depend on the efficiency and effectiveness of the Transportation Department and the

F1 Page 54

Supervision of employees is essential at all levels of the department for maximum efficiency and effectiveness.

F2 Page 54

The lack of supervision has led to buses not being maintained; paperwork not being filled out nor properly filed and the inability to correct the deficiencies.

F3 Page 54

The maintenance facility physical plant is below standard and in poor condition for providing proper maintenance.

F4 Page 54

There are an inadequate number of bus drivers (26) and qualified mechanics (3).

F5 Page 54

There is little paperwork to show that the bus drivers routinely performed their required daily safety inspection on their bus or completed the checklist prior to departure.

F6

Mechanics spend time in the field making repairs. 54 2002-2003 Grand Jury Final Report

F7 Page 55

Replacing older school buses with newer school buses would result in improved safety, fuel cost savings and lower maintenance.

F8 Page 55

Buses manufactured after 1987 are safer for passengers in the event of an accident.

F9 Page 55

There is incomplete documentation verifying that periodic vehicle inspections, maintenance and service, and repairs have been completed as required by policy and mandated by state law.

F10 Page 55

Increase the number of mechanics and bus drivers employed in order to be able to properly operate and maintain the bus fleet. Create full time bus driving positions for those that want them to increase job performance and satisfaction. This could be accomplished by eliminating middle management positions.

F11 Page 55

Improve maintenance record keeping and documentation.

F12 Page 55

Develop a purchase plan and budget to allow for a new maintenance facility. This may be accomplished with the appropriation of funds from the Bond money.

F13 Page 55

Set up a schedule for bus purchases and use the available lottery money to purchase new or late model used buses on a regular basis.

F14 Page 55

Retire buses in the fleet that do not conform to the Federal Safety Standards.

F15 Page 55

Implement a computerized system that tracks when vehicle inspections are due, what maintenance and repairs are scheduled, and identifies when the items are completed.

F16 Page 55

Design and implement a tracking system within the Transportation Department to ensure timely completion and filing of mandated documentation. Safety Policy: Facts:

F17 Page 55

Workers Compensation and Liability issues are referred to the Tuolumne Joint Power Agency (JPA) Director.

F18 Page 55

California State Law requires all employers to have a written and implemented Illness and Injury Prevention program as mandated by SB 198 and as monitored by California Occupational Safety and Health Administration (CAL OSHA).

F19 Page 55

The District does not have a fully compliant Illness and Injury Prevention program or a designated safety manager. Findings:

F20 Page 55

Failure to have an Illness and Injury Prevention Program exposes the district to financial liability in the form of fines and penalties.

F21 Page 55

The Director of Personnel, in consultation with the Superintendent and approved by the Board of Trustees, should immediately develop and implement a district-wide Illness and Injury Prevention Program as mandated by law.

F22 Page 55

A safety manager should be designated to implement and oversee the Illness and Injury Prevention Program. 2002-2003 Grand Jury Final Report 55 Maintenance Department: The Maintenance Department is responsible for maintaining and refurbishing of district buildings and grounds, and is responsible for preventing fire, safety and health hazards. The department is headed by a director who is supervises the maintenance personnel. Background: The Maintenance and the Transportation Departments were combined in May of 2001. The departments were separated again on March 12, 2003 due to the problems in the Transportation Department. The Director of Facilities and Operations is currently vacant and the district is in the process of hiring a new director. The job description for the prior position of Director of Maintenance, Operations and Transportation states the director is responsible for supervising, training and evaluating the performance of assigned staff. The last time the Custodial/Grounds Manager was evaluated was in May 2000. Work Orders: Facts:

F23 Page 56

The Maintenance Department has a work order policy. A work order can be submitted by any district employee to request repairs or correct a safety, fire or health hazard.

F24 Page 56

Prior to filling out a work order form, the problem is brought to the attention of the site maintenance worker I. If the maintenance worker is unable to correct the problem he fills out a work order; it is signed by the maintenance worker and the site supervisor (a principal at a school). To expedite the work order it can be faxed to the Maintenance Office and two copies of the original work order are sent to the Maintenance Office. One copy is to be kept by the sending site.

F25 Page 56

The work order is logged by the Maintenance Secretary and given to the Maintenance Worker IV. The Maintenance Worker IV assigns the work order to a Maintenance Worker II or a Maintenance Worker III if he decides it doesn’t require approval for funds by the Superintendent or he believes the Maintenance Worker I can do the repair. When the work has been completed the work order is returned to the Maintenance Worker IV who gives it the Maintenance Secretary to be entered into the log as completed. A copy is sent back to the sending site.

F26 Page 56

The sending site logs the returned copy of the work order along with the original copy. Findings:

F27 Page 56

Six of Nine schools visited were properly following the work order policy.

F28 Page 56

The other three were sending all three copies of the work order to the Maintenance Office. They were not keeping a copy for their records.

F29 Page 56

Failure to follow the work order procedure makes it impossible to determine if necessary maintenance has been done.

F30 Page 56

District policy should be revised to show tracking of work orders and to provide follow up. It should also clarify the policy to include which color-coded copy goes where when submitting a work order.

F31 Page 56

Create a uniform record keeping system for work orders for each school. There should be no variations between school sites in the record keeping process. 56 2002-2003 Grand Jury Final Report

F32 Page 57

Train school personnel in how to use the work order system. Loss Prevention Survey Facts:

F33 Page 57

The job description for the Director of Maintenance, Operations and Transportation stated the director “shall work to establish adequate procedures and controls for the efficient, safe, and fiscally sound maintenance, upkeep and refurbishing of District buildings and grounds…”

F34 Page 57

Annually a Loss Prevention Survey is done as a requirement for the Tuolumne Joint Power Authority (JPA) as a part of the Relief loss prevention requirements.

F35 Page 57

The Loss Prevention Survey does not inspect all the buildings or rooms at a school or district site.

F36 Page 57

There has been a Loss Prevention report done in 2000, 2002 (special review) and 2003. As an example of some of the safety violations, in the 2000 survey, fire extinguishers, material safety data sheets (MSDS) and chemical inventories were noted as being in violation of state regulations. The fire extinguishers were in violation for not being present, not being inspected and certified and either not mounted or not mounted at the proper height. The MSDS sheets and chemical inventories were in violation for not being present in all areas where chemicals are stored.

F37 Page 57

Prior Grand Jury reports have noted that safety violations reported in the Loss Prevention Surveys were not corrected.

F38 Page 57

The last three Loss Prevention Survey investigations were all conducted in the month of November, by the same person.

F39 Page 57

District records show some items in the previous Loss Prevention surveys were signed off as corrected but still exist.

F40 Page 57

The 2003 Loss Prevention Survey showed twenty-seven violations relating to fire extinguishers through out the district.

F41 Page 57

There were seven violations of the MSDS and eight violations of the required chemical inventories through out the district. Findings:

F42 Page 57

The director has failed year after year to correct on going violations of state regulations.

F43 Page 57

The violations found in the January 2003 Loss Prevention Survey were similar in nature as the ones in November 1999. It appears the school district is using the Loss Prevention Survey to do their inspections for safety and liability just as the transportation department was using the CHP inspections on the buses for their vehicle maintenance.

F44 Page 57

There is no direction in the Maintenance Department. The department has no preventative maintenance plan.

F45 Page 57

The lack of proper record keeping makes it impossible to know what work has been completed.

F46 Page 57

In the absence of proper supervision and record keeping conditions deteriorate and pose a risk of serious injury to all who come to a facility. 2002-2003 Grand Jury Final Report 57

F47 Page 58

Assign district personnel to inspect the fire extinguishers in the school district on a monthly basis as required by law.

F48 Page 58

Revise maintenance policy to insure that there is follow up on work orders submitted and safety violations noted.

F49 Page 58

Hire a new Maintenance department head as soon as possible and insure that the new supervisor improves communication between the department and the school sites and the department and the District office. Preventive Maintenance: Facts:

F50 Page 58

Buildings at Ione Elementary, Plymouth Elementary and the Jackson Jr. High School are in various stages of disrepair. The disrepair is due to exposure to the elements and water damage due to rain.

F51 Page 58

The 2000 Loss Prevention Survey noted numerous rooms at Ione Elementary, Plymouth Elementary and Jackson Elementary had evidence of major roof leaks. The ceiling tiles were stained and there were signs of mold and mildew growth. It should be noted that nearly all the schools in the county had rooms with these problems. The three schools above had the most rooms with these problems. See Appendix 3.

F52 Page 58

The 2003 Loss Prevention Survey also noted evidence of major roof leaks and signs of mold and mildew growth in school classrooms.

F53 Page 58

Leaking roofs and the growth of mold and mildew are considered “serious property/ liability risks” in the Loss Prevention Survey. These problems can cause poor indoor air quality (IAQ).

F54 Page 58

The United States Environmental Protection Agency (EPA) states “schools that fail to respond promptly and effectively to poor IAQ run the risk of increased short-term health problems, such as fatigue and nausea, as well as long-term health problems like asthma.” The EPA goes on to say that delay of remediation of IAQ problems can be costly and exposes a school to liability claims and lawsuits.

F55 Page 58

Recommendations of the 2001-2002 Grand Jury were for the school district to replace ceiling tiles that have mold and mildew growth immediately and to repair roof leaks and repaint the stained area so new leaks can be identified.

F56 Page 58

The response of the Superintendent of Amador County Schools to the 2001-2002 Grand Jury Report recommendations was these items were “done”.

F57 Page 58

Ione Elementary has an overhang that has been badly damaged by water and is in danger of collapse. Although reported to the Maintenance Department for repair in April of 2000 and again in July of 2000, the condition still exists.

F58 Page 58

Only six maintenance staff are assigned to perform all non-custodial maintenance and repairs for the entire school district. Findings:

F59 Page 58

The district has no Preventative Maintenance program.

F60 Page 58

At Ione Elementary school rooms 1, 6, 7, and 8 were noted in the 2000 Loss Prevention Survey and had not been corrected. Room 1 at Plymouth Elementary 58 2002-2003 Grand Jury Final Report School was noted in the 2000 Loss Prevention Survey and had not been corrected. See Appendix 3.

F61 Page 59

The 2002-2003 Grand Jury observed there was evidence of major roof leaks, stained ceiling tiles and signs of mold and mildew growth in rooms 1, 2, 5, 7, 8, 13 and the kindergarten room at the Ione Elementary school. These problems were observed in rooms 1, 2, 4, 8 and in the secretary’s office at the Plymouth Elementary School. These observations were made in early March of 2003. See Appendix 3.

F62 Page 59

The absence of a preventative maintenance program has allowed conditions to deteriorate that pose a risk of serious injury to those who use or visit the facility.

F63 Page 59

The non-custodial maintenance operation is very understaffed.

F64 Page 59

Replace ceiling tiles that have mold and mildew growth immediately.

F65 Page 59

Repair roof leaks and repaint the stained area so new leaks can be identified.

F66 Page 59

Use bond money to make needed repairs in order to avoid serious injury and financial liability.

F67 Page 59

Develop and implement a preventative maintenance program.

