Santa Barbara County Take-home Vehicle Use Clarify and Comply

Note: Missing finding numbers detected: F8, F9

Conclusions 15

• CL1
  The current Santa Barbara County policy Administration of Vehicle Fleet and Employee Use of County Vehicles does not contain an issue date, effective date, or any other means to identify it as the most current version.
• CL2
  The Santa Barbara County Sheriff’s Office does not comply with the county policy requiring the annual reporting of take-home vehicle information.
• CL3
  The Santa Barbara County Executive Office has not enforced the take-home vehicle policy by failing to require the Department of General Services to obtain, and the Sheriff’s Office to provide, the necessary documentation for each vehicle so assigned.
• CL4
  The Santa Barbara County policy Administration of Vehicle Fleet and Employee Use of County Vehicles is found in two sections of the County of Santa Barbara On-Line Policies and Procedures Manual on the county intranet.
• CL5
  2013-14 Santa Barbara County Grand Jury 4 SANTA BARBARA COUNTY TAKE-HOME VEHICLE USE That no audit of Santa Barbara County Sheriff’s Office take-home vehicle usage has been conducted examining the cost and benefits of providing vehicles to employees versus other available options.
• CL6
  Acquisition Process.....................................................................2
• CL7
  Criteria for the purchase and replacement of county vehicles.....2
• CL8
  Criteria for reallocation of assigned vehicles...............................2
• CL9
  Maintenance of records and residential storage............................3
• CL10
  Residential Storage Criteria..........................................................3 Maintenance of Vehicles............................................................................................4 Policy It is the County's policy to provide its employees with essential transportation that is safe, reliable and economical. A motor pool will be established with an optimum number of appropriate vehicles. Long-term assignment of motor pool vehicles to departments or individuals will be made when properly justified. Responsibility County Administrator The County Administrator will authorize the acquisition of all the new vehicles purchased by the county. General Services Director The General Serviced Director is assigned primary responsibility for providing transportation to County employees. The Director will establish and manage county garages and will provide the following transportation-related services: • Purchase and disposal of County vehicles • Motor Pool operation and maintenance • Maintenance of vehicles on approved long-term assignments and • County fueling sites and /or commercial fueling arrangements. Department Heads All Department heads are responsible for determining and budgeting for the transportation requirements of their departments, and for utilizing the most efficient transportation means available. 2013-14 Santa Barbara County Grand Jury 8 SANTA BARBARA COUNTY TAKE-HOME VEHICLE USE County of Santa Barbara On-Line Policies & Procedures Manual Administration of Vehicle Fleet Where long-term assignments of vehicles are justified and approved by the County Administrator, department heads will ensure efficient utilization and prompt return to the County garages for scheduled maintenance. Where County owned vehicles are stored at residential non-county owned locations Department heads are responsible to report the location of storage of these vehicles to the Director of General Services. Procedures Vehicle Acquisitions and Replacements of Assigned and Pool Vehicles
• CL11
  Residential storage shall not be authorized for the sole purpose of providing transportation to and from work for an employee.
• CL12
  Vehicles should not be left on street overnight. Safe, off-street parking shall be used whenever possible.
• CL13
  Occasional residential storage necessitated by an early morning departure on County Business may also be authorized by the department head.
• CL14
  Residential storage of a vehicle is considered a taxable fringe benefit by the IRS. See policy and procedures section VI-5 for more information. Consult with the Auditor- Controller regarding current rates and procedures.
• CL15
  The County Administrator shall from time to time review the necessity for and cost effectiveness of home storage authorizations approved by the department heads. 2013-14 Santa Barbara County Grand Jury 10 SANTA BARBARA COUNTY TAKE-HOME VEHICLE USE County of Santa Barbara On-Line Policies & Procedures Manual Administration of Vehicle Fleet Maintenance of Vehicles

Observations 1

• OB1
  The Jury observed two major issues with the county’s take-home vehicle policy. First, there is ambiguity between two major sections dealing with Residential Storage and Commuting. This provides department heads with the opportunity to apply the section of their preference. Second, the Jury believes the overall intent of this policy is for the CEO to require that departmental assignments of take-home vehicles are properly documented. The requirement imposed upon all department heads to account for vehicle residential storage to the Director of General Services is not followed by the Sheriff’s Office nor is it enforced by county administration. The Jury found that, in place of the required Information Form, the Sheriff’s Office provided a brief email to the Director of General Services, stating only that an annual audit had been completed and it had “…determined that the goals of safety and efficiency are being met.” (Appendix C). The Jury found that the Sheriff’s Office has chosen not to complete the forms and neither the Director of General Services, nor the CEO has required the Sheriff’s Office to do so for approximately ten years. The Sheriff’s Office does not provide documentation of actual vehicle usage in accordance with policy. It is therefore impossible for the CEO, “to review the necessity for and cost effectiveness of home storage authorization approved by the [Sheriff’s Office].” 3 The Sheriff’s Office has stated it “…is well aware of our obligation to be good stewards of the public monies entrusted to us and spends that money wisely.” The Sheriff’s Office cites officer safety and security as the reason for not completing and submitting the required information form because it requires the driver’s name. These forms could be submitted without identifying the driver.

Agency Responses 2

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No Responses Found 1

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