Responses to Report #2

F1 Page 72

Fresno County owns marginal real estate that has little apparent purpose to the County, is not regularly maintained, and is poorly tracked. Response: The Board of Supervisors supports the County Administrative Officer's (CAO) responses to all Findings within this report. As indicated within the CAO's consolidated response to this report, leadership had already become aware of the shortcomings inherited from previous leadership and is actively working on corrections. This report confirms what current leadership is aware; however, it did give us additional details that is very helpful in addressing the issues, for which a dedicated temporary position has been developed and filled.

Related Recommendations (3)

R7

Page 76

Create a property disposal policy that clearly establishes responsibility for property inventory and discourages the accumulation of un-needed real estate. The Board of Supervisors and Chief Administrative Officer should accomplish this by October 31, 2024. (F1, F2, F4) Response: The Board of Supervisors agrees with the recommendation. The County will create a policy that establishes responsibility for property inventory, discourages the accumulation of unused or underutilized real estate and ensures compliance with state law

R8

Page 76

Develop and use Geographic Information Systems (GIS) mapping to post all property owned and leased by Fresno County to the Fresno County website. The Chief Administrative officer, the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, and the Director of the Department of Public Works and Planning should accomplish this by November 30, 2024. (F1, F2, F6, F7) Response: The Board of Supervisors agrees with the need to create a GIS mapping system that has a layer of all County owned and leased property. This will be accomplished

R10

Page 76

Implement a Fresno County Building Assessment/ Needs Matrix to be reviewed yearly to help set building and property priorities. The County Administrative Officer in conjunction with the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, and the Director of Public Works and Planning should accomplish this by December 31, 2024. (F1, F2, F3, F4) Response: The Board of Supervisors agrees with the need to implement a property needs assessment policy. The County will complete

F2 Page 72

Fresno County's current ability to track, manage and plan for its current and future real estate needs is problematic given the county's size and complexity and has likely led to ownership of unnecessary property, less than timely processes, and financial loss. Response: The Board of Supervisors partially agrees with the finding. See No. 1.

Related Recommendations (6)

R2

Page 73

Review and reconcile all County owned real estate, so that an accurate complete database is established that will aid in management and decision-making which would include the following: Systematically enter all tax-exempt property transfers by the 1. Assessor's Office. 2. Acquire deed reading software. The Chief Administrative Officer, in conjunction with the Chief Operating Officer and the Director of Internal Services-Chief Information Officer, the Director of the 3 Department of Public Works and Planning, and the Assessor-Recorder should accomplish this by November 30, 2024. (F2, F4, F6) Response: The Board of Supervisors agrees with the need to maintain a complete real estate/property database for all county owned property. By November 30, 2024, the County will develop policies that will allow for the sharing of information between departments and to ensure the database is updated on a timely manner following any real estate transaction. The County will also evaluate software improvements to assist county departments in expediting land use decisions and locating deeds.

R3

Page 74

Select or develop a robust data tool that will provide a foundation for planning and management to include at least the following data items: Assessor's Parcel Number 1. 2. Building address 3. Description of property Date of acquisition 4. 5. Property size: - Acres Current use of property 6. 7. Fresno County need (Mandatory, Not Needed) 8. Used or vacant? 9. If Vacant -> Year Vacated Condition of land or building (e.g., not suitable for building not suitable for 10. building occupancy, refurbishing, open land, reserved open space) 11. Leasable for County income-generating property (Yes or No) 12. If Leasable -> Lease Number Reference 13. Maintenance information, including responsibility 14. Is the property not available for use? If so, why? 15. Information on upgrades, remodeling 16. Insurance coverage 17. Environmental risks such as asbestos, underground storage tanks or soil contamination 18. Demolition costs 19. Funding source and restrictions 20. Fresno County Department The Chief Administrative Officer, the Chief Operating Officer, the Director of Internal Services-Chief Information Officer and other departments as necessary should accomplish this by December 31, 2024. (F2, F6) Response: The Board of Supervisors agrees with the recommendation. The County will review and update the real estate/property database to consolidate all necessary information to allow for improved planning and management of county owned property by December 31, 2024. 4

