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HomeMy WebLinkAbout03.a. Approve minutes of June 19, 2014 Board meeting3.a. MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JUNE 19, 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, June 19, 2014. President Williams called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, Nejedly (left at 4:00 p.m.), Pilecki, McGill, Williams ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG The Board and staff joined in the Pledge of Allegiance. b. INTRODUCTIONS The Board welcomed Christopher Doornbos, Chemist I effective June 2, and Jean -Marc Petit, Director of Engineering effective June 16. 2. PUBLIC COMMENTS Igor Skaredoff, President of the Contra Costa Resource Conservation District ( CCRCD) and retired firefighter, asked the Board to consider nominating him to fill the open special district representative seat on the Contra Costa Local Agency Formation Commission (LAFCO), under Item 7.d.4). He stated that the CCRCD Board has nominated him for the position. 3. CONSENT CALENDAR a. Approve minutes of May 15, 2014 Board meeting. b. Approve expenditures dated June 19, 2014. Approval recommended by Finance Committee. It was moved by Member Causey and seconded by Member Nejedly to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board. I0rem CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER 5. PUBLIC HEARING a. CONDUCT A PUBLIC HEARING TO CONSIDER ADOPTING THE FOLLOWING FOR THE SMITH ROAD CONTRACTUAL ASSESSMENT DISTRICT (CAD) NO. 2012 -1 IN ALAMO, DISTRICT PROJECT 5773: • RESOLUTION 2014 -015 CONFIRMING AND LEVYING FINAL ASSESSMENTS; • RESOLUTION 2014 -016 DIRECTING THAT THE FISCAL YEAR 2014 -15 ASSESSMENTS BE PLACED ON THE CONTRA COSTA COUNTY PROPERTY TAX ROLL FOR COLLECTION; AND • UNCODIFIED ORDINANCE NO. 282 TO ESTABLISH REIMBURSEMENT FEES FOR THE PROPERTIES WHICH COULD DIRECTLY CONNECT TO DISTRICT PROJECT 5773 (SMITH ROAD CAD NO. 2012 -1) General Manager Roger Bailey stated that the Smith Road CAD project has been completed; therefore, the final assessments can be established and levied. A public hearing and a resolution are required to direct that the Fiscal Year 2014 -15 assessments be collected on the Contra Costa County tax roll and to establish reimbursement fees for the two properties that did not voluntarily participate in the assessment process and, thus, will not be assessed at this time. The reimbursement fees will be due when the non - participant properties connect to the public sewer system. Engineering Assistant III Russ Leavitt presented the final assessment and reimbursement fee calculation method, the recommended fees, and the list of properties to be assessed. He stated that the total project cost was $124,538, with five initial participants who may either pay the assessment in full by July 18, 2014 or finance it over ten year at six percent annual interest with no pre - payment penalty. The public hearing was opened and closed without comment. It was moved by Member Causey and seconded by Member Pilecki to adopt the following for the Smith Road Contractual Assessment District (CAD) No. 2012 -1 in Alamo, District Project 5773: Resolution 2014 -015 confirming and levying final assessments, Resolution 2014 -016 directing that the Fiscal Year 2014 -15 assessments be placed on the Contra Costa County property tax roll for collection, and Uncodified Ordinance No. 282 to establish reimbursement fees for the properties which could directly connect to District Project 5773 (Smith Road CAD No. 2012 -1). Motion passed by unanimous vote of the Board. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 rem :��LINZU% 'ID%V a. AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $673.045 TO ROTO- ROOTER PLUMBING SERVICES, THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE SEWER CCTV INSPECTION PROJECT; FIND THAT THE PROJECT IS EXEMPT FROM CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA); AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS General Manager Roger Bailey stated that on June 3, 2014, the District received four bids for the Sewer CCTV Inspection Project, which will provide closed circuit sewer television inspection for selected pipe segments in Alamo, Danville, Lafayette, Orinda, and San Ramon. The inspection will augment Collection System Operations (CSO) cleaning work and provide information for collection system asset management. The engineer's estimate was $850,000. Staff reviewed the bids and recommended awarding the project to Roto- Rooter Plumbing Services for $673,045. It was moved by Member McGill and seconded by Member Causey to award a construction contract in the amount of $673,045 to Roto- Rooter Plumbing Services, the lowest responsive and responsible bidder for the Sewer CCTV Inspection Project; find that the project is exempt from California Environmental Quality Act (CEQA); and authorize the General Manager to execute the contract documents subject to submittal requirements. Motion passed by unanimous vote of the Board. 