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HomeMy WebLinkAbout04.a. Approve minutes of February 18, 2016 meeting1/.a. Central Contra Costa Sanitary District g.„ „yl • pLivitt 'totfostu atom file.efivirontniant , • , • , - 4 4. 444.4'44.•.'i44.4.4',44...444:4, MINUTES* SPECIAL BOARD MEETING Board Room Thursday, February 18, 2016 1:00 p.m. 1. ROLL CALL BOARD OF DIRECTORS: TADJ. PILECKI President PAUL H. CAUSEY Prestclent Pr, Thin MICHAEL R. MCGILL JAMES A. NEJEDLY DAVID R. WILLIAMS A special meeting of the Board of Directors was called to order by President Pilecki at 1:00 p.m. Secretary of the District Elaine Boehme called roll: PRESENT: Members: Causey, McGill, Nejedly, Williams, Pilecki ABSENT: Members: None a. Pledge of Allegiance to the Flag The Board, staff and audience joined in the Pledge of Allegiance. b. Introduction • Chris Pentes, Assistant Land Surveyor in the Engineering/Capital Projects Division, effective February 9, 2016. Mr. Pentes was not in attendance so this matter was continued to a future meeting. BOARD ACTION: Continued to future meeting. 2. PUBLIC COMMENTS None. 3. AWARDS AND COMMENDATIONS a. Presentation of 2015 California Water Environment Association (CWEA) San Francisco Bay Section Awards by Arvind Akela, CWEA Bay Section President. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes-Page 2 • Al Ditman Professional Development Award — Chathura Abeyrathna: Capital Projects Assistant Engineer • Collection System Person of the Year—Jeremiah Walsh: Hydro Operator BOARD ACTION: Arvind Akela presented the awards. 4. CONSENT CALENDAR a. Approve minutes of Board meetings held on the following dates: 1) January 28, 2016; and 2) February 4, 2016. b. Set public hearing for March 17, 2016 at 1:00 p.m. for annual review of Board Member compensation and benefits and to consider amending District Code Section 2.04.030, "Compensation of Board Members." C. Approve amendments to Board Policy No. BP 013 — Standing Committee Charters. Approval recommended by each respective Committee. d. Add and authorize the filling of a Utility Worker position (G-55, $5,137-$6,223) and a Vehicle and Equipment Mechanic position (G-65, $5,518-$7,899), and delete a Vehicle and Equipment Service Worker position (G-48, $4,363- $5,274) and a Field Operations Superintendent position (S-81, $9,604- $11,616). Approval recommended by Administration Committee. e. Approve the following actions in connection with the Pleasant Hill-Grayson Creek Trunk Sewer, District Project 8412. 1) Award a construction contract in the amount of $10,401,854 to Mountain Cascade, Inc., the lowest responsive and responsible bidder, and authorize the General Manager to execute the contract documents subject to submittal requirements; and 2) Authorize the General Manager to execute a professional engineering services agreement in the amount of $580,000 with West Yost Associates to provide construction management and inspection services for the project. Member Causey asked to consider Item 4.e. separately. BOARD ACTION: Motion was made by Member Causey and seconded by Member Nejedly to adopt Consent Calendar Items 4.a. through 4.d. as recommended. Motion passed by unanimous vote. [5-0] With regard to Item 4.e., Member Causey explained that the Engineering and Operations Committee did not make a recommendation on this item because he recused himself during the meeting due to a potential conflict of interest with West CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes - Page 3 Yost Associates. Now that the matter has been bifurcated, he said he would recuse himself from Item 4.e.2). BOARD ACTION: Motion was made by Member Williams and seconded by Member McGill to adopt Consent Calendar Item 4.e.1) as recommended. Motion passed by unanimous vote. [5-0] Member Causey left the room. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to adopt Consent Calendar Item 4.a.2) as recommended. Motion passed by the following vote: AYES: McGill, Nejedly, Williams, Pilecki NOES: None ABSENT: Causey Member Causey returned to the dais. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER General Manager Roger Bailey announced that Items 7.a. through 7.c. would be taken out of order to accommodate invited guests. 