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HomeMy WebLinkAbout05.a. Draft Minutes of July 21, 2016 Board meeting5.a. MINUTES* Central Contra Costa Sanitary District REGULAR BOARD MEETING Board Room Thursday, July 21, 2016 2:00 p.m. 1. ROLL CALL DRAFT) Open Session - Board Room (video recorded) b BOARD OF DIRECTORS: TAD J. PILECKI President PAUL H. CAUSEY President Pro Tem MICHAEL R. MCGILL JAMES A. NEJEDLY DAVID R. WILLIAMS A regular meeting of the Board of Directors was called to order by President Pilecki at 2:00 p.m. Secretary of the District Elaine Boehme called roll: PRESENT: Members: Causey, McGill, Williams, Pilecki ABSENT: Members: Nejedly a. Pledge of Allegiance The Board, staff and audience joined in the Pledge of Allegiance. b. Introductions • 2016 Second -term co-op students. Human Resources Manager Teji O'Malley introduced the District's co-op students for the second half of 2016. • Stephen T. Willis, Household Hazardous Waste Technician I in the Engineering/Environmental and Regulatory Compliance Division, effective July 11,2016. BOARD ACTION: Welcomed the co-op students and Mr. Willis. President Pilecki presented the District pin to Mr. Willis. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. CENTRAL CONTRA COSTA SANITARY DISTRICT July 21, 2016 Board Meeting Minutes - Page 2 2. PUBLIC COMMENT PERIOD Board President Alan C. Miller of Stege Sanitary District presented a proclamation from his agency acknowledging the District's 70th Anniversary. Walden Carlson addressed the Board regarding the Diablo Country Club (DCC) satellite water recycling facility (SWRF) demonstration project, stating that he and a number of his neighbors object to the proposed location (Alternative Site 1) near their properties. He provided copies of a letter he and other residents sent to DCC on June 16 regarding their objections to Alternative Site 1, and a copy of DCC's July 16 response. While he and his neighbors do not object to the SWRF, they strongly object to the proposed location at Alternative Site 1. A summary of his comments also was provided to staff. Kristi Carter, who resides near Mr. Carlson adjacent to DCC, also expressed support for the SWRF but not proposed Alternative Site 1, which would be behind her and her neighbors' homes. She requested that the Board reconsider the proposed location and agendize the matter for discussion at its next meeting. President Pilecki expressed appreciation to Mr. Carlson and Ms. Carter for their comments. He stated that the Board Members and staff are doing their due diligence with respect to the project. Over the past weeks, all five Board Members have visited DCC and viewed all the potential sites. The project is subject to the California Environmental Quality Act (CEQA) process, which requires that a detailed analysis be made of each of the alternative sites. It would be appropriate to agendize the matter once staff has completed the CEQA process. He suggested that it be left to the General Manager to agendize the matter at an appropriate future meeting when all five Board Members are available. 3. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. 4. CONSENT CALENDAR a. Approve minutes of July 7, 2016 Board meeting. b. Award a construction contract in the amount of $158,259 to Pan -Pacific Company Inc., the lowest responsive and responsible bidder for the Fairview and Maltby Pumping Stations Pump Rebuild, under District Project 5941; 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. CENTRAL CONTRA COSTA SANITARY DISTRICT July 21, 2016 Board Meeting Minutes - Page 3 c. Authorize the General Manager to execute a professional engineering services agreement in an amount not to exceed $150,000 with Pacific Design Group, LLC for design services for the Server Room Relocation, District Project 8243. Approval recommended by Engineering & Operations Committee. d. Delete a vacant Construction Equipment Operator position (G-64, $6,630- $8,022) and add a Maintenance Crew Member I/II position (G-61, $6,172- $7,468) in the Collection System Operations Division. Approval recommended by Administration Committee. e. Confirm publication of summaries of uncodified District Ordinance Nos. 290 and 291 and codified Ordinance No. 292. f. Adopt Resolution No. 2016-021 changing the starting time for regular