Sep 02, 2026 Audit and Accountability Committee

[00:00:06]

>> VIAGRAN: THE TIME IS NOW 10:03 A.M. ON SEPTEMBER 2, 2026, AND THE MEETING OF THE AUDIT COMMITTEE IS NOW CALLED TO ORDER.

MADAME CLERK, PLEASE CALL THE ROLL.

[Approval of Minutes  ]

>> CLERK: CHAIR, WE HAVE QUORUM. >> VIAGRAN: GREAT.

SO I WILL BE ALLOWING MEMBER SPEAKERS TWO ROUNDS OF COMMENTS PER ITEM WITH FIVE MINUTES THE FIRST ROUND AND FIVE MINUTES THE SECOND ROUND.

THE FIRST ITEM ON THE AGENDA IS APPROVAL OF THE MINUTES. ARE THERE ANY CORRECTIONS TO THE MINUTES? HEARING NONE, CAN I GET A MOTION AND A SECOND TO APPROVE THE MINUTES? ALL RIGHT. WE'VE GOT A MOTION AND A

SECOND. ALL THOSE IN FAVOR, SAY AYE. >> AYE.

>> VIAGRAN: ALL OPPOSED SAY NO. MOTION CARRIES.

MADAME CLERK, ARE THERE ANY MEMBERS OF THE PUBLIC SIGNED UP TO SPEAK?

[Pre-Solicitation High Profile Briefings  ]

>> CLERK: WE HAVE NO MEMBERS OF THE PUBLIC SIGNED UP TO SPEAK.

>> VIAGRAN: GREAT.

HIGH-PROFILE BRIEFINGS. MADAME CLERK, PLEASE READ THE CAPTION FOR ITEM 2.

>> CLERK: ITEM 2 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE THE INFORMATION TECHNOLOGY SERVICES DEPARTMENT WITH CITYWIDE SECURITY OFFICER SERVICES FOR AN ESTIMATED TOTAL VALUE OF $45 MILLION

FOR THREE YEARS WITH TWO, ONE-YEAR RENEWAL OPTIONS. >> GOOD MORNING, CHAIRPERSON VIAGRAN AND MEMBERS. I'M MARSHALL RAMSEY AND THIS MORNING I'M PRESENTING A PRE-SOLICITATION BRIEFING FOR CITYWIDE SECURITY OFFICER SERVICES .

BEFORE WE BEGIN, I WOULD LIKE TO SHARE I JOINED THE CITY BACK IN MAY EARLIER THIS YEAR AND THIS IS MY FIRST OPPORTUNITY TO BRIEF THE COMMITTEE OR ANY COMMITTEE WITHIN THE CITY. I GREW UP IN AUSTIN, HAVE A LARGE FAMILY IN SOUTH TEXAS, SO MANY TRIPS THROUGH SAN ANTONIO OVER THE YEARS WITH SOME STOPS HERE AND THERE.

HAVE ALWAYS LOVED THE CITY. THE PAST 15 YEARS I SPENT ON THE SOUTHERN COAST OF CALIFORNIA TAKING ADVANTAGE OF SOME OPPORTUNITIES THAT HAVE BROUGHT ME BACK TO TEXAS. IT'S GREAT TO BE HERE IN SAN ANTONIO, NOT ONLY AS PART OF OUR CITY'S WORKFORCE BUT AS A COMMUNITY MEMBER. I'M HONORED TO SERVE THE CITY AND THE PEOPLE IN IT AND I APPRECIATE YOU HAVING ME.

WE'LL GET TO OUR BRIEFING. SO WITH THIS SOLICITATION, WE ARE SEEKING A QUALIFIED CONTRACTOR TO CONTINUE PROVIDING COMPREHENSIVE SECURITY OFFICER SERVICES.

THIS INCLUDES EMERGENCY RESPONSE, ACCESS CONTROL, MONITORING, AND FOOT PATROLS ACROSS 52 BUILDINGS AND FACILITIES. THERE ARE A COUPLE OF EXCEPTIONS TO THIS. BOTH THE ALAMODOME AND THE INTERNATIONAL AIRPORT, THE SECURITY SERVICES THERE ARE PROVIDED UNDER SEPARATE CONTRACTS.

THOSE ARE OUT OF SCOPE FOR THIS CITYWIDE CONTRACT. THIS IS A REQUEST FOR COMPETITIVE SEALED PROPOSALS. WE ARE PROPOSING A TERM OF THREE YEARS WITH TWO ONE-YEAR OPTIONS. THIS CONTRACT IS UTILIZATION BASED BY DEPARTMENT AND THE ESTIMATED ANNUAL VALUE IS $9 MILLION.

WE ANTICIPATE A TOTAL CONTRACT VALUE OF $45 MILLION ACROSS THE FULL FIVE YEARS. WE'RE IN THE FIFTH YEAR OF OUR CURRENT CONTRACT, WHICH EXPIRES IN APRIL OF 2027. FOR OUTREACH, WE ARE LEVERAGING AN NIGP CODE.

THIS HAS IDENTIFIED 105 POTENTIAL VENDORS FROM THE VENDOR REGISTRY.

SIX ARE PRIOR OR KNOWN. WE WILL LEVERAGE THE STANDARD ADVERTISING METHODS INCLUDING TVSA, THE COSA BIDDING AND CONTRACTING WEB PAGE, EXPRESS NEWS, AND SAFES. THE VOTING MEMBERS INCLUDE JOE, MYSELF, SHANNON, KATHY WITH PUBLIC LIBRARY, DEREK AND LEWIS FROM OUR ITSD PHYSICAL SECURITY TEAM AND JAY GARCIA WITH DEVELOPMENT SERVICES . AND MARK JENKINS WITH BUILDING AND EQUIPMENT SERVICES. THE EVALUATION CRITERIA INCLUDES 30 POINTS ASSIGNED FOR EXPERIENCE, BACKGROUND, AND QUALIFICATIONS.

40 POINTS FOR THE PROPOSED PLAN. 20 POINTS FOR PRICING AND 10 POINTS FOR CERTIFIED SMALL BUSINESS ENTERPRISES. THE ECONOMIC DEVELOPMENT DEPARTMENT REVIEWED THE APPLICABILITY OF THE SBEDA PROGRAM AND APPLIED BOTH EVALUATION AND CONTRACTUAL REQUIREMENTS. 10 EVALUATION POINTS FOR CERTIFIED SMALL BUSINESS ENTERPRISES AND A 5% SBE REQUIREMENT.

[00:05:03]

THE NEW CONTRACT WILL BEGIN MAY 1, 2027 . THIS CONCLUDES THE PRESENTATION. MY TEAM AND I ARE AVAILABLE TO ANSWER ANY QUESTIONS AND

WE APPRECIATE THE COMMITTEE'S CONSIDERATION. >> VIAGRAN: THANK YOU.

WELCOME. THAT WAS A GOOD PRESENTATION FOR THE FIRST ONE.

IS THERE ANY COMMENTS FROM MY MEMBERS? QUESTIONS?

>> THANK YOU FOR THE PRESENTATION. JUST A QUICK QUESTION ON THE EVALUATION VOTING MEMBERS. IS THERE A NEED TO INCLUDE ANY FOLKS FROM PUBLIC SAFETY

ON THIS? >> THAT'S A GOOD QUESTION. I CAN CHECK WITH OUR TEAM AND GET BACK TO YOU ON THAT. I'M NOT SURE OF THE HISTORICAL, KIND OF WHAT WE

DO FOR VOTING MEMBERSHIP. >> GONZALEZ: ON THE IT SIDE?

>> WE'LL SEE IF THERE'S SOMEONE WE CAN ADD TO THE TEAM, JUST TO MAKE SURE WE

COVER THAT. >> VIAGRAN: THANK YOU. >>

>> VIAGRAN: COUNCILMEMBER WHYTE. >> WHYTE: THANK YOU FOR THE PRESENTATION. Y'ALL CUT MY MIC TOO. $45 MILLION CONTRACT, AND

THIS IS DONE BY USAGE BY DEPARTMENT, RIGHT? >> CORRECT.

>> WHYTE: HAVE WE THOUGHT ABOUT CONSOLIDATING OR CENTRALIZING SECURITY SERVICES TO MAYBE ELIMINATE OR JUST TO FIND SOME EFFICIENCIES?

HOW DOES THAT WORK? >> WHEN YOU SAY CONSOLIDATE --

>> WHYTE: IS IT JUST EACH DEPARTMENT USES THESE SECURITY SERVICES ON A SORT

OF AT-NEED BASIS? >> AS NEEDED. THERE ARE SPECIFIC FACILITIES, CITY HALL, CITY TOWER WHERE WE ALWAYS HAVE A PRESENCE.

I THINK WE CAN PULL DATA FOR YOU IF YOU WANTED TO SEE WHERE THAT UTILIZATION IS AT. BUT THEN THERE'S ALSO A -- PART OF THE CONTRACT FOR AS-NEEDED SPECIFIC EVENTS. WE CAN MOVE THAT UP AND DOWN AS NEEDED.

>> WHYTE: IT WILL ALL BE DONE BY ONE COMPANY? >> CORRECT.

>> WHYTE: THANKS, CHAIR. >> VIAGRAN: OKAY. THANK YOU FOR THE PRESENTATION. AGAIN, I WAS LIKE, DIDN'T WE JUST DO THIS? BUT I LOOK FORWARD TO SEEING WHO COMES OUT FOR THE PRE-SUBMITTAL CONFERENCE AND REALLY SEEING HOW -- IF WE CAN GET KIND OF THAT LOCAL -- THE LOCALS TO COME OUT. AND IF WE HAVE THAT INDUSTRY.

AND WE JUST DISCUSSED THIS IN EWDC SO WE'LL MAKE SURE WE SHARE THAT WITH EVERYONE.

I KNOW TROY HASN'T PUT TOGETHER SOMETHING SOLID YET, BUT REALLY UNDERSTANDING -- AND FOR THE NEXT PRESENTATION I'LL ASK. IN TERMS OF EXPERIENCE, BACKGROUND, AND QUALIFICATIONS, WHICH IS WORTH 30 POINTS.

TROY, YOU MAY NEED TO HELP WITH THIS ONE. IS THAT 10 FOR EXPERIENCE,

10 FOR BACKGROUND, AND 10 FOR QUALIFICATIONS? >> ELLIOTT: NO, MA'AM.

WHEN WE PUT TOGETHER THE SOLICITATION, WE PUT TOGETHER A VARIETY OF QUESTIONS THAT FOCUS ON THEIR EXPERIENCE, BACKGROUND, AND QUALIFICATIONS. THERE'S 30 POINTS IN TOTAL. IT'S NOT SEGREGATED BY EACH AREA. THE TEAM HAS THE ABILITY TO SIGN UP TO 30 POINTS, BASED

ON THAT CATEGORY. >> VIAGRAN: BECAUSE I THINK IN EXPERIENCE AND BACKGROUND, THAT IS WHERE WE CAN KIND OF SEE -- IF Y'ALL HAVE A STANDARDIZED FOR EXPERIENCE AND BACKGROUND QUESTIONS, I THINK THAT WOULD BE SOMETHING WE SHOULD LOOK INTO. I THINK WHEN WE TALK ABOUT UNDERSTANDING THE COMMUNITY, LOCAL, HISTORY THAT IN SOME OF THOSE QUESTIONS THAT COULD BE PART OF THE EXPERIENCE AND BACKGROUND. IN ADDITION TO WHO HAVE YOU PROTECTED BEFORE, YOU KNOW, WHAT SCALE CAN YOU HELP WITH THE BIGGER EVENTS THAT WE HAVE.

WOULD LIKE TO TALK MORE ABOUT THAT, AND I'LL BRING IT UP FOR THE NEXT ONE, ALSO. THANK YOU. I THINK THAT'S IT.

[00:10:01]

AND IT WAS KIND OF -- ON PAPER, ITEM NO. 2 WAS ITEM NO. 3.

SO ITEM NO. 3 WAS ON PAPER ITEM NO. 2. >>

>> CLERK: ITEM NO. 3 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE THE CAPITAL DELIVERY DEPARTMENT WITH CONSTRUCTION SERVICES FOR MAIN PLAZA RENOVATIONS LOCATED AT 115 MAIN PLAZA IN COUNCIL DISTRICT 1 FOR AN

ESTIMATED TOTAL VALUE OF $11 M$11 MILLION. >> MIKE SHANNON.

I'M THE DIRECTOR OF THE CAPITAL DELIVERY DEPARTMENT. THIS IS NOT MY FIRST TIME IN FRONT OF THIS BOARD OR COMMITTEE. I HAVE DONE THIS BEFORE SO HOPEFULLY I'M DOING ALL RIGHT. I'M GOING TO TALK ABOUT THE MAIN PLAZA PROJECT. WE'RE EXCITED ABOUT THIS ONE AND THIS IS A PRE-SOLICITATION BRIEFING. SO THE MAIN PLAZA PROJECT, IT WAS FUNDED IN FY23 AND '24 FOR SOME RENOVATIONS TO RIGHT ACROSS THE STREET AT MAIN PLAZA.

GREAT PROJECT IN PARTNERSHIP WITH THE MAIN PLAZA CONSERVANCY AND WE HAVE BEEN DESIGNING THAT WITH A DESIGN FIRM. THAT DESIGN IS ABOUT FINISHED AND WE'RE LOOKING TO PUT THIS OUT FOR ADVERTISEMENT TO SELECT A CONTRACTOR LATER THIS MONTH. SO, IT WILL BE A REQUEST FOR COMPETITIVE SEALED PROPOSALS. THE CONSTRUCTION TIMELINE IS ABOUT A YEAR.

AND ESTIMATED ABOUT $11 MILLION CONSTRUCTION CONTRACT AND AGAIN.

OUR FUNDING SOURCES WAS THAT FY23-24 MAIN PLAZA AND THAT EQUATES TO $10 MILLION.

MAIN PLAZA HAS COMMITTED UP TO $5 MILLION TO COMPLETE THE FUNDING FOR THE PROJECT.

AND THIS WOULD BE A NEW CONTRACT. SO LIKE MOST OF OUR SOLICITATIONS, WE DID A LOT OF OUTREACH. WE DID OVER 700 VENDORS NOTIFIED. WE'LL BE ADVERTISING ON THE TVSA CHANNELS, ET CETERA.

VOTER MEMBERS INCLUDE THE CITY MANAGER'S OFFICE, MY DEPARTMENT, THE CHIEF DEPARTMENT OFFICER, SHANON MILLER, PARKS AND REC, CCDO AND WE WILL ALSO HAVE OUR DESIGN TEAM AS WELL AS A MEMBER OF THE MAIN PLAZA CONSERVANCY EVALUATING THE SOLICITATIONS. AGAIN, THIS IS THE BREAKDOWN THAT WE HAVE.

A LOT OF POINTS. 30 POINTS FOR EXPERIENCE, BACKGROUND, AND QUALIFICATIONS. SIMILAR TO THE LAST PRESENTATION, THAT IS ONE GROUP OF 30 POINTS THAT WE WILL LOOK FOR THOSE EVGS THAT MAKE THEM THE BEST.

A LOT OF POINTS FOR WORKING IN A VERY HIGH-PROFILE SPACE IN THE MIDDLE OF A CATHEDRAL, CITY HALL, DOWNTOWN AREA. THAT'S GOING TO BE IMPORTANT. SO 30 POINTS THERE. EXPERIENCE WITH SAN ANTONIO REGION AND PAST PERFORMANCE. 10 POINTS THERE. WE WANT PROVEN EXPERIENCE THAT CAN DELIVER PROJECTS ON TIME WITHIN BUDGET, SO THAT WILL BE EVALUATED.

PRICING, OF COURSE, 15 POINTS. AND THE PRIME CONTRACT, SBE PRIME AT 15 POINTS. SOME ADDITIONAL REQUIREMENTS.

6% SBE. WE WENT THROUGH THE SBEDA AVAILABILITY ANALYSIS THERE.

SO THE OPPORTUNITIES THERE AND THE PERCENTAGE FOR SBES ARE AVAILABLE, SO WE RAN THAT THROUGH OUR SBE TEAM. HERE'S OUR PROJECT TIMELINE.

SO AGAIN, AS I MENTIONED LATER THIS MONTH WE WOULD LIKE TO PUT THIS OUT FOR ADVERTISEMENT. GO THROUGH THE EVALUATION PROCESS THROUGHOUT THE FISCAL YEAR '27 QUARTER 1 AND BE BACK TO THIS IN FEBRUARY OF NEXT YEAR TO SELECT A CONTRACTOR, BRING TO COUNCIL IN MARCH. WE PLAN TO START CONSTRUCTION MAY 1. THAT IS AFTER FIESTA AND BE DONE BEFORE THE NEXT FIESTA.

THAT'S REALLY IMPORTANT TO THIS PROJECT FOR THE ACTIVITIES AROUND MAIN

PLAZA. THAT'S MY PRESENTATION. >> VIAGRAN: DO ANY OF

THINK COUNCIL COMMITTEE MEMBERS? >> GONZALEZ: I APPRECIATE THE EXPERIENCE, BACKGROUND, AND QUALIFICATIONS UNDER THE EVALUATION CRITERIA, JUST BECAUSE IT'S SUCH A HISTORIC PLACE AND MAKING SURE WORKING WITH THE ARCHDIOCESE TO NOT CONFLICT WITH SERVICES AND THINGS LIKE THAT.

>> FR >> SHANNON: YEAH. THAT WILL BE IMPORTANT.

[00:15:01]

WE HAVE HAD SEVERAL MEANS TO ENSURE THEY CAN MAINTAIN OPERATIONS THROUGH THE DIFFERENT PHASES OF THE PROJECT. THAT WILL BE CRITICAL.

>> GONZALEZ: THANK YOU. THANK YOU. >> VIAGRAN: COUNCILMAN WHYTE? NO? I'M GOING TO TAKE FOREVER ON THIS. SO MAIN PLAZA IS UP FOR A REFRESHER.

WILL WE HAVE TO STOP FOR A BREAK? OH, OKAY.

>> I'M TAKING COUNCILMAN WHYTE'S TIME. BUT DO TIME ME, PLEASE.

