TULSA COUNTY CRIMINAL JUSTICE
SPECIAL SALES TAX OVERVIEW COMMITTEE'S SUBCOMMITTEE
MINUTES OF JULY 18, 2016
A special meeting of the Tulsa County Criminal Justice Sales Tax Overview Committee's Subcommittee
(STOC) washeld on Monday, July 18, 2016, in the 2ndFloor Conference Room ofDavid L. Moss Criminal
Justice Center, 300 North Denver Avenue, Tulsa, Oklahoma at 2:00 p. m. Pursuant to the Open Meeting
Law, the agenda was posted at the Tulsa County Courthouse on June 23, 2016, 9:38 a. m.
Members Present
Joe Shelton, Robyn Undieme, Dr. Donald Tyler, and Dan Witham
Members Absent
Lee Belmonte
Others Present
Christina Morrison and Brad Johnson; and Sherry Langston
CaU to Order
Chairman DanWitham called the meeting to order at 2:04p.m.
Discussion and Possible Action Concernine the Review of Payroll for the Tulsa County Criminal
Justice Authority:- Dan Witham
Chairman Witham detailed the two items for discussion includes the study heresearched online from the
Vera Institute ofJustice, The Price ofJails: Measuring the Taxpayer Cost ofLocal Incarceration, andthe
jail fund spreadsheet. Witham explainedtheVeraInstitute report pertained tojail costs aroundthe country
andbetween a yearor two old; if anyofthecommittee members findotherreports that arepertinent please
forward those to Witham andhe will sendto theremaining committee members for their review. The
spreadsheet covered salaries and benefits paid from 2013 through 2016 from both thejail fund and the
criminal justice fund and it also reflected the combinedjail fund and criminal justice fund totals. Witham
reviewed the numbers with the committee members. Christina Morrison explained the employee
advancement steps (levels) that changed and the percentages that corresponded with each step. Morrison
explained thepromotion practice comprises ofa 10% increase in pay. Steps 1, 2 and 3 were eliminated
during 2014 with those employees in those step brackets being moved to Step 4; for example, if an
employee wasin step 1 andwasbroughtup to a step 4 that employee received a 15%raise; a step 2 to a step
4 received a 10% raise a step 3 to a step 4 received a 5% raise. Dr. Tyler noted an increase to promote is a
minute thingbutto promote for a newposition results in a major increasewithMorrison agreeing.
Morrison explained some Chiefs andMajors have not been replaced; at one time there were 3 Chiefs, now
there is 1 and there were 5 Majors, now there are 2. A lot ofpositions are not being filled. In answer to
Witham's question if the plan is to fill the open positions or leave them vacant. Brad Johnson (the Sheriffs
Office Financial Advisor) explained those that need to be filled will be. Johnson summarized that during
thetime ofgreaterpayroll costs, raises weregiven andstep elimination evolved into raisesbeinggiven,
therewasgreaterovertime pay, anddeputies werebeingcertified atthejail via field training andbeingsent
to school resulting in those certified receiving raises of$15, 000-20, 000eachwhichwasthemost significant
contribution to theincrease seenoverthepastfewyears. Dueto this, stepshavebeentakento getthe
budgetundercontrol andhavingbeenmoving aggressively to right some ofthewrongs. Johnsonexplained,
looking at theinformation, it wasroughly a $3 million dollar baddecisionconcerning thehandlingofthe
personnel over the past few years. At the beginning ofthis fiscal year, staffing levels at thejail have been
set at (those that pertain to direct supervision ofinmates) 100 employees per shift equating to 300
employees at thejail and trying to hold steady with this number which is the minimum thejail should be
staffed at. Thepersonnel numbers arebeingreducedin a systematic andsafemanner; certified deputies
havebeenmoved from thejail payroll to other areas. We are already seeing a $1. 6-1. 7 million reduction in
jail payroll to close the gap for 2016-2017; we are focused and understand the sales tax revenue has been
STOC July 18, 2016
Page 2
stagnantforthepastseveral years. Theproblem iswiththeotherrevenue sourceswhichisgenerating
between $400 000-500, 000a month but it needs to generate $800, 000 a month to keepthebills paid and
paidtimely Johnsonexplainedherecommended totheCriminal JusticeAuthority (Authority) to movethe
payment ofpersonnel backtotheAuthority's fund(salestaxrevenue collections) andtheyagreedbecause
you cannot play with payroll in an inconsistent revenue stream such as the miscellaneous revenue stream.
