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Home My WebLink AboutBOARD STANDING COMMITTEES - 02062023 - Finance Cte Agenda Pkt FINANCE COMMITTEE February 6, 2023 8:30 A.M. REVISED LINK Join from PC, Mac, Linux, iOS or Android: https://cccounty-us.zoom.us/j/85892549524?pwd=Vm52L1ZRcmxudEVYVGVwd0RxSEJMUT09 Or Telephone: USA (214) 765-0478 USA Toll Free (888) 278-0254 Conference code: 894519 To slow the spread of COVID-19, in lieu of a public gathering, the meeting will be accessible via Zoom to all members of the public as permitted by Government Code section 54953(e). Supervisor John Gioia, Chair Supervisor Federal D. Glover, Vice Chair Agenda Items:Items may be taken out of order based on the business of the day and preference of the Committee 1.Introductions 2. Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). 3. RECEIVE and APPROVE the Records of Action for the November 7, 2022 Finance Committee meeting and Finance Committee special meeting on January 23, 2023. 4. DISCUSS the role of Measure X Community Advisory Board and proposed changes to their bylaws. (Mariana Moore, MXCAB Chair) 5. CONSIDER options for Measure X oversight (Adam Nguyen, County Finance Director) 6.The next meeting is currently scheduled for March 6, 2023. 7.Adjourn The Finance Committee will provide reasonable accommodations for persons with disabilities planning to attend Finance Committee meetings. Contact the staff person listed below at least 72 hours before the meeting. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to a majority of members of the Finance Committee less than 96 hours prior to that meeting are available for public inspection at 1025 Escobar St., 4th Floor, Martinez, during normal business hours. Public comment may be submitted via electronic mail on agenda items at least one full work day prior to the published meeting time. For Additional Information Contact: Adam Nguyen, Committee Staff Phone (925) 655-2048 adam.nguyen@cao.cccounty.us FINANCE COMMITTEE 2. Meeting Date:02/06/2023 Subject:RECEIVE public comment from the Budget Justice Coalition Submitted For: John Gioia, District I Supervisor Department:Board of Supervisors District I Referral No.: N/A Referral Name: RECEIVE public comment from the Budget Justice Coalition Presenter: John Gioia, District 1 Supervisor Contact: John Gioia, District 1 Supervisor Referral History: Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). Referral Update: Attached is the letter received on February 2, 2023 for public comment from the Budget Justice Coalition. Recommendation(s)/Next Step(s): Attachments Letter from Budget Justice Coalition received 2/2/23 Contra Costa Budget Justice Coalition 3260 Blume Drive, Suite 110, Richmond CA 94806 www.budgetjusticecc.org 510.672.4799 1 February 2, 2023 Supervisor John Gioia, Chair, Finance Committee Chair Supervisor Federal Glover, Finance Committee member cc: Board of Supervisors members Candace Andersen, Diane Burgis, and Ken Carlson Monica Nino, Chief Administrative Officer Adam Nguyen, County Finance Director Tim Ewell, Chief Assistant County Administrator Dear Finance Committee members Gioia and Glover: When the Budget Justice Coalition presented at the annual Budget retreat, the Budget Justice Coalition (BJC) supported the County’s commitment to focusing on equity. BJC lauds this public commitment to equity and looks forward to partnering with County lea ders to explore and implement specifically around the budget process. We highlighted models that have worked for many counties across the United States and provided you with recommendations on engaging community to be part of the process. As a Coalition that supports inclusive, transparent, and resident-led priority setting in all aspects of the county budgeting process, we are writing today to share our expectations and concerns regarding the ongoing role of the Measure X Community Advisory Board in representing and modeling a strong and community-inclusive public budgeting process. In addition, we request clarification regarding the intended disposition of the approximately $36.2 million in projected surplus Measure X revenue. What process and criteria will be employed to allocate these remaining funds? How will residents and community stakeholders provide input on funding priorities? The Board of Supervisors has a responsibility to the County and to the broader community to ensure that the public is regularly informed about the status and impact of Measure X-funded projects, and that stakeholders continue to have access to an ongoing forum in which to share community-driven needs, ideas, and feedback. We urge you to support MXCAB to continue serving in this vital role of sharing Measure X information with the public, building trust and engagement with diverse communities, serving as ambassadors to assure the public of the integrity of the Measure X allocation process and conveying timely information on the status and impacts of Measure X-funded programs and services. Contra Costa Budget Justice Coalition 3260 Blume Drive, Suite 110, Richmond CA 94806 www.budgetjusticecc.org 510.672.4799 2 On behalf of the members of Budget Justice Coalition, Sara Gurdian, Program Manager Members 350 Contra Costa AFSCME Local 2700 Alliance of Californians for Community Empowerment (ACCE) Contra Costa Asian Pacific Environmental Network Bay Area Community Resources Choice in Aging Community Clinics Consortium Contra Costa Immigrant Rights Alliance Contra Costa Labor Council Contra Costa Office of Education Counseling Options and Parent Education (C.O.P.E) East Bay Alliance for a Sustainable Economy East Contra Costa Community Alliance Ensuring Opportunity First 5 Contra Costa/Family Economic Security Partnership Food Bank of Contra Costa Great Richmond Interfaith Program Healthy Contra Costa Human Services Alliance of Contra Costa IFPTE Local 21 League of Women Voters Diablo Valley Local Initiatives Support Corporation Meals on Wheels Senior Outreach Monument Impact Multi-Faith Action Coalition Planned Parenthood of Northern California Racial Justice Coalition Richmond Community Foundation Richmond LAND Rubicon Programs Safe Return Project SEIU Local 1021 Contra Costa Budget Justice Coalition 3260 Blume Drive, Suite 110, Richmond CA 94806 www.budgetjusticecc.org 510.672.4799 3 SURG United Latino Voices And many residents of Contra Costa FINANCE COMMITTEE 3. Meeting Date:02/06/2023 Subject:Receive the Records of Action for the Finance Committee Submitted For: Monica Nino, County Administrator Department:County Administrator Referral No.: N/A Referral Name: Record of Action Presenter: Adam Nguyen, County Finance Director Contact: Adam Nguyen (925) 655-2048 Referral History: County Ordinance requires that each County body keep a record of its meetings. Though the record need not be verbatim, it must accurately reflect the agenda and the decisions made in the meeting. Referral Update: Attached are the Records of Action for the November 7, 2022 Finance Committee meeting and Finance Committee special meeting on January 23, 2023. Recommendation(s)/Next Step(s): RECEIVE and APPROVE the Records of Action for the November 7, 2022 Finance Committee meeting and Finance Committee special meeting on January 23, 2023. Fiscal Impact (if any): None Attachments Draft Record of Action - 11/7/22 Draft Record of Action - 1/23/23 D R A F T FINANCE COMMITTEE RECORD OF ACTION FOR November 7, 2022 Supervisor John Gioia, Chair Supervisor Karen Mitchoff, Vice Chair Present: John Gioia, Chair Karen Mitchoff, Vice Chair Staff Present: Adam Nguyen, Finance Director 1.Introductions The meeting was called to order at 9:01 AM. 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). No one requested to speak during the public comment period. 3.RECEIVE and APPROVE the Record of Action for the October 3, 2022 Finance Committee meeting. The Committee approved the Record of Action from the October 3, 2022 meeting as presented. 4.RECEIVE report on Countywide Single Audit for the Fiscal Year ending June 30, 2021. The Committee received the report on the Countywide Single Audit for the Fiscal Year ending June 30, 2021. Chief Assistant County Administrator, Tim Ewell, and David Bullock, auditor for Macias, Gini, and O'Connell, LLP, provided background and discussed findings from the report. Comments were received from two members of the public. 5.The next meeting is currently scheduled for December 5th, 2022. 6.Adjourn The meeting was adjourned at 9:29 AM. For Additional Information Contact: Adam Nguyen, Committee Staff Phone (925) 655-2048, Fax (925) 655-2066 adam.nguyen@cao.cccounty.us D R A F T FINANCE COMMITTEE RECORD OF ACTION FOR January 23, 2023 Supervisor John Gioia, Chair Supervisor Federal D. Glover, Vice Chair Present: John Gioia, Chair Federal D. Glover, Vice Chair Staff Present: Adam Nguyen, Finance Director 1.Introductions The meeting was called to order at 8:33 AM. 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). Public comment was received by one member of the public. 