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HomeMy WebLinkAboutMINUTES - 09101985 - IO.5 a _ To: BOARD OF SUPERVISORS + Internal Operations Committee Contra FROM: ^ _ ck DATE: August 27, 1985 County SUBJECT: Close-Out of 1983-1984 Grand Jury Report SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1) Acknowledge receipt of attached final close-out report on items from the 1983-1984 Grand Jury which were left on referral to the Internal Operations Committee to monitor by the Board of Supervisors. 2) Approve following timetable for review of the 1984-1985 Grand Jury report: a) Submittal to the Board of Supervisors of initial County Administrator responses on September 17 , 1985. b) Review of initial County Administrator comments by Internal Operations Committee on September 23 , 1985. c) Final review and response by full Board on October 1 or October 8, 1985 . BACKGROUND The Board of Supervisors reviewed the recommendations of the 1983-1984 Grand Jury in September and October of 1984 in accordance with the timetable prescribed by law. At the conclusion of its review, the Board requested that the Internal Operations Committee monitor several items which were unresolved at the time of the Board' s consideration. The Internal Operations Committee reviewed those items at its meeting on August 26, 1985 based on the attached report submitted by the County Administrator. The Committee is pleased to report that all items have been satisfactorily closed out, or that satisfactory progress is being made on those of an ongoing character. The Committee was advised that review of the 1984-1985 Grand Jury report is now in progress, and that the County Administrator intends to submit an initial draft of responses in September. CONTINUED ON ATTACHMENT: XX YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOAITTEE APPROVE OTHER SIGNATURE(S) Supervisor T. Torlakson ervisor T. Powers ACTION OF BOARD ON September 10, 198b APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS X UNANIMOUS (ABSENT III ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. r�?? For .distribution See page 2 . ATTESTED PHIL BATCHELOR, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR M382/7-83 BX��'�-tiJy"""�"`"""�' DEPUTY Our Committee recommends that a review process similar to that utilized last year again be implemented. Under this procedure, the initial comments of the County Administrator are subject to review by the Internal Operations Committee before the final draft responses are submitted to the full Board for consideration. With this plan in mind, the Committee recommends the following timetable: 1) Submittal of initial County Administrator responses on September 17, 1985. 2) Consideration of initial County Administrator responses on behalf of the Board on September 23 , 1985 . 3 ) Consideration of draft final responses by the full Board on October 1 or October 8, 1985. The Committee feels substantial progress has been made in establishing positive relations with the Grand Jury during the last two or three years, and believes the recommended process will further build on this record. i I i Orig: County Administrator cc: Grand Jury Secretary Presiding Judge, Superior Court Foreman, 1983-1984 Grand Jury Foreman, 1984-1985 Grand Jury County Auditor-Controller Health Services Director Probation Officer j Sheriff-Coroner Personnel Director Public Works Director Building Inspection Director Community Development Director l OFFICE OF COUNTY ADMINISTRATOR CONTRA COSTA COUNTY Administration Building Martinez, California To: Internal Operations Committee Date: (Supervisor T. Torlakson and August 23 , 1985 - Super ' sor T. Powers) From: P atc elor, Subject: Status Report - Unresolved ammond 1983-1984 Grand The 1983-1984 Grand Jury Report contained sixty-seven recommendations and all but eleven have been responded to to the satisfaction of the concerned parties, the 1983-1984 and 1984-1985 Grand Juries and the Board of Supervisors. The status of the remaining eleven items, together with the original recommendation and initial comment, is shown below: RECOMMENDATION NO.- 6 . That the Board of Supervisors take immediate steps to centralize and computerize the purchasing - function. COMMENT. The Purchasing function is currently centralized in that the County Auditor-Controller is the County Purchasing Agent, and the Purchasing Services Manager along with his staff are part of the County Auditor-Controller ' s Department. While all purchasing functions are the responsibility of the County Auditor-Controller, ordering from "blanket" purchase orders (as developed by Purchasing) has been made available to department staff. This reduces the time for delivery of goods by reducing the flow of paper between departments and Purchasing while assuming central control and accountability. The county is in agreement with the need for strengthening and computerizing purchasing operations and_ a task force has been working on both aspects. For this purpose, the Board of Supervisors has appropriated $50, 000 in the 1984-1985 budget for automation of certain purchasing activities. Staff is seeking a system