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Home My WebLink AboutBOARD STANDING COMMITTEES - 09262016 - Internal Ops Cte Min INTERNAL OPERATIONS COMMITTEE September 26, 2016 11:00 A.M. 651 Pine Street, Room 101, Martinez Supervisor John Gioia, 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. RECEIVE and APPROVE the Record of Action for the August 22, 2016 IOC meeting. (Julie DiMaggio Enea, IOC Staff) 4. CONSIDER approving Hazardous Materials Commission nomination to appoint Linus Eukel (Orinda) to the Environmental Organization #3 Alternate seat, to complete the unexpired term ending on December 31, 2016 and to a new four-year term ending on December 31, 2020. (Michael Kent, Executive Asst. to the Hazardous Materials Commission) 5. CONSIDER accepting FY 2015/16 report prepared by the Public Works Department on the County's Local Bid Preference Program. (David Gould, Public Works Procurement Services Manager) 6. ACCEPT report on the status of Phase I of the Triennial Advisory Body Review and CONSIDER actions to be taken. (Julie DiMaggio Enea, County Administrator's Office) 7. CONSIDER approving the Library Commission's recommendations to continue the Commission through December 2019 and modify the Commission's voting membership and charge. (Theresa Speiker, Interim County Librarian) 8.The next meeting is currently scheduled for October 24, 2016. 9.Adjourn 1 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. Staff reports related to items on the agenda are also accessible on line at www.co.contra-costa.ca.us. 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 2 INTERNAL OPERATIONS COMMITTEE 3. Meeting Date:09/26/2016 Subject:RECORD OF ACTION FOR THE AUGUST 22, 2016 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 August 22, 2016 IOC meeting. Recommendation(s)/Next Step(s): RECEIVE and APPROVE the Record of Action for the August 22, 2016 IOC meeting. Fiscal Impact (if any): None. Attachments DRAFT IOC Minutes for August 22, 2016 3 D R A F T INTERNAL OPERATIONS COMMITTEE RECORD OF ACTION FOR August 22, 2016 Supervisor John Gioia, Chair Supervisor Candace Andersen, Vice Chair Present: John Gioia, Chair Absent: Candace Andersen, Vice Chair Staff Present:Julie DiMaggio Enea, Staff Attendees: Maureen Parkes, DCD Abby Fateman, DCD Dan Pelligrini Dawn Manley Jill Wiseman Rodney Smith Colin Coffey 1.Introductions Chairman Gioia called the meeting to order at 11:05 a.m. Self-introductions were made around the room. 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 members of the public asked to speak during the public comment period. 3.RECEIVE and APPROVE the Record of Action for the May 23, 2016 IOC meeting. Chairman Gioia approved the May 23, 2016 minutes as presented. AYE: Chair John Gioia Other: Vice Chair Candace Andersen (ABSENT) Passed 4.INTERVIEW the following candidates for the At Large Alternate 1 seat on the Fish & 4 4.INTERVIEW the following candidates for the At Large Alternate 1 seat on the Fish & Wildlife Committee to complete the unexpired term ending on 12/31/16 and also to a new four-year term of 1/1/17-12/31/21, and DETERMINE recommendations for Board of Supervisors consideration: Elizabeth Brunckhorst (Concord) Scott Cashen (Walnut Creek) Don Della Nina (Byron) Dawn Manley (Walnut Creek) Rodney Smith (Danville) Jill Wiseman (Lafayette) Staff advised that candidate Don Della Nina withdrew his application because he is leaving the area. Chairman Gioia noted that he had several applicants for his District seat on the Fish and Wildlife Committee who could be added to the candidate pool for any of the At Large seats, and asked DCD staff to work with his office on future At Large seat recruitments in an effort to increase West County representation among the At Large membership. Chairman Gioia interviewed Rodney Smith, Dawn Manley, and Jill Wiseman, and reviewed the applications submitted by Elizabeth Brunkhorst and Scott Cashen, and decided to recommend Dawn Manley for appointment to the At Large Alternate seat. AYE: Chair John Gioia Other: Vice Chair Candace Andersen (ABSENT) Passed 5.APPROVE recommendation from the Fish & Wildlife Committee for the supplemental allocation of 2016 Fish and Wildlife Propagation Fund grant funds in the amount of $1,400 to print and distribute 5,000 updated "Wildlife in Your Backyard" brochures. Chairman Gioia approved the staff recommendation to allocate $1,400 from the Fish and Wildlife Propagation fund to print and distribute 5,000 updated "Wildlife in Your Backyard" brochures. AYE: Chair John Gioia Other: Vice Chair Candace Andersen (ABSENT) Passed 6.INTERVIEW the following candidates for the Appointee 1 seat on the East Bay Regional Parks District Park Advisory Committee to complete the unexpired term ending on December 31, 2016 and to a new two-year term expiring on December 31, 2018: Colin Coffey (Hercules) Elaine Schroth (Danville) Chairman Gioia interviewed Colin Coffey and reviewed the application and 5 Chairman Gioia interviewed Colin Coffey and reviewed the application and supplemental information submitted by Elaine Schroth and decided to recommend Colin Coffey for appointment as the Board of Supervisors representative on the EBRPD Park Advisory Committee. AYE: Chair John Gioia Other: Vice Chair Candace Andersen (ABSENT) Passed 7.The next meeting is currently scheduled for September 26, 2016. 