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ARE WE READY, SECRETARY? OKAY, VERY GOOD.I'D LIKE TO WELCOME YOU THIS EVENING TO, UH, THE AUDIT COMMITTEE WORK SESSION MEETING.
THIS IS THE D DECEMBER THE FIRST MEETING.
MY NAME IS ED MOORE AND I'M THE CHAIR WE HAVE WITH US CHRIS OTT, DISTRICT NUMBER EIGHT, AND BJ WILLIAMS, DISTRICT NUMBER FOUR COMMITTEE MEMBERS.
WE ARE VERY PRIVILEGED TODAY TO HAVE A ROOM FULL OF VERY DISTINGUISHED PEOPLE.
I DO WANT TO INTRODUCE TO YOU OUR NEWEST MEMBER, MIKE BETS, CITY MANAGER TWO NEW PROMOS, MATT WATSON, AS WELL AS ALISON STEADMAN.
THESE PROMOTIONS ARE VERY WELL DESERVED.
WE ALSO WANT TO EXPRESS APPRECIATION TO CHRIS BEARD FOR BEING HERE WITH US TODAY.
AND TO ALL OF YOU, I COULD START CALLING OUT NAMES OVER THERE, BUT I'M JUST GONNA SAY TO ALL OF YOU, THANK YOU SO VERY MUCH FOR COMING TO ALL THE STAFF WHO ARE HERE TODAY.
WE HAVE LOTS OF STAFF WHO ARE HERE, WHO ARE GOING TO BE ABLE TO ANSWER QUESTIONS AND CLARIFY FOR US ANYTHING THAT WE NEED TO DISCUSS AS WE GO FORWARD.
SO WITH THAT, LET US NOW BEGIN OUR MEETING WITH THE AGENDA APPROVAL OF THE MINUTES.
YOU'VE HAD OPPORTUNITY TO READ THE MINUTES.
I'D LIKE TO MAKE A MOTION THAT WE APPROVE THE MINUTES AS THEY'VE BEEN PRESENTED.
WE HAVE A MOTION AND A SECOND.
ALL OPPOSED? THANK YOU SO VERY MUCH.
WELL LADIES AND GENTLEMEN, LET ME START OUT THIS EVENING BY SAYING WE WANT TO THANK YOU FOR THIS OPPORTUNITY TO INTRODUCE THE SPRING CREEK PRESERVE CLEARING INCIDENT AUDIT.
IT'S AN AUDIT THAT HAS BEEN LONG AND COMING, AND ONE I'M CERTAIN TODAY, UH, WILL BRING SOME CLOSURE TO SOME THINGS AND THE INTRODUCTION, UH, TO SOME OTHER THINGS AS WE GO FORWARD.
AS MANY OF YOU MAY KNOW, EARLIER THIS SUMMER, THE CITY UNDERTOOK CLEARING ACTIVITY IN SPRING CREEK FOREST PRESERVE IN ORDER TO ACCESS AND AGING SANITARY SEWER INTERCEPTOR BURIED BENEATH ITS GROUNDS.
THE WORK INTENDED TO INSPECT AND MAINTAIN CRITICAL INFRASTRUCTURE RESULTED IN THE CLEARING OF FOREST FLOOR UNDERGROWTH VEGETATION AND PORTION OF NATURAL SURFACE WALKING TRAILS, INCLUDING AREAS LONG HELD ON THE PRESERVED PROTECTION.
UNFORTUNATELY, THE CLEARING PROCEEDED WITHOUT THE KNOWLEDGE THAT THE LAND WAS PART OF A PRESERVE AND WITHOUT THE COORDINATION NORMALLY REQUIRED WITH THE PRESERVED STAKEHOLDERS.
ONCE THE MISTAKE WAS DISCOVERED, THE CITY IMMEDIATELY HALTED THE WORK.
PUBLIC OUTRAGE QUICKLY FOLLOWED DRAWING SIGNIFICANT MEDIA ATTENTION AND PROMPTING URGENT CALLS FOR ACCOUNTABILITY FROM ALL INTERESTED STAKEHOLDERS IN RESPONSE AND INDEPENDENT AUDIT HAS BEEN LAUNCHED REVIEWING ALL PERTINENT AGREEMENTS, PROCESSES AND DECISIONS THAT LED TO THIS UNACCEPTABLE OVERSIGHT.
FOR THE PURPOSE OF THIS AUDIT IS NOT JUST TO ASSESS WHAT WENT WRONG, BUT TO RESTORE PUBLIC TRUST.
TO ENSURE TRANSPARENT ACCOUNTABILITY AND GUIDE FUTURE INFRASTRUCTURE MAINTENANCE IN WAYS THAT PROTECT BOTH OUR NATURAL HERITAGE AND OUR CIVIC RESPONSIBILITIES.
TODAY WE PRESENT THE FINDINGS OF THAT AUDIT TOGETHER.
WE REVIEW HOW DECISIONS WERE MADE, WHERE COMMUNICATIONS AND COORDINATION FAILED, THE ECOLOGICAL AND COMMUNITY IMPACT THAT RESULTED, AND MOST IMPORTANTLY, THE RECOMMENDATIONS DESIGNED TO PREVENT SUCH AN INCIDENT FROM EVER OCCURRING.
AGAIN, AS A COUNCIL MEMBER AND REPRESENTATIVE OF THIS COMMUNITY, I VIEW THIS AUDIT AS A PIVOTAL MOMENT OF VOTE RECKONING AND RENEWAL, A MEANINGFUL OPPORTUNITY FOR THE CITY TO REAFFIRM ITS COMMITMENT TO STEWARDSHIP, TRANSPARENCY, AND GENUINE PARTNERSHIP WITH THE RESIDENTS AND PRESERVATION STAKEHOLDERS WHO SPRING CREEK FOREST PRESERVE AS A VALUED URBAN TREASURE.
FOLLOWING THE PRESENTATION FROM THE AUDIT DIRECTOR JED JOHNSON AND HIS TEAM, PATRICIA MOE AND ZACH EVANS, ALONG WITH INPUT FROM DEPARTMENTS CALLED UPON TO PROVIDE CLARIFICATION AND COMMITTEES, OUR COMMITTEE WILL THEN DETERMINE WHETHER PASTORS REPORT ON TO THE GARLAND CITY COUNCIL FOR FURTHER REVIEW AND APPROPRIATE ACTION.
NOW, WE RESPECTFULLY REQUEST YOUR FULL ATTENTION, PATIENCE AND COOPERATION DURING THIS PROCESS AND A NAME THAT I DID NOT, UH, INTRODUCE.
WE ALSO HAVE MS. ME WHITMAN WITH US TODAY.
SHE'S THE OPEN SPACE ADMINISTRATOR FOR DALLAS COUNTY, UH, DALLAS, TEXAS, THE PLANNING AND AND DEVELOPMENT.
SO WITH THAT, WE'RE NOW GOING TO TURN THIS MEETING OVER TO OUR DIRECTOR OF AUDIT J.
UH, WHEN I LOOK INTO THIS ROOM, I DO SEE A LOT OF FAMILIAR FACES.
APPRECIATE YOU ALL BEING HERE.
THIS OPPORTUNITY TO GO OVER THE REPORTS
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RESULTS WITH YOU.THERE IS SOMETHING, AN AREA I NEED TO GO TO.
THAT CHAIRMAN, I JUST WANTED TO REMIND YOU.
AS A MATTER OF FACT, BEFORE WE DO THAT, UH, LET'S GO AHEAD AND DO SOMETHING ELSE HERE ALSO.
AND THAT IS, I'VE ALREADY HAD AN OPPORTUNITY TO, UH, SPEAK TO EITHER OF THE COMMITTEE MEMBERS.
WOULD EITHER OF YOU LIKE TO SAY, HAVE ANYTHING TO SAY BEFORE WE GET INTO IT? MS. WILLIAMS? NO.
I JUST WANNA THANK JED FOR GIVING EXCELLENT OVERVIEW OF THE, THE WHOLE PROCESS.
AND CHRIS, NO, I'LL HOLD COMMENTS FOR LATER.
UH, MY SECRETARY TODAY, UH, JEVON, OUR SECRETARY IS OUT.
VIN DO WE HAVE ANY, UM, PUBLIC COMMENTS? YES, MR. CHAIRMAN, WE HAVE TWO SPEAKERS.
WE HAVE MR. BOB DUCKWORTH AND MR. DAVID PARRISH.
WE'LL START OFF WITH MR. DUCKWORTH.
BOB, WHERE'S IT AT?
I UNDERSTAND I WHAT YOU SAID LAST.
HEY, MY NAME IS BOB DUCKWORTH.
I LIVE AT 9 0 9 WAKEFIELD DRIVE IN GARLAND, TEXAS.
AND THANK YOU, UH, COMMITTEE COUNSEL, UH, EVERYBODY THAT'S HERE FOR ALLOWING US TO BE HERE AND SPEAK TO YOU TONIGHT.
YOU'RE GONNA SEE THE TOP OF MY HEAD 'CAUSE I WROTE MY INFORMATION DOWN TO READ IT TO YOU SO I DON'T FORGET.
UH, CHAIRMAN MOORE AUDIT COMMITTEE AND MR. BETS, THANK YOU FOR THE OPPORTUNITY TO SPEAK WITH YOU.
THE ABILITY TO ADDRESS THE BODY OR COMMITTEE OF THE CITY OF GARLAND IS REFRESHING.
NOT KNOWING WHAT THIS AUDIT WILL REVEAL.
I HAVE FAITH IN JED JOHNSON THAT HIS TEAM IS BRINGING US THE FULL TRANSPARENCY STORY.
I WANT TO SEE THE GENESIS OF WHAT HAPPENED.
WHAT, WHEN, WHERE, HOW IT ALL STARTED.
WHERE DID WE GO WRONG? IF WE DON'T FIND OUT, HOW WILL WE LEARN FROM OUR MISTAKES? I'M GRATEFUL THAT WE NOW HAVE A CITY MANAGER THAT I HAVE.
FAITH WILL CARRY OUT HIS COMMITMENT TO US.
COLLABORATION, TRANSPARENCY AND LEADERSHIP ARE HIS GOALS, UH, AS HE SERVES OUR CITY.
I BELIEVE, UM, I LOOK FORWARD TO WHAT THIS AUDIT WILL REVEAL AND THE DIRECTION IT WILL POINT OUR ELECTED LEADERS AND CITY MANAGER BETS.
I HAVE FAITH THAT MR. BETS WILL LEAD OUT IN CORRECTING WHAT HAPPENED WITH COUNSEL FULL DIRECTION AND SUPPORT, UNLIKE OUR FORMER CITY MANAGER DID IN THE SRU DISCUSSION AND ON, AND THE PROMISES MADE TO ME AND THE CITIZENS IN THE JUNE AUDIT COMMITTEE, THE AUDIT COMMITTEE THAT INCLUDED THE FORMER CITY MANAGER AND COUNCIL, WHOLE RESPONSIBILITY FOR THE PROMISES NOT CARRIED OUT.
FOR EXAMPLE, CHAIR MOORE ASKED MR. REX AND MR. JOHNSON FOR COMMENTS ON THE SRO PROGRAM AUDIT I HAD REQUESTED.
AND THE MOU REVIEWED, UH, YOU ASKED MR. UH, THE CITY MANAGER, UH, WOULD YOU LIKE TO ADD SOMETHING? I PICKED OUT WHAT HE SAID, A CORE EXAMPLE FOR TIME.
IT'S REALLY A CORE ISSUE OF BUDGET AND CON AND CONTRACTING.
YOU ASKED JED TO SUMMARIZE WHAT THE MEETING WAS ABOUT, AND HE SAID, MY UNDERSTANDING IS THIS IS GONNA GO THROUGH THE BUDGET PROCESS AND, AND CHIEF IS GOING TO, UH, GOING TO PROVIDE THE DETAILS FOR THE CITY COUNCIL TO MAKE APPROPRIATE AMENDMENTS AND CHALLENGES TO THE CONTRACT.
I, I'M, I'M SAYING THIS BECAUSE I WANT YOU TO, MY KEY HERE IS WE TALKED ABOUT SOMETHING IN AN AUDITING COMMITTEE THAT DIDN'T HAPPEN.
I DON'T WANNA SEE THAT HAPPEN HERE.
WE'RE WE ARE NOW HEARING THE ROAD IN THE FOREST WAS NEVER NECESSARY BASED ON CURRENT TECHNOLOGY AND EQUIPMENT.
WHERE DID WE GO WRONG? HAVE SERIOUS CONCERNS AND WE'LL ASK THE AUDIT COMMITTEE, CITY MANAGER BETS AND COUNCIL TO BE OPEN AND TRANSPARENT IN THE DAYS AHEAD.
A PIR SHOULD NOT BE REQUIRED TO FIND OUT WHAT IS GOING ON.
I HOPE YOU SET UP A SITE AND PUT STUFF ON IT SO WE CAN FIND IT EASILY.
I'M REQUESTING ON ITEM THREE B, I'M REQUESTING YOU TO ADD TO YOUR 26 AUDIT PLAN.
THE SEPTEMBER, 2025 S-R-O-M-O-U PROGRAM DOCUMENT AND PROCESS, AND THE FAILURE TO MAKE THE MOUA PART OF THE BUDGET PROCESS AS WAS PROMISED.
AUDIT COMMITTEE MR. BETS, PLEASE MAKE SPRING CREEK FOREST NATURE'S JEWEL AGAIN FOR THE FUTURE GENERATIONS.
OUR NEXT SPEAKER, DAVID PARRISH.
MY NAME IS DAVID PARRISH AND I LIVE AT 25 26 PEPPER RIDGE DRIVE.
HERE IN GARLAND, WE HAVE BEEN, I HAVE BEEN A RESIDENT OF GARLAND SINCE
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1980.I'M ALSO THE CURRENT PRESIDENT OF THE PRESERVATION SOCIETY FOR SPRING CREEK FOREST OR SOCIETY.
UH, THAT WORKS UNDER A USER AGREEMENT WITH GARLAND PARKS AND RECREATION TO PRESERVE HABITAT.
IN 2024, WE PROVIDED OVER A THOUSAND VOLUNTEER HOURS WORTH ALMOST $40,000 TO THE PRESERVE.
IN 2024, WE CONDUCTED 35 EVENTS SERVING WELL OVER A THOUSAND ATTENDEES, AND WE COLLABORATE WITH PARKS, DALLAS COUNTY VOLUNTEER, GARLAND SCOUTS, THE NATIVE PLANT SOCIETY, AND NUMEROUS OTHER ORGANIZATIONS TO CARRY OUT OUR MISSION.
BEGINNING IN 2023, IN COORDINATION WITH, UH, DALLAS COUNTY AND THE PARKS DEPARTMENT, THE SOCIETY BEGAN DISCUSSIONS WITH THE OLD GROWTH FOREST NETWORK AS SPRING CREEK.
FOREST PRESERVE IS ONE OF THE FEW, MAYBE THE ONLY UNCUT REMNANT OF RIPARIAN HARDWOOD FOREST IN TEXAS.
TYPICALLY, THE MOST DIFFICULT PART OF THE PROCESS IS PROVIDING ASSURANCES THAT THE FORESTRIES ARE PROTECTED FROM HARVEST IN THE FUTURE.
FOR SPRING CREEK FOREST, IT WAS EASY.
THE CITY OF GARLAND HAD ALREADY INCLUDED THESE PROTECTIONS IN THE GARLAND DEVELOPMENT CODE.
