The URL can be used to link to this page

Home My WebLink AboutBOARD STANDING COMMITTEES - 11092017 - Internal Ops Agenda Pkt INTERNAL OPERATIONS COMMITTEE SPECIAL MEETING November 9, 2017 2:00 P.M. 651 Pine Street, Room 101, Martinez Supervisor Candace Andersen, Chair Supervisor Diane Burgis, 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 September 11, 2017 IOC meeting. (Julie DiMaggio Enea, IOC Staff) 4. CONSIDER recommended changes to the Integrated Pest Management Policy and Advisory Committee bylaws. (Tanya Drlik, IPM Coordinator, Health Services Department) 5. CONSIDER nomination of the Affordable Housing Finance Committee to re-appoint Dan Bundy to Community 1 seat on the Affordable Housing Finance Committee to a term ending on June 30, 2020. (Kara Douglas, Conservation & Development Department) 6. CONSIDER accepting report on the status of the Agricultural Advisory Task Force and determining action to be taken. (Julie DiMaggio Enea, County Administrator's Office) 7. Status report on the recruitment for interim appointees to the Board of Supervisors appointed seats on the East Contra Costa Fire Protection District Board of Directors. (Julie DiMaggio Enea, County Administrator's Office) 8.The next meeting is currently scheduled for December 11, 2017. 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:11/09/2017 Subject:RECORD OF ACTION FOR THE SEPTEMBER 11, 2017 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 September 11, 2017 IOC meeting. Recommendation(s)/Next Step(s): RECEIVE and APPROVE the Record of Action for the September 11, 2017 IOC meeting. Fiscal Impact (if any): None. Attachments DRAFT Record of Action for September 11, 2017 IOC Meeting 3 INTERNAL OPERATIONS COMMITTEE RECORD OF ACTION FOR September 11, 2017 Supervisor Candace Andersen, Chair Supervisor Diane Burgis, Vice Chair Present: Candace Andersen, Chair Diane Burgis, Vice Chair Staff Present:Julie DiMaggio Enea, Staff Attendees: David Gould, Purchasing Services Manager Beth Ward, Animal Services Director Steve Burdo, Animal Services Department Arturo Castillo, Animal Services Department Jami Napier, Asst. Clerk of the Board Emlynn Struthers, Clerk of the Board's Office Anne O, Chief of Staff, District IV Enid Mendoza, Sr. Deputy County Administrator Jill Ray, District II Supervisor's Office Bob Campbell, Auditor-Controller Beth Mora Nedda Bass Phyllis Gordon Carrie Ricci, Public Works Department Patricia Ramirez Debbie Son Kirsten Upshaw Jeff Mora Jennifer Cohen Argentina Davila-Luevano Angel Luevano Susan Smith Joey Smith 1.Introductions The Chair called the meeting to order at 1:00 p.m. and self-introductions were made around the room. 2.Public comment on any item under the jurisdiction of the Committee and not on this DRAFT 4 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 requested to speak during the public comment period. 3.RECEIVE and APPROVE the Record of Action for the July 10, 2017 IOC meeting. The Committee approved the minutes of the July 10, 2017 meeting as presented. AYE: Chair Candace Andersen, Vice Chair Diane Burgis Passed 4.CONSIDER report on the recent member resignations from the Commission for Women and DETERMINE action to be taken. Supervisor Andersen introduced the item, explained that the basis for the referral to IOC was the recent spate of member resignations, and concerns that had been expressed by some members about the Commission not closely adhering to the mission established by the BOS, and a requirement of members to raise funds for the Commission but a with perceived inability to influence how raised funds were utilized. Jami Napier advised that the Commission for Women would be included in the next phase of the triennial advisory body review, which will examine and make recommendations about the Commission's current structure, mission and bylaws; regularity of meetings and attendance; compliance with the Better Government Ordinance; ability to achieve a meeting quorum; activities and how they relate (or do not relate) to the Commission's charge, and Commission funds (if any). The staff report with recommendations is scheduled to be presented to the IOC in February 2018. The following individuals spoke about the importance of the Commission for Women: Debbie Tote, Kirsten Upshaw, Beth Mora, Jennifer Cohen, Argentina Luevano Davila, Joey Smith, Phyllis Gordon, Angel Luevano Through member comments, it was learned that the Friends of the Commission for Women (Friends), was modeled after a similar organization in Marin County and is currently composed by Phyllis current and former Commission members, and At Large members. To avoid the potential for misappropriation of funds, which allegedly occurred in the Marin Friends, it was decided that dual membership would be permitted between Contra Costa's Commission for Women and Friends. The majority of the Friends Board are current Commissioners. Commissioner Phyllis Gordon serves as the Friends chairperson. It was learned that the Commission/Friends network at the state and national level through attendance at conferences, and that the Friends will pay for Commissioners' attendance at these conferences. Ms. Gordon has for many years attended on behalf of the Commission/Friends, but all Commissioners have the opportunity to attend. Some commissioners may not be able to participate more fully due to personal DRAFT 5 circumstances. It was learned that the Friends exists primarily to provide support and funding for Commission activities, and any funds raised through Commission events are turned over to the Friends and not maintained by the Commission (the Commission has no authorized mechanism for banking funds). The Commission and other groups can apply for small grants from the Friends and the Friends determines which grants it will fund. Commissioners volunteer to assist with Friends-sponsored Commission functions. The Commission created an office/seat called Treasurer to serve as the bridge between the Friends and the Commission. The Treasurer, at the IOC meeting, questioned whether current Commission activities such as the Hall of Fame event would not be more appropriate