3.PROVIDE direction to the County Administrator on where to source volunteers to serve on the Innovation Fund Review Panel. Julie Enea, Senior Deputy County Administrator, provided background on the Request for Proposals process for the Measure X Innovation Fund and sought direction from the Finance Committee on selection criteria for the composition of the volunteer scoring panel. The Finance Committee provided direction to compose a panel of 7 members, representing geographic and racial diversity, including: (2-3) members to be referred by County commissions and advisory boards (2) Contra Costa Funders Forum (1-2) County staff from County Administrator, Health Services, and/or Employment and Human Services, and (1) Contra Costa Regional Health Foundation Public comment was received from three members of the public. 4.The next meeting is currently scheduled for February 6, 2023. 5.Adjourn The meeting adjourned at 9:30am. For Additional Information Contact: Adam Nguyen, Committee Staff Phone (925) 655-2048, Fax (925) 655-2066 adam.nguyen@cao.cccounty.us FINANCE COMMITTEE 4. Meeting Date:02/06/2023 Subject:Measure X Community Advisory Board Role and Bylaws Submitted For: MEASURE X Com Advisory Board, Department:County Administrator Referral No.: 2023:2 Referral Name: Measure X Community Advisory Board Role and Bylaws Presenter: Mariana Moore, MXCAB Chair Contact: Mariana Moore Referral History: The Measure X Community Advisory Board chair requested discussion of the advisory body's role. Referral Update: The Measure X Community Advisory Board Bylaws, as adopted by the Board of Supervisors on April 27, 2021, and proposed revisions to the bylaws are attached for discussion. Recommendation(s)/Next Step(s): DISCUSS the role of Measure X Community Advisory Board and proposed changes to their bylaws. Attachments Measure X Community Advisory Board Bylaws Proposed bylaws revisions - 12/14/22 Measure X Community Advisory Board Operating Principles MXCAB letter to the Board MXCAB presentation 1 CONTRA COSTA COUNTY MEASURE X COMMUNITY ADVISORY BOARD BYLAWS (adopted by the Board of Supervisors on April 27, 2021) Article I – Purpose A. The Measure X Community Advisory Board (the “Advisory Board”) was established by the Board of Supervisors on February 2, 2021 to advise the Board of Supervisors on the use of Measure X transactions and use tax funds. The main responsibilities of the Advisory Board are: 1. Overseeing an annual assessment of community needs, focusing primarily on the priority areas identified in the Needs Assessment, including emergency response (fire/medical), health care, safety net services, preventative care, affordable housing, and supports for early childhood, youth, families, and seniors. 2. Creating detailed priority lists of the top ten service gaps (county‐ and community‐provided) based on the results from the needs assessment. 3. Using the assessment to make general funding priority recommendations to the Board of Supervisors on 95% of the revenue generated by Measure X. 4. Providing an annual report on the outcomes and impact of allocated funds. 5. The Advisory Board committee shall initially meet as needed and thereafter shall meet quarterly. Article II – Membership A. Composition: 1. The Advisory Board shall consist of 17 members, composed of 10 Supervisorial District appointees (2 per Supervisorial District) and seven (7) At‐Large appointees. 2. The Advisory Board shall include ten (10) alternates. Alternate members have made a commitment to attend the meetings and gain the understanding of the issues and each other’s viewpoints needed to reach agreement on recommendations. Alternate members are expected to attend all regular Advisory Board meetings and may participate fully, except that they may not vote unless substituting for an absent member as described below. Alternate members may not serve as elected officers but may serve on ad hoc or standing committees of the Advisory Board. a) One (1) alternate shall serve on the Advisory Board for each Supervisorial District Appointment for a total of five (5) District alternates. The role of District alternate is fully interchangeable with that of regular District appointed Advisory Board members. A District alternate may not vote unless substituting for the respective absent District appointed members. b) Five (5) alternates shall serve on the Advisory Board as At‐Large alternates. The role of At‐Large alternate is fully interchangeable with that of regular At‐Large Advisory Board members. At‐ Large alternates may fully participate and voice opinions but may not vote unless substituting for an absent At‐Large member. 2 B. Eligibility: 1. General: The Advisory Board shall be composed of members representing broad and diverse voices, perspectives and expertise, including but not exclusive to: budget justice advocacy, children’s services, community health, consumer advocacy, faith leadership, senior services, fire and public safety protection, housing and homelessness, labor union representation, legal advocacy, local businesses, mental health services, non‐partisan civic organizations, policy organizations, public health, racial justice and equity, safety net services, senior services, substance use services, taxpayers, and youth services. 2. Live/Work Requirement: Committee members shall either live or work in Contra Costa County, with a majority being residents of the County. There is no requirement for Supervisorial District seat appointees to live or work within a specific Supervisorial District. 3. No Public Officials: Public officials, including both elected and appointed, are not eligible to serve on the Advisory Board. C. Terms of Office: 1. Appointments: The members of the Advisory Board and alternates shall serve staggered terms of two or three years. a) Supervisorial District Appointments: Each of the two (2) Supervisorial District seats and alternates identified in Article II(A) for each Supervisorial District, shall serve a term of two (2) years. b) At‐Large Appointments: Each of the seven (7) At‐Large seats and alternates identified in Article II(A), shall serve a term of three (3) years. 2. Term Limits: Each member is limited to serving, consecutively, for a maximum of six years. D. Appointment Process: 1. Initial Appointments: a) The Clerk of the Board of Supervisors will solicit applications to fill the 17‐member Advisory Board through a single recruitment process. b) Applications shall be referred to each County Supervisor to select three nominees to serve on the Advisory Board (two nominees plus one stand‐by nominee). c) Supervisorial District nominees will be transmitted to the Finance Committee of the Board of Supervisors (the “Finance Committee”) along with all remaining applications for appointment. d) The Finance Committee shall review the Supervisorial District nominations and select nominees for the remaining seven (7) At‐Large seats taking into account the goals identified in Article II(B)(1). e) In the case where the same nominee is selected for a Supervisorial District appointment by multiple Supervisors, the Finance Committee shall take into consideration the stand‐by nominees recommended by those Supervisors in resolving the conflict and making a final recommendation to the Board of Supervisors. f) The Finance Committee shall ultimately make every effort to ensure that there is representation from the broadest cross‐section of stakeholders as described in Article II(B)(1) as well as geographic, racial and ethnic representation reflecting the County’s diversity. 3 2. Subsequent Appointments: a) Supervisorial District Appointments: 1) The Clerk of the Board of Supervisors will solicit applications to fill the Supervisorial District Appointments every two (2) years in a single recruitment process. 2) Applications shall be referred to each County Supervisor to select three nominees to serve on the Advisory Board (two nominees plus one alternate nominee). 3) In the case where the same nominee is selected for a Supervisorial District appointment by multiple Supervisors, Supervisors will be notified to allow for modifications to their nominations. 4) Once conflicts are resolved, nominations will be submitted directly to the Board of Supervisors. b) At‐Large Appointments: 1) The Clerk of the Board of Supervisors will solicit applications to fill the At‐Large Appointments every three (3) years in a single recruitment process. 2) Applications shall be referred to the Finance Committee to select seven (7) At‐Large seats and five (5) At‐Large alternates, taking into account the goals identified in Article II(B)(1). 3) The Finance Committee shall ultimately make every effort to ensure that there is representation from the broadest cross‐section of stakeholders as described in Article II(B)(1) as well as geographic, racial and ethnic representation reflecting the County’s diversity. 4) Final nominations shall be submitted to the full Board of Supervisors for consideration of appointment. 