which is compatible with existing county hardware and which utilized readily available software. STATUS. The county continues to actively support this recommendation to improve the efficiency of the Purchasing Department. The Purchasing Department is to become part of the newly organized General Services Agency. The $50 , 000 budgeted in 1984-1985 has been carried forward into 1985-1986 for the initial study of a computerized purchasing system. In addition, this study has a high priority of receiving increased support from the $250 ,000 allocation made in the 1985-1986 budget for countywide improvements to data processing and management information -2- systems. All departments will benefit from this computer application, and it is therefore considered a high priority item. RECOMMENDATION NO. 14 . That the Board of :Supervisors and the Grand Jury Presiding Judge write a letter 'to each employer of a Grand Juror at the conclusion of the jury term, expressing appreciation for granting the employee time to serve on the Grand Jury. COMMENT. Issuance of such a letter would be a thoughtful way to recognize the contribution of employers for the time provided for — empleyees---te serve on--the Grand From–a=procedural point of view, it is recommended that the Chairman, Board of. Supervisors, act on behalf of the Board in issuance of such letters, and that the action be taken when appropriate letters have been submitted to the Board for signature. At the conclusion of each term, the Grand Jury secretary could initiate action on such letters. STATUS. Thank you letters were sent to employers of members of j the 1983-1984 Grand Jury; however, the Foreman of the 1984-1985 Grand Jury, concluded that this was unnecessary as most of the members of the 1984-1985 Grand Jury were retired, self-employed, or otherwise unemployed. RECOMMENDATION NO. 21 . That the Board of Supervisors direct the County Administrator to make a study of the desirability of setting up Mental Health as a separate department. COMMENT. The Health Services Department advises that as a part of its ongoing services there exist a continuity of care, with service links to other Health Services Department programs , for Mental Health Division patients that would be more difficult to achieve if there was a separation of units. The Gero-Med-Psych program is one example; abused children's services is another. A separate agency or Department of Mental Health Services would make these links more difficult to maintain and may prove more costly to the county in the long run since some duplication of staff and/or support might occur. A higher program visability has been achieved by separating: the Alcohol/Drug Abuse/Mental Health Division into a separate budget unit ( 0467 ) which allows the Board of Supervisors better control over expenditures for these programs. We believe the effects of this greater degree of control should be reviewed before further study of departmental status for the Alcohol/Drug Abuse/Mental Health Division is initiated. STATUS. The above noted policy of providing higher program visability while still keeping mental health programs within the overall control of Health Services proved to be advantageous during compilation and consideration of the 1985-1986 budget. Accordingly, our recommendation is to continue to follow this approach rather than make an organizational separation as proposed. 4. -3- RECOMMENDATION NO. 30. That the Probation Department explore the possibility of utilizing available conference room space for Juvenile Court hearings at the Social Services Building, 30 Muir Road, Martinez. COMMENT. Attention is needed regarding adequate space and facilities for the Juvenile Court. By tradition and practice, the Probation Department has, in the past, assisted in the provision of Juvenile Court facilities but the provision of such facilities is a responsibility which extends beyond that department. Long-range planning for adequate court facilities tlikeu§hbulmmm -e__Ceuntyeeds to br�th� ---- Juvenile Court. Presently, Juvenile Court facilities at Juvenile Hall and in the Health Services Building in Richmond are not fully adequate. The Court needs not only hearing room space, but also space for District Attorneys, Public Defenders, clerks, Probation Officers , interviewing rooms, chambers and a secure holding area. Further analysis is required to determine if a 30 Muir Road is a cost-effective solution. Eventually, Probation needs a facility in Central County which will house its staff. The construction of such a facility should probably include provisions for the Juvenile Court and its support staff . STATUS. Space has been provided in the Social Services Building, 30 Muir Road, Martinez, including the use of conference room space, to hold Dependency Hearings ( 300 W&I ) . Due to lack of security facilities , this space cannot now be used for•,Juvenile Court proceedings; however, the use of the space for Dependency Hearings is of considerable convenience to the Social Service : Department staff assigned to this program. RECOMMENDATION NO. 33 . That the County Probation Officer initiate a