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HomeMy WebLinkAboutMINUTES - 12142004 - C.28 TO: BOARD OF SUPERVISORS Contra FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTOR ; Caste DATE: December 14, 2004 County A& SUBJECT: Sanitation District#5, Citizen Advisory Committee Annual.Report eef-o SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: Accept the Contra Costa County Sanitation District#5,Port Costa Citizen's Advisory Committee's Annual Report for Fiscal Year 20013/2044 written by the Chairman of the Committee, as recommended by the Public Works Director. FISCAL IMPACT: There will be no fiscal impact to the County General Fund. MASONS FOR RECOMMENDATIONS AND BACKGROUND: The Board of Supervisors adopted Resolution No. 2002/377 on June 18, 2002, which defines a policy governing Appointments to Boards, Committees and Commissions. One of the responsibilities of the Advisory Bodies is to submit an Annual Report to the Board of Supervisors on its activities,accomplishments,membership attendance, required training/certification(if any), and proposed work plan or objectives for the following year. Continued on Attachment: SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE B.APPROVE C1 OTHER SIGNATURE(S): ACTION OF BOAA ON DECEMBER 14 3 2004 APPROVED AS O, COMMENDED OTHER VOTE OF SUPERVISORS I hereby certify that this is a true and correct copy of an action xx UNANIMOUS(ABSENT V 7 taken and entered on the minutes of the Board of Supervisors on AYES: NOES: the date shown. ABSENT: ABSTAIN: ED:lc:cmm:lad DECEMBER 14 2004 G:\GrpData\SpDist\Board Orders\2004\12-14-04 BO PortCosta.doc ATTESTED: r Orig.Div:Public works(Special Districts) J©I•IN SWEETEN,Clerk of the Board of Supervisors and County Contact: Eileen Doten(313-2253) Administrator cc: County Administrator Assessor Auditor-Controller Community Development By Deputy County Counsel hn 'fro SUBJECT: Sanitation District#5, Citizen Advisory Committee Annual Report DATE: December 14, 2004 PAGE: 2 of 2 CONSEQUENCES OF NEGATIVE ACTION: The Annual Report as written by the Citizen's Advisory Committee Chairman would not be accepted by the Board of Supervisors. - 1 - October 26 2004 Chairman' s annual report July 1 2003 - June 30, 2004. Citizen' s Advisory committee for Contra Costa County Sanitation District No. 5, Port Costa. This Committee meets on the third Thursday every other month commencing annually with January, at 730PM in the recreation room of the Port Costa Conservation Society Community Center located at No 1 Plaza Del Hambre in Port Costa, California. Other meetings may be called by the chairman as needed, by County staff or upon the request of committee members. Committee chairman during this reporting period was Frank Jurik. Staff person during this reporting period was Lisa Carnahan, Special Districts Planner. This committee worked closely with staff on numerous projects during this reporting period, including budget, review of sanitary collection systems, sand filter beds, effluent treatment system and emergency power generator. Also worked with staff to coordinate operating contract term for Sanitary District No. 5 to coincide with Stonehurst operating contract so both could be put out to bid together. Three members of the committee attended a seminar relating to the Brown Act and the county' s rules and regulations concerning advisory committees and boards. Due to the poor condition of most of this Districts collector main lines, we had numerous line clogging and had to make several rather expensive repairs including one on Erskine street and one in vicinity of #47 Canyon Lake Drive. With this expense, the District had little financial ability to do much of anything else other than operating the treatment facility. We did replace approximately 200 feet of main in the vicinity of #5 Reservoir street and also install a much needed manhole at that location. Repair and replacement of sand at the sand filter beds upgrading our effluent treatment facility, installing redundancy pumps, installing emergency power generator and other collector system upgrades that had been planned had to be put on hold for lack of funding. 2 _ Chairman' s annual report July 1 2003 - June 30, 2004 (Continued This committee consists of seven ( 7) members appointed by the County Board of Supervisors. During this entire reporting period there have been two vacancies, mainly due to no one applying. Fortunately the five members are concientious and make every effort to attend meetings . Of the six scheduled meetings we failed to have a Quorum (four members present) only once. All Committee members are resident home owners within the District and are quite serious at keeping the district operating efficeintly at a reasonable expense. Our Committee consists of a mid-grade school teacher, a P G & F Inspector/Supervisor, a supervisor of an auto racing engine rebuilding facility, a supervisor in Centra Costa County' s drug and alcohol rehabilitation department and a retired railroad freight agent. (A new member appointed after this reporting period is an inde- pendent contractor/fireman. ) Three members attended a seminar on the Brown Act and County' s rules and regulations concerning advisory committees and boards. No other training or certification was provided or required. Our work plan for the period beginning July 1 2004 through June 30, 2005 continues to include working with staff on upgrading the effluent treatment facility, repair of 2 of the 4 sand filter beds, replacement of filtration