⚠️ Aviso de traducción: Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
Findings 14 findings
F01
The Grand Jury found that the Ventura administrative policy for public records complies with CPRA and is a system that serves the community well. (FA-02, FA-03, FA-06, FA-08, FA-11)
F02
The Grand Jury found the request for information taken orally or sent by email to a department or individual is not always recorded into the COMCATE system. Therefore, performance statistics are not accurate. (FA-08, FA-09, FA-11)
F03
The Grand Jury found that, subsequent to an initial request and response, communication between the requester and representatives of Ventura may not be transcribed or recorded within the COMCATE system. (FA-06, FA-08)
F04
Ventura’s Administrative Policy & Procedures documents posted online do not indicate the date of current or previous revisions nor the expiration 4 date. Therefore, it is not possible to determine if the city of Ventura complies with its Public Record Request Policy in Section No.8.5. (FA-08, FA-12, FA-13, FA-14)
F05
The Grand Jury found that because Policy 1.1 (“Protocols for Issuing, Amending & Deleting Administrative Policies & Procedures”) has a last revision date of April 30, 2002, the policy is not in compliance with itself. (FA-07, FA-08, FA-14) Recommendations
F06
Ventura’s website, VenturaAccess.com (aka: My Ventura Access), links to COMCATE, a hosted software system that provides an application for requesting information and/or records and tracks each request. (Ref-07)
F07
Ventura publishes its “Administrative Policies and Procedures Manual” on the internet through “municode”, a web hosting, codification, and service company acting as an online publisher. (Ref-08)
F08
Ventura’s Public Records Requests Policy (VPRRP) (Section 8.5; item 9.A.3) contains the following options for receiving public records requests: • Ventura’s website, “My Ventura Access” (MVA), is the location that accepts online requests for information. This website connects the online user directly to COMCATE. • Requests at the counter can be made verbally or by filling out a Public Records Request form. 3 • U.S. mail, overnight deliveries, emails, and fax requests are also accepted. The receiving department staff must enter the request into the MVA system. • Item C (under section 8.5 of the VPRRP) states that requests from reporters, attorneys, and advocacy groups are processed in the same manner as all other requests. Additionally, the City Manager’s Office and City Attorney’s Office are informed of these requests. • There is no requirement that subsequent communications between the requester and responder be entered into the MVA system. (Ref-08)
F09
If requests for information and/or requests for public records are made involving two or more departments within Ventura, the City Clerk’s Office monitors and tracks these requests and responses for compliance.
F10
In addition to Ventura, other cities also use COMCATE’s “Public Records Manager” software to record and track requests for public records. (Ref- 09)
F11
Ventura’s “Performance Measurement Report” is produced through the COMCATE system and shows that Ventura improved its timely response to records requests from 85% in fiscal year 2014 to 92% by fiscal year 2015. [Note: Any requests not entered in COMCATE will not be reflected in this Performance Measurement Report.] (Att-01, Att-02, Att-03)
F12
The VPRRP has a scheduled review/update frequency of every two years. (Ref-08)
F13
The last recorded VPRRP review/update was September 6, 2012. (Ref-08)
F14
The Ventura policy document, “Protocols for Issuing, Amending & Deleting Administrative Policies & Procedures”, has a date of issue, January 9, 2002. This Policy is required to be reviewed every two years. (Ref-08) Findings
Recommendations 1
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R2The City of San Buenaventura’s computer system used for requesting and tracking public records requests CPRA California Public Records Act Deliberative Process If a record exists that contains both facts and Privilege deliberative material, the deliberative material can be redacted. Where the facts and the deliberative material are inextricably intertwined, a determination must be made as to whether the public interest in maintaining the deliberative process privilege outweighs the public interest in disclosure of the requested information. FOIA Freedom Of Information Act Infrastructure Underlying foundation or basic framework (as of a system or organization) MVA My Ventura Access Recodification The updating of existing code with all subsequent general and permanent legislation State California VPRRP Ventura [San Buenaventura] Public Records Request Policy Work Product The documents created through the attorney/client work process 7 8 Attachment 01 Performance Measures 9 10 Attachment 02 Public Records Request by Types 11 12 Attachment 03 Public Records by Department 13 14
Agency Responses 1
Government agencies' official responses to this report's findings and recommendations. Click on a response to see the structured breakdown.