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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, May 5, 2020 www.centralvan.org
8:30 a.m.
Executive Conference Room
5019 Imhoff Place
Martinez, California
(All attendees participated via videoconference)
Committee:
Chair David Williams
Member Mike McGill
Staff.
Roger S. Bailey, General Manager
Katie Young, Secretary of the District
Ann Sasaki, Deputy General Manager
Phil Leiber, Director of Finance and Administration
Jean-Marc Petit, Director of Engineering and Technical Services
John Huie, Information Technology Manager
Teji O'Malley, Human Resources Manager
Christina Gee, Management Analyst
Donna Anderson, Assistant to the Secretary of the District
1. Public Message Regarding COVID-19
This meeting was held in accordance with the Brown Act as in effect under the
State Emergency Services Act, the Governor's Emergency Declaration related
to COVID-19, and the Governor's Executive Order N-29-20 issued on
March 17, 2020 that allowed attendance by Board Members, District staff, and
the public to participate and conduct the meeting by teleconference, video-
conference, or both. The agenda included instructions for options in which the
public could participate in the meeting.
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2. Call Meeting to Order
Chair Williams called the meeting to order at 8:33 a.m.
3. Public Comments
None.
4. Items for Committee Recommendation to Board
a. Review final draft Strategic Plan for Fiscal Years (FY) 2020-22
Ms. Gee reviewed the presentation included with the agenda material,
after which she responded to questions and comments from the
Committee.
Member McGill noted that the COVID-19 pandemic was not referenced in
the draft Strategic Plan. Given the high probability that it will continue to
provide challenges during the next two fiscal years, he suggested the
addition of some strategies and metrics to address those challenges.
Mr. Bailey agreed.
Member McGill also suggested the word "strive"be added where the term
"100% compliance"is used.
Chair Williams asked that the concept of cost-effectiveness be
incorporated in Goal 2, Strategy 4, Initiative 1, to be consistent with the
Board's policy on energy.
In response to questions from Chair Williams, Ms. O'Malley explained that:
• The Key Success Measure under Goal 4, Strategy 1, Initiative 1, to
"Formalize an Organizational Development and Talent
Management unit within Human Resources"refers to a new unit
being created in the Human Resources Division for the concept
formerly referred to as workforce development.
• The Key Success Measure under Goal 4, Strategy 4, Initiative 2, to
'Increase visibility of Safety staff in the field"was included to
address heightened safety measures needed at the treatment plant
due to the large volume of construction projects scheduled for the
capital improvement program.
Both Committee Members appreciated the staff effort that went into
developing the Strategic Plan, stating that it was an excellent document.
Chair Williams added that it is a concise strategic plan that is easily
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understood and serves as a very good model for others looking to develop
a plan.
COMMITTEE ACTION: Recommended Board receipt, after
incorporating several suggested modifications from the Committee.
5. Other Items
a. Receive Fiscal Year 2019-20 Strategic Plan Tracking Report - Third
Quarter
Ms. Sasaki presented the Third Quarter report and responded to
questions from the Committee.
In responding to some of the questions, it became clear that some items
appeared to be off track when, in reality, the particular Key Success
Measure may no longer be relevant. Rather than have those items shown
in yellow as being "Off Task'; it was recommended that a different color be
used on future reports to indicate that the action as envisioned in the
Strategic Plan has either undergone a change in direction, or has changed
due to circumstances beyond staff's control (such as the COVID-19
pandemic). It was also suggested to add some sort of comment in the
column on the left-hand side as to what has changed.
COMMITTEE ACTION: Provided input to staff for inclusion in future
quarterly/annual Strategic Plan Tracking Reports.
b. Receive update on Enterprise Resource Planning (ERP) system
implementation
Mr. Huie reviewed the presentation included with the agenda material and
responded to questions from the Committee. It was noted that the
projected timeline is still in place for going live with the financial
components on July 1. However, any slack time built into the schedule
has been lost due to alternative work arrangements stemming from the
COVID-19 pandemic response.
In response to a question from Member McGill, Mr. Huie said that Oracle
has agreed to equally share all costs associated with any date slippages
resulting from COVID-19. Mr. Huie reiterated that the goal is to begin
launching monthly financial statements using the new ERP effective
July 1. In the event of slippage, the plan is to use both the new ERP and
the existing SunGard software for an interim period. There would be
added costs to doing that, and staff is working diligently to prevent that
from happening. Mr. Bailey acknowledged the likelihood that some
slippage may occur despite staff's best efforts. Mr. Huie said staff is
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highly focused on the work and doing a fantastic job. Even so, there
exists the possibility for additional costs, and he wanted the Committee to
be aware.
COMMITTEE ACTION: Received the update.
6. Announcements
a. Board Member reimbursement for lost or missing travel expense receipts
Ms. Young recapped the announcement that was included in the packet,
after which Chair Williams brought up the question of signature authority
for Board Member expense reimbursements. The travel procedure
authorizes the General Manager to approve travel expense
reimbursements for Board Members. Given that the General Manager
reports to the Board, he asked how that came to be. Member McGill
recalled that the Board President used to approve such reimbursements.
However, that approval process: (1) at times introduced a level of politics
and choice that led to delays, and (2) required the Board President to
understand all of the underlying administrative procedures. His
preference was to continue having the General Manager approve such
reimbursements, after which the item becomes informational only to the
Board President. Upon discussion, no change to the current approval
authority was recommended.
Ms. Young noted that the Secretary of the District's Office soon will begin
routing travel expense reimbursements through an electronic signature
program for approval, which might speed up the process.
COMMITTEE ACTION: Received the announcement.
b. Summer Student Program suspended for 2020 due to COVID-19
pandemic
Ms. O'Malley recapped the written announcement in the agenda packet.
Member McGill was sorry to see the program suspended for the year but
understood why. He asked Ms. O'Malley if she had anything to report
about the recently completed externship with two students from Michigan.
She said she received excellent reports, and both students were very
excited to have participated. One has applied for Central San's fall
internship program, which will begin July 1.
COMMITTEE ACTION: Received the announcement.
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7. 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 and provided input to staff.
8. Future Scheduled Meetings
Mr. Bailey noted that a special Committee meeting has been scheduled for
May 12, 2020 at 8:30 a.m. to review the report that staff has put together on the
impacts to productivity from teleworking and other work schedule changes due to
COVID-19.
Tuesday, June 2, 2020 at 8:30 a.m.
Tuesday, June 16, 2020 at 8:30 a.m.
Tuesday, July 7, 2020 at 8:30 a.m.
9. Adjournment— at 9:53 a.m.
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