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HomeMy WebLinkAboutAdministration MINUTES 12-03-24Page 2 of 7 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, December 3, 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 Katie Young, Secretary of the District Philip Leiber, Deputy GM — Administration Alan Weer, Plant Operations Division Manager (Joined during Item 3.a.) Benjamin Johnson, Internal Auditor/Diversity, Equity, & Inclusion Officer Charles Mallory, Information Technology Manager (Joined during Item 3.a.) Danea Gemmell, Planning & Development Services Division Manager Edgar Lopez, Capital Projects Division Manager (Joined during Item 3.a.) Kevin Mizuno, Finance Manager Lori Schectel, Environmental & Regulatory Compliance Division Manager Nitin Goel, Operations Optimization Manager Teji O'Malley, Human Resources & Organizational Development Manager Melody LaBella, Resource Recovery Program Manager (Joined during Item 3.a.) Thomas Brightbill, Senior Engineer (Left after Item 3.a.) Chris Carpenter, Senior Community Affairs Representative Christina Gee, Management Analyst Heather Fryman, Management Analyst (Joined during Item 3.a.) Karen DeLong, Administrative Services Assistant Shenae Howard, Administrative Services Assistant (Left after Item 4.b.) Stacey Durocher, Administrative Services Assistant Call Meetina to Order Chair McGill called the meeting to order at 8:31 a.m. 2. Public Comments None. December 19, 2024 Regular Board Meeting Agenda Packet - Page 82 of 97 Page 3 of 7 Administration Committee Minutes December 3, 2024 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper and conduct biennial review of Board Policy BP 010 — Contractual Assessment Districts Ms. Gemmell briefly introduced the draft Position Paper included in the agenda materials, stating that her team had performed an extensive review, resulting in meaningful proposed changes. Mr. Brightbill reviewed the proposed changes that include updating terminology to be consistent with other documents relating to Contractual Assessment Districts (CAD) and adding language that allows staff to increase the term of financing to twenty years if an initial threshold of $7, 500 for the annual financed CAD fee is met. In response to a request for clarification from Mr. Bailey, Ms. Gemmell and Mr. Brightbill explained that Central San provides the financing for the CAD projects and is reimbursed from the owners of the participating parcels, either in a lump sum or in annual payments included on the property tax bill. The annual payments include a nominal interest rate. CAD fees received from subsequent connections are then disbursed back to the other participating property owners. Mr. Brightbill stated that the final change is the language limiting the financing option to one parcel per owner. This was originally included in the policy and was moved to the procedure several years ago. Staff is proposing moving it back to the policy and Ms. Gemmell added that having this requirement in the policy carries more weight. To an inquiry from Member Hockett regarding the term length, Mr. Brightbill responded that the program allows property owners who are financing their CAD fees to pay off their outstanding balance at any point without any penalties or additional fees. Chair McGill asked for clarification regarding why an owner cannot finance more than one parcel if the purpose of the program is to maximize sewers. Mr. Brightbill pointed out that the existing policy specifies that the program is for intended primarily for "owner -occupied" residential properties. Chair McGill stated that he would like to have language included in the policy that provides some flexibility and encourages home building. A discussion followed regarding construction of Accessory Dwelling Units (ADU)s, lot splits, and the conversion ofADUs to condos. Mr. Brightbill stated that staff works with potential CAD participants to identify potential issues early in the CAD formation process and to discuss how best to accommodate these issues. December 19, 2024 Regular Board Meeting Agenda Packet - Page 83 of 97 Page 4 of 7 Administration Committee Minutes December 3, 2024 Page 3 Chair McGill pointed out that the added language limiting the financing option should reflect both the 10-year and 20-year terms. Chair McGill reiterated that the two -fold priority is to make installing new sewers easier for the public and to meet the District's goals and objectives. He endorsed recommending the policy to the Board with the changes discussed, and Member Hockett agreed. There were no public comments. COMMITTEE ACTION: Provided input and recommended Board approval. b. Review draft Position Paper and conduct biennial review of Board Policy BP 035 - Procurement Mr. Mizuno reviewed the draft Position Paper included in the agenda materials. He stated that this policy is scheduled to go to the Board in January, which aligns with the January 1 effective date of the California Uniform Public Construction Cost Accounting Act (UPCCAA) and eliminates the need to postdate the policy. Member Hockett inquired about item nine in the policy and the process for disposing of materials. Mr. Mizuno replied that there is an auction process. Mr. Leiber shared that the specifics are discussed in an Administrative Policy (AP) and suggested that adding a phrase such as "consistent with documented procedures" could be added to provide a reference and clarity. Regarding the first bullet in the Reporting Requirement Section, Member Hockett shared that in the past it was important to have a point in the process at which all contracts were reviewed to allow for an assessment of