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HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 09092013 - Sustainability Cte MinINTERNAL OPERATIONS COMMITTEE RECORD OF ACTION September 9, 2013 9:00 A.M. 651 Pine Street, Room 101, Martinez Supervisor Candace Andersen, Chair Supervisor Karen Mitchoff, Vice Chair Present: Candace Andersen, Chair Karen Mitchoff, Vice Chair Staff Present:Julie DiMaggio Enea, Staff Julie DiMaggio Enea, Senior Deputy County Administrator Attendees: Antoine Wilson, Affirmative Action Officer Rob Lim, Public Works Capital Proj Frank Morgan, Public Works Fleet Manager Theresa Speiker, Chief Asst CAO Brian Balbas, Public Works Admin Betsy Burkhart, Comm & Media Director Tom Geiger, Deputy County Counsel Julie Bueren, Public Works Director Joe Yee, Public Works Deputy Director Cliff Glickman, District IV Chief of Staff Stephen Siptroth, Deputy County Counsel Daniel Lesnick, Public Works Accountant Forrest Heiderick, Public Works Dept Bill Schlandt, Sr. Bus Agent, Local 1 Antoine Wilson, Affirmative Action Officer Rob Lim, Public Works Capital Proj Frank Morgan, Public Works Fleet Manager Theresa Speiker, Chief Asst CAO Brian Balbas, Public Works Admin Betsy Burkhart, Comm & Media Director Tom Geiger, Deputy County Counsel Julie Bueren, Public Works Director Stephen Siptroth, Deputy County Counsel Forrest Heiderick, Public Works Dept Daniel Lesnick, Public Works Accountant Joe Yee, Public Works Deputy Director Cliff Glickman, District IV Chief of Staff Bill Schlandt, Sr. Bus Agent, Local 1 1.Introductions The meeting was called to order at 9:00 a.m. and introductions were made. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 2. Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). There was no public comment. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 3. 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. Attached for the Committee's consideration is the Record of Action for its July 8, 2013 meeting. The Committee did not meet during August. Staff recommends approval of the Record of Action for July 8, 2013. None. CONSIDER approving the Record of Action for the July 8, 2013 Internal Operations Committee meeting. The Record of Action for the July 8, 2013 Internal Operations Committee meeting was approved. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed Attachments: IOC Record of Action July 8, 2013 Meeting 4. The Hazardous Materials Commission was established in 1986 to advise the Board, County staff and the mayor's council members, and staffs of the cities within the County, on issues related to the development, approval, and administration of the County Hazardous Waste Management Plan. Specifically, the Board charged the Commission with drafting a hazardous materials storage and transportation plan and ordinance, coordinating the implementation of the hazardous materials release response plan and inventory program, and to analyze and develop recommendations regarding hazardous materials issues with consideration to broad public input, and report back to the Board on Board referrals. The Commission has 13 members, each with an appointed alternate: 2 city representatives, 3 business representatives, 3 environmental organization representatives, 1 League of Women Voters representative, 2 labor representatives, 1 environmental engineering firm representative, and 1 general public representative. Terms for all seats are four years. The IOC reviews nominations to all seats except those designated for cities. Attached is a letter from the Hazardous Materials Commission transmitting its nomination of the following individuals for appointment to the Commission: ACTION APPLICANT SEAT TERM EXP Appoint Ed Morales Environmental Engineer December 31, 2013* The Environmental Engineer seat was vacated in May 2013 by the resignation of Peter Hendricks. CONSIDER the nomination and PROVIDE direction to staff. If the Committee approves the nomination, staff suggests that the Committee consider recommending Mr. Morales's appointment to complete the unexpired term through December 31, 2013 and to a new four-year term through December 31, 2017. None. CONSIDER nomination for the Environmental Engineer seat on the Hazardous Materials Commission. The nomination to appoint Ed Morales to the Environmental Engineer Alternate seat on the Hazardous Materials Commission to a term to expire on December 31, 2017 was approved. The Committee directed staff to report its recommendation to the Board of Supervisors. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed Attachments: Memo from HazMat Commission 7-31-13 HazMat Commission Application for Ed Morales HazMat Press Release 5. The Advisory Council on Equal Employment Opportunity was established in July 1991 to serve as an advisory committee to the Board of Supervisors regarding the implementation of the County's Affirmative Action Plan, to review the Affirmative Action Program and to recommend actions to facilitate attainment of the County's goal for affirmative action. The Council is composed of 13 members and the IOC reviews nominations to all seats except those designated for County managers and labor unions. The 13 members comprise 4 Community Seats; 1 representing the disabled; 2 representing employee organizations; 2 representing County management; 1 representing all businesses; 1 representing "labor involved in training" including apprenticeship and vocational training, alternative education programs, and workforce development within the trades; 1 representing veterans of war; and 1 representing Education, representative of schools, community college districts (student, teacher, administrator), and to be a resident of Contra Costa County. Terms of office for seats reviewed by the IOC are three years. The attached memorandum from the Affirmative Action Officer requests that the seat configuration be changed to eliminate the Business seat and add a second Veterans seat; and to consider two nominations for veterans representation. The proposed seat configuration would have the following effect: 4 Community at large 1 Disabled persons 2 Employee