HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 07072014 - Internal Ops Cte Min
INTERNAL OPERATIONS
COMMITTEE
July 7, 2014
10:30 A.M.
651 Pine Street, Room 101, Martinez
Supervisor Karen Mitchoff, Chair
Supervisor Candace Andersen, 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. CONSIDER approving the Record of Action for the June 2, 2014 Internal Operations
Committee meeting. (Julie DiMaggio Enea, IOC Staff)
4. INTERVIEW candidates for the Local Enforcement Agency (Solid Waste) Independent
Hearing Panel and the East Contra Costa Fire Protection District Board of Directors, and
DETERMINE nominations for Board of Supervisors consideration; and CONSIDER
nominating Bob Case to the Director 3 seat on the Contra Costa County Resource
Conservation District Board of Directors to complete the unexpired term ending
November 30, 2016. (Julie DiMaggio Enea, IOC Staff)
5. CONSIDER report and recommendations from the County Administrator and
Conservation & Development Department on the County's compliance with the Bay
Area Commuter Program. (Theresa Speiker, County Administrator's Office; Jamar
Stamps, Conservation and Development Department)
6. CONSIDER report and recommendations from the Public Works Director regarding low
mileage fleet vehicles. (Carlos Velasquez, Fleet Services Manager)
7.The next meeting is currently scheduled for August 4, 2014.
8.Adjourn
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The Internal Operations Committee will provide reasonable accommodations for persons with
disabilities planning to attend Internal Operations 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 Internal Operations Committee less than
96 hours prior to that meeting are available for public inspection at 651 Pine Street, 10th floor,
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:
Julie DiMaggio Enea, Committee Staff
Phone (925) 335-1077, Fax (925) 646-1353
julie.enea@cao.cccounty.us
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INTERNAL OPERATIONS COMMITTEE 3.
Meeting Date:07/07/2014
Subject:RECORD OF ACTION FOR JUNE 2, 2014 IOC MEETING
Submitted For: David Twa, County Administrator
Department:County Administrator
Referral No.: N/A
Referral Name: RECORD OF ACTION
Presenter: Julie DiMaggio Enea, IOC
Staff
Contact: Julie DiMaggio Enea (925)
335-1077
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 for the Committee's consideration is the Record of Action for its June 2, 2014 meeting.
Recommendation(s)/Next Step(s):
Staff recommends approval of the Record of Action for the June 2, 2014 IOC meeting.
Fiscal Impact (if any):
None.
Attachments
IOC Record of Action for June 2, 2014
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INTERNAL OPERATIONS
COMMITTEE
RECORD OF ACTION
June 2, 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: Michael Kent, Hazardous Materials Ombudsman
Tom Geiger, Asst. County Counsel
Russell Watts, Treasurer-Tax Collector
Laura Case, District IV Dep Chief of Staff
John Phillips
Michael Smith
Bob Howard
Jerry Holcombe
Debora Allen
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).
No public comment was offered.
3.Staff recommends approval of the Record of Action for the May 7, 2014 IOC meeting.
The Record of Action for the May 7, 2014 meeting was approved as submitted.
AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
4.APPROVE the nomination of Ronald Chinn for Board of Supervisors appointment to
the Environmental Engineer Alternate seat on the Hazardous Materials Commission, to
complete the unexpired term ending on December 31, 2017.
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The Committee approved the nomination of Ronald Chinn to the Environmental
Engineer Alternate seat on the Hazardous Materials Commission.
AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
5.INTERVIEW candidates for Trustee and Alternate Trustee seats on the Contra Costa
County Employees' Retirement Association Board of Trustees and DETERMINE
nominations for consideration by the Board of Supervisors on June 17 or 24.
The Committee conducted a group interview of candidates John Phillips, Debora
Allen, and Jerry Holcombe. Candidate JoAnn Bowes was unable to attend due to
illness.
At the conclusion of the interview, the Committee decided to nominate for Board of
Supervisors consideration incumbents Debora Allen for reappointment to Seat #5,
John Phillips for reappointment to Seat #9, and Jerry Holcombe for reappointment
to the Alternate to Seats 4, 5, 7 and 9. The Committee made no determination
regarding Seat #7, which has for many years been held by a County supervisor.
AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
6.RECEIVE referral from the Board to evaluate developing a county ordinance to
authorize private parking lot owners to issue citations for violations of parking lot
regulations and DETERMINE action to be taken.
Supervisor Mitchoff introduced the item. Asst. County Counsel Tom Geiger
suggested that in the drafting of an ordinance, the Committee consider specifying a
parking fee amount or maximum, regulating signage at private facilities, requiring
participating facilities to register with the County, and determining an appeal
process. Bob Howard and Michael Smith spoke in favor of a County ordinance.
