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HomeMy WebLinkAboutBOARD MINUTES 12-21-17MINUTES* REGULAR BOARD MEETING Board Room Thursday, December 21, 2017 1:30 p.m. Open Session — Board Room (Video recorded) ROLL CALL BOARD OF DIRECTORS: PAUL H. CAUSEY President JAMES A. NEJEDLY President Pro Tem MICHAEL R. AICG1LL TAD J. PILECKI DAVID R. WILLIAMS A regular meeting of the Board of Directors was called to order by President Causey at 1:30 p.m. Provisional Secretary of the District Donna Anderson 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. December 7, 2017 Regular Board meeting minutes b. December 11, 2017 Special Board meeting minutes These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan. org. Book 65 — Page 312 CENTRAL CONTRA COSTA SANITARY DISTRICT December 21, 2017 Board Meeting Minutes — Book 65 -Page 313 2. Approve a revision to the Investment Guidelines Document (IGD) for the GASB 45 Other Post -Employment Benefits (OPEB) Trust adopted September 7, 2017. Approval recommended by Administration Committee. 3. Approve a contingency project in the amount of $800,000 for Water System Upgrades at the treatment plant, find that the project is exempt from California Environmental Quality Act (CEQA), and authorize the General Manager to transfer funds within the Capital Improvement Budget. Approval recommended by the Engineering & Operations Committee. BOARD ACTION: Motion was made by Member McGill and seconded by Member Nejedly to adopt the Consent Calendar as recommended. Motion passed by unanimous vote. [5-0] OTHER BOARD ACTION ITEMS 4. Adopt updated Board Policy No. BP 017 - Fiscal Reserves, and authorize the General Manager to establish with Contra Costa County a separate Local Agency Investment Fund (LAIF)/investment sub -account under the Operations and Maintenance (O&M) Sub -Fund. Approval recommended by Administration Committee. Director of Finance and Administration Phil Leiber gave a presentation explaining the rationale behind the proposed changes to BP 017 — Fiscal Reserves as well as the establishment of a separate LAIFlinvestment sub -account, and responded to questions from Board Members. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Williams to adopt updated BP 017 - Fiscal Reserves, and authorize establishment of a separate LAIF/investment sub -account under the O&M Sub - Fund. Motion passed by unanimous vote. [5-0] 5. Award a construction contract for the Fire Protection Systems - Phase 2 Revised, District Project 7322; find that the project is exempt from CEQA; authorize the General Manager to execute the contract documents subject to submittal requirements and include up to a 15 -percent contingency; and authorize the General Manager to amend an existing professional services agreement with DTN Engineers, Inc. to increase the cost ceiling from $172,500 to $252,500 to provide as -needed construction support services for the Project. Capital Projects Division Manager Edgar Lopez reviewed the presentation included with the agenda material and responded to questions from the Board Members. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Nejedly to award a construction contract in the amount of $730,500 to Bockmon & Woody Electric Company, Inc., the lowest responsible and responsive bidder for the Fire Protection System -Phase 2 Revised, District CENTRAL CONTRA COSTA SANITARY DISTRICT December 21, 2017 Board Meeting Minutes — Book 65 -Page 314 Project 7322; find that the project is exempt from CEQA; authorize the General Manager to execute the contract documents subject to submittal requirements and include up to a 15 -percent contingency; and authorize the General Manager to amend an existing professional services agreement with DTN Engineers, Inc. for as -needed support services during construction. Motion passed by unanimous vote. [5-0] 6. Authorize the General Manager to enter into a contract with a Schneider Distributor for the sole -source purchase of Modicon Programmable Logic Controller (PLC) Hardware in an amount not to exceed $250,000 for the Plant Control System Input and Output Replacement Project, District Project 7339 Mr. Lopez reviewed the presentation included with the agenda material and responded to several comments from Board Members. BOARD ACTION: Motion was made by Member Williams and seconded by Member Pilecki to authorize the General Manager to enter into a purchasing contract with a Schneider Distributor for the sole -source purchase of Modicon PLC Hardware in an amount not to exceed $250,000 for the Plant Control System Input and Output Replacement Project, District Project 7339. Motion passed by unanimous vote. [5-0] 7. Receive and approve 2018 Board Committee and other assignments — President -Elect Nejedly BOARD ACTION: Motion was made by President Causey and seconded by Member McGill to approve the Board Committee and other assignments for 2018 as proposed. Motion passed by the following vote of the Board: AYES: Members: McGill, Nejedly, Pilecki, Causey NOES: Members: None ABSENT: Members: Williams REPORTS AND ANNOUNCEMENTS 8. General Manager — Reports a. Recap of Household Hazardous Waste (HHW) Collection Facility 20th Anniversary week October 16-21, 2017 Communication Services and Intergovernmental Relations Manager Emily Barnett reviewed