HomeMy WebLinkAbout12.b. Committee Minutes-Administration 02-18-20 Page 1 of 11
Item 12.b.
,jjlk CENTRAL SAN
CENTRAL CONTRA COSTA SANITARY DISTRICT
March 5, 2020
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: FEBRUARY 18, 2020 -ADMINISTRATION COMMITTEE - CHAIR WILLIAMS
AND PRESIDENT MCGILL
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. Administration Minutes 02-18-20
2. (Handout) Item 3.c. Employee Engagement Survey
March 5, 2020 Regular Board Meeting Agenda Packet- Page 88 of 106
Page 2 of 11
Arlai
CENTRAL SAN
CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9,4553-A392
REGULAR MEETING OF THE BOARD OF DIRECTORS:
MICHAEL R.MCGILL
CENTRAL CONTRA COSTA President
SANITARY DISTRICT TAD JPILECKI
President Pro Tem
ADMINISTRATION COMMITTEE PAUL CAUSEY
JAMES A.NEJEDLY
DAVID R, WILLIAMS
MINUTES
PHONE: (925)228-9500
FAX. (925)372-0192
Tuesday, February 18, 2020 www.centralvan.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
Jean-Marc Petit, Director of Engineering and Technical Services
Teji O'Malley, Human Resources Manager
Jerry Ledbetter, Safety Officer (arrived during item 3.c.; left after Item 3.a.)
Christina Gee, Management Analyst
Donna Anderson, Assistant to the Secretary of the District
1. Call Meeting to Order
Chair Williams called the meeting to order at 8:33 a.m.
2. Public Comments
None.
3. Agenda Items
a. Receive 2019 Safety Program Annual Report
This item was taken out of order, immediately after Item 3.c.
March 5, 2020 Regular Board Meeting Agenda Packet- Page 89 of 106
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Administration Committee Minutes
February 18, 2020
Page 2
Mr. Ledbetter said the District had a very good year in 2019 from a safety
standpoint, after which he reviewed the presentation included with the
agenda material.
Mr. Ledbetter noted that the foam purchased two years ago for the fire
suppression trailer, intended for the diesel storage tank at the treatment
plant, contains trace amounts of PFAS (perfluoralkyl and polyfluoroalkyl
substances). While the tank has not yet been filled, some PFAS remained
after the tank was tested. He stated that if a safer alternative becomes
available, the foam will be swapped out.
Member McGill noted that the safety staff has been very busy over the
past year, particularly against the backdrop of all the ongoing construction
on the Martinez campus. He expressed appreciation for the increased
focus on safety considering these added challenges.
COMMITTEE ACTION: Received the report.
b. Receive semiannual update on participation in Talksics Toastmasters
Club
This item was taken out of order, immediately after Item 2.
COMMITTEE ACTION: Received the update.
C.* Receive information on Employee Engagement Survey
Ms. Gee reviewed the memorandum included with the agenda materials,
stating that a key strategic goal for Central San is to empower and engage
employees. As part of that challenge, the employee engagement survey
will be launched in early March with the help of an outside consultant,
Cooperative Personnel Services (CPS) HR Consulting.
In response to a question from Member McGill as to whether the
Committee will have input into the survey questions, Ms. O'Malley said the
consultant's preference is to use standardized questions so responses
can be compared across other organizations. Staff was, however, able to
incorporate a few open-ended questions at the end of the survey. The
plan is to repeat the survey every three years using this year as the
baseline.
Member McGill said the Board is trying to do a better job of interacting and
reflecting with employees and asked if this survey was designed to help
with that process. Mr. Bailey said one of the priorities of the Board is labor
relations and it was his belief that the employee engagement survey is
one tool that may be used to determine how well the District is doing in
that respect.
March 5, 2020 Regular Board Meeting Agenda Packet- Page 90 of 106
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Administration Committee Minutes
February 18, 2020
Page 3
Chair Williams noted that the memorandum in the agenda packet said
staff engaged with representatives from Local One and the Management
Support/Confidential Group bargaining units to collaboratively draft the
survey. Ms. O'Malley clarified that neither the unions nor staff drafted the
survey, but representatives from both groups reviewed all questions and
provided input with the open-ended questions and agreed to actively
promote completion of the survey among their members.
In response to a question from Chair Williams, Ms. Gee distributed a copy
of the survey questions (see attached), adding that the results will be
shared with employees and with this Committee.
