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HomeMy WebLinkAboutADMINISTRATION ACTION SUMMARY 06-25-14central s aa*)`) Sanitary District REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADMINISTRATION COMMITTEE ACTION SUMMARY Chair McGill Member Williams Wednesday, June 25, 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. 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, Director of Engineering Jean -Marc Petit, Secretary of the District Elaine Boehme, Accounting Technician III David Rolley (left during Item 3.), Bruce Heid and Stacey Cue of IEDA (left after Item 3.a.), Communication Services Manager Michael Scahill (left after Item 3.c.), Safety and Risk Management Administrator Shari Deutsch (left after Item 4.), and Assistant to the Secretary of the District Donna Anderson Call Meeting to Order Chair McGill called the meeting to order at 8:00 a.m. 2. Public Comments Accounting Technician 111 David Rolley commented that Local One was disappointed that the District was the only employer to file an opposition to Local One's motion for a stay with regard to the pending litigation, Contra Costa County Deputy Sheriffs Association, et al. v. Contra Costa County Employees' Retirement Association (CCCERA), et al., Contra Costa County Superior Court Case No. MSN12 -1870. He said the union viewed the action as a continuation of the Board's attempt to reduce employee pensions and that Local One was prepared to vigorously defend its position in the next round of labor negotiations. Administration Committee Action Summary June 25, 2014 Page 2 3. With regard to selecting a labor relations consultant: *a. Meet with representative from IEDA, potential labor relations consultant Director of Administration David Heath introduced Bruce Heid, President of IEDA (Industrial Employers Distributors Association), and his associate, Stacey Cue, stating they were present at the request of the Committee to provide information on IEDA as a potential labor relations consultant to represent the District's interests in the 2017 labor negotiations. Mr. Heid briefly recapped the history of IEDA, stating that it provides a full range of labor relations services to over 130 private firms and public agencies. As labor negotiators, IEDA's approach is one of collaboration and relationship- building with a focus on long -term goals. They work closely with board members, general managers and staff, including attending closed sessions. While their approach may be modified based on the interests of the different bargaining groups, they always strive to identify and attack problems (as opposed to people), and keep the negotiations process within the agency. He said he and Ms. Cue would be the IEDA representatives assigned to the District's account and, while other IEDA associates may need to provide coverage on occasion, he and Ms. Cue would take no vacation once labor negotiations commence. In response to a question from Mr. Heath about what distinguishes IEDA from other firms that provide labor negotiation services, Mr. Heid said IEDA is not a law firm. IEDA employs several attorneys, but from a cost perspective, IEDA is structured differently from a law firm, as more fully explained in the material handed out at the meeting (attached). He said perhaps the biggest difference is in IEDA's approach to negotiations, which includes building relationships with the agencies they represent. COMMITTEE ACTION: Received the presentation. b. Receive information on at least two other possible labor relations experts Mr. Heath noted that, as directed by the Administration Committee on May 13, 2014, Human Resources Manager Teji O'Malley contacted the District's labor counsel, Hanson Bridgett, as well as Liebert Cassidy Whitmore (LCW), as two other possible labor relations experts for the Committee's consideration. Information on those two firms will be presented at a future meeting. Administration Committee Action Summary June 25, 2014 Page 3 General Manager Roger Bailey sought clarification as to the process for selecting a labor relations expert, including when and how the Committee envisioned pursuing the decision with the full Board. Chair McGill said he was comfortable giving Hanson Bridgett and LCW an opportunity to present to the Committee in a similar fashion to IEDA, noting that the full Board will receive Action Summaries about the presentations. He envisioned the Committee making a recommendation to the full Board, after which the Board may decide how it wishes to proceed. Member