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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.

Santa Cruz County Grand Jury • 2009-2010

Programs Exercise inside or outside? How frequently is it offered? How much time is each

Published: April 06, 2011 26 pages
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Findings 22 findings

F1 Page 146
At the time of this inspection, there were five unfilled correctional officer positions due to budget constraints. Response: Santa Cruz County Board of Supervisors – AGREE
F2 Page 146
The mental health of inmates is handled by medications, the social model, counseling, and behavior modification. Mental health services are limited due to a shortage of trained mental health professionals to serve the needs of so many inmates. Response: Santa Cruz County Board of Supervisors – PARTIALLY DISAGREES The reason Mental Health Services are limited is not due to a shortage of trained mental health professionals but because funding available from the State for Mental Health services has experienced cuts for the last three years, and the Mental Health Division of the Health Services The Jail Inspection Reports ∫ 135 Agency continues to faces significant challenges due to a reduction of almost $3 million in Proposition 63 (Mental Health Services Act) funding for 2010-11.
F3 Page 147
On the two occasions that the Grand Jury toured the Main Jail, it found boxes of supplies stored in the hallways. The boxes blocked the visibility of the fire alarm. Response: Santa Cruz County Board of Supervisors – AGREE The County agrees that boxes of supplies have from time to time been stored in the hallways at the Main Jail.
F4 Page 151
While the officers had been on weekly rotations to monitor and maintain order at the facility, currently the Sheriff’s Office has ended the rotation and a permanent officer has been assigned to the site. Response: Santa Cruz County Sheriff’s Office – NO RESPONSE
F5 Page 147
Inmates at Blaine Street attend classes at the Main Jail. However, the classroom space there is divided by an accordion partition and the classrooms often are noisy. Additionally, the classes for women are limited to basic education and life skills. Response: Santa Cruz County Board of Supervisors – DISAGREE Inmates at the Blaine Street facility do not attend classes at the Main Jail. Classes for Blaine Street inmates attend classes conducted at Blaine Street. The Blaine Street facility offers a number of classes, programs and support groups to the occupants including Alcoholics Anonymous, Narcotics Anonymous, New Direction, Parenting, Computer Lab, Art and Writing through the University of California at Santa Cruz, Walnut Avenue Domestic Violence Support, Health Education, Yoga and faith-based programs. Women at the Blaine Street facility are eligible to participate in the Gemma Day Program. Gemma staff screen, interview and 136 ∫ Santa Cruz County Grand Jury Final Report 2009-2010 enroll 6 to 8 women at a time, giving priority to those who will be homeless upon their release from jail, and who have long incarceration histories. The Day Program is a 9-week series of diverse life skills classes that can prepare women for reentry into the community. Women who participate in the Day Program and who do not have a safe place to live upon release can apply for the Gemma Residential Program.
F6 Page 161
Only three libraries in the SCPL system currently offer self checkout: Aptos, Live Oak, and Scotts Valley. Sadly, very few people are using it, just about 8 % of patrons compared to 60% in Watsonville and Los Gatos and about 95% at the San Jose libraries. Efforts to convert to self checkout have been handicapped by the need to add barcode labels to outside book covers, a time-consuming and costly exercise; labels originally were put inside the books. Response: Joint Powers Authority Board – PARTIALLY DISAGREE Live Oak self check is currently at 84%. A rollout plan is underway whereby all branches will be using self checkout by December 2010. Rebarcoding is taking place at each branch prior to implementation of self check. Response: Santa Cruz City/County Public Libraries – PARTIALLY DISAGREE Live Oak has achieved 84% self checkout since it was instituted in a serious way in April 2010. There is a rollout plan whereby all branches will be using self checkout by December 2010. Previous attempts to do so had many barriers which are being corrected. Rebarcoding is happening just before each library goes to self check. We are using ARRA paid workers through September and then volunteers. I question the 95% figure. The industry benchmark is 80%. San Jose does have the advantage of an aggressive building program which enabled them to build branches with self checkout integrated into the design. Scotts Valley will be built to this standard.
