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HomeMy WebLinkAboutM040782April 7, 1982 8 2- d (RECONVENE: The Board of Supervisors met at 9:00 a.m, pursuant to recess. Present: Supervisors Dolan, Fulton, Moseley, Saraceni and Chairman Wheeler. Mike Pyeatt, interim administrative officer, by Gerald Lively, deputy administrative officer; and Clark A. ' Nelson, county clerk-recorder, by Nancy Wilson, deputy clerk. CLOSED SESSION: The Board recessed at 9:14 a.m. to hold a closed session on employee issues. RECONVENE: The Board reconvened at 9:58 a.m. after holding a closed session on employee issues. No decisions were made. RECESS: 9:58 a.m. RECONVENE: 10:11 a.m. BOARD OF SUPERVISORS CONSIDERATION OF DEPARTMENT PROPOSED BUDGETS The Board of Supervisors consideration of department proposed budgets was held as continued. Chairman Wheeler stated there needs to be clarification on the Veteran Service Officers budget and Board of Supervisors budget. They will also consider Public Defender, Personnel and Auditor's budget. 636 VETERAN SERVICE OFFICER Mike Pyeatt, interim administrative officer, stated a memo was sent to the Board members on April 5, 1962 which basically gives the background on the decision made last week. They did expose four options. Mr. Pyeatt set out the proposals at this time. Chairman Wheeler felt it was important the Board clarify their position from last week. They never indicated the office was to close. This was done to make the area more fiscally responsible. She received calls and letters. -Hap Penn, veteran service officer, stated he wanted to apologize if there was a misunderstanding. He was one of many that felt there was to be closure of the Chico office. Chairman Wheeler indicated she wanted the issue cleared up in public session. She appreciated his comments. A great deal happened. She was disappointed in the comments and letters. The Board asked for cooperation. If there are any suggestions, they should be given to the Administrative Office. Supervisor Dolan felt there was a lot of confusion. She felt clear on her motion. They were to take steps necessary to release personnel in the office with less costly personnel. They were to investigate that. The memo was helpful. She talked with the Area Agency on Aging and they are willing and able to provide assistance in home visits for renewals of benefits. There are paralegals that will need to be trained. They were to reorganize and redirect. She felt Number 4 was most appropriate. Supervisor Fulton felt three fit most'of the patters he thought , they were giving direction to. He presented a copy of the proposals to Mr. Penn. Mr. Penn felt there would be a problem unless an individual worked with them on a daily basis. A clerk would reduce the professionalism. If they dropped the paper work for Social Security regarding SSI, it would take an .additional 35 days to be elgibile. It was moved by Supervisor Fulton that Option 3 be adopted: Page 388. April 7, 1982 B: a April 7, 1982 T A. Appointing one and one-half positions of clerical support for the Veteran Service Officers budget, B. Assigning the VSO signatory responsibilities to a veteran already employed by Butte County in another department. C. Continue to operate the service to veterans insofar.as it is necessary to fill out forms and facilitate the application of veterans for further veterans benefits. Motion dies for lack of a second. On motion of Supervisor Dolan, seconded by Supervisor Fulton and carried, moved to proceed with reorganization outline Option 4 as follows was approved: The option is to eliminate the present VSO compensated position and retain only the Senicr veterans Service Office Representative. The VSO responsibilities would be assigned to an eligible veteran in another depart ment, thus effecting a departmental consolidation, while remaining eligible for continuation of the state subvention. It would assume the closure of the Chico office. On a need basis, veterans Memorial Hall space would be made available for outreach. The particular advantage of this option is that the retained staff is experienced and can continue to consult with veterans on their needs, while at the same time attempting to phase down the service to become a facilitator of veterans applications for veterans benefits. AXES: Supervisors Dolan, Fulton and Chairman Wheeler NOES: Supervisors Moseley and Saraceni Chairman Wheeler at this time read into the recard a letter of retirement from Harold A. Penn to become effective April 30, 1982. RECESS: 10:36 a.m. RECONVENE: 10:46 a.m. BOARD OF SUPERVISORS BUDGET aim Johanson, auditor-controller, set out the background for determining the total figures for the 1981-82 budget. The buget under communications includes an additional $1,100. Various departments receive credits from telephone services from last year. Supervisor Lemke did have an answering service. tdike Pyeatt, interim administrative officer, stated they did distribute a memo