HomeMy WebLinkAboutAdministration MINUTES 06-04-19 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, June 4, 2019 www.centralsan.org
8:30 a.m.
Executive Conference Room
5019 Imhoff Place
Martinez, California
Committee:
Chair David Williams
Member Mike McGill
Staff.
Roger S. Bailey, General Manager
Katie Young, Secretary of the District
Ann Sasaki, Deputy General Manager
Phil Leiber, Director of Finance and Administration
Jean-Marc Petit, Director of Engineering and Technical Services
Melody LaBella, Program Manager— Resource Recovery (left after Item 3.b.)
Teji O'Malley, Human Resources Manager
Donna Anderson, Assistant to the Secretary of the District
1. Call Meeting to Order
Chair Williams called the meeting to order at 8:31 a.m.
2. Public Comments
None.
June 20, 2019 Regular Board Meeting Agenda Packet- Page 94 of 120
Page 3 of 7
Administration Committee Minutes
June 4, 2019
Page 2
3. Items for Committee Recommendation to Board
a. Conduct biennial review of the following Board Policies:
• BP 002 - Diversity Statement;
• BP 018 - Sick Leave for Temporary Employees; and
• BP 020 - Minute Style and Video Recording of Board Meetings
COMMITTEE ACTION: Concurred with staff's recommendation that
no changes are needed at this time.
b. Review draft Position Paper to authorize the General Manager to submit a
Bay Area Air Quality Management District (BAAQMD) Grant Application
for Electric Vehicle Charging Stations
Mr. Petit reminded the Committee that this matter was briefly introduced at
the last meeting held May 14 and the Committee at that time suggested
proceeding with the grant application. Ms. LaBella reviewed the
presentation included with the agenda material, noting that the purpose of
the discussion was two-fold: 1) to see if the Committee was interested in
having staff submit a grant application in support of offering electric
vehicle (EV) charging stations at Central San, and 2) to review some of
the aspects that the Board will need to consider in making policy decisions
should there be interest in installing them.
As mentioned at the last meeting, there are two ways to provide the EV
charging stations: 1) through a third-party service (meaning Central San
would not own the equipment, a vendor would manage it for a monthly
fee); or 2) the District would own and operate the equipment. Both options
would involve a capital project of at least $100,000 to prepare the site
(trench and install new electrical conduit and pour the concrete bases to
support the EV charging stations).
In comparing EVs to those with internal combustion engines, Ms. LaBella
said EVs are slightly less environmentally friendly at the time of
manufacture because of the battery, but as they are operated, they fairly
rapidly overtake conventional vehicles in terms of positive environmental
impact due to lower emissions and reduced hazardous chemical waste
(because EVs do not need oil changes, antifreeze, transmission fluid,
etc.).
In terms of the grant, which could potentially cover half of the equipment
costs, Ms. LaBella said the application deadline is June 30, and there is
no downside to applying for the grant and deciding later not to go forward
with the project. She noted that one condition of using grant monies for
the project is that the public must have access to the charging stations for
the first three years.
June 20, 2019 Regular Board Meeting Agenda Packet- Page 95 of 120
Page 4 of 7
Administration Committee Minutes
June 4, 2019
Page 3
Other aspects discussed included cost components of the two options for
providing the EV charging stations, designing the project for future
expansion, equipment obsolescence, the economic viability of potentially
replacing pool vehicles and other fleet trucks with EVs, lifecycle costs,
potential credits toward greenhouse gas (GHG) emissions, staff time to
manage/administer the charging stations, and anticipated employee
reaction to offering this service.
Member McGill confirmed his recommendation for Board approval to
submit a grant application. However, if and when staff brings the item to
the Board for project approval, he would prefer that staff provide its
recommended option and perhaps one other alternative, rather than
asking the Board to consider every conceivable option.
Chair Williams said he recognizes that providing EV charging stations
feels like the right thing to do but questioned whether scientific facts
support the concept. He referred to an article written several years ago by
the Union of Concerned Scientists, which is a nonprofit organization
founded in 1969 by scientists and students at Massachusetts Institute of
Technology that seeks to use the power of science to make evidence-
based decision making. The article concluded that EVs make sense in
certain parts of the country based on the electrical grid and California is
one of the states where EVs make more sense that hybrid vehicles. Even
so, he continues to seek the rationale for installing EV charging stations
and asked if they would fall under any payback policies. Ms. LaBella said
no; it is the possibility of having a portion of the equipment costs defrayed
by grant monies that has driven the timing of the proposal.
Chair Williams said if the project were to proceed, he would advocate for
making the charging stations available to the public and using a third-party
vendor to address equipment obsolescence and administration issues.
COMMITTEE ACTION: Recommended Board approval of submitting a
grant application seeking funds toward providing EV charging
stations.
