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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.
Siskiyou County Grand Jury
• 2017-2018
Siskiyou County Civil Grand Jury Responses
⚠️ 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.
Note: Missing finding numbers detected: F6, F7
Findings 6 findings
F1
Page 18
“We reviewed the computer logs for the years involving code enforcement activities. The Department implementing the new ordinance provisions and establishing 2013 and 2014. In 2013, 271 complaints were entered, with thanks the Grand Jury for this recommendation and it is the new code enforcement processes will take a little time. 28% showing unresolved; in 2014, 57% showed unresolved. anticipated that the Department’s updated processes will The Community Development Department staff has Since the complaint binder, which includes unresolved include maintaining “open” complaints in both a hard copy committed to reporting on the effectiveness of the new code complaints, is put into storage at the end of the year, the and an electronic form, ensuring the consistency of enforcement ordinance in November, 2015. At this time, the percentage of unresolved complaints may actually be lower. information in both written and electronic forms, and staff Board will also review any Department recommended Inaccurate and untimely reporting of complaint resolutions training on the new procedures and availability of changes to improve the efficiency and effectiveness of the may affect these statistics. It was learned that log print-outs information. As noted earlier, it is anticipated that this effort County’s code enforcement ordinance provisions.” are not reviewed regularly, or used as a management tool. will be implemented prior to the end of this year.” There appears to be no designated individual assigned to “The partial disagreement notation stems from the track complaint handling. Staff shortages may make this Finding 3.“The issuance of fines and the permit revocation recommendation that the use permit revocation process be tracking difficult.” process is time-consuming and unfortunately, not used often. used more often. The use permit revocation process can be While we understand the staff’s desire to minimize these a lengthy, time-consuming process as it requires a Planning
F2
Page 19
“The Auditor/Controller’s office performs audits California. believe this is an appropriate staffing level for this of the Treasurer/Tax Collector’s office on a monthly basis. department.” They try to alternate their auditors so that the same staff The Board of Supervisors, Auditor/Controller’s Office, and members are not dealing with each other month after month. Treasurer/Tax Collector need to work closely to fund or Population FTE's Staff reductions make this more difficult. The monthly audits reduce workloads. Lake County 63,965 11 performed would be more beneficial if the auditors were Tehama County 63,264 12 aware of the relevant government code and the Treasurer’s The numbers of parcels taxed does not decline, so work Siskiyou 44,223 14 office cash investment policy.” requirements remain the same. Tax revenue dollars might Lassen County 33,657 8.5 decline, but departments still have the same expenses. Del Norte County 28,248 8
F3
Page 21
“There appears to be a lack of concern by the the outcome of loans they approve. The LC would also Finding 12. “CDBG/EDBG program appears to lack City to pursue EDBG loan collateral. The Grand Jury could benefit if they were more included in the loan process. The transparency. Of those interviewed few within the City seem not find a policy, procedure or threshold that the City is using LC is an advisory board and should be independent.” to clearly understand the program.” in this regard. For loan programs to be legitimate this process has to occur when necessary. The Grand Jury could Recommendation 7.“LC should be given training and gain Recommendation 12. “Appropriate reporting should not find retrieval of loan collateral on EDBG loans an understanding of CDBG/EDBG guidelines. Reports be developed and made available to City administration reviewed.” showing status of existing loans, borrower performance and citizens of Weed. City Council should appoint a history, job creation and economic contribution should be CDBG commissioner to help carry out this task along
F4
Page 21
“The Grand Jury found little evidence of City inclusion in the process.” monitoring, regarding the requirement of EDBG loans to Recommendation 13.“City should seek assistance from create local jobs. The public has a right to know how appropriate State CDBG/EDBG departments. Additional effective a major City loan program like the EDBG is on jobs Finding 8.“The Grand Jury found varying opinions from training on program management, loan monitoring, and business revenue.” LC on what their responsibility is, who they work for, who procedures, collateral retrieval, loan modifications and appointed them and what the City expects of them. They delinquent payments would be beneficial. It may be helpful
F5
Page 20
“The Auditor/Controller’s office performs duty to aid in the evacuation. As a result, significant changes will be made to inform, reassure and guide everyone on financial functions for over two dozen special districts and have been made to the evacuation plans. campus; this will be followed with a loud fire alarm to ensure other entities within the county. These services are provided The Civil Grand Jury wishes to commend teachers, staff, that everyone on campus is alerted. at no charge.” students and concerned citizens for being diligent in the performance of their duties.” Finding 7.“Planning does not include drills for large-scale
F8
Page 20
