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>> VIAGRAN: THE TIME IS NOW 10:01 A.M. ON TUESDAY JANUARY 9TH, 2024, AND THE MEETING OF THE AUDIT COMMITTEE IS NOW CALLED TO ORDER.
MADAM CLERK, CAN YOU CALL THE ROLL? >> CLERK:
>> VIAGRAN: THANK YOU. WE HAVE -- PRESENT. HERE.
WE HAVE A LENGTHY AG JEB DA TODAY, SO I'LL BE ALLOWING THE MEMBER SPEAKERS TWO ROUNDS OF COMMENTS PER ITEM WITH FIVE MINUTES THE FIRST ROUND AND TWO MINUTES THE SECOND ROUND -- I'M SORRY, THREE MINUTES THE SECOND ROUND. FIRST ITEM ON THE AGENDA IS APPROVAL OF THE MINUTES. CAN I GET A MOTION AND A SECOND TO APPROVE THE
MINUTES? >> COURAGE: I MOVE APPROVAL ON THE MINUTES.
>> VIAGRAN: THERE'S A MOTION AND A SECOND -- THERE ANY DISCUSSION? WE HAVE A MOTION AND A SECOND TO APPROVE THE MINUTES. ALL IN FAVOR SAY AYE. (AYES.)
>> VIAGRAN: ALL OPPOSED? MOTION CARRIES. MADAM CLERK, DO WE HAVE
ANY PUBLIC COMMENTS? >> CLERK: WE HAVE NO MEMBERS OF THE PUBLIC
SIGNED UP TO SPEAK. >> VIAGRAN: THANK YOU. SO TODAY WE HAVE THREE PRESOLICITATION HIGH PROFILE BRIEFINGS FOR INDIVIDUAL CONSIDERATION. MADAM CLERK, PLEASE READ THE CAPTION FOR ITEM 2.
>> CLERK: ITEM TWO IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR UP TO EIGHT CONTRACTS TO PROVIDE THE DEPARTMENT -- THE DEVELOPMENT SERVICES DEPARTMENT WITH VACANT LOT ABATEMENT SERVICES CONTRACT IN THE ESTIMATED TOTAL VALUE OF $3,298,660 FOR ONE YEAR WITH FOUR ONE-YEAR OPTIONS TO
RENEW. >> VIAGRAN: ALL RIGHT. THERE'S A STAFF
PRESENTATION, MIKE, THE FLOOR IS YOURS. >> SHANNON: ALL RIGHT.
THANK YOU, COUNCILWOMEN, AND CHAIR MEMBERS, MY NAME IS MIKE SHANNON.
I'M THE DIRECTOR OF DEVELOPMENT SERVICES DEPARTMENT, SO I'LL GO THROUGH A QUICK PRESENTATION ON THE PRESOLICITATION FOR VACANT LOT ABATEMENT SERVICES. SO WHAT WE'RE DOING IS WE'D LIKE TO PUT OUT TO BID, SEEKING UP TO EIGHT CONTRACTORS.
OUR CODE ENFORCEMENT SERVICES, IF AND WHEN THERE IS A VACANT LOT THAT IS OVERGROWN AND NEEDS TO BE CUT AND THE OWNER DOES NOT DO IT AFTER A PERIOD OF TIME, WE ACTUALLY HAVE CONTRACTORS THAT GO OUT AND DO THAT. WE PAY THEM, AND THEN WE BILL THE OWNERS THAT.'S HOW CODIFIED, BUT WE NEED TO HAVE CONTRACTORS READY ON STAND BY TO DO THAT WORK. SO THEY'LL GO TO THE VACANT LOT, ANY STRUCTURES ON THERE, MOW AND CLEAR THE PREMISES, SO WE WILL DO A REQUEST FOR A PROPOSAL AS WAS READ, IT WILL BE A ONE-YEAR CONTRACT WITH UP TO FOUR ONE-YEAR RENEWAL OPTIONS. THE TOTAL FOR FIVE YEARS WOULD BE JUST UNDER 3.3 MILLION. IT WILL BE FROM THE GENERAL FUND. OUR CODE ENFORCEMENT BUDGET AND OUR CURRENT CONTRACT, WHICH WE HAVE RIGHT NOW, EXPIRES AT THE END OF THIS YEAR, SO THAT'S WHY WE WANT TO GET THIS OUT ON THE STREET RIGHT NOW.
WE'LL DO A LOT OF OUTREACH, SEND IT OUT TOO ALL THOSE CATEGORIES THERE . THE VENDORS NOTIFIED, HUNDREDS OF THEM, JUST TRY TO GET AS MUCH PEOPLE TO BID ON THIS AS POSSIBLE, AND THEN WE HAVE A LIST OF VOTING MEMBERS, ONCE WE GET THOSE BIDS IN, INCLUDES ROD SANCHEZ, MYSELF AND OTHER MEMBERS OF OUR DEVELOPMENT SERVICES AND CODE ENFORCEMENT STAFF THAT WILL EVALUATE THAT TO MAKE SURE THEY'RE CAPABLE OF PROVIDING THAT SERVICE. SO WE WILL HAVE EVALUATION CRITERIA, CERTAINLY POINTS BASED. THE 35 POINTS FOR EXPERIENCE, BACKGROUND, QUALIFICATIONS. THERE WILL BE A PROPOSED PLAN 30, PRICING, OF COURSE, 10 POINTS, AND THEN AS WE GET INTO SMALL BUSINESS, MINOR ANY, WOMEN-OWNED BUSINESS, THOSE POINTS AT FIVE EACH, LOCAL PRERVES AT 10 POINTS AND VETERAN FIVE POINTS WILL MAKE UP THE SCORING CRITERIA. WE DO -- SPEAKING OF INTAI DA, THOUGH, WE HAVE SOME GOAL-SETTING MEMBERS FROM DIFFERENT DEPARTMENTS WORKING WITH CERTAINLY ECONOMIC DEVELOPMENT, NEIGHBORHOOD HOUSE AND SERVICES AND FINANCE DEPARTMENT WITH SOME CITIZEN MEMBERS AS WELL.
AND HERE'S OUR TIMELINE. WE HERE HERE TODAY, WE'D LIKE T TO RELEASE THIS LATER THIS MONTH, GET BIDS IN MARCH AFTER WE HAVE QUESTIONS AND PRESUBMITTAL CONFERENCES, AND THEN BRING THIS BACK TO YOU WITH POSTSOLICITATION IN MAY AND CITY COUNCIL WELL BEFORE THE CURRENT CONTRACT EXPIRES SO THERE'S NO LAPSE IN SERVICE, BECAUSE THIS IS A CRITICAL PIECE OF WHAT WE DO IN CODE ENFORCEMENT.
AND SO THAT'S A VERY QUICK OVERVIEW OF THIS PRESOLICITATION BEEFING.
BRIEFING. I'LL BE HAPPY TO ANSWER ANY QUESTIONS.
>> VIAGRAN: THANK YOU, MIKE. THIS ITEM WAS FOR BRIEFING PURPOSES ONLY. PART OF IT -- TO BRING ATTENTION TO THE COMMITTEE, THIS HAS THE SBEDA AND LOCAL PREFERENCE POINTS WE'VE BEEN TALKING ABOUT AND HAS BEEN WELL VITTED BY THE TEAM.
IT IS A BRIEFING ONLY, BUT DOES ANY OF THE COMMITTEE MEMBERS HAVE
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SOME COMMENTS? COUNCILMAN COURAGE? >> COURAGE: I HAVE A QUESTION DO WE TREAT EVERY YEAR? WHAT'S BEEN THE EXPERIENCE?
