Loading...
HomeMy WebLinkAbout02.b. Approve draft minutes of 04-26-18 Special Board Meeting Page 1 of 10 Item 2.b. 1 Central Contra Costa Sanitary District May 17, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: APRIL 26, 2018 SPECIAL BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. Stratedc Plan Tie-In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness ATTACHMENTS: 1. Draft Minutes of Special Meeting 04-26-18 May 17, 2018 Regular Board Meeting Agenda Packet- Page 10 of 534 Page 2 of 10 CENTRAL SAN CENTRAL •NTRA COSTA SANITARY DISTRICT 5019 • MINUTES* BOARD OF DIRECTORS: JAMES A.NEJEDLY President SPECIAL BOARD MEETING DAVID R. WILLIAMS President Pro Tent Board Room p PAUL CAUSEY Thursday, Aril 26, 2010 MICHAEL R.MCGILL p TAD J.PILECKI 1:30 p.m. DRAFT Open Session — Board Room (Video recorded) ROLL CALL A special meeting of the Board of Directors was called to order by President Nejedly at 1:36 p.m. Secretary of the District Katie Young, assisted by Honorary Secretary of the District Pepper Amell, called roll: PRESENT.- Members: Causey, McGill, Pilecki, Williams, Nejedly 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. AWARDS AND PRESENTATIONS 1. Preview new Central San public service video "Lifecycle of a Paint Can" starring Cassidy Henry, daughter of Senior Environmental Compliance Inspector Colleen Henry These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. May 17, 2018 Regular Board Meeting Agenda Packet- Page 11 of 534 Page 3 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 26, 2018 Special Board Meeting Minutes - Page 2 Communications and Intergovernmental Relations Manager Emily Barnett noted that a number of children were present at the meeting as part of Bring a Child to Work Day. She introduced Cassidy Henry and previewed the video for the Board and audience. BOARD ACTION: Previewed the video. CONSENT CALENDAR 2. Approve the following: a. April 5, 2018 Board meeting minutes BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to adopt Item No. 2.a. on the Consent Calendar as recommended. Motion passed by the following vote: AYES: McGill, Nejedly, Pilecki, Williams NOES: None ABSTAIN: Causey 3. Adopt revisions to Board Policy No. BP 013 — Standing Committee Protocols, Guidelines and Charters 4. Adopt Resolution No. 2018-007 outlining the salary and benefits for the unrepresented at-will positions and rescinding Resolution No. 2016-036 BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to adopt Item Nos. 3 and 4 on the Consent Calendar as recommended. Motion passed by unanimous vote. PUBLIC HEARINGS 5. Conduct a public hearing to consider whether or not to reduce the 7 percent Sewer Service Charge (SSC) rate increase previously approved for Fiscal Year 2018-19 Director of Finance & Administration- Finance Administration Phil Leiber reviewed the presented included with the agenda material. Member Pilecki asked what the rate increase prediction would be through the next 10 years. Mr. Lieber stated that the predication would be to start at 7% and decline through the years. District Counsel Kent Alm confirmed that if the Board chose not to reduce the previously approved rate increase there would be no need for action on the part of the Board. May 17, 2018 Regular Board Meeting Agenda Packet- Page 12 of 534 Page 4 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 26, 2018 Special Board Meeting Minutes - Page 3 President Nejedly opened the public hearing at 1:57 p.m. Hearing no comments he closed the public hearing. Member Williams stated that staff was able to reduce the level of capital spending and still met all requirements; therefore, he was comfortable with the 7 percent increase. Member Pilecki stated that prior to imposing the rate increase for the next fiscal year, the Board did consider a flat budget as part of the discussion. Member McGill stated that as time has gone by the budget has gotten better and there is less dollars needed to borrow. He complimented staff for moving forward in the right direction. BOARD ACTION: The Board took no action, leaving in place the 7 percent SSC rate increase that was approved in April 2017. President Nejedly advised that he and Mr. Alm, needed to leave at 2:30 p.m., at which time President Pro Tem Williams will chair the meeting. OTHER BOARD ACTION ITEMS 6. Receive follow-up information requested at March 15, 2018 Board meeting regarding payment of stipends, and conclude annual public review of Board Member compensation and benefits Mr. Bailey reminded the Board that staff had provided in the agenda materials in response to the information requested at the March 15 Board meeting and that staff and Mr. Alm were available to respond to any questions. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to leave compensation and benefits unchanged. Motion passed by the following vote: AYES: McGill, Nejedly, Pilecki, Williams NOES: Causey ABSTAIN: None Member Causey stated that he believes Board Members need to look at reducing the stipend and consider other options. He is not in favor of leaving board compensation where it stands. 7. Authorize the General Manager to include final design services to the professional engineering services agreement with Black & Veatch Corporation for the Solids Handling Facility Improvements, District Project 7348, at a cost not to exceed $5.9 million May 17, 2018 Regular Board Meeting Agenda Packet- Page 13 of 534 Page 5 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 26, 2018 Special Board Meeting Minutes- Page 4 Director of Engineering and Technical Services Jean-Marc Petit reviewed the presentation included with the agenda material. Member Pilecki asked if Black & Veatch Corporation (B&V) was the only consultant to submit a proposal for the final design. Mr. Petit responded that there were several consultants that submitted for preliminary design but that only B&V submitted for the final design. There was a discussion on complying and meeting health measures. Mr. Bailey advised the Board that with the approval of the services agreement, the District will be moving forward to meeting compliance with future air regulations to the extent new rules are implemented in the future. Roger Parra from Degenkolb, reviewed the solids conditioning building and multiple hearth furnace descriptions and provided the Board with the seismic deficiencies for both the furnace and solids conditioning building and the recommended improvements included in the agenda materials. At 2:28 p.m. President Nejedly and Mr. Alm left the meeting. Environmental & Regulatory Compliance Division Manager Lori Schectel reviewed the Solids Handling Project Regulatory Drivers as included in the agenda materials. President Pro Tem Williams stated that the Position Paper mentioned that when the health risk assessment is conducted it may be required to replace the wet scrubber but that the District is planning on replacing it despite the future assessment. Ms. Schectel stated yes that they are many drivers in recommending the replacement of the air emission control equipment at this time. President Pro Tem Williams inquired if the issue Rule 129 related to mercury was resolved. Associate Engineer Rita Cheng responded that the District is meeting all current regulations regarding mercury. Mr. Petit concluded the presentation with a summary of improvements and associated benefits of the project for Central San. Member Pilecki opined that the percentage for design cost seemed high compared to ASCE metrics. Mr. Petit stated that the project is a complicated retrofit construction project, in a multi-story industrial facility and includes major electrical, instrumentations and controls upgrades. Mr. Petit stated that, according to the latest edition of ASCE manuals and Reports on Engineering Practice No. 45, the old ASCE A curve metrics are not a good metric for this project. He noted that the District does not have record facility construction drawings as well, so the percentage is commensurate to the level of effort for this project. Member Causey requested clarification on the fee, asking if additional fees were to be expected to complete the project. Mr. Petit confirmed that the current request is May 17, 2018 Regular Board Meeting Agenda Packet- Page 14 of 534 Page 6 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 26, 2018 Special Board Meeting Minutes - Page 5 indeed for final design. A future request for consulting services during construction and for construction management will be presented at the time the project is presented to the Board for construction. Member Causey advised that the Engineering & Operations Committee reviewed this project and recommended Board approval. President Pro Tem Williams inquired about the record drawings issue. Mr. Petit stated that establishing record drawings for the facility has been an ongoing challenge for staff. With every new project, the District requires the contractor and consultant to provide record as-constructed drawings during and at completion of each new project. BOARD ACTION: Motion was made by Member McGill and seconded by Member Causey to