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HomeMy WebLinkAbout01.a. Approve July 19, 2018 Board meeting minutes Page 1 of 9 Item I.a. ENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT August 2, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: JULY 19, 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 - Build external customer relationships and awareness ATTACHMENTS: 1. Draft Board Minutes 07-19-18 August 2, 2018 Regular Board Meeting Agenda Packet- Page 5 of 253 Page 2 of 9 ENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9AS53-A392 MINUTES* BOARD OF DIRECTORS: JAMES A.NEJEDLY President REGULAR BOARD MEETING DA VID R. WILLIAMS President Pro Tern Board Room PAUL H.CAUSEY Thursday, July 19, 2018 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, Pilecki, Williams, Nejedly ABSENT. Members: McGill (present for Closed Session Item 18 only, via teleconference) PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. INTRODUCTIONS 1. New employees: • Dmitry Abramov, Information Technology Analyst I in the Administration Department/Information Technology Division, effective July 2, 2018 • Joel Rogge, Construction Equipment Operator in the Operations Department/Collection System Operations Division, effective July 9, 2018 2. Fall 2018 Intern Students BOARD ACTION: Welcomed new employees and intern students. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. August 2, 2018 Regular Board Meeting Agenda Packet- Page 6 of 253 Page 3of9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 19, 2018 Board Meeting Minutes- Page 2 PUBLIC COMMENT PERIOD No comments. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. CONSENT CALENDAR 3. Approve the following: a. July 5, 2018 Regular Board meeting minutes 4. Adopt proposed revisions to Board Policy No. BP 025 - Naming of District Facilities 5. Adopt proposed revisions to Board Policy No. BP 026 - Legislative Advocacy 6. Confirm publication of summaries of uncodified Ordinance Nos. 301 and 302 adopting uncodified schedules of (1) capacity fees, rates and charges, and (2) environmental and development-related fees and charges 7. Set a public hearing for August 16, 2018 at 1:30 p.m. to receive comments on confirming and levying final assessments for South Jackson Way Contractual Assessment District (CAD) No. 2016-1 in Alamo, directing that the Fiscal Year 2018- 19 assessments be collected on the Contra Costa County tax roll; and considering adoption of an ordinance (uncodified) to establish reimbursement fees for the properties which could directly connect to Job 6602 (CAD No. 2016-1) 8. Authorize the General Manager to execute professional engineering services agreements with JDH Corrosion Consultants, Inc. and Alisto Engineering Group in an amount not to exceed $150,000 each to provide On-Call Corrosion Engineering Services for District Projects 9. Authorize the advertisement to receive bids for construction of the Server Room Relocation, District Project 8243, and Plant Operations Building Seismic Upgrades, District Project 7362 President Nejedly said he had received requests that Items 5 and 9 be pulled for discussion. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Causey to adopt Items 3-4 and 6-8 on the Consent Calendar. Motion passed by the following vote: AYES: Members: Causey, Pilecki, Williams, Nejedly NOES: Members: None ABSENT: Members: McGill August 2, 2018 Regular Board Meeting Agenda Packet- Page 7 of 253 Page 4 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 19, 2018 Board Meeting Minutes- Page 3 With regard to Item 5, Member Pilecki asked for clarification on how the legislative advocacy policy relates to proposed constitutional amendments and ballot measures. District Counsel Kent Alm reminded the Board that the District is unable to spend public funds regarding voter based constitutional amendments and ballot measures. Member Pilecki suggested developing a Board policy for ballot measures. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Causey to adopt Item 5 on the Consent Calendar. Motion passed by the following vote: AYES: Members: Causey, Pilecki, Williams, Nejedly NOES: Members: None ABSENT: Members: McGill With regard to Item 9, Member Pilecki stated that the Board already authorized the Server Room Relocation and Seismic Upgrades project when it approved the Fiscal Year 2018-19 Capital Improvement Budget, which allowed staff to proceed with the budgeted projects; therefore, the General Manager already has the authority to advertise them. He noted that the Board will have an opportunity to approve or disapprove of any projects at time of award. Mr. Bailey advised that this item was brought to the Engineering & Operations Committee, and in this instance the Committee requested authorization from the Board to advertise the project. Member Causey, as Chair of the Engineering & Operations Committee, expressed concern about not getting complete information regarding the project until the award of the contract and believes the Board should understand the value, cost and impact of the project before going out to bid. Member Pilecki opined that the current capital improvement program process is adequate, and any changes should be revisited by the Board, stating that the current practice of advertising should not be changed. President Nejedly concurred. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Nejedly to take no action on Item 9 on the Consent Calendar and instead continue advertising projects under the existing General Managers' authority. Motion passed by the following vote: AYES: Members: Pilecki, Williams, Nejedly NOES: Members: Causey ABSENT: Members: McGill August 2, 2018 Regular Board Meeting Agenda Packet- Page 8 of 253 Page 5of9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 19, 2018 Board Meeting Minutes- Page 4 PUBLIC HEARINGS 10. Conduct public hearing to consider placing the following charges for Fiscal Year 2018-19 on the Contra Costa County tax roll for collection: • Sewer Service Charges • Capacity Use Charges • Assessments for Contractual Assessment Districts and Alhambra Valley Assessment Districts • Charges for other fee installment payment programs Resolution No. 2018-014 for adoption President Nejedly opened the public hearing. There being no members of the public present, the public hearing was closed. Senior Engineer Thomas Brightbill briefly reviewed the reasons for placing the charges on the tax roll for collection and explained that the Sewer Service Charges and Capacity Use Charges have been the subject of extensive discussion at prior Board meetings and workshops. BOARD ACTION: Motion was made by Member Williams and seconded by Member Pilecki to conduct the public hearing and adopt Resolution No. 2018- 014. Motion passed by the following vote: AYES: Members: Causey, Pilecki, Williams, Nejedly NOES: Members: None ABSENT: Members: McGill REPORTS AND ANNOUNCEMENTS 11. General Manager— Reports a. Receive informational list of pending Board and Standing Committee future agenda items BOARD ACTION: Received the list. b. Update on PG&E CCTV (closed circuit television) inspections Planning and Development Services Division Manager Danea Gemmell reviewed the presentation included with the agenda material. There was a discussion on the cross-bore system and prevention. Member Pilecki inquired how soon after installation of a line can sewer closed circuit television (CCTV) inspection take place. PG&E Representative Hallie Fitzsimmons stated that the CCTV is typically performed within a week after new construction of a gas line, although from initial access of the line by the August 2, 2018 Regular Board Meeting Agenda Packet- Page 9 of 253 Page 6 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 19, 2018 Board Meeting Minutes- Page 5 contractor and notification of completion, it can take about up to a month to complete the job. However, If a pre-camera inspection does not take place such as in an emergency repair, PG&E requires contractors to CCTV the project within 24-72 hours after completion of the work. Member Pilecki asked if PG&E would be liable if an overflow were to occur. Ms. Fitzsimmons responded yes and that PG&E would back charge for repairs. BOARD ACTION: Received the update. C. Receive recap of Central San Academy Spring 2018 Session Management Analyst Christina Gee reviewed the presentation included with the agenda material. BOARD ACTION: Received the recap. 12. General Manager—Announcements a. Announcements — July 19, 2018 1) California Association of Sanitation Agencies (CASA) Northern California Asset Management Workshop to be held at Central San on September 18 2) Reimbursement Fees No Longer Being Collected for Expired Accounts 3) Election Results for the Recent LAFCO Countywide Redevelopment Agency Oversight Board 4) General Manager Authorized Contracts, Agreements, Etc. - Second Quarter 2018 5) Update on Personnel Actions from January - June 2018 BOARD ACTION: Received the announcements. 13. Counsel for the District No report. 14. Secretary of the District Ms. Young announced the following upcoming Committee meetings: Finance— Tuesday, July 24 at 2:00 p.m. August 2, 2018 Regular Board Meeting Agenda Packet- Page 10 of 253 Page 7of9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 19, 2018 Board Meeting Minutes- Page 6 Ms. Young also announced that the 2018 Election Nomination/Filing Period opened on July 16 and will close August 10, unless extended by five days for non- incumbents only. BOARD ACTION: Received the announcements. 15. Board Members — Committee Minutes a. July 9, 2018 — Engineering & Operations Committee — Chair Causey and Member McGill b. July 10, 2018 —Administration Committee — Chair McGill and Member Williams BOARD ACTION: Received the Committee minutes. 16. 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 • July 10, 2018 - Liaison meeting with Town of Danville officials • July 10, 2018 - Liaison event: Dublin San Ramon Services District (CSRSD)/Zone 7 presentation to San Ramon City Council regarding regional water supply Member Pilecki - No report. Member Williams - No report. President Nejedly_ - No report. BOARD ACTION: Received the reports and announcements. 17. 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. August 2, 2018 Regular Board Meeting Agenda Packet- Page 11 of 253 Page 8of9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 19, 2018 Board Meeting Minutes- Page 7 REQUESTS FOR FUTURE AGENDA ITEMS Member Pilecki requested a Board policy be created regarding ballot measures. Members Causey and Nejedly did not agree; therefore, the request was not supported by a majority of the Board. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) Mr. Alm announced that a closed session would be held for Items 18 and 19. RECESS TO CLOSED SESSION The Board recessed at 2:25 p.m. to reconvene in closed session in the Caucus Room. Closed Session (Not video recorded) CLOSED SESSION 18. Personnel matters pursuant to Government Code Section 54957(b)(1) - Performance Evaluations for following members of Executive Management Team: General Manager, Secretary of the District, and District Counsel Teleconference Location: Board Member McGill participated by teleconference for Closed Session Item 18 from National University, 11255 N. Torrey Pines Road, Room TPS 222, La Jolla, CA 92037. The teleconferencing location was appropriately noticed and posted, and the teleconferencing conducted, in compliance with California Government Code Section 54953. 19. Conference with labor negotiators pursuant to Government Code Section 54957.6: District Negotiators: • I EDA • 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 August 2, 2018 Regular Board Meeting Agenda Packet- Page 12 of 253 Page 9of9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 19, 2018 Board Meeting Minutes- Page 8 RECESS TO OPEN SESSION The Board recessed at 4:03 p.m. to reconvene in open session in the Board Room. REPORT OUT OF CLOSED SESSION None. ADJOURNMENT The meeting was adjourned at 4:04 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 August 2, 2018 Regular Board Meeting Agenda Packet- Page 13 of 253