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Findings and Recommendations 8 findings
F1
The Health and Safety Report and Fire Inspection Report were requesting the latest inspection reports. The result was an immediate not available upon request. response by the Public Health Department. An inspection took place in December 2012. The Local Fire Marshall directed us to the State Fire
Related Recommendations (1)
R1
The Auditor should be an integral part of the budget process and There is no policy to identify county-owned fixed assets of any value. attend all meetings as recommended in California Government Code. Modoc County Code 6.0 restricts the American Express Travel card R2. The Administrator, Auditor, and Board of Supervisors should usage for any of the following: follow policy regarding budget process as recommended in California Government Code. • Valet parking
F2
The hiring of female correctional officers is hindered by hiring Marshall who is responsible for this inspection. With difficulty, we were guidelines. The interviews determined that one female correctional able to contact a representative and an inspection is to take place this officer has been with the Modoc County Jail for 12 years. Female spring. extra-help and matrons are available. One of the non-compliant issues listed by the California Standards
Related Recommendations (1)
R2
Time and money should be budgeted to provide staff training and support. There needs to be supervision and accountability at all The Law Enforcement Committee began its review and inspection levels to ensure this is being done. As Modoc County Department by requesting documents. Some pertained to the county jail and they of Social Services begins the restructuring process, it is essential to included: take advantage of all agencies that provide technical assistance and support, including, but not limited to, the California Department of • Organizational chart Social Services, the University of California, Davis, associations and groups that offer networking opportunities for Eligibility Workers • Staff positions and salaries and Social Workers. Supervisors and Directors must also develop strategies and techniques that are non-confrontational but direct • Latest Correctional Standards Authority report (CSA) employees to follow department policy. • Latest local inspection reports
F3
The Sheriff’s Department uses volunteers and an extra-help Authority Report was: program and also actively seeks additional funding in order to meet state requirements. California Code of Regulations Title 15 requires “that whenever one (or more) female inmate is in custody, at least one female
Related Recommendations (1)
R3
Guidelines for positions should be developed that are clear, and concise. New hires should become versed in these guidelines prior to • Policy concerning non-compliance issues working on their own. A mentor system should be in place. One complaint was received in August 2012 concerning the physical
F4
Some of the Supervisors had toured the jail but not on a employee be immediately available and accessible.” consistent basis. At the time of the report it was stated that the jail operated with one male The outside condition of the sally port and sidewalks remain a correctional officer 24/7. The one required female correctional officer low priority considering the limited funds available. was not mentioned. Fire extinguisher recertification has not been done since 2011. The Modoc County Sheriff was interviewed in November 2012. His main concern was the lack of funding to operate within the state The jail sergeant was unaware of the missing Material Safety regulations for adequate correctional officer staffing. Funding for Data Sheets. an aging jail facility remains a continual problem. The Board of Supervisors budget cuts affect jail staffing. The Public Health Department is to perform an annual inspection.(California Health & Safety Code Section 101045). In December 2012, the Grand Jury interviewed the Board of Supervisors. In January 2013, the Grand Jury interviewed the Board of Supervisors The State Fire Marshall is to perform a biennial inspection. again due to the addition of newly elected members. The Modoc County (California Health and Safety Code Section 13146.l). Board of Supervisors had no knowledge of the available California Standards Authority Report. RECOMMENDATIONS MODOC COUNTY JAIL INSPECTION R1. Develop a policy requiring written documentation of all state and local required reports. The first inspection occurred in November 2012. Some of the issues were as follows: Modoc County Grand Jury Report, 2013 -
Related Recommendations (1)
R4
A committee consisting of all stakeholders could be formed to conditions of the jail. assess issues prior to the grievance process taking place. An interview with Modoc County Sheriff and a tour of the County Jail
F5
The Administration does not have a correct nor complete listing of departments had no input into the process, including the Auditor who is all county-owned vehicles. responsible for financial matters in the county.
Related Recommendations (1)
R5
Due to the ongoing state investigation, we suggest that the followed. This took place in November 2012. 2013-14 Grand Jury continue to investigate the Department of Social Local agencies were contacted by mail requesting the latest inspection Services. reports.
F6
There is no central control of county-owned vehicles. The Auditor supplied the Finance Committee with a 1996 salary equity review. During our department head interviews, many complained about
Related Recommendations (1)
R6
Material Safety Data Sheets should have a binder where the • County Salary Equity Review toxic materials and cleaners are stored. Suggest follow-up by the 2013-2014 Grand Jury. • County Owned Vehicles
F7
There is no inter-office transfer policy regarding vehicles moving salary equity for position responsibilities. from department to department. During the investigation of county-owned vehicles the Finance
Related Recommendations (1)
R7
Written reports by the Public Health Department should be sent • Fixed Assets Inventory & Control to the Modoc County Sheriff’s Department, the Modoc County Administrator, and the Grand Jury foreperson. Follow-up by the • County Issued American Express Travel Card 2013-2014 Grand Jury is suggested. The committee found that the budget process was not followed according REQUEST FOR RESPONSES to the published timeline. There has been no Salary Equity Review since 1996. There is not a complete and accurate listing of county-owned Pursuant to Penal Code Section 933.05, the Grand Jury requests vehicles. A complete and accurate listing of county-owned fixed assets responses as follows: does not exist. The county-issued American Express Travel card was misused. From the following individuals:
F8
Fixed Assets under $500 were not inventoried or controlled. Committee found that the vehicle information received from Administration was incomplete and inaccurate. F9. There is no accurate listing of fixed assets over $500. The Finance Committee found that some departments such as Social F10. The committee found the standard meal allowances were strictly Services and the Water Master had very complete vehicle records followed ($20 for dinner, $10 for lunch, $6 for breakfast) with no which were maintained by one person. Some other departments had receipts required. incomplete records. Some departments had adequate key security and some keys are kept in a basket on the counter. F11. The American Express Travel Card was used for office supplies, furniture, and services, against policy. The Committee discovered that fixed assets under $500 in value (including computers and furniture) were not inventoried or controlled. RECOMMENDATIONS Policy states that anything over $500 in value will be inventoried.
Related Recommendations (1)
R8
All county-owned assets need to be inventoried, marked, and • Fixed assets controlled. Modoc County Grand Jury Report, 2013 -
Additional Recommendations 3
These recommendations are not explicitly linked to specific findings.
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R9Fixed asset transfer policies should be established for each Package and the District Safety Policy for the current year. We also department. obtained information as to the organization of the different schools and programs in Modoc County.
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R10The county-issued American Express Travel card should be used for travel expenses only, no exceptions. The District Safety Plan is very complete concerning all emergency procedures. Our concern was the implementation of these emergency
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R11Travelers on county business should be required to produce procedures and emergency supplies listed in the package. receipts for meals and be paid accordingly with maximum limits enforced. A visit was made to Modoc High School, Modoc Middle School, Alturas Elementary, and Stronghold Juvenile Court School which confirmed that REQUEST FOR RESPONSES emergency supplies were not in a central location and very incomplete as to the items listed in the District Safety Policy. Pursuant to Penal Code section 933.05, the Grand Jury requests responses as follows: DISCUSSION From the following individuals: There are three school districts within Modoc County. Modoc Joint Unified School District, Surprise Valley Joint Unified School District, and Modoc County Administrative Officer (R1, R2, R4, R5, R6, R7, Tulelake Basin Joint Unified School District. Total enrollment is:
No Responses Found 2
Government entities assigned to respond to this report. No response documents have been linked in our database.
County of Modoc
Agency
Modoc County Board of Supervisors
Elected County Office