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BOARD OF SUPERVISORS Contra
FROM. 2001 INTERNAL OPERATIONS COMMITTEE xf � Costa
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DATE: January 15, 20102 � u my
SUBJECT: FINAL YEAR-END REPORT ON ACCOMPLISHMENTS AND DISPOSITION OF
REMAINING REFERRALS TO THE INTERNAL OPERATIONS COMMITTEE
SPECIFIC REQUEST($)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. ACKNOWLEDGE that the Board of Supervisors referred 31 issues to the Internal Operations
Committee (IOC) for its review and consideration during 2001, in addition to the screening
of nominees for seats on selected advisory bodies.
2. FINE? that the IOC made 60 reports to the Board of Supervisors daring 2001. Of the reports
dealing with appointments to selected advisory bodies, 77 individuals were recommended
for appointment.
3. RECOGNIZE the excellent work of the County department staff who provided the requisite
information to the IOC in a timely and professional :Wanner, and members of the Contra
Costa community and private industry who, through their interest in improving the quality of
life in Contra Costa County, provided valuable insight into our discussions, and feedback
that helped us to formulate our policy recommendations.
4. REMOVE without taking any further action the referrals to the 2001 IOC listed on
Attachment A.
. REFER to the 2002 IOC the items listed on Attachment B.
6. ESTABLISH an Ad Hoc Committee consisting of Supervisors Gioia and DeSaulnier to
continue to work on the Alcoholic Beverages Sales (Deemed Approved) Ordinance until the
ordinance is complete and the Board of Supervisors takes action on it.
CONTINUED ON ATTACHMENT: WES II NO SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRA'TOR�w RECOMMENDATION OF BOARD COMMITTEE .
APPROVE OTHER
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VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
`�� UNANIMOUSABSENTf' z'"t ..,.. AND CORRECT COPY OF AN ACTION TAKEN
UNANIMOUS(ABSENT ENTERED ON THE MINUTES OF THE
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BOARD OF SUPERVISORS ON THE DATE ABSENT: ABSTAIN: SHOWN.
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CONTACT: JULIE ENEA (825)33S.1077 JOHN SWEETEAL E—RK OF THE
BOARD OF SUPERVISOR AND
CC: INTERNAL OPERATIONS COMMITTEE STAFF COUNTY ADMINISTRATOR
COUNTY ADMINISTRATOR
BY DEPUTY
FINAL YEAR-END REPORT JANUARY 15, 2002
10 COMMITTEE SUMMARY AND RECOMMENDATIONS WAGE 2
BACKGROUND:
Daring 2001, the Internal Operations Committee (IOC) reviewed nominations to those advisory
bodies for which the IOC has traditionally made recommendations for appointments or
reappointments to the Board of Supervisors, and conducted recruitment and interviews for a
Retirement Beard vacancy. Our Committee appreciates the time and effort taken by the staff to
these advisory bodies to recruit, screen and nominate individuals to our Committee for approval
and appointment by the Board. Their efforts in this regard allowed the IOC to focus more of its
time on the following subjects°
1. EHS Internal Security Plan. The IOC was asked to monitor the status of the Employment and
Human Services Department's corrective action pian to prevent welfare fraud. Our Committee
provided the Board of Supervisors with an update of the Department's progress on September
25, 2001. In recognition that the EHS Internal Security Plan is a "living" plan that will
continue to evolve in response to new challenges, we are recommending that the Department
provide an update to the 2002 IOC in September 2002.
2. Small Business Enterprise and Outreach Programs. The IOC reviewed the quarterly and
annual reports, solicited and received feedback from County departments on the
implementation of these programs, and provided guidance to County staff on policy issues
related to the administration of the programs. We recommend that the 2002 IOC continue to
review these programs on a quarterly basis.
3. County Audit Program. The IOC reviewed the financial and management audit programs of
the Auditor-Controller and the County Administrator proposed for 2002 and reported its
recommendations to the Board on January 8, 2002. Additionally, the IOC recommends that
the 2002 IOC conduct a review of the proposed audits for 2003.
4. Community Alert Network. The IOC was asked to monitor the status of the development and
implementation of a multi-language community alert network. The Committee met several
times on this subject during the year and was successful in securing grant funding in the
amount of $140,000 for this project. In December, a Project Coordinator was hired and the
project is expected to be completed by the end of 2402. We are recommending that this item
be referred for continued monitoring to the 2002 IOC.
