HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 09082014 - Internal Ops Cte Min
INTERNAL OPERATIONS
COMMITTEE
SPECIAL MEETING
September 8, 2014
9:30 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 August 4, 2014 Internal Operations
Committee meeting. (Julie DiMaggio Enea, IOC Staff)
4. CONSENT to suspend further work on the development of a waste hauler ordinance
until the update of the Environmental Health Division's fee schedule is completed, as
requested by the Health Services Department. (Marilyn Underwood, Environmental
Health Director)
5. CONSIDER accepting annual report prepared by the Public Works Department on the
County's Local Bid Preference Program. (David Gould, Public Works Procurement
Services Manager)
6.The next meeting is currently scheduled for October 6, 2014.
7.Adjourn
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.
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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:09/08/2014
Subject:RECORD OF ACTION FOR JULY 7, 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 August 4, 2014
meeting.
Recommendation(s)/Next Step(s):
Staff recommends approval of the Record of Action for the August 4, 2014 IOC meeting.
Fiscal Impact (if any):
None.
Attachments
IOC Record of Action for August 4, 2014
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INTERNAL OPERATIONS
COMMITTEE
RECORD OF ACTION FOR
August 4, 2014
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:Kara Douglas, DCD- Affordable Housing Pgm Mgr; Timothy Ewell, Sr. Deputy CAO - Publ
Protection; Kathy Ito, Human Resources Consultant; Gladys Scott Reid, HR-Supv Personnel
Analyst; Theresa Speiker, Chief Asst. CAO; Betsy Burkhart, Communications & Media Director;
Krystal Hinojosa, District IV Chief of Staff; David Gould, PW-Purchasing Services Manager;
Ryan Sin, District IV Student Intern; Trevor Koski, Deputy County Counsel; Bob Powers; Vicky
Mead, Senior Management Analyst; Antione Wilson, CAO-Affirmative Action Officer
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.Staff recommends approval of the Record of Action for the July 7, 2014 IOC meeting.
The Record of Action for the July 7, 2014 meeting of the Internal Operations
Committee was approved as presented.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
4.RE-APPOINT Dan Bundy to the Community 1 seat on the Affordable Housing
Finance Committee to complete the unexpired term ending on June 30, 2017. Mr.
Bundy has been an active member of the AHFC for over 10 years. His background
working with people who have developmental disabilities brings an important
perspective to the committee.
The Committee approved the nomination to re-appoint Dan Bundy to the Community 1 seat on the
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The Committee approved the nomination to re-appoint Dan Bundy to the Community 1 seat on the
Affordable Housing Finance Committee to complete the unexpired term ending on June 30, 2017,
and directed staff the forward the nomination to the Board of Supervisors on August 12.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
5.1. ACCEPT report on the implementation of "Ban the Box" in Contra Costa County
including the use of revised application submission process as this approach is
consistent with neighboring counties, preparation of a Conviction Information for
Applicants FAQ (frequently asked questions) document that will be made available to
employees and the public on the County’s website and potential requirement for all
finalists for County positions be fingerprinted with the information being used solely to
verify conviction information provided by the candidates.
2. PROVIDE direction to staff, as needed, on implementation of "Ban the Box" in
Contra Costa County.
Human Resources (HR) Consultant Kathy Ito presented the staff report. After studying the plans
of neighboring counties, she recommended that the County request criminal conviction
information for those applicants covered by the law only after the HR testing process is completed.
If the applicant does not provide the requested criminal conviction information within three days,
he or she will be removed from the recruitment process. Those who return the information timely
will be placed on the eligible list conditionally pending further evaluation by HR, in consultation
with the hiring department, to determine the relevance of the criminal conviction history to the
specific job. She said she is still evaluating the feasibility of fingerprinting all applicants, as
Alameda and SF counties do, in which case she anticipates purchasing a fingerprint scanner to
streamline that process.
Supervisor Andersen noted that the criminal conviction history may be understated, that the
criminal record expungement process permitted under Penal Code section 1203.4 may cause
felony convictions to be reduced to misdemeanors under certain circumstances.
