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HomeMy WebLinkAboutMINUTES - 08131996 - SD2 t SD.2 THE BOARD OR SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on _August 13, 1996 by the following vote: AYES: NOES: (See Below for vote) ABSENT: ABSTAIN: ------------------------------------------------------------------------------ SUBJECT: Continued Hearing on the Proposed County Budget for Fiscal Year 1996-1997 The Board on August 6, 1996, continued to this day the hearing on the proposed County Budget as it pertained to certain County Departments (namely, the Probation, Sheriff-Coroner, Social Service, Community Services, and Health Services Depart- ments) in which additional information was requested on staffing issues and funding levels for programs operated by these departments. Phil Batchelor, County Administrator, provided a report to the Board on the issues of concern that included 15 recommen- dations for the Board to consider. A copy of the report is attached and included as a part of this document. Comments were received from the following persons with respect to the funding level for the Probation Department, the termination of the Weatherization Program operated by the Community Services Department, and the laying off of employees: Jere Copeland, Local 1, 5024 Blum Road, Martinez; Jacque Salvador, Local 1, (no address given) ; Henry L. Clarke, Local 1, (no address given) ; Marie Roberts, 111 Pheasant Circle, Pittsburg; and Bettye Jones, 2831 Gaynor Avenue, Richmond. All persons desiring to speak were heard. Board Members discussed the deficit in the Community Services Department and the lack of funds to operate the Weatherization Program; the effective date for the layoffs and impact on health benefits; restoration of Deputy Probation Officer positions and the assignment of those positions to either adult or juvenile probation cases; the audit and investigation of the Community Services Department; the need to find other grants and other resources to leverage with the school districts and cities to secure funds for the Probation Department; and concern with the potential of more layoffs in the future. Supervisor DeSaulnier advised that he won't be voting for the revised budget presented to the Board this day since he is concerned that the Probation Department is not receiving adequate funding. Supervisor Bishop advised that she will not be voting for the revised budget because she did not believe she received all of the faxed information on this agenda item. At the conclusion of the discussion, the Board took the following actions: 1. APPROVED Recommendations Nos. 1 though 11 and 13 through 15 that include closing the public hearing and adoption of the 1996-97 recommended County Budget as amended; 2 . REQUESTED the Community Services Director to provide the Board with a continuing report on the Department, and DIRECTED staff to consider all possible funding sources (grants) that could fore- stall or bring about further efforts to rehire layed-off personnel and restore the Energy and Weatherization Unit; 3 . ADOPTED Resolution No. 96/375 that included the laying-off of employees effective September 1, 1996; and 4 . REFERRED to the Finance Committee the issue of securing grants, identifying fiscal resources, and leveraging grant monies with the school districts and the cities for services provided by the Probation Department. The foregoing actions were approved this day by the following vote: Ayes: Supervisors Rogers, Torlakson, Smith Noes: Supervisors Bishop, DeSaulnier Absent/Abstain: None The Board further: 1. REQUESTED the County Administrator to report to the Board should the $500, 000 anticipated in grant funds not be available to maintain the $25. 3 mil- ion (excluding the Safe Futures money) Budget of the Probation Department and to recommend where/how that deficit is to be recovered; and 2 . REQUESTED the County Administrator to list on the September 10, 1996, Board Agenda consideration of adopting a position on Proposition 217 that would continue the highest tax rates of 10 and 11% on the highest income residents, with the proceeds of these higher tax brackets being apportioned among various local government agencies. The last two actions taken by the Board this day were approved by the following vote: Ayes: Supervisors Rogers, Bishop, DeSaulnier, Torlakson, Smith Noes/Absent/Abstain: None cc: County Administrator Finance. Committee 16naey swirl tial this k a true arod coredcopY of Auditor Controller an eason Ww eine entered on the minutes of the eohe a snhpe �eenf an th date s►o% 9 G Human Resources Director Community Services Director "Max CounbotAdMWdWaW W Probation Officer Sheriff-Coroner y . 0 ,, ` �...DWAY Social Service Director Health Services Department I r TO: BOARD OF SUPERVISORS Contra FROM: Phil Batchelor, County Administrator - ,s ;Ca p; ti;nuu► . DATE: August 13, 1996 '. , _ �` County rA'coiiK'� SUBJECT: Report on Budget Hearing Items and Approval of Recommended Budget for 1996-97 SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION(S): Probation Department 1. APPROVE an operating budget for the Probation Department of $26,933,711 (includes $659,282 for SafeFutures programs) which will allow the Department to maintain minimum levels of adult services while providing the Department with sufficient cash matching funds to pursue up to $2 million in State funds for juvenile justice programs; RESTORE 7 of the 14 vacant, full time equivalent Deputy Probation Officer (DPO) ill positions slated for elimination on August 6 as set forth in Attachment A, in addition to the 10.5 FTE positions previously added as detailed in Recommendation 3 below. 2. ACKNOWLEDGE that the Sheriff currently has the maximum number of adult prisoners as is feasible on electronic monitoring, but that there is still a need to expand juvenile electronic monitoring to maximize cost effectiveness and make optimum use of limited capacity at the Juvenile Hall and the Ranch; ADD 2 Probation Counselor positions to the Probation Department's Electronic Monitoring Program, as set forth in Attachment A, to increase program capacity from 20 to 40 non-violent adjudicated youth who would otherwise be placed at Juvenile Hall. (Funds included in the Recommended Budget.) 3. Based upon the Board's actions on June 25, 1996 adding 8 FTE Probation Counselors, 1 FTE. Institutional Supervisor I and 1.5 FTE Deputy Probation to implement the SafeFutures CONTINUED ON ATTACHMENT: X YES SIGNATURE: ( �_ RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER PART .OF BUDGET BOARD ORDER VOTE OF SUPERVISORS 1 HEREBY CERTIFY THAT THIS IS A UNANIMOUS(ABSENT ► TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ABSENT: ABSTAIN: ON MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact:Tony Enea,335-1094 cc:, County Administrator TTESTED Community Services Department PHIL BATCHELOR,CLERK OF Probation Department E BOARD OF SUPERVISORS Sheriff's Department OUNTY ADMINISTRATOR Social Service Depart t Health Services rtment BY ,DEPUTY Human R ces Department Auditor ntroller r sp 2 A programs, ESTABLISH appropriations in the amount of$659,282 and revenues in the amount of $457,282 as set forth in Attachment B for the Juvenile Hall Mental Health Intensive Day Treatment Program, Gang Violence Intervention Program and Aftercare Program which are scheduled to begin operating on September 1, 1996. Funding for the Probation portion of these programs will be derived from prior-year fund balance in the amount of $202,000 and the SafeFutures grant award. Community Services Department 4. CONSIDER report from the Community Services Director on the 1996-97 Budget Plan, included as Attachment"C"; APPROVE recommendations. 5. ELIMINATE 6 full time specialist positions (two vacant) and 2 full time Senior Level Clerk positions (one vacant) in the Community Services Department as set forth in Attachment A and ELIMINATE two temporary specialist positions. Community-Based Organizations 6. ACKNOWLEDGE the scheduled August 19 Finance Committee meeting to consider a financing request of$99,000 by the Contra Costa Food Bank and the Child Abuse Council programs. Other Reports 7. ACCEPT report from the County Probation Officer on status and feasibility of Juvenile Electronic Monitoring. (See page 5) 8. ACKNOWLEDGE that although the industry standard is to provide food, laundry and medical services for county institutions in-house, potential savings in these areas through private contracts or centralization within the County merits further examination; DIRECT the County Administrator to work with the Sheriff, Probation and Health Services Departments to determine the most cost effective and efficient manner of providing these services recognizing programmatic and labor relations considerations described in the County Probation Officer's reports, included herein, and report back to the Board; based on a cursory examination of institutional services, APPROVE an initial reduction in the Probation Department's Food budget by$25,000 pending further examination. 