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Home My WebLink AboutADMINISTRATION MINUTES 02-01-17 81 ■ ■ y cen tragi contra costa sanitaryDistrict ....................... .......... '� REGULAR;.. THE BOARD OF DIRECTORS. CENTRAL cCOSTA PA UL H.CA USEY SANITARY T President A ADMINISTRATION TEE ,IrYITI G S A.NOUN,��1��.Y MICHAEL R.MCGILL T=AD J.PILECKI I N U T E S DAVID R. WILLIMI S Wednesday, February PHONE.- ��s�228-9500, ua y 1, 2017 k'AX: (925.)372-0192 2:00 p.m. wwwxen tralsan.o rg Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Dike McGill Member David Williams Staff: Roger S. Bailey, General Manager Elaine R. Boehrne, Secretary of the District (left after Item 7.b.) Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Jean-Marc Petit, Director of Engineering & Technical Services (left after Item 7.b.) Emily Barnett, Communications and Intergovernmental Relations Manager (left after item 3.) Danea Gernrnell, Planning and Development Services Division Manager John Huie, IT Manager Melody LaBella, Resource Recovery Program Manager (left after Item 3.) Tei O'Malley, Human Resources Manager Steve Sauter,Field operations Superintendent (left after Item g.b.) Shari Deutsch, Risk Management Administrator (left after Item g.b.) Donna Andersen, Assistant to the Secretary of the District 1. call Meeting to order Chair McGill called the meeting to order at 2:1 o p.m. 2. Public Comments None. Clair McGill tools the first announcement under Item 9.b. out of order, immediately after Ilea 2. Administration Committee Minutes February 1, 2017 Page 2 3. Receive update on status of Contra Costa County's recently adopted Safe Drug Disposal Ordinance Ms. Barrett and Ms. LaBella provided an update, stating that they are hopeful that the County will carefully consider the issues raised in the comment letter submitted by Central San and other agencies, including comment number 2 relating to expanding the types of organizations to which the ordinance applies. COMMITTEE ACTION: Received the update. 4. Review material in advance of March 16, 2017 public hearing for annual review of Board compensation and benefits Member Williams said he was comfortable leaving the stipend and benefits at present levels, and would even be comfortable with a gradual ratcheting down of the stipend because the other benefits are considerable. Chair McGill noted that when he joined the Board in 2000, the stipend was $221 and it has since been reduced to $185. He also noted that Board Member mileage reimbursement was eliminated in 2010. COMMITTEE ACTION: Reviewed and recommended no change to current Board compensation and benefits. 5. Review amount that candidates must pay toward the cost of their Candidate Statements for future elections Ms. Boehme reviewed the survey and historical information included with the agenda materials. Chair McGill said he recommends no change to the current practice in which the candidate pays $500 and Central San pays the balance because he would rather more people run for the Board than less. Member Williams agreed. COMMITTEE ACTION: Reviewed and recommended (1) no change to the current cost-sharing practice in which each candidate pays the first $500 toward the cost of their candidate statements, and (2) a Board policy be developed reflecting this cast-sharing practice. 6. Review proposed changes to Administrative Procedure (AP) 008 — Travel Arrangements and Reimbursement Procedure Mr. Bailey said it was the recommendation of the Committee Members at the last meeting to not apply the per diem meal amounts to the 75 on travel days and other conference days. Board Members could use up to the permissible daily per diem amount, with receipts, but without applying the per diem meal limitations. He said the proposed changes to AP 008 reflect that recommendation. Administration Committee Minutes February 1, 2417 Page 3 Both Committee Members were supportive of the proposed changes. Mr. Bailey pointed out that Board approval is not required to amend an Administrative Procedure. Therefore, he suggested announcing these changes in a General Manager written Announcement at an upcoming Board meeting. The Committee Members concurred with this approach. COMMITTEE ACTION: concurred with the proposed changes to AP 008. 7. Review the following Information Technology (IT) matters: a. outcome of pilot testing of ExecuTime time keeping software Mr. Huie briefly summarized the memorandum included with the agenda materials. The Committee Members said they were comfortable with the future approach described in the memorandum. b. 2016 security summary Report Mr. Huie said the Report was an annual summary of the quarterly report prepared regarding lT security issues. He noted that a new computer security procedure was recently implemented to help keep the networks safe, including information on strengthening passwords. Mr. Petit and Ms. Boehme left the meeting. C. IT Division accomplishments Mr. Huie highlighted several of the items on the report, including: 0 illetwork outages have been, for all intents and purposes, eliminated. IT staff has strengthened the network and is shooting for 99.99% uptime. The resources committed by the Board for/T improvements have been appreciated and IT staff is excited at the opportunity to continue making improvements. Member Williams said it would be helpful if Board Members could access the employee directory on the intranet so they can put faces to the names. Mr. Huie said IT staff will explore options for risking this information available to Board Members. COMMITTEE ACTION: Received the information. Administration Committee Minutes February 1, 2017 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: Thursday, February 23, 2017 at 9:00 a.m. Tuesday, March 14, 2017 at 3:30 a.m. Tuesday, April 11, 2017 at 8:30 a.m. Item 9.b. only was taken out of order, immediately following item 2. b. Potential Emergency Situation for Sinkhole Repair on Miner Road in Drinda — Ms. Sasaki reported that during a recent storm event, a portion of Miner Road collapsed which affected two Central San pipes. She said a bypass pumping operation was put in place (at a cost of roughly$20,000 per week) and all appropriate regulatory measures have been met. Yesterday, the Drinda City Council declared a state of emergency. Both the County and the State also have declared a state of emergency. The City has awarded a $1.4 7 million contract for repairs to Bay Cities Paging and Grading and asked if Central San wishes to have the damaged sewer pipes repaired under the contract at a cost of approximately$2 7,000, or if it wishes to arrange for the repair work on its own. At this point, Ms. Sasaki said staff plans to bring forth an emergency item at tomorrow's Board meeting for the Board's consideration. Mr. Sauter and Ms. Deutsch left the meeting after this announcement. C. Mr. Bailey announced that he began giving his State of the District Address to employees yesterday, beginning with the Collection System Department. He said several employees asked if the Board has looked at the possibility of reducing health insurance costs by utilizing a different pool (e.g. CaIPERS or joining with another agency such as East Bay Municipal Utility District). d. In follow-up to a question posed by the Committee at the last meeting regarding possible participation in Social Security, Ms. O'Malley said counsel said there is no legal threshold for initiating the formal process. Therefore, no vote is needed to raise the issue. If the bargaining unit representatives wish to initiate a meet-and-confer process to discuss Social Security participation, it would be Central Sam's obligation to meet and confer to discuss further. She said she will update the Committee should any new developments occur. Administration Committee Minutes February 1, 2017 Page 5 10. Suggestions for future agenda items None. 11. Adjournment--at 3:33 p.m.