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HomeMy WebLinkAboutBOARD MINUTES 11-06-14MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON NOVEMBER 6, 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, November 6, 2014. President Williams called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, McGill, Pilecki, Williams ABSENT: Members: Nejedly a. PLEDGE OF ALLEGIANCE TO THE FLAG The Board and staff joined in the Pledge of Allegiance. b. INTRODUCTIONS None. The Board welcomed Aimee Laico, Engineering Technician 1 /II in the Engineering /Capital Projects Division effective October 20, 2014; Michael Matthews, Engineering Technician 1 /II in the Engineering /Capital Projects Division effective October 27, 2014; and Steven Diethelm, Electrical Technician in the Operations /Plant Maintenance Division effective October 22, 2014. 2. PUBLIC COMMENTS 3. CONSENT CALENDAR a. Approve minutes of October 2, 2014 Board meeting. b. Approve expenditures dated November 6, 2014. Approval recommended by Finance Committee. C. Receive September 2014 Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Approve proposed Board Member conference attendance for 2015. Approval recommended by Administration Committee. Book 63 — Page 205 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of November 6, 2014 e. Approve extending by one year the contract for labor and employment - related legal services with Hanson Bridgett LLP and principal counsel, W. Daniel Clinton, through December 31, 2015. Approval recommended by Administration Committee. Rescind Resolutions 2014 -034 through 2014 -038 accepting offers of dedication from various property owners and adopt five similar resolutions, Resolutions 2014 -040 through 2014 -044, to correct technical defects which prevented the previously adopted resolutions from being recorded with the Contra Costa County Recorder's Office. It was moved by Member McGill and seconded by Member Causey to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board Members present. None. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER 5. PUBLIC HEARINGS a. CONDUCT PUBLIC HEARING TO RECEIVE COMMENTS ON ADOPTING RESOLUTION 2014 -045 AUTHORIZING THE GENERAL MANAGER, OR HIS DESIGNEE TO EXECUTE A LEASE AGREEMENT WITH WILLOWS CENTER CONCORD LLC, FOR A TERM NOT TO EXCEED TEN YEARS FOR A PORTION OF THE PROPERTY (APN 126- 440 -003) ADJACENT TO 1975 DIAMOND BOULEVARD, CONCORD, DECLARING THE PROPERTY AS CURRENTLY UNNEEDED; AND AUTHORIZING STAFF TO RECORD DOCUMENTS WITH THE CONTRA COSTA COUNTY RECORDER. APPROVAL RECOMMENDED BY REAL ESTATE, ENVIRONMENTAL & PLANNING COMMITTEE. General Manager Roger Bailey stated that the Right -of -Way division has been in negotiations with Willows Center Concord, LLC for a new lease for a portion of the property adjacent to 1975 Diamond Boulevard in Concord, for a term not to exceed ten years. Willows Center Concord, LLC is the current lessee, and the current ten -year lease is set to expire May 2, 2015. The Real Estate, Environmental & Planning Committee recommended approving the execution of the lease. Environmental Services Division Manager Danea Gemmell added that staff determined there may be a gap in the two time periods set forth in the proposed lease and resolution. The lease does not start until June 2015, but the Board is being asked to declare the property as unneeded as of November 6, 2014. She Book 63 — Page 206 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of November 6, 2014 asked that the Board add a section to Item 1 of the resolution to clarify that the Board is declaring the property unneeded for the term of the lease. The public hearing was opened and closed without comment. It was moved by Member McGill and seconded by Member Pilecki to amend Item 1 of the resolution as proposed by staff, therefore declaring the property as currently unneeded for the term of the lease; adopt Resolution 2014 -045 authorizing the General Manager, or his designee, to execute a lease agreement with Willows Center Concord, LLC, for a term not to exceed ten years for a portion of the property (APN 126- 440 -003) adjacent to 1975 Diamond Boulevard, Concord; and authorize staff to record documents with the Contra Costa County Recorder. Motion passed by unanimous vote of the Board Members present. 6. REPORTS a. GENERAL MANAGER 1) Receive Fiscal Year 2013 -14 Household Hazardous Waste (HHW) Collection Facility Annual Report. Reviewed by Real Estate Environmental & Planning Committee. General Manager Roger Bailey reported that the Household Hazardous Waste Collection Facility (HHWCF) has been in operation for seventeen years. He introduced Senior HHW Technician Winston Ingram to present a summary of the Fiscal Year 2013 -14 HHW Program Annual Report. Mr. Ingram showed a PowerPoint presentation with a slide added to the version in the agenda packet. He noted that San Ramon continues to have a lower participation rate than the other cities, but the residents are being served via a combination of the door -to -door program and the HHWCF. He pointed out that 90.6 percent of the waste collected was either recycled and reused or diverted for beneficial use. Environmental Services Division Manager Danea Gemmel[ noted that staffing was down this fiscal year, partly because one member of the Household Hazardous Waste staff is under a provisional appointment with the District's Source Control