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HomeMy WebLinkAboutBOARD MINUTES 04-23-15MINUTES OF THE SPECIAL MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON APRIL 23, 2015 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, April 23, 2015. President McGill called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, Nejedly, Pilecki, Williams, McGill ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG None. The Board and staff joined in the Pledge of Allegiance. 2. PUBLIC COMMENTS 3. AWARDS AND COMMENDATIONS a. RECOGNIZE 2014 SAFETY SUGGESTION OF THE YEAR AWARD RECIPIENT Chairperson of the District Safety Committee Brian Walters gave a brief presentation on the 2014 Safety Suggestion of the Year Award, which was being presented to employee Robert Walker, Maintenance Crew Member II in the Collection Systems Operations Division, for his suggestion to install hinged lids on certain manhole covers. Following the presentation, Board President McGill presented the award to Mr. Walker. 4. CONSENT CALENDAR a. Approve minutes of Board meetings held on the following dates: 1) March 19, 2015; and 2) April 2, 2015. b. Approve expenditures dated April 23, 2015. Approval recommended by Finance Committee. Book 64 — Page 38 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 23, 2015 C. Adopt new Board Compensation Resolution 2015 -008 to include updated procedures for appointment of Board liaisons, and rescind prior Board Compensation Resolution 2014 -011. Approval recommended by Administration Committee. d. Adopt updated Board Policy (BP) 004 — Integrated Pest Management. Approval recommended by Administration Committee. e. Award a construction contract in the amount of $1,812,211 to Precision Engineering, Inc., the lowest responsive and responsible bidder for the Lafayette Sewer Renovations, Phase 9, District Project 8421; 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. Approval recommended by Engineering & Operations Committee. Award a construction contract in the amount of $1,996,210 to SAK Construction, LLC, the lowest responsive and responsible bidder for the M1 CIPP Rehabilitation Project, District Project 8424; find that the project is exempt from CEQA; and authorize the General Manager to execute the contract documents subject to submittal requirements. Approval recommended by Engineering & Operations Committee. g. Authorize the transfer of $400,000 from the Fiscal Year (FY) 2014 -15 Capital Improvement Budget (CIB) Collection System Program Contingency account to the FY 2014 -15 Vehicle and Equipment Budget, District Project 8215, General Improvements Program; and authorize the General Manager to purchase a Vactor Jet - Rodder at an estimated cost of $400,000. h. Adopt Resolution 2015 -009 authorizing execution of a real property agreement with Contra Costa County related to 255 Glacier Drive, Martinez; and authorizing staff to record documents with the Contra Costa County Recorder. Adopt new General Manager Authority Resolution 2015 -010 to include delegating authority to the General Manager for certain personnel actions, and rescind prior General Manager Authority Resolution 2011 -065. Approval recommended by Administration Committee. It was moved by Member Williams and seconded by Member Causey to adopt the Consent Calendar as recommended. Motion passed by unanimous vote. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Item 7.a. was heard before Item 6.a. to accommodate the representatives of Diablo Country Club who were present at the meeting. Book 64 — Page 39 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 23, 2015 6. REPORTS a. GENERAL MANAGER 1) Annual update on the District's Recycled Water Program Provisional Associate Engineer Melody LaBella briefly highlighted some of the points in the 2014 Recycled Water Annual Report and provided an update on the drought and the District's new residential fill station located at the Household Hazardous Waste Facility. Planning and Development Services Division Manager Danea Gemmell stated that staff has been tracking the collection system and operations and maintenance costs of the Recycled Water Program. Staff is planning to bring a detailed report on all such costs to the Real Estate, Environmental and Planning Committee and /or the full Board in the near future. 