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HomeMy WebLinkAbout16.b. Committee Minutes-Administration 11-03-20 Page 1 of 7 Item 16.b. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: NOVEMBER 3, 2020 -ADMINISTRATION COMMITTEE - CHAIR WILLIAMS AND PRESIDENT MCGILL Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 11-03-20 meeting November 19, 2020 Regular Board Meeting Agenda Packet- Page 129 of 152 Page 2 of 7 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, November 3, 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 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 Teji O'Malley, Human Resources Manager Christina Gee, Management Analyst 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. November 19, 2020 Regular Board Meeting Agenda Packet- Page 130 of 152 Page 3 of 7 Administration Committee Minutes November 3, 2020 Page 2 2. Call Meeting to Order Chair Williams called the meeting to order at 8:31 a.m. 3. Public Comments None. 4. Items for Committee Recommendation to Board a. Review draft Position Paper to authorize the General Manager to: 1) increase an existing professional consulting services agreement with Emtec Consulting Services LLC in an amount not to exceed $350,000, increasing the cost ceiling to $2,715,000; and 2) execute a contract with a term not to exceed three years in an amount not to exceed $400,000 for ongoing system support for the Enterprise Resource Planning Replacement, District Project 8250 Mr. Huie briefly summarized the information in the draft Position Paper and responded to several questions from the Committee Members. Member McGill appreciated Mr. Huie's summary and stated he was pleased with what has occurred to date in transitioning to the new Oracle enterprise resource planning (ERP) system. Given staff's intention to gradually begin assuming responsibility for ongoing system support for the ERP system, and that the costs under the contract for support services will be incurred on an as-needed basis over the three years, Chair Williams said he was comfortable with the proposal. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to authorize the General Manager to: 1) increase an existing professional consulting services agreement with Oracle Consulting Services LLC in an amount not to exceed $175,000, increasing the cost ceiling to $525,000, and 2) execute a five-year contract in the amount not to exceed $280,000 for long-term support for the Enterprise Resource Planning (ERP) Replacement, District Project 8250 Mr. Huie briefly summarized the need for the two recommended actions, adding that the Permitting/Community Development module was acquired as part of Oracle's early adoptive program for new modules. Because of that, Oracle must do the implementation and only Oracle is authorized to provide ongoing support services. The support services are essentially November 19, 2020 Regular Board Meeting Agenda Packet- Page 131 of 152 Page 4 of 7 Administration Committee Minutes November 3, 2020 Page 3 the same as those being requested of Emtec in the previous item, but in this case, staff is requesting a contract with Oracle. COMMITTEE ACTION: Recommended Board approval. 5. Other Items a. Receive Strategic Plan Trackers for the first quarter of FY 2021-22 Neither Committee Member had any questions, but both noted many green-filled boxes (denoting that targets were met). While admirable, they acknowledged that targets can always be re-evaluated in the future if deemed appropriate. COMMITTEE ACTION: Received the report. b. Receive update regarding Board Room audio/visual system improvements Mr. Huie reviewed the presentation included with the agenda material, noting that the total cost for the described improvements would be approximately$75,000 and could be completed over the next several months. Member McGill expressed avid support for the improvements. Chair Williams said that anything that can be done to improve accessibility for public participation in the meeting process was beneficial, and the anticipated cost was reasonable. COMMITTEE ACTION: Received the update. C. Discussion of Central San's future plans to hold Active Shooter Training in the Board Room Ms. O'Malley said that just before the COVID-19 pandemic arrived, staff had arranged for a vendor to conduct Active Shooter Training in the Board Room for the Board Members and staff who regularly attend Board meetings. For obvious reasons, that training was put on hold. The vendor now has offered two options: 1) a virtual training session focused on the Board Room, which would be conceptual only but could be conducted during the pandemic; or 2) an on-site training, which would have to wait until the pandemic is over. Member McGill said he viewed his request for Active Shooter Training to encompass more than just the Board Room, and more than only the November 19, 2020 Regular Board Meeting Agenda Packet- Page 132 of 152 Page 5 of 7 Administration Committee Minutes November 3, 2020 Page 4 Board Members and those attending Board meetings. He viewed this type of training to be prudent planning. Chair Williams agreed, but since the Board is currently holding its meetings virtually during the pandemic, he questioned the need for training at this time. He said the Board Room and the Lobby are the two areas where the public traditionally interacts with the Board and/or staff, however, during the pandemic, neither of those areas pose much risk to Board Members or employees. Ms. O'Malley said the District has provided Active Shooter Training to all employees, the last session having occurred in Fiscal Year 2018-19. Another