7. REPORTS a. GENERAL MANAGER 1) Update on Information Technology (IT) Master Plan presented bV consultant Joseph Blackwell, Principal, NexLevel, Inc. Joseph Blackwell of NexLevel, Inc. provided an update on the IT Master Plan currently under development. He reported that their objective was to bridge the gap between the capabilities of the present technology of the District and its business requirements. NexLevel has completed the user survey portion of their evaluation process to gain an understanding of how users perceive the effectiveness of the technology currently employed. Those results are being measured against practices in other agencies in similar environments, after which a roadmap will be developed. Ultimately, NexLevel will establish a governance practice that will allow the District to maintain its IT Master Plan over time to manage its future technology needs. The IT Master Plan is expected to be finalized in late 2014, and its recommendations will address staffing and resources, IT's role within the District, and business application needs. The study also will address security CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 concerns and will collaborate with the District's ongoing studies in Asset Management and Cost -of- Service. President Williams stated that, even though this is not a topic that is fully understandable to the layperson, he was comfortable with NexLevel's systematic approach to the study. Member Pilecki stated that one of his main concerns was that some of the software programs currently used by the District do not interface with each other. Mr. Blackwell confirmed that this concern will be addressed as part of the study. 2) General Manager Announcements The following announcements were included in the agenda packet: a) Registration Differential for Associate Engineer Clint Shima b) Sewer Summit Hosted by Environmental Services Division c) Training Class Held for Recycled Water Site Supervisors b. COUNSEL FOR THE DISTRICT No report. C. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the June 23 Engineering & Operations Committee meeting at 1:00 p.m. and Finance Committee meeting at 3:00 p.m. and the June 25 Administration Committee meeting at 8 :00 a.m. 1) Announce upcoming election nomination period. Secretary of the District Elaine Boehme announced that the nomination period for candidates running for the District's Board will be from July 14, 2014 to August 8, 2014. The period will be extended five days if an incumbent does not file. 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 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 Member Causey Member Causey and Member Nejedly reported on the June 9, 2014 Finance Committee meeting. The Board received the report without comment. Member Causey also reported on his June 10, 2014 Liaison meeting with City of San Ramon officials, Mayor Bill Clarkson and City Manager Greg Rogers. They discussed sewer laterals and the relatively low usage rate of the curbside paint pickup programs. The Mayor expressed interest in exploring the idea of integrating the sale of a property with collection of its household hazardous waste. He also wished to discuss the salinity levels in the District's recycled water, as it could be used for irrigating their golf course. Member Causey offered to speak with their city council more on these matters in the future. President Williams asked if the process of the Board Members, as designated representatives, meeting with city officials has been institutionalized and stated he would like to be reminded when it is time to visit with his liaison cities. Member Causey noted that he also met with Public Employees Union, Public Employees Union, Local One, to address any questions the membership had. Member McGill Member McGill reported on the June 5, 2014 Contra Costa County Mayors Conference hosted by the City of San Ramon, featuring a presentation by Marc Holmes of The Bay Institute on the Bay -Delta Conservation Plan; the June 12, 2014 East Bay Leadership Council Installation Dinner in Pleasant Hill; and the June 18, 2014 State of the County Luncheon with Supervisor Karen Mitchoff in Pleasant Hill. 2) Announcements Member McGill provided a written report covering his announcements and other meetings. 3) Board Member requests for advance authorization to receive a stipend for meeting attendance not specifically addressed in the current Board Compensation Resolution None. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 4) Consider whether to nominate anyone to fill the special district representative vacancy on the Contra Costa Local Agency Formation Commission (LAFCO) due to passing of Dwight Meadows Member McGill, Special District Representative to Local Agency Formation Commission (LAFCO), stated that the Board has the option to nominate someone or take no action. Member Nejedly proposed that the Board wait until the full list of nominees is received before taking action. The Board concurred and took no action. 