Solano County Grand Jury
• 2023-2024
• Agency Response
City of Vacav Ille Ron Rowlett Dilenna Harris Mayor Councilmember*
⚠️ 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 and Recommendations 4 findings
F1
– Agencies' completion and filing of the Statement of Facts Roster of Public Agencies Form in Solano County, in many instances, are inconsistent, incomplete, inaccurate, and out-of-compliance with Government Code section 53051. Review of 111 of the most current Forms (regardless of age) on file with the County revealed the following: a) Seventy-two agencies had a single Form on file, many dating back three decades. This represented 65% of the sampled Forms. b) Sixty-eight agencies' Forms were aged nine years or more, representing 61% of the sampled Forms. c) Thirteen Forms (12%) listed a P.O. Box as the official mailing address despite filing instructions indicating that a street address must be given. Update NOTE: 12/2019 updated instructions now state that a P.O. Box is acceptable. d) The actual legal name of the entity was inconsistent in nine instances (8%). e) Thirty-eight Forms (34%) did not meet the regulatory reporting timeframe. f) Accuracy of board membership could not be independently verified on seventy-one Forms (64%). g) The current status of the agency could not be validated in forty-eight instances (43%).
Related Recommendations (1)
R1
- Approving legislative bodies in Solano County should provide guidance and training to ensure the accurate completion and filing of the required Forms. Consideration can be given to the following points:
F2
- Comparative analysis of the most current Forms on file with the State to those on file with the County revealed 92 exceptions representing instances in which: a) The County Form does not match the State Form. b) The Form is on file with the County but not with the State. c) There is no Form on file with the County but there is one on file with the State.
Related Recommendations (1)
R2b
Page 2
- If the agency submits its information electronically or by mail, a copy of the submission should be retained as a business record to prove compliance. Response to Finding 2 and Recommendation 2- City of Vacaville agrees with the finding and recommendation. The City has added to procedural manuals the requirements to file with the Secretary of State and the Solano County Clerk any changes in governing bodies by submittal of Form SF-405 and in accordance with GC Section 53051(c) and will retain file copies of submitted Forms SF-405.
F3
- There is no comprehensive list of public agencies operating in Solano County that is accessible to residents.
Related Recommendations (1)
R3a
Page 3
-The County Board of Supervisors, Clerk of the Board, County Administrative Office, and local City Councils collaborate to compile an accurate listing of public agencies, boards, commissions, and committees within Solano County using the existing Online Local Appointment Database maintained by the County.
F4
-- There is currently no requirement for an agency to maintain a website, making it difficult to access current information online. However, since 2013 there has been a movement in the State to make information available and searchable online.
Related Recommendations (1)
R4
– Individual Solano County Agencies improve their transparency by establishing a website and keeping it current to benefit both agencies and citizens of the County. Response to Finding 4 and Recommendation 4— City of Vacaville agrees with the finding and recommendation. The City of Vacaville has had a website since 2005 and is happy to continue to make available beneficial information. By end of year, the City will determine the best placement for, and ensure that a listing of local public agencies that the City is responsible for is available on the website at www.cityofvacaville.com. Thank you for the opportunity to respond to the Grand Jury's recommendations. Sincerely, Ron Rowlett Mayor
* This report's PDF did not contain easily extractable text and required Optical Character Recognition (OCR) for analysis. There may be minor errors in the extracted findings and recommendations due to OCR limitations with scanned documents.