HomeMy WebLinkAboutBOARD MINUTES 03-01-12MINUTES OF THE REGULAR MEETING
OF THE DISTRICT BOARD OF THE
CENTRAL CONTRA COSTA SANITARY DISTRICT
HELD ON MARCH 1, 2012
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, March 1, 2012.
President Nejedly called the meeting to order and requested that the Secretary call roll.
1. ROLL CALL
PRESENT: Members: Hockett, McGill, Menesini, Williams, Nejedly
ABSENT: Members: None
a. PLEDGE OF ALLEGIANCE TO THE FLAG
The Board and staff joined in the Pledge of Allegiance.
b. INTRODUCTIONS
None.
Board Members welcomed Information Technology Administrator Roy Li.
2. PUBLIC COMMENTS
3. CONSENT CALENDAR
General Manager James Kelly drew attention to staff's memo distributed at the meeting
amending Item 3.d. by outlining changes made to the District's Master Retention Schedule
by District Counsel and the Plant Operations Department after distribution of the agenda
packet.
District Counsel Kent Alm stated that he had added a category with a permanent retention
for Slide Repair files, as having the historical data of a slide will have value to the District in
the event of its return.
It was moved by Member Williams and seconded by Member Menesini to adopt the Consent
Calendar as recommended, including changes to Item 3.d. as detailed in staff's memo.
Motion passed by unanimous vote of the Board.
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a. Approve minutes of Board meetings held on the following dates: January 26,
2012; February 2, 2012; February 7, 2012; and February 11, 2012.
b. Approve expenditures dated March 1, 2012. Reviewed by Budget and Finance
Committee.
C. Receive January 2012 Financial Statements and Investment Reports.
Reviewed by Budget and Finance Committee.
d. Adopt Resolution 2012 -014 amending the District's Master Records Retention
Schedules and rescinding Resolution 2010 -099.
e. Authorize the attendance of Tina Miller, Administrative Services Supervisor, at
the April 24 -25, 2012 American Records Management Association (ARMA)
conference in Houston, Texas.
Adopt Resolution 2012 -015 approving a revised boundary map for Harper
Lane Contractual Assessment District (CAD) No. 2011 -2 in Danville and
rescinding Resolution 2011 -054.
g. Approve initiating the formation of a CAD for installation of sewer
improvements to serve properties on Smith Road in Alamo by adopting two
resolutions as follows: Resolution of Intention 2012 -016 to create the Smith
Road CAD No. 2012 -1 for the purpose of installing sewer improvements and
rescinding Resolution of Intention 2011 -051; and Resolution 2012 -017
approving a revised boundary map for said CAD and rescinding
Resolution 2011 -052.
4. PUBLIC HEARINGS
a. HOLD PUBLIC HEARING TO CONDUCT A REVIEW OF BOARD MEMBER
COMPENSATION AND BENEFITS AND (1) CONSIDER ADOPTING AN
ORDINANCE AMENDING TITLE 2 ADMINISTRATION OF DISTRICT CODE
SECTION 2.04.030 "COMPENSATION OF BOARD MEMBERS," IF A CHANGE IN
STIPEND IS DESIRED: (2) CONSIDER DIRECTING STAFF TO AMEND OTHER
COMPENSATION AND BENEFITS: AND (3) CONSIDER ADOPTING RESOLUTION
2012 -018 ESTABLISHING A FORMAL ANNUAL PUBLIC REVIEW
General Manager James Kelly stated that staff had no recommendation on this
matter.
The public hearing was opened.
Chair of the Budget & Finance Committee, Member McGill, stated that at its
February 27, 2012 meeting, the Committee compared the District's Board stipend to
that of other agencies and found it to be relatively high. In the current era of belt-
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tightening, the Committee felt it would be appropriate to reduce the stipend from $221
to $185 per day of service. The Committee did not suggest lowering the stipend any
further because of the great deal of work involved with serving on the Board.
Additionally, maintaining a reasonable stipend helps to broaden the pool of future
Board candidates. President Nejedly agreed with Member McGill's statements,
stating that he many not have been able to run for office when he first joined had it
not been for the stipend and healthcare benefits. He noted that those forms of
compensation enabled him to run, and he never would have considered being part of
the Board without those incentives.
Relative to other compensation and benefits, the Committee took no action, electing
to defer consideration until conclusion of the ongoing labor negotiation process.
District Counsel Kent Alm clarified that the Board's health benefits, under a broad
definition, cannot be higher than a significant group of employees. With regard to
other benefits, such as travel, there exists no specific provision.