organizations 1 Business 2 County management 1 Labor involved in training 1 2 Veterans of war 1 Education The Council also nominates the following individuals for appointment to represent veterans: Philip H. Arnold Nathan D. Johnson CONSIDER proposed modification to seat configuration and nominations for appointment and determine actions to be taken. None. CONSIDER modification to seat configuration and nominations for veterans representation on the Advisory Council on Equal Employment Opportunity. The Committee approved the addition of a Veterans seat on the Advisory Council for Equal Employment Opportunity but decided to retain the Business seat and revisit the seat configuration in six month's time. The new Veterans seat will increase the roster from 13 to 14 seats. The Committee approved the staff recommendation to stagger the terms of the two Veterans' seats so that they do not expire at the same time. The Committee directed staff the report its recommendations to the Board of Supervisors. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed Attachments: Memo from Equal Emp Opp Adv Council EEOAC Application_Nathan Johnson EEOAC Application of Philip Arnold 6. Each year since 2003/04, the Fleet Services Manager analyzes the fleet and annual vehicle usage and makes recommendations to the IOC on the budget year vehicle replacements and on the intra-County transfer of underutilized vehicles (those driven less than 3,000 miles per year), in accordance with County policy. In FY 2008/09, the Board approved the establishment of an Internal Services Fund (ISF) for the County Fleet, to be administered by Public Works (formerly by General Services). The original goals of the ISF were to: • Improve planning – more focus on long-term stability and self-support • Improve budgeting accuracy for departments • Provide equitable vehicle replacement standards for all departments • Modernize the County fleet as older vehicles are replaced more frequently • Streamline the vehicle replacement process through single versus multiple requisitions • Increase the resale value of retired vehicles The Board of Supervisors established a standing referral to the IOC to annually review the Fleet Manager's report on the ISF and on the disposition of low-mileage vehicles. Attached are reports prepared by the Fleet Services Manager on the composition and status of the Fleet ISF and containing listing of underutilized vehicles with recommendations for their disposition. Recommendations on some of the vehicles are pending additional information that has been requested of the departments. Public Works will return to the IOC if new information on those vehicles leads to a recommendation to reassign them to a higher purpose. RECEIVE report and recommendations from the Fleet Services Manager on the Internal Service Fund for Fleet Services for FY 2012/13 and on the disposition of low-mileage vehicles, and DETERMINE if further action is warranted. None. This is an informational report only. CONSIDER report and recommendations from the Fleet Manager on the Internal Service Fund for Fleet Services for FY 2012/13 and on the disposition of low-mileage vehicles. The Fleet Services Manager reported that of the 218 low-mileage vehicles in the fleet, 116 are with the Internal Services Fund and 102 are excluded. The Fleet Services Manager reported that the most effective way to reduce fleet costs is to reduce the size of the fleet. Departments report that many of the low-mileage vehicles in the fleet are special-purpose vehicles that should not be surrendered based solely on economy. He provided an example of the annual cost of a County vehicle that is driven 3,000 per year of $3,450 vs. paying employees on a per-mile basis to use their own vehicles of $1,093. He also conceded to non-economic considerations such as parking scarcity and convenience. The Fleet Manager is methodically meeting with each department to determine the most cost effective option to support a department's operational needs for fleet vehicles. The Fleet Manager is interim and will be training the permanent Fleet Manager. The Fleet Manager also mentioned the use of new computerized fleet management systems to provide management information to optimize the fleet. The Committee accepted the informational report as presented by the Public Works Deputy Director and the Fleet Services Manager and requested the Public Works Department to report back in six month's time (approximately March 2014) with recommendations for the disposition of the low-mileage vehicles. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed Attachments: 2012-13 Fleet Internal Service Fund Report 2012-13 Fleet Internal Service Fund Report-Attachment A 2012-13 Fleet Internal Service Fund Report-Attachment B 2012-13 Fleet Internal Service Fund Report-Attachment C 2012-13 Fleet Internal Service Fund Report-Attachment D 2012-13 Fleet Internal Service Fund Report-Attachment E 2012-13 Underutilized Vehicle Report 7. On August 6, 2013, at the recommendation of the Public Works Director, the Board of Supervisors referred to the Internal Operations Committee a proposal to increase the monetary limit for informal bidding and informal contracts, and to clarify the purchasing agent’s authority to award construction contracts. The proposal would affect the current monetary thresholds in the County's Outreach Program, which is overseen by the Internal Operations Committee. In May 2004, the County’s informal bidding limit for construction projects was raised from $50,000 to $100,000 to be consistent with the State limit pursuant to Public Contract Code Section 22032(b). Since that time, state law has been amended twice, increasing the limit for informal bidding to $175,000. The attached draft ordinance will increase the County's informal bidding limit to the current statutory limit of $175,000. Additionally, the ordinance will allow the County’s informal bid limit to automatically adjust to be consistent with future adjustments of the State limit. The ordinance also clarifies the purchasing agent’s authority to award construction contracts