In consideration that final judgment has not yet been rendered on the 2012 lawsuit
involving the City of Walnut Creek's ordinance and that AB 2381, which would
provide statutory authority for a private parking facilities ordinance, is still pending,
the Committee directed County Counsel to draft a County ordinance modeled
substantially on the City of Pleasant Hill's ordinance, for the Committee's review at
its regular meeting on August 4, at which time the Committee will consider whether
to proceed with the introduction of an ordinance or wait to see if AB 2381 will pass.
AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
7.DIRECT staff to schedule interviews of all qualifying applicants for the ECCFPD Board
of Directors and the Contra Costa Resource Conservation District Board of Directors
for the next regular IOC meeting on July 7, 2014.
The Committee accepted the recruitment plan prepared by staff and directed staff to
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The Committee accepted the recruitment plan prepared by staff and directed staff to
enlist the aid of the District III Supervisor's office in advertising the ECCFPD
recruitment.
AYES: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
8.The next meeting is currently scheduled for July 7, 2014.
9.Adjourn
The Chair adjourned the meeting at 11:35 a.m.
For Additional Information Contact:
Julie DiMaggio Enea, Committee Staff
Phone (925) 335-1077, Fax (925) 646-1353
julie.enea@cao.cccounty.us
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INTERNAL OPERATIONS COMMITTEE 4.
Meeting Date:07/07/2014
Subject:CONDUCT INTERVIEWS FOR VARIOUS POLICY AND ADVISORY
BODIES
Submitted For: David Twa, County Administrator
Department:County Administrator
Referral No.: IOC 14/5
Referral Name: ADVISORY BODY RECRUITMENT
Presenter: Julie DiMaggio Enea, IOC Staff Contact: Julie DiMaggio Enea 925.335.1077
Referral History:
On December 12, 2000, the Board of Supervisors approved a policy on the process for recruiting
applicants for selected advisory bodies of the Board. This policy requires an open recruitment for
all vacancies to At Large seats appointed by the Board. The Board also directed that the IOC
personally conduct interviews of applicants for At Large seats on several boards, committees, and
commissions including the Board-appointed seats on the East Contra Costa Fire Protection
District Board of Directors, Contra Costa Resource Conservation District Board of Directors, and
the Local Enforcement Agency (Solid Waste) Independent Hearing Panel.
Referral Update:
East Contra Costa Fire Protection District Board of Directors (two vacancies)
The East Contra Costa Fire Protection District is an independent special district governed by a
nine-member Board of Directors: four (4) members appointed by the Brentwood City Council,
three (3) members appointed by the Oakley City Council, and two (2) members appointed by the
County Board of Supervisors (Res. 2009/527, attached).
On February 4, 2014, the terms of the two County-appointed ECCFPD Directors expired. Staff
opened a recruitment in mid-May for a four-week period that ended on June 20. The recruitment
garnered seven applications; one applicant withdrew leaving six candidates including the two
incumbents, all who were invited to be interviewed by the Committee today.
Note that the governance resolution for the ECCFPD permits the two sitting BOS directors to
continue to serve until they are reappointed or until successors are appointed:
"6. The term of office of each director will be four years or until his or her successor qualifies and takes office.
Appointed directors will serve at the pleasure of their respective appointing authority and may be removed with
or without cause upon a majority vote of the members of the appointing authority or if the director is no longer
eligible to serve on the District Board of Directors."
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Group 1:
Barr Everhart (Brentwood)
Robert Kenny (incumbent, Bethel Island)
John Kipp (Discovery Bay)
Group 2:
Cheryl Morgan (incumbent, Clayton)
Steven Ohmstede (Knightsen)
James Reedy (withdrew)
Robert H. Sherdel (Brentwood)
Local Enforcement Agency (Solid Waste) Independent Hearing Panel (one vacancy)
On March 25, 2014, the Board of Supervisors appointed, at the recommendation of the IOC, Ana
M. Cortez (Richmond) and Darryl Young (San Ramon) to the Local Enforcement Agency
Hearing Panel to four-year terms beginning April 1, 2014 and ending March 31, 2018. The Board
also directed the County Administrator and the Local Enforcement Agency to continue recruiting
to fill the third panelist seat and to forward any additional nominations to the Internal Operations
Committee for consideration.
Public Resources Code section 44308, which governs appointments to the Hearing Panel,
specifies that at least one member of the Panel shall be a technical expert with knowledge of solid
waste management methods and technology. The following individuals were invited to be
interviewed by the Committee today for the technical expert member of the panel:
Diana Kato
Larry Sweetser
An explanatory memo and copies of the candidate applications are attached.