IN FEBRUARY, WE WERE INDUCTED INTO THE OLD GROVE FOREST NETWORK, A FEATHER IN THE CAP FOR THE CITY AND THE COUNTY.
WE CONTINUED OUR MISSION TO PROTECT THE SENSITIVE HABITATS IN THE FOREST.
SO IMAGINE OUR HORROR IN JUNE OF 2025 WHEN WE HAD DISCOVERED A SECTION OF THE FOREST HAD BEEN CLEARED, CUT NOT BY A ROGUE DEVELOPER, BUT BY THE VERY CITY THAT HAD COMMITTED TO PROTECT THE FOREST.
WE ARE ENCOURAGED BY THE CITY'S QUICK ACTION TO TAKE RESPONSIBILITY AND DO WHAT THEY COULD, ENGAGING HIM KIMLEY HORN TO FIND BETTER WAYS TO ASSESS THE DAMAGE IN THE FOREST AND THE NEW TECHNOLOGIES TO EVALUATE THE SEWER LINE.
THAT WORK IS FINALLY UNDERWAY IN THE COLD ENVIRONMENT OF THIS WEEK.
UM, ALSO INITIATING THE CITY AUDITOR TO EVALUATE WHAT THE BREAKDOWN WAS IN COMMUNICATIONS WITHIN THE CITY ABOUT THE NEED TO PROTECT THIS VALUABLE NATURAL AREA.
WE HOPE THAT TODAY'S AUDIT REPORT WILL IMPROVE FUTURE COMMUNICATIONS AMONG CITY OFFICES AND THE TRAINING OF NEW AND CURRENT CITY EMPLOYEES ABOUT SPRING CREEK FOREST PRESERVE AND OTHER IMPORTANT ASSETS WITHIN THE CITY.
I WOULD BE REMISS IF I DIDN'T MENTION THAT OUR LONG-TERM GOAL IS TO GET THE SANITARY SEWER PIPELINE OUT OF THE PRESERVE.
RIGHT ON THREE MINUTES, I TIED THE TIMER.
THANK YOU SO VERY MUCH FOR YOUR PRESENTATION.
OKAY, WITH THAT, LET'S MOVE FORWARD.
UM, AS YOU, AS YOU'RE AWARE, UM, AS I WAS LISTENING TO SOME OF THESE COMMENTS, I'VE HEARD THE TERMS TRANSPARENCY A FEW TIMES.
AND, UH, I'M A STRONG BELIEVER IN TRANSPARENCY.
I BELIEVE THIS REPORT WILL PROVIDE THAT TRANSPARENCY.
AND I ALSO HEARD THE WORD ACCOUNTABILITY.
UM, I'M LOOKING AT MIKE BETS HERE, AND MIKE AND I HAD A CHANCE TO GO OVER THIS REPORT PREVIOUSLY, AND I HAVE A HUNDRED PERCENT CONFIDENCE THAT HE WILL, HE WILL MAKE IT RIGHT.
AND THIS IS NOT JUST FROM OUR PREVIOUS DISCUSSION.
UM, I'VE KNOWN MIKE FOR 19 YEARS AND, UH, HE, HE WAS, HE WAS AN AUDIT CLIENT FOR SEVERAL TIMES WHEN HE WAS PUTTING THE PARKING ENFORCEMENT PROGRAM FOR THE CITY, HE CALLED ME INITIALLY.
JED, I'M PUTTING THIS PROGRAM TOGETHER.
UM, I, I CARE FOR INTERNAL CONTROLS.
SO HE CALLED ME AND I WAS INVOLVED IN THAT PROCESS.
ALTHOUGH AS A CITY AUDITOR, I CAN ONLY MAKE RECOMMENDATIONS.
HE VALUED OUR RECOMMENDATIONS AND HE IMPLEMENTED THAT PROGRAM.
A FEW YEARS LATER, HE CAME TO ME AND ASKED ME, J CAN YOU ACTUALLY LOOK AT THE PROJECT ITSELF, THE PARKING ENFORCEMENT AUDIT? AND AS YOU MAY BE AWARE, WE DID THAT AUDIT LAST YEAR.
SIMILARLY, UH, WHEN WE DID THE IT SECURITY AUDIT, WHEN HE WAS IN CHARGE OF THE IT ENVIRONMENT, MIKE AND I HAD A DISCUSSION ABOUT DOING A COMPREHENSIVE AUDIT IN HIS AREA.
MIKE WAS VERY OPEN, HE WAS, WAS AN OPEN BOOK, UH, TO BE HONEST WITH YOU, WAS A VERY COMPREHENSIVE AUDIT.
OVER A HUNDRED RISKS WE IDENTIFIED.
THERE'S NOT ONE THAT HE PUSHED BACK AND WE WORKED TOGETHER AND IT WAS A SUCCESS.
SO WHAT I'M TRYING TO SAY IS, HOPEFULLY THIS AUDIT REPORT WILL PROVIDE TRANSPARENCY, AND I REALLY DO CARE FOR
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THE CITY.I KNOW EVERYONE WHO'S HERE REALLY DO CARE FOR THE CITY.
AND, AND THAT'S WHY WE ARE HERE.
THIS REPORT WILL PROVIDE THAT TRANSPARENCY AND MIKE WILL PROVIDE THAT ACCOUNTABILITY.
WITH THAT, WE CAN MOVE FORWARD AS PART OF THIS AUDIT IT, WE ARE GOING TO SHOW A FEW AREAS WHERE WE NEED IMPROVEMENTS.
THIS WAS A COMPREHENSIVE AUDIT.
THE, THE FORMAT OF THIS REPORT IS SLIGHTLY DIFFERENT COMPARED TO THE PREVIOUS AUDITS.
UH, THAT'S BECAUSE WE WANTED TO DO A COMPREHENSIVE UNDERSTANDING OF WHAT EXACTLY HAPPENED.
SO PATRICIA AND ZACH, THEY'RE GONNA GO OVER A LITTLE BIT OF BACKGROUND ABOUT THE PRESERVE ITSELF AND SOME OF THE AGREEMENTS THAT WE HAVE WITH THE PRESERVATION SOCIETY, AS WELL AS DALLAS COUNTY, WHO ARE THE STAKEHOLDERS INVOLVED IN THIS PROCESS.
AND WITH THAT, WE'LL MOVE ON TO NOT JUST THE JULY CLEARING.
THERE WERE TWO OTHER, UH, CLEARINGS PRIOR TO THAT AS WELL.
AND WE WANTED TO POINT THAT OUT AND, AND, AND WE'LL GIVE A COMPREHENSIVE OVERVIEW OF, OF EXACTLY WHAT HAPPENED.
AND THEN WE'LL HAVE A CONCLUSION AND WE'LL HAVE SOME RECOMMENDATIONS.
AND I DO WANT TO TAKE A MOMENT TO THANK THE SPRING CREEK FOREST PRESERVE SOCIETY, DALLAS COUNTY.
UH, WE WORKED WITH A NUMBER OF DEPARTMENTS INCLUDING THE WATER DEPARTMENT, PARKS DEPARTMENT, UM, ITS GIS TEAM AND ENGINEERING DEPARTMENT.
AND WE DID INTERVIEW AND NUMBER OF STAFFS FROM, FROM THE CONTRACTOR ITSELF.
WE FEEL LIKE EVERYONE WAS VERY COOPERATIVE.
THEY WERE OPEN WITH OUR REQUEST.
UM, SO I DO WANT TO TAKE A MOMENT TO THANK THEM.
THE OBJECTIVE, WE HAD TWO, MAINLY TWO OBJECTIVES.
WE WANTED TO UNDERSTAND THE PURPOSE OF THE VEGETATION CLEARING INITIATIVE.
WE ALSO WANTED TO EVALUATE THE INTERNAL CONTROLS EXIST OVER CONTRACT MANAGEMENT, INCLUDING COMPLIANCE, PERFORMANCE, AND PAYMENT MONITORING.
SO HIGH LEVEL, WE CLEARLY WANTED TO UNDERSTANDING WERE THERE ANY REASONS FOR US TO DO THIS CLEARING? AND WE WANT TO DIG THROUGH THAT.
AND AFTER THAT, WE WANT TO GO OVER THE INTERNAL CONTROL, UM, TESTING THAT WE DID.
WITH THAT, I'M GONNA TURN IT OVER TO PATRICIA.
SHE'S GONNA GO OVER SOME OF THE BACKGROUNDS.
THEN ZACH AND HER WILL, UM, WILL INFORM US ABOUT THE, UM, UH, ABOUT THE OBSERVATIONS.
IN THE MEANTIME, FEEL FREE TO ASK US ANY QUESTIONS.
WE WANNA BE OPEN, WE WANNA BE TRANSPARENT.
UH, IF WE KNOW THE ANSWER, WE WILL, WE'LL ANSWER IT.
SO LET'S SEE IF WE CAN MOVE THIS CLOSER.
SO SPRING CREEK IS A SPRING FED CREEK THAT FLOWS THROUGH COLLIN AND DALLAS COUNTIES.
THE FORESTED AREA NEAR THE CREEK WAS DISCOVERED BY ACCIDENT IN 1978.
IN JUNE OF 1984, A RESOLUTION WAS PASSED BY CITY COUNCIL RECOMMENDING THE ESTABLISHMENT OF A SPRING CREEK FOREST PRESERVE ALONG CERTAIN PORTIONS OF SPRING CREEK.
DURING THE EIGHTIES AND NINETIES, THE CITY OF GARLAND AND DALLAS COUNTY ACQUIRED ADDITIONAL PAR PARCELS OF LAND EITHER THROUGH PURCHASE OR DONATION.
ON FEBRUARY 24TH, 2024, THE LEE F JACKSON SPRING CREEK FOREST PRESERVE WAS INDUCTED INTO THE NATIONAL OLD GROWTH FOREST NETWORK.
SPRING CREEK FOREST PRESERVE IS ONE OF ONLY TWO FORESTS IN THE STATE OF TEXAS, DESIGNATED AS A NETWORK FOREST.
A FOREST MUST BE AMONG THE OLDEST KNOWN FORESTS IN THE COUNTY IN ORDER TO BE CONSIDERED FOR INDUCTION.
ADDITIONALLY, THE FOREST SHOULD HAVE FORMAL PROTECTION IN PLACE THAT ENSURES THE TREES AND ECOSYSTEMS ARE PROTECTED, BUT ALSO REMAIN OPEN TO THE PUBLIC FOR RECREATION AND WELLBEING.
WE HAVE AN OPEN SPACE USE AGREEMENT WITH DALLAS COUNTY, WHICH BEGAN IN 1980 WITH THE INTENTION TO CREATE AN EXTENSIVE PLAN FOR PROACTIVELY PRESERVING OPEN SPACE.
IN 1988, THE CITY OF GARLAND IN DALLAS COUNTY ENTERED INTO THIS USE AGREEMENT TO PROMOTE THE PRESERVATION OF OPEN SPACE AREAS AND NATURAL PARKLANDS FOR THE USE AND BENEFIT OF THE PUBLIC AND FUTURE GENERATIONS BY MUTUAL AGREEMENT, RESPONSIBILITIES AND SERVICES WOULD BE IN ACCORDANCE WITH THE ADOPTED POLICY OF THE DALLAS COUNTY PARK AND OPEN SPACE BOARD, THE CITY OF GARLAND DEVELOPMENT GUIDELINES FOR PARKS AND RECREATION AND THE TEXAS NATURE CONSERVANCY PROTECTION PLAN.
IS I NOT GOING IN AND OUT OR IS IT JUST ME? WE CAN HEAR YOU.
IN 1989, THE CITY OF GARLAND AND THE SPRING CREEK FOREST PRESERVATION SOCIETY, WHICH WE'LL REFER TO AS THE SOCIETY ENTERED INTO A LAND USE AGREEMENT TO PROMOTE PRESERVATION AND PROTECTION OF SPRING CREEK FOREST AS A CULTURAL AND NATURAL RESOURCE TREASURE, AND AS A DISPLAY FOR SCIENTIFIC AND EDUCATIONAL OPPORTUNITIES BY THE PUBLIC SUBJECT TO CERTAIN CONDITIONS, THE RESPONSIBILITIES FOR PRESERVATION, PURSUIT OF EDUCATIONAL OPPORTUNITIES, RESEARCH DEVELOPMENT, AND OPERATIONS AND MAINTENANCE ASSOCIATED WOULD BE ASSUMED BY THE SOCIETY.
THE SOCIETY'S PRIMARY POINT OF CONTACT WITHIN THE CITY HAS HISTORICALLY BEEN THE PARKS DEPARTMENT.
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WITH REGARD TO THE SANITARY SEWER SYSTEM, THIS WAS INSTALLED IN THE EARLY 1970S IN THE SPRING CREEK AREA TO, TO SERVE FUTURE GROWTH IN NORTHWEST GARLAND.PORTIONS OF THE SEWER SYSTEM WERE PLACED UNDER THE CREEK BED OF SPRING CREEK, WHILE OTHER PORTIONS MAY BE ON THE BANKS OR ABOVE THE CREEK IN A 100 YEAR FLOODPLAIN FOLLOWING ADDITIONAL GROWTH IN THE COMMUNITY.
A SECOND PARALLEL SANITARY SEWER LINE WAS INSTALLED IN 2009.
THE OPEN SPACE USE AGREEMENTS BETWEEN THE COUNTY AND THE CITY INCLUDES WRITTEN INFORMATION REGARDING TRACKS OF LAND, BUT DOES NOT INCLUDE CLEAR BOUNDARY MAPS.
ALTHOUGH THE SEWER SYSTEM WAS ALREADY IN PLACE AT THE TIME THIS AGREEMENT WAS EXECUTED, THERE IS NO MENTION OF THE SEWER SYSTEM AND ACCESS FOR THE CITY TO INSPECT OR MAINTAIN.
THE LAND USE AGREEMENT WITH THIS SOCIETY.
INCLUDES WRITTEN INFORMATION REGARDING THE TRACKS OF LAND AS OF 1989, BUT DOES NOT INCLUDE BOUNDARY MAPS AFTER DISCUSSIONS WITH VARIOUS CITY EMPLOYEES AND THE SOCIETY BOARD, IT SEEMS THE ENTIRE ACREAGE IS REFERENCED GENERALLY AS THE PRESERVE.
THERE DOES NOT SEEM TO BE A CLEAR UNDERSTANDING OF WHICH AREAS ARE CONSIDERED GREENBELT.
PARK PARK PRESERVE, FOREST OR FOREST PRESERVE.
DURING THE AUDIT, WE FOUND SEVERAL, WE FOUND VARIOUS MAPS WHICH WERE INCONSISTENT WITH ONE ANOTHER.
FOR EXAMPLES, SEE THE MAP PREVIOUSLY PRESENTED TO COUNCIL PREPARED BY THE WATER DEPARTMENT AND THE MAP IN THE CITY OF GARLAND TECHNICAL STANDARDS.
IN EXHIBIT A DUE TO THIS, I REQUESTED THE ASSISTANCE OF THE CITY'S GIS TEAM TO DEVELOP A MAP BASED ON THE DALLAS CENTRAL APPRAISAL DISTRICT RECORDS IN AN ATTEMPT TO DETERMINE OWNERSHIP, LAND DESIGNATIONS, AND THREE BOUNDARIES ACCORDING TO THE ACREAGE PER DA.
