Oct 15, 2019 Audit and Accountability Committee on 2019-10-15 10:00 AM

IT'S BEEN MOVED AND SECONDED TO APPROVE THE MINUTES FROM SEPTEMBER 17TH.

ALL IN FAVOR SAY AYE.

ANY OPPOSED? SAME SIGN.

MOTION IS PASSED.

TODAY WE HAVE, UH, FOUR ITEMS ON A CONSENT AGENDA, AND THEN WE HAVE FOUR OTHER ADDITIONAL ITEMS AND SOME POSSIBLE ITEMS FOR EXECUTIVE SESSION TODAY.

UH, I DO KNOW THERE ARE SOME PEOPLE WHO WERE HERE TO SPEAK UNDER CITIZENS TO BE HEARD.

UH, DO WE HAVE SOME PEOPLE WHO HAVE SIGNED IN FOR THAT? NO, WE DON'T.

UH, I UNDERSTOOD THERE WAS, AND MAYBE THEY DIDN'T KNOW WHO TO TALK WITH.

WAS THERE A PARTICULAR ITEM THAT YOU WANTED TO TALK ABOUT OR WAS IT IN GENERAL TO THE COMMITTEE? UH, GENERAL TO THE COMMITTEE.

THEN BEFORE WE GO AHEAD AND, UH, GO TO ANY OF OUR ITEMS, UH, I'LL WELCOME YOU TO COME UP AND TALK AND YOU HAVE THREE MINUTES.

[Additional Item]

YOU CAN GO TO THE FRONT, PLEASE, AND THERE'S A MICROPHONE UP THERE.

AND PLEASE TURN IT ON AS A BUTTON YOU CAN PUSH.

GOOD MORNING COUNT COUNCIL COMMITTEE.

SO NICE TO BE WITH YOU THIS MORNING.

UH, MY NAME IS STAN MITCHELL.

I AM THE NUMBERS GUY REPRESENTING, UH, THE, UH, VISTA RIDGE RESOLUTION COALITION.

AND I WANNA REPORT ON A VERY PRODUCTIVE MEETING WITH, UH, CHAIRMAN, UH, COURAGE LAST SATURDAY.

AND ON THE BASIS OF THAT, WE HAVE CONTRIVED TO SUPPORT THE SHARED MISSION THAT WE ENJOY.

UH, WE'RE A LITTLE BIT ILL PREPARED YET BECAUSE WE DON'T QUITE UNDERSTAND ALL OF THE GROUND RULES AND WE WANNA MAKE AN EDUCATED APPROACH.

SO, MAY I ASK FIRST WE FIND AT THE CITY WEBSITE GOOD INFORMATION ABOUT YOUR OBJECTIVES AND PROCEDURES, BUT IS THERE SOMETHING ELSE THAT WE SHOULD BE READING SO THAT WE KNOW HOW TO JOIN YOU IN THE PURSUIT OF YOUR ENDS? IS THERE A WELCOME TO THE COMMISSION, MR. MITCHELL? THIS IS CITIZENS TO BE HEARD AND SO WE DON'T HAVE AN INTERACTION HERE.

I'M SURE THE STAFF WILL MAKE NOTE OF THAT QUESTION AND MAYBE VISITING WITH YOU AFTERWARDS.

WONDERFUL.

IS THERE A PARTICULAR POINT YOU WOULD LIKE TO BRING UP RELATIVE TO THIS COMMITTEE? YES, I'D LIKE TO SHARE WITH THE COMMITTEE THE FIVE MEMBERS, INCLUDING THE TWO CITIZEN MEMBERS, A PRODUCT OF THE, UM, UH, INTERVIEW WE HAD WITH THE COUNCILMAN.

I THINK IT'S IMPORTANT THAT YOU HAVE THE SAME BACKGROUND THAT WE HAVE SHARED.

SO THAT'S ALL I HAVE TO OFFER AT THIS POINT.

SO, UH, WE NOW MOVE ON TO, UH, THE PRES SOLICITATION HIGH PROFILE ITEMS. UH, WE HAVE TWO OF THOSE ON CONSENT, AND THEN WE HAVE, UH, FINAL AUDIT REPORTS, TWO OF THOSE ON CONSENT.

THANK YOU VERY MUCH MR. MITCHELL.

ALRIGHT,

[CONSENT AGENDA]

ARE THERE ANY, UH, ITEMS ON CONSENT THAT ANY OF THE COMMITTEE MEMBERS WOULD LIKE TO, UH, PULL TO DISCUSS INDIVIDUALLY? OKAY, HEARING NONE, THEN I WOULD ENTERTAIN A MOTION TO APPROVE THE FOUR ITEMS, ITEMS 2, 3, 4, AND FIVE ON THE CONSENT AGENDA.

IS THERE A MOTION? SECOND.

A MOTION'S BEEN MADE IN SEGMENTED TO APPROVE THE CONSENT AGENDA ITEMS 2, 3, 4, AND FIVE.

ALL IN FAVOR, SAY AYE.

ALL OPPOSED? SAME SIGN.

THE MOTIONS PASSED.

CONSENT AGENDA HAS BEEN APPROVED.

[00:05:01]

ITEM NUMBER SIX, RECORD MANAGEMENT SYSTEM WITH A SAN ANTONIO POLICE DEPARTMENT.

WE HAVE ITEMS FOR INDIVIDUAL CONSIDERATION.

ITEM 6, 7, 8, AND NINE.

