Administrative Committee The 2002-2003 Administrative Committee reviewed the following areas of County government:*

Recommendations 7

• R03-01
  THE HUMAN RESOURCES DEPARTMENT REVISE ITS POLICY ON EMPLOYEE RELATIONS LEAVE TO ALLOW SOME EMPLOYEES TO BE TEMPORARILY TRANSFERRED TO OTHER DEPARTMENTS RATHER THAN BEING PLACED ON PAID LEAVE. 2002-2003 San Bernardino County Grand Jury Final Report INTERIM REPORT "NO GIFT" POLICY (Released February 2003) INTRODUCTION In recent years a number of scandals have occurred within San Bernardino County government to cast doubts on the integrity of the County. FINDINGS In the late 1970s and early 1980s, the city manager of the City of Victorville, by administrative decision, initiated a no gift policy for outside contractors doing business with the City of Victorville in order to prevent various builders and contractors seeking p
• R03-02
  WITH THE COUNTY OF SAN BERNARDINO. 2002-2003 San Bernardino County Grand Jury Final Report USE OF VOLUNTEERS BACKGROUND Many public and private entities make use of volunteers to enhance the work of regular employees. FINDINGS A division of the Chief Administrative Office coordinates Los Angeles County's volunteer program. This division, employing a staff of nine, develops policies on the use of more than 50,000 volunteers who work over 3.9 million hours a year. Los Angeles County estimates its volunteer labor to be worth approximately $16.50 per hour, or $65 million annually. The county also conducts an annual Volunteer Recognition and Awards luncheon. Los Angeles County provides for coordinators in each department to oversee that department's use of volunteers within the guidelines set by the Chief Administrative Office. The CAO provides for an "open door policy" for volunteers who have a need for conflict resolution between their actual treatment and the written policy provisions. In addition, L.A. County has set in place provisions to assure that the volunteers do not displace any full-time employee. Within the broad outlines set by the CAO each department may establish its own rules and procedures. In contrast, San Bernardino County has no centralized volunteer coordinator. An unaudited survey of County departments revealed that at least 18 departments use volunteers. Three departments make extensive use of volunteers; however, many departments, due to the nature of their work, cannot use volunteers. Several of the respondents stated that they would be willing to use volunteers but do not have the resources to recruit them. A County policy adopted in 1991 requires departments to obtain permission from the Board of Supervisors to use volunteers, but leaves the recruiting and record keeping responsibilities to the departments. Each department employs its own standards and policies in recruiting, screening and placing volunteers. 2002-2003 San Bernardino County Grand Jury Final Report RECOMMENDATION THE COUNTY ADMINISTRATIVE OFFICER ESTABLISH A CENTRALIZED
• R03-03
  VOLUNTEER COORDINATOR OFFICE TO RECRUIT, QUALIFY, PLACE AND MAINTAIN SAN BERNARDINO COUNTY'S VOLUNTEER POOL. 2002-2003 San Bernardino County Grand Jury Final Report PAPER USAGE BACKGROUND Copies of documents originated at about the time of the written word and progressed from monks laboriously making elaborate copies by hand through carbon paper, wet copying machines to the modern dry copier, computer printer and facsimile machines. With the increasing ease with which copies are made, came an increased need for copies. Copies were required even though they were thrown away or filed without being read. Receiving a copy has become a status symbol. It has been observed that some County departments, Purchasing among them, have instituted a program of posting routine reports, and even catalogs, on-line, making a paperless distribution FINDINGS The County of San Bernardino uses approximately 363,002 reams of copy paper per year, at an average cost of $2.28 per ream, for a total cost of $826,274.08 annually. The County consumes 18,646 toner cartridges per year, at an average cost of $67.67 per cartridge, for a total of $1,261,826.88 annually. The cost of electricity, wear and tear on the copy machines, repair and replacement costs, and employee hours expended in making copies has not been calculated, but are factors to be considered. It has been observed that in many instances, more copies than are necessary have been produced and that many persons who have no need for copies either receive or request them. Further, many of the documents provided to this Grand Jury have not been copied on both sides of the page. 2002-2003 San Bernardino County Grand Jury Final Report RECOMMENDATIONS
• R03-04
  EACH DEPARTMENT EXPLORE WAYS TO LIMIT THE NUMBER OF COPIES MADE OF EACH DOCUMENT PRODUCED. EACH DEPARTMENT LIMIT DISTRIBUTION OF COPIES OF DOCUMENTS TO ONLY
• R03-05
  THOSE WHO HAVE AN ACTUAL NEED FOR THEM.
• R03-06
  WHEREVER PRACTICAL, ALL DEPARTMENTS PRINT MULTIPLE PAGE DOCUMENTS ON BOTH SIDES OF THE PAPER. THE COUNTY ADMINISTRATIVE OFFICER ENCOURAGE ALL COUNTY
• R03-07
  DEPARTMENTS TO MAKE USE OF PAPERLESS DISTRIBUTION OF INFORMATION WHENEVER POSSIBLE.