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Home My WebLink AboutBOARD ACTION SUMMARY 10-03-13Jl Central Contra Costa Sanitary District October 3, 2013 1 n rw. centralsan. oty 2:00 p.m. 1. ROLL CALL PRESENT: Members: Causey, McGill, Pilecki, Williams, Nejedly (left at 4:07 p.m.) ABSENT: Members: None a. Pledge of Allegiance to the Flag. BOARD ACTION: Said Pledge of Allegiance. b. Introduction: • Administrative Services Supervisor, Lupe Saldana. BOARD ACTION: Welcomed new employee. 2. PUBLIC COMMENTS None. 3. AWARDS AND COMMENDATIONS a. Receive Achievement of Excellence in Procurement (AEP) Award for 2013 from the National Procurement Institute, Inc. BOARD ACTION: Purchasing and Materials Manager Stephanie King presented the award to the Board. b. Receive the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association for the District's Comprehensive Annual Financial Report (CAFR) for the Fiscal Year ended June 30, 2012. B0_41D OFDIREC'TORS: JAL- IESA.NEJEDLP BOARD MEETING President DAFIDR. WILLIAA -IS President Pro Tem ACTION SUMMARY PAUL H. CAUSITY _MICHAEL R.11cGILL T.4D J. PILECKI Board Room Thursday PHONE: (925) 228 -9500 EI : (925) 676 -72II October 3, 2013 1 n rw. centralsan. oty 2:00 p.m. 1. ROLL CALL PRESENT: Members: Causey, McGill, Pilecki, Williams, Nejedly (left at 4:07 p.m.) ABSENT: Members: None a. Pledge of Allegiance to the Flag. BOARD ACTION: Said Pledge of Allegiance. b. Introduction: • Administrative Services Supervisor, Lupe Saldana. BOARD ACTION: Welcomed new employee. 2. PUBLIC COMMENTS None. 3. AWARDS AND COMMENDATIONS a. Receive Achievement of Excellence in Procurement (AEP) Award for 2013 from the National Procurement Institute, Inc. BOARD ACTION: Purchasing and Materials Manager Stephanie King presented the award to the Board. b. Receive the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association for the District's Comprehensive Annual Financial Report (CAFR) for the Fiscal Year ended June 30, 2012. October 3, 2013 Board Action Summary Page 2 BOARD ACTION: Finance Manager Thea Vassallo presented the award to the Board. 4. CONSENT CALENDAR a. Approve minutes of September 5, 2013 Board meeting. b. Approve expenditures dated October 3, 2013. Reviewed by Budget and Finance Committee. C. Receive August 2013 Financial Statements and Investment Reports. Reviewed by Budget and Finance Committee. BOARD ACTION: Adopted the Consent Calendar. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Item 8.a. was taken out of order. 6. REPORTS a. General Manager 1) Update on Seismic Improvements for Headquarters Office Building (HOB), District Project 8226. BOARD ACTION: Deferred the update to a future Board Meeting. 2) Receive Fiscal Year (FY) 2012 -13 Household Hazardous Waste (HHW) Collection Facility Annual Report. Reviewed by Environmental Services Committee. BOARD ACTION: Deferred the update to a future Board Meeting. 3) Announcements The following written announcements were included with the agenda packet: a) Recent Personnel Advancement of Jolene Bertera to Engineering Assistant III in the Permits and Sewer Services Charge Department, effective August 28, 2013 b) Resolution of Unclaimed Homeowner and Contractor Deposits C) Unauthorized Discharge on September 10, 2013 October 3, 2013 Board Action Summary Page 3 d) Opacity Excursion on September 18, 2013 e) District Staff to Host Industrial User Academy on October 15 -16, 2013 No additional written announcements were made at the meeting. BOARD ACTION: Received the announcements. b. Counsel for the District No reports. C. Secretary of the District No reports. d. Board Members 1) Board Member reports on future meetings or conferences for which they will receive the stipend or for which the District will pay their expenses; recent meetings for which they received the stipend; and meetings or conferences for which the District paid their expenses. Member McGill • September 30, 2013 — Budget and Finance Committee meeting — Member McGill (stipend) and President Nejedly (stipend). Member Causey requested that discussion of charging the same administrative overhead rate to the District's customers and others be agendized for a future Budget and Finance Committee meeting. Member Pilecki requested that the full Board receive the Cash Flow Trends Analysis that was included as part of the September 30, 2013 Budget and Finance Committee meeting agenda packet. Member Pilecki • September 24, 2013 — Environmental Services Committee meeting — Member Pilecki (stipend) and Member Causey (stipend). • September 26, 2013 — Capital Projects Committee meeting — Member Pilecki (stipend) and Member Causey (stipend). October 3, 2013 Board Action Summary Page 4 Member Williams August 21 -24, 2013 — California Association of Sanitation Agencies (CASA) Annual Conference in San Diego (expenses), including Executive Board Meeting (stipend). Member Williams noted that he will serve as President of CASA beginning in August 2014. BOARD ACTION: Received the reports. 