R7

Page 76

Create a property disposal policy that clearly establishes responsibility for property inventory and discourages the accumulation of un-needed real estate. The Board of Supervisors and Chief Administrative Officer should accomplish this by October 31, 2024. (F1, F2, F4) Response: The Board of Supervisors agrees with the recommendation. The County will create a policy that establishes responsibility for property inventory, discourages the accumulation of unused or underutilized real estate and ensures compliance with state law

R8

Page 76

Develop and use Geographic Information Systems (GIS) mapping to post all property owned and leased by Fresno County to the Fresno County website. The Chief Administrative officer, the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, and the Director of the Department of Public Works and Planning should accomplish this by November 30, 2024. (F1, F2, F6, F7) Response: The Board of Supervisors agrees with the need to create a GIS mapping system that has a layer of all County owned and leased property. This will be accomplished

R10

Page 76

Implement a Fresno County Building Assessment/ Needs Matrix to be reviewed yearly to help set building and property priorities. The County Administrative Officer in conjunction with the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, and the Director of Public Works and Planning should accomplish this by December 31, 2024. (F1, F2, F3, F4) Response: The Board of Supervisors agrees with the need to implement a property needs assessment policy. The County will complete

R20

Page 73

Fresno County Department The Chief Administrative Officer, the Chief Operating Officer, the Director of Internal Services-Chief Information Officer and other departments as necessary should accomplish this by December 31, 2024. (F2, F6) Response: The Board of Supervisors agrees with the recommendation. The County will review and update the real estate/property database to consolidate all necessary information to allow for improved planning and management of county owned property by December 31, 2024. R4. Standardize management and tracking of County owned properties leased to others which would:

F3 Page 72

The challenges the County faces in reforming its real estate practices appear to be systemic and long-held and will require cultural change and ongoing commitment to accomplish. Response: The Board of Supervisors partially agrees with the finding. See No. 1.

Related Recommendations (3)

R1

Page 73

Develop a deliberate strategy for institutional change in how real estate is viewed, robust enough to effect lasting change which would start with the creation of a real estate/property strategic plan. The Board of Supervisors and the County Administrative Officer should accomplish this by November 30, 2024. (F3, F4, F5) Response: The Board of Supervisors supports the CAO's responses to all Recommendations within this report. There is a need to create a real estate/property strategic plan, and the County will develop a plan

R9

Page 76

Develop a 3-year Capital Plan (at a minimum) for all major Fresno County projects with the input of all departments. The Board of Supervisors and the County Administrative Officer should accomplish this by September 30, 2024. (F3, F5) Response: The Board of Supervisors agrees with the need to create a capital plan. The County will engage outside planning experts for the creation of a comprehensive facilities master plan. The County does not anticipate completing the capital play by September 30, 2024; however, the County will issue a Request for Proposal or Request for Quotation for this item

R10

Page 76

Implement a Fresno County Building Assessment/ Needs Matrix to be reviewed yearly to help set building and property priorities. The County Administrative Officer in conjunction with the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, and the Director of Public Works and Planning should accomplish this by December 31, 2024. (F1, F2, F3, F4) Response: The Board of Supervisors agrees with the need to implement a property needs assessment policy. The County will complete

F4 Page 72

The current staffing level and organizational structure are likely less robust than that required to plan for, fully monitor, or oversee, the County's real estate holdings. Response: The County is currently assessing the needs and staffing levels and is dedicated to ensuring they are appropriate. 2

Related Recommendations (4)

R1

Page 73

Develop a deliberate strategy for institutional change in how real estate is viewed, robust enough to effect lasting change which would start with the creation of a real estate/property strategic plan. The Board of Supervisors and the County Administrative Officer should accomplish this by November 30, 2024. (F3, F4, F5) Response: The Board of Supervisors supports the CAO's responses to all Recommendations within this report. There is a need to create a real estate/property strategic plan, and the County will develop a plan

