THE COUNTY OF SANTA CRUZ PROPOSED BUDGET FISCAL YEAR SUPPLEMENTAL RECOMMENDATIONS

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1 THE COUNTY OF SANTA CRUZ PROPOSED BUDGET FISCAL YEAR SUPPLEMENTAL RECOMMENDATIONS

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3 SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET RECOMMENDATION From: County Administrative Office Date: June 8, 2018 Budget Hearings: June 18-26, 2018 Recommended Action: 1. Accept and file this document for use during the Budget Hearings. Executive Summary: Attached for the Board s consideration during Budget Hearings are supplemental budget requests and recommendations and additional reports that your Board directed be presented during the Budget Hearings, set to begin June 18, The Supplemental document is organized in the following sections: Supplemental Budget Requests and Reports, Unified Fee Schedule Update, Continuing Agreements List, Errata Corrections to the Proposed Budget Recommended by: Carlos J. Palacios, County Administrative Officer

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5 TABLE OF CONTENTS SECTION I: DEPARTMENTAL REPORTS... 1 GENERAL GOVERNMENT... 3 Assoc. of Monterey Bay Area Governments... 5 Decrease Contribution... 5 Cannabis Licensing... 7 Cannabis Licensing: Budget Update... 9 Planning: Budget Update Sheriff-Coroner: Budget Update District Attorney: Budget Update County Administrative Office Governor s May Budget Revise County Policies & Procedures Update County Counsel Increase Legal Services Economic Development Annual Report General Services Service Center Budget Update HEALTH & HUMAN SERVICES CORE Investments CORE Investments Budget Request Health Services Agency Administration/Whole Person Care Public Health/Tobacco Tax Behavioral Health/No Place Like Home Environmental Health/Septic Tank Fees Homeless Services Coordination LAND USE & COMMUNITY SERVICES Local Agency Formation Commission Increase Contribution Parks, Open Space & Cultural Services Workload Adjustment Planning Workload Adjustment Public Works Internal Service Fund/Fixed Asset Recycling & Solid Waste/Beach Cleanup Zone 7/Fixed Asset PUBLIC SAFETY & JUSTICE Communications Center Increase Contribution Public Defender Criminal Defense Conflicts Program Probation Probation Resource Center Local Innovation Trust Fund Sheriff-Coroner Tobacco Prevention Grant Alcohol Nuisance Abatement Program Corrections Augmentation SECTION II: UNIFIED FEE SCHEDULE SECTION III: SECTION IV: ERRATA Planning: Coordinated Entry Grant Human Services: Workload Adjustment

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7 SECTION I: DEPARTMENTAL BUDGET REQUESTS & REPORTS 1

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9 GENERAL GOVERNMENT 3

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11 ASSOCIATION OF MONTEREY BAY AREA GOVERNMENTS SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REQUEST Proposed Budget Page 49 Budget Unit: 13; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues General Fund 33,233 (187) 33,046 (187) Total Financing 33,233 (187) 33,046 (187) Expenditures Other Charges 33,233 (187) 33,046 (187) Total Expenditures 33,233 (187) 33,046 (187) Explanation On May 9, 2018, the Association of Monterey Bay Area Governments (AMBAG) approved the Monterey Bay Region Overall Work Program (OWP) and Budget. Based on an allocation formula using population and assed valuation ratios, AMBAG approved member dues of $33,046, which includes a $1,000 Board meeting allowance, for the County contribution, resulting in a decrease of $187 from the previous year contribution. Funding Source General Fund contribution will be reduced by $187. 5

12 SUPPLEMENTAL ACCOUNTING DETAIL Supplemental Supplemental GL Key GL Obj Key Description Request Recommended General Fund (187) (187) Total Financing (187) (187) Contribution to Other Agencies (187) (187) Total Expenditures (187) (187) 6

13 CANNABIS LICENSING SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REPORT: CANNABIS LICENSING From: Cannabis Licensing Office Meeting Date: June 18, 2018 Recommended Action: 1. Approve the attached four financial supplemental budget items for the Cannabis Licensing Office and incorporate these changes into the Cannabis Licensing Office FY Budget. Executive Summary The Cannabis Licensing Office (CLO) requests the Board s approval of four financial supplemental budget items for Fiscal Year (FY) In total, these items increase the overall CLO budget by $720,007 with no increase in Net County Cost. Background The Board of Supervisors adopted the ordinance amending Chapters and of the Santa Cruz County Code to allow for the licensing and land use regulations for commercial cannabis cultivation, manufacturing and distribution activities for non-retail commercial cannabis businesses. With the passage of these ordinances, a supplemental budget is being submitted to increase staffing in various departments due to anticipated workload increase and to allow for robust enforcement activities. Analysis The Supplemental Budget provides for an increase of $720,007 in expenditures and revenues for a total budget of $1,633,647. The recommended increase in expenditures reflects additional costs expected with the advent of a full licensing program. The recommended increase in revenues is due to anticipated increases in licensing fees, which are intended to support the total CLO expenses. The Supplemental Budget provides for an increase of six positions in three different departments, including three positions in Planning, two positions in the Sheriff s Office and one position in the District Attorney s Office, as well as additional services and supplies. Due to the unknown nature of the number of licensees and expected workload increases, positions are budgeted for the full year but will be added as required by workload changes. Schedule A - Approve revision of the CLO budget in the amount of $720,007 including changes to support Planning, Sheriff s Office and District Attorney services to provide enforcement activities in the amount of $527,007. An additional $193,000 in services and supplies will support the purchase of two vehicles, and increases in various supplies and services line items for equipment, software and education and training. 7

14 SUPPLEMENTAL BUDGET REPORT: CANNABIS LICENSING Schedule A-1 - Approve appropriations adjustments to the Planning Department budget in the amount of $356,620 to reflect the addition of 1.0 full-time equivalent (FTE) Planner III, 1.0 FTE Building Inspector I/II and 1.0 FTE Building Plans Checker positions to assist with permitting and inspection work related to the land use components of the cannabis licensing process. A transfer of Cannabis Licensing fees in the amount of $84,876 will be used to partially support the Planner III position. Revenues from Planning permits in the amount of $271,744 will support the remainder of the positions. Schedule A-2 - Approve appropriations adjustments to the Sheriff s Office budget in the amount of $292,396 to reflect the addition of 2.0 FTE Deputy Sheriff positions to assist with enforcement of the cannabis licensing program. A transfer of Cannabis Licensing fees in the amount of $292,396 will be used to support these positions. Schedule A-3 - Approve appropriations adjustments to the District Attorney's Office budget in the amount of $149,735 to reflect the addition of 1.0 FTE Attorney II position to assist with enforcement of the cannabis licensing program. A transfer of Cannabis Licensing fees in the amount of $149,735 will be used to support this positions. Submitted by: Robin Bolster-Grant, Cannabis Licensing Manager Recommended by: Carlos J. Palacios, County Administrative Officer 8

15 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Cannabis Licensing Office Budget Unit: Recommended & Change Recommended Supplemental Supplemental From All Funds Budget Request Total Recommended Revenues Licenses & Permits 913, ,007 1,633, ,007 Total Revenues 913, ,007 1,633, ,007 General Fund Total Financing 913, ,007 1,633, ,007 Expenditures Salaries & Benefits 753, ,734 0 Services & Supplies 159, , , ,007 Other Financing 0 80,000 80,000 80,000 Total Expenditures 913, ,007 1,633, ,007 Explanation Cannabis Licensing revenues will pay for the following positions: 70% of a Planner III position in the Planning Department at a cost of 84, % of 2 Deputy Sheriff positions in the Sheriff's Office at a cost of 292, % of 1 Attorney II position in the District Attorney's Office at a cost of 149,735 Position costs are budgeted for the full year but will be added as required by workloads. Other costs include: 100% of a fully equipped 4x4 Sheriff s pick-up truck for the Sheriff's Office staff use at a cost of 45, % of a 4x4 mini pick-up truck or SUV for the Planning Department staff use at a cost of 35,000 Services and supplies expenses for software purchase, maintenance and licensing; professional services; computers, laptops, radios and other inventoriable equipment; duplicating and training and travel expenses 113, ,007 In addition, a Building Inspector, a Building Plans Checker and 30% of a Planner III position will be added to the Planning budget with an expectation that permit fees associated with cannabis-related permits will pay for these positions, which will also be added as required by workloads. Funding Source: Cannabis Licensing Fees. 9

16 SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommend Cannabis Licensing Fees 720, ,007 Total Financing 720, , Duplicating Services 2,000 2, PC Software Purchases 3,000 3, Supplies 18,000 18, Inventoriable Items < ,000 30, District Attorney Services 149, , Planning Services 84,876 84, Prof. & Special Services 40,000 40, Sheriff Services 292, , Education and Training 15,000 15, Lodging 2,500 2, Meals 1,000 1, Mileage 1,500 1, Operating Transfer Out 80,000 80,000 Total Expenditures 720,007 $720,007 10

17 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Planning Department Budget Unit: Recommended & Change Recommended Supplemental Supplemental From All Funds Budget Request Total Recommended Revenues Licenses & Permits 6,508, ,744 6,780, ,744 Fines & Assessments Intergovernmental 70, ,000 0 Charges for Services 3,194, ,194,323 0 Miscellaneous 108, ,111 0 Other Financing 10, ,000 0 Total Revenues 9,891, ,744 10,163, ,744 General Fund 2,311, ,311,354 0 Total Financing 12,203, ,744 12,474, ,744 Expenditures Salaries & Benefits 9,779, ,620 10,136, ,620 Services & Supplies 6,205, ,205,189 0 Other Charges 452, ,102 0 Subtotal 16,437, ,620 16,793, ,620 IntraFund Transfers (4,233,807) (84,876) (4,318,683) (84,876) Total Expenditures 12,203, ,744 12,474, ,744 Explanation Add 1.00 FTE Building Inspector I/II * 116,785 Add 1.00 FTE Building Plan Checker I/II * 118,583 Add 1.00 FTE Planner III * ^ 121, ,620 * Positions are budgeted for full year but will be added as required by workloads ^ Position supported 70% by Cannabis fees and 30% by Planning fees related to cannabis permits Funding Source Permit Fees and IntraFund transfer of Cannabis Licensing Fees. 11

18 SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommend Construction Permits 135, , Constr Permits Processing 135, ,872 Total Financing 271, , Regular Pay 248, , OASDI 19,008 19, Retirement 53,074 53, Employee Insurance 36,060 36, IntraFund Trandfers (84,876) (84,876) Total Expenditures 271, ,744 SUPPLEMENTAL BUDGET STAFFING: SCHEDULE A-1 GL Key Position Code Classification FTE Action TBD Building Inspector II/I 1.00 Add TBD Building Plans Checker 1.00 Add TBD Planner III 1.00 Add Total

19 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Sheriff's Office Budget Unit: Recommended & Change Recommended Supplemental Supplemental From All Funds Budget Request Total Recommended Revenues Taxes 2,394, ,394,608 0 Licenses & Permits 91, ,520 0 Fines & Assessments Use of Money 5, ,215 0 Intergovernmental 20,842, ,842,510 0 Charges for Services 6,029, ,029,355 0 Miscellaneous 80, ,325 0 Other Financing 11, ,216 0 Total Revenues 29,454, ,454,874 0 General Fund 49,293, ,293,979 0 Total Financing 78,748, ,748,853 0 Expenditures Salaries & Benefits 58,864, ,396 59,157, ,396 Services & Supplies 19,203, ,203,580 0 Other Charges 564, ,060 0 Fixed Assets 116, ,216 0 Subtotal 78,748, ,396 79,041, ,396 IntraFund Transfers 0 (292,396) (292,396) (292,396) Total Expenditures 78,748, ,748,853 0 Explanation Add 2.00 FTE Deputy Sheriff for cannabis enforcement. 292,396 Positions are budgeted for full year but will be added as required by workloads. Funding Source IntraFund transfer of Cannabis Licensing Fees. 13

20 SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommend Total Financing Regular Pay 180, , OASDI 2,611 2, Retirement 77,473 77, Employee Insurance 17,818 17, Differential 14,407 14, IntraFund Transfers (292,396) (292,396) Total Expenditures 0 0 SUPPLEMENTAL BUDGET STAFFING: SCHEDULE A-2 GL Key Range Classification FTE Action L2 Deputy Sheriff 2.00 Add Total

21 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget: Pages District Attorney Budget Unit: Recommended & Change Recommended Supplemental Supplemental From All Funds Budget Request Total Recommended Revenues Fines & Assessments 30, ,000 0 Intergovernmental 4,516, ,516,263 0 Charges for Services 1,760, ,760,501 0 Total Revenues 6,306, ,306,764 0 General Fund 11,815, ,815,112 0 Total Financing 18,121, ,121,876 0 Expenditures Salaries & Benefits 16,261, ,735 16,411, ,735 Services & Supplies 1,693, ,693,535 0 Other Charges 441, ,290 0 Subtotal 18,396, ,735 18,546, ,735 IntraFund Transfers (274,666) (149,735) (424,401) (149,735) Total Expenditures 18,121, ,121,876 0 Explanation Add 1.00 FTE Attorney II*. 149,735 Position is budgeted for full year but will be added as required by workloads. Funding Source IntraFund transfer of Cannabis Licensing Fees. 15

22 SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommend Total Financing Regular Pay 106, , OASDI 8,128 8, Retirement 22,694 22, Employee Insurance 12,667 12, IntraFund Transfers (149,735) (149,735) Total Expenditures 0 0 SUPPLEMENTAL BUDGET STAFFING: SCHEDULE A-3 GL Key Range Classification FTE Action Attorney II - DA 1.00 Add Total

23 COUNTY ADMINISTRATIVE OFFICE SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REPORT: STATE BUDGET MAY REVISE From: Meeting Date: June 18, 2018 Recommended Action(s): County Administrative Office 1. Accept and File report on the Governor s May Revise. Executive Summary While cautioning against an economic downtown, Gov. Jerry Brown used his May Revise to propose additional funding to address homelessness and partially repay unfunded mandates. Background Following the Governor's May Revise, the County Administrative Office provides an update the Board of key changes from the Governor's January Proposed Budget. Analysis Nearing the end of the second term of his second stint as governor of the State of California, Jerry Brown recently issued his final May Revision to his proposed budget. Ever cautious, the Governor continued to counsel fiscal prudence and warned that what is nearing the longest period of economic recovery in modern U.S. history will not last in perpetuity. As he has done in prior years, the Governor asked the Legislature to build up reserves and avoid making substantial new ongoing obligations. The Governor stressed that the state s primary short-term fiscal goal should be to fill the Rainy Day Fund by the time the next recession begins, with any surplus beyond that directed to needed infrastructure projects. The May Revision reflects the sweeping federal tax bill, which was passed after the Governor released his proposed budget in January. The May Revision assumes a temporary economic boost and benefits to the wealthiest Americans. However, the May Revision also expects long-term costs and increasing income inequality. An increasing federal deficit may also create more pressure on the federal government to cut critical spending programs, placing a greater burden on states and local governments. General Fund revenues in the May Revision are higher than the Governor s Proposed Budget by almost $2.6 billion in and more than $3.7 billion in The Governor attributes the increase to three factors: personal income tax revenues increasing due to the strong stock market, higher wages in

24 SUPPLEMENTAL BUDGET REPORT: STATE BUDGET MAY REVISE general, and a stronger concentration of income among high-income taxpayers; sales tax revenues up due to business investment and an increase in consumption; and corporation tax revenues up over $2.5 billion. The May Revision does propose to use some surplus on one-time spending to address long-standing infrastructure needs, homelessness, and mental health investments. About $2 billion in infrastructure spending would go toward deferred maintenance at universities, courts, state facilities, and flood control facilities. Acknowledging issues of housing and homelessness that have become consuming during this legislative session and for local governments around the state, the Governor also proposed $359 million to address homelessness and $312 million for enhanced early detection of mental health problems and the education of mental health professionals. The former is worth discussing at greater length. The Governor maintained that homelessness is "fundamentally a local government responsibility" best addressed through zoning and other local solutions, including siting additional housing, while acknowledging that addiction and mental health are also significant factors. The proposed one-time Emergency Aid funds would benefit Santa Cruz County through flexible grants allocated based on local point-in-time counts. While the proposal is subject to the legislative process, our initial analysis estimates potentially millions in one-time funds to address homelessness at the local level. The Governor has also issued proposed guidelines for the allocation of SB2 funds, which also appear favorable to Santa Cruz County, given our outsized issues of homelessness and poverty. A shortfall in Medi-Cal funding has grown since January to $830 million, which is partially offset by the Children s Health Insurance Program reauthorization. Furthermore, due partially to a slow rollout of cannabis licenses, early data indicates cannabis revenue receipts are lower than anticipated. The May Revision includes an additional $133 million for cannabis-related activities, including for the processing of licenses and permits, enforcement, laboratory services, information technology, quality assurance and environmental protection. The Governor is also projecting that counties will have no net fiscal impact due to the In-Home Supportive Services maintenance of effort through However, our partners at the California State Association of Counties are skeptical and have engaged the Administration on their assumptions and methodology. The May Revision also includes a repayment to counties for unfunded mandates of $282 million plus interest. The majority of the funds were for required services for seriously emotionally disturbed children. The County continues to monitor this proposal. Financial Impact None. Recommended by: Carlos J. Palacios, County Administrative Officer

25 SUPPLEMENTAL BUDGET REPORT: POLICIES & PROCEDURES UPDATE From: County Administrative Office Meeting Date: June 18, 2018 Recommended Action: 1. Approve the recommended revisions to the County Procedures Manual and direct the Clerk of the Board to make the identified changes. Executive Summary The County Administrative Office requests that the Board of Supervisors approve revisions to the County Procedures Manual. Background Twice each year, the Board considers recommended additions and modifications to the County Policy and Procedures Manual. Each of the recommended changes are provided in underline/strike-out format of the revised procedure. Analysis The Auditor-Controller-Treasurer-Tax Collector recommends revisions to Title I, Section 300 Contracts and Agreements to increase the threshold for contracts requiring Board of Supervisors approval from $35,000 to $100,000. Independent Contractor Agreements will be required for Professional Services over $50,000. The Personnel Department recommends revisions to Title II, Section 161 Salaries, related to advanced step appointments, and to Section 167 Termination of Non-Civil Service Management Employees, related to department head classifications and the elimination of language inconsistent with at-will/noncivil service status. The General Services Department recommends revisions to Title III, Section 100 Purchasing procedures to incorporate changes in conjunction with the Auditor-Controller-Treasurer-Tax Collector related to the increased contract thresholds; to Section 300 Use of County Vehicles, Section 304 Fuel Efficiency Standards of County Vehicles, and Section 500 Facilities Management to update language related to technology, vehicle replacements, and removed references to Compressed Natural Gas vehicles and facilities. The Information Services Department recommends the addition of Title VI Section 473, Electronic Signature Use Policy. Financial Impact None Recommended by: Carlos J. Palacios, County Administrative Officer

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28 300 - CONTRACTS AND AGREEMENTS A. CONTRACTS All contracts for goods and services provided to the County of Santa Cruz are entered into under the legislative authority of the Board of Supervisors. Unless authority is delegated to another official (for example, to the Purchasing Agent for certain contracts under the purchasing ordinance, or to another individual as specified in this Section), ALL contracts must be approved by official action of the Board before their terms can be enforced, except for contracts entered into by constitutional office holders pursuant to Government Code Section and Verbal contracts are acceptable only under emergency circumstances when necessary for the detection or prosecution of criminal matters, and the basic provisions of any verbal contracts shall be confirmed in writing within 1-10 working days. For the Board and interested members of the Public to assess the financial impact of an agreement being considered by the Board, the agenda items asking for the agreement to be approved must summarize the fiscal content of the contract. An appropriate consent agenda item might read, for example: "Approve a contract with the Department of Health Services, in the amount of $35,680105,680, to provide for increased public outreach activities with respect to Lyme s Disease, as recommended by the Health Services Officer." Contracts are initiated by the department that requires a service, and it is the department's responsibility to administer the contract after it is approved by the Board of Supervisors or Purchasing Agent. The Board or the Purchasing Agent must approve changes to contracts approved by the Board or Purchasing Agent. If the Board authorizes a Department Head to negotiate an agreement, it must be returned to the Board for approval. Agreements shall be submitted to the Board prior to the commencement of any work. In extraordinary circumstances, if the terms of a contract are to be retroactive, the Board must state their intent in advance. IF THE BOARD DOES NOT CLEARLY STATE ITS INTENT TO MAKE CONTRACT PROVISIONS RETROACTIVE TO A SPECIFIC DATE, NO PAYMENTS WILL BE ALLOWED FOR SERVICES RENDERED PRIOR TO BOARD APPROVAL OF THE AGREEMENT. When the Board authorizes a Department Head to execute an agreement, it is authorizing the Department Head to sign the Board approved agreement on behalf of the Board but the terms and conditions must not be altered. It is recommended that the standardized Agreement Forms approved by County Counsel be used. See example included at the end of this section. Contracts are generally divided into two groups: - Services, construction and repair 22

29 - Revenue The Purchasing Department has the authority to engage independent contractors to perform services for the County and its offices and to employ independent contractors for construction and repairs within limits prescribed by the Government Code. To establish necessary procedures to be followed in these areas, Purchasing should be consulted as particular requirements arise. This authority has been provided in Santa Cruz County Code Chapter Under this provision the Purchasing Agent has the duty to purchase, rent, lease or lease/purchase for the County, all materials, supplies, furnishings, equipment, facilities (maximum $35100,000 per contracted item), and other personal property of whatever kind and nature for items previously budgeted by the Board. State law prohibits the splitting of projects into smaller projects to circumvent any or all limitations. Purchase orders may also be utilized in these transactions. Currently purchase order system requires a separate workflow. All personal service agreements and all public project agreements must be approved by the Board of Supervisors if they are greater than the thresholds indicated in Section 2.1.b and 3.0, respectively, of the Purchasing Policy Manual. Contracts submitted to the Board of Supervisors must be accompanied by an ADM-29. The Purchasing Agent may approve agreements below these levels or other Board authorized agents. Approval of contracts, leases or any other form of agreement for contracted services or supplies, or revenue contracts, requires the use of Forms ADM-29 and W-9. These forms standardize and facilitate processing of such requests and approvals through the Auditor's Department, and gather required information for tax reporting. The originating department must provide that each contract contain provisions for: - Adequate documentation of personal service agreement with individual to determine their status as an independent contractor. - Adequate clarity as to payment for services. Contract provisions should not provide for payment in less than 30 days of receipt by the County of invoice without specific approval by Auditor-Controller-Treasurer-Tax Collector. - Use of escalator clauses, factors that automatically increase agreement payments annually, are generally discouraged except for rental and use type agreements. - Advances are allowed only under the following conditions: 1. Non-profit, community based organizations granted tax-exempt status under IRC Section 501 may receive a one-time cash advance, not to exceed 1/4th of the total contract amount. Each subsequent payment will be made based on actual services. If advances are to be allowed, the Board must approve them when the contract is approved. The Department Head or designee shall determine that the program cannot be carried out without the advance prior to submitting it to the Auditor- Controller- Treasurer-Tax Collector. Evidence of such shall be retained in the department files. The contract shall include a written assurance by the contractor 23

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31 Title II Section 161 (C & D) Salaries Section 167 Termination of Non-Civil Service Management Employees 25

32 SECTION 161 SALARIES C. Salary Upon Original Appointment to a Budgeted Position. 1. When an appointment is made to a budgeted position, the starting pay will normally be the first step of the salary range for the position's classification. 2. New employees may be appointed to the second or third step upon approval of the Department Head, and to the fourth or fifth step upon the recommendation of the Department Head and with the approval of the Personnel Director. If a qualified candidate cannot be appointed below the sixth step, a Department Head may request sixth step or higher appointment subject to the Personnel Director's recommendation and approval by the County Administrative Officer. Notice of all appointments to a sixth step or higher appointment shall be provided to the Board of Supervisors at the time that such appointments are approved by the County Administrative Officer. (Ord. 489, 5/14/56; Ord. 1095, 6/15/65; Ord. 1143, 1/4/66; Ord. 1383, 1/7/69; Res ; Rev. 2/14/78; Rev. 5/6/86; Res , 4/17/90; Res , 12/14/93) 3. Notwithstanding the above, the appointing authority for employees in the class of Psychiatrist may appoint new employees at any step determined to be appropriate, subject to the approval of the Personnel Director. (Res , 6/24/77) D. Salary Upon Original Extra-Help Appointment. 1. When an extra-help appointment is made the starting pay will normally be the first step in the salary range applicable to the position's classification. 2. New extra-help employees may be appointed to the second or third step upon approval of the Department Head, and the fourth or fifth step upon the recommendation of the Department Head and with the approval of the Personnel Director. If a qualified candidate cannot be appointed below the sixth step, a Department Head may request sixth step or higher appointment subject to the Personnel Director's recommendation and approval by the County Administrative Officer. Notice of all appointments to a sixth step or higher appointment shall be provided to the Board of Supervisors at the time that such appointments are approved by the County Administrative Officer. (Res , 12/14/93; Res , 6/12/97) 3. A Department Head, with the approval of the Personnel Director, may appoint a former employee as extra-help at the step that such former employee was receiving in a former class. (Ord. 489, 5/145/56; Ord. 2092, 2/18/75; Rev. 4/21/89; Res , 4/17/90) a. Provided, however, the appointing authority for employees in the critical licensed classes of Psychiatrist, Detention Registered Nurse, Detention Licensed Vocational Nurse, Clinical Laboratory Technician, Public Health Microbiologist, Radiological Technician and Pharmacist may appoint extra help employees at any steps determined to be appropriate, subject to the approval of the Personnel Director. (Res , 6/24/77; amended 4/12/88, 2/6/90) b. Extra-help employees in the following classes may be advanced to a higher step after appointment at the minimum rate in accordance with Subsection 161 G. 1. (i), below: Parks, Recreation and Cultural Worker I, II, III, and IV, Lifeguard, Lifeguard Instructor and Lifeguard Manager. (Res , 8/4/81) 26

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35 Title III Section 100 Purchasing Procedures Section 300 Use of County Vehicles Section 304 Fuel Efficiency Standards of County Vehicles Section 500 Facilities Management 29

36 General Services Department PURCHASING POLICY MANUAL CENTRALIZED PURCHASING 2.0 CENTRALIZED PURCHASING It is the County s intent to reduce the total costs associated with the acquisition and management of commodities and services by purchasing competitively and wisely and by hiring and training people specifically skilled in the business of purchasing. The GSD Director has been designated as the County s Purchasing Agent. County law governing purchasing is found in County Code Section Scope Purchasing shall: (a) Purchase, lease, lease/purchase or rent all equipment, materials, supplies and all other personal property (maximum $10035,000 per contracted item) for the County unless specified otherwise in County Code or in this Manual. (b) Engage independent contractors for personal (non-professional) services where the cost does not exceed $10035,000, except as noted under Manual Section 2.4. Contracts shall not be split between fiscal years to circumvent this dollar limitation. (c) Employ independent contractors, upon receipt of a requisition, suitable specifications, and supporting documentation for construction and repair work as further detailed in Manual Sections 10 and 11. Suitability of specifications for bidding purposes will be determined by Purchasing. (d) Sell or otherwise dispose of all personal property determined to be surplus to the County s needs. Personal property with an estimated value of $5,000 or more must be declared surplus by the Board. (e) Authorize transfer between concurring departments of personal property with an estimated value of $5,000 or less. Transfer of personal property with an estimated value of $5,000 or more must be approved by the Board. 2.2 Objectives (a) To provide increased economy in County procurement activities and to maximize to the fullest extent practicable the value of public funds expended for purchased materials or services. (b) To provide safeguards to ensure the maintenance of a procurement system of high quality and integrity. (c) To ensure the fair and equitable treatment of all persons and business that deal with Purchasing. (d) To buy the right material of the right quality and in the proper quantity at the right time from the proper source. 30 June Santa Cruz County General Services

37 General Services Department PURCHASING POLICY MANUAL CENTRALIZED PURCHASING (e) To reduce the overhead cost of buying through a reduction in the volume of individual orders and improving the flow of paperwork. (f) To seek values that provide the best combination of price, quality and service. (g) To seek purchasing savings by consolidating departmental requirements and making volume purchases. (h) To promote a system of standardization throughout the County whenever appropriate and practical. 2.3 Competitive Purchasing General (a) The County is committed to a program of purchasing competitively and wisely. Departments are forbidden to artificially divide purchase requisitions to circumvent any competitive bidding requirement. In addition, no department or employee shall draft or cause to be drafted any specifications in such a manner as to limit the bidding directly or indirectly to any one specific concern, or any specific brand, product, thing, or service. Certain items are approved as exempt from competitive bidding requirements or are approved as sole source purchases as provided for under Manual Section Exceptions and Section Sole Source Requests. Purchasing s objective is to obtain competition from responsible suppliers, and to ensure that the materials bought through such competition are properly suited to the job intended, both as to price and quality. (b) Purchasing is authorized to make purchases from other public agencies without seeking competitive bids and may use Joint Powers Agreements, Cooperative Purchasing Programs, Pooling Agreements, and other recognized types of agreements used by government to combine agency requirements for purchases. However, the prices paid must be competitive with comparable products offered in the marketplace. (c) Except as otherwise provided by law, the County may reject all bids received in response to an Invitation for Bids (IFB) if it is determined that the price, terms or surrounding circumstances of the bids received are such that award of a contract based on that IFB would not be in the County s best interests. (Refer to Manual Sections 3.2 and ) (d) Although election materials are exempt from competitive bidding pursuant to Manual Section 2.4(b) and State law, the Elections Department will keep records that show price comparisons and may, at the option of the Registrar of Voters and without placing the security or conduct of an election at risk, attempt to secure the best prices for like elections-related materials, commodities and services of election items. The Registrar of Voters is encouraged to use the services of Purchasing for items that are non-election sensitive when possible. No provision of the Manual is to be interpreted to direct that the purchase of election materials, commodities, and services must be processed through Purchasing and be subject to the normal competitive bidding process, as provided in California Public Contract Code 100 and California Elections Code June Santa Cruz County General Services 31

38 General Services Department PURCHASING POLICY MANUAL CENTRALIZED PURCHASING 2.4 Exceptions to the Competitive Process Except as otherwise directed by law, or by the Board, competitive bidding is not required for the following purchases: (a) Expert and professional services that involve extended analysis; the exercise of discretion and independent judgment in their performance; and an advanced, specialized type of knowledge, expertise, or training customarily acquired either by a prolonged course of study or equivalent experience such as accountants, physicians, social service consultants, labor consultants, investigators, attorneys, architects, landscape architects, surveyors, engineers construction management services, and environmental services (California Government Code 4526). (b) Election supplies and services. (c) Legal brief printing, stenographic services, and transcripts. (d) Books, publications, subscriptions, recordings, motion picture films, and annual book and periodical contracts. (e) Expert services for the District Attorney, County Counsel or Sheriff-Coroner. (f) Appraiser services. (g) Consultants and other experts contracted directly by the Board. (h) Insurance. (i) Contracts for services that by law, some other office or body is specifically charged with obtaining. (j) Public utility services. (k) Ordinary travel expenses. (l) Petty cash items not available through other County sources. (m) Personal property or services obtainable: (1) from any other governmental agency and owned or provided by such other governmental agency, or (2) from any other governmental agency that has a contract with a supplier that allows such other governmental agency to acquire such property or services and resell them to other governmental agencies, (i.e. cooperative purchasing agreements), or (3) from any private supplier that has a contract with another public agency and such private supplier produces satisfactory documentation that: 32 June Santa Cruz County General Services

39 General Services Department PURCHASING POLICY MANUAL CENTRALIZED PURCHASING (i) such other contract is currently then in effect, and (ii) such contract was let through a competitive pricing process, such as competitive written bids, request for proposals, or quotes for such items, and (iii) such items to be acquired by the County are of comparable description and quality as the items described in such other governmental contract, and (iv) the price of such items to be acquired by the County is not greater than that specified in such other governmental contract. (n) Where law fixes the price of property or services. (o) Automotive and heavy equipment repairs. (p) Proprietary drugs and pharmaceuticals, medical supplies and equipment. (q) Training, seminars, and classes for County personnel. (r) Sole source procurement, defined as an award for a commodity or service which can only be purchased from one supplier, usually because of its technological, specialized, or unique character. (s) Emergency purchases necessary when unforeseen circumstances require an immediate purchase to avoid a hazard to life or property or serious interruption of the operation of a County department, or the necessary emergency repair of County equipment or heavy equipment required for the operation of a County department. (t) When the County Administrative Officer, Auditor-Controller, Purchasing Agent or his/her designee determines, with the concurrence of the Board when the amount of the contract exceeds $35100,000, that it is in the County s best interests to renew a contract award from the previous contract period, based on satisfactory service and reasonable prices, to avoid the interruption of County business and/or based on good business sense if pursuant to the terms and conditions of the contract. (u) When the product/services are needed by the County pending a bid award and a contractor agrees to provide such product/services at the same contract price as a previous award, until a new contract has been awarded. Such interim period contracts shall not exceed six months, or until conclusion of a bidder's appeal. (v) Fuel credit card purchases. June Santa Cruz County General Services 33

40 General Services Department PURCHASING POLICY MANUAL CENTRALIZED PURCHASING 2.5 Emergency Procedures 2.6 Standards (a) Definition: Items or services immediately necessary when unforeseen circumstances require a purchase to avoid a hazard to life or property or serious interruption of the operation of a County department, or the necessary emergency repair of County equipment or heavy equipment required for the operation of a County department. (b) Use: May be made by any person or official authorized to sign requisitions, but only when Purchasing personnel are not available. When Purchasing personnel are available, special arrangements may be made through them to meet emergencies. (c) Approval and Confirmations: Emergency purchases made independent of Purchasing must be approved and confirmed as soon as possible after the emergency action is taken. If Purchasing refuses confirmation, the Board may subsequently approve and confirm such purchase by a majority vote of members present at any of its regular meetings. The Board must subsequently approve and ratify emergency purchases made for services over $10035,000 and for construction services over $9, (d) Failure to gain approval and confirmation: Unless such purchases are approved and confirmed by either Purchasing or the Board, the cost thereof, shall not constitute a legal charge against the County, except as such purchases may otherwise be authorized by law. The Purchasing Agent is responsible for standardization. Standardization is the organized process of obtaining solutions to common problems by establishing agreement on specific quality, design, size, color, etc. and the established agreement is a standard. The County purchases many products that are standardized (carpet, furniture, task chairs, etc). When standards are adopted, only items meeting those standards may be purchased. However, no standard is meant to be unchangeable and each standard is subject to review. Suggested changes to existing standards and establishment of new standards should be submitted to the Purchasing Agent. The Purchasing Agent may organize one or more committees to assist in establishing standards of type, design, quality and brand of purchases. The Purchasing Agent or designee shall be the chair of any such committees, which may include department heads or their representatives, and/or other staff. 2.7 Off-Shore Outsourcing - Purchases of Services (a) Goal: It is the Board s goal to promote the purchase of services provided by United States companies and employees. 34 June Santa Cruz County General Services

41 General Services Department PURCHASING POLICY MANUAL CENTRALIZED PURCHASING (b) Definition: Off-shore services as defined in this policy are services provided from an off-shore location (foreign country). Examples of such services may include, but are not necessarily limited to, customer support service, telemarketing, and financial auditing. (c) Policy: It is the County s policy to not purchase services from off-shore companies or where company employees are located off-shore. Contracts for services shall contain a clause that requires contractors and subcontractors to certify that all work done under such contracts will be performed solely by workers within the United States. (d) Waiver: The Board may waive this requirement to respond to an emergency where no contractor within the United States is immediately available; or the contract is necessary to provide a unique service that is mandatory and cannot be performed adequately by workers within the United States 2.8 Environmental Purchasing The County s goal is to reduce global warming effects generated by government operations. In this endeavor, terms and conditions of all solicitations shall encourage, whenever possible, services and products that are proven to be beneficial to the environment. Examples of these green standards are Electronic Product Environmental Assessment Tool (EPEAT), Energy Star, EcoLogo and Green Seal. June Santa Cruz County General Services 35

42 General Services Department PURCHASING POLICY MANUAL TYPES OF SOLICITATIONS 3.3 Request for Proposals (RFP) (a) When to Use An RFP may be used when the County s requirements are not precisely defined or quantified. RFPs are required to be used when it is necessary to obtain the services of professional consultants, architects, engineers, and design firms when the contract for services will exceed $750,000. Awards made as a result of RFP solicitations are not based solely on cost factors but upon the technical and programmatic superiority of the offeror s proposal. However, the selected proposal should include a price that is within reasonable proximity of other qualified offerors. RFP procedures for consultants, architects and engineers are further described in Manual Sections 4.8 and 4.9. (b) General Procedures (1) GSD shall be responsible for maintaining a current file, open for public inspection and updated regularly of firms/consultants in various professional categories. The list of firms will identify those that have indicated through a self-certification process that they are minority, female or disabled owned businesses (MBE, WBE, DBE). (2) RFPs for professional consultants and architectural and engineering firms for contracts more than $1070,000 require Board approval. (3) It is recommended that RFPs for professional services be submitted to GSD for consultation and review prior to going to the Board for approval and release. (c) Pre-Qualifications It is sometimes advantageous to conduct a two-phased RFP process in which the first phase is a pre-qualification of firms. This initial phase screens potential offerors for qualifications prior to requesting proposals. Manual Section 3.2 (b) discusses this process. (d) Advertising/Notice If appropriate, an advertisement announcing the RFP should be placed in at least one local newspaper of general circulation. Notice should also be sent to firms identified by Purchasing and the requesting department, other interested firms and/or those firms who have been screened through a pre-qualifications process. 36 June Santa Cruz County General Services

43 General Services Department PURCHASING POLICY MANUAL TYPES OF SOLICITATIONS (e) Basic RFP Format To develop consistency in the preparation of RFPs, Purchasing developed a standardized RFP format. Use of this format helps to ensure that the RFP contains adequate information about the needed service, facility or program and the RFP requirements. More technical proposals may require additional information. Purchasing is available upon request to provide assistance in the development of RFPs. The basic format for the preparation of an RFP, including a description of what should be included in each section, follows: (1) General Project Description Provide a summary description of the needed facility or program and a general description of the services required. (2) Project Background Provide relevant background information on the project. A description of the site or program, significant historical data and information on existing facilities and/or programs may be provided. A clear concept of the needed facilities or program should be outlined. A vicinity map and scale site map may be provided. Any available resources such as completed studies, surveys and preliminary feasibility work that are relevant to the project and available to consultants may be listed. Information on the overall project budget, including funding sources, may be listed if available. (3) Scope of Work Provide the scope of work and services needed in detail. Provide a clear understanding of what will be required, including items such as the degree of community input expected and any required time schedules. Clearly define whether the consultant or County will be responsible for related services such as obtaining feasibility studies and permits, coordinating construction, conducting public meetings, and developing budgets. If construction coordination is required, the consultant s role and level of responsibility should be clearly defined to insure contractor compliance related to construction documents and responsibilities for contract administration. (4) Services and Materials to be Provided by County List all services to be provided by the County, and available documents relative to the project. Typical services that may be handled by either the County or contractor include: obtaining surveys, processing permits, coordinating construction, preparing bid documents, obtaining geologic data and conducting public hearings and/or meetings. (5) County Liaison June Santa Cruz County General Services 37

44 General Services Department PURCHASING POLICY MANUAL TYPES OF SOLICITATIONS Provide the name and contact information of the person acting as the County s liaison on the project, if applicable, and advise consultants to direct all questions regarding the project to the liaison. (6) Terms and Conditions Include the County s standard contract terms and conditions and insurance requirements unless insurance requirements are in a separate section in the RFP package. Contact Risk Management to obtain the appropriate language for insurance requirements if necessary. (7) Selection Criteria List the criteria that will be used to evaluate proposals and the relative importance of each criterion. Outline the process that will be used to select a contractor. A rating sheet should be prepared which lists the selection criteria and their relative weighting in the scoring process. A copy of the rating sheet may be provided to the offerors so that they understand the scoring factors and their relative importance to each other. Typical selection criteria may include the following: (i) Technical approach. (ii) Qualifications of the firm. (iii) Qualifications of the specific personnel who will work on the project. (iv) Project management and adherence to required time schedules. Consideration may be given to the location of the firm s office and the resulting availability of the firm for meetings with staff and the public, if necessary. (v) Cost (vi) References (vii) Local Vendor Preference At the discretion of the Purchasing Agent, the selection criteria of a County solicitation that requires Board approval may include a local vendor preference up to 105 points on a 100-point scale. The local vendor must qualify for this consideration by following the certification procedure found in Manual Section 8.4. Refer to Manual Section 14 for requirements for Federal awards per 2 CFR Part 200 Subpart A. (8) Proposal Requirements 38 June Santa Cruz County General Services