2) General Manager Announcements The following announcements were included in the agenda packet: a) Public bidding for Treatment Plant Piping Renovations, Phase 8, District Project 7310 b) Public bidding for Treatment Plant Safety Enhancement (Phase 4 Revised), District Project 7311 (includes POD ADA Improvements, District Project 8239, and Buffer and Rental Property Improvements, District Project 8237) c) Public bidding for District -Wide CCTV Inspection of Sanitary Sewers 2015 Project d) Recap of contracts Signed by General Manager during first quarter 2015 The following additional announcements were made at the meeting: e) Outreach efforts underway with school districts most affected by proposed Sewer Service Charge rate increases General Manager Roger Bailey said that he and Danea Gemmell have been visiting with staff from local school districts most affected by the proposed rate increases. He said each has been appreciative of the outreach efforts, expressed satisfaction with the District's service, and declined offers of a payment plan option. Invitations to tour the plant were extended to each district visited. Book 64 — Page 40 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 23, 2015 f) Steps taken to mitigate consequences of incorrect phone number in Proposition 218 Notice b. COUNSEL FOR THE DISTRICT 1) Announce closed session (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Items 10.a. and 10.b. C. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the upcoming meeting of the Finance Committee on April 27, 2015, at 3:00 p.m. d. BOARD MEMBERS 1) Board Member reports on recent meetings or conferences for which they received the stipend or for which the District paid their expenses; and 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 April 2, 2015 Costa County Mayors' Conference hosted by the City of Pinole. Topic: Ensuring Opportunity. The Campaign to Cut Poverty in Contra Costa County. He said that as a result of a discussion with a representative of East Bay Regional Park District (EBRPD) at this event, he would like a meeting to be arranged between District staff and representatives from EBRPD to discuss issues of mutual interest, especially relating to easements. a) Member Causey and Member Nejedly reported on the April 8, 2015 Engineering & Operations Committee meeting. The Board received the report without comment. Member Causey also reported on the April 13 -15, 2015 National Association of Clean Water Agencies (NACWA) Environmental Policy Forum in Washington, DC. Member Causey also attended the April 16, 2015 Walnut Creek Chamber of Commerce 2015 Installation Luncheon and UXL Awards in Walnut Creek. Member Causey reported on the April 23, 2015 2015 State of the Town (Danville) and Community Awards Luncheon in Danville. Book 64 — Page 41 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 23, 2015 Member Neiedly b) Member Nejedly and Member Pilecki reported on the April 6, 2015 Finance Committee meeting. The Board received the report without comment. Member Pilecki c) Member Pilecki and President McGill reported on the April 14, 2015 Real Estate, Environmental & Planning Committee meeting. The Board received the report without comment. Member Williams d) Member Williams and President McGill reported on the April 6, 2015 Administration Committee. The Board received the report without comment. President McGill President McGill reported on the April 2, 2015 Costa County Mayors' Conference hosted by the City of Pinole. Topic: Ensuring Opportunity: The Campaign to Cut Poverty in Contra Costa County. He also reported on the April 9, 2015, 28th Decision Makers Conference at the Oakland Scottish Rite Center. Topic: Growing the Bay Area's Maritime & Industrial Economy to Secure a Sustainable Future. Finally, he reported on the April 16, 2015 East Bay Leadership Series (Part 2) in Concord. Topic: East Bay Economic Forecast and Infrastructure Panel, the April 17, 2015 — Board Liaison meeting with Assemblywoman Catharine Baker in San Ramon, and the April 20, 2015 — California Special Districts Association — Contra Costa Chapter Meeting. 2) Board Member Announcements President McGill provided a written report covering his announcements and other meetings, and made the following announcements and request: a) He was elected California Special Districts Association (CSDA) Director at Large at the April 20, 2015 meeting of the Contra Costa Chapter of the CSDA. b) He asked District Counsel Kent Alm to advise as to potential Brown Act implications if Member Causey were to accompany him to meet with representatives of the City of Walnut Creek to discuss Recycled Water issues, which fall under the domain of the Real Estate, Environmental & Planning (REEP) Committee. Book 64 — Page 42 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 23, 2015 c) The upcoming CoCo San Sustainable Farm: Drought & Urban Farming Event will be held from 2:00 to 4:00 p.m. on Friday, May 8, 2015, and he distributed a copy of the associated flyer. He noted that the REEP Committee supported the event, and directed staff to work with CoCo San to coordinate the event. d) Member McGill distributed copies of a recent email exchange with City of Concord Councilmember Edi E. Birsan expressing frustration as to when the Concord Hilton would be able to access recycled water for landscaping. 