* This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting. [00:00:05] OKAY. AT THIS TIME, WE'RE READY TO BE. GO AHEAD AND BEGIN THE MEETING. COUNCIL MEMBER SANDOVAL PRESENT, COUNCIL MEMBER PERRY COUNCIL, UH, CITIZEN MEMBER SOTO. CITIZEN MEMBER TREVINO. PRESENT AND CHAIR. COURAGE PRESENT. COUNCILMAN? WE HAVE THREE MEMBERS PRESENT. THAT'S GOOD. THANK YOU VERY MUCH. THAT'S A QUORUM. SO, EVERYBODY, WELCOME TO THE AUDIT AND ACCOUNTABILITY COMMITTEE OF, UH, JUNE 16TH. UH, I, I KNOW A LOT OF YOU HAVE BEEN TO MEETINGS BEFORE. THIS IS A LITTLE DIFFERENT TO PROTECT THE HEALTH OF THE PUBLIC AND LIMIT POTENTIAL SPREAD OF C OVID 19. THE AUDIT ACCOUNTABILITY COMMITTEE IS HOLDING THIS MEETING VIA VIDEO CONFERENCE. UH, WE WILL BE HAVING PUBLIC COMMENT DURING THIS MEETING. UH, COMMENTS RECEIVED, UH, WILL BE MADE PART OF THE RECORD OF THE MEETING. UH, PEOPLE COULD HAVE EMAILED THEIR COMMENTS OR LEFT A MESSAGE OR DROPPED OFF WRITTEN COMMENTS. UH, A SUMMARY OF THE COMMENTS WILL BE READ INTO THE RECORD BY THE SECRETARY. ALSO, WE WOULD BE DOING LIVE CALLS IF PEOPLE HAD SCHEDULED 'EM. I DON'T THINK WE HAVE ANY AT THIS TIME. OKAY. TO BEGIN WITH THE AGENDA ITSELF, UH, I'D LIKE TO ASK [1. 20-3707 Approval of the minutes of the Audit and Accountability Committee meeting on March 17, 2020] MEMBERS TO CONSIDER THE APPROVAL OF THE MINUTES OF THE AUDIT AND ACCOUNTABILITY COMMITTEE HELD ON MARCH 17. IS THERE A MOTION? SO MOVED. SECOND. SECOND. THANK YOU. THERE IS A, A MOTION TO APPROVE WITH A SECOND THE MINUTES OF THE AUDIT AND ACCOUNTABILITY COMMITTEE OF MARCH 17TH, 2020. ALL IN FAVOR SAY AYE. AYE. AYE. AYE. OKAY. ANY OPPOSED? SAME SIGN. HEARING NONE. THE MINUTES ARE APPROVED. NEXT ITEM IS [CONSENT AGENDA] OUR CONSENT AGENDA, AND I'M GONNA REVIEW THAT QUICKLY. UH, WE HAVE A PRES SOLICITATION, HIGH PROFILE ITEM NUMBER TWO ON-CALL CITYWIDE TRAFFIC SIGNAL OPTIMIZATION. THEN WE HAVE POSTS, SOLICITATION, HIGH PROFILE ITEMS THREE, FOUR, AND FIVE, AN ON-CALL TRAFFIC ENGINEERING SERVICE ON-CALL STORM WATER ENGINEERING SERVICE, AND ON-CALL, CIVIL ENGINEERING PROFESSIONAL SERVICE, UH, HIGH PROFILE ITEMS. THEN WE HAVE FINAL INTERNAL AUDIT REPORTS, AGAIN ON CONSENT. ITEM NUMBER SIX IS A FOLLOW UP OF CITY CLERK RECORDS, RETENTION AND ARCHIVES. ITEM NUMBER SEVEN IS AN AUDIT ON PARKS AND RECREATION ONLINE RESERVATION PAYMENT SYSTEM. ITEM NUMBER EIGHT IS AN AUDIT OF SS A P D FLEET OPERATIONS. AND ITEM NUMBER NINE IS AUDIT OF CONVENTION AND SPORTS FACILITIES, UH, ALAMO DOME EVENT SERVICES. ALL OF THESE ITEMS WERE FORWARDED TO ALL THE MEMBERS OF THE COMMITTEE, UH, WITH A REQUEST THAT THEY REVIEW THOSE AHEAD OF TIME AND THEN ASK ANY QUESTIONS THEY MAY HAVE OF ANY OF THE CITY STAFF. UH, THOSE ARE THE CONSENT AGENDA ITEMS. ARE THERE ANY OF THOSE ITEMS ON CONSENT THAT ANY COMMITTEE MEMBER WOULD LIKE TO HAVE PULLED FOR INDIVIDUAL CONSIDERATION? NO, NONE FOR ME. OKAY. THANK YOU. THEN, HEARING NO ITEMS TO BE PULLED, I PRESUME ALL THE COUNCIL MEMBERS HAVE HAD AN OPPORTUNITY TO REVIEW THESE THEN. UH, I WOULD, UH, ENTERTAIN A MOTION TO APPROVE THE CONSENT AGENDA AS PRESENTED. I MOVE. SO MOVED. OKAY. IS THERE A SECOND? SORRY. SECOND. OKAY. THERE IS A MOVE AND A SECOND TO APPROVE ITEMS TWO THROUGH NINE. THE CONSENT AGENDA, I WOULD SAY. ALL IN FAVOR, PLEASE SAY AYE. AYE. AYE. AYE. ANY OPPOSED? SAME SIGN. HEARING NONE IN OPPOSITION. THE CONSENT AGENDA IS APPROVED. THANK YOU MEMBERS. OKAY. THE NEXT ITEM, NUMBER [10. 