Board meetings from 2:00 p.m. to 1:30 p.m. effective August 4, 2016; revising the Board meeting agenda format — Order of Business; and rescinding Resolution No. 2016-014. Approval recommended by Administration Committee. g. Adopt new Board Policy No. BP 025 - Naming of District Facilities. Approval recommended by Administration Committee. Member Causey requested that Item 4.b. be pulled for discussion. BOARD ACTION: Motion was made by Member Causey and seconded by Member Williams to adopt all Consent Calendar items except Item 4.b. Motion passed by unanimous vote of the Board Members present. [4-0; Nejedly absent.] Member Causey reiterated two areas of concern with regard to the Fairview and Maltby Pumping Stations Pump Rebuild project. First, he stated that, in his opinion, replacing five pumps at once is unusual. Second, he said transferring funds from other projects to cover this project was not clear and questioned why the funds would not be transferred from the contingency fund. Having said that, he said he would vote in favor of the project. General Manager Roger S. Bailey said it is always important to disclose the source of funds for each project. Whether they are moved from another project or the contingency fund is consistent with being transparent as to their funding source. It is important that staff have the flexibility to move funds as necessary within the budgeted amounts, a practice that is widely accepted and not unique. BOARD ACTION: Motion was made by Member Williams and seconded by Member McGill to adopt Consent Calendar Item 4.b. Motion passed by unanimous vote of the Board Members present. [4-0; Nejedly absent.] CENTRAL CONTRA COSTA SANITARY DISTRICT July 21, 2016 Board Meeting Minutes - Page 4 5. PUBLIC HEARINGS a. Public hearing to consider placing the following charges for Fiscal Year 2016- 17 on the Contra Costa County tax roll for collection: • Sewer Service Charges • Capacity Use Charges • Assessments for Contractual Assessment Districts and Alhambra Valley Assessment Districts • Charges for other Fee Installment Payment Programs. Resolution No. 2016-022 for adoption. Approval recommended by Finance Committee. President Pilecki opened and closed the public hearing without comments. BOARD ACTION: Motion was made by Member Williams and seconded by Member Causey to adopt Resolution No. 2016-022. Motion passed by unanimous vote of the Board Members present. [4-0; Nejedly absent.] 6. OTHER BOARD ACTION ITEMS a. Consider authorizing the General Manager to amend the existing professional services agreement with Raftelis Financial Consultants, Inc. by $95,694, increasing the cost ceiling from $449,870 to $545,564, to develop a financial plan for the Comprehensive Wastewater Master Plan (CWMP) and perform other studies. Planning and Development Services Division Manager Danea Gemmell presented the PowerPoint distributed prior to the meeting and responded to questions from the Board Members. Member Causey said he would have preferred that this matter had been reviewed by the Finance Committee prior to being presented to the full Board. He expressed concern that the projected March 2017 date for completing the initial rate review is later than he would like, suggesting instead that it be moved up to January 2017. He also suggested that a rate review panel, or blue ribbon panel, be established as part of an outreach program. President Pilecki requested that a detailed timeline with respect to rates be discussed in more detail at the October 6, 2016 Comprehensive Wastewater Master Plan (CWMP) Workshop. Member Williams said it will be important to revisit the criteria and assumptions that went into the CWMP because that will drive the capital improvements that drive the rates. CENTRAL CONTRA COSTA SANITARY DISTRICT July 21, 2016 Board Meeting Minutes - Page 5 BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to amend the professional services agreement with Raftelis Financial Consultants, Inc. by $95,694, increasing the cost ceiling from $449,870 to $545, 564, to develop a financial plan for the CWMP and perform other studies. Motion passed by unanimous vote of the Board Members present. [4-0; Nejedly absent.] b. Consider adopting new Board Policy No. BP 026 — Legislative Advocacy. Approval recommended by Administration Committee. Communication Services and Intergovernmental Relations Manager Emily Barnett explained that the proposed Legislative Advocacy policy, which encompasses both federal and state legislation, will help guide her, Environmental and Regulatory Compliance Division Manager Lori Schectel, and District Counsel, with respect to actions on District -specific legislative matters. General Manager Bailey said his plan would be to take items to the appropriate Board Committee as a general rule, and if time allows. Future Board agendas will include a "Legislative Matters" category so that staff may discuss such matters with the Board. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to adopt new BP 026 — Legislative Advocacy as recommended. Motion passed by unanimous vote of the Board Members present. [4-0; Nejedly absent.] 7. REPORTS AND ANNOUNCEMENTS a. General Manager 1) Announcements a) 2015 National Association of Clean Water Agencies (NACWA) Platinum Peak Performance Award Received b) Eaton Factory Testing for Substation 16 Switchgear Replacement Project in Wilsonville, Oregon — July 24-26, 2016 c) Staff to Attend Water Environment Federation Technical Exhibition and Conference in New Orleans, Louisiana — September 24-28, 2016 Dedication Plaque for April 1, 2016 Bring a Child to Work Day Event CENTRAL CONTRA COSTA SANITARY DISTRICT July 21, 2016 Board Meeting Minutes - Page 6 No further announcements were made at the meeting. BOARD ACTION: Received the announcements. b. Counsel for the District — No report. c. Secretary of the District Ms. Boehme announced the following upcoming Committee meetings: Administration — Monday, July 25 at 8:30 a.m. Finance — Monday, July 25 at 3:00 p.m. Real Estate, Environmental & Planning — Tuesday, July 26 at 3:00 p.m. Ms. Boehme also announced that the election nomination period opened Monday, July 18 and will close at 5 p.m. on Friday, August 12. If one or more incumbents do not file, the nomination period will be extended five calendar days for non -incumbents only. Ms. Boehme also noted that with the passage of Item 4.f. on the Consent Calendar, regular Board meetings will commence at 1:30 p.m. instead of 2:00 p.m. beginning with the August 4, 2016 meeting. d. Board Members 1) Committee Minutes a) July 6, 2016 — Engineering & Operations Committee meeting — Member Causey and President Pilecki. b) July 14, 2016 — Administration Committee meeting — Member Williams and Member McGill. BOARD ACTION: Received the minutes. 2) Reports and Announcements - Board Member reports on recent meetings or conferences for which they received the stipend or for which the District paid their expenses. Member Causev • July 10-13, 2016 — National Association of Clean Water Agencies (NACWA) Annual Conference in Denver. CENTRAL CONTRA COSTA SANITARY DISTRICT July 21, 2016 Board Meeting Minutes - Page 7 Member Causey distributed a report on the above NACWA Conference and highlighted some of the key points. Member McGill • July 7, 2016 — Contra Costa County Mayors' Conference hosted by the City of San Pablo. Topic: Village concept of housing for seniors presented by Gordon Freeman. • July 18, 2016 - California Special Districts Association — Contra Costa Chapter (CCSDA) quarterly meeting in Martinez. Member McGill provided a written report covering his announcements and other meetings. Member Williams • July 10-13, 2016 — National Association of Clean Water Agencies (NACWA) Annual Conference in Denver. Member Williams highlighted several items from the NACWA Conference in addition to those covered by Member Causey. President Pilecki — No report. BOARD ACTION: Received the reports and announcements. 3) Requests for Stipend/Reimbursement or Conference Attendance — 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. 8. EMERGENCY SITUATIONS None. 9. REQUESTS FOR FUTURE AGENDA ITEMS None, other than the request by DCC homeowners to agendize a discussion on the location of the SWRF (see Item 2. above), and the request to include a timeline for financial planning/rate-setting issues as part of the October 6, 2016 CWMP Workshop (see Item 6.a. above). CENTRAL CONTRA COSTA SANITARY DISTRICT July 21, 2016 Board Meeting Minutes - Page 8 10. ADJOURNMENT The meeting was adjourned at 3:35 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