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HomeMy WebLinkAboutADMINISTRATION ACTION SUMMARY 10-03-14Central e.dd)b) Sanitary District Proteging public health and the envlrQrtb7 rt 5019 Imhoff Place, Martinez, CA 94553 -4392 SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADMINISTRATION COMMITTEE ACTION SUMMARY Chair McGill Member Williams Friday, October 3, 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 TADJ 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, Human Resources Manager Teji O'Malley, Finance Manager Thea Vassallo, Secretary of the District Elaine Boehme, Executive Assistant Suzette Crayton (left after Item 4), and Senior Administrative Technician Cindy Granzella Call Meeting to Order Chair McGill called the meeting to order at 8:00 a.m. 2. Public Comments Finance Administrator Todd Smithey announced that CCCERA's actuaries will be presenting the December 31, 2014 valuation at the October 8, 2014 Contra Costa County Employers Retirement Association (CCCERA) Board meeting, District retirement rates dropped from 73.93% to 60.58 %, and the Unfunded Actuarial Accrued Liability (UAAL) dropped from $142.2 million to $120.8 million. COMMITTEE ACTION: Received the announcement. 3. Review changes to Flexible Spending Account (FSA) needed for Plan Year 2015 (January 1, 2015- December 31, 2015) Administration Committee Action Summary October 3, 2014 Page 2 Human Resources Manager Teji O'Malley reviewed the memo included with the agenda packet and summarized that the District's Health FSA plan will not be in compliance with a regulation within the Affordable Care Act for the 2015 Plan Year Ms. O'Malley reviewed the two options to ensure compliance: lifting the non -cash restriction on the entire annual amount of $600, or amending the restriction to no more than $500 annually. Chair McGill and Member Williams were in agreement to lift the non -cash restriction. Ms. O'Malley stated that she will meet and confer with the bargaining units and will then take the item. for the full Board for approval. COMMITTEE ACTION: Reviewed and recommended Board approval to lift the non -cash restriction. 4. Review draft Position Paper proposing revisions to Board Policy (BP) 008, Travel and Expense Reimbursement, incorporating changes recommended by the Committee at its October 15, 2013 meeting Director of Administration David Heath reviewed key changes to BP 008, noting that the Policy has now been separated from the Procedures, which are within General Manager authority. Two major changes are adoption of a per diem meal reimbursement rate for staff without receipts and a pre- authorization approval form for travel. Member Williams asked for clarification on non - District employees being transported in District vehicles (BP 008, Procedure 2. d.), and reimbursement on first and last day of travel (BP 008, Procedure 4). He also suggested variations on the staff per diem calculation. Mr. Heath will revisit these items, and provide a revised version at an upcoming meeting. COMMITTEE ACTION: Reviewed and requested staff make revisions for review at an upcoming Committee meeting. 5. Review the District's existing policy concerning medical leaves of absence, with a view toward extending the General Manager's authority to approve such leaves beyond 30 days Ms. O'Malley stated that there is no legal requirement for the Board to approve medical leaves of absence. The Memoranda of Understanding with the unions currently require Board approval, which can delay the process and compromise privacy for the affected individuals. She noted that in most cases, the Board does not have an alternative to deny the request as it may be unlawful. COMMITTEE ACTION: Recommended Board approval of proposed change to extend the General Manager's authority. Administration Committee Action Summary October 3, 2014 Page 3 6. Receive update on pending litigation re AB 197 (Public Employers Pension Reform Act of 2013) (PEPRA) Ms. O'Malley stated that there is no update at this time. Hearings are being scheduled. COMMITTEE ACTION: Received update. 7. Announcements a. Future scheduled meetings: 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) Wednesday, November 26, 2014 at 8:00 a.m. b. Ms. O'Malley announced that the District will be one of five hosts for Baywork's "Workshop on Wheels'; which will give tours of each of the five participating agencies. Staff will give presentations on Wipes Clog Pipes and the Zeolite- Anammox Pilot Plant Study. Several other events have been scheduled for this fiscal year. COMMITTEE ACTION: Received the announcements. 8. Suggestions for future agenda items Chair McGill suggested standing items on future agendas regarding preparations for labor negotiations and an update on Board policies. 9. Adjournment — at 9:24 a.m.