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INTERNAL OPERATIONS
COMMITTEE
February 9, 2015
2:30 P.M.
651 Pine Street, Room 101, Martinez
Supervisor Karen Mitchoff, Chair
Supervisor John Gioia, 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. RECEIVE the Record of Action for the December 1, 2014 Internal Operations
Committee meeting. (Julie DiMaggio Enea, IOC Staff)
4.CONSIDER nominations for appointment to the following Board advisory bodies:
a. Nolan Armstrong to the Member of the Bar seat on the Law Library Board of Trustees
to a new one-year term expiring December 31, 2015. (Julie DiMaggio Enea, IOC Staff)
b. Paul Seffrood to the Business #1 Alternate and Henry Alcaraz to the Labor #1 seats on
the Hazardous Materials Commission. (Michael Kent, Hazardous Materials
Ombudsman)
c. Irene Alonzo-Perez to the County #1 seat on the Affordable Housing Finance
Committee. (Julie DiMaggio Enea, IOC Staff, on behalf of Kara Douglas, Department
of Conservation and Development)
5. CONSIDER accepting report on the Auditor-Controller's audit activities for 2014 and
approving the proposed schedule of financial audits for 2015. (Elizabeth Verigin, Asst.
Auditor-Controller)
6. CONSIDER report from the Public Works Director regarding the status of the Internal
Services Fund for the County Fleet and on low mileage vehicles. (Carlos Velasquez,
Fleet Services Manager)
7. CONSIDER approving 2015 Committee meeting schedule and work plan. (Julie
DiMaggio Enea, IOC Staff)
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ADJOURN
THE NEXT MEETING IS CURRENTLY SCHEDULED FOR MARCH 9, 2015
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:02/09/2015
Subject:RECORD OF ACTION FOR DECEMBER 1, 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 is the Record of Action for the December 1, 2014 IOC meeting.
Recommendation(s)/Next Step(s):
RECEIVE the Record of Action for the December 1, 2014 IOC meeting.
Fiscal Impact (if any):
None.
Attachments
Record of Action for 12/1/14 IOC Meeting
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INTERNAL OPERATIONS
COMMITTEE
RECORD OF ACTION FOR
December 1, 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: Tanya Drlik, Health Services Department
Maureen Parkes, Conservation & Development Dept
Joe Doser, Environmental Health
Krystal Hinojosa, District IV Supervisor's Office
Sonce de Vries, IPM Candidate
Tom Geiger, Assistant County Counsel
Abby Fateman, Conservation & Development Dept
Jeff Skinner, F&W Candidate
Derek Jansen
Scott Stephan, F&W Candidate
Walter Pease, F&W Candidate
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 November 3, 2014 IOC
meeting.
The Committee approved the Record of Action for the November 3, 2014 IOC
meeting as presented.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
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4.CONSIDER nominations for reappointment to the following governing bodies:
a.APPROVE the Contra Costa Resource Conservation District nomination to reappoint
Tom Bloomfield and Bethallyn Black to the District Board of Directors to new
four-year terms ending on November 30, 2018.
The Committee approved the Contra Costa Resource Conservation District nomination to reappoint
Tom Bloomfield and Bethallyn Black to the District Board of Directors to new four-year terms
ending on November 30, 2018, and directed staff to forward this nomination to the Board of
Supervisors on December 9.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
b.APPROVE the nomination to reappoint James Pinckney to the Contra Costa Mosquito
& Vector Control District Board of Trustees to a new four-year term ending on January
2, 2019.
The Committee approved the Contra Costa Mosquito & Vector Control District
nomination to reappoint James Pinckney to the District Board of Trustees to a new
four-year term ending on January 2, 2019, and directed staff to forward the
nomination to the Board of Supervisors on December 9.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
5.INTERVIEW candidate Sonce de Vries for the Environmental Organization seat for a
two-year term ending on December 31, 2016, and DETERMINE nomination for Board
of Supervisors consideration.
The Committee interviewed Sonce de Vries and directed staff to forward to the Board of Supervisors
her nomination for appointment to the Environmental Organization seat on the Integrated Pest
Management Advisory Committee to a two-year term ending on December 31, 2016. The Committee
also directed IPM staff to return to the IOC with a plan to convert the terms of office for IPM seats
from two to four years and to stagger the new term expiration dates.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
6.INTERVIEW the following candidates for the At Large #3, At Large #4, and At Large
Alternate seats for two-year terms ending on December 31, 2016, and DETERMINE
nominations for Board of Supervisors consideration:
Derek Jansen (Brentwood)
Walter Pease (Pleasant Hill)
Jeff Skinner (Martinez)
Scott Stephan (San Ramon)
The Committee interviewed Derek Jansen, Walter Pease, Jeff Skinner, and Scott
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The Committee interviewed Derek Jansen, Walter Pease, Jeff Skinner, and Scott
Stephan in a group setting and determined the following nominations to two-year
terms ending on December 31, 2016, which it directed staff to forward to the Board
of Supervisors on December 9:
Candidate Seat
Jeff Skinner At Large #3
Scott Stephan At Large #4
Derek Jansen At Large Alternate
The Committee directed F&WC staff to develop a plan to convert the current
two-year terms of office to four-year terms and to stagger the term expiration dates.
The Committee also expressed a need for mulitlingual signage and better
collaboration with law enforcement agencies, the court, and community cultural
organizations on enforcement issues and education surrounding fish and wildlife
practices of people of different cultures that may be in violation of local fish and
game laws.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
7.ACCEPT report on the status of the development of a waste hauler ordinance.
The Committee accepted the Health Services Department report on the status of development of a
waste hauler ordinance.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
8.RECEIVE staff report and CONSIDER determining action to be taken on the matters of
promoting ethical conduct of County employees who are involved in the selection of
contractors that may also be potential employers, and the potential poaching of County
employees by contractors.
