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[00:00:04]

GOOD MORNING.

MY NAME IS AL SMELTER AND I'M CHAIR OF THE AUDIT AND FINANCE COMMITTEE

[CALL TO ORDER]

GOING TO CALL THIS MEETING TO ORDER AT 9:31 AM.

I'M JOINED ON THE VIRTUAL DAYAS BY COUNCIL MEMBERS FLANNIGAN, AND I KNEW THAT COUNCIL MEMBER TOTAL WILL BE JOINING US A LITTLE BIT LATE.

SHE HAD A CONFLICT.

UM, WE DID NOT HAVE ANY SPEAKERS SIGNED UP FOR CITIZEN COMMUNICATION THIS MORNING OR FOR ANY OF THE ITEMS, UM, TO MY KNOWLEDGE.

AND THEN I WENT TO MAKE A NOTE THAT WE HAD TO POST.

WE HAVE TO POSTPONE TWO ITEMS FROM THIS MORNING.

UM, THE FIRST ITEM THAT WE'RE GOING TO BE POSTPONING TO OCTOBER IS SOUTH DAKOTA DEPARTMENT, REPEAT OFFENDER PROGRAM, AUDIT ITEM NUMBER FIVE, UM, DUE TO AN EMERGENCY AMONG THE STAFF WHO'S PRESENTING.

UM, AND I HOPE EVERYTHING, UM, ROCHELLE'S WELL FOR THAT SITUATION.

AND THEN, UM, THE PENSION UPDATE, WHICH IS NOT ON THE BROADER CONVERSATION OF PENSIONS, BUT IS JUST THE NORMAL KIND OF ANNUAL REPORT ON THE STATUS OF THE PENSIONS WILL BE MOVED TO OCTOBER BECAUSE THE CONTROLLER HAD TO BE OUT OF TOWN, UM, FOR THIS MEETING.

UM, SO HOPEFULLY THAT'LL ALLOW US TO MOVE QUICKLY THROUGH OUR MEETING AND INTO OUR EXECUTIVE SESSION FOR THE SECURITY INFORMATION SYSTEMS, UM, AUDIT FOLLOW UP DISCUSSION.

UM, SO WE WILL PLAN TO SPEND OUR TIME HERE AND THEN MOVE INTO EXECUTIVE SESSION FOR THAT.

AND I WILL COME BACK INTO CLOSE THE MEETING OUT MOST.

WE THINK WE HAVE SOMETHING, UM, TO GO DOWN AT THAT TIME.

UM, BUT I KNOW THAT THAT'S, SOME FOLKS WERE PLANNING ON THE REPEAT OFFENDER PROGRAM OR ON THE PENSION AUDIT.

AND SO JUST WANTED TO LET THEM KNOW UPSET THAT WE'VE BEEN STUDYING THEM.

SO THE FIRST ITEM OF BUSINESS IS WE DON'T ASSIST IN COMMUNICATIONS

[1. Approve the minutes of the Audit and Finance Committee Meeting of August 19, 2020. ]

IS TO APPROVE THE MINUTES.

UM, DO I HAVE A MOTION TO APPROVE THE MINUTES FROM COUNCIL MEMBER POOL SECONDED BY COUNCIL MEMBER FLAT? AGAIN, I'M SEEING A CHECK ACTIONS THAT IS APPROVED.

THOSE ARE THE MINUTES FROM AUGUST 19TH.

UM,

[2. Mexic-Arte Museum Contract Monitoring Audit. (City Auditor's Office)]

SO OUR FIRST AUDIT THIS MORNING IS THE MEXICAN CARTEL MUSEUM CONTRACT MONITORING AUDIT.

UM, AND I JUST WANT TO REMIND FOLKS THAT THIS IS PART OF A SERIES OF AUDITS ON OUR CULTURAL CENTERS AND, UM, ALSO IN THE MILLENNIUM CENTER AND WAS INITIATED BY COUNCIL BECAUSE WE, UM, THOUGHT THAT THERE WAS ROOM FOR IMPROVEMENT.

UM, AND SO THIS IS THE FINAL ONE IN THOSE, WE WERE NOT ABLE TO FINISH IT AT OUR LAST MEETING IN AUGUST.

THANK YOU.

THAT WAS A GREAT INTRO.

UM, WE HAVE TODAY KMART KMART OFFICE FOR LENDING THE AUDIT AND THEY HAVE SHARMA WAS THE MANAGER, AND THEY'LL BOTH ANSWER KATE WILL PRESENT AND THEY'LL BOTH BE AVAILABLE FOR QUESTIONS, UM, CPM AND PAY AND PULL UP THAT PRESENTATION.

THAT'D BE A POWERPOINT, RIGHT? THANK YOU.

GOOD MORNING, COUNCIL MEMBERS, AS CORY SAID, MY NAME IS KATE MURDOCH AND I WILL BE PRESENTING THE FINDINGS FOR THE MEXICO PARTE CONTRACT MONITORING AUDIT.

NEXT SLIDE, PLEASE FOUNDED IN 1984, THE MEXICO TEAM MUSEUM IS A TEXAS NONPROFIT DEDICATED TO THE CULTURAL ENRICHMENT AND EDUCATION OF THE COMMUNITY, PROVIDING CLASSES, TOURS, WORKSHOPS, AND OTHER PROGRAMMING RELATED TO THE COLLECTION PRESERVATION AND PRESENTATION OF TRADITIONAL AND CONTEMPORARY, MEXICAN, LATINO, AND LATIN AMERICAN ART AND CULTURE.

NEXT SLIDE PLEASE, SINCE 2001 AND IN THREE SEPARATE ACTIONS, THE CITY HAS CONTRIBUTED NEARLY $21 MILLION IN NEW MEXICO ARTANE MUSEUM TOWARDS THE PURCHASE AND REHABILITATION OF THE FACILITY.

IN ADDITION TO THESE FUNDS, THE CITY ALSO PROVIDES OPERATIONAL FUNDING TO THE MEXICO CITY AND THE CITY'S HOTEL OCCUPANCY TAX.

THE CITY HAS FIVE AGREEMENTS WITH MEXICO RICAURTE FACILITY AND OPERATIONAL NEEDS THE PARKS AND RECREATION DEPARTMENT OVERSEES AGREEMENTS RELATED TO THE PURCHASE AND REHABILITATION OF THE FACILITY, AS WELL AS AN OPERATIONAL AGREEMENT.

THE ECONOMIC DEVELOPMENT DEPARTMENT OVERSEES THE CONTRACT, PROVIDING OPERATIONAL FUNDS WITH THE MUSEUM.

THESE AGREEMENTS REQUIRE THE MEXICO CITY TO PROVIDE CERTAIN SERVICES TO THE COMMUNITY AND TO SUBMIT ANNUAL PERFORMANCE REPORTS.

THIS AUDIT LOOKED AT THE CONTRACT MONITORING ACTIVITIES FOR THE TWO OPERATIONAL AGREEMENTS OVERSEEING BY THESE TWO DEPARTMENTS.

NEXT SLIDE, PLEASE.

WE ISSUED ONE FINDING IN THIS REPORT, WE FOUND THE CITY DID NOT ADEQUATELY DEVELOP OR PROVIDE OVERSIGHT OF ITS AGREEMENTS WITH MEXICO STATE INCREASING THE RISK THAT THE CITY MAY NOT RECEIVE ALL OF THE DESIRED SERVICES AND EXPOSING THE CITY TO NEGATIVE PUBLIC PERCEPTION.

IN GENERAL, WE FOUND THE ECONOMIC DEVELOPMENT DEPARTMENT ADEQUATELY MANAGED ITS AGREEMENT WITH MEXICO CITY.

HOWEVER, WE FOUND THE PARKS AND RECREATION DEPARTMENT DID NOT ANNUALLY

[00:05:01]

REVIEW THE SERVICES PROVIDED BY MEXICO RPA AS STATED IN THE 2010 SERVICE AGREEMENT.

I'LL STAFF PERFORM DESK REVIEWS TO SEE THAT MEXICO TASTES SUBMITTED REPORTS.

STAFF DID NOT VERIFY THE ACCURACY AND COMPLETENESS OF THE REPORTED RESULTS AND REPORTS WERE NOT SUBMITTED TIMELY.

ALSO PART STAFF DID NOT ENFORCE SOME OF THE PERFORMANCE MEASURES.

WE COULD NOT FIND EVIDENCE OF THE MEXICO PARTE SUBMITTING AN ANNUAL AUDIT LOANING ARTWORK, REPUBLIC, EXHIBITION.

SO BENDING AN ANNUAL PROGRAM OR AN ANNUAL WORK PLAN.

AS THE AGREEMENT SPECIFIES, WE NOTED SOME PERFORMANCE MEASURES INCLUDED IN THE AGREEMENT ARE AMBIGUOUS OR DIFFICULT TO MEASURE.

FOR EXAMPLE, ONE MEASURE REQUIRES THE REASONABLE LOAN OF ARTWORK TERMS SUCH AS REASONABLE ARE OPEN TO INTERPRETATION AND DON'T PROVIDE SUFFICIENT GUIDANCE.

