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HomeMy WebLinkAboutBOARD MINUTES 04-23-24 (Special)110ENTRAL SAN MINUTES* SPECIAL BOARD MEETING Multi -Purpose Room Tuesday, April 23, 2024 1:15 p.m. Open Session — Multi -Purpose Room ROLL CALL BOARD OF DIRECTORS. MARIAHN. LAURITZEN President MICHAEL R. MCGILL President Pro Tent BARBARA D. HOCKETT TAD J. PILECKI FLORENCE T. WEDINGTON A special meeting of the Board of Directors was called to order by President Lauritzen at 1:17 p.m. Secretary of the District Katie Young called roll. PRESENT. • Members: Hockett, McGill, Pilecki, Wedington, Lauritzen ABSENT. Members: None PUBLIC COMMENT PERIOD No comments. BOARD -SELF EVALUATION WORKSHOP 1. Review results of 2024 Board Self -Evaluation Survey, and identify potential work areas for the Board, if any (Facilitated by Larry Bienati, Ph.D.) Dr. Bienati reviewed the presentation included in the agenda materials. The survey modeled specific behavioral and measurable attributes both quantitatively and qualitatively based on Board Policy 23 (BP 023), as amended in 2022. Additionally, he added some other questions consistent with best practices he applies in other successful Wastewater Agencies and Districts. These included modeling of Board ethics, transparency, conduct, governance, engagement with the GM, staff and key stakeholders. Dr. Bienati reviewed the results and provided feedback based on his expertise on how the entire Board can improve. Book 72 — Page 44 CENTRAL CONTRA COSTA SANITARY DISTRICT April 23, 2024 Special Board Meeting Minutes - Book 72-Page 45 President Lauritzen stated that the Board needs to focus on interpersonal conflict resolution and there is still need for improvement. Member Wedington expressed her concerns regarding where the Board stands as a whole and amongst the divisions and communities. She suggested the current Board receive sensitivity training. President Lauritzen agreed with the suggested training but requested simulation examples during the training. Member McGill believes the trust amongst the Board has gotten better and that he is extremely passionate about Diversity, Equity and Inclusion (DEI). Member Pilecki stated that the Board has grown and needs to focus on how the Board can get better as a whole, not an individual. There was a lengthy discussion regarding inclusivity and the current path Central San is on in terms of DEI. General Manager Roger S. Bailey opined that the annual self -evaluation sessions are a good thing and give the Board an opportunity to talk to each other in a respectful yet candid way. He advised that he would work with Dr. Bienati to provide sensitivity training for the Board and potentially the management team. Commencing this item, the Board moved to Item 3. BOARD ACTION: Held the workshop. OTHER BOARD ACTION ITEMS 2. Discuss compensable Board activities, and provide direction on Board Member activities, other than Board and Standing committee meetings, for which stipends and/or expenses should be paid This item was heard immediately following Item 3. Ms. Young advised the Board that, at the request of a Board Member, staff is bringing back Board Policy (BP) 045 — Board Compensation, Benefits and Expense Reimbursements to revote on activities eligible for meeting stipends. Ms. Young read the preapproved list and received input from the Board Members. The following is from BP 045: Activities Eligible for Meeting; Stipend. Board Members may receive meeting stipends for the following: 1) Board and Committee Meeting. Each Central San Board meeting, including workshops attended, and each Standing Committee meeting CENTRAL CONTRA COSTA SANITARY DISTRICT April 23, 2024 Special Board Meeting Minutes - Book 72-Page 46 or Ad Hoc Committee meeting attended either as a Committee Member or alternate (see Board Policy No. BP 013 — Board Committees). 2) Service as Board Liaison, Representative, or Alternate_ . Each day of service when appointed and serving as a Central San liaison, representative, or alternate, to the entities specified in BP 044 — Board Leadership and Community Representation, provided District business is conducted. 3) Executive Team Performance Evaluations. Meetings between the President and/or President Pro Tem with the General Manager, Secretary of the District, and District Counsel to convey closed session performance evaluations. 4) Meetings with Liaison City Mayors and/or Managers. Board liaison meetings with mayors and/or city managers. 5) Presentations at Liaison City Council Meetings. Presentations at liaison city council meetings concerning District business. 6) Mandatory Training. Participation in mandatory two-hour ethics training and harassment prevention training as evidenced by a certificate of completion. Participation may be via training at a conference where expenses are reimbursed, online training, or in- house training offered to Central San employees. 7) Central San Academy. Only the final session of any Central San Academy cycle is eligible for the meeting stipend. Because the final session includes a question -and -answer session with Board Members, any participating Board Member will receive a meeting stipend. 