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HomeMy WebLinkAboutMINUTES - 05091995 - 10.1 TO: BOARD OF SUPERVISORS ,,�..............o� Contra INTERNAL OPERATIONS COMMITTEE y FROM: Costa�•• oi. ;< County Y1995r'S �Ty DATE: Ma 1 SUBJECT: REPORT ON MEETING WITH THE COUNTY COUNSEL REGARDING THE PERFORMANCE, ACCOMPLISHMENTS, ISSUES AND FUTURE DIRECTIONS OF HIS DEPARTMENT SPECIFIC REQUESTS)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: ACCEPT this report from the Internal Operations Committee on its meeting with the County Counsel . BACKGROUND: On June 28, 1994, the Board of Supervisors, at the request of Supervisor DeSaulnier, referred to the Internal Operations Committee a request to develop a procedure which would allow the Internal Operations Committee to meet with each Department Head during the year and report on the Department ' s activities . A number of Department Heads were heard in 1994 . On December 13, 1994, the . Board of Supervisors referred this item to the 1995 Internal Operations Committee for the purpose of hearing from the remaining Department Heads . On May 1, 1995, we had the opportunity to meet with the County Counsel, Vic Westman. Mr. Westman presented the attached report to us and reviewed it with our Committee. Mr. Westman noted . particularly the .enormous growth in the workload with which his staff, is faced. He emphasized the amount of time which is spent on juvenile cases and the seemingly endless stream of telephone calls he and his staff handle dealing with a wide variety of personnel issues . Mr. Westman. noted that he continues to seek out non-General Fund supported clients who are prepared to pay for the services provided by his staff. At the same time; his basic responsibility and principal client is the Board of Supervisors, along with the County Administrator and other General Fund supported clients who do not pay for his services . Currently his office is supported 70% by CONTINUED ON ATTACHMENT: X .YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER ,A,,,� VV�'VVdI 4�� SIGNATURE(S): MARK i7 ACTION OF BOARD ON MAV 9 19 9 9 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS, I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS(ABSENT None 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, ATTESTED May 9, 1995 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: County Administrator SUP D COUNTY ADMINISTRAT County Counsel BY Y 1 1- I .O.-1 -2- outside revenue and only 30% by the General Fund. The difficulty is that this arrangement provides Mr. Westman very little flexibility :in altering his staff ' s work assignments . If a Deputy is taken off of a revenue producing assignment to respond to more General Fund requests, eventually the County Counsel ' s budget will be out of balance because of the shortfall in outside revenue. Mr. Westman noted that in the past few years whole new areas of the law have developed such as age discrimination and sexual harassment. Mr. Batchelor noted the substantial savings which have been achieved by bring most tort representation in-house where it is handled jointly by the County Counsel ' s Office and Risk Management. Our Committee agrees with this decision and with the savings which have resulted. We would like to see better advice offered to advisory boards regarding compliance with the Brown Act, some of which are having trouble bringing their procedures and processes in line with the Brown Act and Better Government Ordinance. It was also suggested that some of the non-monetary implications of agreement into which the Board is asked to enter, such as MOU' s, need to be pointed out to the Board so the Board is more consciously aware of these implications at the time agreements are entered into. We appreciate the substantial amount of overtime which is provided by staff in the County Counsel ' s Office as well as the dedication, objectivity and professionalism with which Mr. Westman and his staff approach their jobs . w . THE OFFICE OF COUNTY COUNSEL INTERNAL OPERATION COMMITTEE REPORT 1. INTRODUCTION This report has been prepared for the Internal Operation Committee meeting of May 1, 1995, pursuant ito the County Administrator's September 27,_1994 instructions and February 27, 1995 request. 