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HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 06102024 - Internal Ops Agenda PktCONTRA COSTA COUNTY AGENDA Internal Operations Committee Supervisor Diane Burgis, Chair Supervisor Candace Andersen, Vice Chair https://cccounty-us.zoom.us/j/85280600959 Call In: 888-278-0254 Conference code: 845965 1516 Kamole Street. Honolulu, HI | 3361 Walnut Blvd, Suite 140,Brentwood | https://cccounty-us.zoom.us/j/852806009 59 | Call In: 888-278-0254 Conference code: 845965 11:00 AMMonday, June 10, 2024 The public may attend this meeting in person at either above location . The public may also attend this meeting remotely via Zoom or call-in. Agenda Items: Items may be taken out of order based on the business of the day and preference of the Committee. 1.Call to Order 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to two (2) minutes). 3.RECEIVE and APPROVE the Record of Action for the May 13, 2024 Internal Operations Committee meeting. (Julie Enea, County Administrator's Office) 24-1686 DRAFT IOC ROA 5-13-24Attachments: 4.ACCEPT report from the County Administrator on process undertaken to update Administrative Bulletin No. 527, “Capital Projects and Real Estate Services” and CONSIDER approving the updated Bulletin and directing the County Administrator to prepare all necessary actions to implement the policy for consideration by the full Board of Supervisors, or PROVIDE any additional direction to staff as needed. (Eric Angstadt, County Administrator's Office) 24-1687 ATTACHMENT A - Referral to IOC - 2023 Admin Bulletins 4-24-23 ATTACHMENT B - Admin Bulletin 527 Capital Projects and Real Estate Services_final draft Attachments: Page 1 of 2 1 Internal Operations Committee AGENDA June 10, 2024 5.CONSIDER the Mental Health Commission’s proposed changes to its bylaws pertaining to attendance. (Julie Enea or Laura Griffin, Commission Chair) 24-1688 MHC Bylaws Last Updated Sept 2021 Mark-up of Proposed Changes from Sept 2021 version - Attendance Section Only Final Draft of Changes from Sept 2021 version - Attendance Section Only Attachments: 6.The next meeting is currently scheduled for July 8, 2024. 7.Adjourn General Information This meeting provides reasonable accommodations for persons with disabilities planning to attend a the 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 Committee less than 96 hours prior to that meeting are available for public inspection at 1025 Escobar St., 4th Floor, Martinez, during normal business hours. Staff reports related to items on the agenda are also accessible on line at www.co.contra-costa.ca.us. HOW TO PROVIDE PUBLIC COMMENT: Persons who wish to address the Committee during public comment on matters within the jurisdiction of the Committee that are not on the agenda, or who wish to comment with respect to an item on the agenda, may comment in person, via Zoom, or via call-in. Those participating in person should offer comments when invited by the Committee Chair. Those participating via Zoom should indicate they wish to speak by using the “raise your hand” feature in the Zoom app. Those calling in should indicate they wish to speak by pushing *9 on their phones. Public comments generally will be limited to two (2) minutes per speaker. In the interest of facilitating the business of the Board Committee, the total amount of time that a member of the public may use in addressing the Board Committee on all agenda items is 10 minutes. Your patience is appreciated. Public comments may also be submitted to Committee staff before the meeting by email or by voicemail. Comments submitted by email or voicemail will be included in the record of the meeting but will not be read or played aloud during the meeting. For Additional Information Contact: Page 2 of 2 2 CONTRA COSTA COUNTY Staff Report 1025 ESCOBAR STREET MARTINEZ, CA 94553 File #:24-1686 Agenda Date:6/10/2024 Agenda #:3. INTERNAL OPERATIONS COMMITTEE Meeting Date:June 10, 2024 Subject:Record of Action for the May 13, 2024 IOC Meeting Submitted For:Monica Nino Department:County Administrator Referral No: Referral Name: Presenter:Julie Enea Contact: Julie.enea@cao.cccounty.us 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, 2024 Internal Operations Committee meeting. Recommendation(s)/Next Step(s): RECEIVE and APPROVE the Record of Action for the May 13, 2024 Internal Operations Committee meeting. Fiscal Impact (if any): None. CONTRA COSTA COUNTY Printed on 6/5/2024Page 1 of 1 powered by Legistar™3 Meeting Minutes CONTRA COSTA COUNTY Internal Operations Committee Supervisor Diane Burgis, Chair Supervisor Candace Andersen, Vice Chair https://cccounty-us.zoom.us/j/85280600959 Call In: 888-278-0254 Conference code: 845965 11:00 AM 309 Diablo Rd, Danville | 3361 Walnut Blvd, Suite 140,Brentwood | https://cccounty-us.zoom.us/j/85280600959 | Call In: 888-278-0254 Conference code: 845965 Monday, May 13, 2024 The public may attend this meeting in person at either above location. The public may also attend this meeting remotely via Zoom or call-in. Agenda Items: Items may be taken out of order based on the business of the day and preference of the Committee. 1. Call to Order Chair Burgis called the meeting to order at 11:02 a.m. The following individuals attended the meeting: Roshunda Ward, Mark DeMarce, Bruce Yow, Mari Beraz, Floy Andrews, Ronda Boler, Susanna Thompson, District 3 - Brentwood, Archie Bowles, Gaurab Hazarika, Carrie Ricci, Ivan Godwyn, Jami Morritt, Lauren Hull, Madhan Guna, Mike Egan, Alicia Nuchols, Jennifer Quallick, Chrystine Robbins, Brian Oftedal, Wade Finlinson, Emlyn Struthers, Lara DeLaney, District 2 - Conference Room; Julie Enea, staff. Diane Burgis and Candace AndersenPresent: 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to two (2) minutes). No one requested to speak during the public comment period. 3.RECEIVE and APPROVE the Record of Action for the April 8, 2024 Internal Operations Committee meeting. (Julie Enea, County Administrator's Office) Attachments:DRAFT IOC Record of Action 4-8-24 Chair Burgis and Vice Chair AndersenAye: Result:Passed 4.CONSIDER recommending to the Board of Supervisors the reappointment of Ross Hillesheim to the At Large #2 seat on the County Planning Commission to a new four-year term beginning July 1, 2024 and ending June 30, 2028. (Julie Enea, County Administrator's Office) Page 1 of 4 DRAFT 4 Internal Operations Committee Meeting Minutes May 13, 2024 Attachments:Planning Commission Roster 05.07.24 PRESS PUBLICATION_Planning Commission Recruitment 4-1-24 Hillesheim, Ross (PC) 03-26-24 Chair Burgis and Vice Chair AndersenAye: Result:Passed 5.INTERVIEW applicants for the At Large 1, At Large Alternate #1 and At Large Alternate #2 seats on the Contra Costa County Fire Protection District Advisory Fire Commission and DETERMINE recommendations for Board of Supervisors consideration. (Julie Enea, County Administrator's Office) Attachments:CCCFPD Advisory Fire Commission Roster 05.07.24 PRESS PUBLICATION_Advisory Fire Commission Recruitment 4-1-24 AlZaher, Raed (CCCFPD) 02-05-24 Bowles, Robert Archie (CCCFPD) 05-03-24 DeMarce, Mark (CCCFPD) 02-21-24 Egan, Michael (CCCFPD) 04-09-24 Guna, Madhan (CCCFPD) 02-20-24 Record of AFC Commissioner Attendance The Committee interviewed the following applicants: Mike Egan, Mark DeMarce, Archie Bowles and Madhan Guna. Advisory Fire Commissioners Susanna Thompson and Brian Oftedal commented in support of the reappointment of Mark DeMarce. Considering all of the information provided by the applicants, the Committee decided to recommend the reappointment of Mike Egan and Mark DeMarce to the At Large #1 and At Large Alternate #1 seats, respectively; and Madhan Guna to the At Large Alternate #2 seat. It was determined during the meeting that applicant Archie Bowles did not meet the residency requirements of the Commission. Chair Burgis and Vice Chair AndersenAye: Result:Passed 6.INTERVIEW applicants for the BOS Alternate Representative seat on the Treasury Oversight Committee to complete the current term that will expire on April 30, 2026 and DETERMINE recommendation for Board of Supervisors consideration. (Ronda Boler, Treasurer-Tax Collector's Office) Attachments:Treasury Oversight Committee Roster 05.07.24 Treasury Oversight Committee Applicant Matrix Albers, Michael (TOC) 03-11-24 Andrews, Floy (TOC) 03-15-24 Beraz, Mari (TOC) 03-27-24 Elliott, Dallas (TOC) 03-11-24 Hazarika, Gaurab (TOC) 03-11-24 Reyes-Erazo Hector (TOC) 04-03-24 Yow Bruce (TOC) 04-05-24 The Committee interviewed the following applicants: Floy Andrews, Mari Beraz, Gaurab Hazarika, and Bruce Yow and considered the qualifications of three other applicants (Michael Albers, Dallas Elliott and Hector Reyes-Erazo) based on their Page 2 of 4 DRAFT 5 Internal Operations Committee Meeting Minutes May 13, 2024 applications. At the conclusion of the interviews, the Committee decided to recommend Mari Beraz for appointment to the Board of Supervisors Alternate Representative to the Treasury Oversight Committee to complete the current term that will expire on April 30, 2026. Chair Burgis and Vice Chair AndersenAye: Result:Passed 7.RECEIVE the 2023-2024 Triennial Review Phase 1 Report and CONSIDER approving staff recommendations. (Lauren Hull, Clerk of the Board's