Contra Costa Resource Conservation District Board of Directors (one vacancy)
RCD recruitments are conducted by the County pursuant to a 1998 RCD resolution ordering that
all future directors shall be appointed by the County Board of Supervisors in lieu of election
(Public Resources Code Section 9314). On May 14, 2014, one of the Director seats on the Contra
Costa Resource Conservation District Board became vacant with the death of incumbent Dwight
Meadows. Staff opened a recruitment in mid-May for a four-week period that ended on June 20.
The recruitment garnered one application from Bob Case (application attached), who has been
invited to interview with the Committee today.
Recommendation(s)/Next Step(s):
INTERVIEW candidates for the Local Enforcement Agency (Solid Waste) Independent Hearing
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INTERVIEW candidates for the Local Enforcement Agency (Solid Waste) Independent Hearing
Panel and the East Contra Costa Fire Protection District Board of Directors, and DETERMINE
nominations for Board of Supervisors consideration on July 29.
CONSIDER nominating Bob Case to the Director 3 seat on the Contra Costa County Resource
Conservation District Board of Directors to complete the unexpired term ending November 30,
2016.
Fiscal Impact (if any):
No County cost for the East Contra Costa Fire Protection District Board of Directors and the
Contra Costa Resource Conservation District Board of Directors. Local Enforcement Agency
Hearing Panelists receive a per diem of $50 on those days on which the panel meets, the costs for
which is borne by the LEA budget.
Attachments
Local Agency Hearing Panel Memo and Applications
Candidate Application_Barr Everhart
Candidate Application_Robert Kenny
Candidate Application_John Kipp
Candidate Application_Cheryl Morgan
Candidate Application_Steven Ohmstede
Candidate Application_Robert Sherdel
Candidate Application_Robert Case
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INTERNAL OPERATIONS COMMITTEE 5.
Meeting Date:07/07/2014
Subject:BAY AREA COMMUTER PROGRAM
Submitted For: David Twa, County Administrator
Department:County Administrator
Referral No.: IOC 14/16
Referral Name: BAY AREA COMMUTER PROGRAM
Presenter: Theresa Speiker, Jamar Stamps Contact: Theresa Speiker 925-335-1080
Referral History:
On June 3, 2014, the Board of Supervisors referred to the Internal Operations Committee a review
of the County's compliance with Senate Bill (SB) 1339 related to the Bay Area Commuter
Benefits Program. SB 1339 (Yee), signed by the Governor in fall 2012, authorized the Bay Area
Air Quality Management District (Air District) and the Metropolitan Transportation Commission
(MTC) to jointly adopt a regional commute benefit program on a pilot basis through the end of
2016. Pursuant to SB 1339, in 2013 the Air District and MTC developed a Bay Area Commuter
Benefits Program to promote the use of alternative commute modes such as transit, ridesharing,
and bicycling. The County Administrator asked the Department of Conservation and
Development (DCD) to review the extent to which current County commuter programs meet the
requirements of SB 1339.
Referral Update:
The Conservation and Development Department has reviewed the requirements of SB 1339 and
concludes that the County already has sufficient Transportation Demand Management strategies
in place to meet the requirements of this law. The CAO agrees with the Department’s analysis and
their conclusion that the County is in compliance with it.
Although the County is currently meeting the requirements of the law, the recommendations
before the IO Committee from DCD are for an expansion of the County’s existing “Employee
Commute Benefit Program”. They have been laid out by the Department from the perspective of
increasing the County’s participation in promoting alternate commute modes to get to and from
work.
Because the County is already in compliance with the law, making expansion unnecessary at this
time, if the Supervisors wish to consider the pros and cons of expansion there are a number of
administrative and labor management issues to also take into account. Although these issues are
touched on in the materials prepared by DCD, the remainder of this memo fleshes them out more
fully from the perspective of the County Administrator, as follows:
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For the past 10 years, Contra Costa County has offered its employees an array of transportation
demand management strategies, as outlined in DCD's report. As the Department notes, the van
pool portion of this program is not currently well utilized. However, underutilization does not
equate with non-compliance with SB 1339 because this program is only one portion of the
County’s current multi-faceted approach to Transportation Demand Management.
The DCD proposal before the committee recommends expanding the existing program by creating
a new pre-tax payroll deduction benefit for any county employee who would choose to
participate. On the one hand, the “Employee Commute Benefit Program” can be viewed as
another opportunity that encourages employees to put aside pre-tax wages to help finance a
public good; in this instance up to a $130/month set-aside in pre-tax dollars that could be used to
pay for the employee’s public transit expenses to get back and forth from work. However, there
are a number of issues that would have to be discussed with our Labor Unions before such a
program could be implemented.
