San Joaquin County Grand Jury • 2007-2008 • Agency Response

Steven Gutierrez Board of Supervisors First District Larry Ruhstaller 222 East Weber Avenue, Room 701 Second District*

Published: August 19, 2008 22 pages
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Findings and Recommendations 9 findings

F1
Barking dog complaints are very hard for Animal Control to verify, especially when the dog is barking at night. The Animal Control Division provides after hours services for emergency calls only, and just one officer provides services for the entire county. Response: Agree.
Related Recommendations (1)
R1
While flexibility in hiring might be a good thing, the ability to create numerous exempt positions is not. Because an extensive list of exempt employees appears to have developed over the years, the Grand Jury recommends that the list be re-examined for validity as necessary for exempt status. Response: We are not in agreement with Recommendation #1. The list of exempt classifications has grown over time as County departments have grown. For example, San Joaquin County has increased the number of classifications in this category by adding assistant department heads in departments where none previously existed. This approach was designed to facilitate workforce planning strategies required to address potential leadership gaps resulting from Department Heads retiring or moving on to other agencies. Four new exempt positions were added in the 2006-2007 fiscal year budget for Assistant Department Head level positions in the Employment and Economic Development Department, Stockton Metropolitan Airport, Purchasing and Support Services, and the Clerk of the Board's Office. Grand Jury ATTACHMENT B June 2, 2008 There are currently one hundred and five (105) exempt classifications. The majority of exempt classifications are executive and senior management leadership positions in San Joaquin County. Thirty-four percent (34%) of the exempt classifications represent positions that are elected officials and department heads. Approximately sixty percent (60%) of the exempt classifications are senior management positions which represent the County's assistant department heads or high level division directors in larger County departments. The remaining six percent (6%) are classifications that are middle management or confidential positions. As an ongoing part of the Human Resources' classification process, new classifications are carefully reviewed to determine if the class should be in an exempt category. In addition, as exempt positions become vacant, the classification is reviewed and evaluated to determine if it should remain exempt. Recommendation #1 will not be implemented because the requested review is already an ongoing process; therefore, there is no need to re-examine the listing of exempt classifications for validity.
F2
The first step in responding to a barking dog complaint is to send a letter to the dog's owner. A second complaint about the same dog results in a second letter being sent. A third complaint results in a Notice of Violation being sent. Sometime multiple Notices of Violation are sent. Response: Agree.
Related Recommendations (1)
R2
The Grand Jury recommends that future announcements for exempt positions contain an explanation of what an exempt position means. Response: We are in agreement with Recommendation #2. The recommendation has not been implemented but will be implemented beginning July 1, 2008. The following statement will be included in any exempt recruitments beginning July 1, 2008: This position is exempt from the San Joaquin County Civil Service system. Appointments to exempt positions in San Joaquin County are at-will and not governed by the Civil Service Rules.
F3
If the issue is still unresolved, the animal control officer must go out to the location and actually hear the dog barking. The dog must be barking unprovoked, and the unprovoked barking must go on for 10 minutes. A citation can then be issued which can result in a fine imposed by a judge. However, Animal Control tries to resolve the issue prior to issuing a citation. They talk to the dog owner and see if the complaint can be resolved amicably. Response: Agree. ATTACHMENT C Based on the documentation provided by Animal Control and discussions with them, the
Related Recommendations (1)
R3
The Grand Jury recommends that some type of hiring guideline for exempt positions be written and approved by the County Board of Supervisors, so that appointing authorities in the County (and job applicants) have a consistent path to follow. These guidelines should be written to ensure a visible and standard approach to exempt position hiring without overly restricting the appointing official. Response: Human Resources has developed Selection Guidelines for Classified Exempt Positions which will be distributed to Department Heads the beginning of the fiscal year, July 1, 2008. However, this is a guideline only and is not a policy, ordinance, or order that requires approval of the Board of Supervisors. Although we are in agreement that a written hiring guideline for classified exempt positions be written, we are not in agreement that the hiring guidelines should require approval by the Board of Supervisors. As noted in
F4
