title
Approve the Board of Supervisors’ response to the 2019/2020 Civil Grand Jury Report of May 7, 2020 - “Registry of Public Agencies Filing Process.”
body
Published Notice Required? Yes ____ No __X__
Public Hearing Required? Yes _____ No __X__
DEPARTMENTAL RECOMMENDATION:
It is recommended that the Board of Supervisors approve the Board of Supervisors’ response to the 2019/2020 Civil Grand Jury Report of May 7, 2020 - “Registry of Public Agencies Filing Process.”
SUMMARY / DISCUSSION:
On May 7, 2020, the Solano County Civil Grand Jury issued a report entitled “Registry of Public Agencies Filing Process.” The report examines the Solano County Treasurer-Tax Collector-County Clerk and County Administrator’s Office / Clerk of the Board’s ability to maintain compliance in completing and filing an accurate Statement of Facts Roster of Public Agencies with the California Secretary of State in a timely manner, in addition to maintaining a coordinated, online local appointment registry available to the public.
The report states that County agencies do not receive adequate training necessary to ensure accurate and timely reporting of forms, that the County lacks a comprehensive, up-to-date single source listing of approve public agencies operating in Solano County and that forms on file with the Secretary of State and the County all show similar deficiencies. The report recommends approving legislative bodies in Solano County provide guidance and training to ensure accurate completion and filing of required forms, that agencies maintain copies of all submitted forms to prove compliance, and that County agencies, including the Board of Supervisors, Treasurer-Tax Collector-County Clerk, County Administrator’s Office / Clerk of the Board and City governments collaborate to create, update and support an online local appointment database maintained by the County.
To understand the registry of public agencies filing process, the Civil Grand Jury researched and reviewed a variety of sources, including, but no limited to the California Secretary of State, California State Controller’s Office and County websites, the California Penal Code, and more than twenty (20) other publications, including previous Civil Grand Jury reports, legal documents and the Local Agency Formation Commission (LAFCO) staff reports. The Civil Grand Jury also interviewed staff from the Solano County Treasurer-Tax Collector-County Clerk’s Office and County Administrator’s Office / Clerk of the Board to research and complete the report.
The Civil Grand Jury report resulted in four (4) findings and four (4) recommendations. The report identified the Solano County Treasurer-Tax Collector-County Clerk, County Administrator’s Office / Clerk of the Board, Benicia Mayor and City Council, Suisun City Mayor and City Council, Dixon Mayor and City Council, Fairfield Mayor and City Council, Rio Vista Mayor and City Council, Vacaville Mayor and City Council, Vallejo Mayor and City Council and the Solano County Board of Supervisors as responding entities.
The Board of Supervisors’ proposed response is set forth in Attachment A - Response to the Grand Jury Report of May 7, 2020: Registry of Public Agencies Filing Process. Copies of Grand Jury reports are available upon request from the Clerk of the Board or can be viewed on the Grand Jury’s website at: <http://www.solanocourts.com/GrandJury/default.html>
FINANCIAL IMPACT:
The costs associated with preparing the agenda item are nominal and absorbed in the County Administrator’s FY2020/21 Preliminary Budget.
ALTERNATIVES:
The Board could choose to disagree with the recommended responses and direct staff to prepare a different or more elaborate response to the Grand Jury.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the attached response to the Presiding Judge for content and form.