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HomeMy WebLinkAbout08.d.1)d) Minutes-Administration Committee 04-24-17 8odol centras contra costa sanitaryDistrict ...................... REGULAR MTHE BOARD OF DIRECTORS: CENTRAL T COSTA PA UL H CA USEY SANITARY DISTRICT President 1sT TIo I E JAMES A.NK fEDL President Pro Tem ?1ICIAEL.R.MCGILL ?"AD,f.PILECKI M I N u T E s DAVID R. WILLIAM PHONE: (925)228-9500 Monday, April 24, 2017 .SAX: (9.25)372-0192 8.030 a.m. www.centralsan.org Executive conference Room 5013 Imhoff Place Martinez, California Committee: Chair Mike McGill Member David Williams Guests: Brent Ives, Princzal of BHI Management Consulting Staff: Roger S. Bailey, General Manager Maine R. Boehme, Secretary of the District (left during Item 5.) Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Jean-Marc Petit, Director of Engineering and Technical services Emily Barnett, Communication services and Intergovernmental Relations Manager deft after Item 4.) John Huie, IT Manager (left during Item 3. and returned for Item 9.) Teji O'Malley, Human Resources Manager Shari Deutsch, Fisk Management Administrator Gonna Anderson, Assistant to the secretary of the District 1. Call Meeting to order Chair McGill called the meeting to order at 8:32 a.m. 2. Public Comments None. Administration Committee Minutes April 24, 2017 Page 2 3. Follow-up to February 16, 2017 Board Self-Assessment Workshop: a. Receive oral report from Consultant Brent Ives Mr. Ives said the Board made good progress at the February 16, 2017 Workshop to more clearly define the Board Committee process and staff has taken the Board's input and prepared proposed revisions to the following policies to memorialize that input into various Committee protocols. b. Consider proposed changes to BP 313 -- Standing committee charters to incorporate committee protocols Mr. fres reviewed the proposed General committee Protocols and Guidelines for Standing Committees that staff developed for incorporation into BP 013 and discussed each one with the Committee. several modifications to the proposed changes were suggested. With respect to the use of standings items on Committee agendas, it was the consensus that the approach outlined by District Counsel Kent Alm in his April 113 2017 memorandum to the Real Estate, Environmental& Planning Committee should be incorporated into the Protocols. C. Consider proposed changes to BP 023 — Board Ethics and conduct With regard to Section B.1.(d) regarding ex parte communications, Member Williams asked if all Board Members have been following the policy and if the wording conflicted with the violation of Policy section at the end of the Policy. Mr. loves suggested that the ex parte communications section be developed a bit more to perhaps cover the issue of when a Board Member is and is not commissioned to speak on behalf of Central San. For those tunes when they do, he suggested the possibility of developing a form for Board Members to use for reporting out at Board meetings any ex parte communications. d. Consider proposed changes to Section 4 of Board Member Handbook Due to time constraints, the committee did not review the proposed changes at this meeting. COMMITTEE ACTION: Received the report, and reviewed and recommended additional changes to BP 011 and BP 023. Directed staff to bring the revisions back to the Committee for further review at a future meeting. Administration Committee Minutes April 24, 2017 Page 3 4. Review Central San proposed loge designs Due to time constraints, this matter was postponed to a future meeting. COMMITTEE ACTION: None. 5. Risk Management-- Loss Control Report; discuss any outstanding claims and new claims, if any Ms. Deutsch reviewed the report with the Committee and responded to questions. COMMITTEE ACTION: Received the report and provided input to staff. 8. Receive information on the number of temporary staff members currently utilized and the number of agencies Central San uses to provide temporary staffing Due to time constraints, this item was postponed to a future meeting. COMMITTEE ACTION: Received the information and provided input to staff. 7. Receive update on employee benefits for plan year 2017-18 COMMITTEE ACTION: Received the update. 8. Review Gantt chart of activities leading up to 2017 Labor Negotiations COMMITTEE ACTION: Reviewed the Gantt chart. 9. Announcements a. Future scheduled meetings: Tuesday, May 9, 2017 at 8:30 a.m. Thursday, May 25, 2017 at 8:30 a.m. Tuesday, June 5, 2017 at 8:30 a.m. b, Mr. Leilaer stated that on Friday, April 21, 2017, Central San experienced a sudden, unexpected network outage. Most system servers were offline and unavailable, including file, print and email servers. The SCADA (supervisory control and data acquisition) systems were unaffected. Mr. Huie announced that all systems are now fully operational and all lost data has been fully recovered. The likely cause appears to .be a single piece of equipment which caused a power draw on some of the other equipment which internally caused other issues. The system powered down on its awn. New computer storage has.been installed and staff Administration Committee Minutes April 24, 2017 Page 4 replicated everything over to the new storage system. Five /T staff members incurred a lot of overtime, but everything was operational by midday Sunday. Mr. Bailey said an assessment is being conducted to determine the total cost of this outage and, beyond that, lessons learned. 10. Suggestions for future agenda items None. 11. Adjournment — at 10:29 a.m.