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Home My WebLink AboutMINUTES - 03122002 - C71 T BOARD OF SUPERVISORS ` Contra FROM: INTERNAL. OPERATIONS COMMITTEE «* Costa DATE: MARCH 12, 2002 County SUBJECT: STATUS OF DEVELOPMENT OF A TRAINING PROGRAM AND 'WEBPAGE FOR BOARD ADVISORY BODIES SPECIFIC REQUEST(S)OR I:vECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: ACCEPT status report on the development of a training program and web page for advisory bodies of the Beard of Supervisors, and continue this item as a referral to the Internal Operations Committee: BACKGROUND: On February 12, 2002, the Board of Supervisorsdirected the Internal Operations Committee to work with the County Administrator, County Counsel and Clerk of the Board of Supervisors to establish a process for the orientation and regular training of Board advisory body members and support staff as to the legal requirements of the Better Government Ordinance, the Brown Act and the Maddy Act. The Board also directed the County Administrator to report to the IOC on the status of efforts to establish and maintain and up-to-date Board advisory body appointee database, and to provide public access to current advisory body information through the County's web page. In addition, staff was asked to review the "Ethics Orientation for State Officials"videotape and assess the applicability and value of the tape for County use. The JOC was directed to return to the Berard with its recommendations within 60 days, or approximately by April 16. On March 4, the IOC met with staff from the County Counsel and County Administrator to explore possible training venues and receive an update on the development of the web page (report attached). The IOC directed staff to develop a training program that incorporates: CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVEAji EITHER SIGNATURE(S): MARIA DeSAULNIER / AYLE B. ILKEMA ACTION OF BOARD ON March 12,, 2QQ2 -APPROVE AS RECOMMENDED X OTHER .� VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN X UNANIMOUS(ABSENT_N ne 1 AND ENTERED ON THE MINUTES OF THE BOARD'OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN': ABSENT: ABSTAIN: ATTESTED_ March' 12, 2002` CONTACT: JULIE ENEA (925)335-1077 JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR CC: INTERNAL OPERATIONS COMMITTEE STAFF. COUNTY ADMINISTRATOR MARY ANN MASON,DEPUTY COUNTY COUNSEL GINA MARTIN,CHIEF CLERK OF THE BOARD OF SUPERVISORS SARA HOFFMAN,STAFF,BETTER GOVERNMENT TASK FORCE BY DEPUTY { Advisory Body training 'Program and Web Page Murch 12, 2002 cecInternal Operations Committee Page 2 A. a written handbook that summarizes the Ralph M. Brown Act and the Better Government Ordinance; a copy of Board Resolution No. 82/574 "Policy for Board Appointees, concerning Conflict of interest&Open Meetings, a copy of the Fair Political Practice Commission's "Can 1 Vote?" pamphlet, a summary of Maddy,Book' requirements, and a format for an annual report to the Board on Committee work plans and activities; B. the County's video training tape entitled, "The Brown Act and Better Government Ordinance— What You Need to Know as a Commission, Board, or Committee Member" for viewing by all advisory body members and staff; and C. applicable portions of the "Ethics Orientation for Mate Officials" presented by the California Attorney General's Office and the Fair Political Practices Commission, for viewing by selected advisory body members and staff to be identified by the JOC. The IOC pians to review the County's 1982 policy for Board appointees to determine if it needs to be updated. We are also exploring the development of an annual reporting format in which each of the advisory bodies would prepare a summary of activities of the prior year and goals for the new year, to be compiled into one document for presentation to the Board of Supervisors annually. Staff was directed to return to the IOC in May with a follow-up report. The IOC anticipates returning to the Board of Supervisors with its report and recommendations in June. 0bul tty cif Dc►ntra oats OFM.E aF T14e 66ut rr nowitnAtolt MIE RANW.,i DATE: March 4, 2002 TO: INTERNAL OPERATIONS COMMITTEE Mark DeSaulnier, Chair Gayle B. Uilkema, Member FROM: JOHN SWEE16E my Administrator By JULIE ENnior Deputy SUBJECT: STATUS OF OPMENT OF A WEBSITE FOR THE MADDY APPE LIST On February 12, 2002,the Board of Supervisors directed the County Administrator to report to the Internal Operations Committee on the status of efforts to establish and maintain'an up-to-date Maddy Appointive List database, and to provide access to current Maddy Act advisory body information through the County's'web page. The Maddy Book is used to track 80 Board advisory bodies that consist of 823 individual seats. The Nigh volume of seats is complicated by the characteristics of each seat. Each seat is unique in its term length, term expiration, nominating;official, and recommending official. Nominating and recommending officials may be County departments, other public agencies, private businesses or community-based organizations. Some