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HomeMy WebLinkAbout03.a. Approve the Board Meeting Minutes of 03-02-20 Page 1 of 9 Item 3.a. k�*k CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT March 19, 2020 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: MARCH 2, 2020 SPECIAL BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. ATTACHMENTS: 1. Draft Minutes of Special Board Meeting held 03-02-20 2.Activities not currently addressed, including Board input March 19, 2020 Regular Board Meeting Agenda Packet- Page 10 of 163 AMENDED AGENDA Page 2 of 9 CENTRAL SAN CENTRAL CONTRA COSTA • MINUTES BOARD OF DIRECTORS: MICHAEL R.MCGILL President SPECIAL BOARD MEETING TAD J PILECKI 3rd Floor Executive Conference Room President Pro Tem Monday, March 2, 2020 PAUL H.CAUSEY 0.00 a.m. JAMES A.NEJEDLY DAVID R. WILLIAMS DRAFT Open Session (Not video recorded) ROLL CALL A special meeting of the Board of Directors was called to order by President Williams at 10:10 a.m. Secretary of the District Katie Young called roll: PRESENT: Members: Causey, Nejedly (via teleconference), Pilecki, Williams, McGill ABSENT: Members: None PUBLIC COMMENT PERIOD No comments. BOARD WORKSHOP a. Review results of 2020 Board Self-Evaluation Survey, and identify potential work areas for the Board, if any (Facilitated by Consultant Brent Ives, BHI Management Consulting) Mr. Ives presented the results of the 2019 Board Self-Evaluation Survey. The 58- question survey was circulated via email to all five Board Members, the three members of the Executive Management Team, and all eighteen Department Directors and Managers. He advised that all Board Members, the Executive Team and seventeen managers submitted survey responses. In reviewing the survey results, Mr. Ives stated that the Board Members' average overall rating of themselves (based on 19 survey questions) was 92% and the average overall rating of the Board by the other respondents was 88%. He provided the Board with some of the survey responses and a discussion was held. March 19, 2020 Regular Board Meeting Agenda Packet- Page 11 of 163 AMENDED AGENDA Page 3 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2020 Special Board Meeting Minutes-Page 2 Mr. Ives stated that the area receiving the lowest survey score was communications. It was noted that staff believes the Board would benefit when large projects are being discussed a separate workshop is held to get the information to all Board Members. Member Pilecki stated that detailed presentations are heard at the committee level, but the meeting notes do not reflect all of the details in depth. Member Causey stated that he believes the current level of information in the Committee minutes prepared by staff is extremely helpful and requested the history be provided when discussing a bigger project. Member Williams cautioned that the Board needs to stay at the policy level which includes the amount of information the Board requests from staff. He believes the information provided in a brief memo is sufficient. A lengthy discussion took place regarding the amount of information necessary for the Board to make policy decisions. Mr. Ives stated that staff should prepare memoranda and position papers keeping in mind the information Board Members are looking for in terms of policy decisions, being careful to use consistent terminology throughout the papers. At 11:43 a.m. the Board broke for a brief recess. At 12:01 p.m. the Board reconvened. Mr. Ives provided a summary of the Board self-evaluation and suggested potential work areas as follows: (1) identify increased opportunities for communication of the scope of large capital projects, and (2) identify the logic for items to come to committees versus the full board. b. General Review of Board Member compensation and benefits The Board reviewed the information provided in the agenda materials. Member Causey requested the public hearing be moved to a date when all five Board Members will be in attendance. Member Nejedly noted that the meeting stipend has not been raised in a long time and said he believes if it were raised there could potentially be more people who would be interested in running for the Board. Member Causey thanked staff for all the information provided for the workshop, adding that that potential candidates would be interested in the benefits package provided by the District and that all expenses are paid for attendance to conferences related to District business. Secretary of the District Katie Young explained what events are currently stipendable and stated that the Board will be asked during the next agenda item to clarify which events they would like to consider to be stipendable. March 19, 2020 Regular Board Meeting Agenda Packet- Page 12 of 163 AMENDED AGENDA Page 4 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2020 Special Board Meeting Minutes -Page 3 The Board Members stated that they were comfortable with the current $185 amount considering the amount of benefits Board Members at Central San receive. With regard to committee appointments, Member Causey said he would be interested in having the opportunity to serve on all Board committees, including the Administration Committee. He also suggested that the Board Member currently serving on only one committee be the alternate for any meetings at which a member will be absent. C. Discuss compensable Board activities, and provide direction on Board Member activities, other than Board and Standing Committee meetings, for which stipends