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ol&)i Cwil ENTRAL SAN
CENTRAL CONTRA COSTA •
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 H.CASEY
JAMES A.NEJEDLY
TAD J PHECKI
MINUTES
PHONE: (925)228-9500
FAX.- (925)372-0192
Tuesday, November 5, 2019 www.centralsan.org
8:30 a.m.
Executive Conference Room
5019 Imhoff Place
Martinez, California
Committee:
Chair David Williams
Member Mike McGill
Invited Guest:
John D. Bakker, Principal - Meyers Nave (present for Item 6.a. only)
Staff.-
Roger S. Bailey, General Manager
Katie Young, Secretary of the District (not present during Item 4.a.)
Kenton L. Alm, District Counsel
Ann Sasaki, Deputy General Manager
Phil Leiber, Director of Finance and Administration
Kevin Mizuno, Finance Manager (arrived after Item 4.a.)
Shari Deutsch, Risk Management Administrator (left after Item 4.a.)
Jerry Ledbetter, Safety Officer (left after Item 4.a.)
Laci Kolc, Risk Management Specialist (left after Item 4.a.)
Donna Anderson, Assistant to the Secretary of the District (not present during Item 4.a.)
1. Call Meeting to Order
Chair Williams called the meeting to order at 8:36 a.m.
2. Public Comments - None.
3. Announce Closed Session (pursuant to Government Code Section 54957.7)
Mr. Alm announced that a closed session would be held for Item 4.a.
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Administration Committee Minutes
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4. Closed Session
a. Pursuant to Government Code Section 54957(a) - Threat to public
services or facilities
The closed session ended at 9:36 a.m.
5. Report out of Closed Session
Mr. Alm reported that the Committee received a thorough briefing on the security
issues of Central San, and the Committee Members found the briefing satisfactory.
6. Items for Committee Recommendation to Board
a. Review draft Position Paper authorizing the General Manager to amend
and extend the contract for legal services with Meyers Nave effective
January 1, 2020 through December 31, 2020
Ms. Sasaki briefly summarized the information in the draft Position Paper,
noting that staff is proposing that the same terms and conditions as at
present be continued for 2020.
Mr. Alm spoke in support of the extension, stating that Alex Mog of Meyers
Nave has been a good fit for Central San. His weekly retainer hours are of
value, and he is building trust with staff as he addresses the issues that arise.
Mr. Bakker said Meyers Nave is prepared to extend the contract under the
same rates and other terms as at present. While there has been no need for
anyone to step in over the past year as District Counsel in Mr. Alm's absence,
if that were to occur, he would likely be the person to do so.
Chair Williams asked for staff to clarify in the Position Paper that the
monthly retainer of 26 hours per month includes the half-day-per-week
(16 hours per month) covered by Mr. Mog.
COMMITTEE ACTION: Recommended Board approval.
7. Other Items
a. Receive Fiscal Year 2019-20 Strategic Plan Tracking Report - First
Quarter
Ms. Sasaki said the first-quarter report reveals that most everything is on
track, with only a few items slightly off task.
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Administration Committee Minutes
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Chair Williams noted that the Workers' Compensation experience modifier
target is less than one, and the actual figure for the first quarter is only
slightly above the target. Given that it is barely off task, he asked whether
it would be more appropriate for it to be shown in yellow rather than red.
Ms. Sasaki noted that the experience modifier is calculated once a year,
but his point was well taken.
Referring to the target for miles of pipeline replaced each year, Chair Williams
suggested that 2.6 miles for the quarter appeared to be on track, yet the report
showed yellow. Ms. Sasaki agreed, stating that staff will change the color to
green.
COMMITTEE ACTION: Received the report.
b. Review Board Policy No. BP 008 - Travel Expense Reimbursement Policy
and associated Administrative Procedure No. AP 008 - Travel Expense
Reimbursement Procedure
Mr. Mizuno reviewed the proposed changes to the administrative
procedures in support of the Board Policy covering travel expense and
reimbursement. While administrative procedures do not normally receive
Committee or Board scrutiny, in this case, the procedures apply to Board
Members as well as staff so he wanted to explain the reasoning behind
the proposed changes. Two of the most important revisions relate to
assigned seating on flights and clarifying the definition of what constitutes
an unreasonable burden for travelers.
Chair Williams said his general understanding of the proposed changes
was that travelers may purchase the lowest-price flight with assigned
seating and free carry-on, subject to Department Director approval (or, in
the case of the Board Members, General Manager approval). As a Board
Member who books his own flights according to his preferences for timing
and seating, he said he was comfortable only being reimbursed up to the
level allowed by the procedures.
Mr. Leiber said if that were the case, he would need to provide satisfactory
evidence obtained at the time he books his flights of the lowest-price
flights, as mandated by the procedures. Ms. Young said she would be
glad to obtain the appropriate backup evidence for any travel booked by
Board Members if they notify her immediately upon booking their flights.
Mr. Mizuno noted that the due diligence under the procedures for
searching for reasonably priced flights using online booking websites was
expanded to include other websites beyond Expedia and Orbitz. Mr. Alm
pointed out that proposed list did not include Southwest Airlines'website.
Given that Southwest Airlines is used often by staff and Board Members
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Administration Committee Minutes
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for District travel, Mr. Leiber said its website would be added to the list of
authorized websites.
In summary, Mr. Leiber said there is always some judgment involved in
adhering to the travel procedures, and it is expected that District travelers
will try to utilize the most economical flights whenever possible.
Mr. Mizuno said the two forms related to travel have been updated, one
for advance approval of travel, and the other for submitting receipts for
travel reimbursement. (Only the latter form is required for Board Members
because their travel is approved in advance by the Board each fall.)
Member McGill asked how tips for baggage handling/storage and maid
service should be handled. Mr. Leiber and Mr. Mizuno said tips are
addressed in Section 4 of AP 008 under the meals and incidental travel
per diem allowances, which are established by the Federal General
Services Administration based on the location of travel. Board Members
are required to provide receipts.
COMMITTEE ACTION: Provided input to staff.
8. Announcements — None.
9. Suggestions for Future Agenda Items
a. Receive list of upcoming agenda items and provide suggestions for any
other future agenda items
Member McGill asked for an update on the electric vehicle charging
station grant/project. It was noted that an update will be brought to the
Real Estate, Environmental & Planning Committee soon.
Member McGill also asked when the presentation he attended last August
at the California Association of Sanitation Agencies (CASA) Conference
on the subject of"What Not to Email"would be presented to the
Committee. Mr. Alm said he will present it shortly.
COMMITTEE ACTION: Received the list and provided input to staff.
10. Future Scheduled Meetings - Tuesday, December 17, 2019 8:30 a.m.
11. Adiournment— at 10:17 a.m.
November 21, 2019 Regular Board Meeting Agenda Packet- Page 91 of 91