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HomeMy WebLinkAbout04.a. Approve minutes of July 31, 2014 meetingI. MINUTES OF THE SPECIAL MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JULY 31, 2014 The Board of Directors of the Central Contra Costa Sanitary District convened in a special meeting in the Board Room, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on Thursday, July 31, 2014. Pending the arrival of President Pro Tem McGill, it was moved by Member Pilecki and seconded by Member Causey to appoint Member Nejedly as President Pro Tem. Motion passed by the following vote of the Board: AYES: Members: Causey, Pilecki NOES: Members: None ABSTAIN: Members: Nejedly ABSENT: Members: McGill, Williams President Pro Tem Nejedly called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, Pilecki, Nejedly ABSENT: Members: McGill (arrived at 2:09 p.m.), Williams a. PLEDGE OF ALLEGIANCE TO THE FLAG The Board and staff joined in the Pledge of Allegiance. b. INTRODUCTION None. The Board welcomed Chad Jaschek, Instrument Technician in the Operations /Plant Maintenance Division effective July 21, 2014. 2. PUBLIC COMMENTS 3. CONSENT CALENDAR a. Approve minutes of July 3, 2014 Board meeting. b. Approve expenditures dated July 31, 2014. Approval recommended by Finance Committee. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of July 31, 2014 C. Receive June 2014 Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Authorize public notice for Appropriations Limit for the Sewer Construction Fund. e. Approve a 2.4- percent salary adjustment for General Manager Roger S. Bailey effective August 19, 2014. Authorize medical leave of absence without pay for Dulce Petagara, Environmental Compliance Inspector I, through November 6, 2014. g. Adopt Resolution 2014 -022 authorizing execution of a quitclaim deed to Donald J. Bruzzone and Donna L. Bruzzone, owners of property located at 1200 Snyder Lane, Walnut Creek, and authorizing staff to record the document with the Contra Costa County Recorder. It was moved by Member Causey and seconded by Member Pilecki to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the three Board Members present. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Item 7.a. was taken out of order, since there were three Board Members present, and the adoption of the resolutions in Item 5. required four votes to pass. 5. PUBLIC HEARING a. PUBLIC HEARING TO CONSIDER PLACING THE FOLLOWING CHARGES FOR FISCAL YEAR 2014 -15 ON THE CONTRA COSTA COUNTY TAX ROLL FOR COLLECTION: 1) SEWER SERVICE CHARGES; 2) CAPACITY USE CHARGES, ASSESSMENTS FOR CONTRACTUAL ASSESSMENT DISTRICTS AND ALHAMBRA VALLEY ASSESSMENT DISTRICTS, AND CHARGES FOR OTHER FEE INSTALLMENT PAYMENT PROGRAMS. General Manager Roger Bailey stated that a public hearing needs to be held prior to the Board adopting resolutions to place the Fiscal Year (FY) 2014 -15 Sewer Service Charge as well as capacity use charges and other types of annual assessments and charges on the Contra Costa County property tax roll for collection. The tax roll is considered the most cost - effective method of collection and has been the District's method since 1976. 2 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of July 31, 2014 The public hearing was opened and closed without comment. It was moved by Member Causey and seconded by Member Pilecki to adopt: 1) Resolution 2014 -023 directing that the FY 2014 -15 Sewer Service Charges be placed on the Contra Costa County tax roll for collection; and 2) Resolution 2014- 024 directing that the FY 2014 -15 Capacity Use charges, assessments for Contractual Assessment Districts (CADs) and Alhambra Valley Assessment Districts (AVADs), and charges for other fee installment payment programs be placed on the Contra Costa County tax roll for collection. Motion passed by unanimous vote of the four Board Members present. 6. REPORTS a. GENERAL MANAGER 1) General Manager Announcements The following announcements were included in the agenda packet: a) Update on Local Area Formation Commission (LAFCO) Special Election held July 21, 2014 — Igor Skaredoff elected b) Bid results for Survey Monument Replacement Contract, District Contract No. 41799 c) Employees to attend Water Environment Federation Technical Exhibition and Conference (WEFTEC) in New Orleans, Louisiana, from September 27 — October 1, 2014 d) District Funding Suisun Phytoplankton Growth Study No additional announcements were made at the meeting. b. COUNSEL FOR THE DISTRICT District Counsel Kent Alm announced that, due to a scheduling conflict, Richard Pio Roda from Meyers Nave would be taking over as District Counsel for the latter half of the meeting. Mr. Alm also announced that on July 28, 2014, the Environmental Protection Agency, the U.S. Department of Justice, the California Water Resources Control Board, the San Francisco Bay Regional Water Board, San Francisco Baykeeper, and Our Children's Earth Foundation signed a Consent Decree with the East Bay Municipal Utility District (EBMUD) and the seven east bay communities in its service district to repair and upgrade the 1,500 mile -long sewer system infrastructure to Wj CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of July 31, 2014 eliminate discharges of raw and partially- treated sewage to San Francisco Bay and other east bay water bodies. Member McGill encouraged that the District maintain its position that there are other ways to deal with inflow and infiltration than attributing it to sewer laterals, and the District does a great job of this with its pond system, monitoring the system, keeping it clean, and replacing infrastructure as necessary. He noted that he hoped the Regional Water Quality Control Board or federal regulatory agencies would not institute a one - size - fits -all approach. Member Causey said condition assessment is a huge part of what needs to be done and a strong computerized maintenance management system (CMMS) for wastewater collection systems is crucial. He also noted that, across the state, there is a lack of uniform responsibilities in terms of codification of ordinances on sewer laterals. C. SECRETARY OF THE DISTRICT 1) Secretary of the District Elaine Boehme announced that the nomination period for candidates running for the District's Board will close on August 8, 2014 at 5:00 p.m. That date will be extended five days if an incumbent does not file. As of July 30, only the incumbents, Member McGill and President Williams, had pulled papers. 