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HomeMy WebLinkAbout04.a.2) Approve minutes of April 4, 2013 meetingMINUTES OF THE REGULAR MEETING yQ.z OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON APRIL 4, 2013 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, April 4, 2013. President Nejedly called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, McGill, Pilecki, Williams, Nejedly 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. a. Approve minutes of March 7, 2013 Board meeting. b. Approve expenditures dated April 4, 2013. Reviewed by Budget and Finance Committee. C. Receive February 2013 Financial Statements and Investment Reports. Reviewed by Budget and Finance Committee. Member Causey abstained on Item 3.a. It was moved by Member Pilecki and seconded by Member McGill to adopt the Consent Calendar as recommended. Motion passed by the following vote of the Board: AYES: Members: Causey (Items 3.b. and 3.c. only), McGill, Pilecki, Williams, Nejedly NOES: Members: None ABSTAIN: Members: Causey (Item 3.a. only) None. FI CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 4, 2013 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER 5. REPORTS GENERAL MANAGER 1) Announcements ,A,f%L. The following announcements were included with the agenda packet: a) Recent personnel advancements /retirement: 1) Jason Brown, Joshua Whitman, and B. J. Stiltner advanced to Maintenance Crew Members II in the Collection System Operations Division effective March 9, 12, and 23, 2013, respectively. 2) Thomas Kostik, Vehicle and Equipment Mechanic, retired effective March 28, 2013 after 21 years of service. b) Groundbreaking ceremony for Concord Landscape Project, District Project 7299, will be held May 7, 2013 at 10 a.m. at the Hilton Concord The following additional announcements were made at the meeting: c) Opacity excursion experienced in conjunction with source test on Multiple Hearth Furnace on March 26, 2013 d) Board Priorities Workshop scheduled for May 21, 2013 e) Recent inspection of District's Source Control Program conducted by PG Environmental on behalf of San Francisco Bay Regional Water Quality Control Board (RWQCB) and U.S. Environmental Protection Agency (USEPA) to assess compliance with federal pretreatment standards 2 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 4, 2013 b. COUNSEL FOR THE DISTRICT 1) Update on Contra Costa County Deputy Sheriffs Association, et al. v. Contra Costa County Employees' Retirement Association (CCCERA), et al., Contra Costa County Superior Court Case No. MSN12 -1870. District Counsel Kent Alm reported that, as previously reported to the Board, Contra Costa County Employees' Retirement Association (CCCERA) requested a hearing to join all the member agencies in the above -named case. The hearing was held with no objection made by any parties, and the court defined the District as a real party in interest, which gives the District the choice to actively participate in the suit or not. The matter was put over to May 8 for the Attorney General to consolidate it with cases similar in constitutionality and statute. Once the court signs a formal order, the District is expected to be served with copy of the petition. The Board may then elect to hold a closed session to discuss how to respond. C. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the Enterprise Committee meeting scheduled for April 8 at 3:00 p.m. 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 Distric66t will pay their expenses Member McGill Member McGill reported on the March 21, 2013 reception for District 11 Assemblyman James Frazier. Member Pilecki Member Pilecki and Member Causey reported on the April 2, 2013 Capital Projects Committee meeting and summarized the Action Summary. Member McGill suggested that it may be appropriate for the Capital Projects Committee to refer its ideas regarding the payment of the District's Unfunded Actuarial Accrued Liability (UAAL) to the Budget and Finance Committee for its input. District Counsel Kent Alm responded that the method of funding the UAAL would be a full -Board decision. Member Causey noted that there was no intention to bypass the Budget and Finance Committee, only to create a discussion from a Capital Projects standpoint, and that the matter would be discussed by the full Board at the April 11 Capital Improvement Budget (CIB) /Capital Improvement Plan (CIP) Workshop. 