11 - Shared Services from OCSD Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: September 25, 2014 Subject: Shared Services from Orange County Sanitation District (OCSD) – Human Resources & Risk Management Summary In the spirit of Orange County Local Agency Formation Commission (LAFCO) Shared Services Program, OCSD offered its services to CMSD by providing one of their senior human resources analyst to temporary fill the vacant Administrative Services Manager position to perform human resources and risk management duties. Staff Recommendation That the Board of Directors authorizes the General Manager to proceed using OCSD staff for human resources and risk management functions. Analysis CMSD’s Administrative Services Manager is currently vacant. This position is responsible for performing human resources, risk management and emergency preparedness functions. In the spirit of LAFCO’s Shared Services Program, OCSD will provide one of their senior human resources analyst to temporary fill the vacant Administrative Services Manager position to perform human resources and risk management duties. Duties performed by the analyst will be, but not limited to the following: Administer employee health, welfare, retirement benefits; Advise and assist employees and management in a variety of personnel matters including the interpretation and application of personnel policies identified in the Employee Handbook and Administrative Regulations; ITEM NO. 11
Board of Directors September 25, 2014 Page 2 of 3 Supervise, mentor and coach the Administrative Assistant to have a successful career in the human resources profession; Facilitate a classification and salary compensation survey; Recruit the Administrative Services Manager position. Coordinate with managers and supervisors completing performance evaluations of their subordinates; Process claims and litigation in conjunction with the District's claims administrator; Identify major areas of risk and risk control; Facilitate the coordination of safety committee meetings. Duties for emergency preparedness will be performed by the General Manager. The OCSD employee will work in the office at CMSD HQ full time (e.g. 40 hours a week) for a maximum of six months. The OCSD employee has many years of experience in the human resources profession and this person is looking to gain some leadership experience through CMSD. The District will benefit from this arrangement because the organization will receive a professional public administrator that has many years of experience in the human resources profession. This person will ensure the District is continuing to fulfill its personnel needs and requirements as well as making sure staff is adhering to safety practices. In addition, this proposal meets the Board’s desire to explore more opportunities for shared services with other public agencies. It is anticipated that the senior analyst from OCSD can begin working at CMSD HQ by mid-October. Strategic Plan Element & Goal This item complies with Strategic Element 3 .0., Partnerships , and Strategic Goal No. 3.2 , Strengthen our ties with local governments, special districts and educational institutions . Legal Review Not applicable at this time; however, the District will need to sign an indemnification agreement with OCSD. District Counsel will review the agreement before the document is executed. Environmental Review The consideration of sharing administrative services with another government agency is an administrative matter and is not a disturbance of the environment similar to grading or construction and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review CMSD will compensate OCSD for the senio r analyst’s salary and benefits , which will be approximately $ 6,000 per pay period or $78,000 for six months. This cost would be ITEM NO. 11
Board of Directors September 25, 2014 Page 3 of 3 partially offset by the estimated $67,000 salary savings from the vacate Administrative Services Manager position budget. Staff feels there is adequate budget funds available for this service. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 25 , 2014 Bo ard of Directors regular meeting at District headquarters and on District’s website. Alternative Actions 1. Direct staff to report back with more information. Reviewed by: Wendy Davis Finance Manager ITEM NO. 11