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Home My WebLink AboutBOARD STANDING COMMITTEES - 02022014 - Internal Ops Cte MinINTERNAL OPERATIONS COMMITTEE RECORD OF ACTION For February 3, 2014 10:30 A.M. 651 Pine Street, Room 101, Martinez Supervisor Karen Mitchoff, Chair Supervisor Candace Andersen, Vice Chair Present: Karen Mitchoff, Chair Candace Andersen, Vice Chair Staff Present:Julie DiMaggio Enea, Staff Attendees: Elizabeth Verigin, Asst. Auditor-Controller Joanne Bohren, Chief of Audits Michael Kent, Hazardous Materials Ombudsman 1.Introductions The meeting was convened at 10:30 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.APPROVE the following actions as requested by the Hazardous Materials Commission: The Committee approved the nominations as presented. AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen Passed 4.ACCEPT report on the Auditor-Controller's audit activities for 2013 and APPROVE the proposed schedule of financial audits for 2014. The Assistant Auditor-Controller and Audits Chief updated the audit status by reporting that 40 of the 41 audits scheduled for 2013 had now been completed, leaving only one concerning inmate cash to be rescheduled for 2014. The delay in the inmate cash audit was attributed to difficulty scheduling time with Sheriff personnel to begin the audit. However, the audit is now in progress. Auditor staff highlighted the significant effort required annually to prepare the Comprehensive Annual Financial Report and the Countywide Single Audit, which it coordinates. They advised that Macias Gini & O'Connell, LLP, has been retained to conduct the Countywide Single Audit this year. The Committee expressed concern over a recent issue with a mental health services contract, in which the contractor was paid in monthly installments totaling the contract payment limit but exceeding costs for services actually provided. Fixed monthly payments do not necessarily reflect the actual cost of services rendered nor do they provide a clear indication of the adequacy of the contract budget unless the contract is a fixed price contract. The Committee accepted the Auditor-Controller's report on 2013 audit activities and approved the proposed schedule of financial audits for 2014 with the following modification: REQUESTED the Auditor-Controller to additionally review prior-year contracts of the Health Services-Mental Health Division to ensure that payments to contractors were made in strict accordance with the contract payment provisions. The Committee also requested the County Administrator to: verify prior to approval that contract payment provisions for mental health services provide for payment that is based on costs of services provided during the payment period rather than a fixed amount per period. address in the annual Advisory Body Training the limited uses of the new Municipal Advisory Committee (MAC) funding allocation recently approved by the Board, emphasize that these funds may be used only with the District Supervisor’s approval, and also alert the MACs to the new requirement to report financials in the MAC annual report to the Board. AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen Passed 5.APPROVE the proposed 2014 Committee meeting schedule and work plan, or provide direction to staff regarding any changes thereto. The Committee approved the 2014 meeting schedule and discussion calendar as presented. AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen Passed 6.APPROVE the proposed plan and schedule for the recruitment to fill four Board of 6.APPROVE the proposed plan and schedule for the recruitment to fill four Board of Supervisors seats on the Contra Costa County Employees' Retirement Association Board of Trustees, and one seat each on the County Planning and Contra Costa County Fire Protection District Fire Advisory Commissions that will become vacant on July 1, 2014. The Committee approved the recruitment schedule and plan as presented but indicated that it intends to conduct all interviews at the Committee level and forward nominations to the Board of Supervisors for approval, with no interviews to be conducted at the Board level unless the Board specifically directs so. AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen Passed 7.The March 3, 2014 has been canceled. The next meeting is currently scheduled for March 17, 2014. 