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HomeMy WebLinkAboutAdministration MINUTES 03-05-24Page 2 of 7 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, March 5, 2024 www.cetitralsan.org 8:30 a.m. Cnmmittee: Chair Mike McGill Member Barbara Hockett Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Greg Norby, Deputy General Manager — Operations Philip Leiber, Deputy General Manager — Administration Alan Weer, Plant Operations Division Manager (left during Item 3.5.) Benjamin Johnson, Internal Auditor Charles Mallory, Information Technology Manager Danea Gemmell, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Division Manager Teji O'Malley, Human Resources and Organizational Development Manager Jerry Ledbetter, Environment, Health, and Safety Program Administrator Dennis Chebotarev, Project Manager/Business Analyst (left after Item 3.b.) Shari Deutsch, Risk Managment Administrator Christina Gee, Management Analyst 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. March 21, 2024 Regular Board Meeting Agenda Packet - Page 162 of 195 Page 3 of 7 Administration Committee Minutes March 5, 2024 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper in advance of the March 21, 2024, public hearing for annual review of Board Member compensation and benefits Ms. Young provided an overview of the Position Paper included in the agenda materials. She advised the Committee that per the District Code the maximum stipend allowed should the Board choose to make an adjustment would be $220.00 per meeting. A public hearing must be conducted to consider changes in the stipends and is set for the March 21, 2024 Board Meeting. The Committee had no questions. COMMITTEE ACTION: Reviewed and recommended the Board conduct a public hearing. b. Review draft Position Paper requesting Board adoption of the Fiscal Year (FY) 2024-2026 Strategic Plan, including suggested changes made to the District's Goals Ms. Gee provided an overview of the presentation included in the agenda materials. She stated that modifications have been made to the Goals adopted by the Board at the December 21, 2023 Board Meeting. Member Hockett expressed concern regarding Goal Three - Workforce Diversity and Development in Attachment 1 using the word "trust" She believes it implies that staff does not trust the Board. A discussion ensued regarding trust by employees. Staff modified this Goal to read: "Recruit, empower and retain a workforce from diverse backgrounds and foster trust in an inclusive workplace culture". Mr. Bailey expressed concern regarding Goal Three, Strategy Four— to Implement Diversity, Equity and Inclusion (DEI) Framework and Strategic Plan and Uphold its Pillars in Attachment 2. A discussion ensued regarding removing the word "Adopt". Staff modified this strategy to read: "Accept the Plan, assign responsibilities, prioritize and implement key initiatives, and report on progress". The Committe had no further questions. COMMITTEE ACTION: Reviewed, provided input and recommended Board approval. March 21, 2024 Regular Board Meeting Agenda Packet - Page 163 of 195 Page 4 of 7 Administration Committee Minutes March 5, 2024 Page 3 C. Receive Environment, Health and Safety Program 2023 Annual Report Mr. Ledbetter reviewed the annual report included in the agenda materials. He provided an analysis of the recordable injuries and illnesses during 2023 and stated that Central San's incident rate was 5.8% lower than the rate of the other Local Government Sewage Treatment Facilities. Mr. Ledbetter discussed Central San's robust Safety Training Program highlighting the accomplishments in 2023, as well as future goals for 2024. In response to Mr. Bailey's question regarding the Emergency Notification System, Mr. Mallory stated that this project is not complete, however staff is working with Capital Projects and making progress. Chair McGill asked about the status of the Safety Committee. Mr. Ledbetter stated that the Safety Committee did not have a Chair for about nine months, however a new chair was elected in January of this year. While the position was vacant, the safety workgroup continued to have meetings and responded to safety concerns. Member McGill questioned what the most rewarding and most concerning things were in the report. Mr. Ledbetter stated he is most proud of the reduction in incidents reported and that employees feel comfortable reporting safety hazards. He said the most concerning to him is making sure District contractors adhere to District safety specifications and that employees feel comfortable working with them. As requested by Chair McGill, staff will return with an update on the Safety Committee on a quarterly basis. COMMITTEE ACTION: Received report and recommended Board receipt. 4. Other Items a. Conduct biennial review of the following Board policies: BP 020 — Minute Style & Video Recording of Board Meetings BP 022 — Alhambra Valley District Assessment District BP 043 — Buffer Property Management Ms. Young reviewed the materials included in the agenda packet. Regarding BP 020, Chair McGill asked if the Standing Committee Meeting (Page 2 of 7) was considered to be virtual. March 21, 2024 Regular Board Meeting Agenda Packet - Page 164 of 195 Page 5 of 7 Administration Committee Minutes March 5, 2024 Page 4 Ms. Young responded that the meeting is considered to be a hybrid meeting. She advised that she will check with District Counsel on the language and will update if necessary. The Committee had no further questions. COMMITTEE ACTION: Reviewed policies and provided direction to staff. b. Receive update on Enterprise Resource Planning (ERP) System Project Mr. Chebotarev reviewed the presentation included in the agenda materials. He discussed several of the Oracle modules that have been implemented, such as Administrative Asset Tracking, Human Capital Management (HCM), Enterprise Performance Management, and