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HomeMy WebLinkAbout16.a. Committee Minutes - Adminstration 11-05-2024Page 1 of 6 Item 16.a. LCENTRAL SAN November 21, 2024 MINE IWAII 'I 11,011111 ft��til IQ, [1111] 11111111 111:111 r1I M&I"s M& FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: NOVEMBER 5, 2024 -ADMINISTRATION COMMITTEE - CHAIR MCGILL AND MEMBER HOCKETT Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Administration Committee minutes 11-05-24 November 21, 2024 Regular Board Meeting Agenda Packet - Page 152 of 164 Page 2 of 6 LCENTRAL SAN REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA MARIAHN. LAURITZEN President SANITARY DISTRICT MICHAEL R.MCGILL ADMINISTRATION COMMITTEE President Pro Tem BARBARA D.HOCKETT TAD J PILECKI M I N U T E S FLORENCE T WEDINGTON PHONE: (925) 228-9500 Tuesday, November 5, 2024 FAX.- (925) 372-0192 8:30 a.m. www.centralsan.org Committee: Chair Mike McGill Member Barbara Hockett Staff. - Roger S. Bailey, General Manager (arrived during Item 3.a.) Katie Young, Secretary of the District Leah Castella, District General Counsel (left after Item 3. f.) Greg Norby, Deputy GM — Engineering & Operations Philip Leiber, Deputy GM — Administration Benjamin Johnson, Internal Auditor/Diversity, Equity, & Inclusion Officer (left after Item 3.d.) Charles Mallory, Information Technology Manager Danea Gemmell, Planning & Development Services Division Manager (joined during Item 3.c., left after Item 3. f.) Edgar Lopez, Capital Projects Division Manager (left after Item 3.e.) Kevin Mizuno, Finance Manager Neil Meyer, Plant Maintenance Division Manager Stephanie King, Contracts & Procurement Administrator Terrina Manor, Human Resources Analyst Sean Sullivan, Superintendent Oprations & Maintenance (left after Item 3.e.) Adib Musawwir, Electrical/Instrumentation Supervisor (arrived during Item 3.a., left after Item 3. e.) Steve Borrelli, Electrical/Instrumentation Supervisor (left after Item 3.e.) Eileen Hansen, Deputy Secretary of the District Suzette Crayton, Executive Assistant to the General Manager Karen DeLong, Administrative Services Assistant Stacey Durocher, Administrative Services Assistant (left after Item 3.d.) Call Meeting to Order Chair McGill called the meeting to order at 8:30 a.m. 2. Public Comments None. November 21, 2024 Regular Board Meeting Agenda Packet - Page 153 of 164 Page 3 of 6 Administration Committee Minutes November 5, 2024 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper to adopt Resolution No. 2024 -XXX approving biennial updates to the District's Conflict of Interest Code and directing the Secretary of the District to submit the updated 2024 Conflict of Interest Code to the Contra Costa County Board of Supervisors for approval Ms. Young reviewed the draft Position Paper included in the agenda materials. She noted that staff holding a purchasing card (P -card), with limits greater than $1500 per month, will now be required to file a Form 700. Staff are allowed to file the forms electronically with the County for no additional fee, and the County will work with staff to provide training if needed. Mr. Leiber and Mr. Bailey shared that there was much discussion and deliberation regarding the new requirements, including guidance from District Counsel, and the updated policy optimally mitigates some concerns of staff who hold P -Cards but have not previously had to file Form 700. Ms. Castella explained that the legal responsibility for an employee to file Form 700 serves as protection for the ethical interests of the District. Chair McGill requested clarification on whether a hard copy will also need to be given to the Secretary of the District. Ms. Young stated she would remove that instruction from the Conflict of Interest Code (Code). After a brief discussion regarding positions listed in the Code, Mr. Bailey requested that the Directors be included in the listing to alleviate any confusion, even though their compliance is included in the statute. There were no public comments. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper and conduct biennial review of Board Policy BP 017 - Fiscal Reserves Mr. Leiber reviewed the draft Position Paper included in the agenda materials. He stated that edits were made to improve clarity, but there were no substantive changes. Chair McGill requested clarification on language in the policy and suggested minor edits. There were no public comments. November 21, 2024 Regular Board Meeting Agenda Packet - Page 154 of 164 Page 4 of 6 Administration Committee Minutes November 5, 2024 Page 3 COMMITTEE ACTION: Recommended Board approval. C. Review draft Position Paper and conduct biennial review of Board Policy No. BP 037 — Delegation of Authority to General Manager Mr. Mizuno reviewed the draft Position Paper included in the agenda materials. He highlighted the areas where changes were made for clarification, to designate signature versus approval, and for overall language and understanding. Chair McGill asked for clarifications