2) Ms. Boehme also announced the August 1, 2014 Finance Committee meeting at noon and upcoming Board Member meetings with Raftelis Financial Consultants in relation to the Cost -of- Service Study. 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 Causey Member Causey and Member Nejedly reported on the July 11 and July 21, 2014 Finance Committee meetings. The Board received the reports without comment. Member Neiedly Member Nejedly and Member McGill reported on the July 14, 2014 Real Estate, Environmental & Planning Committee meeting. The Board received the report without comment. M CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of July 31, 2014 By suggestion of Member Causey, Member Nejedly and Member McGill directed that quarterly reports be provided to the Committee by the Federal Advocates lobbyist, Sante Esposito, regarding his efforts to obtain grant funding for recycled water projects. Member McGill Member McGill reported on the July 16 and July 23, 2014 Administration Committee meetings. President Williams was not present at the Board meeting to report out, but he served on the Committee for those meetings. The Board received the reports without comment. Member McGill also reported that he attended the July 21, 2014 quarterly meeting of the Contra Costa Chapter of the California Special Districts Association. He noted that, as was reported in General Manager Written Announcements, a special election was held on July 21, 2014 to fill the regular special district seat on LAFCO created by the recent passing of Dwight Meadows, who was re- elected last April. Earlier this month, the District's Board supported the nomination of Mr. Igor Skaredoff, who subsequently was elected to fill Mr. Meadows' unexpired term ending May 7, 2018. 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. 7. ADMINISTRATIVE a. AUTHORIZE GENERAL MANAGER TO ENTER INTO A JOINT POWERS AGREEMENT WITH EAST BAY REGIONAL COMMUNICATION SYSTEM AUTHORITY (EBRCSA), A TWO- COUNTY REGIONAL RADIO SYSTEM Safety and Risk Management Administrator Shari Deutsch stated that as part of the District's ongoing efforts to enhance its emergency response program, staff has been monitoring the implementation of a regional interoperable radio system in Contra Costa and Alameda Counties. Now that this system is operational, it is an opportune time to purchase radios and join the joint powers agreement (JPA) that operates this multi - jurisdictional system. 5 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of July 31, 2014 Ms. Deutsch stated that the East Bay Regional Communication System Authority (EBRCSA) has implemented the standard Project 25 (P25) suite of standards for its regional radio system. To become a member, the District would sign a JPA and pay service charges, as dictated by the agreement. There is no minimum number of radios to purchase to be able to participate. Ms. Deutsch proposed signing the agreement and buying four radios to test. If staff determines they work well, staff will replace in the next fiscal year the emergency radios the District has now, which are not P25 compliant. Every city in the District's service area except Orinda is now on the P25 system through the JPA. Member McGill arrived at the meeting at 2:09 p.m., during this presentation. He abstained from voting on the item because he was not present to hear the full staff report. It was moved by President Pro Tern Nejedly and seconded by Member Pilecki to authorize the General Manager to enter into a JPA with EBRCSA. Motion passed by the following vote of the Board: AYES: Members: Causey, Pilecki, Nejedly NOES: Members: None ABSTAIN: Members: McGill ABSENT: Members: Williams Member McGill assumed the duties of President Pro Tern after the vote of this item. 8. COST OF SERVICE STUDY — BOARD WORKSHOP NO. 1 a. INTRODUCTION TO COST OF SERVICE STUDY AND STAFFING NEEDS ASSESSMENT Sudhir Pardiwala, Tom Am, and Akbar Alikhan, representatives from Raftelis Financial Consultants, were present at the meeting. Mr. Pardiwala stated that the goals of the Cost -Of- Service Study and Staffing Needs Assessment are to develop a financial plan and rates, review the recycled water rates as well as the capacity fees and environmental and development - related charges, assess the organizational and staffing needs, and perform a benchmarking overview. He described the approach to the study and the topics that will be covered, including recommending types of reserves, determining functional costs, and designing rates in line with pricing objectives. Mr. Pardiwala, Executive Vice President, asked the Board Members if they had any interest in having a variable rate structure for residential customers. Board Members spoke against researching that sort of rate structure. None. None. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of July 31, 2014 Member Causey stated that, having been involved in the state's volumetric pricing valuation, he thought it may be beneficial for Raftelis to indicate to the Board what the fixed rate of the District's charges really is and what is the percentage of the District's charges that would be fixed versus variable. Member Pilecki inquired about adjusting rates for those in pumped and non - pumped zones and including elevation charges, to which Mr. Pardiwala replied that Raftelis could research that if the Board wishes. Mr. Arn, Principal Consultant, then discussed the Staffing Needs Assessment, including an outline of the planned interviews, surveys, and benchmarking exercises. Member Causey stated that, while he recognized the timeline is already tight, he would like to receive results of the studies as soon as possible, given how the study outcomes will affect the Board's decision - making in forming the next fiscal year's budget. 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 10. SUGGESTIONS FOR FUTURE AGENDA ITEMS 11. ADJOURNMENT There being no further business to come before the Board, President Pro Tern McGill adjourned the meeting at 3:32 p.m. Michael R. McGill, P.E. President Pro Tern 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 7