Community Development Procurement Process Performance Audit
September 2021
City of Durham
Audit Services Department
101 City Hall Plaza
Durham, NC 27701
919-560-4213
Staff Germaine F. Brewington, Director
Sonal Patel, Assistant Director
Dredlin Rodriguez, Senior Auditor
Marcus Mundy, Internal Auditor
Robert Espinosa, Quality Control
Community Development Procurement Process Performance Audit September 2021 Page 2
Date: September 27, 2021 To: Audit Services Oversight Committee From: Germaine Brewington, Director of Audit Services Subject: Community Development Procurement Process Performance Audit
The Audit Services Department staff completed the report for the Community
Development Procurement Process Performance Audit dated September 2021. The
purpose of this audit was to review the procurement process of the Community
Development Department.
This report presents the observations and results of the Community Development
Procurement Process Performance Audit. Five recommendations were proposed. In
response to these audit recommendations, City Management concur with the
recommendations made. The detailed Management Response to the recommendations
is included with the attached report.
The Audit Services Department staff would like to acknowledge the contributions of
staff from the Community Development Department that provided information to
enable the audit process.
aud
it s
ervi
ces
Community Development Procurement Process Performance Audit September 2021 Page 3
Table of Contents
Highlights ...................................................................................................................................................... 4
Background ................................................................................................................................................... 7
Objective .................................................................................................................................................... 10
Scope, Methodology, and Compliance ....................................................................................................... 10
Scope ....................................................................................................................................................... 10
Methodology ........................................................................................................................................... 10
Compliance ............................................................................................................................................. 11
Results and Findings .................................................................................................................................... 12
Objective 1 Results Summary ................................................................................................................. 12
Finding 1 .................................................................................................................................................. 12
Finding 2 .................................................................................................................................................. 16
Conclusion ................................................................................................................................................... 19
Recommendations ...................................................................................................................................... 20
Recommendation 1 ............................................................................................................................. 20
Recommendation 2 ............................................................................................................................. 20
Recommendation 3 ............................................................................................................................. 20
Recommendation 4 ............................................................................................................................. 21
Recommendation 5 ............................................................................................................................. 21
Management Response .............................................................................................................................. 22
Distribution of Report ................................................................................................................................. 26
Community Development Procurement Process Performance Audit September 2021 Page 4
Audit Report Highlights Background The Community Development Department is responsible for coordinating the City’s community development and neighborhood stabilization and revitalization efforts including financial empowerment and home retention, affordable housing, and homelessness services programs. The City implements these services by working with developers and community housing development organizations. The Community Development Department uses different funding sources to meet this obligation. The procurement process is driven by the specific funding sources that are used to complete a project.
Objective The Objective of the audit was to:
Review the procurement process of the Community Development Department.
Why this audit is important
Proactively reviewing the procurement process at the
Community Development Department ensures that proper
controls are in place to appropriately manage the
approximately $146 million of funds that the Department is
set to receive. The Department has begun to administer
funding with higher amounts and increasingly more complex
requirements from four HUD entitlement programs, City
funds as well as Covid-19 response funding.
Highlights
Based on testing performed by Audit Services Department staff,
all applicable procurement guidelines were followed and non-
compliance with procurement guidelines was not noted for the
projects reviewed. In discussion with Community Development
Department staff and review of the procurement process, some
areas of concern were noted that would directly impact the
Department’s ability to ensure compliance with procurement
standards going forward. Factors such as: inadequate written
standard operating procedures, insufficient training, ineffective
internal communication and a lack of a project management
system contribute to a risk of non-compliance within the
procurement process. In addition, based on results from the
survey administered by the Audit Services staff, it appears that
an unhealthy departmental culture also exists. The culture of a
department drives how it conducts business and executes its
strategies. An unhealthy departmental culture can impact the
Community Development Department’s ability to effectively
administer the funding it receives.
