WILLIAM T FUJIOKAChief Executive Officer

May 20, 2011

To:

From:

County of Los AngelesCHIEF EXECUTIVE OFFICE

Kenneth Hahn Hall of Administration500 West Temple Street, Room 713, Los Angeles, California 90012

(213) 974-1101http://ceo.lacounty . gov

Mayor Michael D. AntQnovich

Supervisor Gloria MolinaSupervisor Mark Ridley-ThomasSupervisor Zev YaroslavskySupervisor Don Knabe

WilliamuTFujioka"Chief Executive Officer ~

Board of Supervisors,GLORIA MOLINAFirst District

MARK RIDLEY-THOMASSecond District

ZEV YAROSLAVSKYThird District

DON KNABEFourth District

MICHAEL D. ANTONOVICHFifth District

TASKS PERFQRMED BY CEO FOR PROBATION DEPARTMENT ANDDEPARTMENT OF CHILDREN AND FAMILY SERVICES

As requested by your staff, the attached lists provide a summary of the major focusareas and routine functions CEO staff currently perform for the Probation Departmentand Department of Children and Family Services.

Please let me know what we can do to support the recently approved ordinance.

If you have any questions, please let me know.

WTF:ga

Attachments

c: Board Chief DeputiesExecutive Offce, Board of SupervisorsCounty Counsel

"To Enrich Lives Through Effective And Caring Service"

Please Conserve Paper - This Document and Copies are Two-SidedIntra-County Correspondence Sent Electronically Only

PROBATIONCurrent Assignments and Initiatives

Homeboy IndustryContract

i.The Department monitors the contract, but the review ofinvoices involves CEO staff, as, the contract is underthis office.

Health services, for youth in Probation facilities, is

provided by DHS's Juvenile Gourt Health Servicesoperations (JCHS). There are ongoing issues which

J ,'1 'Crt H Ith oftenrequire cross-cluster collaboration which isuvse,n,l ~ ,ouC'JCHeSa)", facilitated or coordinated by the CEO. Currently,thereervices .' 'ff' rt " 'd' , " t '1' 't d' his ane 0 unerway 0 imp emena newisc arge

process to ensure youths upon release obtain acomplete medical discharge and all appropriatemedications, with a plan in place for continuity of care.

Working with Probation to review the County's Title W-EWaiver funding and relatedoutcomes. In addition,conduct ongoing review of Waiver spending.

The CEO is Chair of the Executive Steering Committee,which is responsible for this Countywide Initiative that is

~. _ being_runcas_apilotinJhe-i~robation_nepartment.~CEO_ __

staff work with the Department to monitor resources andprogram progress. Primary aims are to 'reducerecidivism and to find ways of keeping youth fromentering the system through proven intervention andprevention techniques.

This Board Directive to develop an umbrella MOU tocoordinate and integrate County services provided toProbation. CEO convenes the multi-cluster workgroups

C ' h .. MOU thatcurrentlyprovideservices to the Department,

andompre ensive has developed a draft contract for this purpose. An

analysis of the recent re-entry reports is underway todetermine whether there is a nexus to the coordinationbeing sought in the MOU.

Working with Probation to determine the viabilty(financially and programmatic) of implementingadditional Day Reporting Centers. This discussion also

includes whetherthèsecenterscan be used as ameans of alternative sentencing, thereby reducingbudgetary costs.Working with Probation to provide assistance necessaryto implement the provisions of the Board approvedrecommendation forth is plan.

Working with Department, JCHS and Superior toimplement the medical discharge process in compliancewith Judge Nash's court order.

Gang Initiative

Adult Day ReportingCenter/Juvenile Day

Reporting Center

Education Reform

Medical Discharge

(Judge Nash - CourtOrder)

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PROBATIONCurrent Assignments and Initiatives

Collections ProcessReview

Re-Entry Program

ManagementAssessment

Cal-EMA GrantMedi-

Cal AdministrativeActivities (MAA)

Revenue

Working with Department and Treasurer-Tax Collectorto determine ways in which collection of rEtvenu-es canbe improved. Improvement would help reduce thestructural deficit.