2. OVERVIEW The Office of County Counsel was established in 1969. The County Counsel's Office serves as civil legal advisors for county officers, departments, boards and commissions, schools and other districts in the County. The Office's duties to be performed (as budgeted and staffed) include filing and litigating civil cases and providing legal counsel services to the Board of Supervisors, county departments, board-governed special districts, authorities and agencies and as employed to school and autonomous districts and agencies. A. Summary of Functions. Every weekday's mail and telephone calls bring many requests for legal advice and answering them comprises a substantial part of the County Counsel's work. In addition to giving formal opinions or less formal advice, the County Counsel's Office must prepare and appear in court as the attorney for its public official persons and agencies and agency clients. A difference between the practice of a public attorney and a private attorney is illustrated by the situation in which a client insists on taking a position in court which is contrary to the attorney's advice. Ordinarily, a private practitioner will decline to undertake such a representation, but the County Counsel's Office is generally obligated to represent its official clients and they are generally obligated to have the office as their attorney. Accordingly, it is only in cases involving the most important matters and the most opposite views that the County Counsel must ask the involved public official or agency to make other arrangements for representation. Among other particular functions performed by the County Counsel's Office are handling juvenile dependency matters, legal aspects of treating persons disabled by mental illness or alcoholism (LPS), and occasionally providing advice to and handling legal matters; for the County's courts. By agreement with the District Attorney, many infraction violations of the County Ordinance Code are prosecuted by the County Counsel deputies. 1 a This office's legal services and statutory duties are provided and performed consistent with and to implement Contra Costa County's Statement of Values. B. Staff. The County Counsel's Office presently has 32 authorized full and part-time positions. While the office has two part-time positions authorized to provide Small Claims advisory services, together if both are filled they may not constitute more than one full-time position. The County Counsel's Office has 21 full-time authorized attorney positions as illustrated on Attachment A, which is this office's FY 1994-95 Organizational Chart. One clerical and one attorney position are vacant and have not been filled during FY 1994-95 because of a lack of available space. C. General Counly Counsel Program Areas. The seven general program areas of the Office of County Counsel are as set forth below and, to some extent, are as shown on the Attachment "A" organizational chart. 1) General County Government This general category is the program area for the provision of legal services necessary for core County departments and officers (e.g., Board of Supervisors, County Administrator, Treasurer, Retirement System, etc.). 2) Social Service - Probate. This program category provides legal services for the Social Service Department (administrative advice, personnel matters, dependent children, general assistance, LPS, etc.) and to the District Attorney-Public Administrator. 3) Courts - Public Protection - County Clerk. Covers legal services provided to the courts and the County's justice system (Sheriff, Public Defender, District Attorney, small claims advisory program, etc.) 4) Miscellaneous County and Outside Clients. This program includes legal services provided to various Board of Supervisors' governed areas (Libraries, Community Services Department, Private Industry Council, CAN, etc.) and to non-Board of Supervisors' governed clients (LAFCO, County Schools, Delta Diablo Sanitation District, etc.) 5) Public Protection - Community. Covers legal services provided to protect the general public and enhance its environment by department and agencies including Public Works, Building Inspection, Community Development, Flood Control, Animal Control, Redevelopment, solid waste (AB 939), and fire districts. 6) Health and Sanitation. Program includes legal services necessary for the Health Services Department (public health, hospital, HMO, Mental Health, Hazardous Materials;, etc.) and the Public Guardian. 2 7) Risk Management- Self Insurance. This final category covers legal service provided for assigned in-house tort litigation and to assist with the supervision of outside tort litigation attorneys in conjunction with the Risk Management Division of the Administrator's Office. 3. RESOURCES A. County Counsel's FY 1994-95 Adopted Budget. ADOPTED PROGRAMS 1994-95 BUDGET General Government $ 578,043 Social Service/Probate 685,832 Courts/Public Protection 235,763 Outside Clients/Other 185,083 Public Protection/Commun 661,188 Health/Sanitation 243,634 Risk Mgt/Tort Unit 290,049 TOTAL $ 2,879,592 Expenditure Transfers 1,026,000 Revenues 1,041,683 Net County Cost 811,909 FTE (Staffing) 32 B. General Program Budgets and Staffing. FY 1994-95 budget fund sources and staffing for each of the County Counsel Office's seven general program areas are set forth below. Also attached (Attachment "B-2") for futther particular information is a sub-program breakdown for each of this office's seven general program areas prepared for the 1995-96 budget process. 