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Home My WebLink About12.a. Committee Minutes-Administration 03-01-2022 Page 1 of 6 Item 12.a. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT March 17, 2022 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: MARCH 1, 2022 -ADMINISTRATION COMMITTEE - CHAIR PILECKI AND MEMBER LAURITZEN Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 03-01-22 meeting March 17, 2022 Regular Board Meeting Agenda Packet- Page 79 of 85 Page 2 of 6 _- 4r16), CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392 BOARD OF DIRECTORS: REGULAR MEETING OF THE DAVID R. wILLIAMs President CENTRAL CONTRA COSTA BARBARA D.HOCKETT SANITARY DISTRICT President Pro Tent ADMINISTRATION COMMITTEE MARIAHN.LR.MCG MICHAEL R.MCGILLLL TAD J PILECKI MINUTES PHONE: (925)228-9500 FAX' (925)372-0192 Tuesday, March 1, 2022 www.centralsan.org= 1:00 P.M. (All attendees participated via videoconference) Committee: Chair Tad Pilecki Member Mariah Lauritzen Staff. Kent Alm, District Counsel Katie Young, Secretary of the District Philip Leiber, Director of Finance and Administration (joined during Item 4.a.) Steve McDonald, Director of Operations (joined during Item 4.b.) Jean-Marc Petit, Director of Engineering and Technical Services John Huie, Information Technology Manager (joined during Item 4.a.) Neil Meyer, Plant Maintenance Division Manager (left during Item 4.b.) Teji O'Malley, Human Resources and Organizational Development Manager (joined during Item 4.a.) Kevin Mizuno, Finance Manager Benjamin Johnson, Internal Auditor Dennis Chebotarev, Project Manager/Business Analyst Jon Nicolaus, Superintendent, Operations and Maintenance (left during Item 4.b.) Ty Haskins, Maintenance Supervisor (left during Item 4.b.) Christina Gee, Management Analyst (joined during Item 4.a.) Amelia Berumen, Assistant to the Secretary of the District 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 February 17, 2022 via Resolution 2022-009. The agenda included instructions with options in which the public could participate in the meeting. March 17, 2022 Regular Board Meeting Agenda Packet- Page 80 of 85 Page 3 of 6 Administration Committee Minutes March 1, 2022 Page 2 2. Call Meeting to Order Chair Pilecki called the meeting to order at 1:00 p.m. 3. Public Comments None. 4. Items for Committee Recommendation to Board a. Review draft Position Paper to approve canceling a vacant Utility Worker position (G-55, $2,901.60 - $3,514.40 Bi-Weekly) and adding a Lead Maintenance Crew Member position (G-67, $3,866.40 - $4,678.40 Bi- Weekly) Mr. Meyer reviewed the draft Position Paper included in the agenda materials. In response to a question posed by Chair Pilecki, Mr. Meyer stated that in order to backfill the position, staff will request temporary help so the workload goes unchanged. There were clarifying questions regarding the recruitment process and who could apply for the positions. Chair Pilecki requested the organizational flow chart for the Plant Maintenance section be included with the final Position Paper for the Board. Member Lauritzen inquired about the testing portion of the recruitment and if it was always completed onsite. Ms. O'Malley responded that due to the pandemic, some of the testing has been performed virtually but most physical and written exams have been done onsite. Member Lauritzen inquired about being flexible for non-local applicants. In response to a question posed by Chair Pilecki, Ms. O'Malley stated that there is not a policy in place regarding recruitment as it provides more flexibility. COMMITTEE ACTION: Recommended Board approval. March 17, 2022 Regular Board Meeting Agenda Packet- Page 81 of 85 Page 4 of 6 Administration Committee Minutes March 1, 2022 Page 3 b. Review draft Position Paper to authorize the General Manager to increase an existing support services contract with Emtec Consulting Services LLC in an amount not to exceed $350,000, increasing the cost ceiling to $750,000 for ongoing system support of the Enterprise Resource Planning (ERP) Replacement, District Project 8250 Mr. Huie reviewed the draft Position Paper included in the agenda materials. Mr. Leiber stated that staff is working with Emtec to ensure that the work related to the initial implementation does not get charged to the ongoing support but to the original contract. Mr. Huie