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HomeMy WebLinkAbout08.d.1)e) Action Summary: Administration Committee 8-10-15Committee: Chair David Williams Member Mike McGill Invited Guests: Fes.: REGULAR MEETING OF THE CENTRAL CONTRA COSTA BOARD OF DIRECTORS: MICHAEL R. MCGILL SANITARY DISTRICT President ADMINISTRATION COMMITTEE TAD J. PlTem President Pro ro Teni PAUL K CAUSEY 1 ACTION S U M p p A R Y `7 �V� fl JAMES A. WILLIAMS DAVID R. ILLIAM Monday, August 10, 2015 PHONE: (925) 228 -9500 FAX: (925) 372 -0192 8:00 a.m. www.ceiztralsan.org Executive Conference Room 5019 Imhoff Place Martinez, California Staff.• General Manager Roger Bailey Deputy General Manager Ann Sasaki Director of Administration David Heath Director of Engineering & Technical Services Jean -Marc Petit Planning and Development Services Division Manager Danea Gemmell (left after Item 6.) Human Resources Manager Teji O'Malley Secretary of the District Elaine Boehme Field Operations Superintendent Don Rhoads (left after Item 5.) Finance Administrator Todd Smithey (left after Item 3.) Risk Management Administrator Shari Deutsch Safety Officer Jerry Ledbetter (left after Item 5.) 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 August 10, 2015 Page 2 3. Status update on Contra Costa County Employees Retirement Association (CCCERA) Retiree Lookback Project Mr. Smithey said a CCCERA report on the Project is expected in September or October. The focus of the project is not on those who increased their pensions using authorized leave, but those who did so using other means. COMMITTEE ACTION: Received the update. 4. Receive annual summary of the District's Safety Program Ms. Sasaki introduced Jerry Ledbetter, the District's new Safety Officer, noting that the Safety Program is now fully staffed. Mr. Ledbetter reviewed the agenda material providing a high -level annual safety and injury report as previously requested by the Committee. Because Cal OSHA's statistics are prepared on a calendar year basis, he said staff will be adapting its reporting to a calendar -year basis and will provide future annual reports to the Committee in January. COMMITTEE ACTION: Received the report. 5. Discuss implementation of a District -wide automated vehicle location /global position system Ms. Sasaki stated that as part of the District's Asset Management Program, staff is looking at implementing this new program because technology has advanced to the point that it is simple and cost - effective to install this equipment on vehicles. She reviewed the benefits as described in the agenda materials, noting that management would be meeting with the union groups prior to system implementation. It was noted that vehicle location information will be helpful to dispatch the nearest vehicle in the event of an emergency. It will also be helpful from a routing standpoint to know traffic patterns. Upon discussion, Mr. Bailey said staff will investigate the feasibility of including treatment plant vehicles as part of the program. COMMITTEE ACTION: Discussed and provided input to staff. 6. Review draft Position Paper to delete a vacant Right -of Way Agent position and authorize the filling of a Senior Right -of -Way Agent position Member McGill acknowledged that when the General Manager authority resolution was updated last April, the Board, at the Committee's request, retained authority to 1) establish new job classifications and 2) add and delete permanent Administration Committee Action Summary August 10, 2015 Page 3 and /or temporary positions. However, he said that bringing forth position changes that are consistent with the Staffing Needs Assessment previously approved by the Board seems needlessly onerous on staff. He suggested that a blanket authorization be approved by the Board covering those changes that are consistent with the approved Staffing Needs Assessment. Mr. Bailey said staff will look at the best way to address this issue and will report back to the Committee at a future meeting. COMMITTEE ACTION: Reviewed and recommended Board approval. 7. Review proposed revisions to existing Board Policy No. BP 003 — Hiring of District Retirees The Committee agreed that hiring District retirees should be kept to a minimum, and the recent succession planning efforts should help in that regard. COMMITTEE ACTION: Reviewed and recommended Board approval. 8. Receive Overtime Reports a. Over 100 Hours b. Actual v. Budget (Trends) COMMITTEE ACTION: Received the reports. 9. Receive annual report on District employee turnover rates and benchmark study of other agencies' turnover rates Ms. O'Malley explained the material contained in the agenda packet. Chair Williams asked if she had data to track lateral transfers. She said she did and would incorporate that information into future reports. COMMITTEE ACTION: Received the report. 10. Receive update on Affordable Care Act (ACA) and its impact on the District COMMITTEE ACTION: Received the report. Administration Committee Action Summary August 10, 2015 Page 4 11. Standing Items a. Planning for 2017 Labor Negotiations 1) Review Gantt chart of activities leading up to 2017 Labor Negotiations b. Risk Management 1) Loss Control Report; discuss outstanding claims & new claims, if any 2) Self- insured Fund Legal Expenses Report C. 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: Provided input to staff as needed. 12. Announcements a. Future scheduled meetings: Monday, August 24, 2015 at 8:00 a.m. Thursday, September 10, at 8:00 a.m. Monday, September 21, at 8:00 a.m. COMMITTEE ACTION: Received the announcements. 13. Suggestions for future agenda items None. 14. Adjournment — at 9:28 a.m.