9. ACCEPT report from the County Probation Officer on the effectiveness of Juvenile and Adult probation programs. (See page 6) 10. ACKNOWLEDGE that General Assistance budgetary requirements for FY 96-97, included in Attachment"13", could increase dramatically due to factors beyond the County's control, including: • discontinuance of SSI/SSP eligibility for an estimated 1,400 drug and alcohol disabled individuals. • implementation of Beno vs Welsh court decision. • discontinuance of eligibility of an estimated 4,800 noncitizen immigrants from SSI due to welfare reform. • discontinuance of an estimated 3,000 noncitizen immigrants currently receiving food stamps and AFDC due to welfare reform. • discontinuance of an estimated 3,000 refugees on cash assistance and food stamp benefits for over five years. At worst case, the number of GA clients would increase from the current 3,500 to 15,700, a 350% increase. Costs would rise by $39 million. If only 20% of these individuals became GA recipients, the budgetary requirements for GA would double. ACKNOWLEDGE that the Board of Supervisors has the authority to take action to mitigate the potential multi-million dollar increase to the General Assistance budgets; however, these actions 2 j 1 1 i 1 would not totally offset the increases and, under state law, could not be effective before January 1, 1997. Please also note that the total savings are not additive. They include: • $40 per month medical services credit- decrease in General Assistance of up to $700,000 in FY 96-97. • expansion of shared housing provision -decrease in General Assistance of up to $500,000 in FY 96-97. • time limiting of General Assistance of up to three months per year for employable recipients - decrease in General Assistance of up to $200,000 in FY 96-97. 11. ACKNOWLEDGE the efforts of the Health Services Department to continue to adjust nursing care hours to meet patient population needs pursuant to a patient-centered approach to hospital care. 12. CONSIDER adopting a position on Proposition 217, which would continue the highest tax rates of 10% and 11% on the highest income residents, with proceeds of these higher tax brackets being apportioned among various local government agencies, including counties. 13. ACCEPT report from County Administrator on progress being made by the Sheriffs Department in filling vacant dispatcher positions; ACKNOWLEDGE that 38 Dispatcher positions are funded in the budget with 10 vacant, and that these will be filled first; ACKNOWLEDGE that additional funds may be needed later in the fiscal year; and DIRECT County Administrator to continue monitoring the hiring process and make funding recommendations to the Board when such funding is required. 14. CLOSE the Public Hearing on the Recommended 1996-1997 Budget. 15. APPROVE appropriate position and line item changes and ADOPT the 1996-97 Recommended Budget, as amended. BACKGROUND/REASON(S) FOR RECOMMENDATION(S): On August 6, 1996, the Board conducted a Public Hearing on the County Budget for fiscal year 1996-97. After taking testimony from the public and discussing recommendations from the County Administrator, the Board adopted 17 of the 22 recommendations presented in the Board Order prepared by the County Administrator. The Board directed that the remaining five recommendations be brought back on August 13,with several requiring revision. Also, the Board requested additional information on seven separate issues. What follows is a discussion of the five remaining recommendations and the seven information items. Probation Department At the public hearing on August 6, the Board directed the County Administrator to develop a budget recommendation for consideration by the Board on August 13 that would maintain the Probation budget at the prior year level of $25.3 million, not including augmentation for the SafeFutures programs (Juvenile Hall mental health unit, Gang Violence Intervention, Ranch Aftercare). Based on the Board's direction, the 1996-97 budget target for Probation is approximately $26 million. The County Administrator recommends a budget of $26,933,711 for the Probation Department as follows: $24.2 1996-97 Recommended Budget (in millions) .4 Budget augmentation, discretionary .2 Budget augmentation, SB 1760 match (plus $300,000 "in-kind" match) 1.5 Anticipated SB 1760 grant funds $26.3 .7 SafeFutures Programs $27.0 1996-97 Recommended Budget The County Administrator's recommended budget of$26,933,711 recognizes that there are insufficient 3 t j County funds to restore probation services to former levels. However, it does lay the foundation to realign probation services consistent with program priorities of the County Probation Officer and the Juvenile Court. By incorporating SafeFutures projects and providing match for up to $2 million in State Juvenile Justice funds, the recommended budget creates a major opportunity to significantly increase juvenile probation revenues. The budget plan incorporates the $600,000 augmentation funds identified on August 6 with the following exception: substitution of$20,000 from the non-mitigation portion of Keller Canyon Landfill revenues for the $20,000 of Child Care Affordability Funds previously identified. Of the $600,000 augmentation funds, $200,000 is to be earmarked for use as cash match for State grant funds. The remaining $400,000 is to be used at the discretion of the Probation Department, in consultation with the Bench, for the continued provision of probation services. The recommended budget will allow the Department to maintain a minimum level of adult services and provides the necessary parameters for the reorganization of adult services. The Adult Division currently employs 40 Deputy Probation Officers (DPOs) in various programs. The recommended budget requires the elimination of 7 DPOs, 1 Probation Supervisor I and 1 Clerk from the Adult Division. As compared to the prior recommendation, the new recommended operating budget eliminates all vacancy factors and allows for the restoration of 7 of the 14 DPOs originally recommended for elimination. The plan also requires the elimination of a vacant Accounting Technician and a vacant Probation Counselor position that were assigned to the Title IV-A revenue recovery function. The plan will result in no lay-offs in the Probation Department. The County Probation Officer will work with the Bench to determine priorities for adult services. Under critical review for possible discontinuation are the CAPS (4 DPOs) and Adult Placement (1 DPO) Programs. Adult supervision may be reduced by up to 16% or 2 DPOs. The reductions will create a need for a, reorganization of the adult supervision caseload consisting of about 4,300 cases. If adult supervision is reduced, a caseload of 650-750 of the most serious or high-risk cases will be assigned to the remaining 10.5 supervision deputies equating to a manageable per Deputy caseload of 60-70. The remaining cases will most likely revert to court probation. The recommended budget will also provide the required cash match to enable the Department to pursue a rare opportunity for Juvenile Justice Programs grant funds made available under SB 1760. A total of $50 million is available statewide beginning January 1, 1997 with a maximum grant of $2 million per county over a 30-month period. Initial communications from the State Board of Corrections indicate that a local match of at least 25% is required to apply for funds. Of the 25% local match, 10% must be in cash form while the remaining 15% may be an "in-kind" match. One possible use for the grant funds is an expansion of the Ranch from 74 to 100 beds, which would provide long-awaited relief of crowding at Juvenile Hall. However, it is unclear whether the grant funds may be used for such purposes. Other possible uses include further enhancements to SafeFutures programs, partnerships with local school and police districts for probation services and other programs consistent with the County's Continuum of Care. If successful in securing the grant funds, the Probation Department could expect to receive approximately $400,000 this fiscal year and $800,000 in each of the two fiscal years thereafter. We have recently been unofficially advised that the State may be considering passing some Emergency Assistance (Title IV-A) funds to counties this fiscal year through the welfare block grant. Previously, this possibility appeared hopeless because the State indicated that the welfare block grant would be insufficient to cover welfare needs. The County Administrator and the County Probation Officer will follow up on this matter to determine if there is, indeed, any foundation to this potential source of backfill revenue. Community Services Department The Director of Community Services presented a 90 day status report at the Budget Committee hearings. The Director has prepared a Budget Plan (included as Attachment C) which requires immediate Board action to phase out the Housing and Energy program by September 1, 1996, leading to the elimination of 7 full time positions and 2 part time positions. An additional full time position will be eliminated from the administrative division. These position reductions will result in seven lay offs. The staffs of the County Administrator and the