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Extracted from Consolidated Report

This investigation was originally published as part of a larger consolidated report containing multiple investigations. View the consolidated PDF for the complete document.

El Dorado County Grand Jury • 2007-2008

The Grand Jury acts as the citizen-oversight for El Dorado County

Published: June 17, 2008 2 pages

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⚠️ Translation Notice: This content has been automatically translated. The original English text is the official version. Translation may contain errors.

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

Findings 5 findings

Very recently, the DOT prepared a prototype handbook (“Zone of Benefit Advisory Committee Manual”) for advisory committee members. This Manual includes information on: ethics, the open meeting law (The California Brown Act), road maintenance and repair (engineering) guidelines, contracting and purchasing, insurance, volunteer work procedures, and budget preparation. This Manual is an excellent product, put together from existing information at DOT in a very short period of time. The Department of Transportation is commended for this effort. This Manual would also be very useful to board directors of road repair districts.

With advance notification, the Board of Supervisors can discontinue these subsidies. The County has a fiduciary responsibility to minimize them, preferably without degrading fire protection capabilities. Elimination of the subsidies would require these fire protection districts to either find other sources of revenue in a similar amount, or find equivalent budget savings that would not degrade fire protection capability.

Consolidation of the six West Slope subsidized fire districts, and especially mergers into the three financially stronger fire districts on the West Slope, should allow elimination of the fire chiefs and other administrative positions in the subsidized districts. The potential personnel savings that could result are shown in Exhibit C, where the administrative personnel costs for each fire district are shown in column L, with a total amount of $944,084. The County supplemental contributions for these fire districts are shown in column M, and the total amount is similar to the total administrative personnel costs shown in column L.

If supplemental payments to the six West Slope fire protection districts are eliminated, the savings to the County general fund will be recurrent, rather than one-time. Over ten years and with an annual increase of 9 percent, the SAVINGS will amount to $14,018,235. If supplemental payments to all eight subsidized fire districts are eliminated, the SAVINGS over ten years will amount to $19,665,148.

Our investigation indicated that Fleet Management is performing their function well.

Recommendations 7

R3A
Page 1

The recommendation will not be implemented because it is not warranted. Contractor information is readily available on the internet, yellow pages and other sources. The County should not list specific contractor information in an effort to avoid any appearance of favoritism or a perceived recommendation of a particular contractor. B. References for many specifications that are given in the "Road Maintenance and Repair Guidelines" section of the Manual which will allow users to obtain more detailed specification information when needed. Response to
R3B
Page 1

The recommendation will not be implemented because it is not reasonable. References for specifications are available for road projects from contractors when projects go out to bid. Including references for specifications will likely involve the Department of Transportation in projects for which the county has no part. Final Draft Response to the 2007-08 Grand Jury Final Report Part 1 Clean Tahoe Program Case No. GJ 07- 011 REASON FOR REPORT The El Dorado County Grand Jury received a letter from the South Lake Tahoe District Attorney’s Office that prompted an investigation of the Clean Tahoe Program’s procedures for managing its funds. BACKGROUND The Clean Tahoe Program is a non-profit organization funded primarily by the City of South Lake Tahoe and El Dorado County. Its mission is to improve the visual quality of the Tahoe Basin within El Dorado County. Because it is publicly financed, it has a fiduciary responsibility, similar to the City and County, to properly manage its funds. The Clean Tahoe Program performs an important service to the community. This is accomplished through the dedication and hard work of the Clean Tahoe staff. METHODOLOGY The Grand Jury visited the offices in South Lake Tahoe of the Clean Tahoe Program and the South Tahoe Refuse Company (STR) to obtain information. STR is a private corporation with an exclusive franchise from the City and County to gather, sort, recycle, and dispose of refuse in the South Tahoe Basin. The investigation included a review of records, cashed checks, credit cards and the security of petty cash. People Interviewed: • • • • • • • Clean Tahoe Program Board, Two Directors Clean Tahoe Program Manager Clean Tahoe Program Outside Bookkeeper Clean Tahoe Program Treasurer El Dorado County Assistant District Attorney South Tahoe Refuse Company Controller South Tahoe Refuse Company President Documents Reviewed: • • • • Clean Tahoe Program Brochure Clean Tahoe Program By-laws, Procedures and Personnel Manual Clean Tahoe Program Financial Documents Clean Tahoe Program Budget vs. Actual Income and Expenses, October ‘06 through September ’07 5 Final Draft Response to the 2007-08 Grand Jury Final Report Part 1 • • • • • Clean Tahoe spreadsheets showing field work assignments Comparative cost study by STR in 2004 showing cost savings if STR assumed Clean Tahoe Program duties E-mail memos from Clean Tahoe Program Manager Mission Statement of Clean Tahoe Program South Tahoe Refuge Company controller memo (11/16/07) with financial spreadsheets RESULTS OF INVESTIGATION In the investigation of Clean Tahoe's management of funds, financial controls were found to be deficient. However, the deficiencies are in the process of being corrected. The Clean Tahoe Program is small and requires management and overhead functions that are disproportionately high and expensive in small publicly financed organizations. These costs would be lower if shared with similar costs in a larger organization. In principle, this can be achieved either by absorbing Clean Tahoe into a larger organization or by selecting a larger organization to perform the essential services that are now performed by the Clean Tahoe Program. The Grand Jury investigated these possibilities and found the following:
R5