1. General Government, FY 1994-95 Description: To provide legal services necessary for the continued operation of the County Administrator, Board of Supervisors, Auditor-Controller and other basic County departments. FTE: 5.2 3 Level of Discretion: Very limited and some discretion. General government provides legal support for some mandated functions and also includes the Merit Board, Retirement System and Board of Supervisors. Gross Expenditures: 578,043 Financinig 250,000 Net County Cost: 328,043 Funding Sources: Expenditure Transfers 25.1% $145,000 Charges 18.2% 105,000 General Fund 56.8% 328,043 2. Social Service - Probate, FY 1994-95 Description: Legal services for Social Service Department activities (adoptions, dependent children, assistance, etc.) and the District Attorney - Public Administrator. FTE: 6.5 Level of Discretion: Varies with service. County Counsel has very limited discretion over dependent children legal services performed for the Social Service department (Welfare and Institutions § 318.5). Gross Expenditure: $685,832 Financing: 372,000 Net County Cost 313,832 Funding Sources: Expenditure Transfers 51.3% $352,000 Public Administrator Estates 2.9% 20,000 General Fund 45.8% 313,832 3. Courts/Public Protection, FY 1994-95 Description: Legal services primarily for the courts and County's justice system. FTE: 4.5 Level of Discretion: Varies with service. Revenues from Small Claims Advisory Program is restricted to this program. The courts have the power to employ private attorneys, even if more expensive. Gross Expenditures: $235,763 Financing: 75,000 Net County Cost: 160,763 4 Funding Sources: Expenditure Transfers 29.7% $ 70,000 Court Fees 2.1% 5,000 General Fund 68.2% 160,763 4. Outside Clients/Other, FY 1994-95 Description: Legal services provided to public clients and departments including Community Services, Housing Authority, Community access Television, Miscellaneous Districts, Local Agency Formation Commission, Library, Private Industry Council, Schools, and Water Districts. FTE: 1.9 Level of Discretion: Primarily discretionary programs. Gross Expenditures: $185,083 Financing: 181,000 Net County Cost: 4,083 Funding Sources: Expenditure Transfers 15.1%. $28,000 Chgs to non-County Agencies 82.7% 153,000 General Fund 2.2% 4,083 5. Public Protection/Community Description: Legal services for programs designed to protect the general public and enhance its environment FTE: 7.2 Level of Discretion: Primarily discretionary programs. Gross Expenditures: $185,083 Financing: 181,000 Net County Cost 5,188 Funding Sources: Expenditure Transfers (Fire & Misc Spec Districts, etc.) 53.2% $352,000 Other 46.0% 304,000 General Fund .8% 5,188 5 6. Health and Sanitation Description: Legal services provided to the Health Services department, County Hospital and Public Guardian. FTE 2.7 Level of Discretion: Varies with specific service Gross Expenditures: $243,634 Financing: 243,634 Net County Cost: 0 Funding Sources: Expenditure Transfers: 100% $243,634 7. Risk ManagementlTort Unit Description: To provide tort litigation services in-house and supervise outside tort litigation attorneys in conjunction with Risk Management. FTE: 4.0 Level of Discretion: Some discretion as to service level. Gross Expenditures: $290,049 Financing: 290,049 Net County Cost: 0 Funding Sources: Expenditure Transfers 100% 290,049 C. Sick Leave Usage. In the County Counsel's Office sick leave usage was 50.42% of available hours for calendar year 1994. This is significantly below the County-wide employee usage for 1994 of 70.2,15% of available hours and consistent with recent past years usage by this office's employees. This office monitors and reviews monthly all individual employee sick leave usage to determine appropriate usage and to provide any necessary counseling. Should any information be received concerning apparent abuse, it is given immediate fair consideration. 