advised that staff has learned a lot more about Oracle and how to support staff, and believes in the future the number of(workorder) tickets will decrease. Chair Pilecki stated that he understood the likelihood of cost increases related to ERP project implementations and is supportive of the increase in the contract, and noted staff has continued to do a great job in managing the project. Member Lauritzen concurred. COMMITTEE ACTION: Recommended Board approval. C. Review draft Position Paper to adopt new Board Policy No. BP 048 - Budget Mr. Mizuno reviewed the draft Position Paper included in the agenda materials and explained the comprehensive process regarding the budget. Chair Pilecki provided some thoughts and suggestions he had for the Board, as a whole, to consider adding into the policy, including the goal of having a flat Operation and Maintenance (O&M) budget. Noted suggestions listed under the Policy section of the proposed policy include: • Item 2, Chair Pilecki suggested adding that the Board conducts a public hearing. He stressed the importance of always including the City of Concord and Mt. View Sanitary District in these hearings. • Item 7, requested providing a clarification of the intended meaning regarding the total project level. • Item 8, Chair Pilecki suggested adding the timeframe of the Capital Improvement Budget (CIB) projection of 10 years to the policy and inquired about the development of the 90% of expenditures target as part of the budget process and how that would fit into the policy. March 17, 2022 Regular Board Meeting Agenda Packet- Page 82 of 85 Page 5 of 6 Administration Committee Minutes March 1, 2022 Page 4 There was a discussion regarding the allocations of funds and whether or not that information should be included in the policy. Chair Pilecki suggested bringing the policy with the suggested changes to the Financial Planning Workshop on March 24. Member Lauritzen expressed concern regarding the addition of verbiage regarding a flat O&M budget rather than a statement regarding complying with financial plan projections. She wondered if the policy was being too prescriptive on such matters. Mr. Mizuno advised that staff would address each noted item and revision in the Position Paper and bring the policy to the March workshop for full Board discussion. COMMITTEE ACTION: Reviewed the policy and provided input to staff with the recommendation to bring the policy to the Financial Board Workshop for further consideration. d. Review material in advance of March 17, 2022 public hearing for annual review of Board Member compensation and benefits Ms. Young reviewed the draft Position Paper included in the agenda materials and advised that Committee that a public hearing would be conducted at the March 17 Board meeting. Member Pilecki questioned the benefits upon separation for Board Members as detailed in the attachment. He recalled that there was statue that barred an employer for paying any portion of benefits for retired elected officials. Ms. O'Malley responded that there is statute that dictates that; however, PEMHCA (Public Employees Medical and Hospital Care Act), which is the statute that governs CaIPERS health plans, supersedes the statute and, as a requirement to be in CaIPERS, the District has to pay the minimum required by PEMHCA for Board Members. COMMITTEE ACTION: Reviewed the material and recommended to hold the public hearing. 5. Other Items a. Receive update on Enterprise Resource Planning (ERP) System Project implementation Mr. Huie reviewed the presentation included in the agenda materials. COMMITTEE ACTION: Received the update. March 17, 2022 Regular Board Meeting Agenda Packet- Page 83 of 85 Page 6 of 6 Administration Committee Minutes March 1, 2022 Page 5 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 reviewed the Gantt charts provided in the agenda materials stating that the proposed agreements should be to the Board for full approval at the March 17 meeting. COMMITTEE ACTION: Reviewed 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 COMMITTEE ACTION: Received the list and provided input to staff. 8. Future Scheduled Meetings Tuesday, April 12, 2022 at 1 :00 p.m. Tuesday, May 3, 2022 at 1:00 p.m. Tuesday, June 7, 2022 at 1:00 p.m. 9. Adjournment — at 2:04 p.m. March 17, 2022 Regular Board Meeting Agenda Packet- Page 84 of 85