COUNTY OF SAN MATEO

Inter-Departmental Correspondence

San Mateo County Probation Department

DATE:

June 24, 2002

BOARD MEETING DATE:

July 09, 2002

TO:

Honorable Board of Supervisors

FROM:

Loren Buddress, Chief Probation Officer, Sheralynn Freitas, Assistant

SUBJECT:

July 24, 2002 Annual Training Meeting and Employee Awards Recognition Meeting

Recommendation:

That the Board of Supervisors approves the Probation Department's Expenditure Plan, stated in the introduction, for $15,493.03, for their Second Annual All Department Training and Staff Award Program, scheduled for July 24, 2002.

Background:

Shortly after being appointed Chief Probation Officer, I surveyed staff regarding the needs of the Department. One of the greatest needs, supported by my own meetings with staff, was for 1) improved morale and 2) to meet more frequently as a whole staff. People felt alienated from the three other Divisions in which they did not work.

In response to this significant need last year, we held a one-day all-staff training and Department awards meeting at the San Mateo County Expo Center. The event was extremely well received.

This activity had a significant impact in the results of our recent all-staff survey, which indicated last year that 81% of staff believed the Probation Department's morale had increased. Due to the positive response to this once-a-year event to train and acknowledge our staff, we planned a second event this year.

Discussion:

The question at hand is whether an expenditure of $15,493.03 for the benefit of 350 Probation Department Employees, is an appropriate expense, at the time of a County hiring freeze and when questions remain regarding the State's and County's fiscal future.

All Department heads should be responsible for prudent use of taxpayer dollars. Department heads must also address significant morale problems, because failure to do so will result in inappropriately high turnovers and significant recruitment, hiring and retraining costs. With over a 10% vacancy rate, all employees are being asked to do more to support the County at this time. An all day event would be an appropriate way to appreciate staff's extreme efforts at this time.

The Probation Department's Vision Statement stresses, among other values, "creating a positive work environment for staff." I believe very strongly in this personal and organizational value. I believe that an expenditure of approximately $44 per employee once per year to train, to thank and acknowledge our incredibly hard-working and dedicated staff, is a prudent investment in our most valuable resource, our staff.

Fiscal Impact:

The expenditure of $15,493.03 would be split between fiscal year 2002 and 2003. Approximately $5,500 is budgeted in the Administration Division budget in the current fiscal year. These funds were set aside in early 2001-02 for this staff enhancement day. The balance of this contract, $9,993.03 will be paid out of the FY 2002-03 budget. The proposed FY 2002-03 budget appropriates sufficient funding in the Service Awards (5953) and Other Department Expenses (5969) accounts.