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Meeting Information



Finance_Committee

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MINUTES OF SEPTEMBER 26, 2007 MEETING of the FINANCE COMMITTEE OF the JUVENILE PROBATION COMMISSION
held at Youth Guidance Center Conference Room   375 Woodside Ave  San Francisco, CA   94127

 

Finance Committee

 Hully Fetico. Chair

Dirk Beijen

Lidia Stiglich

 

 

1.

(ACTION)  Roll Call

The Chair, Comm Fetico called the meeting to order at 6:15pm.  Comms Beijen and Stiglich were present at the gavel.

M. Lui represented the Dept

 

2.

(ACTION) Review and approval of Minutes of August 22, 2007 meeting.

The minutes were approved as written.

(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) Status of the department's FY 07-08 budget.

M. Lui said that the budget is the same now as it was when passed by the Bd of Supervisors.  Asked about all the new hires, he said all new positions are budgeted at 75% so they cannot hire until Oct.

(public comment)

there were none.

 

5.

(DISCUSSION/ACTION) Steps to begin planning for next FY budget, with all relevant partners (a-la-community based strategic planning).

Asked if they have a schedule of meetings set up for discussing the new budget, so that all partners (division managers, etc.) are called into the planning.  M. Lui said that “they” don’t start the process until Dec. when they get their budget instructions.  They don’t start talking to anyone till then.

 (public comment)

There were none.

 

6.

(DISCUSSION/ACTION) Review of the Dept’s fiscal operations, with recap of expenditures, budget including status of contracts, overtime and workmen’s comp, trends in expenses

reviewing the monthly financial sheet Lui highlighted some items.

·         In the first month there was only one pay period (accounting for low amount)

·         Temp salaries: higher than it was before in the first pay period of yr.

·         Non-personal services ($908K) in July.  This includes the debt service to JH. Paid twice a year/possibly quarterly.

·         Overrun costs for JH, who paid those?  ¾ of it came from this Dept during that last supplemental.  the rest was charged to any depts. that had any extra money available that they could locate during the supplemental, that’s where that money came from.

·         City grant programs, nothing in July, due to late contract approvals (Sept/Oct).  payments in August are for late billings from agencies (from past year).

·         Materials and supplies: costs higher in July because sometimes billings are late from vendors. So they can’t pay it in the last FY. They pay it in this FY.

·         Utilities: billed monthly, used to be quarterly, haven’t been billed for July/August yet. . mostly for natural gas costs. Up to the PUC to bill.

·         Telephones: DTIS bills monthly. Haven’t seen a bill yet.

·         Leased vehicles: how many? “roughly” 33.    older vehicles are returned to the city, in exchange for “new” used cars, or new CNG cars.  Comm Fetico asked about the car use log sheet he gave to them (Lui and Magee) at the last meeting and the suggested protocol for keeping track.  Lui couldn’t remember it. He said there is a committee looking doing something on a database, so they’re getting IT to work with them.

Comm Stiglich said there needed to be accountability for the cars.  Lui admitted there are cases where the cars are being neglected.

Lui said about gas that some cars are not being used much (the CNG ones). They don’t like the image of the small cars. They want the larger gas powered cars. He said that most of the CNG cars are never refilled each month because they aren’t used.

We have a crown vic and two vans that are CNG.

·         Workman’s comp.. fairly consistent, a little over budget.  Question: if there are savings in WC, it is not a definite possibility to shift it to cover other costs.  The Dept managed to do this once to balance its budget.  The City has contracted a WC case management company to do investigations on open cases. Part of the WC budget goes to pay DHR WC division for their work.

·         Miscellaneous work orders: services contracted to other depts. (eg. DPH for substance abuse counselor).

Asked about CYA: Lui said no youth have been transferred back.  We have more than 6 youth in CYA.

Expenditure recoveries: not done yet. The Dept recovers about $450K from (formerly TANF). But they have to spend it first through general funds and then get it back.

Comm Fetico wanted to have the work orders broken out on the sheet.

·         OT: much higher than last year in July.  Due to larger population (about 15%) has huge impact on OT.  Need for more staff time for “runners”, needing OT.  It’s sort of randomly distributed where the OT will be.

Lui pointed to the past year’s OT amount, showing $756K overspent in JH OT ($1.7 mil total, but add benefits and that’s another 35-40%).  He said that was equivalent to about 8 FTE.  So if the Dept had 8 more FTEs, it would have been within budget for its OT.

Quest: would it be cheaper to hire extra FTEs than use OT?  Lui said it’s political.  Not supposed to need more staff.

Quest: how far is the Dept from full staffing.  Lui said all budgeted positions have been hired.

Would need another 17 FTE for full staffing, to make OT zero.

Quest: will they have a more realistic idea of the staffing needs in JH, by the next budget planning?

·         OT at LCR: controlling it very well.  The list of 8323s (LCR counselors) is expiring soon.  Waiting for a new list.  Not sure if that’s something the Dept will do. They haven’t dealt with any of the questions around merging of counselor classes.

·         out of home placement costs (not dealt with)

·         final accounting to date for the juvenile hall project (not dealt with)

(public comment)

There were none.

 

7.

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

There were none.

 

8.

(ACTION) Request for future agenda items,  Adjournment

Comm Stiglich wanted the issue of merging counselor classes to be discussed next time.  And staffing needs for JH.  Use of cars/cell phone usage.  Quest: how are CBO services/contracts going to be evaluated.  Who will be involved in the budget planning process?

There being no further business, the meeting was adjourned at 7:15pm