Performing anaiysis/comparison, per Board direction, tocompare the recommendations of the Harvard study onjuvenile re~entry to the l)CLA study to ensure that theHarvard report's recommendations are incorporated intothe UCLA study as appropriate.

Work with Department to assist with implementation of

the recommenc;ations.

Montoring to ensure that claiming for this revenuesource is being maximized. The Department hadincluded increased' revenue in this area as part of their.

plan to close the budget gap.

The Department has a commitment under the Katie A.Probation agreement. When funding and programmâtic issues

Wraparound Services arise, work with ProbationaridDCFS to resolveproblems.

Office of Independent CEO works to assist in providing resources needed atReview (OIR) OIR's request and monitoring the OIR contract. CEO is

Contract the contract manager for the 01 R contract.

Department ofJustice

Assisting and monitoring the Settlement Agreementbetween the Departmentof Justice to implementrecommendations from the investigation of conditions atJuvenile Camps. Work closely with Department tomake sure steady progress is being made, and whenthere are problems that impede progress, work toresolve them.

Probation CaseManagementSystem The requiremenUoracase managementsystemcomes

(PCMS) Project as part

of the'DOJ SettlementAgreementfor the Halls.

PEMRS is an ITthat wil provide a system oftransferringhealth'andmental health records amonghalls and camps as required by the DOJSettementsdatedAugust14, 2004 and October 31,2008. CEOworks with Departments to monitor that steady progressis being achieved by chairing the Executive SteeringCommittee and Operations Committee, each of which

are cross-cluster. CEO takes the lead role in resolvingproblems that occur between the partners that cancause delay of this project. The Board approved thecontract in June 2010. Target completion date is

August 2011.

Probation ElectronicMedical Records

Systems (PEMRs)Project

5/20/2011 20f5

PROBATIONCurrent Assignments and Initiatives

Item Description

Annual BudgetWork with Department to developed the annual budget,ensure all changes to budget are justified and

Budget Development supported.Development Analyze Vehicle License Fees, Youth Offender Block

Revenue Grant (YOBG) and other programmatic revenuesources.

Budget Status Review the Budget Status Reports to validate currentReports year end expenditures and revenues.

AppropriationReview all appropriation adjustment requests due toDepartmental spending plan and/or changes in grant

Adjustments funding.General Finance

Hiring, S&Sand Operations

Review Hiring Requests, S&S Exception and review all

Exception and ARB ARB requests to ensure sufficient funding available andBonues work with CEO Classification/Compensation.

Review and approve all space requests to ensure theReal Estate & Space appropriate amount of space has been requested and

suffcient funding is available.

, Provide assistance with the annual Federal and Statelegislative policy development, management and

Federal & Stateadvocacy. Monitor and analyze legislation to determine

Legislative Affairs Legislationprogrammatic impact such as Juvenile Justice CrimePrevention Act (JJCPA) and proposed staterealignment. Bills currently being tracked include: AB 12,

AB 1628 and SB678.

Work with Auditor-Controller to review DepartmentalInternal and contractor audits (Group Home) on a monthly and

quarterly basis.

Audits Work with Probation in responding to several State and

ExternalFederal audits, which include the DOJ-SettementRecommendation and the Offce of the InspectorGeneral (OIG) audit.

Board Letters Ongoing review and analysis of all Board letters andcontract documents.Work with Department to draft responses to all Board

Board Relations Board Motions Motions and ensure the timely implementation of Boardapproved actions.Prepare weekly cluster agenda and meeting materials

Cluster Meetings at least 72 hours in advance for Board review andapproval.

SB 81 ConstructionWork with Department on development of project plans,

Projectassistance with complying with CSA requirements, andthe identification of financial resources for this project.

Capital ProjectsWork with Department to implement various security

Security enhancements at Hall and Camps. Convene meetingsEnhancements between Department and DPW as necessary to resolve

issues related to this matter.