F68

Hire additional maintenance staff. Response Required: The Amador County Grand Jury requires a response to this report within ninety days as required by Penal Code 933.05. 2002-2003 Grand Jury Final Report 59 APPENDIX 1: Persons Interviewed: ACUSD Transportation Department Interim Director ACUSD Transportation Department Assistant Manager Joint Powers of Authorities (JPA) Director Director of Personnel Bus driver Maintenance mechanic ACUSD Superintendent of Schools Present and past members of the Board of Trustees Documents Examined: ACUSD Transportation Department Comprehensive School Safety Plan FICMAT Report ACUSD Employee Evaluation form ACUSD Board Handbook Bus Driver's Daily Inspection report form Bus Maintenance & Safety Inspection form Job Descriptions: Dispatcher Job Senior Office Clerk Director of Transportation (current) Director of Transportation (previous) Job Descriptions (continued): Executive Director of Maintenance, Operations and Transportation Assistant Manager Transportation Services Assistant Manager Bus/Vehicle Maintenance Bus Driver Trainer Bus Driver Car/Van Driver Designated Behind the Wheel Bus Driver Trainer Equipment Mechanic Sites Visited: ACUSD Transportation Department, Church St., Jackson, Ca. ACUSD Administration Building 60 2002-2003 Grand Jury Final Report APPENDIX 2: Persons Interviewed: Custodial/Grounds Manager Maintenance IV/Lead man Secretary Principals of: Ione Elementary School Principal Jackson Jr. High School Principal Pine Grove Elementary School Principal Pioneer Elementary School Principal Plymouth Elementary School Principal Sutter Creek Elementary School Principal Custodians of: Ione Elementary School Jackson Jr. High School Pine Grove Elementary School Pioneer Elementary School Plymouth Elementary School Sutter Creek Elementary School Jackson Elementary School Documents Reviewed: Job descriptions for management: Director of Maintenance, Operation, and Transportation. Director of Facilities and Operations Custodial/Grounds manager Job Descriptions for: Grounds Equipment Operator Maintenance, I, II, III and IV Secretary Warehouseman 2001 Loss Prevention Survey 2003 Loss Prevention Survey Employee Policy & Procedures Work Order Procedure Sites Visited: Argonaut High School grounds Ione Elementary School grounds Ione Junior High School grounds Jackson Jr. High School grounds Pine Grove Elementary School grounds Pioneer Elementary School grounds 2002-2003 Grand Jury Final Report 61 Plymouth Elementary School grounds Sutter Creek Elem. School grounds Jackson Elementary School grounds APPENDIX 3: Rooms with evidence of major roof leaks and the growth of mold and mildew are marked as noted in either the 2000 Loss Prevention Survey, the 2003 Loss Prevention Survey or observed by the 2002-2003 Grand Jury. A blank space in the “Grand Jury Visit” column means it was not visited and no comment can be made on the condition of the room. Loss Prevention Grand Survey Jury Visit School R 2000 2003 o o m Ione 1 x x Elementary 2 x x 3 x 5 x 6 x x 7 x x 8 x x 9 x 1 x 0 1 x 1 1 x 3 Plymouth 1 x x Elementary 2 x x 4 x x 6 x 8 x x 62 2002-2003 Grand Jury Final Report City Government 2002-2003 Grand Jury Final Report 63 CITY OF PLYMOUTH Introduction: The 2002-2003 Grand Jury elected to review and evaluate the City of Plymouth pursuant to Penal Code 925. Background: In response to four citizen complaints received in October 2002 the Grand Jury investigated the governing body, finances and operation of the City of Plymouth (City). Method of Evaluation: Members of the Grand Jury attended City Council meetings, conducted interviews and reviewed documents. Persons Interviewed: Private Citizens City Clerk City employees Deputy Sheriffs Ex-Mayor Current Mayor Ex-Council members Current Council members City Attorney Former City employees Documents Reviewed: City budget City financial statements Independent auditor’s report City Council minutes City Council agendas California Code provisions for a General Law City Employee job description City Council: Facts:

F69 Page 64

Plymouth is a General Law City with five elected part-time Council members.

F70 Page 64

The Mayor is elected by the Council, in accordance with California Government Code 34903. 64 2002-2003 Grand Jury Final Report

F71 Page 65

The Plymouth City Council (City Council) and the Vice-Mayor were the subject of several citizen complaints to the Grand Jury. The Vice-Mayor was also the subject of a recall election, to be held in May 2003.

F72 Page 65

City officials acknowledged they were unable to provide the Grand Jury with an organizational chart of city departments and positions.

F73 Page 65

City officials acknowledged they were unable to provide the Grand Jury with a written description of the management structure for city government.

F74 Page 65

It has been a long-standing practice for any city council member to give directions and orders to any city employee whenever he or she deemed it necessary.

F75 Page 65

On February 27, 2003 the City Council approved hiring a part-time City Administrator. A contract was required to make the position official.

F76 Page 65

On March 27, 2003 the City Council signed a contract with the newly designated City Administrator establishing the position on a three-days-per-week basis.

F77 Page 65

The Government Code requires that a city enact a local ordinance if it chooses to create a city administrator position. Findings:

F78 Page 65

Historically, there was no single person at the top of a chain of command, responsible for administering city government activities.

F79 Page 65

It was the consensus of the city employees and officials interviewed that the Vice Mayor routinely demanded that priority be given to her directions to employees.

F80 Page 65

Receiving direction from various Council members caused confusion and created a difficult work environment for city employees.

F81 Page 65

City Council members and city employees who were questioned about the new City Administrator position welcomed the appointment.

F82 Page 65

The City Council reorganized in early 2003. Each member now has a responsibility for a particular area of city operations, which is intended to improve Council knowledge about the city and to enable members to coordinate more effectively with fellow Council members and the City Administrator.

F83 Page 65

The new City Administrator is on contract only to the City of Plymouth and is not a full-fledged city employee. As of May 1, 2003, no ordinance had been enacted to provide for the city administrator to be a city employee.

F84 Page 65

City Council members should give directions to city employees only in the event of an emergency.

F85 Page 65

City Council members should conduct city business through the City Administrator.

F86 Page 65

The City Administrator should prepare an organizational chart of all city departments and all positions, by title, and distribute a copy to each city employee. 2002-2003 Grand Jury Final Report 65

F87 Page 66

The City Administrator should assure that each employee’s job description is updated, connecting that position to the next two levels of supervision and assure that each employee receives a copy of his/her chain of command.

F88 Page 66

The City Council should hold a public hearing, followed by a regular meeting to decide whether the citizens would be better served by continuing to contract for a city administrator, or by enacting the necessary ordinance to make the position a formal part of the city’s government structure. Finances: Facts:

F89 Page 66

City financial records were reviewed and found to be organized and current.

F90 Page 66

An independent auditor found no instances of noncompliance or any matters that indicated a lack of internal control over financial reporting and its operation. Finding:

F91 Page 66

The City Clerk maintains excellent financial records.

F92

None. Organization: Facts:

F93 Page 66

The City Clerk works in a confined space in the general office with other employees.

F94

The storage area for city records is inadequate. Findings:

F95 Page 66

The City Clerk requires more space and privacy so that interruptions by matters that could be handled by other employees will not occur.

F96 Page 66

The other city employees also need more room for themselves and their equipment.

F97 Page 66

A portion of the large meeting room should be partitioned off allowing the City Clerk and City Administrator the work area and privacy they require.

F98 Page 66

A section of the partitioned area should be set aside for books, documents, etc. required for daily reference.

F99 Page 66

The City Clerk should delegate more responsibility and provide cross training in office procedures to other employees. Response Required: The Amador Grand Jury requires a response per California Penal Code 933.05. 66 2002-2003 Grand Jury Final Report Special Districts 2002-2003 Grand Jury Final Report 67 PINE GROVE COMMUNITY SERVICE DISTRICT Introduction: The Grand Jury has elected to review and evaluate the Pine Grove Community Service District pursuant to Penal Code 925a. The unincorporated town of Pine Grove founded the Pine Grove Community Service District (PGCSD) to provide water to the residents. The PGCSD was chartered by the Board of Supervisors on August 17, 1965. The PGCSD services approximately three hundred and forty (340) customers. The PGCSD follows guidelines and regulations set by the State and County. A board of five directors governs the Agency. The board appoints the Water Manager, who supervises the day-to-day operations of the Agency. The PGCSD is a member of Central Amador Water Project (CAWP). CAWP is an organization of eight to ten (8-10) independent water districts. The Mokelumne River is the source of water for upcountry customers in the CAWP system; Pine Grove, Pine Acres, Sunset Heights, Fairway Pines, Jackson Pines, Pioneer, Gayla Manor, Ranch House Estates, County Service Areas 1 & 2, Ridgeway Pines, Rabb Park and Mace Meadows. The water is pumped from Tiger Creek to the Buckhorn tanks where it is treated and then stored. The water is distributed by a gravity fed system. Method of Evaluation: Members of the Grand Jury conducted interviews and reviewed documents. It should be noted that this review was limited to the administration of the Agency and not the physical plant or infrastructure. Persons Interviewed: Water Manager of the Pine Grove Community Service District President of the Board of Directors Documents Examined: The list of ten (10) CAWP Water Districts and their Board of Members. Amador Water Agency 2002 Annual Consumer Confidence Report. Water Quality Emergency Notification Plan. Water Quality Threat Condition Emergency Response Plan for the Homeland Security Advisory System. Sites Visited: Pine Grove Community Services District Office located at 19840 Hwy. 88, Pine Grove, Ca. 68 2002-2003 Grand Jury Final Report

F100 Page 55

Failure to have an Illness and Injury Prevention Program exposes the district to financial liability in the form of fines and penalties.

F101 Page 55

The Director of Personnel, in consultation with the Superintendent and approved by the Board of Trustees, should immediately develop and implement a district-wide Illness and Injury Prevention Program as mandated by law.

F102 Page 55

A safety manager should be designated to implement and oversee the Illness and Injury Prevention Program. 2002-2003 Grand Jury Final Report 55 Maintenance Department: The Maintenance Department is responsible for maintaining and refurbishing of district buildings and grounds, and is responsible for preventing fire, safety and health hazards. The department is headed by a director who is supervises the maintenance personnel. Background: The Maintenance and the Transportation Departments were combined in May of 2001. The departments were separated again on March 12, 2003 due to the problems in the Transportation Department. The Director of Facilities and Operations is currently vacant and the district is in the process of hiring a new director. The job description for the prior position of Director of Maintenance, Operations and Transportation states the director is responsible for supervising, training and evaluating the performance of assigned staff. The last time the Custodial/Grounds Manager was evaluated was in May 2000. Work Orders: Facts:

F103 Page 56

The Maintenance Department has a work order policy. A work order can be submitted by any district employee to request repairs or correct a safety, fire or health hazard.

F104 Page 56

Prior to filling out a work order form, the problem is brought to the attention of the site maintenance worker I. If the maintenance worker is unable to correct the problem he fills out a work order; it is signed by the maintenance worker and the site supervisor (a principal at a school). To expedite the work order it can be faxed to the Maintenance Office and two copies of the original work order are sent to the Maintenance Office. One copy is to be kept by the sending site.