8.Adjourn Chairman Gioia adjourned the meeting at 11:50 a.m. For Additional Information Contact: Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us 6 INTERNAL OPERATIONS COMMITTEE 4. Meeting Date:09/26/2016 Subject:NOMINATION TO THE HAZARDOUS MATERIALS COMMISSION Submitted For: William Walker, M.D., Health Services Director Department:Health Services Referral No.: IOC 16/5 Referral Name: Advisory Body Recruitment Presenter: Julie DiMaggio Enea Contact: Michael Kent (925) 313-6712 Referral History: In 2013, IOC reviewed 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 Committee. The IOC made a determination that it would delegate the screening and nomination to fill At Large seats on the Hazardous Materials Commission to the Commission or a subcommittee thereof. The Environmental Organization #3 Alternate seat was vacated on March 8, 2016 when Ush Vedagiri was reassigned to the Environmental Organizations #2 seat. The Commission recruited, interviewed one candidate and, in May, nominated Charles Davidson for appointment to the seat. A second application from Linus Eukel (Orinda) was received late and also transmitted to the IOC. The IOC interviewed both Charles Davidson and Linus Eukel for the Environmental Organization #3 Alternate seat. Supervisor Anderson was reluctant to recommend candidates who, philosophically, were biased against anything other than renewable energy, considering the number of refineries operating within the county. Supervisor Gioia said he expected members to be open-minded but it was beneficial to have differing viewpoints and important to achieve geographic representation on the advisory bodies; and for this body in particular to have west county represented due to the operation of refineries in west county. He preferred to see someone who would replace Henry Clark's voice on the Commission. Lacking unanimous IOC approval for either candidate in May, and recognizing that the Hazardous Materials Commission did not interview or recommend Mr. Eukel, the IOC directed the Hazardous Materials Commission to conduct a new recruitment and submit a new nomination to the IOC. The IOC asked for staff to indicate the city of residence of all Commission members and which agency each member is representing. Referral Update: 7 The vacant seat was advertised again during the month of June and Mr. Eukel's application was the only application received. The Commission interviewed and recommends the appointment of Mr. Eukel. Since there are only about three months left on the current seat term, which expires on December 31, 2016, staff recommends that the IOC appoint Mr. Eukel to complete the current term and also to a new four-year term expiring on December 31, 2020. Recommendation(s)/Next Step(s): APPROVE Hazardous Materials Commission nomination to appoint Linus Eukel (Orinda) to the Environmental Organization #3 Alternate seat to complete the unexpired term ending on December 31, 2016 and to a new four-year term ending on December 31, 2020. Fiscal Impact (if any): No fiscal impact. Attachments Letter of Transmittal_HazMat Commission Candidate Application_Linus Eukel_HazMat Charles Davidson Endorsement Letter John Muir Land Trust Endorsement_Linus Eukel Candidate Application_HMC_Charles Davidson HazMat Commission Roster_September 2016 HazMat Announcement Flyer 8 9 10 11 12 13 14 15 16 17 18 19 Name Address Org Fred Glueck Business Seat #1 Exp 12/18 Alamo West County Council of Industries Aaron Winer (A) Business Seat #1 Exp 12/18 Veolia North America, Richmond (work) West County Council of Industries Matthew Buell Business Seat #2 Exp 12/17 Martinez Industrial Association of Contra Costa County Jack Bean (A) Business Seat #2 Exp 12/17 Pleasant Hill Industrial Association of Contra Costa County Don Bristol Business Seat #3 Exp 12/16 Philips 66, Rodeo (work) CC Taxpayers Assoc Marj Leeds (A) Business Seat #3 Exp 12/16 Martinez CC Taxpayers Assoc Lara DeLaney City Seat #1 Exp 12/18 Martinez City of Martinez Wade Harper (A) City Seat #1 Exp 12/18 Antioch City of Antioch Mark Ross City Seat #2 Exp 12/19 Martinez City of Martinez Rich Kinney (A) City Seat #2 Exp 12/19 San Pablo City of San Pablo George Smith - Chair Env Engineering Seat Exp 12/17 Alamo GBR Smith Grp Ron Chinn (A) Env Engineering Seat Exp 12/17 Concord Innover Ralph Sattler Env Org Seat #1 Exp 12/17 Martinez Communities for a Safe Environment Ed Morales (A) Env Org Seat #1 Exp 12/17 Martinez Communities for a Safe Environment @BCL@780A25C7.xls 1 of 6 9/15/201620 Name Address Org Ush Vedagiri Env Org Seat #2 Exp 12/19 Walnut Creek Sierra Club Mt Diablo Group Peter Dragovich (A) Env Org Seat #2 Exp 12/19 Martinez Sustainable Contra Costa Stephen Linsley Env Org Seat #3 Exp 12/16 El Cerrito Richmond S. Shoreline Area Vacant (A) Env Org Seat #3 Exp 12/16 Frank Gordon General Public Seat Exp 12/19 Pittsburg General Public Seat Tim Bancroft (A) General Public Seat Exp 12/19 Danville General Public Seat Rick Alcaraz Labor Seat #1 Exp 12/18 El Sobrante Central Labor Council Vacant (A) Labor Seat #1 Exp 12/18 Central Labor Council Jim Payne Labor Seat #2 Exp 12/19 Martinez United Steelwkers Local 5 Tracy Scott (A) Labor Seat #2 Exp 12/19 Fairfield United Steelwkers Local 5 Leslie Stewart League of Women Voters Exp 12/16 Concord League of Women Voters Audrey Albrecht (A) League of Women Voters Exp 12/16 Concord League of Women Voters @BCL@780A25C7.xls 2 of 6 9/15/201621 Interested Parties - Name Address E-Mail (email pkts) Greg Feere Bldg & Construction Trades Council 2727 Alhambra Avenue #5 Martinez CA 94553-3120 ccbtc@att.net Tim Shestek 1121 "L" St, Ste 609 Sacramento CA 95814-3943 tim_shestek@americanchemistry.com Kevin Buchan Western States Petroleum Assoc Chevron Prod. Co, Public Affairs (925) 681-8206 kbuchan@wspa.org Walt Gill P.O. Box 1272 Richmond CA 94802-0272 WWGI@chevron.com Eric Zell Zell & Associates 125 Park Place, Ste 200 Pt Richmond CA 94801-3980 eric@zellandassociates.comn Virginia Hamrick 1101 Singingwood Court, Apt 1 Walnut Creek CA 94595-3250 virgih@aol.com KCRT Richmond info@kcrt.com Mario Diaz ---mdiaz914@gmail.com Kyle A. Riesenberg ---kyle.a.riesenberg@kp.org Nathan Sellers (HMC only)---nsellers@aeiconsultants.com Gail Garrett (OPS only)P.O. Box 3474 Moraga CA 94575-3474 ggarrett@StMarys-CA.edu Michael Kent 597 Center Avenue, Ste 100 Martinez CA 94553-4640 michael.kent@hsd.cccounty.us Randy Sawyer Hazardous Materials Program 4585 Pacheco Blvd Ste 100 Martinez CA 94553-2228 randy.sawyer@hsd.cccounty.us Supervisor John Gioia District I 11780 San Pablo Avenue, Ste D El Cerrito CA 94530 dist1@bos.cccounty.us Supervisor Andersen District II 309 Diablo Road Danville CA 94526 dist2@bos.cccounty.us Supervisor Mary N. Piepho District III 309 Diablo Road Danville CA 94526 dist3@bos.cccounty.us Supervisor Karen Mitchoff District IV 2151 Salvio Street, Ste R Concord CA 94520 dist4@bos.cccounty.us Supervisor Federal Glover District V 315 E Leland Road Pittsburg CA 94565 dist5@bos.cccounty.us John Kopchik Joyce Ring-Reaes, sec Community Development 651 Pine Street, 5th Floor, NW Martinez CA 94553 joyce.ring-reaves@dcd.cccounty.us & jkopc@dcd.cccounty.us @BCL@780A25C7.xls 3 of 6 9/15/2016 22 Interested Parties - Name Address E-Mail (email pkts) Linda Wilcox County Counsel 951 Pine Street, 9th Floor Martinez CA 94553-1229 linda.wilcox@cc.cccounty.us Enid Mendoza (Agenda only) County Administrator's Office 651 Pine Street, 10th Floor Martinez CA 94553-1229 enid.mendoza@cao.cccouinty.us HMC file --- Scott Etzel <setzel@dow.com> Jill Ray Dist 2 BOS Jill.Ray@bos.cccounty.us Lynda Deschambault info@cccclimateleaders.org Kristen Pollot Kpollot@ci.pittsburg.ca.us Hector Rojas Hrojas@ci.pittsburg.ca.us Randy Richardson Randy.Richardson@erm.com Molly Samuel msamuel@kqed.org Alexandria Endress aendress@ci.pittsburg.ca.us Cadence Andersen candace.andersen@bos.cccounty.us Christiana Altimari Contra Costa TV Chirstiana.Altimari@contracostatv.org Chris Verdugo Contra Costa TV Chris.Verdugo@contracostatv.org Charles Davidson charlesdavidson@me.com Roger Smith roger@benefitsstore.com @BCL@780A25C7.xls 4 of 6 9/15/2016 23 Phone email email email email 9/4/15 email email email email email email removed email removed per his request email email email email mail email email email email @BCL@780A25C7.xls 5 of 6 9/15/2016 24 Phone email email removed per her request file email email email removed per her request email email email email email removed - no longer with the city email email email email @BCL@780A25C7.xls 6 of 6 9/15/2016 25 Members: George Smith – Chair, Rick Alcaraz, Matthew Buell, Mark Ross, Usha Vedagiri, Lara DeLaney, Frank Gordon, Steven Linsley, Jim Payne, Fred Glueck, Ralph Sattler, Leslie Stewart, Don Bristol 597 Center Avenue, Suite 200, Martinez CA 94553 Phone (925) 313-6712 Fax (925) 313-6721 ** PLEASE POST or DISTRIBUTE ** CONTRA COSTA COUNTY HAZARDOUS MATERIALS COMMISSION SEEKS APPLICANTS DO HAZARDOUS MATERIALS POLICY ISSUES INTEREST YOU? The Contra Costa County Hazardous Materials Commission is seeking applicants to fill an Environmental – Alternate Seat. You may apply if you …  are nominated by an environmental organization;  live or work in Contra Costa County;  have demonstrated knowledge of hazardous materials issues;  can commit to regular attendance at monthly Commission meetings and a monthly Committee meeting, in the event the seat holder is unavailable; The Commission is a voluntary body appointed by the Board of Supervisors, and makes policy recommendations to the Board and County staff on issues concerning hazardous materials and hazardous waste. The Commission’s 13 members and alternates serve four-year terms and include representatives of industry, labor, civic groups, environmental organizations, environmental engineers, the general public, and the Mayors Conference. To obtain an application form, or for further information, contact Michael Kent, Executive Assistant to the Commission, at (925) 313-6587. Applications may also be obtained from the Clerk of the Board located at 651 Pine Street 1st Floor, Martinez CA 94553. You may also download an application from the County’s website: http://www.contracosta.ca.gov/DocumentView.aspx?DID=6433 Filing Date: Applications must be postmarked by June 27, 2016 and mailed to the Clerk of the Board. Interviews for qualified applicants will take place from 10:00 am – 12:00 pm on July 8, 2016 at the North Richmond Center for Health, 1501 3rd Street, Richmond. 26 INTERNAL OPERATIONS COMMITTEE 5. Meeting Date:09/26/2016 Subject:ANNUAL REPORT ON THE LOCAL BID PREFERENCE PROGRAM Submitted For: Julia R. Bueren, Public Works Director/Chief Engineer Department:Public Works Referral No.: IOC 16/4 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 to the IOC in October 2015, which reported out to the Board of Supervisors in November 2015. 