6. REPORTS a. General Manager 1) General Manager Announcements a) Communication Services & Intergovernmental Relations Manager to attend California Association of Sanitation Agencies (CASA) Legislative Conference in Washington D.C. from February 22-24, 2016. b) Electrical Technician to attend Battery Maintenance and Testing/Hands-On Training in Wilsonville, Oregon, from April 25-29, 2016. c) Finance Manager to attend Government Finance Officers Association (GFOA) Annual Conference in Toronto, Canada, from May 22-25, 2016. No additional announcements were made at the meeting. BOARD ACTION: Received the announcements. b. Counsel for the District— No report. CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes-Page 4 C. Secretary of the District Secretary of the District Elaine Boehme announced the following upcoming Committee meetings: Finance— Friday, February 19 at 10:00 a.m. Administration — Thursday, February 25 at 8:30 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 Neiedly— No report. Member Causey • February 9, 2016 — San Ramon State of the City Luncheon. a) February 9, 2016 — Engineering & Operations Committee meeting — Member Causey and President Pilecki. Member McGill b) February 9, 2016— Real Estate, Environmental & Planning Committee meeting — Member McGill and Member Nejedly. • February 11, 2016 — Reception with Assemblymember Jim Frazier in Walnut Creek. • February 16, 2016 — Board Liaison meeting with City of Pleasant Hill officials. Member Williams c) February 8, 2016 —Administration Committee meeting — Member Williams and Member McGill. President Pilecki 0 February 9, 2016 — Martinez State of the City Breakfast. CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes -Page 5 President Pilecki reported that he attended the February 17, 2016 meeting of the Contra Costa Water District(CCWD) Board to present the resolution of congratulations to retiring CCWD Board President Joseph Campbell. BOARD ACTION: Received the reports. 2) Board Member Announcements Member McGill provided a written report covering his announcements and other meetings. BOARD ACTION: Received the announcements. 3) Board Member requests for 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. No requests. 4) Consider Board Member McGill's request to adopt Resolution No. 2016-007 nominating him for re-election as the Special District Representative on Contra Costa Local Area Formation Commission (LAFCO) and appointing him as Voting Delegate and Member Williams as Alternate Voting Delegate. In response to a question from Member Williams, Member McGill explained that whoever is elected to fill the special district representative seat will represent the interests of the County as a whole, not just the interests of special districts. Member McGill also confirmed that there is no cost to or reimbursement from the District in conjunction with his serving on Contra Costa LAFCO. BOARD ACTION: It was moved by Member Williams and seconded by Member Causey to adopt Resolution No. 2016-007 nominating Member McGill for re-election and appoint Member McGill and Member Williams as Voting Delegate and Alternate Voting Delegate, respectively. Motion passed by unanimous vote. [5-0] CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes -Page 6 7. ENGINEERING a. Consider authorizing the General Manager to enter into an agreement with Contra Costa County Flood Control and Water Conservation District for implementing the joint Walnut Creek/Grayson Creek Levee Rehabilitation Project to achieve 500-year-storm flood protection. [Postponed from February 4, 2016.] Planning and Development Services Division Manager Danea Gemmell and Paul Detjens, Senior Engineer/Program Manager of Contra Costa County Flood Control and Water Conservation District (CCCFCWCD) reviewed the PowerPoint included with the agenda materials. Ms. Gemmell noted that an agreement has been drafted and staff is requesting authorization for the General Manager to sign the agreement, once it has been approved as to form by counsel for both parties, with the District's financial commitment not to exceed$1.1 million. Member Williams noted the minimal cost difference between the 200- and 500-year-storm flood protection levels and asked why the Corps of Engineers was not willing to pay for the standard protection level, leaving the District to pay for protection beyond that level. Mr. Detjens said that obtaining federal funding for such projects is extremely difficult and unlikely. Mr. Alm noted that real property transfers were a necessary part of this project and suggested their costs be factored into the agreement terms. Mr. Detjens acknowledged that right-of-way transfers for this project were complicated, with some transfers going to the District from the CCCFCWCD, and vice versa. He said he was optimistic that this would be an insignificant revenue item in the proposed agreement. Member McGill said he was uncomfortable putting a $1.1 million cap on the District's portion of the project's cost, especially given the $150 million loss magnitude if the District's facilities were to experience a severe flood. Member Pilecki noted that this project will come back to the Board once actual bids are received. In response to a number of questions