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HomeMy WebLinkAboutMINUTES - 01121988 - 2.1 A, TO ': :. F�®AIM OF SUPERVISORS FROM: PHIL BATCHELOR Contra County Administrator Cl.l7La DATE: January 5, 1988 COJ* SUBJECT: CONSOLIDATION OF MUNICIPAL COURT ADMINISTRATION SPECIFIC REQUEST(S) OR RECOMMENDATIONS) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. Approve two-phase proposal to consolidate the administration of the four Municipal Court Districts of Contra Costa County, as approved by the Municipal Court judges. 2. Approve personnel actions required to implement such consolidation. 3. Introduce Ordinance exempting classes of County Municipal Court Administrator-Exempt and Assistant County Municipal Court Administrator-Exempt from the Merit System, waive reading, and fix January 19, 1988 .for adoption. 4. Direct the County Administrator, in cooperation with the Municipal Courts, to draft language providing for such consolidation on a permanent basis to be included in the County's 1988 Court Pay and Staffing Bill and seek legislative approval to have this bill enacted as an emergency statute, effective July 1, 1988. FINANCIAL IMPACT: No additional County general funds will be required to implement the proposal for the remainder of FY 1987-88. It is anticipated that funding will come from adjustments in various Municipal Court accounts, and other sources. The County Administrator will develop the required appropriation adjustment for submission to the Board. For future years, it is anticipated that savings from Sheriff-Marshal consolidation and other sources can be utilized for this purpose. REASONS FOR RECOMMENDATIONS/BACKGROUND: For some time, the County Administrator, under direction from your .Board, has been working with the Municipal Courts and others to develop two major proposals impacting on Municipal . Court efficiency and cost-effectiveness. One of these has been the proposal to consolidate the Marshal's function within the Sheriff's Department. In their letter to you, presented at your Board meeting of November 3, .1987, both the Sheriff and the President of the Municipal Court Judges Association indicated that they "have reached an agreement on a Sheriff/Marshal merger" and that the Sheriff, the Municipal Courts and the Marshal were working out the final details of implementation. It is anticipated that significant savings will result from this consolidation. CONTINUED ON ATTACHMENT; _ VES SIGNATURE; _X RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION O BOARD COMMITTEE __X APPROVE OTHER SIGNATURE S : p ACTION OF BOARD ON O _ A?PROVED AS RECOMMENDED X, OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES. AND ENTERED ON THE MINUTES OF THE BOARD ABSENT; ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CC: CAO-Justice System Programs ATTESTED President, Municipal Court PHI BATCHELOR, CLE OF THE BOARD OF Judges Association SUPERVISORS AND COUNTY ADMINISTRATOR Municipal Court Clerk Administrators ` iff-Coroner M382/7S-'ff BY _,DEPUTY Consolidation of Municipal Court Administration January 5, 1988 Page 2 The other major proposal we have been working on is the consolidation of Municipal Court administration. A detailed proposal has been developed and was approved by the Municipal Court judges on November 12, 1987. (A copy is attached. ) Before proceeding to a summary of this proposal, it must be stressed that the proposal does not alter in any way the existing boundaries of the four Municipal Court Districts. The consolidation of court administration would take place in two phases. The first phase, effective January 1, 1988, would see the creation of a Countywide Administration Unit consisting of a County Municipal Court Administrator-Exempt, and four additional positions. Of these five positions, one is an existing position that would be transferred from the Walnut Creek Municipal Court. The duties of this centralized administrative unit would be to initially establish the policies and procedures for overall coordinated administration of the courts, to draft language providing for a permanent Countywide court administration, and to plan other aspects of this transition. It is anticipated that Countywide administration would become permanent on January 1, 1989 unless we can. secure legislative approval for an earlier date. (See Recommendation #3 above. ) The central administrative staff would be responsible to a judicial planning board consisting of four judges, one