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HomeMy WebLinkAboutBOARD MINUTES 09-17-15MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON SEPTEMBER 17, 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 17, 2015. President McGill called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Causey, Pilecki, Williams, McGill ABSENT: Members: Nejedly 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. RECEIVE THE NATIONAL ASSOCIATION OF CLEAN WATER AGENCIES ( NACWA) 2014 PEAK PERFORMANCE AWARD — PLATINUM 17 Plant Operations Superintendent Doug Little noted that the NACWA award represented 17 consecutive years of 100 percent compliance with the District's National Pollutant Discharge Elimination System (NPDES) Permit. He attributed the achievement to the District's proactive and collaborative work culture and staff who take great pride in their work, after which he presented the award to President McGill. b. RECEIVE ACHIEVEMENT OF EXCELLENCE IN PROCUREMENT (AEP) AWARD FOR 2015 FROM THE NATIONAL PROCUREMENT INSTITUTE INC. Purchasing and Materials Services Manager Stephanie King stated that, for the seventh time, the District has received the 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 the public purchasing profession. This year, the District was one of 49 government agencies in California and one of 28 special districts nationwide to receive the Book 64 — Page 102 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 17, 2015 award. Ms. King thanked the Board for its support, acknowledged her staff, and presented the award to President McGill. 4. POLLUTION PREVENTION a. ADOPT RESOLUTION 2015 -033 ENCOURAGING AND PROMOTING POLLUTION PREVENTION AND DECLARING SEPTEMBER 21-27,2015 AS POLLUTION PREVENTION WEEK Provisional Associate Engineer Melody LaBella reviewed the PowerPoint included with the agenda materials and previewed a new public service announcement featuring Engineering Assistant III Earlene Millier in honor of National Pollution Prevention Week. It was moved by Member Williams and seconded by Member Causey to adopt Resolution 2015 -033 declaring September 21 -27, 2015 as Pollution Prevention Week. Motion passed by unanimous vote of the Board Members present at the meeting. 5. CONSENT CALENDAR a. Approve minutes of the Special Board meeting held August 26, 2015. b. Approve expenditures dated September 17, 2015. Approval recommended by Finance Committee. C. Receive Fiscal Year 2014 -15 Capital Improvement Budget (CIB) Year -End Status Report. Reviewed and receipt recommended by Engineering & Operations Committee. d. Receive Fiscal Year 2014 -15 Pre -Audit (Period 13) Year -End Financial Statements Summary Report. Reviewed and receipt recommended by Finance Committee. e. Delete a vacant Right -of -Way Agent position and add and authorize the filling of a Senior Right -of -Way Agent position. Approval recommended by Administration Committee. It was moved by Member Williams and seconded by Member Pilecki to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board Members present at the meeting. None. 6. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Book 64 — Page 103 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 17, 2015 7. REPORTS a. GENERAL MANAGER 1) Semi - annual report on status and pricing of natural gas purchases Associate Engineer Clint Shima reviewed the PowerPoint included with the agenda materials. Member Causey asked that future reports on natural gas purchases be integrated with the quarterly updates on energy consumption at the District. 2) Discuss issues regarding Diablo Country Club Satellite Recycled Water Treatment Plant Pro'ect (scalping Plant), including ownership and operation of the proposed facility General Manager Roger Bailey stated that he wished to receive direction from the Board at a policy level before entering into discussions with Diablo Country Club (DCC) and Town of Danville officials regarding ownership, operation and maintenance of the proposed DCC scalping plant. He said a key question was whether the Board envisioned a scenario where the District may want to be the owner and operator and, if so, what criteria would have to be satisfied under such a scenario. All four Board Members expressed support for entering into discussions without any commitment at this point. Member Williams pointed out that the District is responsible for collecting and treating wastewater in its service area, so discussions related to operation, maintenance, and ownership are appropriate. Member Pilecki noted that potential impact on the District's permits should be addressed. Member Causey said DCC should be responsible for all costs of the plant, and expressed confidence that issues such as staffing costs, long -term replacement costs, operating costs, etc. will be raised and considered down the road. It was the consensus of the Board that Mr. Bailey and staff should enter into preliminary discussions with DCC and Town of Danville officials with regard to ownership, maintenance and operation of the proposed DCC scalping plant. 3) General Manager Announcements The following announcements were included in the agenda packet: a) Attendance at the American Records Managers Association (ARMA International) Annual Conference in Washington, D.C. — October 5 -7, 2015 b) Attendance at the NEOGOV Conference in Las Vegas, Nevada — October 14 -16, 2015 Book 64 — Page 104 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 17, 2015 c) Updated Template for Board Position Papers d) Update on Residential Recycled Water Fill Station The following announcement was distributed at the meeting: e) District receives Dr. Ten -chung Wu Award from San Francisco Bay Regional Water Quality Control Board b. COUNSEL FOR THE DISTRICT 1) Announce closed session (pursuant to Government Code Section 54957.71 District Counsel Kent Alm announced that a closed session would be held for Items 13.a. and 13.b., but they would be reversed in order. C. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced the following upcoming Committee meetings: Administration — Monday, Sept. 21 at 8 a.m. Finance — Monday, Sept. 21 at 3 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 a) Member Causey and reported on the September 9, 2015 Engineering & Operations Committee meeting, which was also attended by Member Nejedly. The Board received the report without comment. Member Pilecki b) Member Pilecki and President McGill reported on the September 8, 2015 Real Estate, Environmental & Planning (REEP) Committee meeting. With regard to Item 5. on the September 8 REEP Committee agenda, it was requested that any policy issues with respect to funding for backflow devices related to recycled water connections be brought to the Board. Book 64 — Page 105 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 17, 2015 c) Member Pilecki reported on the September 8, 2015 Finance Committee meeting, which was also attended by Member Nejedly. The Board received the report without comment. Member Williams Member Williams reported on the August 11, 2015 Board Liaison meeting he and General Manager Roger Bailey had with City of Lafayette officials regarding recycled water. President McGill d) President McGill and Member Pilecki (Alternate) reported on the September 10, 2015 Administration Committee meeting. The Board received the report without comment. 2) Board Member Announcements President 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 or expense reimbursement not specifically addressed in the current Board Compensation Resolution or authorization for conference attendance not previously approved by the Board None. 8. ADMINISTRATIVE a. RECEIVE FISCAL YEAR 2014 -15 STRATEGIC PLAN ANNUAL REPORT — SUMMARY OF ACHIEVEMENTS Deputy General Manager Ann Sasaki reviewed the PowerPoint included with the agenda materials. The Board Members expressed appreciation for the presentation and commended Mr. Bailey and staff on the progress made toward the District's strategic planning goals, noting that the report helps the Board to effectively perform its oversight responsibilities. Book 64 — Page 106 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 17, 2015 9. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING ENGINEERING SERVICES AGREEMENT WITH V&A CONSULTING ENGINEERS IN AN AMOUNT NOT TO EXCEED $400,000, INCREASING THE COST CEILING TO $560,000, FOR WINTER 2015 -16 FLOW MONITORING UNDER THE COLLECTION SYSTEM MODELING UPGRADE DISTRICT PROJECT 8418 Director of Engineering and Technical Services Jean -Marc Petit introduced the item after which Senior Engineer Dan Frost and consultant Gisa Jou of RMC Water and Environment reviewed the PowerPoint included with the agenda materials. Ms. Jou noted that the District is moving to hydrodynamic modeling capabilities, which will allow for more extensive flow data necessary because of the complexity of the District's system. Mr. Frost noted that the flow monitoring model has far - reaching implications to the capital program. He said staff is requesting nine weeks of flow monitoring (70 meters) at a cost of $295,000, and an additional four -week contingency for those meters at a cost of $105,000 depending on the weather conditions. Prior to entering into the contingency period, staff would return to the Engineering & Operations Committee to present on the conditions experienced up to that point and whether or not the additional four weeks is necessary. Member Williams said he was fully supportive of the proposed flow monitoring because it provides useful information for facility design. Member Pilecki said he has struggled in the past with the value added from flow monitoring and asked what kind of increase in accuracy is expected from the new studies. Ms. Jou explained that the old model did not reflect what was happening in any particular place in the system and the new hydrodynamic model will give a much higher degree of accuracy when calibrated. Member Causey noted that if the flow data has the potential to reduce future capital costs by ten percent ($3.6 million), then the cost of it is very acceptable in his view. He complimented staff on the transparency with which they provided information on where the funds would come from to pay for the monitoring. It was moved by Member Williams and seconded by Member Causey to authorize the General Manager to amend an existing engineering services agreement with V&A Consulting Engineers in an amount not to exceed $400,000, increasing the cost ceiling to $560,000, for winter 2015 -16 flow monitoring under the Collection System Modeling Upgrade, District Project 8418. Motion passed by unanimous roll call vote of the Board Members present at the meeting. Book 64 — Page 107 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 17, 2015 10. BUDGET AND FINANCE a. ADOPT NEW BOARD POLICY NO. BP 017 — FISCAL RESERVES Director of Administration David Heath reviewed the PowerPoint presentation contained in the agenda materials. It was moved by Member Causey and seconded by Member Williams to adopt new Board Policy No. BP 017 — Fiscal Reserves as proposed. Motion passed by unanimous vote of the Board Members present at the meeting. b. RATIFY CHANGES TO BOARD POLICY NO. BP 005 — STATEMENT OF INVESTMENT POLICY None. There being no discussion, it was moved by Member Causey and seconded by Member Pilecki to ratify changes approved at the September 3, 2015 Board meeting to Board Policy No. BP 005 — Statement of Investment Policy as proposed. Motion passed by unanimous vote of the Board Members present at the meeting. 11. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 12. SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Causey requested that an invitation be extended to Contra Costa Water District (CCWD) to present at a future Central San Board meeting the results of its recently completed Recycled Water Master Plan. As Board Liaison to CCWD, President McGill said he and General Manager Roger Bailey will look into it. 13. CLOSED SESSION The Board recessed at 4:03 p.m. to reconvene in closed session in the Caucus Room regarding the following matter: a. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION - SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(b): • 69 La Espiral in Orinda. Book 64 — Page 108 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of September 17, 2015 b. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6: District Negotiators: • Labor Relations Consultant Bruce Heid, President of IEDA • General Manager Roger S. Bailey Employee Organizations: • Employees' Association, Public Employees Union, Local One • Management Support/Confidential Group (MS /CG) • Management Group The Board recessed at 5:29 p.m. to reconvene in the Board Room in open session. 14. REPORT OUT OF CLOSED SESSION With respect to Item 13.a., Mr. Alm reported that direction was given to District Counsel. With regard to Item 13.b., Mr. Alm reported that direction was given to the Labor Negotiator. 15. ADJOURNMENT There being no further business to come before the Board, President cGill adjourned the meeting at 5:30 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 Book 64 — Page 109