8.Adjourn The meeting was adjourned at 11:15 a.m. For Additional Information Contact: Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us INTERNAL OPERATIONS COMMITTEE 3. Meeting Date:02/03/2014 Submitted For: William Walker, M.D., Health Services Director Department:Health Services Referral No.: IOC 13/5 Referral Name: ADVISORY BODY RECRUITMENT Presenter: Michael Kent, Hazardous Materials Ombudsman Contact: Michael Kent (925) 313-6587 Referral History: The IOC reviews nominations made by the Hazardous Materials Commission and environmental firms for appointments all Commission seats except the City seats. On September 17, 2013, the Board of Supervisors appointed Ed Morales, of Martinez, to the Environmental Engineer Alternate seat on the Hazardous Materials Commission to complete the unexpired term ending December 31, 2013 and to a new term ending December 31, 2017. Referral Update: Attached is a memo from the Hazardous Materials Ombudsman seeking approval of various nominations and one reassignment. All supporting documents are attached for reference. Recommendation(s)/Next Step(s): APPROVE the following actions as requested by the Hazardous Materials Commission: Fiscal Impact (if any): None. Attachments Mem_HazMat Comm Trans Nominations HazMat Comm Application - George Smith HazMat Comm Application - Ralph Sattler Support Letter - Sattler HazMat Comm Application - Fred Glueck Support Letter - Glueck HazMat Comm Application - Ed Morales Support Letter - Morales Announce Env Eng Announce Env Alt Announce Env Eng_ Announce Env Minutes Attachments No file(s) attached. Members: George Smith, Chair, Rick Alcaraz, Scott Anderson, Don Bristol, Henry Clark, Lara DeLaney, Frank Gordon, Steven Linsley, Jim Payne, Ralph Sattler, Leslie Stewart, Don Tatzin 597 Center Ave., Suite 200 Martinez, CA 94501 (925) 313-6712 CONTRA COSTA COUNTY HAZARDOUS MATERIALS COMMISSION January 27, 2014 To:Internal Operations Committee From:Michael Kent, Executive Assistant to the Hazardous Materials Commission Re:Appointment recommendations to the Hazardous Materials Commission 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 bylaws of the Commission provide that the Environmental Seat #1 and Environmental Seat #1 Alternate be nominated and appointed by the Board of Supervisors. The term for the Environmental Seat #1 held by Ralph Sattler expired on December 31, 2013. The Environmental Seat #1 Alternate position is currently vacant. The Commission recommends that the Board of Supervisors re-appoint Ralph Sattler to the Environmental Seat #1. The Commission also recommends that the Board of Supervisors transfer the current Environmental Engineer Alternate, Ed Morales, into the vacant Environmental Seat #1 Alternate seat, and declare the Environmental Engineer Alternate seat vacant. Letters of nomination for Ralph Sattler and Ed Morales from Communities for a Safe Environment and their applications are attached. Both terms will expire on December 31, 2017. Materials advertising these open seats are attached. The bylaws of the Commission provide that the Environmental Engineer Seat be nominated and appointed by the Board of Supervisors. The Environmental Engineer Seat held by George Smith expired on December 31, 2013. The Commission recommends that the Board of Supervisors re- appoint George Smith to the Environmental Engineer Seat. This term will expire on December 31, 2017. His application is attached. Materials advertising this open seat are attached. Members: George Smith, Chair, Rick Alcaraz, Scott Anderson, Don Bristol, Henry Clark, Lara DeLaney, Frank Gordon, Steven Linsley, Jim Payne, Ralph Sattler, Leslie Stewart, Don Tatzin 597 Center Ave., Suite 200 Martinez, CA 94501 (925) 313-6712 The bylaws of the Commission provide that the Business Seat #1 be nominated by the West County Council of Industries and appointed by the Board of Supervisors. This seat, with a term ending December 31, 2014, was vacated by a Board Order dated January 21, 2014 and posted by the Clerk of the Board for 10 days. The West County Council of Industries nominated Fred Glueck to fill the vacant Business Seat #1. His application and letter of nomination are attached. I Print Form Contra For Office Use Only For Reviewers Use Only: I Date Received: Accepted Rejected Costa County BOARDS, COMMITTEES, AND COMMISSIONS APPLICATION MAIL OR DELIVER TO: Contra Costa County CLERK OF THE BOARD 651 PineStreet Rm. 1O6 Martine Cahfomia 945531292 PLEASE TYPE OR PRINT IN INK (Each Position RequimsaSeparate Application) BOARD, COMMITTEE OR COMMISSION NAME AND SEAT TITLE YOU ARE APPLYING FOR: rontra Costa Hazardous Materials Comm lEnvironmental Organization # 1 I PRINT EXACT NAME OF BOARD, COMMITTEE, OR COMMISSION PRINT EXACT SEAT NAME (if applicable) 1. Name:I5aer Ralph James (Last Name) (First Name) (Middle Name) 2. Address: Martinez CA 94553-1973 I (No.) (Street) (Apt.) (City) (State) (Zip Code) 3. Phones: I (Home No.) (Work No.) (Cell No.) 4. Email Address: I 5. EDUCATION: Check appropriate box if you possess one of the following: High