COMMITTEE ACTION: Received the information.
d. Receive Fiscal Year 2019-20 Strategic Plan Tracking Report - Second
Quarter
Chair Williams said the tracking report is an excellent dashboard for the
Board. He asked if preparing the report consumes a lot of staff time, or if it
has become somewhat routine. Ms. Sasaki said the latter. Ms. O'Malley
added that the process should become even easier with the new Enterprise
Resource Planning (ERP) system because the data will be more readily
available.
COMMITTEE ACTION: Received the information.
4. Announcements — None.
5. Suggestions for Future Agenda Items
a. Receive list of upcoming agenda items and provide suggestions for any
other future agenda items
COMMITTEE ACTION: Received the list.
6. Future Scheduled Meetings
Tuesday, March 3, 2020 at 8:30 a.m.
Tuesday, April 14, 2020 at 8:30 a.m.
Tuesday, May 5, 2020 at 8:30 a.m.
7. Adjournment— at 10:09 a.m.
* Attachment
March 5, 2020 Regular Board Meeting Agenda Packet- Page 91 of 106
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Attachment 2
Item 3.c.
Public Sector (Handout)
-mmft Employee Engagement'"
BY CPS HR CONSULTING
CENTRAL SAN
2020 Employee Engagement Survey
Welcome to the Central San Employee Engagement Survey! The purpose of this survey is to
help us understand your views about your job and work environment. An outside organization,
CPS HR Consulting, is administering this survey and summarizing the results.
Your response to this survey is voluntary and strictly confidential.No Central San
employees will have access to your individual responses.
Your responses to the survey questions will be combined and included in an overall summary
report for Central San, which will be shared with everyone.
This survey should take you no more than 10 minutes to complete. We appreciate your help in
giving us constructive feedback. If you have any questions about this survey,please contact Teq'i
O'Malley, HR Manager, at x309 or Christina Gee, Management Analyst, at x390.
If you have any questions about accessing the survey or other technical issues,please contact
CPS HR at surveyhelp@cpshr.us.
Instructions: For each statement,please select ONE option to describe your level of agreement:
Strongly Disagree, Disagree,Neither Agree nor Disagree, Agree, Strongly Agree, or Don't
Know/No Basis to Judge.
Version 4/15/19
March 5, 2020 Regular Board Meeting Agenda Packet- Page 92 of 106
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My Work
1. 1 like the kind of work I do
2. My job makes good use of my skills and abilities
3. 1 have a choice in deciding how I do my work
4. 1 know what is expected of me on the job
5. 1 have opportunities to provide input on decisions that affect my work
My Organization's Mission
Organization—This is Central San as a whole.
6. 1 have a clear understanding of my organization's mission
7. My organization's mission is important to me
8. 1 know how my work supports my organization's mission
9. 1 feel I can make a difference by working here
10. 1 feel that I personally contribute to my organization's successes
11. My organization is successful at accomplishing its mission
My Team
Team—This is your workgroup/shop/crew.
12. People on my team care about me as a person
13. People on my team cooperate to get the job done
14. People on my team share information with each other
15. People on my team work together to find ways to improve
16. People on my team can be relied upon to help when things get difficult in my job
My Supervisor
Supervisor—This is your immediate supervisor responsible for your performance review and
leave approval, and for providing direction on your work.
17. My supervisor keeps me informed about the issues affecting my work
18. My supervisor helps me to understand how I contribute to my organization's mission
19. My supervisor motivates me to be more effective in my job
20. My supervisor provides constructive feedback on my job performance
21. My supervisor recognizes when I have done my job well
22. My supervisor is open to my ideas
Leadership and Managing Change - Executive Team
Executive Team—This consists of the General Manager, Deputy General Manager, Director of
Engineering and Technical Services, and Director of Finance and Administration.
23. Executive Team members in my organization are sufficiently visible(e.g.,can be seen in
action)
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24. 1 believe the actions of Executive Team members are consistent with my organization's
values
25. 1 feel that my organization as a whole is led well
26. My organization keeps me informed about matters that affect me
27. When changes are made in my organization they are usually for the better
28. Executive Team members value ideas from employees
29. 1 believe that Executive Team members in my organization will take action on the results
from this survey
Leadership and Managing Change - Managers
Managers—This does not include members of the Executive Team.