3. Unscheduled Vacancies: a) Vacancies through September 30, 2021: Should an unscheduled vacancy occur prior to October 1, 2021, the Supervisorial Districts and Finance Committee may use the initial recruitment pool for nomination/appointment. b) General: Should an unscheduled vacancy occur during a member’s term of office, either by death, resignation or otherwise, the Board of Supervisors shall be notified of the vacancy and shall direct the Clerk of the Board to announce the vacancy and collect applications for appointment. c) Supervisorial District Vacancy: If the unscheduled vacancy is in a Supervisorial District seat, then the applications seeking appointment will be transmitted by the Clerk of the Board to the Supervisorial District responsible for making nominations for appointment to that seat. The Supervisorial District will then transmit the nomination for appointment to the Board of Supervisors for consideration. d) At‐Large Vacancy: If the unscheduled vacancy is in an At‐Large seat, then the applications seeking appointment will be transmitted by the Clerk of the Board to the Finance Committee to consider making nominations for appointment to the vacant seat. The Finance Committee will then transmit the nomination for consideration and appointment to the Board of Supervisors for consideration. e) Resignation: Any appointed member may resign by giving written notice to the Clerk of the Board of Supervisors. 4 Article III. – Advisory Board Structure & Meetings A. Officers: The Advisory Board shall select a Chair and Vice Chair for purposes of officiating meetings, who shall each serve for a term of one (1) year. Alternate members may not serve as officers. B. Regular Meetings: Regular meetings of the Advisory Board shall be held at least quarterly based on a schedule adopted by the Advisory Board and that schedule may be changed or augmented as needed. In addition, regularly scheduled meetings may be canceled by a majority vote of the Advisory Board or, for lack of business or a quorum, by the Chair. C. Special Meetings: Special meetings of the Advisory Board or any other committees may be called by the Chair at any time. Such meetings shall be called in accordance with the provisions of the Ralph M. Brown Act and the Contra Costa County Better Government Ordinance regarding member and public notice. D. Quorum: A quorum of the Advisory Board shall occur when a majority of the membership are present. A majority of the membership is defined as a majority of filled seats on the Advisory Board at any given time. For example, if only 13 seats are filled and four (4) are vacant, then a majority for purposes of establishing a quorum would require seven (7) members be present at the meeting. Similarly, if all 17 seats are filled, a majority for purposes of establishing a quorum would require nine (9) members be present at the meeting. No action shall be taken by the Advisory Board unless a majority of the members are present as defined above. An Alternate Advisory Board member substituting for a member may be included in determining a quorum. E. Voting: Each member of the Advisory Board or the member’s alternate has one vote and a minimum of nine (9) votes of the members present are required to pass a motion. F. Conflict of Interest: As a general rule, no member shall participate as a member in any discussion or voting if doing so would constitute a conflict of interest. G. Meeting Procedure: The Chair will preside at all meetings and proceed with the business of the Advisory Board in a manner prescribed in these bylaws. The Chair will also decide questions of procedure as needed. H. Order of Business: The regular order of business of the Advisory Board shall be at least the following: 1. Call to order 2. Roll call to determine voting eligibility of At‐Large alternates. At the start of each meeting, the five At‐ Large alternates shall be randomly ordered by staff to replace absent At‐Large members for purposes of voting. a. Public comment on items not on the agenda b. Approve Record of Action from prior meeting c. Consideration and action on agenda items d. Adjournment I. Public Access: All meetings of the Advisory Board shall be open and accessible to the general public in accordance with the Ralph M. Brown Act and the Contra Costa County Better Government Ordinance. Opportunity for public comment will be included in each agenda item. In the interest of facilitating the business of the Advisory Board, the Chair may set in advance of public comment reasonable time limits for oral presentation. 5 Article IV. – Administration The Advisory Board shall obtain staff support from the County Administrator’s Office. The staff will be responsible for the compilation and distribution of Advisory Board meeting notices, agenda packets and records of action. Article V. – Compensation Members of the Advisory Board shall serve without compensation and shall not receive reimbursement for any expenses incurred while conducting official business. Article VI. – Changes to Bylaws The provisions of these Bylaws may be altered, amended or repealed within the limitations imposed by the Brown Act, the Contra Costa County Better Government Ordinance and the policies of the Contra Costa County Board of Supervisors. No such alteration, amendment or repeal shall be effective unless and until the change has been approved by the Board of Supervisors, after consideration and recommendation by the Finance Committee. Proposed revisions to CONTRA COSTA COUNTY MEASURE X COMMUNITY ADVISORY BOARD BYLAWS DRAFT V.2 – December 14, 2022 (Note: Original bylaws were adopted by the Board of Supervisors on April 27, 2021) Article I – Purpose A. The Measure X Community Advisory Board (the “Advisory Board” or “MXCAB”) was established by the Board of Supervisors on February 2, 2021 to advise the Board of Supervisors on the use of Measure X transactions and use tax funds. The main responsibilities of the Advisory Board are: 1. Overseeing an annual written assessment of community needs, using as a starting point the priority areas identified in the original (2019) Needs Assessment (emergency response (fire/medical), health care, safety net services, preventative care, affordable housing, and supports for early childhood, youth, families, and seniors), and updating annually from there, with MXCAB being responsible for determining the scope and methodology of the assessment; 2. Assessing and documenting top community priorities and unmet needs, based on the results from the most current needs assessment; 3. Using the assessment findings to develop general funding priority recommendations to the Board of Supervisors on 95% of the revenue generated annually by Measure X; 4. Evaluating annually, a) the outcomes and impact of the programs and services funded by Measure X, utilizing criteria and processes developed by MXCAB with input from the County Administrator’s Office; and b) Assessing annually the performance and effectiveness of MXCAB, via a written survey and other means; 5. Providing an annual report to the Board of Supervisors on the outcomes and impact of allocated funds and on MXCAB’s self‐assessment of their effectiveness during the past year. 5. Article II – Membership A. Composition: 1. The Advisory Board shall consist of 17 members, composed of 10 Supervisorial District appointees (two (2) per Supervisorial District) and seven (7) At‐Large appointees. 2. The Advisory Board shall include ten (10) alternates. . Alternate members are expected to attend all regular Advisory Board meetings and may participate fully, except that they may not vote unless substituting for an absent member as described below. Alternate members may not serve as elected officers but may serve on ad hoc or standing committees of the Advisory Board. a) One (1) alternate shall serve on the Advisory Board for each Supervisorial District appointment for a total of five (5) District alternates. The role of District alternate is fully interchangeable with that of regular District‐appointed Deleted: o Deleted: version was Commented [1]: It seems to me that the purpose of this advisory board is the central sticking point and I wonder if being more specific about our "scope of work" in this purpose section would be useful. Should we be more specific about the assessment scope? Should we provide a broader definition of the safety net services? The top ten service gaps thing is vague too. As is the statement about the annual report about outcomes and impacts of allocated funds. Maybe work in something about the member surveys as well? Not trying to create extra work, I just think this is the primary section where there is a gap between what the CAO thinks of our purpose and what many of us were led to believe when we were appointed. Deleted: focusing primarily Deleted: on Deleted: , including Deleted: ; Deleted: . Deleted: Creating detailed priority lists of the top ten service gaps (county‐ Deleted: Deleted: and community‐provided) Deleted: . Deleted: make Deleted: . Deleted: . Deleted: and Deleted: Deleted: Meeting initially as needed and thereafter at least quarterly Deleted: , with meeting frequency determined by the MXCAB Chair Deleted: . Deleted: The Advisory