Amador County Grand Jury • 2010-2011

2010-11 Final Report

Published: June 15, 2011 141 pages Consolidated Report
View Original PDF

Note: Missing finding numbers detected: F15

Findings 22 findings

F1 Page 9
Interviews were conducted with past and current City council members.
F2 Page 9
Interviews were conducted with City staff and employees.
F3 Page 9
Reviewed financial documents.
F4 Page 9
Attended city council meetings. FACTS 1. Dating back to 2003, 2004 the audits were relatively good. However, from 2005 to the present the auditors were not able to complete the audits since the City failed to provide requested documentation. A. Audit reports were prepared by a CPA for each year 2006-2009. (Copies of these reports are available at http://www.ione-ca.com/home/ione/financials.htm) 2. Ione's Local Agency Investment Fund (LAIF) was $7,527,531.61 in May 2008. On January 14, 2011 the ending balance was $1,754,789.84. This fund is where the City places funds not needed for current operations. It is essentially a rainy day fund.
F5 Page 14
The City Council should immediately require the City Manager prepare a written report to the Council regarding each deficiency noted in the Audit Reports for the last three years stating what was being done to correct each deficiency and when it would be corrected.
F6 Page 14
The City‘s waste water plant proposal should be revised based upon a more accurate growth rate, not at 6% growth as projected in the current general plan.
F7 Page 14
The Grand Jury recommends that the 2011-2012 Grand Jury continue the investigation on the City of Ione. COMMENT 1. The City Administration Committee of the Amador Grand Jury is to remain on for another year to continue its investigation. This is due to a lack of information in the City of Ione's financial documents obtained by our investigation thus far and by the Auditors report from past audits. RESPONSE REQUIRED: Pursuant to California Penal Code §933 (c) a response to this report is required. No later than 90 days after the grand jury submits a final report on the operations of any public agency subject to its reviewing authority, the governing body of the public agency shall comment to the presiding judge of the Superior court on the finding and recommendations. COUNTY GOVERNMENT 8 ELECTIONS AMADOR COUNTY REGISTRAR OF VOTERS/ELECTION BOARD INTRODUCTION: The 2010/2011 AMADOR COUNTY CIVIL GRAND JURY received a letter from other County Grand Juries suggesting an investigation into the handling of absentee ballots. The Grand Jury was also invited to attend the Election Observer Panel held October, 14, 2010. CONCERNS:  Counting of Absentee Ballots  Signature Switching  General Election Procedure RESPONSIBLE AGENCY: AMADOR COUNTY REGISTRAR OF VOTERS 810 Court Street Jackson, CA 95642 JUSTIFICATION/JURISDICTION: The Amador County Grand Jury was invited to participate on the EOP pursuant to California Penal Code § 925, "The grand jury shall investigate and report on the operations, accounts, and records of the officers, departments, or functions of the county. . ." METHOD OF EVALUATION: Grand Jurors attended the EOP and observed different locations in the County during the November election and the counting of ballots. FACTS: Observers found the operation of the polls and counting of ballots, including absentee ballots, was done in the proper manner. FINDINGS: NONE.
F8 Page 20
Funding sources for Social Services are 88% Federal and California State reimbursement and 12% Health realignment dollars. Realignment dollars are State monies disbursed to Counties to be used only for specific categories.
F9 Page 20
Due to a lack of sufficient staff and monies, it is not possible for the Social Services Department to explore independent funding opportunities at this time (i.e. grant dollars).
F10 Page 20
Funding sources for Health Services operating revenue are approximately 78% Federal and California State dollars and 22% Health realignment dollars. Some services are billed for, some are allocated by a definite tax, some are defined by legislation and some are requested by grant.
F11 Page 20
Neither Social Services, nor Health Services receive monies for direct services from the Amador County General Fund.
F12 Page 12
