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HomeMy WebLinkAbout03.a. Approve minutes of 05-17-18 Regular Board meeting Page 1 of 9 Item 3.a. 1 Central Contra Costa Sanitary District June 7, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: MAY 17, 2018 REGULAR 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 Regular Meeting 05-17-18 June 7, 2018 Regular Board Meeting Agenda Packet- Page 10 of 446 Page 2 of 9 CENTRAL SAN CENTRAL CONTRA COSTA • MINUTES* BOARD OF DIRECTORS: JAMES A.NEJEDLY President REGULAR BOARD MEETING DAVID R. WILLIAMS President Pro Tem Board Room PAUL CAUSEY Thursday, May 17, 2018 MICHAEL R.MCGILL TAD J PILECKI 1:30 p.m. CRAFT Open 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: 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. Presentation by the following student winner of the Contra Costa County Science & Engineering Fair - Excellence in Water, Wastewater and Recycled Water Research Award: These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. June 7, 2018 Regular Board Meeting Agenda Packet- Page 11 of 446 Page 3 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT May 17, 2018 Regular Board Meeting Minutes - Page 2 • Srisai Nachuri, junior at Dougherty Valley High School in San Ramon - Second Place, Senior Division: "Photo-Assisted Reduction Catalysis and Wastewater Microbial Fuel Cells" Mr. Nachuri provided a short presentation to the Board on his findings during his research of Microbial Fuel Cells. BOARD ACTION: Received the presentation and presented the award. CONSENT CALENDAR 2. Approve the following: a. April 26, 2018 Special Board meeting minutes (closed session only) b. April 26, 2018 Special Board meeting minutes C. May 3, 2018 Regular Board meeting minutes 3. Accept the 2018 Wastewater Utility Service Capacity/Demand Report and adopt Resolution No. 2018-009 adopting a policy and procedures regarding the provision of wastewater collection, treatment, and disposal services to residential developments with affordable housing units 4. Adopt proposed revisions to Board Policy No. BP 023 - Board Ethics and Conduct 5. Set a public hearing on June 7, 2018 at 1:30 p.m. to consider authorizing staff to execute lease agreements for the eastern 18.2 acres of the Kiewit Property (APN 159-140-051) for a period not to exceed ten years, and declare the property as unneeded for the term of the lease agreements BOARD ACTION: Motion was made by Member Causey and seconded by Member McGill to adopt the Consent Calendar as recommended. Motion passed by unanimous vote. OTHER BOARD ACTION ITEMS 6. Re-approve appointment of Ms. Twila Mullenix as a retiree temporary Human Resources Analyst and waive the 180-day waiting period. Re-approval requested in accordance with Contra Costa County Employees' Retirement Association (CCCERA) guidelines General Manager Roger Bailey stated that this item was approved at the March 15, 2018 Board meeting. However, it is being brought back to the Board since the Government Code requires that this item be approved as a stand-alone item on a public agenda and not as part of the consent calendar as it had been previously. Member Williams asked if the timing of the Ca1PERS transition would affect the 960 hours allowed per retiree if the transition process were to be delayed longer. Human Resources Manager Teji O'Malley stated that Ms. Mullenix'focus is solely on the June 7, 2018 Regular Board Meeting Agenda Packet- Page 12 of 446 Page 4 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT May 17, 2018 Regular Board Meeting Minutes - Page 3 Ca1PERS transition and her time will be scheduled accordingly. She noted that the hours reset to 960 every fiscal year. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to re-approve the appointment of Ms. Twila Mullenix as a retiree temporary Human Resources Analyst and waive the 180-day waiting period. Motion passed by unanimous vote. LEGISLATIVE MATTERS 7. Receive update on pending legislative matters and potential ballot propositions and provide direction on priority legislation This matter was taken out of order, after Item 8.b. Communications and Intergovernmental Relations Manager Emily Barnett reviewed the material included with the agenda packet and requested direction on Item No. 12 on the 2018 Central San Priority Legislation Tracking Sheet included with the agenda material (AB 2613). There was discussion on Proposition 68 regarding Bonds for the Environment, Parks and Water and Member Causey requested the Board receive a presentation on the proposition and how it may affect the District. Mr. Bailey responded that staff has requested a presentation. BOARD ACTION: Motion was made by Member Nejedly and seconded by Member Pilecki to support the staff recommendation on Item No. 12 on the 2018 Central San Priority Legislation Tracking Sheet. Motion passed by unanimous vote. REPORTS AND ANNOUNCEMENTS 