5/20/2011 3 of 5

PROBATIONCurrent Assign,nenls and Initiatives

Inter-DepartmentMOU

ProbationManagement

Reorganization

5/20/2011

, 'Implementation of the DOJ/CountyCamp SettlementAgreement. Reports includes updates on DHS, Auditor-Controller andDMH hiring progess. Board orderedmonthly reporting.

Established a multi-departmental effort to:a) Create an index of all the cross agency MOUsregarding health and social services currently providedto youth within the juvenile jùštice system of existing,are in the process of being drafted or a needed.b) Create a single comprehensive MOU that, to theextent permitted by state and federal law and fundingrestrictions, better coordinate and, integrates varioushealth, mental health and social services provided toyouth within the. JuvenileJ usticeSystem.c) Develop a prioritized list of evidence-based strategiesto improve the quality of health and social services foryouth in or at risk of detention and ensure continuity ofcare as youth transition back to the community;d) Developed performance benchmarks by which theCounty can measure and report upon it succes;e) Develop a descriptive list of cross-agency servicesand timelinetimelineforcreating the MOU.

CEO, working with the Director of Personnel, CountyCounsel and the Chief Probation Officer, to exploreways in which the Chief Probation Offcer can be giventhe maximum flexibility to assemble the best possiblemanagement team, including where necessary, theability to hire individuals from outside the Departmentunder the provisions of County Charter Section 33(i), inorder to effectivelycarry out the reform andrestructuring of the L.A. County Probation Department,and provide a written report to the Board within 30 dayswith specific findings and recommendations on how toproceed to achieve the necesssryhiring andmanagement objectives. This report is pending theDepartments pending of mid-level manager positions.The original instruction of the Boardwassatisfied, butthe Departmentcommitted to reporting further change.CEO Class/Compand Budget work to ensureappropriate staff levels and budgetary resources areadequate.

40f5

PROBATIONCurrent Assignments and Initiatives

Juvenile ReentryStudy Comparison

CEO together with the Chief Probation Officer, theInterim Suprintendent of L.A. County Office ofEducation, Mental Health and Health Services to reportback to the Board on the recommendations contained inthe report by January 10, 2011. CEO to review thereentry report entitled Juvenile Reentry in L.A. County:An Exploration of the Strengths, Barriers and PolicyOptions and ensure that the Report and itsrecommendations, as deemed appropriate, areincorporated into the DCSS' report recentlycommissioned using the Youth Offender ReentryPlanning Grant receivedfromthe U.S. Deptof Labor.

Report signed on 5/18/11 ,

58 81 Site LocationReport signed 5/18/11.

Report

5/20/2011 5 of 5

DEPARTMENT OF CHILDREN AND FAMILY SERVICESCurrent Assignments and Initiatives

TitlelV-E Waiver

Work with DCFS and Probation toreviewthe County'sTitlelV-EWaiver funding, related outcomes, andrequirements for receiving an extension In addition,monitor Waiverfundin and erformance outcomes.

A ' bl, Bl112 (AB12) ParticipateintheAB 12 local

workgroup responsible forssem y i 'helping to define the Statewide AB12 Implementation Plan.

Maclaren

Public Health NursesInitiative

Emergency ResponseRedesign

Hotline

Policy Redesign

Core AcademyRedesign

lA, Command Post, &Red Team

ClETS

PerformanceManagement

Out-of-Home'CareInvestigations.

Establish and help implement Boardvisionfor Maclarenas a Communi! Resource Center.Define the roles and funding forDPH and DCFS PublicHealth Nurses in providing services to DCFS.Draft a Statement of Work (SOW) to redesign the ServiceDelivery Model using various funding: FamilyPreservation, Wrap Around, PIPD, PFF, etc. Theplanning, development, and implementation timeframesare criticaL.

Continue to reduce the Emergency Response referralsover 60 days.

Assess Hotline operations and implement changes toimprove the quality of Hotline response to EHReferrals,

Enhance web capabilities focused on policies androcedures .