The Committee received the results of the survey of County departments, which
indicated that neither inappropriate employment negotiations/arrangements between
County employees and prospective contractors nor "poaching" of County employees
by current contractors has been a problem. Consequently, the Committee decided to
take no further action at this time and to terminate the referral.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
9.REVIEW the Committee's work for 2014 and identify issues to be referred to the 2015
Internal Operations Committee
The Committee approved the year-end report and recommendations on the
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The Committee approved the year-end report and recommendations on the
disposition of referrals, and directed staff to forward the final report to the Board in
December.
AYE: Chair Karen Mitchoff, Vice Chair Candace Andersen
Passed
10.Adjourn
The Chair adjourned the meeting at 11:19 a.m.
No additional meetings are scheduled for the 2014 Internal Operations Committee.
The 2015 Committee schedule will be developed and made available in January 2015.
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 a.
Meeting Date:02/09/2015
Subject:NOMINATION FOR APPOINTMENT TO THE LAW LIBRARY BOARD
OF TRUSTEES
Submitted For: David Twa, County Administrator
Department:County Administrator
Referral No.: IOC 15/5
Referral Name: ADVISORY BODY RECRUITMENT
Presenter: Julie DiMaggio Enea, IOC Staff Contact: Carey Rowan (925) 646-2783
Referral History:
In June, the IOC review Board Resolution Nos. 2011/497 and 2011/498, which stipulate that
applicants for At Large/Non Agency-Specific seats on specified bodies are to be interviewed by a
Board subcommittee. The Resolutions further permit a Board Committee to select a screening
committee to assist in interviewing applicants for appointment. Upon review of the eligible seats,
the IOC made a determination that it would conduct interviews for At Large seats on the
following bodies: Retirement Board, Fire Advisory Commission, Integrated Pest Management
Advisory Committee, Planning Commission, Treasury Oversight Board, Airport Land Use
Commission, Aviation Advisory Committee and the Fish & Wildlife Committee; and that
screening and nomination fill At Large seats on all other eligible bodies would be delegated each
body or a subcommittee thereof.
Referral Update:
The Public Law Library Board of Trustees was established by State law and County Ordinance to
maintain a law library in Martinez and a branch library in Richmond. The Board of Trustees is the
governing body for the Law Library with the authority to determine personnel, fiscal, and
administrative policies to fulfill the legal information needs of the community. The Internal
Operations Committee annually reviews the appointment to the Member of the Bar seat, which
term expires each December 31.
The IO Committee is asked to consider appointing Nolan Armstrong to the Member of the Bar
seat to a one-year term expiring December 31, 2015. The Law Librarian recruited for the seat and
received interest only from Mr. Armstrong.
Recommendation(s)/Next Step(s):
APPROVE nomination to appoint Nolan Armstrong to the Member of the Bar seat on the Law
Library Board of Trustees to a new one-year term expiring December 31, 2015.
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Fiscal Impact (if any):
None.
Attachments
Candidate Application_Nolan Armstrong_Law Library Bd of Trustees
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INTERNAL OPERATIONS COMMITTEE b.
Meeting Date:02/09/2015
Subject:NOMINATIONS TO THE HAZARDOUS MATERIALS COMMISSION
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 for appointments all
Commission seats except the City seats.
On December 31, 2014, the terms of office for the Business #1 Alternate and Labor #1 seats
expired.
Referral Update:
Attached is a memo from the Hazardous Materials Ombudsman seeking approval of two
nominations to terms expiring on December 31, 2018. All supporting documents are attached for
reference.
Recommendation(s)/Next Step(s):
APPROVE the following actions as requested by the Hazardous Materials Commission:
Action Nominee Seat Nominator
APPOINT Paul Seffrood Business #1 Alternate Council of Industries
RE-APPOINT Henry Alcaraz Labor #1 CC Building and Trades Council
Fiscal Impact (if any):
None.
Attachments
Ltr_HazMat Commission
Candidate Application_Paul Seffrood_HazMat Commission
Nomination Ltr_Paul Seffrood
Candidate Application_Henry Alcaraz_HazMat Commission 12
Candidate Application_Henry Alcaraz_HazMat Commission
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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 13, 2015
Michael Kent
Contra Costa Health Services
Hazardous Materials Ombudsman
597 Center Ave., Suite 100
Martinez, CA 94553
RE: Nomination of MR. PAUL SEFFROOD to the Hazardous Materials
Commission, Business Seat #1, as Alternate to Mr. Fred Glueck
On behalf of the Council of Industries I would like to request that Mr. Paul
Seffrood of Brenntag be nominated to the Contra Costa County Hazardous
Materials Commission Business Seat #1 as an Alternate to Mr. Fred Glueck, in
representation of the business membership at the Council of Industries.
Please consider our request for Mr. Seffrood’s nomination for the Alternate
position..
Should you have any questions, contact the undersigned
Regards,
Katrinka Ruk
Executive Director
kpruk@sbcglobal.net
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INTERNAL OPERATIONS COMMITTEE c.
Meeting Date:02/09/2015
Subject:NOMINATION TO THE AFFORDABLE HOUSING FINANCE
COMMITTEE
Submitted For: John Kopchik, Interim Director, Conservation & Development Department
Department:Conservation & Development
Referral No.: IOC 15/5
Referral Name: ADVISORY BODY RECRUITMENT
Presenter: Julie DiMaggio Enea Contact: Kara Douglas, DCD, (925) 674-7205
Referral History:
The IOC reviews nominations made by the Affordable Housing Finance Committee for
appointments to all Committee seats except the City seats.
On June 30, 2014, the term of office for the County #1 seat expired.
Referral Update:
Attached is a letter transmitting the Affordable Housing Finance Committee's nomination to
reappoint Irene Alonzo-Perez to the County #1 seat.
Recommendation(s)/Next Step(s):
CONSIDER approving nomination by the Affordable Housing Finance Committee to reappoint
Irene Alonzo-Perez to the County #1 seat to a new three-year term expiring on June 30, 2017.
