HomeMy WebLinkAboutAGENDA BACKUP 09-02-93
PAGE 1 OF 6
BOARD MEETING OF
NO.
September 2, 1993
8. PERSONNEL a.
SUBJECT
DATE
ADOPT AMENDED CLASS SPECIFICATION FOR
PUBLIC INFORMATION AND GRAPHICS COORDINATOR
AND AUTHORIZE INTERNAL RECRUITMENT
August 19, 1993
TYPE OF ACTION
PERSONNEL
SUBMITTED BY
Cathryn Freitas, Personnel Officer
INITIATING DEPT./DIV.
Ad m inistrative/Personnel
ISSUE: Changes to employee class specifications must be approved by the Board. Authorization
is requested to limit recruitment to qualified in-house candidates.
BACKGROUND: As you may recall, Public Information and Graphics Coordinator Colleen Camicia
relocated to Texas. Given the staffing needs of the public education program, speaker's bureau,
solid waste information activities and day to day graphic and printing needs of the District, staff
has discussed with and received the recommendation of the Board Personnel Committee to fill the
vacant Public Information and Graphic Coordinator position under the condition that one District
position be eliminated. They also reviewed and approved changes to the class specification.
In order to achieve the goal of reducing the number of staff, staff would like to post the position
for internal promotion only. This procedure is in contrast to the language in the current
Memorandum Of Understanding with MS/CG which requires outside and in-house recruitment.
However, the Management Support/Confidential Group has agreed to this change in procedure
(see attached letter from Doug Craig, President, MS/CG).
Prior to recruiting, and with the support of the Management Support/Confidential Group, staff
would like to amend the class specification to more accurately reflect the job duties (see attached
specification for changes). For example, Ms Camicia supervised the Secretarial Support staff.
Currently, Secretary of the District Joyce Murphy has assumed this responsibility on a permanent
basis. Also, greater emphasis in the class specification has been placed on the knowledge of
graphic software programs and the ability to use these programs and analyze related computer
malfunctions. Additionally, direct relations with the media have been and will continue to be
handled by Deputy General Manager Paul Morsen. Media relations have been deleted from the
specification.
RECOMMENDATION: Adopt the amended class specification for Public Information and Graphics
Coordinator and authorize staff to limit recruitment of the Public Information and Graphics
Coordinator to qualified in-house candidates.
RE~EWEDANDRECOMMENDEDFORBOARDAcnON
INITIATING DEPT./DIV.
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September 8, 1993
Mr. Paul Morsen
Central Contra Costa Sanitary District
5019 Imhoff Place
Martinez, CA 94553
Dear Paul:
I received your letter concerning the recruitment of qualified in-house employees to fill the
vacancy left by the departure of Colleen Camicia. Given the economic climate, we
consider this deviation from the Memorandum of Understanding as a positive approach
to reduce costs, avoid layoffs, and provide a potential promotional opportunity for current
employees.
We believe a two-week posting on the position is desirable since some employees are still
taking vacation and may miss a shorter notification period.
We appreciate management's efforts to downsize through attrition and utilize existing
staff when possible to fill the void left by a departing employee. We realize that each
position needs to be evaluated separately to determine the appropriate personnel
response, and we look forward to involvement in the future as other vacancies arise.
Si
Dou las J. Craig
President
DJC:mg
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective:
Range:
Respirator Class:
S-68
3
PUBLIC INFORMATION AND GRAPHICS COORDINATOR
DEFINITION
Plan, organize, and coordinate a District public information program; advise and assist top
management in public information activities; maintain a liaison with looal modia.
SUPERVISION RECEIVED AND EXERCISED
Receive general direction from the Deputy General Manager. May receive specific
requests from the General Manager Chief Engineer other management employees.
Exercise general and direct supervision over the Public Information and Graphics Section
Secretarial Support staff.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the
following:
Supervise the public information and secretarial support graphics staff.
Plan, write, and produce annual reports, fact sheets, brochures, bulletins, newsletters,
and other internal and external publications; coordinate the production of a variety of slide
shows, films, exhibits, and similar materials.
Gather and compile information through research or personal interviews; prepare news
releases, feature articles, and other materials for newspapers, magazines, and other
publications, and for the broadcast media.
