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HomeMy WebLinkAboutMINUTES - 01062009 - C.71 8 L Contra TO: BOARD OF SUPERVISORS ° FROM: INTERNAL OPERATIONS COMMITTEE Costa DATE: DECEMBER 8, 2008 -------- I County SUBJECT: REVIEW OF ENVIRONMENTAL HEALTH PROGRAM REGULATIONS, STANDARDS, AND POLICIES REGARDING INSPECTIONS AND FOLLOW-UP PROCESSES SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. ACCEPT report on the Health Services Department Environmental Health Program describing actions taken to address problems and opportunities for improvement identified in Committee discussions. . 2. DIRECT the Health Services Director to canvass his colleagues regarding methods to expedite regulatory inspections and approvals for those customers willing to pay a premium for special processing. 3. DIRECT the Environmental Health Director to issue a press release and organize presentations to local chambers of commerce and cities to communicate changes and improvements to inspection and follow- up services. 4. REQUEST the Health Services Director to make a 10-minute presentation to the Board of Supervisors in February featuring the improvements summarized in this report and to make a follow-up report to the Internal Operations Committee in August 2009. CONTINUED ON ATTACHMENT: YES SIGNATURE: ~COMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDAT OF BOARD COMMITTEE PROVE _OTHER , SIGNATURE(S): USAN A.BONII LA,CHAIR G E B.U ACTION OF BOARD ON .re'er lj gZ/�APPROVE AS RECOMMENDED OT VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED 7�-UNANIMOUS(ABSENT �� ) ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN AYES: NOES: ATTESTED: JANUARY 6,2009 ABSENT: ABSTAIN: DAVID J.TWA ERK OF THE BOARD OF SUPERVIS AND COUNTY AD [STRATOR CONTACT: JULIE ENEA(925)335-1077 BY EPUTY CC: INTERNAL OPERATIONS COMMITTEE STAFF WILLIAM WALKER,M.D.,HEALTH SERVICES DIRECTOR SHERMAN QUINLAN,ENVIRONMENTAL HEALTH DIRECTOR COUNTY ADMINISTRATOR-DOROTHY SANSOE Environmental Health Program Review December 8,2008 Internal Operations Committee Page 2 BACKGROUND In January 2008, the Board of Supervisors referred to the Internal Operations Committee a review of Health Services Department-Environmental Health Program standards and policies to promote a better understanding of the applicable regulations and inspection and follow-up processes, and to identify opportunities, if any,to streamline those processes. The Internal Operations Committee held discussions of this matter on April 14, May 12, August 11, and December 8,2008,providing an opportunity during the intervening periods for the Environmental Health Division to meet individually with local businesses to flesh out and resolve issues that were raised on April 14. A sampling of the issues raised on April 14 included alleged inconsistencies in the application of regulations and codes,increases in requirements of applicants from one inspection to the next, disagreements over interpretations of regulations,protracted period of time to get final approval for a permit, outdated forms, frustration with perceived bureaucracy, and dissatisfaction with perceived lack of communication, The discussions were very enlightening for all parties concerned with the issues. Some of the operational issues causing so much consternation were determined to be a result of understaffing,which is being remedied through the hiring of three additional plancheckers. Many other issues were determined to be the result of a mismatch in the business community's expectations regarding the County's authority to waive or bend regulations. Environmental Health was able to meet separately with most of the community members who wanted to meet. The meetings were generally positive and many issues were resolved or at least a common set of expectations was achieved. The changes implemented by the Environmental Health Division include: a. Actively promoting pre-project design consultation meetings with sign-off by an Environmental Health official. b. Adopted internal policies on subjective regulations and provided 40 hours of additional staff training to improve consistency and uniformity in the application of internal and external regulations. c. Increased public access to key staff to resolve problems; established a process that facilitates the principles coming together on set-aside days to triage problems. d. Developed a compliance checklist that can be provided to report the progress of a project,and why a project may have stalled. e. Implemented desk-duty narratives to document customer conferences on project issues. f. Launched a new public website that provides on line project tracking. g. Updated Division forms and literature to be consistent with California Retail Food Code requirements. h. Modified the public service area at Environmental Health might be to be more customer friendly,by increasing lobby and counter space. i. Utilize the Statewide Technical Advisory Committee on Environmental Health to increase consistency on subjective regulations. j. Published an updated and refurbished"Plan Check Construction Guidelines for New and Remodeled Retail Food Facilities, Swimming Pools, and Spas"handbook. Environmental Health Program Review December 8,2008 Internal Operations Committee Page 3 Our Committee is gratified at the positive response of the Environmental Health Division to address Committee concerns, and commends the Health Services Director and Environmental Health Division staff for their cooperation and sincere efforts to improve the quality of services provided by the Division. In order to demonstrate the County's responsiveness to community concerns,we have asked the Health Services Director to schedule a presentation at a regular Board of Supervisors meeting in February of the improvements made since April 2007.