June 4, 2001

Honorable Terrance Van Oss
Presiding Judge of the Superior Court
County of San Joaquin
222 E. Weber Avenue

RE: Grand Jury Case #1600 - Non-Uniform Employee Overtime

Dear Judge Van Oss:

The following is our response to the Civil Grand Jury report, case #1600, Non-Uniform Employee Overtime, dated April 3, 2001.

Departmental Response to Grand Jury Recommendations #1 & # 2:
The Sheriff's Office agrees with Recommendations #1 and #2. Although the Grand Jury investigation concluded there was no misuse of overtime, the Department issued the attached Special Order to all staff. This policy addresses the requirement for designated supervisory oversight on all non-uniform overtime.

Departmental Response to Grand Jury Recommendation # 3:
The Sheriff's Office agrees with Recommendation #3 and the following has been implemented. A new position was requested and approved in the 2001-02 Proposed Budget. The overuse conditions do not exist at this time. The current moderate level of overtime is required to meet a backlog of work created by a short period of abnormally high staff vacancies, which have since been addressed. The new unit staff members are receiving both training and cross training to prevent overuse of individual staff members.

The San Joaquin County Sheriff's Department is committed to cost control and employee accountability. It is my hope that the measures outlined above will assist the Department in meeting these goals.

Sincerely,
BAXTER DUNN
Sheriff-Coroner

C: Dario Marenco, Chairman, Board of Supervisors
Clerk of the Board
County Administrator

SAN JOAQUIN COUNTY SHERIFF'S DEPARTMENT
SPECIAL ORDER

SUBJECT: NON-SWORN STAFF OVERTIME:
PRE-APPROVAL AND SUPERVISORY OVERSIGHT

DATE: June 5, 2001TO: ALL PERSONNEL
FROM: SHERIFF-San Joaquin County
  1. POLICY
Non-sworn personnel working overtime shall report check in/check out times to a designated supervisor. Overtime shall be pre-approved or assigned by the employee's supervisor or management staff.
  1. PROCEDURE

    1. All non-sworn employees working overtime must check in with an on-duty supervisory staff member when beginning overtime work and check out with that supervisory staff member when completing overtime work.

      1. Staff assigned to the Custody Division will check in/check out with the on-duty shift supervisor for Custody Division.

      2. Staff assigned to the Patrol Division will check in/check out with the on-duty shift supervisor for Patrol Division.

      3. Staff assigned to areas other than Custody or Patrol will check in/check out with the on-duty supervisor in the Communications Center.

    2. All overtime worked by non-sworn employees must be pre-approved. Employees will advise their supervisor of the following:

      1. Purpose of the intended overtime.

      2. Approximate amount of overtime anticipated.

      3. The approximate date and time the overtime will be worked.

    3. No overtime will be worked without prior approval of the employee's supervisor or management staff.