Community Development Procurement Process Performance Audit September 2021 Page 5
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Community Development Procurement Process Performance Audit September 2021 Page 6
Audit Services Department
Internal Audit
The Audit Services Department serves a three-fold role
at the City of Durham. Our number one goal is to
provide independent, objective assurance that City
processes are working effectively. Secondly, we serve as
internal fraud examiners when fraud, waste, or abuse is
alleged against a City employee or department. Finally,
to constantly foster high ethical standards, we provide
in-depth ethical training to all City employees on a
rolling basis. To learn more, visit our CODI site or our
page on the City of Durham’s website.
Audit Services Oversight Committee
To maintain its organizational independence, the Audit Services
Department reports to the Audit Services Oversight Committee
(ASOC) at meetings a minimum of four times a year. The ASOC
approves all proposed audit plans and completed audits prepared
by Audit Services staff.
The Audit Services Oversight Committee is made up of six members:
two City Council Members, three resident members, and one
alternate City Council Member. The current members include one
certified public accountant and persons with business experience.
The City Manager is an ex-officio, non-voting member of the ASOC.
Audit Services Oversight
Committee Members
Chair:
Nick Long
Resident Member
Vice-Chair:
Shanell Frazer
Resident Member
Committee Members:
Steve Schewel
Mayor
City Council Member
Jillian Johnson
Mayor Pro-Tempore
City Council Member
Matthew Ruterbories
Resident Member
Charlie Reece
Alternate
City Council Member
Non-Voting Member:
Wanda S. Page
City Manager
Community Development Procurement Process Performance Audit September 2021 Page 7
Background
The Community Development Department is responsible for coordinating the
City’s community development and neighborhood stabilization and
revitalization efforts including financial empowerment and home retention,
affordable housing, and homelessness services programs. The City
implements these services by working with developers and community
housing development organizations. The Community Development
Department uses different funding sources to meet this obligation. The
procurement process is driven by the specific funding sources that are used
to complete a project. It is important that the Community Development
Department (CDD) staff follow the correct procurement process to ensure the
City is in compliance with all funding source requirements.
The different types of funding received that drive the procurement process
include:
CDBG
CDBG-CV
ESG
ESG-CV
HOPWA } federally mandated requirements
HOPWA-CV
HOME
HOME-ARP
ERAP
COC
Dedicated Housing Funds
General Funds
Bond } City mandated requirements
Community Development Procurement Process Performance Audit September 2021 Page 8
Over the past ten years, Community Development's funding has grown from
just federal entitlement funds (CDBG, HOME Investment Partnership, and ESG
(Emergency Solutions Grants)) along with a small amount of bond program
income (loan repayments from previous bond referenda) to more funding
sources and significantly higher amounts. The Department now has all four
HUD entitlement programs (CDBG, HOME Investment Partnership, ESG, and
HOPWA (Housing Opportunities for Persons with AIDS)) and $7.8 million in
annual City funds. Over that period, the funding increased from under $6
million to over $17 million annually, with some years expending over $20
million. During that same time, the federal regulations have become more
complex to administer. The Department has begun to implement projects with
multiple funding sources and serve as administrators of Durham's homeless
housing system. Additionally, the Department now administers $95 million in
affordable housing bond funds and, since the COVID-19 Pandemic began 18
months ago, receives almost $25 million in COVID-19 response funding.
The following table shows the funding sources and the associated fiscal year
2022 allocations.
