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HomeMy WebLinkAboutMINUTES - 01072003 - C118 TO: BOARD OF SUPERVISORS Contra FROM: 2002 INTERNAL OPERATIONS COMMITTEE +� " Costa DATE: January 7, 2003 ` SUBJECT: FINAL YEAR-END REPORT ON ACCOMPLISHMENTS AND DISPOSITION OF REMAINING REFERRALS TO THE INTERNAL. OPERATIONS COMMITTEE SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. ACKNOWLEDGE that the Board of Supervisors referred 27 issues to the Internal Operations Committee (IOC) for its review and consideration during 2002, in addition to the screening of nominees for seats on selected advisory bodies. 2. FIND that the 2002 IOC made 22 reports to the Board of Supervisors. Of the reports dealing with appointments to selected advisory bodies, 88 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 manner, 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 2002 IOC listed on Attachment A. 5. REFER to the 2003 IOC the items listed on Attachment B. 6. In addition, REFER to the 2003 IOC a review of the standing meeting locations of the Board's advisory bodies. CONTINUED ON ATTACHMENT: 091ES ❑NO SIGNATURE: W RECOMMENDATION OF COUNTY ADMINISTRATOR __4,:-RECOMMENCT N OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S):.** .....� , ' MARK C SAULNIER,CHAIR GAYLE'B. U C 'IA ----------------------------- -- -'------_-- -- --!!�3 ------ ------_-_-----------------=------ ------- ------- -- - ACTION OF BOARD ON f tAPPROVE AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE 4 y' AND CORRECT COPY OF AN ACTION TAKEN UNANIMOUS{ABSENT ' xr .�' ) AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: ATTESTED C� CONTACT: JULIE ENEA (925)335-1077 JOHN SW EP1,C E C OF THE BOARD O, UPERV3 RS AND COUNTY ADMINIST TOR CC: INTERNAL OPERATIONS COMMITTEE STAFF , COUNTY ADMINISTRATOR DEPUTY FINAL YEAR-END REPORT JANUARY 7, 2003 16 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 2 BACKGROUND: During 2002, 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 three Retirement Board vacancies, one Planning Commission vacancy, and two Resource Conservation District vacancies. 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. ENS Internal Security Plan. The IOC was asked to monitor the status of the Employment and Human Services Department's corrective action plan to prevent welfare fraud. Our Committee provided the Board of Supervisors with an update of the Department's progress on September 24, 2002. In recognition that the ENS 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 2003 IOC in October 2003. 2. Small Business Enterprise and Outreach Programs. The IOC reviewed the quarterly and annual reports, and provided guidance to County staff on policy issues related to the administration of the programs. We also requested the County Administrator to review the Outreach Program to see hour it could be streamlined and made more effective. We are reporting separately to the Board of Supervisors on this item today, and are encouraged by the recent outcomes. We recommend that the 2003 IOC continue to review these programs on a quarterly basis. 3. County Audit Program. The IOC reviewed the financial audit program of the Auditor- Controller proposed for 2003 and reported its recommendations to the Board on December 17, 2002. The IOC asked staff to work with the Auditor-Controller to develop a procedure to advise the Board through the IOC of deviations from the approved audit program. The County Administrator recommended that the formal program of management audits be suspended for 2003 due to workload constraints. The IOC concurred with that recommendation, but directed that the County Administrator discuss with the Board of Supervisors a plan to institute a formal internal management audit program beginning in 2004. We recommend that this item be referred to the 2003 IOC, 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 IOC received two status reports on the project, and the Board of Supervisors on December 17, 2002 accepted our status report and approved our recommendation that the Health Services Department and Project Coordinator report back to the IOC in April 2003. 5. Zero Emissions Vehicle Policy. Last year, the IOC worked with the General Services Department and County Administrator to evaluate California Air Resources Board (CARR) policy amendments and the possible incorporation of those amendments into County policy. On October 15, 2002, the Board of Supervisors accepted our report on the County's progress in meeting the ZEV goals and approved our recommendation that the General Services Department provide an update to the IOC during the second quarter of 2003. 6. 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 reviewed past performance under the ordinance with staff and recommended that the Board of Supervisors, on December 10, 2002, introduce amendments to the ordinance that would authorize the Environmental Health Director in addition to other County officials to impose fines; FINAL YEAR-END REPORT JANUARY 7, 2003 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 3 increase the amount of fines that may be imposed; and allow the ordinance to be applied to one-time violations as well as continuing violations. The Board of Supervisors adopted the amended ordinance on December 17, 2002. 