Mendocino County Grand Jury • 2010-2011 • Agency Response

Covering Your Asphalt a Report on the Mendocino County Department of Transportation June 6, 2011

Published: June 06, 2011 8 pages
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Note: Missing finding numbers detected: F16, F18, F19, F30, F31, F32, F33

Findings and Recommendations 28 findings

F15
On May 14, 2011, the number of employees at MCDoT was 87 full- time and eight extrahelp. Solid Waste has one half-time position for the Landfill Closure. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F17
The MCDoT maintains a drug-free workplace and is responsible for administering the Safety Sensitive Driver Program (SSD). In one incident, the protocols associated with SSD were not followed, which resulted in an audit exception. Non-compliance threatens Federal funding. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager does not assist with the administration of the SSD Program.
No recommendations for this finding
F20
The Director-Road Commissioner, General Services Agency (GSA) Director, Chief Executive Officer (CEO), and department heads are authorized to negotiate with vendors and prepare purchase orders or formal contracts for purchases, as per Policy #1. When this express authority is not delegated, the Board of Supervisors (BOS) retains sole authority for that activity. Response (General Services Agency Director): The GSA Director agrees with this finding.
No recommendations for this finding
F21
Mendocino County Purchasing, Leasing, and Contracting Policy #1, includes the following: • Purchases of supplies and equipment, • Maintenance, rentals, and leases of equipment and other personal property, • Leases of real property, • Contracts for services. Response (General Services Agency Director): The GSA Director agrees with this finding.
No recommendations for this finding
F22
Competitive bidding is required for certain purchases or any individual items costing more than $10,000. Response (General Services Agency Director): The GSA Director agrees with this finding.
No recommendations for this finding
F23
Department heads can make and sign for purchases up to $25,000. Response (General Services Agency Director): The GSA Director disagrees partially with this finding. Department Heads are allowed to enter into contracts up to $25,000.
No recommendations for this finding
F24
The Purchasing Agent for MCDoT can make and sign for purchases up to $50,000. The BOS must approve and sign for purchases or contracts over $50,000. County Counsel must approve all contracts. Response (General Services Agency Director): The GSA Director disagrees partially with this finding. There is only one Purchasing Agent designed by the Board of Supervisors for the County and that is the GSA Director. The GSA Director can sign contracts of up to $50,000 for any County department.
No recommendations for this finding
F25
Blanket Purchase Orders are issued to selected vendors and include a list of personnel who are approved to make purchases, and are not to exceed $2,000 per purchase unless authorized by the purchasing agent. Response (General Services Agency Director): The GSA Director agrees with this finding.
No recommendations for this finding
F26
The Purchasing Agent and the Auditor-Controller may authorize departments to make certain direct purchases with a County approved procurement card (P-Card). Response (General Services Agency Director): The GSA Director agrees with this finding.
No recommendations for this finding
F27
Only one P-Card is issued per department. The P-Card for MCDoT is held by the Senior Department Analyst; this arrangement makes it difficult when an emergency develops. Response (General Services Agency Director): The GSA Director disagrees partially with this finding. The P-Card is held by the Senior Department Analyst, but GSA is not aware of the interworking of the MCDoT to know whether or not this arrangement causes problems.
No recommendations for this finding
F28
The General Services Agency charges an internal fee of 13% to MCDoT to process PCard purchases. Response (General Services Agency Director): The GSA Director agrees with this finding.
No recommendations for this finding
F29
The Director-Road Commissioner is the only person authorized to issue an Emergency Purchase Order. An emergency exists when an item must be purchased to continue operations or when the item is necessary for the preservation of life or property. Response (General Services Agency Director): The GSA Director disagrees partially with this finding. The Purchasing Agent (GSA Director) is the only authorized agent to issue Purchase Orders on behalf of Mendocino County.
No recommendations for this finding
F34
There are significant inter/intra-departmental barriers, communication deficiencies, and poor decision-making practices. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F35
The clerical staff is centralized but must obtain approval from the Deputy Director of Administration, prior to performing their departmental task. This process impedes efficiency because the department directors cannot assign clerical work to their own employees without the approval of the Deputy Director of Administration. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F36
Management is performing routine clerical support tasks and errands that are typically performed by subordinates. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F37
Division stakeholders are not allowed timely input, resulting in inefficiency and mistakes; key players do not agree on departmental priorities. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F38
There is staff confusion regarding departmental responsibilities and authority. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F39
The routine shifting of priorities within MCDoT is unnecessary and leads to inefficiency. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F40
There is pervasive job discontent, leading to high turnover and loss of critical institutional knowledge. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F41
There is low staff morale within MCDoT due to management style. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F42
Since 2006, more than 70 employees have left, transferred, or retired from MCDoT. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F43
There are a number of current employees at MCDoT that are considering retiring, transferring, or seeking a new job outside MCDoT because of management practices. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F44
Individual employee complaints are handled within MCDoT and not addressed by County Human Resources. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F45
Annual Employee Performance Evaluation Reports are not completed or forwarded to County Human Resources in a timely manner. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F46
Management is practicing favoritism in hiring, personnel evaluations, and training. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F47
Grievances have been filed against management. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F48
Senior management at MCDoT was required to attend and did attend communication classes to improve communication skills between management and subordinates. Response (Risk Manager): The Risk Manager can neither agree nor disagree with this finding as the Risk Manager has no internal knowledge of the interworking of MCDoT.
No recommendations for this finding
F49
The BOS has not adopted an anti-bullying policy, which would help alleviate low staff morale and productivity due to inappropriate or illegal management actions Response (Risk Manager): The Risk Manager disagrees partially with this finding. The Board has not adopted an anti-bulling policy. The Risk Manager unaware of any illegal activities occurring in MCDoT.
No recommendations for this finding