NO MORE THAN FIVE MINUTES. THIS IS CRITICAL. DOES MAIN PLAZA NEED A REFRESHER? IT DOES. DOES IT HOLD A WHOLE BUNCH OF PEOPLE'S STORIES? THAT IS TRUE TOO. THIS IS WHY IT IS VERY IMPERATIVE THAT WE GET THIS RIGHT, AS WE START THIS AND COMMUNICATE IT FROM THE FRONT END. WE APPRECIATE, OF COURSE, ALL THE DEVELOPERS THAT WANT TO COME IN AND DO BUSINESS AND ARCHITECTS THAT HAVE NEW IDEAS AND CONCEPTS.

BUT WHAT I REALLY WANT TO MAKE SURE IS THAT WE -- AND I THINK YOU DO HAVE A GREAT VOTING CRITERIA GROUP THAT UNDERSTANDS THAT. HOWEVER, WE HAVE BEEN HERE BEFORE WITH THE ALAMO WHEN WE WENT AND TOOK ON A PROJECT LIKE THAT.

SO I WANT TO MAKE SURE THAT THAT DOES NOT HAPPEN THIS TIME AROUND.

THAT WE REALLY DO TAKE INTO CONSIDERATION ALL THE STORIES THAT ARE THERE IN TERMS OF THAT EXPERIENCE, BACKGROUND, FAMILIARITY WITH THE HISTORY OF SAN ANTONIO AND THE IMPORTANCE OF THIS. BECAUSE THIS, WHILE A SMALL AREA AND WE NEED TO UPGRADE IT AND TAKE CARE OF A LOT OF PORTIONS OF MAIN PLAZA, IT DOES MEAN A LOT FOR A LOT OF PEOPLE. AND WHAT I DON'T WANT TO SEE IS IT BECOME A LIGHTNING ROD FOR THIS IS THE STORY YOU SHOULD TELL. THIS IS THE STORY YOU SHOULDN'T TELL. BUT REALLY CAPTURING THAT AND HAVING THAT AVAILABILITY. AND AGAIN, WE NEED TO -- THAT'S HOW WE TELL OUR SAN ANTONIO STORY. SO I THINK WE NEED TO KEEP THAT FRONT OF MIND.

EVEN THOUGH THIS IS A CAPITAL DELIVERY PROJECT AND PEOPLE THINK IT'S JUST BUILDINGS, IT'S NOT JUST BUILDINGS FOR THIS COMMUNITY.

I'M EXCITED ABOUT THE EVALUATION OF THE VOTING MEMBERS AND THE PARTICIPATION THERE. I THINK YOU ARE GOING TO SEE --G TO WANT TO SEE KIND OF SOME INPUT BETWEEN JUST THE COMPLETION AND GET SOME PEOPLE'S FEEDBACK ON IT.

IT WORKS REALLY WELL IN DISTRICT 3, WHICH HAS VERY SIGNIFICANT OPINIONS.

I JUST WANT TO MAKE SURE WE KEEP THAT IN MIND FOR MAIN PLAZA.

IT DOESN'T JUST BELONG TO DISTRICT 1, IT BELONGS TO THE ENTIRE CITY.

THAT'S BASICALLY IT IN TERMS OF THAT. I'M REALLY HOPING WE GET A GOOD TURNOUT FOR THAT PRE-SUBMITTAL. IF WE COULD JUST PUSH THAT OUT. BECAUSE I REALLY THINK THAT CONFERENCE IS WHERE WE NEED TO COMMUNICATE JUST HOW IMPORTANT THIS IS AND HOW WHEN WE USE IT LOCALLY AND WE USE IT IN OUR VISIT SAN ANTONIO AND IN OUR TRAVEL AND TOURISM STORY TOO.

>> SHANNON: AGREE WITH EVERYTHING YOU SAID. >> VIAGRAN: I FIGURED YOU WOULD, MIKE. THANK YOU. THIS IS JUST FOR DISCUSSION.

I WAS UNDER MY FIVE MINUTES -- THREE MINUTES. WE'LL MOVE ON TO THE NEXT ITEM. NEXT ITEM. PLEASE READ THE CAPTION,

MADAME CLERK. >> CLERK: ITEM NO. 4 IS A BRIEFING ON THE RELEASE OF TWO GAP FUNDING SOLICITATIONS FOR MULTIPLE CONTRACTS WITH THE NEIGHBORHOOD AND HOUSING SERVICES DEPARTMENT FOR RENTAL HOUSING DEVELOPMENT AND HOME OWNERSHIP PRODUCTION FUNDED THROUGH 2022-2027 AFFORDABLE HOUSING BOND, HOME INVESTMENT PARTNERSHIPS PROGRAM AND COMMUNITY DEVELOPMENT BLOCK

GRANT FOR AN ESTIMATED TOTAL VALUE OF $11 MILLION. >> IAN BENAVIDES.

I'M HERE TO PRESENT A PRE-SOLICITATION FOR OUR GAP FUNDING.

THE NEIGHBORHOOD AND HOUSING SERVICES DEPARTMENT IS PLANNING TO RELEASE TWO REQUESTS FOR PROPOSALS MULTIFAMILY AND SINGLE-FAMILY AFFORDABLE HOUSING PROJECTS.

THE RFPS ARE FUNDED THROUGH THE 2022-2027 AFFORDABLE HOUSING BOND, HOME, AND CDBG FUNDS. THE PERIODS WILL VARY BY PROJECT TYPE WITH COVENANTS REQUIRING AT LEAST 20 YEARS OF AFFORDABILITY AND PRIORITIZING THOSE WITH 40 YEARS OR MORE WHEN APPLICABLE. FOR THE FIRST SOLICITATION,

[00:20:01]

THIS WILL COMBINE RENTAL PRODUCTION AND REHABILITATION.

IT WILL PRIORITIZE HOUSING THAT SERVES HOUSEHOLDS UP TO 30% AMI, INCLUDING PUBLIC HOUSING AND INCOME-BASED HOUSING. IT WILL REQUIRE AT LEAST 15% OF ALL UNITS SERVE HOUSEHOLDS EARNING AT LEAST 30% AMI OR BELOW.

IT ENCOURAGES HIGHER DENSITY DEVELOPMENT WITHIN URBAN CORES.

IT PRIORITIZES FAMILY SIZE UNITS WITH EXCEPTIONS FOR REHABILITATION PROJECTS AND MULTIFAMILY PROJECTS SERVING OLDER ADULTS. IT PRIORITIZES PROJECTS THAT LEVERAGE ADDITIONAL FUNDING SOURCES THAT ARE ABLE TO STRETCH OUR CITY INVESTMENT DOLLAR FURTHER.

COMMUNITY. THROUGH OUR OUTREACH, WE'VE BEEN ABLE TO IDENTIFY SEVERAL NIGP CODES, INCLUDING ARCHITECTURAL SERVICES, CONSULTING, BUILDING CONSTRUCTION, RESIDENTIAL, BUILDING CONSTRUCTION COMMERCIAL AND INDUSTRIAL FOR A LITTLE OVER 1300 TARGETED OUTREACH VENDORS.

WE WILL ADVERTISE THROUGH TVSA, OUR BIDDING AND CONTRACTING WEBSITE, HEARTBEAT. THE VOTING MEMBERS INCLUDING THE CITY MANAGER'S OFFICE, DIRECTOR'S OFFICE FOR HOMHOMELESS SERVICES AND STRATEGY.

DIRECTOR'S OFFICE FOR OFFICE OF HISTORIC PRESERVATION. OUR CAPITAL PROGRAMS DEPARTMENT WITH VIA, OUR PLANNING DEPARTMENT , OUR ACCESSIBILITY COMPLIANCE DEPARTMENT, OUR DEVELOPMENT SERVICES DEPARTMENT, AND WE ALWAYS INCLUDE A MEMBER OF OUR COMMUNITY BOND COMMITTEE. WE'LL ALSO HAVE A REPRESENTATIVE FROM THE CITY ATTORNEY'S OFFICE, RESILIENCY AND SUSTAINABILITY. OTHER SUPPORT STAFF, THE HOUSING COMMISSION, INCLUDING A HOUSING COMMISSION COMMITTEE MEMBER WITH LIVED EXPERIENCE, AND OUR UNDERWRITING CONSULTANTS THAT SERVE IN AN ADVISORY CAPACITY.

OUR SECOND SOLICITATION WILL BE FIRST HOME OWNERSHIP PRODUCTION, $2.5 MILLION.

THIS PRIORITIZEDS NEW CONSTRUCTION, REHABILITATION OF SINGLE-FAMILY HOMES THAT BENEFIT HOUSEHOLDS EARNING UP TO 30% AMI. THE FEDERAL FUNDING IS CDBG AND HOME AND WE WILL ALIGN OUR FEDERAL REQUIREMENTS TO MAINTAIN THE LONG-TERM AFFORDABILITY AND OWNER OCCUPANCY. OUR SCORING PANEL INCLUDES SUBJECT MATTER EXPERTS. THE NIGB CODES INCLUDE CONSTRUCTION FOR SINGLE-FAMILY, A LITTLE OVER 100 VENDOR OUTREACH. OUR VOTING MEMBERS INCLUDE THE CITY MANAGER'S OFFICE, NEIGHBORHOOD AND HOUSING SERVICES, VIA, PLANNING DEPARTMENT, ACCESSIBILITY COMPLIANCE, AND DEVELOPMENT SERVICES.

AGAIN, WE'LL HAVE A REPRESENTATIVE FROM THE CITY ATTORNEY'S OFFICE, RESILIENCY AND SUSTAINABILITY, NEIGHBORHOOD AND HOUSING SERVICES, THE HOUSING COMMISSION TO INCLUDE A MEMBER WITH LIVED EXPERIENCE, AND UNDERWRITING CONSULTANTS. THE SCORING FOR THESE SOLICITATIONS WILL BE VERY SIMILAR TO PAST SCORING THAT WE'VE DONE . IT WILL INCLUDE AFFORDABILITY WITH THE HIGHEST WEIGHT AT 30 POINTS REQUIRING AT LEAST 15% OF UNITS AT 30% AMI OR BELOW. PUBLIC OR INCOME-BASED HOUSING WILL BE PRIORITIZED AND THAT WILL HAVE A 5 POINT SET ASIDE. OUR GAP REQUEST, PROJECT READINESS WILL BE 15 POINTS. LOOKING FOR THE MOST SHOVEL READY AND PROJECTS THAT HAVE LEVERAGED FUNDING. 15 POINTS FOR SITE PLAN, TIMELINE, AND SUSTAINABILITY FEATURES. WE'RE LOOKING FOR FAMILY-SIZED UNITS WITH PROXIMITY TO TRANSIT, UNIVERSAL DESIGN, AND OTHER ADDITIONAL SUSTAINABILITY FEATURES. DEVELOPMENT EXPERIENCE, GOOD TRACK OF BEING ABLE TO DEVELOP HOUSING. DISPLACEMENT, TEMPORARY RELOCATION PLAN AND RESIDENTIAL PRODUCTIONS TO INCLUDE AMENITIES AND RESIDENTIAL SERVICES.

ANY TENANT RELOCATION PLANS FOR REHABILITATION PROJECTS AND AMENITIES TO INCLUDE PRE-K AND READY TO WORK. NONPROFIT STATUS, 10 POINTS TO PARTNER WITH AN AGENCY AND QUALIFIED NONPROFIT. AND OUR VETERAN-OWNED SMALL BUSINESS, 5.

BECAUSE THESE SOLICITATIONS INCLUDE FEDERAL FUNDS, THERE'S NO LOCAL PREFERENCE OR SBEDA. OUR PROJECT TIMELINE INCLUDES COMING HERE TODAY FOR OUR PRE-SOLICITATION. WE PLAN TO RELEASE OUR RFP ON SEPTEMBER 4.

THAT'S WHEN OUR RESTRICTION ON COMMUNICATION WILL START. WE'LL HAVE OUR PRE-SUBMITTAL CONFERENCE SCHEDULED FOR SEPTEMBER 14. OUR DEADLINE FOR QUESTIONS, SEPTEMBER 17 WITH A DUE DATE OF THE SOLICITATIONS ON OCTOBER 20.

OUR POST-SOLICITATION INCLUDES OUR EVALUATION, NEGOTIATING CONTRACTS, AND OUR POST SOLICITATIONS EITHER WITH THE AUDIT COMMITTEE OR A B SESSION IN DECEMBER. THEN WE PLAN TO COME BACK TO CITY COUNCIL FOR FINAL APPROVAL IN JANUARY. THAT CONCLUDES MY PRESENTATION.

[00:25:02]

HAPPY TO ANSWER ANY QUESTIONS. >> VIAGRAN: THANK YOU, IAN. I'LL GO AHEAD AND START WITH THE RENTAL HOUSING.

YOU KNOW, GAP FUNDING IS NEEDED AND WITH THE RISING COSTS, WE'RE SEEING THE NEED FOR IT AND SITTING ON THE SAN ANTONIO HOUSING TRUST, WE HAVE THESE CONVERSATIONS QUITE A BIT. BUT THE AMOUNTS -- DO YOU HAVE A GOAL ON HOW MANY

PROJECTS THAT YOU CAN HELP WITH THESE AMOUNTS? >> IT VARIES BY SOLICITATION BASED ON THE APPLICATIONS. 8.7 ARE TYPICAL AWARDS RANGING FROM 4 TO $5 MILLION. DEPENDING AGAIN ON WHAT WE GET AND THE GAPS BEING REQUESTED. I THINK TWO TO THREE PROJECTS ON THE MULTIFAMILY

SIDE. >> VIAGRAN: TWO TO THREE ON THE MULTIFAMILY.

AND ON THE HOME OWNERSHIP PRODUCTION SIDE? >> PROBABLY ONE TO TWO, DEPENDING ON APPLICANTS. SMALLER NONPROFITS TEND TO DO SMALLER PROJECTS WITH SMALLER REQUESTS. THEN WE HAVE OUR LARGER NONPROFITS, LIKE HABITAT, THAT USUALLY REQUEST A LARGER AMOUNT FOR THEIR SUBDIVISIONS.

>> VIAGRAN: I DO WANT TO HELP ANYTHING THAT'S SO CLOSE THAT NEEDS TO GET OVER THE LINE. BUT AS WE CONTINUE TO HAVE THESE CONVERSATIONS ABOUT WHERE WE PUT OUR HOUSING DOLLARS IN, I THINK WE NEED TO START ASKING MORE KIND OF HOLISTIC QUESTIONS ABOUT ARE WE MOVING PEOPLE OUT OF POVERTY WITH THE HELP THAT WE'RE GIVING THEM? OR ARE WE HELPING -- OF COURSE I'M GOING TO THINK OF OLDER ADULTS. ARE WE HELPING OLDER ADULTS LIVE OUT THE REST OF THEIR DAYS WHERE THEY'D LIKE TO? BUT NO. I THINK IT'S GOOD THAT WE'RE USING IT FOR GAP FUNDING BECAUSE I KNOW THERE ARE SOME PROJECTS TEETERING THERE AND WE WANT TO MAKE SURE WE GET THAT DONE. THOSE ARE THE ONLY QUESTIONS. I JUST HAD THE QUESTION ON THAT.

HOPEFULLY WE'LL GET -- I'M KIND OF THINKING WE WILL GET A LOT OF PEOPLE APPLY BECAUSE COSTS JUST KEEP ON GOING UP. BUT THANK YOU.

DO ANY OF MY MEMBERS HAVE ANY QUESTIONS? >> I AGREE.

I THINK WE WILL GET A LOT OF INTEREST, JUST BECAUSE IT'S DIFFICULT DEVELOPMENT, PERIOD. IF WE DO FIND ANY OTHER ADDITIONAL FUNDS -- I FORGOT TO STATE IT. LIKE PROGRAM SAVINGS THROUGH ANY OF OUR FEDERAL FUNDS, WE'LL ADD THOSE TO THE SOLICITATION THAT THEY BE ABLE TO HELP BUILD AN

ADDITIONAL PROJECT. >> VIAGRAN: THANK YOU. THANK YOU, IAN.

ALL RIGHT. WE'RE GOING TO TAKE A QUICK THREE-MINUTE BREAK BECAUSE WE'RE GOING TO MEET -- I'M GOING TO WALK AWAY AND WE'LL START WITH THE POST-SOLICITATION HIGH-PROFILE BRIEFINGS. RECESS FOR THREE MIN

>> VIAGRAN: THE TIME FOR RECESS HAS EXPIRED. SO WE WILL RESUME THE

[Post-Solicitation High Profile Briefings  ]

WE WILL TAKE A STAFF PRESENTATION. >> CLERK: ITEM NO. 5 IS APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION FOR THE CAPITAL DELIVERY DEPARTMENT TO PROVIDE PLANNING AND DESIGN SERVICES FOR THE CULEBRA ROAD, LOOP 410 TO GENERAL MCMULLEN PROJECT, LOCATED IN COUNCIL DISTRICTS 5, 6, AND 7, FOR AN ESTIMATED TOTAL OF $9 MILLION.

>> F.>> SHANNON: GOOD MORNING AGAIN, COMMITTEE MEMBERS. MIKE SHANNON, CAPITAL DELIVERY. THIS IS A POST-SOLICITATION BRIEFING SO WE WOULD LIKE TO BRING THIS TO COUNCIL TO SELECT A VENDOR FOR THIS IMPORTANT PROJECT.

SO, WE ISSUED AN RFQ FOR THIS -- THIS IS PLANNING, DESIGN SERVICES, ENVIRONMENTAL, AND DEVELOPMENT FOR CULEBRA ROAD.

THIS IS A LONG STRETCH OF CULEBRA ROAD, 410 TO GENERAL MCMULLEN.

IT'S ABOUT FIVE MILES. THIS IS A BIG PROJECT BUT WE HAVE A LOT OF DESIGN TO DO.

THIS WAS AN RFQ WE HAD PUT OUT THIS SUMMER. THE ESTIMATED VALUE OF THIS CONTRACT FOR THESE SERVICES IS $9 MILLION TOTAL. AGAIN, IT'S A LARGE FIVE-MILE STRETCH. THE FUNDING SOURCE HERE WAS SOME '22 BOND MONEY BUT MOST OF THIS WAS AN $8 MILLION FEDERAL HIGHWAY ADMINISTRATION GRANT.

[00:30:02]

WE ACTUALLY HAD A COMMITTEE THAT SCORED THIS. CITY MANAGER'S OFFICE, MY DEPARTMENT, OTHERS. AND WE ACTUALLY HAD FOUR VENDORS THAT KIND OF SEPARATED. REMEMBER, WE HAD EXPERIENCE, BACKGROUND, QUALIFICATIONS, 45 PROJECTS, PROJECT AND PROPOSED MANAGEMENT PLAN, 35, AND EXPERIENCE IN THE SAN ANTONIO REGION AT 20 POINTS. THESE DESIGN TEAMS WERE SCORED THAT WAY AND THOSE FOUR VENDORS A THROUGH D DID SEPARATE THEMSELVES.

