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Home My WebLink AboutBOARD MINUTES 07-25-19 (Special) _ _ I CENTRAL SAN • • . . MINUTES* BOARD OF DIRECTORS.- DAVID IRECTORS.DAVID R. WILLIAMS SPECIAL BOARD MEETING President Board Room MICHAEL R.MCGILL Thursday, July 25, 2019 President Pro Tem 1:30 p.m. PAUL H.CAUSEY JAMES A.NEJEDLY TAD J.PILEW Open Session — Board Room (Video recorded) ROLL CALL A special meeting of the Board of Directors was called to order by President Pro Tem McGill at 9:30 p.m. Secretary of the District Katie Young called roll: PRESENT. Members: Causey, Nejedly(left at 3:30 p.m.), Pilecki, McGill ABSENT.- Members: Williams PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. INTRODUCTIONS 1. New employee: • Kevin Mizuno, Finance Manager, Administration Department, Finance Division, effective July 15, 2019 BOARD ACTION: Welcomed Mr. Mizuno. 2. Fall 2019 Intern Students BOARD ACTION: Welcomed the new Intern Students. PUBLIC COMMENT PERIOD No comments. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 67— Page 115 CENTRAL CONTRA COSTA SANITARY DISTRICT July 25, 2019 Special Board Meeting Minutes-Book 67-Page 116 REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. CONSENT CALENDAR 3. Approve the following: a. July 11, 2019 Special Board meeting minutes (tour) b. July 11, 2019 Special Board meeting minutes 4. Adopt (1) Resolution of Intention No. 2019-038 to initiate the formation of the Cordell Drive West Contractual Assessment District (CAD) No. 2019-1 for the purpose of installing sewer improvements on Cordell Drive and Cordell Court in Danville, and (2) Resolution No. 2019-039 approving the boundary for the proposed CAD BOARD ACTION: Motion was made by Member Causey and seconded by Member Nejedly to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board Members present. [4-0; Williams absent.] PUBLIC HEARINGS 5. Conduct public hearing to consider placing the following charges for Fiscal Year 2019-20 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. 2019-040 for adoption President Pro Tem McGill opened the public hearing. There being no members of the public present, the public hearing was closed. Member Pilecki stated for public knowledge that the Board has held numerous public meetings throughout the year to discuss the charges being voted on. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Causey to adopt Resolution No. 2019-040. Motion passed by unanimous vote of the Board Members present. [4-0; Williams absent.] CENTRAL CONTRA COSTA SANITARY DISTRICT July 25, 2019 Special Board Meeting Minutes—Book 67-Page 197 6. Conduct public hearing to consider adopting Resolution No. 2019-041 finding that, in accordance with California Public Contract Code Section 7201, the Pump Station Upgrades - Phase 1, District Project 8436, is substantially complex to justify increasing the construction contract retention amount from five percent to ten percent Capital Projects Division Manager Edgar Lopez reviewed the presentation included with the agenda material. President Pro Tem McGill inquired whether staff would be able to convey a message to contractors that the retention would be flexible depending on the situation, should the Board approve the 10% retention. District Counsel Kent Alm responded that a notice can be added to the contract regarding early release of funds for subcontractors. Mr. Lopez stated that the presentation highlighted the fact that this had been done in the past under the Primary Renovation Project. President Pro Tem McGill asked what the Engineering and Operations Committee recommended. Mr. Lopez responded that the Committee requested a public hearing be held to allow for public comment. President Pro Tem McGill opened the public hearing. There being no members of the public present, the public hearing was closed. Member Pilecki expressed his concern by reading the maximum useful life on equipment to be replaced as part of this project and the justification for raising the retention. General Manager Roger Bailey stated that he appreciated the concern but emphasized that staff is fiscally responsible and not only looks at the useful life of an asset but whether the design resolves the matter at hand. There was a lengthy and spirited discussion regarding usage of retention on past projects and suggestions from Board Members regarding alternatives for replacing certain assets. Director of Engineering and Technical Service Jean Marc Petit advised the Board of the alternatives and justifications of raising the retention and answered a series of questions regarding the assets. Member Nejedly clarified that the Board was voting on raising the retention, not on the actual project. President Pro Tem McGill stated that he appreciated the comments from the other Board Members but believes that staff has done an efficient job in evaluating the needs of the District. Motion was made by President Pro Tem McGill to adopt the proposed resolution finding that, in accordance with California Public Contract Code Section 7201, the Pump Station Upgrades - Phase 1, District Project 8436, is substantially complex to CENTRAL CONTRA COSTA SANITARY DISTRICT July 25, 2099 Special Board Meeting Minutes—Book 67-Page 118 justify increasing the construction contract retention amount to ten percent. Motion died for lack of second. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Causey to retain the five percent construction contract retention. Motion passed by unanimous vote of the Board Members present. [4-0; Williams absent.] REPORTS AND ANNOUNCEMENTS 7. General Manager— Report a. Report on how Central San is preparing for Pacific Gas and Electric Company's (PG&E) Public Safety Power Shutoff(PSPS) program to temporarily turn off power for safety when necessary due to extreme weather and wildfire danger Deputy General Manager Ann Sasaki reviewed the presentation included with the agenda material. There was a discussion on PG&E meeting with agencies and which tier Central San might be. Ms. Sasaki advised that staff is attempting to schedule a meeting with PG&E and stated that staff has reviewed the area maps in respect to the District's assets in case of a shutdown. Member Causey opined that wastewater and water districts should be first priority and would like more information once a meeting has occurred with PG&E. In response to multiple questions from Board Members regarding fuel storage, Ms. Sasaki stated that the District has on-call contracts for emergency situations and staff has had ongoing discussion internally about storage of fuel on site. In response to a question from Member Pilecki asking whether all staff have been trained on starting up equipment after a shutdown, Plant Operations Division Manager Alan Weer advised that since upgrades and replacement of new equipment has occurred, operators have been receiving training every other month. Member Nejedly stated that fuel storage is incredibly important. BOARD ACTION: Received the report. b. Update on Central San Student Educational Programming BOARD ACTION: Continued to the August 15, 2019 meeting. CENTRAL CONTRA COSTA SANlTARYDlSTRlCT July 25, 2099 Special Board Meeting Minutes-Book 67-Page 119 8. General Mana er—Announcements a. Announcements —July 25, 2019 1) General Manager authorized contracts, agreements, etc. — Second Quarter 2019 2) Update on personnel actions — Second Quarter 2019 3) Temporary Hiring Back of Retired Employee Jamie King General Manager Roger S. Bailey made the following announcement at the meeting: 4) Central San won the Utility of the Future Today Award from the Water Environment Federation's Technical Exhibition and Conference (WEFTEC) BOARD ACTION: Received the announcements. 9. Counsel for the District No report. 10. Secretai y of the District Ms. Young announced that she will be on vacation from July 29 through August 2. Donna Anderson, Assistant to the Secretary of the District, will take her place at the August 1, 2099 Board meeting. BOARD ACTION: Received the announcement. 11. Board Members — Committee Minutes a. July 9, 2019 —Administration Committee — President Williams and Member McGill b. July 9, 2019 — Engineering & Operations Committee — Chair Nejedly and Member Pilecki BOARD ACTION: Received the Committee minutes. 12. 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 Causev • July 11, 2019 — Contra Costa County Mayors' Conference hosted by the City of Pleasant Hill CENTRAL CONTRA COSTA SANITARY DISTRICT July 25, 2019 Special Board Meeting Minutes—Book 67-Page 120 • July 16-19, 2019 — National Association of Clean Water Agencies (NACWA) annual conference in Minneapolis Member Causey reviewed topics from the NACWA conference including the impacts of PFABs (Per-and polyfluoroalkyl substances). Mr. Petit defined the meaning of PFABs and stated that an internal task force is being created to discuss the impacts and strategies. Member McGill • July 11, 2019 — Contra Costa County Mayors' Conference hosted by the City of Pleasant Hill Member McGill also provided a written report covering his announcements and other meetings. Member Neiedly — No report. Member Pilecki • July 11, 2019 — Contra Costa County Mayors' Conference hosted by the City of Pleasant Hill President Williams —Absent. • July 15, 2019 — California Special Districts Association (CSDA) — Contra Costa Chapter joint meeting with Alameda County Chapter in San Ramon BOARD ACTION: Received the reports and announcements. 13. 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 {1)ursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Item 14. RECESS TO CLOSED SESSION The Board recessed at 3:13 p.m. to reconvene in closed session in the Caucus Room. CENTRAL CONTRA COSTA SANITARY DISTRICT July 25, 2019 Special Board Meeting Minutes-Book 67-Page 121 Closed Session (Not video recorded) CLOSED SESSION 14. 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 RECESS TO OPEN SESSION The Board recessed at 4:29 p.m. to reconvene in open session in the Board Room. REPORT OUT OF CLOSED SESSION None. ADJOURNMENT The meeting was adjourned at 4:30 p.m. Michael R. McGlil President Pro Tem of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Katie You o 'Secretary of,the District Central Contra Costa Sanitary District Courity of Contra Costa, State of California