5. Zero Emissions Vehicle Policy, The IOC worked with the General Services Department and
County Administrator to evaluate California Air Resources Board (CARB) policy amendments
and the possible incorporation of those amendments into County policy. Our Committee
reported to the Board on this issue on September 25, 2001, recommending that the County
policy be amended to be consistent with the CARR policy and that County Productivity
Investment Funds be sought by General Services to purchase a direct supply CNG line. The
department was successful in securing those funds. The IOC recommends that the General
Services Department report annually to the Committee on the County's compliance with goals
in the ZEV policy.
6. County Fleet Maintenance Program. The IOC was asked to review current policies,
procedures and costs for vehicle maintenance and make recommendations for changes, if
warranted, to the Board. Our Committee met several times with General Services Department
staff, and provided its recommendations to the Board on January 8, 2002.
7. Administrative Penalty Ordinance. The IOC was asked to evaluate the Administrative Penalty
Ordinance, which has been in effect since June 2000 and provides an additional method to
achieve compliance with building and zoning codes through the imposition of administrative
fines. The Committee requested Community Development and Building inspection
Department staff to research procedures used in neighboring counties and to prepare a
cost/benefit analysis of increase penalties. The Committee was unable to complete this
analysis and recommends that it be referred to the 2002 IOC.
8. Permitting of Child Care Facilities. The IOC was asked to monitor results of the
recommendations adopted by the Board on May 23, 2000 to improve the availability of
FINAL YEAR-END REPORT JANUARY 15, 2002
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 3
childcare in the County. The ICAC reviewed the process and recommended additional
changes, which were approved by the Board on "June 19, 2001.
9. Cost and Availabili of Environmental Impact Reports. On November 14, 2000, the Board
referred to the IOC the issue of charges to the public for copies of Environmental impact
Reports and how they can be made more accessible to the public. The ICC proffered its
recommendations to the Board, which were approved on "June 5, 2001.
10. Development of a Sustainable Coun y Building Policy. On December 5, 2000, the Board
referred to the IOC responsibility and oversight for the development of principles, policies
and design guidelines for sustainable County buildings. The IOC proffered its
recommendations to the Board with guidelines and hest practices to ensure sustainable
County facilities, which were adopted on August 14, 2001.
11.Policy for EneM Management in Coun Buildings and Facilities. On December 5, 2000, the
Board referred to the 2001 Internal Operations Committee the proposed policy for energy
management in County buildings and facilities recommended by the General Services
Department; the IOC-recommended policy was approved by the Board of Supervisors on
March 6, 2001.
12.Screen Dominations for Count
Representative to the SF Ba Resource and Conservation
Development Council. On December 12, 2000, the Board referred to the IOC the
recruitment and nomination of a County representative to the San: Francisco Bay Resource and
Conservation Development Council (RC&DA), a regional planning committee that will
include Contra Costa, Alameda and San Mateo counties. We are advised that the Council has
not yet been established and that the County will be notified approximately three months
prior to the first meeting to make its appointment. It is, therefore, recommended that this item
be referred to the 2002 ICC for completion.
13.Proposed Reor anization of the Coun Administrator's Office. On"January 23, 200'1, the
Board requested that the IOC study the possibility of separating the Clerk of the Board
function from the County Administrative office and establishing a legislative Analyst office.
The JOC conducted a survey of the 22 largest California to determine which agencies within
those counties performed the functions identified by the Committee for study. Our
Committee provided the survey results to the Board for consideration at its retreat/workshop
on March 19, 2001.
14.Funding Opportunities and County Participation in After School Pro rams. On February 6,
2001, the Board referred to the IOC consideration of and funding opportunities for County
participation in after school programs. The Committee met on five occasions with staff from
the County Administrator, Employment and Human Services and Community Development
departments and developed an inventory of programs with which the County can partner in
the primary CalWORKS districts, surveyed County departments to determine existing services
provided by the County that might be incorporated into a comprehensive after school services
system, outlined a pilot program and developed an RFP for a competitive, collaborative after
school services system involving matching funds provided by the County to support approved
services. The ICC provided a report on the status of this referral on"January 8, 2002, and
recommended that this issue be referred to the newly established Ad Hoc Committee on
Afterschool4Al I.
15.Floating Billboard Ordinance. Can February 27, 2001, the Board referred to the IOC the issue
of floating billboards (advertising signage on vessels or barges) and consideration of enacting
an ordinance to restrict the use and placement of floating billboards on County controlled
waterways. On August 14, 2001, the Board adopted the IOC's recommendations to accept a
draft ordinance and refer it to the Planning Commission for review. The Planning
Commission approved the ordinance on October 9 and the Board of Supervisors adopted the
ordinance on December 4, 2001.