SIX AND SEVEN ARE POST SOLICITATION, HIGH PROFILE BRIEFINGS.

AND SO

[6. Record Management System for the San Antonio Police Department [María Villagómez, Deputy City Manager; William P. McManus, Chief of Police]]

SO WE'RE PREPARED FOR THAT.

UH, CHIEF WILL YOU BE DOING THAT, GIVING US THAT REPORT? I WILL BE DOING THE INTRO AND CAPTAIN FOX AND KEVIN WILL BE FOLLOWING UP ON THAT.

UH, KEVIN PRI, KEVIN PRIMARILY WITH, UH, QUESTIONS.

SO THE, THE PROJECT OVERVIEW IS, IS SIMPLY A REPLACEMENT SYSTEM FOR OUR R FOR OUR R M S SYSTEM OR RECORDS MANAGEMENT SYSTEM.

UH, THIS RECORDS MANAGEMENT SYSTEM WILL BE WEB BASED, UH, UNLIKE OUR CURRENT ONE, UH, AND IT WILL BE COMPLIANT, IT WILL BE BRS COMPLIANT NATIONAL INCIDENT BASED REPORTING SYSTEM COMPLIANT BY NOVEMBER, 2020, WHICH IS OUR DEADLINE TO GET THAT, UH, GET THAT ONLINE.

THE NEW, UH, THE NEW WEB-BASED R M S WILL EXPEDITE, UH, REPORT WRITING FOR OUR POLICE OFFICERS.

IT WILL LESSEN THE TIME, MINUTE, UH, THE TIME IT TAKES TO DO A REPORT BY ABOUT 50%.

UM, CURRENTLY REPORTS ARE ESTIMATED TAKE ABOUT ABOUT 38 MINUTES.

AND THE, UH, THE NEW, UNDER THE NEW R M S SYSTEM, IT WOULD BE PROBABLY SOMEWHERE AROUND 15 MINUTES-ISH.

AND THEN THE, UH, REPLACEMENT SYSTEM WILL ALLOW US TO SHARE INFORMATION WITH, UH, OTHER AGENCIES, UH, OUTSIDE THE POLICE DEPARTMENT, PRIMARILY THE, UH, THE DA'S OFFICE AND THE SHERIFF'S OFFICE.

KAREN.

AM I SUPPOSED TO BE MOVING THOSE SLIDES? OH, I'M SUPPOSED TO BE SORRY.

MM-HMM.

SO THERE WERE SEVEN VENDORS OR FIRMS WHO RESPONDED TO THE SOLICITATION, AND ONE OF THOSE VENDORS SUBMITTED TWO OPTIONS.

AND IF YOU LOOK AT THE, THE INITIAL MATRIX AND THE FINAL MATRIX, THE INIT INITIAL MATRIX SHOWS RESPONSES FROM SEVEN FIRMS REPRESENTING EIGHT TOTAL SOLUTIONS.

THE RANKING AT THE BOTTOM OF THE INITIAL MATRIX WAS USED TO IDENTIFY AND SORT THE FIRMS BY THEIR RESPECTIVE RANKING.

THE HIGHEST RANKED FIRM BECAME FIRM NUMBER ONE AND THEN SO ON.

AND THEN THE IDENTIFIER FROM THE INITIAL MATRIX WAS CARRIED OVER TO THE FINAL SHORTLISTED MATRIX FOR CONSISTENCY IN IDENTIFYING THE ANONYMIZED FIRMS. THE FINAL RANK RANKING IS REPRESENTED AT THE BOTTOM OF THE FINAL MATRIX.

IF, IF THAT MAKES PERFECT SENSE.

SO ON THE LAST, THE LAST SLIDE THERE, YOU SEE THAT THE NUMBER OF THE VENDORS WHO WERE NOTIFIED OF THE SOLICITATION WERE 91.

AND AS I MENTIONED, SEVEN SUBMITTED TO THE SOLICITATION.

UH, AND, UH, SEVEN RESPONDED WITH ONE OF THE VENDORS SUBMITTING TWO OPTIONS.

UH, ONE OF THE PROPOSALS WAS, UM, INCOMPLETE AND DEEMED NON-RESPONSIVE.

AND THAT'S PRETTY MUCH THE PRESENTATION.

I THINK WE'RE OPEN FOR QUESTIONS.

CERTAINLY.

UH, LET ME BEGIN AND, AND MAKE SURE I INTERPRET THIS CORRECTLY.

UH, THE ORIGINAL, UH, EVALUATION, UH, YOU NAMED THE COMPANY THAT SCORED HIGHEST AS FIRM NUMBER ONE, AND THE COMPANY THAT SCORED NEXT HIGHEST IS TWO AND THREE AND FOUR, ET CETERA.

AND THEN YOU HAD A SECOND ROUND OF EVALUATIONS.

DID THAT INCLUDE, UH, VISITS ONE-ON-ONE OR WITH, WITH REPRESENTATIVES OF THE COMPANY AND STAFF? WAS IT THE SAME EVALUATION TEAM THE SECOND TIME AS THE FIRST TIME, OR DID THAT EVALUATION TEAM CHANGE? NO, IT WAS THE SAME EXACT TEAM.

THE SCORING TEAM REMAINED THE SAME AND THE TECHNICAL COMMITTEE REMAINED THE SAME.