AND AGAIN, THAT WAS, UH, WILLIAM FLOWERS WITH THE I-T-G-I-S, UH, THAT ASSISTED US WITH THAT.
PATRICIA, IF WE CAN SHOW THE MAPS.
SO THIS IS THE MAP THAT WAS PRESENTED TO COUNCIL BY THE WATER DEPARTMENT.
UH, SOMEONE THERE PREPARED THAT AND PRESENTED IT TO COUNCIL.
I THINK IT WAS IN AUGUST, IF I REMEMBER CORRECTLY.
AND THEN THIS IS THE MAP THAT IS PART OF OUR, UH, THE CITY'S TECHNICAL STANDARDS MANUAL IN THE ENGINEERING DEPARTMENT.
SO NOW WE'LL SHOW JUST THE CHRONOLOGY OF EVENTS.
WE WON'T GO INTO A WHOLE LOT OF DETAIL HERE JUST BECAUSE IT'LL UNRAVEL THROUGHOUT THE REPORT.
BUT THE WATER UTILITIES DEPARTMENT IS RESPONSIBLE FOR MAINTAINING APPROXIMATELY 4.8 MILLION LINEAR FEET OF SEWER PIPE AND NEARLY 14,000 MANHOLES.
THERE IS APPROXIMATELY 21,000 LINEAR FEET OF SEWER LINE LOCATED WITHIN THE SPRING CREEK PRESERVE AREA.
THE TEXAS COMMISSION ON ENVIRONMENTAL QUALITY TCEQ IS CHARGED WITH ENFORCING THE WATER CODE REGULATIONS.
THE CITY IS REQUIRED TO NOTIFY TCEQ OF UNAUTHORIZED DISCHARGES.
AND THEN THROUGHOUT THIS CHRONOLOGY, YOU'LL SEE THE EVENTS THAT LED UP TO THE CLEARING.
DURING THE 2018 2019 PERIOD, THE CITY OF GARLAND REPORTED 50 INSTANCES OF SANITARY SEWER OVERFLOW DISCHARGE TOTALING OVER 14 MILLION GALLONS.
THESE DISCHARGES WERE DUE TO GREASE, DEBRIS INFLOW AND INFILTRATION.
INFLOW AND INFILTRATION OCCUR WHEN WATER ENTERS THE SEWER SYSTEM IMPROPERLY DUE TO LEAKY DAMAGE OR CRACKED MANHOLE COVERS AND SEWER LINES.
OFTENTIMES THIS MAY OCCUR AS A RESULT OF HEAVY RAIN DISCHARGE INCLUDES UNTREATED OR PARTIALLY TREATED WASTEWATER FROM A SEWER SYSTEM.
IN RESPONSE TO THE 2018 2019 SSO DISCHARGES, THE CITY OF GARLAND ENTERED INTO AN AGREEMENT WITH TCEQ IN JANUARY OF 2021, OUTLINING A COMMITMENT TO DO THE FOLLOWING FOR A 10 YEAR PERIOD AND SUBMITTING AN ANNUAL REPORT NO LATER THAN DECEMBER 31ST OF EACH YEAR.
DO YOU WANT ME TO TALK ABOUT THE QUESTION AND ANSWER A LITTLE BIT? LET'S GO OVER SOME OF THE REQUIREMENTS IN THE TCQ AGREEMENT.
AND SO PER THE THIS AGREEMENT, UH, SOME OF THE REQUIREMENTS, UH, WITHIN IS THAT ON AN ANNUAL BASIS, UH, THE WATER DEPARTMENT WAS TO UPDATE THE CAPACITY MANAGEMENT OPERATION AND MAINTENANCE, UH, PROGRAM BASED ON INFORMATION COMPILED FROM THE PREVIOUS SANITARY SEWER OVERFLOW INITIATIVE.
THEY'RE ALSO TO INSPECT 500 MANHOLES, CONDUCT SIX MILES OF SMOKE TESTING, CLEAN 140 LINEAR MILES OF THE COLLECTION SYSTEM, CONDUCT 56 LINEAR MILES OF TELEVISION INSPECTIONS, REHABILITATE DEFECTIVE AREAS DISCOVERED DURING THE 2021 INSPECTIONS AND CLEANING AND UPDATE THE SYSTEM MAP.
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UM, TO BE DONE ALL WITHIN THE PRESERVE AREA.SO HAS THE WATER DEPARTMENT SUBMITTED THE REQUIRED ANNUAL REPORTS TO TCEQ FOR 21 THROUGH 24? THE WATER DEPARTMENT PROVIDED COPIES OF THIS ANNUAL PROGRESS REPORT SUBMITTED TO TCEQ FOR THOSE FOUR YEARS.
REVIEWING THE 2021 THROUGH 2024 TCEQ ANNUAL PROGRESS REPORTS, DID THE TOTAL NUMBER OF MANHOLES INSPECTED LINEAR FEET OF SMOKE TESTING COMPLETED LINEAR FEET OF SEWER PIPES CLEANED AND LINEAR FEET OF SEWER PIPES INSPECTED REASONABLY MATCH WITH THE WATER DEPARTMENT'S WORK ORDERS SYSTEM DATA.
SO INTERNAL AUDIT COMPARED THE INFORMATION REPORTED TO TCEQ WITH THE WORK ORDER SYSTEM DATA FOR 2021 THROUGH 2024.
OF THE FOUR ACTIVITIES THAT DESCRIBED, UH, DESCRIBED THE WORK ORDER SYSTEM DATA RELY, UH, REASONABLY MATCHED THE ANNUAL PROGRESS REPORTS FOR THE MANHOLE INSPECTED AND SMOKE TESTING COMPLETED.
HOWEVER, THE SYSTEM DATA DID NOT MATCH THE INFORMATION REPORTED TO TCEQ FOR SEWER PIPES CLEANED OR SEWER PIPES INSPECTED AS SHOWN IN THE CHART BELOW.
UH, DURING COMMUNICATIONS WITH THE WATER DEPARTMENT, WE WERE INFORMED THAT WORK PERFORMED BY CONTRACTORS IS NOT ENTERED INTO THE SYSTEM, UH, CAUSING DISCREPANCIES IN THE COUNT.
UH, SUPPORTING DOCUMENTATION FOR CONTRACTOR ACTIVITIES WAS NOT MADE AVAILABLE DURING THE AUDIT.
SO, UH, HERE WE JUST HAVE A CHART OF BREAKING OUT THESE FOUR REQUIREMENTS PER YEAR, AND WE CAN SEE THAT THE MAIN HOLES INSPECTED, UM, REASONABLY ALIGNED AS WELL AS THE SMOKE TESTING ON AN ANNUAL BASIS.
SO, SEWER SYSTEM WORKED, UH, SEWER SYSTEM WORK PERFORMED WITHIN THE PRESERVE.
THE WATER DEPARTMENT'S WORK ORDER SYSTEM DATA IS AVAILABLE FROM 2015 AND FORWARD.
AS SUCH, I OBTAINED A REPORT OF THE 10 YEAR WORK, UH, HISTORY PERFORMED TO DETERMINE ACTIVITIES.
DID THE WATER DEPARTMENT PERFORM ANY WORK IN THE SPRING CREEK PRESERVE AREA FROM 2015 TO 2025? SO FOR THE 10 YEAR PERIOD, THE SEWER SYSTEM ALONG THE AREA OF SPRING CREEK HAS HAD 24 MAINTENANCE ACTIVITIES DOCUMENTED, 18 OF WHICH WERE LOCATING MANHOLE.
AND AS MENTIONED PREVIOUSLY, ANY WORK PRE, UH, PERFORMED BY A THIRD PARTY CONTRACTOR IS NOT CAPTURED IN THE WORK ORDER SYSTEM.
AND YOU CAN SEE A BREAKOUT OF THESE WORK ORDERS HERE BELOW.
ARE THERE ANY QUESTIONS ABOUT THAT BEFORE I MOVE ON TO THE FIRST CLEARING COMMITTEE? HOW MANY, HOW MANY MANHOLES ARE ACTUALLY LOCATED IN THE, SOMEWHERE AROUND 55.
CAN YOU ASK THAT AGAIN PLEASE? HOW MANY MANHOLES ARE ACTUALLY WAS DETERMINED TO BE LOCATED IN THE PRESERVE AREA? APPROXIMATELY 55.
SO, UH, THESE 24, UM, THEY'RE SEPARATE MAINTENANCE ACTIVITIES DOCUMENTED.
SO, UM,
UM, SO A MAJORITY OF THESE WERE LOCATES, SO NOT NECESSARILY WORK PHYSICALLY BEING PERFORMED ON THEM, BUT, UM, AS FAR AS THE ONES LOCATED WITHIN OR ON THE BORDER OF THE PRESERVE, THIS IS THE, THE WORK ORDER INFORMATION THAT WE HAVE FOR THOSE.
DID WE, DID WE, DID WE USE THE, THE WE HAD THE SAME, UH, CONTRACT DURING THE WORK OR, OR DURING THE INSPECTIONS? COUNCILMAN, IF I MAY ANSWER THAT.
UH, ZACH, IT MAY BE GOOD TO, UH, PULL UP THAT CHART THAT WE CREATED.
UM, SO, UM, THIS IS HISTORICAL INFORMATION.
UH, WE WERE LOOKING AT THE PAST SINCE 2015, WHAT WORK HAS BEEN DONE IN THE PRESERVE.
SO BASED ON THE DATA, UM, THIS IS WHAT WE COULD FIND.
AS ZACH INFORMED EARLIER, THEY'RE ONLY CAPTURING THE WORK THAT ARE DONE BY INTERNAL CITY STAFF WITHIN THE WORK ORDER SYSTEM.
SO THE CONTRACT, IF THE CONTRACTOR DID ANY KIND OF WORK IN THAT AREA, THAT IS NOT IN THEIR WORK ORDER SYSTEM.
SO WE ARE ONLY TALKING ABOUT WHAT THE CITY EMPLOYEES HAVE DONE IN THIS AREA SINCE 2015.
BACK TO YOUR QUESTION ABOUT, UM, WHERE, WHICH MANHOLES WHERE THESE WORK WERE DONE.
THIS GRAPH SHOWS THAT ZACH, IF YOU WANT TO KIND OF, YEAH.
SO, UM, ANY OF THE STARS THAT YOU'LL SEE ON THE SCREEN ARE GONNA BE A LOCATE.
UM, YOU CAN SEE IN THERE THEY'RE COLOR CODED BY YEAR.
THERE'S A LEGEND DOWN HERE, BUT ANY OF THESE, AND A LOT OF THEM, UM, YOU CAN SEE ARE KIND OF ALONG THE BORDER.
IF IT'S A CIRCLE WE HAVE FOR RED CIRCLES, THEY'RE A MINOR REPAIR OR FOR BLUE CIRCLES, REPLACING THE MANHOLE RING OR LID PER THE WORK ORDER SYSTEM.
SO WE HAVE A FEW OF THESE UP HERE NEAR THE TOP, AND THEN A FEW MORE DOWN HERE BELOW.
BUT AGAIN, MAJORITY OF THESE WERE LOCATES, NOT NECESSARILY,
[00:30:01]
UH, WORK BEING PERFORMED.SO AS SHOWN IN THE CHRONOLOGY GRAPH, UH, PREVIOUSLY THERE WAS A SIGNIFICANT RAIN EVENT IN THE SPRING OF 2024, AS WELL AS DISCUSSIONS OF NEW DEVELOPMENTS.
AS A RESULT, WE WENT BACK TO THAT TIME PERIOD AND WORKED OUR WAY FORWARD.
SO WE LEARNED THAT THERE WAS A FIRST CLEARING THAT OCCURRED IN JANUARY OF 2025.
INCREASES INFLOW AND INFILTRATION CAN OVERLOAD THE COLLECTION AND TREATMENT SYSTEMS. IF THE SYSTEM BECOMES OVERLOADED.
THE EXCESS VOLUME CAN DAMAGE THE SEWER SYSTEM INFRASTRUCTURE AND CAUSE OVERFLOWS OVERFLOW CONTAINS UNTREATED SEWAGE WHICH MAY CARRY BACTERIA RESULTING IN POTENTIAL ENVIRONMENTAL AND PUBLIC HEALTH RISKS.
ACCORDING TO THE WATER DEPARTMENT, THE WASTEWATER TREATMENT PLANTS APPROACHED A NEAR CRITICAL POINT IN COLLECTION IN MAY AND JUNE OF 2024, DUE TO INFLOW AND INFILTRATION BECAUSE OF SIGNIFICANT RAINFALL, A NUMBER OF NEW DEVELOPMENTS IN THE SURROUNDING AREA WERE DISCUSSED.
DURING THAT SAME TIME PERIOD, NEW LINES FOR ANY DEVELOPMENTS WOULD TIE INTO AN EXISTING LINE ALONG HOLFORD ROAD, INCREASING THE SANITARY SEWER SYSTEM LOAD.
FURTHER, STAFF BEGAN DISCUSSIONS TO DEVELOP AN ACCELERATED STRATEGY FOR IDENTIFYING AREAS OF FLOW AND INFILTRATION.
ADDITIONAL FLOW METERS WERE PURCHASED AND INSTALLED IN VARIOUS LOCATIONS THROUGHOUT THE CITY TO MONITOR FLOW.
STAFF PERFORMED PHYSICAL AND CAMERA INSPECTIONS THROUGHOUT THE CITY DURING THE COURSE OF THE FOLLOWING FEW MONTHS, WORKING FROM THE SOUTH END OF GARLAND AT ETTE CREEK AND WORKING UPSTREAM TO THE NORTH.
WHILE THE WATER DEPARTMENT STATED THEY HAD LOCATED SOME OF THE MANHOLES IN AND ALONG SPRING CREEK VIA PHYSICAL SEARCHES AND THE USE OF DRONES IN JUNE AND JULY, 2024, HOWEVER, THEY WERE NOT ABLE TO LOCATE OR ACCESS ALL OF THEM DUE TO THE TERRAIN OF THE CREEK AND DENSE VEGE VEGETATION.
THE WATER DEPARTMENT REACHED OUT VIA EMAIL TO A CONTRACTOR FOR THE EXISTING UTILITY CONTRACT, WHICH IS $2 MILLION PER YEAR, AND REQUESTED A QUOTE FOR CLEARING OF TREES AND THICK VEGETATION TO BETTER ACCESS MANHOLES FOR INSPECTION.
THE CONTRACT WITH THIS CONTRACTOR INCLUDES OR INCORPORATES SPECIFIC DOCUMENTS AS FOLLOWS, CONSTRUCTION SERVICES AGREEMENT, TECHNICAL SPECIFICATIONS, PROJECT SPECIFIC SPECIAL DETAILS, TECHNICAL DRAWINGS, CITY OF GARLAND STANDARD CONSTRUCTION DETAILS.
BID PROPOSAL, CITY OF GARLAND, SPECIAL CONDITIONS, CITY OF GARLAND, SUPPLEMENTAL STANDARD SPECIFICATIONS TO THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENT STANDARD SPECIFICATIONS, CITY OF GARLAND STANDARD TERMS AND CONDITIONS, AND THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENT STANDARD SPECIFICATIONS.
PLEASE SEE EXHIBITS B THROUGH D FOR THE MORE CRITICAL OR RELEVANT CRITERIA MENTIONED IN THESE DOCUMENTS AS WELL AS CITY ORDINANCES.