2) Announcements Member McGill provided a written report covering Announcements. BOARD ACTION: Received the announcements. 7. TREATMENT PLANT a. Authorize the General Manager to execute a joint exercise of powers agreement (JEPA) to become a member of the Bay Area Biosolids to Energy Coalition, comprised of 19 wastewater agencies in the San Francisco Bay Area working to develop alternative biosolids management solutions (District Project 7312); and approve a contingency allocation of $260,000 to the Treatment Plant Program of the FY 2013 -14 Capital Improvement Budget (CIB) to cover the membership contribution and other related costs. Approval recommended by the Enterprise Committee. BOARD ACTION: Tabled the item and directed staff to gather more information on Bay Area to Biosolids to Energy Coalition, as well as the possibility of the District acting as a demonstration project of anaerobic secondary treatment processes (4 -0 -1; Nejedly, Absent). 8. REAL PROPERTY a. Review multiple -use proposal for the District's Kiewit property, a 33 -acre buffer property located in Martinez adjacent to the Treatment Plant (APN 159 -140- 051), and consider the following actions: 1) Pursuing a lease agreement with CoCo San Sustainable Farm covering a portion on the western side of the property for an agricultural educational program, including 10 plantable acres, with the condition that the southerly five plantable acres and adjoining side slopes may need to be vacated if necessary upon 60 days' notice from the District; October 3, 2013 Board Action Summary Page 5 2) Forming an ad hoc committee to negotiate the terms of a lease agreement with CoCo San Sustainable Farm (staff recommendation); 3) Directing staff to proceed with a Request for Proposal (RFP) for potential uses of the remaining eastern portion of the property; and 4) Directing staff to proceed with obtaining a Land Use Permit (LUP) for the entire property. Approval of items 1), 3) and 4) recommended by Enterprise Committee. BOARD ACTION: Directed staff to: 1) Pursue a lease agreement with CoCo San Sustainable Farm covering an approximately 14.8 -acre portion on the western side of the 33 -acre Kiewit property for operation of an urban sustainable farm and agricultural educational program, including 10 plantable acres (two of which are expected to encompass the agricultural education program (within Airport Safety Zone 4)) and 4.8 acres of abutting side slopes, under the following conditions: (Unanimous) a. The southerly three plantable acres and abutting side slopes located outside Airport Safety Zone 4 may need to be vacated if necessary upon notice from the District, and b. The roughly two -acre portion on the southwestern area of the site located within Airport Safety Zone 4 and expected to be devoted to educational programs would not be subject to any notice to vacate during the lease period; 2) Negotiate the specific terms of a lease agreement for the above acreage with CoCo San Sustainable Farm representatives, to be reviewed by the Enterprise Committee prior to bringing to the full Board for consideration (4 -0 -1; Nejedly, Abstain); 3) Proceed with a Request for Proposal (RFP) for potential uses of the remaining eastern portion of the property (Unanimous); and 4) Proceed with obtaining a Land Use Permit (LUP) from Contra Costa County for the entire property (Unanimous). 9. BUDGET AND FINANCE a. Approve revised Fiscal Year (FY) 2013 -14 Capital Improvements Budget (CIB) funding authorization table (Table 1) with actual rather than estimated carryover of unspent funds previously allocated to ongoing projects and October 3, 2013 Board Action Summary Page 6 revised total FY 2013 -14 authorizations for each program, needed for FY 2013 -14 based on end of FY 2012 -13 financial data. Approval recommended by Capital Projects Committee. BOARD ACTION: Approved the revised FY 2013 -14 CIB funding authorization table (Table 1) with actual rather than estimated carryover of unspent funds previously allocated to ongoing projects and revised total FY 2013 -14 authorizations for each program, needed for FY 2013 -14 based on FY 2012 -13 year -end financial data (4 -0 -1; Nejedly, Absent). 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 11. SUGGESTIONS FOR FUTURE AGENDA ITEMS None. 12. ANNOUNCEMENT OF CLOSED SESSION (Pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that no closed session was needed. 13. CLOSED SESSION a. Conference with Legal Counsel - Anticipated Litigation - significant exposure to litigation pursuant to Government Code Section 54956.9(b): • One Potential Case — California River Watch BOARD ACTION: Did not hold Closed Session. 14. REPORT OUT OF CLOSED SESSION No report. 15. ADJOURNMENT — at 5:02 p.m.