HomeMy WebLinkAbout02. Approve minutes of Board Meeting held 07-06-17 C entral C ontra C osta S anitary D istrict J uly 20, 2017 T O : HO NO R A B L E B O A R D O F D I R E C TO R S F RO M :E L A I NE B O E HME - S E C R E TA RY O F T HE D I S T R I C T S UB J E C T: J ULY 6, 2017 A ttached are the minutes of the J uly 6, 2017 B oard meeting. AT TAC HM E NT S : D escription 1. Minutes of the J uly 6, 2017 B oard Meeting July 20, 2017 Regular Board Meeting Agenda Packet - Page 7 of 151 ITEM 2 Page 1 of 10 MINUTES*1 REGULAR BOARD MEETING Board Room Thursday, July 6, 2017 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 Causey at 1:30 p.m. Secretary of the District Elaine Boehme called roll: PRESENT: Members: McGill, Nejedly, Pilecki, Williams, Causey ABSENT: Members: None 2. PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. 3. INTRODUCTIONS a. New employees: • Andrew Heinrich, Materials Coordinator in the Purchasing & Materials Services Division of the Administration Department, effective May 30, 2017; • Diana Diaz, Accounting Technician I in the Finance Division of the Administration Department, effective May 31, 2017; and • Jason Fitch, Staff Engineer in the Capital Projects Division of the Engineering and Technical Services Division, effective June 12, 2017. BOARD ACTION: Welcomed Mr. Heinrich, Ms. Diaz and Mr. Fitch. * These summary minutes are supplemented by a corresponding video recording available on the District’s website at centralsan.org. BOARD OF DIRECTORS: PAUL H. CAUSEY President JAMES A. NEJEDLY President Pro Tem MICHAEL R. MCGILL TAD J. PILECKI DAVID R. WILLIAMS DRAFT July 20, 2017 Regular Board Meeting Agenda Packet - Page 8 of 151 ITEM 2 Page 2 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT July 6, 2017 Board Meeting Minutes - Page 2 _______________________________________________________________________________________ b. Fall 2017 Co-op students. This item was postponed to the next meeting. 4. PUBLIC COMMENT PERIOD None. 5. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. 6. CONSENT CALENDAR a. Approve minutes of June 1, 2017 Board meeting. b. Receive May 2017 Financial Statements and Investment Reports. Approval recommended by Finance Committee. c. Adopt new Board Policy No. BP 030 – Cost of Service Studies. Approval recommended by Administration Committee. d. Authorize the General Manager to execute a sole-source professional consulting agreement with the Government Finance Officers Association (GFOA) with a cost ceiling of $139,925 for improvements to the District’s ERP System, District Project 8240. Approval recommended by Finance Committee. e. Authorize the General Manager to execute three-year professional engineering service agreements with the following entities for collection system inspection services: ● JN Engineering, under a new contract with a cost ceiling of $350,000; and ● Harvest Technical Services, under a revised existing contract with a cost ceiling of $300,000. Approval recommended by Engineering & Operations Committee. f. Authorize the General Manager to transfer $800,000 from the Fiscal Year 2016-17 Sewer Construction Fund – Capital Reserve to the Walnut Creek Sewer Renovations, Phase 11, District Project 8422. Approval recommended by Engineering & Operations Committee. BOARD ACTION: Motion was made by Member Williams and seconded by Member Pilecki to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board. July 20, 2017 Regular Board Meeting Agenda Packet - Page 9 of 151 ITEM 2 Page 3 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT July 6, 2017 Board Meeting Minutes - Page 3 _______________________________________________________________________________________ 7. OTHER BOARD ACTION ITEMS a. Approve expenditures dated July 6, 2017. Approval recommended by Finance Committee. President Causey said he would recuse himself from voting on Item 7.a. because a full year has not yet elapsed since he has consulted for recipients of several checks on the expenditures list on matters unrelated to Central San. President Causey exited the Board Room after which President Pro Tem Nejedly called for a vote on the item. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to approve expenditures dated July 6, 2017. Motion passed by unanimous vote of the Board Members present. [4-0; Causey absent.] President Causey returned to the Board Room. b. Follow-up to February 17, 2017 Board Self-Assessment Workshop, including consideration of the following matters relating to Standing Committees: 1) Consider Board President/Real Estate, Environmental & Planning (REEP) Committee Chair Paul Causey’s suggestion to eliminate the REEP Committee; 2) If REEP Committee is eliminated, refer Board Policy No. BP 013 – Standing Committee Charters to the Administration Committee for recommendation on redistribution of the REEP Committee’s areas of responsibility to other Standing Committees. 