Sep 15 06 04:07p

CLERK

OF

THE

BOARD

408 2988460

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County of Santa Clara
Office of tlic Clerk of the Bt)circl of Supervisors
CiHinty Gtwi'num-ni Crmor. Eiust
70 vvt-’sj uectcUt^ Siieet
San Josr. Catifornin t)51 1 o-1770
fATvai •>cvo.4.1'»-f FAX 298-84G0 TOO 003-8272

.hun
Web siJC h>;p://clara\vcb.t o.san»ac-iarn.tcvus/cicrK/clfkhi^n»e
Fhyllls A. mez

CKrK'of the Board

memorandum

Date:

January 25,1999

To:

Honorable Board of Supervisors

^

Phyllis A.Perez,Clerk of the Boarfi/'
: advisory boards AND COMMISSIONS RESTRUCTURE
Subject:

From:

ACTIQNi

of Advisoor Boards and
A.
Accept
statu.
«pot.
on
acUvities
rela«d
to
testruc«ae
Commissions. (See Attachment A)
B Adopt Ordinance No.NS22^.

sunsettiri^thejWceSystemAdvisotyBoatd.(AttachinentB)
C. Adopt Ordinance No.NS

adding a

(Attachment Q

D. ApprovereporOngs^of^BoardsandComnussionstoBoard
Committees
£recommended. (Sec AttachmentD)
jTT^rAL IMFTflCATIQNSi
No impact to General Fund.
FOR RECQMMENDA3I0N:

As a result ofto aimplement
previous
^Ad^tion
of of
Approval
ordinances
u-isiatton m meetCo^iions.
Board direction.
SSc ordinances wiU provide^en^lmg^l^i^aUOT to m
commissions
the recommend^

provide direction for these groups and

(S>
1007

PEB 2 1999

Sep 15 OG 04;07p

CLERK

OF

THE

BOARD

408 2988460

Acceptance of the status report provides an update on activities currently underway in the

Office ofthe Clerk of the Board and the Office of the County Counsel to complete the many
procedural and structural improvements related to advisory boards and commissions.

BACKGROUND:

In 1998, the Board of Supervisors approved several recommendations from a Board
subcommittee to redesign the structure of boards and commissions. Through this process,
a method and timeline was approved to more effectively align the commissions with the
Board Committees. In addition, the Clerk of the Board and the County Counsel were
directed to respond to several follow-up steps and return to the Board for consideration and
action.

The recommendations in this transmittal are the first of several follow-up actions necessary
to complete the approved restructure.
CONSEQUENCES OF NEGATIVE ACTION:

Boards and Commissions will not receive the level ofsupport and direction as approved in
a previous Board action and the ordinance code will not accurately reflect the decisions of
the Board.

SUPPORTIVE MATERIAL ATTACHED:

A. Status report on activities related to boards and commissions restructure.
B.

100621.

C. Recommended reporting structure between board committees and advisory
boards and commissions.

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Sep 15 OB 04:08p

CLERK

OF

THE

BOARD

408 2988460

attachment 4

STATUS PRPORT on APVISORY BOARns

commission

BESTRUCTTJRF.

In Febniary, 1998, the Board of Supervisors approved several actions to redesign and
streamline processes to better support and direct Advisory Boards and Commissions.
These actions included:

^ Health Advison^ Commi.s.sion hv ^o^binin.ih.pnt.VY

aie3$9f Copimisgipn Ph my^AtPS.Alcohol and Bmp Advi^r^r^ Commission. Km^rpen^y

Medical Cqre Conmnssipn,and Maternal Child and Adplyscent Health Advisory
Status;

Thefirst meeting ofthe Health Advisory Planning Committee was held on September 16.

1998. Committee membership consisted oftwo representatives eachfrom the Commission
HIV/AIDS, Alcohol and Drug Advisory Commission, Emergency Medical Care
Commission, and Maternal Child and Adolescent Health Advisory Board. Other members
ofthefour commissions, however, were invited to attend andparticipate in the various
activities that the Planning Committee would befocusing on. Dr. Guadalupe Olivas was
asked to work with the Planning group, and a Deputy County Counsel, ChiefDeputy Clerk
on

ofthe Board and a Deputy Clerk cfthe Board also participated.