F7 Page 148
Medical services are not available at the Rountree facility. Emergency medical cases are transported to local Doctors on Duty or Watsonville Community Hospital. Mental health professionals are available on an on-call basis. Inmates requiring mental health prescription medication cannot be housed at Rountree due to lack of medical personnel. Response: Santa Cruz County Board of Supervisors – PARTIALLY AGREE It is accurate to say that medical services provided by Sheriff’s medical staff are not available at the Rountree facility. However, as mentioned previously, emergency medical services are provided and mental health professionals are available on an on-call basis.
F8 Page 148
The Santa Cruz Holding Facility is very old and has only five cells available to separate inmates by classification. The general population cell houses as many as 20 inmates at a time. Rival gangs are separated, with one cell devoted to Sureños members and one cell to Norteños members. Females are placed in one cell, and juveniles, mental health inmates, and special circumstances inmates reside in the fifth cell. The approximate number of custodials per day is 50. Response: Santa Cruz County Board of Supervisors – PARTIALLY AGREE Juveniles are rarely held in the holding facility for the Santa Cruz Court. The Jail Inspection Reports ∫ 137
F9 Page 162
It is library policy that a volunteer cannot check out books to patrons. Government Code Section 6267 is cited as the basis for this policy. However, this code does not explicitly exclude volunteers from checking out books for patrons, nor is there case law which would prohibit their doing so. Code Section 6267 reads: “All registration and circulation records of any library which is in whole or in part supported by public funds shall remain confidential and shall not be disclosed to any person, local agency, or state agency except as follows: (a) By a person acting within the scope of his or her duties within the administration of the library. (b) By a person authorized, in writing, by the individual to whom the records pertain, to inspect the records. (c) By order of the appropriate superior court. Response: Santa Cruz City/County Public Libraries – PARTIALLY AGREE The confidentiality of library patrons is legally protected by the State of California. Staff undergoes background and fingerprint checks before being hired. This is an issue of public Saving the Branches May Kill the Tree ∫ 151 trust and allowing volunteers to access information considered confidential by our patrons and protected thereby by law is an area of great concern. Checking out materials is considered a core and basic service. Libraries, in general, do not entrust this type of service to volunteers. Signing a confidentially agreement is a weak form of protection since there are no sanctions to be taken against a volunteer who violates patron confidentiality. Paid employees risk their livelihood and references to secure another job; volunteers can only be asked to not volunteer anymore.
F10 Page 149
Due to the lack of funds, the project to convert inward-opening doors to outward-opening doors in detainee cells was terminated halfway through the project. Currently half of the doors on detainee rooms open inward, which limits space in an already small area. In addition, detainees can barricade the doors from the inside, causing unsafe conditions for staff and the detainee. Response: Santa Cruz County Board of Supervisors – PARTIALLY AGREE It is correct that the County has not converted all the doors in detainee cells. However, those rooms with inward opening doors are no longer used to house detainees so there are no safety issues.
F11 Page 149
Due to the lack of funds, the existing recreational space at the juvenile facility is limited to a small, cracked and uneven concrete quad area for all recreational activities. The backfield area is not fenced and does not have security cameras. Response: Santa Cruz County Board of Supervisors – AGREE
F12 Page 152
The 2007-2008 Grand Jury report recommended that Camp 45 install surveillance cameras at access points in the rear of the property. Upon inspection of the facility and through communication with management, the 2009-2010 Grand Jury learned that the cameras have not been installed. Response: CAL FIRE – NO RESPONSE
F13 Page 152
GED and college extension programs for inmates sometimes are provided by Feather River College in Lassen County. Currently only GED classes are offered. No teachers are available to the inmates onsite; students must communicate with teachers through phone conversations. Assignments are completed and sent to Feather River College via a bus that travels to Susanville once a week. Response: CAL FIRE– NO RESPONSE
F14 Page 163
The Friends recently expanded the list of current volunteer needs posted on its web site. It does not include checking out books, however, which limits the possibility of using volunteers to keep the libraries open more hours. Response: Santa Cruz City/County Public Libraries – PARTIALLY DISAGREE Thinking that using volunteers to check out is the only way they can help libraries stay open more hours is way too narrow. There are many functions that volunteers can help 152 ∫ Santa Cruz County Grand Jury Final Report 2009-2010 with that might eventually result in being able to be open more hours. We need staff devoted to volunteer coordination as stated in Finding 13 to explore this. Until that happens, even if we were to use volunteers to check out books, we would not be able to do so without staff to manage the volunteer function. Library Services and the Strategic Plan In December 2008, the past library director retired after 25 years of service. There was an interim director for a brief time while the JPB and the City of Santa Cruz recruited and hired a new director, who joined the SCPL system in July 2009. Under new leadership, the SCPL undertook an ambitious series of town hall meetings and focus group sessions with the goal of developing a community-based plan for the next five years. The town hall meetings were centered on the library branches. The focus groups were of assorted demographics (seniors, Latinos, business leaders, teens, educators, the homeless, a lady’s club, et cetera). The data collected through these activities was supplemented with information from about 2,500 surveys gathered over the internet and in person at grocery stores and farmers markets in the county. The result is the 3-5 Year Strategic Plan, 2010-2015, presented to the JPB and the public on Monday, April 19, 2010. The strategic plan that was developed is not intended to solve current budget problems but rather to provide the system with a focused future.