8. ADMINISTRATIVE a. CONSIDER ADOPTING THE (1) MISSION AND VALUES STATEMENTS, AND (2) GOALS AND STRATEGIES, AS SET FORTH IN THE DRAFT FISCAL YEARS 2014 -16 STRATEGIC PLAN Communication Services Manager Michael Scahill presented an overview of the proposed Mission and Values Statements and Goals and Strategies, as set forth in the draft Fiscal Years 2014 -16 Strategic Plan. He explained the proposed changes to the current Mission and Values Statements, which have been in use since 1992. The Board provided reviewed the proposed changes and provided additional input to staff, including suggested modifications to the Introduction and Goals and Strategies sections of the draft Strategic Plan, and asked staff to return with a final draft at a future meeting. Member Nejedly left the meeting at 4:00 p.m. b. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH RAFTELIS FINANCIAL CONSULTANTS, INC. IN AN AMOUNT NOT TO EXCEED $400,000 TO PERFORM A WASTEWATER COST OF SERVICE STUDY AND STAFFING NEEDS ASSESSMENT General Manager Roger Bailey described the Cost of Service Study (COSS) and Staffing Needs Assessment (SNA). He stated that the COSS represents an opportunity to recalibrate and perform a comprehensive analysis in terms of how the District structures its rates for cost recovery. In the interest of time, the SNA has been linked with the COSS, because there are elements associated with rates. It is hoped that a draft report from both studies will be available at the end of December. Several Board workshops will take place in the coming months covering various portions of the COSS and SNA, as more fully explained in the related position paper. Member McGill noted that while staff routinely assesses the District's rates as part of its annual budget and planning process, its viewpoint could be somewhat compromised 6 C CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 by extensive turnover at the management level in recent years. Therefore, he believed that a periodic outside assessment is warranted, for many of the same reasons that financial audits are performed. Member Causey encouraged early completion of the highest priority portions of the COSS and SNA, so that information will be available when the Board is asked to begin rate setting for FY 2015 -16. Environmental Services Division Manager Danea Gemmell briefly clarified a minor change to the $400,000 contract cost, after which it was moved by Member McGill and seconded by Member Causey to authorize the General Manager to execute a professional services agreement with Raftelis Financial Consultants, Inc. in an amount not to exceed $400,000 to perform a wastewater Cost of Service (COS) Study and Staffing Needs Assessment (SNA. Motion passed by the following vote of the Board: AYES: Members: Causey, McGill, Pilecki, Williams NOES: Members: None ABSENT: Members: Nejedly AUTHORIZE THE GENERAL MANAGER TO RENEW INSURANCE COVERAGE FOR FISCAL YEAR 2014 -15 FOR EXCESS LIABILITY AND PROPERTY COVERAGE General Manager Roger Bailey stated that the District's Liability and Property insurance coverage will expire on July 1, 2014. Staff presented renewal quotes for these items to the Finance Committee at its June 9, 2014 meeting, and the Committee agreed with staff's recommendation to renew the liability coverage at the current limits of $15 million and to renew the property insurance with the Public Entity Property Insurance Program (PEPIP). Staff also presented an option which the Committee recommended was not necessary, to add a second excess layer of s liability insurance which would increase the limit from $15 million to $25 million, for an additional annual premium of $103,000. Input from the full Board was sought with respect to the second excess liability insurance. In response to a question from Member Pilecki, Member Causey stated that the Committee believed the additional coverage to be unnecessary given the District's relatively low level of risk. Member McGill stated he would respect the Committee's recommendation, but Member Pilecki expressed reservation, given that staff appeared to support the additional coverage. It was moved by Member Causey and seconded by President Williams to confirm the Finance Committee recommendation by authorizing the General Manager to renew insurance coverage for Fiscal Year 2014 -15 for excess liability and property coverage, without purchasing a second layer of excess liability insurance. Motion passed by the following vote of the Board: AYES: Members: Causey, McGill, Williams NOES: Members: Pilecki ABSENT: Members: Nejedly CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 9. ENGINEERING a. ADOPT