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HomeMy WebLinkAboutADMINISTRATION ACTION SUMMARY 05-28-14Central Contra Costa Sanitary District REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADMINISTRATION COMMITTEE ACTION SUMMARY Chair McGill Member Williams Wednesday, May 28, 2014 8:00 a.m. Executive Conference Room 5019 Imhoff Place Martinez, California BOARD OF DIRECTORS: DAVID R. 97LLIAMS President MICHAEL R. MCGILL President Pro Tem PAUL H CAUSEY JAMES A. NEJEDLY TAD J. PILECKI PHONE: (925) 228 -9500 FAX- (925) 372 -0192 www.centralsan.org PRESENT: Chair Mike McGill, Member David Williams, General Manager Roger Bailey, Director of Administration David Heath, Secretary of the District Elaine Boehme, Communication Services Manager Michael Scahill, Safety and Risk Management Administrator Shari Deutsch (left after Item 3.), Assistant to the Secretary of the District Donna Anderson 1. Call Meeting to Order Chair McGill called the meeting to order at 8:00 a.m. 2. Public Comments None. 3. Risk Management *a. Review Loss Control Report and discuss outstanding claims Safety and Risk Management Administrator Shari Deutsch reviewed the Loss Control Report included with the agenda packet, stating that it indicated the status of claims against the District. She provided updates on all pending matters. Administration Committee Action Summary May 28, 2014 Page 2 COMMITTEE ACTION: Reviewed the report and discussed outstanding claims. b. Discuss new claims 1) City of Lafayette 2) Scott Swinton Ms. Deutsch briefly recapped the new claims, including a new claim from Chester Chappell received after distribution of the agenda packet. COMMITTEE ACTION: Discussed the new claims. 4. Discuss the customer service survey to be performed by consultant Sherri Petro of VPI Strategies [Continued from May 13, 2014 Committee Meeting] Communication Services Manager Michael Scahill said the Committee discussed the customer service survey with consultant Sherri Petro on April 21, 2014 and asked her to refine the draft survey based on the Committee's feedback. Subsequently, at the May 1, 2014 Board meeting, Member Pilecki questioned the added value to the District's ratepayers from conducting such a survey when the District already regularly surveys customers when there is construction work near their home or business, when Collection System Operations staff responds to various issues in the field, and when customers visit the Household Hazardous Waste Facility and Permit Counter. He questioned the survey's merits given the anticipated costs of roughly $75, 000 for the entire survey effort. It was noted that the cost of preparing the survey itself (Phase 1) was $7,500, which amount has been paid. Mr. Scahill said Ms. Petro has ceased work on the survey pending further instruction on whether to proceed directly to Phases 3 and 4. Phase 3 would be survey analysis, and Phase 4 would involve approximately 8 to 10 meetings with stakeholders (e.g. chambers of commerce, business and city officials) and focus groups (primarily residents) concerning topics of specific interest to the District. In terms of the survey itself, Member Williams suggested that it be laid out in various thematic groupings, the first being broad questions for which trending data can be gleaned over time, followed by topical areas of interest to staff and the Board, such as recycled water, plant of the future, and so on. Once those topics are narrowed, and if the Board agrees to go forward with a survey, staff can work with the consultant to develop actual survey questions focused on those specific areas. Administration Committee Action Summary May 28, 2014 Page 3 COMMITTEE ACTION: Directed staff to develop survey topic areas /themes for further review by the Committee, prior to bringing to the full Board for consideration, and prior to finalization of survey questions. 5. Receive update on Information Technology computer virus Director of Administration David Heath said that several changes have been made internally to bolster the frequency and number of computer backups throughout the District's data systems. He also noted that a firm recommended by the District's current consultant working with staff to develop its new lT Master Plan will be engaged to assess where the District may have vulnerability in terms of lT security. The cost of such an assessment would be roughly $12, 000. COMMITTEE ACTION: Received the update. 6. Announcements a. Next meeting scheduled for Wednesday, June 18, 2014 at 8:00 a.m. (Special Meeting to discuss with John Bartel of Bartel and Associates defined benefit versus defined contribution plans) b. General Manager Roger Bailey announced that the new Director of Engineering, Jean -Marc Petit, has accepted the position and will begin on June 16, 2014. 7. Suggestions for future agenda items a. Member McGill suggested that the next several scheduled meetings be listed on all future Committee agendas. 8. Adjournment - at 9:37 a.m.