HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 02102020 - Internal Ops Agenda PktINTERNAL OPERATIONS
COMMITTEE
February 10, 2020
10:30 A.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 December 9, 2019 IOC
meeting. (Julie DiMaggio Enea, IOC Staff)
4.CONSIDER recommending to the Board of Supervisors the appointment of Audrey
Comeaux (Richmond) to the General Public seat and reappointment of Tim Bancroft
(Danville) to the Alternate seat on the Hazardous Materials Commission to terms that
will expire on December 31, 2023. (Michael Kent, Health Services Department)
5.CONSIDER accepting report on the Auditor-Controller's report on audit activities for
2019 and APPROVE the proposed schedule of financial audits for 2020. (Sandra
Bewley, Auditor-Controller's Office)
6.CONSIDER report on the Commission for Women's compliance with County policies
and procedures and DETERMINE action to be taken. (Julie DiMaggio Enea, Emlyn
Struthers, County Administrators' Office)
7.CONSIDER approving 2020 Internal Operations Committee meeting schedule and
work plan. (Julie DiMaggio Enea, County Administrator's Office)
8.CONSIDER approving the proposed recruitment plan and schedules to fill public
member or At Large seat vacancies on certain Board advisory bodies, commissions and
committees. (Julie DiMaggio Enea, County Administrator's Office)
9.The next meeting is currently scheduled for March 9, 2020.
10.Adjourn
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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
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INTERNAL OPERATIONS COMMITTEE 3.
Meeting Date:02/10/2020
Subject:RECORD OF ACTION FOR THE DECEMBER 9, 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 December 9, 2019 IOC meeting.
Recommendation(s)/Next Step(s):
RECEIVE and APPROVE the Record of Action for the December 9, 2019 IOC meeting.
Fiscal Impact (if any):
None.
Attachments
DRAFT IOC Record of Action 12-9-19
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INTERNAL OPERATIONS
COMMITTEE
RECORD OF ACTION FOR
December 9, 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:Wade Finlinson, IPM Coordinator; Michael Kent, HazMat Ombudsman; Jami Napier,
Chief Asst Clerk of the Board; Russell Watts, Treasurer-Tax Collector; Stephen Pree;
Jack Weir; Kirk Schumacher; Susan Captain; Paula Troy; Renee Zeimer;
Representative, I Am Hope; Kathy Chang; Bev Owawi; Mark Goodwin, District III
Chief of Staff; Ed Morales; Ali Saidi; Dan Saffron
1.Introductions
Chair Burgis called the meeting to order at 1:03 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).
No one requested to speak during the public comment period.
3.RECEIVE and APPROVE the Record of Action for the October 21, 2019 IOC
meeting.
Approved as presented.
AYE: Chair Diane Burgis
Vice Chair Candace Andersen
4.INTERVIEW the following two candidates for the Public Member #3 and Public
Member Alternate seats on the Integrated Pest Management Advisory
Committee for terms that will expire on December 31, 2023, and DETERMINE
recommendations for Board of Supervisors consideration:
Susan Captain, Moraga (Incumbent, Public Member 1)
Stephen Pree, Richmond
DRAFT
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Stephen Pree, Richmond
The Committee interviewed incumbent Susan Captain and Stephen Pree
and decided to recommend their appointment.
AYE: Chair Diane Burgis
Vice Chair Candace Andersen
5.INTERVIEW the following five candidates for the BOS Representative and BOS
Alternate Representative seats on the Treasury Oversight Committee and
DETERMINE recommendations for Board of Supervisors consideration:
Kathy Chang, Antioch
Ian Deas, Walnut Creek
Kirk Schumacher, Richmond
Paula Troy, Martinez
Jack Weir, Pleasant Hill
The Committee interviewed Kathy Chang, Kirk Schumacher, Paula Troy,
and Jack Weir, and also considered the application of Ian Deas, and
decided to recommend the appointment of Kirk Schumacher to the
primary seat and Paula Troy to the alternate seat.
AYE: Chair Diane Burgis
Vice Chair Candace Andersen
6.CONSIDER recommending the the Board of Supervisors the appointment of
Clayton Laderer to the At Large Alternate #3 seat on the Contra Costa County
Fire Protection District - Advisory Fire Commission to a term that will expire on
June 30, 2022.
Approved as recommended.
AYE: Chair Diane Burgis
Vice Chair Candace Andersen
7.RECOMMEND to the Board of Supervisors the reappointment of Jim Payne to
the Labor #2 seat and Tracy Scott to the Labor #2 Alternate seat, and the
appointment of Ed Morales to the Environmental Organizations #2 Alternate seat
on the Hazardous Materials Commission to terms that will expire on December
31, 2023.
Approved as recommended. The Committee also clarified that a new seat
for the Sustainability Commission could follow the same process for
screening and appointment as At Large Commission seats.
AYE: Chair Diane Burgis
DRAFT
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Vice Chair Candace Andersen
8.RECOMMEND reappointment of Dean E. Barbieri to the Member of the Bar seat
on the Public Law Library Board of Trustees to a new one-year term expiring on
December 31, 2020.
Approved as recommended.
AYE: Chair Diane Burgis
Vice Chair Candace Andersen
9.ACCEPT report update on further study of potential services and
exploration of policies or procedures in Contra Costa cities.
1.
DETERMINE whether there is enough information to direct staff to draft a
policy or bid related to interpretation servicers, or if more research required.
2.
The Committee discussed the staff report and received public testimony
from Dan Saffron, Ali Saidi, Renee Ziemer, and a representative from I Am
Hope, and directed staff to prepare a report for Board discussion on
January 21, 2020, recommending implementation of language
interpretation services at BOS meetings held in the new Board Chambers
beginning in or around June 2020. The Committee also directed staff to
confer with DoIT and Susan Shiu to determine if this service could
feasibly be provided in the current BOS Chambers, and also directed staff
to price systems and explore the feasibility of providing BOS agendas in
Spanish as well as English.
AYE: Chair Diane Burgis
Vice Chair Candace Andersen
10.No additional meetings are scheduled for the 2019 Internal Operations
Committee.
11.Adjourn
Chair Burgis adjourned the meeting at 2:15 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
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INTERNAL OPERATIONS COMMITTEE 4.
Meeting Date:02/10/2020
Subject:RECOMMENDATION FOR APPOINTMENT TO THE HAZARDOUS
MATERIALS COMMISSION
Submitted For: Anna Roth, Health Services Director
Department:Health Services
Referral No.: IOC 20/5
Referral Name: Advisory Body Recruitment
Presenter: Michael Kent, Exec Asst. to the
Commission
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 of Hazardous Materials Commission candidates to the Commission, for review by the
IOC.
The Hazardous Materials Commission was established in 1986 to advise the Board, County Staff
and the mayor's council members, and staffs of the cities within the County, on issues related to
the development, approval and administration of the County Hazardous Waste Management Plan.
Specifically, the Board charged the Commission with drafting a Hazardous Materials Storage and
Transportation Plan and Ordinance, coordinating the implementation of the Hazardous Materials
Release Response Plan and inventory program, and analyzing and developing recommendations
regarding hazards materials issues with consideration to broad public input, and reporting back to
the Board on Board referrals.
Referral Update:
The terms of the General Public and Alternate seats expired on December 31, 2019. The bylaws
of the Commission provide that the General Public seat and Alternate be appointed by the Board
of Supervisors. The Commission advertised for these seats (attached) and interviewed seven
candidates for the positions. The Commission met on December 5, 2019 and voted unanimously
to recommend Audrey Comeaux for the General Public seat and Tim Bancroft for the Alternate
seat. Their applications, and the application of the other five candidates, are attached. The new
terms for these seats will expire on December 31, 2023.
Recommendation(s)/Next Step(s):
RECOMMEND to the Board of Supervisors the appointment of Audrey Comeaux (Richmond) to
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RECOMMEND to the Board of Supervisors the appointment of Audrey Comeaux (Richmond) to
the General Public seat and reappointment of Tim Bancroft (Danville) to the Alternate seat on the
Hazardous Materials Commission to terms that will expire on December 31, 2023.
