County of Santa Clara
Office of the Clerk of the Board of Supervisors
County Gov{'rnniont C:cntcr. East Winj*
70 West Hedding Street
San Jose. California 951 i c> 1770
(408)299-4321 FAX 298-8460 TDD 993-8272

Web site ltttp://clara\veb.ro.santa-('lara.ra.us/clerk/c’lrkl'io nie.htm

Pliyllis A. Perez
Clerk of the Board

MEMORANDUM

Date:

January 25,1999

To:

Honorable Board of Supervisors

From:

Phyllis A.Perez, Clerk of the Bo

Subject; ADVISORY BOARDS AND COMMISSIONS RESTRUCTURE
RECOMMENDED ACTION;

A. Accept status report on activities related to restructure of Advisory Boards and
Commissions. (See Attaclmient A)

B. Adopt Ordinance No. NS 300.623.repealing Chapter XI of Division A6

sunsetting the Justice System Advisory Board.(Attachment B)

C. Adopt Ordin^ce No. NS 300:622.repealing Chapter VII,ofDivision A6
TV,adding a
sunsetting the Commission on Youth and amending Section A6^54, Chapter
Co^
Youth Task Force to the Powers arid Duties ofthe

RelatioriS

(Attachment C)

D. Approve reporting structure of advisory Boards and Cormnissions to Board
Committees as recommended. (See Attachment D)
FISCAL IMPLICATIONS;

No impact to General Fund.
REASON FOR RECOMMENDATION:

As a result of a previous Board action. County Counsel was directed to prepare several
ordinances to implement modifications to some Boards and Commissions. Adoption of
Board direction. Approval of
these ordinances will provide the enabling legislation to meet
boards
and commissions
the recommended reporting relationship from the advisory
for these groups and
through the various Board committees will provide direction
and effective manner.

commission activities will be supported in a more timely

2007

(TCP

V 1QQQ

Acceptance of the status report provides an update on activities currently underway in the
procedural and structural improvements related to advisory boards and commissions.

Office of the Clerk of the Board and the Office of the County Counsel to complete the many
BACKGROUND;

In 1998, the Board of Supervisors approved several recominendations 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.
rONSROUENCKS OF NEGATIVE ACTION:

Boards and Commissions will not receive the level of support and direction as approved in

a previous Board action and the ordinance code will not accurately reflect the decisions of

the Board.

.SUPPORTIVE MATERTAT. ATTACHED;

A. Status report on activities related to boards and commissions restructure.
B. Ordinances NS 300.622 and NS 300.623.

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

ATTACHMENT A

STATUS REPORT ON ADVISORY BOARDS AND COMMISSION
RESTRUCTURE

In February, 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:

1) Approval to establish a Health Advisory Commission by combining the policy
areas of Commission on HTV/ATDS. Alcohol and Drug Advisory Commission. Emergency
Medical Care Commission, and Maternal Child and Adolescent Health Advisory Board.

Status:

Thefirst meeting of the Health Advisory Planning Committee was held on September 16,
1998. Committee membership consisted oftwo representatives eachfrom the Commission
on 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 and participate 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

ofthe Board and a Deputy Clerk ofthe Board also participated.
To date, 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 ofthefour
original commissions to determine interest in serving on the new commission and the
preparation ofthe transmittal to accompany the ordinance establishing the commission.

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 Affairs to quarterly.
Status:

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

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 of two Board Clerk positions in the Office of the Clerk of
the Board.

Status:

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

6) Directed all advisory boards and commissions to prepare annual work plans for

review by 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.
7) Directed Countv Counsel to update and revise all ordinances and bylaws for

approval by the Board of Supervisors.
Status:

Process has begun. No specific datefor completion has been set.
8) Directed Countv Counsel and Clerk of the Board to develop formal reporting
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 7001

Status:

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

11) Adopted policy restricting meetings to no more than six per year: authorizing
Committee-of-the-whole during 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 commissions be
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.

K/^ 360 .6^3

ORDINANCE NO. NS

AN ORDINANCE REPEALING CHAPTER VH 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 THE
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 VH 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,

FFB 0 9 1999

State of California, on
AYES:

Supervisors

NOES:

Supervisors

ABSENT:

Supervisors

by the following vote:

ALVARADO, BEALL, GAGE, MCHUGH, SIMITIAM

PETE McHUGH, ChairperWn
Board of Supervisors

APPROVED AS TO FORM AND LEGALITY:

ATTEST:

PHYLLIS A. PEREZ, Clerk
Board of Supervisors

//
RimaH. Singhj'Deputy County Counsel
S:\HumanServices\Singh\ORDINANCES\R-Youth.C)rd

FEB 0 9 1999
^'4 ii

i It

—1^-1999-

ORDINANCE NO. NS SOO.4; <33

AN ORDINANCE REPEALING CHAPTER XI OF DIVISION A6 OF THE
SANTA CLARA COUNTY ORDINANCE CODE RELATING TO THE
COUNTY JUSTICE SYSTEM ADVISORY BOARD

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

Chapter XI of Division A6 of the Santa Clara County Ordinance Code, commencing

Section 1.

with Section A6-140 through Section A6-146, is repealed in its entirety.

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

Supervisors

NOES:

Supervisors

ABSENT:

Supervisors

FEB 0 9 m

, by the following vote:

ALVARADO,BEALL. GAGE, MCHUGH, SIMITIAN

PETE McHUGH, Chairpei

in

Board of Supervisors

.APPROVED AS FORM AND LEGALITY;

ATTEST:

Phyllis A. Perez, Clerk
Board of Supervisors

/O

.'A
Rima H. Singh, " iputy County Counsel

S:\HumanServices\Singh\ORDINANCES\R-Justice.Youth.Ords.Qrd-3

^0.

FEB 0 9 1999
FED 3 1909