AND MANY MEASURES DID NOT HAVE TARGET NUMBERS FOR PERFORMANCE, MAKING IT DIFFICULT TO DETERMINE THE SUCCESS OF MEXICO ARCHIE'S EFFORTS.

NEXT SLIDE PLEASE.

IN ADDITION, WE FOUND THERE WAS A LACK OF COORDINATION BETWEEN THE TWO DEPARTMENTS MAKING IT DIFFICULT TO ENSURE THE MEXICO TAKE COMPLIED WITH ALL OF THE REQUIREMENTS IN THE GRIEVANCE.

WE NOTED THAT BOTH OPERATIONAL AGREEMENTS REQUIRE SOME OF THE SAME DELIVERABLES.

SINCE TWO DEPARTMENTS MONITOR THESE AGREEMENTS, IT LED TO DUPLICATION OF MONITORING ACTIVITIES.

IT ALSO CREATED A BURDEN FOR MEXICANO TAGS SINCE THEY HAVE TO SUBMIT THE SAME DELIVERABLES TO TWO DEPARTMENTS.

IN ADDITION, BOTH AGREEMENTS REQUIRED MEXICO PARTE TO PRESENT EXHIBITIONS BY TOTALLY COOL, TOTALLY ART.

HOWEVER, THE MEXICO STATE ONLY PRESENTED ONE EXHIBITION TO COMPLY WITH BOTH AGREEMENTS INSTEAD OF THE TWO THAT WERE REQUIRED.

NEXT SLIDE, PLEASE.

WE ALSO MADE AN ADDITIONAL OBSERVATION SINCE 2010 COUNCILS AUTHORIZED $20 MILLION TOWARDS THE REHABILITATION OF THE MEXICO STATE MUSEUM, $5 MILLION OF THE FUNDS COME FROM THE 2006 MOTOR POOL BONDS AND 15 MILLION OF DOLLARS IN THESE FUNDS COME FROM THE 2018 APPROVED BONDS.

AS OF TODAY, THIS REHABILITATION WORK HAS NOT BEEN STARTED.

THE AGREEMENT THAT WILL GUIDE THIS WORK IS CURRENTLY BEING NEGOTIATED.

NEXT SLIDE, PLEASE.

WE ISSUED THREE RECOMMENDATIONS TO ADDRESS OUR FINDING AND MANAGEMENT AGREED.

WE RECOMMEND THE CITY MANAGER EVALUATE THE MEXICO'S GOVERNANCE STRUCTURE TO DETERMINE IF THE ADMINISTRATION OF THE CITY'S OPERATIONAL AGREEMENTS SHOULD BE CENTRALIZED.

AND WE RECOMMEND THE PARK DIRECTOR ENSURE THAT MONITORING ACTIVITIES PERFORMED AND ALSO WORK WITH STAKEHOLDERS TO ESTABLISH PERFORMANCE MEASURES, WHICH ARE CLEAR AND ENFORCEABLE.

THIS CONCLUDES OUR PRESENTATION.

WE WELCOME YOUR QUESTIONS.

UM, I THINK THAT ANYONE FROM A PART OF STAFF ON THEY'VE BEEN LETTING HER SPEND, WE SHOULD HAVE FOLKS FROM FLORIDA AS WELL AS ECONOMIC DEVELOPMENT.

IT LOOKS LIKE LUCAS MASSEY FROM THE MEMBERS.

KIMBERLY MCNEALY IS, IS HERE.

THANK YOU.

SO I'M LISTENING DAILY.

WOULD YOU LIKE TO GO FIRST IN RESPONSE AND THEN WE'LL TAKE QUESTIONS AFTER ECONOMIC DEVELOPMENT HAS A CHANCE TO RESPOND AS WELL.

THANK YOU.

PLEASE KNOW THAT I'M HERE ON BEHALF OF BOTH ECONOMIC DEVELOPMENT, BECAUSE WE HAVE ABSOLUTELY AGREED BOTH DIRECTORS.

SO NOVIA AND MYSELF HAVE AGREED THAT IT IS APPROPRIATE FOR US TO, UM, UH, COMMUNICATE WITH EACH OTHER REGARDING THE, UM, THE, THE AGREEMENTS AND THE MANAGEMENT OF THE AGREEMENTS AND TO DO SO IN PARTNERSHIP OR AT LEAST TO DEFINE THE ROLES AND RESPONSIBILITIES OF EACH OF OUR DEPARTMENTS SO THAT WE DON'T REPEAT THE MISTAKES OF THE PAST.

AND THE DEPARTMENT JUST IN GENERAL IS AN AGREEMENT WITH THE RECOMMENDATIONS AND HAS, UM, SPECIFIC STEPS TO, UH, TO REMEDY THE, THE, THE CHALLENGES.

THANK YOU.

DID LUCAS HAVE ANYTHING TO ADD OR WAS THAT ALL COVERED BY MISSING? I THINK I COVERED IT, BUT HE'S JUST SPEAK.

I TAKE THAT RETRO MCNEELY COVERED IT.

YEAH.

THANK YOU.

OKAY, GREAT.

THANK YOU.

AND WE'VE BEEN JOINED ON THE DIES BY THE COUNCIL MEMBER AND MAYOR JUST WANTED TO NOTE THAT, UM, SO COLLINS, DO YOU HAVE ANY QUESTIONS WITH REGARD TO THE MEXICO DAY? UM, I'LL JUST SAY THAT, UM, I THINK OUR, UM, OVERSIGHT AND RELATIONSHIP WITH MASTERCARD HAS BEEN A LITTLE BUMPY OVER THE YEARS.

SO IF DIRECTORS THINK THAT STEPPED UP COMMUNICATION IN THOSE

[00:10:01]

TWO DEPARTMENTS TO SMOOTH OUT PUMPING US, THAT IS GREAT.

WE DO NEED TO, TO DO THAT WORK.

THIS IS HABIT FOR ISSUES, AND IT'S A REALLY IMPORTANT, UM, IT'S REALLY IMPORTANT PIECE OF OUR CULTURAL ASSET INVENTORY IS REALLY IMPORTANT IN OUR COMMUNITY.

SO NEVER GOING, GONNA SAY SOMETHING IT'S GOING TO SELL.

IT SOUNDS LIKE THAT'S A COMMENT, BUT I JUST WANTED TO ASSURE YOU THAT YOU HAVE OUR COMMITMENT, UM, TO, TO BE, TO BE, UH, A MORE COOPERATIVE WITH ONE ANOTHER.

NOT THAT WE'RE UNCOOPERATIVE, BUT I COULDN'T EVEN HAVE THE WORD TO WORK IN TANDEM WITH ONE ANOTHER TO MAKE SURE THAT WE RESOLVE THE CHALLENGES.

IT'S REALLY GREAT.

AND IT'S TRIPLY HARD GIVEN OUR REMOTENESS AND VIRTUAL NATURE, EVERYTHING.

SO THANK YOU.

THANKS.

YEAH.

AND YOU MAY HAVE COVERED THIS ALREADY.

WE HAVE THAT BIG PROJECT MOVING FORWARD TO THEM IS REAL EXCITING, I GUESS, WITH THE CITY'S PUTTING IN $20 MILLION IN MEXICO DAYS, RAISING WHAT THREE AND A HALF THEMSELVES AS PART OF THAT PROJECT, IF THEY NEED HELP WITH THAT OR ELEVATE THAT ISSUE SO THAT THEY CAN COME UP WITH AND THEN RAISE WITH WHAT THEY WERE TO RAISE.

I JUST WANT TO OFFER TO HELP WITH THAT.

AND I'M SURE THERE'LL BE OTHER PEOPLE THAT WOULD HELP ELEVATE THAT AS WELL.

THANK YOU.

UM, I HAVE A CHRISTIAN, I THINK IT MIGHT BE AS OFFICE.

UM, SO I UNDERSTAND THERE WAS SOME AMBIGUITY IN THE PERFORMANCE MEASURES, UM, THAT MAKES IT A LITTLE BIT CHALLENGING, BUT CAN YOU TELL US A LITTLE BIT MORE ABOUT, UM, HOW THEY PERFORMED TO THE EXTENT THAT YOU, YOU CAN IN TERMS OF DELIVERING THE BROADER GOAL OF, UM, SHARING THE CULTURE AND SENDING THE ART FORMS, ET CETERA.

CAUSE THERE WAS A LOT MORE ABOUT HOW THEY DIDN'T MEET THE MEASURES THAN ACTUALLY TELLING US WHAT THEY DID ACCOMPLISH.

SO, UM, YOU COULD SPEAK TO THAT A LITTLE BIT, UM, IS THAT, ISN'T IT, HOLD ON.

YEAH, I'M HERE.

IS THAT SOMETHING YOU CAN SPEAK TO OR HENRY? YEAH, I THINK THEY ARE DOING WHAT IS THEIR CONTRACT, BUT THERE IS LIKE SOME MEASURES ARE NOT CLEARLY DEFINED, SO IT'S VERY DIFFICULT TO MEASURE THE SUCCESS, BUT AS TO WHAT THEY ARE DOING IS ACTUALLY WHAT WE INTEND THEM TO DO.

