San Joaquin County Grand Jury • 2007-2008 • Agency Response

Resolution No. 08 - 0340 Stockton City Council Resolution Approving the City of Stockton's Responses to the 2007-2008*

Published: August 20, 2008 18 pages
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Findings and Recommendations 14 findings

F1
Published policy and procedures do not exist for the City's Parking District (CPD). The respondent agrees with the finding.
Related Recommendations (1)
R1
Develop a system of assigning parking spaces on a first-come first-served basis free from political pressure or favoritism influencing the assignments. The recommendation will be implemented in 90-days. 2. Develop a policies and procedures manual for all CPD office employees and the parking attendants. The recommendation will be implemented in 90-days. 3. Develop and publish an internal training procedure to detail how parking spaces are assigned. 4. The recommendation will be implemented in 90-days. 5. Develop a procedure and documentation policy to ensure that all reasonable attempts are made to contact applicants on the waiting list. The recommendation will be implemented in 90-days. 6. Develop and publish a procedure for processing citizen complaints. The recommendation will be implemented in 90-days. PRESIDING JUDGE OF THE SUPERIOR COURT August 20, 2008 7. Provide cross training to insure continuous operation of the CPD. The recommendation will be implemented in 90-days. 8. Develop a "checks and balances" system for the reconciling of cash receipts collected from the parking garages to include two persons and also provide for daily processing of those receipts, in the absence of the supervisor or other person, in accordance with accepted accounting practices. The recommendation will be implemented in 90-days. 9. Develop a two-part receipt for applicants to validate the date and time of application. The recommendation will be implemented in 90-days. 10. Post a large map in the CPD office lobby to identify the location of available parking areas. This map is currently being reproduced, and will be installed in the lobby and in City structured parking lots within 30-days. 11. Update the parking assignments at least monthly. The recommendation will be implemented in 90-days. 12. Develop a backup system for the computer that tracks the automated garages. Have the IT department develop a disaster recovery procedure in the event of a catastrophic failure. The recommendation will be implemented in 90-days. 13. Insure that all programs are operated on a secure server not accessible by other departments. The recommendation has been implemented. All programs are now operated on a secure server and only accessible by Central Parking District staff. 14. Develop a program that allows online applications, payments, and issuance of parking passes to accommodate anticipated future growth. The recommendation requires further analysis. The City's Information Technology Director is now researching software programs to replace the City's existing financial management software. Central Parking District staff will work with the Information Technology Director to investigate available technology to PRESIDING JUDGE OF THE SUPERIOR COURT August 20, 2008 implement an on-line program that will allow for on-line applications, payments, and issuance of parking passes. Staff will work to accomplish this , although the City's procurement process, as well as identifying a funding source, may result in additional time to install the program, train staff to use the new software, etc. Respectfully submitted, flad helf J. GORDON PALMER, JR. CITY MANAGER JGP:PB:TB ::ODMA\GRPWISE\COS.CM.CM_Library:77526.1 . CITY STOCKTON O F OFFICE OF THE CITY MANAGER City Hall • 425 N. El Dorado Street • Stockton, CA 95202-1997 • 209/937-8212 • Fax 209/937-7149 www.stocktongov.com August 20, 2008 Presiding Judge San Joaquin County Superior Court 222 East Weber Avenue Stockton, CA 95202 CITY OF STOCKTON RESPONSE FINAL REPORT STOCKTON POLICE DEPARTMENT In accordance with Section 933.05 of the California Penal Code, the City Council of the City of Stockton responds to the Grand Jury Report on the above-referenced case as follows:
F2
No policies and procedures document is available to describe the duties and responsibilities of the CPD employees. The respondent agrees with the finding.
Related Recommendations (1)
R2
Develop a policies and procedures manual for all CPD office employees and the parking attendants. The recommendation will be implemented in 90-days.
F3
No policies and procedures document is available to describe the process used to assign parking spaces. Some individuals were given parking spaces out of sequence for no justifiable reason. The respondent agrees with the finding. Stockton 20041999 PRESIDING JUDGE OF THE SUPERIOR COURT August 20, 2008
Related Recommendations (1)
R3
Develop and publish an internal training procedure to detail how parking spaces are assigned.
F4
CPD waiting lists are maintained within a non-secure Excel spreadsheet program that can be easily manipulated by other city employees. There is no way to track changes or deletions to the list. The respondent agrees with the finding.
No recommendations for this finding
F5
Minimal attempts were made to contact individuals on the waiting list who may have relocated positions, but still work within the specific agency. The respondent agrees with the finding.
Related Recommendations (1)
R5