45 General Services Department PURCHASING POLICY MANUAL TYPES OF SOLICITATIONS List the specific proposal requirements including the date, time and place for submittal, and any specific insurance, licensing or legal requirements. Typical proposal requirements may include the following: (i) Name, address and telephone number of the firm submitting the proposal. (ii) Identification of the project manager and/or principal contact. (iii) A complete description of the approach to the analysis and how the major work elements are to be accomplished. (iv) Detailed estimate of work hours per task. (v) A listing of personnel who would actually perform the work, including any subcontractors, and the amount of time that each would commit to the project by task. (vi) Reference information including contact information. (f) Acceptance of Proposals Proposals are to be received at the time and place specified in the RFP. All proposals will be date-stamped upon arrival. Late proposals will only be considered when it has been determined to be in the County s best interests to do so and may only be accepted within 24 hours after the scheduled closing. Approval of the sponsoring department head and, if the proposal is administered by Purchasing, the Purchasing Agent shall be required for acceptance of late proposals. In all instances, County Counsel shall be consulted prior to accepting a late proposal. A responsible proposal is one that has demonstrably met the following criteria in the solicitation: Capacity to perform fiscal, physical, experience, on schedule Ability to comply with applicable laws and regulations licenses, insurance, bonding A responsive proposal is one that adequately meets all solicitation requirements. To be responsive, the bid or proposal must not constitute a different offer or make substitutions for requirements stated in the solicitation. (g) Notification Proposers will be notified of the award winner. Protests and appeals of award decisions are discussed in Manual Section June Santa Cruz County General Services 39

46 General Services Department PURCHASING POLICY MANUAL TYPES OF SOLICITATIONS 3.4 Sole Source Requests (a) Policy Circumstances sometimes require that certain goods and services can only be feasibly obtained from a sole source. Sole source acquisitions must be justified in sufficient detail to explain the basis for suspending the usual competitive procurement process. Sole source justification is unnecessary during contract renewal/continuation periods expressly provided for by an RFP or other procurement process. Justification is necessary for continuation of services beyond such periods. Refer to Manual Section 14 for requirements for Federal awards per 2 CFR Part 200 Subpart A. (b) Justification for Requesting Sole Source Procurements The following represent factors, if verified, that may justify sole source: (1) What capability does the proposed contractor have that is critical to the specific effort and makes the contractor clearly unique compared to other contractors in the same general field? (2) What prior experience of a highly specialized nature does the proposed contractor have that is vital to the proposed effort? (3) Does the proposed contractor have a substantial investment that would need to be duplicated at the County's expense by another contractor entering the field? (4) If timelines are involved, why are they critical and why can the proposed contractor best meet them? (5) Is competition precluded because of the existence of patent rights, or copyrights? (6) Does this acquisition require compatibility with any existing County equipment? (7) What unique characteristics does the equipment or material offered by the proposed contractor possess that are required to meet the County's needs? (8) Is competition precluded because of existing equipment maintenance program/contracts/warranties? (c) Documentation/Approval 40 June Santa Cruz County General Services

47 General Services Department PURCHASING POLICY MANUAL TYPES OF SOLICITATIONS Sole source requests should be documented on the Justification for Sole Source/Sole Brand form provided by GSD. Requests should be signed by an authorized department representative and attached to purchasing requests when submitted to Purchasing. The Board must approve sole source requests for services for contracts totaling $1035,001 and over. (d) Negotiation Sole source acquisitions require non-competitive negotiation and may require price/cost analyses by Purchasing to determine price reasonableness. June Santa Cruz County General Services 41

48 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES 4.0 CONTRACT PROCUREMENT POLICIES This section describes procurement policies for the various types of purchases and agreements utilized by the County. Accounting policies and procedures for contracts and agreements are found in County Procedures Manual Title I Section 300. Refer to Manual Section 14 for requirements for Federal awards per 2 CFR Part 200 Subpart A. 4.1 Commodities/Equipment (a) Definition Commodities/equipment contracts include all contracts and purchase orders for supplies, materials, and equipment. Equipment (fixed asset) is defined as a capital asset costing $5,000 or more, and its useful life expectancy is one year or more. (b) Length of Contract Term The length of a contract term shall be determined on the basis of the best economic benefit to the County. However, all contracts for commodities and equipment must be reviewed for certification or renegotiation not less than every four (4) years. (c) Contract Increases Agreements for commodities may include negotiated built in cost of living escalators or periodic rate changes. (d) Consolidation Contracts shall be consolidated whenever feasible. Contracts shall not be intentionally split to avoid approval or procurement requirements. (e) Emergencies For the purpose of commodities/equipment contracts, an emergency shall be defined as a sudden, generally unexpected occurrence or set of circumstances that demand immediate action and that if immediate action is not taken, essential services may not be continued or there may be an economic loss to the County. Emergency requests for commodities/equipment must be justified to Purchasing. (f) Sole Source Requests See Manual Section 3.4 for policies and procedures for sole source requests. (g) Approval Requirements Government Code Section and County Code Section (B) authorize the Purchasing Agent to make purchases of commodities and equipment. Fixed asset equipment with a value of $5,000 or more must be approved by the Board during the budget process or at a subsequent meeting of the Board. The $5,000 limit includes sales tax, other taxes and handling charges. (h) Procurement 42 June Santa Cruz County General Services

49 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES Supplier selection shall be based on a competitive process whenever feasible and when in the County s best interests. A verbal or written solicitation shall be made as follows: 4.2 Oral Quotations (1) Commodity Purchases/Contracts to $1,5,000: Departments are authorized to solicit suppliers at this level. Departments should seek two (2) quotes for the commodity (See Manual Sections 3.1- Request for Quotations and Departmental Procedures). (2) Commodity Purchases/Contracts $1,5,0101 to $206,5000: Departments are authorized to solicit suppliers at this level. Departments should seek three (3) quotes for the commodity (See Manual Sections Request for Quotations and Departmental Procedures). Purchasing buying staff may forego seeking quotes at this level and process an order in accordance with their understanding of the market and sources of supply. (3) Commodity Purchases/Contracts $206,0501 to $3505,000: Purchasing shall seek oral or informal written quotations from at least three sources or provide written justification as to why an alternative method is in the County s best interests. (4) Commodity Purchases/Contracts $5035,001 and up: Purchasing shall advertise for prospective suppliers at this level, unless it is in the County s best interests to seek suppliers through other means. Purchasing shall seek formal written quotes from at least three sources or provide written justification as to why an alternative method is in the County s best interests. Multiple contracts may be issued for the same commodity to different suppliers on an as-needed basis to ensure a steady source of supply or when multiple contracts offer the lowest total cost option to the County. Oral quotes shall be recorded on Purchasing s standard oral quote form and shall be attached to Purchasing s central file copy of the award document. The Buyer shall record the name of the supplier representative providing the quote and the date the quote was received. 4.3 Written Quotations Written quotes shall be on Purchasing s standard Request for Quotation form and shall include the name and signature of the supplier representative and the date of the quote. 4.4 Oral Purchase Commitments (Confirming Purchase) June Santa Cruz County General Services 43

50 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES Purchasing may authorize a department to make an oral purchase commitment (confirming purchase). Such authorization may be granted if the request is urgent and time does not permit the submittal of a requisition to Purchasing. The Buyer shall record the request number authorized for such oral purchase commitments granted. The department shall note the authorizing buyer's name, date and time the authorization was granted on the requisition and submit to Purchasing for approval. 4.5 Procedures for Purchasing Fixed Assets Fixed assets (equipment that has a unit cost of $5,000 or more and a useful life greater than one year) must be budgeted, approved by the Board, and approved in the automated purchasing system by the County Administrative Office before being processed by Purchasing. Departments shall not independently purchase fixed assets. All equipment needing to draw power from all County maintained facilities requires prior GSD approval through the Work Order System. GSD will determine if adequate power exists to support the purchase of this equipment. Submit GSD s approval to Purchasing as supporting documentation for requisition. Further information and instructions on fixed assets can be found in the County Procedures Manual Title 1 Section D, Accounting Procedures and Title 1- Section 600, Fixed Asset Accounting. 4.6 Personal (Non-Professional) Services (a) Definition Personal services contracts and purchase orders include agreements for services provided by skilled tradespersons, technicians and others. Examples of personal services include facility and equipment maintenance, security services, installation of equipment and furnishings, tree trimming, janitorial, etc. Personal services agreements do not include those for public projects, consultants, engineers, architects, designers, and other professional services. Generally, specifications for personal services agreements may be specific enough so that the services can be secured through quotes and/or bids. RFPs may also be appropriate when the service requirements so justify. Certain personal services must comply with the Living Wage Ordinance, County Code Section (Refer to Manual Section 4.8 for the Living Wage Ordinance and procedures for compliance.) This section does not apply to contracts for printing of legal briefs or legal notices; court reporter services; transcripts of evidence; expert services for the District Attorney, County Counsel or Sheriff-Coroner; appraiser services; consultants or other experts employed directly by the Board; insurance; or other contracts for services which by law, some other office or body is specifically charged with obtaining. (b) Length of Contract Term 44 June Santa Cruz County General Services

51 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES The length of a contract term shall be determined on the basis of the best economic benefit to the County. Contracts for personal services over $10035,001 may be included on the County s Continuing Contracts List through the budget process. Policies and procedures for the Continuing Contracts List may be found under Title I, Section 300 of the County Procedures Manual. However, all contracts for personal services must be reviewed for recertification or renegotiation not less than every four (4) years. (c) Contract Increases/Adjustments Personal services contracts or purchase orders may be increased if the new total is $10035,000 or less if: (1) The need for the service could not be accurately projected and the relative percentage of the increase would not make re-procurement more desirable. (2) An emergency exists whereby time does not permit re-procurement. (3) Other justifiable economic factors necessitate a monetary increase in the contract. Agreements for personal services may include negotiated built in cost of living escalators or periodic rate changes. Amendments that increase the total contract or purchase order amount to $35100,001 or more must be approved by the Board. All Personal Service Contracts in Excess of $50,000 must be completed through the County s Independent Contractor Agreement or another acceptable form as approved by County Counsel and Risk Management. (d) To prevent incremental contracting, each contract or purchase order should clearly specify the services to be provided, the basis of pricing and payment, the period of the agreement, and the monetary limit. Contracts and purchase orders shall not be split to avoid approval or procurement requirements. (e) Emergencies For the purpose of personal services contracts, an emergency shall be defined as a sudden, generally unexpected occurrence or set of circumstances that demand immediate action, and that if immediate action is not taken, essential services could not be continued or there could be an economic loss to the County. (f) Sole Source Requests See Manual Section 3.4 for policies and procedures for sole source requests. June Santa Cruz County General Services 45

52 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES (g) Approval Requirements Board policy and County Code has established the following approval limits: (1) Up to $10035,000 Purchase Agent approval. (2) $10035,001 and up Board approval. (h) Procurement Personal services providers shall be selected through a competitive process whenever feasible and when in the County s best interests. A verbal or written solicitation shall be made as follows: (1) Personal Services Purchases/Contracts to $1,5,000: Departments are authorized to solicit providers at this level. Departments should seek two (2) quotes for the services (See Manual Section Departmental Procedures). (2) Personal Services Purchases/Contracts $5,01,501 to $20,0006,500: Departments are authorized to solicit providers up to at this level. Departments should seek three (3) quotes for the services (See Manual Section Departmental Procedures). (3) Personal Services Contracts $6,20,0501 to $5035,000: Purchasing shall seek oral or informal written quotations from up to three (3) prospective providers or provide written justification as to why an alternative method is in the County s best interests. (4) Personal Services Contracts $50,001 to $100,00: Purchasing shall advertise for prospective providers at this level, unless it is in the County s best interests to seek providers through other means. Purchasing shall seek formal written quotes from at least three sources or provide written justification as to why an alternative method is in the County s best interests. (4)(5) Contracts $10035,001 and up: Purchasing shall advertise for prospective providers at this level, unless it is in the County s best interests to seek providers through other means. Purchasing shall seek formal written quotes from at least three sources or provide written justification as to why an alternative method is in the County s best interests. 46 June Santa Cruz County General Services

53 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES 4.7 Master Independent Contractor Agreement (MICA) Under certain conditions, it may be advisable for Purchasing to establish and implement a Master Independent Contractor Agreement (MICA) for personal services. MICAs can be beneficial in circumstances where the same type of service, such as laundry services, security services, etc., are needed by multiple County departments. Purchasing may establish a MICA after reviewing County departmental needs for a specific type of personal service, and analyzing vendor responses to an RFP conducted by Purchasing based on biddable specifications. A MICA enables Purchasing to take advantage of an economy of scale resulting in significant savings to the County by standardizing and fixing cost rates for a personal service over an extended period of time. It also allows departments to utilize the service without having the burden of developing their own separate independent contractor agreements for the same type of service or having to obtain Board approval if the service is over $10035,000 annually. When the MICA is approved by the Board, Purchasing requests approval from the Board for authorization to approve purchase orders from departments for the service even if they exceed $10035,000. Purchasing reviews the purchase order total with the department s CAO Analyst to ensure budgetary control. Purchase orders are also reviewed by Purchasing for compliance with the rates established in the master agreement. After the Board approves the agreement, Purchasing places the agreement on the County s continuing list of agreements. 4.8 Living Wage Ordinance (a) Definition The Living Wage Ordinance (County Code Section 2.122) requires private sector employers who contract with the County to provide specified personal services for greater than $15,000 cumulatively in one fiscal year to pay their employees assigned to work on County contracts and purchase orders a living wage as defined in the ordinance and periodically modified by the Board. Additional information regarding the Living Wage Ordinance can be found on GSD s Intranet site at: (b) Covered Personal Services Contracts and Purchase Orders Contracts for the following personal services must provide for payment of a Living Wage unless a higher prevailing wage is mandated for these services (see Manual Section 10.2): Automotive repair and maintenance Equipment repair and maintenance Facility and building maintenance Furniture moving and installation/maintenance Janitorial and custodial June Santa Cruz County General Services 47

54 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES Landscaping Laundry Office and clerical Pest control Recreation Security Transportation and shuttle Towing Tree trimming and removal (c) Non-covered Contracts and Purchase Orders Contracts not subject to the Living Wage Ordinance include: Commodities, goods and supplies Public projects (see Manual Section 10.1 below) Professional Services (see Manual Section 4.8 following) including but not limited to architects, engineers, landscape architects, land surveyors, construction managers, scientists, physicians, attorneys, financial advisors, consultants Leases (d) Covered Contractors Contractors covered under the Living Wage Ordinance include private sector employers with six (6) or more employees who enter into a contract or contracts with the County for any of the services listed under Manual Section 4.8 (b) with a cumulative total in one fiscal year greater than $15,000. (e) Covered Employees Employees covered under the Living Wage Ordinance include any employee of a covered contractor who performs work for a County contract or purchase order. The employee can be full-time, part-time or seasonal. (f) Non-Covered Employees Employees not subject to the provisions of the Living Wage Ordinance include: Employees covered under a collective bargaining agreement. Employees 17 years old or younger. Designated trainees in a bona fide time-limited training program, which enables the employee to move into a permanent position. Positions that require student status as a condition of employment. Volunteers. Recipients of income support such as SSI who waive in writing their entitlement to a living wage. 48 June Santa Cruz County General Services

55 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES Workers in licensed sheltered workshops or supported employment. Recipients of public funds in work experience, on-the-job training, summer employment programs of wage-based community service positions, as defined by the Human Services Department or Health Services Agency Administrators. (g) Exemptions Contractors with five (5) or fewer employees are exempt from the provisions of the Living Wage Ordinance. The Board may grant exemptions based upon findings of economic hardship or unusual circumstances. Refer to Purchasing s Intranet site for Ordinance Exemption Criteria. (h) Contract Language The following language is required in covered services contracts, requests for proposals, and bid documents: This contract is subject to the provisions of Santa Cruz County Code Section 2.122, requiring payment of a living wage to covered employees. Noncompliance during the term of the contract will be considered a material breach and may result in termination of the contract or pursuit of other legal or administrative remedies. (i) Certification Covered contractors are required to certify that they are in compliance with the Living Wage Ordinance prior to commencement and execution of a covered contract or purchase order. Refer to Purchasing s Intranet site for the Contractor s Living Wage Packet. (j) Employee Notification Covered contractors are required to notify employees of the provisions of the Living Wage Ordinance, post the ordinance and Complaint Procedure in the workplace and provide this information to employees upon request. (k) Complaint Process The County Administrative Officer is the Compliance Officer (CO). Upon receipt of a complaint, the CO has three (3) business days to contact a complainant to obtain more information. The CO forwards the complaint to the contracting County department for investigation. The department has thirty (30) days from the date the CO receives the complaint to conduct its investigation, prepare its findings and notify the CO of its findings. The CO has seven (7) days to notify the complainant of the CO s findings and determination. June Santa Cruz County General Services 49

56 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES (l) 3rd Tier Review As part of the certification of compliance prior to contract commencement, the contractor must include a statement of any findings of violations within the past five (5) years and how they were addressed from the National Labor Relations Board, OSHA, California Labor Commission, Equal Employment Opportunity Commission and/or the Department of Fair Employment and Housing. The Board may decide to use this information as a basis for approving a contract for services. (m) Employee Retention If a contract for covered services in excess of $50,000 is terminated prior to its expiration, any new contract with a subsequent contractor for the same services must include the following clause: Contractor shall make best efforts to offer employment to qualified employees of the prior contractor for the performance of this contract. Such efforts shall not be required in regard to employees who are (1) exempt under the Fair Labor Standards Act, (2) family members of the prior contractor, (3) employed by the prior contractor for less than six months, or (4) convicted of a job-related or workplace crime. Upon request by the County, the Contractor shall demonstrate to the County the good faith efforts that have been made to comply with this provision. (n) ONESolution Automated Workflow Process Covered personal services have been classified according to their GL Objects in ONESolution. As part of the automated workflow, ONESolution calculates total payments to vendors for covered services before fully processing purchase requisitions to ensure that vendors have been certified when applicable. Following is the automated workflow process related to covered services: If the vendor s total payments for covered services is less than $15,000 including the amount of the purchase requisition (PR), ONESolution will allow the employee creating the PR (the creator) to save the PR and submit the PR for approval through automatic workflow, including approval by Purchasing, which will turn the PR into a purchase order. If the vendor s total payments for covered services is more than $15,000 including the amount of the purchase requisition (PR), ONESolution will verify that the vendor has been certified (i.e., Compliance Statement or Exemption is on file for the vendor. o If the vendor has not been certified in ONESolution, ONESolution will auto-deny the PR and notify the PR creator that the vendor requires certification. The department will either have to select another vendor, certify the vendor using the established vendor certification process and submit the vendor certification to Purchasing to update the vendor s record in ONESolution or ask Purchasing to certify the vendor. Purchasing will notify the department when it can proceed with the PR. After the vendor is certified, the PR creator accesses the PR and submits 50 June Santa Cruz County General Services

57 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES it for approval through automatic workflow, including approval by Purchasing, which will turn the PR into a purchase order. o If the vendor has been certified in ONESolution, ONESolution will allow the PR creator to save the PR and submit the PR for approval through automatic workflow, including approval by Purchasing, which will turn the PR into a purchase order. 4.9 Professional Services and Consultants (a) Definition Professional services and consultant services include services that are of an advisory nature, provide personal expertise and/or recommend a course of action, and have an end product that is basically a transmittal of information related to County programs. Providers are selected on the basis of qualification, subject to the negotiation of a fair and reasonable compensation. Consultant contracts under this section do not include attorney services contracts that are handled through County Counsel, District Attorney and Risk Management and approved by the Board. Architect and engineer services contracts are discussed in Manual Section 4.10 (f). (b) Contract Criteria Professional and consultant services contracts may be secured when one or more of the following conditions exist: (1) An urgent situation that cannot be resolved by County employees. (2) Temporary, intermittent, or irregular services that cannot effectively be performed by County employees. (3) Special or highly technical skills or services that cannot be secured through County employees. (4) A need for an independent opinion, appraisal, audit or similar service. (5) A lack of sufficient personnel to accomplish the work in the required time frame. (c) Length of Contract Term The length of a contract term shall be determined on the basis of the best economic benefit to the County. Contracts for professional services may be included on the County s Continuing Contracts List through the budget process. Policies and procedures for the Continuing Contracts List may be found under County Procedures Manual Title I, Section 300 I. However, all contracts for professional services must be reviewed for recertification or renegotiation not less than every four (4) years. June Santa Cruz County General Services 51

58 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES (d) Contract Adjustments/Increases Contracts for professional services may include negotiated built in cost of living escalators or periodic rate changes. Amendments that increase the total contract to $31005,001 or more must be approved by the Board. (e) Incremental Contracting To prevent incremental contracting, each consultant contract shall clearly specify the following: (1) Work to be performed. (2) Service/product to be provided. (3) Cost detail of services/material charges. (4) Period of contract. (5) Monetary limit of contract. (6) Terms and conditions. Contracts shall not be split to avoid approval or procurement requirements. (f) Emergencies For the purpose of professional and consultant services contracts, an emergency shall be defined as a sudden, generally unexpected occurrence or set of circumstances that demand immediate action and that if immediate action is not taken, essential services could not be continued or there could be an economic loss to the County. (g) Sole Source Requests See Manual Section 3.4 for policies and procedures for sole source requests. (h) Approval Requirements Board approval is required for all professional services contracts of $35100,001 or more in the aggregate. Department HeadsPurchasing Agent may approve contracts for professional services in amounts up to $10035,000. (i) Procurement Procurement/selection procedures for professional and consultant services contracts are based on the Qualifications Based Selection (QBS) process used by many State and Federal Government agencies. The system used by the County consists of a 3-tiered approach with estimated fees used as the factor that determines the type of process to be used. The qualifications based approach is essentially a process used to select consultants and other professional services on the basis of qualification, subject to negotiation of fair and reasonable compensation. 52 June Santa Cruz County General Services

59 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES The typical qualifications based system consists of selecting the consultant believed to be best qualified to carry out the project then negotiating a fee for the services. If an agreement on the scope of services and compensation cannot be reached, negotiations with the first ranked firm are terminated, and negotiations are opened with the second ranked firm. The procedures to be used in the selection of professional and consultant services may be modified with the approval of the County Administrative Officer or at the direction of the Board. Such procedure modifications shall only be authorized where specific qualifications or circumstances indicate that the procedures in effect are inconsistent with the most timely or efficient selection of the best qualified contractor. When the use of modified procedures is necessary, the initiating department shall note the reason for the procedural modification as part of the department contract file. GSD will maintain a file of firms that have indicated an interest in providing services to the County and that have registered as a vendor through the County s vendor registration website. Purchasing will solicit the cooperation of local professional organizations and individuals to encourage participation by local firms on the list of consultants. In addition, in accordance with County Policy, minority owned business enterprises (MBE), women owned business enterprises (WBE) and disabled owned business enterprises (DBE) firms will be encouraged to apply. Categories for the three - tiered selection process are: (1) LEVEL ONE - Professional services that have an estimated fee at or below $5035,000. The sponsoring department interested in obtaining consultant services reviews the vendor registration database and any other internally maintained vendor lists of firms and selects firms it feels are best qualified for the project. Typically, at least three (3) firms should be interviewed and the basis of selection of the desired firm shall be noted on the purchase requisition or a GSD-89 form. After selecting an appropriate firm for the project, the sponsoring department negotiates a reasonable fee for the services and submits a purchase requisition for the services to Purchasing. (2) LEVEL TWO - Professional services that have an estimated fee of $5035,001 to $10070,000. The sponsoring department reviews the vendor registration database and any other internally maintained vendor lists of firms and invites a list of three to five firms to submit proposals. The sponsoring department evaluates the proposals, calls appropriate references and selects the firm it believes to be best qualified to complete the project. The department and first ranked firm negotiate an agreement on the scope of work, scheduling, completion date and compensation. If no agreement is reached, negotiations with the first ranked firm are terminated and negotiations with the second ranked firm are opened. June Santa Cruz County General Services 53

60 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES Once the negotiations have been completed, the sponsoring department prepares an agreement, which is submitted to the Board for approvalpurchasing Agent for approval. (3) LEVEL THREE - Professional services that have an estimated fee of $1070,001 and higher. Level Three projects require the formal RFP process, which requires preparation of an RFP that must be approved by the Board. The RFP will be advertised and all firms on internally maintained vendor lists for the applicable type of work will be notified and invited to submit proposals. The selection committee will rank the proposals based on qualifications and negotiate with the firm deemed most qualified. If an agreement on the scope of services and compensation cannot be reached, negotiations with the first ranked firm are terminated and negotiations with the second ranked firm are opened. Once the scope of services and compensation have been defined, the sponsoring department prepares an agreement, which is submitted to the Board for approval Architect/Engineer Services (a) Definition Architectural, landscape architectural, engineering, environmental and land surveying services include those professional services of an architectural, engineering, environmental, or land surveying nature as well as incidental services that members of these professions and those in their employ may logically or justifiably perform (Government Code 4525 (c)). Construction project management means those services provided by a licensed architect, registered engineer or licensed general contractor for the management and supervision of work performed on construction projects. Any individual or firm proposing to provide construction management services must provide evidence that the individual or firm and its personnel carrying out onsite responsibilities have expertise and experience in construction project design review and evaluation, construction mobilization and supervision, bid evaluation, project scheduling, costbenefit analysis, claims review and negotiation, and general management and administration of a construction project (Government Code 4525 (e) and ) Environmental services means those services performed in connection with project development and permit processing to comply with federal and state environmental laws. Environmental services also includes the processing and awarding of claims pursuant to Section of the State Health and Safety Code relating to underground storage tank cleanup (Government Code 4525 (f)). Architectural/engineer services may include: investigation; designs, plans and specifications; reports; opinions of probable costs and engineer s estimates; shop 54 June Santa Cruz County General Services

61 General Services Department PURCHASING POLICY MANUAL CONTRACT PROCUREMENT POLICIES drawing review; supervision of construction; land surveying; and other related services when needed in support of an architectural or engineering project. These related services may include, but are not limited to, archaeology, geological and soils engineering, agronomy, limnology, biology, real estate appraisal and other property acquisition services. (b) Length of Contract Term If the architect/engineer services to be completed under a given contract relate to a specific project, the contract term may be based upon a reasonable estimate of the time required for the project. (c) Contract Adjustments/Increases Any contract amendments that increase the total contract to $10035,001 or more must be approved by the Board. (d) Incremental Contracting To prevent incremental contracting, each consultant contract shall clearly specify the following: (1) Services to be performed. (2) Basis of pricing and payment. (3) Period of contract. (4) Monetary limit of contract. Contracts shall not be split to avoid approval or procurement requirements. (e) Approval Requirements Board approval is required for all architect/engineer services contracts of $10035,001 or more. (f) Procurement Government Code Section 4256 and County Code Section require that private architectural, engineering, environmental, land surveying or construction management firms be selected on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the required services. The three-tiered qualifications based system described in Manual Section 4.9(h) shall also be used to select architect/engineer firms. June Santa Cruz County General Services 55

62 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES 5.2 Procurement (a) Commodities Purchases to $1,5,000 Departments are authorized to make purchases for commodities up to $1,5,000, unless the items are regularly stocked at the County Warehouse, or are covered under master supply agreements. Departments may use the following three options to purchase commodities at this level: 1. Submit a requisition to Purchasing, with supporting documentation including at least one quotation. The supporting documentation must reference the requisition number. Purchasing will process the requisition and create a purchase order. The department may request a blanket (open) purchase order if multiple purchases, for the same or similar types of items, from the same vendor are anticipated during the fiscal year. 2. Use a County procurement card (CAL-Card) subject to the cardholder s purchase limit, commodity authorization, and the prohibited and restricted CAL-Card purchases detailed in Manual Section Use personal funds for small, unanticipated purchases and request petty cash reimbursement as detailed in Manual Section 5.4. (b) Services Purchases to $5,01,500 Departments are authorized to make purchases for services up to $5,01,500, unless the services are covered under master services agreements. However, departures from the standard insurance requirements must be approved by the Risk Manager (County Procedures Manual Title I, Section 300 B). Departments are authorized to select a service provider at this level by submitting a requisition to Purchasing. Purchasing will process the requisition and establish a purchase order for the service. If multiple payments are anticipated, Purchasing may establish a blanket (open) purchase order for the service. Departments are encouraged to seek assistance from Purchasing to identify potential service providers as necessary. (c) Commodities Purchases Between $5,01,501 and $206,5000 Departments are authorized to seek suppliers at this level. Departments should seek three (3) quotes for the commodity, complete a GSD-89 form, create a requisition and submit the GSD-89, quotes and other applicable documentation to Purchasing. If three quotes are not provided, Departments must submit written explanation to Purchasing as to why this was not done and why it is not in the County s best interest to do so. A Sole Source Justification form should be submitted if appropriate. (d) Services Purchases Between $1,5,001 and $206, June Santa Cruz County General Services

63 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES Departments are authorized to seek service providers and negotiate service agreements at this level. However, departures from the standard insurance requirements must be approved by the Risk Manager (County Procedures Manual Title I, Section 300, B). Departments must submit a requisition to Purchasing. Departments should seek at least three (3) quotes for the service, complete a GSD- 89 form, create a requisition and submit the GSD-89 form, quotes and other applicable documentation to Purchasing. Departments must maintain documentation of the service provider s insurance coverage. If multiple payments are anticipated, Purchasing may establish a blanket (open) purchase order for the service. Departments are encouraged to seek assistance from Purchasing to identify potential service providers as necessary. (e) Commodities Purchases Between $206,5001 and $5035,000 Departments are not authorized to make purchases at this level and must submit requisitions with required specifications to Purchasing. Purchasing will seek oral or informal written quotations from at least three sources or provide written justification as to why an alternative method is in the County s best interests. Purchasing will create a purchase order or a blanket (open) purchase order for commodity purchases at this level. (f) Services Purchases Between $20,06,501 and $10035,000 Departments must obtain approval from Purchasing before proceeding and must submit a requisition with detailed specifications for the service to Purchasing. Purchasing shall seek up to three (3) oral or written quotations from qualified providers in the absence of a firm recommendation from the department. In addition, departures from the standard insurance requirements must be approved by the Risk Manager. (County Procedures Manual Title I, Section 300, B) Purchasing will create a purchase order, or if multiple payments are anticipated, a blanket (open) purchase order. Use of County Independent Contractor Agreement or approved alternative is required for service over $50,000. (g) Commodities Purchases of $5035,001 and Above Departments must submit requisitions with specifications to Purchasing for commodities at this level. Purchasing will advertise for prospective vendors at this level, unless it is in the County s best interests to seek providers through other means. Purchasing will seek formal written quotes from at least three sources or provide written justification as to why an alternative method is in the County s best interests. (h) Services Purchases of $10035,001 and Above Departments must obtain Board approval when implementing services contracts at this level. See Manual Sections 4.6, 4.8 and 4.9 for more information. June Santa Cruz County General Services 57

64 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES (i) Optional use of Independent Contractor Agreement (ICA) An Independent Contractor Agreement (ICA) should be used for services under $10035,000 that may contain complex terms and conditions, specifications or a negotiated variance in the County s liability and/or workers compensation insurance limits. Departments must submit the ICA to County Counsel for approval as to form and content and to Risk Management for approval of insurance requirements. The Risk Manager must approve any departures from the standard insurance requirements. (County Procedures Manual Title I, Section 300, B). Departments must submit a requisition and the signed ICA to Purchasing as supporting documentation. 5.3 Emergency Purchase Orders Emergency purchase orders may be issued when unforeseen circumstances require an immediate purchase to avoid a substantial hazard to life or property or serious interruption of the operation of a County department, or the necessary repair of County equipment or heavy equipment required for the operation of a County department. If an emergency situation arises during normal County business hours, departments must obtain an emergency requisition reserve number ( R Number) from Purchasing prior to making an emergency purchase. After Purchasing issues an R Number, the department may proceed to procure the commodities or services required. The Department must obtain proper insurance documentation for workers compensation, general liability, and professional liability coverage in the amounts specified by Risk Management. Proof of insurance should be obtained prior to the start of work if possible. It is recommended that departments utilize vendors who have previously provided services to the County as record of their insurances is likely to be on file with GSD or the department. As soon as possible, the department should prepare a requisition and forward supporting documentation to Purchasing if total cost is within Purchasing s procurement levels (see Manual Sections 5.2; 5.4; and 5.6). Reference the R Number on the requisition. To the extent it is prudent and possible, the department shall obtain a signed ICA from the contractor before payment is made. For emergency transactions over $10035,000, the department shall seek confirmation and approval from the Board as soon as possible. If an emergency situation arises after normal County business hours, a Department Head may authorize an immediate purchase of commodities or services if necessary. The department shall advise Purchasing of any emergency purchases as soon as reasonable after the commitment. Purchasing will then issue a R Number. The Department must obtain proper insurance documentation for workers compensation, general liability, and professional liability coverage in the amounts specified by Risk Management. Proof of insurance should be obtained prior to the start of work if possible. It is recommended that departments utilize vendors who have previously provided services to the County as record of their insurances is likely to be on file with GSD or the department. As soon as possible, the department should forward supporting documentation to Purchasing if total cost is within Purchasing s procurement levels (see Manual Sections 5.2; 5.4; and 5.6). Reference the R Number on the requisition. 58 June Santa Cruz County General Services

65 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES For emergency transactions over $35100,000, the department shall seek confirmation and approval from the Board as soon as possible. 5.4 Petty Cash Petty cash is available to reimburse employees for personal funds expended, or to pay suppliers directly, for products or services valued at less than $200 pursuant to Board Resolution Employees are normally reimbursed from the Auditor-Controller s petty cash account upon presentation of a properly approved petty cash form and associated original cash sales receipts. Department heads or designees authorized to approve petty cash purchases may approve petty cash forms. Sales receipts must have the supplier s printed name and address and the date of the sale. The employee shall sign the sales receipt to signify receipt of the product or service. An example of the Petty Cash Authorization and Payment form and completion instructions is provided in County Procedures Manual Title I - Section Administration of Orders (a) Receiving Departments shall provide for the receiving, inspection and acceptance or rejection of merchandise delivered and services performed. Departments should assign the responsibility for receiving and inspecting shipments to specific individuals, preferably someone other than the person who approved the requisition. Departments are responsible for ensuring that commodities delivered and services performed conform to the order specifications as applicable. Assigned staff must inspect merchandise received in a timely manner so that problems, if any, may be identified and more easily resolved. Generally, merchandise should be inspected within three business days of receipt. During inspection, assigned staff shall complete the receiving copy of the order noting the date of delivery, quantities delivered or services performed, and any discrepancies in terms of condition, quantity or conformance to order specifications. Purchasing should be immediately notified of any discrepancies or damage to enable Purchasing to obtain necessary return authorization or seek other remedial action with the vendor. If required Material Safety Data Sheet (MSDS) information is not received with the delivery, the department should contact Purchasing for assistance. Departments should ensure that the Auditor-Controller is promptly forwarded a payment authorization for accepted merchandise or services to take advantage of any discounts to which the County is entitled. (b) Quality Control Assistance June Santa Cruz County General Services 59

66 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES Departments may generally seek quality control assistance from Purchasing and shall contact Purchasing when: (1) A department questions whether an item received meets order specifications. If necessary, Purchasing will arrange to inspect the item in question. (2) Item(s) received and placed in service is not performing as expected or as represented by the seller. (3) A department receives poor service or experiences other problems after an item is received. (c) Materials Expediting If a supplier is late meeting specified delivery dates, the department should contact the buyer responsible for the purchase order or contract. The buyer will contact the supplier on the department's behalf and will continue to monitor the supplier's progress until the order is complete. The buyer will keep the user department advised of efforts to enforce the terms and conditions of the respective purchase order and the current status of these transactions. (d) Manufacturer s Warranties Many items of equipment purchased by departments carry a manufacturer's warranty of acceptable materials and workmanship. All departments shall register and maintain proper records of such warranties to ensure that the manufacturer repairs defects covered by the warranty. (e) Energy Conservation Prior to the purchase of all new equipment, except in the case of an emergency, the Purchasing Agent or any other county officer or employee authorized to purchase such equipment shall evaluate and consider the energy consumption level and the anticipated operating costs over the useful life of the new equipment in addition to the initial cost of the equipment. (f) Special Receiving Assistance Because of their technical nature, receipt of the following items should be made by, or shall be coordinated with, the indicated organizations: Vehicles GSD Fleet/Public Works Fleet Telecommunications Equipment Information Services Department (Telecom) Data Processing/Computer Equipment Information Services 60 June Santa Cruz County General Services

67 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES 5.6 Vehicles (g) A Material Safety Data Sheet (MSDS) must accompany all hazardous materials ordered and received by a department. If the department does not receive a MSDS, the department must contact the supplier and request two copies (one for the County Safety Officer and one for the department) before approving the invoice for payment. Every department is responsible for maintaining a complete file of all hazardous materials that must be filed by the name of the chemical and be made available in a central location to anyone needing the information. (a) Vehicle Registration and Licensing GSD is responsible for the administrative aspects of all registration and licensing of County owned and leased vehicles in the general County fleet. The Public Works Department has this responsibility for vehicles in its fleet. (b) Gas Credit Cards Fuel purchases are to be made from the County provided service stations unless departments are operating a vehicle outside of the area. Departments requiring gas credit cards should contact GSD s Fleet Services Division. June Santa Cruz County General Services 61

68 General Services Department PURCHASING POLICY MANUAL CENTRAL STORES - WAREHOUSE 6.0 CENTRAL STORES WAREHOUSE This unit of the GSD s Facilities Division maintains a wide variety of consumable supplies, and some office supply and equipment items commonly used by County departments. It assists Purchasing in the transfer, sale or other disposition of personal property items that are surplus to County needs. In addition, the Warehouse provides a limited amount of moving, repair, and special warehousing services. Warehouse staff also maintains the County s Records Retention Center. 6.1 Warehouse Supply Functions (a) In coordination with Purchasing, the Warehouse maintains an inventory of consumable supplies ranging from automotive and food items to maintenance, custodial, and some office paper items. (b) Regular stock items are purchased in bulk and dispensed as required by departments and agencies. (c) Items selected for inclusion in regular Warehouse stock are determined based on: annual usage rates; required lead times and market conditions; availability of quantity discounts; majority concurrence between users as to satisfactory product standards and other factors. 6.2 Warehouse Requisition/Order Process (a) Catalog(s) listing regularly stocked items are available in the Warehouse upon request. Where standard packaging information is shown in the catalog (i.e., 6 gal/case), items must be requested in multiples thereof. (b) Requests for regular Warehouse catalog items shall be made on Warehouse requisitions (GSD-63), unless Purchasing and/or the Warehouse has authorized the use of traveling requisitions (PUR-3TR). Warehouse requisitions should be doublespaced typed for each item. Items should be listed in numerical order by Warehouse stock number, and provide a description of the item. Every effort will be made to maintain adequate stock of regular catalog items; however, it may be necessary to back-order some items pending receipt of new stock. (c) Departments will be permitted to pick up needed emergency items at the Warehouse only when accompanied with an authorized Warehouse requisition, or when preauthorization has been received. (d) Departmental staff must check all items against delivery tags in presence of the Warehouse driver or the Warehouse person issuing an emergency pick-up order. Any shortages or damages of delivered goods are to be reported to Warehouse staff, and a notation made on the delivery tag. (e) When damaged goods or the wrong item is ordered or received, departmental staff must contact the Warehouse immediately. 62 June Santa Cruz County General Services