20-3685 AU19-010 Audit of Development Services Department Accela Land Development, Permit, Inspection, and Compliance Management System] 10 IS AN ITEM FOR INDIVIDUAL CONSIDERATION. ITEM NUMBER 10 IS AN AUDIT OF DEVELOPMENT SERVICES, ELLA, LAND DEVELOPMENT PERMIT INSPECTION AND COMPLIANCE MANAGEMENT SYSTEM. AND SO, UH, WE'LL HEAR A STAFF PRESENTATION ON THIS, I BELIEVE FROM MIKE SHANNON. OH, SORRY. COUNCILMAN CHARGE. I'LL GO AHEAD AND GO THROUGH THE, UH, THE AUDIT, UH, THE OBJECTIVE OF THE AUDIT AND THE BACKGROUND AND FINDINGS OF THE AUDIT. AND THEN MIKE CAN, UH, COME IN WITH HIS, UH, [00:05:01] HIS TAKE. BUT, UH, BASICALLY THE D S D S L SYSTEM, A LARGE PROJECT. UH, THE OBJECTIVE OF THIS AUDIT WAS TO DETERMINE IF THE CONTROLS APPLICATION CONTROLS FOR THE ELLA SYSTEM ARE ADEQUATE AND THE DATA IS ACCURATE AND RELIABLE. AND, AND AGAIN, THE ELLA SYSTEM, THIS IS A SYSTEM THAT D S D IS IMPLEMENTING. UH, IT WILL REPLACE MULTIPLE SYSTEMS THAT ARE CURRENTLY USED, VERY DISPARATE SYSTEMS, UH, TO COMBINE IT INTO A, UH, A, A SINGLE, SINGLE APPLICATION, UH, THAT'LL BE ACCESSIBLE, WEB-BASED, ACCESSIBLE TO CLIENTS, RESIDENTS, AS WELL AS OBVIOUSLY THE STAFF. IT'S A TWO PHASE SYSTEM. UH, THE FIRST PHASE WAS IMPLEMENTED BACK IN OCTOBER OF 2018, AND THAT'S WHERE THE LAND DEVELOPMENT PIECE, AND THAT'S WHAT WE'VE AUDITED. UH, PHASE TWO IS GONNA BE IMPLEMENTED BY THE END OF THIS YEAR. AND THAT'S GONNA INCLUDE THE BUILDING DEVELOPMENT AND CODE ENFORCEMENT. UM, THE RESULTS OF OUR AUDIT, AGAIN, VERY, UH, LARGE SYSTEM, LARGE EFFORT. UH, EVENTUALLY WE ROLLED OUT TO MULTIPLE AREAS OF THE CITY, UH, AS PART OF THE, THE BUILD SA PROGRAM. BUT, UH, SYSTEM IS FUNCTIONING. IT'S UP AND RUNNING. THE ISSUES, A COUPLE OF THINGS FOR IMPROVEMENT THAT WE DID IDENTIFY WAS USER ACCESS TO THE SYSTEM WAS EXCESSIVE. THIS INCLUDED BOTH AT THE ADMINISTRATIVE, UH, LEVEL OF USER ACCESS, AS WELL AS, UH, NUMBER OF USERS THAT HAD ACCESS TO ISSUE REFUNDS, AND THEN ALSO THE AUTHORIZATIONS OF ADDING NEW, UH, USERS NEEDED IMPROVEMENT. ALL OF THESE ISSUES WERE ADDRESSED AND TAKEN CARE OF DURING THE AUDIT. UH, SO THIS HAS BEEN, THIS HAS BEEN ADDRESSED AND, AND RESOLVED. UH, SECOND ISSUE HAD TO DO WITH SEGREGATION OF DUTIES ON THE DEVELOPMENT SIDE OF THE, UH, THE IT SIDE OF THE APPLICATION WHERE THERE WERE, UH, SYSTEMS PROGRAMMERS WHO HAD ACCESS BOTH TO THE DEVELOPMENT, UM, OCCURRENCE OR INSTANCE OF THE APPLICATION AS WELL AS PRODUCTION. AND THAT NEEDS TO BE SEGREGATED, AND THAT IS BEING WORKED ON. AND THEN ALSO THE ACCOUNT RECONCILIATION PROCESS BETWEEN THE S A P, UH, IS NEEDING SOME IMPROVEMENT AND NEEDS TO BE BETTER