6 D. Automation. The County Counsel's Office has been pursuing a policy of providing to and strongly encouraging the use of computers by all attorneys as soon as PCs are available for that purpose. Presently 18 of the 22 employee attorneys of this office have PCs. But, five of those 18 PC's are old IBM XT's which do not have capacity to run the current office standard "Wordperfect for Windows". This office is continuing to seek funding as available to equip all of its attorneys with PCs and to upgrade its old XT's so that all attorneys will have PCs with sufficient capacity to run contemporary software programs. Earlier this year, the County Data Processing Office completed a study for this office and provided us with a plan and proposal for the implementation and installation of a County Counsel Local Area Network (LAN). This office is presently pursuing funding and the installation of that LAN system at the earliest opportune moment. A LAN system would give this office (among other benefits) the ability to efficiently utilize CD-ROM legal research library materials, to proceed with the standardization of its software and allow full staff participation in county intra- and inter-departmental electronic linkages (networking, E-mail, etc.). E. Affirmative Action. The County Counsel Office's goal continues to be to obtain and employ qualified minority and female individuals at a minimum in proportion to their availability in the workforce and whenever the opportunity is presented to employ such individuals even beyond their proportion in the available attorney workforce. Presently, 42% of our attorney workforce is female and approximately 10% of our attorney employee workforce is minority. This office recognizes that African Americans need to be targeted when recruiting for job openings in our office and we will continue to seek out applicants to fill any vacancies in our department. This will be done by advertising in legal trade journals and contacting any minority or female individuals known to us at that time to solicit their interest in applying for employment. During 1994 this office filled four openings. Two of those openings which were in the clerical and office support area and were both filled by Hispanics. One of the two open attorney positions was filled by an Indian female. 4. CLIENT PROFILE The County Counsel's Office serves as civil legal advisor for county officers, departments, boards, commissions, agencies, authorities, school and other special districts in the county. The office's services are performed (as budgeted and staffed) by handling civil litigation cases and providing legal counsel services to the Board of Supervisors, County departments, board-governed special districts, authorities and agencies and, as employed, to school and autonomous districts and agencies. Pursuant to Board of Supervisors adopted policy, this office only provides legal services to 7 autonomous districts and agencies when they agree to pay for those services. The number of putlic clients which the County Counsel's Office may provide legal services during any fiscal year are numerous. "Attachment C" indicates virtually all of those possible public clients on its pages 1 and 2. This attachment is a copy of the "County Counsel Timesheet" which is completed on a daily basis by all County Counsel Office staff. For a representative example of legal services provided for a fiscal year by the County Counsel's Office„ we provide "Attachment D" which shows the amounts of legal service hours which this office provided to its various public clients during FY 1992-93. Two things should be noted about "Attachment D." First, we generally enter specific work tasks to the department principally charged with responsibility for the subject of the request. For example, if the Board of Supervisors asked this office to work on a planning or zoning matter, our provided legal service housrs would be charged to the Community Development Department on the attached timesheet and not to the Board of Supervisors. Second, the extension of hours to Costs to Date Column simply indicates what the monetary value of the legal service work provided would have been if it had been charged out to each involved department or public client. Further, it should be remembered that most of those dollar value cost sums were not directly charged out and for that reason no revenues were collected. For FY 1992-93, the County's total monetary expenditure to fund the County Counsel's Office was $2,588,439. The difference between that $2,588,439 figure and the total dollar value of our provided services if they had been billed out at $3,244, 634 is $656,195. This difference figure represents the value of uncompensated overtime worked principally by this office's attorneys during FY 1992-93. 