Score: +19 (19/4/0)

Mendocino County Grand Jury • 2019-2020

Mendocino County 2019-2020 Civil Grand Jury The Emergency Communications System in Mendocino County Protecting Life,

Published: June 03, 2020 11 pages

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⚠️ 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 10 findings

County leadership has not published a strategic plan for the maintenance, upgrade, and replacement of the system. This has allowed the ECS microwave equipment to continue at end of life with an increasing number of outages,

Related Recommendations (2)

the BOS commit funding for Phase 2 and Phase 3 of the Public Safety Microwave Replacement Project and replacement of the sheriff’s dispatch console. (F1, F5, F10)

“the BOS direct staff to develop a long range plan for board review and adoption to ensure maximum emergency communication coverage by public and private entities with the goal of offsetting costs of ongoing maintenance and upgrades”. The 2019-2020 GJ found no long-range plan was developed and no cost sharing plan through co- location chargebacks was pursued. Reference GJ reports: Can You Hear Me Now? 2007 and Out With the Old and In With the New 2009.

With an increasing ECS failure rate, as shown in the graph on , every emergency the County faces puts first responders at even greater risk.

No recommendations for this finding

There is substantial building degradation at the remote sites (vaults), and deferring the needed site upgrades puts any new ECS equipment in jeopardy.

No recommendations for this finding

The lives of Mendocino County residents depend on the integrity of the remote microwave-radio buildings. By de-prioritizing these buildings, the County is not well positioned to protect the Life, Health, Safety, and Welfare of its residents through the ECS.

No recommendations for this finding

Related Recommendations (1)

the BOS commit funding for Phase 2 and Phase 3 of the Public Safety Microwave Replacement Project and replacement of the sheriff’s dispatch console. (F1, F5, F10)

By not actively pursuing chargebacks for co-location from participating entities at remote microwave sites, the County is losing a potential revenue stream to augment funding for the new system.

Related Recommendations (1)

the County pursue co-location chargebacks for revenue as recommended in the 2009 Grand Jury report ‘Out With The Old And In With The New’. (F6) 7

By not using the work order system consistently to track maintenance and repairs, there is no supporting documentation for accurate forecasting and budgeting. 6

No recommendations for this finding

The separate tracking and reporting systems used by Facilities and IS do not interface. This inhibits communication between the two departments and severely limits a coordinated effort to maintain remote sites and associated ECS microwave equipment.

Related Recommendations (1)

as part of Phase 2 of the ECS replacement, the Wiki and work order systems be replaced with a single, index-based system used by both departments which would create efficiency in tracking projects and work orders. (F8)

Related Recommendations (1)

IS develop maintenance procedures for the ECS equipment and documented maintenance schedules. This would support efficiencies in equipment repair and maintenance and facilitate training of new technicians. (F9)

F10

While the GJ found budgeted line items for Phase 2, Phase 3, and the sheriff’s console relocation and replacement, in the IT Master Plan it found no evidence of committed funding by the BOS. This leaves all residents and first responders vulnerable.

Related Recommendations (1)

the BOS commit funding for Phase 2 and Phase 3 of the Public Safety Microwave Replacement Project and replacement of the sheriff’s dispatch console. (F1, F5, F10)

Additional Recommendations 1

These recommendations are not explicitly linked to specific findings.

R2

“the BOS appoint an individual or committee to establish procedures to receive suggestions regarding upgrades to the system, to evaluate any new or expanded uses and to initiate planning and budgeting for such improvement that are found to have merit”. The 2019-2020 GJ found no official record of meetings of any such committee in the past eight years.

Agency Responses 3

Government agencies' official responses to this report's findings and recommendations. Click on a response to see the structured breakdown.

