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Coachella Valley Mosquito and Vector Control
District Board of Trustees Meeting June 10, 2008 |
Agenda Item: New Business
Discussion and possible action by
the Board regarding a proposed “Scope of Work” to be included in a Request for
Proposals for an outside audit of District operations. Ray Griest, Interim General Manager
Background:
Several meetings ago the Board requested that staff develop a “Scope of Work” for the Board to consider in regards to possibly contracting for an outside audit of District operations. The following scope is proposed for consideration by the Board:
“The Coachella Valley Mosquito & Vector Control District is seeking proposals from qualified Consultants to complete a comprehensive organizational audit of District operations. The Consultant will conduct interviews at all levels of the organization including Trustees, General Manager, Assistant to the General Manager, Finance Manager, Personnel Manager, Operations Manager, Scientific Operations Manager, Field Supervisors, Information Systems Analyst, and selected other employees at the discretion the Consultant not to exceed a total of 35 people. The goal will be to pinpoint those areas that need to be addressed from the perspective of those interviewed in order to enhance morale, and organizational efficiency and effectiveness including but not limited to modifications to position classifications, job descriptions, the compensation plan, work rules, material and equipment inventory and priorities, operational and/or administrative policies and procedures.
Based on these interviews as well as surveys of other comparable agencies, the Consultant will make recommendations to the Board of Trustees regarding modifications to the District organization including but not limited to the personnel classification and compensation plans, staffing levels, reporting relationships, material and equipment needs, written policies and procedures, and/or best practices adopted by other vector control districts.
The Consultant will review their findings and recommendations with the General Manager prior to preparing a final written report for the Board of Trustees. Where there is an added cost associated with any recommendation, the Consultant will estimate that cost and make recommendations to minimize the budget impact and/or incorporate into their audit report examples of the most cost-effective approaches used by other agencies to implement similar recommendations.”
Staff
Recommendation:
It is recommended that the Board take one of the following actions:
1. Approve the proposed Scope of Work and direct staff to proceed with the RFP process.
2. Amend the proposed scope of work and provide further direction to staff regarding the RFP process.
3. Table this matter for now and direct the Interim General Manager to complete an audit of the District organization and implement appropriate changes to address the issues outlined in the Scope of Work set forth above.
4. Provide staff with other direction as deemed appropriate.
Fiscal Impact:
It is estimated that the Scope of Work set forth above will entail a cost of at least $50,000. The Draft Budget for FY 2008-09 contains a Miscellaneous Professional Fees line item (Account 6095.01.225) with a proposed appropriation of $102,000 - of this amount $82,000 has been earmarked to address specific departmental requests. This leaves an unallocated amount of $20,000 for an outside audit or other approved professional services expenditures in FY 2008-09.