“Some staff had not yet had experience in Response 5. The Board of Supervisors Disagrees. “The Finding 1.“Training made the evacuation plan successful.” handling a fire evacuation.” Board of Supervisors is very aware of the impacts of their decision not to charge Special Districts with the annual Costs Finding 2.“All staff should be commended for quick and calm Recommendation 3. “Include all staff such as custodians, Allocation charges to recover costs associated with the CAO, thinking. Staff worked hard to ensure that all children were and cafeteria workers, etc., in the evacuation plan.” Auditor/Controller, County Counsel & Tax safe.” Collector/Treasurer offices. The Board is aware of the Response to Finding 8 and Recommendation 3: “Since limited financial resources of most (if not all) of the Special Finding 3.“Panicking parents are a major concern in the Boles Fire all drills have included all staff including Districts. The Board understands that most Special Districts carrying out any evacuation plan.” cafeteria workers, custodians, and others.” are strictly volunteer based. Also, the Board has voiced their, concern over the large fluctuations in the Cost Allocation Recommendation 1.“The evacuation drill should include “Weed Union Elementary School District appreciates the charges and feel that the Special Districts fragile financial a simulated parent/student pick up. It might be wise to give commendation from the grand jury. Students, parents, staff positions could not absorb such fluctuating costs. Many information to the parents so they know what the procedure and the community have learned from the Boles Fire times these charges have fluctuated by over 100% within one is. If parents know what the school is doing, and why they Experience, and this new knowledge is valuable for year.” are doing it, they may not panic as much.” improving responses in any future emergency situations.” 20— 2015 - 2016 SISKIYOU COUNTY GRAND JURY REPORT SISKIYOU CO. CIVIL GRAND JURY RESPONSES TO THE 2014-2015 FINAL REPORT CITY OF WEED ADMINISTRATION OF COMMUNITY DEVELOPMENT BLOCK GRANTS (CDBG) The 2013-2014 Civil Grand Jury made 13 Findings and creation under the City EDBG loan program. This report Recommendation 8. “Information should be given to
Recommendations 6
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R1Page 18“The computer logging system for actions, those affected by the violations are seeking help Commission hearing and a Board of Supervisors hearing. tracking complaint status could be a good source of from their paid-for county services. The absence of an The new code enforcement provisions include different information. It should be updated regularly. A log print-out enforcement officer makes this situation even more difficult.” processes that are geared at obtaining compliance as 18— 2015 - 2016 SISKIYOU COUNTY GRAND JURY REPORT SISKIYOU CO. CIVIL GRAND JURY RESPONSES TO THE 2014-2015 FINAL REPORT efficiently as possible. In certain cases, these processes can codes or county guidelines, but to make certain all cash is departments have declined due to staff reductions. Some be used to obtain compliance more efficiently than the use accounted for. It would be helpful if the auditors are aware examples of potential problems associated with increased permit revocation process. However, ultimately the use of government investment codes and Siskiyou County staff workloads could include collecting tax delinquencies permit revocation process is available if compliance cannot Treasurer investment policy. This would allow them to and property seizures.” be obtained with less resource-intensive methods.” highlight items needing attention should the audits reveal something of interest. Currently these items may only be Recommendation 4. “Staff interviews revealed that the noted by the independent, annual outside auditor’s process. Siskiyou County Board of Supervisors (B.O.S.) is aware of SISKIYOU COUNTY potential problems caused by increased individual TREASURER/TAX COLLECTOR Rotation of auditor personnel needs to be a high priority. workloads. Separation of duties of these departments must be AND AUDITOR/CONTROLLER maintained as much as possible to keep an independent All departments should research how to become more view.” efficient, and modify work procedures to improve work “County Treasurers throughout California are generally output. charged with investing cash which is not required for current Response 2.Auditor/Controller “The Auditor/Controller day to day use. Both large and small counties perform this has an internal policy that requires staff to rotate auditing If the Auditor/Controller and Treasurer/Tax Collector have function. Treasurers are elected officials and usually serve a functions on a monthly basis. We currently audit monthly, suggestions for improvement, they need to be considered.” four-year term. Siskiyou County is no exception, and has an not quarterly, and except for when staffing requirements do elected Treasurer who, in Siskiyou County, is also the Tax not allow it, we alternate the staff that performs the audit Response 4.The Board of Supervisors partially agrees. “The Collector. functions at the county treasury.” Board of Supervisors is well aware of the impacts to the “Annually we contract with a certified public accountant to entire county organization due to budget cuts, going back to On most given days the Treasurer/Tax Collector office perform an audit of the assets in the county treasury and to 2008. The Board has encouraged all Department Heads over manages approximately one hundred million dollars express an opinion.” the past years, to review organizational structures, ($100,000,000) of invested funds. The county Treasurer/Tax workflows, service levels provided, etc. Many Department Collector investment activities include cash from most “Please note, GC53607 provides for the legislative body to Heads have developed cost neutral or cost saving county school districts, special districts and county funds in take fiduciary responsibility over the investments, reorganizations that have been beneficial to the County and a pooled fund. These services are provided at no charge. reinvestments, selling, exchanging, or purchasing of the local the public.” These districts normally account for less than half of the total agency’s funds. This is not an Auditor-Controller function, funds. but rather the oversight of the investments of local agency “Regarding the Tax Collector’s office, there have been 8 FTE funds lie with the Board of Supervisor's.” assigned to this department since FY04/05. In FY10/11 In Siskiyou County as well as in other counties in California, there was a mandatory layoff and the FTE was reduced by the Auditor/Controller’s office participates in the Finding 3. “The Treasury Oversight Committee is not 1.0 to 7.0 FTEs.” management of cash investments. Their prime responsibility meeting regularly. The committee does receive monthly is to provide auditing services of cash being handled by the County Treasury Investment Reports. The reports detail the “Based on comparisons with similar rural northern CA Treasury Department.” current invested cash. Their responsibility is to conduct an Treasurer/ Tax Collector’s offices (see below) we do not annual audit, review and monitor investment policy. County consider this department significantly understaffed, and
