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HomeMy WebLinkAboutADMINISTRATION ACTION SUMMARY 03-31-15central Sanitary REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADMINISTRATION COMMITTEE ACTION SUMMARY Chair Williams Member McGill Tuesday, March 31, 2015 8:00 — 9:30 a.m. 2 "d Floor Conference Room 5019 Imhoff Place Martinez, California Di,triciaa BOARD OF DIRECTORS: MICHALL R. MCGILL President LAD J PIL1 M President Pro 7em PAUL H CAUSI:Y JAMLSA NF_/IiDLY DAVID R WILLMMS PHONE: (925) 228 -9500 FAX: (925) 372 -0192 www. centralsan. org PRESENT: Chair David Williams and Member Mike McGill, General Manager Roger Bailey, Deputy General Manager Ann Sasaki, Director of Administration David Heath, Director of Engineering and Technical Services Jean -Marc Petit, Human Resources Manager Teji O'Malley, Secretary of the District Elaine Boehme, Safety & Risk Management Administrator Shari Deutsch, Administrative Support Supervisor (Records) Lupe Saldana (left after Item 3.), Media Production Technician Joe Zumbo (left after Item 3.), Assistant to the Secretary of the District Donna Anderson, Stacey Cue of IEDA (left after Item 4.b.2)), and Stephen Madler of NexLevel IT Consulting. Call Meeting to Order Chair Williams called the meeting to order at 8:06 a.m. 2. Public Comments None. 3. Receive report on options for modifying action summaries /minutes processes and update on Board Room upgrades Secretary of the District Elaine Boehme explained that she had been directed by the Board to look at options for streamlining and expediting the production of Board meeting minutes and whether the Board meeting Action Summaries have any merit. After reviewing the material that was included with the agenda packet, she said that if the Board wished to have minutes available for approval at the next Board meeting (rather than skipping one Board meeting), the minutes would Administration Committee Action Summary March 31, 2015 Page 2 need to be action minutes (as opposed to the current detailed summary minutes) paired with a video recording of the meeting posted to the District's website that would be retained permanently. Ms. Sa /dana demonstrated the options available for videotaping and how videotaped meetings appear on various websites. Ms. Boehme and staff responded to questions from the Committee Members concerning the costs for a video recording system, potential security issues, and Board Room upgrades already in process. She also mentioned that while many cities have converted to videotaped meetings, only one of the 14 local water /wastewater special districts surveyed currently video records its Board meetings. Dublin San Ramon Services District uses a single- camera recording that is uploaded to YouTube. Member McGill said he believed the District should convert to such a video recording system as soon as possible and switch from detailed summary minutes to action minutes. Such a transition would allow the minutes to be available for approval at the next Board meeting because less staff time would be needed to prepare them. It would also be appealing from a transparency standpoint and was in keeping with the fourth goal of the District's Strategic Plan, which is to be a leader in the wastewater industry. Chair Williams said that he too was in favor of such a transition. Given the Committee's desire to move forward, Ms. Boehme said she would refine the options in terms of pricing for set -up and ongoing costs, single versus multiple cameras, in -house camera operation versus outside hosted service, tagging /indexing of recordings, etc. and come back to the Committee for a specific proposal. The Committee Members agreed that Ms. Boehme should bring the proposal directly to the full Board for consideration. COMMITTEE ACTION: Recommended that, in lieu of preparing detailed summary minutes, a proposal be brought to the full Board to convert to action minutes supplemented by indexed videotaped recordings of Board meetings that would be available on the District's website and retained permanently. 4. Standing Items a. Receive update on ongoing Contra Costa County Employees' Retirement Association (CCCERA) audit 1) Receive the District's response to CCCERA audit Human Resources Manager Teji O'Malley summarized the District's response letter to the recently completed CCCERA audit and responded to several questions from the Committee Members. Administration Committee Action Summary March 31, 2015 Page 3 With regard to the 129 and 130 reports, it was noted that CCCERA notified the District in December 2014, after the onsite audit had already been completed, of the reporting requirement changes. As outlined in the memo in the agenda packet, the District is making the recommended changes and will provide them to CCCERA. COMMITTEE ACTION: None. b. Planning for 2017 Labor Negotiations 1) Review Gantt chart of activities leading up to 2017 Labor Negotiations Ms. O'Malley noted that IEDA will be meeting with the full Board in closed session on April 23 to discuss the benchmarking issues raised by this Committee at its March 9, 2015 meeting. Chair Williams said he will point out to the Board during his report out of this meeting that the Gantt chart is being included in every Administration Committee agenda packet for their reference. COMMITTEE ACTION: Requested that subtasks be added the Gantt chart for a rolling 12 -month period. 2) Discuss with Stacey Cue of IEDA the role and responsibilities of the labor negotiations team during negotiations Stacey Cue noted that the agenda packet included a breakdown of the typical roles and responsibilities of the labor management teams and asked if the Committee had any input to tailor it to best fit the needs of the District. In response to a question from Chair Williams, Ms. Cue said the District Bargaining Team (DBT) members will be determined by Administration (District Management), possibly with input from the Board. It was noted that the main difference between the DBT and Administration is that the DBT will beat the bargaining table. The Committee requested that selection of the DBT be added to both the list of roles and responsibilities as well as to the Gantt chart. COMMITTEE ACTION: Requested that (1) selection of the DBT be added to the list of roles and responsibilities as well as the Gantt chart, and (2) the steps involved with determining compensation strategy and determining goals and objectives for the DBT also be added to the Gantt chart. Administration Committee Action Summary March 31, 2015 Page 4 C. Risk Management (discuss outstanding claims and new claims, if any, and receive Loss Control Report once a month) Safety and Risk Management Administrator Shari Deutsch reviewed updates to the Loss Control Report included with the agenda packet. COMMITTEE ACTION: Reviewed the report and discussed outstanding claims. d. Receive update on pending litigation re AB 197 (Public Employers Pension Reform Act of 2013) (PEPRA) - No staff report None. 5. Announcements a. Future scheduled meetings: Monday, April 6, 2015 at 8:00 a.m. Monday, April 20, 2015 at 8:00 a.m. Monday, May 11, 2015 at 8:00 a.m. COMMITTEE ACTION: Received the announcements. 6. Suggestions for future agenda items None. 7. Adjournment — at 9:07 a.m.