F105 Page 56

The work order is logged by the Maintenance Secretary and given to the Maintenance Worker IV. The Maintenance Worker IV assigns the work order to a Maintenance Worker II or a Maintenance Worker III if he decides it doesn’t require approval for funds by the Superintendent or he believes the Maintenance Worker I can do the repair. When the work has been completed the work order is returned to the Maintenance Worker IV who gives it the Maintenance Secretary to be entered into the log as completed. A copy is sent back to the sending site.

F106 Page 56

The sending site logs the returned copy of the work order along with the original copy. Findings:

F107 Page 56

Six of Nine schools visited were properly following the work order policy.

F108 Page 56

The other three were sending all three copies of the work order to the Maintenance Office. They were not keeping a copy for their records.

F109 Page 56

Failure to follow the work order procedure makes it impossible to determine if necessary maintenance has been done.

F110 Page 56

District policy should be revised to show tracking of work orders and to provide follow up. It should also clarify the policy to include which color-coded copy goes where when submitting a work order.

F111 Page 56

Create a uniform record keeping system for work orders for each school. There should be no variations between school sites in the record keeping process. 56 2002-2003 Grand Jury Final Report

F112 Page 57

Train school personnel in how to use the work order system. Loss Prevention Survey Facts:

F113 Page 57

The job description for the Director of Maintenance, Operations and Transportation stated the director “shall work to establish adequate procedures and controls for the efficient, safe, and fiscally sound maintenance, upkeep and refurbishing of District buildings and grounds…”

F114 Page 57

Annually a Loss Prevention Survey is done as a requirement for the Tuolumne Joint Power Authority (JPA) as a part of the Relief loss prevention requirements.

F115 Page 57

The Loss Prevention Survey does not inspect all the buildings or rooms at a school or district site.

F116 Page 57

There has been a Loss Prevention report done in 2000, 2002 (special review) and 2003. As an example of some of the safety violations, in the 2000 survey, fire extinguishers, material safety data sheets (MSDS) and chemical inventories were noted as being in violation of state regulations. The fire extinguishers were in violation for not being present, not being inspected and certified and either not mounted or not mounted at the proper height. The MSDS sheets and chemical inventories were in violation for not being present in all areas where chemicals are stored.

F117 Page 57

Prior Grand Jury reports have noted that safety violations reported in the Loss Prevention Surveys were not corrected.

F118 Page 57

The last three Loss Prevention Survey investigations were all conducted in the month of November, by the same person.

F119 Page 57

District records show some items in the previous Loss Prevention surveys were signed off as corrected but still exist.

F120 Page 57

The 2003 Loss Prevention Survey showed twenty-seven violations relating to fire extinguishers through out the district.

F121 Page 57

There were seven violations of the MSDS and eight violations of the required chemical inventories through out the district. Findings:

F122 Page 57

The director has failed year after year to correct on going violations of state regulations.

F123 Page 57

The violations found in the January 2003 Loss Prevention Survey were similar in nature as the ones in November 1999. It appears the school district is using the Loss Prevention Survey to do their inspections for safety and liability just as the transportation department was using the CHP inspections on the buses for their vehicle maintenance.

F124 Page 57

There is no direction in the Maintenance Department. The department has no preventative maintenance plan.

F125 Page 57

The lack of proper record keeping makes it impossible to know what work has been completed.

F126 Page 57

In the absence of proper supervision and record keeping conditions deteriorate and pose a risk of serious injury to all who come to a facility. 2002-2003 Grand Jury Final Report 57

F127 Page 58

Assign district personnel to inspect the fire extinguishers in the school district on a monthly basis as required by law.

F128 Page 58

Revise maintenance policy to insure that there is follow up on work orders submitted and safety violations noted.

F129 Page 58

Hire a new Maintenance department head as soon as possible and insure that the new supervisor improves communication between the department and the school sites and the department and the District office. Preventive Maintenance: Facts:

F130 Page 58

Buildings at Ione Elementary, Plymouth Elementary and the Jackson Jr. High School are in various stages of disrepair. The disrepair is due to exposure to the elements and water damage due to rain.

F131 Page 58

The 2000 Loss Prevention Survey noted numerous rooms at Ione Elementary, Plymouth Elementary and Jackson Elementary had evidence of major roof leaks. The ceiling tiles were stained and there were signs of mold and mildew growth. It should be noted that nearly all the schools in the county had rooms with these problems. The three schools above had the most rooms with these problems. See Appendix 3.

F132 Page 58

The 2003 Loss Prevention Survey also noted evidence of major roof leaks and signs of mold and mildew growth in school classrooms.

F133 Page 58

Leaking roofs and the growth of mold and mildew are considered “serious property/ liability risks” in the Loss Prevention Survey. These problems can cause poor indoor air quality (IAQ).

F134 Page 58

The United States Environmental Protection Agency (EPA) states “schools that fail to respond promptly and effectively to poor IAQ run the risk of increased short-term health problems, such as fatigue and nausea, as well as long-term health problems like asthma.” The EPA goes on to say that delay of remediation of IAQ problems can be costly and exposes a school to liability claims and lawsuits.

F135 Page 58

Recommendations of the 2001-2002 Grand Jury were for the school district to replace ceiling tiles that have mold and mildew growth immediately and to repair roof leaks and repaint the stained area so new leaks can be identified.

F136 Page 58

The response of the Superintendent of Amador County Schools to the 2001-2002 Grand Jury Report recommendations was these items were “done”.

F137 Page 58

Ione Elementary has an overhang that has been badly damaged by water and is in danger of collapse. Although reported to the Maintenance Department for repair in April of 2000 and again in July of 2000, the condition still exists.

F138 Page 58

Only six maintenance staff are assigned to perform all non-custodial maintenance and repairs for the entire school district. Findings:

F139 Page 58

The district has no Preventative Maintenance program.

F140 Page 58

At Ione Elementary school rooms 1, 6, 7, and 8 were noted in the 2000 Loss Prevention Survey and had not been corrected. Room 1 at Plymouth Elementary 58 2002-2003 Grand Jury Final Report School was noted in the 2000 Loss Prevention Survey and had not been corrected. See Appendix 3.

F141 Page 59

The 2002-2003 Grand Jury observed there was evidence of major roof leaks, stained ceiling tiles and signs of mold and mildew growth in rooms 1, 2, 5, 7, 8, 13 and the kindergarten room at the Ione Elementary school. These problems were observed in rooms 1, 2, 4, 8 and in the secretary’s office at the Plymouth Elementary School. These observations were made in early March of 2003. See Appendix 3.

F142 Page 59

The absence of a preventative maintenance program has allowed conditions to deteriorate that pose a risk of serious injury to those who use or visit the facility.

F143 Page 59

The non-custodial maintenance operation is very understaffed.

F144 Page 59

Replace ceiling tiles that have mold and mildew growth immediately.

F145 Page 59

Repair roof leaks and repaint the stained area so new leaks can be identified.

F146 Page 59

Use bond money to make needed repairs in order to avoid serious injury and financial liability.

F147 Page 59

Develop and implement a preventative maintenance program.

F148

Hire additional maintenance staff. Response Required: The Amador County Grand Jury requires a response to this report within ninety days as required by Penal Code 933.05. 2002-2003 Grand Jury Final Report 59 APPENDIX 1: Persons Interviewed: ACUSD Transportation Department Interim Director ACUSD Transportation Department Assistant Manager Joint Powers of Authorities (JPA) Director Director of Personnel Bus driver Maintenance mechanic ACUSD Superintendent of Schools Present and past members of the Board of Trustees Documents Examined: ACUSD Transportation Department Comprehensive School Safety Plan FICMAT Report ACUSD Employee Evaluation form ACUSD Board Handbook Bus Driver's Daily Inspection report form Bus Maintenance & Safety Inspection form Job Descriptions: Dispatcher Job Senior Office Clerk Director of Transportation (current) Director of Transportation (previous) Job Descriptions (continued): Executive Director of Maintenance, Operations and Transportation Assistant Manager Transportation Services Assistant Manager Bus/Vehicle Maintenance Bus Driver Trainer Bus Driver Car/Van Driver Designated Behind the Wheel Bus Driver Trainer Equipment Mechanic Sites Visited: ACUSD Transportation Department, Church St., Jackson, Ca. ACUSD Administration Building 60 2002-2003 Grand Jury Final Report APPENDIX 2: Persons Interviewed: Custodial/Grounds Manager Maintenance IV/Lead man Secretary Principals of: Ione Elementary School Principal Jackson Jr. High School Principal Pine Grove Elementary School Principal Pioneer Elementary School Principal Plymouth Elementary School Principal Sutter Creek Elementary School Principal Custodians of: Ione Elementary School Jackson Jr. High School Pine Grove Elementary School Pioneer Elementary School Plymouth Elementary School Sutter Creek Elementary School Jackson Elementary School Documents Reviewed: Job descriptions for management: Director of Maintenance, Operation, and Transportation. Director of Facilities and Operations Custodial/Grounds manager Job Descriptions for: Grounds Equipment Operator Maintenance, I, II, III and IV Secretary Warehouseman 2001 Loss Prevention Survey 2003 Loss Prevention Survey Employee Policy & Procedures Work Order Procedure Sites Visited: Argonaut High School grounds Ione Elementary School grounds Ione Junior High School grounds Jackson Jr. High School grounds Pine Grove Elementary School grounds Pioneer Elementary School grounds 2002-2003 Grand Jury Final Report 61 Plymouth Elementary School grounds Sutter Creek Elem. School grounds Jackson Elementary School grounds APPENDIX 3: Rooms with evidence of major roof leaks and the growth of mold and mildew are marked as noted in either the 2000 Loss Prevention Survey, the 2003 Loss Prevention Survey or observed by the 2002-2003 Grand Jury. A blank space in the “Grand Jury Visit” column means it was not visited and no comment can be made on the condition of the room. Loss Prevention Grand Survey Jury Visit School R 2000 2003 o o m Ione 1 x x Elementary 2 x x 3 x 5 x 6 x x 7 x x 8 x x 9 x 1 x 0 1 x 1 1 x 3 Plymouth 1 x x Elementary 2 x x 4 x x 6 x 8 x x 62 2002-2003 Grand Jury Final Report City Government 2002-2003 Grand Jury Final Report 63 CITY OF PLYMOUTH Introduction: The 2002-2003 Grand Jury elected to review and evaluate the City of Plymouth pursuant to Penal Code 925. Background: In response to four citizen complaints received in October 2002 the Grand Jury investigated the governing body, finances and operation of the City of Plymouth (City). Method of Evaluation: Members of the Grand Jury attended City Council meetings, conducted interviews and reviewed documents. Persons Interviewed: Private Citizens City Clerk City employees Deputy Sheriffs Ex-Mayor Current Mayor Ex-Council members Current Council members City Attorney Former City employees Documents Reviewed: City budget City financial statements Independent auditor’s report City Council minutes City Council agendas California Code provisions for a General Law City Employee job description City Council: Facts:

F149 Page 64

Plymouth is a General Law City with five elected part-time Council members.

F150 Page 64

The Mayor is elected by the Council, in accordance with California Government Code 34903. 64 2002-2003 Grand Jury Final Report

F151 Page 65

The Plymouth City Council (City Council) and the Vice-Mayor were the subject of several citizen complaints to the Grand Jury. The Vice-Mayor was also the subject of a recall election, to be held in May 2003.

