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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.
Orange County Grand Jury
• 2014-2015
Orange County Real Estate: Do They Know What They Have?
⚠️ 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 4 findings
F1
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While the Board of Supervisors has officially recognized the need to have REPORT comprehensive management of County real estate, there does not appear to 14 exist any sense of priority or urgency in the County relative to the development of a complete, up-to-date database. REPORT
F2
Page 84
Management of County real estate assets is decentralized, and individual 15 departments track property under their purview. REPORT 16 2014-2015 Orange County Grand Jury REPORT 1 Orange County Real Estate: Do They Know What They Have? REPORT
F3
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The County does not have a single, comprehensive, accurate real estate 2 database with information that can be used by the County departments.
F4
Page 85
Having a comprehensive County real estate database would be beneficial in REPORT managing County real estate assets and support prudent decision making. RECOMMENDATIONS REPORT In accordance with California Penal Code sections 933 and 933.05, the 2014- 4 2015 Grand Jury requires (or, as noted, requests) responses from each agency affected by the recommendations presented in this section. The responses are to be submitted REPORT to the Presiding Judge of the Superior Court. Based on its investigation of Real Estate in Orange County, the 2014-2015 REPORT Orange County Grand Jury makes the following three recommendations: 6
Recommendations 14
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R1Page 85The County should create a regularly updated database that includes information that will improve the stewardship of County real estate. This database should REPORT include a comprehensive, uniform list of data elements so that all County 7 departments can benefit from its use. The Grand Jury recommends the following data items be included at a minimum: REPORT 8 1. Building address 2. Assessor’s Parcel Number 3. Description of property REPORT 4. Date of acquisition 9 5. Building Number 6. Relationship to other properties, if appropriate REPORT 7. Property size: 10 a. Building square footage b. Leased space square footage REPORT c. Land square footage or acres 11 8. Condition of land or building (e.g., not suitable for building, not suitable for building occupancy, refurbishing, open land, reserved open space) REPORT 9. Occupancy and use of buildings by square footage 12 10. Non-occupied space by square footage 11. Ownership details, such as: a. County of Orange owned REPORT b. Owned under Orange County Flood Control District (OCFCD) 13 c. Leased to County by private owner d. Leased to OCFCD by private owner REPORT e. Leased to private party by the County of Orange 14 f. Leased to private party by the OCFCD 12. Contract terms for County income-generating property REPORT 13. Maintenance information, including responsibility 15 14. Lease terms, such as: a. Start and end dates REPORT b. Monthly lease payments 16 2014-2015 Orange County Grand Jury REPORT Orange County Real Estate: Do They Know What They Have? 1 REPORT c. Cost per square foot 2 d. Restrictions e. Options 15. Is the property vacant land or open space? REPORT 16. Is the property not available for use? If so, why? 3 17. Transaction Value 18. Depreciated Value REPORT 19. Information on upgrades, remodeling 4 20. Insurance coverage 21. Environmental risks such as asbestos, underground storage tanks or soil REPORT contamination 5 22. Deed Restrictions (F.2., F.3., F.4.) REPORT 6
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R2Page 86The County should establish a person or position to be accountable for the ongoing accuracy of the real estate database. The County should also consider REPORT the feasibility of performing an annual inventory of the County’s real estate to 7 help to ensure the information in the database is accurate. (F.3., F.4.)
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R3Page 86The County should establish a timeline with realistic deadlines for its project to REPORT create and populate a comprehensive real estate database. This timeline should 8 include target completion dates for major stages of the project. (F.1.) REPORT REQUIRED RESPONSES 9 The California Penal Code section 933 requires the governing body of any public agency which the Grand Jury has reviewed, and about which it has issued a final report, REPORT to comment to the Presiding Judge of the Superior Court on the findings and 10 recommendations pertaining to matters under the control of the governing body. Such comment shall be made no later than 90 days after the Grand Jury publishes its report REPORT (filed with the Clerk of the Court). Additionally, in the case of a report containing findings 11 and recommendations pertaining to a department or agency headed by an elected County official (e.g. District Attorney, Sheriff, etc.), such elected official shall comment on the findings and recommendations pertaining to matters under that elected official’s REPORT control to the Presiding Judge with an information copy sent to the Board 12 of Supervisors. REPORT Furthermore, California Penal Code section 933.05 (a), (b), (c), details, as 13 follows, the manner in which such comment(s) are to be made: (a) As to each Grand Jury finding, the responding person or entity shall indicate REPORT one of the following: 14 (1) The respondent agrees with the finding. REPORT (2) The respondent disagrees wholly or partially with the finding, in which 15 case the response shall specify the portion of the finding that is disputed and shall include an explanation of the reasons therefore. REPORT 16 2014-2015 Orange County Grand Jury REPORT 1 Orange County Real Estate: Do They Know What They Have? REPORT (b) As to each Grand Jury recommendation, the responding person or entity shall 2 report one of the following actions: (1) The recommendation has been implemented, with a summary regarding REPORT the implemented action. 