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HomeMy WebLinkAboutADMINISTRATION ACTION SUMMARY 11-07-14Central &-do I) C) Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADMINISTRATION COMMITTEE ACTION SUMMARY Chair McGill Member Williams Friday, November 7, 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 Dave Williams, Director of Administration David Heath, General Manager Roger Bailey, Human Resources Manager Teji O'Malley, Safety & Risk Management Administrator Shari Deutsch, Secretary of the District Elaine Boehme, Finance Manager Thea Vassallo, Executive Assistant Suzette Crayton (left after item 4.a.), Director of Engineering Jean -Marc Petit, Senior Administrative Technician Cindy Granzella 1. Call Meeting to Order Chair McGill called the meeting to order at 8:03 a.m. 2. Public Comments None. 3. Review how overtime is assigned and approved across the District Human Resources Manager Teji O'Malley reviewed the overtime chart, stating that it was separated by division and corresponding approval process. This assignment and approval process is not listed in the Memorandum of Understanding (MOU); it is District practice within each division. Member Williams asked if mandatory overtime is assigned. Ms. O'Malley confirmed that it is assigned and on a rotation. Staff Recommendation: Reviewed report. Administration Committee Action Summary November 7, 2014 Page 2 4.' Review and discuss the following regarding Board Policies: *a. Draft Travel and Expense Reimbursement, Board Policy (BP) 008, incorporating changes recommended by the Committee at its October 15, 2013 and October 3, 2014 meetings Staff distributed a handout (attached), which displays per diem /meal rates for cities that were recently visited for conferences. Director of Administration David Heath stated that there are no new changes to the Draft Travel and Expense Reimbursement Board Policy, however there have been changes made to the procedures. Executive Assistant Suzette Crayton stated that changes to the Policy recommended by the Committee on the October 3rd meeting were incorporated. General Manager Roger Bailey requested Committee feedback on the procedures. Chair McGill asked where non - travel Board expenses are addressed. Secretary of the District Elaine Boehme stated they are found in Resolution 2014 -011. Chair McGill asked if that Resolution should be referenced. Chair McGill asked for clarification if this policy was referring to only travel expenses. Mr. Heath said it was, and suggested removing the word "and" from the title "Travel and Expense Reimbursement." Chair McGill referred to page 1, fifth bullet and commented that it is not necessary to request receipts to be organized by date. Chair McGill referred to page 7, agreeing that reimbursements are only provided for meals when expenses are incurred. Referring to the same page, Chair McGill asked if there is a home test for meal reimbursement for Local One Day Trainings /Seminars, such as 30 — 60 miles from work. Mr. Heath will research it. Chair McGill referred to travel advances on page 8, questioning if it was legal to withhold pay. Mr. Heath agreed and will remove those lines. Member Williams commented that there should be a catch all phrase added in terms of guidelines and flexibility. Ms. Crayton mentioned that a line was added to give the General Manager discretion for any exceptions. Member Williams asked for clarification on page 1, bullets 1 and 2. Mr. Bailey will rewrite bullet 2, to include wording for returning to work the same day a conference ends, if necessary. Regarding bullet 1, Ms. O'Malley confirmed that travel time is compensable if during normal work hours. Administration Committee Action Summary November 7, 2014 Page 3 Member Williams pointed out that internet charges may be necessary for reimbursement, as mentioned on page 3, procedure 1. Safety and Risk Management Administrator Shari Deutsch suggested that it be reworded so that items for personal use are not reimbursed. Chair McGill and Member Williams were in agreement. Chair McGill stated that he agrees with the Board Policy and recommends it for Board approval. Mr. Bailey clarified that the Board will receive the entire packet, but approval is only needed on the policy. Procedures will be effective the same day that the Policy is approved. COMMITTEE ACTION: Reviewed and recommended Board approval. b. Draft proposed Security Policy and Access Control Procedures (the latter intended to be an Administrative Procedure) Ms. Deutsch stated that the Policy lists the purpose, policy, and responsibilities. The Access Control Procedures provide further detail to the Policy. Ms. Deutsch recommended removing sections titled Public Areas, Identification, and Access Control from the Policy because they are addressed in the Access Control Procedures. Chair McGill and Member Williams agreed. COMMITTEE ACTION: Reviewed and recommended Board approval. C. Memo regarding existing and proposed Board Policies, with a view toward separating staff procedures Mr. Heath commented that staff is segregating policy from procedures, and would like input as to the priority of the policies on the list. Mr. Bailey suggested Debt Management and Fiscal Reserves be placed at the top of the list, followed by Safety, Recycled Water, and Information Security. Chair McGill and Member Williams both agreed with Mr. Bailey's suggestion. Member Williams asked if there should be a procedure numbering that would link to the corresponding policy. Mr. Bailey and Ms. Boehme agreed and will work on developing a numbering system. COMMITTEE ACTION: Provided direction regarding the prioritization of policies to be reviewed by the Committee at future meetings. 5. Receive exit interview and turnover rate data going back five years on reasons why employees have left the District Administration Committee Action Summary November 7, 2014 Page 4 5. Receive exit interview and turnover rate data going back five years on reasons why employees have left the District Ms. O'Malley reviewed the memo summarizing all separation data collected from 2008 to present. She calculated a turnover rate for each calendar year, noting that the higher rates in years 2010 to 2012 were largely attributable to pension reform and pending contract negotiations. When analyzing the reasons for separation, Ms. O'Malley explained that retirement was the primary reason. Ms. O'Malley will report back yearly with new turnover rates, and will benchmark against the District's five sister agencies. Ms. O'Malley will prepare a benchmark study for a future Committee meeting with current information. COMMITTEE ACTION: Received data. 6. Announcements a. Future scheduled meetings: Wednesday, November 26, 2014 at 8:00 a.m. Chair McGill stated that December meetings need to be scheduled. COMMITTEE ACTION: Received the announcements. 7. Suggestions for future agenda items None. 8. Adjournment — at 9:55 a.m. * Attachment Standing Item 4.0t. TYPICAL PER DIEM /MEAL RATES FOR CONFERENCE CITIES Per Diem Maximum Per Diem Rate for Breakfast/Lunch /Dinner New York, NY $71 $12 / $18 / $36 Washington, D.C. $71 $12 / $18 / $36 New Orleans, LA $71 $12 / $18 / $36 Chicago,IL $71 $12 / $18 / $36 Palm Springs $71 $12 / $18 / $36 Monterey $71 $12 / $18 / $36 Newport Beach $71 $12 / $18 / $36 Los Angeles $71 $12 / $18 / $36 San Francisco $71 $12 / $18 / $36 South Lake Tahoe $71 $12 / $18 / $36 Providence, RI $71 $12 / $18 / $36 Santa Fe, NM $71 $12 / $18 / $36 San Diego $71 $12 / $18 / $36 Portland, OR $66 $11 / $16 / $34 Napa $66 $11 / $16 / $34 Sacramento $61 $10 / $15 / $31 Charleston, SC $56 $9 /$13/$29