Community Services Department will continue to work together in identifying the budget problem and preparing a budget balancing plan. 4 r , Other Reports Juvenile Electronic Monitoring For a number of years, the Sheriff's Department has administered an electronic monitoring program as a cost-effective alternative for adults who would otherwise be housed in the adult detention facilities. The Sheriff has indicated that the maximum number of adults are participating in the program as is feasible. Last year, funds were authorized to implement an electronic monitoring program for 20 juveniles. This program utilizes the same vendor and equipment as the adult program; however, it is administered by the Probation Department for those youths who would otherwise be detained in Juvenile Hall. The daily cost of maintaining a youngster in Juvenile Hall, including staff and operating expenses, is $128.05. The daily cost of placing a youngster on electronic monitoring is $17.67. This cost includes salary and operating costs, but does not include the cost of the monitors. The additional 20 electronic monitor slots made available by adding personnel to the program will result in a savings of$2,206.60 per day. Currently, Juvenile Hall is funded for a capacity of 160 youth; however, a vacant living unit (unfunded) has been utilized for overflow when the population exceeds 160 residents. When the Summit (mental health) Unit is opened (expected in September of this year), this living unit will no longer be available for detainees. The additional capacity for juvenile electronic monitoring is necessary to reduce the Juvenile Hall population so that it does not exceed the space available. The youth placed on electronic monitoring go through a screening process, and do not pose a risk to the community. Frequently, they are young men awaiting placement at the Orin Allen Youth Rehabilitation Facility (Boys' Ranch), which is an open setting. Cost Avoidance The Probation Department has made a cursory examination of institutional services and has determined that although the contracting out for most services is unusual in the industry, any avenue that promises savings merits further investigation. The Department provides the following information setting the parameters for potential cost savings and programmatic and other considerations identified through previous studies of these issues. Laundry The Probation Department currently contracts with the Sheriffs Department for some laundry services at Juvenile Hall. This includes all bedding, towels and other standard items. The Sheriff charges Probation's budget for these services. The charge for FY 95/96 was $12,225. The remaining laundry items are cleaned in-house with Probation equipment by an Institutional Services Worker whose annual salary is approximately $30,000. The total annual cost for in-house laundry services is less than $40,000, including supplies, utilities and maintenance of equipment. Food Services The Probation Department had detailed discussions with the Sheriff's Department in 1992 regarding meals service for Juvenile Hall. The Sheriffs Department submitted a proposal which, however, did not generate a potential cost savings especially considering the initial capital outlay for food transportation vehicles and microwave ovens in the living units, estimated to cost $86,000 in 1992. Even if the proposal had been cost effective, it raised several programmatic issues that could not be easily overcome. The primary programmatic issue was security within each living unit. Currently, all residents within a living unit are served their meals in a short period of time. With the Sheriff, or any other contractor, the meals would need to be heated in the microwave ovens in each living unit. This lengthens the meal service time and would create tension among the residents. In addition, it would require staff to heat the meals which would divert their attention away from supervising the residents. Both of these factors 5 I , would increase the risk of a breach of security. Another concern about the proposal to contract food services was the quality of the food. Juvenile Hall is required to meet higher nutritional standards than is required for adult facilities. Although we were assured by the Sheriffs Department that the standards would be met, they would have had to change some of their menus to meet our required standards. The current cost of providing meals at Juvenile Hall is estimated to be: Item Annual Cost Cost per Meal Salaries and benefits $ 278,000 1.56 Food purchases 383.033 2.14 Gross meal cost $661,033 3.70 Revenue27j 6,162) (1.55) Net Meal Cost $ 384,871 $2.15 Cost per meal is based upon 178,704 meals per year (average daily population for FY 95/96 of 163.2 times 3 meals times 365 days). Medical Services In FY 93/94, the Probation Department transferred its in-house medical services to the County hospital as a cost saving measure. The current cost of these services is $650,000 annually. Recently, there have been discussions between Probation and the County Hospital on ways to minimize these costs. The County Hospital explored the possibility of using an outside contractor for medical services at both the MDF and Juvenile Hall. However, the Board decided not to pursue the contracting option. Adult and Juvenile Probation Services Adult Probation There are currently 4,300 active cases in Adult Probation. All 4300 cases are felons; the Probation Department discontinued supervision of Municipal Court cases (typically misdemeanors) in 1992 due to budget reductions. Some 2,200 of these felony cases are monitored under the Probation Department's Computer Assisted Probation Systems (CAPS) by four DPOs and a clerk who provide information to Judges, victims, police agencies and other agencies such as the District Attorney and Public Defender. CAPS monitors individuals who are considered to be of lower risk and relies extensively on the computer to monitor compliance with legal and financial conditions of the court's orders. The other 2,100 cases are supervised by 12 DPOs who are spread out all over Contra Costa County. That equates to caseloads of approximately 175 offenders to each probation officer. Many of the probationers are young (47% are from ages 18 to 29) and many are on probation for drug related offenses. In a survey of adult offenders, we are:able to classify almost 800 of these 4,300 cases as being people who were convicted of offenses that involved violence. Many of these cases involve violence inflicted on wives and children. Adult probation tries to hold offenders accountable for their crimes which means seeing that court orders involving such things as drug testing, search conditions, requirements to register as a sex offender and requirements that offenders attend counseling and other therapeutic classes are followed. Additionally, probation officers also endeavor to ensure the collection of court ordered restitution or fees, fines and assessments. Obviously, this is a difficult task given the high caseloads and much of the work Probation currently does is carried out over the phone. Our latest statistics show that 50% of all felony grants of probation are completed successfully. This does not mean that these offenders do not recidivate, only that half of them do not recidivate'during their terms of probation. It should be noted that in calendar year 1995, the Probation Department was responsible for bringing 1,500 probationers back to court due to their failure to comply with court orders and conditions. Since these individuals were violent offenders, this is one area where Probation significantly impacts public safety by holding these offenders accountable. 6 Juvenile Probation Juvenile Probation is staffed by 11 DPOs and actively supervises 1,400 to 1,500 youngsters at any given time. This caseload is a mixture of felons and misdemeanants and includes everything from youngsters who have been involved in drive-by shootings to boys and girls who have tried to demonstrate their "artistic expertise" by spraying paint over public walls. Juvenile Probation is a direct arm of the Juvenile Court and monitors Court Wards throughout their time in the Juvenile Court system. Juvenile Probation services are different from Adult in that juvenile officers work with the youngsters, their families, the schools and other agencies. There are some 350 cases that are in a service-on-demand caseload. These are low risk youngsters who are doing well and who do not need intensive probation services to succeed. Additionally, Contra Costa County places a great many youngsters in group home settings and foster home settings at an annual cost of about $7 million. These youngsters are supervised intensively with regular contacts with both the placement facility, the youngster and the youngster's family. Many of these youngsters come from dysfunctional families and it is not unusual for Contra Costa Probation to supervise youngsters for a number of years in out-of-home placements. Some 250 youngsters a year are committed to Orin Allen Youth Rehabilitation Facility (Boys' Ranch) in Byron, California. The