HomeMy WebLinkAboutMINUTES - 04211969 - Admin Bulletins Administrative Bulletin. Contra Number 1. 5
Costa
Replaces 1. 4
Office of the County Administrator Date 1-27-86A
County Sectionmin1Str3 lve
SUBJECT: Board of Supervisors Calendar
The Board of Supervisors has adopted certain policies and
procedures applicable to its calendar or agenda. This bulletin
states those policies and-procedures for the -information and
guidance of all concerned.
I. CALENDAR PREPARATION. The Clerk of the Board of Supervisors
is responsible for preparing the weekly calendar of the
Board of Supervisors and assigning specific times to certain
matters to be considered by the Board. Other items
submitted to the Board are divided into the category of
CONSENT, DETERMINATION, CORRESPONDENCE, and INFORMATION.
Additionally, the Board considers reports of Board
Committees as well as personal items brought up by Board-
members. Departments are largely concerned with whether
items are listed in the Consent or Determination category,
• or listed among. Timed Items. A description of these and
other components of the calendar is as follows
A. Timed Items. Public hearings, workshops, special
events and matters on appeal to the Board are typically
assigned a specific time, usually either 10:30 A.M. or
2: 30 P.M. Timed Items include hearings on planning
matters, statutory hearings which, although not
necessarily controversial, require a publicly noticed
time certain, . other hearings where substantial
testimony is expected, workshops on specific subjects
or between the Board and its various advisory
commissions or boards, and special events and
presentations. The Board of Supervisors itself fixes
many of the scheduled hearing times; others are fixed
by the Clerk of the Board in conjunction with the
County Administrator and County Counsel. Departments ,
should discuss requests for Timed Items with the Board
Clerk and/or staff from the County Administrator' s
Office.
B. Consent Items. Items on the Consent calendar are
scheduled for 9:00 A.M. and are typically taken up by
the Board immediately after opening ceremonies. The
Consent calendar is approved in a single notion after
any questioned items have been removed for separate
discussion. For convenience, Consent Items are divided
2. O
into various subcategories such as Road and
Transportation, Appointments and Resignations,
Personnel Actions, Appropriation Adjustments, Grants
and Contracts, and Other Actions. Among the criteria
for determining whether an item is placed in the
Consent category are the following:
1. Is a routine item of county business;
2. Does not involve a major policy, program or
financial decision by the Board;
3 . Is not expected to be controversial;
4. Is submitted for action in compliance with
applicable statutes, ordinances, or standing
Board policy; and
5. Is required as a follow-on action to a
conceptual policy, program or financial
decision of the Board.
Consent Items are listed as action items beginning with a
verb, such as APPROVED, AUTHORIZE, ADOPT.
C. Determination Items. Determination Items are ones
which require consideration and decision by Board
members. Among the criteria for inclusion of items in
the Determination category are the following:
1. A judgmental determination is required by
Board members;
2. The matter has policy, program, personnel or
financial implications;
3. The item is likely to be controversial among
those affected by the decision;
4. The matter will likely be subject of comment
by affected parties; and
S. The item is likely to require discussion, or
additional oral. explanation, by the County
Administrator or other county official.
The County Administrator' s recommended course of action on
Determination Items appears in capital letters immediately
after the listing of the item on the agenda.
3.
D. Correspondence Items. Items listed in the
Correspondence section of the calendar- typically
involve a communication. to• the Board from an outside
agency or organization. The matter normally requires
review by the concerned county department(s) and,
therefore, the recommended action is referral to the
appropriate county department(s) for consideration.
E. Information Items. Information Items typically are
communications and notices received by the Board but
not requiring Board action. Information Items
generally meet one of .the following two criteria:
1.- Communicate key information such as public
notice :of meetings of interest to the Board
and- the public; and
2. State the view of an agency/organization for
information of the Board.
Annual and other reports of Board- of Supervisors
Advisory Committees, and of other agencies are also
placed in this category.
Communications to the:'Board expressing the opinion, or
policy view, of individuals are stamped "For Your
Information" and distributed to Board members, -but are
not normally listed on the agenda. Other routine
communications to the Board are handled in a similar
manner, a determination made by the Chief- Clerk of the
Board in consultation -with -the County Administrator
(Clerk of the -Board) . -
The Board calendar also lists Reports of Board
Committees; this provides a standard means for making
such reports public, and for their consideration by the
full Board. Most committee reports are submitted in.
writing, but occasionally the routine nature of the
item, time constraints, or other factors, are such that
an oral presentation only is made. Typically, the
report is presented by. the Chairman of the Board
Committee submitting the report.
Board members also have items of personal concern which
they wish to submit to the Board. Often these involve
matters for which staff review and recommendations are
desired, and appointments to advisory boards,
® commissions or committees. Such items will be taken up
after Extra Items on the Determination Calendar.
4. 0
F. Extra Items and Award of Contracts. The -last item on
the Determination section of the calendar provides for
Extra Items and Contract awards. Extra Items are
discouraged and are to be rigorously avoided. However,
if time constraints preclude a late item from being
held over for the next week's agenda, the matter should
be discussed by the department head, or his assistant,
with the County Administrator, or an assistant and
approval obtained for inclusion of the matter as an
Extra Item. Supporting documents must be received by
5:00 P.M. on the Monday before the Board meeting so
they can be included in the supplementary packet
prepared first thing the morning of the Board meeting.
Bid openings occur after the agenda cutoff and so they
are taken up with Extra Items to preclude an additional
week' s delay in award of the contract(s) .
II. CALENDAR CUTOFF. The deadline for submission of agenda
items by departments is 12:00 Noon on Thursday for the Board
meeting a week from the following Tuesday (12 days before
the Tuesday Board meeting) . The County Administrator' s
staff will review all items between Thursday Noon and Friday
at 5:00 P.M. If any items are incomplete, or additional
clarification is needed, department staff will be advised
either late Friday or first thing Monday morning. Staff
from the County Administr=ator' s Office and appropriate
department staff will then work cooperatively to try to
insure that all needed information is together by 5:00 P.M.
Tuesday. Agenda items which are complete by 5:00 P.M.
Tuesday should appear on the next Tuesday' s agenda. Minor
adjustments may be made on Wednesday if additional
information is identified when the County Administrator,
County Counsel, and others review the agenda on Wednesday
morning. By 4:00 P.M. Wednesday a final decision is made on
which items to include on the agenda. On Thursday final
corrections are made to the agenda, and copies reproduced so
that the Board packets will be ready by 5:00 P.M.
III. CRITERIA APPLICABLE TO REQUESTS FOR CALENDAR TIME. The
Clerk of the Board on behalf of, and in consultation with,
the Chairman of the Board is responsible for making deter-
minations with respect to requests for time on the calendar.
In order to be accepted, requests for time must meet all of
the following criteria:
�f
-5.
A. Be submitted in writing prior to the calendar
cutoff time with an estimate of the time required
for presentation;
B. State specifically the subject matter to be
discussed and the reason for its presentation;
C. Show that the matter has been processed
through the appropriate -county department and/or
administrative channel; and
D. Involve a matter not already considered by
the Board unless the specific approval of the
Chairman of the Board •is obtained.
Determinations made pursuant to these criteria are final,
except as the Chairman may '.choose to present the matter to
the whole Board for decision.
IV. STANDARD REFERRAL TIME. Two weeks shall be the standard
minimum time for review and report on referrals to county
departments or Board committees, except in cases -involving a
time deadline.
V. SUBMITTAL OF COUNTY DEPARTMENT REPORTS. Reports-- to the
Board by county departments including those submitted in
response to a Board referral, or request, shall be routed to
the Office of the County Administrator for review, and for
decision on listing on the Board calendar. Any exceptions
to this procedure are to be specifically approved by the
County Administrator on the. basis that the item is such that.
it has no administrative or budgetary implications; for
example, issuance of cardroom licenses. .
For matters referred by the Board to several departments,
the department mentioned first on the referral is
responsible -for follow-up action and submittal of the
required report- through the -County- Administrator -to the
Board.
VI. REQUESTING OR RECOMMENDING BOARD ACTION. Requests to the
Board of Supervisors to consider and take action on matters
originating in County departments are ordinarily to be made
on legal length Board Order form (County Form M382) . This
form should be completed and processed as follows:
6.
A. "To/From" Section. The originating official and
department, date of preparation and subject are to be
entered; the subject should be the title by which the
department and Board Clerk will identify the item;
B. "Specific Request(s) or Recommendations(s) "
Section. This section should begin by stating
precisely and succinctly those. actions being requested
or recommended to the Board. The wording needs to be
specific because the request(s) or recommendation(s) ,
as stated, will typically become the Board' s action
upon approval by the Board. In addition, the wording
may be used in listing the item on the Board' s agenda.
Pertinent supporting information should be included in
supplementary paragraphs explaining the background and
justifying the request or recommendation. An
additional sheet(s) may be attached if the explanation
is a lengthy one. The Financial Impact of the request,
and the Consequences of Negative Action should be
included in this section. If there is any uncertainty
about the specific request or recommendation on which
the Board is to take action, the desired action should
be restated in this section so that the intent is
clear.
The form, upon completion of these two sections, is to
be routed to the Office of the County Administrator;
C. "Recommendation" Section. Upon review and approval by
the County Administrator' s Office, the form will go to
the Board of Supervisors as an action document and,
upon approval, become the record of the Board' s action.
The form is also to be used for submitting
recommendation(s) of Board Committees to the full
Board; and
D. "Action of the Board" Section. The action of the
Board, and certification, will be completed by the
Clerk of the Board in this section.
4
• 7 .
For a few transactions, such as those requiring a forr:a-
Board Resolution or reflecting an ex-post-facto action c.
the Board, the form will not be suitable; in such cases the
Resolution, or Board Order form previously utilized sheu-Id
be used with an accompanying explanatory transmittal
memorandum. Standard forms such as P-300 ' s and
Appropriation Adjustments should continue to be used for the
specific purpose for which they were designed. Exceptions
to the use of this standard form, such as for certain. Public
Works Department matters, should be discussed with the
Office of the County Administrator.
A _supply of the form is available in "package" qua- pities of
50 sheets from Central Services. Those- submittina
requisitions should refer to Form Number M382 car-r-ed under
Code No. 4801.
VII. BOARD PROCEDURES.. The Board reorganizes and selects its
Chairman each year at the first meeting in January. For a
number of years the Board has followed the practice o
rotating the chairmanship annually. The Chairman presides
• at Board meetings, represents the County at official
functions and meetings, appoints Board committees, executes
documents on behalf of the County, and performs other
duties.
The Board expects its meetings to be conducted with decorum,
and to have, matters heard at- the time specified on the
calendar. Persons appearing to speak on an . item on the
agenda are recognized by the Chairman insofar as time
permits. Upon recognition, those appearing are expected to
give their name, address, and the organization( s) , if any,
which they are representing. A standard. form is available
at the rostrum which speakers are expected to fill cut to
assure that this information is obtained correctly.
Generally, the proponents of the proposal under
consideration are heard first, then persons speaking in
opposition, followed by time or rebuttal and any remarks.
Presentations are expected to be to the point and not
repetitious. A time limit on presentations may be imposed
by the Chairman.; or the Board, if required to assure that
all points of view are heard. As necessary, matters
allotted time on the calendar will be continued to another
specific time rather than allowed to delay the remainder of
the agenda unduly.
• Applause, booing and/or -other expressions of approval or
disapproval are inappropriate and will be ruled out of order
by the Chairman.
8.
when roll call votes are :required, they are taken in
numerical sequences by supervisorial district, except that
the Chairman votes last.
VIII.OTHER BOARD POLICIES. The Board has adopted certain other
policies; among them are the following:
A. At least one copy of the report prepared by any
consultant employed by the Board is to be filed with
the Clerk of the Board;
B. Written background information is to be submitted on
prospective appointees to commissions or committees for
which the Board is the appointing authority;
C. Authorization of a Certificate of Appreciation is the
standard way in which the Board provides persons with
special recognition; and
D. Meetings may be adjourned in memory of the passing
of employees, or well known persons, and an expression
of sympathy sent by.the Clerk of the Board.
A summary of proceedings before the Board is prepared and
distributed by the Clerk after each Board meeting.
Orig. Dept. : County Administrator
Reference: Resolution No. 71/298 dated May 4, 1971
Board Order dated January 19, 1971
Resolution No. 79/1221 dated December 4, 1979
Board Order dated August 31, 1982
Board Order dated February 26, 1985
`-
Phil Batchelor,
County Administrator
by C. A. Hammond
INumber 2.1
d OFFICE•OF THE COUNTY ADMINISTRATOR
Section Adwi stratlVe
Issued 5/26/75
A D { pN I S T R ATI ` BV L LETS N Replaces 2
SUBJECT: Ordinances
From time to time County officials feel or foresee a need
for new or changed regulations affecting County services or
ooerati ns, for which an ordinance is required or desirable.
They shall f:flow these .procedures when requesting such ordinances:
1. The County official or department head shall
prepare and submit to the Office of the
County Administrator a written report irdi -
cating the nature of the problem, the suggested
solution, probable implications of the proposed
action, a proposed draft ordinance, or insofar
as feasible, ariformatlon on which the ordinance
can .be drafted,
2. The- Office of the:County Administrator =shall
G
review t s_e 'proposal and make a prel inz ary .m
eval-1 tiC:n of the Deed, ad_mninistrati-Ve -feasor
WHty, and fin ancia9 effects of adopting the
ordinance.
3. The Office of County Counsel shall, as
requested, prepare the ordinance in draft
for:.
4. The Office of County Counsel shall arrange
for consideration of .the proposed ordinance
by the Board of Supervisors through listing
ora the Board calendar as a Ccnserit or Deter-
mination item on approval of the County
Administrator. -
S. if acted on favorably on introduction (first
t._
reading`. the Clark of the Board shall list
�i
it for passage (second reading) at the next-
meeting
extmeetinbg of the Board.
Consideration of amendment or repeal of ordinances may be
obtained in the. same way.
Originating Office: County Administrator
�I 1,
= -= County Administrator
/ - Number 3. 1
sec. or• Administrative
�j OFFICE OF THE COUNTY ADMINISTRATOR
Issued 10-9-74
ADMINISTRATIVE BULLETIN Replaces 3
I
SUBJECT: County.Services
County officials and department heads are occasionally asked
to provide services or facilities under their control to other
organizations, both governmental and non-governmental. County
policy concerning the provision of services, space, and equipment
is as follows:
Non- overnmental agencies. Space, services and/or equipment
may be macte available it the tollowing conditions are met:
1. The request is made in writing to the Office -
of the County Administrator.
2. Legality of the request is verified.
3. Approval is granted .by the Board of Super-
visors after recommendation by the County.
Administrator.
4. County costs, including overhead, are fully
reimbursed.
Governmental agencies. Individual requests, as contrasted
to continuing arrangements under authorized Joint Powers Agree-
ments, may be honored if the following conditions are met:
1. Requests are made in writing to the Office of
the County Administrator.
2. Approval of the County Administrator is
obtained in the case of jurisdictions
governed by the Board of Supervisors.
3. Approval is obtained from the County Adminis-
trator or Board of Supervisors, in the case
of jurisdictions outside the control of the
Board, as required by the following criteria:
a. Approval by the County Administrator
when the value of the service and/or
equipment does not exceed $1,000.
2.
b. Approval by the Board of Supervisors
when the value of the service and/or
equipment exceeds $1,000.
C. In urgent and immediate situations
approval may be granted by the
County Administrator, subject to
later confirmation by the Board of
Supervisors, rega-.dless of the
value of the services and/or equip-
ment involved.
The Office of the County Administrator shall work out
procedures with county departments where necessary so that
flexibility of action is possible and delays may be avoided.
Information on the cost of supplying regular or extended
county services will be provided by the Office of the County
Administrator utilizing current, comprehensive cost data. County
employees and officials should avoid quoting information on the
cost of county services.
Reference: Resolution Number 1077 and Number 1078
dated July 24, 1962.
Resolution Number 74/799 dated
September 3, 1974.
0 �- �� L
ounty Administrator
CONTRA COSTA COUNTY Bulletin No. 4
Office of the County Administrator, Administrative
SUBJECT: Additional 'Programs and Projects
The annual county budget makes provision for specific work
programs, services and projects to be carried on by the county
government during the fiscal year. Occasionally circumstances may
indicate the desirability of introducing new or expanded programs or
services during the year, either with or without reimbursement for
expenditures to be made. County policy concerning the establishment
or extension of services during the year, or the initiation of special
projects, is as follows:
Non-reimbursable Services: No action shall be taken to
introduce new or expanded programs or projects unless
approved by the Board of Supervisors. Board of Supervisors'
consideration of the request may be obtained by submission
of detailed data on the proposal to the Office of the County
Administrator.
Reimbursable Services and Projects: No action shall be
taken toward initiation of such services or projects (such
as submission of an application) except in accordance with
the following procedures:
1. The department shall submit a written report on
the program or project to the Office of the County
Administrator indicating the nature and scope of
the proposed activity.
2. The Office of the County Administrator shall
inform the Board of Supervisors of the program or
project and the laws under which funds may be
available.
3. The Board of Supervisors shall consider the program
or project from the viewpoint of policy and make a
determination as to whether the county will attempt
to obtain approval.
4. The Board of Supervisors, if it endorses the
program or project, shall issue an order authorizing
the department to make application for the available
funds.
S. If the application for the funds is approved, the
department shall advise the Office of the County
Administrator, which will make arrangements for
the processing of necessary documents by the Board
of Supervisors.
New and additional services, programs and projects affect administra-
tive planning for personnel and space utilization and for that reason
will be carefully analyzed by the Office of the County Administrator.
Reference: Resolution Number 867 and ;`umber 969 dated May 31, 1962.
2,
-Adm inistrative. .Bulletin . Contra Number 5 .1
Replaces 5
Office df`the County Administratdr- Costa . Date 2/27/80
Cpuq/ Section Administrative
SUBJECT: Organization Charts and Function
Descriptions of -County Departments
Organization charts and function descriptions of county
_.departments are valuable aides in the performance of organization
studies, analysis of budgets and in the review of requests for
position classifications. The charts are of great assistance in
providing information to public bodies as to the official organi-
zation of county government. A base set of these charts will be
compiled and maintained by -the Office of the County Administrator
which will be reproduced for dissemination to the Board of Super-
visors, departments and public bodies, such as Grand Juries.