>> SHANNON: WE AVERAGE ABOUT 1,000, BETWEEN 1,000, 1100 AT ABOUT AN AVERAGE COST OF ABOUT JUST UNDER $600 PER ABATEMENT, SO THAT'S BEEN IN OUR BUDGET -- ONE OF THE ABATEMENT CATEGORIES IN OUR CODE ENFORCEMENT
BUDGET. >> COURAGE: WHEN WE SAY A PRICE, WHICH IS WHAT YOU DO IN PART OF THE EVALUATION, WHAT DOES THAT MEAN -- AUDIO] -- FOR X AMOUNT PER PROPERTY OR -- OR WHAT?
>> SHANNON: YEAH. SO THE CURRENT CONTRACT, WHICH IS SOMETHING SIMILAR AS WHAT WE'LL PUT ON THE STREET AND REQUEST BIDS FOR, THE LARGER THE VACANT LOT, THE MORE HEAVY GROWN, MAYBE IF IT'S 12 INCHES OR 15 INCHES OR FOUR OR 5 FEET TALL, YOU'VE ALL DRIVEN BY THOSE VACANT LOTS. SO THE BIGGER THE LOT, THE MORE TO ABATE. THERE'S A MATRIX THAT WE PUT IN THERE, A PRICING MATRIX THAT THEY WOULD ESSENTIALLY AGREE TO A PRICE ON, SO THAT'S -- THAT'S WHAT MAKES UP THE ACTUAL COST OF THAT ABATEMENT. AND WE HAVE THINGS IN THERE, EVEN SOME CATEGORIES LIKE, YOU KNOW, LOW DENSITY, MEDIUM DENSITY, AND EVEN HEAVY DENSITY IF THERE'S OTHER -- NOT JUST GRASS TO BE CUT, BUT MAYBE SOME
TRASH AND DEBRIS TO PICK UP WITH THAT. >> COURAGE: OKAY.
>> SHANNON: SO THAT'S KIND OF FACTORED INTO THAT PRICING MATRIX, BUT WHEN WE LOOK AT ALL THOSE THOUSANDS PER YEAR ABATEMENTS, ABOUT $600 A
PIECE. >> COURAGE: THANK YOU. >> VIAGRAN: ANY OTHER
THREE, MADAM CLERK. PLEASE READ THE CAPTION. >> CLERK: ITEM 3 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR UP TO EIGHT CONTRACTS TO PROVIDE THE DEVELOPMENT SERVICES DEPARTMENT WITH DANGEROUS PREMISE ABATEMENT LOT CLEAN AND SECURING OF STRUCTURES CONTRACT IN THE ESTIMATED TOTAL VALUE OF F MILLION $239,150 FOR ONE YEAR WITH FOUR ONE-YEAR OPTIONS TO RENEW. VIEKS MIKE, I KNOW THIS IS A LITTLE DIFFERENT BUT
CAN YOU GIVE US THE PRESENTATION. >> SHANNON: WHAT WE CALL DANGEROUS PREMISE ABATEMENT, IT ACTUALLY HAS A VACANT STRUCTURE, SO YOU THINK OF THOSE VACANT DANGEROUS STRUCTURES THAT NEED TO BE BOARDED UP AND SECURED BECAUSE IF THEY'RE OPEN AND PEOPLE CAN GET INSIDE OF THEM, WHETHER IT'S, YOU KNOW, PEOPLE THAT SHOULDN'T BE IN THERE OR KIDS PLAYING AROUND IT, OUR CODE SAYS IT HAS TO BE SECURED.
SO WE HIRE CONTRACTORS THAT ALSO OFFER THIS SERVICE AS WELL AS IT MAY NEED GRASS TO BE CUT, IT MAY BE SOME TRASH AND DEBRIS OR SOMETHING ON THAT PROPERTY, BUT THIS ADDS THE ELEMENT OF BOARDING IT UP, AND WE HAVE SPECIFICATIONS FOR THAT. SO VERY SIMILAR, I'LL QUICKLY GO THROUGH IT. IT WILL BE -- WE'LL LOOK FOR UP TO EIGHT CONTRACTORS TO DO THIS WORK AS WELL. SECURING THOSE STRUCTURES WITH PLYWOOD, FIRST FLOOR WINDOWS TO MEET OUR CITY'S CODE.
WE CAN ALSO MOW GRASS AND PAINT OVER GRAFFITI, CLEAR DEBRIS, SIMILAR TO WHAT WE HAD IN THE PREVIOUS ITEM, AN RFP WILL BE PUT OUT, A ONE-YEAR CONTRACT WITH FOUR ONE-YEAR OPTIONS FOR RENEWAL.
THIS ONE'S A LITTLE BIT MORE, 4.2 MILLION TOTAL VALUE OVER THAT FIVE-YEAR PERIOD LITTLE BIT EARLIER IN JUNE, I THINK THAT'S WHY WE'RE TAKING THEM BOTH TOGETHER, AND TRY TO GET TO COUNCIL BEFORE THIS ONE EXPIRES.
OUTREACH IS SIMILAR, THE EVALUATION VOTING MEMBERS ARE VERY SIMILAR AS THE LAST PRESENTATION. THE CRITERIA, AGAIN, POINTS INCLUDING EXPERIENCED, BACKGROUND, QUALIFICATIONS, PROPOSED PLAN, PRICING, AGAIN, THE SMALL BUSINESS, MINORITY/WOMEN-OWNED BUSINESS, VETERAN, AND LOCAL PREFERENCE. SIMILAR TO THE LAST ITEM.
AND WE TALKED ABOUT SBEDA, VERY SIMILAR TO THE LAST ONE.
THE TIMELINE, WE'RE GOING TO PUT THESE BOTH ON THE STREET AT THE SAME TIME, BY MARCH HAVE THOSE BIDS IN, BE ABLE TO EVALUATE AND BRING IT BACK TO YOU WITH OUR PROPOSED SLEK SELECTION AND THEN THE COUNCIL CONSIDERATION HOPEFULLY BY THE END OF MAY. AND THAT WOULD BE IT.
>> VIAGRAN: THANK YOU, MIKE. I THINK THIS ONE FOR AUDIT COMMITTEE IS KIND OF, AGAIN, WE NEED THE CONTRACTORS TO DO THIS.
MY -- AND I THINK WE CAN DO THIS AT THE SAME TIME, BUT I WOULD LIKE CHECC COMMITTEE BRIEFED ON THE FACT THAT WE'RE PUTTING THIS OUT, BECAUSE I KNOW WE'VE HAD QUESTIONS COME OUT IN TERMS OF HOMES THAT -- DWELLING PLACES THAT PEOPLE ARE USING, THAT THEN GET DESIGNATED AS DANGEROUS.
SO WE CAN PUT THIS FORWARD, BUT THEN MAKING SURE CHECC UNDERSTANDS
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WHAT THAT PROCESS IS FOR THOSE WHO MAY BE LIVING IN MAYBE A BACK HOUSE OR A HOME THAT IS -- IS CONSIDERED DANGEROUS AND WHAT WE DO THAT, IF WE CAN JUST MAKE SURE CHECC IS LOOPED IN IN TERMS OF THE PROCESS.>> SHANNON: OKAY. >> VIAGRAN: IT COULD BE SOMETHING AFTER WE PUT UP THE SOLICITATION, THAT THEY UNDERSTAND WE PUT THIS FORWARD.