The Grand Jury recommends that both OES and EDCOE, as well as individual school sites and districts, keep emergency response records that include dates of training and practice - to be maintained and supervised by EDCOE. RESPONSES Response(s) to this report is required in accordance with California Penal Code §933.05. 5 -025 REASON FOR REPORT The Fire Protection District Law of 1987, in the State Health and Safety Code §13800, governs all of the Fire Protection Districts (FPDs) in California. Fire protection districts can only provide fire protection and emergency medical services. At the printing of the 3rd edition of “What’s So Special About Special Districts?” there were 386 FPDs in California. El Dorado County has nine FPDs on the West Slope and two FPDs in the Tahoe Basin. The County also has two multi-purpose Community Service Districts (CSDs) that provide fire protection along with other services: Fallen Leaf Lake CSD and Cameron Park CSD. The City of South Lake Tahoe has its own fire department. El Dorado County has a disproportionately high number of fire protection districts compared with the average of other counties in California. El Dorado County would benefit from consolidation. During the Grand Jury investigation, the scope was limited to the West Slope of the County
R6

The SLTPD’s Strategic Plan should address clearly defined performance measures that include at a minimum the following areas of concern: • Confidence in Senior Management • Cynicism • Morale • Visions and Values of the Department
R7

The Chief of Police should present a written progress report to the City Council and City Manager annually for public review.
R8

The City Manager and City Council should maintain an active presence in tracking the Strategic Plan progress.
R9

The Chief's annual performance evaluation should include the progress of the goals set in the Strategic Plan. RESPONSES Response(s) to this report is required in accordance with California Penal Code §933.05. 24 -014 REASON FOR REPORT The Grand Jury elected to investigate the County’s Victim Restitution activity to determine if El Dorado County is effectively and efficiently managing victim restitution.

Conclusions 6

CL1

The respondent agrees with the finding.
CL2

The respondent disagrees wholly or in part with the finding, in which case the response shall specify the portion of the finding that is disputed and shall include an explanation of the reason therefore. RESPONSE TO RECOMMENDATIONS The responding person or entity shall report one of the following actions:
CL3

The recommendation requires further analysis, with an explanation and the scope and parameters of an analysis or study, and a timeframe for the matter to be prepared for discussion by the officer or head of an agency of department being investigated or reviewed. This timeframe shall not exceed six months from the date of publication of the grand jury report. **
CL4

The recommendation will not be implemented because it is not warranted or is not reasonable, with an explanation therefore. * The time frame needs to be specific and reasonable. ** At the conclusion of this analysis, the recommendation must be responded to as required by items 1, 2, or 4. RESPONSE: TIME, WHERE AND TO WHOM The Penal Code identifies two different response times, depending upon the classification of the respondent (see below), and includes where and to whom the response is directed. Day one begins with the date of the Final Report.
CL5

Sampling results indicate that failures to uphold Medi-Cal documentation standards for claims are consistent across all populations, although they were noticeably more prevalent in the Mallard site adult outpatient sample. Results also indicate that a significant portion of billable, documented services were not being claimed at the time the audit field work was conducted.
CL6