3 (2) The recommendation has not yet been implemented, but will be REPORT implemented in the future, with a time frame for implementation. 4 (3) The recommendation requires further analysis, with an explanation and the scope and parameters of an analysis or study, and a time frame for REPORT the matter to be prepared for discussion by the officer or head of the 5 agency or department being investigated or reviewed, including the governing body of the public agency when applicable. This time frame REPORT shall not exceed six months from the date of publication of the Grand Jury 6 report. REPORT (4) The recommendation will not be implemented because it is not warranted 7 or is not reasonable, with an explanation therefore. (c) If a finding or recommendation of the Grand Jury addresses budgetary or REPORT personnel matters of a County agency or department headed by an elected 8 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 REPORT of Supervisors shall address only those budgetary /or personnel matters over 9 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. REPORT 10 Comments to the Presiding Judge of the Superior Court in compliance with Penal Code section 933.05 are required from: REPORT 11 Responses Required: Board of Supervisors (BOS): F.1., F.2., F.3., F.4., R.1., R.2., R.3. REPORT 12 Responses Requested: REPORT 13 County Executive Officer (CEO): F.1., F.2., F.3., F.4., R.1., R.2., R.3. REPORT Chief Real Estate Officer (CREO): F.1., F.2., F.3., F.4., R.1., R.2., R.3. REPORT 15 REPORT 16 2014-2015 Orange County Grand Jury REPORT Orange County Real Estate: Do They Know What They Have? 1 REPORT REFERENCES 2 Alliant Insurance Services. (n.d.). CSAC-EIA property schedule: Orange County. Newport Beach, CA: Author. REPORT Flock, E. (2012, June 15). Thousands of costly federal buildings lie unused-And 3 problem could be worse than we thought. U.S. News & World Report. Retrieved from of-costly-federal-buildings-lie-unused--and-problem-could-be-worse-than- REPORT we-thought. Ingraham, C. (2014, March 14). The U.S. government owns thousands of unused REPORT buildings it doesn’t know what to do with. Washington Post. Retrieved from 5 http://www.washingtonpost.com/blogs/wonkblog/wp/2014/03/14/the-u-s- government-owns-thousands-of-unused-buildings-it-doesnt-know-what-to-do- with/ REPORT 6 LA Consulting. (2012, May). Orange County Public Works: OC Facilities & Real Estate: Operations. Final report. Manhattan Beach, CA: Author. REPORT 7 Orange County Executive Office. (2014, September 24). Organizational chart (Budget control & position unit no. 017-6050). Santa Ana, CA. Author REPORT 8 REPORT 9 REPORT 10 REPORT 11 REPORT 12 REPORT 13 REPORT 14 REPORT 15 REPORT 16 2014-2015 Orange County Grand Jury
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R4Page 78Date of acquisition 9
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R6Page 78Relationship to other properties, if appropriate REPORT
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R7Page 78Property size: 10 a. Building square footage b. Leased space square footage REPORT c. Land square footage or acres 11 8. Condition of land or building (e.g., not suitable for building, not suitable for building occupancy, refurbishing, open land, reserved open space) REPORT 9. Occupancy and use of buildings by square footage 12 10. Non-occupied space by square footage
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R11Page 78Ownership details, such as: a. County of Orange owned REPORT b. Owned under Orange County Flood Control District (OCFCD) 13 c. Leased to County by private owner d. Leased to OCFCD by private owner REPORT e. Leased to private party by the County of Orange 14 f. Leased to private party by the OCFCD
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R12Page 78Contract terms for County income-generating property REPORT 13. Maintenance information, including responsibility 15 14. Lease terms, such as: a. Start and end dates REPORT b. Monthly lease payments 16 2014-2015 Orange County Grand Jury REPORT Orange County Real Estate: Do They Know What They Have? 1 REPORT c. Cost per square foot 2 d. Restrictions e. Options
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R15Page 78Is the property vacant land or open space? REPORT
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R16Page 78Is the property not available for use? If so, why? 3
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R18Page 78Depreciated Value REPORT
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R19Page 78Information on upgrades, remodeling 4
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R21Page 78Environmental risks such as asbestos, underground storage tanks or soil REPORT contamination 5
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R22Page 78Deed Restrictions (F.2., F.3., F.4.) REPORT 6 R.2. The County should establish a person or position to be accountable for the ongoing accuracy of the real estate database. The County should also consider REPORT the feasibility of performing an annual inventory of the County’s real estate to 7 help to ensure the information in the database is accurate. (F.3., F.4.) R.3. The County should establish a timeline with realistic deadlines for its project to REPORT create and populate a comprehensive real estate database. This timeline should 8 include target completion dates for major stages of the project. (F.1.) REPORT
Agency Responses 4
Government agencies' official responses to this report's findings and recommendations. Click on a response to see the structured breakdown.