SO THAT'S WHAT IS OUR RECOMMENDATION LIKE DEFINE THOSE SPECIALISTS MORE CLEARLY.

OKAY.

WE'RE PRIMARILY LOOKING AT THIS FROM A CONTRACT COMPLIANCE STANDPOINT, YOU KNOW, WE DIDN'T LOOK AS MUCH AT THE ACTUAL ACTIVITIES THAT THEY WERE DOING, BUT JUST WHAT YOU FIND EVIDENCE OF THOSE ACTIVITIES.

OKAY.

SO THIS IS MORE OF LOOKING AT OUR CONTRACT AND WHETHER OUR CAR DYSFUNCTIONING THE, WHERE WE NEEDED TO DO IN ORDER FOR US TO BE THE BEST WORDS POSSIBLE, ALL OF OUR FUNDING, AND TO MAKE SURE THAT THESE RELATIONSHIPS ARE WORKING.

IT'S NOT A REFLECTION OF WHAT THE ORGANIZATION THAT'S BEING AUDITED IN THIS CASE IS DOING TO CONTRIBUTE TO, UM, OUR CULTURAL ENRICHMENT IN OUR CITY.

CORRECT? YEAH, THAT'S RIGHT.

OKAY.

I THINK SOMETIMES IT'S HELPFUL FOR, FOR FOLKS WHO DROP INTO AUDIT AND FINANCE AND ARE NOT IN OUR MEETINGS REGULARLY TO UNDERSTAND THAT THERE ARE PARTICULAR ROLES THAT THE AUDIT AND FINANCE COMMITTEE PLAYS THAT, UM, SOMETIMES GET VERY TECHNICAL, UM, AND IT'S SOMETIMES USEFUL TO STEP BACK, UM, AND LIKE HIGHLIGHT THAT SO HE CAN BE SO, UM, ENTERTAIN A MOTION TO APPROVE THIS AUDIT.

UM, I'M ONLY SEEING TWO OTHER MEMBERS ON THE SCREEN RIGHT NOW.

SO A MOTION BY JIMMY FLANNIGAN AND SECOND AND BY COUNCIL MEMBER, UM, ALL THOSE IN FAVOR AND IT'S MAYOR AND COUNCIL MEMBER TOPO CAN TELL US HOW THEY'RE VOTING SO WE CAN COUNT THEM.

THAT WOULD BE GREAT.

I PUT THEIR VIDEO ON A COUNCIL MEMBER.

THANK YOU, CHAIR.

THIS IS COUNCIL MEMBER TURBO.

UM, I'M NOT SURE IF MY VIDEO'S ON, BUT I'M VOTING IN FAVOR AS WELL.

OKAY.

THANK YOU.

AND MAY I HAVE, THERE'S ALSO AN AFFAIR, SO IT'S UNANIMOUS ON THE DICE QUE APPROVED, UM, THE AUDIT.

THANK YOU.

UM,

[3. Proposed amendments to City Code Chapter 2-3 related to the City Auditor's investigative and referral authority. (City Auditor's Office)]

REMIND ME OF TWO.

THANK YOU, MS. MCNEELY AND, UM, STAR MASSEY FOR JOINING US.

UM, WE WILL NOW MOVE ON TO ITEM THREE, WHICH IS PROPOSED AMENDMENTS

[00:15:01]

TO CITY CODE CHAPTER TWO, THREE RELATED TO THE CITY AUDITOR'S INVESTIGATIVE AND REFERRAL AUTHORITY.

UM, MS. STOKES WOULD LIKE TO PRESENT THIS ITEM PLEASE.

YES.

SO, UM, BRANDON WARREN WAS OUR CHIEF OF INVESTIGATIONS WILL BE PRESENTING TODAY.

UM, AND HE WILL GIVE US A LITTLE BIT OF BACKSTORY AND THEN TELL YOU ABOUT THE, THE CODE CHANGE AND WHY WE'RE RECOMMENDING BRIAN.

THANK YOU, COREY.

AND, UH, THANK YOU COUNCIL MEMBERS, UH, FOR INVITING ME TO SPEAK, UH, WE ARE REQUESTING, UH, UH, VIA DRAFT ORDINANCE TO CHANGE TO TWO, THREE, FIVE SECTION.

OH, TO ADD A SUBSECTION SIX, UM, TWO, THREE, FIVE, OH, TALKS ABOUT THE, UM, WAYS THE CITY AUDITOR AUDITOR CAN REFER ALLEGATIONS.

WE'VE RECEIVED TO OTHER CITY DEPARTMENTS OR THE CITY MANAGER'S OFFICE.

AND THE MOST COMMON ONES ARE, IT'S A PERSONNEL ISSUE OR IT'S AN OPERATIONAL ISSUE.

UH, BUT ANOTHER COMMONLY USED ONE IS WHEN THE VIOLATION IS DIMINIMOUS.

AND SO WE USE THAT A LOT OF TIMES WHEN AFTER WE'VE INVESTIGATED, UM, WE HAVE FOUND EVIDENCE OF A VIOLATION, BUT IT'S JUST NOT A MATERIAL VIOLATION.

THE ACTIVITIES ARE REALLY SMALL SCALE IN NATURE AND IT WOULD BE, UH, MORE APPROPRIATE FOR THE INDIVIDUAL DEPARTMENT OR THE CITY MANAGER'S OFFICE TO, UM, JUST OUT HOW TO HANDLE THAT ONCE WE'VE REACHED THAT STAGE, UH, GOING BACK TO, UM, UH, AND THAT, AND THAT'S HOW WE HAVE THINGS ALL THE WAY THROUGH THE END OF 2018, UM, AT THE END OF, UH, 2018, UH, THERE WAS A ORDINANCE THAT DEFINED DIMINIMUS AND CITY CODE, AND ACTUALLY THE DEFINITION IS LIMITED OR DIMINIMOUS, AND IT ONLY APPLIES TO MISUSE.

UM, SO ONLY, UH, VIOLATIONS OF CITY CODE THAT ARE MISUSED.

IT DOESN'T DEFINE ANY OTHER DIMINIMOUS VIOLATIONS.

AND ONCE THAT WENT INTO EFFECT, AND I THINK IT'S, IT'S A HANDY VIOLATION.

IT WAS A GOOD ADDITION TO CITY CODE.

UM, BUT IT DID CREATE A SITUATION WHERE ONCE IT WENT INTO EFFECT, IF WE INVESTIGATED A FEW SITUATION AND FOUND EVIDENCE THAT THERE WAS MISUSE OF CITY RESOURCES, NO MATTER HOW SMALL SCALE IT WAS, IF THAT MISUSE RELATED TO, UH, PERSONAL BENEFIT, WHICH HAS ALSO DEFINED A CITY CODE IS BASICALLY ECONOMIC GAIN OR ADVANTAGE.

UM, SO IF THAT MISUSE RELATED TO PERSONAL BENEFIT AND THE MOST COMMON SITUATION THERE IS, IF THE MISUSE IS RELATED TO A SECONDARY EMPLOYMENT BY A CITY EMPLOYEE OR OFFICIAL, THEN WE CAN NO LONGER CALL IT THE MINIMIS.

AND NO MATTER HOW SMALL IT IS, WE'LL HAVE TO WRITE A FULL PUBLIC REPORT ABOUT THOSE VIOLATIONS.

UM, SO THAT CREATES, UM, A LOT OF A DRAIN ON OUR RESOURCES HAVING TO GO THROUGH OUR FULL REPORTING PROCESS.

AND IT ALSO CREATES AN INEQUITABLE SITUATION WHERE MISUSE FOR SECONDARY EMPLOYMENT, NO MATTER HOW SMALL HAS TO BE REPORTED PUBLICLY, WHERE ANY OTHER TYPE OF CITY CODE VIOLATION, UH, THAT MIGHT BE COMPARATIVELY SMALL SCALE IN NATURE, WE CAN REFER OUT TO THE INDIVIDUAL DEPARTMENTS.

SO WE'VE PROPOSED THIS CHANGE TO CITY CODE TO ALLOW US TO REFER MISUSE FOR SECONDARY EMPLOYMENT ALLEGATION, ALLEGED VIOLATIONS.

IF IT DOESN'T INTERFERE WITH THE EMPLOYEE'S JOB PERFORMANCE, IF IT DOESN'T INTERFERE WITH ANY OFFICIAL BUSINESS, AND IF IT'S TOO SMALL TO HAVE AN ECONOMIC IMPACT ON THE CITY, AND THAT LANGUAGE COMES DIRECTLY FROM THE DEFINITION OF DIMINIMOUS.

SO WE'VE PAIRED IT SO THAT THERE'S NO INEQUITABLE TREATMENT BETWEEN OTHER DIMINIMUS APPLICATIONS.

AND THEN ONCE WE HIT THAT STAGE IN OUR INVESTIGATION, WE CAN REFER, AS WE WOULD HAVE BEFORE DOMINIK'S WAS DIMINIMUS WAS ACTUALLY DEFINED IN CITY CODE AND THEREFORE ALL SMALL SCALE VIOLATIONS WILL BE TREATED THE SAME WAY NOW WITH ORDINANCES ADDED.