for an organization other than the Commission, and commented that activities that might be more aligned with the Commission's charge would, as a rule, not involve significant costs or Friends support. Supervisor Burgis requested copies of the bylaws, budgets and financial reports of the Friends and the Commission. The Committee discussed potentially making a second referral to the CAO to examine the potential to provide funding for the Commission. Supervisor Burgis stated that the IOC will not try to "fix" the Commission but will set the County's future expectations for the Commission. CAO Senior Deputy Enid Mendoza advised that she serves as a liaison between the County and the Commission. AYE: Chair Candace Andersen, Vice Chair Diane Burgis Passed 5. ACCEPT the Small Business Enterprise, Outreach, and Local Bid Preference Programs Report, reflecting departmental program data for the period January through June 2017. David Gould presented the staff report and advised that he was convening a staff meeting/training to correct any inconsistencies in reporting that are occurring. Supervisor Burgis said she was interested in learning how the County reaches out to businesses in the different county geographic areas. The Committee accepted the report and directed staff to share the report with the Board of Supervisors on a future Board agenda. AYE: Chair Candace Andersen, Vice Chair Diane Burgis Passed 6.ACCEPT FY 2016/17 report from the Animal Services Department on the Animal Benefit Fund. Beth Ward presented the staff report and submitted an updated/corrected report DRAFT 6 Beth Ward presented the staff report and submitted an updated/corrected report from the version, attached, than was in the agenda packet. She commented that, since the Animal Benefit Fund was reauthorized a year ago, this is the first report presenting the comprehensive spending plan. She and her staff chose to be conservative in the first year, expending about $250,000 and leaving a fund balance of over $800,000. Most of the funds were spent on animal welfare projects such as "cat condos", agility equipment for dogs, and outside exercise space for quarantined animals. Staff is proposing a FY 17/18 spending plan of $300,000. The Committee accepted the report and directed staff to share the report with the Board of Supervisors at a future Board meeting. AYE: Chair Candace Andersen, Vice Chair Diane Burgis Passed 7.Adjourn The Chair adjourned the meeting at 3:52 p.m. For Additional Information Contact: Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.usDRAFT 7 INTERNAL OPERATIONS COMMITTEE 4. Meeting Date:11/09/2017 Subject:Revisions to the County’s IPM Policy and the IPM Advisory Committee’s Bylaws Submitted For: William Walker, M.D., Health Services Director Department:Health Services Referral No.: Referral Name: Presenter: Tanya Drlik, IPM Coordinator Contact: Tanya Drlik (925-335-3214) Referral History: Over the past few years, changes in the County have made it necessary to revise the County’s IPM Policy and the IPM Advisory Committee’s bylaws. The General Services Department was subsumed under the Public Works Department.1. The Public and Environmental Health Advisory Board (PEHAB) was abolished by the Board on November 15, 2016. 2. On February 13, 2017 the Internal Operations Committee replaced the PEHAB seat on the IPM Advisory Committee with a seat for a representative of the County’s Sustainability Commission. 3. This year, the IPM Committee found it necessary to change its meeting date and the time when it elects its officers. These items needed to be reflected in the bylaws. Referral Update: On March 16, 2017, the amended bylaws and IPM Policy were approved by the IPM Advisory Committee. Please see Attachment A for the IPM Policy and IPM Advisory Committee bylaws revisions with the changes tracked. Recommendation(s)/Next Step(s): CONSIDER recommended changes to the Integrated Pest Management Policy and Advisory Committee bylaws. Attachments Attachment A: IPM Policy/Bylaws 8 WILLIAM B. WALKER, M.D. HEALTH SERVICES DIRECTOR RANDALL L. SAWYER DIRECTOR HAZARDOUS MATERIALS PROGRAMS 4585 Pacheco Boulevard Martinez, California 94553-2233 Ph (925) 335-3200 Fax (925) 646-2073 • Contra Costa Alcohol and Other Drugs Abuse Services • Contra Costa Emergency Medical Services • Contra Costa Environmental Health • Contra Costa Health Plan • • Contra Costa Hazardous Materials Programs • Contra Costa Mental Health • Contra Costa Public Health • Contra Costa Regional Medical Center • Contra Costa Health Centers • ATTACHMENT A CONTRA COSTA COUNTY INTEGRATED PEST MANAGEMENT POLICY October 2017 To protect public health, county resources and the environment it will be the policy of Contra Costa County to manage pests within county pest management programs in and on county maintained properties and facilities, using Integrated Pest Management (IPM) principles and techniques. The mission is to promote the combined use of physical, cultural, biological and chemical control methods to effectively manage pests with minimal risk to humans and the environment. For the purposes of this policy the County adopts the Integrated Pest Management definition provided by the University of California Statewide IPM Project: Integrated Pest Management is an ecosystem- based strategy that focuses on long-term prevention of pests or their damage through a combination of techniques such as biological control, habitat manipulation, modification of cultural practices, and use of resistant varieties. Pesticides are used only after monitoring indicates that they are needed according to established guidelines, and treatments are made with the goal of removing only the target organisms. Pest control materials are selected and applied in a manner that minimizes risks to human health, to beneficial and non-target organisms, and to the environment. The goals of this countywide policy are to: 1. Minimize risks to the general public, staff and the environment as a result of pest control activities conducted by County staff and contractors. 