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Home My WebLink AboutMINUTES - 05181999 - C116 TO: BOARD OF SUPERVISORS Contra Cost. FROM: PHIL BATCHELOR, County Administrator County DATE: May 18, 1999 t- t SUBJECT: PROPOSED RESPONSE TO THE REPORT NO. 9902 OF THE 1998-99 GRAND JURY SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION � RECOMMENDATION: ADOPT attached report prepared by the General Services Director as the Board of Supervisors' response to the Report No. 9902 of the Grand Jury entitled "County Coffers or Private Pockets." BACKGROUND: The 1998-99 Grand Jury filed the above report, which was reviewed by the Board of Supervisors and subsequently referred to the County Administrator and the General Services Director. After reviewing the report, the General Services Director prepared this report which clearly specifies: A. Whether the recommendation is accepted or adopted; B, If the recommendation is accepted, a statement as to who will be responsible for implementation and a definite target date; C. A delineation of the constraints if a recommendation is accepted by cannot be implemented within the calendar year; and D. The reason for not adopting a recommendation. CONTINUED ON ATTACHMENT: YES SIGNATURE: { ------------------------------------------------------------------------------------------ ______-_____-_-____-_______-__- RECOMMENDATION OF COUNTY ADM INISTRA, ,` RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ----------------------------------------------------------------------------_____----- __ - _- - ---- -----------------__--__---__ ---- - ---------- -------- ACTIC€V OF BOARD ON M 1 y 18 , 1922 APPROVE AS RECOMMENDEDOTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN XX UNANIMOUS(ABSENT - - - - 1 AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE 3 AYES: NOES: SHOWN. ABSENT: ABSTAIN: ATTESTED M a v -18 , 1999 CONTACT:JULIE ENEA 335-1077 PHIL BATCHELOR,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR CC: GRAND JURY FOREMAN PRESIDING JUDGE OF THE SUPERIOR COURT GENERAL SERVICES DIRECTOR COUNTY ADMINISTRATOR BY k-dDEPUTY Contra GENERAL SERVICES DEPARTMENT Barton J.Gilbert Cost}rte Director of General Services a 1224 Morello Avenue, Suite 200 Martinez, California 94553-4711 Kathy gown CounLy (925)313-7100 Deputy Director fax(925)313-7108 April 19, 1999 Mr, Lawrence Jensen, Foreman 1998199 Contra Costa County Grand Jury 725 Court Street P.O. Box 1071 Martinez, CA 94553-0107 Subject: Grand Jury Report No. 9942 Dear Mr. Jensen: In response to the 1998-99 Grand Jury Report No. 9902, Failure to Enforce General Services Department Policy "County Coffers or Private Pockets," I submit the following response: Grand Jury Recommendation 41 — the department bead, supervisors, technicians, and support personnel working in the Department of General Services be given a copy of the new directive and original bulletin describing disposal of County property. General Services' Response. The respondent agrees with the finding. All General Services Department employees will be provided a copy of Policy 90-1, revised March 8, 1999 (Attachment 1); a revision of the original memo converted to Policy 90-1, dated July 6, 1998 (Attachment 2); and the original memo regarding "Policy on Use of County Property and Equipment"dated October 10, 1990 (Attachment 3). In addition, I will personally inform all Department employees verbally during our neat semiannual series of All Staff Meetings. Grand Jury Recommendation #2 — the County directive regarding the disposal of property be amended, deleting reference to "approval by Administration", as stated in the July 6, 1998 directive. General Services' Response. The respondent agrees with the finding. The referenced document has been modified by deleting the wording "without prior approval by Administration." Thus, the new sentence reads "Under no circumstances is County property available to be taken by employees." (See Attachment 1, Page 1.) Grand Jury Recommendation #3 — approval for the taking of County property shall be the responsibility of an individual at the supervisorial level of department head. General Services' Response: The respondent agrees with the finding. Grand Jury Recommendation #4 — the department head, supervisors, technicians, and support personnel, when issued the amended directive and original bulletin, sign a form acknowledging receipt and understanding of each. General Services' Response: The respondent agrees with the finding. An Department employees will sign an acknowledgement that they have received and understand amended Policy 90-1, "Use of County Property and Equipment." All new employees will receive Policy 90-1, "Use of County Property and Equipment," as part of their orientation packet and will sign an acknowledgement that they have received and understand these directives. (See Attachment 1, Page 2, "Acknowledgement of Receipt of Policy 90-1, "Use of County Property and Equipment.") Grand Jury Recommendation #5 — each individual signing receipt of said directive and bulletin be made aware that disciplinary action and/or referral to the district attorney for possible criminal prosecution may result from ignoring or willfully disobeying the contents of