R2

Page 73

Review and reconcile all County owned real estate, so that an accurate complete database is established that will aid in management and decision-making which would include the following: Systematically enter all tax-exempt property transfers by the 1. Assessor's Office. 2. Acquire deed reading software. The Chief Administrative Officer, in conjunction with the Chief Operating Officer and the Director of Internal Services-Chief Information Officer, the Director of the 3 Department of Public Works and Planning, and the Assessor-Recorder should accomplish this by November 30, 2024. (F2, F4, F6) Response: The Board of Supervisors agrees with the need to maintain a complete real estate/property database for all county owned property. By November 30, 2024, the County will develop policies that will allow for the sharing of information between departments and to ensure the database is updated on a timely manner following any real estate transaction. The County will also evaluate software improvements to assist county departments in expediting land use decisions and locating deeds.

R7

Page 76

Create a property disposal policy that clearly establishes responsibility for property inventory and discourages the accumulation of un-needed real estate. The Board of Supervisors and Chief Administrative Officer should accomplish this by October 31, 2024. (F1, F2, F4) Response: The Board of Supervisors agrees with the recommendation. The County will create a policy that establishes responsibility for property inventory, discourages the accumulation of unused or underutilized real estate and ensures compliance with state law

R10

Page 76

Implement a Fresno County Building Assessment/ Needs Matrix to be reviewed yearly to help set building and property priorities. The County Administrative Officer in conjunction with the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, and the Director of Public Works and Planning should accomplish this by December 31, 2024. (F1, F2, F3, F4) Response: The Board of Supervisors agrees with the need to implement a property needs assessment policy. The County will complete

F5 Page 73

Fresno County apparently lacks a comprehensive strategic plan to guide the management of its real estate assets, nor does it appear to have a comprehensive deferred capital maintenance plan adequately funded to fully maintain the County's buildings over time. Response: The Board of Supervisors agrees with the finding. See No. 1.

Related Recommendations (2)

R1

Page 73

Develop a deliberate strategy for institutional change in how real estate is viewed, robust enough to effect lasting change which would start with the creation of a real estate/property strategic plan. The Board of Supervisors and the County Administrative Officer should accomplish this by November 30, 2024. (F3, F4, F5) Response: The Board of Supervisors supports the CAO's responses to all Recommendations within this report. There is a need to create a real estate/property strategic plan, and the County will develop a plan

R9

Page 76

Develop a 3-year Capital Plan (at a minimum) for all major Fresno County projects with the input of all departments. The Board of Supervisors and the County Administrative Officer should accomplish this by September 30, 2024. (F3, F5) Response: The Board of Supervisors agrees with the need to create a capital plan. The County will engage outside planning experts for the creation of a comprehensive facilities master plan. The County does not anticipate completing the capital play by September 30, 2024; however, the County will issue a Request for Proposal or Request for Quotation for this item

F6 Page 73

The system currently used by the County to collect and maintain property data is inadequate given the number of identified errors and incompleteness of property history and other information. Response: The Board of Supervisors agrees with the finding. See No. 1.

Related Recommendations (4)

R2

Page 73

Review and reconcile all County owned real estate, so that an accurate complete database is established that will aid in management and decision-making which would include the following: Systematically enter all tax-exempt property transfers by the 1. Assessor's Office. 2. Acquire deed reading software. The Chief Administrative Officer, in conjunction with the Chief Operating Officer and the Director of Internal Services-Chief Information Officer, the Director of the 3 Department of Public Works and Planning, and the Assessor-Recorder should accomplish this by November 30, 2024. (F2, F4, F6) Response: The Board of Supervisors agrees with the need to maintain a complete real estate/property database for all county owned property. By November 30, 2024, the County will develop policies that will allow for the sharing of information between departments and to ensure the database is updated on a timely manner following any real estate transaction. The County will also evaluate software improvements to assist county departments in expediting land use decisions and locating deeds.

