Children, Seniors & Families Committee
Wednesday, June 4, 2003
Minutes

1. WelgQme and Introdug.tipn?.

The regular meeting of the Children, Seniors and Families Committee is called to order by

Chairperson James T. Beall, Jr., at 10:07 a,m. in the Isaac Newton Senter Auditorium,
County Government Center, 70 W. Redding Street, San Jose, with Vice Chairperson Don
Gage present.

2. Public Presentations

Joe Goto, Superintendent, East Side Union High School District, expresses appreciation to
the Committee for their support and requests ongoing collaboration with East Side Union

High School District, Franklin-McKinley School District and Alum Rock Union
Elementary School District as budget reductions increase. He speaks ofthe need to develop
a comprehensive strategy to minimize the adverse effects of budget reductions on young
people and to ensure that successful programs are not eliminated.

Larry Aceves, Superintendent, Franklin-McKinley School District, expresses appreciation
to the County for support through programs provided and advises that truancy has
decreased and children are staying in school. He requests that reductions be carefully

coordinated to prevent loss ofthe advances that have been made. He expresses concern that,
unless there is collaboration, recovery from the long-term impact of the reductions will be
difficult.

Mr. Coto comments that the school districts are willing to invest the "No Child Left

Behind" resources, however, a cohesive coordinated strategy is needed to ensure that the
resources are maximized.

Chairperson Beall advises that the Board has requested the Administration to review
coordination of County school—based services with the school districts. He expresses

agreement and support for the comments made by Messrs. Coto and Aceves. Vice
Chairperson Gage expresses appreciation to Messrs. Coto and Aceves and notes the
importance of establishing communication among the entities.
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3. Approve Cnnsent. Calendar and changes to the Children, Seniors and Families Agenda.
Chairperson Beall recommends that Item Nos. 4, 7, 8 and 11 be added to the consent
calendar, however, there is a request from the public to speak on Item No. 8. On Committee
consensus, it is ordered that the consent calendar be approved, as amended including Item
Nos. 4, 7 and 11.

(The agenda is taken out of order.)

8. Accept report hack from Department of Child Support Services(PCSS)relating to
customer walk-ins and appointments.

Bruce Williams, Service Employees International Union (SEIU), Local 715, expresses

appreciation to the Board for support and leadership during the negotiations between

management and the unions. He advises that agreement has been reached on 13 items on the
list of issues regarding the reorganization of DCSS. He further advises that DCSS has
committed to collaboration with the unions to resolve the last few issues. Mr. Williams also

expresses support for the issues the Government Attorneys Association(GAA)desires t(
resolve with management.

On recommendation of Peter Dever, Director, DCSS, as noted in memoiandum dated Ju

4, 2003, and on Committee consensus, it is ordered that report back be accepted from th(
DCSS relating to customer walk-ins and appointments.

12. Accept report from Director. Social Services Agency.

Will Lightboume, Director, Social Services Agency (SSA), provides an overview of a
proposed plan for implementing a task force to study the future role ot the Children s
Shelter. He suggests that the study include fulfillment of the State requirements to address
State failure of the Child Welfare Audit by the Federal Government early in 2003. He

further suggests that the Committee maintain control of the project. He recommends that
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dialog continue through the summer of 2003 and that a report be presented in October 2003
on a vision for future utilization of resources at the Children's Shelter.

Chairperson Beall comments that Mr. Lightboume may collaborate with the Committee as
needed to further define implementation ofthe task force. Peter Kutras, Acting County
Executive, Office of the County Executive, advises that funding for this project will be

included in the budget modification presented at the Budget Hearing to fulfill both the
desires of the Committee and the State requirements.

4. Accept report relating to alternative to proposed deletion of School-Linked Services Social
Worker assigned to Gilrov I Jnified School District, and foi-ward recommendation to .lunc
2003 Budget Hearing.

On recommendation of Margo Maida, Director, Community Outreach Services, as noted in
memorandum dated May 21, 2003, and on Committee consensus, it is ordered that report be

accepted relating to alternative to proposed deletion of School-Linked Services Social
Worker assigned to Gilroy Unified School District, and forwarded to June 2003 Budget
Hearing as a Budget Inventory item with a favorable recommendation.

5. Accept report back from Department of Child Sunnort Services(DCS$)relating to potential
State penalties resulting from non-implementation of statewide-automated child suppojd
system.

