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Home My WebLink About03.a. Approve minutes of 06-07-18 Board meeting Page 1 of 10 Item 3.a. CENTRALSAN CENTRAL CONTRA COSTA SANITARY DISTRICT June 21, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JUNE 7, 2018 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 Regular Meeting 06-07-18 June 21, 2018 Regular Board Meeting Agenda Packet- Page 7 of 156 Page 2 of 10 CENTRAL SAN CENTRAL •NTRA COSTA SANITARY DISTRICT 5019 • MINUTES* BOARD OF DIRECTORS: JAMES A.NEJEDLY President REGULAR BOARD MEETING DAVID R. WILLIAMS President Pro Tent Board Room p PAUL CAUSEY Thursday, June 7, 2010 MICHAEL R.MCGILL TAD J.PILECKI 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 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 of the 2018 Award of Distinction-Excellence in Graphic Design, Photography and Visualization from the California Association of Public Information Officials (CAPIO) for the Beneath The Mask photograph These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. June 21, 2018 Regular Board Meeting Agenda Packet- Page 8 of 156 Page 3 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT June 7, 2018 Board Meeting Minutes -Page 2 Communications and Intergovernmental Relations Manager Emily Barnett showed the Board Central San's new award-winning photo taken by Media Production Technician Joe Zumbo. BOARD ACTION: Ms. Barnett presented the award to President Nejedly. 2. Presentation of the Excellence in Departmental Practice award from Cityworks Senior Engineer Dana Lawson presented the "Excellence in Departmental Practice" award that Central San recently received from Cityworks; the software vendor for the new computerized maintenance management system that the Asset Management group implemented for the Collection System Operations and Plant Maintenance Divisions. BOARD ACTION: Ms. Lawson presented the award to President Nejedly. CONSENT CALENDAR 3. Approve the following: a. May 17, 2018 Regular Board meeting minutes b. May 29, 2018 Special Board meeting minutes (closed session) 4. Receive April 2018 Financial Statements and Investment Reports 5. Receive Internal Audit Report on Purchasing Card Transactions for calendar year 2017 6. Adopt Resolution No. 2018-010 calling for November 6, 2018 election, requesting consolidation of the District election with the statewide election, setting forth District requirements for Candidate Statements, soliciting an option for addressing tie votes, and directing the Secretary of the District to file the resolution with the Elections Department and County Board of Supervisors 7. Confirm publication of summary of Ordinance No. 300 revising District Code Chapter 2.36.010 and establishing informal bidding procedures under the Uniform Public Construction Cost Accounting Act (UPCCAA) 8. Adopt proposed new Board Policy No. BP 034 — Reporting Protocol for Ethics Hotline 9. Authorize the General Manager to execute a three-year permit contract with Acme Fill Corporation (Acme) for discharge of treated landfill leachate from the Acme landfill located in Martinez, California through June 30, 2021 June 21, 2018 Regular Board Meeting Agenda Packet- Page 9 of 156 Page 4 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT June 7, 2018 Board Meeting Minutes -Page 3 BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to adopt the Consent Calendar as recommended. Motion passed by unanimous vote. PUBLIC HEARINGS 10. Conduct a public hearing to receive public comment and consider adopting ordinances as follows: • Uncodified Ordinance No. 301 - Amending the Schedule of Capacity Fees, Rates, and Charges, replacing Ordinance No. 296 in accordance with District Code Chapter 6.12, effective July 1, 2018; and • Uncodified Ordinance No. 302 - Amending the Schedule of Environmental and Development-Related Fees and Charges, replacing Ordinance No. 297 in accordance with District Code Chapter 6.30, effective July 1, 2018 Senior Engineer Thomas Brightbill reviewed the presentation included with the agenda material. President Nejedly opened a single public hearing for Item 10. There being no members of the public present, the public hearing was closed. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to adopt Uncodified Ordinance No. 301 and make necessary findings to replace the "Schedule of Capacity Fees, Rates, and Charges" adopted pursuant to Ordinance No. 296 in accordance with District Code Chapter 6.12, effective July 1, 2018. Motion passed by unanimous vote. BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to adopt Uncodified Ordinance No. 302 and make necessary findings to replace the "Schedule of Environmental and Development-Related Fees and Charges" adopted pursuant to Ordinance No. 297 in accordance with District Code Chapter 6.30, effective July 1, 2018. Motion passed unanimous vote. 11. Conduct a public hearing to receive public comment and consider adopting the Fiscal Year (FY) 2018-19 District Budget for the following funds: Operations and Maintenance (O&M), Capital Improvement, Self-Insurance, and Debt Service General Manager Roger S. Bailey said there would be no presentation on the above budget because it was explained at the May 17, 2018 Board meeting. However, he said staff was available to respond to questions. Member Pilecki stated that although there would be little deliberation on the budget item at this meeting, many hours were spent over the last six months between staff June 21, 2018 Regular Board Meeting Agenda Packet- Page 10 of 156 Page 5 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT June 7, 2018 Board Meeting Minutes -Page 4 and Board Members reviewing budget projections and the budget itself. President Nejedly concurred. Member McGill agreed with Members Pilecki and Nejedly and complimented Mr. Bailey and staff on completion of the budget and the thorough presentation given at the May 17 meeting. President Nejedly opened the public hearing to consider adoption of the FY 2018-19 District Budget. There being no members of the public present, the public hearing was closed. a. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to find that the FY 2018-19 District Budget is exempt from the California Environmental Quality Act (CEQA). Motion passed by unanimous vote. As Executive Director of BACWA, Member Williams recused himself from the following action and exited the Board Room. b. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to approve and adopt those portions of the FY 2018-19 District Budget related to BACWA, specifically, the cost of $462,000. Motion passed by unanimous vote of the Board Members present. [4-0-1; Williams absent.] Member Williams returned to the Board Room. C. BOARD ACTION: Motion was made by Member Williams and seconded by Member McGill to adopt the: • Remaining portion of the FY 2018-19 O&M Budget, apart from the BACWA costs; • FY 2018-19 Capital Improvement Budget; • FY 2018-19 Self-Insurance Budget; and • FY 2018-19 Debt Service Budget; Motion passed by unanimous vote. d. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to authorize the General Manager to renew the District's expiring: • Excess liability insurance for a premium not to exceed $420,000; and • Property insurance for a premium not to exceed $150,000. Motion passed by unanimous vote. June 21, 2018 Regular Board Meeting Agenda Packet- Page 11 of 156 Page 6 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT June 7, 2018 Board Meeting Minutes -Page 5 12. Conduct a public hearing to receive public comment and consider adopting Resolution No. 2018-011 authorizing the General Manager, or his designee, to lease portions of the eastern 18.2 acres of the Kiewit property (APN 159-140-051) for a period not to exceed 10 years, and declare the property as unneeded for District purposes during the terms of the leases Mr. Bailey said that no presentation was planned on the above item but staff was available to respond to questions. President Nejedly opened the public hearing. There being no members of the public present, the public hearing was closed. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to adopt Resolution No. 2018-111 authorizing the General Manager, or his designee, to lease portions of the eastern 18.2 acres of the Kiewit property (APN 159-140-051) for a period not to exceed 10 years, and declare the property as unneeded for District purposes during the terms of the leases. Motion passed by unanimous vote. OTHER BOARD ACTION ITEMS 13. Review and approve expenditures dated June 7, 2018 Member Causey recused himself from voting on this item because he has consulted for recipients of several checks on the expenditures list on matters unrelated to Central San. He exited the Board Room. President Nejedly called for a vote on the item. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to approve the expenditures dated June 7, 2018. Motion passed by unanimous vote of the Board Members present. [4-0-1; Causey absent.] Member Causey re-entered the Board Room. 14. Authorize the General Manager, or his designee, to enter into a one-year lease with Liedstrand Landscape Construction, Inc. on a 0.75-acre portion of the Kiewit property (APN 159-140-051), with an option to extend for up to five additional years President Nejedly expressed concern about the dry grass and homeless in the area of the Kiewit property. Planning and Development Services Division Manager Danea Gemmell advised that staff has been working on those issues and the police are helping patrol the area. Member McGill stated that he is happy Central San is able to find a productive use for another piece of land to help local businesses and receive some revenue from unneeded land. June 21, 2018 Regular Board Meeting Agenda Packet- Page 12 of 156 Page 7 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT June 7, 2018 Board Meeting Minutes -Page 6 Member Pilecki inquired about the CalTrans project to widen Highway 4 and its effects on leasing the remaining property. Ms. Gemmell stated that Central San's land would have no impacts. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to authorize the General Manager, or his designee, to enter into a one-year lease with Liedstrand Landscape Construction, Inc. on a 0.75- acre portion of the Kiewit property (APN 159-140-051), with an option to extend for up to five additional years. Motion passed by unanimous vote. LEGISLATIVE MATTERS 15. Receive update on pending legislative matters Ms. Barnett provided an update to the Board on legislative matters. Ms. Barnett also informed the Board that in late May a state constitutional amendment (ACA 31) was submitted for comment. This amendment would prohibit employees of government agencies to earn more than the Governor (estimated salary over$173,000). Staff recommended opposing this position. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Nejedly to oppose constitutional amendment ACA 31. Motion passed by unanimous vote. REPORTS AND ANNOUNCEMENTS 16. General Manager— Reports a. Receive introduction to the Energy Recovery and Blower Replacement Project Director of Engineering & Technical Services Jean-Marc Petit reviewed the presentation included with the agenda material and responded to numerous questions from the Board Members regarding the pre-design, technology and condition assessment. BOARD ACTION: Received the introduction and provided input to staff. 17. General Manager— Announcements No announcements were included with the agenda packet, but Mr. Bailey made the following announcement at the meeting: June 21, 2018 Regular Board Meeting Agenda Packet- Page 13 of 156 Page 8 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT June 7, 2018 Board Meeting Minutes-Page 7 a) The Board Members were provided with a copy of the final Fiscal Years 2018- 20 Strategic Plan. He also thanked staff for its efforts in developing and finalizing the document. 18. Counsel for the District No report. 19. Secretary of the District Ms. Young announced the following upcoming Committee meetings: Engineering & Operations— Monday, June 11 at 9:00 a.m. Administration — Tuesday, June 12 at 8:30 a.m. Engineering & Operations (Special) — Wednesday, June 20 at 9:30 a.m. Real Estate, Environmental & Planning— Wednesday, June 20 at 2:00 p.m. BOARD ACTION: Received the announcements. 20. Board Members — Committee Minutes a. May 16, 2018 — Real Estate, Environmental & Planning Committee — Chair Causey and President Nejedly b. May 21, 2018 — Finance Committee — President Nejedly and Member Pilecki C. May 29, 2018 — Administration Committee — Chair McGill and Member Williams BOARD ACTION: Received the Committee minutes. 21. 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 • May 18, 2018 — Board Liaison Event — Southern Area Briefing in San Ramon • June 5, 2018 — Board Liaison Event — Presentation to the Alamo Municipal Advisory Council (MAC) in Alamo Member McGill • June 5, 2018 — East Bay Leadership Series Part 3 — Beyond Labels in the Workplace, in San Ramon Member McGill provided a written report covering his announcements and other meetings. June 21, 2018 Regular Board Meeting Agenda Packet- Page 14 of 156 Page 9 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT June 7, 2018 Board Meeting Minutes -Page 8 Member Pilecki Member Pilecki stated that he attended the recent East Bay Municipal Utility District (EBMUD) briefing given by John Coleman which included a discussion about diverting raw water for DERWA (Dublin San Ramon Services District/EBMUD Water Authority) needs. He also advised that staff is working on setting up liaison presentations for the Town of Clayton and City of Concord. Member Williams — No report. President Nejedly — No report. BOARD ACTION: Received the reports and announcements. 22. 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 23. RECESS TO CLOSED SESSION The Board recessed at 2:53 p.m. to reconvene in closed session in the Caucus Room. Closed Session (Not video recorded) CLOSED SESSION 23. Conference with labor negotiators pursuant to Government Code Section 54957.6: District Negotiators: • IEDA June 21, 2018 Regular Board Meeting Agenda Packet- Page 15 of 156 Page 10 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT June 7, 2018 Board Meeting Minutes -Page 9 • 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 4:12 p.m. to reconvene in open session in the Board Room. REPORT OUT OF CLOSED SESSION None. ADJOURNMENT The meeting was adjourned at 4:13 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 21, 2018 Regular Board Meeting Agenda Packet- Page 16 of 156