To: Board of Supervisors
From: Internal Operations Committee
Report Title: Triennial Advisory Body Review - Phase I Report, Review Cycle 4
☐Recommendation of the County Administrator ☒ Recommendation of Board Committee
RECOMMENDATIONS:
1. ACCEPT the 2023-2024 Triennial Review Phase 1 Report that follows and DIRECT the County Administrator to continue implementation of Phase 2 and 3 of the fourth cycle of the Triennial Review process for the remaining advisory bodies.
2. APPROVE and AUTHORIZE the extension of the County Library Commission for a new three-year term through March 31, 2027.
3. REQUEST the 2025 Internal Operations Committee to examine whether and when to reactivate the Agricultural Advisory Task Force.
FISCAL IMPACT:
None.
BACKGROUND:
The Board of Supervisors oversees and appoints residents to approximately seventy-five (75) advisory boards, commissions, and committees (bodies). These advisory bodies serve numerous governmental functions, some mandatory and others discretionary. In 2012, the Board of Supervisors adopted a regular, ongoing sunset review process formalized by Resolution 2012/261. Resolution 2012/261 was designed to ensure that every three years each advisory body is reviewed for compliance with a variety of policies and results of that review and any resulting staff recommendations are transmitted to the Board, through the Internal Operations Committee (IOC), on a regular basis.
Since the Triennial Advisory Body Review process was instituted in 2012, three full rounds of review have been completed. The publishing of this Phase 1, Cycle 4 report marks the beginning of the fourth round of the Triennial Review. This report presents the findings and recommendations of the fourth round of Triennial Sunset Review for advisory bodies included in Phase I. The IOC reviewed this report at its regular meeting on May 13th and approved all of staff’s recommendations except that the IOC prefers to defer a decision on reactivating the Agricultural Advisory Task Force until 2025 following the County General Plan update. In addition to today’s recommendations, the IOC directed staff to notify and direct those bodies that were found to be out of compliance with certain procedures to take corrective action in observance of Board-approved policies and procedures. These directives concerned in most part general information transmitted with meeting notices/agendas, publishing meeting agendas on the internet, and conducting meetings in person with a call-in option.
Summary of Cycle 4 Triennial Review Phases
*Note: This category represents an advisory body recently added to the Maddy Book and will thus be added to the next Triennial Review Cycle when it has enough history to be reviewed.
A list of the seventeen (17) excluded bodies is below. Most excluded bodies were not reviewed due to full governing independence from the county, such as the East Bay Regional Park District’s own Parks Advisory Committee. A rationale for exclusion is noted for each, including if the body is independent, an ad hoc (temporary) body and thus excluded by Resolution 2012/261, or is not a true “Maddy” body. A body that is indicated below as “Not Maddy” is a body that is advisory to a body other than the Board of Supervisors, or a body to which the Board of Supervisors does not make appointments but is listed in the Boards & Commissions Database (Maddy Book) to improve public awareness and access to the body’s meetings.
List of Advisory Bodies in Phase I
Sixteen (16) bodies are included in Phase I, which was last completed in 2021. These advisory bodies are divided between five (5) mandatory commissions and eleven (11) discretionary commissions.
Mandatory Commissions or Committees
Mandatory commissions include those required under state or federal law. The following five advisory councils, committees, and commissions are considered mandatory and must be operated.