This bulletin elaborates upon the purposes of the charts and
the supporting -information being requested. Instructions on the
format to be- followed in preparing the charts are attached.
Please follow these directions carefully to ensure the charts are
uniform and contain all of the important elements of information;
namely, structural reporting relationships, functional respon-
sibilities, and the number of positions bjt dg_gted_ - by classifica-
tion down to the unit level. The charts should reflect your
actual assignment of existing budgeted positions. Department
heads are to sign or initial each page of their charts and
supporting material indicating their certification to the accuracy
of the information submitted.
)&Iollt
County Administra r
® I. PURPOSES OF ORGANIZATION CHARTS
The major purposes and uses of organization charts are to:
1. Show organizational levels and lines of
authority and responsibility.
2. Show reporting relationships
3. Show the location and distribution of
personnel.
4. Show how an organization distributes and
performs its work, and describe each unit' s
function.
5. Indicate the need for reorganization by
pointing up organizational weaknesses.
6. Provide information for budgetary review and
establishment of -points of control.
7. Facilitate planning by:
a. Indicating possible lines of
_ future development and expansion.
b. Helping to develop organization
structure through comparison
with other organizations of
known effective structure.
8. Facilitate communication between departments,
agencies, and the public.
9. Serve as a training aid for new personnel and
a motivational device by showing employees
their location, direction, and possible
future (if eventually published) .
II. FORMAT INSTRUCTIONS FOR PREPARING DEPARTMENT ORGANIZATION
CHARTS AND SUPPORTING INFORMATION
To promote broader understanding and enhance the value and
utility of the information presented on organization charts, it
is desirable to use uniform standards in preparing them. Some
basic concepts are listed below. Deviations from these standards
may be desirable if it appears that doing so would not provide
the most accurate or meaningful information. However, the desire-
ability of standardization becomes more apparent if we bear in
2.
mind the communications value of organization charts and the
persons who may be involved with their use in .the future. This
approach should result in better long-range communication and
documentation.
A. Prepare a current organization chart for your department
following these directions:
f
1. Show all organizational levels and lines of
authority and responsibility. Use solid
lines to indicate -direct control or flow of
authority and a broken line to indicate an
advisory or cooperative relationship. All
lines should connect to boxes at right angles.
Lines entering boxes from the top or sides
indicate advisory, equal, or a subordinate
relationship to the-]To-x(es) to which it is
connected by the lines. Lines entering
boxes from the bottom indicate a superior
relationship to connected boxes.
2. The organization charts should reflect
®- actual reporting relationships in their -
structural layout.
3. Each first line unit and intermediate and top
management level should be represented by a
box within the structure. EXCEPTION: In
large departments, first line units of almost
identical functions should be consolidated
into one box, indicating the number of units
so consolidated.
4. Good balance or symmetry is desirable.
5. Within each box, give the functional title of
each unit or aggregate .of units represented
by the lowest level boxes, and at the second
level and higher boxes; gjthe title of
each middle and upper level manager.
6. Inside each organizational unit and upper
level manager box on your chart, show the
total number of budgeted positions in
parentheses which are represented by that box.
Include full-time equivalent regular positions
and CETA positions in the total, but do not
include the .mime equivalent of extra-
help staffing or overtime.
3.
7. If you are unable to depict your entire
organization on one page, submit a chart
summarizing your department's organization
_ structure at the upper management levels,
with subsequent pages showing the detailed
unit structure below each upper level manage-
ment box.
8. The Department Head is to sign or initial
each page and date it so that subsequent,
approved versions can be identified.
9. All charts are to be submitted on 8k x 11
inch sheets. You may use reduction to
accommodate information- if necessary, but
do not do so excessively.
10. Each future revision should be made on the
same size paper, and should be made on a
page by. page basis so that they may be
inserted to replace entire pages which show
unchanged portions of your structure as wel-1
as changed portions. Each new page is to
carry the Department Head' s signature or
initials and date of its adoption.
11. An asterisk may be used in a box to highlight
areas of change since the budget was adopted
by the Board of Supervisors. The asterisk
(numbered if more than one) should refer to a
footnote indicating "change implemented
(date) . "
B. Attach a separate narrative functional description of
each of the major divisions or sections of the organiza-
tion. Standards for format of this supportive material
are as follows:
1. Submit this information on the same size
paper as the organization charts, but try to
avoid use of reduction, or minimize the
severity of the ratios when reduction is
necessary.
2. Standardize the sequencing of the narrative
paragraphs with the organization chart, e.g. ,
® from left to right.
.4-
3. Make certain the unit names and manager
titles used in the narrative are consistent
with those used on the organization chart.
4. Each organizational unit, section and
division should have a narrative description
of functions. EXCEPTION: In. the larger
departments or where there are groups of
units linked by higher. organizational levels
and similar functions, it may be more
practical to include the description of the
various subordinate unit functions within the
description of the higher level box to avoid_
redundant function statements. In these
instances, the unit level description may be
omitted.
C.- The final part of the organization chart and functions
package is a current list of budgeted positions by
classification within each organizational unit, section,
and division identified on` the chart. Standards for
format of this supportive material areas follows:
1. Identify CETA positions separately in the
positions list with a CETA trailer. .
2. List position classifications in the proper
hierarchical order.
3. Use only classification titles which appear
- in the Basic Salary Schedules.
4. Make certain that all position counts are
reconciled to the approved budget, updated
with Basic Salary _Schedule changes since the
beginning of the fiscal year. This recon-
ciliation should be accurate by total by
classification as well as by grand total.
S. As with the total position count numbersto
e included,in parentheses wi't"hi`ri "e h _bo_ x
o the organization chart, show only the- full-
time
he full
time equivalent (FTE).. number of regular and
CETA. positions. Do not include extra-help
or overtime FTE' s.
/ I Number 6.1
Section Ar9ml nl GtTa Y 7 VP
OFFICE OF THE COUNTY ADMINISTRATOR
/ 4-21-69
Issued
" ''r_, ADMINISTRATIVE BULLETIN Replaces 6
IC = am _ ❑ C C 7 C C C G C C 7 C = G C 7 C - 7
SUBJECT: Compensation
This bulletin states the county compensation policy adopted
by the Board of Supervisors- on April 1, 1969. Provisions of this
policy are as follows:
1. Contra Costa County compensation practices
shall be - reviewed once each year in accordance
with a schedule which will provide for adop-
tion of adjustments effective at the start of
the new fiscal year. Interim adjustments will
be considered only in emergency situations as
determined by the Board of Supervisors.
2. Prevailing practice for similar employments in
the labor markets from which the county
recruits employees in the various occupational
fields shall be the primary guide in determining
county compensation practices. It is county
policy to compensate its employments at a
level which will attract and retain well-
qualified workers.
3. Prevailing practice is defined as the practice
most commonly followed by other employers,
both private and public, whose employment
conditions are similar to those of the county.
The Office of the County Administrator shall
be responsible for the data compilation and
evaluations bearing on the determination of
prevailing practice and labor markets.
4. Prevailing practice will be the primary guide
in determining the compensation level of
worker and journeyman classes. In supervisory
and management classes internal relationships
which give appropriate compensation recognition
to the level of duties and responsibilities
will be the primary objective. Proper recog-
nition of levels of responsibility within
occupational series and equitable treatment
of similar duties, responsibilities and
minimum qualifications are the goals.
Practices in this regard among other employers
will be sampled -to test the county relation-
ships, but the needs of the Contra Costa
County organization shall constitute the
principal influence in fixing relationships.
5. The .county basic salary-_schedule shall
consist of a series of salary ranges with
several steps at five per cent intervals
adjusted to- the nearest: dollar. The range
series shall include ranges with minimum-
rates separated by five per cent and mid-
ranges with minimum steps approximately at
the mid-point (two and one-half per -cent).
6. In determining the pay-for department head
positions due consideration shall be given to
prevailing rates as we'll as internal relation-
ships.
Salary -rates, as adopted by the Board of Supervisors, shall
apply throughout the fiscal year, and no salary adjustments shall
be made during the fiscal_year except under emergency circumstances.
If emergency conditions are deemed to exist, considera-tion may
obtained by petitioning the Board of Supervisors, throughthe
County Administrator, for a special salary review. Any such
petition shall set forth the _circumstances which .the petitioner
considers to constitute an emergency.
Reference: Resolution No. 69/217 .dated April 1, 1969.
Count Administrator
f
r
.Administrative Bulletin CO tra Number 7.1
Replaces 7
Office of the County Administrator ""ka Date
County Section Acini etrat-i
p:
SUBJECT: Cashing Checks
The Office of the County Treasurer-Tax Collector is the
disbursing .agency for Contra Costa County. Government Code ,
Section 27005 provides- that " . . .tAe Treasurer shall disburse the
county money and all other money placed in his custody by
official authority only on county warrants issued by the county
auditor, except for the making of .legal investments. Any such
investments shall be reported daily to the County Auditor-
Controller."
Government Code Section 29820 states: "When a warrant is
presented for payment, if there is money in the Treasury for that
purpose, the Treasurer 'shall pay it and stamp thereon or perforate
therein the word "Paid" .and the date of payment. . At the option
of the Treasurer, warrants may bepayable at the Treasurer's
Office or at any bank at which money of the county is deposited. "
The County Treasurer exercises the option- that warrants shall
be cashed at the bank at which money of the County is deposited.
Employees may cash their payroll warrants at the following banks:
1. Wells •Fargo Bank
902 Main Street
Martinez, CA
2. Bank of America
626- Main Street
Martinez, CA
In addition, the payroll warrants may be -deposited at:
1. Bank of California
634 Ferry Street
Martinez, CA
2 . Allstate Savings & Loan= Association '
901 Main Street
Martinez, CA
Orig. Dept. : Treasurer-Tax Collector
XV l
oun y Admli. for
1
I
i
CONTRA COSTA COUNTY Bulletin No. 8
Office of the County Administrator Administrative
SUBJECT: Preservation of Reports
The county government has the' resources of the County Library
available for the preservation of county reports and documents.
The Board of Supervisors has authorized the County Library to
acquire and preserve the regular and special reports of county depart-
ments and other agencies, when pertinent to county affairs, so that
they may be permanently available for use by county officials and
citizens.
To assist the County Library in acquisition of pertinent materials,
departments are requested to file with the County Library one copy of
each regular and special report they prepare for distribution to the
public concerning county affairs. In addition departments are requested
to route a copy of renorts about Contra Costa County from other agencies
to the County Library when the department has completed its use of the
document.
In this way pertinent materials about Contra Costa County can be
permanently preserved and made available at any future time.
f
Reference: Board Order dated July 15, 1958.
t
RECEIVED
' OFFICE OF COUNTY ADMINISTRATOR FEB 2 $ 1990
CONTRA COSTA COUNTY
STEPHEN L WEIR,COUNTY CLERK
Administration Building CONTRACOSTACOUW
Martinez, Califomia
i
To: Department Heads Date: February 23 1990
Scott Tandy, Chief /FEB 2 8 1990
From: Assistant Administrat Subject Changes to Administrative
by Dean Lucas, Deputy Bulletin Manual
Please make the following change(s) to your Administrative
Bulletin Manual:
�. Pull Administrative Bulletin No. 9.7 and replace with
Administrative Bulletin No. 9.8 (attached) .
Add new Administrative Bulletin No. (attached) .
Pull and do not replace Administrative Bulletin No.
Other:
The reason(s) for the above change(s) is/are:
To conform with Board of Supervisors' County Expense Reimbursement Policy of
October 3, 1989, regarding meal reimbursement.
For further information, please call Dean Lucas (646-4077) .
DL: lm j
Attachments
Administrative Bulletin Contra Number 9.8
Replaces 9.7
Office of the County Administrator Cbsta"J Date 2-12-90
Section Admin.
SUBJECT: Expense Reimbursement
This bulletin sets forth policy and procedures concerning authorized expenses
and expense reimbursement. Claims for reimbursement are made over an
affidavit certifying accuracy and propriety. Therefore, it is extremely
important that individuals claiming reimbursement are fully informed of the
provisions of this bulletin.
I. POLICY
A. Eligibility. The following individuals are eligible to receive
expense reimbursement:
1. Elected County officials;
2. County employees (permanent, permanent intermittent, project
and temporary);
3. Eligible volunteers as authorized by Administrative Bulletin
No. 321, Subject: Rules and Procedures to Be Followed by
County Departments for Authorized Volunteer Programs; and
4. Eligible members of advisory boards and commissions to the
Board of Supervisors as authorized by general Board policy,
specific Board action creating the advisory body, and/or
guidelines issued by federal, state or other outside funding
agency authoring the advisory body.
B. Expense Reimbursement. Eligible individuals are entitled to claim
reimbursement for actual, reasonable, and necessary expenses arising
from the discharge of their official duties, subject to limitations
established by law and policy.
C. Authority. Department heads are responsible for authorizing
reimbursement of expenses in accordance with provisions of this
bulletin and other County policies.
D. Reimbursable Mileage, Meals, and Miscellaneous Other Expenses.
® Individuals are eligible to claim reimbursement for actual expenses
for the following items:
1. Mileage for the Use of Private Automobiles. As authorized by
the department head, use of private automobiles may be
reimbursed for mileage between an individual's normal work
location and other designated work locations (which may be the
site of a meeting).
2. Meals.
(a) Meal reimbursement shall be for actual expenditures as
follows:
(1) When dining West of the Mississippi River
expenditures not to exceed $7.00 for breakfast,
$12.00 for lunch, -and $17.00 for dinner; and
(2) When dining East of the Mississippi River
expenditures not to exceed $10.00 for
breakfast, $15.00 for lunch, and $25 for
dinner.
(b) The purchase of meals may be authorized when the
individual is required:
® (1) To attend a meeting concerning County business or
County affairs because of the official position of
the individual. Other employees may claim
reimbursement for attendance at such meetings only if
directed to attend by their department head;
(2) To be away from the regular or normal work area
during a meal hour because of a particular work
assignment. (The definition of the individual's work
area depends upon the nature of the individual's
duties and usual work assignments. Normally, the
work area for field workers, such as appraisers,
probation officers, and social workers, and for
administrative and supervisory employees will be the
County boundaries. However,. the area could include
the San Francisco Bay Area or beyond. Conversely,
for clerical workers the work area could be limited
to the community in which the individual is regularly
assigned.);
(3) To attend consecutive or continuing morning and
afternoon or afternoon and night sessions of a board
or commission;
(4) To act as host for official guests of the County,
such as members of examining boards, official
-3-
visitors, and speakers or honored guests at banquets
or other official functions;
(5) To work three or more hours of overtime on a holiday
or regularly assigned day off, or if overtime is
required for completion of work assignments;
(6) To attend departmental training events (training
workshops, seminars, and retreats). 'The department
may, at its discretion, either provide meals to the
attendees or authorize individuals to purchase their
own meals and claim reimbursement in accordance with
provisions of this bulletin; or
(7) The cost of banquets and meals associated
with conferences may be reimbursed at rates higher
than those authorized in D.2 above, when attendance
at the meal is an essential part of the professional,
training, or technical content of the event.
(8) The purchase of meals may be authorized when the
individual is required, and when specific approval
has been given by a department head, to conduct
business with County employees or officials that is
inappropriate or impractical to conduct at the work
site or during work hours, e.g. , counseling,
presenting sensitive evaluations, having a business '
lunch when no other time is practical.
3. Other Travel Expenses
a. Bridge tolls, parking;
b. Telephone and facsimile charges required in connection
with County business;
C. BART or bus fares; and
d. Tips (not to exceed 15% of the cost of the meal are
reimbursable in addition to the maximum meal amount),-
porterage,
mount),porterage, parking, and checking fees in accordance with
local custom.
E. Reimbursable Expenses While on Authorized Travel. Authorized travel
consists of overnight trips and air travel and is subject to advance
approval of the department head or County Administrator as specified
in Bulletin No. 11 (as updated). In addition to the items listed
above, the following are reimbursable:
1. Air (or common carrier) fare for trips involving an appreciable
distance;
-4-
2. Mileage for personal auto used in lieu of travel by commercial -,
® air line if authorized in advance as specified in Bulletin No.
11 (as updated);
3. Hotel rooms are reimbursed at the single rate unless all
occupants are on authorized travel; and
4. Rental cars, airport limousine service, etc. as authorized.
F. Non-Reimbursable Expenses. Individuals are not eligible to claim
reimbursement for the following items:
1. Purchase of alcoholic beverages;
.2. Meals eaten at home or eaten at work facilities at
24-hour county institutions;
3. Personal telephone calls;
4. Constructive expenses, which are those which might properly
have been incurred but were not, for example:
a. If two individuals traveled together to a meeting in one
car and each claimed full transportation costs, then one
would be making a "constructive" claim;
b. If an individual on a trip stayed with friends or
relatives, it would be constructive to claim lodging �=
expense.
5. Expenses which are excessive or unreasonable.
II. PROCEDURE FOR CLAIMING EXPENSE REIMBURSEMENT. Reimbursement for expenses
incurred on behalf of the County shall be claimed on an Employee Travel
Demand (Form M8154 Rev 9-82). . This form is available from the Central
Services Division, General Services' Department. Individuals should make
a record of reimbursable expenditures as they occur so that fully
documented claims may be submitted. The following procedures apply with
.respect to expense claims:
A. Individuals are expected to submit expense claims during the month
following the month in which the expenses were incurred;
B. Each claim must clearly indicate the date, nature of expense, and
amount .for which reimbursement is being claimed;
C. Claims must be for "actual and necessary" expenses and
not for "constructive" expenses, nor for "per diem" reimbursement;
D. If claim is made for reimbursement of authorized travel, the
original Travel Request (Form 3.1) showing prior authorization must
be attached;
E. Documentation, receipts or proof of payment must be submitted with
�® the claim to substantiate expenditures for public carrier fares,
rental cars, lodging (indicating the single rate), banquets or meals
associated with conferences when the rates are higher than those
authorized above; for registgration fees in excess of $25.00; and
for any unusual items or items not specifically related to travel.
