The URL can be used to link to this page

Home My WebLink About18.a. Committee Minutes-Administration 07-05-2022 Page 1 of 6 Item 18.a. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT July 21, 2022 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JULY5, 2022 -ADMINISTRATION COMMITTEE - CHAIR PILECKI AND MEMBER LAURITZEN Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 07-05-22 meeting July 21, 2022 Regular Board Meeting Agenda Packet- Page 102 of 113 Amended Agenda 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, July 5, 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 Philip Leiber, Director of Finance and Administration Benjamin Johnson, Internal Auditor Danea Gemmell, Planning and Development Services Division Manager Melody LaBella, Resource Recovery Program Manager Teji O'Malley, Human Resources and Organizational Development Manager Amelia Berumen, Assistant to the Secretary of the District 1. Notice This meeting was conducted virtually in accordance with the provisions stipulated in Assembly Bill 361 and adopted on June 16, 2022, by the Central San Board of Directors. 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 9:00 a.m. 3. Public Comments None. July 21, 2022 Regular Board Meeting Agenda Packet- Page 103 of 113 Amended Agenda Page 3 of 6 Administration Committee Minutes July 5, 2022 Page 2 4. Items for Committee Recommendation to Board a. Receive Internal Audit Biannual Findings Report for the Second Half of Fiscal Year 2021-22 Mr. Johnson presented the biannual internal audit report that reflects the status of the findings identified in the second half of Fiscal Year 2021-22. Chair Pilecki commended staff on completing most of the high-risk findings. Mr. Bailey stated that staff responded with a professional approach and Mr. Johnson has created a credible audit program for the District. COMMITTEE ACTION: Recommended Board receipt. b. Conduct biennial review and approve revisions to Board Policy BP 023 - Board Ethics and Conduct Chair Pilecki expressed concern of motions being made on an agenda item prior to the entire Board providing input on the matter. He requested verbiage be incorporated regarding this matter. Mr. Bailey suggested setting ground rules up front, and a reminder be provided by the Board President. Chair Pilecki agreed and was comfortable with this approach and requested Ms. Young add an item to the "cheat sheet"provided to the Board President as a reminder to allow all Board Members to express their opinions prior to a motion being made. Chair Pilecki requested the term "verbal or non-verbal"be added to Item B on page 5 of 8 of the agenda item. Member Lauritzen agreed. COMMITTEE ACTION: Recommended Board approval. C. Conduct biennial review and approve revisions to Board Policy BP 019 - Recycled Water Ms. LaBella advised the Committee that this policy has not been thoroughly revised in six years. Staff is proposing a number of revisions to reflect the evolving nature of Recycled Water as well as removing redundant elements in the current policy. There was a lengthy discussion on the duration and description of the beneficiary pays in the policy. The decision to eliminate the 15-year payback criteria and replace it with a new provision that is based on cost- July 21, 2022 Regular Board Meeting Agenda Packet- Page 104 of 113 Amended Agenda Page 4 of 6 Administration Committee Minutes July 5, 2022 Page 3 effectiveness and the principle of beneficiary pays will be changed in the policy. Ms. LaBella continued to review the proposed changes stating that staff is proposing to memorialize the Board guidance given as part of Central San's 2016 Recycled Water Wholesale Opportunities study to prioritize large, recycled water projects with year-round demands. Additionally, based on the Board's August 2021 policy discussion on Recycled Water, staff is proposing the addition of prioritizing recycled water projects that keep the water supply benefit local by expanding water resources within Central San's service area. Finally, Ms. LaBella advised that staff is proposing the addition of a new reference to the Guiding Principles for Satellite Water Recycling Facility (SWRF) projects, which were adopted by the Board in January 2022. Ms. LaBella answered questions posed by the Committee and provided feedback. With minimal suggestions, the Committee recommended Board approval. COMMITTEE ACTION: Recommended Board approval. d. Hold discussion regarding protocol for handling written public comment correspondence received as part of Board and Committee meetings Member Lauritzen expressed her desire to continuing reading the written public comments received into the record, except those of a personnel nature. She believes some anonymous letters could be read depending on a review by Ms. Young prior to reading them. She stated that she found the anonymous comments regarding the vaccine discussion were useful. Chair Pilecki stated that he did not want public comments read aloud and expressed interest in what other agencies have been doing in regards to public comments. He liked that some agencies distribute comments to the Board Members and then post to the Board packet after distribution. A discussion ensued regarding options to create a Board policy. Member Lauritzen would like to focus on being transparent and include all non-personnel related public comments as part of the agenda materials. She encourages public participation and believes the policy should encourage that. Further, she clarified that any comments received on an agenda matter would be read aloud. Mr. Bailey suggested that staff could draft two Board policy options for consideration. Option one to allow public comment to be read aloud except for those of personnel matter and option two, to not read public July 21, 2022 Regular Board Meeting Agenda Packet- Page 105 of 113 Amended Agenda Page 5 of 6 Administration Committee Minutes July 5, 2022 Page 4 comments aloud. It was noted that both options would include comments received either prior or during the meeting be forwarded to the Board for review. Member Lauritzen expressed her concern about creating a policy based on fear and bad experiences and wants to make sure to create a safe space for the public to speak freely. COMMITTEE ACTION: Provided input to staff to create two draft Board policies for review at the next Administration Committee meeting. 5. Other Items a. Conduct biennial review of the following Board Policies: • BP 004 - Integrated Pest Management • BP 025 - Naming of District Facilities • BP 031 - Use of Temporary Employees • BP 040 - Electronic Signatures and Approvals • BP 041 - Pension Funding BP 004 - Integrated Pest Management Chair Pilecki suggested adding the word "humanely"to the pest management policy. Member Lauritzen concurred. BP 025 - Naming of District Facilities The Committee had no suggestions. BP 031 - Use of Temporary Employees Chair Pilecki inquired about the Memorandum of Understanding (MOU) limit of a temporary employee be utilized for a duration of one year term not being included in the policy. Ms. O'Malley responded that the policy does not include the complete criteria as listed in the MOU but staff will add the one-year term to the policy. BP 040 - Electronic Signatures and Approvals Chair Pilecki inquired about electronic signatures for real property agreements. Mr. Alm responded that, historically, agreements with matters binding or being recorded, are executed in-person as a wet signature and not via electronic signature. Ms. Young added that notarized signatures, typical with real property agreements, are not allowed electronic signature due to the need of personal identification verification. It was suggested staff consider adding a clarification to the policy. July 21, 2022 Regular Board Meeting Agenda Packet- Page 106 of 113 Amended Agenda Page 6 of 6 Administration Committee Minutes July 5, 2022 Page 5 BP 041 - Pension Funding There was a discussion regarding the specifics of the policy being included in the Memorandum of Understanding. Chair Pilecki suggested taking the mention of Other Post-Employment Benefits (OPEB) out of the policy and instead use the verbiage pension or other obligations. Mr. Leiber advised that would be appropriate and will make the appropriate revisions. COMMITTEE ACTION: Provided input to staff and recommended changes to BP 004, 031, 040, and 041 for Board approval. It was concurred no recommended changes to BP 025. 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, August 2, 2022 at 1:00 p.m. Tuesday, September 6, 2022 at 1:00 p.m. Tuesday, October 4, 2022 at 1:00 p.m. 9. Adjournment — at 2:21 p.m. July 21, 2022 Regular Board Meeting Agenda Packet- Page 107 of 113 Amended Agenda