November 21, 2000

Honorable Terrance Van Oss
Presiding Judge of the Superior Court
County of San Joaquin
222 E. Weber Avenue, Third Floor
Stockton, California 95202

RE: Grand Jury Case # 0500 - Deputy Sheriffs' Overtime (Update)

Dear Judge Van Oss:

The following is a review of our response to the Civil Grand Jury report, case #0500, Deputy Sheriffs' Overtime, dated November 2, 2000. Recommendation numbers 1 and 2 were previously resolved in procedures dated August 1, 2000, and addressed in our original November 21, 2000, response.

This report reviews our past response and includes an updated and final resolution on Recommendation #3.

November 2000 Response Review:

November 2000 Grand Jury Recommendation #3: Work schedules should be computerized and made available to all supervisory and other appropriate Sheriff's Department personnel at workstations connected by a local area network (LAN) or on personal computers by modem.

November 2000 Grand Jury Findings and Conclusion #3: Due to lack of funding, this recommendation has yet to be implemented. The Sheriff reported that funds have now been allocated and this recommendation should be completed by spring 2001.

November 2000 Sheriff's Office Response to #3: The Sheriff's Department agrees with the finding of #3. The Custody Division work schedule is currently available on a monthly basis, via the Sheriff's Department computer network, to the majority of the divisions and supervisors within the Sheriff's Department. The final piece of the network connection will be to all the supervisors within Custody Division. Funds have been allocated, and the contract to complete the fiber optic wiring and (LAN) has been approved. The fiber optic wiring is now being installed. This greatly needed project will be completed and operational in early spring 2001.

May 2001 Sheriff's Office Final Response:

The fiber optic wiring project is now complete. Computers have been purchased and installed at all supervisory workstations and all are connected by the local area network (LAN). A recently created work-schedule software package has been purchased from InTime Solutions Inc. This new "Officer Scheduling" software is specific for the correctional facility environment and has only been available for a short period of time.

Effective with the Custody Division's work schedule that starts on June 4, 2001, the new automated work schedule will be operational. Initially, Custody Division's Administrative staff will be utilizing the new work-schedule software to ensure that all overtime criteria and restrictions are being followed. Supervisory staff will be fully trained in the near future, and the responsibility will shift to them to create and monitor the new automated work schedule and overtime policies. The new software allows for customization of any overtime restriction, criteria, policy or rule and prevents the misuse of overtime or extended work hours.

Specifically, the new work schedule software system will do all of the following:

The research, selection, adaptation and completion of this Custody Division work schedule project was implemented at considerable expense, both in cost and staff time. I believe the completion of this project will provide state-of-the-art automated assistance to my management team that will benefit the public, the County, and the Sheriff's Office for many years into the future.

The San Joaquin County Sheriff's Department is committed to operational efficiency as well as ensuring that the issues and concerns raised by the Civil Grand Jury are properly addressed and satisfactorily resolved. I would like to extend my appreciation for your patience in waiting for what I feel was the best response to this important issue.

Sincerely,
BAXTER DUNN
Sheriff-Coroner

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