How are complaints received?

Complaints are received from a variety of sources which may include postal mail, telephone, email, webpage complaint form, or any other standard form of communication. Complaints may be received from anonymous sources; however, anonymous complaints or allegations should provide enough detail, including dates, locations, specific examples, and/or descriptions of wrongdoing, witnesses, and other pertinent information.

Who may file a complaint?

Anyone may file a complaint with the OIG. Only complaints involving fraud, waste, abuse, misconduct, or mismanagement involving appointed officials, employees, contractors, sub-contractors or other parties doing business with the City and/or receiving City funds fall under the jurisdiction of the OIG.

If I file a complaint, can I remain anonymous?

When filing a complaint with the OIG, you may remain anonymous if you wish; however, we encourage you to identify yourself so we may follow-up on your complaint via email, telephone or in person to obtain additional information which may be helpful to our review of the matter.  Anonymous complaints may result in the OIG’s inability to investigate the matters being reported if they don’t include enough details, including dates, locations, specific examples, and/or descriptions of wrongdoing, witnesses, and other pertinent information.

What happens when a complaint is received?

Complaints are assigned a case tracking number and recorded on the OIG complaint intake log.  Complaints are categorized as preliminary review (further information will be obtained to determine whether the allegations rise to the level of an OIG investigation), management referral (referred to management for further action), non-jurisdictional (allegations do not fall under the jurisdiction of the OIG), or closed with no action (allegations do not contain enough information to warrant further action by the OIG).  A determination of how the complaint is categorized will generally be reached within 10 calendar days of receipt of the complaint. 

What is the purpose of an investigation?

Generally, an investigation is conducted to resolve allegations of fraud, waste, abuse, misconduct, or mismanagement by appointed officials, employees, contractors, sub-contractors, or other parties doing business with the City and/or receiving City funds. 

Who determines which complaints get investigated?

Investigative staff are responsible for gathering facts and obtaining additional information to determine whether complaints received rise to the level of an OIG investigation.  Once this preliminary information is obtained, the information is presented to the Inspector General or designee for determination of whether an investigation will be performed.

What criteria is used to determine whether an investigation will be performed?

The OIG selects matters for investigation based on recommendations from investigative staff based on the preliminary review of information. Factors considered when determining whether an investigation will be performed consist of, but are not limited to, (1) whether the office has the authority to investigate; (2) whether there is credible information to indicate the presence of fraud, waste, abuse, misconduct, or mismanagement has occurred; (3) whether another oversight or regulatory agency is conducting an investigation involving the same information or has primary authority; (4) the potential scope or gravity of the allegations including fiscal and operational impacts; (5) the time elapsed between the alleged event and the disclosure of the information; and (6) available OIG resources and capability.

Who conducts investigations?

Investigative staff within the OIG conduct the investigations.  These staff are educated and trained in the detection, investigation, and prevention of fraud, waste, abuse, misconduct, and mismanagement.  The staff hold certifications as fraud examiners, certified inspectors general, public accountants, and in financial forensics.

How are investigations conducted?

OIG investigations use a variety of approaches including investigative and forensic audit techniques to gather and assess evidence related to the alleged fraud, waste, abuse, misconduct, or mismanagement. OIG investigations vary in size and complexity, require interviews of witnesses, review of documents, analysis of financial records, and preparation of detailed reports summarizing investigative findings. Investigations focus on obtaining enough factual evidence for use in determining whether the allegations were unfounded, substantiated, unsubstantiated, or exonerated.

Are investigations made available to the public?

As authorized by City Ordinance 20-O-22AA and Chapter 119, Florida Statutes, investigations are confidential and exempt from disclosure until the investigation becomes final or is no longer active.

What information can the OIG access during an investigation?

City Ordinance 20-O-22AA gives the OIG the right to obtain full and unrestricted access to all City business-related records, information, data, reports, plans, projections, matters, contracts, memoranda, correspondence, and any other materials, including electronic data of the City, appointed officials, employees, contractors, sub-contractors, or other parties doing business with the City and/or receiving City funds.

Who may be interviewed during an investigation?

