HomeMy WebLinkAbout15.c. Committee Minutes-Administration 03-22-2023 Page 1 of 5
Item 15.c.
CENTRALSAN
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CENTRAL CONTRA COSTA SANITARY DISTRICT
April 6, 2023
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: MARCH 22, 2023 - SPECIAL ADMINISTRATION COMMITTEE - CHAIR
LAURITZEN AND MEMBER MCGILL
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. Minutes of 03-22-23 meeting
April 6, 2023 Regular Board Meeting Agenda Packet- Page 147 of 176
Page 2 of 5
CENTRAL SAN
CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-A392
BOARD OF DIRECTORS:
SPECIAL MEETING OF THE BARBARA D.HOCKETT
President
CENTRAL CONTRA COSTA MARIAHNLAURITZEN
SANITARY DISTRICT President Pro Tem
ADMINISTRATION COMMITTEE MICHAELR.MCGILL
TAD J PILECKI
DIVISION 3-VACANT
MINUTES
PHONE: (925)228-9500
Wednesday, March 22, 2023 FAX.- (925)372-0192
9:30 a.m. www.centralsan.org
Committee:
Chair Mariah Lauritzen
Member Mike McGill
Staff.-
Roger S. Bailey, General Manager
Katie Young, Secretary of the District
Danea Gemmell, Provisional Director of Engineering and Technical Services
Philip Leiber, Director of Finance and Administration
Benjamin Johnson, Internal Auditor
Charles Mallory, Information Technology Manager
Kevin Mizuno, Finance Manager
Teji O'Malley, Human Resources and Organizational Development Manager
Dennis Chebotarev, Project Manager/Business Analyst
Jerry Ledbetter, Environment, Health and Safety Program Manager (left after Item 3.a.)
1. Call Meeting to Order
Chair Lauritzen called the meeting to order at 9:33 a.m.
2. Public Comments
None.
3. Items for Committee Recommendation to Board
a. Receive Environment, Health, and Safety Program 2022 Annual Report
Mr. Ledbetter reviewed the presentation included in agenda materials and
answered minimal questions from the Committee members.
April 6, 2023 Regular Board Meeting Agenda Packet- Page 148 of 176
Page 3 of 5
Administration Committee Minutes
March 22, 2023
Page 2
In regard to the discussion of various injury types, Chair Lauritzen asked
about the weight limit that an employee can lift. Ms. O'Malley advised that
it is based off the job classification and staff is encouraged to use
equipment to help life heavy objects.
There was praise for the collection system employees who have gone a
full year with no lost time and staff in plant operations have gone over 789
days without lost time.
Member McGill inquired about virtual safety training when teleworking. Ms.
O'Malley advised that staff is encouraged to do so if necessary.
Member McGill stated that he was impressed with the data and
appreciated the report.
COMMITTEE ACTION: Recommended Board receipt.
b. Review draft Position Paper to consider adopting new Board Policy No.
BP 049 — Grants
Mr. Mizuno reviewed the draft Position Paper, introduced the new Board
Policy, and answered minimal questions from the Committee.
Mr. Mizuno noted that there has been an increase activity in obtaining
grants for the District. Staff recommends having the policy in place to
create a foundation for the administrative procedures. The main purpose
for the policy is to ensure that appropriate procedures are in place, and
responsible individuals are appointed to ensure that grant requirements
are met. In addition to the Grant policy, an accompanying Administrative
Procedure provides staff with more detail about how the policy will be
implemented.
COMMITTEE ACTION: Recommended Board approval.
C. Review proposed revisions to Board Policy No. BP 007 -Teleconferencing
and hold discussion
Ms. Young reviewed the proposed revisions to the policy that was created
after the discussions held at the previous Administration Committee
Meeting, included in the agenda materials.
Member McGill complimented staff on a well written, understandable,
concise policy.
Regarding allowable circumstances by which a Board member could
request to participate in a meeting via teleconferencing, Chair Lauritzen
inquired about the definitition of the word "child"and requested staff
April 6, 2023 Regular Board Meeting Agenda Packet- Page 149 of 176
Page 4 of 5
Administration Committee Minutes
March 22, 2023
Page 3
consult with District legal counsel to determine if foster child, step-child,
etc. are included in that definition, and whether the verbiage could be
changed to state "dependent"if that term would be more inclusive of those
and other arrangements for which this may be permissible.
Due to the discussion of that word, Ms. Young advised that this policy
would be under regular board action for clarification of the wording by
District Counsel at the next Board meeting.
Other than the minor word comment, both Committee Members
recommended Board approval.
COMMITTEE ACTION: Recommended Board approval.
d. Review material in advance of April 6, 2023 public hearing for annual
review of Board Member compensation and benefits
Ms.Young presented the materials included in the agenda packet for
discussion and answered minimal questions from the Committee
members.
Chair Lauritzen requested a chart be included regarding the impact of
inflation on the Board stipends.
There were no further questions.
COMMITTEE ACTION: Recommended Board conduct a public
hearing.
4. Other Items
a. Receive update on Enterprise Resource Planning (ERP) System Project
Mr. Chebotarev reviewed the presentation included in the agenda
materials. There was a discussion on issues that had previously occurred
with paystubs.
Mr. Bailey advised that staff has done their due diligence changing over to
the new system and the process has been challenging, but staff continues
to work out the kinks. Mr. Leiber discussed some of the challenges,
including higher support costs than anticipated, but noted that support
costs with Emtec are expected to decline as the initial issues with the
system are resolved, and staff become more familiar with it.
Member McGill praised staff for working their way through the ERP
conversion.
April 6, 2023 Regular Board Meeting Agenda Packet- Page 150 of 176
Page 5 of 5
Administration Committee Minutes
March 22, 2023
Page 4
It was noted that staff is working with Emtec on renewing the contract to
reduce costs to be more efficient.
COMMITTEE ACTION: Received the update.
5. Announcements
None.
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.
7. Future Scheduled Meetings
Tuesday, April 4, 2023 at 9:30 a.m.
Tuesday, May 2, 2023 at 9:30 a.m.
Tuesday, June 6, 2023 at 9:30 a.m.
8. Adjournment— at 11:30 a.m.
April 6, 2023 Regular Board Meeting Agenda Packet- Page 151 of 176