2. Create, implement and periodically review written IPM plans in the Agriculture, Health, and Public Works Departments specific to their operational needs and consistent with the U.C. definition above and this policy. 3. Promote availability, public awareness and public input into written county pest management plans and records. 4. Create public awareness of IPM through education. To achieve these goals the County has established the following objectives 1. Require County departments to routinely use Integrated Pest Management. 2. Require County pest control contracts to incorporate County IPM policies and practices. 3. Require Departments to report annually on the development and implementation of IPM programs. 4. Maintain a County IPM Coordinator position that reports to the County Administrator and Board of Supervisors. 5. Maintain an IPM Advisory Committee that provides advice to the Board of Supervisors and assists Departments in reviewing pest control alternatives and related costs or impacts. 6. Provide annual IPM training and outreach programs to address the needs of County Departments and employees. 9 IPM Advisory Committee 11/3/17 Changes to IPM Policy and Committee bylaws Page 2 Require County Departments to Routinely Use Integrated Pest Management: The Agriculture, Health and Public Works Departments who use pest management techniques when providing services are required to develop a written IPM Plan, or its equivalent, and designate an IPM Coordinator responsible for implementation. Require County Pest Control Contracts to Incorporate County IPM Policies and Practices All County Departments that contract for pest management services will insure that County IPM policies and practices are adhered to by all licensed pest control contractors performing work on county maintained properties and facilities. Require Departments to Report Annually on the Development and Implementation of IPM Programs. It is understood that development and implementation of IPM programs will take time. Department IPM Coordinators will prepare annual reports on department pest control activities to the County Administrator. The department annual reports will be reviewed by the IPM Advisory Committee. The IPM Advisory Committee shall compile the information into an annual report that will be submitted to the County Administrator and the Board of Supervisors. Maintain a County IPM Coordinator Position that Reports to the Board of Supervisors. In recognition that development, implementation and oversight of a County IPM Program require allocation of resources, the position of County IPM Coordinator has been established and funded. The County IPM Coordinator serves as a resource for Department Heads to insure compliance with the County IPM policy. The County IPM Coordinator is required to serve as staff to the IPM Advisory Committee to assist Department Heads in identifying priorities and in acquiring data to properly evaluate pest control needs and appropriate solutions. The County IPM Coordinator will provide an annual update to the County Fish and Wildlife Committee. Maintain an IPM Advisory Committee that Provides Advice to the Board of Supervisors and Assists Departments in Reviewing Pest Control Alternatives and Related Costs or Impacts. An IPM Advisory Committee has been created. The Advisory Committee will serve as a resource to help both Department Heads and the Board of Supervisors review and improve existing programs and the processes used for making pest management decisions. The membership of the Committee shall be composed of the following: 1. Four (4) ex-officio, non-voting members as follows: a. Agricultural Commissioner, or designee b. Public Works Facilities Maintenance Manager, or designee c. Public Works Deputy Director, or designee d. A current Structural Pest Management contractor with General Services Department 2. Eight (8) voting members as follows: a. Two (2) ex-officio members: i. Health Services Department representative ii. County/Unincorporated County Storm Water Program representative b. Six (6) public members: i. County Sustainability Commission representative ii. County Fish and Wildlife Committee representative iii. Three (3) Type 2, “At Large Appointments,” 10 IPM Advisory Committee 11/3/17 Changes to IPM Policy and Committee bylaws Page 3 iv. One (1) Type 3, “At Large Appointment,” for an environmental organization with either 501(c)(3) or 501(c)(4) status 3. One (1) Type 3, “At Large Appointment” for a Public Member – Alternate. The IPM Advisory Committee may form subcommittees of its members to research and explore specific issues that come before the Committee. The goal of a subcommittee is to provide a working forum for interaction and for information exchange among experts and staff focusing on issues needing in-depth consideration. The IPM Advisory Committee may use Technical Advisory Committees to develop information regarding pest control decisions. The IPM Technical Advisory Committee may include representatives from the East Bay Regional Park District, Contra Costa Mosquito & Vector Control District, Contra Costa Water District, the University of California Cooperative Extension, Pesticide Applicators Professional Association and/or Pest Control Operators of California and other appropriate representatives with expertise in a specific field. Information regarding preferred pest control solutions must include data regarding comparative efficacy, cost, environmental impact and hazards to the public and applicator. Information and recommendations must be based on the best science available. The IPM Advisory Committee will also work with the County IPM Coordinator to develop IPM training programs for County Departments and their employees to assist in compliance with the county’s IPM policy. Additional support could also be provided to County Departments who wish to develop public outreach programs to address environmental and public health concerns. Provide Annual IPM Training and Outreach Programs to Address the Needs of County Departments and Employees. Training programs will be developed under the direction of County IPM Coordinator with the concurrence of the IPM Advisory Committee to ensure that County employees understand IPM techniques and County policy. Utilizing resources such as the U.C. Pest Management Guidelines that have been developed by the University of California Statewide IPM Program, training classes on integrated pest management techniques will be developed and made available for County employees. Public outreach programs to address environmental and health concerns will also be developed to complement existing county programs. 