The County of Santa Clara
California

Ordinance
99797
Adopted (Final)
Feb 11, 2020 9:30 AM

Adoption of Salary Ordinance No. NS-5.20.76 amending Santa Clara County Salary Ordinance No. NS-5.20 relating to compensation of employees deleting one Office Specialist II position and one Senior Office Specialist or Office Specialist III position and adding one Emergency Planning Coordinator position in the Social Services Agency.

Information

Department:Social Services AgencySponsors:
Category:Ordinance - Salary

Multiple Recommendations

                            Introduce, waive reading, and preliminarily adopt on January 28, 2020.

                            Adopt (Final) on February 11, 2020.

Body

FISCAL IMPLICATIONS

There is no negative impact to the County General Fund as a result of the Recommended Action.

For Fiscal Year 2020, the cost for the remainder of the fiscal year for the Office Specialist II and Senior Office Specialist positions to be deleted is $30,772, with a loss of $10,462 in federal revenue, for a net County savings of $20,310. The cost of the Emergency Planning Coordinator position to be added is $22,823, with $7,760 in federal revenue and a net County cost of $15,063.

For Fiscal Year 2021, the cost of the Office Specialist II and Senior Office Specialist positions to be deleted is $192,418, with a loss of $65,422 in federal revenue, for a net County savings of $126,996. The cost of the Emergency Planning Coordinator position to be added is $144,352, with $49,080 in federal revenue, and a net County cost of $95,272.

Approval of the Recommended Action will result in a net General Fund savings of $5,247 in Fiscal Year 2020, and an ongoing savings of $31,724.

REASONS FOR RECOMMENDATION

The Social Services Agency (SSA) is recommending the deletion of one Office Specialist II position and one Senior Office Specialist position and the addition of one Emergency Planning Coordinator position in the Central Services Division within the Agency Office (AO).  This recommendation cannot be processed administratively because the positions are represented by different labor organizations.

The vacant Office Specialist II position recommended for deletion is located in Central Services’ Records Retention Unit. The Records Retention Unit is responsible for processing and fulfilling requests from SSA programs for case files stored at Iron Mountain, the County’s designated offsite records storage contractor. Additionally, the unit scans archived case files to Integrated Document Management (IDM) programs, therefore mitigating the reliance on offsite records storage. As of June 2019, the unit successfully scanned the backlog of archived case files for service departments with existing IDM configurations. Although archived case files exist for other Agency departments, IDM configurations have not been developed to support scanning of those files. Given that configuration development for those files is not anticipated until 2023, the unit no longer requires this position to support record scanning due to the reduced workload.

The vacant Senior Office Specialist (SOS) position recommended for deletion is located in Central Services Period Report Processing unit, currently located at 1867 Senter Road. The position leads a unit of clerical staff that are responsible for processing benefit documents in IDM. The unit is planned to consolidate with Central Services’ Records Retention Unit, located at 333 W. Julian St., in June 2020. The Records Retention Unit is currently led by a SOS that will act as lead over all incoming clerical staff. Central Services previously required two SOS positions due to the geographic divide; now that the units are planned to consolidate in 2020, the division no longer requires the vacant SOS position.

The requested Emergency Planning Coordinator (EPC) will be assigned to SSA Central Services’ Mass Care & Shelter Operations Unit and will report to the Senior Emergency Planning Coordinator. While the current Sr. Emergency Planning Coordinator is primarily responsible for the oversight and management of ‘outside’ issues; i.e., issues external to the SSA, the requested Emergency Planning Coordinator will be responsible for internal, SSA responsibilities.  Day-to-day duties of the position will include assisting the Sr. Emergency Planning Coordinator in overseeing the Agency’s emergency response responsibilities to support the County, in addition to planning, resourcing, conducting, and evaluating periodic training for all Agency Disaster Service Workers (DSW’s), Emergency Response Teams (ERTs), and SSA augmentees to the County’s Emergency Operations Center (EOC). The position will assist in the design, planning, execution, and ongoing evaluation of SSA’s Emergency Operational Plans, the Mass Care and Shelter Annex to the County’s Emergency Operational Plan, and will coordinate required disaster preparedness exercises. The requested position will increase responsiveness to EOC activations and effective deployment of mass care and shelter assets and resources to meet the emergent needs of County residents.

