Kern County Grand Jury • 2020-2021

Cities and Joint Powers Committee Robert Carlson Brad Aguilu Dwayne Ardis (Chairperson) Mission Statement Pursuant to

Published: September 24, 2020 30 pages
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Findings and Recommendations 9 findings

F1
The 2017-2018 Grand Jury report referenced the interference of City Council in the daily operations of the City. This practice appears to be a continuing problem in violation of City Ordinance No. 14-725 and AB1234.
Related Recommendations (2)
R3
Develop a plan to promote a strong and positive working environment between departments, improve strained relationships and trust between City Departments and the City Council. Take actions to encourage stronger relationships between the general public and the City. (Findings 1 and 2)
R9
The City Council is to cease and desist violation of the Municipal Code and AB1234 whereby the City Council cannot interfere with day-to-day City operations. (Findings 1 and 2) NOTES: • The City of California City should post a copy of this report where it will be available for public review • Persons wishing to receive an email notification of newly released reports may sign up at: kerncounty.com/grandjury • Present and past Kern County Grand Jury Final Reports and Responses can be accessed on the Kern County Grand Jury website: kerncounty.com/grandjury 2019-2020 Kern County Grand Jury Report REQUIRED RESPONSES WITHIN 90 DAYS TO: PRESIDING JUDGE KERN COUNTY SUPERIOR COURT 1415 TRUXTUN AVENUE, SUITE 212 BAKERSFIELD, CA 93301 TRUXTUN AVENUE, SUITE 600 BAKERSFIELD, CA 93301 Reports issued by the Grand Jury do not identify individuals interviewed. Penal Code section 929 requires that reports of the Grand Jury not contain the name of any person or facts leading to the identity of any person who provides information to the Grand Jury. 2019-2020 Kern County Grand Jury Report
F2
There is a culture of mistrust and animosity between the City Council and Department employees. There is a general lack of trust between the general public and City Departments. The City Council’s failure to complete required ethics training fuels ongoing trust issues with residents.
No recommendations for this finding
F3
The City underutilizes the Caselle software system. Using more areas of the system would tie the functionality of multiple areas of the City and reduce costs and man-hours by integrating more areas.
Related Recommendations (1)
R1
The City should fully implement the Caselle software system to integrate the areas of purchasing, accounts payable, accounts receivable, financial, payroll and permitting for all Departments. (Finding 3)
F4
Department heads are unaware of their operating and maintenance budgets, and their creation. The lack of understanding of current policies and procedures regarding purchases and bids leaves the City open to waste of funds.
Related Recommendations (1)
R2
Provide training to all Department heads regarding their budgets and purchasing procedures, ensuring that all written and approved procedures are followed. (Finding 4)
F5
Currently, bids for supplies and services are being requested directly from vendors by Departments and returned to the requesting Department, violating City Ordinances. Presently no Department has been given written authorization to make purchases other than the Purchasing Agent. Bids avoiding the Purchasing Agent and opened by the Department rather than delivered sealed to the City Clerk, completely circumvents any oversight outlined by the City Ordinance.
Related Recommendations (1)
R7
Comply with all Municipal Codes for the posting, receiving, and processing of bids. When bids are received, they are to remain sealed and go directly to the City Clerk and not department heads, as per City Ordinance Municipal Code section 3-3.110(a). (Finding 5) 2019-2020 Kern County Grand Jury Report
F6
The practice of Departments using bank credit cards to bypass the purchase order process that exceeds the $100 purchase limit is common practice. This is a violation of City Policy. This after cardholders acknowledged and signed the City Cardholder Agreement.
Related Recommendations (1)
R4
Update current Policies and Procedures for credit card use, to include ethics training. Continue to improve the control of credit card issuance and usage of credit cards by assigned cardholders. (Finding 6)
F7
The City Manager is overwhelmed with the duties as the Purchasing Agent in addition to the City’s day-to-day operations. This is putting a strain on all areas of City operations.
Related Recommendations (1)
R5
The City Manager should appoint a Purchasing Agent position assigned to the Finance Department, as allowed by Municipal Code section 3.3.104(a). Increase spending limits from $1,000 to $5,000 for the Purchasing Agent, allowing more flexibility to make purchases without City Council approval. Increase spending limits for Department heads without Purchasing Agent approval from $100 to $500. This should reflect the current market value of goods and services. This would give the City Manager time to focus on the City’s daily operations. (Finding 7)
F8
The City is not keeping a list of local contractors and records as required by City Ordinance No. 13-718, to facilitate inviting bids and to award Public Projects. Because of this, local businesses have no incentive to bid on public projects. As a result, the Local Business Preference Program for bids or proposals is no longer needed or relevant.
Related Recommendations (1)
R8
All public projects need to be awarded as provided in the UPCCAA. Maintain a list of contractors as outlined in Public Contract Code section 22034. Eliminate the Preferred Local Business Ordinance Municipal Code section 3.302. (Finding 8)
F9
With no one in charge of the fuel card account, unnecessary cards are in circulation, possibly resulting in fraud, waste, and abuse of City funds. 2019-2020 Kern County Grand Jury Report COMMENTS: The Committee thanks City Officials and Staff for their cooperation in providing information used in this report. The City continues to be divided on many functional areas of City business. There is a temptation in some Departments to circumvent the system, which might be due to high turnover, lack of training, clear guidelines, and policies and procedures.
Related Recommendations (1)
R6
Develop policies and procedures for fuel card usage with a detailed tracking system for City vehicles, preventing the unnecessary drain of City assets. Establish a central position for handling the RSI fuel account, and reconcile the current fuel credit cards to eliminate unnecessary cards. (Finding 9)

Comments 5

No Responses Found 1

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