HomeMy WebLinkAboutMINUTES - 04081997 - C48-C54 0: BOARD OF SUPERVISORS ` ° Contra
FROM: Costa
Phil Batchelor, County Administrator •"
x.. . .._
DATE: osrn � County
J
March 21, 1997
SUBJECT:
Clerk of the Board Internet Status Report
SPECIFIC REOUEST(S)OR RECOMMENDATION(S)8 BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
Request the Board of Supervisors receive the following status report regarding Internet
access for Board members, County departments, and citizens, to Board of Supervisor's
agendas, minutes, agenda'd items and supporting documents.
IL FINANCIAL IMPACT:
None at present.
1.11. REASON FOR RECOMMENDATION AND BACKGROUND:
In September of 1996, the Board of Supervisors asked the Clerk of the Board, and the
County's Department of Information Technology, to proceed with a two-phase approach
to "investigate the feasibility of placing the Contra Costa County Board Agenda on an
electronic forum for Board members, the public, and County staff access," through the use
of the County's Internet World Wide Web site and home page. This is a report on the
status of the project.
The scope of the study completed by the Clerk of the Board and Department of
Information Technology was focused on providing alternative methods for retrieving and
reviewing the weekly board agenda and supporting documents. It was designed in two
phases:
Phase One, designed to place the Board of Supervisor's nda on the t 's Internet
World Wide Web site and home page, was compl Dec her of 6 A this time,
{th,,,,e most-recent agenda, and the previous two we s' a d re lis d o e County's
CONTINUED ON ATTAC 0AVa'ge_YES SIGNATURE:
_RECOMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE
_APPROVE _OTHER
SIGNATURE(S):
ACTION OF BOARD ON April 8, 1997 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENT__ i
--- AND CORRECT COPY OF AN ACTION TAKEN
AYES: _NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
CC: DOpartm0nt of Information Technology-All Copics ATTESTED April 8, 1997
PHIL BATCHELOR,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
0JLo
M382 (10/88) BY .DEPUTY
Phase One has proven successful, with over 10,000 "visits" to the County's home page
since January of 1997. The text is easy-to-read, easy-to-access, and easy for web site
visitors to follow.
Phase two, which was to complete an analysis of the feasibility of placing the weekly
content of the Board of Supervisor's Agenda, and all supporting documentation, on the
same Internet web site, is at the following stages:
- The Clerk of the Board and Department of Information Technology are continually
reviewing other California County systems, in the area of security, presentation of
material, citizen access, storage and retrieval methodologies, and document backup
systems.
- The departments completed an initial analysis of the agenda review and presentation
process. The County Administrator has asked that an analyst from his office complete a
more thorough review of the internal steps of the process, in order to review the potential
of utilizing current resources available to make the agenda background material more
accessible via electronic format to Board members. A portion of this analysis will be to
review the long-term return on investment of such an application to the County versus the
value to Board members, County departments and citizens.
- The Decision Management Corporation (DMC), developer of the County's present
"Questys" Clerk of the Board computer application, will shortly be releasing an internet-
compatible agenda management program, that will also link to the current records
management application in use by the County.
- It is estimated this process will take approximately six months, at which point the Clerk
of the Board and County Administrator will be able to make an informed decision on
which approach to follow,
c �zg
CMtra costa county
Board Agenda
Feasibility Study
Prepared By
Department of Information Technology (DOIT)
December 1996
Table of Contents:
1 .0 Board Agenda Automation Project Overview
1 .1 Introduction
1 .1 .1 Project Purpose
1 .1 .2 Scope
1 .2 Mission Assessment
1 .3 Project Goals and Objectives
1 .4 Current Board Agenda Development Process
1 .5 Process Shortfalls
2.0 Phase I - Electronic Access to Board Agenda
2.1 Analysis
2.2 Options
2.3 Risk Assessment
2.4 Recommended Approach
3.0 Phase 11 - Electronic access to the agenda background material
3.1 Analysis
3.2 Options
3.3 Risk Assessment
3.4 Recommended Approach
4.0 Future Considerations
Attachment A: CCC Board Agenda Development Process
3/19/97 prepared by DOIT
1.0 Board Agenda Automation Project Overview
1.1 Introduction
1.1.1 Project Purpose
The purpose of this project is examine the feasibility of placing the Contra Costa
County (CCC) Board Agenda and background material on an electronic forum for
access by Board Members, County staff and the public. The agenda is currently
available only as a paper-based document. This study focuses on providing alternative
methods for retrieving and reviewing the CCC Board Agenda. The fundamental
business objective of this project is to make the CCC Board Agenda available to a
larger audience while minimizing the problems associated with distributing paper-based
copies.
1.1.2 Scope:
A brief description of the current CCC Board Agenda development process is
discussed in this study.
This project has been analyzed in two phases in order to achieve a short-term, partial
solution while a more detailed long-term strategy is developed. Phase 1 is currently
being implemented, but it is discussed here to provide the reader with an
understanding of the scope of the project.
Phase 1 - Electronic access to the agenda: This phase will analyze what is
required to place the Board Agenda (without supporting documents or
background material) on a forum accessible to the Board Members, County staff,
and public.
Phase 2 - Electronic access to the agenda background material: Phase two will
complete the project by examining the available options and cost for making the
Board Agenda background material accessible to the Board Members, County
staff, and public.
Analysis of each phase is followed by a presentation of alternatives and a risk
assessment for the alternatives. A recommended approach for implementation and
estimated costs are also discussed. Detailed analysis of each step of the agenda
development process is beyond the scope of this study. Future considerations are
discussed later in this document for automating the Board Agenda development
process.
3/19/97 prepared by DOIT
1.2 Mission Assessment
The Contra Costa County (CCC) County Administrators Office (CAO) and Clerk of the
Board (COB) are responsible for gathering, analyzing, recommending, processing, and
presenting issues to the CCC Board of Supervisors for discussion. The CAO and COB
primarily own the Board agenda development process discussed throughout this
feasibility study.