F152 Page 65

City officials acknowledged they were unable to provide the Grand Jury with an organizational chart of city departments and positions.

F153 Page 65

City officials acknowledged they were unable to provide the Grand Jury with a written description of the management structure for city government.

F154 Page 65

It has been a long-standing practice for any city council member to give directions and orders to any city employee whenever he or she deemed it necessary.

F155 Page 65

On February 27, 2003 the City Council approved hiring a part-time City Administrator. A contract was required to make the position official.

F156 Page 65

On March 27, 2003 the City Council signed a contract with the newly designated City Administrator establishing the position on a three-days-per-week basis.

F157 Page 65

The Government Code requires that a city enact a local ordinance if it chooses to create a city administrator position. Findings:

F158 Page 65

Historically, there was no single person at the top of a chain of command, responsible for administering city government activities.

F159 Page 65

It was the consensus of the city employees and officials interviewed that the Vice Mayor routinely demanded that priority be given to her directions to employees.

F160 Page 65

Receiving direction from various Council members caused confusion and created a difficult work environment for city employees.

F161 Page 65

City Council members and city employees who were questioned about the new City Administrator position welcomed the appointment.

F162 Page 65

The City Council reorganized in early 2003. Each member now has a responsibility for a particular area of city operations, which is intended to improve Council knowledge about the city and to enable members to coordinate more effectively with fellow Council members and the City Administrator.

F163 Page 65

The new City Administrator is on contract only to the City of Plymouth and is not a full-fledged city employee. As of May 1, 2003, no ordinance had been enacted to provide for the city administrator to be a city employee.

F164 Page 65

City Council members should give directions to city employees only in the event of an emergency.

F165 Page 65

City Council members should conduct city business through the City Administrator.

F166 Page 65

The City Administrator should prepare an organizational chart of all city departments and all positions, by title, and distribute a copy to each city employee. 2002-2003 Grand Jury Final Report 65

F167 Page 66

The City Administrator should assure that each employee’s job description is updated, connecting that position to the next two levels of supervision and assure that each employee receives a copy of his/her chain of command.

F168 Page 66

The City Council should hold a public hearing, followed by a regular meeting to decide whether the citizens would be better served by continuing to contract for a city administrator, or by enacting the necessary ordinance to make the position a formal part of the city’s government structure. Finances: Facts:

F169 Page 66

City financial records were reviewed and found to be organized and current.

F170 Page 66

An independent auditor found no instances of noncompliance or any matters that indicated a lack of internal control over financial reporting and its operation. Finding:

F171 Page 66

The City Clerk maintains excellent financial records.

F172

None. Organization: Facts:

F173 Page 66

The City Clerk works in a confined space in the general office with other employees.

F174

The storage area for city records is inadequate. Findings:

F175 Page 66

The City Clerk requires more space and privacy so that interruptions by matters that could be handled by other employees will not occur.

F176 Page 66

The other city employees also need more room for themselves and their equipment.

F177 Page 66

A portion of the large meeting room should be partitioned off allowing the City Clerk and City Administrator the work area and privacy they require.

F178 Page 66

A section of the partitioned area should be set aside for books, documents, etc. required for daily reference.

F179 Page 66

The City Clerk should delegate more responsibility and provide cross training in office procedures to other employees. Response Required: The Amador Grand Jury requires a response per California Penal Code 933.05. 66 2002-2003 Grand Jury Final Report Special Districts 2002-2003 Grand Jury Final Report 67 PINE GROVE COMMUNITY SERVICE DISTRICT Introduction: The Grand Jury has elected to review and evaluate the Pine Grove Community Service District pursuant to Penal Code 925a. The unincorporated town of Pine Grove founded the Pine Grove Community Service District (PGCSD) to provide water to the residents. The PGCSD was chartered by the Board of Supervisors on August 17, 1965. The PGCSD services approximately three hundred and forty (340) customers. The PGCSD follows guidelines and regulations set by the State and County. A board of five directors governs the Agency. The board appoints the Water Manager, who supervises the day-to-day operations of the Agency. The PGCSD is a member of Central Amador Water Project (CAWP). CAWP is an organization of eight to ten (8-10) independent water districts. The Mokelumne River is the source of water for upcountry customers in the CAWP system; Pine Grove, Pine Acres, Sunset Heights, Fairway Pines, Jackson Pines, Pioneer, Gayla Manor, Ranch House Estates, County Service Areas 1 & 2, Ridgeway Pines, Rabb Park and Mace Meadows. The water is pumped from Tiger Creek to the Buckhorn tanks where it is treated and then stored. The water is distributed by a gravity fed system. Method of Evaluation: Members of the Grand Jury conducted interviews and reviewed documents. It should be noted that this review was limited to the administration of the Agency and not the physical plant or infrastructure. Persons Interviewed: Water Manager of the Pine Grove Community Service District President of the Board of Directors Documents Examined: The list of ten (10) CAWP Water Districts and their Board of Members. Amador Water Agency 2002 Annual Consumer Confidence Report. Water Quality Emergency Notification Plan. Water Quality Threat Condition Emergency Response Plan for the Homeland Security Advisory System. Sites Visited: Pine Grove Community Services District Office located at 19840 Hwy. 88, Pine Grove, Ca. 68 2002-2003 Grand Jury Final Report

F180 Page 56

Six of Nine schools visited were properly following the work order policy.

F181 Page 56

The other three were sending all three copies of the work order to the Maintenance Office. They were not keeping a copy for their records.

F182 Page 56

Failure to follow the work order procedure makes it impossible to determine if necessary maintenance has been done.

F183 Page 56

District policy should be revised to show tracking of work orders and to provide follow up. It should also clarify the policy to include which color-coded copy goes where when submitting a work order.

F184 Page 56

Create a uniform record keeping system for work orders for each school. There should be no variations between school sites in the record keeping process. 56 2002-2003 Grand Jury Final Report

F185 Page 57

Train school personnel in how to use the work order system. Loss Prevention Survey Facts:

F186 Page 57

The job description for the Director of Maintenance, Operations and Transportation stated the director “shall work to establish adequate procedures and controls for the efficient, safe, and fiscally sound maintenance, upkeep and refurbishing of District buildings and grounds…”

F187 Page 57

Annually a Loss Prevention Survey is done as a requirement for the Tuolumne Joint Power Authority (JPA) as a part of the Relief loss prevention requirements.

F188 Page 57

The Loss Prevention Survey does not inspect all the buildings or rooms at a school or district site.

F189 Page 57

There has been a Loss Prevention report done in 2000, 2002 (special review) and 2003. As an example of some of the safety violations, in the 2000 survey, fire extinguishers, material safety data sheets (MSDS) and chemical inventories were noted as being in violation of state regulations. The fire extinguishers were in violation for not being present, not being inspected and certified and either not mounted or not mounted at the proper height. The MSDS sheets and chemical inventories were in violation for not being present in all areas where chemicals are stored.

F190 Page 57

Prior Grand Jury reports have noted that safety violations reported in the Loss Prevention Surveys were not corrected.

F191 Page 57

The last three Loss Prevention Survey investigations were all conducted in the month of November, by the same person.

F192 Page 57

District records show some items in the previous Loss Prevention surveys were signed off as corrected but still exist.

F193 Page 57

The 2003 Loss Prevention Survey showed twenty-seven violations relating to fire extinguishers through out the district.

F194 Page 57

There were seven violations of the MSDS and eight violations of the required chemical inventories through out the district. Findings:

F195 Page 57

The director has failed year after year to correct on going violations of state regulations.

F196 Page 57

The violations found in the January 2003 Loss Prevention Survey were similar in nature as the ones in November 1999. It appears the school district is using the Loss Prevention Survey to do their inspections for safety and liability just as the transportation department was using the CHP inspections on the buses for their vehicle maintenance.

F197 Page 57

There is no direction in the Maintenance Department. The department has no preventative maintenance plan.

F198 Page 57

The lack of proper record keeping makes it impossible to know what work has been completed.

F199 Page 57

In the absence of proper supervision and record keeping conditions deteriorate and pose a risk of serious injury to all who come to a facility. 2002-2003 Grand Jury Final Report 57

F200 Page 58

Assign district personnel to inspect the fire extinguishers in the school district on a monthly basis as required by law.

F201 Page 58

Revise maintenance policy to insure that there is follow up on work orders submitted and safety violations noted.

F202 Page 58

Hire a new Maintenance department head as soon as possible and insure that the new supervisor improves communication between the department and the school sites and the department and the District office. Preventive Maintenance: Facts:

F203 Page 58

Buildings at Ione Elementary, Plymouth Elementary and the Jackson Jr. High School are in various stages of disrepair. The disrepair is due to exposure to the elements and water damage due to rain.

F204 Page 58

The 2000 Loss Prevention Survey noted numerous rooms at Ione Elementary, Plymouth Elementary and Jackson Elementary had evidence of major roof leaks. The ceiling tiles were stained and there were signs of mold and mildew growth. It should be noted that nearly all the schools in the county had rooms with these problems. The three schools above had the most rooms with these problems. See Appendix 3.

F205 Page 58

The 2003 Loss Prevention Survey also noted evidence of major roof leaks and signs of mold and mildew growth in school classrooms.

F206 Page 58

Leaking roofs and the growth of mold and mildew are considered “serious property/ liability risks” in the Loss Prevention Survey. These problems can cause poor indoor air quality (IAQ).

F207 Page 58

The United States Environmental Protection Agency (EPA) states “schools that fail to respond promptly and effectively to poor IAQ run the risk of increased short-term health problems, such as fatigue and nausea, as well as long-term health problems like asthma.” The EPA goes on to say that delay of remediation of IAQ problems can be costly and exposes a school to liability claims and lawsuits.

F208 Page 58

Recommendations of the 2001-2002 Grand Jury were for the school district to replace ceiling tiles that have mold and mildew growth immediately and to repair roof leaks and repaint the stained area so new leaks can be identified.

F209 Page 58

The response of the Superintendent of Amador County Schools to the 2001-2002 Grand Jury Report recommendations was these items were “done”.

F210 Page 58

Ione Elementary has an overhang that has been badly damaged by water and is in danger of collapse. Although reported to the Maintenance Department for repair in April of 2000 and again in July of 2000, the condition still exists.

F211 Page 58

Only six maintenance staff are assigned to perform all non-custodial maintenance and repairs for the entire school district. Findings:

F212 Page 58

The district has no Preventative Maintenance program.

F213 Page 58

At Ione Elementary school rooms 1, 6, 7, and 8 were noted in the 2000 Loss Prevention Survey and had not been corrected. Room 1 at Plymouth Elementary 58 2002-2003 Grand Jury Final Report School was noted in the 2000 Loss Prevention Survey and had not been corrected. See Appendix 3.

F214 Page 59

The 2002-2003 Grand Jury observed there was evidence of major roof leaks, stained ceiling tiles and signs of mold and mildew growth in rooms 1, 2, 5, 7, 8, 13 and the kindergarten room at the Ione Elementary school. These problems were observed in rooms 1, 2, 4, 8 and in the secretary’s office at the Plymouth Elementary School. These observations were made in early March of 2003. See Appendix 3.

