Updated Combined Follow-Up Response to Fy 2014-15 Grand Jury Reports*

Recommendations 9

• R1
  The recommendation has not been implemented but The recommendation has not yet been implemented; however, Are Current Probation Standards and guidelines for will be implemented in the future. Probation has taken steps to implement the recommendation in the Strategies Effective?" AB109 offender supervision, such near future. as number of contacts, home The Probation Department has convened several visits, drug tests, and collateral working groups to develop appropriate standards. The Probation Department convened a number of working groups contacts based on the risk-needs The revisions to the procedures manual items are and developed a "draft" set of standards and guidelines of assessment should be included in expected to be updated this calendar year. supervision for both juvenile and adult offenders. Probation will be the Orange County Probation working with labor to implement the new supervision strategies. Department's Policy and Procedures (F.1., F.2.) *Probation provided an update that the project is estimated to be completed by December 2017. "Annual Inquiry on
• R2
  The recommendation has not been implemented but. The report from the County's contracted specialist, hired to review Estate: Do They Know The County should establish a will be implemented in the future. and verify County real property inventory details, is anticipated What They Have?" person or position to be during the first week of February, 2016, and will be utilized to verify accountable for the ongoing This recommendation is in process of being fully the accuracy of the real estate database. accuracy of the real estate implemented. CRED is updated and reviewed database. The County should also annually by a designated member of CEO Real A comprehensive County-wide real estate CMMS system is targeted consider the feasibility of Estate's staff. The County has entered into a contract for procurement during the current fiscal year. It is anticipated that performing an annual inventory for the purpose of verifying the accuracy of database the CMMS system will include real estate report capabilities, of the County's real estate to help details. It is anticipated that this project will be including inventory verification functionality. to ensure the information in the complete within the current fiscal year. Additionally, database is accurate. (F.3., F.4.) the County has initiated procurement efforts to *CEO Real Estate provided the following update. The County's contracted acquire a comprehensive County-wide real estate specialist provided a draft database of County owned parcels during February, CMMS system. Preliminary project plans include the 2016. CEO Real Estate is reviewing the draft data base for finalization release of a solicitation for proposals during the third during April, 2016. quarter of 2015 and the procurement of a CMMS Six responses to the CMMS RFP were received on March 8, 2016. A system during the first quarter of 2016. proposal evaluation team will meet on April 21, 2016, to rate proposals. Software demonstrations will be scheduled with the highest rated firms. It is anticipated that the evaluation process will be completed and a CMMS system will be selected during May, 2016. "Orange County Real R.3. The recommendation has not been implemented but. The real estate inventory verification report is anticipated to be Estate: Do They Know The County should establish a will be implemented in the future. received during the first week of February, 2016. What They Have?" timeline with realistic deadlines for its project to create and This recommendation is in process of being fully The solicitation for proposals for a County-wide CMMS system is populate a comprehensive real implemented. It is anticipated that the County's underway, with proposals due by February 25, 2016. estate database. This timeline current contract for the purpose of verifying County should include target completion ownership interests in various County real estate The CMMS proposal evaluation process is expected to be database sources, including CRED, will be completed completed, resulting in the selection of a CMMS system for dates for major stages of the within the current fiscal year. Activities toward the project. (F.1.) procurement, during the current fiscal year. procurement of a comprehensive County-wide real estate CMMS system have been initiated. Preliminary: *CEO Real Estate provided the following update. Six responses to the CMMS project plans include the release of a solicitation for RFP were received on March 8, 2016. A proposal evaluation team will meet proposals during the third quarter of 2015 and the on April 21, 2016, to rate proposals. Software demonstrations will be scheduled with the highest rated firms. It is anticipated that the evaluation procurement of a CMMS system during the first process will be completed and a CMMS system will be selected during May, quarter of 2016. 2016. It is anticipated that a contract for the selected CMMS system will be issued during the current fiscal year. Follow up Responses to Recommendations 2014-15 Grand Jury Reports Updated April 20, 2016 GI Report Recommendation Response Follow up Response "Orange County
• R3