Board committee shall initially meet as needed and thereafter shall meet quarterly. Deleted: ¶ Deleted: Alternate members have made a commitment to attend the meetings and gain the ... [1] Commented [2]: what agreement? odd Deleted: Deleted: and each other’s viewpoints needed to ... [2] Deleted: A Deleted: Advisory Board members. A District alternate may not vote unless substituting for the respective absent District‐appointed member. b) Five (5) alternates shall serve on the Advisory Board as At‐Large alternates. The role of At‐Large alternate is fully interchangeable with that of regular At‐Large Advisory Board members. At‐Large alternates may fully participate and voice opinions but may not vote unless substituting for an absent At‐Large member. B. Eligibility: 1. General: The Advisory Board shall be composed of members representing diverse voices, perspectives, and expertise, including but not exclusive to: budget justice advocacy, children’s services, community health, consumer advocacy, faith leadership, senior services, fire and public safety protection, housing and homelessness, labor union representation, legal advocacy, local businesses, mental health services, non‐partisan civic organizations, policy organizations, public health, racial justice and equity, safety net services, senior services, substance use services, taxpayers, and youth services. Priority will be given to residents who are most impacted by one or more of the community needs identify by MXCAB , and/or who have direct lived experience of the harms caused by racial and economic inequities. MXCAB will work with members of the Board of Supervisors to develop and implement strategies to identify and support MXCAB applicants and new members with lived experience. 2. Live/Work Requirement: Committee members shall either live or work in Contra Costa County, with a majority being residents of the County. There is no requirement for Supervisorial District seat appointees to live or work within a specific Supervisorial District. 3. No Public Officials: Public officials, including both elected and appointed, are not eligible to serve on the Advisory Board. C. Terms of Office: 1. Appointments: The members of the Advisory Board and alternates shall serve staggered terms of two or three years. a) Supervisorial District Appointments: Each of the two (2) Supervisorial District seats and alternates identified in Article II(A) for each Supervisorial District, shall serve a term of two (2) years. b) At‐Large Appointments: Each of the seven (7) At‐Large seats and alternates identified in Article II(A), shall serve a term of three (3) years. 2. Term Limits: Each member is limited to serving, consecutively, for a maximum of six years. D. Appointment Process: 1. Initial Appointments: Deleted: Deleted: Deleted: s Deleted: Deleted: broad and Deleted: (ADD: Prioritize those most impacted, and with direct lived experience of racial/economic harm. Outreach/education process recommended to identify/support people with lived experience. ) Formatted: Underline a) The Clerk of the Board of Supervisors will solicit applications to fill the 17‐ member Advisory Board through a single recruitment process. b) Applications shall be referred to each County Supervisor to select three nominees to serve on the Advisory Board (two nominees plus one stand‐by nominee). c) Supervisorial District nominees will be transmitted to the Finance Committee of the Board of Supervisors (the “Finance Committee”) along with all remaining applications for appointment. d) The Finance Committee shall review the Supervisorial District nominations and select nominees for the remaining seven (7) At‐Large seats, taking into account the goals identified in Article II(B)(1). e) In the case where the same nominee is selected for a Supervisorial District appointment by multiple Supervisors, the Finance Committee shall take into consideration the stand‐by nominees recommended by those Supervisors in resolving the conflict and making a final recommendation to the Board of Supervisors. f) The Finance Committee shall ultimately make every effort to ensure that there is representation from the broadest cross‐section of stakeholders as described in Article II(B)(1) as well as geographic, racial and ethnic representation reflecting the County’s diversity. 2. Subsequent Appointments: a) Supervisorial District Appointments: 1) The Clerk of the Board of Supervisors will solicit applications to fill the Supervisorial District Appointments every two (2) years in a single recruitment process. The respective Supervisor, and interested members of MXCAB, shall assist in ensuring that the opportunity to apply is distributed widely to a broad array county residents and stakeholders, in order to maintain and support diverse representation on MXCAB. 2) Applications shall be referred to each Count Supervisor to select three nominees to serve on the Advisory Board (two nominees plus one alternate nominee). 3) In the case where the same nominee is selected for a Supervisorial District appointment by multiple Supervisors, Supervisors will be notified to allow for modifications to their nominations. 4) Once conflicts are resolved, nominations will be submitted directly to the Board of Supervisors. b) At‐Large Appointments: Deleted: Deleted: y Deleted: S 1) The Clerk of the Board of Supervisors will solicit applications to fill the At‐Large Appointments every three (3) years in a single recruitment process. 2) Applications shall be referred to the Finance Committee to select seven (7) At‐Large seats and five (5) At‐Large alternates, taking into account the goals identified in Article II(B)(1). 3) The Finance Committee shall ultimately make every effort to ensure that there is representation from the broadest cross‐section of stakeholders as described in Article II(B)(1) as well as geographic, racial and ethnic representation reflecting the County’s diversity. 4) Final nominations shall be submitted to the full Board of Supervisors for consideration of appointment. 3. Unscheduled Vacancies: a) General: Should an unscheduled vacancy occur during a MXCAB member’s term of office, whether by death, resignation or otherwise, the Board of Supervisors and MXCAB Chair shall be notified of the vacancy. The Board of Supervisors shall direct the Clerk of the Board to announce the vacancy and collect applications for appointment. b) Supervisorial District Vacancy: If the unscheduled vacancy is in a Supervisorial District seat, then the applications seeking appointment will be transmitted by the Clerk of the Board to the Supervisorial District responsible for making nominations for appointment to that seat. The MXCAB will also be notified of the vacancy. The Supervisorial District will then transmit the nomination for appointment to the Board of Supervisors for consideration. c) At‐Large Vacancy: If the unscheduled vacancy is in an At‐Large seat, then the applications seeking appointment will be transmitted by the Clerk of the Board to the Finance Committee to consider making nominations for appointment to the vacant seat. The Finance Committee will then transmit the nomination for consideration and appointment to the Board of Supervisors for consideration. d) If a member is absent three or more times in a 12‐month period, the MXCAB Chair may recommend to the Board of Supervisors that the member’s seat be vacated and the appointment process re‐opened. e) Timeline to Fill Vacancies: The Board of Supervisors will fill vacancies within 60 days of a seat being vacated. e) Resignation: Any appointed member may resign by giving written notice to the Clerk of the Board of Supervisors and the MXCAB Chair. Article III. – Advisory Board Structure & Meetings Deleted: a) Vacancies through September 30, 2021: Should an unscheduled vacancy occur prior to October 1, 2021, the Supervisorial Districts and Finance Committee may use the initial recruitment pool for nomination/appointment. ¶ Deleted: b Deleted: either Deleted: Deleted: and Deleted: c Deleted: d Deleted: ADD: after 3 absences in 12 month period, come to BOS to discuss re; removal.