Many of the Department of Human Services Public Guardian program case records appear to be out of compliance with TCM program requirements, based on a review of a sample of client case records and documentation supporting Medi-Cal claims for reimbursement. Few of the case records reviewed make the required link between client Assessments, Individual Client Service Plans and Periodic Reviews to ensure that client Harvey M. Rose Associates, LLC 36 Section 4: DHS Targeted Case Management Medi-Cal Billing needs have been identified and addressed with specific activities and service strategies. Though a TCM requirement, follow-up checks on services to which clients are referred are routinely not taking place. Most cases are not meeting the six month Periodic Review requirement. The Department’s Linkages program, on the other hand, was found substantially in compliance with TCM program requirements in the ten sample sets of case records reviewed. Linkages program management appears to have designed their case file documentation and established policies and procedures with TCM program requirements, or intent, in mind. Periodic review documents are structured to ensure that service objectives and client needs identified in previous assessments and reviews continue to be addressed.

Commendations 13

CM1

The leadership and staff of the Placerville Jail are commended for their rigorous adherence to its mission statement and dedication to the rehabilitation of incarcerated adults. 8 THE 2007-2008 EL DORADO COUNTY GRAND JURY COMMENDS The El Dorado County Jail Placerville For its rigorous adherence to its mission statement, specifically their commitment to public safety, secure incarceration and inmate self-improvement through educational programs and services Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 El Dorado County Jail South Lake Tahoe REASON FOR REPORT Section 919(a) and 919(b) of the California Penal Code requires the grand jury to annually inspect any jail or prison within the county. This includes juvenile correctional facilities.
CM2

The El Dorado County Jail Placerville For its rigorous adherence to its mission statement, specifically their commitment to public safety, secure incarceration and inmate self-improvement through educational programs and services Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 El Dorado County Jail South Lake Tahoe REASON FOR REPORT Section 919(a) and 919(b) of the California Penal Code requires the grand jury to annually inspect any jail or prison within the county. This includes juvenile correctional facilities.
CM3

Despite needing increased personnel and repairs in certain areas of the facility, many programs leading to rehabilitation of inmates were noted, most specifically in the areas of mental health, vocational training and community service. The leadership and staff at the South Lake Tahoe Jail are commended for their rehabilitation programs for inmates. Further, the leadership and staff are commended for their outstanding community response during the Angora Fire. 10 EL DORADO COUNTY GRAND JURY 2007-2008 El Dorado County Juvenile Hall Placerville REASON FOR REPORT Section 919(a) and 919(b) of the California Penal Code requires the grand jury to annually inspect any jail or prison within the county. This includes juvenile correctional facilities.
CM4

The El Dorado County Probation Department and the Office of Education are commended for their outstanding advocacy and rehabilitation programs for at-risk children. The Grand Jury finds that the probation and educational staff have gone above and beyond what is required. The probation staff and the education staff are further commended for their immaculate facility observed during an unannounced visit. 12 ` THE 2007-2008 EL DORADO COUNTY GRAND JURY COMMENDS The El Dorado County Probation Department and Office of Education For their exemplary programs for youth at Placerville Juvenile Hall Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 El Dorado County Juvenile Hall South Lake Tahoe REASON FOR REPORT Section 919(a) and 919(b) of the California Penal Code requires the Grand Jury to annually inspect any jail or prison within the county. This includes juvenile correctional facilities.
CM5

The El Dorado County Probation Department and Office of Education For their exemplary programs for youth at Placerville Juvenile Hall Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 El Dorado County Juvenile Hall South Lake Tahoe REASON FOR REPORT Section 919(a) and 919(b) of the California Penal Code requires the Grand Jury to annually inspect any jail or prison within the county. This includes juvenile correctional facilities.
CM6

The 2007-2008 Grand Jury commends the El Dorado County Probation Department and the El Dorado County Office of Education for their outstanding advocacy and rehabilitation programs for at-risk children. 15 THE 2007-2008 EL DORADO COUNTY GRAND JURY COMMENDS The El Dorado County Probation Department and Office of Education For its exemplary programs for youth at South Lake Tahoe Juvenile Treatment Center Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 Growlersburg Conservation Camp Georgetown, California REASON FOR REPORT The El Dorado County Grand Jury is charged with inspecting correctional institutions in El Dorado County each year per §919(a) and §919(b) of the California Penal Code.
CM7

The El Dorado County Probation Department and Office of Education For its exemplary programs for youth at South Lake Tahoe Juvenile Treatment Center Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 Growlersburg Conservation Camp Georgetown, California REASON FOR REPORT The El Dorado County Grand Jury is charged with inspecting correctional institutions in El Dorado County each year per §919(a) and §919(b) of the California Penal Code.
CM8