1.3 Project Goals and Objectives
It is the objective of this study to understand the CCC Board Agenda development
process and use that understanding to develop a cost effective method for
distributing the Board Agenda to the Board Members, County staff, and
public/press.
• The solutions proposed in this document will utilize the existing CCC network
infrastructure and services. The existing infrastructure may not support additional
load, however, and enhancements to the WAN may be required to support this
project.
• It is the goal of this project to minimize the organizational impact of placing the
Board agenda on an electronic forum for CAO and COB staff. However, solutions
discussed in this document will require additional staff time to produce the desired
output.
• It is also the goal of this project to develop a solution for phase 2 that fully
integrates with the phase 1 solution. That is, the solution implemented in phase 1
will be expanded and not abandoned to accomplish the objectives of phase 2.
• It is not the objective of this study to automate or reengineer the current process of
developing the CCC Board Agenda.
1.4 Current Board Agenda Development Process
The CCC Board Agenda is made up of multiple agenda items or issues. Approximately
96% of all agenda items have supporting documents (i.e., background material) that
are necessary to provide additional information on an agenda item. As discussed in
Section 3, the resources required to scan supporting documentation into electronic
format can be substantial. It is recommended that time be spent reviewing specific
requirements for scanning of background material.
The process to develop a CCC Board Agenda typically starts 12 days prior to the Board
meeting. The Board Agenda is finalized and available for distribution 5 days prior to
the Board meeting. Multiple review cycles occur throughout the process; changes are
3/19/97 prepared by DOIT
incorporated and a new draft agenda is developed for further review. The process
requires the management of up to 1000 pages of background material for each agenda.
Attachment A graphically depicts the process flow for development of the CCC Board
Agenda.
1.5 Process shortfalls
The current process to develop the Board Agenda is cumbersome at best. In general,
the process is error prone, labor intensive and the resulting project is available only in
paper format. Following is a brief list of the process shortfalls.
• The CCC Board Agenda Development Process is labor intensive.
• The process of collecting, collating, and distributing the supporting documentation is
also time intensive and difficult to manage. This becomes particularly burdensome
when background material is submitted late in the process.
• The process has a high level of risk due to the amount of paper involved.
Documents can easily be misplaced or become unorganized.
• The process of reviewing, editing, and incorporating changes to the Board Agenda
in labor intensive.
• Most agenda items are received on paper in a variety of formats and the only result
of the Board Agenda is a paper-based product.
• The use of floppy disks for agenda item submission is risky due to low reliability of
floppy disks.
• Time spent photocopying background material is not an effective use of resources.
• Duplication of efforts for data entry.
• Agenda information is entered into multiple systems by multiple people. When
possible, data entry should occur once and the data should be reusable in a variety
of formats.
3/19/97 prepared by DOIT
2.0 Phase 1 : Electronic Access to Board Agenda
2.1 Analysis
As stated in section 1.3, project goals and objectives, phase 1 will analyze what is
required to place the Board agenda (without supporting documents) on an electronic
forum accessible to the Board members, County staff, and the public. The information
on this forum will require frequent updating. The solutions discussed in this study will
minimize the organizational impact of placing the Board agenda on an electronic forum
for CAO and COB staff. However, solutions discussed in this document will require
additional staff time to produce the desired output.
The system that accomplishes phase 1 must provide a publicly available forum for
publishing the agenda and the ability to maintain previous board agendas on the forum.
2.2 Options
Developing an informational forum which is accessible to the Board members, County
staff, and public limits the options available to solve phase 1 of this project due to
County security constraints. The forum must be easily accessible to Board members
and County personnel, however, it must also be easily accessible to the public. As a
County security policy, the public is not allowed access to the County WAN. Locating
this forum directly on the County WAN would compromise network security.
Two primary options become apparent for providing the Board Agenda in a forum
accessible to Board members, County personnel and the public.
1. A forum can be developed on the County WAN. A dial-in system can be
connected to the forum providing the public access. Secure gateways can be
placed between the forum and the rest of the County WAN to prevent access
to County resources from dial-in users. The secure gateways would prevent
a dial-in user from gaining access to unauthorized systems.
This option satisfies the County security requirements. However, it limits the
dial-in user to slow, unreliable connectivity due to the limitations of modems.
A dial-in system is also expensive to manage and maintain.
2. Another option is to use the existing County World Wide Web (WWW)
Internet page as the forum to publish the CCC Board Agenda. Access to the
WWW page is obtained through a variety of methods depending on the
audience (i.e., Board members, County personnel, or the public).
3/19/97 prepared by DOIT
nO
Audience of Access
Board members via the Internet or County WAN
County personnel via the County WAN
Public via personal Internet account
Using the Internet as the communications vehicle for access to the Board Agenda
reduces the risks inherent in option 1 because of the existing security infrastructure in
place for County Internet connectivity. There will be additional labor required to
maintain the County WWW page. As in option 1, however, additional resources are
not required to manage/maintain the County Internet connection. Phase 1 does not
place additional requirements on the County Internet connection.
A graphical representation of the procedure used to publish the Board Agenda on the
WWW page is depicted in figure 2.1. As this figure shows, security is maintained
because a copy of the agenda is placed on the Internet instead of the source
document.
1. CAO/COB develops Board agenda in WordPerfect format.
2. Agenda is printed or sent out to the copy center.
3. Document copied and finalized using WWW publishing software.
4. Final on-line version of the Board agenda copied to the Internet for viewing by
Board members, County personnel, and the public.
5. Internet server holds up to 4 weeks of the Board agenda and background
material.
2.3 Risk Assessment
Providing the CAO/COB with the necessary access and tools required to publish the
Board Agenda on the WWW page maintains the control mechanisms currently in place.
