HomeMy WebLinkAboutADMINISTRATION ACTION SUMMARY 11-23-15Committee:
Chair David Williams
Member Mike McGill
,6-d- A 0
Central Contra Costa Sanitary District
REGULAR MEETING OF THE
CENTRAL CONTRA COSTA
BOARD OF DIRECTORS:
MICHAEL R. MCGILL
SANITARY DISTRICT
President
ADMINISTRATION COMMITTEE
TAD J.PITem
President Pro ro Tem
PAUL H. CAUSEY
ACTION SUMMARY
DAMES A.
DAVID R. WILLIAMS LLIA
Monday, ovember 23, 2015 PHONE: (925) 228 -9500
y� FAX: (925) 372 -0192
8:00 a.m. www.centralsan.org
Executive Conference Room
5019 Imhoff Place
Martinez, California
Staff.•
Deputy General Manager Ann Sasaki
Director of Administration David Heath
Human Resources Manager Teji O'Malley
Communication Services and Intergovernmental Relations Mgr. Emily Barnett
Secretary of the District Elaine Boehme
Risk Management Administrator Shari Deutsch
Assistant to the Secretary of the District Donna Anderson
1. Call Meeting to Order
Chair Williams called the meeting to order at 8 :02 a.m.
2. Public Comments
None.
3. Receive quarterly updated on Strategic Plan Tracking — Fiscal Year 2015 -16,
First Quarter
Ms. Sasaki reviewed the tracking reports and responded to questions from the
Committee. She also said staff was working to develop strategies, initiatives and
key performance indicators for the two -year strategic plan that will become
Administration Committee Action Summary
November 23, 2015
Page 2
effective July 1, 2016. It will be based on the updated goals, etc. adopted by the
Board at the Strategic Planning Workshop held November 6, 2015. The draft
strategic plan will be presented for discussion by the Administration Committee in
Spring 2016.
COMMITTEE ACTION: Received update and provided input to staff.
4. Discuss the possibility of developing a Board Code of Ethics Policy
Chair Williams noted that General Manager Roger Bailey wished to be present
for this discussion; however, in his absence, he suggested that the Committee's
preliminary thoughts be gathered.
Member McGill said he was not sure a code of conduct/ethics policy would
provide much benefit, and asked what was expected to be accomplished by
having one.
Chair Williams said he was more interested in developing a policy that covered
conduct in addition to ethics, since training on the latter is already statutorily
mandated. In terms of conduct, he believed trying to capture the intended spirit
of any issues, such as the Board only dealing with policy -level issues and truly
letting the General Manager run the District.
Ms. Boehme said two recurring themes have been raised in the past with regard
to Board conduct — confidentiality regarding closed sessions, and the most
appropriate mechanism for gauging when staff should perform work on matters
requested by a Board Member.
Ms. Sasaki, speaking as a newer employee, said it is helpful to have written
policies when there are changes in staff or Board Members.
As part of the process for considering a code of conducbethics policy, the
Committee Members asked to review the Board Guidelines Binder, last updated
during the 2012 election cycle, which contains information for newly elected
Board Members. It was suggested that existing Board policies be incorporated
into future versions of the Binder, and that it become an electronic document that
is readily available and easily updated. Member McGill requested that staff
highlight those sections of the Board Guidelines Binder that the Committee
should focus on when considering updates.
COMMITTEE ACTION: Requested that when this matter is brought back to
the Committee for further discussion, the relevant sections of the current
Board Guidelines Binder be provided as well.
Administration Committee Action Summary
November 23, 2015
Page 3
5. Standing Items
a. Planning for 2017 Labor Negotiations
1)* Review Gantt chart of activities leading up to 2017 Labor
Negotiations
Ms. O'Malley reviewed minor changes to the updated Gantt chart
(attached).
b. Risk Management - Loss Control Report; discuss outstanding claims and
new claims, if any
Ms. Deutsch reviewed the Loss Control Report included with the agenda
material and responded to questions from the Committee Members.
