2.

(ACTION) Review minutes of April 15, 2003.
The minutes were approved as written.

3.

(DISCUSSION) Public Comment on any matter within the subject matter jurisdiction of the Juvenile Probation Commission.
There was none.

4.

(DISCUSSION) Report on the current status of ’02-03 contracts (unfulfilled, incomplete, payable, closed-out, etc.) and on the 03-04 contracts.  

M. Lui passed out charts listing all the contracts and their statuses, both for 02-03 and 03-04.  (document available from the Commission office or Finance Director’s office).

Comm Bonilla asked for explanations for those that have not been closed out from ’02-03 yet.  M. Lui pointed to Potrero Hill’s contract as an example of a balance due.  He stated that the problem is that this contract was never processed (paperwork did not get complete) because of shortage of staff.  CPO Tucker said that all those contracts from last year that they are having trouble with now is because they weren’t “there” –that is, they were not processed.  So, without a contract on file, the money was not encumbered.  The payment made to Potrero Hill was done with special considerations, allowed by the Controller, but they have not approved any more payment, thus the outstanding balance.

Comm. Ricci reviewed the process; contract was bid out and approved and entered into, but the paperwork was not completed?  CPO Tucker said that everything but the paperwork to finalize the contract was completed. Attributed to shortage of staff.

Asked if there were any other contract like this, the reply was: one other.

M. Lui pointed to items #12, 13, 17/18/19/22 are also contracts with outstanding balances, which they are working out.  Paperwork is still being completed for submission of invoices and payments of them.

Comm. Ricci asked about population management.  M Lui said there wasn’t a contract done for this. Services were provided, TANF monies were going to be used. But because there was no contract, they had to go to the Controller for special consideration, along with the other contracts.  CPO Tucker said the issue here was that while the invoices for payment were received, justification for services claimed on those invoices were not.  The dept is trying to get those records together, and they may have to be reconstructed by the Dept and BVHP Fdn.

Comm Ricci wanted to ask for the record (re: BVHP population management contract), this was one that went out to bid, and was approved, and went through the whole process, but it’s just the contract that’s missing?  M. Lui said that it was more complex than that. This situation goes back a couple or three years ago.  CPO Tucker said that the Dept had a contract with BVHP for different services, but decided to amend that contract to do population management. It was a new project.  The Dept amended the BVHP contract, so they had it for that year. The following fiscal year (02-03)………..(thought not completed). M. Lui said that it was an outcome of ’01, where it went through the appropriate planning, and went through this Commission. The plan was to modify the IHBS contract to include home detention services. 

Comm Ricci asked if this amount was modified from the original amount of contract. M. Lui said it as suppose to be, but that didnt really get done.  The modification was actually done.  The Finance Committee and the full Commission agreed that was the way to pursue this process. The Dept didn’t actually complete that process.

Comm. Ricci asked if it was approved by the full Commission. M. Lui said it was approved by the Full Commission and Finance Comm. in the fall of ’01.  Comm. Ricci said that if this was properly done, then maybe the Chair of the Finance Committee should send a letter to the Controller to try and release the monies.

There was a question about the $92k to the chaplaincy program.  CPO Tucker said that the JJCC made that decision.  She agreed with it.  The Chaplaincy works everyday.  There is a FT and PT staff, and volunteers.

(public comments)
Jack Jacqua commended the Committee for their effort to keep oversight on the money.  He was still irritated by the lack of accountability somewhere in the system which keeps CBOs from being paid in time. He also commended CPO Tucker.

Bruce Rice, fiscal director of Huckleberry Youth Programs.  Huckleberry has contracted with the Dept since 1987.    He affirmed that last year was a very bad year in contracting delays. Theirs was only completed in Jan., 7 mos after the start of the fiscal year.  He said that in comparison with all the other agencies in this county and others that they contract with, this dept is the very last contract to be completed (paid) every single year since they began contracting.  In Marin Co. they extend contracts 2 months into the new fiscal year so that payments can be made and no break occurs.

The SF experience with JPD makes it necessary for them to come up with upwards of $175-200K to pay their program until the contract finally comes through with a payment.  They currently still have receivables that haven’t come through from this Dept.  He encouraged people to look into ways to eliminate this problem.  He agreed that understaffed operations will fail, and hopes that the Dept will have staff available and able to expedite these contract issues.

5.

(DISCUSSION)  Status report on the Log Cabin Ranch budget.

M. Lui handed out a document which listed all the expenses and their fund categories.  The total funds is approx. $2 million.  He pointed out that OT is already nearly exhausted and will probably result in a deficit of about $195K in salaries.  Their plans to address this is to have on call staff. The entire LCR budget is projected to be in deficit by about $150K by the end of the fiscal year.   

They are going to spend $150K of TANF ranch funds for direct services.  This has been their historical spending level for direct services from TANF ranch funds. 
(public comments)
there was none.

6

(DISCUSSION) Explore the possibility of two-year budgeting for future Dept budgets. 

Comm Bonilla said that he was interested in seeing if the Dept could put together budgets which reflected a projected two year plan of operations, which perhaps would be a blueprint to jump from, giving us some advantage of being forward looking.  CPO Tucker said that the Exec Team has already started talking about setting the Dept’s priorities for the next 3 yrs (they met once about this).  But with the City’s budget instructions coming so late each year it is difficult to set up anything prior to knowing the proscriptions given by those instructions.  CPO Tucker mentioned certain things that are set: union agreements, contracts (which she thought were written for 3 yr terms).  ACPO Johnston said that it cannot be understated that without the administrative infrastructure, lots of things go wanting, including the budget planning process.

The Committee acknowledged the problem raised and encouraged everyone to keep an idealistic eye open to the possibilities.

(public comments)
There were none.

7

(DISCUSSION/ACTION)  Requests for future agenda items, possible calendaring of future Finance Comm. mtgs.

Comm. Bonilla asked the Dept to decide among themselves what would be a good regular date for a monthly meeting of the Finance Committee.
(public comments)
There was none.

8

Adjournment
There being no further business, the meeting was adjourned at 10:45am.