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HomeMy WebLinkAboutBOARD MINUTES 07-20-17 Central Contra Costa Sanitary District Protectingpublic health and the environmentI • •• • MINUTES* BOARD OF DIRECTORS: PAt'LH CAUSEY Pre s ideri r REGULAR BOARD MEETING JAMESA NEJEDLY President Pr,Tetra Board Room .111CHAELR MCGILL Thursday, Jul 20 2017 TAD PILECKI Y y , DAVID R LVILLIAW 1:30 p.m. Open Session — Board Room (Video recorded) 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 PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. INTRODUCTIONS 1. Fall 2017 Co-op students. [Continued from July 6, 2017 meeting.] BOARD ACTION: Welcomed the Co-op students. PUBLIC COMMENT PERIOD None. REQUESTS TO CONSIDER MATTERS OUT OF ORDER General Manager Roger S. Bailey said that Item 13.a. would be taken out of order, immediately following the Consent Calendar. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 65— Page 226 CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2017 Board Meeting Minutes—Book 65-Page 227 CONSENT CALENDAR 2. Approve the following Board meeting minutes: a. July 6, 2017. 3. Adopt Resolution Nos. 2017-018 and 2017-019 accepting a grant of easement from Martha Manzone, Gianni Manzone and Enrique Rodriquez, owners of the property located at 3378 Deer Hill Road in Lafayette (APN: 232-130-059); authorizing the execution of a quitclaim deed to the named property owners; and authorizing staff to record documents with the Contra Costa County Recorder. 4. Adopt Resolution Nos. 2017-020 and 2017-021 accepting a grant of easement (related to the Lafayette Sewer Renovations, Phase 11, District Project 8430) from Thomas A. Marek, Trustee of the Gloria H. Bentinck Revocable Trust, owner of the property located at 1062 Via Roble in Lafayette (APN: 244-051-001); authorizing the execution of a quitclaim deed to the specified property owner; and authorizing staff to record documents with the Contra Costa County Recorder. 5. Authorize the General Manager to execute a professional engineering services agreement in an amount not to exceed $780,000 with V.W. Housen and Associates for the preliminary design of the Pump Station Upgrades Project, District Project 8436. Approval recommended by Engineering & Operations Committee. 6. Award a construction contract in the amount of$58,480 per year up to three years totaling $175,440 to EXARO Technologies Corporation, the lowest responsive and responsible bidder for the District-Wide Survey Monument Installation, District Project 2017-01; find that the project is exempt from California Environmental Quality Act (CEQA); and authorize the General Manger to execute the contract documents subject to submittal requirements. Approval recommended by Engineering & Operations Committee. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board. PUBLIC HEARINGS 7. Public hearing to consider placing the following charges for Fiscal Year 2017-18 on the Contra Costa County tax roll for collection: • Sewer Service Charges • Capacity Use Charges • Assessments for Contractual Assessment Districts and Alhambra Valley Assessment Districts • Charges for other Fee Installment Payment Programs. Resolution No. 2017-022 for adoption. CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2017 Board Meeting Minutes—Book 65-Page 228 President Causey opened and closed the public hearing without comments. Member Pilecki noted that the Sewer Service Charges and the Capacity Use Charges were the subject of extensive discussions at prior Board meetings and workshops. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to adopt Resolution No. 2017-022. Motion passed by unanimous vote of the Board. OTHER BOARD ACTION ITEMS 8. Adopt Resolution No. 2017-023 authorizing the establishment and funding of a new Internal Revenue Code Section 115 Pension Trust entitled "Public Agencies Post- Employment Benefits Trust" effective July 20, 2017, to be initially funded with the $3.359 million extra reserve fund balance at the end of Fiscal Year 2015-16. Approval recommended by Finance Committee. Director of Finance and Administration Phil Leiber reviewed the presentation included with the agenda materials. District Counsel Kent Alm stated that it was his suggestion that the selection of a moderately conservative investment portfolio be a Board decision, and that the Board may delegate that authority if so desired. Mr. Bailey said that quarterly reports on the new pension trust will be provided to the Finance Committee. If the Committee were to recommend a change in investment philosophy, the full Board would maintain the authority to approve it. Member McGill agreed with that process. Member Pilecki emphasized that the moderately conservative portfolio under consideration for the new Section 115 Pension Trust would only apply to that trust; the existing Other Post-Employment Benefits (OPEB) Trust has different investment criteria, which may be altered at the discretion of the Fund Manager. