HomeMy WebLinkAboutMINUTES - 04021991 - 2.3 003
BOARD OF SUPERVISORS
FROM: - ContraPhil Batchelor, County Administrator Cx)sta
DATE'. C
April 9, 1991 vo J�
"", .'J
SUBJECT:
STATUS REPORT- PROBATION ADVISORY COMMITTEE
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
RECOMMENDATION
Accept report from the County Administrator on the status of the advisory
committee to the Bench on Probation operations and performance.
BACKGROUND
In response to the problems in the Probation Department identified in reports
submitted by Peat-Marwick and the Juvenile Justice Commission, the Superior Court
established a committee chaired by Juvenile Court Judge John Minney to develop
an action plan to correct the problems and improve probation operations and
performance. The committee consists of representatives from both the superior
and municipal court benches, the Grand Jury, the Juvenile Justice Commission,
County Board of Supervisors, County Administrator, and management and staff of
the Probation Department. A list of committee members is attached as Exhibit I.
The bench is being assisted by Roy Chiesa, the previous County Municipal Court
Administrator, who is highly experienced in court operations.
The committee has met three times: March 4, March 18 and March 26, 1991. As
recommended in the reports referenced above, the committee has interviewed
candidates to serve as a facilitator to help design and guide the implementation
of necessary reforms. The committee is also reviewing a Five Point Crash
Program, developed by the bench with the assistance of Mr. Chiesa. The Five
Point Crash Program is attached as Exhibit II.
Subsequent progress reports will be provided at the Board's request.
CONTINUED ON ATTACHMENT! _ YES SIGNATURE: �f 8l t1_1A _--
4
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATiION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON April 1991 .".F-PROVED AS RECOMMENDED OTHER
In addition to the above, the Board REQUESTED the County Administrator to
convey to Judge Minney the :concerns of the Board in the selection of a
facilitator and the funding of that position; the County Administrator
was also REQUESTED to advise the Board of the results of the meeting.
VOTE OF SUPERVISORS
I 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.
CC:
ATTESTED April 2 , 199-1
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County Administrator PHIL BATCHELOR, CLEROF THE BOARD OF
Advisory Committee Members SUPERVISORS AND COUNTY ADMINISTRATOR
(c/o Judge Minney)
BY ) DEPUTY
M382/7-83 p -
EXHIBIT I
ADVISORY COMMITTEE TO THE BENCH ON PROBATION OPERATIONS
AND PERFORMANCE
Superior Court: Judge Richard Patsey, Presiding Judge
Judge John C. Min,ney, Presiding Judge, Juvenile Court
Municipal Court: Judge Walter Rogers, Mt. Diablo Municipal Court
Past Grand Juror: Chris Adams, State Juvenile Justice Commission;
previous Foreperson, Grand Jury; previous member
Juvenile Justice Commission, Contra Costa County
Juvenile Justice Commisjon : Linda Baker (Also past Grand Juror)
Board of Supervisors: Robert Schrofter
County Administrative Officer : Phil Batchelor
Probation Department : Orin Allen, Acting Sup't., Boys Ranch
Gerry Buck, Chief Probation Officer
Jere Copeland, Deputy Probation Officer III (Adult)
Tom Gerstel, Deputy Probation Officer III (Juv.)
Barbara Mowry, Probation Supervisor I (Adult)
Yosh Murakawa, Probation Supervisor 11 (Juv.)
Jackie Salvador, Juvenile Community Services
Tamara Summers , Clerk (Adult)
Aide to the Bench: Roy Chiesa
EXHIBIT Il
FIVE POINT CRASH PROGRAM
(1st Phase) *
1. IMMEDIATELY SECURE THE SERVICES OF AN INDEPENDENT
FACILITATOR(S) TO HELP DESIGN AND GUIDE THE IMPLEMENTATION OF
NECESSARY REFORMS.
2. WITHOUT DELAY$ INVOLVE THE VARIOUS LEVELS OF PROBATION STAFF
IN THE ADMINISTRATIVE PLANNING AND PROGRAM DEVELOPMENT
FUNCTIONS OF THE DEPARTMENT.
3. SEEK TO QUICKLY IDENTIFY AND PURSUE ENHANCEMENTS TO COMPUTER
SYSTEMS AND FACILITIES.
4. PROMPTLY RE—SHAPE ADMINISTRATIVE PRACTICES AND POLICIES WHICH
ARE NECESSARY TO IMPROVEMENT OF STAFF SPIRIT AND MORALE.
S. FIRMLY ESTABLISH A SYSTEM OF MONITORING AND CONTROL BY THE
JUDICIARY TO ENSURE CONTINUING COMPLIANCE WITH THE COURT'S
OBJECTIVES.
First phase addresses the most immediate issue of personnel management
problems. The second phase will deal with the need for an overall review of the
Probation Department.
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1. IMMEDIATELY SECURE THE SERVICES OF AN INDEPENDENT
FACILITATOR(S) TO HELP DESIGN AND GUIDE THE IMPLEMENTATION OF
NECESSARY REFORMS.