Fiscal Impact (if any):
None.
Attachments
AHFC Transmittal of Nomination
Candidate Application_AHFC_Irene Alonzo-Perez
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CONTRA COSTA COUNTY
Department of Conservation and Development
Community Development Division
30 Muir Road
Martinez, CA 94553
Telephone: 674-7205 Fax; 674-7257
DATE: February 9, 2015
TO: Internal Operations Committee
FROM: Kara Douglas, Affordable Housing Program Manager
SUBJECT: Recommended Appointment to the Affordable Housing Finance Committee
The purpose of this memorandum is to forward the following recommendation from the Affordable
Housing Finance Committee (AHFC):
Re-appoint Irene Alonzo-Perez to a County representative seat. Ms Perez has been an active member
of the AHFC for over 10 years. Her back ground working in community lending with Bank of America
brings an important perspective to the committee.
Background
The Affordable Housing Finance Committee advises the Board of Supervisors on the annual allocation
of approximately $1.5 million in HOME Investment Partnership Act (HOME) and $1.3 million in
Community Development Block Grant (CDBG) funds for affordable housing development in Contra
Costa County. These funds are allocated to the County on an annual basis by formula through the
U.S. Department of Housing and Urban Development.
The Committee consists of nine members, including:
three city representatives (one each from East, Central and West County)
three county representatives; and
three community representatives.
The three city representatives are nominated by the cities in each subregion of the County and
approved by the Board of Supervisors. Nominations for county and community representatives are
solicited by the Department of Conservation and Development. All county and community
representative appointments to the AHFC are reviewed by the Internal Operations Committee (IOC)
and referred to the Board of Supervisors for approval. AHFC terms are for three years. A current
AHFC roster is attached for your information (Attachment A).
Current Status of Appointments
A recommendation from the east County cities to re-appointment Eric Brown to a three year term will
be considered by the Board of Supervisors on March 3, 2015. If both of these candidates are
appointed to the committee, there will not be any vacancies until June 2015.
Vacancies will be posted on the Department of Conservation and Development webpage.
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C:\DOCUME~1\DESTIN~1\LOCALS~1\Temp\BCL Technologies\easyPDF 7\@BCL@2C0F0C9D\@BCL@2C0F0C9D.doc 2
Attachments
AHFC roster
Irene Alonzo-Perez application
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INTERNAL OPERATIONS COMMITTEE 5.
Meeting Date:02/09/2015
Subject:REPORT FROM THE AUDITOR-CONTROLLER’S OFFICE ON THE
SCHEDULE OF FINANCIAL AUDITS FOR 2014
Submitted For: Robert Campbell, Auditor-Controller
Department:Auditor-Controller
Referral No.: IOC 15/2
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
2014 and transmitting the proposed schedule of financial audits for 2015, which are already in
progress. Also attached is a list showing all audits performed by the Auditor and the current cycle
for each audit.
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 2014 and APPROVE the proposed
schedule of financial audits for 2015.
Fiscal Impact (if any):
There is no fiscal impact related to providing input into the annual audit schedule. The financial
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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
Auditor Report on 2015 Audit Plan
2014 Audit Status
2015 Audit Plan
2015 Master Audit Cycle
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Schedule of Internal Audit ExaminationsCalendar Year 2014ScheduledEstimatedTotalDepartmentLast DonePreferredForHoursExaminationExamination DescriptionThroughCycle (yrs)20142014HoursBoard of Supervisors1102District 2 General Department (Including MACs)6/134X10115Risk Management0043General Department 5/142X300211Auditor-Controller0105Revolving/Cash Diff. Fund & Shortage Report (fiscal year)6/141 (Law)X60800116Medical & Dental Premium Payments4/142X2402220037Misc A-C duties (ie Petty Cash ICQ;Relief of Shortage;Increase/New Petty Cash; Recons)1X60-Treasurer-Tax Collector0151Treasury Cash & Investments - 1st qtr3/141/4 (Law)X100890151Treasury Cash & Investments - 2nd qtr 5/141/4 (Law)X100890151Treasury Cash & Investments - July 17/1/141/4 (Law)X100880151Treasury Cash & Investments - 3rd qtr (Auditor recommendation) - 20138/131/4 (Law)X100880151Treasury Cash & Investments - 3rd qtr (Auditor recommendation) - 20149/141/4 (Law)X100880151Treasury Cash & Investments - 4th qtr12/131/4 (Law)X100880153Tax Collector's Special Trust (8314)4/144X601610154Supplemental Tax Collection12/132X1802110155Duplicate payment trust (8315)4/144X752880172Treasury Oversight Committee (calendar year)12/131 (Law)X175267Purchasing1491Purchasing3/144X1751601493Procurement Card Program - 3rd qtr9/141/4 (CAO)X401121493Procurement Card Program - 4th qtr12/131/4 (CAO)X401311493Procurement Card Program - 1st qtr3/141/4 (CAO)X401111493Procurement Card Program - 2nd qtr6/141/4 (CAO)X4061Department of Information Technology0147General Department 4/143X100107Sheriff-Coroner3005Inmates'cash12/132X500385.5Probation3081General Department12/132(Law)X220424Health Services4501Public Health12/132X2753885408CCHP Vendor Payments5/143X160304Completed ExaminationsPage 1 of 238
