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HomeMy WebLinkAboutAdministration MINUTES 02-19-19 Page 2 of 7 ol&)i Cwil ENTRAL SAN CONTRACENTRAL • IMHOFF PLACE, MARTINEZ, CA 9AS53-A392 REGULAR MEETING OF THE BOARD OF DIRECTORS: DAVID R, WILLIAMS CENTRAL CONTRA COSTA President SANITARY DISTRICT MICHAEL R.MCGILL President Pro Tem ADMINISTRATION COMMITTEE PAUL CASEY JAMES A.NEJEDLY TAD J PHECKI MINUTES PHONE: (925)228-9500 FAX.- (925)372-0192 Tuesday, February 19, 2019 www.centralsan.org 8:30 a.m. Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair David Williams Member Mike McGill Guest: Eric S. Casher, Principal with Meyers Nave (arrived during Item 5.) Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Kenton L. Alm, District Counsel Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration John Huie, Information Technology Manager (left after Item 6.c.) Melody LaBella, Program Manager-Resource Recovery (arrived during Item 5. and left after Item 6.a.) Teji O'Malley, Human Resources Manager (arrived during Item 5.) Tim Hiteshew, Information Technology Supervisor (left after Item 4.a.) Jerry Ledbetter, Safety Officer (arrived during Item 6.b.) Christina Gee, Management Analyst (arrived during Item 6.c.) Donna Anderson, Assistant to the Secretary of the District (arrived during Item 5.) 1. Call Meeting to Order Chair Williams called the meeting to order at 8:36 a.m. March 7, 2019 Regular Board Meeting Agenda Packet- Page 95 of 107 Page 3 of 7 Administration Committee Minutes February 19, 2019 Page 2 2. Public Comments None. 3. Announce Closed Session Chair Williams announced that a closed session would be held for Item 4.a. 4. Closed Session a. Conference with Legal Counsel — Threat to public services or Facilities: Consultation with Information Technology (IT) Manager John Huie and IT Supervisor Tim Hiteshew pursuant to Government Code Section 54959(a) 5. Report Out of Closed Session The closed session ended at 9:13 a.m. District Counsel Kent Alm said no report out was needed. 6. Items for Committee Recommendation to Board a. Review draft Position Paper approving proposed revisions to Central San's Board Policy No. BP 027 — Energy, reflecting the Committee's input from January 30, 2019 Ms. LaBella said a revised draft of proposed changes to BP 027 incorporating the Committee's feedback from the last meeting was included in the agenda packet. Upon further consideration, however, she wanted to confirm that the Committee was fully comfortable with letting go of the earlier proposed wording referring to (1) increasing renewable energy and (2) striving toward Net Zero Energy in the Treatment Plant. Chair Williams clarified that staff would prefer to give those two areas more emphasis in the revised policy. Ms. LaBella replied yes and added that doing so would still require any project to be constrained by the cost- effectiveness criteria in the policy. Member McGill said he would like those items added back for emphasis and added that there is currently no timeframe indicated for these activities, so the Board could always decide later to change that to expedite implementation. COMMITTEE ACTION: Requested a further updated draft BP 027 incorporating the comments made during the discussion be brought back to the Committee for review at a future meeting. March 7, 2019 Regular Board Meeting Agenda Packet- Page 96 of 107 Page 4 of 7 Administration Committee Minutes February 19, 2019 Page 3 b. Conduct biennial review of Board Policy Nos. BP 001 - Computer Loan Program, BP 008 - Travel Expense Reimbursement, and BP 016 — Security COMMITTEE ACTION: Reviewed the policies and agreed with the staff recommendation that no changes are needed at this time. C. Receive information on possible improvements to Board Room audio/visual systems Mr. Huie reviewed the information contained in the agenda packet and generally discussed the costs, including staff time, associated with converting to a multi-camera video setup for Board meetings. Mr. Bailey asked if agencies such as East Bay Municipal Utility District, Contra Costa Water District and Santa Clara Valley Water District video record their Board meetings. Mr. Huie said he would have to check. Member McGill said that while Central San typically does not have a lot of public engagement at its Board meetings, he likes the transparency of having the video recordings available to the public when they wish to access them. He stated a preference for Option 3 as outlined in Mr. Huie's report to contract with an outside vendor to install and remotely operate multiple cameras and host a website for streaming of videos. Mr. Huie noted that the IT division currently has quite a few projects underway and asked what the Board's timing would be should it wish to pursue such an option. He also mentioned that staff has suggested other potential improvements to the Board Room such as possibly replacing the projector screens with monitors, upgrading the electrical systems to accommodate mobile devices, and updating the decor. He asked if it made sense for any upgrades to the audio/visual systems to be part of a larger project for making all improvements at once. Mr. Huie added that one improvement that could be done quickly and inexpensively would be to install a button that would allow the existing camera to switch back and forth between the speaker and the presentation. Chair Williams said he supports being transparent, but in three years he is aware of only one request for a multi-camera setup. He asked if there have been others. Mr. Bailey said a current Board Member who was unable to attend a recent workshop had commented that being able to see the presentation on the recording would have been helpful. Given