Attachments
HMC General Public Seat Announcement
HMC General Public Alternate Seat Announcement
HMC Recruitment Letter
HMC Applications
HMC Roster
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Members: George Smith – Chair, Rick Alcaraz, Jonathan Bash, Don Bristol, Fred Glueck,
Frank Gordon, Mark Hughes, Steven Linsley, Jim Payne, Gabe Quinto, Mark Ross, Ralph Sattler, Leslie Stewart,
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 a
General Public Seat.
You may apply if you …
live or work in Contra Costa County;
have demonstrated knowledge of hazardous materials issues;
have an understanding of, and a commitment to, the principles of
Environmental Justice, as defined in County policy;
can attend regular Commission meetings and a monthly Committee meeting.
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 m ay also download an application from the County’s website:
http://www.co.contra-costa.ca.us/DocumentCenter/View/6433
Filing Date: Applications must be received by August 30, 2019 and mailed to the Clerk of
the Board.
Interviews for qualified applicants will take place from 10:00 am – 12:00 pm on September
13, 2019 at the North Richmond Center for Health, 1501 Fred Jackson Way, North
Richmond.
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Members: George Smith – Chair, Rick Alcaraz, Jonathan Bash, Don Bristol, Fred Glueck,
Frank Gordon, Mark Hughes, Steven Linsley, Jim Payne, Gabe Quinto, Mark Ross, Ralph Sattler, Leslie Stewart,
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 a
General Public Seat Alternate.
You may apply if you …
live or work in Contra Costa County;
have demonstrated knowledge of hazardous materials issues;
have an understanding of, and a commitment to, the principles of
Environmental Justice, as defined in County policy;
can periodically attend regular Commission meetings and a monthly
Committee meeting when needed.
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.co.contra-costa.ca.us/DocumentCenter/View/6433
Filing Date: Applications must be received by August 30, 2019 and mailed to the Clerk of
the Board.
Interviews for qualified applicants will take place from 10:00 am – 12:00 pm on September
13, 2019 at the North Richmond Center for Health, 1501 Fred Jackson Way, North
Richmond.
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Hazardous Materials Commission
Seat Appointee Term End
Business Seat 1 ‐ West Co. Council of Industries Fred Glueck 26‐Feb‐19 31‐Dec‐22
Business Seat 1 Alt. ‐ West Co. Council of Ind.Aaron Winer 26‐Feb‐19 31‐Dec‐22
Business Seat 2 ‐ Industrial Association Mark Hughes 26‐Feb‐19 31‐Dec‐21
Business Seat 2 Alternate ‐ Industrial Association Peter Dahling 19‐Mar‐19 31‐Dec‐21
Business Seat 3 ‐ Contra Costa Taxpayers Assoc.Don Bristol 7‐Mar‐17 31‐Dec‐20
Business Seat 3 Alt. ‐ Co. Co. Taxpayers Assoc. Marjorie Leeds 21‐Mar‐17 31‐Dec‐20
City Seat 1 Gabriel Quinto 12‐Feb‐19 31‐Dec‐22
City Seat 1 Alternate David Hudson 12‐Feb‐19 31‐Dec‐22
City Seat 2 Mark Ross 29‐Mar‐16 31‐Dec‐19
City Seat 2 Alternate Rich Kinney 29‐Mar‐16 31‐Dec‐19
Environmental Engineering Firms George Smith 27‐Feb‐18 31‐Dec‐21
Environmental Engineering Firms Alternate Ronald Chinn 27‐Feb‐18 31‐Dec‐21
Environmental Organizations Seat 1 Ralph Sattler 27‐Feb‐18 31‐Dec‐21
Environmental Organizations Seat 1 Alternate Lisa Park 27‐Feb‐18 31‐Dec‐21
Environmental Organizations Seat 2 Jonathan Bash 16‐Apr‐19 31‐Dec‐23
Environmental Organizations Seat 2 Alternate Ed Morales 1‐Jan‐20 31‐Dec‐23
Environmental Organizations Seat 3 Stephen Linsley 7‐Mar‐17 31‐Dec‐20
Environmental Organizations Seat 3 Alternate Linus Eukel 18‐Oct‐16 31‐Dec‐20
General Public Frank Gordon 3‐Mar‐16 31‐Dec‐19
General Public Alternate Tim Bancroft 8‐Mar‐16 31‐Dec‐19
Labor Seat 1 ‐ Central Labor Council Henry Alcaraz 26‐Feb‐19 31‐Dec‐22
Labor Seat 1 Alternate ‐ Central Labor Council Vacancy N/A 31‐Dec‐22
Labor Seat 2 ‐ Local 8‐5, Pace Jim Payne 1‐Jan‐20 31‐Dec‐23
Labor Seat 2 Alternate ‐ Local 8‐5, PACE Tracy Scott 1‐Jan‐20 31‐Dec‐23
League of Women Voters Leslie Stewart 7‐Mar‐17 31‐Dec‐20
League of Women Voters Alternate Rita Xavier 7‐Mar‐17 31‐Dec‐20
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INTERNAL OPERATIONS COMMITTEE 5.
Meeting Date:02/10/2020
Subject:REPORT FROM THE AUDITOR-CONTROLLER’S OFFICE ON THE
SCHEDULE OF FINANCIAL AUDITS FOR 2020
Submitted For: Robert Campbell, Auditor-Controller
Department:Auditor-Controller
Referral No.: IOC 20/2
Referral Name: Review of the Annual Audit Schedule
Presenter: Sandra Bewley, Supv
Auditor/Acctnt
Contact: Joanne Bohren 925-335-8610
Referral History:
The Internal Operations Committee was asked by the Board in 2000 to review the process for
establishing the annual schedule of audits, and to establish a mechanism for the Board to have
input in the development of the annual audit schedule and request studies of departments,
programs or procedures. The IOC recommended a process that was adopted by the Board on June
27, 2000, which called for the IOC to review the schedule of audits proposed by the
Auditor-Controller and the County Administrator each December. However, due to the
preeminent need during December for the Auditor to complete the Comprehensive Annual
Financial Report, the IOC, some years ago, rescheduled consideration of the Auditor’s report to
February of each year.
Referral Update:
Attached is a report from the Auditor-Controller reviewing the department’s audit activities for
2019 and transmitting the proposed schedule of financial audits for 2020, which are already in
progress.
In past years, the Auditor's Office sometimes found a lack of adherence to several of the County's
administrative requirements for cash collection; discharge of delinquent accounts; inventories of
materials, supplies and capital assets; and petty cash. Noncompliance with procurement card
policies, contracting policies and procedures, and MAC fiscal procedures have also been among
past findings.
Supervising Accountant-Auditor Sandra Bewley will present the 2020 report.
Recommendation(s)/Next Step(s):
ACCEPT report on the Auditor-Controller's audit activities for 2019 and APPROVE the proposed
schedule of financial audits for 2020.
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Fiscal Impact (if any):
There is no fiscal impact related to providing input into the annual audit schedule. The financial
auditing process may result in positive and negative fiscal impacts, depending on the audit
findings.
Attachments
2020/21 Schedule of Financial Audits
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INTERNAL OPERATIONS COMMITTEE 6.
Meeting Date:02/10/2020
Subject:Commission for Women Follow-up
Submitted For: David Twa, County Administrator
Department:County Administrator
Referral No.:
Referral Name:
Presenter: Julie DiMaggio Enea Contact: Julie DiMaggio Enea (925) 335-1077
Referral History:
Phase I of the Triennial Review noted several areas of non-compliance with County policies. Over the course of
several meetings with the Internal Operations Committee, additional issues were discussed, and instructions were
provided to the Commission.