UM, AND SO I'M HAPPY TO ANSWER ANY QUESTIONS YOU MIGHT HAVE ABOUT THAT.

UM, OH ONE LAST POINT, UH, WE'VE PREVIOUSLY BRIEFED THE, UH, ASKED ME ON THIS, UH, THEY WERE IN FULL SUPPORT OF THIS ORDINANCE CHANGE.

UH, WE BRIEFED THE CITY MANAGER'S OFFICE.

THEY ALSO SUPPORT THE CHANGE.

UH WE'VE WE'VE HRD.

THEY HAD NO ISSUES WITH OUR LANGUAGE AND WE ALSO PRESENTED TO THE ERC OR, UH, OR THE ETHICS REVIEW COMMISSION.

THEY TOOK NO ACTION ON THIS MATTER, BUT HAPPY TO TAKE ANY QUESTIONS NOW.

THANK YOU.

UM, COLLEAGUES, DO YOU HAVE ANY QUESTIONS OR THOUGHTS ON THIS? YEAH, I JUST THINK OF THIS AS A REALLY GOOD THING TO DO, AND I'M HAPPY THAT WE'VE GOTTEN TO THIS PLACE, I THINK IS A GOOD WAY OF, OF, OF MAINTAINING THE CONTROLS AND, AND, AND ETHICAL CONDUCT, UH, IN A WAY THAT, UH, MOST EFFICIENTLY AND FAIRLY, UH, HANDLES THESE SITUATIONS.

SO THANKS FOR THE BRINGING US FORWARD.

I DO.

I DO HAVE A QUESTION.

THANK YOU.

UM, CAN YOU GIVE US SOME EXAMPLES OF WHAT MIGHT FALL, WHAT ARE SOME PAST THINGS THAT HAVE FALLEN WITHIN THIS CATEGORY OF BEING RELATED TO SECONDARY EMPLOYMENT, BUT OTHERWISE DIMINIMOUS SURE

[00:20:01]

THAT'S A GREAT QUESTION.

UH, SO WE RECENTLY RELEASED FOUR REPORTS IN EARLY AUGUST THAT WERE ALL SITUATIONS WHERE IT WAS A MISUSE OF CITY RESOURCES RELATED TO SECONDARY EMPLOYMENT, BUT IT WAS ON A VERY SMALL SCALE BECAUSE THEY WERE SO SMALL.

WE ACTUALLY RELEASED SOME ALTOGETHER IN A COMPILATION REPORT.

UM, AND AN EXAMPLE OF EVIDENCE WHERE WE HAD TO GO ALL THE WAY TO REPUBLIC REPORT UNDER THE CURRENT RULES WAS THERE WAS A HOFFMAN RESOURCE AND RECOVERY EMPLOYEE, UH, WHO HAD AN OUTSIDE BUSINESS OR TWO OUTSIDE BUSINESSES ACTUALLY.

BUT ON A CITY COMPUTER, HE HAD 19 INDIVIDUAL DOCUMENTS.

UH, HE HAD ONE INVOICE PROGRAM AND THERE WERE, UM, FOUR TIMES BECAUSE HE DID HIS PERSONAL BUSINESS EMAIL, UH, AND THAT WAS OVER A DURATION OF TIME.

THAT WAS LIKE ONE WEEK'S WORTH OF WORK.

UM, SO THAT'S A SITUATION WHERE YOU GET THIS CODE ORDINANCE WENT INTO EFFECT.

UH, IT WOULD MOST LIKELY WE WOULD DOCUMENT ALL THAT, ALL THAT EVIDENCE OF MISUSE, UH, BUT DETERMINED TO NOT ASK THE QUESTIONS.

IT DIDN'T IMPACT US WORK AS A, AS AN EMPLOYEE, JANINE IMPACT CITY OPERATIONS.

AND IT DIDN'T HAVE A COST FOR THE CITY.

AND IF, UM, ALL THOSE CHECKED OUT, THEN WE WERE JUST, UM, COMMUNICATING WITH OUR DEPARTMENT, WHAT WE FOUND AND LET THEM HANDLE IT RATHER THAN HAVE TO ISSUE A PUBLIC REPORT ABOUT THAT EMPLOYEE.

THANK YOU.

I THINK I WOULD ADD, SO BEFORE WE HAD THE REQUIREMENT TO ISSUE THE REPORT, WE HAD SEVERAL INSTANCES, UM, WHERE MAYBE SOMEBODY, UM, WAS THAT THERE WAS, UM, SOMEBODY SELLING MOTORCYCLE PARTS ON EBAY AND THEY USE THE CITY'S COMPUTER TO LOOK AT THEIR MOTORCYCLE PART BUSINESS A FEW TIMES, OR THEY WHO HAD A SECOND JOB AT HOME DEPOT WHO CHECKED THEIR WORK SCHEDULE VIA THE HOME DEPOT WEBSITE WHILE I'M ON, ON A CITY COMPUTER.

AND SO THOSE WERE BOTH ONES, UM, FROM BEFORE WHEN WE WERE STILL IN A WORK GIRL MODE THAT WE REFERRED TO THE DEPARTMENT, WHEREAS NOW WE WOULD HAVE TO ISSUE PUBLIC REPORTS ON THEM.

SO WHAT I'M TAKING AWAY FROM, FROM WHAT YOU'RE SAYING IS THAT IT IS, UM, THESE WOULD BE SITUATIONS WHERE IT DIDN'T IMPACT WORK PERFORMANCE.

IT DIDN'T COST THE CITY, THEY WEREN'T USING CITY RESOURCES AND THAT THEY WERE RESULTING IN A COST TO THE CITY.

AND IT WASN'T, IT MAY HAVE BEEN DONE ON WORK TIME, BUT IT WAS AN EXTREMELY LIMITED AMOUNT OF WORK TIME.

IS THAT, ARE THOSE KIND OF THREE CRITERIA THAT, YEAH, I THINK THAT'S AN ACCURATE, YEAH, I THINK THAT'S AN ACCURATE STATEMENT.

AND USUALLY WHAT WE CAN PROVE IS IF THE ACTIVITIES WERE DONE ON A CITY COMPUTER, SOMETIMES IT'S VERY DIFFICULT TO PROVE IF IT WAS EVEN DONE ON WORK TIME.

SO A LOT OF THESE SITUATIONS ARE OUTSIDE THE NORMAL NINE TO FIVE, OR AT LEAST ACCORDING TO THE EMPLOYEE, THEY ARE, IF WE CAN JUST CONFIRM A CITY COMPUTER WAS USED.

UM, BUT YEAH, IT WOULD STILL CHECK OFF ALL THOSE BOXES THAT IT DIDN'T INTERFERE WITH THEM GETTING THEIR WORK DONE.

IT DIDN'T INTERFERE WITH CITY OPERATIONS AND THEY'D HAD NO METRICAL COST TO THE CITY COUNCIL.

DID YOU HAVE A QUESTION I'D BE HAPPY TO? UM, SO I THINK WE HAVE TO AND PASS THIS ONTO COUNCIL TO PROVE, IS THAT CORRECT? SO THAT'S YOUR MOTION TO HAVE A SECOND, A SECOND, UM, COUNCIL MEMBER FLANAGAN, UM, ALL THOSE IN FAVOR, SAY, AYE, RAISE YOUR HAND.

COUNCIL MEMBER TOVAR YOU FOUR.

AYE.

OKAY, GREAT.

SO IT'S UNANIMOUS ON THE, ON THE DIOCESE.

THANK YOU VERY MUCH.

YOU, THIS IS A MUCH NEEDED IMPROVEMENT.

I THINK SOME OF THE CLEANUPS THAT WE'VE DONE, UM, OVER THE LAST COUPLE OF YEARS, I THINK ARE, ARE USEFUL TO UPDATE OUR POLICIES AND PROCEDURES, UM, FOR THE, FOR THE CURRENT DAY.

UM, I WILL JUST NOTE THAT, UM, WE MAY ANTICIPATE SOME PARTICULAR CHALLENGES, UM, WITH ALL THE TELECOMMUTING, UM, THAT THAT MAY PROVE TO BE, UM, A CHALLENGE, UM, AS WE LOOK BACK AT THIS PERIOD OF TIME AND, AND WE MAY NEED TO, WE MAY NEED TO ADJUST, UM, AS WE, AS WE INVESTIGATE ANY, ANY SITUATIONS LIKE GET, UM, GET HIGHLIGHTED.

UM, GREAT.

WELL, THANK YOU.

UM, THAT WAS THREE AND,

[4. 311 Customer Service Audit (City Auditor's Office) ]

UM, WE WILL NOW MOVE TO ITEM FOUR, WHICH IS A THREE 11 CUSTOMER SERVICE AUDIT.

SO, UM, WE COULD HAVE A PRESENTATION FOR THOSE ITEMS AND, UM, ANDREW KEEGAN, UH, WILL BE PRESENTING THIS ONE.

UM, ANDREW, UH, REDNESS AND SADA LED THIS AUDIT.