Community Development Procurement Process Performance Audit September 2021 Page 9
Table 1: Funding sources and allocated amounts for fiscal year 2022
FUNDING SOURCES F22 - ALLOCATION
CDBG $2,138,128
CDBG-CV $2,716,217
HOME $1,199,161
HOME-ARP $4,346,151
ESG $174,344
ESG-CV $2,662,668
HOPWA $542,712
HOPWA-CV $70,340
ERAP 1 $8,414,809
ERAP2 UN-ASSIGNED ON HAND (40%) $2,663,298
ERAP2 UN-ASSIGNED YET TO BE RECEIVED (60%) $3,994,947
COC $45,000
DEDICATED HOUSING FUNDS $7,569,149
GENERAL FUND $2,224,056
BOND (NEW) $95,000,000
TOTAL FUNDS/GRANTS $133,760,980
FUNDING SOURCES TOTAL AMT AVAILABLE
CDBG PI $153,774
HOME PI $2,270,496
BOND PI $9,551,777
TOTAL PROGRAM INCOME $11,976,047
GRAND TOTAL $145,737,027
Community Development Procurement Process Performance Audit September 2021 Page 10
Objective
The objective of the audit was to:
Review the procurement process at the Community
Development Department.
Scope, Methodology, and Compliance
Scope
The scope of the audit included examining all current practices as they
relate to procurement at the Community Development Department.
Methodology
Audit Services Department staff performed the following procedures to
accomplish the objectives of the audit:
1. reviewed the expenditures to date by funding source and
reviewed the contracts that were awarded for fiscal years 2020
and 2021;
2. interviewed Community Development Department (CDD) staff
involved in the procurement process;
3. reviewed CDD internal procurement guidelines;
4. reviewed funding stream specific guidelines;
5. reviewed controls over the procurement process;
6. selected a [judgmental] sample of contracts from different
funding sources to test for procurement compliance and
performed the following:
a) determined procurement requirements by type of funding
source; and
Community Development Procurement Process Performance Audit September 2021 Page 11
b) reviewed whether the procurement was in compliance with
the funding source requirements;
7. surveyed Community Development Department staff and
inquired about procurement practices and departmental
culture;
8. reviewed procurement specific training taken by Community
Development Department staff for fiscal years 2020 or 2021;
and
9. reviewed the communication process by which staff are kept
informed about changes to rules/requirements.
During the audit, the Audit Services Department staff also maintained
awareness for the potential existence of fraud.
Compliance Audit Services staff conducted this performance audit per generally
accepted government auditing standards. Those standards require that
the Audit Services staff plan and perform the audit to obtain sufficient and
appropriate evidence to provide a reasonable basis for our findings and
conclusions based on the audit objectives. Audit Services staff believe that
the evidence obtained provides a reasonable basis for our findings and
conclusions based on our audit objectives.
Community Development Procurement Process Performance Audit September 2021 Page 12
Results and Findings
Objective 1 Results Summary
REVIEW THE PROCUREMENT PROCESS AT THE COMMUNITY DEVELOPMENT DEPARTMENT
Based on testing performed by Audit Services Department staff, all
applicable procurement guidelines were followed and non-compliance
with procurement guidelines was not noted for the projects reviewed.
Audit Services Department staff selected a sample of 17 (39%) of the 43
contracts awarded during fiscal years 2020 and 2021 and verified that
applicable procurement guidelines were followed. No exceptions were
noted. There were instances when deviations occurred from the normal
procurement process when a request originated from City Council
members or the City Manager. However, all exceptions were approved by
City Council and an exception memo was also on file for the deviations
from protocol. These deviations, because City Council is the ultimate
approving authority, were not considered exceptions for our testing
purposes.
In discussion with Community Development Department staff and review
of the procurement process, some areas of concern were noted that
would directly impact the Department’s ability to ensure ongoing
compliance with procurement standards.
Finding 1
Audit Services staff found:
Factors exist within the Community Development Department that could potentially
contribute to the risk of non-compliance within the procurement process.
Based on a review of the procurement process, discussions with
Community Development Department staff and survey results, a risk exists
that the Community Development Department staff may not comply with
procurement guidelines. The following fish bone diagram captures the
Community Development Procurement Process Performance Audit September 2021 Page 13
factors that could contribute to the potential risk of non-compliance in the
procurement process. See Graph 1 results below.
Graph 1: Fishbone diagram of root causes for risk of non-compliance
Inadequate written guidance:
The Community Development Department does not have comprehensive
standard operating procedures over the procurement process. Staff currently
use a procurement checklist to help guide them through the procurement
process. The checklist only focuses on the request for proposal method of
procurement. The procurement process guidance should incorporate
appropriate requirements based on funding source, amount, project type etc.