THAT WAS KIND OF THE INITIAL EVALUATION BASED ON THEIR SUBMITTALS.

WE WENT TO INTERVIEWING THE FOUR AND THEN ONCE WE DID IN-PERSON INTERVIEWS WITH EACH OF THOSE FOUR VENDORS, VENDOR B ACTUALLY ROSE ON TOP THERE.

HAD THE BEST SCORE. AND THROUGH OUR NORMAL PROCESS.

AGAIN, JUST A LITTLE SUMMARY OF WHAT WE DID. WE HAD 200 VENDORS THAT WE NOTIFIED. WE HAD 24 AT THE PRE-SUBMITTAL BUT WE HAD TEN RESPONSES RECEIVED. AND GOING THROUGH THE PROCESS WITH OUR FINANCE AND DUE DILIGENCE, NO MATERIAL FINDINGS THAT CAUSED US CONCERN WITH ANY OF THOSE TEN AS WE SCORED THEM THROUGH THE PROCESS. AT THE END, THIS IS POST-SOLICITATION. WE WOULD LIKE TO PROCEED TO COUNCIL WITH OUR SELECTION

OF THE VENDOR B UP ON THE SCREEN THERE. >> VIAGRAN: ALL RIGHT.

CAN I GET A MOTION AND A SECOND TO MOVE THE CONTRACTS FORWARD TO FULL CITY COUNCIL

AND THEN WE CAN BEGIN DISCUSSION. >>

>> VIAGRAN: WE'VE GOT A MOTION AND A SECOND. IS THERE ANY DISCUSSION? JUST BE PREPARED FOR DISCUSSION FROM 5, 6, AND 7 WHEN WE TAKE IT THERE.

IT LOOKS LIKE WE'VE GOT VENDORS AND YOU DID THE INTERVIEWS SO I THINK --

YES. COUNCILMAN WHYTE. >> WHYTE:

SIGNIFICANTLY DECREASE? >> VIAGRAN: AFTER THE INTERVIEW?

>> WHYTE: BETWEEN THE INITIAL SCORING MATRIX AND THEN THE END?

>> SHANNON: YEAH. AS WE EVALUATE THEIR SUBMITTAL, REALLY THEIR PAPER SUBMITTALS, THEIR DOCUMENTS. THIS WAS THE INITIAL ROUND OF SCORING THAT WE HAD. CLEARLY, YOU CAN SEE 80 AND ABOVE KIND OF SEPARATED THEMSELVES. THOSE FOUR VENDORS. THE COMMITTEE CHOSE TO INTERVIEW THEM. WHEN WE INTERVIEW THEM IN PERSON, WE ADD ADDITIONAL QUESTIONS THAT HIGHLIGHT THOSE A, B, AND C CRITERIA. BUT WE FELT AS THE CLARIFICATIONS THAT WE GOT AT THE INTERVIEWS DID CAUSE THE FINAL SCORING OF THOSE FOUR TO BE A LITTLE BIT SHIFTED AND IT ALL ADDED UP TO BE A LITTLE BIT BETTER FOR VENDOR B. THOSE INTERVIEWS ARE CRITICAL TO THE PROCESS.

ESPECIALLY IF WE HAVE A LOT OF VENDORS. YEAH.

SOME OF THE SCORES GO UP AND SOME OF THOSE GO DOWN, COMPARATIVELY WHEN WE'RE SCORING IN THAT INTERVIEW PROCESS. WHICH IS NOT THAT UNCOMMON.

YEAH. >> WHYTE: OKAY. >> VIAGRAN: YEAH.

THANK YOU FOR THAT, MIKE. I THINK AS WE AS COUNCIL MEMBERS MOVE FORWARD AND, TROY, WE MIGHT NEED TO HAVE THAT CONVERSATION IN EWDC AS WE TALK ABOUT SOME OF THE CCRS COMING THROUGH IS THAT IT'S REALLY TWO DIFFERENT THINGS.

ONE IS THE PAPER EVALUATION AND THEN THE SECOND IS THE INTERVIEW EVALUATION AND THE DIFFERENT FACTORS TAKEN INTO CONSIDERATION THERE. SO THANK YOU FOR THAT.

ALL RIGHT. WE HAVE A MOTION AND A SECOND TO MOVE FORWARD TO FULL COUNCIL. THERE BEING NO FURTHER DISCUSSION, ALL IN FAVOR SAY

AYE. >> SAY NO. MOTION CARRIES. ALL RIGHT.

WE'RE MOVING ON TO ITEM NO. 6. MADAME CLERK, PLEASE READ

THE CAPTION FOR ITEM 6. >> CLERK: ITEM 6 IS APPROVAL TO PROCEED WITH TWO ANNUAL CONTRACTS FOR CITY COUNCIL CONSIDERATION FOR THE CONVENTION AND SPORTS FACILITIES DEPARTMENT TO PROVIDE SUPPLEMENTAL TEMPORARY ELECTRICAL AND PLUMBING SERVICES FOR EVENTS HELD AT THE HENRY B. GONZALEZ AND THE ALAMODOME THAT WILL GENERATE AN ESTIMATED REVENUE TOTAL VALUE OF $9,500,000 FOR THREE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS. REVENUE GENERATED WILL BE

DEPOSITED INTO THE COMMUNITY AND VISITORS FACILITY FUND. >> VIAGRAN: THE FLOOR IS

YOURS. >> GOOD MORNING, CHAIR AND COMMITTEE MEMBERS.

MY NAME IS MONICA RAMOS. I DO FEEL OBLIGATED TO FOLLOW THE PREVIOUS PRESENTERS TO STATE THAT I HAVE NOT -- I'M NOT NEW TO ATTENDING COMMITTEE

[00:35:05]

TODAY I AM PRESENTING THE POST-SOLICITATION BRIEFING ON THE TEMPORARY ELECTRICAL AND PLUMBING SERVICES FOR EVENTS HELD AT THE CONVENTION CENTER AND THE ALAMODOME. THIS IS A REVENUE-GENERATING CONTRACT WITH THE CURRENT CONTRACT RECEIVING 35% COMMISSIONS ON GROSS RECEIPTS AND HAS GENERATED $9 MILLION. FOR SOLICITATION, THE DEPARTMENT ISSUED A REQUEST FOR QUALIFICATIONS WITH A PROPOSED TERM OF THREE YEARS AND TWO ONE-YEAR RENEWAL OPTIONS. THE ESTIMATED REVENUE TO BE GENERATED FROM THIS CONTRACT IS $1.9 MILLION ANNUALLY AND APPROXIMATELY $9.5 MILLION OVER THE PROPOSED TERM.

THESE REVENUES ARE INCLUDED IN THE COMMUNITY AND VISITOR FACILITIES FUND AND THE CURRENT CONTRACT IS SET TO EXPIRE AT THE END OF THIS MONTH ON SEPTEMBER 30, 2026.

WE RECEIVED AND EVALUATED FOUR PROPOSALS. WE HAVE 45 POINTS THAT WERE ASSIGNED TO THE EXPERIENCE, BACKGROUND, AND QUALIFICATIONS.

30 POINTS TO THE PROPOSED PLAN AND 10 POINTS FOR THE SBEDA PRIME CONTRACT PROGRAM. 10 POINTS FOR THE LOCAL PREFERENCE PROGRAM.

AND 5 POINTS FOR VETERAN-OWNED SMALL BUSINESS PREFERENCE PROGRAM.

AS YOU CAN SEE FROM THE SCORE MATRIX, VENDOR A AND VENDOR B SCORED SIMILARLY AND MUCH HIGHER THAN VENDOR C AND D IN TERMS OF THE EXPERIENCE, BACKGROUND, AND QUALIFICATIONS, AS WELL AS THE PROPOSED PLAN. IN ADDITION, THE HIGHEST-SCORED VENDORS RECEIVED POINTS FOR THE LOCAL PREFERENCE PROGRAM, HAVING EITHER A LOCAL OFFICE OR 100 EMPLOYEES -- LOCAL EMPLOYEES OR MORE.

WE WENT THROUGH THE EVALUATION PROCESS WITH MEMBERS OF THE CITY MANAGER'S OFFICE, THE CONVENTION CENTER, AND ALAMODOME STAFF.

AND EXTERNAL PARTNER WHO HAVE A GREAT UNDERSTANDING OF THE FACILITY NEEDS.

THIS IS A NON-EXCLUSIVE CONTRACT AND THE EVALUATION COMMITTEE RECOMMENDS AWARDING THE CONTRACTS TO THE HIGHEST-RANKED RESPONDENTS.

VENDOR A AND B WITHOUT INTERVIEWS. THERE WERE 1,937 VENDORS NOTIFIED OF THIS SOLICITATION. SIX VENDORS WERE AT THE PRE-SUBMITTAL FINDINGS WITH THE MINIMUM REQUIREMENTS REVIEW AND DUE DILIGENCE REVIEW WERE CONDUCTED. THE DEPARTMENT'S PROPOSAL IS TO MOVE FORWARD WITH SELECTING VENDOR A AND B FOR FULL CITY COUNCIL CONSIDERATION IN THE NEXT FEW WEEKS. I'M HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE.

>> VIAGRAN: THANK YOU FOR THE PRESENTATION. CAN I GET A MOTION AND A SECOND TO MOVE THE CONTRACTS FORWARD TO FULL CITY COUNCIL THAT WE MAY BEGIN

DISCUSSION? >> MOTION AND A SECOND. WE'LL BEGIN DISCUSSION. WHO WOULD LIKE TO GO FIRST? NO? THANK YOU FOR THE PRESENTATION.

I KNOW THAT THIS IS IMPORTANT AND THE OTHER ONE HAS EXPIRED.

I THINK THIS IS KEY. IF WE COULD KEEP A RECORD OR GET SOME INFORMATION, AS WE TALK ABOUT CONVENTION CENTER EXPANSION, HOW THE TECHNOLOGY IS CHANGING.

AND IF WE COULD GET THE INFORMATION OF WHAT WE CAN DO IN THE NEW BUILD OF THE CONVENTION CENTER EXPANSION TO BE MORE ENERGY EFFICIENT. I THINK WOULD BE KEY SO THAT POSSIBLY IT BECOMES EASIER THAN HAVING TO BRING IN THE ELECTRICIANS AND THE PLUMBERS FOR SOME OF THE EVENTS. I KNOW SOME OF THE THINGS THAT ARE HOSTED, THE CONVENTION SPACE USES A LOT OF POWER IN SOME OF THE DEMOS NOWADAYS. I WANT TO MAKE SURE THAT AS WE BUILD NEW THAT WE HAVE THE ENERGY SOURCES AND THAT IT'S EFFICIENT FOR US TO DO THAT.

THANK YOU. I THINK YOU DID A GREAT FIRST PRESENTATION, MONICA.

LOOK FORWARD TO HEARING YOU AGAIN COME AND PRESENT. THANK YOU FOR THAT.

ALL RIGHT. WE'VE GOT A MOTION AND A SECOND.

ALL IN FAVOR SAY AYE. >> SAY NO. MOTION CARRIES. WE'RE MOVING ON TO ITEM NO.

7. MADAME CLERK, PLEASE READ THE CAPTION FOR ITEM 7.

>> CLERK: ITEM NO. 7 IS APPROVAL TO PROCEED WITH SCHEDULING THREE CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE SAN ANTONIO PUBLIC LIBRARY WITH PRINT MATERIALS, CATALOGING, AND PROCESSING SERVICES FOR AN ESTIMATED TOTAL VALUE OF $24,500,000 WITH FIVE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS.

[00:40:02]

>> GOOD MORNING, MADAME CHAIR, COMMITTEE MEMBERS, AND STAFF.

I'M DALE MCNEIL, ONE OF THE ASSISTANT DIRECTORS AT THE SAN ANTONIO PUBLIC LIBRARY. IT'S GOOD TO BE BACK WITH YOU AGAIN.

THIS IS A SOLICITATION FOR USING THE REQUEST FOR COMPETITIVE SEALED PROPOSALS PROCESS FOR VENDORS TO PROVIDE PRINT MATERIALS, PRIMARILY IN ENGLISH AND SPANISH. BUT OCCASIONALLY IN OTHER LANGUAGES AS WELL.

THESE ARE MATERIALS THAT ARE READY TO USE AT THE LIBRARY, SO THEY COME WITH CATALOGING, THAT'S DESCRIPTION, ESSENTIALLY, PROCESSING -- THAT'S PUTTING THE MATERIALS ON THE BOOKS THAT MAKES THEM READY TO USE BY THE PUBLIC.

AND THAT ALLOW ELECTRONIC ORDERING BY OUR STAFF. THESE SUPPORT ALL OF THE PUBLIC LIBRARIES OF SAN ANTONIO PUBLIC LIBRARY THAT HAVE CIRCULATING COLLECTIONS. THERE IS A PROPOSED TERM OF FIVE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS. YOU CAN SEE THERE THE VALUE OF $3.5 MILLION ANNUALLY WITH A TOTAL THEN OF $24.5 MILLION FROM THE GENERAL FUND.

OUR CURRENT CONTRACT EXPIRES AT THE END OF NEXT MONTH. WE'RE USING A COOPERATIVE CONTRACT AT THE MOMENT. I'VE SPOKEN WITH YOU ABOUT THAT BEFORE.

THERE WAS REALLY AN IMPLOSION IN THIS BUSINESS AND THE VENDOR WE HAD BEFORE DIED A SLOW AND RATHER AGONIZING DEATH THAT FINALLY THEY BREATHED THEIR LAST IN THE FALL OF 2025. SO THAT'S WHY WE'RE BACK HERE.

SO WE ATTEMPTED WITH THIS SOLICITATION, DIVIDING IT INTO CATEGORIES.

YOU CAN SEE THOSE SIX CATEGORIES LISTED THERE. WHAT'S CALLED OPEN DAY COLLECTION, WE CANCELED -- REALLY, THAT WOULD BE IF WE BUILT A WHOLE NEW LIBRARY AND HAD TO BUY ALL THE BOOKS FOR THAT LIBRARY. THAT DOES NOT SEEM TO BE ON THE HORIZON. THERE DIDN'T REALLY SEEM TO BE ANY PARTICULAR REASON.

THAT'S A VERY SPECIFIC KIND OF CONTRACT SO THAT IS WHY WE CANCELED THAT.

THE CATEGORY 5 AND 6, THAT IS LEASING. AND READING INCENTIVE IS BOOKS THAT WE GIVE AWAY. THE RESPONSES WERE DEEMED NONRESPONSIVE, AS DESCRIBED HERE. THERE WAS FAILURE TO SUBMIT PRICING IN THE FORMAT THAT WAS PRESCRIBED. AS YOU CAN SEE, THIS IS THE RESULT OF THE EVALUATION.

VENDOR A SEEMED TO BE -- WELL, NOT SEEMED TO BE -- WAS THE CLEAR PREFERRED VENDOR. THEY SCORED HIGHER, REALLY, IN EVERY WAY.

YOU CAN SEE THE ITEMS THAT WE USED TO SCORE. THAT WAS FOR CATEGORY 1.

FOR CATEGORY 2, AGAIN VENDOR A WAS THE CLEAR PREFERRED VENDOR BY THIS SCORING.

IN CATEGORY 3, THAT WAS REALLY THE SAME. AND TALKING ABOUT THE DUE DILIGENCE, WE DID NOTIFY 179 VENDORS. THERE WAS A PRE-SUBMITTAL CONFERENCE WITH FIVE VENDORS. WE RECEIVED FOUR PROPOSALS FOR THE CATEGORIES 1, 2, AND 3, TWO FOR CATEGORY 4 AND WE TALKED ABOUT THE CATEGORIES 5 AND 6. WITH THAT, WE ARE RECOMMENDING THAT THE RECOMMENDATION OF VENDOR A ON THOSE CATEGORIES MOVE FORWARD FOR FULL CITY COUNCIL CONSIDERATION. AND OF COURSE I'M HAPPY TO RESPOND TO ANY QUESTIONS.

>> VIAGRAN: THANK YOU FOR THE PRESENTATION. CAN I GET A MOTION AND A SECOND TO MOVE FORWARD TO FULL COUNCIL SO WE MAY BEGIN DISCUSSION? WE'VE GOT A MOTION AND A SECOND. WE'LL BEGIN DISCUSSION.

COUNCILMEMBER WHYTE. >> WHYTE: TELL ME ABOUT THE REDUCED CIRCULATION.

>> WHAT IS HAPPENING IS THAT OUR BALANCE OF ELECTRONIC IMPRINT IS CHANGING.

STILL CIRCULATION OF PHYSICAL ITEMS, INCLUDING PRINT BOOKS, IS MORE THAN HALF OF OUR BUSINESS. SO IT STILL IS A KEY, VITAL PART OF OUR BUSINESS.

IT IS JUST DECREASING AND DECREASING MORE IN SOME NEIGHBORHOODS THAN OTHERS.

[00:45:04]

>> WHYTE: HOW DOES -- I DON'T KNOW IF I'M GOING TO ASK THIS PROPERLY.

HOW DOES THIS, WHAT WE'RE LOOKING FOR HERE IN THIS CONTRACT, IN TERMS OF

NUMBERS, DIFFER THAN WHAT WE DID MAYBE THREE YEARS AGO? >> SO IN TERMS --

>> WHYTE: ARE WE ASKING FOR MORE, LESS, OR THE SAME? >> I DON'T HAVE THAT EXACT NUMBER RIGHT HERE IN FRONT OF ME. I'LL SEE IF SOMEBODY ELSE

CAN HELP ME OUT THERE. >> WHYTE: IT WOULD SEEM TO ME THAT IT SHOULD BE LESS

THAN IT WAS BEFORE. BUT... >> I JUST DON'T HAVE THAT.

>> VIAGRAN: COUNCILMAN WHYTE, I WAS HERE THE LAST TIME Y'ALL CAME FOR THIS.

ONE, WE HAVE TO REMEMBER THAT PRICES HAVE GONE UP AND WE HAVE LESS PROVIDERS THAT PROVIDE PRINT MATERIAL AND THE SERVICES THAT WE ASK. SO WE CAN GET YOU THAT INFORMATION FROM THE LAST TIME THAT THEY CAME AND PRESENTED.

