Placer County Grand Jury
2019-2020
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Findings & Recommendations
6 findings
F1:
Placer County’s total cost for providing IT services cannot be determined from current financial reports. This defeats the county’s goal for transparency of costs and operations.
F2:
Numerous IT policies and procedures, including, among others, “Data Network Standards Policy” (2013) and “Employee Technology Use Policy” (2017), appear to be out-of-date and do not reflect current technology.
F3:
Placer County does not have a complete view of system security, backup, and recovery because of the fragmented responsibility for these services.
F4:
The Department of Information Technology has limited arrangements for cross-training or vacation coverage with offices, departments, or agencies that maintain their own in- house IT operations.
F5:
No audits of security, segregation of duties, or system controls were conducted to verify proper performance of the Workday Enterprise Resource Planning system after its implementation.
F6:
The failure to complete the knowledge transfer plan for the new ERP system required the county to fund the extension of a consulting contract.
Additional Recommendations
6
Not linked to specific findings.
R1:
The Auditor-Controller prepare and present to the Board of Supervisors by October 1, 2020, a report of the total countywide IT costs for the 2019–2020 fiscal year, and annually thereafter, so that the total cost of IT is fully transparent.
R2:
The CIO prepare a plan by October 1, 2020, to update IT procedures to align with current technology and business practices.
R3:
The CIO prepare a plan by October 1, 2020, for periodic and unannounced testing at least annually. This should include penetration tests and security validations at a minimum, for organizations that maintain a network outside of the DIT.
R4:
The CIO develop a cross-training plan by October 1, 2020, for the most critical IT functions in other offices and departments to ensure their continuity of operations.
R5:
The Auditor-Controller include ERP system testing in Placer’s FY 2020–2021 audit plan by October 1, 2020.
R6:
The Auditor-Controller complete the ERP knowledge transfer by June 30, 2020, to avoid further consulting contract extensions and costs. - 68 - 2019–2020 Placer County Grand Jury Final Report
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Findings & Recommendations
8 findings
F1:
The City of Colfax complies with AB 2257 and offers the convenience of an agenda subscription service.
F2:
The Placer County website provides a prominent, direct link to the current Board of Supervisors meeting agenda. The listing of the Board of Supervisors meeting agendas is not sorted in reverse chronological order; therefore, it does not comply with AB 2257.
F3:
The City of Auburn website does not provide a prominent, direct link to the current City Council meeting agenda, nor does it provide a direct link to an agenda management platform listing of City Council meeting agendas; therefore, it does not comply with AB 2257.
F4:
The City of Lincoln website does not provide a prominent link to the current City Council meeting agenda; therefore, it does not comply with AB 2257.
F5:
The City of Roseville website does not provide a prominent, direct link to the current City Council meeting agenda, nor does it provide a direct link to an agenda management platform listing of the City Council meeting agendas; therefore, it does not comply with AB 2257.
F6:
The Town of Loomis website does not provide a prominent, direct link to the current City Council meeting agenda, nor does it provide a direct link to an agenda management platform listing of the City Council meeting agendas. The agenda for the Town of Loomis is not searchable for specific terms. Therefore, it does not comply with AB 2257.
F7:
Pioneer is understaffed and leverages heavily from internal resources in the Office of the Treasurer-Tax Collector to conduct operations.
F8:
Pioneer’s website has broken or missing links and incomplete and often outdated information.
Additional Recommendations
7
Not linked to specific findings.
R1:
Placer County update its website to ensure that the Board of Supervisors agenda webpage lists the most recent agenda first by October 1, 2020.
R2:
The City of Auburn update its website by incorporating a prominent, direct link to the current City Council meeting agenda or listing of city council agendas by October 1, 2020. If the link is to a list of agendas, they must list the most recent agenda first.
R3:
The City of Lincoln update its website by making the direct link to the current City Council meeting agenda prominent by October 1, 2020.
R4:
The City of Roseville update its website by incorporating a prominent, direct link to the current City Council meeting agenda or list of city council agendas by October 1, 2020. If the link is to a list of agendas, they must list the most recent agenda first.