authorize the General Manager to include final design services to the professional engineering services agreement with Black & Veatch Corporation for the Solids Handling Facility Improvements, District Project 7348 at a cost not to exceed $5.9 million. Motion passed by the following vote: AYES: Causey, McGill, Pilecki, Williams NOES: None ABSENT: Nejedly 8. Receive Strategic Plan for Fiscal Years 2018-20 Management Analyst Christina Gee reviewed the presentation included with the agenda material. Member Pilecki stated that after reviewing the metrics he was glad to see that staff is stretching their goals and making them tougher to meet each year. Member McGill appreciated staff making and completing stretch goals. He noted that he asked for highlight-strikeout to be presented and it made it much easier to follow and stated that a lot of work was accomplished. Member Causey stated that the Strategic Plan is a good document but needs to be developed more in performance evaluations and he would like to see significant improvement in the next plan. He would like to index sustainability, use of energy, and cost per liner foot for cleaning and operating the collection system. BOARD ACTION: Received the Strategic Plan for Fiscal Years 2018-20. REPORTS AND ANNOUNCEMENTS 9. General Manager— Announcements a. Announcements — April 26, 2018 May 17, 2018 Regular Board Meeting Agenda Packet- Page 15 of 534 Page 7 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 26, 2018 Special Board Meeting Minutes- Page 6 1) FEMA Cost Recovery Expected — Emergency costs for Miner Road incident in Orinda 2) Director of Engineering and Technical Services to attend IFAT-2018 Conference in Munich, Germany in May 2018 3) GIS Analyst to attend the Cityworks Conference in Salt Lake City in May 2018 4) Central San Citizens Academy Final Session on May 1, 2018 5) Update on Local Area Formation Commission (LAFCO) Election to fill Special District Representative Regular and Alternate Seats for four- yearterm 6) General Manager Authorized Contracts, Agreements, Etc. - First Quarter 2018 BOARD ACTION: Received the announcements. 10. Counsel for the District - No report. 11. Secretary of the District Ms. Young announced that there will be no closed session regarding Item Nos. 15 and 16 as those were held during a special meeting earlier in the day. BOARD ACTION: Received the announcements. 12. Board Members — Committee Minutes a. April 10, 2018 —Administration Committee — Chair McGill and Member Williams 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 Causey • March 16, 2018 — Liaison meeting with Supervisor Candace Andersen b. Member McGill • April 5, 2018 — Contra Costa County Mayors' Conference hosted by the City of EI Cerrito • April 16, 2018 — California Special Districts Association — Contra Costa Chapter meeting (CCSDA) in Martinez May 17, 2018 Regular Board Meeting Agenda Packet- Page 16 of 534 Page 8 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 26, 2018 Special Board Meeting Minutes- Page 7 • April 25, 2018 — Industrial Association of Contra Costa County (IACCC) Forum in Pleasant Hill Member McGill also 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. 14. 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) In absence of Mr. Alm, Ms. Young announced in her report that there would be no closed session. RECESS TO CLOSED SESSION No closed session occurred. Closed Session (Not video recorded) CLOSED SESSION 15. Conference with Legal Counsel — existing litigation pursuant to Government Code Section 54956.9(d)(1). May 17, 2018 Regular Board Meeting Agenda Packet- Page 17 of 534 Page 9 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 26, 2018 Special Board Meeting Minutes - Page 8 • Contra Costa County Deputy Sheriffs Association, et al. v. Contra Costa County Employees'Retirement Association (CCCERA), et al., Court of Appeal, 1 st Appellate District, Division Four, Case No. A141913 16. 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 No closed session occurred. REPORT OUT OF CLOSED SESSION No closed session occurred. ADJOURNMENT The meeting was adjourned at 3:12 p.m. James A. Nejedly President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Katie Young Secretary of the District Central Contra Costa Sanitary District May 17, 2018 Regular Board Meeting Agenda Packet- Page 18 of 534 Page 10 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 26, 2018 Special Board Meeting Minutes- Page 9 County of Contra Costa, State of California May 17, 2018 Regular Board Meeting Agenda Packet- Page 19 of 534