the best price. Mr. Mizuno stated that including this longstanding past practice in the policy serves to formalize the requirement, justifying it as an ongoing practice directed by the Board. Mr. Mizuno further clarified that the reporting requirement for UPCCAA-type contracts would be contracts in the range of $75, 000 to $220, 000. Mr. Mizuno stated that there was a request by key engineering stakeholders to increase the formal solicitation threshold for professional services to an amount greater than $100,000 to enhance efficiency and the impact of inflation on professional services proposals. Accordingly, one proposed amendment to the procurement policy is to increase the bid threshold for informal selection to $50, 000, for informal solicitation up to $150,000, and for formal Request for Proposals (RFP) to those in excess of $150, 000. December 19, 2024 Regular Board Meeting Agenda Packet - Page 84 of 97 Page 5 of 7 Administration Committee Minutes December 3, 2024 Page 4 The Committee agreed to recommend this item to the Board with the changes discussed. There were no public comments. COMMITTEE ACTION: Provided input and recommended Board approval. C. Review draft Position Paper to adopt proposed revisions to Board Policy BP 044 — Board Leadership and Community Representatives Ms. Young reviewed the draft Position Paper included in the agenda materials, explaining that the edits relate to transitioning of representation by Division. Chair McGill asked for clarification about divisions that include unincorporated areas. Mr. Bailey stated that in the past, a Board Member might represent unincorporated areas, but now those areas are automatically included in the divisions. Chair McGill opined that the representative of the County might also want to be present for some division issues. Ms. Young proposed changing the language to include unincorporated areas, to which the Committee agreed. Chair McGill requested clarity regarding Appointment of Board Representatives. A discussion followed, and Ms. Young suggested removing the Board President specification and leaving simple majority vote for clarification. The Committee agreed with this proposal. There were no public comments. COMMITTEE ACTION: Provided input and recommended Board approval. 4. Other Items a. Conduct biennial review of the following Board Policies: • BP 014 — District -Owned Mobile Computing Devices for Board Members • BP 033 —Conduct District Business using Personal Account and Devices • PB 034 — Ethics Hotline Reporting Protocol • BP 040 —Electronic Signatures and Approvals Ms. Young advised that staff and legal counsel have reviewed these policies and there are no recommended changes. December 19, 2024 Regular Board Meeting Agenda Packet - Page 85 of 97 Page 6 of 7 Administration Committee Minutes December 3, 2024 Page 5 There were no public comments. COMMITTEE ACTION: Reviewed policies. b. Receive "Engage" Employee Wellness Program 2023 Annual Report Ms. O'Malley briefly introduced the former wellness program and advised that staff is searching for a new wellness program provider. Ms. Howard reviewed the presentation included in the agenda materials. Member Hockett and Chair McGill expressed appreciation for the program and the work of the Wellness Committee. Chair McGill inquired how to justify the cost of the wellness program to constituents who question it, and what metrics might be cited to support the expense. Ms. O'Malley replied that there is empirical data supporting wellness for employees. Mr. Leiber noted that as Central San is now part of a larger pool in the California Public Employees' Retirement System (Ca1PERS) system, the connection with employee health and medical premiums is not as direct as it was when Central San was obtaining health insurance through a broker and premiums were based on the smaller Central San employee base, but that there are other measures which can still point to the savings that accrues to employers with a healthier employee base. Mr. Mizuno opined that all competitive employers offer similar robust wellness programs. Ms. O'Malley concurred, stating that a strong wellness program aids recruitment and retention. There were no public comments. COMMITTEE ACTION: Received the report. C. Review draft Fiscal Year 2023-24 Strategic Plan Annual Report Ms. Gee reviewed the presentation included in the agenda materials. Member Hockett expressed appreciation for the large number of projects and the impressive execution. Chair McGill agreed and expressed a desire to distribute the information to the public. Mr. Bailey suggested that the Board could consider an annual Town Hall type of event, as is held by other agencies. Member Hockett mentioned that the newsletter is fabulous and gives an effective overview of all the work. December 19, 2024 Regular Board Meeting Agenda Packet - Page 86 of 97 Page 7 of 7 Administration Committee Minutes December 3, 2024 Page 6 There were no public comments. COMMITTEE ACTION: Recommended Board receipt. d. Receive Strategic Plan Tracker for the first quarter of Fiscal Year (FY) 2024-26 Ms. Gee provided an overview of the tracker included in the agenda material. Chair McGill and Member Hockett commended the summary and the appropriateness of the metrics. There were no public comments. COMMITTEE ACTION: Received the information. 5. Announcements Ms. Young thanked Chair McGill for his participation and leadership for the Administration Committee during the past year. 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 Meetings 2025 Scheduled Meetings TBD 8. Adjournment — at 10:24 a.m. December 19, 2024 Regular Board Meeting Agenda Packet - Page 87 of 97