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HomeMy WebLinkAbout04.e. Receive report on workforce development programs and activities Page 1 of 15 Item 4.e. CENTRAL SAN August 2, 2022 TO: ADMINISTRATION COMMITTEE FROM: CHRISTINA GEE, MANAGEMENT ANALYST REVIEWED BY: TEJI O'MALLEY HUMAN RESOURCES AND ORGANIZATIONAL DEVELOPMENT MANAGER ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE REPORT ON WORKFORCE DEVELOPMENT PROGRAMS AND ACTIVITIES Please see the attached memorandum. Strategic Plan re-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service, Strategy 2- Promote initiatives to advance affordable and equitable access to services, Strategy 3- Build neighborhood and industry relations GOAL TWO: Environmental Stewardship Strategy 2- Educate on pollution prevention and environmental protection GOAL THREE: Workforce Diversity and Development Strategy 1 - Recruit from a diverse pool of qualified applicants, Strategy 2- Engage employees and conduct labor relations in a transparent, effective, and collaborative environment, Strategy 3- Retain skilled workers by investing in resources and opportunities for all employees to grow and thrive, Strategy 4- Foster a culture of diversity, equity, and inclusion GOAL FOUR: Governance and Fiscal Responsibility Strategy 2- Encourage and facilitate public participation ATTACHMENTS: 1. Memorandum 2. Presentation August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 33 of 52 Page 2 of 15 Attachment 1 CENTRAL CONTRA COSTA SANITARY DISTRICT August 2, 2022 TO: ADMINISTRATION COMMITTEE VIA: TEJI O'MALLEY, HUMAN RESOURCES AND ORGANIZATIONAL DEVELOPMENT MANAGER ROGER S. BAILEY, GENERAL MANAGER FROM: CHRISTINA GEE, MANAGEMENT ANALYST SUBJECT: WORKFORCE DEVELOPMENT PROGRAMS AND ACTIVITIES During a presentation to the Administration Committee on May 3, 2022 regarding Central San's Externship Program, Chair Pilecki requested a report on Central San's overall activities and programs which develop the wastewater workforce and promote careers in the industry. Central San believes that its operational reliability is dependent upon effective and sufficient staffing. With the wastewater industry facing future retirements, Central San continues to focus on fostering a talent pipeline and promoting mission-critical jobs. To that end, Central San develops and administers several of its own student education, public outreach, and employment programs which help people of all ages discover wastewater as a career path. Central San also operates a robust internal workforce development program which offers training opportunities to advance its staff's careers. In addition, Central San supports and participates in other organizations' efforts to advance workforce development. Below is information on each program and activity. Where applicable, website links are included for more information. Central San's Student Education Programs Central San's student education programs reach students from transitional kindergarten (TK) to high school. Each program is developed and administered by the Communications and Government Relations Division. By introducing the concept of wastewater treatment at an early age, these programs educate Central San's youngest customers to become environmental stewards and potentially wastewater workers. The programs are designed not only to meet Next Generation Science Standards but also to connect directly to students'lives by drawing from everyday life. All programs are free of charge to teachers, schools, and families. With the transition to virtual learning during the pandemic, these programs were able to serve over 21,000 students in Fiscal Year 2020-21, and over 19,000 in this fiscal year. Today, staff offers both virtual and in- person lessons to students in the service area, in addition to resources for families and classrooms to learn about Central San on their own. August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 34 of 52 Page 3 of 15 Workforce Development Programs and Activities Central San Page 2 of 10 Classroom Programs Classroom programs are offered to students in grades TK to high school. Central San staff travels to the schools to teach each program in person. • Pipe Protectors (elementary lessons for grades TK-5) (website) https://www.centralsan.org/pipe-protectors The Pipe Protectors Program was designed to fill a void in wastewater education for Central San's youngest students. The program includes a variety of in-class lessons with hands-on activities that teach how Central San's system transports, cleans, and tests wastewater. There is a particular focus on pollution prevention to help students learn how Central San ensures its wastewater is clean and safe to return to the environment. • Sewer Science (a five-day classroom laboratory for high school) (website) https://www.centralsan.org/sewer-science The Sewer Science program integrates biology, chemistry, physics, and math to introduce wastewater, and pollution prevention concepts to students. Over the course of a week, students prepare and analyze wastewater, simulating Central San's treatment plant and laboratory processes. Wrap-up presentations link the lessons in the laboratory to what Central San does for the community and introduces students to the various careers within the wastewater field. Distance Learning (website) https://www.centralsan.org/distance-learning During the pandemic, staff launched several new distance learning options, including a live-hosted Virtual Treatment Plant Tour. A variety of hands-on lessons can be conducted by Central San staff remotely using simple household supplies, making the lessons accessible to most customers. Worksheets for activities have also been included in various issues of the Pipeline customer newsletter for families to do together at home. Teacher Academy Central San hosts a periodic Teacher Academy for interested teachers