Ventura County Grand Jury • 2007-2008

Ventura County Hall of Administration: Safety, Security, and Executive Protection

Published: July 18, 2008 14 pages
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Findings and Recommendations 38 findings

F01
The east facing main entrance of the County Hall of Administration (HOA) has two entrances. One entrance consists of a manual pull glass door. The other entrance is an automatic glass sliding double door through which most of the traffic occurs. Next to the manual pull glass door is a decal warning sign that warns persons who enter that weapons, e.g., pistols or knives, are not allowed in the building pursuant to §171(b) of the California Penal Code (CPC).
No recommendations for this finding
F02
The north entrance consists of two glass manual pull doors that are unlocked during normal business hours. There is no weapon advisory decal affixed at this entrance. There is signage on the door advising the public to use the west facing main entrance.
No recommendations for this finding
F03
Located inside the main lobby of the HOA is an information kiosk staffed by a contract security guard during normal business hours. Hall of Administration: Safety, Security & Exec Prot
No recommendations for this finding
F04
The location of the kiosk does not allow the guards to have visual screening of persons entering and exiting from either entrance of the building.
No recommendations for this finding
F05
The kiosk was observed to be unattended on several occasions.
No recommendations for this finding
F06
Multiple observations were made of boxes and rolling carts being brought in and out of the HOA, via both entrances, without security overview.
No recommendations for this finding
F07
Ventura County Ordinance 4036 (effective July 1, 1993) regulates the use of County facilities. The ordinance does not address cell phone usage in public meetings in County buildings. Additionally, it does not regulate certain items that could be brought to a public meeting being held in a County building, e.g., amplified sound, food, drink, picket signs, or large posters. [Att-01]
No recommendations for this finding
F08
The manual glass entrance doors to the Ventura County Board of Supervisors (BOS) Chambers are located on the main floor of the HOA. There is a small decal affixed to the glass that reads cell phones and pagers are not permitted, and a free standing sign by the doors that prohibits food or drink.
No recommendations for this finding
F09
No security screening of individuals entering the chambers via the entrance foyer was conducted during observations of BOS public meetings.
No recommendations for this finding
F10
There is no designated person, acting in the capacity of Sergeant-at- Arms, present during BOS public meetings.
Related Recommendations (1)
R05
The BOS should request the Sheriff to assign a VCSD deputy to serve as a Sergeant-at-Arms for each public BOS meeting. (C-01, C-04)
F11
The dais where the Supervisors sit is not safeguarded with any protective ballistic shielding.
Related Recommendations (1)
R06
The dais where the Supervisors sit in BOS chambers should be modified to incorporate protective ballistic shielding. (C-01, C-04)
F12
There are no duress (panic) alarms where the Supervisors sit at the dais. Treasurer/Tax Collector/Public Guardian/Administrator
Related Recommendations (1)
R07
A duress (panic) alarm should be installed at the BOS Chairman’s position. (C-01, C-04) Treasurer/Tax Collector/Public Guardian/Administrator
F13
Offices of the Treasurer/Tax Collector/Public Guardian/Administrator (TTPG) are located in the northeast section of the main lobby of the HOA. There currently are forty-nine employees in this area.
No recommendations for this finding
F14
TTPG is responsible for its own security operations and planning in its designated office space and does not coordinate security planning or training with GSA, except for evacuation drills.
Related Recommendations (1)
R08
The TTPG should develop and disseminate detailed security plans for dealing with critical incidents for all TTPG employees; VCSD and GSA should be involved in the formation of these plans. These plans should be reviewed annually. (C-05, C-06)
F15
TTPG has no written in-house security plan or in-service training, other than for new employees that instructs them what to do during critical incidents, e.g., workplace violence, or an active shooter situation.
Related Recommendations (2)
R08
The TTPG should develop and disseminate detailed security plans for dealing with critical incidents for all TTPG employees; VCSD and GSA should be involved in the formation of these plans. These plans should be reviewed annually. (C-05, C-06)
R09
TTPG employees should receive in-service security training annually and regular updates. (C-05)
F16
A recently implemented department policy addresses cashier cash drawer limits and procedures to be followed in the event of a front counter robbery incident. This procedure has not been shared with the GSA or the VCSD. Hall of Administration: Safety, Security & Exec Protection 3
No recommendations for this finding
F17
Three walk-up counters are located at the offices of the TTPG: the first is located in the Treasury section and is a flat counter approximately 4.5 feet in height with two partitioned transaction sections. The second is a half-door approximately 3.5 feet in height with a transaction shelf for use by the Public Guardian/Administrator. The third is located in the Tax Collector section and is approximately 4.5 feet in height, with 5 individual partitioned transaction stations.
