Loading...
HomeMy WebLinkAbout16.b. October 31, 2023 - Administration Committee Minutes (Special) Page 1 of 6 Item 16.b. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT November 16, 2023 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: OCTOBER 31, 2023 - SPECIAL ADMINISTRATION COMMITTEE - CHAIR LAURITZEN AND MEMBER MCGILL Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Administration Minutes 10-31-23 November 16, 2023 Regular Board Meeting Agenda Packet- Page 170 of 175 Page 2 of 6 _-4r16), CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392 BOARD OF DIRECTORS: SPECIAL MEETING OF THE RARBARA°.H°CKETT President CENTRAL CONTRA COSTA MARIAHN LAURITZEN SANITARY DISTRICT President Pro Tent ADMINISTRATION COMMITTEE MICHAELR.MCGILL TAD J.PILECKt FLORENCE T. WEDINGTON MINUTES PHONE: (925)228-9500 Tuesday, October 31, 2023 FAX.- (925)372-0I92 8:30 a.m. www.eentralsan.org Committee: Chair Mariah Lauritzen Member Mike McGill Staff. Roger S. Bailey, General Manager (arrived during Item 3.a.) Katie Young, Secretary of the District Greg Norby, Deputy General Manager — Operations Philip Leiber, Deputy General Manager— Administration Danea Gemmell, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Manager Benjamin Johnson, Internal Auditor (left during Item 3.a.) Charles Mallory, Information Technology Manager Kevin Mizuno, Finance Manager Teji O'Malley, Human Resources and Organizational Development Manager Stacey Durocher, Administrative Services Assistant 1. Call Meeting to Order Chair Lauritzen called the meeting to order at 8:31 a.m. 2. Public Comments None. November 16, 2023 Regular Board Meeting Agenda Packet- Page 171 of 175 Page 3 of 6 Administration Committee Minutes (Special) October 31, 2023 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper to consider revisions to Board Policy No. BP 048 - Budget Mr. Mizuno provided an overview of the Position Paper included in the agenda materials. Regarding Item 11, Mr. Mizuno advised that the language has been updated to clarify the action that may be taken to achieve rate stability and prevent over-sizing of the Capital Improvement Budget (CIB). The General Manager may request Board approval for any unspent CIB appropriations for active projects all or in part to the sewer construction fund reserves. Regarding Item 12, Mr. Mizuno advised that the language has been changed from "one of the three options"to say "one or more of the options"listed could be used. In response to Member McGill question regarding adding the contingency carryforward in the Budget Policy, Mr. Mizuno stated that making a change to this now could impact Central San's long-term financial plan and was better deferred until that plan is reviewed in the spring. He added that the key thing is to have this policy amended to accommodate the actions already approved by the Board for Fiscal Year 23-24 and to discuss the carryforward in more detail at the Financial Workshop in January 2024. Mr. Leiber added that staff needs more time to explore the carryforward options. Member McGill agreed. Ms. Gemmell added that in previous years, the CIB generally had $1 to $2 million dollars each year in the financial budget. This year the amount increased to $5 million in proportion to the increase in the total CIB compared to previous years. She confirmed this will be part of the discussion at the Financial Workshop. The Committee had no further questions. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to update Board Policy No. BP 018 - Sick Leave for Temporary Employees Ms. O'Malley provided an overview of Board Policy No. BP-018— Sick Leave for Temporary Employees. She stated Senate Bill 616 was passed in 2014 amending existing legislation regarding the Healthy Workplaces/Healthy Families Act of 2014, requiring all California employers to provide temporary employees a minimum of 24 hours of sick leave per 12-month period. With the recent passing of Senate Bill 616 employers are now required to increase sick leave for temporary employees from 24 hours to 40 hours effective January 1, 2024. November 16, 2023 Regular Board Meeting Agenda Packet- Page 172 of 175 Page 4 of 6 Administration Committee Minutes (Special) October 31, 2023 Page 3 Chair Lauritzen asked if sick leave accumulated. Ms. O'Malley responded no that it is per calendar year. She stated that the statute gives employers different options, however Central San has added that the sick leave hours are provided to the temporary employee in full on January 1 of each year and that it is not accrued. In response to a question from Member McGill regarding unused sick leave, Ms. O'Malley said that Central San does not try to collect the time from the employee at separation but if there is a balance it comes back to the District as unused accruals. She also stated that there is a 90-day waiting period before the benefit can be used. Member