[00:00:09]
>> VIAGRAN: THE TIME IS NOW 10:05 A.M. ON TUESDAY, JUNE 11, 2024.
MADAM CLERK, CAN YOU CALL THE ROLL?
[Approval of Minutes ]
>> CLERK: WE HAVE A QUORUM. >> VIAGRAN: FIRST ITEM IS APPROVAL OF THE MINUTES. THE MINUTES WERE UPDATED YESTERDAY, SO MAKE SURE YOU HAVE THE CORRECT VERSION. CAN I GET A MOTION AND SECOND TO APPROVE THE
MINUTES? >> MOTION MADE. >> SECOND.
>> VIAGRAN: ALL RIGHT. I HAVE A MOTION AND A SECOND.
IS THERE ANY DISCUSSION IN? ALL IN FAVOR SAY AYE. ALL OPPOSED SAY NO.
MOTION CARRIES. PUBLIC COMMENT. MADAM CLERK, DO WE HAVE ANY
PUBLIC COMMENTS? >> CLERK: WE HAVE NO MEMBERS OF THE PUBLIC SIGNED
UP TO SPEAK FOR THIS MEETING. >> VIAGRAN: THANK YOU.
[CONSENT AGENDA ]
ALL RIGHT. NOW, THE FIRST IS CONSENT AGENDA.AND THAT IS GOING TO BE ITEMS 2 FROM THE CONSENT AGENDA. CAN I GET A MOTION TO APPROVE THE FINAL INTERNAL
AUDIT REPORTS ON THE CONSENT AGENDA, ITEM 2 AND 3. >> I MOVE APPROVAL.
>> VIAGRAN: I HAVE A MOTION AND A SECOND. ALL RIGHT.
ANY DISCUSSION? IF NOT ANY DISCUSSION, ALL IN FAVOR SAY AYE.
[Final Internal Audit Reports ]
ALL OPPOSED SAY NO. MOTION CARRIES. WE'RE GOING TO GO AHEAD AND TAKE THE FINAL INTERNAL AUDIT REPORT, NUMBER 4. COUNCILMEMBER COURAGE, DO YOU NEED A PRESENTATION OR DO YOU JUST HAVE SOME QUESTIONS?>> COURAGE: THANK YOU FOR PULLING THIS. I JUST HAVE SOME QUESTIONS.
THERE WERE SOME RECOMMENDATIONS BEING MADE, AND I WAS A LITTLE CONCERNED ABOUT ONE OF THEM IN PARTICULAR. SO IF THERE'S SOMEONE HERE
FROM SAPD TO ADDRESS THAT. >> YES, RICK RILEY, ASSISTANT DIRECTOR
INFORMATION SAPD AND I BROUGHT CAPTAIN GALLEGOS. >> COURAGE: THE THING THAT CAUGHT MY ATTENTION IS, AND I'LL QUOTE FROM THE EXECUTIVE SUMMARY.
WE NOTED SAPD FOLLOW-UP UNITS ARE NOT CONSISTENTLY SUBMITTING SEXUAL ASSAULT NURSE EXAMINATION KITS TO THE LAB FOR TESTING WITHIN 30 DAYS AS REQUIRED BY STATUTE. THE WORD-CONSISTENTLY" BOTHERS ME AS WELL AS THE FACT THAT WE KNOW THESE ARE VERY CRITICAL TO A LOT OF PEOPLE INVOLVED IN THESE -- IN THESE SITUATIONS. SO I'D LIKE TO HEAR MORE ABOUT WHAT PROCESS OR PROCEDURE IS GOING TO BE PUT IN PLACE TO ENSURE THAT WE MEET THAT LEGAL OBLIGATION.
>> CERTAINLY, COUNCILMAN. I'M GOING TO TURN IT OVER TO CAPTAIN GUY AGOES AND
THEY'VE ALREADY MADE THAT PROCESS IMPROVEMENT. >> GOOD MORNING.
SPECIAL VICTIMS UNIT, SAN ANTONIO POLICE. ONE OF THE THINGS THE AUDIT WE CONSOLIDATED, THERE'S TWO, WE USE MULTIPLE COMPUTER SYSTEMS WHEN WE NAVIGATE OUR CASES. THE PROPERTY ROOM WHICH IS ALSO RUNS ON FOLLOWING CUE, WE WERE USING OUR CASE MANAGEMENT SYSTEM IN ORDER TO DOCUMENT WHEN WE SUBMITTED OUR FORM TO SUBMIT OUR SANES. OUR SANES ARE PICKED UP BY HOMICIDE. SHE PUTS THEM IN THE PROPERTY ROOM.
OUR DETECTIVES FILL OUT THE CIL FORM AND SHE PICKS THEM UP, TAKES THE SANES BACK TO LAB TO MAKE SURE THEY ARE TESTED ON TIME. OUR DETECTIVES WERE SUBMITTING WHAT A LOT OF WHAT YOU ARE GOING TO SEE AT THE 25, 28-DAY MARK.
