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Informal Meeting Minutes Monday, July 25, 2022 9:30 AM BOARD OF SUPERVISORS Maricopa County, Arizona (and the Boards of Directors of the Flood Control District, Library District, Stadium District, Improvement Districts and/or Board of Deposit) "The mission of Maricopa County is to provide regional leadership and fiscally responsible, necessary public services to its residents so they can enjoy living in healthy and safe communities” Board Members Bill Gates, Chairman, District 3 Clint Hickman, Vice Chairman, District 4 Jack Sellers, District 1 Thomas Galvin, District 2 Steve Gallardo, District 5 County Manager Joy Rich Clerk of the Board Juanita Garza Meeting Location Supervisors’ Conference Room 301 W Jefferson, 10th Floor Phoenix, AZ 85003 BOARD OF SUPERVISORS The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in an Informal Session at 9:30 AM on Monday, July 25, 2022, in the Supervisors’ Conference Room, 301 W Jefferson, 10th Floor Phoenix, AZ 85003, with the following members present: Bill Gates, Chairman, District 3; Clint Hickman, Vice Chairman, District 4; Jack Sellers, Supervisor, District 1; Thomas Galvin, Supervisor, District 2; Steve Gallardo, Supervisor, District 5 (entered late). Also present: Amy Loper, Deputy Clerk; Joy Rich, County Manager; Andrea Cummings, Legal Counsel; Kelly Gardiner, Minutes Coordinator. PRESENTATION 1. PRESENTATION REGARDING THE MARICOPA COUNTY FY 2021 AUDIT Auditor General presentation of the audit results for fiscal year ended June 30, 2021. Lindsey Perry, Arizona Auditor General, Auditor General Stephanie Gerber, Arizona Auditor General, Financial Audit Division Director David Glennon, Arizona Auditor General, Financial Audit Manager (C-18-23-000-X-00) Chairman Gates opened the meeting and asked the Deputy Clerk to call the roll. Chairman Gates stated that Arizona Law now requires the County to have a public presentation annually on the reports from the Arizona Auditor General (AAG). Informal Meeting Minutes Monday, July 25, 2022 Page 2 of 13 Lindsey Perry, Auditor General, began the presentation and thanked the Board for their time to present the 2021 Audit Reports. She introduced her colleagues and gave a brief background of the Auditor General’s Office. Ms. Perry said the Auditor General’s Office is a legislative agency and staffed with non-partisan staff, reporting directly to the Joint Legislative Audit Committee. She said the auditors are an independent source of impartial information with standards set out by the Comptroller of the United States. Ms. Perry said their office was proficient in all audit details and that state and local auditing standards are consistent for all jurisdictions. She said there were some recent statutory changes, one that requires the Board to have the Auditor General present its findings to the Board within 90 days of the audit completion. This presentation was an opportunity for the Board to get questions answered. Stephanie Gerber, Financial Audit Division Manager, began with an overview of audit requirements as seen on the slide above. Informal Meeting Minutes Monday, July 25, 2022 Page 3 of 13 Ms. Gerber said she oversees the reports from the Auditor General Office and said the three reports listed above are the reports the County was required to have completed. She spoke in detail about what each of the reports include and said the website, www.azauditor.gov has these reports and others that the public can view. The following slides provide additional information on the report results. The Report Highlights slide seen above, assists the reader in understanding the reports in a two-page summary that includes the key findings and recommendations from the audit. Ms. Gerber also said additional resources and explanations on the reports can be found on the website listed on the slide. Informal Meeting Minutes Monday, July 25, 2022 Page 4 of 13 Ms. Gerber said the audit standards require the Auditor General to communicate any findings with the Board of Supervisors and County Manager when the audit was complete. She thanked the Board for their time. David Glennon, Financial Audit Manager, reviewed the Summary of County's FY 2021 audit findings slide and said the subsequent slides would identify any problems and make recommendations. He said the Housing Authority was not covered in this audit because it was covered in an independent financial audit. Informal Meeting Minutes Monday, July 25, 2022 Page 5 of 13 The IT risk assessment was covered in the above slide. ~ Supervisor Gallardo entered the meeting ~ This portion of the audit exposed misspending of the two previous Treasurers. The Treasurer who took office in January 2021 contacted the Auditor General’s Office to report this misspending. Mr. Glennon said this took place between October 2015 and September 2020 and said the money was spent on advertising and state law does not allow these monies to be spent on advertising. He said the recommendation included obtaining legal counsel as to whether the money should be replenished. Informal Meeting Minutes Monday, July 25, 2022 Page 6 of 13 Chairman Gates confirmed the money was misspent under a previous Treasurer’s term. Supervisor Hickman commented on the knowledge of misspending and thanked the current Treasurer who brought the information to the Board’s attention. Mr. Glennon talked about the next item, the School Superintendent’s Office Grant Fund overspending and recommendations. He said there was not sufficient documentation to support the assertion that $1.7 million were indirect costs of the grant programs. Due to the large dollar amount in dispute, the case has been turned over to the Grantor, the US Department of Education, who will issue a management decision in the next six months and that management decision will spell out further action required. During the interim, the office has taken the recommended steps as listed on the slide. Chairman Gates asked about an appeal of the case. Mr. Glennon said yes there was an appeal process but did not know the details. Informal