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HomeMy WebLinkAbout12.a. Committee Minutes-Administration 06-16-2020 Page 1 of 14 Item 12.a. CENTRAL SAN adfAhmm CENTRAL CONTRA COSTA SANITARY DISTRICT July 2, 2020 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: JUNE 16, 2020 -ADMINISTRATION COMMITTEE - CHAIR WILLIAMS AND PRESIDENT MCGILL Attached are minutes of the above Committee meeting. ATTACHMENTS: 1.ADMI N Committee Minutes 06-16-20 2. (Handout) Presentation for Committee Item 5.c. July 2, 2020 Regular Board Meeting Agenda Packet- Page 44 of 69 Page 2 of 14 Arlai CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9,4553-A392 MEETING O F 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, June 16, 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 Danea Gemmell, Planning and Development Services Division Manager John Huie, Information Technology Manager Kevin Mizuno, Finance Manager (joined during Item 4.a.; left during Item 5.c.) Teji O'Malley, Human Resources Manager Donna Anderson, Assistant to the Secretary of the District 1. Public Notice 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 Board Members, District staff, and the public to participate in and conduct the meeting by teleconference, videoconference, or both. The agenda included instructions for options in which the public could participate in the meeting. July 2, 2020 Regular Board Meeting Agenda Packet- Page 45 of 69 Page 3 of 14 Administration Committee Minutes June 16, 2020 Page 2 2. Call Meeting to Order Chair Williams called the meeting to order at 8:30 a.m. 3. Public Comments None. 4. Items for Committee Recommendation to Board a. Review draft Position Paper approving revisions to Board Policy No. BP 031 — Use of Temporary Employees Ms. O'Malley briefly reviewed the matter, noting that she had spoken with a representative of Local One earlier in the day and received confirmation that the group was comfortable with the proposed revision to BP 031. Member McGill acknowledged that there are circumstances where temporary employees are necessary, but he would never want to see the policy used to circumvent recruiting policies. He agreed with the proposed revision, and asked Ms. O'Malley to continue using diligence in hiring temporary employees, authorizing them only when essential. Chair Williams pointed out the statement in the draft Position Paper where Ms. O'Malley explained that the process of using provisional appointments has drastically reduced during her tenure. Such appointments are used sparingly, and only in cases where not doing so would have an operationally adverse impact. COMMITTEE ACTION: Reviewed and recommended Board approval. b. Conduct biennial review of the following Board Policies: Ms. Young explained that staff was recommending no changes to the following Board Policies, which were being brought forward for biennial review. 1) BP 019 — Recycled Water 2) BP 025 — Naming of District Facilities 3) BP 026 — Legislative Advocacy 4) BP 034 — Reporting Protocol for Ethics Hotline July 2, 2020 Regular Board Meeting Agenda Packet- Page 46 of 69 Page 4 of 14 Administration Committee Minutes June 16, 2020 Page 3 The Committee had no issue with leaving the first three policies unchanged. However, regarding BP 034, Chair Williams asked if any calls were made to the Ethics Hotline since the policy was adopted. Ms. Young said no. Upon discussion, it was suggested by Chair Williams that if there were to be a call regarding any member of the Executive Management Team (General Manager, Counsel for the District, and Secretary of the District), the Board President should be notified. Also, in keeping with a system of checks and balances, both the Human Resources Manager and the Secretary of the District should be notified of any calls. Member McGill concurred with these suggestions. COMMITTEE ACTION: Reviewed the policies and: (1) Concurred with the staff recommendation that no changes were needed to Board Policy Nos. BP 019, BP 025 and BP 026; and (2) Suggested changing the last paragraph of BP 034 to indicate that both the Secretary of the District and the Human Resources Manager should be notified of any calls to the Ethics Hotline, and that the Board President should be notified of any calls to the Hotline involving the Executive Management Team. 5. Other Items a. Receive information on how the District processes Medicare premium reimbursements, which include an Income-Related Monthly Adjustment Amount (IRMAA) Ms. O'Malley recapped the information contained in the memorandum included with the agenda material, stating that Medicare's IRMAA adjustment is an increased premium that some Medicare beneficiaries pay based on their income. At present, 77 retirees in Tiers I and II are subject to IRMAA at an aggregate additional reimbursement cost of roughly $11,000 per month. COMMITTEE