CHILD IMPACT

The recommended action will have no/neutral impact on children.

SENIOR IMPACT

The recommended action will have no/neutral impact on seniors.

SUSTAINABILITY IMPLICATIONS

The recommended action will have no/neutral sustainability implications.

BACKGROUND

SSA Central Services is responsible for the oversight and management of several administrative functions for the Agency, including mail operations, facility maintenance, fleet services, purchasing, records retention, publishing, security and safety, as well as mass care and shelter operations.

SSA is the designated lead agency responsible for Mass Care & Shelter Operations for the County of Santa Clara, as defined in the County’s Emergency Operations Plan. As such, SSA must work in close collaboration with the American Red Cross to ensure services, including sheltering, feeding, bulk distribution of emergency items, and family reunification are responsive to the County’s operational needs. To achieve this mission, the SSA must continually plan, manage equipment and prime movers, conduct equipment deployment exercises, and act as representative for the County’s EOC, as well as the Bay Area Urban Area Security Initiative (UASI).

Overall responsibility for SSA’s emergency and disaster response program consolidated within the Central Services Division in mid-2017. Review of the details of effective emergency planning and deployment at this level reveals the current staffing model is inadequate to meet the needs of the program; only one full-time position, a Senior Emergency Planning Coordinator, is assigned to directly support all Mass Care & Shelter Operations tasks, as well as manage all SSA emergency planning for multi-campus operations serving thousands of employees and clients. The existing position serves as the sole 24/7 mass care contact, mass care branch director, SSA’s Department Operations Center coordinator, and branch chief. These designations, as well as ongoing duties of Agency wide emergency response planning and training, cannot be effectively managed by one position alone.

The Employee Services Agency (ESA) supports the recommended action. The County Employees Management Association (CEMA) concurs with the recommended action. The Service Employees International Union (SEIU) Local 521 was notified of the recommended action. Upon notification, a meet and confer was requested by SEIU and scheduled.

However, the meet and confer was cancelled, per request of SEIU, and to date, the Union has not provided any dates to reschedule. The chronology of notifications and communication with SEIU are as follows:

-         November 27, 2019: 1st notification of proposed action and request for concurrence sent to SEIU via email;

-         December 2, 2019:  SEIU responds via email and requests meet and confer; County responds same day and meet and confer is scheduled for December 5, 2019;

-         December 4, 2019: SEIU sends notice to program via email, citing the need to reschedule the meet and confer due to a scheduling conflict;

-         December 5, 2019: County responds via email with additional dates and times that County attendees are available to meet and requests available dates from SEIU;

-         December 6, 2019: County follows up via email, requesting response from SEIU regarding dates and times provided for the rescheduled meet and confer. SEIU responds that meet and confer cannot be rescheduled at this time;

-         December 16, 2019: County follows up via email on outstanding meet and confer; SEIU responds that meet and confer date remains uncertain. 

CONSEQUENCES OF NEGATIVE ACTION

The Social Services Agency will not have the capacity to efficiently, nor effectively, support Mass Care and Shelter Operations and Planning.

STEPS FOLLOWING APPROVAL

The Clerk of the Board of Supervisors is requested to notify Steve Fondacaro and Daniel Crick in SSA.

Meeting History

Jan 28, 2020 9:30 AM Video Board of Supervisors Regular Meeting
RESULT:ADOPTED (PRELIM.) [UNANIMOUS]Next: 2/11/2020 9:30 AM
MOVER:Dave Cortese, Supervisor
SECONDER:Susan Ellenberg, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Susan Ellenberg, S. Joseph Simitian
Feb 11, 2020 9:30 AM Video Board of Supervisors Regular Meeting
RESULT:ADOPTED (FINAL) [UNANIMOUS]
MOVER:Mike Wasserman, Vice President
SECONDER:Susan Ellenberg, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Susan Ellenberg, S. Joseph Simitian