countywide program to obtain an automated central juvenile index, to be designated, implemented and funded cooperatively by appropriate units of government as soon as possible. COMMENT. The Probation Department indicates that an automated central juvenile index has been designed and programmed as part of the countywide Alpha System. This system was developed by Law and Justice Systems as part of the Justice Automation Advisory Committee (JAAC ) action plan. The system is under the supervision of the Sheriff and waiting implementation pending the availability of larger computer capacity in the Sheriff ' s Department. The Sheriff is the appropriate person to coordinate this project as he is the County' s chief law enforcement official. STATUS. The county is in agreement that an automated Central Juvenile Index is worthwhile and should be implemented as soon as possible. However, the Sheriff-Coroner has indicated that additional computer capacity and programming is required and that �• = -4- funding is not presently available. Funding constraints are such that a considerable number of desirable computer applications such as this one are being deferred. RECOMMENDATION NO. 41. That bullet-proof vests and helmets be individually fitted for men and women, and. that officers be required to use this equipment. COMMENT. The response submitted by the City of Walnut Creek is shown in Appendix K. eput - --fur STATUS. The Sheriff-Coroner' s Office indicates that at the present time members of the Special weapons Squad are the only users of bullet-proof vests, and all of the members of the Squad are male; however, if a female is placed in the Special Weapons Squad, it will be appropriate to insure that bullet-proof vests be appropriatedly fitted. Helmets, when used, are properly fitted. Department policy does not require officers to use this equipment at all times, only when circumstances warrant. RECOMMENDATION NO. 48 . That the Board of Supervisors adopt a resolution requiring extensive pre-employment background checks for those classifications involving public trust, security, public safety and health. COMMENT. The Personnel Director reports that a proposed resolution authorizing criminal history information review was drafted in September, 19B3 . Before the resolution can be implemented by the Board of Supervisors , however, it must be discussed with employee organizations. Negotiations were underway at the time the resolution was drafted, and it was not timely to initiate discussions of the matter. Since negotiations have now been largely completed,,- the , Personnel Department will be taking the matter up with employee organizations. STATUS. The Personnel Director reports that the Board of Supervisors has approved addi-ng Section 5°20 , Criminal History Information, to the Personnel Management Regulations . The purpose of the regulation is to authorize the Director of Personnel in consultation with department heads to designate specific job classifications or positions for which a criminal history check will be a condition of employment . The regulation authorizes the Director of Personnel to require that applicants for employment in these positions be fingerprinted at county expense and to obtain criminal history information from the State Attorney General. PUBLIC WORKS INTERIM REPORTS Report A: Grading Inspection The Grand Jury recommends that the responsibility for the work now performed by the Grading Division of the Building Inspection Department be reassigned to the Public Works Department. .. COMMENT. This Grand Jury report indicating that implementation of this recommendation would result in a saving of $100 ,000 . nua44rg=has=beear--r-efe-r-red—Wi==t-he -e€#-i=ce=sf=t-he-•GGuaty-- --- - . Administrator for further review. A report of findings will be provided to the Internal Operations Committee for further discussion with the concerned parties during November, 1984 . i STATUS. The consolidation of the Grading Inspection function is now part of the total reorganization of Public Works, Community { Development and the General Services Departments which is a three phase process. Phase 1 , now in effect, retains the Public Works Grading Inspector in Public Works and Building Inspection Grading Inspectors in Building Inspection. Phase 2 , will consider transferring all field inspection functions from Public Works to the Community Development Department, and Phase 3 will consider transfer of the total of Building Inspection to Community Development. The decision regarding placement of the Grading Inspection function will be made during the Phase 2 and Phase 3 planning process. Report B: Data Processing, Data Communication and Voice Communications The Grand Jury recommended: 1 . That the Board of Supervisors, before more systems are acquired, establish a department responsible for coordination of data processing, data communications and voice communications in all county departments. The department should be headed by a highly qualified manager with status equal to that of . other county department heads. The department head would have responsibility for organizing the new department, using existing county employees to the extent possible. 