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Home My WebLink AboutBOARD STANDING COMMITTEES - 06102019 - Internal Ops Agenda Pkt INTERNAL OPERATIONS COMMITTEE June 10, 2019 1:00 P.M. 651 Pine Street, Room 101, Martinez Supervisor Diane Burgis,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 May 13, 2019 IOC meeting. (Julie DiMaggio Enea, IOC Staff) 4. CONSIDER recommending to the Board of Supervisors the appointment of Warren Ritter to the County 3 seat on the Affordable Housing Finance Committee to a term that will expire on June 30, 2022. (Kristen Lackey, Conservation & Development Department) 5. CONSIDER if it would be beneficial and appropriate to increase the purchasing agent's authority to engage independent contractors from the current limit of $100,000 to the new statutory limit of $200,000. (Julie DiMaggio Enea, County Administrator's Office) 6.The next meeting is currently scheduled for July 8, 2019. 7.Adjourn The Internal Operations Committee will provide reasonable accommodations for persons with disabilities planning to attend Internal Operations Committee meetings. Contact the staff person listed below at least 72 hours before the meeting. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to a majority of members of the Internal Operations Committee less than 96 hours prior to that meeting are available for public inspection at 651 Pine Street, 10th floor, during normal business hours. 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 INTERNAL OPERATIONS COMMITTEE 3. Meeting Date:06/10/2019 Subject:RECORD OF ACTION FOR THE MAY 13, 2019 IOC MEETING Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: N/A Referral Name: RECORD OF ACTION Presenter: Julie DiMaggio Enea 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 May 13, 2019 IOC meeting. Recommendation(s)/Next Step(s): RECEIVE and APPROVE the Record of Action for the May 13, 2019 IOC meeting. Fiscal Impact (if any): None. Attachments DRAFT IOC Record of Action for May 13, 2019 INTERNAL OPERATIONS COMMITTEE RECORD OF ACTION FOR MAY 13, 2019 Supervisor Diane Burgis,Chair Supervisor Candace Andersen, Vice Chair Present: Diane Burgis, Chair Candace Andersen, Vice Chair Staff Present:Julie DiMaggio Enea, Staff Attendees:Lawrence Palma; Dick Offerman; Dan Safran; David Brockbank, DCD; Kristian Lucas, HSD; Paula Troy; Scott Gordon; Emlyn Struthers, Clerk of the Board's Office; Jami Napier, Chief Asst Clerk of the Board; Mark Goodwin, District III Chief of Staff 1.Introductions Chair Burgis convened the meeting at 1:05 p.m. and invited attendees to introduce themselves. 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). Dick Offerman and Dan Safran of the Contra Costa Immigrant Rights Alliance spoke in favor of the County providing language translation services at public meetings. 3.RECEIVE and APPROVE the Record of Action for the April 8, 2019 IOC meeting. The Committee approved the record of action for the April 8, 2019 IOC meeting as presented. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 4.INTERVIEW candidates for the pending vacant seat on the Retirement Board and determine recommendation for Board of Supervisors consideration on June 4. Scott Gordon, (Incumbent) Paula Troy The Committee interviewed Paula Troy and Scott Gordon, and decided to DRAFT The Committee interviewed Paula Troy and Scott Gordon, and decided to recommend to the Board of Supervisors the reappointment of Scott Gordon to the Seat #4 of the Contra Costa County Employees' Retirement Association Board of Trustees to a new three-year term to expire on June 30, 2022. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 5.INTERVIEW candidates for appointment to the BOS Appointee 2 seat on the Airport Land Use Commission to a four-year term expiring on May 1, 2023, and DETERMINE recommendation for Board of Supervisors consideration: Geoffrey Logan, (incumbent Airport Manager's appointee), Walnut Creek Daniel Merino, Concord Lawrence Palma, Brentwood Ronald Reagan, (incumbent, BOS #2 appointee), Brentwood Chris Scott, Danville The Committee interviewed Lawrence Palma and decided to recommend to the Board of Supervisors the reappointment of Ronald Reagan to the BOS Appointee 2 seat on the Airport Land Use Commission to a new four-year term expiring on May 1, 2023. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 6.RECOMMEND to the Board of Supervisors the appointment of Marjorie McWee to the County Representative seat on the County Connection Advisory Committee to complete the unexpired term ending on June 30, 1019 and to a the new two-year term for the period July 1, 2019 through June 30, 2021. The Committee approved the recommendation to appoint Marjorie McWee to the County Representative seat on the County Connection Advisory Committee to complete the unexpired term ending on June 30, 1019 and to a the new two-year term for the period July 1, 2019 through June 30, 2021, and directed staff to forward the recommendation to the Board of Supervisors. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 7.Staff has determined that there is no incompatibility between the two offices of Retirement Board Trustee and Treasury Oversight Committee member, and recommends the appointment of Mr. Phillips to the Public 3 seat on the Treasury Oversight Committee to complete the remainder of the current term, which will expire on April 30, 2020. The Committee approved the recommendation to appoint John Phillips to the DRAFT The Committee approved the recommendation to appoint John Phillips to the Public 3 seat on the Treasury Oversight Committee to complete the remainder of the current term, which will expire on April 30, 2020, and directed staff to forward the recommendation to the Board of Supervisors. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 8.ACCEPT report from the Environmental Health Division of Health Services summarizing activities since November 2018 to implement the Solid Waste Collection & Transportation (Waste Hauler) Ordinance and the effects of the performance bond amount reduction. Kristian Lucas and David Brockbank presented the staff report. The Committee accepted the report as presented. AYE: Chair Diane Burgis, Vice Chair Candace Andersen Passed 9.The next meeting is currently scheduled for June 10, 2019. 10.Adjourn Chair Burgis adjourned the meeting at 2:20 p.m. For Additional Information Contact: Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us DRAFT INTERNAL OPERATIONS COMMITTEE 4. Meeting Date:06/10/2019 Subject:Recommendation for Appointment to the Affordable Housing Finance Committee Submitted For: John Kopchik, Director, Conservation & Development Department Department:Conservation & Development Referral No.: IOC 19/5 Referral Name: Advisory Body Recruitment Presenter: Kristen Lackey, Affordable Housing Program Manager Contact: Kristen Lackey 925.674.7205 Referral History: Referral Update: Recommendation(s)/Next Step(s): RECOMMEND to the Board of Supervisors the appointment of Warren Ritter to the County 3 seat on the Affordable Housing Finance Committee to a term that will expire on June 30, 2022. Fiscal Impact (if any): No fiscal impact. Attachments Staff Report and Recommendation Candidate Application_Warren Ritter_AHFC CONTRA COSTA COUNTY Department of Conservation and Development Community Development Division 30 Muir Road Martinez, CA 94553 Telephone: 674 -7205 Fax : 674-7257 DATE: June 10 , 201 9 TO: Internal Operations Committee FROM: Kriste n Lackey, Affordable Housing Program Manager SUBJECT : Recommended Appointment to the Affordable Housing Finance Committee The purpose of this memorandum is to forward the following recommendation from the Affordable Housing Finance Committee (AHFC): APPOINT Warren Ritter to the County Representative 3 seat with an expiration date of June 30, 20 22. Mr. Ritter was interviewed by members of the AHFC on April 23, 2019. He is a Pacheco resident with extensive relevant experience in the affordable ho using field. He has a Bachelor of Science degree in International Relations and a Juris Doctorate in Community and Economic Development., as well as being a certified tax credit specialist. For the past five years, he has been a Project Manager with nonpro fit affordable housing developers. Background The Affordable Housing Finance Committee advises the Board of Supervisors on the annual allocation of approximately $3 million in HOME Investment Partnership Act (HOME) and $1.8 million in Community Development Block Grant (CDBG) funds for affordable housing development in Contra Costa County. These funds are allocated to the County on an annual basis by formula through the U.S. Department of Housing and Urban Development. The Committee consists of nine membe rs, 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 appro ved 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 are interviewed by members of the AHFC and reviewed by the Interna l Operations Committee (IOC) then referred to the Board of Supervisors for approval. AHFC terms are for three years . C:\Windows\TEMP\BCL Technologies\easyPDF 7\@BCL@B007E1BF\@BCL@B007E1BF.doc 2 Current Status of Appointments Below is the current roster of the committee. The County Representative 1 seat was formall y vacated at the May 25, 2019 Board of Supervisors meeting, and we have a new applicant that works in the unincorporated area of Clayton. The City Representative seats are filled by nominations from the cities within the designated regional area. Seat Ex piration Name Note City Representative 1/East 6/30/2020 Eric Brown City Representative 2/West 6/30/2021 Vacant Vacant since 2018 City Representative 3/Central 6/30/2019 Vacant Member resigning after 25 years. County Representative 1 6/30/2020 Vacant Resigned 3/18/19 County Representative 2 6/30/2021 Willie Robinson County Representative 3 6/30/2019 Warren Ritter Community Representative 1 6/30/2020 Dan Bundy Community Representative 2 6/30/2021 Frances Sorrondegui Community Representative 3 6/30/2019 Lisa Caronna Member re-applied Attachments Redacted Application INTERNAL OPERATIONS COMMITTEE 5. Meeting Date:06/10/2019 Subject:EXAMINATION OF PURCHASING AGENT'S AUTHORITY TO PURCHASE SUPPLIES AND ENGAGE INDEPENDENT CONTRACTORS Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: IOC 19/14 Referral Name: PURCHASING AGENT AUTHORITY Presenter: Julie DiMaggio Enea Contact: Julie DiMaggio Enea (925) 335-1077 Referral History: California Government Code §25502.5 (attached) was amended by Senate Bill 1498, effective January 1, 2019, to increase the statutory authority of the purchasing agent to enter into service contracts from a limit of $100,000 to a limit of $200,000 for counties with populations of 200,000 or more. County Ordinance Code section 1108-2.215 currently authorizes the Purchasing Agent to enter into service contracts up to the statutory limit of $200,000. However, County policies and practice have limited this authority, and also authority to issue purchase orders, to aggregate amounts of $100,000 or less. These policies were last updated in 2007/08. Referral Update: On April 9, 2019, the Board of Supervisors referred to the Internal Operations Committee an examination of the purchasing agent's authority to engage independent contractors to determine if it would be appropriate to increase that authority from the current limit of $100,000 to the new statutory limit of $200,000. The County Administrator is charged with reviewing all contracts and purchase orders for operational necessity, policy compliance, and budgetary impact, and verifying that contracts have received the proper legal review by County Counsel. County Counsel reviews contracts as to their legal form