HomeMy WebLinkAbout15.a. Committee Minutes-Administration 03-03-20 Page 1 of 5
Item 15.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 3, 2020 -ADMINISTRATION COMMITTEE - CHAIR WILLIAMS AND
PRESIDENT MCGILL
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1.Administration Committee Minutes 03-03-20
March 19, 2020 Regular Board Meeting Agenda Packet- Page 155 of 163 AMENDED AGENDA
Page 2 of 5
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, March 3, 2020 www.centr-alvan.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
Phil Leiber, Director of Finance and Adminstration
Teji O'Malley, Human Resources Manager
Rick Hernandez, Senior Right-of-Way Agent (left after Item 4.b.)
Winston Ingram, Senior Household Hazardous Waste Technician (Local One
Representative) (left after Item 4.b.)
Christina Gee, Management Analyst
Shenae Howard, Administrative Assistant
1. Call Meeting to Order
Chair Williams called the meeting to order at 8:32 a.m.
2. Public Comments
Ms. O'Malley requested Item 4.b. be heard first.
March 19, 2020 Regular Board Meeting Agenda Packet- Page 156 of 163 AMENDED AGENDA
Page 3 of 5
Administration Committee Minutes
March 3, 2020
Page 2
3. Items for Committee Recommendation to Board
a. Review Draft Strategic Plan for Fiscal Years (FY) 2020-22
This item was heard immediately after Item 4.b.
The Committee reviewed the draft Strategic Plan and had no comments.
In response to a question proposed by Chair Williams, Ms. O'Malley
stated the employee recognition program is new and staff has
incorporated the program into the upcoming budget coordinating efforts
with the General Manager and Executive Team.
Chair Williams suggested staff reach out to East Bay Municipal Utility
District (EBMUD), as they have had a formal recognition program for over
25 years and may be willing to assist with Central San's program.
COMMITTEE ACTION: Reviewed and provided input to staff.
b. Conduct biennial review of Board Policy Nos. BP 010 - Contractual
Assessment Districts, BP 022 - Alhambra Valley Assessment Districts,
and BP 033 - Conducting District Business on Personal Devices
COMMITTEE ACTION: Concurred with staff's recommendation that
no changes are needed at this time.
4. Other Items
a. Receive "Engage" Employee Wellness Program Annual Report
Ms. Howard reviewed the presentation included in the agenda material.
COMMITTEE ACTION: Receive the report.
b. Receive overview of recruitment process and hold follow-up discussion to
comments made on behalf of Local One at September 12, 2019 meeting.
This item was heard immediately after Item 2.
Ms. O'Malley reviewed the presentation included in the agenda material.
In response to a question from Mr. Ingram, Ms. O'Malley advised that
Human Resources (HR) generates the exam questions in conjunction with
the subject matter and the hiring supervisor. It was noted that HR reaches
out to other agencies to inquire about their written exams and oral board
questions.
March 19, 2020 Regular Board Meeting Agenda Packet- Page 157 of 163 AMENDED AGENDA
Page 4 of 5
Administration Committee Minutes
March 3, 2020
Page 3
In response to several questions from the Committee Members,
Ms. O'Malley explained the testing process and rank order protocol used
to create an eligibility list, which remains active for one year.
Ms. O'Malley advised that staff added a metric to the Fiscal Year 2018-20
Strategic Plan dedicated to promoting internal candidates, with at least
25% filled by internal candidates. She reported that the District reached
40% last quarter. She further described the trainee program and how it
was added to the bargaining unit's Memorandum of Understanding
(MOU).
Mr. Hernandez expressed concern about past practices and internal
candidates not having as equal a chance compared to temporary
employees. A lengthy discussion was held regarding temporary positions
and, when a vacancy occurs, the process to recruit a permanent hire.
Chair Williams inquired about the length of time a temporary employee is
allowed to work in a vacant position. Ms. O'Malley stated one year, as per
the MOU.
Another concern of Mr. Hernandez is provisional employees being hired
instead of internal employees. Ms. O'Malley explained the trainee program
the District has implemented, and that staff is in the process of eliminating
provisional appointments.
Member McGill asked if staff has had training regarding inherent or
unintended bias in filling positions. Ms. O'Malley advised that departments
have received training, but not specifically on bias; however, she will look
into adding such training in the future.
Member McGill inquired of Mr. Ingram if Local One was comfortable with
the presentation made at the meeting. Mr. Ingram stated that as a
representative of Local One he was satisfied, adding that he would make
sure the presentation is shared with Local One's Executive Committee.
COMMITTEE ACTION: Received the presentation and provided input
to staff.
5. Announcements
a. Ms. Gee announced that the Employee Engagement survey was
disseminated yesterday and will close March 20tH
b. Mr. Bailey stated that Executive Assistant Suzette Crayton, who had
recently given notice, has decided to remain at Central San.
March 19, 2020 Regular Board Meeting Agenda Packet- Page 158 of 163 AMENDED AGENDA
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Administration Committee Minutes
March 3, 2020
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6. 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.
7. Future Scheduled Meetings
Tuesday, April 14, 2020 at 8:30 a.m.
Tuesday, May 5, 2020 at 8:30 a.m.
Tuesday, June 2, 2020 at 8:30 a.m.
8. Adjournment — at 10:24 a.m.
March 19, 2020 Regular Board Meeting Agenda Packet- Page 159 of 163 AMENDED AGENDA