Johnsonexplainedallpersonnel shouldbepaidfromtheproven, steadysalestaxrevenueprovidedthe
department makes adjustments gettingit backundercontrol andmovingthepayroll to a moremanageable
position. Johnson explained he believes bythe end ofthe fiscal year the goal will be accomplished m
reducing payroll by $2. 5-3 million resulting in a better position moving forward. In response to Witham's
question howmuch is theheadcountbeingreduced, Momson explained the deputy staffhasbeenreduced
by 10throughattrition, no deputiesarebeingreclassifiedanytime soon;therearecurrently 20deputieson
staff Detention Officer(DO) staffisbeingreducedthroughattrition, consolidating ofpositions, and
identifyingDOsthatcanbereplacedwithclerical staffmovingtheDOsdown-range. Johnsonexplained
reassignment andreallocation continues to bereviewed on a weeklybasisassigning employees to the areas
mostneeded. Theturnover ratecontinuesto behigh,with 14positions lost sincethelastacademybegan
withthe class consisting of20members; thenewemployees will begin July23, 2016. Inanswerto Robyn
Undieme's question ifthis is anindustry norm, Johnsonexplainedhethinks it is higherturnover withthe
percentage hovering around 30%. Morrison explained the academy has been reduced to 4 weeks and
anotherclasshasto be scheduled immediately. Discussions havetakenplace to determine whatcausesthe
struggle to hire andkeep employees with some ofthereasons asit's a hardjob, the environment, the danger
ishardto compensate for, leaving for other fields ofwork, direct supervision-it is hardto work ina pod, etc.
Most ofthose leaving arenot goingto other agencies, they aremoving to other fields ofwork. Morrison
explainedthe evening shift is thehardestto keep staffedbecausethe employee wantsto behome withtheir
family. Withamnoted$30, 000startingpayisa goodsalaryanddoesnotbelieve thepayistoo low.
Johnson reiterated the department hasrecognized the failures ofthepast, hasa firm grasp onfixingthose
failures withoutjeopardizing the safety oftheemployees orthe inmates butthe funding mechanism forjail
operations is totally inadequate; there hasto bea solution andwe cannot continue to dependon salestax
revenue which has been stagnant nor the miscellaneous revenue which has fallen. In answer to Witham's
question if advalorem taxhasbeenconsidered asa revenue source, Johnsonexplainedhefelt sure it has
been looked at but does not know howanyone could discuss it openly and Undieme explained that would be
a state legislature issue. Johnson explained advalorem tax dollars could not be used forjail operations,
though it could be used for capital improvements; Witham explained it could be used if it was voted on;
Johnson stated he thought it would have to be legislative permitted and is not sure the County could make
thatdecision Witham explained there is a lot ofrevenue from advalorem taxesthat isnotbeingused.
Johnsonexplainedthe County shouldnot haveto prop-up upjail operations. Johnsonassuredthe
subcommittee theprovidedpayroll information is accurateandonlythoseworkinginthejail arebeingpaid
from thejail operations fund. Johnson estimated $1 to $1.2 million payroll dollars are is beingabsorbed by
the general fund dueto shared personnel costs, employees that work onjail operation related tasks.