training was scheduled for earlier this year but had to be postponed due to COVID-19. Those employee trainings are typically held in the Multi-Purpose Room (MPR). It was her understanding that the training requested by Member McGill was to focus more on Board Members and those who attend Board meetings and what to do in the event a shooter was to enter the Board Room. Mr. Bailey said threats can be both internal and external, so the entire workforce should be trained. To the extent there are best practices that can be put in place, they should be. Ms. O'Malley described the nature of the past Active Shooter Trainings held in the MPR, the last of which was facilitated by an FBI agent and covered the basic things one can do to try to keep safe if an active shooter was in their vicinity. In response to a question from Chair Williams, she said the training also includes a component about behaviors to help staff spot someone who might be a threat. Ms. O'Malley said she would move forward with facilitating the next staff training but was seeking input from the Committee on how they wished to proceed for the Board Members. Would they prefer to wait until in-person training can be arranged (as recommended by the vendor), or move forward with virtual training during the pandemic, followed by in-person training later? Mr. Bailey noted that the Committee may only make recommendations, and other Board Members may have different thoughts on this issue. Member McGill said he would prefer to have both trainings, the virtual training in the near future, and the on-site training once the pandemic has ended. November 19, 2020 Regular Board Meeting Agenda Packet- Page 133 of 152 Page 6 of 7 Administration Committee Minutes November 3, 2020 Page 5 Even though Board Members have been participating remotely in Board meetings during the pandemic, it was pointed out that staff is present in the Board Room during meetings. For that reason, Chair Williams said he was comfortable with Member McGill's suggestion. COMMITTEE ACTION: Held discussion and recommended virtual Active Shooter Training for the Board Room in the near term, followed by in-person training once the pandemic is over. 6. Announcements a. Ms. O'Malley announced that three of Ca1PERS'medical plans are potentially experiencing significant premium increases. Because of the larger networks of hospitals and providers, the plans tend to attract large numbers of subscribers with health issues. As premiums rise, more and more healthy individuals in those three plans may move to other plans with lower premiums (a phenomenon called a "death spiral'). At this point, Central San's two core plans are not impacted, but that could change in the future. She said the earliest the District would see any impact on premium levels would be for Calendar Year 2022. The Committee suggested staff monitor the situation. b. Mr. Bailey said he had received an email from Dr. Scott Rafferty with public comments for the November 4, 2020 public hearing regarding the transition to by-division elections. It will be read into the record. 7. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items 1) Emergency Preparedness: Member McGill asked for an update on emergency preparedness. Staff advised that such an update was forthcoming from Risk Management Administrator Shari Deutsch at the next meeting. 2) Upcoming Labor Negotiations: Chair Williams noticed that the upcoming labor negotiations timeline was scheduled for discussion at the December 15, 2020 meeting. He recollected that after the last labor negotiations, the Board expressed a desire to schedule a discussion on lessons learned. He said it might be beneficial from a conceptual level to provide an opportunity for the Board to have November 19, 2020 Regular Board Meeting Agenda Packet- Page 134 of 152 Page 7 of 7 Administration Committee Minutes November 3, 2020 Page 6 that discussion sooner rather than later with the intent for negotiations to go as smoothly as possible. Mr. Bailey said the Board would have to select its negotiator before such a discussion could be held in closed session as part of the negotiations process. Furthermore, the Board Members have committed to talking to each of the bargaining units individually. He suggested that those meetings take place before selecting a negotiator. He said staff would add these steps to the timeline. C. Member McGill said it appeared that two new Board Members may be sworn in before the next scheduled Real Estate, Environmental & Planning Committee meeting on December 15. He suggested a Board policy might be appropriate for when a current Board Member sitting on a Committee is not re-elected. Mr. Bailey said the Board policy on Standing Committees authorizes the Board President to appoint alternates to replace Committee Members for any specific Committee meeting. d. Chair Williams asked if staff was prepared to provide orientation and training for newly elected Board Members. Ms. Young said her office had updated the Board Member Handbook for this very purpose, to help new Board Members get up to speed as quickly as possible on the most critical information about the District. Once the final election results are in, she said she and Mr. Bailey would be prepared to commence the orientation process quickly. COMMITTEE ACTION: Received the list and provided input to staff. 8. Future Scheduled Meetings Tuesday, November 17, 2020 at 8:30 a.m. Tuesday, December 1, 2020 at 8:30 a.m. Tuesday, December 15, 2020 at 8:30 a.m. 9. Adjournment— at 9:22 a.m. November 19, 2020 Regular Board Meeting Agenda Packet- Page 135 of 152