HR is continuing to review job classes to determine what process is appropriate for each class
depending on the hiring department and will conduct staff training on new procedures and
responsibilities. HR has developed FAQs (Frequently Asked Questions lists) as well as special
notices to accompany each job announcement to advise potential applicants of the new
requirements.
The Committee accepted the status report as presented and directed staff to forward the report to
the Board of Supervisors.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
6.RECEIVE report from the Communications and Media Director on the policies and
procedures governing the operations of Contra Costa Television and DETERMINE
action to be taken.
The Committee commented about the resource challenges for smaller departments to produce and
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The Committee commented about the resource challenges for smaller departments to produce and
air public service announcements and programming, and suggested that some provision be made
in the future for a competitive fund for such initiatives. Betsy Burkhart mentioned that there may
be underwriting opportunities for public programming, e.g. "this program has been brought to
you by..."
The Committee accepted the report, approved the draft CCTV Policies and Procedures, and
directed staff to forward them to the Board for further consideration.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
7.CONSIDER the draft of a county ordinance to authorize private parking lot owners to
issue citations for violations of parking lot regulations including the possible addition
of a registration fee, and DETERMINE whether to proceed with the introduction of an
ordinance or wait to see if AB 2381 will pass.
The Committee received the draft private parking ordinance and approved the addition of a
registration fee to defray administrative costs of the Public Works Department. The Committee
directed staff to work with County Counsel to update the ordinance to reflect this change and to
remove the reference to State statute in Section 1, for introduction of the ordinance at the
August 12 Board of Supervisors meeting.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
8.1. ACCEPT report and CONSIDER proposed Resolution to adopt a Records Retention
Schedule for advisory body records.
2. PROVIDE any desired direction to the Office of the Clerk of the Board for
developing written guidelines to the advisory bodies for managing and disposing of
public records pursuant to the Resolution, as described under steps (e) and (f) of the
work plan presented above.
The Committee accepted the staff report, approved the records retention schedule for advisory
bodies, as recommended, and directed CAO staff to include this information in the next scheduled
advisory body training materials and video. The Committee directed staff to forward the
recommendations to the Board of Supervisors.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
9.ACCEPT semi-annual report on the Small Business Enterprise and Outreach Programs
covering the period July-December 2013.
CAO Management Analyst Vicky Mead presented the report. The Committee noted
that not all departments showed compliance or reported data, and staff clarified
that the new reporting format continues to be a work in progress and that the data
is not yet completely reliable. The Committee also noted that no Outreach Program
data was presented.
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The Committee accepted the staff report and directed CAO staff to continue
working towards getting all departments to use the new reporting format and rules
so that the data is complete, consistent and reliable.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
10.The next meeting is currently scheduled for September 8, 2014 at 9:30 a.m.
11.Adjourn
The meeting was adjourned at 11:10 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:09/08/2014
Subject:Development of Ordinance to Regulate the Collection, Transport, and
Disposal of Solid Waste in the County Unincorporated Area
Submitted For: William Walker, M.D., Health Services Director
Department:Health Services
Referral No.: IOC 14/9
Referral Name: Waste Hauler Ordinance
Presenter: Marilyn Underwood Contact: Marilyn Underwood 925.692.2521
Referral History:
On May 8, 2012, the Board of Supervisors referred to the Internal Operations Committee a review
of the Waster Hauler Ordinance in order to address a number of problems with illegal haulers
including:
complaints that illegal haulers have been hired by private parties to remove refuse, and some
of these companies have subsequently dumped the collected material along roadways and on
vacant lots.
incidents in which the Sheriff's Department found refuse haulers with improperly secured
loads, which pose a hazard to motorists if items fall onto roadways.
haulers that have been found transporting the collected materials to illegal transfer stations
that have not undergone the required zoning, environmental, and permitting review, and
pose significant threats to public health and the environment.
haulers that have been found collecting residential or commercial garbage in violation of
local franchise agreements.
haulers that are not posting the bond required by Contra Costa County Ordinance Section
418-2.006. This bond is intended to ensure compliance with applicable laws. It is
questionable if illegal haulers carry liability insurance, and they may not be in compliance
with tax or labor laws.
