The URL can be used to link to this page

Home My WebLink AboutMINUTES - 05211991 - 2.2 0112 TO: BOARD OF SUPERVISORS Contra 1 FROM: Phil Batchelor, County Administrator =� Costa •( '.• n. s Count9•,a. `4 DATE: May 21, 1991 SUBJECT: Report on Advisory Boards, Commissions and Committees SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. ACCEPT report on advisory boards, commissions and committees. 2. APPROVE recommendations relating to human services boards and commissions. 3 . RATIFY Board Resolution No. 79/460, Section II , Paragraph 9 to review each committee at three-year intervals for justification of its continuation. BACKGROUND: The Board of Supervisors has indicated that it encourages the participation of .interested citizens in the course of decisions affecting Contra Costa =--County. One way in which the Board obtains a broad representation is to appoint citizens to boards, commissions and committees. Another way the Board receives public input is through committees to which citizens are appointed by other authorities, such as the Juvenile Justice Commission, whose members are appointed by the court. The matter of advisory boards, commissions and committees has been under consideration since December 13 , 1988 when the Board requested an analysis of those created or reorganized in the past five years. The Internal Operations Committee subsequently reviewed and reported on 61 boards. During budget deliberations in August 1989, Supervisor Torlakson requested that staff review the feasibility of combining or consolidating advisory boards. In June, 1990 Supervisor Fanden requested that the County CONTINUED ON ATTACHMENT: X YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE -OTHER SIGNATURE(S): ACTION OF BOARD ON May. 21 1991 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ONNjTHE IDATE SHOWN. CC: County Administrator ATTESTED County Counsel PHIL BATCH OR,CLERK OF THE BOARD OF Human Services Depts. (CAO) SUPERVISORS AND COUNTY ADMINISTRATOR Human Services Advisory Boards (CAO) BY Q&L � ,DEPUTY M382 (10/88) -2- Administrator prepare a report on all boards, commissions and committees established by the Board of Supervisors. On November 27, 1990 the Board accepted the report from the County Administrator noting the status of the review and stating that this report was forthcoming. The Maddy Local Appointive List Act of 1975 requires the Board to prepare an appointments list of all regular and ongoing boards, commissions, and committees for which the Board has the appointive power (Appendix I ) . This list contains 102 panels with 1,11'5 Board appointees. Forty-two of the committees are established by federal or state legislation or regulation, but not all of those are mandated. In addition, there are a significant number of committees which are not "regular and ongoing, " whose members are not appointed by the Board, or which may contain no citizen members but are, nonetheless, at the Board' s direction staffed by the County or require County staff participation. For example, one department, the Community Development Department, reports that it meets regularly with 35 of the " Maddy Act" committees, only six of which are mandated, plus an additional 92 for a total of 127 committees, and provides staff support for 59 of them (Appendix II ) . Most other departments could produce similar lists which, while not as extensive, would reflect the workload of staffing and/or attending regular committee meetings. COST The cost of advisory boards, commissions and committees is comprised of compensation to citizen members, employee time, and other County resources. Examples of compensation are stipends, mileage, actual and necessary expenses, child care, and cost of meals and loss of wages for the poor (Appendix III ) . Some members receive no compensation while others may receive one or a combination of payments. Employee time varies by department, committee, and .the employee' s involvement, i.e. , staff to the committee, as a resource to the committee, or representative of the department. Other County resources include space, printing costs, telephone and facsimile charges, and postage. In addition, expenses which may be incurred are food, publications, conference expenses such as travel, lodging, meals and registration, and consultants. The most difficult cost to quantify is that for County employees. This is because of several factors, for example, the time spent on committee work is generally one of many staff assignments, therefore, eliminating the assignment may not result in a, lower department staff cost if the employee is given another assignment, and the level of staff or departmental support to a committee can be increased or reduced with no reflection in the departmental budget but with an impact on the committee and potentially the product of the committee. Also, some committees ' costs are state or federally funded. Examples of costs and employee hours incurred by