Schedule of Internal Audit ExaminationsCalendar Year 2014ScheduledEstimatedTotalDepartmentLast DonePreferredForHoursExaminationExamination DescriptionThroughCycle (yrs)20142014HoursPublic Works0791Craft inventories and Custodial Supplies Inventory (combined)6/143X150121.51481Print and Mail (Central Services) Inventory6/143X120132Contra Costa Fire Protection District9502General Department 3/142X310240Employment and Human Services DepartmentTrust FundsSpecialX100Not CompleteExamination in ProgressPage 2 of 239
Schedule of Internal Audit ExaminationsCalendar Year 2015ScheduledEstimatedDepartmentLast DonePreferredForHoursExamination DescriptionThroughCycle (yrs)20152015Auditor-Controller0105Revolving/Cash Diff. Fund & Shortage Report (fiscal year)6/141 (Law)X600037Misc A-C duties (ie Petty Cash ICQ;Relief of Shortage;Increase/New Petty Cash; Recons)1X60Treasurer-Tax Collector0151 Treasury Cash & Investments - 1st qtr3/14 1/4 (Law) X 1000151 Treasury Cash & Investments - 2nd qtr 5/14 1/4 (Law) X 1000151Treasury Cash & Investments - July 17/1/141/4 (Law)X1000151 Treasury Cash & Investments - 3rd qtr (Auditor recommendation)9/14 1/4 (Law) X1000151 Treasury Cash & Investments - 4th qtr12/13 1/4 (Law) X1000156Tax redemptions12/053X2400172Treasury Oversight Committee (calendar year)12/131 (Law)X180Purchasing1493Procurement Card Program - 3rd qtr9/141/4 (CAO)X401493Procurement Card Program - 4th qtr12/131/4 (CAO)X401493Procurement Card Program - 1st qtr3/141/4 (CAO)X401493Procurement Card Program - 2nd qtr6/141/4 (CAO)X40Various Departments / Office of Revenue Collections A/RContinuation of examination of ORC A/R that was returned to depts (special)(special)X400Clerk-Recorder3551General Department6/082X475Sheriff-Coroner3002Inmate Welfare Fund (2 yr law repealed)6/072X2003003Custody Alternative Programs12/044X350Conservation and Development (DCD)Keller Canyon - follow up to 2010 examination2010X120PAGE 1 OF 240
Schedule of Internal Audit ExaminationsCalendar Year 2015ScheduledEstimatedDepartmentLast DonePreferredForHoursExamination DescriptionThroughCycle (yrs)20152015Health Services4671Mental Health Contracts (special)(special)X2005402Hospital and Clinics (Collections and Petty Cash)1/092X2004510Conservatorships/Guardianships12/082X2755401Year End Inventory Control (Pharmacy)6/093X1155401Year End Inventory Control (General Stores and Materials)6/093X115Employment & Human ServicesTrust FundsSpecialX1005005In Home Supportive Services (IHSS)12/083X175GASB 68 Implementation (40 X 2 employees)80Single Audit assistance/wrap up (40 X 2 employees)804,085 PAGE 2 OF 241
MASTER EXAMINATION CYCLE2015HistoricalScheduledEstimatedDepartmentEstimatedLast DonePreferredForHoursProject DescriptionHours Through Cycle (yrs) 2015 2015Board of Supervisors1101District 1 General Department (Including MACs)601/0741102District 2 General Department (Including MACs)606/1341103District 3 General Department (Including MACs)604/0641104District 4 General Department (Including MACs)603/1141105District 5 General Department (Including MACs)601/074County Administrator0031General Department 15012/054Risk Management0043General Department 2505/142Assessor0016General Department 1501/074Auditor-Controller0105 Revolving/Cash Diff. Fund & Shortage Report (fiscal year)60 6/14 1 (Law) X600007General Department 20012/104Fixed Assets Process 12020135Contracts Process1203/12Special0112Fund 81091001/1050113Miscellaneous Trust Funds3001/1040116Medical & Dental Premium Payments2004/1420037 Misc A-C duties (ie Petty Cash ICQ;Relief of Shortage;Increase/New Petty Cash; Recons)601X60PAGE 1 OF 542
MASTER EXAMINATION CYCLE2015HistoricalScheduledEstimatedDepartmentEstimatedLast DonePreferredForHoursProject DescriptionHours Through Cycle (yrs) 2015 2015Treasurer-Tax Collector0151Treasury Cash & Investments - 1st qtr1003/141/4 (Law)X1000151 Treasury Cash & Investments - 2nd qtr 100 5/14 1/4 (Law) X 1000151 Treasury Cash & Investments - July 1100 7/1/14 1/4 (Law) X1000151 Treasury Cash & Investments - 3rd qtr (Auditor recommendation)100 9/14 1/4 (Law) X1000151 Treasury Cash & Investments - 4th qtr100 12/13 1/4 (Law) X1000152State of California trust (8011)404/1340158Partial Payments Trust (8313)502/0840153Tax Collector's Special Trust (8314)504/1440154Supplemental Tax Collection15012/1320155Duplicate payment trust (8315)654/1440156Tax redemptions20012/053X2400157Secured Tax Collection2003/092Unsecured Payment Trust602/0840159Unsecured Tax Collection2002/0820172 Treasury Oversight Committee (calendar year)120 12/13 1 (Law) X1800173 Transient Occupancy Tax120 12/07 NEWPurchasing0202Sale of surplus equipment12012/0441491Purchasing1753/1441493Procurement Card Program - 3rd qtr309/141/4 (CAO)X401493Procurement Card Program - 4th qtr3012/131/4 (CAO)X401493Procurement Card Program - 1st qtr303/141/4 (CAO)X401493Procurement Card Program - 2nd qtr306/141/4 (CAO)X40Department of Information Technology0147General Department 1004/1430258Communications equipment inventory1006/123Office of Revenue CollectionsWrap up of Tom's audit of ORC A/R that was forwarded to depts (esp HSD who outsourced) (special)(special)X400County CounselGeneral Department100NEW?5Human Resources0351General Department1504/065PAGE 2 OF 543
MASTER EXAMINATION CYCLE2015HistoricalScheduledEstimatedDepartmentEstimatedLast DonePreferredForHoursProject DescriptionHours Through Cycle (yrs) 2015 2015Child Support Services2401General Department1753/103Clerk-Recorder3551General Departmental4006/082X475GC27361(d)(4) project re: SSN truncation - Required to be performed by 12/2013 and 12/2017 (between 6/1/17 and 12/31/17)20134District Attorney2421General Department1753/1133641Public Administrator1003/102Public Defender2431General Department1004/095Sheriff-Coroner2551Escrow Fund (aka Sheriff's Civil)30012/1022552Revolving Fund/Employee Compensation1005/1222553Seized & Forfeited Property including fund 836000 (CASE Asset Forfeitures)10012/1253002Inmate Welfare Fund (2 yr law repealed)1406/072X2003003Custody Alternative Programs30012/044X3503005Inmates'cash40012/1323591Coroner1001/1052555 Sheriff Training Center200 12/07 2Probation3081General Department20012/132(Law)Agriculture3351General Department1003/134PAGE 3 OF 544