nominations for appointment are made directly to the Board of Supervisors, while others are required to be made to a Board subcommittee before presentation to the Beard: Staff of the advisory bodies may be County employees or, in the case of a regional body, an employee of an outside agency or district. Turnover in advisory body staff makes consistent administration of advisory body rosters difficult, particularly'in the absence of formal staff training. In recognition of the substantial effort required of the Clerk of the Board to maintain the official Maddy'Book, the County Administrator's Office initiated a protect in April 2000 to develop,a Maddy Book database. The goals of this project were to streamline the process for trucking advisory body seats, provide better ad hoc reporting capabilities, and, ultimately,to provide public access to current advisory body information through the County's web page. We have been working with staff from the Clerk of the Board's Office and the Department of Information Technology (Doll) to develop a functional database, and to input and maintain data that changes weekly. The sources of information for the database are official records of the Board of Supervisors and surveys of advisory body staff. Status Report on the Maddy Book Website March 4, 2002 Internal Operations Committee Page 2 The Maddy Book database is approximately 90 percent complete, but is not completely functional. We have still to enter staff data, and to develop a process for inactivating committees that have sunset. We continue to work with DoIT staff to complete the database. In November 2001, the County Administrator hired Napanet, the outside consultant that hosts the County's web page, to design a subsidiary web page for Board advisory body information. The Maddy Act requires that the County annually publish a list of scheduled vacancies and related information, and a list of all Board advisory bodies and the seat qualifications. While there is no legal requirement to provide this information over the Internet, it has been our goal to provide such access and,,in addition, provide the capability to the public to query the database using a limited number of criteria. As currently envisioned, the site would provide a description of the Maddy Act and a viewable/printable advisory body application form. The site would also allow the user to select an advisory body from a list, and run up to three,pre-designed reports: Information Page, Current Roster, Current Vacancies. To make the site more useful, we are attempting to design a Custom Reports feature that will allow the user to set certain criteria and run a report on the entire Maddy Book database based on the criteria. An example of a Custom Report would be to obtain a list of all District I seats scheduled to become vacant during the next 30 days.; We are projecting that the design for the web site will be completed by the end of March and that testing will require an additional two weeks. Due to the recent attention focused on this project and the high expectations for the site, we would prefer not to publish the site until we are certain it is working properly. For the Committee's information, attachT are screen prints from the demonstration web site: Attachments cc: Gina Martin, chief Clerk, Board of Supervisors Patricia Molloy, Deputy Clerk, Board'of Supervisors Mary Arra Mason, Deputy County Counsel Steve Steinbrecher, Chief Information Officer Page I of 1 0 JillF Home Sea Boaml of Superviwra A4visory Bodice The Board of Supervisors has established advisory boards, committees and commissions to which It appoints Contra Costa residents to serve. Commissionersserve on a volunteer basis. There is a great range of programs and policies covered by the advisory bodies and Contra Costa residents are encouraged to participate in their County government by applying for vacancies. Board of Supervisors appointments to Its advisory bodies are governed by the Maddy Local Appointive Act of 1975 and with Board of Supervisors Resolution No. 79/460. As such, the roster of Board appointments to Its advisory bodies is omen referred to as the Maddy Book. Advisory Body Fndex Select an Advisory Body . v View Select a Rzj ep Click here to view'an Adobe Acrobatversion pf thq Mad Actl, http://contra napanet.netl naddybook/tnaddy-home p p /28/2€02 Contra Costa Roster Page 1 of 20 Contra Costa County Roster Reports Vacancies as of 0212812002 Advisory Housing Commission Seat Ivacancv erm 11—Date UpIration Tenant of the Authority 03/3/ 2002 Tenet Over 62 03/3 il20Q2 Aff rdable, Housing Finance Com miff-aa Awyacanern Expiration City 06/30/2002 omrr unity t 06/30=02 County 110M0/2002 Airport Land Use Commso tat acancy Perm t City Selection Cor mutes(Contiguous) 1106/06=02 Airport Manegers Appointee 2 05/06/2002 Iatrno-Lafayette Cometery District Brd of Directors eat c nc'' ternn irat rustee 3 Nominated by 91strict'III Supervisor' 06/02/2002 Arts, & Culture Commission of Contra Cost Ty ea# vacancy Term p x iratign aaaamnt Appeals Board Seat Meanrrrr Date ' Ex irk http,.