¶ Include member attendance record in every agenda. ¶ Deleted: the Chair of the Advisory Board Deleted: . A. Officers: The Advisory Board shall select a Chair and Vice Chair for purposes of officiating meetings, who shall each serve for a term of one (1) year. The Chair and Vice Chair, respectively, may be elected to successive terms by the Advisory Board, until such time as their overall term ends. Alternate members may not serve as officers. Election of officers shall be held in April of each year. B. Regular Meetings: Regular meetings of the Advisory Board shall be held at least quarterly, based on a schedule adopted by the Advisory Board. Meeting frequency shall be determined by the MXCAB Chair.. Regularly scheduled meetings may be canceled by a majority vote of the Advisory Board or, for lack of business or a quorum, by the Chair. C. Special Meetings: Special meetings of the Advisory Board or any other committees may be called by the Chair at any time, or by a majority of current Advisory Board members. Such meetings shall be called in accordance with the provisions of the Ralph M. Brown Act and the Contra Costa County Better Government Ordinance regarding member and public notice. D. Quorum: A quorum of the Advisory Board shall occur when a majority of the members are present. A majority of the membership is defined as a majority of filled seats on the Advisory Board at any given time, excluding Alternates For example, if only thirteen (13) seats are filled and four (4) are vacant, then a majority for purposes of establishing a quorum would require seven (7) members be present at the meeting. Similarly, if all 17 seats are filled, a majority for purposes of establishing a quorum would require nine (9) members be present at the meeting. No action shall be taken by the Advisory Board unless a majority of the members are present as defined above. An Alternate Advisory Board member substituting for a member may be included in determining a quorum. E. Voting: Each member of the Advisory Board or the member’s alternate has one vote. A majority vote of board members is required to pass a motion. F. Conflict of Interest: As a general rule, no member shall participate as a member in any discussion or voting if doing so would constitute a conflict of interest. In such a case, the member shall announce that they have a conflict of interest, and recuse themselves from discussing or voting on that item. G. Meeting Procedure: The Chair shall preside at all meetings, and shall proceed with the business of the Advisory Board in a manner prescribed in these bylaws. The Chair shall also decide questions of procedure as needed. If the Chair is not present at a meeting, the Vice Chair shall preside. H. MXCAB members and staff shall adhere to their respective roles (as described in these bylaws) in good faith, and shall further amend the bylaws as needed to support the effective and equitable functioning of the Advisory Board. I. Order of Business: The regular order of business of the Advisory Board shall be at least the following: 1. Call to order Deleted: Deleted: (When will the election be held? Bylaws usually set an annual general meeting where elections take place.) Deleted: and that schedule may be changed or augmented as needed Deleted: In addition, Deleted: R Deleted: re Deleted: Deleted: Meeting initially as needed and thereafter at least quarterly, with meeting frequency determined by the MXCAB Chair. Commented [3]: Do we want to allow the majority of the Board to call a special meeting as well? Commented [4]: Good idea Deleted: hip Deleted: . Deleted: ADD: (Michelle will send ideas) Deleted: A minimum of nine (9) votes of the members present are required to pass a motion. Deleted: If you say 9, then if you have lots of vacancies, it would be difficult to make decisions? Deleted: ¶ Deleted: Deleted: will Deleted: will Deleted: Add: clarity on decision making (internal/MXCAB) and staff roles/responsibilities ¶ 2. Roll call to determine voting eligibility of At‐Large alternates. At the start of each meeting, the five (5) At‐ Large alternates shall be randomly ordered by staff to replace absent At‐Large members for purposes of voting. a. Public comment on items not on the agenda b. Approve Record of Action from prior meeting c. Consideration and action on agenda items d. Adjournment J. Sub‐Committees and Ad Hoc Committees: With input from MXCAB members, the MXCAB Chair may create MXCAB sub‐committees and/or ad hoc committees as needed. All such committees are open and accessible to the general public in accordance with the Ralph M. Brown Act and the Contra Costa County Better Government Ordinance. The MXCAB Chair may consult with MXCAB staff to ensure staff capacity to support any such committee meetings. JK. Public Access: All meetings of the Advisory Board shall be open and accessible to the general public in accordance with the Ralph M. Brown Act and the Contra Costa County Better Government Ordinance. Opportunity for public comment will be included in each agenda item. In the interest of facilitating the business of the Advisory Board, the Chair may set in advance of public comment reasonable time limits for oral presentation. Article IV. – Administration The Advisory Board shall obtain staff support from the County Administrator’s Office or another county office designated by the Board of Supervisors. The staff will be responsible for compiling and distributing Advisory Board meeting notices, agenda packets and records of action; arranging for translation into Spanish of MXCAB meeting agendas; arranging for simultaneous interpretation (at a minimum in American Sign Language and Spanish) for all MXCAB meetings; posting MXCAB meeting videos on the county website within seven (7) days of the most recent meeting; maintaining the MXCAB member roster and contact list; maintaining and providing the Chair with a list of current MXCAB vacancies; providing the Chair with an updated MXCAB attendance record for the prior quarter; advising the MXCAB Chair and members on questions of procedure; and responding to questions and requests from the MXCAB Chair between meetings. Article V. – Compensation Members of the Advisory Board shall serve without compensation and shall not receive reimbursement for any expenses incurred while conducting official business. Article VI. – Changes to Bylaws The provisions of these Bylaws may be altered, amended or repealed within the limitations imposed by the Brown Act, the Contra Costa County Better Government Ordinance and the policies of the Contra Costa County Board of Supervisors. No such alteration, amendment or repeal shall be effective unless and until the change has been approved by the Board of Supervisors, after consideration and recommendation by the Finance Committee. Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: A, B, C, … + Start at: 10 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" Deleted: I Deleted: the compilation and distribution of Page 1: [1] Deleted Susun Kim 11/11/2022 12:14:00 AM Page 1: [2] Deleted Susun Kim 11/11/2022 12:14:00 AM Revised 4/30/21 Measure X Community Advisory Board Operating principles VISION STATEMENT Contra Costa County will have the necessary funds to invest in and sustain a robust system of care and the social and public services necessary to support a vibrant community and ensure that all county residents have equitable opportunities to thrive. OPERATING PRINCIPLES Assumptions and commitments that inform our work together: 1.Shared responsibility to practice the values of equity,justice, inclusion and compassion. 2.Sustaining a strong social safety net is important for the health and prosperity of all. 3.Investments will prioritize prevention as well as addressing current system gaps. 4.Investments will help leverage other funding sources when feasible. 5.Needs and issues are intersectional and interconnected.Think about needs and services from the point of view of residents. 6.Name inequities and disparities, and be specific in naming and recognizing those who are most harmed by them, especially Black and Latinx residents. Additional areas of focus include residents with mental health needs,indigenous people, Asian American/Pacific Islander American residents, seniors,disabled people, children and youth (prenatal to adult), immigrants, unsheltered and homeless residents, rural communities, LGBTQ+ residents, and poor people. 7.Economic opportunity and equity are at the heart of our purpose. 8.Seek transformative solutions, in addition to filling current service gaps. 9.Fostering a culture of inclusion, welcoming, and belonging demonstrates our commitment to equity and will improve our work process and outcomes. How we conduct ourselves in meetings: 1.Consider not repeating a point someone else has already made (or briefly agree). 2.Treat each other and all participants with mutual respect. 