HomeMy WebLinkAboutMINUTES - 01202004 - C45 TO: BOARD OF SUPERVISORS - Contra
FROM: 2003 INTERNAL OPERATIONS COMMITTEE rw Costa ,
DATE: January 20, 2004 .. - "*o u n t
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 25 issues to the Internal
Operations Committee (IOC) for its review and consideration during 2003, in addition to
the screening of nominees for seats on selected advisory bodies.
2. FIND that the 2003 IOC made 27 reports on issues referred by the Board of Supervisors,
and 45 reports recommending individuals for appointment to 125 Board advisory body
seats.
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.
CONTINUED ON ATTACHMENT: ®YES 0 NO _ SIGNATURE:
---------------------------------_----_--------_-------
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMME� N OF BOARD COM
APPROVE OTHER
le 11
SIGNATURE(S): ��+►iR..-s- ''J•'",/>
AYL . Ui K , C .-
AfR FEDERAL D. GLOVER
__.._-------_a-_----------------------.-__. ________-------- ---_.�_.____-- --------------------
ACTION OF BOARD ON J& p4M 20, 2004 APPROVE AS RECO MENDED OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
X UNANIMOUS(ABSENT None } AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NOES: SHOWN.
ABSENT: ABSTAIN:
ATTESTED: JANUARY 20,2004
CONTACT= JULIE ENEA (925)335-3077
JOHN SWEETEN,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
CC: INTERNAL OPERATIONS COMMITTEE STAFF
COUNTY ADMINISTRATOR
# r
J' L�4�eDEPUTY
FINIAL.YEAR-END REPORT JANUARY 20, 2004
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 2
4. REMOVE without taking any further action the referrals to the 2003 lC7c listed on
Attachment A.
5. REFER to the 2004lOc the items listed on Attachment B.
BACKGROUND:
During 2003, the Internal Operations Committee (loc) reviewed nominations to those advisory
bodies for which the loo has traditionally made recommendations to the Board of Supervisors
for appointments or reappointments, and conducted an interview for the Housing Authority
Board of Commissioners 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
loc to focus more of its time on the following subjects:
1. EHS Intemal Security Flan. The loc 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 October 20, 2003. 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 2004
loo in March 2004.
2. Small Business Enterprise and Outreach Programs. The loc 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 how it could be streamlined and made more
effective. We continue to be encouraged by the recent outcomes. We reported to the
Board of Supervisors on this item on January 6, 2004 with recommendations for
recognizing the most successful and improved department performance. We
recommend that the 2004 loc continue to review these programs on a quarterly basis.
3. County Audit Proetram. In 2000, the Board of Supervisors directed that the Internal
Operations Committee review each December the annual schedule of audits proposed
by the County Administrator and the Auditor-Controller. The loo reviewed' the County
Administrator's proposed program of management audits for 2004 and reported its
recommendations to the Board on January 6, 2004. We are reporting on the Auditor-
Controller's proposed schedule of financial audits in a separate report today. As the
audit review is a standing referral, we recommend that this item be referred to the 2004
loo.
4. Multi-Lan ua e Ca2ability gf the Emgrgena Telephone lain down S stem. The loc
was asked to monitor the status of the development and implementation'of a multi-
language emergency telephone ringdown system. The loc made two status reports to
FINAL.YEAR-END REPORT JANUARY 20, 2€04
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 3
the Board on this issue, one on June 10 and one on December 2, 2003. The IOC is
currently monitoring preliminary tests of a public safety messaging device capable of
delivering messages in any language. The devices are currently being installed in test
homes and the test is scheduled for February 4. The IOC recommends that this item
be referred to the 2004 IOC for continuing oversight.
5. Zero Emissions Vehicle Policy. In 2001, the IOC worked with the General Services
Department and County Administrator to evaluate California Air Resources Board
(CARE) policy amendments and the possible incorporation of those amendments into
County policy. The Board asked the IOC to monitor annual performance under the
County's low emission vehicle policy. The IOC reported to the Board on the County's
performance on August 5, 2003. The IOC recommends that continued monitoring of
County performance under this policy be referred to the 2004 IOC.
