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HomeMy WebLinkAboutBOARD MINUTES 08-04-16Central Contra Costa Sanitary District Protecting public health and the environment 5019 Imhoff Place, Martinez, CA 94553-4392 MINUTES* REGULAR BOARD MEETING Board Room Thursday, August 4, 2016 1:30 p.m. Open Session — Board Room (Video recorded) ROLL CALL BOARD OF DIRECTORS: TAD J PILECKI ,c,J nt Plf 111 C4USEY P,. ,,.1,,1, P,. T.,,, I!ICH tEl R .11CGILL J 11!CS 1 NEJEDI i DIUDR 11//u111S A regular meeting of the Board of Directors was called to order by President Pilecki at 1:30 p.m, Secretary of the District Elaine Boehme called roll: PRESENT: Members: Causey, McGill, Nejedly, Williams, Pilecki ABSENT: Members: None a. Pledge of Allegiance The Board, staff and audience joined in the Pledge of Allegiance. b. Introductions • Carrie Shields, Payroll Analyst in the Administration/Finance Department. effective July 25, 2016. • Michael Cunningham, Staff Engineer in the Engineering/Planning and Development Services Division, effective August 1, 2016. BOARD ACTION: Welcomed Ms. Shields and Mr. Cunningham. 2. PUBLIC COMMENT PERIOD No comments. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan org. Book 65 — Page 16 CENTRAL CONTRA COSTA SANITARY DISTRICT August 4, 2016 Board Meeting Minutes — Book 65 -Page 17 3. REQUESTS TO CONSIDER MATTERS OUT OF ORDER President Pilecki announced that Item 6.a. would be taken out of order to accommodate members of the public who were present for that item. AWARDS AND PRESENTATIONS a. Update/debrief on 70th Anniversary Open House held July 16, 2016. BOARD ACTION: The item was postponed to a future meeting. CONSENT CALENDAR a. Approve minutes of July 21, 2016 Board meeting. b. Approve expenditures dated August 4, 2016. Approval recommended by Finance Committee. c. Authorize public notice for Appropriations Limit. d. Adopt Resolution Nos. 2016-023 through 2016-031 recognizing 2016 Service Award recipients. e. Authorize the General Manager to enter into a sole -source agreement with SunGard, Inc. with a cost ceiling of $100,380 for improvements to the District's Enterprise Resource Planning (ERP) System, District Project 8240. Approval recommended by Finance Committee. f. Adopt new Board Policy No. BP 027 - Energy. Approval recommended by Administration Committee. Item 5.f. was pulled for discussion by Member Causey. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to adopt all Consent Calendar items except Item 5.f. Motion passed by unanimous vote of the Board. With regard to Item 5.f, Member Causey suggested that a 10 -year goal for achieving net zero energy be incorporated into the policy, and that the last sentence under the "Purpose" section be expanded to apply to the entire District, not just the treatment plant campus. He said a time limit for reaching energy self-sufficiency would raise it as a priority. Member Williams questioned the benefit of adding a 10 -year goal to the proposed I policy when the pursuit of cost-effective energy projects is a fundamental part of the CENTRAL CONTRA COSTA SANITARY DISTRICT August 4, 2016 Board Meeting Minutes — Book 65 -Page 18 policy. While acknowledging Member Causey's point, he opined that goals are more appropriately set in the District's Strategic Plan. Member Nejedly stated that staff already automatically pursues cost-effective energy projects and questioned the need for an energy policy to provide guidance to staff on something they already know is the right thing to do. For that reason, he said he would be voting against the proposed policy. Member McGill said that one of the reasons the Administration Committee did not link a time limit to energy self-sufficiency was because it relates to the running of the District, which is under the General Manager's purview. President Pilecki expressed concern that adopting an energy policy before the Comprehensive Wastewater Master Plan (CWMP) has been finalized is premature. He said the assumptions and levels of service used in the CWMP should drive all future capital improvements. BOARD ACTION: Motion was made by Member Williams and seconded by Member Causey to adopt Consent Calendar Item 5.f. as set forth in the agenda materials. Motion passed by the following roll call vote of the Board: AYES: Members: Causey, McGill, Williams NOES: Members: Nejedly, Pilecki ABSTAIN: Members: None 6. OTHER BOARD ACTION ITEMS a. Consider draft Planning Agreement between Central Contra Costa Sanitary District and Diablo Country Club (DCC) for a satellite water recycling facility (SWRF) demonstration project, and authorize execution or provide direction to staff, as appropriate. Associate Engineer Melody LaBella presented the PowerPoint included with the agenda materials. She also referred to the updated draft Planning Agreement that was distributed just prior to the meeting which incorporated changes requested by DCC and agreed to by staff since the agenda packet was distributed. Member Causey clarified that the purpose of the proposed Planning Agreement is to develop a definition of the proposed SWRF and allow for completion of the California Environmental Quality Act (CEQA) process to enable the board to make a decision on whether or not