GETTING SUBMITTED TO SAY HERE YOU GO FOR THE CARRIER. THE CARRIER WAS OFF OR WEEKENDS SO IT WOULD END UP PAST THE 30-DAY MARK. IN AUDIO] WE ARE SUBMITTING EVERYTHING. THE 30-DAY BARK WHAT WE DID IN BETWEEN, WE GET A BIWEEKLY REPORT FROM THE PROPERTY ROOM TO SON SOL DATE THE TWO COMPUTER SYSTEMS. SO EVERY MONDAY WE GET A REPORT ON THE DATA SUBMISSION. AND SO WE ARE AT THE SVU LEVEL NUMBER ONE LOCKING THEM IN, NUMBER TWO, WE'RE GETTING THE WEEKLY REPORT AND ENSURING THEY GET DONE SOON AFTER RECEIVING THE CASE INSTEAD OF WAITING TOWARD THE MIDDLE OF THE
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CASE OR TOWARD THE END OF THE CASE. I THINK THE WEEKLY REPORTS ACTUALLY HELP TREMENDOUSLY, HELP CONSOLIDATE THE TWO SYSTEMS BECAUSE WE DON'T HAVE AUDIT MISSILES ON THE FOLLOWING CUE SYSTEM. EVIDENCE IS VERY CRITICAL SO WE DON'T WANT TOO MANY HANDS WITH THAT PRIVILEGE. THE WEEKLY REPORTS HAVE BEEN GREAT. WE DO MONTHLY ADD IT'S WITH OUR ASSISTANT CHIEF AND DEPUTY CHIEFS SINCE THE AUDIT. I PEEKED AT THE REPORT THIS MORNING. EVERYTHING IS SUBMITTED, EVERYTHING IS WITHIN THE LAST SEVEN OR SO DAYS SO NOTHING CLOSE TOD 30-DAY MARK ANYWHERE.THE LAW CHANGED IN 2019 FOR THE 30-DAY MARK. HAD NOTHING TO DO WITH RULES
OF ADD MISACT FOR CRIMINAL COURT. >> COURAGE: WHEN WAS THIS AUDIT CONDUCTED AND WHEN WERE -- WAS THE NEW PROCEDURE OR POLICY PUT IN
PLACE TO ADDRESS THIS? >> COUNCILMAN, THE AUDIT WAS --E AUDIT WAS MAY 16, SO JUST ABOUT A MONTH AGO. THE SCOPE OF THE AUDIT PERIOD WAS PRIOR TO THAT.
THE STATISTICS WE HAVE THAT ARE PRESENTED IN THE REPORT, THEY ARE ABOUT AT THE -- BACK INTO SEPTEMBER. ACTUALLY WAS OCTOBER 1ST OF 2021 THROUGH SEPTEMBER 18 OF 2023. THAT WAS THE SCOPE OF WHERE WE WERE DOING OUR DATA ANALYSIS. THE PROCEDURE THEY PUT IN PLACE, WE NOTIFIED THEM OF THE POTENTIAL FINDINGS BACK IN THE MARCH TO APRIL TIME FRAME.
THE TECHNICAL MANAGER RESPONSE WAS THEY WOULD HAVE THIS IN PLACE BY JULY 1ST, WHICH IS A FEW WEEKS AWAY. WE WILL BE DOING A FOLLOW-UP AFTER THAT JULY 1ST DATE AND PROBABLY GIVING IT SOME TIME TO RUN SO WE CAN MAKE SURE THEY ARE HITTING THE
DEADLINE OF THE 30-DAY MARK. >> COURAGE: ACCORDING TO WHAT YOU PRESENTED THAT SOUNDS SATISFACTORY. IF YOU CAN LET US KNOW THE FOLLOW-UP PROCESS IS WORKING
MORE EFFICIENTLY, THAT'S ALL I ASK. >> WE'LL MAKE SURE IT
HAPPENS. >> COURAGE: OTHER THAN THAT, MADAM CHAIR, I WOULD
MOVE TO APPROVE THE AUDIT THAT'S BEING PRESENTED. >> VIAGRAN: WE HAVE A MOTION. DO WE HAVE A SECOND? ANY OTHER DISCUSSION? IS MARIA GOMEZ STILL IN THE ROOM? AND AUDIT -- AND THANK YOU, COUNCILMEMBER COURAGE FOR CATCHING THIS. WE SEE THIS WHEN WE GET THE AUDITS FROM KEVIN. HAVE THEY TAKEN ANY ACTION ON THIS?
>> VILLAGÓMEZ: THE AUDITS DEMONSTRATE TO THE COMMITTEE SO WE HAVE NOT -- STRAIGHT
TO THE KEY. >> VIAGRAN: WHEN I SERVED ON THE PUBLIC SAFETY COMMITTEE, I THINK THIS WAS ONE OF THE ISSUES WE DISCUSSED.
SO IF -- I REALLY THINK PUBLIC SAFETY SHOULD HAVE BEEN ON TOP OF THIS BEFORE IT GOT TO AUDIT. I WOULD LIKE TO SEE PUBLIC SAFETY ADDRESS THIS AND IF YOU COULD KEEP OUR COMMITTEE ABREAST OF WHEN THAT COMES TO PUBLIC SAFETY TO TALK ABOUT THE AUDIT RESULTS AND ALSO PROCEDURE IN TERMS OF CRIMINAL VIOLENT CRIMES WHICH THIS IS, AND THAT WAY WE CAN MAKE SURE THAT WE SUBMIT OUR QUESTIONS FOR
THOSE OF US WHO ARE NOT ON THE PUBLIC SAFETY COMMITTEE. >> VILLAGÓMEZ: WILL DO,
COUNCILWOMAN. >> VIAGRAN: WITH NO OTHER DISCUSSION, WE'VE GOT A
MOTION AND SECOND. ALL IN FAVOR SAY AYE. >> AYE.
>> VIAGRAN: MOTION CARRIES. ITEM NUMBER 5.
[Pre-Solicitation High Profile Briefings ]
WE HAVE ONE PRE-SOLICITATION HIGH-PROFILE BRIEFING FOR INDIVIDUAL CONSIDERATION.MADAM CLERK, PLEASE READ THE CAPTION FOR ITEM 5. >> CLERK: ITEM 5 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR UP TO FIVE CONTRACTS TO PROVIDE THE PUBLIC WORKS DEPARTMENT WITH ON-CALL CULTURAL RESOURCES CONSULTING SERVICES RELATED TO FEDERAL TRANSPORTATION, BOND FUNDED AND OTHER CITY PROJECTS LOCATED CITYWIDE IN THE ESTIMATED TOTAL VALUE OF $15 MILLION FOR THREE YEARS WITH TWO ONE-YEAR OPTIONS TO
RENEW. >> VIAGRAN: AND WE HAVE A PRESENTATION.
THE FLOOR IS YOURS. >> YES. WELL, GOOD MORNING.
