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HomeMy WebLinkAboutMINUTES - 08102004 - D2 TO: BOARD OF SUPERVISORS ...... Contr' a FROM: JOHN SWEETEN, ,k. �� �� COUNTY ADMINISTRATOR DATE: July 30, 2004 .......... County SUBJECT: ADOPTION OF FY 2004-45 PHASE 11 BUDGET REDUCTIONS SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION(S): 1. ACKNOWLEDGE that actions by the State regarding its FY 2004-05 budget require subsequent adjustments to the County's FY 2004-05 Adopted Budget, 2. ACKNOWLEDGE that reductions to the FY 2404-05 Adopted Budget are also required due to unrealized Health Service Department Phase 1 budget reductions and transitional costs, and retiree health costs for former Court employees. 3. ACCEPT staffs report regarding the elements comprising recommended Phase 11 budget reductions. 4. ACKNOWLEDGE that the Adopted Budget includes in excess of $50 million in fund balance and other one-time resources, which will create additional challenges in the FY 2005-06 budget. 5. ACKNOWLEDGE that any net increased costs resulting from the Board's actions will require increased reductions in other programs. 6. DIRECT the County Administrator to return on August 17, 2404 with adjustments that recognize the revenue and appropriations adjustments to various department budgets approved this date. 7. DIRECT the County Administrator to return on August 17, 2004 with a Resolution authorizing the deletion of positions in affected County departments approved this date. 8. ACKNOWLEDGE that the Auditor-Controller will make further technical adjustments to the FY 2004-05 County and Special District Budgets when actual fund balances are known, as authorized by the Board June 29, 2044. ss � CONTINUED ON ATTACHMENT: _X�YES SIGNATURE: A" ! s€ N ----------------_------------------------------------------------- ✓ ! .x ---------------- ------------------- w -----_ _- ----------- ---- -RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDAyCC51jF`OF BOARD COMMITTEE APPROVE OTHER / SIGNATURE(S): ------------------------------------ ------------------------------------------------------------------------------ - ACTION OF BOARD ON ` ya" ^ , � APPROVE AS RECOMMENDED -- OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN UNANIMOUS(ABSENT :^'a '' ) AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: ATTESTED CONTACT: JOHN SWEETEN,CLERK OF THE BOARD OF CC: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR h . DEPUTY Page 2 July 30, 2004 BACKGROUND/REASON(S) FOR RECOMMENDATION(S): In adopting the FY 2004-05 County budget on June 29, the Board acknowledged that actions by the State regarding its FY 2004-05 budget would require subsequent adjustments to the County's FY 2004-05 Adopted Budget. These adjustments were anticipated in the form of property tax shifts to the State and funding impacts in EHSD. The Board was also aware that unrealized Health Service Department Phase I budget reductions and transitional costs would have to be addressed. At this time it is necessary to adjust the FY 2004-05 budget to address a $21 million imbalance. The elements comprising the imbalance are as follows: $9,300,0100 Property tax shift to State 5,500,000 Rejection of IHSS cost savings 3,000,000 Unrealized HSD reductions in Phase I budget 2,000,000 Transitional costs for HSD Phase 1 budget reductions 1,200,000 Retiree health costs for former court employees $21,000,000 Total Phase I reductions were accomplished using a ten percent across-the-board reduction in net County cost, plus the elimination of compensation-related cost increases that were not offset by added program revenues or that could not be funded from available general purpose revenues. The cost reductions that exceeded the ten percent across- the-board reductions heavily impacted EHSD and HSD: these two departments absorbed $23 million in net cost reductions in addition to their ten percent reductions. Recommendations for Phase 11 reductions have been developed based on amounts the Administrator's Office believes can be accomplished with the feast disruption to County programs and services, and the smallest number of actual employee layoffs. This is not to say that there are no impacts on services --to the contrary, maintaining position vacancies in departments unavoidably reduces services to the public. When those vacant positions are unfunded these service reductions are perpetuated. Proposed are reductions the Administrator would prefer not to make. However, it is necessary that the budget be balanced, and service reductions are a necessary component of this rebalancing. The recommendations for Phase 11 may be summarized as follows: $340,000 Animal Services 750,000 District Attorney 750,000 Zero Tolerance/Domestic Violence 3,850,000 