Last Tuesday’s semi-formal Budget Update devolved into another testy Get Cubbison exercise. It got so bad that Supervisor Ted Williams tossed out a motion for a Vote of No Confidence in the Auditor-Controller-Tax Collector. Williams nearly yelled: “I’ve had enough!” Fortunately, Williams’ colleagues were cooler on the subject with Chair McGourty suggesting that “a more reasoned case” was necessary. Ms. Cubbison tried to explain the various problems she’s dealing with — software shortcomings, short staffing, demands from other departments, new tasks, etc. — and the conflicting priorities she’s juggling. She also noted that the CEO’s office has plenty of analysts and access to all the budget data and reporting in the County’s financial system. But Williams refused to accept it, frequently interrupting, over-talking and angrily denouncing Cubbison for failing to submit a formal budget for her own department or delivering a carry-over report. In the end the Board “directed” that various financial documents be provided to them in the next few weeks. After doubt was expressed about the size of last fiscal year’s available carryover fund, Ms. Cubbison agreed to provide a document showing what the carryover is and how it was calculated.
Most of the problem is the legacy of former CEO Carmel Angelo who steadfastly refused to provide useful budget reports to the Board despite many requests and promises. Now that the budget has become tighter, with inflation, and revenue shortfalls and new requirements, this long neglected subject leaves people like already short-tempered Williams feeling under-informed. “It’s an issue of competence,” insisted Williams. “I’m wondering how much longer this board will tolerate it.”
Obviously, it’s going to take a while to fix this, if ever, especially given the general lack of clarity and ignorance of many of those involved. And Williams’s over-the-top petulance and shoot-from the hip accusatory approach will not help.
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$90,000 For A Washer/Dryer?
At Tuesday's board meeting Supervisor Williams wanted to know why what Williams said was just a washer and dryer for the Family and Children's Services Department was estimated to cost $90,000.
General Services Agency Director Janelle Rau: “We do provide detailed estimates for each of the projects. We are happy to provide any detail that comes forward. This is just a form that was prepared by, that was submitted by departments. So there is a cost breakdown for each of those. This one in particular could include electrical, plumbing, walls. And you're also working in a facility that was designed and built as an office unit, not necessarily housing. So there are some issues that come into play there. We reconcile every project, estimate to actual, and we also have a certain percent cost overhead that we are obligated to include in every public project so there are some cost escalations that you see in government that — you'll see it across the board. It's public contract code. It's one of those obligations we have. We are certainly willing to — and I believe every project report that we have been attaching mostly to the CEO report includes a budget to actual as well, so if there is more information this Board… We are happy to include that, but one thing I can point out too is we have a very very short window of time under this current budget, calendar and timing, to provide estimates to -- and sometimes quite significant requests for modifications and that gives you very little time to provide these estimates. We are working with the executive office to change that timing to allow our facilities project specialists who are also actively managing live projects to provide those estimates. So again we are happy to provide details on that. And I agree with the sticker shock. But I can send you that detail Supervisor Williams so that you have it for transparency, but for every project there is a very detailed estimate which includes labor and materials and any outside contracting.”
Williams then asked how many projects like this the County has per year.
Rau: “You can have anywhere from 25-100. But you are blending policies as well. Policy one has to do with contracting, but you also have Mendocino County code, and the public contracting code. Policy one is really about services. But when you are in the public contract world, if you're doing an improvement to an eligible facility, we are obligated to comply with public contract code. This board and this county has also adopted the alternate procedure in the uniform construction cost accounting, Mendocino County Code 2.33. There are certain regulations and we are almost certainly working with the CEO and we will mention the update to Policy 1 and any efficiencies we can put in place we most certainly will. But regardless of who is doing the work, we are obligated to comply with the codes and mandates.”
Williams concluded: “I appreciate the code and mandates. But we are working with children and those children need clothing cleaned. I don't care how we get there but they need a washer and dryer. I'm worried that this is not a one-off situation. This is more of a pattern in our county. Something needs to be done and we can't afford it. But when you look at why we can't afford it, it is kind of outrageous. We have a $90,000 estimate so we don't do it, rather than let's find a way to accomplish that task within our budget.”
Wait a minute. First Ms. Rau says it’s “just a form” they fill out. Then she says there are oodles of details to back it up. Then she speculates that it might have to do with walls and plumbing and stuff. Then she says it’s because of “overhead.” Then she says that even though it has oodles of details and lots of rules and “mandates,” it was done in haste. Then she says it’s because of “policies.” Then she says it’s because it’s just an ordinary part of “the public contracting world.” Then she says she’s considering some “efficiencies.” Apparently we can mix and match whatever excuse we want, whether it applies or not. PS. The CEO report does not include budget vs. actual on projects. Never has.
This self-contradictory exchange reminded us of the classic Get Smart spy spoof tv series from the 1960s when “Control” Agent Maxwell Smart was trying to convince the bad guys from “Kaos” who had captured him on their yacht in New York Harbor to let him go because, Smart claimed, the authorities were converging on them…
Maxwell Smart: You're very clever my charming little friend, but not clever enough. The moment I suspected there was something wrong with this old scow, I immediately telephoned headquarters and I happen to know that at this very minute seven Coast Guard cutters are converging on this very ship. Would you believe it? Seven!
Mr. Big: I find that pretty hard to believe.
Maxwell Smart: Would you believe six Coast Guard cutters?
Mr. Big: I don't think so.
Maxwell Smart: What if I told you I had planted an explosive charge on the hull of this boat before I came on board and it will explode and sink this ship in a matter of minutes? Would you believe that?
Mr. Big: No.
Maxwell Smart: How about two cops in a rowboat?
Mr. Big: Nope. Don’t believe it.
However, in defense of Ms. Rau and her staff, when we looked at the fine print in the actual estimate/request we read that the $90k is for much more than a washer-dryer. “Evaluate rooms 19a, 21 or 24 with regard to best availability of electric, plumbing, lighting, HVAC, structural integrity and square feet necessary to remodel one of the areas into a laundry room and shower room. The room will need a hot water heater, shower with detachable shower head, exhaust fan, HVAC air supply/returns, lighting fixtures, water resistant flooring, 220 electrical outlets, storage cupboards for towels and supplies, durable washable paint on walls and cupboards, stackable washer/dryer and if possible a new laundry utility sink. Cost estimate is for design, build and equip the area.”
So Williams was grandstanding again. Too bad Ms. Rau didn’t simply read from her own estimate.
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Sheriff Kendall reported some interesting statistics to the Supervisors on Tuesday concerning his Dispatch operation. Remember, this dispatch operation does not include the Highway Patrol, Willits, or the Ukiah/Fort Bragg separate dispatch operations which should have been consolidated long ago, but has never been followed up on.
Kendall: “Last year we received 82,905 calls to our dispatch center. That's phone calls, not radio traffic coming from patrol vehicles or from the Department of Fish and Wildlife, or Calfire, or other people we dispatch for. 16,642 were 911 emergency calls. 66,263 came from the business lines. Dispatchers speak with people during the worst moments of their lives. They walk people through when a child goes missing, or people giving CPR. They walk people through things that are just mind-boggling. Right now, many police agencies are down in personnel. We are down just one in dispatch. I almost feel guilty at times when I speak with other sheriffs that we are doing so well here. It's due to the, um… Well, it's due to the good people we have in Mendocino County.”
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