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HomeMy WebLinkAboutAdministration MINUTES 04-12-22 Page 2 of 7 _- 4r16), CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392 BOARD OF DIRECTORS: SPECIAL 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, April 12, 2022 www.centralsan.org= 1:00 P.M. (All attendees participated via videoconference) Committee: Chair Tad Pilecki Member Mariah Lauritzen Staff. Roger S. Bailey, General Manager Kent Alm, District Counsel Katie Young, Secretary of the District Jean Marc Petit, Director of Engineering and Technical Services Benjamin Johnson, Internal Auditor Danea Gemmell, Planning and Development Services Division Manager (left during Item 5.a.) Neil Meyer, Plant Maintenance Division Manager (left after Item 4.b.) Teji O'Malley, Human Resources and Organizational Development Manager Jerry Ledbetter, Environmental, Health, and Safety Program Administrator (left during Item 5.a.) Clint Shima, Senior Engineer (left during Item 4.b.) Christina Gee, Management Analyst Amelia Berumen, Assistant to the Secretary of the Disrict 1. Public Notice Regarding COVID-19 This meeting was conducted virtually in accordance with the provisions stipulated in Assembly Bill (AB) 361 and adopted by the Central San Board of Directors on April 7, 2022. The agenda included instructions for options in which the public could participate in the meeting. 2. Call Meeting to Order Chair Pilecki called the meeting to order at 1.00 p.m. April 21, 2022 Regular Board Meeting Agenda Packet- Page 130 of 135 Page 3 of 7 Special Administration Committee Minutes April 12, 2022 Page 2 3. Public Comments None. 4. Items for Committee Recommendation to Board a. Review draft Position Paper to approve replacing a vacant Maintenance Planner position (G-71, $4,166 - $5,044 bi-weekly) with an Associate Engineer position (S-79, $5,065 - $6,124 bi-weekly) Mr. Meyer reviewed the draft Position Paper included in the agenda material. He provided a list of the numerous items completed by the Reliability Engineering (RE) team and the need for this position. As Central San increases focus on energy optimization and evolves, the RE team will be heavily involved. The treatment plant energy profile is a complex system involving natural gas, landfill gas, electricity, a steam system, and solar panels. Mr. Meyer stated that as new smart motor control centers are installed allowing improved monitoring of electrical power usage, a tremendous quantity of data must be analyzed to optimize processes. He continued to state that the data will also be used to troubleshoot equipment problems quickly and bring processes back online faster. The Associate Engineer will manage the data and implement changes to reduce Central San's energy consumption. In response to a question posed by Member Lauritzen, Mr. Meyer reviewed the steps between the Staff Engineer level to the Senior Engineer level. Chair Pilecki inquired about a meet and confer process regarding this change with the District's bargaining units. Ms. O'Malley advised that a courtesy notice was given to the two bargaining units since a meet and confer does not have to occur due to management's right to staffing. Both Committee members recommended Board approval. COMMITTEE ACTION: Recommended Board approval. b. Receive Safety Program 2021 Annual Report Mr. Ledbetter reviewed the Environmental, Health and Safety Summary presentation included in the agenda materials. In response to a question posed by Member Lauritzen, Mr. Ledbetter advised that the graphs provided did not include contractor statistics as those are recorded by the contractor to the Occupational Safety and Health Administration (OSHA). April 21, 2022 Regular Board Meeting Agenda Packet- Page 131 of 135 Page 4 of 7 Special Administration Committee Minutes April 12, 2022 Page 3 Chair Pilecki asked Mr. Ledbetter his perspective as to why there was such a dramatic reduction in recordable injuries in the prior two years. Mr. Ledbetter opined that awareness is at an all-time high due to COVID and believes the additional online safety training that staff completed during this time increased the levels of awareness. Ms. O'Malley advised that staff is researching how to develop a balance between training hours and job duties to keep the awareness going. COMMITTEE ACTION: Recommended Board receipt. C. Conduct biennial review and approve recommended revisions to Board Policy BP 010 - Contractual Assessment Districts Ms. Gemmell provided a summary of the Contractual Assessment Districts (CAD) program. Currently, the District requires five participants in order to move forward with the CAD and sewer extension program. It is being proposed that the District change the number to three participants as the remaining number of applicable areas has decreased. There was a discussion regarding further reduction of participants and the financial impact of such a decision. Mr. Alm stated that CADs have to be voter approved and have 51% participation of the property owners who would benefit from the sewer extension project. COMMITTEE ACTION: Recommended Board approval. 