§ Advisory Council on Aging
§ Countywide Bicycle Advisory Committee
§ Economic Opportunity Council
§ Hazardous Materials Commission
§ Juvenile Justice Coordinating Council
Discretionary Commissions or Committees
Discretionary commissions are created by the Board of Supervisors on a voluntary basis. Many discretionary bodies were created to address community needs and solicit further resident engagement. A total of eleven (11) discretionary bodies were reviewed in this phase:
§ Agricultural Advisory Task Force Committee
§ Alcohol and Other Drugs Advisory Board
§ Aviation Advisory Committee
§ Commission for Women and Girls
§ Emergency Medical Care Committee
§ Historical Landmarks Advisory Committee
§ Integrated Pest Management Advisory Committee
§ Library Commission
§ Measure X Community Advisory Board
§ Racial Justice Oversight Body
§ Sustainability Commission
Due to the recently implemented policy that requires advisory bodies to meet in person and provide hybrid access to their meetings, during the last Triennial Review the Internal Operations Committee accepted staff’s recommendation to add a section to the Triennial Review survey regarding compliance with hybrid meeting requirements. This Cycle 4, Phase I report includes information on whether the advisory bodies reviewed are providing in-person meetings with call-in and online access available for the public. Unless otherwise indicated in the below report, most advisory bodies are in compliance with these new requirements which provide increased access to meetings for the public.
Findings
Summary of Findings for Phase I
Staff to bodies included in Phase I were asked to complete a survey, which was reviewed and signed by the advisory body chairperson. Staff from the Clerk of the Board then reviewed the materials and surveys submitted by the advisory body staff and chairpersons; conducted research to confirm whether or not the bodies are in compliance with hybrid meeting requirements and agenda posting requirements; reviewed the contents of the agendas for compliance with several additional policies, such as including information about disability access and access to supplemental materials, and opportunities for public comment; and reviewed the agendas to assess whether or not the agenda descriptions were adequate for a layperson or outsider to understand what would be discussed at the meeting.
Unless highlighted in the recommendations, no changes to bylaws, membership requirements, or seat structure are currently recommended. This report includes a description of advisory bodies considered in the Phase I review, along with a summary of comments or recommendations from the Clerk of the Board and the County Administrator’s Office.
Mandatory Bodies
Advisory Council on Aging
The Contra Costa County Advisory Council on Aging (ACOA) advises the Area Agency on Aging (AAA) in all matters related to the development and administration of senior programs in accordance with the mandates of the Older Americans Act. The ACOA also advises the AAA, the Aging and Adult Services Bureau of the Contra Costa County Employment and Human Services Department, and the Board of Supervisors on the Fourth-Year Area Plan which is based on the unmet needs and priorities of older persons as determined by surveys of local committees and coalitions on aging, and results of public hearings. The ACOA provides a means for countywide planning, cooperation, and coordination for individuals and groups interested in improving and developing services and opportunities for the older residents of Contra Costa County. The ACOA also provides leadership and advocacy on behalf of older persons and serves as a channel of communication and information on aging.
Staff Comments/Recommendations
The ACOA reports that they are having a difficult time maintaining membership after in-person meeting requirements were restored. They also report that they are currently working on a request to change the bylaws to include a new workgroup to assist with program implementation for the Senior Nutrition Program. Two (2) staff members from the Employment and Human Services Department provide around thirty (30) hours of staff support weekly for the body. Staff for the Clerk of the Board’s Office recommends minor changes to the current agendas of the ACOA to ensure that they include information regarding how the public can access supplemental materials.
Countywide Bicycle Advisory Committee
The Countywide Bicycle Advisory Committee (CBAC) provides input to Contra Costa County and the cities in the county on the use of Transportation Development Act funds to construct bicycle and pedestrian projects. The Bicycle Advisory Committee also provides advice to the cities and the County on bicycle and pedestrian planning matters.
Staff Comments/Recommendations
Staff for the CBAC reports that one (1) to two (2) staff members from the Public Works Department provides less than one (1) hour per week of staff support for the body. Staff for the Clerk of the Board’s Office recommends minor changes to the current agendas to ensure that they include information about disability access and how the public can access supplemental materials. Additionally, staff recommends that agendas be posted to the County website and that meetings be held in person and provide a call-in option (in addition to the currently provided online access) to comply with County policy and state law.
Economic Opportunity Council
The Economic Opportunity Council (EOC) is responsible for ensuring that the Community Action Agency assesses and responds to the causes and conditions of poverty in the community, achieves anticipated family and community outcomes, and remain administratively and fiscally sound.
