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Meeting Information



Finance_Committee

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MINUTES OF AUGUST 28, 2006 MEETING of the FINANCE COMMITTEE Of the JUVENILE PROBATION COMMISSION

held at Youth Guidance Center Conference Room    375 Woodside Ave  San Francisco, CA   94127

 

                                                         The Minutes of this meeting set forth all actions taken by the Committee on the matters 

                                                         stated, but not necessarily the chronological sequence in which the matters were taken up

 

1.

(ACTION)  Roll Call

The Chair, Comm. Beijen called the meeting to order at 5:02pm   Comm. Queen was present at the gavel. Comm. Ricci was excused.  M Lui represented the Dept. Garry Bieringer attended.

 

2.

(ACTION) Review and approval of Minutes of July 24, 2006 meeting.

Comm. Queen moved to take action on the minutes, in the full Commission meeting, as there would be a quorum of members of the Finance Committee who were at the July 24th meeting, and could act on the minutes.  Comm. Beijen agreed.

(public comment)

There were none.

 

3.

(Public Comment on any matter within the subject matter jurisdiction of the Finance Committee of the Juvenile Probation Commission)

There were none.

 

4.

(DISCUSSION/ACTION) Review of the Dept’s fiscal operations, with recap of expenditures, budget including status of contracts, trends in expenses, audits of all financial processes.

M. Lui did not have any monthly expense report for July.  He passed out one page from a 134-page document that was prepared by the Controller’s Office, showing a salary/benefits projection for the year. M. Lui said there wasn’t much the Committee could get out of this one page, and it changes monthly (the Controller does this report monthly), but he wanted to present it (It showed a projected deficit in temp. salaries, premium pay, overtime, and unemployment insurance). In a discussion about temps, M Lui said he understood that the Chief was exploring the possibility of recruiting police officer candidates.  Comm. Beijen said that was already a dead issue. Lui said there is a committee put together by the Mayor (did not remember the name of the committee) that meets monthly to review the citywide situation of overtime.

He had no report on the status of contracts. He said that 3 contracts that were not the result of this year’s RFP process were put into the system today, but gave no details.  Comm. Queen asked if a full report on contracts would be given at the full Commission meeting because he understood that the Commission has still to approve the contracts.  Lui said he expected the Chief to be able to do that. He said he was still not sure he understood the relation between the finance committee and contracts, and program committee to contracts, and how that’s being handled.

Comm. Queen said that the Commission had discussed this question (re: how committees related to each other) at a previous Commission retreat and emphasized the importance of their coordinating their work so they had a total picture.

M. Lui reported that they would probably close last year’s budget (’05-’06) balanced.  Some funds from the Mayor’s supplemental budget, for violence prevention, are being carried over to this year’s budget ($1 mil for LCRS, $390K for Evening Reporting Centers to be handled by MOCJ)

Comm. Queen wanted to memorialize that the audit requested of the Controller’s Office (formally passed by the full Commission in July) include review and analysis of the contracting process for CBO services.

M. Lui said that the Chief has already made the request for the audit, to the Controller’s Office, but had no details. He said the Controller’s Office prioritizes these requests. He didn’t know who would have to pay for such an audit. He recounted how he had asked them to do an analysis of the staffing patterns at Juvenile Hall, and they did. Asked if the Dept paid for that he said he didn’t know.  Comm. Beijen said he understood that the Dept would not be charged for such work.

(public comment)

There were none.

                                           

5.

(DISCUSSION/ACTION). Cell phone use policy and car use logs.

M. Lui said he has been too busy this month to do anything about this issue.  He said his staff and he did an audit on cell phone usage. They have a list of phones they think they can the plans for. Since the last committee meeting he has been scrambling (this is the busiest time of the year) getting the books straight for the year-end balancing.  They have had no time to work on anything else.  Comm. Beijen said he would not ask about this again, but asked M. Lui to get it done and report on what the result is.

The car log that was presented at the last mtg will be revised to have both beginning and ending mileage for each trip and then consistently applied.  M. Lui agreed.

(public comment)

There were none.

 

6.

(DISCUSSION/ACTION) Discussion of the upcoming budget process and setting up timelines for preparation.

M. Lui said the budget process doesn’t start until Dec. when they get their budget instructions and targets.  Comm Queen stated that this is something that the Commission discussed in their retreat also. That the Dept needed to start their planning now, and not wait until Dec. when time is tight and they have to run around trying to make a budget.  The ongoing discussions and planning should be with division managers, CBOs, and whoever to review how the Dept is doing what it is doing and make plans for how it can do without this or that, and/or how it can do whatever better, and be prepared to get those things in order and in budget.  Comm. Queen said that it would not be out of the question to be in continued conversation with others (Mayor’s office, Controller’s, etc.) so that many parties are involved in the planning of the budget, and that justification and understanding is clear.  They will be more colleagues than opponents to what the Dept needs. 

(public comment)

There were none.

 

7.

(ACTION) Request for future agenda items,  Adjournment

Comm. Queen asked the Secretary to get copies of the documents from the last Commission retreat for the Committee to look over, specifically regarding the coordination of work between committees in preparing for the budget.

The next meeting will be held open until a date in Sept. is available.

There being no further business, the meeting was adjourned at 5:56pm