Employment and Human Services 720,000 General Services 3,000,000 Health Services 250,000 Human Resources 1,150,000 Probation 400,000 Public Defender 6,OOO,000 Sheriff-Coroner 705,000 Other Miscellaneous $17,915,000 TOTAL The balance of the remaining shortfall - $3,085,000 —will be made up through added revenues and fund balances that have been preliminarily identified in the course of closing the books on FY 2003-04 costs and revenues. Following is a brief discussion of the impacts of the budget balancing recommendations. Page 3 July 30, 2004 Animal Services A reduction of$340,000 is recommended. This reduction will be managed through position vacancies. The delay in opening the new shelters reduces the impact of the position vacancy factor on the department in the short term. However, this staffing level cannot be sustained in the long term and could impact the department's ability to generate revenue to its full potential. District Attorney A reduction of$750,000 in net County cost is recommended. This net cost reduction will be accomplished with a $260,000 increase in projected Proposition 172 revenues, an increase in other revenues of$254,000, and a staffing decrease of$236,000. To accommodate this reduction, the District Attorney's Office will operate with reduced staffing, and must continue to prudently manage vacancies to stay within budget. Any required staffing reductions will be proportionately reduced in all areas of operations, with the current exceptions of Sexual Assault, Domestic Violence, and Elder Abuse. Processing time for criminal complaints will be extended, and the Office will have difficulty meeting some of its mandatory court appearance obligations. Due to continued lack of preparation time, the District Attorney's Office will not prosecute crimes as effectively or successfully as it has in the past. The District Attorney has indicated his concern about continuing to prosecute some lower level, quality of life misdemeanor crimes due to lack of resources. Zero Tolerance for Domestic Violence Initiative A reduction of $750,000 is recommended, including $225,000 previously reduced in the Sheriff's Domestic Violence Unit. In a separate action, the Board will consider a $225,000 allocation of CC Future Funds to Zero Tolerance, which will offset the recommended reduction. The remaining programmatic reduction of$300,000 will be returned to the Board on August 17, 2004, following review by stakeholders. Employment and Human Services Department It is recommended that increases to revenue be recognized in the amount of $3,850,000. All of the proposed cuts to the In-Home Supportive Services (IHSS) program previously recommended by the Governor have been discarded by the State, impacting the Department's budget by approximately $5,500,000. It is anticipated that the final State budget will include the following revenue increases: $350,000 for Child Welfare, $2 million for Medi-Cal eligibility, and $1.5 million for CaIWORKS. These additional funds will be used to reduce the net County cost requirement in these programs. The freed-up General Funds can be used to offset the increased cost of the IHSS program. General Services A reduction of$720,000 is recommended. Proposed reductions include the elimination of a vacant Buyer 1I position ($110,000), a $349,000 reduction to the electricity budget for County buildings, reduced garbage service at the West County Detention Facility ($67,000), rent reduction related to the Martinez Animal Shelter lease-back ($139,000), increased revenue from rents and additional printing services ($45,000), and a reduction in professional services expenditures ($10,000). Health Services Department A reduction of$3,000,000 is recommended to balance the unrealized reduction from Phase 1. The department has proposed reductions in the Detention Medical Program, the AB 3632 Program and the number of public safety officers in the department. More specifically, proposed adjustments to Detention Medical include reductions in the Page 4 July 30, 2004 number of full-time positions and changes to staffing ratios that will decrease medical and mental health services to inmates; adjustments to the AB 3632 Program, which provides outpatient mental health services for school-aged children, include reductions in staffing and non-County professional services contracts. Additionally, reductions are proposed in the number of public safety officers that provide security services at the hospital and clinics. Human Resources A reduction of $250,000 is recommended. Proposed reductions include unfunding one vacant clerk-senior position and one vacant analyst position in the Personnel Services Unit. Additionally, two vacant analyst positions in Labor Relations will be