F. Receipts may also be required by departments to substantiate claims
for meals, for registration fees less than $25.00, for parking,
etc.;
G. Staff of the Office of the Auditor-Controller shall review all
claims for reimbursement, and shall question amounts which seem
excessive, unreasonable, personal in nature, undocumented, or
otherwise not authorized by this bulletin or County policy.
Phil Batchelor
County Administrator
Orig. Dept. : County Administrator
Admint
inti� 'l�a�► s ► l�d��l --Cr� uber
10.4
Replaces 10.3
ffice of the County Administrator Costa Date 1Z4Z82
COuqy SectiorAdmini s tra t i V!
SUBJECT: Legislation -
As a unit of the state government, Contra Costa County is
greatly affected by state legislation. Regular sessions of the
Legislature are held biennally. . Many of the bills introduced
during each session directly impact upon the operations of county
government . The regulations contained in this bulletin have been
developed to guide county officers and employees in matters
concerning legislation and relationships between the County and
legislators.
I. Legislative Coordination
. The County Administrator will coordinate the activities of
the County related to legislation, including:
A. Development of the County Legislative Program for
consideration by the Board of Supervisors
B. -Serving as the "clearing house" for all contacts in the
name of the County by county officers and employees with state
legislators- and state administrative officials . Official contacts
on behalf of the County- incldde:
1. Communication with legislators - and state
administrative officials on legislative
matters. Correspondence emanating from the
County will be transmitted via the County
Administrator.
2 . Participation with legislators and state
administrative officials in drafting of bills,
policies, and regulations which affect Contra
Costa County.
3. _Appearances to speak for Contra Costa County
before legislative committees, including
regular and interim committee hearings,
special study -commissions, and administrative
hearings.
V
2• Or
II . County Legislative Program
The "County Legislative Program" is developed each calendar
year and consists of those bills initiated by the County upon
approval by the Board of Supervisors.
1. During periods between regular legislative
sessions, departments should be alert to the
need for new legislation and modification of
existing legislation. Proposed bills or
legislative changes should be brought to the
attention of the Country Administrator so that
they may be considered for inclusion in the
County Legislative Program.
2 . Proposed legislation may be screened by a
committee consisting of two members of the
Board of Supervisors, the County Administra-
tor, the County Counsel , and the department
heads concerned and, if approved by that It
committee, submitted to the Board of Super-
visors for consideration.
3. Proposed legislation endorsed by the Board of
Supervisors will be included in the County
Legislative Program. The Office of the County
Counsel will be responsible for bill prepara-
tion in draft form. The Office of the County
Administrator is responsible for arranging
introduction of proposed measures through the
County Legislative Delegation.
4. The County Administrator will provide for and
coordinate the attendance of county officers
and employees in Sacramento in support of the
County Legislative Program.
III. Other State Legislation
The Office of the County Administrator shall subscribe to
the Legislative Bill Service, under which copies of all bills,
resolutions, digests, summaries .and indexes are received, and
shall make these materials available to county officials as
needed. Appropriate forms will 'Se developed by the County Admin-
istrator to transmit these materials to the various agencies and =
departments . County officials should seek to keep i-nformed on
legislation pertaining to functions under their supervision and-
should call to the attention of the County Administrator any bills
of importance to the County. The departmental position should be
stated and, when appropriate, a :recommendation for a formal county
posi-tion should be offered.
A. The Legislative Screening Committee referred to in
Section I1 . 2 . above may evaluate requests to endorse or oppose
legislation and make recommendations to the Board of Supervisors
on what formal position, if any; should be adopted by- the County.
B. Generally the county position on_ legislation will con-
form to, or at least .ill not conflict with, formal policy positions
adopted by the County Supervisors AssociationofCalifornia (CSAC) .
The County Administrator will advise the Board of Supervisors in this
regard and will communicate formal Counts- policy positions on legisla-
tion to appropriate State officials , including legislators , and to
CSAC.
C. The Board of Supervisors shall establish the official
Counts- position on bills and other matters (if one is established) ,
and County officials and employees shall support that position when
designated to represent the Count-. County representatives will be
designated b-v the County Administrator in advance to appear and speak
in support of the County position on legislation. - A representative
of the Office of the County Administrator located in Sacramento
(Legislative Coordinator) will arrange such appearances and testimony
so that duplicate or conflicting testimony will be avoided.
IV. Expense Reimbursement
Expense reimbursement, in accordance with the county expense
reimbursement policy, is authorized for personnel traveling to
Sacramento (or other locations). in support of legislation only in
those instances in which officers and employees are on official
business , such as representing the official position of the county
or the official position of an association of county officials of
which they are a member , such as the County AuditorsorCounty Clerks
Association.
V. Support of Legislation
From time to time , officially constituted groups , such as
employee organizations , may wish to request endorsement of legisla-
tion by the Board of Supervisors . In such instances the procedure
outlined under the hearing entitled "County Legislative Program"
will apply and the Board of Supervisors , ifitchooses to endorse
�'
4
the le,islation, may direct the legislative representative , county
o"Ficials , and employees to act in support of the bill. Such
assistance may be rendered at county expense and department heads
and employees will be continued in their regular pay- status .
Nothing in this regulation shall preclude officers and employees
from taking a position different from the formal count- position
before the Legislature when they are acting in other capacities ,
however , such as representing an association of county officers or
an employee group, or expressing a personal opinion. In all such
situations the officer or employee shall clearly indicate that he
is not representing the County but rather some other agency or
expressing a personal opinion.
In instances where legislation sponsored by employee or other
groups does not have the endorsement of the Board of Supervisors ,
employees may not make representation in any way on behalf of the
County. Time taken and travel costs incurred' will be at their own
expense . Time taken during working hours may be charged to vacation
lcaie or to leave Without pay- and shall be subject to approval of
the department head in each instance.
VI . Application of Rules and Procedures
The rules and procedures as set forth in this bulletin shall
apply- to testimony presented to regular and interim committees of
the Legislature , as well as to testimony presented to any special
study commissions .
Orisinating Office : Count. administrator
2dw
County Administr r
Administrative Bulletin Contra Number 11.4
Replaces 11. 3
Office of the County Administrator Costa Date 11-3-86
County Section Admin.
SUBJECT: Travel
This bulletin provides County policies and procedures concerning
authorized travel for County employees and for members of boards
and commissions advisory to the County Board of Supervisors.
I. CRITERIA FOR -ATTENDANCE AT MEETINGS. Under provisions of
the County Ordinance Code, the County Administrator is
directed to approve or control the attendance of County
officials and employees at conferences and meetings.
Authorization for attendance at such meetings and
conferences will be considered in accordance with the
following policies:
A. Authorization for Attendance at Meetings at County
Expense. Authorization may be granted if the necessary
funds are available,. if the program includes subject
matter directly related to a County service, and if the
County will benefit from attendance. Individuals
attending meetings, •seminars or conferences at County
expense shall make available to interested County staff
key information obtained at these events; and
B. Authorization for Attendance Without Expense
Reimbursement. Authorization for attendance without
travel expense reimbursement, but on County time, may
be granted when the meeting concerns County work in
which the official or employee is engaged, and both the
employee and County will benefit from attendance.
II . AUTHORITY. The Board of Supervisors has delegated authority
to the County Administrator to manage employee travel and
the travel of members of boards, commissions, or committees
advisory to the Board of Supervisors. The County
Administrator has delegated authority to department heads to
approve
A. Employee trips within the state;
B. Employee travel which is a part of normal departmental
operations, such as extradition work by the Sheriff' s
Office or Probation Department; and
C. Travel of members of boards, commissions, or committees
advisory to the Board of Supervisors if attendance does
I
I
-2
not involve air travel_, overnight lodging, or a
registration fee in excess of $50.00.
Requests not meeting the above criteria shall be submitted
to the Office of the County Administrator.
III . TRAVEL REQUEST (FORM 3 .1) . Travel Request (Form 3 .1) is the
demand document for requesting and authorizing and
reimbursing expenses associated with travel. The total
amount shown on the approved Travel Request is the maximum_
allowable for reimbursement of actual expenses incurred.
IV. IN-STATE TRAVEL
A. Two copies of Travel Request (Form 3.1) with supporting
documentation shall be completed by the employee or
advisory member and forwarded to the department head.
The request should contain sufficient explanation under
"Reason for making tri; " so that an evaluation of the
request may be made for conformance with established
policies.
B. The department head shall review the request and shall
approve, or disapprove, the request taking into account
the following criteria::
1. Funds are available;
2. The travel request. has priority in relationship to
other travel requests;
3 . The minimum number of persons from the department
will be authorized. to attend the same event;
4. The department head and principal assistant do not
schedule absences from work at same time;
5. The number of nights authorized for overnight
lodging is held to the period of the meeting plus
timely travel and availability of public
transportation;
6. The information gained and/or contributed is
important; and
7. The trip is relevant to work of employee.
C. The department head shall forward two copies of the
request to the Office of the County Administrator in
those situations when advisory members are submitting-
request for air travel, overnight lodging and/or
registration fees in excess of $50.00.
. :. _ 3
r D. The County Administrator-' s Office shall review the
request, note the -results of the review on the form and
return one copy to the originating department. The
remaining copy shall be retained in the files of the
County Administrator.
E. Upon the completion of the review process the
department shall return the request to the employee or
advisory committee members. The original, approved
request must be attached to the expense claim sent to
the Auditor-Controller for payment. Claim shall be
made only after the travel has been completed.
V. OUT-OF-STATE TRAVEL
A. Two copies of Travel Request (Form 3.1) shall be
completed by the employee or advisory member and
forwarded to the department head with supporting
documentation. The request should contain sufficient
explanation under "Reason for making trip" so that an
evaluation of the request may be made for conformance
with established policies.
B. The department head shall review the request and shall
notify the employee or advisory member of the results
of the review. Two copies of the approved Travel
Request for out-of-state travel shall be submitted to
the Office of theCounty Administrator for review and
-action. The Travel Request, plus supporting
documentation, shall be submitted at least 10 days
prior to the starting date of the trip.
C. The Office of the; County Administrator shall review the
request and shallreturn the original copy of Form 3 .1
to the department indicating whether or not travel has
been granted.
D. The department shall note the results of the review of
the request and shall forward the request to the
employee or advisory member. The original, approved
request must be attached to the expense claim sent to
the Auditor-Controller for payment. Claim shall be
made only after the travel has been completed.
VI . PERSONAL AUTO IN LIEU OF AIR TRAVEL. When air travel would
ordinarily be involved, the authority (Office of County
Administrator or department head) approving the Travel
Request shall indicate- on the document:
A. That the use of a private automobile is authorized, as
"in lieu travel"; and
B. The number of miles authorized and the total amount to
be reimbursed.
-IMV
4 -
VII. TRAVEL AND HOTEL RESERVATIONS. The Purchasing Division of
- General Services Department is responsible for travel
arrangements in connection with County activities.
Purchasing staff are available to assist departments in
making travel and hotel reservations when the cost will be a
County charge. The purchase of these items shall be made as
follows:
A. Requests shall be made. on County Requisition Form
submitted with original signed copy of the Travel
Request;
B. Airline tickets shall be ,obtained on the basis of a
purchase order issued by :Purchasing; and
C. Overnight lodging may be obtained on the basis of
either ( 1) a purchase order issued by Puchasing, or ( 2)
claim presented by the individual for reimbursement.
VIII.ADVANCES FOR AUTHORIZED TRAVEL. Employees authorized to
travel outside the state on official business may obtain a
salary advance equal to the estimated expenses to be
incurred. The employee' s department requests the advance by
writing to the Payroll Division of the Office of the County
Auditor-Controller. The advance will be offset by a salary
deduction and, therefore, in claiming expense reimbursement,
employees should make claims for the total amount of the
reimbursable expenses incurred. Any other requests for
advances shall be submitted to the Office of the County
Administrator for review and, as required, for action by the
Board of Supervisors.
Orig. Dept. : County Administrator
Phil Batchelor,
County Administra or
Administrative Bulletin Contra Number 12.i
r Replaces 12.6
Office of the County Administrator Costa Date 11-1-89
County - Section -Administrative
SUBJECT: Training
To encourage personal and professional growth which is beneficial to both the
County and the employee, the County provides reimbursement for certain expenses
incurred by employees for job-related training.
Such job-related training may be either of two types: required training, which
primarily benefits the County- through the improvement of the employee's specific
job knowledge or skills; and career development training/education, which
primarily benefits the employee through personal and professional growth and
development.-
,Authority to approve and fund required training and career development
training/education is delegated to County department heads.
Employees participating in job-related training programs may qualify for
reimbursement under the following eligibility, reimbursement, and operating
procedural guidelines:
I. ELIGIBILITY
A. Eligibility for training/education reimbursement is generally limited to
permanent full-time employees although a permanent part-time, permanent
intermittent, or limited-term employee might be eligible under special
justifying circumstances;
B. Training is to be obtained at a facility in close proximity and at a
cost considered reasonable for the type of training involved;
C. Required training typically applies to non-credit training courses.
Illustrative of such training are institutes, seminars, and workshops
sponsored by professional organizations, and by extension divisions of
universities for which no college credit is given and which concentrates
on specific aspects of job duties;
D. Career development training/education may include training/education for
which the employee earns college credit, or training/education which
would promote personal or professional development. Training undertaken
on the employee's own time as part of an educational program leading to
an academic degree is typically career development;
E. Employees may be reimbursed only for career development training courses
for which the number of weekly hours of classroom participation
(including laboratory training) to be undertaken during the course are
roughly equivalent to the number of credit hours or units to be
received;
F. Requests for required training are initiated primarily by the
department, while career development requests are primarily initiated by
the employee;
G. Reimbursement for courses which are part of a degree program may be
approved after benefit to the County is demonstrated by tvpe and
relevance of course, prior education of the employee, goals of the
educational program, and costs of the program;
H. In degree granting programs, consideration for reimbursement will be on
a course-by-course basis;
I. Authority to approve required training and career development
training/education is delegated to County department heads.
II. REIMBURSEMENT
A. Required Training. Requests for reimbursement of costs associated with
required training are to be submitted on Form 3.1, Travel Request.
1. Registration fees for required training may be reimbursable for up
to 100 percent;
2. Costs of required training in addition to registration, such as
mileage and meals, may be allowed if such costs would not otherwise
have been- incurred.
B. Career Development Training/Education. Requests for reimbursement of
costs associated with career development training/education are to be
submitted on Form TR-1, Training Reimbursement Request.
1. Registration and tuition fees for career development education may
be reimbursed for up to 50 percent of the employee's net cost;
2. Costs of books, equipment or student activity fees, except in the
case of State schools where such charges are mandatory and no other
tuition is charged, are not reimbursable for career development
training;
3. Reimbursement for career development training is limited to $200
per semester or $150 per quarter, not to exceed $600 per year.
III. PROCEDURES
A. Employees should submit a request for reimbursement for approval prior
to the beginning of training and according to their department
procedure;
a
B. Employees should submit a request for reimbursement to the appropriate
departmental approving authority for evaluation of the request. The
request should be accompanied by substantiating material, such as
seminar brochure, conference agenda, course outline, and/or any other
information needed for an evaluation of the request;
C. Upon completion of training,. approved forms are to be submitted to the
Office of the County Auditor-Controller accompanied by both appropriate
documentation of payment of fees and evidence of successful completion
of the program.
Orig. Dept. : County Administrator
Phil Batchelor, ounty Administrator
i
CONTRA COSTA COUNTY Bulletin No. 13
Office of the County Administrator Administrative
SUBJECT: Building Projects and Real
Property Transactions
This bulletin designates the policies and procedures which shall
be followed with respect to new building projects, building additions,
building alterations, acquisition and sale of real property, leases and
rentals, and space allocations. It -is applicable with respect to the
county government proper and also county special districts and county
service areas.
I — NEW BUILDING PROJECTS
I
1. Each department or agency contemplating a new
building project shall submit to the Office of the
County Administrator a report on the nature, scope,
purpose and location of the desired improvement.
Such report shall contain factual data on current
and future needs and indicate the effects on work
programs and operating costs, inclusive of personnel
requirements.
2. The Office of the County Administrator shall make
a preliminary review of the report, giving general
consideration to the project in terms of long
range plans, the nature and location of the
proposed facilities, space needs, priority in
terms of other county requirements, and methods of
financing.
3. If the project is one which must obviously be
deferred in terms of long range plans and because
of the unavilability of funds, the Office of the
County Administrator shall return the `report to the
department or agency which submitted it and suggest
an appropriate resubmittal date.
4. If the project is one which requires current
attention, the report shall be transmitted to the
Public Works Department with appropriate comments
by the Office of the County Administrator.
1
5. The Public Works Department, the Building Mainten-
ance Department, the County Supervising Architect,
the Office of the County Administrator, and the
department or agency requesting the project shall
meet to consider the general features of the
project and prepare appropriate recommendations '
for submission to the Board of Supervisors.
6. If the Board of Supervisors approves the project,
it shall select a Project Architect on a contingency
basis on the advice and counsel of the County
Supervising Architect, the Building Maintenance
Department, and the Public Works Department.
7. The Public Works Department, in collaboration with
the department or agency requesting the project,
the Project Architect, the Building Maintenance
Department, and the County Supervising Architect,
shall proceed to:
a. Check with the Planning Department to be
sure that the proposed project conforms
to general plans and zoning requirements.
b. Select the project site and obtain a
preliminary site appraisal.
C. Determine the need for and cost of site
improvements.
d. Ascertain the extent and cost of utility
requirements.
e. Prepare a preliminary estimate of total
project costs, including equipment costs.
f. Ascertain whether federal or state grants,
or both federal and state grants, are
available to assist in financing the
development.
8. The Office of the County Administrator, using the
data obtained as outlined above, shall make firm
recommendations to the Board of Supervisors with
respect to the most desirable method of financing
and request that funds be provided through an
appropriation in the next county budget or, if
feasible, by an adjustment in the current budget.
In this connection, the Office of the County
Administrator shall give detailed consideration to
alternate means of financing, such as issuance of
bonds and lease-purchase.