>> SHANNON: SURE. >> VIAGRAN: AND I SIT ON THE CHECC COMMITTEE, SO IT'S KIND OF TALKING TO ME, TOO. THAT'S WHAT I WOULD LIKE TO SEE HERE. AND THANK YOU FOR PUTTING THAT THERE WILL BE THE PREFERENCE POINTS. I THINK THIS ONE WHERE THE DIFFERENCE IS IS THAT WE DO HAVE SOME PEOPLE LIVING IN DANGEROUS PREMISES AND -- AND HOW WE MOVE FORWARD WITH THAT. AND MAKING SURE THAT THE COMMUNITY AND THE COUNCIL UNDERSTANDS THE PROCESS ON THIS.
THANK YOU. DO ANY OF MY COMMITTEE MEMBERS HAVE ANY COMMENTS? QUESTIONS? OKAY.
THANK YOU. >> SHANNON: THANK YOU. >> VIAGRAN: ALL RIGHT.
MADAM CLERK, PLEASE READ THE CAPTION FOR ITEM NUMBER 4.
>> CLERK: ITEM NUMBER 4 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE THE SAN ANTONIO PUBLIC LIBRARY DEPARTMENT WITH PRINT MATERIALS, CATALOGING AND PROCESSING SERVICES CONTRACT IN THE ESTIMATED TOTAL VALUE OF $24,500,000 FOR FIVE YEARS WITH TWO ONE-YEAR
OPTIONS TO RENEW. >> VIAGRAN: THANK YOU, DELL, THE FLOOR IS
YOURS. >> GOOD MORNING, MADAM CHAIR, COMMITTEE MEMBERS AND OTHERS. IT'S MY PLEASURE TO PRESENT THIS PRESOLICITATION PRESENTATION TO YOU FOR -- THIS IS FOR PRINT MATERIALS. THAT IS WHAT YOU THINK OF AS A BOOK AT THE LIBRARY, NOT FOR ELECTRONIC BOOKS AND NOT FOR MOVIES OR MUSIC.
SO IT'S PRIMARILY -- THIS IS FOR PRINT MATERIALS. CATALOGING MEANING MAKING IT EASY TO FIND THE MATERIAL, AND PROCESSING, THAT'S THAT PLASTIC JACKET YOU SEE OVER THE BOOK COVER AND SO ON. AND THIS IS, OF COURSE, FOR THE WHOLE LIBRARY SYSTEM. YOU CAN SEE THAT IT IS FOR A COMPETITIVE SALE PROPOSALS. THE PROPOSED TERM IS FIVE YEARS WITH TWO ONE-YEAR OPTIONS TO RENEW. YOU SEE THE ESTIMATED VALUE THERE WITH THE 3.5 MILLION ANNUALLY, AND THEN, OF COURSE, THAT LEADS TO THE TOTAL AMOUNT FOR THE CONTRACT. THIS IS FROM THE GENERAL FUND. AND OUR CURRENT CONTRACT EXPIRES, AS YOU CAN SEE, AT THE END OF THE FISCAL YEAR. WE WILL BE DOING OUTREACH. THERE ARE A NUMBER OF VENDORS THAT WE'LL NOTIFY AND THEN DO TARGETED OUTREACH TO THREE THAT ARE THE PRIMARY VENDORS WHO PROVIDE THIS SERVICE FOR PUBLIC AND ACADEMIC LIBRARIES AROUND THE U.S. AND THEN THE NORMAL STEPS FOR ADVERTISING.
YOU CAN SEE THE EVALUATION COMMITTEE MEMBERS THERE, INCLUDING MR. MCCARY WHO, OF COURSE, IS HERE TODAY, AND THEN VARIOUS EMPLOYEES FROM THE LIBRARY WITH VARIOUS AREAS OF EXPERTISE.
THE EVALUATION CRITERIA ARE LISTED HERE WITH 25 POINTS FOR EXPERIENCE, BACKGROUND AND QUALIFICATIONS, 55 POINTS FOR THE PROPOSED PLAN AND 20 POINTS FOR PRICING. I'LL JUST NOTE THAT SBEDA IS WAVED DUE TO THE TECHNICAL NATURE OF THIS AND WHERE THE VENDORS ARE.
PRESOLICITATION OBVIOUSLY IS TODAY AND WE'RE HAPPY TO BE HERE TODAY TO PRESENT THIS TO YOU. AND YOU CAN SEE THE TIMELINE SHOULD GET US TO COUNCIL CONSIDERATION IN MAY, SO THAT GIVES US, YOU KNOW, AMPLE TIME BEFORE THE CURRENT CONTRACT EXPIRES BECAUSE, OF COURSE, LIBRARY BOOKS JUST KEEP BEING PUBLISHED AND WE WANT TO ALWAYS HAVE, YOU KNOW, NEW, POPULAR BOOKS. WE DON'T WANT TO HAVE ANY LAPSE IN BEING ABLE TO PURCHASE WHAT'S NEW AND INTERESTING TO THE PUBLIC.
SO I APPRECIATE THAT, AND I'M HAPPY TO ANSWER ANY QUESTIONS YOU MIGHT
HAVE. >> VIAGRAN: THANK YOU, DALE.
I KNOW SBEDA WAS WAVED BECAUSE THIS IS VERY SPECIFIC.
>> YES. >> VIAGRAN: IS THERE GOING TO BE -- WHAT I'D LIKE TO SEE IN THE CONTRACT IS SOMETIMES WE SEE LIKE AN INCREASE IN CERTAIN BOOK TITLES BECAUSE MAYBE SOMEONE PASSES OR A MOVIE COMES OUT. ARE WE GOING TO HAVE THAT WHERE WE COULD GET MORE
COPIES -- >> YES. I DON'T THINK WE NEED TO SPECIFY THAT IN THE CONTRACT, BUT, YES, THAT IS DEFINITELY SOMETHING
WE'RE ABLE TO DO. >> VIAGRAN: I JUST WANT TO MAKE SURE WE GET A
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VENDOR THAT CAN MEET THE NEEDS OF THE CITIZENS OF SAN ANTONIO.>> ABSOLUTELY. >> VIAGRAN: AND THEN ALSO WE STILL SERVICE BEXAR COUNTY ALSO AND THE RESIDENTS OF BEXAR COUNTY, TOO.
>> CORRECT, YES. >> VIAGRAN: SO, YES, I JUST WANT TO MAKE SURE WE GET A TOP-NOTCH VENDOR. I KNOW IT'S BEEN HARD GOING, GETTING SOME BOOKS FROM THE BOOKSTORE SOMETIMES -- THERE'S A LONG WAITLIST AT THE
LIBRARY. >> RIGHT. THAT'S ABSOLUTELY RIGHT.
>> VIAGRAN: YES, THANK YOU. COUNCILMAN COURAGE?
>> COURAGE: THANK YOU, MADAM CHAIR. I NOTICE THAT WE LOOK AT AN ESTIMATED VALUE OF 3.5 MILLION A YEAR, 24.5 MILLION.
WHAT HAS BEEN HISTORIC NUMBER OF BOOKS THAT WE'VE BEEN ABLE TO BRING IN? AND I PRESUME THIS IS PRETTY CLOSE TO THE
AMOUNT THAT THAT USUALLY COSTS? >> YEAH.
SO USUALLY I WOULD SAY FOR PRINT BOOKS, WE PURCHASE ABOUT 145,000, 150,000 ITEMS A YEAR, SO THAT WOULD BE ITEMS, NOT TITLES, RIGHT?