Develop annual public information and graphics plan and budget. Maintain chargeback
system.
Eot~blich ~nd develop contactc ~nd represent the Diotrict in meetings with the media,
various community groups and organizations, business leaders, and 60.,ernment
representatives.
Ans.....er inquirieo from the public and cxplain Dictrict polieics and prO!i}rams to tho no.':s
media, community groups, and others.
Direct the taking of photographs, slides, and films for news media or District's use.
Establish and administer a Speaker's Bureau program.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Public Information and Graphics Coordinator (Continued)
EXAMPLES OF ESSENTIAL DUTIES
Perform related duties as required.
EXAMPLES OF NON-ESSENTIAL DUTIES - Duties may include, but are not limited to, the
following:
Assist media representatives covering District-sponsored events.
Make presentations and provide support to District employees who make presentations
to schools, clubs, and various civic and service organizations.
Explain desired typography, illustrations, layout, and other requirements to printers, art
services, and others in the graphic arts field.
Plan, arrange, and participate in tours of District facilities by various groups.
MINIMUM QUALIFICATIONS
Knowledae of:
English grammar, spelling, punctuation, and vocabulary; editorial styles; and
English composition.
Principles, techniques, and methods of public inform.ation and community relations;
methods of preparing informational materials and disseminating them through the
various media.
Graphic arts, layouts, and printing methods, materials, and terminology; techniques
of working with the public on an individual or group basis.
Microcomputer graphic software programs and computer operations.
Abilitv to:
Continuously analyze budgets and all backcharges; plan and implement projects;
understand and interpret complex technical information; know the organization's
editorial style; problem solve through supervision and decision making; remember
to adhere to tight deadlines and production schedules; explain District procedures
when supervising or serving customers.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Public Information and Graphics Coordinator (Continued)
Abilitv to:
Sit at desk and in meetings for long periods of time on a continuous basis; use
telephone, and write or use a keyboard to communicate through written means;
lift or carry weight of 25 pounds or less; perform simple grasping and fine
manipulation; manipulate fine details when laying out graphics: and visit print and
graphics shop in person to monitor work.
Design and publish an effective employee newsletter, annual report, and other
publications as requested.
Prepare detailed camera-ready art: problem solve publication, presentation design,
and outside computer service problems; and remember procedures (filing, computer
operations, project status, etc.).
Intermittently analyze computer malfunctions: identify computer related problems;
understand relationship between printing problems and their impact on design:
explain design ideas during presentations; and train others in computer operations.
Transpose ideas and thoughts onto paper or computer screen graphically.
Develop concepts and produce special graphics as assigned.
Use and care for computer and graphics instruments and equipment.
Operate a variety of reprographic equipment.
Apply the principles, techniques, and methods of public information and
community relations.
Prepare news releases and feature writing for press, radio, television, and other
media. ~
Prepare, evaluate, and disseminate public information.
Work on several concurrent assignments under time pressures and critical
deadlines.
Develop and maintain effective working relationships with various District
personnel, the media, community groups, business leaders, and governmental
representatives.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Public Information and Graphics Coordinator (Continued)
EXPERIENCE AND EDUCATION
Any combination equivalent to experience and education that could likely provide
the required knowledge and abilities would be qualifying. A typical way to obtain
the knowledge and abilities would be:
Exoerience:
Three years of progressively responsible experience in the preparation and
dissemination of information regarding the activities of a private corporation
or public agency.
Education:
Equivalent to a bachelor's degree from an accredited college or university
with major course work in public relations, journalism, English, public
administration, or a closely related field.
LICENSES AND CERTIFICATES
Possession of a valid California Driver's License.
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1 OF 1
BOARD MEETING OF
September 2, 1993
NO.
3. CONSENT CALENDAR d.
AUTHORIZE GENERAL MANAGER-CHIEF ENGINEER
TO EXECUTE AN AGREEMENT WITH THE STATE LANDS
COMMISSION FOR THE PLEASANT HILL RELIEF
INTERCEPTOR, DISTRICT PROJECT 4879
DATE
Au ust 27, 1993
SUBJECT
TYPE OF ACTION
AUTHORIZE
AGREEMENT
SUBMITTED BY
INITIATING DEPT./DIV.