ACTION: Received the information. b. Receive update on implementation of Oracle Fusion Cloud Enterprise Resource Planning (ERP) system Mr. Huie recapped the information in the memorandum included with the agenda material and noted that after the agenda packet was distributed, staff continued to hold discussions with the ERP implementer, Emtec, and the decision was made to go live starting July 1 using a hybrid approach, which would involve concurrently running both the existing SunGard July 2, 2020 Regular Board Meeting Agenda Packet- Page 47 of 69 Page 5 of 14 Administration Committee Minutes June 16, 2020 Page 4 HTE/legacy system and the new Oracle ERP system for the next month or two. The Finance and Accounting modules are mostly ready to go live on July 1, and some temporary staff will be brought in for data entry while the two systems are running. Mr. Leiber noted that the Purchasing/ Contracting/Inventory management module needs a little more remediation, but that should be achievable while both systems are running in parallel mode. He added that the 18-month overall project is still on track for completion within the original timeframe. In response to a question from Member McGill, Mr. Leiber said staff is currently in discussion with Emtec as to the cost estimate for utilizing the hybrid approach. In any event, it should be less than the cost estimate for the previously-envisioned two-month delay. He added that the project contingency was fully adequate to cover any additional costs. COMMITTEE ACTION: Received the update. C.* Discuss potential improvements to Board Room audio/visual system Mr. Bailey informed the Committee that he had asked staff to develop options for improving the Board Room audio/visual system by taking a long-term view so Central San will be well poised to best serve the public, the Board and employees in the event of a future pandemic or other emergency. While the current system for remote meetings has worked adequately during the COVID-19 pandemic, it could be improved to create a more optimal, user-friendly experience for all those served. He added that such improvements would be consistent with the District's new Strategic Plan Goal 7—Agility and Adaptability. Mr. Huie reviewed the presentation distributed before the meeting (see attached), stating that he was seeking the Committee's input regarding various elements and options so he and his team can design a system that best meets the needs of the District for years to come. Member McGill said he was impressed by how the Information Technology staff has facilitated the virtual Board and Committee meetings thus far during the pandemic. He noted that the Board adopted BP 020— Minute Style and Video Recording of Board Meetings in 2015, after deciding to begin video recording its meetings and live streaming them to the public to maintain openness and transparency in the way the Board conducts its business, and to provide excellent customer service. While he appreciated the options presented by Mr. Huie for achieving transparency and excellent customer service, he viewed most of the options discussed as operational rather than policy-related. He urged staff to make the decisions it deems will best accomplish the Board's policies. Given that the plan is to design a system that will serve the District for July 2, 2020 Regular Board Meeting Agenda Packet- Page 48 of 69 Page 6 of 14 Administration Committee Minutes June 16, 2020 Page 5 many years to come, the $75,000 preliminary cost estimate provided by Mr. Huie was, in his estimation,justified even at double the cost. Chair Williams agreed with Member McGill on the operations-versus- policy issue. He said the pandemic has given a glimpse of the future and forced cities and agencies to envision how public business will be conducted 30 years from now. He agreed that the time was right for making improvements. He added, however, that he was fundamentally not in favor of dedicating additional staff time to operate multiple cameras in the Board Room just so remote viewers can see presenters. Mr. Huie said at least one of his staff is always in the Board Room for meetings in the event there are technical difficulties. That person could perform some level of switching between cameras using a remote device. He noted that some cities can zoom in on specific council members or other speakers, but that option would require more staff or hiring of an outside service. Chair Williams said that future high-level needs to serve the public should include the ability for remote viewers to view the Board Members, presenters, and any presentations. On the issue of installing monitors on the dais, Chair Williams asked if they would replace the Pads that have been issued to the Board Members for receiving electronic agenda packets. Mr. Huie said no; they would be