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Home My WebLink About17.b. Committee Minutes-Administration 07-11-17 C entral C ontra C osta S anitary D istrict J uly 20, 2017 T O : HO NO R A B L E B O A R D O F D I R E C TO R S F RO M :E L A I NE B O E HME - S E C R E TA RY O F T HE D I S T R I C T S UB J E C T: J ULY 11, 2017 - A D MI NI S T R AT I O N C O MMI T T E E - ME MB E R MC G I L L A ND ME MB E R W I L L I A MS A ttached are minutes of the above C ommittee meeting. AT TAC HM E NT S : D escription 1. Minutes of the J uly 11, 2017 A dministration C ommittee Meeting July 20, 2017 Regular Board Meeting Agenda Packet - Page 131 of 151 ITEM 18 Page 1 of 5 REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADMINISTRATION COMMITTEE M I N U T E S Tuesday, July 11, 2017 8:30 a.m. Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Mike McGill Member David Williams Staff: Roger S. Bailey, General Manager Elaine R. Boehme, Secretary of the District Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Emily Barnett, Communication Services & Intergovernmental Relations Mgr. (left after Item 3.) John Huie, Information Technology Manager Teji O’Malley, Human Resources Manager Thea Vassallo, Finance Manager (left after Item 4.) Donna Anderson, Assistant to the Secretary of the District 1. Call Meeting to Order Chair McGill called the meeting to order at 8:33 a.m. 2. Public Comments None. 3. Follow-up discussion from May 26, 2017 and June 20, 2017 meetings to consider proposed new Central San logo designs Ms. Barnett distributed four logo variations merging the District’s current logo with logo Option A, as requested by the Committee at the June 20, 2017 meeting. She noted that when multiple elements are added to a logo, they can distract from the message of the logo. Also, any of the merged logos utilizing more than BOARD OF DIRECTORS: PAUL H. CAUSEY President JAMES A. NEJEDLY President Pro Tem MICHAEL R. MCGILL TAD J. PILECKI DAVID R. WILLIAMS PHONE: (925) 228-9500 FAX: (925) 372-0192 www.centralsan.org July 20, 2017 Regular Board Meeting Agenda Packet - Page 132 of 151 ITEM 18 Page 2 of 5 Administration Committee Minutes July 11, 2017 Page 2 four colors would increase printing costs by approximately 40%. She said it would be her recommendation to select one of the tw o new logos prepared by the outside consultant because of their simplicity and the fact that they are innovative and will be viewed as cutting edge. She noted, however, that this would be a bold choice, but also one that would present Central San as an industry leader. Member Williams agreed that the merged logos did not jump out at him, and each time he sees proposed new Logo Option A, it continues to grow on him. Ms. Barnett also pointed out that staff is currently working with an outside vendor to redesign the District’s website, and the District’s logo is an integral part of that process in terms of the content as well as the look and feel of the site. Mr. Huie concurred, stating that staff is in a holding pattern on the website redesign pending the outcome of the logo decision because the logo must be integrated on many levels with other sites utilized by the Central San that interface with the public [such as NeoGov (Human Resources), and NovusAgenda (agenda management). He noted that the trend on websites is to simplify the information and reduce clutter, and simpler logos lend themselves to that. Chair McGill said he could live with Logo Option A but could easily say no to all f the options presented. Therefore, he suggested taking this item to the full Board (including the current logo, the four merged logo options, and the two new logo options proposed by the consultant) to obtain direction, without a Committee recommendation. Member Williams concurred with this suggestion. COMMITTEE ACTION: Directed staff to present the item to the full Board for direction. 4. Follow-up discussion from June 6, 2017 and June 20, 2017 meetings on proposed new Board Policy No. BP 029 – Debt Management and Continuing Disclosure Mr. Leiber referred to Appendix A to the draft Position Paper included with the agenda materials, which provided background on the three policy issues the Committee requested at the June 20, 2017 meeting be included in the draft policy. He also referred the Committee to the corresponding additional wording denoted in red lettering on both the proposed policy and the proposed procedures. Member Williams sought clarification of the policy statement (item 2.a. on page 4 of the proposed policy), “Not more than 60% of the capital program shall be financed with debt.” He suggested adding the words “, excluding the collection system” since the 10-year financial/rate projections were based on pay-as-you- July 20, 2017 Regular Board Meeting Agenda Packet - Page 133 of 151 ITEM 18 Page 3 of 5 Administration Committee Minutes July 11, 2017 Page 3 go funding for pipeline replacement projects. Member Williams said he is not a strong supporter of bond funding for routine maintenance; however, he considered the use of up to 60% debt for large treatment plant rehabilitations to be appropriate. Mr. Leiber said that excluding the collection system from the percentage of the capital plan that is financed with debt over a period of time would put the District on a different path in terms of future rate increases than presently envisioned, and that additional information will need to be presented to the Board on this matter. Chair McGill noted that the debt policy should allow for reasonable rate increases, and allow the ability to take advantage of favorable bid environments if and when they arise. Member Williams said he would be willing to increase the 60% figure to a higher number if the collection system were excluded, because it appears that the plan is to fully bond-fund treatment plan renovations. He asked what would happen if the ratio were changed to 65/35 or 80/20. Mr. Bailey said it is important to incorporate maximum levels into the policy and suggested that staff could run the above ratios through the financial model and report back to the Committee as to how they would affect rates. COMMITTEE ACTION: Requested that staff bring back information on how several alternative debt coverage ratios would affect future rates. 5. Review proposed new Board Policy No. BP 031 – Use of Temporary Employees Ms. O’Malley explained that this new policy was drafted at the request of the Committee based on a discussion held at the May 9, 2017 meeting. Member Williams suggested minor wording changes. COMMITTEE ACTION: Reviewed and recommended Board approval with the suggested wording changes. 6. Review Gantt chart of activities leading up to 2017 Labor Negotiations Ms. O’Malley said labor negotiations are in process with all three bargaining units. COMMITTEE ACTION: Reviewed the Gantt chart. July 20, 2017 Regular Board Meeting Agenda Packet - Page 134 of 151 ITEM 18 Page 4 of 5 Administration Committee Minutes July 11, 2017 Page 4 7. Announcements a. Future scheduled meetings: Tuesday, August 1, 2017 at 8:30 a.m. Monday, August 21, 2017 at 8:30 a.m. Tuesday, September 12, 2017 at 8:30 a.m. b. Statistics for external hits to Central San website for the period January 2 – June 20, 2017 Mr. Huie explained that the website receives approximately 700 unique hits per day. (Multiple views per session are counted as a single “unique” hit.) He said he anticipates these numbers will increase once the new website is implemented because new features will be added, including the potential for live chats with stakeholders, the ability to take reports via the website, etc. 8. Suggestions for future agenda items Member McGill suggested that an item be added to the Committee Parking Lot to consider developing a policy related to future labor negotiations teams. 9. Adjournment – at 10:01 a.m. July 20, 2017 Regular Board Meeting Agenda Packet - Page 135 of 151 ITEM 18 Page 5 of 5