Office) Attachments:Agricultural Advisory Task Force 2016 Staff Report Agricultural Advisory Task Force 2016 Bylaws Lauren Hull presented the staff report, highlighting the recommendations to extend the Library Commission for a new three-year term ending on March 31, 2027 and re-convening the Agricultural Advisory Task Force. The Committee approved staff's recommendation except that it preferred to wait until next year to reconvene the Agricultural Advisory Task Force. Chair Burgis and Vice Chair AndersenAye: Result:Passed 8.CONSIDER approving a proposed policy governing the installation and ongoing maintenance and management of plaques and memorials in County public space. (Carrie Ricci, Public Works Department) Attachments:DRAFT Contra Costa County Memorial Dedications Policy-Procedures 2024 5.2.2024 Carri Ricci presented the staff report and draft policy, highlighting that County Counsel's review and changes were incorporated and that fees would be calculated and quoted by the Public Works Department based on the specifications for each request. Carrie proposed several options for how the County might cover repair or replacement costs in the event of damage or vandalism. The Committee requested the Public Works Department to establish cost ranges for the most common memorial dedication options, e.g. picnic table or bench installed with or without a concrete pad, and a memorial plaque on either new or existing amenities. The Committee prefers the Public Works increase the cost by no more than 5% and dedicate that increment to defray repair or replacement costs in the event of damage or vandalism. The Committee directed staff to bring the final draft policy to the Board for future discussion. Chair Burgis and Vice Chair AndersenAye: Result:Passed The next meeting is currently scheduled for June 10, 2024. Confirmed. Adjourn Chair Burgis adjourned the meeting at 12:27 p.m. Page 3 of 4 DRAFT 6 Internal Operations Committee Meeting Minutes May 13, 2024 General Information This meeting provides reasonable accommodations for persons with disabilities planning to attend a the 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 Committee less than 96 hours prior to that meeting are available for public inspection at 1025 Escobar St., 4th Floor, Martinez, during normal business hours. Staff reports related to items on the agenda are also accessible on line at www.co.contra-costa.ca.us. HOW TO PROVIDE PUBLIC COMMENT: Persons who wish to address the Committee during public comment on matters within the jurisdiction of the Committee that are not on the agenda, or who wish to comment with respect to an item on the agenda, may comment in person, via Zoom, or via call-in. Those participating in person should offer comments when invited by the Committee Chair. Those participating via Zoom should indicate they wish to speak by using the “raise your hand” feature in the Zoom app. Those calling in should indicate they wish to speak by pushing *9 on their phones. Public comments generally will be limited to two (2) minutes per speaker. In the interest of facilitating the business of the Board Committee, the total amount of time that a member of the public may use in addressing the Board Committee on all agenda items is 10 minutes. Your patience is appreciated. Public comments may also be submitted to Committee staff before the meeting by email or by voicemail. Comments submitted by email or voicemail will be included in the record of the meeting but will not be read or played aloud during the meeting. For Additional Information Contact: Page 4 of 4 DRAFT 7 CONTRA COSTA COUNTY Staff Report 1025 ESCOBAR STREET MARTINEZ, CA 94553 File #:24-1687 Agenda Date:6/10/2024 Agenda #:4. INTERNAL OPERATIONS COMMITTEE Meeting Date:June 10, 2024 Subject:Capital Projects and Real Estate Services Submitted For:Monica Nino, County Administrator Department:County Administrator Referral No:IOC 24/8 Referral Name:Capital Projects and Real Estate Services Administrative Bulletin Presenter:Eric Angstadt, Chief Asst CAO Contact:Eric Angstadt (925) 655-2042 Referral History: County Ordinance Code Section 24-4.008 requires the County Administrator to develop a system of Administrative Bulletins, which are designed to provide guidance to County departments to ensure compliance with County policy and practices. From time-to-time it is necessary to review Administrative Bulletins for potential updates to the underlying policy or to make sure that the guidance being provided to departments reflects current best practices. Depending on the subject and materiality of the proposed policy, Administrative Bulletins can be updated administratively or submitted for review by the Board of Supervisors, including its standing committees. The County maintains policies outlining procedures for the procurement of materials, supplies, and services to assist departments in their service delivery goals. Over the past 50+ years, these policies and procedures have been codified in a patchwork of ordinances, resolutions, administrative bulletins and simple memorandums with no consistent review and update process. At times, it is difficult to find supporting documentation for procurement processes that County departments work through day-to-day. On April 24, 2023, the Board of Supervisors referred to the Internal Operations Committee a review of several dated Administrative Bulletins, including Administrative Bulletins No. 525, "Office Space," No. 525.1 “Requesting Real Estate and Capital Project Services,” and No. 526 “Real Estate Asset Management Policy” at the recommendation of the County Administrator. A copy of the Board referral is included for reference as Attachment A. The County Administrator’s Office also included Administrative Bulletin No. 510 “Work Orders, Buildings and Grounds” to this effort based on subject matter overlap. Referral Update: On September 20, 2022, the Board of Supervisors adopted a 20-year Capital Facilities Master Plan (CFMP) to guide budget decisions on capital facilities spending in subsequent fiscal years. Previously, Contra Costa County had not adopted a Capital Facilities Master Plan since fiscal year 1999-2000, which was approved by the Board on January 25, 2000. The 2022 Capital Facilities Master Plan serves as the primary policy document for all capital facilities planning, except for those facilities operated by the Health Services Department and County detention facilities. For this reason, it is appropriate to review this suite of Administrative Bulletins for update or possible repeal. CONTRA COSTA COUNTY Printed on 6/5/2024Page 1 of 2 powered by Legistar™8 File #:24-1687 Agenda Date:6/10/2024 Agenda #:4. The County Administrator staff and Public Works staff wrote and revised a new combined Administrative Bulletin No. 527 to replace and supersede the four outdated bulletins. The new proposed combined version is Attachment B. Summary of Primary Revisions The proposed revisions in Administrative Bulletin No. 527, include the following: ·New procedures for review and approval of Real Estate and Capital Project requests with dual review in the County Administrator’s Office for consistency with the CFMP and financial resources. ·Adding Capital Projects requests to the annual budget preparation cycle for approval with the fiscal year budget. ·Defining Capital Project types with examples and priorities for each type. ·Refining project delivery methodology based on project cost and type. Recommendation(s)/Next Step(s): Today’s action is seeking approval of the combined Administrative Bulletin No. 527, “Capital Projects and Real Estate Services”, including any edits from the Internal Operations Committee, and directing the County Administrator to prepare all necessary actions to implement the updated policy. Recommendations 1.ACCEPT report from the County Administrator on process undertaken to update Administrative Bulletin No. 527, “Capital Projects and Real Estate Services”. 2.APPROVE Administrative Bulletin No. 527, “Capital Projects and Real Estate Services” and DIRECT the County Administrator to prepare all necessary actions to implement the policy for consideration by the full Board of Supervisors. 