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HomeMy WebLinkAbout06.a.2) Approve minutes of Board meeting held 11-17-16MINUTES* Central Contra Costa Sanita District REGULAR BOARD MEETING Board Room Thursday, November 17, 2016 1:30 p.m. 1. ROLL CALL DRAFT Open Session Board Room (Video recorded) BOARD OF DIRECTORS: TAD J. PILECKI President PAUL H. CA USEY President Pro Terri 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 1:30 p. m. Secretary of the District Elaine Boehme called roll: PRESENT: Members: Causey, McGill (left the meeting during Item 6.b. 1)), Nejedly, Williams, Pilecki ABSENT: Members: None 2. PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. 3. INTRODUCTIONS • Mark Angel, Utility Worker in the Operations/Plant Maintenance Division, effective October 18, 2016. BOARD ACTION: Welcomed Mr. Angel. 4. PUBLIC COMMENT PERIOD No comments. 5. REQUESTS TO CONSIDER MATTERS OUT OF ORDER General Manager Roger S. Bailey requested that Items 6.b.1) and 6.b.2) be taken out of order so that Item 8.a. could be heard earlier in the meeting. Items 6.b.1) and 6.b.2) were heard immediately after Item 11. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2016 Board Meeting Minutes - Page 2 6. AWARDS AND PRESENTATIONS a. Presentation of the California Special Districts Association (CSDA) award for Exceptional Public Outreach and Advocacy for the District's Citizens Academy. BOARD ACTION: Senior Administrative Technician Christina Gee presented the award to Board President Tad Pilecki. b. Receive presentations from the following participants in the District's Mentorship Program on the projects specified: Reviewed by Administration Committee. The following two items were heard out of order, immediately following Item 11. Mr. Bailey explained that the District implemented a Mentorship Program at the beginning of this fiscal year in alignment with the District's Strategic Plan and ongoing efforts to provide development opportunities for District staff. Participation in the program was open to all District employees and a committee selected five participants, each of whom will rotate through one mentor per quarter. Mentors, comprised of members of the Management and/or Executive Team, focus on developing projects related to each mentor's areas of responsibility and each mentee's areas of interest, while highlighting optimization and innovation. 1) Christina Gee -Assessment of Patio Dining. Ms. Gee presented her report, after which Mr. Bailey noted that the information obtained from this project raises several policy questions which will be discussed with the Board at a future meeting. Member McGill left the meeting at 3:06 p.m. 2) Rita Cheng and Ian Morales - Optimization of Data Transfer Between Environmental Compliance and Permit Counter. Ms. Cheng and Mr. Morales presented their report. in response to a request from President Pilecki, Mr. Bailey said staff will provide an update in 6 to 12 months on how well the changes being implemented as a result of this project have worked. BOARD ACTION: Received the presentations. CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2016 Board Meeting Minutes Page 3 7. CONSENT CALENDAR a. Approve minutes of November 3, 2016 Board meeting. b. Award a construction contract in the amount of $148,910 to Overmiller, Inc. DBA: Roto -Rooter Sewer Service, the lowest responsive and responsible bidder for providing nondestructive potholing of underground utilities for District projects; find that the project is exempt from California Environmental Quality Act (CEQA); authorize the General Manager to execute the contract documents subject to submittal requirements; and authorize the General Manager to execute up to two additional extensions for a total contract amount of $445,730. Approval recommended by Engineering & Operations Committee. c. Set public hearing for December 15, 2016 at 1:30 p.m. to receive comments on leasing a portion of District property located on the treatment plant site in Martinez (APN 159-040-057) to Contra Costa Water District (CCWD) for operating drying basins for a term not to exceed ten years, and declaring the property as unneeded for District purposes during the term of the lease. d. Set public hearing for December 15, 2016 at 1:30 p.m. to receive comments on the proposed reimbursement fee for the properties which could connect to Job 6588, the North Jackson Way sewer in Alamo. e. Amend existing contract for legal services with Kenton L. Alm and Meyers, Nave, Riback, Silver & Wilson effective October 1, 2016. Approval recommended by Administration Committee. District Counsel Kent Aim stepped away from the dais while the Board considered Item 7.e. 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, except for Item 7.a., for which Member Causey abstained because he was not present for the November 3, 2016 Board meeting. 8. OTHER BOARD ACTION ITEMS a. Consider proceeding with District rebranding process, including possibly changing the name of the District. Reviewed by Administration Committee. Mr. Bailey stated that this matter was reviewed by the Administration Committee earlier this year and the consultants have returned to continue the discussion with the full Board and receive direction. CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2016 Board Meeting Minutes - Page 4 Communication Services and Intergovernmental Relations Manager Emily Barnett introduced consultants Travis Taylor - Executive Vice President of Fineman PR, and Michael Llewellyn -Williams, PhD - Principal and Founder of Brand Mechanics, Inc. who reviewed the presentation and Brand Assessment Report included with the agenda materials. Given the lack of name recognition by customers for the services the District provides, Member Causey expressed support for moving forward with the rebranding process, including changing the name, in order to reflect that the District is becoming more of a resource recovery agency. Member Nejedly was not in favor of such an effort, stating that the District has been known by the nickname "Central San" for as long as he can remember and is well known within the industry by that name. Spending a minimum estimated $200,000 to rebrand when the District has so many other issues to face is something he cannot support. Member Williams stated that the public appears to be astute when it comes to the need to spend funds to