HomeMy WebLinkAboutMINUTES - 12192005 - C.74 TO: BOARD OF SUPERVISORS sE L `O� Contra
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FROM: 2005 INTERNAL OPERATIONS COMMITTEECosta
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DATE: December 19, 2005
S. C0UIS County
SUBJECT: FINAL YEAR-END REPORT ON ACCOMPLISHMENTS AND DISPOSITION OF
REMAINING REFERRALS TO THE INTERNAL OPERATIONS COMMITTEE
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SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION 7
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RECOMMENDATIONS:
1. ACKNOWLEDGE that the Board of Supervisors referred 16 issues to the Internal Operations
Committee (IOC) for its reviewl and consideration during 2005, in addition to the screening of
nominees for seats on selected i dvisory bodies.
2. FIND that the 2005 IOC made 20 reports on issues referred by the Board of Supervisors, and 32
separate recommendations for appointment of individuals to 91 Board advisory body seats,
including recruitment for four feats on the Retirement Board.
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 I NO SIGNATURE:
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_RECOMMENDATION OF COUNTY ADMI ISTRATOR +� 76FECOMMEND BOARD COMMITTEE
— PPROVE _OTHER
SIGNATURES i r
GAY B. UILK CH IR MARK DeSAULNIER
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ACTION OF BOARD ON APPROVE AS RECOMMENDED JC O R
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENTAND CORRECT COPY OF AN ACTION TAKEN
�y7/� 2i ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NOES: SHOWN.
ABSENT: ABSTAIN:
ATTESTED: JANUARY 17,2006
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 ' �.r��'!DEPUTY
J.
FINAL YEAR-END REPORT JANUARY 17,2006
2005 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 2
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4. REMOVE without taking an further action the referrals to the 2005 IOC listed on Attachment A.
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5. REFER to the 2006 IOC the items listed on Attachment B.
BACKGROUND:
During 2005,the Internal Operations Committee (IOC) reviewed nominations to those advisory bodies
for which the IOC has traditionally made recommendations to the Board of Supervisors for appointments
or reappointments, and recruited to fill vacancies on the Retirement Board. 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 IIOC was asked to monitor the status of the Employment and
Human Services (EHS) Department's corrective action plan to prevent welfare fraud. Our
Committee received a status report on the Department's internal security efforts this year on
December 5 and is reporting separately to the Board on this item today. 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 IOC in 2006 along with a
demonstration of the CaIWIN(California Works Information Network) system.
2. Small Business Enterprise (SBE) and Outreach Pro rg ams. 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 continue to be encouraged by the positive quarterly statistics. The County
Administrator's Office coordinated three regional outreach workshops to educate vendors about the
County's SBE and Outreach Programs and to encourage new businesses to compete for County
business opportunities. We wills shortly be forwarding to the Board recommendations for
recognizing the most successful and improved department performance under the programs. In
addition, we are evaluating a new Internet-based business opportunity outreach program. We
recommend that the 2006 IOC continue to review these programs on a semi-annual basis.
3. County Audit Pro . 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 IOC reviewed the County Administrator's and
Auditor-Controller's proposed programs of audits and oversight for 2006, and is reporting its
recommendations to the Board separately today. As the audit review is a standing referral, we
recommend that this item be referred to the 2006 IOC.
4. Multi-Language Capability of the Emergency Telephone Ringdown System. The IOC was asked to
monitor the status of the development and implementation of a multi-language emergency telephone
ringdown system. On September 13, the IOC made a status report to the Board on this referral and
the Board directed the Sheriffs Emergency Services Division to implement the public safety
messaging device solution by January 2006. In accordance with the implementation plan, it is
.FINAL YEAR-END REPORT JANUARY 17,2006
2005 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 3
recommended that this matter be retained on referral and that the Office of the Sheriff be directed to
make a status report to the IOC ink March 2006.