This ensures the Board agenda is published on time while maintaining proper format
and content. The master copy of the Board Agenda remains on the CAO/COB
workstation. Copies of the agenda are made and placed on the WWW.
2.4 Recommended Approach
The recommended forum for publishing the Board agenda is the existing County World
Wide Web (WWW) page.
This approach has been reviewed and tested with the Clerk of the Board. A sample
agenda, developed in a word processor, was copied into WWW publishing software.
The copy of the agenda was modified slightly to preserve formatting of the original
document. The format of the copied agenda and the procedure for placing the agenda
on the Internet was reviewed and acceptable to the COB.
3/19/97 prepared by DOIT
x
0
3 O
o aea x
� ' O
3 '
- - - - - - - - - - - - - - - - - - - t`"" :; - - - - - - - - - - - - - - - ` - - - - - - -
ce
'" bn
O�n
a� a�
3.0 Phase II: Electronic access to the agenda background material
3.1 Analysis
As stated in section 1.3, phase 2 will analyze what is required to provide electronic
access to the agenda background material. Phase two will complete the goal of this
project by examining the requirements for making the Board agenda supporting
documentation accessible to the Board members, County staff, and public.
This phase is much more extensive than phase 1. The development of text-based
WWW Internet pages (as in phase 1) is a relatively simple process. The addition of
graphic images to text-based WWW pages complicates the process and increases the
requirements for additional resources. The greater the number of supporting
documents integrated into the Phase 1 WWW Internet page, the greater the demand
on internal system and personnel resources. Time should be spent to understand
specific supporting documents that will be integrated into the WWW Internet page.
In order for CAO/COB personnel to have the ability to integrate Board Agenda
background material (as graphic images) with the WWW Board Agenda, the following
is required in addition to the requirements of phase 1.
• Centralized file storage and retrieval system accessible from multiple CAO/COB
workstations.
• Scanning system capable of saving images onto centralized storage systems in
various formats.
• Access to the County Mail system.
• Additional storage capacity on WWW server.
3.2 Options
Unlike phase 1, phase 2 has many more possible solutions for providing the Board
agenda supporting documents on the WWW page. These solutions are also more
complex. Three options will be discussed below and a recommended approach
reviewed in section 3.4.
1. Use of existing Questys system to create CD-ROMs containing agenda and
background material- The existing Questys system has the capability to
provide imaging and document management for the Board Agenda process.
Questys allows the scanning of documents into a scanning workstation as
well as the creation of an index for easy text retrieval and searching.
This information can be placed onto a CD-ROM using existing CAO/COB
assets and delivered to users who require access. The CD-ROM can be
placed into any Windows-based PC and reviewed. In particular, a CD-ROM
can be provided to the Board of Supervisors and County personnel.
3/19/97 prepared by DOIT
Public access is limited, however, due to the licensing restrictions of the
Questys viewing software on the CD-ROM. It would not be cost effective for
the County to license and distribute copies of the CD-ROM to the public.
Also, the Questys software is not Internet compatible. That is, information
placed on the CD-ROM by Questys is not viewable using Internet software.
So, in addition to the licensing restrictions, public access via the Internet is
restricted because the public does not have the software required to access
the CD-ROM.
2. Use of Questys system to develop WWW documents - Another option is to
use the Questys system scanning capabilities to input background material
into the computer. The background material can be scanned into the
Questys workstation and placed on a CAO/COB fileserver. From there, the
existing Board Agenda can be converted into Internet format (similar to
phase 1) and integrated with the scanned images from the Questys system.
The final product can be copied to the Internet server for read-only access by
the Board members, County staff, and public.
The Questys system, however, was not originally designed for this purpose.
As a result, the images scanned into the Questys system are not in an
Internet compatible format and are difficult to access and manipulate. They
can be converted to a format compatible with the Internet, but this is a labor
intensive process and can confuse the operator.
3. Independent system to develop WWW documents - To overcome the
restrictions inherent in options 1 and 2, a separate system can be developed.
Similar to option 2, this system would provide the ability to scan background
material into image format for placement onto a central storage system.
Unlike option 2, however, a scanning system can be procured that will save
images in Internet ready format and allow the user to easily locate scanned
images using Windows based tools.
A separate low-cost scanner can be integrated into the COB Internet
workstation and connected to a CAO/COB Local Area Network (LAN). A
graphical representation of the procedure used to publish the Board Agenda
and background material on the WWW page is depicted in figure 3.1.
1. Department initiates electronic or paper Agenda Item (AI) with Background
Material (BM).
2. Paper items are scanned and placed on a directory on the CAO/COB server
for the analyst to review.
3. When items are approved by the analyst, AI's and BM are copied to new
location on the CAO/COB server.
3/19/97 prepared by DOIT
¥ � ƒ ƒ ƒ ■ / � k /
m
O
k
c us
k ° r
( / / /
& ,
- - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - §
2
- - - - - - - - - - - - - - - - - - - - - - -
_ � \
i ¥
� /
/ Fill
, / y
ƒ o
( .2
%
/
4. Server copy of AI's and BM are used to develop an Hypertext Markup
Language (HTML) agenda. A final HTML agenda exists on the server.
5. Agenda is printed or sent out to the copy center.
6. Final on-line version of the Board agenda copied to the Internet for viewing
by Board members, County personnel, and the public.
7. Internet server holds up to 4 weeks of the Board agenda and background
material.
3.3 Risk Assessment
No additional security risks are introduced in phase 2. A substantial amount of time
may be required to produce an Internet Board agenda from the agenda developed in
the word processing software. The following table lists the advantages and
disadvantages of the options discussed above.
Option Advantages Disadvantages
CD-ROM • Use of existing • High recurring cost of blank CD-
assets. ROMs.
• CAO/COB familiar • Provides access to BOS and
with system. County personnel only.
