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HomeMy WebLinkAboutADMINISTRATION MINUTES 06-30-16 12 . c . l )c) Central Contra Costa Sanitary District SPECIAL MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA TAD./.PILECKI SANITARY DISTRICT prcsident ADMINISTRATION COMMIT R4ULH CAUSE Y Pruridew Prn Tem MICHAEL R.MCGILL MINUTES JAMES A.NE.IEDLY DAVID R. WILLM AIS Thursday, June 30, 2016 PHONE: (925)228-9500 FIX: (925)372-0192 8:30 a.m. vovwxentralsan.org 2nd Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair David Williams Member Mike McGill Invited Guests: Travis Taylor— Executive Vice President of Fineman PR Michael Llewellyn-Williams, PhD — Principal and Founder of Brand Mechanics, Inc. Staff. General Manager Roger S. Bailey Deputy General Manager Ann Sasaki 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 Manager Emily Barnett Environmental & Regulatory Compliance Division Manager Lori Schectel Associate Engineer Melody LaBella (left after Item 5.) Risk Management Administrator Shari Deutsch (left after Item 4.) Assistant to the Secretary of the District Donna Anderson Senior Administrative Technician Christina Gee (left after Item 6.) 1. Call Meeting to Order Chair Williams called the meeting to order at 8:30 a.m. Administration Committee Minutes June 30, 2016 Page 2 2. Public Comments None. 3. Review draft Position Paper to consider adopting resolution authorizing volunteers to be covered under the District's Workers' Compensation Policy Ms. Deutsch explained the item, noting that the language in the proposed resolution incorporates wording from the Labor Code and is consistent with what numerous other agencies have adopted. COMMITTEE ACTION: Reviewed and recommended Board approval. 4. Risk Management - Loss Control Report; discuss outstanding claims and new claims, if any Ms. Deutsch provided a brief review of the Loss Control Report. COMMITTEE ACTION: Reviewed the Report. 5. Review draft response to Contra Costa Grand Jury Report No. 1606, "Reclaiming Our Water." Mr. Bailey said the draft response was based on feedback from the Committee given at the June 6, 2016 meeting. Member McGill suggested that the cover letter for the final response should include wording to the effect that the District continues to be engaged at the highest levels in the state and wishes to see every drop of water purposefully reused. Chair Williams suggested edits to several of the proposed findings and recommendations, which Ms. LaBella will incorporate into the draft response that will be presented for the full Board's consideration at the July 7, 2016 meeting. COMMITTEE ACTION: Reviewed and recommended Board approval. 6. Conduct debrief on recently completed inaugural session of Central San Academy Ms. Gee highlighted various information contained in the memorandum that was included with the agenda materials. Administration Committee Minutes June 30, 2016 Page 3 Chair Williams commented that the planning and organization of the Central San Academy was very well done, as reflected by participant feedback. He inquired as to the cost of the Academy. Ms. Gee said approximately$9,500 was spent for advertising, catering, and graduation. Mr. Bailey acknowledged that significant staff time was devoted to preparing presentation materials for the six initial sessions of the Academy, but the number of hours should be substantially less for future Academies now that the framework has been set. He also noted that managers and department directors received no additional compensation for preparing for or participating in the Academy, although some hourly employees did. A discussion took place as to the return on investment for the Academy, noting that on its face it would be difficult to justify. On the other hand, having 23 new ambassadors circulating in the community who have a good understanding of the District's work is beneficial though not easily quantified. Ultimately, the question is whether the Academy accomplishes the District's mission. Member McGill said he thought the Academy was excellent. With regard to return on investment, he said the District is about to embark on a program that will include significant capital improvements. On the one hand, the public wants the District to upgrade the infrastructure, but they need to understand why because of the associated capital costs. Thus, he believes the secondary and tertiary benefits of educating the public via the Academy are very important. Mr. Bailey said that one of the things staff would like to know is if the Board is interested in continuing the program. Chair Williams said the question becomes whether it is the Board who feels the need to have the public understand what the District does, or is it the public who wishes to understand what the District does. The minimal opposition to the District's prior rate increases suggests the former. He also noted that the District already has a significant outreach program in place for the Comprehensive Wastewater Master Plan (CWMP). Mr. Bailey said that several cities across the country are providing this type of outreach to engage proactively with the public before problems arise. This takes the broad view to help the public understand what agencies do, why they do it, and the costs associated with providing their services so there are no surprises. COMMITTEE ACTION: Recommended continuation of the Academy with a budget line item to track staff time and costs. Administration Committee Minutes June 30, 2016 Page 4 7. Review upcoming 70th Anniversary Open House Event Agenda COMMITTEE ACTION: Received the agenda. 8. Review draft Board Policy No. BP 026 — Legislative Advocacy The Committee provided feedback to staff, including the addition of a category in Section 3 for pending litigation to be watched. It was also suggested that, if permissible by counsel, a standing item be added to future Board agendas for legislative updates to allow the Board to provide direction to staff on pending legislation. COMMITTEE ACTION: Provided input to staff and requested a revised draft be brought back to the Committee at a future meeting. 9. Review Gantt chart of activities leading up to 2017 Labor Negotiations In the interest of time, this item was not discussed. COMMITTEE ACTION: Reviewed the Gantt chart. 10. Follow-up discussion regarding possible name change for the District, and/or consider rebranding for resource recovery Mr. Taylor and Dr. Llewellyn-Williams reviewed the presentation included with the agenda packet. Member McGill said that he feels a strong attachment to the District's full name. If a rebranding were to occur, he would be comfortable with "Central San"being most prominent as long as the full name also appeared smaller in the logo. Chair Williams said he does not believe the District will ever be successful in getting people to recognize it by either its full name or "Central San." He said the hallmark prototype for agency rebranding is DC Water and he would be willing to consider rebranding. COMMITTEE ACTION: Received the presentation and recommended that the Board direct staff to proceed with the rebranding process, including possibly changing the name of the District. Administration Committee Minutes June 30, 2016 Page 5 11. Announcements a. Future scheduled meetings: Thursday, July 14, 2016 at 8:30 a.m. Monday, July 25, 2016 at 8:30 a.m. Monday, August 8, 2016 at 8:30 a.m. Monday, August 22, 2016 at 8:30 a.m. (Needs to be rescheduled) b. Receive update on letter to Contra Costa County Employees' Retirement Association (CCCERA) requesting comment periods when considering future changes to the assumptions it uses that affect contribution levels — the Committee Members expressed satisfaction with the letter. 12. Suggestions for future agenda items None. 13. Adjournment — at 9:45 a.m.