HomeMy WebLinkAbout15.a. Committee Minutes-Administration (Special) 01-11-2024Page 1 of 6
Item 15.a.
LICENTRAL SAN
February 1, 2024
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: JANUARY 11, 2024 - (SPECIAL) ADMINISTRATION COMMITTEE - CHAIR
MCGILLAND MEMBER HOCKETT
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. ADMIN (Special) Committee minutes 01-11-24
February 1, 2024 Regular Board Meeting Agenda Packet - Page 114 of 130
Page 2 of 6
LCENTRAL SAN
BOARD OF DIRECTORS:
SPECIAL MEETING OF THE
MARIAHNLAURITZEN
President
CENTRAL CONTRA COSTA
MICHAEL R. MCGILL
SANITARY DISTRICT
President Pro Tem
ADMINISTRATION COMMITTEE
BARBARAD. PILEC T
TAD J ILECKI
FLORENCE T WEDINGTON
M I N U T E S
PHONE: (925) 228-9500
FAX.- (925) 372-0I92
Tuesday, January 11, 2024
www.cetitralsan.org
8:30 a.m.
Cnmmittee:
Chair Mike McGill
Member Barbara Hockett
Staff. -
Roger S. Bailey, General Manager (arrived during Item 3.a.)
Katie Young, Secretary of the District
Greg Norby, Deputy General Manager — Operations (joined during Item 4.b.)
Philip Leiber, Deputy General Manager — Administration
Benjamin Johnson, Internal Auditor
Teji O'Malley, Human Resources and Organizational Development Manager
Stacey Durocher, Administrative Services Assistant
Call Meetina to Order
Chair McGill called the meeting to order at 8:30 a.m.
2. Public Comments
None.
3. Committee Charter
a. Review Committee Charter as set forth in Board Policy No. BP 013 —
Standing Committee Protocol, Guidelines and Charters
Chair McGill expressed concern regarding the liaison assignments and the
continuity with the Board Members as listed on Page 3 of 6 in BP 013
Standing Committee Protocol, Guidelines and Charter (BP 013). Ms.
Young explained that liaison assignments are part of BP 044 — Board
Leadership and Community Representation (BP 044).
February 1, 2024 Regular Board Meeting Agenda Packet - Page 115 of 130
Page 3 of 6
Administration Committee Minutes (Special)
January 11, 2024
Page 2
Chair McGill requested BP 013 and BP 044 be agendized for a future
meeting to clean up the language.
The Committee had no further questions.
COMMITTEE ACTION: Reviewed the Charter.
4. Items for Committee Recommendation to Board
a. Review draft Position Paper to update Board Policy No. BP 009 — Cell
Phone Reimbursement (BP 009)
Ms. O'Malley provided an overview of the Position Paper included in the
agenda materials. She explained that previous Committee Members
asked if BP 009 was necessary if the benefit was mandated by the
Memorandum of Understanding (MOU). Ms. O'Malley explained that after
review of the MOU, the District would have to keep the Policy because the
language in the MOU that allows for the benefit specifically refers to BP
009. Accordingly, she said staff is recommending that BP 009 remain in
effect until the next MOU negotiations.
Mr. Bailey asked if the Board decided to change the stipend or retire BP
009, would those issues have to be renegotiated with the bargaining unit.
Ms. O'Malley said yes.
Chair McGill agreed but expressed concern that the reimbursement
amount for a new phone may be too low.
COMMITTEE ACTION: Recommended Board approval.
b. Review draft Position Paper to approve recommended salary changes to
the Student Intern and Summer Student classification
Ms. O'Malley provided an overview of the Position Paper included in the
agenda materials. She said both programs have been offered for
approximately 30 years at the District and the classifications are not
represented by a bargaining unit or eligible for cost -of -living adjustments
(COLA). The last salary increase was in 2007, and to be more competitive
with current trends and other agencies, staff is recommending an increase
to the current salary for Student Interns from $24 to $30 dollars an hour
and $18 to $24 per hour for Summer Students.
Mr. Bailey suggested increasing the salaries over a two- or three-year
period as an option.
February 1, 2024 Regular Board Meeting Agenda Packet - Page 116 of 130
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Administration Committee Minutes (Special)
January 11, 2024
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Member Hockett expressed support for the increase given concern over
the economy and the obligations the interns have such as the high cost of
rent and food.
Mr. Bailey said he would be supportive in any way the Committee would
like to proceed but believes there is more to do to be competitive.