All advisory body members serve at the pleasure of the Board of Supervisors, and it is the responsibility of
appointees to ensure that they comply with County polices. An advisory body Handbook, available online, includes
the policies described below, and contact information for the Clerk of the Board’s office is included as a resource
whenever staff, members, or the public have questions.
Over the course of the last two years, directions given to the Commission for Women in the Internal Operations
meetings have included:
Address potential and actual conflicts of interest by requiring Commissioners who also have membership in an
organization that provides funding to the Commission recuse themselves from any discussion and/or vote
pertaining to the use of those funds.
Take down the non-County website (https://www.womenandgirlscommission.com/), or ensure that the following
issues are clearly addressed:
Agendas need to be current (or can link to the County’s Public Meetings Agenda Center).
References to funds or fundraising need to include an explanation of how funds will be used.
Potential applicants should be directed to the official County application materials and instructed to
submit their applications to the Clerk of the Board.
Complete remedial Brown Act/Better Government Ordinance Training with the Clerk of the Board’s Office
Send agendas directly to the Clerk of the Board’s office, at least 5 days ahead of the meeting to ensure positing
96-hours ahead of scheduled meetings
Referral Update:
The Chart below indicates some of the Actions that the Commission has been asked to take, along with the general
status. Items in green are thought to be in compliance or have made substantial progress towards compliance. Items
in yellow or red are out of compliance, or appear to be out of compliance with County policies. Additionally, the
advisory role of the Commission is still unclear, as the Commission has not provided the Supervisors with any
formal update on its advisory activities. This formal update often takes shape as an Annual Report, as required by
Resolution No. 2011/497 and its successor Resolution No. 2020/1; informally, it might be evidenced by
recommendations to the Board of Supervisors on pending legislation or County initiatives.
Additionally, the website has a couple of other functional problems that should be addressed:
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211 Contra Costa Link: Is not functional.
Speaker's Bureau: The website offers speakers on women's topics at various public events. However, clicking the
Book Now button takes you nowhere else but back to the top of the current page. Since there is no other information on
the website, it is unclear if speakers are available on a volunteer basis or whether honoraria is expected.
Action Status Notes
Send agendas to
Clerk of the
Board at least 5
days ahead of
meetings
In Compliance
(on-going)
Current Chair Kirsten Upshaw has been proactive and timely about sending
agendas to the Clerk of the Board for posting. This is an ongoing item, as each
meeting must comply with the County’s posting requirements.
Complete
remedial Brown
Act
Training/Better
Government
Ordinance
Training
In Compliance An in-person refresher training was conducted at the September 2019
meeting. This is an ongoing challenge because in addition to attending a
training, appointees must know and be able to apply the policies. While
attending a training is a great step towards compliance, simply attending a
training is not enough on its own to ensure compliance. Members are
encouraged to actively learn about, and ask questions, about County policies.
Website - Agendas Appears to be
in compliance
The Agendas Link was updated recently and prior to January 2020 was not
compliant. The Commission’s website now links to the County’s Agenda
Center:
https://www.contracosta.ca.gov/AgendaCenter/Commission-For-Women-102/
Bylaw updates Completed May
2019
The Board approved the Commission’s bylaws, as recommended by the IOC,
in May 2019.
Fund Management Appears to be
not in
Compliance
Website indicates that the Commission will be fundraising through the Hall of
Fame event. There is no further information on how the funds will be used.
(See screenshot A.) CAO has received no funds from the Commission for
deposit. Meeting minutes reflect neither election of a treasurer nor recusals
from discussion or voting; it is unclear if recusals were necessary (see
attached minutes). The extent to which the Commission manages funds, and
dual membership on the Commission and Friends group needs to be verified.
Website –
Application
Materials
Not in
Compliance
When visitors click “Become a Commissioner”, they are directed to the
Contact Us page rather than to the County’s application. (See screenshot B)
Annual Report to
the Board of
Supervisors
Not in
Compliance
Advisory bodies are required to submit annual reports to the Board of
Supervisors (Resolution 2011/497 and successor 2020/1). Reminders were
sent to all advisory body liaisons, including the Chair, on 11/8/2019.
Recommendation(s)/Next Step(s):
Given the longevity and repetition of these compliance issues, staff recommends that the Commission be given a
hard and fast deadline to address these issues to the satisfaction of the IOC, with consideration for dissolution of the
Commission as a County advisory body should there be a failure to do so.
Fiscal Impact (if any):
No fiscal impact.
Attachments
Commission for Women ByLaws_May 2019
Screenshots from Commission Website
Commission for Women December 2019 Minutes
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BYLAWS OF THE
CONTRA COSTA COMMISSION FOR WOMEN AND GIRLS
PROPOSED REVISED APRIL 2019
ARTICLE I. NAME
Section 1.
The name of this body shall be the Contra Costa Commission for Women and Girls, hereinafter
referred to as “the Commission.”
Section 2.
This body was formed in 1984 as the Advisory Committee on the Employment and Economic
Status of Women. In 2000, the Contra Costa County Board of Supervisors approved the
Advisory Committee’s request that the association be renamed the Contra Costa Commission
for Women.
ARTICLE II. PURPOSE
The Commission shall provide information and advice to the Contra Costa County Board of
Supervisors and other entities, as necessary, relating to the health and welfare of women and
girls in the county. The Commission will strive to increase awareness of women’s and girls’
issues, celebrate the achievements of local deserving women, champion opportunities for
women and girls, and recommend legislative solutions at the city, County, State and federal
levels. Areas of focus will include, but are not be limited to, socio-economic conditions,
workplace issues, social treatment of gender issues, and health and safety for women and girls.
ARTICLE III. MEMBERSHIP
Section 1. Members
The Commission shall not exceed fifteen (15) members plus one Alternate At Large member,
and the membership shall be broadly representative of the racial, ethnic, age, religious
affiliation, gender, and sexual orientation diversity of the community at large.
Members must be at least 18 years of age and work and/or reside in Contra Costa County.
The Alternate At Large member is a non-voting member except that he/she shall fill in for a
regular At Large member when that member is absent from part or all of a meeting, during
which time the alternate member shall constitute a voting member.
Section 2. Member Responsibilities. Each member is expected to:
● Attend meetings of the Commission. Members are expected to notify the Chair in advance of
any absence from a meeting. Members may be excused by the Chair for authorized
absences. A member that is absent from three (3) consecutive scheduled meetings without
authorization from the Chair will be considered to have resigned his or her position with the
Commission, and the Chair will notify the Board of Supervisors of the vacancy.
● Comply with the Contra Costa County policy for Board Appointees concerning Conflict of
Interest and Open Meetings, Resolution No. 2002/376. Commissioners who also have
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membership in an organization that provides funding to the Commission must recuse
themselves from any discussion and/or vote pertaining to the use of those funds.
● Should a member take on a leadership role within a Standing or Special Committee
(Chair or Vice-Chair), the member shall commit to working to as many hours as is
needed to complete the project.
● If appointed to the specific geographic District in which they work or reside, i.e.: District I, II,
III, IV, and V; also referred to as “District Members”, meet and/or communicate regularly with
the Supervisor for their District. District Members shall commit to meeting quarterly with their
Supervisors.
At -Large Members of the Commission will endeavor to attend one (1) Board of Supervisor’s
meeting a year on behalf of the Commission, resulting in an additional commitment of
approximately two (2) hours throughout the entire year.
Be an ambassador and proponent of the Commission and engage people from all cultural and
ethnic groups in women’s and girls’ issues and in the work of the Commission.
Section 3. Appointment
District Members and At Large Members of the Commission shall be appointed by the County
Board of Supervisors for fixed, staggered terms. Incumbents may be appointed to successive
terms.
Section 4. Terms of Appointment
All seat terms are for a period of four (4) years with staggered expiration dates for five (5) seats
in one (1) year, five (5) seats plus the alternate in the second (2nd) year and five (5) seats in the
third (3rd) year. Appointments to seats shall begin on the effective date of appointment and end
on the scheduled expiration date for the seat to which the appointment is made.