C. Update on pending litigation re AB 197 (Public Employers Pension Reform
Act of 2013) (PEPRA) and CCCERA straddling issues
No update.
COMMITTEE ACTION: Provided input to staff as needed.
6. Announcements
a. Future scheduled meetings:
Monday, December 7, at 8:00 a.m.
Monday, December 21, at 8:00 a.m.
COMMITTEE ACTION: Received the announcements.
b. Ms. Barnett said the District's stakeholder survey in conjunction with
outreach related to the Comprehensive Wastewater Master Plan (CWMP)
is in circulation at this time.
C. Ms. Barnett also announced that the District's latest pollution prevention
video about the importance of properly disposing of cooking grease will air
over 200 times over the Thanksgiving holiday on local cable TV.
d. Mr. Heath said that actuary John Bartel will attend the December 7
Committee meeting to address the issue of separating the unfunded
Administration Committee Action Summary
November 23, 2015
Page 4
actuarial accrued liability (UAAL) from current employee compensation
figures for reporting purposes.
7. Suggestions for future agenda items
a. The Committee requested information as to (1) what the District
Code says with regard to overflow protection devices (OPDs) and
(2) potential outreach efforts to increase awareness levels about
their benefits.
b. Member McGill requested a review of the elements of compensation
for the General Manager, Department Directors and Secretary of the
District, including information as to how the nested "me too" clauses
work.
8. Adjournment - at 9:44 a.m.
* Attachment
Akni n 0 a . 1
A10 -
PLANNING FOR LABOR NEGOTIATIONS
ID
Task Name
Duration
Start
Finish
2015 2016
establish and finalize draft benchmarks for
16
Ma Jun Jul I Aug Sep I Oct I Nov I Dec I Jan I Feb I Mar I Apr I May Jun Aug Sep I Oct I Nov I Dec I Jan
1
Conduct meeting between IEDA and Board in
1 day
Wed
Wed 100°
16
closed session related to benchmarks for total
Thu
4/1115
4/1/15
compensation survey to Board
compensation survey.
Conduct closed sessions with Board to
109
Fri
Wed! 100% — — — — — - - — — —
2
Present draft benchmarks of total
establish draft benchmarks for total
days
5/1/15
9/30/15
Tue Wed
compensation survey(s) (relative labor market,
days
1/29/16
2/26/16
on District Bargaining Team.
elements of compensation, job classifications to
bargaining units.
19
Discuss and vet goals for negotiations (General
be utilized, etc.).
Conduct closed session with General Manager
23
Mon
Wed; 100%
3
Thu
and Board in order to identify positions to be on
days
8/31/15
9/30/15
2/29/16
District Bargaining Team.
Project. Planning for Labor Negotiations
Board Activities
a Procure class and compensation consultant 53 Mon Wed — 6% -- - — — -- - -- -- — -- —
days 10/19/...12/30/151,
5 Conduct closed session(s) with the Board 104 Thu Tue,
T— 0%
0%
W 6%
- -- 0% --
t5 Procure consultant (neutral third party) to 40 Mon Fri 0°�
0%
0%
9%
and class and compensation consultant to
days
117116
5/31/161
establish and finalize draft benchmarks for
16
total compensation study (Phase 1)
22
Tue Wed
0%
6
Present draft benchmarks of total
16
Thu
Thu
17
Identify communication structure and frequency
compensation survey to Board
days
1/7/16
1/28/16
for Board, District Bargaining Team and IEDA
7
Present draft benchmarks of total
21
Fri
Fri
22
Tue Wed
compensation survey and discuss with all
days
1/29/16
2/26/16
on District Bargaining Team.
days
bargaining units.