Member McGill said the Committee also recommended the Board adopt a resolution
establishing a formal annual public review during the first quarter of each calendar
year.
The public hearing was closed without further comment.
It was moved by President Nejedly and seconded by Member Williams to (1) adopt
Ordinance 270 amending Title 2, Administration, of District Code Section 2.04.030,
"Compensation of Board Members," to reduce the compensation from $221 to $185
per day of service; (2) review other compensation and benefits once labor
negotiations have concluded; and (3) adopt Resolution 2012 -018 establishing a
formal annual public review of Board Member compensation and benefits at a
properly noticed public hearing held during the first quarter of each calendar year.
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) Announcements
The following written announcements were included with the agenda packet:
a) Retirement Update — Finance Administrator Colette Curtis -Brown and
Accounting Technician II Ann Chiappelone will retire on March 30, 2012
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b) Temporary clerical help needed in the Plant Operations Department
c) Human Resources Manager Christopher Ko selected to serve on Next
Generation Taskforce
d) Vehicle and Equipment Maintenance Supervisor Nick Wright to attend
"The Work Truck Show" Conference in Indianapolis, Indiana from
March 5 through March 8, 2012
e) Staff attendance at California Water Environment Association Annual
Conference in Sacramento from April 17 -20, 2012
The following additional written announcements were made at the meeting:
f) Collection System Operations (CSO) Department moves back to Walnut
Creek
General Manager James Kelly thanked the Board for its leadership in
helping the CSO crews move into their new facility.
g) Results of National Pollutant Discharge Elimination System (NPDES)
Compliance Evaluation Inspection
h) Advertisement of the Outfall Improvements, District Project 7290
(Phase 6)
i) Bay Area Regional Desalination Project
b. COUNSEL FOR THE DISTRICT
District Counsel Kent Alm reported that the dispute with regard to the permeable
concrete between the District and Bobo Construction, the contractor on the CSO
Department Administration, Crew and Warehouse Facility, District Project 8206, has
been resolved consistent with the direction of the Board. A change order has been
agreed to providing for a reduction in price of $200,000. Bobo Construction will be
relieved of further responsibility regarding the concrete, allowing the District to have it
replaced under its own supervision. The District, in turn, will forfeit rights to liquidated
damages for delays, as most of the delays in the later end of the project were related
to the concrete. Bobo Construction will also forfeit rights to delay or impact damages
on the entirety of the project.
C. SECRETARY OF THE DISTRICT
No reports.
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d. BOARD MEMBERS
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 Hockett
Member Hockett and President Nejedly reported on the February 21, 2012
Recycled Water Committee meeting and summarized the Action Summary.
The Board received the report without comments.
Member McGill
Member McGill and President Nejedly reported on the February 27, 2012
Budget and Finance Committee meeting and summarized the Action
Summary. The Board received the report without comments.
2) Announcements
a) Member McGill provided a written report covering Announcements.
7. TREATMENT PLANT
a. ACCEPT THE 2011 RECYCLED WATER QUALITY AND DISTRIBUTION ANNUAL
REPORT
The Recycled Water Committee reviewed the draft Annual Report at its February 21,
2012 meeting and recommended Board acceptance of the report.
Assistant Engineer Melody LaBella summarized the report. She noted that recycled
water quality was found to be in compliance with disinfection, filtration, and coliform
requirements. There was one low dissolved oxygen variance. A total of 167 million
gallons of recycled water were delivered to customers, and 400 million gallons were
used in the treatment plant. Customer site inspections found customers to be in
compliance.
With regard to recycled water development, there were three new median
connections in Pleasant Hill. For the Concord Recycled Water Landscape Project,
$1.03 million was awarded by the State Integrated Regional Water Management
(IRWM) (Prop 84) Grant, and $97,000 was awarded by the Federal Title XVI Planning
Grant. For the Refinery Project, $180,000 was awarded by the Title XVI Planning
Grant. A Facilities Plan has been completed for the Concord Naval Weapons Station
for when that project comes to fruition.
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During 2011, two commendations were received from customers: (1) the Pleasant
Hill Recreation and Park District via resolution for the Recycled Water Project at
Pleasant Hill Park, and (2) the Pleasant Hill Instructional Garden via Certificate of
Appreciation for support of the garden, enabling its water feature, and bringing
Recycled Water to the garden.