3.PROVIDE any additional direction to staff as needed. Fiscal Impact (if any): None identified. CONTRA COSTA COUNTY Printed on 6/5/2024Page 2 of 2 powered by Legistar™9 RECOMMENDATION(S): REFER to the Internal Operations Committee a review of the following Administrative Bulletins: 1. Administrative Bulletin No. 525, "Office Space" 2. Administrative Bulletin No. 525.1, "Requesting Real Estate and Capital Project Services" 3. Administrative Bulletin No. 526, "Real Estate Asset Management Policy" 4. Administrative Bulletin No. 600, "Purchasing Policy and Procedures" And, creation of the following Administrative Bulletins: 1. Social Media Policy (Updating and replacing 2014 policy) 2. Cybersecurity Policy (New policy) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 04/24/2023 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Diane Burgis, District III Supervisor Ken Carlson, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Timothy M. Ewell, (925) 655-2043 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: April 24, 2023 , County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.55 To:Board of Supervisors From:Monica Nino, County Administrator Date:April 24, 2023 Contra Costa County Subject:REFER TO THE INTERNAL OPERATIONS COMMITTEE THE REVIEW OF PROPOSED UPDATES TO CERTAIN ADMINISTRATIVE BULLETINS 10 FISCAL IMPACT: No fiscal impact. BACKGROUND: County Ordinance Code Section 24-4.008 requires the County Administrator to develop a system of Administrative Bulletins, which are designed to provide guidance to County departments to ensure compliance with County policy and practices. From time-to-time it is necessary to review Administrative Bulletins for potential updates to the underlying policy or to make sure that the guidance being provided to departments reflects current policy. Depending on the subject and materiality of the proposed policy, Administrative Bulletins can be updated administratively or submitted for review by the Board of Supervisors, including its standing committees. Today's action requests the Board to refer certain administrative bulletins to the Internal Operations Committee for review prior to listing on the Board of Supervisors calendar for approval, including: Administrative Bulletin No. 525, "Office Space," Administrative Bulletin No. 525.1, "Requesting Real Estate and Capital Project Services," and Administrative Bulletin No. 526, "Real Estate Asset Management Policy." On September 20, 2022, the Board of Supervisors adopted a 20-year Capital Facilities Master Plan (CFMP) to guide budget decisions on capital facilities spending in subsequent fiscal years. Previously, Contra Costa County had not adopted a Capital Facilities Master Plan since fiscal year 1999-2000, which was approved by the Board on January 25, 2000. The 2022 Capital Facilities Master Plan serves as the primary policy document for all capital facilities planning, with the exception of those facilities operated by the Health Services Department and County detention facilities. For this reason, it is appropriate to review this suite of Administrative Bulletins for update or possible repeal. Administrative Bulletin No. 600, "Purchasing Policy and Procedures." Since 2021, the County Administrator’s Office, County Counsel’s Office and Public Works – Purchasing Services Division have been working to identify and understand the various policies governing procurement within the County. The primary goal has been to establish a baseline procurement policy that can be easily understood by employees working to secure goods and services for County departments. In crafting a baseline procurement policy, the guiding principles have been twofold: 1. Reduce bureaucracy and provide greater flexibility to department heads to operate their respective departments; and 2. Establish accountability measures to ensure that minimum standards for procurement equity and proper contract oversight are observed. On April 14, 2023, the County Administrator's Office opened a four-week, Invitation for Comment period for department heads to review the proposed policy updates and provide feedback on the proposed policy updates. Following receipt, the County Administrator's Office will review comments received and determine what feedback to include in the final proposed policy update for review by the Internal Operations Committee. Any feedback that is not recommended for inclusion in the final proposed policy will be responded to with rationale for consideration by the Internal Operations Committee. Creation of New Administrative Bulletins. Social Media Policy. On June 17, 2014, the Board of Supervisors approved a Social Media Policy governing the use of various online engagement tools by County employees for business communication purposes following input and direction from the Internal Operations Committee in 2013 and 2014. The Board initially referred this issue to the Internal Operations Committee in 2012. More recently, the County Administrator's Office - Office of Communications and Media has been coordinating with department public information officers to propose updates to the County's Social Media Policy. The goal is to coordinate a common set of procedures for County departmental use of social media, including types of information to be posted, use of social media during emergencies and record retention requirements. Further, the updated policy is proposed to be codified into an Administrative Bulletin to make 11 the policy more accessible to all County staff. Cybersecurity Policy. The Department of Information Technology (DoIT) has been working on a countywide Cybersecurity policy to establish minimum requirements for cybersecurity infrastructure by County departments. The draft policy is still in development, but will include procedures for cybersecurity incident handling, vulnerability management, data protection and recovery and maintenance of audit logs. CONSEQUENCE OF NEGATIVE ACTION: The Administrative Bulletins listed would not be referred to the Internal Operations Committee for input. 12 1 CONTRA COSTA COUNTY Office of the County Administrator ADMINISTRATIVE BULLETIN Number: 527 (Draft superseding AMB 510, 525, 525.1, 526) Date: TBD Sectfon: Property and Equipment Subject: The Capital Facilities Master Plan (CFMP) and Capital Projects and Real Estate Services, including requesting, budgeting, and delivering projects and services to departments. I. APPLICABILITY. This bulletfn is applicable to all County departments. II. AUTHORITY. In accordance with the provisions of County Ordinance Code Sectfon 24-4.008, the County Administrator has the authority and responsibility to establish and enforce policies in County departments and agencies. The Board of Supervisors adopted the CFMP in 2022 to guide the County in managing its capital facilitfes for the next 20 years. III. PURPOSE. This bulletfn consolidates several previous administratfve bulletfns regarding capital projects and real estate services to bring those procedures into a single bulletfn for clarity. In additfon, this bulletfn will describe procedures intended to reduce the tfming and flow of capital project requests to allow Public Works Department (PWD) Capital Project Management Division (CPM) and PWD Real Estate Division (RED) to better manage their workload and deliver services in a predictable manner. IV. PROCEDURES. All service requests for CPM or RED assistance shall be requested by accessing the RED/CPM On-Line Service Request form and following the process described on the County’s internal website (http://gsdnet.co.contra-costa.ca.us/capproj_realest/login.asp). (Sample - RED / CPM On-Line Service Request form.pdf ) On-line Service Requests for RED or CPM services (Service Requests) should include as much informatfon as possible to assist in the review and decision process. CPM and RED service requests should only be submitted after a department receives approval of their specific Capital Project Request via the annual budget process. The descriptfon of the work should be detailed 13 2 sufficiently on Service Requests to indicate the type, scope, and tfmeline of the work needed. Work may not be initiated until sufficient information is submitted. Informatfon on the Service Requests should include:  Department submitting the On-Line Service Request. (This will be generated by the RED / CPM On-Line system.);  Person submitting the request. This person must be authorized to submit such requests by the requestfng department and by PW Administratfon;  Date of the request;  Project contact person, including a phone number and email address;  Project locatfon / address;  Budget Org # (Budget Unit and Lower-Level Org)  Project informatfon, including any special requirements, operatfonal needs, legal requirements, property or access requirements, a complete descriptfon of the project, and the services being requested;  Cost estfmate for the proposed work if a capital project request;  Justfficatfon for the project, including any operatfonal needs and legal requirements (for CAO review);  Source(s) of funding; and  A completfon date including any phasing or antfcipated critfcal deadlines. Once the Service Request is submitted, it is sent electronically to the County Administrator’s Office (CAO) for review and approval. Once approved by both approvers in the CAO (Chief Assistant County Administrator for capital planning, Finance Director for funding), the Service Request will then be sent electronically to the PW Finance Division for proper work authorizatfon and account coding to be used to track project costs. Once the Service Request is received from PW Finance, RED and/or CPM, as applicable, will assign the task/project and contact the requestfng department with a preliminary budget and tfmeline. Departments are responsible for all costs in the current and future years of their request project. Appropriatfon adjustments for approved projects will be required for the life of the project. A. Real Estate The Public Works Department (PWD) Real Estate Division (RED) is responsible for the negotfatfon and executfon, on behalf of all County Departments, for all real property transactfons, including but not limited to;  purchase and sale agreements,  Memoranda of Understanding (MOUs), 14 3  leases, or other agreements with agencies or privates entftfes. Departments needing assistance with real estate services, including;  new office space for expansion or relocatfon,  reduced office space for contractfon or consolidatfon,  lease extensions and/or rent renegotfatfon,  purchase or sale of real property, and various other real estate transactfons, may request those services from the Public Works Department (PWD) Real Estate Division (RED). When making RED requests related to office and facility space, Departments should include pertfnent informatfon related to the purpose of the facility and user groups, including special requirements (parking, accessibility, etc.), geographic locatfon constraints, and potentfal growth projectfons. Occupancy of County-owned building space requires a Departmental Occupancy Agreement (DOA). (Sample - Departmental Occupancy Agreement Form)) . The DOA applies to the occupancy of County-Owned space, and is an internal agreement executed by PWD RED between the PWD, as the coordinatfng department of office/storage space, and other County Departments. The DOA includes:  Building/Space Identfficatfon (Address, floor or suite number, etc.)  