and/or expenses should be paid The Board reviewed the list of events included in the agenda material and provided direction to staff on which events should be included in a new Board policy. The list, including the direction given by the Board, is attached. d. Receive brush-up training on adopted parliamentary procedures — Rosenburg's Rules of Order, as modified Mr. Ives provided the Board with a brief training on Rosenburg's Rules of Order and answered specific questions pertaining to roll call votes, discussion after a motion has been made, and the agenda category requesting future agenda items. ANNOUNCEMENTS None. ADJOURNMENT The meeting was adjourned at 2:00 p.m. Michael R. McGill, P.E. President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Katie Young Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California March 19, 2020 Regular Board Meeting Agenda Packet- Page 13 of 163 AMENDED AGENDA Agenda ACTIVITIES NOT ADDRESSED IN Item c. BOARD COMPENSATION RESOLUTION NO. 2015-008 Exhibit C BOARD DIRECTION Board Member Stipend? Event/Activity Attendance Required? Comments/Considerations Yes/No TRAININGS: Ethics Yes,2 hours every 2 This is mandatory training required of all Board Members every two YES (includes Brown Act, Public years. years. It may be taken online,at a conference,or at Central San. 4-1 Records Act, and Political Expense reimbursement for attendance at a conference where this Pilecki No Reform Act) training is offered is allowed. "Stipend will be paid In the past,a stipend was paid if training was received during a Central whether training is San Board meeting(if a quorum was present);otherwise no. Expense online or at a reimbursement is paid for conference attendance at which training was conference as well. taken. Harassment Prevention Yes,2 hours every 2 This is mandatory training required of all Board Members every two YES years. years. It may be taken online,at a conference,or at Central San. 4-1 Expense reimbursement for attendance at a conference where this Pilecki No training is offered is allowed. No stipend has been paid in the past. ACADEMIES: Central San Academy Yes. The Board Kickoff Session: The Board President has given a presentation to Kickoff Session President presents at Academy attendees at each kickoff session since 2016. There is NO the first session. considerable preparation time involved. To date, no stipend has been 4-1 paid for this presentation. Should there be? Williams Yes The entire Board is invited to attend the Middle Sessions: Some Board Members like to attend as many of the Final Session final session because of Academy sessions as they can. No"middle"sessions have been noticed YES the Q&A segment. as Board meetings because, even if a quorum of the Board were 3-2 Attendance is not present, Board Members have no particular role in these sessions;they Causey, Nejedly No mandatory. attend as observers. Therefore, no stipends have been paid for Board Members attending these sessions. Final Session (Graduation): Because the Q&A segment could touch on topics that are within the subject matter jurisdiction of the Board,out of an abundance of caution these sessions have been noticed as special C:\Program Files(x86)\neevia.com\docConverterPro\temp\NVDC\47934A1A-42DA-4409-AB23-41AF5AD15C67\Central Contra Costa Sanitary District.5991.1.Activities_Not_Addressed_in_Reso_per_meeting_030220.docx Page 1 of 5 March 19, 2020 Regular Board Meeting Agenda Packet- Page 14 of 163 AMENDED AGENDA BOARD DIRECTION Board Member Stipend? Event/Activity Attendance Required? Comments/Considerations Yes/No Board meetings until it is known if a quorum will be present. If no quorum, no stipends are paid. If any of the sessions are noticed as special Board meetings and a quorum is present,all attending Board Members are eligible for stipends. Stipends were paid in both 2018 and 2019 for attendance at the final session because a quorum was present. Management/Leadership Yes, if requested by The Management/Leadership Academy is conducted every other year. NO 5-0 Academy consultant as part of Board Members may be invited by the facilitating consultant to be curriculum. interviewed in a Q&A session with Academy participants. These appearances involve preparation time with the consultant. No stipend has been paid in the past. SIGNATURE EVENTS: Hosted by Central San Not required but Board Member attendance at signature events hosted by Central San NO 5-0 encouraged. (e.g.,70th Anniversary, and 20th Anniversary of HHW). No stipend has been paid in the past. Signature Events Hosted by No. Mt.View Sanitary District(MVSD) held a grand opening for refurbished NO 5-0 Other Agencies/Cities wetlands which was attended by a Board Member(not the Board liaison to that agency). There was no cost to attend and no stipend was requested. UNIQUE TO CENTRAL SAN: Executive Team Yes. The President and/or President Pro Tem meet with the General YES 5-0 Performance Evaluations Manager,Secretary of the District and District Counsel to convey closed session performance evaluation results. In 2019 those meetings lasted several hours and, in some instances,there were multiple meetings. No stipend has been paid. C:\Program Files(x86)\neevia.com\docConverterPro\temp\NVDC\47934A1A-42DA-4409-AB23-41AF5AD15C67\Central Contra Costa Sanitary District.5991.1.Activities_Not_Addressed_in_Reso_per_meeting_030220.docx Page 2 of 5 March 19, 2020 Regular Board Meeting Agenda Packet- Page 15 of 163 AMENDED AGENDA BOARD DIRECTION Board Member Stipend? Event/Activity