WHERE WAS THE FIRST CLEARING WORK PERFORMED? ACCORDING TO THE MAP PROVIDED BY THE WATER DEPARTMENT, THE FIRST CLEARING OCCURRED ON BOTH SIDES OF WEST CAMPBELL ROAD.
WHAT WAS THE LENGTH OF THIS CLEARING? THE CLEARING LINK WITH THE LENGTH WAS CALCULATED TO BE APPROXIMATELY 1.34 MILES BASED ON THE MAP PROVIDED BY WATER DEPARTMENT USING THE GIS MEASUREMENT TOOL.
WHO ARE THE PROPERTY OWNERS WHERE THE FIRST CLEARING WORK WAS PERFORMED? THE LAND ON THE NORTH SIDE OF WEST CAMPBELL ROAD IS OWNED BY A NEIGHBORHOOD HOMEOWNERS ASSOCIATION.
THE CLEARING THAT OCCURRED BETWEEN WEST CAMPBELL ROAD AND NORTH SHILOH ROAD IS THE GREENBELT AREA PER THE PARKS DEPARTMENT AND IS OWNED BY THE CITY OF GARLAND.
DID THE WATER DEPARTMENT COMMUNICATE WITH THE HOA OR THE PARKS DEPARTMENT PRIOR TO THE CLEARING? THERE IS NO DOCUMENTED EVIDENCE OF COMMUNICATION OCCURRING BETWEEN THE WATER DEPARTMENT AND THE HOA OR THE PARKS DEPARTMENT WHEN REQUESTING A QUOTE FROM THE CONTRACTOR ON NOVEMBER 6TH, 2024.
WHAT INFORMATION DID THE WATER DEPARTMENT PROVIDE FOR THE FIRST CLEARING THE WATER DEPARTMENT'S EMAIL STATED, ATTACHED IS A MAP OF THE FIRST AREA WE WOULD LIKE CLEARED ABOUT EIGHT FEET TO 10 FEET WIDE.
SOME AREAS ALONG THE RED LINE CAN BE SKIPPED, WHERE THE TREES STOP.
THERE WILL BE MORE WORK MOVING FURTHER DOWNFLOW ON THE CREEK IN THE FUTURE.
WERE THERE ADDITIONAL COMMUNICATIONS REGARDING THIS CLEARING? ON DECEMBER 6TH, THE CONTRACTOR EMAILED THE WATER DEPARTMENT.
THE FOLLOWING IS OUR ESTIMATED VALUE PERTAINING TO THE TREE.
VEGETATION CLEARING NEEDED TO CREATE AN ACCESS PATH NEAR OR ADJACENT TO SPRING CREEK.
PER YOUR SKETCH, DEMOLISH VEGETATION AND CLEAR PATH.
NINE FEET WIDE BY 13 FEET TALL, $6,700 PER DAY.
WE ESTIMATE SIX TO EIGHT DAYS OF CLEARING NEEDED FOR THE PATH INDICATED ON
[00:35:01]
YOUR SKETCH.CLEARED REMOVED VEGETATION TO BE SPREAD LEFT ON SITE TO DECOMPOSE NATURALLY.
ON DECEMBER 9TH, THE WATER DEPARTMENT REPLIED TO THE CONTRACTOR.
CONTACT STAFF NAME HAS BEEN REDACTED TOMORROW TO SCHEDULE THE CLEARING.
I WOULD LIKE A MEMBER OF OUR STAFF ON SITE TO ASSIST WITH LOCATING MANHOLES AND GET GPS COORDINATES ON THEM.
THERE WERE NO DOCUMENTED COMMUNICATIONS OTHER THAN THIS.
DID THE WATER DEPARTMENT RECEIVE AND TIMELY PAY AN INVOICE FOR THIS FIRST CLEARING? AN INVOICE DATED JANUARY 31ST WAS RECEIVED VIA EMAIL ON FEBRUARY 4TH AND WAS APPROVED AND PAID TIMELY.
THE INVOICE DESCRIPTION IS FOR TREE BRUSH CLEARING PERFORMED ADJACENT TO SPRING CREEK FOR EASE OF SEWER STRUCTURE SYSTEM ACCESSIBILITY.
ITEM 2 99, EROSION CONTROL TREE BRUSH DEMOLITION CLEAR PATH FOR FUTURE ACCESSIBILITY.
APPROXIMATE PATH SIZE, 12 FOOT BY 12 FOOT, $6,700 PER DAY FOR TWO DAYS TOTAL DUE 13,400.
A VARIANCE EXISTS BETWEEN THE WATER DEPARTMENTS REQUESTED WIDTH AND HEIGHT OF THE PATH AND THE CONTRACTOR'S ESTIMATE.
DOES THE WORK ORDER SYSTEM HAVE ANY RECORD OF THIS CLEARING WORK? IA WAS UNABLE TO LOCATE ANY REFERENCE FOR THIS WORK IN THE WORK ORDER SYSTEM.
REPORT PROVIDED BY THE WATER DEPARTMENT WAS A DESIGNATED REPRESENTATIVE FROM THE WATER DEPARTMENT ON SITE DURING THE CONTRACTOR'S WORK.
ACCORDING TO THE WATER DEPARTMENT, AN INDIVIDUAL WAS DESIGNATED TO BE ON SITE.
HOWEVER, THIS INDIVIDUAL IS NO LONGER EMPLOYED WITH THE CITY OF GARLAND.
WE WERE UNABLE TO INTERVIEW HIM.
WHAT WORK WAS PERFORMED FOLLOWING THIS CLEARING? ACCORDING TO THE WATER DEPARTMENT, THE EXTERIOR OF NINE MANHOLES WAS VISUALLY INSPECTED DUE TO COR CORROSION ON THE MANHOLE LIDS.
NO FURTHER INTERIOR INSPECTION OCCURRED IS THE CITY OF GARLAND USING THE MOST RECENT NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENT STANDARD SPECIFICATIONS.
AS PREVIOUSLY STATED, THE CONTRACT INCORPORATES THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENT STANDARDS INSPECTION, UH, STANDARDS SPECIFICATIONS.
THE CITY OF GARLAND IS CURRENTLY USING THE STANDARD SPECIFICATIONS THIRD EDITION.
THIS EDITION IS DATED 1998 AND IS 378 PAGES IN LENGTH.
THE AMENDED FIFTH EDITION IS DATED 2024 IS 588 PAGES IN LENGTH AND INCORPORATES TECHNOLOGICAL ADVANCEMENTS AS WELL AS ENVIRONMENTAL REGULATIONS AND BEST MANAGEMENT PRACTICES.
ACCORDING TO THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENT'S WEBSITE, THE PUBLIC WORKS CONSTRUCTION STANDARDS ARE INTENDED TO BE DYNAMIC IN NATURE.
THEY'RE MEANT TO BE CONTINUALLY UPDATED, SUPPLEMENTED, AND IMPROVED.
ANY QUESTIONS ABOUT THE FIRST CLEARING BEFORE I MOVE ON? OKAY, JUST TO, JUST TO MAKE SURE, THIS IS THE FIRST CLEARING, CORRECT? THAT'S CORRECT.
IN MARCH OF 2025, THERE WAS AN EMERGENCY REPAIR.
A CITIZEN REPORTED A DAMAGED MANHOLE NEAR 3,100 CAMPBELL ROAD.
UPON THE WATER DEPARTMENT'S INSPECTION, IT WAS DETERMINED THAT DEBRIS HAD DISLODGED THE RISER FROM THE MANHOLE FOLLOWING THE RAINFALL CAUSING AN SSO.
THIS SSO WAS REPORTED TO TCEQ AS REQUIRED, AND THE SAME CONTRACT AND CONTRACTOR USED IN THE FIRST CLEARING WAS HIRED TO PERFORM THE EMERGENCY REPAIR.
WHAT DOCUMENTATION EXISTS FOR THE INSPECTION AND THE EMERGENCY REPAIR? THE EMERGENCY WORK OCCURRED MARCH 22ND THROUGH 26TH, 2025.
WORK ORDER SERVICE REQUESTS AND INSPECTION DOCUMENTATION FOR THE EMERGENCY REPAIR WAS NOT FOUND IN THE SYSTEM FOR THE PERIOD REVIEWED, THE WATER DEPARTMENT DID NOT PROVIDE ANY EMAIL COMMUNICATIONS WITH THE CONTRACTOR, BUT DID HAVE THE ABOVE PHOTOGRAPHS.
THE CONTRACTOR CREATED A TEMPORARY DAM IN THE CREEK TO PERFORM THIS WORK.
AN INVOICE FOR $124,242 WAS RECEIVED, APPROVED, AND TIMELY PAID.
SO NOW WE'LL MOVE ON TO THE SECOND CLEARING THAT OCCURRED JUNE 18TH THROUGH 21ST.
FOLLOWING THE FIRST CLEARING APPROVAL WAS REQUESTED AND RECEIVED ON FEBRUARY 5TH TO CONTINUE TO CLEAR MORE TRAILS WITHIN THE SPRING CREEK PATH.
THE SAME CONTRACT AND CONTRACTOR THAT WAS UTILIZED FOR THE FIRST CLEARING AND THE EMERGENCY REPAIR WERE ALSO USED FOR THIS CLEARING.
WHERE WAS THE SECOND CLEARING WORK PERFORMED? ACCORDING TO THE WATER DEPARTMENT, THE SECOND CLEARING OCCURRED OVER A FOUR DAY PERIOD IN JUNE IN TWO DISTINCT AREAS.
INITIALLY, THE CONTRACTOR BEGAN WORKING NEAR NORTH SHILOH ROAD, WORKING DOWNSTREAM
[00:40:01]
BASED ON PARKS DEPARTMENT AND DECAT INFORMATION.THIS AREA IS SHOWN AS GREENBELT AND PARK PRESERVE ON THE MAP BELOW LOW DUE TO NOT BEING ABLE TO GET THROUGH THAT AREA ANY FURTHER.
THE CONTRACTOR MOVED TO THE OTHER END AND BEGAN WORKING NEAR HALF PARK, NEAR RANGER DRIVE GOING UPSTREAM TOWARD NORTH GARLAND ROAD.
ON THE MAP BELOW, THIS AREA IS SHOWN AS FOREST PRESERVE BASED ON PARKS DEPARTMENT AND D INFORMATION.
WHAT WAS THE WIDTH OF THE PATH CLEARED? WE WALKED THE ENTIRE LENGTH MEASURING THE WIDTH OF THE PATH MULTIPLE TIMES.
THE MEASUREMENTS RANGED FROM APPROXIMATELY 10 FEET WIDE AT ITS MOST NARROW POINT TO APPROXIMATELY 80 FEET WIDE AT ITS WIDEST POINT.
WHAT WAS THE LENGTH OF THIS CLEARING? AFTER PHYSICALLY WALKING THE PATH OF THE CLEARING AND USING THE GIS MEASUREMENT TOOL, WE MEASURED THIS TO BE APPROXIMATELY 1.56 MILES.
WHO ARE THE PROPERTY OWNERS WHERE THE SECOND CLEARING WORK WAS PERFORMED? WOULD YOU GO BACK TO THAT MAP? THE LAND IN THE SHORTER BLUE HIGHLIGHTED AREA IS PRIMARILY OWNED BY THE CITY OF GARLAND WITH A VERY SMALL PORTION OWNED BY DALLAS COUNTY.
ACCORDING TO THE DCA RECORDS, THE LAND DESIGNATED BY THE LONGER BLUE HIGHLIGHTED AREA IS PARTIALLY OWNED BY DALLAS COUNTY AND PARTIALLY OWNED BY THE CITY OF GARLAND.
ACCORDING TO DCA RECORDS, DID THE WATER DEPARTMENT COMMUNICATE WITH THE PARKS DEPARTMENT, DALLAS COUNTY, OR THE SOCIETY PRIOR TO THE CLEARING? THERE IS NO DOCUMENTED EVIDENCE OF COMMUNICATION OCCURRING BETWEEN THE WATER DEPARTMENT AND THE PARKS DEPARTMENT, DALLAS COUNTY OR THE SOCIETY.
WAS THERE ANY EVIDENCE OF THE WATER DEPARTMENT PERSONNEL TAKING INTO CONSIDERATION THE TERMS AND CONDITIONS OF THE UTILITY CONTRACT, INCLUDING THE INCORPORATED DOCUMENTS, CITY ORDINANCES, AND THE GARLAND DEVELOPMENT CODE, SUCH AS PRESERVATION OF TREES, TREES PROTECTION, AND EROSION CONTROL? NO.
BASED ON INTERVIEWS CONDUCTED BY IA, NO MEMBER OF THE WATER DEPARTMENT STAFF HAD A FULL UNDERSTANDING OF THE TERMS AND CONDITIONS.
WAS SCOPE OF WORK DEVELOPED AND COMMUNICATED TO THE CONTRACTOR FOR THIS CLEARING? THERE IS NO EVIDENCE OF THE GEOGRAPHICAL LIMITS OR SCOPE OF WORK BEING DEVELOPED, SUCH AS ACCESS POINTS, LENGTH, WIDTH, AND HEIGHT OF THE INTENDED PATH, PROTECTION OF THE TREES, EROSION CONTROL OR TYPE OF EQUIPMENT TO BE USED OR COMMUNICATED TO THE CONTRACTOR ACCORDING TO THE WATER DEPARTMENT, A MAP IDENTIFYING THE AREA TO BE CLEARED WAS HAND DELIVERED ONSITE TO THE CONTRACTOR.
MANAGEMENT WAS UNABLE TO PROVIDE A COPY OF THIS MAP.
THE WATER DEPARTMENT STATED THAT THEY DID NOT OBTAIN A QUOTE AND RELIED ON THE PRICING OUTLINED IN THE PREVIOUS JANUARY QUOTE.
THE CONTRACTOR ALSO CONFIRMED THAT COUNT COMMUNICATION WAS VERBAL.
HAD THE WATER DEPARTMENT ONSITE STAFF SEEN THE CONTRACT OR DESCRIPTION OF THE SCOPE OF WORK? NO, THEY HAD NOT SEEN THE CONTRACT NOR DESCRIPTION OF THE SCOPE OF WORK.
WHAT INFORMATION WAS PROVIDED TO THE ONSITE STAFF? THE INSTRUCTIONS PROVIDED TO THE ONSITE STAFF WERE FOR THE CONTRACTOR TO STAY AWAY FROM THE CREEK EDGE BY 10 TO 20 FEET TO PREVENT EROSION AND FOR STAFF TO USE A T TRIMBLE DEVICE TO LOCATE THE SEWER SYSTEM.
THE WATER DEPARTMENT MANAGEMENT ALSO TOLD THEM THERE SHOULD BE TURNAROUND POINTS FOR LARGE EQUIPMENT, BUT NO SPECIFIC MEASUREMENTS WERE PROVIDED FOR WIDTH, LENGTH OR HEIGHT.
WERE THE WATER DEPARTMENT ONSITE STAFF AWARE THE AREA WAS A PRESERVE? NO, THEY WERE NOT AWARE IT WAS A PRESERVE.
DID THE WATER DEPARTMENT HAVE A REPRESENTATIVE ONSITE DURING THE SECOND CLEARING? YES.
BASED ON STAFF INTERVIEWS, CITY PERSONNEL WERE PRESENT ONSITE DURING THEIR SCHEDULED WORK HOURS, WHICH ENDED AT 3:00 PM EACH DAY.
HOWEVER, THE CONTRACTOR CONTINUED TO WORK BEYOND THAT TIME WITHOUT CITY STAFF PRESENT.
