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Home My WebLink AboutMINUTES - 05051998 - D1 _.... ......... ......... ......... ......... ......... ......... ......... ......... .....__._._...11.11 . ........ ........... .......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... D.1 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adapted this Order on May 5, 1998, by the following vote: AYES: Supervisors Uilkema, Gerber, DeSaulnier, Canciamilla and Rogers NOES: None ABSENT: None ABSTAIN: None Subject: Presentation by Ur—owth Management and Economic Development Agency On this date, the Board of Supervisors considered a departmentalperformance report (as attached) from Val Alexeef, Director of Growth Management and Economic' Development Agency (GMEDA). The Board discussed the matter and took the following action: ACCEPTED the report from 'Val Alexeef, Director of Growth Mauagement and Economic Development Agency regarding departmental performance. T hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED May 5. 1998 Phil BatcheloreA of the Board of upervisors d unty Ad inistrator B Barbara S. an eputy Clerk c.c. CA© GMEDA 9. Staff report preparation. Expectation: A staff report takes about eight to ten hours to assemble the appropriate details. (Included in estimates above.) Problem Factors: Once all information has been submitted and appropriate agencies have commented, the planner and engineer compile the data, then write the report. In the past, staff submitted this to the supervising planner for review. Cost cuts have prevented this level of polish. Calls are still received by staff at this point from interested parties seeking last minute influence or from the press seeking a jump on the competition. Once the report is finalized, it becomes public information, which then prompts additional questions, issues, and requests for additional information. Proponents often feel that staffs conditions ask too much while neighborhood residents seek greater control or denial. "The Meadows" project in the Tassajara Valley is illustrative in this regard, where the neighborhood has been very demanding of a level of detail not normally required in residential PUDs. It is easy for staff to become the subject of personal attack and accusations of unprofessional conduct as tension grows over the future of the project. Recommendation: Staff should follow a process of identifying recommendations and conditions early in the process and developing a written procedures to guide comment. 10. Hearing before the zoning administrator - concluded by the zoning administrator. Expectation: Most noncontroversial items are expeditiously heard and decided. The average processing time expended per project without an EIR or major public controversy is four months. VA:ag perfm98.rpt(4!21/98) A-28 Problem Factors: Potential delays due to continuances are frequent for controversial projects. All statutory notice and hearing requirements must be met, similar to any hearing, and repeated if there is a flaw. The zoning administrator may refer an item to the planning commission for initial hearing, for example, when it is relatively certain an appeal will follow the zoning administrator decision. The hearing process is extended by last minute substantial modification of a final development plan. Recommendation: Time should be carefully monitored to account for additional costs caused by postponements and project modifications. 11. Hearing before the planning commission. Expectation: Cance the proposal is set for a planning commission's public hearing, the actions must carefully follow statutory noticing, hearing procedures, and requirements. The average time expended per project is four to five months. Problem Factors: Deviation from requirements can require steps to be repeated. Applicants may request continuance to clear up some problem. Opponents often request delay, because they feel they haven't had adequate time to review, or demand further study. Since there has been no cost to opponents to request delay or additional study, it can be in their interest to request as much as possible. Applicants feel they shouldn't have to pay for citizen demands and often object to paying. Citizens see no obligation to contribute, particularly when they claim the studies should have been done all along. This occurs even in situations when after the studies are done there is no difference in project evaluation. The Alamo Lube project and Shell's proposed transport of coke by truck rather than by train, created additional time and cost in studies that did not result in a different outcome. VA:dg perfmWrpt(4121198) A-29 _._...... ......... ......... ......... ......... ......... ......... ..- _ ........ ._.._....... ........... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... _. _ ................................ Recommendation: Additional studies and delays should not be granted without a cost benefit consideration. 12. Continuances (with direction for supplemental staff report). Expectation: Continuances should either not be necessary or a single continuance should allow parties to resolve matters. Problem Factors: Continuances are expensive because they often mean additional work, study, public contacts, remailing, preparation of the file, and other steps. It would be beneficial to ask if additional reports will really make a difference in the outcome. Recently, Stonecastle Estates requested a meeting with the planning commission claiming everything was worked out and new information would be available. This was not the case and significant additional work has resulted. Recommendation: The recommendation and expected outcome of a continuance should be stated. 13. Appeal to the Board of Supervisors. Expectation: Appeals should be made to allow a policy decision on a specific issue rather than a revisit of every other issue. Problem Factors: Appeals can take dozens of hours to reconsider issues resolved by the planning commission. Applicants feel they should not have to pay since they did not appeal. The fees do not cover a reasonable fraction of the time. Applicants have claimed that such low fees actually encourage appeals. They do not cover additional time of all parties. If there is a belief that citizen opponents can talk about anything they want, as long as they want, as many times as they want, to satisfy an undefined right of citizen participation, then the fee structure needs to be reconsidered. Such assumptions are not incorporated into our fees. VA:dg perfm98.rpt(4121198) A-30 ..........................................................................................................................................................................................................................................................................................- Recommendation: Appeal costs should more closely cover the true cost. Appeal review should identify issues resolved at the lower level with a request that the matter discuss what has not been resolved, rather than beginning the argument from scratch. 14. Board deliberations. Expectation: Legislative acts automatically come to the Board. Using the benefit of the planning commission recommendations and requiring testimony in writing can reduce time, but would not provide for a "hearing" per statute. Recommendation: The preparation can be limited to providing the recommendations of the planning commission and description of any outstanding issues so the deliberation is fc--used on unresolved issues. 15. Preparation of findings and final conditions. Expectation: For large projects, applicants can retain attorneys experienced in this area of law. When applicants can choose competent counsel to provide the information in a useful format it can reduce staff time for review. Standard conditions, exceptional conditions and findings when written properly can clarify many issues in the future. Problem Factors: Finding preparation follows after action has been taken on the project and often gets inadequate attention. The findings take time because they must be based on substantial evidence. But more important they need to be clear so that someone unfamiliar with the findings and conditions years later can implement them. Recommendation: Staff needs to clarify and improve standards for preparation of findings and conditions. VA:dg perfmWrpt(4/21/98) A-31 ......................—............. _._...... ......... ......... ......... ......... ......... _._. . . .. ................._..._. ......_.. ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... _ _.... ........... ........... ........._......_...... 16. Implementation plan review and request for changes. Expectation: The implementation plan clearly follows the plan submitted with added conditions. Changes are called out and justified. Staff should be able to review this projectin four to six hours. Problem Factors: New purchasers want changes or existing applicants may wish to redesign following changes stemming from the approval process. Efforts are made to pressure staff into on the spot administrative decisions to expedite the process,, which may in turn put staff at odds with the community who have different expectations or remember different assurances. Project changes may raise impacts, create visual or design changes, shift from quality'materials specified to "more practical" materials. This was at the heart of the Bettencnurf controversy. One project was approved, but numerous changes were instituted during construction. Recommendation: Staff needs to develop policies on the limits of change to be handled administratively, changes that need to return to a public hearing process, and specific financial sanctions if the approval process or compliance is violated. 17. Final map and parcel map review. Expectation: The maps are submitted for review and compliance with the conditions of approval and state and local statutory requirements. Problem factors: On some small developments the applicant may talk their relative or friend into submitting the map for them if their friend or relative is an engineer or surveyor, even though they don't practice in the land development field. This often happens on minor subdivisions where there are no other engineering plans needed to be prepared. The applicant may get a very good price on the cost from his relative or friend to V :dg perfm98.rpt(4/21/98) A-32 .....................I...................................................................................................................................................................I................................. prepare the map, however, because their friend or relative does not prepare these maps for a living or on a routine basis, the review costs are extraordinarily high and take several times longer to process. The same result holds true for maps prepared by "out of town" surveyors who are unfamiliar with our codes and policies. Some engineers and surveyors also submit maps that are less than complete and utilize the review services of staff to finish the maps for them. Since they are not paying the review fees, it is not a financial impact for them. It keeps their costs low and shifts the cost blame to staff. It does, however, greatly increase staff time and costs to the applicant. During the recession, many applicants discontinued processing their maps. Now that the economy is better, they are submitting the maps for review again. This time lag creates additional staff time to go through the file and "get up to speed" on the project. Recommendation: Staff should be more difige.,ii in screening submitted maps and return incomplete submittals. 18. Road and drainage improvement plan review. Expectations: Improvement plans are prepared by a consultant that satisfy the conditions of approval and state and local requirements. Problem factors: Not all consultants are created equal. Some consultants obtain jobs by bidding low for the engineering work. As a result, they may not provide all the information on the plans necessary to mitigate all of the impacts of the project. For example, the plans for off-site improvements will stop at the subdivision property boundary and the impact to a neighbor's driveway will not be known until staff observes the discrepancy in the field. The applicant may have saved money on the consultants contract but the lack of information on plans results in additional costs to the applicant for staff time and review. At times, the engineer will change the design of the plans halfway through the review process due to geotechnical problems, or requirements from regulatory VA:dg perftn98.rpt(4/21/99) A-33 ............... ...............................—............... ................................................................................................................................................................................ ................... ............- agencies, which require the process to begin anew. The County is reviewing more infill projects, which by their very nature are much more complex than a development in an undeveloped area. Infill areas often have narrow existing streets and right of ways and have existing drainage problems. To mitigate the development's impacts the access and drainage must be improved, which results in construction on neighboring properties. These increase staff time to deal with the complex design issues. Recommendation: Staff should be more diligent in screening the plans for submittal and rejecting those that are incomplete. 19. Review of implementation of conditions. Expectation: Compliance can be verified in 4 hours checking plans and 4 hours in the field, if it involves a simple, uncomplicated process, an engineer who is familiar with county standards, and a cooperative applicant. Problem Factors: Compliance with conditions is an ongoing, under compensated activity that often requires code enforcement type approaches. Compliance had to be conducted this way in the Bettencourt project. Recommendation: Compliance review should become a separate process with a separate fee. Financial sanctions should be attached to non-compliance. 20. Infrastructure inspection. Expectation: The purpose of inspections is to prevent standards from being violated. Staff expects to be called in advance for inspections and to make one or two inspections for each phase of the project. Problem factors: By its very nature, construction scheduling is the most unpredictable aspect of development. Some VA:dg perfm98.rpt(4/21,'98) A-34 ..................... _ ......... ......... ......... ...._.... .._..... . ..._..... _........ _. . _ ......... ......... _....... .._..... ......_. .. ._......_. ......... _ _ _ projects try to beat the winter rains and build like mad until the rains hit. If they get lucky and there are no early rains that year then there are no problems. If they get caught in an early rain and they cannot complete the work before winter, then additional inspection time is required because the winter storms have slowed up or some times totally stopped construction activity until spring. This often results in rebuilding certain aspects of the project necessitating additional inspections. Some projects are in such a time crunch that they will segment their development construction. For example, the road system for a model home area will be built separately and before the balance of the road system which will be built later. This approach will result in a double set of inspections, one for the model home road system and one set for another segment of the project. County fees are based upon a percentage of the improvement costs. Some improvements, however, are more complex and require more inspection than other improvements. Paving a street may require only one inspection while constructing a large drainage structure of equal value may require three inspections. Projects with many complex construction features will cost more to inspect than the average project. Also, some builders are more reliable than others. Recommendation: Charge at straight time and materials for the inspection work or develop a more detailed fee schedule that more accurately reflects construction costs with a provision for additional requested inspections by the contractor. 21 . Projects without applicant. Expectation: Citizens, citizen groups, and special interests groups can come to the Board of Supervisors and request an ordinance. That ordinance, if deemed community development related, becomes the responsibility of the Community Development Department. VA:dg perfm98.rpz(4/21/98) A-35 __.._.. ......... ......... ......... ......... ................. _._._._. ........._. ............ . ......... ......... ......... .._._.... ......... ......... ......... ......... ........_.... ._.. ... ........... _........ ......_.. .......... Problem factors: There are numerous examples of applications delegated to staff in the midst of controversy with no funds. An example is the "Good Neighbor Ordinance". Several months ago, Community Development staff calculated that $80,000 had been expended with no funding to compensate the effort. When land use issues are raised, it not only costs Community Development for its own time, but staff is billed by other departments such as County Counsel, despite lack of any funds received by Community Development to pay the charges. Recommendation:The applicant and source of funding should be identified for each request. If there is no billing account, other departments should not charge Community Development. 22. System updates and improvements. Expectation: It is the expectation of all users of the county permit system that the system will maintain the following standards: • Operate within the law • Use available technology • Upgrade policies and methods to keep up with requirements and opportunities for innovation and streamlining • Repair obvious problems that come to light This is done so that delays necessary to fix the process do not occur in the course of application processing. Problem factors: There is no funding available and little time to review operations and make appropriate changes. Staff has a Fong list of initiatives that would benefit the overall system, but there is inadequate staff time to commit to such activities. Staff attempts to take such steps in breaks between other activities, often resorting to weekend work. VA:ag perfm98.rpt(4/21/98) A-38 ......................................................................................................................... ....................... This is why permit streamlining has taken so long, staff is involved in other activities. Recommendation: Include funding system maintenance and improvement items as part of the yearly budgeting process, rather than on an ad hoc basis. B. Affects of demand vs. hours available The impact of exceptional time spent on projects carries several implications to the operation of the department. 1 . Opportunity cost. As staff increases the time spent beyond that which is budgeted or that which is funded, time is reduced on activities that are less urgent, though no less important. Maintenance of plans, rezoning for plan consistency, guideline changes, ordinance changes, and process changes get less attention than needed. 2. Affect on other applications. With a fixed number of funded hours for applications, either less time is spent per application or the work on some of the applications is deferred as long as possible. Applicants who have small projects or complications in projects, may lose time as a result of staff inability to get to it. 3. Inability to keep track of hours. Hours must be billed to a project. Current timesheets do not count hours without a billing number or hours over forty hours a week. This means there is no accurate reflection of how many hours are spent on each project or individual staff time commitments. 4. Crisis orientation. As work piles up, a crisis orientation sets in on staff. Work becomes oriented to the project with the greatest problems, greatest VA:dg perfm98.rpt(4/21/98) A-37 .............. ................... ........... ........................... ................. _. ....__ ......... ......... ......... ..._. .... ......... .__....._. ........_. ......... ......... ......... ......... ......... ......... ......... ......... ...... ... . _ _. _ . _....... _........ ......... ......... controversy, shortest schedule, or similar factors. The work is cranked out, but not necessarily with adequate judgement. As some projects become ignored, they reach crisis stages and the situation becomes self-perpetuating. 5. Employee burnout. Several of the last employees who left indicated the job was no longer professionally rewarding. Planners feel they have not been able to plan, to discuss, to reason, or to question, but to jam work with a fear of raising issues, lest it generate more work. 6. Lack of ability to consider broader issues and implications. Development is a dynamic process and new technology will change the face and operation of the community. Imagine, for example, the urban pattern and design in the county if air conditioning, planned unit developments, or cyber technology had not occurred. The current controversy over sprawl, towers on hilltops, and gated communities would not be taking place. Planners have traditionally given such issues their attention in advance. Instead,the county is placed in a position of reacting, rather than understanding and shaping. 7. Resistance to expanded citizen participation. Few activities are more apparently time intensive than the explaining, meeting, justifying, and responding to issues identified by citizens and citizen groups. Rather than providing training, workshops, issue presentations, forums to seek participation and input, staff seeks to minimize contact and get through the process. This causes suspicion, isolation, and mounting conflict. V A:dg perfm98.rpt(4/21/98) A-38 _—__------------------------------------------------------. CL co ui cc fb cr Cb 10 to CN N to CO LU 0 W Lr LO LU Cl) 12 w to UJ Z IL CL cz CL � o IV. Unfunded mandates The Board needs to be able to identify needs, respond to problems, and give policy direction. Staff needs to respond to emerging policy planning issues without constant fear of workload sanctions. The term unfunded mandate has a negative connotation, but in this context it is meant to be used practically. There has never been a suggestion that the actions were not worthy activities or that staff was not interested in the proposed assignments. Following conversion to fees in 1992, the statement often repeated is that additional work needs additional budget consideration. Without supplemental resources, staff is diverted from fee-paying activities to non-fee-paying activities. The end results are budget shortfalls, inability to equate revenue with expenditures, and deferral of necessary activities or prior commitments. The attachments provide accounts of unfunded activities. It will be important to complete prior assignments to free up staff and to find a way to acknowledge these additional assignments in the future. There are three options: 1 . Cut additional assignments unless funded. 2. Increase revenue to cover current unfunded activities. ro 3. Do some of both. M ..C VA:dg perfmWrpt(4/21/98) A-40 ........................................................................................................................................................................... ..............................................................I.............. Ordinances passed since 1992, increasing CDD responsibility. 1992 Ordinance # Date Adopted Title of Ordinance 92-09 3/3/92 Reporting requirements for County Committees 92-19 3/17/92 Urgency Ordinance re: the keeping of dogs 92-25 4/7/92 Dog fancier multiple pet ordinance 92-31 4/21/97 Transportation Demand Management 92-35 4/28/92 Urgency Ordinance on Dog Keeping 92-45 6/23/92 Extending Regional Planning Commissions 92-44 6/9/92 Small Lot Occupancy 92-56 8/11/92 Amending Child Care Facilities Ordinance 92-63 9/15/92 Small Development Childcare Ordinance 92-65 9/22/92 Interim Mobile Home Use 92-66 9/22/92 Extending Regional Planning Commissions & Increasing Zoning Administrator Authority VA:dg perfmWrpt(4i2l/98) A-41 .......... _. _.... ......... ......._. ......... __.._.... _.. . _ ....... _.......... .._._.... . ......... ......... _....... ......... ......... ......... ......... ......... ......... ......... _._ ........._.................._.........................._.. 1993 Ordinance # Date Adopted Title of Ordinance 93-04 1/15/93 Clarifying Planning Commissions' Subdivision Authority 93-30 5/11/93 Authorizing Advertising on Bus Shelters 93-85 12/14/93 Extending Regional Planning Commissions 1994 Ordinance # Date Adopted Title of Ordinance 94-22 3/8/94 Oak & indigenous Tree Protection & Preservation Ordinance 94-26 4/19/94 Repeating Ord. Code Div. 532 on Transportation Demand Management 94-27 4/19/94 Ordinance Requiring Transportation Demand Mgmt. 94-49 10/4/94 Mobilehome Rent Stabilization 94-59 10/4/.94 Tree Protection & Preservation Ordinance vA:ag perfm98.rpt(4/21!98) A-42 .................. ................................................................................................................................................................................................................................................................................................... 1995 Ordinance # Date Adopted Title of Ordinance 95-02 1/10/95 Abandoned Vehicle Abatement Ord. Admin. 95-05 1/24/95 Extending of Ord. # 94-49: Rents in Mobilehome Parks 95-06 2/14/95 Better Government Ordinance 95-19 4/11195 Urgency Extension Mobile Home Rents 95-20 4/25/95 Cabaret Ordinance 95-31 6/27/95 Mobilehome Space Rent Stabilization 95-36 8/1/95 Mobilehome Vendor Regulation 95-42 9/26/95 Urgency Ord. Extending San Ramon & East County Regional Planning Comms. 95-43 9/26/95 Extending San Ramon & East County Planning Commissions 95-51 10/10/95 Small Lot Ordinance 95-53 11/7/95 Mobilehome Rent Stabilization Ordinance 95-59 12/5/95 Sale of Firearms 95-61 11/28/95 Cardrooms VA:dg perfmArpt(4/21/98) A-43 ............................................ ......................... ................................... ......... _........ ......... .....__.. ..._.. ... ....... ......... ........... ......... ......... ......... ......... ......... ......... ......... ......... ......... _ _ _ _. _........ ......... ......... ......... ......... ......... 1996 Jrdinance # Date Adopted Title of Ordinance 96-04 2/27/96 Ordinance Amending Provision Regarding the Method in Which Building Height is Measured & Restricted to the Height and Size 96-20 6/26/96 Land Use Permits for Development Projects Involving Hazardous Waste or Materials 96-42 91/19/96 Saturday Night Specials -'Gun 96-50 12/30/96 Amending 96-20 - LUP Projects Involving Hazardous Materials 1997 Ordinance# Date Adopted Title of Ordinance 97-12 5/6/97 Repealing Ord. 94-27 & Adopting new policies, purposes, goals,& objectives for Transportation Systems Management 97-23 6/17/97 Zoning Administrator (initiated by CDD) VA:ag perfm98.rpt(4/21/98) A-44 ....................................................................................................................................................................-....................... .............. V. Privatization Government has substantial experience with privatization. The majority of federal dollars and of state dollars are given to private enterprise for performing or fulfilling government requirements. Military equipment provision, road and facility construction, and social services are generally produced by non-government employees. In Contra Costa County, electricity and solid waste disposal are provided by private entities in contrast to other areas where they are provided by public agencies. There are examples within GMEDA departments of both selling services and buying services from private enterprises. Building inspection and right of way acquisition are services that are purchased from the county by other agencies and jurisdictions. Environmental impact reports, construction services, and technical reviews are obtained from private contractors. The chief call for privatization appears to come from deveiOpers; who are frustrated that it takes so long to review a project. It is true that when staff is overloaded, items take longer to process. A private review option under these circumstances should be possible. It is easy for developers to overlook all of the responsibilities staff has related to a project that go beyond reviewing data and writing reports. The issue before the County is whether or not additional activities should be given to the private sector to perform, but what should be the criteria to make that decision. There are numerous studies depicting privatization as both success and failure. It is important to consider the impact of specific options for Contra Costa County, rather than just support or opposition. There should be little argument about the quality of work related to whether an individual works for a private company or for the public, they can equally perform duties related to plan reviews and report writing. This concept can be supported by the number of people who alternate between public and private sectors and by comparison of work product, both great and bad. VA:dg perfm98.rpt(4/21/98) A-45 .................................................. The difference in direct cost for the private worker may mean more direct pay, particularly in the case of overtime, but fewer benefits, such as long- term disability, and county health care plan that would be received by the public employee. A significant difference lies in indirect cost based on the way activities are regulated by government and the way activities are discharged under private contract. Activities performed by government are loaded with additional responsibilities that are not related to specific application tasks. These responsibilities often accumulate since government is both accessible and susceptible to special interests. The following are areas that add cost but may not add apparent value to the service provided. 1 . Central administration requirements---spread of overhead for centralized service--necessary for the overall county operation, but not for processing applications. 2. Fixed support services—no opportunity to seek bids for cheaper support. 3. Union requirements--such as guaranteed 40 hour per week employment, opposition to cheaper contracting solut!ons for items such as maintenance. 4. Government policy requirements--to be met in hiring, promotion, merit, grievance, seniority, and discharge. Salary decisions are not normally made based on an individual's value added to an operation. 5. Extra expenses of operation--due to unfunded mandates, added projects and responsibilities with no revenue attached whose cost is spread to paying project overhead. 6. Pubic reponse--responsibility to return calls from constituentswho may call numerous times a week to numerous persons to complain about such issues as lack of responsiveness despite the number of previous responses. VA:dg perfm98.rpt(4/21/98) A-46 7. Mediation requirements—response to expanding requests for citizen participation or neighborhood rights versus private property rights. 8. Confusion over objectives----many conflicting objectives occur that affect efficient output. 9. Maintenance of effort—unprofitable activities cannot be eliminated easily. In the private sector, there must be profit which is gained through efficiency, or cheaper operation. This will require avoiding time intensive activities, such as consensus building, conflict resolution, meetings or rapid response to numerous interruptions. Private sector does not normally expect "donated" time from staff. Private staff expects to be paid, to receive bonuses and other incentives, otherwise top employees go to a higher bidder. The following are areas of concern that need to be addressed before a decision is made to privatize an activity. I. Who will handle the calls from public, press, elected officials, interest groups, other agencies and others? If it remains in the hands of staff and it is at feast 20% of the time involved in the processing, how will this be funded? The County requires a 30% surcharge for EIR's, in addition to the price of the contract. This charge covers the staff time involved to support the work of the consultants—clarification of policy, analysis of political implication, response to calls, participation in public forums, and other activities that would take the consultant too long to understand or perform efficiently. Frequently additional time is added to this 30% because of the time spent responding to controversy. 2. Who will ensure that the policies of the county are maintained in the staff work done by the private sector? In a recent experience, at the insistence of an applicant, CDD hired a consultant who felt beholden to the applicant. Staff spent time in weekly arguments with the consultant over the County's perspective and in rewriting the material that appeared to be directed by the applicant. The time and frustration created was an unfortunate result and should be prevented in future privatization options. VA:dg perfm98.rpt(4121/98) A-47 _.. ......... ......... ......... ......... .................................................................................................................... 3. How are production quality problems or poor work to be resolved? Many projects are unique and there is no way to create an objective agreed upon standard. When the process is public, staff takes whatever time is necessary to do it right. When it's private, there is always an argument for funds added to the contract for expanded duties and question over whose fault it was that the document was incorrect, poorly written, or misdirected. Private companies can refuse to work until accounts are negotiated and settled. The developer can refuse to pay for inferior work, but the County, under State permit streamlining statutes, remains responsible to get the work out in a timely manner. If staff has to monitor the work too closely there is no benefit to privatize. If staff is reduced in number due to privatization, fewer people remain to review the work product, respond to calls, and maintain standards. Once again, it will be necessary to limit demands placed on staff. 4. The key issue in any privatization agreement is scope of responsibility. Three types of contracts erg, generally used. a. The consultant does everything for a specific price. Such a contract, to be economical, must have specific definable manageable tasks that replicate previous experience or routine. If the responsibilities require handling unforeseen problems, such as organized neighborhood opposition, a consultant will either build in additional contingency billing or expect increases in contract compensation. A consultant will not lose money to underwrite unforseen problems. CDD has examples of agreements for private processing, which produced a faster turnaround, but at many times the amount of fees charged by the County. b. The responsibilities are divided between consultant and staff based on expertise and circumstances. This is 'how most technical contracts operate between Community Development and consultants. C. A contract employee is paid on an hourly basis within a contract cap. This is also a popular form of contract used in - Community Development. It has supplemented staff during VA:dg perfm98.rpt(4/21198) A-48 ..................................................................................................................................I............................''I'll......... .............I..'',.............................................. peak periods with specific expertise often in large complex projects. If unfunded work was to cease completely, most staff theoretically could be replaced with contract employees. Three problems have to be overcome. First, County labor policies have prevented such approaches in the past. Second, planning requires historical background and appropriate context. Third, the best staff would leave and involuntary contract employees are often seeking a permanent job somewhere else. VI. Billing The department does not have a strategy or procedure to collect revenue when the applicant can't or won't pay. The situation most often occurs when the fee collected at the time of application is not sufficient to cover additional time necessary to complete the process. This includes new reports desired by the planning commission, additional time necessary to sort out a problem, continuances, activities related to citizen participation, redesign, and similar occurrences. Our current ordinance does not have a process that allows stopping work, structuring fees, or initiating more aggressive collection action other than sending numbered billing notices (1st notice, 2nd notice, etc.). We can turn unpaid bills over to a collection agency, but that means an automatic loss of 50% of revenue tied to cost of work performed. The only recommendation we have received so far is to raise fees to cover potential loss. This appears totally inconsistent with County policy on keeping fees as low as possible. Early warning that a project is in trouble allows negotiation for fees to begin earlier, but at present it appears that if an applicant were not to pay yet were to demand that we proceed with deliberate speed, the applicant might prevail. There is no procedure to resolve fee disputes, other than taking each matter to the Board. VA:dg perfm98.rpt(4/21/98) A-49 ................... ........... _1__111 ..11.......11. .1_111._ _.........__... _..... ......... ......... ......... ......... ....................._.._......................................................................................._. Staff recommendation is to include the Auditor, Office of Revenue Collection, and County Counsel in a process to make changes in departmental procedures and ordinances to prevent non-payment. VII. Pole of citizen participation A. Future directions The role of citizens, citizen groups, or advisory committees is unclear and will remain a flashpoint as new controversies arise. An expanded approach to the issue should include resolution of the following issues: 1. What should be the appropriate level of authority for groups and responsibility of staff to interact with citizens? 2. What efforts should there be to evaluate citizen standing and quality of testimony? 3. What is a reasonable citizen participation budget for projects and activities such as MAC training? 4. What forums for participation should be encouraged or discouraged? 5. To what extent should citizen participation be integrated into current administrative procedures or even replace aspects of the current administrative process? Performance Citizen Indicators Expectations Participation VA:dg perfm98.rpt(4/21/98) A-50 ........................................................................................................................................................................ ................ B. Citizen perspectives 1 Communities want jobs, but they do not want them at the cost of increased health risk, increased sloppiness of operations, or dilapidated appearance of facilities under the general excuse of needing to remain competitive. 2. Communities are interested in new development, but not if it creates problems or costs to existing residents without benefits. 3. Communities are supportive of new construction in the County, but not when cases of poor construction techniques and sloppy work surface with increasing frequency. 4. Communities do not want the proliferation of red tape, but are also not willing to be shut out of the process or accept trust me;I promises, without ample opportunity to participate in decision making. 5. Residents buy homes for the location. When the location is threatened, there may be little difference between threatening the neighborhood and threatening a room in the resident's house. 6. Communities feel that given enough time, issues can be resolved and problems mitigated, but they are not supportive of the fast shuffle due to developer-created emergencies, which are inadequately justified. 7. Residents do not want surprises or betrayal from development. Developers are often willing to agree to anything at the time of approval and seek change later. VA:dg perfm98.rpt(4/21/98) A-51 ..... ....111.1 ......... ......... ......... _111.1. ................................. ......... ......... ......... ......... ._....._. ......... __...._.. ......... ...................................... C. Fairness issues The County system is sympathetic to neighbors and is bound to support their rights, but the County must also maintain standards of fairness and discourage the following actions: 1. Attack or intimidation of staff for following procedures, rather than responding to demands. 2. Demands for concessions when they live nowhere near the project. 3. Continual opposition to projects on a site approved for development without a willingness to cooperate in developing realistic alternatives or accepting property rights of others. 4. Resort to actions that do not follow common rules of order and fairness. 5. Allow personal prejudices such as racism to fuel opposition to a project such as affordable housing. D. System response issues The range of options and level of influence citizens have and the limits placed on citizen actions remain undefined. Some citizens may get everything they ask for, while others are ignored. The academic literature on the subject claims it is generally related to socioeconomic status, but this leaves many questions unanswered and many situations unexplained. It will benefit Contra Costa County to develop some ideas regarding what would ',constitute effective and fair citizen participation. 1. Should citizens be accountable in some way for the veracity of the statements they make as testimony? 2. Should citizens be required to substantiate statements to the same degree as other participants? VA:dg perfm98.rpt(4/21/98) A-52 3. Should citizens explain their interest or standing when they submit testimony? 4. Is paying for citizen participation particularly the responsibility of the developer when it becomes extremely expensive by the intention of citizens? 5. Should citizens receive training in participation—based on standards and expectations developed by the County? G. When someone claims to be a spokesperson a community, should they be asked to substantiate it particularly when it is known other positions exist? 7. What should the distinction be between public interest, community interest, and neighborhood interest? 8. Should citizen participation activities be delineated and constrained through budgets similar to other activities? VIII. Recommendations A. Proposals that require Board of Supervisors policy support. 1. Until funding is stabilized, any new unfunded major assignment should be referred to Finance Committee to review funding status. 2. Unfunded mandates should be billed to a specific account number for year-end reconciliation. 3. A work scope and cost to eliminate current unfunded mandates from current planning responsibility should be prepared by staff. A new non-fee applications or other assignments should be shifted out of current planning and into new division established to handle such requests. VA:dg per€m%.rpt(4/21/98) A-53 .... _........ ..._..... ......... ................. __...11.11. . _.. _ ........ . _........ ......... ......... ......... ......... ......... .1111.... 4. New strategies to improve revenue/cash flow/efficiency should include the following information prior to analysis: a. Identification of costs or cost items to implement the new strategy. b. Indication whether the strategy will streamline the process, add steps to the process, createshifts in burden, or have no effect on process. C. Indication whether the proposal will make the process more efficient. d. Indication whether additional responsibility will be placed on the applicant, neighborhood,or other interest. 5. The 120% accounting for projects should be removed. Staff has had adequate preparation for a 100% system and should be able to justify all time spent on the project. 6. The MSI assumptions should be reviewed to consider ci.,rent applicability. 7. Improved billing procedures should be instituted, including changes in ordinances if necessary. 8. Staff should be directed to establish steps to evaluate new privatization opportunities and use this method to consider new ideas. B. Administrative actions proposed by staff. 1 . The ability for the public to get information without reliance on staff. (Some funds will be needed for capital investment in self-help computer programs, if this is the means chosen. This may qualify as a productivity investment application.) 2. Appointments should be made and charges collected for project feasibility studies. Rather than change the applicant, some appropriation may be justified from an !economic development funding source that supplements the current planning budget. VAAg perfm98.rpt(4/21,98) A-54 ......... ......... ......... ......... ......... ................................................................................_._._._..... .. _. ......... ...._._.. ......... ......... ......... ......... _......_. ......... ......... ......... ......... ......... ......... 14. Standards need to be improved in preparation of findings and conditions of approval so that future interpretation is consistent. 15. Standards need to be set for what changes in the lapproved project can be handled by staff or by the zoning administrator following notice or following a hearing. 16. Compliance review should become a separate process with a separate fee and there should be sanctions in event of non- compliance. 17. Staff will seek to identify the applicant and source of funding for each project request. 18. Staff will investigate new ways to privatize and to develop criteria to ensure that privatization meets county needs. C. Response to finance committee question on achieving improved compliance with conditions of approval. 1 . Establish compliance review as a separate process: Identify staff who would specialize in review of a developer's compliance with conditions of approval. Staff would use a specific, distinct process to review for compliance. 2. Use more agreements and bonds: Where appropriate, staff can require increased use of improvement agreements and bonds. For example, on site landscaping of projects is one area where we could require bonding which historically has not been required. 3. Review conditions at project milestones: Staff currently reviews the conditions at each project milestone; (i.e. final map, grading permit, building permit, acceptance of improvements). The project milestones are "controlled" by different departments and each department is responsible for ensuring compliance on a portion of the project conditions of approval. Improvements can be made in coordination VA:dg perfm98.rpt(4/21198) A-56 between departments on reviewing conditions so all departments can verify that the conditions required at each milestone are in fact completed. 4. Prepare conditions of approval: Some of the standard conditions of approval could be improved by giving clearer direction and specifying when requirements must be completed. 5. Automate the conditions of approval review process. This includes incorporating mitigation measures and other requirements into a coordinated approach through the new Sierra computer system. D. Specific ordinance changes. Trees: Enforcement of the tree ordinance neither gives adequate authority or specific sanctions to the department. there are no set procedures when a violation occurs or when misinformation is given to staff in an application (trees are not shown). Under some circumstances, staff could be protecting species that the agriculture department or native plant society may wish to eradicate in other areas. The ordinance needs revision with some flexibility based on location. Small Lot Review: In three communities, Kensington, Diablo, and Alamo, the small lot review offers a step toward discretionary review of building permits on single family infill lots. In these areas that have an established development pattern, new construction on vacant lots is feared due to possible loss of on-site trees or other features, blocking of views, development of"trophy houses" out-of- proportion with surrounding areas and similar concerns. It is always controversial since the owner wants the right to develop the land through a ministerial process and the neighbors want their say. The application fees are grossly inadequate for these applications. Staff time may expand to dozens of hours. The fee expectation is $75, which may not be enough to cover time spent on preliminary inquiry. Limits of authority must be better defined. More realistic thresholds VA:dg perfm98.rpt(4/21/98) A-57 .... .........�,,.. ... ..: . ... ..... _. ..... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... should be established. Expanded procedures may be desired in areas that elect to have an expanded process. E. Permit Streamlining Processing permit applications has evolved over time in response to community needs, developers' needs and state law. Upon examination of the land development process, it becomes clear that the review and compliance functions of staff have become intertwined with the evaluation and participation functions of community groups. Often parties involved in the process become confused about authority, procedure and role. Inherent in the proposed permit streamlining changes is the intent to separate the compliance function performed by staff, which is required by state law, from the evaluation of project compatibility which is performed by the community. Permit streamlining proposes to make the compliance aspect of project review as brief and well defined as possible allowing whatever time is desired for addressing compatibility issues. This fundamental change will result in the following: 1. It will allow staff to maintain a higher level of accountability for their time because of the clear delineation between the role of staff performing a review function and the role of staff responding to community issues. 2. Time and costs associated with development application processing can be segmented and more predictable. 3. Project review recommendations and requirements will be prepared sooner in the process reducing confusion and speculation on the part of neighbors and other concerned individuals on the nature of the project and the impacts of the project. VA:dg perfm%.rpt(4121/98) A-58 4. It will allow the public and neighborhood groups and MACS to focus on neighborhood compatibility issues within a clear context of code requirements outlined by staff. VA:dg per£m98.rpt(4/21/98) A-59 :N:N::N:�:.,:.,:: . Although commercial inspections for 1997 were down 400 calls, the residential inspections jumped by 3000 calls. The four senior inspectors picked up residential calls on a daily basis to complete all inspection calls each day. Residential Clayton/Concord/Walnut Creek/Mtz 7901 Orinda/Moraga/Lafayette 8866 Alamo/Danville/San Ramon 5361 Richmond/San Pablo/El Sobrante/ 3128 Kensington Antioch/Oakley/Brentwood/Byron/ 5058 Knightsen/Discovery Bay TOTAL 30,364 Grading TOTAL 3960 PERMIT PROCESSING DIVISION - Plan Check/Permit Issuance for 1997 Permit Processing Functions 9 Reviewing residential, commercial, industrial, institutional buildings and any non-habitable structures, i.e., retaining walls, bridge towers, etc. The plan checking is done for fire and exit requirements, structural, handicapped requirements, energy conservation, electrical, mechanical and plumbing. Assisting and providing information of the building codes and ordinances to the public both in person and by telephone. • Issuing building, electrical, mechanical and plumbing permits. • Performing site structural inspections when problems arise out in the field. VA:dg perfmWrpt(4/21/98) 1V-27 k,.:.