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HomeMy WebLinkAboutMINUTES - 11281989 - IO.5 TO: BOARD OF SUPERVISORS Contra FROM: Costa INTERNAL OPERATIONS COMMITTEE n. s x�.ot County DATE: November 13 1989 COSTq cUi1N'� `Av SUBJECT: REPORT ON EFFORTS AND GOALS RELATING TO MINORITY HIRING TO STAFF THE WEST COUNTY DETENTION CENTER SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. Acknowledge receipt of the attached reports from the Sheriff-Coroner and Personnel Department on efforts which are being made to recruit, train and hire Career Development Employment Program (CDEP) participants for positions in the West County Detention Center. 2. Refer to the County Administrator the request of the Personnel Department for $21,000 to prepare at least 100 CDEP participants for the 49.5 positions which have been identified as being appropriate for CDEP participants, with the suggestion that the funds be taken from the special fund which has been established for staffing the West County Detention Center. As a part of this review, consider the feasibility of establishing an incentive program which will provide a financial reward to the Sheriff ' s Department if they are able to meet or exceed the goals set forth in the attached memorandum from the Sheriff-Coroner. 3 . Remove this item as a referral to our Committee. BACKGROUND: On October 17, 1989 the Board of Supervisors asked the Sheriff-Coroner to advise our Committee on the goals he felt were reasonable to insure that minorities were adequately represented in the hiring that will be done for the West County Detention CONTINUED ON ATTACHMENT:YeS YES SIGNATURE: RECOMMENDATION OF OUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE SIGNATURE(S): TOP'I POWERS UNNE WRIGHT McPEAK ACTION OF BOARD ON November 28, APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS(ABSENT I I ) 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: County Administrator ATTESTED 078, /989 Sheriff-Coroner may+ Director of Personnel PHIL BATCHELOR,CLERK OF THE BOARD OF Lloyd Madden, Director, CDEP SUPERVISORS AND COUNTY ADMINISTRATOR Emma Kuevor,, Aff.- Action Kerry Harms-Taylor, Asst. Admin. M382 (10/88) BY ,DEPUTY • -2- Center. On November 13 , 1989 our Committee met with the Sheriff, members of his staff and staff from the Personnel Department and County Administrator' s Office. We also received and reviewed the two attached reports. The Sheriff has established a goal of hiring CDEP participants for 25% of the positions which are being converted from Deputy Sheriff to Aide and Specialist. The Sheriff is doing an excellent job of meeting this goal, as is indicated in the attached report. In regard to the West County Detention Center, some 49. 5 positions have been identified by the Personnel Department which would be appropriate for CDEP participants. The Personnel Department is committed to providing the Sheriff with at least 100 candidates for these 49.5 positions, providing that some $21,000 can be made available for the cost of recruiting and training these individuals. In turn, the Sheriff has committed to hiring CDEP participants for at least 25% of these 49. 5 positions. The schedule outlined by the Personnel Department in the attached report seems designed to make every possible effort to recruit and train CDEP participants so they can be certified for these positions. Our Committee is pleased to see the level of cooperation between the Sheriff and the Personnel Department in this regard and the level of commitment which has been made by the Sheriff to hire CDEP participants for appropriate positions in the West County Detention Center. We are asking the County Administrator to find sufficient funds to allow the recruitment and training of the CDEP participants to move forward on schedule, possible from the special fund which we understand has been established to use for the hiring of staff for the West County Detention Center. We are also asking that some type of. financial incentive be provided to the Sheriff to encourage him to continue to meet and, if possible, exceed the goals to which he has committed himself and his Department. `Sheriff-Coroner Richard K. Rainey Contra Costa County SHERIFF-CORONER Warren E.Rupf P.O. Box 391 Assistant Sheriff Martinez, California 94553-0039 (415) 646- Gerald T.Mitosinka 2404 Assistant Sheriff To: Board of Supervisors, Date: November 13, 1989 Rodger L.Davis Assistant Sheriff Internal Operations Committee From: Richard K. Rainey, Sheriff-Co oner\ Subject: Career Development Program; November 13th 1.0. Committee Filled Authorized Filled Career Develop Spec Aide Spec Aide :-re--4&sE County 12 11 9 14 i 4 West County 9.5 11.5 0 0 0 0 TOTAL 21.5 28.5 9 14 i 4 Originally, twenty-seven Deputy Sheriff positions were designated for civilianization