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Home My WebLink About14.e. Committee Minutes-Administration 02-07-2023 Page 1 of 6 Item 14.e. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: FEBRUARY7, 2023 -ADMINISTRATION COMMITTEE - CHAIR LAURITZEN AND MEMBER MCGILL Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 02-07-23 meeting February 23, 2023 Special Board Meeting Agenda Packet- Page 115 of 122 Page 2 of 6 _- 4r16), CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392 BOARD OF DIRECTORS: BARBARA D.11 REGULAR MEETING OF THE °CKETT President CENTRAL CONTRA COSTA MARIAHN LAURITZEN SANITARY DISTRICT President Pro Tem ADMINISTRATION COMMITTEE MICHAEL J.PILE LL TAD J. CKI DAVID R. WILLIAMS MINUTES PHONE: (925)228-9500 Tuesday, February 7, 2023 FAX.- (925)372-0192 9:30 a.m. www.eentralsan.org (All attendees participated via videoconference) Committee: Chair Mariah Lauritzen Member Mike McGill Guest: Craig Miller, KIS Staff. Roger S. Bailey, General Manager (joined during Item 4.a.) Kent Alm, District Counsel Katie Young, Secretary of the District Philip Leiber, Director of Finance and Administration (joined during Item 4.a.) Emily Barnett, Communications and Government Relations Manager (joined during Item 4.b.) Benjamin Johnson, Internal Auditor Charles Mallroy, Information Technology Manager Teji O'Malley, Human Resources and Organizational Development Manager Lori Schectel, Environmental and Regulatory Compliance Division Manager (left after Item 4.b.) Tim Hiteshew, Project Manager/Business Analyst Amanda Cauble, Associate Engineer Christina Gee, Management Analyst Heather Ramamurthy, Management Analyst (left during Item 4.d.) Russ Leavitt, Engineering Assistant III (left after Item 4.c.) Joe Jackson, Environmental Compliance Inspector I (left during Item 4.d.) 1. Notice This meeting was conducted virtually in accordance with the provisions stipulated in Assembly Bill 361 and adopted on February 2, 2023, by the Central San Board February 23, 2023 Special Board Meeting Agenda Packet- Page 116 of 122 Page 3 of 6 Administration Committee Minutes February 7, 2023 Page 2 of Directors. The agenda included instructions for options in which the public could participate in the meeting. 2. Call Meeting to Order Chair Lauritzen called the meeting to order at 9:31 a.m. 3. Public Comments None. 4. Agenda Items a. Hold discussion and provide direction to staff on Board Policy No. BP 007 - Teleconferencing The Committee Members reviewed and provided input on the existing Board Policy, including the following items: • Adding the ability to use any form of communication (i.e., Zoom, Teams, conference call, etc.) to attend the Board Meetings. • Under Guidelines Item B, requested cleaning up the language to state verbal or written communication with an acknowledgement from the Secretary of the District. • Checking if the teleconferencing location must be ADA compliant. • Comparing Central San's policy to the state policy and pointing out the stricter rules for flexibility purposes. • Under Guidelines Item D, review/remove meeting etiquette. There was a discussion regarding adding language regarding the new Assembly Bill (AB) 2449. The Committee requested staff make the requested changes to BP 007 adding language regarding AB 2449 and return to the next Committee meeting for further review. Chair Lauritzen opined that under the current Brown Act law, she would prefer not to have to stop the meeting should connection be lost but would like to discuss that option when the policy returns. COMMITTEE ACTION: Reviewed the policy, provided input to staff, and requested the proposed policy return to the Committee at the March 14 Committee meeting. b. Review draft Position Paper to authorize the General Manager to execute an amendment to an existing professional consulting services agreement with Bernardo M. Ferdman, DBA Ferdman Consulting in an amount not to exceed $237,605 increasing the total cost ceiling to $343,356, to continue Diversity, Equity, and Inclusion (DEI) consulting and facilitation services through March 31, 2024 February 23, 2023 Special Board Meeting Agenda Packet- Page 117 of 122 Page 4 of 6 Administration Committee Minutes February 7, 2023 Page 3 Ms. O'Malley reviewed the draft Position Paper included in the agenda material. The proposed contract extension would be through March 2024. In response to a question posed by Member McGill, Ms. O'Malley provided a brief summary of where Central San is headed with DEI including creating an assessment tool to benchmark Central San's current