+ .:.:r. xr.:r v;•i .}}: ....... .. .};.;: ... rrxrx:r:r:xrrr: ::v.•:: Permit Processing Accomplishments/Goals • The plan checking functions described above were performed with only two plan checkers and three engineers while maintaining quality performance. • The majority of all new residential buildings, including additions and alterations are issued the same day or within one day. • The Department is planning to issue simple commercial tenant improvement jobs on the same day. The Department envisions adding one more plan checker to accomplish this. • The Department had a substantial increase in plan check reviews and permits issued during 1997. Plan Check (reviews Residential, new and additions 2,771 Commercial, industrial 115 Tenant improvement 337 Alteration, repair, deck, reroofing, termite repair, retaining wall, swimming pool, cabana, detached garage, electrical, mechanical, plumbing, grading, mobile home, rehabilitations, and all others that include plan check 3.737 TOTAL PLAN CHECK 6,960 Permits Issued Building Permits 6,831 Mechanical Permits 787 Plumbing Permits 407 Electrical Permits 675 TOTAL PERMITS ISSUED 8,700 VA:dg perfmWrpt(4/21/48) IV-28 Most of these are combination permits (includes electrical, mechanical, plumbing) PROPERTY CONSERVATION DIVISION Mobile Homes (parks, private property) inspections 190 Neighborhood Preservation inspections 230 Weatherization inspections 2100 90-day PGandE/Pre-move inspections app Number of NPP4 applications: 83 Number of NPP loans made: 32 Total amount of NPP loans made: $572,778 Code Enforcement This area has been improved dramatically during the last year. A new, more efficient process was developed to respond to nuisance abatement. Rather than abating p -aperties through Title 25, an eventually placing a lien on the property, Title 1 is being used to place a lien on the property tax roles in order to effect a quicker cost recovery of the funds. In addition, the Board of Supervisors authorized an additional $100,000 for code enforcement in District 1 through 4. District 5 had already received funds from the Keller Landfill mitigation funds. The Code Enforcement Activity Report following this section shows that by the end of 1997, a total of 571 cases had been opened and 330 had been closed. In addition, a total of 15 citations had been issued. Prior to this, only a few citations had been issued the previous five years. This is a remarkable turn-around in the attitude of code enforcement. The Department is placing a high priority in this endeavor because it is an important tool to upgrade existing neighborhoods. The Department is also working closely with all district offices, as well as with the Redevelopment Agency, to concentrate available resources in specific areas. 4NPP(Neighborhood Preservation Program) VA:dg per€m9&rpt(4,21/98) 1V-29 BUILDING INSPECTION DEPARTMENT CODE ENFORCEMENT ACTIVITY REPORT END OF YEAR 1997 District Com !amts Open Cases Cases Closed-Methods used Received 97 Prior Year Demolitions VoluntaU Permits Lots Invalid Citations Cases Compliance Obtained Cleaned Complaints Issued Closed 9 One Zarin 21 5 0 16 0 9 2 27 Building 60 21 2 40 15 1 14 72 Total 81 26 2 56 15 10 16 2 99 Two Zoning 26 7 0 19 0 7 7 33 Building 59 21 1 23 37 1 6 68 Total 85 28 1 42 37 8 13 5 101 Three Zoning 19 9 0 10 0 2 2 14 Buildin 43 14 0 8 8 0 7 23 Total 62 23 0 18 8 2 9 3 37 Four Zonin 9 2 0 9 0 1 0 10 Sutldin 12 2 1 6 6 1 2 16 Total 21 4 1 15 6 2 2 0 26 Five 1 Zonin Z 158 29 0 101 0 0 12 113 4 Building 3 164 47 3 14 16 2 9 44 Total 322 76 3 25 16 2 21 5 157 Total Open Cases 571 Total Closed Cases 330 15 i)This Represents the joint efforts between District V office and Building Inspection, 2)Cases being handled by District V 3)Cases being handled by Building inspection 4)90 of these cases closed by District V VA:dg perfmWrpt(4!21/98) IV-30 ............................................. ........................................... ...........I.......................................... ...................................... COMMUNITY DEVELOPMENT DEPARTMENT Advance Planning SIGNIFICANT GENERAL PLAN AMENDMENTS (GPA) RECENTLY COMPLETED 1. Reconsolidated County General Plan Reconsolidation of the County General Plan: This was a major effort of 1997 that resulted in a General Plan that remains current. 2. Tassajara Meadows GPA The Tassajara Meadows GPA changed the site land use designation from Agricultural Lands to Single Family and Multiple Family Residential. This site was previously part of the TVPOA application. This General Plan Amendment was adopted by the Board in May of 1997. 3. Oakley General and Specific Plans The Oakley General and Specific Plan effort, which was completed in concert with the Redevelopment Agency staff, is intended to revitalize the Oakley Old Town area. The General Plan Amendment and Specific Plan were adopted by the Board in August, 1997. 4. Rodeo General and Specific Plans The Rodeo General and Specific Plan effort, which was completed in concert with the Redevelopment Agency staff, is intended to revitalize the Rodeo Downtown Waterfront area. The General Plan Amendment and Specific Plan were adopted by the Board in August, 1997. VA:dg perfm9S.rpt(4/21/9K) IV-31 ........................... .......................... ....... GENERAL AND SPECIFIC PLANS IN PROCESS This is a list of the main general and specific plans which are presently in various stages of environmental review or development and will be the focus of the sections major efforts in 1998-1999. Project Name/Description: 1. Cowell Ranch GPA This is the third largest development proposal in the County history. The proposed project includes 5,226 single and multiple family housing units, 1 .8 million square feet of commercial and business park space, several elementary schools, a community college site, and approximately 3,000 acres of open space. The project has generated significant regional and local interest. The Draft EIR was completed and distributed for comment. -- the Final EIR was released in March of 1998. 2. Tassajara Valley Property Owners (TVPOA) GPA HPOA GPA is the second largest development proposal ever to be considered by the County. The proposed project includes 5,950 single and multiple family units, 300,000 square feet of commercial/retail space and 2646 acres of parks and open space. The project has generated significant regional and local interest. The Draft EIR was completed and distributed for comment. -- the Final EIR is expected to be released in May of 1998. 3. Stone Valley Oaks GPA The proposed General Plan Amendment would allow the single family residential development on an approximately 1100 acre site located adjacent to East Bay Regional Park District lands in the Alamo area. The Draft EIR was under preparation during this reporting period. -- the Draft EIR was released in January of 1998. VA:dg perfm%.rpz(4121/98) !V-32 4. Bay Point/Pittsburg Bay Area Rapid Transit (BART) Specific Pian BART, the County and Pittsburg have to developed a Specific Plan for the city/county area around the new Bailey Road BART Station. An EIR is being prepared. Planning Commission/Board of Supervisors hearings are expected in late 1998. 5. Oakley General and Specific Plans In concert with Redevelopment Agency staff this Oakley Specific Plan effort is to revitalize the Oakley Old Town area. The Specific Plan was adopted by the Board of Supervisors in July, 1997. 6. Rodeo General and Specific Plan In concert with Redevelopment Agency staff, this Rodeo Specific Plan effort is to revitalize the Rodeo Downtown/Waterfront area. The Specific Plan was adopted by the Board of Supervisors it I August, 1997. 7. Pleasant Hill BART Specific Plan Amendments Amendments to the Pleasant Hill BART Specific Plan has been prepared, and is circulating for public comment. An EIR has been prepared. The Pleasant Hill BART Steering Committee has been the venue for public comment. Planning Commission/Board of Supervisors consideration is expected in the summer of 1998. 8. Other Minor Amendment A range of other small amendments have been authorized and will be processed.--scheduled as possible and appropriate VA:dg perfm%.rpt(4121/98) IV_33 OTHER SIGNIFICANT PROJECTS, STAFFING EFFORTS AND COMMITMENTS I. Participate in the Carquinez Strait subregional planning effort in cooperation with Solano County and the State LandsCommission. This effort covers the northwest shoreline portion of the County in attempts to establish a regional park with related recreational facilities. 2. Participate in a biodiversity planning group with the East Bay Regional Park District,Alameda County, Contra Costa County, East Bay Municipal Utility District, Contra Costa Water District, and the State Department of Fish and Game to share data resources on the development of various species protection programs. This is being done in concert with Water Agency staff. - 3. Liaison with East Bay Municipal Utility District (EBMUD) on their Watershed Lands Master Plan and the East Bay Regional Park District (EBRPD) on their review of the Park District Master Plan. 4. Participate in the Los Vaqueros Watershed Resource Management Plan. Develop in conjunction with other public; agencies, a resource management plan for the larger Los Vaqueros Watershed area. 5. Growth Management Monitoring Initiate and complete a comprehensive update of the 65/35 Land Preservation Standard. The goal of the project would be to update the County's compliance with the Standard and to establish an efficient, ongoing monitoring system. VA:dg perfm98.rpt(4/21/98) IV-34 6. Agricultural Trust In December of 1996, the Board directed that a land trust be established with a $500,000 grant. The Community Development holds a directors position on the Trust Board, which has been established as a non profit corporation. The primary goal of the Trust is to preserve agricultural lands through actions such as purchasing fee title or development rights to properties. 7. 65/35 Land Preservation Standard In-house effort to develop an automated land monitoring process per the mandates of Measure C-1990. The goal of their computer tracking program is to monitor the overall county compliance with the 65/35 Land Preservation Standard which was established through Measure C-1990. 8. General Plan Implement-=I'ion In general,the implementation of the County General Plan has been primarily through individual entitlement projects. The General Plan Elements include numerous Implementation Measures which cannot be implemented on a project level basis. The Department addresses these Implementation Measures through activities such as the participation in the Agricultural Trust. 9. California Environmental Quality Act - Review of other agency CEQA documents. Comments are made as appropriate on the environmental documents submitted to the County by other State, Federal or local agencies. 10. Mandatary Referrals (§ 65402 of the State Government Code) Develop staff report and findings of conformance with the County General Plan for public acquisitions and sales of property. VA:dg perfm98.rpt(4/21'98} IV-35 1 Annual Housing Survey In January of each year, forms are sent to each city asking for information on housing growth by census tract and city, school enrollment and annexations. The data is forwarded to the State Demographic Research Unit and State Appropriations as both the cities and county appropriations are based on the population estimates generated from this annual survey. Some of the technical requirements includes updating the housing estimates in each of the county's census tracts and preparing summary reports for various geographic areas of interest as well. 12. Marsh Creek Agricultural Preservation Area The Board has directed staff to discuss the proposed Marsh Creek Agricultural Preservation Area (similar to the. Briones Agricultural Preservation Agreement), as well as existing policies that protect agriculture, with staff from affected cities and other interested parties. The Board further directed that staff review the effectiveness of these existing policies to protect agriculture, that the cities be requested to not annex lands within the proposed preservation area for one year, and that staff report back to the Board on this matter in the Fall of 1998. 13. Local Parks policies In conjunction with Public Works Special Districts staff, prepare an interim local parks and open space policy on how to implement to General Plan on local parks and trails. 14. Martinez Regional Land Trust Acquisition of Sky Ranch Consistent with implementation measures in the 'Conservation element of the General Plan, support efforts of the Martinez Regional Land Trust to acquire the Sky Ranch property along Franklin Ridge, including successful grant proposal submitted by the County to the State Department of Parks and Recreation for $225,000 towards acquisition costs. VA:dg perfm%.rpt(4121/98) {V-36 SOLID WASTE PROGRAMS Solid Waste - Resource Recovery: 1. Utilizing a $24,75€ State Grant for the Contra Costa Recycling Market Development Zone (RMDZ) completed as a member of a subcommittee of the membership, the process of developing a Strategic Marketing Plan, an Organizational Pian and a Marketing Brochure for the Zone. 2. Utilizing a computerized tracking system for monitoring waste disposal in Contra Costa cities and unincorporated areas. The system produces reports for other counties and for Contra Costa cities that provide the information they need to meet their AB939 State reporting requirements. It also provides the information needed by the county to meet its requirements to report the amount of waste sent to landfills from the unincorporated area. 3. Submitted the second Annual Report to the California Integrated Waste Management Board, as required by AB939, to quantify the amount of waste diversion which occurred in 1995. Based on reports from landfills both in Contra Costa County and in neighboring counties,the Unincorporated Contra Costa County area met and exceeded the State requirement that the amount of waste landfilled be reduced by at least 50% by the year 2000. The reduction is required by AB939. 4. Began implementation of the State approved SRRE program that requires establishment of variable can rates for waste pickup. Variable can rates have been established in the West County Richmond Sanitary Service (RSS) franchise area, in the Central County Solid Waste Authority (CCCSWA) area and in the Crockett/Port Costa/Tormey area. 5. Provided compost training at five different times and locations in the unincorporated county area. Sold discounted home composting bins to interested residents.Workshops for unincorporated County VA:dg per€m98.rpt(4/21/98) #V-37 residents were also provided through the CCCSWA and WCCIWMA. 8. Participated in the planning and implementation of a Bay Area wide publicity campaign, "Shop Smart,,, designed to educate consumers to buy recycled or recyclable products, to buy in bulk to save on unnecessary packaging and to buy reusable products rather than throwaways. The project consisted of developing conservation messages, Public Service announcements,TV and radio ads, comic wrap and newspaper ad and coupons. 7. Participated in the planning for two other Bay Area wide publicity campaigns; (a) reduction of Business Waste in small to medium sized businesses that use large amounts of paper, and (b)reduction of food waste generated by food-related businesses through publicizing edible food donation opportunities. 8. Operated the Recycling Hotline which takes calls from throughout the county and provides information for residents and businesses regarding recycling opportunities. Solid Waste - Collection Franchises: 1. Participated in the administration of the Franchise Agreements entered into by the Central Contra Costa Solid Waste Authority. 2. Received Board of Supervisors approval for Memoranda of Understanding with the Kensington Community Services District and the Ironhouse Sanitary District to allow them to administer their own Franchise Agreements while working with the County to provide for AB939 programs. 3. On-going oversight of Solid waste and recycling Collection Franchise Agreements with Crockett Garbage Company, BFI and Garaventa Enterprises. Initiated a rate review for BFI. V A:dg perfm9$_rpt(4/21/98) IV-38 4. On-going administration of RSS Franchise Agreement, including rate adjustments. Completed a modification of the rate setting methodology in order to review the current rate structure. 5. On-going coordination with the West Contra Costa Integrated Waste Management Authority on various issues related to solid waste/recycling in West County. 6. Initiated development of a Rate Setting Methodology to be used the unincorporated areas, with the exception of the RSS service area which has a previously approved methodology. Solid Waste - Facilities: 1 . Assisted State with the development of the Administrative Draft EIR for the West Contra Costa Sanitary Landfill Hazardous Waste Management Facility Closure/Postclosure Maintenance Plans. The EIR and project are subject to the approval of the State as Lead Agency. 2. The WCCSL Soil Remediation Facility continues operations; currently accepting and treating hydrocarbon contaminated soils for use as landfill cover at the landfill in West County. 3. On-going implementation of a Mitigation Claim Process for eligible residents near the Feller Canyon Landfill as approved by County BOS. 4. On-going Implementation/Mitigation Monitoring Programs for the following facilities (including approval of phased development as well as oversight regarding other requirements in the Land Use Permit): VA:dg perfm98.rpt(4/21/98) N-39 ..«ss�.... ... M ,. ,. a. Acme Fill Waste Recovery and Transfer Station (a.k.a. BFI/Contra Costa Transfer and Recovery Station); b. Keller Canyon Landfill (including a significant amount of progress related to the KCL mitigation claim process); c. West County IRRF (including the Central Processing Facility and Bulk Materials Processing Center); d. WCCSL Soil Remediation Facility; e. Erickson Hazardous Waste Transfer/Treatment Station; and f. Central Contra Costa Sanitary District's Household Hazardous Waste Collection Facility. 5. On-going development of solid waste information for County Programs as well as responding to inquiries from -the Beard of Supervisors and the public. VA:dg perfmWrpt(4121/98) IV-40 CURRENT PLANNING Applications received: Rezonings 6 Major Subdivisions 7 Minor Subdivisions 18 Land Use Permits 92 Development Plans 22 Small Lot Reviews 169 Variances 65 TOTAL 379 Applications Heard & Decided: A�Dro, ved Denied Total Zoning Administrator 227 11 238 CPC 29 3 32 SRVRPC 15 2 17 ECRPC 4 5 9 TOTAL 275 21 296 The following figures represent 46 Land Use matters brought before the 35 meetings held by the Board of Supervisors in 1997. This averages out to approximately 1.3 hearings per Board meeting. Board of Supervisors Meetings (35) Agreements with cities/districts 4 Appeals 16 Ordinances 13 Miscellaneous 3 Police Service 6 Reconsiderations 1 Refineries (Shell, Tosca, Chevron, Unocal) 3 Total Items to Hearing 46 VA:dg perfmWrpt(4121/98) [V-41 Projects Created by direction of the Board of Supervisors. 1. Pre-Board of Supervisor meeting briefings on Land Use hearings. 2. Completed requirements for advertising of tobacco products and alcoholic beverages on billboards near schools (Voluntary Agreements). 3. Administering ordinance prohibiting the commercial sale of firearm and ammunition in residential districts. Issuing annual licenses to those firearm dealers in business prior to the adopting of the ordinance. 4. Public Convenience and Necessity Liquor letters. 5. Elections for forming Police Service District Zones.... 6. Administering urdinance prohibiting sale of "Saturday Night Specials" (junk guns). 7. Responding to litigation on the ordinance requiring land use permits for development projects utilizing hazardous materials and hazardous wastes (Ord. 95-50). 8. Initiated modification to 1997 Tower Communications policy. 9. Completed Right to Farm Ordinance. 10. Review of Nuisance Abatement Ordinance. 11 . Ordinance regulating the sale of tobacco products to minors. 12. Adopt area of benefit consistent with the Reliez Valley Task Force program. VA:dg perfm98.rpt(4/21/98) IV-42 Tasks that were project related but outside of the normal application processing included: 1 . Wendt Ranch litigation. 2. Dougherty Valley Oversight Committee-Organization and Meetings. 3. Mitigation Monitoring for Shell Oil Clean Fuels Project. 4. Mitigation Monitoring for Tosco Oil (Rodeo) Clean Fuels Project. 5. Mitigation Monitoring for Tosca Oil (Avon) Clean Fuels Project 6. Mitigation Monitoring for Country Club at Gale Ranch (Dougherty Valley). 7. Utilization of preapplicaiion review. 8. Formulating modification to fee schedule. Current Planning Non-project Related Tasks: 1. Implemented pre-application review procedures. 2. Continue and expand on inter-departmental meetings with representatives from all department involved with development (Community Development Department, Public Works Department Building Inspection Department, HSD) to improve public service. 3. Established a computer terminal available for public use. 4. Began a systematic purging and scanning of files for efficient and cost effective permanent storage. 5. National Pollutant Discharge Elimination System (NPDES) Program - continuing. VA:dg perfm9&.rpt(4121/98) IV-43 �:;«iiia:xtcuF,:xt xs�oc<+n..«.,,,.....rtx,?,.>r:.:cwx;�:x.:,:�«s.,...,..v,.....v;.,..,.......:.;.:::,::::::,,::.:.;:....,..:::........,..,::::.:.::::::::..:.....................:............................ .,,............ 6. Addressing interpretive issues in the North Gate and Alhambra Valley Specific Plan areas(e.g.,: design review). 7. Convert the Application Tracking program to SierraSystems and transfer all of the data. 8. Presentation to the Assessor's Office on the role and responsibilities of the Department in the land development cycle. Current Planning Has Begun Application Streamlining Process: 1 . Implementation of the P-1 Ordinance for North Richmond which includes streamlined administrative process and local review. 2. Implementation of streamlined process with public for notification for development review on substandard lots. 3. Complete the revisions to the Home Occupation process. 4. Modify Application Acceptance process at the front counter. Projects Still Being Worked on Requiring Substantial Time Investment in 1997 and Continuing into 1998: 1. Discovery Bay West 2. Processing projects using hazardous materials and hazardous wastes (Ordinance 96-50). 3. Condition of Approval tracking in Dougherty Valley. 4. TVPOA Entitlements. 5. Cowell Ranch Entitlements. 6. Lucy Lane Subdivision. 7. Stone Valley Oaks Entitlements. VA:dg perfm98.rpt(4/21/98) 1V-44 8. Permit Streamlining efforts. 9. Annual reports on Refinery Clean Fuels projects. 10. Hazardous Materials Ordinance (96-50 alternatives). 11. Alamo Springs project. 12. Windemere Phase 1 project review. 13. Sand Hill Ranch 14. Responding to subdivision approvals extended by operation of State law. 15. Clayton Ranch subdivision. 16. White Gate Homestead Minor Subdivision. 17. Comprehensive Land Use Plan for Buchanan and Byron airports. REDEVELOPMENT AGENCY/HOUSING/CDBG PROGRAMS: Redevelopment • Developed and adopted an amended and restated Implementation Plan pursuant to California Redevelopment Law. Plan provides for specific set of programs to address blight in redevelopment areas for the next five years. Under the direction of the Bay Point Project Area Committee, the Redevelopment Agency facilitated development of the North Broadway Revitalization Strategy. A final draft is being completed. Completed preliminary engineering study for infrastructure improvements in the North Broadway area in Bay Point. Implementation of program being initiated in FY 1997198. VA:ag perfmWrpt(4121/98) IV-45 • Completed drainage improvements in the Bailey Road/Noilh Broadway Area in Bay Point. • Completed landscaping improvements at the Port Chicago Highway/Willow Pass Road intersection in Bay Point. • Completed improvements to the rail crossing at the entrance to the McAvoy/Harris Yacht Harbor area in Bay Point. • Continued development of Bay Point/Pittsburg/BART joint planning process for future transit-based development program in the area of new Bay Point BART Station. • Continued to implement First-Time Home buyer Program utilizing Agency, County HOME Program funds and a FHA loan insurance program to assist low-moderate income home buyers in the purchase and rehabilitation of existing homes in the Bay Point and North Richmond areas. • Completed the realignment of Brookside Drive in North Richmond, and initiated related negotiations with developer of adjacent light industrial properties. • Assisted in the predevelopment activities for the commercial/retail component of the North Richmond Senior Housing Project. • Assisted in the predevelopment activities and successful federal funding application for the North Richmond Senior Housing Project. • Assisted in the predevelopment activities and successful federal funding application for the North Richmond Center for Health. • Secured land use approvals and construction loan for a single family affordable housing subdivision in North Richmond. VA:dg perfm98.rpt{4!21/98} IV-46 ............................................. ............................................... ...................................................... • Continued to enter into First Source Hire Agreements with businesses in North Richmond to provide employment opportunities for area residents. • Continued provided assistance to Rubicon, Inc., a local non-profit organization, to provide employment and educational training to North Richmond residents. • Completed Market and Chesley railroad crossing improvements. • Completed design guidelines for the North Richmond area. • Initiated a light industrial business incubator feasibility study for North Richmond. • The Rodeo Downtown/Waterfront Specific Plan was adopted. • Continued implementation of Commercial Facade Rehabilitation Program in Rodeo and Bay Point. • Initiated site acquisition procedures for a senior housing project and continued to facilitate predevelopment work, including site planning and financing, in partnership with Ecumenical Association for Housing and a community group in the Rodeo area. • Completed a frontage improvement program for California Street (Hillcrest School) in the Rodeo area. Agency funding leveraged CDBG funds. • Assisted Ecumenical Association for Housing (EAH) in the predevelopment activities, including land use approvals and financing, for a project in Oakley. Land use approvals for Silver Oaks Apartments(low income disabled population)were secured. • Completed development of the Oakley Golden Oak Manor project (affordable senior housing). VA:dg perfm98.rpt(4/21/98) IV-47 ........... —'I',,"',"",,........ ........................................................ • Completed master plan preparation for proposed library, recreational and trail staging area site in Oakley. • Completed a sidewalk program for a lower-income section of the Oakley community. • Completed and assisted in the adoption of the Oakley Old Town Specific Plan. • Completed an economic opportunities analysis for Oakley Light Industrial Area, and initiated development of marketing program and an infrastructure upgrade program. • Handled negotiations on matters related to Pleasant Hill BART development proposals. • Completed traffic studies relative to major revisions to the Pleasant Hill BART Specific Plan, and completed a draft EIR on Pleasant Hill BART Specific Plan amendments. • Continued evolution of a dual track plan of finance for affordable housing in Area 4, Pleasant Hill BART. • Assisted BART and its master developer for its joint development site at Pleasant Hill BART in evolving a financially feasible and politically acceptable development proposal. • Conducted an ongoing community design program for Del Hombre respite area at Pleasant Hill BART. Housing • Continued implementation of the County's Affordable Housing Program, including the allocation of $2.3 million in FY 1997/98 HOME Investment Partnership Act funds, and $2 million in Community Development Block Grant funds for programs and projects to maintain and increase affordable housing opportunities for an estimated 330 households, provide fair housing counseling VA:dg per€m%.rpt(4/21/98) IV-48 and related services to an estimated 200 households, and rehabilitate a homeless shelter facility serving over 354 extremely-low income adults annually. * Worked with Rubicon Programs to finance and develop the Church Lane Apartments to provide 22 units of newly constructed affordable rental housing for very-low income households in Ban Pablo/West County, including large families, single-parent households, and the disabled. Project completed and fully occupied by March 1997. • Completed development of a new emergency and transitional housing shelter for battered women and their families in Central County. Project includes 24 emergency beds and 6 transitional housing units (developed by Battered Women's Alternatives with County CDBG and HOME funds). • Completed construction of 50 units of multifamily rental housing for very-low income seniors in Oakley/East County (Golden Oak Manor developed by Ecumenical Association for Housing with County CDBG and HOME funds; completed in February 1997). • Worked with the City of Walnut Creek and Affordable Housing Associates to finance the acquisition and rehabilitation of 28 units of multifamily rental housing affordable to lower-income households in Walnut Creek/Central County. Project completed and fully occupied by December 1996. • Using CDBG and HOME funds, provided financing for five housing rehabilitation loan programs resulting in the rehabilitation of 67 rental units occupied by very-low and low-income households, and 77 housing units occupied by very-low and low- income homeowner households. • Provided financing for and worked with three area nonprofits to alleviate problems of housing discrimination in the County, including the provision of fair housing counseling to 71 households and legal services to 40 households. Continued the VA:ag perfm98.rpt(4121,,"98) #V-49 County's multi-year testing program to identify problems of housing discrimination and educate residents and property owners with respect to fair housing rights and responsibilities. • Worked with the City of Brentwood and Rural California Housing Corporation to finance and develop 40 units of newly constructed multifamily rental housing affordable to and occupied by very-low income seniors in Brentwood and East County(Sycamore Place). (Completion date July 1997.) • Worked with Lao Family Community Development and Oakley Community Housing, Inc. To develop 32 units of newly constructed multifamily rental housing affordable to lower-income households. Rumrill Gardens Project completed and expected to be fully occupied by July 1997. • Continued work with Satellite Senior Homes and Pittsburg Preschool Cuord'inating Council to develop Columbia Park Manor to provide 78 units of newly constructed multifamily rental housing affordable to and occupied by very-low income seniors in Pittsburg and East County. Anticipated completion date 1998. • Continued work with Eden Housing and CHDC of North Richmond to finance and develop 51 units of newly constructed multifamily rental housing affordable to and occupied by very-low income seniors in North Richmond/West County. Anticipated completion date August 1998. • Continued work with CHDC of North Richmond and Oakland Community Housing, Inc. to obtain financing and develop 87 single family homes in North Richmond, including 36 to be affordable to low-income first-time Home buyer households. • Banked approximately 50 Mortgage Credit Certificates for low and moderate income first time home buyers in projects being developed in North Richmond, Bay Point and Antioch. VA:dg perfm98.rpt(4/21/98) 3V-s0 ....................................... ......................................... ............................................. .......................... • Continued to support a statewide organization of Mortgage Credit Certificate issuers. Held legislative briefings to initiate legislative relief for continued local MCC Programs. • Continued work with Christian Church Homes of Northern California to finance and develop 40 units of newly constructed multifamily rental housing affordable to and occupied by very-low income seniors in Crockett and West County. • Continued work with Rubicon Programs and the City of El Cerrito to rehabilitate and finance the Idaho Single Room Occupancy Apartments to provide 29 units of affordable housing for extremely low-income individuals, including persons with HIV/AIDS in El Cerrito/West County. • Continued work with BRIDGE Housing Corporation to finance and develop 86 units of newly constructed multifamily rental housing affordable to extremely-low and low-income households near Pleasant Hill BART in Central County. • Worked with the City of Antioch, a private developer and Resources for Community Development to acquire and rehabilitate 32 units of multifamily rental housing affordable to lower-income households in Antioch/East County. Property has been acquired and rehabilitation is expected to be completed by December 1998. • Worked with Resources for Community Development to finance and develop 12 units of newly constructed multifamily rental units affordable to very-low income disabled households. Anticipated completion: December 1998. • Worked with the City of Concord and Resources for Community Development to acquire and rehabilitate 48 units of multifamily rental housing affordable to very-low and low-income households in Concord/Central County. Anticipated completion: July 1998. VA:dg perfm98,rpt(4/21/98) IV-51 • Prepared the Annual Performance Report for the County's housing programs for review and approval by the U.S. Department of Housing and Urban Development. • Prepared a successful ESG application permitting the County to receive $104,000 for use in homeless shelter operations, supportive services and homeless prevention activities. • In cooperation with the City of Oakland, administered the County's Housing Opportunities for People with HIWAIDS (HOPWA) Program, including the allocation of $330,000 in HOPWA funds for eligible housing activities. • Completed a sale of mortgage assets from a prior single family mortgage bond program in order to generate current income for affordable housing finance purposes. Over$800,040 generated. • Initiated a refunding of 1992 single family bonds in order to realize capacity to originate new mortgages. Approximately $13 million of new mortgage money expected to be generated. • Budgeted nearly $5 million of Redevelopment funds for 14 affordable programs/projects. • Continued to support a statewide organization of Mortgage Credit Certificate issuers. Held legislative briefings to initiate legislative relief for continued local MCC programs. • Banked approximately 50 Mortgage Credit Certificates for low and moderate income first time home buyers in projects being developed in North Richmond, Bay Point, and Antioch. Community Development Block Grant (CDBG) • Conducted a competitive application process for the allocation of an estimated $3.9 million in CDBG funds resulting in the approval VA:dg perfm98.rpt(4/21/98) IV-52 of 74 projects, including affordable housing, public service, economic development, and public facility/infrastructure projects. • Successfully transitioned to U.S. Department of Housing and Urban Development computerized reporting and disbursement system, known as the Integrated Disbursement and Information System (IDIS). Each staff member has received training in the IDIS software. All project reports and draw down of federal funds are occurring through IDIS. • Received a positive evaluation from the U.S. Department of Housing and Urban Development (HUD) on the County's 1996 Consolidated Annual Performance and Evaluation Report (CAPER). The evaluation is done to assess the management of funds made available under the CDBG and other HUD- administered programs. Economic Development • Continued to provide financial assistance to the Contra Costa Economic Partnership. Participated in the Partnership's establishment of the Contra Costa Software Incubator. Initiated development of a commercial site inventory database to enhance economic development marketing efforts. • Budgeted over$f million of Redevelopment Agency funds for 19 economic development initiatives. • Initiated preparation of a marketing program for the County's unincorporated communities, and its redevelopment areas. • Continued development of lending policies for an Economic Development Assistance fund. Completed acquisition of strategic commercial sites in the Bay Point community. VA:dg perfm98.rpt(4i2tl98) N-53 . ......... • On-going implementation of a business retention program in unincorporated County. A total of 442 businesses were surveyed, with on-site visits with 44 of them. • Maintained active presence with Bay Area Economic Forum. • Participated in establishment of East County Economic Forum, and the preparation of the East County Marketing=Program. • Continued to work with the Economic Development,Committee to develop recommendations regarding the use of Community Development Block Grant (CDBG) funds for economic development. • The CDBG program provided grants to four training and placement programs that were successfully implemented, including a program that assisted homeless persons. These programs resulted in the training and placement of 115 people in full and part time employment • Two programs were funded by CDBG to provide technical assistance for the establishment, maintenance, and expansion to micro-enterprises and small businesses. A total of 25 businesses were provided with technical assistance. Ten successfully achieved their objectives,which resulted in the creation of 11 new jobs and five business loans. • Provided technical and facilitation assistance to the El Sobrante Chamber of Commerce in efforts to revitalize the San Pablo Dam Road commercial corridor. • Maintained active Board memberships with the Private Industry Council and the Small Business Development Center. • Provided technical and facilitation assistance to the EI Sobrante Chamber of Commerce in efforts to revitalize the San Pablo Dam Road commercial corridor. VA:dg perfm98.rpt(4/21/98) IV-54 Other • Continued to administer the Keller Canyon Assistance Trust Funds. • Continued to administer the County's Park Dedication program. • Completed the construction of the Pacheco Community Center, and witnessed its grand opening. TRANSPORTATION PLANNING Transportation Policies 1. Completed the environmental documentation for evaluating the consistency of the general plan amendments for the Pleasant Hill BART redevelopment project area, Cowell Ranch and Tassajara Valley with the circulation element of the County General Plan. 2. Participated in preparation of the Draft Pittsburg/Bay Point Specific Plan and the draft revisions to the Pleasant Hill BART Speck Plan that support intensification of development in these redevelopment project areas. 3. Participated in preparation of the Contra Costa Transportation Authority (OCTA) Work Program for the 1999 update of the Countywide Comprehensive Transportation Plan which will consider County General Plan policies for 1) the East County Corridor, 2) measures to maximize freeway operating capacity, 3) goods movement,and 4)strategies to promote bicycle/pedestrian transportation. 4. Participated in the West Contra Costa Transportation Advisory Committee-sponsored (WCCTAC) Action Plan Update for San Pablo Dam Road/Camino Pablo which will provide information for improving consistency between the land use and circulation elements of the County General Plan in the El Sobrante Valley. Vkdg perfm98.rp2(4/21/98) IV-55 5. Secured expansion of the proposed upgrades to State Route 4, consistent with the County General Plan, in the Draft 1998 Update of the Regional Transportation Plan prepared by the Metropolitan Transportation Commission (MTC). 6. Supported CCTA efforts to adopt a policy on development in the vicinity of BART stations. 7. Participated in the CCTA/East County Fee Authority's Major Investment Study for State Route 4 East, which is exploring options to upgrade freeway and rail transit capacity in this corridor consistent with the County General Plan. 8. Participated in the CCTA's 1-680 Corridor Ramp Metering Study, consistent with the 'implementation measures in the circulation element of the County General Plan. 9. Facilitated initiation of project development work by Alameda County on safety upgrades to Vasco Road south of the Contra Costa county line. 10. Assisted Public Works Department and the Redevelopment Agency in initiating preparation of the Iron Horse Corridor Management Program to ensure consistency between the corridor uses and the County General Plan. 11. Assisted the Social Service Department in preparing the CalWORKs Plan which will include establishment of a mobility support system for individuals moving from welfare to work. Transportation Funding 1. Participated in adoption of countywide priorities by the CCTA for the 1998 State Transportation Improvement Program which supports implementation of the circulation element of the County General Plan. VA:ag perfm98.rpt(4/21/98) IV-56 ...................................... .........................................- ........................................... 2. Adopted the subregional transportation mitigation fee for the WCCTAC area which supports implementation of the circulation element of the General Plan. 3. Conceptually approved subregional transportation mitigation fees for the Tri Valley and the Lamorinda areas which supports implementation of the circulation element of the County General Plan. 4. Obtained funds from CCTA and MTC for the Social Service Department's CalWORKs Transportation Planning Project. 5. Assisted the County Administrator's Office in developing a funding strategy to continue the operation of AC Transit's Route 376 and to seek grant funds for welfare-to-work transportation services. 6. Amended the County's Transportation Demand Management ordinance to reduce implementation costs while maintaining eligibility for Measure C-1988 Return-to-Source revenues. 7. Participated in updating the CCTA's 1997 Congestion Management Program which eliminated the requirement for a Transportation Demand Management ordinance as a condition of local jurisdictions for receiving Proposition 111 gas tax revenues. Growth Management 1. In 1998, the CCTA found Contra Costa County in compliance with their Growth Management Program which includes compliance with performance standards for seven urban services. 2. Amended the sheriff facility growth management standard of the County General Plan in response to comments form the CCTA. 3. Received Air District funds to purchase five additional vanpools for the County Employee Trip Reduction Program. VA:dg perfm98.rpt(4/21/98) IV-57 4. Renewed the contract for the Contra Costa Centre Trip Reduction Program in the Pleasant Hill BART Redevelopment Project Area and obtained grant funds for transit subsidies for employees at Contra Costa Centre and Shadelands. 5. Applied for grant funds to implement various trip reduction projects. WATER AGENCY In addition to full support for the Board's Water Committee, the Board's East Bay Regional Park Liaison Committee, and the Fish and Wildlife Committee, Water Agency staff has primary responsibility for staff liaison to the Delta Protection Commission. Interaction: with a great number of other agencies also occurs. Some of the larger projects are as follows: Ship Channel Dredging The County is local sponsor, working with the Army Corps of Engineers on deepening of portions of the Baldwin Ship Channel Marine Pipeline Link between the Richmond area and Avon, in east County. During the fiscal year, several milestones occurred. The most important of which dealt with expanding the project alternatives to include use of a pipeline as an alternative to dredging, in the process of being purchased by Wickland Oil. Also occurring were many other details related to salinity testing, sediment chemical analysis and other logistical :issues which needed to be worked out prior to environmental review on this project. In addition to financial issues (oil co payment plans for berth sampling and other scientific studies, as well as regular meetings to determine a method of payment for the local sponsor's share of the project itself, congressional budgetary items), the selection of a consultant for environmental review, and final design components of the project. An Environmental Impact Statement (EIS)/EIR is currently being compiled for this project, a draft of which will be available to the public in mid 1997. The project has gained much momentum as well as recognition VA:dg perfm98.rpt(4i2l/98) IV-58 from Congress; this project now has a realistic schedule, with construction slated in 1998 and completion by the year 2000. Assumption of Local Sponsorship from Part of Stockton for Ship Channel, East County Area At the request of industry located in east County, the County has been working with the Corps of Engineers on revision of the 1982 Project Cooperation Agreement between the Port of Stockton and the Corps, to allow the County to become local sponsor for maintenance of the Suisun Bay Channel and New York Slough areas of east County. Draft contracts have been provided to the Corps, and we are now working with industry on the most appropriate method of obtaining funding from them over time, for any costs associated with maintenance of the channel (comprised primarily of provision of an upland disposal site). Southampton Shoal and Extension Due to safety concerns, as well as industry need, this project proposes to deepen the existing channel from 45 feet to 50 feet. This will significantly reduce in-bay ship-to-ship crude oil transfers, allowing tankers to proceed further up the channel to off-loading facilities. Congress has appropriated funding for a feasibility study. Suisun Channel/New York Slough Channel Maintenance project Worked with industry and the U.S. Army Corps of Engineers to facilitate a change in local sponsorship for the project, to finalize a Financial and Indemnity Agreement (to identify non-County funding mechanism and protect County's legal interests), and to identify dredge disposal sites. Funding and implementation of this needed dredging, which requires completion of the above tasks, is expected to occur in 1998. East Bay Municipal Utility District The last fiscal year has been very busy relative to EBMUD activities. Staff involvement continues with EBMUD on current and future water supply issues and rate discussions. VA:dg perfm48.rpt(4/2U98) IV-59 Delta Environmental Science Center The contemplation and preliminary planning on an interpretive science center in east County (Big Break area) has expanded into regular meetings of core agencies,consisting of lronhouse Sanitary District,the County, East County School Districts, and the EBRPD to name a few. A non-profit Board of Directors has been created to oversee design concepts, funding, and continuing development of the Canter. East County Master Plan Effort County concern relative to the lack of infrastructure in east County as it relates to water supply has culminated in a joint project of 11 agencies located in the east County area. A partnership agreement to be signed by all agencies this spring will enable a third phase study implementation and continued communication dealing with water supply, infrastructure, legal and institutional issues will be addressed. This is truly significant in that this is the first time all agencies have sat at the same table, and now have agreed upon the need for and are moving forward with methods of implementation. The Manager group meets monthly, and various subcommittees meet bi-weekly. Reclaimed Water Staff facilitation to encourage maximized use of reclaimed water by various agencies. VA:dg perfm98.rpt{4;21!98} IV-60 Biodiversity A two-county effort, sponsored by six agencies (EBMUD, Contra Costa Water District, Alameda County, the County, Department of Fish and Game, and EBRPD), to explore the "ecosystem approach" to species preservation rather than wasting until species become threatened or endangered. Two pilot projects are underway, one in the Caidecott Corridor area and an East County effort. Both studies are moving forward with an expanded consensus process including all stakeholders and interested parties. San Luis Drain Staff interaction with County Counsel relative to legal intervention on long drain (extension of drain) issues as well as use of the short (existing) drain and appurtenant agreements requires much staff time. Included is required attendance at a variety of agency meetings dealing with these issues which the County has opposed. Preservation Wetlands(Mitigation Banking,Enhancement Programs) Programs are, at this time, on hold, due to lack of funding, and staffing. CALFED Bay-Delta Program and other Delta Issues Participated heavily in the CALFED Bay-Delta Program process, a program to restore the ecosystem, stabilize levies, improve water quality and supply which may involve construction of a type of peripheral canal. Staff work included attending meetings of various advisory committees, reviewing draft environmental documents, and preparing of comments on issues of concern to the County. Staff also devoted significant resources to reviewing, monitoring, and commenting on the activities of the Central Valley Regional Water Quality Control Board, the State Water Resources Control Board, the Bureau of Reclamation, the State Department of Water Resources, the Delta Protection Commission, and other organizations involved with the Delta. VA:dg perfmWrpt(4/21194) (V-61 S'P'ECIAL PROJECTS 1 . Demographic Inquires: Demographics, census research, growth projections, LIS Data Management; provided information in response to inquiries for demographic data from the public or other departments and agencies 2. Child-care ordinance management, liaison with cities and adjacent counties re land-use, respond to public re land-use, incorporation. Review child care mitigations which are part of condition of approval for land development projects and work with developers to carry through child care-related mitigations. 3. Land Information System Maintenance - Ongoing effort of staff. PUBLIC WORKS DEPARTMENT AIRPORTS Lease and Property 1. Reduced outstanding rent arrearages at the Airport from approximately $40,000 to approximately $5,000. 2. Completed County's formal consent to the tenant's sale and assignment of the Sheraton Hotel within the tenant's stringent time frame. 3. Completed the purchase and installation of a modular Administration Building for Byron Airport. 