HomeMy WebLinkAbout20.b. Committee Minutes - Administration 08-06-2024Page 1 of 8
Item 20.b.
110ENTRAL SAN
August 15, 2024
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: AUGUST6, 2024 -ADMINISTRATION COMMITTEE - CHAIR MCGILLAND
MEMBER HOCKETT
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. Administration Committee minutes 08-06-24
August 15, 2024 Regular Board Meeting Agenda Packet - Page 161 of 189
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LCENTRAL SAN
BOARD OF DIRECTORS:
REGULAR MEETING OF THE MARIAH N. LAURITZEN
President
CENTRAL CONTRA COSTA MICHAEL R.MCGILL
SANITARY DISTRICT President Pro Tem
ADMINISTRATION COMMITTEE BARBARA D.HOCKETT
TAD J PILECKI
FLORENCE T WEDIATGTON
M I N U T E S PHONE: (925) 228-9500
FAX. (925) 372-0192
Tuesday, August 6, 2024 www.central.yan.org
8:30 a.m.
Committee:
Chair Mike McGill
Member Barbara Hockett
Staff.
Katie Young, Secretary of the District
Greg Norby, Deputy General Manager - Operations
Philip Leiber, Deputy General Manager - Administration
Charles Mallory, Information Technology Manager
Emily Barnett, Communications and Government Relations Manager
Melody LaBella, Resource Recovery Program Manager
Nitin Goel, Operations Optimization Manager
Teji O'Malley, Human Resources and Organizational Development Manager
Ben Lavender, Community Affairs Representative
Karen DeLong, Administrative Services Assistant
1. Call Meetina to Order
Chair McGill called the meeting to order at 8:35 a.m.
2. Public Comments
IJCm
3. Items for Committee Recommendation to Board
a. Review draft Position Paper to update Board Policy (BP) No. 024 —
Occupational Health and Safety
August 15, 2024 Regular Board Meeting Agenda Packet - Page 162 of 189
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Administration Committee Minutes
August 6, 2024
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Ms. O'Malley provided an overview of the draft Position Paper provided in
the agenda materials. There were no substantive changes to the policy,
only clarifying language and more details.
COMMITTEE ACTION: Recommended Board approval.
b. Review draft Position Paper to update Board Policy (BP) No. 031 - Use of
Temporary Employees
Ms. O'Malley provided an overview of the draft Position Paper provided in
the agenda materials. The title of Department Director was changed to
Deputy General Manager and there were other minor changes for
clarification also included in the updated policy.
In response to an inquiry from Chair McGill, Ms. O'Malley confirmed that
the 2,080 hours requirement had always been included in the policy.
COMMITTEE ACTION: Recommended Board approval.
C. Review draft Position Paper to authorize the General Manager to execute
an amendment to an existing professional consulting services agreement
with Bienati Consulting Group, Inc. in an amount not to exceed $45,000,
increasing the total cost ceiling to $317,200 and extending the agreement
by three years, through September 30, 2028, to facilitate the performance
appraisals for the executive management team (General Manager,
Secretary of the District, and District Counsel)
Ms. O'Malley provided an overview of the draft Position Paper provided in
the agenda materials. All services provided by Bienati Consulting were
included in the original contract for transparency. The section of the
contract pertaining to performance appraisals may need to be segregated
and identified as sole source services.
In response to Chair McGill's inquiry for clarification, Ms. O'Malley
explained that, if approved, she would work with Purchasing with the aim
of creating a separate contract for the performance appraisal portion and
would bring only that portion before the Board for review. The remaining
portions of the original contract would be reviewed when the contract is
due for renewal.
COMMITTEE ACTION: Recommended Board approval.
