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HomeMy WebLinkAbout17.b. Committee Minutes-Administration 05-04-2021 Page 1 of 8 Item 17.b. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT May 20, 2021 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: MAY 4, 2021 -ADMINISTRATION COMMITTEE - CHAIR WILLIAMS AND PRESIDENT PILECKI Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 05-04-21 meeting May 20, 2021 Regular Board Meeting Agenda Packet- Page 441 of 457 Page 2 of 8 Arlai CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9,4553-A392 BOARD OF DIRECTORS: REGULAR MEETING OF THE TADJPILECxr President CENTRAL CONTRA COSTA DAVID R. WILLIAMS SANITARY DISTRICT President Pro Tem ADMINISTRATION COMMITTEE BARBARA°URITZEN MICHAEL R.MCGILL MINUTES PHONE: (925)228-9500 FAX: (925)372-0192 Tuesday, May 4, 2021 www.centralsan.org 9:00 a.m. (All attendees participated via videoconference) Committee: Chair David Williams Member Tad Pilecki Staff. Roger S. Bailey, General Manager, (joined during 4.b.) Kent Alm, District Counsel (joined during 4.b.) Katie Young, Secretary of the District Philip Leiber, Director of Finance and Administration Steve McDonald, Director of Operations Qoined during 4.c.) Jean-Marc Petit, Director of Engineering and Technical Services (joined during 5.b.) Emily Barnett, Communications and Intergovernmental Relations Manager (joined during 4.c., left during 4.d.) Teji O'Malley, Human Resources and Organizational Development Manager Kevin Mizuno, Finance Manager Benjamin Johnson, Internal Auditor Alan Weer, Plant Operations Division Manager Nate Morales, Senior Engineer (joined during 4.b., left during 4.d.) Christina Gee, Management Analyst Shenae Howard, Senior Administrative Technician 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 May 20, 2021 Regular Board Meeting Agenda Packet- Page 442 of 457 Page 3 of 8 Administration Committee Minutes May 4, 2021 Page 2 both. The agenda included instructions for options in which the public could participate in the meeting. 2. Call Meeting to Order Chair Williams called the meeting to order at 9:00 a.m. 3. Public Comments None. Staff requested Item 4.b. be heard as the first item of business. 4. Items for Committee Recommendation to Board a. Review draft Position Paper to consider replacing a vacant Control Systems Technician position (G-71, $4,166-$5,045 bi-weekly) with a Utility Systems Engineer position (S-79, $5,066-$6,124 bi-weekly) This item was heard immediately following item 4.c. Mr. Morales reviewed the draft Position Paper included in the agenda materials providing background on the reasoning for the requested position change. It was noted that the Utility Systems Engineer position has a higher skill set level when dealing with programming systems and workloads. Mr. Bailey stated that he is in full support of repurposing the position because the control systems issues are more complex and require constant continuous improvements. There was a discussion about hiring consultants versus. Mr. Bailey advised that he and Mr. McDonald have discussed hiring temporary employees and/or using consultants limited on a limited basis. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to consider adoption, rejection, or modification to the recommendation of the arbitrator in response to the grievance filed by Public Employees' Union, Local #1 (Local One) related to the application of administrative leave pay This item was heard immediately following Item 3. Ms. O'Malley reviewed the draft Position Paper provided in the agenda materials and provided a brief summary of the grievance filed by Local May 20, 2021 Regular Board Meeting Agenda Packet- Page 443 of 457 Page 4 of 8 Administration Committee Minutes May 4, 2021 Page 3 One regarding administrative leave pay. Christopher Cameron was jointly selected by Local One and the District as the arbitrator on the matter and was hired in early March 2021. The suggestion was made to reject the grievance filed by Local One, stating that the administrative leave pay was not a contractual obligation of the Memorandum of Understanding. Ms. O'Malley noted that arbitration was the recourse, and the decision of the Board of Directors is the final step. Member Pilecki requested that the information be added to the Position Paper. Chair Williams inquired about the selection and cost of the arbitrator. Ms. O'Malley responded that the arbitrator was an agreed-upon joint selection by the union and the District, and that the cost was divided equally. COMMITTEE ACTION: Recommended Board approval with