School Diploma El G.E.D. Certificate El California High School Proficiency Certificate El Give Highest Grade or Educational Level Achievedk'' degree I Names of colleges I universities attended Course of Study I Major Degree Awarded Units Completed Degree Type Degree Date Awarded Semester Quarter A) ISeattleUniversity I Industrial Psychology I Yes No flE1 I I I I ,none I _1 I Los Angeles City College I Industrial Psychology! I Yes No 1IIfl Photography I I I FAA IJune 962 •1 University of Montana J ------- Industrial Psychology Yes No E ! II II II I D) Other schools 1 training completed: Course Studied Hours Completed Certificate Awarded: Yes No DFI THIS FORM IS A PUBLIC DOCUMENT 6. PLEASE FILL OUT THE FOLLOWING SECTION COMPLETELY. List experience that relates to the qualifications needed to serve on the local appointive body. Begin with your most recent experience. A resume or other supporting documentation may be attached but it may not be used as a substitute for completing this section. A) Dates (Month, Day, Year) Title Duties Performed From 12 I Steering Committee Member I I I 1990 current Total: Yrs. Mos. Worked on issues regarding proposed monitoring. bucket brigade, Risk Employer's Name and Address :oxic waste incinerator, fence line II I Management Program, Industrial I I I I Hrs. per week l I . Volunteer Ei Communities for a Safe Environment Safety Ordinance & other issues regarding refineries and air pollution B) Dates (Month, Day, Year) Title Duties Performed f!gi To I Member of the Board of Directors 2009 current Employer's Name and Address Work on the Community Warning Total: Yrs. Mos. I I I I System, Community Outreach, Community Preparedness, Shelter in I Place drills and other issues related to Hrs. per week] . Volunteer 1I Contra Costa CAER community and environment safety C) Dates (Month, Day, Year) Title Duties Performed EEQrn 12 Member/Shell Community Advisory PanI 2007 current Employer's Name and Address Total: Yrs. Mos._ CAP interacts with company regarding I I 1 issues affecting the community and I i I I I Shell Community Advisory Panel- he environment Hrs. per week l I . Volunteer Martinez Shell 0) Dates (Month, Day, Year) Title Duties Performed Member - Solvay Community Advsory P From 12 1992 Current CAP interacts with company regarding Employer's Name and Address Total: Yrs. Mos. issues affecting the community and I I I I he environment. I i I I I I Hrs. per week i ;Volunteer EJ Solvay Community Advisory Panel Martinez, CA I am one of the original members of he CAP. THIS FORM IS A PUBLIC DOCUMENT 7. How did you learn about this vacancy? Dccc Homepage Walk-In flNewspaper Advertisement DDistrict Supervisor EOther 11 am a current commissioner j 8. Do you have a Familial or Financial Relationship with a member of the Board of Supervisors? (Please see Board Resolution no. 2011/55, attached): No fI Yes IIJ If Yes, please identify the nature of the relationship: I I 9. Do you have any financial relationships with the County such as grants, contracts, or other economic relations? No I Yes El If Yes, please identify the nature of the relationship: I I I CERTIFY that the statements made by me in this application are true, complete, and correct to the best of my knowledge and belief, and are made in good faith. I acknowledge and understand that all information in this application is publically accessible. I understand and agree that misstatements I omissions of material fact may cause forfeiture of my rights to serve on a Board, Committee, or Commission in Contra Costa County. Sign Name: Date: Important Information 1. This application is a public document and is subject to the California Public Records Act (CA Gov. Code §6250-6270). 2. Send the completed paperapplkaton to the Office of the Clerk of the Board at 651 Pine Street, Room 106, Martinez, CA 94553. 3. A résumé or other relevant infotmabon may be submitted Mth this application. 4. All members are required to take the follovng training: 1) The Brown Ac( 2) The Better Government Ordinance, and 3) Ethics Training. 5. Members of boards, commissions, and committees may be required to: 1) file a Statement of Economic Interest Form also known as a Form 700, and 2) complete the State Ethics Training Course as required by AB 1234. 6. Advisory body meetings may be held in various locations and some locations may not be accessible by public transportation. 7. Meeting dates and times are subject to change and may occur up to Mo days per month. 