  This recommendation will be included in the list of items to be The recommendation requires further analysis. Sheriff Medical The County should ensure that an The County reviews the annual audit reports and discussed during successor negotiations which are still scheduled to Insurance: County anti-fraud program, accounting findings related to the Trust and has worked with begin approximately March 2016. Failures in Negotiation, policies and procedures manuals, AOCDS regarding compliance with the Trust and a disaster recovery plan are elements currently identified in the MOU. The Documentation, *HRS provided the following update. Preparations are underway and Oversight, and developed, implemented, and County cannot unilaterally implement such a change negotiations are expected to commence in late May 2016. maintained by the Association of Transparency" without first negotiating with AOCDS. The current Orange County Deputy Sheriffs contract with AOCDS expires in June 2016 and Trust. (F.3.) successor negotiations will occur in approximately March 2016. "Orange County
• R4
  The recommendation has not been implemented but The recommendation has not yet been implemented; however, key Jails and Juvenile The new facility at Juvenile Hall will be implemented in the future. project timelines related to the building construction have been met. Detention Facilities" should serve multiple purposes, including a gymnasium, capability Probation will be collaborating with external partners The new facility's architect, Lionakis, has been selected. The for vocational training, and a including, but not limited to the Board of progress of the project, including the schematic design phase, will visitation center. (F.6.) Supervisors, the Juvenile Court, the Health Care be reviewed with the State Public Works Board on or about May 13, Agency and the Department of Education to ensure 2016. Project completion is still estimated to be within three years. the new facility will be used as a visiting center, exercise facility and training area that will assist youth *Probation provided an update that the meeting with the State Public Works in transitioning back into the community. After Board will now take place on June 10, 2016. Project completion is still selection of an architect, the project will enter the estimated to be November 2018. schematic design phase which will address these items with the State Public Works Board. Project completion of the new facility is estimated to be within three years. 4/21/2016 Follow up Responses to Recommendations 2014-15 Grand Jury Reports Updated April 20, 2016 GJ Report Recommendation Response Follow up Response "Annual Inquiry on
• R5
  The County will pursue greater transparency into the contributions The recommendation requires further analysis. Sheriff Medical If the County is convinced that and uses of the trust during successor negotiations which are still Insurance: County Sheriff retirees should not be The Trust is comprised of contributions from both scheduled to begin approximately March 2016. the County and eligible employees. It is not clear that Failures in Negotiation, benefiting from monthly County contributions to the Trust, the AOCDS retirees are benefiting from County Documentation, *HRS provided the following update. Preparations are underway and Oversight, and County should seek contributions to the Trust. The County will pursue negotiations are expected to commence in late May 2016. Transparency" reimbursement from the greater transparency into the contributions and uses Association of Orange County of the Trust as part of negotiations for a successor Deputy Sheriffs Trust for funds MOU in approximately March 2016. that the County believes are inappropriately used, e.g., Trust funds used to subsidize retirees medical insurance premiums. (F.5) 4/21/2016 Follow up Responses to Recommendations 2014-15 Grand Jury Reports Updated April 20, 2016 GJ Report Recommendation Response Follow up Response "Orange County
• R6
  After receiving direction from the CEO, HRS/Employee Benefits The recommendation requires further analysis. Sheriff Medical The County should seek returned to County Counsel and outside consultants to draft a letter Insurance: County reimbursement from the There is confirmation that AOCDS employees are to outline these concerns to AOCDS and direct them to transition Failures in Negotiation, Association of Orange County receiving health care coverage through the AOCDS these employees into alternative coverage or assume the necessary Deputy Sheriffs Trust for funds Trust health plans; however, the County is unable to Documentation, ACA reporting responsibility. The County sent a letter to AOCDS Oversight, and that the County believes are determine if Trust funds were used to pay for the on 12/31/2015 requesting documentation that no County funds are Transparency" inappropriately used, e.g., Trust coverage. On June 15, 2015 Human Resource being used to pay for AOCDS employee's premiums and requesting funds used to pay for Association Services (HRS) formally requested that AOCDS that AOCDS provide the County with the timing and plan for of Orange County Deputy provide detailed information pertaining to its transitioning it's employees out of the Trust health plan. On Sheriffs employees' medical employees enrolled in the Trust health plans. During 1/29/2016 the County received a written response from AOCDS insurance. (F.6) a meeting with HRS on July 23, 2015 AOCDS with a letter from the Trust auditor