DOES THAT MAKE SENSE. >> COURAGE: RIGHT. >> BUT THIS WOULD GIVE US THE ROOM, YOU KNOW, TO PURCHASE MORE IF THERE WERE ADDITIONAL FUNDING
AVAILABLE. >> COURAGE: AND I PRESUME THAT INCLUDES MAGAZINES
AND MONTHLY SUBSCRIPTIONS AND THINGS LIKE THAT? >> THIS IS FOR PRINT
BOOKS. >> COURAGE: NO? >> WE HAVE A DIFFERENT --
THAT'S WHY I SPECIFICALLY SAID BOOKS. >> COURAGE: OKAY.
>> SO WE HAVE A DIFFERENT CONTRACT FOR MAGAZINES. >> COURAGE: OKAY.
>> AND WE HAVE A DIFFERENT CONTRACT FOR ELECTRONIC BOOKS AND.
>> COURAGE: AND NEWSPAPERS. >> RIGHT.
NEWSPAPERS ARE WITH MAGAZINES, RIGHT? >> COURAGE: OKAY.
ARE WE SEEING -- DUE TO CONTROVERSIES WE HEAR ABOUT BOOKS, ANY BARRIERS OR ANY CONCERNS ABOUT BEING ABLE TO ACCESS ANY BOOKS THAT THE LIBRARY COMMITTEE OR THE LIBRARIANS ASSOCIATION FEELS, YOU KNOW, SHOULD
BE AVAILABLE? >> NO. >> COURAGE: OKAY.
>> AND I WANT TO SAY, THAT GIVES ME A REALLY GOOD OPPORTUNITY TO THANK YOU ALL AS THE COUNCIL AND THE MAYOR FOR YOUR STRONG SUPPORT OF, YOU KNOW, THE PUBLIC'S ACCESS TO READING. WE HAVE HAD, OF COURSE, SOME -- PROBABLY SOME INTEREST IN BOOKS THAT ARE NO LONGER AVAILABLE IN SCHOOL LIBRARIES, PROBABLY SOME PEOPLE WANT TO COME TO THE PUBLIC LIBRARY AND READ THEM. I ONLY JUST ASSUME THAT, I DON'T KNOW THAT FOR A FACT. BUT DEFINITELY AS THERE HAS BEEN CONTROVERSY ABOUT BOOK TITLE, THE MAYOR CAME AND DID A PRESS CONFERENCE AT THE LIBRARY TO SAY HOW THE CITY OF SAN ANTONIO, YOU KNOW, REALLY BELIEVES IN PEOPLE'S RIGHT TO CHOOSE FOR THEMSELVES WHAT THEY WANT TO READ AND TO CHOOSE FOR THEIR OWN FAMILY WHAT THEY WANT TO READ.
SO I REALLY APPRECIATE YOUR SUPPORT IN THAT ENDEAVOR.
>> COURAGE: THANK YOU. THANK YOU, CHAIR. >> VIAGRAN: THANK YOU.
ANY OTHER COMMITTEE MEMBERS? >> THANK YOU.
>> VIAGRAN: WE'RE GOING TO GO INTO OUR POSTSOLICITATION HIGH PROFILE BRIEFING. MADAM CLERK, PLEASE READ THE CAPTION FOR ITEM 5.
>> CLERK: ITEM 5 IS REQUESTING APPROVAL TO PROCEED WITH SCHEDULING FIVE CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE PUBLIC WORKS DEPARTMENT WITH ON-CALL NATIONAL ENVIRONMENTAL POLICY ACT (NEPA) CONSULTING SERVICES RELATED TO FEDERAL TRANSPORTATION PROJECTS, CAPITAL IMPROVEMENT BOND PROJECTS AND OTHER CITY PROJECTS LOCATED CITY WIDE IN THE ESTIMATED TOTAL VALUE OF $15 MILLION FOR THREE
YEARS WITH TWO ONE-YEAR OPTIONS TO RENEW. >> VIAGRAN: RAZI, IF
FLOOR IS YOURS. . >> HOSSEINI: GOOD MORNING, MADAM CHAIR. I'M RAZI HOSSEINI, DIRECTOR OF PUBLIC WORKS [INDISCERNIBLE] FOR UP TO FIVE FIRMS TO PROVIDE ON-CALL NATIONAL ENVIRONMENTAL POLICY ACT, OR COMMONLY KNOWN NEPA, CONSULTING SERVICES FOR FEDERALLY TRANSPORTATION PROJECT, BOND-FUNDED PRFUNDED PROJECT AND OTHER CITY PROJECT. AS MENTIONED, THE PROJECT TERM IS GOING TO BE THREE YEARS WITH T TWO ADDITIONAL ONE-YEAR RENEWAL, ALTOGETHER FIVE YEARS. 600,000 PER YEAR, 3 MILLION PER CONTRACT OVER THE FIVE YEARS, AND 15 MILLION TOTAL FOR ALL YEARS FOR FIVE FIRM.
IN OCTOBER, 2023, WE RECEIVED 19 SUBMITTAL OF QUALIFICATION, DBE PROGRAM IS ZERO, LOCAL, VETERAN-OWNED, SMALL BUSINESS PROGRAM ARE NOT APPLICABLE. WE REVIEWED ALL THE SUBMITTAL ON 19 AND THE
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STAFF IS RECOMMENDING FIVE OF THEM TO PROCEED WITH CITY COUNCIL APPROVAL NEXT MONTH. THIS IS THE SCORE OF THE OTHER FIRMS, WE HAD RECEIVED, AS I MENTIONED, 19 ALTOGETHER. THIS IS FOLLOWING MORE SCORES. NUMBER OF VENDOR NOTIFIED REGARDING THIS PROJECT IS 871. NUMBER OF THE VENDORS AT THE PRESUBMITTAL ATTENDED, 26. AS I MENTIONED, 19 PROVIDE SUBMITTAL.RESULT OF MINIMUM REQUIREMENT REVIEW NO MATERIAL FINDING RESULT OF DUE DILIGENT REVIEW, ALSO NO MATERIAL FINDING.
THIS IS END OF MY PRESENTATION, AND I'M HAPPY TO TAKE ANY
QUESTION YOU MAY HAVE. >> VIAGRAN: THANK YOU. THIS ONE -- THIS ITEM WILL NEED A MOTION, BUT DOES ANY OF MY COMMITTEE MEMBERS HAVE ANY
QUESTIONS? COUNCILMAN COURAGE? >> COURAGE: THANK YOU, CHAIR. YEAH, I'VE GOT ONE QUESTION.
MAYBE IT'S JUST NOT IN HERE, BUT I KNOW ONE OF THE CHALLENGES WE ALWAYS HAVE WHEN WE'RE WORKING WITH ENVIRONMENTAL ISSUES IS TCEQ.
AND THEY HAVE A LOT TO SAY, I THINK, ABOUT HOW WE ARE MEETING THE WATER ACT, THE FEDERAL, THE TRANSPORTATION. THEY'RE THE ARBITER OF IF WE CAN PROCEED FORWARD WITH A LOT OF THIS, ISN'T THAT TRUE?
>> HOSSEINI: THAT'S CORRECT. AND DURING THE SELECTION PROCESS, WE MAKE SURE THE CONSULTANT WE'RE SELECTING TO PERFORM THESE, THEY KNOW TCEQ CRITERIA, THEY HAVE WORKED WITH THEM, AND THEY HAVE GOOD WORKING RELATIONSHIP. THAT IS USUALLY FACTORED WE SELECT THEM. YOU'RE RIGHT, A GOOD NUMBER OF OUR PROJECTS IS -- TAKES LONGER THAN WE LIKE IT BECAUSE OF GOING THROUGH THE TCEQ
PROCESS. >> COURAGE: OKAY. THANK YOU FOR ANSWERING
MY QUESTION. THAT'S IT, CHAIR. >> VIAGRAN: ANY OTHER COMMITTEE MEMBERS HAVE QUESTIONS? CAN I GET A MOTION AND A SECOND TO APPROVE THIS ITEM? I HAVE A MEXICO.
