[00:00:07]
>> VIAGRAN: THE TIME IS NOW 10:00 A.M. ON TUESDAY, AUGUST 13TH, 2024, IN THE MEETING OF THE AUDIT COMMITTEE IS NOW CALLED TO ORDER.
MADAM CLERK, CAN YOU CALL THE ROLL? >> CLERK:
>> VIAGRAN: THANK YOU. WE HAVE A LENGTHY AGENDA TODAY, SO I'LL BE ALLOWING THE MEMBER SPEAKERS TWO ROUNDS OF COMMENTS PER ITEM WITH
[Approval of Minutes ]
FIVE MINUTES THE FIRST ROUND AND THREE MINUTES THE SECOND ROUND.CHAIR, THE SECOND -- OH, THAT'S ME. THE FIRST ITEM OF THE AGENDA IS APPROVAL OF THE MINUTES. CAN I GET A MOTION AND A
SECOND TO APPROVE THE MINUTES. >> I MOVE.
>> SECOND. >> VIAGRAN: WE HAVE A MOTION AND A SECOND.
CAN WE GET A VOTE, ALL IN FAVOR SAY AYE? SNIE.
>> VIAGRAN: MOTION CARRIES. MADAM CLERK, DO WE HAVE
[CONSENT AGENDA ]
ANY PUBLIC COMMENTS. >> CLERK: WE HAVE NO ITEMS SIGNED UP TO
SPEAK. >> VIAGRAN: ITEMS 2 THROUGH 5 ARE FINAL INTERNAL AUDIT REPORTS. DOES ANYONE WISH TO PULL AN ITEM FROM CONSENT FOR
INDIVIDUAL CONSIDERATION? >> NOT ME.
>> VIAGRAN: ALL RIGHT. CAN I GET A MOTION TO APPROVE THE FINAL
INTERNAL AUDIT REPORTS ON THE CONSENT AGENDA. >> I MOVE THE APPROVAL OF
THE CONSENT AGENDA. >> VIAGRAN: CAN WE GET A SECOND.
>> SECOND. >> VIAGRAN: ALL RIGHT. THERE'S A MOTION AND A SECOND. ANY DISCUSSION? WELL, THANK YOU -- I'M GOING TO TAKE THIS OPPORTUNITY TO [INDISCERNIBLE] AND HIS TEAM FOR ALL THEIR HARD WORK AS WE CONTINUE TO HAVE THESE LAST FEW MONTHS WITH YOU, KEVIN. I JUST WANT TO ACKNOWLEDGE JUST THE GOOD WORK THAT YOU'RE DOING AND LOOK FORWARD TO SEEING THE -- THERE WAS NOTHING OF CONCERN THAT I SAW, SO JUST LOOK FORWARD TO GETTING AN UPDATE.
ALL RIGHT. ANY OTHER DISCUSSION? NO FURTHER DISCUSSION.
ALL IN FAVOR SAY AYE. (AYES.) >> VIAGRAN: ALL OPPOSED? MOTION CARRIES. NOW WE'RE ON TO OUR INDIVIDUAL ITEMS, ITEM
[Pre-Solicitation High Profile Briefings ]
NUMBER SIX. WE HAVE ONE PRESOLICITATION HIGH-PROFILE BRIEFING FOR INDIVIDUAL CONSIDERATION.MADAM CLERK, PLEASE READ CAPTION FOR ITEM SIX. >> CLERK: ITEM 6 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE THE PUBLIC WORKS CONTRACT FOR CONSTRUCTION SERVICES FOR THE WEST COLLEGE LINK ST.
MARY'S UNIVERSITY TO MEMORIAL HIGH SCHOOL TO ZARZAMORA CREEK IN THE
ESTIMATED VALUE OF $5,200,000. >> VIAGRAN: RAZI, THE
FLOOR IS YOURS. >> GOOD MORNING. THE PUBLIC WORKS DEPARTMENT IS SOLICITING A REQUEST FOR CONSTRUCTION OF WEST COLLEGE LINK ANTICIPATED PROJECT COMPLETION IN FEBRUARY 2026.
ESTIMATED VALUE IS 5.2 MILLION, IT'S FUNDED BY 2022 BOND PROGRAM AND, OF COURSE, A NEW CONTRACT. THE LIS STATION WILL SEEK ONE FIRM TO PROVIDE CONSTRUCTION SERVICE FOR WEST COLLEGE LINKS PROJECT. THERE ARE 546 VENDORS IN CDR.
THE SOLICITATION WILL BE ADVERTISED FOLLOWING THE CITY'S NORMAL PROCESS.
EVALUATION COMMITTEE CONSIST OF CITY MANAGER'S OFFICE, PARK AND RECREATION DEPARTMENT AND PUBLIC WORKS DEPARTMENT. THE SELECTION CRITERIA WILL BE EXPERIENCE AND BACKGROUND QUALIFICATION OF THE FIRM, KEY PERSONNEL AND KEY SUBCONSULTING 20 POINTS. UNDERSTANDING OF THE PROJECT SCOPE AND PROVOST MANAGEMENT, 10 POINTSES. EXPERIENCE IN SAN ANTONIO REGION AND PAST PERFORMANCE, ANOTHER 10 POINTS, PRICE PROPOSAL WILL BE 40 POINTS. SBE, PRIME CONTRACTOR GOAL IS 10-POINT AND M/WB E PRIME CONTRACT PROGRAM IS 10 POINTS. .