Section 5. Vacancies
The Membership Committee shall monitor scheduled and unscheduled membership vacancies
and promptly recruit to fill vacancies. The Membership Committee shall consider community
experience, and the criteria outlined in Article III (Membership), Section 1 (Members) in
formulating a recommendation for review by the Commission.
The Membership Committee will present Applicants to the District Supervisors or the Board’s
Internal Operations Committee for appointment. The Commission Chair shall report to the
County Board of Supervisors any unscheduled membership vacancy as it occurs.
The Membership Committee shall also engage in onboarding of new members as well as
monitoring of the terms of appointment and meeting attendance.
Section 6. Removal
Members of the Commission serve at the pleasure of the Board of Supervisors. The following
circumstances may be grounds for removal from the Commission:
1. Resignation. Members who wish to resign shall do so in writing to the Commission
Chair.
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2. Absence from three (3) consecutive meetings or five (5) of the eleven (11)
Commission meetings scheduled each year. Members who miss three (3) consecutive
meetings and/or whose attendance rate falls below forty-five percent (45%) will trigger an
automatic recommendation notice to the Executive Committee. The Membership
Committee shall monitor meeting attendance.
3. Lack of participation on Standing and Special Committees. The Commission Chair
shall request information from Committee Chairs regarding member participation at the
conclusion of each quarter. The Membership Committee will take this information into
consideration should a meeting attendance recommendation be triggered under number
two (2) above.
4. Poor Conduct. Behavior that violates state law or the County’s policies, as prescribed in
the County’s Advisory Body Handbook.
ARTICLE IV. OFFICERS
The officers of the Commission shall comprise the Executive Committee and shall
include a Chair, a Vice-Chair, a Treasurer, and a Secretary. In the event that the
responsibilities of a designated office would be best served by two individuals, those
individuals elected to that position will share the position as cooperative officers.
Section 1. Nomination of Officers
For annual appointment of Commission Chairperson, and Vice Chairperson the Membership
Committee shall announce the solicitation of nominations from the Commission members during
the December meeting or the next regularly-scheduled meeting, obtain the nominees’ consent
to serve, and announce the slate of nominees at the February Commission meeting, or at the
next regularly scheduled meeting. Should one of these positions become vacant during the term
of office, nominations will be taken, nominees’ consent to serve will be obtained, and nominees
will be announced at the next regularly scheduled Commission meeting.
Section 2. Election of Officers
A Membership Committee and Chair shall be elected by Commission members at the regularly
scheduled Commission meeting each January.
A report from the Membership Committee on the nomination of officers shall be given at the
regularly scheduled Commission meeting each February.
Election of officers shall be held each February. Terms of office shall begin as of the regular
meeting in March of each year.
Officer(s) shall be elected from among the members of the Commission in February of each
year. Should vacancies occur, officers may also be appointed at the discretion of the Chair to
fulfill the remaining term of the vacant officer position(s).
The election will be conducted publicly through the use of ballots. Ballots will be announced and
counted publicly by the Membership Committee. The election of each officer will carry with a
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majority vote. In the case of a tie vote, the Commission may re-cast ballots until the tie is
broken. If, in the opinion of the Chair, the tie will not be broken within a reasonable number of
attempts, the election may be deferred until the next scheduled Commission meeting and the
current seated officer will remain in office until a new officer is elected.
No commissioner shall serve on the Executive Committee until he/she has served 12
consecutive months of his/her term as a commissioner.
Section 3. Term of Office
The officers of the Commission shall hold office for a term of one (1) year, twelve (12)
consecutive months beginning in March of the year of election. In the event elections are held
after February in any given year, officers will serve their terms until elections the following year.
Officers may serve consecutive terms.
No commissioner shall serve in the same executive officer position for more than two consecutive
years and as a member of the Executive Committee for more than four consecutive years.
In the event the Chair is unable to complete her term of office, the Vice Chair will succeed the
Chair and fulfill the Chair’s remaining term of office as the presiding officer. The membership will
conduct an election to replace the Vice Chair. The Vice-Chair’s successor will serve the
remaining term of office.
A vacancy in any office may be filled by a majority vote of the members attending a special or
regular Commission meeting.
Section 4. Duties
1. Chair
The Chair shall conduct meetings, develop agendas, ensure the full participation of the
Commissioners present during a duly held meeting, and serve as the official spokesperson for
the Commission.
The Chair shall also prepare Annual Reports for the County Board of Supervisors, and ensure
that all members have completed the Brown Act and Better Government Ordinance training
annually.
2. Vice-Chair
The Vice-Chair shall maintain the historical record of the Commission and manage time at
regular or special Commission meetings. The Vice- Chair shall also assist the Chair as directed
by the latter and shall assume all the obligations and authority of the Chair in the absence of the
latter.
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3. Treasurer
The Treasurer shall prepare the annual Commission budget, receive and account for donations
and fundraising proceeds, and shall forward all receipts to the County Administrator’s Office for
deposit in the County Treasury. The Treasurer shall track and report monthly on the financial
activity of the Commission and liaise with the County Administrator’s Office t o arrange
authorized disbursements from the Commission’s account.
4. Secretary
The Secretary shall handle any regular or special administrative duties, which may include the
following tasks:
Take minutes at regular or special Commission meetings, and send draft minutes to the
Chair at least ten (10) calendar days before the next Commission meeting.
File approved minutes and related handouts for the Commission’s records.
Ensure that agendas and minutes are uploaded to the Commission’s website within a
month of being approved.
Ensure that the Commission’s calendar is up to date on its website within a month of the
next scheduled Commission meeting.
Maintain a record of attendance of Commissioners as provided by the Membership
Committee.
In consultation with the Public Relations Subcommittee, maintain a subscription
(distribution) list of individuals who have elected to receive the Commission’s meeting
notices and agenda.
Check the Commission’s email account at least twice a week.
Check the Commission’s mailbox at least once a week.
Create, update, and keep name tents of each member for Commission meetings.
Section 5. Removal
The Commission, by a majority vote, may remove the Chairperson and/or Vice-Chairperson
from office and relieve them of their duties. In the event of removal of the Chairperson and/or
Vice Chairperson, the Membership Committee shall meet and present nominations for the
vacant position(s) at the next regularly scheduled Commission meeting.
ARTICLE V. MEETINGS
Section 1. Regular Meetings
Regular meetings of the Commission shall be held at 7:00 pm on the third (3rd) Tuesday of
each month. Exception: The Commission generally does not meet one month out of the year.
Notice of regular meetings of the Commission and an accompanying agenda shall be emailed to
each member and publicly noticed on the Commission webpage and at the Clerk of the Board of
Supervisors, 651 Pine St., Room 106, Martinez, CA., at least ninety-six (96) hours prior to the
meeting date. Agendas shall be posted, mailed and made available to the public in accordance
with the Brown Act and Contra Costa County Better Government Ordinance.
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Section 2. Special Meetings
Special meetings of the Commission m ay be called at any time by the Chair. Notice of a special
meeting will include the time, date, place, and purpose. Notice of special meetings of the
Commission and an accompanying agenda shall be emailed to each member and publicly
noticed on the Commission webpage and at the Clerk of the Board of Supervisors, 651 Pine St.,
Room 106, Martinez, CA., at least twenty-four (24) hours prior to the meeting date.
Section 3. Action at a Meeting: Quorum and Required Vote
A quorum is one person more than one-half of the authorized membership, or 8 members.
Each member present shall have one vote on motions. Members must offer disclosure and
abstain from voting or recuse themselves upon issues in which a conflict of interest may
constrain impartiality.
1. The work of the Commission may proceed by consensus as long as there is no objection
from a Member to proceeding in this manner.
2. On any matter where a Member requests a recorded vote, the matter may only be
approved if it is approved by approval by a simple majority of the total number of voting
members (at least 5 members).