to Aide/Specialist, with a goal that 250 of the positions would be filled through the Career Development Program. To date, 26 positions have been converted to Aide/Specialist, and 6 (23%) have been filled or are being filled through the Career Development Program. Of the five Career Development Workers originally hired as a result of civilianization, four have passed probation and been converted to permanent positions. The remaining Career Development Workers are in the final hiring process: one to replace the employee resigning and one to fulfill the original commitment for six positions. Prior to civilianization, an additional three employees were hired as clerks through the Career Development Program. All three clerks have completed probation and been transitioned into permanent positions. With regard to the West County Detention Facility, Lloyd Madden identified the following job classes for which the Career Development Program could provide employees: Authorized Aide 11.5 Specialist 9.5 Detention Services Worker 7 Lead Cook 5.5 Clerk 14 Account Clerk 2 49.5 It was agreed between the Sheriff and Personnel Department that the goal of 25% new hires from the Career Development Program would be maintained. It was further agreed: AN EQUAL OPPORTUNITY EMPLOYER 1) The goal would exist for the total of the authorized positions, and not for each classification within the total. 2) The Sheriff's Department would make every effort to exceed the 250 goal, depending on the availability of qualified candidates through the program. 3) Hiring for West County will probably not occur until late in Spring, 1990. TY:mg cc: Lloyd Madden Contra Personnel Department Costa Administration Bldg. 651 Pine Street County Martinez, California 94553-1292 DATE: November 6, 1989 TO: Eileen K. Bitten, Assistant Director of Personnel FROM: Lloyd G. Madden, Personnel Analyst kyx SUBJECT: Targeted Recruitment and Preparation Plan - West County Justice Center This activity is in connection with CDEP Goals and Objectives Goal 5, to implement a targeted recruitment and preparation plan for hiring at the West County Jail commonly referred to as the West County Justice Center, under the Career Development Program. This project will also allow us to target recruitment of Hispanics and Asians. Purpose: The purpose of this targeted recruitment and preparation project is to prepare individuals who are in pursuit of employment in the County's Sheriff's Department. The job specific workshops outlined in Section III are designed to familiarize participants with the typical tasks performed in specific civilian positions in the Sheriff's Department. The curriculum of the targeted recruitment and preparation project is as follows: I. Program Orientation 1. History of Program 2. Employment Opportunities 3. Participation Requirements & Expectations 4. Application Process II. Personal Development Workshops Part A. Self Awareness and Personal Planning 1. You and your attitude 2. You and your values 3. You and your plans Part B. Job Selection 1. Elements of a completed County job application 2. Preparing a good resume 3. How to prepare for and interview well Part C. Employee Attitude on the Job 1. Performance 2. Response 3. Cooperation I III. Job Specific Workshops The first of the seven workshops in this section will cover the polygraph test and background investigation. Job Class Typical Tasks Facilitator A. BEGINNING AND EXPERIENCED LEVELS: The tasks Sheriff's Clerk below are performed at both the beginning and Department experienced responsibility levels; however, Staff they are performed under close supervision at the beginning responsibility level and under general supervision with increasing independence at the experienced responsibility level . Posts . information from various reports and documents to appropriate records; requisitions, stores ad distributes office supplies; keeps a record of supplies needed, received and issued; compares bills and invoices against order sheets or purchase orders ad against receiving records; maintains alphabetical , numerical or subject matter files; sorts and files correspondence, bills, invoices, requisitions, demands, contracts, permits, applications, work orders, purchase orders, inter-office memoranda and a wide variety of other documents, records and similar media used in transacting County business; pulls material from files; discharges files upon request; answers telephones and takes and relays messages; furnishes routine information over the counter or telephone on such matters as established office procedures, the location of employees and basic legal requirements or provisions; receives office visitors and answers questions regarding specific departmental procedures and practices; gives out information over