4. Completed an advance refunding of the Airport's lease and lease- back financing. VA:dg perfmWrpt(4/21/98) IV-62 Noise and Environmental I. Initiated process of calling each noise complainant to gain more information and to help provide more information to the community with regard to noise management procedures at Contra Costa County Airports. 2. Put two noise monitors back into service to help monitor aircraft noise in the community adjacent to Buchanan Field Airport. Updated the Noise Monitor Computer System to improve reliability. 3. Became more responsive to community concerns by increasing the use of our portable noise monitor. 4. Established a goal of responding to all noise complainants via telephone within three working days of call to help investigate the complaint more thoroughly. 5. Established a goal of responding to all noise complainants via written response within ten days of receipt of complaint. 6. Provided tours of Contra Costa County Airports for over 500 persons from various school and community groups to better inform the public about the Airport system, 7. Became a member of a Storm Water Croup that is working closely with the State of California to help prevent any non-storm water from entering U.S. Waterways. 8. Initiated the process for the updating of the Land Use Plans for both Buchanan and Byron Airports. Operations 1. Hosted the annual Father's Day {open House and Air Show. A crowd of approximately 12,000 came out to enjoy a day at Buchanan Field and learn what the airport had to offer to the community. VA:dg perfmWrpt(4/21198) IV-63 +?.x+:,m+. +g'+%/xrf••.:.n+ay;;:;.toactat+t+' .xww ..;.:+,.[.:.::: ...... ...::....... ....... ......... ......... .....:. .y,...,. .... 2. Completed several improvements at the Byron Airport, including the Access Road, Fencing and Gate System, Fuel System, and Terminal Building. 3. Repainted 100% of all the critical operational surfaces. 4. Brought the Airport's aircraft firefighting equipment into operational compliance by placing the units on a periodic inspection program. 5. Supported and coordinated all airport operational requirements for a successful 1997 Maintenance Supervisors Conference at the Sheraton Hotel. A large part of the Airport pavement was used for equipment exhibit space. 6. Developed and implemented aircraft movement and,non-movement areas at Buchanan Field Airport. Administration (Office Management) 1. Closed out three FAA projects two of which were over the grant. Procured additional funding from the FAA to cover the overages. 2. Developed a detailed line item budget (expenses and revenues) for both Buchanan and Byron Airports. New line item revenue budget broken down from seven County categories to sixteen airport categories, and line item expense budget broken down from forty- four County categories to 146 airport categories. 3. Developed and maintained a revenue spreadsheet which is used by the Internal Audit Division in their annual audit thus reducing the amount of time required by them when doing annual audit. Since they charge us for the time spent on the audit, this will reduce the expense to the Airport. 4. Developed and implemented a method to determine when interest charges should be calculated on thirty-two leases and license agreements. VA:dg perfm9&rpt(4121198) IV-64 ................................................ ..................................-......... ...................................... ............................. 5. Developed and maintained a lease information sheet on forty-two Buchanan leases and license agreements and four Byron leases and license agreements. 6. Worked with environmentalist to determine the future mitigation needs for the Byron Airport and determined what additional funding would be necessary. 7. Worked with Department of Information and Technology and Telecommunications to implement a system to network the computers in the office. 8. Published and sent out 800 monthly "Tailwind" newsletters to the surrounding businesses, communities, and pilots. 9. Sent out eighty-six monthly Aviation Advisory Committee packets to Board of Supervisors, local communities, and leaders. COMPUTER SERVICES 1. The recently automated County base map has been maintained current within 30 days of receipt of new Final Maps, while at the same time reducing the cost of maintaining the mapping system. We are continuing to increase our efforts at marketing the data and getting remaining growth cities, like Brentwood, into the cooperative agreement for mapping services. 2. We developed a land development program cost accounting system that facilitates the establishment of actual costs for various development activities which has enabled us to more accurately determine our service costs, and increase revenues for services related to developments that require an extraordinary amount of staff time. 3. We completed the training and purchase of hardware and software for implementation of a Geographical Information System (GIS). We went on to negotiate a contract with an outside consultant for technical assistance in implementation of the GIS. One of the first applications of this system will be computerizing the FEMA data regarding storm water inundation. VA:dg perfmWrpt(4/21/98) IV-65 ........... .................. 4. Automated the file back for our computer system, saving two person hours per day. 5. We completed implementation of department-wide E-mail, as well as access to the County's E-mail system. ENGINEERING SERVICES 1. We continued to hold quarterly meetings with both private engineers and developers to improve communications and to identify areas that need improvement. 2. As a result of the quarterly meetings, we have completed the County's "Standard Conditions of Approval" for Land Use Permit and Development Permit applications. These standard conditions will provide: better coordination between the developer and the Department and reduce the time spent to review the applications. 3. Another result of the quarterly meeting is in the area of improvement plan checking. We are now providing developers' engineers copies of our checklist. The engineers can now pre-check their plans to make sure that items on the checklist are being addressed adequately on the plans and in the accompanying documentation. The intent is to reduce the amount of time and expenses we need to spend on plan checking. 4. Another result of the quarterly meeting is the batching of annexation requests to LAFCO. In the past, requests to annex into a lighting or landscaping district were processed individually with each applicant paying a processing fee. Now, we combine requests from several developers into one request. In this way, processing costs and fees are reduced. 5. Working with Building Inspection and Community Development Departments, we are developing the management information systems to switch to a time and material basis for land development related work. VA:dg perfmWrpr(4(21/98) IV-66 ..................................................... ............................................. ................................................... .................... 6. We have automated our encroachment permit process which results in many permits being issued at the counter, saving time and expenses for the applicants. The automated system is developed to be easily adoptable to Internet use in the future. 7. We completed the Rodeo trail project using Federal Transportation Enhancement Activity funds. 8. To comply with Proposition 218, four of the County's landscaping and park districts went to the voters for continuation of the assessment. We were successful in securing voter approval on all four districts. Engineering Services Goals: 1. In response to the development community: a. To develop Standard Conditions of Approval for Residential Developments; b. Continue to work with Community Development Department and the Redevelopment Agency to develop standard conditions for the proposed planned development district(P-1) zoning in Oakley and Bay Point. C. Partnering with Building Inspection and Community Development Departments, to complete the accounting system necessary to change from fee for service to actual time and materials form of billing. d. To continue to work with the development communities to streamline the processes to implement Proposition 218. 2. In response to citizens' concerns about the conditions of utility trenches, to work with the utility companies to develop a standard for utility trench cut repair and to gather information to study the feasibility of implementing a trench cut mitigation fee. VA:dg perfm98.rpt(4/21/98) IV-67 ............................... 3. As part of the growth management requirements, to update the "Parks Master Plan" to guide the development of community and neighborhood park facilities. 4. In response to the deregulation of electricity, to conduct a feasibility analysis of the County's Lighting District purchasing the street lights from PG & E. 5. In response to the requests from the park districts advisory committees, to monitor the private landscape maintenance contracts in Rodeo and Clyde and to study the feasibility of more private landscape maintenance contracts. Design /Construction: 1. The Capital Design and Construction function has the primary mission of implementing projects that the communities and the department have collectively decided are needed. These projects are essentially safety improvements in nature. Some are projects implemented in partnership with the Redevelopment Agency to enhance the communities. The Design and Construction divisions completed construction of 29 road and flood control related projects in 1997. These 29 projects represent 4 million dollars in improvements. 2. Last year our environmental section lost several key personnel. Even with the limited resources, the section was able to review all environmental documents, and to apply for and obtained over 30 permits from State and Federal Agencies. Design and Construction Goals: 1 . The Division's primary goal is to deliver, on time and within budget, projects that serve the needs of the community. 2. Start construction of the Cummings Skyway Extension project. This 7 million-dollar project will remove truck traffic from downtown Rodeo and will remove Interstate 80 bypass traffic from the community of Crockett. VA:dg perfm98.rp[(4/22/98) IV-68 -........................................................ .................................................. ......................................................-....... 3. In addition to preparing environmental impact analysis and obtaining State and Federal permits for the County's projects, the Environmental Section will conduct training for in house staff on changes in both Federal and State environmental laws and regulations and on how to conduct an adequate environmental review. 4. The Environmental Section will work with State and Federal Resources Agencies to develop the protocol for early consultation of projects as a means to streamline the processes and to incorporate State and Federal requirements early in the planning and design phases of the projects. 5. The Survey Section will work with our Computer Services Division to study the feasibility of using our Base Mapping information as the basis for subdivision maps. If it is feasible, it will greatly reduce the cost of preparing, checking and recording subdivision maps. Construction Division's other mission is to inspect developer constructed public improvements. Tht; goals of this function are: 1. Working in partnership with the Grading Division of the Building Inspection Department and the Flood Control Engineering Division to improve the inspection and implement of the requirements of the Federal Clean Water Program. 2. Continuing to work with General Services Department to provide Gross training to our inspectors and the landscaping personnel in General Services Department. 3. Working with our Maintenance Division and Engineering Services Division and the development community to identify good design concepts and design concepts that need improvement as a means of improving facilities designed by private consultants. FLOOD CONTROL In preparation for the predicted El Nino events for the coming winter the Flood Control District identified two channels,Wildcat Creek and Grayson Creek, which had large amounts of silt buildup that compromised the capacity of the channel. The District successfully negotiated with the permitting agencies to allow the work to be completed prior to the winter VA:dg perfm98.rpt(4121/98) IV-69 .............................................. . ......... ......... ......... .._.._... ....... ......... ......... ......... ......... ......... ......... ...._.... _.. .__.. _ _... ......... .......... ........ ......... ......... ......... ......... _ .. _...... ......... ......... ................... rains. As a result of this work, both channels were able to contain the peak events during the winter storms and no flooding resulted. The Flood Control District successfully completed the Drainage Area 57 phase I detention basin including the outfall structure. This work was done as a partnership with a developer who was conditioned to construct the basin and the Flood Control District completed the outfall. In addition to the improvements the bottom of the basin was developed as a wetland mitigation area. The advanced planning section has completed two major watershed studies in the Grayson Creek and Marsh Creek watersheds. With this completed study, the Flood Control District will be better prepared to analyze impacts of development within the watershed on the capacity of the major watercourse and its ability to convey the 100 year storm events. The Flood Control District, with the assistance from the Design Division, finalized the design of the San Ramon Creek Livorna to Chaney Road improvement project. This project, when completed, will remove approximately 150 parcels from the FEMA 100 year flood plain in the Alamo area. It is anticipated that the project will be built and completed in 1998. The Flood Control District cooperated in the Wildcat Creek Design Team to address the issue of migratory fish passage in Wildcat Creek. The District, as a co-grantee with a non-profit environmental organization, obtained a $95,000 State Department of Water Resources urban Creeks Restoration Program Grant.That grant contained $15,000 for District staff time and $65,000 for contribution to a project that will promote fish passage in Wildcat Creek. The District is also cooperating in promoting a US Army Corps of Engineers project to reconfigure the fish ladder and fish passage channel in Wildcat Creek. The estimated total project cost for that project is approximately $1.5 million. The current planning section has processed 230 submittals over the past year ranging from planning proposals and environmental documentation, to construction drawings and drainage permits for individual home owners. Applications this year consisted of 71 from unincorporated areas and 159 within City jurisdictions. The goal is to assure that projects are engineered responsibly with minimal impact to the surrounding neighbors and the environment with primary emphasis on achieving adequate storm protection. Major development projects this year included Dougherty Valley with the initial phase of Gale Ranch, Stonecastle'Estates, Wendt VA:dg perfm%.rpt(4/21/48) !V-70 Ranch, Tassajara Meadows, Cowell Ranch, Tassajara Valley Property Owners Association, and significant activity in East County. The Flood Control District successfully administered the collection and distribution of 8.4 million dollars in storm water utility assessments for 16 cities and the County, in support of the Contra Costa Clean Water Program, at an administrative cost of approximately $1 .23 per parcel for 249,760 parcels The Division co-sponsored a workshop with the State (San Francisco Regional Water Quality Control Board) on erosion control methods for building contractors, developers, and municipal inspectors. The 90 attendees learned how to reduce sediment and other stormwater runoff at construction sites. The Division working with the State (San Francisco Regional Water Quality Control Board) and Building Inspection department was able to bring a number of major construction projects, Gale Ranch and Wiedemann, into compliance with State Storm Water regulations. In addition, 120 commercial and industrial businesses were formally inspected and advised on how to stop or reduce storm water contamination. In the course of these inspections, approximately 95 education brochures were given to existing businesses and 1200 brochures to members of the construction and development community The Division's Clean Water Program developed educational brochures for painters and distributed them to 10 major paint stores and over 200 painters,funded teachertraining workshops,helped volunteers place over 1000 fish stencil "No Dumping" messages on sidewalks throughout the County, and publicized proper disposal of oil, paint, and other household contaminants. All education activities gave ordinary citizens a reason and an activity that resulted in less water pollution. MAINTENANCE DIVISION 1. We completed 91% of the activities listed in the fiscal year 96/97 program budget. Under expenditures were principally in ditch and catch basin cleaning. These under expenditures reflect the redirection of resources to cleanup and recovery from the storms of 1997. The division responded to 1000 citizen complaints during the year. VA:dg IV-71 perfm98.rpt(4/21;98) 11. Overall, the condition of the road system remains good. However, severe weather in 1997,as well as 1995 and 1993, has accelerated the deterioration of our pavements. We will have to emphasize pavement repairs and ditch and catch basin cleaning next fiscal year. Ill. Although we have a stable workforce, long term disability absences have affected the productivity of some maintenance activities. Maintenance managers met periodically throughout the year to review and assist in the development of a computerized maintenance management system. In addition, the employees and managers are always looking for ways to improve the efficiencies of our operations. IV. In fiscal year 1996/97, the Department made an investment of approximately $4,283,000 in pavement maintenance, surface treatment and reconstruction with a breakdown as:follows: Surface treatments $ 603,000 Pavement maintenance 3,476,000 Reconstruction 204,000 $4,283,000 This investment helped stabilize the overall road condition and the acceptance of new roads, especially in the Oakley area, resulted in a road system pavement condition index (PDI) of 75. The PCI is based on the Metropolitan Transportation Commissions' Pavement Management System in which a rating of 70 to 100 is considered good to excellent. The value of deferred maintenance projected over the next five years was estimated to be $25 million at the end of fiscal year 1996/97 in 1997 dollars (assuming inflation at 3% per year.) REAL. PROPERTY 1. The division defended the County's easement rights across the Danville Station portion of the former SP right of way. We obtained acknowledgment of exclusive easement rights and compensation for the settlement in the amount of $505,000 from'our title insurer and southern Pacific. The dispute was ongoing for almost four years. VA:dg perfm98.rpt(4/21/98) IV-72 111.1.11.1........................................................... .................................................. ............ 2. The division provided services to Solano County and the cities of Vacaville, Fairfield, Brentwood, Martinez, Lafayette, San Pablo and Orinda, just to name a few. 3. A division staff member was the featured speaker at the International Right of Way Association's Fall Seminar, which included a panel discussion and mock condemnation trial based on the Bailey Road interchange project. 4. The division sold five surplus parcels, for the County and several special districts, for a total of well over one million dollars. 5. The division developed a procedure for processing documents for the Health Services Department's new septic system inspection rights. 6. The division worked closely with the Contra Costa Transportation Authority on a number of State Highway improvement projects. The division has provided right of way appraisal, acquisition, and property sales' services to OCTA, as well as supervision of pr;vaLe contractors and advisory services. TRANSPORTATION ENGINEERING Traffic Operations: 1. Completed the traffic signal optimization projects for all major arterials in the unincorporated areas. 2. Completed the traffic signal optimization projects on the Taylor Boulevard/ Pleasant Hill Road corridor with the cities of Pleasant Hill, Walnut Creek, and Lafayette. 3. Completed the traffic signal optimization project on the Treat Boulevard and Ygnacio Valley Road corridors with the cities of Walnut Creek and Concord. 4. Completed the East Richmond Heights Neighborhood Traffic Management Study and implemented its recommendations. 5. Applied for and received a grant to convert traffic signal heads to liquid crystal display units, thereby saving the County over$20,000 per year. VA:dg perfmWrpt(4/21/98) IV-73 ................. ............................ ........................................................................................................................................................................... ..............................................-............................................ Goals: 1 To complete the Park Mead area neighborhood traffic management study and to start the implementation of the recommendations. 2. to complete the San Pablo Dam Road traffic operation improvement project and to start the implementation of its recommendations. 3. To continue to participate with the Health Department and the Community Development Department and the Highway Patrol on the Safer Bike, Safer Roads project to educate our youths on bicycle safety. 4. Working with the community, to develop a set of neighborhood traffic management strategies for the North Richmond area. 5. To complete 50% of an action plan to reduce the overall traffic accident raZa by 5% each year. -Regional Transportation Program: Accomplishments: Facilitated an agreement between the community of Crockett and Caltrans on how to mitigate the impacts of the Carquinez Bridge construction projects. This includes an extension of Cummings Skyway to San Pablo Avenue, construction of a truck bypass of downtown Crockett, the opening of a liaison office in Crockett, and other mitigation efforts. 2. With the Transportation Planning Section in Community Development Department, provided input into the County's State Transportation Improvement Program (STIP) which resulted in full funding of the next six years' needs for State Route 4. 3. Continued to work with our partners in East Contra Costa County to implement regional transportation improvements. These improvements include the design of both segment 1 and 2 of the State Route 4 Bypass with construction slated for 2001 and 1999 respectively. VA:dg perfm98-rpt(4/21/98) IV-74 ................................................. 4. Formed a partnership with the Transportation Authority, the cities of Antioch and Brentwood and Alameda County to prepare a project study report for safety improvements to Vasco Road in Alameda County. 5. Continued to work with Alameda County and the cities of San Ramon, Danville, Dublin, Pleasanton, and Livermore to develop a regional traffic mitigation fee for the Tri-Valley Area. 6. Participated in the State Route 4 East Major Investment Study to identify a strategy to alleviate traffic congestion along this corridor. The study will develop a list of improvements and action items that local agencies in East County can use as a blueprint for congestion relief. 7. Revised the County's 7 year County Road Improvement Program to identify projects that will be funded with Area of Benefit fees, local funds, and State and Federal funds. 8. Started the Southern racific Transportation Corridor Managt,-,nent Study. Working with a large and comprehensive advisory group, the study is intended to identify areas where landscaping can be installed while protecting the existing and potential future uses of the corridor. 9. Working with General Services Department, obtained Petroleum Violation Escrow Account funds to upgrade and convert county's microwave telecommunication capability. Goals: 1 . Complete the Southern Pacific Transportation Corridor Management Study and start identifying potential funds to install the landscaping. 2. With the Transportation Planning section of the Community Development Department,to continue to work with the Contra Costa Transportation Authority and the Metropolitan Transportation Commission to develop the 1998 Regional Transportation Plan (RTP). 3. Participate as a member of the California State Association of Counties (CSAC) team to implement ISTEA reauthorization in California to make sure that rural area interests are being protected VA:dg perfm98.rpt(4/21/98) IV-75 <..............::::............... N..... ««<...... :.. ......._. ........................................................ ......... ........__..... ... __ _ .. .... .. ..........._.. .._.........__.._... ....._........ ......... .... _........ ......... ......... ......... ......... .................. and programming decisions will continue to be made at the local level. 4. Participate as a member of the CSAC team to study maintenance and safety improvement needs of the rural roads in California. The result of the study will be expanded to include the entire nation and will be used as a tool to demonstrate the need for federal funds to improve these roads. This is also part of the action plan to reduce the county road accident rate by 5% each year. 5. Continue to work with Caltrans to implement the agreed upon mitigation strategies of the Carquinez Bridge projects. 6. Complete the Tri Valley Mitigation Fee Program. 7. Revise Title 10 of the Ordinance Code to conform to current standards of design and use of county roadways. 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I , , -- ' , -..,. -- - - ............................................................................................................................................................................. ........... , , . ..............�.....-.11, I............................................................................................................................. 1.1111.1-I.-...--l"I'll.....-.--.---.....I.-............�...�......... SECTION VA - CHALLENGES Challenges The Growth Management and Economic Development Agency, like other departments, faces challenges from two sources: O Internal Challenges External Challenges Internal Challenges The phasing out of GMEDA will bring new challenges to the departments of Building Inspection, Community Development and Public Works in four ways. 1. GMEDA was created because a combination of negative circumstances existed. Conflicting demands were placed on the three departments. Departmental culture and history created a competitive atmosphere, rather than a cooperative one. The overall system capacity and efficiency of the departments had fundamental weaknesses. Training was viewed as a luxury or perk by Building Inspection and Community Development. Departments were ill equipped to respond to changing values and changing expectations. Substantial progress has been made. It will be important to prevent reoccurrence of negative circumstances. 2. There are a variety of actions pending to resolve problems or restructure the organization. They are: a. Respond to BID and CDD audit issues. b. Continue work to balance revenues and expenditures within specific divisions. C. Complete Countywide franchising and receipt of fees to maintain AB 939 reporting and program requirements. d. Develop a strategic plan for CDD to establish their priorities for expenditure of limited resources. e. Evaluate the means by which the departments provide services. VA:dg perfm98.rpt(4121)98) V.2 ...................... 1 1.1-............-..... I'll, .1.1.1...................................... .......I'll, I f. Develop training components to enable staff to step into more difficult assignments. g. Adopt the new building code. h. Update and revise Ordinance Titles 7 and 8. i. Develop a work program for the financial restructuring of Flood Control. j. Complete a staff security plan. k. Resolve Sierra System permitting issues. 1. Develop a funding program to complete the GIS. m. Merge the Sierra System and the GIS components. 3. There are a number of issues that GMEDA and the departments could not resolve that will continue to be sticking points for one or more of the departments. a. Resolve the current structure of fees for new homes. b. Evaluate effect of new fees adopted by special districts. C. Consider alternative approaches to infrastructure finance. d. Establish an accepted agreed upon structure for citizen participation. 4. Since it has been decided that the APC will continue to operate after GMEDA is phased out, the question that fingers is the nature of its future operation. There are two aspects of this question. a. What shall be the nature of oversight of this operation? b. At what level will the center operate? There are three options at this time. a. Continue under the present budget. b. Operate under a budget based on customer preference established by survey or similar mechanism. C. Operate based on the experiences and recommendations of the program manager. Challenges to Building Inspection Building Inspection has transitioned into a modern introspective organization with the capacity to operate effectively in the 90's. VA:dg perfmWrpt(4/21/98) V-3 .... .................. ....... The days of a building inspector who -works his/her way to the top based on technical skill, without management training and constructive management experience, have passed. There are too many interests, requirements, and demands to focus on technical competence as the single characteristic for the top job. Ability to lead must be demonstrated by the ability to analyze options, understand staff strengths and weaknesses, and provide necessary training and responsibility to develop staff. This form of training needs to be provided throughout the department. Building Inspection must also respond more effectively to summer peaks in work cycles. Inadequate preparation has caused some employee burnout. Building Inspection must avoid the temptation to keep increasing staff to the strain of resources during this high volume period, creating pressure to downsize in slower periods. Challenges to Community Development Community Development began its fee based operationwith a negative balance from an auditing perspective. It had inherited an explosion of projects that emerged as a result of the economy, Measure C and F battles, and General Plan revision. Initial project fees were paid into the General Fund. The work was to be done in the future. The Department transitioned to a fee based operation and inherited the work but not some of the prior fees. Since then, hundreds of thousands of dollars of unfunded assignments have been given to Community Development. The result is lots of work and inadequate resources to support adequate staff. In addition, $120,000 of Community Development revenue based on applications is transferred to code enforcement yearly to fund that operation. Despite the fact that this amount is insufficient to meet demand, the result to CDD is that staff has been cut and not replaced, and the workload is extreme. The Department is in serious financial need. Four of the Department's six program divisions plan to draw upon deferred revenues, reserves, or lay off staff to meet current budgetary demands. Community Development does not believe that the fee-based operation has been a failure, rather that there was no opportunity to operate in the black. The Board will need to designate funds as new assignments are given to the department or make up the deficit at the end of the year. The Board's Finance Committee gave generous amounts of time last year to learn about the structural problems of the department. Highlights of the Finance Committee report are included as Appendix A. VA:dg perfm98.rpt(4;21(98) V-4 Challenges to Economic Development Objectives: • Retain and expand existing businesses. • Attract/recruit businesses to locate in the unincorporated County. • Provide a customer service-focused permitting process and the necessary infrastructure to make it easier for businesses to start, operate, and grow. • Create jobs for County residents, and implement training and placement programs that direct local, state, and federal resources for economic development activities. • Participate in joint ventures with private enterprise that facilitate economic vitality for the whole Contra Costa region. • Maintain asset activities that are necessary for business activities. Conflicts with the Business Community: • Mixed and conflicting message from The County to hus-iness community; e.g., the Good Neighbor Ordinance. • A lack of understanding of what the County does and why it does it. • The perception that County enforcement of its regulations is inconsistent. • The perception that the cost of doing business in the county is high. • The belief that the County's planning process is out of sync with business needs. • The confusion over multi-jurisdictional requirements that is manifested in duplicative regulations, fees and reporting requirements. • The lack of a single and consistent County voice in matters relating to business. Staff Recommendations: Conduct an economic development activity assessment of all County departments and assess potential for leveraging and coordinating maximum economic development benefits. • Develop linkages between economic development,job training, and workforce preparation activities. • Develop more significant economic development financing programs and capacity. VA:dg perfm98.rpt(4/21!98) V-5 • Continue seeking partnering opportunities with the private sector and other public agencies to leverage County economic development monies. • Develop and implement marketing program for economic development and redevelopment, and review its effect. • Make a commitment to provide superior customer service ane equitable enforcement of regulations through adequate funding of operations. • Increase "friendly" visits to the business community and listen to their concerns and issues. • Achieve and celebrate small wins to increase credibility by creating tangible actions. Challenges to Public Works Public Works is an organization designed for output: contracts, specifications, designs, plans, maintenance and repairs. These operations are by nature constrained by cost and time. Public Works either identifies or is given an objective and they attain it as efficiently and effectively as possible. To this purpose, Public Works continues to make changes in its system to enhance flow and expedite output. Contra Costa County Public Works has received continued recognition for its efforts from peer organizations. Over the years, procedures have been added to Public Works to satisfy external interests. These make its primary objective harder to achieve. As new procedures are imposed, Public Works has been given little opportunity to modify the procedures to maintain integrity of statutory output. In some minds, output is becoming incidental to process. The discouragement of a productive, efficiency-oriented direction offers a major challenge to the department. External Challenges The future of development in Contra Costa County will depend on the following factors: 1 . Existence of opportunities for the job base within the County and in adjacent counties to expand. 2. Removal of impediments to provide adequate infrastructure to accommodate development. VA:dg perfm98.rpt{4/2119£3} V-6 ............... 1.11................I'll, 11 ...........I...... I The extent to which fees, exaction, and other developer passthrough costs remain the only viable method of funding infrastructure. 4. The ability of government to provide smooth resolution of controversy among interests and produce cooperative,efficient, and predictable processing and reduce transaction cost. 5. Agreement on what land is available for development and which land is to be preserved. 6. Public protection sufficient to assure residents that their lives will not be disrupted by criminal behavior. 7. Support for quality-of-life issues; such as schools, culture, and surroundings; that are constructive and financial, rather than reactive. 8. Realization of opportunities created by economic globalization as they are manifest by the Bay Area and Contra Costa County. 9. Effect of the emergence of new economic sectors and technologies on the County. 10. Effort the County makes to resolve internal contradictions. 11 , Agreement on what parts of the County need to be preserved and a method developed to do so. Anticipated Points of Conflict 1 . Desire to expand Vasco Road to four lanes to accommodate East County access to Silicon Valley, Hacienda Business Park, and other points along the 580/680 corridor. Potential opposition in Alameda County will need to be overcome. VA:dg perfmWrpt(4/21/98) V-7 ............... ...... 2. Desire to make Airports economically viable by introducing new uses. Potential opposition from area residents,existing businesses, and adjacent jurisdictions may need to be overcome. 3. Efforts toward requiring environmental justice analysis prior to industrial expansion in areas where historical industrial/residential mix has promoted conflict in land use. Potential opposition by industry, who oppose increased restriction, and opposition from residents who prefer more extensive measures. 4. Efforts to move industry away from everyone. Relocation of industry to more isolated areas will gain opposition from open space preservationists. 5. Efforts to create a level playing field by holding remainder of Tri- Valley area development to standards and fees imposed on Dougherty Valley. Jurisdictions eager to add fees to projects, such as Dougherty Valley, do not have the same interest in adding fees on their own development. 6. Efforts to work with adjacent jurisdictions on growth management compliance on TVPOA and Cowell projects. There is opposition to large projects despite benefits or broader scale planning. 7. Efforts to continue to promote North Richmond as a viable community and resolve the mix of industry and housing separated by razor wire. It is possible to develop a more compatible relationship between industry and residents, but it will take additional investment from industry to provide amenities and create buffer. 8. Efforts to increase ridership-per-vehicle on freeways rather than expanding infrastructure. An increased effort to carpool is the least cost and most environmentally positive solution. 9. Expanding infrastructure to accommodate growth. As a society, we have become schizophrenic about our priorities. 10. Efforts to get people more interested in their communities in a positive, constructive way rather than in a defensive, reactive manner. There appears to be too little participation from the public on community development issues and over reactions in a defensive manner. VA:ag perfmWrpt(4/22198) V-8 ............. .........I......-..... ......I.......... I I I 11. Efforts to have schools and school resources become community facilities rather than separate jurisdictional enclaves. Schools have become separate from local government. Investment would be easier in facilities if their uses could be expanded. 12. Efforts to break away from current application processing axioms. Proposals to expedite processing seem to gain opposition. VA:dg perfmWrpt(4/21/98) V•9 ......——---------------- ............ O tit 'ca - B E Q a CL a c 3roE , a> -v tis cu a C a> � Z "> n tui u z G o � --z .g > Nowo > Ecum uC Ln 4-1 u at04) o cerci E at as � o CL o w2to at o � c to at >, , 3 - - m cs s ui m " W o � _ M a0ia v, � aW C, ac o 0 CL � a caEi '0 CL '00 ._ rn cs c a •E to x at vt co ` aco W of W0E aE8 : �e .� 3 . 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Z or- 0 -T) CL 0 Q .5 -c3 C -60 e- CL U- Q. CL M c -0 ,4 U) o C U) P. L- CL Ce r a W mc yam ,C .2 � m C 0 .0 c 75 aria 0 0 V) 0 0 < 0 co UQj (D c cu 0 E E 4) m CL r CD 4) 0 " o o 'r- � .0 E CL 0 E (D CL 0 c — 0 CL > IX E C) 8 c C > 0 cu M 0 JU c5 C�-0 a' m (n c E '-C- � .2 E (D "a 0 Z E - a its a , LU c 0 4) o E > CL M f- - 0 — M E E E E IN cc: 0* cu 0 �o C3 > E 0 c m . m in .� 5 E cn .r cr 0 wU Uc m < SECTION VB - NEW DIRECTIONS Original Mission of the Agency In creating the Growth Management and Economic Development Agency, the Board of Supervisors wanted Contra Costa on the forefront, with the most aggressive development facilitation in the County. +� Contra Costa growth management language was to be taken from Contra Costa County and placed into State proposals for congestion management and growth management. • The County was poised to consider some of the largest development projects in the State. The County wanted its innovative General Plan to remain innovative. The County was committed to an aggressive search for transportation dollars and transportation improvements. The County intended to promote economic development as its top priority. • The County wanted to reduce internal conflicts and operate in an effective, coordinated manner. The County felt most growth could be accommodated if standards could be met and issues constructively resolved. The County sought to eliminate all unnecessary, contradictory, cost- increasing regulations. VA:dg perfm98.rpt(4/21/98) V-18 ............... ............................. ................--...... I........... Alteration of County Course The Agency has successfully responded to all of the issues that vexed the Board in 1990. Some issues have received lots of attention but external influences and contradictory County policies have reduced the consistency of this effort. Growth represents change and government controlled change requires Its acceptance by existing residents. Historically, people selected their home location, gained assistance such as CC&Rs, and hoped for the best, accepting some change as inevitable. Increasingly, voices are saying there has been enough change, no more accommodation. This conflicts with most economic development. The County is interested in economic development, but qualifications are growing. The same can be said about affordable housing, long-term infrastructure, and permit streamlining. Few issues remain that do not foster conflict among interests in the development field. Efforts to develop more efficient procedures prompt issues from environmentalists or some neighborhood associations. Efforts to pay for code enforcement will prompt reaction from home builders. Staff can and should anticipate many of those conflicts and prepare to resolve them. The problem is time and cost. A simple idea may create hundreds of hours of work. This is not to say it should not be done but that appropriate resources are needed to accomplish the task. Staff cannot work on multiple new ideas at once and still get their priority assignments done satisfactorily. Development Potential The future of development in Contra Costa County will depend on the following factors: 1 . Opportunities for the job base within the County and in adjacent counties to expand. 2. The impediments to providing adequate infrastructure to accommodate development. 3. The extent to which fees, exactions, and other developer pass- through costs remain the only viable method of funding infrastructure. 4. The ability of government to provide smooth resolution of controversy VA:dg perfm98.rpt(4/21/98) V-19 among interests and produce cooperative, efficient, and predictable processing and reduce transaction cost. 5. Agreement on what land is available for development. f. Public protection sufficient to assure residents that their lives will not be disrupted. 7. Understanding of quality-of-life issues, such as schools, culture, and surroundings, and the extent to which the public is willing to contribute to them. 8. The opportunities created by economic globalization as they are seized by the Bay Area and Contra Costa County. 9. Whether the County will benefit from the emergence of new economic sectors and technologies. 10. The ability of the County to resolve internal contradiction. Each factor has its own issues, opportunities and needs. Each can be influenced by County action, though not wholly directed by the County. Anticipated Points of Conflict 1. Efforts to expand Vasco Road to four lanes to accommodate East County access to 580. 2. Efforts to make Airports more economically viable. 3. Efforts toward requiring environmental justice analysis prior to industrial expansion in areas where historical industrial/residential mix has promoted blight. 4. Efforts to move industry away from everyone will weaken agricultural zone restrictions. 5. Efforts to hold remainder of Tri-Valley area development to standards and fees imposed on Dougherty Valley. VA:dg perfmWxpt(4/21/98) V-20 .................... . ........................... ......................... .......................... 6. Efforts to work with adjacent jurisdictions on growth management compliance for TVPOA and Cowell projects. 7. Efforts to continue to promote North Richmond as a viable community and resolve the mix of industry and housing separated by razor wire. 8. Efforts to increase ridership-per-vehicle on freeways rather than expanding facilities. 9. Efforts to get people more interested in their communities in a positive, constructive way rather than in a defensive, reactive manner. 10. Efforts to have schools and school resources become community facilities rather than separate jurisdictional enclaves. 11. Efforts to break away from current application processing axioms. 12. Efforts to make MIWBE and similar interests goal-oriented rat!,erthan process-oriented. New Directions There is a need to maintain cooperation between the Community Development Department and the Public Works Department on transportation and growth issues after GMEDA is dissolved. Prior to creating GMEDA, differences between the two departments resulted in conflicts and duplication of effort. There were only limited opportunities for third-party intervention by the County Administrator's Office to resolve these differences. GMEDA provided an institutional framework for communication between the two departments to resolve differences and undertake cooperative efforts on transportation and growth issues. The two department can continue their practice of jointly establishing annual goals on growth and transportation issues and regular meetings to monitor progress on achieving these goals. Without GMEDA, however, the County Administrator's Office should consider an substitute process for the third-party facilitation which was regularly utilized by the two departments. VAidg V-21 perfm98.rpt(4/21/99) ............... .................... ................. ............... GMEDA Innovations The major efforts in 1998 will be to: I Advance the development of a new computer system that will combine the spatial information found in the GIS, upon which conditions of approval and mitigation measures are based, with the parcel information found in the LIS, which is used to monitor conditions. This will allow us to implement conditions and keep track of property data using the computer. The new system for LIS will no longer require the mainframe and the upgraded system for GIS will make it more flexible. This particular effort requires the cooperation of the three departments since all will have to change business practices to fit the new system. 2. Institute a status report to the Board and community on Permit Streamlining results. 3. Separate code review from development compatibility. Code compliance review is the systematic review of projects based on the zoning ordinances, building codes, and public works ordinances and County policies. Compatibility is the process of gaining input from citizen groups, MACS, Planning Commissions, and the Board of Supervisors on how the project fits into the neighborhood. At this time, the two procedures are intertwined and it is too difficult to tell when something is a requirement or a good idea proposed by some neighbor or group. This makes implementation and enforcement inconsistent, and allows issues to fall between the cracks. Our efforts will be to make the compliance aspects as.short and clear as possible, and then leave whatever time is desired by the Board for compatibility issues. This will allow us to maintain a better level of accountability for staff by not making them responsible for delays requested by other interests. Hopefully, this will also take staff out of the politics and place accountability for delay into the realm of participation. This clarity may also prompt further beneficial changes to our process. VA:dg perfm%.rpt(4/21/91) V-22 As proposed, an applicant would come to the permit counter and would receive a preliminary staff report, complete with conditions, at that time. This preliminary staff report would then be circulated to appropriate governmental bodies for clarification and response. Upon receipt of information, a draft report will be prepared, within a specified period of time, to be circulated to all special interest and community groups. The staff report of the Planning Commission would be comprised of staff's next review and comments followed by the response of the special interest and community groups. The matter would then go to the Planning Commission and actions could be taken from that point on. This will allow cost to be distinguished between staff work related to procedures and related to community response. The impediment to this process is the sheer lack of staff time to implement as quickly as the Agency would like. We will need to move this process up in priority. Planned Organization Change 1. Building Inspection Department will be guided through a shift from a mechanical management style to a collaborative style. The director will still be in charge and ultimately responsible but the program manager level will have primary impact and seek to resolve the problems through rules, procedures, and collaboration. 2. Community Development Department will conduct a self-evaluation on workload distribution, priorities, backlog, skills and operation procedures. Subsequently, a workplan will be developed for implementation or recommendations. 