Responses to the 2018-2019 Sonoma County Civil Grand Jury Reports Providing Continuity by Follow-Through on Previous

Conclusions 14

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  with deferred maintenance planned, actual and deferred impairment. reporting comparable to that in maintenance activities is not Federal Accounting Standards the responsibility of the The Grand Jury acknowledges that SFFAS 6, 40 & 42. ACTTC, and because it is not the tracking and reporting of appropriate to apply Federal planned, actual and deferred Accounting Standards in the maintenance of County-owned preparation of the County's assets is not the responsibility of the CAFR. ACTTC and agrees that the BOS is responsible for designating which We agree that accurate department(s) shall consistently information on deferred track and report deferred maintenance should be maintenance for purposes of both provided to the BOS management and public consistently and timely. A disclosure. However, the BOS report designed for internal response did not clearly designate management use can meet the responsibility for tracking and County's needs rather than one reporting deferred maintenance and designed for external users, therefore, does not respond to the such as the CAFR. spirit of the recommendation. The Grand Jury encourages the BOS to The purpose of Fiscal Policy designate which departments shall
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  The Sonoma County Civil Grand Jury concluded that the responses to the 2018-2019 Grand Jury Recommendations are in compliance with the Penal Code, except as noted in the summary of responses set out in Appendix A. In addition, the 2019-2020 Grand Jury has included its observations on the responses. To read the full responses and the 2018-2019 Grand Jury report, go to http://sonoma.courts.ca.gov/ and navigate to “Civil Grand Jury.”
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  2018-2019 Grand Jury Response Summary Chart WILL THERE BE WATER AFTER AN EARTHQUAKE? RES = Respondent SW = Sonoma Water WC = Water Contractor RECOMMENDATIONS RES. RESPONSES 2019-2020 GJ OBSERVATIONS R1. SW review and establish viable SW The Recommendation will be The Grand Jury acknowledges that options for accelerating how rapidly implemented by June 30, 2020. SW intends to implement the the highest-priority mitigation Additional time beyond Recommendation as soon as is measures are being funded and December 31, 2019 is required practical given budget cycles. implemented by December 31, based on the annual schedule 2019. for the water transmission budget. R2. SW maintain inventory lists SW The Recommendation will be The Grand Jury acknowledges that with current goals for items, implemented. SW intends to implement this quantities, locations, and sourcing; Recommendation. and improve stockpiling accordingly by December 31, 2019. R3. SW and WCs derive and SW The Recommendation will be The Grand Jury acknowledges that publicize more realistic outage implemented. SW intends to implement this periods and provide updated Recommendation. information to the public by December 31, 2019. R4. SW improve coordination with SW SW will draft an emergency The Grand Jury acknowledges that WCs, including field exercises by training and coordination plan, SW intends to create a draft plan to December 31, 2019. in partnership with WCs, by implement this Recommendation December 31, 2019. by the date recommended. The Grand Jury encourages SW to conduct the planned field exercises as soon as practical. R5. WCs study options for making WCs All WCs have been studying The Grand Jury acknowledges that local systems more adaptable under ways to make their systems the WCs are engaged in ongoing emergency conditions – such as more adaptable under studies of system adaptability under dedicated supply loops, digitally emergency conditions, and have emergency conditions, and are monitored metering, or automatic already implemented many of already implementing some of the shut-down valves, by December 31, the options. By spring 2020 options they have identified. 2019. they will complete a further study with SW that will explore enhanced resiliency measures.
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  RECOMMENDATIONS RES. RESPONSES 2019-2020 GJ OBSERVATIONS (R5. continued) Valley of the Moon Water The Grand Jury acknowledges that District (VOMWD) had an the VOMWD’s plan for emergency emergency supply plan that water supply has been impacted by included connecting to the the early closure of the SDC water stand-alone water system at the treatment plant, and that the SDC (Sonoma Developmental VOMWD’s own wells and storage Center). The State of California are insufficient to sustain a major closed its SDC water treatment outage. The Grand Jury recognizes plant in 2019, earlier than that the VOMWD has been expected, leaving the VOMWD working on long-term plans for with only a one-day supply of expansion of their well capacity. emergency drinking and fire Consistent with the Grand Jury’s control water. original Recommendation, the VOMWD should, with all due haste, study ways to accelerate their development timeline while continuing to look for alternative sources of emergency water supply. R6. SW prepare and maintain one SW The Recommendation will be The Grand Jury acknowledges that or more Standard Operating implemented by June 30, 2020. SW intends to implement this Procedures (SOPs) for the Extra time beyond December Recommendation by the earliest restoration of water deliveries 31, 2019 is needed to ensure date practical given the need to specifically for an earthquake; adequate coordination with coordinate with WCs and other SOPs should be updated annually WCs and other external entities. outside entities. or whenever there are changes to procedures by December 31, 2019.