R5:
The City of Rocklin update its website by incorporating a prominent, direct link to the current City Council meeting agenda or list of city council agendas by October 1, 2020. If the link is to a list of agendas, they must list the most recent agenda first.
R6:
The Town of Loomis update its website by incorporating a prominent, direct link to the current City Council meeting agenda or list of city council agendas and ensure that the posted agenda is searchable by October 1, 2020. If the link is to a list of agendas, they must list the most recent agenda first.
R7:
By October 1, 2020, the Executive Director assign responsibility for website improvement and maintenance, including fixing broken or missing links and timely reporting. Request for Response: Pursuant to California Penal Code § 933.05, the Placer County Grand Jury requests a response from the following governing body: Recommendations Requiring Response Response Due Greg Janda, Chair Pioneer Community Energy Governing Board R1 through R7 October 1, 2020 2510 Warren Drive, Suite B Rocklin, CA 95677 Copies sent to: Bonnie Gore, Chair Placer County Board of Supervisors 175 Fulweiler Avenue Auburn, CA 95603 Jenine Windeshausen Placer County Treasurer-Tax Collector 2970 Richardson Drive Auburn, CA 95603 Andrew Sisk Placer County Auditor-Controller 2970 Richardson Drive Auburn, CA 95603 Daniel Berlant, Mayor Auburn City Council 1225 Lincoln Way Auburn, CA 95603 Joe Fatula, Mayor Colfax City Council 33 South Main St Colfax, CA 95713 Dan Karleskint, Mayor Lincoln City Council 600 6th Street Lincoln, CA 95648 Jan Clark-Crets, Mayor Loomis Town Council 3665 Taylor Road Loomis, CA 95650 Greg Janda, Mayor Rocklin City Council 3970 Rocklin Road Rocklin, CA 95677
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Findings & Recommendations
7 findings
F1:
The three jail facilities and three holding facilities are clean, well-managed, and well- maintained.
F2:
The inmates respond favorably to work opportunities offered at the Minimum-Security facility. Inmate workers manifest a markedly positive attitude.
F3:
The sewing program at the Minimum-Security facility is an exceptional example of a work opportunity with the potential to transform the inmates’ lives while increasing their motivation and self-esteem.
F4:
The tunnel between the South Placer Adult Jail and the Santucci Courthouse makes the transfer of inmates more safe, efficient, and secure.
F5:
Operation by key of the gate to the secure sally port at the Historic Courthouse is laborious and outdated.
F6:
Most security cameras at the Historic Courthouse offer images of very poor quality. Certain key locations have no security surveillance at all.
F7:
The Burton Creek facility should be replaced. Although a plan exists to replace the facility in FY 2024–25, the need is more immediate. The Tahoe City area requires a modernized and expanded facility that will allow inmates held in Tahoe City to be kept in-county. - 94 - 2019–2020 Placer County Grand Jury Final Report
Additional Recommendations
4
Not linked to specific findings.
R1:
By October 1, 2020, develop a plan and cost analysis of expanding successful work programs for inmates at the minimum-security jail.
R2:
By October 1, 2020, replace the keyed gate to the sally port at the Historic Courthouse with a magnetic fob, to allow for easier operation of the gate.
R3:
By October 1, 2020, evaluate the surveillance cameras at the Historic Courthouse. Replace poorly functioning security cameras and add cameras in a few key areas. Install new cameras and surveillance improvements within 180 days of the evaluation.