HOWEVER, I KNOW THAT IT WAS NOT PUT IN THE CATEGORIES THAT YOU CURRENTLY PUT THEM IN NOW. SO IT MAY BE A LITTLE HIGHER OR A LITTLE LOWER BUT IT'S NOT BASED ON THE CIRCULATION. I THINK IT'S BASED ON INFLATION AND THEY DID IT DIFFERENTLY HERE SO IT COULD BE MORE COMPETITIVE.

BECAUSE THIS INDUSTRY -- WE DON'T HAVE ANYBODY LOCAL, DALE, CORRECT? WE DON'T HAVE ANYBODY LOCAL THAT DOES THIS. SO WE HAVE TO CONTRIBUTE TO THE NATIONAL ECONOMY TO GET THIS AND PROVIDE THIS. THAT'S THE ONE THING IS WE CAN GET YOU THE MATERIALS. I CAN'T REMEMBER LAST YEAR WHEN WE DID THIS.

WE CAN GET THAT BUT IT WAS TWO DIFFERENT WAYS THAT THEY PRESENTED IT.

SO IT MIGHT NOT -- THE MATH ISN'T GOING TO ADD UP LIKE YOU WANT.

TROY WILL NEED TO FIX THE MATH TO GIVE YOU AN IDEA. >> WHYTE: TO BE CLEAR, I DON'T WANT THE MATH TO ADD UP IN ANY PARTICULAR DIRECTION.

BUT, YOU KNOW, IT SEEMS TO ME LIKE THIS IS -- I DON'T WANT TO KEEP DOING THE SAME THING WE'VE BEEN DOING AND THE SAME MONEY WE'VE BEEN DOING WITH EVERY DEPARTMENT WHEN MAYBE WE DON'T NEED TO. AND SO IF WE ARE SEEING -- IF THERE'S, YOU KNOW, SIGNIFICANT REDUCED CIRCULATION, MAYBE THAT'S NOT ENTIRELY RELATED TO HOW MUCH WE NEED TO SPEND. MAYBE NOW WE NEED TO SPEND ON OTHER THINGS.

I DON'T KNOW. BUT I DO THINK WE SHOULD, BEFORE THIS COMES TO COUNCIL, I WOULD LIKE TO SEE WHAT WE'VE SPENT PREVIOUSLY, UNDERSTAND WHAT THE DIFFERENCES ARE NOW BETWEEN NOW WHAT THE LIBRARIES ARE USING THIS MONEY FOR TODAY, AS OPPOSED TO WHAT THEY MIGHT HAVE BEEN USING THE MONEY FOR SEVERAL YEARS AGO.

>> THAT MAKES COMPLETE SENSE AND WE CAN CERTAINLY DO THAT.

CERTAINLY, EACH YEAR AND EACH MONTH WE CONSISTENTLY LOOK AT THE RATIO OF ELECTRONIC AND PRINT BOOKS TO MAKE SURE WE'RE DOING -- WE'RE RESPONDING TO THE

CUSTOMER'S NEEDS. >> ONE THING WE CAN DO, PRIOR TO GOING TO COUNCIL, WE SEND YOU A FOLLOW-UP MEMO TO THE ENTIRE COUNCIL WALKING YOU THROUGH THE SCORING, LETTING YOU KNOW WHO THE VENDORS ARE BEING SELECTED.

WE CAN PROVIDE SOME OF THAT ADDITIONAL INFORMATION BEFORE IT GOES TO COUNCIL.

>> WHYTE: ANY QUESTIONS? ALL RIGHT. DALE, THANK YOU FOR THE PRESENTATION. AGAIN, THIS IS AN OPPORTUNITY THAT WE AS THE CITY OF SAN ANTONIO CONTRIBUTE ECONOMICALLY TO AN INDUSTRY THAT IS NATIONAL AND GLOBAL. BECAUSE PEOPLE STILL USE BOOKS, PRINT MATERIAL TO READ. BUT WE ARE ALSO CONTRIBUTING TO THE DIGITAL.

SO I APPRECIATE YOU COMING AND PRESENTING. I DO WISH THAT -- I DO WISH WE NEEDED THAT OPEN DAY COLLECTION. THERE ARE POCKETS ON THE SOUTH SIDE THAT WE WOULD LOVE TO SEE A NEW LIBRARY OPEN.

BUT I AM FULLY AWARE OF WHERE WE'RE AT IN THIS BUDGET CYCLE.

I'M GLAD Y'ALL PUT IT TO ASIDE, BUT I HAVE HOPE THAT ONE DAY WE ARE GOING TO NEED THAT CONTRACT. SO, THANK YOU FOR THAT EXPLANATION AND WE'LL SEE

[00:50:04]

>> GONZALEZ: SORRY. I DID HAVE A QUESTION ON THE PRINT LEASE PLAN.

WE DON'T HAVE A PRINT LEASE PLAN, CORRECT? >> CORRECT.

THERE MAY BE SOME COOPERATIVE AGREEMENTS THAT WE COULD USE TO LEASE

MATERIALS. >> GONZALEZ: WE DON'T HAVE THOSE COOPERATIVE AGREEMENTS

IN PLACE? >> NO. I DIDN'T THINK SO BUT I JUST

WANTED TO GET A CONFIRMATION. >> GONZALEZ: BECAUSE WE DON'T HAVE THE PRINT LEASE PLAN, WHAT'S THE EFFORT ON THE WAIT TIMES FOR THOSE

HIGH-DEMAND TITLES? >> FOR SURE WHEN WE WERE ABLE TO LEASE MATERIALS FROM OUR PREVIOUS VENDOR, BAKER AND TAYLOR, THERE PROBABLY WERE SHORTER WAIT TIMES RIGHT WHEN THE BOOKS CAME OUT. THOSE PROBABLY ARE A LITTLE BIT LONGER NOW. AND THAT'S SOMETHING WE REALLY ARE STRUGGLING INDUSTRY-WIDE. NOT THE SAN ANTONIO PUBLIC LIBRARY BUT INDUSTRY-WIDE TO

REPLACE WHAT WAS AVAILABLE FROM THAT PREVIOUS COMPANY. >> GONZALEZ: AND THERE ISN'T -- NOBODY SUBMITTED -- I GUESS WHAT'S GOING ON IN THAT INDUSTRY THEN TO NOT

HAVE ANYONE SUBMIT FOR THE PRINT LEASE PLAN? >> I DON'T KNOW THAT I CAN REALLY SPEAK TO THE BACKGROUND OF WHY THEY DIDN'T.

>> GONZALEZ: CAN SOMEBODY? >> ELLIOTT: NO. WE'LL HAVE TO GO BACK AND WORK WITH THE LIBRARY. I DON'T KNOW WHY. MAYBE THE DEMAND IS NOT THERE AS MUCH. BUT WE HAVE TO GO BACK AND LOOK AT THAT TO ANSWER THE

QUESTION. >> GONZALEZ: THAT WOULD BE HELPFUL BECAUSE IF IT IS AFFECTING THE HOLD QUEUES AND THE WAIT TIMES, THEN THAT'S IMPACTING THE

SERVICE. >> I CAN ONLY CONJECTURE AND MY CONJECTURE IS WITH THIS GIANT VENDOR GOING OUT OF BUSINESS, THE REMAINING VENDORS ARE STRUGGLING TO KEEP UP WITH THE MAIN BUSINESS. THAT'S PURELY JUST GUESS ON

MY PART. >> GONZALEZ: THANK YOU SO MUCH.

THANK YOU. >> VIAGRAN: I'M GOING TO -- I HAVE THEORIES TOO BUT I'LL TAKE THEM OFFLINE ABOUT TARIFFS. LET'S MOVE ON FROM THAT BECAUSE WE HAVE A MOTION AND A SECOND TO TAKE THIS FOR FULL CITY COUNCIL.

WE UNDERSTAND TROY IS GOING TO FOLLOW UP WITH A FOLLOW-UP E-MAIL.

IF THE DISCUSSION HAS ENDED, ALL IN FAVOR SAY AYE. >>

>> VIAGRAN: ALL OPPOSED SAY NO. MOTION CARRIES.

[Final Internal Audit Report  ]

DOES ANYONE NEED A BREAK AT THIS TIME? A RECESS? WE'RE AT OUR FINAL INTERNAL AUDIT REPORTS. MADAME CLERK, PLEASE READ

THE CAPTION FOR ITEM 8. >> CLERK: ITEM 8 IS ACCEPTANCE OF THE OFFICE OF THE CITY AUDITOR REPORT AU25-003 AUDIT OF ACS DANGEROUS AND AGGRESSIVE DOG

PROGRAM. >> VIAGRAN: THE FLOOR IS YOURS.

>> GOOD MORNING. MY NAME IS MICHAEL GUTIERREZ.

I WAS A AUDIT MANAGER OVER THIS PROJECT AND I'LL BE PRESENTING THE RESULTS OF ACS'S DANGEROUS AND AGGRESSIVE DOG PROGRAM AUDIT.

THE OBJECTIVE OF THE AUDIT WAS TO DETERMINE IF THE DANGEROUS AND AGGRESSIVE DOG PROGRAM IS OPERATING EFFECTIVELY AND OPERATING WITH POLICIES, PROCEDURES, STATE REGULATIONS, AND BEST PRACTICES. WE CONCLUDED THAT OVERALL THE PROGRAM IS OPERATING EFFECTIVELY. HOWEVER, WE DID FIND IMPROVEMENTS ARE NEEDED REGARDING DEPARTMENT POLICIES AND PROCEDURES IN A FEW AREAS SUCH AS DOCUMENTING INVESTIGATIONS, REVIEWING COMPLIANCE OF DOG OWNERS, RESPONDING TO AND TRACKING TO ALL AFFIDAVITS, ASSESSING PROGRAM FEES, AND MONITORING USER ACCESS. TO GIVE A LITTLE MORE INFORMATION, ACS PARTNERS WITH 311 ON THIS PROGRAM. WHEN A CALL IS MADE TO 311 REGARDING A DANGEROUS OR AGGRESSIVE DOG. THE CALL IS CATEGORIZED INTO ONE OF THOSE FOUR YEARS.

ACS RESPONDERS RESPOND TO THESE CALLS. ONCE THEY ARE ON SITE, IF THEY FEEL THE INCIDENT QUALIFIES AS A DANGEROUS OR AGGRESSIVE DOG WHERE THEY OBSERVE SERIOUS BODILY INJURY HAS OCCURRED, THEY WILL CONTACT THE DANGEROUS DOG TEAMS TO COME IN. ONCE AN AFFIDAVIT HAS BEEN SUBMITTED, THE INVESTIGATOR BEGINS TO INVESTIGATE THE INCIDENT. THE INVESTIGATIONS CAN HAVE ONE OF THREE POSSIBLE &-ÚD AGGRESSIVE. OR THE CASE CAN BE DECLARED UNFOUNDED IF ALL THE EVIDENCE GATHERED DOES NOT MEET THE STANDARDS THAT ARE SET BY THE STATE. MOVING ON TO RESULTS. WE'LL LOOK AT THE POSITIVE RESULTS FIRST. WE CONCLUDED THAT ANIMAL CARE OFFICERS ARE RESPONDING TO 311 CUSTOMER SERVICE CALLS WITHIN THE REQUIRED RESPONSE TIME.

WE TOOK A LOOK AT A SAMPLE OF 100 CALLS AND WE DETERMINED ACS RESPONDED TO

[00:55:08]

BECAUSE ALL CALLS DON'T LEAD TO INVESTIGATIONS, WE ALSO REVIEWED 44 INVESTIGATIONS AND DETERMINED ACS RESPONDED TO ALL 44 INITIAL CALLS AND THEN MET THE REQUIRED RESPONSE TIME ON 42 OF THOSE 44 CALLS. WE ALSO CONCLUDED ACS IS CORRECTLY DECLARING CASES AS UNFOUNDED WHEN THE EVIDENCE THEY GATHERED DOESN'T MEET THE STANDARDS THAT ARE SET BY THE STATE. WE REVIEWED A SAMPLE OF 25 UNFOUNDED CASES AND WE CONFIRMED THE STANDARDS FOR DECLARING A DOG IS DANGEROUS OR AGGRESSIVE WERE NOT MET, BASED ON THE EVIDENCE THAT WAS GATHERED.

WE ALSO CONCLUDED ACS IS PROPERLY ENSURING THE DOGS DECLARED FOR DESTRUCTION ARE EUTHANIZED BY HUMANE METHODS. WE REVIEWED CASE NOTES FROM 44 EUTHANIZED DOGS AND ALL 44 CASES CONTAINED ACCORDANCE WITH THE POLICY. LASTLY, WE CONCLUDED THAT ACS IS APPROPRIATELY ENSURING THAT ANIMAL CARE OFFICERS ARE PROPERLY CERTIFIED BY THE STATE.

WE REVIEWED TRAINING CERTIFICATES FOR ALL 68 OFFICERS AND DETERMINED ALL 68 OFFICERS WERE APPROPRIATELY CERTIFIED. SO OUR FIRST RECOMMENDATION IS REGARDING DOCUMENTATION FOR INVESTIGATIONS. WE CONCLUDED ACS DOES NOT CONSISTENTLY RECORD AND STORE THE REQUIRED COMMUNICATIONS, CASE INFORMATION, AND SUPPORTING DOCUMENTATIONS FOR INVESTIGATIONS.

WE REVIEWED A TOTAL OF 71 INVESTIGATIONS, WHICH INCLUDED DANGEROUS AND AGGRESSIVE INVESTIGATIONS, SERIOUS BODILY INJURY INVESTIGATIONS, AND NON-COMPLIANCE INVESTIGATIONS. WE DETERMINED 57 CASES DID NOT CONTAIN DOCUMENTATION OF THE REQUIRED COMMUNICATIONS, SUCH AS NOTIFYING THE DOG OWNER AND THE DOG BEING DEEMED DANGEROUS OR AGGRESSIVE.

70 CASES DID NOT CONTAIN ALL THE DOCUMENT SUPPORT REQUIRED SUCH AS PHOTOGRAPHS AND VIDEOS OF THE SCENE. OUR RECOMMENDATION IS FOR THE DEPARTMENT TO ESTABLISH WRITTEN POLICIES AND PROCEDURES ADDRESSING SERIOUS BODILY INJURY INVESTIGATIONS AND NON-COMPLIANCE INVESTIGATIONS, AS WELL AS ENSURING THE CONTROLS THAT ARE ALREADY IN PLACE FOR MONITORING INVESTIGATIONS ARE CONDUCTED ACCORDINGLY. OUR NEXT RECOMMENDATION IS OVER REVIEWING COMPLIANCE.

WE CONCLUDED ACS IS NOT CONSISTENTLY PERFORMING AND DOCUMENTING THE REQUIRED 30-DAY COMPLIANCE INSPECTIONS AND THE SUBSEQUENT ANNUAL COMPLIANCE INSPECTIONS TO ENSURE OWNERS OF DANGEROUS AND AGGRESSIVE DOGS ARE COMPLYING WITH REGULATIONS. WE TESTED 16 DANGEROUS AND AGGRESSIVE DOGS THAT REQUIRED A 30-DAY INSPECTION DURING FISCAL YEAR '25. CASE NOTES FOR EIGHT DOGS DID NOT CONTAIN DOCUMENTATION TO SUPPORT COMMUNICATION WAS MADE WITH THE DOG OWNERS TO SCHEDULE AND PERFORM A 30-DAY INSPECTION.

AND CASE NOTES FOR 14 DOGS DID NOT CONTAIN DOCUMENTATION TO SUPPORT COMPLIANCE WAS ACHIEVED. IN ADDITION, WE ALSO TESTED 50 DANGEROUS AND AGGRESSIVE DOGS THAT REQUIRED AN ANNUAL INSPECTION DURING FISCAL YEAR '25 AND WE REVIEWED CASE NOTES FOR 45 DOGS THAT DID NOT CONTAIN DOCUMENTATION TO SUPPORT THAT ANNUAL INSPECTIONS OCCURRED OR THAT COMPLIANCE WAS MET.

SO OUR RECOMMENDATION HERE WAS FOR THE DEPARTMENT TO ESTABLISH PROCEDURES TO ENSURE THAT COMPLIANCE INSPECTIONS FOR THE DANGEROUS AND AGGRESSIVE DOGS CASE PROCEDURES ARE EXECUTED AS INTENDED. OUR NEXT RECOMMENDATION IS REGARDING RESPONDING TO AND TRACKING AFFIDAVITS. WE CONCLUDED ACS DOES NOT DOCUMENT AND TRACK THE RECEIPT OF AFFIDAVITS THAT ARE SUBMITTED FOR DANGEROUS AND AGGRESSIVE DOGS. IN ADDITION, INVESTIGATORS ARE NOT ADEQUATELY DOCUMENTING THEIR TIMELY CONTACT WITH THE AFFIANT AND THE DOG OWNER.

WE REVIEWED 35 AGGRESSIVE AND DANGEROUS DOG INVESTIGATIONS AND CONCLUDED 28 CASES DID NOT CONTAIN DOCUMENTATION TO SUPPORT FROM THE DAY THE AFFIANT SUBMITTED THAT THE CONTACT WAS MADE WITH THE DOG OWNER WITHIN FIVE DAYS AND WITH THE AFFIANT WITHIN THREE DAYS. OUR RECOMMENDATION IS FOR THE DIRECTOR TO ESTABLISH A POLICY AND PROCEDURE FOR DOCUMENTING AND TRACKING THE RECEIPT OF THE AFFIDAVITS SUBMITTED AND ALSO TO CREATE CONTROLS TO ENSURE THE NEW POLICY AND PROCEDURE ARE PROPERLY EXECUTED. AND ALSO TO CREATE CONTROLS

[01:00:02]

OUR NEXT RECOMMENDATION WAS REGARDING ASSESSING PROGRAM FEES.

WE CONCLUDED ACS IS NOT CONSISTENTLY ASSESSING APPLICABLE PROGRAM FEES, WHICH ARE PRIMARILY EUTHANASIA FEES. WE REVIEWED A SAMPLE OF 41 CASES THAT INVOLVED JUST OVER $7,000 IN FEES OWED BY DOG OWNERS.