AND SO I GUESS AFTER THE SECOND VISIT AND ASKING MORE IN-DEPTH QUESTIONS AND GETTING ADDITIONAL FEEDBACK, YOU REEVALUATED ALL OF THESE SCORES AND AS IT TURNS OUT, THE FIRM THAT HAD THE ORIGINAL THIRD HIGHEST SCORE WAS DEEMED TO HAVE THE HIGHEST SCORE AFTER THAT REEVALUATION.

YES, SIR.

THAT'S CORRECT.

AND I PRESUME THAT THAT IS, UH, THE COMPANY THAT YOU'RE GOING TO RECOMMEND? YES, SIR.

THAT IS CORRECT.

SO FIRM NUMBER THREE WITH THE HIGHEST SCORE OF 70.46 IS THE ONE YOU'RE RECOMMENDING FOR THE CONTRACT? YES, SIR.

THAT IS CORRECT.

THOSE ARE ALL THE QUESTIONS I HAVE.

I'LL OPEN IT UP TO ANY OTHER COMMITTEE MEMBER.

DOES ANYBODY ELSE HAVE ANY QUESTIONS? NO.

THAN JUST FROM PAPERWORK.

I WILL SAY I APPRECIATE THE CLARITY THAT YOU BROUGHT, UH, SHOWING THE FIRST EVALUATION AND THE SECOND EVALUATION.

AND I, I UNDERSTAND, I THINK THE COMMITTEE MEMBERS DO, SOMETIMES YOU LEARN A LOT MORE IN THOSE INDIVIDUAL FACE-TO-FACE CONVERSATIONS

[00:10:01]

YES, SIR.

AND, UH, SO WE'RE GONNA RELY ON, ON YOUR, YOUR SKILLS, YOUR TALENTS, YOUR NEEDS TO GO AHEAD AND HELP US, UH, GET THROUGH THIS.

SO AT THIS POINT IN TIME, THEN, UH, I HEAR NO QUESTIONS FROM ANYONE, AND WE'D BE OPEN FOR A MOTION TO, UH, RECOMMEND THIS FOR APPROVAL TO THE CITY COUNCIL.

IS THAT CORRECT? UH, CHAIRMAN, THAT'S CORRECT.

AND I DID WANNA NOTE THAT, UM, THE STAFF IS RECOMMENDING FIRM ONE AND THEY ARE IN ACTIVE NEGOTIATIONS WITH THAT FIRM, BUT THOSE NEGOTIATIONS ARE NOT COMPLETE.

SO I JUST WANTED TO NOTE THAT YOU MEAN FIRM THREE? WELL, FIRM THREE, SORRY, THE HIGHEST RATE FIRM.

UH, THEN YES, YOU DO HAVE A QUESTION.

YES, GO AHEAD.

SORRY, TERRY, I JUST, UM, THOUGHT OF A QUESTION, AND THIS MIGHT BE A QUESTION FOR CHIEF.

WHEN YOU ALL ARE, UM, EVALUATING WHATEVER SYSTEMS DO YOU ALL HAVE, I GUESS, WHO'S ON YOUR EVALUATION TEAM? I'M HOPING THAT THERE'S LIKE A FRONTLINE POLICE OFFICER THAT'S GONNA BE USING THIS SYSTEM AND OKAY.

YEAH, WE USUALLY DO SEE MORE ABOUT WHO IS INVOLVED IN THE EVALUATION AND THE REPORTS, BUT, UH, YOU'VE ANSWERED THE QUESTION FOR US.

SO, UH, WE'RE OPEN FOR A MOTION, UH, TO RECOMMEND THIS TO THE CITY COUNCIL FOR THEIR FINAL ACTION.

MOTION'S BEEN MADE.

IS THERE A SECOND? SECOND.

IT'S BEEN MADE AND SECONDED.

ALL THOSE IN FAVOR SAY AYE.

ANYONE APPROVE? ANYONE OPPOSED, SAY AYE.

IT IS APPROVED.

THANK YOU VERY MUCH.

OKAY, THAT'S ITEM SIX.

[7. SA Tomorrow Sub-Area Planning Services - Phases 3, 4, and 5 [Lori Houston, Assistant City Manager; Rudy Niño, Jr., Assistant Director, Planning Department]]

ITEM SEVEN.

UH, THE SA TOMORROW SUB AREA PLANNING SERVICES FOR PHASES THREE, FOUR, AND FIVE.

AND, UH, RUDY, WILL YOU BE DOING THAT PRESENTATION FOR US? YES, SIR.

THANK YOU VERY MUCH.

UH, GOOD MORNING, MR. CHAIRMAN AND, AND MEMBERS OF THE COMMITTEE.

THE NEXT ITEM IS THE POST ELICITATION BRIEFING FOR THE ESSAY TOMORROW COMPREHENSIVE PLANNING PROGRAM.

UH, THE PLANNING DEPARTMENT RELEASED AN R F Q TO IMPLEMENT PHASES THREE, FOUR, AND FIVE OF THE SA TOMORROW PLANNING PROGRAM.

UH, ON THE SCREEN YOU CAN SEE ALL THE RELATED WORK AND DELIVERABLES, UM, ALL OF WHICH SUPPORT THE COMMUNITY-BASED WORK THAT WOULD CULMINATE IN A FUTURE CITYWIDE LAND USE MAP.

THE ESTIMATED VALUE OF THE OVERALL CONTRACT IS APPROXIMATELY 3.77 MILLION.

