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HomeMy WebLinkAboutBOARD MINUTES 03-20-14MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON MARCH 20, 2014 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 20, 2014. President Williams called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: McGill, Nejedly, Pilecki, Williams ABSENT: Members: Causey a. PLEDGE OF ALLEGIANCE TO THE FLAG The Board and staff joined in the Pledge of Allegiance. 2. PUBLIC COMMENTS There were no public comments. 3. AWARDS AND COMMENDATIONS a. RECOGNIZE 2013 SAFETY SUGGESTION OF THE YEAR AWARD RECIPIENT Community Affairs Representative Chris Carpenter explained that, of the 46 safety suggestions submitted last year, the most significant ones guarded against hazards that can lead to severe injury or illness, or that frequently expose employees to danger. The winning suggestion selected by the District Safety Committee was made by Justin Stoops, Maintenance Crew Member II in the Collection System Operations (CSO) Division. Mr. Stoops suggested that workers wear a non - brimmed hard hat with a head lamp and chin strap when entering confined spaces. The brims on hard hats often interfere with safety harness cables, and use of a hands -free light will make it easier for employees to work in the space. Over 50 confined space entries were performed by CSO crews last year, and Mr. Stoops' suggestion will keep these employees safer and reduce the need for additional entries for rescue or retrieval of equipment. President Williams presented Mr. Stoops with the 2013 Safety Suggestion of the Year plaque. Book 63 — Page 73 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 20, 2014 4. CONSENT CALENDAR a. Approve minutes February 20, 2014 Board meeting. b. Approve expenditures dated March 20, 2014. Approval recommended by Finance Committee. C. Accept the 2013 Annual Report of the Deferred Compensation Plan Advisory Committee. Acceptance recommended by Finance Committee. d. Adopt Resolution 2014 -007 accepting grants of easements from Episcopal Bishop of California, Kathleen A. Nicholson, Charlotte Garner, Christopher J. and Christina Harney, Eric J. Stampfli, and Diablo Country Club (District Project — Parcel Nos. 1, 2, 3, 7, 8, and 9), property owners at 1550 Diablo Road in Danville, 1918 Calle Arroyo in Diablo, 1919 Alameda Diablo in Diablo, 1925 Alameda Diablo in Diablo, 182 Verde Mesa Drive in Danville, and Alameda Diablo in Diablo, respectively; authorizing the execution of five quitclaim deeds; and authorizing staff to record the documents with the Contra Costa County Recorder. e. Authorize the General Manager to execute a technical consulting services agreement with Blue Sky Environmental, Inc. in an amount not to exceed $155,000 for multiple hearth furnace source testing to comply with Title V Air Permit requirements and to determine compliance with the upcoming Sewage Sludge Incinerator regulations under Section 129 of the Clean Air Act. Reviewed by Engineering & Operations Committee. With respect to Item 4.d., President Williams asked if the District ever sells easements back to property owners once no longer needed. District Counsel Kent Alm responded that easements that are no longer needed when pipes are re -laid are typically exchanged for new easements congruent with the new piping. 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: McGill, Nejedly, Pilecki, Williams NOES: Members: None ABSENT: Members: Causey 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER General Manager Roger Bailey requested that the Board table Item 9.a. concerning development of the Treatment Plant of the Future roadmap, in order for staff to consider ideas and incorporate changes that were suggested by the Engineering & Operations Committee during consideration of the draft position paper at its March 17, 2014 meeting. Book 63 — Page 74 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 20, 2014 District Counsel Kent Alm stated that to table an item was the prerogative of the Board President, and the formal practice would be to make a motion to continue the matter to a given date or drop it from the calendar. With consent from President Williams, it was moved by Member Pilecki and Member Nejedly to drop Item 9.a. from the Board calendar, to be recalendared at the appropriate time. Motion passed by the following vote of the Board: AYES: Members NOES: Members ABSENT: Members McGill, Nejedly, Pilecki, Williams None Causey 6. PUBLIC HEARING a. HOLD PUBLIC HEARING TO CONDUCT ANNUAL PUBLIC REVIEW OF BOARD MEMBER COMPENSATION AND BENEFITS AND CONSIDER (1) 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; AND (2) DIRECTING STAFF TO AMEND OTHER COMPENSATION AND BENEFITS Secretary of the District Elaine Boehme explained that, in 2011, the Contra Costa Grand Jury Report No. 1104 recommended that the District conduct an annual public review of compensation and benefits provided to Board Members to decide whether any changes are warranted. In 2012, the Board formally established via Resolution No. 2012 -018 that the District's annual public review would be conducted at a properly noticed public hearing so that public comments