R4:
By October 1, 2020, evaluate the possibility of expediting the planning and construction of the new Tahoe Justice Center ahead of schedule. Request for Responses: Pursuant to Penal Code §933.05, the Placer County Grand Jury requests responses from the following governing or elected officials: Recommendations Requiring Response Response Due Date Sheriff Devon Bell R1 thru R4 October 1, 2020 Placer County Sheriff’s Office 2929 Richardson Drive Auburn, CA 95603 Bonnie Gore, Chair R4 October 1, 2020 Placer County Board of Supervisors 175 Fulweiler Avenue Auburn, CA 95603 Copy sent to: Jake Chatters Court Administrative Officer Placer County Superior Court P.O. Box 619072 Roseville, CA 95661 - 95 - 2019–2020 Placer County Grand Jury Final Report ATTACHMENT A The 2019–2020 Placer Grand Jury applauds the efforts of South Placer Minimum Security Jail’s Sewing Team. While learning a trade, building confidence, and often restoring their self-esteem, these inmates show outstanding community spirit. (Photos courtesy Placer County Sheriff’s Office) Patchwork puppy and matching blanket. Stuffed animals and blankets like these are given to children caught in traumatic circumstances, such as a catastrophic event, domestic violence incident, or intervention by protective services. Inmates on the Sewing Team pitch in and make face masks to help combat spread of COVID-19 Many hundreds of masks made by inmates on the Sewing Team were distributed to the public by staff of Placer County Sheriff’s Office (PCSO). - 96 -
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Findings & Recommendations
3 findings
F1:
The youth detention facility is clean, well-maintained, and well-managed. The grand jury noted no exceptions.
F2:
The educational opportunities at the youth detention facility continue to improve.
F3:
The facility staff are dedicated to motivating these youths and supporting their rehabilitation. This progressive approach of the staff was directly reflected in the positive attitudes of the youths interviewed.
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Findings & Recommendations
6 findings
F1:
The City of Colfax complies with AB 2257 and offers the convenience of an agenda subscription service.
F2:
The Placer County website provides a prominent, direct link to the current Board of Supervisors meeting agenda. The listing of the Board of Supervisors meeting agendas is not sorted in reverse chronological order; therefore, it does not comply with AB 2257.
F3:
The City of Auburn website does not provide a prominent, direct link to the current City Council meeting agenda, nor does it provide a direct link to an agenda management platform listing of City Council meeting agendas; therefore, it does not comply with AB 2257.
F4:
The City of Lincoln website does not provide a prominent link to the current City Council meeting agenda; therefore, it does not comply with AB 2257.
F5:
The City of Roseville website does not provide a prominent, direct link to the current City Council meeting agenda, nor does it provide a direct link to an agenda management platform listing of the City Council meeting agendas; therefore, it does not comply with AB 2257.
F6:
The Town of Loomis website does not provide a prominent, direct link to the current City Council meeting agenda, nor does it provide a direct link to an agenda management platform listing of the City Council meeting agendas. The agenda for the Town of Loomis is not searchable for specific terms. Therefore, it does not comply with AB 2257.
Additional Recommendations
6
Not linked to specific findings.
R1:
Placer County update its website to ensure that the Board of Supervisors agenda webpage lists the most recent agenda first by October 1, 2020.
R2:
The City of Auburn update its website by incorporating a prominent, direct link to the current City Council meeting agenda or listing of city council agendas by October 1, 2020. If the link is to a list of agendas, they must list the most recent agenda first.
R3:
The City of Lincoln update its website by making the direct link to the current City Council meeting agenda prominent by October 1, 2020.
R4:
The City of Roseville update its website by incorporating a prominent, direct link to the current City Council meeting agenda or list of city council agendas by October 1, 2020. If the link is to a list of agendas, they must list the most recent agenda first. - 27 - 2019–2020 Placer County Grand Jury Final Report
R5:
The City of Rocklin update its website by incorporating a prominent, direct link to the current City Council meeting agenda or list of city council agendas by October 1, 2020. If the link is to a list of agendas, they must list the most recent agenda first.
R6:
The Town of Loomis update its website by incorporating a prominent, direct link to the current City Council meeting agenda or list of city council agendas and ensure that the posted agenda is searchable by October 1, 2020. If the link is to a list of agendas, they must list the most recent agenda first.
Findings & Recommendations
3 findings
F1:
Auburn Union, Bowman Charter, Dry Creek Joint Elementary, Foresthill Union, Loomis Union, Placer Hills Union, Placer Union High, Rocklin Unified, Roseville City, Roseville Joint Union High, Tahoe-Truckee, and Western Placer school districts are compliant with AB 2257.
F2:
While technically compliant, Bowman Charter, Foresthill Union, Loomis Union, Placer Hills Union, Placer Union High, Rocklin Unified, and Tahoe-Truckee should make their agenda link more prominent on their home page.