3.Be curious; practice active listening; seek to understand. Revised 4/30/21 4.To fully embody our principle of inclusion: Support the accessibility needs of all participants to the extent feasible, including language access (interpretation and translation), technical support, and visual/audio support. January 31, 2023 TO: Contra Costa County Board of Supervisors FROM: Mariana Moore, Chair, Measure X Community Advisory Board (MXCAB) RE: The path forward for the Measure X Advice and Oversight The purpose of this memo is to convey to the Board of Supervisors and the public, on behalf of the Measure X Community Advisory Board (MXCAB), the collective views and recommendations of MXCAB members regarding MXCAB’s future role. This document briefly summarizes MXCAB’s work to date, lays out the successes and challenges identified by MXCAB members during the course of their work, and provides recommendations on the most effective role for MXCAB going forward. The two most recent MXCAB meetings were devoted in part to securing this feedback from MXCAB as a whole, so that this information could be presented to the Board of Supervisors on behalf of the Advisory Body as a whole. Background on the formation and activities of MXCAB: Following the passage of the Measure X half-cent sales tax measure in 2020, the Board of Supervisors created the Measure X Community Advisory Board in March 2021. An open recruitment process was held to fill the 27 seats, and MXCAB commenced its work the following month, in April 2021. In accordance with the Bylaws, MXCAB members launched an intensive and rigorous Community Needs Assessment that culminated in a report, including funding recommendations, that was presented to the Board of Supervisors in October 2021. The Board subsequently allocated Measure X funds to a variety of programs and services, including many but not all of the priorities recommended by MXCAB. In 2022, MXCAB members received limited updates from County Administrator’s Office (CAO) staff, and from some department heads including Employment & Human Services and Health Services, on the status of, and plans for, Measure X-funded projects. The County also contracted with an independent consulting firm, Further the Work, to conduct a detailed written assessment of MXCAB’s work and impact to date, along with an assessment of the processes MXCAB employed in conducting its work. MXCAB successes to date: MXCAB members identified the following achievements as being particularly notable during the first two years of MXCAB’s work: • Appointment process: The Board of Supervisors’ public, inclusive, and rigorous appointment process resulted in the appointment of 27 members (including alternates) who effectively represent diverse communities, perspectives, geographic areas, and areas of expertise, including lived experience of the community needs addressed by Measure X. • Group culture and practices focused on equity and inclusion: MXCAB members allocated time early on to develop a set of Operating Principles that grounded the work in equity, transparency and inclusion. In addition, with the support of County staff, document translation (into Spanish) and simultaneous interpretation (American Sign Language and Spanish) were provided for all MXCAB meetings. In addition, all issue panels during the needs assessment included at least one person with lived experience of the issues being discussed, and residents were given equal billing along with County and community organization leaders who provided programmatic expertise. Lastly, MXCAB’s leadership and members were deeply committed to creating a welcoming and inclusive environment during meetings, with the result that meeting attendance frequently exceeded 60-100 people. • Outcomes: Despite the time pressures that necessitated weekly meetings of four or more hours, MXCAB members worked well together to conduct the rigorous community needs assessment and produce a comprehensive report with recommendations to submit to the Board of Supervisors. The recommendations provided to the Board of Supervisors were adopted by a unanimous vote of MXCAB members. Challenges and learnings: As a new advisory body with a complex and urgent charge – to assess community needs and make funding recommendations in a very short timeframe – several challenges arose as MXCAB conducted its work over the past two years. • Insufficient or conflicting information: During the initial round of funding decisions, the lack of information provided to MXCXAB about the Supervisors’ planned process for allocating Measure X funds created confusion and dismay for many MXCAB members; for example, the Board of Supervisors did not convey to the public nor MXCAB the specific criteria they would be using to make funding decisions; and nor did they provide an overall written rationale for the funding decisions they did make. In addition, once the initial community needs assessment and funding recommendations were complete, MXCAB spent much of the ensuing months seeking to understand the status of MXCAB’s current and projected revenues, the timing and process of the next annual community needs assessment as called for in the Bylaws, and how the public would be kept apprised of the status of Measure X-funded programs and services. • Role confusion: During the first year of MXCAB’s work, there was a clear understanding of the respective roles of MXCAB members and County staff, and the process ran smoothly. Once the funding recommendations were submitted, the work of MXCAB became less clear-cut, and the roles of MXCAB and CAO staff in relation to carrying out MXCAB’s became increasingly unclear. While MXCAB members have always been clear that the Board of Supervisors is ultimately responsible with overseeing Measure X funds and making funding decisions, the MXCAB Bylaws do call for MXCAB to “evaluate annually all outcomes and impacts of programs and services funded by Measure X,” but no clear path was laid out as to how to best go about that, and in what timeframe, and with what support from County staff. Lastly, with most Measure X funds (current and into the foreseeable future) seemingly now locked in by virtue of ongoing program costs, the role and timing of MXCAB in performing an annual assessment of community needs has become increasingly unclear. Recommendations for moving forward When the sales tax measure was put on the ballot, a large coalition of county leaders, labor organizations, community-based organizations, faith communities, and others came together to mount a strong and unified campaign. There was a shared recognition that, because sales tax measures are regressive, the resulting tax funds should be prioritized to help residents who are most in need of services and support. From the very beginning of the campaign, there was clear commitment from diverse stakeholders to ensure that the process for distributing Measure X funds was open, transparent, and deeply connected to ongoing input from community members, including those who most need support. Based on testimony provided to MXCAB over the past two years, community members and stakeholders view MXCAB as a vital embodiment of this stated intent, and are deeply protective of MXCAB’s role in inviting, channeling, and communicating public input in an inclusive and welcoming way. Over the past two years, MXCAB has served as an important ambassador and bridge to the larger public, providing an ongoing forum for community members, County staff, and other stakeholders to provide information, share diverse ideas and perspectives, and develop recommendations for consideration by MXCAB and ultimately by the Board of Supervisors. MXCAB’s model has gained regional recognition as an important and innovative model of transparent and community-inclusive budgeting. As the Board of Supervisors considers next steps regarding the ongoing role of MXCAB in Measure X oversight, MXCAB members urge the Board to consider the importance of maintaining a public space, via MXCAB, where County staff, community stakeholders, and members of the public can share information and updates, develop more detailed ideas to assess the impact and efficacy of Measure X- funded projects, and demonstrate to taxpayers and other members of the public that Measure X dollars are being invested in a way that honors the intent of Measure X and uplifts our community as a whole. While MXCAB members agree that financial oversight of Measure X funds is best performed by an entity other than MXCAB, the deeper ongoing assessment of the progress and impact of Measure X-funded programs and services is a responsibility that is uniquely suited to MXCAB’s mission and strengths, in partnership with County leadership and staff. cc: County Administrator Monica Nino and County Finance Director Adam Nguyen MXCAB Recommendations on Roles Going Forward February 6, 2023 Finance Committee Background on MXCAB formation & activities •Diverse stakeholders engaged during campaign and with MXCAB •Consistent shared commitment to equity &inclusion •Community needs assessment MXCAB successes to date •Appointment process •Group culture/practices equity & inclusion •Comprehensive needs assessment Challenges & learnings •Information flow sometimes insufficient or conflicting •Role confusion Recommendations •Honor MXCAB’s founding spirit and intent •Leverage MXCAB’s role as trusted ambassador, bridge- builder to stakeholders and the general public •Clarify and flesh out MXCAB’s role in assessing programmatic impact (not financial oversight) FINANCE COMMITTEE 5. Meeting Date:02/06/2023 Subject:CONSIDER options for Measure X oversight Submitted For: Monica Nino, County Administrator Department:County Administrator Referral No.: 2023:3 Referral Name: CONSIDER options for Measure X oversight Presenter: Adam Nguyen, County Finance Director Contact: Adam Nguyen, (925) 655-2048 Referral History: CONSIDER options for Measure X oversight Referral Update: On November 3, 2020, voters in Contra Costa County approved Measure X, a Countywide, 20-year, half-cent sales tax. The ballot measure’s stated intent for Measure X was “to keep Contra Costa’s regional hospital open and staffed; fund community health centers; provide