could be received prior to considering any changes to Board Member compensation and benefits. Ms. Boehme noted that the agenda packet contained the results of a recent survey of Board compensation and benefits of other special districts. The Administration Committee reviewed the draft position paper at its March 11, 2014 meeting and recommended no changes to Board compensation or benefits at this time. The public hearing was opened and closed without comments. It was moved by Member Pilecki and seconded by Member McGill that Board Member compensation and benefits remain unchanged. Motion passed by the following vote of the Board: AYES: Members: McGill, Nejedly, Pilecki, Williams NOES: Members: None ABSENT: Members: Causey President Williams commented that, at the most recent Administration Committee meeting, he suggested that at some point in the next year or two, as the Board considers employee benefits packages as part of labor negotiations, that Board Members look critically at their own benefits as well. Book 63 — Page 75 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 20, 2014 7. REPORTS a. GENERAL MANAGER 1) Update on the proposed Nutrient Watershed Permit General Manager Roger Bailey stated that, on February 6, 2014, the San Francisco Bay Regional Water Quality Control Board (RWQCB) issued a tentative Nutrient Watershed Permit, applying to 34 municipal wastewater treatment plants that discharge to San Francisco Bay. The permit is based on the RWQCB's Nutrient Strategy for San Francisco Bay that was adopted in November 2012, the initial goals of which were to scientifically assess the amount, type, and source of nutrients in the Bay, and how nutrients impact the Bay's ecosystems. Director of Operations Curt Swanson presented an overview of the permit and its effects on the District. The tentative permit will be considered for approval in April 2014 and will extend to five years. Because of the complex nature of effects of nutrients, the RWQCB preferred to deal with the Bay as a whole, versus through individual water permits. Mr. Swanson described the components of the first permit and its related costs. There were no nutrient caps or limits in the permit. 2) Announcements The following written announcements were included with the agenda packet: a) Personnel Advancement - Mike Zubrzycki advanced to Assistant Engineer effective March 18, 2014 b) Development Services (Permit Counter) revenue update c) Public Bidding for Dissolved Air Flotation (DAF) Tanks Renovation Project, District Project 7309 The following announcement was made at the meeting: d) General Manager Roger Bailey announced that Director of Operations Curt Swanson will retire, effective March 28, 2014, and that this was his last Board meeting. He thanked Mr. Swanson for a long and excellent 33 years of service, and announced that a retirement party would be held on March 26, 2014 in the Multi- Purpose Room. b. COUNSEL FOR THE DISTRICT District Counsel Kent Alm announced that, in the case of 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. Book 63 — Page 76 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 20, 2014 MSN12 -1870, a final opinion was issued by Judge Flinn, to which multiple appeals are expected. The Board asked staff to schedule a closed session in the future, when Linda Ross of Meyers Nave is available to participate. c. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the upcoming meeting of the Finance Committee on March 24, 2014 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 District will pay their expenses Member McGill Member McGill reported on the March 6, 2014 Contra Costa County Mayors Conference hosted by the City of Walnut Creek featuring reporter and author Chuck McFadden. Member McGill and President Williams reported on the March 11, 2014 Administration Committee meeting and summarized the Action Summary. The Board received the report without comment. Member Nejedly Member Nejedly reported on the March 10, 2014 Finance Committee meeting and summarized the Action Summary. Member Causey was not present at the meeting to report out, but he served on the Committee for that meeting. Member Nejedly and Member McGill reported on the March 11, 2014 Real Estate, Environmental & Planning Committee meeting and summarized the Action Summary. The Board received the report without comment. Member Pilecki Member Pilecki and President Williams (alternate) reported on the March 17, 2014 meeting of the Engineering & Operations Committee and summarized the Action Summary. The Board received the report without comment. Member Williams Member Williams reported on the March 14, 2014 liaison meeting he and General Manager Roger Bailey had with City of Orinda officials, including Mayor Severson and City Manager Keefer. Book 63 — Page 77 CENTRAL CONTRA COSTA SANITARYDISTRICT Board Minutes of March 20, 2014 Member Williams also reported on the March 17, 2014 liaison meeting he and General Manager Roger Bailey had with Town of Moraga officials, including Mayor Chew and Town Manager Keimach. 2) Announcements Member McGill provided a written report covering Announcements. 