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 2015/16 Local Bid Preference Program report prepared by the Procurement 27 Attached is the FY 2015/16 Local Bid Preference Program report prepared by the Procurement Services Manager. Six bids met the program criteria in 2015/16 and 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. The percentage of purchase orders awarded to local and Bay Area businesses decreased in 15/16 from 38% to 27%. However, the dollar value of purchase orders awarded to local and Bay Area businesses increased in 15/16 from $44.4 million to $51.6 million. 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 2015/16 Local Bid Preference Report 28 Julia R. Bueren, Director Deputy Directors Brian M. Balbas Stephen Kowalewski Joseph Yee "Accredited by the American Public Works Association" 255 Glacier Drive Martinez, CA 94553-4825 TEL: (925) 313-2000  FAX: (925) 313-2333 www.cccpublicworks.org Memo September 19, 2016 TO: Internal Operations Committee FROM: David J. Gould, Procurement Services Manager SUBJECT: ANNUAL REPORT ON THE LOCAL BID PREFERENCE PROGRAM Recommendation Accept the report on purchasing solicitations awarded to local businesses during Fiscal Year ’15-’16, and the Value of purchase orders awarded to local business during the same period. Background In 2005 the Board of Supervisors adopted the Local Bid Preference Program, County Ordinance 1108-2.47 in 2006. Under the program, if the low bid in a commodities purchase is not a local vendor, any local vendor who submitted a bid within 5% of the lowest bid has the option to submit a new bid. If the new bid is for an amount less than or equal to the lowest bid, the award may be made to the local vendor. This program applies to bids over $25,000. Local Bid Preference Program Results Purchasing Services processed 57 solicitations using Bidsync. Of the 57 bids, 19 were for commodities and 38 were for services or construction. The dollar value of all bids was $12,667,000. There were six bids that met the criteria for the Local Bid Preference Program. Awards were made to six local vendors under the program. 2012-13 2013-14 2014-15 2015-16 Formal Bids Meeting Criteria 17 6 6 6 Bids Awarded to Local Vendors 14 (82%) 6 (100%) 4 (67%) 6 (100%) Award Value $1,620,000 $382,294 $275,442 $279,420 An evaluation was done to determine the total value of purchase orders issued to local vendors. Purchase orders were grouped into three categories; 1) Local Contra Costa County businesses, 2) Businesses within the other bay area counties, 3) Businesses outside the bay area. 29 Page 2 of 2 The total value of new purchase orders issued during the previous fiscal year exceeded $191 million. The percentage of purchase orders awarded to local and bay area businesses was 27%. The dollar value of purchase orders awarded to Bay Area businesses was $51,654,720, an increase of 16%. Fiscal Year 2015-2016 New Purchase Orders Contra Costa County Other Bay Area Counties Outside Bay Area $ 191,214,974 $ 22,717,227 $ 28,937,493 $ 139,560,254 100% 12% 15% 73% Fiscal Year 2014-2015 New Purchase Orders Contra Costa County Other Bay Area Counties Outside Bay Area $ 116,392,725 $ 23,046,509 $ 21,349,053 $ 71,997,163 100% 20% 18% 62% Fiscal Year 2013-2014 New Purchase Orders Contra Costa County Other Bay Area Counties Outside Bay Area $ 117,341,377 $ 18,166,897 $ 15,392,375 $ 83,782,105 100% 15.5% 13.1% 71.4% CC: J. Bueren CONTRA COSTA COUNTY 12% OTHER BAY AREA 15% OTHER CALIFORNIA 27% OUTSIDE CALIFORNIA 46% DISTRIBUTION OF PURCHASE ORDERS 30 INTERNAL OPERATIONS COMMITTEE 6. Meeting Date:09/26/2016 Subject:STATUS UPDATE ON PHASE I OF THE TRIENNIAL ADVISORY BODY REVIEW Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: IOC 16/7 Referral Name: Advisory Body Triennial Review Presenter: Julie DiMaggio Enea Contact: Julie DiMaggio Enea (925) 335-1077 Referral History: On December 8, 2015 and in subsequent actions on April 19 and September 20, 2016, the Board of Supervisors approved the following Internal Operations Committee recommendations on the first phase of the current Triennial Advisory Body Review cycle: TERMINATED the County's participation on the Bay Area Library Information System Advisory Council. 1. DIRECTED the Contra Costa Commission for Women to revise its Bylaws to reflect a total membership of 20 seats (one from each Supervisorial District and 15 At Large) plus one Alternate, and the standard County quorum requirement, which is a majority of authorized seats or, in this case, 11, and to submit the revised bylaws to the Board of Supervisors for consideration. 2. APPROVED recommendations of the Health Services Department in regarding revised mission and structure of the Alcohol and Other Drugs Advisory Board. 3. RECONSTITUTED the Agricultural Advisory Task Force, including revised mission statement and work program, delineation of powers, duties, membership, bylaws, meeting plan and staffing. 4. UPDATED the Advisory Council on Aging bylaws to provide greater clarity and direction in the administration of the Council's operations. 5. UPDATED the Emergency Medical Care Committee bylaws to eliminate alternate seats, reduced the number of officers and clarified mission and duties. 6. EXTENDED the Library Commission through December 31, 2016 to provide time for input by the Commission and the cities on the future of the Commission. 