committees is attached as Appendix IV. CONSOLIDATION . Of the 102 advisory boards, commissions and committees those that were not considered for consolidation include the Adult Day Health Planning Council, Advisory Council On Aging, Assessment Appeals Board, Law Library Board of Trustees, Local Agency Formation Commission, Merit Board, Contra Costa County Planning Commission, Private Industry Council, and Retirement Board. These mandated committees are created by law or regulation and would not seem to be able to, practically speaking, assimilate other duties. Single purpose committees are comprised of members representing specific interests or geographic areas. For example, 29 citizens advisory committees or boards representing 11 county service areas, 11 fire protection districts, four transit authorities, and three sanitation districts could be combined if similar service areas or districts were to be combined. . -3- Still other committees represent specific areas of broad services or programs. Human services advisory boards have a broad common area of interest requiring intensive staff support. The Board requested actions be taken to improve communications to the Board regarding prioritization of County resources within human services and to provide staff support consistent with available staff and funding. On November 27 , 1990 the Board authorized use of an impartial consultant to assist in that part of the study pertaining to human services advisory committees. A four-month facilitated process of soliciting input and feedback from representatives of these committees resulted in a a set of recommendations that not only represent the consensus of the committees but have the endorsement, in principle, of the County Administrator. As a result of that study, we recommend: ♦ Committee chairs meet two to three times annually. ♦ Each Supervisor consider meeting at least twice annually with their appointees. ♦ The County Administrator and department heads take a more proactive role on informing committees of budget information and of requesting advise on budget matters. ♦ County staff establish more effective interdepartmental coordination. ♦ Committees seek grant funds to provide for a full-time independent human services advisory boards and commissions coordinator. The representatives understand that funding for a full-time coordinator is not available and that such a recommendation appears contrary to the intent of the study. They do, however, feel strongly that this position would enhance the value of the committees to the Board and have indicated their willingness to solicit grant funds for this purpose. The results of the study with these recommendations and their rationale are attached as Appendix V. On May 1, 1979 the Board adopted Resolution No. 79/460 in the matter of adopting policy governing appointment to boards, committees, and commissions. Section II , paragraph 9 of the resolution states: "The Board shall review at three-year intervals beginning in 1977 each regular or ongoing board, commission or committee whose existence is not mandated by Stae of Federal law or regulation for justification of its continuation. " We recommend that the Board ratify this paragraph. During this review the following questions might be asked: 1. What department staffs the committee? 2. How much time is required by the department? 3 . How often does the committee meet? 4. How often does the committee report to the Board? 5. What is the total cost of operating the committee? 6. Does the committee have a source of funding? 7 . Are these funds being used? 8. Can this work be accomplished by another committee? 9. If this committee were to sunset, what would be the consequences? 10. Is there a need or benefit to reorganize the committee prior to its extension? APPENDIX I LIST OF .COMMITTEES, BOARDS AND COMMISSIONS APPOINTED BY THE CONTRA COSTA COUNTY BOARD OF SUPERVISORS (Maddy Act Provisions) The column on the left designates the correct name of the committee, board,or commission. Those committees preceded by the words "Contra Costa County" are filed in the appropriate alphabetic section defined by the underlined word in the name. Access Name of Committee Code Adult Day Health Planning Council . . . . . . . . . . ADULTDAY .Contra Costa County Advisory Council on Aging . . . . AGINGADV Agricultural Task Force . . . . . . . . . . . AGTASK Airport Land Use Commission . . . . . . . . . AIRLUC Alamo-Lafayette Cemetery Dist Bd of Directors . ALAFCEM Contra Costa County Alcoholism Advisory Board . . . . ALCOHOL Assessment Appeals Board . . . . . . . . . . ASSESSAP Contra Costa County Aviation Advisory Committee . . AVIATION Bay Area Library Information System Lay Adv Cte . LIBINFO Brentwood Recreation & Park Dist Bd of Directors BRENTREC Byron-Brentwood-Knightsen Union Cemetery District Board of Directors . . . . . . . . . . . BBKCEM Child Care Task Force . . . . . . . . . . . CHILD Compost Task