F15 Page 164
What was discovered through the planning process was not a surprise: library patrons use their local libraries, but they also enjoy visiting other libraries in the system. This is supported by the data in the chart that follows on illustrating where people from each community check out their library materials. These percentages are based on numbers from the 2007/08 fiscal year, before the serious reduction in open hours. The first, second, and third most frequently used libraries (in terms of circulation) for each residential area are color-coded. You can see that patrons from all communities in the county check out books from the Central library, with the Aptos and Scotts Valley branches being second and third most popular. Response: Santa Cruz City/County Public Libraries –AGREE
F16 Page 164
There was considerable consistency in library service priorities, with reading, viewing, and listening for pleasure; lifelong learning; creating young readers; and connecting with the online world being generally the highest ranked. One notable contrast was the attitude of some among the more mature population who favor local branches and believe libraries must be about books and personal service, while others among the younger population suggest that there will be fewer branches in the future and libraries will be less about books and more about technology. Everyone, regardless of age, wants the libraries open many more hours and on regular schedules. Response: Santa Cruz City/County Public Libraries –AGREE Saving the Branches May Kill the Tree ∫ 153 8002-7002 hcnarB hcaE ta noitacoL emoH reworroB yb stuO kcehC fo egatnecreP 51F hcnarB yrarbiL avleS aL dleifraG redluoB aO eviL notleF lartneC alotipaC etroficnarB sotpA hcaeB kraP keerC %4 %2 %0 %0 %21 %5 %2 %1 %37 sotpA %3 %2 %0 %0 %73 %8 %1 %2 %74 samorA %3 %0 %0 %12 %02 %1 %2 %9 %2 dnomoL neB %1 %0 %0 %3 %41 %0 %1 %86 %1 keerC redluoB %2 %0 %1 %8 %52 %1 %1 %73 %01 eladkoorB %31 %1 %1 %0 %61 %15 %2 %0 %41 alotipaC %3 %1 %0 %0 %21 %6 %2 %0 %57 sotilarroC %1 %0 %7 %1 %38 %1 %3 %0 %2 tropnevaD %2 %0 %0 %63 %42 %1 %2 %2 %1 notleF %1 %1 %51 %1 %04 %2 %2 %0 %73 modeerF %1 %74 %0 %0 %11 %2 %4 %0 %33 hcaeB avleS aL %35 %0 %0 %0 %32 %11 %7 %0 %3 kaO eviL %1 %0 %0 %71 %21 %1 %4 %1 %2 nomreH .tM %2 %3 %0 %0 %8 %3 %1 %0 %28 raM leD oiR %4 %0 %01 %1 %36 %2 %61 %0 %2 ytiC zurC atnaS %7 %0 %3 %1 %04 %11 %81 %0 %4 tuO zurC atnaS %1 %0 %0 %1 %21 %1 %1 %0 %1 yellaV sttocS %1 %0 %0 %0 %5 %3 %1 %0 %88 ffilcaeS %9 %1 %1 %0 %02 %93 %3 %0 %62 leuqoS %3 %0 %1 %2 %63 %6 %6 %0 %4 procninU ytnuoC CS %4 %9 %1 %0 %72 %7 %4 %0 %54 ytiC ellivnostaW %7 %9 %0 %1 %54 %8 %31 %0 %41 tuO ellivnostaW %4 %1 %4 %6 %25 %5 %3 %1 %11 aerA fo tuO noitacoL emoH sttocS k yellaV %1 %0 %14 %21 %61 %2 %2 %2 %13 %0 %1 %1 %16 %1 %2 %61 %28 %1 %1 %24 %2 %4 %41 %31 %01 %1 %4 %3 %43 %8 %8 %4 %51 slatoT noitacol emoh rep stuokcehc fo rebmun tsetaerG noitacol emoh rep stuokcehc fo rebmun ni dnoceS noitacol emoh rep stuokcehc fo rebmun ni drihT morf elpoep erehw setartsulli trahc sihT .metsys eht ni seirarbil rehto gnitisiv yojne osla yeht tub ,seirarbil lacol rieht esu snortap yrarbiL smeti rehto dna skoob rieht fo tnecrep 37 tuo kcehc sotpA ni gnivil elpoep ,ecnatsni roF .slairetam rieht tuo kcehc ytinummoc hcae no desab era segatnecrep esehT .yrarbil alotipaC eht morf tnecrep 5 dna yrarbil lartneC eht morf tnecrep 21 ,yrarbil sotpA eht morf .sruoh yrarbil ni snoitcuder suoires eht erofeb ,raey lacsif 8002/7002 eht morf srebmun 154 ∫ Santa Cruz County Grand Jury Final Report 2009-2010
F17 Page 166