at the request of Supervisor Saraceni regarding telephone services. Account 12, Extra Help Chairman Wheeler indicated the estimate for 1982-83 was $8,000. In 1981-82 $6,000 was appropriated and the total amount not used. She and Supervisor Dolan have used the Extra Help budget for clerical assistants. She felt $2,000 was a substantial amount to leave in this budget. Supervisor Saraceni felt leaving $500 per district would be a good figure. To be used in an emergency or if there was a problem. On motion of Supervisor Dolan, seconded by Supervisor Moseley and unanimously carried, Account 12, Extra Help, for the 1982-83 budget is to be eliminated was approved. Account 30, Maintenance of Equipment gage 389. April 7, 1982 a2- 3'' April 7, 1982 Mike Pyeatt, interim administrative officer, set out the background on maintenance of equipment. It is for the Board room equipment such as the recorder and video equipment which monitors the room. Last year they had $300 and they did over spend. The funds are there should the system break down. No action taken on Account 30, Maintenance of Equipment: Account 43, Transportation/Travel. Mr. Pyeatt stated Supervisor Fulton has chose to use a county care and they will do maintenance and service. This would come out of Account 30. Once they receive the records of the car they will Nava a better handle on the cost. At present there is $600 in Account 30. Supervisor Dolan questioned the maintenance of the sound and video system and what it was being used for. Mr. Pyeatt stated it was for security. In the old building they used a peep hole. The meeting, is monitored so staff can be available to come into the Board room. The television monitors were installed for security purposes. Mr. Lively stated at the time the building was being planned the District Attorney felt it should be installed and was there recommendation. Therq~.,was concern about someone approaching the podium. Originally the cost was $100 for the one monitor. There recommendation would be to leave it. No action taken on Account 43, Transportation/Travel or Account 30, Maintenance of Equipment. Account 33, Memberships Discussion was held regarding the amount of fees paid into various memberships. County Supervisors Association of California, $11,264; Northern California County Supervisors Association, $1,249; National Association of Counties, $1,250; Central Valley Flood Control Association, $500; Superior California Water Association, $200; for a total of $14,463. lot of them, Supervisor Moseley stated she had no problem with eliminating a On motion of Supervisor Fulton, seconded by Supervisor Dolan and imously carried, in Account 33, :Qemberships, retain $11,264 for County rvisors Association of California; reduce to $100, Northern California ty Supervisors Association; and delete to zero memberships for the awing: National Association of Counties, Central Valley Flood Control aiation and Superior California Water Association was approved. Chairman Wheeler stated there is reorganization of the old ucture of the Northern California County Supervisors Association. There equal vote for the 58 counties represented in CSAC. Account 35, Office Expense The amount in Account 35 is $16,404. It was smaller last year. e was an over expenditure. They pay for postage and expenses for the or Services newslatter which is $1,000. No action taken on Account 35, Office Expense. Account 36, Professional and Specialized Services Professional and Specialized Services discussed at this time. re is $29,000 budgeted to provide for the Grand Jury Audit of $25,000 Page 390. April 7, 1982 8 2- 'b April 7, 1982 _ _ _ _ and $4,000 for the Punicipal Code updates. There was $500 transfered last year to cover the costs. Supervisor Dolan stated it appeared what ever amount was budgeted for the audit the bids came in for that amount. Jim Johansen, auditor-controller, stated the reason for•the increase costs is the need to go on accrual basis and full balances for set financial basis. It requires more auditing technicalities and more time to test account received than in the past. On motion of Supervisor Dolan, seconded by Supervisor Moseley and unanimously carried, in Account 3b, Professional and Specialized Services to allow $18,000 for Grand Jury audit and $4,000 for Municipal Code was approved. Account 37, Publications and Legal Notices The amount in Account 37, Publications and Legal Notices is $17,000. Approximately $15,000 was expended this year. The change in SB 316 has made an increase because of budget transfers. Discussion was held regarding publications and public notices at this time. On motion of Supervisor Fulton, seconded by Supervisor Dolan and unanimously carried, Account 37, Publications and Legal Notices is to remain as proposed was approved. Account 39, Rent and Lease - Equipment Mr. Pyeatt discussed Rent and Lease of Equipment at this time. A larger cost was assumed in previous years for sound system. The $100 