complainant's allegation of nothing being done was determined to be unfounded. A possible reason for the complainant thinking nothing was being done was because the first two notices were sent to the wrong address. This error was corrected in June and Animal Control subsequently took more than 10 actions between June 2007 and December 2007 to try to resolve this issue. Animal Control Officers went to the location to try and hear the barking. However, criteria for issuing a citation were never met. Response: Agree. After an Animal Control Officer met with the complainant and the dog owner in December,
Related Recommendations (1)
R4
RESPONSE: Implemented The Documentation and Communication (DCC) and Program Committees have been utilizing anonymous surveys to gain valuable information to assist them in their evaluations and planning processes. Periodically surveys will be put out to gauge MGCS effectiveness. The DCC also implemented open forum discussions to deepen the understanding of staff concerns. These will continue periodically to help assess operational concerns.
F5
the final action on December 12, 2007 has resolved the issue to the satisfaction of both the complainant and the dog owner. Response: Agree. Response to the Grand Jury's Recommendations None required. Sincefely, Mulm Agricultural Commissioner/Sealer ATTACHMENT D HUMAN SERVICES AGENCY GRAND JURY CASE #10-07 SAN JOAQUIN COUNTY RESPONSE TO FINDINGS AND
Related Recommendations (1)
R5
Provide MGCS staff access to counseling services to address not only personal, but also work-related stress. MGCS is a stressful work environment. RESPONSE: Implemented MGCS staff has been notified of the options available through the County's Employee Assistance Program (Options). Literature regarding this program is available in the break room, and Administration has made contact with the EAP coordinator regarding additional training and in-service opportunities.
F6
The MGCS Manual and the Employee Handbook have not been updated for years. New policies have been reviewed by staff and signed off, but not yet promulgated. RESPONSE: Agree in part Agree that the MGCS Manual has not been updated. The Director of MGCS and his staff have been working hard to complete this operational manual update. The MGCS Manual Update is scheduled to be completed in September 2008. ATTACHMENT D The Employee Handbook Update was completed in June 2008. Changes in the use of MGCS and changes in the criteria Child Protective Services
No recommendations for this finding
F7
uses to bring children there have resulted in a significant drop in the census without a corresponding drop in staff. In fact, there has been an increase in full time staffing during the past four years. RESPONSE: Agree in part Agree that there has been a drop in census over the last few years. However, it is disagreed that this drop in census is related to a change in the criteria the Child Protective Services uses to being children into our child welfare system. Due to the positive results of the new CPS Differential Response program which provides effective early prevention and intervention support to families in crisis; there has been a decrease of petitions needed to be filed with the court to remove children from their families. In addition, there are more extenuating circumstances beyond those addressed in the report as to why staffing needs has not proportionately decreased based on a lower MGCS census. The Shelter census is lower than expected but the needs of the children remain high. Due to the number of children who cycle in and out of group homes and/or foster homes, MGCS is often faced with providing care and services to children who have complex behavioral needs. The majority of these children are extremely difficult to find suitable placement for based upon their exhibited behaviors. The result of trying to meet the needs of these children often requires a higher level of staffing. With regard to staffing, MGCS is fully committed to being fiscally responsible. Staffing levels have not increased or the last four years. Last summer, MGCS implemented a self-imposed hiring freeze. Since then, the only vacated full time position recruited for has been the Supervisor 1 position. MGCS is able to accommodate 60 children but has been well below that level for
No recommendations for this finding
F8
several years. The fluctuation in the number of children makes it difficult to schedule MGCS staff on a daily basis. RESPONSE: Agree Agree that it is difficult to schedule on a daily basis due to the lack of predictability of workload and the operational variances in an emergency temporary shelter. The fluctuation pattern of the Shelter population is challenging and the leadership at MGCS will continue to adjust staffing patterns based upon established need. Part time staff is not brought into ATTACHMENT D work when there is no demonstrated need. MGCS has implemented a monthly tracking system on their population to try and help MGCS Administration with the planning and utilization of staff.
No recommendations for this finding
F9
This Grand Jury found no reason to believe that children at MGCS are mistreated or abused. RESPONSE: Agree MGCS will continue to provide residents with a safe and secure living environment. The safety and well-being of the children has always been, and will continue to be, our highest priority.
No recommendations for this finding

* This report's PDF did not contain easily extractable text and required Optical Character Recognition (OCR) for analysis. There may be minor errors in the extracted findings and recommendations due to OCR limitations with scanned documents.