The Grand Jury requested certain financial documents from the City of Ione. The Grand Jury was told that the documents did not exist. FINDINGS: 1. Audit reports for 2006, 2007, 2008 and 2009 report significant financial shortcomings. (See Auditors report at http://www.ione-ca.com/home/ione/financials.htm) (Facts #1, 6) 2. Required Bank reconciliations have not been made in the last two years. (See Auditors report at http://www.ione-ca.com/home/ione/financials.htm) (Facts 2 b., 6 and 12) 3. Cash transfers between accounts are not properly documented as required. (Facts 2 c., 6 and 12) 4. Monthly Treasurer Reports have not been prepared since 2003. (Fact 4 b., 6 and 12) 5. The City Treasurer, who is under the direction of the City Council, has failed to prepare monthly bank reconciliations as required by Ordinance. (Fact 3 b, 6 and 12) 6. The fact monthly treasurer reports are not currently being prepared means the City Council does not have sufficient information in order to make intelligent financial decisions.( Fact 6) 7. The City of Ione's General Plan is being used to justify expenditures at a growth rate that has not been realized. (Fact 6, 11) 8. The General Plans annual status report has not been reported. (Fact 12) 9. The City is outspending its current income and has been heavily dipping into the LAIF account. (Fact 2, 6) 10. At the current rate of depletion the LAIF account will be fully depleted in the next year or two. ( Fact 2, 6) 11. When the LAIF account is fully depleted the City will be unable to meet current obligations from current revenue. (Fact 2, 6) 12. The failure to reconcile bank statements promptly enhances the possibility that embezzlement would go undetected.
F13 Page 20
There is no mandated adult MHSA funding but 25% is mandated for children.
F14 Page 20
The Food Stamp entitlement program numbers demonstrate a steady increase over the last few years  $195,560 issued September 2008  $331,423 issued September 2009  $398,898 issued September 2010  $411,336 issued February 2011 15. Food Stamp monies are showing a tendency to be spent more in Amador County than outside the County.
F16 Page 20
Social Services have a continuing caseload of 3,035 with roughly 500 applications for various services per month. These numbers fluctuate throughout the year.
F17 Page 20
Social Service programs are based on entitlements. All who apply and qualify receive services.
F18 Page 20
Health Services programs are based on mandates and entitlements. 13 19. Both Departments utilize Full Service Partnerships (FSP) and independent agencies.
F19 Page 38
Crew members are paid by voucher system. One half of any money earned goes toward restitution. STATE BUDGETARY CONCERNS: 1. In 2009, it was not anticipated that PGYCC would be affected by state or federal budget cuts. PGYCC has been an asset to the state and CALFIRE, and the program has been well supported by the State Legislature and the Governor. FINDINGS: 1. At PGYCC, members of the various gangs are required to live and work together. No gang activity is tolerated. A youth will be immediately transferred to another institution if this policy is violated. (Fact #7.) 2. Both the CDCR-DJJ and CALFIRE staff work to build a good relationship with each youth, using professional courtesy when addressing them. As a result, PGYCC has evolved from a strict military atmosphere to a more interactive one. (Facts #9 & 10) 3. The youths placed at PGYCC are considered the "cream of the crop." The staff feels responsible for making each one succeed in the program. A low rate of recidivism at PGYCC (28%) compares favorably to national figures (60%-70). (Facts # 2, 3 & 5) 4. Youths learn a strong work ethic. Many of them have grown up on the streets without an opportunity to acquire social and work-related skills. PGYCC focuses on steering them toward becoming productive members of society. (Facts # 9, 10, 12, 13, 14 & 16) 5. A concerted effort is made to find job opportunities for each young man. Case Managers keep in touch with them through phone follow-ups. (Fact #12) 31 6. The State of California benefits significantly from PGYCCs low cost, high quality firefighting resources. (Facts # 16 & 18) RECOMMENDATIONS: NONE RESPONSE REQUIRED: Pursuant