I'M AN ASSISTANT DIRECTOR WITH PUBLIC WORKS. I'LL BE BRIEFING YOU ON A PRE-SOLICITATION ON-CALL CULTURAL CONSULTANT SERVICES.
SO THE, MR. DEPARTMENT IS SOLICITING AN RFQ TO UP TO FIVE FIRMS TO PROVIDE ON-CALL CULTURAL RESOURCE SERVICES FOR FEDERALLY FUNDED PROJECTS, BOND-FUNDED PROJECTS, ALL CITYWIDE PROJECTS. THESE SERVICES WILL INCLUDE COMPLIANCE EFFORTS ASSOCIATED WITH FEDERAL, STATE AND LOCAL HISTORIC AND
[00:10:02]
CULTURAL RESOURCES LAWS, RULES AND REGULATIONS. WHAT THIS IS BASICALLY CONSULTANTS THAT ARE HISTORIANS, ARCHAEOLOGISTS HELP US THROUGH THE DESIGN PROCESS WHEN WE'RE DEALING WITH EITHER AN HISTORIC DISTRICT, AN HISTORIC STRUCTURE. THEY HELP WITH COORDINATION WITH OFFICE OF HISTORIC PRESERVATION, THC, AND CARRIES ON TO CONSTRUCTION AS WELL.SOMETIMES WE'VE GOT TO DO ESPECIALLY DOWNTOWN WE DO HAVE TO DO ARCHAEOLOGICAL MONITORING DURING EXCAVATION AND THOSE ARE THE TYPE OF SERVICES THEY PROVIDE THROUGH THE NEPA DOCUMENT WHICH IS A FEDERAL REQUIREMENT ON ANY FEDERALLY FUNDED PROJECT. THE TYPE OF SOLICITATION, IT'S AN IT'S AN RFQ.
IT'S A THREE WITH TWO ONE-YEAR OPTIONS FOR EXTENSION.
UP TO 15 MILLION IN THE FIVE-YEAR PERIOD. AGAIN, FUNDING SOURCES, THE NORTH IS 2022 BOND BUT IT CAN BE ANY OTHER FUNDING SOURCE.
OUR CURRENT CONTRACT EXPIRES IN JUNE OF 2025. HERE YOU HAVE AN IDEA OF THE NIGP CODES, MOSTLY HISTORIC AND ENVIRONMENTAL, FORENSIC TYPE OF SERVICES.
THE NUMBER OF VENDORS, 445. ADVERTISING ACTION OUR TYPICAL CHANNELS TVSA, COSA WEB PAGE AND THE EVALUATION VOTING MEMBERS, YOU CAN SEE WE HAVE MEMBERS FROM THE CITY MANAGER'S OFFICE FROM PUBLIC WORKS, FROM OUR ENVIRONMENTAL PUBLIC TEAM WITHIN PUBLIC WORKS. WE HAVE OUR CITY ARCHEOLOGIST AND WE HAVE A MEMBER OF THE CONSERVATION SOCIETY AS PART OF THE PANEL AS WELL.
WHAT YOU SEE HERE, IT'S THE CRITERIA 45 POINTS FOR EXPERIENCE, BACKGROUND QUALIFICATIONS, KEY PERSONNEL, 45 POINTS FOR UNDERSTANDING THE PROJECT, PROPOSED MANAGEMENT PLAN. TEN POINTS FOR LOCALLY IN SAN ANTONIO.
THE ADDITIONAL REQUIREMENTS, NO REQUIRED AUDITED OR FINANCIAL STATEMENTS.
NEITHER IS A VETERANS OWN SMALL BUSINESS PRESENCE, AND YOU SEE THE DB REQUIREMENTS ARE EIGHT AND A HALF. WE'RE DOING THE DBE BECAUSE A LOT OF PROJECTS, ET CETERA PART OF THE NEPA PROJECTS SO SBEDA DOES NOT COMPLY. THIS IS A QUICK TIME LINE, THE BRIEFING TODAY. WE'LLING RELEASING THE RFQ JUNE 17TH AND IT WILL BE DUE THE FIRST WEEK OF AUGUST. THE INTENT IS HAVE THE EVALUATION COMPLETE BY SEPTEMBER AND TAKE TO COUNCIL IN NOVEMBER FOR YOUR APPROVAL. THAT IS THE END OF MY PRESENTATION.
I'LL BE HAPPY TO ANSWER ANY QUESTIONS. >> VIAGRAN: THANK YOU, LUIS. THE FIRST QUESTION I HAVE IS WHEN WE THINK OF CULTURAL SIGNIFICANCE, WE DO THINK OF BUILDINGS AND STRUCTURES. BUT I DID WANT TO TALK ABOUT IN TERMS OF -- AND BECAUSE YOU KNOW I HAVE IN MY DISTRICT THE MISSIONS, BUT WHAT ABOUT THE TREES? IS THIS GROUP GOING TO BE ABLE TO SAY THIS IS THE CULTURALLY -- THIS TREE IS THIS MANY YEARS OLD, IT WAS CULTURALLY SIGNIFICANT, WE CAN FIND PICTURES WHEN IT WAS THE '20S AND NOW IT'S 2024, 100 YEARS LATER WE KNOW IT'S HERE. AND SOME OF THE CREEKWAYS ALSO.
THOSE ARE TWO THINGS I FEEL CAN BE CULTURALLY SIGNIFICANT, CAN ESPECIALLY BE CALLED SOUL CURLLY SIGNIFICANT TO THE AMERICAN INDIANS IN TEXAS AND OTHER TRIBAL GROUPS AROUND THE MISSIONS. ARE THEY GOING TO HAVE
EXPERIENCE OR WILL THEY BE LOOKING AT THAT ALSO? >> THEY DO, COUNCILWOMAN.