• Lower initial cost. • One copy (i.e., CD-ROM)
required for each user.
Questys • Lower initial cost. • Scanned documents difficult to
find.
• Images not in Internet ready
format.
• Difficult publishing procedure.
Independent • Lower recurring • Separate system/procedure to
cost. learn.
• Best meets • Not integrated into Questys.
requirements. • Higher initial cost (for new
• Easier publishing system).
procedure.
3.4 Recommended Approach
Due to the unique requirements of this phase 2, only options 2 and 3 provide the Board
members, County staff, and public access to the Board Agenda and background
material. Option 2, however, requires more manual intervention to get scanned images
(i.e., background material) Internet ready than option 3.
The timeframe for implementation of phase 2 depends highly on the option chosen. If
the recommended approach is used, 2-4 months would be required after procurement
for integration, testing, and training.
3/19/97 prepared by DOIT
X41
Another option not discussed above is allow 6 months after the completion of phase 1
for choosing an approach to phase 2. This should provide adequate time to review the
requirements for integrating background material into the WWW Internet page as well
as options for automating the Board Agenda development process.
4.0 Future Considerations
As discussed earlier, the CCC Board Agenda Development Process is attached to the
end of this document. This study required DOIT staff to become familiar with this
process. Through this familiarization it became evident there are shortfalls in the
existing process and some of these shortfalls are discussed in section 1.5. It was also
stated in section 1.3 that it is not the objective of this study to automate or reengineer
the current process of developing the CCC Board Agenda. It is the recommendation of
DOIT staff that this process be further evaluated and revised to overcome the
shortfalls.
Following are some areas that need further consideration:
• Adherence to the time schedule for submitting Agenda items.
• Standardization of the paper size of documents for listing on the Board Agenda.
• Scanning of documents
Time should be spent to review whether all Agenda background material should
be scanned or should be limited to material having public interest.
Staff should be allocated to perform the scanning function.
3/19/97 prepared by DOIT
\ 0 \ °
� k$«
� ! \w
�> { \f " --:
\\$ - \/\ 7 k\}
;In
k _.
a , \
_�
/` « `
� 3: 0
- \
- 9.Z2
& \k\ v7 \
o -
OD .-
Q -
U
U \
k �
22 :7 \
\\
\\
cozu
,
.�����
U
�+ mm
ry d �N d N L Q O N O
__ 00 m � r o
r- 'cy' m __- q U 'u:r
0
m to m w �m
ac � 3o d'pq�U
«9 J N C O a!
Z m
a --
3 Net m
C dO
d m N
�
Fz
NO ------"'"- v_
$Z as
yy 9N N p Oy
TryH w O U �.
p
^ M M
n
�p 4
_C G
¢ NO
d y. U
O p D
� E �
d c
m
Fa
L
d
-- a
y W p1U
p p .W fl d
'gym a
J
a d d P E O
m d N m m = d
c'p r - O Ea = U
cU vmao
4 c � 9 p U •�------ {aNq m .-. � m �: w
N 'p G IL 9 a d W 11f
�N6 U1 N
Z7 C W N a N Ui d
MO .A! J 0I'8 d O E
o va d ayn o_c d xm m �I
07
°f N WO m� wa cvp` �
_._.
o
d
an dm U '.a 0 d w 0
o c dv'a `La CDaU @�U
o a d d 3 C d U a E
U
L � U
9io L. an d o o G ate?; a s
:s � � U gid � ydY
nN U ,amu F
4 G ➢ S➢ � S D p.0 6 p
F- ➢
d
c
4
m ym
O
omJ
v m t.o
b
�°
0
c
mg' s
d 6
N G y o
d
NQ L �� N
N
o N O N A
U4
m m y
and oN
O
U
to m Q
N O p d 4 D
3
A 4 G
a
0.49
File: 140-9401B.4.1
THE BOARD OF SUPERVISORS
CONTRA COSTA COUNTY, CALIFORNIA
Adopted this Order of April 8, 1997 by the following vote:
AYES: Supervisors Rogers, Uilkema, Gerber, Canciamilla, DeSaulnier
NOES: None
ABSENT: None
RESOLUTION N0.97/173
SUBJECT: Approving Plans and Specifications for
Rodeo Creek Trail, Rodeo for County
Service Area R-10
(CP#94-19)
Budget Line Item No. 7805-4937
Authorization No. 0929-WH937B
WHEREAS plans and specifications for Rodeo Creek Trail, Rodeo for County Service Area R-10
have been filed with the Board this day by the Director of General Services; and
WHEREAS plans and specifications were prepared by Site Development Consultants; and
WHEREAS the Consultant's cost estimate for the initial construction contract is $402,000.00, base
bid; and
WHEREAS the Board has obtained the general prevailing rates of wages, which shall be the
minimum rates paid on this project; and
WHEREAS the Board has previously found that the project is exempt from Environmental Impact
Report requirements as a Class 4h Categorical Exemption under County Guidelines and the Director of
Community Development has filed a Notice of Exemption with the County Clerk;
IT IS BY THE BOARD RESOLVED that said plans and specifications are hereby APPROVED.
Bids for this work will be received on May 8, 1997 at 2:00 p.m., and the Clerk of this Board is directed to
publish a Notice to Contractors in accordance with Section 22037 of the Public Contract Code, inviting
bids for said work, said Notice to be published in contra chary Ti m2.,;
The Director of General Services is directed to mail notices to
the construction trade journals specified in Section 22036 of the Public Contract Code at least 30 days
before the date of opening the bids; and
IT IS FURTHER RESOLVED that the Director of General Services, or his designee, is
AUTHORIZED to issue bid Addenda, as needed, for clarification of the contract bid documents,
provided the involved changes do not significantly increase the cost estimate for the initial construction
contract.
