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Extracted from Consolidated Report

This investigation was originally published as part of a larger consolidated report containing multiple investigations. View the consolidated PDF for the complete document.

Score: +4 (4/0/0)

El Dorado County Grand Jury • 2002-2003

El Dorado County Fleet Maintenance Facility

4 pages

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⚠️ Translation Notice: This content has been automatically translated. The original English text is the official version. Translation may contain errors.

⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.

Findings 13 findings

F1 Page 137

Gasoline cans are stored on open shelves in the sign shop.

F2 Page 137

The fuel dispensing facility has inadequate security, is not always locked and accountability is often based on the honor system.

F3 Page 137

The Gas Boy system has been out of order from time to time for two and one-half years.

F4 Page 137

The Gas Boy hardware and software are out-dated and difficult to maintain.

F5 Page 137

Fleet maintenance staff did not meet with the tanker truck driver to verify fuel meter.

F6 Page 137

The fuel dispensers have not been calibrated; therefore the readings are not accurate which makes cross-checking the usage and purchase of fuel impossible.

F7 Page 137

Billing for fuel usage by fleet management depends on entries made on the clipboard sheets kept at each fuel dispenser and best guesses by office employees. County departments are charges for fuel they did not use because of inaccurate accountability. 118

F8 Page 138

Not all County vehicles are marked making it difficult to differentiate between County and private vehicles at the pumps.

F9 Page 138

The gate nearest the fuel dispensers is not locked until midnight when DOT swing shift leaves at which time a combination lock is used. The combination is known by the Sheriff Deputies past and present.

F10 Page 138

An electric gate located in the rear of the yard is used after midnight and on weekends by the Sheriff Deputies. Their vehicles have remote gate openers which are permanently affixed to the visor of the patrol cars. However, to close the gate the drivers must get out of the car and use their key. This gate is frequently left open, including on weekends, exposing all DOT equipment to potential vandalism and theft.

F11 Page 138

Fleet maintenance of County vehicles is performed in a two-bay garage, one bay of which is a hydraulic lift that cannot be used for many of the county vehicles, limiting the amount of repair work capable of being performed.

F12 Page 138

Repair orders for County vehicle maintenance are manually written making it time- consuming to maintain a comprehensive maintenance record for all 600 plus County maintained vehicles.

F13 Page 138

Management of the facility does not always conduct annual performance evaluations of all personnel.

Recommendations 11

R1
Page 138

Gasoline cans should be stored in closed metal cabinets.
R2
Page 138

The facility should be secure at all times. Place a video camera in the yard to video-tape the area day and night.
R3
Page 138

Replace fuel dispensers and Gas Boy so the monitoring of fuel is computer maintained and can be audited.
R4
Page 138

Replace software for Gas Boy and repair order maintenance records with updated computer programs.
R5
Page 138

Monitor the amount of fuel placed in the storage tanks during delivery.
R6
Page 138

The repair order process should be computerized
R7
Page 138

All County vehicles should be marked with clearly visible I.D. numbers, except for those used in undercover law enforcement. 119
R8
Page 139

Recode all currently used remotes and change gate pad locks.
R9
Page 139

Replace or modify the electric gate so it will automatically close after it has been opened.
R10
Page 139

Replace larger DOT hydraulic lift with the appropriate lift for maintaining the fleet vehicles.
R11
Page 139

Annual performance evaluations should be completed. Responses Required for Findings

Agency Responses 1

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

El Dorado County Fleet Maintenance Facility(PDF, 149KB)

February 25, 2003 • 7 pages • 4 responses • Score: +4 (+4, 0, 0) View Details ▾

PDF

4 responses to findings and recommendations

Of the nine County employees tested during 2000/01 and 2001/02, five were found unfit for duty.

Response: Agree Score: +1

The respondent agrees with the finding. F2. The fuel dispensing facility has inadequate security, is not always locked and accountability is often based on the honor system.

The Board of Supervisors, with the assistance of the County Counsel and the Manager of Procurement and Contracts’ Office, should establish and enforce a procedure for departments to meet legal specifications and to be in compliance with procedures in awarding contracts for services.

Response: Will Implement

Score: +1

The recommendation has not yet been implemented, but will be implemented in the future. The Department of Transportation will begin storing all gasoline cans in metal storage cabinets by September 30, 2003. R2. The facility should be secure at all times. Place a video camera in the yard to video-tape the area day and night.

Employees must travel to the doctor’s office in Sacramento, including employees who reside and work in South Lake Tahoe.

Response: Agree Score: +1

The respondent agrees with the finding. F3. The Gas Boy system has been out of order from time to time for two and one-half years.

The Board of Supervisors and the CAO should hold all County departments accountable for the policies and procedures established by the Manager of Procurement and Contracts’ Office.

Response: Will Implement

Score: +1

The recommendation has not yet been implemented, but will be implemented in the future. Most of the Fleet yard is owned and operated by the Department of Transportation. Fleet Management is currently working with the Procurement and Contracts staff to determine the most appropriate placement of security cameras for Fleet purposes and to determine what equipment should be purchased to best suit Fleet's needs. The purchase and installation of a security camera will take place shortly after adoption of the 2003/2004 budget. Placement of any cameras outside of the area generally occupied by Fleet ...