2,
9. When arrangements for providing funds have been
completed, the Board of Supervisors shall designate
the Proiect Architect on a permanent basis,
10, The Building MaintenanceDepartment shall review
and approve all preliminary and final building,
landscaping and on-site construction plans and
specifications prior to final approval by the
County Supervising Architect. The review and
approval of final plans. and specifications shall
include building craft construction materials and
equipment.
11. The Public Works Department shall co-ordinate the
efforts of all concerned in site acquisition, soil
testing, preparation of plans and specifications,
review and examination of plans, programming of
construction, and payments to the Project Architect
and the County Supervising Architect. The Public
Works Department shall also arrange for necessary
reviews by the Office of the District Attorney,
shall keep the department or agency concerned, the
Building Maintenance Department, the County
Supervising Architect, and the Office of the
County Administrator advised as to progress made,
and shall be responsible for obtaining necessary
approvals by the Board of Supervisors.
12, The Board of Supervisors shall solicit bids and
make the necessary contract awards.
13. The Public Works Department shall assign a Project
Inspector to check the project fol progress and for
conformity with plans and specifications for the
full duration of the job;.
14. Change orders requested by the contractor, or
originating from other sources, and recommended by
the Project Architect, shall be reviewed by the
County Supervising Architect, the Public Works
Department, the BuildingMaintenance Department,
and the Office of the District Attorney (when
necessary) prior to presentation to the Board of
Supervisors for approval.
15. Final inspection of each project shall be made
jointly by the Project Inspector and representatives
of the department or agency involved, the Project
Architect, the County Supervising Architect, the
Public Works Department,. and the Building Mainten-
ance Department prior to acceptance of the project
by the Board of Supervisors.
,3.
16. Other county departments and agencies (such as the
Building Inspection Department) may be called upon
by the Public Works Department and the Building
Maintenance Department for advice and assistance
at any time during the course of planning for and
- constructing the project.
17. In cases where new building projects are proposed
for construction in collaboration with other
jurisdictions under joint exercise of powers
agreements, the initial negotiations shall be
conducted by the Office of the County Administrator
prior to referral of the project to the Public
Works Department.
II - BUILDING: ADDITIONS
1. The procedures applicable to new building projects
shall also be followed in cases where building
additions are required.
III - BUILDING ALTERATIONS
1. The procedures applicable to new building projects
shall also be followed in cases where contract
building alterations are required.
2. Minor building alterations may be performed under
the exclusive control of the Building Maintenance
Department upon the recommendation of the Office
of the County Administrator and with the approval
of the Board of Supervisors . In such cases the
Building Maintenance Department shall be responsible
for advising all parties concerned with respect to
actions taken,
IV - ACQUISITION OF REAL PROPERTY
1, Real property required for new building projects
and building additions shall be acquired by the
Public Works Department as a part of total project
development and in line with procedures outlined
above.
4.
2. Real property required for future project use shall
be acquired by the Public Works Department upon the
recommendation of the Office of the County Administra-
tor and with the approval of the Board of Supervisors.
3. The Public Works Department shall be responsible
for co-ordinating the actions of all agencies
concerned in connection with the acquisition of
tax deeded properties for public purposes, and in
this regard shall check with the Office of the
County Administrator, the Office of the District
Attorney, the Treasurer-Tax Collector, the Social
Service Department (for welfare liens), and the
Planning Department. Prior approval of the Board
of Supervisors is necessary before such acquisitions
are made.
V - SALE OF REAL PROPERTY
1. The Public Works Department shall be responsible
for the sale of county-owned real properties which
are determined to be surplus to county requirements.
Such sales shall be made upon the recommendation of
the Office of the County Administrator and subject
to the approval of the Board of Supervisors.
VI - LEASES AND RENTALS
1. Departments and agencies desiring to lease or rent
real property shall request such action through the
Office of the County Administrator, which shall
check the matter in terms of the availability of
county-owned space and against long range plans.
2. If the rental or lease is determined to be necessary,
the Office of the County Administrator shall request
approval of the Board of Supervisors. The matter
shall then be referred to the Public Works Depart-
ment, which shall co-ordinate the necessary actions
to be taken, including those required of the Office
of the District Attorney.
f
VII - SPACE :ALLOCATIONS
1. Space allocations and reallocations shall be made
by the Office of the Count., Administrator after
analyses of departmental requests and with the
approval of the Board of Supervisors.
VIII - COMMUNICATIONS
1. Effective action relating to new building projects,
building additions, building alterations, acquisi-
tion and sale of real property, leases .and rentals, .
and space allocations is contingent upon the
maintenance of good communications among all
agencies concerned, and care shall be taken to see
that all interested partieE are kept properly
advised.
2. The Public Works Department shall issue a monthly
report showing the status of new building projects,
building additions and contract building alterations.
Copies of this report shall be distributed to the
members of the Board of Supervisors and all depart-
ments and agencies concerned.
The provisions of this policy are applicable with respect to the
county government proper and also county special districts and county
service areas.
Reference: Board Order dated June 8, 1960
6,
,f
Administrative Bulletin Contra Number 14. 3
Replaces 14. 2
Costa 3-20-84
Office of the County Administrator Date
County- SectionAcimi 33 strat iye
SUBJECT:,. Use of County Facilities
The following policies and procedures apply with respect to
the use of _county buildings and facilities:
Meeting_ Rooms . Departmental' officials may make arrange-
ments for the use of the Board Chambers and other-
general county meeting rooms through the Building
Maintenance Department. Use of=-the James Kenny
Conference Room (Room 105) -is scheduled through the
-Clerk of the Board. and classrooms at the George Gordon
Center are scheduled through the .Personnel Department.
Use of county building space by private organizations,
except as provided. by law and ordinance for employee
organizations, is prohibited.
Bulletin Boards . Departmental officials may make.
arrangements for posting official announcements on
county bulletin boards through tie Building Maintenance
Department. Use of county bulletin >r -rds by private
organizations for advertising, except as provided by
ordinance for employee organizations, is prohibited.
Office Space and Furnishings. Department heads are
-responsible for the county facilities and property
(e.g. , office and buildina space, desks, furniture and
equipment) used--:by employees under their jurisdiction.
Any personalization of space or furnishings--as employee
sometimes seek- to do for facilities used primarily by
them--by display of picture; posters., and printed
material and various other. tems which is detrimental
to or -in any way damages county property, which creates
a safety hazard or. which unduly interferes with
regular custodial work, is prohibited, and any such
personalization must- be consistent with the public
business nature of: county facilities. In controlling
- and administering use of space and facilities, depart-
ment heads should :see that employees do not introduce
material which others will find objectionable or
offensive for reasons such -4s their differing social,
political, religious, or moral beliefs.
2 .
Soliciting and Vending. Solicitation of contributions,
or sale of merchandise, within county buildings except
for purposes authorized by the Board of Supervisors,
such as the United bray, is prohibited.
Rest Rooms and Lounges. Rest room and lounge
facilities are provided f:or female employees "in case
of illness and are not to be used as lunch or coffee
rooms .
Parking Areas. Parking stalls and traffic flow are
marked in permanent county parking areas. Parking
other than in designated spaces is prohibited, as is
driving in directions other than as marked.
Board of Supervisors Chambers. All agencies and
persons using the Board Chambers are responsible, when
leaving, to clear the room of items such as easels,
screens, tables, and excess chairs that are not
regularly a part of the Chambers furnishings, and to
leave the Chambers in an orderly condition.
Smoking Policy. Refer to Administrative Bulletin
No. 23, as revised, for policy relating to prohibition
and regulation of cigarette, cigar and/or pipesmoking
in designated enclosed public paces.
Department heads, in consultation with the County Adminis-
trator shall enforce these reculations to insure orderly use of
county facilities.
References: Board Order dated July 15, 1952.
Board Order dated December 21, 1954.
Ordinance No. 70-17 dated January 27, 1970 .
Resolution No. 77-149
Board Order dated February 28, 1984.
ounty AdministYator'
• Administrative Bulletin Contra Number 15.6
Replaces 15.5
Office of the County Administrator ""`eta Date 6-18-90
County Section Adr►in.
SUBJECT: Emergency Management Plan
This- bulletin sets forth policy on the development of an Emergency Management Plan
for each county department. The purpose of such plans are to protect the health
and safety of employees and persons who visit county facilities and to provide for
continuation of essential operations during and immediately following an emergency
such as fire, earthquake, bomb-threat, public disturbance, or hazardous material
release.
I. GENERAL
E.
A. The County Administrator has overall responsibility for the emergency
management program.
1. The Risk Management Division is responsible for overall
coordination, review and approval of departmental plans, including
recommended methods of controlling losses.
2. The Office of Emergency Services provides advice to departments in
development- of site-specific emergency response plans.
B. Each department is to prepare and submit a copy of its Emergency
Management Plan to the Risk Management Division.
C. Each department is to review its Emergency Management Plan annually and
update or modify it as needed.
II. PLAN DEVELOPMENT
A. Each department head is responsible for development of an Emergency
Management Plan containing the following elements:
1. Emergency Preparedness. This describes the actions taken by the
department to prepare for an emergency. See-Attachment A,
Emergency Preparedness .Survey Checklist.
2. Emergency Response. This describes the procedures to be followed
in the event of an emergency. See Attachment.B, Emergency Response
Guideline.
3. Work Continuation. This describes emergency procedures for
continuation of essential county services and operations,
protection of vital records and restoration of physical assets.
See Attachment C, Work .Continuation Guideline, and Attachment D,
Emergency Preparation Guideline.
-2-
B. The Emergency Management Plan is to address the following assigned
responsibilities:
1. Department Head
a. Survey employees on specific assistance needs in emergency
evacuation situations. See Attachment E, Specific Assistance
Needs Guideline.
b. Notify the County Administrator of any emergency situation.
C. Designate building wardens and alternates for each location
where employees are assigned. Floor wardens and alternates
are to be designated for each floor of multilevel buildings.
d. Post primary and secondary evacuation routes.
e. Designate primary and alternate assembly areas.
f. Identify current loss control programs.
g. Identify alternate facilities and equipment.
h. Provide off-site storage of duplicate vital records.
i. Identify an alternate chain of command.
J. Establish mutu�il assistance agreements with personnel of other 0
departments and/or agencies.
k. Provide for continuous receipt of supplies necessary to keep
services operational.
1. Requests Personnel Department to provide Employee
Identification and Emergency Pass for employees.
2. Supervisors
a. Maintain current list of employees.
b. Know the evacuation plan for assigned area.
C. Train assigned employees in general and specific procedures
for emergency conditions.
d. Identify, plan for and train employees in specific evacuation
procedures for handicapped employees and the public.
e. Coordinate emergency preparedness procedures in
multi-department facilities.
f. Account for all employees after an evacuation.
-3-
3. Employees
a. Follow the provisions of this Administrative Bulletin, the
departmental directives, and directions of emergency response
personnel.
b. Direct all media .inquiries to the department head or
designated representative.
C. Restrict personal phone calls to keep lines clear for
emergency purposes.
d. When directed evacuate work areas by the prescribed exit
routes and assemble in the designated area.
e. Always carry Employee Identification and Emergency Pass.
f. Tune to KKIS radio 90 AM or 92.1 FM for post disaster
information and work status.
4. Building/Floor Wardens. The responsibilities of building and floor
wardens are described in Attachment F, Responsibilities of Building
and Floor Wardens.
5. General Services Department
a. Maintain county buildings according to codes. The priorities
of maintenance during an emergency are health care and 24-hour
facilities.
b. Exercise primary responsibility for turning off utilities in
county-owned facilities.
C. Provide and post signs and emergency procedures in buildings
as required.
6. Building Inspection `
a. Inspect buildings where structural integrity may have been
compromised.
b. Will post identification at buildings which have been
inspected.
-4-
Orig. Dept. : County Administrator, Risk Management Division
References: Title 8, California Code of Regulations
1985 Uniform Fire Code
1970 California Emergency Services Act, Section 8550
1974 National Disaster Assistance Act
Administrative Bulletin No. 308, Safety and Loss Prevention
Contra Costa County Hazardous Materials Area Plan, January 5, 1988
Ph tchelor,
County Administrato
Attachments: Attachment A Emergency Preparedness Survey Checklist
Attachment B - Emergency Response Guideline
Attachment C - Work Continuation Guideline
Attachment D - Emergency Preparation Guideline
Attachment E - Specific Assisance Needs Guideline
Attachment F - General Responsibilities of Building Wardens
Attachment G - Emergency Response and Preparedness Questionnaire
ATTACHMENT A
EMERGENCY PREPAREDNESS SURVEY CHECKLIST
The following checklist covers general •areas necessary for a successful safety
survey. A few of the items listed may .not apply directly to all departments.
POSTING
( ) Are emergency posters current and prominently posted?
( ) Are floor plans/evacuation routes/fire extinguisher locations posted?
( ) Is the emergency action plan posted?
HOUSEKEEPING
( ) Are all work areas clean and orderly?
( ) Are aisles and passageways kept clear of obstructions?
( ) Are floors and .walking surfaces free of slipping and tripping hazards?
MEANS OF EXIT
( ) Do employees have easy access to exits?
( ) Are exits free of obstructions?
( ) Are exits clearly marked?
( ) Are exits and exit routes equipped with emergency lighting?
( ) Are employees familiar with emergency procedures?
( ) Is at least one exit route for evacuation and an assembly area clearly
designated-, displayed, and rehearsed periodically?
MEDICAL AND FIRST AID
( ) Are there employees trained as First Aid/CPR practitioners on each work
shift?
( ) Are physician-approved- first aid supplies available and accessible?
( )_ Are first aid suppliers replenished as they are used?
FIRE PROTECTION
( ) Do fire doors close completely?
( ) Are waste materials and oily ragsstored in closed metal containers?
( ) Are there enough extinguishers available to do the job?
( ) Are extinguishers properly mounted and easily accessible?-
( ) Are all extinguishers fully charged and inspected monthly?
( ) Are special purpose extinguishers clearly marked?
( ) Is the sprinkler system monitored:as required?
( ) Is proper clearance maintained below sprinkler heads?
MATERIALS HANDLING AND STORAGE
( ) Is adequate clearance allowed in aisles where materials must be moved?
( ) Are tiered materials stacked, interblocked, locked, and limited in height to
maintain stability?
( ) Are storage areas kept free of tripping, fire explosion, and pest hazards?
( ) Are fluids, solvents, and paints stored in secure labeled cabinets away from
work spaces?
( ) Are chemicals and gasses stored in safe containers, labeled, separated, and
secured away from work spaces?
Attachment A. Page 1
ELECTRICAL
( ) Are all machines properly grounded?
( ) Are portable hand tools grounded or double insulated?
( ) Are junction boxes closed?
( ) Are extension cords being used as permanent wiring?
( ) Is access to the electrical panel obstructed?
( ) Is the master switch clearly labeled and accessible?
FURNITURE/EQUIPMENT
( ) Are large/heavy items on tables and desks secured in place?
( ) Are wall clocks and pictures hying securely?
( ) Are bookcases and open file shelves attached to walls and one another to
ensure stability?
( ) Are books and files held in place?
( ) Are equipment and supplies stored in a manner to prevent toppling?
( ) Do all cabinets have positive closing and latching devices on them?
( ) Are heavy or large objects in work spaces placed on shelves or in cabinets as
close to the floor as possible'?
( ) Are machines and machine tools fixed to the floor and/or walls?
( ) Are coffee pots and similar appliances emptied and disconnected when not in
use?
( ) Are unauthorized heaters/coolers present?
( ) Are flashlights and battery operated AM/FM radio available?
( ) Are work positions located away from large windows, or are employees
protected from flying glass or blinds or curtains or other screening
materials?
EVACUATION ASSEMBLY AREA
( ) Is there sufficient space to accommodate all employees?
( ) Is the area well drained and free of walking and tripping hazards?
( ) Is the area away from emergency response vehicle routes?
( ) Is the area accessible to the handicapped?
( ) Is the area away from overhead hazards and potential falling debris? (At
least 300 hundred feet from buildings five stories or higher. )
( ) Is the area accessible for instructions from the Building Warden or emergency
response crews?
( ) If relocation becomes necessary, is the assembly area free of movement
restrictions?
( ) If potentially hazardous air emissions are involved, has the prevailing wind
direction been considered in determining the assembly area?
Attachment A, Page 2
ATTACHMENT B
EMERGENCY RESPONSE GUIDELINE -
EMERGENCY RESPONSES. Listed below are general procedures to be followed in the
event of an emergency. It is the responsibility-of each department to develop
emergency action plans for specific or unique procedures.
A. Medical
1. If an injury or a sudden illness occurs in your area:
a. . Provide First Aid or CPR;
b. - Dial 9 + 9-1-1 or 9-1-1 'and state "I am calling to report a medical
emergency"; and
C. Report the emergency and your location.
2. Report injury or illness to the supervisor immediately.
3. If the injury to an employee;results in hospitalization of more than 24
hours or death, the supervisor must report the injury to: California
Division of Industrial Safety (557-1677) and the Risk Management
Division, Safety Office (646-2203).
B. Fire
1. Dial 9 + 9-1-1 or 9-1-1 immediately and state the following information
calmly, clearly, and distinctly:
a. "I am calling to report-a fire";
b. Address/location of fire;
C. Your name and telephone number;
d. The size and type of fire; and
e. Any injuries or conditions requiring emergency personnel
assistance.
2. If available, pull fire alarm.
3. Everyone should immediately leave the area and report to their assembly
area Use the stairs. DO NOT USE THE ELEVATORS.
s
4. When possible, have someone direct emergency personnel to the affected
area.
5. Do not re-enter the building until directed to do so by the Building
Warden.
C. Earthquake
1. When indoors, get ander a table, desk or workbench. Stand in an
interior doorway if a desk, table or workbench is not available. Stay
away from outer walls, windows, glass, cabinets, files, and shelves. Be
alert to falling plaster, bricks, light fixtures and other objects.
Attachment B, Page 1
C. Earthquake (continued)
2. As soon as possible, turn off or unplug all electric office machines and
appliances.
3. If directed, calmly evacuate the building and then report to the
assembly area. Use the stairs to evacuate the building. DO NOT USE THE
ELEVATORS.