UH, THE EVALUATION COMMITTEE MET ON SEPTEMBER THE 26TH, UH, AND BY CONSENSUS RECOMMENDED AWARDING THE CONTRACT TO THE RESPONDENT.

UH, THIS ITEM IS TENTATIVELY SCHEDULED FOR COUNCIL CONSIDERATION ON DECEMBER THE FIFTH.

ON THIS SCREEN, YOU CAN SEE THE DUE DILIGENCE TO INCLUDE, UH, THE RELATED PROACTIVE OUTREACH TO 65 VENDORS, A PRE-SUBMIT MEETING WITH 10 ATTENDEES AND THE RESULTING TWO RESPONSES.

IT SHOULD BE NOTED THAT ONE SUBMITTAL WAS DEEMED NON-RESPONSIVE DUE TO THEIR INABILITY TO PROVIDE THE NECESSARY DOCUMENTATION SHOWING THAT THEY MEET THE 16% SUBCONTRACTING REQUIREMENT.

IN BRIEF.

I'LL NOW COVER THE NEXT THREE PHASES OF SUB AREA PLANNING.

UH, BEGINNING IN EARLY 2020, THE PLANNING DEPARTMENT WILL BEGIN FORMAL WORK WITH COMMUNITIES IN THE AREAS ON THE SCREEN.

THIS WILL INCLUDE MEETING THE COUNCIL'S DIRECTION TO INITIATE ALL REGIONAL CENTER PLANS WITHIN THE FIRST THREE PHASES.

IN THIS THIRD PHASE, THE PLANNING DEPARTMENT WILL BE WORKING WITH COMMUNITIES IN THE STONE OAK ROLLING OAKS GREATER AIRPORT, AND FORT SAM HOUSTON AREA REGIONAL CENTERS.

PHASE FOUR INCLUDES THE AREAS IN THE DARKER ORANGE IN THE SCREEN AND FOCUSES ON, ON THOSE AREAS, UH, TO THE IMMEDIATE NORTHEAST AND NORTHWEST OF THE CENTRAL CITY.

UH, THIS PHASE WILL ALSO INCLUDE THE SOUTHWEST COMMUNITY PLAN AREA.

UH, AND WITHIN THE FIFTH PHASE, UH, WE WOULD ALSO BE INCLUDING THE MOST NORTHERN, SOUTHERN AND WESTERN COMMUNITY PLANS, AS YOU SEE ON THE SCREEN.

AGAIN, THIS ITEM IS SCHEDULED FOR COUNCIL CONSIDERATION ON DECEMBER THE FIFTH.

AND THIS CONCLUDES MY PRESENTATION, MR. CHAIRMAN.

UH, I'M HAPPY TO TAKE ANY QUESTIONS THAT THE COMMITTEE MAY HAVE.

SO THANK YOU.

JUST TO CLARIFY, IN MY OWN MIND, WE DID HAVE TWO, UM, TWO COMPANIES THAT PRESENTED, BUT ONE WAS DEEMED UNRESPONSIVE OR NON-RESPONSIVE, AND SO THERE WAS REALLY ONLY ONE RESPONSIVE, UH, APPLICANT.

THAT'D BE CORRECT.

CHAIRMAN.

AND I PRESUME THAT APPLICANT'S THE SAME ONE WHO'S BEEN DOING THE, UH, WORK PREVI, WELL, I GUESS , IT'S PRETTY OBVIOUS THAT, UH, WHEN YOU'VE GOT ONE COMPANY THAT'S BEEN DOING ALL THE WORK TO BEGIN WITH, IT'S AWFUL HARD TO COMPETE AGAINST THEM.

BUT I SUPPOSE I SHOULDN'T BE JUST OPEN TO COMMENTS LIKE

[00:15:01]

THAT.

UH, I'LL OPEN IT UP TO ANY OTHER QUESTIONS BY ANY OTHER COUNCIL MEMBERS OR ANY OTHER COMMITTEE MEMBERS.

EXCUSE ME.

ARE THERE ANY QUESTIONS? OKAY.

UH, HEARING NONE, UH, AGAIN, WE'LL ENTERTAIN A MOTION.

UH OH, THERE IS A QUESTION.

UH, RUDY, UH, SO I GUESS THE, THE ONE QUESTION I HAVE, IT HAS TO DO WITH, UH, MAYBE WHAT WE CAN LEARN FROM THIS IS AS, UH, AS THE COMMENTS WERE MADE BY, UH, COUNCIL MEMBER COURAGE, UM, YOU, I SEE HERE WE HAVE, YOU KNOW, SEVEN AT THE PRE-SUBMIT CONFERENCE AND TWO RESPONSES RECEIVED.

ONE, UH, UNRESPONSIVE.

YOU KNOW, WHAT, WHAT CAN WE LEARN FROM THIS? UM, OBVIOUSLY WE WANT TO, WE WANNA MAKE SURE THAT WE'RE GIVING PEOPLE AS MANY OPPORTUNITIES AS POSSIBLE.

WAS THERE, WAS THERE ANY KIND OF, UM, UM, MAYBE A CALLBACK OR A, A QUESTION AS TO WHY THEY WERE UNRESPONSIVE? UM, I WOULD HAVE TO DEFER TO THE FINANCE DEPARTMENT ON A QUESTION LIKE THAT.

UM, I WOULD, UM, OFFER TO THE, TO THE COMMITTEE THAT WE DID, IN FACT, UM, MAKE A MORE, A MORE PROACTIVE EFFORT TO TRY TO REACH OUT TO THE CONSULTANT COMMUNITY.

