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HomeMy WebLinkAbout09.d.1)d) Action Summary-Administration Committee 03-09-15Central 9d dd) Sanitary District REGULAR MEETING OF THE BOA1W OF DIRECTORS: MICHAEL R. MCGILL CENTRAL CONTRA COSTA President SANITARY DISTRICT TAD J.PILECKI President Pro Tem ADMINISTRATION COMMITTEE PAUL H. CAUSEY JAMES A. NEJEDLY ACTION SUMMARY DAVID R. WILLIAMS PHONE: (925) 228 -9500 FAX.- (925) 372 -0192 Chair Williams www.centralsan.org Member McGill Monday, March 9, 2015 8:00 a.m. Executive Conference Room 5019 Imhoff Place Martinez, California PRESENT: Chair David Williams and Member Mike McGill, General Manager Roger Bailey, Deputy General Manager Ann Sasaki, Director of Administration David Heath, Human Resources Manager Teji O'Malley (not present during closed session and left after Item 8.d.), Secretary of the District Elaine Boehme, District Counsel Kent Alm Environmental Services Division Manager Danea Gemmell (arrived after closed session), Safety & Risk Management Administrator Shari Deutsch, Senior Engineer Thomas Brightbill (arrived after closed session), Community Affairs Representative Chris Carpenter (not present during closed session), Assistant to the Secretary of the District Donna Anderson (not present during closed session), Stacey Cue of IEDA (left after Item 8.a.1).), Stephen Madler of NexLevel IT Consulting, Craig Miller of KIS (IT security consultant) (present during closed session Item 4.a.), and Sherri Petro of VIP Strategies (left after Item 6.) Call Meeting to Order Chair Williams called the meeting to order at 8:09 a.m. 2. Public Comments None. 3. Announce closed session (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held regarding Item 4.a. The closed session commenced at 8:50 a.m., following Administration Committee Action Summary March 9, 2015 Page 2 discussion of Items 8. a.1) and 8. b., which were taken out of order to accommodate Stacey Cue of IEDA who was present for Item 8. a. 1). COMMITTEE ACTION: Received the announcement. 4. Closed Session a. Closed session pursuant to Government Code Section 54957(a) — matters posing a threat to security of essential public services — wastewater (Standing Item) COMMITTEE ACTION: Held the closed session. 5. Report out of closed session COMMITTEE ACTION: District Counsel Kent Alm stated that no reportable action was taken. 6. Discuss potential customer service survey with Sherri Petro of VPI Strategies Ms. Petro recapped prior discussions with the Committee and staff regarding earlier iterations of a potential customer survey. Member McGill believed there is no pressing need to proceed with a survey at this time, and opined that the remaining Board Members would most likely concur. He suggested that the Committee recommend tabling any further efforts in this area unless other Board Members feel differently. Chair Williams concurred. COMMITTEE ACTION: Recommended not pursing a customer survey. 7. Review draft position paper approving the hiring of 30 students for seasonal employment and authorizing the hiring of students to fill 9 co -op positions for Fiscal Year 2015 -16 Chair Williams questioned whether separate Board approval is necessary for this item, given that the fiscal impact of hiring seasonal employees and filling co -op positions is included in the District's budget, which is adopted by the Board. If the fiscal data for seasonal employees and co -ops were evident in the budget documents, that would suffice in his opinion. Human Resources Manager Teji O'Malley said this item is usually part of the annual staffing plan, but since the annual staffing plan was approved by the Board on March 5 this year, in conjunction with the Cost of Service Study, this particular position paper was being handled separately. Member McGill said he Administration Committee Action Summary March 9, 2015 Page 3 was comfortable with approving future staffing as part of the budget process, rather than as a separate Board action. COMMITTEE ACTION: Recommended Board approval and authorization, but recommended that future approvals of both the staffing plan and hiring of seasonal employees and co -ops be wrapped into the budget approval process, so long as the information is sufficiently evident in the budget documents. 8. Standing Items a. Planning for 2017 Labor Negotiations Ms. O'Malley explained some of the additional detail added to the Gantt chart and received comments from the Committee Members on ways to enhance the chart in the future. Member McGill raised the topic of benchmarking - which agencies to include and deciding on which elements of compensation to compare. It was noted that the benchmarking agencies was a topic for the closed session and the full Board should have an opportunity to weigh in. COMMITTEE ACTION: Recommended that a closed session with the full Board be scheduled in the near future to discuss which agencies should be used for benchmarking purposes. 1) Discuss guidelines regarding outreach with Stacey Cue of IEDA This item was taken as the first matter of discussion pending the arrival of Craig Miller of KIS, whose presence was needed for Closed Session Item 4.a. Stacey Cue of IEDA referred to the memo in the agenda packet, which included preliminary draft ground rules for labor /management committees (LMCs) and said she was interested in knowing if the Committee wished to provide input before reaching out to the bargaining groups for theirs. As part of the discussion, Ms. Cue clarified that there would be three LMCs, one for each bargaining group. The LMCs would lend formality to a longstanding District practice of holding quarterly "clear -the -air"type meetings with the bargaining groups. They would serve as a means of improving communication between the bargaining groups and management - not dealing with any memoranda of understanding (MOU) issues, but running on a parallel track. Ms. Cue said that with LMCs, labor negotiations on MOU issues tend to run more smoothly because Administration Committee Action Summary March 9, 2015 Page 4 the smaller issues have already been tackled. The LMC's would be formed in the near future and would continue beyond the 2017 labor negotiations. Since the LMCs will not deal with MOU issues, the Committee Members said Board approval was not necessary for their formation or the drafting of ground rules, as those fall under the purview of the General Manager. COMMITTEE ACTION: Recommended that the General Manager prepare a written announcement for an upcoming Board meeting regarding formation of the labor /management committees. b. Receive update on ongoing Contra Costa County Employees' Retirement Association (CCCERA) audit Ms. O'Malley referred to the memo included in the agenda packet. With regard to the District's policy on rehiring retirees (BP 003 — Hiring of District Retirees), she said staff will propose changes and run them by CCCERA before bringing them to the Committee. She also noted that the District's response to the audit findings is due on March 13, 2015. A copy will be provided to the Committee. COMMITTEE ACTION: Received the update. C. Risk Management (discuss outstanding claims and new claims, if any, and receive Loss Control Report once a month) — No staff report None. d. Receive update on pending litigation re AB 197 (Public Employees' Pension Reform Act of 2013) (PEPRA) - No staff report None. e. Receive update on contract for general legal services Referring to the memorandum contained in the agenda materials, Member McGill said Phase 1 makes sense and Phase 2 is still pending. COMMITTEE ACTION: Requested an update with respect to Phase 2 be provided at the April 6, 2014 Committee meeting. Receive update on Board Policies (BPs) Project — separating policies from procedures and conducting ongoing policy reviews, and review proposed revisions to the following existing BPs: Administration Committee Action Summary March 9, 2015 Page 5 1) BP 006 — Records Management Program (currently known as "Records Retention Schedules ") 2) BP 011 — Policy for the Submission and Tabulation of Proposition 218 Notice Protests, incorporating changes made at January 27, 2015 meeting COMMITTEE ACTION: Provided input to staff as needed and recommended Board approval. 9. Announcements a. Future scheduled meetings: Tuesday, March 31, 2015 at 8:00 a.m. — 9:30 a.m. Monday, April 6, 2015 at 8:00 a.m. Monday, April 20, 2015 at 8:00 a.m. COMMITTEE ACTION: Received the announcements. 10. Suggestions for future agenda items None. 11. Adjournment — at 10:00 a.m.