11 IPM Advisory Committee 11/3/17 Changes to IPM Policy and Committee bylaws Page 4 Board of Supervisors IPM Advisory Committee: Agriculture Commissioner (or designee) County/Unincorporated County Storm Water Program Representative Public Works Deputy Director (or designee) PWD Facilities Manager (or designee) 3 Members of the Public at Large One representative from County Sustainability Commission Public Member from County Fish & Wildlife Committee Subcommittees: Formed when needed from members of the IPM Advisory Committee County Administrator Health Services Department Representative Current Pest Management Contractor with PWD 1 Representative of an Environmental Organization Technical Advisory Committees: Formed when needed from outside experts 1 Public Member Alternate 12 IPM Advisory Committee 11/3/17 Changes to IPM Policy and Committee bylaws Page 5 CONTRA COSTA COUNTY INTEGRATED PEST MANAGEMENT ADVISORY COMMITTEE BYLAWS I. Name and Definition A. The name of this advisory body to the Contra Costa Board of Supervisors shall be the “Contra Costa County Integrated Pest Management Advisory Committee,” hereafter referred to as the “Committee.” B. “Integrated Pest Management” (hereinafter, “IPM”) is defined as “an ecosystem-based strategy that focuses on long-term prevention of pests or their damage through a combination of techniques such as biological control, habitat manipulation, modification of cultural practices, and use of resistant varieties. Pesticides are used only after monitoring indicates that they are needed according to established guidelines, and treatments are made with the goal of removing only the target organisms. Pest control materials are selected and applied in a manner that minimizes risks to human health, to beneficial and non-target organisms, and to the environment.” II. Purpose (Mission Statement) The general purposes of the Committee shall be as follows: A. Protect and enhance public health, County resources, and the environment; B. Minimize risks and maximize benefits to the general public, staff and the environment as a result of pest control activities conducted by County staff and contractors; C. Promote a coordinated County-wide effort to implement IPM in the County in a manner that is consistent with the Board-adopted IPM Policy; D. Serve as a resource to help Department Heads and the Board of Supervisors review and improve existing pest management programs and the processes for making pest management decisions; E. Make policy recommendations upon assessment of current pest issues and evaluation of possible IPM solutions; and F. Provide a forum for communication and information exchange among members in an effort to identify, encourage, and stimulate the use of best or promising pest management practices. III. Membership A. The membership of the Committee shall be composed of the following: 1. Four (4) ex-officio, non-voting members as follows: a. Agricultural Commissioner, or designee b. Public Works Facilities Maintenance Manager, or designee c. Public Works Deputy Director, or designee d. A current Structural Pest Management contractor with the Public Works Facilities Maintenance Division 2. Eight (8) voting members as follows: a. Two (2) ex-officio members: iii. Health Services Department representative iv. County/Unincorporated County Storm Water Program representative 13 IPM Advisory Committee 11/3/17 Changes to IPM Policy and Committee bylaws Page 6 b. Six (6) public members: v. Sustainability Commission representative vi. County Fish and Wildlife Committee representative vii. Three (3) Type 2, “At Large Appointments,” viii. One (1) Type 3, “At Large Appointment,” for an environmental organization with either 501(c)(3) or 501(c)(4) status 3. One (1) Type 3, “At Large Appointment” for a Public Member – Alternate. B. Membership Requirements 1. Members must reside or work in Contra Costa County and should reflect the ethnic, racial, and geographical diversity of the County. 2. Contractors who provide pest management services to the County may not serve on the Committee. The exception is A.1.d., above, the Current Structural Pest Management Contractor with the Public Works Facilities Maintenance Division. 3. If a member’s work status or residence changes, he/she must notify the Committee in writing, within thirty (30) days of their change in status. The Chair will review the change of status and determine if the member is still eligible for membership according to these by-laws. If they are found to be ineligible, the member will be asked to resign his/her position. 4. Current employees of Contra Costa County are not eligible to serve on the Committee as “At Large Appointments” under A.2.iii, A.2.iv, and A.2.v above C. Responsibilities of Membership Each member must: 1. Have an interest in and commitment to the Purpose (Mission Statement) of the Committee; 2. Demonstrate knowledge of, interest in, and commitment to improvement of IPM practices in Contra Costa County; 3. Attend Committee meetings; 4. Notify the IPM Coordinator, in advance, of any unavoidable absence from a meeting; and 5. Must comply with the Contra Costa County Policy for Board Appointees concerning Conflict of Interest and Open Meetings, Resolution No. 2002/376. D. Resignation Any member who desires to resign his or her position with the Committee must do so in writing and file it with the Chair and Secretary of the Committee. IV. Staff to the Committee The County IPM Coordinator shall serve as staff to the Committee. Staff shall issue and distribute agendas in accordance with the Brown Act and Better Government Ordinance. Staff shall finalize minutes and distribute to members in the agenda packet. V. Organization of the Committee A. Officers: The officers of the Committee shall be the Chair, Vice-Chair, and Secretary. B. Duties of Officers: 1. It shall be the duty of the Chair to preside at all meetings. 