Submittal to the Board of Supervisors County of Riverside, State of California Submittal Date: August 27, 200 Executive*

Board of Supervisors provide maximum support and assign the highest priority to the current laudable efforts toward the establishment of a permanent CIP Team. The recommendation has been implemented. On May 20, 2002, the Board approved the development of a Capital Improvement Program, whereby the Executive office and Facilities Management would form a CIP team to develop a long- range plan for facilities planning within the County. This team is in place and operating.

Although the Department of Facilities Management is charged with capital improvement, many departments (EDA, sheriff, fire, courts, and others) are conducting capital project planning that is not coordinated through a centralized planning process. This decentralized process has not always addressed standards and requirements for future budget, maintenance, and staffing needs. Respondent agrees with the finding. The CIP policy for planning capital improvements, mentioned previously, will outline procedures that insure that all County departments coordinate their requests through a centralized committee chaired by the Deputy CEO from the Executive Office and the Director of Department of Facilities Management. The CIP policy will insure that the Board is provided with a comprehensive document that contains immediate and long-term capital needs across the County Response to Grand Jury Report and their financing and budget requirements. The new policy will also provide a timely and orderly process for departments to request their capital needs.

In their "Report Card on Government performance – Grading the Countles", Governing Magazine, in the February 2002 issue found, "(Riverside County) Department rivalries and politics play major roles in project selection; capital improvement plan desperately needs updating." Respondent disagrees partially with the finding. The report in Governing Magazine only captured a glimpse of how this County handles Capital Planning. All capital improvement projects must go to the Board for an approval in principle before they can move forward. The annual call for projects will insure the Board is advised of all departmental requests Countywide. Projects will be prioritized based on policy guidelines, additionally the Board has the option to address crucial projects. The Board makes the final decision on all projects.

In response to many capital project difficulties experienced by the county, the Board of Supervisors, the Department of Facilities Management and others have previously commissioned several studies, audits, and investigations of county projects and project planning/management procedures. Respondent agrees with the finding.

Recommendations from these reports stressed the importance of having well-defined, detailed planning/management policies and procedures in place early, closely monitored, and followed explicitly throughout the life of the project. These recommendations have not always been followed. Respondent agrees with the finding.

A "standard list of materials and equipment" and a "project management task list", not previously avallable for use by capital project planners, are currently being reviewed and finalized by the Department of Facilities Management. Respondent agrees with the finding.

On April 16, 2002, the Board of Supervisors directed the County Executive Office (CEO) to prepare an expanded CIP that will address, "...scoping of various agencies and departments, potential facilities, equipment and manpower needed for the growth (of the county)." Respondent agrees with the finding. Response to Grand Jury Report

The CEO and the Department of Facilities Management jointly presented, in a workshop to the Board of Supervisors on May 20, 2002, an outline concept of a county capital project planning and oversight process to include the establishment of a county CIP team. Respondent agrees with the finding. The Board of Supervisors approved the concept, and directed the CEO and Department of Facilities Management to return In 90 days with a formal CIP policy. Respondent agrees with the finding.