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| | 1. | | Call the Order.
Minutes note: Meeting convened: 9:37 am | | | |
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| | 2. | | Roll Call.
Minutes note: Jackie Carter arrived at 1:59 pm. | | | |
Roll call
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| | 3. | | Review and approval of the minutes of the January 5th meeting.
Minutes note: Member Owczarski moved for approval, seconded by member Ald. Dimitrijevic. There were no objections. | | | |
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| | 4. | | Discussion on secure structure ordinance by Brad Houston, City Records Manager.
Minutes note: Draft ordinance walkthrough by Brad Houston (City Records Manager) shared a Word draft titled “Secure Structure Plans"
Key structural change: separated “creating departments” (custody/initial designation) from “managing departments” (provide access/physical control of records).
Responsibility shift: the creating department makes the primary determination of whether submitted plans are for a secure structure, rather than City Records/Document Services.
Operational flow proposed: when plans are submitted (e.g., Development Center/BOZA), staff apply criteria, mark the secure/non-secure designation in Accela, and that designation carries through when records are pulled.
Context/problem: a secure/non-secure field exists (noted in Evolve), but historically hasn’t been consistently completed; this change is intended to make completion routine.
“Escape valve” included: if the creating department doesn’t designate, the managing department can make a determination, but must follow explicit criteria (acknowledging records staff are not architects/security professionals).
Definitions were expanded/clarified to reduce ambiguity, including explicitly addressing exterior vs. interior drawings and clarifying secure vs. non secure portions.
Temporary restriction provision added for events requiring short-term limitation of access (e.g., political conventions, presidential visits).
Property-owner request path: owners can request secure designation; city evaluates under the stated criteria, with an underlying presumption of public access unless justified.
Partial-security handling: if a building is partly secure and partly non secure, the city can release the non-secure portions rather than withholding everything.
City-owned plans access approach:
Current practice described: City Records consults DPW (Buildings) for determinations on requests for city-owned plans.
Proposed improvement: designate points of contact across departments that control different city facilities to approve/deny access.
Departments mentioned for delegated determinations: DPW, Police, Fire, Health (clinics), Water Works (treatment plants).
Brad Houston plans to contact these departments after passage to identify who staff should email when requests arise, including cases where a subcontractor may legitimately need access.
Brad’s stated next steps: send the draft to the City Attorney’s Office for legality/enforceability review and to the Development Center to confirm operational feasibility.
Co-Chair Lipski reaction: strong positive “first blush” support, especially the clearer linkage between building control and information control through a security lens.
Co-Chair Owczarski noted the work traces back to post-9/11 security concerns and emphasized the goal of removing Records staff from being the “deciders,” placing that role with appropriate custodians.
Committee members were asked to gather feedback from their respective offices/appropriate custodians. Brad is the point of contact while the draft remains in an open-feedback stage (not yet before council).
Brad to send the latest draft to the City Attorney’s Office for review on legality and enforceability and share the draft with the Development Center to confirm they can implement the proposed designation/operational changes.
Carmen to distribute the draft to the full committee (Jim to send to Carmen and copy the chair and Jim).
Committee members to consult relevant custodians in their departments/offices and send feedback to Brad.
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| | 5. | | Committee status update by Rebekah Bein, Legislative & Fiscal Services Specialist
Minutes note: Rebecca Bein (legislative and fiscal services specialist) provided a progress update
Committee goal: improve safety response precautions and measures at the City Hall campus.
Ordinance requirement: submit a written report with recommendations on emergency preparedness/management protocols to the Mayor and Common Council no later than September 30.
This presentation was framed as a six-month check-in on progress and current activities.
Task list grew from 28 items to 31.
Status categories defined: Completed (executed/tested and ready), Pending (in review/in progress), Not Started (not underway), Canceled (paused indefinitely/scrapped).
Current snapshot: 23 completed, 5 pending, 3 not started, 1 canceled.
Early wins mentioned included building code emergencies, security cameras, and Code RED testing (among others).
Pending items: incident command system, building floor maps, council concerns, Code RED SOP, and a staff meeting mock tabletop exercise.
Not started: CAD conference line, parking visitation policy, department safety visits.
Canceled/paused indefinitely: desktop alerts, paused due to funding concerns.
Rebecca noted she reviewed committee minutes (and used the dashboard and Legistar context) to compile the update, and referenced borrowing from Mr. Zolacoff’s prior work.
Planning for council updates
Co-Chair Lipski appreciated providing an early preview so elected officials can weigh in if direction isn’t as expected and to support comfort/safety at City Hall.
Discussion on timing for presenting an update to Public Safety & Health, potential dates April 10 or April 30.
Co-Chair Owczarski agreed to circle back with the chair to confirm April timing.
Rebecca offered to keep the dashboard updated as new information comes in, noting it was slightly delayed.
Co-Chair Lipski offered to share an update from Ryan with the rest of the committee to help fill in remaining details. Carmen will forward the information to the members.
Co-Chair Owczarski to confirm with the chair whether an April presentation timeline still holds. Identify and schedule the presentation to Public Safety & Health for April 10 or April 30.
Rebecca to update the dashboard as new task updates roll in.
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| | 6. | | Status of site visit and site specific training.
Minutes note: Departments discussed requesting site audits and site-specific trainings.
Co-Chair Owczarski said DER appears to be taking over much of this work and asked where to route requests so their own office can be included.
Co-Chair Lipski proposed a workable near-term model: use predetermined reps (MPD, MFD, DPW, emergency management, etc.) and form a tighter team per request to conduct in-person site visits across floors/areas of the City Hall complex. They will coordinate with DER to ensure efforts aren’t duplicative and noted attending DER’s ERT training in the Zeidler building.
Co-Chair Owczarski offered to submit a “proof of concept” request after Chief Lipski connects with DER, and emphasized keeping time commitment manageable and clarifying the steps for staff. He will like to have a
training before the one-year anniversary of the triggering incident.
Member Sheronda Grant - MPD Inspector of Police shared that their agency and MPD are planning a CPTED
(Crime Prevention Through Environmental Design) inspection of the City Hall complex in the coming weeks. Joe Roberson is working with Ryan to identify dates and gather facility details. They have some officers already trained, with additional officers attending CPTED training in the second week of April to expand
capacity to conduct the survey.
Co-Chair Lipski strongly supported the CPTED assessments, noting prior exposure to them and advocating they are beneficial.
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| | 7. | | Items for future agendas.
Minutes note: Co-Chair Owczarski requested revisiting the site audits/visits process at the next meeting for a status update.
Co-Chair Lipski add to next meeting agenda, status update on site audits/visits, CPTED progress, and April council presentation prep.
MPD/partners to finalize dates and facility details for the CPTED survey; expand trained officer pool via the second-week-of-April CPTED training.
Co-Chair Lipski would share the most current version of Ryan’s tracked list with the group. | | | |
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| | 8. | | Adjourment.
Minutes note: Meeting adjourned at 2:08 pm
Carmen O Roman
Staff Assistant | | | |
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