Solano County Grand Jury
• 2023-2024
An Analysis of Potential Conflict of Interest in the City of Fairfield
⚠️ 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 5 findings
F1
Employees considering a second job or outside activity for compensation or other personal gain, must have prior approval from the employee’s supervisor in order to rule out any conflict of interest. There is no evidence to ascertain whether the City of Fairfield enforces this policy.
Related Recommendations (2)
R1a
Create a Personnel Action Form for the employee to submit to their supervisor for advance written permission to take a second job, especially where that second job might be influenced by the employee’s current position with the City. Place the form indicating the final decision in the employee’s Official Personnel File. Documentation in lieu of verbal approval or denial would support the objective of the policy and protect the City and employee from any perceived presumption of wrongful conduct.
R1b
Remind employees annually in writing of the policy regarding moonlighting and other business activities.
F2
The City of Fairfield fails to ensure that required Form 700s are submitted and filed according to the California Political Reform Act and City regulations.
Related Recommendations (1)
R2
Follow-up to ensure all required Form 700s are submitted in accordance with the California Political Reform Act and City regulations.
F3
Form 700s are not reviewed by City officials to ensure that employees do not engage in any business or transaction that would have a financial or personal interest which could impair the employee’s independence or judgment in the performance of their official duties.
Related Recommendations (1)
R3
Review and evaluate Form 700s to determine whether the content contains information which could be interpreted as a conflict of interest.
F4
The completed Form 700s are placed in the City Clerk’s office drawer by year of filing, making it difficult to locate and determine if the required 700 is actually on file.
Related Recommendations (1)
R4
Place a copy of the Form 700 in the employee’s Official Personnel File, whether the form is manually filed or e-filed.
F5
Several sections of the City’s current Administrative Policy Manual are incomplete and inaccurate. Information provided to new employees is lacking in accuracy and refers to the Administrative Services Department and the Director of Administrative Services which are non- existent. In its current form the Manual cannot be totally relied upon by employees. It is further lacking in detail to protect the public and the City from potential conflict of interest activity by its employees.
Related Recommendations (2)
R5a
Correct, update and expand the Administrative Manual (issuance date of August 9, 2010) to include present policies, at a minimum: Chapter 100 – Administration Section 4 – Code of Ethics for City Employees Section 5 – Conflict of Interest Statements Chapter 200 – Administrative Services Section 1 – General Purpose Section 5 – New Employee Processing
R5b
Provide the revised Policy to the employees and post on-line. COMMENTS Grand Jury feels strongly that employees receive up-to-date and specific guidelines and procedures they can rely on, and there is oversight of those policies. Other inconsistencies in the Administrative Policy Manual were noted beyond those specifically addressed in the Findings and Recommendations.