Loading...
HomeMy WebLinkAboutBOARD MINUTES 10-02-14MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON OCTOBER 2, 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, October 2, 2014. President Williams called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, Nejedly, McGill, Pilecki, Williams ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG The Board and staff joined in the Pledge of Allegiance. b. INTRODUCTION None. The Board welcomed Devin Stanovich, Utility Worker in the Plant Operations Division, effective September 29, 2014. 2. PUBLIC COMMENTS 3. AWARDS AND COMMENDATIONS a. RECEIVE ACHIEVEMENT OF EXCELLENCE IN PROCUREMENT (AEP) AWARD FOR 2014 FROM THE NATIONAL PROCUREMENT INSTITUTE INC. Purchasing and Materials Manager Stephanie King stated that, for the sixth time, the District has received the Achievement of Excellence in Procurement (AEP) Award, which is earned by both public and non - profit organizations, based on criteria evaluating best practices and advancements in technology. The award also recognizes organizational excellence in innovation, professionalism, e- procurement, productivity, and leadership in public purchasing. This year, the District was one of 46 government agencies in California and one of 31 special districts nationwide to receive the award. Ms. King thanked the Board for its support, acknowledged her staff, and presented the award to President Williams. Book 63 — Page 195 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 b. RECEIVE CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN FINANCIAL REPORTING FROM THE GOVERNMENT FINANCE OFFICERS ASSOCIATION (GFOA) FOR THE DISTRICT'S COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) FOR THE FISCAL YEAR ENDED JUNE 30, 2013 General Manager Roger Bailey stated that the Certificate of Achievement for Excellence in Financial Reporting has been awarded to the District by the Government Finance Officers Association of the United States and Canada for its Comprehensive Annual Financial Report. The Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. Director of Administration David Heath stated that this is the District's fourteenth Comprehensive Annual Financial Report (CAFR) award, and it is for the Fiscal Year 2012 -13. He acknowledged the Finance Department for its teamwork and Accountant Jamie King in particular, who takes the lead in submitting the application. Mr. Heath thanked the Board for its continued support and presented the award to President Williams. President Williams noted that the awards presented today indicate that for the District to function, every department has a job to perform. He stated that Purchasing and Accounting often work behind the scenes, since the Board tends to focus on engineering and operations, and he thanked both departments for their contributions. Member Nejedly requested a list of all the awards the District has received in the last 25 years. General Manager Roger Bailey stated that such a list could be compiled and possibly published in a future edition of the Pipeline newsletter. 4. CONSENT CALENDAR a. Approve minutes of Board meetings held on the following dates: September 4, 2014 and September 18, 2014. b. Approve expenditures dated October 2, 2014. Approval recommended by Finance Committee. C. Receive August Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Approve revised Fiscal Year (FY) 2014 -15 Capital Improvement Budget (CIB) funding authorization table (Table 1) with actual rather than estimated carryover of unspent funds previously allocated to ongoing projects and revised total FY 2014- 15 authorizations for each program, needed for FY 2014 -15 based on end of Book 63 — Page 196 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 FY 2013 -14 financial data. Approval recommended by Engineering & Operations Committee. e. Adopt Resolution 2014 -038 accepting an offers of dedication from Ryder Tassajara, LLC, (Job 6532) and KT Builders, a California corporation (Job 6555), both located within the Town of Danville, and from John S. Herrington and Lois H. Herrington (Job 6488) located within the City of Walnut Creek; and authorizing staff to record documents with the Contra Costa County Recorder. f. Adopt Resolution 2014 -039 authorizing the execution of three quitclaim deeds for abandoned easements (District Job 6418) related to the construction of Lowes Shopping Center, 1935 Arnold Industrial Way in Concord (APN 159 - 090 -045 and APN 159- 090 -048); and authorizing staff to record documents with the Contra Costa County Recorder. g. Authorize the General Manager to amend the existing $95,000 professional engineering services agreement with Collison Engineering, increasing the cost ceiling from $95,000 to an amount not to exceed $225,000, for Phase 1 of the Zeolite - Anammox Pilot Plant Study to include the Surface Area Method as part of the Study, District Project 7315. Approval recommended by Engineering & Operations Committee. -- h. Authorize the General Manager to execute an extension of up to three months beyond October 31, 2014 for the current Permit Contract with Acme Fill Corporation regarding the acceptance of treated landfill leachate from the Acme Landfill located in Martinez. It was moved by Member Causey and seconded by Member McGill to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board. None. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER 6. PUBLIC HEARING a. CONDUCT PUBLIC HEARING TO ADOPT UNCODIFIED ORDINANCE NO. 283 ESTABLISHING THE "CCCSD STANDARD SPECIFICATIONS FOR DESIGN AND CONSTRUCTION, 2014 EDITION" AS THE DISTRICT'S STANDARD SPECIFICATIONS IN ACCORDANCE WITH DISTRICT CODE SECTION M General Manager Roger Bailey stated that staff has updated the District's Standard Specifications for development. The last update to the document was in 2011, and this 2014 update addresses comments from internal and external Book 63 — Page 197 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 customers, clarifies requirements, adapts to industry practices, and corrects errors identified over the past three years. Senior Engineer Tom Godsey presented a summary of the changes and the collaborative outreach process that was performed with the document's end users. The public hearing was opened and closed without comment. Member Pilecki stated that he thought it was a good idea that the Standard Specifications are being updated more frequently than they have been in the past. It was moved by Member McGill and seconded by Member Causey to adopt uncodified Ordinance No. 283 establishing the "CCCSD Standard Specifications for Design and Construction, 2014 Edition," as the District's standard specifications in accordance with District Code Section 9.08.010. Motion passed by unanimous vote of the Board. 7. REPORTS a. GENERAL MANAGER 1) Report Summarizing the District's Collection System Project Costs from 2003 to Present as Compared to Industry Standards. Reviewed by Engineering & Operations Committee. Director of Engineering / Provisional Deputy General Manager Jean -Marc Petit noted that a revised PowerPoint presentation was distributed as a handout prior to the Board Meeting, containing formatting changes but not changing the data or conclusions. He reported that over the past ten years, 33 Collection System projects were performed at a total cost of over $75 million, laying 52 miles of pipe. He noted that the District does more than most other agencies in public outreach, and excellent customer service comes at a cost. Past practice has been to lump these costs with design costs; however, staff soon will begin tracking public relations and customer survey costs separately. Also, staff is assessing its approach to property acquisitions and right -of -way procedures, and looking at ways to refine the scope of various renovation projects. Member Causey stated that the report was eye opening, and the comparison was not what he had expected. He stated his appreciation for the work that was done to define standards with multi -city benchmarking and noted that staff needs to note that the bid history shows significantly increasing costs for pipeline work. He acknowledged that the report shows that staff's process is working. Book 63 — Page 198 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 President Williams noted the importance of looking at this in terms of asset management and replacing pipe at appropriate intervals. Member Pilecki confirmed that staff keeps that in mind. 2) Report on Recently- Created Succession Planning Committee Reviewed by Administration Committee. General Manager Roger Bailey stated that the recently- created Succession Planning Committee was established to help the District retain institutional knowledge and better navigate personnel changes. He acknowledged Committee Co -Chair Rita Cheng, who was in the audience, and thanked her for her work on the Committee. Community Affairs Representative and Committee Co -Chair Chris Carpenter described the objective and structure of the Committee, which consists of approximately 30 members and five sub - committees. He also listed the Fiscal Year 2014 -15 Key Performance Indicators associated with the Committee. President Williams commented that the District's goal should be to hire the best people and ensure they have the training and tools to do their jobs exceptionally. He supported in -house employees with the appropriate skills competing for promotions and hopefully being successful. However, he stated his opinion that there is a fine line between preparing someone to do a job and preparing them for a promotion. He encouraged the District to do the former, not the latter. Member Pilecki responded that, having been an employee at the District himself and seeing the practices of past leadership, he respectfully disagreed. He stated his opinion that it was important to develop employees and teach them to do the job above them. Without that, the District could be in a situation of not being able to find good candidates. He strongly believed that part of the District's goal is to develop people to be able to compete for, but not guarantee, promotions. President Williams clarified that he supported succession planning, but he noted a distinction that if part of the District's mission is to prepare employees for promotions, every time an employee was unable to ascend, it could be perceived as a failure of the District to complete its mission. General Manager Roger Bailey stated that the ideas presented were similar and that the focus should perhaps remain on providing the appropriate trainings to help employees perform the functions needed to serve the District's customers. President Williams noted that he looks for key performance indicators, and perhaps there may be some sort of training target that could be set. Book 63 — Page 199 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 3) Review Whether to Waive Performance Evaluation of General Manager in October 2014 as Mandated by Resolution No. 2008 -111 District Counsel Kent Alm stated that when Resolution 2008 -111 was adopted, the General Manager, Secretary of the District, and District Counsel were not on a set schedule to receive performance evaluations. Given that General Manager Roger Bailey's evaluation was completed in August 2014 in accordance with his employment contract, it seems redundant to evaluate him again in October, as mandated by the resolution. Mr. Alm stated his opinion that there is no need to change the resolution because in two years it could be back on track; however, that decision belongs to the Board. General Manager Roger Bailey stated that his current employment contract stipulates an annual review, so the Board may want to waive all October performance evaluations for the duration of his employment contract. District Counsel Kent Alm added the option to shift the timing to October so the resolution and employment contract coincide. Member