El Dorado County Grand Jury
• 2018-2019
• Agency Response
El Dorado County Board of Supervisors Response to
⚠️ 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 7 findings
F1
Page 7
Underspending of MHSA funds is a State-wide issue, although a few counties have managed to fully utilize funds provided under this program. The Board of Supervisors agrees with the finding.
Related Recommendations (1)
R1
Page 9
The County should contact Counties who have been successful in spending MHSA funds in a timely manner to determine if there are best practices that might be used to better utilize MHSA funds. This recommendation has not been implemented, but will be implemented within the next two months. Behavioral Health will contact Santa Cruz, Sonoma and Tuolumne Counties to inquire about their lessons learned and what practices could be implemented in El Dorado County to better expend all funds.
F2
Page 7
The County’s MHSA Project Team has taken some actions to minimize the risk of reversion of MHSA funds. The Board of Supervisors agrees with the finding. Specifically, MHSA Innovation funds have been at risk of reversion, and the MHSA Project Team has recommended adding one new project, expanding an existing project, and opting into two statewide Innovation projects for FY 2019-20 to address local needs while spending down at-risk funds. These are all still pending approval from the Mental Health Services Oversight and Accountability Commission (MHSOAC).
Related Recommendations (1)
R2
Page 9
The Chief Administrative Officer, the Director of Health and Human Services the County Auditor-Controller and the Director of Human Resources should review County budgeting and personnel philosophies, strategies, and procedures to ensure that these administrative functions fully support the timely expenditure of MHSA funds. This recommendation has not been implemented, but will be implemented within the next three months. The Director of Health and Human Services and the Director of Human Resources are looking into the factors impacting Clinician recruitment and retention and will be developing recommendations to improve those processes. The departments identified by the Grand Jury are consistently working to improve efficiency and effectiveness of County processes and procedures, and the departments will make a separate effort to review those processes and procedures relative to the unique challenges facing the Mental Health Services Act program and funding.
F3
Page 7
There are systemic and persistent issues in hiring and retaining County mental health employees that impact the timely expenditure of MHSA funds. The Board of Supervisors agrees with the finding. The Health and Human Services Department reports the following status of recruitment and retention efforts, as of May 2019: Since 2016 Behavioral Health has conducted 38 recruitments and has had 30 o separations. Overall, the Department has experienced a 109% turnover in Mental Health Clinician positions. Behavioral Health had 18.5 filled Clinician positions and 12 vacancies. o 12 of the 18.5 filled positions were still interns and not qualified for professional o licensure yet. Statewide there is a shortage of medical professionals and there is increasing o demand for licensed mental health clinicians.
Related Recommendations (1)
R3
Page 9
The Chief Administrative Officer, the Director of Health and Human Services, the County Auditor-Controller, and the Procurement and Contracts Division Purchasing Agent should review County contracting strategies and procedures to ensure that these administrative functions fully support the timely expenditure of MHSA funds. This recommendation has not been implemented, but will be implemented within the next three months. As stated in Recommendation 2, above, the departments identified by the Grand Jury are consistently working to improve efficiency and effectiveness of County processes and procedures, and the departments will make a separate effort to review those processes and procedures relative to the unique challenges facing the Mental Health Services Act program and funding. #18-03: Jail and Juvenile Detention Centers Inspections The 2018-2019 Grand Jury conducted inspections of the County’s Jails and Juvenile Detention Centers. The Grand Jury did not request a response from the Board of Supervisors. The Grand Jury invited a response from the Chief Probation Officer regarding Juvenile Detention Centers, but did not require one. Because the response was optional, the Chief Probation Officer declined to submit a response. Pursuant to Penal Code §933.05 subdivision (c), if a finding or recommendation of the grand jury addresses a county agency or department headed by an elected officer, the Board of Supervisors shall respond if requested by the Grand Jury. However, the response shall address only those budgetary or personnel matters over which the Board has some decision making authority. The elected Sheriff has submitted his response, which is attached to this report as Attachment A. No findings or recommendations address budgetary or personnel matters over which the Board has some decision making authority; therefore, no response has been submitted from the Board of Supervisors. The Board of Supervisors supports the response from the elected Sheriff. Penal Code §933.05 subdivision (c): However, if a finding or recommendation of the grand jury addresses budgetary or personnel matters of a county agency or department headed by an elected officer, both the agency or department head and the board of supervisors shall respond if requested by the grand jury, but the response of the board of supervisors shall address only those budgetary or personnel matters over which it has some decision making authority. The response of the elected agency or department head shall address all aspects of the findings or recommendations affecting his or her agency or department. #18-06: A Fair Review The 2018-2019 Grand Jury conducted a review of the Agreement between the El Dorado County Fair Association and El Dorado County and related documents, providing for the annual County Fair and other related activities. The Grand Jury has requested a response from the Board of Supervisors to all Findings and Recommendations. The El Dorado County Board of Supervisors is the only named respondent to this report.
F4
Page 8
The El Dorado County budgeting philosophy puts County MHSA funds at risk of reversion. The Board of Supervisors disagrees with the finding. The County budgeting approach is to represent the full obligation and anticipated revenues for all County programs and services. If the Department were to budget at less than the County’s obligated expenditures, this could lead to financial and budget complications during the fiscal year. Furthermore, actual expenses are not influenced by the County budgeting approach, but by other challenges that are described in the Grand Jury Report. Through the county budgeting process, the Department budgets 100% of anticipated annual plan expenditures, based on the approved plan budget. Due to a variety of reasons, including vacancies in budgeted positions, expenditures rarely reach this level, creating “plan savings.” The Department uses forecasting tools separate from the annual County budget, and holds routine discussions regarding how to manage and use plan savings.
No recommendations for this finding
F5
Page 8
The County’s contracting procedures are complex and time-consuming. This allows less time for contractors to assist staff in developing and implementing programs, putting County MHSA funds at risk of reversion. The Board of Supervisors agrees with the finding. Due to contracting processes that are required to be followed by public agencies, as well as the complexity of developing and implementing new public service programs, it can take several months to conduct a competitive procurement process and at times additional months are needed to negotiate and execute final contracts. Once contracts are in place, additional start-up time is necessary for contractors to build and implement programs for MHSA.
No recommendations for this finding
F6
Page 12
El Dorado County is inattentive to the El Dorado County Fair Association’s management of the fair and fairgrounds. The Board of Supervisors disagrees with this finding. The Board of Supervisors and the Chief Administrative Office provide oversight to the El Dorado County Fair Association by appointing five members to the Fair Association’s Board of Directors, through annual review and approval of the Fair Association’s budget, and by attendance at the Fair Association’s annual luncheon and presentation.
No recommendations for this finding
F7
Page 12
El Dorado County Government has assumed liability for all fair activities and operations without any direct financial benefit. The Board of Supervisors agrees with this finding. The County understands that the fair activities and operations provide a valuable public benefit to the community in providing a place for community events and celebrations as well as open grounds for walking and recreation. While the County agrees with this finding, it should be noted that contracting with the Fair Association to manage the day-to-day operations of the Fair and Fair properties allows for the County to not maintain a separate management and administration division dedicated to these activities. If the County were to assume the role of Fair management and administration, a new operating division would need to be created within County government and additional County positions would need to be added.
No recommendations for this finding