2. In the absence of the Chair, the Vice-Chair shall assume the duties of the Chair. Should both senior officers be unavailable, the Secretary shall preside. 14 IPM Advisory Committee 11/3/17 Changes to IPM Policy and Committee bylaws Page 7 3. The Secretary, or a designee of the Chair, shall take notes at all meetings C. Subcommittees: 1. The purpose of a Subcommittee is to research and explore specific issues in-depth that come before the Committee. 2. The goal of a Subcommittee is to provide a working forum for interaction and information exchange among experts and staff focusing on issues needing in-depth consideration. 3. The Committee Chair shall designate Subcommittee members from the Committee with advice from the Committee. 4. For those issues that are technical in nature, the Subcommittee Chair, with a majority vote from the Subcommittee members, may invite experts from other agencies or institutions, such as East Bay Regional Park District, Contra Costa Mosquito & Vector Control District, Contra Costa Water District, the University of California Cooperative Extension, Pesticide Applicators Professional Association, Association of Applied IPM Ecologists, and/or Pest Control Operators of California and other appropriate representatives with technical expertise in a specific field to attend Subcommittee meetings to provide input and/or report to the Subcommittee. 5. Only the Subcommittee members will have voting rights to make final decisions regarding recommendations to send to the full Committee. VI. Terms/Elections A. Committee: 1. The terms for the Department Representatives do not expire. All other members shall serve for a term of four (4) calendar years. Any vacancies during the term of the member shall be filled for the remainder of that four (4) calendar year term. Members may serve more than one (1) four-year term if reappointed. 2. The Committee shall elect its officers every two (2) years, at the first meeting of each even numbered calendar year. Officers shall be elected by a simple majority of those present. 3. New officers shall assume their duties immediately after the election. 4. Officers shall serve for a term of two (2) years. Any vacancies during the term of the officer shall be filled for the remainder of that two (2) calendar year term. Officers may serve more than one (1) two-year term if re-elected. 5. Should an officer resign, the vacancy will be filled by election at the next regular meeting. 6. Members with two (2) absences in a calendar year may be recommended by the Committee for removal from membership to the Board of Supervisors. 7. Committee vacancies will be filled per the Maddy Local Appointive List Act of 1975. B. Subcommittees: 1. The Committee Chair selects Subcommittee members. 2. Subcommittee members recommend a Subcommittee chair to the Committee Chair, if needed. VII. Duties of the Committee and Subcommittees A. The general duties of the Committee shall include: 1. Working with County Departments to create, promote, implement, and periodically evaluate IPM programs, strategies, and policies specific to their operational needs and consistent with the County IPM Policy; 15 IPM Advisory Committee 11/3/17 Changes to IPM Policy and Committee bylaws Page 8 2. Recommending policies; 3. Prioritizing work of the IPM Coordinator; 4. Coordinating pest management among all areas of the County; 5. Forming Subcommittees to assist in the work of the Committee as deemed necessary by the Committee; 6. Promoting ongoing and expanded cross training among departments on IPM issues; 7. Promoting availability, public awareness, and public input into written county pest management programs, protocols, and records; 8. Helping create public awareness of IPM and promote public education on IPM techniques; and 9. Providing an ongoing forum for consensus and resolution of IPM issues. B. The general duties of the Subcommittees shall include: 1. Researching and discussing matters requiring in depth consideration; and 2. Making specific recommendations to the Committee as appropriate. VIII. Meetings/Voting A. The Committee shall meet every other month on the third Thursday of the month from 10:00 a.m. to 12:00 p.m. B. All meetings of the Committee shall be open to the public and all interested persons shall be permitted to attend meetings. Time shall be set aside for limited public comment on items not on the posted agenda. C. A notice of the regular meeting, with an attached agenda, shall be posted in a public notice area not less than ninety-six (96) hours prior to the meeting, pursuant to the Brown Act and the Better Government Ordinance. D. “Quorum” is defined as fifty percent plus one. E. A quorum of the total membership (at least 7 members) must be present in order to hold a meeting. In the absence of a quorum, no formal action shall be taken except to adjourn the meeting to a subsequent date. F. Voting at Meetings 1. A quorum of voting members (at least 5 members) must be present before any vote on matters before the Committee can take place. Passage of a matter requires approval by a simple majority of the voting members present, except on matters involving policy recommendations to the Board of Supervisors. 2. Passage of matters involving policy recommendations to the Board of Supervisors requires approval by a simple majority of the total number of voting members (at least 5 members). 