8 General Manager— Reports a. Receive proposed Central San Fiscal Year 2018-19 Budget for the following funds: Operations and Maintenance, Capital Improvement, Self-Insurance, and Debt Service Director of Finance and Administration Phil Leiber and Capital Projects Division Manager Edgar Lopez reviewed the presentation included with the agenda material and responded to questions from the Board Members. There was a lengthy discussion on the unfunded pension liability and the factors for the lower amounts. Member Pilecki stated that he had several questions which he will bring to the Finance Committee next week. He also requested that the Board revisit the reserve amount for the emergency fund, currently set at $5 million. The Board June 7, 2018 Regular Board Meeting Agenda Packet- Page 13 of 446 Page 5 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT May 17, 2018 Regular Board Meeting Minutes - Page 4 agreed to have staff research emergency funds and bring information back to the Administration Committee for review. Member Williams asked if the $31.2 million committed capital projects had all been approved by the Board. Mr. Lopez advised that the designs have been approved, but not the contracts for the projects. Member Williams asked if the Board would receive more information about the energy recovery project. Mr. Bailey advised that the E&O Committee received a presentation and that will be presented to the full Board in June. Member McGill inquired about the number of staff verse the number of projects and asked what staff's main focus was during a project time period. Mr. Lopez advised that staff is more focused on project management. Member Pilecki suggested staff research value engineering for the upcoming projects included in the Capital Improvement Budget. Members McGill and Williams stated that they were not averse to value engineering, but that it depended on the projects and timing. Member Causey stated that he was undecided as staff has done extensive evaluation of project options during the pre-design phase. Mr. Bailey stated that the Board does not have to decide today on value engineering but would like to continue the conversation regarding the projects and staff is committed to produce an optimal design for savings. Member Williams complimented staff on the overall budget presentation. BOARD ACTION: Received the proposed Central San Budget for Fiscal Year 2018-19 and provided input to staff. b. Receive AgLantis 2017 Annual Report, AgLantis 2018 Business and Strategic Plan, and status update related to the CoCo San Sustainable Farm Project; and provide direction with regard to any additional information needed and the process for future evaluation of the Project for any potential District action Mr. Bailey advised the Board that per the terms of its lease, AgLantis is required to submit an Annual Report on the prior year activities and a Strategic Plan updating the Business Plan for the following three years. These two documents were received on April 1, 2018 for the CoCo San Sustainable Farm Project. Planning and Development Division Manager Danea Gemmell has assessed the Annual Report with review by District Counsel Kent Alm and provided a memo included in the packet. As it is a comprehensive review of the Project's performance, he said there was no presentation planned, but staff was available for questions. He added that staff was seeking direction from the Board on the "future of the Farm"and determination of what should be considered its first operational year. June 7, 2018 Regular Board Meeting Agenda Packet- Page 14 of 446 Page 6 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT May 17, 2018 Regular Board Meeting Minutes- Page 5 Member Williams expressed his frustration regarding the Project and suggested the first operational year date start from January 1, 2017. Member Causey agreed with the January 1 start date and distributed a list to the public and all Board Members of 13 items that need to be addressed and accomplished for him to feel more comfortable with the Project. He stated that he would like to see quarterly plans as the Project goes forward. Mr. Alm stated that there is no requirement in the current lease that refers to a quarterly plan. Mr. Bailey asked what the Board would like from staff. Member Williams suggested a table be developed with deliverables and conditions of approval, so the Board can decide if the project is properly funded and properly staffed and, if not, decide the next steps. President Nejedly stated that he voted against the Project and that staff has been dealing with it for over four years. He does not believe produce will be produced until 2024 and the homeless issue is a big concern in his opinion. He stated that he was not a fan of the annual report and believes it is not a good working relationship. Member McGill stated that he was