recommended changes. C. Review draft Position Paper to consider adopting proposed revisions to Section 11. Contracts for Goods and Services of Board Policy No. BP 037 - General Manager Delegation of Authority Mr. Leiber reviewed the draft Position Paper that was included in the agenda materials and provided the Committee with alternatives regarding the level of Board involvement pertaining to Contracts for Goods and Services. Presently, items that do not exceed the overall budgeted spending limit do not require Board approval. Staff is recommending the Board continue this practice, but with the alternative of an after-the-fact reporting system be put in place. Mr. Bailey stated that another alternative would be to include contracting on the annual audit. Mr. Alm expressed his concern about long standing contracts and with this recommended update to the policy, the Board would be provided reporting for contracts over$200,000. Member Pilecki believes purchasing is doing a good job making sure the District is complying with all the rules and procedures and issuing bids for items that had not been bid for a long period. He stated that the only alternative he was comfortable with is reporting out after the fact, but he is more inclined to keep the policy status quo. Member Pilecki asked how many contracts the Board would view and how staff would handle reporting agreements that run for multiple years on quarterly basis. Mr. Leiber advised that that it would not be a large number of contracts. He added that he would work with Oracle regarding May 20, 2021 Regular Board Meeting Agenda Packet- Page 444 of 457 Page 5 of 8 Administration Committee Minutes May 4, 2021 Page 4 the report development and parameters, if the Board chooses after-the- fact reporting. Chair Williams stated that he is inclined to support Option 3 (after the fact reporting) in the Position Paper, but also could accept the status quo. Member Pilecki said that he is comfortable with the status quo. COMMITTEE ACTION: Provided input to staff and recommended Board approval. d. Review draft to adopt new Board Policy BP 047 - Deferred Compensation Plan Mr. Mizuno reviewed the draft Position Paper included in the agenda materials. He advised the Committee that one of the goals undertaken by District staff and the Deferred Compensation Advisory Committee was to review and revise existing administrative procedures to more accurately reflect Central San's current organizational structure and to solidify the scope of Advisory Committee member responsibilities. After receiving feedback from the Advisory Committee during its review at the quarterly meetings in 2020, the final draft of the Administrative Procedure was approved by the Advisory Committee at its February 3, 2021 meeting. It was noted that following the implementation of feedback from the Finance Committee, the revised and final Administrative Procedure document was executed on April 5, 2021 by the General Manager. Mr. Mizuno stated that staff has developed the proposed Deferred Compensation Plan Board Policy (BP 047) to steer the policy objectives of the Deferred Compensation Plan and its Advisory Committee as an umbrella and authoritative source document for the newly revised Administrative Procedure document. Furthermore, by implementing this new Board Policy, the Deferred Compensation Plan will become more formalized in accordance with current District standards. Staff is confident these documents will provide improved guidance and transparency to all stakeholders, including staff involved in administration of the Plan, the Plan's third-party administrator, the Advisory Committee, as well as current and prospective Plan participants. Member Pilecki made two suggestions to the Board Policy: 1. Role of the General Manager(Section ll) — condense the section to eliminate language on powers that came from the District Code, concisely state that the General Manager 1) must authorize the Deferred Compensation Administrative Procedure, and 2) is the only person authorized to do so. May 20, 2021 Regular Board Meeting Agenda Packet- Page 445 of 457 Page 6 of 8 Administration Committee Minutes May 4, 2021 Page 5 2. Role of the Plan Administrator and Deputy Administrator, - create a new section for this topic after the existing Section 111. There was a discussion regarding items that the Board reviews versus the Advisory Committee. Ms. O'Malley advised that any changes to the plan documents and provisions in the plan require Board approval. Mr. Mizuno advised that a time-sensitive piece would be the