Tad J. Pilecki, Senior Engineer
Engineering Dept./lnfrastructure Div.
ISSUE: Board authorization is required to enter into an agreement with another public agency.
BACKGROUND: Recently the Board approved the final alignment for the first phase of the
Pleasant Hill Relief Interceptor. A portion of the final alignment crosses Grayson Creek adjacent
to the District's Treatment Plant. The State Lands Commission has jurisdiction of the property
underlying Grayson Creek.
The State Lands Commission requires that the District enter into a Reimbursement Agreement for
Right-of-Way Lease as a condition of the Commission granting permission for construction of the
Pleasant Hill Relief Interceptor across Grayson Creek. All costs associated with the application
process, estimated at $1,750, are to be paid for by the District.
Upon execution of the Reimbursement Agreement, the State Lands Commission will proceed with
granting' permanent property rights for the interceptor crossing. No additional costs are
anticipated at this time.
RECOMMENDATION: Authorize the General Manager-Chief Engineer to enter into an agreement
with State Lands Commission for the Pleasant Hill Relief Interceptor, District Project 4879.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
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1302A-7/91
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF
1
BOARD MEETING OF
September 2, 1993
NO.
3. CONSENT CALENDAR e.
SUBJECT
DATE
August 23, 1993
ACCEPT THE CONTRACT WORK FOR THE SLUDGE
ST ABIUZA TION PROJECT (DP 20098) AND AUTHORIZE
THE FILING OF THE NOTICE OF COMPLETION
TYPE OF ACTION
ACCEPT CONTRACT
WORK
SUBMITTED BY
Ronald S. Klimczak
Senior Engineer
INITIATING DEPT.lDIV.
Engineering Department/
p'lant Engineering Division
ISSUE: Construction has been completed on the Sludge Stabilization Project (DP 20098), and the
work is now ready for acceptance.
BACKGROUND: The District depends on two multiple-hearth incinerators to reduce dewatered
sludge to ash for landfill disposal. In the event of a failure of the incineration system, the
dewatered sludge would need to be stabilized to reduce pathogens prior to landfill disposal in order
to comply with state and federal regulations.
The Sludge Stabilization Project included construction of a lime-slurry system to stabilize the
sludge, as well as a potassium-permanganate system to control sludge odors. The lime-slurry
system consists of a trailer-mounted mixing tank (slaker) with four pumps and related piping and
electrical work. The potassium-permanganate system consists of a new 1 O,OOO-gallon, fiberglass
tank with four pumps and related piping and electrical work. If and when needed, both a lime-
slurry solution and a potassium-permanganate solution would be pumped to the second floor of
the Solids Conditioning Building for mixing and subsequent injection into the dewatered sludge
lines. The stabilized, dewatered sludge would then be diverted to a truck-loading facility for
transportation to an approved landfill site. For additional project information, please refer to the
1993-94 Capital Improvement Budget (CIB), pages TP-43 to TP-45.
In addition to the contractor having demonstrated satisfactory operation of the new systems, the
District is in the process of conducting a full-scale performance test. The sampling data collected
will be analyzed to verify that all regulatory requirements have been met for land disposal.
The Board of Directors authorized award of a construction contract in the amount of $498,500 to
Monterey Mechanical Company, Inc. of Oakland, California, on December 17, 1992. The
contractor was issued a Notice to Proceed, effective February 1, 1993, with a required contract
completion date of July 30, 1993. All work was substantially completed within the required
contract period, although contractor-provided training and performance testing were scheduled for
early August to accommodate the District. It is appropriate to accept the contract work at this
time.
The Board authorized a total budget of $1,168,000 for this project. A detailed accounting of the
project costs will be provided to the Board at the time of project close out.
RECOMMENDATION: Accept the contract work for the construction of the Sludge Stabilization
Project (DP 20098), and authorize the filing of the Notice of Completion.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIAT~DIV
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GEN. MGR.lCHIEF ENG.
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1302A-7/91
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PAGE 1 OF
1
NO.