8. Some boards, committees, or commissions may assign members to subcommittees or work groups Miich may require an additional commitment of time. THIS FORM IS A PUBLIC DOCUMENT Communities For a Safe Environment 1204 Ulfinian Way Martinez, CA 94553-1973 December 16, 2013 To: Michael Kent Contra Costa County Hazardous Materials Commission Please continue Ralph Sattler's representation of Communities For a Safe Environment on the Hazardous Materials Commission. Sincerely, 't7 THE COUNCIL OF INDUSTRIES P.O. BOX 70088 Pt. Richmond, CA 94807 (510)215-9325 office (510)260-4820 cell (510)215-9029 fax www.councilofindustries.org January 22, 2014 Michael Kent Contra Costa Health Services Hazardous Materials Ombudsman 597 Center Ave., Suite 100 Martinez, CA 94553 RE:Nomination of MR. FRED GLUECK to the Hazardous Materials Commission, Business Seat #1 On behalf of the Council of Industries I would like to request that Mr. Fred Glueck of Plant Reclamation be nominated to the Contra Costa County Hazardous Materials Commission Business Seat #1, replacing Jimmy Rodgers, in representation of the business membership at the Council of Industries. Please consider our request for Mr. Glueck’s nomination. Should you have any questions, contact the undersigned Regards, Katrinka Ruk Executive Director kpruk@sbcglobal.net Communities For a Safe Environment 1204 Ulfinian Way Martinez, CA 94553-1973 December 16, 2013 To: Michael Kent Contra Costa County Hazardous Materials Commission Re: Environmental Organization Seat One - Alternate We would like for Ed Morello to also represent Communities For a Safe Environment on the Hazardous Materials Commission. Sincerely, J Members: George Smith – Chair, Rick Alcaraz, Scott Anderson, Don Tatzin, Henry Clark, Lara DeLaney, Frank Gordon, Steven Linsley, Jim Payne, Jimmy Rodgers, Ralph Sattler, Leslie Stewart, Don Bristol 597 Center Avenue, Suite 200, Martinez CA 94553 Phone (925) 313-6712 Fax (925) 313-6721 ** PLEASE POST or DISTRIBUTE ** CONTRA COSTA COUNTY HAZARDOUS MATERIALS COMMISSION SEEKS APPLICANTS DO HAZARDOUS MATERIALS POLICY ISSUES INTEREST YOU? The Contra Costa County Hazardous Materials Commission is seeking applicants to fill an Environmental Engineering Seat. You may apply if you …  are nominated by an environmental engineering organization; or firm  live or work in Contra Costa County;  have demonstrated knowledge of hazardous materials issues;  can commit to regular attendance at monthly Commission meetings and a monthly Committee meeting. The Commission is a voluntary body appointed by the Board of Supervisors, and makes policy recommendations to the Board and County staff on issues concerning hazardous materials and hazardous waste. The Commission’s 13 members serve four-year terms and include representatives of industry, labor, civic groups, environmental organizations, environmental engineers, the general public, and the Mayors Conference. To obtain an application form, or for further information, contact Michael Kent, Executive Assistant to the Commission, at (925) 313-6587. Applications may also be obtained from the Clerk of the Board located at 651 Pine Street 1st Floor, Martinez CA 94553. You may also download an application from the County’s website: http://www.contracosta.ca.gov/DocumentView.aspx?DID=6433 Filing Date: Applications must be postmarked by October 4, 2013 and mailed to the Clerk of the Board. Members: George Smith – Chair, Rick Alcaraz, Scott Anderson, Don Tatzin, Henry Clark, Lara DeLaney, Frank Gordon, Steven Linsley, Jim Payne, Jimmy Rodgers, Ralph Sattler, Leslie Stewart, Don Bristol 597 Center Avenue, Suite 200, Martinez CA 94553 Phone (925) 313-6712 Fax (925) 313-6721 ** PLEASE POST or DISTRIBUTE ** CONTRA COSTA COUNTY HAZARDOUS MATERIALS COMMISSION SEEKS APPLICANTS DO HAZARDOUS MATERIALS POLICY ISSUES INTEREST YOU? The Contra Costa County Hazardous Materials Commission is seeking applicants to fill an Environmental Seat - Alternate. You may apply if you …  are nominated by an environmental organization; or firm  live or work in Contra Costa County;  have demonstrated knowledge of hazardous materials issues;  can commit to regular attendance at monthly Commission meetings and a monthly Committee meeting, in the event the seat holder is unavailable; The Commission is a voluntary body appointed by the Board of Supervisors, and makes policy recommendations to the Board and County staff on issues concerning hazardous materials and hazardous waste. The Commission’s 13 members serve four-year terms and include representatives of industry, labor, civic groups, environmental organizations, environmental engineers, the general public, and the Mayors Conference. To obtain an application form, or for further information, contact Michael Kent, Executive Assistant to the Commission, at (925) 313-6587. Applications may also be obtained from the Clerk of the Board located at 651 Pine Street 1st Floor, Martinez CA 94553. You may also