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HomeMy WebLinkAbout06.d.1)b) Administration Committee Action Summary 12-21-15Committee: Chair David Williams Member Mike McGill (o. 0(,j)6) Central Contra Posta Sanitary District REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA MICHAEL R.MCGILL SANITARY DISTRICT President ADMINISTRATION COMMITTEE TAD J.PI President ProroTTein ern PAUL H. CAUSEY ACTION SUMMARY JAMES A. DAVID R. WILLIAMSLLIA PHONE: (925) 228-9500 Monday, December 21, 2015 FAX: (925) 372-0192 8:00 a.m. www.centralsan.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 and Technical Services Jean -Marc Petit Secretary of the District Elaine Boehme Human Resources Manager Teji O'Malley Communication Services and Intergovernmental Relations Mgr. Emily Barnett Planning and Development Services Division Manager Danea Gemmell (left after Item 3.) Finance Administrator Todd Smithey (left after Item 5.) 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 8:05 a.m. 2. Public Comments None, 3. Review proposed Board Policy No. BP 019 - Recycled Water Mr. Bailey and Ms. Gemmell stated that the draft policy included with the agenda materials was meant as a place to begin a dialog toward developing a policy on recycled water. Administration Committee Action Summary December 21, 2015 Page 2 Member McGill said that if a policy on recycled water were to be developed, he would like it to include language regarding cost recovery as well as a reference to past history and the settlement agreement regarding Zone 1. Chair Williams stated that Items I-IV of the stated "Purpose" of the draft policy read more like a policy statement because it reflects the Board's position with regard to recycled water. Anything beyond that was unnecessary at the policy level and everything under the `Priorities" section should be delegated to the General Manager. He would eliminate Item V of the Purpose section because it was unnecessary. Member McGill agreed, after which Mr. Bailey said staff will clarify what, if anything, is left to comply with in terms of the aforementioned settlement agreement. COMMITTEE ACTION: Provided input to staff, and requested that a revised draft Recycled Water Policy be presented to the Committee for further review. 4. Receive information on Contra Costa County Employees' Retirement Association (CCCERA) and Other Postemployment Benefits (OPEB) Unfunded Actuarial Accrued Liabilities (UAAL) Chair Williams asked why the amortization periods for the CCCERA and OPEB unfunded liabilities were different. Mr. Heath said the 18 -year CCCERA amortization period is set by CCCERA, and the 30 year OPEB amortization period, set by the District, is consistent with what many other agencies use and is sufficient to maintain a high credit rating. Chair Williams said that, fundamentally, he is not a supporter of "kicking the can down the road" and would prefer to explore options for shortening the amortization periods. Noting that the rates are already set for the coming fiscal year, Member McGill suggested that staff begin reviewing potential alternatives for reducing the OPEB amortization period so it may be evaluated during the budget cycle for Fiscal Year 2017-18. Mr. Heath suggested that any such discussion may also include Member McGill's suggestion to consider creating a Section 115 pension trust in the District's name as an alternative to making additional UAAL payments directly to CCCERA. This would provide more flexibility for smoothing pension costs in the future. COMMITTEE ACTION: Received the information. Administration Committee Action Summary December 21, 2015 Page 3 5. Receive information on elements of compensation for the General Manager, Department Directors and Secretary of the District, including how nested "me too" clauses work Member McGill thanked staff for the effort put into providing this information, which was requested after negotiating the General Manager's recent employment contract. He noted that the base salary for the Secretary of the District appeared to be very low by comparison and requested that the position be benchmarked in the upcoming total compensation survey. With regard to the General Manager's $6,000 car allowance, it was noted that CCCERA staff recently ruled that it was pensionable compensation. Member McGill said it was never intended to be pensionable compensation; it was meant as more of an expense reimbursement. Mr. Smithey said the ruling may be appealed to the CCCERA Board. The Committee Members agreed that the $6,000 car allowance was never intended to be treated as pensionable compensation; rather, it was meant to save time while providing expense reimbursement. For these reasons, staff should prepare a letter of appeal. COMMITTEE ACTION: Received the information and directed staff to: 1) Conduct a total compensation survey on the Secretary of the District position; and 2) Write a letter of appeal to CCCERA with regard to its recent ruling that the General Manager's car allowance is pensionable compensation. 6. Receive presentation on District -wide External and Internal Communications Outreach and Strategic Plan for Fiscal Year 2015-16 Mr. Bailey said that the Plan included as part of the agenda materials was the outcome of one of his current performance goals and ties in with the District's Strategic Plan. The information was intended to be informational but to the extent the Committee Members had feedback, staff would be interested. COMMITTEE ACTION: Received the information and provided minimal comments to staff. 7. Continue discussion begun on November 23, 2015 regarding the possibility of developing a Board Code of Conduct/Ethics Policy Ms. Boehme noted that material requested by the Committee at the last two Committee meetings was included with the packet. Administration Committee Action Summary December 21, 2015 Page 4 Upon discussion, it was agreed that certain content regarding Board governance currently included in the Board Guidelines Binder should be removed and incorporated into a draft Board Code of Conduct/Ethics Policy. It was also suggested by Chair Williams that a periodic Board self-evaluation be included as part of such a policy. COMMITTEE ACTION: Requested that staff prepare the first draft of a proposed Board Code of Conduct/Ethics Policy for presentation to the Committee at a future meeting. 8. Standing Items a. Planning for 2017 Labor Negotiations 1) Review Gantt chart of activities leading up to 2017 Labor Negotiations b. Risk Management — Loss Control Report; discuss outstanding claims and new claims, if any C. Update on pending litigation re AB 197 (Public Employers Pension Reform Act of 2013) (PEPRA) and Contra Costa County Employees' Retirement Association (CCCERA) straddling issues — No staff report COMMITTEE ACTION: Provided input to staff as needed. 9. Announcements a. Future scheduled meetings: Monday, January 11, 2016 at 8:30 a.m. (Start time changed to 8:00 a.m.) Tuesday, January 26, 2016 at 8:30 a.m. Monday, February 8, 2016 at 8:30 a.m. COMMITTEE ACTION: Received the announcements. 10. Suggestions for future agenda items None. 11. Adjournment — at 9:32 a.m.