AUDIT FOUNDING STATEMENT NOT REQUIRED. SBEDA SUBCONTRACTOR REQUIREMENT 16%, M/WB E AND 2% AABE. GOAL-SETTING COMMITTEE MEMBER ARE CONSIST OF NEIGHBORHOOD AND HOUSING SERVICES, ECONOMIC DEVELOPMENT DEPARTMENT, FINANCE DEPARTMENT AND, OF COURSE, CITIZEN MEMBER. THE SOLICITATION WILL BE RELEASED END OF THIS MONTH WITH PRESUBMITTAL CONFERENCE WILL BE SCHEDULED IN SEPTEMBER,
[00:05:06]
112024. PROPOSALS ARE DUE MID OCTOBER 2024.PUBLIC WORKS ANTICIPATE TO RETURN TO AUDIT COMMITTEE IN JANUARY OF 2025 AND COUNCIL A SESSION SOMETIME IN FEBRUARY 2025.
THIS IS END OF MY PRESENTATION. HAPPY TO TAKE ANY
QUESTIONS. >> VIAGRAN: THANK YOU, RAZI.
ON THIS -- JUST BECAUSE WE'VE HAD SOME ISSUES WITH CLOSURES AND CONSTRUCTION, WHERE IS THE SPOT WHERE WE'RE -- IS -- ARE WE GOING TO ASK THEM ABOUT THEIR PUBLIC RERELATIONS OR COMMUNITY OUTREACH PIECE FOR SOME OF THE CONSTRUCTION COMPANIES TO THE NEIGHBORHOODS? DO WE -- IS THAT COMING IN ANY OF THE EVALUATION CRITERIA?
>> HOSSEINI: YES, MADAM CHAIR. ONE OF THE REASON WE DO THIS PROJECT OTHER THAN LOW BID, WE JUST WANT TO MAKE SURE THE CONTRACTOR WE HIRE, THEY ARE QUALIFIED TO DELIVER HIGH QUALITY ON TIME, WITHIN BUDGET AND MINIMUM IMPACT TO COMMUNITY. YOU REALIZE THE PRICE PROPOSAL ONLY 40%. ON LOW BID IS -- PRICE IS THE ONLY FACTOR IT MAKES
US TO DECIDE THE CONTRACTOR. >> VIAGRAN: I WOULD JUST LIKE TO MAKE SURE THAT WE KIND OF ASK THE QUESTIONS, ESPECIALLY WHEN IT COMES TO PARKING. BECAUSE AS I THINK ABOUT THIS AREA, WHEREVER THEY'RE GOING TO DO THE CONSTRUCTION, AND WE'VE RUN INTO THIS ON THE SOUTH SIDE, IS THAT THEY NEED TO GET INTO ARRANGEMENTS ON WHERE THEY'RE GOING TO PARK THEIR VEHICLES AND THEIR EQUIPMENT, AND THAT THERE MIGHT BE A COST TO THAT, IF THEY HAVE TO GO INTO AN ARRANGEMENT WITH A PERSONAL BUSINESS AND MAKING THEM UNDERSTAND THAT. BECAUSE I KNOW WE'VE STRUGGLED WITH THAT IN THE PAST. SO I JUST WANT TO MAKE SURE THAT THAT'S PART OF THE SOLICITATION IN UNDERSTANDING THAT OUR EXPECTATIONS ARE THAT YOU COMMUNICATE WITH THE COMMITTEE ON CLOSURES WHEN NEEDED, AND THEN IF YOU'RE NEEDING TO USE PARKING SPACE, WE DO NOT EXPECT YOU TO USE THE -- WE EXPECT YOU TO FIND PARKING LOTS. AND I KNOW SOMETIMES ON -- IT WORKS, THERE'S A CHURCH, THERE'S AN EMPTY PARKING LOT THEY CAN USE. ON OTHERS, IT'S BEEN A HEADACHE.
SO IF WE COULD JUST KEEP THAT IN CONSIDERATION, I'D APPRECIATE IT.
>> HOSSEINI: I UNDERSTAND, MADAM CHAIR. >> VIAGRAN: THANK YOU.
ALL RIGHT. IS THERE ANY OTHER DISCUSSION?
YES? COUNCILMAN COURAGE? >> COURAGE: THE PROCESS STREETS OR REDOING STREETS, CONNECTING THESE FACILITIES, OR HOW IS IT
SUPPOSED TO WORK? >> HOSSEINI: IT IS PARK OF HIKE AND BIKE CONTRACT. LET ME HAVE PARK'S DEPARTMENT CAN DESCRIBE
PROJECT BETTER THAN I COULD. >> COURAGE: BECAUSE I
REALIZE IT'S BIKE AND STUFF. >> GOOD MORNING, HOME HOMER GARCIA, PARKS DIRECTOR. THIS IS PART OF THE HIKE AND BIKE TRAIL SYSTEM. THIS IS A ROADWAY CONNECTION.
TRADITIONALLY WE'VE BEEN ALONG OUR CREEKS AND TRIBUTARIES.
IN THE BOND WE'RE ACTUALLY MAKING STREET CONNECTIONS, AND THIS IS
ONE OF THEM. >> COURAGE: THAT'S GOOD. THAT'S ALL I WANT TO
HEAR. THANK YOU. >> VIAGRAN: PHIL, ANY DISCUSSION? WELL, I SAW TRAFFIC SIGNAL INSTALLATION, SO YOU KNOW HOW I LIKE TRAFFIC SIGNALS, SO GOOD JOB ON THAT.