the telephone and makes appointments; mails notices and bills; uses a rubber stamp to mark numbers, names and other information on bills, documents and other materials; cuts stencils; performs basic arithmetic calculations by hand; operates miscellaneous office machines including mimeographs, microfiche viewers, photo-copiers and calculators. Receives, sorts and distributes mail ; prepares material for key punching by coding documents and assigning record codes and batch numbers; screens material for basic errors such as invalid codes and incomplete material and returns for corrections after underscoring the errors and omissions; screens microfiche to ensure financial eligibility and issues necessary billing instructions; maintains simple records of office accounts; indexes deeds, mortgages and other legal instruments after r checking their numbers, names and type of action; receives and receipts for fees and cash payments of taxes, and proves and balances cash with receipts; deposits and reconciles daily cash collections with the County Treasurer; maintains records of cash collected; distributes tax payments to proper code area; estimates and computes payments required to redeem delinquent property; assists in the maintenance of property redemption records; notifies other County offices of property redemption; prepares and maintains County unsecured property roll ; computes possessory interest;. checks tax delinquencies and fills out affidavits and court summons; checks and accepts property tax exemption forms may be periodically required to drive a vehicle on County business. Job Class Typical Tasks Facilitator B. Beginning and Experienced Level (A and B Levels) : Sheriff's Account Performs a variety of clerical work in connection Department Clerk work in connection with the assembly, sorting Staff sorting, tabulation and recording of fiscal and statistical data; checks, indexes and files bills, vouchers, purchase orders, claims and other financial papers, performs arithmetic calculations and verifies totals and extensions; maintains . perpetual inventories; records maintenance and service records; maintains and checks payroll ; computes and processes bills; accepts payments and writes receipts and/or deposit slips; computes replacement costs by checking scaled measurements; makes computations of square footage and applies the proper cost of depreciation factors selected from standardized tables; maintains subsidiary ledgers; assists in the preparation of accounting and/or statistical reports; operates standard manual , electric and electronic office equipment including adding, calculating and bookkeeping machines; may type vouchers, invoices, account statements, payrolls, periodic reports and other records; distributes material , labor, equipment and indirect costs from demands, invoices, bills of lading, and time and work reports, coding such costs for proper distribution according to predetermined functional and organizational classifications; balances accounts and prepares monthly statements reflection maintenance and operating costs and showing the condition of appropriations by districts; posts and balances general and subsidiary ledgers; checks daily time reports for sufficiency and accuracy of information, and posts wage and equipment costs; codes warrants according to a predetermined classification for expenditure posting, and codes expenditures for distribution to proper departments by accounts; checks funds for warrants that have been issued to insure legality of payment; maintains bond and interest records; computes interest charges; checks computations on warrants; issues warrants, expense reimbursements, public assistance grants, etc. ; operates calculating and other office machines. Job Class Typical Tasks Facilitator C. Sweeps, wet mops and vacuums floors; buffs Sheriff's Det. floors using electrical buffing equipment; Department Srvcs. washes and cleans bathrooms and fixtures Wkr. washes and cleans bathrooms and fixtures; replenishes paper towels, toilet tissue, soap and light bulbs; dusts, cleans and disinfects walls; cleans mirrors, windows and light fixtures; loads and unloads food and supplies; stores, inventories and issues clothing, forms, cleaning supplies and linen; gathers soiled linen; instructs inmates in proper housekeeping techniques; provides limited direction to inmates operating laundry equipment and inmates sewing and mending linen, bedding and clothing; directs inmates and Work Alternative Program workers on special details; operates dry cleaning machines; escorts contractors visiting facility; escorts food carts to and from inmate modules; tests and makes minor repairs on institutional equipment; disposes of garbage and trash; stores, inventories and distributes inmate commissary