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Home My WebLink AboutBOARD MINUTES 12-01-16 Central Contra Costa Sanitary District Protecting public health and the envitonmentl MINUTES* BOARD OF DIRECTORS: TAD J.PILECKI President REGULAR BOARD MEETING PAUL H CAUSEY President Pro Tens Board Room MICHAEL R.AICGILL Thursda , December 1, 2016 JAMESR NEJEDLY A Y DAVID R IVlLLG1MSJIS 1:30 p.m. Open Session — Board Room (Video recorded) 1. ROLL CALL 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. oll.PRESENT.• Members: Causey, McGill(arrived at beginning of Item 7.), Nejedly Pilecki ABSENT.• Members: Williams 2. PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. 3. INTRODUCTIONS • Taylor Wright, Utility Worker in the Operations Department/Collection System Operations Division, effective November 14, 2016. • Randy Petitt, Utility Worker in the Operations Department/Collection System Operations Division, effective November 14, 2016. • Loren Reimer, Maintenance Crew Member I in the Operations Department/Collection System Operations Division, effective November 28, 2016. • Philip Leiber, Director of Finance and Administration in the Administration Department, effective November 28, 2016. BOARD ACTION: Welcomed new employees. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 65— Page 91 CENTRAL CONTRA COSTA SANITARY DISTRICT December 1, 2016 Board Meeting Minutes-Book 65-Page 92 4. PUBLIC COMMENT PERIOD No comments. 5. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. 6. CONSENT CALENDAR a. Approve minutes of Board meetings held on the following dates: 1) November 10, 2016 (SpecialMorkshop) 2) November 17, 2016 (Regular) b. Approve expenditures dated December 1, 2016. Approval recommended by Finance Committee. C. Receive October 2016 Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Approve proposed Board Member conference attendance for 2017. e. Adopt Resolution No. 2016-046 amending the existing General Manager authority resolution, and rescinding Resolution Nos. 2015-010 and 2016-018. Approval recommended by Administration Committee. Member Causey noted that with respect to Item 6.b., he would abstain from any vote on payments made to RMC Water and Environment because he has performed consulting work for them. BOARD ACTION: Motion was made by Member Nejedly and seconded by Member Causey to adopt the Consent Calendar as recommended, with the exception of Item 6.b. Motion passed by unanimous vote of the Board Members present. [3-0; McGill and Williams absent.] Motion was made by Member Nejedly and seconded by President Pilecki to adopt Item 6.b., with Member Causey abstaining with respect to the expenditure payable to RMC Water and Environment. Motion passed by the following vote: AYES: Members: Nejedly, Pilecki NOES: Members: None ABSTAIN: Members: Causey ABSENT: Members: McGill, Williams Member McGill arrived at 1:40 p.m. CENTRAL CONTRA COSTA SANITARY DISTRICT December 1, 2016 Board Meeting Minutes-Book 65-Page 93 7. OTHER BOARD ACTION ITEMS a. Accept (1) the audited Financial Statements for fiscal years ended June 30, 2015 and June 30, 2016 — audit performed by Maze &Associates, and (2) the auditor's memorandum on internal control and required communications for the fiscal year ended June 30, 2016. Reviewed by Finance Committee. Vikki Rodriguez, CPA, of Maze & Associates, presented the audited financial statements for fiscal years ended June 30, 2015 and 2016, noting that the District received a clean opinion again this year. As stated in the memorandum on intemal control and required communications, Maze found no material weaknesses or issues of non-compliance. The audit process was smooth, and staff responded to the auditors'requests in a timely manner. BOARD ACTION: Motion was made by Member Causey and seconded by Member Nejedly to accept the audited Financial Statements for fiscal years ended June 30, 2015 and 2016, and the memorandum on internal control and required communications for fiscal year ended June 30, 2016. Motion passed by unanimous vote of the Board Members present. [4-0; Williams absent.] b. Approve the Solids Handling Facilities Improvements Project (Project) and authorize the General Manager to (1) transfer up to $2,000,000 in the Capital Improvement Budget from existing solids projects being consolidated to fund the Project, and (2) execute a professional engineering services agreement with Black & Veatch Corporation in an amount not to exceed $2,000,000 for predesign work under the Project. Approval recommended by Engineering & Operations Committee. Director of Engineering and Technical Services Jean-Marc Petit reviewed the PowerPoint included with the agenda material. BOARD ACTION: Motion was made by Member Causey and seconded by Member McGill to approve the Solids Handling Facilities Improvements Project and authorize the General Manager to (1) transfer up to $2 million from existing solids projects to fund the Project, and (2) enter into an agreement with Black & Veatch Corporation for predesign work for the Project. Motion passed by the following vote: AYES: Members: Causey, McGill, Pilecki NOES: Members: Nejedly ABSENT: Members: Williams C. Appoint Board President for a one-year term commencing January 1, 2017. BOARD ACTION: Motion was made by President Pilecki and seconded by Member McGill to