3. Public Works will plan to make changes in response to the retirement of Milt Kubicek and the departure of senior staff due to enhanced opportunities elsewhere. VA:dg perfm98.rpt(4121198) V-23 .. ;<. ::.. :.. APPENDIX A FINANCIAL ISSUES FACING LAND DEVELOPMENT APPENDIX A FINANCIAL ISSUES FACING LAND DEVELOPMENT This represents a summary of issues presented to the Finance Committee in the Fall of 1997. The outcome of the Finance Committee recommendations and Board of Supervisors' action was as follows: 1. AUTHORIZE a budget for "Unfunded Mandates" which the Board of Supervisors would allocate to implement policy initiatives not normally within a Department's purview of activities, DIRECT the County Administrator to formulate procedures and identify financing, and DIRECT the Finance Committee to monitor departures from the budget. II. DIRECT the Community Development Department to initiate streamlining efforts with home occupation uses. Ill. AUTHORIZE the Growth Management and Economic Development Agency to prepare policy changes and necessary amendments to the fee ordinance requiring fees to be charged on a 100% of time and materials basis, and eliminating the current flat fee system which allows applicants to exceed the standard time threshold by 20% before additional fees are assessed. IV. DIRECT the Growth Management and Economic Development Agency to improve their billing procedures to more clearly and precisely document all costs. V. DIRECT the GMEDA to institute new strategies to improve revenue, cash flow and work efficiencies,which would encompass the cost and benefits of each change, including cost or benefit shifts to other applicants or other Departments. VA:dg perfm98.rpt(4/21/98) A-2 VI. DIRECT the GMEDA staff, in concert with County Administrator staff, to review the fee study assumptions adopted in 1992, in terms of applicability to current County needs and requirements. V11. REQUEST that the Finance Committee review the implementation of these five recommendations and report back to the Board no later than December, 1998. Staff is proceeding on all of these directions. GMEDA Review of Land Development Operations The need to convert land development funding from a combination of general fund and fees, to almost entirely fees, occurred as a result of state actions. The county lost $340 million to ERAF (Educational Revenue Augmentation Fund, which transferred funds from counties to schools) between fiscal year 1992-93 and fiscal year 1996-97. Community Development has managed to shift to fees and save the county several million dollars in expenditures that could otherwise go to other programs. This budgetary necessity has not occurred without a price. Fees increased following the MSI study to reflect the cost of processing, though there have been no increases since 1995. Staff has been reduced primarily by not replacing retirees, and pressure has increased to become more concerned with revenue and expenses than with traditional planning responsibilities. Staff has sought to address issues in ten areas with background reports and analysis. The intent of this approach is to present information and recommendations, and to encourage participation of the Finance Committee, special interest groups, and citizens in this process. Development processing, similar to school finance and other issues, is a problem exacerbated by state actions that must be resolved on the local level. VAAg perfm98.rpt(4/21/98) A-3 The topic areas are organized as follows: 1. MSI Budgeting, principles and assumptions. II. Allocation and distribution of revenues. Ill. Cost implications for steps in the application process. IV. Unfunded mandates. V. Privatization. VI. Billing VI 1. Role of citizen participation. Vill. Recommendations. a. Proposals that require Board of Supervisors policy support. b. Administrative actions proposed by staff. C. Specific ordinance changes. d. Permit streamlining. 1. MSI Budgeting, principles, and assumptions. The premise of Municipal Services Information (MSI)study is that the true costs of government activities can be identified and collected in fees and other charges. Governments often have hidden costs that may not be apparent: Cost of street maintenance to support garbage service, cost of clerk's time to process, post, and maintain agendas, cost of county counsel to review questions, cost of administration time to maintain systems. GMEDA was the first in the county to establish fees based on this approach and analysis. Following transition to this system, most general funds were eliminated from Community Development. With the approval of a cost-for-services study performed by MSI in 1992, VA:dg perfm9S.rpt(4/21/98) A-4 the permit process became a fee-supported operation. The fees alone were not intended to cover all operational costs; however the public perception is that the operational costs are covered by the fees collected. It has been the expectation of many since 1992 that the permit process would be operated as a private business, namely that costs would remain within a reasonable fee structure, and there would be no losses. There are many reasons, however, why costs may exceed the fees collected for any application. Although the public expects us to operate as a modern business, they also expect us to operate as an old-fashioned government agency, providing unlimited assistance and information and resources for free. A. Emerging Issues: 1 . The Mythical Average Project. Our fees are based on processing an "average" project. Many projects, due to topography, neighborhood issues,and design considerations, are not average projects. Costs for these projects exccad the fees charged. 2. Fees were collected and placed in the general fund for a rash of projects trying to beat the Measure F deadline. Measure C passed instead, but staff had many poorly conceived projects that sat waiting for action with the revenue long since absorbed and spent. When the projects required action, they had to be funded from new revenues not associated with those projects. 3. The assumption of a fee-supported operation was that all activities would be supported with revenue: this has not been the case. For example, thirty-eight ordinances have been passed since the MSI work began. All the ordinances have created staff demands that did not receive sufficient compensation to support the time required. VA:dg perfm98.rpt(41,21/98) A-5 ........ ......... ......... ..._..... ......._. _ ._ ............. _..............._.__.... ._.__..... ......_.... ......... ......... ......... ......... .......... .............................. 4. Fees assumed that projects within a category were roughly identical. While this is true for building permits, it is not for the non-routine planning applications. To allow for variation, staff set times, gave 2O% for cost overruns to the developer, but allowed for charging costs when 120% of the fee was exceeded. 5. The need to develop new policies, change procedures, or respond to legislative changes was not included in the study. 6. Project quality greatly varies and consequently affects time; this was not included in the study. 7. Project circumstances vary greatly, and that affects time, which was not included in the study. 8. Citizen involvement varies greatly and affe,~ts time; this expense was not included in the study. 9. The recession in the building industry and subsequent repercussions have changed the profile of projects used as the basis for the 1992 study. 10. Many activities in current planning had fees set artificially low with the assumption that it would be covered somehow. The extent of these "loss leaders" has overwhelmed staff on occasion and has not received alternative funds. 11 . Non-fee-generating departments were encouraged to charge fee-generating departments for services'. Therefore, operational costs increased for Community Development. VA:dg perfmArpt(4/21/98) A-6 ..................................................................................... B. Expense Categories The MSI assumptions established in 1992 need to be evaluated as to current applicability, and actions taken to make funding of department operations closer to actual service demands. The MSI study was based on a set of principles that sought to have development pay the full cost of the services required. The authors of the study have identified the following as service costs: 1. Labor costs. 2. Employee benefit costs. 3. Operational services and supply expenses. 4. Overhead expense. 5. Administrative costs. 6. Start-up costs. 7. Future capacity expenses. 8. Capital replacement expense. 9. Costs of expansion of services. 10. Repayment of debt. The items included in GMEDA expenses include items 1-5 and item 8. C. Development of the fee structure: 1 . Identify staff and associated time spent on each service. 2. Identify operational expenses that are direct costs of services. 3. Allocate the balance of direct costs(operational costs,fringes, building occupancy and fixed asset replacement) proportionate to the time staff spends directly. 4. Allocate indirect costs (i.e. overheads) proportionate to the total of direct costs excluding fixed asset replacement and debt service. VA dg perfm98.rpt(4i21/99) A-7 ...................... ................... ................. .......................I..''................. 5. Compare the total service cost with the service revenue. D. County Role in Land Use The County staff, Planning Commission, and Board of Supervisors, require the processes enumerated in the above schedule as the price of review, input and ultimate, albeit sometimes begrudging, acceptance of land development by neighboring properties. Basically, such review is required by State law, assigning the role of impartial arbiter of land use decisions to local government--cities and counties. E. Multi-Year Activity Monies are collected in advance of the delivery of service. Thus, the revenues collected in one year must be held for use in future years. Staff does calculate the liability for future work and requests the Auditor-Controller to reserve monies that have not been earned. Current revenue demands have undermined a reserve for future product demand. F. Front-End versus Back-End Fees - Creation of Surcharge Several years ago, County staff was requested by the development community to minimize the "front-end" fees for planning services by utilizing a "back-end" surcharge on building permits to pay for the balance of those planning services. No recorded attempt was made at that time by either the County staff or the building industry to establish a procedure which would match the revenue collected by the surcharge with the cost of the services discounted. In fact, no effort was made to even identify the "front- end" services that lead to building permits. It is easy to conclude from the evidence, or lack thereof, that the building industry was not as concerned with what they paid as they were with when they paid it. VA:dg perfm%.rpt(4,21/98) A-8 ..................................................................................................................................................................................................... There have been advantages and disadvantages for both the County and the building industry in this "surcharge" arrangement. The County benefits from a fee structure that has the potential to collect more than the "costs" foregone at the "front-end" while the delay in the collection of the surcharge requires that the County finance some development related processes prior to receiving any money. The building industry benefits from a "cost" that is incurred Closer to the point where the development begins to generate revenue which decreases the need to finance additional costs while the fee mechanism makes it impossible to insure that total charges to the developer are matched with total costs of the County. The Land Development Fund, discussed below, is MSI's recommendation for insuring that the revenues collected more closely match the costs. The County should not be a "no interest" bank for developers. G. Surcharge Use Issues ✓ Code Enforcement ✓ Counter ✓ General Plan Maintenance ✓ Code Enforcement This service is being provided to residents often long after the development has been completed. Alternatives suggested to finance these services are: (1) an increase in the Property Transfer Tax, (2) a Change of Occupancy Permit or (3) a more aggressive "lien" procedure. These are landfill, non-general fund, CDBG, or redevelopment revenues used by most jurisdictions. The "lien" procedure is not a panacea because often there is insufficient value to lien against. Only certain expenses are covered and there is a time lag for return. The Property Transfer Tax has lately been referred to as the "under utilized" tax. However, a tax should be available for general County purposes and not be restricted for this type of service. VA:dg perfm98.rpt(4/21/98) A-9 ............................... ...... .............................. . .... .......................................................................................................................................................................................................................................... The Change of Occupancy Permit is now being used by more and more local governments as a means to inspect property prior to a change in ownership. This procedure identifies code violations which force the seller to correct all deficiencies prior to the close of escrow. However, this type of permit is unpopular with the realtors in that it tends to throw a timing and financial curve ball that may delay the sale of property. MSI recommends that the County recover these costs 100%from the surcharge. However, the following is a possible compromise if the County does not wish to recover 100% from the surcharge: First, follow a more aggressive lien procedure. Second, identify specific types of property sales where a Change in Occupancy Permit would focus on problem areas instead of requiring a Permit for all property sales. And, third, continue to finance this service from the surcharge until the other two revenue sources are in place then gradually phase down the use of the surcharge until it covers only one-third of the cost. ✓ Counter This service is generated by the numerous planning assistance at the counter. These requests are not, according to the BIA 5, generated by developers. Three suggestions were offered by the BIA to provide for these costs which amount to about $287,970 annually: (1) Add a fiat "counter feel` to all building permits, (2) Charge for counter service, and (3) hire fewer employees to provide counter service. Hiring fewer staff to provide counter service is contrary to providing quality service to the public. Typically, governments use this approach only as a last resort when trying to balance the budget. Charging for counter service is becoming more popular to restrict the free use of public services, particularly when the applicant wants the staff to help in the design of additions or patios that;should be done BIA,Building Industry Association—name has been changed since the study to HBA,Home Builders Association. VA:dg perfm98.rpt(4121/98) A-10 ................................................................................ ................. .......................................I............................................... by the private sector. This type of charge should discourage the disproportionate use of staff by the few who would abuse the system. Adding a flat counter fee to the building permit would cause all applicants to share the cost of the counter. The BIA feels, however, that their members do not use this service and should not have to pay for it. Again, MSI recommends that 100% of this service be recovered from the surcharge. However, another approach would be to: First, establish a policy that the first fifteen minutes of counter assistance per month per applicant is free after which the applicant is charged $10 per quarter hour or fraction thereof. Second, institute a $5 "counter feel' on all building permits. And, third, continue to use the surcharge until the first two steps are in'effect after which time, there would be no use of the to finance this service. BIA members would pay the counter fee like all other applicants but would not be double charged through the surcharge. V General Plan Maintenance The County has the legal requirement to update various planning "elements"every five years. This issue was discussed earlier. MSI's position is that if the County had no development, there would be no need to update the planning "elements."The BIA's position is that the planning "elements" protect the taxpayer by maintaining the value of their property in a well-planned county; and, therefore, the taxpayer should pay for the maintenance of the planning "elements." MSI recommends that this cost be covered 100% by the surcharge. 11. Allocation and distribution of revenues For budgetary integrity it is important for revenue to be as closely related to expenditure as possible. Revenue is collected for a specific purpose. That revenue must be measured against the services provided. Evaluations, improvements, innovations, procedures, policy development, and other such activities all come back to the revenue-expenditure relationship. The attachment points out what activities are receiving what revenue. In some cases the VA:dg perfmWrpt(4/21/98) A-1 I ..................... .........— .... ............................................................ . ................................................................................................................................................................................................................................................... formula accurately depicts cost and time; in some it does not. A review of the fees and what is performed will bring some of the relationships into closer alignment. There are four figures attached: Figure II-A, Anatomy of a Building Permit Fee, represents a summary of fees for new residential development in selected locations in unincorporated Contra Costa County by the purpose and origin of the fee. Figure i1-B, Processing Time Available for Initial 'Fee Collected, represents the cost breakdown per fee allocated by department. Figure II-C, Implicit Assumptions based on a Fee, represents the time commitment to the project implicit in the fee. Figure II-D, Underfunded Services, represents activities that are not funded at 100%; meaning support comes from another service. VA:dg per€m%.rpt(4/21/98) A-12 ........................................................................................................................................................................I........ .......................................... Figure II-A ANATOMY OF A BUILDING PERMIT FEE These fees were estimated on July 9, 1997 and are calculated for a single family residence, 1800 sq. ft., wood frame. SOURCE PURPOSE LOCATION Oakley Alamo Kensington Building Plan review, S 1,847 S 2,231 2,449 Inspection Inspection Community Land use 610 737 809 Development compliance, Code enforcement Public Works Facilities (roads, 9,797 3,013 2,570 drainage),(2) Floodplain management Parks Facilities 1,350 2,000 2,000 GMEDA 13,604 7,981 7,828 TOTAL Fire Facilities 480 0 0 Sanitary Service/ 3,800 3,100(av) 480(3) Facilities Water Service/ 6,975(4) 2,555 service(s) 2,555 service(7) Facilities 8,560 facilities(} 1,590 facilities(8) Schools Facilities(') 3,312 3,312 3,312 PERMIT 28,171 25,508 15,765 TOTAL (1) Fee amount is 40%of the building inspection fee. (1) On any specified lot,Public Works may collect road and/or drainage fees. On the lots examined for this fee estimate,drainage fees had not been assessed. (2) Plus$25 inspection and S5 plan check fee. (3) $3050 from 56975 goes from Oakley Water District to Contra Costa Water District. (4) Plus 525 accounting fee. (5) Fee for new facility infrastructure. (6) Plus$25 accounting fee and 5605 waste water fee. (7) Fee for maintenance of existing infrastructure. (8) The state maximum for school fees is 51.84 sq.ft.,school districts in East County for new development would require$14.634 based on present formula. VA:dS perfm98.rpt(4/21/98) A-13 .................................. ...................— ............. r• � vii r, r. r, rn t•- n rz+ n r. � .� A� � aN c a o a a c* T rn cs rn o L� as o g ` oa ac o0 oc »o 00 0o a w oo co SC Q. o o0 O o o d C as ao m oo as 00 < U < Nr V✓ �"' ` w V �/1 00 In DC7 U� rr� In M Nt M w 17, v, $ d 4"7 O GS N 00 C7 C5 M O O M �N 8 8-IJ 8 $ 8 8 8 8 0 o 0 o 0 0 0 0 00 ��yy MrS h4 bS O '8 C 6 o 6 ,6 o 6 1" M N vy N Q O b b Oq Vhf N N tT Vi �n M V: N .rMf U 00 er I b M f- t.,t Com- f C� h `t h• 00 C"V •f r� N Mof Ca ro.K o ® o o ra o KS �D 10 16 16 16 F4 H e '388 8 8 n S $ �S G!� a o 0 0 o ci a ca o c o 0 0 ty N Ora 'H' rq M f.4 M 11% 0 U v vai oa opo 00 oo Cc, n _ N Cdr R vi sY N '1 ��. t5.+ 4t^ p "_ n cr u� b w 4 rn a> p O G _ cv 63 Ca G G «'• c �" � R � c... cam_, r Io r,4 .E v > M a CL cY ............I........I....................................................................................................................-....................-.... Figure H-C IMPLICIT ASSUMPTIONS OF TIME SPENT BASED ON FEE An hour of fully burdened planner time is charged at $100 per hour which includes the following: I hour of planner time I hour of clerical time 0.1 hour of senior administration 0.1 hour of routine administration for internal overhead, supplies, graphics, for external overhead The total hours implied for the following applications are as follows: building permit second unit 10 hours home occupation 3 hours land use permit 18 hours small lot review 45 minutes new development plan review 60 hours subdivision - 10 lots 18.5 hours subdivision - 100 lots 115 hours (includes PW) rezoning 66 hours appeals 75 minutes alteration of I tree 15 minutes alteration of 10 trees 75 minutes most applications in North Richmond 30 minutes following P-1 ordinance creating admin review Note: Based on MSI, code enforcement is funded to 1200 hours per year VA:dg perfm98.rpt(4/21/98) A-15 .................. ............... _........ ......... ....._... ......... ..._.... . ...._....__..__._ ......._. ......... ......... ......... ......... ......... .._........_...... ......... _..._.... ......... ......... ......... ......... ................................. Figure H-D UNDERFUNDED SERVICES Percent Historical Business Practice To Make Up Of Percent Shortfall Code Service Service Shortfall (There are no funds currently available in the Funded operations reserve*) By Fee S-008 Building Code 0% 100% Planning surcharge on building permits(Schedule 3**): 52% Complaint Investigation Operations reserve: 48% S-011 Building 45% 55% Planning surcharge on building permits(Schedule 3): 28% Records Research Land Dev. Fund(Worksheet/Schedule 3): 26% S-012 Subpoena Service(BI) 40% 60% Planning surcharge on building permits(Schedule 3): 31% Operations reserve: 29% S-020 General Plan 0% 100% Planning surcharge on building permits(Schedule 3): 52% Maintenance Operations reserve: 48% S-044 Zoning 52% 48% Operations reserve: 48% Variance S-047 ZA Appeals 54% 46% Applicant billing: 46% A-D S-047E Planning Commission 54% 46% Operations reserve: 46% Agenda Mailing Service c 048 Appeals to Board 34% 66% Operations reserve: ***66% D S-050 Ag.Preserve Rezoning 25% 75% Operations reserve: 75% Review S-052A Fee Services Clerical 0% 100% Planning surcharge on building permits(Schedule 3): 52% Operations reserve: 48% S-061 Growth Mgmt Task Force 0% 100% Planning surcharge on building permits(Schedule 3): 52% Operations reserve: 48% S-062 Growth Mgmt.Plan 0% Planning surcharge on building permits(Schedule 3): 52% 100%**** Operations reserve: 48% S-066 Code Enforcement 0% 100% Planning surcharge on building permits(Schedule 3): 52% Operations reserve: 48% S-067 Counter Information 0% 100% Planning surcharge on building permits(Schedule 3): 52% Operations reserve: 48% * The 1992 cost of services study contemplated fluctuating demands on the Land Development Fund which acts as an operations reserve. The reserve was not established for supplemental sustained funding of underfunded services. Because of continued demand to supplement underfunded services,the operations reserve is now depleted. ** "Schedule 3"refers to Schedule 3 in the 1992 Cost of Services Study. *** The appeal fee is sufficient to cover the cost of putting an item on the Commission agenda. All other work associated with the appeal is considered to be project related and as such,is charged against the project. **** CCTA funds program annually. Excess costs over annual funding is offset by planning surcharge and operations reserve. VA:dg perfm98.rpt(4/21/98) A-16 III. Cost implications for steps in the application process. Most applications move though the system predictably and successfully. The report developed for this issue discusses specific steps in the application process, their expected operation, and circumstances under which they are prone to delay, unfunded costs, and controversy. The 21 steps are as follows: 1 . Preapplication inquiry 2. Application acceptance and preliminary review 3. Site design constraints 4. Public interest in the application 5. Application deemed complete 6. Preliminary environmental analysis 7. EIR preparation required 8. Project review 9. Staff report preparation 10. Hearing before the zoning administrator 11 . Hearing before the planning commission 12. Continuances 13. Appeal to Board of Supervisors 14. Board deliberation 15. Preparation of findings and final conditions 16. Implementation plan review and request for changes 17. Final map and parcel map review 18. Road and drainage plan review 19. Review of implementation of conditions 20. Infrastructure inspection 21 . Projects without an applicant 22. System updates and improvements The following identifies issues related to steps in the application process and assumptions on the amount of time that should be spent based on the MSI study and subsequent experience. It also encourages further analysis of the process and actions to reduce cost that don't add value to the outcome. Public involvement is a part of this process and should remain so. Enhanced public participation is state and local policy. The cost of public VA:dg perfm98.rpt(4/21/98) A-1 7 . ............................................................................................................................................................................................................................... ... ..-_...... ......... ......... ......... .._....... _.._..._.. _........ .._...... ......... ......... ......... ......... participation in the MS1 study was not considered or included beyond expectation of comments at a single hearing before the planning commission. Projects in some application categories are more unique than similar, due to location, geography, quality, public sensitivity, and other factors. Two land use permits can have significant differences in time and cost of processing. A subdivision adjacent to a creek in Alamo can have a substantially different processing experience than a similar size proposal in Oakley. It is difficult to generalize subdivisions, use permits, general plan amendments, in standard processing times. For non routine projects, standard time can be used as a starting point for estimating time, but periodic corrections will be necessary. Following the current billing/time keeping process consumes time, but is not sufficiently sophisticated to include the twists and turns that an application can take. Planners spend time seeking to determine the appropriate category for an activity. The majority of applications proceed smoothly through project review and get approval in the time frame predicted. This occurs when the project is well designed. It meets the needs of the location and no unusual controversy exists. A review of several months of the zoning administrator agenda will support this claim. Many complex or controversial projects have moved through the process efficiently and satisfactorily when there has been sufficient revenue to dedicate 44% or more of a staff member's time to it. When the application was well conceived and the applicant's staff helpful and supportive and information requests or design changes handled expeditiously and thoroughly. Projects have been positive experiences for everyone. These projects include Shell and Tosco Clean Fuels Projects, Gale Ranch,Wendt, Tassajara Meadows and the Anderson project. Some projects are processed when staff has a massive in workload, short deadlines and constant interruptions from crises or other factors. Some projects are subject to staff misjudgement. For these projects staff and the current system must accept responsibility. GMEDA departments are seeking operational improvements to prevent this. VA:dg perfm98.rpt(4/21198) A-18 .............................................................................................I.....................11.1......................................................................... ................... 1 . Application Process Analysis and Recommendati6ns 1 Preapplication inquiry. Expectation: The average time for initial inquiry is estimated at twenty minutes to include check on general plan, zoning, and to explain application procedures. Problem Factors: This can range from a twenty minute check of general plan and zoning designations, previous permits and permitted uses, to ten or more combined staff hours required for feasibility evaluation. Generally, real estate agents, appraisers, and title insurance companies are specific and to the point when they are filling out a form and receiving help from the counter. Property owners, developers and speculators generally want more than zoning and general plan designations. They need explanations about geotechnical issues, flood zone, past design review restrictions, conditions of approval. They need to know which MACs, committees or other agencies need to be contacted, and-W at the authority these organizations have. They must als-o-find out whether the parcel is legal or requires small lot review. Extraordinary information requests include large scale development evaluations. Searching for files and reviewing microfiche is time consuming. Recently, an inquiry to the feasibility of having a cogeneration plant in one of the old vacant industrial plants included staff reviewing material, developing application strategy, and explaining state requirements. Unfortunately, the project was dropped due to engineering feasibility problems. VA:dg perfm98.rpt(4/21/98) A-19 ................. _._... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........_.... .. ........................ ..._..... ...._..... ......_.. ............ _........_. .__._..... .. .._...... ......... ......... ......... ......... Such time has not been directly compensated. It is particularly expensive when no application is filed following extensive staff discussion, investigation, and advice in the interests of economic development or service to the general public. Counter staff receive 1700-1800 preliminary inquiries per month (excluding direct calls to planning staff). Two planning technicians and a single APC clerk field calls and respond to these inquiries with backup periodically required by other planning staff. They are budgetedthrough e building permit fee surcharge and operating reserves, which are insufficient to cover costs. The cost is estimated at $403,000 for fiscal year 1996-97. The revenue estimated for this activity is $201,000. Recommendation: Seek ways to enable public to get additional basic property information without calling staff. (Some capital investment funds will be necessary to expand computer communication.) Some economy can be created by using a form faxed between staff and the inquirer. Additional information can be received by appointment. When a feasibility analysis is needed, a budget should be proposed and deposit collected to cover staff time expended. Alternatively a budget and funding source could be established to assist industrial/commercial feasibility analysis without charging the applicant. Charging the applicant for extended preapplication assistance may be criticized as anti- economic development. Board members have indicated the need for minimum level of service without a fee. It will be necessary to find an alternate source to cover this cost. 2. Application acceptance and preliminary review. Expectation: The application process is facilitated when the applicant has professional assistance in completing the application. Preliminary review is estimated to take one hour. Problem Factors: When an application is submitted, it comes - with varied levels of quality, detail, feasibility and potential for VA:dg perfm98.rpt(4121/98) A-20 ......... ......... .......... ........ . ........ ........ ... . ... .. ....... ............. ......... ......... ......... ......... ......... ......... ....... .. ......... . ... environmental degradation. Staff must sort through the details to determine whether the information is adequate, accurate, and complete or whether additional studies will be needed prior to resolution. Under the current process, applications can still be withdrawn with no fees to compensate for the time expended. Multiple return trips and meetings to clarify issues have taken as much as ten hours for combined staff time. For example, staff recently met with representatives of an automobile racing concern about the possibility of establishing a racing facility in the east county area. Staff from advance and current planning divisions spent about five hours researching, meeting and advising the potential applicant in the interest of economic development. No application has been filed. Likewise, staff spent about twenty hours meeting with the Renaissance Pleasure Faire operators on a site search; a site in Sunol, Alameda County, was selected, though it appears the County may see these applicants again. Investment in computer oyuipment and software is necessary since the LIS is not compatible with timekeeping systems and other needs. It takes 2-7 days for a file to appear on the time keeping system. Until a tracking system is integrated, early work tracking gaps causes confusion. Recommendation: Incorporate permit streamlining and Sierra System options to improve this step. 3. Site design constraints. Expectation:The site plans and design of development should include all required design constraints such as creek setbacks, protected or heritage trees, wetlands, etc. Problem factors: For those developers who hire the professional services of quality consultants, the required design constraints will be identified and a reasonable development plan will be proposed. For those developers who do not hire quality consultants, they will look at their land as having the ability to be fully developed from property line VA:dg perfm%.rpt(4/21/98) A-21 . . . ....... ..................................................................................................................................................................................... .............__..._. ......._. ......... ......... ......... ................__._...... ......._.. ......... ............ .......... ......... to property line. They cannot understand why they cannot build out to the top of the creekbank of fill in the wetland. Additional staff time is spent in educating these applicants on the design constraints required by the ordinance code or upon environmental review. Anger and frustration is experienced by these applicants whose expectations for development of their property keeps getting reduced. Recommendation: Develop design constraint maps on a community by community basis similar to those in the North Richmond area to assist applicant on design restraint requirements. 4. Public interest in application. Expectation: Staff expects no more than two calls for explanation during initial application processing.' Names should be taken by fax or clerical staff for future not►c`ng. Problem Factors: Upon receipt of the application for review, the number of calls per day that staff must answer can rise to as high as twenty for controversial developments in contested areas, particularly when the project is profiled by the press. Currently, staff must provide the same information over and over again, answer challenges, clarify rumors, and ignore personal insults. Staff cannot avoid these calls which greatly limit the number of hours available in a day staff has for research,analysis and report preparation. Applicants feel that this time should not be charged to their project since they see no benefit and such activity is not required by statute. Citizens feel they have the right to speak their mind to staff without delay, including insults. It would be easier to receive comments in writing so they can be a part of the record. Subdivision 8021, a recent infill proposal on Lucy Lane in the Saranap area, created about forty hours of extra staff work in this regard. Additional time is required where ',there are MACS. A recent small lot review (a single family house proposed on a lot below current zone minimum) took 5 additional hours responding verbally and in writing to the VA:dg perfm%.rpt(4/21;98) A-22 MAC, when staff was not able to accept their recommendations due to inadequate findings. Recommendation: Procedures for staff interaction needs to be established to insure timely response to citizens yet some protection from hour long phone conversations or a chain of repetitive discussion with neighbors, under tight budget constraints. 5. Application deemed complete. Expectation: Staff identifies additional studies and information that is needed to provide the hearing body with adequate information to make an informed decision. The applicant supplies the requested information and the application is deemed complete. Prctilem factors: Often times developers want to spend as little money up front during the application process as possible because of the risk involved over whether or not their project will be approved. As a result, a friction point is - established between the applicant and staff on providing additional information. The applicant's will often argue for conditions to be imposed requiring information and studies to be conducted after project approval. Often, additional staff time and costs are accrued understanding, presenting, and explaining marginal information supplied by the developer over time spent if the developer had supplied complete studies to begin with. Several years ago a developer of the old Pacheco School site would not provide the information necessary for a needed road realignment. Staff knew this would be an issue later on. During the subsequent improvement plan review, staff spent 100 hours attending night meetings with the community and hearings before the Board to finally work through the issues on the road alignment, following submittal of complete information. VA:dg perfm98.rpt(4/21198) A-23 . ........................................................................................................................................................................... ..... ......... ......... ......... ......... .._...... ......... ......... ................._.._.... ...................._................ Recommendation: Policies and criteria should be established for the standard of information necessary before an application can be accepted as complete. 6. Preliminary environmental analysis. Expectation: Staff can normally design and prepare the appropriate initial study, and review subsequent documents within 8 hours. Problem Factors: Determination must be made that the application is complete within thirty days of submittal, regardless of other activity in the office. Following this determination, staff begins to prepare the environmental documents. Extra demand for staff time cremes from two sources. Calls from applicants and applicant supporters stress the need for staff restraint in requirements. Calls from opponents stress the need for extensive review and additional studies. For example, applications for communication towers, one in the Lafayette area, one in the Martinez area, were considered in 1995. Although the federal government has determined there is no evidence of health hazards from electromagnetic radiation from these towers, it took a great deal of time discussing the issue with citizens. In order to complete environmental analysis, staff may request additional studies for traffic, geology, biology, or other topics. Upon receiving these requests, developers often request a delay. Staff is requested to keep the application on file, but delay processing until the applicant decides what to do about additional studies or project review. Meanwhile, staff may spend time responding to press reports, calls and anger from opponents because there is no progress. The applicant does not want to withdraw to preserve possible vesting rights and does not feel that there should be any cost attributed to them for unlimited delay. Every time an issue comes up regarding this application on hold, staff must re- review the file. The Clayton Ranch subdivider did not respond to continuing requests for information and the process was VA:dg perfmWrpt(4/21/98) A-24 stalled for approximately six years. When information is submitted, it often comes in pieces. Assembling the file and keeping track of bits of information can be extraordinarily time consuming. Recommendations: Standards for information submittal and timeliness of response have to remain consistent with State permit streamlining requirements but should place more responsibility on the applicant. It is reasonable to question if staff is making the process unnecessarily time consuming and cumbersome, but applicant-caused delays need to be documented as well. 7. EIR preparation required. Expectation: The EIR was established as an information document to ensure that decision makers had all the facts about potential environmental issues before they made a decision on a project. In a noncontroversial project, the process works as it should--information is presented, public reviews it, comments are made, comments receive response, and when justified and possible, changes are made in the document. The county must determine the EIR is adequate before it can approve the project. Problem Factors: When a proposed project is controversial, it is commonly known that attacking the environmental process is the simplest way to kill the project. The concept of sufficient information is a fallacious concept. There is no commonly accepted standard for "sufficient". It is common for opponents to establish presumptions that are hypothetical, fabricated or incorrect which require significant cost to address and clarify. In a recent EIR on the transfer of Northern California water entitlement from Kern County to Alameda/Contra Costa County, the lead agency was asked to analyze the potential for plague. Yet, no issue was raised about twenty times the amount of water from the same location being transferred to Southern California counties. The concept of full disclosure of a good faith reasoned analysis is often lost in an effort to challenge the project. Project deliberation becomes a function of the courts. The amount of time preparing for court and VA:dg perfm98.rpt(4/21/98) A-25 in settlement negotiations can take hundreds of hours on the issue of whether sufficient information was provided or could have been provided. To protect the public's right to comment, there is no penalty for opponents who challenge the EIR with the purpose of killing the project using tactics that are intended to bankrupt the project. A major unexpected expense to the County is preparing the record. Ultimately, if the applicant loses in court or is denied, collection of outstanding bills can become difficult. Holding up the process to make the applicant settle accounts can violate permit streamlining. Recommendation: Require greater disclosure on the part of the opponent regarding standing and intent. Seek greater contribution for the expense from opponents. 8. Project review. Expectation: Processing times vary considerably depending upon the complexity of the proposal and difficulty of the site. The preparation of an environmental impact report adds substantially to the time required for project evaluation. The following table is illustrative of the hours needed to evaluate a project application. (Where an EIR, mitigation monitoring, and findings are required, these times may double.) Land Use Permit 6-8 hrs (simple) 16-32 hrs (complex) Minor Subdivision 6-8 hrs (flat) 16-20 hrs (slopes, creeks) Subdivision 8-10 hrs (flat) 16-24 hrs (slopes, creeks) Rezoning 8-10 hrs (standard district) 40-48 hrs (planned unit development) Development Pian 6-8 hrs (standard district) 20-32 hrs (planned unit development} VA:dg perfm98.rpt(4121198) A-26 Problem Factors: The project application may be complete, but that does not mean the project is well designed, well conceived, or compatible with the area. Developers often ask for more units or more extensive grading than they expect to receive in the entitlement. This allows them negotiating room. The problem with this approach is that it creates unnecessary work for staff. The neighborhood opposition grows more hostile when the project is poorly designed, the project proposes higher density than the surrounding area, or the proponent demonstrates insensitivity to neighbors. Invariably, the staff is blamed for the proposal. Subdivision 8021, located on Lucy Lane,demonstrated the outcome of these traits. Despite the fact that staff may recommend changes, the proponent has the right to pursue their plans. The casualty becomes processing efficiency, through increased challenges and objection, and time lost in repeat meetings requesting correction or additional information. Applicants have also requested alternative approaches, and then argued against fees for time spent trying to resolve the issues created by the proposed change. Each trip to the field, to inspect some aspect of the property or meet with neighbors, takes 3 hours. Recommendation: Separate staff compliance from neighborhood compatibility issues as proposed in the permit streamlining process. VA:dg perfm%.rpt(4121198) A-27 _....... ......... ......... .._...... 11.11 _ ... ........_..... .._...... ......... ......... ......... ......... ......... . ..........................................................................................................................................................1111...... ......................................................................................... 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TIMM l e a �• t t s a" let S all hag 13 , L TiiliaS SdEstS S Ifli � g� J. M let r fill gill 03 ass va:dg perfm98.rpt(4/21/98) 1-55 _ _. ................... . ........ . . .. .... . ... .. . PARTNERSHIPS Last year, departments were asked to identify partnerships they had undertaken with other jurisdictions. This information was added to efforts of cities, special districts, and school district to produce a summary report by the County Administrator for the Contra Costa County Charter Commission. This has prompted an update of Agency information. In order to efficiently and effectively respond to community needs in the redevelopment, housing, and community service areas, the Agency has relied on partnerships. The partnerships are with community based organizations,the private sector,other public agencies, and community residents. Partnerships work best in situations where the County and its partner have both a policy and financial interest, and agreement on objectives. 1 . Building Inspection BID contracts with five cities(Clayton, Hercules, L.afp.,ctte, Moraga, and Ornda)to provide permit processing, planchecking, and field inspection services. • The Neighborhood Preservation program contracts with cities to provide loans in their area. 2. Community Development • Overforty contracts with community based organizations for the funding of public services including youth, senior, crisis intervention, and housing/homeless services. Many of these agencies are funded by other County departments. • First source hiring agreements with private employers receiving redevelopment and/or housing assistance. The agreements include partnering with the County's Private Industry Council and, in the North Richmond area, Rubicon Programs, a community based organization. Partnering with non-profit housing development corporations has become the major way of achieving the new development of permanent affordable housing for very low income households. Critical to this is the use of local funds (redevelopment, CDBG, HOME, etc.)with federal VA:dg perfm%.rpt(4/21/98) 1-56 ......... ......... ......... ......... ......... _...._... .............._._... ......... ......... ......... ......... ......... ......... ......... ................. _._.. _........ ......... ......... ......... ......... • The Recycling Market. Development Zone (RMDZ), was formed for the purposeof attracting new businesses to the area or encouraging existing businesses to increase in size. The RMDZ works with businesses that can utilize recyclable materials in the manufacture of new products and assists them in obtaining low cost loans from the State for the purpose of initiating or expanding a business within the Zone. » The County franchises with private solid waste haulers to provide for solid waste, recycling and greenwaste services to unincorporated area residents. Bay Planning Coalition; the County interacts with private industry as well as public entities on projects such as dredging and disposal, wetlands issues and other topics of interest. • California Marine /Navigation Conference; The County is one of many Ports and Harbors as well as other governments in California which are involved in CMANC as a united front to assure that Legislators in Washington and Sacramento are aware of the issues facing ports and harbors as well as to help assure continued federal funding for dredging projects. • Biodiversity Task Force; The County, with other federal, state and local agencies as well as developers and landowners work together to plan for preservation of species as well as permit streamlining. Ship Channel dredging and disposal; the County and the federal government deepen and maintain ship channels to continue industrial viability within the County. • Delta Science Center, a large contingent of parties including schools, local government and other agencies, as well as other public/private entities work together to develop a world class' science center to highlight delta issues and provide a laboratory educational outlet for children. • San Luis Drain; the County has entered into lawsuits with other agencies as well as environmental groups on the; potential San Luis Drain extension through the County and the Grassland Bypass (use of the existing San Luis Drain). VA:dg perfm98.rpt(4/21198) 1-58 .... . ........ ....................................................................................................................................................................... .................. .......................................................................................... ........ 0 Contra Costa Economic Partnership ---work with the Partnership in its efforts to study jobs on housing and provide suggested policy to area decision makers. At the direction of the Board of Supervisors, Community Development, Public Works, and Health Services executed a Memorandum of Understanding to coordinate their responsibilities for bicycle projects and programs. The activities of these Departments are integrated under the moniker.GO BIKE! The goal of GO BIKE! is to increase the use of bicycles by five times the current level. This goal was established by the Countywide Bicycle Advisory Committee. GO BIKE! will achieve this goal through actions taken by the County and through partnering with other agencies that are implementing bicycle transportation projects locally. The Recycling Market Development Zone (RMDZ) is a partnership with the cities bordering the west, north and east portions of the County. The County has joined with 5 Central County cities to form the Central Contra Costa Solid Waste Authority which franchises with private haulers to provide for solid waste and recycling services. The County has entered into a contract with the West Contra Costa Integrated Waste Management Authority for the purpose of providing for development and administration of the Integrated Resource Recovery Facility. The County is currently exploring the possibility of becoming a voting member of the Authority. The County works with local Sanitary Districts and Service Districts to provide for Memoranda of Understanding (MOUs) and Local Advisory Committees. These agreements provide a mechanism for working with the private companies to provide for the necessary Source Reduction and Recycling programs as required by the State. A consortium consisting of the County and several Cities has proved to be the most cost-effective means of providing home composting workshops and discounted compost bins for area residents. Planning for several Bay Area Wide source reduction and recycling programs includes representatives from many cities and counties throughout the Bay Area. The County has participated at the planning level through both staff participation and funding and is providing ordination functions to the Cities within the County. program co VA:dg perfm%.rpt(4/21/98) ......................... .......