3 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 4, 2013 President Nejedly President Nejedly and Member Pilecki (Alternate) reported on the April 1, 2013 Budget and Finance Committee meeting and summarized the Action Summary. The Board received the report without comment. 2) Consider the request of Board Member Williams to be the District's designated representative during the remainder of his tenure as a Board Member of the National Association of Clean Water Agencies (NACWA) It was moved by Member McGill and seconded by Member Causey to designate Board Member Williams as the District's representative to NACWA. Motion passed by the following vote of the Board: AYES: Members: NOES: Members: ABSTAIN: Members: 3) Announcements Causey, McGill, Pilecki, Nejedly None Williams Member McGill provided a written report covering Announcements. 6. ADMINISTRATIVE a. APPROVE SALARY ADJUSTMENT EFFECTIVE APRIL 18 2013 FOR SECRETARY OF THE DISTRICT ELAINE R. BOEHME, AN UNREPRESENTED EMPLOYEE, TO CONFORM WITH SALARY ADJUSTMENT IN THE MOST RECENT MANAGEMENT GROUP MEMORANDUM OF UNDERSTANDING (MOU) Provisional General Manager Curt Swanson stated that, in accordance with recent MOUs, District employees will receive a wage increase of 3.4 %, effective April 18, 2013. This number reflects the consumer price index (CPI) plus 1 %. By change to the California Government Code, Board approval is required to grant specific wage increases exceeding the CPI to executive management. It was moved by Member Causey and seconded by President Nejedly to approve a salary adjustment effective April 18, 2013 for Secretary of the District Elaine R. Boehme, an unrepresented employee, to conform with the salary adjustment in the most recent Management Group MOU. Motion passed by unanimous vote of the Board. 4 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 4, 2013 7. ENGINEERING a. ADOPT RESOLUTION 2013 -008 ACCEPTING THE TERMS OF THE BAY AREA INTEGRATED REGIONAL WATER MANAGEMENT PLAN ( IRWMP) AS MANDATED BY THE STATE DEPARTMENT OF WATER RESOURCES AND THE STATE WATER RESOURCES CONTROL BOARD, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE OTHER RELATED DOCUMENTS TO PROCESS GRANT FUNDING. Provisional General Manager Curt Swanson stated that the Flood Control District (FCD) approached the District in January 2013 to partner on a project to raise the height of levees surrounding the Treatment Plant and submitted a grant application for 50 percent funding of the project. To receive award of grant funding, the IRWMP must be formally adopted by resolution. The Prop 1 E grant awards are expected to be announced in August 2013, with project bidding in 2015 and construction from 2015 to 2016. Senior Engineer Dana Lawson presented an overview of the project, whose purpose is to protect the assets of the Treatment Plant and continue wastewater treatment operations during a storm event. In 2007, the interim project desilted a lower section in Walnut Creek and raised the western levee of Walnut and Grayson Creeks. From 2013 to 2016, the final project will raise the western levee of Walnut and Grayson Creeks for a 500 -year storm event. Ms. Lawson stated that the cost of going from the Code required minimum of 200 -year storm event level to a 500 -year storm level was minimal. The role of the District will be to provide information as needed to the FCD, review design and bid documents, coordinate construction along the fence line, and share in 25% of the estimated $2.2 million total project cost, or about $550,000. It was moved by Member Causey and seconded by Member McGill to adopt Resolution 2013 -008 accepting the terms of the Bay Area IRWMP as mandated by the State Department of Water Resources and the State Water Resources Control Board, and authorize the General Manager to execute other related documents to process grant funding. Motion passed by unanimous vote of the Board. 8. HUMAN RESOURCES a. APPROVE THE STAFFING PLAN FOR FISCAL YEAR 2013 -14. This matter was recommended for Board approval by Human Resources Committee at its March 6, 2013 meeting. Provisional General Manager Curt Swanson called for the addition of two Accounting Technician III positions, deletion of Accounting Technicians I and II positions, reclassification of two Human Resources Assistants to Human Resources Analysts, 5 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 4, 2013 deletion of one Human Resources Analyst position, addition of Senior Administrative Technician, and addition of seven co- operative education positions. It was moved by Member McGill and seconded by Member Pilecki to approve the Staffing Plan for Fiscal Year 2013 -14. Motion passed by unanimous vote of the Board. b. AUTHORIZE THE HIRING OF 32 STUDENTS FOR SEASONAL EMPLOYMENT FOR FISCAL YEAR 2013 -14. APPROVAL RECOMMENDED BY HUMAN RESOURCES COMMITTEE. Provisional General Manager Curt Swanson stated that, each year, students are hired in each department through seasonal employment, which is approved as a companion Position Paper to the Staffing Plan. It was moved by Member Causey and seconded by Member Williams to authorize the hiring of 32 students for seasonal employment for Fiscal Year 2013 -14. Motion passed by unanimous vote of the Board. 