to California Penal Code §933 (c) a response to this report is required. No later than 90 days after the grand jury submits a final report on the operations of any public agency subject to its reviewing authority, the governing body of the public agency shall comment to the presiding judge of the Superior court on the finding and recommendations. CRIMINAL JUSTICE PRESTON YOUTH CORRECTIONAL FACILITY INTRODUCTION: The 2010/2011 Amador County Civil Grand Jury conducted the required inspection and review of the Preston Youth Correctional Facility (PYCF) on September 23, 2010. BACKGROUND: PYCF, located in the City of Ione, opened in 1894 and is one of the oldest institutions within the State that houses male juvenile offenders ages 14 through 25. It is a part of the California Department of Corrections and Rehabilitation, Divisions of Juvenile Justice (CDCR-DJJ). PYCF provides rehabilitation through education, intensive treatment programs, counseling, behavior treatment programs, and career training. The goal of the institution is to prepare troubled youth for re-entry into society as productive citizens. PYCF also serves as a reception center for youths committed to Division of Juvenile Justice in Northern California and places majority of juveniles in the Pine Grove Youth Conservation Camp (PGYCC) which helps fight fires in the local areas of Amador County. RESPONSIBLE AGENCY: PRESTON YOUTH CORRECTIONAL FACILITY CALIFORNIA DEPARTMENT of CORRECTIONS & REHABILITATION DIVISION of JUVENILE JUSTICE 201 Waterman Road Ione, CA 95640 JUSTIFICATION/ JURISDICTION: The Grand Jury shall inquire into the condition and management of the public prisons within the county. California Penal Code §919 (b). METHOD OF EVALUATION: INTERVIEWS & TOUR: Interview with Superintendent Interview with PYCF Staff Tour of Facility DOCUMENTS: Admin Summary for 9/21/2010. FACTS: 1. The facility is quite old and is in need of major repairs from administration offices to cells and property.
F20 Page 21
An in depth survey of homeless persons in Amador County was conducted in January, 2011. This survey was funded through monies from Housing and Urban Development (HUD), and was administered by the Amador Board of Supervisors. It was conducted by the Amador Tuolumne Community Action Agency (ATCAA). FINDINGS 1. Full Service Partnerships (FSP) and independent agencies are essential for the operation of both the Health and the Social Service Departments. Both close cooperation and communication between Health, Social Services, FSP, and independent agencies are necessary for maximizing the monies available. These services provide continuity and an extension of care to clients and their families. Some examples of FSP and independent agencies include:  Amador Tuolumne Community Action Agency (ATCAA)  The Resource Connection  The Wellness Center  Sierra Wind Support Center  Operation Care  Interfaith Food Bank (Fact #19) 2. With the decrease in MHSA funding, it is not the intention of Health Services to reduce core services. Staff responsibility would be shifted and combined, resulting in a reduction of administrative costs. (Fact #12) 3. Some job descriptions in Health Services have been blended to include a variety of duties. For example, a receptionist may now also assist with billing duties. (Facts #11, #13) 4. Both Departments pursue every source that is appropriate and utilize every allocation possible "to the last penny.‖ (Facts #8, #9, #10 & #11)‖.
F21 Page 131
Equipment available to SCPD for animal control includes a dog snare, nooses, and leashes for transporting strays intheir vehicles. SCPD officers have used pepper spray to control dangerous animals. They will use deadly force ifnecessary. THE CITY COUNCIL AGREES 22. Continuity does notexist between the policies and procedures ofACAC and SCPD when dealing with animal-related issues. THE CITY COUNCIL AGREES This was true at the time of this report. However, this issue has been resolved.
F22 Page 100