in the service area to learn more about Central San's student education programs and gain knowledge to help them administer the programs themselves. Delta Discovery Voyage (co-sponsored by Central San) Since 2003, Central San has co-sponsored the Delta Discovery Voyage, which takes thousands of fifth-grade students each year to the Sacramento-San Joaquin Delta for a August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 35 of 52 Page 4 of 15 Workforce Development Programs and Activities Central San Page 3 of 10 3.5-hour voyage of discovery, education, and fun. Aboard the Robert G. Brownlee, a 90- foot-long research vessel, classroom science lessons come alive with a safe and stable floating laboratory for students, allowing them to learn about the source of their drinking water, the importance of pollution prevention, and the existence of wastewater agencies like Central San. The ship is owned and operated by the Marine Science Institute of Redwood City. "Go with The Flow" Classroom Assembly (co-sponsored by Central San) Central San partners with its local water provider, Contra Costa Water District, to bring the "Go with the Flow" assembly into elementary schools. This interactive show tells the story of where water comes from and where it goes after usage. Thousands of students each year learn about the sources of their fresh water, how their water is treated before entering their homes, different strategies for conserving water use, what happens to their dirty water after it goes down the drain, and why flushing wipes and other pollutants are harmful to the sewer system. This focus on a "One Water" message has been a wonderful opportunity to collaborate with Central San's neighboring water agency on local education programming. Central San's Student Employment Programs These programs are hosted by Central San to introduce college students and recent graduates to Central San. Each program provides hands-on opportunities to do work that contributes to Central San's success, helps train the next generation of wastewater workers, and builds relationships with the youth in the community. These investments often translate into past participants enjoying long-term careers with Central San. Internship Program (website) https://www.centralsan.org/post/summer-student-and-internship-programs For decades, Central San has been offering paid internship (formerly known as "co-op") positions which provide students with part- to full-time professional experience in the furtherance of their education and training. Interns perform work that is in alignment with their formal academic program or career interest. They must be enrolled in an accredited school, college, or university and must have completed two full years of study, or they must have graduated from school within a year of the start of the internship. Interns may also be enrolled in vocational school if the internship is in the Operations or Maintenance Divisions. In Fiscal Year 2020-21, Central San's Mechanical Maintenance Shop retained two interns from Los Medanos College. This was both part of Central San's Internship Program and part of the Technical Trades Internship Program facilitated by BAYWORK, a local water/wastewater workforce development consortium. During this time, the interns gained experience to help them on their path to becoming skilled trade technicians in the industry. The Mechanical Shop intern program continues to be a August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 36 of 52 Page 5 of 15 Workforce Development Programs and Activities Central San Page 4 of 10 success year after year; in fact, the Shop recently hired one of its first interns as a full- time Mechanical Maintenance Technician I. Summer Student Program (website) https://www.centralsan.org/post/summer-student-and-internship-programs Central San's summer student program is available to students interested in exploring career opportunities and gaining experience in their field of interest. A variety of multi- disciplinary positions are offered throughout the organization, including Clerical positions, Engineering Assistant, Laborer, Laboratory Assistant, Computer Technician, and Graphic Design Assistant. Students are paid between $13-18 dollars an hour dependent on the position, and they are eligible to receive an additional dollar for every summer they are reemployed in a summer student position (for a maximum of three summers). Many of Central San's full-time employees are former interns/co-ops or summer students, which speaks to the success of the Internship and Summer Student Programs as a pipeline directly into Central San's permanent workforce. Externship Program (website) https://www.centralsan.org/post/externship-program In 2021, Central San developed an Externship Program for students from colleges and universities. The cohort-style learning experience is a week-long insider look at multiple career paths in the wastewater industry and an opportunity to make connections, not only with established staff at Central San but also with fellow externs. The Externship Programs held thus far have been presented in a virtual format due to the pandemic. This has allowed 67 externs (45 in spring 2021 and 22 in spring 2022) worldwide to join the program without cost and as their schedule allowed. The program is presented by about 35 Central San staff members from all levels of the organization. While it was conceived in an in-person format to allow for job shadowing, it is staff's hope to welcome a cohort of externs on site in fall 2022. Central San's Public Outreach Programs Central San hosts a variety of public outreach programs to enlighten adult customers of its essential services to the community. By way of these efforts, Central San increases public awareness of Central San as a potential employer and provides insights into Central San's award-winning operations as