display-only-monitors for purposes of viewing presentations. Both Committee Members noted that they have seen display monitors mounted so high that council members were often looking toward the ceiling during meetings, and so large that it was difficult for the audience to see the council members. Staff was asked to keep these issues in mind during the design process. Chair Williams appreciated that one aspect of the improvements was to make the process for remote participation by Board Members easier. He said he did not want to reach a point where remote participation led to two or three Board Members participating remotely once the need for videoconferencing ceases. He believed that would not do justice to the concept of open public meetings and suggested the Board come to an understanding of what the expectations are in that respect. He also stated that he finds it more challenging to meet remotely for closed session discussions, preferring they be in person whenever possible. In summary, he expressed caution about promoting remote meetings to the point where they become the rule rather than the exception. Member McGill agreed, adding that the Brown Act rules about teleconferencing have been temporarily relaxed because of the pandemic. If the Brown Act is modified in the future, it could play a role in how meetings are conducted once the pandemic ends. He opined that any July 2, 2020 Regular Board Meeting Agenda Packet- Page 49 of 69 Page 7 of 14 Administration Committee Minutes June 16, 2020 Page 6 system upgrades to the Board Room should have the flexibility to allow the Board to make its own decisions rather than have technology that limits its options. He also said he would prefer proven technology as opposed to cutting edge options, and to have hardware that can support future software upgrades. Mr. Huie assured the Committee that all options presented thus far utilize proven technology. In terms of incorporating an electronic voting component, Chair Williams said he did not see the need for it with a five-member board. Mr. Huie brought up the idea of a standard backdrop for Board Members so that when appearing on screen from a remote location all Board Members could have a uniform background. He said such an option would require each Board Member to be provided with standardized equipment, such as a laptop equipped with a camera. He asked if the Committee was interested in staff pursuing such an option when designing the improvements. Member McGill said he felt that was almost a frivolous option, believing it more important what Board Members say and do. Chair Williams noted that there is typically very little public participation in the District's meetings. During the pandemic, the public has been asked to email their comments. He wondered what options were available to make this process easier for the public. Mr. Huie said that was a great question and the response would have design implications. If the priority was for the public to be able to fully participate remotely during meetings (for example, raise their hands, make comments, ask questions, etc.), he and his staff would need to know to be able to design upgrades best suited to those needs. Both Committee Members said the ability to accept public comment remotely, either during video conferenced meetings or during meetings held in the usual manner, would be a wonderful feature and worth incorporating into the new system design. It was important to keep in mind there also may need to be features that allow for dealing with public disruption during remote comments, in the same manner as if the commenter were present in the Board Room. COMMITTEE ACTION: After considering the Committee's policy- level input, requested that staff design a more specific proposal for audio/visual upgrades for the Board Room and bring a draft proposal back to the Committee to address any policy-related issues, if necessary. July 2, 2020 Regular Board Meeting Agenda Packet- Page 50 of 69 Page 8 of 14 Administration Committee Minutes June 16, 2020 Page 7 6. Announcements a. Mr. Bailey announced that at the June 18, 2020 Board meeting staff will present an updated report on the impacts to productivity from teleworking and other work schedule changes due to Central San's response to the COVID-19 pandemic. He also said a closed session had been added to that meeting to review the authority the Board delegated to the General Manager last March for making certain employee designations and paying administrative leave in response to the COVID-19 pandemic. The current authority expires July 1, 2020. b. Member McGill commented that one of his fellow board members at another organization works for Microsoft, which has long promoted teleworking. Since going fully remote during the pandemic, they have discovered that productivity has increased because employees are working longer hours. The downside is that employees are more sedentary. He suggested developing protocols for standing, walking, and hydrating during work hours for Central San teleworkers. COMMITTEE ACTION: Received the announcements. 