The 2007-2008 El Dorado Grand Jury commends Growlersburg Conservation Camp. The excellent training provided by Growlersburg gives the inmates the opportunity upon release to lead productive lives and become solid members of society. As a result of the training programs, the inmates exhibit skills of qualified professionals in the fields of fire fighting, emergency response and woodworking. The Grand Jury commends Growlersburg for their exceptional community service. Growlersburg is commended for savings incurred by the maintenance of their produce garden. 18 EL DORADO COUNTY GRAND JURY 2007-2008 Mother Lode Union School District Case No. GJ 07-001 REASON FOR REPORT The El Dorado County Grand Jury received a complaint from a citizen alleging that Mother Lode Union School District (MLUSD) was spending district funds inappropriately. These allegations were limited to expenditures for incremental building space, equipment, travel, and personnel costs for in-house technology services.
CM9

Louisiana Schnell Elementary School, under the leadership of the district superintendent and the site principal, has created and maintained an educational plant that is safe and healthy, as well as welcoming to its students, staff, parents, and community. The 2007-2008 Grand Jury commends Louisiana Schnell School for its exemplary campus safety and beautification. It is evident that the superintendent, principal, staff, and parents are successfully addressing all facility issues. 25 The 2007-2008 EL DORADO COUNTY GRAND JURY COMMENDS The Staff and Community of Louisiana Schnell Elementary School For its exemplary campus beautification and maintenance Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 Edwin Markham Middle School REASON FOR REPORT The El Dorado County Grand Jury conducts inspections of county, city and special district facilities owned or leased within El Dorado County per California Penal Codes §925, §925(a) and §928. The focus of the inspection is health and safety conditions. 22
CM10

The Staff and Community of Louisiana Schnell Elementary School For its exemplary campus beautification and maintenance Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 Edwin Markham Middle School REASON FOR REPORT The El Dorado County Grand Jury conducts inspections of county, city and special district facilities owned or leased within El Dorado County per California Penal Codes §925, §925(a) and §928. The focus of the inspection is health and safety conditions. 22
CM11

Edwin Markham Middle School, under the leadership of the district superintendent and the site principal, has created and maintained an educational plant that is safe, as well as welcoming to its students, staff, parents, and community. The 2007-2008 Grand Jury commends Edwin Markham Middle School for improving the educational environment. It is evident that the superintendent and principal are successfully addressing all areas of health, safety and attractiveness. 23 The 2007-2008 EL DORADO COUNTY GRAND JURY COMMENDS Edwin Markham Middle School For continuing improvement of its educational environment Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 El Dorado County Sheriff’s Building REASON FOR REPORT The El Dorado County Grand Jury conducts inspections of county, city and special district facilities owned or leased within El Dorado County per California Penal Codes §925, §925(a) and §928. The focus of the inspection is health and safety conditions. 26
CM12

Edwin Markham Middle School For continuing improvement of its educational environment Date: Signed: EL DORADO COUNTY GRAND JURY 2007-2008 El Dorado County Sheriff’s Building REASON FOR REPORT The El Dorado County Grand Jury conducts inspections of county, city and special district facilities owned or leased within El Dorado County per California Penal Codes §925, §925(a) and §928. The focus of the inspection is health and safety conditions. 26
CM13

Final Draft Response to the 2007-08 Grand Jury Final Report Part 2 EL DORADO COUNTY GRAND JURY 2007-2008 Consolidation of Fire Protection Districts Case No. 07-025 REASON FOR REPORT The Fire Protection District Law of 1987, in the State Health and Safety Code §13800, governs all of the Fire Protection Districts (FPDs) in California. Fire protection districts can only provide fire protection and emergency medical services. At the printing of the 3rd edition of “What’s So Special About Special Districts?” there were 386 FPDs in California. El Dorado County has nine FPDs on the West Slope and two FPDs in the Tahoe Basin. The County also has two multi-purpose Community Service Districts (CSDs) that provide fire protection along with other services: Fallen Leaf Lake CSD and Cameron Park CSD. The City of South Lake Tahoe has its own fire department. El Dorado County has a disproportionately high number of fire protection districts compared with the average of other counties in California. El Dorado County would benefit from consolidation. During the Grand Jury investigation, the scope was limited to the West Slope of the County

No Responses Found 2

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

El Dorado County County

South Lake Tahoe City