Attendance Required? Comments/Considerations Yes/No BOARD LIAISON/ REPRESENTATIVE: Annual City Council No. Should Board Members get a stipend for attendance at these events, NO 4-1 Reorganizations or which are largely social in nature and at which no official District McGill Yes Ceremonial Events business being conducted if it is in their liaison city? In 2016,one Board Member attended the reorgs for both of his liaison cities. No stipends were paid. In 2017, however,that same Board Member received a stipend for attending the reorg for one of his liaison cities because the sitting Secretary of the District considered such events to be stipendable if attended by the Board liaison. Stipends have been paid to Board Members attending city reorgs ever since. State of the City Events No. Board liaisons often attend these events and Central San has paid the NO 3-2 with Mayors expenses(usually a meal). No stipends have been paid. Nejedly& McGill Yes Mayor Monthly Breakfasts No. One Board Member attends these events in his liaison city whenever NO 5-0 available. There is no cost for these breakfasts and no stipend has been requested or paid to date. Presentation by Central San No. Member Pilecki has always attended these meetings as the liaison to NO 4-1 Staff of HHW Annual MVSD and to support staff,who presents the report. He has declined McGill yes Report at MVSD Board receiving stipends. Meeting Presentation of resolution Possibly. Stipends have been paid to Board Members who have presented NO 5-0 of commendation to official resolutions of commendation adopted by Central San's Board for local of sister agency or liaison agency officials. These presentations typically have been at the local city/County agency's Board/Council meeting. Attendance at City Council No. NO 5-0 Meeting(no expectation of presenting) C:\Program Files(x86)\neevia.com\docConverterPro\temp\NVDC\47934A1A-42DA-4409-AB23-41AF5AD15C67\Central Contra Costa Sanitary District.5991.1.Activities_Not_Addressed_in_Reso_per_meeting_030220.docx Page 3 of 5 March 19, 2020 Regular Board Meeting Agenda Packet- Page 16 of 163 AMENDED AGENDA BOARD DIRECTION Board Member Stipend? Event/Activity Attendance Required? Comments/Considerations Yes/No MISCELLANEOUS: Board Members—Requests Yes. This is fairly rare, but in 2019,for example: REMOVED FROM LIST from Outside Organizations • Member Nejedly was asked to speak at the Concord Rotary for Speaking Engagements regarding Central San. While not the Board liaison to that city,the event involved advance preparation working with staff on his presentation. A stipend was paid. • Member McGill was asked by the Round Hill Garden Club to speak about the Farm and recycled water. He worked with staff to prepare his presentation. A stipend was paid. Meeting with Liaison City Yes. ADDED TO LIST BY BOARD MEMBERS 3-2-2020 YES 5-0 Manager or Board Member to prepare for presentation Teleconferenced Meetings Probably. For example: NO 3-2 That Would be 0 If a CASA Executive Board Member attended a meeting of that body McGill & Pilecki Yes Compensable if Attended in via teleconference,should a stipend be paid? Person • As liaison to the CSDA Contra Costa Chapter, Member McGill has attended several CSDA Nominating Committee meetings via teleconference for which a stipend was paid. Should teleconferenced meetings that would otherwise be stipendable be addressed in the policy? If so,should there be a time limit? Reimbursement for Events N/A A Board Member sits on the Board of an industry association. NO 5-0 with No Nexus to District Sometimes Central San receives free tickets as part of its membership, Business but that may not always be the case. If that is not an option,and the item has no nexus to direct District business,should that be addressed? Delta Discovery Voyage Encouraged, at least A Board Member recently participated in this annual voyage which NO 5-0 once. takes place on a Saturday on the San Joaquin Delta. There was no cost to attend the event because it was covered by Central San's annual contribution. No stipend was paid. C:\Program Files(x86)\neevia.com\docConverterPro\temp\NVDC\47934A1A-42DA-4409-AB23-41AF5AD15C67\Central Contra Costa Sanitary District.5991.1.Activities_Not_Addressed_in_Reso_per_meeting_030220.docx Page 4 of 5 March 19, 2020 Regular Board Meeting Agenda Packet- Page 17 of 163 AMENDED AGENDA BOARD DIRECTION Board Member Stipend? Event/Activity Attendance Required? Comments/Considerations Yes/No Reimbursement for N/A The District has been paying one Board Member's annual membership NO 5-0 Membership in Outside fees in the California Water Environment Association (CWEA)for the last Industry Organizations several years. This is not specifically addressed in the current resolution;should it be? Meeting with attorney or Yes. Board Member Pilecki recently met with defense counsel in a litigated REMOVED FROM LIST appearance at a deposition matter involving Central San because of his familiarity with the matter or hearing on legal matter while he was a District employee. He neither asked for nor received a on behalf of Central San stipend. Attendance at Grand Jury Yes. ADDED TO LIST BY BOARD MEMBERS 3-2-2020 YES 5-0 related to Central San Business C:\Program Files(x86)\neevia.com\docConverterPro\temp\NVDC\47934A1A-42DA-4409-AB23-41AF5AD15C67\Central Contra Costa Sanitary District.5991.1.Activities_Not_Addressed_in_Reso_per_meeting_030220.docx Page 5 of 5 March 19, 2020 Regular Board Meeting Agenda Packet- Page 18 of 163 AMENDED AGENDA