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HomeMy WebLinkAboutMINUTES - 09201994 - IO.4 TO: BOARD OF SUPERVISORS 1 .0.-4 Contra INTERNAL OPERATIONS COMMITTEE L " Costa FROM: 7 ;< z� .. .� County DATE: September 12 , 1994 r�tiTi; �` SUBJECT: PERFORMANCE EVALUATION OF THE COMMUNITY SERVICES DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . ACCEPT the report from the Community Services Director reflecting the response by her Department to our Committee' s request for data which will allow us to evaluate the performance of her Department. 2 . ENDORSE the attached memorandum from the County Administrator to County Department Heads, outlining in more detail the types of data we are interested in receiving from Department Heads as a part of our review of their performance, specifically in the following areas : • What does the Department Do? What is the mission of the Department and what programs does it operate in support of accomplishing that mission? • What resources (money, personnel, contracts with outside agencies) does the Department have available and how are they deployed? • Who does the Department serve in terms of the number and characteristics of the portion of the community which is most likely to be served by this department? • What are the Department' s performance indicators, how are they measured and what progress has there been in achieving the indicated objectives over the past year? • What challenges is the Department currently facing which impact or complicate its ability to perform its mission? CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINIST AT R ECOMM DATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE S JEFF SMITH MARK DeSAULNIER ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE,OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED SEP 2 0 1994 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR Joan Sparks, Community Services Director Sara Hoffman, Senior Deputy County Administrator _ gy ,DEPUTY I .O.-4 • What are the Department' s objectives for the future and how will progress toward them be measured? 3 . REQUEST that all departments which have not yet made their presentations to our Committee utilize the format outlined in the County Administrator' s memorandum in an attempt to standardize and make more uniform the type of data which is presented to our Committee. BACKGROUND: On June 28, 1994, the Board of Supervisors referred to the Internal Operations Committee a request to develop a procedure which would allow the Internal Operations Committee to meet with each Department Head during the year and report on the Department' s activities . On July 11, 1994, our Committee approved a process outlined by the County Administrator, which provides for the following process : 1 . Direct the County Administrator to prepare a schedule for meeting with each department head and reviewing written reports from each department, beginning in September. 2 . Request that these reports include the following information: • An identification of the performance criteria against which the department should be measured. • A description of the extent to which the department has met the established criteria. • An explanation of areas of concern for the department. • A listing of areas in which the department will focus its efforts in the future. On August 16, 1994, the Board of Supervisors approved a tentative schedule for these presentations which called for the first three departments to make their presentations to our Committee on September 12, 1994 . On September 12, 1994, our Committee met with Joan Sparks, Community Services Director, and members of her staff. Ms . Sparks provided our Committee with a slide show which provided some of the data we were seeking. However, without a hard copy of the budget, personnel and program data, it was difficult to quickly comprehend the scope of the programs which are administered by the Department or refer back to the data. Ms . Sparks also provided the attached performance indicators for her Department. However, there was little data provided to demonstrate the extent to which these indicators were achieved, nor are the indicators themselves sufficiently measurable to allow a truly objective measurement of the extent to which the Department has achieved each indicator. We appreciate the information which was supplied, which provided a good overview of the programs which are operated by the Department. It would have been more helpful to relate the dollars spent by the Department to specific programs and numbers of individuals served by each program. In addition, we would like to see specific data on each of the services provided by the Department that indicate the extent to which the objective of the program was accomplished. In general, we would like, in the future, to have the outline of information which is provided to us by Department Heads somewhat more standardized, as is outlined in the County Administrator' s memo dated September 15, 1994 . We will continue to meet with Departments throughout the coming year and will look forward to having the Departments ' submissions become more detailed and specific and we move along and are able to better define what we need to have included in these presentations . 2 October 6, 1993 To: Phil Batchelor, County Administrator From: Joan Sparks, Director Subject: PERFORMANCE INDICATORS The following Performance Indicators are suggested for my personal evaluation: 1. Continue to identify funding sources and increase 1994 funding for the Department from sources outside of the County General Fund. 2. Continue to identify in-kind donations to reduce the amount of County General Fund used as non-federal share match to the Head Start Program. 3. Continue to develop programs that generate fees that off-set program costs. 4. Continue to maintain programs that promote cultural awareness and promote affirmative hiring and use of minority/women owned businesses within the Department. 5. Continue to model a positive and professional attitude to the Department staff and the families that we serve. Hopefully the above performance indicators are sufficient and meet your expectations. CONTRA COSTA COUNTY OFFICE OF THE COUNTY ADMINISTRATOR 651 Pine Street, 10th Floor Martinez, California 94553 Telephone: 646-4087 DATE: September 15, 1994 TO: Department Heads FROM: Phil Batchelo,41 County Administrator SUBJECT: Presentations to 10 Committee on Department Performance The Internal Operations Committee is very interested in thoroughly understanding your department. In order to assist you in preparing an appropriate presentation, as well as to standardize the presentations, we have prepared a sample presentation (attached). All presentations must include: 1. Overview. Review your department's functions (i.e., what do you do?). Discuss each of your major programs. Identify the degree of discretion you have regarding each program. 2. Resources. Explain how you accomplish your department's activities. Using the program budget as a base, identify funding sources by type and condition of funding (categorical, grant, etc). Identify your staff resources by program as well as overall. Discuss affirmative action compliance and sick leave usage. Explain the role of automation in your department. Discuss your use of contracts with community-based organizations and others to fulfill your obligation. 3. Client Profile. Outline who you serve, including the numbers of clients by program, the characteristics of these clients and any eligibility for service. Clearly indicate the relationship between your department and your clients. 4. Performance Indicators/Outcomes. Present your department's performance indicators and the status of the indicators. Include measurable outcomes whenever possible. 5. Challenges. Overview the challenges facing your department, such as the changing characteristics of your clients, availability of resources, changes in funding sources, regulatory barriers, need for system changes or other types of challenges. 1 6. The Future. Describe future directions for your department and strategies to increase the efficiency of your operation and the effectiveness of your services. Please be as specific as possible in presenting information to the Internal Operations Committee. Feel free to include graphs, charts and tables which you believe are pertinent. You should submit 9 copies of your presentation to Claude Van Marter no later than 12:00 noon of the Wednesday prior to your scheduled presentation. For more information, please contact Claude Van Marter at 6-2602.