Score: -2 (6/3/8)

Amador County Grand Jury • 2018-2019

Amador County Unified School District Amador County Office of Education Investigation Special Report Amador Civil Grand

Published: February 27, 2018 15 pages

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⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.

Findings and Recommendations 25 findings

A District employee acknowledged discomfort in expressing concerns about inappropriate business activities with those in supervisory positions.

Related Recommendations (1)

The District/ACOE should establish an atmosphere and process that allows and encourages employees to contact District leadership above their immediate supervisor of concerns with inappropriate or illegal behavior with immunity from retaliation. (Finding 1)

The former Board President, on at least one occasion, did act as an individual rather than speaking for the entire School Board, thus violating Board Policy.

No recommendations for this finding

The former Board President did not appropriately notify the Board of the potential misuse of funds.

No recommendations for this finding

Neither the Superintendent nor the School Board provided adequate fiduciary oversight to see nor stop inappropriate purchases from taking place.

Related Recommendations (3)

The Fiscal Crisis and Management Assistance Team (FCMAT) should be hired to do a comprehensive audit of the business office. Their training and recommendations should be fully implemented as soon as possible. (Findings 4, 8, 19, 20)

R10

The Board should establish a procedure of changing auditors at least every 5 years. (Findings 4, 19, 20, 21)

R18

R5 The Association of California School Administrators (ACSA) Personnel Committee should be contracted to audit all procedures and functions of the personnel department. Their recommendations should be fully implemented as soon as possible. (Findings 15, 18) R6 There should be clear guidelines for Credit Card authorization and use. The District /ACOE should lower credit card limits. (Finding 5) R7 The District should reorganize the business office to assure that at least one individual has the specific responsibility of verifying vendors and the appropriateness of purchases. (Findings 10, 14, 16) R8 The Fiscal Crisis and Management Assistance Team (FCMAT) should be hired to do a comprehensive audit of the business office. Their training and recommendations should be fully implemented as soon as possible. (Findings 4, 8, 19, 20) R9 BB 9270 – Conflict of Interest should be reviewed, revised, and implemented. (Findings 6,

There are no written policies, guidelines or procedures for the use of Credit Cards.

Related Recommendations (2)

There should be clear guidelines for Credit Card authorization and use. The District /ACOE should lower credit card limits. (Finding 5)

R18

The Board Policy on Conflict of Interest was not followed.

Related Recommendations (2)

All District / ACOE employees should be given ethics training. (Findings 6, 7, 9, 11, 12)

BB 9270 – Conflict of Interest should be reviewed, revised, and implemented. (Findings 6, 8)

No one at the District or ACOE reviews Form 700’s (Conflict of Interest Statement).

No recommendations for this finding

Most of the ACUSD / ACOE Board Policies, Administrative Regulations and Board Bylaws are outdated. They have not been revised or updated as recommended by CSBA.

No recommendations for this finding

The Assistant Superintendent did not accurately complete Form 700.

Related Recommendations (1)

R11

The District should contract with the California Association of School Boards (CSBA) to provide expert outside leadership and facilitation in updating all Board Policies, Administrative Regulations and Board Bylaws. (Finding 9)

F10

Many purchases were made for materials not requested by teachers or sites. Often more materials were purchased than could be used.

Related Recommendations (3)

The District / ACOE should develop an efficient system for approving supplemental instructional materials. This system should require input from appropriate teachers and should also provide opportunity for input from parents and community members. (Finding 10)

The District should reorganize the business office to assure that at least one individual has the specific responsibility of verifying vendors and the appropriateness of purchases. (Findings 10, 14, 16)

R18

F11

As early as 2012 the former County Superintendent was aware of remuneration for material authored and/or published by a district employee.

No recommendations for this finding

F12

The former Assistant Superintendent/Interim Superintendent purchased materials from which she personally profited.

No recommendations for this finding

F13

The issue of potentially inappropriate purchasing was formally brought to the District’s attention on June 10, 2015 by attorneys representing an outside provider of teacher made materials.

No recommendations for this finding

F14

There are inadequate checks and balances in the business office to prevent fraud like behaviors and incidents.

No recommendations for this finding

F15

Ethics training has not been provided for all ACUSD / ACOE employees.

Related Recommendations (2)

The Association of California School Administrators (ACSA) Personnel Committee should be contracted to audit all procedures and functions of the personnel department. Their recommendations should be fully implemented as soon as possible. (Findings 15, 18)

R18

F16

The District has eliminated the position of Purchasing Agent. 11

No recommendations for this finding

F17

An individual under criminal investigation was offered a promotion, in the form of a contract, to serve as Deputy County Superintendent for $150,000 a year effective May 24, 2016.

No recommendations for this finding

F18

Certificated employees (teachers and credentialed administrators) and classified managers are not given contracts for their positions.

Related Recommendations (1)

All certificated employees and classified managers should be on a contract. These contracts should be reviewed by the District’s legal counsel to assure their appropriateness. (Finding 18)

F19

The District’s auditors did not report finding the inappropriate purchases in their annual review of District books and procedures in the years 2012 – 2015.