The Committee considers a report from Mr. Dover, dated June 4, 2003, relating to a report
back on the Federal Automation Penalties. Mr. Dover advises that counties are required to

25 percent of the Federal Automation Penalty assigned to the State because of failure to
implement a Statewide automated child support system. He further advises that the County's
pay

share for Fiscal Year 2003-2004 is $2.4 million. Discussion ensues among Vice

Chairperson Gage, Mr. Kutras and Mr. Dever regarding the penalty. At the request of Mr.
Kutras, George Doorley, Budget and Public Policy Analyst, Office of Budget and Analysis,
Office of the County Executive, clarifies that funds for the $2.4 million penalty arc not

allocated in the budget. Mr. Kutras comments that the resources for the $2.4 million for the
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penalty will be determined in the October 2003 budget discussions. Chairperson Beall
expresses concern that the

Board needs to be aware that the funds for the penalty will be

paid from the General Fund and that the funds have not been allocated. He comments that
the County must continue to lobby for dismissal of the penalty on the counties.
On Committee consensus, it is ordered that report back be accepted relating to potential

State penalties resulting from non-implementation of statewide—automated child support

system and that infomiation regarding the status of the $2.4 million penalty be reported to
the Board in the budget report from the Committee. The Administration is requested to

provide infonuation on the fiscal impact of the $2.4 million penalty payment on the General
Fund.

6. Accept renort back from Department of Child Support Services(DCS$)relatingjQ
processing interiurisdictional child support cases.

The Committee considers a report from Mr. Dever, dated June 4, 2003, relating to a report

back on processing interjurisdictional child support cases. Mr. Dever advises that there are
six teams and that one team distributes cases evenly among the members while the othci

five teams have specialists for interjurisdictional child support cases. He further advises that
the supervisors of the teams desire to retain flexibility for deciding which method to utilize.
Chairperson Beall requests a report back on the issue of interjurisdictional child support
. Vice Chairperson Gage recommends that the report be presented in approximately

cases

six months to allow time for feedback, and that improvements or issues can be reported
before that time.

On Committee consensus, it is ordered that report back be accepted from DCSS relating to
processing interjurisdictional child support cases.

Children, Seniors & Families Committee
June 4, 2003

7. Accept report hack from Department of Child Support Services(DCSS)relating to potential
threat of State sanctions and takeover.

On recommendation of Mr. Dever, as noted in a memorandum dated June 4, 2003, and on

Committee consensus, it is ordered that report back be accepted from the Department of

Child Support Services(DCSS)relating to potential threat of State sanctions and takeover.
Q Held from Mav 21.2003 Ctem 7k Review Fiscal Year 2004 Recommended Budget foi

Department of Child Support Services iPCSS).
The Committee considers a verbal report from Mr. Dever advising that one facet of the

DCSS reorganization plan is to consolidate all staff with similar functions into the

Operations Division. He states that this will result in 580 cases rather than 570 cases for
each FSO; 48.5 positions will be targeted for elimination; and, 55 employees will be
affected by "bumping" of positions.

Mr. Dever notes that the economy ofthe County has not "turned around yet, however, the

impact on collections for child support was not evident until April 2003 when collections
became more challenging.

Mr. Dever advises that the other facet of the DCSS reorganization plan is a change in the
method of processing cases to a vertical or "cradle-to-grave" approach. Mr. Dever
recommends that a pilot project be implemented in January 2004.

Discussion ensues between Chairperson Beall and Mr. Kutras regarding the budget

reductions. Board priorities and options to mitigate the reductions in DCSS. Mr. Kutras
advises that the budget should be reviewed for one-time funding expenditures to utilize

in

restoring positions. He recommends that a $205,000 expenditure held at the June 3, 2003
Board meeting be considered as an alternative to prevent elimination of positions. Mr.
Dever advises that the $205,000 was derived from incentives for enrolling children in health

coverage and there is a requirement that it be spent before the end of this fiscal year. Mi.
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Kutras recommends further review of the circumstances regarding the $205,000 proposed

expenditure as an option for restoring positions. Chairperson Beall concurs.

Esther Lovato, DCSS employee, expresses concern that DCSS should be proactive in

making collections; that many employees of"dot.com" companies are moving out of the
State or the eountry to maintain their jobs; and, that DCSS employees are not allowed to
make international or out-of-State calls which prevents traeking down those who move out
of the area.

Margaret Triggs Olsen, DCSS employee, inquires regarding several budget items including
deletion of the Deputy Director position to avoid elimination of positions. Mr. Kutras states
that further infonuation ean be provided to the Committee.

Anne Gatts, DCSS employee, comments that the proposed budget reductions arc m the
collection area

of DCSS with two attorneys and three clerical positions targeted for

elimination. She states that collections determine future funding and that the positions
should not be eliminated.

Janet Cartwright, DCSS Attorney, directs the attention of the Committee to two handouts

entitled "GAA Proposal for DCSS Attorney Assignments if Four Full Time Attorneys are

Laid Off," dated June 2, 2003, regarding more efficient utilization of the attorneys m DCSS;

and a memorandum from Janet Cartwright, Chairperson, GAA Subcommittee for the
Attorneys at DCSS, dated June 4, 2003, relating to the California Child Support

Automation System(CCSAS)Team. Ms Cartwright expresses disappointment that the
deadline for applying for 22 positions recruited by the State for the CCSAS Project had
passed before the infonuation was received.

Marie Owens, Family Support Officer Supervisor, DCSS,requests that Family Support

Officer Supervisors be included in the next level of negofations between the union and
DCSS management.

