Minutes of the ISD Board Special Workshop Meeting December 9, 2014

MINUTES OF THE SPECIAL WORKSHOP MEETING

OF THE BOARD OF DIRECTORS OF THE

IRONHOUSE SANITARY DISTRICT

 

December 9, 2014

 

The Ironhouse Sanitary District (ISD) Board of Directors met in Special Session on Tuesday, December 9, 2014.

 

The place of the meeting was the Ironhouse Sanitary District Office at 450 Walnut Meadows Drive, Oakley, California.  

 

1. Call to Order President David Contreras called the meeting to order at 6:07 p.m. 
    
   Board Roll Call
    
               Members present:                    David Contreras, Chris Lauritzen, Susan Morgan, Michael Painter, and Doug Scheer
    
               Members absent:                     None
    
   Staff/Consultants present:      Bob Henn, District Counsel
   Susan Walde, District Secretary
    
               Interested parties present:       Brent Ives, BHI Management Consulting
                                                              
   Pledge of Allegiance – led by Brent Ives
    
2. Approval of the Agenda -M/S C. Lauritzen, M. Painter and the Board voted unanimously to approve the Agenda. 

In favor: D. Contreras, C. Lauritzen, S. Morgan, M. Painter and D. Scheer.  Opposed:  None. Absent: None.

 

1. Public Comments – Communications from the public on subjects not on the agenda.  There were no comments from the public at this time.
    
2. BHI Management Consulting Workshop with Business Before the Board
   President Contreras stated that the reason for this meeting is following up on Board action of November 18, 2014  with hiring a new General Manger.  He earlier called Mr. Ives to help the Board with recruitment for the position of General Manager (GM).  The Board scheduled this meeting date with BHI Consulting to implement the process of hiring a new G M.  President Contreras introduced Brent Ives of BHI Consulting to the Board.
    
   Mr. Ives suggested that the Board begin by reviewing the current contractual relationship with the current GM, since it bears on how the Board should proceed.  Mr. Bob Henn briefed the Board on the existing GM contract and the terms of the contract.  The contract presently has a March 11, 2015 expiration date.  Mr. Henn reviewed the dates of termination and noticing and stated he would forward a chart with the break-down of these dates.  The contract renews on a 90-day basis and will need a 60 day notice. 
    
   President Contreras stated he met with the GM earlier in the day and Mr. Williams stated he is considering leaving after  his 55^th birthday in March and would use his accrued time on the books as vacation and time off for a possible June separation date from the District.
    
   Mr. Ives stated the process of recruitment will take more time than between now and March 11, 2015.  Mr. Ives gave the Board an outline of the process and a timeline for recruitment.  He also said that an outside interim general manager can sometimes provide the Board an objective view of the district’s management, perhaps with a management study.
    
   President Contreras stated that CalPERS would need a 90-day notice to start the process of Mr. Williams’ retirement.  He also stated that Mr. Williams recommended Jenny Skrel as the interim GM until a candidate is in place to fill the position. 
    
   President Contreras stated that in August while at a CASA conference he held a discussion with Mr. Ives regarding hiring an Assistant General Manger to assist the GM.  At the September Board meeting, when the Personnel/HR Committee had presented the recommendation to hire an AGM,  it was the direction of the Board to start the process of hiring a future General Manager. 
    
   Mr. Henn asked the Board if it wanted to fill the interim GM position with an internal candidate or have BHI seek an interim GM for a possible 3 month period or longer.  
    
   Director Lauritzen recommended asking Mr. Ives to go to the CASA pool to see what would be available for the District.  If Jenny Skrel were the interim GM, there wouldn’t be any depth, any backup.
    
   Mr. Ives stated he has a pool of City Managers/General Managers who could be considered for an interim position if needed.  Mr. Lauritzen suggested Phil Bachelor, former Contra Costa County Administrator, for consideration of the position.  Mr. Ives will bring back some possible candidates for the position.  President Contreras would like to have someone in the wastewater industry for this interim position. 
   It was noted that the finance committee had fully funded for the addition of an AGM, and that this should be sufficient to cover the cost of an interim GM.
   Director Painter stated he does not care either way if we stay in house or bring in an interim, but can someone in 90 days get up to speed with the district?.  He questioned if it would just be better to fill the position with Ms. Skrel.  She has been left in charge when Mr. Williams is on vacation.  President Contreras stated that Mr. Williams indicated that his temporary replacement suggestion would be Jenny.
   Director Scheer stated he recommends hiring an interim manager from the outside to come in.  In his business, he can go into another business of the same type and pick it right up.
   Ms. Morgan questioned how this additional task will impact Mr. Ives ability to fulfill the task of hiring a GM.  Ms. Morgan recommends considering the broadest options available. 
    Mr. Ives stated that hiring an interim GM won’t slow down the process of locating and hiring a new GM.
   Mr. Henn will work on an agenda item for the January Board meeting for an interim GM.
   The Board’s choices are based on formal dates based on the GM contract.  The Board will need to have a more defined time from the GM. 
    