No recommendations for this finding
F18
A clear partial protective barrier was recently installed over the counters of the Treasurer and Tax Collector sections.
No recommendations for this finding
F19
Duress (panic) alarms are located at two of the main walk-up counters which are linked directly to VCSD. There is no duress (panic) alarm in the personal office of the Treasurer-Tax Collector.
Related Recommendations (1)
R11
The TTPG administrator should install a duress (panic) alarm in his office. (C-01)
F20
The three entrances into the internal office space of the TTPG consist of waist-high, non-reinforced doors.
Related Recommendations (1)
R13
The three entrance doors to the TTPG Department should be made more secure. (C-01) Clerk and Recorder
F21
TTPG offices employ an in-house security recording camera system. TTPG employees periodically view a six-image screen. This system is independent of GSA.
Related Recommendations (1)
R10
The TTPG should use the security resources of the GSA for video camera monitoring. (C-05)
F22
The TTPG conference room, located near an entrance door, serves as a cash count and balancing room for daily receipts. It is also used to inventory items retained in trust by the Public Guardian. This room is not monitored by a camera. Clerk and Recorder
Related Recommendations (1)
R12
A security camera should be installed inside the TTPG conference room to electronically monitor cash counting and property inventories. (C-01)
F23
Offices of the Clerk and Recorder are located in the northwest section of the main floor of the HOA. The staff of the Clerk and Recorder currently consists of fifty-five employees, most of who work on the main floor.
No recommendations for this finding
F24
Duress (panic) alarms are located at the front walk-up counter with two more at the front counter supervisors’ desks. The personal office of the Clerk and Recorder is also alarmed. These alarms are linked directly to the VCSD.
No recommendations for this finding
F25
Clerk and Recorder is responsible for security operations and planning. Security planning and training is not coordinated with GSA except for periodic workplace violence training arranged through the County Human Resources Department.
Related Recommendations (1)
R18
The Clerk and Recorder should coordinate security planning and operations with GSA. (C-05, C-06) Hall of Administration: Safety, Security & Exec Protection 7 Executive Offices
F26
Clerk and Recorder has an internal security plan for employees. Periodic in-house training on the plan addresses responses to critical incidents occurring within the office. Clerk and Recorder office has a designated emergency escape route should it be necessary to evacuate the workplace.
No recommendations for this finding
F27
The Clerk and Recorder has an in-house security recording camera system that is monitored by two designated managers within the office. This system is independent of GSA. Hall of Administration: Safety, Security & Exec Prot
Related Recommendations (1)
R17
The Clerk and Recorder should use the security resources of the GSA for video camera monitoring of their main floor offices. (C-05)
F28
The public counter of the Clerk and Recorder is used for monetary transactions. It is a flat open counter approximately 4.5 feet in height. In front of this main counter is a shelf at the 3 foot level. It contains no protective barrier, such as in the TTPG.
Related Recommendations (1)
R14
A protective barrier, such as was recently installed in the TTPG, should be installed at the main public walk-up service counter for the Office of the Clerk and Recorder. (C-01)
F29
There is no central cash count and balancing room, or other designated single location where the receipts are tallied. Individual employees count receipts at their desks which can be viewed by the public.
Related Recommendations (1)
R15
The Clerk and Recorder should establish a central cash count/balance room out of public view. (C-01)
F30
When receipts are tallied, an employee carries the receipt bag across the main lobby to the Treasurer’s office. No security escort is used. Executive Offices
Related Recommendations (1)
R16
A security escort should be used when transporting daily receipts from the offices of the Clerk and Recorder to the Treasurer’s Office. (C-01, C-05)
F31
The fourth floor of the HOA contains many executive offices, including the County Executive Office (CEO) and two for the Board of Supervisors. Currently the public can access the fourth floor via the elevator or by stairs without security restriction.
Related Recommendations (1)
R19
The fourth floor of the HOA should have secured access. (C-01)
F32
A flat, waist-high, open counter area is located at the foyer/lobby entrance to the CEO’s office. There is a shoulder high entrance door to the CEO’s inner office areas. The entrance door has a magnetic locking device that requires a person wanting admittance to be “buzzed-in”. After several visits to this area the magnetic locking device was never found to be activated, thus leaving this door unlocked. This foyer/lobby area is not monitored by a camera.
Related Recommendations (2)
R20
The foyer/lobby to the County Executive Office (CEO) should be monitored by a security camera. (C-01)
R21