MASTER EXAMINATION CYCLE2015HistoricalScheduledEstimatedDepartmentEstimatedLast DonePreferredForHoursProject DescriptionHours Through Cycle (yrs) 2015 2015Conservation and Development (DCD)split below4/122Keller Canyon - follow up to 2010 exam2010X120Building Inspection (now part of Cons & Dev Dept)3401General Department3504/12???Inventories6/073Community Development (now part of Cons & Dev Dept)3571General Department4004/123572Weatherization Division Business Process Review6/10Animal Services3661General Department3004/102Health Services4501Public Health25012/1324521Environmental Health-Hazardous Materials Div2503/1024671Alcohol and Other Drugs1752/1024671Mental Health1752/1024671Mental Health Contracts (special)(special)X2005402Hospital Timekeeping10012/0825402Hospital and Clinics (Collections and Petty Cash)1501/092X2004510Conservatorships/Guardianships25012/082X2755406Patients Trust & Valuables503/094Materials Management3/1335408CCHP Vendor Payments1505/1435401Year End Inventory Control (Pharmacy)1106/093X1155401Year End Inventory Control (General Stores and Materials)1106/093X115Employment & Human Services5001General Department7001/092Trust Funds100 SpecialX1005005In Home Supportive Services (IHSS)17512/083X1750111Welfare Accounting (formerly w/Auditor Controller)2407/123Community Services (EHSD)5883General Department4005/1125882Weatherization Projects Inventory SEE DCD ABOVE6/073County Libraries6201General Department20012/124PAGE 4 OF 545
MASTER EXAMINATION CYCLE2015HistoricalScheduledEstimatedDepartmentEstimatedLast DonePreferredForHoursProject DescriptionHours Through Cycle (yrs) 2015 2015Public Works6501General Department (incl County Special Dist)4003/1026521Inventories506/123(OLD) General Services:0631Fleet Services Inventory1006/1130791Craft inventories and Custodial Supplies Inventory (combined)1006/1431481Print and Mail (Central Services) Inventory1206/1431492Capital Leases2406/1330632Vehicle Inventory1506/133Veterans Affairs0580General DepartmentNEWContra Costa Fire Protection District9502General Department3003/142Fleet Parts and Fuel Inventories1006/103Other Supplies Inventory806/133Crockett-Carquinez FPDGeneral Department10012/095PAGE 5 OF 546
INTERNAL OPERATIONS COMMITTEE 6.
Meeting Date:02/09/2015
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 15/3
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 reassignment 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 a preliminary annual report from the Public Works
department and requested the Fleet Manager to return in March 2014 with final recommendations
on the disposition of low mileage vehicles. The new Fleet Manager in March 2014 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. The Committee approved the Fleet
Manager's recommendation to install GPS telemetrics devices on 12 of the 44 low mileage
vehicles.
Referral Update:
The Public Works Department has prepared the attached report, which provides a history and
current status of the Internal Services Fund for the County's fleet of vehicles and an update on the
analysis of low mileage vehicles.
Recommendation(s)/Next Step(s):
ACCEPT report from the Public Works Director regarding the status of the Internal Services
Fund for the County Fleet and provide direction on low mileage vehicles.
Fiscal Impact (if any):
47
Reassigning underutilized vehicles would increase cost efficiency but the fiscal impact was not
estimated.
Attachments
2014 Fleet Manager Report on ISF and Low Mileage Vehicles
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
INTERNAL OPERATIONS COMMITTEE 7.
Meeting Date:02/09/2015
Subject:2015 WORK PLAN
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 Committee members have selected the second Monday of each month at 2:30 p.m. as the
standing meeting date/time for 2015.
The Board of Supervisors made the following referrals to the 2015 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 Candidate Screening/Interview (See Attachment B)
6. Review of Process for allocation of funds by the Fish and Wildlife Committee
7. Special Recruitments
Non-Standing Referrals
8. Waste Hauler Ordinance
9. Social Media Policy Follow-up
10. Emergency Operations Plan Update
11. Evaluation of Establishing Property Assessed Clean Energy (PACE) Financing Districts
within the County
Attachment C contains a brief summary and status of each of the referrals.
Referral Update:
Attached for the Committee's review is the proposed meeting schedule, developed in consultation
63
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 2015 referrals. Note
that, due to conflicts with the NACo Annual Conference and the Board's summer break, the July
and August meetings will need to be rescheduled or canceled.
Also, the 2014 IOC had approved a protocol designating those advisory bodies for which it would
conduct in-person interviews vs. those bodies for which it would simply screen nominations.
Attachment A provides the 2015 recruitment plan based on the prior-year protocol.
Recommendation(s)/Next Step(s):
APPROVE the proposed 2015 Committee meeting schedule and work plan and advisory body
recruitment plan, or provide direction to staff regarding any changes thereto.
Fiscal Impact (if any):
None.
Attachments
Attachment A: Proposed 2015 IOC Meeting Schedule and Work Plan
Attachment B: Advisory Body Work Plan
Attachment C: Summary of 2015 IOC Referrals
64
ATTACHMENT “A”
2015 Internal Operations Committee Discussion Schedule
2nd Monday at 2:30 p.m.