THANK YOU. THAT IS IT. THIS IS JUST FOR
[Post-Solicitation High Profile Briefings ]
BRIEFING, AND WE'LL MOVE ON TO ITEM 7. THIS IS A POSTSOLICITATION HIGH PROFILE BRIEFING FOR INDIVIDUALCONSIDERATION. >> CLERK: ITEM NUMBER SEVEN IS APPROVAL TO PROCEED WITH SCHEDULING FIVE CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE PUBLIC WORKS DEPARTMENT WITH ON-CALL CONSTRUCTION ENGINEERING AND INSPECTION SERVICES FOR BOND FUNDED AND OTHER CITY-FUNDED PROJECTS AND THE ESTIMATED TOTAL VALUE OF $20 MILLION FOR AN INITIAL THREE-YEAR TERM
WITH TWO ONE-YEAR OPTIONS TO RENEW. >> VIAGRAN: OKAY.
RAZI, THE FLOOR IS YOURS. >> HOSSEINI: THANK YOU, MADAM CHAIR. IN MARCH 2024, PUBLIC WORKS DEPARTMENT SOLICITED REQUEST FOR QUALIFICATION FOR FIVE FIRM TO PROVIDE OUR DEPARTMENT CONSTRUCTION ENGINEERING AND INSPECTION SERVICES FOR BOND AND NONBOND-FUNDED PROJECT. THE PROPOSED TERM IS THREE YEARS WITH TWO ONE-YEAR OPTIONAL TO RENEW, ALTOGETHER FIVE YEARS. ESTIMATED VALUE, 800,000 PER CONTRACT, 20 MILLION ALTOGETHER FOR FIVE FIRM FOR FIVE YEARS IS FUNDED 2022 BOND PROGRAM AND ALSO NEW CONTRACT. THE CRITERIA ON SELECTION OF THIS FIRM WAS
[00:10:08]
EXPERIENCE BACKGROUND, QUALIFICATION OF FIRM, KEY PERSONNEL, KEY SUBCONSULTING, 45 POINTS. UNDERSTANDING THE PROJECT PROPOSAL AND MANAGEMENT, 35 POINTS. EXPERIENCE SAN ANTONIO REGION AND PAST PERFORMANCE, 20 POINTS. SBEDA SUBCONTRACTOR PERFORMANCE AND MWWB19 POINTS. AS YOU CAN SEE WE HAD A NUMBER OF THE FIRM APPLY FOR THIS ONE, AND WE ARE SELECTING ONLY FIVE.[INDISCERNIBLE] 739, [INDISCERNIBLE] SUBMITTING, WE HAD 81 INDIVIDUAL ATTEND THIS MEETING AND WE RECEIVED 23 PROPOSAL.
AND RESULT OF MINIMUM REQUIREMENT REVIEW, THREE VENDOR WERE DEEMED NONRESPONSE, RESULT OF DUE DILIGENT REQUIREMENT NOT MATERIAL FUNDED, AND WE ARE RECOMMENDING APPROVAL OF THREE TO GO TO CITY COUNCIL A SESSION FOR FINAL APPROVAL. I AM HAPPY TO TAKE ANY QUESTIONS YOU MAY HAVE.
>> VIAGRAN: SO, RAZI, WE WERE LOOKING FOR FIVE, BUT WE'RE ONLY MOVING
FORWARD WITH THREE? >> HOSSEINI: WE ARE TAKING FIVE.
>> VIAGRAN: OH, WE ARE TAKING FIVE. >> HOSSEINI: THE FIRST WILL BE THREE YEARS. THEN ADDITIONAL TWO ONE-YEARS WE WILL HAVE.
>> VIAGRAN: OKAY. AND REMIND M ME AGAIN, THE WORK ISN'T GUARANTEED
FOR THEM, CORRECT? >> HOSSEINI: NO, IT IS NOT GUARANTEED.
AS WORK BECOMES AVAILABLE, THEY PROVIDE US ENGINEERING AND INSPECTION SERVICES AS WE ADVERTISE THE BOND PROJECT.
>> VIAGRAN: SO IF THEY HAVE TOO MANY PROJECTS AND THEY HAVE TO PASS ON SOMETHING WE OFFER THEM, THAT'S ON THEM, CORRECT?
>> HOSSEINI: CORRECT. >> VIAGRAN: I THINK -- I DON'T HAVE ANY FURTHER QUESTIONS. I LOOK FORWARD TO SEEING THIS IN A SESSION, BUT I'LL MOVE ON TO MY MEMBERS. ARE THERE ANY QUESTIONS?
>> COURAGE: I HAVE A MOTION AND A SECOND. ALL THOSE -- YES?
>> WE HAVE A MOTION AND A SECOND. ALL THOSE IN FAVOR SAY
AYE. (AYES.) >> VIAGRAN: MOTION
[Staff Briefing ]
CARRIES. MOVING ON TO ITEM 8, MADAM CLERK, PLEASE READTHE CAPTION. >> CLERK: ITEM 8 IS A BRIEFING AND POSSIBLE ACTION ON THE OFFICE OF THE CITY AUDITOR PROPOSED PHYSEAL YEAR 2025 ANNUAL AUDIT PLAN, AND WE WILL NEED ACTION FOR THIS ITEM.