The OIG may conduct interviews with any person believed to have knowledge relevant to the allegations. This may include appointed City officials, City employees, contractors, sub-contractors, or other parties doing business with the City and/or receiving City funds.

How are interviews conducted?

OIG investigations are conducted in accordance with the Association of Inspector’s General Quality Standards for Investigations as well as the Commission for Florida Law Enforcement Accreditation Standards.  Interviews are conducted in a confidential manner in the offices of the Inspector General.  Interviews are taken under oath and are recorded and documented.

What to expect if contacted by the OIG investigations division?

If you are contacted by the OIG Investigations staff for an interview, you will be notified whether you have been identified as a witness or subject.  In order to protect the integrity of the investigation, the OIG will not advise you of the nature of the investigation until the actual interview, unless a collective bargaining agreement requires otherwise. Interviews will be scheduled with the least amount of disruption to your work schedule.  In addition, the OIG may or may not contact your manager or others in your supervisory chain to assist in scheduling your interview.

What to expect during an interview?

If you have been requested for an interview, you will need to provide a form of legal identification (driver’s license, State ID card or U.S. Passport) and confirm your demographic information (date of birth, home address, etc.)  Interviews will be taken under oath and audio recorded.  Interviewees will be re-advised as to whether they have been identified as a witness or subject of the investigation and advised of the pertinent allegations.  Interviewees subject to a collective bargaining agreement will be interviewed in accordance with the agreement.

What to expect after an interview?

In order to preserve the integrity of the investigation, you will be advised not to discuss the interview, as well as the nature of the investigation, with any other persons. You have the right to request a copy of your recorded interview, or any other documents. In accordance with Florida Statutes, the requested documents will be provided upon conclusion of the active investigation or once the investigation is closed or final.

What are my responsibilities as a witness?

As a witness in an investigation, you may be asked questions about another person or specific situation.  Although answering the questions may be uncomfortable, the investigator needs the most accurate information possible because the information could influence the outcome of the investigation.  By providing truthful information, being cooperative, and keeping the details of the investigation confidential, you will assist the investigator in ensuring a fair and objective investigation.

What are my responsibilities as a subject?

The purpose of an OIG investigation is to determine if there is enough evidence to prove or disprove allegations.  The information obtained during an investigation will be used to prepare a report to management which states the facts discovered.  By providing truthful information, being cooperative, and keeping the details of the investigation confidential, you will assist the investigator in ensuring a fair and objective investigation.

Does the OIG have subpoena power?

As authorized in City Ordinance 20-O-22AA, the OIG has the authority to subpoena City employees, officers, officials, vendors, contractors, or others doing business with the City and members of City boards, commissions, or committees as witnesses, administer oaths or affirmations, take testimony, and compel the production of such books, papers, records, and documents, including electronic data as is deemed to be relevant to any inquiry or investigation.  For subpoenas of persons or evidence outside of the OIG’s jurisdiction, the OIG may make the application to any court of competent jurisdiction to order a witness to appear before the Inspector General’s office.

What happens when an investigation is complete?

At the conclusion of an investigation, the OIG will issue a report which contains factual findings, observations, and recommendations, where appropriate. If an investigation establishes waste, abuse, misconduct, or gross mismanagement, the report will detail the findings and make recommendations to eliminate the issues.  If an investigation establishes probable cause to believe fraud or misconduct has occurred, the Inspector General will refer the matter to the appropriate agency.

When are investigative reports made available to the public?

Reports of investigation are made available to the public after the investigation is considered final, closed, or is no longer considered to be active.

Who may be considered a whistle-blower?

To be considered for Whistle-blower status, the complainant must be an employee, former employee, vendor, contractor, or contractor employee of the City of Tallahassee.  In order to be considered for whistle-blower status, you must provide your name. 

What allegations are considered in whistle-blower cases?

Allegations involving an employee or agent of the City of Tallahassee which concerns violations of federal, state, or local laws, rules, or regulations thereby creating and presenting a substantial and specific danger to the public’s health, safety, or wealth or has committed an act of gross mismanagement, malfeasance, misfeasance, gross waste of public funds, or gross neglect of duty fall under the provisions of the Whistle-blower Act.

