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Home My WebLink About15.a. Committee Minutes-Administration 12-07-2021 Page 1 of 8 Item 15.a. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT December 16, 2021 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: DECEMBER 7, 2021 -ADMINISTRATION COMMITTEE - PRESIDENT PILECKI AND MEMBER HOCKETT (ALTERNATE) Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 12-07-21 meeting 2. (Handout) Item 5.a. Legislative Resources and Flow Chart December 16, 2021 Regular Board Meeting Agenda Packet- Page 192 of 216 Page 2 of 8 _- 4r16), CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392 BOARD OF DIRECTORS: REGULAR MEETING OF THE TAD✓.PILEcxI President CENTRAL CONTRA COSTA DAVID R. WILLIAMS SANITARY DISTRICT President Pro Tem ADMINISTRATION COMMITTEE MARSH DA RITZEN MICHAEL R.MCGILL MINUTES PHONE: (925)228-9500 FAX- (925)372-0192 Tuesday, December 7, 2021 www.centralsan.org 9:00 a.m. (All attendees participated via videoconference) Committee: Acting Chair Tad Pilecki Member Barbara Hockett (Alternate for Chair D. Williams) Staff.- Katie Young, Secretary of the District Jean Marc Petit, Director of Engineering Philip Leiber, Director of Finance and Administration Steve McDonald, Director of Operations Benjamin Johnson, Internal Auditor Emily Barnett, Communications and Government Relations Manager Kevin Mizuno, Finance Manager Teji O'Malley, Human Resources and Organizational Development Manager Olivia Ruiz, Accounting Supervisor (left during Item 5.c.) Christina Gee, Management Analyst 1. Public Notice Regarding COVID-19 This meeting was held virtually in accordance with the Brown Act provisions stipulated in Assembly Bill (AB) 361 and adopted by the Central San Board of Directors on November 18, 2021 via Resolution 2021-080, effective for December 2021. The agenda included instructions for options in which the public could participate in the meeting. 2. Call Meeting to Order Acting Chair Pilecki called the meeting to order at 9:00 a.m. December 16, 2021 Regular Board Meeting Agenda Packet- Page 193 of 216 Page 3 of 8 Administration Committee Minutes December 7, 2021 Page 2 3. Public Comments None. 4. Items for Committee Recommendation to Board a. Review draft Position Paper to approve the proposed salary increase of 7.5 percent for the Household Hazardous Waste (HHW) Technician I classification, and 12.6 percent for the HHW II and Senior HHW Technician Classifications. Ms. O'Malley reviewed the draft Position Paper included in the agenda materials. She explained that the compensation survey for these classifications was difficult to complete as Delta Diablo was the only sister agency with a comparable position. A survey was completed based on internal classifications that are similar in nature, such as a utility worker or maintenance crew worker. Staff believes internal parity will occur with the proposed increases. Mr. Petit stated that this workgroup continues to increase its workload and also supports the recycled water Residential Fill Station. He stated he is highly supportive of the proposed increases. Member Hockett stated that this group has done an incredible job and would like to recognize the good teamwork. Acting Chair Pilecki requested adding the specific classification indicators i.e., G52 to G55, etc. to the Position Paper. In response to a question from Acting Chair Pilecki, Ms. O'Malley advised that the table provided represents the maximum base annual salary, and the verbiage will be updated to include that information. There was a discussion regarding the Delta Diablo negotiation period and pay increase difference. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to authorize the General Manager to execute a three-year extension to the professional consulting services agreement with Bienati Consulting Group, Inc. to facilitate Executive Management Team annual performance evaluations and provide Board support, in an amount not to exceed $45,000 commencing June 1, 2022, bringing the total cost ceiling to $102,500, including an option to extend for two additional years subject to Board approval. December 16, 2021 Regular Board Meeting Agenda Packet- Page 194 of 216 Page 4 of 8 Administration Committee Minutes December 7, 2021 Page 3 Ms. O'Malley reviewed the draft Position Paper included in the agenda materials. Acting Chair Pilecki inquired about the Board's desire to have Mr. Bienati complete the governance portion of Board training. Ms. O'Malley advised that should the Board want that completed, staff could bring an amendment contract back to the Board for approval. COMMITTEE ACTION: Recommended Board approval. C. Receive Fiscal Year (FY) 2020-21 Payroll Design-only Final Report, FY 2021-22 Information Technology (IT) Identity and Access Management Review Final Report, and Internal Audit Biannual Findings Report for the close of Q2 FY 2021-22 Mr. Johnson reviewed the presentation included in the agenda materials. There was a discussion regarding the internal controls of reviewing the payroll modules and which classifications, due to confidentiality, should be reviewing those processes. In response to a question posed by Member Hockett, Mr. Johnson opined that the District does not have any glaring issues to reconcile so far. Mr. Johnson stated his appreciation for management and their willingness to receive his recommendations and work through them in a timely manner. COMMITTEE ACTION: Received the information and recommended Board receipt. 5. Other Items a. Receive Draft Optimizations Program Annual Report for Fiscal Year 2020- 21 Ms. Gee reviewed the presentation included in the agenda materials. Member Hockett stated that she is incredibly proud of the Central San team and the job that has been done. Acting Chair Pilecki expressed his amazement with the continued innovation ideas and the exploration of new technologies that the District continues to do. COMMITTEE ACTION: Received the report. December 16, 2021 Regular Board Meeting Agenda Packet- Page 195 of 216 Page 5 of 8 Administration Committee Minutes December 7, 2021 Page 4 b. Receive Strategic Plan Trackers for the first quarter of FY 2021-22 Ms. Gee provided the Committee with the trackers included in the agenda materials. Member Hockett appreciated the color scheme stating that it was easy to follow along. Acting Chair Pilecki noted that there were no red columns, which was a great thing and although there were yellow columns, staff has already made him aware of the issues and appreciates that there are no surprises when reviewing this document. COMMITTEE ACTION: Received the information. C.