Loading...
HomeMy WebLinkAbout04.b. Approve Minutes - 08-17-17 Regular Board Meeting Page 1 of 8 Item 4.b. I Central Contra Costa Sanitary District September 7, 2017 TO: HONORABLE BOARD OF DIRECTORS FROM: ELAINE R. BOEHME - SECRETARY OF THE DISTRICT SUBJECT: AUGUST 17, 2017 REGULAR BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. Strategic Plan Tie-In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness ATTACHMENTS: 1. Draft Minutes of 8-17-17 Regular Board Meeting September 7, 2017 Regular Board Meeting Agenda Packet- Page 14 of 294 Page 2 of 8 Central Contra Costa Sanitary District Protecting public . the environmentImhoff MINUTES* BOARD OF DIRECTORS: PAUL H CAUSEY President REGULAR BOARD MEETING JAMES A.NEJEDLY President Pro Tem MICHAEL R.MCGILL Board Room TAD PILECKI Thursday, August 17, 2017 DAVID R. WILLIAMS 1:30 p.m. DRAFT 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. PUBLIC COMMENT PERIOD No comments. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. CONSENT CALENDAR 1. Approve the following: a. August 3,2017 Board meeting minutes These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. September 7, 2017 Regular Board Meeting Agenda Packet- Page 15 of 294 Page 3 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT August 17, 2017 Board Meeting Minutes -Page 2 2. Adopt new Board Policy No.BP 032—Reimbursement of Toastmasters Dues. Approval recommended by Administration Committee. 3. Adopt Resolution Nos. 2017-028 through 2017-036 recognizing 2017 Service Award recipients 4. Reject all bids received for the construction of the Fire Protection System-Phase 2, Distdct Project 7322 5. Adopt a project schedule approach for the CoCo San Sustainable Farm,with quarterly Board updates, and accept the milestone dates presented at the July 20,2017 Board meeting President Causey pulled Item 5 for discussion. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to adopt the Consent Calendar, except for Item 5. Motion passed by unanimous vote of the Board. President Causey said Item 5 generally follows the direction of the Board given at the July 20, 2017 meeting, but it does not include milestone dates related to the County Land Use Permit, nor does it include a realistic budget for the next 12 to 18 months. BOARD ACTION: Motion was made by President Causey and seconded by Member Williams to continue Item 5 until the milestone dates and budget are available. Motion passed by unanimous vote of the Board. OTHER BOARD ACTION ITEMS 6. Consider adopting new Board Policy No. BP 029-Debt Management and Continuing Disclosure. Approval recommended by Administration Committee. Director of Finance and Administration Phil Leiber reviewed the presentation included with the agenda materials, noting that President Causey had provided a list of questions earlier in the day, to which staff provided responses in a handout distributed just prior to the meeting. President Causey said the debt policy is very important and he would prefer more time to evaluate staff's responses to his questions. He asked if there were any factors of which he was not aware that would preclude continuing the item to the next meeting. Member Williams said he would support President Causey's request, but cautioned that changing interest rates concerned him somewhat with regard to the potential for refinancing the District's existing debt. BOARD ACTION: It was the consensus of the Board to continue this item to the next meeting. September 7, 2017 Regular Board Meeting Agenda Packet- Page 16 of 294 Page 4 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT August 17, 2017 Board Meeting Minutes-Page 3 REPORTS AND ANNOUNCEMENTS 7. General Manager - Reports a. Presentation regarding Central San's Capacity Fee methodology and capacity fees for a proposed expansion of Lettuce Restaurant in Walnut Creek Senior Engineer Thomas Brightbill reviewed the presentation included with the agenda materials. Member Nejedly expressed frustration at the amount of the capacity fees quoted by the District, given that it is an expansion of an existing restaurant rather than a new business. The concept of customers buying into the existing system is understandable, but he said the calculation methodology appears very convoluted. He proposed conducting a study to determine if the actual increased burden on the sewer system is consistent with the calculations. Member McGill noted that Black and & Veatch Management Consulting, LLC is currently working with staff to evaluate the District's methodologies for calculating capacity fees, but it is a very complex process. Member Pilecki pointed out that the capacity fees are meant to cover the cost of replacing the current system. In response to a question from Member Williams as to how often special studies are conducted, Mr. Brightbill said that part of the District's program is to monitor the water usage of businesses with the intent of matching actual water usage with the burden on the sewer system. The option of conducting special studies typically has been for customers for whom the fees are not shown in the capacity fees ordinance. District Counsel Kent Alm stated that there is a cost associated with special