3. CONSENT CALENDAR f.
DATE
SET SEPTEMBER 16, 1993, AT 3 P.M. AS
THE DATE AND TIME FOR A PUBLIC HEARING
ON THE NEGATIVE DECLARATION FOR THE
RECYCLED WATER PIPELINE PROJECT, DP 20105
TYPE OF ACTION
SET PUBLIC
HEARING DATE
SUBMITTED BY
INITIATING DEPTIDIV.
Russell B. Leavitt, Planning Assistant
Engineering Department/Planning Division
ISSUE: District practice is to hold a public hearing prior to the Board's consideration of a Negative
Declaration and project approval.
BACKGROUND: A Negative Declaration has been prepared for the Recycled Water Pipeline
Project, DP 20105. The District proposes to construct a recycled water pipeline system from the
recycled water pumps at the District's Wastewater Treatment Plant, in unincorporated Martinez,
south to Oak Park Boulevard, Pleasant Hill, in north central Contra Costa County. A transmission
pipeline up to 24 inches in diameter would extend approximately five miles through portions of the
unincorporated Town of Pacheco and the City of Pleasant Hill. Service mains would be extended
to recycled water customers, which may include golf courses, schools, parks, other public
facilities, and homeowners associations. The proposed recycled water pipeline would be sized to
allow for potential system expansion in the future.
All but about 7,500 feet of the transmission pipeline would be constructed in the same trench as
the Pleasant Hill Relief Interceptor project (Interceptor); therefore, CCCSD would coordinate
construction of the proposed recycled water pipeline with that of the Interceptor. Construction
of the proposed recycled water pipeline would be phased to coincide with the overall construction
of the Interceptor, scheduled to begin in December 1993, and be completed by December 1998.
The remainder of the transmission pipeline and all its service mains and laterals would be
constructed in their own trenches, tunneled, or installed within an existing pipeline or duct.
The project also includes purchase of about 70,000 feet of an abandoned Shell Oil Company fuel
pipeline which runs between Martinez and the Orinda/Moraga area. Following lining and
rehabilitation, the Shell pipeline could be used eventually as part of a potential expansion of the
recycled water distribution system to enable up to 4,600 acre feet per year of recycled water to
be distributed to potential customers in Concord, Lafayette, Martinez, Moraga, Orinda and Walnut
Creek, in addition to the Pleasant Hill/Pacheco area. Lining, rehabilitation, and use of the Shell
pipeline are not included as part of the current project.
While not required by law or the District's procedures, it has been the District's customary practice
to hold public hearings in advance of the adoption of Negative Declarations on major projects.
RECOMMENDATION: Set September 16, 1993, at 3 p.m., as the date and time for a public
hearing on the Negative Declaration for the Recycled Water Pipeline Project, DP 20105.
RE~EWEDANDRECOMMENDEDFORBOARDAcnON
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GEN. MGR./CHIEF ENG.
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ROGER J. DOLAN
LBP RAB
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Central Contra Costa Sanitary tJistrict
BOARD OF DIRECTORS
PAGE 1 OF 1
POSITION PAPER
BOARD MEETING OFSeptember 2, 1993
NO.
3.
CONSENT CALENDAR
August 23, 1993
SUBJECT
DATE
AUTHORIZE MEDICAL LEAVE WITHOUT PAY FOR
DENNIS ALMOND, MAINTENANCE CREW MEMBER II,
THROUGH SEPTEMBER 30, 1993
TYPE OF ACTION
PERSONNEL
SUBMITTED BY
John A. Larson
INITIATING DEPT./DIV.
ISSUE: Board authorization is required for Leave Without Pay in excess of 30 days.
BACKGROUND: Dennis Almond, Maintenance Crew Member II, has been off work since April 22,
1993, due to a non-industrial injury. Mr. Almond was granted Medical Leave Without Pay by the
Board at its June 17, 1993 meeting. Mr. Almond returned to work briefly; however, his medical
situation has not been clear until this time. Mr. Almond needs additional time, through September
30, 1993, in order to resolve his situation.
RECOMMENDATION: Authorize Medical Leave Without Pay for Dennis Almond, Maintenance
Crew Member II, through September 30, 1993.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF 3
BOARD MEETING OF
September 2, 1993
NO.