Staff Comments/Recommendations
Staff for the EOC notes that there has been difficulty recruiting and retaining members due to the in-person meeting requirements that pose significant challenges, especially for the low-income, disabled, and senior members. Staff also reports that four (4) staff members from the Employment & Human Services Department provide around sixteen (16) hours total of staff support for the body per week. The EOC appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Hazardous Materials Commission
The Hazardous Materials Commission (HMC) is charged with developing overall policy recommendations for hazardous materials and wastes and advising the Board of Supervisors, local elected officials, and County and city staff.
Staff Comments/Recommendations
Staff for the HMC reports that one (1) staff member from the Health Services Department provides around ten (10) hours of staff support for the body per week. Staff also notes that there has been difficulty meeting quorum due to the increased number of seats and the in-person meeting requirements. The HMC appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Juvenile Justice Coordinating Council
The Juvenile Justice Coordinating Council (JJCC) advises the Board of Supervisors on the development and implementation of a multi-agency juvenile justice plan including, but not limited to, an assessment of existing law enforcement, probation, education, mental health, health, social services, drug and alcohol and youth services resources which specifically target at-risk juveniles, juvenile offenders, and their families; an identification and prioritization of the neighborhoods, schools, and other areas in the community that face a significant public safety risk from juvenile crime. The Council also coordinates on a countywide basis the work of those governmental and non-governmental organizations engaged in activities designed to reduce the incidence of juvenile crime and delinquency in the greater community, develop information and intelligence-sharing systems to ensure that county actions are fully coordinated, and provide data and appropriate outcome measures.
Staff Comments/Recommendations
Staff for the JJCC reports that one (1) staff member from the Probation Department provides around five (5) to ten (10) hours of staff support for the body per week. The JJCC appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Discretionary Bodies
Agricultural Advisory Task Force Committee
The Agricultural Advisory Task Force Committee (AATF) was created to advise and provide recommendations to the Board of Supervisors on matters that relate to preserving and promoting agriculture in Contra Costa County. The Agricultural Advisory Task Force was originally established on March 25, 1991 to advise the Board on agricultural and open space issues but ceased to be an active committee. Then, on March 28, 2000, the Board authorized the re-establishment of the Agricultural Advisory Task Force and directed the Community Development Department to develop guidelines and to establish a process for recruiting and seating new members. However, in recent years, the advisory body has held no meetings.
Staff Comments/Recommendations
Since the AATF became inactive, a new Agricultural Commissioner has been appointed and has reviewed the necessity of the advisory body. The Commissioner has contacted parties listed in the AATF bylaws and all seemed interested in reviving it. The Commissioner reports that the AATF would be a good way to discuss the issues in the agricultural community with all the different groups, who would normally not get together, that are affected by policies and changes to the agricultural industry. Staff for the Clerk of the Board’s Office recommends pursuing next steps for reactivating the AATF.
Alcohol and Other Drugs Advisory Board
The mission of the Alcohol and Other Drugs Advisory Board (AODAB) is to assess family and community needs regarding prevention and treatment for alcohol and other drug related problems. Resultant findings and recommendations are forwarded to the Health Services Department and the Board of Supervisors. The objective of the AODAB is to develop an effective, concerted, and countywide campaign to reduce alcohol and other drug abuse through an organized program of education, prevention, treatment, and control.
Staff Comments/Recommendations
Staff for the AODAB reports that the in-person meeting requirements have posed a challenge for many committee members. Staff for the AODAB also reports that that one (1) staff member from the Health Services Department provides between six (6) to eight (8) hours of staff support for the body per week. The AODAB appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Aviation Advisory Committee
The purpose of the Aviation Advisory Committee (AAC) is to provide advice and recommendations to the Board of Supervisors on aviation issues that are: (i) related to the economic viability and security of airports in the county, and (ii) affect the general welfare of people living and working near the airports and in the broader community. The AAC may conduct public discussions and hear comments on airport and aviation interests relative to the safe and orderly operation of airports to formulate the recommendations it makes to the Board of Supervisors. At the request of the Director of Airports, the AAC shall provide the Director of Airports a forum within which to discuss policy matters affecting the County's airports.
