HomeMy WebLinkAboutMINUTES - 08111992 - IO.2 ,• 10. 2
To: BOARD OF SUPERVISORS anCa
FROM: :fG \ Costa
Internal Operations Committee x
4 County
DATE: August 10, 1992
SUBJECT: Proposed Responses to the Reports of the 1991-1992 Grand Jury:
Numbers 9204, 9206, 9214, 9215, 9217, 9218, 9219 and 9220
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SPECIFIC REOUEST(S)OR RECOMMENDATION(S)3 BACKGROUND AND JUSTIFICATION
RECOMKMATIONS:
1. Adopt this report of our Committee as the Board of
Supervisors' responses to the Reports of the 1991-1992 Grand
Jury:
#9204 - "Voting Process"
#9206 - "Replacement of Merrithew Memorial hospital"
#9214 - "Juvenile Hall Population"
X19215 - "Juvenile Hall Riot of November 16, 1991"
119217 - "External Audit of Contra Costa County"
119218 - "A Hazardous Admixture of Detainees in Juvenile Hall"
#9219 - "Redevelopment Agency Debt"
#9220 - "Condition of Detention Facilities"
2. Remove this item as a referral to our Committee.
BACKGROUND
The 1991-92 Grand Jury submitted the above reports which were
subsequently referred to the Internal Operations Committee. On
August 10, 1992 our Committee met to discuss the recommendations
and review proposed responses. At the conclusion of these
discussions, we prepared the attached responses utilizing a format
suggested by a previous Grand Jury which suggested that responses
clearly specify:
A. Whether the recommendation is accepted or adopted;
B. If the recommendation is accepted, a statement as to who will
be responsible for implementation of a definite target date;
CONTINUED ON ATTACHMENT: Y SIGNATURE:
RECOMMENDATION OF CO/NTYIRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE
SIGNATURE 5: Su . chroder Supervisor -S . W. McPeak
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
x UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
CC: ATTESTED
PHIL BATCHELOFfCLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
BY -DEPUTY
DEPUTY
M382 (10/88)
-2-
C. A delineation of constraints if a recommendation is accepted
but cannot be implemented within the calendar year; and
D. The reason for not adopting a recommendation.
Responses to Grand Jury recommendations coming from our Committee
will follow this format as closely as possible.
Orig. Dept. : County Administrator
cc: Presiding Judge of the Superior Court
Grand Jury Foreman
County Auditor-Controller
County Counsel
County Clerk
County Probation Officer
Health Services Director
Redevelopment Director
Sheriff-Coroner
s
REPORT ON THE VOTING PROCESS
Report Number 9204
The 1991-92 Contra Costa County Grand Jury recommends that the
County Clerk/Recorder:
Continue efforts which have resulted in a smoothly functioning
voting process and continue innovative efforts for further
mechanization of the process.
RESPONSE:
A. This recommendation is accepted.
B. The County Clerk-Recorder, an elective County officer,
identified an inserter machine as his next capital priority
and has proposed establishing a capital account to fund the
inserter' s purchase. The County Administrator will work with
the County Clerk to identify fees or other sources of revenue
for this account and report to the Internal Operations
Committee in December.
The Board commends the County Clerk for his continuing efforts
to mechanize the absentee voter process and requests that he
evaluate the feasibility of advising absentee voters of the
additional cost to vote by mail, while at the same time not
discouraging a person from voting.
RECEIVED
OFFICE OF THE CLERK-RECORDER MAY 1 91992
CONTRA COSTA COUNTY
Courthouse Building, First Floor
Room 103 CLERK BOARD OF SUPERVISORS
CONTRA COSTA CO.
Martinez, California
M E M O R A N D U M
DATE: May 19, 1992
TO: Richard Patsey, Presiding Judge
FROM: Stephen L. Weir, County Clerk
SUBJECT: Report on the Voting Process, Report Number 9204
1991-92 Contra Costa Grand Jury
Pursuant to California Penal Code Section 933 c (attached) , I am
sending to you my comments on the findings and recommendations
contained in Report Number 9204 (attached) .
In the "Findings" Section, I substantially agree with the seven
points.
In the "Recommendations" Section, innovation is encouraged to
continue a smooth process. Our absentee voter program is labor
intensive. Our signature retrieval optical disc program has
resulted in a faster verification and a real labor cost savings.