In addition to the labor relations perspective, consideration should also be given to how this
expansion will be administered and financed. The report notes that expansion would have
additional costs associated with program set-up and administration, although costs are projected
to be offset somewhat by a savings in County-paid FICA taxes. The cost to set up the pre-tax
deduction program is estimated to be in the range of $9,000-13,000 and the yearly administration
and management costs, if provided by County employees, are estimated in the range of
$80,000-95,000. Another option for providing program management and claims verification and
processing would be to outsource the program’s administration and management with costs
estimated to be in the range of $119,000-130,000, depending on the array of services purchased
and the number of employees who participate. Whichever option would be chosen, these amounts
would be new county costs added to what is currently being spent for the county’s existing transit
management activities; costs would be potentially offset by any revenue from FICA savings
accrued to the County for sponsoring a new pre-tax offering to employees. Total FICA savings
would be based on the number of employees who chose to participate, with an estimate from the
Auditor’s Office of $120 per year in FICA tax savings for each employee who participated in the
program to the maximum amount. Consequently, about 1,000 employees would have to
participate at the maximum amount per year in order to fully offset the estimated annual cost to
administer the program.
As the report notes, John Muir Health considered offering this benefit to their employees but
chose not to proceed because they determined their current offerings to be sufficient and
estimated the set-up and ongoing administration of the program was cost-prohibitive.
One additional point considered in DCD’s proposal has to do with telecommuting and 9/80 work
schedules. As the Department notes, the County began offering these programs to employees in
2004 and they were aimed at reducing greenhouse gases. Since that time, these options for
adjusted work schedules have been widely used throughout most County departments. From both
financial and administrative perspectives, the widespread use of them has made implementing the
new payroll system significantly more costly than expected and much more time-consuming and
complex to set up. Also, because the County has needed to reduce staffing in departments and
streamline operations to handle the effects of the recession, expansion in the foreseeable future of
either the 9/80 work schedule or telecommuting is not recommended by County administration.
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Recommendation(s)/Next Step(s):
For the reasons outlined in this memo, we are suggesting that the Supervisors not proceed with the
proposal as recommended by DCD at this time. Instead, we recommend the Supervisors continue
to encourage employees to use the County’s current transit demand management strategies. We
also recommend the Supervisors ask the Department of Conservation and Development to
develop and put in place strategies that increase employee use of the County’s vanpool program
and to report back periodically to the BOS on the outcomes from all the County’s Transit Demand
Management strategies to ensure continued compliance with SB 1339.
Fiscal Impact (if any):
No fiscal impact is associated with the County Administrator's recommendations.
Attachments
DCD Report on Bay Area Commuter Program 7-7-14
Ltr_BAAQMD to CAO re Bay Area Commuter Program
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INTERNAL OPERATIONS COMMITTEE 6.
Meeting Date:07/07/2014
Subject:RECOMMENDATIONS FOR DISPOSITION OF LOW MILEAGE FLEET
VEHICLES
Submitted For: Julia R. Bueren, Public Works Director/Chief Engineer
Department:Public Works
Referral No.: IOC 14/3
Referral Name: Review of annual Master Vehicle Replacement List and disposition of low-use
vehicles
Presenter: Joe Yee, Deputy Public Works Director Contact: Carlos Velasquez 925....
Referral History:
Each year, the Public Works Department Fleet Services Manager has analyzed the fleet and
annual vehicle usage and made recommendations to the IOC on the budget year vehicle
replacements and on the intra-County transfer of underutilized vehicles, 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 the General
Services Department). The Board requested the IOC to review annually the Public Works
department report on the fleet and on low-mileage vehicles.
On September 9, 2013, the IOC accepted the preliminary annual report from the Public Works
department and requested the Fleet Manager to return in six months (March 2014) with final
recommendations on the disposition of low mileage vehicles.
Referral Update:
In the attached report, the Fleet Manager identified 44 low mileage vehicles out of 893 vehicles in
the Internal Services Fund Fleet and consulted with each department in the formulation of
recommendations.
Recommendation(s)/Next Step(s):
The Public Works Director recommends that the Committee either reassign or install GPS
telemetrics devices on 12 of the 44 low mileage vehicles.
Fiscal Impact (if any):
The fiscal impact was not estimated. Reassigning underutilized vehicles would increase cost
efficiency. The cost of installing GPS telemetric devices was not identified.
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Attachments
Public Works Report on Low-Mileage Vehicles
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