>> BARTHOLD: GOOD MORNING. THIS HERE'S A PRESENTATION ON OUR PROPOSED 2025 ANNUAL AUDIT PLAN.
JUST AS SOME BACKGROUND INFORMATION, CITY ORDINANCE REQUIRES THAT WE PREPARE AN ANNUAL AUDIT PLAN, AND THAT THAT PLAN GET PRESENTED AND APPROVED BY THE AUDIT COMMITTEE, AND AFTER APPROVAL BY THIS COMMITTEE, WILL THEN GO TO FULL CITY COUNCIL FOR APPROVAL.
THE DEVELOPMENT OF THIS PLAN, AS I'M PUTTING THIS TOGETHER, I'M SEEKING INPUT FROM ALL COUNCILMEMBERS AND OTHERS.
WE ALSO INTERNALLY DO A HIGH-LEVEL RISK ASSESSMENT, EVERY THREE TO FOUR YEARS WE'RE GOING TO DO PAYROLL. THERE'S OTHER THINGS THAT WE LOOK AT ON A THREE- TO FOUR-YEAR BASIS, AND WE LOOK AT WHAT OTHER CITY AUDIT DEPARTMENTS ARE DOING AND WHAT KIND OF TRENDS WE'RE SEEING THERE AND IF THAT'S SOMETHING WE NEED TO BE LOOKING AT.
IMPORTANTLY, THIS PLAN CAN BE MODIFIED DURING THE YEAR WITH CONCURRENCE OF THIS COMMITTEE, EITHER REMOVING AUDITS OR ADDING AUDITS IS MOST LIKELY WHAT WOULD HAPPEN. THERE'S 36 PERFORMANCE AND I.T. AUDITS PLUS TWO ATTESTATION PROJECTS. WE ALSO INCLUDE AUDIT RESOURCES FOR THE SA MEMBER UPDATE, THE AVIATION TERMINAL DEVELOPMENT, AS FOLLOW-UPS WHICH I'LL HAVE A PRESENTATION ON FOLLOW-UP.
WE FOLLOW-UP ON ALL AUDIT RECOMMENDATIONS ON ALL REPORTS, AND ALSO CONTINUOUS MONITORING AND DATA A ANALYTICS THAT WE DO WITHIN OUR DEPARTMENT AND OTHER THINGS THAT COME FROM COUNCIL OR MEMBERS OF MANAGEMENT DURING THE YEAR. WE HAVE HOURS ALLOCATED THAT WE CAN INCLUDE IN THE PLAN. ON THE SLIDE HERE, THIS IS JUST A VERY HIGH LEVEL OF THE DEPARTMENTS OF THE PROCESS AND PROGRAM.
ALSO IN YOUR PACKET ON THIS ITEM, THERE'S THE MEMO TO THE AUDIT COMMITTEE, WHICH HAS MUCH MORE SPECIFICS IN DETAIL OF THESE PLANS, INCLUDING WHAT THE OBJECTIVE OF THE AUDIT IS AND OUR ESTIMATED HOURS AND WHAT IT WILL TAKE TO COMPLETE THIS AUDIT. BUT WE TRY TO COVER DEPARTMENTS ACROSS THE CITY, AND I THINK THIS PLAN REFLECTS THAT.
AND JUST FOR YOUR INFORMATION, THIS IS THE 2025 PLAN.
AS WE PRODUCE THIS, I'M ALSO LOOKING AT 2026, LOOKING FORWARD.
[00:15:04]
THERE'S CERTAIN AUDITS THAT WE MAY HAVE WANTED TO DO THIS YEAR, PRIMARILY WHEN NEW PROGRAMS COME ABOARD, THERE'S NEW PROGRAMS COMING ON, WE ALREADY HAVE THAT ON A LIST FOR 2026, LET THE NEW PROGRAMS COME ON BOARD, LET THEM RUN FOR A WHILE, AND THEN WE'LL COME BACK AND AUDIT. BUT WE'RE JUST LOOKING FOR APPROVAL TODAY JUST FOR THE PROPOSED 2025 PLAN. BUT, AGAIN, THIS IS HIGH LEVEL ON THE SLIDES, THE DETAILS ARE IN YOUR PACKET.AND CERTAINLY OPEN TO ANY QUESTIONS ON THE PLAN. >> VIAGRAN: THANK YOU, KEVIN. I DO LIKE THE PLAN. NOW, MY QUESTION TO YOU IS -- AND I ALREADY HAVE ONE DEPARTMENT THAT I'D LIKE TO SEE PRESENT AT B SESSION. ARE THERE ANY -- AND THAT WOULD BE ITSD, TROY, TO TALK ABOUT -- SO THAT WOULD NEED TO BE EXEC, BECAUSE IT'S ITSD, I BELIEVE. BUT ARE THERE ANY OF THESE DEPARTMENTS WHERE BEFORE Y'ALL GO INTO THE AUDIT YOU MIGHT WANT TO BE LIKE MAYBE WE SHOULD HEAR FROM ALL THE COUNCILMEMBERS AND HAVE THAT DEPARTMENT PRESENT
ON WHAT THEY'RE DOING? >> BARTHOLD: NO. WE TYPICALLY DO NOT REACH -- ONCE THIS PLAN IS APPROVED, WE GO FORTH AND AUDIT.