download an application from the County’s website: http://www.contracosta.ca.gov/DocumentView.aspx?DID=6433 Filing Date: Applications must be postmarked by October 4, 2013 and mailed to the Clerk of the Board. Members: George Smith – Chair, Rick Alcaraz, Scott Anderson, Don Tatzin, Henry Clark, Lara DeLaney, Frank Gordon, Steven Linsley, Jim Payne, Jimmy Rodgers, Ralph Sattler, Leslie Stewart, Don Bristol 597 Center Avenue, Suite 200, Martinez CA 94553 Phone (925) 313-6712 Fax (925) 313-6721 CONTRA COSTA COUNTY HAZARDOUS MATERIALS COMMISSION September 23, 2013 Dear Colleague: The Contra Costa Hazardous Materials Commission is seeking applicants to fill an Environmental Engineering Seat. Applications must be postmarked by October 4, 2013. Appointed by the Board of Supervisors to advise them on hazardous materials issues, including industrial safety, the 13-member Commission is comprised of representatives of industry, labor, environmental groups, civic groups, the public, engineers/industrial hygienists, and elected officials. Members serve four-year terms, and must live or work in Contra Costa County. I hope your organization will take up this rare opportunity and nominate an applicant. The Commission offers a chance for direct participaton in creating county policy on vital issues of great public concern. Enclosed you will find leaflets for posting and or distribution. The Commission would also like to extend an invitation to any interested party to attend Commission meetings which are generally held the 4th Thursday of every month at the County Connection, 2477 Arnold Industrial Way, in Concord. Please check the website for the next scheduled meeting. http://cchealth.org/hazmat/hmc/ To obtain an application form, or for further information, contact Michael Kent, Executive Assistant to the Commission, at (925) 313-6587. Applications may also be obtained from the Clerk of the Board located at 651 Pine Street, 1st Floor, Martinez CA 94553. You may also download an application from the County’s website: http://www.contracosta.ca.gov/DocumentView.aspx?DID=6433 Should you have further questions, please do not hesitate to call me. I can be reached directly at (925) 313-6587. Sincerely, Michael Kent Executive Assistant to the Hazardous Materials Commission Enclosure Members: George Smith – Chair, Rick Alcaraz, Scott Anderson, Don Tatzin, Henry Clark, Lara DeLaney, Frank Gordon, Steven Linsley, Jim Payne, Jimmy Rodgers, Ralph Sattler, Leslie Stewart, Don Bristol 597 Center Avenue, Suite 200, Martinez CA 94553 Phone (925) 313-6712 Fax (925) 313-6721 CONTRA COSTA COUNTY HAZARDOUS MATERIALS COMMISSION September 23, 2013 Dear Colleague: The Contra Costa Hazardous Materials Commission is seeking applicants to fill an Environmental Seat. Applications must be postmarked by October 4, 2013. Appointed by the Board of Supervisors to advise them on hazardous materials issues, including industrial safety, the 13-member Commission is comprised of representatives of industry, labor, environmental groups, civic groups, the public, engineers/industrial hygienists, and elected officials. Members serve four-year terms, and must live or work in Contra Costa County. I hope your organization will take up this rare opportunity and nominate an applicant. The Commission offers a chance for direct participaton in creating county policy on vital issues of great public concern. Enclosed you will find leaflets for posting and or distribution. The Commission would also like to extend an invitation to any interested party to attend Commission meetings which are generally held the 4th Thursday of every month at the County Connection, 2477 Arnold Industrial Way, in Concord. Please check the website for the next scheduled meeting. http://cchealth.org/hazmat/hmc/ To obtain an application form, or for further information, contact Michael Kent, Executive Assistant to the Commission, at (925) 313-6587. Applications may also be obtained from the Clerk of the Board located at 651 Pine Street, 1st Floor, Martinez CA 94553. You may also download an application from the County’s website: http://www.contracosta.ca.gov/DocumentView.aspx?DID=6433 Should you have further questions, please do not hesitate to call me. I can be reached directly at (925) 313-6587. Sincerely, Michael Kent Executive Assistant to the Hazardous Materials Commission Enclosure INTERNAL OPERATIONS COMMITTEE 4. Meeting Date:02/03/2014 Submitted For: Robert Campbell, Auditor-Controller Department:Auditor-Controller Referral No.: IOC 14/2 Referral Name: Review of the Annual Audit Schedule Presenter: Elizabeth Verigin, Asst Auditor-Controller Contact: Joanne Bohren 925-646-2233 Referral History: The Internal Operations Committee