Force. . . . . . . . . . . . . . . . . COMPOST Correctional and Detention Services Adv Comm . . CADSAC County Service Area D-3 Citizens Advisory Committee CACD3 County Service Area M-8 Citizens Advisory Committee . . CACM8 County Service Area M-16 Citizens Advisory Committee CACM16 County Service Area P-1 Citizens Advisory Committee . CACP1 County Service Area P-2A Citizens -Advisory Committee CACP2A County Service Area P-2B Citizens Advisory Committee CACP2B County Service Area P-5 Citizens Advisory Committee . CACP5 County Service Area R-7A Citizens Advisory Committee CACR7A County Service Area R-9 Citizens Advisory Committee . CACR9 County Service Area R-10 Citizens Advisory Committee CACR10 Developmental Disabilities Area Board V . . . . DEVDADV Contra Costa County Drug Abuse Board - . . . . . . CCCDRUG East County Regional Planning Commission . . . . . . ECRPC Economic Opportunity Council • EOC Contra Costa Education Center Authority Gov BdCCEDAUTH Community Adv Bd for El Pueblo Day Care Center ELPUEB Emergency Medical Care Committee . . EMCC rev: 5-13-91 ref: CTELIST.1 Access Name of Committee Code Family & Children's Services Advisory Committee FACSAC ` Family & .Children's Trust Committee. : FACT Bethel Island Fire Protection District Bd of Comm . . BIFPD Byron Fire ,Protection District Bd of Comm . . . . . . BYFPD . Contra Costa County Fire Protection District Bd of .Comm CCCFPD Crockett-Carquinez Fire Protection District- Bd of Comm . CRCAFPD East Diablo Fire Protection District Bd of Comm . EDFPD Moraga Fire .Protection District Bd of Comm . . . MORFPD Oakley Fire Protection District Bd of Comm . . OAKFPD Orinda .Fire Protection District Bd of Comm . . . . ORFPD Pinole Fire Protection District Bd of Comm • . PINFPD Riverview Fire Protection District Bd of Comm . RIVFPD 'West County Fire Protection District Bd of Comm . . WFPD Fish & Wildlife Study CommitteeFISH Contra Costa County Flood Control Zone 2 Adv Bd• FCWCDZ2 Contra Costa County Flood Control Zone 7 Adv Bd . . . FCWCDZ7 Hazardous Materials Commission . . . HAZMATL Health Maintenance Organization (HMO) Advisory Bd . HMOADVBD Alameda-CC Health Systems Agency Governing Bd ACCHSABD Homeless -Advisory Committee . . . . . . . . . . . HAC, Hospital Study Oversight Steering Committee . . .. HOSP Housing & Community Development Adv Cte . . . HCDAC Advisory Housing Commission . . . . HOUSADVC Housing Trust Fund Task Force. , . . . HOUSTASK Human Relations .Commission HUMREL Human Services Advisory Commission HSAC Integrated Waste Management Task Force (AB 939) . " INTEGWAS- CCC Justice System Subvention Program Adv Group . . JJSPAG . ' Keller Canyon Landfill Citizens Advisory Committee KELLCAC Kensington Municipal .Advisory Council KMAC Contra Costa County Law Library Bd of Trustees LAWLIB County Library Commission . LIBRARY Loan and Grant Review Panel (CDD Housings Rehab) LNGRANT Local Agency Formation Commission LAFCO ' Local Assessment Committee, Erickson Enterprises . . ERICKSON Magee' Ranch Park Joint Planning & Operations Cte . . MAGEE .- Marsh Canyon Landfill Site Citizens Advisory Cte . ". MARSHCAC Maternal, Child & Adolescent Health Adv Bd . . . . .. MATHLTH Contra Costa County Mental Health Advisory Board . . MENHLTH Contra Costa County Merit ' Board MERITBD Mobile Home Advisory. Committee . . . . . . . . MOBILE Contra Costa Mosquito Abatement Dist Bd of Trustees MOSQAB rev: 2-14-91 ref: CTELIST. 2 Access Name of Committee Code North Richmond Redevelopment Project Area Cte . . . NRPAC North Richmond Shoreline Specific Plan Citizens Adv Cte. NRSCAC Oakley Area of Benefit Transportation Adv Cte OAKBENTAC Oakley Infrastructure Finance Prgm Adv Cte . . . . . OAKINFRA Oakley-Bethel Island Wastewater Mgmt Auth Bd of Dir . . OBIWMA Oakley Municipal Advisory Council . . . . . . . . . . . OMAC Out-of-State/Out-of-Area Workers Task Force . . . . OUTWORK , Paratransit Coordinating Council of CCC . . . . . . . . PARACORD Contra Costa County Planning Commission . . . . . . PLANCOM Pleasant Hill BART Station Redevelopment Proj Area Cte. PHBRTPA Plastics Recycling Task Force . . . . . . . . PLASTIC Private Industry Council . . . PIC Public & Environmental Health Advisory Board• PHLTHAB Relocation Appeals Board of Contra Costa County . . . RELOCATE Contra Costa County Employee' s Retirement Board . . . . RETIRE Rodeo Redevelopment Project Area Committee . . . . . . RODEOPAC Contra Costa County Sanitation District No. 5 CAC . . . CCCSD5 Contra Costa County Sanitation District No. 15 CAC CCCSDI5 Contra Costa County Sanitation District NO. 19 CAC CCCSDI9 San Ramon Valley Regional Planning Commission . . SRVRPC Contra Costa County Solid Waste Commission . . . SOLIDWAS Central Contra Costa Transit Authority Bd of Dir . . . TRANCENT Central Contra Costa Transit Authority Citizens Adv Cte TRANADV Eastern Contra Costa Transit Authority Bd of Dir . . TRANEAST Western Contra Costa Transit Authority Bd of Dir . . . TRANWEST Pleasant Hill BART Station