16.County's Earthquake Preparedness Plan. On March 27, 2001, the Board directed that the ICAC
review the County's Earthquake Preparedness Plan to identify actions that may enhance
FINAL YEAR-END REPt7RT JANUARY 15, 2002
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 4
preparedness. The Committee reviewed on May 7 the County's Emergency Operations Plan,
which represents a general emergency management system ,and addresses not only
earthquake preparedness and response, but all types of emergencies. The Board approved
this plan on May 15, 2001.
17.Public Participation Process for the Industriarently Safer Systems
Pro ram. On December 12, 2000 the Board requested County staff to develop an enhanced
public participation proposal for the Industrial Safety Ordinance. On April 3, 2001, the Beard
approved the proposal, which included the hiring of an entity to serve as a facilitator for the
public participation process, and requested the IOC to establish criteria for the selection of the
facilitator and to conduct public meetings to receive input on the public participation process.
The Committee held the requested public meetings, conducted a request for proposals,
screened bidders and recommended PACE be awarded the contract. The Board awarded the
contract on September 25, 2001,
18.Retirement Board Recruitment and interviews. In keeping with County policy, the IOC
conducted a recruitment to fill a vacant County representative to the Retirement Board, and
interviewed candidates on May 7 and June 4, 2001. At the IOC's recommendation, the Board
of Supervisors appointed Maria Theresa Viramontes on June 19, 2001.
19,County Assessor Pay Differential, On May 22, 2001, the Board referred the to IOC the review
of a proposed pay differential for the County Assessor and Assistant County Assessor-Exempt.
The Committee received reports from the Duman Resources Assistant Director and the
Assessor, who provided justification for making the two classes eligible for the differential. At
the IOUs recommendation, the Board granted the differential on June 26, 2001.
20.Cvun ide Youth Commission (CYC) Recruitment of Adult Volunteers. On June 5, 2001,
the Beard requested the IOC to assist the CYC in its efforts to recruit volunteer adult
supervisors. At the IOC's recommendations, the Board on August 7, 2001 approved position
specifications for adult volunteers and a process for recruitment of District appointees.
21.1une 12 Amendments to the industrial Safety Ordinance. Can June 12, 2001, the Board
directed the IOC to analyze the relevant California Environmental Quality Act (CEQA) issues
related to proposed amendments to the Industrial Safety Ordinance and coordinate the
request the receipt of feedback on the amendments from local regulatory and advisory bodies.
The IOC met several times on this issues, completed its assigned work and rendered a report,
which was accepted by the Board of Supervisors on December 4, 2001,
22.Internal Audit Prograrn Staffing. At the 2001-2002 Budget Hearings, the Board requested that
the IOC review with Auditor-Controller any staffing needs of the Auditor-Controller Internal
Audits Division, and return to the Board with recommendations. The IOC met with the
Auditor-Controller and the Internal Audits Division Chief, and determined that no additional
staff was needed for the internal audits program at this time. The iOC provided a report to
this effect to the Beard on January 8, 2002.
23.Activities of the Workforce Development Beard. On September 18, 2001, the Board
requested the IOC review the activities of the Workforce Development Board. The IOC
received a first and supplemental reports, and discussed with the'V1,fDB Executive Director and
Vice Chair what strategies might be employed to better assist economically disadvantaged
individuals. The IOC has prepared a separate report with recommendations for consideration
by the Board of Supervisors on January 15, 2002.
24-Activities of the Countywide Youth Commission (CYC). On September 18, 2001, the Board
requested the IOC review the activities of the CYC. On November 5, the IOC received a
presentation on the activities of the last year, and accepted recommendations of the CYC for
an ongoing communication process between the CYC and the Board of Supervisors. The IOC
forwarded this report and recommendations to the Beard on January 8, 2002.
25.Alcoholic Beverage Sales "Deemed Approved" Ordinance. On October 9, 2001, the Board
referred to the IOC a review of the proposed Alcoholic Beverages Sales (Deemed Approved)
FINAL YEAR-ENCS REPORT JANUARY 15, 2002
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 5
Ordinance. The IOC investigated the County's regulatory powers, and prepared an draft
ordinance and supporting data to be introduced to the Board of Supervisors in early 2002,
pending approval by the Planning Commission, The IOC recommends that an Ad Hoc
Committee be established consisting of Supervisors Gioia and DeSaulnier, to continue
working on this ordinance until it is completed and acted upon by the Board of.Supervisors.