unfunded for six months. Probation A reduction of $1,100,000 is recommended. Proposed reductions include the elimination of 12.5 vacant positions, along with a decrease in California Youth Authority fees and various services and supplies. Of the 12.5 positions proposed to be eliminated, 8.5 are from Adult and Juvenile Field Services and are made possible due to the various prevention and early intervention programs that have proven successful in reducing institutionalizations and out-of-home placements. Additionally, 4 positions are proposed to be eliminated from Juvenile Institutions, including an Institutional Supervisor 11 at the Juvenile Hall. The Department will manage personnel vacancies for additional salary savings of$135,000. Finally, due to Probation's continued efforts to work with the Courts in recommending custodial care for juveniles outside of County facilities, the adjusted budget will reduce California Youth Authority fees by $75,000. Public Defender A reduction of$400,000 is recommended. Proposed reductions include $300,000 in temporary salaries and $100,000 in permanent salary savings. These reductions are in addition to $375,000 in salary savings already in the Adopted 2004-05 budget, and will be realized through aggressive personnel management. Based on the fact that the level of service for legal representation is mandated pursuant to the Constitution, the specific impact of the $400,000 reduction is difficult to estimate. Based upon current caseloads, it is anticipated that existing service levels will be maintained. Sheriff-Coroner A reduction of$6,000,000 in net County cost is recommended. This adjustment is proposed to be accomplished primarily by a $3,775,000 increase in projected Proposition 172 revenue and recognition of$500,000 in SCAAP revenue. Also proposed is a $1,725,000 reduction in staffing and services and supplies. The final details of the plan can be worked out between the Sheriff and CAO if these recommended adjustments are approved by your Board. Other Miscellaneous Reductions 1. Unfunded Mandates Support for Community Development A reduction of$150,000 is recommended, leaving a budget of$150,000 for Unfunded Mandates. In order for these reductions to be realized, it will be necessary for the Board of Supervisors to direct reductions of discretionary advisory committee activities. Examples could include suspending or limiting the activities of the Agriculture Task Force, directing the Contra Costa County Historical Landmarks Advisory Committee to meet no more than four times per year, and limiting staff costs for the Mobile Home Advisory Committee to $1,000 per month. Also, it will be necessary to identify supplemental funding for any new Unfunded Mandate request that may arise during the year. Page 5 July 30, 2004 2. Geographic Information System A reduction of$50,000 is recommended. The Management Information Systems budget provided $100,000 in support for the County's GIS System in FY 2003- 04. A contribution of$50,000 in FY 2004-05 will match the contributions from each of nine County departments, which are providing the backbone support for the development and maintenance of this critical mapping and data analysis system. 3. Grant Revenue Improvement Fund IGRIP� A reduction of$100,000 is recommended, leaving a balance of$27,500 available in FY 2004-05. GRIP is a discretionary program funded each fiscal year with General Fund monies. Due to experience gained over the years through the GRIP program, departments have become very proficient at preparing applications for federal, State and local grants. As a result the reduction is anticipated to have minimal impact. 4. Training Institute Elimination of the Training Institute is recommended. This will result in a minimum of$150,000 savings during the first fiscal year. Additional savings will be realized when tenants are found for the current office space. Several of the training sessions that the Institute provides cannot be eliminated (e.g., Sexual Harassment Training). The County Administrator will find an alternative means of providing this training. 5. Contra Costa Convention and Visitors Bureau Elimination of the County's entire $205,498 contribution to the Contra Costa Convention and Visitors Bureau is recommended. The CC Convention and Visitors Bureau Board of Directors voted on July 29, 2004 to close the doors of the Bureau. 