DOCUMENTED. AND, UH, JUST ADDITIONAL PROCEDURES PUT AROUND THAT SO THAT IT CAN, THE RECONCILIATION BETWEEN THOSE TWO SYSTEMS, AGAIN, THAT'S THE TRACKING OF OUR REVENUES, REFUNDS, ALL THE FINANCIAL IMPACT, UH, NEEDS TO BE IMPROVED. AND THAT PROCESS IS BEING WORKED ON, UH, BY, BY STAFF. BUT AGAIN, MANAGEMENT AGREED WITH ALL OF OUR RECOMMENDATIONS AND HAVE OR ARE IN THE PROCESS OF ADDRESSING THEM, UH, RIGHT NOW. SO, AND THE MANAGEMENT IS ON THE LINE TO ADDRESS ANY QUESTIONS Y'ALL MAY HAVE. OKAY. THANK YOU, KEVIN. EXCUSE ME FOR NOT RECOGNIZING YOU FIRST. UH, I WOULD LIKE TO ASK, UM, MIKE, SHANNON TO JUST COME ON IN AND LET US KNOW, UH, IF, UH, ALL OF THESE RECOMMENDATIONS CAN BE READILY IMPLEMENTED AND OVERALL HOW HE THINKS THE, UH, INTEGRATION WITH ACELA IS WORKING OUT. WELL, THANK YOU COUNCILMAN AND, UH, COMMITTEE MEMBERS. UM, SO CERTAINLY, UM, YOU KNOW, AS KEVIN MENTIONED, YOU KNOW, THIS IS A BIG, UH, UNDERTAKING FOR OUR DEPARTMENT. I'VE TALKED WITH A LOT OF YOU, UM, THROUGHOUT THE YEARS AS WE DEVELOP OUR BUILD ESSAY SYSTEM. UH, BUT YES, THE FINDINGS, WE WERE IN AGREEMENT WITH THE FINDINGS. UM, YOU KNOW, WE ACTUALLY, UH, WE, WE WERE HAPPY TO, UH, UH, TO, TO BE ABLE TO IMPLEMENT SOME ADDITIONAL CONTROLS. UH, CERTAINLY USER, UH, USER CONTROLS FOR EACH ONE OF MY STAFF. UM, AND, AND WHAT THEY'RE ABLE TO DO IN THE SYSTEM IS CRITICAL. SO WE'VE ALREADY, UH, MADE THAT CHANGE. UH, WE LOOKING AT THAT, UM, THROUGH OUR QUARTERLY AUDITS, UM, INTERNALLY, EXCUSE ME. AND THEN, UM, THE OTHER TWO, UH, WORKING WITH CRAIG HOPKINS AND HIS IT TEAM AS WE DEVELOPED IT, THE NEXT FEW PHASE, UH, THE NEXT PHASE, WHICH GOES ONLINE, UH, AT THE END OF THIS YEAR, UH, IS CRITICAL. UH, AND THEN FINALLY, THE, UH, RECONCILIATION OF PAYMENTS, NOT ONLY IN THE ACELA, BUT THE SS A P SYSTEM, UH, IS SOMETHING WE'RE ALREADY WORKING ON. SO, UH, WE, WE FELT THIS WAS A REALLY GOOD AUDIT. WE WERE, WE WERE PLEASED THAT KEVIN, UH, WAS ABLE TO HELP US IMPROVE IT. IT, AND CERTAINLY WE'RE EXCITED ABOUT, UM, COMING FULLY ONLINE AT THE END OF THIS YEAR WITH THE PERMITS AND CODE ENFORCEMENT, UH, WHICH WILL ADD MORE, UM, MORE BENEFITS NOT ONLY TO OUR STAFF, UH, BUT TO OUR, OUR RESIDENTS AND COMMUNITY. SO, UM, SO ALL OF THOSE ARE, UH, GOOD COMMENTS AND, AND WE'RE, WE'RE WORKING ON THEM AS WE SPEAK. OKAY. THANK YOU, MIKE. I'LL OPEN UP, UH, THE FLOOR TO ANY QUESTIONS FROM ANY COMMITTEE MEMBERS? NONE FROM ME. OKAY. COUNCILMAN SANDOVAL, ANY QUESTIONS? OKAY. HEARING NONE, UH, I WOULD ENTERTAIN A MOTION TO A, ACCEPT THIS, UH, AUDIT OF, UH, D S D ELA DEVELOPMENT PROGRAM. I MOVE AND A SECOND COUNCILWOMAN ON THE SANDOVAL. WE DON'T HEAR YOU IF YOU'RE MAKING A SECOND. OKAY. I SEE TWO FINGERS. THAT MEANS YOU SECOND. [00:10:01] OKAY. THANK YOU ALL. OKAY. SO THE, IT'S BEEN MOVED AND SECONDED TO ACCEPT THIS AUDIT REPORT. ALL IN FAVOR, SAY AYE. AYE. AYE. DO I JUST SEE A THUMBS UP? OKAY. YES. ANY, UH, ANY OPPOSED? OKAY. HEARING NONE IN OPPOSITION, ITEM NUMBER 10 IS, UH, APPROVED BY THE COMMITTEE. OKAY, THANK YOU. UH, WE HAVE