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HomeMy WebLinkAboutBOARD MINUTES 04-07-16i Central Contra Costa Sanitary District Protecting public health and the environment 5019 Imhoff Place, Martinez, CA 94553-4392 MINUTES* BOARD OF DIRECTORS: Board Room Thursday, April 7, 2016 SPECIAL BOARD MEETING Closed Session (not video recorded) 3rd Floor Informal Conference Room 1:00 - 2:00 p.m. 1. ROLL CALL r.1DJ PILECKI P,eculem PAUL lJ C4USEY P1 t s idem Pro Tem MICIL•IEL R MCGILL JAMES NLIFDL) DAVID R Il111111/5 A special meeting of the Board of Directors was called to order by President Pilecki at 1:00 p.m. in the Third Floor Informal Conference Room. PRESENT: Members: Causey, McGill, Nejedly, Williams, Pilecki ABSENT: Members: None 2. PUBLIC COMMENTS None. 3. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Item 4.a. 4. CLOSED SESSION a. Conference with labor negotiators pursuant to Government Code Section 54957.6: District Neaotiators: • Labor Relations Consultant from IEDA • General Manager Roger S. Bailey These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 64 — Page 205 CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 206 Employee Organizations: • Employees' Association, Public Employees Union, Local One • Management Support/Confidential Group (MS/CG) • Management Group 5. ADJOURNMENT The meeting was adjourned at 1:55 p.m., after which the Board reconvened in open session in the Board Room. REGULAR BOARD MEETING Open Session (video recorded) Board Room 2:00 p.m. 1 ROLL CALL A regular meeting of the Board of Directors was called to order by President Pilecki at 2:03 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. Introductions • Jonathan Macagba, Maintenance Planner in the Operations/Plant Maintenance Division, effective March 14, 2016 • Matt Hart, System Administrator in the Administration/Information Technology Division, effective March 28, 2016. BOARD ACTION: Welcomed Mr. Macagba and Mr. Hart. 2. REPORT OUT OF CLOSED SESSION With regard to the Closed Session held in the Third Floor Informal Conference Room immediately prior to the regular meeting, it was reported as follows: Item 4.a. Mr. Alm reported that no reportable action was taken. CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 207 3. PUBLIC COMMENTS None. 4. AWARDS AND COMMENDATIONS a. Presentation of the Champion of Youth Advocacy Award from the Workforce Development Board of Contra Costa County Earn & Learn East Bay program. BOARD ACTION: Gina Del Carlo, Youth Program and Policy spokesperson for the Workforce Development Board Earn & Learn East Bay, presented the award to Board President Pilecki. b. Recognize the 2015 Safety Suggestion of the Year Award recipient Sean Sullivan, Electrical Technician in the Operations Department / Maintenance Division, for his suggestion to install an external overload reset button for a clearwell overflow sump pump. BOARD ACTION: President Pilecki presented the award to Plant Maintenance Division Manager Neil Meyer, who accepted the award on Mr. Sullivan's behalf. 5. CONSENT CALENDAR a. Approve minutes of March 17, 2016 Board meeting. b. Approve expenditures dated April 7, 2016. Approval recommended by Finance Committee. c. Receive February 2016 Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Adopt Resolution No. 2016-009 approving a new adoption agreement for the 401(a) Money Purchase Plan Document. e. Authorize the General Manager to enter into a professional services agreement with Blue Sky Environmental, Inc., in the amount of $141,510 to conduct the required compliance demonstration source test on Multiple Hearth Furnace No. 2 and evaluate hydrogen chloride emissions while operating the new Caustic Injection System. Approval recommended by Real Estate, Environmental & Planning Committee. f. Authorize the General Manager to amend an existing professional services agreement with Bienati Consulting Group to increase the contract ceiling by $110,000 (from $84,000 to $194,000) for several organizational development related projects. Approval recommended by Administration Committee. g. CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 208 Adopt Resolution No. 2016-010 authorizing an easement exchange by: (1) accepting a grant of easement deed for sewer purposes from property owner Moraga Country Club; (2) authorizing the execution of a quitclaim deed for abandoning a portion of two existing District sewer easements to Moraga Country Club; and (3) authorizing staff to record documents with the Contra Costa County Recorder. h. Adopt Resolution No. 2016-011 authorizing the General Manager to execute a State Water Resources Control Board planning grant application for the Diablo Country Club Satellite Water Recycling Facility (DCC SWRF). i. Delete a vacant Administrative Assistant position (G-57, $5,398-$6,518), and add an Administrative Services Supervisor position (S-62, $6,104- $7,384). Approval recommended