to proceed with construction of the project. He noted that the CEQA process is expected to take approximately 18 months and will, among other things, include an evaluation of all alternate sites. Three members of the public addressed the Board on this item: CENTRAL CONTRA COSTA SANITARY DISTRICT August 4, 2016 Board Meeting Minutes — Book 65 -Page 19 • Don Andres and Mike Carter, whose residences are in the vicinity of the proposed SWRF, expressed strong opposition to proposed Alternative Site 1 because of its close proximity to their homes. They also raised concerns about potential noise issues, air quality (odors), risks associated with stored chemicals (chlorine), sewage spills, aesthetics, wildlife habitats, impact on local heritage oaks, drainage, greenhouse gas emissions, carbon footprint, and water quality. • Tom Terrill, representing DCC, spoke in support of the project. Ultimately, he said the Planning Agreement will help DCC to do the right thing by creating a legacy that will benefit all residents. Mr. Terrill confirmed that the Club has committed to following a CEQA plus process for the environmental review process. He also pointed out that the Planning Agreement gives the District's Board complete control over location. The Board Members individually expressed that there was no downside to proceeding with the CEQA process and they encouraged all parties to be patient while the process progresses. BOARD ACTION: Motion was made by Member Nejedly and seconded by Member McGill to authorize the General Manager to execute a Planning Agreement with DCC for a SWRF Demonstration Project, substantially in the form presented; and further authorize the General Manager, with guidance from District Counsel, to make non -substantive changes to the draft Planning Agreement that do not impact its spirit or intent. Motion passed by unanimous vote of the Board. 7. REPORTS AND ANNOUNCEMENTS a. General Manager 1) Announcements a) The District renews insurance coverage for Fiscal Year 2016-17 b) Memorandum of Understanding between Central San, Moraga Country Club Homeowners' Association, and East Bay Municipal Utility District regarding the feasibility of a satellite water recycling facility (SWRF) has been fully executed c) Annual Employee Appreciation Picnic scheduled for August 17, 2016 d) General Manager authorized contracts, agreement, etc. — second quarter 2016 1 CENTRAL CONTRA COSTA SANITARY DISTRICT August 4, 2016 Board Meeting Minutes — Book 65 -Page 20 e) Update on the District energy consumption 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 meetings: Administration — Monday, August 8 at 8:30 a.m. Special Board Meeting — Tuesday, August 9 at 3:30 p.m. (closed session). Ms. Boehme also announced the upcoming closure of the election nomination period and provided an update on candidate filings. Member Nejedly stated that he intends to run for the Board in the upcoming election. d. Board Members 1) Committee Minutes a) July 25, 2016 — Administration Committee meeting — Member Williams and Member McGill. b) July 25, 2016 — Finance Committee meeting — President Pilecki and Member Causey. c) July 26, 2016 — Real Estate, Environmental & Planning Committee meeting — Member McGill and Member Nejedly. BOARD ACTION: Received the Committee 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 Member Causey reported that he will be away from August 6-22, 2016. Member McGill Member McGill provided a written report covering his announcements and other meetings. CENTRAL CONTRA COSTA SANITARY DISTRICT August 4, 2016 Board Meeting Minutes — Book 65 -Page 21 Member NeiedIv - No report. Member Williams - No report. 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. a) Consider authorizing Member McGill's attendance at the November 15-17, 2016 Bay -Delta Science Conference in Sacramento. BOARD ACTION: Motion was made by Member Williams and seconded by Member Nejedly to authorize Member McGill's attendance at the November 15-17, 2016 Bay -Delta Science Conference in Sacramento. Motion passed by unanimous vote of the Board. 8. EMERGENCY SITUATIONS None. 9. REQUESTS FOR FUTURE AGENDA ITEMS Member Causey suggested that a discussion be agendized in the near future regarding the creation of a blue ribbon panel as part of an outreach effort related to potential rate increases, but the remaining four Board Members did not support the suggestion. 10. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Item 12.a. 11. RECESS TO CLOSED SESSION The Board recessed at 3:00 p.m. to reconvene in closed session in the Caucus Room. CENTRAL CONTRA COSTA SANITARY DISTRICT August 4, 2016 Board Meeting Minutes — Book 65 -Page 22 Closed Session — Caucus Room (Not video recorded) 12. CLOSED SESSION a. Personnel matters pursuant to Government Code Section 54957(b)(1) - Performance Evaluations for Executive Management Team: General Manager, District Counsel, and Secretary of the District. 13. RECESS TO OPEN SESSION The Board recessed at 4:25 p.m. to reconvene in open session in the Board Room. 14. REPORT OUT OF CLOSED SESSION Item 12.a. — No reportable action. 15. ADJOURNMENT The meeting was adjourned at 4:26 p.m. TaaJ. Pilec 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