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  THE JAILHOUSE ROCKS MADF = Main Adult Detention Facility RECOMMENDATIONS RES. RESPONSES 2019-2020 GJ OBSERVATIONS R1. MADF add nurse hours to the Sheriff The Recommendation requires The Grand Jury encourages the booking area during evening and further analysis. Wellpath is Sheriff to expedite implementation night shifts by December 31, 2019. conducting a booking area of appropriate changes resulting workload analysis to assess the from the workload analysis. effectiveness of current staffing, for discussion by the Sheriff and Assistant Sheriff, by December 31, 2019. A new funding source would be needed to add staffing to the current inmate medical contract. R2. MADF screen all inmates for Sheriff The Recommendation will not The Grand Jury accepts the syphilis at intake by December 31, be implemented. Staffing Sheriff’s proposed compromise as a 2019. levels and funding for reasonable alternative to the screening are insufficient to Recommendation and encourages implement the the Sheriff to initiate a partnership Recommendation. Additionally, with Public Health. many arrestees are released within hours, making results, treatment, and counseling by MADF staff impossible. The Sheriff’s Office is open to partnering with Public Health to combat the syphilis epidemic. If test kits were provided as needed, inmates already housed at MADF and who consent can be tested at the time of their 10-14 day physicals, and receive appropriate counseling, care, and follow-up while in custody.
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  RECOMMENDATIONS RES. RESPONSES 2019-2020 GJ OBSERVATIONS R3. MADF add discharge planning Sheriff The Recommendation will be The Grand Jury acknowledges that hours to strengthen hand-offs to implemented. The County was the Recommendation will be appropriate health care providers by awarded a U.S. Department of implemented. December 31, 2019. Justice grant in 2018 to improve access to and delivery of services to offenders with co-occurring substance abuse and mental illness when they leave incarceration to re-enter the community. The grant funds additional discharge planning hours. R4. MADF consult with an outside Sheriff The Recommendation will not The Grand Jury understands that the medical specialist to review its be implemented. The formulary Recommendation will not be HIV/AIDS drug protocols and of approved medications implemented as Wellpath produce a report by December 31, established by Wellpath meets procedures appear to be sufficient. 2019. most needs, but there is also a process in place for the physician specialist who provides care to inmates with HIV/AIDS to request non- formulary drug substitutions when medically justified. R5. MADF re-evaluate its policy on Sheriff The Recommendation will be The Grand Jury acknowledges that the use of support medications for implemented. The Sheriff’s the Recommendation will be opioid abuse reflecting current best Office is in the process of implemented. practices by December 31, 2019. evaluating its policy on the use of Medication-Assisted Treatment (MAT) and has held several informational meetings with medical professionals. We will also be closely monitoring the progress of a state-funded three-year MAT study at San Francisco County detention facilities.
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  THE BEHAVIORAL HEALTH BUDGET RES = Respondent BOS = Board of Supervisors CAO = County Administrative Officer DHS = Director of Health and Human Services DHR = Director of Human Resources ACTTC = Auditor-Controller-Treasurer-Tax Collector BHD = Behavioral Health Division RECOMMENDATIONS RES. RESPONSES 2019-2020 GJ OBSERVATIONS R1.The CAO’s office create and BOS BOS: Recently developed The Grand Jury acknowledges that maintain policy and procedure and DHS-specific budget policies the Recommendation will be manuals for each DHS department, CAO and procedures are being implemented. and desk manuals for all positions implemented. CAO will in Fiscal and Behavioral Health oversee the completion of Divisions by December 31, 2019. these changes. CAO: DHS has developed budget policies and procedures. The CAO will work with the Dept. to ensure implementation. R2. DHS prioritize implementation DHS The Recommendation has been The Grand Jury acknowledges that of the Avatar system by December implemented. the Recommendation has been 31, 2019. implemented. R3. BHD include all managers in DHS The Recommendation has been The Grand Jury acknowledges that budget development and review by implemented. the Recommendation has been December 31, 2019. implemented. R4. BHD institute procedures for DHS The Recommendation has been The Grand Jury acknowledges that effective and respectful staff implemented. the Recommendation has been communication and support at all implemented. levels by December 31, 2019. R5. DHS continue and expedite the DHS The Recommendation will be The Grand Jury acknowledges that Community Based Organization implemented. A consultant will the Recommendation will be contract evaluation and build be hired to assist in creating a implemented. performance metrics by December contract evaluation process 31, 2019. which can be active for contract renewals in July 2020. R6. DHS and BHD receive DHR The Recommendation has been The Grand Jury acknowledges that continued training in government and implemented. the Recommendation has been finance by December 31, 2019. DHS implemented.