ITEM NUMBER 11 ON OUR AGENDA, WHICH IS ANNUAL AUDIT PLAN UPDATE. BUT BEFORE WE DO THAT, I WOULD LIKE TO ASK THE SECRETARY TO REPORT ON ANY, UM, ANY PUBLIC INPUT THAT WE HAVE RECEIVED, UH, FOR THIS COMMITTEE. SO, UH, MADAM SECRETARY, COULD YOU GO AHEAD AND GO OVER ANY PUBLIC INPUT WE'VE RECEIVED? YES, SIR. THANK YOU, CHAIR. THE OFFICE OF THE CITY CLERK RECEIVED TWO LETTERS FROM STAN MITCHELL LAST WEEK, AND AN EMAIL YESTERDAY, ALL WHICH WERE DISTRIBUTED TO THE AUDIT, UH, AND ACCOUNTABILITY COUNCIL COMMITTEE MEMBERS. I RECEIVED A PUBLIC COMMENT FROM TERRY BURNS WITH THE SIERRA CLUB, AND HE WISHES TO COMMENT ON PROCEDURAL MATTERS OF THE COMMITTEE. HE'S ASKING WHY WAS THE MEETING NOT POSTED 72 HOURS IN ADVANCE OVER THE WEEKEND? HE'S ASKING NUMBER. THAT'S NUMBER ONE. NUMBER TWO, SIERRA CLUB AND OTHER MEMBERS HAVE ASKED FOR YEARS FOR SOME AUDIT OF VISTA RIDGE AND SAS. LAST WEEK, SASS WAS FLUSHING ONE TO TWO ANNUAL ESSAY JOBS DOWN MUD CREEK, 50,000 K EVERY DAY FOR WHO KNOWS HOW LONG. NUMBER THREE, WE UNDERSTAND THERE MAY BE, THERE MAY FINALLY BE SOME INQUIRY. ABOUT $120 MILLION PAID TO AGUA TO BUY VR PIPE THAT WAS NEVER PURCHASED. WHEN WILL THIS BE ON THE AGENDA? NUMBER FOUR? THE VISTA RIDGE INTEGRATION PROJECT IS AT LEAST $80 MILLION OVER BUDGET. WHEN WILL YOU ADDRESS THIS? NUMBER FIVE. EARLY IN THE VISTA RIDGE, W T P A CONTRACT, THE SITE OF INTEGRATION WAS MOVED FROM THE SOUTHEAST SIDE WHERE SEINE, G B R A WATER ARRIVES. THIS LOCATION, I BELIEVE, WOULD NOT HAVE REQUIRED WATER FLOW, WATER COUNTER FLOW, AND PIPES, AND NOT REQUIRE THE EXPENSE OF TUNNELING TO STONE OAK. WHY DID THEY MOVE INTEGRATION TO HARDY OAKS? WHY WAS THIS ADDED COST IN DOING THIS? WHAT WAS THE ADDED COST? NUMBER SIX. IF STONE OAK WAS A BETTER LOCATION, WHY WAS IT NECESSARY TO TUNNEL AND INTEGRATE WITH THE OLD SYSTEM SOUTH OF 1604? THAT INTEGRATION DECISION BOUGHT, BROUGHT ON ALL OF THE ADDED TUNNELING COSTS AND THE WATER COUNTERFLOW CONCERNS, AND THE HUGE CHEMISTRY COMPATIBILITY CONCERNS. RESTRICTING VISTA RIDGE WATER TO THE NEWER NORTH OF 1604 SYSTEM WOULD HAVE BEEN AVOIDED. ALL THESE COSTS, WHY COULDN'T CURRENT OLDER SAN ANTONIO CONTINUE TO USE ITS SYSTEM AND EA AND A S R WATER AND NEWER NORTHSIDE DEVELOPMENT USE VISTA RIDGE? THESE ARE AMONG MANY POINTS CALLING OUT FOR INVESTIGATION OF THE VISTA RIDGE PROJECT AND SAS, AND A FAILURE OF BOTH SASS, B O T AND COSA TO PROTECT RATE PAYERS. SINCERELY, TERRY BURNS, MD CHAIR, SAN ANTONIO SIERRA CLUB. THE NEXT, UH, PUBLIC COMMENT WE RECEIVED WAS FROM NETTE KING. DEAR COUNCIL MEMBER PERRY, AS A FISCAL CONSERVATIVE AND A PERSON I THINK BELIEVES IN GOVERNMENTAL TRANSPARENCY, I BELIEVE YOU'LL WANT TO ADDRESS THESE QUESTIONS. NUMBER ONE, ARE YOU AWARE THAT SASS HAS HELD PRESS CONFERENCES WITHOUT THE PRESS ON APRIL 15TH? NUMBER TWO, IT BECAME CLEAR WHY WEEKS LATER, THEY WERE DUMPING 10 MILLION GALLONS OF WATER A DAY INTO MUD CREEK, WHICH FLOWS INTO OUR DISTRICT, AND SHE CITES THE REVOLVED REPORT. NUMBER THREE, REPORTER GIVEN, STATED IT COSTS 50,000 A DAY AT $1,600 