by Administration Committee. Award a construction contract in the amount of $696,665 to Integra Construction Services, Inc., the lowest responsive and responsible bidder for the Laboratory HVAC Upgrade and Repair Project, District Project 7319; 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. Reviewed by Engineering & Operations Committee. Member McGill requested that Item 5.d. be pulled and Member Causey requested that Item 5.j. be pulled. BOARD ACTION: Motion was made by Member Causey and seconded by Member Nejedly to adopt Consent Calendar Items 5.a. through 5.c. and 5.e. through 5.i. Motion passed by unanimous vote of the Board. With regard to Item 5.d., Member McGill said he would prefer that items such as this to go to Committee for review prior to presentation to the Board. He said he counts on the expertise of the Committee for such complex matters, regardless of whether the action is mandated by law. BOARD ACTION: Motion was made by Member McGiII and seconded by Member Causey to adopt Consent Calendar Item 5.d. Motion passed by unanimous vote of the Board. With regard to Item 5.j., Member Causey stated that the Engineering & Operations Committee recommended approval of the project; however, it was his opinion that the staff recommendation should include authorization to transfer funds from the contingency account to the project budget. He said he understands that current General Manager authority limits do not require such authorization, but he believes this is a fiduciary responsibility that should remain with the Board. CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 209 Member McGill noted that the staff report makes very clear that funds must be transferred for the project and he was satisfied with the current authorization levels. Thus, he was comfortable with the recommendations as presented by staff. BOARD ACTION: Motion was made by Member McGill and seconded by Member Nejedly to adopt Consent Calendar Item 5.j. Motion passed by unanimous vote of the Board. 6. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Item 9.a. was taken out of order to accommodate representatives of the San Ramon Valley Fire Protection District who were present at the meeting. Item 9.b. was also taken out of order for the same reason. 7. PUBLIC HEARINGS a. Conduct a public hearing to consider approval of the South Jackson Way Contractual Assessment District (CAD) No. 2016-1 in Alamo, District Project 6602; adopt Resolution No. 2016-012 confirming compliance with California Constitution, Article XIIID, Section 4 (Proposition 218); adopt Resolution No. 2016-013 approving the Engineer's Report and assessments, ordering improvement, and finding the project exempt from California Environmental Quality Act (CEQA); and authorize the General Manager to execute an agreement with the South Jackson Way CAD No. 2016-1 participants. Engineering Assistant 111 Russ Leavitt gave a presentation regarding the proposed South Jackson Way CAD. The public hearing was opened and closed without comment. It was noted that no additional ballots had been received during the hearing. BOARD ACTION: Motion was made by Member McGill and seconded by Member Causey to approve South Jackson Way CAD No. 2016-1, District Project 6602; adopt Resolution No. 2016-012 and Resolution No. 2016-013 as presented; and authorize the General Manager to execute an agreement with CAD participants. Motion passed by unanimous vote of the Board. 8. REPORTS a. General Manager 1) General Manager Announcements a) Public bidding of Substation 16 Switchgear Replacement, District Project 7324 CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 210 b) Recycled Water Wholesale Opportunities Study finalized by Environmental Engineering Consultant RMC Water and Environment c) District receives Certificate of Achievement for Excellence in Financial Reporting (CAFR) d) District hires Bryce Consulting to conduct Total Compensation Study in preparation for 2017 Labor Negotiations e) Employees to attend headworks facilities tour at Clean Water Services Durham Advanced Wastewater Treatment Facility in Tigard, Oregon, and Denver Metro Wastewater Reclamation District in Denver, Colorado — April 11-12, 2016 f) Bring a Child to Work Day on April 1, 2016 — an educational and fun experience for all participants g) Central San's first Citizens Academy now underway h) First graduating class from the District's inaugural Supervisory Academy BOARD ACTION: Received the announcements. b. Counsel for the District No report. c. Secretary of the District Secretary of the District Elaine Boehme announced the following upcoming Committee meetings: Administration — Monday, April 11 at 8:30 a.m. Real Estate, Environmental & Planning — Tuesday, April 12 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. Member Neiedlv No report. CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 211 Member Causev • March 30, 2016 — Board liaison meeting with City of San Ramon officials in San Ramon. Member Causey noted that he, General Manager Bailey, and Communication Services and Intergovernmental Relations Manager Emily Barnett met with San Ramon Councilman Dave Hudson and City Manager Greg Rogers. Mr. Hudson strongly supports recycled water. Member McGill said he would like staff to provide a report on the recent arrangement between Contra Costa Water District (CCWD) and the State of California regarding the twin tunnels proposal and how it may affect Delta water quality. He also would like to gain a better understanding of the proposal from Congressmen DeSaulnier and Mclnemy regarding the expansion of Los Vaqueros. President Pilecki noted that CCWD Board President Lisa Borba is scheduled to present at the April 21, 2016 meeting and perhaps she could provide additional insight. Member McGill said an offer has been received from Regional San for Board Members to tour their facility in Sacramento. Mr. Bailey said he recently toured the facility and that staff will coordinate a tour for any interested Board Members. Member Causey suggested that staff reach out to the Mayors' Conference group to arrange to give a presentation on the District's recently completed Recycled Water Wholesale Opportunities study conducted by RMC Water and Environment. Member McGill • April 6, 2016 — California Association of Sanitation Agencies (CASA) Legislative Day (joint public policy forum with WateReuse California) to advocate for issues of importance to the clean water community — Sacramento. Member Williams a) March 28, 2016 — Administration Committee meeting — Member Williams and Member McGill. CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 212 President Pilecki b) March 28, 2016 — Finance Committee meeting — President Pilecki and Member Causey. 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. BOARD ACTION: Considered any requests. 4) Provide direction to Member McGill, the District's representative and voting delegate for the Contra Costa Chapter of the California Special Districts Association (CCSDA), on how to vote at the April 18, 2016 Local Area Formation Commission (LAFCO) election to fill the Special District Representative seat effective May 2, 2016. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Williams to direct the voting delegate to cast the District's vote for Board Member McGill's reelection to LAFCO. Motion passed by unanimous vote of the Board. 9. ENGINEERING a. Consider a request from the San Ramon Valley Fire Protection District (SRVFPD) to transfer capacity fee credits between parcels on Stone Valley Road in Alamo, as provided for in District Code Section 6.12.070 D. Approval recommended by Finance Committee. Members Causey and Williams expressed concern regarding the potential for setting a precedent by approving the requested transfer of capacity fee credits between parcels. They noted that the fact that SRVFPD is a public agency is insufficient justification for such a transfer. CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 213 Mr. Alm said the only feasible use for the vacated property is residential, in which case no additional capacity fees would be due. However, it was pointed out by Planning and Development Services Division Manager Danea Gemmell that if the new owner built a mother-in-law unit on the property, additional capacity fees would be due. Mr. Bailey said the existing structure will be demolished and a residential unit will be built in its place. If that were not the case, staff would not support the requested transfer. President Pilecki stated that requests for transfers of capacity fees must be dealt with on a case-by-case basis. BOARD ACTION: Motion was made by Member Williams and seconded by Member Nejedly to approve the request to transfer capacity fees, authorize the General Manager to draft and execute a written agreement, and refund $11,409.50 excess capacity fees to SRVFPD. Motion passed by unanimous vote of the Board. b. Consider authorizing the General Manager to enter into a Memorandum of Understanding (MOU) between East Bay Municipal Utility District (EBMUD), Central Contra Costa Sanitary District, and the Moraga Country Club (MCC) regarding a Satellite Water Recycling Facility (SWRF) at MCC. Approval recommended by Real Estate, Environmental and Planning Committee. BOARD ACTION: Motion was made by Member Causey and seconded by Member Williams to authorize the General Manager to execute an MOU for an MCC SWRF. Motion passed by unanimous vote of the Board. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 11. SUGGESTIONS FOR FUTURE AGENDA ITEMS None. 12. ADJOURNMENT The meeting was adjourned at 3:13 p.m. hPx,-6J Tad J. Pilecki U President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2016 Board Meeting Minutes — Book 64 -Page 214 COUNTERSIGNED: Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California