Williams concurred. Looking ahead to the long educational and planning process that the Board Members desire to participate in prior to the 2017 labor negotiations, Chair McGill suggested adding a standing item to future Administration Committee agendas entitled "Planning for Negotiations" so the topic may be discussed as the need arises. Member Williams concurred. COMMITTEE ACTION: Directed staff to (1) arrange for Hanson Bridget and LCW to give presentations to the Committee, and (2) add a standing item to future Committee agendas entitled "Planning for Negotiations." C. Receive report on how the work of various District training consultants and ongoing studies fit with the plan to retain a labor relations expert. Mr. Heath referred to the report in the agenda packet and he, Mr. Bailey, and Communication Services Manager Michael Scahill responded to questions from the Committee Members, primarily with regard to the two new academies for managers and supervisors. It was noted that the training sessions for both the Management Academy and the Supervisors Academy will take place during the work day. It was also noted that an evaluation will take place once the academies are completed. COMMITTEE ACTION: Accepted the report. 4. Risk Management a. Review Loss Control Report and discuss outstanding claims Safety and Risk Management Administrator Shari Deutsch reviewed the Loss Control Report and responded to questions from the Committee Members. Administration Committee Action Summary June 25, 2014 Page 4 COMMITTEE ACTION: Reviewed the report and discussed outstanding claims. b. Receive Self- Insured Legal Expenses Quarterly Report Ms. Deutsch reviewed the report. The Committee suggested several modifications to the report for clarification purposes. COMMITTEE ACTION: Received the report. C. Discuss new claims • Mark DeBaca Ms. Deutsch reviewed the claim. COMMITTEE ACTION: Discussed new claim. 5. Review list of current Board Policies and Administrative Procedures and discuss whether policies should be adopted solely by the Board and procedures should be solely the purview of staff Mr. Bailey said staff was seeking direction on this item, which has been put forward by Member Williams on several occasions in the past. Member Williams said he believes it is in the District's best interest to adopt policies and that staff would own and modify procedures to support those policies. There would be no need for staff to come to the Board to modify procedures. He also said, in his opinion, policies and procedures should not be intermixed. Over time, it is in the best interests of the District to separate them. He said if the other Board Members buy into this concept, the Board should, perhaps every other year, review the Board policies and modify them as needed. Conceptually, the policies should be very concise. He suggested that staff bring the policies to the Committee on a piecemeal basis (perhaps one per meeting) with the policy separate from the procedure so the Committee can review and determine if it needs modification. If none, then no further action need be taken. If the policy needs modification, staff would receive direction from the Committee, make the necessary modifications, and take it to the full Board for action. He said this was just his opinion and that he would be interested in feedback from staff. Mr. Heath said the Travel and Expense Reimbursement Policy is one that staff is addressing at the moment. The current policy has policy and procedures Administration Committee Action Summary June 25, 2014 Page intertwined and he suggested that perhaps re- evaluating that policy would be a good place to start. Chair McGill said he was surprised to find no formal Board policy regarding cost recovery for recycled water facilities (covering, for example, the 15 -year recapture of costs). Member Williams asked where the Board policies were with respect to safety and security. These items make a statement in terms of how the Board is governing the District. Member Williams said he views this topic as a work in progress. One of the issues will be to identify policies that the District has that are not currently documented. COMMITTEE ACTION: Directed staff to (1) investigate if there are existing documented policies regarding recycled water cost recapture, safety and security, (2) consider adding a standing item to future agendas for policy review, and (3) bring the proposed new Travel and Expense Reimbursement Policy to the Committee for review in the near future. 