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Home My WebLink About15.c. Committee Minutes-Administration 07-11-2023Page 1 of 6 Item 15.c. 110ENTRAL SAN July 20, 2023 FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: JULY 11, 2023 -ADMINISTRATION COMMITTEE (SPECIAL)- CHAIR LAURITZEN AND MEMBER MCGILL Attached are minutes of the above Committee meeting. Strategic Plan Tie -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. 07-11-23 Administration Committee (Special) minutes July 20, 2023 Regular Board Meeting Agenda Packet - Page 106 of 112 Page 2 of 6 LCENTRAL SAN BOARD OF DIRECTORS: BARBARA D.H SPECIAL MEETING OF THE OCKETT President CENTRAL CONTRA COSTA MARIAHNLAURITZEN SANITARY DISTRICT President Pro Tem ADMINISTRATION COMMITTEE MICHAELR.MCGILL TAD J PILECKI M I N U T E S FLORENCE T WEDINGTON Tuesday, July 1 1 , 2023 PHONE: (925) 228-9500 10:00 a.m. FAX- (925) 372-0192 www.centralsan.org Committee: Chair Mariah Lauritzen Member Mike McGill Staff. Roger S. Bailey, General Manager (joined during Item 3.a.) Katie Young, Secretary of the District Philip Leiber, Deputy General Manager — Administration (arrived during Item 3.a.) Greg Norby, Deputy General Manager — Operations Charles Mallory, Information Technology Manager Kevin Mizuno, Finance Manager Nitin Goel, Operations Optimization Manager Dennis Chebotarev, Project Manager/Business Analyst (left after Item 3.a.) Khae Bohan, Asset Management Program Administrator (left after Item 3.b.) Heather Ramamurthy, Management Analyst (left after Item 3.a.) Eileen Hansen, Records Program Administrator Call Meetina to Order Chair Lauritzen called the meeting to order at 10:00 a.m. 2. Public Comments None. 3. Items for Committee Recommendation to Board a. Review draft Position Paper to authorize the General Manager to approve a two-year agreement with Emtec Consulting Services LLC (Emtec) for $612,000 for maintenance services and for enhanced functionality supporting the Enterprise Resource Planning (ERP) system July 20, 2023 Regular Board Meeting Agenda Packet - Page 107 of 112 Page 3 of 6 Administration Committee Minutes (Special) July 11, 2023 Page 2 Mr. Mallory reviewed the draft Position Paper included in the agenda materials. There was a discussion regarding the two-year agreement and the anticipated process in the following years. Mr. Mallory stated that he would like to consider other providers at that time to see if they can provide better service for the District prospectively. But at this time, having the vendor that configured the system is the best alternative and that is why a two year agreement with Emtec is proposed. Chair Lauritzen inquired about the scope of the work changing with staff taking on some of the required maintenance work. Mr. Mallory stated that the knowledge transfer and skills continue to be transferred through implementation and although staff is getting a better grasp on the system, there will always be a maintenance agreement required. In response to a question posed by Member McGill regarding full utilization of the system, Mr. Mallory responded that the District is likely using about 80% of the system functionality, with areas like contracts management, and some human resource related modules still being worked on. The Committee had no further questions and recommended Board approval. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to approve canceling a vacant Engineering Assistant III position (G-69, $4,418.26 - $5,342.16 Bi -weekly) and adding a GIS Analyst position (S-72, $4,766.73 - $5,770.59 Bi -weekly) Mr. Goel reviewed the draft Position Paper included in the agenda materials. He noted that the additional GIS Analyst will add more technical skills, better resource allocation for multiple projects, seamless knowledge transfer among GIS analysts, and stability to the group. The vacant Engineering Assistant III position is no longer needed. The Committee had no questions and recommended Board approval. COMMITTEE ACTION: Recommended Board approval. C. Review draft Position Paper to approve reclassification of the Records Program Administrator classification (S62: $3,755.98 - $4,543.29 bi- weekly) and incumbent Eileen Hansen to Deputy Secretary of the District (S71: $4,652.12 - $5,628.16 bi-weekly); salary adjustment for Deputy Secretary of the District classification from S62 ($3,755.98 - $4,543.29 bi- July 20, 2023 Regular Board Meeting Agenda Packet - Page 108 of 112 Page 4 of 6 Administration Committee Minutes (Special) July 11, 2023 Page 3 weekly) to S71 ($4,652.12 - $5,628.16 bi-weekly; add one Administrative Services Assistant position (S58: $3,416.76 - $4,128.78 bi-weekly); and cancel the vacant Assistant to the Secretary of the District position (S62: $3,755.98 - $4,543.29 bi-weekly) Ms. Young reviewed the draft Position