was asked by the Board in 2000 to review the process for establishing the annual schedule of audits, and to establish a mechanism for the Board to have input in the development of the annual audit schedule and request studies of departments, programs or procedures. The IOC recommended a process that was adopted by the Board on June 27, 2000, which called for the IOC to review the schedule of audits proposed by the Auditor-Controller and the County Administrator each December. However, due to the preeminent need during December for the Auditor to complete the Comprehensive Annual Financial Report, the IOC, some years ago, rescheduled consideration of the Auditor’s report to February of each year. Referral Update: Attached is a report from the Auditor-Controller reviewing the department’s audit activities for 2013 and transmitting the proposed schedule of financial audits for 2014, which are already in progress. Assistant Auditor-Controller Elizabeth Verigin and Chief of Internal Audits Joanne Bohren will present the report. Recommendation(s)/Next Step(s): ACCEPT report on the Auditor-Controller's audit activities for 2013 and APPROVE the proposed schedule of financial audits for 2014. Fiscal Impact (if any): There is no fiscal impact related to providing input into the annual audit schedule. The financial auditing process may result in positive and negative fiscal impacts, depending on the audit findings. Attachments Attachments Mem_Auditor trans 2014 audit plan Attachment 1 - Proposed Audit Listing Attachment 2 - Completed Audit Listing Attachment 3 - Audits in Progress Listing Attachment 4 - Postponed Audits Listing Minutes Attachments No file(s) attached. Schedule of Internal Audit ProjectsCalendar Year 2014HistoricalPrefd.ScheduledAudit DepartmentEstimatedLast DoneAuditForHoursProject DescriptionHoursThroughCycle (yrs)20142014Board of Supervisors1102District 2 General Department Audit (Including MACs)601/074X10Risk Management0043General Department Audit2505/052X300Auditor-Controller0105Revolving/Cash Diff. Fund & Shortage Report (fiscal year)606/131 (Law)X600116Medical & Dental Premium Payments2003/052X2400037Misc A-C duties (ie Petty Cash ICQ;Relief of Shortage;Increase/New Petty Cash; Recons)601X60Treasurer-Tax Collector0151Treasury Cash & Investments - 1st qtr1002/131/4 (Law)X1000151Treasury Cash & Investments - 2nd qtr 1005/131/4 (Law)X1000151Treasury Cash & Investments - July 11007/1/131/4 (Law)X1000151Treasury Cash & Investments - 3rd qtr (Auditor recommendation)1009/121/4 (Law)X1000151Treasury Cash & Investments - 4th qtr10012/121/4 (Law)X1000153Tax Collector's Special Trust (8314)508/044X600154Supplemental Tax Collection15012/082X1800155Duplicate payment trust (8315)654/044X750172Treasury Oversight Committee (calendar year)12012/121 (Law)X175Purchasing1491Purchasing175NEW4X1751493Procurement Card Program - 3rd qtr309/131/4 (CAO)X401493Procurement Card Program - 4th qtr3012/121/4 (CAO)X401493Procurement Card Program - 1st qtr303/131/4 (CAO)X401493Procurement Card Program - 2nd qtr306/131/4 (CAO)X40Department of Information Technology0147General Department Audit1009/073X100Sheriff-Coroner3005Inmates'cash40012/052X500Probation3081General Departmental Audit20012/112(Law)X220Health Services4501Public Health2502/082X2755408CCHP Vendor Payments1507/043X160Employment & Human ServicesTrust Funds100SpecialX100Page 1 of 2 Schedule of Internal Audit ProjectsCalendar Year 2014HistoricalPrefd.ScheduledAudit DepartmentEstimatedLast DoneAuditForHoursProject DescriptionHoursThroughCycle (yrs)20142014Public Works0791Craft inventories and Custodial Supplies Inventory (combined)1006/093X1501481Print and Mail (Central Services) Inventory1206/093X120Contra Costa Fire Protection District9502General Department Audit3001/062X310Page 2 of 2 Schedule of Internal Audits CompletedCalendar Year 2013Prefd.ScheduledAudit TotalDepartmentLast DoneAuditForHoursProjectProject DescriptionThroughCycle (yrs)20132013HoursAuditor-Controller0105Revolving/Cash Diff. Fund & Shortage Report (fiscal year)6/131 (Law)X60400037Misc A-C duties (ie Petty Cash ICQ;Relief of Shortage;Increase/New Petty Cash; Recons)1X60-Treasurer-Tax Collector0151Treasury Cash & Investments - 1st qtr2/131/4 (Law)X8576.50151Treasury Cash & Investments - 2nd qtr 5/131/4 (Law)X8576.50151Treasury Cash & Investments - July 17/1/131/4 (Law)X85620151Treasury Cash & Investments - 3rd qtr (Auditor recommendation)9/121/4 (Law)X85710151Treasury Cash & Investments - 4th qtr12/121/4 (Law)X8570.50152State of California trust (8011)4/134X80105.50172Treasury Oversight Committee (calendar year)12/121 (Law)X160212Purchasing1493Procurement Card Program - 3rd qtr (2012)9/121/4 (CAO)X40641493Procurement Card Program - 