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Meeting Information



Finance_Committee

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MINUTES OF MAY 22, 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

Comm Fetico called the meeting to order at 5:06pm  Comm Beijen was present at the gavel. Comm Ricci was excused.  Chief Siffermann, Mark Lui represented the Dept.

 

2.

(ACTION) Review and approval of Minutes of April 17, 2006 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/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 passed out a financial report, as of end of April, showing YTD expenses vs budgeted amounts.

Highlights: juvenile hall OT reflects the population needs.  To the question of Sept’s OT (not reflected in higher population) the Chief said he suspects that at that time of year, many were taking floating holidays, or other holidays, and there were no temps available from the on-call list.

The Chief mentioned some recent outreach/recruitment activities done at various local state college campuses. He was reminded of the idea of recruiting from the Police Dept academy cadet list (those awaiting their class start up).

LCRS OT: Lui said that they were doing well, (YTD 121K vs. budgeted 86K).

OT for probation services is generally to cover court officer duties.

For invoices received by the Dept, they don’t necessarily pay them in a timely manner because there is only one accounts payable staff.

Sometimes the contracts are not complete until later in the year (eg Nov, that’s probably when the contracts were done).

There is 5 staff in the accounting office. The Dept has been without an accountant with specific training, knowledge and skills, since July 2002.  Lui said he had accounting education. 

Title IVe criteria are getting more restrictive.

The electricity cost for YGC is about $5000/mo.  LCRS is $2500.

Comm Fetico said he still had questions about some items, which he wouldn’t pursue at this meeting.  The Chief said that this is using their time “chasing pennies” and that the Dept needed to concentrate on chasing the big money.

(public comment)

there were none.

                                           

5.

(DISCUSSION/ACTION) Review of cell phone usage and possible recommendation for policy change.

The discussion revolved around whether there was still a need to have 50+ cell phones in use and how they were being used.  The Chief said that if they need to re evaluate the situation vis a vis the finalization of the re design of probation services, they will.  Lui said that these costs have already been reduced some $40k since the Mayor’s directive to reduce cell phone costs.

(public comment)
there were none.

 

6.

(DISCUSSION/ACTION) Review of Dept car usage and possible recommendation for policy/procedure change.

It was the Dept’s position that there was no great problem with use of Dept cars, that fuel costs were not out of line and no abuse was apparent.

(public comment)

there were none.

 

7.

 

 

(DISCUSSION) Review Grant Acceptance Protocols.

The Chief  wanted to get a clear understanding of what process will be followed when he needs to get action to receive and use a grant from the Annie E Casey Foundation to support one more year of activities of the JDAI. Currently, the Superior Court is managing that grant, but will not continue, so this last grant will be given to the Dept to complete.  It was understood that the Chief would prepare the background, information and resolution necessary for the Commission to know what this grant will be for and what requirements will be included.  The Finance Committee was willing to let this be heard in the full Commission, if it wasn’t convenient to be discussed in committee first.

On an aside, the Chief gave a short report on the status of the Mayor’s supplemental budget request, including what the Dept had asked for. (doc.attached)

On another aside, there is going to be a scheduling crunch in the upcoming contract selection and implementation process, given the resignation of the Dir of Community Programs and the remaining staff being on vacation.

(public comment)

There were none.

 

8.

(ACTION) Request for future agenda items,  Adjournment

There being none, and no further business, the meeting was adjourned at 6:26pm.