As of February 2, 2015
Meeting
Date
Subject
Staff Contacts
February 9 IOC Schedule and Work Plan for 2015
Law Library Nomination
Internal Audit Work Plan for 2015
Fleet/Low Mileage Vehicle Disposition
HazMat Nominations
Julie Enea
Julie Enea
Elizabeth Verigin/Joanne Bohren
Carlos Velasquez
Pat Frost
Michael Kent
March 9 Aviation Advisory Committee interviews
EMS RFP Impartial Observer Interviews?
SBE Outreach Annual Report
PACE
Emergency Operations Plan
Natalie Oleson
Pat Frost, HSD
Vicky Mead; Antoine Wilson
Jason Crapo, Bob Campbell, Rusty
Watts
Marcelle Indelicato 313-9609
minde@so.cccounty.us
April 13 Airport Land Use Comm interviews
2015/16 Fish & Wildlife Propagation Fund allocations
Waste Hauler Ordinance – Status Report
Jamar Stamps
Maureen Parkes/Danny Pellegrini
Joe Doser/Marilyn Underwood
May 11 Affordable Housing Finance Cte nominations
Social Media Policy Follow-up
Kara Douglas
Betsy Burkhart
June 8
July ?
August ?
September 14 2014/15 Local Vendor Preference Program Report David Gould
October 12 SBE/Outreach Semi-Annual Report Antoine Wilson/Vicky Mead
November 9
December 14 HazMat nominations
Western CC Transit Auth Bd of Directors nominations
Fish & Wildlife Cte interviews
IPM Adv Cte interviews
Michael Kent
Jamar Stamps
Maureen Parkes
Tanya Drlik
65
Advisory or Regional Legislative Body County "At Large" Seat Staff Contact
Airport Land Use Appointee 1 BOS 5/5/2015 Jamar Stamps, DCD
Airport Land Use Appointee 2 BOS 5/5/2016 Jamar Stamps, DCD
Aviation Advisory At Large 1 2/28/2015 Natalie Oleson, PW
Aviation Advisory At Large 2 3/1/2017 Natalie Oleson, PW
Contra Costa County FPD Fire Advisory Commission At Large 1 6/30/2016 Vicki Wisher
Contra Costa County FPD Fire Advisory Commission At Large 2 6/30/2018 Vicki Wisher
County Connection Citizens Advisory County seat 6/18/2015 Diane Bodon, 925‐256‐4720
East Bay Regional Parks District Advisory Appointee 1 12/31/2016 Pfuehler Erich, EBRPD (510) 544‐2006
East Contra Costa Fire Protection District Board of Directors BOS Seat 1 2/4/2018 Hugh Henderson
East Contra Costa Fire Protection District Board of Directors BOS Seat 2 2/4/2018 Hugh Henderson
Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee 4 6/30/2016 Gail Strohl/Julie Enea
Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee 5 6/30/2017 Gail Strohl/Julie Enea
Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee 6 6/30/2017 Gail Strohl/Julie Enea
Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee 9 6/30/2017 Gail Strohl/Julie Enea
Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee Alternate 6/30/2017 Gail Strohl/Julie Enea
Fish & Wildlife At Large 1 12/31/2015 Maureen Parkes, DCD
Fish & Wildlife At Large 2 12/31/2015 Maureen Parkes, DCD
Fish & Wildlife At Large 3 12/31/2016 Maureen Parkes, DCD
Fish & Wildlife At Large 4 12/31/2016 Maureen Parkes, DCD
Fish & Wildlife At Large Alternate 12/31/2016 Maureen Parkes, DCD
Integrated Pest Management At Large 1 12/31/2015 Tanya Drlik
Integrated Pest Management At Large 2 12/31/2015 Tanya Drlik
Integrated Pest Management At Large 3 12/31/2015 Tanya Drlik
Integrated Pest Management Public Member Alternate 12/31/2015 Tanya Drlik
Local Enforcement Agency Independent Hearing Panel (Solid Waste) At Large 3/31/2018 Dorothy Sansoe
Local Enforcement Agency Independent Hearing Panel (Solid Waste) Public Member 3/31/2018 Dorothy Sansoe
Local Enforcement Agency Independent Hearing Panel (Solid Waste) Technical Expert 3/31/2018 Dorothy Sansoe
Planning Commission At Large 1 6/30/2018 Hiliana Li, DCD
Planning Commission At Large 2 6/30/2016 Hiliana Li, DCD
Treasury Oversight BOS Member 4/30/2016 Rusty Watts
Treasury Oversight Public 1 4/30/2018 Rusty Watts
Treasury Oversight Public 2 4/30/2018 Rusty Watts
Treasury Oversight Public 3 4/30/2016 Rusty Watts
Affordable Housing Finance Community 1 6/30/2017 Kara Douglas, DCD
Affordable Housing Finance Community 2 6/30/2015 Kara Douglas, DCD
Affordable Housing Finance Community 3 6/30/2016 Kara Douglas, DCD
Affordable Housing Finance County 1 6/30/2017 Kara Douglas, DCD
Affordable Housing Finance County 2 6/30/2015 Kara Douglas, DCD
Affordable Housing Finance County 3 6/30/2016 Kara Douglas, DCD
Bay Area Library & Info Sys Lay Adv Board County Representative 1/31/2014 Corrinne Kelly, Library
BBK Union Cemetery Distict Bd of Trustees (if needed)Trustee 1 12/31/2017 Lea Castleberry
BBK Union Cemetery Distict Bd of Trustees (if needed)Trustee 2 12/31/2017 Lea Castleberry
BBK Union Cemetery Distict Bd of Trustees (if needed)Trustee 3 12/31/2017 Lea Castleberry
Hazardous Materials Env Engineering Firms 12/31/2017 Michael Kent
Hazardous Materials Env Engineering Firms Alt 12/31/2017 Michael Kent
Hazardous Materials Env Organizations 1 12/31/2017 Michael Kent
Hazardous Materials Env Organizations 1 Alt 12/31/2017 Michael Kent
Hazardous Materials Env Organizations 2 12/31/2015 Michael Kent
