HomeMy WebLinkAboutMINUTES - 01182005 - C69 S E �� O
TO: BOARD OF SUPERVISORS " •''••-� Contra
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FROM: 2004 INTERNAL OPERATIONS COMMITTEE -yCosta
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TE: December 20, 2004
County
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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 20 issues to the Internal
Operations Committee (IOC) for its review and consideration during 2004, in addition to
the screening of nominees for seats on selected advisory bodies.
2. FIND that the 2004 IOC made 19 reports on issues referred by the Board of Supervisors,
and 42 reports recommending individuals for appointment to 105 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
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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 ❑NO SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMEND IM N OF BOARD COMMITTEE
PROVE OTHER
SIGNATURE( '� ~ C
G,O&LE B. UIL MA, CHAIR MARK eSAULNIER
ACTION OF BOARD O APPROVE AS RECOMMENDED 0/11 R
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
UNANIMOUS(ABSENT ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NOES: SHOWN.
ABSENT: ABSTAIN:
CONTACT: JULIE ENEA (925)335-1077 ATTESTED: JANUARY 18,2005
JOHN SWEETEN,CLERK OF THE BOARD OF
CC: INTERNAL OPERATIONS COMMITTEE STAFF SUPERVISORS AND COUNTY ADMINISTRATOR
COUNTY ADMINISTRATOR
R
BYDEPUTY
FINAL YEAR-END REPORT JANUARY 18, 2005
200410 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 2
4. REMOVE without taking any further action the referrals to the 2004 IOC listed on
Attachment A.
5. REFER to the 2005 IOC the items listed on Attachment B.
BACKGROUND:
During 2004, 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 conducted recruitment for vacancies on the
Retirement Board, County Planning Commission, Contra Costa County Fire Protection District
Advisory Commission, and the Resource Conservation District. 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 IOC was asked to monitor the status of the Employment
and Human Services 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 6 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 November 2005 along with a demonstration of the CaIWIN system.
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 continue to be encouraged by the positive quarterly
statistics. We have paid particular attention this year to the number of contract
amendments and renewals and the reasons therefore. We also requested the Affirmative
Action Officer to conduct additional outreach to West County chambers of commerce to
encourage more representation of West County businesses in the SBE directory. We
reported to the Board of Supervisors on this referral in June and September 2004 with and
will be forwarding recommendations for recognizing the most successful and improved
department performance. We recommend that the 2005 IOC continue to review these
programs on a quarterly basis.
3. County Audit Program. 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 proposed program of management audits for 2005 and is reporting its
recommendations to the Board separately today. Consideration of the Auditor-Controller's
audit schedule will be postponed until February 7, 2005. As the audit review is a standing
referral, we recommend that this item be referred to the 2005 IOC.
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FINAL YEAR-END REPORT JANUARY 18, 2006
200410 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 3
4. Multi-Language Car)abilily of the Emergency Telephone Ringdown System. The loc was
asked to monitor the status of the development and implementation of a multi-language
emergency telephone ringdown system. The loc is continues to monitor tests of a public
safety messaging device capable of delivering messages in any language. The Sheriffs
Emergency Services Division is scheduled to make a status report to the loc in February
2005, therefore, it is recommended that this matter be kept on referral to the loc.
5. Retirement Board Attendance. During the April-June 2004 recruitment for Retirement
Board candidates, the loc focused its attention on the attendance records of current
Board of Supervisors appointees to the Retirement Board. The loc asked the Retirement
Administrator to provide monthly attendance reports, which the loc monitored and
reported out to the Board of Supervisors. The Board adopted in its 2005 legislative
program the goal of establishing alternates for the Retirement Board seats to which it
makes appointments. In recognition of the importance of County representation at
Retirement Board meetings, it is recommended that this matter be kept on referral to the
loc.
6. Adviso!y BodyRecruitments. On December 12, 2000, the Board of Supervisors approved
apolicy 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 loc 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, 2004, the terms for one Fire Advisory Commissioner, one Planning
Commissioner and one Retirement Board member expired. The loc recruited for each of
the vacancies and the Board of Supervisors made new appointments effective July 1,
2004. In June 2005, three vacancies are scheduled to occur on the Retirement Board.
Therefore, it is recommended that this item be established as a referral to the 2005 loc.
