"A" = Actual Control "P" = Proposed Control
| CONTROLS | |||||||||||||||||||||||||||||||||||
| THREATS | C-1 Documentation of procedures and staff responsibilities. | C-2 Employment of qualified staff. | C-3 Use of standard forms (i.e., notifications, affidavits, posting and mailing). | C-4 Coordination with City Attorney's Office. | C-5 Property ownership and mailing addresses are verified with the County Assessor's records. | C-6 Weed abatement contract renewed annnually and bid at least every three years. | C-7 Responsibility for monitoring contract clearly assigned to weed abatement. | C-8 Field inspections after each phase of the contractor's work. | C-9 Computer systems calculates expected charges for each individual parcel. | C-10 Program staff reconcile expected charges with contractor's invoice. | C-11 The Staff Analyst prepares the reports for Weeds; reviewed by Chiefs. | C-12 Staff Analyst works with OMB to prepare cost recovery projections. | C-13 Dept has shown a willingness to use civilians where appropriate. | C-14 Cost for light-duty personnel not charged to program. | C-15 Partial payments to contractor based on work completed and inspected are signed by Chief Osby. | C-16 Purchase requests only move forward if Staff Analyst verifies adequate funds in budget; program operates within | C-17 Program staff consciously adjust the workload to smooth out seasonality of program. | C-18 A firefighter previously assigned to the program is available to help on an as needed basis. | C-19 Tracking of parcels has been automated. | C-20 Computer system generates final listing of charges by parcel (print and tape). | C-21 Weed Abatement program relies on Finance for revenue side. | C-22 Program follows council policy on setting fees. | C-23 Areas of responsibility for Weed Abatement are cleraly defined between Weeds, Fire and Neighborhood Preservation | C-24 Referrals are received from citizens, fire companies and Neighborhood Preservation. | C-25 All referrals are investigated. | C-26 Abatement methods based on size of parcel; spelled out in contract. | C-27 Assessor's maps are color coded with details of work to be done; duplicate sets prepared for contractor and fiel | C-28 Maps are updated annually and corrected as needed during the year. | C-29 Contractor is also alert to changes in parcel status. | C-30 Staff is working with other jurisdictions. | C-31 Written criteria for assessing and abating hazards. | C-32 Weeds computer generates workload stats; some are reported in WMS. | C-33 Frequent communication between program management and chiefs. | C-34 Responsibility for preparing statement of revenues and expenditures should be delegated, and statement should be | C-35 Council should consider fee levels charged to City departments. |
| T-1 Program may not be in compliance with the City Code. | A | A | A | A | A | A | A | ||||||||||||||||||||||||||||
| T-2 Property owner notifications and postings may not be effective | A | A | A | A | A | A | A | ||||||||||||||||||||||||||||
| T-3 Contractor may not give the City the best possible price. | A | A | A | A | A | A | A | ||||||||||||||||||||||||||||
| T-4 Contractor's performance may not be monitored. | A | A | A | A | A | A | A | A | A | A | |||||||||||||||||||||||||
| T-5 Management reports may not accurately portray the financial condition of the program. | A | A | A | A | |||||||||||||||||||||||||||||||
| T-6 Cost recovery projections may be inaccurate. | A | A | A | A | |||||||||||||||||||||||||||||||
| T-7 Inappropriate or excessive costs may be charged to the program. | A | A | A | A | A | A | A | A | |||||||||||||||||||||||||||
| T-8 Staff may be used inefficiently. | A | A | A | A | A | A | A | A | A | A | A | A | |||||||||||||||||||||||
| T-9 Assessments or charges may be incorrect. | A | A | A | A | A | A | A | ||||||||||||||||||||||||||||
| T-10 Revenues form property tax assessments may not be reconciled. | A | A | |||||||||||||||||||||||||||||||||
| T-11 City departments may rely on the Fire Department to maintain their vacant parcels. | A | ||||||||||||||||||||||||||||||||||
| T-12 There may be duplication of effort with other City departments. | A | A | |||||||||||||||||||||||||||||||||
| T-13 Vacant properties may not be identified. | A | A | A | A | A | ||||||||||||||||||||||||||||||
| T-14 Abatement methods may be inconsistent. | A | A | A | A | A | A | A | A | A | A | |||||||||||||||||||||||||
| T-15 Identified parcels may not be abated or may be abated incorrectly because of processing errors. | A | A | A | A | A | A | A | ||||||||||||||||||||||||||||
| T-16 Management reports may not accurately portray program workload and results. | A | A | A |