UM, I CAN'T REMEMBER WHAT, BUT, UM, HE DID BOTH AUDIT AND HE WILL BE PRESENTING TODAY.

AND JUST REAL QUICK,

[00:25:01]

I NOTICED WE GOT THE BACKUP PRESENTATION IN OUR EMAIL EARLIER THIS WEEK.

OKAY.

ALRIGHT, GOOD MORNING.

MY NAME IS ANDREW KEEGAN.

THE THIRD ONE CUSTOMER SERVICE AUDIT WAS DONE TO SEE IF ONE ADEQUATELY ADDRESSED QUESTIONS, COMMENTS, AND CONCERNS FROM MEMBERS OF THE COMMUNITY.

NEXT SLIDE PLEASE THROUGH ON ONE WAS ESTABLISHED IN 2001 AND EXPANDED IN 2003, IN 2003, IT WAS INCLUDED IN AUSTIN, HURRICANES, CUSTOMER CARE OPERATIONS AND OFFERS IN OF THE PUBLIC.

AND IT OFFERS RESIDENTS AND VISITORS INFORMATION ABOUT CITY OPERATIONS, SUCH AS HOURS OF CITY, CITY FACILITIES, AND CONTACT INFORMATION FOR KEY OFFICIALS.

IT ALSO OFFERS THE PUBLIC A WAY TO REPORT ISSUES IN THE CITY.

SO THERE'S POTHOLES OR STREETLIGHT ISSUES.

THE GRAPHIC ON THIS SLIDE SHOWS THE PROCESS FOR SOMEONE REPORTING INITIATIVE THROUGH ONE, SOMEONE CAN REPORT AN ISSUE USING BY CALLING THROUGH OH ONE OR USING THE THREE ON A WEBSITE OR THROUGH ONE MOBILE APP THROUGH ONE COLLECTS INFORMATION ABOUT THE ISSUE SUCH AS LOCATION, AND THEN SENDS THAT DATA TO THE RELEVANT DEPARTMENT.

THAT DEPARTMENT THEN RESPONDS TO THE ISSUE.

AND SINCE DATA BACKED THROUGH A ONE ABOUT THE RESOLUTION THROUGHOUT THIS PROCESS, PEOPLE CAN USE THE SERVICE REQUEST NUMBER THEY ARE GIVEN WHEN THEY MAKE A REPORT TO CHECK THE STATUS OF THEIR REQUEST.

NEXT SLIDE, PLEASE.

WE LOOKED AT TWO SURVEYS, THE ANNUAL COMMUNITY SURVEY, AND A QUARTERLY SURVEY DONE BY 301 AND FOUND THAT USUALLY WE'RE GENERALLY SATISFIED WITH THE SERVICE, PARTICULARLY ON THE COMMUNITY SURVEY THROUGH ONE RANKS AMONG THE HIGHEST CITY SERVICES IN TERMS OF CUSTOMER SATISFACTION.

HOWEVER, WE DID SEE SOME ISSUES WITH THE METHODOLOGY FOR THE QUARTERLY SURVEY SPECIFICALLY, IT DOES NOT INCLUDE PEOPLE WHO USE THE APP OR WEBSITE.

IT ONLY INCLUDES PEOPLE CALLED THROUGH ONE.

ALSO IT EXCLUDES PEOPLE WHO CALL THROUGH A ONE FROM A NON AUSTIN AREA CODE.

IN THE LIMITED DATA WE SAW THIS REPRESENTED ABOUT 30% OF THE PHONE NUMBERS THAT CALLED ROW ONE.

SO WITHOUT THESE, UM, THESE USERS IN THE SURVEY, UM, THROUGH ONE MAY NOT HAVE THE MOST COMPLETE INFORMATION ABOUT THEIR SERVICES.

NEXT SLIDE, PLEASE.

WE DID NOTE SOME DISSATISFACTION WITH THROW ONE ON THOSE SURVEYS, BUT IT SEEMED MOSTLY REALLY TO RELATE TO ISSUES OUTSIDE OF THREE ONE'S CONTROL.

FOR EXAMPLE, THOROUGH ONE IS NOT RESPONSIBLE FOR FIXING MANY OF THE ISSUES THAT CUTS THAT THE PUBLIC REPORTS, IF SOMEONE REPORTS A POTHOLE, IT'S NOT THROWING ON ONE WHO GOES OUT AND FIXES IT.

BUT AT THAT POTHOLE, ISN'T WHERE THAT ISSUE WITH THE POTHOLE ISN'T RESOLVED.

THE PERSON WHO MADE THE REQUEST MAY, MAY REPORT BEING DISSATISFIED WITH THROUGH ON ONE, DESPITE NOT CONTROLLING A LOT OF THE PROCESS.

WE DID NOTE THAT THERE WERE SOME WAYS THAT ONE COULD IMPROVE WHAT INFORMATION IS AVAILABLE TO USERS.

NEXT SLIDE, PLEASE SPECIFICALLY, THIS RELATES TO THE INFORMATION ON THE OUTCOME OR THE RESOLUTION OF REQUESTS.

THIS SLIDE SHOWS THREE DIFFERENT DEPARTMENTS AND THREE WHO, WHICH HANDLE THREE DIFFERENT TYPES OF SERVICE REQUESTS.

AND IT SHOWS HOW EACH DEPARTMENT HAS DIFFERENT INFORMATION AVAILABLE ABOUT THE OUTCOME.

WHEN LOOSE DOGS ARE REPORTED, ANIMAL SERVICES, REPORTS, A RESOLUTION OR AN OUTCOME, AND THEY ARE IN THIS INSTANCE THAT THEY WERE UNABLE TO LOCATE THE ANIMALS.

WHEN SOMEONE CALLS TO REQUEST A CODE OFFICER OFTEN CODE UPDATES TO THE THREE ON ONE SYSTEM, WITH INFORMATION, INCLUDING THE NAME AND CONTACT INFORMATION FOR THE INSPECTOR ASSIGNED TO THE CASE, BUT IT DOESN'T PROVIDE THE ACTUAL OUTCOME OF THAT INVESTIGATION.

IF SOMEONE REPORTS, THIS GOES TO AUSTIN ENERGY WHO, WHICH NOTES IN THE SYSTEM THAT THE SITE WILL BE INVESTIGATED, BUT DOES NOT PROVIDE AN OUTCOME OF THAT INVESTIGATION.

SO STANDARDIZING THESE OUTCOMES AND RESOLUTIONS MAY HELP ADDRESS SOME OF THE CONCERNS THAT PEOPLE HAVE, OR THE REASONS FOR DISSATISFACTION WENT THROUGH ONLINE.

NEXT SLIDE, PLEASE.

WE STARTED THIS AUDIT PRE COVID.

SO AS PART OF THE AUDIT, WE WANTED TO ASSESS HOW WELL THROUGH THE ONE HAD RESPONDED TO THE PANDEMIC.

AND ALTHOUGH THE STUDY RESULTS AREN'T AVAILABLE AT THIS TIME, OR IN TIME FOR THIS AUDIT, IT DID SEEM THAT THRONE WAS ABLE TO EFFECTIVELY RESPOND TO THE CITY'S NEEDS.

DURING THE PANDEMIC SPECIFICALLY, TURBO ONE STAFF WERE ALREADY TELEWORK, ALREADY TELEWORKING, MANY STAFF WERE ALREADY TELEWORKING.

SO THIS ALLOWED THEM TO MAINTAIN A HIGH LEVEL OF CUSTOMER SIDE OF OUR CUSTOMER SERVICE THROUGH THE TRANSITION TO TELEWORK.

UM, SO THE, THE FULL RESULTS OF THE SURVEY WON'T BE KNOWN UNTIL, UM, LATER THIS YEAR, WELL, WHEN THIS PERIOD IS ASSESSED IN THE QUARTERLY AND THE QUARTERLY SURVEY,

[00:30:01]

BUT IT DID APPEAR THAT THROUGH ONE, UH, UH, EFFECTIVELY RESPONDED.

WE ALSO HAD AN ADDITIONAL OBSERVATION RELATED TO THREE AND ONE REPORTING STRUCTURE, UM, AS COMPARED TO PEER CITIES.

UM, THAT'S JUST AN ADDITIONAL OBSERVATION CRUDE IN THE REPORT.

NEXT SLIDE, PLEASE.

WE MADE TWO RECOMMENDATIONS AS A RESULT OF OUR FINDINGS.

THE FIRST IS RELATED TO FINDING ONE, AND WE ASKED THAT AUSTIN ENERGY, UM, THE DIRECTOR OF AUSTIN ENERGY EXPLORE, EXPAND THE SURVEY METHODOLOGY FOR THE QUARTERLY SURVEY TO ENSURE THAT EVERYONE WHO CONTACTS THE ROWAN CAN BE INCLUDED IN THAT SURVEY.

AND FOR FINDING TWO, WE RECOMMENDED THAT ALSO ENERGY WORK WITH CITY DEPARTMENTS TO ENSURE THAT RESOLUTION AND OUTCOME INFORMATION IS CONSISTENT, ACCURATE, AND UPTODATE FOR SERVICE REQUESTS.