budgeted is in case there are any problems with the system. They-could delete the amount and come back later for a requested amount. On motion of Supervisor Fulton, seconded by Supervisor Moseley and unanimously carried, Account 39, Rent and Lease - Equipment was deleted to zero was approved. Account 41, Special Department Expense On motion of Supervisor Dolan, seconded by Supervisor Wheeler and unanimously carried, Account 41, Special Department Expense was to be deleted to zero was approved. Account 11, Salaries/Wages-Regular Discussion was held regarding Salaries/wages at this time. Chairman Wheeler stated it is important that they are asking for major consessions throughout the county family and it is important that they do it here. She felt at least a 10 percent cut off the base salary would be fair and would be setting a leadership role. Supervisor Fulton stated he brought the issue up at the previous budget hearing. It is not the same for other people, because there is no way he is going to live on the Supervisors' salary. He has his own business. He would be willing to match the 10 percent. He did not know if it was possible to have unequal salaries. Mr. Pyeatt stated two years ago the Municipal Court Judge wished to donate a certain amount of her salary to certain equipment. They are obligated to pay the salary as set out in the statutes. They created a trust and the donation was made to the county. Chairman Wheeler indicated a reduction in both salaries and travel and transportation. She felt they were related. Page 391. April 7, 1982 8 2- ~' ~* April 7, 1982 Supervisor Moseley stated they have removed $8,,000 completely from the budget so far. She did not feel they should lower the salary. Supervisor Saraceni felt it was clear to justify the time in this public sector. If you are forced to make up for the loss in the public sector they will not have time to spend the time needed for this job. Supervisor Moseley stated there were three individuals on the Board who relied on the salary for a living. Chairman Wheeler stated it was .the intent of the additional $315 to be compensation. A person could take the $315 or submit monthly mileage figures to the Auditor. It was to offset some of the expenses. Discussion was held regarding mileage and use of vehicles owned by the county. Supervisor Fulton stated the other half of his proposal was to encourage the department heads to voluntarily cut their salary by 10 percent. There is no parity in item by item in the budget. Chairman Wheeler stated she had spoke with staff. regarding the travel issue. They feel there is an even cheaper modes level which could be considered. Until they come up with an analysis, she suggested they take no action. It was moved by Supervisor Fulton, seconded by Supervisor Dolan, in Account 11, Salaries/Wages-Regular, to reduce the individual salaries by 10 percent and to encourage department heads to also reduce their salaries by 10 percent. Supervisor Moseley stated she wanted to know about the rest of the employees. Chairman Wheeler stated they set 10 percent for themselves and to send the same message to the administrative people. It was not blocking the negotiations. Vote on motion: AYES: Supervisors Dolan, Fulton and Chairman Wheeler NOES: Supervisors Moseley and Saraceni Motion carried. Account 43, Transportation/Travel was held at this time to allow staff to come back with proposals. Mr. Pyeatt stated they do not have the figures put together. Some were set in motion by Supervisor Saraceni's comments. The proposal is to purchase cars and making them available for members of the Board for two to three years and then transferring them into the motor pool. RECESS: 12:13 p.m. RECONVENE: 1:32 p.m. SUPERVISOR MOSELEY ABSENT AT THIS TIME Chairman Wheeler stated she would like to speak to the Public Defenders budget later in the afternoon. SUPERVISOR fdOSELEY PRESENT AT THIS`TIME Page 392. April 7, 1982 8 2- Apri17_1982 __ ________ ____ - _ - _ _ ~ ~ ~ W . . - - - - - - - - - - - - - - - - - - - - - - PERSONNEL BUDGET Mr. Pyeatt stated it is very short. They prepared a one page memo which can be summarized. They believe the Personnel Department is in the minimum level to what they. determine is adequate service in support of the other departments. There are no changes they would recommend. James Rackerby, personnel director, set out the past history of the Personnel procedure. Several amendments have been made to the system over the years. In August 1976 when the system was established there was a director, analyist and two clerks. Because of CETA there were additional analyists. Because of budgetary restrictions there have been cutbacks because of services. He felt the budget presented was the minimum protection of the personnel system. Some of the personnel functions have been farmed out to private contracts for health insurance and they work with the Risk Coordinator. The Personnel Budget is $173,464 of which 60 to 70 