7. Policies for Notification of Affected Agencies Under the Industrial Safety Ordinance. On
March 12, 2002, the Board asked the loc 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
stall clear" signal. No action was taken on this referral in 2004 and it is recommended that
this item be removed from the loc's referral list.
8. Food Stamp Error Reduction. On February 5, 2002, the Board of Supervisors referred to
the loc 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 loc has been monitoring this
problem on an annual basis and, as a result of corrective strategies implemented by the
Department, the County's estimated food stamp error rate for FFY 2004 will be
FINAL YEAR-END REPORT JANUARY 18, 2005
200410 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 4
approximately 1.83% (based on data through August 2004), a 87% improvement over the
13.99% rate in FFY 2001 that earned this County a federal sanction, and safely below the
preliminary cumulative FFY 2003 federal tolerance level. Our committee is reporting on
this matter separately today, and the Department is scheduled to provide a status report 5o
the IOC in November 2005. It is, therefore, recommended that this item be kept on referral
to the 2005 IOC.
9. Warrant Service Unit Pilot Proqram. On December 17, 2002, the Board of Supervisors
requested the Sheriff to make a report to the IOC on the pilot program to reduce the
number of outstanding felony warrants in this county and subsequent to that report, the
IOC has been monitoring this program periodically. In June 2004, the Warrant Service Unit
was disbanded as a result of budget reductions. The IOC is reporting to the Board of
Supervisors separately on this matter today, but recommends that this item be removed
from the IOC's referral list.
10.Development of an Ordinance Requiring 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 Community Development Department, Building Inspection
Department, and County Counsel worked diligently and cooperatively with the Committee
to develop the new ordinance, which was introduced on April 19 and adopted on June 8,
2004. It is recommended, therefore, that this item be removed from the IOC's referral list.
11.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 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 Fleet Services Manager made recommendations to
the IOC March regarding the proposed 2004/05 vehicle replacement list, and the IOC's
recommendations were forwarded to the Board of Supervisors as part of the 2004/05
budget recommendations. It is recommended that this matter be returned to the IOC in
Spring 2005 in preparation for the 2005/06 budget deliberations.
12.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. On January 20, 2004, the
Board of Supervisors requested the Health Services Department to explore possible new
legislation to broaden the criteria for use of U.S. Environmental Protection Agency and Bay
Area Air Quality Management District supplemental environment project funds and related
fines to accommodate projects that benefit the well-being of a community; and to make a
FINAL YEAR-END REPORT JANUARY 18, 2005
200410 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 6
status report to the Internal Operations Committee in April on efforts of the Hazardous
Materials Ombudsman to identify contacts for communities that would be impacted by
hazardous materials releases from the 26 primary facilities in the County, and to hold
community forums for the purpose of identifying projects that would mitigate the negative
impacts of reduced air quality and contribute to the well-being of the community, should
additional Supplemental Environmental Project funds become available.
On March 15, 2004, the IOC received a report prepared by Dr. Wendel Brunner, Public
Health Director, describing the current U.S. Environmental Protection Agency and Bay Area
Air Quality Management District policies governing the use of SEP funds, and
recommended a County policy position on use of SEP funds. Incorporated into the report
was an update on the new outreach efforts initiated by the Hazardous Materials Program
Ombudsman to make local communities aware of the potential availability of SEP funds to
position them to establish local priorities for use of such funds should they become
available. It is recommended that this item be removed from the IOC's list of referrals.
13.Equipping Sheriffs Vehicles with Defibrillators. On December 9, 2003, the Board of
Supervisors referred to the Internal Operations Committee the study of equipping Sheriffs
emergency response vehicles with defibrillators. This matter was subsequently referred to
the 2004 IOC. The IOC received reports from the County Administrator's Office and the
Health Services Department on October 18 and December 20, and is reporting separately
to the Board on this matter today. As the IOC has requested an opinion from the County
Counsel to clarify related issues, it is recommended that this matter be kept on referral to
the IOC.