One important part of the Strategic Plan is the section entitled “Change for the Future,” a description of five current trends in public library services that the SCPL has identified and committed to in the coming years as it pursues its vision of Transforming lives and supporting communities. Succinctly, the five trends are: 1. Patrons get service at the level they want – more self-service in checking out materials, placing and picking up holds, editing own accounts, paying fines; and single point of service, 2. Rebranding and marketing – establishing the library as a relevant resource through evolving services and better marketing of those services, 3. Local focus – providing local content that is unavailable elsewhere and taking library services outside into the community, 4. Remote delivery of services – associated with self-service; downloadable materials, e- books, podcasts; online payment of fees, and 5. User involvement – use of social media like Twitter, Facebook, and Wikis. Response: Joint Powers Authority Board – AGREE Response: Santa Cruz City/County Public Libraries –AGREE
F18 Page 166
Despite the budget problems, the SCPL offers an amazing range of outreach programs and in-house events. Through the efforts of library employees and Friends volunteers, there are programs for special populations like toddlers and young readers, students of all levels, teens, film and gaming enthusiasts, the elderly, the sight impaired, and the developmentally disabled. There are special holiday events, including pumpkin carving and gingerbread workshops. Programs and Partnerships was begun in September 2009, involving local businesses in library activities. It includes the “Book Wish List” being supported by local bookstores. Other businesses have held fundraisers, and still others have partnered with the library in offering parents and children in-store workshops and story-times. Response: Santa Cruz City/County Public Libraries –AGREE However, the Programs and Partnerships Division was established for more than just involving local businesses. It was established to bring under one roof all library programming and various partnerships with all sectors of the community. The Budget Funding for the libraries comes from five sources: • county property taxes and Santa Cruz and Watsonville city general funds • the ¼ cent sales tax approved by voters first in 1996 and then again in 2008 • library fees and fines • a State of California Public Library Fund grant • income from bequests and trusts The sales tax and monies from the city general funds are allocated to the SCPL and the Watsonville Library each year by a Library Financing Authority; the funds are divided using a population-based formula. The city of Santa Cruz provides administrative, financial, human resources, and legal services to the SCPL; they charge the library system a flat 5.5% of its total revenues for these services. Saving the Branches May Kill the Tree ∫ 155
F19 Page 167
In March 2009, after two years of generous sales tax revenues, the SCPL had no cash reserves. In April 2009, the JPB set guidelines for the FY 2009/10 budget that included establishing and maintaining ongoing cash reserves of at least 5% of its annual budget and dedicating at least 8% of its operating budget to books and media. These goals were not met in the FY 2009/10 budget, and they are not being met in the budget proposed for FY 2010/11. Response: City of Santa Cruz Director of Finance – AGREE Response: Joint Powers Authority Board – AGREE Sales taxes were projected to increase FY08/09 from FY07/08 by $27,000. In reality, they declined by $344,000. The 8% for materials was established in the Facilities Master Plan adopted in 2008 not in FY 2009/10 as stated above. Response: Santa Cruz City/County Public Libraries –AGREE Sales taxes were projected to[sic] in FY08/09 from FY07/08 by $27,000. In reality, they declined by $344,000. The 8% for materials was established in the Facilities Master Plan adopted in 2008.