— ............... ...................................... ......... ......... ......... ......... ......... ......... ..... .......... _........ ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ___.._.. _ _._ ................. ......... . ........ ......... Participation has provided the County with very cast effective media coverage. • East County Water Management Association: The County has joined with 9 other agencies to form the ECWMA; to assess alternatives for future water supply assurance in the east County area. The ECWMA considers pooling of resources and other opportunities and furtherance of common objectives such as determination of firm yield and source of groundwater resources to better understand quality and quantity of groundwater as a sole source of water and the potential for conjunctive use. • Ship Channel dredging and disposal (federalflocal): The federal government requires a local sponsor for all navigation projects. The County is the local sponsor for the Baldwin Ship Channel dredging project, the Southampton deepening project, and the Suisun Channel/New York Slough channel maintenance project. The County passes costs incurred on these projects to industry,the beneficiaries of channel work. • West County Waste Authority: Joint planning effort among the West County cities in the area of garbage disposal. (San Pablo) • Cost of solid waste services: Cooperative agreement with central county cities and the County. Central county cities, the County, and Central San, rebid solid waste services, substantially dropped the cost of service to the customers, and is cooperating in the management of collection services. • Cooperative agreement with the cities: The cities, the County, and Central San banded together to provide a more economical joint defense against the lawsuit from Acme Fill regarding responsibility for closure costs. • Contract resulting from a competitive bid with the Community Development Department. (Private Industry ;Council) Provides Community Development Block Grant funded entrepreneurial training to small business owners within the CDBG target groups. • Contra Costa County, in cooperative agreements with various cities and districts, has developed the CCC Clean Water program. The District is one of two sanitary agencies doing storm water inspections for eleven cities in the County. VA:dg perfm98.rpt(4!21198) 1-60 .................................................................................................................................................................................................- The Community Development and Public Works Departments meet with the development community on a quarterly basis to discuss issues. The permit streamlining project came out of these discussions. CDD staff, elected members from the County, Town of Danville, and City of San Ramon meet as the Dougherty Valley Oversight committee to monitor progress on the development of Dougherty Valley and monitor mitigation efforts related to the development. CDD staff, elected members from the County, and the Town of Danville meet as the Alamo Springs Ad Hoc Advisory Committee to consider issues related to the Alamo Springs development project. 3. Transportation (Community Development/Public Works) East Contra Costa Regional Fee and Finance Authority: The cities of Antioch, Brentwood and Pittsburg and the County established a Joint Powers Authority to manage the expenditure of developer fees for the purpose of constructing regional transportation improvements in eastern Contra Costa that will help accommodate new development. This year the Authority leveraged developer fees to secure state, federal, and Measure C funds for State Route 4 freeway improvements. Also, the Authority initiated a Major Investment Study for State Route 4 East, in cooperation with CCTA. Tri Valley Transportation Program: The cities of Danville, San Ramon, Dublin, Pleasanton, and Livermore, along with the counties of Alameda and Contra Costa, are working on a joint regional transportation mitigation fee to help fund a list of transportation projects in the Tri Valley area. Vasco Road Safety Improvement Project: Recognizing the importance of Vasco Road to our residents in Eastern Contra Costa County, the cities of Antioch and Brentwood, the Contra Costa Transportation Authority, Alameda County, and Contra Costa County formed a partnership to prepare a project study report to improve Vasco Road and to collaborate to advocate the project for outside funding. South County Joint Exercise of Powers Agreement: The cities of San Ramon, Danville and the County executed this agreement to govern the sharing of developer fees for use in constructing regional transportation VA:dg perfm9g.rpt(4/21/98) 1-61 . .... .......................................................................................................................................................................................................................... ....... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... improvements in the San Ramon Valley that will serve new development. • Regional Transportation Planning Committees: The County has executed various agreements with every city in Contra Costa, forming committees of elected officials to cooperatively address transportation planning issues in Vilest County (WCCTAC), North Central County (TRANSPAC), Southwest County (SWAT Committee), the Tri Valley area (TVTC) and East County (TRANSPLAN) The WCCTAC agreement was modified this year to implement the regional transportation development fee by local jurisdictions. • Contra Costa County Congestion Management Agency: The County has executed a cooperative agreement with the cities of Contra Costa, designating the Contra Costa Transportation Authority as the Congestion Management Agency for Contra Costa. This agency provides a countywide forum to cooperatively address transportation planning and spending priorities. • East Contra Costa Region:The County and its Redevelopment Agency, the cities of Antioch, Brentwood, and Pittsburg, and the Contra Costa Economic Partnership established a regional marketing initiative for economic development. • Private Industry Council: Partnered with the PIC to develop a One Stop employment and training system for employers and residents. • JPA with East County cities: Implementation of the State Route 4 Bypass. The County staffs the Authority and provides staff to administer, design, construct, and maintain the facility once it is built; a $150 million project. • JPA with the City of San Ramon and the Town of Danville for South County Fee JPA to jointly assess development to mitigate impacts on the region's arterial. Funds are collected and distributed to each agency for projects within its boundaries. • Cooperative agreement with the City of Richmond for El Sobrante Area of Benefit. The city and county adopted the same project list and the same amount of traffic mitigation fee to jointly develop projects and pool the fee revenue. VA:dg perfm%.rpt(4/21/98) 1-62 • Cooperative agreement with the General Services Department was reached to operate a commuter van pool program for County employees. • JPA with the Cities of Antioch, Brentwood, and Pittsburg was formed to jointly administer the regional traffic fee with an annual budget of $10 million. • JPA with West Contra Costa County Transit Authority was formed to operate public transit service in West County. • JPA with Eastern Contra Costa County Transit Authority was formed to operate public transit service in East County. • JPA with Central Contra Costa County Transit Authority was formed to operate public transit service in Central County. • Contract developed in cooperation with West Contra Costa Transit Authority and Health Services to support the Martinez 30Z bus route which coordinates the operation of public transit ser•:'cc between West County and Martinez. • MOU reached in cooperation with Health Services and Public Works on the "Go Bike" program which coordinates the Bicycle Transportation Program. • JPA among four jurisdictions. The TRANSPLAN Committee was formed to coordinate transportation planning issues of common concern. 4. Public Works • Agreements and JPA's between the County and the City of San Pablo. These have generally involved replacement of sewer pipes, upgrade of district facilities, as a part of other construction projects and implementation of road construction projects. • Cooperative agreement with General Services. The Ground Maintenance Division of GS provides maintenance services for a variety of landscape and lighting districts, and designs and>installs landscaping in some parks. VA:dg perfm98.rpt(4121/98) 1-64 ................................................................................. • Contract between the County and Town of Danville since 1982 for signal maintenance. • Cooperative agreement with the General Services Department. The Building Maintenance Division of GS maintains traffic signals in County areas. • Contract with the State of California, cities in the County, and the General Services Department to maintain so,ne traffic signals in the County. • Contracts with eleven cities and eleven special district to create and maintain a computerized mapping system. Members of the partnership are able to obtain maps and mapping products at a significantly lower price than non-members. • Contracts with the County Flood Control District and the Mt. Diablo Unified School District to perform soils testing and monitoring of subsurface ground water. • Cooperative agreements with almost all cities in the County and the County Flood Control District to collect drainage area fees. Agreements have established this process which ensures collection prior to approval of final maps and building permits in incorporated areas. This simplifies fee payment for applicants since they only need to pay at one place. • Contracts with the cities of Brentwood, Danville, Hercules, Lafayette, Martinez, San Pablo, Fairfield, and Vacaville, together with the Contra Costa Transportation Authority, Brentwood Redevelopment Agency, County Redevelopment Agency, and Solano County. The Real Property Division provides a variety of real property services to many other public agencies. These services include appraisal, negotiations, relocation, condemnation assistance, project supervision, sales and general consultation. Most small public agencies do not have enough real estate work to warrant a full-time staff of real property agents. • Contract with Diablo Water District to provide operation and maintenance services to the County for four well systems on Bethel Island and Knightsen. • Cooperative agreement among seventeen cities, the County, and the Flood Control District. Permitting and administration of the Federal Clean Water Program. The County, with the advice and consent of the VA:dg perfm98.rpt(4/21/98) 1-65 ........... ....................... ................................................................... ..........11................................................................................................. ..............I....................................................... ... .................. , cities, sets and collects the taxes for each jurisdiction and serves as staff. All partners meet monthly to provide administrative and policy direction. VA:dg perfm98.rpt(4/21/98) 1-66 SECTION II RESOURCES SECTION IIA - FINANCIAL RESOURCES The following pages detail the Agency departments' financing by Budget Unit No. VA:dg perfm98.rpt(4/21/98) I1-2 COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: GENERAL ROAD FUND REVENUE CLASSIFICATION: BUDGET UNIT NO. : 0006 FUNCTION: PUBLIC WAYS & FACILITIES FUND: ROAD ACTIVITY: PUBLIC WAYS FUND NO. : 1108 t,rtttwwwttwtttttttwtwwwwwwtttwtttttttttttttttwttttttttttttttttttttwwwtwttttttttw FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 ------ ------------ ------------ ------------ ------------ FINANCING SOURCES 14,363,196 14,454,976 14,002,000 14,002,000 < ------------ ------------ ------------ ------------ TOTAL FINANCING 14,363,196 14,454,976 14,002,000 14,002,000 ssssasss:ssf Wommussas:sa WWWOMWWWWWss =W=W=maeca:a POSITIONS 0 0 0 0 Purpose Statement This budget unit includes the revenues which funds Road Fund activities budgeted in Road Construction (0662) , Road Maintenance (0672) , Miscellaneous Property (0674) , and Administration (0676) . The predominant revenue is from gas tax but also includes interest earnings, property sales and fees. Summary Qf Budget Actions No adjustments were made to the Proposed Budget . VA:dg perfm98.rpt(4!9198) II-3 ..... ,;.:. COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 BUDGET UNIT: CO DRAINAGE MAINTENANCE CLASSIFICATION: BUDGET UNIT NO. : 0330 FUNCTION: PUBLIC PROTECTION FUND: GENERAL FUND ACTIVITY: FLOOD CONTROL & SOIL CNSV FUND NO. : 1.003 FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES. 1995-96 1996-97 1997-98 1997-98 ____ ________ ____._.__. . SALARIES & EMPLOYEE BENEFITS _ _ SERVICES ANT► SUPPLIES 372,245 481,773 389,968 389,968 OTHER CHARGES is 48 32 32 FIXED ASSETS ____________ ____________ ____________ ------ GROSS EXPENDITURES 372,263 481,821 390,000 390,000 INTRAFUND TRANSFERS ____________ ____________ -----_------ ------------ NET EXPENDITURES 372,263 481,821 390,000 390,000 ----w ---V -- LESS: SPECIFIC FINANCING 364,580 489,231 390,000 f-390,000 ------------ ------------ ____________ ------------ NET COUNTY COST 7,683 (7,410) Wwommmrasssa Wommannumanyx Its=ttsiltM�tMf ss Ilt ala:if Yt tlR al l[ts1s POSITIONS 0 0 0 0 PuZMoge Statement To maintain County Owned or operated drainage facilities and provide engineering assistance and advice to citizens regarding drainage matters. BLmmary of Budget Act �nn-g No adjustments were made to the Proposed Budget. VA:ag perfm98.rpt(4(9/98} Ii-4 ......... ......... ......... ......... ......__. ._.. _._. ......... ......... ......... ......... _.._..... ......... ......... ......._.__. ....._ ..._._...... __... COUNTY OF CONTRA COSTA COUNTY BUDGET FORM STATE CONTROLLER STATE OF CALIFORNIA SCHEDULE 9 COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL (1985) BUDGET FOR THE-FISCAL YEAR199796 ------------------ CLASSIFICATION: BUDGET UNIT: BLDGS INSP LAND DMPMNT FUNCTION: PUBLIC PROTECTION BUDGET UNIT NO. : 0341 ACTIVITY: PROTECTIVE INSPECTION FUND: LAND DEVELOPMENT FUND FUND No. : 1103 «+rtttaaattt«t««aaattt««t«tt«tt«a««tttt««««aattttaattt««ttt«t«t««t«tt««t««t««tt«« FINANCING ACTUAL ACTUAL PROPOSED ADOPTED 6 1996-97 1997-98 1997-98 1995-9 USES/SOURCES ------------ ------------ ------------ -$ENEFITS SALARIES & EMPLOYEE -- 65 1,206,810 2,682,368 3,348,680 1,172, SERVICES AND SUPPLIES63032,389 32,389 OTHER CHARGES 16,567 202,096 129,293 129,293 FIXED ASSETS --- ------------ ------------ GROSS EXPENDITURES 3,593,627 3,962,963 6,016,085 6,682,377 INTRAFUND TRANSFERS - --------- ----- -------- - NET EXPENDITURES _3,593,627 _--3,962,963 ---6,016,085 --6,682,377 --------- LESS: SPECIFIC FINANCING ---4-298-295 -_-4,787,289 ---4-268-854 ---4-268,854 FUND BALANCE REQUIREMENT (704,666) (824,326) 1,747,231 2,413,523 satnuawws=sss wwwwwwwanus: now-w-woun .POSITIONS 43 48 46 48 a,�rn4se fi�'ate�nent To protect public health and safety by enforcing building construction and other related regulations. e --�� of Budges+' Actione The Adopted Budget reflects increases . in appropriations due to rebudgeting unspent monies from fiscal year 1996-1997. 4 VA:dg perfm98.rpt(4/9198) I-5 COUNTY OF CONTRA COSTA STA"L"E CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: COMM DEV-LAND DEVELOPMENT CLASSIFICATION: BUDGET UNIT NO. : 0352 FUNCTION: PUBLIC PROTECTION FIM; LAND DEVELOPMENT FUND ACTIVITY. OTHER PROTECTION FUND NO. : 1103 FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES . 1995-96 ' 1996-97 1997-98 1997-98 SALARIES & EMPLOYEE BENEFITS 5,835 90,790 SERVICES AND SUPPLIES 4,118,422 3,848,760 4,115,645 3,722,029 OTHER CHARGES 200,000 252 182,259 182,259 FIXED ASSETS 43,006 ------------ ------------ ------------ ------------ GROSS EXPENDITURES 4,367,263 3,939,802 4,297,904 3,904,288 INTRAFUND TRANSFERS ------------ ------------ ------------ ------------ NET EXPENDITURES 4,367,263 3,939,802 4,297,904 3,904,7.88 ------------ ------------ ------------ ------------ LESS: SPECIFIC FINANCING 4,188,049 3,907,141 3,992,701 3,992,701 FUND BALANCE REQUIREMENT 179,214 32,661 305,203 (88,413) aaasssaaaaaa aaaaerasaaaaa saaaartmmuftaa aeaaaaasarara POSITIONS 0 0 0 0 To provide an 'attractive environmental setting for both residents and employer/employees by facilitating the land-use regulations and applicable laws associated with development and community facilities including the fields of transportation, water quality and conservation. Summary of EL dget Act ' 4 txz"t+� Adjustments to the Proposed Budget are the result of a shift of some -expenditures to the 1996-1997 fiscal year. va:dg perfm98.rpt(4/9/98) ' ff-6 ......... ......... ......... ......... ......... ......... ......._. ....._.................... ..... ......... ......... ......... ......... _...._._. COUNTY OF CONTRA COSTA STATE OF CALIFORNIA COUNTY BUDGET FORM STATE CONTROLLER USES SCHEDULE 9 COUNTY BUDGET ACT BUDGET UNIT FINANCING DETAIL (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------- CLASSIFICATION: BUDGET UNIT: COMMUNITY DEnLOPMENT FUNCTION: PUBLIC PROTECTION BUDGET UNIT NO. : 0357 ACTIVITY: OTHER PROTECTION FM: GENERAL FUND FUND NO. : 1003 *tttt!**ttt###♦it*i#ttt***tt*t##**iit#*tttt*ttt*#t**#t t'1tt##ttttittttt#i*#t#t*t** ACTUAL ACTUAL PROPOSED ADOPTED FINANCING 1995-96 1996-97 1997-98 1997-98------------ - USES/SOURCES ------ ------------ __ ------7778__ SALARIES-C,- 3,179,692 3,185,158 3,546,659 3,546,659 776,000 778,477 644,467 644,467 SERVICES AND SUPPLIES 15,496 743,330 151600 530,600 OTHER CHARGES 29,198 14,114 -- FIXED ASSETS ---------- ------------ ------------ ----7887-- GROSS EXPENDITURES -- 4,000,386 4,721,079 4,206,726 4,721,726 (2,736,869) (2,978,313) (3,080,471) (3,080,471) INTRAFUND TRANSFERS _ --------- ------------ ------- 1,263,517 1,742,766 1,126,255 -1,641,255 NET EXPENDITURES __ _-- -----940,571 703,321 -----861,255 861,255 LESS: SPECIFIC FINANCING -----___-_ 780_0__ 8878_ --•-7787-- 265,000 NET COUNTY COST 7e0,000 322,946 1,039,445 !l7f iiiilifi iii i'i if lilif !i!!iliiliii t!!f!!!liffi 48 48 POSITIONS 49 48 PLrD�se atar_ement ent To provide County residents with a suitable ac© mun t ct fac l tiesnmand p adoption of development, Y by facilitating environmental policies and regulating the use of land in accordance with County policy and applicable laws. Syjmma� of and-gar A ti-C= The Adopted Budget was increased by $515,000 due to rebudgeting Keller Canyon Mitigation monies and financing the Keller Canyon Property Valuation Program. f VA:dg perfm98.rpt(4/9/98) 1{-7 Com-rrY OF CONTRA COSTA STATE CONTROLLER STATE Or CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR TIME FISCAL YEAR 1997-98 ---------------------------------- SUDGST UNIT: KELLER SRCHRGE/MITGN FROG CLASSIFICATION: BUDGET UNIT NO. : 0473 FUNCTION: HEALTH AND SANITATION FUND: GENERAL FUND ACTIVITY: SANITATION FUND NO. : 1003 rrr�►+r*tttt*t+ttttrrtrtttrrttrrt+rtrtrtrt**trttrrtrrrtrrtrtt+rtrt*wttttrrt,►rttrrrrr FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 ' 1996-97 1997-98 1997-98 -------------------- ------------ ------------ ------------ ------------ SALARIES i EMPLOYEE BENEFITS SERVICES AND SUPPLIES 812,209 738,831 758,546 758,546 OTHER CHARGES 45,000 FIXED ASSETS 82,888 GROSS EXPENDITURES 895,097 783,831 758,546 758,546 INTRAFUND TRANSFERS ------------ ------------ ------------ ------------ NET EXPENDITURES 895,097 783,831 758,546 758,546 LESS: SPECIFIC FINANCING 600,261 855,626 758,546 758,546 NET COUNTY COST 294,836 (71,795) POSITIONS 0 0 0 0 Pu=oag Statement To perform a variety of resource recovery activities; that will enable . . the County to reduce by 5G%- landfill deposits by 1994, as required under California State Law (SB 939) . Activities include collecting and preparing County paper products for sale and reuse and storing and distributing recycled paint. Summary of Budggt Actions No adjustments were made to the Proposed Budget. V A:cif; perfm98.rpt(419/9,8) Ef-8 .1.111. _ _ ..........1.1.11. .... ............. ......... _........ ......... _................... ......._. ......... ..._..... ._......... __..._.. ............. __ __...__. _......._.._..._. COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR.1997-98 ---------------------------------- BUDGET UNIT: COMMUN DEVELOPMENT GRANTS CLASSIFICATION: BUDGET UNIT NO. : OS90 FUNCTION: PUBLIC ASSISTANCE FUND: GENERAL FUND ACTIVITY: OTHER ASSISTANCE FUND NO. : 1003 ttttttttttttttetttttttttttttttttttttttttttttttttt+ttttttttttttttttt:tttttttttttt FINANCING ACTUAL. ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 -------------------- ------------ ------------ ------------ ------------ SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 4,592,568 5,330,968 5,310,418 5,310,418 OTHER CHARGES FIXED ASSETS 4,194 4,769 25,000 25,000 ------ ------------ ------------ ------------ GROSS EXPENDITURES 4,596,762 5,335,737 5,335,418 5,335,418 IN'TRAFUND TRANSFERS NET EXPENDITURES 4,596,762 5,335,737 5,335,418 5,335,418 LESS: SPECIFIC FINANCING 4,579,961 5,341,402 5,335,418 5,335,418 NET COUNTY COST 16,801 (51665) rsssrrssssss ssasssssarss ssssssssssss sasasssrrsrr POSITIONS 0 0 0 0 gyr„oe Statement To provide grant assistance to the County to undertake activities which promote the development of viable urban communities, by providing decent housing and a suitable living environment and expanding economic opportunities, principally for persons of low and moderate income. Summary of Budget Actions . No adjustments were made to the .Proposed Budget. VA:dg perfmWtpt(4/9198) �� 9 __ _ _ COUNTY OF CONTRA>COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: HOUSING REHABILITATION CLASSIFICATION: BUDGET UNIT NO. : 0591 FUNCTION: PUBLIC ASSISTANCE FUND: GENERAL FUND ACTIVITY: OTHER ASSISTANCE FUND NO. : 1003 ttrtttttrttrtttttrrrttrt+tort+rttttrr+r+rtttt+ttr++ttrttttttatettttttttttrtrrrt FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-961996-97 1997-98 1997-98 - - ------------ ------------ SALARIES SEMPLOYEE BENEFITS 184,537 188,964 1841906 184,906 SERVICES AND SUPPLIES 74,427 44,055 45,294 45,294 OTHER CHARGES FIXED ASSETS ------------ ------------ ------------ ------------ GROSS EXPENDITURES 258,964 233,019 234,200 230,200 INTRAFUND TRANSFERS ------------ ------------ ------------ ------------ NET EXPENDITURES 258,964 233,019 230,200 230,200 ------------ ------------ ------------ ------------ LESS: SPECIFIC FINANCING 227,808 243,317 230,200 230,200 NET COUNTY COST ------31,156 (10,298) i i!ii!!!!iii i!i!ii!!ii i.! POSITIONS 4 4 4 4 D_u pQse Statement To assist in the development of viable communities by ,providing decent housing and a suitable living environment in the community, principally for persons of low and moderate income. Bummary Qf Budget Actions No adjustments were made to the Proposed Budget. VA:dg perfm98.rpt(419198) ..............................................................................................................................................I.................................... ..............................................................-........-..... COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: AFFORDABLE HOUSING CLASSIFICATION: BUDGET UNIT NO. : 0596 FUNCTION: PUBLIC ASSISTANCE FUND: AFFORDABLE HOUSING SP REV ACTIVITY: OTHER ASSISTANCE FUND NO. : 1113 FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 -------------------- ------------ ------------ ------------ ------------ SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 928 932 2,330,424 2,458,275 OTHER CHARGES FIXED ASSETS ------------ ------------ ------------ ------------ GROSS EXPENDITURES 928 932 2,330,424 2,458,275 rNTR.AFuND TRANSFERS ------------ ------------ ------------ ------------ NET EXPENDITURES 928 932 2,330,424 2,458,275 ------------ ------------ ------------ ------------ LESS: SPECIFIC FINANCING 298,593 128,784 35,000 35,000 ------------ ------------ ------------ ------------ FUND BALANCE REQUIREMENT (297,665) (127,852) 2,295,424 2,423,275 mmummum=Wnum POSITIONS 0 0 0 0 Purmose Statement To provide financing for affordable housing projects throughout the County. Summt of Budget Actions The Adopted Budget was increased based on 1996-1997 fund balance availability. VA:dg perfmWrpt(41/9/98) .......... ..............................................- ......... ......... ......... ......... ...._.... 1111 .. . .......... .......... ......... .........._._...._._.._. ............... . ......... ......... ................... COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL-YEAR.1997-98 ---------------------------------- BUDGET UNIT: PUBLIC WORKS CLASSIFICATION: BUDGET UNIT NO. : 0650 FUNCTION: PUBLIC WAYS & FACILITIES FUND: GENERAL FUND ACTIVITY: PUBLIC WAYS FUND NO. : 1003 FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 -------------------- ------------ ------------ ------------ ------------ SALARIES & EMPLOYEE BENEFITS 15,551,947 15,793,507 17,392,905 17,392,905 SERVICES AND SUPPLIES 4,790,692 5,002,832 4,901,595 4,901,595 OTHER CHARGES 35,569 23,955 8,890 8,890 FIXED ASSETS 221,281 150,015 237,630 237,630 - GROSS EXPENDITURES 20,599,489 20,970,309 22,541,1)20 `22,541,020 INTRAFUND TRANSFERS (15,053,080) (15,462,164) (16,427,901) (16,427,901) NET EXPENDITURES 5,546,409 5,508,145 ---5,113,119 -6,113,119 --- --- -- LESS: SPECIFIC FINANCING 5,343,175 5,465,259 5,929,000 5,929,000 ------------ ------------ --------+--- NET COUNTY COST 203,234 42,886 184,119 184,119 oaw==ws:=a=as eswwwwaasa warm a twsaca,wwUmmum nawwsasarwwMa w POSITIONS 258 262 262 262 PUrnn9e StateMent To design, construct, and maintain County roads and provide a variety of other services in the areas of general engineering, flood control and transportation. Summary of Budget Artiona No adjustments were made to the Proposed Budget. VA:dg perfm98.rpt(4/9/98) II-12 COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE.,-.. (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: PUB WKS-LAND DEVELOPMENT CLASSIFICATION: BUDGET UNIT NO. : 0651 FUNCTION: PUBLIC WAYS FACILITIES FUND: LAND DEVELOPMENT FUND ACTIVITY: PUBLIC WAYS FUND NO. : 1103 tkk*#*#*t*##t##t#tktk**##*##k##***k#****#*ttktk***k***#**#t#t*t#t#tt*ktk#*kt*t*# FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 2,041,691 2,391,488 2,406,300 2,415,085 OTHER CHARGES 25,892 FIXED ASSETS ------ ------------ ------------ ------------ GROSS EXPENDITURES 2,067,583 2,391,488 2,406,300 2,415,085 INTRAFUND TRANSFERS (404,719) (504,112) (450,000) (450,000) NET EXPENDITURES 1,662,864 1,887,376 1,956,300 1,965,085 - LESS: SPECIFIC FINANCING 1,641,287 1,883,454 1,956,300 1,956,300 FUND BALANCE REQUIREMENT --- 21,577 3,922 8,785 aaaaaaarraas aaaasarasaaa sera:aa:sass raararraaaas POSITIONS 0 0 0 0 Purpose Statement To provide engineering services related to land development and to regulate subdivision and public improvement development in compliance with Subdivision Map Act and other state and local laws. SumMary of Budget Actions The Adopted Budget reflects increases in appropriations due to rebudgeting unspent monies from fiscal year 1996-1997. VA:dg perfm98.rpr(4/9/98) !!-13 :.. ..................... _. .._..__._...._. _.. ....._... ._...._.. ............._..._.... ......_._. ......... ......_. ......... ......... ......... ......... ......... ......... ....._... .______..... ......... ....._... ......... e COUNTY OF CONTRA COSTA STATE CONTROLLED STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: ROAD CONSTRUCTION CLASSIFICATION: BUDGET UNIT NO. : 0661 FUNCTION: PUBLIC WAYS & FACILITIES FUND: GENERAL FUND ACTIVITY: PUBLIC WAYS FUND NO. • 1003 *****####t**#ttt*t*#*t##tt#t#t#*tt#***ttt##*#4#**t#**###****ttt#####**t*tttt*##* FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 2,065,559 2,557,889 2,480,858 2,480,858 OTHER CHARGES 271,198 1,916,530 2,966,000 2,966.,000 FIXED ASSETS ------------ ------------ ------------ ------------ GROSS EXPENDITURES 2,336,757 4,474,419 5,446,858 5,446,858 INTRAFUND TRANSFERS NET EXPENDITURES 2,336,757 4,474,419 5,446,858 5,446,858 ------------ ------------ ------------ ------------ LESS: SPECIFIC FINANCING 2,218,582 4,469,502 5,443,SOO 5,441,SOO NET COUNTY COST 118,175 4,917 5,358 5,358 ssssssssssss ssssssssssss sssasssrssss sssaessssssss POSITIONS 0 0 0 0 Purpose Statement TO provide capital road construction projects on non-Counter Owned roads funded with non-general fund monies, such as Measure C ',revenue and Area of Benefit funds. Summary of Budget Actin No adjustments were made tO the Proposed Budget. VA:do perfm98.rpt(4/9/48) 11- 14 _.. _. ......... ......._. ......... ......... ......... ......... ......... ......... ......... ......... ......... ........_ _._...... .... __.... ........_..._......... .__...__ COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FOR COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULP... (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: ROAD CONSTRUCTION-RD FUND CLASSIFICATION: BUDGET UNIT NO. : 0662 FUNCTION: PUBLIC WAYS & FACILITIES FUND: ROAD ACTIVITY: PUBLIC WAYS FUND NO. : 1108 **###**ttt*##t#######tt####*#*##ttttt#tt###*tt*t#tt*#**##*##tt*#t*#k4#*t*######t FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 13,872,088 3,936,642 8,346,000 15,133,322 OTHER CHARGES 1,537,668 65,574 350,000 350,000 FIXED ASSETS GROSS EXPENDITURES 15,409,756 4,002,216 81696,000 15,483,322 INTRAFUND TRANSFERS ------ ------------ ------------ ------------ NET EXPENDITURES 15,409,756 4,002,216 81696,000 15,483,322 ------ ------------ ------------ ------------ LESS: SPECIFIC FINANCING 14,295,945 3,096,432 7,415,000 7,415•,000 ---------- ------------ ------------ ------------ FUND BALANCE REQUIREMENT 1,113,811 905,784 1,281,000 8,068,322 azazalizzaai i!liiiiiaili iiiisila!!i! aaa:saaaasaa POSITIONS 0 0 0 0 Purpose Statement To perform road construction and improvement projects to provide thf public with a safe, cost-effective, and environmentally acceptable roac system. Summary of Budget Actions The Proposed Budget was adjusted to rebudget unspent Road Fund monies from fiscal year 1996-1997. VA:dg perfm98.rpt(4/9198) !3-15 Trw MWF444%{{{•ffFiC+fACiiO]C4{..xxrxryrrrrn,•x '+r ••••• ... ... p•.•. :•••. COUNTY OF CONTRA COSTA STATS CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1585) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: TRANSPRTATN IMPV MESURE C CLASSIFICATION: BUDGET UNIT NO. : 0663 FUNCTION: PUBLIC WAYS & FACILITIES FUND: TRANSPORTATION IMPROVMENT ACTIVITY: PUBLIC WAYS FUND NO. : 1109 FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1595.96 1956-97 1997-98 1597-98 SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 1,220,386 554,760 1,508,203 7,866,755 OTHER CHARGES FIXED ASSETS GROSS EXPENDITURES 1,220,386 Sx64,760 1,908,203 7,865,755 INTRAFUND TRANSFERS NET EXPENDITURES 1,220,386 564,760 1,508,203 7,866,759 __ --- LESS: SPECIFIC FINANCING 1,879,758 2,038,410 1,508,20`3 1.,301,203 FUND BALANCE REQUIREMENT (659,372) (1,473,650) 5,958,556 ssssssssssss ssssssssssss ssssswssais:s ssssssssssss POSITIONS 0 0 0 0 To develop, implement, and maintain a County Growth Management Program. Summary S f.�R U $et Actions The Adopted Budget reflects an increase in appropriations due to rebudgeting unspent monies from fiscal year 1996-1997. VA:dg perfm98.rpt(4/9/98) COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: ROAD MAINENANCE -RD FUND CLASSIFICATION: BUDGET UNIT NO. : 0672 FUNCTION: PUBLIC WAYS & FACILITIES FUND: ROAD ACTIVITY: PUBLIC WAYS FUND NO. : 1108 ♦tttrtttrrrttrttt++t+ttttt+#t++t++r++++rtttrtt++++++++++tttttt*+ort+++rr+t+++tt FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 ------ ------------ ------------ ------------ - SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 10,237,846 10,074,156 9,629,300 9,629,300 OTHER CHARGES 59,143 44,798 350,700 350,700 FIXED ASSETS 328,893 1,131,057 260,000 260,000 GROSS EXPENDITURES 10,625,882 11,250,011 10,240,000 10,240,000 INTRAFUND TRANSFERS ------ ------------ ------------ ------------ NET EXPENDITURES 10,625,882 11,250,011 10,240,000 10,240,000 ------- ------------ ------------ ------------ LESS: SPECIFIC FINANCING 1,094,632 1,628,593 362,000 362,000 FUND BALANCE REQUIREMENT ---9,531,250 9,621,418 9,878,000 9,878,000 .POSITIONS 0 0 0 0 PL3:pose Statement To provide the staff, material, and equipment necessary to properly maintain the County road system. •,m ary of Rudger Art?ons No adjustments were made to the Proposed Budget.. VA.-dg perfm%.tpt(4/9/98) h•17 COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------e------- BUDGET UNIT": MISCEL PROPERTY-ROAD FUND CLASSIFICATION: BUDGET UNIT NO. : 0674 FUNCTION: PUBLIC WAY'S & FACILITIES FUND: ROAD ACTIVITY: PUBLIC WAYS FUND NO. : 110a FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 ------------ SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 32,1.49 29,575 25,000 25,000 OTHER CHARGES FIXED ASSETS ----- CROSS EXPENDITURES 32,149 29,575 25,000 25,000 INTRAFUND TRANSFERS ------------ NET EXPENDITURES 32,149 29,575 25,000 25,000 ------------ - - - LESS: SPECIFIC FINANCING 37,192 32,807 25,000 25,000 -- ------- ------------ FUND BALANCE REQUIREMENT (5,043) (3,232) i==iiiWW===i i=itWi=ii=ii !=iiii0lrU==iM POSITIONS 0 0 0 0 P33=-Qsa atatam n To provide for the maintenance of County-owned properties lying within future road rights-of-way and special projects. smm :tof BL1dget. ACtions No adjustments were made to. the Proposed Budget. VA:ag perfm98.rpt(4/9/98) COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM.-- .., COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 1 . (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT: GEN ROAD PLAN/ADM-RD FUND CLASSIFICATION: BUDGET WAYS S FACILITIES BUDGET UNIT NO. : 0676 FUND: ROAD ACTIVITY: PUBLIC WAYS FUND NO. : 1108 ttrrrrtrrrrrrrrt*rtrrrtrrtrtrtrtrrrtrtrrtrrttrttttttttrrtrtr+►rttrtrtrrrrttrttrtr FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 SALAiRIES_& EMPLOYEE BENEFITS SERVICES AND SUPPLIES 2,649,747 3,110,412 3,228,000 3,228,000 OTHER CHARGES FIXED ASSETS 8,932 GROSS EXPENDITURES 2,649,747 +- 3,119,344 3,228,000 3,228,000 INTRAFUND TRANSFERS ------------ ---------- NET EXPENDITURES 2,649,747 3,119,344 3,228,000 3,228,000 LESS: SPECIFIC FINANCING - - r---" 600,021 393,392 385,000 385,000 ------------ ------------ FUND BALANCE REQUIREMENT 2,049,726 2,725,952 2,843,000 2,843,000 assssssawsss ssssssssss:s sssssss:ssss awsasssssssw POSITIONS 0 0 0 0 P111-Y gse Statement To fund the road related administrative charges incurred by the Public Works department . Summary gf $Ldget Actions_ No adjustments were made to the Proposed Budget. VA:dg perfm98.rpi(4/9/98) 11- 19 COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1985) BUDGET FOR THE FISCAL YEAR 1997-98 ---------------------------------- BUDGET UNIT; TRANSIT PLANNING-SPEC PRJ CLASSIFICATION: BUDGET UNIT NO. : 0696 FUNCTION: PUBLIC WAY'S & FACILITIES FUND: PH-BART TRANSIT PLANNING ACTIVITY: TRANSPORTATION SYSTEMS FUND NO. : 1112 tttt,rtttt*ttttttttttttttttttttttttttttttttt,rtt*trrtttttt*tttttt*tt*tttttttttttttt FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 -------------------- ------------ ------------ ------------ ------------ SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 164,632 204,801 210,52.9 161,949 OTHER CHARGES FIXED ASSETS ------------ ------------ ------------ ------------ GROSS EXPENDITURES 164,632 204,801 210,519 161,949 INTRAFUND TRANSFERS ------------ ------------ ------------ ------------ NET EXPENDITURES 164,632 204,801 210,519 161,949 ------------ ------------ ------------ ------------ LESS: SPECIFIC FINANCING 20,062 2,275 3,43 3,413 FUND BALANCE REQUIREMENT 144,570 202,526 207,106 15$,536 wwwwwwwrwwww swwwaeswwwwww ...sac:swwsss sssswwwstesws POSITIONS 0 0 0 0 gulose Statement To administer a Transportation Systems Management Plan for the Pleasant Hill BART Station Redevelopment Project Area. ,SE311 Ary of_ RUdagt Act i ons Appropriations were decreased in the Adopted Budget because of a lower than anticipated amount of fund balance available from fiscal year 1996- 1997. VA:dg perfm98.rpt(419!98) 1t-20 _ ......... ......... ......... ......... ......... ...._.... _. .._. . ......... ......... ......... ......... ......... ....._.. ......... ............................................................................... COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT BUDGET UNIT FINANCING USES DETAIL SCHEDULE 9 (1965) BUDGET FOR THE FISCAL YEAR 1997-98 BUDGET UNIT. NAVY TRANS MITIGATION CLASSIFICATION. BUDGET UNIT NO. : 0697 FUNCTION: PUBLIC WAYS & FACILITIES FUND; NAVY TRANS MITIGATION ACTIVITY: TRANSPORTATION SYSTEMS FUND NO. : 1114 tttt«++ttttttt++«tttt+tttt+tt++«+ttttt+««t+«t«t«t+«t««««t+«ttt«tttt++t++«:«+««t+ FINANCING ACTUAL ACTUAL PROPOSED ADOPTED USES/SOURCES 1995-96 1996-97 1997-98 1997-98 - SALARIES & EMPLOYEE BENEFITS SERVICES AND SUPPLIES 84,159 51,570 6,731,400 6,802,913 OTHER CHARGES FIXED ASSETS GROSS EXPENDITURES ------84,159 ------51,570 6,731,400 6,802,913 INTRAFU'ND TRANSFERS - -- ------------ NET EXPENDITURES 84,159 51,570 6,731,400 6,802,913 LESS; SPECIFIC FINANCING ----- ----- 284,402 373,167 330,000 330,000 - FUND BALANCE REQUIREMEN -- ---- (200,243) (- 321,597) T` 6,401,400 6,472,913 ssssssrasars sasssassasrs asssassssrr sssssssrsrss POSITIONS 0 0 0 0 plirpQs _ Statement To implement various transportation improvement projects near the Concord Naval Weapons station. S"MmarV of Budget Actions The Adopted Budget was increased because of a higher than anticipated amount of fund balance available from fiscal year 1996-1997. VA:dg perfm93.rpr(4/9/98) 11-21 COUNTY OF CONTRA COSTA STATE CONTROLLER STATE OF CALIFORNIA COUNTY BUDGET FORM COUNTY BUDGET ACT OPERATION OF ENTERPRISE FUND SCHEDULE 11 (1985) OPERATIONAL STATEMENT FOR THE FISCAL YEAR 1997-98 ------------------------------------------------- BUDGET UNIT: AIRPORT OPERATIONS FUND TITLE: AIRPORT ENTERPRISE BUDGET UNIT NO. : 0841 SERVICE ACT: 'TRANSPORTATION TERMINALS FUND NO: 140100 ttttttttttttttttttttttttttttttttttttttttttttttrttttttfttttttttttsttt�►tttttttttttttt*t ACTUAL ACTUAL PROPOSED ADOPTED OPERATING DETAIL 1995-96 1996-97 1997-98 1997-98 ------------------------ ------------ ------------ ------------ ------------ OPERATING INCOME: USE OF MONEY & PROPERTY 1,712,517 1,964,479 2,279,468 2,279,468 INTERGOVERMMEN'TAL REVENUE 18,000 18,000 CHARGES FOR SERVICES 3,930 MISCELLANEOUS REVENUE 77,594 207,913 464,633 464,633 TOTAL OPERATING INCOME ---1,794,041 2,172,392 2,762,101 2,762,101 OPERATING EXPENSES: SALARIES & EMPL BENEFITS 900,381 918,041 1,032,132 1,032,132 SERVICES AND SUPPLIES 633,403 737,314 643,850 643,850 DEPRECIATION 1,735,170 566,190. --- TOTAL OPERATING EXPENSES 3-,268,954 2,221,545 1,675,$82 1,675,982 NET OPERATING INCOME(LOSS) - (1,474,913) (49,153) 11086,119 11086,119 rrrr:r:rrrrr rsrierssrrrrr rrrrrss,rrss� rrrsrrrrrrrrr NON-OPERATING REV. (EXP.) : OTHER CHARGES (262,426) (205,392) (308,638) (308,638) INTEREST (61,763) (83,837) 2,300 2,200 INTERGOVERMENTAL REVENUE 1,070,289 1,070,289 MISCELLANEOUS REVENUE 2,981 6,212 962,421 962,421 ------------ ------------ ------------ ------------ TOTAL NON OPERATING REQ (EXPENSE) (321,208) (283,017) 1,726,272 1,726,272 ------------ ------------ ------------ ------------ NET INCOME(LOSS) (1,796,121) (332,170) 2,812,391 2,812,391 =WWWrrrriirw rrirrrrWWirs aiitrrrrrlrs ar=rrfrilsrlc MEMO ONLY: FIXED ASSET ACQUISITIONS 1,684,675 789,126 2,069,210 2,069,210 (SEE PG.2 FOR PROJECT DETAIL) ------------ ------------ ------------ ------------ POSITIONS 16 14 14 14 pUrnose Statement To provide, for management and security of the County's airports located at Buchanan. Field and the Byron Airport. r Sum of Budget Actions VA dg NoeCadjustments were made to the Proposed Budget. CAPITAL PROJECTS AND FIXED ASSETS S �,g 11 APPROPRIATION LEVEL DETAIL PAGE 2 FOR FISCAL YEAR 1997-98 -------------------------------=- BUDGET UNIT: AIRPORT FIXED ASSETS CLASSIFICATION: BUDGET UNIT NO: 0843 FUNCTION: PUBLIC WAYS & FACILITIES FUND: AIRPORT ENTERPRISE ACTIVITY: TRANSPORTATION TERMINALS FUND. : 140100 ttttttttttttttttttttttt,rtrrttttttttttttttt*tttttttttttttttttttttttttt,►tttttttttttttttt PROD. PROPOSED FINAL PROJECT TITLE NO. 1997-98 1997-9$ Byron Impr. Proj #03 4652 135,000 135,000 Byron Admin Bldg-Remodel 4655 200,000 200,000 BFA Improvement Proj 03 4666 300,000 300,000 Buchanan A/P #10 4679 654,210 654,210 Byron T-Hangars 4681 680,000 680,000 Byron ECO Proj# 09 4682 ----------- 0 -----------0000 TOTAL 2,069,210 2,069,210 ssasssssssss ssssssssssss n�tfa � 8 -�ffie�i� To provide for the purchase of fixed assets and capital improvements required at Buchanan Field Airport and Byron Airport. smL mary a B �dgpg* Ac -ions No adjustments were made to the Proposed Budget. VA:dg perfmWrpt(4/9/98) 11-23 _.. _._. .. _ 0 0 E et o 00r i17 r M CV ffJ M C CL d? C E Q C C O 0 0 4) W C140 � � � CSO � � ffl d' �C3 r r r C%4 0 � C— OG CL J to Z lit 60LO Y- Ei tt3 CCL W Ln � C� ro co O a> U C d.> O fII E O G C _ � w� N V A0 CL V V x C f�B l�tS U > CL N 0 = +� � Q � v� � s. p Q7 ,� Q. �O `K7 d C3 d t) N cFs J p ¢ C3 CL � 0 d d d d CL r CL LL d LL __ ...... .............. a 0 CNtD c E c E o ET a T co T c c U e C to r cn Cry u� N W 3 us O -p N CO .c �? m > C c � E x > 0) . 's N N O ai Q c c as ca 'a oas 0) �'' ca ci p c j W OC CL .� us c:_ o > Q1 {n CO O 0 O O O N O LL (D 0 Q cc �- � e— _... _........ ......... .._.........._. .. _ ...................... . ........... .. ......... ......... ......... ......... ......... ......... ............_._. _. _..... _ _........ ......... ......... ......... ......... .................................................... LC C C1. O 0 E E N lqzr Nt to w ti co CN 60. e C CIO c E I CL 3 d c ' E Vp + E E + m e L c m MCm c c° o •° + L o m cs to ca� co t- U-) c r co G c� �r V Q .G W v �^ ba Lo V CJ R7 tr a Kr�r" .G 'O 4 V tC u Q C7 v ai TJ V 'J G © Eto Q to C1 ECL co CCS" co ch 0 CLd 1L 0 Q c: V- I C1. t u- I t iJf a cv rn cv M co o r. o CL r *. U CL U + U Clu- E m c V � v Q _� 0 d N + c + + tD co N C DO = CL L�1 C ti r h M t0 r N W m u� E co N _ Ca LL. O (D 0 (U a> a) > c c m LL E a E c 3 > > ° o ai a c ai ( -� �, a o w, c CL u Q c (cu a > ;� c u1 cs a c ° o c w c a, w U c ~ N U1 m 'Uv 'D c m c O O m C G C) (� O t� G O O cn © U ` p M ` tU SECTION NC - AFFIRMATIVE ACTION ; BUILDING INSPECTION DEPARTMENT The Building Inspection Director and the Department's management team are strongly committed to the County's Affirmative Action policy. The Department has stepped up its effort to recruit minorities and females in the Technical job category and has developed a plan to provide career ladder opportunities to the predominately female clerical classes. During the Department's recent recruitment efforts, an aggressive outreach program was designed to increase the applicant pool by providing job specifications and announcements to minority newspapers and community organizations. In addition, the Department has tried to provide reasonable accommodations (i.e., special hearing devir.cs and ergonomics chairs) for our disabled staff members. The Affirmative Action Committee and management have worked together to develop job specifications and job standards to ensure equal access to departmental jobs for all employees regardless of race, color, sex, age, handicap, religion, national origin or other categories protected by law. These units will continue to collaborate as the Department develops a comprehensive training program which will enable all employees, especially minoritiesand females, to develop professionally. Hispanics, African Americans, American Indians and females are under- represented in the Building Inspection Department in the following job categories. • Officials and Administrators (Hispanics are represented in this category.) • Professionals • Technicians Males are under-represented in the Administrative Support job category. VA:dg perfm%.rpt(4/21!98) 11-28 ................................... ....................................... ......................... .........................- TIMETABLE AND GOALS Department: BUILDING INSPECTION DEPARTMENT Total Positions Allocated 58 Total Positions Filled 52 Total Positions Vacant 1 6., t Employee 8rq*kdq.":. Number Percentage Parity%2 Goal Target Total 3 52 100% Male 33 66% Female 19 33% 63.3 45.4 White 33 64% African American 7 13% 14.4 7.6 Hispanic 7 13% 10.0 10.5 Asian/Pacific Islanders 4 8% 8.9 8.9 American Indian/Alaskan Native 1 2% 0.6 0.6 -D=isabled= 2 4% Figures taken from Authorized Positions Report dated December,1997. 2 Based on 1997 labor force statistics in Contra Costa County. Figures taken from Workforce Report dated December 30,1997. VA:dg perfmWrpt(4/21/98) 11-29 ................ .............. ...... ......... ......... ..................._.. ......._. ......... ......... ......... ......... ......... .........._....... _ _... ......... ......... ......... ......... ......... ......... ..................._.. COMMUNITY DEVELOPMENT DEPARTMENT The Community Development Department is a small County department with low employee turnover and a limited ability to fund additional positions. Department affirmative action representation to the work force as a whole remains stable year to year. The Department continues to provide promotional opportunities to all Departmental employees. The Department is also mindful of the need to recruit a diverse workforce that represents the community. TIMETABLE AND GOALS a + Cor» U 11 Devellanent Total Positions Allocated ' 60 Total Positions Filled 42 Total Positions Vacant 18 77777777 til Need a: Total 2 42 100% Male is 35.71% Female 27 64.29% 63.3% White 31 73.81% African American 1 2.38% 14.4% 2 Hispanic 3 7.14% 10% 1 Asian/Pacific Islanders 5 11.90% 8.9% 0 American Indian/Alaskan Native 1 2.38% 1 .6% 0 Disabled 1 2.38% Notes: ' Figures taken from Authorized Positions Report dated February 10, 1998 that includes actions through March 26, 1998 2 Figures taken from workforce Report dated 12/31/96 3 Based on 1990 labor force statistics in Contra Costa County VA:dg perfm98.rpt(4121/98) 11-30 ................................................................................................................................................... ................................................................................................................... ............ Public Works Department Outlook: The department's workforce is representative of the County's labor force except for Females and American Indian/Alaskan Natives. We will target Female and American Indian/Alaskan Native employment applicants and employees when job openings occur by assisting the Human Resources Department to identify and recruit with community and academic organizations devoted to Females, American Indian, and Alaskan Natives. TIMETABLE AND GOALS Total Positions Allocated(l) 312 Total Positions Filled 253 Total Positions Vacant 59 Total(21 255 100% Male 184 72.2% Female 71 27.8% 42.4% 120 50 White 184 72.2 0 African American 26 10.2% 7.6% 0 0 Hispanic 27 10.6% 7.7% 0 0 Asian/Pacific Islanders 18 7.1% 5.4% 0 0 American Indian/Alaskan Native 0 0% .6% 2 2 (1) Figures taken from Public Works Department Allocated Position Report dated December 31, 1996. (2) Figures taken from Contra Costa County Workforce Report dated December 31, 1996. (3) Based on 1980 labor force statistics in Contra Costa County. VA:dg perfm98.rpt(4/21/98) H-31 ...................... .... ....... ................. _..... ......... ........_._. .. .. ... ............... ......... ......... ......... ......... ...._.._. ._. ... _ ... ......... ......_.. ......... ........ ......... .............._. .... ......... ......... ......... ......... SECTION IID - SICK LEAVE BUILDING INSPECTION DEPARTMENT The Building Inspection Department has applied the following techniques and controls as positive reinforcement methods in an attempt to reduce inappropriate use of sick leave. 1 . The 9/80work schedule - Employees are urged to use their Fridays away from the workplace to schedule personal and family medical appointments. 2. Division Heads have began to receive sick leave usage statistics for their divisions. It is hoped that the greater scrutiny of the sick leave usage will reduce its use and/or abuse. 3. Appropriate use of sick leave such as illness, surgery or medical appointments is acknowledged and the employee is required to submit the proper medical notes from their physicians. COMMUNITY DEVELOPMENT DEPARTMENT The Community Development Department has applied the following techniques and controls as positive reinforcement methods'in an attempt to reduce inappropriate use of sick leave. 1 . The 9/80 work schedule - Employees are urged to use their Fridays away from the workplace to schedule personal and family medical appointments. 2. Appropriate use of sick leave such as illness, surgery or medical appointments is acknowledged and the employee is required to submit the proper medical notes from their physicians. VA:dg perfm%.rpt(4/21/98) 11-32 ..._.... ........ . ......... ......... ......... ..................................................... PUBLIC WORKS The Public Works Department reviews the sick leave usage of its employees on an annual basis. Usage rates of 70 percent or above are reviewed to determine if there are extenuating circumstances, such as surgery, heart conditions, or other serious medical conditions which account for this sick leave usage. Employees who do not have extenuating circumstances are counseled regarding excessive use of sick leave. A counseled employee who continues to use excessive amounts of sick leave may be required to submit a physicians's verification of illness to substantiate future sick leave usage. We found the automated sick leave reports were too broad in that they include all sick leave usage and it was impossible to determine if the sick leave used was excessive or not. Therefore, we review the actual attendance record of all Department employees. We believe improved attendance can be attributed to the liberal use of the 4/10 and 9180 work schedules, the active involvement of the supervisors, and the aforementioned monitoring program. VA:dg perfm%.rpt(4121;98) II-33 SECTION HE - STAFF DEVELOPMENT BUILDING INSPECTION DEPARTMENT Employee Performance Evaluation: The Building Inspection Department employees have devoted significant time during 1997 to develop and implement new performance standards, job descriptions, and appraisal forms. This was done with active support and involvement of representatives from collective bargaining units representing the Department's employees. The department's Affirmative Action Committee was also consulted at every juncture. Finally, the employees were given an opportunity to review and comment on the new policy and forms. We are currently working on revising a policy document policy that seeks to clarify the relationship between job specifications, job standards and performance appraisals. The performance appraisal was designed as a tool to provide both management and employees with an opportunity to discuss performance expectations,training needs,department goals, and design mutually acceptable objectives for the next review period. The performance appraisal provides both management and employees with documentation describing the individual's performance, areas of improvement, and list of goals to be met. The performance;appraisal will also be used as a document for employee promotions, salary adjustments, reclassifications, and disciplinary actions in the Department. Staff Development The Building Inspection Department strongly supports staff development as a strategy to improve performance, keep abreast with developments in the profession, and maintain a positive staff morale. Up to five percent of staff time and other expenditures are allocated to this effort. Staff attend several days of seminars, classes, and conferences a year. In addition, the Department organizes on-site training, using both department staff and outside resources. Work group sessions are held by inspection and plan check staffs to improve and maintain consistency VA:dg perfmWrpt(4/21/98) 11-34 .......................................... ........................................ .... ............I.................................. .................................... in interpretation and applications of technical and legal requirements, and of departmental policies and procedures. The Department has begun to look at improvement in the permit process to be able to continually improve the services to the community. In addition to professional development and training,the Department uses the Contra Costa County Training Institute to update staff on job-related areas of interest, such as equal opportunity, customer service, and supervisory skills. The Affirmative Action Committee discusses department issues relevant to department training, job skills, job class specifications, and career ladder. COMMUNITY DEVELOPMENT DEPARTMENT Employee Performance Evaluation: A project team has been formed to work on a revised performance appraisal form/system that is designed to evaluate the performance of unrepresented staff. Upon review and comment from the Department's senior managers and comments from the Department's unrepresented staff, the new system, forms and procedures will be implemented. Staff Development: The Community Development Department supports staff development as a strategy to improve performance and keep abreast with developments in the profession. Planned work group training sessions are being designed to improve and maintain consistency in interpretation and applications of technical and legal requirements, and of departmental policies and procedures. Professional planning staff are allowed reimbursement for their membership under County Administration regulations for academic classes to enhance their professional job skills. The Department also uses the Contra Costa County Training Institute as a resource for training on a variety of subjects. VA:dg perfm98.rpt(4/21198) fl-35 .......... ............. The Department Director remains an advocate of in-office training programs. The Director trains professional planning staff in the art of acting as Zoning Administrator. The Department utilizes the Contra Costa County Training Institute to update employees on job related areas of interest, such as Equal Opportunity and Supervision skills. Employees were also encouraged to attend'' training sessions on "Recognizing and Coping with Anger and Violence in the Workplace" and "Sexual/Discriminatory Harassment: The Hostile Environment" as a result, almost all employees in the department attended the training sessions. The Affirmative Action Committee discusses Department issues and opportunities relating to department training,job skills and the Department career ladder. PUBLIC WORKS DEPARTMENT Employee Performance Evaluation: All employees receive a performance evaluation annually. The evaluation is used as a vehicle to inform the employee of both negative and positive aspects of his/her performance. The supervisor discusses the evaluation with the employee and it is placed in the employee's personnel file. Staff Development: A poll of department employees indicated that the most important goal of the department's Strategic Plan was training. Before embarking on this goal, we decided to develop a five-year training plan to provide direction to our training efforts. We employed the concept of large group intervention to create this document. A request for volunteers netted the department approximately seventy employees from all levels and career paths of the organization who cam together for a day and a half in what we called a Training Forum. Initially, the employees, working in small groups, prioritized the Strategic Plan's operating principles and driving forces. Then with these concepts in mind, the groups listed core skills for VA:dg perfm9g.rpt(4/21/98) II-36 each job classification that must be performed consistently well by staff to address these concepts. These core skills will be used as the basis for determining individual and/or group training needs during the life of the Plan. The Plan also contains guidelines for allocating and distributing training amongst the divisions. We currently pay a salary differential to Real Property Agents who achieve and maintain a continuing education certification awarded by their professional organization. This encourages staff to continue learning. We negotiated a similar differential with the unions that represent our professional engineers and paraprofessional engineers. Dues are paid by the department for 50 staff members to enjoy the benefits of membership in professional organizations. These benefits include being informed of the newest innovations in their profession. The department has embarked on a Continuous Quality Improvement program which is improving services to the public and working conditions of staff. In conjunction with this, top management has developed a five- year Strategic Plan. The Plan takes into consideration driving forces affecting the department and the operating principles of the department. Public Works continues to send its new employees to the County's Sexual Harassment training program. We contracted with the County's Training Institute to develop and conduct a course to meet the County's requirement that employees be retrained every three years in Sexual Harassment. All department staff received this training in October, 1995 and a refresher course has already been scheduled for October, 1998. VA:dg perfm98.rpt(4,12498) 11-37 SECTION IIF - AUTOMATION The Agency recognizes the interdependency of our Departments and our reliance on accurate and expeditious information sharing and processing. Our greatest data processing challenge is to integrate our'databases to allow access by any Agency employee needing in€ormation from another Agency Department. The Agency Departments currently store and process data using the following systems: The Land Information System (LIS) and the Permit Management System (PMS). These systems are tied to the Assessor's parcel maps and are housed on the County's mainframe. The Building Inspection Department uses these systems to generate building permits, calculate fees, schedule inspections and to store permit histories. The Geographic Information System (GIS). This system is tied to the County base map and is maintained by the Public WorksDepartment. The GIS facilitates information tracking for geographic areas as well as individual parcels. The system can be used for monitoring compliance with conditions of approval for example, by using geographic area thresholds. Public Works future plans include expanding GTS based parcel'assessments for Public Works assessment programs. Management Information Systems (MIS). The Agency Departments use various hardware and software applications for day-to-day information management tasks. Hardware ranges from PCS standing alone to client/server relational data bases. We also use the County mainframe (Focus) for certain information management tasks. Local Area Network (LAN)/County Wide Area Network (WAN). Using these systems, Agency files which are prepared and stored by one department can be retrieved by another. Also, E-mail messages can be transmitted as an alternate communications method. The Community Development Department's Application Tracking System, Timekeeping and Application Billing Systems are on a LAN file server. From the file VA:dg perfm98.rpt(4121/98) server, staff can check on the status of any application as it moves through the hearing process. Optical Storage. Images of documents and plans are scanned onto disks which are stared for retrieval from a disk jukebox by the Building Inspection Department. Satellite Downlink. The Public Works Department participates in seminars via a satellite downlink in their primary conference room. Teale Data Center Connection. The Building Inspection Department is connected to the Contractor's State Licensing Board via the Teale Data Center in Sacramento. Using this connection, staff confirm Workers' Compensation Insurance coverage and the contractor's license status. We have begun the first step of converting to a system off the mainframe and have contracted with Sierra Systems to provide the initial work plan and review of system needs. We have two types of information. Data based on assessor parcel number in the LIS and data based on geographical coordinates in the GIS at Public Works. Both systems have multiple users. We must find a way to successfully integrate these two systems. System integration will allow us to track land from initial application to final inspection, including all requirements and mitigation. We have set up teams to build bridges between our current work and new system opportunities, to develop coordination among different division functions, to develop department expertise in the new system, and to question each step of our process to determine if it adds value or simply maintains status quo. Disputes are many and consensus building is labor intensive, but there is agreement among management that this is our single highest priority. We continue our efforts toward achieving paperless employee time- keeping, achieving a computerized mitigation monitoring program, and remote access to information systems by telecommuting employees, the public and field staff. VA:dg perfm98.rpt(4122/48) II-39 :.... ;.: ::: Long range planning for specific data processing needs is ongoing within our Departments: Building Inspection Department ✓ Installed new CD ROM based Imaging System ✓ Updated and greatly expanded Web Site ✓ Started joint BI and CD user committee to develop an IT plan for both departments ✓ Hired Network Technician ✓ Established Windows NT as new operating system for both departments ✓ Installed 10 and 100mb switched infrastructure ✓ Established Pop Server Connection with DOIT ✓ Motivated a number a number of departments and agencies to become actively involved in the Sierra Permit System Design Process ✓ Installed and tested new Netware 4.11 Servers with RAID and Zero Administration ✓ Created link between LIS, Oracle Server, and Imaging System databases VA:dg perfm%.rpt(4/21198) 11-40 Community Development Department V Will have computerized County maps available for planners. ✓ Testing software metering. ✓ Plans to enhance telecommuting with loaner laptops, including standardized up-dates and messages. ✓ Developed prototypes and is testing integrated transportation, billing and application tracking systems. ✓ Participating in LIS conversion process; integrating permit streamlining in that effort.. Public Works Department V Our mapping sciences section continues to develop more data into digital format. As our knowledge of GIS continues, more of our stored digital map data will be converted to GIS data tables. ✓ We will continue to develop data sets into our enterprise database. Through the establishment of common data architecture, we hope to establish more data sharing with the GMEDA departments as well as other selected related departments. ✓ We will continue our office automation efforts focusing on increased network utilization and sharing of network resources such as speciality printers, scanners, file systems and database. ✓ We want to develop cyclic user training programs to ensure that staff has the opportunity to stay current with installed technology. ✓ We will continue our efforts to make it easier for the public to access our data while being sensitivity to time dependant confidentiality. Each Department has a long term pian to increase employee awareness and understanding of computer functions, primarily through in-house training. We are committed to seeking new ways to organize data and VA:dg perfm%.rpt(4121198) it-41 maximize our efficiency. We recognize that our greatest data processing - asset is a well-trained staff. We believe we have the capability, talent and long range planning in place to succeed at meeting the challenges of the next decade. 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W Now SECTION IIIA - SERVICE DELIVERY SYSTEM The Agency departments deliver both direct and indirect customer services. Our customers are the general public, development-related businesses, aviation-related businesses, municipalities and districts, homeowners and County staff. Our fee services are provided on demand. We staff to meet the demand (as revenue permits) and when demand peaks, we contract with consultant planners,engineers, and inspectors. The depth of non-fee supported services, such as road repair and code enforcement, is taking revenues collected for other purposes determined at the department level, with consideration for public safety and available funding as determining factors. Direct'Customer Services: We provide application processing for permits: land development, Flood Control District property encroachment, right-of-way encroachment, floodplain construction, transportation, building construction, demolition and grading. Application review, pyrmit and inspection services are fee; supported. Some permits are available by FAX, however, most permits are applied for in person at the Application and Permit Center. We also deliver responses to customer questions regarding land uses and ordinance provisions via telephone, FAX and over-the-counter. Through subscription to the Land Information System, we provide customers with access to the County Land Use Data Base. We provide tentative and final map review services, airport management, airport, flood and road emergency response and lease management. We respond to citizen concerns regarding code infractions through our Code Enforcement, and Road and Flood Control Maintenance divisions. To cities and districts we provide contracted real property ;appraisal services, computer aided drafting and building permit and inspection services. We inspect public and private construction projects. Indirect Customer Services: At the 'discretion of the Board, we represent the County on numerous citizen participation committees. We work with other departments and the Board to identify, analyze and resolve land use and funding issues. VA:dg perfm9A.rpt(4/22/98) 111_2 We plan, design, build and maintain transportation systems and drainage systems which benefit all of our citizens. Our service delivery processes are defined by the California Environmental Quality Act, the Subdivision Map Act, the Federal Aviation Administration, various State codes such as the California Department of Fish and Game Code, and Titles 2, 7, 8, 9 and 10 of the County Ordinance Code. VA:dg perfmArpt(4/21198) 111 -3 N: ... _. .._. _ ..................................................................................................................... ......... ......... ......... ......... ......... .......... _._.... ._...._._.. ......... ......... ......... ......... ................................._.. ...................................... SECTION IiIB - CUSTOMER PROFILE Whenever the Agency members sit down to identify customers, we inevitably end up including everyone. Through our experience, many sectors of the general public take a proprietary attitude over our services, and sometimes our staff. AGENCYADMIN1STRATIONworks with all divisions at some time for one of the following reasons: There is a need to coordinate divisions among different departments. There is a need to relate policy issues directed by the Board, the CAO, or other sources. There is a need to represent the divisions or departments in one of the many forums. There is a need to reconcile problems or work out solutions to problems among divisions. There is a need to provide specialized assistance. Agency Administration meets with the broadest cross- section of clientele. THE BUILDING INSPECTION DEPARTMENT has five divisions; permit processing and plan checking, construction inspection, property conservation, land information systems, and administration. Permit Processing and Plan Check Division checks plans tv ensure their compliance with codes. The plans can be as simple as a water heater installation or as complex as a major office structure. This division also checks that plans meet conditions of approval which originate in ether departments. The plan check occurs over the counter with customers ranging from homeowners interested in minor repairs to sophisticated, specialized contractors. Construction Inspection Division consists of twelve international Conference of Building Officials (lCBO) certified building inspectors and four experienced grading inspectors. This certified building inspectors provide plan check needs for field inspection for plumbing, mechanical, and electrical projects, as well as field inspection for structural concerns to ensure compliance with current building codes and ordinances. The experienced grading inspectors provide grading plain check needs and field grading inspections to ensure compliance with current grading codes, ordinances, and'NPDES requirements. The Construction Division inspectors are called upon daily to provide code interpretations to homeowners, contractors, and interested parties regarding their projects. VA:dg perfm%.rpt(4/21!98) 111-4 While compliance with the code is required by law, building inspectors are keenly aware that friendly, courteous customer service to help customers achieve compliance is the Department's major goal. To better serve our customers'inspection needs, the Construction Division has recently hired two additional building inspectors. Property Conservation Division includes neighborhood improvement and code enforcement. Neighborhood improvement administers loan programs to tackle older structures in need of repairs. This helps keep the neighborhood from deteriorating. Neighborhood preservation works with homeowners, lending institutions, contractors, and neighborhood groups. Code enforcement seeks to encourage property owners to prevent their properties from deteriorating. Clients include neighbors(often angry with adjacent property owners who refuse to clean up) and property owners (who feel government is intruding into their lives and property rights). Lanai Information System Division provides computer support for the land information systems in the County (i.e., Building Inspection, Community Development, Assessor's Office). In addition, it is developing a comprehensive permit processing system that will consolidate three separate departments into one operating system. Administration Services Division provides administrative and clerical support for the department, including the permit-by-fax program, automated voice response system, records maintenance, and optical storage. THE COMMUNITY DEVELOPMENT DEPARTMENT consists of five divisions; Current Planning, Advance Planning, Transportation Planning, Conservation, and Economic Development/ Redevelopment. Current Planning has a broad range of clients beginning with the applicants who pay the fees and directly receives the services. For this client, Current Planning focuses on the series of steps necessary to initiate development and complete the project. For neighborhood activists, this division provides disclosure of the project and forums to seek compromise and constructive mitigation solutions. For environmental interests, we focus on natural resources,systems and constraints. The Division provides professional support and planning advice to the three Planning Commissions and the Board of Supervisors. The division responds to the new ordinances and other initiatives created by the Board of Supervisors. VA:dg per€m98.rpt(4/21/98) ,.,..:• ::.,:.,:.........,N ....:::............................::..:...., _._...... ......... ......... ......... ... ....... . ......... ......... ......... ......... ......... ......... ......... _ _... ..._.... _.... ......... ......... ......... ......... . ............................................................................................. .. ................................... Advance Planning is the long-term view of County development, combining the different system needs and constraints that exist when the County considers expanding its development profile. the County residents today and in the future are considered to be the clients. Transportation Planning is focused on models and projections of traffic. It provides the analysis for future traffic needs and evaluates the effectiveness of future traffic facilities for the present and future residents of the County. The Division also monitors compliance with the County's Growth Management Program by preparing and presenting the Capital Improvement Program to the Board of Supervisors. County residents and employees of today and in the future are considered to be the clients. Conservation Division currently deals with solid waste franchising, solid waste facilities and waste reduction and recycling programs. In the past, the division has included hazardous waste and similar large scale special facility concerns. The clientele includes concerned citizens, other public agencies, project proponents, solid waste haulers, special interests, field experts and neighbors adjacent to solid waste facilities. RedevelopmentlE'conomic Development is the largest division within Community Development. Redevelopment includes five project areas; Rodeo, North Richmond, Bay Point, Oakley, and Pleasant Hill 'BAIT. Each area has a committee and landowners interested in improvements. The Housing work group develops projects and administers funds for low and moderate income housing projects; CDBG administers funds for community;projects and works with non-profit agencies; and economic development seeks action to improve viability of business and industry as it works with existing and emerging business and industry. THE PUBLIC WORKS DEPARTMENT consists ofeight divisions; Flood Control, Real Property, Computer Services, Transportation Engineering, Engineering Services, Design, Maintenance, Construction, and Airports. Flood Control requires new development to provide adequate drainage; therefore, it works with developers. The division maintains existing systems which puts it into contact with cities, environmental interests, and homeowners. Flood Control builds new facilities which ties it into the Army Crops of Engineers, other Federal agencies, and State agencies. Flood Control works with individual property owners to solve local drainage problems. Reef Property Division negotiates with property owners for public acquisition of land. It therefore works with County agencies and property owners. Real Property extends their services to outside agencies, such as Caltrans and cities. VA:dg perfm98.rpt(4121!98) 111-6 ..................................................................... ...... .................................................................-... ............................ Computer Services primarily provides support for internal data processing needs, however, a growing responsibility is connected with maintaining the GIS for outside agencies, commercial interests, and individuals interested in County maps. Transportation Engineering Division is responsible for the County road system. There are approximately 750 miles of roadway in the unincorporated area. The division is serving the road users of the County. The County works on joint projects with cities, and on regional projects with regional, State and Federal agencies. The division must also work with groups and individuals who do not want road improvements or new roads. Since revenues do not meet demand for road facilities, Public Works must work with funding sources. Engineering Services is the support system for new development. Plan review and map check services are offered and developers as primary clients, though surrounding homeowners feel they are entitled to equal representation. Assessment districts are operated to maintain existing facilities in existing developments. Design Division prepares the contracts and.specifications for new projects. Whether roads or other Public Works projects, the Design Division establishes the standards of construction. This offers frequent levels of contact with contractors. The general public is dependent on this division to ensure appropriate standards. The division has enabled ratepayers to receive a ten percent deduction on their rates as a result of their documentation. Maintenance Division operates field crews that fix the potholes, stripe the streets, abate weeds, maintain bridges, and provide similar services for the residents of the County. Construction Division oversees work performed in the public right of way. The division performs engineering inspection, plan review,and materials testing. The service benefits all of the residents of the County. Airports are responsible for the safe arrival to and departure from airports, in addition to the compatible use of property within the Airport in sensitive areas and adjacent to the Airport. While the Airports are most responsible to pilots, they work with the Airport tenants and surrounding residents on a regular basis to maintain safety and noise standards. VA;dg perfmWrpt(4/21/98) 111-7 ................ ..................... .............................................. .1111._ ......... ._...... . ...._.....1.1.11___. .._ ............. ......... ......... ..._.... ......... ......... ......... ......... ...........111.1_. - ......... ......... ......... ......... ......... ......... .. ... .. ........ ..... .. . ..... .. .. ............ . .. ..................................................................... SECTION IIIC - CUSTOMER RELATIONSHIPS To make our services more accessible, we provide continuous counter service from 7:30 a.m. to 5:00 p.m. We accept certain permit applications by FAX, and have a voice response building inspection scheduling system. The Building Inspection Department offers automated records retrieval via CD-ROM and has implemented a credit card payment option. We offer Premium Application processing (accelerated processing) and a Preapplication Review Service. We held quarterly meetings with developers to solicit feed-back on service delivery issues. The Application and Permit Center (APC), Public Works Department, and Building Inspection Department, have customer comment forms available in the lobby. The completed forms are circulated among staff and customer suggested changes are made as appropriate. The following pages include copies of the Customer Service Evaluation, a 7-year summary of evaluations from APC customers, sample customer comments, and customer comments which have been implemented. VA:ag perfmWrpt(4/21/98) !If-8 ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........._._.. . a, z. E *x 7 as = s �a Thank you for taking the time to tell us how we performed during your visit. Your comments and suggestions will help us provide the best possible service to the community. We do care and look forward to receiving your comments. Eileen Doten, Customer Services Manager Application and Permit Center, Contra Costa County Date: WHAT WAS THE PURPOSE OF YOUR VISIT? (} Building Permit Information {} Public Works Permit/Information (} Planning Permit/Information {) Fire Permit/information ( } Environmental Health Permit/Information (} Other SERVICE EVALUATION(Circle One) Staff Knowledge/Skill Excellent Good Fair Poor Unsatisfactory Staff Efficiency/Courtesy Excellent Good Fair Poor Unsatisfactory Did staff offer alternatives if difficulties arose? (} Yes () No Did staff explain our process adequately? () Yes {) No Was your mission achieved? Yes No Over FIN EM6 ;0 <n s r Thank you for your time. Please place this form in the Suggestion Box. Optional: Name: Telephone: Address: V AAd- perfm98.rpt(4/21/98) _. ......... ......... ......... ................ . ....... . _........ ......... ......... ......... ......... ......... ......... ......... .........._._. _. _....._.. ......... ......... ......... ......... APPLICATION AND PERMIT CENTER 5-YEAR SERVICE EVALUATION SUMMARY: August 1, 1990 - March 1598 Total number of service evaluations by customers: 156 Service ratings by category Excellent Good Fair Poor Unsatisfactory Staff Knowledge/Skill 125 15 1 1 6 Staff Efficiency/Courtesy 128 10 2 1 6 Percent of Service Evaluations reporting Excellent level of Staff Knowledge/Skill 85% Percent of Service Evaluations reporting Good level of Staff Knowledge/Skill 10% Percent of Service Evaluations reporting Fair/Poor level of Staff Knowledge/Skill 1% Percent of Service Evaluations reporting Unsatisfactory level of Staff Knowledge/Skill 4% 100% Percent of Service Evaluations reporting Excellent level of Staff Efficiency/Courtesy 87% Percent of Service Evaluations reporting Good level of Staff Efficiency/Courtesy 7% Percent of Service Evaluations reporting Fair/Poor level of Staff Efficiency/Courtesy 2% Percent of Service Evaluations reporting Unsatisfactory level of Staff Efficiency/Courtesy 4% 100% VA:dg perfm98.rpt(4/21198) III-10 Sample Customer Comments "Best County of nine Bay Area counties." "Please keep up the good work. It's a pleasure to pull a permit from the County; the cities need a field trip here." "Process always as timely as can be expected with amount of staff available." "Your desk and supplies in the Waiting Room are most appreciated." "A real pleasure to do business with this department; excellent service and assistance, friendly, helpful staff." "This is the only planning/building office I deal with which is a pleasure to come to. You're very helpful and friendly. I appreciate it." "I especially appreciate the patience of your staff and the toy box in the Waiting Area." "Attitudes are the best in the County." "I requested several files which staff found and kept looking for when they were not easily found." "More building and permit departments should be this good." "You should take over the City of Concord and Walnut Creek departments; you are superior." "What a nice surprise to find all of you with a fun sense of humor." "Well organized and had solutions to problems." "The use of the fax service saved me a trip to Lafayette." "I believe that the permit process at this office is better than any other city or county l have been at." "Possibly hold yearly 'get to know staff day' to help the public." "It is so nice to have officials who want to help the public--not just police them." VA:dg perfm98.rpt(4/21/98) v..............:::... <.: .... "Your office is always courteous and helpful to the extreme." "I found excellent and cordial help today." "Staff extremely positive/pleased with service." "My husband and I have dealt with the Oakland office and have never been happy or satisfied. Dealing with this office has been nothing but a pleasure. All of you should be pleased with yourselves and your employees." In regard to customer complaints, the complaint most often expressed had to do with the duration of customer waiting time. For example, "There should be a time limit, one hour wait is inexcusable." VAQ perfm98.rp£(4/21/98) IN-12 ........................................................................................................................................................................................................................ .... ......... ....................................... Customer Suggestions which have been implemented "Stay open during lunch." "Post procedures." "List in phone book a telephone number for recorded info on getting a building permit." "The receptionist should be able to hand out minor sub-applications without the customer having to talk to a planner." "How about permits by phone? Use FAX and Visa card." "Please provide a table for people to look at files." "Suggest you prominently post the requirements for owner-builders to obtain permits." "Hearing notices should list office hours and days closed." VA:dg perfm98.rpt(4/21/98) 111-13 .......... ............ MAINTENANCE SURVEY RESPONSE TO CITIZEN COMPLAINTS The Public Works Department sent out 190 surveys in October and November, 1997 regarding our response to citizen complaints related to road and drainage maintenance, (a copy of the survey form is shown as Figure 1.) The survey asked six questions summarized as follows: 1. Did we contact the complainant within three working days? 2. Did we say when the problem would be fixed? 3. Did we perform the work when promised? 4. Was the work satisfactory? 5. When we were not responsible for the repair of a problem, did we explain adequately our reasons? 6. Were we courteous and professional? We received''a total of 51 responses;thirty of which were completely positive. Response varied among the 21 negative surveys. In general, the negative surveys indicated that we responded within three working days, but did not say when the work would be done half the time. Likewise, we dick not make repairs when we said we would in half of the cases. Most of the complainants were not satisfied with our repairs or did not get an adequate explanation of our reasons for not making repairs. However, most complainants felt that our representatives were courteous and professional. The responses are tabulated as follows: N 1 14 7 2 9 11 1 3 6 9 6 4 6 15 5 1 9 10 1 6 15 3 3 We followed up on the negative responses when a return address was provided. One third of the negative responses involved problems outside County rights of way or private improvements encroaching in the road i.e.: driveway and asphalt berm damages or drainage 'problems. VA:dg perfmWrpt(4121/98) III-14 Below are examples of responses received today: I am most impressed by the professional manner in which your man Elton handles this problem. From experiences in the past, I was hesitant to even call your organization. Someone has turned the attitude toward "customers"around for the good. Keep up the good work. Your representative did go out of his way to help. The people stili haven't' done anything wlthe tree. I hope you keep a record of this. I hope we never need it, but I'm still fearful that the tree will fall on someone. Very professional & helpful. I had originally called in the spring time and some one came out and said the situation would be taken care of, but no one carne back. I called again in October and it was taken care of within a week. VA:dg perfm%.rpt(4/21/98) M-15 ....., ..... I I 1,I",I I I"I I I I'I',"I"".""".,."..,.,.,.,.,.,.,...,.,..,......,.................................................................................................................................................................................o........��.....��....�--��a�a��.�-�-��...................................................................................... 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'' '' '' '''., ''''. , . ..............I I 11................................................................. - ...................................................................................................I..'',.... I'll-................................................................................... ..................- SECTION IVA - PERFORMANCE INDICATORS BUILDING INSPECTION DEPARTMENT Objectives: 1 . Keep total turnaround permit processing time to a minimum, consistent with maintaining a high level of quality and accuracy. 2. Maximize the number of inspections per Inspector day, consistent with maintaining acceptable quality and accuracy. 3. Provide responsive service to complaints about housing, building and zoning code violations. 4. Keep Department solvent,with suff=icient operating reserves to bridge seasonal and economic fluctuations that affect construction activities and permit revenues. PERMIT PROCESSING & ISSUANCE INDICATORS ACTUAL PERFORMANCE 1997 Residential 70% same day 91% same day 15% within 2 weeks 6% within 2 weeks 15% within 4 weeks 4% within 2 weeks Commercial 70% within 3 weeks 68% within 3 weeks 20% within 4 weeks 20% within 4 weeks Tenant Improvement 80% within I week 51% within 1 week 15% within 2 weeks 38% within 2 weeks 5% within 3 weeks 7% within 3 weeks CONSTRUCTION INDICATORS Residential - 10 inspections per day - average 18 per Inspector per day Commercial - 6 inspections per day - average 6 per Inspector per day Grading Inspections - Residential and Commercial, 3 per day 5 per Inspector per day Complaints - I per inspector per year 0.40 per Inspector per day PROPERTY CONSERVATION INDICATORS Close 50% of cases opened 57% closed Code Enforcement Inspections - 4 per day 6 per Inspector per day ADMINISTRATIVE INDICATOR Quarterly and annual departmental budget reports are available. 1997 ended with sufficient operating reserves. VA:dg perfmWrpt(4/21/98) IV-2 ..................................................... .............................. .............................................. .................. COMMUNITY DEVELOPMENT DEPARTMENT Advance Planning: 1 . Complete the environmental impact reports for the Cowell Ranch, the Tassajara Valley and the Stone Valley Oaks projects. 2. Initiate and complete a comprehensive update of the 65/35 Land Preservation Standard. (Note: this is listed on the Current Planning list but all work is from Comprehensive Planning) 3. Complete the reviews of the Cowell Ranch and the Tassajara Valley projects and process the proposed General Plan Amendments through the Planning Commissions and the Board. (Note: this is listed on the Current Planning list but all work to date is from Comprehensive Planning). 4. Decrease the processing time for any General Plan Amendments received in 1998 from in excess of one year to 7 to 9 months. 5. Secure funding and personnel for assistance to the Agricultural Task Force. 6. Improve the implementation of the County General Plan by addressing implementation measures that are not addressed on a project level basis. Solid Waste Programs: Solid Waste and Resource Recovery Programs The goal of resource recovery programs is to reduce the amount of waste deposited in landfills. From the base year 1990, a state required reduction of 25% by 1995 and 50% by 2000 is the goal. In 1993 the state approved the plan which was developed by the County. The plan outlines the programs that will be implemented to reach the goal. VA:dg perfm98.rpt(4i21/98) IV-3 11 .. ......... ......... ...._.... ..........___._ ......... ......... ......... ......... .......... ......_. _........ ......... ......... ......... ......... ................. . ................................................................................................... . ............................................ Implementing the required programs will require a budget and a staff. Our first goal therefore, is to assure sources of funding;. Solid waste services are funded through two separate mechanisms. The first mechanism is the inclusion of Franchise Fees placed on waste hauling Franchise Agreements throughout the unincorporated county area. As we review each Franchise Agreement we will also review the level of service and determine if it is the appropriate time to implement any new services. New rate structures which include Franchise Fees, variable can rates and any other necessary modifications to service levels will then go to the Board of Supervisors for approval. The second mechanism involves assuring that all county waste landfilled, either in the county or out of county, be assessed the $.15 per ton landfill fee approved by the Board of Supervisors. The County provides services to all jurisdictions. It was intended that those services would be supported by the $.15 per ton fee. Those jurisdictions that direct their waste to landfills out of County are not currently paying the per ton fee. It is anticipated that these two actions will provide adequate funding to provide for staff to implement the necessary waste reduction programs. Our first effort is to have every County customer pay a county franchise fee. Once funding is assured, staff can focus on implementing programs as outlined in the Source Reduction and Recycling Element (SRRE). The County is required to provide an Annual Report to the State which outlines the amount of reduction in landfilled waste and describes which of the approved source reduction and recycling programs have been implemented during the previous calendar year. The program areas the State expects the County to report on in 1998 include: • Variable Can rates - establish variable can rates, including mini-can rates throughout the unincorporated area: • Residential /curbside Collection: continue, evaluate and expand curbside recycling programs to include as many materials as practical VA:dg perfm98.rpt(4/21/98) IV-4 • Multi-Family Collection: continue, evaluate and expand existing and planned apartment, condominium and mobile home park multimateriai collection programs; • Reusable Pick-up days: explore the feasibility of establishing reusable pickup programs • Establish Yard Waste Collection Programs: require waste haulers to establish collection programs for source separated yard waste from residences and businesses in the unincorporated communities • Public Outreach: develop Countywide and unincorporated County publicity and public education/outreach programs • Commercial Recycling: provide technical assistance regarding source reduction and recycling to commercial businesses, provide waste audits and resource evaluations • Home Composting: continue, evaluate and expand Home Composting program; including free workshops and discounted compost bins; establish compost facilities for the central and south County areas; In CCCSWA area offer $1.00 per month discount to residents that compost their yard waste • Household Hazardous Waste; coordinate with Health Service Department, solid waste authorities and solid waste haulers regarding Mobile Household Hazardous Waste Programs and aid in the development of permanent facilities • Bay Area Wide Source Reduction Programs: participate in the fourth annual Bay Area Shop Smart campaign, the Business Waste Reduction campaign and the Edible Food Donation Campaign. Collection Franchises Form the Kensington Local Advisory Committee and develop a plan to implement SRRE programs in the Kensington area. Work with the VA:dg perfm98.rpt(4121/98) IV-5 ................ ........ .. ......... ......... ......... ......... ........ . _...... ......_. ......... ......... ......... ......... ......... ........._....... .......... ......... ......... ......... ......... .............. Ironhouse Sanitary District to develop implementation plans for the Oakley/Bethel Island area. Solid Waste Facilities 1. Complete the EIR for the West Contra Costa Sanitary Landfill (WCCSL), Hazardous Waste Management Facility Closure/Postclosure Maintenance Plans. Project and EIR will be subject to the approval of the Lead Agency, California EPA, Department of Toxic Substances Control (DTSC). 2. Assist the County Health Services Department/Environmental Health Division as Local Enforcement Agency (LEA), uponrequest, with CEQA compliance where they have been designated as the Lead Agency. 3. Respond to requests from Erickson for assistance in seeking necessary approvals and meeting required conditions prior to operation of their hazardous waste facility that was approved for the - North Richmond area. 4. Continue on-going Implementation/Mitigation Monitoring Programs for the following facilities (including approval of phased development as well as oversight regarding other requirements in the Land Use Permit): a. Acme Fill Waste Recovery and Transfer Station(a.k.a. BFI/Contra Costa Transfer and Recovery Station); b. Keller Canyon Landfill (including implementation of the mitigation claim Process as directed by the Board of Supervisors) c. West County Integrated Resource Recovery Facility (IRRF), including the Central Processing Facility (transfer station) and Bulk Materials Processing Center and WCCSL Soil Remediation Facilities; VA:dg perfm98.rpt(4/21/98) 1V-6 d. Central Contra Costa Sanitary District's Household Hazardous Waste Collection Facility Current Planning: 1. Adopt Agricultural Zoning Ordinance Regulations: Ninety percent (90%) of ag core land has been rezoned, the remaining 10% is presently under study as directed by the Board of Supervisors. 2. Complete the Planning process on the remaining 3 applications including Clayton Ranch, that were filed before 1992. 3. Complete standard time frame for project processing. Eighty percent of all applications will be processed within the standard time frame. 4. Convert the existing application tracking program in R-Base over to Sierra Systems. 5. Transfer all of the existing application tracking data form R-Base to Sierra Systems. 6. Implement new Application streamlining procedures with planners taking applications at the front counter instead of front counter staff. 7. Implement condition of approval/infrastructure tracking for Dougherty Valley Development. 8. Incorporate results of the 65/35 General Plan review into current planning review process. 9. Communicate our mission and role in County government to other departments we do business with and business groups and agencies we interact with. 10. Maintain adequate staffing with "back up" planners to provide expected level of service at the front counter. VA:ag perfm98.rpt(4/21/98) IV-7 ......... ......... ......._. ...... ... -- ...... .............. ......... ......... ......... ......... ......... ..................... ......... ......... ......... ......... .............................................................................................................. _...._...................... 11. Maintain cooperation and coordination with Building Inspection and Public Works through and after the GMEDA transition. 12. Complete the comprehensive land use plan for Buchanan Field and Byron airports. 13. Complete modifications to the 1977 Tower Communications policy. 14. Formalize training policies and secure budgeting. 15. Evaluate costs to provide land development services and determine process to convert to a time and material's basis to be included in the upcoming fee study. Redevelopment/Housing/Community Development Black Grant (CDBG): Pleasant Hill BART 1. Complete the process of amending the Pleasant Hill BART Station Area Specific plan. 2. Undertake development of a plan of finance for implementing the Specific Plan. 3. Continue to repay Redevelopment Agency debt to the County. 4. Implement the financing and development plan for affordable housing on Redevelopment Agency property the Pleasant Hill BART Station. 5. Work with community interests to develop improvement plans for open space/green space uses including a plan of finance for capital and for maintenance. 6. Undertake a community planning process for the BART development site. VA:dg perfm98.rpt(4121198) JV-8 ........ .................. ......... ...... ... _ ......... ......... ......... _ ............_. .. .................................................. . . 7. Undertake negotiations necessary to modify the existing Acquisition and Development Agreement with BART. North Richmond 1. Work with the County Administrator and the City of Richmond staff in implementing the COMET Program, a comprehensive County/City Neighborhood Improvement Program. 2. Work with the County Administrator and other County department staff in implementing the North Richmond Integrated Management Plan, a comprehensive County Neighborhood Improvement Program. 3. Work with the Public Works Department staff in implementing a North Richmond Area of Benefit to include Project Area road improvements and potential funding sources. 4. Work with Rubicon and County organizations to develop and initiate an employment training and information dissemination system. 5. Initiate directed economic development activities, including the reuse of the Rheem manufacturing facility, a business incubator feasibility study, and development of a light industrial business incubator. 6. Create and initiate a marketing strategy for the North Richmond Redevelopment Project Area. 7. Conclude improvements to the Market Avenue and Chesley Avenue Rail Crossings in collaboration with Union Pacific(formerly Southern Pacific). 8. Continue to work with appropriate private, public and nonprofit organizations and, when feasible, actively participate in the development of affordable housing. VA:dg perfm98.rpt(4%21198) IV-9 9. Facilitate affordable home ownership opportunities through the initiation of the Parkway Estates Project, and the First Time Home buyer Program. 10. Facilitate the development of an affordable housing senior housing project by the Community Housing Development Corporation of North Richmond and Eden Housing. 11. Support the continued development of Community Housing Development Corporation of North Richmond by providing capacity building financial assistance. Bay Point 1 . Work with the County Administrator's Office and the district V Code Enforcement Officer to fund and implement a Revolving Loan Fund for abatement activities in Bay Point. 2. Develop and initiate a Community Group Funding' Program for neighborhood beautification projects initiated by volunteer groups in Bay Point. This activity will both enhance the physical image of Bay Point, and develop the capacity and financialresources of community groups. 3. Continue to administer the Facade Improvement Program. 4. Initiate directed economic development activities, including a reuse study for the Shore Acres Center and a light industrial area (feasibility analysis. 5. Create and initiate a marketing strategy for the Bay Point Redevelopment Project Area. 6. Work with the Family Preservation and Support Project staff to enhance service delivery to the community by assisting in identification and securement of office space to operate their program in the North Broadway area. VA:dg perfm%xpt(4/21/98) IV-10 .............. ................. ............- ......... ...... ....... 7. Complete the public review draft of the Specific Plan for the Bay Point BART Station Area, and initiate preparation of an Environmental Impact Report, if necessary, 8. Initiate land acquisition activities to facilitate future economic development of the community. 9. Undertake improvements to local parks in conjunction with the local park district. 