HomeMy WebLinkAboutMINUTES - 09232014 - D.3RECOMMENDATION(S):
APPROVE and AUTHORIZE the extension of County retiree Carolyn Avalon as a temporary County employee on a
part time basis for an additional nine months through March 31, 2015.
FISCAL IMPACT:
There will be no impact to the County General Fund, and no additional fiscal impact to the Library Fund. These costs
will be offset by savings due to the vacancies of permanent positions.
BACKGROUND:
On October 22, 2013, the Board of Supervisors approved item SD.2 to authorize the hiring of County retiree Carolyn
Avalon as a temporary County employee on a part time basis for the period November 1, 2013 through June 30,
2014.
Ms. Avalon retired from the Library effective October 30, 2013 and is beyond the 180 day “sit-out” period required
in the Public Employee Pension Reform Act of 2013. Ms. Avalon was the Administrative Services Officer: Budget &
Finance. This position in the Library is responsible for overseeing budget and finance related activities for the
Library, which include: budget preparation and monitoring; oversight of purchasing, accounts payable, and accounts
receivable; federal, state, and local financial grant monitoring and reporting, and single audit reports; working with
the County Administrator's Office on all budget related issues; calculation and invoicing of city contributions toward
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 09/23/2014 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
ABSENT:Federal D. Glover, District V
Supervisor
Contact: Michelle McCauley,
927-3202
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors
on the date shown.
ATTESTED: September 23, 2014
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
D. 3
To:Board of Supervisors
From:Jessica Hudson, County Librarian
Date:September 23, 2014
Contra
Costa
County
Subject:Temporary Hire of County Retiree - Extension Request
BACKGROUND: (CONT'D)
library open hours; invoicing of facilities maintenance costs for county owned library buildings located in cities;
working with Risk Management regarding insurance coverage for library materials and liability coverage for library
events; compilation of budget information and spreadsheets for County Librarian, Deputies, Community Library
Managers, and other library staff for their use for grant applications, meetings with cities and Library Friends and
Foundations, response to requests from the public and members of the Board of Supervisors, expenditure tracking,
etc.; trust monitoring, reconciliation, reporting and provision of investment instructions to Treasurer's Department;
procurement card oversight; library materials fund accounting; and other finance and budget related activities.
With Ms. Avalon's retirement, the Library requested a recruitment to fill the vacancy. The incumbent started on
February 18, 2014. This was too late for the incumbent to assimilate into a new position and undergo the critical
training that was necessary for the upcoming fiscal year’s budget which was already underway.
Additionally, the retirement of the Deputy County Librarian-Support Services and voluntary separation of the Library
Collection/Technical Services Manager pose particularly large challenges. These two positions are key to developing
a large portion of the Library’s non-payroll budget based in technology advances and building and maintaining the
Library’s collection of books, media, technology tools, and computer equipment.
Ms. Avalon’s institutional knowledge of these work groups and related expenditures will help bridge the gap in
preparing a new budget as the Library recruits to fill the vacant positions. The Library needs the experience, expertise
and institutional knowledge of Ms. Avalon to continue to provide services to our department. It is the Library’s intent
to retain the services of Ms. Avalon until the Library’s 2015 budget has been completed, and not go beyond March
31, 2015.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to receive Board approval will result in the Library not being able to effectively manage critical budget and
finance activities.
CHILDREN'S IMPACT STATEMENT:
None.