timely fire and emergency response; support crucial safety-net services; invest in early childhood services; protect vulnerable populations; and for other essential county services.” Collection of the tax began on April 1, 2021. To date, $194.5M has been collected, and $345.4M has been allocated through FY23-24 to 9 departments encompassing 34 projects and funding areas. On February 2, 2021, the Board of Supervisors approved the creation of a 17 member (+10 alternates) Measure X Community Advisory Board (MXCAB) to recommend funding priorities for the annual revenue received under Measure X funds. On March 9, 2021, the Board of Supervisors approved bylaws modeled after the County’s Community Corrections Partnership and Juvenile Justice Coordinating Council. On April 27, 2021, the Board adopted revisions to the Measure X Community Advisory Board Bylaws currently in effect, which provided more detail regarding the process for subsequent appointments. The main responsibilities of the MXCAB include annual needs assessments to identify service gaps and an annual report on the outcomes and impacts of Measure X allocated funds. On November 8, 2022, during a discussion item providing updates on Measure X, the Board requested that staff return with recommendations for the creation of an oversight body. In response, the County Administrator’s Office conducted a review of oversight structures for county sales tax measures, including the counties of Alameda, Marin, San Mateo, Santa Clara, Sonoma, and Los Angeles [See Attachment B]. The review found that San Mateo’s Measure K most closely resembles Contra Costa’s Measure X, and all but Santa Clara have an oversight committee. Across the counties reviewed, common responsibilities for their sales tax oversight bodies include annual audits, performance measurement, and annual reports. Most of the oversight committees meet 2 or 4 times annually. San Mateo and Los Angeles counties also have particularly robust and informative websites providing news highlights, reports, and timely updates on related activities and the value provided the dedicated revenues. Based on the findings from the comparative analysis, the County Administrator’s Office has identified the key considerations listed below for discussion about Measure X oversight to potentially improve transparency, mitigate concerns about potential conflicts of interest and incompatible activities, and add resources to strengthen public information through more robust and timely website updates about Measure X activities, opportunities, and performance outcomes. Role and responsibilities – What does oversight entail? Annual financial audita. Performance measurementb. Annual reportc. Avoid incompatible activities (e.g. funding recommendations, directing department activities)d. 1. Membership – Who should provide oversight? How many seats and for what term?a. Who represents (e.g. experts such as Auditor-Controller, Public Works Capital Projects Manager, CAO, business and financial representatives from public)? b. How are members selected (e.g. application, appointed by role)?c. 2. Deliverables Year-end reporta. Website maintenance with timely updatesb. 3. How often should they meet? Quarterly at launcha. Semi-annual afterwardsb. 4. What resources are needed? Staff Measure X related meetingsa. Provide reporting on financials, projects status, activities, opportunities, and performance outcomesb. Strengthen public information through more robust and timely website updatesc. 5. How does the Measure X Community Advisory Body align?6. Recommendation(s)/Next Step(s): 1.RECEIVE the report 2.CONSIDER options for Measure X oversight 3.DIRECT staff on next steps Fiscal Impact (if any): There are no immediate fiscal impacts associated with considering options for Measure X oversight. Attachments Attachment A - Measure X oversight options Attachment B - Comparison of county oversight committees Adam Nguyen, County Finance Director County Administrator’s Office February 6, 2023 Options for Measure X oversight Finance Committee –Measure X Oversight Agenda 1.Measure X background 2.Comparison of county sales tax oversight committees 3.Key considerations 2 Finance Committee –Measure X Oversight Measure X background 1.On November 3, 2020, voters in Contra Costa County approved Measure X, a Countywide, 20-year, half-cent sales tax. 2.The intent of Measure X is “to keep Contra Costa’s regional hospital open and staffed; fund community health centers; provide timely fire and emergency response; support crucial safety-net services; invest in early childhood services; protect vulnerable populations; and for other essential county services” 3.Collection of the tax began on April 1, 2021 a.$194.5M has been collected through January 31, 2023 b.$345.4M has been allocated through FY23-24 to 9 departments encompassing 34 projects and funding areas 3 Finance Committee –Measure X Oversight Measure X Community Advisory Board On February 9, 2021, the Board of Supervisors created the MXCAB to: 1.Oversee an annual assessment of community needs, focusing on the priority areas identified in the Measure X ballot language 2.Create a detailed priority list of the top service gaps based on the results from the Needs Assessment; 3.Use the Needs Assessment to make funding priority recommendations to the Board of Supervisors annually; and 4.Provide an Annual Report on the outcomes and impact of allocated funds. 4 Finance Committee –Measure X Oversight Comparison of county sales tax oversight committees 1.On November 8, 2022 the Board requested that staff return with recommendations for the creation of an oversight body 2.Conducted a review of oversight structures for county sales tax measures, including Alameda, Marin, San Mateo, Santa Clara, Sonoma, and Los Angeles [See Attachment A] 3.San Mateo’s Measure K most closely resembles Contra Costa’s Measure X. All but Santa Clara have an oversight committee. 4.Common responsibilities: audits, performance measurement, annual reports 5.Meeting frequency –Most meet 2 or 4 times annually 5 Finance Committee –Measure X Oversight Potential benefits of an Oversight Committee 1.Improves transparency through objective financial audits a.Confirm the accuracy of reported sales tax revenues received b.Verify that expenditures by County departments, external agencies, and subrecipients were spent appropriately on their intended purposes 2.Mitigates concerns about potential conflicts of interest and incompatible activities 3.Adding staff and resources would improve reporting on performance outcomes and impacts, and strengthen public information through more robust and timely website updates about Measure X activities and opportunities 6 Finance Committee –Measure X Oversight Key considerations for Measure X oversight 1.Role and responsibilities –What does oversight entail? a.Annual financial audit b.Performance measurement c.Annual report d.Avoid incompatible activities (e.g. funding recommendations, directing department activities) 2.Membership –Who should provide oversight? a.How many seats and for what term? b.Who represents (e.g. experts such as Auditor-Controller, Public Works Capital Projects Manager, CAO, business and financial representatives from public)? c.How are members selected (e.g. application, appointed by role)? 3.Deliverables: Year-end report, website maintenance with timely updates 7 Finance Committee –Measure X Oversight Key considerations for Measure X oversight (continued) 4.How often to meet? a.Quarterly at launch b.Semi-annual afterwards 5.What resources are needed? a.Staffing for Measure X related meetings b.Provide reporting on financials, projects status, activities, opportunities, and performance outcomes c.Strengthen public information through more robust and timely website updates 6.How does the Measure X Community Advisory Body align? 