IT WAS THEIR UNDERSTANDING THAT THE CONTRACTOR WORKED UNTIL FIVE TO 6:00 PM EACH DAY.
WHAT EQUIPMENT WAS ONSITE AND USED BY THE CONTRACTOR? ACCORDING TO THE WATER DEPARTMENT'S DESIGNATED ONSITE INDIVIDUAL, THE EQUIPMENT USED BY THE CONTRACTOR WAS A BULLDOZER AND TWO SKIDSTEERS WITH A CHAINSAW TYPE OF BLADES ON THE SIDES.
DOES THE WORK ORDER SYSTEM HAVE ANY RECORD OF THIS CLEARING WORK? NO.
WE WERE UNABLE TO LOCATE ANY REFERENCE TO THIS WORK.
IN THE WORK ORDER SYSTEM REPORT PROVIDED BY THE WATER DEPARTMENT, DID THE WATER DEPARTMENT RECEIVE AND TIMELY PAY AN INVOICE FOR THE SECOND CLEARING? YES.
AN INVOICE WAS RECEIVED VIA EMAIL ON JUNE 25TH AS A CONTINUATION OF THE FEBRUARY 4TH EMAIL.
THE INVOICE WAS APPROVED AND PAID TIMELY.
THE DESCRIPTION IS FOR TREE BRUSH CLEARING PERFORMED ADJACENT TO SPRING CREEK FOR EASE OF SEWER STRUCTURE, SYSTEM
[00:45:01]
ACCESSIBILITY, APPROXIMATE LOCATION EAST OF SHILOH ROAD TO NAIMAN SCHOOL AREA ALONG SPRING CREEK, ITEM 2 99, EROSION CONTROL TREE BRUSH DEMOLITION, CLEAR PATH FOR FUTURE ACCESSIBILITY.APPROXIMATE PATH SIZE, 12 FEET WIDE BY 12 FEET TALL, $6,700 PER DAY TIMES FOUR DAYS TOTAL DUE 26,800.
SO AGAIN, JUST AS AN OVERALL CONCLUSION, UM, THE AUDIT IDENTIFIED OPPORTUNITIES FOR IMPROVEMENT IN THE FOLLOWING AREAS.
CONSIDERATION OF THE HISTORICAL SIGNIFICANCE AND BIOLOGICAL DIVERSITY OF THE ECOSYSTEM.
COLLABORATION WITH ALL APPROPRIATE STAKEHOLDERS, COMPREHENSION OF THE CONTRACT AND AUTHORITATIVE PRONOUNCEMENTS, REQUIREMENTS DEVELOPMENT OF A PROPER SCOPE OF WORK, COMMUNICATION WITH THIRD PARTY CONTRACTOR AND INTERNAL STAFF, MONITORING OF CONTRACT COMPLIANCE AND CONTRACTOR PERFORMANCE DOCUMENTATION AND RECORD KEEPING DEVELOPMENT AND IMPLEMENTATION OF POLICIES AND PROCEDURES.
IN ADDITION, DIFFERENCES WERE NOTED IN THE BOUNDARIES AND MAPS USED BY STAKEHOLDERS.
LOT OF INFORMATION TO GO BEFORE US COMMITTEE, DO YOU HAVE ANY THOUGHTS, ANY QUESTIONS AT THIS POINT? I DON'T, I DON'T HAVE ANY, ANY MORE THAN I'VE SHARED WITH JU WITH JUDD, UH, UH, UH, THE OTHER DAY.
UM, WE, WE, WE, UH, THINK THIS REPORT, UH, IDENTIFIES THE WEAKNESSES, UH, THAT'S, THAT ARE PART OF THE SYSTEM AND, UH, THE CORRECTIVE ACTIONS.
UM, UH, THE ONLY QUESTION I HAVE IS, ARE THE RESPONSIBILITY FOR DEVELOPING CORRECTIVE ACTIONS, UH, DESIGNATED BY DEPARTMENT OR INDIVIDUALS OR WHO WILL, WHO WILL TAKE THE LEAD IN IMPLEMENTING THESE RECOMMENDATIONS IN THE REPORT? THAT'S, THAT'S THE ONLY PIECE THAT'S, THAT'S IMPORTANT.
COUNCILMAN? UH, WE HAVEN'T GONE OVER THE RECOMMENDATIONS OR THE MANAGEMENT RESPONSE.
WE'LL GO OVER THAT IN A MINUTE.
YEAH, I THINK WHAT'S HAPPENING PRESENTLY IS TO GIVE US A VERY GOOD DETAILED, COMPREHENSIVE, TRANSPARENT REPORT AS IT RELATES TO THE HISTORY OF HOW WE GOT TO WHERE WE ARE.
UH, BUT, UH, I'M VERY INTERESTED IN THE, HOW, HOW DO WE IMPLEMENT THESE ITEMS THAT ARE ON HERE? I KNOW THAT'S COMING, SO, OKAY.
YEAH, CHAIRMAN, UM, COMMITTEE, UH, I KNOW THERE WAS A LOT, AND OBVIOUSLY, UM, AS AUDITORS, WE LOOK FOR ROOT CAUSES WHEN INCIDENTS HAPPENED.
AND I WOULD LIKE TO, I WOULD LIKE TO EMPHASIZE THAT MISTAKES WERE MADE, BUT I THINK IT'S TIME FOR US TO MOVE FORWARD.
LOOKING AHEAD AND IMPLEMENTING THESE CONTROLS FOR THIS WILL NOT HAPPEN.
AND, AND AS AUDITORS, THE FRUIT OF OUR LABOR IS NOT NECESSARILY LOOKING AT THE PAST.
AND YOU KNOW, OF, OBVIOUSLY WE LEARN FROM OUR MISTAKES, BUT IT IS TO FOCUS, PUT OUR EFFORTS GOING FORWARD.
WE ARE AT A TIME OF THANKSGIVING AND, AND END OF YEAR LOOKING FORWARD.
THAT'S WHAT WE, WE, WE WOULD LOVE TO DO WITH, FOR, WITH THAT IN MIND, UM, WE DEVELOPED SOME RECOMMENDATIONS FOR BOTH THE CITY ADMINISTRATION AND ALSO TO THE WATER DEPARTMENT.
AND THE REASON WHY WE MADE TWO DIFFERENT RECOMMENDATIONS IS BECAUSE WE JUST DON'T WANT TO ADDRESS THIS INCIDENT.
THIS COULD HAPPEN IN ANOTHER LOCATION BY ANOTHER DEPARTMENT.
SO WE WANT TO KIND OF HAVE A GLOBAL APPROACH, UH, TO COME UP WITH SOME OF THESE RECOMMENDATIONS.
UH, AND SO YOU ARE GONNA HEAR THAT.
AND, UH, PLEASE GIVE MIKE SOME GRACE.
HE'S, HE JUST GOT BACK HERE AND HE HAS LIMITED RESOURCES FROM A BUDGETARY PERSPECTIVE AS WELL AS, UH, FROM RESOURCE PERSPECTIVE.
SO IT TAKES SOME TIME FOR HIM TO IMPLEMENT THIS, BUT I'M PRETTY SURE KNOWING MIKE, UM, MY ONLY COMPLAINT WITH HIM IS THAT HE DOES NOT SLEEP ENOUGH.
THAT'S, THAT'S, THAT'S THE ONLY COMPLAINT THAT I HAVE ABOUT HIM.
BUT I AM PRETTY CONFIDENT, UH, IN HIS MANAGEMENT STYLE AND HOW HE'S GONNA ACCOMPLISH THIS.
WITH THAT, PATRICIA IS GONNA GO OVER THE RECOMMENDATIONS AND YOU, YOU ARE GONNA SEE, UM, MANAGEMENT RESPONSES IN HERE.
AND OBVIOUSLY I'M SURE MIKE WILL WANNA JUMP IN AND, AND MAKE SOME COMMENTS AS WELL FOR YOU TO DO THAT.
UH, AND I ALSO WANT TO MAKE SURE THAT THE PUBLIC IS AWARE THAT ONE OF THE REASONS THAT WE CERTAINLY WANTED TO BRING THIS TO THE COMMITTEE FIRST IS THAT AS YOU'RE HEARING, THEY'RE GOING INTO VERY INTRICATE
[00:50:01]
DETAIL, ALLOWING YOU THE OPPORTUNITY TO HEAR HOW THIS AUDIT PROCESS PROCEEDED.YOU'RE GETTING INFORMATION TODAY THAT WE MAY NOT BE ABLE TO GIVE YOU THIS TYPE OF DETAIL IN OUR WORK SESSION OR AS WE BRING IT TO COUNCIL.
SO IT'S VERY IMPORTANT THAT YOU LISTEN TO THE INFORMATION THAT'S BEING PRESENTED HERE TODAY, SUCH AS IF YOU DO HAVE QUESTIONS WHEN WE GET TO OUR WORK SESSIONS OR WHEN WE GET TO COUNCIL, THEN YOU'LL BE READY AND PREPARED TO PUT THOSE FORWARD.
BUT WHAT WE'RE DOING HERE TODAY IS TRYING TO GIVE YOU VERY MUCH DETAILS.
YOU WANTED THE DETAILS, YOU WANTED TO KNOW, WAS THIS GONNA BE A VERY COMPREHENSIVE, WAS IT GONNA BE TRANSPARENT? AND I THINK THAT WHAT YOU'RE HEARING PRESENTLY IS INDEED WHAT YOU'VE ASKED FOR.
WITH THAT, JUDD, PLEASE GO AHEAD.
SO I'LL GO OVER THE RECOMMENDATIONS, UH, THAT WE HAD FOR CITY ADMINISTRATION.
FIRST, DEVELOP A COLLABORATIVE DATABASE FOR ALL CITY OWNED, CO-OWNED AND CITY MANAGED PROPERTIES AND ASSETS TO INCLUDE CRITICAL DETAILS SUCH AS MAPS AND LOCATION, OWNERSHIP, STAKEHOLDERS, CONTRACTS, INFRASTRUCTURE, OR UTILITIES AND HISTORICAL FACTS.
CATEGORIZE THE PROPERTIES INTO VARIOUS GROUPS SUCH AS LAND PARKS PRESERVES, CREATE A CHECKLIST WITH THE REQUIREMENTS FOR EACH GROUP FOR MAINTENANCE, CAPITAL IMPROVEMENTS, ET CETERA.
THE CHECKLIST SHOULD INCLUDE RELEVANT FACTORS SUCH AS APPROVAL AUTHORITY, SUCH AS OPERATIONAL AND FINANCIAL COMMUNICATION REQUIREMENTS, SUCH AS WITHIN DEPARTMENTS AS WELL AS OTHER DEPARTMENTS AND STAKEHOLDERS.
CONTRACT REQUIREMENTS SUCH AS SCOPE OF WORK AND MONITORING, REGULATORY REQUIREMENTS, RECORD KEEPING REQUIREMENTS, AND REPORTING REQUIREMENTS.
WE ALSO RECOMMENDED DEVELOPING A FRAMEWORK THAT INCLUDES POLICIES, PROCEDURES, AND STANDARDS FOR IMPLEMENTATION BY ALL DEPARTMENTS TO ENHANCE COMPLIANCE, CONTINUITY OF OPERATIONS AND UPDATE, PRESERVE AND TRANSFER ORGANIZATIONAL KNOWLEDGE.
ENSURE APPLICABLE CITY DEPARTMENTS DEVELOP POLICIES, PROCEDURES, AND GUIDELINES FOR DAY-TO-DAY OPERATIONS AND ORDER TO COMPLY WITH THIS FRAMEWORK.
CREATE AN OVERSIGHT BODY TO PROVIDE GUIDANCE AND PERFORM MONITORING OF FRAMEWORK COMPLIANCE FOR MAJOR OR CRITICAL PROJECTS.
WORK WITH DALLAS COUNTY TO CONDUCT A SURVEY OF PARCELS OF LAND TO DETERMINE ACREAGE BOUNDARIES AND APPROPRIATE DESIGNATIONS SUCH AS GREENBELT PARK, PARK, PRESERVE, FOREST AND FOREST PRESERVE.
UPDATE RELEVANT AGREEMENTS ACCORDINGLY, INCLUDING LANGUAGE REGARDING ACCESS EASEMENTS FOR SEWER SYSTEM MAINTENANCE.
ADOPT THE MOST RECENT NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENT'S, AMENDED FIFTH EDITION STANDARDS, AND INCORPORATE THIS INTO FUTURE RELEVANT CONTRACTS.
CONSIDER CENTRALIZING THE CITY'S VARIOUS GIS FUNCTIONS UNDER THE INFORMATION TECHNOLOGY GIS DIVISION TO ENHANCE UNIFORMITY, TRANSPARENCY, AVOID DUPLICATION OF EFFORTS, AND REDUCE COSTS.
SO NOW I'LL GO OVER THE WATER DEPARTMENT RECOMMENDATIONS BEFORE I GET INTO THE RECOMMENDATION, UH, THE MANAGEMENT RESPONSES.
UNTIL THAT FRAMEWORK IS DEVELOPED AND IMPLEMENTED, THE WATER DEPARTMENT SHOULD COORDINATE AND COMMUNICATE PROJECT PLANS WITH OTHER DEPARTMENTS AND STAKEHOLDERS, GAIN AN UNDERSTANDING OF ALL RELEVANT, RELEVANT AUTHORITATIVE PRONOUNCEMENTS, SUCH AS THE CONTRACT AND ALL INCORPORATED DOCUMENTS.
AS MENTIONED, DEVELOP DETAILED SCOPE OF WORK AND PROVIDE WRITTEN DOCUMENTATION TO THE CONTRACTORS FOR ALL PROJECTS.
COMMUNICATE REQUIREMENTS AND EXPECTATIONS TO ALL STAFF.
PERFORM PROJECT MONITORING FOR CONTRACT COMPLIANCE AND DOCUMENT CONTRACTOR COMMUNICATIONS.
IMPLEMENT FULL USAGE OF THE WORK ORDER SYSTEM TO CAPTURE ALL WORK INITIATED AND PERFORMED DUE TO EMERGENCIES, CITIZEN CONCERNS AND PLANNED WORK PERFORMED BY INTERNAL STAFF AND CONTRACTORS.
THIS IS TO ENABLE MANAGEMENT TO HAVE A COMPREHENSIVE AND HISTORICAL UNDERSTANDING OF THE INFRASTRUCTURE ASSETS.
RUN PERIODIC REPORTS FOR MANAGEMENT REVIEW AND MONITORING OF PROJECTS.
ENSURE DEVELOPMENT OF A PROCESS TO COMPLY WITH REGULATORY AND REPORTING REQUIREMENTS AND RETENTION OF ALL RELEVANT RECORDS.
SO BOTH CITY ADMINISTRATION AND THE WATER DEPARTMENT CONCUR.
AND THE ACTION PLAN IS AS FOLLOWS.
CITY MANAGEMENT APPRECIATES THE WORK OF THE INTERNAL AUDIT TEAM AND ACKNOWLEDGES THE CARE CLARITY AND THOROUGHNESS REFLECTED THROUGHOUT THIS REPORT.
THE AUDIT TEAM HAS DONE AN EXCELLENT JOB OUTLINING BOTH THE SEWER SYSTEM CHALLENGES IN THE SPRING CREEK CORRIDOR AND THE CIRCUMSTANCES SURROUNDING THE CLEARING INCIDENT EARLIER THIS YEAR.