Meeting Minutes Monday, July 25, 2022 Page 7 of 13 Mr. Glennon talked about the last finding regarding the Maricopa County Department of Public Health federal grant. The finding focused on the failure to report specific information about a subaward as required. The County was responsive to the findings and the recommendations listed. Mr. Glennon concluded the presentation and asked the Board if there were any questions. Four of the reported findings were covered from the 2021 Audit and that was what has been discussed. The audit reports have been provided to all the Board members. He thanked the Board and staff for all the cooperation. Supervisor Hickman asked how large the State Auditor’s staff was and Ms. Perry answered there were 180 staff members of the Auditor General’s office. She reviewed the areas involved with auditing, stating their office stays out of politics and focuses on the facts. Supervisor Hickman commented that transparency by the Board was vital, and he hoped it was the same with state agencies. Chairman Gates recognized County Auditor, Mike McGee’s presence, and said he reports directly to the Board. He was thankful that Mr. McGee was available when an audit was needed. Ms. Perry said there were different ways of interacting with the Board and being of service to the Board. Supervisor Gallardo asked what the next step was based on the recommendations of the Auditor General’s Office. Joy Rich stated the Public Health Department has already begun working on the Auditor General’s Office recommendations. John Allen, County Treasurer, said the Treasurer’s Office has moved forward from the past problems. He noted he had been a part of the AAG’s staff and knows how hard the work was. 2. STRATEGIC PLANNING PRESENTATION AND DISCUSSION Maricopa County Board of Supervisors Strategic Planning Session to review goals developed by Departments, Agencies, Elected Offices, and the Judicial Branch for the FY 2023-2026 County Strategic Plan. (C-20-23-000-X-00) Chairman Gates introduced the item and Valerie Beckett, Assistant County Manager. Ms. Beckett said the goal was to make this a very collaborative process across all branches, elected offices, appointed departments, and the Courts. She presented the Maricopa County Strategic Plan FY 2023-2026. Informal Meeting Minutes Monday, July 25, 2022 Page 8 of 13 Ms. Beckett noted the feedback from participants has been very positive. The Chiefs of Staff each chose to lead one of the strategic priority areas and this participation stressed the importance of this process. Ms. Beckett reviewed the slide above and stated they built upon the five areas shown from the FY 2019 – FY2022 strategic priority areas which created the framework for the FY 2023 – FY 2026 planning process. Ms. Beckett explained each priority areas and their purpose. Ms. Beckett reviewed the slide above explaining the process for the FY 2023 – FY 2026 Strategic Plan. Informal Meeting Minutes Monday, July 25, 2022 Page 9 of 13 Ms. Beckett reviewed the slide above and expanded on each of the four items. She noted that in each of the sessions a full, complete SWOT (strengths, weaknesses, opportunities, and threats) Analysis was performed. The adoption of 15 goals set the framework for decision making and resource allocation to keep everything manageable. Ms. Beckett reviewed the Strategic Priority Goals that focus on Safe Communities from the slide above. Informal Meeting Minutes Monday, July 25, 2022 Page 10 of 13 Ms. Beckett reviewed the Strategic Priority Goals that focus on Regional Services from the slide above. She noted under each of these areas there are numerous departments and agencies involved in these endeavors. Ms. Beckett reviewed the Strategic Priority Goals that focus on Government Operations from the slide above. Informal Meeting Minutes Monday, July 25, 2022 Page 11 of 13 Ms. Beckett reviewed the Strategic Priority Goals that focus on Economic Development from the slide above. Ms. Beckett reviewed the Strategic Priority Goals that focus on Fiscal Strength and Responsibility from the slide above. Chairman Gates pointed out Enterprise Risk Management was a standard operating procedure in the private sector and was very innovative in government. He thanked Ms. Rich and Ms. Beckett for their willingness tackle this goal. Informal Meeting Minutes Monday, July 25, 2022 Page 12 of 13 Ms. Beckett reviewed the next steps in the above slide and expanded on each one noting each one would give the County transparency to hold itself accountable along with the County residents. Chairman Gates asked if there were any questions from the Board. Supervisor Gallardo commented on the items that were near and dear to his heart which are Human Services and Public Health. He asked how the County engages the public concerning these areas? He stated the COVID pandemic demonstrated how to do this on a smaller scale and He asked how to do this on a larger scale. Supervisor Gallardo stated it was critical to figure out how to communicate with the masses. Chairman Gates thanked everyone for the partnerships that helped to bring all these pieces together. He encouraged people to offer any suggestions they might have at the meeting on Wednesday. Supervisor Hickman commented on previous Strategic Plans and the need for an updated look at the future of the County and where it was going. He thanked Chairman Gates for requiring all departments work toward these goals. 3. EXECUTIVE SESSION Vote to convene in Executive Session to consider the items on the Executive Agenda dated Monday, July 25, 2022, for Board of Supervisors and relevant Special Districts pursuant to the statutory authority listed for each item. Motion to approve by Supervisor Clint Hickman, seconded by Supervisor Jack Sellers Ayes: Bill Gates, Clint Hickman, Jack Sellers, Thomas Galvin, Steve Gallardo Informal Meeting Minutes Monday, July 25, 2022 Page 13 of 13 MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. ___________________________ Bill Gates, Chairman of the Board ATTEST: ______________________________ Amy Loper, Deputy Clerk of the Board