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HomeMy WebLinkAboutAdministration MINUTES 02-18-20 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 Page 3 of 11 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 Page 4 of 11 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 Page 5 of 11 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 Page 6 of 11 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) March 5, 2020 Regular Board Meeting Agenda Packet- Page 93 of 106 Page 7 of 11 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 Page 8 of 11 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 March 5, 2020 Regular Board Meeting Agenda Packet- Page 95 of 106 Page 9 of 11 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 March 5, 2020 Regular Board Meeting Agenda Packet- Page 96 of 106 Page 10 of 11 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 Page 11 of 11 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