IwahY addl Mat Mh h a true and eormd eaq al
W
=r taken and entered on Ina minu*a q tN
Bowd M Supe +016 on 419 d 13 3b0 n
ATISM0: '
77
PHIL CHELOR.C:e c of Ina board
of supsMaM and Coon MminW*ww
L
Orig. Dept.: General Services Dept. - Architectural Division
cc: General Services Department
Architectural Division
G.S. Accounting
File: 140-9401/A.5
Auditor-Controller
Community Development
Dennis Barry
Consultant (Via A.D.)
Public Works Department (Via A/D)
H:\1994\1409401\B\00I008SB.WPD
GBAs
TO: BOARD OF SUPERVISORS IOC-1
Contra
FROM. INTERNAL OPERATIONS COMMITTEE 3 Costa
DATE: March 18, 1997 °°i'-
County
q coux�
SUBJECT:
REMOVAL OF REFERRALS FROM THE COMMITTEE
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1 . REQUEST the Women's Advisory Committee to forward its annual report
directly to the Board of Supervisors for the Board's information.
2. REMOVE as a referral to the Internal Operations Committee the Annual report
from the Women's Advisory Committee, in view of the above referral.
3. REMOVE as a referral to the Internal Operations Committee the Agricultural
Trust Fund, on the basis that it is currently on referral to the Finance
Committee, is being handled in that Committee, and in view of the fact that the
Committee will make a report to the Board on this subject April 8, 1997.
4. DIRECT the Human Resources Director to provide the Board of Supervisors
with a report on what subjects are covered in the comprehensive orientation
given to new employees centrally on such subjects as benefits, health plans,
affirmative action policies, sexual harassment, political activities, and other
general subjects which new employees need to be familiar with and what
additional subjects are typically covered by departmental-level orientation
programs.
5. REMOVE as a referral to the Internal Operations Committee the referral
regarding Political Activity in County Buildings, in view of the above referral.
CONTINUED ON ATTACHMENT: _YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD C MMITTEE
—APPROVE _OTHER
r7/
SIGNATURE(S): M ROGERS DONNA GER R
ACTION OF BOARD ON FI( $ 1 997 APPROVED A OMMENDED X OTHER _
VOTE OF SUPERVISORS
_ I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
CC: ATTESTED April 8, 1997
PHIL BATCHELOR,CLERK OF THE BOARD OF
See Page 3 SUPERVISORS AND COUNTY ADMINISTRATOR
M382 (10/88) BY e ' J • ,DEPUTY
c 5�
IOC-1
6. AGREE to schedule time to meet with the Equal Employment Opportunity
Advisory Council in order to provide the Council with a broader forum in which
to discuss their concerns, as outlined on the attached agenda.
7. REMOVE as a referral to the Internal Operations Committee the issue of
meetings with the Equal Employment Opportunity Council, in view of the
above referral.
8. AGREE to schedule time to meet with the Mobile Home Advisory Committee
to discuss the Committee's role, responsibilities and the frequency with which
the Committee should be meeting.
9. REMOVE as a referral to the Internal Operations Committee the subject of
meetings with the Mobile Home Advisory Committee, in view of the above
referral.
10. REFER to the Finance Committee the subject of extension of subdivision
agreements, in view of the fact that the issues involved frequently concern
finances rather than anything else.
11. REMOVE as a referral to the Internal Operations Committee the subject of
extension of subdivision agreements.
BACKGROUND:
Annual Report of the Women's Advisory Committee:
Our Committee believes that the Women's Advisory Committee should share its
annual report and work plan with the entire Board of Supervisors, rather than just our
Committee. We are, therefore, recommending that the Committee file its report with
the Board of Supervisors for the Board's information and remove this item as a
referral to our Committee.
Status of Investments in the Agricultural Trust Fund:
The Finance Committee has discussed this item and come to an agreement on what
they will recommend to the Board of Supervisors. We understand that the Finance
Committee will be reporting this matter back to the Board of Supervisors on April 8,
1997. We see no need, therefore, for our Committee to also consider essentially the
same material.
Comprehensive policy on regulating political activities in County buildings:
We would prefer that staff review and report to the Board of Supervisors in a more
comprehensive manner the type of subjects that are included in our new employee
orientation programs, rather than limiting the discussion only to political activities.
Request from the Equal Employment Opportunities Advisory Council (EEOAC) to
meet with the Internal Operations Committee:
The EEOAC has presented an agenda to our Committee of subjects it wants to
discuss with our Committee. We do not have any special expertise in this area and
believe that the full Board of Supervisors should engage in a discussion with the
-2-
C5b
IOC-1
Board on these subjects. We are, therefore, recommending that time be set aside
at an upcoming Board meeting to meet with the EEOAC and review the subjects with
them that are of concern to them.
Role and Composition of the Mobile Home Advisory Committee
The stated purpose of the Mobile Home Advisory Committee is to discuss issues
relating to mobile home parks in Contra Costa County. However, the composition
of the Committee provides that 8 of the 11 members be either mobile home park
residents or mobile home park managers or owners. Despite the presence of three
at-large members, it is our impression that the Committee is frequently unable to
come to agreement on various subjects, because of the Committee's composition.
In addition, with the enactment and amendment of the mobile home rent control
ordinance, and with a mechanism in place to hear disputes regarding rent increases.
Policy on Granting Subdivision Extensions:
Our Committee understands that the issues involved in subdivision agreements and
whether they should be extended are more often than not financial issues. As such,
it seems more appropriate that the formulation of a policy on when subdivision
agreements should be extended is more properly the province of the Finance
Committee.
cc: County Administrator
Finance Committee (Via Tony Enea, CAO's Office)
Director of Human Resources
Public Works Director
Jim Cutler, Community Development Department
Julie Kelley, Health Services Department
Linda Moulton, Community Development Department
Emma Kuevor, Affirmative Action Officer
-3-
C. 51
BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA
Adopted this Order on April 8. 1997 by the following vote:
AYES: Supervisors Rogers, Udkema, Gerber, Canciamilla and DeSaulnier
NOES: None
ABSENT: None
ABSTAIN: None
----------------- -----------------------------------------------
SUBJECT Receive KPMG Peat Marwick General Purpose Financial
Statements and Single Audit Reports for Contra Costa
County for the Fiscal Year Ending June 30 , 1996 .