the presentation included with the agenda material. BOARD ACTION: Received the presentation. CENTRAL CONTRA COSTA SANITARY DISTRICT December 21, 2017 Board Meeting Minutes — Book 65 -Page 315 b. Receive presentation introducing the concept of an internal audit function at Central San. Reviewed by Administration Committee. Mr. Leiber and Temporary Internal Auditor Theresa Nidetz reviewed the presentation included with the agenda material on the merits of and some of the issues involved in establishing an internal audit function at the District. A discussion took place during which it was generally agreed that the Board Members were in favor of the concept of an internal audit program at Central San. One issue to be resolved is how the internal audit function would interact with the Board in terms of committee reporting structure. Several options were outlined in the presentation. Member McGill said he believed it would be best practice to establish a separate Audit Committee to review internal audits. Members Pilecki and Williams preferred not to create a new Board Committee, desiring instead to allow the General Manager to decide which Standing Committee is most appropriate for the particular subject matter of the audit. Queries were made as to whether the internal auditor should be a full- or part-time position, and to whom this individual should report. While no conclusions were reached, it was agreed that whomever performs the audits needs to be fully independent. General Manager Roger S. Bailey stated that, in his opinion, implementation of an internal audit function at Central San is a best practice, and should be seen as a positive for all, including staff, the Board and the public. To staff, he said audits are meant to evaluate strengths and weaknesses of various processes at the District and help lead the way toward process improvements. To the Board Members, who are ultimately responsible when something goes awry, he said this will add another layer of oversight. To the public, he said they can be assured that the resources they have provided are being properly utilized. In closing, Mr. Leiber said staff would like to complete three to four internal audits through the remainder of this fiscal year, and will bring the Board a proposed audit plan prior to the start of future fiscal years. BOARD ACTION: Received the presentation and provided input to staff. 9. General Manager - Announcements None. 10. Counsel for the District No report. 11. Secretary of the District No report. CENTRAL CONTRA COSTA SANITARY DISTRICT December 21, 2017 Board Meeting Minutes — Book 65 -Page 316 12. Board Members — Committee Minutes a. December 12, 2017 — Administration Committee — Member McGill and Member Williams b. December 12, 2017 — Engineering & Operations Committee — President Causey and Member Pilecki (as alternate for Member Nejedly) BOARD ACTION: Received the Committee minutes. 13. 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 • December 7, 2017 — Country Costa County Mayors' Conference hosted by the City of Pleasant Hill Member McGill provided a written report covering his announcements and other meetings. Member Nejedly Member Pilecki • December 14, 2017 — Presentation of Household Hazardous Waste Facility Annual Report to Mt. View Sanitary District in Martinez Member Williams President Causey • December 7, 2017 — San Ramon Chamber of Commerce Business and Community Awards Dinner • December 13, 2017 — Board Liaison meeting with Contra Costa Water District President Lisa Borba in Concord BOARD ACTION: Received the reports and announcements. 14. 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. CENTRAL CONTRA COSTA SANITARY DISTRICT December 21, 2017 Board Meeting Minutes — Book 65 -Page 317 REQUESTS FOR FUTURE AGENDA ITEMS None. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that closed sessions would be held for Items 15, 16 and 17. RECESS TO CLOSED SESSION Before recessing to closed session, President Causey thanked the staff, District Counsel, General Manager and fellow Board Members for a great year, saying it had been gratifying and interesting to have served as Board President. The Board recessed at 2:40 p.m. to reconvene in closed session in the Caucus Room. Closed Session (Not video recorded) CLOSED SESSION 15. Personnel matters pursuant to Government Code Section 54957. Public Employment — Title: Secretary of the District 16 17 Conference with Legal Counsel — existing litigation pursuant to Government Code Section 54956.9(d)(1): • Contra Costa County Deputy Sheriffs Association et al. v. Contra Costa Count Employees' Retirement Association (CCCERA) et al., Court of Appeal, 1St Appellate District, Division Four, Case No. A141913 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) 0 Management Group CENTRAL CONTRA COSTA SANITARY DISTRICT December 21, 2017 Board Meeting Minutes — Book 65 -Page 318 RECESS TO OPEN SESSION The Board recessed at 5:18 p.m. to reconvene in open session in the Board Room. REPORT OUT OF CLOSED SESSION Items 15, 16 and 17 — None. ADJOURNMENT The meeting was adjourned at 5:19 p.m. Paul H. Causey, P.E. President of the Board of ctors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Donna M'Anderson Provisional Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California