McGill suggested waiving the General Manager's evaluation in October and referring a review of the performance evaluation process for the General Manager, Secretary of the District, and District Counsel to the Administration Committee. He suggested adopting a policy stipulating an annual performance evaluation for all three positions. Member Nejedly stated that he was in favor of making the resolution and employment contract coincide. Member Causey noted that it was difficult for him to differentiate between a policy, versus a resolution, versus a procedure, and in which of those venues to locate information. He stated that it would be helpful to create a policy listing. President Williams noted that the Administration Committee is reviewing the concerns voiced by Member Causey. It was moved by Member McGill and seconded by Member Nejedly to waive the performance evaluation of the General Manager in October 2014 as mandated by Resolution No. 2008 -111 and to refer review of the performance evaluation process for the General Manager, Secretary of the District, and District Counsel to the Administration Committee. Motion passed by unanimous vote of the Board. Book 63 — Page 200 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 4) General Manager Announcements None. b. COUNSEL FOR THE DISTRICT 1) Announce Carone & Company claim District Counsel Kent Alm announced that the District received a claim from Carone & Company, contractor for the Lafayette Sewer Renovations, Phase 8, District Project 8404, which is now being closed out. The claim included a personal declaration and certification claim for $771,537.91 and 221 additional calendar days for the construction period. 2) Announce Closed Session (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced Closed Session Item 11.b. He stated that a closed session for Item 11.a. did not need to be held, since the court recently postponed the mediation on the case. c. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the October 3, 2014 Administration Committee meeting at 8:00 a.m., the October 6, 2014 Finance Committee meeting at 3:00 p.m., and the October 7, 2014 Real Estate, Environmental & Planning Committee meeting 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 Causey Member Causey and Member Nejedly reported on the September 22, 2014 Finance Committee meeting. The Board received the report without comment. Member Causey also noted that he attended the Water Environment Federation Technical Exhibition and Conference (WEFTEC) in New Orleans. He discussed select topics, which he encouraged staff to review, and asked that congratulations be passed to Senior Engineer Dana Lawson on her presentation regarding Asset Management. He also suggested that the District look into participating in the WaterWorks Book 63 — Page 201 None. None. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 campaign via the Water Environment Research Foundation (WERF), and Interactive Knowledge Exchange (IKE), a video competition. Member Causey announced that he would be out of the country for the next two weeks. Member McGill Member McGill reported on the September 29- October 2, 2014 California Special Districts Association (CSDA) Annual Conference in Palm Springs. Member Pilecki Member Pilecki and Member Causey reported on the September 22, 2014 Engineering & Operations Committee meeting. The Board received the report without comment. President Williams President Williams reported on the September 27- October 1, 2014 Water Environment Federation Technical Exhibition and Conference (WEFTEC) in New Orleans and highlighted items of interest to the District. 2) Announcements Member McGill provided a written report covering his announcements and other meetings. Member Pilecki announced that he would be attending the Sustainable Contra Costa Awards at the Concord Hilton on October 15, 2014, and he would be making a presentation to the City of Martinez on November 5, 2014. 3) Board Member requests for advance authorization to receive a stipend for meeting attendance not specifically addressed in the current Board Compensation Resolution None. 8. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 9. SUGGESTIONS FOR FUTURE AGENDA ITEMS Book 63 — Page 202 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 10. CLOSED SESSION The Board recessed at 3:37 p.m. to reconvene in closed session in the Caucus Room regarding the following matters, with the exceptions of Item 10.a. and the performance evaluation for the General Manager: a. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION - PURSUANT TO GOVERNMENT CODE SECTION 54956.9(A): TANNAZ HEANEY V. CITY OF WALNUT CREEK ET AL. CONTRA COST_ A COUNTY SUPERIOR COURT CASE NO. C13- 00538. b. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION — INITIATION OF LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(C): ONE POTENTIAL CASE: CAPACITY FEES FOR 2500 ANNALISA DRIVE, CONCORD, CALIFORNIA. C. PERSONNEL MATTERS PURSUANT TO GOVERNMENT CODE SECTION 54957 - PERFORMANCE EVALUATIONS FOR THE EXECUTIVE MANAGEMENT TEAM: GENERAL MANAGER, DISTRICT COUNSEL, AND SECRETARY OF THE DISTRICT. The Board recessed at 4:37 p.m. to reconvene in the Board Room in open session. 11. REPORT OUT OF CLOSED SESSION District Counsel Kent Alm reported that the Board provided him with direction. 12. TOUR OF DISTRICT'S ZEOLITE - ANAMMOX PILOT PLANT STUDY Members McGill and Pilecki participated in a tour of the Zeolite - Anammox Pilot Plant Study following adjournment of the Board Meeting. 13. ADJOURNMENT There being no further business to come before the Board, President Williams adjourned the meeting at 4:37 p.m. David R. Williams President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California Book 63 — Page 203 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of October 2, 2014 COUNTERSIGNED: _rc ) L2'L � Elaine R. Boehme, CIVIC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California Book 63 — Page 204