that there have been so few complaints about the existing setup, Chair Williams said he was inclined to continue with the single camera setup but would support the addition of a button/switch such as that March 7, 2019 Regular Board Meeting Agenda Packet- Page 97 of 107 Page 5 of 7 Administration Committee Minutes February 19, 2019 Page 4 described by Mr. Huie. He said he also would be in support of updating the Board Room at some point. With that, he noted that the Committee appeared to be split in its recommendation as to how to proceed. Mr. Bailey said the Standing Committee Protocols state that when a Committee is split, the item must proceed to the full Board for consideration. While he has no position one way or the other on this issue, staff will provide survey information from some of Central San's sister agencies before bringing the matter to the full Board. COMMITTEE ACTION: The Committee was split in its recommendation; therefore, the matter will be brought to the full Board for consideration at a future meeting. d. Review draft Position Paper to authorize the General Manager to amend and extend the contract with Meyers Nave for legal services effective April 1, 2019 through December 31 , 2019 Ms. Sasaki briefly reviewed the proposed new billing rates for Meyers Nave as set forth in the agenda material. Mr. Bailey informed the Committee that Thomas L. Smith, who has been serving as backup to Mr. Alm for the past year and fulfilling Meyers Nave's one-half-day-per-week office hours on Fridays, has accepted a position with the City of Antioch effective March 1. Mr. Alm said he has had discussions with another Meyers Nave Associate Attorney who has an excellent background with 10 years'experience as a possible replacement. Mr. Alm stated that Senior Principal John Bakker of Meyers Nave was unable to attend this meeting but had authorized Mr. Alm to provide any needed clarification regarding the proposed contract in his absence. It was discovered that one of the rate increase percentages indicated in the draft Position Paper was overstated in that it did not take into consideration that an increase for the Senior Principal had been approved by the Board in 2016. Member McGill also questioned the rate increase for the Principal category and asked if staff had a sense of what the overall percentage increase would be under the proposed new arrangement. Chair Williams sought clarification on the Acting District Counsel Retainer rate ($13,800 based on 40 hours per month) in terms of how much the District will be billed for work in Mr. Alm's absence. March 7, 2019 Regular Board Meeting Agenda Packet- Page 98 of 107 Page 6 of 7 Administration Committee Minutes February 19, 2019 Page 5 Mr. Casher said that he was present on behalf Mr. Bakker and that it is Meyers Nave's understanding that their role is to cover for Mr. Alm when he cannot be present and to serve as an additional resource. Mr. Bailey said staff will work with Meyers Nave to update the proposed rate sheet to provide a breakdown of the "Acting District Counsel Retainer" to also reflect the cost of covering for Mr. Alm on a weekly and daily basis. COMMITTEE ACTION: Requested staff to return at the next meeting with an updated proposed rate sheet (Attachment 1 to the Meyers Nave proposed contract) based on the Committee's feedback. e. Review draft Position Paper to receive actuarial valuation required prior to the transition to CaIPERS Healthcare Ms. O'Malley said one of the requirements of transitioning to CaIPERS Healthcare is to procure the services of an actuary to evaluate the impact of the change on other post-employment benefits (OPEB). In response to a question from Member McGill, it was noted that the projected cost savings of the transition will be approximately $5.8 million per year, slightly ahead of earlier predictions. COMMITTEE ACTION: Recommended Board receipt of the actuarial valuation report. 7. Other Items a. Receive update on transition to CaIPERS Healthcare Ms. O'Malley said the transition is on schedule. A separate discussion took place regarding some conflicting information from CaIPERS about Board Member access to the new CaIPERS premium rates. Ms. O'Malley said that, contrary to earlier advice, CaIPERS has advised that Board Members will not have access to CaIPERS group rates because they are not Contra Costa County Employees'Retirement Association (CCCERA) annuitants. Ms. O'Malley said this issue is in a state of flux. Staff is currently working with labor counsel and more information will be provided as it becomes known. COMMITTEE ACTION: Received the update. Member McGill left the meeting, at which time the convened meeting was adjourned. The remaining agenda items were not heard. March 7, 2019 Regular Board Meeting Agenda Packet- Page 99 of 107 Page 7 of 7 Administration Committee Minutes February 19, 2019 Page 6 b. Receive Fiscal Year 2018-19 Strategic Plan Tracking Report - Second Quarter C. Receive 2018 Safety Program Annual Report d. Receive list of future agenda items COMMITTEE ACTION: None, the meeting was adjourned prior to Items 7.b.- 7.d. being heard. 8. Announcements a. Update on Central San Academy Spring 2019 Session b. Semi-annual update on participation in Talksics Toastmasters Club COMMITTEE ACTION: None, the meeting was adjourned prior to the above items being announced. 9. Future Scheduled Meetings Tuesday, March 12, 2019 at 8:30 a.m. Tuesday, April 16, 2019 at 8:30 a.m. Tuesday, May 14, 2019 at 8:30 a.m. 7. Suggestions for Future Agenda Items Not applicable. 8. Adjournment— at 10:00 a.m., upon Member McGill's departure from the meeting at the conclusion of Item 7.a. March 7, 2019 Regular Board Meeting Agenda Packet- Page 100 of 107