5. PERFORMANCE INDICATORS As a presentation of some of our performance indicators, we have set forth below this office's latest "County Counsel's Office Productivity Report" which indicates summary points for performance using historical data to compare performances for the immediate past three fiscal years and the first half of FY 1994-95. COUNTY COUNSEL'S OFFICE PRODUCTIVITY REPORT FUNCTION/ACTIVITY FY 91-92 FY 92-93 FY 93-94 '/z FY 94-95 1. CIVIL LITIGATION* A. NEW CASES OPENED (W/O CLAIMS) 218 302 224 71 B. CASES PRESENTLY ACTIVE (W/O CLAIMS) 410 551 578 672 C. AVG NO. LIT CASES HANDLED, PER DCC 33.7 38.3 37.3 39.7 D. AVG SVC HRS PER LIT CASE, PER DCC 48.2 HRS 42.3 HRS 43.3 HRS 20.4 HRS E. TOTAL LITIGATION HRS 19,744 HRS 23,293 HRs 25,053 HRS 13,746 HRS *(EXCLUDES .JUV & LPS ACTIONS) 8 FUNCTION/ACTIVITY FY 91-92 FY 92-93 FY 93-94 %z FY 94-95 II JUVENILE SERVICES A. DEPEND/ABANDON HRGS 6,417 7,038 7,279 4,046 B. AVG No. HRGs HANDLED, PER DCC 1,234 1,218 1,182 613 C. AVG SVC HOURS PER HRG 1.3 HRS 1.33 HRS 1.37 HRS 1.32 HRS III. CONSERVATORSHIP (L.PS) A. NEW CASES OPENED 281 281 347 186 B. AVG No. LPS HRGS, PER DCC 433 613 605 431 C. AVG SVC HOURS PER HEARING 3.8 HRS 2.65 HRS 2.68 HRS 1.88 HRS IV. SMALL CLAIMS ADVISORY SERVICE A. TOTAL NO. INCOMING CALLS 9,675 9,336 9,208 4,863 B. AVG NO. CALLS RE:T'D, PER DCC 2,419 2,334 1,701 828 C. AVG SVC MINUTES PER RET'D CALL 10.04 MIN 1 1.9 MIN 18.04 MIN 15.1 MIN Concerning the foregoing productivity report and to note County Counsel performance indicators and accomplishments, we provide the following comments: A. Civil Litigation—Tort Unit During Calendar Year 1994, this office's two-attorney Tort Unit handled nearly 65% of the Tort Unit's cases at an approximately cost of 68% of the cost of utilizing outside- employed private counsel. Because of the limited two-attorney Tort Unit staff, some of the most complex cases are still being referred out (with the exception of the General Chemical litigation which was handled entirely in-house and disposed of by this office's Tort Unit). In part, the cost of this unit as versus outside legal counsel is reduced by the substantial performance of non-compensated overtime service hours provided by this office's two-attorney Tort Unit staff. For this same reason, the total office staff hours for Civil Litigation (see 1., E., above) have increased due to the entire office's professional staff work. B. Juvenile Services As shown by the Productivity Report set forth above in its Section B "Juvenile Services" during the first half of FY 94-95, County Counsel's Juvenile Unit's staff has handled a significant increase of approximately 11% in the number of hours and juvenile hearin, s over the number handled in FY 93-94. With that 11+% increase, the same staff has still managed to give each matter the same attention and time as in the past several fiscal years. In large part, this has only been possible because of the performance of non-compensated overtime hours and service by this office's Juvenile Unit staff. 9 C. Small Claims Advisory Service As shown above in section IV of this office's Productivity Report, the public's acceptance of its Small Claims Advisory Service continues with no decline in the utilization of it and the County Counsel staff has continued to provide an appropriate amount of time for each call returned. & CHALLENGES A. The most significant major challenge facing the County Counsel's Office is the maintenance of its resources (staff, equipment, etc.) to provide an adequate level of legal services to those county and departmental operations which are funded by the General Fund or from restricted funds from which no interdepartmental charges have been authorized. Over the last four years, this office together with all other county departments funded to some significant extent by the General Fund have been provided decreasing net county cost allocations with no concurrent and commensurate reduction in their duties and responsibilities. It is very difficult as a professional organization to be in the position where it is not possible to provide comprehensive adequate legal services to clients who need them and will be affected should they not be provided. B. The second challenge currently facing this office (but not of the significance of subsection A. above) is the computerization or modernization of its physical facilities so that it may compete on an even basis with private law firms in the areas of utilization of PC's, computerized data sources (CD-ROM, etc.) and the provision of adequate space for its staff to efficiently address the legal needs of the County and its other public clients. 