22 CASES, INCLUDING WAIVED FEES OF JUST OVER $700. OF THOSE 22 CASES, 19 CASES INCLUDED WAIVED EUTHANASIA FEES OF ABOUT $475. SO OUR RECOMMENDATION IS TO ESTABLISH A POLICY AND PROCEDURE TO ADDRESS THE CRITERIA AND THE PROCESS FOR WAIVING THESE FEES AND ALSO TO CREATE CONTROLS TO ENSURE THESE NEW POLICIES AND PROCEDURES ARE EXECUTED AS INTENDED. AND OUR FINAL RECOMMENDATION COMES OVER MONITORING USER ACCESS. WE CONCLUDED ACS IS NOT PERIODICALLY PERFORMING OR DOCUMENTING REVIEWS OF USER ACCESS TO CHAMELEON, WHICH IS THEIR SYSTEM OF RECORD FOR THIS PROGRAM, OR THEIR MICROSOFT TEAMS CHANNEL.

WE DID GO THROUGH AND WE VERIFIED USER ACCESS TO MICROSOFT TEAMS WAS APPROPRIATE. HOWEVER, USER ACCESS TO CHAMELEON WAS INAPPROPRIATE.

WE REVIEWED USER ACCESS FOR ALL 260 USERS AND WE VERIFIED 19 USERS DID NOT CURRENTLY WORK FOR ACS AND DID NOT REQUIRE ACCESS. OF THE REMAINING USERS, WE TESTED 30 AND WE FOUND ONE ADDITIONAL USER HAD SEPARATED FROM THE CITY AND NO LONGER REQUIRED ACCESS. SO ACS MANAGEMENT AGREED WITH OUR RECOMMENDATIONS AND HAVE ALREADY DEVELOPED AN ACTION PLAN WITH AN ANTICIPATED COMPLETION DATE OF AUGUST 2026. THAT CONCLUDES MY PRESENTATION.

I AND ACS MANAGEMENT ARE AVAILABLE TO ANSWER ANY QUESTIONS ANYONE MAY HAVE.

THANK YOU. >> VIAGRAN: THANK YOU. DOES ANIMAL CARE SERVICES

DEPARTMENT WANT TO PROVIDE A RESPONSE? >> GOOD AFTERNOON, COMMITTEE. I'M JOHN GARRETT, THE DIRECTOR FOR ANIMAL CARE SERVICES. REALLY, I JUST WANT TO THANK BUDDY AND THE REST OF HIS TEAM FOR BEING ABLE TO DO THIS. AS A DIRECTOR, THEY WERE ABLE TO COME IN AND DO SOMETHING I CAN'T DO. I CAN'T SPEND HOURS EVERY DAY COMBING THROUGH PAPERWORK AFTER PAPERWORK AFTER PAPERWORK TO IDENTIFY SOME OF THESE CONCERNS. OBVIOUSLY, HAVING THE ABILITY TO HAVE THEM COME IN AND PROVIDE THAT WAS TREMENDOUS FOR US. AND REALLY IDENTIFIED WHAT I THINK WE ALREADY KNEW. I THIN THINK, YOU KNOW, WHENEVER WE CHANGED OUR DANGEROUS DOG ORDINANCES IN 2024, OVERNIGHT WE WENT FROM ABOUT 300 CASES IN FY24 TO OVER 500 IN FY25. ALMOST DOUBLED. AND IT HAPPENED VERY RAPIDLY. AND SO I THINK WHAT THE AUDIT REALLY REFLECTS IS THAT ADDITIONAL WORKLOAD WITHOUT ADDITIONAL STAFF THAT HAPPENED VERY QUICKLY.

AND SO WE SAW SOME -- WHEN IT CAME DOWN TO THE END OF THE CASES AND DOCUMENTING CASES BY UPLOADING THEM INTO THE VARIOUS SYSTEMS THAT WE USE, YOU KNOW, THERE WERE SOME THINGS THAT COULD HAVE BEEN DONE BETTER WITH OUR TEAM.

I WILL SAY, AS YOU SAW AT THE LAST SLIDE THERE, WE DID ALREADY IMPLEMENT EVERY NEW PROCEDURE THAT WAS RECOMMENDED. THEY WERE ALL IMPLEMENTED IN THE MONTH OF AUGUST. THANKFULLY -- A SPECIAL THANKS TO OUR INTERIM ASSISTANT DIRECTOR BETHANY SNOWDEN WHO WORKED CLOSELY WITH BUDDY'S TEAM.

WE WERE UPDATING THINGS ON THE FLY DURING THE AUDIT. A LOT OF IT WAS ALREADY DONE BY THE TIME WE GOT THE AUDIT RESULTS. WITH THAT, JUST THANK YOU TO THE COMMITTEE AND THANK YOU TO BUDDY AND HIS TEAM FOR THEIR WORK ON THIS.

>> VIAGRAN: THANK YOU. IF I CAN GET A MOTION AND A SECOND TO TAKE THIS TO FULL COUNCIL SO WE CAN BEGIN DISCUSSION. ALL RIGHT.

WE'VE GOT A MOTION AND A SECOND. THANK YOU FOR THE PRESENTATION. WE ALL KNOW THAT WE'RE HERE BECAUSE OF A TRAGEDY AND WE NEEDED TO ADDRESS THIS ISSUE AND TRYING TO ADDRESS THE STAFFING NEEDS FOR ACS AND WHAT THEY'RE WORKING TOWARDS. SO THANK YOU FOR THIS PRESENTATION. DO ANY OF MY COUNCIL COLLEAGUES -- COUNCILMAN

WHYTE. >> WHYTE: YEAH. I JUST WANT TO POINT OUT THE VALUE, BUDDY, OF THE WORK THAT YOUR TEAM DOES HERE. AND I THINK IT'S REALLY EVIDENT IN THE FINDINGS HERE RELATED TO ACS. THE FIRST COUPLE OF FINDINGS ON WHAT THEY COULD DO BETTER RELATE TO COMMUNICATION WITH NOT ONLY THE DANGEROUS DOG OWNER BUT ALSO THE VICTIMS. AND REALLY THERE WERE SOME LACK OF COMMUNICATION ISSUES HERE. AND THAT, TO ME, GOES DIRECTLY TO THE PUBLIC TRUST ABOUT WHAT WE'RE DOING AS A CITY GOVERNMENT. YOU KNOW, WHEN PEOPLE MAKE COMPLAINTS, THEY SHOULD HAVE A FOLLOW UP AND KNOW WHAT THE RESULT IS FROM THE CITY

[01:05:02]

I MEAN, WHAT'S THE POINT OF PUTTING THESE RULES IN PLACE IF THEN WE DON'T FOLLOW UP AND ENSURE THAT THINGS ARE GOING BETTER. THE SAME WITH RESPONDING TO THE AFFIDAVITS. IF PEOPLE ARE MAKING DANGEROUS DOG COMPLAINTS AND SUBMITTING THESE AFFIDAVITS AND NOBODY AT ACS IS RESPONDING AND MAYBE THE CASE DOESN'T GET OPENED OR WHATEVER IT IS, YOU HAVE ANOTHER POTENTIAL DANGEROUS ANIMAL ON THE STREET THERE WE HAVE A PUBLIC SAFETY ISSUE.

FINALLY, ON THE COLLECTING OF THE FEES, MAYBE SMALL AMOUNTS HERE BUT YOU KNOW, EVERY LITTLE BIT HELPS. WE OBVIOUSLY HAVE BUDGET ISSUES HERE AND WE NEED TO MAKE SURE THAT WE'RE COLLECTING ALL THE DOLLARS WHERE WE CAN.

SO THIS AUDIT I THINK IN PARTICULAR REALLY HITS THREE IMPORTANT AREAS.

THANKS FOR DOING IT, BUDDY. THANK YOU TO ACS FOR TAKING IT SERIOUSLY AND MAKING THE

CORRECTIONS THAT ARE ASKED FOR HERE IN THE REPORT. >> VIAGRAN: THANK YOU.

COUNCIL MEMBER MEZA GONZALEZ? >> GONZALEZ: THANK YOU. THANK YOU FOR THE PRESENTATION. AND THANK YOU FOR THE WORK FROM YOUR DEPARTMENT AND TO ACS FOR QUICKLY IMPLEMENTING AS IT WAS HAPPENING IN REAL-TIME.

THAT IS APPRECIATED. I HAD A QUESTION ON I THINK IT WAS 45 OF THE 50 DOGS THAT HAD NO DOCUMENTATION. IS THERE A PLAN TO I GUESS -- WAS IT THE 45 OF THE 50? THAT HAVE NO DOCUMENTATION OF THE ANNUAL INSPECTION? YEAH, IS THERE A PLAN TO

PHYSICALLY VERIFY EACH OF THOSE ANIMALS? >> AGAIN, I WANT TO SAY THAT THE FOLLOW-UP DID HAPPEN. IT WAS THE OFFICER DID NOT DOCUMENT THAT IT HAPPENED.

SO THAT'S WHAT WE HAD TO ADDRESS. >> GONZALEZ: SO THAT WAS ADDRESSED? OKAY. SO CAN YOU REPORT THAT BACK

TO US IN ANOTHER WAY, OTHER THAN JUST SAYING IT HAPPENED? >> WELL, YEAH.

I MEAN, BASICALLY WHAT WE'VE HAD OUR TEAM DO IS GO THROUGH, I THINK THEY'RE STILL GOING THROUGH SOME OF THE OLDER RECORDS BECAUSE SOME OF THE RECORDS WERE A LITTLE BIT OLDER, AND BASICALLY, GOING THROUGH PAPER FILES AND THEN TRYING TO UPLOAD THEM INTO ELECTRONIC SYSTEM SO THE DOCUMENTATION IS THERE.

I WILL SAY SOME OF THEM WON'T EXIST BECAUSE IN PRACTICE, THE OFFICER DIDN'T GO IN AND MAKE A NOTE SAYING OH, I CALLED THIS PERSON AND DID THIS, WHICH WE ADDRESSED

THROUGH POLICY. >> GONZALEZ: THANK YOU. ON THE SLIDE 8, WHAT DOES A RESIDENT HAVE TO DO TO FILE THE AFFIDAVIT TODAY? I JUST WANT TO MAKE SURE THAT THIS WAS HAPPENING ON THE I GUESS DOWNSTREAM, SO MAKING SURE THAT FILING THAT AFFIDAVIT ITSELF, THERE ISN'T ANY PROCESS BARRIERS THERE, AND THEN THEY'RE MET HERE WITH NO RESPONSE. SO I'M JUST CURIOUS WHAT DOES A RESIDENT HAVE TO DO TO FILE

THE AFFIDAVIT? >> SO RIGHT NOW, WE RECEIVE AFFIDAVITS VARIOUS DIFFERENT WAYS. SOME COME THROUGH THE MAIL, SOME ARE DONE THROUGH DIRECTLY WITH THE OFFICER AND THEN SOME ACTUALLY COME IN TO THE LOBBY AND ACTUALLY FILL ONE OUT. I WANT TO MAKE SURE THAT IT'S STATED THAT WE DID WORK EVERY AFFIDAVIT THAT WE RECEIVED. IT WAS THE DOCUMENTATION OF T THAT, SO OBVIOUSLY, WE WOULD KNOW VERY QUICKLY IF SOMEONE FILED AN AFFIDAVIT AND WE DIDN'T WORK THAT CASE. WE WOULD KNOW VERY, VERY QUICKLY.

THAT PERSON WOULD BE COMPLAINING. SO WE DO DO A GOOD JOB OF ACTUALLY WORKING THESE. WHAT WE DID DO IS WE ACTUALLY HAVE A TRACKER NOW SO AS THESE AFFIDAVITS ARE COMING IN, THEY'RE DOCUMENTED ON TO A TRACKER SO WE CAN SAY OKAY, WE RECEIVED THIS ONE AND NOW WE HAVE WORKED IT. SO WE'RE ABLE TO DOCUMENT THE FACT WE WORKED IT WHERE BEFORE, WE WERE WORKING THEM BUT WE WEREN'T DOCUMENTING

THAT WE WORKED THEM. >> GONZALEZ: GOT IT. THANK YOU SO MUCH.

>> VIAGRAN: ALRIGHT. THERE'S NO FURTHER DISCUSSION.

WE HAVE GOT A MOTION AND A SECOND. ALL IN FAVOR SAYAYE.

ALL OPPOSED SAY NO. MOTION CARRIES. WE MOVE ON TO ITEM NUMBER 9.

>> CLERK: ACCEPTANCE OF THE CITY AUDITOR REPORT AU24-0616 AUD YIT OF SAFD UNIFORMED

[01:10:03]

EMPLOYEE OVERTIME. >> GOOD MORNING. I WAS THE MANAGER FOR THIS PROJECT. I WILL BE TAKING YOU THROUGH THE RESULTS.

OUR OBJECTIVE WAS TO DETERMINE THE DRIVERS OF SIGNIFICANTLY INCREASED OVERTIME. THE FIRE DEPARTMENT'S OVERTIME REMAINED RELATIVELY STABLE UNTIL COVID PANDEMIC OCCURRED, IN WHICH OVERTIME EXPENSES INCREASED AND DID NOT RETURN TO PRE-PANDEMIC LEVELS. OVERALL WE IDENTIFIED INCREASING ABSENCES, USE OF VARIOUS TYPES OF LEAVE AND THE IMPLEMENTATION OF NEW PROGRAMS WITHOUT A REQUISITE INCREASE IN STAFFING AS PRIMARY DRIVERS.

THIS AUDIT WAS SEEKING TO IDENTIFY THE DRIVERS. WE ARE CURRENTLY PERFORMING A FOLLOW-UP AUDIT TO DETERMINE THE IMPACT THAT THESE DRIVERS HAVE.

ADDITIONALLY, DURING THE COURSE OF THE AUDIT, WE IDENTIFIED AREAS THAT WHILE NOT DRIVERS OF INCREASED OVERTIME, LACKED CLEAR POLICIES AND PROCEDURES AND IN SOME CASES, COULD BE CONSIDERED ABUSIVE. FOR A LITTLE BIT OF BACKGROUND, THE THREE MAIN DIVISIONS OF THE FIRE DEPARTMENT ARE THE FIRE DIVISION, EMS AND COMMUNICATIONS. THESE DIVISIONS OPERATE 24 HOURS A DAY, 7 DAYS A WEEK, AND HAVE 24-HOUR SHIFTS. AS OF OCTOBER 2023, THE FIRE DEPARTMENT HAD 1,804 UNIFORMED PERSONNEL OUT OF A BUDGET OF 1,812.

AS PREVIOUSLY MENTIONED, OVERTIME INCREASED SIGNIFICANTLY AS A RESULT OF THE PANDEMIC AND DID NOT RETURN TO PRE-PANDEMIC LEVELS.

THE FIRE DEPARTMENT HAS A PRACTICE OF OVERSTAFFING THE DIVISION AS A BUFFER FOR ROUTINE ABSENCES. FOR FIRE, THE BUFFER IS APPROXIMATELY 20%.

EMS REQUIRES PERSONNEL PER SHIFT BUT STAFFS 100. AND COMMSHAS A BUFFER OF 12.5% OR 1 TO 2 PEOPLE. IF MINIMUM STAFFING NEEDED IS NOT MET, OTHER UNIFORMED PERSONNEL ARE BROUGHT ON ON MINIMUM STAFFING OVERTIME TO PROVIDE COVERAGE.

IF FIRE STAFFING POLICY WAS WORKING AS INTENDED, THERE SHOULD BE LITTLE MINIMUM STAFFING OVERTIME. HOWEVER, THAT OVERTIME SPENDING INCREASED FROM $15 MILLION TO $25 MILLION BETWEEN FISCAL YEAR 2019 AND 2023.

IN HOURS THAT'S AN INCREASE OF APPROXIMATELY 180,000 HOURS OF MINIMUM STAFFING OVERTIME. THIS AUDIT FOCUSED PRIMARILY ON MINIMUM STAFFING OVERTIME AND ITS CAUSES AND THE SCOPE WAS FISCAL YEAR 2019 THROUGH 2023.

FIRST, WE IDENTIFIED INCREASING ABSENCES AS A DRIVER OF INCREASED OVERTIME.

INCREASES IN DEPLOYMENT WERE LARGELY DRIVEN BY COVID-19 AND OTHER ACTIVITIES SUCH AS SPECIAL ASSIGNMENTS WITHOUT A RELATED TRACKING CODE. ADDITIONALLY, LINE OF DUTY LEAVE INCREASED BY 87% DURING THE FIVE YEARS, SICK AND VACATION LEAVE ALSO INCREASED BY APPROXIMATELY 10% BETWEEN FISCAL YEAR 2019 AND 2023. WE IDENTIFIED THAT A FEW PERSONNEL USED THE MOST LEAVE. THERE WERE THREE UNIFORMED PERSONNEL THAT HAD MORE THAN 5,000 HOURS OF LEAVE EACH OVER THE FIVE-YEAR PERIOD, WHICH IS EQUIVALENT TO BETWEEN 2 AND 2 1/2 YEARS OFF.

IT WAS ALSO BROUGHT TO OUR ATTENTION THAT DURING PREVIOUS ADMINISTRATIONS, THE FIRE DEPARTMENT HAD IMPLEMENTED NEW PROGRAMS AND TEAMS WITHOUT AN INCREASE IN STAFFING. WHILE THESE PROGRAMS WERE BENEFICIAL, IT DID CONTRIBUTE TO STRETCHING THE STAFF THIN AND REQUIRING INCREASING OVERTIME TO MEET MINIMUM STAFFING NEEDS. FURTHER, THERE MAY BE OPPORTUNITIES FOR SOME DUTIES TO BE PERFORMED BY CIVILIANS, THUS FREEING UP UNIFORMED PERSONNEL FOR MORE DIRECT FIREFIGHTER AND EMS DUTIES. WE RECOMMEND THE FIRE CHIEF WORK WITH THE OFFICE OF INNOVATION TO DETERMINE THE FACTORS CONTRIBUTING TO HIGH RATE OF ABSENTISM, MONITORING HIGH ABSENCES AND USES OF INTERMITTENT LEAVE AND SHARE ANY PROGRAMS OR TEAMS REQUIRING ADDITIONAL PERSONNEL ARE DISCUSSED AND APPROVED WITH CITY MANAGEMENT AND THE OFFICE OF MANAGEMENT AND BUDGET TO ASSURE SPECIAL ASSIGNMENTS ARE ACCURATELY CODED. ADDITIONALLY, WE RECOMMEND THE CITY MANAGER EVALUATE CURRENT DUTIES PERFORMED BY UNIFORMED PERSONNEL THAT COULD BE PERFORMED BY CIVILIANS. WE ALSO IDENTIFIED A LACK OF SICK LEAVE ENFORCEMENT OF SICK LEAVE POSITIONS AND HIGH CLASS PAY WHICH MAY BE USED INEFFICIENTLY TO COVER ABSENCES. THE 254 PERSONNEL THAT WITHDREW BETWEEN FISCAL YEAR 2019 AND '23, 34% WHOSE WORKING HOURS CONSISTED ENTIRELY OF SICK AND OTHER TYPES OF LEAVE. BECAUSE THESE PERSONNEL ARE HOLDING THEIR POSITION WHILE TAKING SICK LEAVE, THE FIRE DEPARTMENT IS UNABLE TO REPLACE THEM WITH NEW PERSONNEL EXCEPT BY USING OVERTIME AND HIGH CLASS PAY. ADDITIONALLY, PER THE CBA, THE DISTRICT AND ASSISTANT CHIEFS HAVE AN AID THAT RECEIVES HIGH CLASS PAY WHEN THE CHIEF IS ON LEAVE, EVEN IF THE AIDE IS NOT PERFORMING AT A HIGHER RANK.