Paper included in the agenda materials. Member McGill opined that the Secretary of the District office is functioning at a high level. The Committee had no questions and recommended Board approval. COMMITTEE ACTION: Recommended Board approval. d. Approve proposed revisions to Board Policy No. BP 001 - Employee Technology Purchase Assistance Program Ms. Mizuno reviewed the draft Position Paper included in the agenda materials. He provided the Committee with the proposed biennial updates to BP 001 including: • Updating title of policy to swap "computer" with "technology" to better reflect nature of program, which also provides low-interest loan assistance to employees for non -computer technology (i.e., i - pads, software, etc.); • Updating policy section to clarify program is only available for full- time non -probationary employees; • Updating purpose section to clarify goal of the program is to improve technical skills, which is broader and more appropriate than "computer skills" which was previously used, and • Increasing authorized loan range from $600 - $2,000 to $750 - $2, 500. Range has not been updated in several years and given higher than usual inflation in recent years it is justifiable to increase this slightly. In recent years, loans have been generally well above $750 with several reaching $2,000 limit. The $30,000 program cap is still expected to be sufficient. Member McGill inquired about the amount of outstanding loans the District currently has. Ms. Young advised that an annual report of this information will be provided to the Finance Committee in August. Mr. Leiber responded there have typically been about 10 loans outstanding with the balance well under the $30, 000 program cap. Chair Lauritzen inquired about raising the minimum amount for a loan. Mr. Mizuno explained that the proposed increase was also connected to the July 20, 2023 Regular Board Meeting Agenda Packet - Page 109 of 112 Page 5 of 6 Administration Committee Minutes (Special) July 11, 2023 Page 4 increase in inflation as well as inconsideration of the administrative burden to process loans by several employees in IT, Finance, and HR (payroll). Chair Lauritzen asked what the interest rate on the loan is. Mr. Mizuno advised that interest rate information is included in the Administrative Procedure (AP) and is based off the current Local Agency Investment Fund (LAIF) interest rate in effect at the time of the loan issuance. Mr. Mizuno also clarified that under the current policy, repayment of the loan is in equal installments of $100 per month on a bi-weekly pay period basis. The Committee had no further questions and recommended Board approval. COMMITTEE ACTION: Recommended Board approval. e. Approve proposed revisions to Board Policy No. BP 008 — Travel Expense Reimbursement Mr. Mizuno reviewed the draft Position Paper included in the agenda materials. He provided a summary of the proposed changes to the BP: • Revised descriptions of forms/reports to better reflect new paperless process in Oracle; • Corrected description of reference to travel -related internal administrative procedures; • Eliminated description of staff approval process, as this level of detail is covered in the administrative procedures; and • Clarified Finance Division also handles the "reimbursement process'; not just the "audit process" There was a discussion about the flight costs and ability to receive a cheaper flight when booking less than 30 days in advance. Member McGill inquired about the usage of valet parking when ample, close, and safe parking in unavailable. Mr. Leiber provided additional context on the valet restrictions and said that he would work with staff to come up with some exemption language to include in the AP for this policy. Mr. Bailey described the difference between an Administrative Procedure (AP) versus a Board Policy (BP) advising that AP's are reviewed and changed more frequently with greater detail. BP's are Board created documents that are brief and at the policy level. The Committee had no further questions and recommended Board approval. July 20, 2023 Regular Board Meeting Agenda Packet - Page 110 of 112 Page 6 of 6 Administration Committee Minutes (Special) July 11, 2023 Page 5 COMMITTEE ACTION: Recommended Board approval. 5. Announcements Mr. Bailey advised that he is currently attending the National Association of Clean Water Agency (NACWA) Conference in Louisville, Kentucky. 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, August 1, 2023 at 9:30 a.m. Tuesday, September 5, 2023 at 9:30 a.m. Tuesday, October 10, 2023 at °:ter 10:00 a.m. • Member McGill requested this meeting get moved to a 10 a.m. start time. Chair Lauritzen agreed. 8. Adjournment — at 10:41 a.m. July 20, 2023 Regular Board Meeting Agenda Packet - Page 111 of 112