Ranch has a capacity of 74 and there is a Ranch waiting list of about 60 juveniles that are currently detained at Juvenile Hall, exacerbating crowded conditions there. Additionally, the Juvenile Community Services (Weekend Work) Program deals with over 1,000 Contra Costa youngsters annually fulfilling contracts with local public and private agencies for grounds clean-up, etc. The Department is not currently capable of doing the type of study that is required to give accurate figures on recidivism. We do know that a majority of the youngsters placed on probation successfully complete and that many of those never appear again in either the adult or juvenile system. We also know that there are currently over 190 youngsters placed in the California Youth Authority by Contra Costa Juvenile Courts and that those youngsters have recidivated many times prior to their incarceration to that state facility. Finally, we know that in order to be successful, we need to offer early intervention and prevention services. We know we need to hold offenders accountable early and that there have to be sanctions for even minor transgressions. We know that intensive supervision benefits the adolescents on probation, their families and the community. Nurse-to-Patient Staffing Ratios Merrithew Memorial Hospital, along with most hospitals in the Health Care Industry, is undergoing a change in the use of bedside personnel including Registered Nurses. Merrithew has implemented a patient-centered approach to hospital care which utilizes personnel from all disciplines, including Nursing, Physical Therapy and Attendants to best serve the needs of the patients. The result of the patient-centered approach to hospital care is the continuous adjustment of nursing care hours to meet the defined needs of the patient population. As part of the on-going patient care strategy, it is the intent of the Department to maintain and continue this effort. Proposition 217 - Income Taxes Proposition 217 would retroactively reinstate 10% and 11% tax rates, respectively, on the highest income residents. It would require the Controller to apportion revenue from the reinstated tax rates among counties. It would require counties to allocate that revenue to local government agencies based on each local agency's proportionate share of property taxes which must be transferred to schools and community colleges under 1994 legislation. Finally, it would prohibit future reduction of local agency's proportionate share of property taxes. Proposition 217 will be considered by the electorate in November 1996. 7 Sheriffs Department During Board discussions leading to adoption of the final budget for the Sheriffs Department on August 6, the Board directed the County Administrator to discuss with the Sheriffs Department the status of filling vacant dispatcher positions and the current need for additional funding. On June 18, Sheriff Warren Rupf had discussed departmental performance with the Board. Part of that included the need for additional dispatcher positions to help the Department deal with it historical inability to maintain authorized staffing levels in the Emergency Communications Center. This led to the Board of Supervisors on July 9 adding ten additional Sheriff dispatcher position and further directing the County Administrator and Sheriff-Coroner to"explore various alternatives available to improve the effectiveness of the Emergency Communications Center, including staffing patterns, work station improvements and space layout." This report will be brought back to the Board in the latter part of September. The County Administrator's Office has met with representatives of the Sheriffs Department and discussed the need for additional funding for the ten added dispatcher positions. As a result of that discussion, we can report that no additional funds will be needed until at least January 1, 1997. The Sheriffs Department's budget now includes 48 dispatcher positions, of which 38 are funded in the FY 96/97 budget. Out of the 38, there are currently ten vacancies. The Sheriffs Department anticipates filling 8 to 10 of these vacancies on 9/1/96 as a result of its recently intensified recruitment and interview process. If, in fact, ten dispatcher positions are filled on September 1, there are funds available in the current year budget to pay for them. The Department further anticipates filling most of the remaining 10 positions no earlier than January 1, 1997. If, in fact, the Department is able to adhere to this schedule, the Department will require an additional $171,160 to $256,740 to fund the ten recently added dispatcher positions for the remainder of the fiscal year. The County Administrator's Office will continue to monitor this situation with the Sheriffs Department and if a more accelerated hiring process is possible, we will report back as soon as that is apparent with additional funding recommendations. In the meantime, the Department is continuing to make an all-out effort to fill these positions with qualified persons as quickly as possible. 8 Attachment "A" THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Resolution on August 13, 1996, by the following vote: AYES: Supervisors Rogers , Torlakson, Smith NOES: Supervisors Bishop, DeSaulnier ABSENT: none ABSTAIN: none Resolution No. 96/ 3 7 5 Re: Adding Positions, ) Abolishing Positions and ) Laying-Off Employees ) The Contra Costa County Board of Supervisors, in all its capacities as the governing body of this County and of the districts and agencies of which it is the governing body, RESOLVES THAT: 1. The Board has considered the financial impact of reductions in funding due to loss of non-recurring and other revenues, the impact of increased funding requirements and the staffing reorganization necessary for the efficiency of County government operations, and has considered the position and staff reduction and retention plans submitted by County Departments. 2. The Board has considered the report of the Community Services Director which advises that the budget for FY 1996-97 calls for phasing out Housing and Energy Division operations by September 1, 1996 because of lack of available contract funds combined with continued division losses. 3. In order to phase out operations, keep expenditures within available funding or to reorganize staffing as is necessary for efficient operations, it is necessary to abolish, add or adjust the hours or status of the positions described in the lists attached hereto for reasons of economy, lack of funds, departmental reorganization, or because the necessity for the position(s) involved no longer exists, and to lay off employees accordingly. Said lists are incorporated herein by reference, and said positions are hereby abolished, added or adjusted effective on the dates indicated thereon. These actions will result in the iay-off of five (5) permanent employees and the separation to two (2) temporary employees in the Community Services Department. 4. The Human Resources Department shall prepare lists showing the order of layoff of affected employees. 5, The Community Services Department shall issue layoff or displacement notices, as the case may be, and give notice to the affected employees of the Board's action. 6. This Resolution is:an emergency action. The Board has been advised that revenues for the 1996-97 fiscal year will be less than are required to maintain existing operations and staff. Immediate action to reduce staff will reduce the magnitude of impending staff reductions and minimize interference with County services. Conversely, failure to initiate layoffs will result in continued salary expenditures that will increase the need for layoffs and the adverse impact on services in the coming fiscal year. 7. The Labor Relations Officer shall give notice of the Resolution to all recognized employee organizations. 8. To the extent that the subject of this Resolution is within the scope of representation under the Meyers-Mi I ias-Brown Act (Government Code Section 3500 et seq.), this Board offers to meet with the recognized employee organization representing affected employees upon request concerning this resolution. 9. A recognized employee organization may submit to the Labor Relations Officer written request to meet and confer on specific proposals with respect to this Resolution or any resulting layoffs. This authorization and direction is given without prejudice to the Board's right to reduce or terminate the operations and services of the County and of the Districts governed by this Board and to eliminate classes of employees or positions as involving the merits, necessity, or organization of services or activities of the County or Districts governed by the Board and not within the scope of representation. 10. This action is taken without prejudice to pending consulting, meeting, and meeting and conferring with employee organizations. 