3. Proxy voting is not permitted.
4. The Alternate At Large Member may only vote in the absence of one At Large Member.
Section 4. Open Meetings
All meetings of the Commission and all meetings of the standing and special committees shall
comply with the Brown Act and the County’s Better Government Ordinance.
ARTICLE VI. COMMITTEES
Section 1. Executive Committee
The Executive Committee shall consist of the Chair, Vice Chair, Treasurer and Secretary and
shall be established to provide cohesive leadership to the Commission.
Section 2. Standing Committees
The Executive Committee and/or a majority of the Members may form Standing Committees to
manage ongoing functions of the Commission and research and explore specific issues in-depth
that come before the Commission. The goal of a Committee is to provide a working forum for
interaction and information exchange among members and the public focusing on issues
needing in-depth consideration.
The Standing Committees are: Events, Legislative, Membership, and Public Relations.
The Standing Committees shall be formed of, at minimum, two (2) members and, maximum,
four (4) members, unless approved by the Chair. The Chair and Vice Chair of a Standing or
Special Committee shall be responsible for scheduling and presiding over Committee meetings,
serve as a point of contact for the Commission, and ensure that the Committee is fulfilling its
goals.
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All Standing Committees shall make progress reports to the Commission at each of the
Commission’s regular meetings.
1. Events Committee. The Events Committee’s responsibilities are as follows:
Plan events throughout the year.
Invite speakers to Commission meetings.
Collaborate with outside groups, as needed.
2. Legislative Committee. The Legislative Committee's responsibilities are as follows:
● Identify and recommend legislative initiative priorities to the Executive Committee.
● Monitor Contra Costa County legislative agendas for Federal, State and County
Legislation:
○ Board of Supervisors’ State and Federal Legislative Platforms.
○ Board of Supervisors and Board Legislation Committee Actions, Minutes and/or
Memorandums.
○ If not within expressed Platforms and/or expressed actions by Board, present formal
request to the Board of Supervisors seeking Request for Support on behalf of the
Commission. Commission members to approve formal requests by majority vote.
● Serve as liaison to Commission in women's legislative and policy initiatives.
● Disseminate information to Commission membership, including legislative updates and
alerts; prepare legislative materials for advocacy purposes; and monitor federal and
state legislation, funding and policy initiatives that affect women’s rights in California.
Membership Committee . The Membership Committee shall consist of a minimum of three
(3) and a maximum of four (4) members of the Commission who choose not to be
considered for election to office. The Membership Committees responsibilities are as
follows:
● Annually in January, solicit nominations for the election of Commission officers, obtain
the nominees’ consent to serve, and provide the slate of nominees to the Commission
in February
● Interview applicants and make recommendations to the Commission regarding
applicants.
● Submit recommended applicants names to the Internal Operations Committee for
possible consideration by the Board of Supervisors for appointment, and keep the
Executive Committee apprised of the status of pending appointments.
● Engage onboarding with a new Member.
● Recommend policies, procedures, and strategies for enhancing Commission
membership, both numerically and qualitatively, to assure a growing and vital
organization.
● Monitor meeting attendance as well as report to the Executive Committee should an
attendance violation occur.
● Maintain current membership roster.
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Public Relations Committee. The Public Relations Committee’s responsibilities are
as follows:
● Serve as a link between the public and the Commission.
● Maintain the Commission’s social media presence by posting information relevant
to women in Contra Costa County.
● Prepare and send out quarterly newsletter.
● Maintain subscription (Listserv) of individuals interested in the Commission’s work,
in consultation with the Secretary.
● Create and send out press releases to media outlets in Contra Costa County as needed.
● Maintain the Commission’s website.
● Design and update the Commission’s logo as needed.
Section 3. Special Committees
The Chair of the Commission and/or the majority of the members may also form Special
Committees. Special Committees (“ad hoc” or “select” committees) may be formed for a specific
purpose and cease to exist after completion of a designated task.
Section 4. Terms of Committee Membership
The terms of membership for members of Standing Committees of the Commission shall be one
year, twelve (12) consecutive months from appointment. Each February, membership of
standing or special Committees will be reviewed and confirmed in March. All members of
Commission must serve on at least one (1) Standing and/or Special Committee.
Section 5. Accountability of Committees
All Chair and/or Vice Chair of Committees shall present to the Commission Chair monthly
activity reports due one (1) week prior in writing to the regularly scheduled meetings and shall
have authority to make recommendations to the Commission on matters within the Committee’s
area of expertise. Only the Commission may take action on Committee recommendations.
ARTICLE VIII. GOVERNANCE
The operations of the Contra Costa Commission for Women and Girls shall be governed by its
bylaws. To the extent there are any inconsistencies between these bylaws and the resolutions
creating the Commission or countywide advisory body policies, the resolutions and countywide
advisory body policies will govern.
ARTICLE IX. AMENDMENT OF BYLAWS
Proposals to amend the Commission Bylaws shall be presented at a regular Commission
meeting and voted on at the following regular Commission meeting.
These bylaws and any bylaw amendments shall be recommended by the Commission and be
effective upon approval by the Board of Supervisors.
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Originally adopted by majority membership vote at the regular Meeting of the Contra Costa
County Women’s Advisory Committee on May 18, 1993 and amended on September 21, 1993,
March 19, 1996, April 16, 1996, November 21, 2000, April 17, 2007, February 17, 2010,
December 11, 2010, and [2017].
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Screenshot A:
Screenshot B:
66
December 2019 Minutes
Gayle B. Uilkema Memorial Board Room Room
2477 Arnold Industrial Way, Concord, Ca, 94520
Tuesday, December 10, 2019
7:00 pm – 8:30 pm
Meeting Minutes
Present: Kirsten Upshaw, Joey Smith, Kelly Clancy, Argentina Davila-Luevano, Deborah
Cowan, Ariana Rickard, Dayanna Macias-Carlos, Hannah Brown
Absent: Argentina Davila-Luevano, Lauren Babb, Lanita Mims
Guests: Dr. Michelle Hernandez, Silvia Young, Shailaja Dixit
1.Call to Order and Roll Call
●Meeting called to order at 7:03 p.m. by Kirsten Upshaw
2. Approval of Minutes from November Meeting
●Motion: To approve the minutes of the November meeting, as circulated
●Motioned by Phyllis Gordon
●Seconded by Ariana Rickard, motion carried
3. Public Comment
●There was no public comment
4. Additions to the Agenda
●No additions to the agenda
●Motion to approve agenda by Hannah Brown
●Seconded by Deborah Cowans, motion carried
5. New Business
●There was no new business for the December meeting.
6. Old Business
●Hall of Fame
○Phyllis has begun talking with Mark DeSaulnier to be presented an award for his
help in starting the commission.
○Phylis has centerpieces, and we have people who can be judges.
○Deborah may have a partner to help with invitations and printing.
○Motion to move application deadline to January 10
○Need to know the final pricing and the budget by January 10 to know the cost of
the tickets and the overall discussion of pricing.
○Hannah to post eventbrite when we have the cost per person
○Phyllis needs to share the contact with us so that we can look it over and create a
pricing plan DRAFT67
December 2019 Minutes
Gayle B. Uilkema Memorial Board Room Room
2477 Arnold Industrial Way, Concord, Ca, 94520
Tuesday, December 10, 2019
7:00 pm – 8:30 pm
○Joey and Deborah to contemplate invitation
○Friends will call a HOF meeting so that we can get on the phone (Between Jan 6
- 9)
●Suffragist anniversary curriculum
○Co-sponsorship for suffragist movement is something we may back off of
because the curriculum is not up to standards
●Voices of American Women
○Need to make sure our collection is showing diversity. We need to promote to
folks who are outside of white women. Deadline has been extended to Feb 1
7. Committee Reports
●Membership
○Waiting for members to be approved some applications coming in
●Legislation
○ No report.
●Public Relations
○Not much to report
●Events
○Events Committee - The only event that we’re planning as of right now is the Hall
of Fame and we talked about that in old business.