replace infrastructure. So, besides assisting with the Comprehensive Wastewater Master Plan (CWMP) efforts, he saw nothing truly compelling about undergoing a rebranding process. Member Causey suggested keeping the official name of the District as is, but using the nickname "Central San" consistently going forward. Because of Board Member McGill's concern that most customers do not know the District by naive, he recommended moving forward with the rebranding process on the belief that the time and money to do so would be well spent. He was conflicted, however, as to which of the first two recommendations listed on the agenda he would support. President Pilecki said he was more aligned with Members Nejedly and Williams with respect to the name "Central San." He also believed the costs of undergoing a full rebranding were significantly more than estimated because there are so many manhole covers with "CCCSD" on them. He believed this was not a good time to rebrand with so much else going on. President Pilecki called for public comment. Sue Welsh said that when she recently campaigned for a seat on this Board, 90 percent of the people she encountered thought she was running for the garbage company board. She said she was comfortable with the name "Central San" and that "CCCSD" on manhole covers would still be accurate if the District does not change its legal name. She said consistency in the format and standards for messaging, documents and outreach would be a good thing. CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2016 Board Meeting Minutes - Page 5 Member Williams said he was thinking of a rebranding "lite" approach which would standardize color schemes, etc. for District documentation and presentations as well as how the District is referred to by employees and others in public. That would be a good starting point. He said he would not support a full blown rebranding effort, but would support a more internal effort as he described. Member Causey moved the second recommendation on the agenda: Direct staff to proceed with the rebranding process, leaving the name of the District unchanged. He said this would be a lower cost alternative. His understanding of this option would be a rebranding "lite" alternative that would not preclude coming up with a name other than Central San. Member McGill seconded the motion. President Pilecki asked for clarification of what the second recommendation meant in terms of cost. Mr. Taylor said that if the District were not to go through a full branding strategy process and instead simply go through a logo, tagline and style guidelines process, the estimated cost would be in the $7, 000 to $10,000 range. Member Williams said spending $7,000 to $10,000 to make things consistent across the District is appropriate. Ms. Barnett stated that at the present time, the District is known by four different names: Central Contra Costa Sanitary District, CCCSD, Central San, and "the District." Board direction on possibly honing in on just one name to use for all communication efforts would be helpful. She asked for clarification if the Board does decide on a "lite" version of the second recommendation, would the Board want "Central San" to be the name utilized. BOARD ACTION: Motion was made by Member Causey and seconded by Member McGill to proceed with a rebranding "lite" process, leaving g the name of the District unchanged but using the name "Central San" as the District's primary identifier going forward in all communications and outreach, including the expenditure of an estimated $7,000 to $10,000 to develop a new logo, tagline and style guidelines. Motion passed by the following vote of the Board: AYES: Members: Causey, McGill, Williams NOES: Members: Nejedly, Pilecki ABSTAIN: Members: None CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2016 Board Meeting Minutes - Page 6 9. REPORTS AND ANNOUNCEMENTS a. General Manager 1) Announcements - None. b. Counsel for the District - No report. c. Secretary of the District Ms. Boehme provided unofficial results from the election that took place on November 8, 2016, announcing that all three incumbents, Members Causey, Nejedly and Pilecki, appear to have been re-elected. Ms. Boehme also announced the following upcoming Committee meetings: Administration - Monday, November 21 at 8:30 a.m. Real Estate, Environmental & Planning - Tuesday, November 22 at 3:00 p.m. Finance - Monday, November 28 at 3:00 p.m. d. Board Members 1) Committee Minutes a) November 7, 2016 -- Administration Committee — Member Williams and Member McGill. b) November 8, 2016 — Engineering & Operations Committee — Member Causey and President Pilecki. c) November 8, 2016 — Real Estate, Environmental & Planning Committee — 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 McGill • November 3, 2016 - Contra Costa County Mayors' Conference hosted by the City of Clayton. Featuring a presentation by 3 CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2016 Board Meeting Minutes - Page 7 Jeremy Madsen, Executive Director of Greenbelt Alliance, on "How Contra Costa cities are engaging the fight against drought in California with smart development." • November 15-17, 2016 - Bay -Delta Science Conference in Sacramento. • November 17, 2016 - Industrial Association of Contra Costa County (IACCC) - Contra Costa County Supervisors' Luncheon in Pleasant Hill. Member McGill provided a written reporting covering his announcements and other meetings. Member Neiedly - No report. Member Williams - No report. President Pilecki • November 3, 2016 - Contra Costa County Mayors' Conference hosted by the City of Clayton. Featuring a presentation by Jeremy Madsen, Executive Director of Greenbelt Alliance, on "How Contra Costa cities are engaging the fight against drought in California with smart development." President Pilecki also reported that he and Mr. Bailey recently had the opportunity to speak with Mark Mitchell of the Lafayette City Council, who expressed an interest in recycled water. BOARD ACTION: Received the reports and announcements. 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. 10. EMERGENCY SITUATIONS None. 11. REQUESTS FOR FUTURE AGENDA ITEMS CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2016 Board Meeting Minutes - Page 8 None. 12. ADJOURNMENT The meeting was adjourned at 3:30 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