said directive or bulletin. General Services' Response: The respondent agrees. The acknowledgement that all employees will sign as discussed in Response #4, will include a statement that i ycriminal violation of this policy and directive will result in disciplinary action and/or prosecution. (See Attachment 1, Page 2, "Acknowledgement of Receipt of Policy 90- 1. "Use of County Property and Equipment.") Sincerely, &&U &I& Barton I Gilbert Director of General Services BJG:ah Attachments cc: Phil Batchelor, County Administrator ATTACHMENT I CONTRA COSTA COUNTY GENERAL SERVICES DEPARTMENT 1220 Morello Avenue, Suite 200 Martinez, CA 94553-4711 Extension 3-7100 Fax 3-7108 POLICY 90-1 -REVISED- DATE: March 8, 1999 TO; All General Services Department Staff &k"U* FROM: Barton J. Gilbert, Director of General Services SUBJECT: Use of County Prosy This is a re-issue of a Department Policy originally issued in October, 1990 and revised in July. 1998. This is to remind employees of the appropriate use of County property. Employees are prohibited from borrowing, storing, or using County property, which includes equipment, vehicles, supplies, tools, parts, buildings, trees, building materials, and any items purchased by or given to the County, for personal or other non-County use unless they have been given express approval to do so by General Services Department Administration or unless there is a County or departmental exemption. Approved use of County vehicles for commute vehicles is an example of such an exemption. Occasionally the County no longer needs equipment, materials and/or other property. These items are not available to be taken by employees. County policy requires that such property must be declared surplus by the Board of Supervisors and sold or disposed of appropriately. Items which are discarded as waste are to be taken to landfill or recycled. Such items shall not be taken by employees. Supplies or materials in excess of those needed to perform work should be returned to inventory, surplused or discarded as waste. Linder no circumstances is County property available to be taken by employees. Since July 15, 1998,this directive, Policy 90-1, has been given to all new employees and we will continue to re-issue it annually to all current Department staff. Managers are expected to review this policy with staff and ensure that all employees, including temporaries and contract workers, receive and understand Policy 90-1, and sign an acknowledgement stating so. A copy of this signed acknowledgement will be kept in the General Services Department personnel file for each employee. BIG:ah cc: Kathy Brown Mickey.Brown GENERAL SERVICES DEPARTMENT Acknowledgement of Receipt of Policy 90-1 "Use of County Property and Equipment" I acknowledge that I have read and understand Policy 90-I, "Use of County Property and Equipment" of the Centra Costa County General Services Department. I agree that as a condition of my employment by the County, I am required to abide by the terms of the Policy. I understand that violation of this policy and its directive will result in disciplinary action and/or criminal prosecution. Date (Signature) (Typed or Printed Name) (Social Security Number) cc. Employee Personnel File ATT-ACBNM 2 GENERAL SERVICES DEPARTMENT 1220 Morello Avenue, Suite 200 Martinez, California 94553-4711 Extension 3-7100 FAX 37108 POLICY 90-1 DATE: July 6, 1998 TO: All General Services Department Staff &fth2a� FROM: Barton J. Gilbert, Director of General Services SUBJECT: Use of County Property and Equipment This is Department i originally in October, 1990: This is to remind employees of the appropriate use of County property. Employees are prohibited from borrowing, storing, or using County property, which includes equipment, vehicles, supplies, tools, parts, buildings, trees, building materials, and.any items purchased by or given to the County, for personal or other non-County use unless they have been given express approval to do so by General Services Department Administration or unless there is a County or departmental exemption. Approved use of County vehicles for commute vehicles is an example of such an exemption. Occasionally the County no longer needs equipment, materials and/or other property. These items are not available to be taken by employees. County policy requires that such property must be declared surplus by the Board of Supervisors and sold or disposed of appropriately. Items which are discarded as waste are to be taken to landfill or recycled. Such items shall not to be taken by employees. Supplies or materials in excess of those needed to perform work should be returned to inventory, surplused or discarded as waste. Under no circumstances is County property available to be taken by employees without prior approval by Administration. Effective July 15, 1998, this policy will be given to all new employees and re-issued annually to all current Departmental staff: Managers are expected to review this policy with staff and ensure that all employees, including temporaries and contract workers, receive a personal.copy. BJG:dcg cc: Kathy Brown Mickey Davis ATTACKMEN'T 3 GENE2AL SERVICES DEPARTMENT 12201 Morello Avenue, Suite 200 Martinez, Californi