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HomeMy WebLinkAboutMINUTES - 05121987 - T.1 T/ TO BOARD OF SUPERVISORS FROM: Phil Batchelor, Contra County Administrator May 4 1987 iCosta DATE'. y County SUBJECT; POSITIVE EFFORTS RELATED TO PRODUCTIVITY SPECIFIC REQUEST(S) OR RECOMMENDATION(_S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: Recognize the following departments for positive efforts related to productivity: Factor Department Item Quality Veterans' Resources Center Nursing Home Program Quantity Sheriff-Coroner Dept. Courtesy Letter Program Cost General Services Dept. Mail pre-sort Time Municipal Courts Computer generated citation facsimile FINANCIAL IMPACT All the productivity measures identified have resulted in significant savings to departments. No financial impact is anticipated as a result of acknowledging these positive activities. BACKGROUND: As part of the Board' s strategy on the County fiscal relief program, the Board, earlier this year, asked for the County Administrator to solicit nominations for positive efforts of departments related to productivity enhancements. Eighteen nominations were received from seven departments, with nominations in each of the factors reviewed for productivity enhancements: quality, quantity, cost and time. A summary of all of the nominations is attached, and each of the departments which submitted nominations are to be commended for their efforts in productivity. A more detailed descriptions of those items which are recommended for special recognition are as follows CONTINUED ON ATTACHMENT; Z YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OFUBOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON May 12, 1987 APPROVED AS RECOMMENDED X OTHER X^ The Board presented Certificates of Commendation to representatives of the above referenced departments and the-�Data.,Troc_essing Division for the assistance provided to the Municipal Courts.- The Board also requested Kerry Harms, Assistant County Administrator, to prepare for the Board an executive summary outlining the produc- tivity programs and cost savings. _ VOTE OF SUPERVISORS `--- - -� -- - -------- — ------ 1 HEREBY CERTIFY THAT THIS IS A TRUE X 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. Ernie Bradford May 12 1987 CC: Roy Chiesa ATTESTED _ S' Bart Gilbert PHIL BATCHELOR, CLERK OF THE BOARD OF Warren Runf SUPERVISORS AND COUNTY ADMINISTRATOR CAO nn i! , M382/7=83 BY 0 DEPUTY 1. QUALITY - VETERANS' RESOURCES CENTER - NURSING HOME PROGRAM In 1986, the State legislature approved AB 1335 which provided funding for County Veterans' Services Officers to review the status of veterans in nursing homes and pursue benefits for those veterans who might be eligible for significant federal benefits. Receipt of federal benefits services to reduce State Medi-Cal and County cost because of more of the cost of providing this service is absorbed by the federal government. The project is a two-year project designed to verify the cost savings derived by the Veterans ' Service Offices in extending services and assistance to nursing home patients. Although the savings of $738,850 through December of 1987, accrue to the State rather than the County, the program is resulting in increased quality of services to veterans which would otherwise not have been possible through the regular Veterans' Services Program. 2. QUANTITY - SHERIFF-CORONER DEPARTMENT - COURTESY LETTER PROGRAM Before 1986, the Sheriff-Coroner' s Department conducted a program in the records bureau which consisted of sending courtesy letters to the subjects of certain types of warrants. The extent of the program varied from year to year depending on the resources available. A decision was made in 1986 to enhance and expand the program. This decision was based on several factors, including the increased number of warrants being issued and jail population problems. The project was implemented by redirection of already limited funds and personnel resources, and has been very successful. In calendar year 1986, approximately 20,000 letters were sent; over 6,000 were cleared without arrest; over $500,000 in estimated bail forfeiture money was deposited to the General Fund; the cost of the program was less than $40,000 in "redirected resources" . Previously, up to 12, 000 of these courtesy letters would be sent. The increase in quantity has resulted in significant General Fund dollars. 3 . COST - GENERAL SERVICES - MAIL PRE-SORT In early 1987, a mail pre-sort program was initiated by the General Services Department. The supervisors of distribution in the mail center have worked with departments in utilizing the program. In the first ten weeks of operation, the program produced a net savings to departments of $12,600, after cost for the service had been covered. The trend is continuing upward with an increased volume of mail being sent through the pre-sort process, resulting in additional savings to departments. For example, the fire protection districts' 150,000 piece mailing which General Services printed, folded and sent through the pre-sort mailing, saved the districts a total of $9,000. Annualized, the estimated net savings to departments from this program should be in excess of $50,000 . Because the department is doing more with the same amount of money, resulting in savings to departments, this item was nominated for productivity recognition. 4. TIME - MUNICIPAL COURTS - COMPUTER GENERATED CITATION FACSIMILE In those instances in which a traffic offender elects to appear in court to respond to a traffic violation, the judge or commissioner must have the necessary legal documents in the courtroom to conduct the proceedings. It had been the practice of the courts to transmit the original copy of a traffic citation to the courtroom regardless of whether the traffic system was manual or automated. The clerical effort necessary to place this document before the judge was extremely labor intensive. In 1984, an enhancement in the courts' automation was implemented to instruct, the computer to generate a facsimile of the citation from the original information. The use of the computer printout in lieu of the original citation document serves to avoid the manual retrieval and refiling of a citation document for all the traffic offenders appearing in court. An estimated of 1,800 to 2,000 items per month in the Walnut Creek Court alone are reviewed through this method. This program has saved countless hours since 1984 and allows the courts to continue to operate with the limited resources available. ATTACHMENT "A" Nominations for Productivity Recognition Department Description of Item 1. Clerk-Recorder Quality a) Civil section automation - has improved the accuracy, timeliness, and accessibility of civil data. b) On-line real property transaction, resulting in better, more timely service. Quantity Increase in recorded documents. 2. Community Services Cost Won competitive process for direct weatherization program. 3. General Services Cost, Time Central Services printing. Optimal ordering sizes, more effective job set up and production to reduce overtime. Decrease turnaround time from three to one week. Cost Mail pre-sort, savings estimated at $50,000 per year. 4. Municipal Courts Time, Quality, Quantity Computer Generated. Citation facsimile allows clerk to generate facsimile of citation in lieu of original citation. Enables clerk to provide all information from facsimile 5. Probation Time Supervision case classification system in adult and juvenile probation field services. Quality Court probation monitoring and fine collection service. 6. Sheriff Quantity a) Countywide inmate population increase 52% from 81/2 to 85/6; b) civil process served 707/mo to 855/mo. ; c) courtesy letter program from 12,000 to 29,000 - revenue increased from approximately $200,000 to approximately $500,000. Quality a) Civil . Bureau Automated System - reduction in clerical. errors; b) updated crime prevention materials; c) # contracts through community programs has doubled. Cost a) Cost per inmate decreased 5% in 5 years 81/2 to 85/6; b) using U.S. mail for some documents saved $14,000/month. Time Civil Bureau automated system. 7 . Veterans' Services Quality, Cost, Time Nursing Home effort - 59 claims $738,850 in benefits (savings to State) . Quantity 90% of claims filed ultimately pay benefits.