Undieme requested a report listing the shared roles and the cost of those shared roles. Undieme indicated
shehasbeencross-checkingtheinformation receivedthusfar. Asresult ofthat,Undieme's questionedthe
employees thatwere denoted bya zero, Morrison explained those arepart-time employees andtheir gross
salary is unknown until their hours worked arereceived; their salaries arenot in the system. Morrison
explainedwhere some ofthose employees arelocated. Mornson explainedthe datadidnot include
overtime pay. Johnson stated 40% could be added to the gross number to cover benefits. Morrison
explained the organizational chart and the payroll information were generated at the same time and should
STOC July 18, 2016
Page 3
match. Morrison explained volunteers are not included on the list. Undieme will provide to the
subcommittee a copy ofthe comparison once she has it completed. Witham explained though he was aware
ofthe elimination ofthe steps hewasunaware oftheimpactthatit hadonthe budget. Morrison explained
former SheriffGlanzwantedto establish salaryparity withother agenciesto bemore competitive dueto the
fact the department was losing deputies and DOsto other agencies; though in hindsight, the biggest mistake
made was having those new deputies at thejail that could have been manned by DOs; there is a $20, 000
increase in pay for the new deputies (gold badge). Witham explained some ofjail Tmstees have questioned
thejail operations fund paying for the deputies' CLEET certification. Morrison explained there is one
employee currently in CLEETtraining withno plansto sendanyadditional employees to CLEETtrainingin
the foreseeable future. Mornson explained all ofthe fieldtraining officers (FTO) have completed their
training andhave returned to thejail facility. Inresponse to Witham's questions ifthe goldbadge
employees inthejail facility have completed FTOtraining, Morrison statedyes. Johnsonexplained all gold
badge employees could not be eliminated from working in thejail facility due to incidents that could happen
inthebackorpeople whoturnthemselves in dueto warrants thathaveto beprocessed by certified deputies;
therefore, a fewgold badgeemployees areneededinthefacility. Inanswerto JoeShelton's question ifthe
transferring ofdeputies out ofthejail facility is pushing a problem on another department, Morrison
explained they are filling vacancies in other departments. Morrison saidthe department is a little behind
other counties inpay. Morrison reviewed the changes inthe categories explaining whichfundpays each
expense. In response to Witham's question what is the anticipated budget salaries, Morrison explained the
deputy payroll budget was $11. 1 million and it is now down to $9. 8 million. Johnson explained the payroll
for deputies, DOsandsupport personnel is approximately $24. 5 million. Onthe county contribution side,
Johnson explained the ICE contract will be ratified soon and are currently waiting to receive the confirming
letter; andthe department will beginto operate thecommissary receiving those revenues withananticipated
increase in revenue of $1 to $1. 5 million; we fully expect a $3 to $3. 5 million tum-around in revenues.
Johnson pointed out the real danger has to do with capital improvements; if any equipment of substantial
cost fails and needs to be replaced, it would be a struggle to secure the money for replacement. In answer to
Witham's question concerning Tulsa County suing the Department ofCorrections (DOC), Johnson
explained Douglas Wilson, District Attorney's Office, is handing the lawsuit. Johnson pointed the concern
with Tulsa County winning the lawsuit aswill DOC leave their prisoners in the jail facility; therefore what
would the net gain be? It is something to think about. In response to Shelton's question on the DOC
prisoner count and the cost of those prisoners, Johnson explained the DOC prisoner count has been reduced
since the suit was filed against DOC; it has been a -$1 million impact on the revenue stream since the DOC
suite wasfiled. DOChasbeenpulling theirprisoners out ofthejail facility quickly. Morrison explainedthe
revenue gap is goingto get bigger if the DOC revenue continues to decrease. In response to Undieme's
question if the payroll costs are reduced in relationship to the decrease of DOC prisoners, Morrison
explained not always because the DOC prisoners are spread out throughout the facility; they are not in the
samepod. Inresponse to Undieme's question concerning theAuthority's expectation ofa report, Witham
explainedhehasnot giventhem a date. Witham explainedhethinks there maybe onemore meeting to
decide what should be in the report. Sherry Langston will send the organization chart to Undieme and the
report detailing the categories to the subcommittee. Morrison will senda spreadsheet detailingthe
personnel that spenttime onjail relatedtasks andtheir costs that arenot beingcovered bythejail budget.
Johnsonexplainedthejail count hasbeen stabilized around 1500andhasbeenfor thepastfewmonths.
Witham thanked everyone for their participation andhelp.
STOC July 18, 2016
Page 4
Vote to Adiourn
Witham requested a motion to adjourn, Dr. Tyler stated "so moved", Joe Shelton seconded the motion.
Motion carried.
Aye:
Shelton, Undieme, Tyler, and Witham
Nay:
None
Abstain:
None
Meeting adjourned at 2:56 p. m.
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