THESE ARE HISTORIAN ARCHAEOLOGISTS AND WE CAN PULL ANY EXPERTISE VERY SIMILAR TO AT BRACKENRIDGE PARK. SO THE TEAM DOES HAVE THOSE
CAPABILITIES AS WELL. >> VIAGRAN: THANK YOU. AND THEN, OF COURSE, THEY ARE ALSO LOOKING FOR THE BALA MEDINA IN MY AREA. IS THERE ANY OTHER
DISCUSSION? YES, COUNCILMEMBER COURAGE. >> COURAGE: THANK YOU.
I HAVE A QUESTION OR TWO. LOOKING AT THE ESTIMATED VALUE ON SLIDE 2, I SEE IT'S --T 6 HUGE THOUSAND DOLLARS FOR -- $600,000 WITH AN ONCALL CONSULTANT.
WE'RE TALKING ABOUT 15 MILLION TOTAL OVER FIVE YEARS.
SO I PRESUME WE'RE TALKING ABOUT AT 600,000 A CONTRACT AS MANY AS MAYBE 25 PROJECTS OVER THREE TO FIVE-YEAR PERIOD THAT YOU ARE ESTIMATING COULD COME UP AND
[00:15:02]
YOU MAY NEED A CONSULTANT FOR. >> THAT IS CORRECT.
>> COURAGE: OKAY. NOW, I GUESS MY OTHER QUESTION GOES TO THE FUNDING DEPARTMENT ON THIS. HOW DO YOU BOOK A $15 MILLION COMMITMENT FOR THE NEXT FIVE YEARS? DOES IT ALL COME OUT OF THIS YEAR'S ANNUAL BUDGET OR DO
YOU BREAK IT DOWN SO MUCH PER YEAR? >> GOOD MORNING.
WE DON'T BOOK THE OBLIGATION IN ANY ONE YEAR, IT'S AN ONCALL.
AS THEY ACTUALLY DEFINE THE NEED, THEN WE'LL ISSUE A [INAUDIBLE] AND AT THAT TIME
IT GETS BOOKED IN OUR SYSTEM. >> COURAGE: HOW DO YOU PAY FOR IT? YOU HAVE TO HAVE MONEY IN IN THE BUDGET THIS YEAR.
>> THAT APPROPRIATION MAKES IT PAYABLE TO PAY AGAINST. >> COURAGE: ARE MOST OF
THESE ALL BOND RELATED? >> THERE MAY BE OTHER FEDERAL SOURCES AND GRANTS
THEY MAY USE IT FOR AS WELL. >> COURAGE: YOU KIND OF DO BUDGET FOR A FEW COMING OUT
OF GENERAL FUND, RIGHT? >> NOT NECESSARILY GENERAL FUND.
>> SOME OF THEM, FOR EXAMPLE, ARE FEDERALLY FUNDED PROJECTS, THE MAJORITY OF THEM. SO THERE'S CONTRIBUTIONS FROM THE -- FROM THE STATE, FROM THE FEDERAL GOVERNMENT. THERE'S ALSO A CITY MATCH AS WELL.
BUT IT'S A COMBINATION. >> COURAGE: OKAY. THANK YOU.
>> VIAGRAN: ANY OTHER QUESTIONS? CAN I GET A MOTION AND A
SECOND? >> I MOVE. >> VIAGRAN: I'VE GOT A
MOTION. DO I HAVE A SECOND? >> SECOND.
>> VIAGRAN: I'VE GOT A MOTION AND SECOND. THIS WAS FOR BRIEFING ONLY.
WE DON'T NEED A MOTION. SORRY. >>
[Post-Solicitation High Profile Briefings ]
>> VIAGRAN: ALL RIGHT. THANK YOU. NOW WE'RE MOVING ON TO OUR
MOTION ITEM WHICH IS ITEM 6. >> CLERK: 6 APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE INFORMATION TECHNOLOGY SERVICES DEPARTMENT WITH SYSTEM INTEGRATION SERVICES FOR SAP SUCCESS FACTORS IN SUPPORT OF H.R. FOR AN ESTIMATED TOTAL VALUE OF $3,470,000 FOR A TWO-YEAR TERM WITH TWO ONE-YEAR REMOVAL OPTIONS FROM GO-LIVE DATE.
>> GOOD MORNING. I'M CRAIG HOPKINS, CHIEF INFORMATION OFFICER FOR THE CITY OF SAN ANTONIO. AND I AM HERE TO REPRESENT THE SAP UPGRADE PROGRAM.
WE'VE TALKED ABOUT THIS AT THIS COMMITTEE A COUPLE TIMES, BUT I WOULD LIKE TO GIVE YOU A QUICK PROGRAM UPDATE AND THEN TALK ABOUT THE INDIVIDUAL SOLICITATION THAT WE'RE WORKING ON RIGHT NOW. FIRST OF ALL, OUR SAP SYSTEM IS OUR ENTERPRISE RESOURCE PLANNING SYSTEM AND IT HAS BEEN IN PLACE FOR MANY YEARS, AS LONG AS TROY HAS BEEN HERE, I BELIEVE. HE WAS ONE OF THE ORIGINAL IMPLEMENTERS OF THE SYSTEM. THAT'S WHY WE HAVE HIM ON THE PROJECT FOR THE NEXT PHASE AS WE GO FORWARD. ANY HISTORICAL QUESTIONS CAN BE DIRECTED TO TROY.
BUT WHAT WE'RE WORKING ON RIGHT NOW IS A TOTAL UPGRADE TO OUR SAP SYSTEM.
PRIMARILY BECAUSE IT'S END OF LIFE AS YOU SEE ON THE LEFT-HAND SIDE, BUT ALSO AN OPPORTUNITY TO CREATE THREE BIG FISH CYST, THE ELIMINATION OF LOTS OF MANUAL PROCESSES, A SIMPLIFIED DATA MODEL THAT BRINGS ALL OUR CALCULATE TOGETHER IN THE CITY. THE ONE THING YOU HEAR ABOUT SAP OVER AGAIN IT'S NOT USER FRIENDLY IN ITS CURRENT STATE AND WE'RE BRINGING A USER-FRIENDLY SYSTEM TO THE TABLE. IT GIVES US AN OPPORTUNITY TO DO NEW SCALE AUDIO]. THE SCOPE AND RESPONSIBILITY IS REALLY PRETTY BIG HERE.
