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HomeMy WebLinkAbout05.d.1)d) Action Summary-Administration Committee 2-11-14Central Contra Costa Sanitaty District • CENTRAL CONTRA COSTA BOARDOFDIRECTORS: SANITARY DISTRICT DAVID R. wILL]"S ADMINISTRATION COMMITTEE President MICHAEL R. MCGILL President Pro Tcna ACTION SUMMARY PAULHCAUVY JAMES A. NEJEDLY T.41) J. PILECKI Chair McGill PHONE: (925) 228 -9500 Member Williams FAX: (925) 372 -0192 www. centralsan. org Tuesday, February 11, 2014 8:00 a.m. Executive Conference Room 5019 Imhoff Place Martinez, California PRESENT: Chair Mike McGill, Member Dave Williams, General Manager Roger Bailey, Human Resources Manager Teji O'Malley, Secretary of the District Elaine Boehme, Human Resources Analyst Twila Mullenix, Assistant to the Secretary of the District Donna Anderson 1. Call Meeting to Order Chair McGill called the meeting to order at 8:45 a.m. 2. Public Comments None. 3. Discuss whether the Committee would be receptive to a condensed version of the Fiscal Year 2014 -15 Staffing Plan Human Resources Manager Teji O'Malley said the current method of preparing the annual staffing plan is very time consuming and labor intensive. She asked if the Committee would be amenable to a condensed version incorporated into one position paper that describes the justification for and impact of each transaction. Such a plan would reduce the paperwork from 30 -35 pages down to 4 -5 pages. She noted that the Board receives a monthly report of every personnel transaction already. Both Chair McGill and Member Williams said they were comfortable receiving a condensed version of the staffing plan as suggested by Ms. O'Malley. Administration Committee Action Summary February 11, 2014 Page 2 General Manager Roger Bailey said staff will build a matrix for presentation to the full Board illustrating the information contained in the current staffing plan versus the proposed condensed version. COMMITTEE ACTION: Recommended the Board accept a condensed version of the staffing plan in the future. 4. Consider list of future potential topics related to the Affordable Care Act (ACA) COMMITTEE ACTION: Directed that staff agendize one of the following topics at each future meeting, incorporating presentations by staff, labor counsel or outside consultants as appropriate: 1. ACA Fees and Taxes 2. Employer Shared Responsibility ( "Pay or Play ") 3. Employer Reporting Requirements 4. Summary of Benefits and Coverage (SBC's) 5. Changes to Flexible Spending Accounts due to ACA 6. Health Care Exchange (Covered California) 7. Cadillac Tax 8. ACA and Impacts on Retiree Health Care 9. Nondiscrimination Mandates 5. Review Overtime Report/Trends /Comparisons Ms. O'Malley reported that the trending reports indicate a downward trend in the use of overtime during the past year. Chair McGill said it would be helpful to include budgeted overtime broken down by department, and Member Williams agreed. COMMITTEE ACTION: Reviewed reports and recommended (1) continued monitoring of overtime trends, and (2) receiving a report on how each department handles overtime approvals /assignments. 6. Review proposed Employee Total Compensation Template Ms. O'Malley presented a template showing employee total compensation that she proposed be provided to each employee on an annual basis for their information. A discussion took place as to what to include on the template, e.g., the value of vacation accrued during the year versus the value of vacation used. COMMITTEE ACTION: Reviewed template and asked staff to return with a revised form that more clearly identifies the compensation to be listed. Administration Committee Action Summary February 11, 2014 Page 3 7. Receive District Counsel memo dated February 2, 2014 responding to Committee question regarding Standing Committee Alternates and the Brown Act Secretary of the District Elaine Boehme said no modified memo had been received as of yet. Member Williams said it is incumbent upon each Board Member to follow the Brown Act and that it would probably be prudent to remind Alternates who attend future Committee meetings about that. COMMITTEE ACTION: Received the memo and recommended that the topic be incorporated as part of the biennial Ethics Training in December. 8. Continue discussion of transition to paperless agenda process, issuance and use of District -owned tablets, and possible establishment of District e -mail addresses for Board Members COMMITTEE ACTION: Slightly revised (see below strikeouts in and additions in blue) the recommendations made at the prior meeting 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 Offer District email accounts , ° to all Board Members, which would a n ha-I-I -be used to conduct all District business; 3. Purchase District - issued iPads smart tab! 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 permitted generally +„ h° 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, training, and cellular data plan necessary to conduct District business; 6. Any District -owned device shall be either relinquished to the District upon conclusion of a Board Member's tenure or bought back by the Board Member at the cost quoted on Gazelle.com (or similar valuation method); 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; Administration Committee Action Summary February 11, 2014 Page 4 however, the District will reimburse any such Board Member for the cost of any software applications necessary to conduct District business; 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. 9. Announcements a. Next meeting scheduled for Tuesday, March 11, 2014 at 8:00 a.m. b. Special meeting added for Wednesday, April 2, 2014 at 8:00 a.m. C. General Manager Roger Bailey said staff will bring a proposed reclassification to the next meeting requesting that the Director of Operations position also serve as the Deputy General Manager d. Mr. Bailey announced that he will bring to the next meeting the costs associated with the completed arbitration concerning the recent MS /CG language dispute COMMITTEE ACTION: Received the announcements. 10. Suggestions for future agenda items Member Williams suggested that the Committee review the District's current Board policies to separate policy from procedures, which should be solely the purview of staff. 11. Adjournment — at 10:01 a.m.