10. Complete improvements to the rail crossing at the entrance to McAvoy/Harris Yacht Harbor area. 11. Commence construction of Phase I of the North Broadway Infrastructure Program and initiate design/preliminary engineering for Phase 11 and Phase 111. 12. Work with appropriate non-profit and for-profit organizations in developing affordable housing and actively participate in development activities where able. 13. Market and administer the First Time Home buyers Program to facilitate affordable home ownership. 14. Work with the Housing Authority to develop and market a targeted rental rehabilitation program for rental property owners in the North Broadway area. 15. Work with a consultant to develop a home ownership strategy in preparation for submittal of a federal Home ownership Zone application for the North Broadway area. Oakley 1. Work with the Public Works Department staff in implementing the East County Area of Benefit and identify road improvements that would likely promote development. VA:dg perfm98.rpt(4/21/98) iv-I1 ......... .............. .. . ...... ......... ......... ......... ......... ......... ..._..._. ......... ...._.... ......... ......... ......... ......_.. _..._. ....................................................................... ......................................... 2. Conclude the widening of Highway 4 from Empire to Vintage. 3. Conclude the development of the Golden Oak Senior Manor by Ecumenical Association for Housing through the provision of financial assistance. 4. Work with appropriate private, public, and non-profit organizations, as well as Community Development staff in developing affordable housing, and actively participating in development activities where able, including the development of a Section 811 housing project (known as Silver Oaks) for the disabled. 5. Work with Advance Planning staff, Public Works and the Oakley Municipal Advisory Council (MAC) to complete a Specific Plan for downtown Oakley. 6. Continue to work with community park and library interests to determine an appropriate program of expenditures that will improve the quality of such services to the Oakley community. 7. Facilitate a major program of street, drainage, and sewer improvements in the Sand Hill area and in the Old Town area. 8. Initiate a major program of street, drainage, and sewer improvements in the Light Industrial Area. 9. Create and initiate a marketing strategy for the Oakley Redevelopment Project Area, generally, and the Light Industrial Area, specifically. Rodeo 1 . Work with the Public Works Department staff in implementing the West County Area of Benefit and in identifying other sources of funding for road improvements that would promote the revitalization of Rodeo. VA:dg perfm98.rpr(4/21/98) IV-12 2. Evaluate and initiate implementation of projects as specified in the Specific Plan for the downtown and waterfront areas. 3. Continue to implement the facade rehabilitation program in the downtown area. 4. Complete frontage improvement activities designed to mitigate safety problems in the vicinity of Hillcrest School. 5. Continue active participation with the East Bay Regional Park District/ Contra Costa County Joint Powers Authority West County Shoreline and Rodeo Waterfront program. F. Work with Ecumenical Association for Housing and the Rodeo Citizens for Affordable Housing to acquire and initiate development of a site for an affordable senior housing project. Community Development Block Grant {CDBG}/Home Program 1 . Continue to implement the CDBG allocation process in conformance with Board of Supervisors adopted guidelines. 2. Continue to identify and assess non-housing community development needs in response to changing demographics. 3. To cooperate with other local jurisdictions to promote the most cost effective methods of providing public facilities necessary for supporting the economic, social, and environmental well-being of the Urban County. 4. Develop cooperative linkages with other local governmental programs to maximize and leverage CDBG funds. 5. Provide park and recreational opportunities to low and moderate income neighborhoods, including opportunities for the elderly, and persons with disabilities. VAAg perfmWrpt(4%21/98) IV-13 ........ ......... ......... ......... _ ....._......_... ......... ......... ......... ......... ......... ......... _..._._._. . _....... ......... ......... ......... ......... ........ . _ .................._....._................................... 6. Assist with infrastructure improvement that increase the health and safety of low and moderate income residents and special needs populations 7. Provide high quality child care in a safe and stimulating environment with certified instructors and other experienced professionals. 8. Support programs that promote prevention and early intervention to alleviate violence against women and children, and to treat victims and perpetrators throughout the Urban County. 9. Assist special needs groups such as the homeless, persons with disabilities, persons with AIDS, and persons with substance abuse problems by providing services throughout the Urban County. 10. Promote programs that provide job training and placement to low- income an disabled persons throughout the Urban County. 11. Assist low and moderate income persons by developing comprehensive economic development strategies for training and job placement. 12. Expand opportunities to restore economic vitality to the Urban County's poorest areas through job creation, technical assistance and outreach in conjunction with ongoing economic development activities. 13. Prevent or reduce deterioration in designated neigh'borhood's. 14. Preserve the existing housing stock and increase housing opportunities for lower income persons. 15. Provide incentives for business expansion and stabilization in order to expand employment opportunities for lower income persons. 16. Improve the Public Works infrastructure, including storm drainage and street improvements in Cower income areas. VA:dg perfmWrpt(4/22/98) IV-14 17. Develop neighborhood facilities to serve lower income areas. 18. Provide housing counseling and information services and further fair housing. 19. Remove architectural barriers to the handicapped and increase opportunities for disabled persons to participate in society. 20. Provide appropriate public services to assist lower income persons and agencies to meet client needs. 21. Expand housing opportunities for lower-income households through rental assistance and an increase in the supply of affordable rental housing. 22. Increase home ownership opportunities for low-income households. 23. Preserve and maintain the afforaable housing stock. 24. Increase the supply of appropriate and supportive housing for special needs populations, including seniors, the disabled, recovering substance abusers, battered women, individuals with HIV/AIDS, runaway youth, and farm workers. 25. Assist the homeless and those at risk of becoming homeless by providing emergency and transitional housing, permanent affordable housing, and appropriate support services. 26. Alleviate problems of housing discrimination. 27. Remove constraints to affordable housing development. 28. Improve the jobs/housing balance by developing affordable housing in close proximity to existing employment centers and transportation facilities. 29. Revitalize and improve conditions in declining neighborhoods, including City and County Redevelopment Areas. VA:dg perfm98.rpt(4/21198) IV-15 Economic Development 1 . Complete the survey component of the business retention program. Analyze the results, and develop a response program for subsequent implementation. 2. Complete a business attraction brochure for unincorporated communities. 3. Partnerwith the Contra Costa Economic Partnership on countywide activities. 4. Facilitate tax base and job creation activities by building capacity the Contra Costa Resource Development Corporation. 5. Work with the Department of Social Services in developing an economic development strategy for implementing CalWORKS (welfare reform). 6. Evolve lending policies for CDBG economic development uses. Development Finance 1. Complete a refunding of existing single family bonds in order to generate new mortgage funds. 2. Complete 3-5 multi-family mortgage revenue bond financings for 200-300 apartment units. 3. Complete a marketing/program description related to multi-family bonds. Park Dedication 1. Continue to process requests for park dedication funds in conformance with new policies adopted by the Board of Supervisors. VA:dg perfm%.rpt(4121198) IV-16 2. Develop, in conjunction with Public Works and the Auditor- Controller, administration procedures to implement Board policy, Keller Canyon Host Community Funds 1. Work with Supervisorial District 5 office to modify the purpose and procedures for use of these funds. 2. Conduct ongoing administration of existing contracts. Water Agency 1. Thorough, responsive, and informative support for the Board's Water Committee, the Board's East Bay Regional Park Liaison Committee, and the Fish and Wildlife Advisory Committee. Coordinated and prepared written materials for monthly meetings of the Water Committee and the Fish and Wil ';fe Committee and quarterly meetings of the East Bay Regional Park Liaison Committee 2. Effective and efficient management and coordination of Baldwin Ship Channel-Richmond Marine Pipeline Link dredging project. = Working with the Army Corps of Engineers, oversaw project planning and release of a Draft EIS/EIR analyzing impacts of deepening portions of the Baldwin Ship Channel and/or utilizing the Richmond Marine Pipeline Link between the Richmond area and Avon, in east County. The project has gained much momentum as well as recognition from Congress, this project now has a realistic schedule, with construction slated in 1998 and completion by the year 2000. = Expanded the project alternatives to include use of a pipeline as an alternative to full dredging. VAAg perfm9g.rpt(4121/98) 1V-17 • Integrated salinity testing, sediment chemical analysis and other logistical issues into the planning process prior to environmental review. Addressed financial issues such as oil co payment plans for berth sampling and other scientific studies, methods of payment for the local sponsor's share of the project itself, and congressional budgetary support. 3. Identification of steps necessary for the County to assume Local Sponsorship from the Port of Stockton for Ship Channel, East County Area, and assistance towards this goal. • As requested several years ago by industry located in east County, continued to work with the Corps of'Engineers on revision of the 1982 Project Cooperation Agreement between the Port of Stockton and the Corps, to allow the County io become local sponsor for maintenance of the Suisun Bay Channel and New York Slough areas of east County. • Provided draft contracts to the Corps, and began to work with industry on the most appropriate method of obtaining funding from them over time, for any costs associated with maintenance of the channel, primarily for provision of an upland disposal site. 4. Effective and efficient coordination and management of the Southampton Shoal Deepening and Extension Project Completed reconnaissance portion of the project to clear the way for the feasibility analysis, the next phase in the federal project review process which must be completed before the project can be implemented. 5. Effective and efficient coordination and management of the Suisun Channel/New York Slough Channel Maintenance Project VA:dg perfm9£I.rpt(4121198) IV-18 • Worked with industry and the U.S.Army Corps of Engineers to facilitate a change in local sponsorship for the project, to finalize a Financial and Indemnity Agreement (to identify non-County funding mechanism and protect County's legal interests), and to identify dredge disposal sites, all of which are prerequisites to the actual performance of needed maintenance dredging activities.. 6. Practical and constructive support to the effort to develop the Delta Science Center at Big Break in the Oakley area. • Assisted with preliminary planning on an interpretive science center in east County, including design concepts, funding, institutional agreements, and interim curriculum development. 7. Effective participation in and facilitation of East County Water Master Plan Effort. Worked to develop and secure multi-agency approval of a partnership agreement to enable a third phase of the process. This third phase will involve implementation of Phase 11 recommendations, including continued communication regarding water supply, infrastructure, legal and institutional issues, and a potential USGS study of groundwater resources. S. Effective and productive coordination and facilitation of Biodiversity projects. Worked with five other sponsoring agencies (EBMUD, CCWD, EBRPD, State Department of Fish and Game, and Alameda County) through open, public, consensus-based processes to move closer to completing two pilot projects, one in the Caldecott Wildlife Corridor (over the Caldecott Tunnel) area and an East County effort. VA:dg perfstt%.rpt(4121/98) IV-19 • Guided development of these efforts to yield helpful information on resources, as called for by the Conservation Element of the General Plan, as well as some pragmatic, implementable suggestions for better coordinating biological protection with other social needs and goals. 9. Effective oversight and monitoring of San Luis Drain related litigation and developments. « Interacted with County Counsel to supervise and coordinate legal intervention on long drain(extension of drain) issues as well as use of the short (existing) drain. • Monitored, reviewed, and commented on other developments related to the water quality impacts of agricultural drainage, and coordinated actions with CCWD and other concerned parties. 10. Efficient and effective monitoring and review of major water projects, policies, and planning efforts with potential impacts on the Delta. « Participated heavily in the CALFED Bay-Delta Program process, including meetings of various advisory committees, review of draft environmental documents, and preparation of comments on issues of concern to the County. • Reviewed, monitored,and commented on the activities of the Central Valley Regional Water Quality Control Board, the State Water Resources Control Board, the Bureau of Reclamation, the State Department of Water Resources, the Delta Protection Commission, and other organizations involved with the Delta. VA:dg perfm%.rpt(4/21/98) IV-20 Transportation Planning: Transportation Policies Consistency between transportation plans/programs of other agencies with the County's plans and programs. Achievement of this indicator is significantly influenced by the activities of elected officials. Achievements include joint efforts with the Public Works Department. • Completion of the Metropolitan Transportation Commission's Altamont Pass Interregional Corridor Study which recommends actions to ensure that local planning activities do not preclude the viability of a Tracy-Brentwood Expressway. This expressway is consistent with the County General Plan. = Participation in the CGTA-sponsored Major Investment Study/Project Study Report for State Route 4 East which will provide a design concept, scope, schedule and cost estimate for upgrading the freeway between Railroad Avenue and State Route 160. • Coordination of contracts with BART and Tri Delta Transit to evaluate methods they can implement to promote use of the Bay Point/Pittsburg BART station pursuant to the County- sponsored East Contra Costa intermodal Transit Access Study. = Initiation of a joint Action Plan for San Pablo Dam Road by the Southwest Area Transportation Committee and WCCTAC which will support an update of the transportation policies in the County General Plan for the EI Sobrante Valley. VA:dg perf n98.rpt(4/21/98) IV-21 Transportation Funding Increasing/Preserving revenues available for transportation planning and implementation. Achievement of this indicator is significantly influenced by the activities of elected officials. Some achievements included the cooperative efforts of the Public Works Department. • Adoption of the South County Joint Exercise of Powers Agreement by San Ramon, Danville, and the County which will generate developerfees for transportation improvements that will help accommodate growth in the San Ramon Valley, including Dougherty Valley. • Adoption of the East Contra Costa Regional Fee and Financing Authority's East Contra Costa Transportation Strategic Plan which establishes priorities for the expenditure of $181 million in developer fee revenues for regional transportation improvements that will help accommodate growth in eastern Contra Costa. • Participate with WCCTAC jurisdictions in initiation of a study to establish a subregional transportation mitigation program that will help fund the State Route 4 West i Freeway Gap Closure project. Growth Management Compliance with performance standards for growth management and congestion management purposes. VA:dg perfm98.rpt(4/21/98) IV-22 ........................................- ............................... ................................... ............... Public Works Our program budget is the Department's primary indicator of progress in reaching our goals. The program budget runs from July 1 to June 30 of each year. We have summarized program activities into the six categories listed below with the approximate percentage of completion of tasks presented in the 1994-95 Program Budget. 1. Maintenance 80% 2. Planning of Future Infrastructure - Roads 87% 3. Planning of Future Infrastructure - Drainage 88% 4. Capitol Improvement Program - Design & Construction 81% 5. Engineering Services (Land Development) 91% 6. Technical and Administrative Services 89% In order to provide further insight into our activities, we have established additional indicators for certain categories including: INDICATORS FOR MAINTENANCE -4 Cost to perform work versus the projected budget cost. Inspect,clean &repair 685 $110,664 $145 $175 hydraugers Replace traffic and street 1770 $255,392 $144 $173 signs Replace failed pavement 43,140 $931,752 $21.60 $22.70 (grinder) Replace failed pavement 13,255 $473,607 $35.70 $33.50 (backhoe) Place single chip seal 94,703 $98,886 $1.04 $ .69 Place double chip seal 27,442 $321,142 $1.18 $1.18 VA dg perfm98.rpt(4/21,198) IV-23 ............... INDICATORS FOR CAPITOL IMPROVEMENTS -3► Amount of change orders as a percentage of the contract costs. Sample Original Final Percentage Benchmark Size Contract Contract of Change Costs Costs Orders 13 $2,275,000 1 $2,376,000 +4.23 0.1 INDICATORS FOR ENGINEERING SERVICES 4 Improvement plan submittal turn-around time v. Department standard of 4 weeks. 6. 1 St 30 days 24 20 20 41 2nd 20 days 33 8.2 9 39 3rd 10 days 20 4.5 10 39 41h 5 days 20 8.4 45 21 VA:dg perfm98.rpt(4/21/98) IV-24 SECTION IVB - ACCOMPLISHMENTS APPLICATION AND PERMIT CENTER The integrated service delivery team at the Application and Permit Center continued to provide outstanding customer service, although service delivery was markedly slower in 1996 due to staffing cutbacks. Staff took in 252 land entitlement applications, issued approximately 3,000 transportation and encroachment permits, cleared 6,960 applications for building permits, answered approximately 20,000 calls for information and helped approximately 7,000 citizens over-the-counter. BUILDING INSPECTION DEPARTMENT Administration: The Building Inspection Department received from the Insurance Services Office, Inc. (ISO) a rating of 3 for all construction enforcement (residential, commercial, and industrial). This rating measures the resources and support available for building code enforcement. The classification is based on a relative scale from 1 to 10, with 10 representing less than the minimum recognized protection. The administrator of the ISO program has evaluated every community throughout the country. According to their records, out of the 3,000 building departments surveyed to date, only 2% received a class 2 rating, and 10% received a class 3 rating, 25% received a 4 rating, and the rest were evenly distributed between class 5 and class 10. Based on this distribution,the Contra Costa County Building Inspection Department ranks in the top 10% in the country. Continued and expanded efforts in staff development through a 5% budget to training and staff development. Examples include off-site training classes and seminars, and participation in activities of professional organizations. • Improved communications between the office and field staff and customers through additions of pagers and cellular phones. VA:dg perfm%.rpt(4/21/98) IV-25 • Conservative fiscal management has stemmed the operating deficits of previous years, and restored the operating reserve to a more acceptable level. The Building Inspection Department's workload increased during the resurging economy. Total number of permits issued during calendar year 1997 were 16, 367 (includes building, mechanical,''plumbing, and electrical); and the number of plans received and reviewed totaled 11,183. Inspections: • Complaints from the public and customers are down from prior years. 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I 11 11 I I'll I 11 I 11 I'll I'll''I'll-,''.111.111,..................................I....�.......�.............................�............................................................................................�.............................................. I I I -11 I '', 'I,, -1,''I'll,....................-..,.----..-,.--.,..........1.1111.111.1.1.11...11...I.,........I.......................I...........I.,.......I.,.....................I.,...I........''..-...I -...1.1111.1111.1''I'll''. ' '' ' I I I 11 I 11 111.I -I I'll, -,''.- -,''''I'll,.................................�.............................--...........................................................................1.1.11,11111,............................. I 11 11 I I.......... ... . .............. .............................................................................................................................................. 1, I'll,..................................................I.......1.111.11,111.1.11,11,'ll''''I''..'',.,.....I...,.,,,,.,,,,,,,,,,,,,,I, '', ... ...' 'I'll,.......................................... 11-....... DEPARTMENT OVERVIEW A primary function of Agency departments is coordination of land development activities for publicly and privately owned properties in the unincorporated area. For comparative purposes the following tables illustrate the volume of land development permitting activity and the number of parcels within county jurisdiction. VA:dg perfm98.rpt(4/21/98) 1-2 SUMMARY OF ANNUAL PERMIT ACTIVITY ISSUING PERMIT TYPE DEPARTMENT 1995 199£ 1997 Building BI 5,847 6,612 6,831 Mechanical BI 527 579 787 Plumbing BI 439 316 407 Electrical BI 656 797 675 Total BI Permits Issued 7,469 8,304 8,700 Variance CD 44 60 65 Land Use CD 105 110 92 Development Plan CD 111 193 191 Minor Subdivision CD 11 16 18 Major Subdivision CD 6 5 7 Rezoning CD 14 11 6 Total CD Permits Issued 291 395 379 Transportation PW 2,000 1,980 1,900 Road Encroachment PW 764 747 892 Flood Control PW 48 56 56 Floodplain PW 45 32 49 Road Closure PW 18 31 31 Drainage PW 14 17 13 Total PW Permits Issued 2,889 2,863 2,941 GMEDA TOTAL 1 1 10,649 11,562 12,020 VA:ag perfm98.rpt(4/21/98) 1-3 _....._. .........__...... . .. .... .............. ......... ......... ......... ......_.. _ _. .......... ............... ......... ......_.. ....._._. . .. . ...._.... ......... ......... ......... CONTRA COSTA COUNTY' TAXABLE AND► NONTAXABLE PARCELS Description 1994-95 1995-96 1996-97 1997-98 Unincorporated Taxable parcels 62,419 62,912 62,964 63,313 Nontaxable parcels 1,506 1,550 1,596 1,618 Total unincorporated parcels 63,925 64,462 64,560 64,931 Incorporated Taxable parcels 234,805 237,642 239,552 241,135 Nontaxable parcels 4,577 4,647 4,722 4,719 Total incorporated parcels 239,382 242,289 244,274 245,854 County Wide Taxable parcels 297,224 300,554 302,516 304,448 Nontaxable parcels 6,083 6,197 6,318 6,337 Total county-wide parcels 303,307 306,751 308,834 1 310,785 VA:dg perfm98.rpt(4121198) 1-4 GMEDA MISSION We influence the development and maintenance of communities. OPERATING PRINCIPLES We carry out policies of the Board of Supervisors. We solve problems with a multidisciplinary approach. We function in a legalistic environment with diverse, competing interests. We serve public and private interests fairly, equitably, and in a timely manner. We recognize the diversity in the population we serve and respect their interests, opinions, and concerns. We seek consensus when possible. We understand that all activities and decisions have costs that must be recognized. We make optimum use of resources. We promote efficiency, consistency, and quality in our performance. We are interdependent and rely on cooperation to complete tasks. We rely on fact and exercise professional judgement. We treat customers as we would like to be treated. We solve problems with imagination and creativity. We help our fellow workers achieve their full potential. We are future oriented and we prepare ourselves for future challenges VA:dg perfm98.rpt(4121/98) .... .....__ ......... ......... ......._. - _. ...... ......................... ......... ......._. ......... ......... _..... ......... ......... ....._... . ............ _....__........__. DEVELOPMENT OF GOALS This process concerns many, as evidenced in recent years by books on the subject and the search across all institutions to evaluate purpose. Public agencies, in particular, spend time evaluating their purpose. At one time,the goal was efficiency, but there are too many examples of other values undermining efficiency today. Other goals include promoting equity or producing effective responses to problems. When these goals come under scrutiny, they also fail to withstand clear contradictions. Public agencies in practice have a variety of goals which alternate depending on the issue and circumstance. This is because the public served has numerous conflicting and contradictory objectives and interest. Therefore, when government departments or agencies set goals for themselves, they must do se without the clarity and purpose of business—to stay in business and make a profit. Public Works, for instance, spends significant time addressing challenges to new projects, which departs from its traditional goal--transportation improvement. Community Development must address numerous interests, including those who oppose neighbors, suburbs, development. Community Development must respond to efforts to guarantee union employment, and individual demands for mitigation. Staff, hired to plan and guide, find themselves embroiled in confrontation and negotiation. Building Inspection is responsible for maintaining construction standards. Their activities must balance voluntary compliance with progressive regulatory action when individuals fail to comply, the department often feels itself to be the scapegoat of last resort for persons who refuse to follow the law. In all situations, it is critical to clarify the purpose and the priority of the department, so that departments spend less time justifying their actions. Efficiency is the first casualty of contradictory direction, multiple top priorities, unpredictable consequences, ad hoc decision making, and confusion over chain of authority. Intellectually, administrators can accept contradictory direction, but to have it implemented on the line staff level is difficult. This is a continuous problem within an agency as dynamic as GMEDA. Staff must continually challenge itself to realign, redefine and redesign ---and let the world know why. Therefore, goal setting must occur on every level and must reconcile day-to-day functions, long term objectives and incident crisis. Goals mush include operational understanding to implement policy. Many goals can be adopted, but if they are fundamentally flawed, they will never become implemented as intended. Staff operates within a bureaucratic system. Such a process is designed to be consistent, thorough, and fair. If direction from the top disrupts the process, the direction will cause internal conflict. A common question from staff is, "Why do we VA:dg perfm98.rpt(4121/98) !-g have rules if we don't follow them?" When internal administration proposes a change in direction, it properly reviews and modifies procedures by allowing line staff to be included in effective resolution of issues and problems rather than imposing solutions ans assuming staff will adjust. New direction is most effective when it incorporates an approach such as, "Here is the goal, let's put together a plan to achieve it as expeditiously as possible," rather than, "Do it this way and get the following result." The first approach has more chance of success. The second approach will make it more difficult to achieve the desired objective because it ignores existing organizational systems. In such cases, when the desire for control of the process supersedes the objective, the objective will falter. There are people in every organization who resist any change. It is management's responsibility to resolve problems within the existing rules even where it requires change. When staff is directed to follow a process that they did not help create, the ends may play out on their own. This may not be consistent with the intent. If the process is key, then the following approach is compatible. "We want you to do it this way. Let's monitor the results and the problems that occur, and be prepared to make adjustments in the process." This is a more successful approach. Staff cannot control outcome if they are forced to accept means that are not integrated with their operations. Where both goals and means are dictated, staff will follow direction, but staff is off the hook for responsibility for success, since there is no buy-in regardless of threat. When imposed procedures become progressively more cumbersome, expensive, and marginally productive, staff can lose fhe drive to succeed. "If those who direct us don't care about our output, why should we care?" Due to this, any new requirement should undergo some scrutiny as to the role of staff and the cost versus benefit of action. This dynamic is common to a public institution with multiple interests, objectives and agendas. Staff success lies in developing and implementing goals with maximum internal consensus. Goals that are unclear, retain contradiction, require clarity, or refuse consensus, should remain on the concept level until the issues of fundamental conflict are resolved. This generally requires better clarification of purpose and priority. Once resolved, staff must negotiate its implementation internally. Once implementation is laid out,the burden is on staff to accept required changes in its operations. These concepts represent the essence of the private sector success in use of continuous improvement teams which have been responsible for recent increases in productivity. GMEDA has been responsible for overseeing redesign of departmental operations, development of projects, resolution of community VA:dg perfm98.rpt(4/21/9£3) 1-7 conflicts, assistance to the County in developing focus and direction on certain issues, seeking to create opportunities for the County, and protecting County resources. The current goals of the agency within the scope of its authorization can be divided into three categories: Institution-Building, Operations, and Projects. Institution Building For the Agency, the purpose of institution building has been to expand the capacity of the departments and County to deal with emerging issues. The County must improve the way conflicts are framed, balanced and resolved. Developers versus school districts, disputes over the proper use of CEQA, due process guarantees to developers versus the protection of health and welfare guarantees to neighbors, the ability of people to participate versus protection against intentional disruption and delay of proceedings, rights of haves and have- nots have all become countywide issues with countywide implications. The County as a whole must consider these extended problems rather a planner, engineer, or inspector. To respond to these issues, acknowledging that some may he currently unresolvable, the Agency has sought to assist with the following: 1. Clarify issues -- What do we think is really going on. What forces are in play, who are the potential winners and losers? The departments' divisions must rededicate themselves to seek the widest reasonable perspectives to insure an understanding of the issues. 2. Identify County interests -- What are the County's interests that transcend individual agendas? It is rare that the County has a single interest amidst all constituencies. Analysis of interests is vital to conflict resolution. 3. Enhance County capacity -- Review the ability to perform. Analyze departmental operations, technical ability, training in administration methods, and decentralization of authority. 4. Find areas of compromise -- Where can broader common purpose create allies among rivals? Rather than grand ventures, the Agency has sought smaller improvements that solicit mutual benefits rather than individual triumphs. For instance, staff has not attacked city projects in order to gain leverage, for future projects, staff has offered recommendations for solutions to problems identified. VA.dg perfm%.rpt(4121!18) 1-8 .......................................................................... . ................................................................................ ...... ...................................................I......... Operations 1 Take measures necessary to transfer development review activities to Sierra Systems' computer approach. 2. Seek to improve management capacity of GIVIEDA departments and county middle management employees,concentrating on rules,roles, responsibilities through course work and group session dialogue. 3. Evaluate and redirect activities within Building Inspection and Community Development in anticipation of, and following, change in administration. Projects 1 . Restructure funding and operations of Community Development in light of current fiscal problems. 2. Change policies, ordinances, and procedures to reduce the frustration experienced by all sides in aspects of the cumbersome development process. VA:dg perfmWrpt(4/21/98) 1-9 _.. .................................................... _.. Building Inspection Goals The Contra Costa County Building Inspection Department provides plan check, permit processing and inspection services to all of the unincorporated county, as well as serving as the contract building inspection department for five cities: Clayton, Hercules, Lafayette, Moraga and Orinda. The Building Inspection function has greatly enhanced in the last year. A new Building Director was hired in early October to provide continuity and focus. In early 1996 the Department plans to hire a new Administrative Analyst, Records Clerk, Network Technician, Weatherization Specialist, and three new Building Inspectors. These latter positions will be filled based on the extensive analysis of work plan needs, and; operational needs conducted by the Department and the GMEDA Director in order to meet the current and projected demands of the Department. Institution Building 1. Continue to refine and implement new administrative practices established in 1997. 2. Continue to improve coordination with departments performing related operations. Meetings with Building Inspection Department and Application and Permit Center (APC) staff, the Public Works Department and the Community Development Department must be ongoing for operational improvement and to resolve complaints/issues. 3. Continue to meet with the Executive Committee (other Department Heads, Public Works and Community Development) to improve functional relationships to provide consistency and predictability in shared programs. 4. Develop an on-going interdepartmental Code Development Committee that will seek the input from a variety of staff members on interpretations of code issues in order to ensure consistency. 5. Continue to encourage the involvement of staff in the development of policies and procedures by seeking their input before policies are finalized. As staff become more involved in the policy making process they are more likely to follow them since they will understand the basis of the rule(s). 6. Improve relationships with the Economic Partnership, Fire Districts, and other incorporated cities in the County to streamline the building code. The objective is to develop a common, Countywide code that is consistent throughout the County so that as one goes from city to city the same codes VA:dg perfm%.rpt(4121198) !-10 .............................................................................. .......... ....................................................................I...... ...................................................I......... .I. I � are being used. The County Building Department will strive to improve its leadership role. Operations 1. Bring the Sierra System on line with concomitant work plan, staff training and flow improvements. Goals include: • Finish Microfish conversion to imaging • Convert Target System to Imaging • Move all users over to Netware 4,1 1, Zero Administration, and NDS • Complete the Gridpad Pilot • Finish design of the Sierra System • Help implement process improvements in the Land Development Process • Install the first phase of Sierra Permit System, including Application Tracking, Redevelopment, and Building Inspection • In conjunction with DOIT, convert LIS to be Year 2000 compliant • In conjunction with DOIT, create LIS to Sierra conversion and update routines • In conjunction with DOIT, update WAN Link to I 00mb • Move and/or renovate the computer room to provide more ventilation and space • Install Oracle Test Server on Sun Platform 2. Develop a stronger training program for all staff to ensure they are up-to-date on all the life safety codes. 3. improve public awareness programs so that the community can better understand the importance of code enforcement and what building inspectors are looking for when they make inspections. This can be done by the development of a newsletter that provides a better understanding of how a VA:dg perfm9S.rpt(4/21/98) _. _........ ..... _.. . ............ ...._....... ......... ......... ......... ..._...... . _._. ........._.. . __... ......._. _._..... ......... .. ....... ......... ......... __.... ...............__.... building department and its personnel function. Other items to be developed include a detailed plan check list that can be provided to any applicant to help them comprehend what a plan checker looks for, the publication and dissemination of the Department's policies, permit requirements and processes, and the development of customer friendly brochures for public use. 4. Continue CCTV informational videos explaining aspects of Building Inspection and iother departments. Projects I. Implement changes in code enforcement as directed by the Board of Supervisors and seek additional funds to close the gap between expectations and revenues. II. Continue to administer the Weatherization Program on behalf of the Community Services Department in a cost-effective manner. Ill. Update Title 7 of the County Code in order to better integrate State requirements with local amendments. IV. Develop, with other County departments and industry representatives, a permit process requirement for work performed in chemical/industrial plants. V. Seek to resolve remaining conflicts between district expectations regarding code enforcement and departmental operations. VI. Continue to efficiently operate the Neighborhood Preservation Program. VAAg perfm9&rpt(4/21/98) 1-12 ''I...-...........................................................................I...... ..................................................................................................... ...... Community Development Goals Based on the government code, land is an exhaustible resource. The purpose of planning is to insure its preservation and use in ways which are economically and socially desirable in an attempt to improve the quality of life in California. To this end, planning seeks to arrange buildings, roads, and other society-made structures on the ground so that society can function efficiently and effectively. In such an effort, Community Development must manage shrinking financial resources, loss of experienced staff due to burnout, demands by developers that staff extend its discretion, demands by citizens to allow them veto power, demands by special interests to attain favorable concessions, demands by attorneys to accept new interpretations of law, and demands by everyone to pursue new initiatives. Institution Building Community Development would like to see new initiatives identified at the time of budget as they are in most other departments, in accordance with normal budgeting procedures. Should a new ordinance, plan, study or other initiative be proposed, the first action should be a request for staff to provide a scope of work and anticipated cost. If the item is not budgeted, a loan should be made to cover costs from the general fund until a designated funding source can be identified and adopted to reimburse the funds expended. Operations 1 . Ensure General Plan conformity. 2. Complete area wide rezonings to facilitate general plan implementation (e.g., P-1 in Bay Point.) 3. Revise Fee Ordinance based on recent budgetary information. 4. Preserve quality of life, including environmental protection. 5. Ensure compliance with CEQA and seek improved predictability of the CEQA process. 6. Review Development applications then provide time-efficient guidance and direction. VA:dg perfm98.rpt(4/21/98) 1-13 ..................... ...........-... ............... ................................... _........ ......... ......... ......... ...._.... ...._ _ .................-__.............._... ......... .._...... ......__. ......... ......... ......... ..._. _....... ......... ......... ......... 7. Ensure that there is adequate infrastructure to support new development. 8. Re-evaluate redevelopment strategy in blighted communities. 9. Seek a jobs— housing balance by promoting employment opportunities and adequate affordable housing. 10. Shift staff to where funding exists. 11 . Prevent future applications from remaining on hold for indefinite periods of time. 12. Conduct salary surveys to determine competitiveness of departmental salaries. 13. Use newly designed employee evaluation format to achieve consistency and enhance understanding of staff performance. 14. Provide inter-divisional cross-training. Projects General Plan Implementation: Follow through on the implementation actions called for by the County General Plan. Proceed with implementation measures specified in the General Plan, including the growth management/monitoring program specified in the General Plan's growth management element. Redevelopment: Upgrade and improve infrastructure, facilities, housing and employment opportunities in blighted areas in North Richmond, Oakley, Pleasant Hill BART, Rodeo, and Bay Point. Housing: Administer and plan housing programs designed to provide decent, affordable'housing to County residents including First Time Home buyer Assistance/ MCC's/Bonds, HOME Program,CDBG/Housing, Housing Element, and Multi-Family Bonds. Community Development Block Grants: Administer Federally funded program that provides funds for upgrading housing opportunities, facilities/infrastructures, and public services in lower income neighborhoods. VA:dg perfm98.rpt(4121/98) 1- 14 ............................................................................................... ......................................................................... Economic Development. Develop and implement programs to enhance the economic base of the County, and to improve employment opportunities including Business Retention Programs, Business Attraction Programs, Contra Costa Resources Development Corp., Asset Management, and Employment Linkages. Capital Projects Financing: Finance major infrastructure through the use of the tax exempt bond markets. Park Dedication:Administerthe County's Park Dedication Ordinance, including fund allocation, ordinance interpretation, and program accounting. Keller Canyon Community Mitigation Funds:Administer host community mitigation funds resulting from the Keller Canyon Landfill. Current Planning: Complete work of the Airport Land Use Commission to develop a plan for the Byron Airport Comprehensive Land Use. Freeway Operations: Encourage development and implementation of a Traffic Operations System for freeway corridors in Contra Costa County, in cooperation with the Public Works Department. State Route 4: Support efforts to obtain full funding of State Route 4 West Freeway gap closure project, in cooperation with the Public Works Department. Capitol Corridor Service: Promote use of rail transit, including BART and the Capitol Corridor. Circulation Element: Maximize the funds available to plan, design, operate, and maintain the transportation system in the unincorporated area, in cooperation with the Public Works Department. VA:dg perfm98.rpt(4/21/98) 1-15 Public Works Goals Institution' Building Public Works engages in constant reevaluation of its operations, which by all accounts is a sign of a successful istitution. An institution in denial or steeped in secrecy or eager to establish blame is one that undermines itself and its purpose and cannot be considered wholly successful. Introspection often begins with "How can ;nye improve?" This leads to painful but productive answers if there is sufficient trust to support people who tell the truth. Public Works has gone far beyond this stage. Public Works has developed a strategic pian with a vision statement, driving forces, operating principles, and strategic goals (located at the end of this section). The implementation of this plan has consisted of expanding its review to affected departments and agencies and throughout all staff. Senior staff have prepared extensive analysis pieces and specific operating principles. The strategic plan is reviewed in the context of all major decisions and used as part of the orientation program for all new employees. A process has also been developed to address conflicts that arise with the strategic plan. Staff is allowed to challenge administration when strategic plan principles are not followed. Operations 1. Pursue increased salaries for engineering managers and other incentives to stay within Public Works. Over the past several years, salaries have slipped relative to neighboring counties, and that -- coupled with the limited future income of the Tier 11 retirement system -- is providing a incentive to some of the top managers to look elsewhere for employment. Division Heads and Senior Civil Engineers are actively interviewing for positions with other nearby local agencies. Public Works has developed some of the top engineering managers in the Bay Area. Public Works prefers giving them a small salary increase rather than enduring the expense of recruiting, orienting, and directing. Public Works continues to support other reasons to stay such as the potential for promotion. This is undermined by recruiting outside the County. Here the values of maintaining an effective department come into conflict with other County policies. The recent Ventura Decision has also brought a rash of retirement that have depleted knowledgeable and capable staff. 2. Place high priority on recruiting a Deputy Director to replace Milton Kubicek who recently retired. VA:dg perfm98.rpt(4/21/98) 1-16 ..................................... ................................................... .................................................... 3. Continue assigning quality process improvement teams to specific areas of operation. Protects 1. Market services to local municipalities and agencies. 2. Establish mechanisms to comply with Proposition 218. 3. Commit adequate resources to large projects underway to finish on schedule. VA-dg PCrfm98.rpt(4,121/98) 1 17 ..................................................- SECTION IA - DEPARTMENT RESPONSIBILITIES Building Inspection ✓ Inspection Services Review plans, issue building permits and inspect plumbing, mechanical, electrical, and structural components to ensure compliance with codes and ordinance to achieve structurally sound and safe buildings. V Contract City Services Provide plan checking, permit processing, and field inspection services to five contract cities: Clayton, Hercules ', Lafayette, Moraga, ;and Orinda. ✓ Grading Services Check pians, issue grading permits, perform grading inspections of minor/major subdivisions and individual's building projects, and investigate grading complaints to ensure construction occurs on a safe foundation. ✓ Plan Checking and Permit Processing Services Check the plan drawings, structural calculations and energy conservation of the structure(s) according to the applicable codes and ordinances, and issue building permits using the LIS computer system. ✓ Property Conservation Services Responds to building and housing code violation complaints, abates hazardous structures, investigates potential zoning violations, inspects mobile homes on private property and in 43 mobile home parks, inspects moved buildings and service turn-on of P.G. E. services. Administers the Neighborhood Preservation and Weatherization programs. ✓ Land Information System The Land Information System is a computer system based on the County Assessor's parcel numbers which provides computerized data related to the ownership, assessment, zoning and development of real property. 