6. Announcements a. Future scheduled meetings: Wednesday, July 2, 2014 at 8:00 a.m. (Special Meeting to continue discussion with Mr. John Bartel) Wednesday, July 23, 2014 at 8:00 a.m. Wednesday, August 27, 2014 at 8:00 a.m. COMMITTEE ACTION: Received the announcement. 7. Suggestions for future agenda items None. 8. Adjournment — at 9:15 a.m. * Attachment Industrial Employers and Distributors Association - IEDA - has provided a full range of labor relations services since its inception in 1937. Initially formed to represent unionized private sector manufacturing firms, today well over half of IEDA` s members are public sector agencies including cities, counties, courts, colleges, public authorities, and a variety of special districts. Today IEDA is one of the largest associations of its kind in the United States, representing more than one hundred thirty (130) employers. IEDA has earned an enviable reputation as the most effective professional labor negotiators and now represents more public agencies in Northern California than any other employer group or law firm. Membership is diverse, and includes for profit manufacturing, food processing and distributing operations, nonprofit organizations, cooperative enterprises, cities, counties, courts, colleges, public authorities, and special districts. For a fraction of the cost of hiring management consultants, maintaining a lawyer on retainer, or bringing a human resource professional on staff, IEDA employers gain expert advice and assistance in a variety of areas: labor relations, human resource management including preparation of policy and procedure manuals, benefit administration, and training. 2200 POWELL STREET, SUITE 1000 , EMERYVILLE, CA 94608 510.653.6765 • WWW.IEDA.COM IEDA sees the collective bargaining process as an opportunity for management and labor to build and strengthen their on -going relationship so that problems which occur in the future can be resolved more effectively. Establishing and maintaining a mature labor- management relationship takes time and commitment. IEDA believes in continuity in relationships with both employers and their unions and has structured our services to focus on ongoing relationships. Efficient problem solving occurs where a history of trustworthy and reliable engagement already exists. Both continuity of service delivery and building relationships are key components of the IEDA philosophy. IEDA has successfully represented employers by creating agreements that consider the long -term interests as well as the immediate needs of the employer. We focus on establishing and maintaining mature labor- management relationships with mutual credibility between the parties so that problems can be addressed more easily resolved as they occur. IEDA has long established a commitment to developing responsive, elegant and enduring solutions to labor management relations and a practice working toward those goals with patience and perseverance. Our clients enjoy the access to negotiators and our in- house resources, our extensive knowledge of the local labor market, the depth of staff coverage available, and the broad repertoire staff has in a range of bargaining techniques from traditional to interest -based approaches. And in the current economic climate, IEDA has developed and honed concession bargaining strategies - inclusive of approaches to move to conclusion with or without imposing a final offer. However, we continue to develop and maintain a professional, accessible and responsive relationship that will lead to satisfactory problem solving and maintenance of strong management principles without alienating the public, employees or unions. 2200 POWELL STREET, SUITE 1000 , EMERYVILLE, CA 94608 510.653.6765 • WWW.IEDA.COM As part of the commitment to maintaining lasting relationships with represented employers, IEDA °s method of charging for services also emphasizes continuity of service delivery in that member employers pay a single monthly fee irrespective of the need for services during the fee cycle. Only special projects are charged on a fee- for - service basis. IEDA can be compared to a health maintenance organization in this respect. For represented employers, this means the comfort of knowing that services will be provided whenever needed with predictable and contained costs. 