F20 Page 167
Over the last decade, prior and present library administrators have proposed or recommended closing from one to six branches to benefit the balance of the library system. However, in May 2009, the JPB directed library management to develop a balanced budget for FY 2009/10 that did not close any branches. They provided the same direction this April while facing even greater challenges to the system, essentially “kicking the can down the street a bit farther,” in the words of one board member. Response: Joint Powers Authority Board – PARTIALLY AGREE In April 2010 the JPB was presented with several options that all achieved the same goal- a balanced budget for 10/11. They selected the one that reduced hours at all the branches. Response: Santa Cruz City/County Public Libraries –PARTIALLY AGREE In April 2010 the JPB was presented with several options that all achieved the same goal- a balanced budget for 10/11. They selected the one that did not call for closing any facilities.
F21 Page 167
The SCPL may be able to balance the budget through deep cuts in personnel and services, but there is a cash-flow problem. The City of Santa Cruz loans the library the cash for payroll and other payables; it covers the actual cash deficit between the time expenses are paid and revenues are received. Currently this loan balance averages between $1 million and $1.4 million. The City charges interest at portfolio rates (in April 2010, about 1.4%), but beginning with the 2011/12 fiscal year the interest will rise to portfolio rates plus 2% (about 3.4% if the portfolio rate was still 1.4%); in the meantime the City will cap the loan at $1 million. The additional interest will add to the cost of operating the library system, and staff stated that, with a cap, some bills will not be paid in a timely manner and additional staff time and effort will be required to prioritize payments. 156 ∫ Santa Cruz County Grand Jury Final Report 2009-2010 Response: City of Santa Cruz Director of Finance – PARTIALLY AGREE The average loan balance has not averaged between $1 million and $1.4 million. The loan balance averaged approximately $500,000 in fiscal year 2009 and approximately $400,000 in fiscal year 2010. The loan balance has decreased over the last two fiscal years and there has been no need for a loan during the last 3 months of fiscal year 2010. Response: Joint Powers Authority Board – PARTIALLY DISAGREE The loan balance does not average between $1-1.4 million. These are maximum amounts reached on several days last year not on a regular basis. The Library has also factored into its 5 year projections re-establishing the reserve to handle the cash flow issue. Given the current situation (ending FY0910 in the black) we do not anticipate exceeding the limit. Response: Santa Cruz City/County Public Libraries –PARTIALLY DISAGREE The loan balance does not average between $1-1.4 million. These are maximum amounts reached on several days last year not on a regular basis. The Library has also factored into its 5 year projections re-establishing the reserve to handle the cash flow issue. The line about with a cap, some bills MAY not be paid in a timely manner rather than will. Given the current situation (ending FY0910 in the black) we do not anticipate this issue occurring.
F22 Page 168
The SCPL has three loans that it must repay, with interest, and substantive rent for headquarters: • First, there is the working capital loan mentioned above, the advance from the City of Santa Cruz to cover the cash requirements on a day-by-day basis. This loan will be outstanding until the SCPL develops the reserves to manage its cash flow. Response: Joint Powers Authority Board – PARTIALLY DISAGREE This is a cash flow loan that is repaid as soon as the monthly payment is received from the County. Response: Santa Cruz City/County Public Libraries –PARTIALLY DISAGREE This is a cash flow loan that is repaid as soon as the monthly payment is received from the County. • Second, there is a loan associated with a Santa Cruz County overpayment, a distribution error discovered in 2005. From August 2005 through August 2013, the SCPL must pay annual principal of $40,293 plus variable rate interest. Response: Joint Powers Authority Board – AGREE Response: Santa Cruz City/County Public Libraries – AGREE • Third, there is a loan from the city of Santa Cruz for improvements to the new headquarters building. Interest is 5%. In September 2008, the principal was $467,303; the current loan balance is about $430,150. The annual payment is $60,518, and this loan will be paid off in 2018.

Recommendations 11