Vacatfng Department  Occupying Department  Effectfve Dates of the Agreement*  Estfmated Cost of Occupancy (From PW Finance)  The Occupying Department’s cost center number (Budget Unit and Lower-Level Org provided by requestfng Department)  The allocated percentage of Space to be occupied. If multfple cost centers, requestfng Department will provide all informatfon. *Unless otherwise agreed, cost of occupancy charges will commence on the 1st day of the month in which Occupying Department has possession. For purposes of the DOA, occupancy cost is any cost or charge incurred by a tenant/occupant pursuant to its lease/occupancy which includes, but is not limited to:  Utflitfes and garbage service  Taxes and insurance  Heatfng, ventflatfon, and air conditfoning (HVAC) service 15 4  Elevator maintenance  Fire alarm maintenance and fire extfnguisher service  Building maintenance, grounds, recycling, and custodial services  Materials and supplies to maintain buildings and grounds  Debt service, if applicable Once an agreement is signed and if requestfng department requires capital project and/or moving services as they relate to the occupancy agreement, a separate On-Line Service Request for Capital Project services needs to be submitted for approval. B. Capital Projects Departments needing assistance with architectural services, space planning and programming, design, cost estfmatfng, remodel, renovatfon or project and constructfon management for buildings or related facilitfes may request those services from the PW Capital Projects Management Division (CPM). Minor maintenance and repair services will stfll be requested from PW Facilitfes through the Corrigo Work Order system available on the PW department intranet page. Apart from the exceptfons listed below, capital project requests must be made in conjunctfon with the annual budget preparatfon cycle. Exact deadlines for project request submittals will be conveyed in each year’s budget instructfons. Departments should use the summer/fall period to work with CPM to gather informatfon and cost estfmates to inform their capital project requests. Capital project requests are limited to the following project types: Renewal/Replacement: Repairing or replacing a facility components infrastructure to maintain its current use, value, and/or preserve its useful life. Examples of these types of projects include replacing a roof or HVAC unit or other building systems such as electrical and plumbing. This category can also include the replacement of interior finishes like paint or carpet that have been in place for 15 years or more and are in poor conditfon. Scheduled Maintenance: New constructfon or other improvements identffied as part of the Facility Conditfon Assessments (FCA) completed on a recurring basis by the County to maintain up-to-date accurate conditfons of the County building portiolio. Enhancement: New constructfon, renovatfons, or other improvements that increase an asset’s value, useful life, or change its use. Examples of these include workspace expansions, tenant improvements, changing interior finishes, new cubicles, ADA improvements to remove barriers to accessibility, a new office or clinic, or retrofitting a building for new or expanded use, etc. Feasibility and planning study requests are also included in this category. 16 5 Outside of the submittal period, most requests for capital projects will not be approved unless they meet one of the following exceptfons:  Life safety or code related required repairs/upgrades  Emergency repairs due to failure of a system  Damage due to natural event or deliberate acts Requests for projects during the budget submittal window, usually December/January but exact dates will be outlined each year in that Fiscal Year’s budget instructfons, will be reviewed by the budget team in the CAO with the requestfng department(s) and PW CPMD or RED staff as appropriate for possible approval and funding in the proposed budget. Priority will be given to proposals in keeping with the CPFM, especially those facilitfes that are designated for contfnuing long-term use by the County. Public Works also maintains informatfon on each facility through its Facilitfes Conditfon Assessment (FCA) program, and projects that address deficiencies noted in those reports will also be given priority. Additfonal criteria may be developed by the CAO budget team depending on the relatfve needs of the upcoming budget cycle. V. PROJECT DELIVERY Project delivery is a partnership between the Public Works staff and the department requestfng the services. The department requestfng services or benefitting from a capital project has to insure they have the proper staff assigned to the project to allow for tfmely decision making throughout the project tfmeline. At a minimum a single point of contact should be established by the department director or designee for each project. More complex projects may require more than one department staff be assigned to assist the project team in making decisions necessary to keep a project moving. The most complex projects may require direct contact between the project delivery staff and the department head or other department executfve team members. Identffying department staff who can maintain contfnuity and tfmely communicatfon with the project delivery team is essentfal for project delivery. The Public Works Department is responsible for the constructfon of multfple capital improvement projects, including minor renovatfons, maintenance, repairs, tenant improvements, and new constructfon. These projects are subject to procurement methods as outlined by the Public Contract Code, including the Uniform Public Constructfon Cost Accountfng Act, which the County has adopted, and County ordinances and polices. To ensure the proper oversight of projects, the following policy guidelines are established: A. Projects under $500,000. Projects under $500,000 can be managed by PW Facilitfes staff and not necessarily assigned a project manager from PW CPM. In additfon, projects that mainly consist of building system replacement, maintenance or repair that are more than $500,000 may be assigned to PW Facilitfes staff at the discretfon of the PW Director or senior staff. Large scale facility 17 6 maintenance projects, building system repair and replacement, and minor tenant improvements are usually done by PW staff with the assistance of On-Call Trades (Electrical, Plumbing, HVAC) contracts that are solicited (and bid) on a regular basis and managed by Public Works. Use of these On-Call Trade contracts is intended for routfne or recurring maintenance and repair work for the preservatfon or protectfon of facilitfes and emergency call outs. PW Facilitfes staff are best situated to supervise and manage these projects. Projects in this range that require complex permitting, adherence to specific procurement procedures (State or federal grant guidelines) will be administered by PW CPM. B. Projects $500,000 - $2 million Projects in this cost range will be assigned to PW CPM staff as the primary project manager. Projects $1 million or less are generally not bid out on an individual basis and may be completed by Job Order Contractors (JOCs) or On-Call Trade contractors. Projects over $1 million must be formally bid and include a Project Labor Agreement (PLA) among the contractor, building trades council, and the County. PW CPM staff are best situated to manage these projects and coordinate, as needed, with PW Facilitfes staff to deliver these projects. C. Projects between $2,000,000 and $10,000,000 Projects in this cost range will be assigned to a project team led usually by a senior PW CPM project manager and comprising an architect, general and sub-contractors, and potentfally other entftfes like civil engineers, specialized testfng services and other specialists. The project team leader may be assisted by one or more constructfon management (CM) staff from the on- call list of approved constructfon management firms maintained by PW. The day-to-day project supervision will be provided by on-call CM staff with PW CPM staff providing overall project supervision, budget oversight and ensuring facilitatfon between project and County staff as needed. Projects in this category are usually procured with individual solicitatfons by a request for proposals (RFP), request for qualificatfons (RFQ) or a standard bid process, although they may also represent a combinatfon or aggregatfon of similar smaller projects that are combined to achieve cost efficiencies. D. Projects over $10,000,000 Due to their complexity, projects in this category require specialized oversight that is generally beyond the capacity of individual PW CPM staff and require a dedicated multfdisciplinary management team. The County will generally procure the services of a constructfon management firm by a solicitatfon through RFP or RFQ. PW CPM will assign a senior CPM staff member for liaison with the selected CM team and to help with processing project payments and other County staff facilitatfon. Finally, projects in this category often have high visibility or other concerns and the County Administrator may assign CAO staff to serve as executfve project manager at his/her discretfon. 