SPECIFICS:
A. Hire temporary professional in field of personnel/human
resources (facilitator) .
B. Utilize retired chief probation officer to assist with
technical input.
C. Arrange for periodic lectures by professionals to deal
with specific subjects such as maintenance of services in
face of dwindling budgets, employee relations, etc.
D. Facilitator and chief probation officer to formulate
overall plan for dealing with specifics of crash program
in conjunction with judiciary acceptance and approval of
advisory committee recommendations.
E. Facilitator to itemize all staff complaints that arise in
the process of implementation of this program, and
describe conclusions and dispositions, i.e. unfounded or
corrective action taken.
F. Facilitator to provide recommendation to Advisory
Committee on suggested levels of service for the
department.
G. Current audits of other probation departmentsto be
reviewed and shared with staff.
H. Facilitator to attempt to identify root cause of low
morale, i.e. disagreement over specific policies,
excessive workload levels, personnel benefits and
compensation, reductions in programs, budgetary
prioritizing decisions, etc.
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2. WITHOUT DELAY, INVOLVE THE VARIOUS LEVELS OF PROBATION STAFF
IN THE ADMINISTRATIVE PLANNING AND PROGRAM DEVELOPMENT
FUNCTIONS OF THE DEPARTMENT.
SPECIFICS:
A. Create employee user groups.
B. Establish a system of review and feed back by management.
C. Encourage implementation of experimental pilot programs or
procedures recommended by staff.
D. Establish departmental advisory committee on budgets.
E. Create a representative executive council within the
department to deal with issues and problems.
F. As a first task, review all existing programs and recommend
changes.
G. Develop system for measuring impacts of potential actions.
H. Explore alternative methods for complying with new
legislation, with eye towards minimizing work effort.
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3. SEEK TO QUICKLY IDENTIFY AND PURSUE ENHANCEMENTS TO COMPUTER
SYSTEMS AND FACILITIES.
SPECIFICS•
A. Prioritize needs of department in the areas of computer
systems, facility improvements and delivery of services.
B. Identify nding sources to accomplish critical tasks.
C. Establish a department-wise team to assist in planning.
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4. PROMPTLY RE-SHAPE ADMINISTRATIVE PRACTICES AND POLICIES WHICH
ARE NECESSARY TO IMPROVEMENT OF STAFF SPIRIT AND MORALE.
SPECIFICS:
A, Establish a modified participative management approach.
B. Convey an attitude of "new beginnings" to probation department
employees to help erase past negative experiences.
C. Revise Blue Book.
D. Relocate top management staff to close proximity with
operating divisions.
E. Develop employee performance and evaluation systems.
F. Create a permanent in-house ombudsman position.
G Develop a program of employee programs: employee career
enrichment.
H. Establish a regular newsletter and frequent department/
division meetings.
I. Develop a program of employee recognition.
J. Top management to seek professional assistance on employee
relations and use of management styles.
K. Judges to persuade management to adopt a balanced management
style incorporating best elements of a cooperative and an
authoritative approach.
L. Establish a team approach to department operations.
M. Employees to be encouraged to attend conferences and seminars
designed to further their knowledge.
N. Chief Probation Officer to establish mechanism for sharing of
information obtained at conferences and seminars.
O. Judiciary to consider creation of permanent position of Human
Resources Officer (which can also serve as an ombudsman) upon
cancellation of a management position.
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S. FIRMLY ESTABLISH A SYSTEM OF MONITORING AND CONTROL BY THE
JUDICIARY TO ENSURE CONTINUING COMPLIANCE WITH THE COURT'S
OBJECTIVES.
SPECIFICS:
A. Superior Court to create a three person judiciary team,
appointed for long 'term, to monitor, evoluate and provide
direction to the Chief Probation Officer and, in general,
oversee the operations of the department.
B. Retain the Advisory Committee as an on-going body.
C. Incorporate the JJC into any review procedure implemented.
D. The Judiciary to assume functions of (1) evaluating Chief
Probation Officer on attainment of goals and objectives and
(2) developing any management performance compensation
programs.
E. Judiciary Team to be informed of recommendations emanating
from user and executive groups and the decisions made thereon.
F. Judges to review Chief Probation officer's goals and
objectives for each year and approve, expand or otherwise
revise and modify such plan.
G. Judges to determine if any current Probation Department
functions should be transferred to other agencies.
H. Judges/County to hire an independent firm to conduct a
weighted caseload study and general review of Probation
Department operations for future action of the Advisory
Committee. (Phase Two)
I. Judiciary to assume a more active role in the budgetary
funding process for the Probation Department.
J. Judges to form a second Advisory Committee composed of police
agencies, prosecutors, -CYA representatives and other pertinent
officials to assist the court in defining the role
expectations of the Probation Department and its appropriate
mission in the justice system.
K. Judiciary to approve "levels of service" for Probation
Department activities.
L. Judiciary to set time schedules for program progress.
M. Expect line staff to recognize that in order to create the
proper environment for success of this program, they will also
need to contribute their share to creating the "new beginning"
and place a moratorium on actions that are perceived as
hostile by management.
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