a recruiting tool. Central San Academy (Citizens' Academy) (website) https://www.centralsan.org/academy Central San Academy is an annual citizens' academy which provides a free, behind-the- scenes look at almost everything Central San does. Hosted by a variety of staff from all August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 37 of 52 Page 6 of 15 Workforce Development Programs and Activities Central San Page 5 of 10 over the organization, the academy curriculum includes classroom learning; group activities; live demonstrations; a tour of the treatment plant, laboratory, Residential Recycled Water Fill Station, and Household Hazardous Waste Collection Facility; and opportunities to network with Central San staff. Since 2016, the program has hosted a total of 156 participants, many of whom are civically engaged and active in community organizations, and some of whom join because they are seeking a job in the wastewater industry. All participants have gone on to become ambassadors for Central San, helping to amplify Central San's presence to potential employees both inside and outside the service area. Staff is hoping to hold the next Central San Academy session this fall. Treatment Plant Tours (website) https://www.centralsan.org/tours Central San hosts quarterly virtual treatment plant tours and Q&As for the public. During these tours, staff explains the treatment process step by step and answers questions from the participants. These tours are available to anyone and help potential applicants see daily activities in the plant operations of Central San. Customer Experience Website (website) https://www.centralsan.org/75th In 2021, Central San launched an interactive customer experience website to celebrate the agency's 75th anniversary. From the comfort of their home, visitors can visit the facilities, learn about various workgroups, take a virtual treatment plant tour, watch informative YouTube videos, and more. This is a free and convenient way for potential applicants from anywhere in the world to explore an in-depth look at Central San at their own pace. Pipeline (website) https://www.centralsan.org/pipeline Central San's twice-yearly newsletter is mailed to customers to share information, events, achievements, pollution prevention tips, and activities for kids. By highlighting the work of staff, readers can see various careers in wastewater in action. Social Media (websites) https://www.facebook.com/CentralSanDist https.-Atwitter.com/CentralSan https://www.instagram.com/centralsandist https://www.linkedin.com/company/central-contra-costa-sanitary-district/ https://www.youtube.com/user/CentralSan Dist Through social media, Central San interacts directly with potential applicants, recognizes its employees, reposts events such as career fairs, shares the work Central San does, and interacts with other agencies. On YouTube, videos feature life at Central August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 38 of 52 Page 7 of 15 Workforce Development Programs and Activities Central San Page 6 of 10 San and employees at work. All these actions on social media boost Central San's profile in the online world. Speakers' Bureau (website) https://www.centralsan.org/speakers-bureau Central San offers speakers for various community events and meetings to talk about Central San and its pollution prevention efforts. Central San's Internal Workforce Development Programs Central San invests heavily in training and retaining a highly skilled workforce; fostering a learning environment; providing meaningful work, empowering employees to compete for available advancement opportunities; encouraging staff to represent Central San outside the organization; and promoting engagement at work. Through these programs, Central San strives to be an employer of choice which attracts top talent. BOOST Mentorship Program The BOOST Mentorship Program pairs employees with managerial and executive staff in a year-long formal mentorship. This innovative program combines the development of personal relationships with project management experience. As mentees, employees are challenged to complete a project that develops and showcases their skills. Each mentee presents their completed project to the Executive Team, program peers, and the Board. The project establishes an initial focus point for the mentor's support and provides the mentee with a level of ownership, a chance to show their skills in a subject matter beyond their normal scope of work, and presentation experience. The program promotes a culture of learning by facilitating knowledge sharing and offering additional "technical skills mentors" to help provide experience and close any skills gaps requested by the mentee. Through the 18-month journey, mentees benefit from personal and professional growth, a positive role model, and a greater understanding of Central San's operations. Four mentees are enrolled in the current cycle. Supervisory Academy The Supervisory Academy is a leadership program that covers core supervisory competencies such as team development, performance management, coaching and counseling, labor/employee relations, conflict resolution, and effective communication. The program is open to all non-managerial employees and consists of seven full-day, off-site sessions, plus an on-site graduation session. Participants begin the academy by performing a Leadership Practices Inventory on themselves to assess their baseline behaviors and identify room for growth. Through the program, participants understand the roles and responsibilities of effective supervisors, assess their skills and strengths as they relate to the core competencies, and set individual goals for professional development in supervision and leadership. The training is offered in alternating years August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 39 of 52 Page 8 of 15 Workforce