2 . That a decision concerning future development of the county' s voice communications be deferred until pending regulatory decisions are made and current technological developments can be evaluated. COMMENTS. 1 . Current plans propose , as a Phase 1 change, that Data Processing be separated from the Office of the County Auditor-Controller and the Office Services Program Manager • -6- made responsible to the County Administrator; these changes are scheduled to be implemented by the end of 1984 . The implications of including data communications and voice communications in this organizational rearrangement greatly increases the complexity of this change. Therefore, this adjustment will be examined as a second phase of this reorganization. 2 . Staff of the Office of the County Administrator and Public Works Department are currently investigating the most economic and efficient voice communication systems for -- - terms of both cost and operations, and recommendations will be submitted only after a thorough review process. 1 STATUS. As in Interim Report A, the matter of the development of a Communication Department is being considered in context of the reorganization of Public Works , Community Development and General Services Departments. A consultant firm is in the process of studying the communication needs of the county and making recommendations regarding the most effective organizational structure to manage the various means of communications available to the county. The consultant is expected to present his findings to the Office of County Administrator in the very near future. Using information contained in this report, plus recommendations of the department and Grand Jury, a decision will be made regarding the organizational structure and the functions of the proposed Communications Department. RECOMMENDATION NO. 60 . That the Road Maintenance Division of the Public Works Department test for one year a staggered 4-day/10-hour per day work week (Monday through Thursday and Tuesday through Friday) . The road maintenance crews who may do emergency work should: be divided so that personnel coverage is approximately equal on Monday and Friday. COMMENT. The Public Works Director reports that the "staggered" 4-day/10-hour per day work week was tested for a limited time and found that the majority of the jobs assigned to the road maintenance crews require large crews . It was more effective to have full crews available for -four days than half size crews for two days and full size crews for only three days per week. The feasibility of a more extensive test will be further explored, however, with the Public Works Director. During the recent negotiations with Contra Costa County Employees Association, Local No. 1 , the county at the request of the Public Works Department, attempted to reinstitute a 5-day/8-hour per day work week. The county was unsuccessful in this effort; however, Personnel staff will continue to work with Public Works and the union representativese to find ways to provide the needed coverage. -7- STATUS. The Public Works Department implemented a pilot program in March 1985 in which one of the four maintenance yards would work a Tuesday through Friday schedule. This would provide limited coverage on Fridays. The Public Works Director indicates that this staggered work shift has created some minor coordination problems with specialty crews who work Monday through Thursday doing work in the Lafayette area and a slight increase in overtime costs when the need arises to have personnel work temporarily in other crews on their day off. Preliminary assessment is that this staggered work shift is of benefit compared to all crews working Monday through Thursday. The overall conclusion of the department is that the former 5/8 work schedule is the preferred one, but the organization representing the employees strongly objects to reinstitution of this work schedule. RECOMMENDTION NO. 63 . That the county devise a plan that will provide protection for the critical data processing information in the even of a disaster. COMMENT. The Auditor-Controller and the Data Processing Office staff concur with the recommendation for the protection of critical data but differ with the method by which these goals are to be met. The department feels that standby systems must have power to meet the potential workload. Most short downtimes can be resolved by temporary manual process but long-range plans must be developed over a period of months of planning and be upgraded regularly as new systems are installed and software and hardware changes made. STATUS. A phased plan is being initiated, and during the 1985-1986 fiscal year, Phase I to identify critical data and potential backup resources will be implemented. Additionally, cost estimates for additional phases will be prepared for consideration during compilation of the 1986-1987 fiscal year budget. CAH:GWJ: lmj 1. Grand Jury 1983-1984 2 . Final report by Internal operations. 3 . Grand Jury 1984-1985 4 . Internal Operations timetable for review. i � i