69 General Services Department PURCHASING POLICY MANUAL CENTRAL STORES - WAREHOUSE (f) Warehouse stock requisitions are due Friday for delivery the following Wednesday. The Warehouse will notify departments of out-of-stock or backorder items. (g) Departments are billed monthly for items delivered from the Warehouse during the preceding month. 6.3 Warehouse Records Retention Program In addition to supply and storage activities, the Warehouse maintains a County Records Retention Center. The principal purpose of the Center is to provide temporary storage of low use files and other records until they can be destroyed. Departments should reference County Procedures Manual Title IV Records Management to establish their records management programs. Also refer to the Paperwork Management Handbook - Records Disposition, available on the Warehouse intranet page, for additional information. 6.4 Sale of Surplus Property Manual Section 7.0 provides policies for the disposal of surplus items. Surplus items have been determined to be of no value to the County. Many surplus items are available at no charge and all other items are for sale at reasonable prices. Surplus items are offered by the County's Reuse/Recycle Program are made available to the public on the second Thursday of each month at the Warehouse. Non-profit organizations are invited to attend on Wednesdays, the day before the sale is opened to the general public. See Manual Section for non-profit organizations access to County surplus computer equipment. 6.5 Disposal of Hazardous Materials Warehouse staff will pick up and dispose of the following universal waste items: common batteries, fluorescent tubes and other mercury containing lamps, all electronic devices, and all non-empty aerosol cans containing hazardous materials. Procedure: Carefully wrap and label items as universal waste. Pack the items and identify the contents of each package. Notify the Warehouse to pick up the package for proper disposal. June Santa Cruz County General Services 63

70 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES (10) Cleaning products with lowered toxicity as described in the Integrated Pest Management program; (11) Energy saving products; (12) Waste-reduced products; (13) Water-saving products; (14) Other products designated by the Purchasing Agent which promote energy conservation; (15) Environmental protection. (d) Exemption Nothing in this policy shall be construed as requiring the purchase of products that do not perform adequately or are not available at a reasonable price. 8.2 Purchase of Domestically Produced and Packaged Vegetables The Purchasing Agent shall establish and maintain procedures and specifications to ensure that the County gives a preference to vegetables produced and packaged within the United States which is equal to 10% of the lowest price quoted by suppliers for vegetables not produced in the United States. (County Code Section ) 8.3 Tropical Wood Products The County shall not enter into or renew any contractual agreement with any person or entity for the provision of goods or services, where the performance of which calls for, requires, or involves the use of any tropical hardwood or tropical wood product. (County Code Section ) 8.4 Local Business Preference (County Code Section ) Refer to Manual Section 14 for requirements for Federal awards per 2 CFR Part 200 Subpart A. (a) When the County Purchasing Agent evaluates the responses to a Formal Solicitation for supplies, goods, materials, furnishings or other personal property, a Locally Operated Business may match the low bid of a Non-Local Business if the Locally Operated Business bid is within 105% of the low bid. If the Locally Operated Business elects to match a lower bid from a Non-Local Business, the contract shall be awarded to the Locally Operated Business. 64 June Santa Cruz County General Services

71 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES (b) To be eligible for the Preference, the Locally Operated Business must complete, return, and satisfy the requirements of the Locally Operated Business Preference Affidavit of Eligibility and also supply a copy of a current valid business license with the County and/or an incorporated city within the County of Santa Cruz. Any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for Local Business Preference shall be prohibited from bidding on County contracts for a period of three (3) years. (c) The revised bid and completed Locally Operated Business Preference Affidavit of Eligibility of a Locally Operated Business electing to match a lower bid from a nonlocal business must be received by the Purchasing Agent within 3 business days after a solicitation deadline. It is the responsibility of the locally operated business to verify the bid results by contacting Purchasing. (d) The Local Business Preference established by this section shall not be available if it is in conflict with State or Federal law or regulation. (e) The County is not responsible for any business s failure to request, complete, return, or meet the requirements of the Locally Operated Business Preference Affidavit of Eligibility. (f) County means the County of Santa Cruz. (g) Formal Solicitation means an offer or proposal for providing goods and/or services submitted in response to the County s formal solicitation request, such as an Invitation for Bid, Request for Proposal, or Request for Information, or any similar solicitation evaluated on the basis of cost. (h) Legitimate Business Presence means the existence of at least one physical location in the County where business is conducted and which is staffed by at least one (1) full-time employee or owner/operator. (i) Locally Operated Business means a legally formed and operated business, including but not limited to a sole proprietorship, partnership, or corporation, which has a legitimate business presence in the County. In addition, the business must: (1) Hold a valid seller s permit issued by the State Board of Equalization and a valid business license if issued by an incorporated city within the County; and (2) Have been in operation, transacting business in the county, for a minimum of six (6) months prior to publication of the call for Formal Solicitation; and (3) Not be delinquent in the payment of any taxes, charges or assessments owing to the County or incorporated city within the County; and (4) Have requested, completed, returned, and satisfied the requirements of a Locally Operated Business Preference Affidavit of Eligibility. June Santa Cruz County General Services 65

72 General Services Department PURCHASING POLICY MANUAL DEPARTMENTAL PROCEDURES (j) Locally Operated Business Preference Affidavit of Eligibility means an affidavit to be completed by a Locally Operated Business (GSD 350) in applying for a Preference treatment. (k) Non-Local Business means any business that does not meet all of the requirements of a Locally Operated Business. 66 June Santa Cruz County General Services

73 General Services Department PURCHASING POLICY MANUAL FORMAL BIDDING PROCEDURES 11.0 FORMAL BIDDING PROCEDURES The provisions of this Section apply to public projects bid and administered by GSD. Public projects bid and administered by the Public Works Department are covered by procedures promulgated by that department Definition (Public Contract Code ) Formal bidding is a procurement method involving competitive sealed offers that requires: (a) Adoption of plans, specifications and working details by the Board; (b) Formal advertising in a general circulation newspaper during a bidding process of not less than 10 days.; (c) Public opening of bids at a pre-designated time and place; (d) Referral of bids to GSD or other operating department for evaluation of the bids; (e) Unconditional acceptance of a bid without alteration or correction except as authorized in County Code, this Manual or Public Contract Code; (f) Award of a contract by the Board to the responsive and responsible bidder who has submitted the lowest bid that meets the requirements and criteria set forth in the invitation for bids; (g) Notice of Award to the selected bidder; (h) Completion of all required contract documentation; and (i) Notice to Proceed is issued to the contractor. Formal bidding is required for all public projects with estimated costs of $10,000 and more Advertising (Public Contract Code ) (a) The notices inviting formal bids shall state the time and place for receiving and opening of sealed bids and distinctly state the project to be done and the place where plans and specifications are on file. The first publication of the notice shall be at least 10 days prior to the opening of bids. Notice shall be published at least twice, not less than 5 days apart, in a newspaper of general circulation, printed and published in the jurisdiction of the County. (b) In addition to the notices published in a newspaper of general circulation, Purchasing may also publish notice in a trade publication and/or through other means designed to encourage competition Bid Documents June Santa Cruz County General Services 67

74 General Services Department PURCHASING POLICY MANUAL GLOSSARY Contract. An agreement, enforceable by law, between two or more competent parties, to perform a particular act within the law, for a consideration. Also, any type of agreement or order for the procurement of supplies, services or construction. Debarment. A process in which a supplier or contractor is prevented from being considered for the award of contracts. If Contractor s name appears on either the Federal (grant monies use) or the State Debarment Lists results in rejection of contractor s bid. Discount. Generally, a supplier's deduction from the list price, or some cost-reducing condition or negotiation, such as prompt payment (i.e., 2% if payment received within 30 days). Emergency Purchase. An immediate acquisition by a department to obtain goods or services to avoid a substantial hazard to life or property, or serious interruption of the operation of a County department. Such action may be taken by a department when Buyers are not available in the evenings or on weekends. Fixed Asset. A fixed asset is an item of equipment that costs $5,000 or more and has a useful life expectancy of greater than one year. Purchase requires prior Board and CAO approval. Formal Bidding. A procurement method involving competitive sealed offers that requires: adoption of plans, specifications and working details by the Board; formal advertising in a general circulation newspaper during a bidding process of not less than 10 days; public opening of bids at a pre-designated time and place; referral of bids to GSD or other operating department for evaluation of the bids; unconditional acceptance of a bid without alteration or correction except as authorized in County Code, this Manual or Public Contract Code; award of a contract by the Board to the responsive and responsible bidder who has submitted the lowest bid that meets the requirements and criteria set forth in the invitation for bids; Notice of Award to the selected bidder; completion of all required contract documentation; and a Notice to Proceed is issued to the contractor. Independent Contractor Agreement (ICA). A contract document, including attachments, utilized by the County for the purchase of services. Informal Bidding. A procurement method that utilizes advertising to seek bids but does not require the same level of documentation as formal bidding. For example, Board approved plans and specifications are not necessary for informal bidding; advertising requirements and degree of detail may be less stringent; etc. Informal Quotation. A verbal or written solicitation by a Purchasing Buyer for goods and services without the use of competitive sealed bids. Inventory. A stock of goods or an itemized list that indicates quantities and values of products. (By enumeration it is a "physical inventory" and by periodic recording, it is a "book inventory".) Invitation for Bids. All documents, whether attached or incorporated by reference, utilized for soliciting bids in accordance with the procedures set forth in this Manual. 68 June Santa Cruz County General Services

75 General Services Department PURCHASING POLICY MANUAL GLOSSARY Invoice. A seller's itemized document referencing order/contract number stating prices and quantities of goods and/or services delivered, and sent to the County for payment. Living Wage. The Living Wage Ordinance requires that private sector employers who contract with the County to provide specified personal services for greater than $15,000 cumulatively in one fiscal year must pay their employees a living wage as defined in the ordinance and periodically modified by the Board. Local Hire. County Code Section 2.33 relates to the hiring of local residents on County public works projects. Bidders, contractors and subcontractors must make good faith efforts to hire Monterey Bay Area residents in sufficient numbers so that no less than 50% of the contractor s total construction workforce, including any subcontractor s workforce, measured in labor work hours, is comprised of Monterey Bay Area residents. Bidders, contractors and subcontractors must maintain and submit records necessary for monitoring their compliance with this County Code section. Master Independent Contractor Agreement (MICA). A master agreement procured by Purchasing for a personal service that is used by multiple departments. Upon approval of the Board, departments secure the service through a purchase order based on the terms of the master agreement. Performance Bond. A contract of guarantee executed subsequent to award by a successful bidder to protect the County from loss due to the inability to complete the contract as agreed. Personal Property. Materials, supplies, machinery, furnishing, equipment and any other tangible article required for the conduct of business of the County. Personal Services. Services provided by skilled trades persons, technicians and others including facility and equipment maintenance, security services, installation of equipment and furnishings, tree trimming, janitorial, etc. Personal services agreements do not include those for public projects, consultants, engineers, architects, designers, and other professional services. Generally, specifications for personal services agreements may be specific enough so that the services can be secured through quotes and/or bids. RFPs may also be appropriate when the service requirements so justify. Certain personal services must comply with the Living Wage Ordinance, County Code Section Pre-Qualification. A process in which bidders/vendors/service providers are pre-qualified by responding to a solicitation to establish responsibility. This may include information regarding such factors as financial background, industry stability, capacity to perform, lines of credit, manufacturers' authorizations, relevant experience, etc. Qualified firms may then be asked to participate in a price solicitation. Prevailing Wages. Wage rates adopted by the State of California, Director of Industrial Relations, the payment of which is required of contractors performing construction work for the County. Procurement. The process of seeking and obtaining goods and services. June Santa Cruz County General Services 69

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77 SECTION USE OF COUNTY VEHICLES I. General Provisions A. Purpose 1. The purpose of this section is to establish general procedures for the use of County owned or leased vehicles. 2. For the purpose of these procedures, County vehicles are those County owned or leased vehicles separately administered by the General Services Department. For information on administrative procedures for vehicles other than those administered by the General Services Department, contact the Department of Public Works. 3. All County vehicles except special purpose law enforcement vehicles and those exempted in writing by the County Administrative Officer shall be identified with an official County emblem and a control inventory number. 4. All registered vehicles, regardless of cost or value and means of acquisition, shall be considered a fixed asset and shall be subject to the fixed asset review and approval process. A form GSD-71 shall be submitted to the County Administrative Office and approved prior to purchase or acquisition of any vehicle. 5. The County Administrative Office, with Board of Supervisors approval, shall assign all vehicles with a Fleet Services category for purposes of establishing insurance coverage and maintenance replacement requirements. (see Section 300, II.A.1.) B. Operating Requirements 1. The use and operation of County vehicles shall be in accordance with all applicable State and federal law, California Motor Vehicle rules and regulations, and Chapter 2.32 of the County Code. In addition, applicable County, Personnel Department administrative procedures, and directives of the Board of Supervisors shall at all times be followed. (Refer to Personnel Administrative Manual Title XXIII.4 - Use of County Vehicles). II. Procedures for Use of General Services Fleet Vehicles A. General 1. The Fleet Services Division of General Services will provide Administrative overview, maintenance and replacement of the Service Center Fleet consistent with the following categories: 71

78 Category A - vehicles maintained and serviced by Fleet Services and incorporated into the Vehicle Replacement Schedule by Board of Supervisors directive. Category B - vehicles maintained and serviced by Fleet Services but not incorporated into the Vehicle Replacement Schedule. Category C - vehicles neither serviced nor maintained by Fleet Services and not incorporated into the vehicle Replacement Schedule. These vehicles are maintained by outside service contracts at the operating department's direct expense. These vehicles have a "limited useful" life for specific low mileage purposes in some County operations. Vehicles in this category will be billed separately by the County Risk Management Office for any insurance costs. 2. All vehicles are incorporated into fleet class divisions for the purpose of establishing replacement schedules, determining operational expenditures and establishing vehicle assignment criteria. Vehicle classifications are as follows: Service Class Description Years Mileage GROUP SEDANS 110 Subcompact, compact sedans, ,000 wagons 120 Midsize, full size sedans, wagons ,000 GROUP LIGHT DUTY VEHICLES 210 Compact pickup trucks , Fullsize pickups, vans , Minivans (passenger/cargo) , X4 pickup trucks, 4X4 Utility10 100,000 other utility GROUP EMERGENCY VEHICLES 310 Sheriff Patrol cars 23 85, Sheriff 4X4 pickups/utility 6 50, Sheriff/DA undercover sedans 6 80, Sheriff 15 Passenger Bus 3 120, Sheriff redeployed vehicles 2 120,000 GROUP HEAVY DUTY VEHICLES 410 Dump Trucks ,000 72

79 420 Box Vans ,000 B. Permanent Vehicle Assignments 1. The County Administrative Officer shall approve all departmental requests for permanent vehicle assignments of General Services vehicles. a. All newly assigned and replacement vehicle purchases shall be environmentally friendly green vehicles unless otherwise approved by the CAO. Green vehicles are: electric, hybrid electric/gasoline, flex fuel such as gasoline/ethanol and gasoline/compressed Natural Gas, alternatively fueled by Compressed Natural Gas or any other alternatively fueled and powered vehicle designed to normally operate with zero or minimal detrimental environmental impacts. b. The County Administrative Office will recommend the assignment of vehicles to a department based on demonstrated need by a department in order to carry out department activities. c. The department head will be responsible for assignment of vehicles within the department and shall ensure that all assignments to individuals are in accordance with all County codes, policies, procedures or existing labor agreements. 2. The County Administrative office may reassign vehicles between departments or functions based on overall County priorities and needs. General Services may exchange same class assigned vehicles between departments to provide for optimum utilization of the overall fleet and as outlined in B4 below. 3. The assignment and reassignment of vehicles will be based on the following general criteria: a. All Group (Class 110 and Class 120) and Class 210 vehicles must be driven a minimum of 7,000 miles per year on County business to ensure continued assignment. b. All Group 200 (excluding Class 210), Group 300 and Group 400 vehicles are assigned based on department's justification that; 1) vehicles are necessary to carry out operation activities and 2) no other reasonable alternative is available including the use of less expensive Group 100 and Class 210 vehicles. Continued assignment of Group 200 (excluding Class 210) vehicles will require an annual request and justification to the County Administrative Officer in conjunction with the budget preparation process. 4. Sport Utility Vehicle Assignments 73

80 Group 240 and 340 vehicles are defined as 4x4 Pickups and 4x4 Sport Utility Vehicles (SUVs). Departments shall justify Group 240 and 340 vehicles pursuant to B.3 above. Departments must seek CAO approval to purchase or replace a 4x4 or 4x2 Sports Utility Vehicle. Exemption: Alternatively powered SUVs such as hybrid (electric/gasoline), or electric or CNG, are exempt from requiring CAO approval as they meet the County s policy for the utilization of green vehicles as described in Section B.1.a of theses procedures. 5. Mid Year Changes in Class The Fleet manager is authorized to make short term changes in classes of vehicles in order to accommodate a department's changes in program needs or adjustments needed to maximize utilization of vehicles. If such changes extend beyond the end of the fiscal year in which they were initiated, and changes were made at the request of the department to meet program needs, it will be the department's responsibility to submit a GSD-71 with their budget request and receive County Administrative Office approval for the change in class. The County Administrative Office will be advised of all assigned vehicle changes in class made by the Fleet Manager on an ongoing basis. Mid year changes in class will be charged based on the class of vehicle assigned. Permanent changes to vehicle class with higher replacement cost will require funding from the requesting department for the cost differential in vehicles. 6. Reduction of Vehicle Assignments If a Department has reduced its vehicle needs and turns in an assigned vehicle which is on the replacement program the following criteria will apply: 1) the department will receive a grace period for the remainder of that fiscal year during which time they can submit a GSD-71 and request an additional vehicle of the same class without having to fund the initial cost of the vehicle; 2) requests beyond the fiscal year will be treated as a new request which will require funding for the initial vehicle purchase and 3) requests during the same fiscal year will be subject to availability of the vehicle and approval of an additional vehicle request by the County Administrative Officer. Departments with vehicle needs which fluctuate during the year should use pool vehicles or other outside options such as short term vehicle rental programs to meet peak demand periods. C. Regular Overnight Vehicle Assignment 74

81 1. All overnight vehicle assignments shall be in compliance with at least one of the criterion below: a. An employee in paid on-call status who is required to respond to emergency conditions with a vehicle specially equipped to meet the work needs of the department. b. An employee who reports to the field rather than his/her office headquarters at least 50% of his/her scheduled work days and the employee lives more than ten miles from headquarters. c. Law enforcement personnel such as Sheriff's Office investigators and District Attorney inspectors routinely required to respond to crime scenes or to pursue investigatory leads outside of normal business hours when use of a personal vehicle would be inappropriate. 2. Overnight vehicle assignments to employees residing outside the geographic boundaries of Santa Cruz County must have prior approval of the County Administrative Office. Such approval must be maintained by the respective department. 3. Each department head will be responsible for ensuring any overnight vehicle assignment is in accordance with all County codes, policies, procedures or existing labor agreements. 4. In special circumstances, department heads may, upon demonstration of need, request and obtain from the County Administrative Officer written exceptions to these guidelines. Such exceptions must be retained on file with the department. D. Annual Review Annually, on or before June 30, the County Administrative Officer shall review the permanent and overnight vehicle assignments to assure conformance with these guidelines. E. Temporary Overnight Vehicle Assignment On official trips, vehicles may be taken home overnight before or after the trip if, and only if, the trip begins or ends outside regular working hours. F. Pool Vehicle Use/Assignment 1. General Services maintains a "pool" of County vehicles for assignment to departments with a limited or short-term need. 75

82 2. Pool vehicles are available at the Fleet Operations Center located at 691 Ocean Street and Emeline campus. 3. Pool vehicles are generally checked out for one to three days. Vehicles may be checked out for more than three consecutive days up to a maximum of thirty (30) days by a request submitted at least two weeks in advance to Fleet Services, stating time period needed, number of persons using vehicle, purpose, destination, and date and time of expected return. Since the quantity of pool vehicles is limited, requests will be filled at the discretion of the Director of General Services, or his/her designee. 4. Pool Vehicle Check Out Procedures a) In order for Fleet Operations to dispatch a pool vehicle, operators must provide name, phone number or extension, destination, budget index number and a valid California driver s license. A pool vehicle will not be dispatched without ALL information being provided. b) Upon the return of a pool vehicle, operators are required to: 1.) Park vehicle in one of the designated Fleet parking areas. 2.) Note the return mileage and vehicle parking location on the pink dispatch slip. 3.) Return Pool Car keys and pink dispatch slip to Fleet Operations 5. Designated Pool Car Parking Area a) Detailed maps and written descriptions will be posted inside and outside of the Fleet Operations office. b) Designated Pool Care parking areas are: 1.) The areas adjacent to Fleet Operations marked A, B, C and D. 2.) The Front Row of the main parking lot at 701 Ocean Street. 3.) If needed, the 2-hour diagonal spaces in the main parking lot. In the event that not of the above mentioned parking locations are available, park the pool vehicle diagonally in front of one of the shop doors at Fleet Operations. c) Pool vehicles shall not be parked in Employee Only numbered parking spaces in the main parking lot; blocking the fuel pumps at Fleet Operations or any place not designated for fleet parking. d) Vehicle operators shall be liable for citations or towing charges resulting from parking a pool vehicle in an unauthorized parking area. G. Policy on Fleet Rates 76

83 SECTION 304 FUEL EFFICIENCY POLICY FOR COUNTY VEHICLES I. General Objectives The general objectives of the County s Fuel Efficiency Policy include: A. Reduction of air pollution and excessive gasoline and diesel consumption by vehicles that are not fuel-efficient. B. Reduction of taxpayer dollars wasted on gasoline and diesel purchases for vehicles that are not fuel-efficient. C. Reduction of taxpayer dollars that County spends on Sport Utility Vehicles (SUVs) and other inefficient vehicles, where other less expensive vehicles are appropriate. Many local and state governments have identified the acquisition of SUVs and other fuel inefficient vehicles as unnecessary and problematic to the objectives of acquiring and maintaining an appropriate fleet for public sector operations and services. To this purpose, the County is committed to maximizing its efforts in the procurement and maintenance of a vehicle fleet for its user departments that meets not only operational requirements, but also the environmental and fiscal objectives listed above. All newly assigned and replacement vehicle purchases shall be fuel efficient, environmentally friendly green vehicles unless otherwise approved by the County Administrative Office. Green vehicles include: electric, hybrid electric/gasoline, flex fuel such as gasoline/ethanol, and gasoline/compressed Natural Gas, Compressed Natural Gas, or any other alternatively fueled and powered vehicle designed to normally operate with zero or minimal environmental impacts. II. County Vehicle Fleet Fuel Efficiency All General Services and Public Works fleet vehicles purchased as replacements or as additions to the County Vehicle Fleet shall be fuel efficient, environmentally friendly vehicles as described by California Senate Bill 522 and specified by the California Department of General Services Procurement Office. Vehicle acquisitions that vary from these specifications, especially for fuel inefficient SUV type vehicles, shall be by discretionary approval of the County Administrative Officer. A. To request discretionary approval from the County Administrative Office for a policy exception, a department must demonstrate that they have operational requirements that are specific and quantifiable, that preclude the use of those vehicles described as fuel efficient and environmentally friendly 77

84 78 under this policy. Departments seeking such discretionary approval from the CAO must submit detailed, written requests explaining their needs and rationale (e.g. first line law enforcement or public safety emergency response, detailed description of vehicle s service purpose, percentage of time when four wheel drive is necessary, readiness to serve in specific type of response, other).

85 SECTION FACILITIES MANAGEMENT A. Use of County Buildings and Facilities 1. County buildings and other facilities are maintained and operated for the purpose of conducting the various activities and functions of County government and those activities shall have first priority in the use of such facilities. As a secondary use, the buildings and facilities operated by the County shall be available for the limited term use of the community. 2. Animals in County buildings and adjacent County owned property are prohibited with the following exceptions: a. Guide dogs, Hearing dogs, and Service/Assistive animals as defined in state and federal law; b. Animals that work for a governmental agency involved in law enforcement and/or security c. The County Animal Shelter is exempt from this provision. 3. Animals in County buildings and adjacent County property which are exempted as provided for in 2 above are expected to be leashed, harnessed or tethered and under the immediate control of the owner and not disrupt County facilities and/or operations, negatively impact County visitors or work force members, or compromise legitimate health and safety requirements for the safe operation of County facilities and adjacent property. 4. Complaints can be made to the General Services Department regarding non compliance with these rules. B. Space Allocation 1. Permanent//Long Term Allocation The allocation of space in any County facility is the responsibility of the County Administrative Office. Any need for office and/or work space must be directed, in writing, to the CAO stating the amount of space needed, its intended use, planned date of first use, and the expected duration, if not on-going. Any anticipated costs involved in the acquisition of space must be included in a budget format, which reflects your best estimate of costs involved in the project. All anticipated costs should be included in the project budget. Those costs would include, but not necessarily be limited to the following: Construction/remodel, HVAC engineering and modification, telephone and data line installation, other utility service installations, furniture and equipment moving, and incidental costs including project management and required permits. 79

86 The County Administrative Officer shall notify the Board of Supervisors at least one week prior to the initiation of a change in space usage. 2. Short Term Allocation (more than one week) Temporary space allocation is approved by the County Administrative officer under the same criteria as long term allocation; however, no modification of facilities will be considered to accommodate the need. C. Meeting Facilities Meeting facilities shall be defined as those areas within County buildings which have not been designated as an ongoing work station and have the capacity to handle the gathering of eight or more people for the conduct of group activities and which would not disrupt the normal and usual conduct of County business within the immediate area. Meeting facilities fall within the following three distinct categories. 1. Those facilities managed by the department/agency or other group which conducts the normal and usual business activity within the facility or immediate area. 2. Those facilities managed by the Parks, Open Spaces and Cultural Services (POSCS) Department. 3. Those common area facilities managed by the General Services Department. When reserving a meeting facility, County departments/agencies should utilize the Outlook Appointment function and select the appropriate location from the dropdown list. If the location is not listed in the dropdown, departments should contact the department responsible for the facility they are interested in using, and make direct arrangements. Outside agencies and the public should contact POSCS for park reservations and General Services for other County facilities. No meeting will be allowed which advocates the overthrow of any government of the United States or is in violation of any law, ordinance or regulation. D. Posting on County Real Property No posting of any materials shall be allowed on any County real property or in any County buildings except at designated locations. Designated locations shall include: 80

87 1. Any bulletin boards established by County departments or agencies for the benefit of their employees or the public. 2. Any bulletin boards established in common areas of any County building where approval for placement of the bulletin board has been received from the General Service Department. 3. Attorney General Opinion No , concludes that while Penal Code Section 556 makes it a misdemeanor for any person to post an advertisement on state, city or county property without permission, the section is not applicable to campaign signs of candidates for public office. The Attorney General makes the distinction on the basis of the First Amendment protection of freedom of speech. E. Displays, Booths, Handouts, Solicitations 1. Interiors No one shall be allowed to set up displays, tables or booths, distribute hand-outs, brochures, advertisements wares, food or other non-county generated materials, without the approval of the General Services Department. The General services Department will not approve any of the activities described above that are of a commercial or political nature which could be in conflict with the normal and usual activities of County Government. 2. Exteriors No one shall be allowed to set up displays, tables or booths, or distribute wares, food or other similar materials without the approval of the General Services Department. The General Services Department will not forbid the distribution of printed handouts, brochures or advertisements; but will also not encourage these activities through the granting of a permit to conduct such activities. Action to prevent such activity will be taken only if the activity interferes with or in any way disrupts normal County business activities. F. Repair, Maintenance, Alteration and Custodial Services of County Facilities The repair, maintenance, alteration, custodial services and general management of county owned and operated facilities shall be the responsibility of the General Services Department, except in facilities where other specific arrangements and/or contracts exist. Cleaning of detention facilities, shop and/or maintenance areas shall be the responsibility of the operating department. Management, repair and maintenance of park facilities and maintenance yards shall be the responsibility of the operating department. 81

88 1. Custodial Services The General Services Custodial Section performs the following duties: a. Clean and sanitize all restrooms b. Clean and resurface all hard surface floors c. Vacuum all carpeted areas d. Clean all doors, windows and painted walls e. Vacuum upholstered furniture f. Dust exposed clear surfaces g. Replace light bulbs and fluorescent lamps h. Clean up spills i. Move office furniture, supplies and equipment of limited quantity The custodial staff's primary objective is to keep restrooms and common areas of all buildings in a clean and sanitary condition. Other duties are of secondary importance and are accomplished as time permits. When in need of special non-emergency custodial services, submit a request to General Services in the MP2 Work RequestOneSolution Work Order Management System. available through the County Intranet-General Services website to General Services stating your specific need, when needed and estimated time to accomplish. This request should be submitted several work days in advance of your specific need. Emergency custodial services during normal working hours can be obtained by contacting the custodian who works in your area, or if unable to locate that person, by calling the General Services Administrative office. After hours custodial needs must be met by the staff of the operating department. 2. Maintenance and Repair The Maintenance Section of General Services is comprised of two work units whose responsibilities are as follows: a. Building Equipment 1) Scheduled and non-scheduled repair of major building equipment. 2) Preventive maintenance of major building equipment. b. General Maintenance 82

89 1) Scheduled and non-scheduled repair of plumbing, electrical and structural areas of county facilities, including parking lots and walkways. 2) Minor alterations and/or modification of County building equipment and facilities. By definition, building equipment refers to that equipment which is part of County real property and does not include laboratory, Kitchen or other specialized equipment. Maintenance and repair of specialized equipment shall be the responsibility of the operating department. Repair and maintenance of such equipment should be requested through the Purchasing Division of General Services. Response criteria for all maintenance and repair services required of General Services are classified at three levels: Immediate Response: Paging is required if the problem affects the health or safety of County employees or the public. A request should be submitted to General Services in the MP2 Work Request System through the OneSolution Work Order Management System, followed by a phone call. Call the General Services main number ext if the problem occurs during normal business hours. If the problem occurs after hours, call Netcom Dispatch at Response required within the same working day: The problem is one that must be addressed during the current workday, but does not affect the health and safety of County staff or the public. A request should be submitted to the General Services main number ext Response not required within the same working day: A request should be submitted to General Services in the MP2 Work Request System through the OneSolution Work Order Management System. Work will be completed in the order it is received by General Services. The MP2 Work Request System and detailed procedures are available through the County Intranet General Services web site. 3. Alterations Any proposed alterations to County Facilities must be submitted to General Services on a Request for a Building/Office Alteration and/or Remodel from available through the County Intranet General Services website. 83

90 Funds for the alteration of County facilities are not available in the General Services budget; therefore, any proposed alterations must include funds for implementation. Following review of the proposed alteration by General Services, the request will be forwarded to the County Administrative Office for review and approval. If funds for alterations are needed to complete a project, then the necessary correspondence and transfer of funds request should be prepared by the department for action by the Board of Supervisors after receiving approval from General Services and the County Administrative Office. Alterations should be handled when at all possible through the normal budget process for approval during budget hearings. 4. Planted Areas The planted areas within, surrounding and adjacent to County buildings are the responsibility of the Parks, Open Spaces and Cultural Services (POSCS) Department. Any repair or alteration to planted areas should be referred to POSCS. 84

91 Title VI Section 473 Electronic Signature Use Policy 85

92 SECTION ELECTRONIC SIGNATURE USE POLICY A. Purpose The Countywide esignature Policy is to authorize the use of Electronic Signature to be used by County of Santa Cruz Agencies and Departments to increase productivity and ensure convenient, timely and appropriate access to County information by using electronic signature technology to collect and preserve signatures on documents quickly, securely, and efficiently. In addition to increasing productivity and efficiency, this Policy furthers the County s paperless initiative goals by reducing the consumption and storage of paper documents and the maintenance and supply of printers. This Policy establishes when electronic signature technology may replace a hand-written signature, with the goal of encouraging the use of paperless, electronic documents whenever appropriate and allowed by law. This Policy applies to all signatures used in processing various County documents and assumes the County signer has been given the authority to sign as determined by Agency/Department business process. While the use of electronic signatures is suggested and encouraged, this Policy does not require any Agency/Department to use electronic signatures, nor can the County mandate that any third party signing a document use electronic signature. B. Background/Discussion Electronic Signature is the broad umbrella category under which all electronic signatures fall. The legality and use of Electronic Signatures are governed by federal and state law. (See 15 U.S.C. 7001, et seq. [U.S. Federal Electronic Signatures in Global and National Commerce Act]; California Government Code 16.5; California Civil Code , et seq.) C. Intended Goals for esignature Security and Legal Compliance: The use of e-forms and e-signature provides a secure method of signing and transferring documents electronically. A document cannot be altered after the signer has completed the e-signature. Additionally, a history of any changes made to the document prior to the signature is kept with the document and cannot be changed or deleted. When electronic signatures are used, hash values are attached to the document to verify the authenticity of a document during any transfer for added security. Integration into business processes: The esignature process may fit into pre-existing business practices, provide automated processes, retrieve documents, use standard Application Program Interfaces (API), 86

93 generate reminders and expiration settings, and allow multiple people to view a document and track its progress. Simplified workflow: E-signatures eliminate resource-intensive processes that require agencies, the public, and staff to manually route documents for signature. Features of the e-signature process include automation of simple forms, ability to track and review changes, vary the recipient roles, tag signatures, etc. Cost benefits: There is a potential cost-savings from not having to print, file, scan, and store paper copies. The County will save also on certified mail, postage, printing, ink, envelopes, and paper. D. Policy This Policy applies to documents requiring a signature of any person where the signature is intended to show authorship, approval, authorization, or certification, as allowed by law. It is the Policy of the County to encourage the use of electronic signatures in all internal and external activities, documents, and transactions where it is operationally feasible to do so, where existing technology permits, and where it is otherwise appropriate based on the Department's preferences. In such situations, affixing an electronic signature to the document in a manner consistent with this Policy shall satisfy the County s requirements for signing a document. As used in this Policy, the term "signature" includes using initials on a document instead of a signature. E. Agency/Department Discretion Each Department has discretion to decide whether to permit the use of electronic signatures. Departments should work with County Counsel to determine where applicable laws permit an electronic signature to be used. In addition, each Agency/Department that opts to use electronic signatures must adopt/amend their business practices to support the requirements of this Policy. F. Requirements of esignature The use of electronic signatures is permitted and shall have the same force and effect as the use of a hard copy signature if all the following criteria are met: 1. The electronic signature is capable of verification. 2. The electronic signature is under the sole control of the person using it. a) notifications requesting electronic signatures must not be forwarded. b) These requirements prohibit the use of proxy signatures. 87

94 3. The electronic signature is linked to the data in such a manner that if the data is changed after the electronic signature is affixed, the electronic signature is invalidated. These requirements are facilitated by the use of the preferred esignature Solution Providers as outlined in Section K of this Policy. G. Common Types of Documents This Policy is intended to broadly permit the use of electronic signatures. Examples of common types of documents are listed in the following table, with notes on each type of document. Agencies/Departments should work with County Counsel to determine where applicable laws permit an electronic signature to be used. Document Type Examples Internal and External Memos and Forms Board Letters and Other Correspondence Contracts Certificates, Permits Documents Requiring Notarization Documents Requiring the Board President s Signature Is Use of an Electronic Signature Acceptable? Yes Yes Yes Yes, if allowed by law No Yes Notes Electronic Signature is recommended. Electronic Signature is recommended. Electronic Signature is recommended. Departments should work with County Counsel to determine where applicable laws permit an electronic signature to be used. Agenda Management system supports Electronic Signature 88

95 H. Documents Involving Other Parties In the case of contracts or transactions which must be signed by outside parties, each party to the agreement must agree to the use of an electronic signature. No party to a contract or other document may be forced to accept an electronic signature; using electronic signature is optional. Such consent may be withdrawn by the other party at any time such that future documents must be signed in hardcopy format. When a document is electronically signed by all parties, the County will provide a copy of the electronically-signed document to the other parties in an electronic format that is capable of being retained and printed by the other parties. I. Setup & Use To setup employees authorized to send out documents for esignature, Agency/Department should contact Information Services. J. Storage and Archiving of Electronically-Signed Documents If a document exists only electronically, steps should be taken by each Agency/Department to ensure that a fixed version of the final document is stored in some manner. It is up to the Agency/Department to decide how to store these final electronic documents so long as it does so in a manner consistent with any applicable County document retention policies and any applicable laws. K. esignature Solution Providers The Santa Cruz County Information Services Department will be responsible to determine acceptable technologies and esignature providers consistent with current state legal requirements and industry best practices to ensure the security and integrity of the data and the signature. In 2018, the Information Technology Department entered into an agreement with DocuSign to provide electronic signature capabilities and services to Santa Cruz County. DocuSign is on the Approved List of Digital Signature Certification Authorities certified by the California Secretary of State for use by public entities. L. Conclusion The use of e-signature is intended to make Santa Cruz County business practices more efficient. The process eliminates the need to print, file, and store paper copies of documents that can now be authenticated digitally and stored electronically. 89

96 M. Definitions Application Program Interface (API) is a set of clearly defined methods of communication between various software components. API s allow applications to interact with each other, allowing integration of one system with another. Digital Signature is a specific signature technology implementation of electronic signature that uses cryptography to provide additional proof of the identity of a signer and integrity of a document. This cryptography uses Public Key Infrastructure (PKI) technology to issue digital certificates. PKI technology is accepted by the California Secretary of State for digital signatures created by a public entity. Electronic relates to technology having electrical, digital, magnetic, wireless, optical, electromagnetic, or similar capabilities. Electronic Record is a record created, generated, sent, communicated, received, or stored by electronic means. Electronic Signature, or esignature, means an electronic identifier, created by computer, attached or affixed to or logically associated with an electronic record, executed or adopted by a person with the intention of using it to have the same force and effect as the use of a manual signature. Electronic Transaction is a transaction conducted or performed, in whole or in part, by electronic means or electronic records. esignature Product means a software or service that provides a means of affixing an Electronic Signature to an electronic record. Hash Value is a unique numerical identifier that can be assigned to a file, a group of files, or a portion of a file, based on a standard mathematical algorithm applied to the characteristics of the data set. The numerical identifier is so distinctive that the chance that any two files will have the same hash value, no matter how similar they appear, is less than one in one billion. Hashing is used to guarantee the authenticity of an original file. Permitted Transactions and Notices means electronic transactions and notices for which the use of Electronic Signatures is not prohibited under applicable law. Proxy Signatures are when Person-A authorizes Person-B to sign Person- A s signature on his/her behalf. (This is prohibited for esignatures by this policy.) Record is information that is inscribed on a tangible medium or that is stored in an electronic or other medium and is retrievable in perceivable form. Documents or forms are records. 90

97 COUNTY COUNSEL SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REQUEST Proposed Budget Pages Budget Unit: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Taxes 11, ,731 0 Fines & Assessments 20, ,000 0 Charges for Services 777,091 84, ,945 84,854 Miscellaneous 27, ,248 0 Total Revenues 836,070 84, ,924 84,854 General Fund 2,026, ,026,812 0 Total Financing 2,862,882 84,854 2,947,736 84,854 Expenditures Salaries & Benefits 3,843,824 84,854 3,928,678 84,854 Services & Supplies 177, ,311 0 Other Charges 3, ,524 0 Subtotal 4,024,659 84,854 4,109,513 84,854 IntraFund Transfers (1,161,777) 0 (1,161,777) 0 Total Expenditures 2,862,882 84,854 2,947,736 84,854 Explanation Increased Legal Services require an additional Legal Secretary offset by increased Charges for Services. Funding Source Funding provided by Charges for Services. 91

98 SUPPLEMENTAL ACCOUNTING DETAIL Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Legal Fees 84,854 84,854 Total Financing 84,854 84, Regular Pay 57,054 57, OASDI 4,365 4, Retirement 11,759 11, Employee Insurance 11,676 11,676 Total Expenditures 84,854 84,854 SUPPLEMENTAL STAFFING GL Key Position Code Classification FTE Action BH3005AA Legal Secretary I/II 1.00 Add Total

99 ECONOMIC DEVELOPMENT SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT From: County Administrative Office, Economic Development Meeting Date: June 18, 2018 Recommended Action: 1. Accept and file the 2018 Annual Status Report for the Office for Economic Development. Executive Summary The attached report provides the 2018 Office for Economic Development One-Year Status Report. Background On June 17, 2017, your Board approved the 2017 Economic Development Annual Status Report, which summarized the activities of the Office on the economic vitality efforts since May 2016 and indicated that going forward the Office for Economic Development will include annual reports in conjunction with the fiscal year budget in order to receive the Board s input on activities and those planned for the next year. Analysis Attached is the 2018 Office for Economic Development Annual Status Report, which outlines the activities completed under each of the goals established by the Economic Vitality Strategy (EVS) Economic Development Vision and Strategy (EDVS) adopted in November Submitted by: Andy Constable, Economic Development Manager Recommended by: Carlos J. Palacios, County Administrative Officer Attachments: 2018 Annual Status Report 93