division. Member Pilecki mentioned that he recently attended a City of Martinez City Council meeting, where Mayor Rob Schroder was complimentary toward the HHW Program, and John Stevens of the Martinez Chamber of Commerce offered to work with the District to distribute information on Pollution Prevention at their offices. Staff will be working with both entities, perhaps in the form of a pilot project which other Chambers of Commerce may want to mimic in the future. Book 63 — Page 207 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of November 6, 2014 General Manager Roger Bailey added that they had also discussed possibly extending the District's services beyond Household Hazardous Waste to include recycled water. Member Causey asked if there was a plan to increase participation in San Ramon, to which staff replied that it has been unable to pinpoint exactly why San Ramon residents do not partake in use of the HHWCF. Member Causey suggested that staff could work with the real estate community to increase use of the program by coinciding with the sale of homes. 2) Report on prioritization of projects set forth in the Fiscal Year (FY) 2014 -15 Capital Improvement Budget (CIB). Reviewed by Engineering & Operations Committee. Associate Engineer Dan Frost reported that the CIB prioritization system was recently developed and tested using the projects currently listed in the FY 2014 -15 CIB. The system will be used as a tool for managing projects in each of the four CIB programs. He explained how the template was developed and the mock testing process performed by staff, and he noted that the matter was reviewed by the Engineering & Operations Committee on October 27, 2014. Following questions and comments from the Board Members, staff assured the Board that the point system would not skew the prioritization of projects that are required by regulatory, safety, or other mandates. Staff also noted that it has made tweaks based on the testing process and comments made by the Engineering & Operations Committee. The system will continue to be used in the current CIB and modified as needed for the next fiscal year. 3) Report on PG &E Sustainable Solutions Turnkey (SST) Feasibility Assessment on energy conservation measures. Reviewed by Engineering & Operations Committee. General Manager Roger Bailey stated that, for the past year, the District has been researching energy savings measures and energy audit options. One of the programs being considered is PG &E's Sustainable Solutions Turnkey program. Senior Engineer Craig Mizutani was joined by Brent Patera, Senior Business Development Manager with PG &E, and Anthony Roner, Vice President at AECOM, in presenting a summary of the proposed program. Mr. Mizutani stated that the next step would be conducting a Feasibility Assessment, with which the Engineering & Operations Committee recommended proceeding. Book 63 — Page 208 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of November 6, 2014 Member Causey stated that he supported moving forward with the analysis and it was his opinion that the District needs to understand its energy consumption at all levels, not just at the Treatment Plant but also the HHWCF and Pump Stations. He requested to know how much energy is used, how much is self - generated versus purchased, for all departments of the District, perhaps as part of a Master Energy Plan. President Williams concurred that it would be useful to have a Master Energy Plan going forward, including resource recovery and use. He encouraged staff to pay attention to the "stoplights" in the study and implementation of the SST program by taking it one step at a time. He noted that, during this process, he would be focused on return on investment and a short payback period, with the best interest of the ratepayers in mind. 4) General Manager Announcements The following announcements were included in the agenda packet: a) Annual Notices Mailed to Reimbursement Account Holders b) Local Agency Formation Commission (LAFCO) Approves District Annexation 185 Sphere of Influence Change c) Neighborhood Meeting to be Held for Possible Alamo Contractual Assessment District (CAD) d) Recap of Contracts Signed by General Manager During Third Quarter 2014 e) BAYWORK Workshop on Wheels a Big Success f) CCCERA Report on District Audit Expected in November g) Ebola Virus Update and Information Relative to the District No additional announcements were made at the meeting. b. COUNSEL FOR THE DISTRICT 1) Announce Closed Session (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced Closed Session Item 10.a. Book 63 — Page 209 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of November 6, 2014 C' SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the upcoming meetings of the Administration Committee on November 7 at 8:00 a.m. and Finance Committee on November 12 at 3:00 p.m. and the Board Cost -of- Service Study Workshop on November 17. 