HomeMy WebLinkAbout01.d. Approve minutes of meeting held 02-09-2023 Page 1 of 4 Item 1.d. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: FEBRUARY 9, 2023 SPECIAL BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. ATTACHMENTS: 1. Draft Minutes of 02-09-23 meeting February 23, 2023 Special Board Meeting Agenda Packet- Page 26 of 122 Page 2 of 4 CENTRAL SAN CONTRACENTRAL • IMHOFF PLACE, MARTINEZ, CA 9A553-A37 MINUTES* BOARD OF DIRECTORS: BARBARA D.HOCKETT President Pro Tem SPECIAL BOARD MEETING MARIAHN LAURITZEN Virtual Meeting Presiden t Pro Tem Thursday, February 9, 2023 MICHAEL R.MCGILL 1:00 P.M. TAD J PILECKI p' DAVID R. WILLIAMS DRAFT Open Session (Video recorded) NOTICE This meeting was held virtually pursuant to findings made by the Board of Directors on February 2, 2023 under Assembly Bill (AB) 361 related to the ongoing COVID-19 pandemic. The agenda provided options in which members of the public could participate. ROLL CALL A regular meeting of the Board of Directors was called to order by President Hockett at 1:00 p.m. Secretary of the District Katie Young called roll: PRESENT: Members: Lauritzen (joined during Item 1), Pilecki, McGill (joined during Item 1), Williams, Hockett ABSENT: None PUBLIC COMMENT PERIOD No comments. INTERNAL AUDIT BOARD WORKSHOP 1. Conduct the 2023 Internal Audit Workshop Benjamin Johnson, Internal Auditor reviewed the presentation included in the agenda material. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. February 23, 2023 Special Board Meeting Agenda Packet- Page 27 of 122 Page 3 of 4 CENTRAL CONTRA COSTA SANITARY DISTRICT February 9, 2023 Special Board Meeting Minutes -Page 2 In response to question posed by Member Pilecki regarding staff's role in the audit process, Mr. Johnson advised that staff plays an important role providing all of the ins and outs of their positions, data and other information for the foundation of the audit report. President Hockett stated her appreciation for Mr. Johnson's position and hopes that employees understand his role and what he does. Member Pilecki inquired if Mr. Johnson needed any additional support or resources to be able to perform his job effectively. Mr. Johnson believes he has the tools he needs to adequately perform his role and that General Manager Roger Bailey has been extremely supportive and helpful if he has needed additional support/resources. Member Lauritzen left the meeting. Member Pilecki asked if there would be an audit completed on the tool loaning program at the treatment plant as well at the Collection System Operations office. Mr. Johnson responded that it could be included in the asset review for 2023. In response to a question posed by Member Pilecki about computerizing the permit process, Mr. Johnson advised that staff needs to look at technology and ways to make the process more efficient to adhere to the younger demographics. General Manager Roger S. Bailey stated that he is incredibly supportive of the audit function and is grateful for the Board's support. Discussion ensued about the threat of litigation and closed sessions regarding personnel evaluations. Member Pilecki provided the following list of future audit topics.- - opics:- The change order and agreement reporting on capital projects and in various professional services agreements. - Process for tracking consultant contracts, agreements, and on-call agreements. - Risk Management program and the controls and procedures when an overflow occurs. Mr. Johnson advised that there are plans in 2024 to take a look at the procedures and processes around consultants. As for Risk Management, there is ample opportunity for an internal audit and discussions with the Risk Management department have already begun. BOARD ACTION: Held the workshop. Member Lauritzen rejoined the meeting. February 23, 2023 Special Board Meeting Agenda Packet- Page 28 of 122 Page 4 of 4 CENTRAL CONTRA COSTA SANITARY DISTRICT February 9, 2023 Special Board Meeting Minutes -Page 3 ANNOUNCEMENTS Mr. Bailey informed the Board that the pilot program for the self-service Recreational Vehicle (RV) Disposal Station will be opened to the public beginning Monday, March 6, 2023 at no charge. The hours of operation were recommended as 7:00 am to 7:00 pm, seven days a week. ADJOURNMENT The meeting was adjourned at 2:18 p.m. Barbara D. Hockett President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Katie Young Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California February 23, 2023 Special Board Meeting Agenda Packet- Page 29 of 122