Hazardous Materials Env Organizations 2 Alt 12/31/2015 Michael Kent
Hazardous Materials Env Organizations 3 12/31/2016 Michael Kent
Hazardous Materials Env Organizations 3 Alt 12/31/2016 Michael Kent
Hazardous Materials General Public 12/31/2015 Michael Kent
Hazardous Materials General Public Alt 12/31/2015 Michael Kent
Housing Authority Board of Commissioners Tenant #1 (age 62 or above) 3/31/2016 Joseph Villarreal
Housing Authority Board of Commissioners Tenant #2 3/31/2016 Joseph Villarreal
Law Library Bd of Trustees Member of the Bar 12/31/2015 Carey Rowan, Sup Court
Mosquito & Vector Control District Bd of Trustees At Large 1 1/2/2019 Allison Nelson or Craig Downs
Mosquito & Vector Control District Bd of Trustees At Large 2 1/2/2017 Allison Nelson or Craig Downs
Mosquito & Vector Control District Bd of Trustees At Large 3 1/2/2017 Allison Nelson or Craig Downs
Public & Environmental Health Adv Bd Adolescent School Age 5/31/2017 No staff assigned
Public & Environmental Health Adv Bd Central County At Large 1 5/31/2015 No staff assigned
Public & Environmental Health Adv Bd Central County At Large 2 5/31/2015 No staff assigned
Public & Environmental Health Adv Bd Consumer 1 5/31/2017 No staff assigned
Public & Environmental Health Adv Bd Consumer 2 5/31/2017 No staff assigned
Public & Environmental Health Adv Bd East County At Large 1 5/31/2016 No staff assigned
Public & Environmental Health Adv Bd East County At Large 2 5/31/2017 No staff assigned
Public & Environmental Health Adv Bd Environmental Health 5/31/2017 No staff assigned
Public & Environmental Health Adv Bd Family & Children 5/31/2018 No staff assigned
Public & Environmental Health Adv Bd General At Large 1 5/31/2015 No staff assigned
Public & Environmental Health Adv Bd General At Large 2 5/31/2015 No staff assigned
Public & Environmental Health Adv Bd Immigrant 5/31/2017 No staff assigned
Public & Environmental Health Adv Bd Private Medical Community 5/31/2017 No staff assigned
Public & Environmental Health Adv Bd Seniors Issues 5/31/2018 No staff assigned
Public & Environmental Health Adv Bd Voluntary Health Agencies 5/31/2016 No staff assigned
Public & Environmental Health Adv Bd West County At Large 1 5/31/2015 No staff assigned
Public & Environmental Health Adv Bd West County At Large 2 5/31/2016 No staff assigned
Resource Conservation District Bd of Trustees Director 1 11/30/2016 Hunter Teresa, RCD, (925) 672‐6522
Resource Conservation District Bd of Trustees Director 2 11/30/2018 Hunter Teresa, RCD, (925) 672‐6522
Resource Conservation District Bd of Trustees Director 3 11/30/2016 Hunter Teresa, RCD, (925) 672‐6522
Resource Conservation District Bd of Trustees President 11/30/2016 Hunter Teresa, RCD, (925) 672‐6522
Resource Conservation District Bd of Trustees Vice President 11/30/2018 Hunter Teresa, RCD, (925) 672‐6522
Tri‐Delta Transit Auth Bd of Directors Member 1 12/31/2016 Jamar Stamps, DCD
Tri‐Delta Transit Auth Bd of Directors Member 1 Alt 12/31/2016 Jamar Stamps, DCD
Tri‐Delta Transit Auth Bd of Directors Member 2 12/31/2015 Jamar Stamps, DCD
Tri‐Delta Transit Auth Bd of Directors Member 2 Alt 12/31/2015 Jamar Stamps, DCD
Western CC Transit Auth Bd of Directors Crockett 12/31/2015 Jamar Stamps, DCD
Western CC Transit Auth Bd of Directors Crockett Alt 12/31/2016 Jamar Stamps, DCD
Western CC Transit Auth Bd of Directors Rodeo 12/31/2015 Jamar Stamps, DCD
Western CC Transit Auth Bd of Directors Rodeo Alt 12/31/2016 Jamar Stamps, DCD
Key:
ATTACHMENT "B"
currently vacant
will have a 2015 vacancy
filled
2014IOC designated these seats for
in‐person interview by IOC.
2014 IOC delegated interview
responsibility to the respective
advisory body, with a referral of the
resultant nomination to the IOC .
66
ATTACHMENT C
SUMMARY OF 2015 IOC REFERRALS
1. Small Business Enterprise (SBE) and Outreach Programs. The IOC accepted one semi-
annual report in August from the County Administrator’s Office, covering the period July-
December 2013. The IOC accepted the report and forwarded it to the Board of Supervisors on
December 2 with no recommendations for program modification.
2. County Financial Audit Program. In 2000, the Board of Supervisors directed that the IOC
review each December the annual schedule of audits and best practices studies proposed by the
County Administrator and the Auditor-Controller. Due to the exigent need to complete the
County’s Comprehensive Annual Financial Report by the prescribed deadline, the IOC agreed to
change, henceforth, the Auditor-Controller’s annual audit plan deadline to February. The
Auditor-Controller’s Office presented a report of their 2013 audits and the proposed 2014 Audit
Schedule to the IOC at its February 3, 2014 meeting. The IOC accepted the 2014 work plan with
a modification that the Auditor-Controller should 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.