   Discussion was held on the options of overlapping with an interim GM, institutional knowledge and the process of transfer to the new GM.  The Board would like to have a process of overlap with the GM for informal training.
    
   Mr. Williams will be working until he turns 55, which is March 18, 2015. 
    
   Director Contreras suggested Mr. Henn approach Ms. Skrel to see if she is interested in serving as interim General Manager. 
    
   Mr. Ives suggested the interim GM start in February, suggesting mid-February.  Mr. Ives will contact Ms. Skrel to see if she is interested in stepping up to the interim GM position.  He will also talk to Mr. Williams about a possible date of mid-February for an interim position. 
   Mr. Henn will need to amend the BHI contract to hire an interim General Manager. 
   Mr. Henn stated an overview of the direction of the Board’s thinking at this point in the discussion: Mr. Ives will talk to Ms. Skrel.  Should he also talk to Mr. Williams to get information on key dates?   Mr. Ives will also bring back possible candidates for the interim GM position to the Board. 
   The Board will need to have a special workshop meeting on the interim GM.  The date decided upon by the Board is January 29, 2015 at 5:00 p.m.
   President Contreras will talk to Mr. Williams about solidifying his timing and will bring this to the Board.
   President Contreras stated he will also talk with Mr. Williams about what he is planning to work on: the budget process, RD830, updating the District’s policies and getting documents in order.  Probably two weeks of overlap between him and the interim GM.
    
   Mr. Ives then worked with the Board to format Vision and Expectations for the future GM position.  This information is helpful in developing marketing material and for determining a candidate pool.
    
   Vision –
   Critical to look into the future to align with the capabilities of candidates. 
   Vision will refer to strategic plan.  Mr. Ives asked the Board what accomplishments they expected in the next few years from the General Manager.   Responses included:
   Sell the District’s Recycled Water
                Biosolids – Exploring alternatives to present landfill disposition.
                Exercising District’s Latent Powers
   Vision Outlook

• Possible interest in combining with the Water District or working with the Water District on an approved shared service agreement.
   
   
  Expectations
• Basics – Collect, Treat and Dispose of Wastewater
• Efficiencies
• Pension Issues
• Salary Leveling
• Salaries not in the 50^th percentile
• Jersey Island – $25 Million in grants to build a rock barrier across JI to Bradford Island. 
• 1 million cubic yards of material – DWR project.
   
  Challenges

• Pension Issues
• Salary Leveling
• Jersey Island Plan

 

Motivating

• Non-Union – No MOU Staffing
• State of the Art Plant – Wastewater Reuse Changes
• Plenty of high quality Recycled Water
• District has the capacity to double its capacity or more.
• Progressive, motivated Board, receptive to evolved Management.
   
  Personal Strengths that would best serve a new General Manager

• Leadership
• District needs a Manager not an Engineer.  Has largely solved its major engineering, technical issues.
• Respectable
• Accessible
• Natural Communicator – good communicator with employees
• Ability to delegate
• Understand value of strategic partners

 

Framing the Candidate – Incumbent

            Strengths

• Good Speaker
• Really knows his stuff
• Enjoys what he does
• New treatment plant

 

            Weaknesses

• Was not listening and taking direction from the Board
• Delegating
• Too many “personal” connections to some employees.
   

Mr. Ives asked what other statements are of concern and will be important in the selection of a GM.

Director Lauritzen stated that the Board has evolved from the small rural district it was.  The Board would like greater involvement in Reclamation District 830.  The current Board of RD 830 are employees of ISD. 

Concerns of business not being done. 

• Personnel Human Resources Manager. 
• The internal finances management is being provided by a part-time consultant. 
• Organizational Assessment.  Efficiencies.

 

Down Selecting Guidance – Critical or Important or “Just Nice to have”

Discussion was held on requirements of education and years of experience in public sector. 

Mr. Ives gave some timing updates of March/April for full screening of candidates.  It will be a full two days of screening and an intense interview process.

Discussion was held on the proposed salary range to offer for the position.  It was discussed to review the GM figures in the recent Koff study and obtain a copy of the CASA salary survey for reference.  There is a strong preference for the new GM to live in Oakley.  

Items to address:

• Preliminary contract provisions – Bob Henn
• Pension
• Post Retirement benefits- medical
• Benefits
• Future Candidate possible start with vacation on the books.
• Severance provisions
• Moving/housing/relocation expenses
   

1.       Adjournment

 

There being no further business, President Contreras adjourned the special workshop meeting at 8:41 p.m. to the next Regular Meeting on January 6, 2015.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPROVED                                                                       ____________________________                                                    

                                   President                                                          District Secretary

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