AS SUCH, WE RECOMMEND THE FIRE CHIEF MONITOR THE USE OF SICK LEAVE TO ENSURE THAT PHYSICIAN'S NOTES ARE OBTAINED PER THE REQUIREMENTS IN THE CBA AND DEPARTMENTAL LEAVE POLICIES AS WELL AS THE CITY MANAGER CONSIDERING INCLUDING HIGH CLASS PAY TO

[01:15:02]

A FEW PERSONNEL ARE MAKING EXTENSIVE USE OF LIGHT DUTY ASSIGNMENTS, LINE OF DUTY LEAVE AND UNPAID LEAVE. THESE THREE CATEGORIES OF ASSIGNMENT OF LEAVE WERE RESPONSIBLE FOR THE EQUIVALENT OF 41 FULL-TIME EMPLOYEES NOT BEING AT THEIR REGULARLY ASSIGNED DUTIES EACH YEAR. SPECIFICALLY, WE IDENTIFIED 24 PERSONNEL THAT RECEIVED BETWEEN 1 AND 4 YEARS OF LIGHT DUTY ASSIGNMENTS AND ANOTHER 26 UNIFORMED PERSONNEL THAT RECEIVED 1/2 TO 1 FULL YEAR OF LIGHT DUTY ASSIGNMENT. WE SAW SIMILAR BUT LESSER TRENDS WITH LINE OF DUTY AND UNPAID LEAVE. WHILE THESE PERSONNEL ARE WORKING LIGHT DUTY ASSIGNMENTS, THEY MAY NEED TO BE REPLACED WITH OVERTIME, INCREASING OVERTIME SPENDING.

DISCRETIONARY LEAVE IS ADMINISTRATIVE LEAVE GRANTED TO APPOINTED PERSONNEL AT THE DISCRETION OF THE FIRE CHIEF. FOR WORK HOURS PERFORMED IN EXCESS OF REGULARLY SCHEDULED DUTIES. WE FOUND THAT APPOINTED PERSONNEL WERE USING A SIGNIFICANT AMOUNT OF DISCRETIONARY TIME PRIOR TO RETIREMENT.

ON AVERAGE, 10% TO 40% OF THEIR WORKING HOURS WERE DISCRETIONARY LEAVE JUST PRIOR TO RETIREMENT. SO WE RECOMMEND THE FIRE CHIEF SHOULD MONITOR AND ENSURE THAT DISCRETIONARY LEAVE IS UTILIZED AND APPROVED IN COMPLIANCE WITH POLICY. FOR PYRAMIDING PREMIUM PAY, THE CBA STATES WHEN TWO OR MORE TYPES OF OVERTIME ARE PREMIUM COMPENSATION OR APPLICABLE TO THE SAME WORK OF HOURS, ONLY THE HIGHER RATE OF COMPENSATION SHALL BE PAID.

HOWEVER, THE CBA DOES NOT DEFINE PREMIUM COMPENSATION. BASED UPON THE VERBIAGE IN THE CBA, THE AUDIT OFFICE CONCLUDES THAT HIGH CLASS AND HOLIDAY PAY ARE PREMIUM COMPENSATION AS THEY ARE HIGHER THAN THE BASE RATE. THOSE HIGH CLASS HOLIDAY AND HIGH CLASS OVERTIME WOULD BE CONSIDERED PYRAMIDED. THE CITY PAID OUT ABOUT 80,000 HOURS OF HIGH CLASS HOLIDAY AND 97,000 HOURS OF HIGH CLASS OVERTIME PAY DURING THE FIVE-YEAR PERIOD. OUR RECOMMENDATION IS THAT THE CITY MANAGER CLARIFY THE TERMS OF THE CBA REGARDING PYRAMIDING AND WHAT CONSTITUTES PREMIUM PAY AND ESTABLISH CONTROLS TO ENSURE THAT PAY IS NOT BEING PYRAMIDED.

EMPLOYEE LEAVE TIME IS TREATED AS WORKING TIME FOR FLSA PURPOSES SO IF SOMEONE IS ON LEAVE AND PICKS UP AN OVERTIME SHIFT, THEY RECEIVE 2.5 TIMES THEIR REGULAR RATE OF PAY. IN CONTRAST, CIVILIANS WOULD HAVE THEIR LEAVE RETURNED TO THEIR LEAVE BANK AND WOULD BE PAID AT REGULAR RATE. ADDITIONALLY, THE UNIFORMED PERSONNEL HAVE THE POTENTIAL TO USE CURRENT SCHEDULING PRACTICES TO STRATEGICALLY SCHEDULE TIME OFF THROUGH A COMBINATION OF LEAVE AND SHIFT TRADES, WHICH ENABLES THEM TO PHYSICALLY WORK THE SAME NUMBER OF HOURS AS THEIR REGULAR SHIFTS WHILE EARNING OVERTIME, WHICH COULD BE CONSIDERED ABUSIVE. FOR EXAMPLE, UNIFORMED MEMBER COULD TAKE LEAVE ON A REGULARLY SCHEDULED SHIFT AND THEN PICK UP AN OVERTIME SHIFT FOR THE NEXT DAY. THAT PERSON WOULD HAVE WORKED THE SAME NUMBER OF HOURS, 24, BUT RECEIVED THOSE 24 HOURS ENTIRELY AS OVERTIME. AS SUCH, WE RECOMMEND TO IMPLEMENT A POLICY OF REIMBURSING LEAVE TO AN EMPLOYEE'S LEAVE BANK IF WORKING ON A PREVIOUSLY SCHEDULED LEAVE DATE, HAVE MANAGEMENT REGULARLY REVIEW TELESTAFF ENTRIES FOR PATTERNS OF ABUSIVE BEHAVIOR AND IMPLEMENT POLICIES AND PROCEDURES TO PREVENT IT. THE CITY MANAGER SHOULD CLARIFY SPECIFIC VERSIONS OF THE CBA TO INCLUDE THE ACCRUAL OF FLSA OVERTIME BASED UPON TIME ACTUALLY WORKED. FINALLY, WE IDENTIFIED THAT CONTROLS OVER TELESTAFF COULD BE IMPROVED. TELESTAFF IS THE ELECTRONIC SCHEDULING SYSTEM USED BY THE FIRE DEPARTMENT TO MANAGE SHIFTS AND TRACK LEAVE. WE IDENTIFIED PERSONNEL WITH FULL ACCESS TO TELESTAFF, PERSONNEL WHO NO LONGER REQUIRED ACCESS WHO MAINTAINED IT, AND USERS THAT HAD RULES GRANTING THEM ENHANCED PRIVILEGES THAT LET THEM IMPROVE -- APPROVE OTHER'S TIME ENTRIES AS WELL AS THEIR OWN.

WE IDENTIFY 14 OUT OF 43 JUDGMENTALLY SELECTED TRANSACTIONS THAT WERE SELF-APPROVED. WE ALSO IDENTIFIED MISSING DATA AND RECORDS THAT HAD BEEN DELETED. AND AN INDIVIDUAL WHO WAS CODED AND PAID TWO TYPES OF OVERTIME FOR THE SAME HOURS. THE FIRE CHIEF SHOULD DEVELOP AND IMPLEMENT A POLICY AND PROCEDURE FOR DETERMINING APPROPRIATE LEVELS OF ACCESS, ENSURE TIMELY DEACTIVATION OF STAFF NO LONGER NEEDING ACCESS AND CONTINUE TO WORK WITH THE DEVELOPER OF TELESTAFF TO ENSURE SYSTEM CONTROLS ARE WORKING AS INTENDED.

FIRE DEPARTMENT MANAGEMENT AGREED WITH THE RECOMMENDATIONS AND HAVE DEVELOPED AN ACTION PLAN WITH AN ANTICIPATED COMPLETION DATE OF OCTOBER 2027.

THANK YOU VERY MUCH. MYSELF AND THE FIRE DEPARTMENT LEADERSHIP ARE

HERE TO ANSWER ANY QUESTIONS. >> VIAGRAN: DOES THE FIRE DEPARTMENT WANT TO PROVIDE A

RESPONSE OR A STATEMENT? >> GOOD MORNING, MEMBERS OF THE AUDIT COMMITTEE.

BEFORE CTHE CHIEF COMES TO THE PODIUM AND ADDRESSES THE AUDIT, I WANTED TO PROVIDE SOME CONTEXT TO THIS PARTICULAR AUDIT. THIS IS AN AUDIT THAT I REQUESTED TO THE AUDITOR'S OFFICE IN EARLY 2024. THIS IS BEFORE THE CHIEF WAS

[01:20:04]

SO WE ADDRESSED THAT AS PART OF THE COLLECTIVE BARGAINING NEGOTIATIONS IN 2024.

UNFORTUNATELY WE WERE NOT SUCCESSFUL TO MAKE THAT CHANGE AND THAT IS ONE OF THE DRIVERS OF OVERTIME AND WE WILL CONTINUE TO ADDRESS THAT AS WE START NEGOTIATIONS AGAIN NEXT YEAR. HOWEVER, THROUGH THIS PROCESS, WE ALSO IDENTIFY SOME AREAS THAT WE COULD BETTER PARAMETERS FOR THE USE OF LEAVE.

FOR EXAMPLE, SICK LEAVE. AND WE WERE SUCCESSFUL IN ADDING THOSE PARAMETERS TO THE COLLECTIVE BARGAINING AGREEMENT. THE CHIEF HAS IMPLEMENTED POLICIES TO BE ABLE TO ENSURE THAT WE BETTER TRACK THAT TO ENSURE THAT THOSE EMPLOYEES THAT ARE UTILIZING SICK LEAVE IS ACTUALLY BECAUSE THEY ARE ACTUALLY SICK.

SO WE ARE ASKING FOR A DOCTOR'S NOTE FOR THOSE CASES.

SO I JUST WANTED TO PROVIDE THAT, THOSE COUPLE -- PROVIDE A CONTEXT AS TO WHY WE DID THIS AUDIT. THE OVERTIME IN THE FIRE DEPARTMENT IS COMPLEX.

THAT'S WHY THE OVERTIME -- THE AUDIT TOOK TIME TO BE COMPLETED.

WITH THAT, I WILL TURN IT OVER TO CHIEF FAUSTO. >> GOOD MORNING.

MY NAME IS VALERIE FAUSTO. I AM THE FIRE CHIEF. I WANT TO THANK THE CITY AUDITOR AND HIS TEAM FOR THE WORK THAT WENT INTO THIS AUDIT, AS MARIA MENTIONED, I KNOW THAT IT IS EXTREMELY COMPLEX. WE APPRECIATE THE REVIEW AND OPPORTUNITY THAT IT GAVE US TO REINFORCE THE IMPROVEMENTS THAT WE ALREADY STARTED, AND CONTINUED ALONGSIDE THE AUDIT. WE ACCEPTED THE RECOMMENDATIONS AND ALL OF THE CORRECTIVE ACTIONS IDENTIFIED AND OUR RESPONSE HAVE BEEN COMPLETED. I THINK IT'S IMPORTANT TO PROVIDE A LITTLE CONTEXT AROUND OVERTIME IN THE FIRE DEPARTMENT. THE AUDITOR MENTIONED THAT WE OPERATE 24 HOURS, 365 DAYS A YEAR, AND WE HAVE MINIMUM STAFFING REQUIREMENTS THAT HAVE TO BE MET REGARDLESS OF VACANCIES, INJURIES, ILLNESS, APPROVED LEAVE, TRAINING OR MAJOR INCIDENTS. SO OVERTIME WILL ALWAYS BE A PART OF OPERATING A LARGE FIRE DEPARTMENT. THE ISSUE FOR US IS MAKING SURE THAT OVERTIME IS NECESSARY, PROPERLY AUTHORIZED, ACCURATELY RECORDED, AND RESPONSIBLY MANAGED. THE AUDIT IDENTIFIED SEVERAL AREAS WHERE WE COULD STRENGTHEN THAT OVERSIGHT AND THAT'S EXACTLY WHAT WE'VE DONE.

ONE OF THE BIGGEST AREAS THAT WE FOCUSED ON IS EMPLOYEE LEAVE AND ABSENTISM BECAUSE WORK FORCE AVAILABILITY HAS A DIRECT IMPACT ON OVERTIME. WE'VE WORKED WITH THE OFFICE OF INNOVATION TO BETTER UNDERSTAND OUR LEAVE DATA AND THE FACTORS CONTRIBUTING TO THE ABSENTISM. WE HAVE OVERHAULED OUR LEAVE AND ABSENCE POLICIES AS WELL, AND THE INTENT WAS TO CLARIFY EXPECTATIONS, IMPROVE CONSISTENCY AND MAKE SURE OUR PRACTICES ALIGN WITH DEPARTMENTAL POLICIES, THE COLLECTIVE BARGAINING AGREEMENT AND APPLICABLE LAW. WE HAVE TAKEN THAT SAME APPROACH WITH LIGHT DUTY LINE OF DUTY AND LEAVE WITHOUT PAY. THOSE CASES ARE REVIEWED REGULARLY BY LEADERSHIP SO WE CAN STAY AWARE OF HOW LONG EMPLOYEES ARE OUT, FOLLOW UP ON THEIR STATUS, AND MAKE SURE THEY'RE READY TO RETURN TO WORK WITHOUT COMING BACK TOO SOON. WE HAVE ALSO STRENGTHENED OVERSIGHT OF SICK LEAVE BY CLARIFYING DOCUMENTATION REQUIREMENTS, INCLUDING WHEN A PHYSICIAN'S NOTE IS

[01:25:01]

AT THE SAME TIME, WE'RE REINFORCING EXPECTATIONS WITH OUR SUPERVISORS.

EMPLOYEES CERTAINLY HAVE A RIGHT TO USE THE LEAVE BENEFITS THAT ARE AVAILABLE TO THEM, BUT OUR RESPONSIBILITY AGAIN IS TO MAKE SURE THOSE BENEFITS ARE ADMINISTERED CONSISTENTLY AND IN ACCORDANCE WITH POLICY AND THE CBA.

THE AUDIT ALSO IDENTIFIED OPPORTUNITIES TO STRENGTHEN OUR INTERNAL CONTROLS WITHIN TELESTAFF AND WE HAVE ADDRESSED ALL OF THOSE AS WELL.

WE HAVE TIGHTENED SYSTEM ACCESS BASED ON EMPLOYEES' ROLES AND RESPONSIBILITIES AND ESTABLISHED PROCESSES TO ENSURE SOMEONE'S ACCESS IS CHANGED WHEN SOMEONE LEAVES THE DEPARTMENT. WE HAVE STRENGTHENED SUPERVISORY REVIEW AND CONDUCT REGULAR INTERNAL AUDITS OF TELESTAFF ENTRIES TO IDENTIFY THINGS LIKE OVERLAPPING TIME ENTRIENTRIES, SELF-APPROVAL AND EXCESSIVE HOURS.

WHILE OVERTIME IS VOLUNTARY, WE WANT TO ENSURE EMPLOYEES ARE NOT TAKING ON MORE HOURS THAN IS REASONABLE OR SAFE. WE ALSO PROVIDED REFRESHER TRAINING TO ALL WHICH HAS ALREADY BEEN COMPLETED AND WORKED WITH IT, FINANCE, THE VENDOR AND SYSTEM ADMINISTRATOR TO STRENGTHEN THE CONTROLS THROUGH UPDATES, ENHANCED VALIDATION AND SYSTEM CONTROLS.

RATHER THAN RELYING SOLELY ON THE SYSTEM ITSELF. ANOTHER IMPORTANT AREA IS HOW WE USE OUR UNIFORMED PERSONNEL. EVERY UNIFORMED EMPLOYEE ASSIGNED OUTSIDE OF FRONT-LINE OPERATIONS HAS THE POTENTIAL TO AFFECT OUR STAFFING PICTURE AND BECAUSE OF THAT, PROGRAMS REQUIRING ADDITIONAL PERSONNEL RECEIVE GREATER SCRUTINY, PARTICULARLY WHEN THEY COULD RESULT IN POSITIONS BEING MOVED OUT OF OPERATIONS AND POTENTIALLY INCREASE OVERTIME.

THE DEPARTMENT ALSO WORKED TO REDUCE OVERTIME BY ADDING DEDICATED POSITIONS FOR PROGRAMS THAT PREVIOUSLY RELIED ON FIELD PERSONNEL. WE HAVE ADDED 10 POSITIONS IN FY '24 AND 8 MORE ARE PROPOSED FOR FY '27 TO SUPPORT TRAINING, RECRUITING AND SCHOOL-BASED PROGRAMS. AS MARIA MENTIONED, THERE ARE SOME MATTERS SUCH AS HIGHER CLASS PREMIUM PAY THAT NEED TO BE ADDRESSED THROUGH COLLECTIVE BARGAINING.

THE CITY HAS RAISED THOSE ISSUES PREVIOUSLY AND THEY WILL LIKELY GET RE-EVALUATED THIS COMING NEGOTIATIONS. WHEN YOU LOOK AT ALL OF THESE FINDINGS TOGETHER, THEY REALLY COME DOWN TO HAVING THE RIGHT CONTROLS IN PLACE AND ALSO OVERSIGHT.