R3

Page 74

Select or develop a robust data tool that will provide a foundation for planning and management to include at least the following data items: Assessor's Parcel Number 1. 2. Building address 3. Description of property Date of acquisition 4. 5. Property size: - Acres Current use of property 6. 7. Fresno County need (Mandatory, Not Needed) 8. Used or vacant? 9. If Vacant -> Year Vacated Condition of land or building (e.g., not suitable for building not suitable for 10. building occupancy, refurbishing, open land, reserved open space) 11. Leasable for County income-generating property (Yes or No) 12. If Leasable -> Lease Number Reference 13. Maintenance information, including responsibility 14. Is the property not available for use? If so, why? 15. Information on upgrades, remodeling 16. Insurance coverage 17. Environmental risks such as asbestos, underground storage tanks or soil contamination 18. Demolition costs 19. Funding source and restrictions 20. Fresno County Department The Chief Administrative Officer, the Chief Operating Officer, the Director of Internal Services-Chief Information Officer and other departments as necessary should accomplish this by December 31, 2024. (F2, F6) Response: The Board of Supervisors agrees with the recommendation. The County will review and update the real estate/property database to consolidate all necessary information to allow for improved planning and management of county owned property by December 31, 2024. 4

R8

Page 76

Develop and use Geographic Information Systems (GIS) mapping to post all property owned and leased by Fresno County to the Fresno County website. The Chief Administrative officer, the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, and the Director of the Department of Public Works and Planning should accomplish this by November 30, 2024. (F1, F2, F6, F7) Response: The Board of Supervisors agrees with the need to create a GIS mapping system that has a layer of all County owned and leased property. This will be accomplished

R20

Page 73

Fresno County Department The Chief Administrative Officer, the Chief Operating Officer, the Director of Internal Services-Chief Information Officer and other departments as necessary should accomplish this by December 31, 2024. (F2, F6) Response: The Board of Supervisors agrees with the recommendation. The County will review and update the real estate/property database to consolidate all necessary information to allow for improved planning and management of county owned property by December 31, 2024. R4. Standardize management and tracking of County owned properties leased to others which would:

F7 Page 73

The processes for leasing property for County use as well as the process of leasing property to others are poorly tracked, fragmented, and likely create the opportunity for error and mistake. Response: The Board of Supervisors agrees with the finding. See No. 1.

Related Recommendations (3)

R5

Page 75

Standardize management and tracking of properties owned by others and leased to the County which would: 1. Develop an updated Fresno County property lease list which would include a unique identifier that would tie to the Controller's lease listing report, so an easy comparison can be made between the Controller's required report and the ISD lease report. Review and reconcile all E-contracts for property leases to the ISD list to 2. determine conflicts and resolve issues. 3. Use E-contracts to its advantage by including full, official documentation of leases, and implement a procedure by which the system is regularly updated. Maintain a timeline matrix of all leases to be used in visioning the County's 4. future footprint, strategic planning, and asset management. The Chief Administrative Officer, in conjunction with the Chief Operating Officer, the Director of Internal Services -Chief Information Officer, and the Auditor- Controller/Treasurer-Tax Collector should accomplish this by October 31, 2024. (F7) Response: The Board of Supervisors agrees with the recommendation to improve the management and tracking of property leased to the County. The County will do so

R6

Page 75

below. 2. Standardize a procedure for cash receipts related to lease payments that all departments can use. 3. Implement policies to insure lease payments are made on a timely basis and what steps to follow when payments are not being made. The Chief Administrative Officer in conjunction with the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, the Director of the Department of Public Works and Planning, and the Auditor-Controller/Treasurer-Tax Collector should accomplish this by October 31, 2024. (F7) Response: The Board of Supervisors agrees with the recommendation. The County will improve the management and tracking of leased properties and ensure financial compliance with the agreements. The County will implement these changes

R8

Page 76

Develop and use Geographic Information Systems (GIS) mapping to post all property owned and leased by Fresno County to the Fresno County website. The Chief Administrative officer, the Chief Operating Officer, the Director of Internal Services-Chief Information Officer, and the Director of the Department of Public Works and Planning should accomplish this by November 30, 2024. (F1, F2, F6, F7) Response: The Board of Supervisors agrees with the need to create a GIS mapping system that has a layer of all County owned and leased property. This will be accomplished

Findings and Recommendations 7 findings

Additional Recommendations 8

No Responses Found 2