3. The Public Member – Alternate may vote only if a member listed in III. Membership A.2.b, above, is absent. Otherwise, the Public Member – Alternate may not vote on matters before the Committee. IX. Bylaws/Amendments These bylaws will govern the membership, organization, and meetings of the Committee. These bylaws may be amended by majority vote at any regular Committee meeting, a quorum being present, with prior notice to the membership. X. Annual Objectives The Committee shall review and adopt annual objectives at the first meeting of the calendar year. 16 IPM Advisory Committee 11/3/17 Changes to IPM Policy and Committee bylaws Page 9 XI. Reports to the Board of Supervisors The Committee shall submit a status report on the activities of the Committee as directed, but no less frequently than annually, to the Transportation, Water & Infrastructure Committee of the Board of Supervisors. In addition, the Committee shall submit an annual report to the County Board of Supervisors in accordance with Section IV of Resolution No. 2002/377 (6/18/02). XII. Committee Records Records of the Committee shall be housed at the office of the IPM Coordinator. 17 INTERNAL OPERATIONS COMMITTEE 5. Meeting Date:11/09/2017 Subject:NOMINATION TO THE AFFORDABLE HOUSING FINANCE COMMITTEE Submitted For: John Kopchik, Interim Director, Conservation & Development Department Department:Conservation & Development Referral No.: IOC 17/5 Referral Name: ADVISORY BODY RECRUITMENT Presenter: Kara Douglas, Asst Deputy DCD Director Contact: Kara Douglas 925.674.7880 Referral History: The Affordable Housing Finance Committee advises the Board of Supervisors on the annual allocation of approximately $1.5 million in HOME Investment Partnership Act and $1.8 million in Community Development Block Grant 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 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). Referral Update: With the appointment of Mr. Bundy, there will be one vacancy for a County representative, and an expired term for the East County Cities representative. That member has expressed interest to continue serving on the committee. County staff will work with the East County Cities to forward a recommendation to the Board of Supervisors. Recommendation(s)/Next Step(s): RE-APPOINT Dan Bundy to the Community Representative 1 seat with an expiration date of 18 RE-APPOINT Dan Bundy to the Community Representative 1 seat with an expiration date of June 30, 2020. Mr. Bundy has served on the committee since 2003. His experience with providing services and housing to individuals with special needs makes him an invaluable member of the committee. Attachments AHFC Member Roster_Sep2017 19 Attachment A CONTRA COSTA CONSORTIUM AFFORDABLE HOUSING FINANCE COMMITTEE CITY REPRESENTATIVES East County Representative (City 1) Eric C. Brown Term expired June 30, 2017 Brentwood, CA 94513 Email: West County Representative (City 2) Lisa Motoyama Term expires June 30, 2018 El Cerrito, CA 94530 Email: County Representative (City 3) Calvin S. Robie Term expires June 30, 2019 Senior Vice President Bank of Walnut Creek (retired) Pleasant Hill, California 94523 Phone: Email: COUNTY REPRESENTATIVES Vacant Term expired June 30, 2017 20 10/3/2017 C:\Users\jenea\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\LSM1V06G\AHFC Member List Sept_2017doc.doc Willie J. Robinson Term expires June 30, 2018 William J. Robinson, Construction Management El Sobrante, CA 94803 Phone: Email: Tom Shepard (County 3) Term expires June 30, 2019 Moraga, CA 94556 Phone: Email: COMMUNITY REPRESENTATIVES Dan Bundy (Community 1) Term expired June 30, 2017 Harmony Homes Associated Walnut Creek, CA 94597 Phone: Email: Bijal Patel (Community 2) Term expires June 30, 2018 Lubin Olson & Niewiadomski San Francisco, CA 94111 Phone: Email: Lisa Caronna (Community 3) Term expires June 30, 2019 Kensington, CA 94707 Phone: Email: 21 10/3/2017 C:\Users\jenea\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\LSM1V06G\AHFC Member List Sept_2017doc.doc COMMITTEE STAFF Kara Douglas Assistant Deputy Director Phone: (925) 674-7880 Email: kara.douglas@dcd.cccounty.us Gabriel Lemus CDBG Program Manager Phone: (925) 674-7882 Email: Gabriel.lemus@dcd.cccounty.us Christine Louie Housing Planner Phone: (925) 674-7787 Email: Christine.Louie@dcd.cccounty.us Contra Costa County Department of Conservation and Development 30 Muir Road Martinez, CA 94553 Fax (925) 674-7258 22 INTERNAL OPERATIONS COMMITTEE 6. Meeting Date:11/09/2017 Subject:Status of the Agricultural Advisory Task Force Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: Referral Name: Agricultural Advisory Task Force Presenter: Julie Enea Contact: Julie DiMaggio Enea (925) 335-1077 Referral History: In the past five years, the Agricultural Department has experienced a series of Departmental Head turnover. Vince Guise was the County’s Agricultural Commissioner/Sealer of Weights and Measures from March 31, 2008 through March 1, 2012. Upon retirement, he returned to serve on a temporary basis from March 1, 2012 through October 3, 2014. In June of 2014, the County Administrator hired Chad Godoy as the new Agricultural Commissioner / Sealer of Weights and Measures. Mr. Godoy left County employment on September 30, 2016. Finding a qualified individual to serve as the Agricultural Commissioner/Sealer of Weights and Measures has been difficult due to the extensive requirements for State licenses. Consequently, to meet the mandated responsibilities of this office, the County entered into a Memorandum of Understanding (Attachment 1) with Alameda County to authorize the Alameda County Agricultural Commissioner/Sealer of Weights and Measures (Mr. Humberto Izquierdo) to act in his licensed capacity as the Contra Costa County Agricultural Commissioner/Sealer of Weights and Measures. Mr. Izquierdo’s responsibilities include the ministerial and regulatory duties of the office such as signing of Notice of Proposed Actions; signing agreements with the California Department of Pesticide Regulations (DPR) or the California Department of Food and Agriculture (CDFA); and submitting Official requests to the CDFA, DPR, and other local, state, or federal government agencies; and guiding staff on issues of policy limited to the regulatory responsibilities of an Agricultural Commissioner/Sealer of Weights and Measures. However, the eight hours per week work schedule does not permit Mr. Izquierdo to exercise authority over any budgetary or human resources functions, which remain the responsibility of Contra Costa staff. Chief Assistant County Administrator Eric Angstadt has assumed administrative oversight of the department. Assistant Agricultural Commissioner Matt Slattengren manages the day to day activities of the office. The County Administrator’s Office plans to continue the MOU for the next several years. 