UM, IN THIS CASE, WE WERE ABLE TO REACH OUT TO 65 VENDORS, WHICH IS FAR MORE THAN WHAT WE WERE ABLE TO MAKE DIRECT CONTACT WITH INITIALLY.

UM, HAVING SAID THAT, I'LL, I'LL DEFER TO THE FINANCE.

GOOD MORNING, EVERYONE.

UH, MY NAME IS EUGENE AL.

I'M THE INTERIM ASSISTANT DIRECTOR FOR SMALL BUSINESS OFFICE.

I'M HERE TO RESPOND REGARDING THE NON-RESPONSIVENESS OF THE FIRM.

TWO.

UM, AFTER THE PROPOSALS ARE SUBMITTED, WE EVALUATE THEM BASED ON THE SUBCONTRACTORS THEY HAVE LISTED.

AND ONCE WE EVALUATED WITH THEM AND FOUND THEM TO BE NON-RESPONSIVE, WE DID CORRESPOND WITH THEM AND LET THEM KNOW WHERE THE GAPS WERE.

WELL, I THINK I'M, I'M, WHAT I'M, WHAT I'M INTERESTED IN IS ACTUALLY, UH, FROM, FROM THE PRE-SUBMIT CONFERENCE, YOU SHOW SEVEN PEOPLE SHOWED UP SEVEN GROUPS, RIGHT? YES.

SO FROM SEVEN TO TWO TO ONE.

I, I, I'M, I'M JUST, I, I'D LIKE TO LEARN FROM THAT.

I'D LIKE TO GET A BETTER UNDERSTANDING OF, YOU KNOW, YOU HAD, AS YOU POINTED OUT, YOU HAD 65 VENDORS NOTIFIED, SEVEN SHOWED UP, WHICH IS A GOOD NUMBER.

UH, BUT FOR, FOR IT TO DROP OFF TO ONLY TWO RESPONSES AND REALLY, ULTIMATELY JUST THE ONE, UH, I GUESS I'D LIKE FOR US TO, TO LOOK INTO, UH, ASKING THOSE SEVEN VENDORS WHY THEY DIDN'T SUBMIT.

WHAT, WHAT, WHAT IS IT THAT THE CITY COULD HAVE DONE BETTER, UH, OR WHAT DID THEY SEE AS, AS, UH, YOU KNOW, UH, A BARRIER POTENTIALLY, BUT I'D LIKE TO LEARN FROM THIS.

IT JUST SEEMS LIKE THAT THAT'S A PRETTY SIGNIFICANT DROP OFF, ESPECIALLY IF WE'RE ONLY TALKING ABOUT ONE RESPONDENT, UH, IN THIS.

AND, AND, AND BACK TO MY COLLEAGUE'S POINT IS THAT, UH, YOU KNOW, WE WANNA MAKE SURE THAT WE'RE OPENING THESE UP IN A WAY THAT THEY'RE, THEY'RE AS INCLUSIVE AS THEY CAN BE.

SO MAYBE THERE'S SOMETHING WE CAN LEARN AND MAYBE NOT, BUT, AND I'D LIKE FOR YOU TO ASK THAT QUESTION IF POSSIBLE, AND, AND, UH, REPORT BACK TO THIS COMMITTEE.

WE CAN DEFINITELY DO THAT.

AND COUNCILMAN, I CAN PRAY OUT A LITTLE BIT OF CLARITY.

WE'LL CERTAINLY GO BACK AND LOOK AT THE, UM, THE VENDORS OR THE, UM, THAT ATTENDED THE PRE-SUBMIT CONFERENCE.

TYPICALLY, WHAT WE SEE AT THESE PRE, PRE-SUBMIT CONFERENCES ARE NOT ONLY THE PRIMES THAT ARE GONNA BE SUBMITTING, BUT WE ALSO SEE SUBCONTRACTORS, UM, THAT ARE, THAT ARE LOOKING FOR PARTNERS AS A PRIME TO MEET THE, UH, SUBCONTRACTING PERCENTAGE.

SO, ALTHOUGH WE MAY HAVE SEVEN, A LOT OF THOSE MAY BE, UH, LOOKING AS A SUBCONTRACTOR LOOKING TO PAIR UP WITH A PRIME.

SO THAT MAY BE ONE OF THE REASONS WHY YOU SAW A REDUCTION AS FAR AS A SUBMISSION.

BUT WE'LL CERTAINLY GO BACK AND LOOK AT THAT.

WELL, LET, LET'S, LET'S, LET'S ANSWER THAT QUESTION, UM, IF THAT'S THE CASE.

AND THEN OF COURSE, UH, YOU KNOW, OUR HOPE IS THAT WE CAN ACTUALLY OFFER THOSE OPPORTUNITIES AS MUCH AS POSSIBLE TO AS MANY, AS MANY PEOPLE AS POSSIBLE.

AND, UH, HOPE TO GET THAT INSIGHT FROM THEM.

THANK YOU, CHAIR.

ANY OTHER QUESTIONS? ANY OTHER QUESTIONS OR COMMENTS? OKAY.

HEARING NONE, WE WOULD ENTERTAIN A MOTION THEN TO RECOMMEND THIS TO THE CITY COUNCIL FOR THEIR APPROVAL.

DO WE HAVE A MOTION? OKAY.

MOTION'S BEEN MADE.