DO I HAVE A SECOND. >> I'LL SECOND. >> VIAGRAN: I HAVE A MEXICO AND A SECOND, THERE BEING NO FURTHER DISCUSSION WE HAVE A MOTION AND A SECOND TO APPROVE THE ITEM. ALL IN FAVOR, SAY AYE.
(AYES.) >> VIAGRAN: ALL OPPOSED, SAY NO.
THE MOTION CARRIES. THANK YOU. ITEM 6, MADAM CLERK,
PLEASE READ THE CAPTION FOR ITEM 6. >> CLERK: ITEM 6 IS REQUESTING APPROVAL TO PROCEED WITH SCHEDULING FOUR CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE GAP FUNDING TO FOUR AFFORDABLE HOUSING DEVELOPMENT PROJECTS WITH AN ESTIMATED TOTAL VALUE OF $7,024,532 WITH TERM
BASED ON DEVELOPMENT SCHEDULE. >> VIAGRAN: I BELIEVE THERE'S A STAFF PRESENTATION. VERONICA?
>> GARCIA: GOOD MORNING, COUNCILMEMBERS AND COMMITTEE MEMBERS.
I'M VERONICA GONZALES, I'M THE ASSISTANT DIRECTOR OF OUR HOUSING AND DEVELOPMENT DIRECTOR. I'M JOINED TODAY BY VERONICA GARCIA. I WANT TO ACKNOWLEDGE THE FINANCE DEPARTMENT FOR THEIR SIGNIFICANT EFFORTS ON THEIR SOLICITATION AND THEIR WORK TO GET US HERE TODAY. THIS MORNING WE HAVE OUR POSTSOLICITATION BRIEFING FOR PARTNERING WITH OTHER ENTITIES TO BUILD NEW AFFORDABLE HOUSING IN OUR COMMUNITY. HOUSING AFFORDABILITY WAS ONE OF THE TOP ITEMS BY CITIZENS IN OUR COMMUNITY BUDGET SURVEY AND WE WORK WITH OTHER DEVELOPERS TO BUILD AFFORDABLE HOUSING AND REALLY INCREASE THAT AFFORDABLE HOUSING SPOCK IN SAN ANTONIO. . THIS ITEM DOES JUST THAT TODAY. AS YOU MAY KNOW, EVERY YEAR SAN ANTONIO RECEIVES ENTITLEMENT FUNDS FROM HOUSING AND URBAN DEVELOPMENT, AND WE UTILIZE THOSE FUNDS TO PROVIDE DECENT, SAFE AND AFFORDABLE HOUSING IN OUR COMMUNITY. TODAY'S ITEM IS IN ALIGNMENT WITH THE 2024 ANNUAL ACTION PLAN THAT COUNCILMEMBERS APPROVED LAST OCTOBER FOR THIS FUNDING, AND WE ARE UTILIZING SPECIFICALLY HOME INVESTMENT PARTNERSHIP FUNDS AND OUR COMMUNITY DEVELOPMENT BLOCK GRANT TO PROVIDE GAP FINANCING FOR BOTH NONPROFIT AND FOR-PROFIT ENTITIES.
AS AN OVERVIEW, HUD ALLOWS US TO USE THIS FUNDING TO SERVE FAMILIES UP TO 80% OF THE AREA MEDIAN INCOME IN ALIGNMENT WITH OUR STRATEGIC HOUSING IMPLEMENTATION PLAN, SHIP, WE ALSO USE THE FUNDING TO SERVE HOUSEHOLDS UP TO 60% AMI WITH PRIORITY TO SERVE THOSE FAMILIES EARNING UP TO 30% AMI. ON OCTOBER 6, NHD ISSUED TWO SEPARATE RFP SOLICITATION FOR HUD FAMILY SINGLE HOME OWNERSHIP AND FOR MULTIFAMILY RENTAL DEVELOPMENT PROJECTS IN NEED OF GAP FUNDING. IN TOTAL, SEVEN RESPONSES WERE RECEIVED.
ALL SEVEN PROPOSALS WERE REVIEWED AND EVALUATED. WE ARE RECOMMENDING FOUR
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AFFORDABLE HOUSING DEVELOPMENT PROJECTS TO BE SELECTEDDED WITH AN ESTIMATED VALUE OF $7,024,532. I WILL NOTE HERE THAT ANY REMAINING FEDERAL FUNDS AVAILABLE FROM THIS ROUND, ALONG WITH ANY IDENTIFIED PROGRAM SAVINGS OR PROGRAM INCOME WILL BE RELEASED IN A FUTURE FUNDING ROUND THIS FISCAL YEAR. FOR BOTH RFPS, THE TERM OF EACH CONTRACT WILL BE BASED ON THE ACTUAL DEVELOPMENT SCHEDULE.THE SCORING PROCESS FOR BOTH RFPS WAS EVALUATED OUT OF 100 POSSIBLE POINTS. AT 30 POINTS HERE, THE LARGEST CRITERIA FOR RESPONDENTS IS THE AFFORDABILITY OF THE PROJECT.
DEVELOPMENT EXPERIENCES WERE 15 POINTS, ENSURING THAT DEVELOPERS HAVE PRIOR SUCCESS IN BUILDING AFFORDABLE HOUSING HERE IN SAN ANTONIO.
PROJECT GAP READINESS -- PROJECT GAP READINESS AND UNDERWRITING ARE WORTH 15 POINTS. THIS CRITERIA ENSURE THAT'S THE LIMITED FUNDS WE HAVE WILL RESULT IN PROJECTS THAT ARE FINANCIALLY VIABLE.
ALSO WORTH A COLLECTIVE 15 POINTS ARE THE PROJECT DESIGN PRIORITIES, TIMELINE AND SUSTAINABILITY. NEXT PROJECTS CAN EARN UP TO 10 POINTS FOR THEIR COMMITMENT TO RESIDENT PROTECTIONS, AS WELL AS THE AMENITIES AND RESIDENT SERVICES THAT THEY OFFER ON SITE.
THIS WILL ENSURE THAT PROJECTS DO NOT RESULT IN DISPLACEMENT AND THAT RESIDENTS OF THE FUTURE HOUSING PROJECTS HAVE THE RESOURCES THEY NEED TO BE SUCCESSFUL. PROJECTS THAT ARE OWNED BY NONPROFIT ENTITY OR ARE PARTNERING WITH ONE OF OUR NONPROFIT ENTITIES CAN BE AWARDED UP TO 10 POINTS. AN EVALUATION PANEL COMPOSED OF MEMBERS FROM THE CITY MANAGER'S OFFICE, NHSD, THE OFFICE OF SUSTAINABILITY AND VIA TRANSIT DID REVIEW AND SCORE ALL SEVEN PROPOSALS.
THIS INCLUDED TWO SINGLE FAMILY HOME OWNERSHIP DEVELOPMENT PROPOSALS AND A TOTAL OF FIVE PROPOSALS UNDER THE MULTIFAMILY RENTAL CATEGORY WHICH I WILL GO OVER IN THE NEXT COUPLE SLIDES. THE PANEL WAS ALSO SUN PORTED BUT WITH ADVISORY MEMBERS, GRANT MANAGEMENT'S TEAM.
