Score: +1 (4/3/3)
Butte County Grand Jury • 2008-2009 • Agency Response
Response to: Auditor-Controller

Butte County Grand Jury Report 2008/2009 Office of the Auditor-controller Aug 18 2009 Response to Findings and*

Published: August 17, 2009 3 pages
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Findings and Recommendations 5 findings

F1
A A portion of workload scheduled to be transferred from the A-C's Office to the CFO's Office has not yet occurred. The respondent agrees with the finding. The Butte County A-C's Office appears to have a positive work environment.
Related Recommendations (1)
R1
The A-C and the CFO should jointly develop a specific plan for resolving the issues regarding the workload not transferred from the A-C's Office to the CFO's Office. We will be working closely with the CFO's Office to complete this objective. We will be contacting the CFO's Office to set up a meeting to develop a specific plan once again to establish a timeline to transfer the remaining duties from the Auditor-Controller's Office to the CFO's staff.
F2
The respondent agrees with the finding.
Related Recommendations (1)
R2
Continue to incorporate "team building" activities to foster the positive work environment. This recommendation has been implemented. The Auditor-Controller's management staff continues to encourage and develop team building activities to foster a positive work environment in the office. In addition to current activities, management has increased the morning status meetings schedule to three days per week to discuss scheduling and staffing issues, problem areas and to incorporate team building discussions within the management group. Staff is encouraged to bring up any and all issues that need addressed and each morning a meeting can be called by any of the management team if a pressing issues occurs.
F3
Currently, there appears to be alack of cross training in the A-C's Office. The respondent disagrees with this finding. Cross training has occurred for many years in the Auditor's Office. Not only is cross training occurring amoung the staff in the various sections but also across sections when time permits. Some cross training has been a slow process during the most recent period as positions have been shifted to the CFO's office while much of the related work associated with those positions has remained with this office. As the functions to be moved to the CFO finally occur we will be establishing new cross training procedures for the sections.
Related Recommendations (1)
R3
Develop a continual cross training program and implement schedule. The recommendation has been partially implemented. Cross training has been and is currently occurring in the Auditor-Controller's Office. All staff in the Property Tax Section of the office are cross trained and continually are updated as laws and processes change. The Supervisor of the Accounts Payable/General Accounting Section has increased the level of cross training and continues to develop that program.
F4
The Division Procedural Manuals are outdated. The respondent disagrees with this finding. While some of the sections need updating this is an ongoing process with rewrites to the Procedure Manual are being completed. Since the staff in the Auditor's office is limited and have been doing many tasks that should have been transferred to the CFO's Office when staff were transferred, we have been selectively rewriting the Manual updating the procedures.
Related Recommendations (1)
R4
Update the Division Procedural Manuals. The recommendation is being implemented. Each Section of the Procedural Manual is being reviewed to determine if it is consistent with current standards and practices and is being changed to meet current standards where necessary. This is an ongoing process, as staffing shortages and scheduling issues have stretched staff resourses; these areas will be addressed in the coming months.
F5
There are no individual Desk Procedural Manuals. The respondent disagrees with this finding. Individual Desk Procedural Manuals exist for all staff members with the exception of one or two desks. Those Procedural Manuals will have some significant changes to the current desk procedures for these positions as some of the functions currently being performed by these positions will be transferred to the CFO's office.
Related Recommendations (1)
R5
Create and publish individual desk Procedural Manuals. The recommendation has been implemented except for two positions that are impacted by process changes that will or are currently occurring. The Manuals are available for review and each desk maintains a copy for use by the staff. Butte County LAND NATURAL WEALTH AND BEAUTY O F OFFICE OF THE AUDITOR-CONTROLLER COUNTY ADMINISTRATION BUILDING 25 COUNTY CENTER DRIVE • OROVILLE, CALIFORNIA 95965-3383 TELEPHONE: (530) 538-7607 FAX: (530) 538-7693 August 17, 2009 The Honorable James Reilley, Presiding Judge Butte County Superior Court One Court Street Oroville, CA 95965-3303 Dear Judge Reilley: In accordance with Penal Code Sections 933 and 933.05, the Butte County Auditor- Controller is responding to the Findings and Recommendations of /2009 Final Report. As an affected agency or individual named in the Final Report, please find enclosed my responses to the Findings and Recommendations. Sincerely, Havid O. House David A. Houser Auditor-Controller DAH/II Enc. cc: Butte County Board of Supervisors . .

Agency Responses 2

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

* This report's PDF did not contain easily extractable text and required Optical Character Recognition (OCR) for analysis. There may be minor errors in the extracted findings and recommendations due to OCR limitations with scanned documents.