2200 POWELL STREET, SUITE 1000 , EMERYVILLE, CA 44608 510.653.6765 , WWW.1EDA.COM Hundreds of public and private sector employers have depended on IEDA to simplify the complex world of labor relations. IEDA provides complete labor relations representation. This includes negotiation, administration and interpretation of labor agreements and memoranda of understanding, and assistance in processing of grievances for unionized employers and, where appropriate, for employers with non -union employees. Expert staff members are available at all times to assist employers with any labor relations problems that arise. IEDA's services include: • Training management on employee relations. • Counseling employers on preventing grievances. • Handling grievances, including assisting counsel or other management representatives in preparation and presentation of arbitrations. • Acting as chief spokesperson on the employer's behalf during contract negotiations. • Analyzing union proposals, and preparing management proposals and counter proposals. • Working to prevent strikes and planning how to minimize the impact of a work action should one occur. • Reporting to boards of directors, city councils or other governing bodies on the status of negotiations. • Strategic planning on specific negotiations as well as overall labor relations strategy. 2204 POWELL STREET, SUITE 1000 , EMERYVILLE, CA 94608 510.653.6765 , WWW.IEDA.COM Additional 1 1 1 i i' Services General human resource services are available and included in the single monthly fee. In addition, a full range of customized human resource and employee relations consultation project services are available through IEDA, Inc., wholly -owned subsidiary of IEDA. For additional fees, IEDA, Inc. provides: • Custom- designed policy and procedure manuals, which include written guidelines simplifying and explaining company policies. These manuals provide management and supervisors with a framework for consistency and fairness in handling human resource issues, thereby enabling them to respond quickly and accurately to employee questions. • Review and analysis of employer policies and assistance in keeping them in conformity with current legislation and court decisions. • Computerized payroll administration. • Specialized research projects. • Employer - Employee Relations Ordinance development. • Specialized training. • Internet -based compensation and benefits surveys. 2200 POWELL STREET, SUITE 1000 - EMERYVILLE, CA 94608 510.653.6765 , WWW.IEDA.COM Not only must today's manager possess outstanding relationship skills, but he /she must also be equipped to work within an ever - broadening range of government programs and legislation. Often, training management in these areas is beyond the ability and know -how of many organizations. IEDA's training programs offer employers the opportunity to improve their managers' skills and their knowledge of current legislation in several areas, including: • Collective bargaining laws • Collective bargaining techniques and strategies • Handling grievances • Improving the employer - employee relationship • Labor agreement interpretation • Federal and state wage and hour laws • Corrective action including progressive discipline 2200 POWELL STREET, SUITE 1000 � EMERYVILLE, CA 94608 510.653.6765 - WWW.IEDA.COM IEDA also administers several trust funds for employers. Through IEDA's benefit administration service many employers avoid the added expense and record - keeping responsibility of administering their own health and welfare and pension funds, and thereby gain access to a wide range of flexible employee benefits at advantageous rates. Immediate Access Consultation Access to immediate, expert advice on any labor relations question through telephone consultation is one of the most valuable benefits of being represented by IEDA. Because IEDA staff members become very familiar with the operations of their assigned employers and develop ongoing relationships with the employer's staff and unions, IEDA is able to provide consultation in complex situations with a thorough understanding of the employer's particular concern. IEDA negotiators' knowledge of a variety of employers and unions gives them a "bird's eye view" that enhances their ability to be helpful to employers. 