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. Book 61— Page 183 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 1, 2012 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- Book 61— Page 184 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 1, 2012 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 Book 61— Page 185 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 1, 2012 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. Book 61— Page 186 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 1, 2012 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. Book 61— Page 187 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 1, 2012 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. Book 61— Page 188 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 1, 2012 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. Book 61— Page 189 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 1, 2012 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 Book 61— Page 190