Ensure the implementation of the Core AcademyRedesign with focused attention toward evaluation oftrainees.Review redundancies between units, streamlineprocesses,-'andclarify roles and responsibilities.Establish a mechanism for ensuring timely processing ofClËTS and Live Scan.peveloped recommendations to standardize' and simplifythe disciplinary practices across DCFS.Strengthen auditing/monitoring of County-contracted fostercare facilities.

DCFS Data Dashboard Develop a

Departrnent-wide data dashboardfo monitorreal-time data to ensure timely and quality services.

State System Evaluate,annually effectiveness of entire system withImprovement Plan (SIP) internal and external stakeholders.

Track the number of children and the lehgthof time

sta in at Command Post.Increase the number of warrants issued priorto childrenbein detained.

5/20/2011

Command Post

Warrants

Page 1 of 3

DEPARTMENT OF CHILDREN AND FAMILY SERVICESCurrent Assignments and Initiatives

Item Description,

Budget Annual Budget Work with department to developed the annual budget,Development Development ensure all changes to budget are justified and supported.

Budget Status Reports Review the Budget Status Reports to validate current yearend expenditures and revenues.

Appropriation Review all appropriation adjustment request due toAdjustments departmental spending plan and/or changes in grant

General Financefundinq.Review Hiring Request, S&S Exception and review all ARBand Operation Hiring, S&S Exception,request to ensure sufficient funding available and work

and ARB Bonuses with CEO Classification/Compensation.Review and approve all space requests to ensure the

Real Estate & Space appropriate amount of space has been requested andsufficient fundinq is available.

Provides major assistance/counsel to the DCFS withannual Federal and State legislative policy development,

Legislative Federal & Stateinstruction, management and advocacy. Monitor and

Affairs Legislationanalyze legislative actions to determine programmaticimpact on Department (program and budgetary), whichinclude proposed State realignment. Major bills beingtracked and/or implemented are AB12, AB 73, AB3632.

InternalWork with Auditor Controller to review departmental and

Auditscontractor audits on a monthly and quarterly basis.Work with DCFS in responding to several State and

ExternalFederal audits.

Board LettersOngoing review and analysis of all Board letters andcontract documents.Work with departments to draft responses to all Board

Board Relations Board Motions Motions and ensure the timely implementation of Boardapproved actions.

Cluster MeetingsPrepare weekly Custer agenda and meeting materials atleast 72 hours in advance for board review and approvaL.

Oversee enhancements that have been implemented perFamily and Children's Board directive including increasing participation from

Index (FCI) County and non-County agencies and the countywideDCFS Data rollout of the Communications Log (CommLog).

Sharing Projects Lead the effort to create an EMPI platform across 3Enterprise Master departments: DCFS, DMH, and DHS, that will improve

Person Index (EM PI) electronic data-sharing. Plans are to expand Countywideonce this initial pilot is implemented.

5/20/2011 Page 2 of 3

DEPARTMENT OF CHILDREN AND FAMILY SERVICESCurrent Assignments and Initiatives

Item Description

Child Fatality Data - Facilitate a workgroup to designate a single entitySingle Entity responsible for tracking and reporting child fatality data.

Senate Bil 39 (SB39)Create a new S839 unit per Board Request.

Pending Board Unit

Motions Self-SufficiencyParticipate in the development and implementation of aCounty-wide Youth Self-Sufficiencv Plan.Provide a response to aiR's findings and

OIR Auditrecommendations of Internal Affairs and PerformanceManagement and implement appropriaterecommendations.

Lawsuits Katie A.Work toward implementation of Katie A. Strategic Planwith focus on getting out of settement agreement.

DCFS Administrative and Financial areas have serious deficiencies. TheDepartment's restructuring and staffng efforts for these operations requires support

Other Important and must remain a priority.Considerations Senate Finance Committee is drafting legislation that would not authorize the renewal

of any existing or new child welfare waivers. The Department will need to closelymonitor this bill and estimate the financial and programmatic impact.

5/20/2011 Page 3 of 3