Development Programs and Activities Central San Page 7 of 10 with the Management Academy, described below. The current class of 25 participants are set to complete their training in November. Management Academy The Management Academy is a leadership program that helps managers and supervisors improve their overall management effectiveness and provides opportunities for personal career development. The training takes place over an eight-month period. Participants undertake reading, class assignments, and a 360-degree review to assess their current leadership effectiveness. Using this personal feedback, participants refine their skills as they proceed through the various modules of the academy. Central San invited sister agencies to join the 2019 academy in a new cohort style to promote interagency cooperation and sharing of best practices. The most recent class of graduates consisted of 15 from other agencies and 24 from Central San. The next Management Academy is planned to begin in 2023. Career Development Program The Career Development Program is open to all employees seeking to create and follow through on a plan to reach specific career goals, whether inside or outside their current workgroup. Interested employees fill out a Career Development Plan with their supervisor and Division Manager to identify their intended outcomes and required actions and resources. Participants are paired with a Career Coach at Central San to help them explore their identified career, understand the associated obligations, obtain training and education, perform job shadowing, and gain hands-on experience that is allowable within their current job class. The program is open to employees at any time, and there are currently two employees in the program. Trainee Program Central San maintains a Trainee Program for the classifications of Maintenance Technician 1/11, Pumping Stations Operator 1/11, Plant Operator 1/11, and Maintenance Crew Member 1/I1. The purpose is to provide a period of preparation and training for promotion and advancement opportunities for any regular District employee interested in the positions. To become a trainee, employees must meet pre-qualifications such as a valid California Driver's License, completion of the twelfth grade or equivalent, willingness to work shifts on weekends and holidays if required, successful completion of a physical examination related to the type of work, and successful completion of related educational courses. Trainee position openings are posted on bulletin boards for one week, applicants are interviewed and recommended by a panel, and the department director makes the final selection. The training period lasts for one year. At the conclusion of the one-year period and upon successful completion of the training course, the trainee advances to the appropriate 1/11 classification. Employees in the trainee program are eligible to apply for openings in any August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 40 of 52 Page 9 of 15 Workforce Development Programs and Activities Central San Page 8 of 10 position within the job family at the 1/11 level during the one-year period of training. This program has resulted in many successful career advancements for employees in the past. Since the start of the pandemic, Central San has hired six employees as Plant Operators-in-Training (OITs). Currently, five of the six are still operating, and there is an open enrollment for hiring Grade 1/II operator positions. Tuition Reimbursement The District reimburses employees (with the exception of those in a temporary status or on a leave of absence) desiring to further their education for the purpose of improving their on-the-job performance. Reimbursement is available for courses within the scope of the employee's employment field and District job responsibilities, and for training for higher positions within the job family. Class and study time is done outside of the employee's working hours, and the completion of the course must result in at least a C grade or its equivalent. Tuition refunds are granted up to $2,000 for Local One or MS/CG employees and up to $3,000 for Management Group employees. Training Budget During the yearly budget process, each division may set aside funds for employees to attend and present at trainings, seminars, and conferences. Central San encourages employees to take advantage of these opportunities to elevate their professional profiles, network with peers from other agencies, learn and share knowledge, and have a chance to represent Central San. Performance Appraisals Employees are currently evaluated on an annual basis using one of three different appraisal forms based on bargaining group. The forms are completed by the supervisor and then shared and discussed with the employee. With input from the bargaining groups, the forms have been improved to be based on the employee's job classification (supervisory or non-supervisory), designed around clearly defined competencies, and use a new rating scale of 1-7. The appraisal process now begins with the employee filling out a self-appraisal. The new process is more interactive and effective, and it will be rolled out upon the completion of the Goals and Performance enterprise resource planning module in Oracle. Clarifier Speaker Series Central San staff are proud to make positive, real-life impacts to the community. To share stories of success, Central San launched the Clarifier Speaker Series, in which staff members give a monthly informal talk on a project they completed or are working on. Participants can ask questions and discuss the topic as a group. This is a voluntary August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 41 of 52 Page 10 of 15 Workforce Development Programs and Activities Central San Page 9 of 10 chance to learn about the bigger picture at Central San, support peers' efforts, get