TWO RESPONSES THAT YOU SEE HERE WERE RECEIVED UNDER THE SINGLE FAMILY HOME OWNERSHIP DEVELOPMENT RFP. THE RECOMMENDATIONS SCORED ON DECEMBER 12TH AND THE MATRIX REFLECTS SCORES FOR VENDOR A AND B WITH VENDOR A HAVING A SCORE OF 84.33 AND VENDOR B HAVING A SCORE OF 76.33. THE EVALUATION COMMITTEE RECOMMEND BOTH VENDOR A AND VENDOR B FOR AN AWARD. I'LL NOTE HERE THAT ALL PROPOSALS WERE EVALUATED FOR VETERAN OWNED SMALL BUSINESS PREFERENCE POINTS BUT NEITHER RECEIVED THE POINTS. I'LL ALSO MENTION THAT FEDERAL REGULATIONS DO NOT ALLOW US TO APPLY LOCAL PREFERENCE TO OUR SOLICITATION, THEREFORE SBEDA AND LOCAL PREFERENCE PROGRAM DO NOT APPLY TO THESE RFPS. THIS SLIDE SHOWS OUR TOTAL 3.86 MILLION FEDERAL FUNDING RECOMMENDATION FOR THE SINGLE FAMILY HOME OWNERSHIP PROJECTS. FOR SINGLE FAMILY HOUSING, WE WERE LOOKING FOR PROJECTS THAT SERVE LOW INCOME HOUSEHOLDS AT OR BELOW 80% AMI, WHICH FOR OUR CITY IS JUST BELOW $63,000. ALL PROJECTS WILL INCLUDE AN AFFORDABILITY REQUIREMENT VIA A RESTRICTIVE COVENANT THAT WILL SECURE THE CITY'S INVESTMENT. VENDOR A IS A PROJECT IN DISTRICT THREE AND RECOMMENDED FOR AN AWARD OF 3.4 MILLION IN CDBG FUNDING. VENDOR B IS A PROJECT IN DISTRICT FIVE AND RECOMMENDED FOR AN AWARD OF 274,500 INHOME FUNDING.
BOTH PROJECTS IN TOTAL ARE REPRESENTING 39 NEW HOME OWNERSHIP OPPORTUNITIES FOR LOW INCOME HOUSEHOLDS IN SAN ANTONIO.
FIVE TOTAL RESPONSES WERE RECEIVED UNDER THE MULTIFAMILY RENTAL HOUSING RFP. THE MATRIX THAT YOU SEE HERE REFLECTS FINALIZED SCORE RECOMMENDATIONS BY THE EVALUATION PANEL FOR VENDORS A THROUGH TOP TWO HIGHET SCORING PROPOSALS WERE RECOMMENDED FOR FUNDING BY THE EVALUATION PANEL, WITH VENDOR A HAVING A HIGH SCORE OF 81.17. AND VENDOR B HAVING THE SECOND HIGHEST SCORE OF 76.67. BOTH ARE EXPERIENCED DEVELOPERS, INCLUDING NONPROFIT PARTNERSHIPS AND THE PANEL WAS CONFIDENT THAT THEY WERE PROVIDING THE RESIDENT SERVICES THAT MET THE PARAMETERS TO SERVE THE MEMBERS OF OUR COMMUNITY IN SAN ANTONIO.
THE PANEL WAS ALSO SENSITIVE TO PROJECT READINESS, PARTIAL FUNDING REQUESTS AND CONSTRUCTION TIMELINES THAT WERE APPARENT ACROSS VENDOR C AND A E. WHILE THIS ROUND WAS COMPETITIVE, OUR TEAM WILL BE MEETING AND DOING DEBRIEFINGS WITH ALL THE UNSUCCESSFUL RESPONDENTS, AND AS I MENTIONED, WE WILL HAVE FEDERAL FUNDS AVAILABLE SO THESE PROJECTS COULD POTENTIALLY COME BACK IN THE SPRING AND APPLY IN THE FUTURE ROUNDING FUNDEFUND THIS YEAR.
THIS SLIDE SHOWS OUR TOTAL 3.3 MILLION FEDERAL FUNDING RECOMMENDATION
[00:30:01]
FOR THE MULTIFAMILY RENTAL HOUSING PROJECTS. VENDOR A IS A PROJECT IN DISTRICT 10 LEVERAGING 9% TAX CREDITS AND RECOMMENDED FOR AN AWARD OF 600,000 IN HOME FUNDS. VENDOR B IS A PROJECT IN DISTRICT 9 AND ALSO LEVERAGING 9% TAX CREDITS AND RECOMMENDED FOR AN AWARD TOTALING 2.7 MILLION IN HOME AND CDBG FUNDING.FOR RENTAL HOUSING DEVELOPMENT, WE WERE LOOKING FOR PROJECTS THAT HAD AT LEAST 10% OF THE UNITS SET ASIDE FOR FAMILIES AT OR BELOW 30% OF THE AREA MEDIAN INCOME WHICH FOR OUR CITY IS JUST BELOW $24,000.
THIS TABLE ON YOUR SCREEN IS A DETAILED UNIT MIX FOR THE TWO RECOMMENDED RENTAL HOUSING DEVELOPMENT PROJECTS. BOTH PROJECTS IN TOTAL ARE REPRESENTING 150 NEW CONSTRUCTION UNITS, 139 OF WHICH WILL BE RESTRICTED TO 60% AMI OR BELOW, INCLUDING 24 DEEPLY AFFORDABLE UNITS.
AS I MENTIONED, AWARDED PROJECTS WILL INCLUDE AN AFFORDABILITY REQUIREMENT VIA RESTRICTIVE COVENANT. IN TOTAL OVER 800 VENDORS WERE NOTIFIED ABOUT THIS SOLICITATION OPPORTUNITY AND AS I PREVIOUSLY MENTIONED, SEVEN PROPOSALS WERE SUBMITTED.
TWO FOR SINGLE FAMILY HOME OWNERSHIP AND FIVE FOR MULTIFAMILY RENTAL DEVELOPMENT. IN TOTAL, SEVEN PROPOSALS WERE EVALUATED WITH FOUR PROJECTS RECOMMENDED FOR CONSIDERATION. THE FINANCE AND AUDIT DEPARTMENT ALSO CONDUCTED DUE DILIGENCE, REVIEWS WITH NO MATERIAL FINDINGS IDENTIFIED. AFTER TODAY'S POSTSOLICITATION BRIEFING, WE PLAN TO BRIEF PCDC ON JANUARY 23RD.
TODAY WE ARE RECOMMENDING APPROVAL TO PROCEED WITH AN AWARD RECOMMENDATION FOR CITY COUNCIL CONSIDERATION ON FEBRUARY 1ST TO PROVIDE GAP FUNDING TO FOUR AFFORDABLE HOUSING DEVELOPMENT PROJECTS.
THAT CONCLUDES MY PRESENTATION. I'M AVAILABLE IF YOU HAVE
ANY QUESTIONS. THANK YOU. >> VIAGRAN: THANK YOU, VERONICA. AND JUST MY ONE QUESTION IS THE MULTIFAMILY -- THE FIRST SINGLE FAMILY OWNERSHIP HOUSING DEVELOPMENT SCORING SUMMARY, WERE THEY ABLE FOR ANY -- THE FIRST ONES IN DISTRICT THREE AND 5, WERE THEY ELIGIBLE FOR ANY TAX CREDITS? I DIDN'T SEE IF THEY GOT
ANY TAX CREDITS, 9% OR ANYTHING... >> THANK YOU FOR YOUR QUESTION. THEY DON'T HAVE ANY TAX CREDITS.