8 Finance Committee –Measure X Oversight CAO recommendations 1.RECEIVE the report 2.CONSIDER options for Measure X oversight 3.DIRECT staff on next steps 9 Attachment B - Comparison of Oversight Structures for County Sales Tax Revenues San Mateo Alameda Marin Sonoma Santa Clara Los Angeles San Francisco Bay Restoration Authority Measure Measure A (2012) and Measure K (2016) extended 20 years. Half-cent sales tax passed 2016 to support essential County services and to maintain or replace critical facilities. Also known as “San Mateo County Critical Services Measure." Measure A, the Essential Health Care Services Initiative, was adopted by Alameda County voters in March 2004. The Measure authorized the County of Alameda to raise its sales tax by one-half cent in order to provide for additional financial support for emergency medical, hospital inpatient, outpatient, public health, mental health and substance abuse services to indigent, low- income, and uninsured adults, children, families, seniors and other residents of Alameda County. Measure A to maintain open space, parks, and sustainable agriculture, without increasing tax rates, shall the Marin County measure be adopted to: manage vegetation to reduce wildfire risk and preserve biodiversity; protect streams, baylands, natural areas, wildlife habitat; maintain park facilities; and maintain/ enhance walking, hiking, biking, and equestrian trails; by re-implementing an existing one-quarter cent sales tax, providing $14,000,000 annually, for 9 years (renewed 2022; original 2012) On Nov. 6, 2018, approved Measure M, a one-eighth cent sales tax that supports Sonoma County’s regional and city parks. Approved by 72.6 percent of voters, the “Sonoma County Parks Improvement, Water Quality and Fire Safety Measure” went into effect in April 2019 and will provide funding for parks for 10 years. Extended indefinitely in November 2018, the 2012 Measure A is a 1/8 cent sales tax approved by the voters in November 2012. As a result of the extension, the County has updated the strategic plan for 2012 Measure A usage by aligning services and community needs within a long-term strategy. Specifically, the Recommended Budget contains an ongoing allocation of 2012 Measure A revenue to the Office of Supportive Housing (OSH) to ensure critical service needs are met and to continue the mission of ending and preventing homelessness. Measure H ¼-cent sales tax approved in March 2017, dedicated to preventing and addressing homelessness countywide. Measure AA, or the San Francisco Bay Clean Water, Pollution Prevention and Habitat Restoration Measure, was a revenue generating measure placed on the June 2016 ballots of the nine-county San Francisco Bay Area. The measure proposed a 20-year, $12 parcel tax to raise approximately $25 million annually to fund restoration projects in the Bay. It passed with 70% approval across the region and went into effect in 2017. Sales tax rate 9.375%10.250%8.250%8.500%9.125%9.500%N/A Funding decisions Board of Supervisors approves every Measure K project, program, or initiative at a public meeting. Seventy-five percent (75%) of the proceeds are transferred directly to the Alameda County Medical Center and 25% of the proceeds are allocated by the Alameda County Board of Supervisors (BOS) based on demonstrated need and the County's commitment to a geographically dispersed network of providers. PARKS AND OPEN SPACE 65%, SUSTAINABLE AGRICULTURE 20%, CITIES AND TOWNS 15%. Proposed project expenditures are also routinely brought before the Parks and Open Space Commission and the Open Space District Board. An annual budget is reviewed by the Parks and Open Space Commission and approved by the Marin County Board of Supervisors. Two-thirds of the funds collected will be spent on Sonoma County Regional Parks, enabling the department to: Maintain parks, trails & open spaces; Help protect water quality; Reduce risk of future wildfires; Protect wildlife habitats & fisheries; Improve access for the underserved; Support neighborhood parks & recreation. One-third of all the money will be shared by Sonoma County’s cities to maintain and improve local parks. Each city will determine how best to prioritize its funding projects. Allocated through annual budget process and approved by Board of Supervisors The Homeless Initiative conducts an inclusive and transparent annual funding recommendations process involving County departments and agencies, cities, nonprofit service providers, community partners, and people who have experienced homelessness. Members of the public have multiple opportunities to provide feedback before the Board of Supervisors approves the final budget. The Restoration Authority Board makes funding decisions at public meetings based on its enabling legislation and the requirements of Measure AA. The Board may fund projects to protect, restore and enhance the San Francisco Bay, including: habitat restoration projects; flood protection projects that are part of a habitat restoration project; and shoreline access and recreational amenity projects that are part of a habitat restoration project. Structure Oversight Committee Citizen Oversight Committee Oversight Committee Citizens Oversight Committee N/A Citizen's Oversight Advisory Board The San Francisco Bay Restoration Authority is a regional agency comprised of: A Governing Board of local elected officials (7); An Advisory Committee to represent the community and public agencies (27); An Oversight Committee (6); and Staff from state and regional agencies. Oversight Membership 10 seats - two appointed per district 17 seats - League of Women Voters, Taxpayers Association, County Mental Health Board, Public Health Commission, Labor Council, City Managers Association, City of Berkeley, District seats 7 seats - (2) Parks Commission, (1) Agricultural Community, (4) members with working knowledge in subject areas and disciplines beneficial to the work of the committee (e.g. financial management and reporting, public agency administration, and provision of park and open space services). 2 year terms. 7 seats - 5 members appointed by each supervisorial district. 2 members appointed from a list of names submitted by the Mayors of Sonoma County Cities. In the absence of nominations from the City Mayors, the Sonoma County Parks Advisory Commission Chair and Vice Chair will serve on the Oversight Committee. Committee members will serve a three year term and are eligible to be reappointed to one additional three year term. N/A 5 seats - Appointed by the Board of Supervisors The Oversight Committee consists of one representative from each of the four regions (North, South, East, and West Bay), and two members from counties not already represented, currently Alameda and San Mateo. Page 1 of 2 San Mateo Alameda Marin Sonoma Santa Clara Los Angeles San Francisco Bay Restoration Authority Responsibilities Annual audit, reviews and recommends metrics, prepares annual report. Committee does not make funding recommendations. The Measure A ordinance established a Citizen Oversight Committee, which consists of 17 members appointed by the Alameda County Board of Supervisors (Board), to annually review the expenditures for the prior year and report to the Board on the conformity of the expenditures to the ordinance. The Committee develops, publishes, and presents a final report, based on individual reports submitted by fund recipients, at the end of each year to the Board. The duties of the committee are to: (1) review annual expenditures to ensure they conform with the Expenditure Plan; (2) oversee an annual audit; and (3) prepare an annual report describing how funds were spent. These tasks are completed in partnership with staff and independent auditors. The committee shall review the receipt and expenditures of the revenue from the transactions and use tax, including the County’s annual independent audit. The committee’s review shall be completed in conjunction with the County’s budget process. The committee shall produce an annual oral or written report on its review which shall be considered by the Board at a public meeting. The committee may provide budget recommendations to the Board and City Councils regarding expenditures from the transactions and use tax. To preserve the integrity and independence of the oversight process, the committee’s responsibilities shall not include decision-making on spending priorities, financing plans or tax rate projections or assumptions and the committee shall have no authority to direct, nor shall it direct, County or City staff or officials. N/A The Homeless Initiative is the central coordinating body for Los Angeles County’s ongoing effort – unprecedented in scale – to expand and enhance services for people experiencing homelessness or at risk of losing their homes. The Citizens’ Oversight Advisory Board (COAB) meets quarterly to discuss a range of topics and conduct periodic audits. The Independent Citizens Oversight Committee is a group of six individuals, operating independently from the Advisory Committee, Governing Board and staff of the Authority to provide an unbiased annual analysis of the work of the Authority. The group is responsible for the following tasks: 1. Annually review the Authority's conformance with Measure AA; 2. Review the Authority's audits and expenditure and financial reports; and 3. Publish an annual report of its findings Meeting frequency Meets at least twice a year.Monthly Regular public meetings of this committee are held on the second Thursday in February and November.Quarterly N/A Quarterly At least twice each year: once to discuss and make initial comments on the Authority's annual reports and financial documents; and a second time to discuss, amend, and adopt its findings and recommendations to the Authority, in the form of a written report. Website https://www.smcgov.org/ceo/measure-k https://www.acgov.org/health/indigent/me asureA.htm https://www.parks.marincounty.org/about- us/measure- a#:~:text=Measure%20A%20Allocations,use d%20for%20any%20other%20purpose. https://parks.sonomacounty.ca.gov/learn/f unding#:~:text=Measure%20M%20Details,g oing%20to%20the%20nine%20cities. N/A https://homeless.lacounty.gov/measure-h/ https://www.sfbayrestore.org/independent- citizens-oversight-committee Page 2 of 2