7. THE FUTURE Future challenges which this office expects to encounter and adequately address include: A. With approval and adequate budgeting to develop and provide sufficient hard and software computerized, modern wordprocessing systems and facilities to allow full staff participation in all available intra- and interdepartmental electronic linkages; B. The development of an adequate automated legal research library and capability; C. Developing a new and upgraded generation of its current automated case and service management system including approved calendar and billing systems; E. Working within the County system to develop some sort of direct county cost charge allocation to all county general-funded activities and officers requesting or receiving legal services; 10 F. With approval and Risk Management cooperation, assuming direct legal service provision for almost all County tort litigation; and G. Exploring and determining whether more revenue relationships should be developed with non-county potential public clients. VJM:gmm C1\joc.rpt 4124/95 11 �� ��� a P _--- _._---- ATTACHMENT A BUDGET UNIT 0030 FY 1994-95 Officec Manager County Counsel Account Clerk :<>>; .. .... > Assistant County Counsel Assistant County Counsel Clerical(2) Clerical(5) Employee Relations/Retirement Public Works & General Services Deputy County Counsel(1) Deputy County Counsel(2) Health Services Building, Planning & Deputy County Counsel(1) Special Districts Deputy County Counsel(2) Social Service/Sheriff Deputy County Counsel(11 Conservatorships Dependent Children Collection/Schools Deputy County Counsel(2) Deputy County Counsel(1) Deputy County Counsel-FT(2) Civil Litigation/Tort Tax, Finance & Auditor Deputy County Counsel (2) Deputy County Counsel(1) Clerical(1) Clerical-Vacant(1) Smalll Claims Deputy Co Counsel-P.l. (1) General Assignments Dep Co Counse/-P./. 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G..4 n n �2 2 -Co _ o 'Tl0 C+ Z ] R. :3o m § k r c r+ C: 0 � 7 (D o 0 2 r < 0 2 q k � / g o 2) ° 0 g ( - 3 c - 0 2 R / .5 2 0 o k c � � / � c < m m Z>- W r rri m m O o Q m § q § 8 0 / m / � Co� p r- o \ � a in � � 30 CD to 0 2 /a G �% 2 �Q \0 q % Sd q 0CD k 7CD =oo cr> ® ® n0 UU, 0 � � - < nmo - « mom mo ( � oG r - 0 pin n q =33 � C- 0/ �$k� &\ % rt r+ �3kK Rio qJ o o 0 0 J] ] . @ 2Jj r\ j :3 j \ �� ] �§� $ (D 0 2 2 (D 2 m Qn + n / § 20 0 /� CD + n 0 / �cs tgC n rC w� I » CD 2 / a �/ 2 \ to \ CD 7 c / m $ � m e N s `� v n Q =• O O w A oQ � � v+ G D -n O tD N 'r in CL -% (D U2 0 O Oet W CLo �1 -t S2 i S N n N 70 A. t O m et G o O v C1 31. .L rr tD 7q Sv N N i3 to -t+ v A cl 'a 0 us CD nQi m V� v va Cl)40 to -;s O �G et � �+ A o 2 70 N C o G N O C7 r � v G � p v m C o V D i m m z m *- m C n m 5-- m o O � o@ u _ C) CZ 0 m 70 o� z �= a z �N a � CD m p a o a m o a:: o CD Co cs ii �% 3 CD I CD N d `.D Q va 'y t1 CL n co -n "� �•' rf t�l1 Z = P LSA v c*�to (010 Q m to `n 00 Lo Q n N m CD G � .Cw a C O n � O m p 'o <' G z-t C n c - to CLG N n 3 Q cOi+ Q7 ¢ -t n Ln Q (5 Q C9 CD N OO OC- a `n CD O O CL » . g $. Lr) Zn t aat - & \ � O . T -t rt ® . 9 � 099 p n CL o o C' \ $ L � 2 � s 0 a c a � R a o g � a � T .r 4 o � q m � 70 K � k To > C) 0 � 9 o > ® >70 m To g , > 0 O 7 » » o 7 00 OL0 D MCL CD et n m57 ® 5 � 2 2 ` � 3 C$ o � 5J2 0 (D (D JSP q » CD C-)� C $ aFt a ® (D z $ 2/ 9 . \ e 7� nJae Pq Ln 222 CM 00 .3 (D 70 U2 M (D ea i5 c-D 3 w Lm too n / J 0 c 0 z < M 0 m a z 0 tA z U-) m r: m m m < C) n-4 M z m m Z: C) 0 m m C) 01 m 0 n "a 0 0 a m m M 0 0 3 CD -0 C:-0 -1 a n � nJ (A < C: 3 ',,) :3 m 0 CD CD 0 0 CD $ \ \ 3 guam (D SD m 0 Ln C7 C: CL r T�� � �� ATTACHMENT C COUNTY COUNSEL TIME SHEET NAME MONTH/YEAR TIMEKEEPER NO. CLIENT CODE DATE CLIENT CODE CASE NUMBER SERV.CODE TIME Administrator 003.' Agric/Wts/Measures 335 Animal Control 336 Assmt Apps Board 862 Assessor 016 Auditor 010 Bail Bonds 210.02 Board of Supvs 001 Bldg Inspection 340.' Clerk/Recorder 240.' Commun Dvlpmnt 357.• Commun Svcs Ad 588 County Counsel 030 District Attorney 242. Emergency Services 362 Employee Relations 034 Fire Districts 850.' General Services 149 Grand Jury 238 Hlth Svcs(Consv) 450.' Housing Authority 900 LAFCO 871 Library 620 Med Svcs(Hosp) 540.• Mntl Hlth/Alc/Dr 655 Merit Board 036 Misc.Districts 800 Muni Cts.,Judges 210 Other 880 Personnel 035.' Priv Indus Cnsel 583 Probation 308 Public Administr 242.02 Public Defender 243 Public Health 451.• Public Works 650.• Redevelop Agency 357.06 Retirement 145. Revenue Coll Off 003.04 Sanitation Dists 808. Schools 602.• SERVICE CODES: Sheriff 255 ].Agree/Contract 8.Profes Educ/Stdy 16.Legal Research 24.TimekeepinglrABS Small Claims 220 2.Court Time/Adm Hrg 9.Routine:DeptFile 17.Doc/Bvid Review 25.Purchasing/Supplies Soc Svc Allowable 500.' 3.Resolution/Ordin /Opn-ClsFls/Mail 18.Depo/Hrg Prep 27.Small Claims Tmscpt Soc Svc Unallowbl 502.