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  RECOMMENDATIONS RES. RESPONSES 2019-2020 GJ OBSERVATIONS R7. DHS hire a Chief Financial DHS The Recommendation has been The Grand Jury acknowledges that Officer who is experienced in and implemented. the Recommendation has been government finance and systems. DHR implemented. R8. The County Auditor’s Office ACTTC The ACTTC wholly disagrees The Grand Jury understands the institute procedures for verifying with the Finding upon which ACTTC’s explanation for its actual revenue figures, rather than the Recommendation is based, disagreement with the Finding and verifying that projected budgets and, therefore, the its reasons for not implementing the balance, by December 31, 2019. Recommendation will not be Recommendation. The Grand Jury implemented. In explanation of notes, however, that, while the its disagreement with the ACTTC’s current policies are Finding and Recommendation, effective for what they are designed the ACTTC states that current to do, as the ACTTC itself states, policies are effective for what these policies are not designed to, they are designed to do. They and have not prevented, successive include review of individual years of large deficits. The ACTTC transactions and review of asserts that this is not its account balances. In addition, responsibility. We encourage the extra scrutiny is provided for BOS to work with the Department departments considered to be of Behavioral Health and the at risk for errors, including County Administrator to implement DHS. Preparation for Sonoma the appropriate procedure. County Comprehensive Annual Financial Report also provides a review of account balances. The authority and responsibility to prepare and evaluate budgeted revenues and expenditures lies with the department, management, the County Administrator, and the Board of Supervisors.
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  RECOMMENDATIONS RES. RESPONSES 2019-2020 GJ OBSERVATIONS R9. The Compliance Program be DHS The Recommendation has been The Grand Jury acknowledges that adequately funded and supported, implemented. the Recommendation has been by December 31, 2019. implemented. R10. We recommend the BOS BOS Budget shortfall has been met The Grand Jury acknowledges that review its budget oversight by one-time County the BOS has approved responsibilities by December 31, discretionary funding. Staff is implementation of the 2019. reviewing policies and Recommendation. procedures to be consistent across the Department.
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  MANAGING PUBLIC PROPERTIES IN SONOMA COUNTY ACTTC = Auditor-Controller-Treasurer-Tax Collector BOS = Board of Supervisors CAO = County Administrative Officer GSD = General Services Department DHS = Department of Health Services CAFR = Comprehensive Annual Financial Report RECOMMENDATIONS RESP. RESPONSES 2019-2020 GJ OBSERVATIONS R1. The ACTTC establish a ACTTC The Recommendation will not The Grand Jury acknowledges that procedure by October 1, 2019, to and be implemented because the policy FA-1 will be updated to supplement Capital Assets Policy BOS tracking and reporting of clarify the possibility of asset FA-1 with deferred maintenance planned, actual and deferred impairment. reporting comparable to that in maintenance activities is not Federal Accounting Standards the responsibility of the The Grand Jury acknowledges that SFFAS 6, 40 & 42. ACTTC, and because it is not the tracking and reporting of appropriate to apply Federal planned, actual and deferred Accounting Standards in the maintenance of County-owned preparation of the County's assets is not the responsibility of the CAFR. ACTTC and agrees that the BOS is responsible for designating which We agree that accurate department(s) shall consistently information on deferred track and report deferred maintenance should be maintenance for purposes of both provided to the BOS management and public consistently and timely. A disclosure. However, the BOS report designed for internal response did not clearly designate management use can meet the responsibility for tracking and County's needs rather than one reporting deferred maintenance and designed for external users, therefore, does not respond to the such as the CAFR. spirit of the recommendation. The Grand Jury encourages the BOS to The purpose of Fiscal Policy designate which departments shall FA-1 is to have a uniform create a policy regarding tracking method of maintaining capital and reporting of required and asset records and accounting deferred maintenance of County- for capital assets. We will owned assets and provide oversight. update policy FA-1 to make it clear that significant deferred maintenance can cause impairment. If the County needs a policy specifically related to the tracking and reporting of required or deferred maintenance of County-owned assets, it should be created by the department(s) with oversight and authority of that activity, i.e., CAO and GSD.