To dale, six meetings have been held and thefollowing has been approved by the
Committee:

- A proposed General Statement

- Commission Membership Composition

- Draft ordinance establishing the Health Advisory Commission
- Transition planfor combiningfour commissions into one commission

Activities currently underway are a polling ofcurrently appointed members oftheft.,

our

original commissions to determine interest in serving on the new commission and the
preparation ofthe transmittal to accompany the ordinance establishing the commission.

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Sep 15 06 04;08p

CLERK

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THE

BOARD

408 2388460

Anticipated datefor Board consideration ofordinance and other related issues to establish
the-new commission is March 23, 1999.

Ifthe ordinance is adopted on March 23, the Health Advisory Commission would become
effective on April 30, 1999. Thefirst meeting would be scheduledfollowing that date.
2) Approval to Sunset the Justice System Advisory Board fJSAB),

Status;

Ordinance presented to Board ofSupervisors on February 2,1999 to sunset Justice
System Advisory Board. (JSAB),

3) Approval to reduce number of regular business meetings of Animal Advisory
Commission to bi-annuallv, and Fish and Game Commission and National Guard and

Veteran’s Aff^ t<? qpafterly.
Status:

Ordinances preparedfor submittal to Boardfor adoption in March 23, 1999 (to accompany
ordinance establishing Health Advisory Commission)

A

4) Approval to Sunset the Youth Commission and establishing a Youth Task
Force under the Human Relations Commission (HRC),

Status:

Ordinance presented to Board ofSupervisors on February 2,1999 to sunset Youth
Commission and establish Youth Task Force under Human Relations Commission.

5) Approved addition oFtwo Board aerk positions in the Office of the Clerk.oi
the Board,

Status:

Positions have been added to Clerk ofthe Board Office andfilled by two highly skilled
individuals.

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CLERK

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408 2988460

6) Directed all advisory boards and commissions to prepare annual work plans for
review bv Board Committees for final approval bv the Board of Supervisors.
Status:

Workplans have been completed by eighteen (18) groups and will be submitted to
committeesfollowing action by the Board ofSupervisors on February 2,1999 to identify
reporting relationships between committees and commissions.

1) Directed Countv Counsel to update and revise all ordinances and bylaws for
approval bv the Board of Supervisors.
Status:

Process has begun. No specific datefor completion has been set.
8) Directed County Counse) and Clock of the Board to develop.fo.nnal.xcpocting
procedures (rules) to communicate commission activities to the Board of Supervisors.
Status:

Clerk and County Counsel have begun process. No specific datefor completion has been
set.

9) Directed Clerk of the Board to revise and update Boards and Commissions
Handbook for approval by the Board of Supervisors.
Status:

Clerk is utilizing San Jose State intern to provide services to research and gather data. Date
for completion is anticipated to be late summer 1999.
10) Directed Countv Counsel and Clerk of the Board to develop policy on filing
Oaths and the enforcements of the filing requirements of the Statement of Economic.Interest
forms(Form 700)

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Sep 15 06 04;09p

CLERK

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408

2988460

Status:

Clerk and County Counsel have met and the Statement ofEconomic Interestfiling period
has commenced. A datefor completion ofthis assignment has not been set.

II) Adopted policy restricting meetings to no more than six-per year, authorizing
Committee-of-the-whole dtirinp non-regular meeting months: requiring that all commission
actions must be approved at a regular, legally noticed meeting: directing that an annual
meeting schedule be adopted for each advisory board and commission: and adopted a

policy that requires requests for special meetings of advisory boards and commissioDj bs
approved bv the Clerk of the Board to ensure meeting room and staff availabilitY.
Status:

Clerk and commissions are working cooperatively to adhere to Board policies and
directives.

