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Home My WebLink About03.a. Approve minutes of April 3, 2014 meetingMINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT I:IA1061011 FWAN �. 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 3, 2014. President Williams called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, McGill, Nejedly, Williams ABSENT: Members: Pilecki 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 6, 2014 Board meeting. b. Approve expenditures dated April 3, 2014. Approval recommended by Finance Committee. C. Receive February 2014 Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Accept the financial status and budget of the Self- Insurance Fund and approve allocation of $650,000 for the Self- Insurance Fund from the Fiscal Year 2014 -15 Operations and Maintenance (O &M) Budget. Approval recommended by Finance Committee. e. Authorize the General Manager to amend an existing professional engineering services agreement with RMC Water and Environment to increase the contract ceiling from $97,732 to $120,000 for the Collection Systems Modeling Upgrade, District Project 8419. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 3, 2014 Authorize the General Manager to renew a professional consulting services agreement with ESRI, Inc. in the amount of $75,000 for a second year to continue providing vendor technical support for a second year for mapping software migration, District Project 8232. g. Authorize the General Manager to execute a professional consulting services agreement with Carollo Engineers, Inc. in an amount not to exceed $100,000 to develop an asset management implementation plan, District Project 7269. h. Set April 17, 2014 at 7:00 p.m. as the date and time for a public hearing to consider (1) approving the proposed lease with AgLantis, a public benefit corporation, of the Kiewit Property (APN 159- 140 -051) for the CoCo San Sustainable Farm Project (CoCo San Sustainable Farm) for a term of up to ten years, and authorizing the General Manager or his designee to execute the lease; and (2) declaring the property as currently unneeded. Authorize medical leave of absence without pay for Construction Equipment Operator Mike Klubben through May 1, 2014. Approve the Staffing Plan for Fiscal Year 2014 -15. Approval recommended by Administration Committee. Member Causey requested that the Board pull Items 3.a. and 3.h. from the Consent Calendar for separate discussion. It was moved by Member Nejedly and seconded by Member McGill to adopt Items 3.b. — 3.g., 3.i., and 3.j. Motion passed by unanimous vote of the Board. Regarding Item 3.a., by request of Member Causey, District Counsel Kent Alm provided clarification on his Counsel for the District report as it was recorded. Member Causey also requested that the minutes be corrected to reflect that he only met with the Town Manager of the Town of Danville on March 4, 2014, not the Town Mayor as well. It was moved by Member McGill and seconded by Member Causey to adopt Item 3.a. with the change requested by Member Causey. Motion passed by unanimous vote of the Board. Regarding Item 3.h., Member Causey expressed concern that adding a public hearing regarding the CoCo San Sustainable Farm to a meeting intended for the sewer service charge rate discussion could significantly lengthen the meeting. General Manager Roger Bailey explained that, after April 17, the next scheduled Board Meeting with the expected attendance of the full Board would be June 5. President Williams noted that, in considering the proposed lease, he would be looking for the following information: 1) demonstrated effort by staff to solicit interest for renting the property at a higher rate than what is being offered by AgLantis, to provide for the highest 2 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 3, 2014 return on the publicly -owned asset; 2) projected outcomes, developed objectives, and quantifiable success indicators for use in the future; and 3) given the potential need for land to build facilities in compliance with regulatory requirements for nitrification, provisions in the lease that provide for the land to be vacated if it is needed. General Manager Roger Bailey replied that the lease that had been drafted addressed the last two items, but staff will look into the first. It was moved by Member Nejedly and seconded by Member Causey to adopt Item 3.h. Motion passed by unanimous vote of the Board. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER General Manager Roger Bailey requested that Item 8.a. be continued to a later date, once issues are addressed internally among staff. It was moved by Member Causey and seconded by Member Nejedly to drop Item 8.a. from the agenda. Motion passed by unanimous vote of the Board. 5. REPORTS a. General Manager 1) General Manager Announcements The following announcements were included in the agenda packet: a) Public Bidding for Pumping Station Safety and Security Improvements, District Project 8406 b) Central San has Fans C) District to Celebrate "Take Your Child to Work Day" — Thursday, April 24, 2014 d) District to Celebrate Earth Day — Saturday, April 26, 2014 e) Total Compensation and Benefits Statements to be Distributed to All Employees The following announcements were distributed at the meeting: f) Buchanan Fields Golf Course Reimbursement Agreement for Concord Landscape Project, District Project 7299 3 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 3, 2014 g) Delinquent Charges for Second Living Unit at 3382 Johnson Road, Lafayette, Paid in Full b. COUNSEL FOR THE DISTRICT Z 10 Secretary of the District Elaine Boehme announced the Finance Committee meeting scheduled for April 7, 2014 at 3:00 p.m and the Real Estate, Environmental & Planning Committee meeting scheduled for April 8, 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 that he and President Williams held an Administration Committee meeting on April 2, 2014. The Action Summary will be included in the next agenda packet. Member Neiedl a) Member Nejedly and President Williams, who served as Alternate, reported on the March 24, 2014 Finance Committee meeting. The Board received the report without comment. 