adoption of a standard plan document that will be discussed with the Advisory Committee and brought to the Board sometime in June for approval. Chair Williams suggested reviewing the section titled "Periodic Review'; for the possibility of scheduling to occur with all other Board Policy biennial reviews. COMMITTEE ACTION: Recommended Board approval with recommended changes. e. Review draft Position Paper to consider adopting Resolution No. 2021- approving updates to the District's Conflict of Interest Code and directing the Secretary of the District to submit the updated Conflict of Interest Code to the Contra Costa County Board of Supervisors for approval Ms. Young reviewed the draft Position Paper provided in the agenda materials. The Committee had no questions. COMMITTEE ACTION: Recommended Board approval. 5. Other Items a. Discuss Career Development Program Ms. O'Malley introduced the item and advised that the framework was developed by Ms. Howard and retired Deputy General Manager Ann Sasaki as part of Ms. Howard's Mentorship Program project. Ms. Gee provided a background on the program stating that should an employee have a specific career goal in mind, the program allows the employee to explore the chosen career to enhance his/her education and prepare to compete for a position. The program is employee-initiated with the completion of a form that includes the employees'goals and the timeframe they would like to achieve their goal. The employee would then be matched with a career coach at the District and be provided with real May 20, 2021 Regular Board Meeting Agenda Packet- Page 446 of 457 Page 7 of 8 Administration Committee Minutes May 4, 2021 Page 6 world guidance,job shadowing and activities allowed in the current job class. The program will be rolled out this summer. Member Pilecki believes this is a great tool for employees and any formal development plans or milestones should be included in the employee's performance evaluations. Chair Williams asked how the Career Development Program differs from the Mentorship Program. Ms. O'Malley explained that the Career Development Program is geared toward specific professional growth and a particular career goal, whereas the mentorship program is about completing a project together and providing a window into a position's role. COMMITTEE ACTION: Received the information. b. Receive Fiscal Year 2020-21 Strategic Plan Tracking Reports - Third Quarter Ms. Gee referenced the strategic plan trackers provided in the agenda materials. In response to a question from Member Pilecki regarding turnover rate, Ms. Gee advised that the number includes all terminations. He requested that retirement-only turnover rates be presented separately. Member Pilecki asked if the annual training hours were falling behind because of the current pandemic working conditions. Ms. O'Malley advised that at the beginning of the pandemic, there was a big push for training but opined in-person training is more conducive. She noted there may have been some hours that were not tracked because staff may not be letting their administrative staff know to add all hours to the database. Member Pilecki expressed concern about the 90% target in capital expenditures. He opined the District should choose how much work to do and expressed concern about overloading staff and cutting corners to keep up with the workload. Chair Williams agreed with Member Pilecki and stated that staff has the ability to adjust the target when appropriate. Member Pilecki stated that the Board appreciates the amount of work staff has accomplished and the number of goals and metrics that were met. COMMITTEE ACTION: Received the report. May 20, 2021 Regular Board Meeting Agenda Packet- Page 447 of 457 Page 8 of 8 Administration Committee Minutes May 4, 2021 Page 7 C. Review timelines (Gantt charts) for activities related to upcoming labor negotiations with the Management Group, Management Support/Confidential Group, and Public Employees Union, Local #1 Ms. O'Malley quickly reviewed the Gantt chart. Chair Williams asked what an "opener letter"is. Ms. O'Malley advised that it is a formal notification letter, generally from the Board Members or General Manager, to the bargaining units to begin formal negotiations. COMMITTEE ACTION: Reviewed timelines. 6. Announcements None. 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 Tuesday, June 8, 2021 at 9:00 a.m. Tuesday, July 6, 2021 at 9:00 a.m. Tuesday, August 3, 2021 at 9:00 a.m. 9. Adjournment— at 10:32 a.m. May 20, 2021 Regular Board Meeting Agenda Packet- Page 448 of 457