23 At the April 2015 Internal Operations meeting, CAO Staff recommended and stated that, “In view of the recent department head appointment, this might be the perfect opportunity to refresh and update the Board of Supervisors (BOS) charge to and expectations for this committee. Revisiting the Committee’s charge could help focus the annual work plan and activities on those agricultural-related policy issues in Contra Costa County on which the BOS searches for advice. Attention also needs to be given to developing a regular meeting schedule, annual work plan or mission statement, and publicly posting committee agendas and meeting notices, unless the BOS wishes to consider sun-setting this committee or merging it with another body.” The Committee had concurred with the staff recommendation to have the recently hired Agriculture Director (Mr. Godoy) review the charge, work efforts and structure of the Agricultural Task Force and provide the County Administrator’s Office (CAO) with recommendations for any changes. On April 19, 2016, the Board of Supervisors, upon the IOC’s recommendation, reconstituted the Agricultural Advisory Task Force (Attachment 2) and approved an updated mission statement, seat configuration and bylaws (Attachment 3). In July 2016, a Media Advisory (Attachment 4) was released seeking individuals who are interested in serving on the County’s Agricultural Advisory Task Force. The Clerk of the Board received eight applications for the task force, all of which were received last summer (July and August 2016). At that time, the applications were forwarded to Mr. Godoy and the Board staff person, in the case of a district seat applicant. Applicant Seat Shawn Lipetzky – Concord Voting Seat (District IV) John Ginochio – Walnut Creek Not indicated Mark Dwelly – Oakley Voting Member Patrick Johnson-Brentwood Voting Member John Viano- Martinez Not indicated Clayton Wiedemann-Pleasant Not indicated Rebecca Courchesne- Brentwood District II Janet Caprile-Pleasant Hill UC Cooperative Extension Seat Since the time Mr. Godoy left County employment, no further action has been taken to re-establish the Agricultural Advisory Task Force. Referral Update: At the December 20, 2016 Board of Supervisors meeting, the Board authorized the Department of Conservation and Development, in consultation with the Agricultural Advisory Task Force and local agricultural stakeholders, to review existing land use regulations (e.g., General Plan policies and zoning) and identify for future Board consideration specific actions the County could take to further promote and incentivize agricultural sustainability and economic vitality. The Board also approved the expenditure of up to $150,000 from the Livable Communities Trust (District III Portion) for this purpose. (Attachment 5) Conservation and Development Director John Kopchik confirmed that DCD has some Reform Land Use Zoning Policies that relate to agriculture and would like to be able to have them reviewed by the Agricultural Advisory Task Force. 24 The Clerk of the Board has started the process for the next triennial advisory body review, and is surveying those committees/commissions/task force designated in the first phase of the review, including the Agricultural Advisory Task Force. Matt Slattengren responded to the questionnaire (Attachment 6), and indicated that the Task Force has never been formed since it was reconstituted by the Board. Recommendation(s)/Next Step(s): ACCEPT report on the status of the Agricultural Advisory Task Force and DETERMINE action to be taken. Attachments Attachment 1: MOU for Services of Alameda Co Agriculture Director Attachment 2: April 2016 Reconstitution of the Agricultural Advisory Task Force Attachment 3: April 2016 Bylaws of the Agricultural Advisory Task Force Attachment 4: July 2016 Announcement of Member Recruitment Attachment 5: Dec 2016 BOS Referral to Ag Adv Task Force Attachment 6: Ag Dept Response to Triennial Advisory Body Review Survey Questionnaire 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 INTERNAL OPERATIONS COMMITTEE 7. Meeting Date:11/09/2017 Subject:INTERIM APPOINTMENTS TO THE EAST CONTRA COSTA FIRE PROTECTION DISTRICT BOARD OF DIRECTORS Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: IOC 17/5 Referral Name: ADVISORY BODY RECRUITMENT Presenter: Julie Enea Contact: Julie DiMaggio Enea (925) 335-1077 Referral History: The East Contra Costa Fire Protection District (“District”) is governed by a nine-member appointed Board of Directors. Four members of the Board of Directors were appointed by the Brentwood City Council, three members were appointed by the Oakley City Council, and two members were appointed by the Contra Costa County Board of Supervisors. California law allowed voters to change an appointed fire protection district board of directors to a board of directors whose members are elected by the voters. The District Board of Directors adopted a resolution asking voters to decide whether to change the District governing board “from an appointed Board of Directors of nine members to a Board of Directors of nine members, elected at-large.” A majority of voters in the November 2016 election supported changing the governing board to an elected board. Additionally, on October 2, 2017, the District Board of Directors directed staff to prepare a resolution for future District Board consideration to conduct an all mail ballot election on March 6, 2018 to transition from a nine-person elected board to a five-person elected board and to designate the seats "at large" rather than representative of wards. Under either the current 9-member elected board or the 5-member elected board, the members of the District Board of Directors will be elected at the next general District election in November 2018, at which time the appointed offices will terminate. Referral Update: The terms of office for the two Board