I I GENERALLY DON'T REACH OUT TO COUNCILMEMBERS BEFORE A SPECIFIC AUDIT.
>> VIAGRAN: OKAY. BECAUSE I DON'T -- AND I DON'T WANT THEM TO KIND OF INFLUENCE YOUR AUDIT, BUT I WANT -- I WANT OUR COUNCILMEMBERS TO BE REMINDED THIS IS WHY WE DO THE AUDIT, THIS IS WHAT OUR DEPARTMENT DOES. SO I THINK ITSD IN PARTICULAR IS ONE, BECAUSE THEY DO SO MUCH THAT WE AS COUNCILMEMBERS TAKE FOR GRANTED.
AND I THINK I WILL PROBABLY THEN TALK TO COMMITTEE CHAIRS, BECAUSE I KNOW SOMETIMES THESE AGENCIES PRESENT TO COMMITTEES PRETTY REGULARLY WITH THE EXCEPTION OF AVIATION, THAT I FEEL LIKE ALWAYS PRESENTS TO CITY COUNCIL, BUT MAYBE WE NEED -- WE NEED SOME OF THESE AGENCIES TO DO A B SESSION JUST TO REMIND US WHAT THEY DO, AND THAT THIS PLAN CAN CONTINUE AS IT IS, BUT... YES. I -- I LOOK FORWARD TO SUPPORTING THIS PLAN, BUT I ALSO LOOK FORWARD TO HEARING FROM MY -- I'M SORRY, REMINDING MY COUNCILMEMBERS JUST HOW MUCH WORK THESE DEPARTMENTS DO. IS THERE ANY OTHER DISCUSSION?
YES, COUNCILMAN COURAGE? >> COURAGE: I THINK YOU MAKE A GOOD POINT THAT SOMETIMES OTHER COUNCILMEMBERS DON'T KNOW WHAT'S IN THE WORKS WHEN IT COMES TO AUDITING. AND I THINK IT WOULD BE USEFUL FOR YOU TO SHARE THE PLAN WITH ALL COUNCILMEMBERS, AND SOME OF THEM MAY COME BACK TO YOU AND SAY, WELL, I'D RATHER DO THIS OR DO THAT, BUT I THINK YOU HAVE A SYSTEM, AND IT'S BEEN WORKING. AND I THINK YOU COULD ALWAYS EXPLAIN IT, WE DID THAT X A COUPLE OF YEARS AGO, AND WE HAVEN'T DONE Y AND Z IN THREE YEARS, SO WE JUST NEED TO GET TO THESE BEFORE WE GO BACK AND TAKE A LOOK AT WHATEVER. SO I THINK YOU COULD HELP PEOPLE UNDERSTAND WHY WE HAVE WHAT WE HAVE ON THE LIST.
I THINK IT WOULD BE GOOD FOR THEM TO KNOW THAT THINGS ARE BEING LOOKED AT, YOU KNOW, FOR PROCESS. AND THAT'S REALLY WHAT WE LOOK AT, WE LOOK AT ARE WE ADHERING TO THE PROCESSES THAT HAVE BEEN ESTABLISHED FOR EACH OF THESE DEPARTMENTS OR ORGANIZATIONS THAT WE WORK WITH. SO I THINK IT WOULD BE USEFUL TO SHARE THAT.
AND, YEAH, IT MIGHT BE A LITTLE BIT MORE FEEDBACK TO YOU AND FEEDBACK THAT MIGHT COME BACK TO THIS COMMITTEE IN THE FUTURE. THE OTHER THING THAT I WANTED TO ASK ABOUT IS, WE HAVE A LOT OF ORGANIZATIONS, AND HOMER MIGHT BE ABLE TO ANSWER THIS IF HE HASN'T LEFT ALREADY -- MAYBE HE HAS.
A LOT OF ORGANIZATIONS ARE USING PARK FACILITIES, AND HOW OFTEN OR WHEN DO THEY GET AUDITED? YOU KNOW, THEY LEASE OR THEY OPERATE PRETTY INDEPENDENTLY, BUT THEY USE CITY FACILITIES, AND THEY RUN THEM AND THEY CHARGE FOR THEIR USE OR THEY'RE IN CHARGE OF THEIR MAINTENANCE, THINGS LIKE THAT. AND HOW OFTEN DO WE LOOK AT THEIR PROCESS TO MAKE SURE THAT IT'SS FAIR, IT'S OPEN TO THE PUBLIC, THAT IT'S WORKING, THAT IT MEETS KIND OF THE EXPECTATIONS THAT THE
PARKS DEPARTMENT OF THE CITY COUNCIL MIGHT HAVE. >> BARTHOLD: RIGHT.
THERE'S TWO PIECES TO THAT. THE FIRST ONE IS THE DAILY RENTALS OR HOURLY RENTALS FOR PARK PAVILIONS, FIELDS AND STUFF LIKE THAT. WE DID AN AUDIT OF THAT ABOUT TWO YEARS AGO, LOOKING AT THE RENTAL PROCESS, THE SYSTEM THAT THEY USE, AS WELL AS COLLECTION OF FEES. SO THAT WAS DONE ABOUT TWO YEARS AGO.
