The audit of the city’s data practices processes was a central topic. The committee discussed an updated scope of work for assessing the effectiveness, efficiency, and compliance of St. Paul’s data practices request processes. This audit aims to align the city’s data request handling with the Minnesota Data Practices Act, focusing on the tools, policies, and user experiences involved. A key aspect of this audit involves the city’s officer management system, scrutinizing whether it meets the necessary standards for processing data requests. The committee raised questions about the system’s capabilities and the adequacy of training materials and procedures for city staff. Concerns about the system’s management controls and internal use were discussed, with members expressing interest in understanding the reporting and data trends available.

The experiences of residents using the online portal for data practices requests were also examined. The committee aimed to understand the portal’s functionality and how it compares to similar systems in other jurisdictions. Feedback from frequent requesters was considered crucial for gaining insights into the system’s efficiency. A point of contention arose regarding the stakeholders included in the audit. Some members suggested that a broader range of stakeholders, beyond frequent requesters from the Department of Safety and Inspections, should be consulted. There was particular interest in involving the Minnesota Coalition on Open Government, which was initially absent from the presented list of stakeholders.

In addition to internal reviews, the audit seeks to compare St. Paul’s data practices with those of other jurisdictions, including neighboring counties and municipalities. The committee plans to consult various stakeholders, such as the League of Minnesota Cities and the Minnesota Department of Administration’s Data Practices Office, to analyze best practices. The revised audit timeline was discussed, with a draft report expected by February and a final presentation in March. The audit team has commenced data collection, combining quantitative surveys and qualitative interviews to gather recent user experiences.

The meeting also addressed the importance of stakeholder engagement and community outreach. The committee is developing a survey to gather feedback and ideas for future audit topics. Despite limited responses from past outreach efforts to district councils, the committee remains optimistic about enhancing participation. Members discussed strategies to improve engagement, including direct outreach by council members and attending district council meetings. The committee recognized the need for timely communication to gather a substantial dataset for informed decision-making and considered leveraging social media and other platforms to disseminate information about future audit topics.

A significant portion of the meeting focused on improving civic engagement, particularly through outreach to public schools. Inspired by Seattle’s city auditor’s office, the committee considered conducting outreach in schools to discuss their work, given that many schools serve as polling places. While concerns about capacity were noted, the idea of using newsletters to educate students about civic engagement was discussed.

The committee also reviewed ongoing work with district councils and plans to distribute an election survey. A scheduled meeting on December 16 will focus on tax-related discussions and risk analysis, emphasizing keeping district councils informed about the committee’s work. A presentation, transitioned from PDF to PowerPoint format, was briefly discussed, with members expressing interest in how recommendations from past audits have led to changes in city departments.

The process for selecting a new committee member was addressed, as a current member had relocated to Minneapolis. The recruitment timeline suggested a two-week application period, with interviews aligned with scheduled committee meetings. Concerns about the timing of the application period during the holiday season led to a decision to extend it to four weeks. The committee considered combining the recruitment announcement with information about the election survey to increase public engagement, supported by research suggesting that simultaneous announcements could garner more attention.