flabbergasted with all the conditions of approval the County has demanded and asked what the best way would be to provide potable water. Member Causey and Member Williams agreed with giving AgLantis one more chance to prove that the Project is viable with a start date of January 1, 2017. Member McGill agreed. Member Causey advised that AgLantis will need to accomplish items in years one, two and three that they have yet to accomplish. Member Pilecki stated that with all the new information and restrictions now known from the County, he would suggest "throwing out"the lease and starting fresh with the proposed January 1, 2017 date and add in the revised lease agreement quarterly reports. Should AgLantis not perform the revised lease terms, then the District can terminate the lease. Mr. Bailey said it appeared to be the consensus of the Board to consider January 1, 2017 for the start of year one. He stated that with this date, staff can look at the lease requirement for years one and two, after which the Board can reassess. Mr. Alm stated that there has been a lot of discussion at the staff level regarding this Project and that one thing the Board needs to consider is that the Board clarify and communicate on behalf of the District not on the behalf of staff. He noted that the agenda today has no specific action demanded but June 7, 2018 Regular Board Meeting Agenda Packet- Page 15 of 446 Page 7 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT May 17, 2018 Regular Board Meeting Minutes - Page 6 that staff will return at a future meeting with a decision tree and more information to the full Board, including staff's recommendation, such that the Board can provide staff with direction on how they wish to proceed. President Nejedly reiterated the Board's consensus that it would like to consider January 1, 2017 as the beginning of the first year of the Project, and to receive a synopsis of what has been completed thus far under the lease agreement. Mr. Bailey stated that staff can provide a table for year one with the required accomplishments and the Board can decide whether the work completed was acceptable. Member McGill asked if an accomplishment was not completed would the District give notice and ifAgLantis would have an opportunity to correct it. Mr. Alm responded that they would have 30 days to complete it and cure any lease defaults. BOARD ACTION: Directed staff to provide the Board with a table of accomplishments starting from January 1, 2017. 9. General Manager— Announcements a. Announcements — May 17, 2018 1) Dana Lawson to present at BAYWORK Maintenance and Asset Management Workshop in Napa 2) Recap of Bring a Child to Work Day held April 26, 2018 Mr. Bailey made the following additional announcement at the meeting: 3) He will be out of the office May 18-24, 2018. BOARD ACTION: Received the announcements. 10. Counsel for the District No report. 11. Secretary of the District Ms. Young announced the following upcoming Committee meetings: Finance — Monday, May 21 at 2:00 p.m. Administration — Tuesday, May 29 at 8:30 a.m. June 7, 2018 Regular Board Meeting Agenda Packet- Page 16 of 446 Page 8 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT May 17, 2018 Regular Board Meeting Minutes - Page 7 Ms. Young also announced the upcoming Special Board meeting (closed session only) — May 29 at 3:00 p.m. BOARD ACTION: Received the announcements. 12. Board Members — Committee Minutes a. April 25, 2018 — Engineering & Operations Committee — Chair Causey and Member McGill b. April 25, 2018 — Real Estate, Environmental & Planning Committee — Chair Causey and President Nejedly C. May 7, 2018 — Engineering & Operations Committee — Chair Causey and Member McGill d. May 8, 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 Causer — No report. Member McGill • May 3, 2018 — Contra Costa County Mayors' Conference hosted by the City of Martinez Member McGill also provided a written report covering his announcements and other meetings. Member Pilecki • May 3, 2018 — Contra Costa County Mayors' Conference hosted by the City of Martinez Member Williams — No report. President Neledly — No report. BOARD ACTION: Received the reports and announcements. June 7, 2018 Regular Board Meeting Agenda Packet- Page 17 of 446 Page 9 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT May 17, 2018 Regular Board Meeting Minutes- Page 8 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 Member McGill requested information on an upcoming rule regarding breaching of personal information. Mr. Alm stated that a bill was released regarding this issue approximately three years ago, but he would research to see if there was an update. ADJOURNMENT The meeting was adjourned at 3:50 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 County of Contra Costa, State of California June 7, 2018 Regular Board Meeting Agenda Packet- Page 18 of 446