Contract Management. Administrative Asset Tracking This module is in response to the internal auditors' assessment of the risks related to employee -assigned assets. This module allows for a more efficient way to track employee assets by having a single source of information. Human Capital Management (HCM) Human Resources has been able to update some processes such as sending automated reminders for upcoming performance evaluations. Other modules such as managing and measuring employee performance reviews within the Oracle HCM Cloud and reconfiguring the benefits module or tracking retirees are areas that staff continue to work on improving with the vendor. Enterprise Performance Management (EPM) The EPM module was developed for O&M budgeting in 2021, and recently for capital budgeting. Mr. Leiber stated that the financial planning group maintains the long-term financial plan of the District and having a system that multiple groups can access as a single source of the latest information helps improve efficiency and accuracy. Mr. Norby agreed that having multiple sources of numbers is not efficient and the hope is that the Capital spending program is in its last iteration of using a mixed approach of independent excel spreadsheets. Contract Management Mr. Chebotarev stated that the Oracle Procurement Contracts module will allow the building of contracts through establishing a library of standard contract terms and pre -approved templates. He stated there will be four template contracts for procurement, and if this goes well, staff will proceed with Capital Projects contract implementation. March 21, 2024 Regular Board Meeting Agenda Packet - Page 165 of 195 Page 6 of 7 Administration Committee Minutes March 5, 2024 Page 5 In response to a question posed by Chair McGill regarding legal review of contracts, Mr. Leiber stated the goal is to have most of it automated to facilitate legal and management review. Ms. Gemmell stated Planning and Development would like to expand this to include leases and real property agreements. Chair McGill inquired about future updates. Mr. Mallory stated that staff will update the Committee in another six months. COMMITTEE ACTION: Received the update and requested an update in six months. C. Receive update on the 2024 Contra Costa County Local Hazard Mitigation Plan (LHMP) Ms. Cauble provided an overview of the presentation included in the agenda materials. She stated that the LHMP is a concept of the Federal Emergency Management Agency (FEMA), and the goal of the plan is to reduce the loss of life and property by minimizing the impact of disasters. Agency's start by identifying natural disaster risks and the vulnerabilities common to the area and identify projects to help mitigate those risks. She stated that by participating in the plan, Central San will be eligible for FEMA pre -disaster funding, one program being Building Resilient Infrastructure and Communities (BRIC) and post -disaster mitigation funding. The BRIC funding will be applied to the Grayson Walnut Creek Levee Improvement project. In response to Mr. Bailey's question regarding the need to raise the banks on both sides of the levee, Ms. Gemmell advised that it was unnecessary. The potential flooding impact is on the District's side, and if it floods, it would be considered a regional disaster. Once the approvals come in and the plan gets closer to completion, staff will return with an update. Ms. Cauble stated that Contra Costa County is leading the effort and multiple agencies are participating as well. Staff is working to identify hazards that are unique to the jurisdiction of the District as well as projects to help mitigate those hazards. In response to Chair McGill's question regarding having a plan in place to receive funds from FEMA, Ms. Cauble stated that the District's portion is called an annex so the plan that was implemented in 2018 and is still valid until the 2024 plan is approved by FEMA. Mr. Bailey asked when the levee project will start and what the timeframe of the project will be. Ms. Gemmell stated it will not start until it is approved under the requirements of the National Environmental Policy Act (NEPA) and staff hopes to be able to complete it over the summer. March 21, 2024 Regular Board Meeting Agenda Packet - Page 166 of 195 Page 7 of 7 Administration Committee Minutes March 5, 2024 Page 6 Mr. Bailey inquired about the size of the project. Ms. Cauble stated it's approximately one mile, from Highway 4 to BNSF Railway tracks. In response to a question posed by Mr. Bailey about the percentage of funding provided by FEMA, Ms. Gemmell stated that it depends on what the agency puts in, and the current budget is $2.3 million. Mr. Frost mentioned the post mitigation funding will help prioritize and identify projects. There were no further questions. COMMITTEE ACTION: Received the update. d. Receive follow-up Information regarding miles of sewers replaced in Fiscal Year (FY) 2023-24 as of Quarter 2 (Q2) Mr. Lopez answered follow up questions that the Committee had regarding miles of sewers replaced as of Quarter 2 in Fiscal Year (FY) 2023-24. A discussion ensued regarding evaluating the sewer pipelines projections for replacement and whether those goals need to be shifted. Staff will return to the Committee in the Summer with an update. The Committee had no further questions. COMMITTEE ACTION: Received the information. 5. Announcements Mr. Bailey announced that he will be attending the WateReuse Symposium next week in Denver, Colorado. 6. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items COMMITTEE ACTION: Received the list and provided input to staff. 7. Future Scheduled Meetinas Tuesday, April 2, 2024 at 8:30 a.m. Tuesday, May 7, 2024 at 8:30 a.m. Tuesday, June 4, 2024 at 8:30 a.m. 8. Adjournment — at 10:37 a.m. March 21, 2024 Regular Board Meeting Agenda Packet - Page 167 of 195