IT IS BY THE BOARD ORDERED that the KPMG Peat Marwick
General Purpose Financial Statements and Single Audit Reports for
Contra Costa County for the fiscal year ending June 30 , 1996, is
RECEIVED.
1hereb9oerdhtfWftftb8M*8ndew eot of
an anion taken and onteW on the minutw of ttb
Board of Bn hors a unpotemmm
An ED
PMIL ELOR,Cte k of the Boats
MW Couft Administrator
CC : Auditor/Controller By a
,Deputy
AGENDA DATE � 0$ �q�7 ITEM NO.
BACKGROUND NOT AVAILABLE AT
THE TIME AGENDA RACKET COMPILED
INFORMATION FOR THIS ITEM PREVIOUSLY
FURNISHED
ORAL REPORT TO BE GIVEN AT BOARD MEETING
ERROR IN NUMBERING AGENDA ITEM
DELETED
Mi-Lnal , DOCUMENTS ON FILE WITH
CLERK
,. Contra
its
TO: BOARD OF SUPERVISORS iS Costa
I County
FROM: HARVEY E. BRAGDON
DIRECTOR OF COMMUNITY DEVELOPMENT
Sra'cooK'�
DATE: March 28 , 1997
SUBJECT: Extension of Time for 2895-RZ, a P-1 Rezoning for 19 Lots in the E1
Sobrante Area
SPECIFIC REQUEST (S) OR RECOMMENDATIONS) & BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS
Approve the extension for 2845-RZ to June 20 , 1997 .
FISCAL IMPACT
None.
BACKGROUND/REASONS FOR RECOMMENDATIONS
This P-1 rezoning was approved by the Board of Supervisors on
December 20 , 1994 .
Under provisions of Article 84-66 . 1602 the initial approval for a
P-1 rezoning runs for 18 months. In this case, the initial
approval ran to June 20, 1996 .
Under Article 84-66. 1602 (2) (c) the Board can grant extensions of up
to one year. Up to five 1-year extension can be granted.
This is the first requested extension for this project. The
property owner is attempting to find a developer for the project.
The request was made in a timely manner.
At this time only the P-1 rezoning has been filed and approved.
Additional approvals (Final Development Plan and Major Subdivision)
will be required before site development could commence.
CONTINUED ON ATTACHMENT: _ YES SIGNATURE
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITT E
APPROVE OTHER
SIGNATURE(S) :
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
/ I HEREBY CERTIFY THAT THIS IS A
_ UNANIMOUS (ABSENT TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED ON THE
ABSENT: ABSTAIN: MINUTES OF THE BOARD OF
SUPERVISORS ON THE DATE SHOWN.
Contact:Arthur Beresford - 335-1212 � pitiQ � 1� /7
Orig: Community Development Department ATTESTED ,
cc: Michael Woldemar & Assoc. PHIL BATCH OR, CLERK OF
THE BOARD OF SUPERVISORS
AND COUNTY ADMINISTRATOR
By 1 , DEPUTY
C..�3
Contra
TO: BOARD OF SUPERVISORS Costa
n
FROM: William B. Walker `./OL
DATE: April 3, 1997
SUBJECT: LETTER TO CALIFORNIA DEPARTMENT OF HEALTH SERVICES CONCERNING MEDT-CAL
MANAGED CARE
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
1. RECOMMENDATION
Send attached letter to Kim Belshe, Director,California Department of Health Services, expressing concern over recent decisions
and proposals by the State Department of Health Services to change certain aspects of the Medi-Cal Managed Care Program.
II. FINANCIAL IMPACT
The State's actions may result in a$10 million revenue loss.
III. BACKGROUND AND JUSTIFICATION
The State Department of Health Services has just recalculated the number of mandatory Medi-Cal eligibles in Contra
Costa County and is proposing to lower the minimum enrollment in the Contra Costa Health Plan (the Local Initiative).
This reduction in the mandatory eligible pool and proposed drastic reduction in the minimum enrollment will adversely
affect the County's safety net system of care and the vulnerable populations it serves. Since the State will be acting
very soon on its proposal, it is essential that the Board of Supervisors express its concern to the State Department of
Health Services at its April 8 meeting.
CONTINUED ON ATTACHMENT: YES SIGNATURE: q
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMM'ii 'EE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON April 8, 1997 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
X UNANIMOUS(ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT
AYES: NOES: COPY OF AN ACTION TAKEN AND ENTERED ON THE
ABSENT: ABSTAIN: MINUTES OF THE BOARD OF SUPERVISORS ON THE
DATE SHOWN.
cc: Health Services Director
ATTESTED April 8, 1997
PHIL BATCHELOR,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
BY �• DEPUTY
k\hoardord nm4
884-11-1997 03:44PM FROM CONTRA COSTA HEALTH PLAN TO 20 ALLEN P.03
The Board of Supervisors Contrano ftftfw�w
051 Pi A wft PROM 106 Costa
eF,ren.�,.r�oan+,ew t�.�Utlilty
ft*w,owaa s tsa►
a ftV".,dar sc
or.sysro.s,eoww '
rrco�sueraona�a „�.F't
r�+wr�aenorae
April 9, 1997
S. kirnberry EWsh6, Dm+dor
State Department of HeaM Sarviu5
714 P Strad, Room 1253
Seaamertfa, CA OW14
Deet'Ms. Dam&
The Centra Cosies County Board of Supervisors has been advised by our Haeffh
Santos Dinacbor M the State Departra t of Health Servioes has rocaWa(ed the
runber of Medi-Cal mandatory eligibles in Contra Costa County for purposes of the
Local ~we from 59AM to 44,000. In addition, we understand that ,he State
Department of Health SWces has recalculated the Local InitiBtWs guaranteed
minimum number of eligibles from 38,135 to 21,41 S. We are also advised by our
Health Services Director that Foundation Health P* has proposed that they be
guaranteed 20,000 mandatory eligibles and that the tocal Initiative be guaranteed
24,000. On April 8, 1997,the Board of Supervisors authorized me to wrfoe to you
expressing the Soat'd"S Cw=ms about these changes and asking for your
irdervention in an effort to resolve these problems.