Area TSM Advisory Cte . . . TSM West County Justice Center Advisory Group . . . . . WCJUST West Pittsburg Redevelopment Project Area Cte . . . . . WPITPAC Advisory Cte on Employment/Economic Status of Women WOMEN rev: 3-4-91 ref: CTELIST.3 APPENDIX II CONTRA COSTA COUNTY. COMMUNITY DEVELOPMENT DEPARTMENT DATE: January 16, 1991 TO: Harvey Bragdon Director of Community Development FROM: Ro i inistrative vices Officer SUBJECT: Department Supported CommisiLs and Committees Attached is a listing of the Commissions and. Committees supported by the Department. for those that we staff, we are responsible for the agenda, research, coordination and recordation of all subjects before the groups. As attendees, time is spent in reading and preparing for the meetings. Conservatively speaking, staff preparation for the meeting requires two to four hours of preparation for each hour of meeting time when acting as staff, and at least one to.two hours of preparation per meeting when merely attending (non-staff). The following summary does not include-the requirements of the Board of Supervisors or its committees as listed on the first page above the Redevelopment Agency category.._ Total Commissions Number Division and Committees Staffed Redevelopmerit/Economic/HUD 20 16 ' Current Planning . 23 12 Comprehensive Planning 12 5 Conservation Program 34+4 19 Transportation Planning_ 38 7 Total 127 +4 59 M8/jb/conscomt.ron Department.Director or Delegate Per Month Staffing Attendance Board of Supervisors Meeting (all day) _ 2 4x 10 Committee 2 1x Finance Committee ----as necessary-------- Water Committee --------as necessary-------- Transportation Committee 1 2x Environmental Affairs Committee 1 2x Economic Development Committee 1 2x Board of Supervisor's Agenda Meeting 1 4x Department Head's Meeting 1 4x Individual Board Members 2 5x ABAG _- ----as necessary------- BCDC (as alternate Commissioner) 1 2x OES 1 1x Redevelopment Agency Committees Staff Attend Per Month Pleasant Hill BART Steering Committee (quarterly) 1 1 1x Pleasant Hill BART Project Area Committee ----as necessary-------- West Pittsburg Redevelopment Project Area 1 1 1 x Committee (8 members) North Richmond Project Area Committee (11 members) 1 1 1x Oakley Redevelopment Advisory Committee .-------as necessary-------- Rodeo Project Area Committee (month) 1 1 1x Current Planning Zoning Administrator Meetings 1 2 2x County Planning Commission 2-3 2 2x San Ramon Valley Regional Planning Commission 1 2 2x East County Regional Planning Commission 1 2 2x Oakley Municipal Advisory Council 1 As required Airport Land Use Commission 1 1 1x Aviation Advisory Committee 1 As required West County Transit Advisory Committee --------as necessary-------- Mobile Home Advisory Committee 1 1 1x Code Enforcement Joint Committee 1- Ix+ EI Sobrante Planning and Zoning Committee 1 1x PHBART Specific Plan Steering Committee 1 1x As needed: Townhall Meetings } .................... 1-2 2 As required Council Meetings } As required 1-80 Advisory Committee 1 1x TSM-PH BARTD 1 1x Caltrans/Amtrack 1 1x Kensington Municipal Advisory Council 1 As required Alamo Springs Joint Project T 2 As required Reliez Valley Study Committee 1 1 As required Alhambra Valley Specific Plan Committee 1 1 As required Urban Reforestation Tree Task Force 1 .1 As required Walnut Creek/County Joint Planning Committee 1 2 As required Comprehensive Planning Staff Attend Per Month North Gate Specific Plan Committee 1 1 1x LAFCO 1 1 2x San Ramon Valley Coordination Committee 1 . 1x North Richmond General Plan Committee 1 1 2x Richmond Shoreline Specific-Plan Committee 1 1 1x Buchanan Field Airport.Project Group --------as required-------- Agricultural Task Force Dougherty Valley Specific Plan Committee 1 2x Delta Expressway TAC 1 1x Contra Costa East Bay Park Liaison Committee 1 1 Quarterly Contra Costa Water District 404 Permit Committee 1 1x . San Ramon Creeks Committee 1 1 x Housing and Community Development Division North Coast Joint Powers - Rodeo 1 1 Quarterly Housing & Community Development Advisory -3 2 2x Committee (+ subs) CSA M-8 Discovery 1 1 1 x CSA M-16 Clyde 1 1 Quarterly CSA P-1 Crockett 1 1 1x CSA R7-A Alamo 1 1 1x CSA R-9 EI Sobrante 1 1 1x CSA R-10 Rodeo 1 1 1x Oakley Municipal Advisory Committee (Parks) 1 1x- Housing x.Housing Authority Advisory Committee 1 1x Housing Authority Committee 1 1 2x Homeless Management Team 1 1 2x Homeless Operations Committee (new) 1 1 2x Conservation Programs Hazardous Materials Commission 1 1x Hazardous Materials Commission Planning Commission 1 1X Erickson Treatment Fac: Local Assessment Committee 1 1 1x ni Hazardous Materials Council 2 1X Hazardous Materials Commission - Management ---as.required---- (1 ) 1x Fish and Wildlife Committee 1 2 2x Committee for Water Policy Consensus 1 . Bi-monthly Committee for Water Policy Consensus 1 Bi-monthly • Water Conservation Sub • Bay Delta Subcommittee 1 Bi-monthly • Delta EIR Subcommittee 1 1x Contra Costa Water District-Water Conservation 1 Quarterly Advisory Commission .,Delta Advisory Planning.Committee 1 1 Bi-monthly Los Vaqueros Task Force 1 . 