2200 POWELL STREET, SUITE 1000 - EMERYVILLE, CA 94608 510.653.6765 , WWW.IEDA.COM The IEDA staff are highly respected experts in the fields of human resources and labor relations. Prior to their employment with IEDA, staff members typically have gained extensive labor relations experience working for private and /or public sector employers and /or employee organizations, and bring to their profession the proficiency, integrity, diplomacy and judgment that come with long experience. The breadth and depth of experience of the IEDA staff are unique. Each staff member has his or her own repertoire of negotiating skills and personal style so that IEDA can select a negotiator specifically to achieve the best possible fit with an employer. Usually, more than one staff member is familiar with the personnel and operation of an individual employer, thereby increasing staff availability if a crisis arises. The confidence a manager gains by having this staff as a ready resource is a compelling reason to be represented by IEDA. 2200 POWELL STREET, SUITE 1000 - EMERYVILLE, CA 94608 510.653.6765 • WWW.IEDA.COM GLENN BERKHEIMER B.A., California State University. Formerly Labor Representative, ERS, Inc., 1990 -1995. Staff Consultant, Blanning & Baker Associates, Sacramento, California 1988- 1990. Joined IEDA in 1995. M. FRAN BUCHANAN J.D., Golden Gate University; B.S., Tuskegee University. Formerly Labor Relations Manager for A. C. Transit 1997- 1999. Organizing Director for SEIU Local 99 1996 -1997; Deputy Executive Director for Equal Rights Advocates 1994- 1996; Director Civil and Human Rights for SEIU International 1989 -1994. Business Agent, Negotiator, Staff Director for SEIU 1985 -1989. Joined IEDA in 1999. STACEY CUE B.S., University of Redlands. Formerly Sr. Human Resources Analyst City of Ontario, California 2010 -2013. Labor Relations Representative, San Bernardino Public Employees Association 2006 -2010. Business Agent, Assistant Business Manager, Business Manager /Secretary- Treasurer OPEIU Local 537 1999 -2006. Joined IEDA in 2013. DIANA DOUGHTIE B.A., Southern Methodist University. Formerly Senior Labor Representative and Negotiator, Service Employees' International Union 1984 -1995. Labor Representative, American Federation of State, County, and Municipal Employees 1978 -1984. Joined IEDA in 1995. KEITH FLEMING, Chairman of the Board M.A., Western Michigan University; B.S., Hobart College. Formerly Employee Relations Manager, Consolidated Diesel Electric Company, Old Greenwich, Connecticut 1969 -1972. Special assignments in industrial relations, Dow Chemical Company, Midland, Michigan 1968 -1969. Instructor, University of California, Berkeley Extension 1980 -1986. Joined IEDA in 1972. 2200 POWELL STREET, SUITE 1000 - EMERYVILLE, CA 94608 510.653.6765 • WWW.IEDA.COM Professional Staff con't BRUCE HEID, President M.P.A. and M.S.W., California State University, Sacramento; B.A., University of California, Berkeley. Formerly Director of Health and Human Services, Napa County 2002 -2004 and Personnel Director, Napa County 1995 -2004. Employee Relations Representative, Sacramento County 1994 -1995. Personnel Analyst, East Bay Municipal Utility District 1984- 1994. Joined IEDA in 2004. DARRELL MURRAY J.D., Northwestern School of Law, Lewis & Clark College; M.S. and B.S., University of Oregon. Labor Relations Director for San Francisco Bay Area Rapid Transit District 2000 -2006. Labor Relations Manager, Multnomah County, Oregon 1998 -2000, Deputy Labor Relations Manager, 1988- 1998, and Labor Relations Specialist 1976 -79. Mediator, Oregon Employment Relations Board 1984 -1989. Labor Relations Manager, Clark County, Washington 1979 -1984. President, Oregon Public Employer Labor Relations Association 1999 -2000. Joined IEDA in 2006. AUSTRIS RUNGIS M.A., University of California, Berkeley; B.A., Western Michigan University. Joined IEDA in 1974. 2200 POWELL STREET, SUITE 1000 � EMERYVILLE, CA 94608 510.653.6765 , WWW.IEDA.COM William Albanese, President Central Concrete Supply Co., Inc. Jun Backman, Chief Operating Officer Consolidated Engineering Laboratories Dennis Bartels, Executive Director The Exploratorium Alan Biller, President & Sr. Consultant Alan Biller and Associates Jason Dow, General Manager Central Marin Sanitation District Keith E. Fleming, Chairman of the Board IEDA Gary Guittard, President Guittard Chocolate Company Stephen T. Hayashi, Principal Consultant Arcadis Bruce Heid, President IEDA Jeff Matlbie, City Manager City of San Carlos Janet Mammini, Operations Manager Gallo Sales Co, Inc. Susan S. Muranishi, County Administrator County of Alameda Robin Petravic, President Health Ceramics, Inc. Norma Smith, Depot Manager CNH America LLC 2200 POWELL STREET, SUM 1000 � EMERYVILLE, CA 94608 510.653.6765 � WWW.IEDA.COM Christine Stoner -Mertz, LCSW, President & CEO Lincoln Child Center Jim Triplett, Sr. VP Operations, West AMPORTS -APS West Coast, Inc. Joseph Villarreal, Executive Director Housing Authority of Contra