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HomeMy WebLinkAboutAdmininistration MINUTES 10-04-22Page 2 of 6 LCENTRAL SAN BOARD OF DIRECTORS REGULAR MEETING OF THE DAVIDR. 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, October 4, 2022 www.centralsan.org= 1:00 P.M. (All attendees participated via videoconference) Cnmmittee Chair Tad Pilecki Member Mariah Lauritzen Guest: Richard Pio Roda, Meyers Nave Staff. - Roger S. Bailey, General Manager (joined during Item 4.b., left after Item 5.a.) Katie Young, Secretary of the District Kent Alm, District Counsel (left after Item 5.a.) Philip Leiber, Director of Finance and Administration (joined during Item 4.a.) Steve McDonald, Director of Operations (left after Item 4.d.) Benjamin Johnson, Internal Auditor Danea Gemmell, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Division Manager (joined during Item 4.a., left after Item 4.d.) Emily Barnett, Communications and Governmental Relations Manager Teji O'Malley, Human Resources and Organizational Development Manager Chris Carpenter, Senior Community Affairs Representative (joined during Item 4.a., left after Item 4.c.) Christina Gee, Management Analyst Amelia Berumen, Assistant to the Secretary of the District (left after Item 4.b.) Eileen Hansen, Records Program Administrator Notice This meeting was conducted virtually in accordance with the provisions stipulated in Assembly Bill 361 and adopted on September 15, by the Central San Board of October 20, 2022 Regular Board Meeting Agenda Packet - Page 129 of 143 Page 3 of 6 Administration Committee Minutes October 4, 2022 Page 2 Directors. The agenda included instructions for options in which the public could participate in the meeting. 2. Call Meetina 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 consider continuing District support to foster charitable contributions for the Employee Workplace Giving Campaign program where Central San pays the administrative fees; and authorize a transition to a single fiscal charitable vendor for the financial administration of the program Ms. Barnett reviewed the draft Position Paper included in the agenda materials and answered logistic questions from the Committee Members. There was a discussion about providing an update/review period to the Board in approximately three to five years regarding the cost. In response to a question posed by Chair Pilecki regarding the 15% charge, Ms. Barnett advised that the cost includes more service levels than prior years, including an opportunity for retirees to participate. Ms. Barnett advised that the retirees will be notified via the Lateral Connection publication that will contain hyperlinks as well as staff reaching out at retiree events. COMMITTEE ACTION: Reviewed and recommended Board approval. b. Review draft Position Paper to adopt Resolution No. 2022- xxx establishing a new Recreational Vehicle Wastewater Receiving Station (RV Station) Program Ms. Gemmell reviewed the presentation from the April 6, 2021 Administration Committee meeting included in the agenda materials. Staff's recommendation is to not charge a fee until a service is established after a three-year pilot program. Member Lauritzen inquired about the lighting of the facilities and the reasoning behind limiting the hours to daytime. Mr. Lopez responded that October 20, 2022 Regular Board Meeting Agenda Packet - Page 130 of 143 Page 4 of 6 Administration Committee Minutes October 4, 2022 Page 3 there is adequate lighting available, the issue would be the availability of the security guards. There was a discussion regarding the number of users who will use the facility on a routine basis. Ms. Gemmell advised that staff would like to establish a good cliental for the services and can return to the Board for further discussion regarding a policy on charges, if any. After discussion, the Committee recommended that the station should be self-service, during the hours of 7 a.m. to 7 p.m., seven days a week. Regarding the cost, the Committee recommended that initially there be no cost during the pilot program period of three years. COMMITTEE ACTION: Provided input and recommended Board approval. C. Review draft Position Paper to authorize the execution of a one-year extension to the existing contract for legal services with Meyers Nave, effective January 1, 2023 through December 31, 2023 Ms. O'Malley reviewed the draft Position Paper included in the agenda materials. She advised that in the last contract there was no adjustment to the rates, but this year there is a proposed adjustment to the hourly rate as reflected in Attachment 2. The Committee had no questions or concerns to extend contract for Meyers Nave, and recommended approval COMMITTEE ACTION: Recommended Board approval. d. Review draft Position Paper to rescind the current professional services agreement with Kenton L. Alm, Esq., for Counsel for the District services and execute a new professional services agreement, effective October 20, 2022 through December 31, 2023 Ms. O'Malley advised that Mr. Alm has decided to continue his services through April 2023. A Request for Proposal will be issued soon, and it was noted that Mr. Alm will maintain flexibility on his date to provide as much knowledge transfer as possible. The proposed extension is for the entire calendar year of 2023. Ms. O'Malley advised that Mr. Alm is proposing a rate increase of 7.5%. Chair Pilecki requested a justification for the 7.5% increase be provided in the Position Paper when submitted to the full Board. October 20, 2022 Regular Board Meeting Agenda Packet - Page 131 of 143 Page 5 of 6 Administration Committee Minutes October 4, 2022 Page 4 COMMITTEE ACTION: Provided direction to staff and recommended Board approval. e. Review draft Position Paper to delete a vacant Director of Engineering and Technical Services position; adjust the salary of the Deputy General Manager classification from U20 ($8,316.39-$10,504.26 biweekly) to U14 ($9,563.85-$12,079.90 biweekly) and add a Deputy General Manager position Ms. O'Malley reviewed the draft Position Paper included in the agenda materials. She stated that this change meets the current needs of District. It was noted that the proposed salary is a 15% adjustment above the base salary of a director position. Member Lauritzen requested a comparison of salaries for this position at the Board meeting. Chair Pilecki advised that a salary survey may not be relevant to the District's organizational structure and might be an issue. Ms. O'Malley responded that there will be limitations on the provided data but she would include that information in the final Position Paper. COMMITTEE ACTION: Provided direction to staff and recommended Board approval. 5. Other Items a. Review draft Fiscal Year 2021-22 Strategic Plan Annual Report Ms. Gee reviewed the presentation included in the agenda materials. Chair Pilecki expressed his amazement at the amount staff has accomplished through the strategic plan process. He requested that net zero emissions and climate change be an emphasized focus next year for objectives. COMMITTEE ACTION: Received report and provide input to staff. 6. Announcements Ms. Hansen announced that the Secretary of the District's office has contracted with an online platform "NextRequest" for the management of Public Record Act requests. To optimize Central San's response to requests, this application offers some important features such as. • A single repository, with unlimited file size and comprehensive tracking capabilities, for all communications and documents related to requests, no more emails, attachments, Sharepoint folders, Excel spreadsheets, etc. • In -application redaction capability that ensures confidentiality and safety of personally identifiable information October 20, 2022 Regular Board Meeting Agenda Packet - Page 132 of 143 Page 6 of 6 Administration Committee Minutes October 4, 2022 Page 5 • Simplified and improved accessibility for all requesters via an online portal, with enhanced ability to connect them with self-service information • Robust reporting capabilities that define what is being requested, by whom, and how effectively and efficiently Central San responds. 7. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items [Ole]lylIMlIII i94W_«IIQZM:?--Tg— 91MI M 8. Future Scheduled Meeti Tuesday, November 1, 2022 at 1:00 p.m. Tuesday, December 6, 2022 at 1:00 p.m. 9. Adiournment — at 2:23 p.m. October 20, 2022 Regular Board Meeting Agenda Packet - Page 133 of 143