and additional information to verbally identified that they have seven employees review and analyze from AOCDS regarding continued enrollment and four retirees enrolled but stated that AOCDS is of their employees in the AOCDS Trust plans. The County is paying 100% of the premium and the coverage is not currently reviewing the AOCDS response. being paid for by the Trust. AOCDS does not agree that these employees are ineligible for coverage under *HRS provided the following update. The County responded to AOCDS with the Trust plans and has requested the County identify a letter on March 17, 2016, and continues to meet with AOCDS to discuss a list of concerns related to this practice so the and analyze options for resolving this issue. AOCDS Board may consider the issue. The results and recommendations will be reported to the CEO no later than December 2015. "Orange County
• R7
  The response has been bifurcated to address The recommendation has not yet been implemented; however, Jails and Juvenile Upgrade the video surveillance individual juvenile facilities. Probation has taken steps to implement the recommendation in the Detention Facilities" system in all of the juvenile near future. facilities by installing modern Part A: Juvenile Hall and Youth Leadership equipment and increase retention | Academy (YLA) Part A: OC Public Works is currently leading a project to upgrade capacity to one year. (F.9.) The recommendation has not been implemented but the surveillance equipment and archiving capacity for Juvenile Hall will be implemented in the future. and the Youth Leadership Academy (YLA). The project is comprised of two phases. Phase I is estimated to be completed There is an ongoing project with OC Public Works to before the end of calendar year 2016. Phase II is still planned to upgrade the surveillance equipment and archiving take place during the beginning on FY 2016-17. The overall project capacity for Juvenile Hall and the Youth Leadership is planned to be completed in the fall of 2017. Academy (YLA). The project is comprised of two phases. Phase I includes the infrastructure required for the video surveillance system upgrade and is estimated to be completed The schedule for Phase II, which includes installation of the equipment and related software, will be developed at the beginning of FY 2016-17. The overall project is estimated to be completed by fall 2017. Retention policies are consistent with mandated legal requirements. "Child Abuse Hotline: R.1. The recommendation has not been implemented, but The workgroup was convened and the following changes have been Unanswered Cries for The Child Abuse Registry should will be implemented in the future. implemented: Help" examine the feasibility of utilizing an abbreviated report for CAR management will convene a workgroup with The Fact Sheet Document is no longer required on these reports. mandated Information-Only calls CAR staff to examine the feasibility of using an Three areas of possible sources of Information Only reports were to expedite completion of these abbreviated report for mandated Information Only no longer required to be taken as they were either those that had reports, thus freeing up the calls. The group is scheduled to meet in this summer insufficient information or clients not identifiable; those that are hotline worker to take waiting and will have recommendations completed by eligible for service and are under the authority of another legal October 2015. calls. (F.3.) entity; and those in which the concern reported occurred in another County and is not defined as abuse. Those Information Only Reports that are identified as concerns and received consultation with a supervisor are closed out without further supervisory involvement. For further efficiency for hotline staff to respond to the next caller, summarizing CWS/CMS history on all referrals has been eliminated and replaced with a CWS/CMS generated attached report as necessary. 4/21/2016 Follow up Responses to Recommendations 2014-15 Grand Jury Reports Updated April 20, 2016 GJ Report Recommendation Response Follow up Response "If Animals Could Talk R.4. The recommendation has not been implemented but Any additional updates are pending future action by the State. About the Orange Develop proper protocols for will be implemented in the future. Currently, it is not County Animal Animal Control Officers to follow legally permitted for officers to transport controlled *OCCR provided a more detailed update on the State process. Senate Bill Shelter" when confronted with unique substances. OC Animal Care provides 6 months of 1162, Chapter 594, became effective January 1, 2013. This bill allows animal circumstances in the field that intensive training to ensure that Animal Control control officers to carry controlled substances for purposes of tranquilizing require tranquilizing or Officers have skills and tools to address a wide animals but imposes certain prerequisite requirements. One of the requirements euthanizing animals and take all variety of urgent and emergent situations that may in the Bill is officers undergo "training approved by the Veterinary Medical measures necessary to ensure that require euthanizing or tranquilizing animals. Animal Board." the Animal Control Officers can Control Officers have been issued the proper be given the proper equipment equipment to perform their duties consistent