Costa County George J. Vukasin, President Peerless Coffee Company, Inc. 2200 POWELL STREET, SUITE 1000 , EMERYVILLE, CA 94608 510.653.6765 , WWW.IEDA.COM Alan Biller, President & Sr. Consultant Alan Biller and Associates Keith E. Fleming, Chairman of the Board & Vice President IEDA Stephen T. Hayashi, Principal Consultant Arcadis Bruce Heid, President IEDA 2200 POWELL STREET, SUITE tOOO • EMERYVILLE, CA 94608 510.653.6765 - WWW.IEDA.COM AMPORTS, APS West Coast, Inc. (formerly Benicia Industries, Inc.) Asian Community Mental Health Services Bernard Osher Marin Jewish Community Center Building Opportunities for Self - Sufficiency CNH America LLC California Oils Corporation CEMEX USA Central Concrete Supply Co., Inc. Chemical Exhaust Fire Protection Co. Child Family & Community Services, Inc. Child Start, Inc. Construction Materials Testing, Inc. Darling International Exploratorium, The Farmers' Rice Cooperative Gallo Sales Co., Inc. Guittard Chocolate Co. H. G. Makelim Co. Heath Ceramics, Inc. Henkel Corporation (formerly National Starch and Chemical Co.) Home Maid Ravioli., Inc. Horizons Unlimited of San Francisco, Inc. Inspection Services, Inc. JFC International Inc. Jewish Community Center of the East Bay Lincoln Child Center Lindquist, LLP Lipman Insurance Administrators, Inc. Peerless Coffee Company, Inc. Peninsula Humane Society Peninsula Jewish Community Center Reliance Metalcenter Reliance Sheet & Strip Co. Right Away Redy Mix San Francisco Warehouse Company San Francisco Zoological Society Service Systems Associates Stevens, Ferrone and Bailey Engineering Company, Inc. Sugar City Building Materials Testing Engineers, Inc. Unilever Bestfoods Unipart Services America, Inc. (formerly Jaguar Cars) United States Cold Storage of California 2200 POWELL STREET, SUITE 1000 • EMERYVILLE, CA 94608 510.653.6765 • WWW.IEDA.COM County of Alameda County of Amador County of Contra Costa County of Solano City of Albany City of Antioch City of Belmont City of Brisbane City of Burlingame City of El Cerrito City of Emeryville City of Fairfield City of Mill Valley City of Orinda City of Pacifica City of Pinole City of Pleasanton City of Portola City of San Carlos City of San Mateo City of Suisun City City of Union City City of Vacaville City of Vallejo Town of Colma Town of Corte Madera Town of Hillsborough Alameda County Water District American Canyon Fire Protection District Asian Community Mental Health Services Association of Bay Area Governments Belmont Fire Protection District Central Marin Sanitation Agency Contra Costa Mosquito and Vector Control District East Bay Dischargers Authority East Bay Municipal Utility District East Contra Costa Fire Protection District Housing Authority of the City of Oakland Housing Authority of the County of Contra Costa Housing Authority of the County of San Mateo In -Home Supportive Services Public Authority of the County of Alameda In -Home Supportive Services Public Authority of the County of Contra Costa In -Home Supportive Services Public Authority of the County of Lake In -Home Supportive Services Public Authority of the County of Monterey In -Home Supportive Services Public Authority of the County of Nevada - Sierra 2200 POWELL STREET, SUITE 1000 , EMERYVILLE, CA 44608 510.653.6765 , WWW.IEDA.COM In -Home Supportive Services Public Authority of the County of Placer In -Home Supportive Services Public Authority of the County of San Joaquin In -Home Supportive Services Public Authority of the County of San Mateo In -Home Supportive Services Public Authority of the County of Solano In -Home Supportive Services Public Authority of the County of Sonoma Las Gallinas Valley Sanitary District of Marin County Montara Water & Sanitary District Napa Sanitation District Novato Sanitary District Oro Loma Sanitary District Rodeo - Hercules Fire Protection District San Ramon Valley Fire Protection District Sewer Authority Mid - Coastside Silicon Valley Clean Water Solano County Mosquito Abatement District Solano Irrigation District Superior Court of California, County of Napa Superior Court of California, County of Sacramento Superior Court of California, County of San Bernardino Superior Court of California, County of Ventura Superior Court of California, County of Yolo Twin Cities Police Authority Union Sanitary District West Bay Sanitary District Yolo Emergency Communications Agency Zone 7 Water Agency (Alameda County Flood Control and Water Conservation District) 2200 POWELL STREET, SUITE 1000 , EMERYVILLE, CA 94608 510.653.6765 - WWW.IEDA.COM