4. Do not re-enter the building until directed to do so by the Building
Warden.
5. . If driving a vehicle, stop the vehicle but stay inside. Do not stop on
or under a bridge or overpass. Try to get your vehicle as far out of
the normal traffic pattern as possible. Do not stop under trees,
lightposts, or signs. I]' a power line should drop on your vehicle, stay
inside and do not touch any metal parts of the vehicle. Wait for help
to remove the line.
6. When outdoors, stay outdoors. Get into the open away from buildings,
walls, trees, and power lines. Be alert to other objects that could
fall.
B. Bomb Threat
1. Do not hang up on a threatening call. Remain calm and try to ask the .
following:
a. When is it set to explode?
b. Where.is it located?
C. What does it look like?
d. What will cause it to explode?
e. What kind of a bomb is it?
f. Did you place the bomb?
g. Why? Where do you live?
h. Do you belong to an organization?
2. Write down the time the call was received; the caller's exact words; and
note any background noises, speech mannerisms or peculiarities, and
anything that might help identify the caller.
3. Keep the caller on the line as long as possible.
4. Notify the supervisor immediately.
5. The supervisor notified of the bomb threat should:
a. Dial 9 + 9-1-1 or 9-1-1 and report the threat;
b. Notify the Department Head;
C. Notify the Building Marden; and
d. Determine the need for an evacuation;
6._ Evacuate to designated assembly area as directed by the supervisor.
Attachment B, Page 2
7. Secure the area as necessary to prevent unauthorized access.
D. Bomb Threat (continued)
8. Employees shall not search for explosive devices. Searches shall be
conducted by emergency response personnel.
9. Do not re-enter the building until directed to do so by the Building
Warden.
E. Public Disturbances
1. If disturbances are anticipated, notify the Office of the County
Administrator (646-4086). The County Administrator will decide what
action will be taken.
2. Take appropriate interim action to prevent unauthorized access.
3. If participants enter your area, stay calm, -be polite, and do not
provoke an incident. Immediately, dial 9 + 9-1-1 or 9-1-1 if there is a
threat- to occupants or property. Report the incident and your location.
4. Under no circumstances should a County employee argue with or forcibly
restrain demonstrators.
5. When necessary for security- reasons, employee identification will be
required to enter restricted areas of the building.
F. Hazardous Materials Incident
1. Follow established emergency and first aid procedures.
2. Notify supervisor immediately.
3. If necessary, dial 9 + 9-1-1 or 9-1-1. Report the incident and your
location.
4. If directed, calmly evacuate- the building and then report to the
assembly area. Use the stairs to evacuate the building. DO NOT USE
ELEVATORS.
5. Prevailing wind direction should be considered. Move--crosswind, not
upwind, to avoid fumes.
6. Do not re-enter the building until directed to do so by the Building
Warden.
Attachment B, Page 3
ATTACHMENT C
WORK CONTINUATION GUIDELINE
Guidelines for development of the work continuation element of the Emergency
Management Plan are presented here. Please note these are guidelines and may vary
from department to department.
A. Pre-Emergency Plan
1. Identify current loss control programs.
G
2. Identify alternate or back-up facilities and equipment.
3. Duplicate and provide off-site storage of vital records. Determine
which records, hard copy and machine readable, are indispensable and how
often they should be updated.
4. Identify a substitute chain of command or mutual assistant agreements
with personnel of other departments and/or agencies. Develop mutual aid
packs; i.e. , other agencies.
5. Provide for continued receipt of supplies necessary to keep services
operational. Prearrange contractual services.
6. Coordinate emergency management plan with procedures outlined in
emergency action and emergency response elements, and interface with
departments or agencies.
7. Identify vital functions that may need to continue during an emergency.
8. Identify key staff members and keep their telephone numbers or emergency
phone numbers handy. Identify or procure alternate locations when
feasible.
9. Become familiar with Federal and State aid programs and requirements.
10. List all local contractors and. services that they may provide during
post-emergency.
B. During the Emergencv
1. Follow instructions from either County Administrator and/or OES. or the
law.
2. Continue vital function as allowed depending on how great the disaster
is.
C. Post-Emergency Plan
1. Assessor assist in damage assessment.
Attachment C, Page 1
C. Post-Emergency Plan (continued)
2. Organize and direct the efforts of staff to ensure continuation
commitments are met. Coordinate transportation of vital records to and
from the storage site which will be maintained by a designated
contractor.
3. Guard employees' equities and rights.
4. Safeguard sensitive materials and other assets.
5. Let employees know when o_:)erations are to continue via OES.
Post-emergency action communication is of prime importance.
6. Let the public know what -the status of the operation is.
7. Let suppliers know of their needs via General Services Purchasing
Division.
Attachment C, Page 2
p'
ATTACHMENT D
EMERGENCY PREPARATION GUIDELINE
The following general guidelines are provided to insure the safety/survival of
employees subsequent to emergency event described in Attachment B.
F
It_would be ideal if County departmentswere prepared for all types of hazards.
However, in most cases, it is not practical to be prepared for all types of
hazards, as some may never occur in the. County. Development of an effective
emergency planning program for personal survival and work continuation begins with
hazard identification and vulnerability analysis.
The two-step process. involves:
1. Hazard Identification: Determine -which hazards have the potential of
affecting County operations; and
2. Vulnerability Analysis: Determine which facilities and employees may be
impacted by the hazards identified and what will be required in order that
operations can continue.
The department head is responsible for conducting hazard identification and
vulnerability analyses. Based on those! analyses, plans for emergency
preparedness, response,- recovery, and hazard mitigation must be developed and
periodically updated.
Emergency Response Systems
The department head is charged with establishing, implementing, maintaining,
testing, and evaluating the operational systems for responding to known threats.
Response systems may include communication, warning, emergency public information,
shelter, radiological defense, And -an emergency operations center.
Coordination
The department head coordinates the department's emergency response and recovery
activities. It may be necessary to coordinate with General Services and other
departments on the selection and storage of certain. supplies and "equipment which
would be needed tosustainoperations subsequent to a major emergency or disaster.
Coordination with other jurisdictions may be appropriate in certain cases; e.g.,
where County facilities are located in cities.
Hazard Mitigation
Departments should seek ways to avoid or minimize potential emergency conditions.
The attached check list'is provided to _help departments determine what emergency
supplies or equipment would` be necessary for personal survival and continued
operations. The quantity of items needed must 'be determined on a site-by-site
basis. An important aspect of the planning phase will be to identify sufficient
space to store emergency supplies and equipment.
Attachment D, Page 1
Legal Authority
The department head is responsible for directing all emergency support tasks
carried out within the legal authority as directed by the County Administrator.
The department head also has the responsibility to contribute to the legislative
and regulatory process as it relates to emergency management.
Training
The department head must identify emergency response training needs and develop,
participate in, and provide training programs. The County Office of Emergency
Services and Risk Management Division are available to assist in these activities.
Analysis of the risk factors for potential natural and technological disasters is
to be performed for each location occupied by County employees. The vulnerability
analysis is performed by reviewing historical data, weather patterns, geological
characteristics, distance from transportation routes, industries, military bases,
and the characteristics of the community. - Each potential hazard should be
analyzed to determine if it would have a high, medium, low, or no impact on
employees and county operations. Hazards of high or medium risk should receive
priority in emergency planning efforts.
Attachment D, Page 2
C::---" -=57
Bldg, I,_ Name Address
*The supplies and equipment identified'be:o_ are intended for use by-
DEPPR7ME_N' LOCATIO`: TELEPAOti-
SUPPLIES/EQUIPMENT AM LOCATI DATE T_h1'ENivTi:E^
Food & Utensils
Water
Canned Food
Freeze Dried Food
Can Opener
Eating Utensils
Plastic/Paper Cups fi Plates
Safety Sanitation Medical-Supplies
Radio
Extra Batteries
Flashlight
Fire Extinguisher
First Aid Kit
Soap
Toilet Paper
Garbage Can
Plastic Bags
Stretcher
Special Medication
Tools
Broom
Hammer
Saw
Shovel
Screwdriver
Clothing
Work Gloves
Work Clothes
Extra Shoes
Bedding
Blankets and Sheets
Mattresses
Beds
Sleeping Bags
*List- anv additional supp_ies :ec_:rec at -c-cation.
At--ac -e-= =age -
ATTACHMENT E
SPECIFIC ASSISTANCE NEEDS GUIDEt•INE
In order..to provide the best emergency response and preparedness plan for your
department, we would like for you to assist us in its preparation. If you have
any suggestions, recommendations or comments on any -emergency procedures, let us
hear from you.
The emergency plan is being developed to protect the health and safety of
employees and persons who visit county facilities and'to provide-for continuation
of essential operations during and immediately following an emergency such as
fire, earthquake, bomb-threat, public disturbance, or hazardous material release.
In order to assist in developing the response and preparedness plan, the following
survey should be completed by- each employee.
When indicating you have a handicap, one of the following definitions will apply
to you. A handicapped person is anyone who:
I. Has a physical or mental impairment which substantially limits one or more
major life activities;- i.e. , walking, seeing, hearing, speaking, working, or
learning;
2. Has a record of such impairment; or
3. Is regarded as having such an im sirment.
You are substantially limited if you are likely to experience difficulty in
securing, retaining, or advancing in a .job because of a handicap or because the
person who is doing the interviewing believes you have a handicap.
-
The following is a list of handicaps and definitions:
Visual
Persons who are legally blind in one-or both eyes and persons whose visual
activity, even after correction (eyeglasses or contact lenses), is 20/200
visual acuity or restricted in the visual field to 20 degrees.
Hearing:
Persons with total deafness or inability to hear a normal conversation and/or
use a telephone without the aid of an assisting device.
-Speech:
Persons with speech impairments when speech is unintelligible in'normal
conversation.
Attachment-E,- Page 1
Physical:
40
Persons with orthopedic impairments, amputation, or functional limitations if
there is:
(a) Loss or significant impairment of one or both upper extremities.
(b) Loss or significant impair=ment of one or both lower extremities.
(c) Impairment of the trunk, rack, or spine when there is a medically
diagnosed disability whicl limits one or more major activities.
Developmental Disabilities:
Persons who meet the legal definition or have been identified as having a
developmental disability. This includes but is not limited to disabilities
such as autism, cerebral palsy, epilepsy, mental retardation, and other
neurological impairment.
Attachment E, Page 2
i
ATTACHMENT F
GENERAL RESPONSIBILITIES OF BUILDING WARDENS*
1. Instruct co-workers in emergency procedures required for their location.
2. Assume control during an emergency.
.3. Know the number of assigned persons (building or floor).
4. Know the conditions that require the evacuation of the area.
5. Know what procedures and equipment are available to evacuate handicapped
persons (physical, sight, or hearing impairments).
6. Know the location of the nearest exit and alternate exits.
7. Know the direct route to each exit.
8. Search the area to ensure that everyone is out of the area.
9. Report to the emergency responders any person or condition that needs
additional attention.
10. Call the roll at the assembly area. Report missing persons and their
possible locations to emergency responder.
11. Know the locations of the fire extinguishers and fire alarm pull stations.
12. Know what devices or alarm systems are in the area.
13. Know how to operate available fire extinguishers.
14. Know the locations of the First Aid Kit and Emergency-Kit (if available).
15. Know First Aid and CPR procedures.
16. Maintain up-to-date inventory of First Aid Kits.
17. Report any potential safety hazard° or security concern to the safety
coordinator of the department. The Survey Checklist in Attachment A can be
used as a guide to develop a site-specific survey checklist.
18. Assist safety coordinator of the department during safety and security
surveys of the area or building.
19. Assist safety coordinator of the department in developing and updating
Emergency Action Plan. . ,
*Floor Wardens will be s.designated in multi-level buildings.
g
Attachment F, Page 1
General Responsibilities of Building Wardens (continued)
20. Know the names or job titles of persons who can be contacted for further
information or explanation of duties.
21. Maintain an up-to-date roster of wardens and alternates.
22. Coordinate meeting to review the response to an emergency incident.
23. Act as liaison to Building Inspector regarding post-quake building integrity.
24. Identify, train, maintain and coordinate a search and rescue team.
Attachment F, Page 2
ATTACHKENT G
EMERGENCY RESPONSE AND PREPAREDNESS QUESTIONNAIRE
1. Do you know the person responsible for coordinating the emergency response
and preparedness plan in your department?
Name
Location
Telephone Number
2. Is there a method used by your department to notify employees and the public
of your emergency plan?
a. Permanent posting in a prominent location Yes No
b. Informational pamphlet and brochures Yes No
C. Memorandum to staff Yes No
d. Department newsletters Yes No
e. In-service training Yes No- -
f..
o -f. New employee orientation Yes No
3. Does the department have any rules which might limit participation by
handicapped persons or segregate such persons by prohibiting or restricting_
any of the following:
a. Animals, including-seeing-eve dogs Yes No —
b. Personal tape recorders Yes No
C. Use of wheelchairs Yes No
d. Use of prescription drugs Yes No
4. If yes, to any oftheabove (3a-d):
a. Identify rule:
b. List disabilities affected:
-
C.
-Explain how the rule affects persons with those disabilities:
Attachment G, Page 1
Emergency Response and Preparedness Questionnaire (continued)
5. For each rule which has the effect of limiting participation on the basis of
handicap, list the rule and indicate which of the following steps you
recommend be taken:
Rule:
a. Eliminate rule Yes No
Target Date _ Date Certified
b. Modify-rule Yes No
Target Date _ Date Certified
Explain:
C. Retain Rule Yes No
6. List other suggestions that will help the departments.
Attachment G, Page 2
Administrative Bulletin- - Contra Number 16.1
Costa Replaces 16.2
Office of the County Administrator Date 10-3-90
County Section Admin.
SUBJECT: Printing Services. Requests
The following procedures shall be used to obtain printing, typesetting, or bindery
services, excluding book bindery:
1. Requirements for printing shall be submitted to Central Service using County
-Requisition Form D-23 or Central Service Form CS-1, "Requisition for
Printing/Copying Services."
2. Central .Service will use in-house facilities to the extent possible within
the capabilities of their equipment.
3. Central Service will .obtain for all County departments typesetting and
printing/bindery services that are beyond their.in-house capability.
4. County Requisition Form D-23 shall be used for the following items.
Information about quantity, color of paper and other details that describe
the desired finished product should be included (attach a sample, if
available).
a. Forms or stationery (one part or multi-part) printed on continuous form
paper in single or multi-color ink.
b. Snap-out forms.
C. Preprinted envelopes.
d. Business cards.
e. Preprinted labels.
5. "Requisition For Printing/Copying Services," CS-1, shall be used for all
other printing/bindery requirements. (Attach a printing/bindery sample, if
available. )
6. Requisitions without authorized signatures or account coding will be
returned.
7. Legible, camera--ready originals should be provided, if available. Central
Service will perform only minor -changes or paste-up to copy before printing.
Other changes will be made using commercial typesetting services.
-2-
8. While printing/bindery requirements will be completed as quickly as possible,
the followingguidelineswill help plan for the lead time required to
complete and return your printed materials:
a. Routine forms, memo sheets.,- form letters, flyers, and similar single
original items printed on a recurring basis and in quantities of less
than 25,000 copies can usLLally be completed within 15 work days.
b. Routine multiple page materials, or single original jobs in quantities
exceeding 25,000 copies, and complicated materials requiring
typesetting, manual binding, such as plastic ring combs, sequential
numbering, etc., may require additional time.
C. Printing, such as snap-out. forms, that must be accomplished by
commercial firms normally will be obtained by competitive bid, or in
some cases, by a more lengthy process involving Requests for Quotation.
Therefore, notify Central Service of these and other printing needs that
may require planning and coordination early- in the planning stages.
d. Requisitions marked "Rush," "ASAP," etc. , will receive routine handling
unless previous arrangements are made with Central Service.
e. For assistance in the planning or production of yourprintingneeds or
to establish a completion date for a specific job, call Central Service,
ext. 6-5521.
9. Two' Copy Centers are available to provide faster turnaround of less
complicated, smaller quantity Jobs. They are located at 651 Pine Street, 1st
Floor Lobby, Martinez (ext. 6-2629) and at the printing plant, 2366B Stanwell
Circle, Concord (ext. 6-5521). The following guidelines will help assure
timely, accurate service:
a. Quantities at the Martinez; facility are limited to 500 copies per
original except as approved by the Central Service Manager. Turnaround
time is generally within two work days.
b. Provide the appropriate information on the CS-1, "Requisition for
Printing/Copying Services," and forward with the originals to be copied.
C. All multiple-page jobs will be printed two-sided unless approval for
single-sided copying has been obtained from the Office of the County
Administrator.
d. The Central Service publication describing available services provides
detailed information. Call ext. 6-5521 for a copy.
10. Letterhead stationery will be printed either in black ink or brown and rust
(Pantone 41161 and 41159, respectively). Use of the County Seal on stationery
and. other printed materials is encouraged. Return addresses must include a
9-digit ZIP CODE.
' -3-
11. Preprinted return envelopes will contain. a 9-digit ZIP CODE in the return
address and will incorporate in the lower right corner a bar code
representing the ZIP + 4 code for the return address. Central Service will
obtain this artwork.
12. Standard paper stocked by Central Service should be used to minimize
department expenditures. Special ,paper, recycled paper, and other required
materials will be provided by Central Service.
Orig. Dept. : General Services Administration
n Phil Batchelor,
i
County Administrator
Administrative Bulletin Contra Number 17.4
Replaces 17-3
Office of the County Administrator Costa Date 10-9-90
County Section Admin.
SUBJECT: Gifts and Bequests
Section 25355 of the California Government Code states as -follows:
"The board may accept or reject any gift, bequest, or devise made to
or in favor of the county, or to or in favor of the board in trust for
any public purpose. The board may delegate to any county officer or
employee the power to accept any gift, bequest, or devise made to or
in favor of the county, the value of which does not exceed ten
thousand dollars ($10,000). The board may hold and dispose of the
property and the income and increase thereof for such lawful uses and
purposes as are prescribed in the terms of the gift, bequest, or
devise."
