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HomeMy WebLinkAbout02.a. Approve minutes of October 6, 2011 Board meeting4.a. MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON OCTOBER 6, 2011 The Board of Directors of the Central Contra Costa Sanitary District convened in a regular meeting in the Board Room, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on Thursday, October 6, 2011. President Hockett called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: McGill, Menesini, Nejedly, Williams, Hockett ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG None. The Board and staff joined in the Pledge of Allegiance. 2. PUBLIC COMMENTS 3. CONSENT CALENDAR It was moved by Member McGill and seconded by Member Nejedly to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board. a. Approve minutes of September 1, 2011 Board meeting. b. Approve expenditures dated October 6, 2011. Reviewed by Budget and Finance Committee. C. Receive August 2011 Financial Statements and Investment Reports. Reviewed by Budget and Finance Committee. d. Adopt Resolution 2011 -058 accepting grants of easement from property owners Ruth R. Glantz, Dixie Lee Scott, Lonny Lausten, Scot Lorin Small and Julie Deon Small, Eric Hurt and Tammy Hurt, David Schaible and Peggy Schaible, RH Apartments, LLC, Jerry Lee, Robert J. Ligon and Julie A. Ligon, and Stephen R. Carlson and Kathleen M. Carlson, property owners in the Green Valley Road neighborhood in Danville and the Calle del Casarillo neighborhood in Diablo (District Project 5953 — Parcels 2 -11), and authorizing staff to record the documents with the Contra Costa County Recorder. CENTRAL CONTRA COSTA SANITARYDISTRICT Board Minutes of October 6, 2011 e. Authorize the General Manager to execute an amendment to an existing professional services agreement with Harvest Technical Services, Inc. in the amount of $115,000 for a new contract ceiling of $235,000 to provide relief inspection services for the construction of capital projects during Fiscal Year 2011 -12. 4. PUBLIC HEARINGS a. CONDUCT PUBLIC HEARING TO RECEIVE COMMENTS ON ADOPTING UNCODIFIED ORDINANCE NO. 269 TO ESTABLISH REIMBURSEMENT FEES FOR PROPERTIES WHICH COULD DIRECTLY OR INDIRECTLY CONNECT TO SUNNYBROOK ROAD CONTRACTUAL ASSESSMENT DISTRICT (CAD) NO. 2010 -1 IN ALAMO. JOB 6476 Engineering Assistant III Russ Leavitt stated that, by four affirmative votes of the Board, reimbursement fees may be set for two properties that did not initially participate in the now - completed CAD. He explained the methodology behind setting reimbursements for the fourteen existing participants, how the net project cost will be split between the two non - participants and how money will be paid back to the original participants. The public hearing was opened and closed without comment. It was moved by Member Nejedly and seconded by Member Williams to adopt uncodified Ordinance No. 269 to establish reimbursement fees for properties which could directly or indirectly connect to Sunnybrook Road Contractual Assessment District (CAD) No. 2010 -1 in Alamo, Job 6476. Motion passed by unanimous vote of the Board. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 6. REPORTS a. GENERAL MANAGER 1) Update on Collection System Operations Department Facility, District Protect 8208 Senior Engineer Alex Rozul presented the regular construction progress update on the Collection System Operations Facility project. He showed photos of the construction and noted completion of the first floor carpeting and camera installation. The ongoing construction focus includes floor polishing and staining, bathroom and locker room partition and fixture installations, electrical trim, network connections, HVAC and various yard improvements. Tentatively, the 2 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 6, 2011 open house is scheduled for November 11, ribbon - cutting for November 16 and move -in for November 18, 2011. Mr. Rozul reported that the contractor was 33 days behind schedule. 2) Contra Costa County Employees' Retirement Association (CCCERA) matters: a) Report on September 14, 2011 CCCERA Board meetin Director of Administration Randy Musgraves reported that the September 14 meeting focused on closed session items and the renewal of CCCERA's contract with the Segal Company for actuarial services. b) Evaluation of CCCERA terminal pay calculations Mr. Musgraves also reported on the terminal pay calculations study performed by the District's actuary, John Bartel. This study was conducted after it was discovered that the information given to the District was based on tiers. The District's enhancement was calculated by CCCERA to be 24 percent, which generated an additional $11.5 million in unfunded liability. At the District's request, CCCERA postponed adoption of their contribution rates to allow the District to evaluate CCCERA's terminal pay study. Mr. Bartel validated the numbers closely and came to the conclusion that CCCERA calculated the District's enhancement of 24 percent correctly. Mr. Musgraves added that sick leave longevity credit and demographic data have not been depooled at this time. Sick leave longevity credit may be a concern of de- pooling, but not one of significant impact. Because all other employers' sick leave is calculated for credit, the District is on the same basis as all the other employers in the group. He also noted the unlikely possibility that CCCERA could de -pool demographic data such as mortality rates, life spans and retirement ages at the employment level. Because the actuaries believe this would decrease the database to a size too small to be accurate, it is more likely the demographic data will be held at a pool level. Mr. Musgraves noted that the District is expecting an $18 -20 million increase next year in unfunded liability as a result of the five -year smoothing of the losses incurred in 2008. Unfunded liability is currently at $100 million; it will likely increase to $120 million in 2012. 