6. New Model for Civic Participation in Count)r Airport Issues. On November 6, 2001, the
Board referred to the IOC clarification of the rote 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 IOC reported out to the Board of
Supervisors on May 13, 2003 with recommendations for reconstituting the AAC and
redefining its mission. It is recommended that this item be removed from the 1'OC's
referral list.
7. Sheriff RFP for Emergency Telephone Notification (Ringdown)Services. On
November 6, 2001, the Board of Supervisors referred to the Internal Operations
Committee (IOC) the development of a request for proposal's (RFP;) for a new
emergency telephone notification (ringdown) system similar to the current Community
Alert Network (CAN) system. The 2002 IOC oversaw the RFP process conducted by
the Health Services Department, which resulted in a 2002 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. The Sheriff decided to conduct its own RFP based upon different
requirements and, after a lengthy evaluation process overseen by the 2003 IOC and
the Board of Supervisors, the Board decided to change vendors and award a contract
to Dialogic Communications, Inc. It is, therefore, recommended that this item be
removed from the IOC referral list.
8. Timely 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-ENC! REPORT" JANUARY 20, 2004
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 4
Board representatives in March 2002 and decided to suspend further discussion on
this matter until the proposed ISO amendments were decided. The IOC recommends
that this item be removed from the IOC referral list.
9. 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>s
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.
The IOC recommends that this item be removed from the IOC referral list.
10. Health Servics Department Audit Reoorts. 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, 2002 to focus on specific issues
raised in the reports. The 2002 IOC reportedjointly with the Finance Committee to the
Board of Supervisors in January 2003 and kept the item on referral to follow-up on
specific recommendations approved' by the Board. The Health Services Department
reported directly to the Board of Supervisors on the implementation of the audit
recommendations. Therefore, it is recommended that this item be removed from the
iOC's referral list.
11. Advisory Body Recruitments, There were no vacancies requiring recruitment by the
IOC in 2003. In June 2004, one scheduled vacancy will occur on the Retirement
Board, the Planning Commission, and the Contra Costa Fire Protection District Fire
Advisory Commission. Therefore, it is recommended that this item be established as a
referral to the 2004 IOC.
12. 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. The IOC
recommends that this item be removed from the IOC referral list.
13. Policies for Notification of Affected Agencies Under the Industrial Safety Ordinance. 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.
FINAL YEAR-END REPORT JANUARY 20, 2004
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 5
Discussions were resumed this year with the Health Services Department, which is in
the process of identifying agencies where large numbers of the public gather and
identify which of those agencies are currently in the notification chain. The IOC
recommends that the 2004 IOC keep this issue on referral for continuing oversight.
14. Food Stamo Error Reduction. On February 5, 2002, the Board 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. Our
Committee has been monitoring this situation and made a status report to the board on
October 28, 2003 at which the Board directed the Employment and Human Services
Director to report back to the Internal Operations Committee in March 2044 to address:
(1)the Federal, State, and County food stamp error rate for federal fiscal year ending
September aft, 2003; (2) strategies employed to avoid the June "spike"trend in food
stamp issuance errors; (3) any software or technological tools to which one-time
reinvestment funds might be applied to provide sustained effort in promoting error-free
food stamp issuance; and (4) guidance on 2004/05 budget planning related to
sustaining the strategies employed to reduced food stamp eligibility and issuance
errors. It is, therefore, recommended that this item be kept on referral to the 2004 IOC.
15. AMBER Alert Network. On December 3, 2002, the Board of Supervisors made a
standing referral to the IOC to receive an annual update, beginning in December 2003,
from the Sheriff Coroner on the implementation and status of the AMBER Alert
Network in this County. Our Committee received a report from the Sheriff in December
and has asked the Sheriff to repeat that report at today's meeting of the Board. As the
AMBER Alert appears to be working properly and experiencing no,significant problems,
the IOC recommends that this item be removed from the IOC referral list.