100 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT 2018 Office for Economic Development One-Year Status Report Overview The Office for Economic Development (OED) has a broad reaching scope of goals and priorities that require collaborative partnerships across multiple County departments, the four incorporated cities, various agencies, individual businesses, and the broader community served. Our guiding documents are the Economic Vitality Study (EVS) and the Economic Development Vision and Strategy (EDVS) adopted in November The policies and programs OED implements, range from business attraction/ assistance/retention, to developing projects that create jobs and make efficient use of commercial space by facilitating infill development, expanding access to high-speed broadband access, and implementing the Redevelopment Successor Agency Long-Range Property Management Plan. OED strives to make a positive lasting impact on the economic vitality of the entire County. Furthermore, OED remains committed to making Santa Cruz County a great place to live, work and play. Therefore, this report is intended to provide to the Board and the public, a status update on the economic vitality efforts within the County. The detail below represents a high-level overview of the types of activities and accomplishments of OED and follows the seven goals along with priority strategies and action items defined within the EVS and EDVS. Goal 1: Create A Shared Vision and Organize for Action Economic Development Staff. OED is staffed with three employees and currently functions as a division of the County Administrative Office. Regional Partnerships. To strengthen accountability and sustainable development within the region, collaboration with regional partners is essential. Businesses are more willing to invest in a region when communities work together and understand neighboring jurisdictions as well as their own unique assets. Per the EDVS, facilitation of regional partnerships and support systems is key to advancing strategies and programs that foster and create positive change. To implement this task, OED has actively participated throughout the year with various organizations such as the Monterey Bay Economic Partnership, the Santa Cruz County Regional Transportation Commission, the Association of Monterey Bay Area Governments (AMBAG) and the formation of Monterey Bay Community Power. Staff will continue to attend meetings, develop and foster relationships and partnerships with chambers of commerce, downtown associations, real estate brokers, developers, private sector lenders, and other organizations to advocate for our County. Communications Strategy. The goal is to educate and promote the vision of the EDVS to every Santa Cruz County resident, business, business association and regional partners on the opportunities available so that everyone can market our County as the best opportunity for investment. To further this effort, staff met regularly with Economic Development staff in each city in the county to establish ongoing collaboration. Going forward, staff intends to host semi-annual broker roundtable meetings on opportunity sites for development and to get input on industry trends, market opportunities, business climate, and specific needs for business growth. In conjunction with the exceptional work of the Communications Manager, Jason Hoppin, the value, resource, and activities of OED is broadcast regularly through articles on social media and various print media. In addition, OED staff participates regularly in the following organizations: 94

101 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT Leadership Santa Cruz County Monterey Bay Economic Partnership (MBEP) Santa Cruz County Small Business Development Center Santa Cruz County Business Council Santa Cruz County Community Foundation Santa Cruz County Association of Realtors California Association of Local Economic Development Silicon Valley Economic Development Alliance Santa Cruz County Regional Transportation Commission (RTC) Goal 2: Sustainable Development with Housing and Transportation Choices Coordination with the Planning Department. Although many of the tasks identified in the EDVS for this goal are being undertaken directly by the Planning Department, OED staff continues to provide a supportive and collaborative role in advancing the efforts on both policy and implementation strategies. The following list is representative of the collective effort and ongoing work: Continue to act as a business liaison/ombudsman assisting with permit application, and land use/regulatory assistance. Recommendations on the Code Modernization Package, which includes updates to commercial designations, agriculture, manufacturing and zoning. Support the reduction of the costs of operating a business, including permit fees, in Santa Cruz County. Support developments that have a net positive impact on the County and special district budgets. New zoning tools. One stop development services center, and the various other tasks as outlined in this section. Opportunity Sites. Working to ensure an adequate supply of improved office, industrial space, shared space for startups, retail, visitor accommodations and multi-family development opportunities, OED staff is creating a database and map to identify, catalogue, and track, undeveloped or underdeveloped opportunity sites. The data collected includes existing conditions, zoning, development requirements and challenges. The goal is to seek sustainable use and reuse options for various developable sites that are acceptable to the community, without exhausting or burdening natural resources or causing ecological damage. Lastly, the information generated will be provided to brokers and developers as an attraction tool, as well as listed on the OED website. Maintain Partnerships with Housing Authority and Housing Non-Profits. This task was designed to create and foster relationships with housing partners, especially those that develop low-income housing, to enhance the County s affordable housing efforts. To advance this task, OED staff drafted a Request for Qualifications (RFQ) for the Successor Agency-owned property near 17 th and Capitola Road, which generated a proposal from MidPen Housing. The County entered into an Exclusive Negotiation Agreement with MidPen Housing under the direction of OED. The proposed conceptual project is anticipated to include approximately 60 affordable units with additional commercial space that will be occupied by Dientes Community Dental Care and Santa Cruz Community Health Center. 95

102 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT Goal 3: Strengthen Key Economic Sectors: Agriculture, Health, Education, and Leisure/ Hospitality Business Attraction, Expansion and Retention. Throughout the year, OED staff continued to implement targeted outreach to growing businesses for attraction, assistance with expansion, and identifying key businesses for retention in Santa Cruz County. Without the information about local businesses that is usually found in a business license program, this body of work was made possible by staff s acquisition of data from the California Employment Development Department (EDD). Working in conjunction with the County s Workforce Development Board, the data was distilled into information that provided insights into the County s industries, occupations, employment projections, wages, and labor force. The data can also be used to better understand the County s economy, to make informed labor market decisions, as a tool to direct efforts to promote the County s overall economic health, support workforce development, and much more. Going forward, OED staff will continue to utilize the data to make the goal of 80 business outreach meetings for the fiscal year , and 100 business outreach meetings in fiscal year Lastly, OED staff will develop talking points and a list of questions that will help in acquiring key information during the business outreach meetings. The overarching goal of this effort is to facilitate business growth in Santa Cruz County that has the potential to grow jobs and increase municipal revenues. Support Agricultural-Related Businesses. Within the nine tasks in this section of the EDVS, the first includes the adoption of amendments to the County Code to support agricultural-related enterprises, including wineries. Although the majority of this is in process by the Planning Department, OED staff will continue to provide support as needed and work towards advancing relationships with Agricultural business owners. Work has also been advancing on the creation of a Wine Trail for the promotion of local wineries; however, identification of a funding source has yet to be determined. Medical District. Although a new Sutter/PAMF development at the flea market site has yet to move forward, staff maintains communications and provides support to all medical district providers and businesses. Recognizing the vital role that UCSC serves to develop and transfer new technologies through scientific and medical research, staff continuously seeks to foster the location of spinoff companies in Santa Cruz County. In response, staff has built relationships with incubator organizations such as Start Up Sandbox in the west side of Santa Cruz, which have been key to staying abreast with the quickly expanding field of science known as Genomics. Staff also continues to help advance the efforts of Kaiser Permanente to locate within the County. In addition, staff has been continuing the dialogue with Dominican Hospital to seek solutions regarding the impacted parking situation at their facility and the need for employee housing. Lastly, staff helped facilitate the advancement of the CVS pharmacy to be constructed across from Dominican Hospital on Soquel Avenue, and the opening of a two satellite medical offices for Dignity Health in the Village of Soquel and in Boulder Creek. Tourism/Hospitality. Whether for business or travel, tourism represents one third of the County s economy. With this in mind, staff has been working with existing hotel owners and property owners of land that could facilitate the development of new hotels. As a recent example, the Brookdale Lodge on Highway 9 in the San Lorenzo Valley, has reopened in the market place. Construction was recently completed on Phase 1, which includes 46 hotel rooms, lobby, sports bar and the opening of the ground floor retail that will contain a market and café. The owner has indicated that they will immediately follow with Phase 2, which includes the revitalization of the Brook Room restaurant and bars, pool repairs and the refurbishment of the cabins across the street. Phase 3 includes the replacement of the building(s) that 96

103 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT was destroyed by fire and additional parking facilities. As part of the Long-Range Property Management Plan, the sale of an approximately eight-acre piece of land is required by the State Department of Finance as part of the dissolution of the Redevelopment Agency. The site is located on the Upper Harbor at 7 th Avenue and Brommer Street and is zoned for visitor accommodations. OED staff issued a Request for Qualifications (RFQ). Staff is currently working with the chosen developer on the negotiation of an Exclusive Negotiation Agreement and to refine the proposed hospitality and mixed-use project. As part of this process, as the site is located within the Coastal Zone OED and Planning staff met with the Coastal Commission to review the conceptual plans for consistency with the Local Coastal Plan. Lastly, in conjunction with Visit Santa Cruz County, staff regularly promotes activities and attractions on social media, which are designed to increase visits, sales, and room nights. Staff also facilitates the Tourism Marketing District Annual Report provided by Visit Santa Cruz County. Restaurant Sector. Staff continues to work with numerous new restaurants that are in the pre-application phase of development, including several micro-breweries. In addition, staff has processed several requests for Public Necessity Determinations for Alcoholic Beverage Control Licenses, including but not limited to New Leaf Market in Aptos Village and the Brookdale Lodge. In support to the restaurant sector, the County contracts with the Santa Cruz County Small Business Development Center (SBDC) to provide a restaurant training, which continues to be well attended. The SBDC will continue to provide technical assistance to our restaurant community as needed. Staff anticipates that this will be an ongoing function of the workplan. Film Permitting. In support of industry specific needs, staff processed and approved numerous requests for local film permitting in the unincorporated area of the county. Goal 4: Support Small Businesses, Technology/Innovation and the Arts Small Business Saturday. For a third year, staff facilitated a countywide effort to participate in Small Business Saturday. This one day event is the Saturday after Thanksgiving and promotes a shop local campaign produced by American Express. The long-term goal of this annual event is to solidify the County as the shopping destination for unique gifts from outstanding small businesses. The participation goal for the second year was to have 2,000 businesses participate in the local shopping event and staff exceeded this goal with over 3,000 businesses participating. Participation in Local Economic Development Organizations. To advance this task, staff was directed to join and participate in the local economic development organizations. Currently, the County has active memberships and attend meetings as appropriate with: Aptos Chamber of Commerce Ben Lomond Business Association Boulder Creek Business Association Capitola-Soquel Chamber of Commerce Felton Business Association Pajaro Valley Chamber of Commerce & Agriculture San Lorenzo Valley Chamber of Commerce 97

104 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT Santa Cruz Area Chamber of Commerce Santa Cruz County Farm Bureau Santa Cruz Regional Arts Association Santa Cruz Works Scotts Valley Chamber of Commerce Think Local First Micro Business Summit. The third annual 82% Micro Business Summit was held on Friday, May 4, The event hosted over 200 attendees, 42 speakers, 20 sessions and a keynote address. The planning committee included representatives from SBDC, Andersen Media & Communications, Slingshot SV, The Root Group, and the San Lorenzo Valley Chamber of Commerce. Two members of the Board of Supervisors participated in the event this year including Supervisor Ryan Coonerty and Supervisor Zach Friend. This event continues to be a viable way to reach our small businesses and provide a full day of education to provide tools that will enable business success and expansion. The event was sponsored by Kaiser Permanente, the City of Santa Cruz, Workforce Santa Cruz County, Lighthouse Bank, Santa Cruz County Bank, Bay Federal Credit Union, Santa Cruz Community Credit Union, KSBW, The Sentinel, The Times Publishing Group, Marble Bridge Funding, KSCO, Cat N Cloud Coffee, Martinelli s, Palace Business Solutions, Santa Cruz County Dept. of Public Works/Green Business Program, Santa Cruz Waves, Santa Cruz County SCORE, Cruzio Internet, Santa Cruz Record, Santa Cruz Tech Beat, Doing What Matters and Think Local First. Due to the sponsors of the event, this activity cost zero dollars from the county, excepting staff time. A survey of participants was conducted for the first time this year and we received 98% or better in speaker selection, happiness with the event, willingness to come back next year, lists of items learned and more. CEMEX. Staff, in conjunction with the Board approved consultant RRM Design Group, has worked to advance the Coastal Restoration and Reuse Plan at the decommissioned CEMEX cement plant in Davenport. The work completed included a Technical Report of the existing conditions of the site, proposed alternative uses and associated financial feasibility analysis, as well as a community meeting. Moving forward, staff will work with the consultant to provide the required Local Coastal Program Amendments and the associated approvals. Cottage Food and Home-Based Businesses. Staff continues to work with our cottage food and homebased businesses. The County has close to 50 cottage food businesses, at last count. This strategy continues to be a lower risk option for a start up to grow the specialty food category businesses. The SBDC provides training and beginner classes to interested attendees on this topic. Goal 5: Expand Public Sector Capacity & Infrastructure Broadband Expansion. On March 24, 2015, the Board accepted a Broadband Master Plan completed by Design Nine, a nationally recognized broadband planning firm. The Broadband Master Plan detailed findings, goals, and objectives and developed detailed cost estimates for potential projects within the County. In March 2017, OED worked with Design Nine to update the report to identify the latest trends in advancing broadband technology. One of the recommendations was to develop a Broadband Survey or Demand Aggregation; a simple ongoing web-based survey managed by the County that collects customer demand information (including location) and is distributed periodically to service providers. The data is mapped and clearly indicates where the market is being met and where we have pockets of under-served and un-served residents and businesses. The intent is to identify demand for improved 98

105 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT broadband at a neighborhood level to focus the efforts of the County and potentially incentivize service providers to expend the resources needed to meet the indicated demand. The County's Broadband Survey website went live on October 4, Participation in the survey is completely voluntary. There are separate surveys available for residential and business respondents. Each survey asks for a name, address, general information about existing service, and how much a respondent would be willing to pay additionally for higher speed service. The survey also includes a text box allowing the respondent to include any additional information or comments they wish to provide. At this time, the survey remains live with no scheduled end date. The survey can be found at the following link: In the six months since going live through April 12, 2018, OED has received 926 responses with valid addresses. The survey indicates several key trends. Seventy-five (75) percent of responses were generated in the rural areas of the County. Of the 75 percent of rural responses, 34 percent would be willing to pay $50 to $100 more per month and 31% would be willing to pay over $100 more per month to receive higher speed access. In contrast, 61% of urban respondents would only be willing to pay $0 to $50 more per month for improved service. OED staff have concluded that these trends in willingness to pay are likely indicative of the availability of service in the urban areas from the major service providers compared to very limited service currently being available in the rural areas. OED staff provided the information collected in this report to current service providers within the County to encourage interest in expanding broadband speeds and access. Additionally, staff provided the Fiber Initiative Team (FIT), with this information and work towards alternatives to develop shared strategies to improve broadband availability, reliability, and speed. Staff has received initial interest in the report from Comcast, AT&T and Cruzio. Lastly, staff will continue to collect survey responses and report back to the Board in November 2018 with another six month update. CEMEX Communications Tower. The Sheriff s Office and the Information Services Department (ISD) Radio Shop historically maintained the radio infrastructure at the Davenport CEMEX property to provide radio coverage for the public safety officers that patrol the North Coast, Davenport and Bonny Doon. This essential radio infrastructure was originally installed on top of the cooling tower at the Cement Plant. When Cemex ceased operations at the Davenport site and the cooling tower was abandoned, the radio infrastructure had to be relocated to a much lower tower in Davenport. This tower did not provide the necessary coverage required to maintain consistent and continuous radio communication to officers patrolling the North Coast and adjacent areas, leaving those officers with no outside communication options. The only solution that would restore coverage was to build a new tower on the former Cement Plant property. ISD sought the support of the County OED and Real Property to successfully negotiate a lease with CEMEX at the former Cement Plant site for the construction of a new communications tower that will provide the necessary coverage for law enforcement in the North Coast. Monterey Bay Community Power. Monterey Bay Community Power (MBCP) was officially formed on February 21, 2017 when the County of San Benito and the cities of Scotts Valley and Hollister passed their second reading of the respective ordinances to form MBCP. The County approved the Joint Exercise of Powers Agreement Relating to and Creating the Monterey Bay Community Power Authority of Monterey, Santa Cruz, and San Benito Counties (JPA Agreement) on February 28, Closing in October 2017, 99

106 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT OED staff assisted MBCP to partner with River City Bank (RCB) to provide a principal amount up to $3 million in start-up funding through a non-revolving line of credit for MBCP to fund pre-launch operations and a $10 million revolving line of credit. Child Care Facility Development Impact Fee Nexus Analysis. In 1991, to mitigate the adverse impact new and expanded residential and non-residential developments would place on the existing child care system, the Santa Cruz County Board of Supervisors adopted the Child Care Fees and Exactions Ordinance (Ordinance). Under this Ordinance (Santa Cruz County Code Chapter 15.04), new and expanded developments are required to pay the County a fee or exaction in relation to its anticipated use of the child care system. A Child Care Developer Fees Loan (CCDFL) Program was established to ensure that the revenues collected from the fees are appropriately used for projects that directly increase or maintain the supply of licensed child care in Santa Cruz County. Despite significant economic changes over the last 25 years, the Child Care Developer Fee (CCDF) structure has not been since the Ordinance s adoption in OED staff has been working with the Human Resources Department to complete the necessary nexus study to support increases to the fees and modernize the ordinance to reflect current law and practice. Parks and Recreation Facility Development Impact Fee Study. OED staff has partnered Park, Open Space and Cultural Services to initiate an update to the County s current park dedication fee program. New and expanded developments are required to dedicate land or pay a fee to provide for the orderly development of local park and recreation facilities. Staff will return to the Board in FY with recommendations. Clean Renewable Energy Bonds. OED staff participates in the issuance of bonds to fund various capital facilities and infrastructure. On June 27, 2017, the Board approved a Power Purchase Agreement and Site Lease Agreement (PPA) with Solar Star Santa Cruz, LLC, a financing vehicle for SunPower Corporation (SunPower). The PPA provided for installation of solar photovoltaic panels at eight sites throughout the County. The County applied for and received an allocation to issue Clean Renewable Energy Bonds (CREBs) in July On November 7, 2017, the Board approved the issuance of the bonds. Goal 6: Revitalize and Strengthen Town Centers and Commercial Areas New Retail and Commercial Development. The first task was to encourage expansions and new retail development. To advance this effort, staff has been tracking market demand and assembling a database to track potential development or redevelopment sites. Ongoing outreach continues with developers, brokers, and businesses interested in the mid-county area. With this effort, staff is committed to ensure that all new commercial development complements the County s built environment and supports a variety of future jobs. OED has also been actively engaging in efforts to help advance the Aptos Village Plan Phase I and II, and the potential for redevelopment of the East Cliff Village Shopping Center. A recent example was OED s contribution to commercial development was staff s ability to negotiate a $200,000 contribution from the Nissan Dealership towards the signalization of the intersection of Soquel Avenue and Robertson Road. This effort resulted in an approximate $170,000 increase over what was required by the dealership for traffic mitigation. In addition, OED staff worked with the applicant to extend the dedicated right turn lane for the entirety of the property fronting Soquel Drive, extending the lane beyond the designs in the Department of Public Works plan line. In addition, staff is currently working on various pre-application projects including a fish processor, medical offices, microbreweries and assisted living/memory care projects, within communities over the entire unincorporated area of the County. Project Ombudsman. OED staff provides the important role of project ombudsman. Throughout the year staff has worked to create a business-friendly environment for new and existing businesses that 100

107 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT helps business owners successfully navigate the permitting process as well as having a point of contact during the review process. When a project needs assistance or questions arise, OED staff works with various departments to develop a solution or answer, to keep the applications moving forward. OED staff has played a role in working with many businesses over the last year including but not limited to the following: Brookdale Lodge Brookdale The Lumberyard Pleasure Point Porter Office Building Soquel Vino Cruz Soquel Rancho Del Mar Aptos Healthy Oceans Seafood Live Oak 17 th & Brommer Live Oak Nissan Auto Dealership Soquel UBlendIt - Soquel Soup du Jour by Jimmi - Santa Cruz New Leaf Market - Aptos Sycamore Concessions Corp. - Santa Cruz Santa Cruz Nissan Soquel Dignity Health - Soquel Sew Rose - Ben Lomond 40 th & Portola Pleasure Point The Wholesale House Seacliff Rancho Las Palmas Davenport Monterey Bay Wine La Selva Beach Soquel Village Sip & Stroll Revitalize Town Centers. The second task under Goal 6 of the EDVS is engaging in the Main Street Approach to revitalize the town centers. This task is anticipated to launch in March Staff has been working with the first town s Board of Directors for the past year to prepare for the announcement and launch of the program. In addition, the OED staff has been working with existing aged shopping centers for potential redevelopment. The sale of the Rancho Del Mar shopping center in Aptos led to an opportunity for revitalization. The site is currently under construction with a $15 million project to not only update the center, but to provide handicapped accessibility, provide a small amount of additional parking and better traffic and pedestrian flow. OED staff has been assisting the project since its inception with its processing through the Planning and Building Departments as well as assisting their staff with local business recruitment. Opportunity Zones. The Tax Cuts and Jobs Act of 2017 created Opportunity Zones, a new community investment tool designed to drive long-term capital to rural and low-income urban communities throughout the nation. Enterprise Community Partners is engaged with Opportunity Zones at a federal level and across numerous states. In California, Enterprise has worked with state and local partners on the nomination of California s Opportunity Zones, and previously submitted a comment letter to the Governor s Office and the Department of Finance. Opportunity Zones have the potential to provide meaningful community benefits to low-income communities, and equitable development and economic growth must be a cornerstone of this initiative. To protect against the unintended consequences that could result from uncapped, incented investment in 101

108 SUPPLEMENTAL BUDGET REPORT: 2018 ANNUAL REPORT distressed communities, there should be intentional policies and strategies to proactively guard against displacement and ensure equitable benefits of economic development. Working in conjunction with Supervisor Leopold and his staff, OED successfully lobbied the California Department of Finance to designate two eligible under-served census tracts in the Live Oak area as Qualified Opportunity Zones under Internal Revenue Code Section 1400Z-1(b)(1)(B). Goal 7: Promote Santa Cruz County Branding, programs, and events that impact the County s business development and reputation. The two events, Small Business Saturday and the Micro Business Summit, both continue to help draw attention to the small business community as well as the County in a very positive way. In addition, OED staff has been in the rotation as a radio host for KSCO s Think Local First Radio program the second Saturday of every month since January OED positively promotes the office and its available tools to the community at large. Local small business guests are invited every month and have included Surf City Sandwich, UBlendIt, O Neill Sea Odyssey, Body Time Chiropractic, Coffeeville and many others. OED also uses this as a vehicle to promote the 82% Micro Business Summit and Small Business Saturday. The ultimate goal is the identification of "Santa Cruz County Vitality" as a brand OED Website. Staff is working with the ISD to create a new website specifically for Economic Development. The intent of the new website will be to brand, promote and facilitate the economic vitality of Santa Cruz County, as well as to leverage business retention and recruitment efforts. Information on the site will be relevant to businesses, residents, brokers, developers, and anyone seeking an economic perspective about Santa Cruz County. LinkedIn. Staff has established a presence on LinkedIn for the County of Santa Cruz Office for Economic Development to communicate and celebrate economic development projects and promote Santa Cruz County. Next Steps. The Economic Development division of the County Administrative Office, which became fully staffed in December of 2015, has much more work to do. The division intends on returning to the Board with a revised workplan for the next two years that will refine and advance the EDVS. We look forward to working with the Board to set the next two years of priorities for the County. 102

109 GENERAL SERVICES SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REQUEST Proposed Budget Pages Budget Unit: 33; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Charges for Services 2,508, ,000 2,697, ,000 Miscellaneous 55, , , ,000 Total Revenues 2,563, ,000 2,907, ,000 Other Funds 34,477 (344,000) (309,523) (344,000) Total Financing 2,597,803 (0) 2,597,803 (0) Expenditures Salaries & Benefits 607, ,950 0 Services & Supplies 1,008, ,008,716 0 Other Charges 981, ,137 0 Fixed Assets Total Expenditures 2,597, ,597,803 0 Explanation Update depreciation and replacement charges for vehicle purchases. The proposed budget included $40,000 for a new laundry van for the Sheriff's Office. After investigating, it has been determined that the cost will be closer to $60,000. Purchase 1 Jeep Wrangler for use by Environmental Health Services. Purchase 2 4x4 SUVs, and one regular pickup, to be used by Planning and Sheriff's Office staff for use in Cannabis Enforcement and building inspection activities. Funding Source General Fund covers additional costs related to the laundry van. All other vehicle purchases are funded by department contributions. 103

110 SUPPLEMENTAL ACCOUNTING DETAIL Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Depreciation and Replacement 189, , Operating Transfers In 155, ,000 Fund Balance (344,000) (344,000) Total Financing Mobile Equipment 175, , Equipment-ISF Offset (175,000) (175,000) Total Expenditures 0 0 SUPPLEMENTAL FIXED ASSET DEATIL GL Key Quantity Description New (N)/ Replace (R) Recommended Amount Laundry van N 20, Jeep Wrangler N 40, x4 SUV N 70, Regular pickup/4wd N 45,000 Total 5 175,

111 HEALTH & HUMAN SERVICES 105

112 106

113 CORE INVESTMENTS SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REPORT: CORE INVESTMENTS From: Date: June 19, 2018 Recommended Actions: Human Services Department 1. Approve the Set Aside funding recommendations as reflected in Attachment 1, and direct staff to enter into one-year purchase order agreements with the awarded agencies for FY subject to approval of the FY budget. 2. Approve the inclusion of $30,000 in Local Innovation Trust funding for three CORE Investment contracts with Santa Cruz Barrios Unidos, Community Action Board, and Encompass Community Services, in the amount of $10,000 each, and incorporate these changes into the FY budget as reflected in Financial Supplemental Detail A Approve an $85,000 General Fund contribution to one CORE Investment contract with Community Bridges, for provision of Meals on Wheels program services, and incorporate these changes into the FY budget as reflected in Financial Supplemental Detail A-1. Executive Summary The Human Services Department (HSD) is submitting three supplemental budget items related to CORE Investments. The first relates to the CORE Investments Set Aside recommendations for funding awards resulting from the competitive solicitation process authorized by the Board on March 13, The second CORE Investment item is to include $30,000 in the CORE Investments annual budget, from the Local Innovation Trust Fund, to be incorporated into three CORE Investments agreements for fiscal year (FY) The last item is to include an $85,000 contribution from the General Fund into the CORE Investments annual budget to be allocated to the Community Bridges Meals on Wheels program, as directed by the Board on March 13, Background On March 13, 2018, the Board approved the release of a solicitation for Letters of Interest for FY CORE Investments Set Aside funds, in the total amount of $150,000. The Set Aside funds were established by the Board in FY in conjunction with the implementation of the new CORE Investments funding model, recognizing that CORE Investments and other local resources may not fully address emerging and otherwise unmet safety net needs in the community. The solicitation for the FY Set Aside Letters of Interest (LOI) was broadly distributed and outlined a brief and simple application process as requested by local non-profits and directed by the Board. The LOI allowed for requests of $1,000 to $35,000, and 107

114 REPORT: CORE INVESTMENTS requested a brief narrative so that staff could best assess in the following categories: The project s need and target population; A description of the annual project/program; Qualifications to provide the services; and Budget and budget narrative describing how the funds would be used. HSD received 39 applications requesting $781,768 in total funding, more than five times the $150,000 allocated by the Board. Applicant Profile 14 of the 15 current year Set Aside awardees reapplied for funding. 22 current Core Investments recipients applied for Set Aside funds. 5 applicants have not previously received CORE or Set Aside awards. 3 applications proposed multiple programs, so the 39 applications represent 43 proposed programs. Funding Request Profile Applications were received from agencies providing a wide range of services: 14 applications for health services totaling $271, applications for senior and disabled services totaling $160, applications for child & youth services totaling $129, applications for homeless services totaling $90, applications for immigrant services totaling $68, applications for mental health services (including substance use) totaling $61,750. The average funding request was for $18,181, and the median request was $15, applications requested $30,000 or more. 11 applications requested funding amounts of $10,000 or less. Analysis Given the vast need outlined in the applications, the recommendations to distribute the funds are multifaceted and developed with the knowledge that all needs presented cannot be sufficiently met by this fund. However, due to the overwhelming number of applications, the proposed recommendations consider the following factors: Distribution of funds across service type, target population and geographic area. Non-profits with limited administrative capacity and less access to larger funding sources received consideration under this simple to use funding process. One-time projects that can be completed in a year s time frame and meet an unmet or emerging need received consideration due to the short-term nature of this resource. In addition, staff consulted with other County departments as part of the review process for funding 108

115 REPORT: CORE INVESTMENTS recommendations. Funding Award Profile Staff recommends awarding 16 proposals ranging from $2,000 to $23,000 which are listed in Attachment 1 for award of Set Aside funds in the total amount of $150,000. The specific services that would be provided for these funds are detailed in the program summary in Attachment 1, however due to the award of funding less than the amount requested, agencies will need to right size the services to the final award amount. Allocation of the funding by service type is detailed below: Senior and disabled services- $53,000 Child and youth services- $39,000 Immigrant services- $23,000 Behavioral health services (including substance use disorder)- $15,000 Physical health services- $10,000 Homeless services- $10,000 Fifty-six (56%) of recommended awardees will provide services throughout the County. Of the remaining amount, approximately half of services are targeted to North County and half targeted to South County. If approved by the Board, staff will negotiate purchase order agreements with the recommended awardees, commencing on July 1, 2018, subject to approval of the FY budget. Additional Funds Subject to the Board s approval, a $30,000 contribution in FY Local Innovation Trust funding for three CORE Investments contracts, $10,000 each, for one-year only, to the Santa Cruz Barrios Unidos Education Outreach Program, Community Action Board Alcance Street Outreach Program, and Encompass PAPAS Supporting Father Involvement Program is recommended. Additionally, on March 13, 2018, the Board directed the County Administrative Office, to allocate funding to Community Bridges Meals on Wheels program. An $85,000 General Fund contribution will be included in the CORE Investments budget for this program. As detailed in Schedule A, HSD recommends these funds be included in the FY budget and Continuing Agreements List, and be made available for the four designated service providers, as reflected in Financial Supplemental Detail A-1. Submitted by: Ellen M. Timberlake, Human Services Director Recommended by: Carlos J. Palacios, County Administrative Officer Attachments: Attachment 1 Budget Request and Accounting Detail 109

116 110 ATTACHMENT 1: FY SET ASIDE AWARD RECOMMENDATIONS Agency Program name Short Description Award Boys & Girls Club of Santa SLV/SV Clubhouse Support of new implementation and programming of BGCSC in SLV/SV area $5,000 Cruz County Central Coast Center for Increasing Independence for People Support for case management services including housing resources linkage $14,000 Independent Living with Disabilities for adults with disabilities to assist them to live independently. Community Action Board Thriving Immigrants Initiative Support for case management and supportive services with immigrants $23,000 who have been impacted by current ICE practices. Diversity Center Conexiones Support for new leadership opportunities, socialization, and support groups $10,000 with LGBTQ youth residing in the South county area. Emeline Preschool Early Childhood Education and Care Support for child care services in Santa Cruz, in center that serves 30% to $8,000 40% low income children. Encompass Santa Cruz AIDS Project Support for case management with individuals with HIV/AIDS, primarily $15,000 Latinos, and includes some undocumented immigrants. Families in Transition South County Homeless Service Support for homelessness services for families in south county area. $10,000 Supports Family Service Agency of the Survivors Healing Center Contribution to outreach and media campaign to raise child sexual abuse $8,000 Central Coast Survivors Healing Center awareness, and to provide information on intervention and prevention services. New Life Community GEMMA Program Contribution to new household goods and furnishings as well as repairs for $2,000 Service New Life s new program, GEMMA. Pajaro Valley Loaves and Pajaro Valley Loaves and Fishes Food Support for the provision of nutritious food, education, and referrals to $10,000 Fishes Pantry and Kitchen alleviate hunger and food insecurity in south county. Parents Center Counseling Program Support to leverage Medi-Cal EPSDT to provide counseling to children and $5,000 youth with mental health challenges. Santa Cruz Barrios Unidos Barrios Unidos Productions Team A Support for serving at risk youth through participation in graphic arts and design productions, to promote job readiness. $8,000 Santa Cruz Toddler Care Center Senior Citizens Legal Services of Santa Cruz & San Benito Counties Child Care Services Support for child care services in Santa Cruz, in center serving 30% to 40% of children who are low income. Center provides infant care as well as toddlers. Legal Services Online informational materials Contribution to digital data storage and development of online informational videos and materials on senior legal rights. third grade, and stipends for seniors providing tutoring services. Seniors Council Foster Grandparent Program Support for intergenerational tutoring services for children pre-school to $15,000 Watsonville Senior Center Social Services for Seniors Support for the provision of center based social activities and educational $6,000 opportunities for seniors in South County. Total 16 $150,000 $8,000 $3,000

117 SUPPLEMENTAL BUDGET REQUEST Proposed Budget Pages Budget Unit: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Miscellaneous 0 30,000 30,000 30,000 Total Revenues 0 30,000 30,000 30,000 General Fund 4,250,000 84,000 4,334,000 84,000 Total Financing 4,250, ,000 4,364, ,000 Expenditures Other Charges 4,250, ,000 4,364, ,000 Total Expenditures 4,250, ,000 4,364, ,000 Explanation Additional contribution of $30,000 to CORE contract awards from Local Innovation Trust Fund. General Fund Contribution of $84,000 for Meals on Wheels program funding through the CORE Program. Funding Source Local Innovation Trust Fund in the amount of $30,000. General Fund contribution in the amount of $84,000. SUPPLEMENTAL ACCOUNTING DETAIL Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Other Revenue 30,000 30,000 General Fund Contribution 84,000 84,000 Total Financing 114, , Barrios Unidos 10,000 10, Community Action Board 10,000 10, Encompass 10,000 10, Contribution to Other Agencies 84,000 84,000 Total Expenditures 114, ,

118 112

119 HEALTH SERVICES AGENCY SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REPORT: VARIOUS FINANCIAL UPDATES From: Health Services Agency Date: June 19,2018 Recommended Action: 1. Approve the four attached financial items for the Health Services Agency (HSA), and incorporate these changes into HSA s FY Budget. Executive Summary The Health Services Agency (HSA) requests your Board s approval of four financial items for the Supplemental Budget for FY In total, these items increase the overall HSA budget by $352,000 with no increase in Net County Cost. Analysis Schedule A - Revision of overall HSA budget (Dept. 36) in the amount of $352,000 to reflect supplemental changes A-1 through A-4 contained in this letter. Schedule A-1: Approve appropriations adjustments in the Benefits budget in the amount of $12,000 to reflect anticipated additional Whole Person Care (WPC) grant revenues. This revenue will support extra help staffing necessary to perform WPC administrative activities until position vacancies can be filled. Schedule A-2: Approve appropriation adjustments in the Public Health budget in the amount of $200,000 to reflect recently allowed rollover funding related to Proposition 56 Tobacco Tax Initiative revenues. This revenue will support Tobacco Education Grant evaluation services, media placement such as billboards, ads, and radio public service announcements, as well as dental supplies. Schedule A-3: Approve appropriation adjustments in the Behavioral Health budget in the amount of $100,000 to reflect receipt of a Department of Housing and Community Development No Place Like Home Program (NPLH), Technical Assistance (TA) Grant. These funds will be transferred to the Planning Department to fund NPLH TA activities. Schedule A-4: Approve appropriation adjustments in the Environmental Health budget of $40,000 to reflect anticipated additional septic tank repairs permit fees. These revenues will fund the purchase of one new vehicle to replace an existing vehicle that has reached the end of its useful life. Submitted by: Mimi Hall, Interim Health Services Director Recommended by: Carlos J. Palacios, County Administrative Officer 113

120 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Budget Unit: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Taxes 887, ,251 0 Licenses & Permits 2,543,966 40,000 2,583,966 40,000 Fines & Assessments 290, ,468 0 Use of Money 436, ,047 0 Intergovernmental 94,589, ,000 94,901, ,000 Charges for Services 47,283, ,283,621 0 Miscellaneous 3,650, ,650,471 0 Other Financing 8,807, ,807,469 0 Total Revenues 158,488, , ,840, ,000 General Fund 9,946, ,946,040 0 Other Funds 509, ,252 0 Total Financing 168,943, , ,295, ,000 Expenditures Salaries & Benefits 80,417,379 12,000 80,429,379 12,000 Services & Supplies 72,735, ,000 72,935, ,000 Other Charges 25,055, ,055,526 0 Fixed Assets 10, ,468 0 Other Financing 8,411, ,000 8,551, ,000 Subtotal 186,630, , ,982, ,000 IntraFund Transfers (17,687,105) 0 (17,687,105) 0 Total Expenditures 168,943, , ,295, ,000 Position Changes Explanation Revision of overall HSA budget to reflect supplemental changes identified on schedules A-1 through A-4. Funding Source Licenses, Permits & Fees; Intergovernmental revenues. 114

121 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Budget Unit: 36; Division: 3600 Administration Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Use of Money 179, ,887 0 Intergovernmental 13,891,453 12,000 13,903,453 12,000 Charges for Services 1,066, ,066,230 0 Miscellaneous 521, ,842 0 Other Financing 1,800, ,800,000 0 Total Revenues 17,459,412 12,000 17,471,412 12,000 General Fund 1,763,210 1,763,210 0 Total Financing 19,222,622 12,000 19,234,622 12,000 Expenditures Salaries & Benefits 6,103,249 12,000 6,115,249 12,000 Services & Supplies 10,619, ,619,358 0 Other Charges 5,340, ,340,595 0 Other Financing 8,084, ,084,526 0 Subtotal 30,147,728 12,000 30,159,728 12,000 IntraFund Transfers (10,925,106) 0 (10,925,106) 0 Total Expenditures 19,222,622 12,000 19,234,622 12,000 Explanation Extra-help staffing required to implement Whole Person Care administrative activities until vacancies can be filled. Funding Source Whole Person Care Grant funds. SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Fed-Other 12,000 12,000 Total Financing 12,000 12, Regular Pay - Extra Help 12,000 12,000 Total Expenditures 12,000 12,

122 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Public Health Budget Unit: 36; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Licenses & Permits 70, ,000 0 Fines & Assessments 139, ,100 0 Intergovernmental 9,343, ,000 9,543, ,000 Charges for Services 508, ,240 0 Miscellaneous 356, ,250 0 Other Financing 6,114, ,114,862 0 Total Revenues 16,531, ,000 16,731, ,000 General Fund 999, ,152 0 Total Financing 17,530, ,000 17,730, ,000 Expenditures Salaries & Benefits 12,892, ,892,445 0 Services & Supplies 1,884, ,000 2,084, ,000 Other Charges 3,150, ,150,609 0 Subtotal 17,927, ,000 18,127, ,000 IntraFund Transfers (396,153) 0 (396,153) 0 Total Expenditures 17,530, ,000 17,730, ,000 Explanation California Department of Public Health is allowing rollover of Proposition 56 funds. This affects both the Tobacco and Oral Health Programs, and will fund tobacco evaluation services and media placement such as billboards, ads, and radio public service announcements, as well as dental supplies. Funding Source California Department of Public Health SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommended ST-AB75 Health Education 150, , ST-Other 50,000 50,000 Total Financing 200, , Medical, Dental, & Lab Supplies 50,000 50, Professional & Special Services - Other 150, , Total Expenditures 200, ,000

123 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Behavioral Health Budget Unit: 36; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Licenses & Permits 101, ,000 0 Fines & Assessments 241, ,600 0 Intergovernmental 67,282, ,000 67,382, ,000 Charges for Services 6,915, ,915,142 0 Miscellaneous 1,062, ,062,919 0 Other Financing 892, ,583 0 Total Revenues 76,495, ,000 76,595, ,000 General Fund 5,046, ,046,091 0 Total Financing 81,541, ,000 81,641, ,000 Expenditures Salaries & Benefits 37,234, ,234,009 0 Services & Supplies 50,862, ,862,140 0 Other Charges 13,172, ,172,976 0 Other Financing 327, , , ,000 Subtotal 101,596, , ,696, ,000 IntraFund Transfers (20,054,920) 0 (20,054,920) 0 Total Expenditures 81,541, ,000 81,641, ,000 Explanation Behavioral Health was awarded $100,000 by the Department of Housing and Community Development for the No Place Like Home Program (NPLH), Technical Assistance (TA) Grant. The purpose of the grant is to provide technical and application preparation assistance to counties. Funds will be transferred to the Santa Cruz County Planning Department to execute the needs of the NPLH - TA. Behavioral Health (3630) will delete 1.0 FTE Admin Aide and add a 1.0 FTE Program Coordinator to manage the administrative responsibilities of the Psychiatry program that has over 50 FTE's, and to develop plans, policies and procedures to meet the needs of County programs and recommend changes as appropriate. In Substance Use Disorder Services (3640), delete 1.0 FTE Program Coordinator and add 1.0 FTE Sr. Accounting Tech. The Sr. Accounting Tech will process and maintain accounts payable for all Substance Use Disorder service contracts, purchase orders and related funding sources including service contracts related to Drug Medi-Cal Organized Delivery System expansion. Funding Source Intergovernmental revenue funded by the awarded NPLH-TA grant funds. Positions to be funded by Federally Qualified Health Center revenues and by existing State Realignment and Drug Medi-Cal funds. The position changes are budget neutral and require no additional Net County Cost. 117

