MAG is taking as an organization to make sure its employees and visitors are safe. He indicated MAG is looking to the Executive Committee for guidance on whether or not to proceed with holding the upcoming meetings of the Transportation Policy Committee and MAG Regional Council. Mr. Anderson stated this is a rapidly evolving issue and noted staff took measures last week to ensure the agency had the infrastructure in place to support telecommuting for all employees as well as put in place a plan to ensure those employees could work productively from home. MAG also emphasized personal hygiene and made available hand sanitizers and disinfecting wipes for frequently touched surfaces. MAG employees were given instructions on how to use telemedicine resources available through United Healthcare, MAG’s healthcare provider. To help eliminate the potential spread of the virus, MAG will no longer offer buffet style meals to meeting participants. He noted MAG cancelled a number of technical meetings this week when there were no time-sensitive issues needing action. Mayor Gallego joined the discussion. MAG Deputy Executive Director Amy St. Peter next discussed MAG’s community outreach and other activities the agency is taking to support the region during this health crisis. She stated MAG understands the significant impact the virus will have on the economic and health welfare of the region’s residents. MAG has reached out to a number of partners including the Governor’s Office, philanthropy groups, Maricopa County Health Department, Human Services Department, other COG and MPOs throughout the State, as well as the Arizona Public Health Association. She indicated MAG is working on a couple of different efforts and added MAG would like to coordinate closely with the Executive Committee and Regional Council to make sure needs are being met around the region’s response to the COVID-19 pandemic. Ms. St. Peter stated MAG is developing a Vulnerability Viewer that will highlight the vulnerable populations as defined by their economics as well as by health. Age also is a core indicator and will be included in the viewer. MAG is in contact with Arizona Health Services to see if the agency can obtain data related to the capacity of hospitals and medical community to respond to the health needs of our region’s 2 residents. She asked committee members to let MAG know if there is any additional datasets they would like to see added to the viewer. Ms. St. Peter added this outreach tool would likely have a public facing side as well as a password protected firewall for more sensitive data. MAG also is looking to map out assisted living facilities and hospitals, as well as a number of assets and areas of concern. Ms. St. Peter offered MAG’s services to partner agency Human Services departments to see if there are activities MAG could support at a regional level. She also asked Executive Committee members to let her know of any other stakeholders they would like for MAG to contact to assist with the local government response. Mayor Giles joined the discussion. Mayor Gallego stated there is value in the municipalities sharing what each is doing in response to this crisis. She shared the City of Phoenix has closed libraries but added they would be open for use as polling places for tomorrow’s election. Mayor Mitchell indicated the City of Tempe has now closed libraries, recreational centers, as well as the adult senior center and communicated the closures to neighborhood associations and the city’s contact network. He stated he would reach out to the League of Arizona Cities and Towns to ensure regional coordination. Mayor Weise stated a majority of city and town managers in the region met earlier today and plan to send out a debrief of the discussion to mayors and councils. He indicated the City of Avondale has closed its senior center but the city’s two libraries remain open. Mayor Weise added that city hall would remain open but the resources facility and sports center would probably close. Mayor Giles indicated the City of Mesa has closed its libraries, Mesa Arts Center, and museums. He commented he believes there should be a coordinated regional response because borders do not mean a lot to residents and added the sharing of information is a good model to follow. Mr. Anderson stated MAG is compiling the action the different cities and towns are taking and will distribute a summary report to all member agencies. Chair Mitchell noted a summary report would be helpful as well as getting all government relations staff working on this. 3 Mr. Anderson said he would still like to hear from the committee if MAG should cancel the upcoming policy committee meetings. He noted his recommendation is to cancel the March meetings of the Transportation Policy Committee and Regional Council. Mr. Anderson added there would only be one action item on the Regional Council agenda and that item did not require immediate action. Mayor Weiers moved to cancel the Transportation Policy Committee and Regional Council meetings in March. Mayor Barney seconded the motion. The motion carried unanimously, with Mayor Gallego, Mayor Giles, Chair Mitchell, and Mayor Weise also voting in favor of the motion. 6. Fiscal Year 2019 Single Audit Report and Comprehensive Annual Report MAG Fiscal Director Somer Phegley told the committee MAG’s Fiscal Division takes pride in serving member agencies and maintaining a high level of fiscal stewardship. She stated she was pleased to present the Comprehensive Annual Financial Report (CAFR) as well as a clean Single Audit Report for Fiscal Year 2019, which ended June 30, 2019. She introduced Brittney Williams, an Audit Partner with HeinfeldMeech, to provide a brief overview of some of the highlights of the annual audit. An unqualified audit opinion was issued on the financial statements, which comprise the respective financial position of governmental activities, each major fund, and the aggregate remaining fund information. Ms. Williams first called attention to a transmittal letter included in the CAFR, updated annually by Mr. Anderson. She indicated the first 34 pages of the document provide a narrative overview of MAG and the community. Ms. Williams also highlighted the Independent’s Auditor Report, which is HeinfeldMeech’s report to counsel about the financial statement and noted the opinion is clean. That report is followed by a management discussion that provides an analysis with an overview of year over year financial changes. Also in the CAFR is a statistical section with information on 10-year financial trends at MAG. Ms. Williams moved on to discuss the Single Audit reporting package and pointed out there is a summary page about what the auditor’s report entails, including deficiencies and material weakness and noted there was an unmodified opinion and clean report – the best type of report that an organization can receive. The independent auditors' report on compliance with the requirements applicable to major federal award programs expressed an unqualified opinion on the Single Audit. She added that two programs were tested and no issues were found. Ms. Williams also reported that she worked closely with MAG staff to answer all 4 questions and there were no difficulties or disagreements. All documents were reported on time and correctly. MAG has submitted the June 30, 2019, CAFR to the Government Finance Officers Association (GFOA) awards program for review. If awarded the certificate for the June 30, 2019, CAFR, this would be the agency's 22nd consecutive award. There were no questions or comments from the committee. 7. Desert Peaks Awards MAG Communication Director Kelly Taft provided the committee with an update on cost estimates for the Desert Peaks Awards program, created in 1998 to recognize individuals and partnerships that have demonstrated a commitment to regionalism through their cooperative efforts. At its February meeting, the Executive Committee approved some recommended changes to the Desert Peaks Awards program, including decoupling the awards from the MAG Annual Meeting in June. Ms. Taft recalled that the committee approved a recommendation for hosting the awards program in the fall, but asked staff for further information regarding costs to help determine whether a noon or early evening/dinnertime event was preferable. MAG staff reached out to three venues for representative quotes. Venues included the Glendale Civic Center; the Pointe Hilton Squaw Peak Resort; and the Sheraton Phoenix Downtown. Staff asked each venue to provide quotes for a 275-person buffet-style event for both a noontime and evening time period.
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