status regarding the principles of diversity, equity, and inclusion and from that information, to identify areas where improvement may be needed. Mr. Bailey reminded the Committee that whatever areas the task force and Ad Hoc Committee may choose to work on, any changes in or new policies will have to be approved ultimately by the Board. Ms. Schectel advised that the information the task force receives through the assessment will inform a strategic action plan. The task force has already created a charter and mission and vision for the task force and plans to use the action plan as a road map to advance the DEI initative in the subsequent phase of the effort. There was a lengthy discussion regarding the assessment and what information will be needed regarding employment demographics. In response to a question posed by Chair Lauritzen regarding the satisfaction of service with Dr. Ferdman, several task force members spoke about his resourcefulness, knowledge and how they are impressed with his tack and ability to speak to a diverse group and involve everyone. Dr. Ferdman is providing direction and guidance to help the task force understand what DEI is and how to develop a program that is relevant and useful to Central San. Ms. Ramamurthy advised that she is a part of the assessment sub- committee and is very supportive of the consultant. She noted that she is keeping a mindful eye on the schedule to track deliverables carefully. Ms. Schectel assured the Committee that the task force is looking to move into the phase of actions and will be creating an action plan to accomplish the goals proposed by the task force, under the oversight of the Ad Hoc Committee and Board. It was noted that an article in the Lateral Connection will be completed in the next couple of months letting employees know the process and future steps to be completed. COMMITTEE ACTION: Recommended Board approval. February 23, 2023 Special Board Meeting Agenda Packet- Page 118 of 122 Page 5 of 6 Administration Committee Minutes February 7, 2023 Page 4 C. Receive semi-annual update on participation in Talksics Toastmasters Club Mr. Leavitt provided the Committee with an update on the Toastmasters Club stating that as of yesterday, there are ten members and meetings are well attended. He stated his appreciation of the Board's support in reimbursing members for their investment in education and the training. Member McGill expressed his appreciation for the program, and believes speaking abilities at all levels is very important and is happy the Board is a sponsor in this club. In response to a question posed by Member McGill regarding the promotion of the club, Mr. Leavitt stated that information is distributed through events held and in Central San's Lateral Connection. COMMITTEE ACTION: Received the update. d. Receive information regarding 2023 Internal Revenue Code (IRC) limits that apply for pension contributions and pension benefits Ms. O'Malley reviewed the chart regarding the IRC limit changes for 2023 included in the agenda material and answered minimal questions from the Committee Members. COMMITTEE ACTION: Received the information. e. Receive Strategic Plan Trackers for the second quarter of FY 2022-23 Ms. Gee reviewed the strategic plan trackers included in the agenda material. Member McGill expressed his concern regarding some of the items that have not reached their mark. Ms. Gee assured him that with the new Provisional Director of Operations appointed, items will not lose momentum and will be updated shortly. There was a discussion regarding stretch goals. COMMITTEE ACTION: Received information and provided input to staff. 5. Announcements None. February 23, 2023 Special Board Meeting Agenda Packet- Page 119 of 122 Page 6 of 6 Administration Committee Minutes February 7, 2023 Page 5 6. 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. 7. Future Scheduled Meetings Tuesday, March 14, 2023 at 9:30 a.m. Tuesday, April 4, 2023 at 9:30 a.m. Tuesday, May 2, 2023 at 9:30 a.m. 8. Announce Closed Session Chair Lauritzen announced that a closed session would be held for Item 9. Recess to Closed Session The Committee recessed at 10:43 a.m. to reconvene in closed session. 9. Closed Session a. Closed session pursuant to Government Code Section 54957(a) — Threat to public services or facilities Recess to Open Session The Committee recessed at 11:46 a.m. to reconvene in open session. 10. Report Out of Closed Session No Report. 11. Adjournment— at 11:47 a.m. February 23, 2023 Special Board Meeting Agenda Packet- Page 120 of 122