1 Bi-monthly Tri-Valley Water Reclamation Task Force 1 1 Bi-monthly Solid Waste Commission 1 2 On-call basis ABAG Solid Waste Coordinating Committee 1 Quarterly ni Harvey Bragdon sits as member with other staff present Conservation Programs (Continued) Staff Attend Per Month Integrated Waste Management Task Force (939) 2 2 ix • 939 Administrative/Legislative Committee 1 2 lx • 939 Source Reduction & Recycling Committee 1 2 1x • 939 Siting Committee 1 2 1x • 939 Public Information/Household Hazardous, 1 2 1x- Waste x"Waste Committee Composting Task Force 1 2 1x Central Sanitation Recycling Committee 1 Quarterly Plastics Recycling Committee 1 1 1x West County Recycling Committee 1 1 1x Plastics Subcommittees • Market Development 1 1 Bi-monthly • Ad Hoc Polystyrene 1 1 1x • Conference Committee 1 1 Ends in March • Plan Implementation 1 1 1 x Earth Day Steering Committee 1 Ends in April Recycling Roundtable 1 1x Contra Costa Council Recycling Task Force 1 1 x Solid Waste (Countywide) JPA Committee 1 1 1x West Contra Costa Solid Waste Management Committee 1 1 x ACME Transfer Station Local Advisory Committee To Be Formed ACME Host Mitigation Committee To Be Formed Keller Canyon Landfill Local Advisory Committee Marsh Canyon Landfill Local Advisory Committee Transportation Contra Costa Transportation Authority 1 1x CCTA Technical Coordinating Committee 1 1x TRANSPLAN 1 1 " 1x TRANSPLAN TAC . 1 1 1 x WCCTAC 1 1 x TRANSPAC 1 1 x TRANSPAC TAC 1 1x TRANSPAC Planning Committee 1 1 x Southwest Reg._Transportation Planning Cte. (SWAT) 1 1 1x SWAT TAC 1 1 1x Tri Valley Transportation Committee (TVTC) 1 1 x TVTC TAC 1 1 x Growth Management Technical Committee 1 1 x Action Plan.Committee 1 1x West County Model TAC 1 .2x Central County Model TAC 1 2x East County Model TAC 1 2x Tri Valley Model TAC 1 . 1x 1-680 Corridor Study'- 1 1x State Route 4 Corridor Study 1 1x County Transportation Committee 1 1 2x City County Engineers 1 1x Contra Costa Delta Hwy Joint Powers Financing Auth. 1 1 Twice/year Pleasant Hill/BART SPecific Plan Steering Committee 1 Six/year Highway 4 Bypass Authority JEPA 1 1x Highway 4 Bypass Authority TAC 1 1x RTAC 1 1x Transportation (Continued) Staff Attend Per m n,th CMP Task Force 1 .5x North Richmond Bypass (SR 93 JEPA) 1 1x I-680/24 Interchange Reconstruction Advisory Cte. 1 .5x 1-680/24 Interchange TSM Subcommittee 1 lx Paratransit Coordinating Committee 1 1x ACR 132 Rail Upgrade Study 1 1x Contra Costa Bicycle Advisory Committee 1 1 Four/year Martinez Link Steering Committee 1 Four/year West County BART Extension Policy Steering Committee 1 1x West County BART Extension TAC 1 1x Public Relations Committee 1 1x RdV:gms p11:Staffing.Cte APPENDIX III COMPENSATION ADVISORY BOARDS,- COMMISSIONS AND COMMITTEES ACCESS ACTUAL & NEC AMOUNT OF MAXIMUM CHILD CODE* EXPENSES STIPEND PER MONTH MILEAGE CARE OTHER ADULTDAY X (1&2) AGINGADV X ACCHSABD X ALAFCEM X ALCOHOL X ASSESSAP X $75/half $150/day LIBINFO trans- portation expenses BBKCEM X CADSAC X DEVDADV X CCCDRUG X ECRPC $50/mtg $100 X EOC $10.70/mtg $21.40 X $1.00 meals/ $1.50/ wages hour reimburs. FACSAC X FISH certain expenses BIFPD X BYFPD X , CCCFPD X CRCAFPD 'X EDFPD X MORFPD X OAKFPD X ORFPD X PINFPD X RIVFPD X WFPD X HMOADVBD X HAC X (1&2) HCDAC X X X meals HOUSADVC $50/mtg $200 HUMREL $10/mtg $40 HSAC X $10/mtg $50 X JJSPAG X LAFCO X $60/mtg X MATHLTH X MENHLTH X MERITBD $75/mtg $1,800/yr MOBILE X MOSQAB X $35 for. expenses PARACORD X X attendant expenses COMPENSATION. ADVISORY BOARDS, COMMISSIONS AND COMMITTEES ACCESS ACTUAL & NEC AMOUNT OF MAXIMUM CHILD CODE* EXPENSES STIPEND PER MONTH MILEAGE CARE OTHER PLANCOM $50/mtg $300 X PIC . $15/mtg $45 X RETIRE X $100/mtg SRVRPC $50/mtg X TRANEAST meeting expenses WCJUST X WOMEN $10/mtg $30 (1) Low Income Members (2) Retired Members See "Maddy List" 5/15/91 APPENDIX IV SOCIAL SERVICE DEPARTMENT CONTRA COSTA COUNTY TO: Dean Lucas DATE: February 7, 1991 Deputy County Administrator FROM: Jim Rydingswor Director ' SUBJ: INFORMATION FOR STUDY ON ADVISORY BOARDS AND COMMISSIONS (Ref: P. Batchelor's Memo dated 1/16/91 on Same Subject) Included in this memo is an itemized listing of time and cost of staff participation on Advisory Boards and Commissions. Name Time in Month Cost Advisory Board/Commission Admin. Phil Simonds 4. hours $ 129. 14 FACT/FACSAC Jim Takahashi 6 hours 184.50 Contracts Social Service Bill Weidinger 60 hours 1850.57 - FACT Linda Waddington 12 hours 421.62 FACSAC Veronica Paschall 140 hours 2712 . 28 FACSAC/FACT Office on Aging Director 20 hours 693 .21 Advisory Council Staff Asst. III 8 hours 271. 38 Staff Asst. II 65 hours 1847.95 Secretary 90 hours 1636. 32 Staff Asst. II 12 hours 341. 16 Adult Day Health Care Staff Ass t. II 2 hours 56.86 R.S.V.P. Sr. Program Aide 4 hours 47.73 " DC/dc brdscomm.dl diskc/dc Gen 9c (New 3/86) CONTRA COSTA HEALTH PLAN INTER OFFICE MEMO' To: Date: Dean Lucas, February 4,. 