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HomeMy WebLinkAboutMINUTES - 05201997 - C44 TO: Board of Supervisors FROM: Phil Batchelor, County Administrator DATE: May 20, 1997 SUBJECT: ADOPTION OF COORDINATED TRIAL COURTS NEW MANAGEMENT CLASSIFICATION PLAN AND REORGANIZATION SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. Approve the P300 No. 17240 establishing new management classifications for the consolidated administration of the Coordinated Trial Courts of Contra Costa County. 2. Introduce ordinance exempting newly created management classes in the Coordinated Trial Courts; Waive reading; and set June 3, 1997 for adoption. (See Item C. 24) FISCAL IMPACT None. New organization and classification structure is cost neutral and within the current budget of the Coordinated Trial Courts. BACKGROUND/REASONS FOR RECOMMENDATIONS Coordination of the administrative and judicial functions of courts within a county has a long history. The Legislature has in the past enacted measures to consolidate and coordinate court functions. In 1990 there was a heightened focus upon coordination and as a result the Legislature enacted the Trial Court Realignment and Efficiency Act of 1991. (AB1297) The Act was a result of the belief that significant efficiencies could be achieved in the functioning of the state's trial courts by coordinating the administrative ano judicial aptis of all courts within a CONTINUED ON ATTACHMENT: _YES SIGNATURE y 1 _RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD SIGNATURE(S) ACTION OF BOARD ON ) APPROVED AS RECOMMENDED OTHER 1 hereby certl(y Nat thla Is a true and correct a"01 tin ectlon taken end entared on ho minutee of jhB DOW Of Supervisors On the data shown VOTE OF SUPERVISORS 9 y� AT'tESTED: IKWME: X (Absent: TII ) of suLpeerAvi orHa d county of-the board Adminivaor �l cc: Presiding Judge,Coordinated Trial Courts Executive Officer,Coordinated Trial Courts County Administrator's Office-Justice System Programs Human Resources Director 1 , county. In November, 1994 the Judicial Council, in response to Legislative activity, created the Select Coordination Implementation Committee to develop and implement principles for coordination through amendments to Section 29 of the California Standards of Judicial Administration. The revisions to Section 29 provide for trial courts within each county to: • Create a coordination oversight committee by July 1, 1995. • Coordinate judicial activities in order to maximize efficient use of judicial resources and enhance service to the public by July 1, 1996. • Integrate all direct court support services by July 1, 1996. • Develop a common plan for county wide implementation of information and other technologies by September 1, 1996. • Implement a uniform set of local rules so that like proceedings can be litigated using the same rules in any court in the County by July 1, 1998. • Submit a unified budget for all trial courts beginning with fiscal year 1997-98 and establish unified financial management and budget procedures no later than fiscal year 1998-99. • Adopt a rule requiring that trial courts have a single executive officer with county wide administrative responsibility reporting to a single presiding judge or oversight committee by July 1, 1999. To develop Coordinated Court Services, Section 29 provided for the integration of all direct court support services including the following: personnel records; payroll; training; fiscal services; collections; budget services; facility maintenance; facility planning; information services; classification of employees; records management; procurement; interpreter services; jury summoning; exhibits; court reporting; secretarial services; legal research and security. To affect Trial Court coordination implementation, Rule 991 of the California Rules of Court was adopted. In Contra Costa County, the Superior and Municipal Court judges have signed coordination agreements and in November 1996, selected an Executive Officer. Since that date and under the direction of the Executive Officer-Coordinated Trial Courts, the court has administratively consolidated and developed an organization plan to implement a coordinated management structure. The attached Position Adjustment Request establishes new Coordinated Trial Court management classes and allocates them to appropriate salary levels. The goal of this organizational plan is to eliminate overlapping administrative functions and develop a system that would achieve the most efficiencies without interruption to the day-to-day .court operations. The review of the classification and pay of staff has been divided into three phases and subsequent sub-phases: • Create new classifications and allocate them to salary ranges. - Recruit for the new classifications, and at the conclusion of the recruitments, cancel current positions and add new positions. • Review the classification and pay of Unrepresented professional and technical classifications salary levels. • Review the classification and pay of represented and exempt clerical classifications in conjunction with county human resources staff and union representatives. 2 To remain cost neutral, avoid duplication of effort and achieve needed efficiencies, some management classifications will be created and some will be abolished. Additionally, although the court wishes to initially create all of its new classifications at this time, it does not anticipate filling all positions immediately affording the executive team the opportunity to carefully review the need for positions/assignments. All. new classifications are based on other consolidated courts and the Trial Court Staffing Model Classification System developed by the Administrative Office of the Courts. While completing the review of existing management classifications within the Superior and Municipal Courts, staff found that there were more similarities than differences in both duties, scope of responsibility, impact of decisions and salary received. This enabled the court to develop a classification system with fewer, non-generalized classifications. Further, these classifications were developed with the view to providing both upward mobility and lateral transfer opportunities for staff, using, wherever applicable, standardized rather than specialized classes. Salary levels were established with consideration of current salaries, as well as internal and external relationships and market factors for recruitment efforts. In developing new classes and making recommendations for pay levels the court looked at the need for career ladders for staff wishing to enter the ranks of management. We do not intend at this time to make any other changes to the court classification system, however, we expect the new system to be dynamic. Additionally, the court anticipates some modification to the information systems classes following receipt and analysis of current county classification study covering these classifications. 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No. 2010 Agency No. cl Action Requested: CREATE NEW COURT CLASSIFICATIONS PER ATTACHED. Proposed Effective Date: 4/1/97 Classification Questionnaire attached: Yes No x Cost i-s within Department's budget: Yes x No Total One-Time Costs (non-salary) associated with this request: $0 Estimated Total cost of adjustment (salary/benefits/one-time): Total Annual Cost $ Net County Cost $0 Total this FY $ N.C.C. This FY $0 DO NOT EXPECT APPOINTMENTS UNTIL 6/1/97 AT EARLIEST. Source of Funding to Offset Adjustment: TCF/See attached chart. Department must initiate necessary appropriation adjustment and submit to CAO. Use additional sheet for further Aow explanations or comments. ( r) epartment Head REVIEWED BY CAO AND RELEASED TO PERSONNEL DEPARTMENT �5 Deput ounty Administrator Date PERSONNEL DEPARTMENT RECOMMENDATION Date: 5/7/97 Establish the following classes: Assistant Executive Officer-Coordinated ai s- Exempt at salary level C5-2582 ($6005=7297); Court Services Administrator-Exempt Level B at salary level C5-2352 ($4770=5789); Court Services Administrator-Exempt Level A at salary level C5-2241 ($4269-5189); Human Resources Officer-Exempt at salary level C5-2340 (4713-5729); Court Budget & Revenue Manager-Exempt at salary level C5-2330 ($4666-5672); Court Staff Development Specialist-Exempt at salary level C5-2157 ($3925-477 ); Court Services Manager-Exempt at salary level C5-2157 ($3925-4771); and 'Court Services Coordinator-Exempt -at salary level C5-1965 ($3240-3938), Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: 8 day following Board action. Date (for) Director P rsonnel ---- ---------------------------- COUNTY ADMINISTRATOR RECOMMENDATION Date: Approve Recommendation of Director of Personnel Disapprove Recommendation of Director of Personnel Other: fdunty Administrator BOARD OF SUPERVISORS ACTION Phil Batchelor, Clerk of the Board of Adjustment APPROVED on �Oj� Supervisors and County Administrator Date: By: APPROVAL PF6THIS ADJUST7ENT CONSITITUES A PERSONNEL/SALARY RESOLUTION AMENDMENT. P300 (M347) 1/92