3) Update on pension reform legislation General Manager James Kelly referred to the memo in the Board packet and reported that there are several initiatives which could appear on the November 2012 ballot; however, the sponsors of the initiatives are having difficulty raising 3 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 6, 2011 sufficient funds to gather the required number of signatures for placement on the ballot. 4) Discuss possible rescheduling or cancellation of December 1, 2011 Board meeting due to conflict with California Public Employers Labor Relations Association (CALPELRA) Annual Conference General Manager James Kelly reported that several senior staff and Board members are planning to attend the CALPELRA Conference. He offered the Board several rescheduling options for the December 1 Board meeting, which staff could accommodate. The Board rescheduled the meeting to December 8, 2011, which will be a special Board meeting. 5) Announcements The following written announcements were included with the agenda packet: a) Lien on Property Owned by Gregory and JeanMarie Reginato at 5231 San Pablo Dam Road in El Sobrante b) Sewer Service Charge "Direct Bills" The following additional written announcements were made at the meeting: c) Reimbursement Account Annual Notices Mailed d) New Proposed Boundaries for Contra Costa Water District (CCWD) and East Bay Municipal Utility District ( EBMUD) General Manager James Kelly announced that the CCWD and EBMUD Board of Directors may elect to change the boundaries of their wards to accommodate the 2010 census. e) One -month extension returned by Acme Fill Corporation General Manager James Kelly announced that, following his meeting with a representative from Acme Fill Corporation on September 14, Acme Fill returned the one -month extension of their discharge agreement on September 30. They have been asked to send their comments in time for staff to incorporate their concerns in the new agreement prior to the October 31, 2011 end of the one -month extension. b. COUNSEL FOR THE DISTRICT District Counsel Kent Alm announced the Closed Session Item 9.a. and noted that he would be present in place of Mr. Kreisberg, who would not be in attendance due to unforeseen circumstances. 4 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 6, 2011 C. SECRETARY OF THE DISTRICT 1) Review draft Board Calendar for 2012 Secretary of the District Elaine Boehme stated that the Board received the draft 2012 Board Calendar in the Board Binder. She stated that the draft includes a biennial ethics training session and incorporates Member Nejedly's request at the September 1, 2011 Board meeting to add a second meeting in August 2012. She asked for the Board to provide comments by October 20, 2011. d. BOARD MEMBERS None. None. 1) Board Member reports on recent meetings for which they received the stipend, and meetings or conferences for which the District paid their expenses; future meetings or conferences for which they will receive the stipend or for which the District will pay their expenses Member McGill Member McGill reported on the October 6, 2011 Horizon Leadership Series, featuring a question- and - answer period with Assemblymember Joan Buchanan. Member Nejedly Member Nejedly and President Hockett reported on the October 3, 2011 Budget and Finance Committee meeting and summarized the Action Summary. They recommended approving the renewal of the contract with Cropper Accountancy for a sixth year. While six years is beyond the norm for a single auditor, Mr. Cropper has a familiarity and history with the District which will ensure continuity in the event of District staff turnover in the Accounting Department. The contract extension will come to the Board for approval at a later date. 2) Announcements a) Member McGill provided a written report covering Announcements. 7. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 8. SUGGESTIONS FOR FUTURE AGENDA ITEMS 5 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 6, 2011 9. CLOSED SESSION The Board recessed at 2:31 p.m. to reconvene in closed session in the Caucus Room regarding the following matter: a. Conference with labor negotiators pursuant to Government Code Section 54957.6: District Negotiators: • District Counsel Kent Alm (in place of Labor Negotiation and Benefits Counsel Edward L. Kreisberg, Esq.) • General Manager James Kelly • Deputy General Manager /Director of Engineering Ann Farrell • Director of Administration Randall Musgraves • Human Resources Manager Christopher Ko • Secretary of the District Elaine Boehme Employee Organizations: • Employees' Association, Public Employees Union, Local One • Management Support/Confidential Group (MS /CG) • Management Group The Board recessed at 3:17 p.m. to reconvene in the Board Room in open session. 10. REPORT OUT OF CLOSED SESSION District Counsel Kent Alm reported that the Board instructed the negotiators. 11. ADJOURNMENT There being no further business to come before the Board, President Hockett adjourned the meeting at 3:17 p.m. Barbara D. Hockett President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California R