CITY OF SUNNYVALE
City Council Study Session Summary
Discuss Audit Findings and Recommendations Regarding
the Emergency Preparedness Program and Animal Control Program
October 12, 2004

The City Council met in study session at City Hall in the West Conference Room at 456 West Olive Avenue, Sunnyvale, California on October 12, 2004 at 6:30 p.m., with Vice Mayor Chu presiding.

Mayor John Howe, Vice Mayor Dean Chu, Council Members Fred Fowler, Julia Miller, Melinda Hamilton, Otto Lee, and Ron Swegles

City Council Members Absent: None

City Manager Amy Chan, City Attorney Valerie Armento, Deputy City Manager Chuck Schwabe, Acting Public Safety Director Pat Dwyer, Finance Director Mary Bradley, Parks and Recreation Director Robert Walker, Public Works Director Marvin Rose, Captain Mark Stivers, Senior Management Analyst Pete Gonda (Finance), Management Analyst Cheryl Solov (Finance).

Visitors/Guests Present: Jack Rowe and Harriet Rowe, Sunnyvale Citizens

Call to Order: 6:30 p.m.

Study Session Summary:

Vice Mayor Chu opened the floor for discussion. The City Manager clarified that this study session was meant to be a continuation of a previous public hearing to review the audit findings and recommendations for the Animal Control and Emergency Preparedness Program. The City Manager further clarified that she wanted to also take the opportunity to provide additional information on the city’s internal audit program in general and the performance audit segment in particular, to better meet the Council’s expectations as to how they would like to review and consider future performance audit recommendations/results.

Director Bradley and Management Analyst Solov conducted a presentation on the city’s internal audit program, including the newly created audit charter, and summarized the key findings of the animal control and emergency preparedness audits.

A discussion ensued on the respective roles of council, city manager, directors/program managers, and audit staff when conducting and responding to audit findings. Further discussion centered around the uniqueness of the Sunnyvale performance-based budgeting system that ties service levels to resource allocation, and how this affects performance auditing.

Council Member Fowler expressed the overall concern of ensuring that problems identified in performance audits would in fact be addressed. He further expressed concerns that recommendations to change outcome measures should not have any effect on service levels.

The City Manager clarified that any changes to program outcome measures would need City Council approval. The City Manager then requested feedback from Council as to the easiest and most effective way to review future audit findings.

Mayor Howe proposed that all performance audit findings be presented to Council at a public hearing. The Council would have the option of accepting the report, or if a majority of the City Council so requested, the audit results could be further discussed at a study session. Mayor Howe also proposed that, if a smaller number of Council Members wished to make a separate inquiry, they could do so and forward comments or concerns to the full Council for consideration.

Council Member Fowler offered a friendly amendment recommending that the City Manager provide periodic status reports to Council on post-audit implementation efforts.

Adjournment: 7:24 p.m.

Respectfully submitted,
Pete Gonda
Senior Management Analyst, Finance