30. Managers in my organization are sufficiently visible (e.g., can be seen in action)
31. 1 believe the actions of the managers are consistent with my organization's values
32. 1 feel that my organization as a whole is managed well
33. My organization's managers keep me informed about matters that affect me
34. Change initiatives led by my organization's managers are usually for the better
35. The managers value ideas from employees
36. 1 believe that the managers in my organization will take action on the results from this
survey
Training and Development
37. 1 get the training I need to do my job well
38. 1 get the information I need to do my job well
39. 1 am given a real opportunity to improve my skills in my organization
40. Training and development activities I have completed while working for my organization are
helping me to develop in my career
41. Training and development activities I have completed in the past 12 months have helped to
improve my performance
42. 1 have clear work objectives
43. 1 have the resources I need to do my job well
44. My workload is reasonable
45. 1 can tolerate the pressure of my work very well
46. 1 achieve a good balance between my work life and my private life
47. 1 am paid fairly for the work that I do
48. Compared to people doing a similar job in other organizations, I feel my pay is reasonable
March 5, 2020 Regular Board Meeting Agenda Packet- Page 94 of 106
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49. 1 feel that my pay adequately reflects my performance
50. 1 am satisfied with my total benefits package(e.g., retirement(401(a),457, pension), health
insurance,and retiree benefits)
51. 1 am satisfied with my employment conditions(e.g.vacation or leave options,flexible work
arrangements)
Organizational Culture
Organization—This is Central San as a whole.
52. 1 am treated fairly at work
53. 1 think it is safe to challenge the way things are done in my organization
54. 1 feel encouraged to learn from my mistakes at work
55. 1 can report a suspected violation of any law, rule or regulation without fear
56. 1 think that my organization respects,individual differences(e.g.,cultures,working styles,
backgrounds, ideas)
57. 1 feel encouraged to come up with new and better ways of doing things
58. 1 feel valued for the work I do
Engagement
Organization—This is Central San as a whole.
59. 1 would recommend my organization as a good place to work
60. 1 am proud when I tell others I am part of my organization
61. 1 feel a strong personal attachment to my organization
62. My organization inspires me to do the best in my job
63. 1 feel comfortable being myself at work
64. My organization motivates me to help achieve its mission
About You
Please note, in order to maintain confidentiality,our survey provider CPS HR will only report
summarized results if there are 10 or more respondents in any one demographic category. No Central
San employees will have access to your individual responses—only combined data collected from the
group as a whole.
❑ Male
❑ Female
❑ Non-binary or other gender
❑ Prefer not to say
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What is your current age?
❑ 19 or under
❑ 20 to 24
❑ 25 to 34
❑ 35 to 44
❑ 45 to 54
❑ 55 to 64
❑ 65 or over
❑ Prefer not to say
Please select the category with which you most closely identify:
❑ American Indian or Alaska Native
❑ Asian
❑ Black or African American
❑ Hispanic, Latino,or Spanish origin
❑ Middle Eastern or North African
❑ Native Hawaiian or Other Pacific Islander
❑ White
❑ Some other race,ethnicity, or origin
❑ Prefer not to say
How long have you been with Central San?
❑ Less than 6 months
❑ At least 6 months,but not more than 1 year
❑ At least 1 year,but not more than 3 years
❑ At least 3 years,but not more than 5 years
❑ At least 5 years,but not more than 10 years
❑ At least 10 years,but not more than 20 years
❑ 20 years or more
❑ Prefer not to say
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What is your role?
❑ Employee: You do not supervise other employees
❑ Supervisor: You are a supervisor who may be responsible for one or more of the following:
giving direction on work projects,performance reviews,and leave approval
❑ Executive Team member or Manager: You are the head of a department or division and a member
of the leadership team,and you may supervise one or more supervisors and be responsible for
day-to-day operations
❑ Prefer not to say
Are you considering leaving your current position within the next year,
and if so, why?
❑ No
❑ Yes,to pursue a different position within my department at Central San
❑ Yes,to pursue a different position within Central San outside of my current department
❑ Yes,to pursue a position outside my organization—in another government agency(e.g.,city or
county, state,or federal)
❑ Yes,to pursue a position outside government(e.g., in a private sector company)
❑ Yes,to retire
❑ Yes, for other reasons
❑ Prefer not to say
Comments
(Optional).Please Note: Comments will be shared word-for-word with leaders. Your name will not be
associated with your comment, but please do not reveal any personally identifiable information.
What is one thing you would recommend to make Central San a better
place to work?
How can Central San recognize your contributions to our success?
Submit Your Survey
You may use the"BACK" arrows to review your survey responses.
When you click on the"SUBMIT"button below,your survey will be submitted to CPS HR,the survey
administrator,and no further changes will be possible.
Thank You
March 5, 2020 Regular Board Meeting Agenda Packet- Page 97 of 106
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Thank you for your participation in the Central San Employee Engagement Survey! Your response has
been recorded.
March 5, 2020 Regular Board Meeting Agenda Packet- Page 98 of 106