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HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 12092013 - Internal Ops Cte MinINTERNAL OPERATIONS COMMITTEE RECORD OF ACTION FOR December 9, 2013 8:30 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 Attendees: Michael Kent, Hazardous Materials Ombudsman Tanya Drlik, IPM Staff Keith Freitas, Airports Manager Kristin Connelly, District IV Staff Tom Weber Vicky Mead, CAO Management Analyst Tiffany Lennear, Chief Clerk of the Board Shirley? Kara Douglas, DCD Maureen Parkes, DCD 1. Introductions The Chair convened the meeting at 8:40 a.m. and introductions were made. 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 public comment was offered. 3. Staff recommends approval of the Record of Action for the November 13, 2013 special IOC meeting. The record of action for November 13, 2013 was approved as submitted. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 4. CONSIDER approving nominations to the following advisory bodies: 1. APPROVE nominations to the Affordable Housing Finance Committee. Action Name Seat Term Exp. APPOINT Lisa Caronna Community 3 June 30, 2016 RE-APPOINT Calvin Robie City 3 (Central County)June 30, 2016 RE-APPOINT Tom Shepard County 3 June 30, 2016 The Committee approved the nominations of Lisa Caronna to the Community 3 seat, Calvin Robie to the City 3 (Central County) seat, and Tom Shepard to the County 3 seat on the Affordable Housing Finance Committee and directed staff to forward the Committee's recommendation to the Board of Supervisors. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 2. APPROVE nomination to reappoint David Del Simone to the Member of the Bar seat on the Law Library Board of Trustees to a new one-year term expiring December 31, 2014. The Committee approved the nomination of David Del Simone to the Member of the Bar seat on the Law Library Board of Trustees and directed staff to forward the Committee's recommendation to the Board of Supervisors. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 5. It it recommended the the Committee interview the ten candidates and determine nominations for the At Large 1, 2 and 3, and Public Member Alternate seats, for recommendation to the Board of Supervisors in December for two-year terms ending on December 31, 2015. The Committee interviewed the following nine candidates: Terry Davis, Doug Freier, Andrew Sutherland, Suzanne Bontempo, Denis LeBreton, Cheng-Liang Liao, David Moss, Rebecca Suzanne, and Patti TenBrook. Candidate/incumbent Tunyalee Martin was unable to attend the interview. At the conclusion, the Committee decided to nominate Terry Davis, Doug Freier, and Patti TenBrook to the At Large 1, 2, and 3 seats and Cheng-Liang Liao to the Public Member Alternate seat on the Integrated Pest Management Advisory Committee, and directed staff to forward the Committee's recommendations to the Board of Supervisors. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 6. CONDUCT interviews of the following three candidates for the At Large #2 seat on the Aviation Advisory Committee for a term of office of March 1, 2014 through February 28, 2017: Fred Hofstetter DeWitt Hodge Andrew Morse The Committee interviewed the following three candidates: Fred Hofstetter, DeWitt Hodge, and Andrew Morse. At the conclusion, the Committee decided to nominate DeWitt Hodge to the At Large 2 seat on the Aviation Advisory Committee and directed staff to forward the Committee's recommendations to the Board of Supervisors. 7. Conduct interviews of five candidates to determine nominations for Board consideration to fill the At Large #1 and #2 seats on the Fish & Wildlife Committee. The Committee interviewed the following candidates: Rhonda Gehlke, Kathleen Jennings (incumbent), Brian Murphy, and Laurie Suda. Candidate Walter Pease withdrew his application prior to the interview. At the conclusion, the Committee decided to nominate Rhonda Gehlke and Kathleen Jennings for the At Large 1 and 2 seats on the Fish & Wildlife Committee and directed staff to forward the Committee's recommendations to the Board of Supervisors. 8. It is recommended that the Committee approve the proposed recruitment plan and schedule for developing recommended appointments to the Board of Supervisors for the three-seat Local Enforcement Agency Hearing Panel, and provide additional direction as needed. The Committee approved the proposed recruitment plan and schedule for developing, through the IOC, recommended appointments to the Board of Supervisors for the three-seat Local Enforcement Agency Hearing Panel. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 9. ACCEPT report and CONSIDER recommendations of the Clerk of the Board regarding development of a retention/destruction schedule for records commonly created by the Board's citizen advisory bodies. The Committee accepted the status report from the Clerk of the Board's Office and directed the CoB to bring the proposed records retention schedule to the Board of Supervisors for consideration and, upon approval, notify the advisory bodies (including MACs/TACs) of the applicable retention schedules for their records, and with input from County Counsel, develop procedures for each advisory body to identify and destroy “outdated” records in accordance with the Board approved records retention schedule. I.O. Committee concerns to be addressed: 1. Obtain County Counsel’s guidance on how records should be maintained and in what format. 2. Develop procedures for destruction of hard copy and electronic records. 3. All advisory bodies must disclose where and how they keep their records. 4. COB should develop a simple checklist to assist advisory bodies with the retention and destruction of records. The checklist s/b included with the annual audit. 5. COB to return to I.O. in six months with a status report. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 10. In light of the age of this referral and that it appears to have been prompted by a single known incident, staff requests guidance from the Committee as to whether it wants to adopt a formal policy addressing the ethical conduct of County employees who are involved in the selection of contractors that may also be potential employers, or terminate the referral. The Committee accepted the staff report and directed staff to survey those County departments that do a significant amount of formal contract bidding -- primarily the Public Works, Health Services, and Employment and Human Services departments -- to request their comments regarding the Committee's proposal to use a combination of language from the San Francisco and Alameda County policies, shown below, in a certification that would be required to be signed by County employees who are involved in the recruitment and selection of outside goods and services. The Committee directed staff to report back any findings early next year. "The County's officers, employees and agents, including contractors, their agents and volunteers shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors or potential contractors. In addition, no employee, officer or agent shall participate in the selection, award or administration of a contract where any of the following has a financial or other substantial interest in that contract: 1. The employee, officer or agent. 2. Any member of his or her immediate family. 3. His or her business partner. 4. An organization in which any of the above is/has been during the previous 18?24 months an officer, director, board member, employee or consultant. 5. A person or organization with whom any of the above individuals is negotiating employment or has any arrangement concerning prospective employment. Additionally, employees, for a period of one (1) year after leaving County employment, may not contact your former department on behalf of any person for the purpose of influencing a government decision. a former County employee also may not work for or receive compensation from any party to a County contract if, within the previous twelve (12) months, the employee was personally and substantially involved in the County’s award of that contract." For Additional Information Contact:Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 11. Provide direction to staff regarding the disposition of 2013 Committee referrals. The Committee approved staff's recommended disposition of the 19 referrals to the Committee during 2013 and directed staff to forward the year-end report to the Board of Supervisors. AYE: Chair Candace Andersen, Vice Chair Karen Mitchoff Passed 12. No additional meetings are scheduled for the 2013 Internal Operations Committee. The Committee is expected to resume meetings in February 2014. 13. Adjourn The Chair adjourned the meeting at 10:55 a.m.