It was moved by Member Williams and seconded by Member McGill to accept the
2011 Recycled Water Quality and Distribution Annual Report. Motion passed by
unanimous vote of the Board.
b. AUTHORIZE THE GENERAL MANAGER TO AMEND THE EXISTING
PROFESSIONAL SERVICES AGREEMENT WITH INFORMATION MAPPING, INC.
IN AN AMOUNT NOT TO EXCEED $120,000 FOR A NEW CONTRACT CEILING OF
UP TO $150,000 FOR ASSISTANCE WITH STANDARD OPERATING PROCEDURE
DEVELOPMENT FOR THE TREATMENT PLANT
Senior Engineer Dana Lawson stated that there are over 200 existing standard
operating procedures, written over the course of 20 years, with inconsistent
formatting, in need of updating. The purposes of the procedures are to capture the
staffs knowledge and experience, enhance routine procedures, document non -
routine and emergency procedures and use as a training and operational tool.
Ms. Lawson presented Information Mapping, Inc.'s approach to making the
procedures easier to read and write and staffs plan to develop the standards and
templates. Information Mapping will offer a training course for District staff. Hours for
mentoring are included in the contract to ensure the District is implementing the
changes correctly.
It was moved by Member Williams and seconded by Member Menesini to authorize
the General Manager to amend the existing professional services agreement with
Information Mapping, Inc. in an amount not to exceed $120,000 for a new contract
ceiling of up to $150,000 for assistance with Standard Operating Procedure
development for the Treatment Plant. Motion passed by unanimous vote of the
Board.
8. COLLECTION SYSTEM
a. ACCEPT THE 2011 SEWER SYSTEM MANAGEMENT PLAN (SSMP) ANNUAL
AUDIT REPORT
General Manager James Kelly noted that the District has reached a new low of 32
sewer service overflows in a 12 -month period.
Assistant Engineer David Hefflefinger presented the annual self -audit of the SSMP for
submission to the San Francisco Bay Regional Water Quality Control Board. The
audit evaluates the effectiveness of the SSMP, analyzes overflow and stoppage data,
and identifies areas which may be lacking and need improvement.
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It was moved by Member Menesini and seconded by Member McGill to accept the
2011 SSMP Annual Audit Report. Motion passed by unanimous vote of the Board.
9. HUMAN RESOURCES
a. ADOPT RESOLUTION 2012 -019 APPOINTING DEPUTY GENERAL MANAGER/
DIRECTOR OF ENGINEERING ANN E. FARRELL TO THE POSITION OF
GENERAL MANAGER (RANGE M-05-,$17,712.88 - $21,530.15) AT A STARTING
SALARY OF $18,155.70 AND RESCINDING RESOLUTION 2006 -071, EFFECTIVE
MARCH 31, 2012, AND APPROVE EMPLOYMENT AGREEMENT
None.
President Nejedly stated that he would be not be voting in favor of this item, adding
that his decision to do so had nothing to do with Ms. Farrell's capabilities. Rather, he
said his vote was based solely on the conversations in closed session.
It was moved by Member McGill and seconded by Member Hockett to adopt
Resolution 2012 -019 appointing Deputy General Manager /Director of Engineering
Ann E. Farrell to the position of General Manager (Range M -05; $17,712.88 -
$21,530.15) at a starting salary of $18,155.70 and rescinding Resolution 2006 -071,
effective March 31, 2012, and approve Employment Agreement. Motion passed by
the following vote of the Board:
AYES: Members: Hockett, McGill, Menesini, Williams
NOES: Members: Nejedly
ABSTAIN: Members: None
10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION
11. SUGGESTIONS FOR FUTURE AGENDA ITEMS
Member McGill encouraged the Board and staff to transition toward paperless agenda
options, including ways to view and download electronic versions of full agenda packets onto
laptops and iPads, and suggested that the topic be put forth for discussion and research.
General Manager James Kelly stated that Information Technology Administrator Roy Li was
reviewing options, and staff would bring the item back to the full Board or Committee for
discussion.
12. CLOSED SESSION
The Board did not hold the scheduled closed session.
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a. Conference with labor negotiators pursuant to Government Code Section 54957.6:
None.
District Negotiators:
• 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
• Director of Collection System Operations Curtis Swanson
• 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
13. REPORT OUT OF CLOSED SESSION
14. ADJOURNMENT
There being no further business to come before the Board, President Nejedly adjourned the
meeting at 2:51 p.m.
Jars A. Nejedly
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
Gounty of Contra Costa, State of California
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