August 15, 2024 Regular Board Meeting Agenda Packet - Page 163 of 189
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Administration Committee Minutes
August 6, 2024
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d. Review draft Position Paper to consider transition of one Senior Engineer
— Limited Duration Position (S83 $6,432.62 - $7,778.00 biweekly) to
Senior Engineer (regular, permanent position) (S83 $6,432.62 - $7,778.00
biweekly)
Ms. O'Malley provided an overview of the draft Position Paper provided in
the agenda materials. The Limited Duration (LD) position for the
Operations Optimization Department was included in the Fiscal Year
2024-2025 Budget. With the recent adoption of the Nutrients Permit by
the Regional Board, the departmental needs for this position are greater
than the five-year limited term would cover. This transition will not have
any fiscal effect for this year but will raise the Districts' Budgeted Full Time
Employee (FTE) count by one (from 302 to 303).
Mr. Goel stated that this position is key for managing the Nutrients
Management Planning and Pre -Design project, and that this would also be
a supervisory position for the asset management group and the innovation
and efficiency group.
In response to Chair McGill's question about the factor driving the change
at this time, Ms. O'Malley explained that it is the Nutrients Permit issue
that is the driving force to change this position from limited to full time, as
the scope is greater than five years. Other advantages would include
succession planning, retention, and maintaining continuity within the
department.
Mr. Leiber reiterated that a benefit of designating this position as
permanent is the ability to supervise the two groups previously mentioned,
which was not permissible for the LD position.
Member Hockett opined that this change is a fabulous idea for continuity
and an opportunity to bring this project together with vision, efficiency and
oversight. Chair McGill fully agreed, while stating a desire to keep total
headcount in mind moving forward.
COMMITTEE ACTION: Recommended Board approval.
e. Review draft Position Paper to authorize the General Manager to execute
a new professional services agreement for up to five years with
Sustainable Contra Costa in an amount up to $464,000 over the potential
five-year term, to continue providing comprehensive student educational
programming within Central San's service area
Ms. Barnett gave an overview of the information included in the draft
Position Paper. Sustainable Contra Costa (SuCoCo) has been a
August 15, 2024 Regular Board Meeting Agenda Packet - Page 164 of 189
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Administration Committee Minutes
August 6, 2024
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longstanding partner and were the only responsive party to the recent
Request for Proposal (RFP). There are not many providers for this depth
of service in this area. SuCoCo provides in-depth programing for events
and community outreach, and along with Contra Costa Water District
(CCWD), a special focus on the "One Water" message to the community.
The Communications program has expanded threefold with the help of
SuCoCo. They know our programs and are responsive to the needs of
the District.
Member Hockett opined that this is a worthwhile partnership, and Chair
McGill agreed, stating that he has always been a supporter of Sustainable
Contra Costa.
Ms. Barnett stated that this is a unique and beneficial partnership for the
District.
COMMITTEE ACTION: Recommended Board approval.
4. Other Items
a. Conduct biennial review of the following Board Policies (BP):
BP 003 - Hiring of District Retirees
BP 004 - Integrated Pest Management
BP 012 - Parliamentary Procedures
BP 021 - Social Media Communication
BP 023 - Board Ethics and Conduct
BP 025 - Naming of District Facilities
BP 026 - Legislative Advocacy
BP 027 - Energy
BP 038 - Climate Change
Ms. Young stated that the BP's included in this item had no comments or
corrections from staff, however staff were present to discuss any
questions if needed.
Regarding BP 027 and BP 038, Ms. LaBella stated that she wanted to
wait until after the solar project was completed before reviewing BP 027 —
Energy. It fortunately worked out that the project's economics remained in
alignment with the current policy. For any kind of Net Zero commitment
moving forward, Ms. LaBella explained that she wants the Board to have
the corresponding cost information to assist the Board in making any
decision on a Net Zero commitment. As a result, the issue of Net Zero will
be addressed in the upcoming Energy Management and Pre -Design
Project being led by Mr. Goel.
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Administration Committee Minutes
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Mr. Goel briefly discussed the new Energy Management Planning and
Pre -Design project. This project which will evaluate options for Net Zero
and assist Central San staff and policy makers by evaluating Central
San's current and future energy demands and developing an Energy
Optimization Roadmap that will act as a guide for Central San in providing
an adequate and sustainable portfolio of energy sources and supplies that
will support Central San's operation for the next 20 years. The Request for
Proposals was issued on August 5, 2024 and consulting firms have
already shown quite a bit of interest. Updating the Board on the project's
progress will be a continuous process.