and requested minor edits to the language of the policy, including adding definitions to improve accessibility for the public. There were no public comments. COMMITTEE ACTION: Recommended Board approval. d. Review draft Position Paper to adopt new Administrative Policy No. AP 113— Employee Participation on Specified Internal Committees Mr. Leiber reviewed the draft Position Paper included in the agenda materials. Mr. Bailey stated that there is a large amount of work to accomplish which requires significant time and effort, but hiring additional employees is prohibitive, so finding creative ways for additional recognition is important. In response to Member Hockett's request for examples of committee assignments that could be considered, Mr. Leiber mentioned the substantial work plan created by the Diversity, Equity and Inclusion (DEI) Committee, requiring large amounts of planning and coordination. Mr. Norby shared the example of the Safety Committee, and the meaningful initiatives to be carried out over the next few months. These initiatives are closely tied to District values and objectives and promote communication between departments. He mentioned the Safety Directives Library which provides a tangible and beneficial service, but needs extensive review and update, requiring a large amount of time and engagement. Member Hockett expressed support for the work of the Committees and stated that it is valuable to provide recognition and appreciation by offering administrative leave. Chair McGill shared understanding for the balance needed between workload and resources to accomplish all the tasks. November 21, 2024 Regular Board Meeting Agenda Packet - Page 155 of 164 Page 5 of 6 Administration Committee Minutes November 5, 2024 Page 4 There were no public comments. COMMITTEE ACTION: Recommended Board receipt. e. Review draft Position Paper to approve proposed salary increases of five percent for the classifications of Instrument Technician and Electrical Technician; and two and one-half percent for the classification of Electrical/Instrumentation Supervisor Mr. Leiber reviewed the draft Position Paper included in the agenda materials. He stated that there is a challenge in recruiting these highly technical positions, requiring added financial incentive to increase competitiveness. Mr. Bailey opined that compensation for Central San employees should reflect the District's commitment to excellence and should be competitive. He shared that a total compensation study is in progress to ensure the District's competitiveness. Chair McGill agreed that the salaries should be competitive to recruit above average employees, and that completing the salary study should be a high priority. Mr. Bailey responded to an inquiry from Chair McGill regarding possible employee conflict, that completing the compensation study and identifying comparable positions, in cooperation with the unions, is a primary focus. Member Hockett shared that transparency regarding the study can be used as a recruitment incentive and that current employees will appreciate the rationale behind the effort. There were no public comments. COMMITTEE ACTION: Recommended Board approval. Review draft Position Paper to adopt attached side letter with Public Employees Union, Local # 1/AFSCME (Local 1) establishing Union Leave for elected and appointed union members in accordance with Senate Bill 1085 Mr. Leiber reviewed the draft Position Paper included in the agenda materials. He stated that after several rounds of negotiations, both sides are satisfied with the outcome. Chair McGill requested minor edits to the letter which Ms. Manor will incorporate before presenting to the Board. November 21, 2024 Regular Board Meeting Agenda Packet - Page 156 of 164 Page 6 of 6 Administration Committee Minutes November 5, 2024 Page 5 There were no public comments. COMMITTEE ACTION: Recommended Board approval. g. Authorize the General Manager to make an annual contribution to the Employee Activities Organization (EAO) Mr. Bailey stated that the Board has been generous in making this contribution to the EAO on an annual basis. Chair McGill agreed that it is an important contribution. There were no public comments. COMMITTEE ACTION: Recommended Board approval. 4. Announcements ■ Mr. Bailey stated that he will be attending the WateReuse Strategic Discussion meeting in Irvine and will participate remotely in the November 7, 2024 Board Meeting. ■ Ms. Young stated that she will not be attending the November 7, 2024 Board meeting, and Ms. Hansen will act as Secretary Pro Tem. 5. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items Ms. Young stated that in 2025 there will be two Administrative Committee meetings scheduled each month. COMMITTEE ACTION: Received the list and provided input to staff. 6. Future Scheduled Meetings Tuesday, December 3, 2024 at 8:30 a.m. 2025 Scheduled Meetings TBD 7. Adjournment — at 9:30 a.m. November 21, 2024 Regular Board Meeting Agenda Packet - Page 157 of 164