16. VVarrant Service Unit Pilot Program. On December 17, 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. The 2003 IOC monitored the pilot program throughout the year and made
two status reports to the Board of Supervisors: one on July 15 and one on December
16, 2003. Can December 16, the Board requested the Sheriff to make another status
report to the JOC in December 2004; therefore, it is recommended that this item be
kept on referral to the IOC.
17. Designation of District Seats on the Advisory Council on Domestic Violence. The
Advisory Council for Domestic Violence (AC3AD)was transferred from the leadership of
the Superior Court and reconstituted as an advisory body to the Board of Supervisors
on January 28, 2003. The Board of Supervisors, on January 28, requested the Internal
Operations Committee to consider and make recommendations on whether five of the
ACAD seats should be designated as "At Large" seats, as proposed by staff, or as
"District" seats. The IOC recommended, in February, and the Board approved,
FINAL YEAR-END REPORT JANUARY 20, 2004
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 6
redesignating the five At Large seats on the Advisory Council for Domestic Violence as
District-specific seats, the appointees for which will be nominated to the Board of
Supervisors by each County Supervisor. It is, therefore, recommended that this item
be removed from the IOC's referral list.
18. Animal Services Study with the City of Antioch. On February 11, 2003, the Board of
Supervisors referred to the Internal Operations Committee oversight of a joint study
between the County and the City of Antioch of the delivery of animal services. This
study did' not proceed, therefore, it is recommended that this item be removed from the
IOC referral' list.
19. Mobile Home AdvisoryCommittee Configuration. In February and March 2003, various
County officials received letters from individuals requesting the resignation of an At
Large member of the Mobile Home Advisory Committee (MHAC) member due to an
alleged conflict of interest. The Board of Supervisors referred the letters to the IOC for
review and resolution. The IOC reported to the Board of Supervisors on July 15, 2003
finding no such conflict of interest, and recommending the addition of two seats to
represent District Ill, and changes to the quorum requirements, which the Board
approved. It is, therefore, recommended that this item be removed from the IOC's
referral list.
20. Development of an Ordinance Reguiring Recycling of Demolition Debris. On March 25,
2003, the Board of Supervisors referred to the internal Operations Committee the
development of an ordinance requiring the recycling of construction and demolition
debris that would apply recycling requirements on the construction of all new
structures, and on the demolition and renovation of existing structures in the public and
private sectors of the unincorporated County. The IOC continues to identify the legal
constraints within which a County ordinance may be effected. As the draft ordinance is
still under development, it is recommended that this item be kept on referral to the
2004 IOC.
21. Public Access to Pt. Edith Wildlife Reserve throuah Tesoro Refine Due to
heightened security since the September 11, 2001 terrorist attack, public access to
Waterfront Road, which runs through the Tesoro Refinery, presents security concerns.
Supervisor Uilkema, in the context of appointments to the Fish & Wildlife Committee,
requested that officials from County Hazardous Materials Program, County Counsel,
Office of Emergency Services, Community Development, State Department of Fish &
Game, and Tesoro Refinery be invited to discuss the issue with the Internal Operations
Committee. A series of meetings were held throughout the year and it was determined
that security on the portion of Waterfront Road that runs through the Tesoro Refinery is
the responsibility of Tesoro Refining Company, but that other law enforcement and
regulatory agencies could'provide assistance in that regard. Our Committee will report
separately to the Board on January 27 with recommendations for educating the public
about security issues and deterring security breaches on the access road. It is
recommended, therefore, that this item be removed from the IOC referral list.
FINAL YEAR-END REPORT JANUARY 20, 2004
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PACE 7
22. Hazardous Materials Commission Bylaws Amendment. On June 3, 2003, the Board of
Supervisors referred to the IOC a review of changes proposed by the Hazardous
Materials Commission to its by-laws pertaining specifically to the number of affirmative
votes requiredto forward recommendations to the Board of Supervisors. The current
quorum requirement for the Commission is 7, assuming all 13 seats are filled.
