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HomeMy WebLinkAboutBOARD MINUTES 11-19-15Central Contra Costa Sanitary District Protecting public health and the environment • 5019 Imhoff Place, Martinez, CA 94553-4392 MINUTES* REGULAR BOARD MEETING Board Room Thursday, November 19, 2015 2:00 p.m. 1. ROLL CALL BOARD OF DIRECTORS: MICHAEL R. MCGILL President TAD J. PILECKI President Pro Tem PAUL H. CAUSEY JAMES A. NEJEDLY DAVID R WILLIAMS A regular meeting of the Board of Directors was called to order by President McGill at 2:00 p.m. Secretary of the District Elaine Boehme called roll: PRESENT: Members: Causey, Nejedly, Pilecki, Williams, McGill ABSENT: Members: None a. Pledge of Allegiance to the Flag The Board, staff and audience joined in the Pledge of Allegiance. b. Introduction • Nitin Goel, Associate Engineer in the Engineering/Planning and Development Services Division, effective October 30, 2015. BOARD ACTION: Welcomed Mr. Goel. 2. PUBLIC COMMENTS None. 3. AWARDS AND COMMENDATIONS a. Receive renewed District Transparency Certificate of Excellence from the California Special Districts Association (CSDA) Leadership Foundation. BOARD ACTION: President McGill received the award from CSDA Bay Area Network Board Members Stanley Caldwell and Sherry Sterrett. These summary minutes are supplemented by a corresponding audio recording available on the District's website at centralsan.org. Book 64 — Page 135 CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2015 Board Meeting Minutes — Book 64 - Page 136 4. CONSENT CALENDAR a. Approve minutes of Board meetings held on the following dates: 1) November 5, 2015 (regular meeting); and 2) November 6, 2015 (Board Strategic Planning Workshop). b. Approve expenditures dated November 19, 2015. Approval recommended by Finance Committee. c. Award a construction contract in the amount of $446,120 to Aztec Consultants Inc., the lowest responsive and responsible bidder for construction of the Plant Control System UPS (uninterruptible power supply) Replacement, District Project 6171; 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. Member Williams asked to pull Item 4. a.1) for correction, and President McGill said staff had requested that Item 4.c. be pulled for discussion. BOARD ACTION: Motion was made by Member Causey and seconded by Member Pilecki to adopt Consent Calendar Item 4.b. as recommended. Motion passed by unanimous vote. With regard to Item 4. a.1), Member Williams requested a minor correction to page 4, paragraph 5, line 6 — to replace the words "clean water agencies" with "drinking water agencies." BOARD ACTION: Motion was made by Member Williams and seconded by Member Causey to adopt Consent Calendar Item 4.a.1) with the requested corrected wording. Motion passed by unanimous vote. With regard to Item 4.c., Director of Engineering and Technical Services Jean -Marc Petit explained that the staff recommendation changed after the agenda packet was distributed. The revised staff recommendation was to reject all bids because it was learned earlier in the day that a supplier utilized by all bidders quoted an incorrect price which affected all bids. District Counsel Kent Alm said that, in his judgment, all bids should be rejected because the misquoted price applied to all bids. The mistake was apparently unfavorable to the District, and rebidding is expected to favorably impact the District. BOARD ACTION: Motion was made by Member Williams and seconded by Member Pilecki to reject all bids for construction of the Plant Control System UPS Replacement, District Project 6171. Motion passed by unanimous vote. CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2015 Board Meeting Minutes — Book 64 - Page 137 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 6. REPORTS a. General Manager 1) Accept (1) the audited Financial Statements for fiscal years ended June 30, 2015 and 2014 — audit performed by Maze & Associates, and (2) the auditor's memorandum on internal control and required communications for the fiscal year ended June 30, 2015. Acceptance recommended by Finance Committee. Vikki Rodriguez of Maze & Associates presented the audited financial statements for fiscal years ended June 30, 2015 and 2014, noting that the District received a clean opinion again this year. She also explained the impact of newly implemented Governmental Accounting Standards Board (GASB) pronouncements 68 and 71. As stated in the memorandum on internal control and required communications, Maze found no material weaknesses or issues of non-compliance. The audit process was smooth, and staff responded to the auditors' requests in a timely manner. Member Causey noted that the Other Post -Employment Benefits (OPEB) unfunded liability was roughly $70 million and suggested that staff review the approach for dealing with it. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Nejedly to accept the audited Financial Statements for fiscal years ended June 30, 2015 and 2014, and the memorandum on internal control and required communications for fiscal year ended June 30, 2015. Motion passed by unanimous vote. 2) Receive Fiscal Year 2014-15 Household Hazardous Waste (HHW) Collection Facility Annual Report. Receipt recommended by Real Estate, Environmental and Planning Committee. Senior HHW Technician Winston Ingram presented a summary of the Fiscal Year 2014-15 HHW Collection Facility Annual Report. BOARD ACTION: Received the report. CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2015 Board Meeting Minutes — Book 64 - Page 138 3) General Manager Announcements a) Public bidding for Pleasant Hill -Grayson Creek Trunk Sewer, District Project 8412 b) Risk Management Administrator Shari Deutsch attended out-of- state PRIMA Institute Conference in Albuquerque, New Mexico from November 4-6, 2015 c) Update on Residential Recycled Water Fill Station BOARD ACTION: Received the announcements. b. Counsel for the District Mr. Alm announced that he will not be in attendance at the December 3, 2015 meeting. One of his associates will attend in his place. c. Secretary of the District Ms. Boehme announced the following upcoming Committee meetings: Administration — Monday, November 23 at 8:00 a.m. Finance — Tuesday, November 24 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 Williams No report. Member Causev a) November 10, 2015 — Engineering & Operations Committee meeting — Member Causey and President McGill (Alternate). • November 12, 2015 — East Bay Leadership Council's 5th Annual Philanthropy Awards Breakfast at Blackhawk Automotive Museum in Danville. Member Causey also reported that he had attended the November 18, 2015 Contra Costa Local Agency Formation Commission (LAFCO) CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2015 Board Meeting Minutes — Book 64 - Page 139 meeting, at which Associate Engineer Melody LaBella gave a well- received presentation that broadly covered all of the recycled water issues that the District is currently working on. Member Neiedly b) November 10, 2015 — Finance Committee meeting — Member Nejedly and Member Pilecki. Member Pilecki c) November 12, 2015 — Real Estate, Environmental & Planning Committee meeting — Member Pilecki and President McGill. President McGill • November 5, 2015 — Contra Costa County Mayors' Conference hosted by the City of Richmond. Speaker: Former State Senator Art Torres on "The Promise and Progress of Stem Cell Research in California Today." • November 12, 2015 — East Bay Leadership Council's 5th Annual Philanthropy Awards Breakfast at Blackhawk Automotive Museum in Danville. • November 12, 2015 — IACCC (Industrial Association of Contra Costa County) Annual Supervisors' Luncheon in Pleasant Hill. BOARD ACTION: Received the reports. 2) Board Member Announcements President McGill provided a written report covering his announcements and other meetings. President McGill also announced that he has been invited to attend a meeting of the Contra Costa County ad hoc supervisors committee that relates to the northern waterfront to provide an update on the CoCo San Sustainable Farm. Members Williams, Causey and Pilecki expressed reservation as to whether it was appropriate for a Board Member to speak on behalf of CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2015 Board Meeting Minutes — Book 64 - Page 140 the District with respect to the Farm. President McGill said he would focus on promoting uses for recycled water. BOARD ACTION: Receive 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. 7. ENGINEERING a. Consider approving the principles of agreement with Contra Costa Water District (CCWD) and direct staff to draft a wholesale agreement for an average of 0.5 million gallons per day (MGD) of recycled water to be delivered to CCWD as part of a proposed Refinery Recycled Water Project. Reviewed by Real Estate, Environmental & Planning Committee. Planning and Development Services Division Manager Danea Gemmell reviewed the principles of agreement included with the agenda materials and responded to questions from the Board Members. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Nejedly to approve principles of agreement with CCWD and direct staff to draft a wholesale agreement for an average of 0.5 MGD of recycled water to be delivered to CCWD. Motion passed by unanimous vote. b. Receive presentation comparing actual water consumption data with Cost of Service Study (COSS) assumptions regarding billing rates for schools, and consider setting a public hearing for December 17, 2015 at 2:00 p.m. to receive public comment on amending Exhibit A to uncodified Ordinance No. 285 to reduce the Sewer Service Charge for high schools. Approval recommended by Finance Committee. Ms. Gemmell gave a brief presentation. She said she has spoken to a number of the affected schools/districts and they were pleased with the proposed reduction in charges. BOARD ACTION: Motion was made by Member Causey and seconded by Member Williams to set a public hearing for December 17, 2015 at 2:00 p.m. to receive public comment on amending Exhibit A to uncodified Ordinance No. 285 to reduce the Sewer Service Charge for high schools. Motion passed by unanimous vote. CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2015 Board Meeting Minutes — Book 64 - Page 141 c. Approve a contingency project in an amount not to exceed $115,000 for installation of an automated commercial recycled water truck fill station on the District's Kiewit property, and approve a supplemental authorization of $85,000 from the Sewer Construction Fund to the Recycled Water Program Contingency Account. Reviewed by Engineering & Operations Committee. Capital Projects Division Manager Edgar Lopez reviewed the presentation distributed prior to the meeting, noting that this project was not included in the Capital Improvement Budget for this year so it would be considered a contingency project. BOARD ACTION: Motion was made by Member Nejedly and seconded by Member Causey to approve (1) a contingency project to install an automated commercial recycled water truck fill station on the Kiewit property, and (2) a supplemental authorization, both as recommended. Motion passed by unanimous vote. d. Approve a one-year emergency drought relief pilot project to provide recycled water through the hydrant truck filling program without charge to commercial customers. Approval recommended by Engineering & Operations Committee. Ms. Gemmell reviewed the presentation contained in the agenda materials. Mr. Alm commented that Proposition 218 applies to recycled water. He said he was in support of this proposal because it is a pilot project and supports the State's emergency drought declaration. However, on a long-term basis, solid data is needed to justify charging only certain customers for recycled water. BOARD ACTION: Motion was made by Member Nejedly and seconded by Member Williams to approve a one-year emergency drought relief pilot project to provide recycled water through the hydrant truck filling program without charge to commercial customers, effective December 1, 2015. Motion passed by unanimous vote. 8. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 9. SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Williams said the current method used by the Board with regard to suggestions for future agenda items can be confusing for staff as to whether or not they should expend time on such matters. For example, the question raised earlier in the meeting by Member Causey regarding OPEB unfunded liability was left open CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2015 Board Meeting Minutes — Book 64 - Page 142 ended, leaving staff to wonder if it is expected to spend time preparing a formal response. For that reason, and as Chair of the Administration Committee, he proposed that a code of conduct/ethics policy be developed to clarify if and when staff time should be devoted to any particular suggestion. A discussion took place among the Board Members as to the most appropriate way to communicate suggestions to staff. Ms. Boehme noted that a discussion on the merits of developing a code of conduct/ethics policy was scheduled for the next Administration Committee agenda. Member Causey said he would like more information on what may or may not be done to address the OPEB unfunded liability going forward. Upon discussion, it was the consensus of the Board that it would be sufficient if staff highlighted this topic during the upcoming budget process. BOARD ACTION: Requested that staff highlight the approach for dealing with the OPEB unfunded liability during the upcoming budget process. 10. ADJOURNMENT The meeting was adjourned at 4:33 p.m. Michael R. Mc iH'P.E. President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: eE /41 Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California