124 SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommended ST-Other 100, ,000 Total Financing 100, , Operating Transfers Out 100, ,000 Total Expenditures 100, ,000 SUPPLEMENTAL STAFFING: SCHEDULE A-3 GL Key Position Code Classification FTE Action UR1053AA Admin Aide (1.00) Delete UU3 Program Coordinator 1.00 Add UU3003AA Program Coordinator (1.00) Delete CH8 Sr Accounting Tech 1.00 Add Total

125 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Environmental Health Budget Unit: 36; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Taxes 887, ,251 0 Licenses & Permits 2,473,966 40,000 2,513,966 40,000 Fines & Assessments 50, ,368 0 Use of money 14, ,560 0 Intergovernmental 681, ,803 0 Charges for Services 3,717, ,717,781 0 Miscellaneous 634, ,760 0 Other Financing Total Revenues 8,460,513 40,000 8,500,513 40,000 General Fund 584, ,446 0 Other Funds 509, ,252 0 Total Financing 9,554,211 40,000 9,594,211 40,000 Expenditures Salaries & Benefits 5,292, ,292,734 0 Services & Supplies 3,533, ,533,696 0 Other Charges 727, ,757 0 Other Financing 24 40,000 40,024 40,000 Total Expenditures 9,554,211 40,000 9,594,211 40,000 Explanation Purchase of a four wheel drive vehicle to be used for inspections and enforcement in rural areas within the Land Use Program, and as a backup Emergency Response Vehicle for Environmental Health. Funding Source Funding for the purchase of this vehicle will be financed through the collection of Land Use Program permit fees. SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Septic Tank Repairs Permit 40,000 40,000 Total Financing 40,000 40, Operating Transfers Out 40,000 40,000 Total Expenditures 40,000 40,

126 120

127 HOMELESS SERVICES COORDINATION SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION From: Date: May 29, 2018 Recommended Actions: Homeless Services Coordination 1. Accept and file report on homeless services coordination. 2. Approve the County s Homeless Action Partnership share of cost for Coordinated Entry in the amount of $65,237 to be paid out of the Planning Department s Housing Services Contract. 3. Approve the attached two financial items for the Supplemental Budget for Fiscal Year Schedule A: Approve Planning Department supplemental budget item to accept revenue from a Housing and Urban Development grant in the amount of $75,000 and from the four Cities in the amount of $60,190, and approve Other Charges in the amount of $135,190. Schedule B: Approve Human Services Department supplemental budget item to accept revenue from the Planning Department in the amount of $179,177 to fund contracted homeless services and fund a previously unfunded 1.0 FTE Senior Human Services Analyst to manage Coordinated Entry lead agency activities. Executive Summary The Homeless Services Coordination Division requests Board approval of two financial items for the supplemental budget for Fiscal Year : one for the Planning Department, and one for the Human Services Department. The total increase in Planning Department expenditures is $135,190 with no increase to Net County Cost. This supplemental budget report provides information on implementing a Homeward Bound program per Board direction on November 14, 2017, as well as the implementation of the Smart Path Coordinated Entry System, and an update on homeless services coordination activities. Background The All-In Strategic Plan is the guiding framework for the work of the Homeless Services Coordinator. Primary focus in FY has been on implementation strategies outlined in All-In, as well as a focus on four of the plan s Strategic Priorities: Transforming the Crisis Response System Integrating Systems and Community Support Addressing Needs in South County Initiating a Response to Youth and Young Adult Homelessness 121

128 SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION Homeless Services Coordination has included extensive work on a wide range of activities that address these priorities, including implementation planning for Coordinated Entry, establishing Winter Shelter programs and working intensively with partners on developing a year-round sheltering model, bringing mainstream resources in to the shelter environment, facilitating and supporting expansion of services and funding for South County, and providing leadership and support for the Youth Homelessness Demonstration Project and Youth Advisory Board. Emphasis has been on increasing systems integration, increasing access to mainstream resources, improving service delivery, developing additional financial and programmatic resources, convening partners and stakeholders, and driving towards data-driven decision-making. Internally, the Homeless Services Coordinator convened a County Homelessness Coordinating Committee to strengthen intra-departmental collaboration at both a policy and operational level. Additionally, an organizational review of homelessness related services and functions within the County has been initiated by the County Administrative Office. Analysis This report identifies several key initiatives in progress and discusses the nexus of County coordination efforts with the All-In Strategic Plan to address homelessness. All-In Plan Priority #1: Transforming the Crisis Response System Shelters, street outreach, and other crisis services are the front line of any community s response to homelessness. They can help people meet basic survival needs like shelter, food, clothing, and personal hygiene. But homelessness is only truly ended for people when they obtain and maintain stable housing. This requires communities to shift from a set of services that simply ameliorate the immediate crisis of homelessness to a crisis response system that can help prevent and resolve it by connecting people swiftly to permanent housing opportunities. - United States Interagency Council on Homelessness An effective crisis response system identifies all people experiencing or at risk of homelessness, prevents homelessness when possible, and through Coordinated Entry provides immediate access to crisis services and quickly connects people to housing assistance. Efforts to expand Homeward Bound, implement Coordinated Entry, and expand our community s sheltering capacity are all tangible efforts to address Priority 1. The planned implementation of a Homeward Bound program will provide an additional diversion tool to reduce the need for shelter services. The coordinated entry system is now in place and functioning, and will improve access to all housing and service types for all populations. Diversion: Homeward Bound On November 14, 2017, the Board gave direction to staff to develop a Homeward Bound program similar to the City of Santa Cruz model, and return at budget hearings with a program model and budget of at least $35,000 for implementation beginning July Funding will provide bus tickets for homeless clients who have identified another community they can go/return to where there are family or friends who can provide them with a place to live. The City of Santa Cruz program has two components: (1) they contract with the Homeless Services Center, which offers this diversion service at the time clients initially seek services; and (2) City police and parks department staff have vouchers which they can offer to homeless clients who they encounter in the field and may benefit from Homeward Bound. Funds in the amount of $35,000 are included in the Homeless Services Coordination Budget Index

129 SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION Staff will replicate the program administered by the City of Santa Cruz (the City). The County will contract with one or more homeless services providers in order to serve both North and South County. Additionally, staff will coordinate with the Sheriff s Office and Parks Department to determine if they would benefit from having access to Homeward Bound bus vouchers and how best to operationalize the program within their departments. Due to the amount of funding, implementation of Homeward Bound will be via purchase order with providers and will not need to return to the Board for approval. Staff will provide an update on implementation in a homeless services report back planned for October. Smart Path to Housing and Health: Santa Cruz County Coordinated Assessment and Referral System Developing and implementing a Coordinated Entry System (CES) was one of the leading recommendations of the All-In Strategic Plan. Our community s implementation of Coordinated Entry is called Smart Path to Housing and Health, and was officially launched in April, 2018 following a multiyear effort by a consortium of County leaders, community stakeholders, and service providers. Smart Path is an assessment and referral system, and is designed to make accessing housing and services easier for all people experiencing homelessness. The Smart Path assessment, the first step now in accessing homeless services, establishes eligibility for housing interventions, refers clilents based on level of acuity, and links clients quickly to available non-housing resources, such as meals, showers, medical care, and government benefits. The core of the Smart Path assessment is the Vulnerability Index Service Prioritization and Decision Assistance Tool (VI-SPDAT), which has four primary domains: (A) History of housing and homelessness, including length and frequency of homelessness; (B) Risks, including emergency services utilization, involvement with justice system, and risk of physical harm; (C) Socialization and Daily Functioning, including money management, self-care, meaningful daily activity; social relationships, and history of abuse/trauma; and (D) Wellness, including chronic health, mental health, substance use, disabilities, and access to health services. The VI-SPDAT is an evidence-informed approach to assessing an individual's or family's acuity. The tool, across multiple components, prioritizes who to serve next and why, while concurrently identifying the areas in the person/family's life where support is most likely necessary in order to avoid housing instability. The VI-SPDAT helps identify who should be recommended for each housing and support intervention, moving the discussion from simply who is eligible for a service intervention to who is eligible and in greatest need of that intervention. - OrgCode.com. Smart Path currently has four Public Access Points where anyone may be assessed, 13 agencies conducting assessments with their own clients (not public), and one organization with volunteers available on-call to conduct assessments. Through Smart Path, 22 programs at eight agencies currently are receiving referrals of the highest priority eligible clients (no longer first-come first-served) as soon as they have a vacancy. Program types currently receiving referrals are rapid rehousing, transitional housing and permanent supportive housing. In the first month, 119 Smart Path Assessments were completed and 50 housing support program referrals were made countywide. Reports are under development with technology partner Community Technology Alliance, and the Smart Path website is now live: smartpathscc.org. Phase I Implementation Phase I of Smart Path was incubated with $500,000 in private grant funding, $77,000/year for three years of County CORE funding, and a $75,000/year HUD grant. The Homeless Services Center played a vital role as Phase I lead agency on behalf of the Homeless Action Partnership, 123

130 SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION and hired the Smart Path Project Manager in January 2016 to lead the implementation. When Homeless Services Center took on the lead agency role, it was with the understanding that it would be through the end of Phase I, and that the Homeless Action Partnership (HAP), our local HUD Continuum of Care (CoC), would identify a new lead agency to take over for Phase II, ongoing operations, which will be discussed in the section on Phase II. Phase II Operations and CES Lead Agency Transition In preparation for winding down HSC s role as CES lead agency, HAP leadership convened a series of meetings with the HAP consultant and members of the County Homeless Coordinating Committee to initiate an evaluation process regarding appropriate placement of the lead agency for Phase II, Operations. Lead agency criteria includes organizational strength, capacity for community engagement, fiscal management, and demonstrated ability to utilize data and technology for program operation and evaluation. Alignment with the criteria for various community agencies and County departments were considered, and based on the evaluation process it is recommended that the Human Services Department (HSD) assume the role of the CoC Coordinated Entry lead agency effective October 1, Proposed staffing will include 1.0 FTE Senior Human Services Analyst position at HSD, and two contracted, community-based roving Assessment Specialists, one for North County and one for South County. CoC Smart Path lead agency transition is subject to the June 14, 2018 approval of the HAP Financing Strategy The County and four cities that participate in the HAP cost sharing model overseen by the HAP Executive Committee have historically provided only a modest amount of funding to support the Homeless Management Information System (HMIS) and up until now have not provided any funding to support Smart Path. Effective FY , the only remaining grant funds for Smart Path operations are the HUD grant ($75,000/year ) and the 3-year CORE grant ($77,000/year). Transitioning from Phase I implementation, led by the Homeless Services Center, to Phase II ongoing operations at the County s Human Services Department, results in an increase in staffing costs. In order to ensure the success of Smart Path Phase II, the HAP Executive Committee proposes to provide an increase in funding on a one-time basis to support the staffing costs associated with the first year of operations. It is anticipated that these contributions are one time in nature because a HUD expansion grant for Coordinated Entry will be submitted this year, with funds anticipated in FY Additionally, Coordinated Entry costs are anticipated to be allowable expenses under the proposed State SB2 and Emergency Block Grant funding. For FY , the jurisdictional share of cost is shown in the following table: Adopted Recommended Increase County of Santa Cruz 9,115 65,237 56,122 Santa Cruz 3,215 27,375 24,160 Watsonville 2,602 22,632 20,030 Scotts Valley 612 5,239 4,627 Capitola 612 4,944 4,332 Total 15, , ,

131 SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION The County s $65,237 share of cost is already included in the Planning Department s Housing Services contract with the Housing Authority and does not involve a budget adjustment; however, staff seeks Board approval for the increased County share of HAP costs to support CES. Requested Board approval associated with Smart Path includes (1) approve the County s $65,237 HAP share of cost for CES; (2) approve the attached Planning Department supplemental budget item to authorize accepting revenue from the four Cities in the amount of $60,190 and transferring revenue to HSD in the amount of $179,177 and (3) approve the attached HSD supplemental budget item to authorize a transfer of revenue from the Planning Department in the amount of $179,177 and funding a previously unfunded 1.0 FTE Senior Human Services Analyst. Details are included in the attached Supplemental Budget financials, Schedules A and B. Further information on Smart Path, including the transition of lead agency, and data on the first few months of Smart Path operations within the community will be provided in a homeless services report back planned for October. Emergency Shelter Of the County s 2,249 homeless population, per the 2017 Point in Time Count, 80 percent or 1,799 are unsheltered. The Salvation Army and Association of Faith Communities have successfully completed operation of the Winter Shelter program. During a five-month operational period that saw unseasonably warm weather followed by a late surge of intense rainfall, the Winter Shelter program sheltered approximately 550 homeless individuals at sites in Santa Cruz and Live Oak. Of those, 382 were men, 141 were women, and seven were families, including 14 children. The Winter Shelter program provided warmth, dinner and breakfast, community, and a safe place to sleep for a total of 151 nights, with an 87 percent occupancy rate. The Winter Shelter program closed April 15 as planned, having provided 10,000 bed nights, an increase of 2,100 over last year. The County also provided $100,000 in funding for the City of Santa Cruz s River Street Campground, supporting one full month of operations for an emergency shelter model providing safe camping for approximately 60 people. The Proposed Budget for emergency shelter remains status quo, with County contributions at $246,283 for North County Winter Shelter and $42,811 for South County Winter Shelter. The County and its partners, however, understand the need for year-round shelter services, and hope to transition quickly to a year-round, 24/7 shelter model with essential and supportive services (a Navigation Center model) in order to eliminate the need for seasonal shelter sites. It is also exploring a safe parking program for County residents who sleep in their vehicles. An operating budget of $1.3 Million has been estimated, with a proposal by the City of Santa Cruz that the Homeless Action Partnership cost-sharing model be utilized, which would put County contribution at $663K, approximately 50 percent of the total estimated budget, with the proposed contribution to South County shelter status quo at $42,811. The County s Homeless Coordinating Committee is committed to equitable access to service across the County in terms of both geography and populations served, and is carefully considering how to adequately serve all of the homeless regardless of sub-population or area of residence. All-In Plan Priority #3: Integrating Systems and Community Support A plan to adequately address homelessness must work across systems to address the problem holistically. There must be an adequate safety net of health, employment and social services. Prevention efforts must include addressing the policies of jails, hospitals, and other institutions that discharge people to the street. Better coordination and communication among providers, governments, the justice system, businesses, and 125

132 SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION neighbors is essential. - All-In Plan. The following provides an update on programs that address this strategic priority. Integrating County Mainstream Services with Sheltering Programs Beginning in FY , the County brought health and human services directly in to the Winter Shelter and River Street Camp environments. The County's Homeless Person's Health Project (HPHP) provided weekly health services at shelter sites, which were key in providing an opportunity for HPHP staff to offer vaccinations to protect the homeless population and broader community against flu and hepatitis A outbreaks. On a weekly basis, Santa Cruz County benefits representatives helped enroll clients in various benefits programs, and County Mental Health workers helped individuals with mental health issues and with referrals. The Santa Cruz Aids Projects also offered HIV testing. Homeless Outreach and Proactive Engagement and Services (HOPES) The HOPES program stabilizes the community s most vulnerable, who are primarily homeless, experience mental illness and/or substance use disorder, who have frequent contact with law enforcement, the public or local businesses, have difficulty engaging in services. Through early and open referral, and intensive monitoring and engagement, the HOPES team triages and coordinates access to existing programs and services. The HOPES model seeks to integrate care, and ensure a coordinated response to services based on the needs of the client and not how they enter into services. County Homelessness Coordinating Committee With the leadership of the Homeless Services Coordinator, a high-level County Homelessness Coordinating Committee (CHCC) of department heads and their senior staff has been convened and has been meeting monthly since last September, developing a framework for homelessness coordination and collaboration across County departments. The CHCC s goals include advising the Board on policy issues, planning and evaluation, coordinating operations across departments, and giving a new focus to equity in access to services across the County. Early work has included developing a matrix of all County programs and services related to homelessness, identifying all existing funding, identifying the County s nexus to and achievements related to the All-In Strategic Plan, strategizing about upcoming funding opportunities, and developing a set of priority actions that are anticipated to be reflected in the County s two-year operational plan which will implement the strategic plan. Three working groups have been formed and are actively engaged in (1) planning for and implementing Smart Path Coordinated Entry within County departments; (2) developing a communications plan articulating the County s response to homelessness, and (3) aligning County homeless services contracts around a common set of outcomes with the goal of supporting collective impact and driving towards data-driven and outcomes-focused contracting practices for homeless services. Attachment 1 is a high-level framework developed by the CHCC which outlines sub-populations to be served, values, strategic priorities, touchpoints where homeless clients receive County services, and outcomes desired. The CHCC is anticipating having a key role working with the CAO on developing the two-year operational plan for the first countywide strategic plan as it relates to issues of homelessness. The foundational work completed by the CHCC in the last year provides solid footing to guide subsequent work, and it is anticipated that this framework will tie in to the Santa Cruz County Strategic Plan, the outcomes-related work around collective impact and County contracts, and the County s communications plan on homelessness. 126

133 SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION Organizational Review of County Services and Functions Related to Issues of Homelessness In April 2018, the CAO initiated an organizational review of structure, function, and effectiveness of county services and functions related to homelessness by Assistant CAO Elissa Benson in partnership with department leadership and key stakeholders (see memo, Attachment 2). The goal of the effort is to identify gaps and opportunities, articulate short-term actions to address urgent issues, and recommend long-term options as to organizational structure and practices to improve performance and achievement of policy goals. This project is underway with the completion of the first round of interviews with department leadership. Preliminary findings include (a) need to improve the operations and staffing of the County s Continuum of Care/Homeless Action Partnership and its connection to other County services and community provided services; (b) need for increased integration and utilization of available funding sources for County homeless services ; (c) need for improved performance metrics; and (d) insufficient sheltering options and affordable housing have associated impacts on the efficacy of other County interventions. Specific recommendations and actions to address these findings will be developed over the coming months for the Board s consideration in late summer. The next set of activities include similar high level conversations with other community and government partners to inform improvement efforts. All-In Plan Strategic Priority # 6 Addressing Needs in South County The 2017 Point in Time Count identifies 463 homeless people in Watsonville, with 340 of those, or 73 percent, unsheltered. This represents 15 percent of the total homeless population in Santa Cruz County. The South County Homelessness Steering Committee convened by the Homeless Services Coordinator in June 2016 has yielded some tangible successes. The re-tooling of the South County Winter Shelter program was highly successful this year, with operation by The Salvation Army increasing utilization from an average of 10 people per night to full capacity of 38 every night, including families with children. The new South County Collaborative, funded by a County CORE grant ($570,000 over 3 years) has been successfully providing prevention, rapid rehousing, and housing navigation services to families in South County. The Day Services program is poised to launch as soon as the final funding gap of approximately $90,000 is filled, and can provide overnight shelter with an additional $37,000. The Day Services and Winter Shelter program are anticipated to merge into a year-round, 24/7 model with the financial support of the County, City of Watsonville, The Salvation Army, and other grant funding. The South County Homelessness Steering Committee continues to meet monthly to plan and implement expanded services in South County, and is currently focused on the Day Center and bringing new funding sources in. Equitable funding to South County for homeless services remains a concern. All-In Plan Strategic Priority # 7 Initiating a Response to Youth and Young Adult Homelessness The 2017 Point in Time Count identifies 588 homeless youth and unaccompanied children, with 576 of those, or 98 percent, unsheltered. This represents 26 percent of the total homeless population in Santa Cruz County. Homeless Action Partnership staff, Homeless Services Coordinator, and Human Services Department staff have been actively engaged with other community partners in the planning and implementation of the $2.2 million Youth Homeless Demonstration Project grant from HUD. It has progressed past the planning stage, with HUD approval of the Consolidated Community Plan achieved in December, The local project selection process was conducted from February through May, and has been successfully concluded. Six project types have been locally approved, including: Rapid Rehousing 127

134 SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION Permanent Supportive Housing Youth Homeless Response Team Drop-In Center Youth Coordinated Entry System Host Homes Selected agencies and award amounts will be announced soon. Agencies are in the process of submitting e-snaps applications to HUD, and funds are anticipated to be released October 1st with implementation commencing quickly thereafter. All-In Plan Implementation Strategy: Enhancing County and City Coordination In March 2017, the Homeless Services Coordinator convened a Governance Study Committee with the goal of studying and making recommendations on a formal inter-agency governance model that would facilitate multi-jurisdictional policy, prioritization and funding decisions. Specifics outlined in the All-In Plan include: exploring ways to strengthen the inter-jurisdictional coordination structure; cost sharing on projects recommended by the All-In Plan; promoting systems integration; increasing access to mainstream resources for people experiencing homelessness; coordinating on specific population priorities; and collaborating on interim solutions and homelessness impact issues. Problems identified by the Committee: Insufficient coordination across disparate entities and initiatives, and no clear expectations between Cities, County, and individual agencies. Insufficiently broad decision-making structure that has the responsibility and authority to make regional decisions on regional issues. Insufficient information sharing, no mechanism to continually inform, and a need for transparency. Lack of shared priorities and no process for establishing them. Lack of clear roles for input from community, business, elected officials, and those with lived experience; many initiatives, agencies & campaigns have no place to have a voice or a role in policy decisions or funding opportunities. Insufficient staffing capacity. Success is identified by the Committee as: Countywide alignment: there is a regional approach to a regional issue it s easier to make difficult decisions because there is regional buy-in from a designated body of leaders and subject-matter experts. Roles and responsibilities are clearly understood. Guiding policy principles are in place. There is a clear mechanism for decision-making. 128

135 SUPPLEMENTAL BUDGET REPORT: HOMELESS SERVICES COORDINATION Decisions support agreed-upon priorities and goals. There is a clear process for communicating decisions. There is a clear process for introducing something for collective discussion, consideration, and decision-making. The Committee has found that there must be capacity to lead change through making and implementing decisions. Through clarifying roles and responsibilities and establishing clear lines of authority, significant improvements are anticipated in the region s ability to take action and enhance coordination, accountability, and transparency. The Committee s work has culminated in a appointing a sub-committee to draft a governance charter that has been developed and is under review before returning to the Committee for final consideration. Consultation with the Homeless Action Partnership (HAP) has been ongoing, and an anticipated outcome is that the enhanced leadership model will be achieved through restructuring, strengthening, and adequately staffing the existing HAP. Conclusion Homeless Services Coordination is a complex undertaking, as it is at the center of not only multiple jurisdictions, but numerous County departments and service providers. The scope of work is broad, and the need is significant. The systems-level changes the County has been leading are foundational to the future success of our region in addressing homelessness. The County has made significant progress on provided a convening and leading role to bring partners and stakeholders together to engage in planning and implementing solutions for different sub-populations and geographical needs. These efforts have yielded tangible progress on the four All-In Strategic Plan priorities discussed in this report, and has enhanced coordination and leadership both within the County and with partner agencies and service providers. The organizational review being undertaken by the Assistant CAO is anticipated to result in recommendations that will consolidate the now-disparate work of the Homeless Services Coordinator and the Homeless Action Partnership, thus further enhancing the County s ability to lead systems change. Submitted by: Rayne Marr, Homeless Services Coordinator Recommended by: Carlos J. Palacios, County Administrative Officer Attachments: County Homeless Coordinating Committee Framework Organizational Review of Homelessness 129

136 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE A Proposed Budget Pages Budget Unit: 54; Division: 5410; GL Keys: , Planning Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Licenses & Permits 6,508, ,508,927 0 Fines & Assessments Intergovernmental 70,000 75, ,000 75,000 Charges for Services 3,194, ,194,323 0 Miscellaneous 108,111 60, ,301 60,190 Other Financing Sources 10, ,000 0 Total Revenues 9,891, ,190 10,005, ,190 General Fund Total Financing 9,891, ,190 10,027, ,190 Expenditures Salaries & Benefits 9,779, ,779,731 0 Services & Supplies 6,205, ,205,189 0 Other Charges 452, , , ,190 Subtotal 16,437, ,190 16,572, ,190 IntraFund Transfers (4,233,807) 0 (4,368,997) 0 Total Expenditures 12,203, ,190 12,338, ,190 Explanation Accept federal Housing and Urban Development (HUD) grant for Coordinated Entry System staffing and accept jurisdictional share of cost for Coordinated Entry System staffing, and transfer Coordinated Entry program to the Human Services Department effective October 1, *The amount of $65,237 is already budgeted in the Housing Services Contract Workplan, for a total contribution of $179,177 to the Human Services Department to support Coordinated Entry lead agency staffing costs. Funding Source Federal Housing and Urban Development (HUD) grant and cities jurisdictional share of cost. 130

137 SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE A Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Cost Recovery Other 60,190 60, Federal Other 75,000 75,000 Total Financing 135, , Contribution to Other Agencies 60,190 60, Contribution to Other Agencies* 75,000 75,000 Total Expenditures** 135, ,190 *$21,250 for Planning Dept. contract with Homeless Services Center, 7/1/18 9/30/18. $53,750 for CES Staffing in HSD, 10/1/18 6/30/19. **$65,237 is already budgeted in the Housing Services Contract Workplan for a total contribution of $179,177 to the Human Services Department to support Coordinated Entry lead agency activities. 131

138 SUPPLEMENTAL BUDGET REQUEST: SCHEDULE B Proposed Budget Pages Human Services Budget Unit: 39; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Intergovernmental 80,344, ,344,185 0 Charges for Services 88, ,330 0 Miscellaneous 10, ,000 0 Other Financing 9,759, ,759,860 0 Total Revenues 90,202, ,202,375 0 General Fund 627, ,597 0 Total Financing 90,829, ,829,972 0 Expenditures Salaries & Benefits 59,707, ,725 59,843, ,725 Services & Supplies 18,971,839 42,452 19,014,291 42,452 Other Charges 12,230, ,230,720 0 Fixed Assets 50, ,000 0 Subtotal 90,959, ,177 91,138, ,177 IntraFund Transfers (129,683) (179,177) (308,860) (179,177) Total Expenditures 90,829, ,829,972 0 Explanation Funding of currently unfunded 1.0 FTE Senior Human Services Analyst and contracted services to support homelessness services and Coordinated Entry activities. Funding Source Planning Department Grants and Housing Division HUD grant and cities jurisdictional share of cost. SUPPLEMENTAL ACCOUNTING DETAIL: SCHEDULE B Supplemental Supplemental GL Key GL Obj Key Description Request Recommended SUPPLEMENTAL BUDGET STAFFING : SCHEDULE B Total Revenues Regular Pay Permanent 136, , Professional and Special Services 42,452 42, IntraFund Transfers (179,177) (179,177) Total Expenditures GL Key Position Code Classification FTE Action XA7 Sr Human Services Analyst 1.00 Fund Total 1.00

139 County Homeless Coordinating Committee Framework: Priorities and Alignment 133 Technology Hardware, software, cloud Tools for efficient, effective communication, collaboration, evaluation Sub-Populations Families with Children Women Seniors Transition Age Youth Unaccompanied Youth Single Adults Veterans LGBTQ+ DV/Victims of Crimes Migrant farmworkers Undocumented Values Dignity Respect Compassion Equity Justice Community Cultural Humility Humanity Openness Client-Centered Trauma Informed Touch Points CRISIS RESPONSE Day Services/Navigation Center North and South County 2. Substance Use Treatment Expansion Residential Beds SLE s 3. Mental Health Expansion: Services Number of residential beds ONGOING 1. Coordinated Entry: Implement within County Include HOPES Outreach/Engagement Fund/Determine Lead Agency 2. No Place Like Home Grant application Strategic Priority Areas Aligned with All-In Plan That Integrate & Coordinate Service Delivery systems TRANSITIONAL Temporary/Bridge Housing Recruit land owners for bridge housing project(s) 2. Transitional Housing Expansion, including for: Mental Health Substance Use Disorders Reentry from Jail/Institutional Settings 3. Year-Round Emergency Shelter: All areas of the County Served Youth 4. Recuperative Care Bed Expansion INCREASE ACCESS TO PERMANENT HOUSING New/Expanded Facilities for: Mental Health w/medium & Long-term care Substance Use Treatment/Residential Skilled Nursing/Board and Care Memory Care ONGOING 1. Increase Housing Stock: Permanent Supportive Housing ADU s Affordable/Subsidized Housing 2. Advocate for housing projects getting built, including ADU s EXISTING SERVICES: Whole Person Care, Bringing Families Home, CHAMP, HPHP, Benefits, HOPES, Division of Reentry, HDAP Behavioral Health Clinics Public Health Child Welfare Adult Services Public Assistance Corrections Probation Outcomes From All-In Plan: Increased housing capacity Increased rates of housing placements. Increased access to mainstream benefits Reduced rates of unsheltered homeless Reduced rates of discharge to the streets from jail/institutions Foundation of an Effective System of Care Accountability Standards, protocols, practices, training Quality improvement Data & Evaluation Track, link & measure data Systems to share & manage data Funding and Financing Layer, braid, leverage funds Funding allocation process Governance & Administration Leadership, partners, clear roles Transparent decision-making Operating procedures High-Quality Programs Client-Centered, Evidence-driven, Comprehensive, Culturally Competent programs & services Qualified Staff Seamless client coordination

140 134

141 LAND USE & COMMUNITY SERVICES 135

142 136

143 LOCAL AGENCY FORMATION COMMISSION SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REQUEST Proposed Budget Page 191 Budget Unit: 13; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues General Fund 125,067 3, ,819 3,752 Total Financing 125,067 3, ,819 3,752 Expenditures Other Charges 125,067 3, ,819 3,752 Total Expenditures 125,067 3, ,819 3,752 Explanation On April 4, 2018, the Local Agency Formation Commission (LAFCO) approved the Proposed Budget. LAFCO approved fees of $128,819 for the County contribution, resulting in an increase of $3,752 from the previous year contribution. Funding Source Funds have been set aside in Contingencies to address the increased contribution from the County. 137

144 SUPPLEMENTAL ACCOUNTING DETAIL Supplemental Supplemental GL Key GL Obj Key Description Request Recommended General Fund 3,752 3,752 Total Financing 3,752 3, Contribution to Other Agencies 3,752 3,752 Total Expenditures 3,752 3,

145 PARKS, OPEN SPACE & CULTURAL SERVICES SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REQUEST Proposed Budget Page Budget Unit: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Taxes 1,714, ,714,061 0 Use of Money 852, ,918 0 Intergovernmental 17, ,804 0 Charges for Services 3,179, ,179,765 0 Miscellaneous 53, ,290 0 Total Revenues 5,817, ,817,838 0 General Fund 4,185, ,185,266 0 Other Funds 702, ,652 0 Total Financing 10,705, ,705,756 0 Expenditures Salaries & Benefits 6,183, ,183,634 0 Services & Supplies 4,309, ,309,804 0 Other Charges 10, ,430 0 Fixed Assets 323, ,500 0 Other Financing 64, ,619 0 Subtotal 10,891, ,891,987 0 IntraFund Transfers (186,231) 0 (186,231) 0 Total Expenditures 10,705, ,705,756 0 Total Staffing Unfunded Staffing Explanation Due to the operational reorganization from three to two maintenance districts, the Parks Department recommends deleting 1 FTE vacant Park Maintenance Supervisor, adding 1 FTE Park Maintenance Worker III, and adding 1 FTE Admin. Aide. The Admin. Aide will provide administrative support to the Maintenance Section, tracking safety training, playground inspections, storm water requirements, etc., and organize Special Events and Fundraisers. The Park Maintenance Worker III will be funded starting October 6, 2018 (Pay Period 22) and the Admin. Aide will be funded starting December 15, 2018 (Pay Period 1). 139

146 SUPPLEMENTAL BUDGET REQUEST Funding Source No overall change to recommended budget amounts as well as no change in Net County Cost in FY The increased cost of the Admin. Aide in future budget years will be offset partially by savings from the operational reorganization and partially from additional revenue generated by ulitizing the Admin. Aide to organize Special Events and Fundraisers. SUPPLEMENTAL ACCOUNTING DETAIL Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Regular Pay-Permanent (35,719) (35,719) OASDI-Social Security (2,732) (2,732) PERS (7,941) (7,941) Employee Insurance & Benefits (5,928) (5,928) Regular Pay-Permanent 35,798 35, OASDI-Social Security 2,739 2, PERS 7,378 7, Employee Insurance & Benefits 6,405 6,405 Total Financing 0 0 Total Expenditures 0 0 SUPPLEMENTAL STAFFING DETAIL GL Key Position Code Classification FTE Action MF5003AA Park Maint. Supervisor (1.00) Delete ME4004AA Park Maint.Worker III (October 2018) 1.00 Add UR1XXXAA Admin. Aide (December 2018) 1.00 Add Total

147 PLANNING SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REQUEST Proposed Budget Pages Budget Unit: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Licenses & Permits 6,508, ,041 6,632, ,041 Fines & Assessments Intergovernmental 70, ,000 0 Charges for Services 3,194, ,194,323 0 Miscellaneous 108, ,111 0 Other Financing 10,000 30,000 40,000 30,000 Total Revenues 9,891, ,041 10,045, ,041 General Fund 2,311, ,311,354 0 Total Financing 12,203, ,041 12,357, ,041 Expenditures Salaries & Benefits 9,779, ,041 9,903, ,041 Services & Supplies 6,205, ,205,189 0 Other Charges 452, ,102 0 Other Financing 0 30,000 30,000 30,000 Subtotal 16,437, ,041 16,591, ,041 IntraFund Transfers (4,233,807) 0 (4,233,807) 0 Total Expenditures 12,203, ,041 12,357, ,041 Explanation The Planning Department recommends adding 1.00 FTE Building Inspector II/I to address workload issues and transfer to Fleet Services to purchase one 4X4 SUV. Funding Source Funding is provided from fees for service and from the Illegal Rents Trust Fund. 141

148 SUPPLEMENTAL ACCOUNTING DETAIL: PLANNING Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Construction Permits 55,818 55, Constr Permits Processing 68,223 68, Contr From Other Funds 35,000 35,000 Total Financing 159, , Regular Pay 85,434 85, OASDI 6,536 6, Retirement 17,610 17, Employee Insurance 14,461 14, Oper Transfers Out 35,000 35,000 Total Expenditures 159, ,041 SUPPLEMENTAL STAFFING DETAIL: PLANNING GL Key Range Classification FTE Action JI/BP Building Inspector II/I 1.00 Add Total

149 PUBLIC WORKS SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REQUEST: ADMINISTRATION Proposed Budget Pages Budget Unit: 60; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Taxes 511, ,248 $0 Licenses & Permits 186, ,500 $0 Fines & Assessments 26, ,000 $0 Use of Money 90, ,936 0 Intergovernmental 4, ,382 0 Charges for Services 45,361, ,361,202 0 Miscellaneous 8, ,500 0 Other Financing 22, , , ,000 Total Revenues 46,210, ,000 46,475, ,000 General Fund 217, ,255 0 Other Funds 3,759,531 (265,000) 3,494,531 (265,000) Total Financing 50,187, ,187,554 0 Expenditures Salaries & Benefits 36,311, ,311,344 0 Services & Supplies 4,924, ,924,581 0 Other Charges 7,804, ,804,523 0 Fixed Assets 150, ,000 0 Other Financing 22, ,000 0 Contingencies 975, ,106 0 Total Expenditures 50,187, ,187,554 0 Explanation Equipment purchase for Zone 7 Flood Control District to aid in vegetation and rodent control, as well as flood control and prevention activities. Funding Source Funding for the additional equipment will be provided by an Operating Transfer from Zone

150 SUPPLEMENTAL ACCOUNTING DETAIL: ADMINISTRATION Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Operating Transfer In 265, ,000 Fund Balance (265,000) (265,000) Total Financing Mobile Equipment 265, , Equipment Offset (265,000) (265,000) Total Expenditures 0 0 SUPPLEMENTAL FIXED ASSET DETAIL: ADMINISTRATION New (W) Recommended GL Key Quantity Description Replace (R) Amount John Deere 4x4 Tractor w/boom & mower head N 120, Rodent Control Machine N 10, Pickup Truck w/ spray system N 60, Pickup Truck w/ 4WD N 75,000 Total 4 265,

151 SUPPLEMENTAL BUDGET REQUEST: SPECIAL SERVICES Proposed Budget Pages Budget Unit: 60; Division: 6030; GL Key: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Taxes 2,488, ,488,313 0 Licenses & Permits 11, ,400 0 Use of Money 133, ,333 0 Intergovernmental 3,240, ,240,196 0 Charges for Services 18,865, ,865,066 0 Miscellaneous 1,324, ,324,000 0 Other Financing 820, ,001 0 Total Revenues 26,882, ,882,309 0 Other Funds 5,168, ,168,777 0 Total Financing 32,051, ,051,086 0 Expenditures Services & Supplies 23,212,093 78,174 23,290,267 78,174 Other Charges 12,245, ,245,129 0 Fixed Assets 5,030, ,030,491 0 Other Financing 1,121,878 (78,174) 1,043,702 (78,174) Contingencies 441, ,495 0 Total Expenditures 32,051, ,051,086 0 Explanation Move $78,174 from Other Financing Uses to Services & Supplies in order to redirect funding from the Abandoned Vehicle Program to pay for litter control and maintenance of North Coast Beaches. Funding Source Reclassifications of expenditures only. No additional funding is required. SUPPLEMENTAL ACCOUNTING DETAIL: SPECIAL SERVICES Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Total Financing Contribution to Trust/Agency (78,174) (78,174) DPW Services - General Money 78,174 78,174 Total Expenditures

152 SUPPLEMENTAL BUDGET REQUEST: SPECIAL SERVICES Proposed Budget Pages Budget Unit: 60; Division: 6030; GL Key: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Taxes 2,488, ,488,313 0 Licenses & Permits 11, ,400 0 Use of Money 133, ,333 0 Intergovernmental 3,240, ,240,196 0 Charges for Services 18,865, ,865,066 0 Miscellaneous 1,324, ,324,000 0 Other Financing 820, ,001 0 Total Revenues 26,882, ,882,309 0 Other Funds 5,168, ,168,777 0 Total Financing 32,051, ,051,086 0 Expenditures Services & Supplies 23,212,093 (140,000) 23,072,093 (140,000) Other Charges 12,245, ,245,129 0 Fixed Assets 5,030,491 (125,000) 4,905,491 (125,000) Other Financing 1,121, ,000 1,386, ,000 Contingencies 441, ,495 0 Total Expenditures 32,051, ,051,086 0 Explanation This supplemental is to transfer fixed asset purchases shown in the Proposed Zone 7 budget to the Public Works Internal Service Fund (ISF). The Fleet Maintenance division for Public Works services and repairs all DPW equipment, and is funded by the establishment of equipment rates. Funding Source This is a realignment of expenditures from Zone 7 to the Internal Service Fund, including the transfer of $140,000 from Services & Supplies and $125,000 from Fixed Assets for a total of $265,000 in Operating Transfers Out. SUPPLEMENTAL ACCOUNTING DETAIL: SPECIAL SERVICES Supplemental Supplemental GL Key GL Obj Key Description Request Recommended Total Financing DPW Services (140,000) (140,000) Mobile Equipment (125,000) (125,000) Operating Transfer Out 265, , Total Expenditures 0 0

153 PUBLIC SAFETY & JUSTICE 147

154 148

155 911 COMMUNICATIONS CENTER SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REQUEST Proposed Budget Page 253 Budget Unit: 30; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Intergovernmental 800,000 30, ,000 30,000 Total Revenues 800,000 30, ,000 30,000 General Fund 718, , , ,142 Total Financing 1,518, ,142 1,666, ,142 Expenditures Services & Supplies 1,259, ,142 1,407, ,142 Other Charges 258, ,824 0 Total Expenditures 1,518, ,142 1,666, ,142 Explanation Increase in costs for 911 dispatch services, as well as increase in reimbursable expenses. Funding Source Increase in General Fund Contribution and higher than anticipated emergency response fee revenue. 149

