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HomeMy WebLinkAboutMINUTES - 02261985 - 2.3 ;?0: BOARD OF SUPERVISORS � 3 Contra FROM: Phil Batchelor, County Administrator Costa DATE: February 19, 1985 County SUBJECT: Deadline for Submission of Agenda Items SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: Approve changes in the deadline for submission of agenda items for the Board's consideration effective with the agenda for March 19, as recommended by the County Administrator. FINANCIAL IMPACT: None REASONS FOR RECOMMENDATION/BACKGROUND: The current deadline for submission of items for the Board's agenda is 5:00 P.M. on the Tuesday preceding the date of Board consideration. Thus, the deadline for the February 26 agenda was last Tuesday, February 19. This deadline does not provide the County Administrator and the Clerk of the Board with adequate time to review and approve all of the items, and to type, print, and distribute the agenda and all necessary back- up materials. As a result, we have increasingly faced situations where items either had to be delayed for a week while questions were answered, or additional information was gathered, or items were put on the agenda with little or no back-up. Often, a supplemental packet of information was provided to Board members on Tuesday morning. Providing more lead time for the review of agenda items will help to insure that items coming to the Board have been adequately checked; that all information necessary to making a decision is available, and that there is enough time to properly prepare the agenda. It is being recommended that the deadline for submission of items to the Clerk or the County Administrator be 12:00 Noon on the Thursday twelve days before the Board meeting at which the item is to be considered and that this change be made effective with the March 19 Board agenda. Thus, the deadlines for the next few weeks would be as follows: Board Meeting Agenda Deadline March 5 February 26 at 5:00 P.M. March 12 March 5 at 5:00 P.M. March 19 March 7 at 12:00 Noon March 26 March 14 at 12:00 Noon These deadlines will not apply to Board Committee reports unless the Committee wishes to comply with these deadlines nor will it affect the right of individual Board members to raise personal items at a Board meeting. CONTINUED ON ATTACHMENT: X YES SIGNATURE: � l%/` /L X RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE X APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON Eehruary 96, 1985 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS X UNANIMOUS (ABSENT --- -- ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. CC: County Administrator ATTESTED February 26 , 1985 PHIL BATCHELOR, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR V M382/7.83 BY . DEPUTY1 h -2- If approved by the Board, the attached notice of the new deadlines will be distributed to all Department Heads. 1 DEADLINE FOR SUBMISSION OF AGENDA ITEMS The deadline for submission of agenda items by departments is 12:00 Noon on Thursday for the Board meeting a week from the following Tuesday. The County Administrator's staff will review all items between Thursday noon and Friday at 5:00 P.M. If any items are incomplete, or additional clarification is needed, department staff will be advised either late Friday or first thing Monday morning. Staff from the County Administrator's Office and appropriate department staff will then work cooperatively to try to insure that all needed information is together by 5:00 P.M. Tuesday. Agenda items which are complete by 5:00 P.M. Tuesday should appear on the next Tuesday's agenda. Minor adjustments may be made on Wednesday if additional information is identified when the County Administrator, County Counsel , and Personnel Director review the agenda on Wednesday morning. By 4:00 P.M. Wednesday a final decision must be made on which items to include on the agenda. The Clerk of the Board then has Thursday to make final corrections to the agenda, get it printed, and assemble the Board Members' packets. These have to be finished at 5:00 P.M. Thursday so they can be sent to the Board Members first thing Friday morning. .j TO: BOARD OF SUPERVISORS Contra FROM: Phil Batchelor, County Administrator Costa DATE: February 19, 1985 County SUBJECT: Preparation of Board Agenda Items SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: Approve changes in the format for submission of reports to the Board of Supervisors as recommended by the County Administrator. FINANCIAL IMPACT: None. REASONS FOR RECOMMENDATION/BACKGROUND: Concern has been expressed about the form and adequacy of some of the materials submitted to the Board for its consideration. In some cases too little information has been supplied to the Board. I'n other cases, too much irrelevant information has been supplied. Frequently, information is supplied in a variety of formats which has made it difficult for our office and the Board to rapidly review and reach a conclusion regarding its adequacy. I am, therefore, recommending implementation of a standardized format for Board reports, the outline and explanation of which is attached. This format, which presents the recommended action first, will allow a more rapid review of agenda material . In addition, the inclusion of a standard discussion of the financial impact of the recommended action should assist the Board in being aware of the financial implications of approving the action. Following the financial discussion will come additional justification and background material relating to the recommended action. This format will be used with all Determination items, all Contracts, and most Consent items on the agenda. It will obviously not be entirely relevant for some items, such as statutory actions, honors and proclamations, adoption of ordinances, appointments, resignations, and claims. However, even with most of these actions, we will use this format to the extent it is applicable, as well as placing the information on the existing Board Order format rather than using a variety of other types of correspondence. This format cannot, of course, be used for the correspondence portion of the agenda since that section mormally includes letters from outside individuals and agencies. As we begin to use this new format, I would appreciate any comments or suggestions from Board Members which will help to improve the manner in which the agenda is presented to you. CONTINUED ON ATTACHMENT: X YES SIGNATURE: � J�- iL' F✓C.0 �'CE�/z� /6�F�(/l�"t1_ . RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURES) yAilll ACTION OF BOARD ON February 26. 