3) If REEP Committee is not eliminated, approve the proposed revisions to BP 013 – Standing Committee Charters. Brent Ives, Principal of BHI Management Consulting, reviewed the presentation distributed prior to the meeting. President Causey explained his rationale for suggesting that the REEP Committee be eliminated, including the potential for reducing the workload for staff by only have three Standing Committees, the fact that several major items addressed by the REEP Committee over the past couple of years have been completed, and the elimination of REEP Committee stipends. Member Pilecki acknowledged that the last few REEP Committee meetings have had fairly light agendas, but said there are quite a few issues on the horizon that would be burdensome for the other Standing Committees to July 20, 2017 Regular Board Meeting Agenda Packet - Page 10 of 151 ITEM 2 Page 4 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT July 6, 2017 Board Meeting Minutes - Page 4 _______________________________________________________________________________________ absorb, making it very difficult to adhere to the recommended two-hour suggested timeframe for Committee meetings. Member Williams noted that there were seven Standing Committees when he joined the Board, at which time he was in favor of streamlining the Committee process. He said he did not feel strongly one way or the other about President Causey’s suggestion. Member McGill said he has been a member of the REEP Committee in the past and the meeting agendas were often full; in fact, additional meetings had to be scheduled on several pressing items. To have parceled the work to other Committees might have overloaded them. Member Nejedly said long meetings are very hard on staff. He favored setting the meeting dates in advance and canceling them if not needed. BOARD ACTION: Motion was made by Member McGill and seconded by Member Nejedly to retain the REEP Committee and to approve the changes to the REEP Committee Charter as recommended in the agenda materials. Motion passed by the following vote of the Board: AYES: Members: McGill, Nejedly, Pilecki, Williams NOES: Members: Causey ABSTAIN: Members: None BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to approve the proposed revisions to BP 013 - Standing Committee Charters as recommended, except for the REEP Committee Charter for which action was taken in the preceding motion. Motion passed by unanimous vote of the Board. 8. LEGISLATIVE MATTERS a. Update on pending legislative matters and provide direction on priority legislation. Communication Services and Intergovernmental Relations Manager Emily Barnett stated that an updated Priority Legislation Tracking Sheet was distributed prior to the meeting. She pointed out that staff’s position regarding Item 9 (AB 869) on the Tracking Sheet has been changed from “support” to “neutral” due to changes made to the bill since the agenda packet was distributed. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to adopt the staff recommendations on the Priority Legislation Tracking Sheet for Items 9 through 15, except that the position for Item 9 shall be changed to “neutral.” Motion passed by unanimous vote of the Board. July 20, 2017 Regular Board Meeting Agenda Packet - Page 11 of 151 ITEM 2 Page 5 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT July 6, 2017 Board Meeting Minutes - Page 5 _______________________________________________________________________________________ Ms. Barnett briefly updated the Board on recent “potential recommendations” from the Little Hoover Commission regarding governance and transparency, as reflected in the report included with the agenda materials (Attachment 2). The Board asked Ms. Barnett to prepare a letter reflecting their thoughts expressed during the meeting. Member McGill said it would be useful to have a greater depth of understanding of the legislative process in terms of how a bill moves through the various stages, what exactly are trailer bills, etc. The other Board Members expressed an interested in such information as well. 9. REPORTS AND ANNOUNCEMENTS a. General Manager 1) Reports a) Update on recently renewed 2017 National Pollutant Discharge Elimination System (NPDES) Permit. Reviewed by Real Estate, Environmental & Planning Committee. Associate Engineer Rita Cheng and Chemist II Anita Setty reviewed the PowerPoint included with the agenda materials, stating that the new NPDES Permit will be in effect for the next five years. BOARD ACTION: Received the update. 