7. Screen Nominations for County Representative to the SF Bay 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. The Council has still not yet been established. We, therefore, recommend that this item be removed as a referral to the IOC until further notice. 8. Animal Services Deoartment Response to Vicious Dog Complaints. The issue of the growing problem of vicious dogs and the need for tracking calls to Animal Services as well as educating the public about the importance of reporting loose dogs was referred to the Internal Operations Committee for study. The Committee received a comprehensive report with recommendations from the Animal Services Director, and this issue was, on July 9, 2002, referred to a new Ad Hoc Committee on Vicious Dog Complaints comprised of Supervisors DeSaulnier and Gioia. 9. Clarification of Role and Responsibilities of the Aviation Advisory Committee. On November 6, 2001, the Board referred to the IOC clarification of the role and responsibilities of the Aviation Advisory Committee (AAC) relative to the new Ad Hoc Airport Roundtable Committee. The IOC requested the County Administrator to conduct a survey of comparable jurisdictions with multiple airports'and suggest alternative models for community participation in airport issues for the IOC's and the AAC's consideration. Our Committee reviewed the alternative models suggested by the County Administrator and forwarded them to the AAC for comment. The AAC was unable to provide its comments this year, therefore, our Committee recommends that this item be referred to the 2003 IOC and that Supervisor DeSaulnier be invited to participate in the next hearing of this item. 10. Request for Proposals for New Community Alert Telephone System. On November 6, 2001, the Board of Supervisors referred to the Internal Operations Committee (IOC) the development of a request for proposals (RFP) for a new emergency telephone notification (ringdown) system similar to the current Community Alert Network (CAN) system. Our Committee oversaw the RFP process conducted by the Health Services Department, which resulted in our recommendation that the County retain the CAN system. On October 1, 2002, the Board accepted this recommendation and requested the Sheriff(OES to return to the IOC and Board of Supervisors within six months with an assessment of the system options and to pursue backup systems with other vendors in the event of a cancellation of the CAN system contract. 11. Administrative Costs of the Workforce Development Board. At its January 15, 2002 meeting, the Board of Supervisors, upon receiving the annual and supplemental reports of the Workforce Development Board (WDB), requested the Internal Operations Committee to review the WDB's administrative costs, estimated to be $1,263,800 for the 200112002 Program Year. On March 6, 2002, the Board of Supervisors accepted the IOC report and requested follow-up information from the WDB Executive Director, which it subsequently accepted. 12. Approach to the Federal Legislative Program. On January 22, 2002, the Board referred to the IOC a review of the 2003 Federal Legislative Platform prior to renewal of the contract with the County's federal lobbyist. The IOC is reporting to the Board separately today with our recommendations on the approach to the program for 2004. 13. Timelv Notification of Hazardous Materials Releases. On February 12, 2002, the Board of Supervisors referred to the Internal Operations Committee review of the policies and requirements for timely notification to the County of hazardous materials releases. Our Committee received testimony from County staff and refinery and CAER FINAL YEAR-END REPORT JANUARY 7, 200 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE4 Board representatives in March 2002 and decided to suspend further discussion on this matter until the proposed ISO amendments were decided. 14. Fines for Violations of CaIARP and the Industrial Safety Ordinance. On February 12, 2002, the Board of Supervisors referred to the Internal Operations Committee review of the potential to levy fines for violations of the ISO or the California Accidental Release Prevention Program (CalARP). Our Committee received testimony from County staff and refinery and CAER Board representatives in March 2002 and;decided to suspend further discussion on this matter until the proposed ISO amendments were decided. 15. Health Services Department Audit Reports. On February 12, 2002, the Board referred to the IOC and the Finance Committee the final Health Services Audit reports for evaluation and follow-up. Both committees independently reviewed the reports and decided to conduct a joint meeting on December 16 to focus on specific issues raised in the reports. Our Committee is reporting jointly with the Finance'Committee to the Board of Supervisors today on this issue, and is generally encouraged by the audit findings but recommend additional actions related to speck audit findings. We, therefore, recommend that this item be kept on joint referral to the 2003 IOC and Finance Committees. 