HomeMy WebLinkAboutAudit Reports - Public - Cable Communications - Audit Follow-up - 9/5/2018
Date: September 5, 2018
To: Kevin R. Phelps, City Manager
From: Candace MacLeod, City Auditor
Subject: Audit Follow-up: Cable Communications
The City Auditor’s Office completed an audit of Cable Communications in 2016. In July
2017, a follow-up was conducted, indicating that 5 of the 27 audit recommendations
remained open. An additional follow-up was performed in August 2018. Of the 5
remaining items, 1 is closed, 2 are ongoing, and 2 are open. The open items include:
• Requesting City Council approval of the Glendale Media Center’s (GMC) policies
for internal and external usage of the facility.
• Requesting City Council approval of the GMC’s rental rates, in accordance with
City Code.
Public Affairs anticipates that actions will be taken to close these remaining items by
December 31, 2018. An additional follow-up will be performed in 2019.
Please contact me if you have any questions.
Attachment
cc: Michael D. Bailey, City Attorney
Lisette Camacho, Assistant Director Budget and Finance
Tom Duensing, Assistant City Manager
Jack Friedline, Assistant City Manager
Vicki Rios, Director of Budget and Finance
Rick St. John, Police Chief
Brent Stoddard, Director of Public Affairs
_____________________________________________________________________________________
City Auditor’s Office 1 Cable Communications Follow-up
Recommendation
Management Response
August 2017
Management Response
August 2018 Status
3.2 Public Affairs
formalize and
request Council
approval of the
Glendale Media
Center (GMC)
rental rates in
accordance with
City Code.
The item is currently in the
City Attorney's Office for
review.
The fees for facility rentals
were planned to be
approved by Council in
October 2017 as part of a
multi-departmental policy.
The ordinance was not
completed before the
previous Facilities Director
left. Public Affairs will
continue to work with the
Facilities Director to bring an
ordinance forward to
Council by the end of 2018.
Open
3.3 Public Affairs
develop a policy
for internal and
external usage of
the GMC.
The policies have been
developed and are
awaiting Council
approval. The item is part
of the larger “facilities”
policy that will be coming
forward to Council once
the Attorney’s Office has
finished their review.
The policies for facility rentals
were planned to be
approved by Council in
October 2017 as part of a
multi-departmental policy.
The ordinance was not
completed before the
previous Facilities Director
left. Public Affairs will
continue to work with the
Facilities Director to bring an
ordinance forward to
Council by the end of 2018.
Open
7.1 Public Affairs
consider
conducting a
Glendale 11
viewership survey
to assist with
future allocation
of resources and
technology.
Staff met with
management to discuss
the need for a survey to
gather accurate data.
Survey questions have
been developed. Staff
submitted potential
questions for the survey in
September 2016. The
survey results should be
completed by the end of
FY2018.
It is a high priority for us to
keep current with and
understand viewership trends
and allocate our time and
resources accordingly. We
discuss this continually and
adjust based on what
people want. We follow
current industry trends and
best practices for reaching
viewers in the way they want
to be reached, across
multiple platforms which
include our cable TV
channel, social media,
website, sharable video links
and more. Surveying will be
ongoing.
Ongoing
_____________________________________________________________________________________
City Auditor’s Office 2 Cable Communications Follow-up
Recommendation
Management Response
August 2017
Management Response
August 2018 Status
7.2 Public Affairs
develop
comprehensive
goals, objectives
and performance
measures for
Cable
Communications
based on survey
results and report
progress
periodically.
This will be completed as
part of a Tier 2 Balanced
Scorecard project.
As part of the budget
process we have developed
measurable goals and
performance measures for
Cable Communications.
These goals and measures
will continue annually as part
of the budget and strategic
planning process.
Ongoing
9.3 Public Affairs
consult with
Police regarding
transferring
security and
access
responsibilities for
the GMC.
PD had the security
system vendor visit the
GMC in August 2016 to
evaluate the cost of this
project, to upgrade our
current system, and to
migrate this service to
their department. Utilizing
department savings at
the end of FY17, staff was
able to update the
computer system and
software needed to have
Security Services manage
the system. This was
completed at the end of
June 2017. We will now be
working with IT to provide
remote access for Security
Services, at which time
the system will be fully
managed by PD. The
estimated completion
date is October 2017.
GMC security and access
has been migrated to and is
now managed by Glendale
PD/Security Services. The
building is also now
managed by the Facilities
Department, further
removing Cable staff as
responsible for the GMC.
Closed