5. ENGINEERING a.
DATE
August 26, 1993
SUBJECT
APPROVE AN ACQUISITION AGREEMENT WITH
BUCHANAN FIELDS GOLF COURSE, INC. AT A
COST OF $126,000 - DP 20131 - PARCEL 005
CONCORD/PLEASANT HILL AREA
TYPE OF ACTION
APPROVE ACQUISITION
AGREEMENT
SUBMITTED BY INITIATING DEPT.lDIV.
Michael J. Penny, Assistant Engineer Engineering Dept.llnfrastructure Div.
ISSUE: The subject agreement is required for the installation of a portion of the interceptor
sewer and reclaimed water line which will be constructed as part of the Pleasant Hill Relief
Interceptor Project.
BACKGROUND: Recently the Board approved the final alignment for the first phase of the
Pleasant Hill Relief Interceptor. The acquisition of more than 50 easements will be required
along the entire alignment of the interceptor. In the first phase of construction seven
easements will be required. One of the most critical is the easement through the Buchanan
Fields Golf Course. The land is owned by Contra Costa County and a right of entry is being
obtained from the County prior to the start of construction. An easement will be obtained at
a later time. The improvements located on the easement area are owned by the Golf Course.
Negotiations with the Golf Course for the acquisition of improvements and impacts on business
have been completed.
The real property is located on the northwest side of the Buchanan Fields Golf Course at 3330
Concord Avenue, Concord. The real property is shown on the attached map, Exhibit A. The
sewer facility is anticipated to be constructed by conventional open-cut methods which will
require the demolition of property improvements, such as a maintenance/utility building,
fairway, and tee; and interfere with golf course play including shortening two holes.
Construction in the vicinity of the golf course is scheduled for 1994.
The acquisition agreement will establish: (1) a permit to enter and construct for a four month
period, (2) liquidated damages for construction extending past the four month period, (3)
payment for the improvements which will be removed during construction as noted above, and
(4) payment for impacts on the operation of the Golf Course.
An appraisal for the impacted improvements has been prepared by Associated Right of Way
Service, Inc. (ARWS), and staff feels it is a reasonable representation of the fair market value
of the improvements. Additionally, ARWS's negotiator in conjunction with staff determined
justifiable amounts for relocation costs, reestablishment costs, and loss of revenues.
Information will be presented at the Board meeting regarding the various components of the
proposed compensation to the Buchanan Fields Golf Course.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
II!
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INITIATING DEPT./DIV.
1302A-7/91
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SUBJECT
APPROVE AN ACQUISITION AGREEMENT WITH
BUCHANAN FIELDS GOLF COURSE, INC. AT A
COST OF $126,000 - DP 20131 - PARCEL 005
CONCORD/PLEASANT HILL AREA
11111111111i11
PAGE 2
DATE
OF 3
~ugust 26, 1993
This agreement is to compensate the Golf Course for improvements and impacts to the Golf
Course only. The acquisition of the formal easement from Contra Costa County is a separate
agreement and will be brought before the Board at a later time.
RECOMMENDATIONS: Approve Acquisition Agreement at a cost of $126,000 from Buchanan
Fields Golf Course, DP 20131, Parcel 005. Authorize the President of the Board of Directors
and the Secretary of the District to sign the Acquisition Agreement and authorize the
Acquisition Agreement to be recorded.
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Central Contra Costa
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ACQUISITION AGREEMENT
Job No. 20131
Concord/Pleasant Hill Area
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PAGE 1 OF
NO.
September 2, 1993
6. PERSONNEL a.
SUBJECT
DATE
DIRECT STAFF TO SECURE THE SERVICES OF AN
ARBITRATOR IN ACCORDANCE WITH STEP FOUR OF
THE GRIEVANCE PROCEDURE
August 19, 1993
TYPE OF ACTION
PERSONNEL
SUBMITTED BY
Paul Morsen, Deputy General Manager
INITIATING DEPT./DIV.
Ad m inistrative/Person nel
ISSUE: In accordance with the Memorandum of Understanding (M.O.U.) between the District and
the Central Contra Costa Sanitary District Employees' Association, Public Employees' Union, Local
No. One, the Board must employ an arbitrator to render a recommendation when grievances are
appealed to the Board level.
BACKGROUND: Mr. James Desurne, Accounting Technician II, and Mr. David Rolley, Accounting
Technician III, are grieving the recruitment procedure used in filling the Accountant Trainee
position. Also, Mr. Desurne is grieving his salary level in comparison to the salary received by the
Accountant Trainee.
The General Manager-Chief Engineer has heard this grievance at Step 3 of the Grievance Procedure
and has denied the grievance. The grievants have appealed their grievance to the Board of
Directors.
In matters that are appealed to the Board of Directors (Step 4), the M.O.U. reads as follows:
"Step Four
In the event such differences are not settled and the grievant desires the grievance to be
considered further, it shall be presented, in writing, to the Secretary of the District within
five (5) days of receipt of the General Manager-Chief Engineer's decision. The Secretary
shall calendar the matter at the meeting for closed session at the next regularly scheduled
Board Meeting in keeping with established guidelines for calendaring an agenda item.
The Board shall employ a neutral third party to hear the matter and recommend action to
the Board. The District and the Union shall equally share the cost. If the parties cannot
agree on a neutral third party, then a list of five (5) neutral individuals shall be requested
from the State Conciliation Service and the parties shall use the alternate elimination
method to determine who shall conduct the hearing. The Board may adopt, reject, or
modify the recommendation of the appointed neutral third party. The decision of the Board
is the final action of the District."
RECOMMENDATION: Authorize staff to secure the services of an arbitrator in accordance with
Step Four of the Grievance Procedure in the matter of the appealed grievance of James Desurne
and David Rolley.
RE~EWEDANDRECOMMENDEDFORBOARDAcnON
1302A-7/91
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF
3
BOARD MEETING OF
September 2, 1993
NO.
SUBJECT
AUTHORIZE RENEWAL OF THE DEFERRED COMPENSATION
PLAN AGREEMENT WITH GREAT WESTERN BANK FOR FULL-
TIME AND PART-TIME, SEASONAL AND TEMPORARY
EMPLOYEES AND THE ADDITION OF A THIRD PROVIDER,
ICMA RETIREMENT CORPORATION
9. BUDGET AND FINANCE a.
DATE
Au ust 27,1993
TYPE OF ACTION
AUTHORIZE RENEWAL
AGREEMENT AND NEW
CONTRACT WITH THIRD
PROVIDER
SUBMITTED BY
Debbie Ratcliff, Controller
INITIATING DEPT.lDIV.
Administrative/Finance & Accounting
ISSUE: The Deferred Compensation Plan agreements with Great Western Bank covering full-time
employees, and part-time, seasonal, and temporary employees are recommended for renewal, and
the addition of a third deferred compensation provider, International City/County Management
Association (ICMA) Retirement Corporation, is recommended.
Agreement for Full-Time Employees
BACKGROUND: The District established a Deferred Compensation Plan (Plan)
covering all full-time employees in January 1976. The Plan is administered by the
District's Deferred Compensation Plan Advisory Committee. Monthly contributions
to Plan accounts are made into designated investment options maintained by Hartford
Life Insurance Company and Great Western Bank. The contract with Hartford Life
Insurance Company is for an indefinite period with a provision for cancellation, and
is not being considered in this position paper. The contract with Great Western Bank
was renewed last year for an indefinite period with a cancellation provision, as well.
Great Western Bank has given written notice of its intent to terminate our contract
without cause as of September 6, 1993. A new contract has been designed which
has major revisions to the provisions in the old contract. These revisions are
summarized below:
. Savings Account Option - The Savings account has been changed from one
whose yield was based on the 90-Day Treasury Bill plus twenty-five basis
points, to a liquid account in which the rate is a variable rate which may
change as often as daily.
. Certificates of Deposit - Certificates of Deposit have been changed from one,
two, three, four, and five year maturities to terms of three or five years only,
with a minimum deposit of $2,500.