14.Lobbyinq Ordinance. On March 16, 2004, the Board of Supervisors referred to the IOC the
matter of developing, in the public's interest, 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. Supervisor DeSaulnier provided an outline of the provisions
he wished to see included in an ordinance and the County Counsel prepared a draft
ordinance that was introduced to the Board of Supervisors on September 28, 2004. The
Board of Supervisors wanted more opportunity to study and possibly modify the draft
ordinance, and referred it to the Internal Operations Committee for further discussion and
report back to the Board. The IOC continues to work on this very complex matter and is
providing a status report to the Board of Supervisors under separate cover today. It is
recommended, therefore, that this matter be kept on referral to the IOC.
15.Internal Services Fund for Fleet Management. On March 15, 2004, in the context of a
report on underutilized vehicles, the Fleet Services Manager proposed to the IOC the
concept of establishing an Internal Services Fund (ISF) for accounting and management of
the County fleet. This proposal was introduced prior to the adoption of the FY 2004/05
County Budget, which eliminated over $4 million from the Fleet Services budget. The
Committee asked the County Administrator to study this suggestion and report back with
any recommendations. The County Administrator, after analyzing the fiscal implications of
the proposal and meeting with affected departments, recommended that the proposal not
FINAL YEAR-END REPORT JANUARY 18, 2005
200410 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 6
be implemented at this time and be reconsidered in 18 months. The IOC is reporting to the
Board separately on this matter today. It is, therefore, recommended that this matter be
referred to the 2006 IOC.
16.Cable Franchise Neqotiations with Comcast. On May 18, 2004, the Board of Supervisors
referred to the IOC the negotiations with Comcast for cable franchise services. The IOC
determined that the County should begin the formal negotiation process and on August 3,
a Joint Request for Renewal Proposal for Cable Franchises was issued with a submission
deadline of October 5, 2004. It is recommended, therefore, that this matter be removed
from the IOC's list of referrals.
17.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 IOC was unable to
complete this referral and it is, therefore, recommended that the matter be referred to the
2005 IOC.
18.Cardroom Employee Worker Permits. On October 5, 2004, the Board of Supervisors, in
response to an increased number of appeals, referred to the IOC the matter of the criteria
for approving or denying card room worker permits. The IOC met with the Sheriff and the
County Counsel to clarify a number of questions related to jurisdiction and process, and is
recommending in a separate report that the County ordinance be revised to be consistent
with State law. It is recommended, therefore, that this item be removed from the IOC's list
of referrals.
19.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 county 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. As this referral was received too
late to be studied and potentially implemented for the November 2004 Election, it is
recommended that the matter be referred to the 2005 IOC for possible implementation for
future elections.
20.Department ADA Self-Evaluation Questionnaires. On December 14, 2004, the Board of
Supervisors referred to the IOC a report on the County's Americans with Disabilities Act
(ADA) Department Self-Evaluation Questionnaires for Activities, Services, and Programs.
As this referral was received too late to be reviewed by the 2004 IOC, it is recommended
that the matter be referred to the 2005 IOC.
21.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
FINAL YEAR-END REPORT JANUARY 18, 2005
200410 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 7
independent expenditures. As this referral was received too late to be reviewed by the
2004 IOC, it is recommended that the matter be referred to the 2005 IOC.
FINAL YEAR-END REPORT JANUARY 18, 2005
200410 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 8
ATTACHMENT A
LIST OF REFERRALS TO BE REMOVED
#7 Policies for notifying affected agencies of hazardous materials releases
#9 Warrant Service Unit Pilot Program
#10 Development of an ordinance requiring recycling of demolition debris
#12 Hazardous Materials Program Ombudsman
#15 Internal Services Fund for fleet management
#16 Cable franchise negotiations with Comcast
#18 Card Room Employee Worker Permits
FINAL YEAR-END REPORT JANUARY 18, 2005
200410 COMMITTEE SUMMARY AND RECOMMENDATIONS PAGE 9
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
#6 Advisory Body recruitments —three vacancies on Retirement Board
#8 Food stamp error reduction
#11 Vehicle replacement plan — review of annual Master Replacement List
#13 Equipping Sheriff's vehicles with defibrillators
#14 Lobbying ordinance
#17 Local Vendor Preference
#19 Citizenship Initiative to promote voter turnout
#20 Department ADA Self-Evaluation Questionnaires
#21 Creation of an Ethics Commission and voluntary fair campaign pledge
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