Loading...
HomeMy WebLinkAboutAdministration MINUTES 02-06-24Page 2 of 8 LCENTRAL SAN BOARD OF DIRECTORS: REGULAR 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, February 6, 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 (arrived during Item 3.a.) Benjamin Johnson, Internal Auditor Charles Mallory, Information Technology Manager (joined during Item 3.a.) Danea Gemmell, Planning and Development Services Division Manager (left after Item 3.b.) Teji O'Malley, Human Resources and Organizational Development Manager Christina Gee, Management Analyst (joined during Item 3.a.) Geoffrey Michalczyk, Management Analyst (left after Item 3.5.) Morgan Lowry, Accounting Technician II (left after Item 4.a.) Perla Hernandez, Temporary Administrative Services Assistant Stacey Durocher, Administrative Services Assistant Call Meeting to Order Chair McGill called the meeting to order at 8:35 a.m. 2. Public Comments None. February 22, 2024 Special Board Meeting Agenda Packet - Page 99 of 128 Page 3 of 8 3. Items for Committee Recommendation to Board K C Administration Committee Minutes February 6, 2024 Page 2 Review the draft Position Paper to adopt proposed revisions to the following Board Policies: • BP 013 — Board Committees • BP 044 — Board Leadership and Community Representatives Ms. Young provided an overview of the Position Paper provided in the agenda materials. After a brief discussion regarding both policies, the Committee recommended minor changes to BP 044 — Board Leadership and Community Representatives, Item 3. Appointment of Board Representatives. Remove reference to the two-year term limit Remove reference to Member Williams for the Recycled Water Exchange Project. The Committee had no further questions. COMMITTEE ACTION: Recommended Board approval. Review draft Position Paper of proposed changes to Board Policy 015 — Asset Management Mr. Michalczyk provided an overview of the Position Paper included in the agenda materials. He stated that based on previous comments made by Member Pilecki at the August 2, 2022 Administration Committee meeting, staff is proposing the following changes. • Updated language redefining Assets pursuant to the Policy and removal of the $5,000 threshold; • Updated language describing the Asset Management Plan; • Updated language describing how assets will be handled for accounting and financial reporting purposes. Mr. Michalczyk stated that staff will draft an Administrative Policy that includes a new monetary threshold and is currently researching what that should be. Member Hockett asked if it was determined how staff will identify and/or locate assets if they go missing. Mr. Bailey stated staff is working on a solutions including various tracking technologies. In response to Mr. Bailey's questions regarding the threshold amount, Mr. Leiber stated that it has been discussed whether the threshold amount should be changed due to inflation, but $5000 remains the most common February 22, 2024 Special Board Meeting Agenda Packet - Page 100 of 128 Page 4 of 8 Administration Committee Minutes February 6, 2024 Page 3 amount used by similar agencies. Mr. Bailey asked if the evaluation included system assets for capacity fee purposes. Ms. Gemmell stated that that there are some general allowance areas to cover system assets. Chair McGill asked if staff received input from the Finance Manager and/or the Internal Auditor. Ms. Gemmell stated that the Finance Manager wrote the language for the accounting and financial reporting sections. COMMITTEE ACTION: Recommended Board approval. 4. Other Items a. Receive semi-annual update on participation in Talksics Toastmasters Club Ms. Lowry, who serves as the club's current president, provided an overview of the memorandum included in the agenda materials. In response to Member Hockett's question about how the skills that are developed in Tallksics are shared with staff and the public, Ms. Lowry stated that she continuously encourages others to come to a meeting and practice their presentations in a comfortable environment to obtain honest feedback and support. She also said that all members are trying increase internal and external membership and participation. Chair McGill asked if lunch was provided at these meetings. Ms. Lowry said no, Central San only reimburses the membership dues at this time. A discussion ensued about providing lunch to possibly increase membership. Ms. Lowry stated that the Talksics Toastmasters Club has a membership drive coming up in March and the opportunity to provide lunch may help get a few new members. In response to Chair McGill's question regarding how often the club meets, Ms. Lowry stated that meetings are every second and fourth Wednesday of the month. The Committee recommended bringing this to the full Board to get their support to provide lunches at a couple meetings a year. COMMITTEE ACTION: Received the update. b. Receive Strategic Plan Trackers for the second quarter of Fiscal Year (FY) 2023-24 Ms. Gee provided an overview of the Strategic Plan Tracker provided in the agenda materials. Discussions on the status of various items ensued. February 22, 2024 Special Board Meeting Agenda Packet - Page 101 of 128 Page 5 of 8 Administration Committee Minutes February 6, 2024 Page 4 In response to Chair McGill's question on Page 13, regarding reducing employee susceptibility to phishing, Mr. Mallory stated that this metric will move to a green status as additional staff complete cybersecurity training. To make training more efficient, the frequency of training has increased, but each session is shorter. Member Hockett complimented staff on making the learning aspect of the training easier to follow. Member Hockett asked if these trainings are being tracked and part of an employee's review. Mr. Mallory stated it is not part of an employee's review, but it is tracked, and all managers receive a delinquency list. Ms. O'Malley stated it could lead to issues on an employee's review if they have not completed training that is mandated by state law. Mr. Mallory stated that employees are guided to the training through a single sign -on