PER ACRE FOOT. I BELIEVE IT IS MORE LIKE $2,400 PER ACRE FOOT FEE. I WANT TO KNOW HOW MANY DAY SAUCE IS DOING THIS. RESPECTFULLY. YEARS NETTE KING. THANK YOU, CHAIR. THAT'S ALL I HAVE. CHAIR, YOU'RE ON MUTE, SIR. THANK YOU, MADAM SECRETARY. I SEEM TO HAVE RECEIVED ANOTHER PUBLIC COMMENT, UH, AND I'M GONNA GO AHEAD AND PUT THIS IN. UH, THIS WAS AS OF MONDAY, JUNE 15TH. UH, IT SAYS, THANK YOU, CHAIRMAN, COURAGE FOR ACCEPTING OUR WRITTEN INPUTS INTO YOUR COMMITTEE DURING COVID 19 EMERGENCY. WE HAVE SUBMITTED TWO LETTERS FOR YOUR CONSIDERATION SINCE THE LAST COMMITTEE MEETING WE ATTENDED ON FEBRUARY 18TH, THE APRIL 28TH, 11 PAGER, AND JUNE 10TH SIXTH PAGER. THESE LETTERS WERE ALSO SHARED WITH CITY CLERK [00:15:01] FLORES, INCLUDING COPIES FOR DISTRIBUTION TO YOUR COMMITTEE, CITIZENS MEMBERS, SOTO AND TREVINO. I KNOW THAT YOU REFERRED TO THESE, UH, A FEW MOMENTS AGO. I WANT TO CONTINUE READING THESE TWO LETTERS. ORIGINATED IN PRESENTATIONS BY FOUR MEMBERS OF OUR COALITION AT YOUR NOVEMBER 19TH, 2019 COMMITTEE MEETING. A MATTER OF RECORD INCLUDED AT THAT TIME WERE REMARKS BY GOVERNMENT PERFORMANCE AUDITOR COLLEEN WARING, WHO PROPOSED APPROACHING OUR RECOMMENDED AUDIT OF VISTA RIDGE BY PRIORITIZING COMPONENTS BASED ON A RISK ASSESSMENT. THE TOP PRIORITY SHE IDENTIFIED WAS THE POSSIBLE MISAPPROPRIATION OF 20 MILLION OF VISTA RIDGE, UH, BRIDGE LOAN PROCEEDS. STILL UNRESOLVED. MS. W PROVIDED WRITTEN BACKUP FOR HER PRESENTATION. THANK YOU FOR ACCEPTING OUR INPUTS. WE'LL FOLLOW CLOSELY RESPONSE TO OUR APRIL 28TH AND JUNE 10TH LETTERS. BEST REGARDS, STAN MITCHELL. UH, AND I WANTED TO INCLUDE THAT, ALTHOUGH I KNOW HE SENT SOME OTHER DOCUMENTATION THAT GOES ALONG WITH THAT. UH, SO I JUST WANTED TO ADD THAT TO THE RECORD. AND FOR THE RECORD, LET ME STATE THAT IN RESPONSE TO THE QUESTION ABOUT LOOKING AT VISTA RIDGE ISSUES, I WANT TO POINT OUT THAT THIS COMMITTEE WAS, UH, JUST RECONSTITUTED. WE HAVE NEW MEMBERS ON THIS COMMITTEE WHO HAD NOT SERVED PREVIOUSLY WHEN THESE MATTERS WERE BROUGHT BEFORE THE COMMITTEE FOR DISCUSSION. UH, AT THAT TIME WHEN I WAS, UH, TALKING ABOUT LOOKING AT SAS AND VISTA RIDGE, UH, I DID STATE THAT WE WOULD, UH, YOU KNOW, CONSIDER THIS AS A COMMITTEE AND WITH NEW COMMITTEE MEMBERS. I FEEL IT'S ONLY APPROPRIATE FOR US TO TAKE JUST A LITTLE BIT MORE TIME TO RECONSIDER THIS. UH, BUT I CAN TELL YOU THAT, UH, OUR AUDIT TEAM IS PREPARED TO GO AHEAD AND, UH, LOOK AT THIS FURTHER, AND HOPEFULLY WE'LL BE GETTING BACK, UH, TO THE PEOPLE WHO HAVE WRITTEN US ABOUT THAT AND GIVE THEM AN UPDATE SOON. SO, THAT CONCLUDES OUR PUBLIC COMMENT. THE LAST PART OF OUR, [11. 