Chair McGill shared that at the recent California Association of Sanitation
Agencies (CASA) conference, there were differing opinions on where to
focus energy for climate change solutions. Member Hockett responded
that this is what Mr. Goel's group is focused on evaluating. Mr. Goel
added that the Energy Management Planning and Pre -Design project will
evaluate technologies aiming to address the above-mentioned issues.
This project is focused on reducing greenhouse footprint.
To an inquiry from Chair McGill regarding how long it took to complete the
solar project, Ms. LaBella replied that a solar consultant was hired in April
of 2019. It took one and a half years after the RFP was issued to
complete the solar project, and those delays were mostly due to the
California Environmental Quality Act (CEQA), although Pacific Gas and
Electric (PG&E) has not yet turned on the lines, as of August, 2024.
Member Hockett stated that just because there is interest in the goal of
Net Zero, the District should make sure that the cost benefit is favorable.
Mr. Norby added that the presentation and discussion from CASA are a
small part of the puzzle for energy overall. What motivated the important
step of undertaking the Energy Roadmap Study was a confluence of some
very big topics. These include the pragmatic impacts of the power
purchase agreement, and how that is shifting the energy profile, the
overall macro picture from the first greenhouse gas inventory that the
District conducted, the Annual and Quarterly energy profiles that are
provided to the board, and the future for the incineration, which affects the
entire energy picture of the District. The specific policy objectives for net
zero and carbon neutral will really be a byproduct. The District's entire
energy use profile will undergo major renovation in the next five to ten
years. Three to four major drivers, such as nutrients treatment, aeration
and recycled water use will shift our energy use profile. Central San in the
age of climate change essentially gets 90% of its energy through fossil
fuel. Setting aside the policy and environmental concerns and looking at
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Administration Committee Minutes
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operational resilience and sustainability as a business model with cost -of -
service drivers, energy profile is a large part of that picture.
Member Hockett inquired if there was an opportunity for artificial
intelligence (Al) to be integrated into this process. Mr. Leiber responded
that Mr. Mallory made an Al presentation to this Committee in the past
year and will be looking for opportunities for report backs in the future.
Chair McGill stated that historically in industrial culture the District has
used resources as a no -cost disposal point. Since the District has put a
cost on expected return, how does one make sure the District is not
assuming no cost when there may be a future expense. Ms. Labella
reiterated the need to be mindful of ignoring any potential costs in
recovering and using resources.
Regarding BP 038 -Climate Change, Chair McGill asked if wildfire should
be included in the text, to which Ms. LaBella agreed and Mr. Leiber
suggested that it could be readily added on line five after "extreme
droughts." Ms. Young will update as suggested and bring to the full
Board for approval.
Regarding BP 023 -Board Ethics and Conduct, Chair McGill mentioned
the additional requirements in section number seven regarding the Brown
Act expiring in 2025. Ms. Young will confer with Legal to add the
stipulations and bring back to the Committee with current language if
necessary.
Regarding BP 025 -Naming of District Facilities, Member Hockett
voiced her concern regarding naming of District facilities after Board
Members. She opined that this becomes a popularity contest and does not
belong with a Board.
Chair McGill shared that the policy began as a means to bring ideas
forward on which the Board could vote.
Mr. Leiber indicated that the language in the BP could be tightened and
gave examples of changing the voting requirements to unanimous or
subjecting the decision to an additional voting body.
With further discussion, the Committee agreed to leave the item
unchanged.
There were no further comments.
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Administration Committee Minutes
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COMMITTEE ACTION: Reviewed the policies listed above, provided
amendments to BP 038 and suggestions for BP 023.
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
COMMITTEE ACTION: Received the list and provided input to staff.
7. Future Scheduled Meeti
a. Tuesday, September 3, 2024 at 8:30 a.m.
Tuesday, October 1, 2024 at 8:30 a.m.
Tuesday, November 5, 2024 at 8:30 a.m.
8. Adjournment — at 9:28 a.m.
August 15, 2024 Regular Board Meeting Agenda Packet - Page 168 of 189