* Hold discussion on current Board Committee structures in Board Policy BP 013 — Board Committees and consider the addition of a new Standing Board Committee Acting Chair Pilecki introduced this item as he expressed concerns regarding the amount of legislation the Board reviews. He opined that an additional committee that focusing on legislation might be beneficial to the Board Members to be able to take a deeper dive in the legislation and receive a better understanding of what is being requested of the Board. Ms. Young clarified that legislative items are brought to the Administration Committee when needed, as currently listed in the Committee Charter provided in BP 013. Ms. Barnett provided a detailed background, including a flow chart, of what occurs when her and staff reviews legislation (attached). She provided the Committee with a list of legislative resources including all the member associations that Central San staff utilize to help review legislation. She expressed her concern about the ability of staff to meet the objective of a new Committee as legislation changes every minute, risking the deeper dive that was hoped for in creating a new Committee. Member Hockett thanked Ms. Barnett for all of the information she provided. She learned from Ms. Barnett's presentation that her and the other 20+ Central San staff that review legislation does an incredible and extensive job and currently the Board has a lot of other issues going on, a legislative Committee would be duplicative to what staff is already successfully doing and she opined that adding an additional committee would be a burden. Acting Chair Pilecki stated that his reasoning behind an additional committee was to get a better understanding of what the legislation December 16, 2021 Regular Board Meeting Agenda Packet- Page 196 of 216 Page 6 of 8 Administration Committee Minutes December 7, 2021 Page 5 means, so when the Board is asked to take a position they are up to speed. Ms. Barnett offered to include a link on the legislative priority tracking sheet that she provides to the Board at the meetings. The link would provide the full text of each and every piece of legislation that the Board Member could use for further information. The Committee liked that recommendation. Acting Chair Pilecki requested Ms. Barnett provide the full Board with the presentation and information they received today at the start of the legislative season in order to show, not only the Board but the public, the amount of time and effort that is put into legislation review. COMMITTEE ACTION: Held discussion and provided input to staff. 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. 8. Future Scheduled Meetings Tuesday, December 14, 2021 at 9:00 a.m. 9. Adjournment— at 10:16 a.m. * Attachment December 16, 2021 Regular Board Meeting Agenda Packet- Page 197 of 216 Page 7 of 8 Item 5.c. Central San Legislative Resources (Handout) Associations Government Relations - (Kent, Phil, Roger+ review all Priority Legislation before it is presented to the Board) • National Association of Clean Water Associations (NACWA)— Emily, Lori, Jean Marc, Roger+ • California Association of Sanitation Agencies (CASA) — Kent, Lori, Emily, Roger + • California Special Districts Association (CSDA) — Emily, Kent, Teji, Phil + • California Product Stewardship Council (CPSC) — Emily, David Wyatt, Colleen Henry + • National Stewardship Action Council (NSAC) — Emily, David Wyatt, Colleen Henry + • WateReuse— Roger, Emily, Melody + • WateReuse California — Roger, Emily, Melody + • Western Recycled Water Coalition (WRWC) — Melody, Emily Government Relations - Other Associations Monitored • Association of California Water Agencies (ACWA) • California Association of Local Agency Formation Commissions (CaILAFCO) • California Chamber of Commerce (CalChamber) • League of California Cities • California State Association of Counties (CSAC) • California Municipal Utilities Association (CMUA) Finance • California Society of Municipal Finance Officers (CSMFO) • American Institute of Certified Public Accountants (AICPA) • Government Finance Officers Association (GFOA) IT • Municipal Information Systems of California (MISAC) Risk • Public Risk and Insurance Managers Association (PRIMA) • Public Agencies Risk Managers Association (PARMA) • California Association of Joint Powers Agencies (CAJPA) Secretary of the District • City Clerks Association of California (CCAC) • International Institute of Municipal Clerks (IIMC) Human Resources • California Public Employers Labor Relations Association (CaIPELRA) Purchasing • California Association of Public Procurement Officials (CAPPO) Engineering • Design Build International Association (DBIA) Regulatory • Bay Area Clean Water Agencies (BACWA) • Clean Water Summit Partners • Western US Sewage Sludge Incinerators Operators Group (SSI) • North American Hazardous Materials Management Association (NAHMMA) • Californians Against Waste (CAW) • California Resource Recovery Association (CRRA) December 16, 2021 Regular Board Meeting Agenda Packet- Page 198 of 216 No Interest or Applicability ► No Action Will Be Taken to the District General Interest General Manager Will All Actions Shared to the District Take a Position with Board LEGISLATIONREVIEw Direct Impact General Manager to Present Board Decides on on the District Information to the Board District's Position (may include recommendation) Time-sensitive Action is Necessary All Actions Shared with General Manager to Take a Position Board on Behalf of the District D OF ASESSION Full Board Summary on Key Legislation DISTRICT POSITION CHOICES: Support Support if Amended Watch Neutral Oppose Unless Amended f& Oppose December 16, 2021 Regular Board Meeting Agenda Packet- Page 199 of 216