6. Community Services Department A reduction of$50,000 is recommended. Proposed reductions decrease non- County professional service contracts for the Community Action Program. Position Resolution On May 25 the Board approved elimination of a number of positions in the Library and Health Services Department as a first step to balance the FY 2004-05 budget. On June 29 the Board approved additional position eliminations in the Recommended Budget for departments. On August 17, 2004, the County Administrator's Office will return with a Resolution authorizing the deletion of positions in affected County departments based on actions taken this date. Supplemental Information Requests During its review of the FY 2004-05 Recommended Budget, the Board asked various questions requiring investigation and/or future reports to the Board. Several of those items were to be presented to the Board as part of Phase it reductions. Those issues are summarized below. 1. Report on Mandates In preparation for budget reductions in Phase II, the County Administrator asked staff to update the Mandatory/Discretionary Listing of programs to reflect the Recommended Budget. This updated listing is attached. Page 6 July 30, 2604 2. Potential Savings in Detention Medical Your Board requested a review of prior findings on potential cost savings that could be realized in the Detention Medical program. Representatives of the Health Services Department, Sheriff's Department and County Administrator met on June 28, 2004 to begin discussions. Health Services has incorporated savings in Detention Medical into their Phase 11 reductions. 3. Transition Plans On June 29, 2004 the Board directed County Administrator and departmental staff to return to the Board at the earliest possible time with a report on the transition of particular programs. The Employment and Human Services Department was asked to prepare transition plans for Foster Care and Adoptions based on the final State budget as approved by the Governor. It now appears that the State Budget will not impact the Foster Care or Adoption programs. The Health Services Department was asked to return to the Board of Supervisors with updates on the transition of the Homeless Program and the George Miller Centers Program. An update on the transition of the Homeless Program was provided on July 27, 2004. An update on the transition of the George Miller Centers will be presented after the plan has been fully developed by the Department and stakeholders. 4. Review of Expenditure and Revenue Growth Your Board directed staff to provide a chart with future budget recommendations comparing expenditures against major revenue changes and an economic benchmark such as CPI. Staff is developing such a chart and had planned to present it to the Board in draft prior to Phase If reductions. The chart is not complete and will be presented at a future date. 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Q3 ?� ei QIP Q At ltli l 1 0 00:co � sao 10 C #-, W(]-•! h I#- co F` { j mj22 ml0) m Ri �{ •yl CI( Aim' Qs 1 4= oa 0. <iWIIMi 0 D� I Qi' vs �iCD C`)Ioil- co =1 4) i till Q3• ; 4) 010 UJ i vl 1 I� t1?i ._ �,, C .,,, I IUs; Oi � � ttS E 0 1N', I CL CL .m i 1. 0 4J =I N "101 t1} C37 47 i •G y'(' 4)it^lI = ►`-its Ei UJit i i 0(0ic:-' Cal cn co I I I I � it:,s ISI: � lel EC I -b- c 9) CU 00GC? CC?!00!co co U-)`U.)j U) Ch C3?'t3} ADDENDUM TO ITEM D.2 August 10, 2004 On this day,the Board of Supervisors considered approving the County Administrator's recommendations for Phase II Budget rebalancing and directing the County Administrator to return to the Board of Supervisors on August 17,2004 with specific appropriation and position adjustments to effect the rebalancing. Following John Sweeten's report,the following members of staff addressed the Board on this issue: Michael G. Russ,Director of Animal Services William Walker,M.D.,Director of Health Services Robert J. Kochly, District Attorney Warren Rupf, Sheriff Public Comment was presented by the following persons: Charles Egbert, 5304 Blum Road, Martinez; representing PEU Local#I Gary Sly, 1780 Muir Road,Martinez;representing the Deputy Sheriff's Association Liz Callahan,2977 Ygnacio Valley Rd., Walnut Creek;representing the Contractors Alliance Supervisor DeSaulnier requested staff prepare for the August 17th meeting options and a timeline for the management study. Supervisor Gioia noted that, in the future,public workshops should be held to invite discussion about budget issues. He noted that workshops should be detailed enough for the Board but simple and succinct enough to encourage public participation. Supervisor Uilkema noted her preference that,when possible,public budget workshops should present different options to show alternative ways of achieving the budget goals. The Board of Supervisors took the following action by unanimous decision: APPROVED the County Administrator's recommendations for Phase II Budget rebalancing and DIRECTED the County Administrator to return to the Board of Supervisors on August 17,2004 with specific appropriation and position adjustments to effect the rebalancing.