Our next capital priority is to replace a 24 year old inserter
machine. We have two inserter machines, which stuff our sample
ballots. During consolidated elections, each machine runs 12 hours
a day. If we lose one machine, we will be forced to go on a 24
hour schedule without backup. We have proposed a capital account
to fund this replacement.
With the growing popularity of absentee balloting .(vote by mail) ,
mechanical processing of ballots to be mailed would result in some
savings. To date, we know of no such process in operation. I
would like to note that postage costs are high and are fixed when
dealing with absentee ballots. We will continue to survey the
industry for any innovative mechanization of the absentee voter
process.
c.c. Clerk of the Board of Supervisors
SW\BENCH92\GRJRYRPT
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REPLACEMENT OF MERRITHEW MEMORIAL HOSPITAL
Report Number 9206
The 1991-92 Contra Costa County Grand Jury recommends that:
The Health Services Administration, the County Administrator
and the Board of Supervisors continue to operate in the manner
.so ably demonstrated by their diligence and professional
competence toward the goal of providing health care to those
who most need these services.
RESPONSE:
A. This recommendation is accepted.
B. The Board of Supervisors agrees with the Health Services
Director' s observation that two members of the Oversight
Committee were from the Grand Jury whose participation is
appreciated. In addition, through the many years of
deliberation and study on the feasibility of replacing the
existing hospital, the Grand Jury has always been supportive
of the County' s basic premises that the facility was
inadequate to fulfill the County' s mandated responsibility for
medical services.
JUVENILE HALL POPULATION
Report Number 9214
The 1991-92 Contra Costa County Grand Jury recommends that the
County Probation Officer:
RECONIlEENIDATION NO. 1:
Determine causes of failure of the "early release" procedure
to control the population and make the procedure workable.
RESPONSE:
A. This recommendation is accepted.
B. Causes of failure of the "early release" procedure to control
the population are determined to be:
1. An increase in serious, violent offenders minimizing
those who are "releasable. "
2. Those who are "releasable" have no parent or other
responsible adult willing or able to take them. While
these tend to be placement cases, several are not.
3 . The Probation Department lacks sufficient alternatives to
Juvenile Hall, such as home supervision staff or
electronic monitoring.
4. Juvenile Hall population fluctuates seasonally, with the
highest needs being from January through May.
C. In order to "make the procedure work" an alternative
residential program for minors lacking parental supervision,
but who are otherwise "releasable," could reduce the
population by 24 youth. Also needed are home supervision/home
arrest staff and additional custody intake staff to effectuate
release and alternatives to detention. It is unlikely that
funds will be available for additional Probation Department
resources this fiscal year.
RECONNENIDATION NO. 2:
Develop and improve procedures to expedite placement or
transfer of detainees.
RESPONSE:
A. This recommendation is accepted.
JUVENILE HALL POPULATION
(continued)
B. The Probation Officer advises that this has been somewhat
successful with the length of stay for placement cases
dropping from an average of 31 . 3 days in 1990 to 22. 8 days for
the first six months of 1992. In addition, the placement
caseload has decreased from a high of 280 in March, 1991 to
under 200 presently. A deputy has been specifically assigned
to place hard-to-place youth and to locate and develop
additional placement resources.
Detainees awaiting openings at Byron Boys Ranch, which is
filled to capacity at all times, have also been decreased
through the use of home detention and release prior to
delivery. Few committed boys wait in Juvenile Hall more than
one week before they are either transferred or released.
Detainees committed to the California Youth Authority (CYA)
remain in Juvenile Hall four to six weeks. While local
paperwork has been expedited, the CYA, gatekeeper for
delivery, has been slow in providing delivery dates, an issue
not within our control.
Ask the Probation Officer and County Administrator to evaluate
the appropriateness of the Productivity Investment Fund as a
mechanism to provide a staff member to process CYA commitments
more quickly.
Refer to the Internal Operations Committee the subject of
efforts to reduce the population of Juvenile Hall.
RECOMMENDATION NO. 3:
Assess the economic aspects of using additional permanent
staff as opposed to routinely using temporary or part-time
employees (often involving overtime costs) .