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to establish the Public Agencies Post-Employment Benefits Trust effective July 20, 2017 as recommended, with a moderately conservative portfolio, and authorize initial funding of the Trust with the $3.359 million extra reserve fund balance at the end of Fiscal Year 2015-16. Motion passed by _I unanimous vote of the Board. CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2017 Board Meeting Minutes—Book 65-Page 229 9. Authorize the General Manager to execute a professional consulting services agreement with CDM Smith with a cost ceiling of$760,000 for the Program Management Information System (PMIS) Software Implementation Services for the Asset Management Program Development, District Project 8238. Approval recommended by Real Estate, Environmental & Planning Committee. Director of Engineering and Technical Services Jean-Marc Petit reviewed the presentation included with the agenda materials. President Causey noted that the Real Estate, Environmental & Planning Committee reviewed this agreement and the project ultimately was scaled back slightly based upon concerns expressed by the Committee. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to authorize the General Manager to enter into the agreement with CDM Smith as recommended. Motion passed by the following vote of the Board: AYES: Members: McGill, Pilecki, Williams, Causey NOES: Members: Nejedly ABSTAIN: Members: None 10. Provide direction regarding Central San new logo design. Communication Services and Intergovernmental Relations Manager Emily Barnett distributed copies of the District's current logo and proposed new logos prepared by consultant Fineman PR, as well as an assortment of"merged"logos featuring a blend of the current logo and one of the proposed new logos as requested by the Administration Committee. Member Nejedly said he preferred the District's current logo, and Member Pilecki agreed. Member Williams said he favored new logo Option A because it is more modern and updated, and the costs of implementation are minimal. It also incorporates "Central San,"the name by which the District has always been known. President Causey said he generally favored a new logo in the range of something like Option A, opining that the existing logo is outdated and the mountains in the background are used by a number of other agencies. He said new logo Option A represents taking water from dirty to clean, and he believes it better portrays Central San from a resource recovery concept. Director of Finance and Administration Phil Leiber mentioned that staff is currently working with an outside vendor to revamp the Central San website and intranet. A decision on whether to proceed with a logo change will directly affect that effort. CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2017 Board Meeting Minutes—Book 65-Page 230 Member McGill said that if the other Board Members had expressed interest in adopting a new logo, he was prepared to support that. But if a decision were needed today, his recommendation would be to maintain the status quo. Alternatively, if time allows, he suggested taking the matter back to the Administration Committee for further review. Member Williams said he was in favor of implementing a new logo now so that staff can get on with its regular work. Motion was made by Member Pilecki and seconded by Member Nejedly to retain the District's current logo. Motion failed by the following roll call vote of the Board: AYES: Members: Nejedly, Pilecki NOES: Members: Williams, Causey ABSTAIN: Members: McGill Member McGill suggested keeping the graphic of the existing logo but putting the words "Central San"beneath the graphic. President Causey clarified that his suggestion included taking the matter back to the Administration Committee; Member McGill said yes. Ms. Barnett asked if the Board wanted to retain the acronym "CCCSD"and/or the full name "Central Contra Costa Sanitary District,"while also adding "Central San"to the logo with the concern that three names or District identifiers in a logo would likely make the logo look very busy. Member McGill said the Committee could review various mock-ups using any combination of the above as long as the graphic is retained. BOARD ACTION: Motion was made by Member McGill and seconded by Member Nejedly to provide the Administration Committee with various mock- ups of the District's current logo incorporating "Central San" while retaining the existing graphic. Motion passed by the following vote of the Board: AYES: Members: McGill, Nejedly, Pilecki, Causey NOES: Members: Williams ABSTAIN: Members: None LEGISLATIVE MATTERS 11. Update on pending legislative matters and provide direction on priority legislation. General Manager Roger S. Bailey said that in the interest of time, there would be no presentation on this item. BOARD ACTION: None. CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2017 Board Meeting Minutes—Book 65-Page 231 12. Receive information requested at July 6, 2017 Board meeting regarding the California Legislative Process. BOARD ACTION: Received the information. REPORTS AND ANNOUNCEMENTS 13. General Manager— Reports a. Update on CoCo San Sustainable Farm. This matter as taken out of order, immediately following the Consent Calendar. Planning and Development Services Division Manager Danea Gemmell and Bethallyn Black, representing