Modoc County Grand Jury
2012-2013
📋Review of the Department of Social Services
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Additional Recommendations
4
Not linked to specific findings.
R2:
Time and money should be budgeted to provide staff training and support. There needs to be supervision and accountability at all levels to ensure this is being done. As Modoc County Department of Social Services begins the restructuring process, it is essential to take advantage of all agencies that provide technical assistance and support, including, but not limited to, the California Department of Social Services, the University of California, Davis, associations and groups that offer networking opportunities for Eligibility Workers and Social Workers. Supervisors and Directors must also develop strategies and techniques that are non-confrontational but direct employees to follow department policy.
R3:
Guidelines for positions should be developed that are clear, and concise. New hires should become versed in these guidelines prior to working on their own. A mentor system should be in place.
R4:
A committee consisting of all stakeholders could be formed to assess issues prior to the grievance process taking place.
R5:
Due to the ongoing state investigation, we suggest that the 2013-14 Grand Jury continue to investigate the Department of Social Services.
📋Review of the Education Committee: School Emergency Preparedness
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Findings & Recommendations
2 findings
F3:
There was no evidence that emergency drills on all topics were conducted annually.
F4:
There was no central Material Safety Data Sheets (MSDS) in emergency supplies.
Additional Recommendations
4
Not linked to specific findings.
R1:
Emergency supplies should be in a central location and be complete as to what the District Safety Plan and California Department of Education requires.
R2:
Interior doors should also be capable of locking from inside.
R3:
Emergency drills on all topics should be completed at least once annually.
R4:
MSDS sheets should be located where chemicals are used but a complete MSDS binder for the entire school should be located with emergency supplies.
📋Review of the Finance Committee
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Findings & Recommendations
11 findings
F1:
The Finance Committee found that the budget process was not transparent and the policies were not followed per California government code and the published timeline.
F2:
The Auditor was not always included in budget meetings.
F3:
No salary equity review has been completed since 1996.
F4:
A review of county offices finds some with inadequate county- owned vehicle information.
F5:
The Administration does not have a correct nor complete listing of all county-owned vehicles.
F6:
There is no central control of county-owned vehicles.
F7:
There is no inter-office transfer policy regarding vehicles moving from department to department.
F8:
Fixed Assets under $500 were not inventoried or controlled.
F9:
There is no accurate listing of fixed assets over $500.
F10:
The committee found the standard meal allowances were strictly followed ($20 for dinner, $10 for lunch, $6 for breakfast) with no receipts required.
F11:
The American Express Travel Card was used for office supplies, furniture, and services, against policy.
Additional Recommendations
11
Not linked to specific findings.
R1:
The Auditor should be an integral part of the budget process and attend all meetings as recommended in California Government Code.
R2:
The Administrator, Auditor, and Board of Supervisors should follow policy regarding budget process as recommended in California Government Code.
R3:
The Board of Supervisors should order a salary equity review from an independent entity for the entire county personnel roster.
R4:
The Administrator/Auditor should have a complete and accurate listing of county owned vehicles by make, model, mileage, vin/license number for insurance and asset accounting purposes.
R5:
Each department should have a separate binder/folder for each county owned vehicle and one person should be designated to schedule maintenance and record information.
R6:
Transfer policies regarding vehicles transferred between departments needs to be developed.
R7:
A central inventory of all furniture and computers (fixed assets) should be maintained.
R8:
All county-owned assets need to be inventoried, marked, and controlled. Modoc County Grand Jury Report, 2013 -
R9:
Fixed asset transfer policies should be established for each department.
R10:
The county-issued American Express Travel card should be used for travel expenses only, no exceptions.
R11:
Travelers on county business should be required to produce receipts for meals and be paid accordingly with maximum limits enforced.
📋Review of the Law Enforcement Committee: Modoc County Jail Inspection
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Findings & Recommendations
4 findings
F1:
The Health and Safety Report and Fire Inspection Report were not available upon request.
F2:
The hiring of female correctional officers is hindered by hiring guidelines. The interviews determined that one female correctional officer has been with the Modoc County Jail for 12 years. Female extra-help and matrons are available.
F3:
The Sheriff’s Department uses volunteers and an extra-help program and also actively seeks additional funding in order to meet state requirements.
F4:
Some of the Supervisors had toured the jail but not on a consistent basis. The outside condition of the sally port and sidewalks remain a low priority considering the limited funds available. Fire extinguisher recertification has not been done since 2011. The jail sergeant was unaware of the missing Material Safety Data Sheets. The Public Health Department is to perform an annual inspection.(California Health & Safety Code Section 101045). The State Fire Marshall is to perform a biennial inspection. (California Health and Safety Code Section 13146.l).
Additional Recommendations
7
Not linked to specific findings.
R1:
Develop a policy requiring written documentation of all state and local required reports. Modoc County Grand Jury Report, 2013 - Review of the Finance Committee
R2:
California Health Department and the State Fire Marshall Reports should be sent to the Chairman of the Board of Supervisors, the Modoc County Administrator, and the Grand Jury foreperson.
R3:
The Board of Supervisors may consider an annual tour and inspection of the County Jail. Request for reports should precede these inspections.
R4:
Contact Devil’s Garden Conservation Camp as a resource for repairing the sally port and sidewalks.
R5:
Re-certify all fire extinguishers. According to Health and Safety Code Section 13179, an annual inspection and certification is required. Follow-up by the 2013-2014 Grand Jury is suggested.
R6:
Material Safety Data Sheets should have a binder where the toxic materials and cleaners are stored. Suggest follow-up by the 2013-2014 Grand Jury.
R7:
Written reports by the Public Health Department should be sent to the Modoc County Sheriff’s Department, the Modoc County Administrator, and the Grand Jury foreperson. Follow-up by the 2013-2014 Grand Jury is suggested.