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HomeMy WebLinkAbout17.b. Committee minutes-ADMIN 12-15-20 Page 1 of 5 Item 17.b. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT January 7, 2021 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: DECEMBER 15, 2020 -ADMINISTRATION COMMITTEE - CHAIR WILLIAMS AND PRESIDENT MCGILL Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 12-15-20 meeting January 7, 2021 Regular Board Meeting Agenda Packet- Page 62 of 74 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, December 15, 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 John Huie, Information Technology Manager Teji O'Malley, Human Resources Manager Shari Deutsch, Risk Management Administrator 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. January 7, 2021 Regular Board Meeting Agenda Packet- Page 63 of 74 Page 3 of 5 Administration Committee Minutes December 15, 2020 Page 2 2. Call Meeting to Order Chair Williams called the meeting to order at 8:34 a.m. 3. Public Comments - None. 4. Items for Committee Recommendation to the Board a. Receive draft Optimizations Program Annual Report for FY 2019-20 Ms. Gee reviewed the presentation included with the agenda material. Member McGill said the high quality of the report itself and the work it represents are excellent. He praised everyone for their efforts. Chair Williams concurred, adding that recognizing staff for both the larger efforts (such as the Enterprise Resource Planning system) and the smaller efforts (including the overflow simulator and sampler suspension rings) is an important component of this tremendous program. COMMITTEE ACTION: Received the report. 5. Other Items a. Receive biennial update on Emergency Management and Continuity of Operations programs Ms. Deutsch reviewed the presentation included with the agenda material, noting that the update is provided every other year because some of the information is repetitive and takes time to assemble. She said she would be bringing this update to the full Board in early 2021. Member McGill, once again, said the presentation was outstanding and a reflection of excellent work by staff. Chair Williams concurred, noting that emergency planning sometimes can be viewed as a lower priority matter, until a catastrophe occurs. He expressed appreciation for the effort that staff has made toward being prepared, including regular training, because it is essential. If a significant catastrophe were to occur, such as a major earthquake affecting supply lines for water and wastewater systems, Chair Williams asked if the District had enough standby generators and rolling stock to address sewage overflows in the field. Mr. Bailey responded, yes, the District is prepared on both fronts. January 7, 2021 Regular Board Meeting Agenda Packet- Page 64 of 74 Page 4 of 5 Administration Committee Minutes December 15, 2020 Page 3 Chair Williams also asked who acts as the Director of Emergency Services. Ms. Deutsch replied that the program was updated based on Chair Williams'suggestion the last time this information was presented to the Committee. The General Manager, as Director of Emergency Services, is now authorized to appoint the most appropriate person to respond to any emergency and serve as incident commander. COMMITTEE ACTION: Received the update. b. Conduct biennial review of Board Policy BP 038 - Climate Change Ms. Young said staff had reviewed the current policy and recommended no changes. She said if the Committee concurred, the policy would be reviewed again in two years. COMMITTEE ACTION: Reviewed policy and concurred with the staff recommendation that no changes were needed. C. Review draft timelines (Gantt charts) for activities related to upcoming labor negotiations with the Management Group, Management Support/Confidential Group (MS/CG) and Public Employees Union, Local #1 (Local One) Ms. O'Malley explained that two Gantt charts were included in the agenda packet, one for the Management Group (because their contract expires in December 2021) and another for MS/CG and Local One (whose contracts expire in April 2022). Both charts cover the entirety of the upcoming labor negotiations process over the next 12-18 months. As reflected on the charts, negotiations are expected to commence with the Management Group on June 7, 2021, and in August for the other two groups. She noted that both charts are "living documents"and will undergo changes throughout the negotiation process. The charts will be included as part of every upcoming Administration Committee agenda until all contracts are approved. Member McGill thanked Ms. O'Malley for the charts, which he said are an excellent tool for planning and tracking progress. Chair Williams concurred. He also recalled that, as mentioned at the November 3, 2020 Committee meeting, the Board expressed a desire after the last labor negotiations to have a conceptual discussion on lessons learned to help the upcoming negotiations go as smoothly as possible. He suggested adding such a discussion as the first item on both charts in advance of the one-on-one meetings between the Board Members and the unions. January 7, 2021 Regular Board Meeting Agenda Packet- Page 65 of 74 Page 5 of 5 Administration Committee Minutes December 15, 2020 Page 4 Mr. Bailey said a closed session could be added to the first Board meeting in January for that purpose. Both Committee Members concurred. In conclusion, Ms. O'Malley said that she provided the Gantt charts from the last round of negotiations to her counterparts at several of Central San's sister agencies. Some of them will be using similar charts in their upcoming negotiations. COMMITTEE ACTION: Reviewed the charts and provided input to staff, including a new step 1 on both charts for a closed session for the Board in early January 2021. 6. Announcements a. Mr. Bailey announced that over the past weekend, the United States experienced some sort of cyber hacking from a foreign entity. The hacking involved one of the network management programs used at Central San, SolarWinds, which was breached. Staff has deleted the prorgram, taken extra precautionary measures, and is still working through the system to ensure it remains secure. At some point, there will be a closed session to brief the Board on any findings. In response to a question from Chair Williams, Mr. Huie acknowledged that the breach took place in March, and there are indications that some versions of the infected software may have surfaced earlier than March. COMMITTEE ACTION: Received the announcement. 7. Suggestions for Future Agenda Items - None 8. Future Scheduled Meetings a. Meeting dates for 2021 to be determined 9. Adjournment— at 9:28 a.m. January 7, 2021 Regular Board Meeting Agenda Packet- Page 66 of 74