to know fellow employees, and come together as a Central San community to celebrate accomplishments. Innovations Fair To advance its vision of being an innovative industry leader, Central San is committed to continuous improvement and optimizing operations organization wide. To promote and inspire employee ingenuity, Central San holds an annual Innovations Fair, where past and future projects are nominated by staff. These innovations are displayed and voted on by the employees to receive prizes. This year's fair will take place at the Employee Appreciation Picnic in September. Industry Partnerships Central San partners with organizations to do its part in strengthening the water/wastewater workforce and sharing careers in the industry. BAYWORK BAYWORK is a consortium of 42 Bay Area water and wastewater utilities working together to ensure a reliable workforce needed to serve customers and protect the environment. Central San is a signatory agency and has contributed to BAYWORK's research, presentations, workshops, training activities, and opportunities for job seekers. Some examples of past staff participation in BAYWORK activities include the following: • Presented on best practices (e.g., in asset management, pollution prevention, and Proposition 218 messaging) • Presented on Central San as part of the following- * 2020 Wonders of Wastewater Workshop for Educators 0 2014, 2020, and 2022 Workshop on Wheels • Participated in annual Training Buffet o Throughout the years, staff has presented on various topics (e.g., nine employees participated in the 2016 event) o In 2020, staff sat on a virtual panel on "HR in the Time of COVID-19" • Participated in Racial Equity, Diversity, and Inclusion Planning Work Group • Presented a webinar on "Our Journey from Paper to Digital... and the Lessons Learned" • Hosted a virtual tour for 10 teachers as part of the July 2022 Teacher Externship Program. Teachers from a similar program run by Marathon Oil joined that tour as well. Additionally, in June 2021 , the Plant Maintenance Division provided a tour to 10 individuals as part of BAYWORK's Workshop on Wheels. These pre-apprentices had August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 42 of 52 Page 11 of 15 Workforce Development Programs and Activities Central San Page 10 of 10 backgrounds in backgrounds in Electrical, Instrumentation, Mechanical, and Machining and were interested in getting into the water/wastewater industry. Staff took the pre- apprentices on a tour of the Treatment Plant process flow and brought them to each of the shops to meet with technicians and supervisors. Plant Maintenance has hosted a number of these types of events over the years to assist pre-apprentices exploring skilled trades jobs. Plant Operator Training through Bay Area Consortium for Water & Wastewater Education (BACWWE) To develop a strong pool of skilled candidates for water/wastewater jobs, BACWWE provides funding support for education from local, accredited training programs for skills relevant to the industry. Students enrolled in an educational program through a local community college (in 2021, participating colleges were Solano Community College, Gavilan College, and Santa Rosa Junior College) can apply for reimbursement of tuition, fees, and books for industry-relevant courses through BACWWE. Central San is a supporting agency of BACWWE and has provided classroom space for wastewater courses in the past. Currently, Central San sponsors OITs so participants may earn hours to supplement the curriculum provided by BACWWE. However, due to the pandemic and having a full staff of internal trainees, there has not been a vacancy for an OF through BACWWE since before 2020. Ad Hoc Opportunities In addition to the programs and activities discussed in this memo, there are one-time workforce development opportunities in which staff participates. These might include requests to serve on panels, attend meetings to obtain agency input on a new initiative, judge school science fairs, or contribute to media stories to promote special districts and the water/wastewater industry. Staff also contributes to knowledge-sharing forums, such as interagency listserves. Staff will be available at the Committee meeting to answer any questions. August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 43 of 52 Page 12 of 15 Attachment 2 l WORKFORCE DEVELOPMENT PROGRAMS AND ACTIVITES Administration Committee Meeting August 2, 2022 Christina Gee, Management Analyst 1 STUDENT EDUCATION • Pipe Protectors (TK-5) • Sewer Science (laboratory for high school) t • Distance Learning . { • Teacher Academy r • Delta Discovery Voyage (co-sponsorship) • "Go with The Flow" Classroom Assembly (co-sponsorship) 12 � z 2 August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 44 of 52 1 Page 13 of 15 STUDENT EMPLOYMENT • Internship Program q • Summer Student Program • Externship Program N A o,srR, r ALL AgAk e._. y� _ � 3 PUBLIC OUTREACH • Central San Academy • Treatment Plant Tours • Customer Experience Website • Pipeline - • Social media • Speakers' Bureaux aw CFNTPAtSAN 4 August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 45 of 52 2 Page 14 of 15 INTERNAL WORKFORCE DEVELOPMENT • BOOST Mentorship Program • Supervisory Academy • Management Academy • Career Development Program Ali • Trainee Program • Tuition Reimbursement • Training Budget • Performance Appraisals • Clarifier Speaker Series • Innovations Fair _ � 5 INDUSTRY PARTNERSHIPS • BAYWORK • Presentations • Racial Equity, Diversity, and Inclusion Planning • Tours for teachers and pre-apprentices • Bay Area Consortium for Water & Wastewater Education (BACWWE) • Sponsorship for Operators-in-Training (OIT) CFNTPAL SAN 6 August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 46 of 52 3 Page 15 of 15 QUESTIONS? CFNTPAtSAN7 August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 47 of 52 4