HomeMy WebLinkAboutMINUTES - 01062004 - C96 TO: BOARD OF SUPERVISORS Contra
FROM; INTERNAL OPERATIONS COMMITTEE Costa
MATE: DECEMBER 15, 2003 Court
SUBJECT: COUNTY ADMINISTRATOR'S 2004 MANAGEMENT AUDIT PLAN CIO
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. APPROVE program of management audits and policy reviews proposed by the County
Administrator for 2004.
2. DIRECT the County Administrator to analyze, and report to the 2004 Internal Operations
Committee in February 2004 on, the following recommendations of the Labor/
Management Cost Savings Task Force related to the Small Business Enterprise {SBE}
Program:
♦ Review the previously granted exceptions to the SBE Program to determine which
should be granted on an ongoing basis to relieve the administrative burden of having
to continuously apply for exceptions.
♦ Modify the SBE Program to allow departments to submit itemized reports of SBE
awards as opposed to individual award forms, which would eliminate a large workload
in the County Administrator's Office, as the forms themselves duplicate the
information provided by the department.
BACKGROUND:
On June 27, 2000, the Board of Supervisors reviewed the County's audit program and directed
that each December, the County Administrator and Auditor-Controller report to the Internal
Operations Committee on the proposed schedule of internal financial and management audits
for the following year, including those studies requested by the Board of Supervisors.
Q-
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CONTINUED ON ATTACHMENT: YES SIGNATURE: `` #
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—_,RECOMMENDATION OF COUNTY ADMINISTRATOR —RECOMMEND r N OF BOARD COMMITTEE
" APPROVE OTHER f
J •
SIGNATURE(S)t• i. . .., ✓ t.
. GAYLE-,:�X11. EMA, Chair FE OF A—L D.GLOVER
__----------- __.___..__. __ ______- _--__ --_-._------------
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ACTION OF BOARD ON JaMlary 6, APPROVE AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
X UNANIMOUS(ABSENT ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NOES: SHOWN.
ABSENT: ABSTAIN:
ATTESTED: JANUARY 6,2004
CONTACT: JULIE ENEA(925)335-1077 JOHN SWEETEN,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
CC. INTERNAL OPERATIONS COMMITTEE STAFF
COUNTY ADMINISTRATOR
BY I f" EPUTY
1
County of Contra Costa
OFFICE OF THE COUNTY ADMINISTRATOR
MEMORANDUM
DATE: December 11, 2003
TO: INTERNAL. OPERATIONS COMMITTEE
Supervisor Gayle B. Uilkema, Chair
Supervisor Federal D. Glover, Member
FROM: JOHN SWEETE
County Administ
SUBJECT: 2004 MANAGEMENT AUNT PROGRAM
Last year the normal management audit program was suspended due to the extensive
work underway on the Workers' Compensation Program, Regional Public Safety Radio
System and Outreach Program, combined with the increased workload associated with
the accelerated 2003/2004 budget schedules.
As you know, the reports on the Workers' Compensation and the Regional Public Safety
Radio System were completed and presented to the Board of Supervisors. Due to the
loss of the staff person assigned to the Outreach Program review, that project has now
been reassigned to another senior staff member. Recommendations for revising
outreach efficiency and effectiveness will be part of the 2004 Management Audit
Program. In addition, the use of County procurement and credit cards was reviewed by
my office and the Auditor-Controller, leading to a new internal policy of random analysis
by the internal audit staff in Ken Corcoran's office.
Our formal audit program for 2004 is grouped into two categories: management audits
and policy reviews. The following are proposed management audits:
1. Sick Leave Management Plan. Conduct a comprehensive analysis of employee
use, thresholds that determine if employees need assistance, and uniform strategies
for effective sick leave management.
2. Cell Phone Usage. Conduct study to determine current usage, number of service
contracts, reimbursement for personal calls, and uniform policy for issuance of cell
phones to County employees.
3. "Past Practices" vs. Memorandums of Understanding. Conduct a study to determine
any differences between language in key elements of MOUS and the actual
practices followed by departments in preparation for the next round of labor
negotiations.
4. Business Continuation Plans. Review the capacity of County departments to
maintain critical functions in the event of a crippling emergency.
Proposed policy reviews for 2004 will be in the following areas:
1. Administrative Bulletins. Review, redraft, and update to current practices any
bulletins found to be outdated or in need of modification.
2. Travel Policy. Comprehensive review of current policy, including analysis of
departmental practices.
3. Contract Policy Review. Research current practices of departments and establish
uniform policy that defines circumstances for which RFPs are required for contract
renewal.
4. Outreach Program Revision. Draft revised program to utilize the web to post
contracting opportunities; facilitate registration of vendors; allow interaction between
vendors and departments; and provide educational briefings to vendors and
community groups consistent with current Board policy.
5. Equitable Sitinq Guidelines for County Facilities in Cities. Develop guidelines and
rationale for city acknowledgement and acceptance of County facilities serving city
residents, including education programs for city managers, mayors and councils.
Finally, it should be noted that our staff will continue to work closely with the Auditor-
Controller on any other appropriate matters, involving internal controls and efficiency of
operations.
JSfamb
cc: Senior Staff
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