2) Announcements Member McGill provided a written report covering his announcements and other meetings. 6. COLLECTION SYSTEM a. RECEIVE THE 2013 COLLECTION SYSTEM SANITARY SEWER OVERFLOW ANNUALREPORT Collection System Operations Division Manager Paul Seitz reported that, in 2013, the District had 48 overflows, the third lowest in the District's history, and staff cleaned the most feet of sewers in a single year, at 4,920,719 feet. The department also won multiple awards from the California Water Environment Association 0 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 3, 2014 (CWEA) Bay Section, including Collection System of the Year. Mr. Seitz presented data comparing the District's performance to other agencies' statewide. He also noted that one third of the overflows occurred in Orinda and another third in Lafayette, and 73 percent of all overflows were caused by roots. Member Causey suggested that staff may have miscalculated in comparing the District with the California Integrated Water Quality System's (CIWQS) informations He stated that the average overflows per 100 miles may be 3.1 and not 3.3, and the reported average volume of 1,017 gallons per sanitary sewer overflow (SSO) may also be incorrect. Member Causey also cautioned against reporting that the District has met all regulatory requirements, so the public is not led to believe that it is a realistic expectation to have zero overflows. The Board received the report without further comment. 7. BUDGET AND FINANCE a. RECEIVE PRESENTATION FROM MATRIX CONSULTING GROUP, THE DISTRICT'S OVERHEAD CONSULTANT. AND (1) APPROVE A CHANGE /CLARIFICATION IN METHODOLOGY FOR CALCULATING THE DISTRICT'S ADMINISTRATIVE OVERHEAD PERCENTAGE, (2) APPROVE A SINGLE RATE FOR ADMINISTRATIVE OVERHEAD RATE OF 194 PERCENT FOR FISCAL YEAR (FY) 2014 -15; AND (3) ADOPT A SINGLE -RATE, THREE - YEAR SMOOTHING METHODOLOGY GOING FORWARD, USING FY 2014 -15 AS THE BASE YEAR. APPROVAL RECOMMENDED BY FINANCE COMMITTEE. General Manager Roger Bailey stated that, in response to a request by Board Members to review the District's overhead charges, staff hired Matrix Consulting Group to evaluate the District's methodology for compliance with regulations, consistency with best practices, full cost recovery, and ease of application. Courtney Ramos of Matrix Consulting Group explained the study, which found the District's methodology to be in compliance with state and federal guidelines and consistent with other jurisdictions. It also concluded that alternative methodologies would neither provide a better rate, nor stabilize the volatility associated with the current overhead rate. Member Causey requested that the Board allow him to have further conversations with staff before taking action on the item because, at the time, he did not fully understand the methodologies laid out in Attachment 1 of the position paper and had additional unanswered questions. With that in mind, he stated that he did not feel prepared to vote on the matter. Environmental Services Division Manager Danea Gemmell stated that there was a time constraint associated with the vote, as staff had planned to do outreach with 5 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 3, 2014 developers in the following week with the final development fees, which include the overhead rate. Member Causey asked questions regarding revenue neutrality and a hypothetical proposition to leave the overhead rate as is. It was moved by Member Nejedly and Member McGill to (1) approve a change /clarification in methodology for calculating the District's administrative overhead percentage, (2) approve a single rate for administrative overhead rate of 194 percent for Fiscal Year (FY) 2014 -15; and (3) adopt a single -rate, three -year smoothing methodology going forward, using FY 2014 -15 as the base year. Motion passed by the following vote of the Board: AYES: Members: McGill, Nejedly, Williams NOES: Members: Causey ABSENT: Members: Pilecki 8. TREATMENT PLANT a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH CAROLLO ENGINEERS, INC., FOR PROFESSIONAL ENGINEERING SERVICES AT A COST NOT TO EXCEED $625,000 FOR PHASE 1 OF THE PLANT OF THE FUTURE ROADMAP; AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF $650,000 TO THE TREATMENT PLANT PROGRAM IN THE FY 2013 -14 CAPITAL IMPROVEMENT BUDGET (CIB) TO COVER THE REMAINING COSTS FOR PHASE 1 OF THE ROADMAP. REVIEWED BY ENGINEERING & OPERATIONS COMMITTEE. (CONTINUED FROM MARCH 20, 2014 BOARD MEETING, AS RECOMMENDED BY ENGINEERING & OPERATIONS COMMITTEE.] Under Item 4., Item 8.a. was tabled to a future meeting, to be determined. None. None. 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 10. SUGGESTIONS FOR FUTURE AGENDA ITEMS CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 3, 2014 is •' There being no further business to come before the Board, President Williams adjourned the meeting at 2:53 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 rA