THAT COMPLETES MY PRESENTATION.

AND I'M HAPPY TO TAKE ANY QUESTIONS, QUESTIONS FOR MR. SO WE HAVE A REPORT FROM WESTERN ENERGY HERE.

I BELIEVE OVERTON WAS ON THE CALL.

DON'T KNOW IF HE'D SPIN IT TO THE VIDEO.

OKAY, CAN YOU HEAR ME? WE CAN HEAR YOU.

AND WE CAN SEE COULD THE CHAIR, THE MAYOR AND COUNCIL MEMBERS, UM, CARRY OVER TO, I KNOW THE CHIEF CUSTOMER OFFICER AND, UH, I'M JOINED HERE WITH CINDY AND JERRY ON OUR TEAM TO ANSWER ANY QUESTIONS WE ARE.

UM, AFTER WORKING WITH THE AUDITOR'S OFFICE, WE CONCUR AND AGREE WITH THE FINDINGS THAT THEY HAD SUBMITTED A RECOMMENDATION OF CHANGES.

AND THOSE ARE TO MAKE SURE THAT THE SURVEY HAS EXPANDED, WHO INCLUDE, UM, ALL AREA CODES AND ALSO TO OTHER CHANNELS IN WHICH CUSTOMERS CAN CONTACT US AND ALSO TO WORK WITH THE DEPARTMENTS AND ENSURE THAT WE CAN COMMUNICATE THE ACTIVITY STATUSES AND OUTCOMES OF PROJECTS.

THAT'S IMPORTANT TO THE COMMUNITY.

AND AS YOU CAN SEE IN OUR MANAGEMENT RESPONSE, WE'RE GOING TO DO AN ASSESSMENT AS WE WORK WITH EACH DEPARTMENTS AND INCOME, UM, TO A CONCLUSION OF A DEADLINE WHEN WE CAN ACTUALLY MAKE THOSE CHANGES INTO THE SYSTEM.

CAUSE IT MAY IMPACT SOME OF THE BUDGET OPERATIONS OF THE OTHER DEPARTMENTS, COLLEAGUES, ANY QUESTIONS OR COMMENTS.

COOL, THANKS.

I'M REALLY GLAD TO HAVE THIS AUDIT.

AND I WAS JUST THINKING TO HAVE MY TEAM PUT IT IN AN UPCOMING NEWSLETTER ONCE THE AUDIT IS TO MAKE SURE THIS IS THE KIND OF REALLY GOOD INFORMATION, JEN FORM PEOPLE'S EXPECTATIONS ON WHEN THEY PLACE A CALL TO THREE, ONE, ONE, AND THEN THEY GET THAT EMAIL BACK SAYING COMPLAINT CLOSED OR FILE CLOSED.

AND THAT'S REALLY JUST MEANING THAT ONE HAS SENT IT ALONG TO THE RESPONDING DEPARTMENT, WHICH IS APPROPRIATE, BUT THE MESSAGES BACK TO THE RESIDENT ARE CONFUSING BECAUSE THE FILE ISN'T ACTUALLY CLOSED, THE FILE IS BEING WORKED.

SO, UM, IF THERE COULD BE A STEPPED UP A LEVEL OF COMMUNICATION, UM, FOR FOLKS ALONG THOSE LINES AND MAYBE MAKE IT CLEAR THAT THOSE, FOR EXAMPLE, SAY A CONCERN TRANSFERRED ON SEPTEMBER 17 TO AUSTIN ENERGY, PUBLIC WORKS AND WHATEVER.

SO PEOPLE UNDERSTAND THAT WE ARE ACTIVELY WORKING SOMETHING, IN FACT THINGS ARE NOT.

AND THEN WE ALSO THOUGHT IT WOULD BE REALLY HELPFUL JUST TO TAKE PEOPLE TO THE CITY AUDITOR'S PAGE ON THE CITY WEBSITE, BECAUSE YOU GUYS HAVE SUCH AN ARRAY OF REALLY GOOD, INFORMATIVE AUDITS.

AND THAT'S THE KIND OF STUFF THAT PEOPLE WHO CALL OUR CITY ISSUES LIKE TO DIG INTO.

AND IT GIVES THEM A SENSE OF SECURITY, FRANKLY, THAT WE ARE WORKING HARD EVERY DAY TO MAKE OUR PROCESSES BETTER.

AND THAT WE'RE NOT JUST FLOATING ALONG THINKING THAT EVERYTHING IS FINE.

WE ACTUALLY SEARCH OUT OR INCONSISTENCY OR SHOULD SEE AND WORKED REALLY HARD TO TRY TO CONNECT.

SO THANKS.

I CAN FIND A LOT OF USAGE.

I APPRECIATE THAT.

MR. KEEGAN, YOU PLANNING FOR THE NEXT AUDIT, UM, CAN BE TO, UM, HAVE THE AUDITOR PRESENT A LITTLE BIT ABOUT WHAT'S ON THE AUDITOR'S WEBSITES.

IF YOU COULD UNDERSTAND THAT, UM, WITH TWO POSTPONEMENTS, WHETHER WE'LL HAVE FULL TIME TO DO THAT AT THE NEXT MEETING WILL HAVE TO BE THE NEXT ONE.

I'M NOT SURE WE WERE HAVING JUST THAT CONVERSATION

[00:35:01]

ABOUT HOW, UM, PEOPLE DON'T KNOW HOW THE AUDITOR'S OFFICE WORKS AND THAT THERE'S A LOT OF INFORMATION, UM, AND A LOT OF WORK THAT, UM, COULD BE HIGHLIGHTED IN SOME REALLY GOOD RESOURCES THERE.

SO APPRECIATE YOU RAISING THAT.

UM, I TOO WANT TO JUST ADD THAT? I, I REALLY THINK THAT IF WE COULD, UM, IMPROVE THE BACKEND OF THE COMMUNICATIONS THAT ARE COMING ABOUT WHERE, WHERE, UM, A REFERRAL TO THREE, ONE, ONE HAS GONE NEXT AND THE NEXT STEPS WITH A LITTLE BIT MORE TRANSPARENCY, THAT WOULD BE ENORMOUSLY HELPFUL.

I'M SOMEONE WHO USES MY APP ALL THE TIME WHEN I'M OUT IN THE NEIGHBORHOOD.

UM, AND EVEN AS A COUNCIL MEMBER, I DON'T, I DON'T GET, I DON'T GET ANY SPECIAL TREATMENT FROM THREE, ONE, ONE.

SO I KINDA LIKE TO SEE HOW IT, HOW IT, HOW IT GOES.

AND, UM, YOU KNOW, YOU DON'T, YOU DON'T GET A LOT OF, UM, FEEDBACK SOMETIMES ABOUT HOW SOMETHING IS ADDRESSED.

UM, AND, AND I THINK THAT WOULD BE, UM, HELPFUL FOR THERE TO BE SOME BETTER FOLLOWUP ON, ON THAT END.

BUT I THINK OVERALL WITH YOU HAD IT FOUND WAS A VERY HIGH LEVEL OF SATISFACTION.

AND, UM, YOU KNOW, THE FEEDBACK WE HAVE GOTTEN ON THREE, ONE, ONE UNDER COVID IS THAT IT'S BEEN AN ENORMOUSLY USEFUL RESOURCE.

WE HAVE REFERRED MANY PEOPLE TO IT AS A KIND OF A ONE STOP SHOP.

AND SO, UM, I JUST WANT TO COMMEND AUSTIN ENERGY ON THE GOOD JOB THAT THEY'RE DOING.

UM, RUNNING THAT FOR ON BEHALF OF THE CITY AND JUST ASK THE CITY MANAGER'S OFFICE TO WORK WITH, UM, YOU, MR. OVERTON, TO TAKE THOSE NEXT STEPS THAT HAVE BEEN HIGHLIGHTED, UM, IN THIS AUDIT AND PUSH ON SOME OF THE OTHER DEPARTMENTS WE DO, YOU KNOW, FROM AUSTIN ENERGY, YOU DO GET THE RESOLUTIONS AND OBVIOUSLY YOUR LIGHTS GO BACK ON.

SO IT'S PRETTY OBVIOUS THAT IT'S BEEN FIXED.

THAT'S NOT ALWAYS TRUE FOR, FOR, FOR OTHER DEPARTMENTS.

SO I THINK WE COULD, WE COULD DO BETTER ON THAT.

UM, COLLEAGUES, ARE THERE ANY OTHER COMMENTS OR QUESTIONS YOU NEED A MOTIVATOR? I DEEMED EMOTION.

SO APPROVAL OF ONE CUSTOMER SERVICE AUDIT, SECONDED BY MAYOR ADLER THAT'S.

OKAY.

UM, AND, UM, ALL THOSE IN FAVOR, RAISE YOUR HAND COUNCIL MEMBER.

I AM VOTING IN FAVOR.

UM, AND I WANTED TO JUST ADD A QUICK COMMENT IF I MAY, LET ME JUST SAY THAT IT PASSES.

OKAY.

SO THANK YOU.

I TOO, JUST WANTED TO COMMEND OUR THREE ONE, ONE OPERATORS.

