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HomeMy WebLinkAbout07.a. Draft Minutes of September 3, 2015 Meeting7af MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON SEPTEMBER 3, 2015 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, September 3, 2015. President McGill called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, Nejedly, Pilecki, McGill ABSENT: Members: Williams a. PLEDGE OF ALLEGIANCE TO THE FLAG The Board and staff joined in the Pledge of Allegiance. b. INTRODUCTIONS None. The Board welcomed the following new employees: • Emily Barnett, Communication Services and Intergovernmental Relations Manager in the Administration Department, effective August 10, 2015. • John Huie, Information Technology Manager in the Administration Department, effective August 17, 2015. 2. PUBLIC COMMENTS 3. ANNOUNCE CLOSED SESSION District Counsel Kent Alm announced Closed Session Items 4.a. and 4.b. 4. CLOSED SESSION The Board recessed at 2:06 p.m. to reconvene in closed session in the Caucus Room regarding the following matters: CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 3, 2015 a. PERSONNEL MATTERS PURSUANT TO GOVERNMENT CODE SECTION 54957 — PERFORMANCE EVALUATION FOR GENERAL MANAGER. b. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION - SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(b): • 69 La Espiral in Orinda. The Board recessed at 3:15 p.m. to reconvene in open session in the Board Room. 5. REPORT OUT OF CLOSED SESSION With regard to Item 4.a., President McGill reported that direction was given to staff. With regard to Item 4.b., Mr. Alm reported that direction was given to counsel and staff with regard to a potential settlement. 6. CONSENT CALENDAR a. Approve minutes of the following Board meetings: 1) August 6, 2015 (Special); and 2) August 6, 2015 (Regular). b. Approve expenditures dated September 3, 2015. Approval recommended by Finance Committee. C. Receive July 2015 Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Adopt Resolution No. 2015 -029 establishing the Sewer Construction Fund and Debt Service Fund appropriations limit in the amount of $94,196,806 for Fiscal Year 2015- 16, in accordance with Article XIII B of the California Constitution using the change in the California per capita personal income percentage to calculate the appropriations limit. e. Approve revised Fiscal Year 2015 -16 Capital Improvement Budget (CIB) funding authorization table (Table 1) with actual carryover amounts and total authorizations for each program. Approval recommended by Engineering & Operations Committee. Authorize the General Manager to allocate additional funds from the Collection System Program Contingency Account in the amount of $240,000 to complete the Lafayette Sewer Renovations, Phase 8, District Project 8404. Approval recommended by Engineering & Operations Committee. 2 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 3, 2015 g. Approve updates to Board Policy No. BP 003 — Hiring of District Retirees. Approval recommended by Administration Committee. h. Adopt Resolution No. 2015 -030 accepting a grant of easement from Ryan Alan Brown and Nicole Pickett Brown, Trustees of the Brown Living Trust and owners of the property located at 70 Holiday Drive in Alamo (APN 198 - 111 - 037 -0), and authorizing staff to record documents with the Contra Costa County Recorder. Adopt Resolution No. 2015 -031 accepting an offer of dedication for easement (sewer purposes) located on Tassajara Lane in Danville, as depicted on filed final map for Subdivision 9287 (APN 215 - 440 -009) via Series Number 13- 198620; accepting a grant of easement related to Parcels 1 and 1A (Job 6532) from property owner Ryder Tassajara, LLC; and authorizing staff to record documents with the Contra Costa County Recorder. Adopt Resolution No. 2015 -032 accepting a grant of easement from owners of the property located at 335 Miller Court in Orinda (APN 273 - 110 -020), and authorizing the execution of a quitclaim deed for a portion of an existing easement to said property owners related to Job 6524 located in Orinda; and authorizing staff to record documents with the Contra Costa County Recorder. It was moved by Member Pilecki and seconded by Member Causey to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board Members present at the meeting. 7. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Item 9.a. was taken out of order, immediately following the Item 6., to accommodate guest speaker Lauren Brant, Managing Director of The PFM Group. 8. REPORTS a. GENERAL MANAGER 1) Report on the District's Recycled Water Program Costs and Wholesale Pricing, including operating and capital costs Planning and Development Services Division Manager Danea Gemmell reviewed the PowerPoint in the agenda packet. She said staff is hoping to use a recycled water wholesale rate of $246 per acre foot as the basis for an agreement going forward with Contra Costa Water District (CCWD). Member Causey said he was not comfortable treating the filter plant as a sunk cost. He was also concerned that the Sewer Service Charge has been 3 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 3, 2015 subsidizing the Recycled Water Program. As he has stated in the past, he believes there should be an enterprise fund that accurately reflects recycled water revenue and expenses. While he was not necessarily in favor of charging the full cost of recycled water to CCWD, he was not supportive of the proposed $246 per acre foot rate on the belief CCWD should contribute toward the depreciated cost of the filter plant. Member Nejedly agreed in concept with Member Causey, but said the benefits of working out an agreement with CCWD outweigh the revenue shortfall up to this point. President McGill noted that a recycled water enterprise fund is in the process of being created. Mr. Bailey added that staff is preparing a budget for the Recycled Water Program which it will populate for the current fiscal year. Going forward, it will be included in future budget cycles. President McGill and Members Nejedly and Pilecki agreed that staff should move forward with a recycled water wholesale rate of $246 per acre foot for purposes of discussions with CCWD. As stated above, Member Causey believed that amount was too low and should be increased to include some contribution toward the depreciated cost of the filter plant. President McGill left the meeting at 3:58 p.m. Thereafter, President Pro Tern Pilecki chaired the meeting. 