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HomeMy WebLinkAbout05.a. Approve minutes of March 2, 2017 Board meeting 5.a., *ct e r t osta Sanita Distn MENUTE'S* BOARD OF DIRECTORS: PA UL H.CAUSE Y President REGULAR BOARD MEETING JAMES A.NEIEDLY President Pro Tem Board Room MICHAEL R_MCGILL Thursday, March 2, 2017 IAD J.PILECKI DAVID R. WILLIAMS 1:30 p.m. DRAFT . Open Session — BoarRoom (Video recorded) 1 v ROLL CALL A regular meeting of the Board of Directors was called to order by President Causey at 1:30 p.m. Secretary of the District Elaine Boehme called roll: PRESENT.- Members: McGill, Pilecki, Williams, Causey ABSENT. Members: Nejedly 2. PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Fledge of Allegiance. 3. INTRODUCTIONS • Lindy Lavender, Community Affairs Representative in the Communication Services and Intergovernmental Relations Division of the Administration Department, effective February 21, 2017. BOARD ACTION: Welcomed Ms. Lavender. 4. PUBLIC COMMENT PERIOD No comments. 5. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2017 Board Meeting Minutes- Page 2 0. CONSENT CALENDAR a. Approve minutes of Board meetings held as follows: 1) Special Meeting — February 10, 2017; and 2) Regular Meeting — February 16, 2017. b. Approve expenditures dated.March 2, 2017. Approval recommended by Finance Committee. C. Receive January 2017 Financial Statements and Investment Reports. Approval recommended by Finance Committee. d. Receive 2010 Annual Report of the ICMA Deferred Compensation Plans. Reviewed by Finance Committee. e. Authorize the General Manager to continue waiving the volumetric fee for commercial recycled Water truck fill users for calendar year 2017. Approval recommended by Real Estate, Environmental & Planning Committee. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board Members present. [4-D; Nejed ly absent.] 7. OTHER BOARD.ACTION ITEMS a. Review draft- Proposition 218 Notice and authorize mailing of public notice of proposed Recycled Water charge rate increases for Fiscal Years 201718 and 2018-19. General Manager roger S. Bailey stated that a draft of the proposed Proposition 218 Notice for recycled water rate increases was included with the agenda materials in accordance with direction from the Board at the January 26, 2017 Financial Planning workshop. The draft calf for up to 3 percent annual increases to the Recycled water Charge in Fiscal Years 2017-18 and 2018-19 for both former potable water customers and former canallwell water users. The final actual increase will be determined by the ,Board at a scheduled April 20 public hearing. Member Williams suggested changing the words "do not exceed"to "are less than"in the last sentence of the first paragraph. Member Pilecki suggested that,the percentage of the proposed increases be included in the Notice. BOARD ACTION: Motion was made by Member Williams and seconded by Member Pilecki.to approve the Proposition 218 Notice for the proposed Recycled dater Charge rate increases for Fiscal Years 2017. .18 and 2018-19.with the proposed wording modifications described CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2017 Board Meeting Minutes-Page 3 above, and to authorize mailing of the public notice. Motion passed by unanimous vote of the Board Members present. [4-0; Nejedly absent.] b. Authorize the General:Manager to: 1} Execute a three-year professional engineering services agreement with Consolidated CM, Inc. in an amount not to exceed $475,000 for inspection services under the Headworks Screening Upgrade, District Project 7327, including other construction projects on an as-needed. basis; and 2) Execute a three-year professional engineering services agreement with Harvest Technical services, Inc. in an amount not to exceed $375,.000 for inspection services for construction projects on an as- needed basis. Reviewed by Engineering & operations Committee. Mr. Bailey slated that the authorization for the proposed consultant inspector agreements was reviewed by the Engineering & Operations committee last week and the committee Was split on the item. One member did not support the item on the belief that the costs were foo high, and one member supported it but requested more clarification on the agreements and possible extensions. Since then, revisions/clarifications Were made to the position paper. President Causey noted that, in addition to the cost of the agreements, Member Nejedly expressed concern that their relatively open-ended nature were not in the best interests of central San. In response to a question from Member Pilecki, Capital Projects Division Manager Edgar Lopez confirmed that the rates under the proposed agreements are competitive and, if staff were to perform the inspections, it would ultimately cost more and the ability to accomplish the capital program would be negatively impacted by the reduced a mailability of staff. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to authorize the General Manager to execute three-year professional engineering services agreements with consolidated GM, Inc. and Harvest Technical Services, Inc. as recommended. Motion passed by unanimous vote of the Board Members present. [4-0; Nejedly absent.] S. LEGISLATIVE MATTERS a. Receive update on pending legislative matters. BOARD ACTION: Received the update. CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2017 Board Fleeting Minutes-Page 4 g. REPORTS AND ANNOUNCEMENTS a. General Manager 1) Reports a) Receive the 2010 National Pollutant Discharge Elimination System (NPDES) Annual Report. Reviewed by Real Estate, Environmental & Planning Committee. Plant Operations Division Manager Alan weer reviewed the presentation included with the agenda materials. BOARD ACTION: Received the report and provided input to staff. b) Receive the 2010 Collection System Sanitary Sewer Overflow Annual Report. Reviewed by Engineering & Operations Committee. Collection System Operations (CSO) Division Manager Paul Seitz reviewed the presentation included with the agenda materials. He also presented two additional slides that measured the CSO Division's progress toward the goals in the current Strategic Plan relating to customer service and meeting regulatory requirements. BOARD ACTION: Received the report and provided input to staff. c) Receive presentation from the following participant in Central San's Mentorship Program on the project specified: Oman Nwansi: Plant Maintenance Staff Development Checklist Reviewed by Administration Committee. Mr. lllwansi re vie wed the presen to tion included with the agenda materials. BOARD ACTION: Received the report. d) Receive Succession Planning Summary Report. Reviewed by Administration Committee. Land Surveyor Gregory St. John reviewed the presentation included with the agenda materials. BOARD ACTION: Received the report. CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2017 Board Meeting Minutes -Page 5 e) Receive update on Asset Management Software Implementations. Senior Engineer Dana Lawson stated that over the last several years, staff has been implementing new software systems to support asset management. In reviewing the presentation included with the agenda materials, she provided an overview of these implementations and how they are integrated. BOARD ACTION: Received the update. 