9. BUDGET AND FINANCE a. APPROVE USE OF REVISED ADMINISTRATIVE OVERHEAD PERCENTAGE OF 196 PERCENT (THREE -YEAR AVERAGE RATE) FOR FISCAL YEAR 2013 -14 FOR BILLING OUTSIDE AGENCIES AND FOR CALCULATING THE ANNUAL ENVIRONMENTAL AND DEVELOPMENT - RELATED RATES AND CHARGES. Provisional General Manager Curt Swanson stated that this item was continued from the last Board meeting of March 21, 2013, when President Nejedly requested that staff provide additional information to the Board on how the District calculates its administrative overhead percentage. Finance Manager Thea Vassallo stated that the Budget and Finance Committee received her presentation and reaffirmed their recommendation that the Board approve use of the revised three -year average rate of 196 percent for the coming fiscal year only for billing outside agencies and for calculating the annual Environmental and Development Related Rates and Charges. The previously - approved rate of 220 percent would continue to be used internally for charging to Capital Projects. Ms. Vassallo explained the three components of overhead: administrative overhead, employee benefits, and non -work hours and described how each element is calculated. She also reviewed the results of Benefit and Overhead Benchmark Comparison surveys of agencies that were performed in 2008 and 2013 and the change in overhead percentage due to the change in the Contra Costa County Employees' Retirement Association (CCCERA) assumed rate from 7.75% to 7.25 %. n None. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 4, 2013 Member Pilecki stated that he was comfortable with approving the revised percentage for the coming year but asked staff to take a detailed look between now and next year at what should and should not be included in calculating the rate. Member Williams acknowledged that various agencies use different methods for calculating administrative overhead, which can make comparisons difficult. However, he noted that the District is the largest agency in the Benefit and Overhead Benchmark Comparison and that, given its larger workforce, he would expect economy of scale to favorably impact the rate. Member Causey stated that he was under the impression that the Board's philosophy was full cost recovery, and averaging over three years with the proposed rate is not full cost recovery. He stated that he believes in charging the same rate for everyone. He stated his need for a stronger philosophic underpinning regarding the District's policy toward full cost recovery and the fact that the rates are disproportionately affecting capital projects. Member McGill commented that he favored the smoothing approach, particularly in view of recent actions by CCCERA. Member Williams echoed Member McGill's comment regarding smoothing, but said that disproportionate billing rates can be problematic. Member Pilecki agreed that one rate is better than multiple rates and stated that staff ought to have time to research how to calculate next year's rates. It was moved by Member McGill and seconded by Member Pilecki to approve use of revised administrative overhead percentage of 196 percent (three -year average rate) for Fiscal Year 2013 -14 for billing outside agencies and for calculating the annual Environmental and Development - Related Rates and Charges. Motion passed by the following vote of the Board: AYES: Members: NOES: Members: ABSTAIN: Members: McGill, Pilecki, Nejedly Causey, Williams None 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 11. SUGGESTIONS FOR FUTURE AGENDA ITEMS President Nejedly requested a progress report on the dirt project neighboring the Kiewit property, noting that it should have been completed by now. 7 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 4, 2013 12. ADJOURNMENT There being no further business to come before the Board, President Nejedly adjourned the meeting at 3:15 p.m. James 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 County of Contra Costa, State of California E:3