and enforceability. Risk Management may also review certain contracts to verify the adequacy of insurance coverage. Currently, contracts and purchase orders exceeding $100,000 are submitted to the Board of Supervisors for approval, as well as any contract that deviates significantly from the standard county indemnification or insurance provisions. At each meeting, the Board of Supervisors takes action on an average of 88 Consent Calendar items that require staff preparation, review, approval, distribution and filing. Preparing an item for Board action adds up to three weeks to the processing time for these items. The volume of routine items produces a compendium of documents that must be reviewed by the Board during the 96-hour period between Friday and Tuesday in order to prepare for a Board meeting. To provide some context for the Committee, staff sampled 12 board meetings from 2018 comprising the highest volume meeting (in terms of numbers of items) in each month during 2018. The total number of all Consent items for the 12 selected meetings was 1,430; across 33 meetings in a year, the Board takes action on an estimated 4,000 Consent items annually. The average volume of the Board's meeting packet was 885 pages. The total number of contracts and purchase orders payable for the 12 select meetings was 600; over the course of a year, the volume is estimated at 1,650 items. Following is how the 600 contracts/purchase orders payable for the 12 sample meetings broke down in terms of dollar value: Criteria Qty % of Total Examples Less than or equal to $100,000 35 6% Software as a service, hardware maintenance, consumer incentives, employee services, vehicles, congregate meal services, training Greater than $100,000 but less than or equal to $200,000 396 66% Institutional supplies, heavy equipment rentals, software licensing & maintenance, janitorial services, residential board and care, social services, consulting services, telecom supplies/parts, administrative services Greater than $200,000 169 28% Medical services and supplies, IT services, social services, temporary staffing, non-emergency transportation, construction/engineering services, legal services, security services Total 600 100% The Internal Operations Committee is asked to examine and evaluate whether or not it would be beneficial and appropriate to increase, consistent with State statute, the purchasing agent's authority to engage independent contractors from the current limit of $100,000 up to a limit of $200,000, and report its findings and recommendations to the Board of Supervisors. The Committee should consider what level of direct oversight and accountability the Board wishes to have for transactions valued between $100,000 and $200,000, the level of administrative review that otherwise exists for these transactions, the level of transparency the Board wishes to have for these transactions, and any additional administrative oversight or reporting that might be appropriate should the Committee decide to raise the purchasing agent's discretion. For example, the County Administrator or purchasing agent could provide a periodic report to the Board of Supervisors listing all contracts approved administratively that were in excess of $100,000. Secondarily, if the Committee decides to recommend increasing the purchasing agent's authority to engage independent contractors from the current limit of $100,000 up to a limit of $200,000, the Committee could also consider modifying the County's purchasing policy to increase the purchasing agent's authority to issue purchase orders so that it corresponds to the limit for engaging independent contractors. Staff recommends that the two limits be kept the same, at whatever level the Committee deems appropriate, to avoid confusion among operating department staff who are charged with purchasing and contracting responsibilities. Recommendation(s)/Next Step(s): CONSIDER if it would be beneficial and appropriate to increase the purchasing agent's authority to engage independent contractors from the current limit of $100,000 to the new statutory limit of $200,000 and DETERMINE recommendation, if any, for Board of Supervisors consideration. Fiscal Impact (if any): Should the committee decide to recommend an increase in the purchasing agent's discretion to engage independent contractors and issue purchase orders, we would expect to achieve efficiencies in the operating departments both in lead time and effort currently required to prepare the estimated 1,100 items (396 sample extrapolated to reflect 33 meetings) annually that fall within the contract thresholds (greater than $100,000 and less than or equal to $200,000) for board of supervisors consideration. The Purchasing Division (Public Works) would, conversely, be required to process an additional 1,100 average contracts annually. The Purchasing Services Manager indicates that this additional work could be managed with the current resources of the Purchasing Division, which would receive the contracts from the County Administrator, verify that proper approvals have been secured, scan and tag the contracts, and log the contracts into a database from which basic reports can be generated. Attachments CA Government Code Section 25502.5 State of California GOVERNMENT CODE Section 25502.5 25502.5. (a) In counties having a population of 200,000 or more, the board of supervisors may authorize the purchasing agent to engage independent contractors to perform services for the county or county officers, with or without the furnishing of material, when the annual aggregate cost does not exceed two hundred thousand dollars ($200,000). (b) The board of supervisors may establish rules and regulations to effectuate the purposes of this section. (Amended by Stats. 2018, Ch. 467, Sec. 3. (SB 1498) Effective January 1, 2019.)