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HomeMy WebLinkAboutAdministration MINUTES 12-5-23 (Special)Page 2 of 7 LCENTRAL SAN BOARD OF DIRECTORS: SPECIAL MEETING OF THE BARRARA°.IIOCKETT President CENTRAL CONTRA COSTA MARIAHNLAURITZEN SANITARY DISTRICT President Pr°Tern ADMINISTRATION COMMITTEE MICHAELR.MCGILL TAD J PILECKI FLORENCE T. WEDINGTON MINUTES PHONE: (925) 228-9500 Tuesday, December 5, 2023 8:30 a.m. FAX.- (925) 372-0192 www.centralsan.org (-:nmmittPP Chair Mariah Lauritzen Member Mike McGill Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Greg Norby, Deputy General Manager - Operations Philip Leiber, Deputy General Manager —Administration Charles Mallory, Information Technology Manager Lori Schectel, Enviromental and Regulatory Compliance Division Manager Nitin Goel, Operations Optimization Manager Teji O'Malley, Human Resources and Organizational Development Manager Emily Barnett, Communications and Governmental Relations Manager Dana Lawson, Senior Engineer Colleen Henry, Environmental Compliance Program Administrator Michael Cunningham, Associate Engineer Ann Vallee, Community Affairs Representative Heather Ramamurthy, Management Analyst - IT Kelsey Lansang, Graphics Specialist 1. Call Meeting to Order Chair Lauritzen called the meeting to order at 8:30 a.m. 2. Public Comments None. December 21, 2023 Regular Board Meeting Agenda Packet - Page 443 of 461 Page 3 of 7 Administration Committee Minutes December 5, 2023 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper to Conduct a public hearing to receive comment and consider adopting codified Ordinance No. amending District Code Titles 6, 7, and 10 Ms. Lawson reviewed the draft Position Paper included in the agenda materials. As part of a periodic review of the District Code, staff has identified various changes required in order to conform with external requirements, internal practices, and to otherwise enable the more efficient management of Central San' s operations. • Capacity Fee Credits to align current practices with District Code. • Procedures to quitclaim or vacate real property interests. Staff is recommending revisions to procedures to quitclaim or vacate real property interests. This would allow delegation of authority to the General Manager, or their designees, to execute and record quitclaims. • Reporting Requirements- Changes to allow submittal of electronic documents using a system compliant with 40 CFR Part 3--Cross-Media Electronic Reporting. The proposed changes to this Section requires notification to the Regional Water Quality Control Board, which was made on October 6, 2023. They had 45 days to review (until November 20, 2023); and no comments were received, therefore it is approved. • Interceptor/Trap Maintenance Standards - Addition of `grease traps' to part of Central San's Interceptor/Trap Maintenance Standards. The proposed change to this Section requires notification to the Regional Water Quality Control Board, which was made on October 6, 2023. They had 45 days to review (until November 20, 2023); and no comments were received, therefore it is approved. Ms. Lawson advised that the public hearing will be held on December 21. The Committee had no questions and recommended Board approval. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to Adopt (1) a Resolution No. 2023- XXX delegating authority to the General Manager to execute quitclaims and authorizing staff to record the documents with the Contra Costa County Clerk -Recorder's Office, and (2) corresponding revisions to Board Policy No. 037 — Delegation of Authority to General Manager December 21, 2023 Regular Board Meeting Agenda Packet - Page 444 of 461 Page 4 of 7 Administration Committee Minutes December 5, 2023 Page 3 Ms. Lawson reviewed the draft Position Paper included in the agenda materials advising that this item is in relation to the District Code updates discussed in the previous item. There was a discussion regarding adding the language to the District Code update regarding an irrevocable offer of dedication and going through the quitclaim process. The Committee recommended Board approval with the caveat to discuss adding language regarding irrevocable trust with District Counsel. COMMITTEE ACTION: Recommended Board approval. C. Review draft Position Paper to update Board Policy (BP) No. 009 - Cell Phone Reimbursement Ms. O'Malley reviewed the draft Position Paper included in the agenda materials. She advised that the following changes are being proposed: A clear distinction between a reimbursement and a stipend as one is non-taxable and other is taxable. Updates to reflect current procedures to begin the reimbursement and the stipend as those are now handled by two different divisions, Finance and Human Resources respectively. Updated terms throughout the document to reflect current technology and ease of reading. In response to a question posed by Chair Lauritzen on securing the cellular phone, Ms. O'Malley stated that all phones must have passwords and cannot be easily accessed. Mr. Mallory noted that the Information Technology (IT) staff has a program where all items associated with Central San can be removed should a phone be compromised. Member McGill stated that the $150 allowance seems low considering the cost of most new phones. Ms. O'Malley responded that the issue is a negotiated benefit. Member McGill inquired about the need for a Board Policy if the information is included in the Memorandum of Understanding (MOU). Mr. Bailey advised that staff would check with District Counsel. COMMITTEE ACTION: Recommended Board approval and requested researching the need for the Board Policy with District Counsel. December 21, 2023 Regular Board Meeting Agenda Packet - Page 445 of 461 Page 5 of 7 Administration Committee Minutes December 5, 2023 Page 4 d. Review draft Position Paper to authorize the General Manager to execute an amendment to an existing