The entrance door to the interior office space of the CEO’s lobby should be locked during normal business hours. (C-01)
F33
There are no duress (panic) alarms located in the CEO’s office areas.
Related Recommendations (1)
R22
A duress (panic) alarm should be installed in the reception lobby of the CEO’s office. (C-01)
F34
There are no cameras monitoring the inner lobby area of the offices of individual Supervisors, nor are there any duress (panic) alarms in any Supervisor office. General Government Center Security
Related Recommendations (2)
R23
A security camera should be installed in the inner reception lobby of the BOS offices. (C-01)
R24
A duress (panic) alarm should be installed in each BOS office. (C-01) General Government Center Security
F35
There is no formalized notification system at any of the four major GC buildings to simultaneously alert all employees of a critical incident.
Related Recommendations (1)
R25
A centralized notification system should be implemented to simultaneously alert all employees of critical incidents in each building of the GC. (C-04 through C-06)
F36
Elected and appointed department heads have no single County governmental agency coordinating and directing their security policies.
Related Recommendations (2)
R26
County departments headed by an elected official, such as the TTPG and the Clerk and Recorder, should have a representative attend the bi- monthly County Physical Security Council meetings. (C-04, C-05)
R27
All County employees working for a department headed by an appointed or elected official should receive the same security and awareness training. Specialized training should be provided by security professionals as designated and approved by the VCSD. (C-01, C-04 through C-06) Responses Responses Required: Board of Supervisors, County of Ventura (R-01 through R-07, R-18 through R-27) Clerk and Recorder, County of Ventura (R-14 through R-18, R-26, R-27) Sheriff, County of Ventura (R-05 and R-27) Treasurer/Tax Collector/Public Guardian/Administrator, County of Ventura (R-08 through R-13, R-26, R-27) Responses Requested: General Services Agency, County of Ventura (R-01 through R-07, R-18 through R-27) Attachments Att-01 Ventura County Ordinance Number 4036 8 Hall of Administration: Safety, Security & Exec Prot Attachment-01 Ventura County Ordinance Number 4036 Hall of Administration: Safety, Security & Exec Protection 9 (This page intentionally blank) 10 Hall of Administration: Safety, Security & Exec Prot Hall of Administration: Safety, Security & Exec Protection 11 12 Hall of Administration: Safety, Security & Exec Prot Hall of Administration: Safety, Security & Exec Protection 13 (This page intentionally blank) 14 Hall of Administration: Safety, Security & Exec Prot
F37
A County Physical Security Council meets bi-monthly to discuss security related issues at all County facilities. The Council includes representatives from VCSD and GSA’s Risk Management and Human Resources Departments.
No recommendations for this finding
F38
The County’s Administrative Policy Manual delineates the BOS Operating Procedures which give the Chair the authority and responsibility to “preserve order and decorum” in public BOS meetings. This is consistent with the intent of the provisions of California Government Code §54957.9. Hall of Administration: Safety, Security & Exec Protection 5 Conclusions C-01. Potential security scenarios are preventable events. Ventura County has opted for less visible security systems for their governmental institutions with the goal of maintaining an “open campus” environment. Because of this factor it could not be determined that there is an appropriate level of security that is expected in an urban county. Enhanced and comprehensive security practices and procedures in Ventura County government could ensure that a continued safe environment at the GC is maintained and encouraged. (F-10, through F- 12, F-17 through F-19, F-27, F-28, F-31, F-34 through F-38) C-02. The weapon warning signage on the east side main entrance to the HOA is not easily read, because of the decal’s size, color, and placement location on the dark colored glass. (F-01) C-03. The main lobby kiosk in the HOA is primarily intended to be an information station, as indicated by the signage. The security guard’s attention is focused on providing information rather than visually scanning persons entering the building. (F-03 through F-06) C-04. Potential disruptions of governmental meetings could be mitigated by enacting or amending specific ordinance(s) (as opposed to policies) that enhance security and better regulate facility usage. (F-07 through F-12) C-05. Security planning should be comprehensive and consolidated to provide an effective operational interface and implementation. (F-14, F-25, F-35 through F-37) C-06. Lack of a centralized critical incident notification system throughout the GC does not ensure the safety of employees and the public. (F-35 through F-38) Recommendations Main Lobby/Board of Supervisors
No recommendations for this finding

Conclusions 1

No Responses Found 5

Government entities assigned to respond to this report. No response documents have been linked in our database.

County of Ventura Agency
Ventura County Board of Supervisors Elected County Office
Ventura County County Clerk-Recorder Elected County Office
Ventura County Sheriff Elected County Office
Ventura County Treasurer-Tax Collector Elected County Office