SECOND.

AND SECONDED.

ALL THOSE IN FAVOR SAY AYE.

A AYE.

ANY OPPOSED? SAME SIGN.

MOTION'S BEEN APPROVED.

AUDIT PLAN AUDITS ARE ALSO BELOW THE 2020 FISCAL YEAR PLAN.

[8. FY 2020 Annual Audit Plan Status as of October 1, 2019 [Kevin Barthold, City Auditor, Office of the City Auditor]]

UH, ITEM NUMBER EIGHT, AND THIS IS AN UPDATE IN THE STATUS OF OUR ANNUAL AUDIT PLAN.

AND WE'LL BE HEARING FROM KEVIN.

YES, SIR.

AND, UH, IN YOUR PACKET IS THE GANTT CHART AND, UH, THE AUDIT PLAN FOR THE 2020 FISCAL YEAR.

IT WAS APPROVED BY THIS COMMITTEE BACK IN AUGUST, THEN APPROVED BY THE FULL CITY COUNCIL IN SEPTEMBER.

AND SO NOW WE'VE TAKEN THOSE AUDITS THAT WERE APPROVED.

AND BASICALLY THIS IS JUST OUR PLAN OF HOW WE WILL EXECUTE A TIMELINE OF THE PLAN.

SO IN THIS SCANT CHART, IT'S, UM, INCLUDES FIRST, UH, THE FISCAL YEAR, 2020 AUDITS THAT ARE IN THE PLAN.

AND JUST AGAIN, UH, PUT 'EM OUT ON THE CALENDAR HOW WE, UH, PLAN TO EXECUTE.

THEN ALSO THE 2019

[00:20:01]

THEN IT GOES TO 2019.

AND THOSE ARE THE AUDITS THAT WE'RE STILL WRAPPING UP.

UH, YOU KNOW, OUR, OUR AUDITS JUST DON'T END AT THE FISCAL YEAR.

THERE'S ALWAYS THAT CARRYOVER THROUGH THE YEARS.

OUR GOAL IS TO HAVE MOST OF THE 2019 AUDITS BY DONE BY THE END OF THIS FISCAL YEAR.

THERE ARE SOME THAT WILL GO INTO JANUARY, MAYBE FEBRUARY, AND THAT'S INDICATED ON THIS, ON THIS SCAN CHART.

UM, ONE THING THAT, UH, YOU KNOW, THIS IS OUR GAN CHART.

WE PUT IT TOGETHER THE PLAN THAT, THE LINES THAT YOU SEE HERE THAT WILL NOT CHANGE THROUGHOUT THE YEAR AS WE START DOING THE AUDITS.

WE'LL THEN HAVE THE SECOND BAR OF THE ACTUALS.

UH, YOU'LL NOTICE, AND AS WE DID LAST YEAR, SOME OF THEM THINGS HAPPEN.

WE DON'T HIT THE EXACT TIMELINE.

UH, THINGS COME UP WITH THE DEPARTMENT, THINGS COME UP WITH OUR STAFFING, WHATEVER.

BUT AGAIN, WE'RE GONNA KEEP THIS AS OUR, AS OUR STANDARD OF WHAT WE'RE SHOOTING FOR.

UH, IF A, IF AN AUDIT GETS DELAYED, HOPEFULLY THERE'S ANOTHER ONE THAT GOT BUMPED UP A BIT.

UH, BUT AGAIN, THIS IS JUST FOR THE COMMITTEE TO SEE.

UH, OUR PLANNING WILL GO FORTH AND WE HAVE BEGUN SOME OF THESE AUDITS ALREADY, UH, AS WE'VE BEGUN THE FISCAL YEAR.

SO IT'S JUST AN INFORMATION BRIEFING.

ANY QUESTIONS? UH, ARE THERE, UH, HOW MANY ARE UN INCOMPLETE FROM THIS, THE PAST FISCAL YEAR, APPROXIMATELY 15, 15 OUT OF HOW MANY TOTAL? UH, WELL, JUST, WE ISSUE 38 REPORTS THIS PAST YEAR.

THE AUDIT PLAN, UH, LAST YEAR HAD ABOUT 40 OR SO ON IT.

AND I WILL SAY OF THOSE 15, AND I'M, THAT'S, IT COULD BE PLUS OR MINUS 15, YOU KNOW, MOST OF THOSE ARE IN THAT, IN THE FINAL STAGES WHERE THEY'RE WRITING THE REPORT OR WAITING ON MANAGEMENT RESPONSES, UH, TO THE FINDINGS THAT WE MAY HAVE HAD.

SO, YOU KNOW, DOES ANY OF THIS HAVE, UH, BASED ON YOU NOT HAVING ENOUGH STAFF? OR IS IT OTHER OBSTACLES IN THE WAY? NO, IT'S, IT'S, IT'S NOT BASED ON NOT HAVING ENOUGH STAFF.

WE PLAN, EVEN IF YOU NOTICE THE 2020 AUDITS, SOME OF THESE ARE GONNA GO INTO FISCAL YEAR 2021.

SO WE DON'T PLAN THAT THEY'RE ALL GONNA BE FINISHED AT YEAR END.

UM, IT'S JUST, THEY JUST TAKE MORE TIME FOR THINGS WE WEREN'T ANTICIPATING.

AND EVEN, YOU KNOW, WE'RE TRYING TO ESTIMATE AN AUDIT THAT WE'RE GONNA BE DOING NEXT JUNE MM-HMM.