Any county- officer or employee, as designated by the Board of Supervisors, may
accept gifts, bequests, or devises having a value under five thousand dollars
($5,000). The following procedures shall apply:
1. Receipt of each gift or bequest having a value of more than $5,000- shall be
accepted or rejected by the Board of Supervisors.
2. The County Administrator will arrange to have the Board of Supervisors accept
all gifts exceeding $5,000, except when rejections are found to be necessary.
Rejections shall be found to be necessary if any conditions or stipulations
attached to it might prove prejudicial, discriminatory, burdensome, or
il_egal. Should a gift or bequest be rejected the departments concerned will
be so advised.
3. Receipt of each gift or bequest having a value of $5,000 or less may be
accepted by the department head or his/her assistant upon notification to and
review by the County Administrator.
4. Departments shall inform the County Administrator of noteworthy gifts or
donations, and of any consequential conditions or stipulations regarding the
gift or donation.
5. County officers and employees shall not solicit or accept gifts or
contributions to the County from firms or individuals intended to influence
business or applications pending before the Board of Supervisors.
6. The County Administrator and the Chief Clerk of the Board of Supervisors
shall advise the Auditor-Controller of gifts and contributions accepted by
the County. The Auditor-Controller shall maintain, on a calendar year basis,
a file of all gifts and contributions exceeding $500, which shall include the
names of the donors, the amounts of the gifts, and any conditions upon which
a gift was made.
Orig. Dept. : County Administrator
Reference: Government Code Section 25355
l
P '1 chelor,
County- Administr for
Administrative Bulletin Contra Number 18. 1
Replaces 18
(�`,
Office of the County Administrator ` o§ta Date 9-21-81
CourYty Section Administrative
SUBJECT: Lawsuits Against the County
and Against County Employees
I. General
The following procedures shall apply when any legal papers
except subpoenas (e.g. , claims, summonses, complaints, writs and
other court orders) are served upon county officers and employees
in their capacity as officers and employees and relating to their
county employment. These procedures do not apply to districts
governed by the Board of Supervisors unless adopted by .the
district and modified as necessary. Please note that County
officers and employees, .- other than the Chair and the Clerk of the
Board of Supervisors, are not authorized or obliged to accept
service on behalf of the County, and should not do so. When the
officer or employee is served personally in his capacity as an
official, as with a writ mandating some act by him, he- is
individually a party to the lawsuit regardless of whether the
County is also a party or not.
II. Court Papers
A. Personal Service
1. Definition. Personal service occurs when
there is personal delivery of copies of a
summons and complaint or other legal paper to
the private or official person being served.
(Code of Civil Procedure (CCP) Section 415. 10. )
2. Procedure. The procedure to be followed
is:
a. The person served shall immediately
make a note on the. papers of the
time and place of service, and
deliver them to his supervisor,
who shall immediately deliver
them to the department head.
1
2.
b. Make two or three copies of the
papers; one for the department
files, and one for the County
Administrator; and if the person
served is named individually,
one for the person served.
C. The original papers received
shall be delivered to the
County Counsel' s Office on the
date of service (if possible) ,
but no later than the next
working day. Time is of the
essence.
B. Substitute Service
1. Definition. Substitute service is service on
a substitute for the named person, and it
occurs by leaving a copy of the summons and
of the complaint, during usual office hours,
with the person who apparently is in charge
in the office of the person to be served, and
thereafter mailing copies to the person to be
served at the place where the copies were
left. (CCP Section 415. 20 (a) . )
2. Procedure
a. Upon initial receipt of the
papers that have been left,
follow the procedure for personal
service. (See II. A. 2. )
b. Upon receipt of the mailed
copies:
(1) Make a note on the
mailed papers of the
date and time received
and of the date mailed--
postmarked (if ava lai ble) .
3. _
(2) Deliver the mailed papers
to the County Counsel's
Office (together with
the envelope in which
they were received) on
the date received (if
possible) , but no later
than the next working
day; time is of the
essence.
(3) It is not necessary
to make copies of the
papers received by
mail. -
C. Mail, and Acknowledgement of Service
1. Definition. Mailed service occurs when a
copy of the summons and complaint is received
in the mail by the person served together
with two copies of the :"Notice and Acknow-
ledgement of Service" with a return envelope,
postage prepaid, addressed back to the
sender. (CCP Section 415. 30. )
2.. Procedure. .
a. The person opening the mail shall
immediately deliver the papers to
his supervisor, who shall
immediately deliver them to the
department head.
b. Make two or three copies of
the papers; one for the
department files, . one for the
County Administrator, and if
the person served is named
individually, one for the
person served.
C. Deliver .the original papers
received to the County Counsel' s
Office on the date received (if
possible) , but no later than the
next working day.s Do not fill
in or return the "Notice of
Acknowledgement of Service. "
y`W
4.
III. Request for County Defense
A. Request. If an officer or employee is individually
named and desires the County to defend him against the action,
he must make a written request for defense (see attached sample)
to the Board of Supervisors. The officer or employee is not
required to make this request, that is, to tender his individual
defense to the County; but if he does not do so, the County is not
required to defend him in the action or to pay a judgment against
him.
B. County' s Self-Insurance. The County' s self-insurance
program for public liability ccvers officers and employees against
public liability claims arising from their County employment.
However, the self-insurance coverage does not include punitive or
exemplary damages, and officers and employees will be personally
liable for such damages awarded against them by way of punishment
or example.
Reference: Government Code Sections 825, 960. 2, 995, 530. 51.
Originating Office: County Counsel
-tic
oun y minis ra r
Da to:
Board of Supervisors
Contra Costa County
Administration Building
Martinez, CA ;94553
Dear Board Members:
Re: Request for Legal Defense
I have been served. wiyh a claim, complaint,
or writ (state which) in the case of
VS. ,
No.
In accordance with Government Code Sections
825, 960. 2, 995, and 53051, I request the
County of Contra Costa ':to provide for my defense
in said action.
Very truly yours,
(signature of officer
-of employee)
cc. County Counsel
r
Number 19. 3
OFFICE OF THE COUNTY ADMINISTRATOR Administrative12_31-75
Issued
' ADMINISTRATIVE BULLETIN 19. 2
Replaces
SUBJECT: County Statistical Data
For administrative planning and public information purposes,
the following information on population, assessed valuation, and
tax levels has been compiled.
I. Contra Costa County Population
In the table below Federal census information is given for
the years of 1940, 1950, 1960, and 1970. The population figures
shown for 1971 through 1974 are estimates prepared by the
California State Department of Finance on July 1 of each year.
In 1975 a special census was conducted by Contra Costa County.
Year Population
1940 100,450
1950 298,984
1960 409,030
1970 5552805
1971 562,900
1972 567, 600
1973 5733600
1974 5783300
1975 582, 829
II. Population of California's 12
Most Poulous Counties
Vinai Census Figures
County 1950 1960 1970
1. Los Angeles 4, 151,687 6,038, 771 7,032,075
2. Orange 216,224 703,925 1,420,386
3. San Diego 556,808 1,033,011 1,357,854
4. Alameda 740,315 908,209 1,073,184
5. Santa Clara 290,547 642,315 - 1,064, 714
6. San Francisco 7752357 740,316 7152674
7. San Bernardino 281,642 503,591 6842072
8. Sacramento 277, 140 502, 778 631,498
9. San Mateo 235,659 4442387 556,234
10. Contra Costa 298,948 409,030 555,805
11. Riverside 170,046 306, 191 459,074
12. Fresno 276,515 365,945 413,053
State of
California 10,586,223 15, 717, 204 19,953,134
United States of
America 151,325,798 179,323, 175 203,184,772
J
2.
III. Population of Contra Costa County Cities
The 1960 and 1970 figures are from the Federal census. The
1975 figures are from the special census conducted by Contra Costa
County.
city 1960 1970 1975
1. Concord 36, 208 85, 164 94,673
2. Richmond 71,854= 799043 70, 126
3. Walnut Creek 9190- 39,844 46,034
4. Antioch 17, 305 28,060 33,215
5. Pleasant Hill --= 249610 25,398
6. Pittsburg 19,062 209651 242347
7. E1 Cerrito 25,431 25, 190 22,950
8. Lafayette --- 20,484 19,628
9. San Pablo 19,687 21,461 19,392
10. Martinez 9,604 16,506 18, 702
11. Pinole 6,064 13,266 15,337
12. Moraga --- --- 14,418
13. Brentwood 2, 186 2,649 3,662
14. Clayton --- 1,385 19790
15. Hercules 310 252 121
IV. Twelve Largest California Counties
in Terms ot Gross Assessed Var=&n
July 1, 1975
Gross Total
County Assessed Valuation
1. Los Angeles $25,998,837,218
2. Orange 7,293,2929215
3. San Diego 5,855,903,286
4. Santa Clara 5, 167,375,816
5. Alameda 4,301,257,476
6. San Francisco 3,354,0102278
7. San Mateo 3,096, 737,768
8. Contra Costa 2,860,881,395
9. - San Bernardino 2,462,077,140
'10. Kern 1,946,847,315
11. Sacramento 1,940,222, 183
12. Riverside 1,910,894,923
3.
V. Contra Costa Count
Gross Assessed Va uation Growth
July
The data presented -below is the total assessed valuation of.
all property in Contra Costa County, including State appraised
utilities and unsecured property before the application of any
statutory exemptions.
Gross
Year Assessed Valuation
1960 $883, 774,945
1961 9609103,790
1962 1,0189587,090
1963 19083,502,130
1964 19172,025,015
1965 19253, 7379050
1966 11384,029,205
1967 1,510,021,315
1968 1,713,485,495
1969 1,7189728,407
1970 1,8062703, 141
1971 19893,539,251
1972 2,025,0629240
1973 2,234,0372862
1974 2,518,395,267
1975 2t 860,88 1,395
VI. Contra Costa Count
Gross Assessed Vaivation
Incorporated and Unincorporated
Assessment Per Cent Per Cent
Year Incorporated Unincorporated
1964-1965 47.4 52.6
1965-1966 48.3 51.7
1966-1967 49.8 50.2
1967-1968 51.3 48.7
1968-1969 51.5 48.5
1969-1970 55.8 44.2
1970-1971 56.6 43.4
1971-1972 56.9 43. 1
1972-1973 56.8 43.2
\ 1973-1974 58.8 41.2
1974-1975 58.2 41.8
1975-1976 60.2 39.8
4.
VII. Contra Costa County Tax Rate
The data below show the tax rates levied by the County for
each fiscal year since 1965. The basic tax rate applies through-
out the County. The library tax rate is levied countywide except
in the City of Richmond which taxes for and operates its own
library service.
Fiscal Year Basic Library
Ending .Tune 30 Tax Rate Tax Rate Total
1965 - $2. 192 $0. 153 $2.345
1966 2. 175 0. 147 2.322
1967 2.142 0.158 2.300
1968 2. 17.4 0.155 2.269
1969 2.174 0. 153 2.327
1970 2.425 0.167 2:592
1971 2.804 0.166 2.970
1972 3.026 0.178 3.204
1973 2.662 0.171 2.833
1974 2.659 0. 171 2.830
1975 2.604 0. 166 2.770
1976 2.676 0. 171 2.847
The Board of Supervisors has strenuously -resisted increases
in County property taxes, but many homeowners have nevertheless
experienced substantial tax increases because of increasing
assessments and because of the heavy property tax requirements of
other agencies not under the control of the Board of Supervisors.
Originating Office: County Administrator
ounty Admini, trator
am Inistrative Bulletin Costa
Number 20.1
/ Costa Replaces M 2 0 ice of the County Administrator Date 6-2-86
County Section Administrative
SUBJECT: Public Access to County Records
The- purpose of = this bulletin is to inform County departments
about their legal responsibility with regard to. requests for
inspection of or copies ' of County records.
Government Code Section6252(d) .defines "public records" as
follows:
"_Public records' include any writing containing information
relating to the conduct of the public' s business prepared_ ,
owned, used, or retained by any state or local agency
regardless of physical form or characteristics."
Any person is entitled to inspect and to receive copies of the
public records of the County in accordance with- Section 6250 et
seq. of the Government Code.
The law does not require the County or any of its personnel to
compile written information or to disclose -or furnish oral
information or opinions.
I. CONFIDENTIAL DOCUMENTS AND DOCUMENTS NOT REQUIRED TO BE
DISCLOSED. . Not all County records are required to be
disclosed to the public.
Records generally exempt from public disclosure include, but
- :are not limited to, the following:
A. Preliminary drafts, notes, inter-agency or intra-agency
memoranda which are not retained by the County in the
ordinary course of business (Government Code Section
6254[x] ) ;
B. . Records pertaining to pending litigation and. claims
(Government Code Section 6254[b] ) ;
C. Personnel,- medical, orsimilar files (Government Code
Section 6254[c] ) ;
D. Peace Officer personnel records (Penal Code Section
832. 5) ;
E. Investigatory or -security files compiled for
correctional or law enforcement purposes (Government
Code Section 6254[f] ) ;
- 3
j C. Security of Confidential Legal Documents. Itis the
responsibility of the Department Head to provide for
the security of all -confidential communications.
1. Files. Separate files should be maintained for
the documents referred to in Section II. A
separate file should also be maintained with
respect to litigation. These files should be
physically separated -from other department files.
Access to legal files is to be limited to
confidential employees with a need to see the
contents of the files.
. 2. Copying. Confidential legal documents are not to
be copied except as necessary. Copies not
retained in the department legal files shall be
destroyed. Employees are not to keep personal
copies of confidential legal documents.
D. Distribution of Confidential Legal Documents.
Confidential legal documents are to be distributed only
to those employees of the department who:
1. Exercise management control .on behalf of the
County; and
2. Have -a need to have knowledge of the contents .of
those documents.
Under- no circumstances are confidential legal documents
to be distributed to persons not employed by the County
or to persons whose interests are adverse to those of
the County, without the prior advice of County Counsel.
E. Other -Documents. The purpose of creating separate
files for confidential documents subject to the
attorney client privilege and the work-product doctrine
is to maintain the privileges and to protect the .
documents from disclosure. No other documents are to
be placed in files used for storage of confidential
legal documents.
Departments may find it prudent to use the procedures set
forth herein for other confidential- documents.
III. EMPLOYEE INFORMATION DISCLOSURE. Personnel records of .
public employees and any other personal information
concerning public employees are confidential and should not
be disclosed to third parties without the employee' s consent
except as discussed here.
5
3. . A department should require advance payment of
reasonable uinform, charges to cover the cost of
copies (See Administrative Bulletin No. 111,
Subject: Charges for Photocopy and Special
Reproduction Services. )
B. A department may take reasonable time not to exceed 10
days, to respond to requests for inspection or copies
of public records. This time period may be extended
for an additional 10 working days by written notice
from the Department Head to the person making the
request, in order to assemble the material requested,
or to consult with counsel concerning the propriety of
disclosure (Government Code Sections 6256, 6256. 1) .
C. Departments may, if they so desire, adopt implementing
departmental policies on this matter, taking these
regulations into account.
Orig. Depts. : County Counsel
Personnel /
P Batchelor,
C my Administrator
Nwmb.,
Administrative Bulletin '- Contra ��.
Replaces
Office of the County Administrator "'.
ta Dote f2 3
county sectionA_d ni �ati
SUBJECT: Affirmative _Actian
On June 26, 1972 the Board -of Supervisors adopted Resolution
' No. 72/434 .establishing, an Affirmative Action`--Policy to idents
and remove artificial barriers to employment and promotional
opportunities. I It covers issues of discrimination in regard to,
recruitment, appointment, training, promotion -retention,
discipline, and other aspects of -employment, prohibited by appli -
cable State and Federal laws. The resolution also directed that
within the framework of the policy; the Office of the County
AdMi-ni.ctrator, the Personnel_ Department, and. all departments off?,-
county government shall act affirmatively to "make equal. employ=
ment opportunity a reality within: the Contra Costa County work-
force.
• v
I. Objectives and Goals
A. The goal. of the County is to provide equal
employment opportunity 'to applicants and
employees. In order to achieve this goal,
the objective of the County'-s Affirmative -
Action Program is. for the County workforce
composition to be representative of the
County labor -force.
B. Department heads will act affirmatively to .
accomplish the County's, objectives and goals :
and departmental affirmative action plans. "
y .
C. The County Affirmative Action Officer:will.
participate its community andpublic relations
programs to further awareness -of- the County's
efforts inprovidingequal employment
opportunity.
II. Responsibilities
A. The County Administrator is- responsible' for -_
implementation. and -admi3nistration -of the
County's Affirmative Action Program"
IV. Statistical Data -
The "County Affirmative Action Officer is' respons-ible" for:
A. Compiling, maintainingand updating the
race/ethnic,- sex and handicap status data
required for the EEO-4' report and other
required reports.
B. Compiling special reports as may be requested
by the .Board' of Supervisors..o.r County Adminis-
trator.
C: Providing Department Affirmative Action
Coordinators with race/ethnic, sex and hand*-.
cap data for their department by job category,
job class, and -salary range. .
V. Personnel Practices
A. The- Personnel Department and operating depart-
ments are responsible for maintaining policies, -
rules, regulations, and manuals which conform
with the-County's Affirmative- Action Policy.
B. The Personnel Department will provide or'
assist in providing affirmative action
training.
C. The Personnel Department and operating depart-
ments .will review programs, job classifications.,
and career -ladders for the purpose of elimina--
ting artificial barriers to employment.
VI. Program Evaluation
The County-"Affirmative Action officeridresponsible for
evaluating the County's. Affirmative Action Program.
Originating Dept.: .County Administrator.
Reference:' ResolutionNo. -72/434 dated June 26, 1972
Contra- Costa County Code Article 33-3.7
County Administra.�br.
OFFICE OF COUNTY ADMINISTRATOR
® CONTRA COSTA COUNTY
Admir:istratior: Buiidirg
Martinez. California
To: All County Departments Date: August 28, 1989
A. Dean Lucas, Deputy Administrative Bulletin No. 22.1,
From: County Administrator Subject: Subject: "Use of the Contra Costa
County Mark"
Effective immediately Administrative Bulletin No. 22.1, dated January 1, 1980,
subject: "Use of the Contra Costa County Mark" is rescinded and no Bulletin has
been issued to replace it.