7. Suggestions for Future Agenda Items a. Active Shooter Traininq Member McGill reiterated his earlier requests for active shooter training for all employees. He understood that the consultant hired to provide on-site training was no longer available, but he urged staff to investigate other options. Mr. Bailey and Ms. O'Malley said staff is investigating online training opportunities in this regard. b. In-House Traininq Offerings Member McGill asked if the online trainings through Central San were intended for both employees and Board Members. Ms. O'Malley said yes, and that Central San's COVID-19 Protection Plan was also available online. Member McGill suggested that a presentation be given at a future meeting to provide Board Members with an idea about the types of online trainings available to employees. C. Cybersecurity Member McGill said he would appreciate receiving an update on cybersecurity now that the new ERP system is going live. COMMITTEE ACTION: Received the list and provided input to staff on suggestions for future agenda items. July 2, 2020 Regular Board Meeting Agenda Packet- Page 51 of 69 Page 9 of 14 Administration Committee Minutes June 16, 2020 Page 8 8. Future Scheduled Meetings Tuesday, July 7, 2020 at 8:30 a.m. Tuesday, August 4, 2020 at 8:30 a.m. Tuesday, September 1, 2020 at 8:30 a.m. 9. Adjournment— at 9:47 a.m. *See attached. July 2, 2020 Regular Board Meeting Agenda Packet- Page 52 of 69 Page 10 of 14 Admin Committee Item 5.c. (Handout) BOARD ROOM AUDIO/VISUAL SYSTEM IMPROVEMENT OPTIONS Administration Committee Meeting June 16, 2020 ` = John Huie Information Technology Manager 1 BACKGROUND • The COVID-19 situation has highlighted the importance of creating a flexible-use system to enable remote participation by Board members. • The existing Audio/Video system has been assembled over a period of years and is now overly complex and has been difficult to operate as reliably as we would like. •The system has a number of limitations. • Input from the Board would be helpful to ensure that upgrades will be designed in a way that will meet District needs. 2 � 2 1 July 2, 2020 Regular Board Meeting Agenda Packet- Page 53 of 69 Page 11 of 14 BOARD ROOM UPGRADE CONSIDERATIONS Sound system issues: • Echo when using remote meeting tools • Microphone levels not individually adjustable •Can't amplify sound from microphones during remote meetings Solution: Upgrade or replace amplifier and implement new DSP (Digital Signal Processing) tool to handle echo cancellation -. 3 CENTRALSAN BOARD ROOM UPGRADE CONSIDERATIONS Non-flexible camera solution: • Single camera does not enable presenter visibility at lectern or front table • Presentation not visible •Video quality only adequate Optional 1: Install one or more additional fixed cameras Optional 2: Full production environment where cameras are switched in real-time 4 4 2 July 2, 2020 Regular Board Meeting Agenda Packet- Page 54 of 69 Page 12 of 14 BOARD ROOM UPGRADE CONSIDERATIONS Projector and screen issues: • Difficult to see presentation details at a distance • Drop-down screens in rear eliminate seating availability. • Tall people get blinded by the projector if they aren't careful Option 1: Replace projectors with large display screens Option 2: Eliminate rear displays and install 'ndividual small displays at dias 5 5 BOARD ROOM UPGRADE CONSIDERATIONS Other considerations: • System has been assembled over a period of years and is increasingly complicated • System can not be serviced without pulling entire rack out of lectern • System overheats occasionally • Conduit is full, making upgrades difficult • No remote control-panel • Do we want electronic voting capabilities? 6 I „ _ CENTRAL SAN - 6 3 July 2, 2020 Regular Board Meeting Agenda Packet- Page 55 of 69 Page 13 of 14 PRICING AND OPTIONS: • Proposal with all options except rear TV screens, electronic voting and "live controls": $74,527 • Large format 85" TVs on back wall: $14,000 • Electronic Voting: To be determined • Remote real-time production: $15,000 per year (This option will likely require changes to the design which may result in increased video system costs) DISCUSSION ITEMS: • Single video camera vs. multiple cameras •Automated system vs. staff operated meetings • Microsoft Teams — do we want to show members joining remotely on streamed recordings? • Do we want to explore electronic voting? •Anything else? s ;. 1111111111111543T,mw W"!z 8 4 July 2, 2020 Regular Board Meeting Agenda Packet- Page 56 of 69 Page 14 of 14 QUESTIONS? A 1 9 S July 2, 2020 Regular Board Meeting Agenda Packet- Page 57 of 69