Loading...
HomeMy WebLinkAbout08.d.1)b) Minutes-Administration Committee 10-24-16Central Contra Costa Sanitary Distrk 8.d.1)b) REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADMINISTRATION COMMITTEE MINUTES Monday, October 24, 2016 8:30 a.m. Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair David Williams Member Mike McGill Staff: General Manager Roger S. Bailey Deputy General Manager Ann Sasaki Secretary of the District Elaine Boehme Communication Services & Intergov. Relations Manager Emily Barnett Capital Projects Division Manager Edgar Lopez (left after Item 7.) Senior Engineer Dana Lawson (left during Item 7.) Assistant to the Secretary of the District Donna Anderson BOARD OF DIRECTORS: TAD J. P1LECKI President PAUL II CAUSEY President Pro Tem MICHAEL R. MCGILL JAMES A. NEJEDLY DAVID R. WILLIAMS PHONE: (925) 228-9500 FAX: (925) 372-0192 www.centralsan.org 1. Call Meeting to Order Chair Williams called the meeting to order at 8:38 am. 2. Public Comments None. 3. Consider amending existing contract with District Counsel to increase hourly rate and monthly retainer Mr. Bailey said that after the recent Executive Management Team performance appraisals, President Pilecki asked him to agendize this matter for an annual adjustment. In addition, Meyers Nave indicated that they have been spending Administration Committee Minutes October 24, 2016 Page 2 more time on retainer work than originally envisioned, which is time they are unable to bill. He said he believed it was never the intent of the Board for the firm not to be paid for work on behalf of the District. Member McGill said he was comfortable increasing the office hours so long as they are being utilized appropriately. Mr. Bailey noted that the proposed $25 increase to $350 per hour amounts to roughly 7.6%. Chair Williams and Member McGill requested benchmarking data using the same agencies as the last benchmarking study for legal services before making a recommendation to the full Board. It was noted that this request for information was not in any way reflective of their satisfaction with Mr. Alm's or Meyers Nave's services; rather, it was a prudent approach from a due diligence perspective. COMMITTEE ACTION: Directed staff to bring the item back for further review after updating the benchmarking data. 4. Consider renewal of contract with District labor and employment related counsel Ms. Sasaki said that staff was recommending both a one-year renewal, through December 31, 2017, and a $10 hourly rate increase, as set forth in the contract. Chair Williams noted that the hourly rate is higher than most other agencies but also noted that the nature of services provided by Mr. Clinton and his fi'rrn is more specialized than general legal services. Since the option to extend and the rate increase are already in the contract, Member McGill said he would recommend going forward with both. However, he suggested that next year the Committee should re-evaluate. COMMITTEE ACTION: Discussed and recommended Board approval. 5. Risk Management - Loss Control Report; discuss outstanding claims and new claims, if any In the absence of Risk Management Administrator Shari Deutsch, Ms. Sasaki reviewed the report with the Committee and responded to questions. COMMITTEE ACTION: Reviewed the Report. Administration Committee Minutes October 24, 2016 Page 3 6. Review proposed changes to following Board Policies: Ms. Boehme explained that both policies listed below had been edited based on feedback from the Committee at the last meeting. a. BP 015 -- Asset Management b. BP 016 — Security COMMITTEE ACTION: Reviewed and recommended Board approval of both Board Policies. 7. Review proposed amendments to the existing General Manager authority resolution with regard to personnel and other minor revisions In Section 11, both Committee Members sought clarification on the meaning of the word "cumulative" regarding limitations on approval of change orders on District projects. Mr. Lopez explained that, at present, the General Manager's authority for capital projects is limited by the entire amount of the 15% project contingency. The General Manager may also transfer up to $500, 000 (limited by the remaining balances of the applicable program and contingency account) to individual project budgets, and may approve changes orders up to $100,000. Chair Williams said he was supportive of the $100,000 limitation for change orders but said the issue is whether there should be some sort of overall cap, perhaps one based on percentage. Mr. Lopez explained that since projects rarely exceed the 15% contingency, an option might be for the contingency budget to become the upper authority limit for the General Manager. Chair Williams posed a theoretical question asking what the impact would be on the contingency account if the General Manager were to transfer the full $500, 000 to individual project budgets. Staff will review the matter and report back to the Committee at a future meeting. With regard to Section 13.a., the Committee requested that the language be revised to strike the words "and may not result in an increase of more than one (1) percent of the District's annual budgeted labor costs." In Section 13.b., Chair Williams asked staff to clarify the meaning of "a change to the salary schedule" as used in that section. COMMITTEE ACTION: Directed staff to bring this item back to the Committee at a future meeting. Administration Committee Minutes October 24, 2016 Page 4 8. Review Gantt chart of activities leading up to 2017 Labor Negotiations COMMITTEE ACTION: Reviewed the Gantt chart. 9. Announcements a. Future scheduled meetings: Monday, November 7, 2016 at 8:30 a.m. Monday, November 21, 2016 at 8:30 a.m. Monday, December 5, 2016 at 8:30 a.m. (canceled) 10. Suggestions for future agenda items None. 11. Adjournment — at 9:44 a.m.