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Home My WebLink About07.d.1)c) Action Summary-Administration Committee 07-06-15Committee: Chair David Williams Member Mike McGill OrM �W Central Contra Costa Sanitary District REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA MICHAEL R.MCGILL SANITARY DISTRICT President ADMINISTRATION COMMITTEE TADJ PILECKI President Pro Tenn PAUL H. CAUSEY JAMES A A C T I O N SUMMARY DAVID R. WILLIA MS PHONE: (925) 228 -9500 Monday, July 6, 2015 FAX: (925) 372 -0192 8 :00 a.m. www.centralsan.org Executive Conference Room 5019 Imhoff Place Martinez, California Invited Guests Lauren Brant, Managing Director of PFM Asset Management LLC (left after Item 3.) Rick van den Dungen Bille of Utility Service Partners (left after Item 4.) Staff.• General Manager Roger Bailey Deputy General Manager Ann Sasaki Director of Administration David Heath Director of Engineering & Technical Services Jean -Marc Petit Secretary of the District Elaine Boehme Human Resources Manager Teji O'Malley Associate Engineer Rita Cheng Community Affairs Representative Bonnie Lowe Accountant Jamie King Assistant to the Secretary of the District Donna Anderson 1. Call Meeting to Order Chair Williams called the meeting to order at 8:00 a.m. 2. Public Comments None. Administration Committee Action Summary July 6, 2015 Page 2 3. Discussion with Lauren Brant, Managing Director of PFM Asset Management LLC to address changes to Board Policy No. BP 005 — Statement of Investment Policy Ms. Brant of PFM Asset Management LLC reviewed the PowerPoint distributed with the agenda material, noting that the Statement of Investment Policy serves as the foundation of the District's investment program. As such, after thorough review, she recommended changes to the Investment Policy that incorporate industry best practices and expand the types and limits of allowable investment instruments as permitted by California Government Code Section 53601. Member McGill pointed out that while the fiduciary responsibility for the District's investments rests with the Board, there are a number of mechanisms the Board may use to exercise that responsibility. The Committee Members concurred with the recommended changes to the Investment Policy, including the additional wording to reflect portions of the Government Code. They recommended several additional changes, including upgrading the category rating from `A" to "AA" for municipal investments under Section 11, Permissible Investments, and possibly incorporating wording to reflect the Board's fiduciary responsibility. Director of Administration David Heath said staff will incorporate the Committee's suggestions into the proposed, expanded Investment Policy and bring it to the full Board for consideration in September. COMMITTEE ACTION: Recommended Board approval with several modifications. 4. Receive presentation on Sewer Service Line Warranty Program from Rick van den Dungen Bille of Utility Service Partners Mr. van den Dungen Bille of Utility Service Partners (USP) presented information on his company's insurance program and stated that the key to any service line warranty program, which in this case would cover the underground sewer line from the property owner's home to the point of connection to the District sewer, is delivery of service. For a monthly fee of $9, USP will dispatch a licensed, local plumber to fix the sewer line, usually within 24 hours. There is no deductible and USP will pay the plumber directly. Coverage would be up to $8,000 per repair incident ($4,000 per occurrence and $4,000 allowance for public street and sidewalk cutting, if needed), with no annual or lifetime limit. Chair Williams said he was familiar with a similar program offered by Contra Costa Water District. Since customer participation would be voluntary, he said he was inclined to support it. Administration Committee Action Summary July 6, 2015 Page 3 Member McGill said he was inclined to support the program as well, provided staff performs a subjective qualitative review /reference check with other agencies and program participants. COMMITTEE ACTION: Received the information and provided input to staff. 5. Receive update on Succession Planning Committee Associate Engineer Rita Cheng provided an update on the Succession Planning Committee, including a recap of past accomplishments, current objectives in progress, and proposed objectives for Fiscal Year 2015 -16, as set forth in the PowerPoint contained in the agenda material. Chair Williams said he is a strong supporter of succession planning as well as hiring the right person for the job. He reiterated that it is not the District's responsibility to prepare employees for promotion; that responsibility rests with each individual employee. COMMITTEE ACTION: Received the update. 6. Discussion on enhancement of the District's community outreach by potentially forming: a. A community outreach panel to focus on the District's infrastructure and other needs Mr. Bailey said this item was intended to explore the idea suggested by Member Causey at the June 4, 2015 Board meeting of creating a blue ribbon panel. One option would be to create a panel comprised of a combination of representatives from different customer classes, stakeholders, and staff to receive information and conduct outreach concerning issues facing the District, such as infrastructure needs and potential rate increases to pay for those needs over the next ten to twenty years. Chair Williams said he was in favor of obtaining outside opinions but expressed concern over the additional staff time required to educate panel members as well as the difficulties that may arise if the panel were to make a recommendation contrary to the decision of the elected Board Members. Administration Committee Action Summary July 6, 2015 Page 4 The Committee Members supported the idea of a community outreach panel rather than an "advisory" panel, with an emphasis on outreach and education. COMMITTEE ACTION: Requested staff to return with a more fully fleshed out concept for a community outreach panel for discussion at a future meeting. b. Central San "University" to better educate interested stakeholders on the business of providing wastewater service to the community Due to time constraints, this matter was postponed. COMMITTEE ACTION: Item postponed to a future meeting. 7. Review proposed revisions to existing Board Policy No. BP 013 — Standing Committee Charters Secretary of the District Elaine Boehme stated that the charters had been reviewed by the respective Committees, each of which concurred with the recommended changes. COMMITTEE ACTION: Reviewed and recommended Board approval. 8. Review draft Position Paper to consider format change for Board minutes and videotaping of Board meetings Ms. Boehme noted that a draft Board Policy for the style of minutes and video recording of Board meetings was prepared as directed at the May 21, 2015 Board meeting. The Committee Members supported the draft policy, but recommended replacing the words "For the record" with "Key" under the Policy section. COMMITTEE ACTION: Reviewed and recommended Board approval. 9. Standing Items a. Planning for 2017 Labor Negotiations 1) Review Gantt Chart of activities leading up to 2017 Labor Negotiations Administration Committee Action Summary July 6, 2015 Page 5 b. Receive update on ongoing Contra Costa County Employees' Retirement Association (CCCERA) audit Human Resources Manager Teji O'Malley said CCCERA has signed off on the District's responses to the issues raised during its audit, so the audit has been completed. C. Risk Management — No staff report d. Receive update on pending litigation re AB 197 (Public Employers Pension Reform Act of 2013) (PEPRA) and CCCERA straddling issues - No staff report COMMITTEE ACTION: Received the information. 10. Announcements a. Future scheduled meetings: Monday, July 27 at 8:00 a.m. Monday, August 10 at 8:00 a.m. Monday, August 24 at 8:00 a.m. COMMITTEE ACTION: Received the announcements. 11. Suggestions for future agenda items None. 12. Adjournment —at 10:00 a.m.