●Announcements
○KPFA Benefit Craft Fair at Craneway, December 21
○Ad Hoc needs to be formed in January - needs to be discussed in the next
meeting. Who is eligible?
○Annual Report needs to be on the BOS meeting agenda so that we can be in the
meeting and we can present and discuss. Jan 7 is next supervisor’s meeting.
Adjournment
●Motion: To adjourn the meeting
●Motion by Hannah Brown
●Seconded by Deborah Cowan, motion carried
8. Next Meeting January 21, 2019
●7 p.m. at the Gayle B. Uilkema Memorial Board Room DRAFT68
December 2019 Minutes
Gayle B. Uilkema Memorial Board Room Room
2477 Arnold Industrial Way, Concord, Ca, 94520
Tuesday, December 10, 2019
7:00 pm – 8:30 pm
○County Connection, 2477 Arnold Industrial Way, Concord
DRAFT69
INTERNAL OPERATIONS COMMITTEE 7.
Meeting Date:02/10/2020
Subject:2020 MEETING SCHEDULE AND WORK PLAN
Submitted For: David Twa, County Administrator
Department:County Administrator
Referral No.: N/A
Referral Name: N/A
Presenter: Julie DiMaggio Enea, IOC Staff Contact: Julie DiMaggio Enea 925.335.1077
Referral History:
The Board of Supervisors made the following referrals to the 2020 Internal Operations
Committee, which are described in Attachment B:
Standing Referrals
Continued policy oversight and quarterly monitoring of the Small Business Enterprise and
Outreach programs, and e-Outreach
1.
Review of the annual financial audit schedule2.
Review of annual Master Vehicle Replacement List and disposition of low-mileage vehicles3.
Local Bid Preference Program4.
Advisory Body Candidate Screening/Interview5.
Fish and Wildlife Propagation Fund Allocation6.
Advisory Body Triennial Review7.
Animal Benefit Fund Review8.
Non-Standing Referral
9. Language Interpretation Services for Public Meetings
The Committee members have selected the second Monday of each month at 10:30 a.m. as the
standing meeting date/time for 2020.
Referral Update:
Attached for the Committee's review is the proposed meeting schedule and the proposed work
plan for hearing each of the 2020 referrals (Attachment A).
Recommendation(s)/Next Step(s):
APPROVE the proposed 2020 Committee meeting schedule and work plan, or provide direction
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APPROVE the proposed 2020 Committee meeting schedule and work plan, or provide direction
to staff regarding any changes thereto.
Fiscal Impact (if any):
None.
Attachments
Proposed 2020 IOC Discussion Schedule
Summary of 2020 IOC Referrals
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ATTACHMENT “A”
2020 Internal Operations Committee Discussion Schedule
2nd Monday at 10:30 a.m.
As of February 5, 2020
Meeting
Date
Subject
Staff Contacts
February 10 HazMat Comm nominations
Internal Audit Work Plan for 2020
Women’s Commission Follow-up
IOC Schedule and Work Plan for 2020
IOC Advisory Body Recruitment Schedule
Michael Kent
Joanne Bohren/Sandi Bewley
Emlyn Struthers
Julie
Julie
March 9
Planning Commission Interviews
Treasury Oversight Committee Interviews
Airport Land Use Commissio n Interviews
Fleet ISF/Low Mileage Vehicles
Phase III Triennial AB Review Intro
Julie
Rusty Watts/Ronda Boler
Jamar Stamps
Charlie Velasquez/Joe Yee
Jami Napier/Emlyn Struthers
April 13 Fish & Wildlife Propagation Fund Allocations
SBE/Outreach July-December 2019
Local Bid Preference Program Semi-Annual Report
Maureen Parkes
Carrie Ricci
Carrie Ricci
May 11 CCCERA Interviews
CCCFPD Fire Advisory Commission Interviews
Julie
Julie/Latonia Ellingsworth
June 8 Affordable Housing Finance Cte Nominations Kristen Lackey
July 13
August 10
September 14 Local Bid Preference Program Semi-Annual Report
SBE/Outreach Jan-Jun 2020 report
Carrie Ricci
Carrie Ricci
October 12 Resource Conservation District Interviews
Animal Benefit Fund PY Review
Patty Pell (RCD)
Beth Ward/Steve Burdo
November 9 Law Library interviews
Fish & Wildlife Comm Interviews
EBRPD Interviews
Resource Conservation District Interviews
HazMat Nominations
Julie
Maureen Parkes
Julie
Julie
Michael Kent
December 14 Multiple Languages for BOS Materials – Status
Update
Jami Napier
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“ATTACHMENT B”
INTERNAL OPERATIONS COMMITTEE
SUMMARY OF 2020 REERRALS
The 2020 Internal Operations Committee (IOC) received nine referrals from the Board of
Supervisors. Following is a summary of each referral and its status.
Standing Referrals
1. Small Business Enterprise (SBE) and Outreach Programs. The Board of Supervisors has set a
goal of awarding at least 50% of eligible product and service dollars to small businesses. The
Small Business Enterprise (SBE) Program applies to: (1) County-funded construction contracts
of $100,000 or less; (2) purchasing transactions of $100,000 or less; and (3) professional/
personal service contracts of $100,000 or less. Businesses included under these programs
include:
Small Business Enterprise (SBE)
Minority Business Enterprise (MBE)
Women Business Enterprise (WBE)
Disadvantaged Business Enterprise (DBE)
Disabled Veteran Business Enterprise (DVBE)
Local Business Enterprise (LBE)
The Outreach Program requires that the County perform solicitation to a minimum of three
vendors. A minimum of 50% of the vendors solicited must be an SBE, MBE, WBE, DBE,
DVBE or LBE. It does not establish a requirement for awarding contracts.
In 2019, the IOC accepted two reports from the Purchasing Services Manager, together covering the
period July 1, 2018 through June 30, 2019, and reported out to the Board of Supervisors on March 19 and
October 8, 2019.
2. County Financial Audit Program. Since 2000, the IOC reviews, each February, the annual schedule
of audits and best practices studies proposed by the Auditor-Controller. The Auditor-Controller’s Office
presented a report of their 2018 audit work and proposed 2019 Audit Schedule to the IOC on March 11,
2019. The IOC transmitted the Audit Schedule to the Board of Supervisors on March 19, 2019.
3. Annual Report on Fleet Internal Service Fund and Disposition of Low Mileage Vehicles. Each year,
the Public Works Department Fleet Manager analyzes the fleet and annual vehicle usage and makes
recommendations to the IOC on the budget year vehicle replacements and on the intra-County transfer of
underutilized vehicles, in accordance with County policy. In FY 2008/09, following the establishment of
an Internal Services Fund (ISF) for the County Fleet to be administered by Public Works, the Board
requested the IOC to review annually the Public Works department report on the fleet and on low-mileage
vehicles. The IOC received the 2018/19 fleet report on March 11, 2019 and reported out to the Board of
Supervisors on March 19, 2019.
4. Local Bid Preference Program. In 2005, the Board of Supervisors adopted the local bid preference
ordinance to support small local businesses and stimulate the local economy, at no additional cost to the
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County. Under the program, if the low bid in a commodities purchase is not from a local vendor, any
responsive local vendor who submitted a bid over $25,000 that was within 5% percent of the lowest bid
has the option to submit a new bid. The local vendor will be awarded if the new bid is in an amount less
than or equal to the lowest responsive bid, allowing the County to favor the local vendor but not at the
expense of obtaining the lowest offered price. Since adoption of the ordinance, the IOC has continued to
monitor the effects of the program through annual reports prepared and presented by the Purchasing
Agent or designee. The IOC received two reports, together covering the period July 1, 2018 through June
30, 2019, and reported out to the Board of Supervisors on March 19 and October 8, 2019.