16. Board Advisory Body Training and Certification Program. On February 12, 2002, the Board of Supervisors directed the Internal Operations Committee to work with the County Administrator, County Counsel, and Clerk of the Board of Supervisors to establish a process for the orientation and regular training of advisory body members and their support staff as to the legal requirements of the Better Government Ordinance, the Brown Act, and the Maddy Act. The Board also directed the County Administrator to report to the IOC on the status of efforts to establish and maintain an up-to-date Maddy Appointive List database, and to provide access to current Maddy Act advisory body information through the County's web page. In addition, Supervisor Uiikema asked staff to review the Ethics Orientation for State Officials videotape and assess the applicability and value of the tape for County use. On December 10, 2002, we reported that the training program and website were complete, and the Board of Supervisors approved our recommendation that training be conducted annually and the materials be updated at least every three years. 17. Retirement Board. Planning Commission. and CCCFPD Fire Advisory Commission Recruitments. In keeping with County policy, the IOC conducted a recruitment to fill three vacant Board of Supervisor representative seats on the Retirement Board, one vacant At Large seat on the County Planning Commission, and one vacant At Large seat on the CCCFPD Fire Advisory Commission. The Board of Supervisors subsequently approved all the IOC nominations with the exception of one for the Retirement Board, for which the Board instead decided to appoint Supervisor Gioia. 18. 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 of Supervisors. Our Committee met several times with General Services Department staff, and provided recommendations to the Board on January 8, 2002. The IOC reported again to the Board on October 15, 2002 with an update of the status of implementation of the consultant study recommendations on the Fleet Services Division. 14. Timely Notification of Work Stoppage Related to the Industrial Safety Ordinance. On February 12, 2002, the Board of Supervisors referred to the Internal Operations Committee review of the policies and requirements for managing change such as work stoppages at facilities using hazardous materials in relation to the Industrial Safety Ordinance. Our Committee received testimony from County staff and refinery and CAER Board representatives in March 2002 and decided to suspend further discussion on this matter until the proposed ISO amendments were decided 20. Policies for Notification of Affected Agencies Under the Industrial Safety Ordinance. FINAL YEAR-END REPORT JANUARY 7, 2003 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PACE 5 On March 12, 2002, the Board asked the IOC to work with the CAER Board to develop consistent policies for notification among affected agencies (including schools, nutrition centers, and hospitals) and the public of hazardous materials releases, to coordinate outreach and education efforts among affected agencies, and to identify alternatives for an "all clear" signal. Our Committee received testimony from County staff and refinery and CAER Board representatives in March 2002 and decided to suspend further discussion on this matter until the proposed ISO amendments were decided. 21. Coordination Between Emergency First Responders and the Building Inspection Department. At the Board of Supervisors meeting on May 21, 2002, during the Beard's consideration of a report from the County Administrator on responses to incidents in the unincorporated area that involved damage to structures in which people live or work, Louise Griffith, manager of Affordable Storage, made comments to the Board regarding a recent fire at the storage facility. In response to Ms. Griffith's comments, the Board directed the IOC to look into Ms. Griffith's concerns and determine what, if any, additional actions need to be taken to better coordinate emergency response services in the future. On June 25, 2002, the Board of Supervisors approved our recommendations for actions to be taken to better coordinate emergency first responders. 22. Food Stamp Error Reduction. On February 5, 2002, the Beard of Supervisors referred to the IOC a letter from the State Department of Health and Human Services appealing to the Board to make a strong commitment to improving California's overall performance in administering the Food Stamp Program, and the task of overseeing the development of a Corrective Action Plan to reduce the County's error rate. On June 25, 2002, the Board of Supervisors approved our recommendations on the Department's immediate and long-range plans and efforts to lower the County's error rate, and directed the Employment and Human Services Director to continue working with the County Welfare Directors' Association to seek from the federal government a waiver from quality control reviews during California's transition to the Electronic Benefits Transfers and the CaIWIN systems, and to report back to the internal Operations Committee in six months on the progress of efforts to reduce the County's error rate. Our Committee received a status report on this issue in December and we are reporting to the Board of Supervisors separately today with our recommendations. 