WE ACTUALLY ARE DOING THE SIX WORK STREAMS. YOU SEE THE BUDGET NAMES NEXT TO THEY CAN, BUT I'M GIVING YOU THE PROCESSES WE'RE WORKING THROUGH PRIMARILY FIRST. BUDGET TO REPORT, WHICH IS WHERE O AND B AND FINANCE WORK TOGETHER, HIRE AND RETIRE, SOURCE TO PAY, FINANCE AND PROCUREMENT RESPONSIBILITY, ORDER TO CASH AND ACQUIRE TO RETAIN AND UNDER THAT IS THE INFRASTRUCTURE THE ITS TEAM DOES. INSIDE OF THIS PROGRAM WE HAVE FOUR SOLICITATIONS THAT WILL BE GOING FORWARD. FIRST ONE WAS INDEPENDENT VERIFICATION APPEAR AND VALIDATION. WE BROUGHT THIS TO YOU SEVERAL MONTHS AGO. WE HAVE PUT THAT IN PLACE. THAT IS FOR THE LIFE OF THE PROGRAM AS WE WORK THROUGH THE NEXT THREE YEARS, QUALITY INTEGRATION, REPORTING, STATUSSING AS WE GO FORWARD. WE'RE ON THE SECOND ARROW ON THE CHART WHICH IS SUCCESS FACTORS, WHICH IS THE NAME NAME OF THE H.R. TOOL AND WE ARE BUYING THE LICENSES FROM SAP, THAT'S A DIRECT BUY, BUT WE ARE HIRING A INTEGRATOR TO COME IN AND HELP US DEPLOY THIS OVER THE NEXT TWO YEARS.
THAT IS WHAT I WANT TO TAKE YOU THROUGH HERE BRIEFLY. I WANT YOU TO BE PREPARED FOR THERE'S TWO MORE SOLICITATIONS WE HAVE ON OUR PLAN, BUDGET DEVELOPMENT, WHICH IS ABOUT $3.5 MILLION INTEGRATOR AND THE ARIBAS-400, THE PROCUREMENT
[00:20:01]
FINANCE AND ALL THE BACK-END COMPONENTS. SO WE'RE ON NUMBER 2 OF FOUR AT THIS TIME ON A $55 MILLION BUDGET AND THAT BUDGET IS TOTAL PROGRAM FOR INTEGRATORS, LICENSES AND RESOURCES TO DO THE WORK. SO THIS SOLICITATION WAS SPECIFICALLY FOR SAP SUCCESS FACTORS. A INTEGRATOR WHO KNEW HOW TO DO THAT AND COME IN AND TAKE US INTO OUR S4/HANA. THEY ARE THE LEADERS OF THE -- OF THE PROJECT IMPLEMENTATION PARTNERING WITH I.T. AND THE COSA DEPARTMENTS, BUT THEY ARE THE EXPERTS BECAUSE THEY HAVE DONE THIS MULTIPLE TIMES IN THE INDUSTRY. PRIMARILY OUR H.R. AREAS OF FOCUS ARE EMPLOYEES MANAGEMENT, EMPLOYEES BENEFITS, EMPLOYEES SELF-SERVICE, MANAGER SELF-SERVICE AND ORGANIZATIONAL MANAGEMENT. RFP, IT'S A TWO-YEAR TERM.WE EXPECT NOT TO GO PAST THAT TWO-YEAR TERM BECAUSE THE PROJECT IMPLEMENTATION IS SCHEDULED FOR TWO YEARS. ESTIMATED VALUE IS ABOUT 3.47 MILLION COMING OUT OF OUR CAPITAL PROJECT AND IS THIS IS A NEW CURRENT TRACK FOR US.
WE HAD TWO FOLKS, TWO FIRMS RESPOND TO THE EVALUATION. AND WE HAD THE USUAL SUSPECTS ON THE EVALUATION COMMITTEE. I'LL JUST NAME THEM BACK TO YOU. USING THE SAME TEAM FOR EACH OF THE EVALUATIONS.
MYSELF, KEVIN GOODWIN, CHEF TECHNOLOGY OFFICER, JUSTINA TATE, TROY ELLIOTT, MELANIE KEATON, ASSISTANT DIRECTOR OF FINANCE, AND TED SCHULTZ, I WANT CHRISTMAS DIRECTOR IN H.R. THROUGH THAT EVALUATION YOU CAN SEE THE SCORES ON VENDOR A AND B. VENDOR A HAS STRONG INDUSTRY EXPERIENCE ACROSS THE -- ACROSS THE WORLD ACTUALLY, BUT WE ARE LOOKING AT THEIR -- THEIR U.S. PRESENCE FOR OTHER COMPANIES. AND FINALLY, WE DID REACH OUT TO OVER 1,000 POTENTIAL VENDORS AS WE WENT FORWARD. 12 WERE AT THE PRE-CONFERENCE, ONLY TWO RESPONDED, NO MATERIAL FINDINGS AND WE'RE READY TO PROCEED WITH THE SELECTION
AS I SHOWED. >> VIAGRAN: SO WE'RE ON OUR TIME LINE.
MOOCHING THIS FORWARD WILL MAKE SURE WE STAY ON OUR TIME LINE.
>> THIS IS A THREE-YEAR CHUNK IN FACES, BUT WE ARE -- PHASES.
>> VIAGRAN: I THINK THAT'S THE ONLY CORRECTION FOR ME. IT'S NOT THE MOST FRIENDLY SYSTEM, IT NEVER WAS, BUT TECHNOLOGY CHANCES AND NOW WE'RE USED TO PLATFORMS WHERE WE JUST PUSH A BUTTON. DO WE HAVE ANY OTHER QUESTIONS? IF NOT THIS ONE FOR SURE I NEED A MOTION AND A SECOND. QUESTION?