1985 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS X UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. CC: County Administrator ATTESTED Fab'r-laeary 26'i-198 S PHIL BATCHELOR, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR I M362/7-e3 BY DEPUTY OUTLINE FOR BOARD REPORTS TO: FROM: DATE: SUBJECT: I . RECOMMENDED ACTION: II. FINANCIAL IMPACT: III. REASONS FOR RECOMMENDATION/BACKGROUND IV. CONSEQUENCES OF NEGATIVE ACTION: Additional explanation of each section follows: "TO.": Normally, this will be "Board of Supervisors" although there may be instances where addressing the report to the County Administrator will be more appropriate. This would be the case, for instance, where your report is only part of a larger report and several such reports must be consolidated for submission to the Board. "FROM": Normally, this will be the Department Head, particularly in smaller depart- ments where the Department Head should personally review and approve all items going to the Board. In larger departments, the Department Head should still approve all policy matters going to the Board and, thus, his or her name should still appear here. Approval of more routine items may be delegated to others in the department, but it remains the responsibility of the Department Head to clarify with his or her staff what items may be approved by which individuals, and how to advise the County Administrator' s Office of delegated authority to submit agenda items. "DATE": The date should be the date the report is prepared. Board Committee reports, however, should be dated the date of the Committee meeting which produced the report. "SUBJECT" : This line should clearly identify the program area covered by the items and should be specific enough so it can readily identify for the reader the general topic of the following material . This will also assist the Clerk of the Board in filing the material for their permanent records. "I. RECOMMENDED ACTION" : The wording of this section is critical because it represents the official record of the actions taken by the Board. Regardless of the additional information included in the following sections, this section needs to contain all of the actions the Board is to take and only those actions. This section should begin with a verb and should be a complete sentence. Examples are: "Approve. . .", "Authorize . . .", "Accept. . .", followed by the specific action you want taken. If the Chair of the Board or Department Head is being authorized to sign a contract you should be explicit about this, such as "Approve and authorize the Chair (or Public Works Director, etc. ) to execute on behalf of the County a contract with in the amount of $ for the period July 1 , 1984 - June 10, 1985 for the provision of If more than one action is being taken, or more than one recommendation is being made, these should be separated into different paragraphs and numbered accordingly. -1- Outline for Board Reports Page 2 "II . FINANCIAL IMPACT": This section is designed to clarify exactly what funding is being recommended. This section should detail how much funding is from federal , state, county, and other sources. This section should also specify whether the funds were contained in the adopted budget and, as appropriate, in which line item and budget unit. If the funds were appropriated after adoption of the budget, the Appropriation Adjustment number and date approved by the Board should be included here. If the funds have not been appropriated, this should be indicated with a description of the source of the funds. If county funds are involved, it is particularly critical to identify where these funds are budgeted, or how they will be supplied (internal transfer or transfer from another budget unit) and when. If the item involves additional revenue to the county, the same detail should be supplied regarding whether the revenue was anticipated in the adopted budget, has already been appropriated, or has yet to be appropriated, and the source of the funds. If this program will continue into the next fiscal year, also include the full year cost. This section will be reviewed carefully by our budget staff and should provide enough information to permit prompt verification of what is stated. If the recommended action clearly has no financial impact, this section may be eliminated, or included with "None" as the explanation. "III. REASONS FOR RECOMMENDATIONS/BACKGROUND": This section should be outlined to correspond with the recommendations in Section I, and should provide the specific reasons why you are recommending the action. Where appropriate, any statutory reference which authorizes or requires the program or action to be taken should be included in this section. Also in this section, please succinctly provide any necessary or appropriate historical information. In particular you should reference prior actions and dates when the Board authorized a program, approved a grant application, or otherwise were involved in actions which preceded the current action. You may want to include a paragraph detailing the staff work which has gone into development of the present recommendation. Where the recommended action