The policy should also address allowed deviations from the process as well as
clearly defined roles and responsibilities. During the last year, Department
Community Development Procurement Process Performance Audit September 2021 Page 14
leadership contracted with an outside consultant to help improve the current
procurement process. The Department engaged Inspirus Consulting, Inc. to
assist with organizational development and procurement process
improvement. This process is still ongoing.
Insufficient training:
The Community Development Department staff could mitigate the risk of
potential non-compliance by increasing training opportunities. One of the
questions asked in the survey was, “Do you feel that you have received the
training necessary to perform procurement activities?” The results were as
follows: 12% of the staff stated that they strongly disagree, 53% stated that
they disagree, 18% neither agreed nor disagreed and 18% agreed. Graph 2
below shows the results.
Graph 2: Training necessary to perform procurement activities
In addition, Community Development Department staff do not understand why
some projects deviate from the expected procurement process. This
contributes to an environment of mistrust and confusion. It also contributes
to a perception of non-compliance with procurement requirements among
staff members. For example, in certain instances Dedicated Housing Funds are
11.76%
52.94%
17.65% 17.65%
0.00%
Stronglydisagree
Disagree Neitheragree nordisagree
Agree Stronglyagree
0.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
I feel that I have received the training necessary to perform procurement activities.
Responses
Community Development Procurement Process Performance Audit September 2021 Page 15
awarded at the discretion of City Council or by the City Manager with City
Council approval. City Council has the power
to override the procurement requirements for
certain funds and award a contract to a given
agency without competitive bidding.
Therefore, given that the authority exists, no
procurement regulations are violated. In other instances, given the pandemic,
the federal government relaxed some procurement requirements as spending
of funds needed to be expedited.
Cross functional training is also recommended. Training on requirements for all
funding streams across divisions will provide clarity for all staff, preclude
confusion resulting in part to operating in silos and enhance trust about the
application of requirements. The terminology used by staff is also not
consistent and can create unnecessary confusion among staff members.
Ineffective internal communication:
Communication within the department is ineffective as a formal process is not
in place to ensure that changes to the procurement process are communicated
to all staff in a timely manner. Ineffective communication relating to
procurement changes can increase the risk of non-compliance.
Lack of a project management system:
At present the Department does not use a project management system. The
Community Development Department staff highlighted this as an issue during
interviews with Audit Services Department staff. Without a project
management system, the current procurement process enables bottlenecks to
occur. Part of the internal procurement
process requires reviews at various levels;
however, the current process does not specify
the length of time each review phase should
take. According to Community Development
staff, sometimes documents stay with an individual for review for long periods
of time. In addition, project documentation may reside in several individuals’
email folders and therefore not be readily accessible. A project management
CDD leadership should increase training for staff specific to the procurement process.
Review delays and documents not residing in a central location create bottlenecks.
Community Development Procurement Process Performance Audit September 2021 Page 16
system can help ensure all documentation resides in a centralized location.
Using a project management software tool makes it a lot easier for the project
management team to be able to collaborate on large projects. Such a software
tool allows everyone to share documents, timelines, and status updates, so you
know where each team member is as it relates to a project completion
deadline, how much is completed, and how much remains to be completed.
Finding 2
Audit Services staff found:
An unhealthy departmental culture exists at the Community Development Department
which can impact the staff’s ability to effectively administer the funds it receives.
An organization’s culture consists of the values, beliefs, attitudes, and
behaviors that employees share and use on a daily basis in their work. The
culture is also a driver of decisions, actions, and ultimately the overall
performance of a given organization. The values adopted at the City of
Durham to drive a positive culture include leadership, teamwork, open
communication, integrity and fairness. A
healthy culture at the Community
Development Department would reflect the
following positive attributes: clear
communication of stated objectives, trust in
leadership’s understanding of the process,
high performing teams, and an environment
where everyone is held accountable.