from Member Causey, it was noted that, due to significant funding deficits at the County, a joint project would be the quickest way to complete the proposed flood protection. It was also noted that the mutual administrative overhead rates were acceptable to both parties. Member Causey expressed concern that a business case analysis was not done for the project and suggested that other practical solutions be considered. President Pilecki said the District has worked with CCCFCWCD for many years to address potential other solutions but, after thorough analysis, none was feasible without significant capital outlay. The most practical solution CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes-Page 7 was to work with CCCFCWCD to raise the levees, but it has taken some years to bring the project forward. Member Williams noted the reality of CCCFCWCD funding limitations and stated the District's ratepayers are at risk if the project is not undertaken. BOARD ACTION: It was moved by Member McGill and seconded by Member Nejedly to authorize the General Manager to enter into an agreement with Contra Costa County Flood Control and Water Conservation District for implementing the joint Walnut Creek/Grayson Creek Levee Rehabilitation Project. Motion passed by the following vote: AYES: McGill, Nejedly, Williams, Pilecki NOES: Causey ABSTAIN: None Member Causey noted that his dissenting vote stemmed from his belief that other options should have been explored before making this decision. b. Receive final report on Recycled Water Wholesale Opportunities study conducted by RMC Water and Environment. Reviewed by Real Estate, Environmental & Planning Committee. Associate Engineer Melody LaBella presented an overview of the recycled water supply yield and regional water facilities and market assessment to briefly recap the prior presentation given to the Board on November 5, 2015. At that time, it was noted that the Real Estate, Environmental and Planning (REEP) Committee recommended focusing on larger projects as well as those that were year-round versus seasonal. Consultant Dave Richardson, P.E. of RMC Water and Environment presented the final report on the Water Opportunities Study, including alternatives evaluation and next steps. BOARD ACTION: It was moved by Member McGill and seconded by Member Williams to receive the Final Report on the Recycled Water Wholesale Opportunities study conducted by RMC Water and Environment. Motion passed by unanimous vote. [5-0] BOARD ACTION: It was further moved by Member McGill and seconded by Member Causey to direct staff to focus on the following preferred alternatives as shown on Page 6 of the RMC PowerPoint: • Recycled water to refineries, • Export recycled water to agriculture, and • Augment regional potable water supplies, CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes - Page 8 including those projects considered "low-hanging fruit" (satellite water recycling facilities (SWRFs)) and including collaboration with other agencies (envisioned by the third bullet), and bring them to the REEP Committee for development of a "straw man" policy for the Board. Motion passed by unanimous vote. [5-0] It was also the consensus of the Board that the REEP Committee shall work with the General Manager to determine how best to move forward on the above directive. C. Receive update on Satellite Water Recycling Facilities (SWRF) (formerly referred to as scalping plants) - Diablo Country Club (DCC) Demonstration Project, including issues related to ownership and operation of the SWRF. Reviewed by Real Estate, Environmental & Planning Committee. Director of Engineering and Technical Services Jean-Marc Petit and Planning and Development Services Division Manager Danea Gemmell reviewed the PowerPoint presentation included with the agenda materials, noting that the estimated cost of the DCC SWRF would be $10-$15 million. Ms. Gemmell said staff was seeking direction from the Board on whether or not to proceed with a planning grant for State Revolving Funds (SRF). The cost of such a study would be $150,000 with the State paying half that amount. The grant study would help identify the project details which would help with deciding the type of model the Board may desire. Member McGill reported that the REEP Committee recommended that the District own, finance and operate the DCC SWRF under the proviso that all risks are identified and mitigated. A discussion took place regarding the District's borrowing capacity if it were to finance the DCC SWRF. District Counsel Kent Alm said that, based on his experience, there may not always be revolving fund loans available. Tom Terrill, representing DCC, said the most pressing question was whether to go forward with the