3) Board Member requests for advance authorization to receive a stipend for meeting attendance or expense reimbursement not specifically addressed in the current Board Compensation Resolution or authorization for conference attendance not previously approved by the Board None. 7. ENGINEERING a. CONSIDER AUTHORIZING THE GENERAL MANAGER TO EXECUTE A MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE DISTRICT AND DIABLO COUNTRY CLUB (DCC) FOR THE SATELLITE RECYCLED WATER TREATMENT PLANT PROJECT AND FIND THAT THE PROJECT IS EXEMPT FROM CEQA APPROVAL RECOMMENDED BY REAL ESTATE, ENVIRONMENTAL & PLANNING COMMITTEE. Director of Engineering and Technical Services Jean -Marc Petit explained that Diablo Country Club (DCC) originally approached the District in 2009 with the idea of installing a satellite recycled water treatment plant at a local site on their golf course in Danville, which would "scalp" water from the District's sewers and treat it for use in providing recycled water for irrigation purposes. In 2012, a three -party Memorandum of Understanding (MOU) between DCC, the District and East Bay Municipal Utility District (EBMUD) was executed to indicate conceptual support for the project. Now, DCC has asked the District to enter into a two -party MOU which will enable DCC to pursue possible bond financing for the project. (A separate MOU covering clean water issues was recently entered into with EBMUD.) Tom Terrill, representing DCC, provided background information on the project and introduced project consultant Jim Brezack, DCC General Manager Larry Marx, and DCC President Henry Salvo. He then reviewed the PowerPoint included with the agenda materials, noting that the decision to pursue a scalping plant has been very important for DCC, because there is no model or template for a private, non - profit entity to build its own facility to treat and produce its own recycled water using some of the District's sewer flow as a source of water. Book 64 — Page 43 None. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 23, 2015 District staff and representatives of DCC responded to questions from Board Members regarding possible opposition to the project, potential complications from odor issues and truck traffic, which party would be responsible in the event of an overflow, and possible effects on the District's National Pollutant Discharge Elimination System (NPDES) permit. Member Causey raised the possibility of providing financial assistance for the project and the importance of tracking staff costs. President McGill was in favor of both, and Member Williams supported the tracking of costs. Member Nejedly supported the project in general, noting that it is the right thing to do whether or not there is a drought and will serve as a template for others once it is completed. Member Pilecki said he would not be in favor of borrowing funds to finance the project because the District has so many other commitments to fund capital projects. It was moved by Member Pilecki and seconded by Member Causey to authorize the General Manager to execute an MOU between the District and DCC for the Satellite Recycled Water Treatment Plant Project, and find that the MOU is exempt from CEQA. Motion passed by unanimous vote. 8. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 9. SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Williams requested an update on the deliverables and performance goals contained in the lease agreement entered into with CoCo San Sustainable Farm in 2014. 10. CLOSED SESSION The Board recessed at 3:54 p.m. to reconvene in closed session in the Caucus Room regarding the following matters: a. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION - SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(b): • 69 La Espiral in Orinda. b. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6: District Negotiators: • Labor Relations Consultants Bruce Heid and Stacey Cue of IEDA Book 64 — Page 44 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of April 23, 2015 Employee Organizations: • Employees' Association, Public Employees Union, Local One • Management Support/Confidential Group (MS /CG) • Management Group The Board recessed at 4:59 p.m. to reconvene in the Board Room in open session. No reportable action. 11. REPORT OUT OF CLOSED SESSION 12. ADJOURNMENT There being no further business to come before the Board, President cGill adjourned the meeting at 5:00 p.m. Michael R. Moll, P.E. 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 64 — Page 45