5. Advisory Body Recruitment. On December 12, 2000, the Board of Supervisors approved a policy
on the process for recruiting applicants for selected advisory bodies of the Board. This policy requires an
open recruitment for all vacancies to At Large seats appointed by the Board. The IOC made a
determination that it would conduct interviews for At Large seats on the following bodies: Retirement
Board, Fire Advisory Commission, Integrated Pest Management Advisory Committee, Planning
Commission, Treasury Oversight Board, Airport Land Use Commission, Aviation Advisory Committee
and the Fish & Wildlife Committee; and that screening and nomination to fill At Large seats on all other
eligible bodies would be delegated to each body or a subcommittee thereof.
In 2019, the IOC submitted recommendations to the Board of Supervisors to fill 33 vacant seats on
various committees and commissions. The IOC interviewed 32 individuals for seats on the 2020 Census
Complete Count Steering Committee, the Retirement Board, the Airport Land Use Commission, and the
Contra Costa County Fire Protection District Advisory Commission.
In 2020, the IOC will need to recruit and interview for the Airport Land Use Commission, Treasury
Oversight Committee, CCCFPD Advisory Fire Commission, the Fish & Wildlife Committee, County
Planning Commission, the East Bay Regional Parks Advisory Committee, the Law Library, and the
Retirement Board.
6. Process for Allocation of Propagation Funds by the Fish and Wildlife Committee . On November 22,
2010, the IOC received a status report from Department of Conservation and Development (DCD)
regarding the allocation of propagation funds by the Fish and Wildlife Committee (FWC). The IOC
accepted the report along with a recommendation that IOC conduct a preliminary review of annual FWC
grant recommendations prior to Board of Supervisors review. On April 8, 2019, the IOC received a report
from DCD proposing, on behalf of the FWC, the 2019 Fish and Wildlife Propagation Fund Grant awards.
The IOC approved the proposal and, on April 16, 2019, recommended grant awards for ten projects
totaling $67,267, which the Board of Supervisors unanimously approved. The Board subsequently
approved an allocation of $4,962 from the Fish and Wildlife Propagation Fund to cover expenditures
related to hosting the 6th Quadrennial Creek and Watershed Symposium.
7. Advisory Body Triennial Review. Beginning in 2010 and concluding in 2011/2012, the Board of
Supervisors conducted an extensive review of advisory body policies and composition, and passed
Resolution Nos. 2011/497 and 2011/498, which revised and restated the Board’s governing principles for
the bodies. The Resolutions dealt with all bodies, whether created by the BOS as discretionary or those
that the BOS is mandated to create by state or federal rules, laws or regulations. The Resolutions directed
the CAO/COB’s Office to institute a method to conduct a rotating triennial review of each body and to
report on the results of that review and any resulting staff recommendations to the Board, through the
IOC, on a regular basis. The second phase report of the current Triennial Review Cycle was completed on
April 8, 2019 and reported out to the Board on April 16, 2019.
8. Animal Benefit Fund Review. On May 12, 2015, the Board of Supervisors adopted the fiscal year
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2015/16 budget, including a referral to the Internal Operations Committee to review the Animal Benefit
Fund and, in March 2016, the Board directed that the review be made by the IOC annually to assess the
impact of the Animal Benefit Fund on the community and families. On October 21, 2019, the IOC
received the third annual report on the Animal Benefit Fund covering FY 2018/19 and reported out to the
Board of Supervisors on November 5, 2019.
Non-Standing Referral
9. Language Interpretation Services for Public Meetings. On March 26, 2019, the Board requested the
IOC to develop a policy on language interpretation services at the Board of Supervisors meetings. The
IOC considered this matter on September 9, 2019 and decided that the services could not practically be
rolled out until staff relocates to the new Administration Building. The IOC gave staff direction to report
back with additional information to assist the Committee in determining the best model for providing
these services. The IOC received a follow-up report on December 9, and directed staff to prepare a report
for Board discussion on January 21 with recommendations to consider implementing language translation
services at BOS meetings upon 72 hours' prior notice once the Board begins using its new meeting
chambers, estimated to be in or around June 2020. Staff was asked to confer with DoIT on the feasibility
of implementing language translation in the current BOS Chambers.
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INTERNAL OPERATIONS COMMITTEE 8.
Meeting Date:02/10/2020
Subject:PLAN FOR SCHEDULED ADVISORY BODY RECRUITMENTS
Submitted For: David Twa, County Administrator
Department:County Administrator
Referral No.: IOC 20/5
Referral Name: ADVISORY BODY RECRUITMENT
Presenter: Julie DiMaggio Enea, IOC Staff Contact: Julie DiMaggio Enea 925.335.1077
Referral History:
The Board of Supervisors has directed the IOC to personally conduct recruitment and interviews of applicants for At Large
seats on the Contra Costa County Fire Protection District's (CCCFPD) Fire Advisory Commission, the County Planning
Commission, the Local Enforcement Agency Independent Hearing Panel (Solid Waste), and the Board appointees to the Contra
Costa County Employees' Retirement Association (CCCERA) Board of Trustees and the the East Contra Costa County Fire
Protection District Board of Directors.
Additionally, the IOC has conducted public interviews for vacancies on the following bodies: Airport Land Use Commission,
County Connection Citizens' Advisory Committee, East Bay Regional Parks Advisory Committee, Fish and Wildlife
Committee, Integrated Pest Management Committee, Mosquito & Vector Control District Board (if requested), Resource
Conservation District (if requested), the Law Library Board of Trustees, and the Treasury Oversight Committee.
In 2020, the IOC will need to conduct public interviews to fill the following scheduled vacancies:
Advisory Body Seat(s)Term/yrs Expiration
Date
Planning Commission At Large 2 4 VACANT
Treasury Oversight Committee BOS Member, Public 3 4 4/30/2020
Contra Costa County FPD Fire Advisory
Commission
At Large 1, At Large
Alternates 1 & 2 4 6/30/2020
Employees Retirement Assoc. Bd of Trustees
(CCCERA)
BOS Appointees 5, 6, 9 and
Alternate 3 6/30/2020
Resource Conservation District Board of Directors Directors 1, 3 and 4 4 11/30/20
East Bay Regional Parks District Advisory Appointee 1 2 12/31/2020
Fish & Wildlife At Large 3 & 4, At Large
Alternate 4 12/31/2020
Law Library Bd of Trustees Member of the Bar 1 12/31/2020
Also, attached for the Committee's information is a listing (Attachment A) of all advisory body seats that are screened by the Internal
Operations Committee and their current status, according to the Board Appointive List maintained by the Clerk of the Board's Office.
Referral Update:
It is important that the IOC develop a recruitment schedule that permits the Board of Supervisors to make its appointments prior
to the effective dates of the new seat terms. Staff proposes the following recruitment schedules:
Immediate Planning Commission Vacancy:
January 10 Issue press release advertising vacancies
February 7 Application Deadline for vacancy (4 week application period)
February 10 - 21 Staff to screen applications and schedule all interviews for March 9
March 9 IOC Committee Meeting: Interview candidates for the At Large 2 vacancy
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March 24 Board of Supervisors Meeting: Board consideration of IOC recommended appointment
March 25
April 1
Planning Commission appointment takes effect
Treasury Oversight Committee appointment takes effect
Treasury Oversight Committee vacancy (4/30/20) and Airport Land Use Commission vacancy (5/4/20):
March 6 Issue press release advertising vacancies
April 3 Application Deadline for vacancy (4 week application period)
April 6-8 Staff to screen applications and schedule all interviews for April 13
April 13 IOC Committee Meeting: Interview candidates for the vacancies
April 28 Board of Supervisors Meeting: Board consideration of IOC recommended appointments
May 1
May 5
TOC appointment takes effect
ALUC appointment takes effect
Seats With Terms That Will Expire on 6/30/20:
March 27 Issue press release advertising vacancies
April 24 Application Deadline for vacancy (4 week application period)
April 27 - May 5 Staff to screen applications and schedule all interviews for May 11
May 11 IOC Committee Meeting: Interview candidates for the vacancies
June 2 or 16 Board of Supervisors Meeting: Board consideration of IOC recommended appointments
July 1 Appointments take effect
Seats With Terms That Will Expire on 11/30/20 and 12/31/20:
September 25 Issue press release advertising vacancies
October 23 Application Deadline for vacancies (4 week application period)
Oct 26-Nov 4 Staff to screen applications and schedule all interviews for November 9
November 9 IOC Committee Meeting: Interview candidates for the vacancies
December 8 or 15 Board of Supervisors Meeting: Board consideration of IOC recommended appointments
January 1 Appointments take effect
Recommendation(s)/Next Step(s):
APPROVE the proposed recruitment plan and schedules to fill public member or At Large seat vacancies on certain Board
advisory bodies, commissions and committees.