AS I MENTIONED THE OTHER DAY IN OUR PUBLIC SAFETY, UM, MEETING, I THINK OUR THREE ONE, ONE OPERATORS AND OUR NINE 11 DISPATCHERS WOULD BOTH, UH, DO TREMENDOUS WORK WITH THE CITY AND OUR THREE, ONE, ONE OPERATORS OFTEN THE POSITION OF, OF DETERMINING WHAT IS ACTUALLY AN EMERGENCY AND NEEDS TO BE TRANSFERRED OVER.

AND THEY DO A VERY, A VERY SOUND JOB.

AND I THANK YOU CHAIR FOR TALKING ABOUT THE, THE PARTICULAR ROLE THEY'VE PLAYED IN COVID IN TERMS OF EDUCATING THE PUBLIC ABOUT WHAT, WHAT THE ORDERS ARE AND WHERE THEY CAN GET, YOU KNOW, WHAT, WHAT THE NEXT STEP IS ON, ON SOME OF THE RESOURCES THEY MIGHT BE SEEKING.

SO AGAIN, UM, I WANTED TO THANK THEM FOR THE JOB THAT THEY HAVE BEEN DOING AND ARE DOING.

AND ALSO JUST TO UNDERSCORE THAT POINT, THAT CAME UP THROUGH THE AUDIT ABOUT THE NEED FOR THAT FOLLOWUP.

WE OFTEN RECEIVE CALLS IN MY, IN MY CAPITAL OFFICE AND, AND, UM, WHERE WE'RE REALLY FOLLOWING UP ON SOMETHING ON A REPORT SOMEBODY HAS FILED.

SO TO THE EXTENT THAT THAT CAN BE PROVIDED FROM THREE, ONE RUN DIRECTLY, UM, IN SOME FASHION, THE BETTER YOU COUNCIL MEMBER TOVO, AND THIS IS ALSO A GOOD OPPORTUNITY TO RECOGNIZE OUR THREE, ONE, ONE OPERATORS AND THE WONDERFUL WORK THAT THEY DO.

GOOD.

THANKS.

I'M GOING TO NEED TO LEAVE HERE FOR A SECOND AND THEN I'LL, AND THEN I'LL COME BACK WITH RESPECT TO THE THREE ONE, ONE, AND THE RE-IMAGINING CONVERSATION THAT'S HAPPENING IN A, IN A DIFFERENT PLACE.

I DON'T KNOW IF, UH, UH, THIS AUDIT MIGHT HELP INFORM SOME OF THOSE CONVERSATIONS OR WHETHER THE COURSE OF THE WORK, UM, NOT NECESSARILY GERMANE TO THIS AUDIT, BUT POTENTIALLY GERMANE TO THE RE-IMAGINING CONVERSATION THAT THAT'S HAPPENING.

UH, I HOPE THAT, UH, I HOPE THAT, THAT THE AUDITOR'S INVOLVED IN, IN, IN THAT CONVERSATION THAT LEADS TO DETERMINE WHETHER OR NOT THERE'S USEFUL INFORMATION BEING BROUGHT.

SO TO SAY WITH THAT CONVERSATION, THE, THE CONVERSATION, THANK YOU.

UM, MARIA IS NOT MOVED IN AND I THINK THAT'S FINE, BUT SHE DIDN'T WANT ME TO JUST MENTION THAT THREE, ONE, ONE IS BEING INCORPORATED INTO THE RE-IMAGINING

[00:40:01]

CONVERSATION.

UM, AND MAY WE HAVE ONE MORE ITEM BEFORE WE GO INTO EXECUTIVE SESSION? SO YOU MAY END UP JOINING US BACK IN EXECUTIVE SESSION WHEN YOU, WHEN YOU COME BACK.

UM, WE DON'T OFTEN HAVE THAT, NOT IN FINANCE, SO I WANTED TO, TO FIND THAT FOR YOU.

OKAY.

SO THAT ITEM IS APPROVED.

THANK YOU, MR. OVERTON FOR BEING WITH US THIS MORNING.

UM, AND WE WILL NOW MOVE TO, UM, ITEM

[6. The Fiscal Year 2021 Proposed Draft Audit Plan (City Auditor's Office) ]

SIX, AS I MENTIONED EARLIER, WE ARE POSTPONING, UM, THE REPEAT OFFENDER PROGRAM AUDIT DUE TO AN EMERGENCY IN THE AUDITORS OFFICE.

UM, BUT WE, THE AUDIT IS READY AND WE WILL TAKE THAT UP, UM, NEXT TIME.

UM, AND SO WE WILL MOVE NOW TO THE DRAFT AUDIT PLAN.

AND I'M SORRY TO TWO ITEMS BEFORE WE GO TO EXECUTIVE SESSION, UM, WE WILL TAKE UP THE DRAFT AUDIT PLAN, UM, BEFORE MS. STOPES INTRODUCES IT.

UM, I JUST WANT TO NOTE FOR THOSE WATCHING THAT, I BELIEVE THAT ALL OF THE COUNCIL MEMBERS HAVE INDIVIDUALLY SHARED, UM, SPECIFIC RECOMMENDATIONS AND IDEAS.

AND THIS IS A SORT OF A DRAFT THAT DOESN'T INCORPORATE ALL OF THAT FEEDBACK AT THIS POINT IN TIME.

UM, BUT IT'S, YOU KNOW, ON THIS AGENDA IN PART TO HAVE AN OPPORTUNITY FOR CITIZEN COMMUNICATION EARLY ON, WE DON'T HAVE ANYONE SPEAKING AND OBVIOUSLY BY COLLEAGUES WHO WANT TO MAKE ANY COMMENTS OR SUGGESTIONS AT THIS POINT ARE WELCOME TO DO SO.

UM, BUT IN THE INTEREST OF FULL DISCLOSURE, I THINK WE'VE ALL HAD THOSE CONVERSATIONS ALREADY, UM, WITH MS. STOKES.

UM, AND THIS WILL BE RETURNING AGAIN NEXT MONTH TO OUR COMMITTEE BEFORE IT GOES TO, TO COUNCIL.

AND THAT WOULD BE PROBABLY A TIME FOR A MORE THOROUGH DISCUSSION IF NECESSARY.

GREAT.

THANK YOU FOR THAT.

UM, I HAVE A PRESENTATION THAT GOES WITH THIS.

UM, YOU CAN PULL THAT UP.

IT'S VERY BRIEF.

UM, THIS AS, AS COUNCIL MEMBER THROUGH MENTIONED, UM, THE IDEA HERE IS STRESS TO GET, UM, BECAUSE I WAS OUT IN PUBLIC TO MAKE SURE THAT EVERYBODY'S SEEN IT, UM, AS WE'RE INCORPORATING WE'RE SOLICITING FEEDBACK, INCORPORATING FEEDBACK, GETTING COMMENTS, UM, AND, UH, WE'RE GETTING TO THE PRESENTATION.

I'M GOING TO WAIT JUST A SECOND, BECAUSE I THINK IT'LL BE SMOOTHER IF I'M LOOKING AT THE VIDEO POWERPOINT AS WE GOT THERE, I GUESS YOU CAN GO TO THE NEXT SLIDE.

SO THIS IS A DISCUSSION DRAFT.

UM, THESE ARE SOME IDEAS FOR OTHER PROJECTS IN THE COMING YEAR, JUST TO REMIND YOU, I WON'T READ YOU CITY CODE, BUT CITY CODE SAYS THAT I FELL, SUBMIT AN AUDIT PLAN, UM, FOR REVIEW AND COMMENT THROUGH THIS COMMITTEE.

AND SO WHAT WE USUALLY DO AND WHAT WE'RE DOING THIS TIME, IF WE BRING IT TO YOU NOW, AS A PRELIMINARY PLAN, WE BRING ON A MORE FINAL PLAN TO THE OCTOBER MEETING, AND THEN WE'RE ASKING FOR APPROVAL IN NOVEMBER.

ACTUALLY, I THINK I'D TELL YOU THAT AGAIN, LATER IN THIS, UM, BUT IF YOU GO TO THE NEXT SLIDE HERE, SO WE DO HAVE A FEW THINGS THAT WE KNOW WE'VE STARTED NOW.

WE DON'T, WE DON'T ANTICIPATE FINISHING BEFORE NOVEMBER 1ST.

UM, SO THAT INCLUDES, WE'RE LOOKING AT INTERLOCAL AGREEMENTS, UM, FROM A CITY WIDE PERSPECTIVE OR LOOKING AT RE RECRUITING AND HIRING WE'VE RECENTLY STARTED AN AUDIT OF TECHNOLOGY PROCUREMENT, UM, AND HOW THE CITY APPROACHES THAT.

AND THEN WE ALSO HAVE SOME RESPONSIBILITIES, NOT AS BIG AS IN THIS PAST YEAR, BUT WE WILL STILL HAVE SOME RESPONSIBILITIES RELATED TO REDISTRICTING.

UM, AS A REMINDER THAT, THAT, UH, THE APPLICANT PANEL DRAWING IS ON IS NEXT WEEK.