professional consulting services agreement with Bernardo M. Ferdman, DBA Ferdman Consulting in an amount not to exceed $74,000 increasing the total cost ceiling to $417,356 to continue Diversity, Equity, and Inclusion (DEI) consulting and facilitation services through April 30, 2024 Ms. O'Malley reviewed draft Position Paper included in the agenda materials. She reviewed and highlighted the scope of work which include: • Finalizing the DEI Assessment Report. • Supporting the DEI task force to develop and finalize the draft DEI strategic plan. • Holding workshops with the leadership team to solicit input on the draft strategic plan and plan for implementation. • Holding workshops with District staff to roll out the final DEI strategic plan. It was noted that Mr. Ferdman would be using two associates whose costs are included on the attachments in the agenda materials. Member McGill stated that he is happy with the process so far and that Central San needs to complete this. He noted that since starting the effort, some of the District's constituents are less enamored by DEI and he believes it's time to move forward. He stated that it will take a champion at the leadership level to keep moving forward and complete the implementation. Chair Lauritzen stated that she wants to see DEI through until the end and will be supporting this effort. She reiterated that she sees this as an investment and finalizing the DEI strategic plan needs to happen soon. Mr. Leiber advised that the updated strategic plan for FY 2024-26 is being completed and will integrate strategies and goals from the DEI effort. It was noted that components of the draft Strategic Plan will be brought to the December 21 Board meeting for review and approval. The Committee had no further comments and recommended Board approval. COMMITTEE ACTION: Recommended Board approval. December 21, 2023 Regular Board Meeting Agenda Packet - Page 446 of 461 Page 6 of 7 Administration Committee Minutes December 5, 2023 Page 5 e. Review draft Position Paper and adopt Resolution No. 2023-XXX outlining the employment salary and benefits of the unrepresented at -will employees' group and rescind Resolution No. 2022-020 Ms. O'Malley reviewed the draft Position Paper included in the agenda materials. She advised that this item is essentially a clean-up item to add the following information into the unrepresented at -will employees Resolution: 1. The addition of Juneteenth as a District observed holiday. 2. The replacement of one of the two District "core" Ca/PERS medical plans with Anthem Blue Cross Traditional HMO now that Health Net SmartCare is no longer being offered by Ca1PERS effective January 1, 2024. 3. The deletion of Section N that provides for a registration differential for those unrepresented employees that hold a Certified Public Accountant (CPA), Professional Engineer (PE) and Land Surveyor (LS) license as long as their job classification does not require such license. This provision is no longer applicable to the unrepresented employees. Mr. Bailey advised that the following people are included in this Resolution: Deputy General Managers, Human Resources and Organizational Development Manager and the Internal Auditor. Member McGill believes it is a mistake to drop the professional registration license and that Central San should be encouraging them. Mr. Bailey advised that the conversation would be better held in closed session as that topic is a negotiation issue. The Committee agreed with the proposed changes but requested the issue regarding professional registration be added to a closed session in a future meeting. COMMITTEE ACTION: Recommended Board approval. 4. Other Items a. Discussion on how to incorporate the use of Artificial Intelligence (AI) at the District Mr. Mallory reviewed the presentation included in the agenda materials. Ms. Lansang explained how Al and communications are used to benefit in communicating with customers and how staff has become early adopters in these tools. Central San staff is beta testing a program for Adobe December 21, 2023 Regular Board Meeting Agenda Packet - Page 447 of 461 Page 7 of 7 Administration Committee Minutes December 5, 2023 Page 6 products. Ms. Lansang showed the Committee successfully generated photos included in the agenda materials and explained the process. It was noted that the process by hand would take hours and Al would save time. Chair Lauritzen expressed concerns about some potential use of Al (including changing photos) and requested a policy that addresses ethics issues in the use of Al. Mr. Goel reviewed slide 8 in the presentation providing the Committee more detailed information regarding the pilot testing occurring on the treatment plant influent pumping and solids dewatering centrifuge polymer dose through Aquasight's Apollo process advisor tool using Al. Mr. Mallory stated that there is a lot of potential in all departments in regard to Al, but there are still issues regarding potential ethical issues, security, and the need for continued human involvement in reviewing outputs and in decision making. Staff has started putting together a draft policy and will bring it back to the Committee at a future meeting. The Committee requested this item come back for an annual update. COMMITTEE ACTION: Received the information. 5. Announcements None. 6. Suaaestions for Future Aaenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items As mentioned above, the Committee requested the following future items: 1. More information on the legal need for BP 009. 2. A Closed Session regarding professional registration differentials. 3. Annual updates on Al implementation at Central San. COMMITTEE ACTION: Received the list and provided input to staff. 7. Future Scheduled Meeti 2024 Committee schedule to be determined. 8. Adjournment — at 9:57 a.m. December 21, 2023 Regular Board Meeting Agenda Packet - Page 448 of 461