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 reported on the October 2, 2014 Contra Costa County Mayors Conference hosted by the City of Pleasant Hill featuring Association of Bay Area Governments (ABAG) Deputy Executive Director Brad Paul. a) Member Causey reported on the October 27, 2014 Finance Committee meeting. Member Nejedly also attended the Finance Committee meeting but was not present at the Board meeting to report on it. The Board received the report without comment. Member Causey noted that he received compliments from the City of Antioch Collection System Manager after they received assistance from CCCSD Collection System Operations (CSO) crew members, in response to a force main collapse which caused a large sanitary sewer overflow. Member Causey added that crews also responded to the recent explosion in Walnut Creek and commended them for the work they do. Member McGill Member McGill reported on the October 2, 2014 Contra Costa County Mayors Conference hosted by the City of Pleasant Hill featuring ABAG Deputy Executive Director Brad Paul. b) Member McGill and President Williams reported on the October 3, 2014 Administration Committee meeting. The Board received the report without comment. c) Member McGill and Member Pilecki (who served as Alternate for Member Nejedly) reported on the October 7, 2014 Real Estate, Book 63 — Page 210 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of November 6, 2014 Environmental & Planning Committee meeting. The Board received the report without comment. Member McGill also reported on the October 20, 2014 California Special Districts Association — Contra Costa Chapter Quarterly Meeting, noting that the Contra Costa Special Districts Association (CCSDA) meeting attendees voted to raise the District's membership dues from $50 to $100 per year. d) Member McGill and Member Pilecki (who served as Alternate for President Williams) reported on the October 21, 2014 Administration Committee meeting. The Board received the report without comment. Member Pilecki e) Member Pilecki (who served as Alternate for Member Causey) reported on the October 6, 2014 Finance Committee meeting. Member Nejedly also attended the Finance Committee meeting but was not present at the Board meeting to report on it. The Board received the report without comment. Member Pilecki also reported on the October 15, 2014 Sustainable Contra Costa Awards dinner. f) Member Pilecki and Member Causey reported on the October 27, 2014 Engineering & Operations Committee meeting. The Board received the report without comment. Member Pilecki also reported on his November 5, 2014 presentation at the Martinez City Council meeting, noting that the City Council was supportive of the District doing everything possible to reuse as much of its water as possible. 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. Book 63 — Page 211 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of November 6, 2014 7. BUDGET AND FINANCE a. ACCEPT AUDITED FINANCIAL STATEMENTS FOR FISCAL YEARS ENDED JUNE 30 2014 AND 2013 - AUDIT PERFORMED BY MAZE & ASSOCIATES. ACCEPTANCE RECOMMENDED BY FINANCE COMMITTEE. None. None. General Manager Roger Bailey introduced Engagement Partner Vikki Rodriguez from Maze & Associates to present the District's audited financial statements for fiscal years ended June 30, 2013 and 2014. He noted that this was Maze & Associates' second year preparing the District's audit under the current contract. Ms. Rodriguez stated that Maze & Associates concluded the audit of the basic financial statements, issuing an unmodified opinion, which is cleanest opinion the District can receive. The only major change in the report was that it was comparative, by request of the Board, so it includes both 2013 and 2014. The audit also implemented Governmental Accounting Standards Board (GASB) pronouncement number 65, whose only impact was that the revenue bond issuance cost was written off. The auditors also reviewed the internal control environment and found it to be solid, with no material weaknesses detected or significant deficiencies. A separate management letter will be issued as it was last year. The audit process was smooth, and staff was responsive to the auditors' requests in a timely manner. Next year, the GASB 68 pronouncement related to pension accounting will result in Contra Costa County Employees' Retirement Association (CCCERA) analyzing the District's pension plan and determining the Unfunded Actuarial Accrued Liability (UAAL), which will be reported on the District's financial statements. It was moved by Member Pilecki and seconded by Member McGill to accept the audited Financial Statements for fiscal years ended June 30, 2013 and 2014. Motion passed by unanimous vote of the Board Members present. 8. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 9. SUGGESTIONS FOR FUTURE AGENDA ITEMS 10. CLOSED SESSION The Board recessed at 3:50 p.m. to reconvene in closed session in the Caucus Room regarding the following matter: Book 63 — Page 212 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of November 6. 2014 a. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6: District Negotiators: • IEDA Labor Relations Consultants Bruce Heid and Stacey Cue • General Manager Roger S. Bailey • Director of Administration David Heath • Human Resources Manager Teji O'Malley • Secretary of the District Elaine Boehme Employee Organizations: • Employees' Association, Public Employees Union, Local One • Management Support/Confidential Group (MS /CG) • Management Group The Board recessed at 5:03 p.m. to reconvene in the Board Room in open session. None. 11. REPORT OUT OF CLOSED SESSION 12. ADJOURNMENT There being no further business to come before the Board, President Williams adjourned the meeting at 5:03 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 Book 63 — Page 213