8. ADMINISTRATIVE a. APPROVE THE CONVERSION TO PAPERLESS AGENDA PACKETS FOR BOARD AND COMMITTEE MEETINGS, INCLUDING ISSUANCE OF DISTRICT - OWNED IPADS FOR BOARD MEMBERS TO FACILITATE ELECTRONIC TRANSMISSION /REVIEW OF AGENDA MATERIAL; AND ADOPT NEW BOARD POLICY REGARDING DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS Secretary of the District Elaine Boehme said the Board had asked staff to investigate options regarding converting from paper agenda packets for board and committee meetings to a paperless process transmitted via electronic means, for costs savings and increased efficiencies. The matter had been discussed by the former Policy Development and Internal Operations Committee and, more recently, by the Administration Committee. The Administration Committee and staff recommend converting to a paperless agenda process through the purchase of iPads provided by the District. Ms. Boehme said the Committee also recommended adoption of a new Board policy regarding District -owned mobile computing devices for Board Members, a draft of which was included with the agenda packet. She said both the decision to go paperless and adoption of a new Board policy were being presented for consideration at this meeting. The annual cost to produce and deliver Board packets is approximately $6,600 and one -year cost to purchase iPads for five Board Members is $6,100, including minimal data plan, AppleCare warranty, and necessary accessories. Payback would be less than one year, and enough funds existed in the budget to make the purchase. It was moved by Member McGill and seconded by Member Pilecki to convert to paperless agenda packets for Board and Committee meetings, including issuance of District -owned iPads for Board Members, and adopt a new Board Policy (BP 014) as recommended regarding District -owned mobile computing devices for Board Members. Motion passed by the following vote of the Board: AYES: Members: McGill, Pilecki, Williams NOES: Members: Nejedly ABSENT: Members: Causey Book 63 — Page 78 CENTRAL CONTRA COSTA SANITARYDISTRICT Board Minutes of March 20, 2014 9. TREATMENT PLANT a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH CAROLLO ENGINEERS INC. IN AN AMOUNT NOT TO EXCEED $1,200,000 TO DEVELOP THE TREATMENT PLANT OF THE FUTURE ROADMAP; AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,300,000 TO THE TREATMENT PLANT PROGRAM OF THE FISCAL YEAR 2013 -14 CAPITAL IMPROVEMENT BUDGET (CIB) TO COVER THIS AND OTHER PROJECT ELEMENTS General Manager Roger Bailey stated that, at its March 17, 2014 meeting, the Engineering & Operations Committee recommended that the Board table this item to a future meeting, pending staff's amendment of the position paper to reflect the changes suggested by the Committee. He said the item is tentatively scheduled for one of the meetings in May. Under Item 5., the Board tabled the matter to a future date. b. AUTHORIZE THE GENERAL MANAGER TO PRE - PURCHASE NATURAL GAS THROUGH A SERVICE AGREEMENT WITH SHELL ENERGY FOR THE PERIOD JANUARY 1, 2015 THROUGH DECEMBER 31 2016 AT A PRICE NOT TO EXCEED $6.00 PER DECATHERM General Manager Roger Bailey stated that the Treatment Plant utilizes natural gas in the cogeneration turbine, auxiliary boilers, and sludge incinerators. At the request of the Board, staff limits purchases to a maximum of two years in advance with a maximum price of $6 per million BTU. Senior Engineer Craig Mizutani reported that natural gas is the largest Operations and Maintenance (O &M) budget line item, at $2.2 million for the 2013 -14 Fiscal Year. The General Manager is currently authorized to pre - purchase natural gas from Shell Energy, a practice which allows staff to react to the market with checks and balances. President Williams requested that the Board receive reports every six months regarding this matter. It was moved by Member McGill and seconded by Member Nejedly to authorize the General Manager to pre - purchase natural gas through a service agreement with Shell Energy for the period January 1, 2015 through December 31, 2016 at a price not to exceed $6.00 per decatherm, with the understanding that staff would provide reports on a semi - annual basis. Motion passed by the following vote of the Board: AYES: Members: McGill, Nejedly, Pilecki, Williams NOES: Members: None ABSENT: Members: Causey Book 63 — Page 79 None. None. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of March 20, 2014 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 11. SUGGESTIONS FOR FUTURE AGENDA ITEMS 12. ANNOUNCEMENT OF CLOSED SESSION (Pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced Closed Session Item 13.a. 13. CLOSED SESSION The Board recessed at 2:58 p.m. to reconvene in closed session in the Caucus Room regarding the following matters: a. PERSONNEL MATTERS PURSUANT TO GOVERNMENT CODE SECTION 54957 — PERFORMANCE EVALUATION FOR GENERAL MANAGER The Board recessed at 3:45 p.m. to reconvene in the Board Room in open session. None. 14. REPORT OUT OF CLOSED SESSION 15. ADJOURNMENT There being no further business to come before the Board, President Williams adjourned the meeting at 3:45 p.m. David R. Williams 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 Book 63 — Page 80