2} Announcements a) Update on Central San staff retirements b) Central San enters into agreement with Contra Costa Water District (CCWD) for repair and maintenance services for the recycled water distribution system c) Employees to attend North American Society for Trenchless Technology (NASTT) Annual Conference in Washington DC from April 9-12, 20.17 d) National Pollutant Discharge Elimination system (NPDES) Permit Renewal Update No further announcements were made during the meeting. BOARD ACTION: Received the announcements. b. Counsel for the District District Counsel Kent Alyn reported on a California Supreme Court ruling that came out earlier in the day holding that the pudic has a right to emails and other communications, such as text messages, regarding government business written or received by public officials and employees, regardless of whether the communication was done using a private account or device. Thus, communications regarding government business to or from a private account or personal device are deemed to be public records and would, therefore, be producible under the Public records Act. BOARD ACTION: Received the announcement. C. secretary of the District - No report. CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2017 Board Meeting Minutes-Page 6 d. Board Members 1) Committee Minutes a) February 17, 2017 — Rea.l Estate, Environmental & Planning Committee — President Causey and Member Pilecki. b) February 21 , 2017 — Finance Committee — Member Nejedly and Member Pilecki. c) February 22, 2017 -- Engineering & operations Committee — Member Nejedly and President Causey. d) February 23, 2017 —Administration committee — Member McGill and Member Williams. 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 McGill • February 23, 2017 - Liaison meeting with Dublin San Ramon Services District in Dublin. • February 27-March 1, 2017 — California Association of Sanitation Agencies (CASA) Legislative conference in Washington, DC. Member McGill provided a written report covering his announcements and other meetings. Member Neiedly— Absent. Member Pilecki • February 21, 2017 —40th Annual Pleasant Hill community .Awards Ginner in Pleasant Hill. Member Williams February 27-March 1, 2017 — CASA Legislative Conference in Washington, DC. CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2417 Board Meeting Minutes- Page 7 President CauseV • February 27-March 1, 2017 — CASA Legislative Conference in Washington, DC. BOARD ACTION: Received the reports and announcements. 3) Reguests 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 a. Consider adopting Resolution No. 2017-002 proclaiming a local emergency arising from the 2017 Winter storms; ratify the General Manager's actions related to expenditures to date for emergency protective measures on Miner Road in Orinda; and authorize the General Manager to continue to expend District funds for emergency protective measures in response to the storm damage on Miner Road. Mr. Bailey explained that a federal emergency Was declared for the winter storms that occurred during the period January 3 through January 12, 2017. Since this period includes the liner Road sinkhole in Orinda, central San's costs may now be eligible for reimbursement from both state arra► federal disaster funds. The proposed resolution proclaims a local emergency in accordance with the California Disaster Assistance Act, ratifies the emergency expenses made to date, and authorizes the General Manager to continue to expend funds to maintain emergency protective measures and repair Central San's damaged wipes. Upon Member McGX's request, and with Mr. Aim's concurrence, the staff recommendation was'bifurcated into to two motions. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to adopt Resolution No. 2017-002 proclaiming a local emergency arising from the 2017 Winter Storms. Motion passed by unanimous vote of the Board Members present, [4-0; Nejedly absent.] BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to (1) ratify the General Manager's actions related to expenditures to date for emergency protective measures on Miner Road in Orinda, and (2) authorize the General Manager to continue to expend District funds for emergency protective measures in response to the CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2017 Board Meeting Minutes -Page 8 _- 2017 Winter Storm damage on Miner Road in ori nda. Motion passed by unanimous vote of the Board Members present. [4-0; Nejedly absent.] 11. REQUESTS FOR FUTURE AGENDA ITEMS None. 12. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel lent Alm announced that a closed session would he held for item 14.a. 13. RECESS TO CLOSED SESSION The Board recessed at 3:35 p.m. to reconvene in closed session in the Caucus Room. Closed Session — Caucus Room (Not video recorded 14. CLOSED SESSION a. Conference with labor negotiators pursuant to Government Code Section 54957.5: District Negotiators: I E DA / General Manager Roger S. Bailey Fmployee-Organizations: • Employees' Association, Public Employees Union, Local One ■ Management Support/Confidential Group (MS/CG) * Management Group 15. RECESS TO OPEN SESSION The Board recessed at 6:30 p.m. to reconvene in open session in the Board Room. 15. REPORT OUT OF CLOSED SESSION None. CENTRAL CONTRA COSTA SANITARY DISTRICT March 2, 2017 Board Meeting Minutes-Rage 9 17. ADJOURNMENT The meeting was adjourned at 0:30 p.m. Paul H. Causey 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