THEIR WORK PROVIDES AN OBJECTIVE RECORD OF WHAT OCCURRED AND OFFERS A CONSTRUCTIVE PATH FORWARD AT ITS CORE.
[00:55:01]
THIS INCIDENT WAS THE RESULT OF A BREAKDOWN IN COMMUNICATION.A SIMPLE PHONE CALL EITHER WITHIN OUR ORGANIZATION OR TO OUR EXTERNAL PARTNERS WOULD'VE PREVENTED WHAT HAPPENED.
THAT FACT HAS BEEN ACKNOWLEDGED CONSISTENTLY FROM THE BEGINNING, AND MANAGEMENT HAS TAKEN RESPONSIBILITY FOR IT.
WHILE MANY OF THE BROADER COMMUNITY REACTIONS EXTENDED INTO AREAS FAR OUTSIDE THE SCOPE OF THIS AUDIT, THE FUNDAMENTAL ISSUE REMAINS THE SAME.
WE FAILED TO COMMUNICATE EFFECTIVELY ACROSS DEPARTMENTS AND WITH OUR PARTNERS.
MANAGEMENT HAS REVIEWED ALL RECOMMENDATIONS IN THE REPORT, AND THERE IS NO DISAGREEMENT WITH ANY OF THEM.
THE RECOMMENDATIONS ARE SOUND REASONABLE AND WELL SUPPORTED BY THE AUDIT FINDINGS.
AT THE SAME TIME, MANY OF THESE RECOMMENDATIONS ARE SUBSTANTIAL IN SCOPE.
IMPLEMENTING THEM EFFECTIVELY WILL REQUIRE TIME PLANNING AND RESOURCES THAT ARE LIMITED.
TODAY, THE WATER DEPARTMENT, LIKE MANY AREAS ACROSS THE ORGANIZATION, OPERATES WITHIN A TYPE BUDGET WHILE MANAGING SIGNIFICANT CITYWIDE INFRASTRUCTURE NEEDS.
OUR RESIDENTS EXPECT US TO MAINTAIN ESSENTIAL SYSTEMS, INCLUDING SEWER INFRASTRUCTURE IN A RESPONSIBLE AND COST EFFICIENT WAY.
BALANCING THESE IMPERATIVES WITH AN IMPORTANT, WITH THE IMPORTANT IMPROVEMENTS IDENTIFIED IN THE AUDIT WILL REQUIRE THOUGHTFUL PRIORITIZATION AND ENGAGEMENT WITH CITY COUNCIL.
IN TERMS OF DIVERTING LIMITED RESOURCES AWAY FROM CRITICAL INFRASTRUCTURE WORK.
THAT SAID, MANAGEMENT IS FULLY COMMITTED TO IMPLEMENTING ALL REASONABLE MEASURES WITHIN OUR CURRENT CAPACITY TO REDUCE THE LIKELIHOOD OF AN INCIDENT OF THIS TYPE FROM OCCURRING FROM RECURRING.
WHILE WE RECOGNIZE THAT NO ORGANIZATION CAN ELIMINATE ALL RISK MANAGEMENT REMAINS COMMITTED TO STRENGTHENING COMMUNICATION, IMPROVING PROCESSES, AND REINFORCING ACCOUNTABILITY AS CORE RESPONSIBILITIES.
AND WE WILL PRIORITIZE THE ACTIONS NECESSARY TO MEANINGFULLY MITIGATE THIS RISK MOVING FORWARD.
SEVERAL EFFORTS ARE ALREADY UNDERWAY.
MANAGEMENT IS REVIEWING EXISTING CONTRACTS, STRENGTHENING EXPECTATIONS RELATED TO INTERDEPARTMENTAL COMMUNICATION, AND WORKING TO BETTER CONNECT OPERATIONAL TEAMS WITH THE BROADER CONTEXT OF THE SPACES IN WHICH THEY WORK.
THE MOST SIGNIFICANT STEP FORWARD IS THE WORK RECENTLY CONTRACTED WITH KIMLEY HORN.
THIS SIX MONTH ASSESSMENT, WHICH KICKS OFF KICKED OFF NOVEMBER 18TH.
WE'LL EVALUATE THE CONDITION OF THE SPRING CREEK TRUNK LINE AND HELP DETERMINE HOW WE BALANCE TWO CRITICAL RESPONSIBILITIES, MAINTAINING ESSENTIAL SEWER INFRASTRUCTURE AND HONORING OUR LONGSTANDING COMMITMENTS TO PRESERVE SPRING CREEK'S.
NATURAL AND ECOLOGICAL VALUE COUNCIL AND AUDIT ARE FAMILIAR WITH THIS PROJECT, AND IT REPRESENTS THE MOST IMMEDIATE AND IMPACTFUL ACTION THE CITY CAN TAKE.
IN RESPONSE TO THE ISSUES IDENTIFIED IN THIS AUDIT MANAGEMENT HAS ALSO WORKED CLOSELY WITH DALLAS COUNTY AND THE PRESERVATION SOCIETY FOR SPRING CREEK FOREST TO REPAIR RELATIONSHIPS, IMPROVE TRANSPARENCY, AND ENSURE FUTURE COLLABORATION.
THOSE PARTNERSHIP PARTNERSHIPS MATTER DEEPLY AND WE REMAIN COMMITTED TO STRENGTHEN IN THEM.
INTERNALLY, WE HAVE TAKEN STEPS TO REDUCE SILOS AND PROMOTE A CULTURE OF COMMUNICATION AND SHARED RESPONSIBILITY.
THESE ORGANIZATIONAL IMPROVEMENTS TAKE TIME, SUSTAINED LEADERSHIP AND ONGOING INVESTMENT, BUT THEY'RE ESSENTIAL IN PREVENTING SIMILAR BREAKDOWNS IN THE FUTURE.
IN SUMMARY, MANAGEMENT ACCEPTS THE FINDINGS OF THIS AUDIT AND THE RECOMMENDATIONS PROVIDED.
WE ALSO RECOGNIZE THAT MEANINGFUL PROGRESS REQUIRES A PHASED AND PRACTICAL APPROACH, GIVEN CURRENT STAFFING BUDGET LIMITATIONS AND THE SIGNIFICANT CAPITAL NEEDS IN OUR WATER AND SEWER SYSTEMS. THESE ARE MAJOR POINTS OF DISCUSSION THAT WILL REQUIRE THOUGHTFUL UNDERSTANDING AND PLANNING AT BOTH THE STAFF AND CITY COUNCIL LEVEL.
THE UPCOMING WORK WITH KIMLEY HORN COUPLED WITH RENEWED COMMITMENT TO COMMUNICATION AND PARTNERSHIP REPRESENTS THE MOST EFFECTIVE NEXT STEP TOWARD LONG-TERM SOLUTIONS.
MANAGEMENT REMAINS COMMITTED TO CONTINUOUS IMPROVEMENT, STRONGER COLLABORATION, AND RESPONSIBLE STEWARDSHIP OF BOTH THE CITY'S INFRASTRUCTURE AND THE NATURAL RESOURCES ENTRUSTED TO OUR CARE IMPLEMENTATION WILL BE ONGOING.
UM, THAT IS THE SUMMARY, UH, THAT IS THE AUDIT REPORT, BUT I AM SURE MIKE WANTS TO SAY A FEW THINGS I DO.
UM, MR. CHAIRMAN, WITH YOUR INDULGENCE.
UM, OF COURSE, THIS, THE MANAGEMENT RESPONSE WAS PREPARED BEFORE I ASSUME THESE RESPONSIBILITIES.
UM, YOU KNOW, I'VE BEEN ASSOCIATED AS AN EMPLOYEE HERE AT THE CITY FOR 20 YEARS AND A DECADE BEFORE THAT, UH, WORKING FOR THE CITY IN AN OUTSIDE CAPACITY.
AND DURING THAT TIME, IF YOU'VE BEEN AROUND THAT AMOUNT OF TIME,
[01:00:01]
YOU CLEARLY UNDERSTAND THE SIGNIFICANCE OF THIS PRESERVE TO THIS COMMUNITY AND ITS IMPORTANCE TO THIS COMMUNITY.AND CLEARLY WE RECOGNIZE THAT WHAT HAPPENED, UH, HERE AND THE MISTAKES THAT WERE MADE ARE HEARTBREAKING, UH, TO THE COMMUNITY.
UH, MY DAD TOLD ME WHEN I WAS A YOUNG MAN AND HAD SUFFERED, UH, SETBACKS AS A RESULT OF MISTAKES THAT I MADE, THAT YOU HAVE NO HOPE OF A BETTER PAST.
AND I LIKE WHAT, UH, JED SAID.
I THOUGHT THIS IS AN EXCELLENT, UH, AUDIT AND HAS LOTS OF INFORMATION IN IT AND, AND WE'RE GRATEFUL TO HAVE IT.
YOU KNOW, THE QUESTION IS WHAT DO WE DO GOING FORWARD? AND WHAT I CAN SAY IS, IS FROM MY PERSPECTIVE, YOU HAVE MY COMMITMENT, UH, MR. CHAIRMAN AND FOR THE THE COUNCIL AND THE COMMUNITY.
YOU HAVE MY COMMITMENT TO DO WHAT IS EVER WHATEVER IS POSSIBLE WITHIN OUR, UH, RESOURCES.
AND TO MAKE EVERY EFFORT TO MAKE SURE THAT SOMETHING LIKE THIS NEVER HAPPENS AGAIN, UH, IN THIS COMMUNITY.
AND THAT'S MY COMMITMENT TO YOU.
UH, THE OTHER COMMITMENT THAT I MAKE IS THAT WE NEED TO LOOK, UH, TO THE, THE FOLKS THAT KIMLEY HORN WE'RE WORKING WITH AND WHATEVER OTHER EFFORTS NEED TO BE MADE TO DO WHAT WE CAN TO RESTORE, UH, THE DAMAGE, UH, AND RESTORE THIS PRESERVE, UH, BACK TO AS MUCH AS POSSIBLE, THE CONDITION THAT IT WAS IN PRIOR.
WE CAN'T GROW OLD GROWTH TREES, BUT WE CAN DO WHAT WE CAN DO TO GO OUT INTO THAT COMMUNITY, INTO THAT IMPORTANT ASSET FOR THIS COMMUNITY AND TO TRY TO MAKE IT BETTER.
AND THAT'S THE COMMITMENT THAT YOU HAVE FROM ME.
UH, AS I SAID, I AGREE WITH, UH, UH, MUCH OF WHAT WAS WRITTEN IN THE MANAGEMENT, UH, RESPONSE TO THE EXTENT THAT WE WILL USE, UH, THE EFFORTS THAT WE CAN COGNIZANT OF THE FACT THAT WE'RE, WE'RE A CITY AND, UH, OF LIMITED RESOURCES, UH, WITH THE AMOUNT OF, UH, INFRASTRUCTURE PROJECTS THAT WE HAVE.
UH, I, I THINK IT'S IMPORTANT TO NOTE THAT THERE'S, THE, THE THING THAT PLEASED ME WHEN I READ THIS REPORT IS THERE WAS NO INDICATION THAT IT WAS DELIBERATE INTENTIONAL THAT SOMEBODY, UH, INTENTIONALLY DISREGARDED THIS.
IT WAS A MISTAKE THAT WAS MADE, UH, AND IT WAS A LACK OF COMMUNICATION, AS WAS NOTED, UH, WITH THE DEPARTMENTS OF THE CITY AND, UH, THE IMPORTANT STAKEHOLDERS, UH, UH, IN THE PRESERVE.
AND, UH, FROM MY PERSPECTIVE, THAT'S THE FIRST PLACE OF FOCUS FOR ME, IS HOW DO WE PREVENT THAT FROM HAPPENING AGAIN, SO WE DON'T END UP IN THIS POSITION IN THE FUTURE.
AND THAT'S THE COMMITMENT YOU HAVE FROM ME, MR. CHAIRMAN.
OTHER CONSIDERATIONS, OTHER THOUGHTS? BJ? I, I JUST LIKE TO, UH, THANK MIKE FOR, FOR SOMEBODY BEHIND ME.
OH, I, UH, THANK YOU FOR STATING YOUR POSITION AND THANK YOU J JUDD FOR MAKING, UH, THIS AN EXCELLENT AUDIT.
IT, UH, IT DIDN'T CONCENTRATE ON THE NEGATIVES THE PAST, BUT, UH, I THINK IT LAYS OUT A, A ROADMAP, IF YOU WILL.
AND YOU AND I TALKED ABOUT THIS, UH, THE NEEDS FOR MAPS, UM, UH, FOR THE FUTURE.
AND, UH, SO IT DOESN'T HAPPEN AGAIN.
UH, PROJECTS LIKE HOFER ROAD, WHICH IS NOT TOO FAR FROM THIS MISSOURI.
UH, SO, UH, UH, I'M LOOKING FORWARD TO, UH, UNDER MAX BE LEASE LEADERSHIP THAT WE, WE CAN, WE CAN, UH, UH, UH, MAKE IMPROVEMENTS THAT, UH, WE CAN, WE CAN, UH, 10 YEARS, UH, WE CAN REST ON.
AND THE THE BIG THING THAT I TAKEAWAY THAT I HAVE FROM HERE IS WORKING WITH KIM HORNE, UH, WHO HAS PRIMARY RESPONSIBILITY, UH, FOR, FOR MOVING A PROJECT FORWARD.
THAT, UH, NOW IT, IT, THE REPORT TALKS ABOUT PARKS AND RECREATION, TALKS ABOUT WATER DEPARTMENT, BUT BOTH DEPARTMENTS CAN'T.
THEY CAN WORK TOGETHER, BUT, BUT, UH, RESPONSIBILITY AND TRANSPARENCY THAT YOU'VE TALKED ABOUT, UH, HAS TO REST SOMEWHERE.
RIGHT? AND I'M CONFIDENT THAT, UH, AT, UH, MIKE, ON YOUR LEADERSHIP, UH, THAT IT WILL LAND AND WE WON'T BE, UH, VISITING THIS SCENARIO AGAIN IN THE FUTURE.
I'LL BE ECHOING A LOT OF THE SAME REMARKS.
UM, WE DEFINITELY WANT TO MAKE SURE THAT THIS TYPE OF EVENT NEVER OCCURS AGAIN.
UH, WHETHER THAT BE GEOFENCING, COMMUNICATION,
[01:05:01]
DOCUMENTATION, IT'S ALL BEEN LAID OUT.SO THAT WILL TAKE TIME AND I LOOK FORWARD TO THAT, UH, TO SEE, TO SEEING HOW THAT, UH, ALL COMES TOGETHER, UM, AND MITIGATING THE DAMAGE TO THE BEST POSSIBLE AND TO THE SATISFACTION OF THE SOCIETY AND TO OUR CITIZENS TO, TO RECLAIM THEIR, TO BE ABLE TO GET THEIR TRUST BACK.
WE'VE, WE'VE HAD A LOT OF, UM, TURMOIL OVER THE PAST FEW MONTHS AND, UH, YOU KNOW, WE, I'M LOOKING FORWARD TO US WORKING TOGETHER TO FIND, UM, A PATH THAT MAKES, MAKES THIS NOT ONLY, UH, WE CAN NEVER TAKE IT BACK TO WHERE IT WAS, BUT WE CAN TRY TO MAKE IT AS GOOD AS WE CAN.