tt is trot�tting to the Board th team of ltrese changes at this time when we are facing
a May 1, 1997 implementation data for Medi-Cal Managed Care.
It Is unclear exactly how the numW of mond" eligibles in the Courtly was
reduced by 26%. Apparently early a eniall portion of this reduction can be attributed
Io declines M the AFDC:Caseload. ft appears that most of the reductlon is bei
of a pWq dedslon by the State Department of Haft Services regarding who
should be counted as a mandatory efigible or due to the timing of certeM
benefrciarW Medi-Cal eligibility. It Is most unfortunate that the County has
understood for tour years - based an infomn Jon from the State DepwWws d of
Health Services -that the number of mandatory eligibles would be in the area of
60.000 individuals and then 10 have this number reduced to dramatically with
inadequate notice to the County. This decision has signirm t Tisoai implications for
our Board as we move to implement Medh-Cd Managed Care In this County.
Even more tmubfng, however, is the proposal from your Department to now"se
the minirtuNnadram W#Wlmant numbers for this County. We have been advised
by our staff that the methodology utifized by your Department to cekxrlate Ih se
numbers has reaufled in ex1mnely volatile fluctuations In the numbers. We are also
advised that your own regukdions do not require you to change the previously
allbkgvd minimum of 40,000 for the Local kritio".
We carrrot wpparl FauncWim's request ttat you guarantee the oonrnerua] plan a
20,000 member enrolirrod base. This would be contrary to the principles
established in the State Pian, would be contrary to waivers approved by Che Health
Care Financing Admarie vUon,and would have a profound negative impact on the
safety net and traditional providers, on beneficiaries, and on the medically indigent.
For the same reasons,we cannot agree b your Departments proposal to amend this
minimum guaranteed enrollment figure to 21AIS. We understand that such an
adjustment is trot regwred, Is inconsistent with previous assurances to protect the
safety net, and would result in a severe fiscal impact on the local Inutive, our
Health Services Department and the County In general. The proposal we
understand your Department has made to adjust the minimum OW to 30,000 Is, In
reality, adjusting the minimurn down from 40,000, a loss of 10,000 expected
members with an annualized revenue loss exceeding S10 million.
Contra Costa County's asdety net system should not be jeopardized because your
Department has derided to dwge how it cak ukfts the number of mandatory
ellalbles or the minimum enrolknent number. As you mlgtd expect, our Health
Services Department has ubimed your Department's previously provided number of
eligibles, minimum/maximum Mo. and expected defaults In building the network.
expanding health centers, Ming and contracting with providers, purchasing
marketing and member services materials,and agreeing to various volunx based
smuVernents. The changes made by yon Departnrent now make many of our
business pin nrA assumptions largely useless.
Page 2
04-11-1997 03:45PM FROM CONTRA COSTA HEALTH PLAN TO 20 ALLEN P.05 n GG
We urge you to contact our health Services Director,Dr, Williaan Walker.and our
Health Plea Em*Ave Director, Mill Carnhi,to disatss these proposed adjust rwft
and atternpt to r+esolm these most nwent problem in a nxmraily acceptable roamer.
We Mand ready to worts with tin Stets Depafln>m of Health Services In formulating
a Med!-Cel Managed Care Plan for Contra Coate County which will achieve the
objectives we believe you chane with us.
Very truy Yom,
MARK DeSAULNtER, CHAIR
cc, Members, Bond of Supervisors
Senator Richard K, main"
Senator Barbara Lee
Assembfywornm Dion Aroner
Assemblywoman Lynne C. Leach
Assemblyman Torn Toriakscm
Joseph A. Kelly,Chief, Medi-Cal Managed Care Division, SDOMS
Managed Care Commission
Local Haatth Plana of CoWortlia
Foundation Rea th Pian
Health Case Firamoi rg Ad""stration
Phil Batchelor, Costly Administrator
William S. Walker, M.D.,Health Services Director
Mitt Camhi,Exaxxfive Director, Cornea Costa Health Plan
Les Spahm
Heim, Noeck, Kelly&Spahm
Page 3
'TOTAL P.at
0.0
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
TO: BOARD OF COMMISSIONERS
FROM: Richard J. Martinez, Executive Director
DATE: April 1, 1997
SUBJECT: RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO AMEND THE HOUSING
AUTHORITY'S SECTION 8 ADMINISTRATIVE PLAN AND EQUAL OPPORTUNITY
HOUSING PLAN TO INCLUDE HUD'S REQUIREMENTS FOR THE SECTION 8
MODERATE REHABILITATION SINGLE ROOM OCCUPANCY PROGRAM FOR
HOMELESS INDIVIDUALS.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
ADOPT Board Resolution No. 4003 AUTHORIZING the Executive Director of the Housing Authority of
the County of Contra Costa to amend the Housing Authority's Section 8 Administrative Plan and Equal
Opportunity Housing Plan to include the Federal Department of Housing and Urban Development's (HUD)
requirements for the Section 8 Moderate Rehabilitation Single Room Occupancy Program for Homeless
Individuals.