. Fees - The administrative fees have changed from $10 per year per
participant, to a fee of .34 percent of the value of the participant's account,
charged on a monthly basis.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
AUTHORIZE RENEWAL OF THE DEFERRED COMPENSATION
PLAN AGREEMENT WITH GREAT WESTERN BANK FOR FULL-
TIME AND PART-TIME, SEASONAL AND TEMPORARY
EMPLOYEES AND THE ADDITION OF A THIRD PROVIDER
ICMA RETIREMENT CORPORATION
SUBJECT
PAGE
DATE
2
OF
3
August 27, 1993
Agreement for Part-Time and Temporary Employees
BACKGROUND: On April 1 0, 1991, the Department of the Treasury and the Internal
Revenue Service (IRS) released proposed regulations under a new law that mandated
participation in the Social Security System for public sector employees who were not
members of a retirement system. Part-time, temporary, and seasonal employees who
were not participating in a retirement system made available through their employers
had to be covered under the Social Security System or other retirement plan. The
regulations took effect after July 1, 1991.
Temporary, part-time and seasonal employees, and participants in the Trainee
Program and Student Co-op Program employed by the District, who were not
included in either the District's retirement system or Deferred Compensation Plan,
were subject to the new requirement. Participation in a Section 457 Deferred
Compensation Plan, in which at least 7.5 percent of compensation is paid into the
employee's account by the employee, would meet the requirement for membership
in a retirement system; accordingly, a separate Deferred Compensation Plan was
established with Great Western Bank as administrator.
The current agreement with Great Western Bank to administer the separate Deferred
Compensation Plan for non-full-time employees expires on September 6, 1993. The
renewal contract effective September 7,1993, proposed by Great Western Bank, has
three major changes to the provisions of the contract:
. Savings Account Option - The Savings account has been changed from
one whose yield was based on the 90-Day Treasury Bill plus twenty-
five basis points, to a liquid account in which the rate is variable and
may change as often as daily.
. Fees - The administrative fees have changed from $1 per pay period
or $12 per year, to a fee of .8 percent of the value of the participant's
account, charged on a monthly basis.
. Contract Term - The current contract had an annual renewal which has
changed to an agreement for an indefinite period, with a 120-day
cancellation clause.
Third Provider for Full-Time Employees
BACKGROUND: Due to the changes in the existing contracts with Great Western,
i.e. reduced return on the savings account currently paying 3.30 percent and the
large increase in administrative fees, the Deferred Compensation Committee
13028-7/91
AUTHORIZE RENEWAL OF THE DEFERRED COMPENSATION
PLAN AGREEMENT WITH GREAT WESTERN BANK FOR FULL-
TIME AND PART-TIME, SEASONAL AND TEMPORARY
EMPLOYEES AND THE ADDITION OF A THIRD PROVIDER
ICMA RETIREMENT CORPORATION
SUBJECT
PAGE
DATE
3
OF
3
August 27, 1993
undertook an effort to review proposals from other providers. ICMA Retirement
Corporation was considered to be the best of the proposals that were submitted, and
offered an alternative to the banking and insurance industry.
The ICMA Retirement Corporation program was designed by and for public
employees. It has focused solely on retirement plans for the public sector since
1972. ICMA has over $3 billion in 457 plan assets, serving over 4800 public
employers nationwide.
ICMA offers a variety of investment options including a savings account fund
currently earning 6.25 percent and several stock and bond funds which have earned
an average annual return ranging from 10.0 percent to 13.8 percent over the last ten
years. ICMA has agreed to waive the account maintenance fee of $18 per year and
to pay the $25 transfer fee for those employees who decide to transfer to ICMA from
Great Western Bank.
The addition of a third provider will increase the administrative time on the
Accounting Section's Deferred Compensation desk, however, it is anticipated to be
a modest increase in workload.
RECOMMENDATION: .It is recommended that the Board approve the following three actions:
1 . Authorize the President of the Board to sign a renewal of the Deferred Compensation
Plan agreement with Great Western Bank for full-time employees.
2. Authorize the President of the Board to sign a renewal of the separate Deferred
Compensation Plan agreement with Great Western Bank for part-time, seasonal, and
temporary employees.
3. Authorize the President of the Board to sign a contract for the addition of a third
Deferred Compensation provider, ICMA Retirement Corporation.
1302B-7/91
ADS/PosPap #2/DCPRen.PP1