THE OTHER PART OF THAT PUBLIC USE OR ENTITY USE OF PARK FACILITIES, WE HAVE SOME -- PARKS HAVE SOME VERY LONG-TERM LEASES WITH VARIOUS ENTITIES LIKE THE LITTLE LEAGUE OR SOCCER LEAGUE, WHATEVER THOSE ARE.
AND THEY HAVE LONG-TERM LEASES. AND IN THOSE CASES, WE'RE
[00:20:01]
BASICALLY LEASING THE LAND, THE FACILITIES AS BUILT, BUT THEY'RE RESPONSIBLE FOR TAKING CARE OF THOSE FACILITIES AND MAINTENANCE.IT HAS BEEN SEVERAL YEARS. WE HAVE LOOKED AT THAT BEFORE, BUT IT'S BEEN SEVERAL YEARS. I CONSIDER THAT RELATIVELY A LOW RISK BECAUSE IT'S LONG-TERM CONTRACTS.
>> COURAGE: SURE. I KNOW WE'VE GOT YMCA THAT HAS THE PARK DEPARTMENT THAT THEY USE, AS WELL AS SOCCER FIELDS AND MAYBE BASKETBALL OR TENNIS OR ANY OF THOSE KINDS OF THINGS, SO I JUST WAS WONDERING HOW LONG HAS IT BEEN, AND MAYBE IT'S SOMETHING THAT WE CAN ADD TO OUR LIST
SOMEWHERE ALONG THE WAY. >> BARTHOLD: OKAY. >> COURAGE: SOMETIMES I HEAR COMPLAINTS THAT A CHILD MAY WANT TO BECOME PART OF A PROGRAM BUT IT ENDS UP, WELL, IT'S SO EXPENSIVE, OUR KIDS CAN'T AFFORD TO DO THAT.
BUT A LOT OF ORGANIZATIONS SAY, WELL, WE HAVE SCHOLARSHIPS TO
HELP. >> BARTHOLD: UH-HUH. >> COURAGE: SO I THINK IT'S WORTH LOOKING AT, AND MAYBE NEXT YEAR, SOMETHING LIKE THAT COULD
BE ADDED TO THE LIST OF WHAT WE LOOK AT. >> BARTHOLD: OKAY.
>> COURAGE: JUST TO MAKE SURE THEY'RE LIVING UP TO THE EXPECTATIONS THE CITY HAS WHEN WE GRANT THEM MANAGEMENT OF CITY FACILITIES.
>> BARTHOLD: WE CAN CERTAINLY ADD THAT. >> COURAGE: THANK YOU.
THAT'S ALL, CHAIR. >> VIAGRAN: MEMBER HARRIS, ANY QUESTIONS? THANK YOU. ALL RIGHT. THANK YOU, KEVIN, FOR THAT PRESENTATION. CAN I GET A MOTION AND A SECOND TO APPROVE MOVING
THE AUDIT PLAN TO FULL CITY COUNCIL? >> COURAGE: I SECOND IT.
>> VIAGRAN: WE HAVE A MOTION AND A SECOND. ALL IN FAVOR SAY AYE.
(AYES.) >> VIAGRAN: ALL RIGHT. MOTION CARRIES.
ITEM NUMBER NINE, MADAM CLERK, CAN YOU PLEASE READ THE CAPTION?
>> CLERK: ITEM NUMBER 9 IS A STATUS UPDATE OF OUTSTANDING MANAGEMENT
ACTION PLANS FOR PRIOR AUDIT RECOMMENDATIONS. >> BARTHOLD: OKAY.
ON THIS ONE THIS IS SOMETHING I BRING TO THE COMMITTEE EVERY THREE TO FOUR MONTHS. WHEN WE DO AUDIT REPORTS WE HAVE MANAGEMENT RECOMMENDATIONS AFTER THE TARGET DATE THAT THEY HAVE ESTABLISHED TO MAKE SURE THAT IT WAS IMPLEMENTED AND THAT IT WAS IMPLEMENTED EFFECTIVELY.
THE CHART -- AND I'VE SAID THIS BEFORE, THERE'S TWO THINGS ON THIS CHART THAT WILL BE HERE IN JUST A SECOND. FIRST IS MANAGEMENT ASSERTION, WHAT ARE THEY TELLING US THE STATUS IS, EITHER COMPLETE, ON SCHEDULE OR MAYBE BEHIND. WE COME IN AT THE APPROPRIATE TIME AND VERIFY WHAT THEY'VE TOLD US, VERIFYING WITHOUT EXCEPTION, MEANING GOOD TO GO, IT'S BEEN IMPLEMENTED EFFECTIVELY.
WE VERIFIED IT BUT WE DID FIND SOME EXCEPTIONS, OR IN SEVERAL CASES WE'RE WAITING BEFORE WE DO OUR VERIFICATION. AND A LOT OF PROJECTS THEY SAY THEY IMPLEMENT SOMETHING JULY 1ST, FOR EXAMPLE, AND THEY SAY THEY'VE GOT IT GOING, IT'S WORKING WELL, WE NEED TO LET IT RUN FOR ABOUT FOUR TO SIX MONTHS USUALLY TO SEE DID IT REALLY TAKE EFFECT, SO THAT'S GENERALLY WHAT CAUSES THE VERIFICATION PENDING.
ON THIS MONTH'S REPORT, WE'RE TRACKING A TOTAL OF 59 RECOMMENDATIONS.
