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HomeMy WebLinkAbout07.d.1)a) Minutes-Administration Committee 03-14-17 7.d . 1 C .- -trai contra costa sart-)fary:District n REGULAR Mof TFC BOARD OFDIRECTaRs: CENTRAL CONTRA COSTA PAUL H CAUSEY SANITARYRICT ' President JAMES A. RfJ DL Y ADMINISTRATION President Pro Tem MICHAU R.MCGILL s TAD J.I'ILECIfI M I N U T EDAVID R. WILLI.WS ��ol���: �����228-9500Tuesday, March , 201 FAX: (925)372-0.192 8:30 a.m. www xentrarsan.org Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Dike McGill Member ®avid Williams Staff., Roger S. Bailey, General Manager Elaine R.. Boehme, Secretary of the District (left after Item 6.) Ann Sasaki, Deputy General Manager Phil Leifer, Director of Finance and Administration John Huie, Information Technology Manager Edgar Lopez, Capital Projects Division Manager (left during Item 4.) TO O'Malley, Duman Resources Manager Shari Deutsch, Fisk Management Administrator (left after Item 4.) Donna.Anderson; Assistant to the Secretary of the [district 1. Call Fleeting to Order Chair McGill called the meeting to order at 8.-30 a.rte. 2. -Public Comments None. 3. Receive risk management update on Miner Road sinkhole and other damage from Winter storms of 2017 Mr. Bailey reported that developments over the past couple of days regarding the Miner road sinkhole in orinda indicate that the Board will not reed to declare an emergency at the larch 16 Board meeting, as was thought at the time the agenda was prepared. Instead, it now appears that the City of orinda will proceed with.repairing the sinkhole as earlier envisioned, with Central San either Administration Committee March 14, 2017 Page 2 reimbursing the City for repairs to the damaged sewer lines or paying► the City's contractor directly. The City's cost estimate for the sewer line repairs falls within the General Manager's authority and, in any case, this approach falls within the authorization provided by the Board at the March 2, 2017 Board meeting. Ms. Deutsch briefed the Committee on another 2017 Winter Storm-related incident that occurred the same day as the Miner Road sinkhole. A long divot appeared in a street near Heather Farms in Walnut Greek and, because it was filled With water and invisible to oncoming► traffic, a vehicle sustained damage. The only service located beneath the road is a Central San sewer pipe. She said that even though subsequent testing indicated that the sewer line appears to be undamaged, staff arranged for repairs to the road and vehicle at a total cost of less than $30,.000. She said these costs will be included in the request for federal disaster funds. itllember Williams said he would be interested in seeing a photo of the divot and the Committee said they would be interested in knowing staff's criteria for determining responsibility when these types of incidents occur. Mr. Barley asked if the City of Walnut creek has a trenching ordinance. Ms. Deutsch said she will bring this in forma tion ►back to the Committee at a future meeting. Ms. Deutsch said that she has submitted initial damage estimates from the 2017 Winter Storms to the County. Applicant briefings are being scheduled which will reveal how to fill out the paperwork and information on how the funds will be distributed. She said every eligible expense will be included. COMMITTEE ACTION: Received the information and requested additional information related to the criteria staff uses to determine fault for damages. 4. Receive report on cost of earthquake insurance Mr. Bailey said this item, which had been suggested by a Board Member, was ►being brought forward to find out if there is a desire to have this type of insurance. Member Williams said that, based upon the comprehensive information contained in the agenda packet, it appears that the cost is quite high for relatively minimal coverage. chair McGill generally agreed. In response to a question from Mr. Barley, Ms. Deutsch said the Federal Emergency Management Agency(FEMA) does not penalize agencies for not having earthquake coverage for a first incident. But there is no guarantee that the FEMA funds would cover damages. Also, there are plenty of earthquakes that only cause minor damage and may not receive a state or federal declaration of emergency. Therefore, FEMA should not be considered as a primary source of recovery funds following an earthquake. Administration Committee March 14, 2017 Page 3 Ms. Deutsch said that Central San's insurance broker conducted a probable