4. Other Items
a. Discuss staff proposal for support in fostering additional contributions for
Central San's employee charitable giving program
This item was taken out of order, immediately after Item 4.b.
Ms. O'Malley briefly recapped the memorandum included with the agenda
material, noting that this staff proposal was being offered to increase
overall employee participation and total employee donations through the
umbrella organization, Community Health Charities, that Central San uses
June 20, 2019 Regular Board Meeting Agenda Packet- Page 96 of 120
Page 5 of 7
Administration Committee Minutes
June 4, 2019
Page 4
to administer the charitable giving program. The administrative fees paid
to the umbrella organization average 12.5% of the donated amounts and
appear to be a deterrent to giving. It is believed that more employees
would participate if the umbrella organization administrative fees, which
are on top of any fees charged directly by the individual charitable
organizations, were not a factor.
In response to a question from Member McGill as to how this program
benefits Central San, Mr. Leiber said many companies offer these
programs to enhance their image and prove their value to the community.
Ms. O'Malley said Central San does it to give back to the community that it
serves. She likened it to the summer student and internship programs.
Member McGill said the summer student/internship program offers linkage
to Central San's values because the students are often hired by the
District or other public agencies after graduation. He said he would like to
learn more about what the "linkage"would be for this proposal.
Chair Williams inquired whether paying the administrative fees would
amount to a gift of public funds. Ms. O'Malley responded that District
Counsel has said it would not.
Chair Williams said he was not prepared to support the proposal initially,
but he did not realize the administrative fees were above and beyond
those charged by the individual charitable organizations. He said there is
the possibility of trying this as a pilot program, as staff has suggested, to
see if it increases donation levels.
Ms. O'Malley said she and Communications and Intergovernmental
Relations Manager Emily Barnett developed this proposal to incentivize the
program to increase giving. She said she and Ms. Barnett would return to
the Committee at a future meeting to provide stronger linkage to Central
San's values as requested by Member McGill. Mr. Bailey said staff would
also try to gather benchmarking data on other public agencies that may be
picking up the cost for administrative fees charged by the umbrella
organizations that administer their giving programs.
COMMITTEE ACTION: Requested that staff gather additional
information for discussion at a future meeting on how this proposal
provides a linkage to Central San's goals and what other agencies
are doing in this respect.
b. Discuss continuing use of outside facilitator (BHI Consulting) for annual
Board Self-Evaluation Workshops
This item was taken out of order, immediately after Item 3.b.
June 20, 2019 Regular Board Meeting Agenda Packet- Page 97 of 120
Page 6 of 7
Administration Committee Minutes
June 4, 2019
Page 5
Mr. Bailey said he was interested in the Committee's feedback on
1) whether the Board wishes to continue using an outside facilitator for
annual Board Self-Evaluation Workshops, and 2) if so, whether there is
interest in continuing to use the services of Brent Ives of BHI Consulting.
Member McGill said the Board requested training on parliamentary
procedures at the upcoming February 2020 workshop, which should be
provided by a neutral party. He said Mr. Ives'continuity is valuable and he
would support utilizing his services for at least the next workshop.
However, he would prefer that specific issues to be addressed at the
workshop be identified in advance. Mr. Bailey said he could develop a list
by obtaining feedback from his one-on-one meetings with Board Members
and conversations with management.
Chair Williams agreed with Member McGill, adding that he supports going
out for requests for proposal periodically for these types of services. He
was comfortable engaging the services of Mr. Ives for one more year but
with specific topics identified in advance.
COMMITTEE ACTION: Recommended continuing to engage the
services of BHI Consulting for one more annual Board Self-
Evaluation Workshop with specific topics of discussion identified in
advance.
C. Receive list of future agenda items
COMMITTEE ACTION: Received the list.
5. Announcements
a. Mr. Bailey announced that staff is bringing forth a proposal to replace the
current Enterprise Resource Planning (ERP) system at the June 6, 2019
Board meeting. The proposal will include acquisition of the Permitting/
Community Development ERP module that was described to the
Committee at the May 14 meeting.
6. Future Scheduled Meetings
Tuesday, June 18, 2019 at 8:30 a.m.
Tuesday, July 9, 2019 at 8:30 a.m.
Tuesday, August 6, 2019 at 8:30 a.m.
June 20, 2019 Regular Board Meeting Agenda Packet- Page 98 of 120
Page 7 of 7
Administration Committee Minutes
June 4, 2019
Page 6
7. Suggestions for Future Agenda Items
a. Given the recent employee workplace shooting in Virginia Beach, Member
McGill suggested that security issues be looked at, including those related
to the Board Room, and that active shooter training be provided.
b. Follow-up discussion regarding Charitable Giving Program as mentioned
in Item 4.a.
8. Adjournment— at 9:53 a.m.
June 20, 2019 Regular Board Meeting Agenda Packet- Page 99 of 120