5. Other Items a. Review current Board Policy No. BP 007 - Teleconferencing and hold discussion Ms. Young provided a summary of the attachments included in the agenda materials. She noted that the strikethrough version of BP 007 (Attachment 2) was created from an Administration Committee meeting in 2021 with comments provided by the Committee. Attachment 3 is the current Administrative Procedure (AP) with updates requested at that same time in relation to the Board Policy. Ms. Young advised that staff believes it would be beneficial to the Board Members to have those two documents as one and provided a proposed new policy that incorporates both documents (Attachment 4). Mr. Alm advised that there are three bills currently in legislature that are aimed at making teleconferencing more convenient for the public and to promote public participation by removing the teleconferencing locations site of the Board Members. It was noted that should the bills pass, it would April 21, 2022 Regular Board Meeting Agenda Packet- Page 132 of 135 Page 5 of 7 Special Administration Committee Minutes April 12, 2022 Page 4 not be implemented until 2023; therefore, the Board could be more restrictive than what is required by the Brown Act. In response to a question posed by Chair Pilecki, Mr. Alm advised that with the current BP (Attachment 1), the policy suggested is more restrictive than what is required under the Government Code (requiring the Board President to approve teleconferencing). There was a discussion regarding the means of teleconferencing and the approved tools (i.e., telephone, speaker, internet, etc.). Member Lauritzen suggested the policy be liberal and align with the Brown Act. The Committee recommended the following changes: 1. Include a description of teleconferencing tools. 2. Align specifically with the Brown Act. 3. Combine the AP with the current BP (Attachment 4). COMMITTEE ACTION: Provided feedback to staff including changes and recommended Board approval of the combination of BP 007 and AP 007 with the recommended changes. b. Conduct biennial review of the following Board Policies: 1. BP 022 - Alhambra Valley Assessment Districts 2. BP 033 - Conducting District Business Using Personal Accounts and Devices BP 022 - Alhambra Valley Assessment Districts The Committee had no recommended changes. BP 033 - Conducting District Business Using Personal Accounts and Devices Chair Pilecki suggested staff and District Counsel review BP 033 to simplify the language. Member Lauritzen requested inclusion of the statute of limitations for the devices. The Committee requested bringing the BP back at a future meeting. COMMITTEE ACTION: Provided direction to staff and requested further review of BP 033 to return to the Administration Committee. April 21, 2022 Regular Board Meeting Agenda Packet- Page 133 of 135 Page 6 of 7 Special Administration Committee Minutes April 12, 2022 Page 5 C. Review draft Strategic Plan for Fiscal Years (FY) 2022-24 The Committee Members reviewed each goal and provided feedback on the following items: Goal 1 Strategy 3 - Chair Pilecki recommended adding a metric in regard to forming and sustaining relationships with federal, state, and local elected officials and stakeholders. Goal 2 Strategy 3— Chair Pilecki suggested adding a key success measure on employing a lobbyist to help with local water supply. Strategy 4 — Chair Pilecki inquired about the inclusion of the net zero concept. Mr. Bailey advised since the Board has not provided direction on this subject it will not be included in this strategic plan because it is unmeasurable. It was suggested by both Committee Members to add specific dates to complete evaluations, such as the water exchange, solids handling and net zero evaluation. Mr. Bailey expressed support for the inclusion of dates but suggested not using a date for the water exchange arrangement. Goal 3 Strategy 3— Chair Pilecki reiterated having a development plan as part of the performance reviews. Strategy 4 — Chair Pilecki requested adding a program to address the assessment conducted. Member Lauritzen suggested adding a measurable goal to the performance reviews as apart of diversity, equity and inclusion (DEI). Goal 4 The Committee had no comments. Goal 5 Strategy 3— Chair Pilecki requested a key success measure to be included regarding the completion of the Information Technology (IT) Master Plan. April 21, 2022 Regular Board Meeting Agenda Packet- Page 134 of 135 Page 7 of 7 Special Administration Committee Minutes April 12, 2022 Page 6 Goal 6 Chair Pilecki requested the following metrics be included regarding: 1) the CCTV inspection program of the pipelines, including how many feet of pipe is reviewed; and 2) the collection system renewal program. Goal 7 Strategy 3 - Chair Pilecki requested a definition be included on the key success measure regarding "Jarvis Operations Response." COMMITTEE ACTION: Reviewed the information 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 and provided input to staff. 8. Future Scheduled Meetings Tuesday, May 3, 2022 at 1:00 p.m. Tuesday, June 7, 2022 at 1:00 p.m. Tuesday, July 5, 2022 at 1 :00 p.m. 9. Adjournment — at 2:49 p.m. April 21, 2022 Regular Board Meeting Agenda Packet- Page 135 of 135