maximum loss study in 2007 and updated it in 2014. The results of that study have guided staff as to where capital investments should be made in strengthening facilities. Member Williams said that before this matter is taken to the full Board, it would be helpful to have updated earthquake scenarios and the 2014 results of the probable maximum loss study. Chair McGill agreed, and inquired as to whether Central San's sister agencies carry earthquake coverage. COMMITTEE ACTION: Directed staff to bring back to the Committee for further review updated earthquake scenarios, the results of the 2014 probable maximum loss study, and information as to whether Central San's sister agencies carry earthquake coverage. 5. Receive information on staff efforts toward.possible coalition with other agencies to challenge Employment Development Department's (EDD) position regarding unemployment benefits for temporary employees Ms. O'Malley explained that this item was being brought back at the Committee's request made at the January 17, 2017 meeting where staff was asked to look into the possibility of building a coalition with other agencies to challenge the 'DD's position with respect to the granting of unemployment benefits to temporary employees. She said she contacted 18 agencies, none of which believed their resources would be used effectively toward that end because either they do not have temporary1co-op programs such as Central San (and thus fewer claims), or the belief that such a coalition will not matter to the EDD.- Some larger agencies carry unemployment insurance, but that would not be cost effective at Central San because it costs 3.4% of payroll, which far exceeds what is paid out in unemployment claims. Ms. O'Malley briefly reviewed the steps staff has taken to augment the process of onboarding temporary employees to clarify that such assignments are temporary and of limited duration. She and her staff have also disputed every claim for unemployment benefits, with only the most recent one resulting in denial of benefits. Ms. O'Malley said she could prepare periodic reports when unemployment benefits are paid because the information is a matter of public record. Member Williams supported this approach. COMMITTEE ACTION: Received the information and provided input to staff. 6. Biennial review of following Board Policies: a. BP 004 -- Integrated Pest Management Administration Committee March 14, 2017 Page 4 b. BP 000 — Records Management Program C. BP 007 — Teleconferencing Policy d. BP 012 — Parliamentary Procedures Policy Member Williams provided several non-substantive wording changes to the policies. Chair McGill inquired as to the impact on Board Members of the recent California Supreme Court ruling about public records on private communication devices. He asked for staff and District Counsel to provide an update at a future meeting on the new ruling and its effects, including how it may affect BP ooh-- Records Management Program, and SBP 014 — District-Owned Mobile Computing Devices for Board Members. Member Williams agreed. COMMITTEE ACTION: No changes to the four policies were recommended, other than the non-substantive changes provided by Member Williams; and the Committee confirmed there is no need for Board action at this time. The Committee also directed staff and District Counsel to provide an update at a future meeting on the recent California Supreme Court decision about public records on private devices. 7. Review Gantt chart of activities leading up to 2017 Labor Negotiations COMMITTEE ACTION: Reviewed the Gantt chart. 8. Announcements a. Future scheduled meetings: Tuesday, April 11 , 2017 at 8:30 a.m. Monday, April 24, 2017 at 8:30 a.m. Tuesday, May 9, 2017 at 8:30 a.m. b. Mr. Huie informed the Committee that Recall, the company that has provided off-site backup of computerized data, was purchased lay Iron Mountain in February. !Normally, one or two boxes of tapes are dropped off and new boxes of tapes are picked up each week. on March 1, however, during the time of transition, they did not return a delivery. Mr. Huie reviewed the steps that have been taken to locate the missing tapes. Staff is very actively working with the vendor to locate the missing tapes and will keep the Board informed. 3123117 Update: the missing► tapes have been safely recovered undamaged and in their original locked box. Administration Committee March 14, 2017 Page 5 g. Suggestions for future agenda items None. 10. Adjournment — at 10:11 a.m.