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  RECOMMENDATIONS RESP. RESPONSES 2019-2020 GJ OBSERVATIONS R2. The CAO obtain an CAO The Recommendation has been The Grand Jury acknowledges that independent cost analysis and and implemented. the Recommendation has been justification of deferred GSD implemented. maintenance on capital assets from each department head and present to the BOS by March 2020, and following on an annual basis. R3. The County Administrator CAO The Recommendation requires It is the Grand Jury’s understanding work with department heads to and further analysis. The County that the EFS Asset Management evaluate and take advantage of GSD purchased and implemented module currently in use has the EFS Capital Asset EFS Asset Management to capabilities beyond accounting and Management module to avoid provide a centralized finance that have not been duplication, consolidate data, accounting system to track implemented. Timely adoption of provide cost savings, and report capital assets. Additional asset these unused features would be cost updates to the BOS by December management modules were not effective and would streamline 31, 2019. purchased. The CAO will procedures and make information direct the General Services on County assets more available to Director to work with ACTTC decision makers. staff to determine whether additional modules are needed. R4. The CAO and the BOS BOS The Recommendation has been The Grand Jury acknowledges the budget regularly for facility and implemented. To avoid progress that the BOS has made in maintenance at levels consistent CAO significant increases in deferred securing funding to remediate with recommended industry maintenance costs for County deferred maintenance of County standards by December 31, 2019. facilities, the BOS adopted a facilities. It remains a desirable Facility Maintenance and goal for the BOS and CAO to Investment/Deferred commit to budgeting for facility Maintenance Funding policy. maintenance consistent with Per the policy, the BOS will industry standards going forward. appropriate, for a 5-year period beginning in FY 2017-2018, 40% of all new property tax growth to the Capital Projects Budget to address deferred maintenance of County facilities. A number of critical deferred maintenance projects have since been mitigated.
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  RECOMMENDATIONS RESP. RESPONSES 2019-2020 GJ OBSERVATIONS R5. The Director of Health DHS The Recommendation has not The Grand Jury appreciates the Services reduce employee and been implemented and will not DHS’s intentions for its employees’ public exposure to hazards, be implemented. The DHS health and welfare and understands minimize risks of OSHA and takes the health, welfare, and that Administration and Behavioral liability exposure by enforcing a safety of its employees Health employees are now working higher level of maintenance by seriously and provides training in safe and appropriate conditions. December 31, 2019. and resources to ensure safety in the work place. The Department is not authorized nor responsible to maintain work facilities for health staff as cited in the Grand Jury report. Notwithstanding, DHS has acted to improve the work conditions of its administration and behavioral health employees by moving to safe and appropriate facilities. In partnership with the GSD, it is making improvements to its public health facilities. CAO The Recommendation will not The Grand Jury recognizes that and be implemented because it is cooperation between GSD and the GSD not warranted. GSD has been HR Department in this matter is a working with Risk positive step and addresses the Management Division of the spirit of the Recommendation. Human Resources Department to identify and mitigate employee and public exposure to hazards, and to minimize risks of OSHA and liability exposure.
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  RECOMMENDATIONS RESP. RESPONSES 2019-2020 GJ OBSERVATIONS R6. The County Administrator CAO The Recommendation requires The Grand Jury understands that the and the General Services Director and further analysis. General GSD and CAO will work together assign resources such as sufficient GSD Services Facilities to determine the most cost-effective staffing for determining and Development and Management way to proceed. setting deferred maintenance employs licensed professionals valuations by December 31, 2019. with extensive experience in cost estimating. Because GSD staff are 100% cost recoverable, updating deferred maintenance valuations has been a low priority. Further analysis is necessary to quantify the staff hours needed to update and maintain deferred maintenance valuations and its impact on other projects. Best management practice is to reassess facility conditions every five years; outstanding deferred maintenance items will be re-estimated during that process. GSD will work with the CAO to evaluate resource needs and report to the BOS by June 30, 2020 as part of the FY 2020-27 Capital Improvement Program recommendations and Annual Budget.
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  RECOMMENDATIONS RESP. RESPONSES 2019-2020 GJ OBSERVATIONS R7. ACTTC review assets with ACTTC The Recommendation has The Grand Jury acknowledges that accumulated deferred been partially implemented. the Recommendation will be maintenance and adjust the record ACTTC reviews assets implemented. of accumulated depreciation if annually for impairment. material impairment is found by Prior to year-end, ACTTC July 1, 2020. sends a Financial Reporting Survey to all County departments with assets in the financial system. Responses to the Survey are reviewed by the financial reporting team, and any adjustments for impairment losses are recorded. The ACTTC will expand the Financial Reporting Survey, beginning with the June 30, 2020 Survey, to specifically include an example of impairment caused by significant deferred maintenance. Assets that are reported as potentially impaired due to deferred maintenance will be run through the asset impairment test and reported appropriately in the CAFR.

Agency Responses 3

Government agencies' official responses to this report's findings and recommendations. Click on a response to see the structured breakdown.

No Responses Found 2

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