Departments are encouraged to use the official County Seal on stationery, business
cards, signs andotheritems with an official symbol on them if they wish to do
SO.
® ADL:lmj
II
I' � + .. Number Lc• 1
Administrative Bulletin Contra Replaces
22
Office of the County Administrator ""`Ota Date—1—3-1-8 0
CountyctionAdministrative
SUBJECT _-Use of the^Contra ;Costa County�P�ark
r
tit_
The Count has ads-pled`=a d st�r_ct1vc= r; g. as, well. as the
County Seal, - to es Lcbalish @, Coheq J@_�d-'n w ss�p- v►d.. C� @jCfgC. iV@=
and erfiCien' CO sou 1'Ca 'v:;c ''� "a rr� = a -veEy y.@?'@ SF; ';?1.
t he State-- .�&f Cd o n a_ �T C� _a'�'J-s `1~ �e ',i r � �+ �t°a�' ago Ste sn'- -
this bulletiP` Its -use on I-lateri als " -%aia�
- v -
pub14C ViewIs. Qv g e1: �'1C�?� ag@u las- ;1 �' r st Lisa�d
guide ines_ and- Sta%lOa fss for 1tS', rise F ~.
-
_ _
The official==C�urity .mark: "eonsiss oT-� v µ c1es- nca
rhyth.-f C _;J_he < symbol -z p. qj Mt._ Dii ab �
panied by L-he_- Qyords- Coll 'Costa CQuny:�J_ _pper. and' lower case-
�-a e- �s-^�- � ".i � nQ �
- o�N .s.1C3 �:-�.�r.,_ genera .J pa laced- ab.,v ^t _ .P`:'•.�s.r1 _ �a �.,. :��_"., ;d -
bdcause-.oz '"`_acedamY mi.Jvt's- -
A® zm- _ �:. �_ = ,
a ? s.ic� s7� ol _`�1-de -ty.T�eface and
_ =11 e. rL K a� cess es to, be. pvint_4d i ntA`F2a"r"i tr` �'!q€
-'
I�aQ- V �:+-i''� 1`Ss7 -t��.s- ^, \ wit-( and.-__ p 9r E.- _ `onto a _
'C i'„ zn: N16.1 -(dark-- own-) Th'3ic n _ ?e .�3a sg prj: �G -
in bia. k iialr or dar'� b?"QWal_ alone, the syTTi io _.mwe _bey sCr-eened
Acceptablu'=and- unacceptable usages-_arc sh:6T-q-.r,.__in }he accor.
panyinq exhibit..
_. _
_
II. application.
-~ lhe- 6"Hicial:Co_-aT'Ly geaL,-_ as adopptedt On j ar+ruary 1 - -1 37-� _ ..
should contrnue`-Ito"te used' On Offical,docu-n=encs- -such as_ proclama-
tions and cert. ,' CatdS-. It _may also be-- '`=use. .fit the C +t"oo:: of thv
department or_aeiiployea, orsf county le -M d aid business cards.
- - -
- T"le. Carat I r k �,� g2ia�ral ly be nco po ated into th@
design or pr nt�i3�materials-directed to- the= pub ic. -Tro'hen such-
materials are ordered through the Purchas i 77 reg- O�vision of tre
County auditor-Controller' s Office, the mark- will generally be-
incorporated
eincorporated automatically into the design..
1. Stat-orrery - A star rayout .based on the
mark or seal has beeijestablished to maintain
unifor it and• reduce. cost of a11 .
letterheads
and el";-elopes The .P.laznming- Department
graphics section Frill i. prepare letterhead..._laY -
r _
o,�`a'=fozy' _:all- "C' 2`'t'-' zi-t-S and--a�-vis ons . _.._ .i
i ncorpo_ acing- s.- eE=s 4rtial _8n omc =-a-i`on.
Ln
velope wr i ___ cd-cwte only .the --same of the
departnenL ..max dy tt _d.i JLsion and '- m-s address
�2 -E reg s �a � s r�darc—a_mr "sem 1-----o- f
-a.41.� II
_r - e6a -
i=-- i:.eT$' a ..- '=a w..'�- �. �-ra lL.i.�orin;:i:y."old _ - -
- '.-
._.; l�-1 tro or � tial be xnebrpora ba
into the layout: P2Jahn-ng Deparnt.
0th-e -apps c F.a yr s. ts? "�.''�5"u"ata�f-'- '?T' - i'� l a-__ Vic'ms a-de >d: uoon
r-a aes r CC3�'j �a4 �_ne .s p �, •. ae r n' fry €a Sem orders b. tie_ ...�- _ _�'$�� � 51.,� ^8 e.E- 3"-- _,.a �u..d.e:$.-� t.k�__ are
�;� as F j- y r r f— =-3' 3 s a f r
.trfJ ___ m a- _ ,s. _ drs--z � �a y o»_1- mei
77
.p�r--���E ^eq4r �/b roar _ v+,- as �:�o.�.s�•E.�. -�.vs_� 9...e_z..�._� rS -VaS s�� �y'$�'`9. f�•
4iY »3'.�tvo f-i 7Sh�A of�. 9'C' _ >..6. a.n:4-- S rtrt Cx`ba Vl.l,,.a�. .et_f3lv--�11t.f(.ios/^Ei •.moi -
�s7a_?®-Cs �"e.� `_:eCo'_ Al ' �3nin � pa_r
ce of MdTs_n.
sme=ti_z;z . . --w a.G rY d - -
�'r'�� '"tis swr- a.`�-:~ 1t = 'u} �t `_�G' G^= i -_ -rf aha- a Ms
he $� ' G:aTe _ ` c Cj {z J �eY vc%< 1 Of num
Ses a:4i - sa «.>_ a`s'ie� {'��' t c: vs Yt2 1 Tae pi�Jv_iuz:s- „���3 t 2 -.� .3 %�a:g
se
Daoav�'`,i for �� may' �t7:'sorVep �
.dv�uk°saTl��it� :Ti��� a e�1 �
=
or d�z-''S ch�-v it t
i1J.e V4>�a."..v u /C_'v.6 tsl Z��..ad, RA46 - - _ - - _ -•
S_Ugges ti on= -For__a 4..i onca' uses. S_hou F G:-b� sub itte-d• to the = .
V �LAG.r'e°s t:'se-..a.-v0 +moi°"e..vanSz, -;it- 6.
v j7---
- Coon' y�F,dmi.nis.trator
ACCEPTABLE UNACCEPTABLE
Contra
Costa HELVETICA ANY OTHER
(Upper& Lower) STYLE OF TYPE
County
Symbol May Be Screened Screening of Type
Contra PMS No. 161
Costa (Dark Brown) COLORS OTHER
County or all THAN SPECIFIED
Black
or all INTERCHANGE
PMS No. 159 Brown OF COLOR
(Rust)
Contra PLACEMENT OF TYPE
Costa Only when necessary:
® County TYPE PLACED
OTHER THAN
Contra TOP or LEFT SIDE
Costa of SYMBOL
County
Standard
Contra
Costa
County
1'/4" MINIMUM - - SMALLER THAN
SIZE1'/4"
Contra USE THIS FRAME
Costa WHEN MARK MARK IN REVERSE
County APPEARS ON (White on Color)
Solid Color
Photographs MARK IN OUTLINE
Busy Background. (Except Tools&Watermarks)
\ THIRD DIMENSION
n
Administrative Bulletin Contra •Number 23. 3
Replaces 23. 2
Costa- Date 3- 6
Office of the County Administrator _
CountySectionAdministrative
SUBJECT: Smoking Policy-
The Board 'of supervisors has established policy regarding smoking
in county facilities and enclosed spaces under the control of the
county. This Administrative Bulletin provides guidelines and
procedure_s_ for implementing the County's Smoking Policy.
Procedures
I . "SMOKING. " Smoking means the carrying or holding of a
_lighted pipe, cigar, or cigarette of any kind, or any other
lighted smoking equipment or the lighting or emitting or
exhaling the smoke_ of a 'pipe, cigar, or cigarette of any
kind.
II. COUNTY FACILITIES. To the extend allowed by law, all
enclosed facilities under the supervision of the County of
eContra Costa are subject to "the provisions of this
Administrative Bulletin.
III. PLACE OF EMPLOYMENT "Place of Employment" -means any
enclosed area underthe control of the department head which
employees normally frequent `during the course of employment,
including but not limited to, work areas, employee lounges,
conference rooms, and employee cafeterias.
IV. PROHIBITION OF SMOKING IN COUNTY FACILITIES. To .the extent
allowed by law, smoking is prohibited in the following
enclosed places within County facilities:
A. All enclosed areas available to and customarily used by
the general public including, but not limited to:
1. Classrooms, auditoriums, waiting rooms, public
reception counters, elevators and restrooms;
.2. Wards; and semi-private rooms of -health
facilities, including, but not limited 'to,
hospitals, clinics, physical therapy facilities,
doctors-'•. offices and dentists' offices, except
that health facilities shall also be subject to
the -.provisions of Section V of this Administrative
® Bulletin regulating smoking in places of
employment;
3 _
A. Preparation
® 1. No policy may be inconsistent with any provision
of this bulletin, 'or of County Ordinance No. 85-57
(Smoking Regulations in Public: and Workplaces) ;
2. A policy shall consider such physical
considerations such as, - but not limited to, size
of rooms and numbers of smokers therein,
ventilation; proximity of smokers to non-smokers,
and inflammable environment;
3 . A -policy, to the extent-practicable, shall provide
employees who smoke access to separate (or
designated) facilities for smoking, such as, but
not limited to, availability of lounges, rest_
-rooms and/or outdoor areas .where- smoking is
permitted; and
4.- A policy shall consider special criteria peculiar
to -a- specific department such as, but not limited
to, medical -facilities, laboratories or rooms with
sensitive equipment, and openwork areas with
limited air circulation.
B. Implementation
® 1. The department head shall forward a preliminary
draft of each smoking policy to the Employee
Relations Division of the Personnel Department for
review;
2. Following review of the draft departmental smoking
policy,by the Employee Relations Division, the -
department head shall forward- a draft copy to
applicable employee organizations. If an employee
organization requests, the department head, or
authorized designee, should be. prepared to meet
and confer regarding implementation of the
proposed policy with the organization through the
Employee Relations Division of the County
Personnel- Department; and
3 . If- no request is received within 15 working days
after mailing a draft copy to an employee
organization(s)-, the department head should
proceed -to implement the policy.
VIII .POSTING REQUIREMENTS. The department head shall cause
"Smoking" or "No Smoking" signs, whichever are appropriate,
to be clearly and :conspicuously posted in every building or
other place where smoking is controlled by this bulletin.
These signs shall either be• composed of letters of not less
than one inch in height or the international "No Smoking"
Administrative Bulletin Contra Number 24. 1
Replaces 24
Office of the County Administrator Costa Date 10/31/79-
County SectionAdministrative
SUBJECT: Appointments to Boards,
Committees, and Commissions
On May 1, 1979 the- Board of Supervisors adopted a revised
comprehensive policy- governing appointments to Boards, Committees
and- Commissions; the policy is as follows:
I. Appointment= Procedure
1. In accordance with the Maddy .Local Appointive
List Act of 1975' (Government Code- Section
54970 et .seq. ) ,' the Board of Supervisors
shall prepare and make available at the Office
of the Clerk of the Board, annually- by
December 31, a- list of all regular and ongoing .
boards, commissions; and committes which have
® members appointed- by the- Board. Such list
shall- contain (a) a list of all appointive
terms which will expire during the next
calendar year, with the 'name of the incumbent
appointee, the date of ; appointment, the date
the term expires, and the necessary qualifi-
cations for the position; (b) a list of all .
boards, commissions, and committees whose
members- serve- at the pleasure of the legisla-
tive body,, and the necessary qua-lifications
for each position; (c) . a list of all appoint-
ments of public members and alternate public
members made .to the Local Agency Formation
Commission.
2.. Unscheduled vacancies shall be reported
immediately to the Board as a duty of the
Chairperson of each board, commission or
committee. . A .special notice shall- be listed
on the Board calendar and- shall be-posted by
-the Clerk of the Board- within 20 days after
the vacancy occurs. Final determination
shall -not be made by the Board for a minimum
of 10 working days .aft:er posting of the notice.
If the Board.,-finds an emergency .exists it may
fill the unscheduled vacancy immediately, but
\ . the appointee shall only serve on an acting
basis until -final appointment is made pursuant
'1 to this section.
3.
Group 2 - At-large Appointments with Relatively
Few, if any, Restrictions
Application is made- to the Clerk of the Board.
Immediately following the deadline for appli-
cations; the -Clerk of the. Board--will contact
the office of eachmemberof the Board of
Supervisors to insure that. all .applications
have been received by the Clerk. All appli-
cations will then be .forwarded to the Internal
Operations Committee to determine whether any
screening or interviewing will be required.
They may refer the applications to the affected
Board or Commission- for screening, interviewing,
and ranking the applicants, or they may appoint
a` special screening `group to perform this task
or they may .utilize some other agreed upon
method of determining which applicant they
wish to nominate for full Board action.
Group 3 At-large Appointments Which Have
Specific Qualifications
Application is made to the Clerk of the Board._
Immediately following the deadline for appli-
cations, the Clerk of the Board will contact
the .office of each member of the Board of-
Supervisors. to insure that all applications
have been received by the Clerk. All appli-
cations will then be forwarded to the Internal
Operations Committee. The Internal Operations
Committee may request that the Department Head
designated -in Resolution -No. 19/820 as having
lead responsibility:- for-the affected board,
committee, or commission review_ the applica-
tions to eliminate any clearly- ineligible
candidates. The Internal Operations Committee
will also determine whether any screening or
interviewing will be required. They may
refer the applications to the affected Board
or Commission for screening, interviewing and
ranking the applicants, or they may appoint a
special screening group to perform this task
or they may utilize some other agreed upon
method of determining which applicant they
wish to nominate for full Board action.
5.
b. Where a person's occupation or
property ownership may. require
-repeated abstentions because of
potential conflicts of. interest.
The Board of Supervisors may waive these .
criteria- in exceptional circumstances.. "
11. -Applicants not selected for a given advisory
board, committee, or commission should be:
invited by that board, committee, or
commission to attend meetings of the board,
committee, .or commission_ and should be
encouraged to apply for membership on other
boards, committees and commissions in their
areas of interest. A letter is to be sent to
each applicant not selected giving the dates,
times, and location of the meetings of the
boards, committee or- commission for .which
they applied and thanking them- for their
application..
II. Responsibilities Related :to Regular or" Ongoing Boards,
Commissions or Committees
1.. Each regular or ongoing board, commission, .or-
committee shall have• specifically defined
objectives..
2. Each regular or ongoing board, commission or
committee shall elect a chairperson and notify
the Clerk- of the Board of said selection.
I. Each regular or ongoing board, commission-or
committee shall establish .regularly scheduled
meeting times and inform the Clerk of the
Board of Supervisors of such schedule.
4. Subject to limitations resulting from.
statutory. requirements, each ongoing board,
commission or committee may adopt a set of
operating rules including quorum requirements
and attendance requirements for continuing
membership.
5. Each regular or ongoing board, commission or
committee shall keep .necessary records and
submit an annual report of its activities,
accomplishments and attendance. -' A proposed
program for the forthcoming year should be
included. .
7.
Employees whose duties involve Board, Commission, Council or
Committee activities should become thoroughly familiar with and
adhere to the provisions of this policy.
References: Resolution No. 79/460 -- and amendment thereto
dated October 10, 1979.
County Administra r
Am rnistrative Bulletin Contra Number
25
/ Costa Replaces
ffice of the County Administrator Date 9-14-78
/ County Section Administrative
SUBJECT: Office Space
All departmental requests for new or added office space shall
be initiated on Form M-380 (Request to Add or Change Office Space) , -
Attachment A, which should be completed and sent to the Office of
the County Administrator for review, with a copy to the Public
Works Department, Building and Grounds Division. If the request
is for budget purposes, Form B-2 (Budget Request for Individual
Capital Project)" should also be included.
The information contained on the request form will be
reviewed by the appropriate staff and actions taken to plan for
the requested space if sufficient -justification is demonstrated
and other alternatives are not available. Every effort will be
made during the review to identify ways in which all existing '
County-owned and leased spaces may be fully utilized before new
space is considered.
Department staff should include- as much information as
possible with requests for space to assist in the review and
decision process . The Lease Property Management section of the
Public Works Buildings and Grounds. Division has current market
information available on space rental costs in various areas of
the County which can be used for budget and project planning
purposes.
If the request is determined to be of high enough priority
and no County-owned or leased space is available, the County
Administrator will seek authorization from the Board of Supervisors
for Public Works to negotiate for additional leased space. Public
Works will advertise for proposals based upon the state require-
ments. All proposals received will be analyzed by Public Works
and those meeting the requirements- will be reviewed with the
requesting department and the County Administrator. After a
location is selected, Public Works will work with the department
to prepare final layouts for any necessary building improvements.
i'
REQUEST TO ADD OR CHANGE OFFICE SPACE
1. Department 2 . Date
3. Signature
Department Head or Designated OFficia13
4. Contact Person 5 . Telephone
6. Request: (Amoung of area, location, timing)
7 . Program, project or division to occupy space and where
presently housed, if applicable:
8. Reason or justification for request:
9. Special requirements within the space and/or necessary
adjacencies to other functions; indicate maximum parameters
for geographic location and need for public transportation
availability:
(M 380 8/78)
i
i
i
2 ,
p
10. List classifications , numbers and functions indicating
area requested for each or indicate areas needed by unit,
as appropriate:
w
F
s
11. Amount of funding available for occupancy costs (or new
construction) . If leased space is considered, indicate
maximum time for lease term and funding available by
year:
F
12. -Outside revenue sources, duration of project funding,
and percentage of reimbursement for occupancy costs or
construction, if applicable:
r
13. Present or proposed staffing and growth projections for
a five year period for division requesting new or changed
space:
3.