Board of Supervisors

September 01, 2020 • 7 pages • 10 responses • Score: +8 (+8, 1, 0) View Details ▾

PDF

10 responses to findings and recommendations

Response: Agree Score: +1

agree with the Findings numbered: F1-F6 <math>\boxtimes</math> I (we) disagree wholly or partially with the Findings numbered below, and have attached a statement specifying any portion of the Finding that are disputed with an explanation of the reasons therefore.

the BOS commit funding for Phase 2 and Phase 3 of the Public Safety Microwave Replacement Project and replacement of the sheriff’s dispatch console. (F1, F5, F10)

Response: Will Implement

Score: +1

R1, R2 П The following Recommendation(s) have not yet been implemented, but will be implemented in the future; attached, as required, is a time frame for implementation: GRAND JURY REPORT RESPONSE FORM PAGE TWO The following Recommendation(s) require further analysis, and attached, as required, is an explanation and the scope and parameters of the planned analysis, and a time frame for the matter to be prepared, discussed and approved by the officer and/or director of the agency or department being investigated or reviewed: (This time frame shall not exceed six (6) months from the date of pu...

With an increasing ECS failure rate, as shown in the graph on , every emergency the County faces puts first responders at even greater risk.

Response: Agree Score: +1

Over the past few years, TP difference between projected revenue and actual revenue collected has been increasing. The Board of Supervisors agrees with this finding with the clarification that the difference between projected revenue and actual revenue collected varies from year to year and is dependent on the outstanding balance of prior year delinquencies and current payments received.

“the BOS appoint an individual or committee to establish procedures to receive suggestions regarding upgrades to the system, to evaluate any new or expanded uses and to initiate planning and budgeting for such improvement that are found to have merit”. The 2019-2020 GJ found no official record of meetings of any such committee in the past eight years.

Response: Will Implement

Score: +1

R2 П The following Recommendation(s) have not yet been implemented, but will be implemented in the future; attached, as required, is a time frame for implementation: GRAND JURY REPORT RESPONSE FORM PAGE TWO The following Recommendation(s) require further analysis, and attached, as required, is an explanation and the scope and parameters of the planned analysis, and a time frame for the matter to be prepared, discussed and approved by the officer and/or director of the agency or department being investigated or reviewed: (This time frame shall not exceed six (6) months from the date of public...

There is substantial building degradation at the remote sites (vaults), and deferring the needed site upgrades puts any new ECS equipment in jeopardy.

Response: Agree Score: +1

. The County is responsible for 100% payment to SDs of the projected revenue despite collected taxes. The Board of Supervisors agrees with this finding. F4. The County's fiscal responsibility for the TP account could impact law enforcement, labor and County services. The Board of Supervisors agrees with this finding with the explanation that when payments for past delinquent taxes, penalties and interest received by the County in any fiscal year exceed the amount of current delinquencies and interest paid out there is more discretionary revenue in the County budget to be used for law enfor...

Response: Implemented

Scheduled: Fiscal Year 2016 Score: 0

I have completed the above responses, and have attached, as required the following number of pages to this response form: Number of Pages attached: 5 I understand that responses to Grand Jury Reports are public records. They will be posted on the Grand Jury website: www.mendocinocounty.org/government/grand-jury. The clerk of the responding agency is required to maintain a copy of the response. I understand that I must submit this signed response form and any attachments as follows: First Step: E-mail in pdf file format to: The Grand Jury Foreperson at: <a href="mailto:grandjury@mendocinocounty...

Response: Unknown Score: 0

, fluctuations in Teeter Plan payments may result in incremental increases or decreases to the County's discretionary revenue. However, the County budget is made up of many revenue streams so a temporary deficit in the Teeter Plan will not result in a County budget deficit.

Response: Agree Score: +1

An Investment Review Committee (aka Debt Committee) was established to provide direction on the impact of the TP on the County budget. TP performance was found to be normal and required no specific oversight at this time. The Board of Supervisors agrees with this finding.

By not actively pursuing chargebacks for co-location from participating entities at remote microwave sites, the County is losing a potential revenue stream to augment funding for the new system.

Response: Agree Score: +1

By not using the work order system consistently to track maintenance and repairs, there is no supporting documentation for accurate forecasting and budgeting. 6

Response: Agree Score: +1

I have reviewed the report and submit my responses to the RECOMMENDATIONS portion of the report as follows: <math>\boxtimes</math> The following Recommendation(s) have been implemented and attached, as required, is a summary describing the implemented actions: R1, R2 П The following Recommendation(s) have not yet been implemented, but will be implemented in the future; attached, as required, is a time frame for implementation: GRAND JURY REPORT RESPONSE FORM PAGE TWO The following Recommendation(s) require further analysis, and attached, as required, is an explanation and the scope and param...

