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Home My WebLink AboutBOARD MINUTES 12-17-15Central Contra Costa Sanitary District Protecting public health and the environment 5019 Imhoff Place, Martinez, CA 94553-4392 MINUTES* REGULAR BOARD MEETING Board Room Thursday, December 17, 2015 2:00 p.m. 1. ROLL CALL BOARD OF DIRECTORS: MICHAEL R MCGILL President TAD PILECKI President Pt., Tem PAUI H C:1 USEY JAMES A NEJEDLF D.117D R WILLL9t/S 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: Nejedly, Pilecki, Williams, McGill ABSENT: Members: Causey a. Pledge of Allegiance to the Flag The Board, staff and audience joined in the Pledge of Allegiance. b. Introductions • Ty Haskins, Maintenance Technician I, Operations/Plant Maintenance Division, effective November 30, 2015. • Shane McElley, Construction Equipment Operator, Operations/ Collection Systems Division, effective December 14, 2015. BOARD ACTION: Welcomed Mr. Haskins and Mr. McElley. 2. PUBLIC COMMENTS Mrs. Giorgia Scardini, owner of El Aguila Mexican restaurant in Pleasant Hill, commented on the additional capacity fees that the District says are owed on the restaurant space based on the change in use from retail to restaurant. She learned of the fees when a request was submitted to the City of Pleasant Hill to remodel the restaurant. Ms. Scardini requested a payment plan to assist with paying the $31,310.07 past due fees over time. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 64 — Page 148 CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2015 Board Meeting Minutes - Book 64 — Page 149 The Board asked staff to look into the matter and come back to the Board at the next meeting with options. 3. CONSENT CALENDAR a. Approve minutes of regular Board meetings held on the following dates: 1) November 19, 2015; and 2) December 3, 2015. b. Approve expenditures dated December 17, 2015. Approval recommended by Finance Committee. c. Approve updated administrative overhead percentage of 216 percent for Fiscal Year 2016-17. Approval recommended by Finance Committee. d. Approve updated salary schedule for all District job classifications effective December 17, 2015 to meet disclosure requirements of a "publicly available pay schedule" under Public Employees' Pension Reform Act (PEPRA). e. Authorize the General Manager to execute a professional consulting services agreement with AMS Associates for an amount not to exceed $135,700 for the Reliability Centered Maintenance (RCM) development and pilot for the Asset Management Program Development, District Project 8238. Approval recommended by Engineering & Operations Committee. f. Authorize the General Manager to execute a technical consulting services agreement with West Coast Locators, Inc. for an amount not to exceed $432,500 to provide as -needed utility locating services for capital improvement projects. Approval recommended by Engineering & Operations Committee. g. Award a construction contract in the amount of $253,000 to D.W. Nicholson Corporation, 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. BOARD ACTION: Motion was made by Member Williams and seconded by Member Nejedly to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board Members present. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2015 Board Meeting Minutes - Book 64 — Page 150 5. PUBLIC HEARINGS a. Conduct public hearing to consider amending Exhibit A to Ordinance No. 285, originally adopted June 4, 2015, to reduce the Sewer Service Charge (SSC) for high schools. Approval recommended by Finance Committee. Planning and Development Services Division Manager Danea Gemmell said she has spoken with all affected school districts and they are very pleased that the Board gave staff direction to revisit this item. President McGill opened and closed the public hearing without comment. BOARD ACTION: Motion was made by Member Williams and seconded by Member Nejedly to amend Exhibit A of Ordinance No. 285 to reduce the SSC for high schools. Motion passed by unanimous vote of the Board Members present. 6. REPORTS a. General Manager 1) Review presentation from actuary John E. Bartel of Bartel Associates, LLC, regarding reporting of the Unfunded Actuarial Accrued Liability (UAAL) and Other Post -Employment Benefits (OPEB) as part of annual compensation to District staff. Reviewed by Administration Committee. Mr. Bartel briefly reviewed his presentation included with the agenda materials, concluding that it was his recommendation that any such reporting be expressed in terms of value to the employee rather than cost to the District (which includes unfunded liabilities). Not doing so creates more confusion for the public and creates numbers that are not consistent with compensation eamed in a particular period. Mr. Bartel said some other reporting method should be used in order to be fully transparent with regard to the reporting of unfunded liabilities, and it would not be inappropriate to have a website page or link that would clearly set forth this information for anyone who is interested. BOARD ACTION: Received the presentation. 