percent is funded from non discrestionary funds. He recommended they approve the budget as prepared. Mr. Rackerby stated CETA funds are paying for his time for CETA. Priority 1 is adjusting the funding of professional. Section 1 is the ability of the county to generate additional abilities. About one-half of his time is spent on CETA and one-fourth of his secretarys time is through CETA admin- istration. To transfer this would increase the revenue for the expenses they have on the personnel side. If CETA fails to exist, and he has taken it into consideration, he allowed $16,000 a year if he were tc direct CETA. If he did not spend time on CETA, he would be in labor relationship. There would be a savings of 40 percent from the General Fund from their salary. About 60 percent of his budget is non discrestionary. Some of there fees are charged out to various departments. The savings would be $12,000. If they chose 1 through 3 there would no longer be a Personnel Department. Discussion was held regarding the three options. Mr. Johanson set out the various accounts within the budget. Account 35, Office Expense is allowed from central stores, some purchase outside. Some fees were distributed in Account 71, Allocated Costs Received as many as they could were removed. On motion of Supervisor DolaD, seconded by Supervisor Fulton and unanimously carried, in the Personnel Budget to implement Priority I was approved. ADMINISTRATIVE OFFICE BUDGET Chairman Wheeler stated staff has asked that the Administrative Office budget motion from last week be clarified. Supervisor Dolan stated her intent was to eliminate the vacant position. The confusion came about because of the discussion regarding Priority I, II and III and some could be done like fiscal planning and control. Supervisor Saraceni felt the two positions covered the $32,000 amount. When they voted by Priority it was I and it was the $24,000 position. If they were looking at $32,000, he would change his vote to yes. P4r. Pyeatt stated really it was not going to be any difference. Either No. I which they set forward or the other he understood was Supervisor Dolan's motion. They wouldn't realize the savings of $32,000 unless somebody was filling the higher position. Priority I was to remain status quo. The higher classification takes a lot more in the way of knowledge, experience and value to the organization. On motion of Supervisor Dolan, seconded by Supervisor Saraceni and unanimously carried, the position of Assistant Deputy Administrative Page 393. April 7, 1982 B 2'- a' April 7, 1982 Officer, the position that-is presently vacant, be eliminated was approved. Supervisor Dolan would not make a motion for elimination of financial control. She was going back to the written part of the package. She referred to one-half of part of III, which was closest to her motion. AUDTTOR-CONTROLLER BUDGET Chairman Wheeler stated they wanted to go back and readdress the Auditor-Controller's budget. RECESS: 2:04 p.m. RECONVENE: 2:16 p.m. SUPERVISOR DOLAN ABSENT AT THIS TIME Jim Johansen, auditor--controller, set out pages 1 through 9 which lists his office and the capabilities. They set out the work load. There have been no increase in positions since 1974. The decision package outlines reduction of priorities in order. It is stretching it a point. No. I would minimize the impact in the office and the services there of. budget. Supervisor Saraceni stated there was an increase over last years SUPERVISOR DOLAN PRESENT AT THIS TIME Mr. Johansen stated there is an increase of two percent. That two percent was done after the budget was put together. It was the increase of salaries. There was an increase of $12,000 and they allowed $500 in Extra Help. Certain other departments have data processing. There is an internal service fund. The Data Processing budget is large. The control he has as a department head is what he requests from Data Processing over and above what he is getting. He does not have effective control which is the Board's responsibility. Hopefully by the fist of the year the tax correction process which might actually result in increase of Data Processing over and above what they do. It is on a batch basis. This involves Welfare. The television system is much better than the batch system. It is frustrating that there is something in the budget he does not have control over. Some counties do not charge. Data Processing would help to over come loss of critical staff. If they go by priority, he would rather they take No. 1 as it has the least consequence. If they should go below 2 his office could not function. Mr. Lively stated some of the costs do not come out of the General Fund. They are charged out to other departments. The Auditor charges out 100 percent of his budget to other user budget. Mr. Johansen stated $5,000 is charged to Welfare or they lose $20 million in welfare funding. There budget is tranferred into grant funded programs and about 25 percent level