• 5.Ofc Admin/Supv /Demands/Calendr 19.Trial Prep 41.Meetings Fi.Opinions/Ltrs/Mem 10.Vacation 20.Dscvry Prep/Ntces 42.Conferences SupCt Admin-Judgs 237 7.Pleadings:Atty(Non- I I.Sick Leave 22.Lg1 Secy/ParaLegal 43.Telephone calls Spec Defense 003.02 Court time) 12.Admin Leave Tsk/Ct Filg/Copy 52.Payroll Treas/Tax Collect 015 71.Pleadings:Secy 13.Personal Holiday Docs-Files/Annual 53.Asst w/Equip Prblms 'See reverse fora itwna co es (Type/Prf/Cpy/File) 14.Jury Duty/Other 23.Break Time 621aw Library Maint CLIENTS WITH SUB-ACCOUNTS ADMINISTRATOR PUBLIC HEALTH SOCIAL SERVICE 2. Costs associated Gen/Misc 003.00 Gen/Misc 451.00 with the Counsel Or his CATV 003.06 Solid Waste Enf 451.02 "ALLOWABLE �� 500 Ofc Rev Collec 003.04 Haz Mated&Waste 451.04 staff discharging their Risk Mgt/Spec Defen 003.02 Haz Waste Coll 451.06 The allowable costs of the general responsibilities BUILDING INSPECTION Emergency Counsel's Office are Emergency Svcs 362.00 as legal officers of the Gen/Misc 340.00 PUBLIC WORKS++ subject to the following County. The Bureau general criteria: inte rets this to be the Enforcement 340.02 Admin/Personnel 650.01 � P Airport/Buchan 650.02 advising of the Board of CLK/ELEC/RECORDER Airport/Byron 650.03 Supervisors Or County Clerk-Gen/Misc 240.00 AOB/MeasC/Data 650.05 1. Costs necessary and Elections 240.02 Co Service Areas 650.10 reasonable for proper and Department heads on Recorder 240.04 Engineerng Svc 650.06 efficient administration of the general legal require- Flood Cont Dst 650.08 grant programs. ments of their own COMMUNITY DEVELOPMENT Gas Tax 650.04 Offices. Gen/Misc 357.00 Mapping Services 650.07 AB 939 357.09 Rght-of-Way Acq 650.09 2. Costs Which are not a Enforcement 357.10 The unallowable Costs GMEDA 357.28 RETIREMENT general expense required to carry out the overall res- would also include their Haz Waste Plan 357.12 Gen/Misc 145.00 proportionate share of Redevelopment Agcy 357.06 Retmt Board Mtngs 145.01 ponsibilities of County Resource Recovery 357.26 Retmt Ed Opinions 145.03 government. administrative and over- Solid Waste++ 357.08 Disability 145.02 head costs allocated in SWAT 357.22 the County-Wide Cost TRANSPLAN 357.18 SANITATION DISTRICTS 3. Costs, whether allo- TRANSPAC 357.20 Gen/Misc 808.00 cated, direct-billed, or cost- Allocation Plan. West Co Trns Comm 357.24 Delta Diablo 808.04 applied, must be included in Doughrty Vally Shp 357.31 #5A 808.02 EXAMPLE OF UNALLOWABLE Doughrty Vally Wnd 357.32 X15 808.06 and supported by the Count Wide Cost Allocation COSTS: #713 603.06 y" 1. Legal expenses DIST ATTORNEY/PUB ADMIN /119 808.10 Plan. incurred In COUrt pro- Public 242.00 P Public Admin 242.02 SCHOOLS 4. Allowable costs must be ceedings (as opposed to FIRE DISTRICTS Gen/Misc 602.00 allocated or charged on a administrative appeal Gen/Misc 850.00 Acalanes 602.02 consistent basis to all county Procedure) while chal- Antioch USD 602.04 Bethel Island 350.02 departments claiming lenging a denial of grant Brentwood 850.04 Brentwood USD 602.06 funds. Byron 650.06 Byron USD 602.08 reimbursement for County CCC Protec Dst 850.03 Canyon SD 602.10 Counsel services. Crockett/Carquinez 850.10 John Swett USD 602.12 2. Costs associated Knightsen SD 602.14 Danville 850.12 Lafayette SD 602.16 5. Allowable costs must be with the attendance of East Diablo 850.16 counsel at Board of Kensington 850.16 Liberty SO 602.18 supported by complete time Supervisors' meetings, Moraga 850.18 Martinez SO 602.20 records accounting for all P g Oakley 850.20 Moraga SO 602.22 or other district board or Mt. Diablo SD 602.24 activities on a daily basis Orinda 850.22 Oakley USD 602.26 [and these original time committee meetings. Pinole 850.26 Orinda USD 602.23 records must be retained for Riverview 850.26 Pittsburg USD 602.30 3. Advising newly- San Ramon 850.28 Richmond USD 602.32 a minimum of five(5) years.) elected officials Or Westt County 850.30 San Ramon Vly 602.34 West 850.32 newly-appointed depart- Walnut Creek USD 602.36 Ment heads On the HEALTH SERVICES CC Comm Coll Dst- 602.38 SOCIAL SERVICE (CNSERVATORSHP CODES) CCC Supt Schools 602.40 <r general legal require- Gen/Misc 450.00 "UNALLOWABLE" ments of their offices. LPS 450.06 SOCIAL SERVICE 5 02 Meds Refus/Riese Hg 450.10 (ALLOWABLE Merrithew Hsp Was 450.03 Gen/Misc 500.00 The following activities of Prvt Hospitals 450.04 Dependencies 500.02 the County Counsel's Office 0426 500 ndncies §366. . Prvt Hospitals Writs 450.05 Depremain unallowable for grant Rev 8/94 Public Guardian 450.08 Dependencies §388 500.05 Regional Center 450.02 Guardianship Juv 500.10 reimbursement purposes: LIPS 500.12 MEDICAL SERVICES (HOSP) Term 97800 CCP 500.06 1. Legal expenses involved Gen/Misc 540.00 Term §7662 500.08 in prosecuting claims against HMO 540.02 + +WORK ORDER AND the State and Federal Replacemnt Hosp 540.04 ACTIVITY NUMBERS ARE governments, when. the REQUIRED I (See Ofc Mgr or PERSONNEL County is plaintif. Gen/Misc 035.00 Acct Clk if necessary.) First Choice. 