No recommendations for this finding

F20

The District’s auditors, in their exit interviews with the Assistant Superintendent of Business Services, the Superintendent and the Board President, were not made aware of possible improprieties, specifically in the years 2012 – 2015.

No recommendations for this finding

F21

Until recently, the District has used the same auditors for approximately 10 consecutive years.

No recommendations for this finding

F22

Two new School Board members have been elected since this investigation began.

No recommendations for this finding

F23

The County Superintendent has resigned and been replaced by appointment of the District Superintendent to that position. This restores the previous school organization to have the County Superintendent and District Superintendent as one individual. At the end of the elected term, the position County Superintendent of Schools will be filled by the election process.

No recommendations for this finding

F24

The Assistant Superintendent of Business Services has been replaced.

No recommendations for this finding

F25

The District satisfactorily responded to most, but not all, of the 2015-2016 Grand Jury

No recommendations for this finding

Additional Recommendations 1

These recommendations are not explicitly linked to specific findings.

R13

The 2017-2018 Amador County Civil Grand Jury should continue to follow up to assure satisfactory response to all of the above recommendations.

Agency Responses 1

Government agencies' official responses to this report's findings and recommendations. Click on a response to see the structured breakdown.

2018-BOS

September 19, 2018 • 17 responses • Score: -2 (+6, 3, -8) View Details ▾

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17 responses to findings and recommendations

A District employee acknowledged discomfort in expressing concerns about inappropriate business activities with those in supervisory positions.

Response: Disagree Partially Score: 0

Monthly contacts by CPS social workers to children in foster care, particularly in-home visits are not occurring as often as they should. Consistently visiting the children in their foster homes would allow problem areas to be spotted and addressed by CPS before they rise to the level where a child needs to be pulled from a home with no notice. Respondent: Partially agree The data provided in Appendix 2 is inaccurate. The data quoted is for children not in foster care/out of home placement (known as Measure 2S). The correct data is Measure 2F - Timely Monthly Visits for Children Placed in Out ...

Response: Will Not Implement

Scheduled: FY2017/18 Score: -1

. foster children. (MPP 31-320). b. CPS social workers should continue using the Template for Contact with Children consistently during their visits to foster children. c. CPS should add a signature line for parents to the Template for Contact with Children to verify in-home visits by all parties. a. Respondent: The recommendation has already been implemented but further efforts to increase visits will be made. The data provided by the Grand Jury was inaccurate. Since the standard is 50% and Amador CPS achieved 75.8% it has already been implemented. However, CPS agrees that this is an area in...

The former Board President, on at least one occasion, did act as an individual rather than speaking for the entire School Board, thus violating Board Policy.

Response: Disagree Partially Score: 0

a CPS employee. Many are also reluctant to make a complaint, even if they wanted to, due to fear of repercussions. Respondent: Partially agree CPS agrees that the Department of Social Services' complaint procedure had not been provided to the county's foster parents or foster family agencies. On July 13, 2018, CPS sent the written complaint process to both local Foster Family Agencies for them to distribute to their foster parents. The complaint process indicates that the complainant should first attempt to resolve the matter with the assigned social worker. If not resolved at that level, the ...

All District / ACOE employees should be given ethics training. (Findings 6, 7, 9, 11, 12)

Response: Implemented

Scheduled: FY2017/18 Score: 0

. outlined in Amador County DSS Policy and Procedure on Handling Complaints / Grievances dated 8-29-17. Respondent: This recommendation has been implemented. This is not something that CPS can ensure as it is in the hands of the FFAs, however, On July 13, 2018, CPS sent the written complaint process to both local Foster Family Agencies for them to distribute to their foster parents. CPS should continue working closely with FFA's to sort out difficulties and improve R3. information exchange. Respondent: This recommendation has been partially implemented and will be further implemented in the...

The former Board President did not appropriately notify the Board of the potential misuse of funds.

Response: Agree Score: +1

Agencies. In both directions. Respondent: Agree Increased communication will benefit the children and families we are working with. Efforts will continue to improve in this area. Over the last year, CPS has implemented the use of Child and Family Team (CFT) meetings as required by the California Department of Social Services. The child's current caregiver is required to be part of the family's team, although foster parent attendance has been inconsistent. CPS encourages both the foster parent and the foster family agency social worker to attend the team meetings. It is hoped that in the future...

Response: Will Not Implement

Scheduled: FY2017/18 Score: -1

. information exchange. Respondent: This recommendation has been partially implemented and will be further implemented in the coming year. There is room for improvement in communication and CPS will continue to work with local FFA's to problem solve. The ideal opportunity for this is during the CFT (see F3 response). Foster parents are not only welcomed to these meetings it is expected that they will attend - though attendance has been inconsistent. These meetings include all parties involved in the child's placement including the FFA social worker, CPS, the child and the foster parent/s. CDS...

Neither the Superintendent nor the School Board provided adequate fiduciary oversight to see nor stop inappropriate purchases from taking place.