F215 Page 59

The absence of a preventative maintenance program has allowed conditions to deteriorate that pose a risk of serious injury to those who use or visit the facility.

F216 Page 59

The non-custodial maintenance operation is very understaffed.

F217 Page 59

Replace ceiling tiles that have mold and mildew growth immediately.

F218 Page 59

Repair roof leaks and repaint the stained area so new leaks can be identified.

F219 Page 59

Use bond money to make needed repairs in order to avoid serious injury and financial liability.

F220 Page 59

Develop and implement a preventative maintenance program.

F221

Hire additional maintenance staff. Response Required: The Amador County Grand Jury requires a response to this report within ninety days as required by Penal Code 933.05. 2002-2003 Grand Jury Final Report 59 APPENDIX 1: Persons Interviewed: ACUSD Transportation Department Interim Director ACUSD Transportation Department Assistant Manager Joint Powers of Authorities (JPA) Director Director of Personnel Bus driver Maintenance mechanic ACUSD Superintendent of Schools Present and past members of the Board of Trustees Documents Examined: ACUSD Transportation Department Comprehensive School Safety Plan FICMAT Report ACUSD Employee Evaluation form ACUSD Board Handbook Bus Driver's Daily Inspection report form Bus Maintenance & Safety Inspection form Job Descriptions: Dispatcher Job Senior Office Clerk Director of Transportation (current) Director of Transportation (previous) Job Descriptions (continued): Executive Director of Maintenance, Operations and Transportation Assistant Manager Transportation Services Assistant Manager Bus/Vehicle Maintenance Bus Driver Trainer Bus Driver Car/Van Driver Designated Behind the Wheel Bus Driver Trainer Equipment Mechanic Sites Visited: ACUSD Transportation Department, Church St., Jackson, Ca. ACUSD Administration Building 60 2002-2003 Grand Jury Final Report APPENDIX 2: Persons Interviewed: Custodial/Grounds Manager Maintenance IV/Lead man Secretary Principals of: Ione Elementary School Principal Jackson Jr. High School Principal Pine Grove Elementary School Principal Pioneer Elementary School Principal Plymouth Elementary School Principal Sutter Creek Elementary School Principal Custodians of: Ione Elementary School Jackson Jr. High School Pine Grove Elementary School Pioneer Elementary School Plymouth Elementary School Sutter Creek Elementary School Jackson Elementary School Documents Reviewed: Job descriptions for management: Director of Maintenance, Operation, and Transportation. Director of Facilities and Operations Custodial/Grounds manager Job Descriptions for: Grounds Equipment Operator Maintenance, I, II, III and IV Secretary Warehouseman 2001 Loss Prevention Survey 2003 Loss Prevention Survey Employee Policy & Procedures Work Order Procedure Sites Visited: Argonaut High School grounds Ione Elementary School grounds Ione Junior High School grounds Jackson Jr. High School grounds Pine Grove Elementary School grounds Pioneer Elementary School grounds 2002-2003 Grand Jury Final Report 61 Plymouth Elementary School grounds Sutter Creek Elem. School grounds Jackson Elementary School grounds APPENDIX 3: Rooms with evidence of major roof leaks and the growth of mold and mildew are marked as noted in either the 2000 Loss Prevention Survey, the 2003 Loss Prevention Survey or observed by the 2002-2003 Grand Jury. A blank space in the “Grand Jury Visit” column means it was not visited and no comment can be made on the condition of the room. Loss Prevention Grand Survey Jury Visit School R 2000 2003 o o m Ione 1 x x Elementary 2 x x 3 x 5 x 6 x x 7 x x 8 x x 9 x 1 x 0 1 x 1 1 x 3 Plymouth 1 x x Elementary 2 x x 4 x x 6 x 8 x x 62 2002-2003 Grand Jury Final Report City Government 2002-2003 Grand Jury Final Report 63 CITY OF PLYMOUTH Introduction: The 2002-2003 Grand Jury elected to review and evaluate the City of Plymouth pursuant to Penal Code 925. Background: In response to four citizen complaints received in October 2002 the Grand Jury investigated the governing body, finances and operation of the City of Plymouth (City). Method of Evaluation: Members of the Grand Jury attended City Council meetings, conducted interviews and reviewed documents. Persons Interviewed: Private Citizens City Clerk City employees Deputy Sheriffs Ex-Mayor Current Mayor Ex-Council members Current Council members City Attorney Former City employees Documents Reviewed: City budget City financial statements Independent auditor’s report City Council minutes City Council agendas California Code provisions for a General Law City Employee job description City Council: Facts:

F222 Page 64

Plymouth is a General Law City with five elected part-time Council members.

F223 Page 64

The Mayor is elected by the Council, in accordance with California Government Code 34903. 64 2002-2003 Grand Jury Final Report

F224 Page 65

The Plymouth City Council (City Council) and the Vice-Mayor were the subject of several citizen complaints to the Grand Jury. The Vice-Mayor was also the subject of a recall election, to be held in May 2003.

F225 Page 65

City officials acknowledged they were unable to provide the Grand Jury with an organizational chart of city departments and positions.

F226 Page 65

City officials acknowledged they were unable to provide the Grand Jury with a written description of the management structure for city government.

F227 Page 65

It has been a long-standing practice for any city council member to give directions and orders to any city employee whenever he or she deemed it necessary.

F228 Page 65

On February 27, 2003 the City Council approved hiring a part-time City Administrator. A contract was required to make the position official.

F229 Page 65

On March 27, 2003 the City Council signed a contract with the newly designated City Administrator establishing the position on a three-days-per-week basis.

F230 Page 65

The Government Code requires that a city enact a local ordinance if it chooses to create a city administrator position. Findings:

F231 Page 65

Historically, there was no single person at the top of a chain of command, responsible for administering city government activities.

F232 Page 65

It was the consensus of the city employees and officials interviewed that the Vice Mayor routinely demanded that priority be given to her directions to employees.

F233 Page 65

Receiving direction from various Council members caused confusion and created a difficult work environment for city employees.

F234 Page 65

City Council members and city employees who were questioned about the new City Administrator position welcomed the appointment.

F235 Page 65

The City Council reorganized in early 2003. Each member now has a responsibility for a particular area of city operations, which is intended to improve Council knowledge about the city and to enable members to coordinate more effectively with fellow Council members and the City Administrator.

F236 Page 65

The new City Administrator is on contract only to the City of Plymouth and is not a full-fledged city employee. As of May 1, 2003, no ordinance had been enacted to provide for the city administrator to be a city employee.

F237 Page 65

City Council members should give directions to city employees only in the event of an emergency.

F238 Page 65

City Council members should conduct city business through the City Administrator.

F239 Page 65

The City Administrator should prepare an organizational chart of all city departments and all positions, by title, and distribute a copy to each city employee. 2002-2003 Grand Jury Final Report 65

F240 Page 66

The City Administrator should assure that each employee’s job description is updated, connecting that position to the next two levels of supervision and assure that each employee receives a copy of his/her chain of command.

F241 Page 66

The City Council should hold a public hearing, followed by a regular meeting to decide whether the citizens would be better served by continuing to contract for a city administrator, or by enacting the necessary ordinance to make the position a formal part of the city’s government structure. Finances: Facts:

F242 Page 66

City financial records were reviewed and found to be organized and current.

F243 Page 66

An independent auditor found no instances of noncompliance or any matters that indicated a lack of internal control over financial reporting and its operation. Finding:

F244 Page 66

The City Clerk maintains excellent financial records.

F245

None. Organization: Facts:

F246 Page 66

The City Clerk works in a confined space in the general office with other employees.

F247

The storage area for city records is inadequate. Findings:

F248 Page 66

The City Clerk requires more space and privacy so that interruptions by matters that could be handled by other employees will not occur.

F249 Page 66

The other city employees also need more room for themselves and their equipment.

F250 Page 66

A portion of the large meeting room should be partitioned off allowing the City Clerk and City Administrator the work area and privacy they require.

F251 Page 66

A section of the partitioned area should be set aside for books, documents, etc. required for daily reference.

F252 Page 66

The City Clerk should delegate more responsibility and provide cross training in office procedures to other employees. Response Required: The Amador Grand Jury requires a response per California Penal Code 933.05. 66 2002-2003 Grand Jury Final Report Special Districts 2002-2003 Grand Jury Final Report 67 PINE GROVE COMMUNITY SERVICE DISTRICT Introduction: The Grand Jury has elected to review and evaluate the Pine Grove Community Service District pursuant to Penal Code 925a. The unincorporated town of Pine Grove founded the Pine Grove Community Service District (PGCSD) to provide water to the residents. The PGCSD was chartered by the Board of Supervisors on August 17, 1965. The PGCSD services approximately three hundred and forty (340) customers. The PGCSD follows guidelines and regulations set by the State and County. A board of five directors governs the Agency. The board appoints the Water Manager, who supervises the day-to-day operations of the Agency. The PGCSD is a member of Central Amador Water Project (CAWP). CAWP is an organization of eight to ten (8-10) independent water districts. The Mokelumne River is the source of water for upcountry customers in the CAWP system; Pine Grove, Pine Acres, Sunset Heights, Fairway Pines, Jackson Pines, Pioneer, Gayla Manor, Ranch House Estates, County Service Areas 1 & 2, Ridgeway Pines, Rabb Park and Mace Meadows. The water is pumped from Tiger Creek to the Buckhorn tanks where it is treated and then stored. The water is distributed by a gravity fed system. Method of Evaluation: Members of the Grand Jury conducted interviews and reviewed documents. It should be noted that this review was limited to the administration of the Agency and not the physical plant or infrastructure. Persons Interviewed: Water Manager of the Pine Grove Community Service District President of the Board of Directors Documents Examined: The list of ten (10) CAWP Water Districts and their Board of Members. Amador Water Agency 2002 Annual Consumer Confidence Report. Water Quality Emergency Notification Plan. Water Quality Threat Condition Emergency Response Plan for the Homeland Security Advisory System. Sites Visited: Pine Grove Community Services District Office located at 19840 Hwy. 88, Pine Grove, Ca. 68 2002-2003 Grand Jury Final Report

F253 Page 57

The director has failed year after year to correct on going violations of state regulations.

F254 Page 57

The violations found in the January 2003 Loss Prevention Survey were similar in nature as the ones in November 1999. It appears the school district is using the Loss Prevention Survey to do their inspections for safety and liability just as the transportation department was using the CHP inspections on the buses for their vehicle maintenance.

F255 Page 57

There is no direction in the Maintenance Department. The department has no preventative maintenance plan.

F256 Page 57

The lack of proper record keeping makes it impossible to know what work has been completed.

F257 Page 57

In the absence of proper supervision and record keeping conditions deteriorate and pose a risk of serious injury to all who come to a facility. 2002-2003 Grand Jury Final Report 57

F258 Page 58

Assign district personnel to inspect the fire extinguishers in the school district on a monthly basis as required by law.

F259 Page 58

Revise maintenance policy to insure that there is follow up on work orders submitted and safety violations noted.