RESPONSE:
A. This recommendation is accepted.
B. Because of the budget impact in the Probation Department all
use of temporary or part-time employees will be reevaluated.
JUVENILE HALL RIOT OF NOVEMBER 16, 1992
Report Number 9215
The 1992-92 Contra Costa Grand Jury recommends the Chief Probation
Officer:
RECOMMENDATION NO. 1:
Require at least one skilled and well trained permanent
supervisor be on duty at the Hall at all times. This should
be implemented immediately.
RESPONSE:
A. This recommendation is accepted as modified.
B. Staff assigned to supervise Juvenile Hall are skilled and well
trained. This recommendation has been implemented except for
temporary relief due to illness.
RECOMMENDATION NO. 2:
Hold quarterly training drills with hall supervisors and other
personnel to make sure procedures to be following in
emergencies such as riots, escapes and loss of keys are
thoroughly understood.
RESPONSE:
A. This recommendation is accepted.
B. Emergency response drills are held monthly. Key loss and
escape policy have been reiterated to staff and are in written
policy form.
RECOMMENDATION NO. 3:
Determine the highest ratio of temporary to permanent staff
that can be tolerated to safely operate the Hall, and
establish procedures to ensure compliance.
RESPONSE:
This recommendation is accepted.
EXTERNAL AUDIT OF CONTRA COSTA COUNTY
Report Number 9217
The 1991-92 Contra Costa County Grand Jury recommends that the
County Auditor-Controller:
RECOMMENDATION NO. 1:
Modify and improve procedures to eliminate the need for
substantive year-end pre-audit adjustments. Any and all
necessary closing adjustments or consolidations should be
performed prior to commencement of the 1991-1992 audit.
RESPONSE:
A. This recommendation is accepted.
B. In FY 1991-92, the Auditor-Controller, an elective County
officer, will perform closing adjustments or consolidations
prior to the commencement of the FY 1991-92 audit. The
Auditor is in the second year of using a software systems,
CAFRonMicro, which should preclude the need for additional
year-end adjustments.
A committee consisting of staff from County Administrator,
Risk Managment, Auditor-Controller and County Counsel should
meet to consider the nature and extent of year end pre-audit
adjustments and report to the Finance Committee.
RECOMMENDATION NO. 2:
Insure timely reconciliation of all bank accounts. Use
appropriate source documents to support accounting entries.
RESPONSE:
A. This recommendation is accepted.
B. This recommendation refers to the 1st Choice Health Plan
accounts. The bank account with Synergetic Administrative
Insurance Services for the Plan has been reconciled and closed
on June 26 , 1992 . United Administrative Services, the new
claims administrator, effective January 8 , 1992, will provide
reconciliation duties henceforth.
Office of cr�:.
COUNTY AUDITOR-CONTROLLER
Contra Costa County
Martinez, California
June 29, 1992 =
TO: Scott Tandy, Chief Assistant Administrator
FROM: Kenneth J. Corcoran, Auditor-Controller
SUBJECT: Response to Grand Jury Report No. 9217
External Audit of Contra Costa County
Our responses to the 1991-92 Contra Costa County Grand Jury recommendations
are as follows:
Recommendation 1
Modify and improve procedures to eliminate the need for substantive year-end
pre-audit adjustments. Any and all necessary closing adjustments or
consolidations should be performed prior to commencement of the 1991-1992
audit.
Response
In Fiscal Year 1991-92, our office will perform necessary closing adjustments
or consolidations prior to the commencement of the 1991-92 audit. This year
will be our second year using CAFRonMicro software system and we do- not
anticipate the need for additional year-end adjustments.
Recommendation 2
Insure timely reconciliation of all bank accounts. Use appropriate source
documents to support accounting entries.
Response
The bank account for the 1s' Choice Health Plan with Synergetic Administrative
Insurance Services has been reconciled and was closed out on June 26, 1992.
The new claims administrator as of January 8, 1992, United Administrative
Services, will provide reconciliation duties to our county.
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A HAZARDOUS ADMIXTURE OF DETAINEES IN JUVENILE HALL
Report Number 9218
RECOMMENDATION:
The 1991-92 Contra Costa County Grand Jury recommends that the
County Probation Officer prepare a plan to ensure the
separation of violence-prone detainees from the rest of the
Hall population.
