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HomeMy WebLinkAboutAdministration MINUTES 10-09-18 Page 2 of 4 C ENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392 REGULAR MEETING OF THE BOARD FDIRE TR 0 o cos. CENTRAL CONTRA COSTA JAMES A.NEJEDLY SANITARY DISTRICT President ADMINISTRATION COMMITTEE DAVIDWILIIS President PrrooTTemern M I N U T E S PAUL H CA USEY MICHAEL R.MCGILL TAD J.PILECKI Tuesday October 9, 2018 8:3 0 a.m. PHONE: (925)228-9500 FAX.- (925)372-0192 www.centralsan.org Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Mike McGill Member Tad Pilecki, alternate for Member Williams Staff.- Roger S. Bailey, General Manager Katie Young, Secretary of the District (arrived during Item 4.a.) Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Shari Deutch, Risk Management Administrator (left after Item 4.a.) Donna Anderson, Assistant to the Secretary of the District 1. Call Meeting to Order Chair McGill called the meeting to order at 8:34 a.m. 2. Public Comments None. 3. Items for Committee Recommendation to Board a. Review draft Position Paper to consider authorizing the General Manager to execute a $51,000 amendment to a consulting services agreement with Bartel &Associates, bringing the total contract limit to $150,000, to provide actuarial services through October 27, 2021 Member Pilecki suggested removing the Agreement Number from the first sentence of the Background section of the Position Paper. October 18, 2018 Regular Board Meeting Agenda Packet- Page 44 of 46 Page 3 of 4 Administration Committee Minutes October 9, 2018 Page 2 Chair McGill commented that the Background section of the Position Paper was excellent in that it left him with no unanswered questions. COMMITTEE ACTION: Recommended Board approval. 4. Other Items a. Fiscal Year 2017-18 Risk Management Annual Report Ms. Deutsch reviewed the presentation included with the agenda material. She explained the difference between safety and risk, noting that the report only deals with safety issues from the standpoint of when they become workers'compensation claims. Ms. Deutsch said the fact that Central San has so few workers' compensation claims in any given year renders analysis that is not very useful. For that reason, the report looks at the last five years of data for both medical (workers'compensation) and indemnity claims, which are the only two types of claims considered in the report. In response to a question from Member Pilecki, Ms. Deutsch explained that workers'compensation claims are for damage we do to ourselves, while indemnity claims are damage we do to others. Indemnity claims cover what the District has paid a claimant for any temporary disability while off work, future medical expenses, and, occasionally, permanent disability and legal expenses. Member Pilecki asked if soft costs related to claims are tracked. Ms. Deutsch said she tracks them but they are not included in her report. The new Enterprise Resource Planning (ERP) software may allow for better capture of some of the soft costs. Chair McGill questioned the value of tracking soft costs, noting that they are incurred no matter what; controlling direct costs is more important. Member Pilecki stated that continuing to develop programs to mitigate soft costs, such as the Return to Work program that has been successfully implemented at Central San, is key to keeping them as low as possible. Member Pilecki suggested that Ms. Deutsch augment her report in the following respects: • The Board created a $5 million Emergency Fund Reserve during the last five years, to help mitigate the financial impacts and maintain uninterrupted service in the event of an emergency or catastrophic event • The Board decided not to acquire earthquake or flood insurance October 18, 2018 Regular Board Meeting Agenda Packet- Page 45 of 46 Page 4 of 4 Administration Committee Minutes October 9, 2018 Page 3 Chair McGill said the report was very good from his perspective, and he asked staff if they concurred. Mr. Bailey said the report reflects a well-coordinated effort by staff, and in particular by Ms. Deutsch. Mr. Leiber echoed that sentiment, noting that Ms. Deutsch is more proactive in managing risk than departments with more staff that he has encountered at other agencies. He said she is doing a greatjob for Central San. Mr. Bailey added that the time it takes to prepare annual reports such as Ms. Deutsch has done is important for any well-run organization in terms of understanding how much the District pays to manage risk. COMMITTEE ACTION: Reviewed and provided input to staff. b. Receive list of future agenda items COMMITTEE ACTION: Reviewed and provided input to staff. 5. Announcements None. 6. Future Scheduled Meetings a. Tuesday, November 6, 2018 at 8:30 a.m. Tuesday, November 20, 2018 at 8:30 a.m. Tuesday, December 11, 2018 at 8:30 a.m. 7. Suggestions for Future Agenda Items None. 8. Adjournment— at 9:40 a.m. October 18, 2018 Regular Board Meeting Agenda Packet- Page 46 of 46