Develop a procedure and documentation policy to ensure that all reasonable attempts are made to contact applicants on the waiting list. The recommendation will be implemented in 90-days.
F6
The CPD seems to lack oversight from the Redevelopment Director. There are no regularly scheduled meetings between the Supervisor and Redevelopment Director to discuss matters related to the CPD. The respondent agrees with the finding.
Related Recommendations (1)
R6
Develop and publish a procedure for processing citizen complaints. The recommendation will be implemented in 90-days. PRESIDING JUDGE OF THE SUPERIOR COURT August 20, 2008
F7
The operation and activities of the CPD office appear to rest solely on the decisions of the CPD Supervisor with very little accountability to, or direction from, the Redevelopment Director. The respondent agrees with the finding.
Related Recommendations (1)
R7
Provide cross training to insure continuous operation of the CPD. The recommendation will be implemented in 90-days.
F8
There is no procedure or escalation path in place for the effective handling of any citizen complaints beyond the CPD Supervisor. The respondent agrees with the finding.
Related Recommendations (1)
R8
Develop a "checks and balances" system for the reconciling of cash receipts collected from the parking garages to include two persons and also provide for daily processing of those receipts, in the absence of the supervisor or other person, in accordance with accepted accounting practices. The recommendation will be implemented in 90-days.
F9
A map is not posted in the CPD office lobby to orient applicants as to the location of the available parking areas. The respondent agrees with the finding.
Related Recommendations (1)
R9
Develop a two-part receipt for applicants to validate the date and time of application. The recommendation will be implemented in 90-days.
F10
The reconciliation of cash receipts collected by the parking garages and lots are done exclusively by the CPD Supervisor. In her absence, the cash receipts are neither reconciled nor forwarded to the City Treasurer. The respondent agrees with the finding.
Related Recommendations (1)
R10
Post a large map in the CPD office lobby to identify the location of available parking areas. This map is currently being reproduced, and will be installed in the lobby and in City structured parking lots within 30-days.
F11
Applicants for parking spaces are not routinely given a receipt to validate the date and time they applied to go on a waiting list. The respondent agrees with the finding. PRESIDING JUDGE OF THE SUPERIOR COURT August 20, 2008
Related Recommendations (1)
R11
Update the parking assignments at least monthly. The recommendation will be implemented in 90-days.
F12
Although parking spaces become available, the waiting list is updated but parking spaces are assigned only quarterly. The respondent agrees with the finding.
Related Recommendations (1)
R12
Develop a backup system for the computer that tracks the automated garages. Have the IT department develop a disaster recovery procedure in the event of a catastrophic failure. The recommendation will be implemented in 90-days.
F13
The computer system that tracks the activity of the automated parking garages is not routinely backed up. In the event of a server failure all data must be restored manually leading to long delays and possible mistakes. The respondent agrees with the finding.
Related Recommendations (1)
R13
Insure that all programs are operated on a secure server not accessible by other departments. The recommendation has been implemented. All programs are now operated on a secure server and only accessible by Central Parking District staff.
F14
There is no online process to allow applicants to apply for parking permits or access the status of their applications. The respondent agrees with the finding.
Related Recommendations (1)
R14
Develop a program that allows online applications, payments, and issuance of parking passes to accommodate anticipated future growth. The recommendation requires further analysis. The City's Information Technology Director is now researching software programs to replace the City's existing financial management software. Central Parking District staff will work with the Information Technology Director to investigate available technology to PRESIDING JUDGE OF THE SUPERIOR COURT August 20, 2008 implement an on-line program that will allow for on-line applications, payments, and issuance of parking passes. Staff will work to accomplish this , although the City's procurement process, as well as identifying a funding source, may result in additional time to install the program, train staff to use the new software, etc. Respectfully submitted, flad helf J. GORDON PALMER, JR. CITY MANAGER JGP:PB:TB ::ODMA\GRPWISE\COS.CM.CM_Library:77526.1 . CITY STOCKTON O F OFFICE OF THE CITY MANAGER City Hall • 425 N. El Dorado Street • Stockton, CA 95202-1997 • 209/937-8212 • Fax 209/937-7149 www.stocktongov.com August 20, 2008 Presiding Judge San Joaquin County Superior Court 222 East Weber Avenue Stockton, CA 95202 CITY OF STOCKTON RESPONSE FINAL REPORT STOCKTON POLICE DEPARTMENT In accordance with Section 933.05 of the California Penal Code, the City Council of the City of Stockton responds to the Grand Jury Report on the above-referenced case as follows:

* This report's PDF did not contain easily extractable text and required Optical Character Recognition (OCR) for analysis. There may be minor errors in the extracted findings and recommendations due to OCR limitations with scanned documents.