WE HAVE COMPLETED THE CORRECTIVE ACTIONS OUTLINED IN THE AUDIT, STRENGTHENED OUR POLICIES AND INTERNAL CONTROLS AND PUT ADDITIONAL MONITORING IN PLACE TO HELP NECESSARY AT TIMES TO MAINTAIN MINIMUM STAFFING AND MEET THE OPERATIONAL NEEDS OF THE DEPARTMENT. OUR RESPONSIBILITY, ACTUALLY MY RESPONSIBILITY, IS TO MAKE SURE IT IS APPROPRIATELY USED, PROPERLY MANAGED AND THAT WE REMAIN GOOD STEWARDS OF CITY RESOURCES. I APPRECIATE THE AUDITOR'S WORK, AGAIN, AND BELIEVE THE CHANGES WE'VE MADE HAVE STRENGTHENED OUR PROCESSES MOVING FORWARD.

I WOULD ALSO LIKE TO MENTION THAT WE ARE CURRENTLY UNDERGOING A SECOND OVERTIME AUDIT AND WELCOME THAT REVIEW AS YET ANOTHER OPPORTUNITY TO CONTINUE IMPROVING.

THANK YOU AGAIN. I WILL BE AVAILABLE FOR ANY QUESTIONS YOU MAY HAVE.

>> VIAGRAN: THANK YOU. CAN I GET A SECOND? CAN I GET A MOTION AND A SECOND TO ACCEPT THE AUDIT SO WE MAY BEGIN DISCUSSION? OKAY.

[Executive Session At any time during the meeting, the Committee may meet in executive session for consultation with the City Attorney's Office concerning attorney client matters under Chapter 551 of the Texas Government Code.  ]

THE AUDIT COMMITTEE WILL NOW MEET IN EXECUTIVE SESSION TO CONSULT WITH THE CITY ATTORNEY'S OFFICE CONCERNING ATTORNEY/CLIENT MATTERS UNDER CHAPTER 551

>> VIAGRAN: ALRIGHT. THE TIME IS NOW 11:46 A.M. AND THE AUDIT COMMITTEE WILL RECONVENE IN OPEN SESSION. NO OFFICIAL ACTION WAS TAKEN IN THE EXECUTIVE SESSION.

WE MAY BEGIN DISCUSSION. CHIEF, IF YOU COULD COME UP, PLEASE.

SO I'M PLEASED TO HEAR THAT YOU'RE WORKING ON THE RECOMMENDATIONS AS WE MOVE FORWARD. TELL ME A LITTLE MORE ABOUT, BECAUSE THIS IS OUR BASE, THE HOURS AND MAKING SURE OUR FIREFIGHTERS AREN'T STRETCHED DOING THIS OVERTIME.

IS THAT SOMETHING YOU COMMUNICATE DOING TELESTAFF OR IS THAT SOMETHING LIKE A CALL THIS A SUPERVISOR SAYS WHERE SO-AND-SO HAS BEEN ON TOO LONG, HE NEEDS A BREAK OR

SHE NEEDS A BREAK? >> CORRECT. KIND OF ALL OF THE ABOVE.

[01:30:02]

HE THEN, IF HE IDENTIFIES ANY EXCESSIVE -- NOT EXCESSIVE, BUT HOURS THAT COULD BE EXCESSIVE FOR THAT PARTICULAR EMPLOYEE, THAT WILL BE REPORTED TO SENIOR STAFF, AND THEN THEY WILL DISCUSS THAT WITH ME. SO WE ARE KEEPING A VERY

CLOSE EYE ON THE HOURS WORKED BY EMPLOYEES. >> VIAGRAN: THANK YOU.

BECAUSE I KNOW FOR SOME OF THEM, THIS IS A CALLING, SO EVEN WHEN THEY SHOULD SAY NO, THEY'RE LIKE YES. I THINK THAT THAT'S IMPORTANT THAT YOU GUYS CONTINUE TO MONITOR THAT AS WE KIND OF ADJUST AND LOOK AT HOW WE MAKE CHANGES TO THIS.

SO THAT, I'M GLAD WE'RE SEEING THAT HAPPEN, AND I THINK THE OTHER WILL HAPPEN.

THE OTHER USE OF KIND OF DISCRETIONARY LEAVE, THAT'S ANOTHER ASPECT, IS THAT IF -- I KNOW YOU HAVE COUNSELORS ON THE SCENE AT THE KIND OF STATION WHERE THEY GO IN AND TO CHECK THEIR HEALTH AND I THINK THAT'S IMPORTANT, TOO, BECAUSE WHAT I DO FEEL THE FIRE DEPARTMENT IN -- AND WE HAVE GREAT DEPARTMENTS ACROSS THE 42 DEPARTMENTS, BUT BECAUSE OF THE HIGH STRESS SITUATION THEY HAVE IS THEY COULD BE OUR GREATEST AMBASSADORS TO TALK ABOUT KIND OF THAT MENTAL HEALTH AND THAT FATIGUE THAT THEY GET, IF THEY CONTINUE TO SHARE THEIR STORIES ABOUT HOW ONCE YOU GET IN A CALL AND YOU SEE THIS AND YOUR ADRENALINE'S UP, YOU DO NEED TO TAKE TIME FOR YOURSELF.

THEN ALSO, THERE IS NO SHAME IF THIS WAS A CALLING AND THEN AFTER SO MANY YEARS, YOU'RE LIKE I NEED AN ADJUSTMENT AND A CHANGE FOR THAT.

I THINK THAT'S WHERE WE LOOK AT OUR OTHER 41 DEPARTMENTS IN THE CITY AND SAY WHERE CAN THE CITY EMPLOYEES GO AFTER MAYBE THEY'VE DONE THEIR RUN WITH THE DEPARTMENT.

SO LOOKING FORWARD TO SEEING THE CHANGES THAT ARE COMING UNDER YOUR LEADERSHIP.

THE ONE THING I ALWAYS UNDERSTOOD WITH THE PREVIOUS ADMINISTRATION IS I KNEW, AND I SAID THIS IN ANOTHER AUDIT, THE TIME OFF BETWEEN THERE, IT'S GREAT TO GIVE PEOPLE TIME OFF BUT THEY NEED TO TALK ALSO ABOUT WHAT HAPPENED THERE AND THEN SOMETIMES IT'S IMPORTANT TO BE IN COMMUNITY WITH OTHER FIREFIGHTERS THAT JUST EXPERIENCED WHAT YOU EXPERIENCED. SO I UNDERSTAND SOME ARE GOING TO NEED TIME OFF AFTER THESE CRITICAL INCIDENTS. SOME OF THEM ARE GOING TO NEED TO BE WITH THEIR CO-WORKERS AND TALK IT THROUGH, TOO. SO I'M HOPING THAT YOU CAN FIND A GOOD BALANCE FOR THE STAFF THAT YOU HAVE. THANK YOU FOR THAT.

LOOKING FORWARD TO MORE WORK. GREAT JOB, AUDIT COMMITTEE, IN DOING YOUR JOB AND AGAIN, JUST MAKE SURE THAT WE CONTINUE TO KIND OF HAVE THIS WORK AND KEEP THE COMMUNICATION LINE OPEN WITH THE PUBLIC SAFETY COMMITTEE AND FULL COUNCIL.

ALRIGHT. COUNCIL MEMBER MEZA GONZALEZ? >> GONZALEZ: THANK YOU.

THANK YOU SO MUCH FOR THE PRESENTATION. I THINK WE TALKED ABOUT THIS OR THE FOLLOW-UP AUDIT THAT HELPS US ACTUALLY GET TO WHAT'S DRIVING THE OVERTIME, SO THE REPORT HAS THOSE THREE POSSIBLE DRIVERS BUT THERE'S A COST BEHIND ALL OF THAT.

AND SO WANTED TO GET MORE KIND OF BACKGROUND ON THAT. IS THAT COMING UP IN -- IS

THAT SOMETHING YOU CAN ANSWER? >> YES.

WE'RE IN THERE RIGHT NOW AND IT'S SIMILAR AUDIT, BUT IT'S MORE DOLLAR-DRIVEN.

SO WE'RE GOING TO LOOK AT POTENTIAL COST, THE POTENTIAL COST IMPACT FOR SEVERAL OF

THESE DRIVERS. >> GONZALEZ: OKAY. HOW IS OVERTIME APPROPRIATED

IN THE FIRE DEPARTMENT BUDGET? >> SO COUNCILWOMAN, IN THE CASE OF THE FIRE DEPARTMENT, WE HAVE THE GENERAL FUND THAT IS THE PRIMARY BUDGET FOR THIS DEPARTMENT. WE ALSO HAVE AN ALLOCATION UNDER THE AIRPORT AND THE FIRE DEPARTMENT PARTICIPATES WITH THE STATE IN DEPLOYMENTS WHEN THERE'S DISASTERS IN OTHER AREAS IN TEXAS OR OUTSIDE OF TEXAS AS WELL, AND ALSO GRANTS THAT WE RECEIVED.

SO DURING THE AUDIT PERIOD, THAT THE CITY AUDITOR'S OFFICE COVER, WE HAD GRANTS THAT WERE COMING FROM THE FEDERAL GOVERNMENT BECAUSE OF COVID SO SOME OF THE COSTS ASSOCIATED WITH OVERTIME WAS COVERED THROUGH THAT, THROUGH THE GENERAL FUND, THE

[01:35:02]

FIRE DEPARTMENT IS NOT OVER BUDGET. >> GONZALEZ: I DO SEE THE VACANCY AND OVERTIME ARE I GUESS TO USE VACANCIES IN THAT ADJUSTMENT?

>> IT COULD BE, FOR INSTANCE, WHEN WE DEVELOP THE BUDGET, WE MAY HAVE INSTEAD OF EMPLOYEES THAT HAVE MUCH MORE TENURE, AS THOSE RETIRE AND WE REPLACE THEM WITH NEWLY GRADUATED CADETS, THE COST IS GOING TO BE LOWER OF THVER THE NEW INCUMBENT.

SO THE PAY OF THOSE THAT HAVE MORE TENURE OFFSETS SOME OF THE OVERTIME COST.

AS I MENTIONED, WE ARE CONSTANTLY MONITORING THE BUDGET SO WE MAY BE DOING

ADJUSTMENTS FROM OTHER LINE ITEMS OUTSIDE OF PERSONNEL. >> GONZALEZ: OKAY.

THEN THERE'S A NUMBER OF RECOMMENDATIONS HERE. CAN ANY OF THOSE BE

IMPLEMENTED UNILATERALLY? >> YES. THERE ARE MANY THAT THE CHIEF HAS ALREADY IMPLEMENTED, LIKE SHE ALLUDED TO THE DEVELOPMENT OF A POLICY ON HOW SHE'S MANAGING THE DIFFERENT TYPES OF LEAVE, AS WELL AS THOSE ASSIGNMENTS TO ANYTHING THAT IS WHAT WE CONSIDER A SPECIAL ASSIGNMENT THAT IS OUTSIDE THE OPERATING DIVISIONS. SHE'S MAKING SURE THAT SHE'S MANAGING THAT TO MAKE SURE

THAT WE DON'T INCUR ADDITIONAL OVERTIME. >> GONZALEZ: OKAY.

I THINK THERE WAS ON THE REPORT, THERE'S A 30 UNIFORMED PERSONNEL IDENTIFIED THAT HAD MORE THAN 5,000 HOURS OF LEAVE. OVER I THINK IT WAS A FIVE-YEAR PERIOD OF TIME. WAS THERE ANY FOLLOW-UP WITH THOSE OFFICERS?

>> YES. YES. >> GONZALEZ: OR THOSE

UNIFORMED PERSONNEL, EXCUSE ME. >> THOSE HAVE ALL BEEN ADDRESSED. SO THEY WERE FOR VARIOUS REASONS.

MOST OF THEM WERE ASSOCIATED WITH LINE OF DUTY OR AN OFF-DUTY INJURY.

>> GONZALEZ: OKAY. THANK YOU. I KNOW IF OVERTIME COMES DOWN AND STAFFING DOESN'T COME UP, THAT AFFECTS RESPONSE TIME, SO JUST MAKING SURE THAT WE'RE TALKING ABOUT THAT TRADE-OFF OPENLY I THINK IS IMPORTANT, WHETHER IT'S AN AUDIT OR IN PUBLIC SAFETY OR IN THE A SESSION MEETINGS, BECAUSE I DON'T THINK OVERTIME REDUCTION IS FREE BUT JUST SO THAT WE HAVE OUR EYES WIDE OPEN ON WHAT ALL

THIS MEANS. >> THANK YOU SO MUCH. >> VIAGRAN: COUNCILMAN WHYTE?

>> WHYTE: FOLLOW-UP ON THAT. I GUESS MY QUESTION IS WHAT -- YOU'RE PUTTING IN ALL THESE CONTROL MEASURES TO STOP SOME OF THE THINGS THAT WE JUST SAW ON SOME OF THOSE SLIDES. AND I WON'T COMMENT TOO MUCH ON THAT.

I JUST -- WE'VE GOT TO GET A HANDLE ON THAT AND I TAKE YOU AT YOUR WORD THAT WE ARE PUTTING IN SAFEGUARDS TO MAKE SURE THAT SOME OF THIS STUFF DOESN'T HAPPEN MOVING FORWARD. HOW MUCH IS THE OVERTIME GOING TO COME DOWN BASED UPON YOU IMPLEMENTING THESE NEW GUARDRAILS? DO YOU GUESS OR ESTIMATE?

>> I DON'T WANT TO GIVE YOU A NUMBER, IF IT'S NOT EXACT. IT'S $W1.5 MILLION REDUCTION

IN THE MINIMUM STAFFING BUDGET. >> WHYTE: $1.5 MILLION IN DECREASED DOLLARS FOR OVERTIME BASED ON IMPLEMENTING THESE RECOMMENDATIONS. OKAY. NOW, WITH THAT SAID THEN, I THINK IT WAS SAID 70% OF THE OVERTIME IS DUE TO THE MINIMUM STAFFING REQUIREMENT.

>> YES. >> WHYTE: ARE WE GOING TO LOOK AT THE COST DIFFERENCE BETWEEN CONTINUING TO PAY THE OVERTIME VERSUS HIRING NEW FIREFIGHTERS?

>> YES. WE HAVE ACTUALLY WEIGHED OUT WHAT LOOKS LIKE FOR FUTURE REQUESTS. SO WHEN WE ADD A UNIT WHICH REQUIRES ADDITIONAL STAFFING, ACCOUNTING FOR THE LEAVE TIME FOR THOSE EMPLOYEES WILL NEED TO, YOU KNOW, TAKE DURING THE COURSE OF TIME, SO I THINK THAT WILL HELP TO OFFSET THAT

SOMEWHAT. >> TO ADD TO WHAT THE FIRE CHIEF MENTIONED, WE'VE DONE A COUPLE OF CHANGES AS PART OF THE BUDGET PROCESS. IN FISCAL YEAR '24 WE ADDED POSITIONS FOR A QUARTERMASTER IN THE UNIT THAT WAS STAFFED WITH OVERTIME AND WE DID THE

[01:40:01]

IN THE PROPOSED BUDGET FOR FISCAL YEAR '27 WE HAVE 8 POSITIONS RELATED TO THE TRAINING AND RECRUITMENT FUNCTIONS OF THE DEPARTMENT, SAME EXERCISE.

WE IDENTIFIED THAT IT WAS CHEAPER TO ADD THE POSITIONS SO WE'LL CONTINUE TO DO THAT.

>> WHYTE: GOT IT. OKAY. WELL, GOOD.

THAT I THINK MAKES ALL THE SENSE IN THE WORLD. WHICH ONE IS THE BETTER DEAL FOR THE CITY. THAT'S REALLY ALL THAT I GUESS I WANT TO SAY.

OTHER THAN THANK YOU TO BUDDY AND YOUR TEAM FOR ALL THE WORK AND FOR THE COMING

ADDITIONAL AUDIT. >> VIAGRAN: COUNCIL MEMBER MEZA GONZALEZ?

>> GONZALEZ: JUST A QUICK QUESTION ON TELESTAFF THEMSELVES, WHICH I THINK ON PAGE 6 OF THE AUDIT REPORT, THERE'S A LOT OF INTERNAL CONTROLS ASSOCIATED WITH THE TIMEKEEPING SYSTEM THAT COULD BE STRENGTHENED. WHAT DOES THAT LOOK LIKE? IS THAT CONVERSATIONS WITH TELESTAFF, WITH ITSD, IS THAT, HOW LONG ARE WE IN THAT CONTRACT FOR? WHAT DID THAT SOLICITATION LOOK LIKE?

>> SURE. SO WE HAVE WORKED WITH TELESTAFF WHICH IS A CONTRACTOR AND THROUGH ITSD TO MAKE THE RECOMMENDATIONS INCLUDED IN THE AUDIT.

SO TELESTAFF IS A SYSTEM THAT IS USED BY THE FIRE DEPARTMENT LIKE A SCHEDULING TOOL. THAT WAY, WE CAN SCHEDULE ALL THE EMPLOYEES AND WE KNOW WHERE THEY'RE AT AT ANY GIVEN TIME. SO THAT INFORMATION THEN, SOME OF THAT INFORMATION THEN IS TRANSLATED TO SAP SO THOSE EMPLOYEES GET PAID.

SO THERE'S A PROCESS FOR US TO ENSURE THE ACCURACY OF THE DATA THAT IS TRANSMITTED TO SAP AND ONE OF THE AREAS THAT WAS IDENTIFIED BY THE AUDITOR'S OFFICE IS THAT THE PAYROLL WHICH IS THE SYSTEM OF RECORD, WAS ACCURATE BUT TELESTAFF WAS NOT.

SO THOSE WERE THE THINGS THAT WE DID ALREADY SOME CHANGES AND WE HAVE ADDITIONAL MONEY IN THE FISCAL YEAR '27 BUDGET TO CONTINUE TO MAKE IMPROVEMENTS TO TELESTAFF.

>> GONZALEZ: OKAY. HOW LONG IS THAT CONTRACT? >> WE'LL GET BACK TO YOU.

>> GONZALEZ: I DID A QUICK GOOGLE SEARCH ON TELESTAFF AND THAT WAS THE FIRST THING THAT CAME UP, THAT WITH SAP AND TELESTAFF, THERE'S -- THERE SEEMS TO BE A DISCONNECT AND REQUIRES MANUAL I GUESS MOVEMENT WITH ITSD.