F3:
Alta Dutch Flat Elementary, Colfax Elementary, Eureka Union, and Newcastle Elementary school districts are not in compliance with AB 2257.
Additional Recommendations
5
Not linked to specific findings.
R1:
Alta Dutch Flat Elementary School District update its website to include a prominent direct link to the board agenda by September 1, 2020.
R2:
Colfax Union School District update its website to include a prominent direct link to the board agenda by September 1, 2020.
R3:
Eureka Union School District update its website to include a prominent direct link to the board agenda by September 1, 2020.
R4:
Newcastle Elementary School District update its website to include a prominent direct link to the board agenda by September 1, 2020.
R5:
Bowman Charter, Foresthill Union, Loomis Union, Placer Hills Union, Placer Union, Rocklin Unified and Tahoe-Truckee school districts change their agenda link to be more prominent on their home page by September 1, 2020. - 80 - 2019–2020 Placer County Grand Jury Final Report
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Findings & Recommendations
8 findings
F1:
After nine months, the Governing Board has not yet replaced the interim Executive Director, who resigned July 30, 2019.
F2:
The Governing Board’s active involvement is largely rate setting and meeting attendance.
F3:
The Governing Board’s delay in making strategic decisions has resulted in a loss of revenue.
F4:
A comprehensive strategic plan has been neither developed nor approved by the Governing Board.
F5:
The Governing Board has taken no steps to solicit community involvement beyond the public comment periods during its meetings.
F6:
The elected Treasurer-Tax Collector of Placer County serves simultaneously as interim Executive Director, Treasurer, and Board Secretary for Pioneer Community Energy.
F7:
Pioneer is understaffed and leverages heavily from internal resources in the Office of the Treasurer-Tax Collector to conduct operations.
F8:
Pioneer’s website has broken or missing links and incomplete and often outdated information. - 48 - 2019–2020 Placer County Grand Jury Final Report
Additional Recommendations
7
Not linked to specific findings.
R1:
The Pioneer Governing Board identify a new, full time, executive director by October 1, 2020.
R2:
By October 1, 2020, the Board direct the Executive Director to create a plan for educating new board members on Pioneer’s basic finances and operations to improve their ability to provide effective oversight of the CCA.
R3:
By October 1, 2020, the Executive Director prepare a plan and timeline for developing a comprehensive strategic plan.
R4:
By October 1, 2020, the roles of Pioneer Executive Director and Board Secretary be performed by separate individuals.
R5:
The Board establish a Citizen Advisory Committee to enhance community relations and local control by October 1, 2020.
R6:
The Executive Director prepare a staffing plan by October 1, 2020, to build in-house expertise and reduce dependence on both personnel borrowed from the Office of the Treasurer-Tax Collector and contracted outside consultants.
R7:
By October 1, 2020, the Executive Director assign responsibility for website improvement and maintenance, including fixing broken or missing links and timely reporting. Request for Response: Pursuant to California Penal Code § 933.05, the Placer County Grand Jury requests a response from the following governing body: Recommendations Requiring Response Response Due Greg Janda, Chair Pioneer Community Energy Governing Board R1 through R7 October 1, 2020 2510 Warren Drive, Suite B Rocklin, CA 95677 - 49 - 2019–2020 Placer County Grand Jury Final Report Copies sent to: Bonnie Gore, Chair Placer County Board of Supervisors 175 Fulweiler Avenue Auburn, CA 95603 Jenine Windeshausen Placer County Treasurer-Tax Collector 2970 Richardson Drive Auburn, CA 95603 Andrew Sisk Placer County Auditor-Controller 2970 Richardson Drive Auburn, CA 95603 Daniel Berlant, Mayor Auburn City Council 1225 Lincoln Way Auburn, CA 95603 Joe Fatula, Mayor Colfax City Council 33 South Main St Colfax, CA 95713 Dan Karleskint, Mayor Lincoln City Council 600 6th Street Lincoln, CA 95648 Jan Clark-Crets, Mayor Loomis Town Council 3665 Taylor Road Loomis, CA 95650 Greg Janda, Mayor Rocklin City Council 3970 Rocklin Road Rocklin, CA 95677 - 50 - 2019–2020 Placer County Grand Jury Final Report