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HomeMy WebLinkAbout20.c. Committee Minutes-Administration 05-29-18 Page 1 of 5 Item 20.c. 1 Central Contra Costa Sanitary District June 7, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: MAY 29, 2018 -ADMINISTRATION COMMITTEE - CHAIR MCG ILLAND 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 -05-29-18 June 7, 2018 Regular Board Meeting Agenda Packet- Page 442 of 446 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 29, 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 Katie Young, Secretary of the District Phil Leiber, Director of Finance and Administration Emily Barnett, Communications and Intergovernmental Relations Mgr. (left during Item 3.a.) John Huie, Information Technology Manager Teji O'Malley, Human Resources Manager 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. Chair McGill took Item 5, Future Scheduled Meetings, out of order. Mr. Bailey requested that Item 3.b. be taken out of order, immediately after any Public Comments. 2. Public Comments None. June 7, 2018 Regular Board Meeting Agenda Packet- Page 443 of 446 Page 3 of 5 Administration Committee Minutes April 10, 2018 Page 2 3. Agenda Items a. Information Technology update including updates on the Enterprise Resource Planning (ERP) System, Central San website, and Timekeeping System This item was taken out of order, immediately after Item 3.b. Mr. Bailey said this update was being provided to illustrate the enormous amount of coordination and commitment that staff has devoted to these three areas of technological improvements at the District. Member Williams noted that the level of detail provided in the agenda material goes well beyond what he needs as a Board Member from a policy view. Chair McGill said the memo update was outstanding and provided good information for the Board Members. He agreed with Member Williams that it contains more detail than necessary, but it is very thorough and paints a very clear picture of the complexities of the work that has been undertaken. It is important that the Board be aware of the amount of staffing it takes to prepare to launch projects such as these, and the time that must be spent at the senior management level to oversee this work. Mr. Huie said staff is doing a huge amount of work related to these applications, not just in the IT Division. He has been very pleased with the willingness of staff across the District to embrace these projects. With regard to the new website under development, which is expected to launch at the end of June, Mr. Huie compared the current website with a pro forma of the new website, noting its simplicity and the ease with which users of the site can find information. He said the IT Division has relied very heavily on the Communications Division in navigating this transition. Both divisions have worked closely with Digital Deployment, the website developer, which has provided staff with useful statistical information and best practices for website design. For example, the current Central San website averages approximately 1,000 new visitors per week, about 25% of whom access the site on mobile devices. Most often, people are searching for information about hazardous waste disposal, employment opportunities, employee contact information, rates and fees, and maintenance activities. This information enabled Digital Deployment to work with staff to focus on making that information easier to locate. The new website will allow even better analytics going forward. When Mr. Huie demonstrated an example of twitter posts that will be located at the bottom of the new website's home page, a discussion took June 7, 2018 Regular Board Meeting Agenda Packet- Page 444 of 446 Page 4 of 5 Administration Committee Minutes April 10, 2018 Page 3 place about how Central San's Twitter account is used and monitored in relation to the public. Ms. Barnett noted that customers in the under-40 demographic tend to communicate more using social media and expect quicker responses. Community Affairs Representative Lindy Lavender is responsible for posting, monitoring and responding to social media posts at Central San. Ms. Barnett noted that some customers have used Twitter to notify the District of potential sewer-related issues and staff makes every effort to respond in a timely manner. For instance, she gave an example of a customer who posted about a sinkhole in Orinda. Ms. Lavender was able to determine that it was not a Central San issue, so she notified the City of Orinda and East Bay Municipal Utility District right away. The City tweeted that it was their responsibility and dispatched a crew within an hour of the original post. Chair McGill said he would like staff to agendize a social media update for a future meeting, and Member Williams concurred. Ms. Barnett left the meeting. With regard to the ERP system, Mr. Huie provided a high-level overview. He noted that with impending retirements, staffing during the transition will be an issue. Mr. Bailey said that, invariably, with a huge undertaking such as this, there is bound to be something that will be missed, and he wanted the Board to be aware of that. Member Williams reiterated that it is the Board's responsibility to provide policy and direction to staff, after which staff is responsible for implementing that policy and direction. He said it would be beneficial for the Board to remember that it is up to the General Manager to decide what level of information in necessary to keep the Board informed from a policy- making perspective. Mr. Huie thanked the Committee for their support and said he wanted them to know how heavy a lift these projects are for IT and the rest of staff. If other projects crop up in the meantime, staff will be spread very thin. In conclusion, Mr. Huie said the new timekeeping system is scheduled to go live during the current pay period. Staff trainings are taking place over the next two weeks. COMMITTEE ACTION: Received the update and requested a social media update at a future Committee meeting, and ultimately to the full Board. June 7, 2018 Regular Board Meeting Agenda Packet- Page 445 of 446 Page 5 of 5 Administration Committee Minutes April 10, 2018 Page 4 b. Update on employee benefits for Plan Year/Fiscal Year (FY) 2018-19 This item was taken out of order, immediately after Item 2. Ms. O'Malley reviewed the comprehensive memorandum included with the agenda materials, noting that Kaiser bases its rates 40% on claims experience and 60% on enrollees'health risk factors. This has led to a decrease in rates for the upcoming fiscal year for the Kaiser Health Plan. Health Net bases its rates 70% on claims experience and 30% on health risk factors. Their loss ratio has exceeded 100% for the second year in a row, meaning Health Net paid out more in health care costs than premiums received, leading to another rate increase. COMMITTEE ACTION: Received the update. 4. Announcements None. 5. Future Scheduled Meetings This item was taken out of order, immediately after Item 1. Chair McGill noted that the June 26 meeting was cancelled because he had a scheduling conflict. He stated that he no longer had a conflict and if Member Williams was still available and staff wished to hold a meeting, he was available. Member Williams said he was no longer available on that date. Tuesday, June 12, 2018 at 8:30 a.m. Tuesday, IW Re 26e 2019 at 9:30 a.m. (cancelled) Tuesday, July 10, 2018 at 8:30 a.m. Tuesday, August 7, 2018 at 8:30 a.m. 6. Suggestions for Future Agenda Items None. 8. Adjournment— at 9:31 a.m. June 7, 2018 Regular Board Meeting Agenda Packet- Page 446 of 446