However, the quorum requirement may be less than 7, depending',upon the number of
vacancies at any given time. The current number of affirmative votes required to send
a recommendation to the Board of Supervisors is 8 (a super majority), regardless of the
number of vacancies or quorum requirement. The Commission requested that the by-
laws be amended to make the number of affirmative votes required to send a
recommendation to the Board equal to the current quorum requirement. The IOC
recommended to the Board on duly 15, 2003, and the Board approved,'amendments to
the Hazardous Materials Commission by-laws to make the quorum requirement and
the number of affirmative votes required to make final recommendations to the Board
of Supervisors equal to a majority of the authorized seats. It is recommended,
therefore, that this item be removed' from the IOC referral list.
23. Vehicle ReclaceMent Policy. At the 2003104 Budget Hearings, the Board of
Supervisors requested the Internal Operations Committee to revisit the County's
vehicle replacement policy in light of what appeared to be a high frequency in vehicle
purchases. The IOC met with the Fleet Services Manager and requested that an
analysis be conducted of vehicle usage and recommendations, if any, for the intra-
County transfer of underutilized vehicles, in accordance with County policy. The
Committee asked for a report from the Fleet Services Manager in February 2004;
therefore, it is recommended that this item be referred to the 20041OC.
24. Hazardous Materials Ombudsman Program. On November 4, 2003, the Board of
Supervisors directed the Hazardous Materials Ombudsman to report to the Internal
Operations Committee on December 15, 2003 on efforts to maintain community
outreach regarding hazardous materials issues in those communities most impacted by
local refineries and to establish and sustain a dialog with those communities on the
possible usage of Supplemental Environmental Project (SEP) funds. The Internal
Operations Committee Chair agreed to postpone this report until January 12, 2004.
The IOC is reporting to the Board separately today on this referral, and recommends
that this item be referred to the 2004 IOC for continuing oversight.
25. Eguippinq Sheriff's Vehicles with Defibrillators. On December 3, 2003, the Board of
Supervisors referred to the Internal Operations Committee the study of equipping
Sheriff's emergency response vehicles with defibrillators. As the referral was made
late in the year, the IOC did not have the opportunity to initiate discussions. Therefore,
it is recommended that this item be referred to the 2004 IOC.
FINAL YEAR-END REPORT .JANUARY 20, 2004
10 COMMITTEE SUMMARY AND RECOMMENDATION'S PAGE 8
ATTACHMENT A
LIST OF REFERRALS TO BE REMOVED
#6 Clarification of the role and responsibilities of the Aviation Advisory
Committee/new model for civic participation in airport issues
#7 Sheriffs review of the Emergency Telephone Ringdown System
#8 Timely notification of hazardous materials releases
#9 Fines for violations of CaIARP and the Industrial Safety Ordinance
#10 Follow-up on Health Services Department audit recommendations{joint
referral with the Finance Committee)
##12 Timely notification of work stoppages under the Industrial Safety
Ordinance
#15 Implementation of the AMBER Alert Network
#17 Definition for general public seats on the Advisory Council on domestic
Violence
#18 Animal services study with the City of Antioch
#19 Mobile Horne Advisory Committee configuration, powers, and bylaws
#21 Security implications of the public access road to Pt. Edith wildlife area
through the Tesoro Refinery
#22 Hazardous Materials Commission bylaws and quorum requirements
FINAL YEAR-END REPORT JANUARY 20, 2004
10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE a
ATTACHMENT B
LIST OF ITEMS TO BE REFERRED TO THE
2004 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
#3 Review of the annual audit schedule
#4 Continued monitoring of the progress on implementing a multi-language
emergency telephone notification system
#5 Annual review of Zero Emissions Vehicle Policy goals
#11 Advisory Body recruitments
#13 Policies for notifying affected agencies of hazardous materials releases
#14 Food stamp error reduction
#16 Warrant Service Unit Pilot Program
#20 Development of an ordinance requiring the recycling of demolition debris
#23 Vehicle replacement policy/ recommendations on low-use vehicles
#24 Hazardous Materials Ombudsman Program
#25 Equipping Sheriff's vehicles with defibrillators