2) Update on the Comprehensive Wastewater Master Plan (CWMP). Director of Engineering and Technical Services Jean -Marc Petit and Senior Engineer Dan Frost reviewed the presentation included with the agenda materials. BOARD ACTION: Received the update. CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2015 Board Meeting Minutes - Book 64 — Page 151 3) General Manager Announcements a) Second annual BAYWORK "Training Buffet" held November 17, 2015 another big success b) Hours reduced at Residential Recycled Water Fill Station due to decreased demand c) Project Management BootCamp held December 7-8, 2015 BOARD ACTION: Received the announcements. b. Counsel for the District District Counsel Kent Alm reported that the matter concerning the flooding event which occurred November 7, 2014 at 69 La Espiral in Orinda (homeowner Kim Vogel), was recently settled for $2,350,000, with the District expending its $1 million self -retention in cleanup costs and payments to the homeowner and a contribution from its insurance carrier in the amount of $430, 000. The remaining balance was paid by the insurance company for the contractor. The pending lawsuit will be dismissed and the Settlement Agreement and Mutual Release is a public document. Mr. Alm also reported that legal representatives of Mr. Tom Heffernan, owner of the property located at 2500 Annalisa Drive in Concord (Caffe Classico), have requested a hearing during the January 7, 2016 Board meeting to appeal staff's determination that the amount of $114,970.47 was legally owed and now delinquent, which amount was subsequently placed on the Fiscal Year 2015-16 Contra Costa County tax roll for collection. Because this will be a quasi -legal proceeding, and Mr. Alm has advised District staff on this matter in the past, he has asked attorney Craig Labadie to attend the hearing to advise the Board. A closed session will be scheduled at the end of the January 7 meeting, should the Board wish to confer on the matter after the hearing. c. Secretary of the District No report. 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. CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2015 Board Meeting Minutes - Book 64 — Page 152 Member Pilecki Member Pilecki said he attended the Mt. View Sanitary District Board meeting the previous week when Winston Ingram gave a presentation on the Central San's Household Hazardous Waste (HHW) Collection Annual Report. He said the Mt. View Board was pleased with the Central San's HHW Facility and the assistance provided with respect to pollution prevention. Member Neiedlv a) December 8, 2015 — Finance Committee meeting — Member Nejedly and Member Pilecki. b) December 9, 2015 — Engineering & Operations Committee meeting — Member Causey and Member Nejedly. Member Williams c) December 7, 2015 — Administration Committee meeting — Member Williams and President McGill. Member Williams specifically reported with respect to the discussion at the above meeting regarding closed session protocols, which was an issue raised at the September 16, 2015 Board Governance Workshop. He stated that, according to District Counsel, the Board has a fair amount of flexibility on minutes, but it is important to record actions taken. With regard to report out of certain votes, he said the specifics of any final actions taken in closed session must be noted. President McGill • December 3, 2015 — Contra Costa County Mayors' Conference hosted by the City of Concord. BOARD ACTION: Receive the reports. 2) Board Member Announcements President McGill provided a written report covering his announcements and other meetings. BOARD ACTION: Receive the announcements. CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2015 Board Meeting Minutes - Book 64 — Page 153 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) Receive and approve 2016 Board Committee and other assignments as proposed by President -Elect Pilecki. Mr. Alm stated that a motion is necessary to avoid any conflict of interest owing to the financial impact of serving on these committees. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Williams to approve the Board Committee and other assignments for 2016 as proposed. Motion passed by unanimous vote of the Board Members present. 5) Consider request by Board President Michael R. McGill to adopt Resolution No. 2015-040 nominating him for re-election to the Contra Costa Special Districts Association Member -at -Large seat for a two-year term ending January, 2018. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Williams to adopt Resolution No. 2015-040 nominating Michael R. McGill for re-election to the Contra Costa Special Districts Association Member -at -Large seat for a two-year term ending January, 2018. Motion passed by unanimous vote of the Board Members present. 7 CAPITAL IMPROVEMENT BUDGET PLANNING WORKSHOP a. Receive presentation and discuss development of draft Fiscal Year 2016-17 Capital Improvement Budget (CIB) and 2016 Ten -Year Capital Improvement Plan (CIP). Reviewed by Engineering & Operations Committee. Capital Projects Division Manager Edgar Lopez reviewed the presentation included with the agenda materials. He also responded to questions regarding how contingencies are dealt with at the District. BOARD ACTION: Received the presentation and provided input to staff toward development of draft Fiscal Year 2016-17 CIB and 2016 Ten -Year CIP. 1 CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2015 Board Meeting Minutes - Book 64 — Page 154 8. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 9. SUGGESTIONS FOR FUTURE AGENDA ITEMS None. 10. ADJOURNMENT The meeting was adjourned at 3:35 p.m. 1%J PJ4L Michael R. Gill, P.E. 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