18 7 It is understood that projects in this category often have unique characteristfcs that may inform or dictate the best procurement method. The County strongly supports the use of collaboratfve procurement methods, such as design-build or future collaboratfve approaches that may be allowed under State legislatfon for projects of this size. The County’s proven success with delivering projects using collaboratfve approaches has shown that this approach can save tfme and avoid project claims compared to more traditfonal non-collaboratfve approaches. Originating Department(s): County Administrator’s Office Public Works Department Information Contacts: County Administrator’s Office – Management Analyst Liaison Public Works – Real Estate Division, Principal Real Property Agent Public Works – Capital Projects Division Manager Update Contact: County Administrator – Chief Assistant County Administrator Public Works Department – PW Director Monica Nino County Administrator 19 CONTRA COSTA COUNTY Staff Report 1025 ESCOBAR STREET MARTINEZ, CA 94553 File #:24-1688 Agenda Date:6/10/2024 Agenda #:5. INTERNAL OPERATIONS COMMITTEE Meeting Date:June 10, 2024 Subject:Updates to Mental Health Commission Bylaws Pertaining to Attendance Submitted For:Laura Griffin, Commission Chair Department:Mental Health Commission/Health Services Dept Referral No:IOC 24/6 Referral Name:Advisory Body Triennial Review Presenter:Julie Enea for Laura Griffin, Commission Chair Contact:Angela.beck@cchealth.org Referral History: In July 2021, the IOC decided to recommend changes to the Mental Health Commission bylaws pertaining to recruitment and membership. Those changes were adopted by the Board of Supervisors in September 2021 and the current bylaws are attached hereto for reference. At that time, it was anticipated that additional changes pertaining to attendance would be forthcoming from the Commission and considered at a future IOC meeting. At the end of 2023, there was an incident involving a commissioner concerning differing interpretations of attendance requirements in the current by-laws. Consequently, the Commission determined to revise and clarify its attendance requirements to avoid any future misunderstanding. Referral Update: Attached for IOC review are the Mental Health Commission’s proposed changes to its bylaws pertaining to attendance, both redline and final draft versions, as well as the current version of the bylaws adopted September 2021. The proposed changes were unanimously approved by 11 Commissioners at the Commission’s May 1, 2024 meeting. Recommendation(s)/Next Step(s): CONSIDER the Mental Health Commission’s proposed changes to its bylaws pertaining to attendance. Fiscal Impact (if any): No fiscal impact. CONTRA COSTA COUNTY Printed on 6/5/2024Page 1 of 1 powered by Legistar™20 1 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION BYLAWS Last Amended and Approved by the Board of Supervisors: September 21, 2021 21 2 TABLE OF CONTENTS Article I Name of Organization Page 1 Section 1 Name of Organization Page 1 Article II Definitions Section 1 Definitions Page 1 Page I Article III General Provisions Pages 1-2 Section 1 Section 2 Authority Mandated Roles and Responsibilities Page 1 Pages 1-2 Article IV Membership Pages 2-4 Section 1 Section 2 Membership Attendance Pages 2-3 Page 3 Section 3 Section 4 Terms Vacancies and Recruitment Pages 3-4 Page 4 Article V Meetings Section 1 Regular Meetings Pages 4-5 Page 4 Section 2 Order of Business Page 4 Section 3 Quorum Page 4 Section 4 Closed Session Page 5 Section 5 Special Meetings Page 5 Section 6 Open Meetings Page 5 Section 7 Decisions and Actions of the Commission Page 5 Section 8 Addressing the Commission Page 5 Article VI Nomination, Election and Removal of Officers Pages 5-6 Section 1 Nomination of Officers and Executive Committee Members Page 5 Section 2 Election Pages 5-6 Section 3 Terms of Office Page 6 Section 4 Removal of Officer Page 6 Article VII Duties of Officers Pages 6-7 Section I Duties of the Chairperson Page 6 Section 2 Duties of the Vice Chairperson Page 6 Section 3 Temporary Chairperson Page 7 Article VIII Committees Page 7-9 Section 1 Creation of Committees Page 7 Section 2 Standing Committees Pages 7-8 Section 3 Executive Committee Page 8 Section 4 Task Forces Pages 8-9 Section 5 Ad Hoc Committees Page 9 Section 6 Commission Representative Page 10 Article IX Commission/Mental Health Division Relationship Page 10 Section 1 Staff Support Page 10 Section 2 Staff Attendance at Meetings Page 10 Section 3 Actions Page 10 Article X Bylaws Amendments Page 10 Section 1 Amendments Page 10 22 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 3 ARTICLE I NAME OF ORGANIZATION SECTION 1. NAME OF ORGANIZATION 1.1 Name The name of the organization shall be the "Contra Costa County Mental Health Commission." ARTICLE II DEFINITIONS SECTION 1. DEFINITIONS 1.1 The following definitions shall apply to the Contra Costa County Mental Health Commission Bylaws: a) Better Government Ordinance means the Contra Costa County Ordinance regarding open meetings and public records, commencing with the Contra Costa County Code §25-2.202 b) Board means the Contra Costa County Board of Supervisors c) Brown Act means the Ralph M. Brown Act of 1974, commencing with section 54950 of the California Government Code d) Commission means the Contra Costa County Mental Health Commission e) Commissioner means a member of the Commission f) Consumer means a person who is receiving or has received mental health services g) Consumer Representative means a Consumer who is a member of the Commission h) County means Contra Costa County i) Family Member means a parent, spouse, registered domestic partner, sibling, or adult child of a consumer j) Mental Health Director means the person serving as the director of the Contra Costa County Mental Health Department k) Mental Health Department means the Contra Costa County Mental Health Department 1) Supervisor means a mem ber of the Contra Costa County Board of Supervisors ARTICLE III GENERAL PROVISIONS SECTION 1. AUTHORITY 1.1 Establishment The Contra Costa County Mental Health Commission ("Commission" hereinafter) was established by order of the Contra Costa County Board of Supervisors on June 22, I 993, pursuant to the Bronzan McCorquodale Act, Stats. 1992, c. 1374 (AB. 14) to serve in an advisory capacity to the Board of Supervisors. SECTION 2. MANDATED ROLES AND RESPONSIBILITIES 2. 1 Mandates a) Pursuant to Welfare and Institutions Code Section 5604.2 (a) and (b), as it may be amended from time to time, the Commission shall do all of the following: 1) Review and evaluate the County's mental health needs, services, facilities , and special problems. 23 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 4 2) Review any County agreements entered into pursuant to Section 5650 of the Welfare & Institutions Code. 3) Advise the Board of Supervisors and the Mental Health Director as to any aspect of the County 's mental health program. 4) Review and approve the procedures used to ensure citizen and professional involvement at all stages of the planning process. 5) Submit an annual report to the Board of Supervisors on the needs and performance of the county's mental health system. 6) Review and make recommendations on applicants for the appointment of a Mental Health Director. The Commission shall be included in the selection process prior to the vote of the Board of Supervisors. 7) Review and comment on the County's performance outcome data and communicate its find ings to the California Mental Health Planning Council. 8) Assess the impact of the realignment of services from the state to the county, on services delivered to clients in this County. 