1 h1MW seedtp that Mb b a bus and OuNd 07 of an acorn tat�en end sntend on ow minutes of me owd ofstell"cT996 MUM PW SATCHEUM CID*of bowd Card a*AOW*ftW (Distribution on or Z DWIft Page 2) RESOLUTION NO. 96/3 7 5 RESOLUTION NO. 96/375 Page 2 Contact: Tony Enea (510) 335-1055 cc: County Administrator Human Resources- Records & Benefits Divisions Auditor-Controller-Payroll Retirement Community Services Department Probation Department Library Sheriff-Coroner Department RESOLUTION NO. 96/ 3 7 5 Attachment A(a) CONTRA COSTA COUNTY POSITIONS TO BE ABOLISHED DEPARTMENT: Community Services EFFECTIVE DATE: Close of Business on August 30, 1996 Position Class Position Filled/ Number Classification Code Tvge Vacant 59-00046 Lead Weath. & Home Rep. Spec. 9KT4 40/40 Vacant 59-00049 Lead Weath. & Home Rep. Spec. 9KT4 40/40 Filled 59-00050 Lead Weath. & Home Rep. Spec. 9KT4 40/40 Filled 59-00056 Lead Assessment Specialist 9KT6 40/40 Filled 59-00013 Economic Opportunity Prog. Spec. I 9KTA 40/40 Vacant 59-00294 Economic Opportunity Prog. Spec. I 9KTA 40/40 Filled 59-00007 Clerk - Senior Level JWXC 40/40 Vacant 59-00021 Clerk - Senior Level JWXC 40/40 Filled (REVISED) Attachment A(b) CONTRA COSTA COUNTY POSITIONS TO BE ADDED/ABOLISHED DEPARTMENT: Probation EFFECTIVE DATE Close of Business on August 30, 1996, unless otherwise indicated POSITIONS TO BE ABOLISHED Position Position Filled/ Number Classification Code Tvae Vacant 30-00506 Probation Supervisor I 7AHA 40/40 Vacant 30-00142 Deputy CO. Prob. Officer III TATA 40/40 Vacant 30-00169 Deputy CO. Prob. Officer III TATA 40/40 Vacant 30-00194 Deputy CO. Prob. Officer III TATA 40/40 Vacant 30-00207 Deputy CO. Prob. Officer III TATA 20/40 Vacant 30-00208 Deputy CO. Prob. Officer III TATA 40/40 Vacant 30-00215 Deputy CO. Prob. Officer III TATA 40/40 Vacant 30-00417 Deputy CO. Prob. Officer III TATA 40/40 Vacant 30-00611 Deputy CO. Prob. Officer III TATA 20/40 Vacant 30-00605 Probation Counselor 7KTB. 40/40 Vacant 30-00583 Accounting Technician JD7A 40/40 Vacant 30-00038 Clerk-Experienced Level JWXB 40/40 Vacant POSITIONS TO BE ADDED Class Position Effective Position No. Classification Code ape Quantity Date 30- Probation Counselor 7KTB 40/40 2 8/14/96 Attachment A(c) CONTRA COSTA COUNTY POSITIONS TO BE ADDED DEPARTMENT: Sheriff-Coroner EFFECTIVE DATE: As Indicated Class Position Effective Position No. Classification Code Tvae Quantily Date 25- Sergeant 6XTA 40/40 2 7/1/96 25- Deputy Sheriff 6XWA 40/40 4 7/1/96 25- Deputy Sheriff 6XWA 40/40 1 6/1/96 25- Sheriff's Specialist 64VE 40/40 1 6/1/96 25- Fingerprint Technician 64WH 40/40 2 8/7/96 Attachment A(d) CONTRA COSTA COUNTY POSITIONS TO BE ADDED/ABOLISHED DEPARTMENT: Library EFFECTIVE: Close of Business on August 30, 1996, unless otherwise indicated POSITIONS TO BE ABOLISHED Position Position Filled/ Number Classification Code Type Vacant 85-00307 Branch Librarian 3AWA 40/40 Vacant 85-00112 Library Assistant-Journey 3KVB 20/40 Vacant 85-00177 Library Assistant-Journey 3KVB 20/40 Vacant 85-00181 Library Assistant-Journey 3KVB 20/40 Vacant 85-00327 Clerk-Exp.Level-Career Devel. 99X4 40/40 Vacant POSITIONS TO BE ADDED Position Position Effective Number Classification Code Type Quantity Date 85- Library Extension Svcs Mgr 3ASD 40/40 1 8/7/96 85- Librarian 3AWA 40/40 1 8/7/96 85- Library Assistant-Advanced 3KTB 20/40 2 8/7/96 85- Library Assistant-Journey 3KVB 20/40 4 8/7/96 85- Clerk-Experienced Level JWXB 20/40 2 8/7/96 85- Clerk-Senior Level JWXC 40/40 1 8/7/96 ATTACHMENT "B" oLcue JFte�rt�td`u�t�rte�tt� 1996-1997 (Revised) GENERALFUND LINE ITEM CHANGES APPROPRIATIONS / REVENUES Budget Unit Name & Number: General County Revenues (0005) Proposed Final Org Object/ Budget Budget No. Account Description Amount Change Amount Notes 0005 9122 Franchises-Landfill 423,000 20,000 443,000 1 0005 9591 RDA Non-Prop Tax Pass-T 119,226 50,000 169,226 2 TOTAL 0005/9000s: 158,065,978 70,000 158,135,978 GRAND TOTAL(NCC) 0005: -158,065,978 -70,000 -158,135,978 Explanation: 1.) Increase estimated revenues to reflect anticipated increase in Keller Canyon Landfill revenue. (Offsetting appropriations increase in BU 0308 for Probation Department.) 2.) Increase estimated revenues to reflect redevelopment agency pass-through from those cities which have special agreements with the County on sales tax sharing. (Offsetting appropriations increase in BU 0308 for Probation Department.) CAO Analyst: August 13, 1996 Page 1 of 1 1996-1997 (Revised) GENERALFUND LINE ITEM CHANGES APPROPRIATIONS / REVENUES Budget Unit Name & Number: Justice Systems Programs (0325) Proposed Final Org Object/ Budget Budget No. Account Description Amount Change Amount Notes i 3259 2310 Professional/Spec. Svcs. 937,000 -457,282 479,718 1 TOTAL 0325/2000s: 1,289,976 -457,282 832,694 3259 9551 Fed Aid Crime Control 1,410,000 -457,282 952,718 1 TOTAL 0325/9000s: 1,808,935 -457,282 1,351,653 GRAND TOTAL(NCC) 0325: 484,575 0 484,575 Explanation: 1.) Transfer SafeFutures grant appropriations and revenues consisting of$369,477 for the JH Mental Health Unit, $58,537 for an Aftercare DPO and $29,268 fora 20/40 Gang Violence Intervention DPO. (Offsetting adjustment in budget unit 0308-3121.) CAO Analyst: August 13, 1996 Page 1 of 1 1996-1997 GENERALFUND LINE ITEM CHANGES APPROPRIATIONS / REVENUES Budget Unit Name & Number: Probation (0308) Proposed Final Org Object/ Budget Budget No. Account Description Amount Change Amount Notes 3121 1011 Permanent Salaries 266,647 266,647 1 3121 1013 Temporary Salaries 33,250 33,250 1 3121 1014 Permanent Overtime 30,740 30,740 1 3121 1042 FICA 8,240 8,240 1 3121 1044 Retirement Expense 61,260 61,260 1 3121 1060 Group Insurance 21,430 21,430 1 3121 1063 Unemployment Insurance 10,830 10,830 1 3121 1070 Workers' Compensation 320 320 1 3041 1011 Permanent Salaries 212,877 74,511 287,388 6 3041 1042 FICA 1,770 2,380 4,150 6 3041 1044 Retirement Expense 48,742 17,697 66,439 6 3041 1060 Group Insurance 23,931 6,191 30,122 6 3041 1063 Unemployment Insurance 163 3,129 3,292 6 3041 1070 Workers' Compensation 7,056 92 7,148 6 3060 1011 Permanent Salaries 5,167,286 29,567 5,196,853 7 3060 1042 FICA 85,898 945 86,843 7 3060 1044 Retirement Expense 1,193,169 7,022 1,200,191 7 3060 1060 Group Insurance 439,657 2,457 442,114 7 3060 1063 Unemployment Insurance 5,943 1,241 7,184 7 3060 1070 Workers' Compensation 145,540 37 145,577 7 3160 1011 Permanent Salaries 946,038 41,939 987,977 8 3160 1042 FICA 18,734 1,340 20,074 8 3160 1044 Retirement Expense 204,243 9,961 214,204 8 3160 1060 Group Insurance 79,595 3,484 83,079 8 3160 1063 Unemployment Insurance 916 1,761 2,677 8 3160 1070 Workers' Compensation 30,771 52 30,823 8 TOTAL 0308/1000s: 15,933,356 636,522 16,569,878 August 13, 1996 Page 1 of 2 3121 2110 Communications 1,500 1,500 2 3121 2150 Food 37,000 37,000 2 3121 2160 Clothing & Personal Items 5,000 5,000 2 3121 2170 Household Expense 12,760 12,760 2 3121 2284 Requested Maintenance 5,000 5,000 2 3121 2301 Auto Mileage 500 500 2 3121 2476 Recreation 2,000 2,000 2 TOTAL 0308/2000s: 2,382,040 63,760 2,445,800 3121 4951 Office Equip & Furniture 5,000 5,000 3 3121 4952 Institutional Equip & Furn 20,000 20,000 3 TOTAL 0308/4000s: 42,500 25,000 67,500 3121 9551 Fed Aid Crime Control 457,282 457,282 4 3060 9255 Admin State Other Soc 1,914,600 12,000 1,926,600 5 TOTAL 0308/9000s: 7,608,963 469,282 8,078,245 GRAND TOTAL(NCC) 0308: 16,432,466 256,000 16,688,466 Explanation: 1.) Salaries and benefits expense related to the Mental Health Intensive Day Treatment Unit to begin operation at the Juvenile Hall on 9/1/97. Staffing includes 8 Probation Counselors and 1 Institutional Supervisor-1. 2.) Services, supplies and some start-up costs for the Mental Health Unit. 3.) Start-up costs for the Mental Health Unit. 4.) Probation portion of the Mental Health Unit, Aftercare Program and Gang Violence Intervention Program to be offset by SafeFutures grant award (budgeted in 0325). 5.) Increase Title IV-E revenue to offset increase in salaries and benefits (see Item 8). 6.) Increase salaries and benefits by $104,000 to add 2 Probation Counselors to expand the Electronic Monitoring Program. 7.) Increase salaries and benefits by $12,000 to tie with the Recommended Budget (see Item 6); increase appropriations by $29,268 to fund 1 20/40 DPO for the Gang Violence Prevention Program funded by the SafeFutures grant award. 8.) Increase salaries and benefits by $58,537 to fund 140/40 DPO for Aftercare Services at the Ranch. Program is funded through the SafeFutures grant award. CAO Analyst: August 13, 1996 Page 2 of 2 1996-1997 (Revised) GENERALFUND LINE ITEM CHANGES APPROPRIATIONS / REVENUES Budget Unit Name & Number: Probation (0308) Proposed Final Org Object/ Budget Budget No. Account Description Amount Change Amount Notes 3060 1011 Permanent Salaries 5,167,286 293,700 5,460,986 1 3060 1042 FICA 85,898 4,882 90,780 1 3060 1044 Retirement Expense 1,193,169 67,818 1,260,987 1 3060 1060 Group Insurance 439,657 24,989 464,646 1 3060 1063 Unemployment Insurance 5,943 338 6,281 1 3060 1070 Workers' Compensation 145,540 -50,473 95,067 1,2 TOTAL 0308/1000s: 7,078,133 341,255 7,419,388 3000 2310 Prof/Spec Svcs. 23,500 200,000 223,500 3 3000 2479 Other Spec Dept Expense 600 1,500,000 1,500,600 4 3120 2150 Food 365,700 -25,000 340,700 5 TOTAL 0308/2000s: 2,382,000 1,675,000 4,057,000 3121 5022 Interdep'tal Charges 0 -150,000 -150,000 6 TOTAL 0308/5000s: -17,000 -150,000 -167,000 3000 9435 Misc. State Aid 0 1,500,000 1,500,000 4 3060 9255 Admin State Other Soc 1,914,600 85,000 1,999,600 7 TOTAL 0308/9000s: 7,608,963 1,585,000 9,193,963 GRAND TOTAL(NCC) 0308: 11,404,509 281,255 . 