19,;91 Deputy Administrator From: Subject: Bobbi Br n, Advisory Board Directo of Planning Staff Time As requested by Phil Batchelor in his January 16 memo, we estimate that .the- total amount of County staff time devoted to the HMO Advisory - Board is 20-30 hours a month. The Advisory Board * discussed the , study of Advisory Boards . and Commissions ' in the Human Services -Area and is very interested: in the purpose of the study. Unfortunately 'no one from the: Board. is - ,available to . attend the ' February 12 meeting. The- Advisory Board wishes to be kept informed of- the progress of the study and .hopes to be of assistanceas the project goes forward. BB/lmb cc: Steve Hamill_ , Chair HMO Advisory. Board Milt' Camhi, Executive Director Contra Costa County RECEIVED L13:ABST FEe os Off Ice of County Administrator A412 (3/88) Contra Costa Cour, CONTRA COSTA COUNTY RECEIVED, HEALTH SERVICES DEPARTMENT JAN Office of ('OLrty Administrator To: Dean Lucas Date: January 25, 1991 Deputy County Administrator From: Joe Har g, .D. l '^� Subject: Study of Advisory Acting Mental Health Director Boards and Commissions in the Human Services Area In your January 1.6 memo you requested the total amount of County staff time devoted monthly to the Mental Health Advisory Board. In the case of the MHAB, this includes the time of staff specifically assigned to coordinate board activities, secretarial support and the time the Mental-"Health Director and his managers devote to Advisory Board committees. The following outlines the distribution of time: Board Coordinator 32/month Secretary I36/month -, Mental Health Director 6/month Managers 12/month. Additionally, the 17 board members contribute, through volunteerism, approximately 72 hours per month. JH:vn A-41 �J81 COnlra 8 HUMAN RELATIONS,COMMISSION l Cos � Room 103,Adm. Bldg. Costa . . l s 651 Pine Street -Martinez, California 94553 Countya (415) 646-2013 °Sra--Ung DATE: January 22, 1991, TO: Dean Lucas County Administrator Is Office FROM: Joan J. . Pace i Executive z'c.. SUBJECT: TIME DEVOTED TO THE HUMAN RELATIONS COPMSSION The time the Merit Board Executive Secretary devotes .to the Human Relations Commission is 16-20. hours a month. This includes answeringphones, demands, newspaper articles, mail and budgets . This does not include meeting .time. Contra Costa Coui.<<_ RECEIVED JAN 2 11 Office of (-Oou-+N/ Administrator INTRA COSTA COUNTY tIVATE INDUSTRY COUNCIL 25 BISSO LANE, SUITE 100 VCORD, CA 94520 646-5239 ATE: January 17, 1991 cc: Steve Giacomi, PIC Chair Contra Costa Cow,. Dean Lucas, Deputy County Administrator RECEIVED ;/4. E JAN 2) 21991 ;OM: A. C. ner, Executive Director �' Office of Gnty Administrator BaCT; PIC BUDGET This is in response to Phil Batchelor's 16 January request for budget information concerning the staffing costs for the Private Industry Council. -The PIC is mandated by Federal Law. It is also empowered by Federal Law, which is to say that the PIC is not an advisory body. The total PIC budget is funded by federal grant; there are no County general funds in the PIC budget. Administration is restricted to 15% of the grant funds. The majority of services are contracted out to local service providers. For this year the total current PIC budget is $4,367�604; -the administrative budget is $467,788. Departmental staff provide staff support to the PIC plus administer the policy decisions of the PIC and Board of Supervisors. It is no more possible for us to separate our support from our administrative function than it would be for the CAO to apportion his budget between direct support to the Board of Supervisors and Administration. ACM:kw INTRA ODSTA COUNTY MATE INDUSTRY COUNCIL :25 BISSO LANE, SUITE .100 iNCORD, CA 94520 646-5239 LTE:, January 17, 1991 ccs Wanda Harris, ACEESW Chair Dean Lucas.,- Deputy County Administrator A. C. Miner, Executive Director . EJECT: ACEESW BUDGET This is in response' to Phil Batchelor's 16 January request for budget information concerning the staffing cost for the County Advisory Committee for the Employment and Economic Status of Women (ACEESW). The ACEESW. is co-funded by the Board and Private Industry Council. This year's budget. is $17,730. A simple line item budget is listed below, column A represents the current year budget. A B' LABOR PROVIDED 8865 5300 OVERHEAD 1265 725 MILEAGE 100 50 10230 6075 OFFICE EXPENSE POSTAGE 945 850 PHOTOCOPY 980 900 OTHER 75 90 SUBSCRIPTIONS 40 MEMBERSHIPS 260 FOOD 100 TRAVEL/REGISTRATIONS 2000 350 SERVICES .2000 350 STIPENDS _ 1100 600 7500 2190 17730 8865 FEB — . 