of Supervisors-appointed Directors, Robert Kenny and Cheryl Morgan, will expire on February 4, 2018, leaving vacancies that will not be filled until successors are elected in November 2018 and assume office. In February, the IOC approved the following recruitment schedule: October 13 Issue press release advertising vacancies November 20 Application Deadline for vacancies (5 week application period) November 27-30 Staff to schedule interviews for December 11 December 11 IOC Committee Meeting : Interview candidates for the vacancies December 19 or some time in January 2018 Board of Supervisors Meeting: Board consideration of IOC recommended appointments February 5, 2018 All appointments take effect Staff opened the recruitment on October 13 (see attached media advisory). Recommendation(s)/Next Step(s): ACCEPT status report on the recruitment for interim appointees to the Board of Supervisors appointed seats on the 55 ACCEPT status report on the recruitment for interim appointees to the Board of Supervisors appointed seats on the East Contra Costa Fire Protection District Board of Directors. Attachments ECCFPD Election Resolution 56 , ·( ( ( EAST CONTRA COSTA FIRE PROTECTION DISTRICT BOARD OF DIRECTORS STATE OF CALIFORNIA * * *· RESOLUTION NO. 2017-03 CALLING AN ELECTION TO BE CONSOLIDATED WITH THE STATEWIDE GENERAL ELECTIONS IN EACH EVEN-NUMBERED YEAR, BEGl.NNING Of\,! NOVEMBER 6, 2018, . AND ORDERING THAT THE ELECTIONS OF DIRECTORS BE SUBMITTED TO THE VOTERS AT THOSE ELECTIONS WHEREAS, since the East Contra Costa Fire Protection District (District) was formed in 2002, members of the Boc;trd of Directors (Scare!) have been ~ppointed by the City Councils of Brentwood and Oakley, and by the Contra Costa County Board of Supervisors (Appointing Authorities); and WHEREAS, on November 8, 2016, as provided for in the Distrid's enabling legislation, specifically at California Health and Safety Co.de 13848, the District's voters approved Measure N, thereby req!Jiring the District to transition from an appointed Board to an elected Board; and · WHEREAS, California Health arid Safety Code Section 13848 specifies that, when voters approve transitioning from an appointed Board to an elected Board, the first elected directors will be elected at the next general district election; and WHEREAS, California Elections Code Section 1303 provides that general district el~ction$ CJte h~lcl oli the first Tuesday following the first Monday in November of each odd-numbered ye·ar and therefore, but for this action , the District's voters wouid elect di rectors on November 7, 2017 ; and WHEREAS, pursuant to Caiifornia Health and Safety Code Section 13886 and California Elections Code Section 10404, the Bo~rd may require that its dire.ctors are elected on the same day as the statewide general election; and WHEREAS, California Elections Code Section 1001 provide.s that elections held in November of each even-numbered year are statewide general elections, and the dates of those elections are statewide election dates; and WHEREAS, the next statewide general election In November of an even- numpered year is November 6, 201 $; and Page 1 Qf ~ 13089094,2 57 ( ( WHEREAS, the Board wishes to maximize voter participation, and minimize the costs associated with District elections; and WHERE:AS, the Board desires , as permitted by law, to consolidate the District's first election of members of its Board of Directors with the next statewide general election 'on . November 6, 201 a, anc:J:. . . WHEREAS, the Board desires, as permitted by law, to lie.Id future elections for members of the District's Board of Directors on statewide general eleQtion dates held on the first Tuesday after the first Monday in November, of each even-numbered year thereafter. NOW, THEREFORE, BE IT RESOLVED that pursuant to its rights, powers and authority, the Board of Directors of the East Contra Costa Fire Protection District hereby: 1. Orders the first election of members of the District's Board of Directors tq occur on November 6, 2018 and requests that such election be consolidated with applicable portion of the Statewide General Election conducted by the County of Contra Costa on that date, 2. Orders future elections of members of the District's Board of Directors to occur regularly on the same date as, and to be corisolidateq with, statewide general elections occurring on the first Tuesday after the first Monday in November of each even-numbered year thereafter. 3. Acknowledges that, in accordance with Section 10404(i) of the California Elections Code, ahd subject to any recippointment or replacement actions that may be taken by their respective Appointing Authorities before November 2018, these members of the Board of Directors, whose terms of office will expire prior to the statewide gen_eral election in November 2018, will continue in offic~ until their successors are elected and qualified at the November 2018 election: Meghan Bell , Robert Kenny, Cheryl Morgan, Brian Oftedal, Randy Pope, Joe Youhg; and 4. Acknowledges the terms of all preViously"'.appointed members of the Board of Directors will expire upon the election and qlialification of directors elected at the November 2018 election; Clnd · 5. Directs the Clerk to submit this Resolution to the Contra Costa County Board of Supervisors no later than 240 days prior to the next scheduled District election. 6. Requests the Contra Costa County Board of Supervisors administer this Resolution as set forth in Section 10404 of the California Elections Code and, within 60 days of the submission of this Resolution, approve this Resolution unless it finds that the ballot style, voting equipment, or computer Page 2 of 3 130119094.2 58 ( ( capacity cannot handle additional elections or materials, in accordance with Section 10404(e) of the California Elections Code. PASSED AND ADOPTED this 6th day of February 2017, by the following vote of the Board: AYES:Barr, Bell, Bryant, Kenny, Oftedal, Stonebarger, Young NOES:Mo~an . ABSENT: Pope ABSTAIN: J e Bryant . resident, Board of Directors ATTEST: Hugh Henderson, Clerk of the Board Page 3 of 3 13089094.2 59