>> COURAGE: I'D LIKE TO MAKE A COMMENT. I JUST WANT TO COMMEND US WE ARE GETTING A INTEGRATOR. I'VE HEARD TOO MANY HORROR STORIES JUST LIKE WHAT HAPPENED AT THE JAIL A WEEK AGO AND WHAT'S HAPPENED WITH A LOT OF STATE ORGANIZATIONS AND AGENCIES, THEY ARE PUTTING IN NEW PROJECTS AND THEY BLOW UP FOR WEEKS AT A TIME BEFORE THEY ARE READY TO INTEGRATE IT. I'LL MAKE A MOTION TO
APPROVE THIS TO MOVE FORWARD. >> SECOND.
>> VIAGRAN: I'VE GOT A MOTION AND A SECOND. ANY OTHER FURTHER DISCUSSION? ALL RIGHT. WITH THAT, THERE BEING NO
FURTHER DISCUSSION, ALL IN FAVOR SAY AYE. >> AYE.
>> VIAGRAN: MOTION CARRIES. NOW WE'RE MOVING ON TO ITEM
[Staff Briefing ]
7. THIS IS A STAFF BRIEFING ITEM.SO WE HAVE ONE FINAL AUDIT REPORT BRIEFING FOR INDIVIDUAL CONSIDERATION.
PLEASE READ THE CAPTION. >> CLERK: A PRESENTATION OF THE ACTUARIAL REPORT AND RESPONSES FROM THE SAN ANTONIO FIRE AND POLICE PUNKS FUND AS REQUIRED UNDER STATUTORY REGULATION 80 # 1.1012 TEXAS GOVERNMENT VOWED.
>> VIAGRAN: THE FLOOR IS YOURS. >> GOOD MORNING.
MY NAME IS MELANIE KEATON, ASSISTANT FINANCE DIRECTOR. I'M GOING TO BRING UP OUR CONSULTANT WHO DID THE WORK FOR US, BUT I WANTED TO QUICKLY INTRODUCE THIS ITEM.
THE STATE STATUTE BACK IN 2007 REQUIRES THAT EVERY FIVE YEARS FOR A PENSION PLAN THAT HAS OVER $100 MILLION IN ASSETS AN ACTUARY REVIEWS, THE PENSION FUND'S ACTUARIAL REPORTS. SO THIS IS NOW THE FOURTH TIME WE'VE DONE THIS.
WE ACTUALLY WENT TO COUNCIL IN NOVEMBER TO AWARD THIS CONTRACT TO MILIMEN.
I'M GOING TO BRING UP RYAN TO GO OVER THE PRESENTATION. WE DO ALSO HAVE WARREN SHOT
[00:25:06]
HERE, EXECUTIVE DIRECTOR FROM THE PENSION FUND. WITH THAT I'M GOING TO BRINGUP RYAN. >> THANKS, MELANIE, FOR THAT INTRODUCTION.
HERE WITH DELANEY WHO IS GOING TO HELP PRESENT. OUR COMMENTS WILL BE VERY BRIEF. WE'RE HAPPY TO ANSWER ANY QUESTIONS ABOUT ANY OF THE
DETAILS IN OUR REPORT. >> I'M GOING TO TALK ABOUT THE PURPOSE AND REASON WHY WE DO AUDITS AND RYAN IS GOING TO GO OVER HOW THAT APPLIES TO THE CITY OF SAN ANTONIO FIRE AND POLICE FUND AND THE RESULTS AND AREAS OF REVIEW.
SO AS WAS STATED, IT'S STATE LAW THAT EVERY FUND OF THIS SIZE IS REQUIRED TO CONDUCT A REVIEW OF THE WORK DONE OVER THE PAST FIVE YEARS WITH THIS BEING THE FOURTH CYCLE FOR THE CITY OF SAN ANTONIO FIRE AND POLICE FUND.
THE GOAL IS TO HAVE AN INDEPENDENT ACTUARY REVIEW THE WORK OF THE RETAINED ACTUARY AND AUDITS ARE A GOOD THING, IT'S ALWAYS A GOOD THING GET OUTSIDE EYES AND IT'S BENEFICIAL TO HAVE A FRESH SET OF EYES TO REVIEW AND RECOMMEND ANY
RECOMMENDATIONS. >> THANKS. AS OUR FOURTH CYCLE, THIS TIME WE FOCUSED ON THE 2003 ANNUAL SNAPSHOT. CAN YOU NOT HEAR ME? I'LL TALK QUIETER INTO THE MICROPHONE. WE FOCUSED ON 2023 EVALUATION. THERE'S AN ANNUAL INSPECT SHOT REVIEW OF THE FINANCIAL HEALTH OF THE PENSION FUND AND KIND OF THE ASSUMPTIONS AND POLICIES THAT WENT INTO THAT VALUATION. THERE WILL BE A NEW ONE COMING OUT SOON, 2024, BUT OUR REVIEW, THIS FIVE-YEAR CYCLE FOCUSED ON THE 2023 VALUATION.