Response: Disagree Score: -1

and not notified of the outcome of any investigation if the removal was due to an allegation against the foster parent. Respondent: Disagree When CPS removes a child from a foster home, it is by far most often due to the foster parent asking that the child be removed. When CPS chooses to move a child, it is frequently to move that child to placement with a relative. It is rare that it is in response to an allegation of maltreatment. However, there were several upsetting incidents of child maltreatment at the hands of foster parents over the past several months. Those situations required immedi...

All certificated employees and classified managers should be on a contract. These contracts should be reviewed by the District’s legal counsel to assure their appropriateness. (Finding 18)

Response: Will Not Implement

Scheduled: FY2017/18 Score: -1

. inform them of the outcome of an investigation when allegations of maltreatment are made against them. (Appendix 4). b. When a child is removed from a foster home, CPS should ensure that the foster parent receives a copy of the Review Request Procedure for Foster Care document. Respondent: a. This recommendation is already partially implemented. CPS will share what information they are allowed to share, when maltreatment is alleged CPS may not be the only entity looking into the events law enforcement may be involved and CCL is also involved. The requirements of these agencies may prevent s...

There are no written policies, guidelines or procedures for the use of Credit Cards.

Response: Agree Score: +1

to recommend fostering to others. We need people willing to foster so that at-risk children can be properly placed. Respondent: Agree CPS agrees that some foster parents are feeling underappreciated. Foster parent recruitment and retention are very important to CPS. Efforts will continue to express the department's gratitude for the service they provide.

Response: Will Not Implement

Scheduled: FY2017/18 Score: -1

. Respondent: This recommendation is non specific - but implementation will continue to be a priority ongoing. CPS agrees that foster parents are doing important and valuable work. CPS wants them to feel appreciated and will endeavor to show that appreciation. It is important to understand how foster care is set up in Amador County - in some counties the CPS department supervises foster families directly - that is not how it is in Amador. The FFA has the responsibility of training, certifying, supporting, monitoring and communicating about investigations. In somewhat oversimplified terms - CP...

The Board Policy on Conflict of Interest was not followed.

Response: Agree Score: +1

By the very nature of the business, all involved in the CPS system are under extreme stress and constant tension. This increased stress is experienced by CPS staff, FFA staff, and foster parents. Respondent: Agree

There should be clear guidelines for Credit Card authorization and use. The District /ACOE should lower credit card limits. (Finding 5)

Response: Will Not Implement

Scheduled: FY2017/18 Score: -1

. FFA social workers, CPS social workers and foster parents, bringing in experts on the subjects of stress, relaxation, communication, etc. Respondent: This recommendation will not be implemented. Various formats for communication and shared training already exist. Another format is not needed. CPS puts on trainings on various topics and has invited the FFAs. Behavioral Health also provides relevant trainings and invites the FFA social workers. The topics listed are ones that are generally part of the ongoing training that FFAs provide to their foster parents. CFTs are held regularly and thes...

No one at the District or ACOE reviews Form 700’s (Conflict of Interest Statement).

Response: Agree Score: +1

Agree F7.

Response: Will Not Implement

Scheduled: FY2017/18 Score: -1

. most appropriately allocated to increase retention and reduce the workload of CPS social workers. Respondent: This recommendation will not be implemented. The Board of Supervisors is already aware of the funding limitations. These limitations are due to revenue allocations determined by the state. No additional funds are allocated by the state. If additional funds were to become available the department head would move quickly to utilize them to achieve these goals. CPS should report quarterly to the Board of Supervisors the progress made towards R8. improving the issues in the Grand Jury...

Most of the ACUSD / ACOE Board Policies, Administrative Regulations and Board Bylaws are outdated. They have not been revised or updated as recommended by CSBA.

Response: Agree Score: +1

improving the issues in the Grand Jury's findings. Respondent: This recommendation will be partially implemented. Since the data referenced by the Grand Jury did not reflect the measurements that the Grand Jury believed that it did, there is no need to demonstrate that improvement is being made on that front, since the County significantly exceeds the measures being called for. Nevertheless, staff will continue to appear before the Board and discuss ongoing issues and performance measures to the extent that they can as permitted by law. Sincerely, Ly a Morgan Supervisor Lynn A. Morgan Chair, ...

Response: Will Not Implement

Scheduled: FY2017/18 Score: -1

F14

There are inadequate checks and balances in the business office to prevent fraud like behaviors and incidents.

Response: Agree Score: +1

. Amador County maintains a dozen separate buildings and complexes other than the County Administration Center and the Health and Human Services building. The County agrees with the finding. F15. Board of Supervisor monthly salaries rose from $3,139.50 in 2006/07 to $5,214.68 in 2008/09 to $5,834.56 in 2017/18, an increase of 85.8% since 2006/07. The County agrees with the finding. The increase was done to create a liveable wage for the Supervisors. The job of a County Supervisor is no longer a part-time job with all of the obligations requiring participation at the local, state, and federal l...

No Responses Found 2

Government entities assigned to respond to this report. No response documents have been linked in our database.

Amador County County Superintendent of Schools Elected County Office

Amador County District Attorney Elected County Office