pursuant to Public Contract Code Section 22032(a) and delegates authority to award contracts for public projects with an estimated cost of $175,000 or less to the Public Works Director or County Administrator. Increasing the informal bid limit will provide greater flexibility and efficiency in managing smaller projects. Project delivery time can be reduced by three months with an informal bidding process versus a formal bidding process. In addition, the informal bidding process can save between $5,000 to $8,000 in administrative costs on a per project basis depending upon the complexity of the project. The County will benefit from the time and cost savings of increasing the informal bidding limit to the current $175,000 statutory limit. Although informally bid projects are not subject to the Outreach Program, the Public Works Department conducts outreach efforts for informally bid projects by advertising in construction trade journals and sending notices to contractors and subcontractors, including SBEs, LBEs, MBEs, WBEs, and DVBEs. RECEIVE report and DETERMINE actions to be taken. It is anticipated that raising the informal bidding limit will result in improved efficiencies and cost reductions in the administration and delivery of public construction projects that are $175,000 or less. The figure of $175,000 is currently the informal bidding limit authorized by the State Public Contract Code. CONSIDER proposal of the Public Works Director to increase the monetary limit for informal bidding and informal contracts to be consistent with State Public Contract law, and to clarify the purchasing agent’s authority to award construction contracts. The Committee approved the proposal of the Public Works Director to increase the monetary limit for informal bidding and informal contracts to be consistent with State Public Contract law and to clarify the purchasing agent’s authority to award construction contracts pursuant to Public Contract Code Section 22032(a) and delegate authority to award contracts for public projects with an estimated cost of $175,000 or less to the Public Works Director or County Administrator. The Affirmative Action Officer concurred with the proposal and acknowledged that the County's Outreach Program thresholds for construction contracts would need to be modified in accordance with the increased limit. The Committee directed staff to initiate the process for Board of Supervisors introduction and adoption of the ordinance. Attachments: DRAFT Ordinance No. 2013-20 Construction Contracts County's Current Construction Outreach Program description 8. On June 25, 2012, the Board of Supervisors referred to the IOC a review of the policies and procedures governing the operations of Contra Costa Television (CCTV). CCTV was established in 1994 and provides local government and educational programming to the citizens of Contra Costa County and is funded by franchise fees collected by cable providers and remitted to the County. Policies and procedures governing CCTV are updated as needed and were last updated by the Board of Supervisors in 2009. Last year’s proposal to revise the policies was prompted by technological advances and new customers, primarily cities, desiring to access the channel due to Comcast’s exit from public access operation. CCTV would also like to streamline the process for submitting video and bulletin board programming. The County and CCTV currently have no policy or plan in place to manage programming generated by the community without a government or education sponsor. CCTV has been contacted by several video producers as the deadline neared for Comcast to close its public access operation. There is a desire on the part of many to shape the future of public access programming, but the Communications & Media Director cautions that there needs to be a coordinated effort to determine the scope of the need and the best method of fulfilling it. The IOC has received periodic progress reports on the policy and procedure revisions since August 2012. In July 2013, the Communications & Media Director reported that she continues to develop temporary public access guidelines until a new community needs assessment can be conducted, and polices updated. The IOC, in July, granted permission for CCTV to outreach to producers dropped by Comcast in order to broaden public access programming in the interim. CCTV was recently informed by a representative of the Contra Costa Community College District that as early as mid-September, they intend to cease operations of the Educational Access channel that serves Contra Costa County. There is a risk of losing the channel allocation from Comcast and AT&T’s UVerse if operation of the channel ceases. In the attached memorandum, the County's Communications and Media Director explains her proposal to take over the channel in order to preserve it for future use. RECEIVE report and recommendation from the Communications and Media Director to assume temporary control of the education access cable television channel to preserve it for future use after the college district ceases operation of it, and CONSIDER action to be taken. Costs at still being determined but are expected to be nominal. Any additional equipment that might be necessary would be purchased with Public / Education / Government Access funds. CONSIDER proposal from the Communications and Media Director to assume temporary control of the education access cable television channel to preserve it for future use after the college district ceases operation of it. The Committee approved the recommendation that the County assume temporary control of the education access cable television channel to preserve it for future use after the college district ceases operation of it. The Committee directed staff to report its recommendation to the Board of Supervisors as soon as the college district's intentions are fully known. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed Attachments: Status of Eductional Access Cable Channel 9. Adjourn For Additional Information Contact:Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us