The Audit Services Staff interviewed and surveyed employees within the
Community Development Department. Based on the survey results it
appears that an unhealthy departmental culture exists. In general, the
culture of a given organization drives how it conducts business and executes
its strategies. Tone-at-the-Top is one of four points of focus for the Control
Environment of the Committee of Sponsoring Organizations of the Treadway
Commission’s (COSO) Internal Control Framework. The COSO Framework is
deemed to be a best practice sanctioned by the Securities and Exchange
Commission (SEC), which clarifies for all business entities, the requirements
An unhealthy departmental culture exists at the Community Development Department. Staff do not trust the Department’s upper management.
Community Development Procurement Process Performance Audit September 2021 Page 17
for determining what makes up an effective internal control system. Internal
controls are procedures, systems, applications and rules to ensure the
transparency and integrity of the accounting system of an organization. The
City of Durham adopted in 2002 some sections of the Sarbanes Oxley Act of
2002 and the COSO Framework of Internal Controls as standards to
undergird the accounting system and the City’s system of internal controls.
This Framework states, “In setting the Tone-at-the-Top the governing body
and management at all levels of the entity demonstrate through their
directives, actions and behaviors the importance of integrity and ethical
values to support the functioning of the system of internal controls. Tone-at-
the-Top refers to the ethical atmosphere that is
created in the workplace by the organization's
leadership. Tone-at-the-Top plays a role in how
the leadership of an organization creates or
changes the organizational culture, whether
intentionally created or not. Whatever tone
management sets will have a trickle-down effect
on employees of the organization. When the
tone set by managers upholds ethics and
integrity, employees will be more inclined to
uphold those same values”. An unhealthy departmental culture in
Community Development can impact the department’s ability to effectively
administer the funding it receives.
The following fish bone diagram captures the responses from 16 of the 21
employees who answered the survey. Responses identified negative
attributes which can undergird an unhealthy departmental culture. See Graph
3 results below.
COSO Framework of internal controls
Community Development Procurement Process Performance Audit September 2021 Page 18
Graph 3: Fishbone diagram- negative attributes which can undergird an
unhealthy culture
Based on survey comments, Community Development Department Staff
do not trust upper management and feel that the leadership team isn’t
cohesive in messaging or direction. Staff feel that department goals are
not communicated clearly. This lack of being a cohesive unit makes it
difficult to articulate a clear direction. Internal conflicts between the
Fiscal Division and Strategy Division management further perpetuate an
unhealthy departmental culture. In addition, ineffective communication
exists within the Department between the front line and mid-level
employees in the Divisions and upper management. This environment
directly impacts the tone from the top.
Community Development Procurement Process Performance Audit September 2021 Page 19
Conclusion
Based on testing performed by Audit Services Department staff, all
applicable procurement guidelines were followed and non-compliance
with procurement guidelines was not noted for the projects reviewed. In
discussion with Community Development Department staff and review of
the procurement process, some areas of concern were noted that would
directly impact the Department’s ability to ensure compliance with
procurement standards going forward. Factors such as: inadequate
written standard operating procedures, insufficient training, ineffective
internal communication and a lack of a project management system
contribute to a risk of non-compliance within the procurement process.
In addition, based on the survey results it appears that an unhealthy
departmental culture also exists. The culture of an organization drives
how it conducts business and executes its strategies. An unhealthy
departmental culture can impact the Department’s ability to effectively
administer any funding it receives.