appoint President Pro Tem Causey as President for CENTRAL CONTRA COSTA SANITARY DISTRICT December 1, 2016 Board Meeting Minutes-Book 65-Page 94 a one-year term commencing January 1, 2017, contingent upon certification of election results by County Elections Office. Motion passed by the following vote: AYES: McGill, Nejedly, Pilecki NOES: None ABSTAIN: Causey ABSENT: Williams d. Appoint Board President Pro Tem for a one-year term commencing January 1, 2017. BOARD ACTION: Motion was made by Member Causey and seconded by Member McGill to appoint Member Nejedly as President Pro Tem for a one-year term commencing January 1, 2017, contingent upon certification of election results by County Elections Office. Motion passed by the following vote: AYES: Causey, McGill, Pilecki NOES: None ABSTAIN: Nejedly ABSENT: Williams 8. REPORTS AND ANNOUNCEMENTS a. General Manager 1) Reports a) Update on recent effort to collect commercial capacity fees. Reviewed by Finance Committee. Planning and Development Services Division Manager Danea Gemmell reviewed the PowerPoint included with the agenda material. BOARD ACTION: Received the update. 2) Announcements a. Public bidding for District-Wide Patch Paving, No. 2016-02 b. Third annual BAYWORK "Training Buffet" held November 9, 2016 - another big success C. Central San hosted the 2016 fall Water/Wastewater User Group Meeting for GIS CENTRAL CONTRA COSTA SANITARY DISTRICT December 1, 2016 Board Meeting Minutes-Book 65-Page 95 No further announcements were made during the meeting. BOARD ACTION: Received the announcements. b. Counsel for the District District Counsel Kent Alm noted that a question was recently raised at a Finance Committee meeting as to whether the Board President's signature must be affixed to checks issued by Central San, which are also signed by the Secretary of the District. The question was asked because of the potential for conflicts of interest when payments are made to organizations with whom the Board President may have a conflict, such as occurred with Member Causey having to recuse himself earlier in the meeting from approving a payment made to an organization with whom he has provided consulting services. Given the potential for conflict, the fact that the Board President typically changes on an annual basis, and the fact that both the District Code and the General Manager authority resolution delegate the authority to execute checks to the General Manager, Mr. Alm said the decision was made at the staff level, with his concurrence, to henceforth have all checks signed by the General Manager and the Secretary of the District. He added that in his opinion the check registers should continue to come to the Board for approval. C. Secretary of the District Ms. Boehme announced that a meeting of the Engineering & Operations Committee is scheduled for Tuesday, December 6 at 10:30 a.m. She also announced that biennial ethics training will be offered to Board Members and staff on Thursday, December 8, 2016 at 1:30 p.m. in the Board Room. d. Board Members 1) Committee Minutes a) November 16, 2016 —Joint meeting of the Finance Committee and Engineering & Operations Committee (at Business Customer Workshop) — President Pilecki and Member Causey. b) November 16, 2016 — Engineering & Operations Committee — Member Causey and President Pilecki. C) November 21, 2016 —Administration Committee — Member Williams and Member McGill. CENTRAL CONTRA COSTA SANITARY DISTRICT December 1, 2016 Board Meeting Minutes-Book 65-Page 96 d) November 22, 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 Causey - No report. Member McGill • November 21, 2016 - Liaison event at Pleasant Hill City Council Meeting regarding update on the Pleasant Hill-Grayson Creek Trunk Sewer Project. Member McGill provided a written report covering his announcements and other meetings. Member Neiedly - No report. President Pilecki • November 29, 2016 - City of Pleasant Hill and Pleasant Hill Recreation & Park District celebration of contributions and years of service by Dennis Donaghu, David Durant and Sherry Sterrett. 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. 9. EMERGENCY SITUATIONS None. 10. REQUESTS FOR FUTURE AGENDA ITEMS None. CENTRAL CONTRA COSTA SANITARY DISTRICT December 1, 2016 Board Meeting Minutes-Book 65-Page 97 11. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Item 13.a. 12. RECESS TO CLOSED SESSION The Board recessed at 2:32 p.m. and reconvened in closed session in the Caucus Room. Closed Session - Caucus Room (Not video recorded) 13. CLOSED SESSION a. Conference with labor negotiators pursuant to Government Code Section 54957.6: District Negotiators: • IEDA • General Manager Roger S. Bailey Employee Organizations: • Employees' Association, Public Employees Union, Local One • Management Support/Confidential Group (MS/CG) • Management Group 14. RECESS TO OPEN SESSION The Board recessed at 3:25 p.m. to reconvene in open session in the Board Room. 15. REPORT OUT OF CLOSED SESSION No report. 16. ADJOURNMENT The meeting was adjourned at 3,25 p.m. (ZU- Wd J. Pilec President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California CENTRAL CONTRA COSTA SANITARY DISTRICT December 1, 2016 Board Meeting Minutes-Book 65-Page 98 COUNTERSIGNED: (a i—'��- V,-�- Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California