7 — '91 . THU 1 1 : 42 Commut4I TY ' SERV I ICES P 02 Community Services DepartmentC�nra Community Action 646-5544 Child Development 646-5540 Costa 2425 Sim)Lane,Suite 120Energy Programs 646-5544 Concord,California 94520 (415)646-5544County Fax:(415)6466--5551 Joan V.Sparks, Director .sr February 7, 1991 TO: Dean Lucas, Deputy County Administrator FROM: Joan V. Sparks, Director, Community Services SUBJECT: County Administrator' s Memo of 1-16-91 re: Study of Advisory Boards and Commissions Economic Opportunity Council Responsible to the Board of Supervisors for Community Services Block Grant. Chairperson: Doug Hargrove Administrated: Community Services Department Director: Joan V. Sparks Staffed by: Bruce Webb, Community Services Program Coord. Following is a list of employees and the percentage of time devoted to the EOC. Joan V. Sparks, . Director. . . . . . . . . . . . . . . . . . . . . . . . 10% Al Prince, Adman. Services Officer. . . . . . . . . . . . . . 5% Bruce Webb, Coordinator. . . . . . . . . . . . . . . . . . a . . . . . . 25% Sam Mendoza, Accounting Technician. . . . . . . . . . . . . . 3% Janelle Millar, 'Executive Secretary. . . . . . . . . . . . . 7% Human Services Advisory Commission The Community Services Department has responsibility for staffing the .Human Services Advisory Commission, as follows: Joan V. Sparks, Director. . . . 10� Connie DeRamo, Secretary. . . . . . . . . . . . . . ... . . . . . . . .*40% *based on half-time schedule CONTRA COSTA COUNTY HEALTH SERVICES- DEPARTMENT ' c�• PUBLIC HEALTH. DIVISION COntfa Costa COiJmy Maternal, Child & Adolescent: Health RECEIVED 595 Center, Ave., Suite 31_0 r^ WMartinez,. CA 94553 FES 201�� (415) 313-6250 = Office of C'0Vr-!y Ad Mirtlsstr tpr To : Dean Lucas Date : February 19, 1990 County Administrator's Office From: Mary Foran Subject : Cost of Staff/Support `to,,Maternal, MCH CoordinaPr Child and Adolescent Health Advisory Board The following is our estimate of staff time and expenses devoted to supporting . the work .of the Maternal, Child and Adolescent Health Advisory. Board, based. ' on the_Board meeting six times a year.. Personnel: Kathleen,Malloy., M.D. 6 hrs/mo x 6 mos. $1556 Leslie Holzman - 8 hrs/mo x 12 months+ 10 hrs/mo x 3 mos. 1931 Mary Foran 10 hrs/mo x .3 mos. 712 Lynn Pilant - , 6 hrs/mo x 6 mos. = 848 Senior Clerk 6' hrs/mo .x 12 mos.= 1040 : ' Total Salary Cost $6147 Fringe Benefits at 28% . 1721 Total Personnel Cost •7868 Expenses Postage .40 Copying200 General Office 250 Mileage 500 990 Total Cost $8,858 csp - r . APPENDIX V RECOMMENDATIONS of the HUMAN SERVICES AREA,ADVISORY BOARDS & COMMISSIONS to the COUNTY ADMINISTRATOR The following five recommendations were approved on April 23, 1991, by representatives of the human services area advisory boards and commissions. A four month facilitated process of soliciting input Und feedback from the various commissions'result6d'In a set of recommendations that not only-represent the - consensus of the commissions but also can be endorsed, in principle, by the county administrator. The process engendered a new level of trust and willingness on the part of the commission representatives to work cooperatively with each other and with the county administrator in making the best use of the volunteer citizen advisory groups. It is in the spirit of cooperation and collaboration that these recommendations are made to the county administrator. (The recommendations are not listed in any prioritized order.) RECOMMENDATION #1: COMMISSION CHAIRS WILL MEET 2 TO 3 TIMES ANNUALLY The chairs and a second commissioner (preferably the immediate past chair.or someone else who can provide continuity) and key staff from each commission will meet several times a year to increase communication and knowledge among commissions and to help coordinate budget activities. By networking and cross-fertilization of their issues, activities and ideas, the commissions can be of more assistance to one another and to the county in reducing duplication of effort and in coordinating the processing of the budget. Therefore, at least one meeting will be scheduled at the beginning of the budget process in the fall and another in the middle of the process. The commission will learn about each other's objectives and decisions. The chair of the board of supervisors will call the first meeting each fall and will develop the agenda with the advice from the commissions. RECOMMENDATION #2: EACH SUPERVISOR WILL MEET AT LEAST TWICE ANNUALLY WITH THEIR APPOINTEES Each supervisor will invite their appointees and at-large commissioners to meet with them. at least once a year. The purpose of the meeting would to establish closer ties and communication between each supervisor and commissioners. Time would be allowed at each meeting for: 1) the supervisor to give an update of critical issues facing the county, to give their personal perspective or position on the issues, and to elicit the commissions' support; 2) the commissions to give an update of critical issues facing the county, to give their personal perspective or position on the issues, an'd to elicit the supervisor's support or direction; 3) each commission to report on their activities and areas of focus; and 4) individual commissioners to raise concerns & ask