1 Hercules operates on a month-to-month basis. VA:dg perfm98.rpt(4/21/98) 1-18 Administrative Support Provide administrative support for the department's operating divisions. Help develop and implement departmental policies and procedures. Maintain personnel records and perform functions related to research of permit archives. Issue permits for major subdivisions and miscellaneous projects. Answer approximately 150 telephone calls per day related to the permit process. Prepare and monitor the department's budget. Perform purchasing, accounting, and payroll functions for all divisions. ✓ General Information Services Provide responses to the public on a daily basis covering both general and specific code questions (i.e., how to apply for a permit, scheduling inspections, and related information). ✓ Permits by Fax Program Issue and process miscellaneous permits that require no plans or outside agency clearance via fax, using MasterCard or Visa for payment. Permits that may be eligible forfax processing are: miscellaneous plumbing,electrical, mechanical, and reproof. ✓ Automated Voice Response System Provide contractors and homeowners the ability to schedule inspections 24 hours a day with the use of a touch-tone phone for either same-day service or date selected. VA:dg perfm98_rpt(4/21/98) 1-19 :: :. Community Development ✓ Current Planning Regulate land use and development in accordance with County policy and applicable laws. ✓ Advance Planning Propose, review, and process amendments to the County General Plan. Undertake a long-range policy planning process to anticipate and respond to socioeconomic changes, new legal mandates and local ;priorities. develop special plans and other implementation programs to fulfill the County General Plan. ✓ Transportation Planning Address transportation needs, include transportation as part of the policy planning process and respond to changes in federal, state, regional and local priorities. Administer programs related to growth management, congestion management and trip reduction. Provide staff support for other County actions requiring transportation planning services. ✓ Solid Waste The Solid Waste team within the Conservation Section 'works with various private companies and public agencies to franchise the collection of solid waste, close old landfills, develop new landfills, transfer stations and household hazardous waste facilities and programs and develop source reduction, reuse and recycling programs. Facilities The Solid Waste team is responsible for monitoring and enforcing the Land Use Permit Conditions of Approval for the solid waste facilities in the unincorporated County. The Section also processes applications for solid waste related projects. Keller Canyon Mitigation Claim Process — Staff will complete this mitigation claim process initiated in the fall of 1997. VA:dg perfm%.rpt(4/21/98) 1-20 ....................................................................................................... ................................................................................................................. ..................................................I............ 1 1. Solid Waste/Recycling Franchising The Section team is responsible for negotiating and administering the Solid Waste Franchises or Memoranda of Understanding that the County enters into for the provision of solid waste and recycling services in the unincorporated areas of the County. AB939 Program,Implementation The team maintains records and provides quarterly reports to various Cities, Counties and the State of California. The team must continue to develop and implement the programs included in the State approved Source Reduction and Recycling Element. ✓ Water The County Water Agency is mandated to help preserve/protect water quality and quantity as it affects county residents through facilitation, negotiation and monitoring of federal, state and local public and private projects with potential to affect same. Future water planning (east county area) as well as development of County policy such as water conservation and use of recycled water occurs within this division. Ongoing activities include construction and operations/maintenance of dredging and disposal projects to enable continued ship channel navigation. Other related activities include wetlands and habitat preservation and enhancement. ✓ Keller Mitigation Programs Staff administers Community Assistance Mitigation funds for Bay Point and other communities impacted by the Keller Canyon Landfill. ✓ Community Development Block Grant (CDBG)/HOME Staff administers Federal funds for new housing, preservation of existing housing, economic development, infrastructure improvements, and neighborhood facilities. VA:dg perfm98.TpE(4/21/98) 1-21 ................. ........... ................ ............ ......... ......... ....._._. ......... ........... ......... ......... ......... ..._.__.. .... ......... ......... ......... ......... _. _. ......... .................. _ .............................................................. ✓ Redevelopment Staff designs and implements plans for rehabilitating blighted areas within the County with the goal of improving the physical, environmental and economic viability of those areas. ✓ Development Finance Staff structures and administers County tax exempt bond financing of single family mortgages, multi-family apartments, industrial development, and infrastructure. ✓ Economic Development Staff develops and implements programs to enhance the economic and job base of the County. Business retention, business attraction, and job linkage elements are involved. ✓ Special Projects Staff undertakes special projects as directed by the Board of Supervisors. Demographic Inquiries: Staff responds to demographics, census research, growth projections, LIS Data Management; provided information in response to inquiries for demographic data from the public or other departments and agencies. Staff oversees the child-care ordinance, provides liaison with cities and adjacent counties regarding land-use, responds to public regarding land-use, incorporation. Staff reviews child care mitigations which are part of condition of approval for land development projects and work with developers to carry through child care-related mitigations. Land Information System Maintenance - Staff continues to fulfill these obligations. ✓ Administrative Support Staff provides accounting, clerical, graphics, and other administrative support to Departmental programs. VA:dg perfm98.rpt(4121/98) 1-22 ............................................... ............................................ ............................................ ........................ Public Works V Road Engineering - Construction Staff develops plans for specific road projects, obtains financing, constructs new roads and improves existing roads, to facilitate safe, property regulated traffic and pedestrian movements. The public Works budget includes school crossing guards in the unincorporated area of the County. V Road Maintenance Staff maintains the County's road system at a safe and usable condition. V Engineering Services Staff provides engineering services and regulation of land development. Staff provides mapping and drafting services for the County Base Map that shows roads, parcels, addresses, etc. of all parcels in the unincorporated area and cities. Additional activities include the County Surveyor function and records. V Drainage Staff provides drainage maintenance for County-owned drainage facilities in the unincorporated area and engineering assistance to citizens regarding drainage matters. V Airports Staff operates Buchanan Field and Byron Airports, and seeks their capital development. V Administration and Real Property Services Staff provides administrative support services to all of the department's operating divisions and manage special districts, excluding Flood Control District. Staff provides real property services to other County departments and other jurisdictions. VA:dg perfm98.rpt(4/21,198) 1-23 .......... .................. ............................. _........ ......... ....._... 1111 ....... ......._....... ......... ......... ......... ....... ......_.. ......... ......... .._...... _ . .......................................................................................... ....................................... SECTION IB - ORGANIZATIONAL STRUCTURE BY PROGRAWFU'NCTION GMEDA ADMINISTRATION AREAS OF RESPONSIBILITY PERSON HRS Area: Departments and Departmental Issues 1123 + Administrative Concerns Pertaining to + Personnel + Conflicts + Training + Budget + Priorities + Teambuilding + Interdepartmental issues Area: Extension of Board of Supervisors/County 207 Administrator s Extend influence into departments. + Serve on committees. + Transfer information and issues to and from departments. + Participate in events. + Represent County in regional/state forums. Area: Projects 223 + Work as staff in review of project-related issues. (Go where the money is.) Time generally spent in high-revenue generating ro'ects or pLojects that have gotten off track. Area: Development 240 + Keep on track of development-related issues. Rules are changing, economics are changing, development is changing. We cannot afford to lag. Need to maintain contact with widest group of people to keep perspective. Area: Major County Facilities and Infrastructure 170 • Solid Waste + Transportation + Water • Airports Area: County Initiatives 79 + Economic Development VA:dg perfm98.rpt(4/21/98) 1-24 .............................................. .............................................. ....................................................... APPLICATION AND PERMIT CENTER --T AREA OF RESPONSIBILITY PERSON HRS JCcam nft Developmerd Staff _y _ Development Application Intake, Fee Collection, Recordskeeping 1,280 Public Information 1,460 Building Permit Clearance 1,100 BuIldlino Ing"Wilon Staff Building Permit Application Intake, Records Keeping, Fee Collection 1,712 Public Information 208 ................. Permit Issuance(Transportation, Encroachment, Floodplain), Recordskeeping, Fee Collection 1,520 Floodplain Management Program 250 Public Information 150 777777-7 777; 7 77 ow A'd. 1-in 1.4 Development Application Review 320 Public Information 320 Development Application Review, Recordskeeping, Fee Collection 80 Public Information 30 Building Permit Clearance 106 APPLICATION AND PERMIT CENTER MANAGEMENT Coordination of Services(includes ombudsman services and responses to 880 staff and industry requests for coordination.) Current Special Projects/Committees: 728 Fiberoptic license: Project Manager Permit Streamlining Implementation PW/CD Current Planning Coordination BI/CD Counter Coordination Executive Committee CAO Communications Committee Information Technology Steering Committee Floodplain Management Team OES Public Information Team Fee Study Work Group Land Development Billing Coordination Team Public Information 312 VA:dg perfm98.rpt(4/21,'98) 1-25 .......................................... .111.1.. ......... ......... .......1.11.1 11.11 _ ............. .._...... ......... ......... ......... .................. .111.1. ......... ......... ......... ......... ............................................................... BUILDING INSPECTION DEPARTMENT PROIGRAMIDESCRIPTION PERSON HOURS CATEGORY: LAND DEVELOPMENT FUND (11013) The mission of the Building Inspection Department is to establish and enforce minimum standards for buildings and structures to safeguard life or lima, health, and property. over the past several decades, the basic mission has been steadily expanded to include responsibility to enforce regulations that go beyond safety and property protection. Examples include regulations that advance societal goals, such as energy conservation,full access to building and participation of people with disabilities, consumer protection, and zoning code com liance enforcement. Program: Administrative (Org. 3415) 3,840 • Personnel • Conflicts • Training • Budget • Priorities, workload • Teambuilding • Interdivisional issues • Board of Supervisors' issues • Interdepartmental issues Program: Administration (Org. 3415) 22,080 • Answer phone inquiries • Provide records research and copies of documents to the public • Permit processing. • Records management • Budget • Personnel • Purchasing • Provide other administrative support as-required VA:dg perfm98.rpt(4121/98) 1-26 ................................................. ...................................................................... ............................................. PROGRAWDESCRIPTION PERSON HOURS Program: Land Information Systems (LIS) (Org. 0348) 7,680 • Provide support for the Land Information System for the County and other agencies • Responsible for Community Development, Building Inspection and GMEDA Administration MIS, including PCS, LAN, and other automated systems 0 Act as liaison with other County Departments and agencies for LIS, WAN, and related functions • Support GMEDA MIS functions in conjunction with individual departmental staff 0 Provide other administrative support where appropriate Program: Engineering (Org. 3420) 5,760 • Review engineering calculation of structures o Review life and fire safety of structures • Review handicapped requirements • Field inspection for complicated structures • Respond to questions from the public covering building code, construction, and general building design problems 0 Assist building inspectors and plan checkers with code and technical problems • Interpret building codes, county and city ordinances Program: Plan Checking (Org. 3420) 5,760 0 Review new residential, additions, and alterations for compliance to building codes, county and city ordinances • Review energy conservation for residential buildings • Issue permits Answer questions and provide information in relation to permit issuance, building codes, county and city ordinances VA:dg perfmWrpt(4/21/98) 1-27 .............................. PROGRAWDESCRIPTION PERSON HOURS Program. Construction Division (Org. 3420) 28,800 • Inspectors make inspections of projects under construction for compliance with approved plans and with applicable County, State and model codes and regulations • .Journey-level building inspectors make inspections on one and two-family houses • Senior-level building inspectors make inspections on all types of projects, with a focus on commercial and industrial buildings • All inspectors provide information on the permit process, codes and construction requirements to the general public Program: Grading Inspection (Org. 3420) 7,680 • Grading inspectors inspect grading activities ranging from subdivision to single family residences • Respond to slide and earth movement complaints throughout the Count Program: Property Conservation/Code Enforcement 9,600 (Org. 3420) • Investigate complaints of Housing and Zoning Code violations • Abatement of dangerous buildings • inspection of moved houses and 90 day P.G. & E. restore services Program: Mobile Home Park Inspections (Org. 3420) 2,880 This program provides inspection to 43 State-approved Mobile Home Parks. • Inspect foundation and installation of utilities to mobile homes • Investigate mobile home park complaints • Perform annual park inspections VA:dg perfm98.rpt(4/22/98) 1-28 _---------------------------'__-_------� PROGRAMIDESCRIPTION PERSON HOURS � Program: Weatherization Program (Org. 1"11 11,520 This program provides home energy measures' assistance to low-income families. 0 Inspect homes for needed energy measures 0 Provide minor energy-efficient repairs (i.e., caulking of windows, attic insulation, weather-tight doors, new 0 Educate and inform the public on home energy measures 0 Report to State and Department of Community Services, as needed Program: Neighborhood Preservation (Org. 0591) 6,048 This HUD funded program is for low and moderate income families to assist them financially to rehabilitate their homes. Intake of applications for low/no-interest loans 0 Inspection of homes needing housing code repairs 0 Disbursement of funds for work done on properties 0 Marketing of the Program 0 Record keeping of loans made perfm98.rpt(4/21!98) 1-29 � � .. ......... ......... ......... ......... ......... 1.11.1 __ ......... ............. ........... ......... ......... ......... ......... ......... ......... ........1111.. . _.. ............_.... _........ ......... ......... H* COMMUNITY DEVELOPMENT DEPARTMENT PROGRAM/DESCRIPTION =PERSON HOURS CATEt OW6. LAND DEVELOPMENT (FUND 110300) Staff to Epard cfup$rvsr rs on.Land Use matters, staff to'Ccunty Pti ntiirf t mt OAS, conduct� � Adm€ stratian hearings, staft � � 1astCcrnitlsilti , + �t -Ciiitee; # i om + a. :c n.: It I .rtdiuso Issues. Program: Current Planning Division (3520) 22,464 • Ordinance Amendments • Review and prepare various types of applications (Variance, Land Use Permit, Development Plans, Rezoning, Planned Unit Development) • Development Agreements • General Plan Implementation • CEQA lead agency; monitoring for County and State • Assist land use litigation Program: Advance Planning Division (3520) 6,048 • Processing General Plan Amendments, growth management monitoring • Consider amendments to the County General Plan and keep Plan current • Develop specific plans to further goals of the General Plan • Implement the General Plan by following through on implementation measures • Develop policy issues and prepare reports to assist in the evolution of the County lig VA:ag perfm98.rpt(4/21/98) 1-30 _____---------------------__-__-__ � PROGRAWDESCRIPTION PERSON HOURS Program: Solid Waste Resource&Recycling C untywide 1,500 � Ongoina I work in progress ! • Develop, print, distribute and publicize the County Recycling Guide • Operate County Recycling Hotline which is available to residents from all County jurisdictions. Maintain and update database,answer recycling questions for county residents and conduct research, as needed,to locate new recycling resources • AB939 reporting to state—maintain and update database, track waste disposal information from various counties and from Contra Costa County landfills, provide reports of jurisdictional tonnage to all cities and counties that deposited waste in CCC landfills and provide reports to the State regarding solid waste disposal tonnage within CCC Participate in Bay Area wide source reduction programs-such as Shop Smart campaign,Business Waste Reduction campaign and Edible Food Donation campaign To be initiated Speakers Bureau—Develop media presentations for community groups and homeowners associations 0 Develop and coordinate school-recycling pLograms Program: Mandatory Subscription(3522) 100 Administer mandatory subscription process, as necessary, in cooperation with the Health Services Department With the assistance of County Counsel, modify Mandatory Subscription Ordinance Program: Solid Waste Facilities Permitting(3523) 900 0 Work with other State and Federal Agencies to contract for and complete Environmental Reviews,including holding public hearings,of Solid Waste facilities within Contra Costa County Assist Health Services Department with CEQA compliance upon request Provide implementation and mitigation monitoring of Land Use Permits for solid waste and recycling facilities in unincorporated County 0 Respond to public concerning issues that are related to solid waste and Lec Program: Contract Administration(3524) 720 Administration of all financial matters dealing with contracts, primarily EIR consultant contracts ement of all contracts to ensure that contractor meets Manag all administrative conditions; invoicing and paying per contractual conditions perfmWrpt(4/21/98) 1-31 � PROGRAMlD'ESCRIPTION PERSON HOURS Program: Franchise Review&Administration(3525) 1400 • Negotiate Franchise Agreements with solid waste haulers and Memoranda of Understanding with public agencies to provide for the collection and disposal of solid waste and recyclable materials and to implement solid waste reduction programs • Administer Franchise Agreements with haulers and Memoranda of Understanding with Local Districts, including customer satisfaction surveys, reviewing service levels and enforcement of all Franchise Agreement and Ordinance requirements • Develop rate review methodologies and conduct rate reviews as needed to determine the appropriate cost of solid waste and recycling services • Work with the solid waste haulers to develop source reduction, reuse and recycling programs in their service areas • Coordinate with two solid waste authorities(Central and West County)regarding various solid waste issues • Coordinate with local Sanitary Districts and Local Solid Waste and Recycling Committees,where applicable,regarding local interests and needs relating to various solid waste issues and to determine the preferred approach to implementing solid waste programs in their community • Provide staff support to the Crockett Area Interim Solid Waste and Recycling Committee • Provide staff support to the Kensington Solid Waste and Recyclina Committee VA:dg perfmWrpt(4!21(9$) 1-32 ____-_-_----------------------------' � 'E PROGRAMIDESCRIPTION PERSON HOURS Program: Resource Recovery/Recycling(3525) 2000 Develop and implement source reduction and recycling programs as required by the County Source Reduction and Recycling Element(SRRE) Source ReductiolpLograms Participate in the Recycling Market Development Zone 0 Implement variable can and minican rates throughout unincorporated areas Develop and implement curbside pickup of reusable goods Implementation of a variety of source reduction and recycling programs as required by the County SRRE such as: Fast Food Packaging-develop voluntary program encouraging local fast food businesses to reduce waste Vocational Training-establish vocational training certificate program in local community colleges to provide training in repair, refurbish and reuse and salvage businesses Business License Fee Reduction-reduce business license fees for source reduction businesses Disposable Diapers-encourage reduction of disposable diaper use in County hospital and outreach to daycare centers, hospitals and medical offices Resource Evaluations-work with businesses to determine where savings are possible �y reducing the amount of solid waste disposal Regypling Programs Develop and implement a Commercial Recycling Program, including providing waste audits for local businesses Review and modify Solid Waste and Zoning ordinances to meet current needs Composting Programs 0 Participate with several cities in the Compost Consortium Home Composting Program to provide compost workshops in the unincorporated areas of the County 0 Design and operate a Home Composting Program for communities in the County that are not served by any other program Special Waste Pro-grams 0 Monitor Agricultural Waste Disposal Practice-with the County Agricultural Extension, monitor current disposal practices and respond to any changes that increase disposal amounts Merrithew Hospital Program-work with hospital staff to institute a system for source reduction and recycling of non- contaminated wastes • Sewage Sludge-encourage Sanitary Districts to reuse sludge through composting,land application or chemical fixation • Reduce Tire Disposal-review and implement programs intended to reduce tire waste Household Hazardous Waste-provide program for the collection and disposal of HHW perfm98.rpt(4/21/98) 1-33 � � � � � ` ......... ......... ......... ... ............ .......... ......... ......... ......... ......... ................. ......... ......... ......... ......... _ ........_.__._.._...................................................... PROGRAMIDESCRIPTION PERSON HOURS Educational and Public information(EPIC 400 (see County-wide programs for additional EPI programs) • Community Outreach Programs • Conduct waste audits for unincorporated area businesses • Develop and implement public education and outreach programs • Annual Reminders and Annual Mass Media Campaign (such as Shop Smart campaign) • Oversight and Coordination of Franchisee's EPI Programs Program: Transportation Division (3526) 4200 • Administration of a transportation program consisting of numerous subprograms subsidized by developer fees, user fees and gas tax revenues. These subprograms include providing transportation planning support to General Plan projects, coordination of transportation plans with local, regional and state agencies, providing transportation planning support for the conservation and redevelopment divisions,rail planning,and implementation of various transportation fee programs and expenditure plans. x y Program: County Water Agency(3520) 3328 Staff support to: Board of Supervisors Water Committee Board's EBRPD Liaison Committee Fish and Wildlife(Advisory)Committee. • Water quality,water supply planning activities (East County Water Management Assn) • Programs for water conservation, reclaimed water use • Ship Channel dredging projects and related activities(LTMS dredge disposal and reuse) • Delta Projects; monitoring and action, as necessary (San Luis Drain) • Wetlands Projects and wetlands mitigation banking • Watershed management lannin VA:dg perfm%.rpc(4121198) 1-34 PROGRAWDESCR1PTION PERSON HOURS <, r TAT1+Cr11�lMPt2C3vl�lViItNT( 6r ) Measure C-1988 Funds are used prirrhatrily for operative transportation planning with the cities in theCounty.,ensuring..complianc with the performando standards f6r.uftn services as required by mute C-1486,and 4.mpWm0fi tlow of vii riouis trip reduction programs. Program: 2800 + Monitoring, evaluation and design of growth management program * Administration of Employee TDM and Countywide TOM programs • Staff liaison to SWAT, WCCTAC, TRANSPLAN, TRANSPAC, T`JTC, CCTA Development and implementation of the Countywide Bicycle Action Plan. JjQ{i{{ r yx xa a < S ( A�d`tttr3liot writ #edu �� pr+sts ► iizli a sent Hill „V3 . ` de- - Program: 100 • Distribution of funds to the area (coordinator)for purchase of vans (van-pools) • Manage the local area TDM program providing ro ram and financial oversight. VA:dg per#m98.rpt(4/21198) 1-35 ......... ......... ......... ...I--.. ......... __......... ......... ......... ......... ......... ......... _. .. _........ ......... ......... ......... ................ ............................................................. PROGRAMIDESCRIPTION PERSON HOURS l;tAtC-,E LOPMENT ECONOMIC DEVELOPMENT The Redevelopment/lEconorrwic Development division category contains all of,the Community Developmoot Depa"nrs activities related to redevelopment, housing, economic develo,prtfe.ht, and capital Improvement financing. The mission of the Division is "improve t .cuality.offife,in antra Cash Cutty l�y.deyeloping in;partnership with other ptibll ertd i is.sector par#neM new;resources to assist the County in providing i M fi4#les bu' + Current Planning Activities Review of land use applications within Redevelopment Project Areas. + Central Permit Counter Support Support of Central Permit Counter by Redevelopment Agency staff. + Program Accounting Support of Redevelopment function through fiscal controls and budgeting. VA:dg perfmWrpt(4/21198) 1-36 PROGRAWDESCRIPTION PERSON HOURS Program: Redevelopment • Pleasant Hill BART 1,010 The principal objectives for the Pleasant Hill BART Station Area Redevelopment Plan are to: (1) improve land use and development; (2) improve transportation and circulation of traffic; (3) promote urban design which will project a positive image and have regional and local identity; and (4) provide for a mix of employment and residential land uses, including affordable housing. • North Richmond The principal objectives for the North Richmond 680 Redevelopment Plan are to: (1)revitalize and expand industrial and employment related development; (2) develop a neighborhood commercial district and expand community facilities; and (3) upgrade deteriorated housing and stimulate the construction of affordable housing. • Bay Point The principal objectives for the Bay Point Redevelopment Pian are to: (1) stimulate the 970 construction of new affordable housing; (2)upgrade and rehabilitate existing housing units and the development of community facilities; (3) provide major infrastructure improvements; (4)expand and revitalize commercial development; and (5)stimulate new industrial development. Oakley The principal objectives for the Oakley Redevelopment Plan are: (1)fund transportation and circulation improvements, particularly those related to State 970 Route 4 deficiencies; (2) upgrade inadequate public and community facilities and infrastructure; (3) upgrade and rehabilitate existing housing units; and (4)stimulate new light industrial and commercial development. a Rodeo The principal objectives for the Rodeo Redevelopment Project Area are to: (1)facilitate the revitalization of an existing older and historic old commercial 970 downtown; (2)fund circulation and transportation movements; (3) improve public and community facilities; and (4) provide for the upgrade of deteriorating housing stimulating the construction of new infill housin . VA:dg perfm%.rpr(4/21148) 1-37 N:.. PROGRAWDESCRIPTION PERSON FOURS Community Development Block Grants: Federally funded program that provides funds for upgrading housing opportunities, facilities/infrastructure, and public services in lower income neighborhoods. Housing: Administration and planning of housing programs designed to provide decent, affordable housing to County residents. HOME Program Federally funded program that provides funds for constructing new affordable housing, and rehabilitating existing housing for lower income households. + MCC Program Administration Review and processing of federal tax credit applications from low and moderate income first time home buyers. • Multifamily Mortgage Bond Compliance Review of compliance with lower income affordable housing requirements of Multi-Family Regulatory Agreements for approximately 4,000 rental housing units. Capital Projects Financing: Oversight and management of new tax exempt bond issues for housing, redevelopment, infrastructure financing, and the financial management of said issues. Economic Development: Develop and implement programs to enhance the economic base of the County, and to improvement employment opportunities. Programs include County real estate asset management, a non-profit economic develo meat corporation, and employment links-aa-Programs. VA:dg perfm9g.rpt(4/22/98) ......... ......... ......... ..._ ......... ......... ......... .... . ................................................................................. . .. PROGRAWDESCRIPTION EXPENSE UNFUNDED MANDATES Park Dedication Funds: Administration of the $20,906 County's Park Dedication Ordinance, including fund allocation, ordinance interpretation, and program accounting. Mobile Home Advisory Committee Support: Staff $12,846 support to this Board-mandated Advisory Committee charged with task of advising the Board on mobile home issues in the unincorporated County and engaging in conflict resolution between park owners and tenants. Tri-Walley Affordable Housing Committee: Staff $1,819 support to Committee of elected officials in Tri- Valley Area (Danville, San Ramon, Livermore, Dublin, Pleasanton) developing cooperative solutions to sub-regional housing needs. Response to Letters from Public/Media via BOS: $4,948 Referrals from Board to respond to media. Non-County CEQA/EIR Analysis: County needs to $2,876 review other agency EIR's, sometimes with effort sufficient to preparea lawsuit. Ordinance Code Amendments: Initiated by Board, $726 State law, and local needs. Staff is assigned as necessa Urban Forest Restoration: County participates in $3,668 area programs to promote ecology. OES Situation Analysis: CDD participates in $6,941 emergency training for OES and responds to activation. VA:dg perfm98.rpt(4121148) 1-39 .1111. .. _........ ...-...11__...1.111_... _ . ........_...._ ......... ......... ......... ......... ........_......1111 _..._._. . ._. ......... ......... ......... ......... ......... _ .. .............................................................................................. .. .................................... PROGRAM/DESCRIPTION EXPENSE Transportation Miscellaneous: $4,253 Bicycle Planning: Bicycle planning activities not $16,200 related to road planning cannot be charged to road fund or developer fee accounts. Public Information Committee: The Board has $3,240 requested departments to participate in a County public information program. Park Planning: Interim County Parks, Recreation (TPD devoted 60 and Trails Policies report. Revenues from park hrs to this effort. dedication fees were not specifically available for APD also devoted this effort. Future efforts to develop a master plan to significant hours to refine and implement these policies will have a this effort). similar funding problem. $4,253 Dept of Energy Foreign Research Reactor Spent Fuel Shipments. ' 4,353 Sheriff Facility Planning: Development fees are not specifically available to fund master plans for sheriff facilities necessary to accommodate that development. Liaison with Cities and Special Districts: Many $12,798 issues exist where County is requested to participate with other jurisdictions. CaiWORKS Transportation Planning Project: Staff $24,523 support to County Administrator's Office and Social Service to develop transportation services needed for CalWORKS Plan. Staff hours funded by reallocating current budget. Staff to Board's Ad Hoc Solid Waste Committee. $817 Staff to the County Board of Supervisors' Ad Hoc Solid Waste Committee Support the work of the Carquinez Preservation Lan $ Trust and the Martinez Regional Land Trust Participate in Land Trust of Contra Costa County $11,760 Program to implement the County General Plan, $58,800 including:Agricultural Land Trust 65135 LandPreservation Stud 13,920 VA:dg perfm98.rpt(4/21/98) 1-40 PROGRAMIDESCRIPTION EXPENSE Administration of Contra Costa County Rent Control $12,150 Ordinance: Staff time to administer ordinance, reply to petitions; mediate complaints; answer questions (t$7,000 for contract) related to the ordinance. County Child Care Ordinance: Review the analysis of $856 child care impacts of subdivisions and commercial/industrial projects. Work with developers to find appropriate child care mitigation options. Board Liaison Committee with EBMUD $1,470 Delta Science Center Project $1,470 Ordinance 96-50 enforcement Hazardous Materials $10,260 Billboard Agreements with advertising agencies $4,871 regarding location of current billboards near schools and relocation sites Saturday Ni ht Specials Ordinance un ordinance $226 Marsh Creek Preservation Area and Ag Preserve $9,307 Refund of Traffic Fees for Reliez Valley Road $6,552 Improvements Pre-Hearing Briefing Meetings with Applicants/ $960 Opponents on all Projects. Franklin Can on Golf Course Settlement Agreement $960 Review of Protocols for Implementation of MACs. $5107 Permit Streamlining process $5,024 Review with Public Works of Flood Control policies and $5,398 regulations Wildcat Creek PW Flood $1,253 U ate of Communications Tower Policy $18,493 Tri-Valle Planning Committee GPA $240 Land Management Program $3150 PH BART General Plan Implementation $16,413 Administration of CCC Rent Stabilization Ordinance $7,218 Rent Department Litigation $8,943 Board Liaison Committee with EBRPD and Delta Science $7,749 Center Pro'ect Right-to-Farm Ordinance $6,265 VA:dg perfm48.rpt(4/211'48) 1-41 . ......... ......... ......... ......._. . .._..... __....... ......... .......... ........ ......... ..............._. ......... ......... ......... ....................... PROGRAM/DESCRIPTION EXPENSE Sale of Firearms Ordinance $6,808 Oakley MAC $1,274 North Richmond MAC $588 Mobile Vendor Ordinance $278 Love a Child Ministries Fee Waiver $289 Byron Post Office $1,588 Keller Canyon $13,579 Rodeo (RAC/MAC will be combined in 1998. To date, $1,561 have been staffing the RAC (Redev.Advisory Committee) meetings Tobacco Ordinance $147 A86 Real Estate Disclosure $210 Code Modifications for S/B on Private Road $2,096 Oakley Incorporation $907 CCC Agriculture Soils Trust $3,724 Liquor Stores -Finding of Public Convenience & $1,960 Necessity Code Enforcement Coordination $51620__ Administration of BFI Franchise $6,043 Administration of Garaventa Franchise $3,056 Development of Rate Review Methodology $1,814 Solid Waste Franchise Litigation $6,047 MOU Negotiations lronhouse $4838 Bay Point PAC Project Area Committee $1,833 Windmill farm $1,078 Off sale Alcoholic Beverage LUP Ordinance & Resultant $30 Procedures DEPARTMENTAL CCiST OF UNFUNDED MANDATES $470,769 UN E� NPEC #TEs Affordable Housing/Transit Hub Policy and Regulation $5,000 Review 411197 (+consultant studies VA:dg perfm98.rpt(4/21/98) 1-42 PROGRAM/DESCRIPTION EXPENSE Negotiation/Administration of Solid Waste Collection $42,335 Franchises: The negotiation and administration of Solid Waste and Recycling Collection Franchise Agreements is only partially funded. Currently the County is collecting Franchise Fees in only 50% of the County area (West County and the area within the jurisdiction of the CCCSWA). Franchise Agreements allow for the collection of Franchise Fees but the Board of Supervisors has deferred collection pending rate reviews. Lack of these funds results In an inability to provide the needed services for administration of franchise agreements and for implementing solid waste reduction programs. Implementation of Solid Waste Source Reduction and $492,515 Recycling Programs required by AB 939: Most of the funding for initiating and operating these programs was lost when landfill fees were reduced. Current funding is through Franchise Fees,which are only approved for approximately 50%of the unincorporated households in the County. Lack of this funding prevents the Department from hiring the contractors needed to Implement the required programs and meeting the State requirements as approved In the Source Reduction& Recycling Element(SRRE). Countywide programs which benefit residents of all $100,000 County jurisdictions (Recycling Hotline, Recycling Guide, Reuse Directory, AB939 reporting, etc.): Funds for these programs come from the$.15 per ton that Is collected from waste disposed at the landfill. Most of the East County, Concord and San Ramon waste Is currently being disposed out of County where the fee is not collected. This results in an underfunding of the Countywide programs. inter-agency Implementation of Biodiversity or $24,990 Ecosystem Management Component to Land Use Planning (policy goal in County General Plan): Some funding is available for project through Keller Canyon Open Space Mitigation funding. However,this Includes very little staff time. Staffing work related to the County's Fish and Wildlife $5,629 Committee(Board mandate): $3,000 per year Is available from the Game Propagation Fund for this purpose. It does not cover staff ex enses. TOTALDEPARTMENTAL COST OF UNDERFUNDED $ 670,469 MANDATES VA:dg perfm98.rpt(4/21/98) 1-43 .,. ,:.... ::.: PUBLIC WORKS Program/Description Person Hours CATEGORY: ROAD&TRANSPORTATION(60000) Tire Road and Transportation category contains all of the Departme rift activities relating to the roads and transportation Issues including maintenance,capital improvements,advance engineering,and planning. The objective to to finance and Implement needed Infrastructure,maximize the efficiency of the infrastructure already In place,and maintain tate in place Infrastructure In a safe and usable condition. The road and Transstation'ca is divided Into seven ro roans. Program: General Road Maintenance(60100) 67,252 The General Road Maintenance Program provides the routine maintenance work needed to keep the 740 miles of roadway and 111 bridges in the unincorporated area safe and functional. This program contains all of the road maintenance activities except for pavement maintenance [which is contained in a se arate ro ram. : Pavement Maintenance(60200) 37,439 he Pavement Maintenance Program provides for the atching and replacement of deteriorated pavement and he preservation and rehabilitation of pavement through he application of various surface treatments. The bjective of the program! is to provide a smooth and safe ding surface for today and Into the future at the least ost. : Road Capital Improvements(60400) 46,106 he Road Capital improvement Program provides the engineering,right of way acquisition,and construction of road improvement needed for safety and capacity to meet the increasing demand on our road Infrastructure. . Program: Traffic Operations(68500) 6,587 The Traffic Engineering Program provides for the efficient movement of vehicular and pedestrian traffic in a safe manner through the application of professional traffic engineering expertise and practices; and to collect and maintain sufficient,pertinent traffic data to provide necessary information for decision making in traffic management. Program: Road Engineering(60600) 7,627 The Road Engineering Program provides the engineering and liaison required in the implementation of the road Infrastructure. This Includes coordination with the State, cities, Metropolitan Transportation Commission(MTC)and other agencies. it also provides for grant applications required for State Federal funding and alignment studies for various County roads. VA:dg perfm98.rpt(4/21/98) 1-44 .. ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ............. . .............__ _ _ _ Program/Description Person Hours Program: Advance Engineering(60700) 3,987 The Advance Engineering program provides the advanced road engineering and studies necessary to develop a project. This program also provides for short,quick ad hoc studies that might arise from day to day. It also includes development of the County bike system, continuing development of the road budget,and participation in developing a seven year County Road Improvement Program project list. Liaison is provided with various agencies for the East County Corridor,Route 93,and the Willow Pass Grade Ultimate Project. This program also provides continuing updates to the areas of benefit. Program: Road Information and Service(60800) 6,413 The Road Information and Service Program provides services to the general public,such as records search and road information,right of way descriptions,dedications, monument Information,etc. This program also includes financial assistance to the Community Development Department for funding advanced road planning studies. The program further funds special projects such as revisions of standard plans,bridge inventories,updating the project log and updating County areas of benefit. Subdivision applications and development permits are reviewed for traffic safety and operation,and conditions of approval are forwarded to the Community Development Department. This program also provides for the road vacation services requested by the general public, developers,and maintenance staff. vA:ag perfrn98.rpt(4121/98) 1-45 ......... ......... ......... .....__.. ..... ......._........_.. ......... ......... ......... ......... ......... ... _ ......... ......... ......... ......... ......... ......... ................................................................. .................................... -Program/Description Person Hours CATEGORY: DRAINAGE(61000) The Drainage category contains all of the Department's activities relating to non-road drainage, Including maintenance of County and Flood Control District facilities,capital Improvements,advance engineering and planning. The objective Is to finance and Implement needed drainage infrastructure, maximize the efficiency of the Infrastructure In place,and maintaining all existing facilities to Insure continued service to the commun . The Drainage category Is div ldad;Into nine pro rams. Program: Mood Control Entity Maintenance(61140) 12,306 The Flood Control District Maintenance Program provides drainage maintenance of the drainage systems owned and operated by the various Flood Control District entities. These facilities generally consist of large channelsystems and flood retention facilities. The maintenance work In each entity is funded by that entity through a share of the 1 percent(1%) property tax,service charge,or Special District Augmentation Funds. Program: County Drainage Maintenance(61200) 4,507 The County Drainage Maintenance Program provides drainage maintenance for County owned drainage facilities in the unincorporated County area and for County Service Area M-23(Blackhawk). The County Drainage Maintenance Program is proposed to be funded by the unincorporated County area Stormwater Utility Assessment. The CSA M-23 drainage maintenance is funded by Its share of the 1 percent(1%)property tax collected in the Blackhawk area. Program: Drainage Improvements-Design/Construction (61300) 13,173 The objective of the Design and Construction program is to Implement regional drainage improvements in areas of deficient drainage to relieve flooding and resultant property damage. implementation includes project design and construction and acquisition of ro ect rights of way. Program: ,Advance Engineering (61400) 3,120 The objective of the Advance Engineering Program is the establishment of Flood Control District Drainage Areas or Flood Control Zones and the adoption or amendment of Drainage Fee Ordinances or Benefit Assessment used to fund the construction or maintenance of storm drainage facilities. Program: Project Development(61500) 5,893 The objective of this program is to provide the engineering or liaison personnel needed to complete preliminary la€nnin forlocal developer, or federal projects. vA:dg perfm98.rpt(4/21/98) 1-46 Program/Description Person Hours Program: Development/Maintenance of Hydrology System(61600) 2,080 The objective of this program is to provide the staff and equipment necessary for the collection and reduction of hydrological data and development of hydrological programs and standards for Contra Costa County. Program: Drainage Information and General Services(61700) 4,160 The objective of this program is to assist the public, County and city in drainage matters,including the review of development activities. Program: Stormwater Pollution Control(61800) 6,933 The objective of this program is the administration of the Contra Costa Citles*County*D€strict Stormwater Pollution Control Program's Joint Municipal National Pollutant Discharge Elimination System(NPDES)Permit and the coordination of the unincorporated County's NPDES Best Management Practices. Program: District Administration (61900) 1,733 The objective this program Is the administration of the Flood Control District as it relates to claims,insurance, rights of waand equip merit. VA:dg perfm98.rpt(4/21/98) 1-47 ..... .-Program/Description , _ Person Hours CATEGORY: ENGINEERING SERVICES(64100) The Engineering Services category contains all of the Department's activities relating to the County land development process,the numerous special districts managed by the Public Works Department, excluding the Flood Control District and miscellaneous technical services. Program: Development Applications(64100) 5,547 This program provides for Public Works Department review and preparation of recommended conditions of approval for various types of development. This function includes coordination and consultation with the development applicant as well as other Public Works staff, Community Development Department,Planning Commission,and the Board of Su rvisors. Program: Development Engineering(64200) 18,547 The Development Engineering Program provides for the review of development pians as required by the various County Ordinances and the Subdivision Map Act and inspection of all public and some private improvements. The review includes improvement plans,parcel maps,final maps,and other documents relating to the development of property within the County. The review ensures that new public improvements commy with Department standards to minimize maintenance costs and provide serviceable facilities for the.safety and welfare of the ublic. Program: Permits(64300) 347 A central permit engineer reviews,issues and administers encroachment,drainage,overload and road closure permits to the public and other agencies. Inspectors from the Construction Division inspect the permit operations to ensure compliance with permit requirements. The service is primarily to protect the rights and obligations of the Department,but also provides protection and safety to the public from substandard,Inadequate and/or dangerous activities of others. Program: Special Districts(64400) 13,866 The Special District Program provides administrative services to the public In the unincorporated areas of Contra Costa County and to other County agencies. Various agencies of the County,Including the Public Works Department,and the public(usually homeowners and business owners)on occasion wish to use assessment district procedures to finance and construct public improvements such as streets and drainage. In some cases the work desired Is geologic stabilization or undergrounding of utilities. Administrative services include chairing the County Assessment District Screening Committee, assisting in the Assessment District formation process,facilitating dispersal of funds, and searenatina the bonds as necessa . VA:dg perfm%.rpt(4/21/98) 1-48 Pr ram/Descri tion Person Hours Program: Redevelopment Agency(64500) 173 The objective of the Redevelopment Agency Program is to provide engineering services to the Redevelopment Director as required to plan and construct the infrastructure required by the various adopted redevelopment plans. It also includes the acquisition of parcels of land necessary for the construction of public and private Improvements that conform to the adopted plans. The program also provides for engineering assistance in the development of proeRsed plans. Program: Sanitation and Water Districts(64600) 820 The Sanitation and Water District Program provides sewage collection and treatment and water system management to unincorporated communities. The object of the program is to promote the health and safety of the communities through collection and disposal of sewage and the provision and management of potable water ! stems as needed. Program: Technical Services Program(64700) 15,253 This program provides engineering services to the community through We maintenance of records,survey data,and various types of maps and geographic data. This program also includes the Department's computer operations.This group contains the County survey function,monument preservation mapping and record keeping activities. CATS DR'Y•.`PUBLIC WORKS.,OTHER SERVICES(66M) The PubilC Warks-cher,$ArV1ces„"tnOrji contains the miscellaneous functions that do not fit conventanNy vita arl6 o IN6 reyfous dMeWn”. These programs are generallyet tpprt,.teryloss and assist the ciepArtment staff to carry out their missions. Many of +e items are i�ur►ded;by the department overhead charge which is Included in all Program: Administrative Services(66100) 9,360 The Administrative Services Program provides the support activities necessary to ensure that the Department's mission is accomplished legally,safely and In an efficient manner. VAAg perfm98.rpt(4121198) 1-49 NA ......... _........ .._.... .. ........ .. ......... ......... ......... ......... ......... ....._... _.. .. ... ......... ........... _........ ........ ......... ......... ......... . ......... ......... ......... ......... Program/Description Person Hours Program: Outside Real Property Services (Non- 9,533 Engineering) (66300) The Public Works Department provides Real Property Services to other County Departments and other jurisdictions within the County, such as'cities and special districts, which do not have the expertise and/or trained professional staff to do their own real estate work. VA:dg perfm98.rpt(4/21/98) 1-50 I --,..................................................................... ....................................................................................111.1....... ..................... ....... PROGRAMIDESCRIPTION PERSON HOURS UNDERFUNDED MANDATES Program: Petroleum Product Pipe Line Franchise Fees Resulting 19,413 From Use of Road Rights-of-Way We receive some revenue from new franchise applications to cover our application processing costs. The cost shown is net after revenues. Program: Administration of Federal Flood Insurance Programs for 105,385 Unincorporated County Areas Our data on costs and revenues is for less than six months. We estimate our net unfunded cost as$44,000 based on the current fee structure. Program: Reviewing Filing of Corner Records 67,945 * State law restricts the amount of fee that can be charged for this activity to$5/application. We received$1,500 in fees with$29,600 In expenses. Annual cost is Net Cost. UN,F MANDATES� Program: Preparation and Exercising of Emergency Response 77,652 Plan Includes participation in OES exercises. Program: Minority and Women Owned Business Regulations 137,277 Program: * Includes not include Construction Division review time on individual r ects nor hi her contract costs due to MBEWBE requirements. VA:dg perfm98.rpt(4/21/98) 1-51 ...................................... ............ .........