156 SUPPLEMENTAL ACCOUNTING DETAIL Supplemental Supplemental GL Key GL Object Description Request Recommended Other Charges Current Svcs 30,000 30,000 General Fund Contribution 118, ,142 Total Financing 148, , Dispatch Services 94,662 94, Special Misc Expenses 53,480 53,480 Total Expenditures 148, ,

157 PUBLIC DEFENDER SUPPLEMENTAL BUDGET FY From: Recommended Actions: County Counsel Meeting Date: June 21, Accept and approve the Criminal Defense Conflicts Program (CDCP) FY Report; 2. Accept and approve the CDCP budget as part of the Public Defender budget for ; 3. Authorize the CDCP Administrator to make amendments to the CDCP Fee Schedule that allows compensation to panel attorneys for review of discovery and court appearances at the rate of $75 per hour, not to exceed $2,250, when the facts of the non-serious felony or serious felony warrant additional compensation as determined by the Administrator; and 4. Authorize the CDCP Administrator to increase investigator fees from $55 to $60 and interpreter and transcriber fees by $5 per hour. Executive Summary CDCP continues to be a strong program supported by its stakeholders. Minor process improvements and fee changes are included for the next fiscal year. Fiscal and caseload information is also included as an appendix. Background With the support of members of the Santa Cruz County Criminal Defense Bar and Superior Court Judges, the County launched a CDCP on December 1, 2014, administered by the Office of the County Counsel. Given its positive reception, the Board made the Program permanent in June The CDCP Administrator nominates attorneys from an established panel of private defense lawyers to be appointed by the judges of the Santa Cruz County Superior Court to represent indigent defendants, both adult and juvenile, who are facing criminal charges, have habeas corpus matters or misdemeanor appeals. The CDCP Administrator authorizes all claims for reimbursement and requests for funding for ancillary defense service providers submitted by the panel attorneys, as well as the Public Defender s Office and the two alternate public defender firms. Additionally, the CDCP Administrator serves as a resource to the panel attorneys and firms by maintaining a list of potential experts and ancillary defense service providers. The CDCP Administrator ensures training opportunities by distributing announcements regarding free Mandatory Continuing 151

158 Legal Education presentations, relevant legal treatises, case summaries and power point presentations to the panel attorneys to keep them apprised of current legal issues. The CDCP Administrator also shares relevant updates gathered from various criminal law trainings, the Courts, and the Criminal Justice Partners meetings (with representatives from the Courts, Probation, the District Attorney s Office, the Public Defender s Office, the Sheriff s Office, County Mental Health and others) with the panel attorneys. With respect to a defendant s right to have appointed counsel, the CDCP Administrator continues to work with the Courts to ensure financial eligibility. Whenever a defendant requests counsel, the Courts now require the defendant to complete an eligibility form. In most instances, the Courts impose a $50 public defender fee payable by every defendant who receives appointed counsel. All completed eligibility forms continue to be screened by the CDCP Administrator for the possibility of recovering attorney fees and costs. The local criminal defense community remains supportive of the Program. Superior Court Judges continue to remark on the efficiency and appropriateness of the appointments as well as the high quality of the panel. Claims and requests for ancillary defense services are processed expeditiously, often within 24-hours. Both the defense community as well as the Judges appreciate the consistency and continuity that results from having one person handle all of claims and requests for funding. Analysis After careful monitoring of the cases and pursuant to the Board s grant of authority to make minor changes to the Fee Schedule, the CDCP Administrator implemented a minor revision to the Fee Schedule applicable to misdemeanor appeals to achieve cost savings. Prior to July 2016, the compensation was a flat fee of $2,500 per misdemeanor appeal. Panel attorneys are now compensated $100 per hour instead of the flat fee. For FY , the County paid an average of $2,028 per misdemeanor appeal. As a result, panel attorneys are being fairly compensated for the actual time devoted to each appeal, with cost savings to the County. This past year, the CDCP Administrator met separately with each panel attorney to gather feedback, comments and suggestions regarding the Program. The feedback was overwhelmingly positive. Panel attorneys were pleased with the management of the Program. Support staff, namely Cass Simon, received multiple compliments on her public service. The one suggestion that repeatedly arose pertained to inadequate compensation for handling adult cases classified as non-serious felonies (Class 2) and serious felonies (Class 3). These cases are governed by the Fee Schedule which does not compensate attorneys for reviewing discovery, client meetings, and the numerous court appearances that are required before trial or the entering of a plea. There is a built-in incentive to expend as little time as possible on these cases. Of equal concern is the small number of panel attorneys who are willing to take these cases given the current Fee Schedule. The following describes the situation in more detail. Non-serious felonies (Class 2) often involve charges pertaining to stolen property, drugs and weapons. The Fee Schedule provides for an Initial Case Fee of $750. There is additional compensation permitted for time spent on a preliminary hearing, motions, a trial, and review hearings. However, other tasks, such as reviewing discovery and repeatedly appearing in court, may consume many hours and go uncompensated. For FY , the County paid an average of $990 per non-serious felony, slightly more than the Initial Case Fee of $750. Granting the CDCP Administrator the discretion to compensate 152

159 panel attorneys for reviewing discovery and making court appearances, when warranted by the facts of the case, would address the issue of hours of attorney service that are not otherwise compensated by the Initial Case Fee. The same issue exists with Serious Felonies (Class 3). These cases often pertain to allegations of burglary, carjacking, and assault with a deadly weapon. The Fee Schedule provides for an Initial Case Fee of $1,000. Additional compensation is dependent upon the case involving a preliminary hearing, motions, a trial, and review hearings. A panel attorney may devote far more hours to a serious felony, but not be compensated for additional hours because compensation is restricted to only certain types of service. For FY , the County paid an average of $2,088 per serious felony. Again, this situation could be easily remedied by granting the CDCP Administrator discretion to compensate for discovery review and court appearances when the Initial Case Fee is insufficient to compensate additional hours of service. The current Fee Schedule has not been modified, except as noted above with respect to misdemeanor appeals, since the inception of the Program three years ago. For the foregoing reasons, it is recommended that the Administrator be granted the discretion to compensate panel attorneys for Table 1: Fiscal Year All Claims Submitted By Panel Attorneys Attorney Name Attorney Fees Other Fees Total Cost # of Cases Average Cost/Case Angel 5,466 3,128 8, ,719 Brennan 9, , Buentello 11,058 1,719 12, ,389 Caballero 19, , ,657 Fox 4,129 22,364 26, ,247 Gettleman 20, , ,936 Gigarjian 6,544 11,699 18, ,243 Hackett 18, , Husic Lambros 17,314 6,121 23, ,812 Leeming 3, , McCamey 6,452 4,949 11, ,401 Nelson 8, , ,276 Nieto 7, , ,754 Pittori 8,674 1,217 9, ,297 Rorty 16,434 9,738 26, ,172 Shallberg 42,211 6,302 48, ,171 Stevens 10, , ,184 Wasley 10, , ,025 Weese 23,619 4,103 27, ,861 TOTAL 251,144 72, , ,

160 discovery review and multiple court appearances at the rate of $75 per hour, not to exceed $2,250, when the facts of the non-serious felony or serious felony warrant additional compensation. Of note, the Fee Schedule used by Santa Clara County was modified to increase the fee for investigators from $55 to $65 per hour. Additionally, fees were increased by $5 per hour for interpreters (from $70 to $75) and transcribers (from $25 to $30). So as not to lag too far behind Santa Clara County s rates, it is further recommended that the Board authorize the CDCP Administrator to increase the fees for investigators from $55 to $60 and interpreter and transcriber fees by $5 per hour. The Program continues to achieve all of its stated goals, at a reasonable cost. The Program s average cost per case for FY is lower than the average cost per case incurred for conflict cases over each of the past six fiscal years. In FY , the CDCP Panel consisted of 20 independent defense attorneys. The Courts requested 68 new appointments over the fiscal year. Claims submitted by panel attorneys involved a total of 112 cases: 8 adult homicides; 4 adult complex serious felonies; 12 adult serious felonies; 17 adult non-serious felonies; 28 adult misdemeanors; 2 juvenile homicide cases; 1 juvenile complex serious felony; 1 juvenile serious felonies; 4 juvenile non-serious felonies; 2 juvenile misdemeanors; 24 misdemeanor appeals; 2 writ petitions; 7 advice of witness cases; and no miscellaneous appearances. In FY , the average case cost was $5,133. The average case cost for FY of $2,887, is low given an unusual caseload of 8 homicides. Moreover, it is the second lowest average in the past six fiscal years (see chart on last page). For FY 16-17, 8 panel attorneys were representing 8 adult defendants charged with homicide as shown in Table 2. Table 2: Fiscal Year Claims Submitted By Panel Attorneys for Homicide Cases Average Cost/ Attorney Name Attorney Fees Other Fees Total Cost # of Cases Case Fox 4,129 8,384 12, ,513 Gigarjian 6,544 11,699 18, ,243 Hackett 3, , ,391 Leeming 2, , ,622 McCamey 6,452 4,949 11, ,401 Rorty 16,434 9,738 26, ,172 Shallberg 39,186 6,302 45, ,488 Weese 14,973 4,103 19, ,076 TOTAL 93,731 45, , ,

161 In FY , there was only one homicide case handled by a 4 th level conflict attorney. His attorney s fees were $35,790 and other costs were $4,411, for a total of $40,201. In FY , there were 11 defendants charged with homicide resulting in an average case cost of $26,466. In FY , there were 8 defendants charged with homicide resulting in an average case cost of $17,363. The most expensive homicide shown above, involved a 19-day trial. Since the inception of the Program, average case costs for homicide cases have been lower, despite the hourly attorney fees increasing from $100 to $115. Table 3 shows the average total costs for the Program caseload for FY without the homicide cases. Table 3: Fiscal Year Claims Submitted By Panel Attorneys Excluding Homicide Cases Attorney Name Attorney Fees Other Fees Total Cost # of Cases Average Cost/ Case Angel 5,466 3,128 8, ,719 Brennan 9, , Buentello 11,058 1,719 12, ,389 Caballero 19, , ,657 Fox 0 13,980 13, ,980 Gettleman 20, , ,936 Hackett 15, , Husic Lambros 17,314 6,121 23, ,812 Leeming 1, , Nelson 8, , ,276 Nieto 7, , ,754 Pittori 8,674 1,217 9, ,297 Shallberg 3, , ,513 Stevens 10, , ,184 Wasley 10, , ,025 Weese 8, , ,646 TOTAL 157,413 27, , ,774 By removing the 8 homicide cases from the equation and adding in the average case cost of $17,363 for one homicide case, the average case cost comes to $1,922 for FY This is lowest average case cost in the past six fiscal years. Table 4 shows the complex serious felonies, other than homicides, for which panel attorneys submitted claims in FY In FY , the average case cost for complex serious felonies was $17,380. Costs for that fiscal year were relatively high given that two of the complex serious felony cases went to trial. In FY , the average case cost for complex serious felonies was $10,045, with none going to trial. 155

162 In FY , the average case cost for complex serious felonies was $17,380. Costs for that fiscal year were relatively high given that two of the complex serious felony cases went to trial. In FY , the average case cost for complex serious felonies was $10,045, with none going to trial. Table 4: Fiscal Year Claims Submitted By Panel Attorneys for Adult Complex Serious Felonies Attorney Name Attorney Fees Other Fees Total Cost # of Cases Average Cost/ Case Brennan 1, , ,052 Dumars 5, , ,136 Hackett 33,958 7,733 41, ,691 Lambros 9,304 1,371 10, ,675 Rorty 16,871 10,472 27, ,343 TOTAL 67,103 19,795 86, ,380 Case Type Table 5: Fiscal Year Case Costs by Case Type Attorney Fees Other Fees Total Costs # of Cases Avg Cost/ Case Adult Class 4 Homicides 93,731 45, , ,363 Class 4 Complex Felonies 32,317 7,861 40, ,045 Class 3 Serious Felonies 21,820 3,232 25, ,088 Class 2 Non-Serious Felonies 16, , Class 1 Misdemeanors 7, , Juvi Class 4 Homicides 3,456 13,979 17, ,321 Ju Class 4 Complex Felonies 2, , ,375 Ju Class 3 Serious Felonies 1,225 1,030 2, ,256 Ju Class 2 Non-Serious Felonies 4, , ,076 Ju Class 1 Misdemeanors Misdemeanor Appeals 48, , ,028 Writs 11, , ,671 Advice of Witness 7, , ,044 Other TOTAL 251,144 72, , ,

163 Average Cost Per Case Table 6: Fiscal Year Case Trends for Cases Handled by Independent Counsel FY FY FY FY FY CY 2015 FY FY ,296 4,971 4,480 3,751 2,209 7,139 5,133 2,887 Attorney Fees 463, , , , , , , ,144 Other Fees 66, , ,707 52,324 45,566 92,502 76,153 72,206 Public Defender Ancillary Fees County Counsel approves all ancillary fees for the Public Defender and Conflict Public Defenders. These fees include discovery, expert witnesses, transcription, investigation, and other services necessary to provide for client defense. These fees breakdown as follows: Row Labels Non-Serious Felonies/Misdemeanors Ancillary Fees by Type FY Actual FY Estimated Change from Ancillary Fees 39,934 10,000 (29,934) Expert Witness 128, , ,572 Transcription 27,345 40,000 12,655 Miscellaneous 87,750 75,000 (12,750) Non-Serious Felonies/Misdemeanors Total 283, ,000 71,544 Ancillary Fees 6,320 5,000 (1,320) Expert Witness 23, , ,623 Transcription 6,507 5,000 (1,507) Miscellaneous 40,972 65,000 24,028 Serious Felonies/Homicides Total 77, , ,824 Grand Total 360, , ,368 Submitted by: Dana McRae, County Counsel Recommended by: Carlos J. Palacios, County Administrative Officer 157

164 158

165 PROBATION SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REPORT: PROBATION RESOURCE CENTER From: Probation Department Meeting Date: June 21, 2018 Recommended Actions: 1. Accept and file report on five-year pilot plan for Probation Resource Center. 2. Approve the supplemental request for the Probation Department and incorporate changes into the FY Budget. Executive Summary The Probation Department seeks approval of a five-year pilot for a Probation Resource Center to centralize vital services, increase service efficiency, and create better safety outcomes for the community. Additionally, Probation seeks approval of a new office space in Aptos Village. Background One of the primary findings of the AB109 evaluation commissioned by the Community Corrections Partnership (CCP) was the need to improve communication and coordination of services. In particular, the evaluator recommended streamlined systems for referral and information-sharing, timely engagement in services, warm handoffs between Probation and service providers, and reducing the barrier of frequent transportation between service facilities. The Resource Center will accomplish this through physical proximity, coordinated services, and seamless service linkage. Analysis The vision is to co-locate a number of key current service providers already working with the AB109 population in a shared office space that has easy access to the courts, corrections, Probation and County services, as well as multiple bus lines. The intent is to create a resource center with space for orientation, peer navigation support, individual and group services, day reporting, and resource access. It will serve AB109 individuals as well as the general probation population. The design and operation of the resource center will be trauma-informed and culturally responsive, with gender-specific services and walk-in access. The goals for the center are improved communication and coordination between partners; more effective referral handoffs; ease of access and decreased barriers for clients; and improved community safety outcomes, especially for high risk populations. Models Across the state, at least 44 counties have implemented some form of a day reporting center for AB109 individuals and probationers. These centers combine multiple functions in one location, including 159

166 SUPPLEMENTAL BUDGET REPORT: PROBATION RESOURCE CENTER reporting and compliance with access to critical community resources and services proven to reduce recidivism. Centers range from voluntary walk-in support services to mandatory, full-day classes as alternatives to custody. Administrative models vary as well: some are run directly by the probation department, while others are operated by an independent county department under the county executive officer. Many are operated by national for-profit organizations (such as Geo or LCA Services) that provide all daily operations under a single contract with the county. Partners Key partners will include County Health Services Agency and Human Services Department, along with the community non-profit providers currently providing services through AB109. This includes the Volunteer Center, the Court Referral Program, Encompass Community Services, Barrios Unidos, Sobriety Works, and the Community Action Board. Cost and Funding Plan The CCP has approved the use of AB109 carryover funding in the amount of $430,000 over five years to pay for occupancy, renovation and equipment for the resource center. These are dedicated treatment funds that can only be used for contract services. Existing providers will provide core staffing and services, and future contracts will be structured around coordinated service delivery. Submitted by: Fernando Giraldo, Chief Probation Officer Recommended by: Carlos J. Palacios, County Administrative Officer Santa Cruz County Probation Resource Center: Key Services and Partners 160

167 SUPPLEMENTAL BUDGET REPORT: PROBATION RESOURCE CENTER Santa Cruz County Resource Center: Implementation Timeline YEAR ONE: Phase One July 1 August 31, 2018 Finalize lease with landlord Renovation of initial 2,100 sq. ft., move/remove walls and doors, replace carpets, furnish Develop service agreements, processes and protocols Convene Resource Center Advisory Group to review operational policies Approve initial services and Resource Center staffing YEAR ONE: Phase Two August 1 March 31, 2019 Move initial service delivery from multiple community locations to Resource Center Reassign Probation staff to coordinate with Resource Center providers Implement and refine procedures for operation of Resource Center Maintain existing web-based service referral and reporting Request for Proposals process (3-year cycle) to select service providers YEAR ONE: Phase Three April 1 June 30, 2019 Renovation of additional 1,080 sq. ft., move/remove walls and doors, replace carpets, acquire furnishings Place additional providers and County services in expanded facility Provide additional client services and peer support Redesign client flow and service delivery schedule Develop real-time service data collection system YEARS TWO and THREE July 1, 2019 June 30, 2021 Provide services under new contracts designed for operating in the Resource Center, adjusting in real time based on utilization, emerging opportunities and needs, and program performance Implement and maintain enhanced service and outcome data collection, with on-going service delivery dashboard and annual collective impact assessment YEAR FOUR July 1, 2021 June 30, 2022 Continue services, data collection and reporting Re-administer RFP process to select service providers, including Resource Center Staffing YEAR FIVE July 1, 2022 June 30, 2023 Provide services under new contracts designed for operating in the Resource Center, adjusting in real time based on utilization, emerging opportunities and needs, and program performance Implement and maintain enhanced service and outcome data collection, with on-going service delivery dashboard and annual collective impact assessment 161

168 SUPPLEMENTAL BUDGET REQUEST: ADULT & JUVENILE DIVISIONS Proposed Budget Pages Budget Unit: 57; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Fines & Assessments 22, ,500 0 Intergovernmental 16,107, ,128 16,225, ,128 Charges for Services 128, ,694 0 Miscellaneous 141, ,703 0 Total Revenues 16,400, ,128 16,518, ,128 General Fund 2,307, ,307,117 0 Total Financing 18,707, ,128 18,825, ,128 Expenditures Salaries & Benefits 12,511, ,511,189 0 Services & Supplies 6,057, ,128 6,175, ,128 Other Charges 285, ,296 0 Subtotal 18,854, ,128 18,972, ,128 IntraFund Transfers (146,883) 0 (146,883) 0 Total Expenditures 18,707, ,128 18,825, ,128 Explanation These Supplemental items provide: $61,128 to add a Probation Resource Service Center at 303 Water Street funded with AB 109 dollars; and $57,000 for new Probation office space in Aptos Village with a combination of Juvenile Probation Fund and AB 109 dollars. Funding Source Juvenile Probation Fund AB 109 Total Funding $19,950 $98,178 $118,

169 SUPPLEMENTAL ACCOUNTING DETAIL: ADULT & JUVENILE DIVISIONS Supplemental Supplemental GL Key GL Object Description Request Recommended State Juvenile Probation Fund 19,950 19, State AB 109 Program 98,178 98,178 Total Financing 118, , Rents/Leases 88,128 88, Special Misc Expense 30,000 30,000 Total Expenditures 118, ,

170 164

171 SUPPLEMENTAL BUDGET REPORT: LOCAL INNOVATION TRUST FUND From: Fernando Giraldo, Chief Probation Officer Meeting Date: June 21, 2018 Recommended Actions: 1. Approve the FY Local Innovation Trust Fund budget in the amount of $90,000 (GL Key ); 2. Approve a contribution in the amount of $30,000 to the United Way of Santa Cruz County for the Youth Violence Prevention Task Force Coordinator in FY , and authorize the Probation Department to process this payment from the General Fund, with a corresponding transfer from the Local Innovation Trust Fund; and 3. Approve a contribution in the amount of $30,000 to support the Juvenile Hall Tablet Program. Executive Summary Local Innovation Trust Fund distributions are approved by the Board each year. In FY , distributions in the amount of $90,000 are recommended. Contributions of $30,000 will augment CORE Investments allocation to community-based organizations (Financing provided for in CORE Investments supplemental), $30,000 will support the Youth Violence Prevention Task Force, and $30,000 will fund a new Tablet Program at Juvenile Hall. Analysis The Human Services Department is using $30,000 in Local Innovation funding to augment the CORE Investments allocation to community-based organizations with proposed services that target at least one of the Youth Violence Prevention Strategic Plan s results areas. The FY Supplemental Budget includes a report and corresponding financial items to appropriate the Local Innovation funding for three CORE Investments contracts, with $10,000 each awarded to Santa Cruz Barrios Unidos Educational Outreach Program, Community Action Board Alcance Street Outreach Program, and Encompass PAPAS, Supporting Father Involvement Program. The Probation Department recommends the Board approve a contribution in the amount of $30,000 to support the Youth Violence Prevention Task Force Coordinator through United Way in FY The attached financial item provides the Probation Department with the appropriations to process this payment. Finally, the Probation Department recommends that the Board approve a contribution in the amount of $30,000 to fund a new Tablet Program at Juvenile Hall. The tablets will be used in the detention facility to provide comprehensive digital education by meeting the needs of the youth population across education, language and literacy levels. Youth will have access to a comprehensive library of books and videos, including Spanish-language content. Tablets can be a tool for helping change young mindsets by using video based life skills and treatment courses including cognitive-behavioral therapy sessions, parenting tips, and health and wellness lessons. Submitted by: Fernando Giraldo, Chief Probation Officer Recommended by: Carlos J. Palacios, County Administrative Officer 165

172 SUPPLEMENTAL BUDGET REQUEST: ADULT & JUVENILE DIVISIONS Proposed Budget Pages Budget Unit: 57; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Fines & Assessments 22, ,500 0 Intergovernmental 16,107, ,107,119 0 Charges for Services 128, ,694 0 Miscellaneous 141,703 30, ,703 30,000 Total Revenues 16,400,016 30,000 16,430,016 30,000 General Fund 2,307, ,307,117 0 Total Financing 18,707,133 30,000 18,737,133 30,000 Expenditures Salaries & Benefits 12,511, ,511,189 0 Services & Supplies 6,057,531 30,000 6,087,531 30,000 Other Charges 285, ,296 0 Subtotal 18,854,016 30,000 18,884,016 30,000 IntraFund Transfers (146,883) 0 (146,883) 0 Total Expenditures 18,707,133 30,000 18,737,133 30,000 Explanation This Supplemental item provides: $30,000 from the Local Innovation Trust Fund to support the Youth Violence Prevention Task Force. Funding Source Local Innovation Trust Fund Total Funding $30,000 $30,000 SUPPLEMENTAL ACCOUNTING DETAIL: ADULT & JUVENILE DIVISIONS Supplemental Supplemental GL Key GL Object Description Request Recommended Other Revenue 30,000 30,000 Total Financing 30,000 30, Professional Services 30,000 30, Total Expenditures 30,000 30,000

173 SUPPLEMENTAL BUDGET REQUEST: JUVENILE HALL Proposed Budget Pages Budget Unit: 57; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Intergovernmental 962, ,676 0 Miscellaneous ,000 30,600 30,000 Total Revenues 963,276 30, ,276 30,000 General Fund 3,847, ,847,546 0 Total Financing 4,810,822 30,000 4,840,822 30,000 Expenditures Salaries & Benefits 4,110, ,110,483 0 Services & Supplies 700,339 30, ,339 30,000 Total Expenditures 4,810,822 30,000 4,840,822 30,000 Explanation This Supplemental item provides $30,000 from the Local Innovation Trust Fund to support implementation of the Tablet Program at Juvenile Hall. Funding Source Local Innovation Trust Fund Total Funding $30,000 $30,000 SUPPLEMENTAL ACCOUNTING DETAIL: JUVENILE HALL Supplemental Supplemental GL Key GL Object Description Request Recommended Other Revenue 30,000 30,000 Total Financing 30,000 30, Prof & Special Serv-Other 30,000 30,000 Total Expenditures 30,000 30,

174 168

175 SHERIFF-CORONER SUPPLEMENTAL BUDGET FY SUPPLEMENTAL BUDGET REPORT: TOBACCO PREVENTION GRANT AWARD From: Sheriff-Coroner Meeting Date: June 21, 2018 Recommended Actions: 1. Approve grant award in the amount of $369,308, including $184,654 in FY , from the California Healthcare, Research and Tobacco Tax Act of Ratify authorization for the Sheriff-Coroner to sign a two-year Memorandum of Understanding with the California Department of Justice for grant funds. 3. Approve the addition of a limited-term 1.0 FTE Deputy Sheriff and.50 FTE Sr. Accounting Technician for the Tobacco Prevention Program for the duration of the grant. 4. Authorize Personnel to classify these positions and consolidate the.50 FTE Sr. Accounting Technician for the Tobacco Prevention Program with the.50 Sr. Accounting Technician for the Alcohol Nuisance Abatement Program (authorized on March 20, 2018) to create a 1.0 Sr. Accounting Technician position to staff both programs. Executive Summary On March 23, 2018, the Sheriff's Office submitted a grant application for Tobacco Law Enforcement Grant Program funding for two years. Recently, the Sheriff's Office received notice that our grant application was approved for funding by the California Healthcare, Research and Tobacco Tax Act of The grant request was to establish the Sheriff's Office Tobacco Prevention Program (STOPP). Background This request is to establish the STOPP Program. The goal of the program is to reduce youth access to tobacco products by conducting weekly compliance checks, issue meaningful penalties to licensees that are not in compliance of State minimum ages of legal access (MLA) laws and partnering with local schools to provide tobacco awareness and education. Many adult smokers are introduced to tobacco as adolescents, leading to a lifetime of exposure to chemicals that can cause cancer, heart disease, and lung disease not only for the smoker but for those around them. Studies show that effectively enforcing laws against cigarette sales to minors through regular compliance checks and penalizing retainers that sell to children can significantly reduce youth smoking. Submitted by: Jim Hart, Sheriff-Coroner Recommended by: Carlos J. Palacios, County Administrative Officer 169

176 SUPPLEMENTAL BUDGET REQUEST: TOBACCO PREVENTION GRANT Proposed Budget Pages Budget Unit: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Taxes 2,394, ,394,608 0 Licenses & Permits 91, ,520 0 Fines & Assessments Use of Money 4, ,815 0 Intergovernmental 4,305, ,654 4,490, ,654 Charges for Services 4,418, ,418,239 0 Miscellaneous 30, ,200 0 Other Financing 11, ,216 0 Total Revenues 11,256, ,654 11,440, ,654 General Fund 32,071, ,654 Total Financing 43,327, ,654 11,440, ,654 Expenditures Salaries and Benefits 32,857, ,154 33,037, ,154 Services and Supplies 10,120,777 4,500 10,125,277 4,500 Other Charges 273, ,409 0 Fixed Assets 76, ,216 0 Total Expenditures 43,327, ,654 43,512, ,654 Total Staffing Unfunded Staffing Explanation According to established data, enforcement of tobacco MLA laws are more effective at reducing adolescent smoking when compliance rates reach 90 percent. The Sheriff's Office is recommending that the.50 Sr. Accounting Technician supported by the Alcohol Nuisance Abatement Program (authorized on March 20, 2018), and the new.50 Sr. Accounting Technician for the Sheriff's Office Tobacco Prevention Program (STOPP) be consolidated to hire a 1.0 Sr. Accounting Technician. The programs will require similar fiscal services. The consolidation will increase efficiency and effectiveness of the program and reduce duplication of efforts. Both the 1.0 Deputy Sheriff and the.50 Sr, Accounting Technician will be limited-term positions for the duration of the grant. Funding Source California Healthcare, Research and Tobacco Tax Act 2016 $184,

177 SUPPLEMENTAL ACCOUNTING DETAIL: TOBACCO PREVENTION GRANT Supplemental Supplemental GL Key GL Object Description Request Recommended State Other 184, ,654 Total Financing 184, , Regular Pay 124, , Differentials 3,744 3, OASDI 3,527 3, Retirement 39,865 39, Employee Insurance 8,909 8, Miscellaneous 4,500 4,500 Total Expenditures 184, ,654 SUPPLEMENTAL PERSONNEL DETAIL: TOBACCO PREVENTION GRANT GL Key Position Code Classification FTE* Action TBD Deputy Sheriff 1.00 Add CH8-005-XA Sr. Accounting Technician.50 Increase Total 1.50 *Positions are requested as limited-term to expire June 30,

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179 Santa Cruz CounQ Sheriff's Office Chief Craig Wilson Operations Bureau 5200 Soquel Avenue Santa Cruz, CA (831) 4s MEMORANDUM OF UNDERSTANDING with the California Department of Justice July l, June 30,

180 DOt-PROP I PURPOSE This Memorandum of understanding (hc "MoIl') is entered into by thc Dcpartment of Justice ("DOJ") and the Santa Cruz Countl' Sheriffs Office (hereinaffer. "Grantee"), to provide grant funds 1o Grantee lor espendirure. The Crrantee will expend funds for the purposes identified in the approved Granl Application submitted by Grartee in response 1o the DOJ's Request for Proposals for activities oflocal Lavv Enforccment Agencies to be funded under the California I lealthcare, Research and Prevention Tobacco'far Act of20l6 (the "Act"), approvcd by the voters as Proposition 56. This MOU becomes etl'ective upon compledon ofall signatures and expires on June 30,2020. The DOJ grants lo Grantee $369,308. (the "Grant Amount") for expendilurc in accordance uith this MOU, including the Scope of Work included in the approved Grant Application. The Request for Proposals, Grantee Handbook and Grant Application are incorporated by reference into this MOU. II COMMI-INICATION All reports, noticcs, requests, and/or conespondence pertaining to this MOU shall be lorwarded lo the Tobacco Grant tjnit at: III BUDGET Califomia Depa(ment of Justice Division of l,aw Entbrcement Tobacco Grant Unit Attn: Shannon Patterson 1300 I Streer. Suite I 140 Sacramento. CA I obaeut(irun 1s ri,t[,i.ca,uor (9r6) 2r Grantee agrees 1o expend the Grant Amount in accordance *ith rhe approlcd Budgel (Attachment I ). Grantee must submit an1' request for a change to a Budget item in uriting or via to the DOJ and any changes to the Iludget must be pre-approved in writing by the Tobacco Grant Unil at least thirty (30) days in advance of any changc to thc Budget item. IV COSTREIMI}URSEMENT/INVOICINC DOJ agrees to reimburse Grantce. in arrears, for Grantec's actual expenditures in performing the Scope of Work, upon rcceipt ofinyoices lrom (iranlee and approval olthc invoices by DOJ. Page 2 174

181 DOJ-PROP Grantee will submit onll,onc (1) invoice each monlh for items included in the Budget. included completed travel and training, ifapplicable.'llre Grantee is required to ensure that all vendor deliverabies are accepted and approled, equipment delivered. travel compleled, and administrative activities pcrformed. Invoiced anounts may not exceed the costs specified in the approved Budger.l Grantee will provide substantiation to DOJ pertaining to acceptance ofhardware, soft*are, services, and deliverables along n'ith approved invoices Ibr pa1'mcnt. ln'oices paid b;" the Grantec and submitted to the DOJ for reimbursemenl must include the invoice number, invoice date, sen'ice period. agreement number. vendor name. vendor contact information. amounts, along with the approved Budget Template clearly identilying which expenditure the invoice is associated wi1h. Grantec shall provide copies ofpacking slips substantiating delivery of purchased equipment. Grantee invoices and supporting documcntalion must b sent to the DOJ in hard copy format no lalcr than the l5s calendar day following lhe month of expenditure. (Example. a purchase made on June 2'd would require invoice to be received by the DOJ no later than Jul) l 5d). Invoices must be ed or delivered via I.l.S. l\{ail addressod to: California Departrnent of Justice Division of l.aw Enforcement Altu -l'obacco (hant Unil I 300 t Street. Suite I 140 Sacramcnto. CA '[ obaceo( irlnts Cil-I()l V BUDGETCONTINCENCYCLAUSE It is mutually agreed that if the Budgel Act ofthe current )'car and/or an.v subsequenl 1'ears covered under the agreement does not appropriate sufficient lunds for this MOU, this MOU shall be ofno firther force and cjl'ect. ln this event. the DOJ shall have no liability to pay any funds B'hatsoever to Grantee or to fumish any other considerations under this MOU and Crrantee shall not bc obligared to continue performing any provisions of this agreement for r.r'hich it would have bccn reimbursed. If funding for any liscal ;'ear is reduced or delctcd in the Budget Act for purposes ol'this MOU. thc DOJ shall have the option to either cancel this MOU with no liability occurring to the DOJ, or offbr an amendmenl to the Grantee to reflect the reduced amount. YI QUARTERI,YREPORTING REQUIREMf,NTS Crantee will submit quartcrly prcgress reporls to &e DOJ. These reports, q'hich will describe progress made on the recipient's Scope of Work. shall bc submittcd 10 DOJ according to the following schedule: I Approrcd Budget included under Atlachment l. Page 3 175

182 DOi"PROP ) January I through March 3l: Due April 15 2) April I through June 30: Due July l5 3) July I through September 30: Due October l5 4) October I through December 3l: DueJanuary l5 Gran{ees shall submit any other reports and data as required by the DOJ VII ADMINISTRATION AND AUDIT The DOJ is not liablc for the Grantee's use of fi.mds or ani'subsequent audit findings. Grantee agrees that the DOJ and the Califomia Slate Auditor, or their designaled reprcsentatives shall have the righl to review and copy any records and supporting documentation pertaining to the funds expended by Grantee and the Grantee's perlbrmance ofthe Scope of Work under this MOU. Grantee agrees to mainuin all such records and reports for possible audit for a minimum of three (3) years afler palment by DOJ of the final inloice submitted by Grantee. Grartee agrecs to allow access to such records during normal business hours and to allow interviews wirh officers and employees who might reasonably have inlormation related to such records. [(hantee agrees to include a similar right for DOJ and the Califomia State Auditor 10 audit records and intenien'staffin any subcontract related to performance of the MOU.J Should Grantee fail to comply w'ith this I\,lOU, including anl expenditures for purposes not permitted under the MOIJ, DOJ may ake one or more of the actions dcscribed undcr Remedies for Noncompliance in lhe Grant Handbook. Aclions include bu1 are not limited to requiring Grantee to retum grant funds, and any other remedies available under law, ald the Granlee may be disqualified from applying for or receiving future grant funds. VIII GRANTEE COI{TACT INFORMATION Jim Hart, Sheriff-Coroner Santa Cruz County 5200 Soquel Ave Santa Clruz, CA Jim. hart@santacruzcounty.us Kathl' Samms, Administrative Services Manger Santa Cruz County Sheriff s Office 5200 Soquel Ave Sanla Cruz, CA t Kathy.samms@santacruzcounty. us Page 4 176

183 DOJ-PROP Craig Wilson. Chief Deputl' Santa Cruz County Sheriffs Otlice 5200 Soquel Ave Santa Cruz. Cz\ t Crai g. wi us IX MISCELLANEOTISPROVISIONS Amendment-No amendmenl or variation of the ternrs of this MOU is valid unless made in writing and signed by- the duly authorized represenlativcs ol'thc parties. Assignment- l his MOU is not assignablc by Grantec in *,hole or in pan. Indemnil'ication- Grantee agrees to indenrnity and hold hannless the DOJ, its otllccrs, agents and employees lrom all claims. liabilities. or losses in connection \\,ith the perfornrance ofthis MOU. Termination - Thc DOJ may tcrminatc lhis MOU and be relieved of an)" obligation to provide gant funds to Granlee should Grantee t'ail to pertbrm the Scope of Work at thc timc and in the manner providcd in this MOU. X AUTHORIZATION The DOJ and Crantee. b1' their duly authorized otlicials. htlc executed this lvtol J on the respective dates indicated bt'lorv. This IvIOU and an,"- luture amendments shall be lbnvarded to the Division ol'l-arv Enforcenrcnt. Otllce ofthe Chiefl lrith ull its attachments. and rvill becorne effective upon conpletion of signalurc liom all partics. ART S fi-(lororrer Santa Cruz ('ountv 1A^ J N HEA]'H Asst. County Counsel Countv ol' Santa Cruz {h/1s Date Page.5 177

184 &-l-,--1-=' ENRreuE s,lslbux Risk Manager Counl;' of Santa Cruz 0llice Cati = lz l*- Ltry- PATTERSON, GRANT MGR. Chiel' Depanment of.lusticc Datc slr+ltv Datc DO.J-PROP KEVIN GARDNER, Chief OUlce of the Chicl' ('ali of Justice R Oliice of Fi Managenrent Calilbmia Department of Justice Datc Dale 6 r/,a /,/ 't I)age 6 178

185 Attachmenl 't TOBACCO LAW ENFORCEMET\aT GnAI'lT EUDGET DETAIL Pllloarat 8.,Ylcea Sa6ri!. CL,t,lc.tlorrPd6oia Co.3 Pcr Fbc.l Y..r l -Jrrr?ldr1?-1, ry r!{r,tr FY rl$to l.--l F. I!r).rd, G l, l; I t I I Tob@ C.rTa.n!. OiE r I 0t.!o! Mmo EI,,ATOTAL t 3 1r2,,fit ' 1i2,4A C-.tLdo.dP6 l,on ConTtlta{oi FY2itr.,rt Ft &f.lt FYrrG.a 8,,l.{,b ClatLdlonlPo.tdo(tr [--l I L. AUBTOTAL $ I Fltfr17-L FY 20,rt.1e FY 20r9-t0 Ton@ CorTbl. O,lb.. I I a7.ts,17 lt t ri ' t a I,, a I,--l SUBTOTAL I a o,7a1 I rr.?ll I [. a t" l,,,r.,l L- 1 f*,,il- r lorar. PGRlOra rservrces I t 180,15,t i 1r0,l6a B, Opxrtllre Erpaasea {e.9. lupplloa, rlgrbg3' btrcco p.oducl, ota} Ottar$on Colnputr or TO'AL a 4!e I F"* a I] [, I I F{?,1?-L FY20t&tt Flfrol},, t h. I 2,50 t I F a 4,!& t a,6& I PoBe 1 of 3 179

186 180 lo z ated a irm}oz ^l I a t MOr I t t Gt.at lj!flto{.^j uona$rfu,oc 'p6pnq tlg eq,o %C pc rr lqr Aa! q9@ a.{.4$.irry. u$dgr..o.aao3 a.sut lt l'lrpv fl, t! t! t- a!, IĪ &.tto,il t!.ti.@al t-. a).lj@ L! a t r-- : a 'tylot uqt@oroo.e3!cdr! lltoo '3 I : t lvlol1rrgrunl-re.qj.ptnfrlr4r4algq{rr1rfrrr.it-dn.afqe{rooloo.oj l- I - I a I I I t I l- i FatElJ a}{t@a' 8t-rt0? lj uo0qrarec tefsltr-0 Fr rlo0qroo - aaa, rrof.qrprrrraradq. rrt 'o t a I wro.l I - t I l' 1 l-.] I I I 3 t a t I t oaaloztt ar-alglj tl-l!,lj r,o0@-0 {arou ro OOO'9S p lao,e ltu.},r.d r l.f! l.llqt qqftl 0) llrudlnbf 'M30 1t9008 tnvu9lnll t3luljnr mlrl Of,f,VSOt

187 TOBACCO ].AW ENFONCEMENT CRANT BUDGET DETAIT SUtliaARY Audgd Cego.), FY 20r?-18 FY a04&1t FY 201$.ZO Iotal R qu..t A. Pqrofid E vlc6 B. Op3l.0ne 6e.r!.ar C. Equlpm r* D. Tr.v!'f, 0btr!0o.t E. Olfit ErFnr- F. Admlnldntv. Co.t t- I 180,14 i 100, r l-1a,600,a,5m ttt, I 0,000 t 6 $ t t I I 3 t I t I IOTAL PROJECT COATE a. t tm35{ I i81,63a t!69j08 P.8E 3 ot 3 181