7. The IOC asked staff to follow up on several questions and made the following determinations, which required no action by the Board of Supervisors: To maintain the Airport Land Use Commission and Aviation Advisory Committee as separate bodies. 1. To maintain the Hazardous Materials Commission and the Public and Environmental Health Advisory Board (PEHAB) as separate bodies and direct the Health Services Department to 2. 31 report back to the IOC with recommendations for revitalizing the PEHAB. Referral Update: The following items from Phase I of the Triennial Advisory Body Review remain outstanding and require consideration by the IOC and possible action by the Board of Supervisors: The future disposition of the Public and Environmental Health Advisory Board. There was some discussion about abolishing PEHAB and creating a new citizens’ advisory body on sustainability. The Board’s ad hoc Committee on Sustainability, on August 22, held a discussion regarding a new citizens’ advisory body on sustainability, but the staff report made no mention of PEHAB. 1. The future disposition of the Library Commission (see recommendations in Item 4 on today’s Committee agenda). 2. Recommendation(s)/Next Step(s): ACCEPT report on the status of Phase I of the Triennial Advisory Body Review and CONSIDER actions to be taken. Attachments No file(s) attached. 32 INTERNAL OPERATIONS COMMITTEE 7. Meeting Date:09/26/2016 Subject:Advisory Body Triennial Review Phase I Follow-up Item: Library Commission Submitted For: Theresa Speiker, Interim County Librarian Department:Library Referral No.: IOC 16/7 Referral Name: Advisory Body Triennial Review Presenter: Theresa Speiker, Interim County Librarian Contact: Theresa Speiker (925) 646-6721 Referral History: In accordance with the Board of Supervisor’s policy, a Triennial Review of the Library Commission was conducted in 2015 by the County Librarian, Jessica Hudson. The review was prepared with and co-signed by the then-Chair of the Commission, Rodger Lum. The recommendations in the Triennial Report were listed, but not heard, on the Library Commission agenda in November, 2015. The topic was listed again and recommendations were presented verbally by Ms. Hudson at the Library Commission’s January 2016 meeting. The written report was provided to Library Commission members at the March 24, 2016 Library Commission meeting and the Internal Operations Committee (IOC) on March 28, 2016. The Triennial Report recommended the IOC consider two alternatives: either sun-setting the Library Commission entirely or reauthorizing it with fewer members (by eliminating the alternate members and/or the 5 Special Representatives) and developing a renewed charge, mission and work plan. At the March IOC meeting Supervisors determined that the Commission should continue in operation through the end of 2016, for a review of its charge, mission, proposed work, membership structure, and continuation going past 2016. In May 2016, the Board of Supervisors (BOS) extended the Commission until the end of December 2016 to allow the Commission, the Contra Costa Mayor’s Conference and staff the time needed to conduct this review. At its May 2016 meeting, the Mayor’s Conference also approved the extension of the Library Commission through the end of 2016. The Conference established an ad hoc committee of Mayors to review the matter and make further recommendations about the Library Commission to the Board of Supervisors and the Mayors. Referral Update: Mayor’s Conference Recommendations 33 Mayor’s Conference Recommendations Following the meeting of the Mayor’s Conference where reauthorization of the Commission occurred, the Executive Director of the Conference and a group of Mayors began their review of the Library Commission. Their report, which is attached, recommends continuation of the Library Commission and also recommends continued participation by all Cities in the County, with the exception of the City of Richmond. This change is recommended because Richmond chose, through Council Resolution, to no longer participate in the Library Commission or appoint a Commission member and alternate. This report will go to the full membership of the Mayor’s Conference before the end of 2016 and is expected to be approved with no changes. Library Commission and County Staff Updates Since June, the Library Commission and an appointed ad hoc Revitalization Committee made up of Library Commissioners have been reviewing such issues as the mission, charge and work of the Library Commission, the number and type of members, specifics within the Commission’s bylaws and whether or not the Commission should be reauthorized. During these months, Library Commissioners and the ad hoc Revitalization Committee have invested a significant number of volunteer hours imagining the future of the Library Commission, developing recommendations for restructuring its membership and work products, drafting the Revitalization Report for consideration and review by the entire Library Commission and beginning to draft bylaw changes. In addition to this work by Library Commissioners and the Mayor’s Conference, the Interim County Librarian, Library administration and staff and the CAO’s Office engaged in numerous discussions to consider the future of the Library Commission, consulted regularly with the Library Commission Chair and ad hoc Revitalization Committee members and provided staff assistance to the Library Commission and its ad hoc Revitalization Committee. Staff from the CAO’s Office and County