HomeMy WebLinkAbout12.a. Committee Minutes-Administration 08-03-21 Page 1 of 5
Item 12.a.
CENTRALSAN
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CENTRAL CONTRA COSTA SANITARY DISTRICT
August 19, 2021
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: AUGUST 3, 2021 -ADMINISTRATION COMMITTEE - CHAIR WILLIAMS AND
PRESIDENT PILECKI
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. Minutes of 08-03-21 meeting
August 19, 2021 Special Board Meeting Agenda Packet- Page 67 of 77
Page 2 of 5
ol&)i Cwil ENTRAL SAN
CONTRACENTRAL • IMHOFF PLACE, MARTINEZ, CA 9AS53-A392
BOARD OF DIRECTORS:
REGULAR MEETING OF THE TAD PresiddentPILECKI
ent
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, August 3, 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
Kenton L. Alm, District Counsel
Katie Young, Secretary of the District
Philip Leiber, Director of Finance and Administration
Steve McDonald, Director of Operations
Jean-Marc Petit, Director of Engineering and Technical Services
Danea Gemmell, Planning and Development Services Division Manager
Teji O'Malley, Human Resources and Organizational Development Manager
Benjamin Johnson, Internal Auditor
Tim Potter, Environmental Compliance Superintendent
Christina Gee, Management Analyst
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.
August 19, 2021 Special Board Meeting Agenda Packet- Page 68 of 77
Page 3 of 5
Administration Committee Minutes
August 3, 2021
Page 2
2. Call Meeting to Order
Chair Williams called the meeting to order at 9:01 a.m.
3. Public Comments
None.
4. Items for Committee Recommendation to Board
a. Receive update on classification study recommendations - Management
Group
Ms. O'Malley reviewed the draft Position Paper included in the agenda
materials.
In response to a question posed by Member Pilecki, Ms. O'Malley clarified
that the Communications Services and Intergovernmental Relations
Manager's reclassification salary adjustment will move in increments of
5% until the 16% top-step is reached.
COMMITTEE ACTION: Recommended Board approval.
b. Review draft Position Paper to adopt the constructive receipt amendment
to Public Employees Union, Local #1 (Local #1) Memorandum of
Understanding
Ms. O'Malley advised the Committee that Items 4.b., 4.c., and 4.d. were
identical requests regarding new language for constructive receipt.
Member Pilecki stated that he was comfortable with all three items.
Chair Williams noted that the Board was concerned about the imposed
Internal Revenue Service (IRS) regulations and believes this is the least
painful approach. He was pleased all of Central San's bargaining units
agreed upon this approach.
COMMITTEE ACTION: Recommended Board approval.
C. Review draft Position Paper to adopt the constructive receipt amendment
to Management Support/Confidential Group (MS/CG) Memorandum of
Understanding
COMMITTEE ACTION: Recommended Board approval.
August 19, 2021 Special Board Meeting Agenda Packet- Page 69 of 77
Page 4 of 5
Administration Committee Minutes
August 3, 2021
Page 3
d. Review draft Position Paper to adopt the constructive receipt amendment
to Management Group Memorandum of Understanding
COMMITTEE ACTION: Recommended Board approval.
e. Review draft Position Paper to adopt the Internal Audit Fiscal Year (FY)
2021-22 Audit Plan
Mr. Johnson reviewed the presentation included in the agenda materials.
Regarding the administrative piece of the audit, Mr. Johnson stated that
the plan is to report all findings to the Board and Executive Management
Team when the items are due. Quarterly reports will be provided to the
Executive Management and Management Group and semi-annual reports
will be provided to the Board.
As part of the Information Technology (IT) Plan, a consultant will review
the document management system controls and processes to identify
gaps. Staff recommends performing an audit of this system after the
District has ample time to hire and train the new Records Program
Administrator whom recently retired.
Member Pilecki advised that he was one of the concerned Board
Members regarding document management as he has had some issues
obtaining back up material to documents that had previously been
destroyed and that there has been mistakes when naming or classifying
files from the past. He opined that this is a great opportunity to make sure
control procedures are in place.
Mr. Johnson stated that after the 2014 review of the document
management system, there was limited resources and staffing to provide
traction moving forward. Since that time the development of a robust
retention schedule was completed.
It was reiterated that staff is recommending to first fill the Records
Program Administrator position and have the consultant complete a review
before performing an internal audit allowing the new hire to understand the
current situation and receive proper training.
Chair Williams stated that document management is very important and
not often given the proper attention and is pleased the District is reviewing
the system and that the proposed projects are spot on.
COMMITTEE ACTION: Recommended Board approval.
August 19, 2021 Special Board Meeting Agenda Packet- Page 70 of 77
Page 5 of 5
Administration Committee Minutes
August 3, 2021
Page 4
5. Other Items
a. 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 advised that since the publication of the agenda materials,
the Gantt charts have had a change in course and needs to be updated on
several items. It was noted that an updated chart will be provided at the
next Administrative Committee meeting on August 31.
6. Announcements
Mr. Bailey advised that he had a good conversation with the new general
manager of East Bay Municipal Utilities District (EBMUD) regarding
recycled water which will be discussed at Thursday's Board meeting.
7. Suggestions for Future Agenda Items
a. Receive list of upcoming agenda items and provide suggestions for any
other future agenda items
Member Pilecki reminded staff that he would like the discussion to be held
regarding the potential addition of a Board Legislation Committee when
staff returns with Board Policies 13 and 44.
COMMITTEE ACTION: Received the list and provided input to staff.
8. Future Scheduled Meetings
Tuesday, August 31, 2021 at 9:00 a.m. (Special)
Tuesday, September 14, 2021 at 9:00 a.m.
Tuesday, September 20, 2021 at 9:00 a.m. (Special
9. Adjournment— at 9:25 a.m.
August 19, 2021 Special Board Meeting Agenda Packet- Page 71 of 77