//co tra:napanet.net/ addyboo /vacsncyschedule.php 2/28/2002 Page I of 2 Advisory Elody,application Process The Board of Supervisors appointments list (daddy,Book) is maintained by the Clerk of the Board of Supervisors. Maddy Book advisory body vacancies are posted on the Bulletin Berard in the foyer of the County Administration Building, 551 Pine Street, Martinez, in the Pleasant Hill and Concord libraries, and at Delta 2000. Information presented on this web (sage Is current as of the web posting date shown at the top of each page. To be considered for appointment to a vacant seat on a Maddy Book advisory body, an application must be completed'and submitted to the Clerk of'the Board of Supervisors Office. For information about a particular advisory body, go to the Advisory Body Index and view Book Vacancy Schedule. If you have an interest in a specific board, committee or commission and no vacancy is Shown, please contact the committee staff person, who is<identiI led on the Information View for each committee. For general information, please contact Patricia Molloy at pmoll Qbcob.co.contra- osta.ca.us, Deputy Clerk of the Board of Supervisors telephone: 925-335-1907 Applicants must represent the constituency for a vacant advisory body seat. Generally, there are three types of constituencies associated with each advisory I body seat. 1. Supervisorial District Appointments. Many of the advisory boards, commissions and committees have position s based on residency in a specific supervisorial district. Applications for such appointments are reviewed and recommendations are made by the Supervisor representing that district. 2°. At Large Appointments: Many positions are open to applicants without regard to residency in;a specific supervi orlal district. When more than one application has been received for such a vacancy, the advisory body typically screens applications and/or conducts interviews, and nominates a candidate to the Interna! Operations Committee of the Board of Supervisors. The Internal Operations'Committee may either approve the nomination and forward a recommendation to the Berard of Supervisors for appointment, or may conduct its ower interviews and make a separate recommendatiort to the Board. 3. Community Based Appointments: Certain appointments are based upon specific affiliation with;a group or community. For example, participation on the San Ramon Valley Regional Planning Commission requires that commissioners be residents of the unincorporated area covered by the San Ramon Valley General aPlan of 1977. The Board of Supervisors receives and generally accepts the recommendations from the specific constituency to be represented when making these appointments. Click here for an Adobe Acrobat ue�rsion of the apis ion form http://contra.napanet.net/maddybook/inaddy-process.htmi dy-process.htmi 2128/2002 Contra.Costa Reports View Page I of l Contra Costa County Reports Workforce Development Board, Contra Costa County The 1ti Bs will have responsibility for overall workforce investment policy,a Functions newly mandated workforce investment plan and oversight of the new One St Career Center system, Established: 1213111969 SunsetDats' The Workforce Investment Board NO)was created pursuant to the federal Work1brce Investment Act of 1968 to replace the Contra Costa County Interir Workforce Investment Board and Its predecessor,the Contra Costa County Private Industry Council by.lune 30,2000.under the Workforce Investment the"Chief Elected Official"(County Board of Supervisors)Is designated as th Lega€tAuthority : appointing authority for membership.The County Board of Supervisors z ppo 35 imembers to 37 seats(two individuals fill two seats each)to the Workforces Investment Board IB on March 7,2000,per Board order item C.31.Crest two now tine-Stop Mandated Partner seats pot Beard order item 0.16,Och 3,2000,Name changed to Workforce!Development'Board of Contra Costa County per 0.105, December 19,2000. ReporlsTo Workforce Development Board(WDS)membership is specified In law and Includes many of the members'of the Workforce Development Advisory Pan( Membership: (39)SEATS.Business Members(20)iEducation Members(3)Labor(2} Community-Based Members (3)Economic Development Members(2)One_w Mandated,Partners (7)(9) OfliceTerm- Term imits MeetingTime : Carl first to confirm.Typically 3:30—500 p.m.on 3rd Monday at 50 Douglas Drive,Assembly'Room,'Mertfnez. Compensation - For'Information Coact: Edmonds David,Phone`:M3132181 http:l/contra.napa:net.net/maddybook/reportsview.php?Commiftee 87'&R.eports In orniation 2/28/2002 Contra Costa Roster Page l of 1 Contra Costa County Raster Reports Boara of Supervisors Advisory Bodies Custom Views: Design Your own report! To design your own customized i query report,make your data selection by rnaldr g designations In the categorise below: Advisory Body: JAR . Nominating Of cial: Alt Recormmending Official Ali . _ Office Term Expiration (mmlddtyyyy) From j . ... Tor. Output of report. � http-//contra.napanet.net/maddybook/customreport.php 2/28/2002