What does it mean to be granted whistle-blower status?

As authorized by Section 112.3188, F.S., the name and identity of any individual who discloses in good faith violations of federal, state, or local law, rule, or regulation which creates a substantial and specific danger to the public’s health, safety, or welfare or has committed an act of gross mismanagement, malfeasance, gross waste of public funds, or gross neglect of duty will not be disclosed to anyone other than as authorized by Florida Statutes.

How does the OIG ensure quality in their investigations?

The OIG follows the standards and principles established by the Association of Inspectors General (AIG). These standards include quality standards which require an internal quality assurance program. Additionally, the OIG has designed investigative policies and procedures in an effort to comply with the standards established by the Commission for Florida Law Enforcement Accreditation (CFA). These professional standards ensure the highest standards of professionalism, excellence, and competence and operates within industry standards by practicing best management practices.

Principles and Standards for Offices of Inspectors General (known as the Green Book) The AIG establishes and maintains the Principles and Standards establishing criteria for creating and administering inspector general offices consistent with best practices within the inspector general profession.

In the State of Florida, the Commission for Florida Law Enforcement Accreditation (CFA) is the designated accrediting body for Offices of Inspector General.

Accreditation

In June 2022, the OIG earned accreditation through the Commission for Florida Law Enforcement Accreditation (CFA). Being an accredited agency demonstrates the work of the OIG's investigative function meets or exceeds the highest professional standards established for Offices of Inspectors General. To maintain accreditation, the Inspector General must complete the accreditation process every three years and comply with standards to earn re-accreditation. This is the first time the OIG sought accreditation, and it is the only non-consolidated municipal Office of the Inspector General in Florida to receive the designation.

Accreditation Letter from CFA (PDF)

Abuse – behavior which is deficient or improper when compared with behavior a prudent person would consider a reasonable and necessary operational practice given the facts and circumstances. An example of abuse might include a City building inspector misusing their position to solicit a bribe from a homeowner in order to resolve their building code violation.  In exchange for payment, the building inspector falsified City documents to resolve the violation.

Complaint- an allegation of fraud, waste, abuse, misconduct, violation of law, or City directives against any City of Tallahassee appointed official, employee, contractor, sub-contractor, vendor, or other parties doing business with the City and/or receiving City funds.

Fraud - obtaining something of value through willful misrepresentation, intentional misstatements, or intentional omissions of amounts to deceive users of financial reports, theft of City assets, bribery, or the use of one’s position for personal gain through the deliberate misuse or misapplication of City resources.  Examples of fraud might include falsifying or inflating time records in order to receive overtime pay, stealing City owned tools or equipment, or using a City purchasing card to make personal purchases.

InvestigativeReport- the result of an investigation which contains investigative documents, conclusions of fact, findings, interview documents, exhibit lists, and case summary.

Misconduct – unacceptable, improper, or dishonest behavior by persons in a position of trust. Examples of misconduct might include an employee responsible for maintaining confidential information disclosing the information to outside parties or other co-workers; accessing inappropriate, pornographic, or offensive internet sites on a City owned device; or while at work physically threatening or bullying co-workers or private citizens.  

Mismanagement – the continuous process or practice of managing ineptly, incompetently, or dishonestly which may have an adverse economic impact. An example of mismanagement might include a supervisor who continuously failed to review supporting documents which led to the approval and payment of unauthorized, unsupported, and/or inappropriate transactions.

Subject - the person against which allegations have been made or a complaint is directed.  

Waste – an act or instance of using or expending resources unreasonably, carelessly, extravagantly, or for no useful purpose.  An example of waste might include paying travel expenditures for City employees who attended expensive conferences or training which is unrelated to their job duties.

Whistleblower – an employee, former employee, or independent contractor of the City who alleges an employee, agent, or independent contractor of the City has violated any federal or state law, City ordinance, rule, or regulation which creates or presents a substantial and specific danger to the public’s health, safety, or welfare, or has committed an act of gross mismanagement, malfeasance, misfeasance, gross waste of public funds, or gross neglect of duty.

Witness - a person having information or evidence relevant to a complaint or investigation.