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HomeMy WebLinkAboutMINUTES - 07181989 - 2.3 (2) ' a . 3 �TOs BOARD OF SUPERVISORS FROM: PHIL BATCHELOR, County Administrator RICHARD RAINEY, Sheriff-Coroner DATE: July 12, 1989 SUBJECT: REPORT ON WEST COUNTY DETENTION FACILITY STAFFING AND COSTS AND ADDITIONAL SAVINGS ACHIEVABLE WITHIN SHERIFF'S DEPARTMENT Specific Request(s) or Recommendations(s) & Background & Justification RECOMMENDATIONS: 1. Accept this Report from County Administrator and Sheriff-Coroner on proposed staffing for the West County Detention Facility (WCDF) and additional savings achievable within the Sheriff's Department. 2. Recognize the efforts of the Sheriff-Coroner to date to achieve savings through civilianization and other measures. 3. Recognize that funding of the West County Detention Facility remains a continuing challenge and direct the County Administrator and Sheriff-Coroner to continue to work together towards developing sources of funding. 4. Refer this report to the Director of Personnel for such meeting and conferring as may be legally required prior to implementation. FINANCIAL IMPACT: This report specifies estimated staffing and operational costs associated with opening the West County Detention Facility and details additional savings that can be realized within the Sheriff's Department budget by further civilianization, policy changes, and reorganizational measures. Due to intra-departmental savings identified by the Sheriff-Coroner and the County Administrator and through the use of funds freed-up by the Trial Court Funding Agreement, the anticipated cost of the WCDF for the transitional year of 1989/90 can be covered without additional County general funds. However, these sources will not be sufficient to entirely pay for the annualized cost of the facility. This will require considerable additional work on the part of the County Administrator's Office and the Sheriff-Coroner to identify how these additional general fund requirements can be met in future years. The Trial Court Funding legislation itself aggravates the situation in that it requires the County to share the tax increases with no and low property tax cities. Without this requirement, which is irrelevant to Trial Court Funding, those additional funds would be available for detention facility costs. CONTINUED ON ATTACHMENT: X YES Signature: X Recommendation of County Administrator Recommendation of Board Committee X Approve Other Signature(s): Action of Board on: July 18, 1989 Approved as Recommended x Other Vote of Supervisors: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN X Unanimous (Absent ) AND ENTERED ON THE MINUTES OF THE Ayes: Noes: BOARD OF SUPERVISORS ON DATE SHOWN. Absent: Abstain: Attested: /B /�P,5p _ cc: Sheriff-Coronerit B c elor, Clerk of CAO-Justice System Programs the B and of Supervisors County Justice System Executive Council and County Administrator By: v DEPUTY West County Detention Facility Page 2 - July 12, 1989 REASONS FOR RECOMMENDATIONS/BACKGROUND: Introduction When the Board approved the predesign program for the West County Detention Facility (July 8, 1986), a preliminary staffing plan for the facility was included. At that time, the Sheriff's proposal indicated a need for 213 positions (130 sworn and 83 non-sworn). Over the next three years, the County Administrator's Office, the Sheriff-Coroner and the Board of Supervisors had extensive discussions regarding staffing needs. The Board of Supervisors hired two outside consultants to study detention staffing classifications for all County jail facilities as well as specific staffing requirements for the WCDF. The Board held four public workshops on this issue (July 21, 1987, February 14, 1989, March 27, 1989 and May 22, 1989). In May 1989, the Board established a goal of achieving annual savings of $500,000 or above in the Sheriff's Department budget by: a) increased civilianization of sworn positions, b) cost avoidance with regard to the West County Detention Facility, and c) a change in department policy with regard to the timing of Field Training Officer patrol training. The following summarizes the results of this effort. 1. Alternative Custody Bureau In an effort to develop funding resources for the new West County Detention Facility and maximize the number of people who can safely be released from secure detention, the Sheriff's Department established the Alternative Custody Bureau. The ACB staff reviewed current alternatives to incarceration programs and investigated the feasibility of developing new programs. At the Sheriff-Coroner's request, the Board approved the establishment of a pilot Electronic Surveillance Home Detention Program for 20 prisoners. The program operating expenses will be revenue offset. Twenty beds will be freed to help reduce overcrowding. The Bureau includes the Electronic Home Detention Program, the Work Alternative Program, County Parole and Maximum Supervision Parole Program. Each of these programs generates revenue. The Work Alternative Program is fully self-funded. These programs are expanding and currently have over 3,800 open bookings. The Bureau processes almost 1,000 new commitments each month. A lieutenant is required to manage the Bureau. This position is revenue offset by fees from participants in the alternative programs. The position is recommended as part of the staffing for the West County Detention Facility. 