F260 Page 58

Hire a new Maintenance department head as soon as possible and insure that the new supervisor improves communication between the department and the school sites and the department and the District office. Preventive Maintenance: Facts:

F261 Page 58

Buildings at Ione Elementary, Plymouth Elementary and the Jackson Jr. High School are in various stages of disrepair. The disrepair is due to exposure to the elements and water damage due to rain.

F262 Page 58

The 2000 Loss Prevention Survey noted numerous rooms at Ione Elementary, Plymouth Elementary and Jackson Elementary had evidence of major roof leaks. The ceiling tiles were stained and there were signs of mold and mildew growth. It should be noted that nearly all the schools in the county had rooms with these problems. The three schools above had the most rooms with these problems. See Appendix 3.

F263 Page 58

The 2003 Loss Prevention Survey also noted evidence of major roof leaks and signs of mold and mildew growth in school classrooms.

F264 Page 58

Leaking roofs and the growth of mold and mildew are considered “serious property/ liability risks” in the Loss Prevention Survey. These problems can cause poor indoor air quality (IAQ).

F265 Page 58

The United States Environmental Protection Agency (EPA) states “schools that fail to respond promptly and effectively to poor IAQ run the risk of increased short-term health problems, such as fatigue and nausea, as well as long-term health problems like asthma.” The EPA goes on to say that delay of remediation of IAQ problems can be costly and exposes a school to liability claims and lawsuits.

F266 Page 58

Recommendations of the 2001-2002 Grand Jury were for the school district to replace ceiling tiles that have mold and mildew growth immediately and to repair roof leaks and repaint the stained area so new leaks can be identified.

F267 Page 58

The response of the Superintendent of Amador County Schools to the 2001-2002 Grand Jury Report recommendations was these items were “done”.

F268 Page 58

Ione Elementary has an overhang that has been badly damaged by water and is in danger of collapse. Although reported to the Maintenance Department for repair in April of 2000 and again in July of 2000, the condition still exists.

F269 Page 58

Only six maintenance staff are assigned to perform all non-custodial maintenance and repairs for the entire school district. Findings:

F270 Page 58

The district has no Preventative Maintenance program.

F271 Page 58

At Ione Elementary school rooms 1, 6, 7, and 8 were noted in the 2000 Loss Prevention Survey and had not been corrected. Room 1 at Plymouth Elementary 58 2002-2003 Grand Jury Final Report School was noted in the 2000 Loss Prevention Survey and had not been corrected. See Appendix 3.

F272 Page 59

The 2002-2003 Grand Jury observed there was evidence of major roof leaks, stained ceiling tiles and signs of mold and mildew growth in rooms 1, 2, 5, 7, 8, 13 and the kindergarten room at the Ione Elementary school. These problems were observed in rooms 1, 2, 4, 8 and in the secretary’s office at the Plymouth Elementary School. These observations were made in early March of 2003. See Appendix 3.

F273 Page 59

The absence of a preventative maintenance program has allowed conditions to deteriorate that pose a risk of serious injury to those who use or visit the facility.

F274 Page 59

The non-custodial maintenance operation is very understaffed.

F275 Page 59

Replace ceiling tiles that have mold and mildew growth immediately.

F276 Page 59

Repair roof leaks and repaint the stained area so new leaks can be identified.

F277 Page 59

Use bond money to make needed repairs in order to avoid serious injury and financial liability.

F278 Page 59

Develop and implement a preventative maintenance program.

F279

Hire additional maintenance staff. Response Required: The Amador County Grand Jury requires a response to this report within ninety days as required by Penal Code 933.05. 2002-2003 Grand Jury Final Report 59 APPENDIX 1: Persons Interviewed: ACUSD Transportation Department Interim Director ACUSD Transportation Department Assistant Manager Joint Powers of Authorities (JPA) Director Director of Personnel Bus driver Maintenance mechanic ACUSD Superintendent of Schools Present and past members of the Board of Trustees Documents Examined: ACUSD Transportation Department Comprehensive School Safety Plan FICMAT Report ACUSD Employee Evaluation form ACUSD Board Handbook Bus Driver's Daily Inspection report form Bus Maintenance & Safety Inspection form Job Descriptions: Dispatcher Job Senior Office Clerk Director of Transportation (current) Director of Transportation (previous) Job Descriptions (continued): Executive Director of Maintenance, Operations and Transportation Assistant Manager Transportation Services Assistant Manager Bus/Vehicle Maintenance Bus Driver Trainer Bus Driver Car/Van Driver Designated Behind the Wheel Bus Driver Trainer Equipment Mechanic Sites Visited: ACUSD Transportation Department, Church St., Jackson, Ca. ACUSD Administration Building 60 2002-2003 Grand Jury Final Report APPENDIX 2: Persons Interviewed: Custodial/Grounds Manager Maintenance IV/Lead man Secretary Principals of: Ione Elementary School Principal Jackson Jr. High School Principal Pine Grove Elementary School Principal Pioneer Elementary School Principal Plymouth Elementary School Principal Sutter Creek Elementary School Principal Custodians of: Ione Elementary School Jackson Jr. High School Pine Grove Elementary School Pioneer Elementary School Plymouth Elementary School Sutter Creek Elementary School Jackson Elementary School Documents Reviewed: Job descriptions for management: Director of Maintenance, Operation, and Transportation. Director of Facilities and Operations Custodial/Grounds manager Job Descriptions for: Grounds Equipment Operator Maintenance, I, II, III and IV Secretary Warehouseman 2001 Loss Prevention Survey 2003 Loss Prevention Survey Employee Policy & Procedures Work Order Procedure Sites Visited: Argonaut High School grounds Ione Elementary School grounds Ione Junior High School grounds Jackson Jr. High School grounds Pine Grove Elementary School grounds Pioneer Elementary School grounds 2002-2003 Grand Jury Final Report 61 Plymouth Elementary School grounds Sutter Creek Elem. School grounds Jackson Elementary School grounds APPENDIX 3: Rooms with evidence of major roof leaks and the growth of mold and mildew are marked as noted in either the 2000 Loss Prevention Survey, the 2003 Loss Prevention Survey or observed by the 2002-2003 Grand Jury. A blank space in the “Grand Jury Visit” column means it was not visited and no comment can be made on the condition of the room. Loss Prevention Grand Survey Jury Visit School R 2000 2003 o o m Ione 1 x x Elementary 2 x x 3 x 5 x 6 x x 7 x x 8 x x 9 x 1 x 0 1 x 1 1 x 3 Plymouth 1 x x Elementary 2 x x 4 x x 6 x 8 x x 62 2002-2003 Grand Jury Final Report City Government 2002-2003 Grand Jury Final Report 63 CITY OF PLYMOUTH Introduction: The 2002-2003 Grand Jury elected to review and evaluate the City of Plymouth pursuant to Penal Code 925. Background: In response to four citizen complaints received in October 2002 the Grand Jury investigated the governing body, finances and operation of the City of Plymouth (City). Method of Evaluation: Members of the Grand Jury attended City Council meetings, conducted interviews and reviewed documents. Persons Interviewed: Private Citizens City Clerk City employees Deputy Sheriffs Ex-Mayor Current Mayor Ex-Council members Current Council members City Attorney Former City employees Documents Reviewed: City budget City financial statements Independent auditor’s report City Council minutes City Council agendas California Code provisions for a General Law City Employee job description City Council: Facts:

F280 Page 64

Plymouth is a General Law City with five elected part-time Council members.

F281 Page 64

The Mayor is elected by the Council, in accordance with California Government Code 34903. 64 2002-2003 Grand Jury Final Report

F282 Page 65

The Plymouth City Council (City Council) and the Vice-Mayor were the subject of several citizen complaints to the Grand Jury. The Vice-Mayor was also the subject of a recall election, to be held in May 2003.

F283 Page 65

City officials acknowledged they were unable to provide the Grand Jury with an organizational chart of city departments and positions.

F284 Page 65

City officials acknowledged they were unable to provide the Grand Jury with a written description of the management structure for city government.

F285 Page 65

It has been a long-standing practice for any city council member to give directions and orders to any city employee whenever he or she deemed it necessary.

F286 Page 65

On February 27, 2003 the City Council approved hiring a part-time City Administrator. A contract was required to make the position official.

F287 Page 65

On March 27, 2003 the City Council signed a contract with the newly designated City Administrator establishing the position on a three-days-per-week basis.

F288 Page 65

The Government Code requires that a city enact a local ordinance if it chooses to create a city administrator position. Findings:

F289 Page 65

Historically, there was no single person at the top of a chain of command, responsible for administering city government activities.

F290 Page 65

It was the consensus of the city employees and officials interviewed that the Vice Mayor routinely demanded that priority be given to her directions to employees.

F291 Page 65

Receiving direction from various Council members caused confusion and created a difficult work environment for city employees.

F292 Page 65

City Council members and city employees who were questioned about the new City Administrator position welcomed the appointment.

F293 Page 65

The City Council reorganized in early 2003. Each member now has a responsibility for a particular area of city operations, which is intended to improve Council knowledge about the city and to enable members to coordinate more effectively with fellow Council members and the City Administrator.

F294 Page 65

The new City Administrator is on contract only to the City of Plymouth and is not a full-fledged city employee. As of May 1, 2003, no ordinance had been enacted to provide for the city administrator to be a city employee.

F295 Page 65

City Council members should give directions to city employees only in the event of an emergency.

F296 Page 65

City Council members should conduct city business through the City Administrator.

F297 Page 65

The City Administrator should prepare an organizational chart of all city departments and all positions, by title, and distribute a copy to each city employee. 2002-2003 Grand Jury Final Report 65

F298 Page 66

The City Administrator should assure that each employee’s job description is updated, connecting that position to the next two levels of supervision and assure that each employee receives a copy of his/her chain of command.

F299 Page 66

The City Council should hold a public hearing, followed by a regular meeting to decide whether the citizens would be better served by continuing to contract for a city administrator, or by enacting the necessary ordinance to make the position a formal part of the city’s government structure. Finances: Facts:

F300 Page 66

City financial records were reviewed and found to be organized and current.

F301 Page 66

An independent auditor found no instances of noncompliance or any matters that indicated a lack of internal control over financial reporting and its operation. Finding:

F302 Page 66

The City Clerk maintains excellent financial records.

F303

None. Organization: Facts:

F304 Page 66

The City Clerk works in a confined space in the general office with other employees.

F305

The storage area for city records is inadequate. Findings:

F306 Page 66

The City Clerk requires more space and privacy so that interruptions by matters that could be handled by other employees will not occur.

F307 Page 66

The other city employees also need more room for themselves and their equipment.

F308 Page 66

A portion of the large meeting room should be partitioned off allowing the City Clerk and City Administrator the work area and privacy they require.

F309 Page 66

A section of the partitioned area should be set aside for books, documents, etc. required for daily reference.