items; may operate a motor vehicle on an intermittent basis for pickup of supplies; under the conditions of a total lock down, provides assistance to kitchen staff. Job Class Typical Tasks Facilitator D. Prepares, cooks and serves a wide variety of meals Sheriff's Lead in large quantities, cooks and carves meats; bakes Department Cook bread, cakes and pastries; peels and prepares Staff vegetables; makes salads; prepares special diet or food trays when necessary, ensures that meals are prepared and served on time; dishes food so that it is attractive and appetizing in appearance; estimates and requisitions groceries, meats and other food stuff needed to prepare planned menus; assists in receiving, checking and inspecting all kitchen food stuff and supply deliveries; assists in training new kitchen personnel , detained residents and/or inmates in the performance of their respective duties; provides work direction to detained residents and/or inmates in the preparation and serving of meals; provides work direction to detained residents and/or inmates in the proper methods of washing dishes, pots, pans, utensils and kitchen equipment as well and cleaning and washing the floors and walls of the kitchen, dining rooms and storage areas; assists in maintaining the kitchen facility and dining areas in a safe condition; assists in keeping daily data and records of kitchen operations; assists in the inventory and ordering of kitchen food stuff, groceries, meats, vegetables, equipment and supplies; confers regularly with immediate supervisor regarding dietetic services. Job Class Typical Tasks Facilitator E. Serves non-enforcement civil process such as Sheriff's Sher. subpoenas, complaints and summons; serves notices Department Aide/ such as those to pay rent, to vacate premises, Staff Spec. notices of levy, notices of reading of a will and similar legal documents; makes positive identification of persons served; performs record keeping and other duties associated with the service of legal process; assists in processing persons being booked into the detention facilities; observes the activities of inmates in the security modules; monitors traffic into and out of security modules in the County Detention Facility; assists in coordinating the recruitment of Deputy Sheriff Recruits and persons who have completed the POST Academy; assists with the preparation of recruiting brochures and other recruitment activities; assists with the administration of written tests, agility tests and oral interview boards; makes presen- tations to interested citizen groups on crime prevention and community relations topics; provides training to citizens on items of public interest and encourages participation in crime prevention activities; conducts background checks on Work Furlough Program applicants and other persons as directed; assists in interviewing and screening persons eligible for the Work Alternative and Work Furlough Programs; makes telephone and field contacts to insure that inmates have a job and are reporting to work; processes a variety of paperwork and forms; as directed, gathers data and writes reports;- assists in compiling a variety of data; answers questions received from the public both over the telephone and in person. IV. Pre-testing Workshop 1. Written test taking tips 2. Math word problem exercise 3. Vocabulary building exercise 4. Spelling exercise 5. Reading comprehension exercise 6. Written test exercise V. Career Development Worker Written Examinations 1. Clerical 2. Services 3. Technical VI. Oral Interview Tips 1. Mock oral interview (Room B-12, 651 Pine Street, Martinez) VII. Oral Interviews (Official Qualifications Appraisal Board) VIII. Employment List Promulgated It should be noted that a similar model was used to recruit, prepare, test and appoint four (4) Sheriff' s Aides and one (1) Sheriff's Specialist in the County' s Sheriff' s Department. We propose to identify, recruit, prepare and test a minimum of 100 participants for the job classes listed below: Authorized Aide 11.5 Specialist 9.5 Detention Services Worker 7 Lead Cook 5.5 Clerk 14 Account Clerk 2 49.5 LGM:af Attach. cc: Tom Young George Roemer Larry Fugazi Manuel Ramos Tentative Training Schedule January - March Day Session 25 Evening Session 25 Sub Total 50 Participants April - June 1990 Day Session 25 Evening Session 25 Sub total 50 Participants Total 100 Participants Financial Implications Personnel Analyst 30% Time $17,500 Clerical Support 10% 2,500 Training Materials/Supplies 1,000 Total Training Cost $21,000 Average training cost per participant (100 divided by $21,000) = $210.00 I recommend that we request that the special account that is designated for cost associated with the West County Detention Facility be used to fund this staffing activity.