AND, UH, SOME OF THOSE THINGS, UH, THAT WE'LL BE WAITING FOR IS THE KIMBERLY HORN STUDY, THE POSSIBLE REALIGNMENT OF THE SEWER MAIN, SEEING WHAT, WHAT THAT WOULD TAKE TO DO, UH, AND THE MITIGATION OF THE DAMAGE.
SO IT'S, UM, YOU KNOW, THIS IS AN EXCELLENT, UM, AUDIT THAT'S BEEN COMPLETED.
I APPLAUD THE TEAM THAT PUT IT TOGETHER.
I KNOW THERE'S A LOT OF HOURS AND DAYS AND WEEKS THAT HAVE BEEN PUT INTO THIS, AND, UH, UH, I VERY MUCH APPRECIATE ALL THE WORK THAT YOU'VE DONE.
UH, I DO WANNA, UH, APPRECIATE MY TEAM.
UM, AS COUNCILMAN STATED, UM, THIS WAS NOT A DIFFICULT AUDIT FROM A TECHNICAL PERSPECTIVE FROM AN ANALYTICAL PERSPECTIVE, BUT IT WAS ALSO AN EMOTIONALLY CHALLENGING AUDIT BECAUSE WE WORK HERE, WE KNOW GARDEN, WE LIVE HERE, AND SO WE'RE PART OF THE TEAM, RIGHT? UM, WHETHER WE ARE A CITIZEN COUNCIL MEMBER, STAFF, YOU KNOW, MISTAKES WERE HAPPENED, BUT HOW WE CAN FIX IT.
SO THEY, THEY, THEY MADE A LOT OF EFFORT, UH, IN GETTING THIS RIGHT AND WRITING THIS REPORT IN A WAY THAT IT IS TRANSPARENT AND CLEAR.
UH, IT'S NOT, IT WAS NOT AN EASY TASK.
AND I APPRECIATE MY STAFF PUTTING ALL THE EFFORTS, UM, IN, IN GETTING THIS REPORT OUT.
UM, I ALSO WANNA, UM, INFORM, UH, PUBLIC THAT THIS REPORT WILL BE PUBLISHED ONLINE, UM, TOMORROW.
UM, AND SO YOU WILL HAVE ACCESS TO THIS REPORT.
ONCE AGAIN, THE WHOLE IDEA OF, UM, DOING THESE KIND OF AUDITS IS TO BE COME OUT AND DO BE TRANSPARENT.
UH, AND I BELIEVE THAT WILL BUILD PUBLIC TRUST.
WE CAN ENHANCE ACCOUNTABILITY.
SO I REALLY DO WANNA THANK EVERYONE'S INPUT.
I ALSO WANT TO THANK YOU, MR. CHAIRMAN, UH, FOR YOUR SUPPORT.
AND WE HAD MANY DISCUSSIONS DURING THIS AUDIT.
YOU HAD 120% SUPPORT OF THIS FUNCTION.
WE SINCERELY APPRECIATE THAT WITH THAT.
I WANT TO SAY TO PATRICIA AND TO ZACH, YOU GUYS DID DO A WONDERFUL JOB HERE AND, UH, BRINGING FORTH THE INFORMATION.
I THINK, UH, AGAIN, THE QUESTIONS THAT HAVE BEEN ASKED THROUGHOUT THIS PROCESS IS, HOW DID WE GET HERE? NOW, THERE'S NO DOUBT IN MY HEART OR MIND THAT, UH, THERE'S STILL GONNA BE PEOPLE THAT ARE GONNA STILL HAVE QUESTIONS AND, UH, YOU'RE JUST NOT GONNA BE ABLE TO SATISFY EVERYBODY.
BUT ONE OF THE THINGS THAT I THINK THAT WE'VE ASKED OF YOU, AND THAT YOU HAVE CERTAINLY BROUGHT TO US, TRANSPARENCY, THE FACTS, AND THEN WE CAN DRAW OUR OWN CONCLUSIONS AS TO WHERE THE ACCOUNTABILITY LIES.
OUR COMMUNITY HAS REALLY BEEN IMPACTED TREMENDOUSLY, TREMENDOUSLY BY THIS EVENT.
THERE HAVE BEEN A LOT OF THINGS THAT HAVE HAPPENED AS A RESULT OF THIS.
WE'VE LOST STAFF, WE'VE LOST LEADERSHIP, AND WE'VE BEEN IMPACTED DURING THIS THANKSGIVING HOLIDAY SEASON LIKE EVERYONE ELSE.
RIGHT NOW, I'M, I THINK THAT YES, WE NEED TO PUT FORTH THE FACTS.
WE NEED TO IDENTIFY WHO'S ACCOUNTABLE AND SO ON AND SO FORTH.
BUT IN THE END, IN THE END, THE REAL QUESTION IS, WHERE DO WE GO FROM HERE? HOW DO WE GO FORWARD FROM HERE? AS FOR ME, I TRULY BELIEVE THAT DURING THIS HOLIDAY SEASON, WE NEED TO CALL A CEASEFIRE, A CEASEFIRE ON BEATING ONE ANOTHER UP, A CEASEFIRE ON TRYING TO FIND FAULT, A CEASEFIRE ON THE DAMAGE THAT WE DO ONE TO ANOTHER.
AND I THINK THAT RIGHT NOW, WHAT WE NEED TO TRULY LOOK AT IS HOW DO WE BEGIN THE HEALING PROCESS? THAT'S THE SERMON MUSIC.
[01:10:02]
WE'LL TAKE UP AN OFFERING SOON, OKAY? OKAY.BUT I SAY ALL THAT, JUST TO SAY TO YOU, AGAIN, THANK YOU SO VERY MUCH FOR THE WORK THAT YOU'VE DONE.
LET US MOVE FORWARD NOW IN THE WAY OF THE HEALING PROCESS AND HOW WE'RE GOING TO ASSURE THAT THIS NEVER HAPPENS AGAIN.
THANK YOU SO VERY MUCH WITH THAT, LET US MOVE NOW TO OUR NEXT ITEM ON THE AGENDA, WHICH IS JET.
IT IS OUR FISCAL YEAR 2026 ANNUAL AUDIT PLAN.
UH, I KNOW WE ARE ALREADY IN FISCAL YEAR 2026.
UH, HOWEVER, I, I WANTED TO GO OVER THE PLAN WITH YOU, ZACH, IF YOU MAY PULL THAT PLEASE.
SO THESE, THESE ARE THE AUDITS THAT SOME OF THESE ARE, WE'RE CURRENTLY WORKING ON, AND MOVING FORWARD WE'LL FOCUS ON.
SO I WANNA QUICKLY GO OVER THIS, AND I WOULD LIKE TO GET AUDIT COMMITTEES, UH, INPUTS ON THIS ONE.
I KNOW THERE WAS A REQUEST EARLIER, UH, AND SO I WILL, LET ME GO OVER THIS.
INITIALLY, THIS AUDIT PLAN WAS, UM, PUT TOGETHER BY ME BASED ON RISK ASSESSMENT, COUNCIL MANAGEMENT, REQUEST AUDIT, OR OBSERVATION PRIOR AUDITS AND TIME SINCE LAST AUDIT.
UH, THE FIRST AUDIT IS A CONTRACT MANAGEMENT AUDIT.
UH, I'M GONNA GO OVER THE PRELIMINARY OBJECTIVES HERE.
OBTAIN A SAMPLE OF CD CONTRACTS WITH THIRD PARTY VENDORS TO DETERMINE IF ADEQUATE CONTROLS EXIST TO OUR CONTRACT MANAGEMENT, INCLUDING COMPLIANCE MONITORING, PERFORMANCE MONITORING, AND PAYMENT MONITORING.
SO, UM, I DON'T KNOW WHICH CONTRACTS THAT WE WILL BE SELECTING, BUT WE WILL USE OUR PROFESSIONAL JUDGMENT IN SELECTING A SAMPLE OF OUR, UM, CONTRACTS BASED ON VARIOUS CRITERIA.
THE SECOND AUDIT THAT I'M PROPOSING IS THE STREET RECONSTRUCTION PROGRAM AUDIT.
UH, OBJECTIVE ONE IS TO ANALYZE THE EFFECTIVENESS AND EFFICIENCY OF THE CITY'S STREET RECONSTRUCTION PROGRAM.
SECONDLY, WE WANTED TO EVALUATE TRACKING OF LABOR, MATERIAL AND EQUIPMENT COST.
NEXT ITEM IS SINGLE, SHORT-TERM MULTI-FAMILY LODGING, RENTAL PERMIT PER AUDIT.
DETERMINE IF RENTAL PROPERTIES AND GARLANDS ARE PREMIERED BY THE CD AND EVALUATE THE HOMESTEAD EXEMPTION STATUS FOR APPROPRIATENESS.
SECONDLY, ENSURE REQUIREMENTS STATED IN THE COURT OF ORDINANCES ARE EFFECTIVELY ENFORCED, SUCH AS PERMIT, FEE COLLECTION, AND TIMELY INSPECTIONS.
NEXT AUDIT IS FIXED ASSET MANAGEMENT AUDIT.
VERIFY THAT ELIGIBLE ITEMS ARE CLASSIFIED AS PART OF THE CITY'S FIXED ASSETS IN ACCORDANCE WITH CITY DIRECTIVES.
DETERMINE WHETHER FIXED ASSETS ARE ADEQUATELY ACCOUNTED FOR, IDENTIFIED AND SAFEGUARDED.
NEXT AUDIT IS THE BUILDING INSPECTION AUDIT.
EVALUATE WHETHER PERMIT AND INSPECTION FEES ARE ACCURATELY ASSESSED, PROPERLY COLLECTED, RECONCILED AND DEPOSITED.
DETERMINE IF SYSTEM ACCESS RIGHTS ARE CONFIGURED TO PREVENT UNAUTHORIZED CHANGES OR MISUSE.
SECONDLY, DETERMINE WHETHER THE PLAN REVIEW PERMITTING AND INSPECTION SERVICES, MEET PROCESSING TARGETS AND PERFORMANCE STANDARDS.
ENSURE THE DEPARTMENT IS IN COMPLIANCE WITH THE TEXAS LOCAL GOVERNMENT CODE TIMELINESS REQUIREMENTS AND THE TEXAS STATE LIBRARY AND ARCHIVES COMMISSION'S RECORD KEEPING REQUIREMENTS.
THE NEXT AUDIT IS THE WAREHOUSE SERVICE AGREEMENT.
AS YOU'RE AWARE, WE HAVE OUTSOURCED THIS.
DETERMINING SERVICES ARE PROVIDED AND PAYMENTS ARE PROCESSED IN ACCORDANCE WITH THE TERMS AND CONDITIONS LISTED IN THE AGREEMENT.
NEXT AUDIT IS AT THE ENGINEERING DEPARTMENTS FEE ASSESSMENT AND COLLECTIONS.
VERIFY THAT THE ENGINEERING DEPARTMENT SS FEES IN ACCORDANCE WITH THE ORDINANCE.
DETERMINE IF ALL FUNDS ARE ACCOUNTED FOR.
FOLLOWING AUDIT IS TRAFFIC SIGNAL EQUIPMENT MODERNIZATION PROGRAM.
DETERMINE IF THE MODERNIZATION PROGRAM IS PROGRESSING AS PLANNED.
VERIFY THE ACCURACY OF THIRD PARTY BILLING.
NEXT AUDIT IS THE POLICE RECORD CONTRACT.
VERIFY FEES ASSESSED BY THE OPERATOR, COMPLY WITH THE CD ORDINANCE AND CONTRACT.
EVALUATE THE ACCURACY, COMPLETENESS, AND TIMELINESS OF OPERATOR PAYMENT AND REPORTING IN ACCORDANCE WITH THE CONTRACT.
VERIFY THE CONTRACTOR'S COMPLIANCE REGARDING BACKGROUND CHECK INSURANCE REQUIREMENTS AND INSURE VEHICLE ARE, ARE NOT TOWED OR RELEASED WITHOUT APPROPRIATE APPROVAL.
NEXT ONE IS GARLAND VISITOR CENTER, DETERMINING IF ADEQUATE CONTROLS EXIST FOR PAYMENT PROCESSING AND INVENTORY MANAGEMENT.
NEXT AUDIT IS CITY VEHICLE RETIREMENT AUCTION PROCESS.
EVALUATE THE CITY'S VEHICLE SLASH EQUIPMENT RETIREMENT AND AUCTION PROCESS FOR ADEQUATE CONTROLS AND COMPLIANCE.
ENSURE THAT ALL ASSETS AND AUCTION PROCEEDS ARE ACCOUNTED FOR.
ASSESS THE ADEQUACY OF PROCESS OR FACILITIES MAINTENANCE, INCLUDING TIVE, PLANT MAINTENANCE AND UNSCHEDULE REPAIRS.
EVALUATE THE ADEQUACY OF CONTROLS OVER TOOLS AND PARTS INVENTORY.
NEXT AUDIT IS REQUESTED BY COUNCILMAN OT TO ROAD USAGE, ANALYZED
[01:15:01]
ALLWAY USAGE BY CITY DEPARTMENTS.DETERMINE IF COST ARE MONITORED AND IF THE CITY IS TAKING ADVANTAGE OF THE TO TAG PROGRAM.
NEXT ONE IS THE PAYROLL AUDIT.
ASSESS THE PAYROLL PROCESS TO VERIFY THAT CONTROLS ARE IN PLACE TO ENSURE THE ADEQUACY AND RELIABILITY OF DATA PROCESS.
THIS WILL BE AUDITING AS WE IMPLEMENTED THE WORKDAY PAYROLL PROCESS.
SO WE'LL BE LOOKING INTO THE WORKDAY CONTROLS, AND THERE'S ONE AUDIT THAT'S CURRENTLY ONGOING REVENUE RECOVERY EFFORTS.
THERE ARE TWO AREAS THAT WE ARE FOCUSING ON DETERMINING IF EMS TRANSPORT DATA IS TRANSFERRED ACCURATELY AND COMPLETELY TO THE THIRD PARTY SYSTEM.
VERIFY THE THIRD PARTY INVOICE RATES ARE COMPLIANT WITH CITY ORDINANCES.
ASSESS THE ADEQUACY OF INTERNAL CONTROLS OVER BANK DEPOSITS, AND VERIFY THE ACCURACY AND APPROPRIATENESS OF THIRD PARTY COMMISSION PAYMENTS AND REFUNDS.
SECONDLY, WE WANT TO DETERMINE IF ALL ELIGIBLE COURT AND FOR ABATEMENT CASES ARE PROCESSED ACCURATELY.
VERIFY THAT INVOICES COMPLY WITH CITY ORDINANCES.
ASSESS THE ADEQUACY OF INTERNAL CONTROLS OVER PAYMENT PROCESSING AND VERIFY THAT LIEN PROCESSING IS ACCURATE, TIMELY, AND PROPERLY DOCUMENTED.
SO A LOT OF AUDITS IN DIFFERENT FOCUS.
SOME OF 'EM ARE REVENUE FOCUSED, SOME OF 'EM ARE COST CONTROL FOCUSED.
SOME OF 'EM ARE CONTRACT COMPLIANCE FOCUSED.
SOME OF 'EM ARE ACCURACY OF FINANCIAL REPORTING FOCUS.
SO I TRY TO MIX IT, UH, IN SOME AREAS WE'VE NEVER BEEN IN BEFORE.
IN ADDITION TO THAT, WE WILL PROVIDE ASSISTANCE TO OUR EXTERNAL AUDITORS AS WE NORMALLY DOES.