Board of Supervisors

June 03, 2020 • 6 pages • 10 responses • Score: +8 (+8, 2, 0) View Details ▾

PDF

10 responses to findings and recommendations

Response: Disagree Partially Score: 0

, the Board of Supervisors IT ad hoc committee, consisting of Supervisors Williams and Gjerde, is currently tasked with presenting a cost recovery plan to apportion operating, capital and maintenance expenses to various state, federal and third party county microwave users. F7. By not using the work order system consistently to track maintenance and repairs, there is no supporting documentation for accurate forecasting and budgeting. The Board of Supervisors partially agrees with this finding. Consistent use of the work order system would have provided more reliable data for forecasting curr...

With an increasing ECS failure rate, as shown in the graph on , every emergency the County faces puts first responders at even greater risk.

Response: Agree Score: +1

agree with the Findings numbered: F2-F6, F8-F10 <math>\boxtimes</math> I (we) disagree wholly or partially with the Findings numbered below, and have attached a statement specifying any portion of the Finding that are disputed with an explanation of the reasons therefore.

There is substantial building degradation at the remote sites (vaults), and deferring the needed site upgrades puts any new ECS equipment in jeopardy.

Response: Agree Score: +1

deferring the needed site upgrades puts any new ECS equipment in jeopardy. The Board of Supervisors agrees with this finding.

Response: Agree Score: +1

The current BOS faces a planning scenario similar to the 2007 and 2009 BOS, including impending risks to funding due to the current economic situation. Tabling funding for the new microwave system and infrastructure upgrades a second time will impact Mendocino County residents' safety. The Board of Supervisors agrees with this finding. By not actively pursuing chargebacks for co-location from participating entities at

By not actively pursuing chargebacks for co-location from participating entities at remote microwave sites, the County is losing a potential revenue stream to augment funding for the new system.

Response: Agree Score: +1

By not using the work order system consistently to track maintenance and repairs, there is no supporting documentation for accurate forecasting and budgeting. 6

Response: Disagree Partially Score: 0

By not using the work order system consistently to track maintenance and repairs, there is no supporting documentation for accurate forecasting and budgeting. The Board of Supervisors partially agrees with this finding. Consistent use of the work order system would have provided more reliable data for forecasting current maintenance costs, but future costs will likely not follow the historic trend due to age of equipment and lack of vendor repair/parts support. The accurate forecast will result from replacement scheduled outlined by the IT Master Plan and supporting documentation from County I...

Response: Agree Score: +1

The lack of cross training within IS and little formal documentation of maintenance procedures put the ECS at risk by leaving the department without a sufficient number of qualified technicians to manage the County's investment. The Board of Supervisors agrees with this finding. The concern is understated. F10. While the GJ found budgeted line items for Phase 2, Phase 3, and the sheriff's console relocation and replacement, in the IT Master Plan it found no evidence of committed funding by the BOS. This leaves all residents and first responders vulnerable. The Board of Supervisors agrees with...

F10

Response: Agree Score: +1

Board of Supervisors

June 03, 2020 • 4 pages • 4 responses • Score: +3 (+3, 1, 0) View Details ▾

PDF

4 responses to findings and recommendations

With an increasing ECS failure rate, as shown in the graph on , every emergency the County faces puts first responders at even greater risk.

Response: Agree Score: +1

agree with the Findings numbered: F2, F4 ____ <math>\boxtimes</math> I (we) disagree wholly or partially with the Findings numbered below, and have attached a statement specifying any portion of the Finding that are disputed with an explanation of the reasons therefore.

Response: Agree Score: +1

Response: Disagree Partially Score: 0

I have reviewed the report and submit my responses to the RECOMMENDATIONS portion of the report as follows: The following Recommendation(s) have been implemented and attached, as required, is a summary describing the implemented actions: The following Recommendation(s) have not yet been implemented, but will be implemented in the future; attached, as required, is a time frame for implementation: GRAND JURY REPORT RESPONSE FORM AUGM TO F PAGE TWO The following Recommendation(s) require further analysis, and attached, as required, is an explanation and the scope and para...

Response: Will Implement

Score: +1