2) Announcements a) Repairs completed on sewers damaged by 2017 Winter Storms on Miner Road in Orinda b) Central San to implement new agenda management system for Board and Committee agenda packets c) Status of Internal Revenue Code Section 115 Pension Trust contribution of $3.359 million d) GIS Analyst Carl Von Stetten to present at 2017 ESRI User Conference on July 9, 2017 in San Diego e) General Manager Roger S. Bailey to attend 11th IWA International Conference on Water Reclamation and Reuse f) Field Trip: Two employee representatives to travel to Iowa in July to witness factory testing of new Headworks Screening Upgrade Equipment July 20, 2017 Regular Board Meeting Agenda Packet - Page 12 of 151 ITEM 2 Page 6 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT July 6, 2017 Board Meeting Minutes - Page 6 _______________________________________________________________________________________ g) Staff to attend Water Environment Federation Technical Exhibition and Conference (WEFTEC) in Chicago in October h) Employee Appreciation Picnic scheduled for August 16, 2017 i) General Manager authorized contracts, agreements, etc. – Second Quarter 2017 No further announcements were made during the meeting. BOARD ACTION: Received the announcements. b. Counsel for the District District Counsel Kent Alm announced that a claim was received by the District last week in which homeowners in Moraga are seeking $1.269 million related to sewer issues which allegedly caused soil erosion to the creek behind their home. c. Secretary of the District Ms. Boehme announced the following upcoming Committee meetings: Administration – Tuesday, July 11 at 8:30 a.m. Engineering & Operations – Tuesday, July 11 at 1:00 p.m. Real Estate, Environmental and Planning – Monday, July 17 at 9:00 a.m. d. Board Members 1) Committee Minutes a) May 26, 2017 – Administration Committee – Member McGill and Member Williams. b) June 6, 2017 – Administration Committee – Member McGill and Member Williams. c) June 6, 2017 – Engineering & Operations Committee – President Causey and Member Pilecki (Alternate). d) June 20, 2017 – Administration Committee – Member McGill and Member Williams. e) June 20, 2017 – Finance Committee – Member Nejedly and Member Pilecki. July 20, 2017 Regular Board Meeting Agenda Packet - Page 13 of 151 ITEM 2 Page 7 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT July 6, 2017 Board Meeting Minutes - Page 7 _______________________________________________________________________________________ f) June 21, 2017 – Real Estate, Environmental & Planning Committee – President Causey and Member Pilecki. Member McGill said he supported the suggestion of President Causey to hold a special Board workshop to learn more about the planning for the Concord Community Reuse (formerly Concord Naval Weapons Station) project. 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 • June 1, 2017 – East Bay Leadership Council Installation Dinner in Danville. Member McGill provided a written report covering his announcements and other meetings. Member Nejedly – No report. Member Pilecki Member Pilecki reported that he will attend the July 13, 2017 Mayors Conference hosted by the City of Concord. He also will be meeting with the Martinez Mayor and City Manager on July 19, 2017. Member Williams – No report. President Causey • June 8, 2017 – Board Liaison meeting with officials from the Town of Danville regarding the Diablo Country Club Satellite Water Recycling Facility demonstration project. • June 9, 2017 – Board Liaison meeting with Senator Steve Glazer in Orinda. BOARD ACTION: Received the reports and announcements. July 20, 2017 Regular Board Meeting Agenda Packet - Page 14 of 151 ITEM 2 Page 8 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT July 6, 2017 Board Meeting Minutes - Page 8 _______________________________________________________________________________________ 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. 10. EMERGENCY SITUATIONS General Manager Roger S. Bailey reported that all repairs have been completed on the damaged sewer lines on Miner Road in Orinda. No more costs are being incurred on the project and he does not anticipate the need for any further discussion on this item at Board meetings. 11. REQUESTS FOR FUTURE AGENDA ITEMS None. 12. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Item 14.a. 13. RECESS TO CLOSED SESSION The Board will recess and 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 54957.6: District Negotiators: ● IEDA ● Roger S. Bailey, General Manager ● Ann K. Sasaki, Deputy General Manager ● Philip R. Leiber, Director of Finance and Administration ● Teji O’Malley, Human Resources Manager Employee Organizations: ● Employees’ Association, Public Employees Union, Local One ● Management Support/Confidential Group (MS/CG) ● Management Group July 20, 2017 Regular Board Meeting Agenda Packet - Page 15 of 151 ITEM 2 Page 9 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT July 6, 2017 Board Meeting Minutes - Page 9 _______________________________________________________________________________________ 15. RECESS TO OPEN SESSION The Board recessed at 5:20 p.m. to reconvene in open session. 16. REPORT OUT OF CLOSED SESSION None. 17. ADJOURNMENT The meeting was adjourned at 5:20 p.m. Paul H. Causey, P.E. 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 July 20, 2017 Regular Board Meeting Agenda Packet - Page 16 of 151 ITEM 2 Page 10 of 10