RPVCCA_CC_SS_2012_07_17_02b_Ombudsman_ProgramMemorandum
To:
From:
Date:
Re:
Carolyn Lehr,Rancho Palos Verdes City Manager
Jerry Duhovic,Rancho Palos Verdes City Councilman
7/10/2012
Establishment of a Rancho Palos Verdes Ombudsman Program
I propose that the City Council consider establishing an Ombudsman program.The Ombudsman would be an
independent,third-party individual/group,possibly an attorney or agency that proVides such services.The
Rancho Palos Verdes Ombudsman Program ("Ombudsman Program'')would provide a forum for members of
the public,city management,staff,vendors/contractors,etc.,to,whether anonymously or not,bring forward
any concerns of unfair practices,disparate treatment,corruption,government waste or abuse.The objective
of the Ombudsman Program,as an independent,neutral,and confidential source of assistance,is to receive
and address concerns and complaints from any source concerning the operations,processes,and/or activities
of Rancho Palos Verdes municipal government including its management,staff,City Council,
commission/committee members,vendors,contractors or any party associated with or doing business with the
City.The Ombudsman Program serves as an alternative channel of communication-complementing,but not
replacing,existing formal conflict/problem resolution channels already in place.The function of the
Ombudsman is not intended to be an appeals forum for unpopular decisions made by the City Council,
management,staff or other commissions/committees,or an arbitrary alternative to an appeals process that
already exists.The Ombudsman does not have direct authority or control over any member of city
management or staff.
The Ombudsman Program will attempt to assist in identifying the appropriate method of resolving a problem
or complaint,with the understanding that the Ombudsman does not become directly involved in the matter;
The Ombudsman Program will function independently from all other municipal business lines/functions;as
such,the Ombudsman will report directly to the City Council Audit Sub-Committee.Where established
procedures already exist regarding the application of rules,policies,procedures,or interpretations,the
Ombudsman will work through the City Council Audit Sub-Committee to direct the matter to the appropriate
Department Head or Manager.
The Ombudsman,as a designated neutral party,has the responsibility of maintaining strict confidentiality
concerning matters that are brought to his/her attention unless given explicit permission to do otherwise,or
unless (a)there appears to be an imminent risk of danger or serious harm;(b)acting in response to a binding
legal or judicial process;or (c)acting in response to a request directly from the City Council Audit Sub-
Committee.In such instances where confidential information is reqUired to be disclosed or official action is
required,the Ombudsman shall take all reasonable steps to maintain confidentiality as to the identity of the
proVider of the information where possible.The Ombudsman will also take all reasonable steps to protect any
documents,records or files pertaining to confidential discussions.
SS 2b-1