studies, and the results can go either way. He also said that the value of the District's assets as used to determine capacity fees is, in his view, fairly conservative because it does not include contributed assets, such as easements and the collection system. President Causey stated that restaurants place a heavy loading on the sewer system. In his experience, the fees quoted by the District for the proposed restaurant expansion are not outside the norm. The fact that Central San offers customers the ability to pay over 15 years and has a provision for conducting special studies signifies that the District tries very hard to work with its customers. He said the methodology for calculating capacity fees as outlined by Mr. Brightbill is very consistent with methodologies across the nation. Mr. Eric Schaeffer, counsel for Lettuce Restaurant and principal owner of the building, and Mr. Bahman Tehrani, owner and operator of the restaurant September 7, 2017 Regular Board Meeting Agenda Packet- Page 17 of 294 Page 5 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT August 17, 2017 Board Meeting Minutes -Page 4 addressed the Board. Mr. Schaeffer provided a letter from his law firm and briefly summarized its contents. He requested that the District analyze the specifics of the proposed project to hopefully arrive at a lower fee. Mr. Tehrani spoke of the nature of his business and explained how he plans to utilize the additional space. BOARD ACTION: Received the report. b. Receive information requested at January 26,2017 Board Workshop regarding Applied Research and Planning Projects, including the nature of the projects and the pilot project staff is considering for the Collection System. Reviewed by Real Estate, Environmental& Planning Committee. Senior Engineer Dan Frost reviewed the presentation included with the agenda materials. BOARD ACTION: Received the information. 8. General Manager-Announcements a. Announcements-August 17,2017 1) Billboard featuring customer awareness campaign for Household Hazardous Waste (HHW) Facility to be placed in Martinez in September 2) Central San renews insurance coverage for Fiscal Year 2017-18 3) Employees to present at August 22-24, 2017 California Association of Sanitation Agencies (CASA) Conference 4) Second quarter update on Central San's energy consumption No further announcements were made at the meeting. BOARD ACTION: Received the announcements. 9. Counsel for the District-No report. 10. Secretary of the District Ms. Boehme announced the following upcoming Committee meeting: Administration — Monday, August 21 at 8:30 a.m. 11. Board Members-Committee Minutes a. July 31,2017-Engineering&Operations Committee-Member Nejedly and President Causey September 7, 2017 Regular Board Meeting Agenda Packet- Page 18 of 294 Page 6 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT August 17, 2017 Board Meeting Minutes -Page 5 b. August 1,2017-Administration Committee-Member McGill and Member Williams BOARD ACTION: Received the Committee minutes. 12. 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 + August 3,2017-Contra Costa County Mayors Conference hosted by the City of San Ramon Member McGill also provided a written report covering his announcements and other meetings. He pointed out that he forgot to list a meeting that he had with Federal Glover on August 16. Member Nejedly—No report. Member Pilecki—No report. Member Williams—No report. President Causer • August 3, 2017-Contra Costa County Mayors Conference hosted by the City of San Ramon BOARD ACTION: Received the reports and announcements. 13. 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. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. 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 only. RECESS TO CLOSED SESSION The Board recessed at 3:43 p.m. to reconvene in closed session in the Caucus Room. September 7, 2017 Regular Board Meeting Agenda Packet- Page 19 of 294 Page 7 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT August 17, 2017 Board Meeting Minutes -Page 6 Closed Session (Not video recorded) CLOSED SESSION 14. Personnel matters pursuant to Government Code Section 54957(b)(1) — Performance Evaluations for following members of Executive Management Team: General Manager and District Counsel. BOARD ACTION: Held the closed session. 15. 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 BOARD ACTION: No closed session was held for this item. RECESS TO OPEN SESSION The Board recessed at 4:25 p.m. to reconvene in open session in the Board Room. REPORT OUT OF CLOSED SESSION None. ADJOURNMENT IN MEMORY OF BHUPINDER DHALIWAL The meeting was adjourned at 4:25 p.m. in memory of Bhupinder Dhaliwal, who recently passed away after 33 years of service as the District's Lab Superintendent. Paul H. Causey, P.E. President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California September 7, 2017 Regular Board Meeting Agenda Packet- Page 20 of 294 Page 8 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT August 17, 2017 Board Meeting Minutes -Page 7 COUNTERSIGNED: Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California September 7, 2017 Regular Board Meeting Agenda Packet- Page 21 of 294