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HomeMy WebLinkAboutMINUTES - 09201994 - IO.2 TO: BOARD OF SUPERVISORS 1 .0.-2 5 ` Contra INTERNAL OPERATIONS COMMITTEE FROM: l► Costa x�• County Er;.i�Yr '4 September 12, 1994 DATE: SUBJECT: PERFORMANCE EVALUATION. OF THE AGRICULTURAL COMMISSIONER - SEALER OF WEIGHTS AND MEASURES SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . ACCEPT the attached report from the Agricultural Commissioner - Sealer of Weights and Measures reflecting the response by his Department to our Committee ' s request for data which will allow us to evaluate the performance of his Department. 2 . ENDORSE the attached memorandum from the County Administrator to County Department Heads, outlining in more detail the types of data we are interested in receiving from Department Heads as a part of our review of their performance, specifically in the following areas : • What does the Department Do? What is the mission of the Department and what programs does it operate in support of accomplishing that mission? • What resources (money, personnel, contracts with outside agencies) does the Department have available and how are they deployed? • Who does the Department serve in terms of the number and characteristics of the portion of the community which is most likely to be served by this department? • What are the Department' s performance indicators, how are they measured and what progress has there been in achieving the indicated objectives over the past year? 0 What challenges is the Department currently facing which impact or complicate its ability to perform its mission? CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINIST A LECOM NDA N OF BOARD COMMITTEE _APPROVE .OTHER JEFF SMIT MARK DeSAULNIER SIGNATURE (S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER I VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED SEP 2 0 1994 Contact: County Administrator PHIL BATCHELOR,CLERK OF THE BOARD OF cc: Jack deFremery, Agricultural CommiSSi0I1 fERv.HSORSANDCOUNTYADMINISTRATOR Sealer of Weights and Measures Sara Hoffman, Senior Deputy County Administrator George Roemer, Senior Deputy County draJniSfrat ,)AQo L DEPUTY ' f I .O.-2 • What are the Department' s objectives for the future and how will progress toward them be measured? 3 . REQUEST that all departments which have not yet made their presentations to our Committee utilize the format outlined in the County Administrator' s memorandum in an attempt to standardize and make more uniform the type of data which is presented to our Committee. BACKGROUND: On June 28, 1994, the Board of Supervisors referred to the Internal Operations Committee a request to develop a procedure which would allow the Internal Operations Committee to meet with each Department Head during the year and report on the Department' s activities . On July 11, 1994, our Committee approved a process outlined by the County Administrator, which provides for the following process : 1 . Direct the County Administrator to prepare a schedule for meeting with each department head and reviewing written reports from each department, beginning in September. 2 . Request that these reports include the following information: • An identification of the performance criteria against which the department should be measured. • A description of the extent to which the department has met the established criteria. • An explanation of areas of concern for the department. • A listing of areas in which the department will focus its efforts in the future. On August 16 , 1994, the Board of Supervisors approved a tentative schedule for these presentations which called for the first three departments to make their presentations to our Committee on September 12, 1994 . On September 12, 1994, our Committee met with Jack deFremery, Agricultural Commissioner - Sealer of Weights and Measures . Mr. deFremery had supplied the attached report to our Committee in advance so that we had an opportunity to review it before the meeting. We appreciate the information which was supplied, and recognize that this was the first of the Department evaluation meetings . The format and content of these presentations will be refined as we go along. However, we would, in the future, like to have the outline of information which is provided to us by Department Heads somewhat more standardized, as is outlined in the County Administrator' s attached memo. In addition, we need to have additional information provided on the Department ' s budget, what programs are operated by the Department and how much is spent on each in terms of money, staff and other resources, what the focus or purpose of each program is, how many individuals or families are served by each program and at what cost, and what specifically is achieved in return for the expenditure of these funds . What we really want to know is : What does this Department do, how does it spend its money and what is accomplished with the money that is spent? We will continue to meet with Departments throughout the coming year and will look forward to having the Departments ' submissions become more detailed and specific and we move along and are able to better define what we need to have included in these presentations . 2 DEPARTMENT OF AGRICULTURE Contra Costa County Date: August 29, 1994 To: Claude Van Marter, Assistant County Administrator From: John H. deFremery, Agricultural Commissioner Director Weights ,& Measures Subject: Report For Internal Operations Committee I . Performance Indicators: Pesticide Enforcement The Department places emphasis on physically being present to monitor pesticide use in the field. This provides workers and residents with additional assurances that the conditions and practices used were proper and safe. In 1991/92 the State-Wide average of applications monitored by County Departments of Agriculture was . 90% of all applications . Despite severe budget cuts since 1991/92 the Department goal is at least 1 .5% of all applications . In FY 1993/94 1 . 70% of all reported applications made in Contra Costa County were monitored by the Department. Pest Detection The Department emphasizes exclusion through inspections of quarantine commodities in order to reduce the risk of a new exotic pest becoming established in the county. The need for this emphasis is made evident by the fact that Contra Costa County residents were impacted by two pest eradication programs during the 1980 ' s . Data on 1993 activities is still not available from the State. In 1992 Contra Costa County received 3 .8% of the shipments requiring inspection in California. During this period of time our County staff intercepted 8 . 