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Home My WebLink AboutBOARD MINUTES 04-05-18 CENTRALSAN CENTRAL MINUTES* BOARD OF DIRECTORS: JAMES A.NEJEDLY President REGULAR BOARD MEETING DAVID R.WILLIAMS President Pro Tem Board Room PAUL H.CAUSEY Thursday, April 5, 2018 MICHAEL AICG/LL TAD J PILECK/ 1:30 p.m. O_pen Session — Board Room (Video recorded) 1:30 p.m. ROLL CALL A regular meeting of the Board of Directors was called to order by President Nejedly at 1:30 p.m. Secretary of the District Katie Young called roll: PRESENT. Members: McGill, Pilecki, Williams, Nejedly ABSENT.- Members: Causey 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. March 8, 2018 Special Board meeting minutes b. March 15, 2018 Regular Board meeting minutes These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 66-- Page 59 CENTRAL CONTRA COSTA SANITARY DISTRICT April 5, 2018 Board Meeting Minutes-Book 66-Page 60 2. Approve expenditures dated April 5, 2018 3. Review February 2018 Financial Statements and Investment Reports 4. Set public hearing for April 26, 2018 at 1:30 p.m. to consider, in accordance with Ordinance No. 294, the financial condition of the District with respect to the previously adopted Sewer Service Charge for Fiscal Year 2018-19 5. Set public hearing for May 3, 2018 at 1:30 p.m. to consider adopting the Uniform Public Construction Cost Accounting Act (UPCCAA), and delegate to the General Manager the authority to award contracts up to the informal bid limit specified by the UPCCAA 6. Award a construction contract in the amount of$109,200 to Greentech Industry, Inc., the lowest responsive bidder for the Property and Building Improvements, Phase 1, District Project 8247; consider exemption from the California Environmental Quality Act (CEQA); and authorize up to a 15-percent contingency 7. Award a construction contract in the amount of$1,834,000 to W.M. Lyles Co., the lowest responsive bidder for the Treatment Plant Piping Renovations, Phase 9, District Project 7330; consider exemption from the California Environmental Quality Act (CEQA); and authorize up to a 20-percent contingency 8. Award a construction contract in the amount of$2,742,234 to Precision Engineering, Inc., the lowest responsive bidder for the Lafayette Sewer Renovations, Phase 12, District Project 8446, consider exemption from the California Environmental Quality Act (CEQA); and authorize up to a 15-percent contingency 9. Authorize the General Manager to execute the revised Memorandum of Understanding (MOU) between Central San, Contra Costa Water District (CCWD), and Santa Clara Valley Water District (SCVWD) for a preliminary feasibility evaluation of the Refinery Recycled Water Exchange Project BOARD ACTION: Motion was made by Member Williams and seconded by Member McGill to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board Members present. [4-0-1; Causey absent.] OTHER BOARD ACTION ITEMS 10. Consider adopting Resolution No. 2018-006 authorizing an Assessment District Installment Payment Program for assessment district properties owing reimbursements to Central San Mr. Bailey stated that Central San provides funding to certain voluntary assessment district projects for which Central San is ultimately reimbursed by property owners as they connect to the public sewer. This program would allow property owners who CENTRAL CONTRA COSTA SANITARY DISTRICT April 5, 2018 Board Meeting Minutes-Book 66-Page 61 connect to the public sewer after the project has been completed to finance their fees over time under the same terms as the financing offered to the initial participants. This should result in Central San recovering money from these projects sooner. No formal presentation has been prepared, but staff is available to answer questions. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to adopt Resolution No. 2018-006 authorizing an Assessment District Installment Payment Program. Motion passed by unanimous vote of the Board Members present. [4-0-1; Causey absent.] 11. Consider awarding a construction contract in the amount of $1,378,180 to Aztec Consultants, the lowest responsive bidder for the Recycled Water Clearwell Repairs, District Project 7365, and include up to a 10-percent contingency Mr. Bailey advised the Board that on March 1, 2018, the Board authorized a contingency project to repair the Recycled Water Clearwell. Staff designed the project and recently received bids. Associate Engineer Chathura Abeyrathna reviewed the presentation included with the agenda material, which included information on the scope of the repair project, low-bid result, and recommendations. Capital Projects Division Manager Edgar Lopez reviewed the engineer's estimate and the project budget, stating that after reviewing the bids, the costs appear reasonable. The difference between the engineer's estimate and the lowest bid was due to disposal of solids. Staff was unable to obtain firm quotes on disposal prior to the bid and the repair is needed now. Time is of the essence and staff recommends proceeding. Member Pilecki stated his concerns regarding the unit price. Mr. Lopez stated that cost is within the variances allowed in the contract. Mr. Lopez advised that even with the higher cost in the project there will be no change in next year's Capital Improvement Budget. Member Williams questioned why the west cell never had a cover. Mr. Lopez stated that there was no use for it back at that time for redundancy, at that time Central San elected to cover one side. Member Pilecki stated that it was the cost of the cover and when the facility was built there was no cover on either side. Member Williams questioned if staff was anticipating a repair of the east cover or replacement with a modular cover. Mr. Lopez stated that staff will look at which scenario is more cost effective, but it is unknown at this point until the cover is inspected. A modular cover on one side is about a quarter million dollars. CENTRAL CONTRA COSTA SANITARY DISTRICT April 5, 2018 Board Meeting Minutes-Book 66-Page 62 Mr. Petit advised that this is a temporary project to activate the west cell and that staff will be coming back in early May to look at upgrading the filters and clearwell with a long-term plan to replace covers. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to award a construction contract to Aztec Consultants, authorize the General Manager to execute the contract documents subject to submittal requirements, and include up to a 10-percent contingency. Motion passed by the following vote: AYES: Members: McGill, Williams, Pilecki NOES: Members: Nejedly ABSTAIN: Members: None ABSENT: Members: Causey Member Williams inquired the reasoning behind President Nejedly vote. President Nejedly stated that the bid was much higher than the engineer's estimate and he believes the project could have been completed at a cheaper price. REPORTS AND ANNOUNCEMENTS 12. General Manager— Reports a. Receive informational list of pending Board and Standing Committee parking lot items Mr. Bailey informed the Board that the informational list is provided on a quarterly basis and provides a rough idea of when various items will be brought to the committees or Board. Based on availability of Board Members and criticality of issues, the timing of any particular issue may change. No presentation is planned but staff is available. Member Williams questioned the reasoning for reviewing the list. Mr. Bailey responded that the intent is to let the Board Members be aware of the projects they may have requested and the timeline. Member Williams suggested that the Board Members review the item and discuss the low priority items or removal of items. Member McGill stated that the information provided was requested from the Board or routine items and represents the ongoing efforts. He questioned when the information on the patio dining would be brought back to the Board Members for review. BOARD ACTION: Received the information. CENTRAL CONTRA COSTA SANITARY DISTRICT April 5, 2018 Board Meeting Minutes-Book 66-Page 63 13. General Manager—Announcements a. Announcements—April 5, 2018 1) Hazard Mitigation Plan Approved 2) FEMA Cost Recovery Received An additional written announcement was provided immediately prior to the meeting (see Item 9 below) to announcement that in addition to the $25,819 federal cost recovery received for one of the reimbursable projects related to the 2017 Winter Storms, the District now has received the state's share of that reimbursement in the amount of $7,101, totaling $32,920, the maximum amount requested. 3) Residential Recycled Water Fill Station Operating Schedule for 2018 4) Carl Von Stetten to Present at FME World Tour 2018 in San Francisco 5) General Manager to Attend Global Water Summit in Paris, France in April 2018 6) Environmental Compliance Superintendent to Attend NACWA Workshop in Providence, Rhode Island in May 2018 7) Staff Retirements 8) Union Sanitary District Centennial Open House Scheduled for May 19, 2018 The following additional announcement was distributed prior to the meeting: 9) Update to FEMA Cost Recover Received (see Item 2 above) BOARD ACTION: Received the announcements. 14. Counsel for the District District Counsel Kent Alm announced that a closed session would be held for Items 20 and 21. BOARD ACTION: Received the announcement. 15. Secretary of the District Ms. Young announced the following upcoming Committee meeting: CENTRAL CONTRA COSTA SANITARY DISTRICT April 5, 2018 Board Meeting Minutes-Book 66-Page 64 Administration — Tuesday, April 10 at 8:30 a.m. BOARD ACTION: Received the announcement. 16. Board Members — Committee Minutes a. March 13, 2018 — Engineering & Operations Committee — Chair Causey and Member McGill (Special meeting) b. March 13, 2018 — Engineering & Operations Committee — Chair Causey and Member McGill (Regular meeting) C. March 14, 2018 — Engineering & Operations Committee — Chair Causey and Member McGill (Special meeting) d. March 14, 2018 — Real Estate, Environmental & Planning Committee— Chair Causey and President Nejedly e. March 6, 2018 — Finance Committee — President Nejedly and Member Pilecki BOARD ACTION: Received the Committee minutes. 17. 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 • March 25-27, 2018— WateReuse California Annual Conference in Monterey Member McGill announced that he did not attend the 2018 WateReuse Annual Conference as reported on the agenda. He did not register for this year's event, even though his attendance had been approved by the Board. Member McGill provided a written report covering his announcements and other meetings. Member Pilecki — No report. Member Williams — No report. President Neiedly— No report. BOARD ACTION: Received the reports and announcements. CENTRAL CONTRA COSTA SANITARY DISTRICT April 5, 2018 Board Meeting Minutes-Book 66-Page 65 18. 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. 19. Provide voting direction on how to cast the District's votes for both the Regular and Alternate Special District seats up for reelection on the Contra Costa Local Area Formation Commission (LAFCO) Mr. Bailey stated that the Board was being asked to provide voting direction to the voting delegate and alternate delegate (Members McGill and Williams, respectively) for the upcoming April 16, 2018 LAFCO election, which will be conducted by mail and email. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to cast the District's votes as follows: • Election of Regular Special District Member for a term of office on LAFCO to May 2022 —Vote for Igor Skaredoff • Election of Alternate Special District Member for a term of office on LAFCO to May 2022 —Vote for Stan Caldwell Motion passed by unanimous vote of the Board Members present. [4-0-1; Causey absent.] 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 Items 20 and 21. RECESS TO CLOSED SESSION The Board recessed at 1:52 p.m. to reconvene in closed session in the Caucus Room. CENTRAL CONTRA COSTA SANITARY DISTRICT April 5, 2018 Board Meeting Minutes-Book 66-Page 66 Closed Session (Not video recorded) CLOSED SESSION 20. Conference with Legal Counsel — existing litigation pursuant to Government Code Section 54956.9(d)(1). • Settle v. Central Contra Costa Sanitary District, et al., Contra Costa County Superior Case No. MSC17-01691 21. 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 RECESS TO OPEN SESSION The Board recessed at 3:18 p.m. to reconvene in open session in the Board Room. REPORT OUT OF CLOSED SESSION Item 20— No report. Item 21 — No report. ADJOURNMENT The meeting was adjourned at 3:19 p.m. I C J rm Nejedly President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California CENTRAL CONTRA COSTA SANITARY DISTRICT April 5, 2018 Board Meeting Minutes-Book 66-Page 67 COUNTERSIGNED: Katie Yount' Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California