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R2Page 18“We believe that the binder can be a a use permit revocation, public hearings before the Planning useful resource. It is suggested that only the resolved Commission and the Board of Supervisors are required. This The Siskiyou County Planning Division is one of three complaints be sent to storage. The binder could then become process can be quite lengthy and conducting an enforcement divisions within the Siskiyou County Community a quick, complete reference of unresolved complaints action with the new administrative processes may be able to Development Department (Planning, Building and regardless of when they were received. When a complaint is resolve the compliance issue more efficiently. While use Environmental). resolved and noted in the binder, the computer log print-out permit revocation is a tool that can be used to resolve a should also be changed to reflect the resolution date. Both compliance issue, County staff believes that in any given The prime responsibility of the Planning Division is to of these complaint reference tools should reflect the same enforcement case, the compliance issues should be manage the County General Plan, zoning ordinances and the information. Management should strive to educate staff on considered and then the selection of the most appropriate California Environmental Quality Act. This department the best use of the complaint computer print-out log. enforcement process should be made. In other cases, processes applications for land divisions, use permits, zone Keeping this log up to date would allow quick and easy however, it may be the one of the new enforcement processes changes and variances. They manage their own complaints reference to determine the current status of the filed that has been included in the amended code enforcement within their jurisdiction. complaints.” ordinance provisions.” The Civil Grand Jury elected to review the Planning Division Response 2. Community Development Department (agrees) Response 3.Board of Supervisors partially disagrees. “The in regard to how complaints are managed. “As noted earlier, the Department is in the process of Board recognizes that it has been nearly 6 years since the reviewing and updating, as necessary, all of the procedures County has had a Code Enforcement Officer and
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R3Page 21“The City needs to review its reviewed with the LC periodically. They should also be with giving oversight on the program activities.” procedures and if one does not exist, it should create one that made aware of any request for modification to existing loans follows City guidelines. When necessary the City should if they are not a part of this process. The City should Finding 13. “The City CDBG/EDBG programs need help retrieve collateral on non-performing loans.” encourage them to ask questions and request information that with their implementation.” would help them in their process. The LC needs better
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R4Page 20“Determine alternate evacuation Controller's office performs different functions, has different “The Auditor-Controller appreciates the opportunity to respond routes. Have a refuge far enough away to be safe even in a processes in place, and may be combined with other offices, to the grand jury findings and recommendations as the needs of major disaster.” such as Lake County. E.g. In Lake County the position is this office are ever changing.” Auditor-Controller-Clerk. It is like comparing apples and Response to Finding 6 and Recommendation 4: oranges.” “Alternate evacuation routes have been considered for WEED SCHOOL DISTRICT various emergency scenarios.” “The county continues to have additional projects that arise, FIRE EVACUATION: such as the new Stage Transit Facility that is currently being
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R5Page 20“Change the fire alarm sound from a built, the new proposed Jail Detention Facility, a new county Lessons Learned noisy siren to something that doesn't interfere with service area. There are additional statutory and accounting communications. Perhaps a calm voice that simply informs guidelines that must be adhered to, as well as new statutory “The Civil Grand Jury decided to review the evacuation plans classes that a fire has been discovered, evacuate immediately, requirements for personnel/payroll. All of these things of Weed schools due to the Boles fire. No lives were lost and would work.” increase workload for the Auditor-Controller’s office.” no students were injured: however, things could have been much worse had a number of people not gone beyond the bounds of Response to R5:“A calm announcement with directions
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R11Page 21“Annual orientation session for all EDBG/CDBG loans and process. If the City has the possibility of loan losses, this could reduce the amount of Finding 7.“The Grand Jury found that LC lacks training City Council members should be required to cover loss to taxpayer funds funded programs.” and understanding regarding CDBG/EDBG City guidelines. CDBG/EDBG Guidelines and programs.” The LC would benefit if they knew the status of loans and