Counsel have also assisted by researching and providing guidance on technical questions raised by the Commissioners. The Draft Revitalization Report, Recommendations and Proposed Changes Throughout this process, the current Library Commission Chair, Alan Smith, has provided leadership and facilitated review of the Commission’s structure and mission. He will be present at the September IOC meeting to talk about the work of the Library Commission’s appointed ad hoc Revitalization Committee, the draft Revitalization Report, and to answer questions regarding the draft recommendations and their work to this point. In the draft Revitalization Report, the ad hoc Committee and the Library Commission is recommending that the Commission be reauthorized. This report, which is attached hereto, also envisions a number of changes (highlighted below) to the Library Commission’s voting membership structure and the Commission’s work going forward. All recommendations contained in the draft Revitalization Report have been developed by ad hoc Revitalization Committee members and Library Commissioners and made available to the public through the open meeting process and requirements. To date, there have been five public meetings noticed on this topic since June, 2016. In addition to developing and writing the Revitalization Report, the ad hoc Committee and Library Commission have been reviewing the Commission’s current bylaws and possible changes to them. If the decision is made to reauthorize the Library Commission, they will be ready to work 34 with County Counsel and library staff to draft a revision that contains the proposed changes, for the Board of Supervisors review and approval. Highlights from the Draft Revitalization Report The Library Commission proposes a slightly smaller voting membership structure that retains alternate members and changes most of the Special Representatives (except the Central Labor Council) to ex-officio/non-voting status. Alternates would vote only in the absence of the regular appointee. In addition, the City of Richmond passed a resolution to give up its membership on the Commission. With these changes, voting membership becomes 24, with 13 voting attendees needed for a quorum. Off-cycle voting for a new Chair or Vice Chair will be allowed, to ensure that both a Chair and Vice Chair will be in place if a mid-term resignation occurs. The agenda will be streamlined and notice and opportunities for the public to comment on issues will be made clearer and more prominent. The number of meetings will remain at 6 per year. Minutes will be streamlined and distributed electronically to members, unless requested otherwise. Requests for information shall be routed to designated library staff through the Chair of the Commission or an ad hoc committee chair. Library Commission advisory duties will be focused on planning, policy review, financial review, advocacy and funding recommendations, community outreach, support and advocacy for Library services. The prohibition against inquiry or investigation into personnel policies and practices and the day-to-day administrative operations of the County Library will continue in place. Recommendation(s)/Next Step(s): We have thoroughly reviewed the draft Revitalization Report’s recommendations and proposed changes. Our assessment is that these proposals are sound and have the potential to modernize and reinvigorate the work and structure of the Library Commission. In concert with the recommendations from the Mayor’s Conference, we support reauthorization of the Library Commission, in the structure as recommended in the Conference report. If both the Library Commission and the IOC Supervisors agree with the structure and future work for the Commission, as outlined and recommended in the draft Revitalization Report, we recommend the Board of Supervisors reauthorize the Commission until the end of December 2019. We further recommend that 2019 be set as the year for the next Triennial Review of the Library Commission. If the IOC and BOS agrees with these recommendations, we propose the new Librarian begin to work with the Library Commission and County Counsel to rewrite the Commission bylaws to reflect the changes as outlined, in the Mayor’s Conference report and the ad hoc Revitalization Committee report. Fiscal Impact (if any): None. Attachments 35 Attachments DRAFT Library Commission Recommendations Letter from CC Mayor's Conference regarding Future of Library Commission 36 1 CONTRA COSTA COUNTY LIBRARY COMMISSION AD -HOC REVITALIZATION COMMITTEE REPORT September 22, 2016 DRAFT (Revised Version 1.6) INTRODUCTION In 2012, the Contra Costa County Board of Supervisors (Board) instituted a triennial review process of all county boards and commissions. The review for the Contra Costa County Library Commission (Commission) was delayed from 2014 as the county librarian was new to that position. A report was written in Q4 2015 (approximately November as the report is undated). It was provided to the Commission at its March 24, 2016 meeting. It was then discussed at the County Internal Operations Committee (IOC) at its March 28, 2016 meeting. In response to the Triennial Report (Report), the Commission established an ad- hoc Revitalization Committee. The Committee has met three times on June 9, June 30 and August 18, 2016. The Committee members include: Alan B. Smith Chair (District IV), Kathy Gilcrest (San Ramon), Laura Canciamilla (Pittsburg), Mary Ann Hoisinton (Lafayette), Kathrine Brackin (Pleasant Hill), Brian Miller (Hercules), and Peter Wilson (District IV Alternate). This report provides background on the Commission and results of the Committee’s deliberations including changes to the standard agenda and bylaws. Note: Bylaw changes must be approved by a two-thirds vote of the Commission, with the concurrence of the Board. The Commission can discuss revisions at this meeting. However, the Commission must wait at least one meeting before approving them. EXECUTIVE SUMMARY OF RECOMMENDED CHANGES This report focuses on the following recommendations: Agendas: Eliminate Commission Bookshelf “Items from the public” should be “Public Comment” Show on the agenda if an item is for “Action”, “Discussion” etc. Bylaws: Commission to be “reinstated” (reauthorized) Revise membership and voting Continue six meetings per year Retain alternates Add new purpose to provide community level support and advocacy for Library services Technical revisions including revising duties Streamline minutes. 37 2 “REINSTATEMENT” The Commission’s term was set to expire June 30, 2016. At the March 28 IOC meeting, library staff was requested to prepare a Board Order extending the Commission to December 31, 2016 pending the Commission’s work on revising its bylaws etc. The full Board approved the extension in May. The Contra Costa Mayors Conference concurred at its June 2 meeting. The IOC is scheduled to hear a report form library staff at its September 26 meeting. COMMISSION BACKGROUND The Commission was established in March 1991 for a two-year period. It has been “reinstated” (reauthorized) continuously since then. Originally, it contained 28 positions: One for each of the 18 cities including Richmond One for each of five Board of Supervisor districts Special representatives from the Friends Council, Central Labor Council, Office of Education, Contra Costa Council, and the Countywide Youth Commission Oakley was added after its July 1, 1999 incorporation, thus bringing the total positions to its present 29 The Countywide Youth Commission was sunsetted in 2010 and was replaced in 2012 by the Contra Costa Community College District The Contra Costa Council changed its name to the East Bay Leadership Council. RECOMMENDED CHANGES Agenda Revisions The following are the three agenda revisions the Committee recommends. They can be approved immediately by the Commission. Eliminate “The Commission Bookshelf”. This item has been on the agenda for at least 19 years. It was intended as an “ice breaker” for any commissioners who were shy about talking; as well as using time until a quorum was reached. Due to present meeting rules, it has outlived its purpose. “Items From the Public” should be renamed “Public Comment”. This is the term used by most other agencies (e.g. cities and the Board of Supervisors). By showing public comment, the public will more clearly understand their input is welcomed. Mark all agenda items as “Action”, Discussion” etc. on the agenda. Presently the word “action” is only shown on the green pages betwee n the attachments. Not all know to look there, and the green page can be hard to read on-line. With this change, both commissioners and the public will know which items are for action. 38 3 Responses to Report (Bylaws) The Report made several recommendations as follows: 1. Sunset the Commission The Commission voted at its January 29, 2016 meeting that it wanted to continue in existence. The IOC at its March 28 meeting did not concur with sunsetting the Commission and instructed library staff to proceed with a reinstatement board order as outlined above. 2. Bylaw Changes The Report states that library staff did not recommend any changes to the bylaws. However, both IOC and the Committee did not agree. Thus, bylaw revision recommendations follow. 3. Membership Reduction and Voting Both IOC and library staff recommended reducing membership. Thus, a letter was written toward that end by the Interim County Librarian and the Commission Chair and signed by the Chair. The letters were sent to the Special Representatives and the mayor of Richmond. They were mailed the week of June 20. They were asked if they wanted to: 1) retain a voting membership; 2) be an ex-officio member without voting rights; or, 3) no membership. The results are: Entity Regular Membership Ex-offico Membership No Membership City of Richmond X College District X East Bay Leadership Council X Friends Council X Office of Education X Central Labor Council X This will bring regular membership to 24. As a result the number of commissioners needed for a quorum will be 13. The Central Labor Council will be the only remaining Special Representative with a vote. When and if the Friends’ Council is reconstituted, the by-laws can be revised to also include them with a vote. However, since the Friends’ Council does not presently exist, it is not possible to include them as a voting member. 39 4 It is recommended that voting be by simple majority of all commissioners present. The current method of voting by those representing city representatives and county representatives has never made any difference in the results. 