from each Court District, and the President of the Municipal Court Judges Association. It is anticipated on an annual basis the new unit would cost approximately $300,000. For the balance of FY 1987/88, it is estimated that $97,872 would be required. Since existing Clerk-Administrators would need to be grandfathered into this proposal, the savings could not be realized in these positions until the existing positions are vacated. At that time, each Court District would be served not by a Clerk-Administrator, but by a lower-paid Facility Manager accountable to the County Municipal Court Administrator. While there are no immediate fiscal savings to be realized from this consolidation, there are some short and long-term goals that have long been sought both by your Board and this Office that would be realized. We could expect to see, over time, increased productivity from all the courts through better management of existing resources and central, rather than fragmented, budget management and fiscal control. In addition, the development of consistent operating policies and procedures- in the courts should enhance the overall administration of justice, make for better utilization of staff resources, and provide easier access and use of the courts by both attorneys and citizens. In addition, a central unit would have the ability to develop and implement automated court programs which should decrease the need for infusion of additional dollars and resources and maximize existing staff resources, and increase productivity. Many of these automated procedures require coordination and planning with city police agencies. This can be better done with a central administration unit rather than four separate units. The centralized parking citation system now in operation under the auspices of the Walnut Creek Municipal Court is an example of the effectiveness of such centralization. Further, it is anticipated that over time other court functions might be centralized in such a unit, again making better use of existing resources and staff. Based upon the judges approval of this consolidation proposal, Roy Chiesa who is currently Clerk-Administrator of the Walnut Creek Municipal Court has agreed to stay on and serve as County Municipal Court Administrator for the next year in order to get the unit off to a sound start and plan for a smooth transition. This should insure that this proposal gets off to a successful beginning. Your Board's approval of the above recommendations will permit this consolidation to begin immediately. y C POSITION ADJUSTMENT REQUEST No. 1,415--'71 7 RE0EP/ED Date: 12/21/87 Dept. No./ PERSONNEL DEpAR(MENt Copers Department County Municipal Courts Budget Unit No. _E ZVrgJ0 10 Agency No. _ Action Requested: Establish the class of Municipal Court Fiscal Officer and allocate to the Exempt Salary Schedule a`tlevel C5-75-3 - and c asst y one position effective — day followinoj rd action. Classify one posi�6-n-65f-Ex—ecutive secretary effective anuarj%1;. 1988 ;_;�: Proposed Effective Date• Explain why adjustment i- needed: i Classification Questionnaire --+tached: Yes ❑ No ❑ Estimated cost of adjustment: $ Cost is within department's budget: Yes Le No ❑ If not within budget, use reverse side to explain how costs are tfund 97/$ Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. 19 or p rtment Head Personnel Department Recommendation Date: 12/28/&7 Establish the class of Municipal Court Fiscal Officer and allocate to the Exempt Salary Schedule JJ level C5-1853 ($2897-3521/mo. ) and classify one position - effective da v. o owing Board action. Classify one position of Executive Secretary effective 1/1/88. Amend Resolutio 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt S ary Schedule, as described above. Effective: day following Board action. 1/1/88 Date fo!rD4irect"qy,,6f rsonnel County Administrator Recommendation Date: r ecommendation of Director of Personnel Disapprove Recommendation of Director of Personnel Other: f r) Wftt1y1Admin1ttt1Vor1, Board of Supervisors Action JAN 12 1988 Phil Batchelor, Clerk of the Board of Adjustment APPROVED/viiAr�PROV99 on J Supervispors and County Administrator JAN 1 2 1988 C, Date: By: 4&-X� APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M. POSITION ADJUSTMENT REQUEST No. 11445-416 Date: 12/21/87 . REGEI'ltG PERSONNELDE€AjumENY Dept. No./ Copers Department County Oni9pal�fio�r-ts Budget Unit No. Org. No. Agency No. _ — V _ _ . —TU�3��fT Action Requested: Establish the class of District Court Manager and allocate to the Exempt Salary Schedule at level Cb-1894 - moCancel er minis ra oro aour pos. an a one position ot Districtour anage Walnut ree - anvi aunicipa7— our _ Proposed Effective Date: 2/11/88 Explain why adjustment i5 needed: Classification Questionnaire :ttached: Yes [] No Estimated cost of adjustment: $ Cost is within department's budget: Yes No F] If not within budget, use reverse side to explain how costs are tob� f nded. Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. for De r ment Head Personnel Department Recommendation Date: 12/28/87 Establish the class of District Court Manager and allocate to the Exempt Salary Schedule at level C5-1894 ($3018-3668/mo). Cancel Clerk Administration of the Court position #C4-01 and add one position of District Court Manager for the Walnut Creek-Danville Municipal Court. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: day following Board action. Date for Director o2% County Administrator Recommendation Date: iisrappDrOve vRecommendation of Director of Personnel Recommendation of Director of Personnel Other: f ou in 19 t or Board of Supervisors Action JAN 121988 Phil Batchelor, Clerk of the Board of Adjustment APPROVED/ on Supervisors and County Administrator Date: JAN 12 1988 By: S APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. POSITION ADJUSTMENT REQUEST No. /41.5 �� C Date: 12/22/87 RECEIVED PERSONNEL OEPARrMEKT Dept. No./ Copers Department County Munici al Courts Budget Unit No. Org. No. Agency No. 0 1U 53 AIR -01 Action R equested Establish the Class of County Municipal Court-Administrator and allocate to ' the Exempt Sala - ($b/U6-a and classify one po r� ion eYfective January 1. 1988. Proposed Effective Date: 1/1/88 Explain why adjustment ie) needed: Classification Questionnaire attached: Yes ❑ No ❑ Estimated cost of adjustment: $ 2Q_0 0 Cost is within department's budget: Yes No ❑ ((® �� If not within budget, use reverse side to explain how costs are to fund Department must initiate necessary appropriation adjustment. - Use additional sheets for further explanations or comments. 7_zcn,1�2 or a tment Head Personnel Department Recommendation 12/28/87 Date: Establish the class of County Municipal Court-Administrator and allocate to the Exempt salary schedule at level C1-2336 ($5706-FLAT) and classify one position effecti.ve 1/1/88. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: day following Board action. 1/1/88 Date for Director of M. sonnel County Administrator Recommendation Date: Appr Recommendation of Director of Personnel pprove Recommendation of Director of Personnel Other: f Co y ministra or Board of Supervisors Action ;IAN .12 1988 Phil Batchelor, Clerk of the Board of Adjustment APPROVED/ on Supervisors and County Administrator JAN 12 1988 Date: By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. (M347) 2/85 POSITION ADJUSTMENT REQUEST No. /Z/.514� REOUVED Date: 12/22/87 Dept. No./ PERSONNEL ©EPA.�fHE:ii7 Copers Department County Municipal Courts Budget Unit No. n". '� 0a 5 pim 187 _ Agency No. _ Action Requested: Establish the class of Assistant County Municipal Court Administrator-Exempt and allocate to the exempt salary schedule at level C5-2065 - one position effective February 11, 1 Proposed Effective Date: 2111 87 Explain why adjustment i�) needed: Classification Questionnaire attached: Yes ❑ No ❑ Estimated cost of adjustment: $ O ' Cost is within department's budget: Yes No ❑ OP If not within budget, use reverse side to explain how costs are to funded 4-7 Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. or p rtment Read Personnel Department Recommendation Date: 12/28/87 Establish the class of Assistant County Municipal Court Administrator-Exempt and allocate to the exempt salary schedule at level C5-2065 ($3581-4352/mo) and classify one position effective 2/11/88. Amend Resolution 71/17 establishing positions and resolutions_ allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: day fol/lung Board action. D88ate for Director gr Nrsonnel County Admi trator Recommendation Date: ro commendation of Director of Personnel Di rove Recommendation of Director of Personnel Other: %or n y .dminis to Board of Supervisors Action JAN 12 1988 Phil Batchelor, Clerk of the Board of Adjustment APPROVED/ on Supervisors and County Administrator JAN 12 1988 Date: By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M _ ...._._._ _..._. ._ ._ .