II. FINANCIAL IMPACT: None.
III. REASONS FOR RECOMMENDATION/BACKGROUND
The Housing Authority has been working with Rubicon Programs, Inc. to assist in the rehabilitation and
conversion of the Idaho Motel, located on San Pablo Avenue in EI Cerrito, to a complex with 28 Single Room
Occupancy(SRO) units available to homeless individuals who participate in the Rubicon Program. The program
will include providing: 1)affordable housing with Section 8 certificates; and 2)a variety of independent living
and vocational oriented services for the residents. The Housing Authority will administer the Section 8
certificates,which are being issued separately by HUD specifically for this program, and will monitor prevailing
wages and quality of work during the construction process.
Because of the special needs of this population,the Administrative Plan needs to be amended to include
the following HUD requirements: 1)procedures for establishing tenant outreach; and 2)a mechanism to monitor
the provision of supportive services. The Equal Opportunity Housing Plan need to be amended to address outreach
efforts to the homeless population of the County. In addition, the Housing Authority will need to provide the
required budgeting and housing quality standards documentation to HUD for approval for the Idaho Motel project.
CONTINUED ON ATTACHMENT: _YES SIGNATURE�J� 6
e y
RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF COMMISSIONERS
I HEREBY CERTIFY THAT THIS IS A
J UNANIMOUS (ABSENT ) TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED ON THE
ABSENT: ABSTAIN: MINUTES OF THE BOARD OF
COMMISSIONERS ON THE DATE SHOWN.
ATTESTED a /
PHIL BATCHELOR,CLERK OF ll
THE BOARD OF COMMISSIONERS
AND COUNTY ADMINISTR6TOR
BY DEPUTY
Upon HUD's subsequent approval of the amendments to these plans and the required budgeting and
housing quality standards documentation for this program, HUD and the Housing Authority will need to enter into
an Annual Contributions Contract(ACC) for administering the 28 certificates. Prior to starting the rehabilitation
of the development ,the Housing Authority and Rubicon Programs, Inc. will need to execute an Agreement to
Enter into Housing Assistance Payments Contract(AHAP). The Housing Authority will bring a resolution to the
Board for authorization to execute these documents.
IV. CONSEQUENCES OF NEGATIVE ACTION:
Should the Board of Commissioners elect to not to authorize the Executive Director to amend the
Administrative and Equal Opportunity Housing Plans and to provide monitoring of the project, HUD will not
execute the Annual Contributions Contract for these much needed 28 Section 8 certificates for homeless
individuals and the rehabilitation and conversion of the complex would not be done.
THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
RESOLUTION NO. 4033
AUTHORIZING THE EXECUTIVE DIRECTOR OF THE HOUSING AUTHORITY TO AMEND THE
HOUSING AUTHORITY'S SECTION 8 ADMINISTRATIVE PLAN AND EQUAL OPPORTUNITY
HOUSING PLAN TO INCLUDE HUD'S REQUIREMENTS FOR THE SECTION 8 MODERATE
REHABILITATION SINGLE ROOM OCCUPANCY PROGRAM FOR HOMELESS INDIVIDUALS
WHEREAS,the Housing Authority of the County of Contra Costa(hereinafter referred to as"Housing Authority")
is a public body, corporate and politic established under the laws of California and empowered to
administer federal Department of Housing and Urban Development(HUD)programs within the
County; and
WHEREAS,the Housing Authority has been working with Rubicon Programs, Inc.to assist in the rehabilitation
and conversion of the Idaho Motel, located on San Pablo Avenue in EI Cerrito, to a complex with 28
Single Room Occupancy(SRO) units for homeless individuals who participate in the Rubicon
program; and
WHEREAS,the HUD Section 8 Moderate Rehabilitation Single Room Occupancy Program for Homeless
Individuals(Sec. 8 Mod Rehab SRO) includes providing affordable housing with Section 8
certificates and a variety of independent living and vocational oriented services for the residents of
these SRO developments; and
WHEREAS,the Housing Authority will administer the Section 8 certificates, which are being issued separately by
HUD specifically for this program; and monitor prevailing wages and quality of work during the
construction process; and
WHEREAS,because of the special needs of this population,the Administrative Plan and the Equal Opportunity
Housing Plan will be amended to include 1IUD requirements for procedures for establishing tenant
outreach; and a mechanism to monitor the provision of supportive services; and
WHEREAS,the Housing Authority will also provide the required budgeting and housing quality standards
documentation to HUD for approval for the Idaho Motel project under this Section 8 program; and
WHEREAS, upon HUD approval of the amendments and the required documentation for the Idaho Motel,the
Housing Authority and HUD will need to enter into an Annual Contributions Contract for
administering the certificates and the Housing Authority and Rubicon Programs, Inc. will need to
execute an Agreement to Enter into Housing Assistance Payments Contract.
NOW, THEREFORE, BE IT RESOLVED, as follows:
1. That the Board of Commissioners of the Housing Authority of the County of Contra Costa hereby
authorizes the Executive Director of the Housing Authority to amend the Housing Authority's Section 8
Administrative Plan and Equal Opportunity Housing Plan to include HUD's requirements for the Section 8
Moderate Rehabilitation Single Room Occupancy Program for Homeless Individuals.
2. That this resolution shall take effect immediately.
PASSED AND ADOPTED THIS 8th day of April 19 97 , by the following vote of the
Commissioners:
AYES: CoMissionexs Rogers, Uilkema, Gerber, Canciamilla, DeSaulnier
NOES: None
I HEREBY CERTIFY THAT THIS IS A
TRUE AND CORRECT COPY OF AN
ABSENT: None ACTION TAKEN AND ENTERED ON THE
MINUTES OF TBE BOARD OF
COMMISSIONERS ON THE DATE SHOWN.
ABSTAIN: None
ATIFSIFD:
BY: �- — - --