, UH, AND WE TAKE SOME, JUST SOME STANDARDS.

THE PLANNING PHASE IS GONNA TAKE UP ABOUT 40% THE REPORTING, OR THE FIELD WORK'S GONNA TAKE UP ABOUT 40%, AND THEN 10% AND 10% FOR REPORTING AND MANAGEMENT RESPONSES.

YOU KNOW, THAT'S JUST THE STANDARD.

NOT ALL AUDITS ARE THE SAME.

UH, WE MAY GET INTO ONE.

IT JUST, IT TAKES LONGER TO WRITE THE REPORT BECAUSE OF IT'S A COMPLEX AUDIT.

UH, THINGS HAPPEN.

AND SO WE JUST, YOU KNOW, THIS IS A, A, A LINE IN THE SAND IF HERE'S WHAT WE'RE GONNA TRY TO DO.

ANY OTHER QUESTIONS FROM ANY COMMITTEE MEMBERS? YES, COUNCILMAN.

THANK YOU, CHAIR.

UH, KEVIN, JUST A QUICK QUESTION ON YOUR BUDGETED HOURS.

I KNOW SOME OF THEM ARE UP TO 750.

IS THERE LIKE A TEAM THAT WORKS ON IT? IS THERE ONE PERSON THAT'S WORKING ON THESE AUDITS? UH, UH, ALMOST EVERY AUDIT THERE'S A TEAM.

IT'LL BE TWO TO THREE STAFF MEMBERS AND THEN A MANAGER OVERSEEING THAT AUDIT.

GREAT.

UH, VERY FEW HAVE JUST ONE PERSON.

AND THOSE ARE GONNA BE THE SMALL ONES.

I HAD NEVER ASKED ABOUT THE PROCESS, SO I WAS WONDERING, AND I LOVE YOUR GANTER, AND BELIEVE IT OR NOT, I'M REALLY EXCITED ABOUT THE AUDITS THAT YOU HAVE PROPOSED, UM, THAT ARE COMING UP.

BUT THAT'S IT.

THANK YOU, CHAIR.

ANY OTHER QUESTIONS? HEARING NONE, UH, THIS IS BASICALLY A BRIEFING FOR US, SO NO ACTION IS REQUIRED.

NOW WE'LL GO ON TO ITEM NUMBER NINE, WHICH IS, UH, A RISK MANAGEMENT LIABILITY CLAIMS MANAGEMENT REPORT.

THANK YOU VERY MUCH, KEVIN.

[9. AU18-016 Audit of Risk Management Liability Claims Management]

AND SO, AGAIN, KEVIN, WILL YOU BE HANDLING THIS? YES, SIR.

AND, UM, WE PERFORMED AN AUDIT OF THE, UH, RISK MANAGEMENT FUNCTION, SPECIFICALLY THE LIABILITY CLAIMS MANAGEMENT.

AND THIS PROCESS IS, AGAIN, IF THERE'S, UH, AND GENERALLY SPEAKING, ACCIDENTS INVOLVING CITY VEHICLES, UH, BE IT SOLID WASTE TRUCK, UH, PARKS AND REC, UH, THAT CAUSES PROPERTY DAMAGE OR, UH, POSSIBLY BODILY INJURY.

WELL, THEN WE HAVE A, A CLAIMS PROCESS WHERE THAT INDIVIDUAL CAN FILE A CLAIM WITH THE CITY THAT GOES THROUGH THE RISK MANAGEMENT PROCESS.

SO WE DID AN AUDITED DETERMINE IF THAT PROCESS WAS EFFECTIVE, UH, AND WORKING PER POLICIES PER RULES.

AND IN SOME CASES, THERE'S A FEW STATE, UH, GUIDELINES THAT COVER, UM, COVER THIS PROCESS.

AND WE'RE LOOKING AT THE FISCAL YEAR 2018 CLAIMS PROCESS.

AND BASICALLY, UH, IN OUR CONCLUSIONS, WE DETERMINED THAT THEY ARE PROVIDING, UH, THE IN-HOUSE LIABILITY CLAIMS PROCESS IS BEING MANAGED IN ACCORDANCE WITH, UH, THE INTERNAL POLICY STATE STATUTES.

UH, THOSE POLICIES ARE CONSISTENT WITH THE STATE STATUTES AND BEST, UH, PRACTICES.

ANOTHER BIG PART OF THE CLAIMS PROCESS IS ESTABLISHING ADEQUATE RESERVES.

UH, JUST AS SOON AS WE KNOW WHAT A CLAIM POTENTIAL MAY BE, THAT WE HAVE RESERVES SET ASIDE AND THOSE RESERVES ARE BEING SET, UH, APPROPRIATELY IN TERMS OF AMOUNT AND IN TERMS OF TIMELINESS.

AND THEN THEY ALSO HAVE, UH, RECONCILIATION PROCESSES AND PERFORMANCE MEASURES.

WE TEST THOSE TO MAKE SURE, UH, THAT THEY ARE ACCURATE.

UH, ONE AREA THAT WE DID IDENTIFY WAS A DOCUMENT PROCESS, UH, TO CONTROL ACCESS TO VOSS, UH, WHICH

[00:25:01]

IS THEIR SYSTEM THAT THEY USE TO MANAGE ALL THESE CLAIMS. AND WE FOUND THAT ACCESS TO THAT SYSTEM, UH, WAS SOMEWHAT EXCESSIVE AND JUST NEEDED TO BE CORRECTED AND, AND PAIRED DOWN TO THOSE WHO ONLY NEED THE ACCESS.