The CM has, on several occasions, not followed the policies and procedures of Sutter Creek City government. (Facts #1, #2, #3, #5, #6, #7, #8, #11, #18) THE CITY COUNCIL AGREES of49 Cityof Sutter Creek 2009/2010 Civil Grand Jury Report Response 23. City Council has, on several occasions, not followed the policies and procedures of Sutter Creek City government. (Facts #1, #2, #3, #4, #5, #6, #7, #8, #11, #18) THE CITY COUNCIL AGREES 24. Grand Jurors attending City Council meetings observed some members of the City Council managing by intimidation and being unresponsive to citizens' concerns. THE COUNCIL AGREES IN PART WITH THIS FINDING: The City Council agrees that there have been occasions when members of the Council, staff and public have spoken in anger and/or let frustration get the better of them. Such occasions certainly can be intimidating. However, the City Council does not agree that there has been any deliberate pattern of intimation of the public by any member of the Council. The entire Council recognizes that we are responsible to set the tone of the meeting and interactions with the public and that anything lessthan common courtesy is unacceptable.
F23 Page 107
Act immediately to correct a situation inwhich policy has not been followed, putting the best interests of Sutter Creek first, both financially and ethically. THE COUNCIL AGREES WITH AND HAS IMPLEMENTED THE APPROPRIATE CORRECTIVE ACTIONS. The Council has always "put the best interests of Sutter Creek first". Recent and ongoing improvements to the management systems will assure prompt attention to any significant operational challenges. To the CITIZENS of SUTTER CREEK: 24. Become actively involved with the City Council to ensure positive change, without being intimidated by any individual member. This commitment will help City government avoid defaulting to continued mismanagement. Since the Councilpersons are also citizens of Sutter Creek; Sutter Creek has a long history (well beyond the Grand Jury's recent interest) of public participation in City Council and Planning Commission meetings and issues. Active participation by the public iscritical to the local democratic process and as such iswelcome. The closing sentiment that the public needs to "help the City government avoid defaulting to continued mismanagement" is unwarranted. of49 Cityof Sutter Creek 2009/2010 Civil Grand Jury Report Response SANITARY SEWER MANAGEMENT PLAN INTRODUCTION: In response to complaints regarding the quality and effectiveness of the City of Sutter Creek's (City) sewer systems, the 2009/2010 Amador County Civil Grand Jury investigated the City's Sanitary Sewer Management Plan (SSMP). BACKGROUND: The City has a history ofraw sewage spills due to the age ofthe sewer system. The state requires that an SSMP be established for every City inCalifornia. To comply with the State Water Resources Control Board (SWRCB), the Central Valley Regional Water Quality Control Board (RWQCB) and the statewide General WasteDischarge Requirements (WDR) Order No. 2006-003-DWQ, The City established a SSMP. The City retained the services ofHDR, a national engineering and consulting firm, and Weatherby/Reynolds/Fritson to assist inbecoming compliant with the regulations. RESPONSIBLE AGENCY: CITY of SUTTER CREEK 18Main Street Sutter Creek, CA 95685 FACTS: 1. The City complied with state requirements bysubmitting a certified SSMP inApril 2008. The SSMP was comprised of 11separate elements (see REFERENCES). THE CITY COUNCIL AGREES 2. By November 2009, within the required timeIine, the City Manager had completed elements 1-6of the SSMP. THE CITY COUNCIL AGREES 3. Elements 7-11 ofthe SSMP, due inMay 2010, have not been completed. THE CITY COUNCIL AGREES 4. Element 7of the SSMP deals specifically with Fats, Oils, and Grease (FOG) inthe system. THE CITY COUNCIL AGREES of49 City of Sutter Creek 2009/2010 Civil Grand Jury Report Response 5. Due tothe budget crisis inthe City, much ofthe SSMP work has been neglected. As recently as April 2010, two raw sewage spills occurred inthe City. THE CITY COUNCIL DISAGREES WITH THIS FACT: The City "budget crisis" relates to the general fund and therefore has no impact upon the SSMP progress. Delays are more accurately related to the very significant reorganization and reduction in force of City management staff.

Recommendations 16

Comments 18

No Responses Found 2

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

Amador County Office of Education Agency
County of Amador Agency