F310 Page 66

The City Clerk should delegate more responsibility and provide cross training in office procedures to other employees. Response Required: The Amador Grand Jury requires a response per California Penal Code 933.05. 66 2002-2003 Grand Jury Final Report Special Districts 2002-2003 Grand Jury Final Report 67 PINE GROVE COMMUNITY SERVICE DISTRICT Introduction: The Grand Jury has elected to review and evaluate the Pine Grove Community Service District pursuant to Penal Code 925a. The unincorporated town of Pine Grove founded the Pine Grove Community Service District (PGCSD) to provide water to the residents. The PGCSD was chartered by the Board of Supervisors on August 17, 1965. The PGCSD services approximately three hundred and forty (340) customers. The PGCSD follows guidelines and regulations set by the State and County. A board of five directors governs the Agency. The board appoints the Water Manager, who supervises the day-to-day operations of the Agency. The PGCSD is a member of Central Amador Water Project (CAWP). CAWP is an organization of eight to ten (8-10) independent water districts. The Mokelumne River is the source of water for upcountry customers in the CAWP system; Pine Grove, Pine Acres, Sunset Heights, Fairway Pines, Jackson Pines, Pioneer, Gayla Manor, Ranch House Estates, County Service Areas 1 & 2, Ridgeway Pines, Rabb Park and Mace Meadows. The water is pumped from Tiger Creek to the Buckhorn tanks where it is treated and then stored. The water is distributed by a gravity fed system. Method of Evaluation: Members of the Grand Jury conducted interviews and reviewed documents. It should be noted that this review was limited to the administration of the Agency and not the physical plant or infrastructure. Persons Interviewed: Water Manager of the Pine Grove Community Service District President of the Board of Directors Documents Examined: The list of ten (10) CAWP Water Districts and their Board of Members. Amador Water Agency 2002 Annual Consumer Confidence Report. Water Quality Emergency Notification Plan. Water Quality Threat Condition Emergency Response Plan for the Homeland Security Advisory System. Sites Visited: Pine Grove Community Services District Office located at 19840 Hwy. 88, Pine Grove, Ca. 68 2002-2003 Grand Jury Final Report

F311 Page 58

The district has no Preventative Maintenance program.

F312 Page 58

At Ione Elementary school rooms 1, 6, 7, and 8 were noted in the 2000 Loss Prevention Survey and had not been corrected. Room 1 at Plymouth Elementary 58 2002-2003 Grand Jury Final Report School was noted in the 2000 Loss Prevention Survey and had not been corrected. See Appendix 3.

F313 Page 59

The 2002-2003 Grand Jury observed there was evidence of major roof leaks, stained ceiling tiles and signs of mold and mildew growth in rooms 1, 2, 5, 7, 8, 13 and the kindergarten room at the Ione Elementary school. These problems were observed in rooms 1, 2, 4, 8 and in the secretary’s office at the Plymouth Elementary School. These observations were made in early March of 2003. See Appendix 3.

F314 Page 59

The absence of a preventative maintenance program has allowed conditions to deteriorate that pose a risk of serious injury to those who use or visit the facility.

F315 Page 59

The non-custodial maintenance operation is very understaffed.

F316 Page 59

Replace ceiling tiles that have mold and mildew growth immediately.

F317 Page 59

Repair roof leaks and repaint the stained area so new leaks can be identified.

F318 Page 59

Use bond money to make needed repairs in order to avoid serious injury and financial liability.

F319 Page 59

Develop and implement a preventative maintenance program.

F320

Hire additional maintenance staff. Response Required: The Amador County Grand Jury requires a response to this report within ninety days as required by Penal Code 933.05. 2002-2003 Grand Jury Final Report 59 APPENDIX 1: Persons Interviewed: ACUSD Transportation Department Interim Director ACUSD Transportation Department Assistant Manager Joint Powers of Authorities (JPA) Director Director of Personnel Bus driver Maintenance mechanic ACUSD Superintendent of Schools Present and past members of the Board of Trustees Documents Examined: ACUSD Transportation Department Comprehensive School Safety Plan FICMAT Report ACUSD Employee Evaluation form ACUSD Board Handbook Bus Driver's Daily Inspection report form Bus Maintenance & Safety Inspection form Job Descriptions: Dispatcher Job Senior Office Clerk Director of Transportation (current) Director of Transportation (previous) Job Descriptions (continued): Executive Director of Maintenance, Operations and Transportation Assistant Manager Transportation Services Assistant Manager Bus/Vehicle Maintenance Bus Driver Trainer Bus Driver Car/Van Driver Designated Behind the Wheel Bus Driver Trainer Equipment Mechanic Sites Visited: ACUSD Transportation Department, Church St., Jackson, Ca. ACUSD Administration Building 60 2002-2003 Grand Jury Final Report APPENDIX 2: Persons Interviewed: Custodial/Grounds Manager Maintenance IV/Lead man Secretary Principals of: Ione Elementary School Principal Jackson Jr. High School Principal Pine Grove Elementary School Principal Pioneer Elementary School Principal Plymouth Elementary School Principal Sutter Creek Elementary School Principal Custodians of: Ione Elementary School Jackson Jr. High School Pine Grove Elementary School Pioneer Elementary School Plymouth Elementary School Sutter Creek Elementary School Jackson Elementary School Documents Reviewed: Job descriptions for management: Director of Maintenance, Operation, and Transportation. Director of Facilities and Operations Custodial/Grounds manager Job Descriptions for: Grounds Equipment Operator Maintenance, I, II, III and IV Secretary Warehouseman 2001 Loss Prevention Survey 2003 Loss Prevention Survey Employee Policy & Procedures Work Order Procedure Sites Visited: Argonaut High School grounds Ione Elementary School grounds Ione Junior High School grounds Jackson Jr. High School grounds Pine Grove Elementary School grounds Pioneer Elementary School grounds 2002-2003 Grand Jury Final Report 61 Plymouth Elementary School grounds Sutter Creek Elem. School grounds Jackson Elementary School grounds APPENDIX 3: Rooms with evidence of major roof leaks and the growth of mold and mildew are marked as noted in either the 2000 Loss Prevention Survey, the 2003 Loss Prevention Survey or observed by the 2002-2003 Grand Jury. A blank space in the “Grand Jury Visit” column means it was not visited and no comment can be made on the condition of the room. Loss Prevention Grand Survey Jury Visit School R 2000 2003 o o m Ione 1 x x Elementary 2 x x 3 x 5 x 6 x x 7 x x 8 x x 9 x 1 x 0 1 x 1 1 x 3 Plymouth 1 x x Elementary 2 x x 4 x x 6 x 8 x x 62 2002-2003 Grand Jury Final Report City Government 2002-2003 Grand Jury Final Report 63 CITY OF PLYMOUTH Introduction: The 2002-2003 Grand Jury elected to review and evaluate the City of Plymouth pursuant to Penal Code 925. Background: In response to four citizen complaints received in October 2002 the Grand Jury investigated the governing body, finances and operation of the City of Plymouth (City). Method of Evaluation: Members of the Grand Jury attended City Council meetings, conducted interviews and reviewed documents. Persons Interviewed: Private Citizens City Clerk City employees Deputy Sheriffs Ex-Mayor Current Mayor Ex-Council members Current Council members City Attorney Former City employees Documents Reviewed: City budget City financial statements Independent auditor’s report City Council minutes City Council agendas California Code provisions for a General Law City Employee job description City Council: Facts:

F321 Page 64

Plymouth is a General Law City with five elected part-time Council members.

F322 Page 64

The Mayor is elected by the Council, in accordance with California Government Code 34903. 64 2002-2003 Grand Jury Final Report

F323 Page 65

The Plymouth City Council (City Council) and the Vice-Mayor were the subject of several citizen complaints to the Grand Jury. The Vice-Mayor was also the subject of a recall election, to be held in May 2003.

F324 Page 65

City officials acknowledged they were unable to provide the Grand Jury with an organizational chart of city departments and positions.

F325 Page 65

City officials acknowledged they were unable to provide the Grand Jury with a written description of the management structure for city government.

F326 Page 65

It has been a long-standing practice for any city council member to give directions and orders to any city employee whenever he or she deemed it necessary.

F327 Page 65

On February 27, 2003 the City Council approved hiring a part-time City Administrator. A contract was required to make the position official.

F328 Page 65

On March 27, 2003 the City Council signed a contract with the newly designated City Administrator establishing the position on a three-days-per-week basis.

F329 Page 65

The Government Code requires that a city enact a local ordinance if it chooses to create a city administrator position. Findings:

F330 Page 65

Historically, there was no single person at the top of a chain of command, responsible for administering city government activities.

F331 Page 65

It was the consensus of the city employees and officials interviewed that the Vice Mayor routinely demanded that priority be given to her directions to employees.

F332 Page 65

Receiving direction from various Council members caused confusion and created a difficult work environment for city employees.

F333 Page 65

City Council members and city employees who were questioned about the new City Administrator position welcomed the appointment.

F334 Page 65

The City Council reorganized in early 2003. Each member now has a responsibility for a particular area of city operations, which is intended to improve Council knowledge about the city and to enable members to coordinate more effectively with fellow Council members and the City Administrator.

F335 Page 65

The new City Administrator is on contract only to the City of Plymouth and is not a full-fledged city employee. As of May 1, 2003, no ordinance had been enacted to provide for the city administrator to be a city employee.

F336 Page 65

City Council members should give directions to city employees only in the event of an emergency.

F337 Page 65

City Council members should conduct city business through the City Administrator.

F338 Page 65

The City Administrator should prepare an organizational chart of all city departments and all positions, by title, and distribute a copy to each city employee. 2002-2003 Grand Jury Final Report 65

F339 Page 66

The City Administrator should assure that each employee’s job description is updated, connecting that position to the next two levels of supervision and assure that each employee receives a copy of his/her chain of command.

F340 Page 66

The City Council should hold a public hearing, followed by a regular meeting to decide whether the citizens would be better served by continuing to contract for a city administrator, or by enacting the necessary ordinance to make the position a formal part of the city’s government structure. Finances: Facts:

F341 Page 66

City financial records were reviewed and found to be organized and current.

F342 Page 66

An independent auditor found no instances of noncompliance or any matters that indicated a lack of internal control over financial reporting and its operation. Finding:

F343 Page 66

The City Clerk maintains excellent financial records.

F344

None. Organization: Facts:

F345 Page 66

The City Clerk works in a confined space in the general office with other employees.

F346

The storage area for city records is inadequate. Findings:

F347 Page 66

The City Clerk requires more space and privacy so that interruptions by matters that could be handled by other employees will not occur.

F348 Page 66

The other city employees also need more room for themselves and their equipment.

F349 Page 66

A portion of the large meeting room should be partitioned off allowing the City Clerk and City Administrator the work area and privacy they require.

F350 Page 66

A section of the partitioned area should be set aside for books, documents, etc. required for daily reference.

