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Audit committee flags inventory, controls and recordkeeping issues at Firewall Golf; EMS drug controls and claims process improvements recommended
Summary
The Audit Committee reviewed a set of audits on Sept. 30 and summarized findings on Firewall Golf Course operations (inventory and membership controls), Fire/EMS controlled substances (med‑vault access and recordkeeping) and claims processing follow‑up; management agreed to remediate and report back.
The Garland Audit Committee presented summary findings to council on Oct. 6 following a Sept. 30 review of several audits, including Firewall Golf Course operations, Fire/EMS controlled substances handling, and a follow‑up review of liability claims processing.
Firewall Golf Course: Auditors reported inventory control weaknesses (negative balances, incomplete SKUs, delayed stock receipts and insufficient cycle counts), inconsistent processing of tournament proceeds and insufficient documentation of discounts and employee/customer benefit usage. The audit also identified 82 grandfathered members from a defunct 2019 membership program; 13 of those members missed monthly dues in 2024 (three made no payments), and management plans to phase the legacy program out by September 2026. Auditors said some required certifications (TABC and food‑handling) had expired for a small number of staff; management moved promptly to address the expired credentials after auditors raised the issue. The committee recommended more frequent cycle counts, tighter SKU and receiving practices, stronger controls for discounts, and periodic compliance checks; management said it will engage a third‑party consultant to review restaurant operations.
Fire/EMS controlled substances: Auditors tested the acquisition, storage, use and disposal of controlled substances kept aboard ambulances and in station med‑vaults. Testing showed access PINs were sometimes easy to duplicate, terminated employees’ PINs remained active in some cases and daily inventory reconciliation and supervisor review were inconsistently documented. Auditors found no evidence of inappropriate diversion in the sample they tested, and the fire chief agreed with recommendations to strengthen med‑vault access (longer/more complex PINs or alternate authentication), standardize destruction and waste procedures for expired vials, and improve system tagging and supervisor reconciliation.
Liability claims follow‑up: The committee found the city has implemented most prior recommendations from a 2020 review and has improved citizen communication, multilingual claim instructions and web‑portal filing options. The committee recommended removing the City Secretary’s office as an intermediate manual intake point for claims (those forms can be submitted directly into the risk management system and automated notifications would reach the City Secretary), expanding ad hoc reporting for administration, reviewing system access rights, and improving department verification of incidents. Management concurred and the committee requested implementation updates in six months.
The audit committee requested periodic updates from Firewall Golf and the fire department and said it will continue oversight of remediation steps. Council members thanked audit staff and asked for follow‑up reporting to the committee within six months.
