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Home My WebLink AboutBOARD MINUTES 12-04-14MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON DECEMBER 4, 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, December 4, 2014. President Williams called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, McGill, Nejedly, Pilecki, 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 David Wellner, Maintenance Technician III, Mechanical, in the Operations /Plant Maintenance Division; Adib Musawwir, Electrical Technician in the Operations /Plant Maintenance Division; and Ronda Sanchez - Arentz, Accounting Technician I in the Administration/ Finance Division. 2. PUBLIC COMMENTS There were no public comments. 3. CONSENT CALENDAR a. Approve minutes of November 6, 2014 Board meeting. b. Approve expenditures dated December 4, 2014. Approval recommended by Finance Committee. c. Receive October 2014 Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Approve the final Comprehensive Annual Financial Report (CAFR) as of June 30, 2014 for submission to the Government Finance Officers Association. Approval recommended by Finance Committee. Book 63 — Page 226 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of December 4, 2014 e. Receive Memorandum on Internal Control and Required Communications for the fiscal year ended June 30, 2014 from Maze & Associates. Receipt recommended by Finance Committee. Confirm publication of summary of uncodified District Ordinance No. 283. g. Adopt Resolution 2014 -048 authorizing (1) execution of a real property agreement related to 456 Oakshire Place, Alamo, and (2) staff to record documents with the Contra Costa County Recorder. h. Set public hearing for January 8, 2015 at 2:00 p.m. in accordance with Government Code Section 4217.12 to consider awarding three power purchase agreements to Sun Edison, LLC for solar photovoltaic panels at the District's Household Hazardous Waste Facility, Collection System Operations Building, and Vehicle Maintenance Shop. Approval recommended by Engineering & Operations Committee. Set public hearing for January 8, 2015 at 2:00 p.m. to consider entering into lease agreements for portions of the parcel located at 4737 Imhoff Place, Martinez (APN 159 - 150 -037), for a term not to exceed ten years; and declare the property as unneeded for District purposes during the terms of the leases. Adopt revisions to Board Policy (BP) 008 - Travel Expense Reimbursement, effective December 4, 2014. Approval recommended by Administration Committee. k. Adopt new Board Policy (BP) 016 — Security, effective December 4, 2014. Approval recommended by Administration Committee. General Manager Roger Bailey requested tabling Item 3.h. to the next meeting in order to provide staff an opportunity to make a presentation to the full Board regarding the item to determine if there is interest in proceeding with setting a public hearing to consider the matter. Member McGill moved to continue Item 3.11. to a non- specific date so the presentation may be made to the full Board. The motion was seconded by Member Causey. Motion passed by unanimous vote of the Board. It was moved by Member McGill and seconded by Member Pilecki to adopt the remaining Consent Calendar items as recommended. Motion passed by unanimous vote of the Board. None. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Book 63 — Page 227 T is CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of December 4, 2014 5. REPORTS GENERAL MANAGER 1) General Manager Announcements The following announcement was included with the agenda packet: a) Public Bidding for Sludge Blending Tank Repairs, District Project 7316 No additional announcements were made at the meeting. COUNSEL FOR THE DISTRICT No report. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the upcoming meetings of the Finance Committee on December 8, 2014 at 3:00 p.m. and the Engineering & Operations Committee and Real Estate, Environmental & Planning Committee on December 9, 2014 at 10:00 a.m. and 3:00 p.m., respectively. 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 a) Member Causey and Member Nejedly reported on the November 24, 2014 meeting of the Finance Committee. The Board received the report without comment. Member Pilecki b) Member Pilecki and Member Causey reported on the November 24, 2014 meeting of the Engineering & Operations Committee. The Board received the report without comment. 2) Board Member Announcements Member McGill provided a written report covering his announcements and other meetings. Book 63 — Page 228 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of December 4, 2014 Member McGill also announced that he will be absent from the December 18, 2014 Board meeting. 