2. Cost Savings In an effort to respond to the Board's further request for cost savings (May 22, 1989), the Sheriff identified substantial savings that can be achieved in FY 1989-90 ($575,000) and FY 1990-91 ($700,000). These savings are achieved through further civilianization, department reorganization and changes in training procedures. These savings in the current Sheriff's Department budget allocation can be used to help fund the WCDF. The Sheriff has agreed to convert 17 more deputy• sheriff positions to the Aide/Specialist classification (including 8 deputy sheriff positions for the WCDF). The total number of deputy sheriff positions converted by the Sheriff-Coroner will be 44 (27 in 1987-88). The Sheriff-Coroner will reorganize within the department and develop a primarily seasonal approach to the marine and off-road enforcement programs and utilize the J team to perform Clean Streets functions. The Sheriff-Coroner will also make a change in training procedures. Sheriff's Department recruits spend their first 15-20 weeks of employment at a law enforcement training academy. Upon successful completion of the academy, employees are generally assigned to the detention division for 30-36 months. Currently, approximately 40 officers are annually removed from detention during their probationary period to complete an 11-week patrol Field Training Officer program. During their assignment in patrol, additional overtime is required to replace the officers. If no new hires are sent to patrol during their probationary period, there will be savings of $280,000 per year for the next two years. However, after two years, the savings will no longer occur as the 11-week training program would still be required for persons transferring to patrol. There will, however, be permanent savings in that currently, upon assignment to patrol, all new officers are required to complete a three-week refresher course. The cost of this training ($90,000 per" year in training and overtime), is eliminated if patrol field training does not occur until after the completion of the initial detention assignment. West County Detention Facility Page 3 - July 12, 1989 3. Other Potential Savings The Sheriff-Coroner and CAO will investigate any additional savings that can possibly be achieved by making the operation for maintenance of department fleet vehicles more efficient. At this time, we are not prepared to make a recommendation to the Board, but we do plan to pursue it jointly. We will come back to the Board at a later date. 4. Transition Team There are numerous complicated operations that have to be planned and scheduled to move into a new facility the size of the West County Detention Center. It is less expensive to plan the move and subsequent operation ahead of time than to move and encounter problems requiring correction. The transition team will develop all the policies and procedures for the operation of the facility. The WCDF is a new type of operation and many of the procedures will need to be physically tested. As the facility nears completion, all materials and systems, including fences, doors, locks, lights, alarms, will be checked. The transition team is responsible for making sure that all needed supplies are ordered and delivered prior to opening and that the entire staff understands how to operate the jail. The transition team will be headed by the captain at the WCDF. This position is already funded in the Sheriff's budget. The other positions recommended for funding for 1989-90 are: six deputies, one inmate services director, one director of inmate support services and one senior clerk. 5. West County Detention Facility Staffing and Operational Costs A list of the specific staff positions _ and staff and operational cost estimates for the West County Detention Facility is attached to this Board Order. The original staffing request submitted to the Board in July 1986 indicated a need for 258 Sheriff's Department, Health Services, Library and General Services positions. The recommended positions now include 172 Sheriff's Department positions, 23 Health Services positions, 2.5 Library positions and six General Services positions for a total staff of 204 (a reduction of 54 positions). The cost's are summarized here. The estimated staffing costs for the West County Detention Facility for 1990-91 by department are as follows: Sheriff's Department $5,726,261* General Services 478,213 Health Services 972,566 Library 70,549 Total $7,247,589 The estimated operating costs for the West County Detention Facility for 1990-91 by department are as follows: Sheriff's Department $2,186,050 General Services 944,072 Health Services 700,000 Total $3,830,122 The total costs for the West County Detention Facility for 1990-91 by department are as follows: Sheriff's Department $7,912,311 General Services 1,422,285 Health Services 1,672,566 Library 70,549 Grand Total $11,077,711* * This figure does not include salary and benefit costs for the positions already funded. West County Detention Facility Page 4 - July 12, 1989 Recommendations