HomeMy WebLinkAbout02.c. Approve minutes of meeting held 07-11-2023Page 1 of 5
Item 2.c.
LCENTRAL SAN
July 20, 2023
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: JULY 11, 2023 SPECIAL BOARD MEETING MINUTES
Attached are the draft minutes of the above Board meeting.
Strategic Plan re -In
GOAL ONE: Customer and Community
Strategy 1— Deliver high-quality customer service
GOAL FOUR: Governance and Fiscal Responsibility
Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility, Strategy 2 - Encourage and facilitate
public participation
ATTACHMENTS:
1. Draft Special Board minutes 07-11-23
July 20, 2023 Regular Board Meeting Agenda Packet - Page 18 of 112
LCENTRAL SAN
*MINUTES
SPECIAL BOARD MEETING
Multi -Purpose Room
Tuesday, July 11, 2023
4:00 p.m.
DRAFT
Open Session — Multi -Purpose Room
(Video recorded)
ROLL CALL
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BOARD OF DIRECTORS:
BARBARA D.HOCKETT
President
MARIAHN LAURITZEN
President Pro Tent
MICHAEL R. MCGILL
TAD J PILECKI
FLORENCE T WEDINGTON
A special meeting of the Board of Directors was called to order at 4:00 p.m. Attendance
was as follows:
PRESENT.- Members: Lauritzen, McGill, Pilecki, Wedington, Hockett
ABSENT. Members: None
PUBLIC COMMENT PERIOD
No comments.
REQUEST TO CONSIDER MATTERS OUT OF ORDER
None.
ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7)
Secretary of the District Katie Young announced that a closed session would be held for
Item 1.
RECESS TO CLOSED SESSION
The Board recessed at 4:02 p.m. to reconvene in closed session in the Caucus
Room.
These summary minutes are supplemented by a corresponding video recording available on the
District's website at centralsan.org.
July 20, 2023 Regular Board Meeting Agenda Packet - Page 19 of 112
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CENTRAL CONTRA COSTA SANITARY DISTRICT
July 11, 2023 Special Board Meeting Minutes — Page 2
Closed Session
(Not video recorded)
CLOSED SESSION
Personnel matters pursuant to Government Code Section 54957(b)(1) -
Performance Evaluations for following members of Executive Management
Team: General Manager and Secretary of the District
RECESS TO OPEN SESSION
The Board recessed at 6:15 p.m. to reconvene in open session in the Board Room.
REPORT OUT OF CLOSED SESSION
President Hockett stated that direction was given to the President and President
Pro -Tem on future steps.
2. Board Members — Other Items
a. Hold discussion and debrief on the Board vacancy appointment process
Member Lauritzen and Member Pilecki provided handouts to the Board Members
as a starting point for the discussion (Attached).
Member Lauritzen indicated that she would like staff to give some options as to
criteria of a future Board Member. She opined that it would have been a more
transparent process if Board Members had identified their candidate selection
criteria.
Member Pilecki said if the Board wanted to define criteria, they could have that
discussion prior to the application process.
There was a lengthy discussion on specific criteria and when it should be created
to be completely transparent.
Member McGill left the meeting due to a schedule conflict.
Member Pilecki opined that one of the main issues in the 2023 process was that
the screening of candidates was done poorly, and that Board Members did not
have the same number of final candidates. Member Lauritzen suggested
focusing on a top number of candidates, like five.
Member Lauritzen believes interview questions should be completed in advance,
and could be screened prior to use by Central San's Diversity, Equity and
Inclusion (DEI) Task Force. Other things could be done up front like the notice of
July 20, 2023 Regular Board Meeting Agenda Packet - Page 20 of 112
Page 4 of 5
CENTRAL CONTRA COSTA SANITARY DISTRICT
July 11, 2023 Special Board Meeting Minutes — Page 2
vacancy. She requested staff create a policy or document with the following
information to the Administration Committee for initial review. (1) Schedule; (2)
Criteria; (3) Sample interview questions; and (4) Draft Notice of Vacancy. Finally,
she suggested this document be reviewed every four years.
District Counsel Kent Alm opined that staff could prepare a flow -chart document
as provided by Member Pilecki in order to provide context of what needs to be
accomplished by certain time periods.
General Manager Roger Bailey stated that he believes the process should be
close to how the District conducts interviews for employees; including developing
criteria (which could be individual or collective), and the Board could then decide
how to use that information. He advised that the policy could be brief and
reviewed every two years or be more detailed for more transparency to the
public.
Member Wedington requested a timeline with clear dates and requirements.
Member Pilecki opined that the criteria and interview questions should be
developed at the start of the process (or as early as possible).
Member Lauritzen stated that she would like guidance included for interview
times (such as 45 minutes).
Member Lauritzen mentioned three types of voting: plurality, approval and ranked
choice and indicated she would like the type of voting addressed in the document
as well.
Member Pilecki reflect on the information being requested in the document to be
reviewed further at the Administration Committee meeting in August including:
• Each Board Member should have criteria;
o Criteria should be applied in screening process, and then selection
process
• Process will be reviewed prior to schedule development
• Include a sample Notice of Vacancy
• Include sample interview questions and guidance for interview times.
• Complete by date dates included on steps
There was a general consensus on this information by all Board Member
present.
BOARD ACTION: Provided direction to staff to create a document regarding
the appointment of a new Board Member to include the following information:
criteria, sample interview questions, sample Notice of Vacancy, indicative
schedule and process flow and voting alternative. The Board directed staff to
bring this document to the Administration Committee for initial review.
July 20, 2023 Regular Board Meeting Agenda Packet - Page 21 of 112
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CENTRAL CONTRA COSTA SANITARY DISTRICT
July 11, 2023 Special Board Meeting Minutes — Page 2
ADJOURNMENT
The meeting was adjourned at 7:01 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
July 20, 2023 Regular Board Meeting Agenda Packet - Page 22 of 112