Fiscal Impact (if any):
None.
Attachments
Attachment A: 2020 IOC Interview/Screening Responsibilities
77
Per BOS Per BOS Res
Reso IOC Advisory or Regional Legislative Body County "At Large" Seat
Interview Interview 2011/498 Airport Land Use Appointee 1 BOS 5/4/2020
Interview Interview 2011/498 Airport Land Use Appointee 2 BOS 5/1/2023
Interview Interview Airport Land Use At Large 1 5/6/2019
Interview Interview 2011/498 Contra Costa County FPD Fire Advisory Commission At Large 1 6/30/2020
Interview Interview 2011/498 Contra Costa County FPD Fire Advisory Commission At Large 2 6/30/2022
Interview Interview Contra Costa County FPD Fire Advisory Commission At Large Alternate 1 6/30/2020
Interview Interview Contra Costa County FPD Fire Advisory Commission At Large Alternate 2 6/30/2020
Interview Interview 2011/498 County Connection Citizens Advisory County seat 6/30/2021
Interview Interview 2011/498 East Bay Regional Parks District Advisory Appointee 1 12/31/2020
Interview Interview 2011/498 Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee 4 6/30/2022
Interview Interview 2011/498 Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee 5 6/30/2020
Interview Interview 2011/498 Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee 6 6/30/2020
Interview Interview 2011/498 Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee 9 6/30/2020
Interview Interview 2011/498 Employees Retirement Assos. Bd of Trustees (CCCERA)BOS Appointee Alternate 6/30/2020
Interview Interview 2011/497 Fish & Wildlife At Large 1 12/31/2022
Interview Interview 2011/497 Fish & Wildlife At Large 2 12/31/2022
Interview Interview 2011/497 Fish & Wildlife At Large 3 12/31/2020
Interview Interview 2011/497 Fish & Wildlife At Large 4 12/31/2020
Interview Interview 2011/497 Fish & Wildlife At Large Alternate 12/31/2020
Interview Interview 2011/497 Integrated Pest Management At Large 1 12/31/2023
Interview Interview 2011/497 Integrated Pest Management At Large 2 12/31/2023
Interview Interview 2011/497 Integrated Pest Management At Large 3 12/31/2022
Interview Interview 2011/497 Integrated Pest Management Public Member Alternate 12/31/2022
N/A Interview N/A Local Enforcement Agency Independent Hearing Panel (Solid Waste) At Large 3/31/2022
N/A Interview N/A Local Enforcement Agency Independent Hearing Panel (Solid Waste) Public Member 3/31/2022
N/A Interview N/A Local Enforcement Agency Independent Hearing Panel (Solid Waste) Technical Expert 3/31/2022
Interview Los Medanos Health Advisory Committee Public Member
Interview Review 2011/498 Mosquito & Vector Control District Bd of Trustees At Large 1 1/2/2023
Interview Review 2011/498 Mosquito & Vector Control District Bd of Trustees At Large 2 1/2/2021
Interview Review 2011/498 Mosquito & Vector Control District Bd of Trustees At Large 3 1/2/2021
Interview Interview 2011/497 Planning Commission At Large 1 6/30/2022
Interview Interview 2011/497 Planning Commission At Large 2 6/30/2020
Interview Interview 2011/497 Treasury Oversight BOS Member 4/30/2024
Interview Interview Treasury Oversight BOS Member Alternate 4/30/2022
Interview Interview 2011/497 Treasury Oversight Public 1 4/30/2022
Interview Interview 2011/497 Treasury Oversight Public 2 4/30/2022
Interview Interview 2011/497 Treasury Oversight Public 3 4/30/2020
Review Review 2011/498 Affordable Housing Finance Community 1 6/30/2020
Review Review 2011/498 Affordable Housing Finance Community 2 6/30/2021
Review Review 2011/498 Affordable Housing Finance Community 3 6/30/2022
Review Review 2011/498 Affordable Housing Finance County 1 6/30/2020
Review Review 2011/498 Affordable Housing Finance County 2 6/30/2021
Review Review 2011/498 Affordable Housing Finance County 3 6/30/2022
Review Review 2011/498 BBK Union Cemetery Distict Bd of Trustees (if needed)Trustee 1 12/31/2022
Review Review 2011/498 BBK Union Cemetery Distict Bd of Trustees (if needed)Trustee 2 12/31/2021
Review Review 2011/498 BBK Union Cemetery Distict Bd of Trustees (if needed)Trustee 3 12/31/2021
Interview Review 2011/497 Hazardous Materials Env Engineering Firms 12/31/2021
Interview Review 2011/497 Hazardous Materials Env Engineering Firms Alt 12/31/2021
Interview Review 2011/497 Hazardous Materials Env Organizations 1 12/31/2021
Interview Review 2011/497 Hazardous Materials Env Organizations 1 Alt 12/31/2021
Interview Review 2011/497 Hazardous Materials Env Organizations 2 12/31/2023
Interview Review 2011/497 Hazardous Materials Env Organizations 2 Alt 12/31/2019
Interview Review 2011/497 Hazardous Materials Env Organizations 3 12/31/2020
Interview Review 2011/497 Hazardous Materials Env Organizations 3 Alt 12/31/2020
Interview Review 2011/497 Hazardous Materials General Public 12/31/2019
Interview Review 2011/497 Hazardous Materials General Public Alt 12/31/2019
Interview Review 2011/498 Housing Authority Board of Commissioners Tenant #1 (age 62 or above)3/31/2018
Interview Review 2011/498 Housing Authority Board of Commissioners Tenant #2 4/1/2020
Review Review 2011/497 Law Library Bd of Trustees Member of the Bar 12/31/2020
Interview Review 2011/498 Resource Conservation District Bd of Trustees Director 1 11/30/2020
Interview Review 2011/498 Resource Conservation District Bd of Trustees Director 2 11/30/2020
Interview Review 2011/498 Resource Conservation District Bd of Trustees Director 3 11/30/2020
Interview Review 2011/498 Resource Conservation District Bd of Trustees President 11/30/2020
Interview Review 2011/498 Resource Conservation District Bd of Trustees Vice President 11/30/2020
Interview Review 2011/498 Western CC Transit Auth Bd of Directors Crockett 12/31/2020
Interview Review 2011/498 Western CC Transit Auth Bd of Directors Crockett Alt 12/31/2018
Interview Review 2011/498 Western CC Transit Auth Bd of Directors Rodeo 12/31/2020
ATTACHMENT "A"
78
Per BOS Per BOS Res
Reso IOC Advisory or Regional Legislative Body County "At Large" Seat
Interview Review 2011/498 Western CC Transit Auth Bd of Directors Rodeo Alt 12/31/2018
Interview Review 2011/498 Western CC Transit Auth Bd of Directors San Pablo 12/31/2020
Interview Review 2011/498 Western CC Transit Auth Bd of Directors San Pablo Alternate 12/31/2018
Review CCTA Bicycle and Pedestrian Adv Cte County 12/31/2019
Review CCTA Bicycle and Pedestrian Adv Cte County Alternate 12/31/2019
Key: currently vacant
will have a 20/21 vacancy requiring recruitment in 2020
filled
79