regarding the phasing in of West County Detention Facility staff in 1989-90 are as follows: a. Full 12-month funding for the transition team (one captain [already funded] , six deputies, one inmate services director [already funded] , one director support services and one senior clerk). b. The lieutenant for the Alternative Custody Bureau is recommended for nine-month funding (revenue offset). C. All remaining deputy positions (41) are recommended for six-month funding. Hiring for deputies is consistent with police academy schedules. If deputies can be hired earlier than six months the County Administrator will consider a freeze-exemption. (There were 94 deputy positions agreed to for the operation of the WCDF. Thirty-nine of these positions have already been authorized beginning in 1986-87. In addition, the Sheriff has agreed to civilianize eight deputy positions [letter to the County Administrator, June 16, 19891 . Six deputies are authorized as part of the transition team. ) Also recommended for six-month funding are three non-sworn support staff. In the event deputies can be hired prior to being needed for the West County Detention Facility, they will be utilized elsewhere in the department to reduce overtime. d. All other positions (five lieutenants, 14 sergeants and 59 non-sworn positions) are recommended for three-month funding. If the West County Detention Facility opening date of July 1, 1990 is delayed, the various dates indicated above may be changed. e. General Services and Library positions are recommended for funding for three months prior to the opening of the West County Detention Facility and Health Services positions are recommended for two months funding. 6. Funding Pursuant to the Trial Court Funding Agreement approved by your Board and the Superior and Municipal Court Judges, a certain portion of freed-up general fund money pursuant to that agreement has been put into a special account that is designated for costs associated with the WCDF. As indicated above, this is sufficient for the transition year of FY 1989/90, but not for subsequent years. s. Attachment to 7/12/89 Board Order POSITION & COST SUMMARY FOR WEST COUNTY JUSTICE CENTER 1990-91 Original CAO/SD Positions Proposal Agreements Funded Captain 1 1 1 Lieutenant 6 6 (1) 1 Sergeant 14 14 0 Deputy 109 86 (2) 39 (3) Total Sworn 130 107 41 Senior Clerk 5 5 0 Sheriff's Specialist 6.02 9.68 (2) 0 Admin. Services Officer 1 0 0 Administrative Aide 1 0 0 Senior Dispatcher 1 1 0 Dispatcher 5.68 5.68 0 Director Support Services 1 1 0 Account Clerk 2 2 0 Sheriff's Aide 10.03 6.01 (2) 0 ID Technician 3 0 0 Data Processing Technician 2 0 (4) 0 Supervising Cook 1 0 0 Lead Cook 5.68 5.68 0 Detention Services Supervisor 3 3 0 Detention Services Worker 13.36 7.02 0 Environmental Service Manager 1 1 0 Office Manager 1 0 0 Supervising Clerk 1 1 0 Sheriff's Aide 5.50 5.50 0 Inmate Records 5.50 5.50 0 Receptionist 3.18 1.59 0 Inmate Services Director 1 1 1 Job Dev. Worker 0.5 0 0 Chaplain 1 1 0 Assistant Chaplain 1 0 0 Clerk 2 2 0 Total SD Non-Sworn 83.45 64.66 1 Total SD Positions 213.45 171.66 42 New SD Positions Needed 1990 162.45 129.66 Total HS Positions 32 23 New HS Positions Needed 1990 32 23 SD Staffing Cost Estimate 7,689,077 SD Operational Cost Estimate 2,186,050 HS Staffing Cost Estimate 972,566 HS Operational Cost Estimate 700,000 GS Staffing Cost Estimate 478,213 GS Operational Cost Estimate 944,072 Library Staffing Cost Estimate 70,549 TOTAL COST $13,040,527 Total 1990-91 Costs Less Positions Already Funded $11,077,711 Status 7/10/89 2 POSITION & COST SUMMARY FOR WEST COUNTY JUSTICE CENTER 1990-91 CAO/GSD/HS Original Library Proposal Agreements General Services Department Commmunications Equipment Technician 1 1 Carpenter 1 1 ' Electrician 1 1 Steamfitter 1 1 Oper. Engineer II 1 1 Lead Painter 2 1 Gardner 1 0 Total GSD 8 6 Health Services Department Medical Physician .6 .5 Dentist .4 .4 Pharmacist .8 .8 Nurse Manager 1 0 MRT 1 1 Clerk 4 3 R.N. 4.8 3.4* L.V.N. 10.2 7.2 F.N.P 2.5 1.5 Total Medical 25.3 17.8 A/DA/MH Psychiatrist .2 .2 MHTS C 1 1 MHTS B 3 2* Drug Counselor 2.5 2 Total A/DA/MH 6.7 5.2 Library Librarian I 1 1 Librarian Asst. I 1 .5 Library Clerk 1.5 1 Law Library 1.5 0 Total Library 5 2.5 * No agreement reached between CAO and Health Services • 3 Footnotes (1) One lieutenant is recommended to head the Alternative Custody Bureau and is a systemwide position. The position is revenue offset. (2) The Sheriff-Coroner agreed to civilianize eight deputy sheriff positions for the West County Detention Facility in July 1989. Eight deputy sheriff positions were subtracted from the 94 positions agreed to by the CAO and Sheriff. Four Sheriff Specialists and four Sheriff's Aides were added to the recommended non-sworn positions. (3) Thirty-two deputies were authorized in 1986-87 to reduce overtime and staff two new modules at the Marsh Creek Detention Facility. Six new deputies were authorized in 1987-88 and ten more were authorized in 1988-89 to staff additional housing to handle the inmate population expected. Thirty-nine of these deputies will be transferred to the West County Justice Center when opened in 1990. (4) Data processing technicians will be discussed as part of the Jail Management System.