26.Project tabor 6&rt2ments on Count
Construction Projects. On October 16, 2001, the Board
referred to the IOC the formulation of a policy on project labor agreements. The IOC, in
consultation with the Capital Facilities and Debt Management Director, developed a proposed
policy that is recommended to the Board in a separate action for consideration on January 15,
2002.
27.Elections Campaign Ordinance Contribution Cycle. On October 16, 2001, the Board referred
to the IOC review of proposed amendments to the Elections Campaign Ordinance. At the
IOC's recommendation on December 11, 2001, the Board of Supervisors declared its intent to
change, effective Decembers, 2002,the contribution period from fiscal or calendar year to
election cycle, and determined to fix the campaign limit after the March 2002 primary, but
before May 2002.
28.Technical taffin Needs of the Hazardous Materials Program. Can October 16, 2001, the
Board requested the IOC to review the technical staffing needs of the Hazardous Materials
Program and return to the Board with its recommendations. The IOC accepted a report from
Health Services Director; no opposition was presented. At the IOC's recommendation, the
Board on December 4, 2001, approved recommendations to affirm the proposed job
classifications related to chemical engineering.
29.Response to Vicious Dog Complaints by the Animal Services Department. On October 23,
2001, the Board directed the Animal Services Director to report to the IOC by the end of
January 2002 as to what actions the Department currently takes to respond to complaints of
aggressive, unleashed dogs. The IOC was unable to address this referral and recommends that
this issue be referred to the 2002 IOC.
30.Clarification of Role and Res onsibilities of the Aviation Advisory Committee. On November
6, 2001, the Board referred to the IOC clarification of the role and responsibilities of he
Aviation Advisory Committee relative to the new Ad Hoc Airport Roundtable Committee. The
IOC was unable to address this referral and recommends that this issue be referred to the
2002 IOC.
31.Request for Proposals for New Community Alert Telephone System. On November 6, 2001,
the Board requested the IOC to develop a request for proposals for a new community alert
telephone notification system. The IOC:was unable to address this referral and recommends
that this issue be referred to the 2002 IOC,
FINAL.YEAR-END REPORT JANUARY 15,2002
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 6
ATTACHMENT A
LIST OF REFERRALS TO BE REMOVED
+ #6 Fleet Maintenance Program
♦ #8 One-year follow up on the process for permitting of childcare facilities
+ #9 Cost and accessibility of environmental impact reports
♦ #10 Sustainable County buildings policy
♦ #11 Policy for energy management in County buildings and facilities
r #13 Reorganization of the County Administrator's Office
+ #15 Floating billboards ordinance
+ #16 Review of County's Earthquake Preparedness flan
+ #17 inherently safer systems public participation process RFP
#18 retirement Board recruitment and interviews
♦
#19 Assessor pay differential
♦ #20 Assist Countywide Youth Commission with recruitment of adult volunteers
+� #21 CEQA issues related to lune 12 Industrial Safety Ordinance amendments
♦ #22 Staffing needs of the Internal Audits Division
�► #23 Workforce Development Board activities report
#24 Countywide Youth Commission activities report
f #25 Alcoholic Beverage Sales Ordinance
#26 Project labor agreements on County construction projects
+► #27 Proposed amendments to the Elections Campaign Ordinance
#28 Technical staffing needs of the Hazardous Materials Program
FINAL YEAR-END REPORT JANUARY 15,2002
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 7
ATTACHMENT B
LIST OF ITEMS TO BE REFERRED TO THE
2002 INTERNAL OPERATIONS COMMITTEE
t #1 Continued monitoring of the implementation of the EHS Internal Security
Plan.
♦ #2 Continued policy oversight and quarterly monitoring of the Small Business
Enterprise and Outreach programs.
#3 Review of the annual audit schedule.
♦ #4 Continued monitoring of the progress on implementing a multi-language
Community Alert Network.
+ #5 Annual review of Zero Emissions Vehicle Policy goals
+ #7 Follow-up evaluation of the Administrative Penalty Ordinance
♦ #12 Appointment of a County representative to the San Francisco Bay Resource
and Conservation Development Council.
♦ #29 Responsiveness by the Animal Services Department to vicious dog
complaints
♦ #30 Clarification of the role and responsibilities of the Aviation Advisory
Committee
♦ #31 Development of a request for proposals for a new community alert
telephone notification system