Staff Comments/Recommendations
Staff for the AAC reports that there is occasional difficulty filling seats that can sometimes result in difficulty meeting quorum. However, at the time of review all seats were filled. Staff reports that between four (4) and five (5) staff members from the Public Works Department, Airport Division provide a total of ten (10) hours of staff support for the body per week. The AAC appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Commission for Women and Girls
The Contra Costa Commission for Women and Girls (CCCWG) provides information and advice to the Board of Supervisors and other entities, as necessary, relating to the health and welfare of women and girls in the county. The CCCWG strives to increase awareness of women’s and girl’s issues, champion opportunities for women and girls, and recommend legislative solutions at the city, county, state, and federal levels. Areas of focus include, but are not limited to, socio-economic conditions, workplace issues, social treatment of gender issues, and health and safety for women and girls.
Staff Comments/Recommendations
The CCCWG reports that there has been difficulty meeting quorum due to in-person meeting requirements. Recent changes to the CCCWG as a result of previous Triennial Reviews appear to be improving the functioning of the commission, such as completing annual reports, posting agendas on the county website, making updates to the commission’s webpage, and updating the commission bylaws. The commission reports that two (2) staff members from the County Administrator’s Office provide around one and a half (1.5) hours of staff support for the body per week. Staff for the Clerk of the Board’s Office recommends minor changes to ensure that agendas are posted at the commission’s physical meeting location. Staff does not recommend any other changes at this time.
Emergency Medical Care Committee
The Emergency Medical Care Committee (EMCC) acts in an advisory capacity to the Board of Supervisors, the Local Emergency Medical Services Agency, and the County Health Services Director on matters relating to emergency medical services.
Staff Comments/Recommendations
Staff for the EMCC reports that one (1) staff member from the Health Services Department provides around two (2) hours of staff support for the body per week, though this fluctuates depending on the time of year. The EMCC appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Historical Landmarks Advisory Committee
The purpose of the Historical Landmarks Advisory Committee (HLAC) is to advise the Board of Supervisors on matters relating to the identification and preservation of historical resources within the County, including identifying eligible sites and places to be listed in the County's Historic Resources Inventory (HRI).
Staff Comments/Recommendations
Staff for the HLAC reports that the HLAC has faced challenges relating to the composition of the body. Staff also reports that the HLAC meets quarterly, and one (1) staff member from the Department of Conservation and Development provides between twenty (20) and forty (40) hours of staff support for the body per quarter. Staff for the Clerk of the Board’s Office recommends minor changes to the current agendas to ensure that they include information about how the public can access supplemental materials. Staff does not recommend any other changes at this time.
Integrated Pest Management Advisory Committee
The Integrated Pest Management Advisory Committee (IPMAC) lists six purposes in their bylaws. At a high level, they seek to promote a coordinated, countywide effort to implement IPM in a manner that is consistent with the Board-adopted IPM Policy. Broadly, they serve as a resource to help Department Heads and the Board of Supervisors review and improve existing pest management programs and the processes for making pest management decisions. Additionally, they make policy recommendations upon assessment of current pest issues and evaluation of possible IPM solutions.
Staff Comments/Recommendations
Staff for the IPMAC reports that bylaw changes are currently being reviewed. One (1) staff member from the Health Services Department provides ten (10) hours or less of staff support for the body per week. The IPMAC appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Library Commission
The Contra Costa County Library Commission was originally established in March 1991 for a two-year period and has since been reauthorized by both the Board of Supervisors and the Mayors Conference for continuance. The original purpose and responsibility of the Commission includes five parts: 1) To serve in an advisory capacity to the Board of Supervisors and the County Librarian; 2) To provide community linkage to the County Library; 3) To establish a forum for the community to express its views regarding the goals and operations of the County Library; 4) To assist the Board of Supervisors and the County Librarian to provide library services based on assessed public need; and 5) To develop and recommend proposals to the Board of Supervisors and the County Librarian for the betterment of the County Library including, but not limited to, such efforts as ensuring a stable and adequate funding level for the libraries in the County.