F351 Page 66

The City Clerk should delegate more responsibility and provide cross training in office procedures to other employees. Response Required: The Amador Grand Jury requires a response per California Penal Code 933.05. 66 2002-2003 Grand Jury Final Report Special Districts 2002-2003 Grand Jury Final Report 67 PINE GROVE COMMUNITY SERVICE DISTRICT Introduction: The Grand Jury has elected to review and evaluate the Pine Grove Community Service District pursuant to Penal Code 925a. The unincorporated town of Pine Grove founded the Pine Grove Community Service District (PGCSD) to provide water to the residents. The PGCSD was chartered by the Board of Supervisors on August 17, 1965. The PGCSD services approximately three hundred and forty (340) customers. The PGCSD follows guidelines and regulations set by the State and County. A board of five directors governs the Agency. The board appoints the Water Manager, who supervises the day-to-day operations of the Agency. The PGCSD is a member of Central Amador Water Project (CAWP). CAWP is an organization of eight to ten (8-10) independent water districts. The Mokelumne River is the source of water for upcountry customers in the CAWP system; Pine Grove, Pine Acres, Sunset Heights, Fairway Pines, Jackson Pines, Pioneer, Gayla Manor, Ranch House Estates, County Service Areas 1 & 2, Ridgeway Pines, Rabb Park and Mace Meadows. The water is pumped from Tiger Creek to the Buckhorn tanks where it is treated and then stored. The water is distributed by a gravity fed system. Method of Evaluation: Members of the Grand Jury conducted interviews and reviewed documents. It should be noted that this review was limited to the administration of the Agency and not the physical plant or infrastructure. Persons Interviewed: Water Manager of the Pine Grove Community Service District President of the Board of Directors Documents Examined: The list of ten (10) CAWP Water Districts and their Board of Members. Amador Water Agency 2002 Annual Consumer Confidence Report. Water Quality Emergency Notification Plan. Water Quality Threat Condition Emergency Response Plan for the Homeland Security Advisory System. Sites Visited: Pine Grove Community Services District Office located at 19840 Hwy. 88, Pine Grove, Ca. 68 2002-2003 Grand Jury Final Report

F352 Page 65

Historically, there was no single person at the top of a chain of command, responsible for administering city government activities.

F353 Page 65

It was the consensus of the city employees and officials interviewed that the Vice Mayor routinely demanded that priority be given to her directions to employees.

F354 Page 65

Receiving direction from various Council members caused confusion and created a difficult work environment for city employees.

F355 Page 65

City Council members and city employees who were questioned about the new City Administrator position welcomed the appointment.

F356 Page 65

The City Council reorganized in early 2003. Each member now has a responsibility for a particular area of city operations, which is intended to improve Council knowledge about the city and to enable members to coordinate more effectively with fellow Council members and the City Administrator.

F357 Page 65

The new City Administrator is on contract only to the City of Plymouth and is not a full-fledged city employee. As of May 1, 2003, no ordinance had been enacted to provide for the city administrator to be a city employee.

F358 Page 65

City Council members should give directions to city employees only in the event of an emergency.

F359 Page 65

City Council members should conduct city business through the City Administrator.

F360 Page 65

The City Administrator should prepare an organizational chart of all city departments and all positions, by title, and distribute a copy to each city employee. 2002-2003 Grand Jury Final Report 65

F361 Page 66

The City Administrator should assure that each employee’s job description is updated, connecting that position to the next two levels of supervision and assure that each employee receives a copy of his/her chain of command.

F362 Page 66

The City Council should hold a public hearing, followed by a regular meeting to decide whether the citizens would be better served by continuing to contract for a city administrator, or by enacting the necessary ordinance to make the position a formal part of the city’s government structure. Finances: Facts:

F363 Page 66

City financial records were reviewed and found to be organized and current.

F364 Page 66

An independent auditor found no instances of noncompliance or any matters that indicated a lack of internal control over financial reporting and its operation. Finding:

F365 Page 66

The City Clerk maintains excellent financial records.

F366

None. Organization: Facts:

F367 Page 66

The City Clerk works in a confined space in the general office with other employees.

F368

The storage area for city records is inadequate. Findings:

F369 Page 66

The City Clerk requires more space and privacy so that interruptions by matters that could be handled by other employees will not occur.

F370 Page 66

The other city employees also need more room for themselves and their equipment.

F371 Page 66

A portion of the large meeting room should be partitioned off allowing the City Clerk and City Administrator the work area and privacy they require.

F372 Page 66

A section of the partitioned area should be set aside for books, documents, etc. required for daily reference.

F373 Page 66

The City Clerk should delegate more responsibility and provide cross training in office procedures to other employees. Response Required: The Amador Grand Jury requires a response per California Penal Code 933.05. 66 2002-2003 Grand Jury Final Report Special Districts 2002-2003 Grand Jury Final Report 67 PINE GROVE COMMUNITY SERVICE DISTRICT Introduction: The Grand Jury has elected to review and evaluate the Pine Grove Community Service District pursuant to Penal Code 925a. The unincorporated town of Pine Grove founded the Pine Grove Community Service District (PGCSD) to provide water to the residents. The PGCSD was chartered by the Board of Supervisors on August 17, 1965. The PGCSD services approximately three hundred and forty (340) customers. The PGCSD follows guidelines and regulations set by the State and County. A board of five directors governs the Agency. The board appoints the Water Manager, who supervises the day-to-day operations of the Agency. The PGCSD is a member of Central Amador Water Project (CAWP). CAWP is an organization of eight to ten (8-10) independent water districts. The Mokelumne River is the source of water for upcountry customers in the CAWP system; Pine Grove, Pine Acres, Sunset Heights, Fairway Pines, Jackson Pines, Pioneer, Gayla Manor, Ranch House Estates, County Service Areas 1 & 2, Ridgeway Pines, Rabb Park and Mace Meadows. The water is pumped from Tiger Creek to the Buckhorn tanks where it is treated and then stored. The water is distributed by a gravity fed system. Method of Evaluation: Members of the Grand Jury conducted interviews and reviewed documents. It should be noted that this review was limited to the administration of the Agency and not the physical plant or infrastructure. Persons Interviewed: Water Manager of the Pine Grove Community Service District President of the Board of Directors Documents Examined: The list of ten (10) CAWP Water Districts and their Board of Members. Amador Water Agency 2002 Annual Consumer Confidence Report. Water Quality Emergency Notification Plan. Water Quality Threat Condition Emergency Response Plan for the Homeland Security Advisory System. Sites Visited: Pine Grove Community Services District Office located at 19840 Hwy. 88, Pine Grove, Ca. 68 2002-2003 Grand Jury Final Report

F374 Page 66

The City Clerk maintains excellent financial records.

F375

None. Organization: Facts:

F376 Page 66

The City Clerk works in a confined space in the general office with other employees.

F377

The storage area for city records is inadequate. Findings:

F378 Page 66

The City Clerk requires more space and privacy so that interruptions by matters that could be handled by other employees will not occur.

F379 Page 66

The other city employees also need more room for themselves and their equipment.

F380 Page 66

A portion of the large meeting room should be partitioned off allowing the City Clerk and City Administrator the work area and privacy they require.

F381 Page 66

A section of the partitioned area should be set aside for books, documents, etc. required for daily reference.

F382 Page 66

The City Clerk should delegate more responsibility and provide cross training in office procedures to other employees. Response Required: The Amador Grand Jury requires a response per California Penal Code 933.05. 66 2002-2003 Grand Jury Final Report Special Districts 2002-2003 Grand Jury Final Report 67 PINE GROVE COMMUNITY SERVICE DISTRICT Introduction: The Grand Jury has elected to review and evaluate the Pine Grove Community Service District pursuant to Penal Code 925a. The unincorporated town of Pine Grove founded the Pine Grove Community Service District (PGCSD) to provide water to the residents. The PGCSD was chartered by the Board of Supervisors on August 17, 1965. The PGCSD services approximately three hundred and forty (340) customers. The PGCSD follows guidelines and regulations set by the State and County. A board of five directors governs the Agency. The board appoints the Water Manager, who supervises the day-to-day operations of the Agency. The PGCSD is a member of Central Amador Water Project (CAWP). CAWP is an organization of eight to ten (8-10) independent water districts. The Mokelumne River is the source of water for upcountry customers in the CAWP system; Pine Grove, Pine Acres, Sunset Heights, Fairway Pines, Jackson Pines, Pioneer, Gayla Manor, Ranch House Estates, County Service Areas 1 & 2, Ridgeway Pines, Rabb Park and Mace Meadows. The water is pumped from Tiger Creek to the Buckhorn tanks where it is treated and then stored. The water is distributed by a gravity fed system. Method of Evaluation: Members of the Grand Jury conducted interviews and reviewed documents. It should be noted that this review was limited to the administration of the Agency and not the physical plant or infrastructure. Persons Interviewed: Water Manager of the Pine Grove Community Service District President of the Board of Directors Documents Examined: The list of ten (10) CAWP Water Districts and their Board of Members. Amador Water Agency 2002 Annual Consumer Confidence Report. Water Quality Emergency Notification Plan. Water Quality Threat Condition Emergency Response Plan for the Homeland Security Advisory System. Sites Visited: Pine Grove Community Services District Office located at 19840 Hwy. 88, Pine Grove, Ca. 68 2002-2003 Grand Jury Final Report

F383 Page 66

The City Clerk requires more space and privacy so that interruptions by matters that could be handled by other employees will not occur.

F384 Page 66

The other city employees also need more room for themselves and their equipment.

F385 Page 66

A portion of the large meeting room should be partitioned off allowing the City Clerk and City Administrator the work area and privacy they require.

F386 Page 66

A section of the partitioned area should be set aside for books, documents, etc. required for daily reference.

F387 Page 66

The City Clerk should delegate more responsibility and provide cross training in office procedures to other employees. Response Required: The Amador Grand Jury requires a response per California Penal Code 933.05. 66 2002-2003 Grand Jury Final Report Special Districts 2002-2003 Grand Jury Final Report 67 PINE GROVE COMMUNITY SERVICE DISTRICT Introduction: The Grand Jury has elected to review and evaluate the Pine Grove Community Service District pursuant to Penal Code 925a. The unincorporated town of Pine Grove founded the Pine Grove Community Service District (PGCSD) to provide water to the residents. The PGCSD was chartered by the Board of Supervisors on August 17, 1965. The PGCSD services approximately three hundred and forty (340) customers. The PGCSD follows guidelines and regulations set by the State and County. A board of five directors governs the Agency. The board appoints the Water Manager, who supervises the day-to-day operations of the Agency. The PGCSD is a member of Central Amador Water Project (CAWP). CAWP is an organization of eight to ten (8-10) independent water districts. The Mokelumne River is the source of water for upcountry customers in the CAWP system; Pine Grove, Pine Acres, Sunset Heights, Fairway Pines, Jackson Pines, Pioneer, Gayla Manor, Ranch House Estates, County Service Areas 1 & 2, Ridgeway Pines, Rabb Park and Mace Meadows. The water is pumped from Tiger Creek to the Buckhorn tanks where it is treated and then stored. The water is distributed by a gravity fed system. Method of Evaluation: Members of the Grand Jury conducted interviews and reviewed documents. It should be noted that this review was limited to the administration of the Agency and not the physical plant or infrastructure. Persons Interviewed: Water Manager of the Pine Grove Community Service District President of the Board of Directors Documents Examined: The list of ten (10) CAWP Water Districts and their Board of Members. Amador Water Agency 2002 Annual Consumer Confidence Report. Water Quality Emergency Notification Plan. Water Quality Threat Condition Emergency Response Plan for the Homeland Security Advisory System. Sites Visited: Pine Grove Community Services District Office located at 19840 Hwy. 88, Pine Grove, Ca. 68 2002-2003 Grand Jury Final Report

depend on the efficiency and effectiveness of the Transportation Department and the

Findings 387 findings

Recommendations 1