sand in all 4 sand filter beds, install redundancy pumps and emergency generator and upgrade part of the collector system main lines . Respectfully submitted this 26th day of October, 2004 . /rankJurik, Cha ' rmr Citi-gens Advisory committee for Coo Costa County Sanitation District #5. THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Resolution on June 18,2002 by the following vote: AYES: 4 NOES: ABSENT. ABSTAIN. l'asolution,o.20021377 Subject: In the Matter of Adopting Policy } Governing Appointments to } Boards, Committees,and Commissions } WHEREAS,the Board of Supervisors wishes to encourage participation:of interested citizens in the course of decisions affecting this County;and WHEREAS a broad representation of existing concerns and views is desired;and WHEREAS the Board of Supervisors, from time to time, finds the appointment of boards, commissions, or committees to be of value in promoting citizen participation; NOW,THEREFORE, BE IT RESOLVED that the following procedures governing the formation of,and appointments to, boards,commissions,and committees are adopted: 1. APPOINTMENT PROCEDURE A In accordance with the Maddy Local Appointive List Act of 1975 (Government Code Section 54970 at seq.),the Board of Supervisors(hereinafter the "Board")shall prepare and make avallable at the office of the Clark of the Board, annually by December 31, a list of all regular and ongoing boards, commissions, and commiittees,(hereinafter"advisory bodies")that have members appointed by the Board. Such list shall contain(a) a fist of all appointive terms that will expire during the next calendar year,with the name of the incumbent appointee,the date of appointment,the date the terra expires,and the necessary qualifications for the positions; (b)a list of all advisory bodies whose members service at the pleasure of the legislative body, and the necessary qualifications for each position; (c) a list of all appointments of public members and alternate public members made to the Local Agency Formation Commission pursuant to Government Code section 54780,54781,54782.5,and 54782.7. B. Unscheduled vacancies shall be reported immediately to the Board as a duty of the Chairperson of each advisory body. A special notice shall be listed on the Board calendar and shall be posted by the Clerk of the Board within 20 days after the vacancy occurs. Final determination shall not be made by the Board for a minimum of ten working days after posting of the notice. If the Board finds an emergency exists, it may fill the unscheduled vacancy immediately,but the appointee shall only serve on an acting basis until final appointment is made pursuant to this section. C. Except for committees comprising County staff members, all advisory body members that are appointed by the Board shall have specific terms of appointment as prescribed by statute or as fixed by the Board. Unless otherwise specified,appointees shall serve four-year terms. All terms should be staggered to limit the number of scheduled vacancies at any one time. D. All Board appointees to advisory bodies serve at the pleasure of the Board and may have their appointments rescinded by a majority vote of the Board, Beard Advisory Body Procedures Resolution No.2007J377 Page 2 June 16,2002 provided that such action is consistent with conditions imposed by law. The Board shall comply with all mandated eligibility requirements. Where permitted by law, special qualifications may be imposed for specific boards.All appointees must reside or work in the County. All appointees must be electors of this County or the district if required by state law. if any eligibility requirement is not maintained,the Board shall immediately terminate the appointment upon notification by the advisory body chair. F. The Board shall strive to maintain an an, economic,and geographic balance to the membership of advisory boards, committees, and commissions. G. A press release shall be utilized to announce vacancies. Interested persons shall apply in writing to the Cleric of the Board for all vacancies. H. The Board recognizes four distinct types of seats on advisory boards, committees,and commissions. These are: Type 1: Supervisorial District Acstzointments The nomination is made by an individual Supervisor for full Board action. Type 2' At Larne Appointments with relative) few, if any. restrictions Application is made to the Clerk of the Board,and the intemal Operations Committee nominates an individual for full Board action after giving the affected advisory body an opportunity to screen, Interview, and rank the applicants, and make Its nomination(s)to the Committee. Type 3• At Large Aar7ointments with spectfic qualifications Application is made to the Clerk of the Board. Staff to the affected board or commission shall review all applications to eliminate clearly ineligible candidates. The Internal Operations Committee will nominate an individual for full Board action after giving the affected advisory body an opportunity to screen, interview, and rank the eligible applicants,and make its nominations)to the Committee. Tvoe 4 r►ointments where the Board has delelaated nominating authority to another iurisdiction or where an individual serves as ex-officio. Applications are forwarded to the nominating jurisdiction and that jurisdiction's nomination is retumed to the Clerk of the Board to list on the Board's agenda for action. In cases where an individual serves ex-officio, no application or appointment is necessary and vacancies need not