4. Number of Meetings per Year The present bylaws state the Commission is to meet at least quarterly. The Committee recommends the number be retained at six. The Committee believes with a proper focus, there is adequate work for the Commission to continue as is. 5. Alternate Commissioners The Report stated that on average 35-40 Commissioners are at each meeting. The following shows the number of Commissioners attending the past nine meetings averages 27 including alternates. Meeting Date # Vacant # Alternates # Reg. Comm. Present # Alt. Present # Total Comm. 11/14 4 13 24 7 31 1/15 3 13 21 9 30 3/15 5 13 19 7 26 5/15 2 14 19 7 26 7/15 3 14 21 8 29 9/15 3 14 16 8 24 11/15 3 13 18 7 25 1/16 5 14 22 8 30 3/16 5 12 15 5 20 Source: Commission attendance roster from the minutes. Observations: At no point has the number attending been as high as shown in the Report. About half of the positions have alternates. About half of the alternates usually attend. The Committee voted to continue the practice of having alternates. It observed that some alternates are as active, or more active than the regular commissioner. Also, by having alternates attend meetings; the alternate is in a position to assume the regular voting position when required. Alternates also assist in achieving a quorum. It was noted, however, that given the smaller meeting room in the new location, alternates may need to sit in the audience. Commission Purpose The Report states: “The Library Commission…provides community level support and advocacy for Library services.” It is, thus, proposed that this become “Purpose F”. 40 5 Technical Revisions Duties have been grouped under five topics as shown below: IV. DUTIES The Commission shall perform the following advisory functions: A. Planning 1. Participate in short and long range planning activities for libraries. 2. Monitor progress made in achieving goals set forth in plans adopted by the Board. Report and make recommendations to the Board and the County Librarian in this regard. B. Policy Review 1. Assist in the development of policies that the Commission and the County Librarian determine will improve the operations of, and services available, through the County Library. 2. Discuss and vote on major policy issues. C. Finance 1. If the Commission has concerns or questions regarding the library budget, the Commission may make recommendations to the Board and the County Librarian. 2. Advocate and recommend the funding necessary to provide each level of service (e.g. hours of operation, check-out laptops, or other resources) proposed by the Commission, the Board, or the County Librarian, as the case may be. 3. Explore alternative methods of establishing stable and adequate funding for each level of service. Report the Commission’s findings, along with any related recommendations, to the Board or County Librarian. D. Community Outreach 1. Hold meetings that encourage the expression of community views on matters related to the County Library. 2. Participate in community activities supporting the library, such as friends of the library and library foundations, or city/town library advisory groups. 3. Provide community feedback to the County Librarian and Board of Supervisors. E. Other 1. Oversee the actions of committees of the Commission. 2. Submit reports to the Board and County Librarian when the Commission deems such reports to be timely and appropriate. 41 6 3. Performs other tasks and assignments that are referred to the Commission by the Board or County Librarian. Note: The Library Commission is specifically prohibited from undertaking any inquiry or investigation into the (i) personnel policies and practices, and (ii) day-to-day administrative operations of the County Library . Agenda Packets Present bylaws state that Commission packets are to be mailed. This will change to: “Commission packets will be provided electronically unless otherwise requested”. Elections Whenever the chair and/or vice chair position becomes vacant, an election to fill the vacancy shall occur at the next regularly scheduled commission meeting. Streamline Minutes The minutes will become shorter with the elimination of the Commission Bookshelf. Presently each time a commissioner is named in the minutes, the entity they represent is repeated. Since their entity represented is shown in the roster section. It is proposed the entity does not need to be repeated throughout the minutes. Minutes can use bullet points as much as possible. Commissioner Communications with Staff It is recognized staff time is limited. So as to help staff be as efficient as possible, communications for information should be routed through the chair or a committee chair to the county librarian or designated staff. Commission Work Plan and Annual Report This document should be aligned with the Commission’s Purposes and Duties. Reinstatement At the end of each term for the Commission, when its term is extended, it is said to be “Reinstated”. The word “Reinstatement” sounds as though the Commission term had lapsed. It is thus proposed the word be changed to “Reauthorization”. CONCLUSION The Contra Costa County Library Commission is the only entity in the county whose sole purpose is to advise, advocate and support the County Librarian and the Board of Supervisors to provide library services. 42 7 Adoption of the above revisions will facilitate a strong Commission and improve its ability to fulfill its Purposes and Duties. NEVER TAKE YOUR LIBRARY FOR GRANTED (anonymous) Report prepared by Alan B. Smith, with valuable assistance from Kathy Gilcrest and Peter Wilson. 43 44 45