3. Annual Report on Fleet Internal Service Fund and Disposition of Low Mileage Vehicles.
Each year, the Public Works Department Fleet 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, following the establishment of an Internal Services Fund (ISF) for the County Fleet,
to be administered by Public Works, the Board requested the IOC to review annually the Public
Works department report on the fleet and on low-mileage vehicles. The Fleet Manager, in a
report on July 7, 2014, identified 44 low mileage vehicles out of 893 vehicles in the Internal
Services Fund Fleet and consulted with each department having low mileage vehicles in the
formulation of his recommendations. The Fleet Manager concluded that all but 12 of the 44 low
mileage vehicles had compelling reasons to be maintained in the fleet and recommended that the
Public Works Department install GPS telemetric devices in those vehicles to better inform any
decision to reassign those vehicles and/or develop alternatives such as use of rental or personal
vehicles. Based on the Fleet Manager's assurance that the installation and subscription costs for
the GPS telemetric devices were included in the FY 2014/15 fleet rates, the IOC concurred with,
and the Board of Supervisors on July 29 approved, the recommendation with direction that the
next annual report to the Committee be scheduled for February 2015, in preparation for the
2015/16 budget.
4. Local Vendor Preference Program. In 2005, the Board of Supervisors adopted the local bid
preference ordinance to support small local business and stimulate the local economy, at no
additional cost to the County. Under the program, if the low bid in a commodities purchase is not
from 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
67
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.
Since adoption of the ordinance, the IOC has continued to monitor the effects of the program
through annual reports prepared and presented by the Purchasing Agent or designee.
On April 14, 2014, the IOC accepted the FY 2013/14 Report from the Public Works
department and reported the outcome to the Board on November 4.
5. Advisory Body Candidate Screening/Interview. 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 IOC made a determination that it would conduct interviews for At
Large seats on the following bodies: Integrated Pest Management Advisory Committee,
Treasury Oversight Board, Airport Land Use Commission, Aviation Advisory Committee and
the Fish & Wildlife Committee; and that screening and nomination to fill At Large seats on all
other eligible bodies would be delegated to each body or a subcommittee thereof.
6. Process for Allocation of Propagation Funds by the Fish and Wildlife Committee. On
November 22, 2010, the IOC received a status report from Department of Conservation and
Development (DCD) regarding the allocation of propagation funds by the Fish and Wildlife
Committee (FWC). The IOC accepted the report along with a recommendation IOC conduct a
preliminary review of annual FWC grant recommendations prior to Board of Supervisors review.
On April 14, 2014 the IOC received a report from DCD proposing, on behalf of the FWC,
2014/15 Fish and Wildlife Propagation Fund Grant awards. The IOC approved the proposal and,
on April 22, recommended grant awards for 16 projects totaling $140,605, which the Board of
Supervisors approved unanimously.
7. Special Recruitments. This is a standing referral for the IOC to conduct recruitments for
certain bodies, as designated by the Board of Supervisors. For example, in 2014, the IOC
recruited to fill vacancies on the Retirement Board, Planning Commission, Contra Costa County
Fire Protection District Fire Advisory Commission, East Contra Costa Fire Protection District
Board of Directors, the Local (Solid Waste) Enforcement Agency Independent Hearing Panel,
the Contra Costa Resource Conservation District, and the Law Library. The IOC has one special
recruitment on referral at this time: for two independent observers for the Ambulance Service
RFP Scoring.
8. Waste Hauler Ordinance. On May 8, 2012, the Board of Supervisors referred to the Internal
Operations Committee a proposal to develop a waste hauler ordinance. The IOC received a
preliminary report from the Environmental Health (EH) Division of the Health Services
Department on May 14, 2012 and status report on November 13, 2013 showing substantial work
and progress. The IOC requested EH staff to bring a final draft ordinance to the Committee for
further consideration but staff subsequently identified issues with the interplay between the
proposal and current franchise agreements that must be examined before the County can proceed
with an ordinance.
68
9. Social Media Policy Follow-up. On June 26, 2012, the Board of Supervisors referred to the
IOC the potential development of a policy governing the use of social media by County
departments. The County Administrator’s Office assigned the Office of Communications and
Media (OCM) with the task of researching this issue and providing information to the IOC. The
IOC began studying the issue in August 13, 2012 and received periodic updates over the
subsequent 18 months, during which time work on the policy had to be tabled for several months
due to other emerging priorities. The policy was completed and approved by the Board of
Supervisors on June 17, 2014, with direction to the Communications and Media Director to work
with the County Counsel and Risk Manager to prepare social media site usage guidelines, terms
of use disclaimers, and staff training curriculum, and to report back to the Internal Operations
Committee on the status of these efforts.
10. Emergency Operations Plan Update. On July 29, 2014, the Board referred to the IOC the
triennial update of the County’s Emergency Operations Plan (EOP). The EOP is a working
document that covers emergency management guidelines. The plan explains the emergency
management cycle, which includes mitigation of, preparation for, response to, and recovery from
an emergency of any size and hazard type. Prior updates occurred in 2006, 2009, and 2011. The
Emergency Services Policy Board may review and make recommendations on emergency and
mutual aid plans and agreements, ordinances, resolutions and regulations as necessary to
implement emergency services plans and agreements. This matter will be scheduled once the
Policy Board has forwarded its proposed updates to the IOC.
11. Evaluation of Establishing Property Assessed Clean Energy (PACE) Financing Districts
within the County. PACE financing is authorized in State law to allow financing of renewable
energy, energy efficiency and water efficiency improvements on private property. PACE
financing involves a property owner voluntarily agreeing to enter into a contractual assessment
with a PACE financing provider. The PACE program provides capital for construction of energy
efficiency improvements on the property, and a levy is placed on the property whereby the
contractual assessment is then repaid in installment payment placed on the property tax bill and
collected by the County through the property tax collection process. On August 14, 2012, the
Board of Supervisors referred to the IOC an evaluation of establishing PACE districts within the
County. The matter was taken up by the IOC in December 2012, but as new information became
available regarding legal and federal regulatory issues, Supervisor Mitchoff, who introduced the
matter to the Board for study, decided to withdraw her committee referral. The matter was again
referred to the IOC on September 9, 2014. The IOC had a lively discussion of the program on
November 3, and requested additional information from staff and PACE Program administrators
for future deliberations in March 2015.
69