9% of the Gypsy Moth finds made in California. The State averaged one interception per 318 inspections . Our County averaged one interception per 136 inspections . Only one County in the State intercepted more Gypsy Moths than Contra Costa County. Electric Meter Inspection: Electric meter inspection has been given a higher priority due to funding provided through increased fees. The Department wishes to provide an efficient program while expanding its activities in this Page 2 Status Report area. Landlord utility charges based on electric meter readings often impact people who are on fixed incomes . This program provides both owners and renters with assurances that charges are accurate and not deceptive. During Fiscal Year 1991/92 the State average was 1 . 7 meters inspected per hour with a compliance rate of 88% . In Fiscal Year 1993/94 the Weights and Measures Division averaged 2 .7 meters inspected per hour with a compliance rate of 89% . Areas of Concern and Future Focus Conflicts at the Ag/Urban interface. Complaints by new home owners of noises, slow moving equipment, dust, pesticides, and smells due to agricultural operations are not new. However, with a growth rate that has been averaging approximately 10% per year over the last 10 years, we are constantly dealing with educating new residents about these issues. Growers complain about the apparent lack of real support they receive from the County in preserving agriculture. A "Right to Farm" ordinance has been in County Counsel ' s hands for over three years . A previous version of a Right to Farm ordinance "disappeared" without being enacted. Growers complain about the increases in traffic, vandalism, and the new restrictions which are placed on agricultural operations as a result of these conflicts . Our Department places more and more restrictions on how and when pesticides can be used. Other county agencies increase fees and permitting requirements for ag facilities, and zoning changes impact land values and uses . Each of these changes add to the cost of operating a farm in Contra Costa County. The Department will continue to work with both the public and the ag industry to mitigate the impact these two opposing forces have on each other. We will also continue to work to present a balanced analysis of ag issues to members of the Board. The Department is again working with the apple growing industry to provide an apple maggot detection program in order to insure the industry will be able to ship their product to foreign markets. This was done successfully last year at industry expense. We feel it is important to work with this $7,000,000 industry in order to help protect our Agricultural core. ' - r Page 3 Status Report The Department will continue to work with the Office of Emergency Services, Mosquito & Vector Control District, Environmental Health, County Office of Education, the University of California Cooperative Extension, Contra Costa Fire District, and the County Emergency Medical Services in coordinating education and training in response to the anticipated arrival of the Africanized Honey Bee. Educating the public and emergency response personnel will be the key to reducing serious injury when and if this new pest arrives. For the second year in a row, Alameda County has trapped a Gypsy Moth near the southwest border of our county. In response the Department has increased trap deployment in the Kensington and El Cerrito area with the hope that any possible infestation can be quickly delimited and contained. Efforts are being coordinated with Alameda County and the State Department of Food and Agriculture. Detection and Exclusion activities of new pests will continue to be a primary focus . Enforcement guidelines implementing the Endangered Species Act are an area of future concern for agriculture. Current proposed guidelines have the potential to impact agricultural operations all the way into the City of Brentwood dependent on how the San Joaquin Kit Fox range is defined. CONTRA COSTA COUNTY OFFICE OF THE COUNTY ADMINISTRATOR 651 Pine Street, 10th Floor Martinez, California 94553 Telephone: 646-4087 DATE: September 15, 1994 TO: Department Heads FROM: Phil BatcheloQp County Administrator SUBJECT: Presentations to 10 Committee on Department Performance The Internal Operations Committee is very interested in thoroughly understanding your department. In order to assist you in preparing an appropriate presentation, as well as to standardize the presentations, we have prepared a sample presentation (attached). All presentations must include: 1. Overview. Review your department's functions (i.e., what do you do?). Discuss each of your major programs. Identify the degree of discretion you have regarding each program. 2. Resources. Explain how you accomplish your department's activities. Using the program budget as a base, identify funding sources by type and condition of funding (categorical, grant, etc). Identify your staff resources by program as well as overall. Discuss affirmative action compliance and sick leave usage. Explain the role of automation in your department. Discuss your use of contracts with community-based organizations and others to fulfill your obligation. 3. Client Profile. Outline who you serve, including the numbers of clients by program, the characteristics of these clients and any eligibility for service. Clearly indicate the relationship between your department and your clients. 4. Performance Indicators/Outcomes. Present your department's performance indicators and the status of the indicators. Include measurable outcomes whenever possible. 5. Challenges. Overview the challenges facing your department, such as the changing characteristics of your clients, availability of resources, changes in funding sources, regulatory barriers, need for system changes or other types of challenges. 6. The Future. Describe future directions for your department and strategies to increase the efficiency of your operation and the effectiveness of your services. Please be as specific as possible in presenting information to the Internal Operations Committee. Feel free to include graphs, charts and tables which you believe are pertinent. You should submit 9 copies of your presentation to Claude Van Marter no later than 12:00 noon of the Wednesday prior to your scheduled presentation. For more information, please contact Claude Van Marter at 6-2602.