grant application for the SWRF in order to apply for SRF funding. He reiterated that DCC has proposed a model for the SWRF (where the District would own, finance and operate the facility) that has no impact to the District's ratepayers, but they need to know as soon as practicable if the project can proceed. BOARD ACTION: It was moved by Member Nejedly and seconded by Member McGill to proceed with applying for the State Revolving Fund grant for a potential DCC SWRF Demonstration Project. Motion passed by unanimous vote. [5-0] BOARD ACTION: It was further moved by Member Nejedly and seconded by Member McGill to direct staff to provide information at the CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes- Page 9 next meeting so the Board can proceed with making planning decisions with respect to: 1. Whether to go forward with the DCC SWRF Demonstration Project; 2. Who would build, own and operate the SWRF; and 3. Financing options, if available at that time. Motion passed by unanimous vote. [5-0] President Pilecki said he preferred to categorize this as a demonstration project so as not to set a precedent. Member Causey said he did not wish to delay this project, but said in a perfect world he would prefer the water wheeling option indicated in the RMC Report (Item 7.b.) in the future. Member McGill agreed, but said that was not feasible in this instance. 8. BOARD MEMBER DISCUSSION ITEMS a. Discuss the following items suggested at the January 28, 2016 Board meeting: 1) Consider authorizing an annual donation to the California Association of Sanitation Agencies (CASA) education foundation. In response to a question from Member Williams, Mr. Alm stated that a contribution to this scholarship program would not be considered a gift of public funds because the scholarship relates to the wastewater industry and is aimed at fostering a high caliber of future employees to deal with issues facing the industry. Former District Board Member Barbara Hockett addressed the Board seeking support for this foundation. BOARD ACTION: It was moved by Member Nejedly and seconded by Member McGill to make annual donations to the CASA Education Foundation. Motion passed by unanimous vote. [5-0] BOARD ACTION: It was further moved by Member Causey and seconded by Member Nejedly that the amount of the District's annual donations to the CASA Education Foundation shall be $5,000, commencing with Fiscal Year 2015-16. Motion passed by unanimous vote. [5-0] 2) Discuss holding a legislative day at the District wherein local elected officials would be invited for plant tours, etc. CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes- Page 10 It was noted that the District already has plans to invite elected officials to its 70th Anniversary celebration in July 2016, during which time plant tours and other activities will be offered. BOARD ACTION: It was the consensus of the Board that annual signature events that would include local, state and federal elected officials was an idea worthy of trying on a pilot basis beginning in 2017. 3) Discuss possibilities for public-private partnerships (P3) with regard to solar opportunities on District buffer property. BOARD ACTION: It was the consensus of the Board to direct staff to investigate potentially leasing available District lands for solar projects. 4) Discuss Member Williams' suggestion to clarify the best way for staff to communicate with customers about future recycled water projects to assure a comprehensive portrayal is made in terms of what and how they pay for recycled water. It was acknowledged that this is a complex issue and one not easily explained. Mr. Bailey said the Board's thoughts will be discussed with the District's consultant who will be conducting the focus groups in conjunction with outreach for the Comprehensive Wastewater Master Plan (CWMP). BOARD ACTION: None. 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 10. SUGGESTIONS FOR FUTURE AGENDA ITEMS Referring to an issue raised by Member Causey during the discussion of Item 7.a. about wanting a business case analysis for matters before the Board, Member Williams said he was not in agreement that every decision needs such an assessment. Member Causey said there should be some guidelines as to when business case analyses should be made. Member McGill said he believes such decisions fall under the General Manager's purview. In a straw vote, it was the consensus of the Board that there was insufficient interest in pursuing this matter further. CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2016 Special Board Meeting Minutes- Page 11 11. ADJOURNMENT The meeting was adjourned at 4:57 p.m. Tad J. Pilecki President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California