THE HEADLINE FOR YOU ALL, THE MOST IMPORTANT TAKE-AWAY FROM THIS PROCESS, I'LL JUST READ THAT CENTER BOX BECAUSE IT'S THE MOST IMPORTANT RESULTS OF OUR REVIEW OF THE BASED ON OUR REVIEW, THE DOCUMENTS, LIABILITY REPLY INDICATIONS AND REPORTING, WE BELIEVE THE JANUARY 1, 2023 ACTUARY VALUES OF THE PENSION FUND WAS REASONABLE BASED ON REASONABLE AUP SHUNS AND METHODS AND THE REPORT GENERALLY COMPLIED WITH ACTUAL STANDARDS OF PRACTICE. THE SUBHEADLINES, THE CITY'S CONTRIBUTION RATE TO THE FUND IS -- IT'S A HEALTHY CONTRIBUTION RATE, PUTTING ON PATH TO PAY OFF THE UNFUNDED LIABILITY IN 20 YEARS WHICH IS CONSISTENT WITH THE BOARD'S POLICIES. EVERYONE IS ON THE SAME PAGE AS FAR AS WHERE THE FUND IS NOW AND WHERE IT'S HEADED. OUR REPORT DID INCLUDE A SERIES OF OBSERVATIONS AND RECOMMENDATIONS WE FELT LIKE WOULD ENHANCE THE REPORTING, THE GOVERNANCE GOING FORWARD, BUT ULTIMATELY THE HEADLINE IS THAT EVERYTHING, YOU KNOW, IN OUR OPINION AS AN INDEPENDENT REVIEW, EVERYTHING WAS SOUND AND COMPLIED WITH ALL THE ACTUARIAL STANDARDS. THE AREAS WE DOVE INTO, THE LIABILITIES, WE REPLICATED THE LIABILITIES. WE LOOKED AT THE ASSUMPTIONS, HOW LONG PEOPLE WORK, ALL THOSE ASSUMPTIONS THAT GO INTO IT. THE FUNDING AND CONTRIBUTION RATES AND THE PATH THE FUND IS ON, LIKE I SITUATED TO PAYING OFF THE UNFUNDED LIABILITY IN 20 YEARS. LOOKED AT THE MEMBERSHIP DATA AND THE BAM LINE OUR REPORT INCLUDED APPROXIMATELY NINE DIFFERENT RECOMMENDATIONS.
THE PENSION BUNKED AND THEIR ACTUARY HAS SEEN OUR REPORT. THEY'VE RESPONDED IN WRITING. THE BOARD HAS TALKED ABOUT IT AND THE BOARD HAS AGREED TO TAKE UP OUR RECOMMENDATIONS AND REVIEW THOSE WITH THEIR ACTUARY WHEN IT'S TIME TO RELEASE THE NEXT ROUND OF REPORTING. BUT NONE OF OUR RECOMMENDATIONS WOULD HAVE MATERIALLY CHANGED THE RESULTS AND THE NUMBERS THAT YOU'VE SEEN RESULTING FROM THE VALUATION. IT WAS A GOOD PROCESS.
EVERYONE WAS VERY HELPFUL, THE FUND AND ACTUARY VERY HELPFUL, WORKED COLLABORATIVELY TO GIVE THE REVIEW ON THIS IMPORTANT PENSION FUND FOR THE CITY.
WITH THAT, HAPPY TO ANSWER ANY QUESTIONS, BUT THAT'S ALL OF OUR PREPARED REMARKS.
>> VIAGRAN: THANK YOU. I BELIEVE COUNCILMEMBER COURAGE HAS A FEW QUESTIONS.
THEN WHOEVER WOULD LIKE TO GO NEXT. >> COURAGE: THANK YOU.
I REVIEWED SOMEWHAT THE REPORT. I KNOW HOW LENGTHY THEY ARE AND HOW DETAILED THEY GET, AND I THINK YOUR WORK WAS GOOD.
AND I ALSO UNDERSTAND THAT YOU THINK THAT IT WAS DONE WELL AND REASONABLY AND THERE WEREN'T ANY KIND OF INACCURACIES OR THINGS LIKE THAT, BUT I WAS CONCERNED AS I LOOKED THROUGH THIS HOW MANY TIMES THE WORD-RECOMMEND" OR RECOMMENDED WAS PUT IN THIS. YOU SAID THERE WERE NINE RECOMMENDATIONS, BUT I DON'T THINK I SAW A PAGE THAT LISTED THOSE. THEY WERE ALL KIND OF -- I
[00:30:01]
DON'T WANT TO USE THE WORD BURIED, BUT INCLUDED WITHIN A LOT OF THE WORDING IN EACH OF THESE SECTIONS. AND WHEN YOU SAY NINE, THAT'S REALLY THE LIMIT OF RECOMMENDATIONS YOU HAVE? BECAUSE I'VE SEEN THE WORD PROBABLY 20 TIMES OR MORE.>> SURE. THANK YOU FOR THAT QUESTION. EVERYTHING -- I MEAN EVERYTHING -- SORRY. IT'S -- OKAY. THANK YOU.
EVERYTHING IS IN THE EXECUTIVE SUMMARY. JUST TO TAKE A STEP BACK, I USUALLY SAY THIS, BUT TRIED TO BE BRIEF WITH OUR COMMENTS.
IT'S CALLED AN ACTUAL AUDIT, BUT WHEN WE THINK OF ADD IT'S THEY THINK OF THINGS ACCOUNTED FOR RIGHT OR WRONG. A BETTER NAME IS ACTUAL REVIEW. REALLY THERE'S NO ONE RIGHT ANSWER.
A LOT THAT GOES INTO AN ACTUAL VALUES, THERE'S NOT ONLY UN-- VALUATION.
AGAIN, THERE'S NOTHING WRONG FOR IF A PROBLEM, WE PROBABLY WOULD HAVE USED WORDS STRONGER THAN RECOMMEND. WE THINK YOU COULD ENHANCE SOME OF THE CALCULATIONS AND COMMUNICATION. YES, THE WORD RECOMMENDED, IT PROBABLY IS IN THERE 30 OR 40 TIMES, BUT THE EXECUTIVE SUMMARY THERE SHOULD BE NINE, IF I COUNTED THEM CORRECTLY, NINE KIND OF TOP-LINE RECOMMENDATIONS IN THE TWO OR THREE-PAGE EXECUTIVE SUMMARY. I WOULD BE HAPPY TO GO
THROUGH THEM. >> COURAGE: NO, BUT I WOULD LIKE TO HEAR FROM THE REPRESENTATIVE FROM THE BOARD. I THINK THEIR EXECUTIVE DIRECTOR IS HERE. AND I MET HIM AT THE BEGINNING OF THE MEETING AND I TOLD HIM I WAS GOING TO ASK ABOUT THIS. I GUESS WHAT I WOULD DO IS JUST CHARGE YOU WITH TALKING WITH YOUR BOARD ABOUT REALLY TAKING A GOOD, CAREFUL EXAMINATION OF EACH OF THESE RECOMMENDATIONS. IF THERE ARE ENHANCEMENTS, LET'S ENHANCE THAT RETIREMENT PROGRAM HOWEVER WE CAN.
