Miami-Dade Legislative Item
File Number: 070607
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File Number: 070607 File Type: Resolution Status: In Committee
Version: 0 Reference: Control: Recreation & Cultural Affairs Committee
File Name: AUDIT OF COUNTY-OWNED WORKS OF ART IN INVENTORY Introduced: 2/27/2007
Requester: NONE Cost: Final Action: 5/14/2007
Agenda Date: Agenda Item Number: 11A
Notes: NOTE TO CAO: ITEM FILED IN COMM'R FILE Title: RESOLUTION DIRECTING THE INSPECTOR GENERAL TO CONDUCT AN AUDIT OF COUNTY-OWNED WORKS OF ART IN ART IN PUBLIC PLACES INVENTORY
Indexes: ART IN PUBLIC PLACES
Sponsors: Sally A. Heyman, Prime Sponsor
Sunset Provision: No Effective Date: Expiration Date:
Registered Lobbyist: None Listed


Legislative History

Acting Body Date Agenda Item Action Sent To Due Date Returned Pass/Fail

Recreation & Cultural Affairs Committee 6/11/2007 2D Carried over Due to Lack of a Quorum

County Attorney 5/15/2007 Assigned Recreation & Cultural Affairs Committee 6/11/2007

Recreation & Cultural Affairs Committee 5/14/2007 2F Withdrawn P
REPORT: (NOTE: The foregoing proposed resolution was subsequently withdrawn pursuant to written notification from Commissioner Heyman, the sponsor. In her email to the agenda coordinator, Commissioner Heyman asked that this item be withdrawn due to pending administrative action.)

County Attorney 4/10/2007 Assigned Recreation & Cultural Affairs Committee 5/14/2007

Recreation & Cultural Affairs Committee 4/9/2007 2E Deferred to next committee meeting 5/14/2007 P
REPORT: Commissioner Heyman provided a brief overview regarding the intent of the foregoing ordinance. She noted the inventory audit should contain a record of all the works of art formally accepted into the collection of Art in Public Places Program (APP), description of each piece, current location of each piece, and a current photograph of each piece. Commissioner Heyman further noted there should be an explanation of the APP’s current process of maintaining inventories and catalogues of the collection. She stated there have been concerns regarding the whereabouts of a number of APP’s artworks. An audit was conducted in 2000, numerous artworks were listed as “un-located”, and Commissioner Heyman suggested a forensic list be compiled to identify the artworks, locate the pieces and properly catalogue them. She further suggested the audit be conducted by the Inspector General. Commissioner Sorenson stated she was alarmed about the missing pieces. She asked the Director of APP to explain how inventory was tracked and what happened to the missing/unaccounted for artwork. Mr. Ivan Rodriguez, Director, Art in Public Places, explained that the inventory was updated on an annual basis and had been in place since the late 1990’s. He stated the database had previously crashed, but was now current. Mr. Rodriguez noted the inventory identified damaged pieces as well as a list of the “unlocated” pieces. He said the pieces were old pieces from the 1970’s and 1980’s, and staff was aware of the unlocated pieces. Mr. Rodriguez noted the Auditor’s Office conducted an inventory audit in 2005, and that police reports were filed for the missing items and copies of the formal audit report were forwarded to the County Commission. He noted the unlocated pieces dated back 20 years ago. Commissioner Moss asked Mr. Ivan Rodriguez, Director, Art in Public Places (APP), to provide him copies of the formal audit report that was previously submitted to the County Commission regarding the APP’s inventory and process of keeping track of Art work. In response to Mr. Rodriguez’s comments regarding inventory and unlocated pieces, Commissioner Heyman stated she possessed a 3 page list comprised of approximately 30 to 40 items that were not on the police report, therefore, the APP’s list was inaccurate and inconsistent. She further stated better accountability was needed and a structure to forensically monitor the inventory of artwork. Commissioner Moss expressed great concern regarding an audit being conducted by the Inspector General. He suggested Auditing Management conduct the review, and forward any criminal activities found to the Inspector General. In response to Commissioner Rolle’s question regarding the total value of the unaccounted items, Mr. Rodriguez assessed approximately $20,000. Assistant County Manager Munoz clarified that there were two categories involved, accession and unlocated items. He asked Mr. Rodriguez to obtain accurate totals for each category. Mr. Rodriguez stated he welcomed an audit and noted this stemmed from the so-called missing sculpture from South Miami’s Metro-rail Station, which was never missing. Mr. Rodriguez said he had written documentation since 2005 indicating the sculptures location; the sculpture had been dismantled without authorization and moved. An annual update was conducted to keep track of inventory stated Mr. Rodriguez. Staff physically visited sites and recorded the artworks inventory number. He noted it took time to locate artwork when departments changed locations without notifying APP. Chairman Souto concurred with Commissioner Moss regarding the audit being conducted by another entity rather than the Inspector General. Hearing no further questions or comments, the Committee proceeded to vote on the foregoing proposed ordinance.

County Attorney 2/27/2007 Referred Recreation & Cultural Affairs Committee 4/9/2007

County Attorney 2/27/2007 Assigned Deborah B. Mastin

Legislative Text


TITLE
RESOLUTION DIRECTING THE INSPECTOR GENERAL TO CONDUCT AN AUDIT OF COUNTY-OWNED WORKS OF ART IN ART IN PUBLIC PLACES INVENTORY

BODY
WHEREAS, for more than 20 years, this Board has authorized the Miami-Dade County Art in Public Places Trust to commission and to acquire various works of art for display in numerous County buildings and public spaces for the enrichment of the quality of life for residents and visitors to Miami-Dade County; and
WHEREAS this Board has concerns about the location and condition of each of the works of art that have been included in the collection of the Art in Public Places program; and
WHEREAS this Board finds that it is in the best interest of Miami-Dade County to confirm that the inventories of the Art in Public Places collection contain accurate, current, and comprehensive information, and that these inventories include information describing the media or material of each work of art, the current location of the work, and including photographs of the work of art,
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board hereby directs the Inspector General to conduct an audit of works of art in the Miami-Dade County Art in Public Places collection. This inventory audit should contain at a minimum a record of all works of art formally accepted into the collection of the Art in Public Places program, descriptive information about each art work, the current location of the art work, and a current photograph of the work. The audit shall also explain the County’s current process of maintaining inventories and catalogues of the collection in the normal course of business. The Inspector General is directed to furnish this audit to this Board after it has been finalized.



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