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Extracted from Consolidated Report
This investigation was originally published as part of a larger consolidated report containing multiple investigations. View the consolidated PDF for the complete document.
San Bernardino County Grand Jury
• 2009-2009
Auditor/Controller-Recorder
⚠️ Translation Notice: This content has been automatically translated. The original English text is the official version. Translation may contain errors.
⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
Findings and Recommendations 8 findings
F1
Page 36
The current environmental climate and control is not adequate for historical document preservation.
Related Recommendations (2)
R09-12
Page 37
Upgrade environmental controls to approximate archival climate conditions. (Finding 1)
R09-19
Page 39
Amend the Charter to include language to establish the numbers and names of the audit classifications, and the time frame the various audit classifications are to be accomplished. (Finding 1)
F2
Page 36
Nearly all of the documents are vulnerable to damage from the fire sprinkler 15 2008-2009 San Bernardino County Grand Jury Final Report system if that system activates. The current fire sprinkler system is not appropriate for historical document preservation.
Related Recommendations (3)
R09-13
Page 37
Modify the County Historical Archives fire sprinkler system and change to the zone type, dry charge system. (Finding 2)
R09-20
Page 39
Revise the ICCM to be commanding instead of instructional. Replace the words should and must with the word will. The Grand Jury recommends Manual language that encourages support to management and supervisors, while giving instructions and direction to staff. (Finding 2)
R09-23
Page 49
All agencies involved take into consideration these time restraints and complete the project within the time limit or get an extension. (Findings 2 and 3)
F3
Page 37
Metal shelving is not adequately braced to protect valuable documents from falls during an earthquake.
Related Recommendations (2)
R09-14
Page 37
Add security bracing between shelves and straps across shelf openings to help decrease damage to documents during an earthquake. (Finding 3)
R09-21
Page 39
Establish oversight of internal operational audits along with the ACR office to ensure enforcement. Continued follow-up by ACR as done currently, along with a review each quarter from the Board of Supervisors and County Administration Officer to support department management in compliance with written procedures and policies. (Finding 3)
F4
Page 37
The Historical Archives are in need of additional storage space.
Related Recommendations (4)
R3
Page 35
09-15 Expand the square footage of the Historical Archives as adjacent space becomes available. (Finding 4) 09-16 Upgrade security measures with the addition of a video security and surveillance system. (Finding 5) 09-17 Digitize, catalog, and backup all historical documents. (Finding 6) 09-18 Fill the three vacant positions at the Archives with permanent employees. (Finding 7) INTERNAL AUDITS DIVISION
R09-15
Page 37
Expand the square footage of the Historical Archives as adjacent space becomes available. (Finding 4)
R09-22
Page 39
Install video surveillance cameras at all cash-handling locations in all departments throughout the County to safeguard against cash-handling overages and shortages and to ensure better security for County employees and the general public. (Finding 4) 18
R09-24
Page 49
Provide direct mailings to residents regarding plans, progress, and meetings to ensure that everyone residing in the project area is informed on a regular basis. (Finding 4) 24
F5
Page 37
The addition of a video security system will enhance document and employee protection.
Related Recommendations (2)
R3
Page 35
09-15 Expand the square footage of the Historical Archives as adjacent space becomes available. (Finding 4) 09-16 Upgrade security measures with the addition of a video security and surveillance system. (Finding 5) 09-17 Digitize, catalog, and backup all historical documents. (Finding 6) 09-18 Fill the three vacant positions at the Archives with permanent employees. (Finding 7) INTERNAL AUDITS DIVISION
R09-16
Page 37
Upgrade security measures with the addition of a video security and surveillance system. (Finding 5)
F6
Page 37
The Historical Archives does not have a program in place to digitize, catalog, and backup its historical documents.
Related Recommendations (2)
R3
Page 35
09-15 Expand the square footage of the Historical Archives as adjacent space becomes available. (Finding 4) 09-16 Upgrade security measures with the addition of a video security and surveillance system. (Finding 5) 09-17 Digitize, catalog, and backup all historical documents. (Finding 6) 09-18 Fill the three vacant positions at the Archives with permanent employees. (Finding 7) INTERNAL AUDITS DIVISION
R09-17
Page 37
Digitize, catalog, and backup all historical documents. (Finding 6)
F7
Page 37
The Historical Archives is understaffed and in need of full-time employees.
Related Recommendations (2)
R3
Page 35
09-15 Expand the square footage of the Historical Archives as adjacent space becomes available. (Finding 4) 09-16 Upgrade security measures with the addition of a video security and surveillance system. (Finding 5) 09-17 Digitize, catalog, and backup all historical documents. (Finding 6) 09-18 Fill the three vacant positions at the Archives with permanent employees. (Finding 7) INTERNAL AUDITS DIVISION
R09-18
Page 37
Fill the three vacant positions at the Archives with permanent employees. (Finding 7) INTERNAL AUDITS DIVISION BACKGROUND By mandate of the County Charter, the Internal Audits Division of the Auditor/ Controller-Recorder (ACR) Office performs audits of all County departments, offices, 16
F8
Officers work 10-hour shifts and often must work overtime due to needs such as court appearances. Deputies often must sleep in their cars in the unsecured parking area. This is not conducive to their being alert and rested for the danger and stress of their duties. There is a need for an area which would allow a comfortable refuge for rest.
No recommendations for this finding
Additional Recommendations 1
These recommendations are not explicitly linked to specific findings.
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R1According to the Centers for Disease Control (CDC) in Atlanta, the number of reported cases of tuberculosis (TB) in the U.S. during the past decade has been on the rise. TB is spread from person to person through the air. Individuals working in confined environments, such as jails, patrol cars or offices, are more likely to contract the disease than individuals working outdoors. During this past summer, there was an incident in the Needles area that brought members of the Sheriff’s Department into contact with a food service worker who, allegedly, had active TB. The Sheriff’s Department did an outstanding job in dealing with this situation. 31 2008-2009 San Bernardino County Grand Jury Final Report After the first of this year, a community college student was also diagnosed with TB. TB-related incidents are becoming numerous, and contracting TB is more likely for those dealing with the public. The California Department of Corrections requires their personnel have a TB test every year. California public schools require their personnel to have a TB test every two years. If TB is diagnosed early, medications are available for effective treatment.
Commendations 4
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CM1The Grand Jury found a highly functioning Workforce Development Department whose vision focuses on a strong, proactive job placement for its clients. Eleven employees of the Workforce Development Department are in the field, making contact with prospective employers. These employees generate in excess of 500 new listings each month. During these challenging economic times this is a commendable effort. The services being provided by the One Stop Employment Resource center to individuals seeking employment exceed the services provided by the State Employment Development Department. 22 2008-2009 San Bernardino County Grand Jury Final Report REDEVELOPMENT AGENCY CEDAR GLEN
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CM2With no established program in place to deal effectively with police interactions with the homeless, this HAO has created and continues to implement a viable and exemplary program.
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CM3Regardless of the consequences of the contractual arrangement with the parent company and its subsidiary, the Probation Department protected the juveniles under its control from a dangerous situation. (Finding 1)
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CM4The Grand Jury commends the County Supervisors for their desire to establish an ethics commission. The Grand Jury supports the Board of Supervisors’ efforts to establish an effective and independent ethics commission.