with California Veterinary Medical Association (CVMA) proposed a training and training in that regard (F.4.). existing protocols. program in 2014. August, 2015 California Veterinary Medical Board sent the proposed regulations and training to the California Office of Administrative Law. The proposed regulations are going through the rulemaking process at the state level. The County cannot take action on this item until the state regulations are finalized. Orange County is closely tracking the rulemaking process. "If Animals Could Talk R.6. The recommendation has not been implemented but OCAC plans to conduct an evaluation of the Feral Free Program About the Orange Conduct an evaluation of the will be implemented in the future. outcome data on or after 2020 to allow enough data for meaningful County Animal Feral Free Program to determine analysis. The evaluation will look at the effectiveness of controlling Shelter" its effectiveness in the reduction The recommendation has not yet been implemented the community cat population, impound rates and euthanasia rates. of zoonotic diseases. (F.6.). but will be implemented in the future. OC Animal Care plans to analyze the outcomes and data for the The Feral Free program was not designed to address zoonotic Feral Free Program approximately 7 to 10 years after diseases. implementation in order to have enough data to draw meaningful conclusions on whether the program is *OCCR has provided additional detail that evaluation of the data is planned to able to reduce the numbers of community cats, take place at the end of the 2020 calendar year. reduce the number of impounds and reduce the need for euthanasia at the OC Animal Shelter. The Feral Free Program's primary purpose and goal was not to address zoonotic diseases but to control increases in community cat populations, in impounds and euthanasia. However, it is anticipated that by reducing the reproductive potential of the community cats, the Feral Free Program should not increase the prevalence of zoonotic disease. 4/21/2016 Follow up Responses to Recommendations 2014-15 Grand Jury Reports Updated April 20, 2016 GJ Report Recommendation Response Follow up Response "Mello-Roos: Perpetual R.2. The recommendation has not been implemented, but The recommendation was implemented by December 29, 2015. Debt Accumulation Audit report information, as will be implemented in the future. An annual report, The report is located on the County of Orange web site at the and Tax Assignment delineated in California as delineated in California Government Code, 1982 following link: FY 2014-15 CFD Annual Report - Obligation" Government Code, 1982 § Section 53343.1 will be made available on the http://ocgov.com/civicax/filebank/blobdload.aspx?blobid=49731 53343.1, should be made available County's website after each fiscal year, effective fiscal to the CFD taxpayers on a year 2014-15. The report will be posted by website after each fiscal year for December 29, 2015. each CFD number. (F.1, F.2) "Orange County Real R.1. The recommendation has not been implemented but A final report from the County's contracted specialist, hired to Estate: Do They Know The County should create a will be implemented in the future. review and verify County real property inventory details, is What They Have?" regularly updated database that anticipated to be received during the first week of February, 2016. includes information that will This recommendation is in process of being fully improve the stewardship of implemented. Various real estate database sources, A Request for Proposals was released on December 28, 2015, for County real estate. including CRED, are updated annually and include the purpose of identifying a comprehensive County-wide real estate (F.2., F.3., F.4.) certain of the recommended data elements. The CMMS system. Responses are required by February 25, 2016. County has entered into a contract for the purpose of Responses will be evaluated and a CMMS system will be selected at verifying the accuracy of currently available databases, the conclusion of the evaluation process. It is anticipated that this project will be complete within the current fiscal year. Additionally, the *CEO Real Estate provided the following update. The County's contracted County has initiated procurement efforts to acquire a specialist provided a draft database of County owned parcels during February, comprehensive County-wide real estate CMMS 2016. CEO Real Estate is reviewing the draft data base for finalization system. Plans for the CMMS system include all during April, 2016. recommended data elements and property details. Preliminary project plans anticipate the release of a Six responses to the CMMS RFP were received on March 8, 2016. A solicitation for proposals during the third quarter of proposal evaluation team will meet on April 21, 2016, to rate proposals. 2015 and the procurement of a CMMS system during Software demonstrations will be scheduled with the highest rated firms. It is the first quarter of 2016. anticipated that the evaluation process will be completed and a CMMS system will be selected during May, 2016. 4/21/2016 Follow up Responses to Recommendations 2014-15 Grand Jury Reports Updated April 20, 2016 GJ Report Recommendation Response Follow up Response "Orange County Real
• R8