is in the General Fund to Welfare, and Mental Health. of $88,500. Mr. Pyeatt stated through Priority No. 4 there would be a savings On motion of Supervisor Fulton, seconded by Supervisor Dolan and unanimously carried, in the Auditor--Controller's budget to implement Priority No. 1 and No. 2 affecting a savings of $46,000 was approved. Mr. Johansen questioned of the two positions the internal auditor position would be vacated on June 30, 1982 and he has a clerk that plans to retire June 13, 1982. Page 394. April 7; 1982 8 2- d' 637 *~* April 7, 1982 _ Chairman Wheeler stated they had decided the decisions would be effected immediately. ~ Jim Rackerby, personnel director, stated they would not have to lay off the journey clerk and then rehire it which would possibly cost more than to just extend this person for three weeks. From a personnel side it would save time. APPROVE ECONOMIC STABILITY PROGRAM Chairman Wheeler stated last year when the budget was adopted they felt they would put together a proposal for fiscal planning together and give direction to staff to begin the budget process earlier"and with more Board input. She would hope the Board would adopt her proposal. Members are free to add or delete to firm this up. Chairman Wheeler set out from her handout Phase I, II, III and IV. They should look at purchases of fixed assets. Supervisor Dolan stated they have already voted on Number ~ and 7. Number 2 i5 to renegotiate all private contracts. Animal Control is asking for fees, but they will not effect the General Fund. She was not sure they could renegotiate for the 10 percent. She had no problem with adopting Phase I which have already occurred. She would not want to see No. 11 and 12 happen real quick. Supervisor Moseley questioned Ttem 5 the freeze of hiring additional new employees. She would like to see people in probationary periods frozen. RECESS: 3:10 p.m. RECONVENE: 3:23 p.m. It was moved by Supervisor Moseley, seconded by Supervisor Saraceni, that the Economic Stability Program for Butte County with corrections which came from Supervisor Dolan and Supervisor Fulton be accepted; to include that a freeze be placed on Item 5 of new additional employees and put a freeze in on ones in probationary periods without first placing them before this Board. Supervisor Saraceni stated he would like to add to the motion under Phase II, Item 6 which calls for appointment of Citizen Advisory Committee in paragraph 1 to start with Phase I. Discussion was held regarding appointing people to the committee. Mr. Rackerby stated the problem with extending the probationary periods is the benefits in the Personnel Rules and the contract with the Union. The hiring freeze is a management protection. It is one of the benefits employees have after having served a period of six months evaluation. Board. Supervisor Moseley stated that was not within the power of the Motion amended to delete: to include that a freeze be placed on Item 5 of new additional employees and put a freeze in on ones in probationary periods without first placing them before this Board. Vote on motion: AYES: Supervisors Dolan, Fulton, Moseley, Saraceni and Chairman wheeler NOES: None Motion carried. Page 395. April 7, 1952 8 2+ $' 638 April 7,_1982 Chairman wheeler stated Earl Nelson and Associates has prepared a study and plan and would like to come back on Tuesday and review it. The item was set for 11:15 a.m. BOARD:OF SUPERVISORS CONSIDERATION OF DEPARTMENT PROPOSED BUDGETS Discussion was held regarding budgets under discrestionary funds. The Public Health and Mental Health Departments are almost total discrestionary funds. They still should be looked at. PUBLIC DEFENDER BUDGET Supervisor Saraceni stated he would like to see it go out to bid with RFP's available. It should go out to bid as soon as possible. Chairman Wheeler referred the item to Administrative Office to work with County Counsel. Supervisor Dolan stated she would be happy to report at the next session on the Public Defender Advisory Committee evaluations. On motion of Supervisor Saraceni, seconded by Supervisor Moseley and unanimously carried, the Public Defender contract go out to bid so it is soon enough to allow people to get input from the private sector that will be equitable to the county was approved. Mr. Pyeatt stated the amount they included in budget is 8.9 percent increase over the existing contract. The contract was written with 75 percent of Consumer Price Index which is about 10 percent. There .has been discussion on a bifrocated service. Chairman Wheeler thanked the administrative staff for the time they have put in so far. They have a long way to go. She appreciated all of the help. ADJOURNMENT There being no further business before the Board at this time the meeting was adjourned at 3:46 p.m. to reconvene on Tuesday, April 13, 1982 at 9:00 a.m. ATTEST: CLARK A. NELSON, COUNTY CLERK- RECORDER nd ex-officio Clerk rd of Supervisors By Page 396. April 7, 1982