9) Perform those additional duties as may be directed by the Board of Supervisors. b) Pursuant to Section 5848 (b) and (c) of the Welfare & Institutions Code: 1) The Commission shall conduct a public hearing on the draft three-year program and expenditure plan, and annual updates at the close of the required 30-day comment period and review the adopted plan or update and make recommendations to the County Mental Health Director for revisions. ARTICLE IV MEMBERSHIP SECTION 1. MEMBERSHIP 1.1 Composition a) The Commission shall consist of fifteen (15) members appointed by the Board of Supervisors, plus one member of the Board of Supervisors and an alternate assigned to be a representative to the Commission. Each member of the Board of Supervisors shall have three (3) members representing his or her district. The specific seat to be assigned to each nominee will be determined by the mem ber of the Board of Supervisors making the nomination. b) The following rules shall apply to membership on the Commission: 1) One (1) member of the Board of Supervisors shall be a member of the Commission. The Board of Supervisors shall also appoint one (1) Supervisor to serve as an alternate member. 2) Fifty percent (50%) of the Commission membership p shall be consumers or the parents, spouses, siblings, or adult children of consumers, who are receiving or have received mental health services. At least twenty-percent of the Commission membership shall be Consumers and at least twenty-percent shall be Family Members. If at least twenty percent of the total Commission membership is not comprised of Consumers and/or if at least twenty-percent of the total Commission membership is not comprised of Family Members, a Commissioner for the u nderrepresented category may be selected from any Supervisorial district, if there are no applicants from the impacted district. If it is not possible to secure membership as specified from among persons residing in the 24 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 5 County, the Board may substitute representatives of the public interest in mental health who are not employees of County Mental Health , Department of Health Care Services or on staff or a paid member of a governing body of a mental health contract agency. c) On this Mental Health Commission, membership shall consist of: 1) One (1) member of the Board of Supervisors 2) Five (5) members shall be Consumer Representatives - individuals who are receiving or have received mental health services, preferably in Contra Costa County. 3) Five (5) members shall be Family Members - parents, spouses, registered domestic partners, siblings or adult children of consu mers who are receiving or have received mental health services, preferably in Contra Costa County. 4) Five (5) members shall be Members-at-Large - individuals who have experience and knowledge of the mental health system, preferably in Contra Costa County. 1.2 Demographic and Ethnic Representation a) The Commission membership should reflect the ethnic diversity of the client population in the County. b) The composition of the Commission shall represent the demographics of the County as a whole, to the extent feasible. 1.3 Membership Restrictions a) No member of the Commission or his or her spouse shall be: 1) A full-time or part-time employee of any Contra Costa County department that is d irectly involved in the provision of mental health services; or 2) An employee of the State Department of Health Care Services; or 3) An employee of, or a paid member of, the governing body of a mental health contract agency. b) Commission members must be eighteen (18) years of age or older and, except as otherwise provided in these Bylaws, must reside in Contra Costa County. c) Members of the Commission shall abstain from discussing or voting on any issue in which the member has a financial interest as defined in Section 87103 of the Government Code. SECTION 2. ATTENDANCE 2.1 Attendance requirements a) Regular attendance at Commission meetings is mandatory for all Commission members. 1) A member who has four (4) unexcused absences from regularly scheduled full Commission meetings in any consecutive twelve-month period, as opposed to calendar year, shall be deemed to have resigned from the Commission. In such event, the former Commission member’s status will be noted at the next scheduled Commission and shall be recorded in the Commission’s minutes. The Chairperson shall, without further direction from the Commission, apprise the Board of Supervisors of the member’s resignation and request the appointment of a replacement. 2) A Commissioner's absence from a regularly scheduled Commission meeting may be excused in the case of an unforeseen, extraordinary circumstance, including but not limited to major illness, natural disaster, or civil unrest. Commissioners shall obtain consent from the Chair at least one day prior to the meeting, for any planned absences. Excused absences will be recorded in the meeting minutes as an "excused absence". b) Each Commissioner will ensure that when s/he attends Commission-sponsored meetings (excluding Commission and Commission Committee meetings) or activities representing her/himself as a Commissioner, s/he expresses only those views approved by the Commission. 25 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 6 c) Regular attendance of one standing Commission Committee, with the exception of Executive Committee, is mandatory for all Commission members. 1) A member who has four (4) unexcused absences from regularly scheduled Commission Committee meetings in any consecutive twelve-month period shall be deemed to have resigned from the Committee. In such event the former Committee member’s status will be noted at the next scheduled Committee meeting and shall be recorded in the Committee’s minutes. The resigned member shall choose a different Committee on which to serve. SECTION 3. TERMS 3.1 Duration The term of each member of the Commission shall be three (3) years in duration. Terms shall be staggered so that approximately one-third (1/3) of the appointments end each year. All terms end on June 30 in the appropriate year. The Supervisor appointed to the Commission serves until replaced by the County Board of Supervisors. SECTION 4. VACANCIES AND RECRUITMENT 4.1 Role of the Commission The role of the Commission in recruitment of new commissioners is at the discretion of and to the extent requested by the Board of Supervisors. 4.2 Applications The Commission is encouraged to help identify and recruit qualified applicants to apply for any vacancies on the Commission. 4.3 Commission Identification and Recruitment of Applicants a) Pursuant to Article IV, section 1.2, the Commission shall, to the extent feasible, identify and encourage applicants who will assist the County in maintaining a Commission that represents and reflects the diversity and demographics of the County as a whole, as provided in the Welfare & Institutions Code. b) To the extent possible, the Commission shall identify and encourage applicants who have experience and knowledge of the mental health system, preferably in the County. 4.4 In order for applicants being considered for the Mental Health Commission to have a better understanding of their potential role, responsibilities, and restrictions as a Commissioner, applicants are encouraged to attend at least one Commission meeting, and also encouraged to meet with the Commission Chair, Commission Vice Chair or other commissioners prior to their appointment. 4.5 The Chair and Executive Committee of the Mental Health Commission shall coordinate appropriate training and orientation of all newly appointed commissioners. ARTICLE V MEETINGS SECTION 1. REGULAR MEETINGS 1.1 Regular Meetings Meetings of the Mental Health Commission shall be held monthly. 1.2 Schedule of Meetings The meeting schedule for the following year shall be set in the month of December. If no meeting will be convened during the month of December, the meeting schedule shall be set at the last regular meeting of the calendar year. Meeting schedules shall be available online. 1.3 Minimum Number A minimum of eleven (11) meetings shall be held per year. 26 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 7 1.4 Holidays If the regular meeting date falls on a holiday , a new meeting date shall be selected. SECTION 2. ORDER OF BUSINESS 2.1 Agendas Agendas shall be prepared for regular Commission and Executive Committee meetings at the direction of the Commission Chairperson. When feasible, agendas shall be e-mailed and mailed seven (7) days prior to the meeting, but at a minimum 96 hours prior to the meeting. Agendas shall be posted, e-mailed and mailed and made available to the public in accordance with the Brown Act and the County's Better Government Ordinance. SECTION 3. QUORUM A quorum is one person more than one-half of the appointed members. The Commission must have a quorum present in order to hold a meeting . SECTION 4. CLOSED SESSION The Commission may not conduct closed sessions. SECTION 5. SPECIAL MEETINGS Special meetings of the Commission may be called at any time by the Chair or by a majority of the members of the Commission in accordance with the Brown Act and the County's Better Government Ordinance. SECTION 6. OPEN MEETINGS All meetings of the Commission, including all meetings of its Executive Committee, standing committees , task forces and ad hoc committees shall comply with the Brown Act and the County 's Better Government Ordinance. SECTION 7. DECISIONS AND ACTIONS OF THE COMMISSION Unless otherwise stated, all matters coming before the Commission for action shall be determined by a majority of the Commissioners appointed. SECTION 8. ADDRESSING THE COMMISSION Public Comment shall be allowed on any items of interest to the public that are within the subject matter jurisdiction of the Commission, both agendized and non-agendized items, in accordance with the Brown Act and the County's Better Government Ordinance. The Chairperson may limit the amount of time a person may use in addressing the Commission on any subject, provided the same amount of time is allotted to every person wishing to address the Commission. SECTION 1. NOMINATION OF OFFICERS AND EXECUTIVE COMMITTEE MEMBERS 1.1 Ad Hoc Nominating Committee An Ad Hoc Nominating Committee shall be appointed in the month of August. During the September meeting, the Ad Hoc Nominating Committee shall announce the solicitation of nominations from the Commission members and obtain the nominee 's consent to serve. At the October meeting, a slate of nominees will be announced. 