2) General Manager Announcements The following announcements were included in the agenda packet: a) Capacity Fees Paid for The Orchards Shopping Center, Walnut Creek b) Update on California Public Utilities Commission Proposed Decision Affecting the Regional Renewable Energy Procurement Project c) Incumbent Shane McAffee re- elected to Bay Area Network Seat A on California Special Districts Association (CSDA) Board d) Household Hazardous Waste Supervisor David Wyatt to attend the North American Hazardous Materials Management Association Conference in Austin, Texas — September 14 -17, 2015 e) Update on Residential Recycled Water Fill Station No further announcements were made at the meeting. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 3, 2015 b. COUNSEL FOR THE DISTRICT No report. C. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the following upcoming Committee meetings: Real Estate, Environmental & Planning — Tuesday, Sept. 8 at 8 a.m. Finance — Tuesday, Sept. 8 at 3 p.m. Engineering & Operations — Wednesday, Sept. 9 at 3 p.m. Administration — Thursday, Sept. 10 at 8 a.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 a) Member Causey and Member Nejedly reported on the August 26, 2015 Engineering & Operations Committee meeting. Member Causey pointed out that the Committee had a split vote with regard to the Fiscal Year 2015 -16 flow monitoring contract. The Board received the report without comment. Member Nejedly b) Member Nejedly and Member Pilecki reported on the August 10 Finance Committee meeting. The Board received the report without comment. c) Member Nejedly and Member Pilecki reported on the August 24 Finance Committee meeting. The Board received the report without comment. Member Pilecki d) Member Pilecki and President McGill reported on the August 11, 2015 Real Estate, Environmental & Planning Committee meeting. The Board received the report without comment. Member Pilecki also reported on the August 13, 2015 Board Liaison meeting he and General Manager Roger Bailey had with officials from the City of 5 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 3, 2015 Martinez. He reported that the District has offered to assist the City in assessing and dealing with the Regional Water Quality Control Board with regard to Sanitary District 6 (SD -6). President McGill President McGill reported on the August 6, 2015 Contra Costa County Mayors' Conference hosted by the City of Hercules featuring Stephanie Martin, Vice President of Marketing & Communications, Super Bowl 50 Host Committee. d) President McGill reported on the August 10, 2015 Administration Committee meeting, which meeting was also attended by Member Williams. The Board received the report without comment. President McGill also reported that he gave a presentation on behalf of the District to the Pleasant Hill City Council on August 17, 2015. He attended the California Association of Sanitation Agencies (CASA) Annual Conference in San Diego from August 19 -21, 2015. He and District staff also met with State Senator Steve Glazer on August 28, 2015 regarding the District's recycled water program. 2) Board Member Announcements President McGill provided a written report covering his announcements and other meetings. Member Causey announced that he is scheduled to meet with officials from the Town of Danville on September 25, 2015. 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. 9. BUDGET AND FINANCE a. APPROVE UPDATES TO BOARD POLICY NO. BP 005 - STATEMENT OF INVESTMENT POLICY, AND APPROVE THE OCTOBER 2013 INVESTMENT GUIDELINES DOCUMENT FOR THE DISTRICT'S GASB (GOVERNMENT ACCOUNTING STANDARDS BOARD) 45 / OTHER POST - EMPLOYMENT BENEFITS (OPEB) TRUST WITH NO CHANGES Ms. Brant recapped the material contained in the agenda packet after which Member Causey suggested a couple of changes as follows: N None. None. CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 3, 2015 Section III. Bank and Dealers — add wording to allow the District greater flexibility to pursue investment options in addition to the County pool. Section XIV. Policy Considerations — clarify who has the authority to approve changes to the Policy, rather than the "investment officer," a title held by no one at the District. It was moved by Member Pilecki and seconded by Member Causey to adopt BP 005 — Statement of Investment Policy as proposed, with the two changes suggested by Member Causey, and approve the October 2013 Investment Guidelines Document for the GASB 45 OPEB Trust with no changes. Motion passed by unanimous vote of the Board Members present at the meeting. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 11. SUGGESTIONS FOR FUTURE AGENDA ITEMS 12. ADJOURNMENT There being no further business to come before the Board, President McGill adjourned the meeting at 4:02 p.m. Michael R. McGill, 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 7