Toward Lasting Improvement: a Review of Fresno County Vacant Property and Real Estate Practices Fresno County Civil

R6

(R6) Develop a Property/ Real Estate Management Report and create processes and controls that will regularly (at least annually) put property history, current status, condition and progress toward goals before the Board of Supervisors and senior managers. The Board of Supervisors, the County Administrative Officer, and the Chief Operating Officer, should accomplish this by December 31, 2024. (F1, F2, F3, F6, F7)

R7

(R7) 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)

R8

(R8) 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) 27

R10

(R10) 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)

R11

(R11) Establish standardized guidelines for space acquisitions beyond individual department preference that offers consistent quality of space and parking to all county employees based on their needs. The Board of Supervisors, in conjunction with the County Administrative Officer and department heads should accomplish this by December 31, 2024. (F1, F2, F3, F4)

R2

(R2) 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: Action Items 1 Systematically enter all tax-exempt property transfers by the Assessor’s Office. 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 Department of Public Works and Planning, and the Assessor-Recorder should accomplish this by November 30, 2024. (F2, F4, F6)

R3

(R3) Select or develop a robust data tool that will provide a foundation for planning and management to include at least the following data items: Data Description Leasable for County income-generating property 1 Assessor's Parcel Number 11 (Yes or No) 2 Building address 12 If Leasable -> Lease Number Reference 3 Description of property 13 Maintenance information, including responsibility 4 Date of acquisition 14 Is the property not available for use? If so, why? 5 Property size: - Acres 15 Information on upgrades, remodeling 6 Current use of property 16 Insurance coverage Fresno County need ( Mandatory, Not Environmental risks such as asbestos, 7 Needed) 17 underground storage tanks or soil contamination 8 Used or vacant? 18 Demolition costs 9 If Vacant -> Year Vacated 19 Funding source and restrictions 25 Condition of land or building (e.g., not suitable for building not suitable for building occupancy, refurbishing, open land, 10 reserved open space) 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)

R6

(R6) Develop a Property/ Real Estate Management Report and create processes and controls that will regularly (at least annually) put property history, current status, condition and progress toward goals before the Board of Supervisors and senior managers. The Board of Supervisors, the County Administrative Officer, and the Chief Operating Officer, should accomplish this by December 31, 2024. (F1, F2, F3, F6, F7)

R7

(R7) 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)

R8

(R8) 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) 27

R10

(R10) 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)

R11

(R11) Establish standardized guidelines for space acquisitions beyond individual department preference that offers consistent quality of space and parking to all county employees based on their needs. The Board of Supervisors, in conjunction with the County Administrative Officer and department heads should accomplish this by December 31, 2024. (F1, F2, F3, F4)

R1

(R1) 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) 24

R6

(R6) Develop a Property/ Real Estate Management Report and create processes and controls that will regularly (at least annually) put property history, current status, condition and progress toward goals before the Board of Supervisors and senior managers. The Board of Supervisors, the County Administrative Officer, and the Chief Operating Officer, should accomplish this by December 31, 2024. (F1, F2, F3, F6, F7)

R9

(R9) 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)

R10

(R10) 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)

R11

(R11) Establish standardized guidelines for space acquisitions beyond individual department preference that offers consistent quality of space and parking to all county employees based on their needs. The Board of Supervisors, in conjunction with the County Administrative Officer and department heads should accomplish this by December 31, 2024. (F1, F2, F3, F4)

R1

(R1) 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) 24

R2

(R2) 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: Action Items 1 Systematically enter all tax-exempt property transfers by the Assessor’s Office. 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 Department of Public Works and Planning, and the Assessor-Recorder should accomplish this by November 30, 2024. (F2, F4, F6)

R7

(R7) 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)

R10

(R10) 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)

R11

(R11) Establish standardized guidelines for space acquisitions beyond individual department preference that offers consistent quality of space and parking to all county employees based on their needs. The Board of Supervisors, in conjunction with the County Administrative Officer and department heads should accomplish this by December 31, 2024. (F1, F2, F3, F4)

R1

(R1) 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) 24

R9

(R9) 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)

R2

(R2) 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: Action Items 1 Systematically enter all tax-exempt property transfers by the Assessor’s Office. 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 Department of Public Works and Planning, and the Assessor-Recorder should accomplish this by November 30, 2024. (F2, F4, F6)

R3

(R3) Select or develop a robust data tool that will provide a foundation for planning and management to include at least the following data items: Data Description Leasable for County income-generating property 1 Assessor's Parcel Number 11 (Yes or No) 2 Building address 12 If Leasable -> Lease Number Reference 3 Description of property 13 Maintenance information, including responsibility 4 Date of acquisition 14 Is the property not available for use? If so, why? 5 Property size: - Acres 15 Information on upgrades, remodeling 6 Current use of property 16 Insurance coverage Fresno County need ( Mandatory, Not Environmental risks such as asbestos, 7 Needed) 17 underground storage tanks or soil contamination 8 Used or vacant? 18 Demolition costs 9 If Vacant -> Year Vacated 19 Funding source and restrictions 25 Condition of land or building (e.g., not suitable for building not suitable for building occupancy, refurbishing, open land, 10 reserved open space) 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)

R6

(R6) Develop a Property/ Real Estate Management Report and create processes and controls that will regularly (at least annually) put property history, current status, condition and progress toward goals before the Board of Supervisors and senior managers. The Board of Supervisors, the County Administrative Officer, and the Chief Operating Officer, should accomplish this by December 31, 2024. (F1, F2, F3, F6, F7)

R8

(R8) 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) 27

R4

(R4) Standardize management and tracking of County owned properties leased to others which would : 1 Provide an overview of leases in the annual property management report in R6 below. Standardize a procedure for cash receipts related to lease payments that all departments can use. Implement policies to insure lease payments are made on a timely basis and what steps to follow 3 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)

R5

(R5) Standardize management and tracking of properties owned by others and leased to the County which would: 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 1 Controller’s required report and the ISD lease report. Review and reconcile all E-contracts for property leases to the ISD list to determine conflicts and 2 resolve issues. Use E-contracts to its advantage by including full, official documentation of leases, and implement a 26 procedure by which the system is regularly updated. Maintain a timeline matrix of all leases to be used in visioning the County’s future footprint, strategic 4 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)

R6

(R6) Develop a Property/ Real Estate Management Report and create processes and controls that will regularly (at least annually) put property history, current status, condition and progress toward goals before the Board of Supervisors and senior managers. The Board of Supervisors, the County Administrative Officer, and the Chief Operating Officer, should accomplish this by December 31, 2024. (F1, F2, F3, F6, F7)

R8

(R8) 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) 27