20-3686 FY 2020 Annual Audit Plan Update] OUR MEETING NOW IS ITEM NUMBER 11, WHICH IS THE ANNUAL AUDIT PLAN UPDATE TO BE PRESENTED BY THE AUDITOR. KEVIN, IF YOU'RE PREPARED, YOU'RE ON. YES, SIR. THANK YOU. UH, AND I JUST WANTED TO GIVE TO THE COMMITTEE AN UPDATE OF, OF WHAT'S GOING ON WITHIN THE AUDIT DEPARTMENT. OBVIOUSLY WITH THE COVID, UH, RESPONSE BY THE CITY, THAT'S HAD AN IMPACT ON ALL DEPARTMENTS, UH, INCLUDING, INCLUDING OURS. UH, ON OUR AUDIT PLAN, WE HAVE ISSUED 26 AUDIT REPORTS, UH, FISCAL YEAR TO DATE. SO WE ARE STILL MOVING, UH, WITH OUR AUDITS. ALTHOUGH WITH COVID, IT DID SLOW US DOWN. UH, SEVEN OF MY STAFF MEMBERS HAVE ACTUALLY BEEN REDEPLOYED TO OTHER PARTS, UH, OF THE CITY TO HELP WITH THE COVID RESPONSE. GIVEN THE SITUATION, I FELT IT. UH, AND WE HAVE A GREAT SKILL SET TO HELP OUT. UH, THEY'RE WORKING IN FINANCE, ALSO THE CITY MANAGER'S OFFICE, AND ALSO ONE ASSIGNED TO THE POLICE DEPARTMENT. ALL, ALL OF THEIR FUNCTIONS BASICALLY REVOLVE AROUND, UH, TRACKING OF THE COVID EXPENSES, UH, ANALYSIS OF WHAT'S ALLOWED, UH, BASED ON THE VARIOUS, UH, GRANTS THAT THE CITY HAS RECEIVED, AND JUST TRACKING THAT. SO WHEN WE DO MAKE REQUESTS FOR REIMBURSEMENT, UH, OR GET AUDITED BY OUTSIDE AGENCIES, JUST TRYING TO ENSURE AS BEST POSSIBLE THAT WE'RE PREPARED THAT THE CITY IS PREPARED FOR THOSE AUDITS, AND THAT THE, UH, DOCUMENTATION AND EVERYTHING IS, IS IN ORDER. UH, WE ARE, I'M WORKING WITH MANAGEMENT, AND SOME OF THOSE STAFF WILL HOPEFULLY BE COMING BACK TO THE AUDIT DEPARTMENT HERE WITHIN THE NEXT COUPLE OF WEEKS. UH, AS, UH, THOSE PROCESSES ARE, ARE BEING, ARE, ARE, ARE, ARE RUNNING SMOOTHLY. AND SO I THINK, UH, SOME CROSS TRAINING CAN OCCUR, WILL START GETTING THOSE PEOPLE BACK. UH, WE HAVE SUSPENDED OR PUT ON HOLD THE AUDITS DEALING WITH THE HEALTH DEPARTMENT AND ALSO DEPARTMENT OF HUMAN SERVICES FOR OBVIOUS REASONS. THEY'RE VERY BUSY AND, AND WORKING, UH, IN THE COVID RESPONSE, AND IN FACT HAVE OTHER PEOPLE WORKING WITH THEM IN THE COVID RESPONSE. SO, UM, WE'RE JUST NOT DOING THOSE AUDITS, BUT WE HAVE STARTED OTHER AUDITS, UM, AND ARE WORKING TOWARD COMPLETION OF THE AUDIT PLAN. UH, WHEN WE GET TO THE YEAR END REPORTS, I THINK, YOU KNOW, OUR GOAL FOR, UH, PROJECTS WISE WAS 38. I'M NOT SURE THAT WE'LL HIT THAT JUST BECAUSE OF THE DELAYS IN THE STAFFING, BUT, UH, WE'LL GET CLOSE AND, UH, BUT AGAIN, JUST WANTED TO GIVE AN UPDATE TO THE COMMITTEE THAT, UH, WE ARE CONTINUING TO DO AUDITS AS WELL AS SUPPORT THE COVID RESPONSE. AT THIS POINT, ALL OF MY STAFF IS PRIMARILY WORKING FROM HOME OR WORKING REMOTELY. UH, WHEN THAT SWITCH WAS FLIPPED, WE WERE ABLE TO DO THAT VERY QUICKLY BECAUSE WE ALREADY WORK REMOTELY A LOT OF THE TIME ON SITE AND HAD ALREADY BEEN WORKING FROM HOME. SO THAT WAS A VERY EASY TRANSITION FOR US. UH, BUT SOME STAFF, THEY WANT TO GET BACK TO THE OFFICE, UH, UNDERSTANDABLY SO. BUT WE'RE ALSO TAKING ALL PRECAUTIONS AND I'M, I'M GOING THROUGH THE PROCESS OF MAKING SURE OUR WORK SITE IS READY, UH, FOR STAFF TO RETURN WHENEVER, UH, WE START TO OPEN THINGS UP A LITTLE BIT. UH, ANOTHER THING, WE ARE ALSO BEGINNING TO WORK ON THE 2021 AUDIT PLAN. AND SO WE ARE SETTING UP MEETINGS RIGHT NOW WITH ALL THE COUNCIL MEMBERS SEEKING INPUT AS WELL AS EXECUTIVE [00:20:01] LEADERSHIP. UH, SO I WOULD EXPECT AT THE AUGUST MEETING, UH, THE COMMITTEE WILL BE SEEING A DRAFT OF THAT 2021 PLAN WITH NEW AUDITS, AS WELL AS I EXPECT SOME OF THE AUDITS ON