1.2 Nominations In the event of a vacancy in the office of Chairperson, Vice Chairperson or an Executive ARTICLE VI NOMINATION, ELECTION AND REMOVAL OF OFFICERS 27 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 8 Committee member 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 2.1 Timing of The Commission shall elect a Chair person , Vice Chairperson and members of the Executive Committee at the November or next regular meeting of the Commission following the announcement of nominations as set forth in Section I. 2.2 Assumption of Office The newly-elected Chairperson, Vice Chairperson and Executive Committee shall assume office January 1 and serve through December 31 of that year. In the case of a mid-term appointment, the elected Chairperson, Vice Chairperson or members of the Executive Committee will complete the remainder of the normal term. 2.3 Conduct of Election The election will be conducted publicly through the use of signed ballots. Ballots will be announced and counted publicly by the Ad Hoc Nominating Committee. The election of each officer will carry with a majority vote of the Commission. In the case of a tie vote, the Commission may re-cast ballots until the tie is broken. If, in the opinion of the Chairperson, 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. SECTION 3. TERMS OF OFFICE The Officers of the Commission, the Chairperson and Vice Chairperson, shall serve no more than three (3) consecutive terms of one year each in the same position. This will not preclude an individual from serving as Chairperson or Vice Chairperson after one (1) year of having not served. SECTION 4. REMOVAL OF OFFICER 4.1 Grounds for Removal The Commission, by a majority of the Commissioners appointed, may remove the Chairperson and/or Vice Chairperson from office and relieve him/her of his/her duties 4.2 Nominations After Removal In the event of removal of the Chairperson and/or Vice Chairperson, the Ad Hoc Nominating Committee shall meet and present nominations for the vacant position(s) at the next regularly scheduled Commission meeting. ARTICLE VII DUTIES OF OFFICERS SECTION 1. DUTIES OF THE CHAIRPERSON 1.1 Meetings a) The Chairperson shall preside at all meetings of the Commission and perform duties consistent with these Bylaws and the Welfare and Institutions Code b) The Chairperson shall conduct meetings, maintain order and decorum, and decide questions of procedure in accordance with these Bylaws and in consultation with County staff via the Executive Assistant to the Commission. c) The Chairperson shall conduct all meetings in the manner required by the Brown Act and the County's Better Government Ordinance. 28 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 9 1.3 Other Duties The Chairperson shall be in consultation with the Mental Health Director. SECTION 2. DUTIES OF THE VICE CHAIRPERSON In the event of the Chairperson's absence from a Commission meeting or inability to act, the Vice Chairperson shall preside and perform all duties of the Chairperson. In the case of removal of the Chairperson, the Vice Chairperson shall perform all duties of the Chairperson until new elections can be held. SECTION 3. TEMPORARY CHAIRPERSON In the event both the Chairperson and Vice Chairperson are absent from a Commission meeting or are unable to act, the members shall, by order fully entered into their records, elect one of their members to act as Chairperson Pro Tern. The Chairperson Pro Tern shall perform the duties of the Chairperson until such time as the Chairperson or Vice Chairperson resumes his or her duties. ARTICLE VIII COMMITTEES SECTION 1. CREATION OF COMMITTEES Pursuant to the rules set forth herein, the Commission may create committees which can be standing committees, task forces or ad hoc committees as needed. SECTION 2. STANDING COMMITTEES 2.1 Mission Statement Each standing committee shall develop a Mission Statement. The Mission Statement is subject to approval by the Commission and shall be submitted to the Commission for approval no later than 60 days after establishment of the committee. 2.2 Composition Each standing committee shall consist of a minimum of three (3) and a maximum of five (5) members of the Commission. 2.3 Appointment and Terms a) The Commission may appoint Commission members to standing committees. b) The terms of the Committee Chairpersons and Vice Chairpersons shall be one (1) year. c) There are no limits on the number of terms an individual may serve as Committee Chairperson or Vice Chairperson. 2.4 Meetings/Actions a) All matters coming before a standing committee shall be determined by a majority of the Commissioners on the committee. b) All standing committee meetings shall be conducted in accordance with the Brown Act and the County Better Government Ordinance. c) All actions approved by a stand ing committee will be referred to the Commission for final approval. 2.5 Chairpersons, Vice Chairpersons a) Selection l ) Each standing committee shall have a Chairperson and may have a Vice Chairperson who are selected by the Committee. 2) In the event of a vacancy in the position of Chairperson or Vice Chairperson of a standing committee, the Commission Chairperson may serve as temporary Chairperson of the 29 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 10 standing committee for up to sixty (60) days while the Committee selects a new Chairperson or Vice Chairperson. b) Duties 1) The Chairperson shall preside at all meetings of the standing committee and perform his or her duties consistent with the procedures outlined herein. The Chairperson shall work in consultation with the Commission Chairperson. 2) The Chairperson shall direct the preparation and distribution of agendas for their respective standing committee meetings as required by the Brown Act and the County's Better Government Ordinance. 3) The Chairperson shall provide monthly reports to the Commission regarding the activities of the standing committee and is encouraged to provide an outline of the monthly report to the Executive Assistant to the Commission for use in preparation of the Minutes. SECTION 3. EXECUTIVE COMMITTEE 3.1 Purpose The Executive Committee is charged with acting on the decisions of the Mental Health Commission. Its primary focus is to identify and avail any reasonable resources needed to deliberate over agenda items of the general membership, committee, task force or ad hoc committee meetings 3.2 Composition The Commission Chairperson, and Vice Chairperson shall be members of the Executive Committee. Additional members shall be elected by the Commission. The Executive Committee shall consist of a minim um of three (3) members and a maximum of five (5) members. 3.3 Term Elected members of the Executive Committee shall serve for one calendar year. SECTION 4. TASK FORCES 4.1 Purpose Task forces shall be time-limited and have a stated purpose beyond the scope of regular Commission responsibilities approved by the Commission and shall be req uired to report back to the Commission regarding progress toward its stated purpose. 4.2 Composition Each task force shall consist of a minimum of three (3) members and a maximum of five (5) members. Non-Commissioners may be appointed from the community as non-voting members when special expertise, advice or opinion is desired, at the discretion of the Commission, but shall not exceed one half (1/2) of the membership of the Task Force. All task force members shall conform to the Mental Health Division client confidentiality statement. 4.3 Appointment and Terms The Commission shall appoint Commission and non-Commission members to task forces based upon a majority vote of the Commission. The terms of all task force members shall be until the task force has completed its stated purpose. 4.4Meetings/ Actions All meetings shall be conducted in accordance with the Brown Act and the Contra Costa County Better Government Ordinance. All matters coming before a task force shall be determined by a majority of the members of the task force. 4.5 Chairpersons a) Selection 1) Each task force shall have a Chairperson and may have a Vice Chairperson, selected by 30 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 11 the members of the task force. In the event of a vacancy in the position of Chairperson of a task force, the Commission Chairperson may serve as temporary Chairperson of the task force for up to sixty (60) days while the Task Force selects a new Chairperson. b) Duties 1) The Chairperson shall preside at all meetings of the task force and perform his or her duties consistent with the procedures outlined herein. The Chairperson shall work in consultation with the Commission Chairperson. 