19
Discuss and vet goals for negotiations (General
131
6
Present bargaining unit comments related to
14
Mon
Thu
7/1/1612/30/16
draft benchmarks to Board in closed session
days
2/29/16
3/17/16
Project. Planning for Labor Negotiations
Board Activities
21
Fri
Fri
9
Present Board comments related to draft
benchmarks lo bargaining units.
days
3/18/16
4/15/16
10
Present any further bargaining unit
4 days
Mon
Thu
comments related to draft benchmarks to
4/18/16
4/21/16
Board
11
Finalize draft benchmarks
28
Fri
Tue
days
4/22/16
5/31/16
12
Conduct internal survey of all Distrtict
130
Fri
Thu
Departments to identify work rules to be
days
1/1/16
6/30/16
addressed in negotiations.
13
Management team meets to discuss and
21
Fri
Fri
prioritize work rules that need to be addresssed
days
7/1/16
7/29/16
in negotiations.
14
p —r--
Present prioritized list of work rules to Board as
- --
22
Mon
Tue
— —
vetted by Management Team.
days
8/1/16
8/30/16
T— 0%
0%
W 6%
- -- 0% --
t5 Procure consultant (neutral third party) to 40 Mon Fri 0°�
0%
0%
9%
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conduct training of Board on roles and
days
1/4/16 2/26/16
responsibilities during bargaining.
16
Train Board on roles and responsibilities during
22
Tue Wed
0%
bargaining.
days
3/1/16 3/30/16
17
Identify communication structure and frequency
22
Tue Wed
0°i
for Board, District Bargaining Team and IEDA
days
3/1/16 3/30/16
22
Tue Wed
0%
1s
Finalize which District representatives will serve
on District Bargaining Team.
days
3/1/16 3/30/16
19
Discuss and vet goals for negotiations (General
131
Fri Fri
— — -- - - 0%
Manager, Administration Committee, and
days
7/1/1612/30/16
Board)
Project. Planning for Labor Negotiations
Board Activities
Staff Activities Task Progress Original Schedule Summary
Date: Thu 11119/15
Page 1
LABOR NEGOTIATIONS ORIGINAL BASELINE SCHEDULE
ID
Task Name
Duration
Start
Finish
2016 2017
Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 1 Qtr 1 Qtr 2 CW 3 Qtr 4
1
2015 PLAN
327 days
Wed 411/15
Thu 6130116
2
Establish draft benchmarks for total
305 days
_I
Wed 4/1/15
Tue 5/31/16
compensation survey (1 -11)
3
Conduct internal survey of District
130 days
Fri 1/1/161
Thu 6/30/16
Departments to identify work rules to be
addressed in negotiations (12)
4
Procure consultant (neutral third party) to
40 days,
Mon 1/4/16
Fri 2/26/16
conduct training of Board on roles and
responsibilities during bargaining (15)
5
Identify communication structure and
22 days
Tue 3/1/16
Wed 3/30/16
frequency for Board, District Bargaining
Team, and IEDA (16 -17)
6
Finalize which District representatives will
22 days
Tue 3/1/16
Wed 3/30/16
serve on District Bargaining Team (18)
2016 PLAN
131 days
Fri 7/1/16
7
Fri 12130116
8
Discuss and vet goals for negotiations 131 days
Fri 7/1/16
Fri 12/30/16
(General Manager, Administration
Committee. and Board)(19)
2017 PLAN 195 days
Conduct studies related to compensation 130 days
9
Mon 112117
Fri 9/29/17
10
Mon 1/2/17
Fri 6/30/17
(Phase 2 of total compensation study)
11
Conduct studies, research and analysis
195 days
Mon 1/2/17
Fri 9/29/17
related to District proposals, and
anticipated union proposals
12
Draft and vet ground rules and proposals
63 days
Wed 2/1/17
Fri 4/28/17
for negotiations
Send Opener Letters and schedule
Fri 3/31/17
13
23 days
Wed 3/1/17
negotiation meetings
Negotiations Commence
14
130 days
Mon 4/3/17
Fri 9129/17
15
Ratify and Approve MOUs
21 days
Fri 9/1/17
Fri 9/29/17
Project: Labor Negotiations Baseline Schedule
Original Schedule Current MOU expires: 12/17/2017 k Slippage
Date: Thu 11/19/15
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