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Laura Romero, DCSS Attorney, requests elimination of all non-essential costs and freezing
of the Deputy Director position to prevent elimination of currently filled positions.

Norina Mooney,DCSS employee, expresses appreciation to the Administration for plans to
review the budget expenditures mentioned by Ms Olsen.

Roger Hutcheon, SEIU, Local 715, expresses appreciation for progress made on

negotiations relating to the reorganization of DCSS and requests that Supervising Family
Support Officers participate in the next level of negotiations. In response to an inquiry by
Chairperson Beall, Mr. Hutcheon states that negotiations should resume regarding the
Special Tasks and Research(STAR)team. Mr. Dever comments that the intention of
management is to integrate the positions of members of the STAR team back into the DCSS
budget.

Evalina Barth, DCSS Attorney, states that several attorneys have offered to work reduced

hours to save positions, however, management has not indicated an interest in pursuing this
opportunity to reduce costs.

Discussion ensues among Mr. Dever, Mr. Kutras, Chairperson Beall and Vice Chairpeison

Gage regarding Voluntary Reduced Work Hours(VRWH). Mr. Kutras advises that the
Office of Budget and Analysis does not consider VRWH as an option to balance the budget
as VRWH is not cost effective and is more a convenience for employees. He further advises

that the Department head makes the decision regarding VRWH based on workload. Mr.
Kutras notes that any VRWH commitment will need to be for 12 months rather than six
months to assure that any budget savings last for the entire fiscal year. Vice Chairperson

Gage comments that VRWH is not usually cost effective, however, should be considered

for DCSS. He requests that Mr. Dever review the situation, in collaboration with Mr.
Kutras, and report to the Committee off agenda.

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David Phillips, DCSS Attorney, expresses coneem regarding the CCSAS packet that was
received after the deadline for DCSS employees to apply for the positions recruited by the
State.

In response to inquiries by Chairperson Beall and Vice Chairperson Gage, Mr. Dever
advises that the State will be contacted to detennine whether the deadline for the CCSAS

applications can be extended.

On Committee consensus, it is ordered that Review be accepted of Fiscal Year(FY)2004
Recommended Budget for the Department of Child Support Services.

10. Discuss bndp-et undate relating to children, seniors and families services, consider itemsjo
add to the Budget Inventory list and forward recommendations to the Board of Supervisors,

Chairperson Beall comments that the Committee budget review has been difficult because
of the severe budget reductions and the large number of employees affected by State
reductions. He reviews the Board budget strategy developed in January 2003 and notes that

the priorities include maintaining direct services; retaining employees that provide direct
services or

have direct contact with the community; and, reduction of employees through

attrition rather than lay off.

Chairperson Beall recommends that the Deputy Director position for DCSS be frozen untd
it is evident how much attrition will occur. Vice Chairperson Gage expresses concern

regarding freezing the Deputy Director position until information is provided regarding the
ratio of management to employees and a list of positions that will be restored if this position
is frozen.

Discussion ensues among Chairperson Beall, Vice Chairperson Gage, Mr. Kutras, Mr.
Dever and Susan Levenberg, Assistant County Counsel, Office of the County Counsel,

regarding scheduling of a special meeting before the Budget Hearing to discuss issues
related to the DCSS budget recommendation. Items to be discussed include seven vacant

Children, Seniors & Families Committee
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positions in DCSS; whether the grant proposal due date can be extended; review of
circumstances regarding the $205,000 held at the June 3, 2003 Board meeting; options for
utilizing funds from freezing the Deputy Director position; and, contingency plans if funds
are made available to reinstate positions targeted for layoff

On Committee consensus, it is ordered that final review of the DCSS budget items be held

to a special CSFC meeting to be scheduled next week and that the Administration provide
further information as requested.

1 1 . Approve. CSFC minutes of February 18. March 5. March 18, and April 16, 2003..
On Committee consensus, it is ordered that the minutes of the February 18, March 5, March
18 and April 16, 2003 CSFC meetings be approved, as submitted.
13. Accept report,from Director. Department of Child Support ServicQg-.
There is no report.

14. Announce next meeting of the Children. Seniors and Faiuiligs Committee on Wednesday^

Anpn^t 6 2003. 10:00 a m., in the Isaac Newton Senter Auditorium, First Floor, County
CTOvemment Center.

Chairperson Beall announces that a special CSFC meeting will be scheduled to discuss the
DCSS budget issues.

The next regular CSFC meeting will be held Wednesday, August 6, 2003, at 10:00 a.m., in
the Isaac Newton Senter Auditorium.

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Adjournment

On order of Chairperson Beall, there being no objection, the Children, Seniors, and
Families Committee meeting is adjourned at 11:53 a.m. to a special meeting to be scheduled
in the Isaac Newton Senter Auditorium, County Government Center, 70 West Bedding
Street, San Jose, California.

Respectfully Submitted,

Janice D. Fanara

Deputy Clerk of the Board

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