11,685,764 August 13, 1996 Page 1 of 2 Explanation: 1.) Increase appropriations by $400,000 in restoration of approximately 7 DPOs. (8/13/96) 2.) Decrease appropriations in anticipation of cost savings from switching to an annual rate computation based upon a five year average: -$58,745. (8/6/96) 3.) Increase appropriations and earmark for cash match for SB 1760 grant funds. (8/13/96) 4.) Increase appropriations and revenues in anticipation of receipt of SB 1760 grant funds. (8/13/96) 5.) Decrease appropriations in anticipation of cost savings from bulk purchases of food for all detention facilities. (8/6/96) 6.) Increase costs applied for mental health services provided in the JH Mental Health Unit. (8/6/96) 7.) Increase estimated Title IV-E revenues to reflect actual claims experience. (8/6/96) CAO Analyst: August 13, 1996 Page 2 of 2 1996-1997 GENERALFUND LINE ITEM CHANGES APPROPRIATIONS / REVENUES Budget Unit Name & Number: Health Services Department-Mental Health (0467) Proposed Final Org Object/ Budget Budget No. Account Description Amount Change Amount Notes 0467 2320 Outside Medical Expense 13,693,063 150,000 13,843,063 1 TOTAL 0467/2000s: 31,445,516 150,000 31,595,516 0467 9785 Mental Hlth Svcs-MediCal 10,916,975 150,000 11,066,975 2 TOTAL 0467/9000s: 42,009,833 150,000 42,159,833 GRAND TOTAL(NCC) 0467: 2,580,753 0 2,580,753 Explanation: 1.) Increase appropriations for mental health services provided in the JH Mental Health Unit. 2.) Increase estimated revenue in anticipation of increased federal reimbursement for eligible mental health expenses. CAO Analyst: August 13, 1996 Page 1 of 1 11 1996-1997 GENERALFUND LINE ITEM CHANGES APPROPRIATIONS / REVENUES Budget Unit Name & Number: Social Service (0500) Proposed Final Org Object/ Budget Budget No. Account Description Amount Change Amount Notes 5000 2310 Professional/Spec. Svcs. 7,370,933 -120,000 7,250,933 1 TOTAL 0500/2000s: 12,982,193 -120,000 12,862,193 5000 4951 Office Equip & Furniture 186,000 -37,255 148,745 2 TOTAL 0500/4000s: 230,000 -37,255 192,745 GRAND TOTAL(NCC) 0500: 10,603,458 -157,255 10,446,203 3 Explanation: 1.) Reduce the General Assistance budget in anticipation of lower GA participation and, subsequently, lower substance abuse treatment costs. 2.) Reduce the Welfare Automation Fund, which supports costs of automating GA programs and reduce appropriations derived from a bonus rec'd from the State for exceptional welfare fraud detection. 3.) Total Social Service (0500) budget reduction necessary to augment the Probation Department budget ($600,000). CAO Analyst: August 13, 1996 Page 1 of 1 1996-1997 GENERALFUND LINE ITEM CHANGES APPROPRIATIONS / REVENUES Budget Unit Name & Number: Social Service (0532) Proposed Final Org Object/ Budget Budget No. Account Description Amount Change . Amount Notes 0532 3313 County Aid Basic 9,373,100 -54,000 9,319,100 1 TOTAL 0532/3000s: 9,692,300 -54,000 9,638,300 GRAND TOTAL(NCC) 0532: 11,404,509 -54,000 11,350,509 Explanation: 1.) Reduce the General Assistance budget. CAO Analyst: o August 13, 1996 Page 1 of 1 Attachment C + To: BOARD OF SUPERVISORS Contra FROM: ui Costa ^ ;S SCOTT TANDY, DIRECTOR' COMMUNITY SERVICES DEPARTMENT �. 1 *� County DATE: u K SUBJECT: August 13, 1996 ADOPTION OF COMMUNITY SERVICES DEPARTMENT BUDGET PLAN. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)L BACKGROUND AND JUSTIFICATION Recommendations: 1. ACKNOWLEDGE the extent of further problems in the Community Services Department's Child Development ( $144,000), Head Start ($385,000) and Community Action Divisions for FY 1995-96 that were unknown during my budget discussions with the Board of Supervisors on July 25, 1996., 2. APPROVE the Phase I layoff plan involving the Housing & Energy Division as presented to the Board of Supervisors on August 6, 1996. 3. DIRECT CSD Director to prepare Phase II layoff plan to address a projected $221,000 General Fund Balance deficit for the period ending December 31, 1996. 4. AUTHORIZE the CAO to engage both.the Auditor-Controller's Office and KPMG Peat Marwick to conduct an audit of the Department's internal controls, accounting systems, and fund balance for FY 1995-96. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): , ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER PART OF BUDGET BOARD ORDER VOTE OF SUPERVISORS 1 HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT NO CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AN TIERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPE ORS ON THE DATE SHOWN. =ACT: Scott Tandy 313-7369 CC: CAO ATTESTED PHIL BATCHELO LERK OF THE BOARD OF CSD SUPERVISORS AND C TY ADMINISTRATOR BY ,DEPUTY M082 0/88) Page 2 8/13/96 CSD Budget Plan Background: On July 25, 1996, 1 presented the Board with a 90 day status report on the Community Services Department (see attached);' In this report I advised you of significant deficits in most Divisions of the Department that I discovered for FY 1995-96, and alerted the Board of a projected Departmental deficit for the period ending December 31, 1996 of $221,000. I also advised you that there might be further problems within the Department that could negatively impact the County General Fund. Since our meeting of July 25, 1996, 1 have uncovered or been advised of additional problems: 1. Child Development Deficit. On Friday, August 2, 1996, 1 was advised by Wilda Davisson, Child Development Program Manager, of a deficit in her Division for FY 1995-96 of approximately $115,000. Previously, I had been advised of a positive Division Fund Balance of approximately $60,000. Since.8/2/96, this amount has been revised by the Division a total of three times. It currently stands at approximately $144,000. I am working closely with staff to finalize the FY 1995-96 financial statements to determine the full extent of the deficit, and why this error occurred. I have been advised by Ms. Davisson that most of the deficit now consists of non-allowable program expenses. We will contact the California Department of Education (State), the primary funding source, to ascertain whether or not part of this amount can be charged to the State. We are hopeful that approximately $40,000 of charges might be retroactively approved, leaving a disallowed cost of approximately $104,000 that will need to be covered by the General Fund. 2. Head Start Accounting Error. The Head Start Accountant, has brought to my attention a $385,000 accounting error that may negatively affect the General Fund. We are working closely with the Auditor-Controller's Office and the CAO's Budget Officer to see if this error can be corrected. The accounting error occurred in August of 1995 and was not detected until late July of 1996. The decentralization of the CSD accounting system took place in December, 1994 and is a major factor in these Division deficits. A major and serious concern is the discovery that the Head Start allocation to support the central administration costs (personnel, accounting, secretarial and administration) was exhausted in June, 1996. Unbudgeted administrative costs continue to be charged to Head Start. This problem must be addressed by either an infusion of General Fund cash, a budget change, layoff of central administrative staff or a combination of the above. r Page 3 8/13/96 CSD Budget Plan 3. Community Services Block Grant. On July 25, 1996, 1 provided the Board of Supervisors my ninety-day report on the status of the CSBG program and the relationship with the Economic Opportunity Council (EOC) (copy attached). Since that time, the following new developments can be shared: 1. Status from the State of California on reports, both pending and delinquent (copy attached). 2. Copy of notice from the State of California regarding failure to receive reports and withholding of funds (copy attached). 3. The 12-month continued review of CSBG revenues leads me to believe that the 1996 allocation will be exhausted by approximately mid- September as a result of the over-commitment of expenditures in both Personnel and Contracts. Without an infusion of General Fund money it will be necessary to prepare quickly a Phase II lay-off plan in order to minimize the impact on the County Treasury. 4. 