AND THEN ALSO ESTABLISHED A PROCESS TO, UH, REVIEW THAT ACCESS ON A REGULAR BASIS EVERY SIX MONTHS TO 12 MONTHS, UH, TO MAKE SURE THAT IT'S KEPT CURRENT.

AND AGAIN, WE WANNA MAKE SURE THAT PEOPLE HAVE ACCESS, UH, ONLY TO THE EXTENT THAT THEY NEED TO PERFORM THEIR, UH, JOB FUNCTIONS REGARDING THAT RECOMMENDATION.

WE MADE, UH, OUR RISK MANAGEMENT DEVELOPED A ACTION PLAN TO ADDRESS IT, AND THEY'RE HAVE ALREADY WORKED, UH, TO GET THAT TAKEN CARE OF.

UH, THERE WERE SOME OTHER MATTERS THAT WE IDENTIFIED IN THIS AUDIT, AND I THINK WE, YEAH.

UH, CHAIRMAN, THE OTHER MATTERS THAT, UH, THE CITY AUDITOR IS REFERRING TO ARE MATTERS THAT ARE CURRENTLY UNDER INVESTIGATION.

UH, MY SENSE IS THAT ANY QUESTIONS THAT YOU MAY HAVE OR THE COMMITTEE MAY HAVE, WOULD NECESSARILY ENTAIL DISCUSSION OF THOSE, UH, DETAILS THAT ARE UNDER INVESTIGATION.

SO THEREFORE, I RECOMMEND THAT, UH, FOR THE REMAINDER OF THIS, UH, REVIEW, WE GO INTO EXECUTIVE SESSION.

YES, I, I WOULD AGREE.

AND SO, UH, I'M

[Executive Session]

GOING TO GO AHEAD AND CALL AN EXECUTIVE SESSION.

UH, THE TIME IS NOW 10 31, UH, ON TUESDAY, OCTOBER 15TH, THE AUDIT AND ACCOUNTABILITY COUNCIL COMMITTEE WILL NOW MEET IN EXECUTIVE SESSION TO CONSULT WITH CITY ATTORNEY'S OFFICE PURSUANT TO TEXAS GOVERNMENT CODE SECTION 5 5 1 0.071 CONSULT CONSULTATION WITH ATTORNEY AND TO DELIBERATE OR DISCUSS THE FOLLOWING ITEMS, UH, DISCUSS LEGAL ISSUES RELATED TO AUDIT 18 DASH ZERO 16 AUDIT OF RISK MANAGEMENT LIABILITY CLAIMS MANAGEMENT PURSUANT TO TEXAS GOVERNMENT CODE SECTION 5 5 1 0.071 CON CONSULTATION WITH ATTORNEY.

ALSO TO DELIBERATE THE SECURITY AUDIT FOR, UH, AUDIT 18 DASH F ZERO SIX FOLLOW UP AUDIT ON I T S D UNAUTHORIZED SOFTWARE PURSUANT TO TEXAS GOVERNMENT CODE SECTION 5 5 1 0.076 DELIBERATING REGARDING SECURITY DEVICES AND SECURITY.

SO AT THIS TIME, I'LL ASK EVERYBODY, UH, TO LEAVE WHO DOES NOT HAVE, UH, A PURPOSE TO ATTEND THIS, UH, THIS EXECUTIVE SESSION.

OKAY, THANK YOU.

UM, WE'RE GONNA RE, WE ARE RETURNING FROM EXECUTIVE SESSION IN A REGULAR SESSION.

THE TIME IS NOW 1108 ON TUESDAY, OCTOBER 15TH, AND THE AUDIT AND ACCOUNTABILITY COUNCIL COMMITTEE WILL NOW RECONVENE AN OPEN SESSION.

NO OFFICIAL ACTION WAS TAKEN IN EXECUTIVE SESSION AT THIS TIME, UH, THE COUNCIL OR THE COMMITTEE WILL ENTERTAIN A MOTION TO ACCEPT THE AUDIT OF RISK MANAGEMENT LIABILITY CLAIMS. UH, AND I'LL ENTERTAIN A MOTION TO GO AHEAD AND DO THAT.

THE MOTION'S BEEN MADE AND SECONDED.

UH, ANY OTHER QUESTIONS ABOUT, UH, THAT ITEM? ITEM NUMBER 10? HEARING NONE.

ALL IN FAVOR OF ACCEPTING THAT AUDIT REPORT.

SAY AYE.

ANY IN OPPOSITION? SAME SIGN.

UH, NEXT WE ALSO HAD A, UH, BRIEFING ON A FOLLOW UP ON TECHNOLOGY SERVICES DEPARTMENT SECURITY, AND, UH, I WOULD ENTERTAIN A MOTION TO ACCEPT THAT FOLLOW UP AUDIT.

IT'S BEEN MOVED AND SECONDED.

ALL IN FAVOR SAY AYE.

ANY OPPOSED? SAME SIGN.

UH, THE AUDIT IS ACCEPTED.

AND THAT CONCLUDES THE BUSINESS OF THE COUNCIL, UH, THE COMMITTEE TODAY.

SO THANK YOU EVERYBODY FOR YOUR PARTICIPATION AND YOUR SUPPORT AND, UH, WE ARE NOW ADJOURNED.