5. Advisory Body Recruitments. On December 12, 2000, the Board of Supervisors approved a policy
on the process for recruiting applicants for selected advisory bodies of the Board. This policy
requires an open recruitment for all vacancies to At Large seats appointed by the Board. The Board
also directed that the IOC personally conduct interviews of applicants for At Large seats on the
Contra Costa County Fire Protection District's Fire Advisory Commission, the County Planning
Commission and the Board appointees to the County Employees' Retirement Board.
On June 30, 2005, the terms for three Retirement Board members expired. The IOC recruited for
each of the vacancies and the Board of Supervisors made new appointments effective July 1, 2005.
In November, the Board also made an appointment to a new Alternate seat on the Retirement Board,
effective January 1, 2006.
In June 2006, one At Large seat vacancy is scheduled on each the County Planning Commission and
the Contra Costa County Fire Protection District's Fire Advisory Commission. Therefore, it is
recommended that recruitment t i fill these vacancies be established as a referral to the 2006 IOC.
6. Food Stamp 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. The IOC has been monitoring this problem on an annual basis and reported to
the Board on January 10, 2006 on the Employment and Human Services Department's success in
reducing the error rate. Since the IOC requested a follow-up report in May 2006, it is recommended
that this item be kept on referrallto the 2006 IOC.
7. Vehicle Replacement Policy. At the 2003/04 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 Fleet Services Manager conducted an
analysis of vehicle usage and made recommendations for the intra-County transfer of underutilized
vehicles, in accordance with County policy. The County Administrator's Office used that
information to develop the annual vehicle replacement list that, since 2003/04, has been used as a
planning tool during budget deliberations. The IOC also recommended modification to the vehicle
replacement policy, which were approved by the Board on September 13. It is recommended that
this matter be returned to the IOC in Spring 2006 in preparation for the 2006/07 budget deliberations.
8. Equipping Sheriff's Vehicles with Defibrillators. On December 9, 2003,the Board of Supervisors
referred to the Internal Operations Committee the study of equipping Sheriff's emergency response
vehicles with defibrillators. Thle 2004 and 2005 IOCs examined the health, legal liability, and
operational issues with the Health Services Department, Office of the Sheriff, and the County
Counsel, and determined that the County should equip some of the public and other facilities where
senior citizens congregate with defibrillators. The Health Services Department reported directly to
the Board of Supervisors on the distribution plan. It is, therefore, recommended that this item be
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.FINAL YEAR-END REPORT JANUARY 17,2006
2005 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 4
removed from the IOC referral list.
9. Lobbying Ordinance. On March 16, 2004,the Board of Supervisors referred to the IOC the matter of
developing an ordinance similar to that of the City and County of San Francisco that would require
individuals, groups or entities that lobby the Board of Supervisors to register with the County their
lobbying affiliations and regularly report their lobbying activities. The IOC invested significant
effort in crafting two draft ordinances for the Board's consideration. The Board rejected both draft
ordinances on August 9. Therefore, it is recommended that this item be removed from the IOC
referral list.
10. Local Vendor Preference. On August 10, 2004,the Board of Supervisors referred to Internal
Operations Committee the creation of a policy to grant a five percent preference to Contra Costa
County vendors on all sealed bids or proposals except with respect to those contracts which state law
requires to be granted to the lowest bidder, and review of an ordinance to be drafted by County
Counsel to enact this policy. The 2005 IOC proposed a new ordinance to the Board that would grant
a five percent preference to self-certified local vendors for purchases in excess of$25,000. This
ordinance was introduced on August 9 and adopted on September 13, 2005. The Board directed the
Purchasing Agent to provide a status report to the IOC,therefore, it is recommended that the status
report be referred to the 2006 IOC.
11. Citizenship Initiative to Promote Voter Turnout. On September 21, 2004, the Board of Supervisors
referred to the Internal Operation Committees the matter of establishing a VTO (voluntary time off
without pay) program for countyi employees who work the polls on Election Day in which 50% of
salary savings would be placed in a discreet county account to support a citizens initiative to increase
voter turnout. The 2005 IOC reviewed this proposal and recommended on September 13
implementation of such a program, which the Board approved. It is, therefore, recommended that
this item be removed from the IOC referral list.