14. Estimated parking requirements for staff and public
contact:
15. Indicate below a rough sketch of desired interior
arrangements of spaces, if possible: (use separate
sheet is necessary)
Distribution:
copy 1 - CAO Capital Projects
copy 2 - Public Works - Bldgs. & Grounds
26
Administrative Bulletin Contra "umber
S+a ReplacesCo
--
Office of the County Administrator L Date -6-10-82
County Section Administrative
f
SUBJECT: Policy for Board Appointees Concerning
Conflict of Intevest and Open Meetings
Board of Supervisors Resolution No. 82/574, adopted on
May 18, 1982, sets forth Board policy on the above subject as
follows:
1. Statutes on Conflicts. - Officials, Commissioners, and
Committee members appointed by this Board shall adhere to the
principles and rules of the Political Reform Act of 1974 (Govern-
ment Code Secs. 81,000 ff. ) , including the following:
(a) Local government should serve the needs and respond
to the wishes of all citizens equally, without regard to their
wealth. (Government Code. Secs. ' 81001 (b) . )
(b) Public officials should perform their duties in an
impartial- manner, free -from bias caused by financial interests of
themselves or their supporters. (Government Code Secs. 81001(b) .)
(c) Public officials should disclose assets and income
which may- be materially affected by their official actions, and
in appropriate circumstances they should be disqualified from
acting, in order to avoid conflicts of interest. (Government
Code Secs. -81002 (d) . )
2. Common Law Policy on Conflicts. All such officials
should so conduct the public business as to avoid even any
appearance of conflict of interest. (See, e.g. , Kimura v. Roberts
(1979) 89 C.A. 3d 871. )
3. Brown Act on Open Meetings
(a) Policy. California's "open meeting law" is the
Ralph M. Brown Act. (GovernmentCode Secs. 54950 and following. )
This statute declares the general public policy of the State as
follows:
i
3.
These are examples of a few kinds of situations which
frequently arise. Generally, anytime a majority of a board,
committee or commission is together, Brown Act or open meetings
requirements are likely to apply. As indicated, when doubt exists
the body involved should seek counsel.
County departments are requested to bring this policy to the
attention of any advisory bodies for which they provide staff
services.
Orig. Dept. : County Administrator
ounty Adminis for
i
Administrative Bulletin Contra "umber 27
Replaces
Office of the County Administrator. Costa Date 3/283
CountySection Administrative
SUBJECT: Employment Discrimination Complaint Procedure
I Purpose
This bulletin sets forth procedures for resolving allegations
of employment discrimination by agencies of Contra Costa County.
II. Scope
This procedure governs complaints . of discrimination by employ-
ment applicants and employees ofContraCosta County. It covers
all- issues of discrimination in regard to recruitment, appointment,
training, promotion, . retention, or other aspects of employment.
The subject areas of discrimination include race, color, . national
origin, sex, religion, handicap, age, and other areas as prohibited
by applicable State or Federal laws.
III.- Limitations
The establishment of this procedure is not intended to
supplant the County's grievance procedure or the appeal- provisions _
of the- Personnel Management_ Regulations .
IV. Resolution of Internal Discrimination Complaints
A. Contra- Costa County Employees
Employees are encouraged to resolve discrimination
complaints at the department level An employee may nevertheless
submit a discrimination. complaint directly to the -merit Board or
- the County's Affirmative Action Officer.
1. First Level:
a. Each county department shall desig-
nate a person to whom complaints of
discrimination may be directed.
b. The. complainant shall contact thy:
department's representative and
attempt -to resolve the discrimina-
tory action.
3.
d." If;_ after the investigation of the
complaint, the County Affirmative
-_ Action Officer is unsuccessful in
- mediating the complaint," the
complainant shall be advised of
their right to file a written
complaint with- 'the Merit Board
within 30 days of .receipt of notice
from the County Affirmative Action
Officer closing the complaint and
advising the complainant of -the
next .-level (third level)
e. If, however, mediation by. the
County Affirmative Action Officer
is unsuccessful for project -
employees, the complainant shall be
advised of their right to file :a
writtencomplaint with the Director
of Personnel .(third level) within
.30' days of .receipt' of notice from
the County Affirmative Action '
Officer closing the complaint.
3. Third- Level:
a. The complaint-to the Merit Board
must be- in writing and must set _
forth -the grounds _and facts upon
which discrimination is'• alleged and
the remedy sought
A _person: may file a complaint of
unlawful discrimination with the
Merit Board within 60 days of the
date the alleged discrimination
occurred, or within 30 'days of
termination of mediation effort by
the.-County Affirmative Action
Officer, whichever is later, - except
that as to matters: in which personnel
management rules provide specific
appeal procedures and time limits, _
such appeal procedures and time
limits- shall aPPly_.
5 .
C. A copy of the response--shall be sent to the
County Affirmative Action Officer for review
before submitting to .the Federal 'or State
agency.
D. The County Affirmative Action Officer will
mediate the complaints (when applicable)
between the department(s) and State or Federal
agencies
VI. Investigate Inquiries from Federal and State Agencies
A. The County Affirmative Action Officer will
coordinate with the Personnel Department,
operating department, and County Counsel (if
necessary) responsesto investigate inquiries
from State and/or Federal compliance agencies.
B. The response to investigate inquiries will be
reviewed by the County Affirmative Action
Officer before submitting to the - Agencies. -
Originating Dept. : County Administrator
Reference: -Personnel Management Regulations
County Administrator
3. ,
4. Avoid using business lanaguage. Try to convey
that an action provides a public service as
opposed to constituting a business transaction.
5. Eliminate any appearance of conflict of
interest, self-dealing, and favoritism. Be
aware of the risks of associations with those
parties who seek favorable county .action.
6 . Use open, non-discriminatory competitive
bidding wherever practical. Clearly articu-
late objective evaluation standards and
procedures in RFPs.
Lawsuits arise from the most innocent intentions . The above
suggestions are not exhaustive and complying with them does not
guarantee that an anti-trust claim or judgment will be avoided.
Originating Dept. : County Administrator
CE' _zz-
Interim County Administrator
Administrative Bulletin Contra Number _ 31
C�JIa Replaces --
Office of the County Administrator C� Date 3-15-90
I � Section Adminis.
f
SUBJECT: County Office Hours
This Administrative Bulletin sets forth policy regarding the
hours that County offices are to be open to the public.
I. STANDARD WORKING HOURS FOR COUNTY OFFICES. Ordinance Code
Section 22-2.202, adopted pursuant to Section 24260 of the
Government Code, prescribes that County offices must be open
for the transaction of business during the following hours:
- A. Office of the County Auditor-Controller - County
Cle-r) - ecorder�ounty Sheriff-Coroner, a
-L a�collector, continuously from 8:00 a.m. to
5:00 p.m. , except Saturdays, Sundays and holidays; and
a Dd B. All other offices and departments from
8:00
p.m.', to on
j 12:00 Noon, and from 1':00 p. except
Saturdays, Sundays and. holidays.
Please note that the Board has adopted a policy which
". . .directs all county offices furnishing direct public
service are to remain open during the lunch hour at least
with reception service except as specifically approved by
the County Administrator based on some extenuating
circumstances. "
Offices and departments in Section I.B above may remain open
during the Noon hour by appropriately scheduling employee
lunch periods.
II. OTHER THAN STANDARD WORKING HOURS. The Board of Supervisors
by resolution may authorize specific County offices to be
open to the public at hours different than those noted
above. Requests for changes shall be submitted to the
Office of County Administrator, in standard Board Resolution
form, at least 30 days prior to date that resolution needs
to be presented to the Board. The request shall include:
A. Identification of specific •offices to be affected by
the resolution;
B. Hours-that the office(s) shall be open to the public;
C. Reasons for the request, including both benefits and
liabilities, resulting from the change in hours;
i
• � l
Administrative Bulletin Contra "umber 28
�,(� Replaces
ffice of the County Administrator- - Sta Date 5/4/84
t�or�administrati�,
County Sec
SUBJECT: Anti=Trust -Exposure -
Since 1978 -local governments, including Contra- Costa County,
have been sued increasingly for alleged anti-trust -violations .
The potential costs to the county under "federal- anti-trust laws
are enormous as these laws mandate . that- an- "un•successful defendant
pay the winning plaintiff ' s legal fees plus -triple the money
damages suffered.' In -'addition, county activities can be inter-
rupted as their -legality is being tested in court. In certain
situations county officials may be personally= -liable for anti-
trust violations; although such exposure may- 'be limited by the
courts.
This Administrative Bulletin is-. issued to alert department
heads to potential anti=trust problem areas and- how to help =
prevent -such charges. It is theresponsibility of county depart-
ment heads, and staff, to become aware of and immediately correct
any action, or lack of action, that could -result in. successful
anti-trust action against the county.
WHAT IS ANTI—TRUST? _.
Anti-trust law is a complex- and specialized field. For
purposes of this bulletin we oversimplify the rules and indicate
that generally the anti=
Administrative Bulletin Contra Number 32
Replaces
Office of the County Administrator Costa Date
1-2-87
County Section Admin.
SUBJECT: Hazard Communications Program
I . INTRODUCTION. The Hazard Communications Program of the
County is established so that employees are informed about
the physical and health hazards of materials used in the
work place. The procedures addressed in this bulletin are
established to meet the requirements of Title 8, California
Administrative Code, Section 5194.
II . GOALS OF THE HAZARD COMMUNICATIONS PROGRAM. The goals of
the Hazard Communications Program are to:
A. Eliminate employee exposure to occupational hazard
incidents.
B. Insure proper disposal of waste substances.
C. Insure that the County meets the requirement of the
Hazard Communications regulation.
III. ORGANIZATION AND RESPONSIBILITIES
A. County Administrator' s Office
The County Administrator' s Office, Risk Management
Division, shall be responsible for ( 1) coordinating the
Hazard Communications Program, ( 2 ) providing
information on regulatory requirements, ( 3 ) assisting
departmental staff in the development of the Hazard
Communications Program, and ( 4) monitoring departments
to ensure compliance with Safety Orders.
B. Department Head
Each department head is responsible for the preparation
of a written Departmental Hazard Communications Program
( see Section IV) .
C. Supervisor
The immediate supervisor is responsible for insuring
that all employees are trained to understand and comply
with the department' s Hazard Communications Program.
The supervisor is also responsible for insuring that
employees use the proper protective equipment when
working in d hazardous environment.
1
-3-
6 . The procedures used to prevent exposure to
hazardous materials, including (a) use of
protective equipment, (b) understanding of
emergency procedures, and (c) awareness of
detection and - alarm devices; and
7 . Procedures to (a) label containers of hazardous
substances with the appropriate warning, and (b)
maintain labels on incoming substances.
V. EXEMPTIONS. Certain laboratories are partially exempt from
the hazard communication regulations. These laboratories
are required to:
A. Maintain labels on incoming chemicals;
B. Retain MSDS ' s received and allow employees access;
C. Train laboratory workers in safe procedures.
VI . TRAINING DOCUMENTATION. The General Industry Safety Order
requires the training of all employees at the time of
initial job assignment and when a hazardous substance is
introduced into a work place. All training must be
documented.
VII . PROGRAM EVALUATION. Each department shall periodically
review its hazard communications program and take actions,
as necessary, to improve the effectiveness of the program.
VIII .REFERENCES.
A. The following publications were used in preparing this
manual:
i California Administrative Code, Title 8 , Section
5194 (November 25, 1985)
a Employer' s Guide to the California Hazard
Communication Regulation (May 1986 ) .
® CAL/OSHA Fact Sheet No. 12
B. A library of reference material is maintained by the
Risk Management Office. Contact the County Safety
Office for information regarding the acquisition and
use of the reference material.
Orig. Dept. : County Administrator
Phil Batchelor, G�
County Administr for
Administrative Bulletin Contra Number 33
CC
Replaces --
Office of the County Administrator Date 5-7-90
Cour/ Section Admin.
SUBJECT: Subpoena Policy
County departments, officials, and employees often are served with subpoenas to
produce County records or to appear as custodian of records in federal and state
courts as well as at worker's compensation and administrative hearings, in cases
in which the County is a party, as well as in cases in which the County is not a
party. A subpoena demands production of records or appearance as a witness or
both. A subpoena differs from a summons and complaint. This Administrative
Bulletin discusses responding to a subpoena. For information on responding to a
summons and complaint, see Administrative Bulletin No. 18.
Policy
Most county records are available to the public pursuant to the Public Records
Act; however, certain county records are exempt. Other county records are
privileged, including privileged as official information. A partial list of
records that are privileged includes Social Service Department records, juvenile
court records, Probation Department records, and the Sheriff's personnel and
internal investigation records. Certain county records regarding individuals,
e.g. , personnel records, medical records and records regarding alcohol and drug
abuse are confidential. Confidential records are privileged as to the individual
and may be disclosed only with the individual's permission or under specific
statutory conditions.
A. Public Records
The department must produce copies of requested public records, unless such
records are exempt from disclosure under the Public Records Act. If a
request for records is made pursuant to the Public Records Act, the County
has 10 days to respond. In unusual circumstances, by giving written notice
to the requesting person, this time may be extended by 10 additional working
days. If a department is in doubt about whether subpoenaed records are
exempt or wishes to extend time, it should contract County Counsel.
B. Privileged Records
Unless a department has an established policy approved by County Counsel, all
subpoenas received by a department for county records that are privileged, or
for the appearance of the custodian of such records, should be forwarded to
County Counsel immediately. (Time is of the essence because subpoenas
generally must be responded to within a few days.) County Counsel will
advise the department how to respond to the subpoena, take legal action, if
any is warranted, in response to the subpoena, or, if appropriate, refer the
subpoena to any retained county defense counsel. No county records that are
privileged should be produced and'no witness should appear as the custodian
-3-
•
party on an itemized statement, and the department should demand payment of
the statement simultaneously with the actual delivery of the subpoenaed
records. Note that the department is under no obligation to deliver the
records until payment is made. For federal courts, no statutory "witness
fees" exist. However, the general rule is that the party producing records
is entitled to the reasonable costs of production.
If the personal attendance of the cutodian of records is required by the
subpoena, the department must collect the statutory witness and mileage fees,
in addition to any copying costs. For state courts and for worker's
compensation hearings, the witness fee is $35 a day, and mileage is $.20 a
mile both ways. However, for administrative hearings before the Office of
Administrative Hearings and before the Contra Costa County Merit Board,
County officials and employees receive neither a witness fee nor mileage if
they are subpoenaed as custodian. of records. For federal courts, the witness
fee is $30 a day, and the travel allowance is the actual cost, if travel is
by common carrier or the federal government mileage rate, plus tolls and
parking fees, if travel is by private vehicle. In all cases, the County
official or employee should demand the witness fee at the time the subpoena
is served and .should bill the subpoenaing party for travel costs immediately
after appearing.
Originating Department: County Counsel
References: Federal Rules Civil Procedures, Rule 45(b)
_ 28 U.S.C. Section 1821
Civil Code Sections 56.10, 1985.3 -
Evidence Code Sections 1040, 1562, 1563 -
Government Code Sections '6250 et seq. , 68093, 11510
Health and Safety Code Section 1795.18
Labor Code Section 131
Penal Code Sections 1203.05, 832.7
Welfare and Institutions -Code Sections 10850, 827, 5328 et seq.
Administrative Bulletin Nos. 18 and 20
Personnel Management Regulations Section 215.1
Phil Batchelor,
County Administr or
Administrative Bulletin Contra Replace 3�:
. Replaces
Costa b-24-G '
Office of the County Administrator County Dat.
Section Adm.in.
SUBJECT: Rental Vehicles for County
Business Use
The County permits rental of vehicles for use by authorized
persons in the conduct of official County business. This
Administrative Bulletin establishes policy and procedures for the
use and operation of rental vehicles, including the review and
evaluation of vehicle accidents.
I . POLICY. Each Department Head is responsible for:
A. Safe and economical operation of rental vehicles.
B. Authorization to individuals to rent vehicles on County
business.
C. Informing individuals of the provisions of this and
other appropriate administrative bulletins.
II . PROCEDURES
A. Procedures. Procedures applicable to use of rental
vehicles are found inAdministrative Bulletin No.
407 .6, County Vehicle Operation:
1 . Administration, Pages 1 and 2, Section I , A.
2. Operations, Page 3 , Section II, A-E.
3 . Expense Reimbursement Eligibility, Page 5,
Section IV, A and B.
4. Accident Reporting, Page 6, Section VI,
A and B.
5 . Accident Evaluation Board, Page 8, Section VII ,
A=E.
B. Rental Procedure
1. Submit copy of travel authorization request to
Purchasing.
Administrative Bulletin Contra Number.
c Replaces
O1f:ce cf the County Aaministrato- Costa Date 6-22-90
Cour Secton
a�
SUBJECT: Use of 'Private Vehicles
The County permits use of private vehicles by authorized persons
in the conduct of official County business. This Administrative
Bulletin establishes policy andprocedures for the use and
operation of private vehicles, including the review and
evaluation of vehicle accidents .
I . POLICY. Each Department Head is responsible for:
A. Safe operation of private vehicles.
B. Authorization to individuals to operate private
vehicles on County- business.
C. Informing individuals -of the provisions of this and
other appropriate administrative bulletins.
II . PROCEDURES
A. Procedures. Procedures applicable to use of private
vehicles are found in Administrative Bulletin No.
407 .-6, County Vehicle Operation:
1 . Administration, Page 1, Section I, A.
2 . Operations, Page 3 , Section II , B-E.
3 . Expense Reimbursement Eligibility, Page 5,
Section IV, A ands B.
4 . Accident Evaluation Board, Page 8, Section VII ,
A-E.
B. Accident Reporting -
1 . Refer to Page 6, Section VI , A and B.
2. Additional Reporting
a. Any individual involved in an accident during
the conduct of County business should report
the accident ` to his/her private insurance
company and file a police report in
3
form and verify that his/her liability insurance
extends to volunteer activities ( See
Administrative Bulletin No. 321) .
Originating Dept. : County Administrator
References : Administrative Bulletin No. 407 . 6,
County Vehicle Operation
Administrative Bulletin No. 9.7,
Expense Reimbursement
Administrative Bulletin No. 321,
Authorized Volunteer Programs
Batchelor
County Administrator