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HomeMy WebLinkAboutBOARD MINUTES 07-11-23 (Special)110ENTRAL SAN *MINUTES SPECIAL BOARD MEETING Multi -Purpose Room Tuesday, July 11, 2023 4:00 p.m. Open Session — Multi -Purpose Room (Video recorded) ROLL CALL BOARD OF DIRECTORS. BARBARA D. HOCKETT President MARIAHN. LAURITZEN President Pro Tenz 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. Book 71— Page 133 CENTRAL CONTRA COSTA SANITARY DISTRICT July 11, 2023 Special Board Meeting Minutes — Book 71— Page 134 . These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan. org. 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 -Tern 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. CENTRAL CONTRA COSTA SANITARY DISTRICT July 11, 2023 Special Board Meeting Minutes - Book 71- Page 135 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 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: CENTRAL CONTRA COSTA SANITARY DISTRICT July 11, 2023 Special Board Meeting Minutes — Book 71— Page 136 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. 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 4Dis rict Central Contra Costa Sa itary District County of Contra Costa, State of California