RESPONSE:
A. This recommendation is accepted.
B. Violence-prone residents tend to be the older more
sophisticated delinquents. The majority of these are housed
separately on the Diablo living unit. Occasionally pressures
of high population preclude this separation. The facility has
three other living units, one for mid-range boys, a coed unit,
and a unit for more disturbed youth. There is a need for a
high security unit using an available module, but funding is
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according to their need and the safety of others, including
the residents ' propensity toward violence. _
Refer the issue of the location of violence-prone detainees to
the Internal Operations Committee.
REDEVELOPMENT AGENCY DEBT
REPORT NUMBER 9219
The 1991-92 Contra Costa County Grand Jury recommends that:
RECOMMENDATION NO. 1:
For each redevelopment project, each Redevelopment Agency
inform taxpayers in its District how much property tax is to
be diverted from the cities, the County and Special Districts
within the Redevelopment Area, and what measures are being
taken to mitigate this loss of revenue.
RESPONSE:
A. This response is accepted as to the Contra Costa County
Redevelopment Agency.
B. Redevelopment plans adopted by the County have been subject to
a formal fiscal review process prior to this adoption. This
fiscal review process is intended to identify the effected
taxing entities, the magnitude of potential diversion of
property taxes and the identification of significant financial
burden or detriment that must be mitigated. The County
Redevelopment Agency is the only redevelopment agency under
the purview of the Board of Supervisors.
RECOMMENDATION NO. 2:
Each Redevelopment Agency within Contra Costa County establish
a citizens' advisory committee to assist its Board of
Directors in analyzing projects and their effect on the
community.
RESPONSE:
A. This response is accepted as to the Contra Costa County
Redevelopment Agency.
B. The County Redevelopment Agency has citizens advisory
committees for each of its Redevelopment Project Areas.
CONDITION OF DETENTION FACILITIES
Report Number 9220
The 1991-92 Contra Costa Grand Jury recommends that:
RECOMM9DATION NO. 1:
The Sheriff continue efforts to reduce overcrowding at MDF.
RESPONSE:
A. This recommendation is accepted.
B. The Sheriff-Coroner will 'continue in its efforts to reduce
overcrowding at the Martinez Detention Facility to comply with
the Grand Jury recommendation and the County' s goal to ensure
that all detention facilities are managed within applicable
standards and laws.
RECONIlWNDATION NO. 2:
The County Probation Officer compile and evaluate statistics
on assaults on staff at the Hall.
RESPONSE:
A. This recommendation is accepted.
B. A comprehensive study of assaults was completed in 1990 by the
California Youth Authority at the request of the Probation
Department. Statistics are being compiled using the
definition of "assault on staff as at least one of the
following conditions existed:
1. Police were called to investigate per written ,policy.
2. A resident intentionally struck and physically assaulted
a staff member.
3. A resident used a weapon or attempted to use a weapon
against a staff member.
RECOMMMATION NO. 3:
The County Probation Officer provide the services described in
the Ranch Orientation Packet.
RESPONSE:
A. This recommendation is accepted as modified.
CONDITION OF DETENTION FACILITIES
(continued)
B. Services provided to residents are designed to equip them with
skills and knowledge necessary to be a successful member of
society. Changes to programs offered result from several
factors, such as a program being replaced by a better one, a
new program is added, a program is dropped because it is no
longer adequate or participation is low, an outside resource
no longer provides a program or funding grants expire. The
Probation Department continually seeks new resources and
programs that maximize graduates ' chances for success upon
release.
SHERIFF—CORONER'S DEPARTMENT
Contra Costa County
Administration Division
646-2402
Date: June 8, 1992 '
To: Scott Tandy, Chief Assistant Administr
From: Richard K. Rainey, Sheriff-Coroner 0f itW61 3c)f
Subject: Response to Grand Jury Report
I have reviewed the grand jury's report and recommendations, "Report On
Condition of Detention Facilities" which was filed May 29, 1992.
I am pleased to note that there were no single overriding problems which the
grand jury considered important enough to dedicate additional items. Be
assurred the Sheriff-Coroner's Department will continue in its efforts to reduce
overcrowding at the Martinez Detention Facility to comply with both the grand
jury recommendation and long-term goals of the County to ensure that all
detention facilities are managed within applicable standards and laws.
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