035.01 1TTT . ATTACHMENT D Pg l o f 3 CONTRA COSTA COUNTY • FY 1992-93 CLIENT/HOURS & COSTS FY 1992-93 -------- ------------------------------- -----------July thru June - -CLIENT NAME _-__--T- HOURS-TO-DATE---- ------COSTS TO DATE] ----------- -- ADMINISTRATOR 7 ,728 --- --$437, 474 Administrator,. general 551 37 , 265 Special Def. 6 , 843 378 , 436 ORC 80 3 , 405 CATV 254 18 , 368 AGRIC/WTS/MEASURES 26 1 , 653 ANIMAL CONTROL 26 1, 472 ASSESSMENT APPEALS BOARD 84 4 , 594 ASSESSOR 604 46, 845 AUDITOR-CONTROLLER 488 31, 730 BOARD OF SUPERVISORS 876 60 , 465 BUILDING INSPECTOR 114 6 ,506 ------------------- ----------------- -- Building Inpec:tion, Gen_ 48 3 , 181 Buildin Ins ection, Enforc. 66 3 , 325 COUNTY RECORDER 112 7 , 232 COMMUNITY DEVELOPMENT 3,799 249 , 420 - ----------------------------------------------------------------- Community Development , Gen. 1 , 861 129 , 271 Water Agency 15 1 , 237 Co. Svc Areas ( see PW) Redevelopment 105 6 , 933 Solid Waste 1 , 005 70 , 619 Enforcement 729 3S , 665 CC Trans Auth . 0 0 Delta Hwy JPFA 7 471 AB 939 71 4 , 770 Resouce Recovery 0 0 YATPST TRANSPLAN 5 363 YATRPC TRANSPAC 1 91 YASWAT SO.WEST TRANS 0 0 CD YAWCCT WEST CCTRANSADVCOMM 0 0 COMMUNITY SERVICES 360 20 , 322 COUNTY COUNSEL 12 , 920 549 ,863 DISTRICT ATTORNEY/PUB-ADMIN. 40525,401 ---- ----- -- -------------------------------------- DA/PA Gen 207 13 , 835 Public Administrator-------------198--------------- 11 , 566 DISTRICTS, GEN_ 20 1 , 237 EMERGENCY SERVICES 26 1 ,614 EMPLOYEE RELATIONS 193 15 , 391 FIRE DISTRICTS 988 66 , 639 - --------------------------------------------------------------------- Fire Districts , Gen 203 12 ,697 Bethel Island 2 130 Byron 5 340 CC Fire Prot 610 41 , 412 Crockett 5 367 East Diablo 47 3 , 644 Kensington 1 28 Moraga 27 1 , 921 Orinda 15 1 , 217 Riverview 40 2 , 562 San Ramon 11 768 Pg 2 of 3 CONTRA COSTA COUNTY . .• FY 1992-93 CLIENT/HOURS & COSTS FY 1992-93 ------------Jul thru June ------ ---- ----- -- ---- ------- 1-.-----CLIENT-NAME------------- HOURS-TO-DATE--- OIIRS-TO-DATE- COSTS TO DATE �-------------- -------- -------------- ----------------- GENERAL SERVICES 417 28 , 350 GRAND JURY 57 4 ,160 HEALTH SERVICES 1,974 60 , 288 - - --------------------- --------------------------- Health Services , Gen. 307 12 , 513 Regional Center 67 2 , 398 Private Hosptials 36 1 , 587 LPS 1 , 225 34 , 066 Riese Hearings 2 109 Public Guardian 337 9 ,615 HOUSING AUTHORITY 1 , 131 70 , 765 LAFCO . 278 21 , 908 LIBRARY 80 4 , 460 MEDICAL SERVICES 1,034 821774. Medical Services , Gen 851 68 , 212 HMO 47 3 , 796 Replacement-Hospital---- 136 10 , 766 MENTAL HEALTH/ALCOHOL/DRUGS 206 15 , 805 MERIT BOARD 71 5 , 232 MUNICIPAL COURTS 355 16 , 008 - - ---- -- -- - LJ udges 89 5 , 605 ail Bonds 266 10 , 403 ------------------------------------------------------- ------- 'OTHER' (e . g . , Jury Duty) 5 134 PERSONNEL 551 40 , 004 PRIVATE INDUSTRY COUNCIL 18 1 , 254 PROBATION 294 17 ,697 PUBLIC DEFENDER 75 4 , 978 PUBLIC HEALTH 561 41,710 -----=--------------------- ---- ------------------------ Public Health , Gen 234 18 , 982 Solid Waste Enforcement 83 6 , 020 Haz Mat & Waste 228 15 , 635 Haz Waste Collection 16 1 , 073 PUBLIC WORKS 3,899 246 ,148 --------------------------------------- -------------- Airports 472 30 , 885 Flood Control 570 34 , 759 CSA ( formerly CD) 40 3 , 000 All Other ( Road/R-of-W/etc . ) 2 , 817 177 , 504 RETIREMENT_ 1 ,195 87 , 846 IRetirement , Gen-----------------633-----------------------49 , 205-- Retirement , Disability----- 562 38 , 641 SANITATION DISTRICTS 599 46 , 995 -------------------------------------------------------------------- Sanitation Distist , Gen 5 246 Sanitation District , Delta D . 593 46 , 704 Sanitation District # 19 1 45 CONTRA COSTA COUNTY FY 1992-93 CLIENT/HOURS & COSTS FY 1992-93 � _ July thru June --- -------------------------------------- ------ - �.- CLIENT NAMEHOURSTO DATE------------COSTS TO DATE SCHOOLS 67340,757 -------------------------------------------------------- ---- Schools , Gen 5 230 Acalanes UHSD 1 29 Bryon USD 1 77 John Swett USD 1 72 Liberty UHSD 1 58 Moraga SD 1 134 Orinda USD 3 166 Richmond USD 4 259 San Ramon Valley USD 3 152 Walnut Creek SD 1 58 C.C. Comm. College 8 455 CCC Superintendent-------------- 644--------------------39 , 067 SHERIFF 732 47, 927 SMALL CLAIMS 1, 857 93, 622 SOCIAL SERVICES (RECOVERABLE) 11,694 577, 245 ------------ ------------------------------- - Soc. Svc. (Recoverable ) , Gen 1 , 203 69 , 591 Soc. Svc. (Rec. ) , Depnd ' s 8 , 137 427 , 710 Soc.Svc. (Rec . ) , Dep-Crim 31 1 , 153 Soc.Svc. (Rec. ) , Term. §232 398 17 , 785 Soc. Svc. ( Rec. ) , Term. §7017 22 1 , 061 Soc. Svc. (Rec. ) , Guard. Juv 105 3 , 681 Soc.Svc. (Rec. ) , LPS 1 , 124 29 , 731 Soc.Svc. (Rec. ) , §388 160 5 , 848 Soc.Svc. (Rec. ) , 366. 26 hrgs------514 -------20 , 685 SOCIAL SERVICE (Unallowable ) 1 , 867 131, 492 SUPERIOR COURT-Admin/Judges 209 ' 14 , 510 TREASURER - TAX COLLECTOR 217 14 , 707 ------------- ------------- 58,818 hours $3 , 244 , 634 costs