188 182

189 SUPPLEMENTAL BUDGET REPORT: ALCOHOL NUISANCE & ABATEMENT From: Sheriff Coroner Meeting Date: June 21, 2018 Recommended Action: 1. Accept and file report related to the Alcohol Nuisance and Abatement Program and request the Sheriff-Coroner to return at the 2019/20 budget hearings with a comprehensive report. Executive Summary At the November 14, 2017 Board meeting, staff was directed to return at budget hearings with information on the Alcohol Nuisance and Abatement Program. Background The Sheriff s Office is still in the process of developing the Alcohol Nuisance and Abatement Program. including assigning a deputy and hiring.50 Senior Account Technician. We anticipate completing the program design with the components of education and prevention, inspection and compliance, and investigation and enforcement in the next few months. Analysis At this time, we are providing the following three years worth of data that have been collected related to this new program (see chart), which include PC 647(f) (drunk in public), alcohol related calls for service, and alcohol related incidents. We have also included in this chart Sobering Center Diversions. The Sheriff s Office will use this as baseline data that will be used to assess the progress of our new program. The Sheriff s Office will return at budget hearings in 2019/20 with a report that details program information as well as an analysis of the impacts of the Alcohol Nuisance and Abatement Program on the metrics noted above. Submitted by: Jim Hart, Sheriff-Coroner Recommended by: Carlos J. Palacios, County Administrative Officer 183

190 Santa Cruz County Sheriff s Office Alcohol Incident Fact Sheet 184 SCSO 647f Arrests Alcohol Calls for Service SCSO 647f Arrests 450 Alcohol Calls for Service * * * * SCSO Sobering Center Diversions SCSO Sobering Center Diversions Alcohol-Related Reports 1050 Alcohol-Related Reports * * * * Data from Jan 2017 Oct 2017

191 SUPPLEMENTAL BUDGET REQUEST: CORRECTIONS BUREAU Proposed Budget Pages Budget Unit: 66; Division: Recommended & Change Recommended Supplemental Supplemental from All Funds Budget Request Total Recommended Revenues Use of Money Intergovernmental 13,055,839 74,731 13,129,570 74,731 Charges for Services 1,611, ,611,116 0 Miscellaneous 50, ,125 0 Total Revenues 14,717,480 74,731 14,791,211 74,731 General Fund 16,207, ,207,060 0 Total Financing 30,924,540 74,731 30,998,271 74,731 Expenditures Salaries & Benefits 21,516, ,516,686 0 Services & Supplies 9,077,203 54,731 9,131,934 54,731 Other Charges 290, ,651 0 Fixed Assets 40,000 (40,000) 0 (40,000) Other Financing 0 60, ,000 Total Expenditures 30,924,540 74,731 30,999,271 74,731 Explanation The Recovery Center contract was awarded to Janus of Santa Cruz on May 22, The award was $34,731 more than anticipated, including $10,000 for reimbursement of minor maintenance and repair. Laundry Cargo Van with Lift-Gate, budgeted in Fixed Assets 86204, should have been budgeted in Transfer Out At the request of the General Services Department, an appropriation increase of $20,000 to a total of $60,000 is recommended. Generator repairs and maintenance necessary for the Main Jail and Blaine Street ($10,000), and Rountree ($10,000) Correctional facilities not previously budgeted. Funding Source Anticipated additional AB 109 funding based on the May Revise Governor's budget information. 185

192 SUPPLEMENTAL ACCOUNTING DETAIL: CORRECTIONS BUREAU Supplemental Supplemental GL Key GL Object Description Request Recommended State AB 109 Program 74,731 74,731 Total Financing 74,731 74, Professional 54,731 54, Fixed Assets (40,000) (40,000) Operating Transfers Out 60,000 60,000 Total Expenditures 74,731 74,

193 SECTION II: UNIFIED FEE SCHEDULE 187

194 188

195 UNIFIED FEE SCHEDULE SUPPLEMENTAL BUDGET FY UNIFIED FEE SCHEDULE From: County Administrative Office Meeting Date: June 26, 2018 Recommended Action: 1. Hold a public hearing on proposed amendments to the Unified Fee Schedule; and 2. Adopt the resolution confirming the amendments. Executive Summary Following a public hearing on proposed changes to the Unified Fee Schedule, the Board of Supervisors must adopt a resolution confirming the amendments. Background The Board of Supervisors may levy authorized fees or charges in amounts reasonably necessary to recover the costs of providing products or services and the cost of enforcing regulations. Additionally, certain fees are mandated by state or federal regulations. Attached are proposed revisions to the Unified Fee Schedule as identified by certain County departments. Fee information sheets are included to provide an explanation of the proposed fee changes. Only those pages of the Fee Schedule that show proposed fee changes have been included in this board item. Analysis Fees are split between two categories; Exhibit A fees are general fees and shall become effective July 1, 2018, while Exhibit B fees are development-related fees and have a 60 day waiting period required by State law and shall become effective August 27, Exhibit A: The Office of the Agricultural Commissioner recommends updates to the hourly rates charged for Inspectors, miscellaneous services, certificate issuance, site inspections and Point Of Sale (Scanner) System Annual Registration. The Office of Cannabis Licensing recommends the revision of the fee schedule to increase dispensary license and inspection fees and to add new fees related to the cultivation, distribution and manufacturing of cannabis. The County Clerk/Elections recommends an increase in passport processing fee, which is set by the US Department of State. The passport postage processing fee for passports sent by overnight mail is also 189

196 UNIFIED FEE SCHEDULE proposed to increase as the fee is set by the US Postal Service. The Health Services Agency recommends modifications to fees for medical clinic and dental services; Public Health recommends new or increased fees related to Emergency Medical Services and various environmental health services. Additionally, pursuant to federal guidelines as governed by federal Health Resources and Services Administration, all fees charged by a Federally Qualified Health Center (FQHC) are required to be reviewed and approved annually and as such, are included as part of the Unified Fee Schedule public hearing, though many fee amounts remain the same as prior year. The Information Services Department is recommending changes in Geographical Information Systems (GIS) fees for programming and map printing. The Department of Parks, Open Space, and Cultural Services recommends reductions to the discounts provided to non-profit agencies and continuous users for rental of various park facilities. Additionally, the department recommends increases to rental rates for park centers, athletic fields, garden plot fees and surf contest staging areas. Lastly, a new fee is recommended for the use of the projector and/or screen with Live Oak Community rooms. The Personnel Department recommends an increase to the Mobile Home Space Fee to recoup the cost of administering the rent stabilization ordinance. This fee was previously administered by County Counsel. The Probation Department recommends formally eliminating the fee related to adult electronic monitoring as the fee has not been collected since The Public Works Department recommends changes to solid waste and recycling fees to maintain baseline division and waste handling activities and increases to various encroachment permit, copy fees and traffic control device fees. The Sheriff s Office recommends increasing the fee related to alarm program renewals. Additionally, a new fee related to Private Autopsies is proposed. Exhibit B: The Public Works Department recommends changes to flood control fees and road planning fees. Financial Impact Increased revenue to various departments as stated on the Fee Information worksheets has been included in the Proposed Budget. Recommended by: Carlos J. Palacios, County Administrative Officer CC: Agricultural Commissioner, Personnel Department, Probation Department, Public Works Department, County Clerk -Elections, Sheriff's Office. Open Space and Cultural Services Department Parks, Health Services Agency, Information Services Department 190

197 UNIFIED FEE SCHEDULE BEFORE THE BOARD OF SUPERVISORS OF THE COUNTY OF SANTA CRUZ, STATE OF CALIFORNIA RESOLUTION NO. On the motion of Supervisor duly seconded by Supervisor the following resolution is adopted: RESOLUTION REVISING THE UNIFIED FEE SCHEDULE WHEREAS, the Board of Supervisors has previously enacted Resolution No which amended certain sections of the Santa Cruz County Code to provide that the fees previously specified therein shall henceforth be established by Resolution of this Board; and WHEREAS, the Board has determined that it is necessary to adjust and consolidate the amount of certain fees previously established by either ordinance and/or resolution; NOW, THEREFORE, BE IT RESOLVED AND ORDERED that the fees and charges of the Unified Fee Schedule are hereby amended as presented in the attached Exhibit A and shall be effective July 1, 2018, or as specified in the Schedule. BE IT FURTHER RESOLVED AND ORDERED that the fees set forth in the attached Exhibit B shall be effective sixty days after adoption by the Board. PASSED AND ADOPTED by the Board of Supervisors of the County of Santa Cruz, State of California, this 26th day of June, 2018 by the following vote: AYES: NOES: ABSENT: SUPERVISORS SUPERVISORS SUPERVISORS ATTEST: Clerk of said Board Chairperson of said Board APPROVED AS TO FORM: COUNTY COUNSEL DISTRIBUTION: Each affected department 191

198 192

199 Exhibit A 193

200 194

201 Agricultural Commissioner 195

202 196

203 Santa Cruz County Fee Information Worksheet Department/Division: Agricultural Commissioner Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of Services: Phytosanitary export certificate preparation and inspection fees Proposed fee amount: Inspection for Certification during office hours (call fee) $50 County prepares export document (per document) $23 Company prepares export document (per document) $19 Added fee for inspection after hours $40 Justification for recommended fee: Increased cost to provide these services in FY Estimated annual revenue from fee adjustment: $122,768 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 197

204 Santa Cruz County Fee Information Worksheet Department/Division: Ag Comm/ Wts & Measures Index Code: Fee Authority: State [ X ] Local [ ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Issuance of Certified Producers Certificates and field site inspections Proposed fee amount: CPC Issuance $75 per certificate On-site inspection $100 site inspection Justification for recommended fee: Increased cost of providing these services by inspectors. Estimated annual revenue from fee adjustment: $17,625 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 198

205 Santa Cruz County Fee Information Worksheet Department/Division: Ag Comm/ Wts & Measures Index Code: Fee Authority: State [ X ] Local [ ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Annual registration for Agricultural Pest Control Operator, Structural Pest Control business, Maintenance Gardener, Farm Labor Contractor. Proposed fee amount: Pest Control Operator Registration $75 Landscape Maintenance Gardener $25 Structural Pest Control Business Branch 1 $25 Farm Labor Contractor (fee applies to all businesses) $25 Structural Pest Control Business Branch 2 & 3 $10 Justification for recommended fee: Cost of processing the registrations by staff. Estimated annual revenue from fee adjustment: $7,100 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 199

206 Santa Cruz County Fee Information Worksheet Department/Division: Ag Comm/ Wts & Measures Index Code: , Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of Services: Standby and re-inspection fee for devices found to be incorrect except for heavy capacity and cattle scales. Standby and re-inspection fee for heavy capacity and cattle scales. Proposed Fee Amount: $71.45 per hour for re-inspection of devices except heavy capacity and cattle scales $ per hour for re-inspection of heavy capacity and cattle scales. Justification for recommended fee: The increase in hourly fee is based on analysis of increased salaries and benefits for FY Estimated annual revenue from fee adjustment: $715 5 $142.90/Hour Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 200

207 Santa Cruz County Fee Information Worksheet Department/Division: Ag Comm/ Wts & Measures Index Code: , Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Services of Agricultural/Weights & Measures Inspectors for work performed at an hourly rate as specified in the fee schedule and hourly rate for compliance agreements. Proposed fee amount: $71.45 per hour during regular working hours. $ per hour after hours, and on weekends and holidays Justification for recommended fee: The increase in hourly fee is based on analysis of increased salaries and benefits for FY Estimated annual revenue from fee adjustment: $6, $71.45/Hour Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 201

208 Santa Cruz County Fee Information Worksheet Department/Division: Ag Comm/ Wts & Measures Index Code: Fee Authority: State [ X ] Local [ ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Issuance of Farmers Market Certificate and Market Inspections Proposed fee amount: Certificate Issuance $75 Per certificate On-site inspection (office hours) $90 Per inspection On-site inspection (weekend, holidays) $150 Per inspection Justification for recommended fee: Increased cost of providing these services by inspectors. Estimated annual revenue from fee adjustment: $2,775 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 202

209 Santa Cruz County Fee Information Worksheet Department/Division: Agricultural Commissioner Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Annual business registration for Point of Sale Systems. Registration includes an annual inspection to ensure price accuracy of the system and follow-up inspections when needed. Proposed fee amount: 1 to 3 devices $188 4 or more devices $300 Justification for recommended fee: Fee adjusted to recover the cost to process the registration and conduct annual system inspection. Estimated annual revenue from fee adjustment: $31,350 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 203

210 Santa Cruz County Fee Information Worksheet Department/Division: Ag Comm/ Wts & Measures Index Code: , Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Miscellaneous services of support staff (Receptionist) Proposed fee amount: $45.60 per hour. Justification for recommended fee: The increase in hourly fee is based on analysis of increased salaries and benefits for FY Estimated annual revenue from fee adjustment: $91 2 $45.60/Hour Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 204

211 Santa Cruz County Unified Fee Schedule Agricultural Commissioner Budget Unit , Items Current Fee Proposed Fee Unit FARMER'S Market Certification (Res ) Issuance $50.00 $75.00 certificate On-site Inspection (during office hours) $60.00 $90.00 inspection On-site Inspection (weekends, holidays) $ $ inspection CERTIFIED Producer Certificate (Res ) Issuance $60.00 $75.00 certificate On-site Inspection $50.00 $ site inspection FARM Labor Contractor Registration $25.00 $25.00 in County/No fee for out of County INSPECTION and Certification Services (Res , Res , Res ) County prepares export Document $20.00 $23.00 per certificate Inspection for certification during office hours $46.00 $50.00 per call Company prepares export document $16.00 $19.00 per certificate Added fee for inspection after hours $38.00 $40.00 per call Inspections relating to compliance agreements $67.00 $71.45 per hour MISCELLANEOUS Services of Biologists or Inspectors $67.00 $71.45 Services of Biologists or Inspectors $ $ hour regular rate per hour overtime hourly rate and holidays MISCELLANEOUS Services of support staff (receptionist) $40.00 $45.60 per hour PEST Control Operator Registration (Res )* except Landscape Maintenance Gardeners $50.00 $

212 Santa Cruz County Unified Fee Schedule Agricultural Commissioner Budget Unit , Items Current Fee Proposed Fee Unit Landscape Maintenance Gardeners Registration ---- $25.00 STRUCTURAL Pest Control Operator Notification STRUCTURAL Pest Control Business Registration STRUCTURAL Pest Control Business Registration Branch 1 STRUCTURAL Pest Control Business Registration Branch 2, 3 **POINT OF SALE (scanner) SYSTEM annual registration fee (SCC0 5.41) $10.00 $25.00 $ to 3 devices $ $ or more devices $ $ Standby and re-inspection fee for devices out of tolerance found to be incorrect except for heavy capacity and cattle scales Standby and re-inspection fee for heavy capacity and cattle scales plus portal-to portal mileage charge* (Res ) $67.00 $71.45 $ $ hour regular rate per hour hour regular rate per hour 206

213 Cannabis Licensing Office 207

214 208

215 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Pre-Application Appointment Assessment to review basic licensing parameters and determine readiness for cannabis licensing process. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $1,500 Estimated annual revenue from fee adjustment: $150,000 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 209

216 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Site Inspection Fee A physical inspection of proposed cannabis licensing site, as required by local licensing ordinance. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ At Cost Estimated annual revenue from fee adjustment: $135,000 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 210

217 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Site Re-Inspection Fee A physical re-inspection of proposed cannabis licensing site to determine if deficiencies were corrected prior to license issuance. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $500 Estimated annual revenue from fee adjustment: $15,000 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 211

218 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Local Authorization Letter Fee Temporary authorization letter to provide proof of local business operations to State licensing authority. Typically, a desk review of submitted materials, but may require an on-site inspection. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $800 Estimated annual revenue from fee adjustment: $0 Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 212

219 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Site Review Fee A review of materials relevant to the cannabis licensing process submitted to other departments or agencies that have a role in regulating the cannabis licensing process for a cannabis business site. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ At Cost Estimated annual revenue from fee adjustment: $55,000 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 213

220 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Extra Services Fee Additional services that may be requested by potential license applicants. Some examples include consultation or assistance with the State license application process. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ At Cost Estimated annual revenue from fee adjustment: $0 Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 214

221 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Retail Dispensary License Renewal Fee (no changes) A review of required submitted materials and physical site inspection of cannabis business premises for Retail Dispensary license applicants who have no changes to their previous license submittal. Licenses are required by local ordinance to be renewed annually. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ 2,500 Estimated annual revenue from fee adjustment: $30,000 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 215

222 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Retail Dispensary License Renewal Fee (with changes) A review of required submitted materials and physical site inspection of cannabis business premises for Retail Dispensary license applicants who have changes to their previous license submittal. Licenses are required by local ordinance to be renewed annually. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ 3,000 Estimated annual revenue from fee adjustment: $0 Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 216

223 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Retail Dispensary License Amendment Fee (after license issuance) A review of required submitted materials and/or physical site inspection of cannabis business premises for Retail Dispensary licensees who wish to make a change to their previously issued license submittal. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ At Cost Estimated annual revenue from fee adjustment: $0 Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 217

224 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Non-Retail License Fee (for Cultivation, Manufacturing or Distribution license) A review of required submitted materials, physical site inspection of cannabis business premises, report writing and representation at administrative hearing(s) for Non-Retail license applicants who are seeking a cultivation, manufacturing and/or distribution license for a cannabis business. Licenses are required by local ordinance. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ At Cost Estimated annual revenue from fee adjustment: $ 1,233,600 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 218

225 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Non-Retail Renewal License Fee (for Cultivation, Manufacturing or Distribution license) A review of required submitted materials and physical site inspection of cannabis business premises for Non-Retail license applicants who are seeking to renew their cannabis business license. Licenses are required by local ordinance to be renewed annually. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ At Cost Estimated annual revenue from fee adjustment: $ 0 Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 219

226 Santa Cruz County Fee Information Worksheet Department/Division: County Administrative Office / Cannabis Licensing Office Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Cannabis Licensing Non-Retail License Amendment Fee (for Cultivation, Manufacturing or Distribution license) A review of required submitted materials and/or physical site inspection of cannabis business premises for Non-Retail licensees who wish to make a change to their previously issued license submittal. Basis for Recommended Fee: Staff time, materials, overhead and contractor cost. Proposed fee amount: $ At Cost Estimated annual revenue from fee adjustment: $ 0 Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 220

227 Items Cannabis Licensing and Registration Fees All fees are non-refundable Current Fee Proposed Fee Unit License Application Fee (all license types)* (Res ) Licensing Fee at Issuance (all license types)* (Res ) (Res ) Amended License Fee (after license issuance) Res ) *includes one site inspection, additional inspections will be billed seperately License Renewal Fee (no changes)* (Res ) License Renewal Fee (with amendments)* (Res ) *includes one site inspection, additional inspections will be billed seperately Pre-Application Appointment includes one-time materials review, does not include an inspection (waived for applicants who completed the prelicensing inspection) $ First Issuance $ First Issuance at cost Per Amendment ($1,000 deposit required) $ Annually $ Annually $1,500 Per Appointment Site Inspection Fee per each inspection - At Cost Per Inspection Site Re-Inspection Fee per each reinspection $ $ Per Reinspection Local Authorization Letters (re-inspection fees may also apply) Review of development materials submitted to Planning Department or other agencies Extra Services by Cannabis Licensing staff Hourly Billing Rate Dispensary License Renewal Fee includes one inspection by Cannabis Licensing staff (no changes) Dispensary License Renewal Fee includes one inspection by Cannabis Licensing staff (with changes) * Dispensary License Amendment Fee (after license issuance)* Cultivation, Manufacturing or Distribution License Fee includes one inspection by Cannabis Licensing staff * _ $800 Per letter - At Cost Hourly $ At Cost Hourly $ $2,500 Annually $ $3,000 Annually - At Cost Per Amendment At Cost Per License 221

228 Cultivation, Manufacturing or Distribution Renewal License Fee includes one inspection by Cannabis Licensing staff * Cultivation, Manufacturing or Distribution License Amendment Fee (after license issuance) * * Additional fees from the Planning Department or other agencies may apply Minimum deposit amounts may be required for at cost services for Cannabis Licensing at cost services based on estimated work hours to process the application. At Cost services, Enforcement costs and all services not otherwise set forth in this schedule shall be charged at the current hourly cost to the Department for the staff providing the service. At Cost At Cost Per License Per License 222

229 County Clerk/Election 223

230 224

231 Santa Cruz County Fee Information Worksheet Department/Division: County Clerk/Elections Special Services Index Code: Fee Authority: State [ ] Local [ ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Passport Processing Postage Fee -to expedite mailing by using overnight postage Proposed fee amount: $24.70 Justification for recommended fee: This fee is set by the US Postal Service for overnight postage. We can only charge the true cost for postage when mailing passport applications. Estimated annual revenue from fee adjustment: $0 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 225

232 Santa Cruz County Fee Information Worksheet Department/Division: County Clerk/Elections Special Services Index Code: Fee Authority: State [ ] Local [ ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Passport Processing Fee- to accept and process passport applications Proposed fee amount: $35.00 Justification for recommended fee: This fee is set by the US Department of State. It was raised in April Acceptance facilities cannot charge more or less than the set fee. Estimated annual revenue from fee adjustment: $70,000 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 226

233 Santa Cruz County Unified Fee Schedule County Clerk / Elections Budget Unit Items Passport Processing Fee Passport Processing Postage Fee (To expedite mailing using overnight envelopes) Current Fee Proposed Fee $25.00 $35.00 $19.95 $24.70 Unit per application. Fee set by the US Department of State and is subject to change. per envelope Fee set by US Postal Service and is subject to change 227

234 228

235 Health Services Agency 229

236 230

237 231

238 232

239 Santa Cruz County Fee Information Worksheet Department/Division: Health Services Agency/Clinic Services Division Index Code: , , Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Clinic Services outpatient office visit charges for Ability to Pay (Sliding Fee) Program for uninsured patients living at 200% or below Federal Poverty Level (FPL), in compliance with sliding fee program requirements of the Health Resources and Services Administration (HRSA). Also provides flat rate charge equal to lowest cost primary care office visit (99212) for uninsured patients not eligible for Ability to Pay (ATP) when paid in full on the date of service. Proposed fee amount: For ATP Program participants, proposed office visit charges shall increase by $5 per ATP tiers (excluding nominal): $25/$35/$45, with all other clinic charges remaining at current percentage share of cost. For uninsured patients not eligible for Ability to Pay (ATP), provides flat rate charge equal to lowest cost primary care office visit (99212) when paid in full on the date of service. Justification for recommended fee: Maintaining affordability for uninsured patients while addressing increased costs resulting from budgetary increases. Estimated annual revenue from fee adjustment: $75,000 Is the adjusted fee revenue included in the Budget Requested? Yes [ X ] No [ ] 233

240 Santa Cruz County Fee Information Worksheet Department/Division: Health Services Agency/Clinic Services Division Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Clinic Services Dental Program Fee shall increase in accordance with new terms of Contract No. 4005, effective July 1, Dental Program includes Ability to Pay (Sliding Fee) Program for uninsured patients living at 200% or below Federal Poverty Level (FPL), in compliance with sliding fee program requirements of the Health Resources and Services Administration (HRSA). Proposed fee amount: For ATP Program participants, proposed dental visit charges shall convert from percentage of cost to flat rate share of $220 based on ATP FPL tier: $50/$90/$135. Justification for recommended fee: Share of cost creates very minor increase to percentage based share of cost, simplifying by flat rate. Estimated annual revenue from fee adjustment: N/A Is the adjusted fee revenue included in the Budget Request? N/A 234

241 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Emergency Medical Dispatcher Certification and Re-Certification Proposed fee amount: $75.00 Justification for recommended fee: Consolidates current Certification and Re-Certification lines, no other change. Estimated annual revenue from fee adjustment: No change from current. Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 235

242 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Emergency Medical Technician Defibrillator (EMT-D) Certification and Re-Certification Proposed fee amount: $75.00 Justification for recommended fee: Consolidates current Certification and Re-Certification lines, no other change. Estimated annual revenue from fee adjustment: No change from current Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 236

243 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Emergency Medical Technician Out of County Certification and Re- Certification Proposed fee amount: $ Justification for recommended fee: Consolidates current Certification and Re-Certification lines, no other change. Estimated annual revenue from fee adjustment: No change from current Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 237

244 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Emergency Medical Technician Working in Santa Cruz County Certification and Re-Certification Proposed fee amount: $ Justification for recommended fee: Consolidates current Certification and Re-Certification lines, no other change. Estimated annual revenue from fee adjustment: No change from current Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 238

245 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Mobile Intensive Care Nurse (MICN) Certification and Re-Certification. Proposed fee amount: $75.00 Justification for recommended fee: No Change, consolidate and move to different location. Estimated annual revenue from fee adjustment: No change from current, clean up only Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 239

246 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Paramedic Accreditation and Re-Accreditation. Proposed fee amount: $75.00 Justification for recommended fee: No Change, consolidate and move to different location. Estimated annual revenue from fee adjustment: No change from current-clean up of UFS only Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 240

247 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Duplicate copies of EMS policies and/or procedures Proposed fee amount: $25.00 Justification for recommended fee: New fee to cover administrative and material fees. Estimated annual revenue from fee adjustment: $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 241

248 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Emergency Department Approved for Pediatrics (EDAP) Designation Proposed fee amount: $ Justification for recommended fee: Changed title from Application for designation as ED approved for Pediatrics (EDAP) Application/re-application and each 2 year renewal, nonrefundable to Emergency Department Approved for Pediatrics (EDAP) Designation and move to different location along with all other designations Estimated annual revenue from fee adjustment: No change from current Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 242

249 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: STEMI Center designation Proposed fee amount: $ Justification for recommended fee: No change, currently charged due to management costs of vetting and monitoring. Estimated annual revenue from fee adjustment: $ every year Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 243

250 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Stroke Center designation Proposed fee amount: $ Justification for recommended fee: New designation, added due to management costs of vetting and monitoring. Estimated annual revenue from fee adjustment: $0, unless one of the hospitals decides to add this designation. Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 244

251 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Trauma Center designation Proposed fee amount: $ Justification for recommended fee: New designation, added due to management costs of vetting and monitoring. Estimated annual revenue from fee adjustment: $0, unless one of the hospitals decides to add this designation Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 245

252 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Base Hospital Designation Proposed fee amount: $ Justification for recommended fee: New designation, added due to management costs of vetting and monitoring. Estimated annual revenue from fee adjustment: $ every four years. Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 246

253 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Other Specialty Center designation Proposed fee amount: $ Justification for recommended fee: New designation, added due to management costs of vetting and monitoring. Estimated annual revenue from fee adjustment: $0 unless one of the hospitals decides to add this designation. Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 247

254 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Emergency Medical Services/Public Safety/First Aid Course Approval: Initial course approval Proposed fee amount: $ Justification for recommended fee: No change to amount, cleaned up Fee Schedule Estimated annual revenue from fee adjustment: $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 248

255 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Continuing Education Provider Approval Proposed fee amount: $ Justification for recommended fee: New fee added due to management and administrative costs. Estimated annual revenue from fee adjustment: $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 249

256 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Non Ambulance Service Provider Permit Proposed fee amount: $ per organization Justification for recommended fee: New fee to cover management vetting and monitoring costs. Estimated annual revenue from fee adjustment: $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 250

257 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Air Ambulance Provider Permit Proposed fee amount: $ per organization per year Justification for recommended fee: New fee to cover management, vetting and monitoring costs. Estimated annual revenue from fee adjustment: $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 251

258 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Ambulance/QRV Inspection Fee Proposed fee amount: $ per vehicle Justification for recommended fee: No change to fee. Changed language from per ambulance to per vehicle. Estimated annual revenue from fee adjustment: No change from current Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 252

259 Santa Cruz County Fee Information Worksheet Department/Division: HSA/Public Health EMS Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: ALS Non-Transport Provider Permit Proposed fee amount: $ per organization Justification for recommended fee: New fee to cover management vetting and monitoring costs. Estimated annual revenue from fee adjustment: $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 253

260 Santa Cruz County Fee Information Worksheet Department/Division: Health Services Agency Environmental Health Division Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: These are all new services to be provided by the Environmental Health Water Lab, covering a variety of sample collections and testing: Field Collections of Samples: Fees in this area include Staff going off site to collect samples for specific testing protocols. Microbiology Tests: Fees in this area include the testing of microbial indicators (total Coliforms, fecal coliforms, E.coli and Enterococci) in water from drinking water supplies, groundwater, and surface water. The tests are conducted in compliance with the Safe Drinking Water Act revised Total Coliform Rule (rtcr) for drinking water and in accordance with the County s commitment to monitor recreational water quality at beaches, estuaries, lakes, and streams. The Fees also include maintaining Certification mandated by the State of California Environmental Laboratory Accreditation Program (ELAP Certificate Number 2394) Tests for Geochemical Parameters: Fees in this area include tests for Field ph, Conductivity and Dissolved Oxygen Tests for Nutrients: Fees in this area include tests for Ammonia-Nitrogen, tests for Nitrate-Nitrogen, and tests for Ortho-Phosphate Proposed fee amount: Field Collections of Samples: $40 - $50 Microbiology: $25 - $40 Tests for Geochemical Parameters: $15 - $25 Tests for Nutrients: $ 25 - $ 35 Justification for recommended fee: All proposed fees are new and are estimated based upon labor costs, consumables used in testing and other overhead associated with operation of the Environmental Health Water Lab. Estimated annual revenue from fee adjustment: $5,000 - $10,000 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 254

261 Santa Cruz County Fee Information Worksheet Department/Division: Health Services Agency Environmental Health Division Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Service provided by Environmental Health cover a wide range of activities: Food Service: Fees in this area include inspections and permitting of Restaurants, Food Vendors, Cafeterias, Shared Commercial Kitchens, Satellite Food Services, Food Processing, Cottage Foods, Food Vending, Community or Special Events, Mobile Food Facilities, Bakeries, Food Carts, Caterers, Bed & Breakfast Facilities, Hotels providing food, & Plan Checks for Restaurant expansion and equipment replacement. Public Swimming Pools/Spas/Hot Tubs: Fees in this area include the inspection and permitting of Public Swimming Pools, Public Spas, and Public Hot Tubs, to ensure the Public s health. Fees in this area also include plan checks for new and modified Public Swimming Pools, Public Spas, and Public Hot Tubs, and new or modified equipment Housing Solid Waste & Vector Control: Fees in this area include the inspection and permitting of Organized Camps, and Employee Housing. Fees in this area also include inspection of complaints of Sub-Standard Housing, Solid Waste complaints, Vector Complaints, and the investigation of Lead Poisoning. Medical Wastes: Fees in this area include the inspection and permitting of Medical Waste Generators, Skilled Nursing Facilities, and Acute Care Hospitals. Body Art: Fees in this area include the inspection and permitting of Body Art facilities and Artists. This also includes plan checks of new proposed Body Art facilities. Kennel and Pet Shops: Fees in this area include the inspection and permitting of Kennel and Pet Shops Hazardous Materials and Site Mitigation: Fees in this area include the inspection and permitting of business s generating and storing Hazardous Materials, Hazardous Waste. and Underground Storage Tanks. Fees also include inspections of areas requiring clean-up of Hazardous Waste. Land Use: Fees in this area include inspection and permitting of On-Site Sewage Disposal, New Alternative Sewage Disposal, Upgrading and Replacement of Septic Tanks, Water Systems & Wells: Fees in this area include inspection and permitting of Community and Non-Community Water Systems, Bacterial Sampling, Surface Water Treatment facilities, Creation and Destruction of new Water Wells. Miscellaneous: Fees in this area include the special billing of Staff for Clerical and Data Processing Services, and Photo Copies. 255

262 Violation Re-Inspection Fees: Fees for re-inspections required due to violations. Minimum Consultation (All Programs): Hourly consultation fee with a two-hour minimum. Proposed fee amount: Food Service: $ 70 - $ 2,290 Public Swimming Pools/Spas/Hot Tubs: $ $ 2,290 Housing Solid Waste & Vector Control: $ 38 - $ 1,293 Medical Wastes: $ $ 4,419 Body Art: $ $ 499 Kennel and Pet Shops: $212 Hazardous Materials and Site Mitigation: $ $ 2,469 Land Use: $ $ 5,250 Water Systems & Wells: $ $ 3,960 Miscellaneous: $.15 - $230 Violation Re-Inspection Fee: $230 Minimum Consultation (All Programs): $230 Justification for recommended fee: All fee increases in Environmental Health are based upon: Increased Labor Costs due to Negotiated Contracts with SEIU and the Mid Management Association Increased costs associated with Network Connection Fees from ISD Increased costs associated with Telecom Fees from ISD Increased costs based upon actual times to complete inspection versus previous years estimate Increased costs due to planned equipment replacement Estimated annual revenue from fee adjustment: Food Service: $ 47,962 Public Swimming Pools/Spas/Hot Tubs: $ 9,185 Housing Solid Waste & Vector Control: $ 6,327 Medical Wastes: $ 4,225 Body Art: $ 1,668 Kennel and Pet Shops: $ 57 Hazardous Materials and Site Mitigation: $ 320,072 (includes increase of 925 billable hours in Site Mitigation) Water Systems & Wells: $ 5,000 Miscellaneous: $ 500 Violation Re-Inspection Fee: $500 Minimum Consultation (All Programs): $500 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 256

263 Santa Cruz County Unified Fee Schedule Health Services Agency; Emergency Medical Services Budget Unit Items Personnel (Two-year Cycle) Current Fee Proposed Fee Unit Emergency Medical Dispatcher Certification and $75.00 $ Year Cycle Re-Certification Emergency Medical Technician Defibrillator $75.00 $ Year Cycle (EMT-D) Certification and Re-Certification Emergency Medical Technician-Out of County $ $ Year Cycle Certification and Re-Certification Emergency Medical Technician (-Working in $ $ Year Cycle Santa Cruz County Certification and Re- Certification Mobile Intensive Care Nurse (MICN) $75.00 $ Year Cycle Certification and Re-Certification Paramedic Accreditation and Re- $75.00 $ Year Cycle Accreditation Late Fee/No Appointment Charges $25.00 $25.00 Per Appointment Duplicate copies of various EMS certifications $25.00 $25.00 Per Request Duplicate copies of EMS policies and/or procedures $25.00 Per Request Hospital Specialty Care Designation Emergency Department Approved for Pediatrics (EDAP) Designation Stemi Center Designation Stroke Center Designation Trauma Center Designation Base Hospital Designation Other Specialty Center Designation $ $ Year Cycle $ Year Cycle $ Year Cycle $ Year Cycle $ Year Cycle $ Year Cycle Emergency Medical/Public Safety Course Approval 257

264 Santa Cruz County Unified Fee Schedule Health Services Agency; Emergency Medical Services Budget Unit Emergency Medical Services/Public Safety/First Aid Course Approval: Initial Course Approval $ $ st Request Continuing Course Approval $ $ Year Cycle Continuing Education Provider Approval $ Year Cycle (Included in Course Approval if applicable) Provider Permits Ambulance/QRV Inspection Fee $ per ambulance unit ALS Non-Transport Provider Permit Non Ambulance Service Provider Permit Air Ambulance Provider Permit $ per vehicle Per ambulance unit 1-Year Cycle $ Year Cycle $ Year Cycle $ Year Cycle 258

265 Santa Cruz County Unified Fee Schedule Health Services Agency Budget Unit Items Current Fee Proposed Fee Unit OUTPATIENT CLINIC VISIT FEES 100% - 133% of Federal Poverty Level (Ability to Pay Program) 134% - 166% of Federal Poverty Level (Ability to Pay Program) 167% - 200% of Federal Poverty Level (Ability to Pay Program) 201% and Above of Federal Poverty Level - Office Visit Paid in Full on Date of Service $20.00 Office Visit, 20% Other Clinic Charges $30.00 Office Visit, 40% Other Clinic Charges $40.00 Office Visit, 60% Other Clinic Charges $70.00 Office Visit, 100% Other Clinic Charges $25.00 Office Visit, 20% Other Clinic Charges $35.00 Office Visit, 40% Other Clinic Charges $45.00 Office Visit, 60% Other Clinic Charges = Rate for Office Visit, 100% Other Clinic Charges DENTAL SERVICES - VISIT FEE DENTAL VISIT (FQHC) $ $220 Each 100% - 133% of Federal Poverty Level (Ability to Pay Program) 134% - 166% of Federal Poverty Level (Ability to Pay Program) 167% - 200% of Federal Poverty Level (Ability to Pay Program) 20% OF DENTAL CHARGES 40% OF DENTAL CHARGES 60% OF DENTAL CHARGES $50 $90 $

266 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Items Current Fee Proposed Fee Unit FOOD ESTABLISHMENTS Food Service 0-25 seats $ $ seats $ $ seats $ 1, $ 1, seats $ 1, $ 1, or more seats $ 1, $ 1, Food Est./Central Kitchen less than 1000 sq. ft. $ $ Food Est/Central Kitchen 1000 or more sq. ft. $ $ Food Est./Shared Kitchen $ $ Hotel-Motel Complimentary Food Service $ $ School - Limited Food Preparation $ $ School - with Cafeteria/Kitchen $ $ Detention Facility Food Service $ $ Food Service - Non-profit (Tax-exempt) $ $ Food Service - Shelter Kitchen $ $ Satellite Food Service $ $ FOOD PROCESSING Less than 1,000 square feet $ $ ,000 square feet or greater $ $

267 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Cottage Foods Cottage Foods Class A $ $ Cottage Foods Class B $ $ Cottage Foods Class A Initial Application. Review $ $ FOOD VENDING Less than 2000 Square Feet + Limited Food Prep/Processing $ $ Less than 2,000 square feet + 1 Food Prep/Processing $ $ Less than 2,000 square feet + 2 Food Prep/Processing $ 1, $ 1, Less than 2,000 square feet + 3 Food Prep/Processing $ 1, $ 1, ,001 square feet to 5,999 square feet $ $ ,000 square feet to 5,999 square feet + 1 Food Prep/Processing 2,000 square feet to 5,999 square feet +2 Food Prep/Processing 2,000 square feet to 5,999 square feet + 3 food Prep/Processing $ $ $ 1, $ 1, $ 1, $ 1, ,000 square feet or greater $ $ ,000 square feet or greater + 1 Food Prep/Processing $ $ 1,038 6,000 square feet or greater + 2 Food Prep/Processing $ 1, $ 1,353 6,000 square feet or greater + 3 Food Prep/Processing $ 1, $ 1,661 Other - Bar w/o food $ $ ,000 square feet or less $ $ Other - theater snack bars $ $ Community or Special Events 261

268 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Event Organizer, per event $ $ Event Organizer, year round $ $ Vendor, per event $ $ Vendor Year Round, on-site prep only $ $ Vendor Year Round, with off-site prep $ $ Mobile Food Facilities Mobile Unit $ $ Carts - Limited Food Prep $ $ Prepackaged Food Stand $ $ Produce Stand $ $ Certified Farmers Market $ $ Mobile Food Preparation Unit $ $ Carts - Food Prep $ $ Limited Food Sales $ $ Carts - Prepackaged Food $ $ BAKERY $ $ CATERER $ $ Commissary Less than 1,000 sq. ft. food storage area $ $ Commissary 1,000 sq. ft. or greater food storage area $ $ BED AND BREAKFAST/Restricted Food Service Facility $ $ Plan Check (new/modified facility) (One-time fees) 262

269 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Less than 1500 square feet $ 1, $ 1, (+ per hour after 6 hours) $ $ hour Over 1500 square feet $ 2, $ 2, (+ per hour after 8 hours) $ $ hour Food Facility Equipment Replacement $ 1, $ 1, (+ per hour after 4 hours) $ $ hour Minor Plan Check $ $ hour PUBLIC SWIMMING POOLS/SPAS/HOT TUBS Year Round Pool/Spa/Hot Tub $ $ (Annual) Seasonal Pool/Spa/Hot Tub $ $ (Annual) Special Use Pool $ $ 780 (Annual) Wading Pool $ $ (Annual) Inactive Pool/Spa Inspection Fee $ $ (Annual) Pool Spa/Plan Check Plan Check (new/modified pool) $ 2, $2, (+ $ per hour after 8 hours) $ $ per hour Plan Check (new modified spa) $ 2, $2, (+ $ per hour after 8 hours) $ $ per hour Pool/Spa Equipment Replacement $ 1, $1, (+ $ per hour after 4 hours) $ $ per hour Minor Plan Check $ $ per hour 263

