Orange County Real Estate: Do They Know What They Have?

Recommendations 17

• R1
  The County should create a regularly updated database that includes information that will improve the stewardship of County real estate. This database should include a comprehensive, uniform list of data elements so that all County departments can benefit from its use. The Grand Jury recommends the following data items be included at a minimum: 1. Building address 2. Assessor’s Parcel Number 3. Description of property 4. Date of acquisition 5. Building Number 6. Relationship to other properties, if appropriate 7. Property size: a. Building square footage b. Leased space square footage c. Land square footage or acres 8. Condition of land or building (e.g., not suitable for building, not suitable for building occupancy, refurbishing, open land, reserved open space) 9. Occupancy and use of buildings by square footage 10. Non-occupied space by square footage 11. Ownership details, such as: a. County of Orange owned b. Owned under Orange County Flood Control District (OCFCD) c. Leased to County by private owner d. Leased to OCFCD by private owner e. Leased to private party by the County of Orange f. Leased to private party by the OCFCD 12. Contract terms for County income-generating property 13. Maintenance information, including responsibility 14. Lease terms, such as: a. Start and end dates b. Monthly lease payments c. Cost per square foot d. Restrictions e. Options 15. Is the property vacant land or open space? 16. Is the property not available for use? If so, why? 17. Transaction Value 18. Depreciated Value 19. Information on upgrades, remodeling 20. Insurance coverage 21. Environmental risks such as asbestos, underground storage tanks or soil contamination 22. Deed Restrictions (F.2., F.3., F.4.)
• R2
  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 the feasibility of performing an annual inventory of the County’s real estate to help to ensure the information in the database is accurate. (F.3., F.4.)
• R3
  The County should establish a timeline with realistic deadlines for its project to create and populate a comprehensive real estate database. This timeline should include target completion dates for major stages of the project. (F.1.) REQUIRED RESPONSES 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, to comment to the Presiding Judge of the Superior Court on the findings and 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 (filed with the Clerk of the Court). Additionally, in the case of a report containing findings 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 control to the Presiding Judge with an information copy sent to the Board of Supervisors. Furthermore, California Penal Code section 933.05 (a), (b), (c), details, as 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 one of the following: (1) The respondent agrees with the finding. (2) The respondent disagrees wholly or partially with the finding, in which case the response shall specify the portion of the finding that is disputed and shall include an explanation of the reasons therefore. (b) As to each Grand Jury recommendation, the responding person or entity shall report one of the following actions: (1) The recommendation has been implemented, with a summary regarding the implemented action. (2) The recommendation has not yet been implemented, but will be implemented in the future, with a time frame for implementation. (3) The recommendation requires further analysis, with an explanation and the scope and parameters of an analysis or study, and a time frame for the matter to be prepared for discussion by the officer or head of the agency or department being investigated or reviewed, including the governing body of the public agency when applicable. This time frame shall not exceed six months from the date of publication of the Grand Jury report. (4) The recommendation will not be implemented because it is not warranted or is not reasonable, with an explanation therefore. (c) 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. Comments to the Presiding Judge of the Superior Court in compliance with Penal Code section 933.05 are required from: Responses Required: Board of Supervisors (BOS): F.1., F.2., F.3., F.4., R.1., R.2., R.3. Responses Requested: County Executive Officer (CEO): F.1., F.2., F.3., F.4., R.1., R.2., R.3. Chief Real Estate Officer (CREO): F.1., F.2., F.3., F.4., R.1., R.2., R.3.
• R6
  Relationship to other properties, if appropriate
• R7
  Property size: a. Building square footage b. Leased space square footage c. Land square footage or acres
• R8
  Condition of land or building (e.g., not suitable for building, not suitable for building occupancy, refurbishing, open land, reserved open space)
• R9
  Occupancy and use of buildings by square footage
• R10
  Non-occupied space by square footage
• R11
  Ownership details, such as: a. County of Orange owned b. Owned under Orange County Flood Control District (OCFCD) c. Leased to County by private owner d. Leased to OCFCD by private owner e. Leased to private party by the County of Orange f. Leased to private party by the OCFCD
• R12
  Contract terms for County income-generating property
• R13
  Maintenance information, including responsibility
• R14
  Lease terms, such as: a. Start and end dates b. Monthly lease payments c. Cost per square foot d. Restrictions e. Options
• R15
  Is the property vacant land or open space?
• R16
  Is the property not available for use? If so, why?
• R19
  Information on upgrades, remodeling
• R21
  Environmental risks such as asbestos, underground storage tanks or soil contamination
• R22
  Deed Restrictions (F.2., F.3., F.4.) 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 the feasibility of performing an annual inventory of the County’s real estate to 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 create and populate a comprehensive real estate database. This timeline should include target completion dates for major stages of the project. (F.1.)