3) Board Member requests for advance authorization to receive a stipend for meeting attendance not specifically addressed in the current Board Compensation Resolution None. 6. ADMINISTRATIVE a. ADMINISTER OATH OF OFFICE TO RE- ELECTED BOARD MEMBERS MICHAEL R. MCGILL AND DAVID R. WILLIAMS (APPOINTED IN LIEU OF ELECTION) Board Members Michael R. McGill and David R. Williams took the Oath of Office, administered by Secretary of the District Elaine Boehme. b. APPOINT BOARD PRESIDENT FOR A ONE -YEAR TERM COMMENCING JANUARY 1, 2015 It was moved by President Williams and seconded by Member Pilecki to appoint President Pro Tern McGill as President for the one -year term commencing January 1, 2015. Motion passed by unanimous vote of the Board. c. APPOINT BOARD PRESIDENT PRO TEM FOR A ONE -YEAR TERM COMMENCING JANUARY 1, 2015 It was moved by Member Nejedly and seconded by President Pro Tern McGill to appoint Member Pilecki as President Pro Tem for the one -year term commencing January 1, 2015. Motion passed by the following vote of the Board: AYES: Members: Causey, McGill, Nejedly, Williams NOES: Members: None ABSTAIN: Members: Pilecki 7. ENGINEERING a. CONSIDER APPROVING A PILOT EXPANSION OF THE CURRENT PHARMACEUTICAL COLLECTION PROGRAM AND ALLOW UP TO $20,000 IN GRANTS FOR PURCHASING PHARMACEUTICAL COLLECTION BINS AND TO PROVIDE OUTREACH TO RETAIL PHARMACIES THAT ARE RESPONSIBLE FOR THEIR OWN MANAGEMENT AND DISPOSAL COSTS General Manager Roger S. Bailey said that recent amendments to the Controlled Substances Act allow retail pharmacies to collect unwanted or expired medications, including controlled substances. Staff has proposed a pilot program which would Book 63 — Page 229 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of December 4, 2014 provide grants to purchase collection bins and provide outreach to retail pharmacies in order to increase collection of pharmaceuticals. The total program would not exceed $20,000. The Real Estate, Environmental & Planning Committee reviewed the specifics of the program on October 7, 2014 and recommended that the Board approve the pilot program for next year. It was moved by Member McGill and seconded by Member Causey to approve expansion of the District's pharmaceutical collection program and allow up to $20,000 in grants for purchasing pharmaceutical collection bins and to provide outreach to retain pharmacies that are responsible for their own management and disposal costs. Motion passed by unanimous vote of the Board. 8. COST OF SERVICE STUDY — BOARD WORKSHOP a. EMPLOYEE SURVEY AND BENCHMARKING RESULTS Representatives of Raftelis Financial Consultants, Inc. provided information with respect to the employee survey and benchmarking studies being conducted as part of the Cost of Service Study. Mr. Akbar Alikhan presented the results of the employee survey that was distributed in August 2014 and Mr. Tom Am presented an update on the benchmarking results. Mr. Bailey prefaced Mr. Am's comments by noting that the benchmarking data presented was not yet finalized because further vetting of other agencies' responses was necessary to assure accurate comparisons can be achieved. Mr. Alikhan said the employee survey was conducted over a five -week period with most responses received online. He reviewed the PowerPoint that was included in the agenda packet, noting that the results represent a snapshot in time, and the fact that the responses were anonymous allowed the survey participants to be quite frank in a number of instances. Mr. Am reviewed the PowerPoint distributed at the meeting on benchmarking progress to date. He said one of the major issues being addressed was the apparent fragmentation in the organization in terms of services. He said Raftelis was looking at the structural model and various functions to see where recommendations for improvement can be achieved. The IT Division was one such area where restructuring will be recommended, including the probable reclassification of some positions to manage some of the major IT functions. Member McGill said the bottom line of the Cost of Service Study and Staffing Needs Assessment is to assure that the District is charging a fair and equitable rate for the services it provides. He asked whether any Proposition 218 considerations would result from the recommendations. Acting District Counsel Richard Pio Roda responded affirmatively and said he would speak with District Counsel Kent Alm upon his return about incorporating some of these issues into the Proposition 218 Notice. Book 63 — Page 230 None. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of December 4, 2014 The Board Members thanked Mr. Alikhan and Mr. Am for the updates. 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 10. SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Nejedly requested an update on San Francisco Baykeeper's recent legal action against the City of San Jose. 11. ADJOURNMENT There being no further business to come before the Board, President Williams adjourned the meeting at 3:36 p.m. aui( David R. Williams President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED; r�--Mwm Elaine R. Boehme, CMC Secretaiy of the District Central Contra Costa Sanitary District County of Contra Costa, State of California Book 63 — Page 231