supersedes or amends a prior action of the Board, please reference the Board Order date, Resolution Number, or Ordinance which is being affected. This will also help the Clerk of the Board index the current action back to corresponding prior actions and will help us locate prior files on this subject. If additional positions are required as a result of this action, they should be identified here, fully justified, and any related P-300's identified, particularly if the necessary personnel actions are not going to the Board at the same time, or have already been approved. "IV. CONSEQUENCES OF NEGATIVE ACTION" : Use of this section is optional . In this section you should identify as clearly and accurately as possible the answer to the question: "What will happen if we don't approve this recommendation"? The answer to this question should include factual statements which are subject to independent verification, such as workload or caseload data, loss of specified federal or state funds, failure to comply with a specified federal or state law or regulation, or failure to comply with prior Board Orders directing specified actions. Please do not use generalized statements, such as "inability to get our work done"; "will be out of compliance with the law", or "valuable program will have to be terminated". Such statements, while they may be true, are not subject to independent verification because they are not adequately explained. Outline for Board Reports Page 3 From time to time, you may need to include a very brief cover memo, including information that does not need to be shared with the Board, such as the particular urgency that should be given to our review, and the member of your staff who should be contacted for further information, etc. However, the report to the Board should be complete and self-sufficient. EXAMPLE ONLY To: BOARD OF SUPERVISORS Contra rR0M: Richard Rainey, Sheriff-Coroner Costa DATE: September 10, 1984 County SUBJECT: Application for Drug Abuse Funds SPECIFIC—REOU-EST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I . RECOMMENDED ACTION: Approve, authorize Chair to execute on behalf of the County , and authorize the Sheriff-Coroner to submit to the United State Department of Justice, application for $150 , 000 in federal funds for the period October 1 , 1984 - September 30, 1985 for the purpose of assisting law enforcement agencies in Contra Costa County to combat drug abuse . II . FINANCIAL IMPACT : This application for federal funds requires a 20% local match ($30 , 000) for a total program of $180, 000. If the funds are granted, three- fourths of the revenue ($112, 500) and three-fourths of the local match ($22 , 500) will be budgeted in the 1984-1985 budget submitted by this office. The balance of the funds will be budgeted in the 1985-1986 fiscal year because the federal fiscal year includes portions of two county fiscal years. Because we view this proposed program as so vital, internal transfers will be made to provide the local share. Specifically, one Deputy Sheriff will be transferred from the Patrol Division to this program and his budgeted salary and benefits used as the local share . III . REASONS FOR RECOMMENDATION: Enforcement of laws against the possession and sale of specified drugs are the responsibility of the Sheriff-Coroner in the unincorporated area of the County. These responsibilities remain regardless of whether or not other funds are available for this purpose. This appli- cation, if granted, will increase the effectiveness of the Sheriff- Coroner in apprehending those who provide drugs to young people in our high schools . IV. _3ACKGROUND: - The United States Department of Justice , which is fully aware of the growth in the use of drugs amoung young people -and the free access the have to such drugs , has made money available to local law enforcement agencies to intensify the investigation and apprehension of drug deale x CONTINUED ON ATTACHMENT: YES SIGNATURE: 1` RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER _ VOTE OF SUPERVISORS UNANIMOUS (ABSENT > I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. ATTESTED J.R. OLSSON. COUNTY CLERK AND EX OFFICIO CLERK /O^F} THE BOAT !A)d.2/7.83L V ,. . �. �Y DEPUTY -2- 1%7 (continued) If approved, the grant funds plus local match will provide $180 , 000 _which will be used to increase the .Sheriff-Coroner 's ability to investigate and apprehend drug dealers , particularly those who are known or suspected -of providing, drugs on or near high school campuses . If the application is approved, a request will be made for three (3) additional Deputy Sheriffs plus a patrol vehicle to be paid for from the grant funds . These are in addition to the one position trans- ferred internally to provide the local share. This application represents the first. of a three-year program. Approval of the initial grant places the County in a good position to receive grants of a similar size in the second and third years of the program. _ 'This application has been discussed with the County Drug Abuse Board which has submitted a letter in support of the application. V. CONSEQUENCES OF NEGATIVE ACTION: _ __Failure to approve this application will make it more difficult to provide the intensified investigation and apprehension of drug dealers. The application sets as a goal for the first year the apprehension of five (5) drug dealers above the level of apprehension accomplished in the 1983-1984 fiscal year . Failure to approve the application will run the risk of leaving these drug dealers on the streets continuing to sell drugs to high school students , thereby causing untold harm to the students ' families and increased costs to the juvenile justice system and drug programs to treat those juveniles who become involved in drug abuse . cc : County Administrator Sheriff-Coroner U. S . Department of Justice - (via Sheriff) Auditor-Controller