Ms. O'Malley stated that East Bay Municipal Utility District (EBMUD) and
Contra Costa County (CCC) pay significantly more than what is being
proposed by Central San. Mr. Bailey stated he would like the District to be
competitive with EBMUD.
Chair McGill expressed concern with the pay rates not being adjusted until
now, and potentially missing out on recruiting the best in the industry. He
recommended incorporating a biennial review to avoid this in the future.
A discussion ensued regarding the Student Intern and Summer Student
programs.
The Committee recommended increasing the salaries for Student Interns
to $40 per hour to be more competitive with EBMUD and $30 per hour for
the Summer Students provided there are no conflicts with other staff
position salaries or any other unintended consequences as a result of this
recommendation. If issues are discovered, Member McGill asked that the
item be brought back to the committee for further consideration.
In response to Chair McGill's question regarding awards for internship
programs, Ms. O'Malley stated she would check with other agencies for
options regarding internship program awards.
COMMITTEE ACTION: Recommended Board approval and directed
staff to increase the salaries as noted above subject to further
evaluation.
C. Review draft Position Paper to reclassify one Administrative Services
Assistant position (S58: $3,416.76 - $4,125.78 bi-weekly) and incumbent
Velisa Parks to Administrative Services Supervisor (S62: $3,755.98 -
$4,543.29 bi-weekly)
Ms. O'Malley provided an overview of the Position Paper provided in the
agenda materials.
Mr. Bailey stated that the District is looking at this reclassification from an
operational standpoint of what the current needs are and where the
District is heading as an organization.
February 1, 2024 Regular Board Meeting Agenda Packet - Page 117 of 130
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Administration Committee Minutes (Special)
January 11, 2024
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Chair McGill suggested that staff remove the reference to gender in the
Position Paper.
COMMITTEE ACTION: Recommended Board approval with the
suggested correction to the Position Paper.
d. Receive 2023 Miscellaneous Assets Review, Phase II Report
Mr. Johnson provided an overview of the presentation included in the
agenda materials. He stated that the objective of the Phase 11 report was
to assess the operational effectiveness of the safeguarding controls
around Central San's high -value tools and equipment.
Mr. Johnson discussed the audit report scope, findings and the following
recommendations:
Collections Systems Operations
• Recommended a formal policy and procedure for safeguarding
high -value tools and equipment.
• Recommended quarterly inventory reviews for high -value tools and
equipment.
• Recommended one master log for items being loaned out and more
robust oversight and control of this program.
Plant Maintenance
• A carpet cleaner went missing from Plant Maintenance Division's
inventory. The facility is now locked.
Mr. Johnson stated that as of December 2023, all findings listed above
have been corrected and are now closed.
General Recommendation
• The perimeter fencing around the plant operations area appears to
be aging and should be replaced.
Member Hockett asked if the bar code system could be utilized for
tracking. Mr. Johnson stated that conversations with key stakeholders and
consultants are ongoing regarding how to address this issue.
Mr. Leiber stated that the warehouse has been using the bar code system
and is satisfied with it. Mr. Bailey stated he would like to see this go
beyond tracking and show where the equipment is located if it should be
missing. Mr. Leiber said that multiple alternatives have been considered,
including Global Positioning System (GPS) tags, or Apple Air Tags, with
the latter seeming to be the best choice.
February 1, 2024 Regular Board Meeting Agenda Packet - Page 118 of 130
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Administration Committee Minutes (Special)
January 11, 2024
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A discussion ensued regarding the tool loan program and security
measures in and around the entire plant. Chair McGill stated the District
has an obligation to ensure staff and public assets are safe and secure.
COMMITTEE ACTION: Recommended Board receipt.
5. Announcements
None.
6. Suggestions for Future Agenda Items
a. Receive list of upcoming agenda items and provide suggestions for any
other future agenda items
As noted above, the Committee requested the following future agenda
items.
Review of BP 013 Standing Committee Protocol, Guidelines and
Charter and BP 044 — Board Leadership and Community
Representation.
Biennial review of Student Intern and Summer Student salaries.
COMMITTEE ACTION: Received the list and provided input to staff.
7. Future Scheduled Meeti
Tuesday, February 6, 2024 at 8:30 a.m.
Tuesday, March 5, 2024 at 8:30 a.m.
Tuesday, April 2, 2024 at 8:30 a.m.
8. Adjournment — at 9:34 a.m.
February 1, 2024 Regular Board Meeting Agenda Packet - Page 119 of 130