>> VIAGRAN: ALL RIGHT. I SAW ONE ON THE OTHER, AND -- OKAY.
THANK YOU. YOU KNOW, THIS HAS BEEN A PRIORITY AND WE WANT TO MAKE SURE THAT WE MOVE FORWARD TO THE GOALS THAT WE HAVE FOR HOUSING HERE IN SAN ANTONIO, SO I THANK YOU FOR THIS PRESENTATION.
AT THIS TIME, I'LL OPEN IT UP TO MY COMMITTEE MEMBERS IF THEY HAVE ANY QUESTIONS? COMMENTS? YES, COUNCILMAN COURAGE.
>> COURAGE: BOTH SETS OF AGREEMENTS, ONE OF THE NONPROFITS SCORED 10 POINTS.
THE OTHERS ALL HAD LESS THAN 10 POINTS IN THEIR STATUS, I THINK IT WAS CALLED, SOME AS LOW AS 6. WHY WOULDN'T THEY ALL, IF THEY'RE NONPROFITS, GET THE FULL 10 POINTS FOR THAT? OR IS IT BECAUSE THEY'RE IN PARTNERSHIP WITH A FOR-PROFIT ON DEVELOPING
THESE? >> SO, YES, YOU'RE EXACTLY RIGHT.
MANY TIMES THE PRIMARY RESPONDENT IS NOT A NONPROFIT ENTITY BUT THEY'RE PARTNERING WITH A NONPROFIT ENTITY, SO EACH EVALUATION COMMITTEE MEMBER HAS THE OPTION TO AWARD LESS POINTS IF THEY CHOOSE TO.
WE DON'T REQUIRE THEM TO AWARD THE FULL 10. >> COURAGE: OKAY.
THAT WAS REALLY MY ONLY QUESTION. THANK YOU.
I WANT TO THANK YOU FOR RECOMMENDING THESE PROJECTS, PARTICULARLY BECAUSE THERE'S ONE IN MY DISTRICT. I GUESS I DO HAVE ONE OTHER QUESTION. DO WE KNOW IF ANY OF THESE PROJECTS, WHETHER IT'S THE SINGLE FAMILY OR MULTIFAMILY, STILL HAVE FINANCIAL GAPS THAT MAY PROHIBIT THEM FROM ACTUALLY GETTING THESE PROJECTS FORWARD?
>> THANK YOU, COUNCILMAN. I WOULD CLARIFY THAT WE DO A PRELIMINARY UNDERWRITINGRY VIEW. IT'S NOT A FULL UNDERWRITING REVIEW, BUT WE DO MAKE SURE TO REVIEW AT FACE VALUE THE FUNDING STACK THAT THEY PROVIDE. THEY DO SUBMIT THEIR GAP REQUEST AROUND WE MAKE SURE TO IDENTIFY THAT IT IS A TRUE GAP REQUEST. IF THERE ARE CONCERNS DURING THE DEBRIEFING, WE CAN MAKE SURE WE IDENTIFY WHERE THEY'RE AT WITH
THEIR FINANCING STACK. >> COURAGE: SO BASICALLY, WE FEEL CONFIDENT THAT THEY'RE ABLE TO GO FORWARD WITH THIS HELP THAT WE'RE PROVIDING?
>> YES. THAT'S -- THE PANEL WAS SENSITIVE TO PROJECT
READINESS AND SHOVEL-READY PROJECTS? >> COURAGE: OKAY.
THANK YOU. THANK YOU, CHAIR. >> VIAGRAN: YES.
DR. TREVINO? >> TREVINO: I DO HAVE A QUESTION FOR YOU.
[00:35:02]
SO -- JUST SO THAT I'M CLEAR ON -- THESE ARE SPECIFIC PROJECTS THAT EVERYONE SUBMITTED, CORRECT, THESE VENDORS? NOT NECESSARILY AN AMOUNT, JUST LIKE WE DON'T AWARD THE CERTAIN AMOUNT, IT'S BASED ON WHAT THEY'RE REQUESTING? SO, FOR EXAMPLE, IN THE SINGLE FAMILY HOUSING, YOU KNOW, A, WHO GOT MOST POINTS, RECEIVED MORE FUNDS -- AUDIO] -- THE MULTIFAMILY, THE ONE WHO SCORED THE HIGHEST RECEIVED LESS FUNDS, BUT THAT'S BASED ON WHAT THEY'RE REQUESTING, NOTNECESSARILY WHAT WE'RE GRANTING, CORRECT? >> THAT'S CORRECT.
>> TREVINO: OKAY. >> IT IS GAP FUNDING, SO THEY PROVIDE WHAT THEY BELIEVE THEIR GAP IS, AND AS I MENTIONED, WE DO A PRELIMINARY UNDERWRITING REVIEW, BUT IF THEY DO MOVE FORWARD AS SELECTED CANDIDATES, OR RESPONDENTS, THEN WE WOULD DO A MUCH CLOSER DETAILED UNDERWRITING REVIEW TO MAKE SURE THE PROJECT IS READY AND THAT WE'RE NOT HOLDING UP FUNDS FOR POTENTIAL PROJECTS THAT MIGHT BE READY IN OTHER
CIRCUMSTANCES. >> TREVINO: THANK YOU VERY MUCH.
>> VIAGRAN: THANK YOU. IS THERE ANY FURTHER DISCUSSION? CAN I GET A MOTION AND A SECOND TO APPROVE ITEM 6?
I HAVE A MOTION. DO I HAVE A SECOND? >> VIAGRAN: I HAVE A MOTION AND A SECOND. THANK YOU THERE BEING NO FURTHER DISCUSSION.
WE HAVE A MOTION AND A SECOND TO APPROVE THE ITEM.
ALL IN FAVOR SAY AYE. (AYES.) >> VIAGRAN: ANY OPPOSED? MOTION CARRIES. ALL RIGHT. WE HAVE GOTTEN TO THE PART WITH KEVIN. KEVIN WILL BE PROVIDING THE STATUS UPDATE OF OUTSTANDING MANAGEMENT ACTION PLANS FOR PRIOR AUDIT RECOMMENDATIONS.
>> BARTHOLD: THANK YOU, MA'AM. AND REMEMBERS OF THE COMMITTEE, AND THIS IS OUR QUARTERLY -- OUR EVERY THREE TO FOUR MONTH UPDATE, AND, AGAIN, JUST REALLY TO GO OVER THIS PROCESS AGAIN, ALL RECOMMENDATIONS THAT WE MAKE, THEY'RE EITHER SUBJECT TO -- WE GO BACK AND AS THE TARGET DATES FOR THEIR IMPLEMENTATION PLAN ARE HIT, WE GO BACK AND LOOK AT THEM TO MAKE SURE THAT THEY DID IMPLEMENT THEIR ACTION PLAN AND IT WAS DONE SUCCESSFULLY. IN A FEW CASES WE'LL DO A COMPLETE REAUDIT OF THE ENTIRE -- JUST DO THE AUDIT AGAIN IF THE FINDINGS OR THE PROCESS WAS SIGNIFICANT. THIS -- WHAT I'M TALKING ABOUT TODAY, IS THOSE WHERE WE LOOK AT THE INDIVIDUAL RECOMMENDATIONS AND ACTION PLANS AS THEY'VE BEEN COMPLETED.