THE CURRENT PLAN MAY CARRY FORWARD TO THAT PLAN, UH, AS WE WILL KNOW A LITTLE BIT MORE IN THE, IN THE COMING MONTHS, UH, JUST TO MOVE SOME OF THE AUDITS OVER TO THAT TREND THAT WE COULDN'T GET TO THIS YEAR. SO THAT'S JUST KIND OF AN UPDATE ON WHAT'S GOING ON. BUT AGAIN, I HAVE A WELL-MOTIVATED, WELL TRAINED STAFF, AND THEY'RE, UH, EITHER WORKING ON THE COVID RESPONSE OR CONTINUING TO WORK ON TOWARD THE AUDIT PLAN. SO IF YOU HAVE ANY QUESTIONS, I'LL BE HAPPY TO ANSWER THOSE. THANK YOU, KEVIN. ANY QUESTIONS FROM MY FELLOW COUNCIL MEMBERS OR COMMITTEE MEMBERS? UH, YES. THANK YOU. CHAIR. UH, YES. UH, IS THAT, UH, MEMBER TRAVINA? OKAY. AND ON. I'LL GET TO YOU IN A SECOND. OH, I HAD SAID NO, THANK YOU. OH, I, I, I APOLOGIZE. OKAY. NOT UNLESS SHE'S, UH, NOW . UH, THANK YOU KEVIN. THANK YOU CHAIR FOR THE UPDATE. UH, KEVIN, CAN YOU TELL US HOW YOU'RE DETERMINING WHICH AUDITS ARE GOING FORWARD RIGHT NOW AND WHICH ONES ARE, UH, BEING POSTPONED UNTIL NEXT YEAR? AND IF YOU COULD GIVE US, UM, I'D APPRECIATE SOME SORT OF SCHEDULE, IF YOU COULD PROVIDE THAT TO US TOO. OKAY. AND I, I CAN PROVIDE THAT UPDATE, BUT JUST REALLY THE ONLY AUDIT WE'RE PUTTING ON HOLD ARE THOSE WERE THE DEPARTMENTS SIMPLY DON'T HAVE THE CAPACITY OR JUST FOR EXAMPLE, THE HEALTH DEPARTMENT. THE HEALTH DEPARTMENT IS INCREDIBLY BUSY. AND WE HAD A COUPLE OF AUDITS, LIKE THE, UH, OH, THE NEIGHBORHOOD HEALTH PROGRAM, UH, WAS ON OUR PLAN, AND WE ACTUALLY HAD STARTED THAT ONE. BUT EVERYBODY THAT WORKS WITHIN THAT DIVISION, THEY HAVE ALL BEEN REDEPLOYED, I BELIEVE, PRIMARILY AS CONTRACT TRACERS OR STUFF. SO, YOU KNOW, THEIR PRIMARY JOB RIGHT NOW IS, IS THE COVID RESPONSE. AND, AND THEY'RE SIMPLY NOT STAFF, UH, THAT, THAT WE CAN LOOK AT TO AUDIT RIGHT NOW. UH, SO IT'S REALLY THE, THE, THE BIG FACTOR IS, UH, AVAILABILITY OF, OF STAFF IN, IN THE, UH, IN THE, IN THE DEPARTMENT AREA. UH, MOST OTHER AUDITS WE'RE STILL MOVING FORWARD. UH, SOME OF 'EM ARE TAKING SLOWER BECAUSE AGAIN, WITH PEOPLE WORKING FROM HOME, IT JUST, THE LOGISTICS BECOME MORE DIFFICULT. BUT, UH, SO IT SLOWS US DOWN, BUT WE'RE STILL MOVING FORWARD ON, ON OTHER AUDITS. OKAY. AND WOULD IT BE POSSIBLE TO GET A, A SCHEDULE? YES, MA'AM. I CAN GET THAT TO YOU. I'LL GET THAT TO BE ENTIRE COMMITTEE. THANK YOU. THANK YOU, CHAIR. OKAY, THANK YOU, COUNCILWOMAN. UM, ALSO, LET ME ASK BEN, UH, I KNOW THAT WE'VE MISSED SOME MEETINGS AND I'D LIKE TO KNOW, HOW DO YOU THINK WE ARE WITH ALL OF THE, UH, THE HIGHER, UH, YOU KNOW, COST PROJECTS, UH, THAT, THAT WE USUALLY TAKE A LOOK AT? UH, WHEN IT COMES TO THE ACCOUNTABILITY PART OF OUR COMMITTEE? UH, GOOD MORNING CHAIR AND COMMITTEE MEMBERS. UH, IN TERMS OF THE HIGH PROFILE PROCUREMENT ITEMS, I ACTUALLY THINK WE'RE IN PRETTY GOOD SHAPE. WE SENT A MEMO OUT, UH, TWO WEEKS AGO THAT WAS A FOLLOW UP TO SOME OF THE ITEMS THAT WOULD'VE BEEN PRESENTED IN PRIOR, UM, AUDIT COMMITTEE MEETINGS. UH, THEY WERE FAIRLY ROUTINE ITEMS THAT WE HAVE MOVED FORWARD. AND THEN WITH WHAT WE'VE DONE TODAY, I THINK WE'RE PRETTY WELL CAUGHT