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LCENTRAL SAN
BOARD OF DIRECTORS
REGULAR MEETING OF THE TAD J.PILECKI
President
CENTRAL CONTRA COSTA DAVIDR. WILLIAMS
SANITARY DISTRICT President Pro Tem
ADMINISTRATION COMMITTEE MARSH DA RITZEN
MICHAEL R. MCGILL
MINUTES
PHONE: (925) 228-9500
FAX- (925) 372-0192
Tuesday, October 5, 2021 www.centralsan.org=
9:00 a.m.
2nd Floor Conference Room
5019 Imhoff Place
Martinez, California
(Attendees participated in -person or virtually)
Cnmmittee
Chair Dave Williams
Member Tad Pilecki
Staff.
Roger S. Bailey, General Manager
Katie Young, Secretary of the District
Philip Leiber, Director of Finance and Administration
Steve McDonald, Director of Operations
Jean Marc Petit, Director of Engineering
Emily Barnett, Communications and Governmental Relations Manager
Danea Gemmell, Planning and Development Services Division Manager (left during Item
4.b., rejoined during Item 5.a.)
John Huie, Information Technology Manager (left during 5.b)
Teji O'Malley, Human Resources and Organizational Development Manager
Benjamin Johnson, Internal Auditor
Thomas Brightbill, Senior Engineer (left after Item 4.a.)
Dennis Chebotarev, Project Manager
Christina Gee, Management Analyst
Public Notice Regarding COVID-19
This meeting was held in -person with a virtual/hybrid meeting participation option
in accordance with the Brown Act provisions stipulated in Assembly Bill (AB) 361
and adopted by the Central San Board of Directors on September 30, 2021 via
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Administration Committee Minutes
October 5, 2021
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Resolution 2021-052, effective for October 2021. The agenda included instructions
for options in which the public could participate in the meeting.
2. Call Meetina to Order
Chair Williams called the meeting to order at 9:03 a.m.
3. Public Comments
None.
4. Items for Committee Recommendation to Board
a. Review draft Position Paper to consider changes to Board Policy (BP) 037 -
Delegation of Authority to General Manager to explicitly authorize the
General Manager to execute license agreements for real property; expand
the General Manager's authority to grant rights of entry and approve
restoration agreements, encroachment permits, licenses, real property
agreements, and similar documents affecting access to or use of real
property if such grant does not reasonably restrict or impair the carrying out
of Central San activities
Mr. Brightbill reviewed the draft Position Paper included in the agenda
materials. He pointed out the major proposed changes including: 1)
explicitly adding "licenses" to the list of items the General Manager is
authorized to execute, 2) allow the General Manager to grant those same
real property instruments as currently allowed, provided that such grants
would not "reasonably restrict or impair the carrying out of Central San
activities, " 3) expand the title of subsection b. to include encroachment
permits and licenses, and 4) expand the title of Section 6 to include "other
Real Property. "
Member Pilecki request "District" be added to the documents when
discussing real property to further clarify.
COMMITTEE ACTION: Recommended Board approval.
b. Receive Benchmarking Study comparing Central San's performance from
Fiscal Years 2017-18, 2018-19, and 2019-20 to water/wastewater
agencies statewide and nationwide
Ms. Gee reviewed the presentation included in the agenda materials.
Regarding Slide 8 of the presentation, Member Pilecki stated that it was
important to note that not all agencies have household hazardous waste
facilities or storm water services, making it additionally hard to compare.
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Administration Committee Minutes
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Another impact on the findings of the study would be the cost -of -living
differences nationwide.
Mr. Leiber recognized Ms. Gee's outreach efforts in order to complete the
benchmarking survey.
There was a discussion regarding participants and reasonable results. It
was suggested to share the results of Central San's study with all
agencies that were solicited in Central San's statewide survey.
Member Pilecki stated that it is hard to see if other agencies are
comparable when reviewing the non -capacity overflows. Other
states/cities might not have as stringent of a reporting system.
There was a discussion regarding potential adjustments to the total
Operations and Maintenance (O&M) cost per account performance data to
reflect Central San's contracted services to the cities of Concord and
Clayton. Staff will discuss internally and update the figures as needed.
The Committee expressed their appreciation for the benchmarking study
and believes it a valuable tool.
COMMITTEE ACTION: Recommended Board receipt.
5. Other Items
a. Receive update on Enterprise Resource Planning (ERP) System Project
implementation
Mr. Huie reviewed the presentation included in the agenda materials.
In response to a question from Member Pilecki regarding Goals and
Performance Evaluations, Ms. O'Malley advised that the meet and confer
process has been completed with each bargaining unit and staff has
started the implementation. Once the module has been completed the
new process will be vetted.
Mr. Huie explained the situations when a bug or discrepancy is found in
the system.
Mr. Leiber advised that one thing the District has yet to receive is detailed
user guides. Chair Williams inquired if those are covered under the
existing contract. Mr. Huie responded that it is unclear the level of detail
and quality as well as the expectations from Emtec. Staff is in ongoing
discussions regarding the user guides.
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Administration Committee Minutes
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There was a discussion regarding the level of configuration and the
frustrations of staff regarding portions of the highly complex software.
Mr. Huie advised the Committee that staff plans to bring an item to discuss
an updated cost on the project at a future meeting. There have been
significant overages on cost and staff may have to request additional
funding.
Member Pilecki was not surprised that the project was overbudget and
overschedule and that it was a common occurrence. He believes it is
important to invest the money and train the employees how to use the
programs properly. He noted that staff has done a good job trying to
implement the program as cost effective as possible.
Chair Williams stated that while it is important to get all of the benefits
from the system and functionality, the District does not want to provide a
blank check for overages and those should be monitored closely and
under as much control as possible.
COMMITTEE ACTION: Received the update.
b. 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 negotiations is almost completed and that the
Management Support/Confidential Group tentative Memorandum of
Understanding is going to the Board for approval at the October 7 Board
Meeting.
COMMITTEE ACTION: Received the information.
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
Member Pilecki requested Board Policies BP 013 and BP 044 be
scheduled for the first meeting in November to allow time for the
Committee and Board to make decisions regarding the appointments of
Board Committees prior to the appointment of next year's President.
COMMITTEE ACTION: Received the list and provided input to staff.
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Administration Committee Minutes
October 5, 2021
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8. Future Scheduled Meeti
Tuesday, November 2, 2021 at 9:00 a.m.
Tuesday, December 7, 2021 at 9:00 a.m.
9. Adjournment —at 10:21 a.m.
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