270 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit HOUSING, Solid Waste and Vector Substandard Housing $ $ per hour Organized Camp $ 1, $ 1, Employee Housing Permit $ $ Permit to operate (per employee housed or site for employee mobile home or recreation vehicle) $ $ Amended permit $ $ Transfer of ownership $ $ Re-inspection for noncompliance First hour $ $ Each thirty (30) minutes or fraction thereof in excess of one hour $ $ Childhood Lead Poisoning Investigations $ $ per hour Solid Waste Complaints $ $ per hour Vector Control $ $ per hour MEDICAL WASTES Small Quantity Generators (less than 200 pounds per month) Annual File Maintenance Fee for Registration Only $ $ 172 (Annual) Limited Quantity Hauler Exemption $ $ 1,026 (Annual) On-Site Waste Treatment $ $ 684 (Annual) Shared Storage, 10 or fewer generators $ $ 1,024 (Annual) Shared Storage, generators $ 1, $ 1,534 (Annual) Shared Storage, 50 or more generators $ 1, $ 2,042 (Annual) 264

271 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Specialty Clinic $ $ 939 (Annual) Acupuncture $ 172 (Annual) Large quantity generators (200 lbs. or more per month) Acute psychiatric hospitals, intermediate care, licensed clinical lab, medical offices, veterinary clinic/hospital $1, $ 1,881 (Annual) Specialty clinics (surgical, dialysis, rehab) $ 1, $ 2,042 (Annual) Primary Care Clinic $ 1, $ 1,760 (Annual) LQG treating wastes on-site $ 2, $ 2,213 (Annual) Health care service plan facility $ 2, $ 2,555 (Annual) Skilled Nursing Facilities 1-99 beds $ 1, $ 2, (Annual) beds $ 2, $ 2, (Annual) beds $ 2, $ 2, (Annual) Acute Care Hospitals 1-99 beds $ 1, $ 1, (Annual) 100 or more beds $ 2, $ 2, (Annual) Permit application $ 4, $ 4, (one-time fee) (+ $ per hour over 13 hours) $ $ Plan Review (New or Modified Facility) $ $ Transfer Station $ 4, $ 4, (Annual) BODY ART Body Art/Piercing Practitioner Registration $ $

272 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Body Art/Piercing Facility $ $ 499 Annual Body Art Facility Plan Check $ $ 230 per hour Mobile Body Art Vehicle (per facility/vehicle) $ $ Annual Body Art Event Sponsor $ $ per event Body Art Event Temporary Demonstration Booth $ $ per event KENNEL AND PET SHOPS Kennel $ $ Pet Shop $ $ HAZARDOUS MATERIALS MANAGEMENT PLAN (HMMP) HMMP Fees HMMP Short Form 1 Haz Class $ $ 209 (annual) HMMP Short Form 2 Haz Class $ $ 240 (annual) HMMP Short Form 3 Haz Class $ $ 279 (annual) HMMP Short Form 4 Haz Class $ $ 312 (annual) HMMP Short Form 5 Haz Class $ $ 344 (annual) HMMP Short Form 6 Haz Class $ $ 378 (annual) HMMP Short Form 7 Haz Class $ $ 414 (annual) HMMP Short Form Base Fee $ $ 175 annual HMMP Standard Form QR2 $ $ 209 (annual) HMMP Standard Form QR3 $ $ 378 (annual) HMMP Standard Form QR4 $ $ 552 (annual) 266

273 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit HMMP Standard Form QR5 $ $ 705 (annual) HMMP Standard Form QR6 $ $ 890 (annual) HMMP Standard Form Base Fee $ $ 432 annual HMMP Amendment Application $ $ 344 Existing Facility Modification Plan $ $ 601 Closure Plan $ $ 1,039 Closure Plan Hourly rate after 3 hours $ $ per hour New Facility Construction Plan $ 2, $ 2, Consultation Fee $ $ per hour Violation Re-inspection Fee $ $ per hour File Review Fee $ $ per hour Aboveground Petroleum Storage (SPCC Facility) $ $ (annual) Aboveground Petroleum Storage (Non-SPCC) $ $ Residential AG Tank Install + 1st year permit $ $ Residential AG Tank Annual Permit $ $ HAZARDOUS MATERIALS RISK MANAGEMENT PROTECTION PLAN (RMPP) CalARP - RMP Plan Review $ $ 1, CalARP - RMP annual fee $ $ Emergency Response Recovery (business hours) $ $ 240 per hour Emergency Response Recovery (after hours) $ $ 363 per hour HAZARDOUS WASTE 267

274 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Hazardous Waste Generator (Non-RCRA Short Form or Std Form HMMP) $ $ 133 (annual) Hazardous Waste Generator - RCRA LQG $ $ 968 Conditional Exemption Small Quantity Treatment $ $ 262 (annual) Conditional Exemption Special Waste $ $ 262 (annual) Conditionally Authorized $ $ 514 (annual) Permit by Rule $ $ 514 (annual) Household Haz Waste $ $ 968 (annual) Facility Modification Plan $ $ 601 Closure Plan $ $ 1,039 New Facility Construction Plan $ 2, $ 2, Violation Re-Inspection Fee $ $ Consultation Fee $ $ per hour File Review $ $ per hour HAZARDOUS MATERIALS - UNDERGROUND STORAGE TANK (UST) UST Fee per Tank $ $ (annual) Existing Facility Modification Plan $ $ 601 Closure Plan $ $ 1,039 Closure per tank $ $ 414 New Facility Construction Plan $ 2, $ 2,469 Construction $ $ (per tank) Tank Repiping $1, $1,

275 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Violation Re-inspection Fee $ $ Consultation Fees $ $ per hour File Review Fee $ $ per hour Residential UG Tank Annual Permit $ $ SITE MITIGATION Monitoring Well Permit (HAZ-MAT) $ $ (per well) Monitoring Well Destruct (HAZ-MAT) $ $ (per well) Soil Boring (HAZ-MAT) $ $ (per boring) Consultation Fees (Site Mitigation) $ $ per hour WATER SYSTEMS AND WELLS Community and Non-Community Water System Services Request for variance, exemption, waiver $ $ per hour Plan Review $ $ per hour Consultation or Enforcement Action $ $ per hour Additional time over 8 hours $ $ per hour Treatment Plant (other than Surface Water) $ $ annual Additional Time over 4 hours $ $ per hour Community Water Systems - Annual Fee Connections $1, $1, (Annual) Connections $1, $2, (Annual) Connections $2, $2, (Annual) 269

276 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Non-Community Water Systems - Annual Fee Transient, Non-Community $ $1, (Annual) State Small Water Systems Permit application $ $1,030 Amended Permit $ $ (+ $ per hour after 4 hours) $ $ per hour (+ $ per hour after 4 hours) $ $ per hour MISCELLANEOUS Clerical Time $ $ hour Data Processing Time $ $ hour Photo Copies (First) Additional Photo Copies Each VIOLATION Re-Inspection Fee Fee assessed only if a violation noted on a previous inspection or report has not been corrected on or after the required date for correction, as verified by a violation reinspection. No fee is assessed if correction of the violation has occurred prior to the re-inspection. Fee amount is as follows, unless specified above the specific program. $ $ hour MINIMUM CONSULTATION (All Programs) Hourly consultation fees are specified under each program. The minimum fee collected shall be for two hours of consultation at the designated rate. $ WATER LAB FEES Field Collection Samples 1 2 sample collections $50.00 Each 3 or more sample collections $40.00 Each 270

277 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Microbiology Tests Indicator Bacteria for Coliforms: Drinking Water: Test for total Coliforms and E. Coli (presence/absence)-elap certified results 1 2 tests $25.00 Each 3 or more tests $20.00 Each Test for Total Coliforms and E. Coli enumeration- ELAP certified results 1 2 tests $40.00 Each 3 or more tests $35.00 Each Test for Fecal Coliforms 1 2 tests $40.00 Each 3 or more tests $35.00 Each Test for Enterococci-ELAP certified results 1 2 tests $40.00 Each 3 or more tests $35.00 Each Geochemical Parameters Test for Field ph, conductivity, dissolved oxygen $15.00 Each Test for Alkalinity, Hardness 1 2 tests $25.00 Each 3 or more tests $20.00 Each Nutrients Nitrogen Tests: 271

278 Santa Cruz County Unified Fee Schedule HSA Environmental Health Budget Unit Test for Ammonia-Nitrogen 1 2 tests $30.00 Each 3 or more tests $25.00 Each Test for Nitrate-Nitrogen 1 2 tests $30.00 Each 3 or more tests $25.00 Each Phosphorus Tests: Test for Ortho-Phosphate 1 2 tests $30.00 Each 3 or more tests $25.00 Each 272

279 Information Services 273

280 COUNTY OF SANTA CRUZ Information Services Department To: Board of Supervisors From: Kevin Bowling, Director Date: April 16, 2018 Subject: Unified Fee Adjustment Geographic Information Systems (GIS) Rates for programming and printing services for GIS are being increased from $140 per programming hour and $70.00 per map to $142 and $71, respectively. This increase will increase GIS billing rates to the public to the amounts currently charged to County departments to cover costs. County Counsel has reviewed proposed fee changes for Proposition 26 compliance. 274

281 Santa Cruz County Fee Information Worksheet Department/Division: Information Services Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Prints large format maps Proposed fee amount: $71.00 per map Justification for recommended fee: To cover the costs of providing maps. Estimated annual revenue from fee adjustment: $300 Is the adjusted fee revenue included in the budget? Yes [ X ] No [ ] 275

282 Santa Cruz County Fee Information Worksheet Department/Division: Information Services Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: GIS services such as data development, data analysis, map creation, application development, and specialized training. Proposed fee amount: $ per hour Justification for recommended fee: To cover the costs of providing the service. Estimated annual revenue from fee adjustment: $300 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 276

283 Santa Cruz County Unified Fee Schedule Information Services Budget Unit Items Current Fee Proposed Fee Unit Prints Large format maps $70.00 $71.00 Print GIS Services such as data development, data analysis, map creation, application development, and specialized training. $ $ Per hour 277

284 278

285 Parks, Open Space, and Cultural Services 279

286 COUNTY OF SANTA CRUZ PARKS, OPEN SPACE & CULTURAL SERVICES INTER-OFFICE CORRESPONDENCE DATE: May 4, 2018 TO: FROM: SUBJECT: Board of Supervisors Parks, Open Space and Cultural Services Unified Fee Schedule Summary of changes The following is a summary of changes that the Parks Department is recommending be made to the Unified Fee Schedule (UFS) for fiscal year , as detailed in the attached Fee Information worksheets. All fee increases are due to the increased cost of providing the service. Section II Fee Schedule Deviations Reduce the Schedule B and C discounts for non-profits, continuous user, etc. by %. Section III Facility Rental and Administrative Fee Schedule Increase center rental rates by approximately 5-7%. Increase athletic field rental rates by approximately 10%. Increase garden plot fees by approximately 15%. Increase surf contest staging fees by approximately 10%. Add a new fee of $25 for use of the new projector and screen with rentals of the Live Oak Community Rooms B or AB combined. If you have any question, please contact Kim Namba directly at extension

287 Santa Cruz County Fee Information Worksheet Department/Division: POSCS / Facilities Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: To increase the hourly rental rates for four park centers by approximately 5-7%. Proposed fee amount: Aptos Park: Highlands Park: Quail Hollow Ranch: Valencia Hall: $130 Resident / $143 Non-Resident $150 Resident / $165 Non-Resident $130 Resident / $143 Non-Resident $85 Resident / $94 Non-Resident Justification for recommended fee: The park centers continue to be popular as destination wedding and event sites. Rental rates in County Parks continue to provide affordable locations in comparison to comparable venues. The hourly fee increase will maintain affordable rental rates, cover costs and increase overall budget revenues for the Facilities section of the Parks Department. The last increase to these fees was in FY Estimated annual revenue from fee adjustment: $ in , then $10000 annually Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 281

288 Santa Cruz County Fee Information Worksheet Department/Division: Parks - Facilities Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: To increase hourly rental rates by approximately 10% for athletic fields Proposed fee amount: Youth resident: $28.00 Youth non-resident: $31.00 Adult resident: $35.00 Adult non-resident: $39.00 Justification for recommended fee: The fee increase will help offset costs of operations, maintenance, and staffing as well as reflect inflation costs. An increase of approximately 10% will increase budget revenues. The last increase was in FY Estimated annual revenue from fee adjustment: $7, in , then $15,000 annually Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 282

289 Santa Cruz County Fee Information Worksheet Department/Division: POSCS / Facilities Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: To increase the annual garden plot fee by approximately 15%. The Department currently has community gardens at Jose Avenue Park, Felt Street Park, and The Farm Park. Proposed fee amount: Resident: $65.00 Non-Resident: $70.00 Justification for recommended fee: The fee increase will help offset increased water costs happening throughout the county. A rental rate increase from $55 / $60 to $65 / $70 for this one-time annual fee will help defray maintenance and water costs for these popular community garden spaces. The last update to this fee was in FY Estimated annual revenue from fee adjustment: Approximately $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 283

290 Santa Cruz County Fee Information Worksheet Department/Division: POSCS / Facilities Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: To increase the surf contest staging fees by approximately 10%. Proposed fee amount: Resident: $50.00/Hour Non-Resident: $55.00/Hour Justification for recommended fee: To increase revenues, offset costs of operations, and reflect inflation. The last increase to these fees was in FY Estimated annual revenue from fee adjustment: $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 284

291 Santa Cruz County Fee Information Worksheet Department/Division: Parks - Facilities Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: To decrease the single and double discounts ranges for non-profit, continuous user and winter rates as detailed in Schedules B and C in the Unified Fee Schedule. Proposed fee amount: SCHEDULE B Non-Profit Rate; Commercial Private; Continuous Users: Winter Discount (Park Centers Only) 15-20% discount SCHEDULE C Non-Profit Continuous Users 40-45% discount Justification for recommended fee: In order to meet increased revenue demands and offset costs of operations, maintenance, and staffing as well as reflect inflation costs, a decrease to these discounts will increase the overall rental revenues. Estimated annual revenue from fee adjustment: $12,000 in , then $15,000 annually Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 285

292 Santa Cruz County Fee Information Worksheet Department/Division: Parks - Facilities Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: To add a fee for rental of the projector and screen at the Live Oak Community Room at the Simpkins Family Swim Center during rentals of room B or AB. Proposed fee amount: Projector and Screen $25.00 Justification for recommended fee: A fee for rental of the new projector and screen will help offset staffing and technology costs associated with coordinating use of the equipment for rentals. Estimated annual revenue from fee adjustment: $500 annually Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 286

293 Santa Cruz County Unified Fee Schedule Parks, Open Space & Cultural Services Budget Unit Item Current Fee Proposed Fee Unit SECTION I- USER GROUP DEFINITION NON-PROFIT - Must show proof of non-profit tax exempt status number CONTINUOUS USER - Continuous user (eligible for 2520% rental fee reduction) books 5 or more dates at the same time SECTION II - FEE SCHEDULE DEVIATIONS -Contact Parks for information. SCHEDULE A COMMERCIAL/PRIVATE PARTIES Eligible for 25% reduction Eligible for 25% reduction Eligible for 20% reduction Eligible for 20% reduction SCHEDULE B NON-PROFIT RATE; COMMERCIAL PRIVATE; CONTINUOUS USERS; WINTER RATE (Park Centers Only) SCHEDULE C NON-PROFIT CONTINUOUS USERS SECTION III - FACILITY RENTAL AND ADMINISTRATIVE FEE SCHEDULE A. ALL PARKS - FACILITY RENTAL 20-25% discount off of Schedule A % discount off of Schedule A 15-20% discount off of Schedule A 40-45% discount off of Schedule A 1. PORTION OF GROUNDS Schedule B Schedule C 2. PORTION OF GROUNDS-FITNESS PROGRAM/SPECIALTY CLASS Schedule B 3. ATHLETIC COURTS Schedule B Schedule C 4. SURF CONTEST STAGING Schedule A 25% discount off Schedule A 50% discount off Schedule A 25% discount off Schedule A 25% discount off Schedule A 50% discount off Schedule A 20% discount off Schedule A 40% discount off Schedule A 20% discount off Schedule A 20% discount off Schedule A 40% discount off Schedule A 287

294 RESIDENT $ per hour NON-RESIDENT $ per hour Schedule B Schedule C 5. CONCESSIONS-DAILY Schedule B 6. CONCESSIONS-MONTHLY 25% discount off Schedule A 50% discount off Schedule A 25% discount off Schedule A 20% discount off Schedule A 40% discount off Schedule A 20% discount off Schedule A Schedule B 25% discount off Schedule A; 20% discount if for profit vendor commits to six months of use in one season 20% discount off Schedule A; 15% discount if for profit vendor commits to six months of use in one season 8. GARDEN PLOTS Schedule A RESIDENT $ annually NON-RESIDENT $ annually B. ATHLETIC FIELDS - FACILITY RENTAL Schedule A 1. YOUTH RESIDENT $ per hour NON-RESIDENT $ per hour 2. ADULT RESIDENT $ per hour NON-RESIDENT $ per hour Schedule B Schedule C C. GROUP PICNIC AREAS- FACILITY RENTAL 25% off of Schedule A 47.5% off of Schedule A 20% discount off Schedule A 45% off of Schedule A 288

295 Schedule B Schedule C D. PARK CENTERS - FACILITY RENTAL 1. COMPLETE CENTER Schedule A a. APTOS VILLAGE PARK (Capacity 200*) Complete Center Rental Includes: Community Hall, Patio, Parking Lot, and Gazebo *Winter Capacity: % discount off Schedule A 50% discount off Schedule A 20% discount off Schedule A 40% discount off Schedule A RESIDENT $ per hour NON-RESIDENT $ per hour b. HIGHLANDS PARK (Capacity 200*) Complete Center Rental Includes: Lorenzo Room, Garden Room, Kitchen, Bridal Changing Room, and Lawn Area *Winter Capacity: 100 RESIDENT $ per hour NON-RESIDENT $ per hour c. QUAIL HOLLOW RANCH (Capacity 100*) Complete Center Rental Includes: Quail Room, Kitchen, and Connecting Lawn Area *Winter Capacity: 50 RESIDENT $ per hour NON-RESIDENT $ per hour e. VALENCIA HALL (Capacity 80) Complete Center Rental Includes: Community Room and Kitchen RESIDENT $ per hour NON-RESIDENT $ per hour Schedule B *Winter Rates: November 1st - March 31st, Center Rentals ONLY 2. MEETING ROOMS 25% off of Schedule A 20% off of Schedule A 289

296 Schedule B Schedule C E. EXCLUSIVE COMPLETE PARK RENTAL FOR SPECIAL EVENTS - FACILITY RENTAL Schedule B H. EQUIPMENT RENTAL 25% discount off Schedule A 50% discount off Schedule A 25% off of Schedule A 20% discount off Schedule A 40% discount off Schedule A 20% off of Schedule A 5. Projector and Screen-SFSC $25.00 each SECTION IV - SIMPKINS FAMILY SWIM CENTER- POOL RENTAL AND ENTRY FEES A. POOL RENTAL FEES 1. WATER SLIDE & Lane 1 of 50 Meter Pool - maximum swimmers (35) Schedule B 2. WARM WATER POOL, Water Slide & Lane 1 - maximum swimmers (80) Schedule B 3. WARM WATER POOL & Lane 1 - maximum swimmers (65) Schedule B 4. WARM WATER POOL - maximum swimmers (60) Schedule B 5. WARM WATER POOL - maximum swimmers (45) Schedule B 6. ADDITIONAL LANES in 50 Meter Pool - maximum swimmers (+35 swimmers per lane) Schedule B 7. CLIMBING WALL Schedule B 8. WARM WATER POOL & WATER SLIDE - maximum swimmers (60) 25% off of Schedule A 25% off of Schedule A 25% off of Schedule A 25% off of Schedule A 25% off of Schedule A 25% off of Schedule A 25% off of Schedule A 20% off of Schedule A 20% off of Schedule A 20% off of Schedule A 20% off of Schedule A 20% off of Schedule A 20% off of Schedule A 20% off of Schedule A 290

297 Schedule B 5. WARM WATER POOL - maximum swimmers (45) Schedule B 9. AQUATIC COMPLEX RENTAL Schedule B METER POOL - SHARED USE Schedule B 25% off of Schedule A 25% off of Schedule A 25% off of Schedule A 25% off of Schedule A 20% off of Schedule A 20% off of Schedule A 20% off of Schedule A 20% off of Schedule A 291

298 292

299 Personnel 293

300 294

301 Santa Cruz County Fee Information Worksheet Department/Division: Personnel / Mobile and Manufactured Home Commission Office Index Code: Fund Fee Authority: State [ X ] Local [ ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: The space fee is imposed upon each mobile home space which is subject to the provisions of the rent stabilization ordinance (SCCC ). The fee is imposed for the purposes of staffing the Commission and funding the legal and administrative expenses related to the hearing process and procedures established by the ordinance. This fee was previously collected from County Counsel, but officially transfers to Personnel in Proposed fee amount: $38.00 Justification for recommended fee: The ongoing cost to support the rent stabilization ordinance has risen, and the number of spaces paying into the fund has decreased. Estimated annual revenue from fee adjustment: $24,312 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 295

302 Santa Cruz County Unified Fee Schedule Personnel Department Budget Unit Items Current Fee Proposed Fee Unit MOBILE HOME SPACE FEE $26.00 $

303 Probation 297

304 PROBATION DEPARTMENT C O U N T Y O F S A N T A C R U Z PROBATION CENTER P.O. BOX 1812, SANTA CRUZ, CA GRAHAM HILL ROAD, SANTA CRUZ, CA PHONE: (831) SCOTT MACDONALD, CHIEF PROBATION OFFICER FAX: (831) DATE: May 29, 2018 TO: FROM: SUBJECT: Board of Supervisors Fernando Giraldo, Chief Probation Officer Adult Electronic Monitoring Fees The Probation Department recommends the removal of the Adult Electronic Monitoring Fee (PC ) from the Unified Fee Schedule. This fee has not been collected since 2014, when post-sentencing electronic monitoring was discontinued. Electronic monitoring is still used as a pretrial tool. Working with consultants in 2014, Probation piloted and implemented a new public safety assessment tool with the goal of keeping people awaiting trial out of jail. Eliminating the electronic monitoring fee was a key recommendation in achieving this goal. Inability to pay fees for release and unpaid fees lead to more jail-bed days, undue indebtedness, and worse public safety outcomes. Fernando Giraldo, Chief Probation Officer 298

305 Santa Cruz County Fee Information Worksheet Department/Division: Probation Index Code: Fee Authority: PC State [ X ] Local [ ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: ADULT ELECTRONIC MONITORING (PC ) Proposed fee amount: Delete from the UFS Justification for recommended fee: $0 Estimated annual revenue from fee adjustment: $0 Is the adjusted fee revenue included in the Budget Request? Yes [ ] No [ X ] 299

306 Santa Cruz County Unified Fee Schedule Probation Budget Unit Items Current Fee Proposed Fee Unit ADULT ELECTRONIC MONITORING (PC ) $30.00 Per Day 300

307 Public Works Department 301

308 DATE: May 7, 2018 COUNTY OF SANTA CRUZ DEPARTMENT OF PUBLIC WORKS INTER-OFFICE CORRESPONDENCE TO: FROM: Board of Supervisors Department of Public Works SUBJECT: UNIFIED FEE SCHEDULE SUMMARY OF CHANGES, GENERAL FEES The following is a summary of changes that the Department of Public Works is recommending be made to the Unified Fee Schedule (UFS) for fiscal year , as detailed in the attached Fee Information worksheets. All fees have been modified to recoup the actual cost of providing the service. Solid Waste and Recycling Refuse, wood waste, concrete, asphalt, and other various fees have been adjusted to maintain baseline diversion and waste handling activities. Road Operations Engineering Increase in various encroachment permit fees to recoup current costs. Increase various miscellaneous fees for signage and installation to recoup current costs. Survey and Development Review Increase in large format copy fees. Increase in GIS based copy fees. Traffic Control Devices Increase various miscellaneous fees for signage and installation to recoup current costs. 302

309 303

310 Santa Cruz County Fee Information Worksheet Department/Division: Public Works, Recycling and Solid Waste Services Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Most, of the programs funded under the Recycling and Solid Waste Services Enterprise Fund are State mandated including environmental monitoring and control systems, waste diversion activities, State agency permitting and enforcement activities, Household Hazardous Waste Management Programs, landfill closure and post-closure maintenance funding, and development of programs to meet State required landfill diversion levels enacted under AB 939 and AB1826. Rates require adjustment to maintain baseline diversion and waste handling activities, increased operational, environmental compliance and labor expenses and fund for capital improvements and facility and equipment maintenance and replacement. Description of services: Buena Vista Landfill and Ben Lomond Transfer Station Operations, Household Hazardous Waste Collection Program Operations, operations of environmental monitoring and control programs for active and closed landfills, ongoing funding for future landfill closure and post-closure maintenance, development and expansion of County recycling and refuse diversion programs to comply with AB 939, AB1826 and County adopted zero waste goal and preserve limited County landfill space. 304 Proposed fee amount: 1. Increase refuse disposal fee by $2.00 per ton for weighed vehicles, by $1.00 for minimum charge and by $2.00 per ton for drop/roll-off boxes. 2. Increase special handle refuse disposal fee by $4.00 per ton for weighed vehicles and by $1.00 for minimum charge. 3. Increase mixed recoverable materials processing fee by $2.00 per ton for weighed vehicles and by $1.00 for minimum charge. 4. Increase wood waste/yard waste processing fee by $1.00 per ton for weighed vehicles and by $1.00 for minimum charge. 5. Increase fee for sorted concrete by $1.00 per ton for weighed vehicles, and by $1.00 for minimum charge. 6. Increase fee for clean, sorted concrete debris processing fee by $1.00 per ton for weighed vehicles and by $1.00 for minimum charge. 7. Increase fee for oversized concrete debris processing fee by $1.00 per ton and by $1.00 for minimum charge. 8. Increase fee for sorted asphalt/base rock, brick, tile & porcelain processing fee by $1.00 per ton for weighed vehicles and by $1.00 for minimum charge. 9. Increase fee for sheetrock/gypsum board recycling by$1.00 per ton for weighed vehicles and $1.00 for minimum charge. 10. Increase carpet/foam carpet padding recycling fee by $1.00 per ton for weighed vehicles and $1.00 for minimum charge. 11. Increase crushed concrete base rock and rubble purchase fee by $1.00 per ton and by $1.00 for minimum charge. 12. Increase fee for tires <36 by $4.00 per tire. 13. Increase fee for tires 36 to 48 by $4.00 per tire.

311 14. Increase fee for tires 49 to 60 by $5.00 per tire. 15. Increase fee for tires >60 by $10 per tire. 16. Increase fee for Bulk tires (>25) by $30.00 per load. 17. Increase fee for Appliances without Freon by $2.00 per appliance. 18. Add new fee for Appliances with Freon at $20.00 for each appliance. 19. Increase fee for Jump Start Service by $1.00 per occurrence. 20. Increase fee for Pull Off/Push Off Service by $2.00 for minimum charge. 21. Increase fee for Uncovered/Unsecured Loads by $5.00 per load 22. Reduce fee for Mattresses, Box Springs and Futons to Free 23. Increase fee for Propane Tanks, 1 to 5 Gallons by $1.00 for each tank 24. Minor policy and wording corrections. Estimated annual revenue from fee adjustment: Material Proposed Fee Changes Est. Revenue 1. Refuse Weighed Vehicles Drop/Roll-Off Boxes (+) $2.00 per ton $ 25, Refuse Weighed Vehicles (+) $2.00 per ton $ 93, Refuse Minimum Charge (+) $1.00 per ton $ 69, Special Handle Refuse Weighed Vehicles (+) $4.00 per ton $ 3, Special Handle Refuse Minimum Charge (+) $1.00 $ Wood Waste/Yard Waste - Weighed Vehicles (+) $1.00 per ton $ 17, Mixed Recoverable Materials - Weighed Vehicles (+) $6.00 per ton $ 3, Mixed Recoverable Materials Minimum Charge (+) $1.00 $ 2, Wood Waste/Yard Waste Minimum Charge (+) $1.00 $ 20, Concrete, Sorted Weighed Vehicles (+) $1.00 per ton $ 9, Concrete, Sorted Minimum Charge (+) $1.00 Incl. above 12. Concrete, Oversized Weighed Vehicles (+) $1.00 per ton $ Concrete, Oversized Minimum Charge (+) $1.00 Incl. above 14. Asphalt/base rock, brick, tile & porcelain Weighed Vehicles (+) $1.00 per ton $ 8, Asphalt/base rock, brick, tile & porcelain Minimum Charge (+) $1.00 Incl. above 16. Sheetrock/Gypsum Board Weighed Vehicles (+) $1.00 per ton $ Sheetrock/Gypsum Board Minimum Charge (+) $1.00 $ Carpet/Foam Carpet Padding Weighed Vehicles (+) $1.00 $ Carpet/Foam Carpet Padding Minimum Charge (+) $1.00 $ Concrete Baserock and Rubble Purchase Fee (+) $1.00 per ton $ 8, Concrete Baserock and Rubble Purchase Fee Min Charge (+) $1.00 Incl. above 22. Tires <36 (+) $4.00 per tire $ 17, Tires 36 to 48 (+) $4.00 per tire $ Tires 49 to 60 (+) $5.00 per tire $ Tires >60 (+) $10.00 per tire $ Bulk Tires (>25) (+) $30.00 $ 1, Appliances without Freon (+) $2.00 per appl. $ 8, Appliances with Freon NEW $ 16, Jump Start Service (+)$1.00 per occur. $ Push Off/Pull Off Servcie (+) $2.00 $ 14 Total Revenue Increase $309,446 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 305

312 Santa Cruz County Fee Information Worksheet Department/Division: Public Works Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Encroachment Permits Proposed Fee Amount: PERMIT Current Fee Proposed Fee Encroachment Building Permit Review $ $ Blanket Permits: Poles: PG&E $ 8, $ 8, AT&T/SBC $ 4, $ 4, Other Utilities $ 2, $ 2, Tree Trimming for Utility Clearance $ 2, $ 2, Utilities: Major $ 4, $ 4, Regular $ 3, $ 3, Temporary Commercial Real Estate Signs $ 1, $ 1, Major Encroachment Permits (Typically Require Engineered Plans): Actual Cost Deposit Required $ 2, Regular Encroachment Permits (May Require Engineered Plans) $ 1, $ 1, Minor Encroachment Permits $ $ Driveway Permit $ 1, $ 1, Special Event Permits: Parade/Community Events $ $ Subsequent Permits $ $ Minor Events Marathons, Triathlons, Bicycle, and Running (events that charge participant entry fees) Minimum $ $ Staff time in excess of 8 hours Actual Cost Major Events Actual Cost Deposit $ 1, $ 1, Prepare Traffic Control Plans per Caltrans specification $ $ Curb, Gutter And Sidewalk (Less Than 100 Ft.) $ $ Utility Trench: 99 ft. or less $ 1, $ 1, ft. to 249 ft. $ 1, $ 1, ft. to 499 ft. $ 1, $ 1, ft. to 1,000 ft. $ 2, $ 2, Utility Trench over 1,000 ft. or Major Project Deposit $ 2, $ 2, Encroachment Discretionary Application Review $ $ Trench Cut Calculation Fee - Any Utility Trench $ $ Estimated annual revenue from fee adjustment: $1, Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 306

313 Santa Cruz County Fee Information Worksheet Department/Division: Public Works/Survey and Development Review Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Provide large format copies, including maps and improvement plans. Proposed fee amount: Print Price Reproducible Price TYPE OF MAP SIZE (INCHES) Current Proposed Current Proposed ASSESSOR MAP/FORMS 11 X 17 $2.80 $2.90 $4.10 $4.25 GENERAL 18 X 24 $8.20 $8.45 $9.20 $9.45 RECORDED MAPS 18 X 28 $8.20 $8.45 $9.20 $9.45 GENERAL (Improvement plans, plan lines, aerial topography) 24 X 36 $8.20 $8.45 $9.20 $9.45 BASE MAP/LG. RD. ATLAS 36 X 36 $9.20 $9.45 $10.25 $10.55 ROLL STOCK (PRINT COST) 18" Roll 24" Roll 36" Roll LENGTH Current Proposed Current Proposed Current Proposed To 36" $8.20 $8.45 $8.20 $8.45 $9.20 $ " $8.70 $9.00 $8.70 $9.00 $9.75 $ " $9.20 $9.45 $9.20 $9.45 $10.25 $ " $9.75 $10.00 $9.75 $10.00 $10.75 $11.00 GIS BASED COPIES Current Proposed 8-1/2 x 11 $12.80 $ x 17 $25.65 $ X 24 $38.50 $ x 36 $51.35 $53.00 Justification for recommended fee: Fee increases reflect the actual cost of providing the service. Estimated annual revenue from fee adjustment: $1,500 Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 307

314 Santa Cruz County Fee Information Worksheet Department/Division: Public Works Index Code: Fee Authority: State [ ] Local [ X ] Is the fee mandated by State Law? Yes [ ] No [ X ] Description of services: Traffic Control Devices ITEM Current Fee Proposed Fee Sign only, customer pick-up,single Street Name Sign $ $ Sign only, customer pick-up,double Street Name Sign $ $ Sign only, customer pick-up,single Street Name Sign $ $ Sign only, customer pick-up,double Street Name Sign $ $ Sign with post, includes installation,single Street Name Sign $ $ Sign with post, includes installation,double Street Name Sign $ $ Sign with post, includes installation,stop / Regulatory Sign $ $ Sign with post, includes installation,warning Sign - 30" X 30" $ $ Sign with post, includes installation,miscellaneous Ready-Made Sign - 12" X 18" $ $ Red Curb Painting (Plus $4.50 Per Foot Of Curb) $ $ Voluntary Roadside Vegetation Control Marker Installation Fee $ $ Victim's Memorial Sign Fabrication and Installation $ $ Justification for recommended fee: This fee increase is necessary to recoup annual increase in labor costs. Estimated annual revenue from fee adjustment: $ Is the adjusted fee revenue included in the Budget Request? Yes [ X ] No [ ] 308

315 Santa Cruz County Unified Fee Schedule Public Works Budget Unit Current Fee Proposed Fee Items Units Voluntary Roadside Vegetation Control Marker Installation Fee $76.00 $79.00 per installation Victim's Memorial Sign Fabrication and Installation $ $ per installation Corner Record, Indexing Fee $7.00 $ st page All Trash Cans, Barrels, Drums or Bags up to 64 Gallons $11.00 $12.00 each SPECIAL HANDLE REFUSE Weighed Loads $ $ per ton Minimum Charge $32.00 $33.00 Pull off/push off service for agricultural plastic loads $41.00 $43.00 Uncovered/Unsecured Loads $18.00 $23.00 per load CLEAN, SORTED WOODWASTE & YARDWASTE Weighed Loads $50.00 $51.00 per ton Minimum Charge $14.00 $15.00 CLEAN, SORTED CONCRETE Weighed Loads $14.00 $15.00 per ton Minimum Charge $14.00 $15.00 Oversized(over 2 feet in any direction) Weighed Loads $28.00 $29.00 per ton Minimum Charge $28.00 $29.00 CRUSHED CONCRETE (BASEROCK) OR RUBBLE FOR SALE Weighed Loads $8.00 $9.00 per ton Minimum Charge $8.00 $9.00 CLEAN, SORTED ASPHALT, BRICK, BASEROCK, CERAMIC TILE & PORCELAIN Weighed Loads - Buena Vista Landfill Only $14.00 $15.00 per ton Minimum Charge $14.00 $15.00 MIXED RECOVERABLE MATERIALS Weighed Loads $63.00 $65.00 per ton Minimum Charge $20.00 $21.00 SHEETROCK/GYPSUM BOARD County Service Area 9C, Recycling & Solid Waste Minimum Charge $14.00 $15.00 Per Ton $40.00 $41.00 Mattresses, Box Springs & Futons $13.00 Free per piece 309

316 Items TIRES & MISCELLANEOUS RUBBER ITEMS Santa Cruz County Unified Fee Schedule Public Works Budget Unit Current Fee Proposed Fee Less than 36 inches $6.00 $10.00 each 36 inches to 48 inches $22.00 $26.00 each 49 inces to 60 inches $50.00 $55.00 each Over 60 inches $ $ each Bulk Loads (over 25 tires) $ $ per ton GARBAGE, REFUSE AND TRASH Weighed Loads $75.00 $77.00 per ton Weighed Loads - Minimum Charge $22.00 $23.00 Weighed Drop/Roll-off Boxes $66.00 $68.00 per ton Minimum Charge $22.00 $23.00 CARPET PADDING & CLEAN FOAM RUBBER PADDING Per ton $40.00 $41.00 Minimum Charge $14.00 $15.00 APPLIANCES Units Appliances without Freon $10.00 $12.00 per appliance Appliances with Freon $10.00 $20.00 per appliance Televisions, Computer Monitors, and All Cathode Ray Tube, Plasma or LCD Devices Free Limit 2 units per day Limit 5 units per day Jump Start $15.00 $16.00 Per Occurrence Propane Tanks - 1 to 5 Gallons $6.00 $7.00 each Encroachment Permits Encroachment Building Permit Review $ $ Blanket Permits: Poles: PG&E $8, $8, AT&T/SBC $4, $4, Other Utilities $2, $2, Tree Trimming for Utility Clearance $2, $2, Utilities: Major $4, $4, Regular $3, $3, Temporary Commercial Real Estate Signs $1, $1,

317 Santa Cruz County Unified Fee Schedule Public Works Budget Unit Items Major Encroachment Permits (Typically Require Engineered Plans): Current Fee Proposed Fee Actual Cost Deposit Required $2, $2, Regular Encroachment Permits (May Require Engineered Plans) $1, $1, Minor Encroachment Permits $ $ Driveway Permit $1, $1, Special Event Permits: Parade/Community Events $ $ Subsequent Permits $ $ Minor Events Marathons, Triathlons, Bicycle, and Running (events that charge participant entry fees) Minimum $ $ Staff time in excess of 8 hours Actual Cost Major Events Actual Cost Deposit $1, $1, Prepare Traffic Control Plans per Caltrans specification $ $ Curb, Gutter And Sidewalk (Less Than 100 Ft.) $ $ Utility Trench: 99 ft. or less $1, $1, ft. to 249 ft. $1, $1, ft. to 499 ft. $1, $1, ft. to 1,000 ft. $2, $2, Units Utility Trench over 1,000 ft. or Major Project Deposit $2, $2, Deposit Encroachment Discretionary Application Review $ $ Trench Cut Calculation Fee - Any Utility Trench $ $ per trench Traffic Control Devices Sign only, customer pick-up,single Street Name Sign $ $ Sign only, customer pick-up,double Street Name Sign $ $ Sign only, customer pick-up,single Street Name Sign $ $ Sign only, customer pick-up,double Street Name Sign $ $ Sign with post, includes installation,single Street Name Sign Sign with post, includes installation,double Street Name Sign Sign with post, includes installation,stop / Regulatory Sign $ $ $ $ $ $

318 Santa Cruz County Unified Fee Schedule Public Works Budget Unit Items Current Fee Proposed Fee Sign with post, includes installation,warning Sign - 30" X 30" $ $ Sign with post, includes installation,miscellaneous Ready-Made Sign - 12" X 18" $ $ Red Curb Painting (Plus $4.50 Per Foot Of Curb) $98.00 $ Maps and Reproducibles Assessor Map/Forms - 11 x 17 Print Price $2.80 $2.90 Reproducbile Price $4.10 $4.25 General - 18 x 24 Print Price $8.20 $8.45 Reproducbile Price $9.20 $9.45 Recorded Maps - 18 x 28 Print Price $8.20 $8.45 Reproducbile Price $9.20 $9.45 GENERAL (Improvement plans, plan lines, aerial topography) - 24 x 36 Print Price $8.20 $8.45 Reproducbile Price $9.20 $9.45 Base Map/Large Road Atlas Print Price $9.20 $9.45 Reproducbile Price $10.25 $10.55 ROLL STOCK (PRINT COST) To - 36" 18" Roll $8.20 $ " Roll $8.20 $ " Roll $9.20 $ " 18" Roll $8.70 $ " Roll $8.70 $ " Roll $9.75 $ " 18" Roll $9.20 $ " Roll $9.20 $ " Roll $10.25 $ " 18" Roll $9.75 $ " Roll $9.75 $ " Roll $10.75 $11.00 GEOGRAPHIC INFORMATION SYSTEM (GIS) BASED COPIES 8-1/2 x 11 $12.80 $ x 17 $25.65 $ X 24 $38.50 $ x 36 $51.35 $53.00 Units 312

319 Sheriff s Office 313

320 314

321 315