Community Development Procurement Process Performance Audit September 2021 Page 20
Recommendations
Recommendation 1 The Community Development Department management should create written procurement standard operating procedures that are comprehensive and provide guidance to staff on what procurement requirements to follow to ensure compliance with all applicable procurement requirements. The standard operating procedures should also address allowed deviations from the process and the applicable documentation required to justify the deviation. The roles and responsibilities of all staff involved in the procurement process should also be clearly defined. Value Added: Risk Reduction; Compliance
Recommendation 2 The Community Development Department management should provide relevant ongoing training for all employees to introduce and reinforce policies, procedures, and applicable regulations pertaining to the procurement process. Value Added: Risk Reduction; Compliance
Recommendation 3 The Community Development Department should explore the feasibility of using an integrated
project management tool to manage projects. Using a project management software, will
enable the management team to collaborate on projects. The software should allow everyone
to share documents, timelines, and status updates, to ensure an effective and efficient
outcome.
Value Added: Risk Reduction; Efficiency
Community Development Procurement Process Performance Audit September 2021 Page 21
Recommendation 4 The Community Development Department senior leadership should develop and submit an action plan to City management to develop trust between senior leadership and staff. This action plan should also include steps to improve the tone at the top by working as a cohesive unit and providing consistent and clear guidance to staff. Senior leadership should address their internal issues and engage in activities that will build trust between upper management and staff. Value Added: Risk Reduction; Compliance
Recommendation 5 The Community Development Department management should establish communication channels to disseminate pertinent information to staff so that all staff are kept abreast of any changes to organization operations. Value Added: Risk Reduction; Compliance
To learn more, visit our website at durhamNC.gov/audit
Community Development Procurement Process Performance Audit September 2021 Page 22
Management Response
Memo
Date: September 22, 2021
To: Dr. Germaine F. Brewington Director, Audit Services
Through: Reginald J. Johnson Director, Community Development Subject: Management’s Response to Recommendations Community Development Procurement Process Performance Audit Dated September 2021 The following is the management’s response to the Community Development Procurement
Process Audit dated September 2021.
Recommendation 1:
The Community Development Department management should create written procurement
standard operating procedures that are comprehensive and provide guidance to staff on what
procurement requirements to follow to ensure compliance with all applicable procurement
requirements. The standard operating procedures should also address allowed deviations
from the process and the applicable documentation required to justify the deviation. The roles
and responsibilities of all staff involved in the procurement process should also be clearly
defined.
Management’s Response:
We concur. Management is in full agreement with the recommendation.
The Department recognizes the need to develop better written procurement standard
operating procedures. The first step is to engage in process mapping to define the process,
the permutations and deviations, and the roles and responsibilities in completing task or
deliverables for the procurement process. Once that is done, then detailed standard operating
procedures will be written. This process is already underway in working with a consultant to
assist us with processing mapping. We have already begun to define the process. The
process mapping and role definition work should be completed within the next 45-60 days.
Community Development will designate a procurement process owner who will in
Community Development Procurement Process Performance Audit September 2021 Page 23
collaboration with the Compliance Team, Fiscal Team, and project managers, craft specific
procurement operating procedures that will be reviewed with the Director and staff, and
formally approved and made available for all Community Development staff.
Implementation Date: January 2022.
Community Development Staff: Terri Porter Holmes, Matt Schnars, Sarah Zinn
Recommendation 2:
The Community Development Department management should provide relevant ongoing
training for all employees to introduce and reinforce policies, procedures, and applicable
regulations pertaining to the procurement process.
Management’s Response:
We concur. Management is in full agreement with the recommendation.
While Community Development currently does provide educational/training opportunities for
staff, the Department will better formalize this effort by developing an assessment to identify a
multifaceted training approach to include training from resources external to the City, training
from other City departments, and training presented by Community Development staff
members. Community Development will establish a cross functional team comprised of
representatives of management and staff. The cross functional team will review and assess
the training and education needs of the Department at the following levels: a) all staff both
mandatory and voluntary; b) team or process specific training or education; c) lunch and learn
discussions (guest speakers both Community Development staff and other Departments; and
d) individual educational/training/development opportunities. The team will review
educational/training progression and status monthly. This will involve an ongoing process that
will begin in November 2021.