McGill mentioned that he did not recall hearing about this Senate Bill in advance. Ms. O'Malley confirmed that she was not aware of it either until recently but added it could have been a last-minute addition. Member McGill requested a future agenda item on more active engagement during the year on proposed legislation. COMMITTEE ACTION: Recommended Board approval. C. Review and consider adopting Central San's Mission, Vision, Values and Goals for the Fiscal Years 2024-26 Strategic Plan Mr. Leiber provided an overview of the presentation included in the agenda materials. He stated that the items included in this report are reflective of the Board's recommendations from the September 21, 2023 Board meeting. Chair Lauritzen referenced Attachment 1 — Diversity, Equity, and Inclusion (DEI) and would like to see broader language to not just focus areas in the workplace but beyond. Mr. Leiber acknowledged that the language should be broader and should capture more of the DEI taskforce action plan as that is developed. Mr. Leiber also mentioned that the four pillars will be discussed at the DEI workshop to make sure the District is heading in the right direction. Member McGill echoed the same concern as Chair Lauritzen and said this language should include customers, the public, contractors, and consultants etc. Mr. Leiber said one of the four pillars will address those external items and that this would be outlined at the November 2nd DEI workshop. Member McGill said he was very impressed with the presentation given to the full Board and commended Mr. Leiber for his work. COMMITTEE ACTION: Recommended Board approval. November 16, 2023 Regular Board Meeting Agenda Packet- Page 173 of 175 Page 5 of 6 Administration Committee Minutes (Special) October 31, 2023 Page 4 4. Other Items a. Receive FY 2022-23 Strategic Plan Annual Report and Trackers Mr. Leiber provided an overview of the presentation included in the agenda materials. Goal Three — Workplace Diversity & Development, Mr. Leiber mentioned performance evaluations did not meet the 100 percent goal. Chair Lauritzen asked if performance evaluations were trending up. Mr. Bailey said yes, but it needs to be at 100 percent, and it should be emphasized that this is a mandatory requirement for each employee to get an annual performance review. Mr. Leiber mentioned that performance on this metric is likely to be improved over time by aligning the review period with the end of the fiscal, which also syncs up with the planning process and goal setting for the year. This may be done in phases. Chair Lauritzen asked if there was a pattern with groups of people not getting their performance reviews. Ms. O'Malley said no. Mr. Bailey said there is really no good excuse and it should remain on the radar. Member McGill said he understands the difficulty with reviewing employees and that it doesn't come naturally. Mr. Bailey agrees that sychronizing annual performance reviews on a fiscal year basis is a more strategic approach and wants this requirement added to the goals. Chair Lauritzen asked if the metric for Don't Just Fix It— Improve It workorders meant that 11 were completed or were 11 submitted and completed in total. Mr. Norby responded that was the number that were reported and completed. Member McGill said as he read through this document he was impressed with what staff has been able to achieve. Mr. Bailey said it is important to be realistic. Further discussion ensued. Mr. Leiber thanked Temporary Employee, Rebecca Polcyn for her hard work on the graphic design and organization of the annual report. COMMITTEE ACTION: Received report. b. Receive Strategic Plan Trackers for the first quarter of Fiscal Year (FY) 2022-24 Mr. Leiber provided an overview of the presentation included in the agenda materials. He stated that there has been some significant updates in the metrics due to changes in staffing. November 16, 2023 Regular Board Meeting Agenda Packet- Page 174 of 175 Page 6 of 6 Administration Committee Minutes (Special) October 31, 2023 Page 5 Member McGill asked if Management was concerned with anything on this list. Mr. Leiber said that staff had hoped to report being on track to meet 90 percent of the Capital expenditures but is off to a slow start at 54 percent. COMMITTEE ACTION: Received report. 5. Announcements Mr. Bailey reminded everyone of the DEI discussion on Thursday. 6. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items • As mentioned above, Member McGill requested a discussion about additional engagement on legislative items. • Chair Lauritzen requested an update on the progress with performance reviews reaching 100 percent. COMMITTEE ACTION: Received the list and provided input to staff. 7. Future Scheduled Meetings Tuesday, December 5, 2023 at 8:30 a.m. 8. Adjournment — at 9.35 a.m. November 16, 2023 Regular Board Meeting Agenda Packet- Page 175 of 175