I'M NOT SAYING IT'S ALL TELESTAFF BUT I REALLY WANT TO MAKE SURE, I MEAN, THIS IS A HUGE DEPARTMENT THAT'S RELYING ON A SYSTEM LIKE THIS AND IF THE SYSTEM IS, YOU KNOW, HASN'T UPGRADED, THAT'S CONCERNING TO ME BECAUSE IF WE'RE CONTINUING TO WORK WITH THE DEVELOPER OF TELESTAFF, AND THAT'S THE ONLY THING THEY DO IS HOLD THE HOURS FOR PUBLIC SAFETY DEPARTMENTS, THAT SEEMS LIKE -- I DON'T KNOW, IT JUST DOESN'T SEEM LIKE SOMETHING WE'D HAVE TO TALK TO THE DEVELOPER -- DOES THAT MAKE SENSE?

I'M JUST NOT UNDERSTANDING -- >> IT DOES MAKE SENSE. I MEAN, TYPICALLY ON THESE CONTRACTS LIKE TELESTAFF, THE REASON WHY WE HAVE TELESTAFF OUT AT THE FIRE DEPARTMENT IS BECAUSE OF THE COMPLEXITY OF TIMEKEEPING REQUIREMENTS, NOT NECESSARILY SOMETHING WE CAN

DO AT SAP. >> GONZALEZ: RIGHT. RIGHT.

TELESTAFF CAN DO THAT. >> RIGHT. TYPICALLY ON THOSE TYPE OF CONTRACTS, WE WILL GO BACK AND WE CAN FIND WHEN THE TERMINATION IS, BUT TYPICALLY THE RENEWAL IS GOING TO BE A MAINTENANCE CONTRACT BASICALLY FOR SUPPORT.

WE DO HAVE AN OPPORTUNITY COMING UP AS WE TALKED ABOUT WITH THE, KIND OF THE OVERHAUL AND IMPLEMENTATION OF SAP. ONE OF THOSE PIECES IS PAYROLL. IF THERE ARE SPECIFIC DISCONNECTS BETWEEN TELESTAFF AND SAP, WE CAN EXPLORE THAT AT THE TIME AND SEE HOW WE CAN REMEDY THAT.

THEN ALSO WORK WITH TELESTAFF TO SEE IF THERE'S ANY ENHANCEMENTS THAT NEED TO BE

MADE ON THEIR SIDE AS WELL. >> GONZALEZ: THANK YOU SO MUCH.

>> VIAGRAN: COUNCIL MEMBER WHYTE? >> WHYTE: JUST BRIEFLY, THE DEAL Y'ALL MENTIONED BEFORE WE WENT TO EXEC ABOUT SOMEBODY COULD NOT WORK 40 HOURS A WEEK BUT GO TO ANOTHER STATION AND WORK AND GET OVERTIME.

>> YES, SIR. >> WHYTE: THAT'S STILL GOING ON RIGHT NOW?

NONE OF THESE GUARDRAILS PREVENT THAT? >> NO, THAT REQUIRES A CHANGE

IN THE COLLECTIVE BARGAINING AGREEMENT. >> WHYTE: THAT IS A CBA

ISSUE. >> YES, SIR. >> WHYTE: GOT IT.

THANKS. >> VIAGRAN: OKAY. SO IS THERE ANY FURTHER DISCUSSION? THERE BEING NO FURTHER DISCUSSION, WE HAVE A MOTION AND A SECOND TO ACCEPT THE AUDIT. ALL IN FAVOR SAYAYE.

[Staff Briefing  ]

[01:45:04]

MOTION CARRIES. WE WILL MOVE ON TO ITEM 10. >> YES, MA'AM.

I KNOW WE'RE RUNNING LATE ON TIME. WE WILL TRY TO BE BRIEF.

THIS IS GOING TO BE -- IS THAT TIME OF YEAR AGAIN, WE ARE STARTING OUR EXTERNAL INDEPENDENT AUDIT. WITH THAT, THE REQUIRED COMMUNICATIONS THAT EXTERNAL AUDITORS ARE REQUIRED TO MAKE TO THE AUDIT COMMITTEE. THERE'S A SEPARATE ASK THAT THEY WILL BE AS WELL. TO KICK IT OFF, I WILL LET VICKY GIVE YOU HIGH LEVEL OVERVIEW AND BACKGROUND. THEN WE WILL TURN IT OVER TO TALK THROUGH THE REQUIRED

COMMUNICATIONS. >> ALRIGHT. HELLO, CHAIR, MEMBERS OF THE COMMITTEE. I'M VICTORIA REEDER. I'M DEPUTY FINANCE DIRECTOR.

I'M WITH AMANDA EAVES, OUR PARTNER FOR EXTERNAL AUDITORS.

WE WERE HERE A FEW MONTHS AGO GIVING YOU THE RESULTS OF THE 2025 AUDIT AND NOW WE WILL BEGIN THE 2026 AUDIT. JUST REALLY HIGH LEVEL, THE DIFFERENCE BETWEEN WHAT EXTERNAL AUDIT DOES AND WHAT INTERNAL AUDIT DOES, EXTERNAL AUDIT, THEY ENSURE THAT OUR FINANCIAL STATEMENTS ARE PROPERLY MAINTAINED, FREE OF MATERIAL MISSTATEMENTS AND THAT WE'RE FOLLOWING ACCOUNTING STANDARDS, AND THEY PROVIDE AN INDEPENDENT VIEW OF THE FINANCIAL STATEMENTS OF THE CITY. IT IS REQUIRED UNDER THE CITY CHARTER AND BY THE STATE STATUTE THAT WE HAVE A CP FIRM COME AND AUDIT THE CITY.

OUR INTERNAL AUDIT LED BY BUDDY AND HIS TEAM, THEY PERFORM FINANCIAL FISCAL COMPLIANCE AND OTHER AUDITS AS DIRECTED BY THIS COMMITTEE AND THEIR REVIEWS TEND TO BE MORE SPECIFIC IN NATURE. THIS IS THE LAST YEAR OF THE CONTRACT.

YOU CAN SEE THAT WE HAD A THREE-YEAR TERM WITH TWO SEPARATE ONE-YEAR EXTENSIONS AND HERE'S THE PRICE FOR EACH YEAR. THERE'S A LOT OF RESPONSIBILITIES THAT GO INTO THIS AUDIT. HIGH LEVEL, SOME OF OUR RESPONSIBILITIES AT THE CITY ARE TO DEVELOP AND REVISE INTERNAL CONTROLS AND FISCAL POLICIES AND PROCEDURES, ENSURING THAT WE IMPLEMENT ANY NEW ACCOUNTING STANDARDS, THAT WE PREPARE OUR ANNUAL FINANCIAL STATEMENTS AND WITH THAT, THAT WE ALSO CONSOLIDATE WE ARE ALSO REQUIRED TO DEVELOP A TRANSMITTAL LETTER. OUR MANAGEMENT DISCUSSION ANALYSIS, DISCLOSURE NOTES AND STATISTICAL SECTIONS. WE SEPARATELY PREPARE AN AIRPORT PFC REPORT AND ALSO PREPARE OUR FEDERAL AND STATE GRANT EXPENDITURE REPORT AND WE ENTER THESE INTO OUR FEDERAL DATA COLLECTION FORM. OF COURSE WE ARE HERE TO SUPPORT OUR AUDITORS AND GIVE THEM THE INFORMATION THEY NEED REGARDING SUPPORTING SCHEDULES, ANY DOCUMENTS AND OF COURSE, HAVE ANY -- ANSWER ANY AUDITOR FOLLOW-UP REQUEST. WITH THAT, I WILL TURN IT OVER TO AMANDA EAVES AS SHE

GOES OVER THE AUDIT PLAN AND STRATEGY FOR FISCAL YEAR '26. >>.

>> VIAGRAN: I SEE YOU HAVE A 27-SLIDE PRESENTATION. IS THERE ANY WAY WE CAN JUST GO THROUGH THE HIGHLIGHTS? BECAUSE I DO HAVE A HARD STOP AT 12:15.

I'M NOT SURE IF MY COUNCIL -- OKAY. >> YES.

WE ABSOLUTELY CAN. HOW MUCH TIME DO I HAVE? >> VIAGRAN: 10 MINUTES.

>> OKAY. YEAH. ABSOLUTELY.

>> VIAGRAN: GREAT. >> THANK YOU VERY MUCH. I APPRECIATE THE OPPORTUNITY TO BE HERE WITH YOU AGAIN TODAY. I FEEL COMPELLED TO SAY THIS IS MY FIFTH TIME TO BE PRESENTING THE AUDIT PLAN TO THE COMMITTEE TODAY.

WE ALSO HAVE OUR TEAMING PARTNERS HERE WITH US TODAY. WE HAVE SOMEONE FROM JUST ABOUT ALL OF THE FIRMS. THEY ARE REALLY A KEY COMPONENT OF OUR AUDIT TEAM INVOLVED FROM PLANNING THROUGH COMPLETION OF THE AUDIT.

I WANT TO MAKE SURE AND INCLUDE THEM IN THE DISCUSSION HERE.

TODAY, THIS IS A DIFFERENT SLIDE THAT YOU HAVEN'T SEEN IN THE PAST.

I DO HAVE A FEW OTHER INDIVIDUALS HERE WITH ME TODAY THAT I JUST WANT TO BRIEFLY INTRODUCE. AGAIN, BEING MY FIFTH YEAR HERE, I HAVE REALLY JUST KIND OF LOOKING BACK AND REFLECTING ON THE YEARS THAT I HAVE BEEN WORKING WITH THE CITY, THERE ARE TEAM MEMBERS INVOLVED THAT REALLY SUPPORT THIS ENGAGEMENT THAT YOU ALL HAVEN'T MET THAT I WANT YOU TO HAVE A CHANCE TO MEET TODAY.

WE HAVE NOT SHOWN ON THE SLIDE BUT HERE TODAY IS JOHN MCDOWELL.

JOHN IS THE MANAGING PARTNER FOR OUR SAN ANTONIO PRACTICE. BRIAN WEST IS THE MANAGING PARTNER FOR OUR HOUSTON MARKET. REALLY, WHAT THESE TWO INDIVIDUALS HAVE DONE, THEY HAVE ALSO SERVED ON THE GOVERNING BOARD AT THE FIRM AND THEY HAVE REALLY MADE SURE THAT WE HAD THE PEOPLE AND THE CAPACITY IN ORDER TO SERVE THE CITY. VERY BIG PART OF OUR TEAM HERE.

ALSO RACHEL ORMSBY, AN AUDIT PARTNER THAT WORKS WITH A LOT OF CITIES AND GOVERNMENTS IN TEXAS AND AROUND THE U.S. SHE'S ALSO OUR NATIONAL INDUSTRY LEADER FOR PUBLIC SECTOR. THEN ANGIE DUNLAP IS OUR HOUSTON MARKET SECTOR LEADER.

SHE'S AN AUDIT PARTNER AS WELL THAT WORKS WITH CITIES AND GOVERNMENTS AROUND THE U.S. THEY BOTH SERVE ON OUR CENTER OF EXCELLENCE FOR PUBLIC

[01:50:02]

THESE INDIVIDUALS HAVE BEEN A BIG PART OF THE ENGAGEMENT AND JUST WANTED TO HAVE YOU MEET THEM AND GLAD THEY COULD BE HERE TODAY. SO OUR RESPONSIBILITIES ARE TO AUDIT THE FINANCIAL STATEMENTS BUT THERE ARE ALSO A NUMBER OF OTHER REPORTS REGARDING FEDERAL AND STATE COMPLIANCE WITH GRANTS, PASSENGER FACILITY CHARGE AUDIT AS WELL AS SOME AGREED-UPON PROCEDURES. THESE ARE SIMILAR TO ENGAGEMENTS THAT WE HAVE CONDUCTED IN THE PAST AND WE DO THESE ALL AT THE SAME TIME SO IT'S MORE OF AN EFFICIENT PROCESS. WE'RE NOT DOING THESE AUDITS ONE AT A TIME. THESE WERE THE DELIVERABLES ASSOCIATED WITH THOSE AUDITS.

THIS IS OUR TIMELINE. SO WE STARTED OFF PLANNING IN JUNE, HAVE DONE SOME INTERIM TESTING AND WE'RE HERE DOING OUR PLANNING PRESENTATION WITH YOU NOW, WITH THE END GOAL OF BEING BACK HERE IN MARCH TO PRESENT OUR AUDIT RESULTS TO YOU.

SO SIMILAR TO WHAT YOU'VE SEEN IN THE PAST. MATERIALITY, HERE IT TALKS ABOUT MATERIALITY NOW AND AT YEAR END. MATERIALITY IS WHERE WE REALLY LOOK AT THE THINGS THAT MATTER MOST TO THE USERS OF THE FINANCIAL STATEMENTS, AND WE FOCUS IN ON THOSE AREAS. WE DETERMINE WHAT'S MATERIAL BASED ON NOT ONLY A DOLLAR AMOUNT BUT AGAIN, WHAT WOULD IMPACT THE USERS OF THE FINANCIAL STATEMENTS. THERE ARE SOME THINGS TO KIND OF BRING TO YOUR ATTENTION AGAIN. RESPONSIBILITY OF THE AUDIT COMMITTEE JUST TO OVERSEE INTERNAL CONTROL OF OUR FINANCIAL REPORTING AND GRANT COMPLIANCE, YOUR FINANCIAL STATEMENTS HAVE SIGNIFICANT ESTIMATES AS WE HAVE TALKED ABOUT IN THE PAST.

THOSE HAVE NOT CHANGED. THEN OF COURSE, YOUR GRANT COMPLIANCE TESTING AND MAKING SURE YOU FILE YOUR REQUIRED REPORTS WITH THE FEDERAL GOVERNMENT.

LASTLY, YOU WILL SEE AN APPENDIX IN THE BACK THAT TALKS ABOUT FUTURE ACCOUNTING STANDARDS THE CITY WILL BE IMPLEMENTING THIS YEAR AND IN THE FUTURE, JUST FOR YOUR AWARENESS. AS YOU'RE AWARE, THE CITY HAS A NUMBER OF DIFFERENT COMPONENT UNITS SO WHAT THIS SLIDE SHOWS YOU IS THAT THE COMPONENT UNITS THAT ARE REPORTED IN THE CITY'S AUDIT, AND THE BOTTOM LINE, THERE ARE OTHER AUDITORS THAT AUDIT SOME OF THOSE COMPONENTS AND WE CORRESPOND WITH THOSE AUDITORS.

WE OBTAIN THEIR REPORTS BUT WE'RE NOT AUDITING THOSE INDIVIDUAL COMPONENTS.

THERE'S A FULL LIST IN THE APPENDIX FOR YOUR REFERENCE. SIGNIFICANT RISK AREAS, THESE ARE NOT AREAS WHERE THERE ARE PROBLEMS OR NECESSARILY INDICATING A PROBLEM.

THEY'RE JUST MORE SIGNIFICANT AREAS. REVENUE RECOGNITION, MANAGEMENT, INTERNAL CONTROLS, AGAIN, YOUR PROGRAM COMPLIANCE WITH THOSE FEDERAL AND STATE GRANTS, THEN YOU'RE IMPLEMENTING A NEW ACCOUNTING STANDARD THIS YEAR SO THAT WILL BE A SIGNIFICANT RISK AREA AND FOCUS DURING THE AUDIT.

THESE ARE NOT DIFFERENT THAN WHAT YOU'VE SEEN IN THE PAST. OTHER THAN 3 WHICH IS NEW.

YOUR FEDERAL SINGLE AUDIT, THESE ARE THE MAJOR PROGRAMS THAT WE ANTICIPATE TESTING BASED ON THE FINANCIAL DATA THROUGH INTERIMS THAT COULD CHANGE AT YEAR END.

BUT USUALLY, WE ARE ABLE TO REALLY KNOW WHAT THOSE ARE BY NOW.

THEN THESE ARE THE TWO STATE PROGRAMS THAT WE'LL BE TESTING.

DURING OUR AUDIT, WE DO CONSIDER THE RISK OF FRAUD, WE DO TEAM BRAINSTORMING, INTERVIEWS WITH MANAGEMENT, LOOKING AT ESTIMATES, ANY UNUSUAL TRANSACTIONS, AND DOING SOMETHING DIFFERENT EVERY YEAR TO ADD UNPREDICTABILITY TO OUR AUDIT PROCEDURES. THEN WE WOULD ASK THAT THIS COMMITTEE, IF ANYONE IS AWARE OF ANY KNOWN OR SUSPECTED FRAUD, ANY SIGNIFICANT RISK, ANY INTERNAL CONTROL DEFICIENCIES, LEGAL OR REGULATORY, NON-COMPLIANCE, RELATED PARTY TRANSACTIONS, CYBERSECURITY ISSUES OR SIGNIFICANT OR UNUSUAL TRANSACTIONS, THAT YOU WOULD BRING THOSE TO THE ATTENTION OF CHAIRMAN VIAGRAN. SHE WILL SHARE THOSE WITH US.

WE WILL USE THOSE AND CONSIDER THEM IN OUR AUDIT PLAN.

THAT IS THE END OF MY PRESENTATION. I'M HAPPY TO TAKE ANY

QUESTIONS. >> VIAGRAN: ALRIGHT. GREAT.

DO ANY OF MY COUNCIL MEMBERS HAVE QUESTIONS? THANK YOU SO MUCH FOR THE WORK. AS YOU KNOW, WE ARE CONTINUING TO GROW IN THIS CITY. THANK YOU ALL FOR BEING HERE. NEXT TIME, LET US KNOW, WE WILL BRING TACOS OR COFFEE. I WILL MAKE SURE IT'S HERE. THE ONE THING I THINK WHAT WE'RE SEEING A TREND NATIONALLY AND WHERE ON THOSE CHANGES WITH GOVERNANCE IS WE ARE NEEDING TO TAKE A LITTLE MORE INTEREST IN WHAT OUR NEIGHBORS, OUR LOCAL

[01:55:02]

I WILL BE LOOKING FORWARD TO SEEING THAT AND THANK YOU FOR BEING WITH US.

I THINK YOU HAVE BEEN HERE AS LONG AS I'VE BEEN AROUND. SO THANK YOU FOR THE PRESENTATION. WE LOOK FORWARD TO HEARING THOSE RESULTS AND OF COURSE, I WILL BE IN TOUCH REGARDING ANY OF THE INSIGHTS MY COUNCIL COLLEAGUES HAVE.

THANK YOU. ALRIGHT. THE TIME IS NOW 12:12 P.M.

WE ARE ADJOURNED.

* This transcript was compiled from uncorrected Closed Captioning.