8) Meeting Stipend for Items Not Listed Above: Board Members may receive the meeting stipend for attendance at a meeting, conference, or another event not listed above where the attendance is of significant benefit to the District, and if approved by the Board in advance at a Board meeting. Member McGill requested Item 7 be discussed further. BOARD ACTION: Motion was made by Member McGill and seconded by Member Wedington to keep Items 1 through 6 and Item 8 eligible for stipends. Motion passed by unanimous roll call vote of the Board Members present. Member McGill stated that at the Central San Academy, Board Members attend most sessions and answer questions from the public. He is in favor of changing the language to state all sessions, not just the final session. CENTRAL CONTRA COSTA SANITARY DISTRICT April 23, 2024 Special Board Meeting Minutes - Book 72-Page 47 BOARD ACTION: Motion was made by Member McGill and seconded by Member Wedington to change Item 7 above to allow for Board Members to receive stipends for all sessions of the Central San Academy. Motion failed by the following roll call vote: AYES: Members: McGill and Wedington NOES: Members: Hockett, Lauritzen, and Pilecki. Ms. Young reviewed the activities not eligible for meeting stipends: Activities Not Eligible for Meeting Stipend. Board Members may not receive meeting stipends for participation in the following: 1) Managemenfteadership Academies 2) Signature events hosted by Central San 3) Signature events hosted by other agencies and cities 4) State of the City events 5) Annual City Council reorganizations or ceremonial events 6) Mayor monthly breakfasts 7) Presentations by Central San staff of Household Hazardous Waste Annual Report at Mt. View Sanitary District Board meeting 8) Presentations of resolutions of commendation to officials of sister agencies or entities to which Central San has appointed a Board liaison or representative (see BP 044 — Board Leadership and Community Representation) 9) Attendance at city council meetings with no expectation of presenting 10) Teleconferenced meetings with outside organizations that would be compensable if attended in person 11) Meetings with bargaining units2 12) Participation in Delta Discovery Voyage activities 13) Attendance at Grand Jury -related matters related to Central San business 14) Meetings with staff to prepare for Liaison City meetings 15) Events for which there is no nexus to District business BOARD ACTION: Motion was made by Member McGill and seconded by President Lauritzen to keep Items 1 through 9, 11, 12, 14 and 15 not eligible for stipends. Motion passed by unanimous roll call vote of the Board Members present. BOARD ACTION: Motion was made by Member McGill and seconded by President Lauritzen to remove Item 10 from the list entirely. Motion passed by unanimous roll call vote of the Board Members present. Regarding Item 11, Meetings with Bargaining Units, Member McGill believes that the formal meetings arranged by the General Manager should receive stipends and should be added to the eligible for stipend list. Regarding Item 11 footnote, the CENTRAL CONTRA COSTA SANITARY DISTRICT April 23, 2024 Special Board Meeting Minutes - Book 72-Page 48 Board suggested adding the language "not scheduled through the General Manager" BOARD ACTION: Motion was made by Member McGill and seconded by President Lauritzen to add another item to the eligible for stipends list regarding formal Meetings with Bargaining units scheduled through the General Manager and changing the verbiage to the footnote on the current Item 11 as mentioned above. Motion. passed by unanimous roll call vote of the Board Members present. Regarding Item 13, Attendance at Grand Jury -related matters related to Central San Business, the Board believes with the preparation and time spent, a stipend is warranted. BOARD ACTION: Motion was made by Member McGill and seconded by President Lauritzen to add Item 13 to the eligible for stipends list. Motion passed by unanimous roll call vote of the Board Members present. For transparency purposes, the changes to BP 045 that are provided above are attached in a highlight strikeout version. (Attachment 1) 3. Hold Discussion regarding Diversity, Equity and Inclusion (DEI) check -ins and progress This item was heard immediately following Item 1. Member Wedington inquired about removing Member McGill from the DEI AD Hoc Committee to show that Central San is committed to the initiative. A discussion ensued regarding the disbandment of the Committee. Mr. Bailey advised that the task force and consultant Bernardo Ferdman are finalizing the DEI Strategic plan and will be providing a formal report to the Board. He noted that staff will agendize the final report for receipt and stated that the Board could choose to disband the AD Hoc Committee at that time. There was a lengthy discussion regarding the concept of a DEI Coordinator and the efforts that position would undertake. President Lauritzen requested an item be added to the standard agenda regarding DEI check -ins to provide the Board with the time to evaluate how the meeting was in relation to DEI principals. There was a discussion regarding how a Board Member can approach another Board Member if they believe they are out of line during a meeting. Member Pilecki suggested adding a statement to the Board Agenda to the effect of Central San conducting a meeting in respect to the DEI process and reiterates Central San's goals. CENTRAL CONTRA COSTA SANITARY DISTRICT April 23, 2024 Special Board Meeting Minutes - Book 72-Page 49 Mr. Bailey believes this is a good suggestion and will reaffirm Central San's DEI Commitments. The Board requested the Secretary of the District to research and provide some options to the Board regarding language for the Board agendas. BOARD ACTION: Held DEI discussion and provided input to staff. Immediately following this item, the Board heard Item 2. ADJOURNMENT The meeting was adjourned at 4:35 p.m. Mariah N. Lauritzen President of the Board of D ectors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: ,n0 Katie YoulW, CFMC, CIVIC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California