OF THOSE 59 RECOMMENDATIONS, MANAGEMENT HAS TOLD US THAT 49 ARE COMPLETE. THERE ARE SIX THAT ARE ON SCHEDULE, MEANING TARGET DATE HAS NOT HIT YET, AND THEN THERE ARE FOUR THAT MANAGEMENT HAS TOLD US THEY ARE BEHIND SCHEDULE. WHEN IT GOES BEHIND, WE ASK FOR A NEW TARGET DATE AND WE ALSO TRACK THOSE PRETTY CLOSELY IN THE PROCESS. FOR THOSE 49 WHERE THEY SAID THAT THEY HAVE PERFORMED -- HAVE COMPLETED THEM, WE'VE GONE AND LOOKED AT THEM, 32 WE HAVE VERIFIED AS ACCURATE AND IMPLEMENTED.
THERE WERE FOUR THAT WE NOTED THAT NOT QUITE THERE YET AND THERE WERE SOME EXCEPTIONS WE STILL NOTED AND 13 WE'RE WAITING FOR THE PROCESS TO RUN A LITTLE BIT MORE BEFORE WE DO THE VERIFICATION.
THIS IS THE CHART, IT'S OBVIOUSLY AN AYE TEST BUT WHAT YOU HAVE ON YOUR SCREEN IN FRONT OF YOU HOPEFULLY IS MUCH EASIER TO READ.
I WANT TO HIGHLIGHT A COUPLE OF ITEMS ON HERE ON SLIDE NUMBER FIVE ON THE BOTTOM OF THAT SLIDE, THE PROSPER WEST AUDIT THAT WE PERFORMED BACK -- OR BROUGHT TO THIS COMMITTEE BACK IN NOVEMBER.
THERE WERE SEVERAL ISSUES ON THE CONTRACT MONITORING, AND WE HAVE BEEN TRACKING THAT ONE CLOSELY. WHILE IT ONLY SHOWS UP ONE ITEM ON HERE, THERE WERE MULTIPLE INSTANCES WITHIN THE MONITORING.
THOSE HAVE ALL BEEN RESOLVED. WE HAVE BEEN THERE, WE HAVE VALIDATED EVERYTHING, EDD HAS ALL THE APPROPRIATE SUPPORT FOR THAT ONE, SO THAT ONE HAS BEEN COMPLETED. IT WAS A HEAVY R LIFT FOR A LOT OF PEOPLE, BUT THAT ONE IS IN PLACE. ALSO ON SLIDE NUMBER 9, THE LAST SLIDE OF THE EYE CHART, NEAR THE BOTTOM, SETHIS IS HAVING TO DO WITH PROPERTY IN THE EVIDENCE ROOM, SPECIFICALLY THE SEXUAL ASSAULT KITS WAS A FINDING WE HAD. JUST TO NOTE, WE HAVE GONE BACK AND ALL THE SEXUAL ASSAULT KITS THAT WERE IN THE PROPERTY EVIDENCE ROOM HAVE BEEN COMPLETED, SENT FOR PROCESSING.
WE'LL ALSO SAY THAT WE'RE GOING TO GO BACK INTO THIS AREA IN ABOUT SIX MONTHS, WHILE WE LOOKED AT IT IN A POINT IN TIME AND THEY CAUGHT UP WITH EVERYTHING, WE OR GOING TO GO BACK IN SIX MONTHS THAT WE REVIEW AGAIN, TO
[00:25:01]
MAKE SURE THEY CONTINUE TO KEEP ON TOP OF THOSE PROCESSES.I WANTED TO HIGHLIGHT THOSE ARE TWO VERY POSITIVE RESULTS ON A COUPLE OF IMPORTANT ITEMS. BUT I'M OPEN TO ANY QUESTIONS THAT Y'ALL MAY HAVE ON THIS -- ON THIS CHART.
>> VIAGRAN: THANK YOU, KEVIN. THAT'S A LOT OF WORK DONE WITHIN THE LAST YEAR. TALK TO ME ABOUT THE SOLID WASTE MANAGEMENT DEPARTMENT AND THE VERIFIED WITH EXCEPTION ON THE PREVENTATIVE
MAINTENANCE NOT REPORTED ACCURATELY. >> BARTHOLD: ON THE HEAVY EQUIPMENT, SOLID WASTE MANAGEMENT HEAVY EQUIPMENT, THE ISSUE THERE WAS WHEN WE LOOKED AT THE MAINTENANCE RECORDS, AND SPECIFICALLY FOR EVERY VEHICLE THEY HAVE, THEY SHOULD HAVE IN THEIR RECORDS WHAT ARE THE MANUFACTURER'S RECOMMENDED MAINTENANCE SCHEDULES, BE IT OIL CHANGES, BRAKES, ET CETERA, ET CETERA. AND THE ORIGINAL AUDIT FOUND THAT IT WAS KIND OF A MESS. THERE WERE A LOT OF -- VERY IDENTICAL TRUCKS BUT THEY HAD DIFFERENT MAINTENANCE RECORDS AND SUCH. SO THE RECOMMENDATION WAS TO GO IN AND CLEAN THAT UP. THEY DID MAKE PROGRESS ON IT, BUT WE DID NOTE A FEW INSTANCES WHERE IT STILL HAD NOT BEEN COMPLETELY CORRECTED, SO THAT'S WHY THAT ONE IS RED. WE DID FIND THOSE EXCEPTIONS, SO WE'RE WORKING WITH THEM TO CONTINUE TO WORK ON THAT, GET THOSE FIXED.