4th qtr12/121/4 (CAO)X40641493Procurement Card Program - 1st qtr3/131/4 (CAO)X40641493Procurement Card Program - 2nd qtr6/131/4 (CAO)X40641493Procurement Card Program - 3rd qtr (2013)9/131/4 (CAO)X4064Clerk-RecorderGC27361(d)(4) project re: SSN truncation - Required to be performed by 12/31/201320134X12094Sheriff-Coroner2553Seized & Forfeited Property12/125X150275Agriculture3351General Departmental Audit3/134X150135Health Services5403Materials Management3/13X200146.5County Libraries6201General Departmental Audit12/124X300230.5Public Works1492Capital Leases6/133X2302030632Vehicle Inventory6/133X175164Contra Costa Fire Protection District9501Other Supplies Inventory6/13X80119Page 1 of 2 Schedule of Internal Audits CompletedCalendar Year 2013Prefd.ScheduledAudit TotalDepartmentLast DoneAuditForHoursProjectProject DescriptionThroughCycle (yrs)20132013HoursAdditional Projects as discussed with Elizabeth0014Examination of Mitigation Funds, MACs/TACs, and Other Funds with Board DiscretionX360770Mitigation Funds (also brought up by Supervisor Gioia @ Finance Committee Mtg 2/7/11) Crockett Co-Generation3/13 Rodeo Unocal3/13 Livable Communities Trust12/12 County Regional Enhancement Contribution12/12 Transient Occupancy Tax/Contra Costa Futures12/12 Navy Transportation 2/13 Tosco/Solano Transportation2/13MACs/TACs BOS District #3: Byron MAC3/13 Diablo MAC3/13 Knightsen TAC3/13 Bethel Island MAC 3/13 BOS District #5: Bay Point MAC12/12 Pacheco MAC12/12 Rodeo MAC12/12General Purpose with Board Discretion Child Care Affordability Fund12/12 Dougherty Valley Transit Fees12/12 Industrial Job Training & Education Fee12/12Page 2 of 2 Schedule of Internal Audits in Progress at the End of Calendar Year 2013To be Completed in Calendar Year 2014Prefd.ScheduledInDepartmentEstimatedLast DoneAuditForProgressProject DescriptionHours Through Cycle (yrs) 2013 2014Board of Supervisors1102District 2 General Department Audit (Including MACs)601/074XXTreasurer-Tax Collector0151Treasury Cash & Investments - 3rd qtr (Auditor recommendation)1009/121/4 (Law)XXPAGE 1 OF 1 Schedule of Internal Audit Projects PostponedCalendar Year 2013Prefd.ScheduledScheduledDepartmentEstimatedLast DoneAuditForforProject Description Hours Through Cycle (yrs) 2013 2014Sheriff-Coroner3005 Inmates' cash400 12/05 2 X X The Office of the Sheriff-Coroner pushed back the start date for the audit. Ultimately, the assigned internal auditor was reassigned pending the Office of the Sheriff-Coroner agreeing to a date for the entrance meeting. The audit is included in the 2014 audit plan and got underway January 22, 2014.PAGE 1 OF 1 INTERNAL OPERATIONS COMMITTEE 5. Meeting Date:02/03/2014 Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: N/A Referral Name: N/A Presenter: Julie DiMaggio Enea, IOC Staff Contact: Julie DiMaggio Enea 925.335.1077 Referral History: The Board of Supervisors made the following referrals to the 2014 Internal Operations Committee: Standing Referrals 1. Continued policy oversight and quarterly monitoring of the Small Business Enterprise and Outreach programs, and e-Outreach 2. Review of the annual audit schedule 3. Review of annual Master Vehicle Replacement List and disposition of low-use vehicles 4. Local Vendor Preference Program 5. Advisory Body Recruitment (Planning Commission: At Large 1 seat; Retirement Board: BOS 5, 6 & 7 and Alternate seats); CC Fire Commission: At Large 2 seat) 6. Review of Process for allocation of funds by the Fish and Wildlife Committee 8. Project Labor Agreement annual update Non-Standing Referrals 7. Review of Procedures Governing Employee Involvement in Contracts with Prospective Employers 9. Waste Hauler Ordinance 10. Social Media Policy 11. Contra Costa Television Policy and Procedure Update 12. Policy on Records Retention and Destruction for Advisory Bodies. 13. Contra Costa County Employees Retirement Association Recruitment 14. Local Enforcement Agency Hearing Panel Members Recruitment The Committee members have selected the first Monday of each month at 10:30 a.m. as the standing meeting date/time for 2014. Referral Update: Attached for the Committee's review is the proposed meeting schedule, developed in consultation Attached for the Committee's review is the proposed meeting schedule, developed in consultation with your schedulers, and the proposed work plan for hearing each of the 2014 referrals. Note that due to a conflict with the CSAC Legislative Conference, staff is proposing that the March 3 meeting be canceled and a special meeting be scheduled for March 17. Recommendation(s)/Next Step(s): APPROVE the proposed 2014 Committee meeting schedule and work plan, or provide direction to staff regarding any changes thereto. Fiscal Impact (if any): None. Attachments Proposed 2014 IOC Meeting Schedule and Work Plan Minutes Attachments No file(s) attached. 