Staff Comments/Recommendations
The Board of Supervisors, on March 30, 2021 extended the Library Commission through March 31, 2024, so the Commission has technically been sunset. However, the mayors of the county’s 19 cities and towns unanimously approved, on April 4th, continuing the Library Commission for a new three-year term through March 31, 2027. Staff recommends that a three-year extension be granted by the Board.
Staff for the Library Commission reports that two (2) staff members from the Library provide around twenty-five (25) hours of staff support for the body per week. Staff for the Clerk of the Board’s Office recommends that, in addition to posting agendas on the Library website, the Library Commission post agendas to the main County website.
Measure X Community Advisory Board
The Measure X Community Advisory Board (MXCAB) was established to advise the Board of Supervisors on the use of Measure X sales tax funds. It is responsible for overseeing regular written assessments of community needs, using as a starting point the priority areas identified in the original (2019) Needs Assessment, and updating every three years, or as needed, as determined by the Board of Supervisors. In this process, the MXCAB is responsible for determining the scope and methodology of the assessment to identify top community priorities and unmet needs. The MXCAB is responsible for using the assessment findings to develop general funding priorities to be recommended to the Board of Supervisors on any Measure X net revenues available for allocation. The MXCAB receives an annual report provided to the Board of Supervisors on the outcomes and impact of allocated funds. Additionally, the MXCAB is responsible for providing an annual self-assessment of their effectiveness during the past year.
Staff Comments/Recommendations
The MXCAB reports that one (1) staff member from the County Administrator’s Office provides around eight (8) hours of staff support for the body per week. The MXCAB also reports that it has been difficult to consistently find labor representatives to attend meetings and that the in-person requirements are difficult and inequitable for some members such as the elderly, disabled, and low-income members. The MXCAB appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Racial Justice Oversight Body
Beginning in April 2017, the County’s Racial Justice Task Force worked to identify racial and ethnic disparities in the County’s local justice system and develop a set of recommendations aimed at reducing those disparities. On July 24, 2018, the Board of Supervisors accepted their report, which assists the County’s efforts to reduce racial and ethnic disparities within the local criminal justice system, including a recommendation to create the Racial Justice Oversight Body (RJOB). The RJOB assists the County’s efforts to reduce racial and ethnic disparities within the local criminal justice system.
Staff Comments/Recommendations
Staff for the RJOB reports that there has been difficulty achieving regular meeting attendance and quorum after the change to in-person meetings. They also note that several other challenges are being addressed through the Internal Operations Committee and Public Protection Committee. Staff reports that two (2) staff members provide around four (4) hours total of staff support for the body per week. The RJOB appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
Sustainability Commission
The Sustainability Commission was established on November 15, 2016 to carry out three categories of responsibilities. First, the commission provides advice to staff and the Board of Supervisors on successful implementation of the Climate Action Plan, including suggestions on how that work can be performed more efficiently and effectively. Second, the Commission advises the Board on opportunities to realize equity and fairness across the diverse communities of Contra Costa County in sustainability programs that support the Climate Action Plan. Third, the Commission provides suggestions to staff and the Board on how to better engage Contra Costa County residents and businesses on sustainability issues and implementation of the Climate Action Plan.
Staff Comments/Recommendations
Staff reports that one (1) to two (2) staff members from the Department of Conservation and Development provide about three and a half (3.5) hours of staff support for the body per week. The Sustainability Commission appears to be functioning as intended and in compliance with the County’s administrative policies. Staff for the Clerk of the Board’s Office does not recommend any changes at this time.
CONSEQUENCE OF NEGATIVE ACTION:
Should the Board not approve the recommendations, the County Library Commission would remain in sunset status and have no authorization to continue.