23. Job Order Contracting Pilot Project. In November 2000, the Board authorized the Director of General Services to seek a qualified consultant to establish a JOC program for the County. Due to the complexity of the JOC and its relationship to the County's Outreach and SBE programs and other County policies, the Boardof Supervisors, on June 4, 2002, requested the IOC to review the JOC Program in more depth, and that Board of Supervisors members be invited to the IOC meeting to become more familiar with the Program and Gordian, the proposed vendor. On July 23, 2002, the Board of Supervisors approved our recommendations to execute a contract with The Gordian Group to implement the JOC Pilot Program. On December 17, 2002, the Board authorized a request for proposals for a job order contract in the amount of$1.5 million. 24. D.I.S.A.R.M. Program of Los Angeles County. On September 10, 2002, the Board of Supervisors referred to the Internal Operations Committee review of Los Angeles County Probation Department's D.I.S.A.R.M. Program to assess to what extent similar efforts are being made or can be made in this county. On November 12, 2002, the Board approved the IOC's recommendation to support the Probation Department's efforts to secure state funds to expand this important program. 25. Proposal to Create an Alternate Planning Commissioner Seat. On August 13, 2002, the Board of Supervisors referred to the IOC the issue of appointing an alternate to the Contra Costa County Planning Commission and directed the IOC to include in its discussion other possible solutions to problems that arise as a result of absences from the Contra Costa County Planning Commission. On October 15, 2002, the Board of FINAL,YEAREND REPORT JANUARY 7, 2003 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 6 Supervisors accepted our report and conclusion that there is no statutory authority for it to appoint alternates to the County Planning Commission. 26. AMBER Alert Network. On December 3, 2002, the Board of Supervisors made a standing referral to the IOC to receive an annual update from the Sheriff Coroner on the implementation and status of the AMBER Alert Network in this County. Our Committee recommends that these status reports begin in December 2003. 27. Warrant Service Unit Pilot Program. On December 97, 2002, the Board of Supervisors requested the Sheriff to make a report in six months to the IOC on the pilot program to reduce the number of outstanding felony warrants in this county, and directed the IOC to report back to the Board of Supervisors if it believes that program adjustments are warranted. In addition, we continue to be concerned about public access to meetings of Board advisory bodies, and recommend that that a review of standing meeting locations and facilities be referred to the 2003 IOC. FINAL YEAR-END REPORT JANUARY 7, 2003 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 7 ATTACHMENT A LIST OF REFERRALS TO BE REMOVED ♦ #6 Administrative Penalty Ordinance r #7 Screen Nominations for County Representative to the SF Bay Resource and Conservation Development Council ♦ #8 Animal Services Department Response to Vicious Dog Complaints ♦ #11 Administrative Costs of the Workforce Development Board ♦ #12 2004 Federal Legislative Platform ♦ #16 Board Advisory Body Training and Certification Program ♦ #18 County Fleet Maintenance Program ♦ #21 Coordination Between Emergency First Responders and the Building Inspection Department ♦ #23 Job Order Contracting Pilot Project ♦ #24 D.I.S.A.R.M. Program of Los Angeles County. ♦ #25 Proposal to Create an Alternate Planning Commissioner Seat FINAL YEAR-END REPORT JANUARY 7, 2003 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 8 ATTACHMENT B LIST OF ITEMS TO BE REFERRED TO THE 2003 INTERNAL OPERATIONS COMMITTEE ♦ #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. a #3 Review of the annual audit schedule. #4 Continued monitoring of the progress on implementing',a multi-language Community Alert Network. a #5 Annual review of Zero Emissions Vehicle Policy goals ♦ #9 Clarification of the Role and Responsibilities of the AAC ♦ #10 RFP for New Emergency Telephone Ringdown System r #13 Timely Notification of Hazardous Materials Releases #14 Fines for Violations of CalARP or ISO ♦ #15 Follow-up on Health Services audit recommendations ♦ #17 Retirement Board, Planning Commission, Fire Advisory Commission vacancies a #19 Timely notification of work stoppage under the ISO a #20 Policies for notification of affected agencies under the ISO ♦ #22 Follow-up report on the Food Stamp Error Rate ♦ #26 AMBER Alert Network t #27 Warrant Service Unit Pilot Program ♦ New Review of meeting locations for Board Advisory bodies