AGAIN, IT'S A TWO-PART PROCESS. MANAGEMENT WILL TELL US WHAT THE STATUS IS, IT WILL EITHER BE COMPLETE, ON SCHEDULE, OR IF THEY'RE BEHIND SCHEDULE, WE'LL THEN COME BACK IN AND THEN VERIFY IT.
IT WILL BE VERIFIED WITHOUT EXCEPTION, MEANING IT'S GOOD.
WITH EXCEPTION, THERE WERE SOME ISSUES, OR VERIFICATION PENDING, AND THAT JUST MEANS IT'S ON OUR SCHEDULE, WE'RE NOT THERE YET.
SOMETIMES ON SOME OF THE ACTION PLANS, WE NEED TO LET THEM RUN FOR ABOUT FOUR TO SIX MONTHS JUST TO MAKE SURE THAT IT TRULY IS WORKING AS ANTICIPATED. THIS QUARTER'S RESULTS, WE WERE LOOKING AT 49 RECOMMENDATIONS, MANAGEMENT HAS TOLD US THAT 36 OF THEM ARE COMPLETED, NINE ARE ON SCHEDULE, MEAN TARGET DATE'S NOT THERE YET, AND FOUR WERE BEHIND. OF THOSE 36 THAT THEY'VE ASSERTED IS COMPLETED, WE HAVE BEEN ABLE TO LOOK AT ALL 36 OF THEM, AND HAPPY TO REPORT ALL 36 HAVE BEEN VERIFIED WITHOUT EXCEPTION, MEANING THEY HAVE BEEN IMPLEMENTED AS EXPECTED. THIS IS THE DETAILED BREAKOUT OF IT.
IT'S BETTER TO LOOK PROBABLY IN YOUR BINDER. THIS IS SOMEWHAT OF AN EYE CHART, BASICALLY BLUE AND GREEN IS GOOD. YELLOW AND RED IS SOMETHING THAT WE'RE WATCHING. AGAIN, A REALLY GOOD REPORT. THIS FIRST PAGE, YOU CAN SEE EVERYTHING HAS BEEN COMPLETED AND VERIFIED. SECOND PAGE, MOST HAVE BEEN COMPLETED.
THE OTHER THING WE DID ADD TO THIS, AND COUNCILMAN COURAGE, YOU ASKED ABOUT THIS THE LAST TIME WE PRESENTED WHENEVER WE GO BEHIND SCHEDULE, WHAT'S THE NEW TARGET DATE. SO YOU SEE ON THAT TARGET DATE, THE ORIGINAL TARGET DATE IS CROSSED OUT, BUT THE NEW TARGET DATE IS NOW UP THERE. AND MOST OF THE ONES THAT ARE BEHIND SCHEDULE, THE TARGET KATES ARE EITHER AT THE END OF THIS MONTH OR THERE'S ONE LOOKING ATTEND OF MARCH. SO THOSE TARGET DATES ARE CLOSE AT HAND, AND WE'RE WORKING WITH MANAGEMENT IN THOSE CASES TO ENSURE THAT THEY ARE TRULY ON TASK. IN FACT, WE GOT SOME INFORMATION JUST THIS MORNING, WHICH OBVIOUSLY WASN'T UPDATED IN THESE SLIDES FRRKS ONE OF THESE, WHERE THEY PROVIDED SOME INFORMATION THAT WE'LL BE VERIFYING HERE SHORTLY. SO, AGAIN, THIS IS MY REPORT.
CERTAINLY AVAILABLE IF YOU HAVE ANY QUESTIONS ABOUT ANY OF THE SPECIFIC ITEMS ISSUED HERE, BUT, AGAIN, THOSE THAT ARE BEHIND, WE ARE TRACKING AND THERE'S SOME GOOD PLANS IN PLACE TO GET THEM CAUGHT UP HERE
FAIRLY QUICKLY. >> VIAGRAN: THANK YOU, KEVIN.
I THINK, OF COURSE, MY ONLY QUESTIONS ARE REGARDING THOSE BEHIND SCHEDULE. AND I SEE THAT SOME DATES ARE FOR THE END OF THIS MONTH, AND THEN THE END OF MARCH. THE POLICE -- IS THERE AN OPPORTUNITY KIND OF OFFLINE OR TO THE COUNCIL, IS THIS RELATED -- IS IT BEING BEHIND SCHEDULE -- BECAUSE AS WE TALK ABOUT
[00:40:02]
BUDGET, AND I KNOW BEN'S LIKE, THAT'S DOWN THE ROAD, BUT IF ANY OF THESE ARE RESULT OF STAFFING ISSUES, IS THERE A WAY FOR YOU TO LET THE COUNCIL KNOW THAT THAT MIGHT BE THAT? BECAUSE I SAW TWO THATMAY BE RELATED TO STAFFING ISSUES? >> BARTHOLD: THE ONLY POTENTIAL ONE -- THESE FOUR THAT ARE BEHIND SCHEDULE, THERE'S ONE THAT MAYBE IS RELATED TO STAFFING ISSUES JUST BECAUSE OF SOME STAFF TURNOVER BUT THEY'RE ON TRACK TO GET THIS DONE BY THE END OF THE MONTH.
YOU MENTIONED THE POLICE, I ASSUME THE PARK POLICE ONE, THAT ONE IT'S A SYSTEM THAT THEY'RE WORKING ON IMPLE MEN TAKES.
THE SYSTEM GOT DELAYED JUST A LITTLE BIT. THAT SHOULD HAVE BEEN IMPLEMENTED IN DECEMBER. WE'RE STILL WAITING ON VERIFICATION OF THAT AND THEN LET IT RIDE TO SEE IF IT'S WORKING AS INTENDED.
SO MY BRIEF IS THESE ARE NOT STAFFING OR BUDGET RELATED.
>> VIAGRAN: AND THE H R-1, THOUGH? THAT'S --
>> BARTHOLD: THAT ONE MIGHT BE STAFFING BECAUSE THEY HAD SOME TURNOVER, BUT THEY'RE CATCHING UP AND IT WILL BE IMPLEMENTED BY THE END OF THIS MONTH. THAT ONE JUST HAD TO DO WITH THE VERIFICATION.
WE HAVE NEW EMPLOYEES, JUST THAT DOUBLE-CHECK WE'RE GETTING THE INFORMATION IN THE EMPLOYEE MOSTER FILE CORRECT.
>> VIAGRAN: TRUSTING THE MANAGEMENT, BUT IF THERE ARE STAFFING ISSUES AND WE NEED TO LOOK AT THAT IN NEXT YEAR'S BUDGET THAT WE HAVE THAT INFORMATION TO COME OUT OF THAT COMMUNE F COMMITTEE.
>> BARTHOLD: WE'LL LOOK AT THAT AND COMMUNICATE THAT.
>> VIAGRAN: DO I HAVE ANY COMMENTS FROM MY COMMITTEE MEMBERS? NO? AND I BELIEVE THIS WAS FOR BRIEFING ONLY?
>> BARTHOLD: YES, MA'AM. >> VIAGRAN: THANK YOU, KEVIN.
I THINK WE ARE. THERE ARE STILL COOKIES LEFT, ITEM SEVEN WAS FOR BRIEFING ONLY. THE NEXT MEETING ON THE AUDIT COMMITTEE IS SCHEDULED FOR FEBRUARY 13TH, 2024. ARE THERE ANY COMMITTEE REQUESTS? ALL RIGHT. THEN, THE TIME IS 10:43 AND THE MEETING IS NOW ADJOURNED. THANK YOU.
* This transcript was compiled from uncorrected Closed Captioning.