Minutes of the Personnel/HR Committee meeting 12-30-13

MINUTES

FOR THE PERSONNEL/HUMAN RESOURCES COMMITTEE MEETING

BOARD OF DIRECTORS

IRONHOUSE SANITARY DISTRICT

DATE:         Thursday, December 30, 2013

TIME:          Meeting start time 11:05 a.m.

PLACE:        Ironhouse Sanitary District Office

                   450 Walnut Meadows Drive

                   Oakley, California  94561

ATTENDANCE:  David Huerta, David Contreras, Tom Williams

A. Roll Call.  All present

B. Approval of the Agenda.  M/S David Contreras, David Huerta

C. Public Comments.  No public comment

D.          Approval of meeting minutes of December 5, 2013, and December 19, 2013 for the Personnel/Human Resources Committee Meeting.  M/S David Contreras, David Huerta and the draft meeting minutes of December 5, 2013 were approved as submitted; and the meeting minutes of December 19, 2013 were approved with an edit to correct the spelling of Mr. Mueller’s name.

E.          Discussion with General Manager regarding the need for a permanent Electrician/Instrumentation Technician and Committee recommendation to the Board.   The committee received a brief presentation from Mr. Williams regarding per hour consulting costs for electrical/instrumentation related work over the last year.  The information helped in understanding what the cost would be for the estimated 1,500 hours of scheduled electrical/instrumentation maintenance work, if consultants were used.  The consulting costs totaled approximately $120/per hour but, the committee agreed a more appropriate number to use was closer to $95-$100 per hour.  This assumes ISD would not require the senior consultant employee to perform the maintenance needed. In comparison, the cost for a permanent employee as proposed (including all benefit and payroll related expenses) came in at approximately $64/hour. In addition, with a full time employee, ISD would have at least an additional 300 hour of time a year with the employee allowing for additional operational flexibility, and job training to better utilize the employee, as well as train them to a higher level of competency. 

             After further discussion and recognition of 1) the future needs of the District as we grow, the depth a full time employee helps bring to the District, the retention of institutional knowledge, and the cost savings over using consultants only for this position, the committee supported creating the new position.  The committee will recommend to the Board that ISD create the new position and authorize the General Manager to advertise for the position (advertise in multiple locations including our Statewide agency affiliations - CSDA, CWEA, CASA, and PG&E training program for Veterans), conduct interviews, and fill the position. 

F.           Discussion and review of the District organizational chart, salary schedule, and General Manager proposed job class separation adjustments.  The committee received information from Mr. Williams regarding adjustments to the Total Compensation Study, proposed salary schedules, job-class separations, and organizational chart as they support the 44^th percentile.  In addition, the committee received information supporting adjustments to accommodate recent the retirement of two employees.   After review and discussion, the committee supported Mr. Williams’ proposed adjustments.  

G.          Discussion and review of General Manager’s methodology for implementing 44^th percentile salary adjustments as authorized by the Board.  The committee received information from Mr. Williams regarding his methodology for implementing the Board authorized 44^th percentile adjustments. Mr. Williams reviewed the Organization Chart, the necessary separations between job classes, the need for consistency between job classes in different areas of the District (the Mainland shop, Jersey Island, and the Water Recycling Facility), the salary schedule adjustments needed to support job class separation consistency and, in one case, newly revised job duties.  The committee reviewed and discussed the information and felt the methodology and recommendations for implementation were succinct, well presented, and stayed within the Board authorized total annual financial impact of $144,000.  After review and discussion, the committee supported Mr. Williams’ proposed methodology and implementation strategy.

H.          Discussion of future items for the Personnel/Human Resources Committee and proposed meeting dates.  Discuss closure of Draft Koff Study

I.           Adjournment. The meeting adjourned at 2:10 p.m.