UP. UH, THERE WERE SOME CONTRACTS THAT WE WENT AHEAD AND EXERCISED, UM, EXTENSIONS ON, UH, BECAUSE WE TALKED A LITTLE BIT ABOUT THAT BACK IN MARCH, WHERE GIVEN WHAT WAS GOING ON WITH C OVID 19, IT DIDN'T MAKE SENSE FOR US TO ISSUE SOLICITATIONS IN THE MIDDLE OF THAT. SO WE HAVE DONE SOME, IN SOME CASES, SIX MONTH EXTENSIONS OR NINE MONTH EXTENSIONS. I THINK A COUPLE WERE A YEAR. THAT GIVES US SOME ADDITIONAL TIME TO GET THOSE PROCUREMENTS DONE AND TO MAKE SURE THAT VENDORS HAVE THE TIME TO RESPOND TO THOSE, UH, SO THAT WE'RE MAKING SURE WE GET A GOOD RESPONSE. BUT I THINK OVERALL, UH, WE'RE IN A PRETTY GOOD, WE'RE IN PRETTY GOOD SHAPE. THANK YOU. UH, BASED ON THOSE RESPONSES, ARE WE GONNA PRESUME WE WILL NOT MEET IN JULY, BUT WE WILL HAVE OUR NEXT MEETING IN AUGUST? IS THAT A REASONABLE ASSUMPTION? THAT'S, THAT'S CORRECT, SIR. WE'RE NOT PLANNING TO MEET IN JULY, BUT WE WOULD LIKE TO, TO MEET AGAIN IN AUGUST. OKAY. THANK YOU. UH, ANY OTHER COMMITTEE MEMBERS HAVE ANY, UH, QUESTIONS FOR BEN CHAIR? OKAY. NO. YES, MA'AM. I HAVE A QUESTION, BUT NOT ON, NOT ON THIS ITEM. I'LL WAIT UNTIL IT'S DONE. OKAY. UH, THEN I BELIEVE WE'VE CONCLUDED ALL THE BUSINESS OF THE COMMITTEE. UH, SO COUNCILWOMAN, WILL YOU TALK WITH, UH, BEN GELLE OFFLINE ON THIS? UM, IT'S ACTUALLY, UH, REGARDING [00:25:01] ONE OF THE ITEMS ON CONSENT. I APOLOGIZE. UM, I, I MISSED SOMETHING ON THAT. SO I WANTED TO, TO ASK A QUESTION ABOUT THAT. AND ANDY, I DON'T KNOW IF, UM, CAN YOU SPEAK TO WHETHER OR NOT I CAN DO THAT? YES, COUNCILMAN, UM, UH, IT SOUNDS LIKE YOU'RE, YOU'RE ASKING FOR, UH, SOME, UH, INFORMATION ON ONE OF THE CONSENT ITEMS. I THINK THERE'S NO HARM IN DOING THAT. 'CAUSE THERE'S PEOPLE ON THE, ON THE, UH, CALL AT THE MEETING HERE. THEY CAN ANSWER YOUR QUESTIONS. SO, UH, CHAIR, I DON'T SEE AN ISSUE WITH IT. OKAY. THANK YOU. GO AHEAD AND PROCEED. COUNCILWOMAN. THANK YOU CHAIR. UM, THE FIRST ITEM ON THE CASSETTE AGENDA WAS A HIGH PROFILE, UH, ITEM OUT OF PUBLIC WORKS. I BELIEVE IT WAS, UM, TRAFFIC SIGNAL OPTIMIZATION. I'M READING THAT CORRECTLY. AND THAT'S A GRANT FUNDED? YES, THAT'S A GRANT FUNDED PROJECT, UH, FOR WHICH WE HAVE TO PROVIDE A LOCAL MATCH. WHEN WE RECEIVED OUR BUDGET UPDATE, UH, RECENTLY, UM, I SAW THAT, UH, ONE OF THE BUDGET ADJUSTMENTS WAS TO DEFER A LOCAL MATCH FOR THOSE PARTICULAR TYPES OF PROJECTS FOR THE CMAC GRANTED PROJECTS. SO, UM, I'M WONDERING IF, UH, MAYBE ROZY OR BEN, I'M NOT SURE WHO THE RIGHT PERSON IS. CAN YOU TELL ME HOW THAT'S GOING TO, UH, JIVE OR WHAT, UH, CMAC PROJECTS THAT'S GOING TO AFFECT COUNCILMAN? I BELIEVE THE FEAR WAS F FIVE 20 BUDGET, AND WE DON'T REALLY NEED THIS MONEY UNTIL 5 20 21. OKAY. PERFECT. THANK YOU. THANK YOU, ANDY. THANK YOU, CHAIR. OKAY, THANK YOU. UH, I BELIEVE THEN AT THIS TIME, THAT WOULD CONCLUDE OUR MEETING. AND I APPRECIATE EVERYBODY'S, UH, ASSISTANCE, COOPERATION. HOPE YOU HAVE A GOOD REST OF THE DAY. THANK YOU ALL PUBLIC FOR TUNING IN THAT WE ARE ADJOURNED. THANK. * This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting.