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Home My WebLink AboutADMINISTRATION ACTION SUMMARY 09-11-14&-& I) C) 1 Central Contra Costa Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADMINISTRATION COMMITTEE ACTION SUMMARY Chair McGill Member Williams Thursday, September 11, 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 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, Director of Administration David Heath, Human Resources Manager Teji O'Malley, Collection System Division Manager Paul Seitz (left after Item 3.), Safety and Risk Management Administrator Shari Deutsch (left after Item 3.), Associate Engineer Rita Cheng (left after Item 5.), Community Affairs Representative Chris Carpenter (left after Item 5.), Human Resources Analyst Twila Mullenix, and 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. Risk Management a. Review Loss Control Report and discuss outstanding claims Safety and Risk Management Administrator Shari Deutsch distributed an updated Loss Control Report (attached) to replace the one included with the agenda packet and reviewed its contents. Administration Committee Action Summary September 11, 2014 Page 2 Member Williams suggested that a long -term strategy be developed to create a policy for how to determine customer and District responsibility for sewer service overflows going forward. He said having a rational, reasonable policy in place would prevent ratepayers from being penalized for cleanup and repair costs when the District is not at fault. Director of Administration David Heath said staff will explore ideas for developing a policy to deal with sewer service overflows in such a way that quality customer service is not compromised. He said staff will bring ideas to the Committee at a future meeting. COMMITTEE ACTION: Reviewed the report, discussed outstanding claims, and directed staff to begin formulating a policy for dealing with sewer service overflows for discussion at a future meeting. b. Discuss new claims, if any COMMITTEE ACTION: None. 4. Receive update on Succession Planning Committee, recently created to establish a formalized succession plan to maintain the continuity of high service levels within the District Associate Engineer Rita Cheng reviewed the material contained in the agenda packet, stating that succession planning is very important and, with the support of General Manager Roger Bailey and the Board, the Committee hopes to make a positive difference to the District. Member Williams said the succession planning approach described by Ms. Cheng was good; he particularly liked the concepts of cross - training and creating standard operating procedures throughout the District. Having said that, he pointed out that as a public agency, part of the District's mission in developing staff is to make sure employees are adequately trained in their jobs, but it is not the District's responsibility to train employees to be promoted. Chair McGill agreed with Member Williams that there should be no expectation that the District has a responsibility to train for promotion. At the same time, he was enthusiastic that the District is creating an environment where employees can learn and grow. Ms. Cheng stated that the Succession Planning Committee is not trying to promote any sort of entitlement among employees, but it is interested in helping them to be more able to compete when positions open. Administration Committee Action Summary September 11, 2014 Page 3 COMMITTEE ACTION: Received the update and provided input to staff. 5. Review Key Performance Indicators developed by staff to carry out the Goals and Strategies set forth in the Fiscal Years 2014 -16 Strategic Plan Director of Administration David Heath said he and Director of Engineering Jean - Marc Petit have only recently been able to focus on the proposed Key Performance Indicators and they would like to address this staff - driven portion of the strategic planning process further internally before coming back to the Committee. Chair McGill and Member Williams concurred that the Key Performance Indicators are a staff - driven component of the strategic planning process, and the Board only needs to see a very high level report that does not delve into operational details, that sort of information should remain with staff. The Committee provided a framework to assist staff with developing appropriate, measurable Key Performance Indicators. COMMITTEE ACTION: Directed staff to bring the Key Performance Indicators back to the Committee once staff has had an opportunity to further refine them. 6. Receive update on pending litigation re AB 197 Human Resources Manager Teji O'Malley said the appellate court is currently in the process of determining its calendar for future decisions. COMMITTEE ACTION: Received update. 7. Receive update on Contra Costa County Retirement Associations ( CCCERA) Board of Trustees' July 2014 actions with regard to terminal pay Human Resources Manager Teji O'Malley reviewed the memo included with the agenda packet and responded to questions from the Committee. She noted that the term "leave cash out" is interchangeable with what used to be called "terminal pay." She also said the recent actions of the CCCERA Board appear to indicate that the District's Unfunded Actuarial Accrued Liability (UAAL) will be reduced, though the amount of any reduction will not be known until after their actuarial report is made available in October. COMMITTEE ACTION: Received update. Administration Committee Action Summary September 11, 2014 Page 4 8. Planning for 2017 Labor Negotiations Human Resources Manager Teji O'Malley said staff will be meeting with IEDA tomorrow to review the scope of work and begin developing milestones and a calendar for review by the Committee sometime in October. Member Williams reiterated his viewpoint on the importance of obtaining exit interview data on reasons why employees have left the District over the past ten years. Ms. O'Malley said her staff maintains an electronic database with such information, but it does not reach back that far, they will work to extract the pertinent data and add it to the database. COMMITTEE ACTION: Requested staff to compile exit interview data going back ten years on reasons why employees have left the District. 9. Announcements a. Future scheduled meetings: Friday, October 3, 2014 at 8:00 a.m. (Special meeting) Tuesday, October 21, 2014 at 8:00 a.m. (Member Pilecki to serve as Alternate for Member Williams) Friday, November 7, 2014 at 8:00 a.m. (Special meeting) 10. Suggestions for future agenda items Member Williams reiterated his request for a standing agenda item for reviewing policies and procedures, with a view toward separating out the procedures included in many previously- adopted Board policies. 11. Adjournment —10:07 a.m. * Attachment CCCSD 2014 -15 Loss Control Report New Incident Prior Fiscal Year Incident Ongoing Incident Litigated Matter OVERFLOWS AND PLUMBING REIMBURSEMENTS 3. (Handout) Status # ID# Loss DOL Other Party Address City # Reserve Paid to Date Paid to Incident Total Address City Reserve Paid to Date Paid to Type $ 13,425.00 Claimant $ 13,425.00 Open 2 2015006 GL 8/27/2014 Jim Haman 1017 Hacienda Dr. Walnut Creek $ 1,000.00 Inactive A 2014032 SSO 12/29/2013 Chubb for E. Sealy 52 Los Cerros Walnut Creek $ 73,000.00 $ Denied $ 73,000.00 Closed 1 2015001 SSO 7/17/2014 Vini Ramsay 973 Hawthorne Dr. Walnut Creek 2014025 GL $ 296.80 ServiceMaster $ 296.80 Closed 2 2015002 SSO 7/22/2014 Bruce Moen 912 Hawthorne Dr. Walnut Creek So Cal Resident Danville $ $ 3,578.64 ServiceMaster $ 3,578.64 Closed 3 2015003 SSO 8/11/2014 Round Hill Country Club 3169 Round Hill Rd. Alamo $ Inactive $ 189.75 Round Hill Country C $ 189.75 Open 4 2015005 SSO 8/25/2014 Hillside Apts. 25 El Mirador Walnut Creek $ 5,000.00 $ 6,277.98 ServiceMaster $ 11,277.98 Open 5 2015007 SSO 8/12/14 LifeGate Church 535 Walnut Ave. Walnut Creek $ 500.00 $ 500.00 Closed 6 2015008 SSO 7/7 & 8/18/14 John & Mary Kelly 450 Muller Rd. Walnut Creek $ - $ 238.00 Claimant $ 238.00 Open 7 2015009 SSO 9/5/2014 Kidz Planet 2245 Morello Ave. Pleasant Hill $ 20,000.00 $ 20,000.00 LIABILITY INCIDENTS - OTHER 2014041 GL 5/20/2014 Total - OF /PR $ 98,500.00 $ 105581.17 $ 109,081.17 Status # ID# Type DOL Other Party Address City Reserve Paid to Date Paid to Incident Total $ 13,425.00 Claimant $ 13,425.00 Open 2 2015006 GL 8/27/2014 Jim Haman 1017 Hacienda Dr. Walnut Creek $ 1,000.00 Open B 2013006 GL 9/8/2012 Tannaz Heaney MH at 212 Ludell Dr. Uninc. CCC $ $ $ Inactive C 2014018 GL 12/5/2013 Bob Burke 1067 Glen Rd. Lafayette $ 20,000.00 $ 17,399.00 Claimant $ 37,399.00 Open D 2014025 GL 10/12/2013 Gilbert Enriquez So Cal Resident Danville $ $ $ Open E 2014028 GL 10/12/2013 Stacie Enriquez So Cal Resident Danville $ $ $ Inactive F 2014035 GL 7/13/2013 City of Lafayette 4120 Happy Valley Rd. Lafayette $ $ $ Inactive G 2014039 GL 11/2/2013 Scott Swinton Loc: Sycamore Valley R Danville $ $ Denied $ Inactive H 2014041 GL 5/20/2014 Mark DeBaca 1140 Vallecito Cf. Lafayette $ $ Denied $ - Closed 1 2015004 GL 7/18/2014 RCR Property Mgt. 928 Main Street Martinez $ - $ 13,425.00 Claimant $ 13,425.00 Open 2 2015006 GL 8/27/2014 Jim Haman 1017 Hacienda Dr. Walnut Creek $ 1,000.00 PD Reserve $ 2,664.63 ServiceMaster $ 785.00 Roto Rooter $ 4,449.63 Total - Liab. $ 21,000.00 $ 34,273.63 $ 55,273.63 PROPERTY INCIDENTS Status # ID# Loss DOL Other Party Address City Reserve Paid to Date Paid to Incident Total Total - Prop. $ - $ - AUTO INCIDENTS Status # ID# Loss DOL Other Party Location Veh# Reserve Paid to Date Paid to Incident Total Type Inactive 1 2013015 AL BI 1/2/2013 Jocelyn Tam Lafayette #181 Hydro $ 5,000.00 $ - Claimant $ 5,000.00 Total - Auto $ 5,000.00 $ - $ 5,000.00 Note: Prior fiscal year closed claims have been removed from report. 911012014