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HomeMy WebLinkAboutADMINISTRATION ACTION SUMMARY 09-21-15Committee: Chair David Williams Member Mike McGill q d A r.) Central Contra Costa Sanitary District REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA MICHAEL R. MCG /LL SANITARY DISTRICT President ADMINISTRATION COMMITTEE TAD ✓.P, President Pro ro Tem Tem PAUL H CAUSEY ACTION SUMMARY JAMES A. NE✓EDL DAVID R. WILLIAMS Monday, September 21, 2015 PHONE: (925) 228 -9500 y p FAX: (925) 372 -0192 8 :00 a.m. www.centralsan.org 2 "d Floor Conference Room 5019 Imhoff Place Martinez, California Staff.• General Manager Roger Bailey Deputy General Manager Ann Sasaki Human Resources Manager Teji O'Malley Finance Manager Thea Vassallo Communication Services & Intergovernmental Relations Mgr. Emily Barnett Secretary of the District Elaine Boehme Finance Administrator Todd Smithey Community Affairs Representative Bonnie Lowe (left after Item 4.) Assistant to the Secretary of the District Donna Anderson 1. Call Meeting to Order Chair Williams called the meeting to order at 8:05 a.m. 2. Public Comments None. 3. Review draft Position Paper to adopt new Board Policy No. BP - Social Media Communication This item was taken out of order, after Item 4. Ms. Barnett said Bonnie Lowe has been researching the District's possible use of social media for the past year or two, so much of the legwork toward developing Administration Committee Action Summary September 21, 2015 Page 2 a policy had been done by the time she came to the District last month. She said staff is requesting implementation of a social media communication policy to address changing demographics in the East Bay and newer methods and means that the District's customer base is using to access information about the District. Social media is not just a one -way communication; it is meant for getting real - time feedback from customers. Many organizations also use it to evaluate risk and vulnerability. Ms. Barnett explained that staff would initially focus on the main social media powerhouses, such as Linked In, Facebook, Twitter and You Tube. Eventually, staff could look at phasing in some of the newer but lesser known types of social media options because the nature of these communication tools is always evolving. Mr. Bailey said the proposed policy was general so as to be able to adapt to such changes. The policy would be supplemented by a number of sets of administrative procedures because social media is unlike the current communication tools the District utilizes. Ms. Barnett reviewed the social media examples of other wastewater agencies that were included with the agenda materials. In response to a question from Chair Williams, Ms. O'Malley said the District has administrative procedures already in place with regard to employee access to social media during work hours. Generally, such access is acceptable to the extent it does not negatively affect productivity. Ms. Barnett said decisions will need to be made as to the types of messages the District wishes to communicate, such as District videos regarding pollution prevention. Ultimately, she said if the District does not own its message, someone else will own it for the District, which can be problematic. Member McGill said he is in favor of the District moving forward with implementing a social media communication policy as soon as possible. Chair Williams suggested some minor wording changes to the proposed social media communication policy, which Member McGill supported. Ms. Barnett noted that if the Board were to approve the proposed policy, it may take until the end of the year to implement because of the time it takes to build the various social media sites. COMMITTEE ACTION: Reviewed and recommended Board approval of a Social Media Communication Board Policy with the wording changes suggested by Chair Williams. Administration Committee Action Summary September 21, 2015 Page 3 4. Receive and review the Contra Costa County Employees' Retirement Association (CCCERA) 5 -year projection of employer rates and changes based on the 2014 valuation This item was taken out of order, before Item 3. Mr. Smith said that each February, the District receives a letter from CCCERA, indicating its estimated earnings and /or losses for the previous calendar year and its effect on employer contribution rates for the next five years. The information presented in the Segal Consulting letter included with the agenda packet is an update to that letter and intended to provide projections of estimated future contribution rate changes based on the entire 2014 valuation. Mr. Smithey said most of the rates are consistent with those used in the District's financial modeling. Next year, CCCERA will conduct its triennial review of all economic and demographic assumptions, and the 2015 valuation will reflect the results of that study. Mr. Smithey said Segal Consulting is advising its clients to reduce the inflation rate from 3.25 % to 3.0% (CCCERA currently uses 3.25 91o). A reduction in the inflation rate, with a corresponding reduction in the assumed earnings rate, would increase employer and employee contribution rates. The CCCERA assumed rate of return is currently 7.25 %. Mr. Smithey reported that Ca/PERS' actuary has held workshops proposing a reduction of that plan's assumed earnings rate from 7.50 % to a percentage closer to 6.50 %. With regard to the unfunded accrued actuarial liability (UAAL), the idea of separately reporting the portion related to each current employee from that related to former employees and retirees was discussed. Separate reporting would provide more accurate information for any given employee, but may also misrepresent the large UAAL component attributable to long -term employees and retirees. Chair Williams said it is important that any such data be reported in such a way that it will not be misconstrued. Mr. Bailey noted that the District plans to ask its actuary consultant, John Bartel, to review this issue. COMMITTEE ACTION: Received the report. 5. Standing Items a. Planning for 2017 Labor Negotiations: 1) Review Gantt chart of activities leading up to 2017 Labor Negotiations Administration Committee Action Summary September 21, 2015 Page 4 Ms. O'Malley said the only changes made to the report were those suggested at the last meeting. Member McGill suggested that a critical path analysis be done. b. Risk Management - Loss Control Report; discuss outstanding claims & new claims, if any None. C. Receive update on pending litigation re AB 197 (Public Employers Pension Reform Act of 2013) (PEPRA) and CCCERA straddling issues — No staff report None. COMMITTEE ACTION: Provided input to staff as needed. 6. Announcements a. Future scheduled meetings: Monday, October 5, at 8:00 a.m. Thursday, October 26, at 8:00 a.m. Monday, November 9, at 8:00 a.m. b. Mr. Bailey announced that Member Causey, Ms. Barnett and he will be meeting with Town of Danville officials on September 25, 2015 to discuss issues related to the District. C. Ms. Boehme announced that she had emailed the Board Members a snippet of the trial video recording of last week's Board meeting, noting that the October 1, 2015 meeting will be the first fully videotaped meeting that will be uploaded to the website. COMMITTEE ACTION: Received the announcements. 7. Suggestions for future agenda items None. 8. Adjournment — at 9:28 a.m.