WE WILL ALSO CONDUCT ANY TYPE OF INVESTIGATION OR SPECIAL PROJECTS AND ALL DIFFERENT TYPES OF PROJECTS.
SO THAT IS MY PROPOSAL FOR THE FISCAL YEAR 2026.
I HOPE THAT YOU WILL NOT MAKE ME ACCOUNTABLE IF YOU DON'T COMPLETE ALL OF THESE PROJECTS BY THE END OF SEPTEMBER.
AS MIKE PREVIOUSLY SAID, I ALSO HAVE RESOURCE LIMITATIONS AND SOMETIMES THE AUDIT CAN TAKE A LITTLE LONGER BECAUSE ONCE WE GET IN THE SCOPE CAN, WE WILL HAVE TO ADJUST THE SCOPE OR, YOU KNOW, WE DID NOT PLAN FOR THE SPRING CREEK FOREST RESERVE CLEARING AUDIT LAST YEAR AND WE HAD TO DO IT.
SO THINGS LIKE THAT COULD HAPPEN.
SO GIVE ME SOME GRACE AS WELL.
CHAIRMAN, I WILL TAKE ANY QUESTIONS, IF NOT, OR ANY NEW CONSIDERATION FOR AUDITS.
IF NOT, I WOULD LIKE TO GET COMMITTEE'S APPROVAL.
WELL, I THINK THAT'S A VERY AMBITIOUS LIST,
WELL, UH, IT SEEMS TO ME THAT YOU HAVE, UH, DONE THIS YEAR AS YOU'VE DONE IN THE PAST, AND THAT IS, UH, YOU'VE PUT, UH, A LOT OF RESPONSIBILITY UPON YOURSELF.
I THINK THAT, UH, THESE ARE SOME AREAS TOO.
CAN YOU GO BACK, UH, MR. RUN? LET'S SEE.
UH, YEAH, BUT THAT THE NEXT PART RIGHT THERE, AS I LOOK AT ALL OF THOSE, THESE ARE AREAS THAT WE'RE CERTAINLY ALREADY WORKING ON AS FAR THE CITY IS CONCERNED.
UH, ESPECIALLY THE STREETS AREA, THE CODE COMPLIANCE, ALL OF THOSE ARE AREAS IN WHICH I TRULY BELIEVE THAT, UH, WE'LL FIND, UH, THERE IS SOME NEED FOR IMPROVEMENT.
AND AS WE'RE DEALING WITH THOSE, I'M SURE THAT YOU'LL BRING SOME RECOMMENDATIONS TO US THAT, THAT ALSO INCLUDE, YOU KNOW, WE HAVE THE, UH, THE UPDATES ALSO THINGS THAT WE DID THIS YEAR THAT WE'LL BE BRINGING BACK FOR UPDATES IN THE FOLLOWING YEAR.
SO CHAIRMAN, THAT WOULD FALL UNDER THE SPECIAL PROJECTS.
OBVIOUSLY, UH, WE HAVE BEEN ASKING MANAGEMENT TO PROVIDE THE UPDATES.
SO THE TIME THAT WE SPENT, UM, BY GIVING THEM DIRECTION IS MINIMAL SINCE WE'RE NOT DOING THE FOLLOW UP.
UH, AND, UH, SO THAT'S WHY, YOU KNOW, I DID NOT, IT'S UNDER SPECIAL PROJECTS.
SO I KNOW THERE ARE A FEW PENDING ITEMS THAT WILL COME TO THE NEXT AUDIT COMMITTEE.
FOR EXAMPLE, THE ONE THAT'S IN MY MIND IS THE WASTEWATER CUSTOMER CITY AGREEMENT CONTRACT.
THAT COMMITTEE WANTED TO COME BACK, AND I'M SURE THE WATER DEPARTMENT IS WORKING ON THAT ONE.
THAT WILL COME TO OUR, HOPEFULLY, UH, I'LL SPEAK TO MIKE AND FIRE WILL, I BELIEVE FIRE WILL OPERATIONS AUDIT IS ANOTHER ONE.
AND, UH, HOPEFULLY THEY WILL COME IN THE NEXT AUDIT COMMITTEE.
YES, SO I WILL NOT BE SPENDING A LOT OF TIME ON THAT ONE OTHER THAN JUST GOING OVER THE FINDINGS AND RECOMMENDATIONS SINCE MANAGEMENT IS PROVIDING THOSE RESPONSES.
AND COULD YOU VERY BRIEFLY TELL US, TELL US SO THAT PEOPLE DON'T THINK THAT WE JUST PULL THESE OUT OF THE AIR, HOW YOU COME
[01:20:01]
TO, OR CAN YOU TALK ABOUT, UH, UH, COUNCILMAN OTT GAVE YOU ONE? HOW DO YOU COME ABOUT? UM, SO THE AUDIT PLAN IS PREPARED.I LOOK, TRY TO, UM, LOOK FROM DIFFERENT ANGLES.
UM, A FEW YEARS BACK, UM, WE HAVE DONE A CITYWIDE RISK ASSESSMENT.
UM, WHEN, WHEN I SAY WE HAVE DONE IT, WE CREATED THE TEMPLATE, THE INTERNAL AUDIT PROVIDED THE TEMPLATE TO EACH DEPARTMENT, AND WITHIN EACH DEPARTMENT, I WILL, I'LL PICK ALLISON, UM, AS AN EXAMPLE.
SO THE FINANCE DEPARTMENT IS UNDER HER.
UM, SO THE DIRECTION THAT WAS GIVEN TO EACH DEPARTMENT IS THESE RISK ASSESSMENTS SHOULD NOT BE COMPLETED BY ALLISON, BY A MANAGING DIRECTOR OR A DIRECTOR.
THESE SHOULD BE COMPLETED BY WHO, THE PEOPLE WHO ARE RESPONSIBLE FOR CERTAIN AREAS.
FOR EXAMPLE, OUR FINANCE DEPARTMENT HANDLES ACCOUNTS PAYABLES, ACCOUNTS RECEIVABLE, PAYROLL, GRANTS MANAGEMENT.
SO THE MANAGERS OR SUPERVISORS OVER THOSE AREA SHALL COMPLETE THIS TEMPLATE.
THIS TEMPLATE REQUEST FOR, UM, THREE THINGS.
SIMPLY THREE THINGS THAT KEEPS THEM AWAKE AT NIGHT.
IF SOMETHING GOES WRONG AND WHAT ARE THE THREE THINGS, AND THEY DOCUMENT THAT.
ONCE THEY DOCUMENT THAT RISK, THEN WE'LL ASK THEM FOR THEM TO COMPLETE HOW, WHAT WILL BE THE IMPACT IF SOMETHING GOES WRONG, AND WHAT WILL BE THE LIKELIHOOD OF SOMETHING GOES WRONG? AND THEN WHAT DO WE HAVE IN PLACE TODAY TO MITIGATE IF THERE IS SOMETHING IN PLACE? SO WE DID THAT, A CITYWIDE SURVEY A FEW YEARS BACK.
IN FACT, I ACTUALLY WANTED TO DO ANOTHER ONE LAST YEAR, BUT THE CITY MANAGER ASKED ME TO DELAY SLIGHTLY SINCE WE WERE HAVING A LOT OF INTERNAL WISH.
AND THAT'S WHY WE DID NOT DO THAT.
BUT I STILL LOOK BACK AND COLLECTIVELY, I BELIEVE WE COMPILED ABOUT 730, UH, RISK THROUGHOUT THE CITY.
AGAIN, THESE ARE THE RISKS REPORTED BY EVERY DEPARTMENT.
SO THAT'S ONE AREA THAT I WILL LOOK AT.
SECONDLY, OBVIOUSLY, I WILL SEND OUT AN EMAIL TO, UH, TO THE CITY COUNCIL, UH, SINCE YOU WORK WITH THE COMMUNITY ON A DAY-TO-DAY BASIS, GETTING THAT FEEDBACK FROM YOU, WHAT'S IMPORTANT FOR THE COMMUNITY, THAT PROVIDES ME WITH SOME FEEDBACK.
AND I ALSO SEND AN EMAIL TO THE CITY MANAGER AND THE MANAGING DIRECTORS, UM, HIS CABINET.
AND THEY, AT TIMES, UH, I'LL USE BRIAN BRADFORD AS AN EXAMPLE.
EVERY ANNUAL AUDIT, UH, PLAN, BRIAN HAD AT LEAST THREE OR FOUR AUDIT REQUEST.
AND THERE ARE MIKE, UH, I'LL USE MIKE AS AN EXAMPLE.
UH, I THINK I MENTIONED THIS EARLIER.
HE, HE REQUESTED AUDIT IN HIS AREA.
THEN WE ALSO LOOK AT THE AREAS THAT WE'VE NEVER BEEN IN.
AND YEAH, I'VE BEEN WITH THE CITY FOR 19 PLUS YEARS RIGHT NOW, BUT THERE ARE AREAS THAT I'VE NEVER BEEN IN.
AND WE, WE DO, FOR EXAMPLE, UH, AND THE OTHER AREA IS, YOU KNOW, WE MAY HAVE A NEW SYSTEM IN PLACE.
YES, WE HAVE DONE AN AUDIT PREVIOUSLY, FOR EXAMPLE, PAYROLL.
WE HAVE DONE AN AUDIT A FEW YEARS BACK, BUT THAT WAS WITH THE DIFFERENT SYSTEM.
CURRENTLY WE HAVE A NEW SYSTEM.
SO WANTED TO GIVE A LITTLE BIT OF TIME FOR US TO IMPLEMENT THAT.
AND NOW AFTER TALKING WITH MATT, UH, WE HAVE DECIDED ALLISON IS GONNA BE IN CHARGE.
BUT THE SYSTEM CHANGE, UH, PUTTING THE JOKE ASIDE, NO, IT'S NOT
AND SO THEN WE DO, WE DO READ PERIODICALS.
WE SEE WHAT HAPPENS THROUGHOUT THE CITIES, OTHER CITIES, WHAT'S PRIORITY, WHAT IS COUNCIL'S PRIORITY, WHAT IS ADMINISTRATION'S PRIORITY? SO IT'S A COLLECTIVE EFFORT.
THEN LOOK AT OUR, THE RESOURCES AVAILABLE TO COME UP WITH THIS PLAN.
THAT'S HOW I CAME UP WITH THIS.
AND THEN WE ALSO LOOK, LIKE I SAID, FROM REVENUE PERSPECTIVE, I KNOW BUDGET IS TIGHT THIS YEAR, SO WE WANTED TO SEE IF THERE ARE AREAS WHERE WE ARE SUPPOSED TO COLLECT MONEY.
ARE WE ACCURATELY COLLECTING MONEY? ARE WE USING ALL THE RESOURCES, COST SAVINGS, COMPLIANCE, INTERNAL CONTROLS, REGULATORY REQUIREMENTS.
SO YEAH, I WISH I CAN, I HAVE A LIST OF A NUMBER OF FRAUDS, BUT I, THERE'S NO WAY, UH, WE CAN DO THAT.
THAT'S HOW I CAME UP WITH THIS AUDIT PLAN.
DO YOU FEEL YOU HAVE THE AUTONOMY, THE INDEPENDENCE TO CONDUCT THE AUDITS? I, YEAH, I'VE BEEN BLESSED, UH, WITH THAT.
UH, ESPECIALLY, UM, THE MOST IMPORTANT THING, UH, AS CD AUDITOR NEEDS IS COUNCIL SUPPORT AND THE AUDIT COM AUDIT COMMITTEE SUPPORT.
AND I'VE, I'VE BEEN VERY BLESSED.
[01:25:01]
I WILL NOT BE, I WILL NOT DO THIS JOB IF, IF I CANNOT DO THIS INDEPENDENTLY AND OBJECTIVELY.INTEGRITY IS AT THE TOP, INTEGRITY AND OBJECTIVITY.
SO I, I'VE BEEN VERY BLESSED, UM, THANK YOU TO HAVE THAT.
AND I, I, I PUT THAT FORWARD, YOU KNOW, YOU DON'T GET AN OPPORTUNITY TO DO THIS TOO OFTEN WHERE YOU REALLY GET TO HIGHLIGHT WHAT'S TAKING PLACE THERE IN THE AUDIT COMMITTEE.
BUT MORE IMPORTANTLY, UH, TO MAKE SURE THAT OUR COMMUNITY, OUR CITY RECOGNIZES TRUST IS WHAT WE ARE LOOKING FOR.
WE, WE NEED THEIR TO, WE NEED THEM TO KNOW THAT WE ARE TRANSPARENT AND THAT THEY CAN TRUST US AND THAT WE ARE GOING TO GIVE THEM THE INFORMATION.
SO, UH, THANK YOU SO VERY MUCH FOR THAT INPUT.
AND WITH THAT, I'M GONNA TURN NOW AND SAY TO OUR NEWEST MEMBER, OUR NEW CITY MANAGER, MIKE, WHEN EVERYONE BEGAN TO TALK ABOUT WHO WAS GOING TO TAKE US THROUGH THIS TRANSITION, THERE WEREN'T A LOT OF NAMES, BUT ONE NAME THAT CAME UP CONTINUALLY AND THAT EVERYBODY, AND I'M NOT JUST TALKING ABOUT THE MAYOR, I'M NOT TALKING ABOUT JUST THE COUNCIL, I'M TALKING ABOUT STAFF.
THERE WAS ONE NAME THAT CAME UP THAT EVERYONE WAS ABLE TO SAY, YES, WE BELIEVE HE CAN TAKE US THROUGH IT.
AND THAT NAME WAS YOURS, MIKE.
S SO I JUST WANNA SAY TO YOU TODAY, THANK YOU SO VERY MUCH FOR COMING OUT OF RETIREMENT, THE THIRD TIME,
AND LISTEN, WE ARE PRAYING FOR YOU BECAUSE WE KNOW THAT YOU, YOU HAVE AN AWESOME TASK BEFORE YOU.
BUT ONE THING ABOUT IT, HOPE WE'RE GONNA CERTAINLY KEEP HOPE ALIVE AND WE'RE GONNA CONTINUE TO PRAY WITH YOU.
BEFORE WE DO THAT, I THINK BJ WILLIAMS HAS SOMETHING THAT HE, HE WANTED TO SAY.
I'M SORRY, BJ, DO YOU HAVE SOMETHING? NO, YOU, YOU, YOU'VE SAID IT.
IF I MAY, MR. CHAIRMAN TH THANK YOU FOR THAT.
AND, UH, I'M, I, AS I EXPRESSED TO YOU ALL, UH, PREVIOUSLY, I'M, I'M VERY GRATEFUL FOR THE TRUST THAT YOU'VE PLACED IN ME.
UM, I UNDERSTAND THAT THERE'S MUCH TO DO AND THAT COUNTING ON ME, AND, UH, I'M COMMITTED TO WORKING TIRELESSLY, UH, TO, UH, DO THE THINGS THAT WE NEED TO DO TO ESTABLISH THE PUBLIC TRUST AND TO MAKE SURE THAT WE ACHIEVE OPERATIONAL EXCELLENCE HERE AT THE CITY.
AND THAT'S MY GOAL AND COMMITMENT TO Y'ALL.
SO THANK YOU VERY MUCH FOR THOSE KIND WORDS.
LEGAL, WE GOT ANYTHING ELSE BEFORE? NO, WE'RE GOOD.
EVERYBODY ON CLEAR, ANDY AT 3:27 PM WE ARE ADJOURNED.