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HomeMy WebLinkAbout07.d.1)a) Action Summary-Administration Committee 1-22-14Ua i Central Contra Costa Sanitary District SPECIAL MEETING OF CONTRA CENTRAL • SANITARY /_« A [el Ll E7 X11111► [►T Chair McGill Member Williams Wednesday, January 22, 2014 8:00 a.m. Executive Conference Room 5019 Imhoff Place Martinez, California BOARD OF DIRECTORS: DAVID R. WILLIAMS President MICHAEL R. MCGILL President Pro Tent PAUL H CAUSEY JAMES A. NFJEDLY TAD J. PILECKI PHONE: (925) 228 -9500 FAX..- (925) 676 -7211 www.centralsan.org PRESENT: Chair Mike McGill, Member Tad Pilecki (Alternate), General Manager Roger Bailey, Human Resources Manager Teji O'Malley, Information Technology Administrator Roy Li, District Counsel Kent Alm (via teleconference for Item 4.), Secretary of the District Elaine Boehme, Assistant to the Secretary of the District Donna Anderson 1. Call Meeting to Order Chair McGill called the meeting to order at 8:08 a.m. 2. Public Comments None. 3. Set meeting schedule for 2014 COMMITTEE ACTION: Set schedule of regular Committee meetings as set forth in the attachment in the agenda packet, and noted that additional special meetings of the Committee may be scheduled to cover Human Resource matters, particularly in relation to the Affordable Care Act (ACA) and other matters relating to 2017 labor negotiations. 4. Receive update on status of paperless agenda process, including issuance of iPads for Board Members, and review input from District Counsel Administration Committee Action Summary January 22, 2014 Page 2 District Counsel Kent Alm joined the meeting via conference call. Ms. Boehme explained that staff has been exploring the idea of transitioning to a paperless agenda process for the past couple of years, primarily for cost savings and efficiencies in communicating with the Board. Staff analysis has revealed that an electronic agenda process would pay for itself in less than a year based on paper and courier costs alone. With the increased frequency of Committee meetings and associated agenda packets, more courier deliveries will most likely be necessary, making the payback period even shorter with electronic packets. She noted that to be fully paperless, the managers would need to be able to access agenda packets electronically. Should the Committee so recommend, staff is prepared to move forward in presenting this issue to the full Board. Ms. Anderson briefly summarized the annual cost to produce and deliver paper agenda packets versus the costs to acquire an iPad, keyboard case, necessary software applications, extended warranty, accessories and cellular data plan. Member Pilecki expressed a preference for marking the paper copy of his agenda with notations, stating that in his experience with annotation software has not been as efficient. He also indicated that he has experienced difficulties accessing DropBox and printing items from his personal iPad. Mr. Alm referred to his memorandum included in the agenda packet which summarized the Public Records Act implications of utilizing a District - issued device to transact both District and personal business. He reiterated the recommendation in his memorandum that Board Members be issued a District email address to be used to conduct all District business. Mr. Li was supportive of moving to a paperless agenda process for convenience and cost savings. He believed that any technical difficulties in using a device could be resolved with technical support and training. The pros and cons of Board Members owning their own devices were discussed. Member McGill suggested that a policy be developed with a view toward consolidating all existing IT policies governing the use of electronic devices at some point in the future. Finally, the topic of paperless packets for managers was discussed. Mr. Bailey said he has been working with Mr. Li to determine the best portable devices for managers. Member McGill said that unless this matter rises to the level of a policy issue, there was no need for the Board to get involved in that process. Administration Committee Action Summary January 22, 2014 Page 3 District Counsel Kent Alm concluded the conference call. COMMITTEE ACTION: Received the update and recommended that a proposal be made to the full Board as follows: 1. Approve transitioning to a paperless agenda process as soon as practicable, preferably within the next six months; 2. Establish District email accounts for all Board Members, which accounts shall be used to conduct all District business; 3. Purchase District - issued smart tablets for Board Members to facilitate this process, the specifics of which shall meet standards set by the IT Division; 4. Personal use of a District - issued device is generally to be avoided; 5. Any District - issued device shall include at District expense a protective case as well as all other accessories, software applications, charging cables, extended warranty, and cellular data plan necessary to conduct District business; 6. Any District -owned device shall be relinquished to the District upon conclusion of a Board Member's tenure; 7. Any Board Member wishing to utilize a personal device rather than a District - issued device to access agenda packets, shall bear all costs associated with that device, including any cellular data plan; and 8. Staff will draft a new Board policy setting forth the above parameters for consideration by the full Board, with a view toward consolidating all IT Division policies at a later date. 5. Review the District's options regarding the recent Internal Revenue Service (IRS) changes to Health Flexible Spending Accounts (FSA) Ms. O'Malley said she was seeking direction from the Committee as to which option it would recommend the Board approve concerning the District's FSA starting in 2014. As explained in her memorandum included with the agenda materials, the IRS used to require the forfeiture of any unused balances that remained in employees' accounts at the end of the calendar year. Now, the IRS has given employers the option to carry over up to $500 of unused monies into the following plan year, or extend a grace period up to March 15 of the following Administration Committee Action Summary January 22, 2014 Page 4 plan year to incur eligible expenses. The District may choose to leave the current plan in place with no change, or add either the carry-over option or the grace period option, but not both. In response to a question from Member McGill, Ms. O'Malley said she believed employees would prefer the addition of the grace period option. It would also be easier to administer. COMMITTEE ACTION: Received the update and recommended that the full Board adopt the grace period option to the District's existing FSA plans effective with the 2014 plan year. 6. Receive update on Management Support/Confidential Group (MS /CG) Arbitration Ms. O'Malley summarized the recent binding decision of the arbitrator in the District's dispute with the MS /CG bargaining unit concerning a typographical error on the MS /CG contract document arising from the 2012 labor negotiations. The arbitrator ruled in favor of the District, determining that it was a mutual mistake of fact and the incorrect date was unenforceable. COMMITTEE ACTION: Received the information. 7. Discuss components of the Affordable Care Act (ACA) and their impact on the District Member McGill said he requested this agenda item because there are so many components of the ACA that will come into play in future labor negotiations at the District and it is important for the Board to become educated with regard to those matters. All the rules have not been finalized by the Departments of Labor and Treasury, and much of what has been put forth is confusing and inconsistent. He suggested agendizing a variety of these topics at the Committee level so the Board Members can begin to get a general sense of where the regulations are headed so when the final legislation becomes effective, the Board is prepared to act. Ms. O'Malley said that currently the District is in total compliance with the ACA. The two big unknowns are the Cadillac tax and the "pay or play provision" (penalty for not providing benefits to employees working more than 30 hours per week). She said staff was watching these closely and would keep the Board apprised as more information becomes available. Administration Committee Action Summary January 22, 2014 Page 5 COMMITTEE ACTION: Discussed and recommended that staff develop a list of educational topics to be discussed with the Committee at future meetings. 8. Announcements a. Next meeting scheduled for February 11, 2014 at 8:00 a.m. COMMITTEE ACTION: Received the announcement. 9. Suggestions for future agenda items a. Member McGill suggested that the Committee begin reviewing the District's entire benefit program in advance of the 2017 labor negotiations. He said that all benefit issues should be presented to the Administration Committee rather than the Finance Committee, even though they have financial impact. Mr. Bailey agreed that was the plan. Ms. Boehme said that staff from the Finance Department could attend meetings of this Committee when necessary to explain any financial ramifications. b. Ms. Boehme was asked to clarify with District Counsel any Brown Act ramifications stemming from Alternates serving on Committees when a topic extends beyond a single meeting. 10. Adjournment — at 9:47 a.m.