UM, AND THE, UM, THE DEADLINE FOR COMMISSION APPLICANTS IS AT THE END OF SEPTEMBER AND THAT DRAWING DOESN'T HAPPEN UNTIL JANUARY.

UM, BUT SO ALL OF THAT IS STILL ONGOING.

OUR OFFICE STILL SUPPORTS THAT TO SOME EXTENT, BUT, UM, OUR WORK IS WRAPPING UP THERE.

NEXT SLIDE PLEASE.

SO IN ADDITION TO OUR CARRY ON IT, CARRY OVER ONTO US.

WE PROPOSE NEW ON IT.

SO I SHALL KNOW, UM, THESE ARE THE ONES THAT ARE ON THE KIND OF SHORT LIST RIGHT NOW.

UM, WE'VE HAD SOME CONVERSATIONS ABOUT THINGS TO TAKE OFF AND PUT ON.

UM, BUT ALL OF THESE ARE MANY OF THESE, I WOULD SAY ALL OF THESE ARE HIGH RISK.

UM, SO WE'LL HAVE TO MAKE SOME DECISIONS ABOUT THAT BASED ON INPUT THAT WE'VE BEEN RECEIVING.

AND WE HAVE A LITTLE MORE INPUT, UM, TO COLLECT BEFORE WE FINALIZE THE CHANGES.

UM, NEXT SLIDE PLEASE.

SO I THINK I MENTIONED THIS ONE ALREADY, UM, RIGHT NOW WE'RE RECEIVING STAKEHOLDER COMMENTS.

WE'RE GOING TO UPDATE THE PLAN.

UM, IT SAYS AS NEEDED, BUT, UM, WE ALREADY KNOW THAT HAVE SOME CHANGES THAT WE SHOULD BE MAKING BASED ON FEEDBACK WE'VE GOTTEN.

UM, WE'LL PRESENT THIS, I THINK IT'S OCTOBER 21ST IS THE NEXT OUT OF COMMITTEE FOR RECOMMENDATIONS FOR COUNCIL.

AND THEN, UM, WE HAVEN'T SET A DATE YET, BUT WE WOULD LIKE AN EARLY NOVEMBER TO BRING THIS BACK TO COUNCIL FOR APPROVAL SO THAT WE CAN GET STARTED ON THESE PROJECTS.

THIS IS A DELAYED PROCESS.

WE'VE MENTIONED THIS, ARE WE AGREED TO THIS OR TALKED ABOUT THIS WAY BACK IN? I THINK MAY SOMETIME BACK THERE, UM, JUST WITH COVID AND THE VOLUME OF WORK THAT WE'RE ALREADY DOING, UM, AND THE STAFF RESOURCES,

[00:45:01]

WE HAVE SOME VACANCIES IN MY OFFICE THAT WE'RE TRYING TO FILL.

SO FOR ALL OF THOSE REASONS, WE'VE DELAYED THIS PROCESS A MONTH COMPARED TO USUAL YEARS ON BUDGET.

THAT WAS ANOTHER REASON WE WERE IN THE MIDDLE OF THE BUDGET AT A DIFFERENT TIME THAN WE WERE IN PRIOR YEARS.

SO FOR ALL THOSE REASONS, UM, WE PLAN TO, UM, TRY TO GET THOSE PLANS FINALIZED AND GET STARTED ON THESE PROJECTS IN NOVEMBER.

SO, UM, THAT'S ALL I HAVE.

THANK YOU, COLLEAGUES.

DOES ANYONE WANT TO MAKE ANY COMMENTS OR REMARKS AT THIS TIME? THANK YOU, MS. STOKES, WE LOOK FORWARD TO THE NEXT STEPS IN THE PROCESS AND REVIEWING THE CHANGES THAT YOU MADE.

WE DO NOT HAVE TO TAKE ANY ACTION AT THIS TIME ON THIS ITEM.

[7. Bylaws changes Joint Inclusion Committee (City Auditor's Office) ]

NOW MOVE TO OUR LAST ITEM BEFORE CITIZEN COMMUNICATION, WHICH IS ITEM SEVEN.

BYLAWS CHANGES TO THE JOINT INCLUSION COMMITTEE.

SO SOMEONE FROM THE CITY CLERK'S OFFICE FOR PRESENT, GOOD MORNING, THIS IS STEPHANIE WITH THE CITY CLERK'S OFFICE.

WE ARE JUST HERE TO PRESENT THESE BYLAW AMENDMENTS FOR THE JOINT INCLUSION COMMITTEE.

THIS IS TO ADD A SEAT FOR THE COMMISSION ON THE EARLY CHILDHOOD COUNCIL.

THIS ACTUALLY REQUIRED A CHANGE TO CITY CODE BECAUSE THIS WAS OUTLINED IN CITY CODE.

SO THE ORDINANCE WAS PASSED ORIGINALLY FIRST, A COUPLE OF WEEKS AGO BY COUNCIL.

AND THIS IS JUST TO UPDATE AND AMEND THE BYLAWS OF THE JOINT INCLUSION COMMITTEE TO GET YOUR APPROVAL AND RECOMMENDATION SO THAT WE CAN CORRECT THAT.

YEAH, I THINK IT'S A GOOD INCLUSION AND I APPRECIATE THE WAY YOU GUYS WORK TO GET OUT RATHER THAN GAINING COMMISSION.

YOU'RE SIMPLY ADDING ANOTHER, AND I THINK THE MORE USEFUL.

THANKS.

THANK YOU.

UM, SEE NO OTHER COMMENTS.

WE'LL TAKE A MOTION TO APPROVE TO PASS THIS ONTO COUNCIL.

UM, SO I WANT TO MAKE THAT MISSION.

I THINK JIMMY'S MOVING AND ALL SET.

SOUNDS GOOD.

UM, ALL THOSE IN FAVOR? YES.

OKAY.

SO IT'S UNANIMOUS FOR THOSE OF US WHO ARE ON THE DICE WITH MAYOR ADLER OFF.

UM, I WILL NOW ADD THAT WE ARE GOING TO MOVE, AS I MENTIONED EARLIER, THE SELLER IS OUT OF TOWN AND UNABLE TO PRESENT.

UM, AND I NEED TO JUST FUND MY SCRIPTS TO GO TO, UM, BECAUSE I DID A SESSION.

IF YOU WANNA JUST BEAR WITH ME A SECOND CHAIR WHILE YOU'RE DOING THAT.

I JUST WANTED TO EXPLAIN, UM, APOLOGIES FOR BEING A COUPLE MINUTES LATE TO TODAY'S AUDIT SESSION.

AND THEN I HAD SOME TIME SENSITIVE DENTAL WORK THAT WAS, HAD TO BE SCHEDULED FOR THIS MORNING.

SO I CAUGHT MOST OF IT, BUT THAT WAS WHY I WAS NOT, NOT HERE AT THE START OF THE MEETING AND NOT ON SCREEN FOR PART OF IT.

THANK YOU.

THANK YOU, COUNCIL MEMBER POOL.

UM, OKAY, LET ME GET THIS CUT.

OKAY.

SO, OKAY.

SO THE COMMITTEE

[Executive Session]

WILL NOW GO INTO CLOSED SESSION TO TAKE UP ONE ITEM PURSUANT TO SECTIONS FIVE FIVE, ONE.ZERO SEVEN, SIX AND FIVE FIVE ONE.ZERO EIGHT NINE, OR THE GOVERNMENT CODE THAT COMMITTEE WILL DISCUSS SECURITY AUDIT MATTERS RELATED TO ITEM NINE AND UPDATE ON A SECURITY AUDIT RELATED TO INFORMATION SECURITY MANAGEMENT IN THE CITY.

UM, IS THERE ANY OBJECTION TO GOING INTO EXECUTIVE SESSION ON THE ITEM ANNOUNCED HEARING ON THE COMMITTEE WILL NOW GO INTO EXECUTIVE SESSION, UM, AND JUST FOR THE PUBLIC, I JUST WANT TO ADD THAT THIS IS JUST A FOLLOWUP MEETING ON AN AUDIT THAT WAS PRESENTED LAST YEAR TO US.

UM, ON THIS MATTER, UM, WE WILL GO INTO EXECUTIVE SESSION.

UM, IF WE WANT TO MAKE ANY MOTIONS RELATED TO THIS, UM, WHEN WE COME BACK, THEN WE WILL ALL COME BACK.

OTHERWISE I WILL JUST COME BACK AND CLOSE OUT THE MEETING.

SO IT WILL NOW HEAD INTO EXECUTIVE SESSION.

THANK YOU SO MUCH.

AUDIT AND FINANCE COMMITTEE TODAY IS NINE 23, 2020.

UM, WE ARE RETURNED OUT OF CLOSED SESSION AND CLOSED SESSION.

WE TOOK UP AND DISCUSSED SECURITY AUDIT MATTERS RELATED TO ITEM NINE.

UM, IT IS NOW 11:09 AM.

AND I AM GOING TO ADJOURN THIS MEETING.

DO YOU NEED ANYTHING ELSE FROM ME?

[00:50:03]

STATION AND AS THE SUN COMES UP, .

* This transcript was compiled from uncorrected Speech-to-Text.