Yolo County Response to: Collections and Probation: The System is Broken

R1

By December 31, 2015, the Chief Financial Officer, in coordination with the Chief Probation Officer, shall modify the probationer monthly billing statement so that fees are identified and fully explained, including: initial fees, date, balance carried forward, new charges, adjustments, payments and current balance due by type of fees. Chief Financial Officer and Chief Probation Officer response: This recommendation will be implemented

R2

By September 30, 2015, the Chief Financial Officer, and the Chief Probation Officer, in coordination with the County Administrator, shall create a unified business process diagram of the probation fee generation and collection process. This diagram shall include the probationer’s first contact with probation, case closure, and all processes in between. The diagram shall be designed to be used for process improvement, training and orientation of staff, and as a blueprint for new software if that becomes appropriate. Chief Financial Officer, Chief Probation Officer and County Administrator response: This recommendation has been implemented (business process diagram attached).

R3

By September 30, 2015, the Chief Financial Officer and the Chief Probation Officer shall establish protocols for improved communication between YCCS and Probation. These protocols shall include regular meetings, joint training, shared and updated manuals, clearly identified responsibilities, and shared access to information including probationers’ account status and current contact information. Chief Financial Officer and Chief Probation Officer response: This recommendation is in the process of being implemented. The departments have begun meeting monthly to update manuals and define responsibilities with an expected completion by the end of December 2015. Once complete, the departments will continue meeting quarterly to maintain improved communications.

R4

By September 30, 2015 the Chief Financial Officer shall create and publish quarterly reports indicating fees billed, fees collected, outstanding balances (accounts receivable) and amounts in delinquency (aging reports). Chief Financial Officer response: This recommendation will be implemented

R5

By December 31, 2015, the Chief Financial Officer, in coordination with the Director of Human Resources, shall determine if additional staffing or funding is needed to efficiently process returned mail. Chief Financial Officer and Director of Human Resources response: This recommendation will be implemented

R6

By October 31, 2016, the Chief Financial Officer, in coordination with the Chief Probation Officer, shall implement a single accounting and collection software system to facilitate interdepartmental sharing of the probationer’s individual financial account information and probationers’ addresses updated in real time. Chief Financial Officer and Chief Probation Officer response: This recommendation will not be implemented because it is not warranted. Probation is already in the process of improving its case management system to better track address information. This is expected to improve interdepartmental sharing of information beginning in early 2016. Adult Probation Fee Collection Process –Work Program Fee (In-County) fo tnemtrapeD noitaborP laicnaniF tnemtrapeD secivreS August 2015 Client returns to Probation tracks fee Probation considers Probation files Client released from Probation in person payments and sends fee payment completion letter jail to schedule notice if not paid in extension requests after all fees paid orientation full Client to go to YCCS YCCS establishes an Monthly account to pay work YCCS to consider fee account in Revenue statement mailed program reductions Results administration fee Adult Probation Fee Collection Process –Work Program Fee (Out-of-County) fo tnemtrapeD noitaborP laicnaniF tnemtrapeD secivreS August 2015 Client arrives with Client returns to Probation makes Probation files out-of-county court Probation in person copies of court completion letter papers for work to schedule papers after all fees paid program orientation Client to go to YCCS to pay work YCCS establishes an Monthly account program account in Revenue statement mailed administration fee in Results full (no reduction) Adult Probation Fee Collection Process –Adult Supervision Fee fo tnemtrapeD tnemtrapeD noitaborP laicnaniF secivreS August 2015 Probation files After sentencing, Referral received Client meets with report and charges charge monthly Probation term ends from Court Probation Officer pre-sentencing supervision fee investigation fee Probation case No, address is system creates flag Is this client’s first updated in to stop charge time on probation? probation case monthly supervision system fee YCCS stops posting Monthly account Yes, is sent to Address is updated YCCS posts monthly monthly fee at the statement mailed YCCS for account in YCCS revenue supervision fee end of probation creation system term