questions. RECOMMENDATION #3: COUNTY ADMINISTRATOR AND DEPARTMENT HEADS WILL TAKE A MORE PROACTIVE ROLE OF INFORMING COMMISSIONS OF BUDGET INFORMATION AND OF REQUESTING ADVICE ON BUDGET MATTERS Commissions don't always have the information necessary to understand the context of budget decisions for them to make informed recommendations. Commissions don't always know when to be involved in a timely way in advising departments on their budget proposals. Commissions are frustrated at being told after the fact that certain budget decisions have been made without their input. Commissions want to play a supportive role in county government by providing informed and timely advice on budget matters. In order to achieve this: • The county administrator will insure that department heads inform the commissions, whenever possible, of anticipated critical budget considerations early in the budget process so that commissioners can understand the budget constraints and context in which to give advise on discretionary funds and to help relieve the emotional frustration of commissioners not being informed; • The department heads will create'a mechanism for timely input from commissions on departmental budgets, and will keep commissions informed of departmental timelines for. the budget. 2 - RECOMMENDATION #4: COUNTY STAFF WILL ESTABLISH MORE EFFECTIVE INTERDEPARTMENTAL COORDINATION To enhance the communication, coordination and collaboration on programs and services between commissions, county staff will create specific mechanisms for improved interdepartmental coordination and communication. This will include planning and joint programming to assist all commissions in achieving their advisory function. For example, changes in cross-departmental programs, goals, objectives, activities, and policies would be conveyed in a timely manner to commissions that are impacted for their consideration and action. RECOMMENDATION #5: RETAIN A FULL-TIME INDEPENDENT HUMAN SERVICES ADVISORY BOARDS & COMMISSIONS COORDINATOR • A source of complete and up-to-date information on such items as all commission members and staff, commission charters, mandates for budgetary involvement, current commission issues and activities, relevant legislative actions and pending actions, etc. does not exist; •These efforts cannot be assumed by volunteer commissioners; • County staff are susceptible to the biases of their departments, the existing programs, the existing budget, the bureaucracy, and politics; A.source of complete and up-to-date information would be invaluable as a resource for supervisors, county staff, commissioners and interested citizens; • A source of complete and up-to-date information would promote ongoing communication between the supervisors and the commissions; • Comprehensive coordination of commissions and their activities would be cost effective to the county by reducing redundancy of efforts by commissions and by maximizing the use of'commission staff time; • Comprehensive coordination. of commissions and their activities would significantly increase effectiveness of advocacy for legislative issues affecting the county and advocacy for county-wide objectives (such as the Drug and Alcohol Action Plan); Recommendations #1 - 4 could be implemented more effectively. • A coordinator could ensure the training and education of all commissioners to achieve maximum effectiveness of volunteer time and knowledge, and reduce meeting time and staff hours. Therefore. the human services coordinator will do the following: • Be an Information resource.Lnot a spokesperson for the commissions); • Be a direct information conduit between supervisors and commissions; • Be Independent of bureaucratic and political influences; • Coordinate communications and actions between commissions to create a united effort; • Coordinate the budget advisory process from commissions to departments; • Coordinate the process of commissions'setting budget priorities; • Coordinate the meetings of appointees with supervisors; • Coordinate the meetings of commission chairs; • Coordinate legislative advocacy and testimony by all commissions; • Coordinate training and education of commissioners - for example: the budget process, running meetings, and"a briefing book" about commissions; • Coordinate a newsletter.to all commissions Nor commissioners; • Maintain a master calender of commission meetings, activities and other relevant events; • Maintain a record of minutes of all commissions; • Study other county models of human services coordination. Prerequisite: • In order for this position to work effectively, it is essential that all human services advisory boards and commissions agree to work through the coordinator. Concerns: • The position must be kept"independent", but it is not clear how that will happen. • Funding must be secured for both salary and necessary support services. • Establish specific outcome objectives for the position that are measurable. Q