  HRS/Employee Benefits has reviewed this issue with the County's The recommendation requires further analysis. Sheriff Medical The County should seek to benefits consultant, Mercer. Mercer has advised the County that a Insurance: County include provisions in the next Recent contracts with AOCDS have been for a reserve study should be done once during the term of the contract; Failures in Negotiation, Orange County and Association period of three years or less. Further analysis is however, administrative fees should be reviewed annually to Documentation, of Orange County Deputy required to understand the industry standards on how determine if they are reasonable and follow the prior methodology. Oversight, and Sheriffs Memorandum of often such assessments should take place and the The methodology should be reviewed once during the contract term Transparency" Understanding, requiring that value of obtaining the information more frequently to determine if the methodologies are still appropriate or need to be Administrative Fees Assessments vs. the associated time/cost factor. The analysis and changed. Mercer also indicated that a Trust may also do reserve and Reserve Studies be performed resulting recommendations will be reported to the studies for themselves and may do it as frequently as every year. more often than once a term and CEO no later than December 2015. HRS/Employee Benefits will provide this updated information to contain specifications and HRS/Labor Relations in preparation for the upcoming negotiations guarantees of active, equal with AOCDS, so applicable changes to ensure timely studies may be control/access/involvement by incorporated into the MOU. Orange County. (F.8.) *HRS provided the following update. Preparations are underway and negotiations are expected to commence in late May 2016. "Orange County
• R10
  The recommendation requires further analysis. County staff from Human Resource Services, the County Budget Sheriff Medical The County, at the conclusion of Office, and the County Executive Office met with the County's Insurance: County the term of the current County staff from Human Resource Services, the Benefits Consultant, Mercer to discuss the feasibility and impact of Failures in Negotiation, Memorandum of Understanding, County Budget Office, and the County Executive the County administering the medical program for AOCDS Documentation, should seriously consider Office will analyze the feasibility and impact of members through the County's current plans. Areas considered Oversight, and discontinuing its agreement with administering the medical program for AOCDS included the impacts to County budget, actuarial liability, and Transparency" the Association of Orange County members. Areas to be considered include, but are not liability under the Affordable Care Act. It was determined that there Deputy Sheriffs and instead take limited to, impacts to County budget, actuarial could be a cost impact to the employees and retirees represented by back its rightful responsibility for liability, and liability under the Affordable Care Act. AOCDS that could require the County to provide significant offset administering the medical The analysis and resulting recommendations will be in salaries or other benefits as part of the negotiations process. The insurance program(s) for all reported to the CEO no later than December 2015. possibility of incorporating AOCDS employees and retirees back qualified County of Orange into County plans will be further explored during the upcoming employees. (F.1. through F.9.) negotiations after seeking input from the Board of Supervisors. *HRS provided the following update. Preparations are underway and negotiations are expected to commence in late May 2016. 4/21/2016 Follow up Responses to Recommendations 2014-15 Grand Jury Reports Updated April 20, 2016 GI Report Recommendation Response Follow up Response "The Orange County R. 2. The recommendation requires further analysis. This recommendation is still in process. OC Animal Care is actively :Animal Shelter: The The Orange County Board of Up to this point in time, the contract cities have not pursuing regional adoption centers that would be able to assist OC Facility, The Function, Supervisors should investigate expressed a desire to move forward with additional Animal Care if the shelter is damaged in a disaster. OCAC plans to The Future" and analyze the advisability and regional shelters located throughout the County. The issue a Request for Information later this Spring for Adoption feasibility of selecting two or additional costs and limited land availability have Centers throughout the County with the intent to have a contract in three sites for construction of made the concept of regional Shelters less feasible to place by the start of the new fiscal year on July 1, 2016. The RFI animal care shelters to provide the County and contract cities. The County and will be with private or non-profit entities that will take animals from services accessible to all parts of contract cities rigorously control the costs in Animal the Shelter and place them up for adoption. the County. (F-4) Care and staffing for multiple regional shelters would radically alter the cost of operations. Consequently, *OCCR provided the following update. An RFI has been drafted and is the general agreement has been to focus on currently under review. It is intended to be released by June, 2016. construction of a new Shelter at the Tustin site. 4/21/2016