Final approval of this recommendation by the Board of Supervisors will not require an increase in the current fiscal year budget because current year costs will be absorbed within existing departmental appropriations. However, approval of the recommendation will require an increase in the FY 2015 appropriation. The creation of an unclassified Senior Management Analyst is estimated to cost $133,612 annualized in ongoing funds. Additionally, one-time FY 2015 costs for consulting services and related expenses are $175,000. The total estimated General Fund impact for the 18-month period is $374,468.
REASONS FOR RECOMMENDATION
At its meeting on February 25, 2014 (items 11 and 16), the Board of Supervisors approved the creation of the Santa Clara County Civil Detainer and Public Safety Release Adjudication Work Group (“Work Group”). As part of the Board’s action (item 11(d)), the Board made a referral to Administration “to determine and report through the Public Safety and Justice Committee a staffing plan and the financial resources necessary to ensure the Work Group is able to complete its work in a timely and comprehensive manner.” This report is a response to this referral.
There are numerous costs associated with the creation of a Brown Act body tasked with developing, analyzing, and exploring issues related to the criminal justice system. In particular, the Work Group has an orientation towards data gathering and analysis. We anticipate that the majority of costs associated with data collection will be borne within County departments’ existing budgets. Likewise, the Clerk of the Board will provide staffing support to the Work Group for Brown Act purposes within its current budget. Administration is committed to providing support within established budgets to the extent possible, without degrading the Work Group’s ability to succeed.
However, to be able to support the Work Group in a meaningful fashion, additional resources will be needed. At this time, Administration recommends that the Board authorize the following resources for the Work Group:
1. One Unclassified Senior Management Analyst: An 18-month unclassified Senior Management Analyst would have primary responsibility for coordination of staffing related to the Work Group. This individual would be responsible for the formation of technical subgroups to examine specific datasets for analysis and would have primary responsibility for dealing with departmental experts and non-County experts on the relevant questions for inquiry. This individual would also be able to provide dedicated and ongoing staffing support and coordination for the Work Group. The 18-month term is timed to coincide with the 18-month timeline of the Work Group. Administration examined and concluded that Senior Management Analyst is the appropriate classification for the responsibilities and duties required.
2. One-time Funds for Expert Consultant and Miscellaneous Needs: It is also anticipated that the Work Group will need the support of expert consultant resources related to data analysis during certain stages of the process. It is difficult to forecast the specific needs and exact dollar amounts this early in the Work Group’s formation; however, Administration believes that it is prudent to set aside $150,000 over the 18-month anticipated life of the Work Group for these purposes. At the end of the project, any unused amounts would be returned to the General Fund. In addition, Administration believes that it would be necessary to set aside $25,000 in Object 2 (services and supplies) funding over the 18-month period for miscellaneous needs in establishing the Work Group and implementing the staffing plan. Similarly, any unused amounts would be returned to the General Fund.
At this time, based on the proposed scope of work, timeframe, and available information, we believe that these staffing and financial resources will be sufficient for the Work Group. However, as work progresses, adjustments may need to be made depending on the progress made by the Work Group and unforeseen developments that might occur.
The recommended action will have a positive impact on children and youth by providing the Work Group with necessary resources to assist in the improvement of public safety within the County.
The recommended action will have a positive impact on seniors by providing the Work Group with necessary resources to assist in the improvement of public safety within the County.
The recommended action will have no/neutral sustainability implications.
At its November 5, 2013 meeting, the Board requested that the Office of the County Executive provide a report “relating to a proposed composition for a community working group and development of an 18-month timeline to conduct a comparison of current practices and outcomes with those of other counties that adopted the Trust Act, and additional reports through PSJC on an ongoing basis during the study period.”
On February 25, 2014 (items 11 and 16), the Board approved the creation of the Santa Clara County Civil Detainer and Public Safety Release Adjudication Work Group. The Board’s approval included action related to the composition, general work plan, and scope of work. In addition, the Board made two referrals to Administration: one regarding a staffing plan and another regarding the selection of the community members of the Work Group.
Detailed information concerning the Work Group and related referrals can be found under the reports for Agenda Items 11 and 16 from February 25, 2013, which are attached herein.
This report responds to the referral related to a staffing plan and financial resources.
CONSEQUENCES OF NEGATIVE ACTION
The Work Group would lack sufficient resources to complete its mission.