the Farm, reviewed the presentation included with the agenda materials, including the delays related to obtaining the Land Use Permit from Contra Costa County. Member Williams noted that the Farm project, which falls outside of the District's mission, has consumed a considerable amount of staff time and incurred other expenses. With other pressing issues on the horizon that directly relate to Central San's mission, he said he fails to see the benefit to the community. President Causey expressed frustration at the lack of progress on the Farm project and believes the projected budget is wholly inadequate, with no identified sources of funding. Since the Farm involves District resources, Member Williams made a motion that the Farm be treated more like a project with a budget, schedule, completion date, and quarterly reporting. President Causey seconded the motion and expressed concern with where the project is headed. Members Pilecki and Nejedly said they were interested in seeing a more detailed schedule. Member McGill agreed that schedules and budgets are important. Mr. Alm noted that the matter had not been agendized for action per se. However, if there was consensus among the Board Members, an action item could be brought back at a future meeting for Board consideration. BOARD ACTION: It was the consensus of the Board to direct staff to bring an item back to a future meeting based on the above discussion. CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2017 Board Meeting Minutes—Book 65-Page 232 14. General Manager—Announcements a. Employee will attend the North American Hazardous Materials Management Association (NAHMMA) Conference in Clearwater, Florida —August 13-18, 2017. No further announcements were made during the meeting. BOARD ACTION: Received the announcements 15. Counsel for the District— No report. 16. Secretary of the District Ms. Boehme announced the following upcoming Committee meeting: Finance— Tuesday, July 25 at 1:00 p.m. BOARD ACTION: Received the announcement. 17. Board Members — Committee Minutes a. June 30, 2017 — Real Estate, Environmental & Planning Committee— President Causey and Member Pilecki. b. July 11, 2017 —Administration Committee — Member McGill and Member Williams. C. July 11, 2017 — Engineering & Operations Committee —Member Nejedly and President Causey. BOARD ACTION: Received the Committee minutes. 18. Board Members — 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.) a. Member McGill • July 13, 2017 — Contra Costa County Mayors Conference hosted by the City of Concord • July 17, 2017 — California Special Districts Association (CSDA) — Contra Costa Chapter meeting in Martinez Member McGill provided a written report covering his announcements and other meetings. Member Nejedly— No report. CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2017 Board Meeting Minutes—Book 65-Page 233 Member Pilecki • July 13, 2017 — Contra Costa County Mayors Conference hosted by the City of Concord • July 19, 2017 — Board Liaison meeting with officials from the City of Martinez Member Williams— No report. President Causey President Causey announced that he will be meeting with San Ramon city officials on August 1, 2017 for an annual update. BOARD ACTION: Received the reports and announcements. 19. Board Members — 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. 20. Board Members — Other Items a. Provide direction to Member McGill, the District's representative and voting delegate for the Contra Costa Chapter of the California Special Districts Association (CSDA), on how to vote at the upcoming CSDA Election for Representatives of the Bay Area Network, Seats A and C, for which ballots are due by August 4, 2017. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to direct Member McGill to cast the District's votes for Stanley Caldwell and Robert Silano. Motion passed by unanimous vote of the Board. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS a. Member McGill said he would like the future Board workshop on Concord Community Reuse (formerly Concord Naval Weapons Station) to include a tour of the area. b. Member McGill asked if the other Board Members were interested in gaining a deeper understanding of the California legislative process. There being no CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2017 Board Meeting Minutes—Book 65-Page 234 consensus, Member McGill suggested that a discussion be held at a future Administration Committee meeting. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Item 21. 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) CLOSED SESSION 21. Personnel matters pursuant to Government Code Section 54957(b)(1) - Performance Evaluations for following members of Executive Management Team: General Manager and District Counsel. RECESS TO OPEN SESSION The Board recessed at 5:00 p.m. to reconvene in open session. REPORT OUT OF CLOSED SESSION None. ADJOURNMENT The meeting was adjourned at 5:00 p.m. Paul H. Causey, P.E. President of the Board of Di ctors Central Contra Costa Sanitary District COUNTERSIGNED: County of Contra Costa, State of California g4f)�>� Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California