Implementation Date: November 2021
Community Development Staff: Karen Lado and Terri Porter Holmes
Recommendation 3:
The Community Development Department should explore the feasibility of using an integrated
project management tool to manage projects. Using a project management software will
enable the management team to collaborate on projects. The software should allow everyone
to share documents, timelines, and status updates, to ensure an effective and efficient
outcome.
Management’s Response:
We concur. Management is in full agreement with the recommendation.
Community Development recognizes the need for acquiring an integrated project
management tool or software and has begun to explore the feasibility of using an integrated
Community Development Procurement Process Performance Audit September 2021 Page 24
project management tool to manage projects. Last fiscal year, Community Development
submitted a request to the Technology Solutions (TS) Department to develop a project
management software for all staff members to use in tracking and collaborating on projects.
The proposal was approved by the IT (Information Technology) Solutions Committee and the
Department is now working with the TS Department’s IT software consultant to begin the
assessment process as TS is adding additional modules to the City’s Onbase System.
Furthermore, Community Development has submitted a request to the Technology Solutions
Department for the acquisition of Neighborly software which will support the Department with
the financial management, fiscal project management, and the grant application processes.
The acquisition has been approved by the City’s IT Governance Committee and is awaiting
funding and subsequent implementation.
Implementation Date: May 2022
Community Development Staff: Sarah Zinn and Reginald J. Johnson
Recommendation 4:
The Community Development Department senior leadership should develop and submit an
action plan to City management to develop trust between senior leadership and staff. This
action plan should also include steps to improve the tone at the top by working as a cohesive
unit and providing consistent and clear guidance to staff. Senior leadership should address
their internal issues and engage in activities that will build trust between upper management
and staff.
Management’s Response:
We concur. Management is in full agreement with the recommendation.
Community Development senior leadership has been working on this matter with training and
education at the individual and team levels. Senior Leadership agrees that this
recommendation needs to be addressed and mitigated. Senior Leadership will consult with
staff and middle management to determine root causes and develop an action plan based
upon the root causes. Senior Leadership will submit an action plan to City management in 60
days. In the meantime, Senior Leadership has begun through the following efforts:
Department Director will better define in writing the roles and responsibilities of the
assistant directors.
Department Director has already begun the implementation of skip level meetings
where the Director meets with middle managers without the presence of the assistant
directors to answer questions.
Reiterate open door policy and create alternative vehicles from staff to ask questions
and share ideas both directly and anonymously.
Implementation Date: December 2021
Community Development Staff: Reginald J. Johnson, Terri Porter Holmes, and Karen Lado
Community Development Procurement Process Performance Audit September 2021 Page 25
Recommendation 5:
The Community Development Department management should establish communication
channels to disseminate pertinent information to staff so that all staff are kept abreast of any
changes to organization operations.
Management’s Response:
We concur. Management is in full agreement with the recommendation.
Community Development projects and programs require the input and expertise of a variety of
staff members at different points in the procurement process and organizational operations.
The Department recognizes the need to keep staff members informed from the projects’
conception through programmatic and fiscal changes that occur. The Department will institute
a regular meeting schedule that is at least biweekly with agendas to include updates on
changes to organizational operations. The Department has previously discussed the need for
such meetings and will move forward with implementation
Implementation Date: October 2021.
Community Development Staff: Karen Lado and Elbert Avery
Community Development Procurement Process Performance Audit September 2021 Page 26
Distribution of Report
Nicolas Long
Chair, Resident Member
Shanell Frazer
Vice-Chair, Resident Member
[email protected] Steve Schewel, Mayor
City Council Member
Jillian Johnson, Mayor Pro-Tempore
City Council Member
Charlie Reece
Alternate
City Council Member
Matthew Ruterbories
Resident Member
Wanda S. Page, CPA, CIA
City Manager
Bo Ferguson
Deputy City Manager
Keith Chadwell
Deputy City Manager
Bertha T. Johnson
Deputy City Manager
Emily Desiderio
Interim Director, Finance
Department
Reginald Johnson
Director, Community
Development Department