method, but Board Members will be asked for a username and password given that they are not on Central San's administrative network. However, if a Board Member does not want to participate in the training the other option will be to review the monthly cybersecurity newsletter. Chair McGill asked staff to clarify the status in the comments for the following Key Success Measures (KSM's): • Page 15, Complete renovation of steam and aeration blower operation to increase capacity during energy outages. Page 18, Evaluate and use geocoding/barcodes to tag and track plants assets. Chair McGill asked staff to clarify of the status in the comments for the following Key Metrics (KM's): Page 1, Average customer satisfaction rating on construction projects. • Page 3, Solar power produced by anew solar array near the treatment plant campus. In response to Chair McGill regarding the completion of annual performance evaluations on Page 4, Ms. O'Malley stated that Human Resources sends reminders, and year-end status is a better metric than quarterly due to timing issues with completion. Mr. Bailey requested that another reminder be sent out. Chair McGill mentioned the Wellness Expo and asked whether staff was planning to continue. Ms. O'Malley stated that with the departure of John Muir as Central San's wellness provider in December 2023, staff had to February 22, 2024 Special Board Meeting Agenda Packet - Page 102 of 128 Page 6 of 8 Administration Committee Minutes February 6, 2024 Page 5 cancel all onsite wellness programs. The Wellness Committee is looking for another vendor and that evaluation process is underway. In response to Chair McGill's question regarding the Safety Committee on Page 7, Ms. Gee stated that the Safety Committee has had issues with recruiting new members. She also said that unions have been trying to drive more participation and get more people involved as well. Chair McGill asked for clarification regarding safety suggestions, Ms. O'Malley stated that safety committees have Charters that dictate how these suggestions are voted on and there has to be a quorum. She said that this does not mean safety suggestions or ideas are not being listened to, it's just not in formal quorum which is the metric. Chair McGill stated that the metric may need to be changed. Chair McGill had the following comments on Page 8: There are no comments for the Pipeline cleaning QA/QC passing rate. Ms. Gee stated that she will follow up with staff to add a comment. There are no comments for the miles of sewers replaced metric. Mr. Bailey asked Ms. Gee to follow up with staff to add explanations. In response to Chair McGill's question regarding the comments for Capital expenditures progress on Page 9, Mr. Norby stated that this metric is still out of balance due to the changes to the Capital program and will work with staff to investigate this issue. Mr. Bailey stated he is happy that Board Members are looking at the trackers and appreciates the feedback. COMMITTEE ACTION: Received the information. C. Hold a discussion regarding the utilization of part-time employees at the District Ms. O'Malley provided an overview of the memorandum included in the agenda materials. She discussed the recommendations from the Committee at the September 5, 2023 meeting and is asking for direction from the Board. Member Hockett stated she was in favor of allowing for part-time employees with no benefits to retain the level of expertise and to help employees adjust to lifestyle changes. Ms. O'Malley stated that provisions exist within all District Memorandum of Understanding (MOUs) that allow for a reduction in work hours but only for a six-month period. February 22, 2024 Special Board Meeting Agenda Packet - Page 103 of 128 Page 7 of 8 Administration Committee Minutes February 6, 2024 Page 6 Mr. Bailey requested that Central San be added to the table in agenda materials. He also asked if the District would have to meet and confer if adding part-time positions outside of the MOU. Ms. O'Malley stated yes because it's considered a change to the terms and conditions and working conditions of represented positions. Mr. Bailey asked if the District allows part-time employment. Ms. O'Malley stated that part-time employment is allowed per the District Code, but there are no guiding documents that define the level of benefits or limitations to the number of hours worked. Mr. Bailey recommended having a discussion to determine the minimum number of hours that can be worked and what level of benefits, if any, should be provided. He also recommended that staff add a footnote stating that part-time employment is allowed per the MOU, however there are limitations, and the District may decide to extend the term, consider the circumstances of the request, and meet and confer. Mr. Bailey stated that he agrees that the District needs more flexibility regarding part-time employment. COMMITTEE ACTION: Held discussion and provided input to staff. d. Receive information regarding 2024 Internal Revenue Code (IRC) limits that apply for pension contributions and pension benefits Ms. O'Malley reviewed the chart regarding the IRC limit changes for 2024 included in the agenda materials and answered minimal questions from the Committee Members. The chart contained the limits for both PEPRA and classic/legacy pension members. COMMITTEE ACTION: Received the information. 5. Announcements Mr. Bailey announced an upcoming meeting with the WateReuse Board on Friday. 6. Suaaestions for Future Aaenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items • Chair McGill asked for clarification regarding comments noted above in Item 4.b. on the next Strategic Plan. COMMITTEE ACTION: Received the list and provided input to staff. February 22, 2024 Special Board Meeting Agenda Packet - Page 104 of 128 Page 8 of 8 Administration Committee Minutes February 6, 2024 Page 7 7. Future Scheduled Meetinas Tuesday, March 5, 2024 at 8:30 a.m. Tuesday, April 2, 2024 at 8:30 a.m. Tuesday, May 7, 2024 at 8:30 a.m. 8. Adjournment — at 9:57 a.m. February 22, 2024 Special Board Meeting Agenda Packet - Page 105 of 128