HomeMy WebLinkAbout12.d. Committee Minutes-Administration 05-08-18 Page 1 of 5
Item 12.d.
1
Central Contra Costa Sanitary District
May 17, 2018
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT
SUBJECT: MAY 8, 2018 -ADMINISTRATION COMMITTEE - CHAIR MCGILLAND
MEMBER WILLIAMS
Attached are minutes of the above Committee meeting.
Strategic Plan Tie-In
GOAL ONE:Provide Exceptional Customer Service
Strategy 1 - Foster Customer Engagement and Awareness
ATTACHMENTS:
1.Administration Committee Minutes -05-08-18
May 17, 2018 Regular Board Meeting Agenda Packet- Page 530 of 534
Page 2 of 5
,,dnACENTRAL SAN
CONTRACENTRAL •STA SANITAR TRICT 5019 IMHOFF
REGULAR MEETING OF THE BOARD OF DIRECTORS:
CENTRAL CONTRA COSTA JAMES A.NEJEDL Y
SANITARY DISTRICT President
ADMINISTRATION COMMITTEE DAVIDPresident Pro ProILLIMS
dTem
PAUL H CAUSEY
M I N U T E S MICHAEL R. LECK
TAD J PILECKI
PHONE: (925)228-9500
Tuesday, May 8, 2018 FAX- (925)372-0192
8:30 a.m. www.centralsan.org
Executive Conference Room
5019 Imhoff Place
Martinez, California
Committee:
Chair Mike McGill
Member David Williams
Staff.-
Roger S. Bailey, General Manager
Kenton L. Alm, District Counsel
Katie Young, Secretary of the District
Phil Leiber, Director of Finance and Administration
John Huie, Information Technology Division Manager (left after Item 4.a.)
Jerry Ledbetter, Safety Officer (left after Item 3.b.)
Christina Gee, Management Analyst
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. Items for Committee Recommendation to Board
a. Review draft Position Paper to consider proposed revisions to Board
Policy No. BP 023 — Board Ethics and Conduct
This item was taken out of order, immediately after Item 3.b.
May 17, 2018 Regular Board Meeting Agenda Packet- Page 531 of 534
Page 3 of 5
Administration Committee Minutes
May 8, 2018
Page 2
Mr. Alm stated that the proposed changes to the policy take into
consideration the comments made by the Board Members at the March 1,
2018 Board Workshop regarding ex parte communications. He said there
were concerns expressed at that Workshop that the ex parte
communications language was overbroad. The proposed language is an
attempt to distinguish between communications that are inconsequential
conversations and those that might affect items that are on the Board
agenda for that meeting.
Chair McGill said that it is his understanding that if a Board Member is
relying on information obtained outside a Board meeting to inform a
decision being made on an item before the Board, then it should be
disclosed. Mr. Alm concurred that this understanding is a good general
practice to follow.
Member Williams pointed out a wording change, which staff will make to
the policy when it is presented to the full Board for consideration.
COMMITTEE ACTION: Reviewed and recommended Board approval
with the wording change suggested by Member Williams.
b. Conduct biennial review of Board Policy No. 024 — Occupational Health and
Safety
This item was taken out of order, immediately after Item 2. Mr. Ledbetter
said staff had reviewed the policy, which was originally adopted two years
ago, and found it to still be current. Therefore, staff recommended no
changes to the policy.
COMMITTEE ACTION: Concurred with staff that no changes are
needed.
C. Review draft Position Paper to adopt proposed new Board Policy No. BP
034 — Reporting Protocol for Ethics Hotline
Ms. Young explained that this new policy was developed at the suggestion
of the District's temporary internal auditor, Theresa Nidetz, as a result of an
audit of the internal control environment at Central San.
Questions arose as to who would pay a reward if one were to be payable as
a result of the WeTip third party ethics hotline, and what led to the statement
that it is a "good practice"to have such a hotline, as stated in the draft
Position Paper. Ms. Young said staff will look into the questions and include
responsive information in the final Position Paper.
May 17, 2018 Regular Board Meeting Agenda Packet- Page 532 of 534
Page 4 of 5
Administration Committee Minutes
May 8, 2018
Page 3
Mr. Bailey opined that any complaints received should be routed to the
independent auditor.
Member Williams asked if it was necessary for the proposed policy to apply
to Board Members, given that they have other means of reporting potential
wrongdoing, such as that outlined in BP 023— Board Ethics and Conduct.
Mr. Alm agreed that Board Members have other means available for
reporting; however, if the Board Members were bothered by something the
General Manager has done, for example, it does not seem inappropriate to
have the ability to use the hotline.
It was the consensus of the Committee to recommend that the proposed
policy and associated administrative procedures be changed to reflect that
calls should come to the Secretary of the District, who will then report them
to the internal auditor and General Manager as appropriate.
COMMITTEE ACTION: Reviewed and recommended Board approval
with proposed change to reporting process.
4. Other Items
a. Information Item — Security Drone Service Pilot Project
Mr. Huie responded to various questions from the Committee, noting that
the biggest advantage to using a security drone is the deterrent factor.
The drone is outfitted with a spotlight and public address (PA) capability.
He also noted that the drone operator must be licensed by the Federal
Aviation Administration (FAA) and that the company providing the drone
service, Aptometry, is located in Oakland (post-meeting correction:
Aptometry is located in San Francisco).
COMMITTEE ACTION: Received the information.
b. Third Quarter Update of Fiscal Year 2017-18 Strategic Plan Tracking
Member Williams noted that a handful of the items on the Key Success
Measures Progress Report are actually metrics. Ms. Gee said staff is in
the process of transferring those items to the Key Performance Metrics
Progress Report.
Member Williams asked Mr. Bailey if it is becoming too burdensome for
staff to track all the key performance indicators and key success
measures. Mr. Bailey said that because they are apportioned among the
various departments/divisions, he believes tracking them serves a useful
purpose. He added, however, that a number of the metrics are
considered stretch goals, some of which may be difficult or impossible to
May 17, 2018 Regular Board Meeting Agenda Packet- Page 533 of 534
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Administration Committee Minutes
May 8, 2018
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achieve. Thus, simply counting the red and yellow boxes may not give the
complete picture.
Chair McGill said he likes seeing these reports because they allow a
means of measuring how well the policies, goals and objectives set by the
Board are being implemented. He said the red and yellow boxes are not
meant for the Board to take action; they are meant more as tools for the
General Manager and staff.
COMMITTEE ACTION: Received the update.
C. Receive list of Scheduled/Parking Lot items
COMMITTEE ACTION: Received the list.
5. Announcements
a. Mr. Bailey explained that in March of this year the Board approved on the
Consent Calendar the hiring back of retired Human Resources Analyst
Twila Mullenix and waiving the 180-day waiting period. It has since come to
the attention of staff that the Contra Costa County Employees'Retirement
Association (CCCERA) requires that such action be approved not as part of
the Consent Calendar. Therefore, this matter will be presented to the Board
for re-approval at the upcoming Board meeting on May 17, 2018.
6. Future Scheduled Meetings
Tuesday, May 29, 2018 at 8:30 a.m. (limited to 1 hour)
Tuesday, June 12, 2018 at 8:30 a.m.
Tuesday, July 10, 2018 at 8:30 a.m.
7. Suggestions for Future Agenda Items
8. Adjournment— at 9:37 a.m.
May 17, 2018 Regular Board Meeting Agenda Packet- Page 534 of 534