2014 Internal Operations Committee Discussion Schedule As of January 22, 2014 Meeting Date Subject Staff Contacts February 3 IOC Schedule and Work Plan for 2014 Internal Audit Work Plan for 2014 Recruitment plan for CCCERA, Planning Commission, & CCCFPD Fire Commission Julie Enea Elizabeth Verigin/Joanne Bohren Julie Enea March 17 ISF/Low Mileage Vehicle Disposition Fish & Wildlife Propagation Fund allocations AB Records Retention/Destruction Schedule Local Enforcement Agency Hearing Panel interviews Julie Bueren/Fleet Mgr Maureen Parkes/Danny Pellegrini Tiffany Lennear/Vicky Mead Joe Doser/Marilyn Underwood April 7 Screen Fire Advisory & Planning Commission applications Waste Hauler Ordinance – Final Draft Social Media Policy Project Labor Agreement Update Julie Enea Joe Doser/Marilyn Underwood Betsy Burkhart Steve Kowalewski May 5 Interview candidates for Fire Advisory & Planning Commissions, screen Retirement Board applications SBE/Outreach Semi-Annual Report Julie Enea Antoine Wilson/Vicky Mead June 2 Retirement Board interviews Julie Enea July 7 CCTV Policies & Procedures Employee Involvement in Contracts with Prospective Employers Betsy Burkhart Julie Enea August 4  September 1  October 6 2013/14 Local Vendor Preference Program Report David Gould November 3 SBE/Outreach Semi-Annual Report Antoine Wilson/Vicky Mead December 1  INTERNAL OPERATIONS COMMITTEE 6. Meeting Date:02/03/2014 Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: IOC 13/5 Referral Name: ADVISORY BODY RECRUITMENT Presenter: Julie DiMaggio Enea, IOC Staff Contact: Julie DiMaggio Enea 925.335.1077 Referral History: The Board of Supervisors has directed the IOC to personally conduct interviews of applicants for At Large seats on the Contra Costa County Fire Protection District's (CCCFPD) Fire Advisory Commission, the East Contra Costa County Fire Protection District Board of Directors, the County Planning Commission and the Board appointees to the Contra Costa County Employees' Retirement Association (CCCERA) Board of Trustees. On June 30, 2014, the terms of Board of Supervisors Appointees #5, #6, #9 and the BOS Alternate seats on the CCCERA Board of Trustees; the At Large #1 seat on the County Planning Commission; and the At Large #2 seat on the CCCFPD Fire Advisory Commission will expire. Referral Update: Since the IOC personally conducts interviews of applicants for the County appointees to the CCCERA Board of Trustees, the County Planning Commission and the CCCFPD Fire Advisory Commission, it is important that the IOC develop a recruitment schedule that permits the Board to make its appointments prior to July 1, 2014, when the new seat terms are to become effective. Staff recommends the following schedule: February 14 Issue press release advertising vacancies March 28 Application Deadline for Fire Advisory & Planning Commissions (6 week application period) April 7 IOC Committee Meeting: Screen Fire Advisory & Planning Commission applications April 8-18 Staff to schedule Fire Advisory & Planning Commission interviews for May 5 April 18 Application Deadline for Retirement Board (9 week application period) May 5 IOC Committee Meeting: Interview candidates for Fire Advisory & Planning Commissions, screen Retirement Board applications May 6-16 Staff to schedule Retirement Board interviews for June 2 May 13 Board of Supervisors Meeting: Board consideration of IOC nominations for Fire Advisory & Planning Commissions June 2 IOC Committee Meeting: Interview candidates for Retirement Board June 17 and/or 24 Board of Supervisors Meeting: Board consideration of IOC nominations and/or interview of finalists for Retirement Board July 1 All appointments take effect It may be impractical for the IOC to individually interview all applicants. The IOC may need to screen applications to reduce the pool of candidates to be interviewed and use group interviews if there remain a large number of candidates for each body. Staff intends to do an initial screening of applicants against the specifications for each seat and will provide initial recommendations to the Committee for applications that should be rejected Recommendation(s)/Next Step(s): APPROVE the proposed plan and schedule for the recruitment to fill four Board of Supervisors seats on the Contra Costa County Employees' Retirement Association Board of Trustees, and one seat each on the County Planning and Contra Costa County Fire Protection District Fire Advisory Commissions that will become vacant on July 1, 2014. Fiscal Impact (if any): None. Attachments No file(s) attached. Minutes Attachments No file(s) attached.