be publicly announced. Each advisory body shall recommend to the Board in which group each of its seats should be placed. The Board's decision will determine the application and selection process. The temis ofTypel appointments shall expire, if possible,within six months after the term of office of the nominating supervisor expires. I. A screening committee may be selected to assist the Board, or a member of the Board, in the interview and selection of applicants for appointment. Membership subcommittees of advisory bodies may serve this purpose. J. Each advisory body may advise the Board of Supervisors of any current, special membership needs, especially relating to specific representation or qualifications. K. Except where federal, State,or County statutes or regulations dictate otherwise,the following should generally not be considered for membership on advisory bodies: Board Advisory Body Procedures Resolution No.20=377 Page 3 June 48,2002 t Membership by more than one member of a family serving simultaneously on the same advisory body; ♦ Where a person's occupation or property ownership may require repeated abstentions because of potential conflicts of interest The Board of Supervisors may waive these criteria in exceptional circumstances. L. Applicants not selected for a given advisory body should be invited by the advisory body to attend its meetings, and should be encouraged to apply for membership on other advisory bodies in their areas of interest. A letter is to .be sent to each applicant not selected giving the dates,times, and location of the meetings of the advisory body for which they applied and thanking them for their application. 11. RESPONBILITIES RELATED TO ADVISORY BODIES A. Each advisory body= ♦ shall have specifically defined objectives; + shall elect a chairperson and notify the Clerk of the Board of said selection; ♦ shall establish regularly scheduled meeting fires and inform the Clerk of the Board of such schedule; ♦ subject to limitations resulting from statutory requirements, may adopt a set of operating rules addressing quorum requlrernents,attendance requirements for continuing membership,the election of officers, and the establishment of subcommittees comprising current members of the advisory body. Other operating rules shall be approved by the Board of Supervisors. ♦ shall keep necessary records and submit an annual report, in accordance with the report format and time schedule set forth in Section IV of this resolution;` ♦ shall be governed by the Brown Act and the County's Better Government Ordinance; ♦ shall have the right, upon approval of the Board of Supervisors,to appoint altemates to its members. Approval will be based on a demonstrated need for alternates and satisfaction that alternates will improve the functioning of the group,and that It is authorized by law. III. FORMATION OF ADVISORY BODIES A. The Board of Supervisors may form an advisory body for purposes of rendering advice or recommendations to the Board on issues of importance. The Board may also form such a body where enabled by State legislation for purposes of delegation of duties. The Board of Supervisors,when forming such an advisory body,shall set a termination date for it In the absence of positive action by the Board of Supervisors to continue an advisory body, it will terminate on the date specified. Board Advisory Body Procedures Resolution No.20021377 Page 4 dune 111,2002 B. Membership of advisory bodies shall be representative of the subject concern in the County, but limited to a number that can work efficiently together. C. At the time of an advisory body's creation,the Board shall determine whether or not an advisory body shall adopt a conflict code. D. The Board of Supervisors shall review a three (3)year intervals beginning in 2002 each advisory body whose existence is not mandated by State or federal law or regulation for justification of its continuation. IV. ANNUAL REPORT Each regular and ongoing board,commission, or committee shall annually report to the Board of Supervisors on its activities, accomplishments, membership attendance, required training/certification(if any), and proposed work plan or objectives for the following year,on the second Tuesday in December. Annual reports shall follow the following format and shall not exceed two typewritten pages: Advisory Body Name: Advisory Body Meeting Time/Location: Chair(during the reporting period): Staffperson(during the reporting period): Reporting Period: 1. Activities (1/2 page) Describe your activities for the past year, including areas of study/work,special events or collaborations,etc. It. Accomplishments (1/2 page) Describe your accomplishments for the past year, particularly in reference to your work plan and objectives Ill. Attendance/Representation (1/4 page) Describe your membership in terms of seat vacancies,diversity, level of participation, and frequency of achieving a quorum at meetings. IV. Training/Certification (1/4 page) Describe any training that was provided/conducted and/or any certifications received either as a requirement or on an elective basis by committee members. V. Proposed Work Plan/Obiectiyes for Next Year (1/2 page) Describe your work plan, including specific objectives to be achieved for the following year. I hareby car*that itriz is a hue and=ad xgy of an action bim and antened on the minutes of the Board of suWv;tom an the date shmm: ATTESTED:Jur*it,200 JOHN SWEETEN, Cyerk of the Board of supermors and CourttyAdtnrrdahator Hy t Deputy