12. Department ADA Self-Evaluation Questionnaires. On December 14, 2004, the Board of Supervisors
requested the IOC to review the County's Americans with Disabilities Act(ADA) Department Self-
Evaluation Questionnaires for Activities, Services, and Programs and provide the public with an
opportunity to comment on the questionnaires. The 2005 IOC reviewed the materials at a properly
noticed meeting on May 16, received no public comment, and had no recommended changes to the
questionnaires. It is,therefore, recommended that this item be removed from the IOC referral list.
13. Creation of an Ethics Commission and a Voluntary Fair Campaign Pledge. On December 14, 2004
and January 11, 2005, the Board of Supervisors referred to the IOC the concept of creating an Ethics
Commission to be advisory to the Board of Supervisors on all campaign-related ordinances, and a
Voluntary Fair Campaign Pledge for candidates and independent expenditure committees. On
August 9, the Board of Supervisors approved a Voluntary Fair Campaign Pledge for candidates and
independent expenditure committees, and pledge forms were provided to the Clerk-Recorder's
Office for subsequent elections!
The IOC's initial discussion of the creation of an Ethics Commission led it to conclude that the
creation of such a commission, with the attendant administrative and legal staff support costs, was
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.FINAL YEAR-END REPORT JANUARY 17,2006
200510 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 5
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not economically feasible in view I f the County's fiscal outlook. Therefore,the Board removed this
item from the Committee's list of referrals.
14. Board Chambers Security. On August 9, 2005, Supervisor Piepho raised concerns about security of
the Board Chambers while meetings are in progress. The Board of Supervisors asked the Internal
Operations Committee to review options and report back to the Board with recommendations to
improve the physical security of the Board Chambers. On October 11, the IOC recommended an
array of new security measures for the Board's consideration. The Board approved a plan to lock all
Chamber doors other than the lobby entrance, and to install controlled access locks on the certain
Administration Building and Chambers doors. It is,therefore, recommended that this item be
removed from the IOC referral list.
15. Automated Teller Machine in Pi e Street Lobby. On September 27, 2005, the Board of Supervisors
referred to the Internal Operations Committee the County Administrator's request to execute a
license agreement with the Contra Costa Federal Credit Union to install an automated teller machine
(ATM) in the lobby of the County Administration Building. On November 1, based upon new
information received by the County Administrator's Office,the Board approved installation of the
ATM in the telephone alcove of the Administration Building Lobby. It is,therefore, recommended
that this item be removed from the IOC referral list.
16. Lessons Learned in the Transition of County-Operated Programs to Private Industry. On June 28,
2005, the Board of Supervisors directed the County Administrator to report within six months to the
Internal Operations Committee on the process of the transition of County programs to private
entities, including any recommendations for improvement to the process for future transitions. On
December 19, the IOC received a report from the Health Services Department on what worked well
and what could be improved for future program transitions, should they be necessary, based upon the
recent transfer of the County-operated George Miller Centers to the Association for Retarded
Citizens. The IOC transmitted this report to the Board under separate cover today. Since no further
action is recommended on this matter,this item should be removed from the IOC referral list.
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FINAL YEAR-END REPORT JANUARY 17,2006
2005 10 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 6
ATTACHMENT A
LIST OF REFERRALS TO BE REMOVED
# 8 Equipping Sheriff's Vehicles with Defibrillators.
# 9 Lobbying Ordinance
# 11 Citizenship Initiative to Promote Voter Turnout
# 12 Department ADA Self-Evaluation Questionnaires.
# 13 Creation of an Ethics Commission and a Voluntary Fair Campaign Pledge
# 14 Board Chambers Security
# 15 Automated Teller Machine in Pine Street Lobby
# 16 Lessons Learned in the Transition of County-Operated Programs to Private Industry
FINAL YEAR-END REPORT JANUARY 17,2006
200510 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 7
ATTACHMENT B
LIST OF ITEMS TO BE REFERRED TO THE
2005 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 Planning and Fire Commission recruitments
# 6 Food stamp error reduction
# 7 replacement plan—review of annual Master Replacement List
# 10 Local Vendor Preference Program