>> VIAGRAN: OKAY. AND I'M NOT SURE WHO -- DEBBIE, YOU MIGHT KNOW, DO YOU KNOW WHO SOLID WASTE NORMALLY REPORTS TO, IS IT CHECC -- NO,
COMMITTEE-WISE. >> CLERK: ALL RIGHT. I WOULD JUST LIKE THEM PROBABLY TO PRESENT MORE REGULARLY TO A COMMITTEE TO MAKE SURE THAT THEY'RE ON TRACK WITH THAT.
SO I'LL WORK ON THAT. MAYBE PLANNING OR CHECC. >> CLERK:
>> VIAGRAN: WE'LL SEE. I JUST -- AGAIN, IN TERMS OF MAINTENANCE -- YEAH,
THAT MIGHT BE A GOOD IDEA, TOO. >> BARTHOLD: THIS FINANCE, IT'S VERY ADMINISTRATIVE IN NATURE.
THE MAINTENANCE ITSELF IS ONGOING, BUT WE NEED CLEAN RECORDS.
>> VIAGRAN: YEAH. AND -- BUT ALL THIS RELATES -- FOR ME, ALL
THIS RELATES BACK TO BUDGET, SO THAT'S WHY -- >> BARTHOLD: AGREED.
100%. >> VIAGRAN: LET'S MAKE SURE OUR DEPARTMENTS ARE STAYING ON TRACK. AND THEN THE OTHER IS, OF COURSE, I WANT TO HAVE THAT ITSD CONVERSATION FOR MANY REASONS, BUT I'LL PLAN ON THAT.
BUT, NO, GOOD WORK. I WANT TO THANK THE DEPARTMENTS WHO -- ARE ORKING ON THEIR VERIFICATIONS THAT ARE PENDING AND CONTINUE TO KEEP US POSTED. AND IT SEEMS LIKE THERE'S BEEN NO ISSUES, IF NOT, WE'D HAVE A LOT MORE RED HERE. SO THANK YOU VERY MUCH, KEVIN. DO ANY OF MY MEMBERS HAVE ANY QUESTIONS THAT THEY'D
LIKE TO ASK? >> COURAGE: TRANSPORTATION CONTRACT AND ENSURING BUS DRIVER QUALIFICATION DOCUMENTATION IS REQUESTED AND REVIEWED. IT WOULD SEEM TO ME THAT WE WOULD WANT TO MAKE SURE THAT THE BUS DRIVERS ARE QUALIFIED AND CAPABLE OF DOING THE JOB, SO IT'S A LITTLE CONCERNING THAT WE HAVEN'T BEEN ABLE TO VERIFY THEIR QUALIFICATIONS. SO I HOPE THAT WE'LL PUSH
THAT A LITTLE BIT MORE QUICKLY. >> BARTHOLD: WE WILL.
AND WHEN IT SAYS VERIFICATION PENDING, PLEASE DON'T TAKE THAT AS A NEGATIVE. SOMETIMES WE JUST NEED TO MAKE SURE -- BECAUSE WE CAN GO IN AND CHECK AT THIS POINT IN TIME OF ALL THE CURRENT BUS DRIVERS IN THIS EXAMPLE, BACKGROUND CHECKS COMPLETED, DRIVING RECORDS COMPLETED, YES. WE GIVE IT MORE TIME TO MAKE SURE THAT OVER THE NEXT SIX MONTHS AS THEY HIRE NEW BUS DRIVERS, ARE WE DOING -- ARE WE CONTINUING THAT PROCESS, AND IS IT ACTUALLY EFFECTIVE.
SO THAT'S JUST A MATTER OF TIME. IT'S A HURRY UP AND WAIT TIME. WE'VE GOT TO GIVE -- WE DON'T HAVE TO, BUT WE DO GIVE IT SIX MONTHS OR SO TO MAKE SURE THAT THEIR FIX STUCK AND THAT THEY
CONTINUE THAT PROCESS. >> COURAGE: SO NO DRIVER WOULD HAVE GOTTEN BEHIND THE WHEEL WITHOUT HAVING ALL OF THEIR BACKGROUND CHECK, THEIR QUALIFICATIONS CHECKED, THEIR REFERENCES CHECKED, ET CETERA.
>> BARTHOLD: THAT'S WHAT WE VERIFY. SO AT THE POINT IN TIME, AT THE AUDIT, YES, I CAN SAY THAT THOSE DRIVERS IN PLACE RIGHT NOW, THAT IS CORRECT. AS NEW DRIVERS GET HIRED, WE WANT TO LET THAT PROCESS WORK SO WE CAN GO BACK AND MAKE SURE THAT THOSE NEW DRIVERS, SAME
THING, EVERYTHING'S BEEN VERIFIED. >> COURAGE: OKAY.
THAT'S IT. >> VIAGRAN: THIS ITEM WAS FOR BRIEFING ONLY.
>> BARTHOLD: YES, MA'AM. >> VIAGRAN: I BELIEVE THAT BRINGS US TO THE END OF THE MEETING. THE TIME IS NOW UDIT
COMMITTEE MEETING IS ADJOURNED. >> COURAGE: THANK YOU,
[00:30:04]
CHAIR.* This transcript was compiled from uncorrected Closed Captioning.