THAT ALSO MAY MEAN SAVINGS TO THE CITY WHICH IS THE BIGGEST PARTICIPANT IN THAT, YOU KNOW, RETIREMENT PROGRAM. SO ARE YOU AWARE OF THE NINE MAJOR ONES? HAVE YOU KIND OF SAT AND LOOKED AT THOSE YOURSELF?
>> YES, COUNCILMAN. WARREN SHOT, DIRECTOR OF THE FUND.
WE RECEIVED A REPORT, WE HAVE RESPONDED AND WE CONCUR WITH THE RECOMMENDATIONS THEY HAVE. WE'RE WORKING ON THE NEXT REPORT, THE JANUARY 2024 REPORT, AND THESE RECOMMENDATIONS WILL BE INCLUDED IN THE REPORT.
SO THE BOARD HAS SEEN ALL OF THEM AND THEY CONCUR WITH THE RECOMMENDATIONS.
>> COURAGE: OKAY, GOOD. I JUST WANTED TO MAKE SURE IT'S NOT ANOTHER REPORT THAT GOES ON A SHELF BECAUSE OVERALL IT'S A FAIR REPORT, BUT IF THEIR RECOMMENDATIONS, I WOULD LIKE TO SEE THEM INCLUDED AS MUCH AS POSSIBLE.
THAT'S ALL. THANK YOU, CHAIR. >> VIAGRAN: ANY OTHER
DISCUSSION? >> CHAIR, CAN I -- CAN I MAKE A COUPLE OF --
>> GOOD MORNING. JUST CHAIR AND COMMITTEE MEMBERS, I WANTED TO MAKE A COUPLE COMMENTS. I APPRECIATE THERE'S NINE RECOMMENDATIONS.
SOMETIMES YOUR NINE RECOMMENDATIONS, THAT CAN BE CONCERNING.
BUT THIS IS A REALLY GOOD REPORT. EVERYTHING HERE, AS RYAN SAID, WOULD HAVE A IMMATERIAL IMPACT ON THE FUND.
IT'S REALLY ABOUT ENHANCING, TWEAKING, I LIKE HIS WORD OF ACTUARIAL REVIEW, YOU GOT TO MAKE ASSUMPTIONS, PROFESSIONAL JUDGMENT, THEY ARE BIG COMPLEX MODELS.
WE WERE NOT SURPRISED WHEN WE SAW NINE NECESSARILY BECAUSE THEY ARE REALLY JUST --M MORE LIKE TWEAKS OR ENHANCEMENTS TO HOW THEY CALCULATE LIABILITIES AND HOW THEY LOOK AT THE REPORT. I ALSO WANT TO TAKE A MOMENT TO THANK WARREN AND HIS TEAM BECAUSE CERTAINLY WE'VE GOT TO GET DATA FROM THEM. THEIR ACTUARY, THEY HAVE BEEN SUPPORTIVE IN THAT PROCESS, VERY RESPONSIVE TO US AND I APPRECIATE THAT, WARREN, TO YOU AND YOUR TEAM AS WELL. THANK YOU.
>> VIAGRAN: ANY OTHER DISCUSSION? JUDY.
>> TREVINO: JUST MAKE A COMMENT. GREAT JOB FOR THE TEAM.
THIS IS A VERY DIFFICULT TASK. AND THEY ARE RIGHT ON SPOT.
THEN EVEN FOR ME THE FUNDING ALSO IS ALWAYS A CONCERN, AND IN HERE IT HAS IT WILL BE 100% FUNDED. KUDOS TO THE TEAM FOR THE REPORT.
>> CHAIR, I FORGOT ONE OTHER THING. THIS IS STAFF BRIEFING ONLY, NO ACTION, BUT IT IS GOING TO FULL CITY COUNCIL ON THE 20TH.
UNDER THE STATUTE, THE GOVERNING BODY OVER THE -- FOR THE EMPLOYER OF THE PENSION PLAN HAS GOT TO ACCEPT THAT REPORT SO THAT WILL BE ON THE AGENDA ON
JUNE 20TH. >> VIAGRAN: ALL RIGHT. SO WE DON'T HAVE TO TAKE
[00:35:03]
ANY. THANK YOU FOR YOUR PRESENTATION.THANK YOU FOR BEING SO BRIEF, WE APPRECIATE THAT IN THE AUDIT COMMITTEE.
WARREN, AS PEOPLE THINK AND CONSIDER RETIREMENT, ESPECIALLY RETIREMENT AFTER A PANDEMIC, WHAT ARE WE GOING TO DO, HOW ARE WE GOING TO MAKE SURE THAT THEY HAVE THEIR BENEFITS, THANK YOU FOR THE WORK YOU DO AND I'M GLAD THAT YOU ARE TAKING THOSE RECOMMENDATIONS AND WE'RE GOING TO SEE SOME CHANGES.
SO THIS WAS FOR BRIEFING ONLY. CITY COUNCIL WILL SEE THIS AT AN A SESSION. IF THERE ISN'T ANY DISCUSSION, THE NEXT MEETING
[Consideration of items for future meetings ]
IS SCHEDULED FOR AUGUST 13TH, 2024. THAT MAY BE TENTATIVE.I NEED TO MAKE SURE WE'VE GOT QUORUM BECAUSE I KNOW PEOPLE WILL BE COMING BACK FROM SUMMER BREAK AND WE WILL NOT MEET IN JULY. THE TIME IS NOW 10:40 AND THE MEETING IS NOW CONCERNED. THANK YOU.
-- ADJOURNED.
* This transcript was compiled from uncorrected Closed Captioning.