1 continue to have serious concern about the ability of some department staff to respond in an accurate and timely manner to the requirements of the State of California for both program and fiscal reports. Cumulative Summary of Fiscal Problems: Description FY 95-96 FY 96-97 Weatherization Deficit ($116,000) ( $24,000) 1995 Head Start Local Match Deficit ( 253,000) 0 1996 Administration Office Deficit 0 ( 221,416) Uncollectable Prior Year Revenue ( 75,000) 0 Totals(as of July 25, 1996) (444,000) ( 245,416) Child Development Deficit (144,000) 0 Revised Total (as of August 13) (588,000) ( 245,416) Community Services DepartmentContra Child Development 374-3994 Contra Child Nutrition 374-3850 Comm Administration Cosa u Action 313-7363 Head Start 646-5540 1220 Morello Avenue,Suite 101 Martinez,California 94553-4711 Housing and Energy 646-5756 (510)313-7350 County `J\/ Fax: (510)313-7385 Scott Tandy, . Director Srq cou>i`� FROM: July 25, 1996 TO: Board of Supervisors and County Administrator FROM: /, Scott Tandy, Director, Community Services Department SUBJECT: 90 Day Status Report on the Community Services Department Purpose: The purpose of this report is to provide the Board of Supervisors and CAO with a 90 day status report of my findings and experiences in the Community Services Department. It documents the conditions I have found, actions I have taken, additional fiscal and administrative concerns and the need for a Phase I and Phase II layoff plan. On May 7, 1996, as part the Third Quarter Budget Report, after an initial review of the,CSD budget advised you of a projected deficit at June 30, 1996, of$250,000 to $300,000. On May 17, 1996 1 provided the CAO a report further detailing my concerns particularly in the administration of the Community Services Block Grant and significant over spending in the Weatherization program. After a more thorough review and a number of new revelations,.) believe.that the projected deficit is still in this range and could grow even higher. Unfortunately, there is no realistic way for the Department itself to balance its budget other than through significant expenditure reductions. Background: My first ninety days with the Community Services Department has been both exciting and difficult. Exciting because of the opportunity to work with dedicated line staff in the programs where direct services are provided to people on a daily basis..Difficult, because of the internal management conflicts and steady stream of revelations exposing administrative inadequacies and fiscal deficits. 1 It is apparent to me that not all of the problems facing this Department have been discovered. Due to the extensive and successful efforts necessary to correct deficiencies in the Head Start program during the months of April and May, I was unable to begin any meaningful analysis of the Weatherization and Community Action programs until early June. For example, accounting systems and procedures have been decentralized to the extent that it is extremely difficult to obtain factual fiscal information on a timely basis. Combined with internal performance problems and conflicts between managers has made it difficult in reaching final closure on a number of issues. Nevertheless, I believe it critical that you be apprised of the major findings to date, as well as the projected cost to the County General Fund for FY 1995-96 and additional costs for FY 1996-97. 1. Weatherization Deficit FY 1995-96 ($116,000) In discussions with the Administrative Services Officer, I was advised that the Weatherization program has been spending between $5,000 and $12,000 per month more than what was being earning in revenue. This opinion was confirmed by the Accounting Supervisor. Both indicated that program losses in this Division had been occurring for more than a year. Despite their documented and repeated warnings to their superiors, the cost overruns and program losses were apparently ignored. As of June 30, 1996, the deficit stands at approximately $116,000, and this will be an obligation of the County General Fund. In order to verify how this happened, I have engaged the audit firm of KMPG Peat Marwick to perform an independent review. In order to avoid further losses, the proposed County budget for the Housing & Energy Division budget for FY 1996-97 calls for phasing out Division operations by September 1, 1996 because of a lack of available contract funds combined with continued Division losses. This Phase closure will impact a total of seven full time employees, will result in an additional cost of $24,000 to the FY 1996-97 General Fund for continued program losses, and cause the temporary cessation of weatherization services for eligible residents for the remainder of 1996. In the past month I have: Held weekly meetings every Tuesday for the last four weeks with the affected employees to get their input on possible solutions; Reviewed and evaluated the feasibility of possible contracts with EBMUD, City of Concord and CAUNEVA to avoid layoffs and provide possible employment over the next several months, " 2 Contacted the General Services Director and labor organizations to discuss possible transfers options into.trade positions if no realistic alternatives are available; Started the process to restructure the Weatherization program and restore it in January of 1997 to function with a balanced budget; 2. Head Start Local Match Deficit FY 1995-96 ($253,000) Head Start Regulations require a 25 % Non-Federal Local Match. For our 1995 Head Start grant of approximately $5.6 million dollars, an additional $1.4 million dollar Non Federal Local Match is required . A review of the 1995 program year Head Start fiscal report sent to ACF on March 31, 1996; documented a shortfall in Non-Federal Local Match of approximately $ 319,000. We are searching for all methods to document In-Kind and volunteer services in order to fill this gap. The net liability could be as high as $253,000 to the County General Fund. I have made this a high priority item. 3. Projected 1996 Central Administration Deficit FY 1996-97 ($221,416) There is no formalized budget for the Department's Central Administrative Office. This office houses approximately 18 employees and contract personnel, and provides administrative oversight and support to the Department's four Divisions. In order to determine the cost of this function I have had constructed the following 1996 Central Administration budget of projected expenditures and revenues: Expenditure Description Amount Personnel & Contractors $ 895,351 Space 65,269 CSBG Sub-Contractors 81,900 Other Costs 62,414 Total Projected Costs $1,104,934 Revenue Sources Amount Community Services Block Grant 389,188 Child Development Division 259,378 Head Start Division 106,200 Other Available Revenues 128,840 , Available Revenue 883;606 Projected Deficit (221,328) 3 is The projected deficit that will need additional analysis in order to determine the extent of cost reductions and potential need for a Phase II layoff plan 4. Problems with the State Department of Community Services and Development. Serious deficiencies have been uncovered in the administration of the four programs with the State Department of Community Services and Development (SDCSD), which provides funding the following contracts: Community Service Block Grant (CSBG), Department of Energy (DOE); Low Income Housing & Energy Assistance Program (LIHEAP) Stewart B. McKinney I was contacted in mid June by Lupe Urretia of SDCSD who advised me of her agency's serious concerns about the poor communication , delinquent reports, lack of attendance at State trainings and the general relationship between her agency and the Department's management . She advised that the County is now being recognized as a "concerned contractor" and that the States intends to conduct a full audit in August. Some examples of the deficiencies I have discovered are: $80,000 in 1995 CSBG funding earmarked for community based organization's poverty programs was not provided to those agencies due to a late contract start- up; Failure to submit a 1995 CSBG contract extension resulted in the loss of$58,000 in poverty program dollars for the County and must be returned to the State; $24,598 in Stewart B. McKinney funds were billed to the State that internal accounting records indicate were never expended. This matter requires further review by a professional investigator; Both the 1996 and 1997 Community Action Plan were submitted late, placing CSBG funds at jeopardy ; A tremendous amount of work still needs to be done to resolve the current list of the outstanding problems with SDCSD to bring the Department back into compliance. The Department's credibility with this State agency has been tarnished, and needs to be restored. 4 5. Economic Opportunity Council Concerns. The Economic Opportunity Council (EOC) serves as a advisory body to the Board in it's capacity as the County's Community Action Agency. The EOC has expressed extreme frustration and dissatisfaction with the Department's lack of communication, loss of 1995 CSBG money and general neglect of their needs. Discussions with the CSBG Program Coordinator have confirmed these claims, and at least one EOC member has recently resigned. The EOC was given the authority by the Board of Supervisors to provide critical oversight to the Department on poverty program issues. The Department has failed to follow through in its responsibility to provide the EOC with the support it needs and requires to be an essential element of the CSBG contract and program. I am extremely concerned about the impact of these problems as they relate to current and future funding given the lack of EOC participation for the last 18 months. In June I took immediate action to schedule EOC meetings in June and July, and am working closely with the Council to resolve their concerns. 