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ORDINANCE NO. NS -

AN ORDINANCE REPEALING CHAPTER VU OF DIVISION A6 OF THE SANTA CLARA

COUNTY ORDINANCE CODE RELATING TO THE COMMISSION ON YOUTH,
AND AMENDING SECTION A6-54, CHAPTER IV, RELATING TO TFIE
POWERS AND DUTIES OF THE HUMAN RELATIONS COMMISSION

The Board of Supervisors of the County of Santa Clara, State of California, ordains as follows:
Section 1:

Chapter VII of Division A6 of the Santa Clara County Ordinance Code,
commencing with Section A6-80 through A6-85, is repealed in its entirety,

Section 2:

Section A6-54 of Division A6, Chapter IV, of the Santa Clara County Ordinance
Code is amended by adding the following to the Powers and duties of the Human
Relations Commission;

(k)

To form a Youth Task Force to encourage the participation of youth and
to consult and advise the board of supervisors on youth-oriented areas.

PASSED AND ADOPTED by the Board of Supervisors of the County of Santa Clara,
State of California, on

by the following vote;

AYES:

Supervisors

NOES:

Supervisors

ABSENT;

Supervisors

BLANCA ALVARADO,Chairperson
Board of Supervisors

APPROVED AS TO FORM AND LEGALITY;

ATTEST:

PHYLLIS A. PEREZ, Clerk

Board of Supervisors
uii

"'I ru^i>,

Rima H. Singh, Deputy County Counsel
S:\HumanServices\Smgh\R-Youth.Ord

Santa Clara County Human Relations Commission
Youth Task Force

Background
The Youth Task Force of the SCC/HRC is a new addition to the Commissions’ roster of

projects. The County Board of Supervisors eliminated the existing Youth Commission
early in 1998, after recomendations from the County Clerks office on restructuring and
consolidation of boards and commissions indicated that the Youth Commission was failing
to meet quorum due to poor attendance.Not wanting to completely eliminate a tool for input

from youth on development of policies affecting youth, the Board assigned the task of
creating a more effective program to the HRC.The HRC put together a commissioner work
group in April, 1998 to explore the structure and mandate of such a task force. They would
identify potential partners and topic areas for the formation of the YTF. After such research, the YTF would begin preliminaiy meetings in the Fall of 1998.
Potential Partners

Discussions have occurred with the following groups during the research stage of the
project. All have indicated support and a desire to participate with the YTF:
Filipino Youth Coalition
Violence Prevention Council

Alliance for Community Care/ARC Youth Program
Asian Youth Conference

Youth representatives from America’s Promise-1998 Silicon Valley Summit With Youth
Identified Potential YTF Issues/Topics

In discussions with young people about what would enhance the successful implementation
of the YTF,the following points were raised and need to be addressed:
What would be the exact nature of the involvement of youth? It would be important that

youth be given the task of leading/directing the YTF. Youth would be assisted in
developing skills dealing with leadership, advocacy, group process, team-building.
Monies should be developed/made availible to the YTF for allocations for youth projects by
youth volunteers.The following three models will be examined for YTF consideration and
development:
The Community Foundation Silicon Valiev Youth In Philanthropy Program/

San .Tose.Ca. Youth committee members, ages 13 to 25, award grants ranging from
$375 to $1,000 from a $20,000 fund.

The Pine Crest Community Foundation/Pine Crest. Florida Only community

foundation to be founded and mn by teenagers. Established in 1994, its leaders raise
money and make grants to local charities. To date, $21,000 has been raised
Oakland Fund for Children and Youth/Oakland,Ca. 1998 $1 million set-aside for

first of its kind program to test funding of programs designed by youth for youth.Youth
oversight committee will control youth-to-youth grantmaking.

Since involving youth in leadership, decision-making and problem-solving have been
identified in studies as a key violence prevention strategy which contributes to the
development of healthy and responsible youth, an added component to the success of the
YTF is to provide youth leadership training in conflict resolution and violence prvention.