2) The Chairperson shall d irect the preparation and distribution of agendas for the task force in the manner required by the Brown Act and the County's Better Government Ordinance. 3) The Chairperson shall provide monthly reports to the sponsoring standing committee or the Commission. 4.6 Removal The Chairperson of the task force may request of the Chair of the Commission replacement of a member who fails to regularly attend the task force meetings. SECTION 5. AD HOC COMMITTEES 5.1 Purpose Ad Hoc Committees shall be established by the Commission as needed to address issues within the normal course of Commission responsibilities, including but not limited to applicant interviews and officer nominations. They shall be required to report back to the Commission. 5.2 Composition An ad hoc committee shall consist of a minimum of three (3) and a maximum of five (5) members of the Commission. 5.3 Appointment The Commission shall appoint Commission members to an ad hoc committee. 5.4 Meetings/Actions All matters coming before an ad hoc committee shall be determined by a majority of the members of the ad hoc committee. 5.5 Chairpersons a) Selection Each ad hoc committee shall have a Chairperson, and may have a Vice Chai rperson, selected by a majority of the members of the ad hoc committee. In the event of a vacancy in the position of Chairperson of an ad hoc committee, the Commission Chairperson may serve as temporary Chairperson of the ad hoc committee for up to sixty (60) days while the ad hoc committee selects a new Chairperson. b) Duties 1) The Chairperson shall preside at all meetings of the ad hoc committee and perform his or her duties consistent with the procedures outlined herein. The Chairperson shall be in consultation with the Commission Chairperson. 2) The Chairperson shall direct the preparation and distribution of agendas for the ad hoc committee in the manner required by the Brown Act and the County's Better Government Ordinance. 3) The Chairperson shall provide monthly reports to the Commission. 5.6 Removal The Chairperson of the ad hoc committee may request of the Chair of the Commission replacement of a member who fails to regularly attend the ad hoc committee meetings. 31 CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION AMENDED BYLAWS APPROVED BY BOS SEPTEMBER 21, 2021 12 SECTION 6. COMMISSION REPRESENTATIVE The Commission shall appoint an officer or other member of the Commission as the Commission Representative to the California Association of Local Mental Health Boards/Commissions. The Commission Representative shall represent the Mental Health Commission at statewide meetings and to report back to the Commission. SECTION 1. STAFF SUPPORT The County's Mental Health Division provides clerical support services to assist the Commission in the management of its operations and activities. The Executive Assistant shall maintain all necessary records . The budget of the Mental Health Division shall fund the position of the Executive Assistant to the Mental Health Commission. SECTION 2. STAFF ATTENDANCE AT MEETINGS The Mental Health Division staff provides information to the Commission and its committees regarding agenda items and attends meetings on a regular basis. SECTION 3. ACTIONS The Commission by its Chairperson shall regularly inform the Mental Health Director of Commission actions. ARTICLE X BYLAW AMENDMENTS SECTION 1. AMENDMENTS These Bylaws may be amended by a majority vote of the Commission in a regularly scheduled meeting as defined at Article V, Section 1. Before the Commission may consider or vote on Bylaw amendments , proposed amendments shall be submitted in writing to Commission members at least thirty (30) days prior to the meeting date at which they are to be considered. 32 Section 2. Attendance 1.2.1 Attendance requirements: 1.a) Regular attendance atof Commission meetings is mandatory for all Commission members. 1) 1. Unexcused Absences: A Commission member who has four (4) unexcused absences from is required to contact the Commission Chairperson and the administrative assistant at least 24 hours before a regularly scheduled meeting if they are unable to attend. Failure to do so will result in an unexcused absence. A Commission member who has four (4) unexcused absences from a regularly scheduled full Commission meetingscommission meeting in any consecutive twelve-month period, as opposed to calendar year, shallwill be deemed to have automatically resigned from the Commission. In such event, the former Commission member’s status will be noted at the next scheduled Commission meeting and shall be recorded in the Commission’smeeting minutes. The Commission Chairperson shall, without further direction from the Commission, apprise the appointing Supervisor and request the Board of Supervisors ofto remove the member’s resignationappointee and request the appointment of a replacement. A Commissioner's 2. Excused Absences: 1. A Commission member's absence from a regularly scheduled Commission meeting may be excused in the case of an unforeseen, extraordinary circumstance, includingto include but not limited to major illness, natural disaster, or civil unrest. Commissioners and unexpected family emergencies. They also include some unscheduled absences, such as surgical procedures, jury duty, funerals, and scheduled vacations. Commission members shall obtain consent from the ChairCommission Chairperson at least one day prior to the meeting, for any planned absences. Excused absences will be recorded in the meeting minutes as an "“excused absence"..” b) Each Commissioner will ensure that when s/he attends Commission-sponsored meetings (excluding Commission and Commission Committee meetings) or activities representing her/himself as a Commissioner, s/he expresses only those views approved by the Commission. c) Regular attendance of one standing Commission Committee, with the exception of Executive Committee, is mandatory for all Commission members. 1) A member who has four (4) unexcused absences from regularly scheduled Commission Committee meetings in any consecutive twelve-month period shall be deemed to have resigned from the Committee. In such event the former Committee member’s status will be noted at the next scheduled Committee meeting and shall be recorded in the Committee’s minutes. The resigned member shall choose a different Committee on which to serve. 3. Leave of Absence: A Commission member who does not wish to resign and needs a leave from 33 the Commission commitments may request a leave of absence for illness or personal reasons for a period of up to three (3) months. The request must be submitted in writing to the Commission Chairperson, who will inform the appointing Supervisor. A Commission member may request an extension to their leave by submitting a request in writing to the Commission Chairperson, who will forward the request to the appointing Supervisor for approval. 34 Proposed Changes to Contra Costa County Mental Health Commission Bylaws For Contra Costa County Board of Supervisors Approval Section 2. Attendance 2.1 Attendance requirements: a) Regular attendance of Commission meetings is mandatory for all Commission members. 1. Unexcused Absences: A Commission member is required to contact the Commission Chairperson and the administrative assistant at least 24 hours before a regularly scheduled meeting if they are unable to attend. Failure to do so will result in an unexcused absence. A Commission member who has four (4) unexcused absences from a regularly scheduled full commission meeting in any consecutive twelve-month period, as opposed to calendar year, will be deemed to have automatically resigned from the Commissio n. In such event, the Commission member’s status will be noted at the next Commission meeting and recorded in the meeting minutes. The Commission Chairperson shall, without further direction from the Commission, apprise the appointing Supervisor and request the Board of Supervisors to remove the appointee and request the appointment of a replacement. 2. Excused Absences: A Commission member's absence from a regularly scheduled Commission meeting may be excused to include but not limited to major illness and unexpected family emergencies. They also include some unscheduled absences, such as surgical procedures, jury duty, funerals, and scheduled vacations. Commission members shall obtain consent from the Commission Chairperson at least one day prior to the meeting for any planned absences. Excused absences will be recorded in the meeting minutes as an “excused absence.” 3. Leave of Absence: A Commission member who does not wish to resign and needs a leave from the Commission commitments may request a leave of absence for illness or personal reasons for a period of up to three (3) months. The request must be submitted in writing to the Commission Chairperson, who will inform the appointing Supervisor. A Commission member may request an extension to their leave by submitting a request in writing to the Commission Chairperson, who will forward the request to the appointing Supervisor for approval. 35