RESOLUTIONS OF APPLICATION REQUESTING THAT CONTRA COSTA LOCAL AREA FORMATION COMMISSION ( LAFCO) INITIATE BOUNDARY REORGANIZATION PROCEEDINGS AS FOLLOWS: 1) RESOLUTION OF APPLICATION 2014 -017 TO ANNEX SEVEN SEPARATE ANNEXATION AREAS IN DANVILLE AND LAFAYETTE TO THE DISTRICT AND /OR EAST BAY MUNICIPAL UTILITY DISTRICT (EBMUD) - DISTRICT ANNEXATION (DA) 185; 2) RESOLUTION OF APPLICATION 2014 -018 TO ANNEX THE MAGEE RANCH SUBDIVISION IN DANVILLE TO THE DISTRICT AND /OR EBMUD - DA 186; AND 3) RESOLUTION OF APPLICATION 2014 -019 TO ANNEX THE PODVA PROPERTY SUBDIVISION IN DANVILLE TO THE DISTRICT AND EBMUD - DA 187 General Manager Roger Bailey stated that staff received requests for annexation of two approved subdivisions and some individual parcels in Danville and Lafayette. Other parcels have been included to minimize unannexed areas within the District's overall District service area. These requests also include annexations to the East Bay Municipal Utility District (EBMUD). Contra Costa LAFCO staff has recommended that the District take the lead in submitting the three boundary reorganizations to address these multiple agency annexation requests. As a result, District Annexation (DA) 185, DA 186 and DA 187 are proposed for submission to LAFCO. In the interest of time, the Board elected not to receive the planned PowerPoint presentation from Engineering Assistant III Russ Leavitt. It was moved by Member McGill and seconded by Member Causey to adopt Resolution of Application 2014 -017 to annex seven separate annexation areas in Danville and Lafayette to the District and /or EBMUD — DA 185; Resolution of Application 2014 -018 to annex the Magee Ranch Subdivision in Danville to the District and /or EBMUD - DA 186; and Resolution of Application 2014 -019 to annex the Podva Property Subdivision in Danville to the District and EBMUD - DA 187. Motion passed by the following vote of the Board: AYES: Members: Causey, McGill, Pilecki, Williams NOES: Members: None ABSENT: Members: Nejedly a CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION RECEIVE UPDATE ON EMERGENCY DECLARED ON JUNE 5. 2014 AUTHORIZING REPAIRS TO THE DAMAGED SLUDGE BLENDING TANK LOCATED IN THE TREATMENT PLANT; IF WORK HAS NOT BEEN COMPLETED, AUTHORIZE THE GENERAL MANAGER UNDER PUBLIC CONTRACT CODE 22050(B) TO CONTINUE TO DIRECT W. C. MALONEY, INC., DN TANKS, AND DISTRICT FORCES TO PERFORM EMERGENCY REPAIRS; IF WORK HAS BEEN COMPLETED, TERMINATE THE EMERGENCY SITUATION IN ACCORDANCE WITH PUBLIC CONTRACT CODE 22050(C)(3) District Counsel Kent Alm stated that at the last Board meeting on June 5, 2014, the Board declared an emergency for work on the sludge blending tank. A unanimous vote from the Board is needed to continue the emergency. Senior Engineer Edgar Lopez provided an update on the repair progress and recommended continuing the emergency. He showed pictures of the now - completed demolition, which revealed the top bar was separated at the north side of the tank as well as a second broken tension bar. The workers also removed gunite with severe delamination and cracking and conducted field investigations. Staff is finalizing reports and there will be limited use of the tank until a permanent repair is finished under the contingency project. The Board has authorized $200,000 in work so far. Estimated contractor costs to date are $30,000, and District Engineer and Inspection costs are $20,000. Staff will continue to evaluate the tank and oversee the emergency work by W.C. Mahoney and DN Tanks. Once the emergency situation is terminated, most likely at the next Board meeting, staff will continue with the contingency project to evaluate, design, and bid the appropriate repair work before coming back to the Board to award the repair contract and authorize contingency funds as needed. It was moved by Member McGill and seconded by Member Causey to authorize the General Manager under Public Contract Code 22050(b) to continue to direct W. C. Maloney, Inc., DN Tanks, and District forces to perform emergency repairs; if work has been completed, terminate the emergency situation in accordance with Public Contract Code 22050(c)(3). Motion passed by the following vote of the Board: AYES: Members: Causey, McGill, Pilecki, Williams NOES: Members: None ABSENT: Members: Nejedly 11. SUGGESTIONS FOR FUTURE AGENDA ITEMS Member McGill requested an update on recycled water use, particularly with regard to usage and salinity in the San Ramon area. He requested that staff make a presentation to the Real Estate, Environmental & Planning Committee, then the full Board. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of June 19, 2014 12. ADJOURNMENT There being no further business to come before the Board, President Williams adjourned the meeting at 4:28 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, CIVIC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California m