6. Uncollectable Prior Year Revenues. FY 1995-96 ($75,000) Approximately $75,000 in accrued Departmental revenues from prior periods is probably uncollectable, should be recognized as uncollectable, and will be a charge to the FY 1995-96 General Fund. 7. 1996 Unbudgeted Head Start Occupancy Costs. Approximately $166,000 of space and occupancy costs for the 1996 Head Start program were not budgeted in the application. I have advised ACF of this problem, and am working with Head Start staff to resolve this projected budget issue. 5 Cumulative Summary of Fiscal Problems: Based on the above issues, the following represents by fiscal year the best estimates of the actual and potential financial impacts to the County General Fund: Description FY 95-96 FY 96-97* Weatherization Deficit ($116,000) ( 24,000) 1995 Head Start Local Match Deficit ( 253,000) 0 1996 Administration Office Deficit 0 ( 221,416) Uncollectable Prior Year Revenue ( 75,000) 0 Totals ( 444,000) ( 245,416) * For the.period ending December 31, 1996. 6 STATE OF CALIFORNIA-HEALTH AND WELFARE AGENCY pl'TF�Lcny r, .o mnr DEPARTMENT OF COMMUNITY SERVICES AND DEVELOPMENT A Quality Management Department 700 North.1 Oth Street,Room 258 Sacramento, CA 95814 (916)322-2940 (916)327-3153(FAX) (916)327-6318(TDD) August 1, 1996 Mr. Scott Tandy, rp Executive Director, Contra Costa County Community Services Department 1220 Morello Avenue, Suite 101 AUG - 5 1996 Martinez, CA 94553-4711 ik'c; -AR,TtV, tNA r Subject: COAUWUNITY SERVICES BLOCK GRANT(CSBG) 96F-1333 Dear Mr. Tandy: The Department of Community Services and Development(CSD) is unable to process payments for two CSBG expenditure reports submitted by Contra Costa Community Services Department on July 19, 1996. The reports cover the period of March 1, 1996 June 30, 1996. The combined amount of expenditures is for$171,367.72. CCCSD has failed to submit to CSD the fust and second quarter program activity reports. as required in Sections 27.A and 27.B of 1996 CSBG contract. The reports were due to CSD on April 15, 1996 (first quarter) and July 15, 1996 (second quarter). Ms. Lupe Urrutia, CSD Field Representative, has made various calls to Contra.Costa Community Services Department (CCCSD) program staff requesting the reports. The most recent call was to Mr. Darnel Turner on July 31, 1996. Mr. Turner informed Ms. Urrutia that the reports will be hand delivered to CSD on August 2, 1996. Once the reports are received.and approved by CSD, Ms. Urrutia will inform you of the scheduled payment amount and the date it will be forwarded to the State Controllers Office. CSD appreciates your prompt attention to this matter. If you or your staff have any questions regarding this letter, please call Lupe Urrutia at(916) 327-6320. Sincerely,, Pablo Rosales, Manager Farm Worker/Community Services Programs cc: Al Prince, Administrative Services Officer Darnel Turner, Program Coordinator • F?r-rl-lib 101=.56t'f 1 rKM. l u `j151b.51seJU5 'P.01 State of California COSERVICE9 AND DEVELOPMENT Dlte: July.22, 1996 To:. W..Scott Tandy; 1 ]Brom: Lupe Umrtia Sabject Status Report i Per our conversation on.-My 9, 1996, I am enclosing the status report submi*to CSD ` manager{�eat. 1 received the followidg doc cents on Riday July 19, 1996: gSBG.1997 Communkty Action Plan ! s SBG Second and TbEtrd Eixpenditure Reports ; SBG 1995 Close-out Roort j II3EAP 1995 Close-out Report E 1995 Close-out Report The atte ed report slow the i3in delis �reports and contract doW.mea U. Tbank you fvr 1 your eff tts in Su ng the regatr �contract documents to CSD. If you or your staff have any f question or required more infprbiiition,please call me at(916)327-6320: j •♦ Jl✓1VJ1✓1 JVJ V"-.Xorl•r rrcu-1 IV r.cic I I STA'Z`UJ REPORT 1996 PROGRAM YEAR ONTRA.COSTA.WO NTY COI} RTNM SERVICES DEPARTMENT ; t (CCCSD) CSBG.............................. $97,297.00 (fending Amendment#1) ' LMEAP.......................... 168,364-00 (Pending Ameadment#1) { DOE................................. 22,188.00 . Advanced 'a meats issued CSBG... .......................... i$97•,297.00 LIHE ........................ -0- DOE.....I: ................. -0- 1 e , I• CSBG.. ......................... L ........................ $50,15824 (weathe ization) -0- (Assurance 16) DOE... .I. ...._...... -0- I - i Ocrtstan• in i7lglleilt R.egQ 4r CSBG.................................. First and Second Quartet'(PPR) Y-IIIEAP.............................. Apnl,May, June,July DOE...................................... January through July(Contract executed July 11) her P mding ContrAct D i gents: j 'I • i . CSBG... ........................... Amendment#1 I i i L11IE ............................ Amendment 91 1 Audit 1993-1994........ TR96-002(CCCSD owe CSD $16,272.06(16voice 911494)I ; Response due to CSD 3/9196. Audit ITY 1994- 1995_.:..... I Has been completed is being reviewed 4y State: Contrdllers Office(SCO) Per Waymari'Yee,the audit ; has not been fully accepted by BCO.' Is I peadi.ag a submittal of the management letter fro im the CPA firm 1 KP.M.G-Pete Marwick.. I Program matic Performance: 0% Reports not submitted to CSD E LIMAP........................... . �9°/a -of planned weatheriaationunits �... 8% -of required Applications/clients Error Rate...... .:............... 8.47%-IMU applications) DOE.....:........................... 00A Reports not submitted to CSD i srnrest�Q�Ho : j • Irk Wx ********** -JOURNAL- ****************** ****** DATE AUG-12-1996 ***** TIME 13:10 * **** NO. COM PAGES FILE DURATION X/R IDENTIFICATION DATE TIME DIAGNOSTIC 12 OK 001/001 164 00:00'27 XMT $ 34191 AUG-12 09:09 C8444BO5C2000 13 OK 002/002 166 00:00'47 XMT Z 65662 AUG-12 09:37 C8444BO5C2000 14 OK 002/002 166 00:01'02 XMT a 96861710 AUG-12 09:38 68404705C7000 15 UK -008 90:10'A04 -XMT J30S.SMITH `RJG-12 _0945 C8444905C2000 16 631 000/007 168 00:00'01 XMT BOS ROGERS AUG-12 09:58 OA00420000000 17 OK :009/009�%169 00:10'50 XMT BOS ROGERS AUG-12 10:04 08004604C2000 >18 407 001/008. 169 00:02'03 XMT BOS BISHOP AUG-12 10:16 E8004604C2000 19 407 004/009 169 00:03'45 XMT BOS DESAULNIER AUG-12 10:18 C8444B05C2000 20 OK 4009/009 .169 00:06'50 XMT BOS TORLAKSON AUG-12 10:24 C8444BO5C2000 2© OK .-'N09/009 169 00:10'22 XMT BOS BISHOP AUG-12 10:32 E8004604C2000 22 OK 002 00:01'28 RCV 510 313 1600 AUG-12 10:46 C0542903C7000 23 OK -,EM/009 169 00:04'22 XMT BOS DESAULNIER AUG-12 10:48 C8444B05C2000 24 OK .007/007 170 00:05'53 XMT BOS ROGERS AUG-12 10:57 08004604C2000 -.25 409 * 00,0/007 170 00:01'00 XMT BOS BISHOP AUG-12 11:04 ECO04604C2eG0 26 OK 007/007 170 00:02'43 XMT BOS DESAULNIER AUG-12 11:05 C8444B05C2000 27 OK ; 007/007 170 00:02'43 XMT BOS TORLAKSON AUG-12 1108 C6444B05C2000 28 OK 007/007 170 00:06'04 XMT BOS BISHOP AUG-12 11:15 E8004604C2000 29 OK 011/011 171 00:08'21 XMT BOS ROGERS AUG-12 11:29 08004604C2000 30 409 * 003/011 171 00:03'01 XMT BOS BISHOP AUG-12 11:38 EC004604C2080 31 OEC 011/011 171 00:03'51 XMT BOS DESAULNIER AUG-12 11:41 C6444BO5C2000 32 OK 011/011 171 00:03'52 XMT BOS TORLAKSON AUG-12 11:45 C8444B05C2000 01 OEC 011/011 171 00:06'42 XMT BOS BISHOP AUG-12 11:51 E6004604C2000 02 OK 013/013 172 00:12'50 XMT BOS ROGERS AUG-12 12:01 08004604C2000 . '�>03 409 * 006/013 172 00:07'36 XMT BOS BISHOP AUG-12 12:15 EC004604C2080 04 407 012/013 172 00:07'07 XMT BOS DESAULNIER AUG-12 12:23 C8444BO5C2000 05 OK '013/013 172 00:06155 XMT BOS TORLAKSON AUG-12 12:30 C8444BOSC2000 06 OK 013/013 172 00:06'54 XMT BOS BISHOP AUG-12 12:41 E8004604C2000 07 634 012/013 172 00:00'01 XMT BOS DESAULNIER AUG-12 .12:58 0800420000000 08 OK 001/001 173 00:00'49 XMT s 62170 AUG-12 13:00 08404604C7000 09 OK 001/001 173 00:00'30 XMT a 919163239869 AUG-12 13:01 F8004705C7000 10 407 000/001 173 00:00'58 XMT s 61399 AUG-12 13:02 E84046OCC2000 11 OK 001/001 173 00:00'46 XMT 8 61399 AUG-12 13:07 E64046OCC2000 -COUNTY ADMIN. - 510 646 1353- ************ 6,9-'`1 ` MT!DIABLO UNIFIED SCHOOL DISTRICT �4lEu Spy JAMES W.DENT EDUCATION CENTER 1936 Carlotta Drive =ys Concord,California 94519-1397 s- (510)682-8000 Jg �4 OFFICE OF SUPERINTENDENT RECEIVED August 12, 1996 Am 13 i9% ` CLS r60ARD OF SUPER RS CONTRA COSTA CO. The Honorable Jeff Smith 651 Pine Street, Room 108A Martinez, CA 94553 Dear Jeff: It is my understanding that the Board of Supervisors is considering an increase of funding for county probation services. I am writing to support such action. The value of school administrators and teachers working cooperatively with students, their parents, and probation officers is significant. The ability to access probation staff in a timely manner, to coordinate efforts, and to exchange critical communication, is vital to our school staff. Without support from probation, school staff are less effective in redirecting offending youth toward more positive. alternatives. My staff has made it clear to me that more support and involvement from juvenile probation officers is needed at school sites. Your support in increasing these services will be important for school staff and the probation department to work together on behalf of youth and safe schools. We are prepared to cooperate in any way necessary to make our mutual efforts more effective. Sincerely, Paul E. Allen Superintendent /plv AN EQUAL OPPORTUNITYIAFFIRMA77VE AC77ON EMPLOYER FAX(510)680-2505