Office of the County Administrator Monica Nino, County Administrator Deb West, Assistant County Administrator

R1

1: By September 1, 2016, ROV develop written policies and procedures for daily tracking of the VBM ballots picked up at the post office. Tracking should include who picked up the ballots, when they were picked up, how many were received and when they arrived at the ROV office. Response to R1.1: This recommendation has been implemented. N. San Joaquin Street, Suite 640 | Stockton, California 95202 | T 209 468 3203 | F 209 468 2875 Office of the County Administrator The recommended policies and procedures for the daily tracking of the VBM ballots picked up at the post office by the ROV staff were developed in April 2016. A complete copy of the procedures and associated forms were provided to the Grand Jury on April 21, 2016. The new procedures and associated forms were fully utilized by the ROV staff during the 2016 Gubernatorial Primary Election (held on June 7, 2016). However, it should be noted that the day after the 2016 Gubernatorial Primary Election (June 8, 2016), ROV received over 1,400 VBM ballots that were post marked on June 7 (Election Day). This is the same situation experienced by San Joaquin County in 2014 when ROV received 799 VBM ballots from the post office the day after the election. Even with ROV’s implementation of detailed record keeping at the behest of the Grand Jury, the County still has no control over the timeliness of the VBM processing/delivery by the post office. Fortunately, the Legislature now allows ROVs statewide to process VBMs postmarked on or before Election Day, as long as the VBMs are received by ROV within three days of the election. This change in California Election Code became effective on January 1, 2015; a direct response by the Legislature to the late delivery of VBMs to ROVs that occurred across California.

R2

1: By September 1, 2016, ROV store all ballots and equipment in a secured location with 24-hour surveillance. 3 of 15 Office of the County Administrator Response to R2.1: This recommendation has been implemented. The San Joaquin County Board of Supervisors approved a lease agreement for a new ROV warehouse in October 2015. Tenant improvements were required for the new warehouse to meet ROV’s operational and security needs. The landlord made the required tenant improvements to the facility and the improvements were completed in March 2016. Tenant improvements made to the new ROV warehouse include implementation of a 24-hour video camera system that records the activities in the new warehouse, as well as installation of a monitored security alarm system. In April 2016, ROV ballots and equipment were moved from the Airport warehouse facility to the new ROV warehouse. As a result of these actions taken by the County, this Grand Jury recommendation was addressed in April 2016. Recommendation R2.2: By September 1, 2016, ROV develop and implement a policy to keep and store all surveillance data per canvass procedures for the storage of all ballots. Response to R2.2: This recommendation will be implemented by September 1, 2016. Information Systems Division / ROV will develop and implement a policy for the retention of surveillance video related to the storage of ballots. The surveillance video that is retained will cover the critical periods in the election process. The County will retain this video for a period of time that will correspond with the retention period for the related ballots and voting materials. The new written policy will be developed and implemented by September 1, 2016. Recommendation R2.3: By September 1, 2016, ROV develop and implement a chain of custody for all materials brought into and removed from the storage facilities. Response to R2.3: This recommendation will be implemented by September 1, 2016. For the last several years, Information Systems Division / ROV has utilized automated asset tracking to monitor the chain of custody of critical equipment and materials that move between the ROV warehouse and other locations during the elections process. As noted previously, ROV does not currently document the “chain of custody” for some election materials that move between the ROV facilities once an election is complete. San Joaquin County ROV will modify its existing chain of custody practices so that the movement of critical election materials between the ROV facilities after an election is 4 of 15 Office of the County Administrator documented. The revised procedures will be developed and implemented by September 1, 2016. B. San Joaquin County Public Defender Fees – Case #1506 – Collection of Fees from Indigent Defendants 1.0 Findings

R3

1: The County should use Lodi’s efforts as a framework to start the strategic planning process. Response to R3.1: This recommendation will be implemented but not by January 1, 2017. The Homelessness Task Force includes representatives of public and private agencies involved in the Lodi effort and a presentation summarizing Lodi’s effort has been made to the Homelessness Task Force. This recommendation has not been implemented, but will be proposed to the Homelessness Task Force.