The Internal Operations Committee held a discussion on this matter on May 14, 2012, at which
the Health Services Department recommended revisions to the County's waste hauler ordinance in
order to clarify who issues the permits, what is defined as "refuse", and what businesses are
subject to the ordinance. The Department made a status report on on November 13, 2013 showing
substantial work and progress. The IOC requested Environmental Health staff to work with the
County Counsel to develop a final draft ordinance for circulation to stakeholders for comment,
and then for consideration by the IOC.
Referral Update:8
Referral Update:
The Health Services Department is requesting that work on this project be suspended so that
priority may be given to the update of Environmental Health fees, which also require substantial
legal review. The waste hauler ordinance has become so laden with issues requiring legal review
that it is interfering with the ability to get Environmental Health's fee resolution updated. The
Division relies heavily on cost recovery to fund its programs and services, and needs to allocate
limited legal review resources on its fee recovery at the present time, with the intention of
returning to the waste hauler ordinance when the fee update has been completed.
Recommendation(s)/Next Step(s):
CONSENT to suspend further work on the development of a waste hauler ordinance until the
update of the Environmental Health Division's fee schedule is completed, as requested by the
Health Services Department.
Fiscal Impact (if any):
If priority cannot be given to updating Environmental Health Division fees, the Division will
continue to under-recover costs at the detriment to its programs and services.
Attachments
No file(s) attached.
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INTERNAL OPERATIONS COMMITTEE 5.
Meeting Date:09/08/2014
Subject:ANNUAL REPORT ON THE LOCAL BID PREFERENCE PROGRAM
Submitted For: Julia R. Bueren, Public Works Director/Chief Engineer
Department:Public Works
Referral No.: IOC14/4
Referral Name: LOCAL BID PREFERENCE PROGRAM
Presenter: David Gould, Procurement Services
Manager
Contact: David Gould (925)
313-2151
Referral History:
On August 10, 2004, the Board of Supervisors referred to the Internal Operations Committee
(IOC) the creation of a policy to grant a five percent preference to Contra Costa County vendors
on all sealed bids or proposals, except with respect to those contracts which state law requires to
be granted to the lowest bidder, and review of an ordinance to be drafted by County Counsel to
enact this policy. The 2005 IOC proposed a new ordinance to the Board of Supervisors, and the
Board adopted the local bid preference ordinance to support small local business and stimulate the
local economy at no additional cost to the County. The ordinance provides that if the low bid in a
commodities purchase is not a local vendor, any responsive local vendor who submitted a bid
over $25,000 that was within 5% percent of the lowest bid has the option to submit a new bid.
The local vendor will be awarded if the new bid is in an amount less than or equal to the lowest
responsive bid, allowing the County to favor the local vendor but not at the expense of obtaining
the lowest offered price.
The ordinance defines a local vendor as any business that has its headquarters, distribution point,
or locally-owned franchise located within the county for at least six months immediately prior to
the issuance of the request for bids, and holds a valid business license by a jurisdiction in Contra
Costa County.
Since adoption, the IOC has continued to monitor the effects of the program through annual
reports prepared and presented by the Purchasing Agent or designee. The Public Works
Department made its last status report November 13, 2013. The department had set a goal to
utilize available technology to increase the visibility of local businesses that offer services needed
by County departments.
Referral Update:
Attached is the FY 2013/14 Local Bid Preference Program report prepared by the Procurement
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Attached is the FY 2013/14 Local Bid Preference Program report prepared by the Procurement
Services Manager. While only 6 bids met the program criteria in 2013/14 as compared to 17
during the previous year, awards were made under the program to local bidders in all six cases.
This experience demonstrates that the program works for procurements that meet the program
criteria. The challenge remains for local businesses become more competitive with out-of-county
businesses.
Recommendation(s)/Next Step(s):
ACCEPT annual report prepared by the Public Works Department on the County's Local Bid
Preference Program.
Fiscal Impact (if any):
No fiscal impact, as this is only an informational report. The program itself results in no financial
loss to the County because purchase orders are still awarded to the lowest bidder. The program
merely gives a second opportunity for local bidders who are within 5% of the lowest bid to meet
or beat the lowest bid. The objective of the program is to stimulate the local economy and job
creation.
Attachments
2014 Local Vendor Preference Program Report
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