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Home My WebLink AboutBOARD MINUTES 11-21-19 rENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-A392 MINUTES* BOARD OF DIRECTORS: DAVID R. WILLIAMS President REGULAR BOARD MEETING MICHAEL R.MCGILL Board Room President Pro Tem Thursday, November 21, 2019 PAUL CAUSEY 1:30m. JAMES A.NEJEDLY p' TAD J.PILECKI Open Session - Board Room (Video recorded) ROLL CALL A regular meeting of the Board of Directors was called to order by President Williams at 1:30 p.m. Secretary of the District Katie Young called roll: PRESENT.• Members: McGill, Nejedly, Pilecki, Williams ABSENT. Members: Causey 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. Receive renewed District Transparency Certificate of Excellence from the California Special Districts Leadership Foundation (SDLF) BOARD ACTION: SDLF Public Affairs Field Coordinator Colleen Haley presented the award to the Board. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 67- Page 181 CENTRAL CONTRA COSTA SANITARYDISTRICT November 21, 2099 Board Meeting Minutes—Book 67-Page 982 2. Receive the 2019 Achievement of Excellence in Procurement (AEP)Award from the National Procurement Institute, Inc. BOARD ACTION: Purchasing and Materials Services Manager Stephanie King presented the award to the Board. 3. Receive the Government Finance Officers Association (GFOA) Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year 2017-18 BOARD ACTION: Finance Manager Kevin Mizuno presented the award to the Board. CONSENT CALENDAR 4. Approve the following: a. November 4, 2019 Special Board meeting minutes b. November 7, 2019 Regular Board meeting minutes 5. Adopt Resolution No. 2019-072 authorizing execution of a Quitclaim Deed to Ezatollah Saiidnia, Jani Tseng, Amir Kazemi, Habibolla Saiidnia and Farzaneh Ghaffari for the property located at 1394 Walden Road in Walnut Creek, Job No. 1554 6. Authorize the General Manager to execute a one-year extension to the existing contract for legal services with Meyers Nave, effective January 1, 2020 through December 31, 2020 BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to adopt the Consent Calendar as recommended. Motion passed unanimously by those Members present. [4-0; Causey absent.] OTHER BOARD ACTION ITEMS 7. Appoint Board President for a one-year term commencing January 1, 2020 BOARD ACTION: Motion was made by Member Williams and seconded by Member Pilecki to appoint Michael McGill to serve as President for a one-year term commencing January 1, 2020. Motion passed unanimously by those Members present. [4-0; Causey absent.] 8. Appoint Board President Pro Tem for a one-year term commencing January 1, 2020 BOARD ACTION: Motion was made by Member McGill and seconded by Member Williams to appoint Tad Pilecki to serve as President Pro Tem for a CENTRAL CONTRA COSTA SANITARY DISTRICT November 21, 2099 Board Meeting Minutes—Book 67-Page 183 one-year term commencing January 1, 2020. Motion passed unanimously by those Members present. [4-0; Causey absent.] 9. Approve proposed six-year Employment Agreement with General Manager Roger S. Bailey effective November 21, 2019, which includes adjustments to certain provisions of his previous Employment Agreement, and a salary adjustment effective November 7, 2019 President Williams explained the process of the General Manager's performance evaluation including the accomplishments and goals being aligned with the strategic plan. He stated that a compensation survey was performed nationwide. BOARD ACTION: Motion was made by Member Nejedly and seconded by Member McGill to approve the proposed six-year Employment Agreement with General Manager Roger S. Bailey effective November 21, 2019, including adjustments to certain provisions of his previous Employment Agreement, and a salary adjustment effective November 7, 2019. Motion passed unanimously by those Members present. [4-0; Causey absent.] Mr. Bailey thanked the Board for their level of confidence in him and thanked the entire staff for all the hard work they have done as well. 10. Approve proposed salary and other adjustments for Secretary of the District Katherine Young as set forth in the Third Amendment to her February 11, 2018 Employment Agreement, effective November 7, 2019 BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to approve the proposed salary and other adjustments for Secretary of the District Katherine Young as set forth in the Third Amendment to her current Employment Agreement, effective November 7, 2019. Motion passed unanimously by those Members present. [4-0; Causey absent.] 11. Authorize the General Manager to: 1) increase the construction contract contingency by an additional $465,000 for the Plant Operations Building Seismic Upgrades and Server Room Relocation, District Projects 7362 and 8243; and 2) transfer$465,000 from the Capital Improvement Budget Contingency to fund these projects Director of Engineering and Technical Services Jean-Marc Petit reviewed an updated presentation from that included with the agenda material. In response to a question from Member McGill, Mr. Petit stated that the massive bracing that was installed as part of this project is necessary to ensure that the building is appropriately retrofitted. Member Pilecki inquired about the three temporary trailers installed as pan`of the project. Mr. Petit stated that staff plans to purchase the trailers for use on future projects. If the purchase is completed, it will be funded from the Solids Handling CENTRAL CONTRA COSTA SANITARY DISTRICT November 21, 2019 Board Meeting Minutes—Book 67-Page 184 Facility Improvements project to house the construction management staff for that upcoming project. Member Pilecki stated that he originally voted no on the project at the time of award due to the costs associated with the Multi-Purpose Room ADA (Americans with Disabilities Act) restrooms addition and the Headquarters Office Building lobby improvements. Now that he understands that over 90% of the extra costs incurred were related to seismic and abatement issues, he was more inclined to support these changes. His major concern at the recent Engineering & Operations Committee meeting was the lack of communication on the significantly higher costs incurred and the timing of informing the Board about these changes. He noted that while he did not have issues with purchasing the trailers, he would prefer instead to maximize the use of existing facilities. Member Nejedly read an excerpt from the November 1, 2018 Board meeting minutes (when the project was originally approved) regarding the needs versus wants of the project and the reason for his vote at that time. As he expressed his frustration at the recent Engineering and Operations Committee meeting, he reiterated that staff should be using existing facilities and that he was upset with the request for the additional shower trailer. In response to a question from President Williams regarding the additional shower trailer, Human Resources Manager Teji O'Malley stated that, per the District's Memorandum of Understanding with Local One, there are several binding working conditions that must be met and be considered reasonable. Member Nejedly asked how many employees use the shower trailers. Plant Operations Division Manager Alan Weer stated that he did not have the exact numbers but confirmed that the facilities are heavily used every day. BOARD ACTION: Motion was made by Member Nejedly and seconded by Member Pilecki to authorize the General Manager to: 1) increase the construction contract contingency by an additional $465,000 for the Plant Operations Building Seismic Upgrades and Server Room Relocation, District Projects 7362 and 8243; and 2) transfer$465,000 from the Capital Improvement Budget Contingency to fund these projects. Motion passed unanimously by those Members present. [4-0; Causey absent.] REPORTS AND ANNOUNCEMENTS 12. General Manager— Reports a. Receive update on the Highway 4 Interchange project Dana Lawson reviewed the presentation included with the agenda material. BOARD ACTION: Received the update. CENTRAL CONTRA COSTA SANITARY DISTRICT November 21, 2019 Board Meeting Minutes—Book 67Page 185 13. General Manager—Announcements a. Announcements— November 21, 2019 1) Staff to attend Citiworks User Conference in Salt Lake City, Utah 2) Staff to attend International Maintenance Conference (IMC)/Certified Reliability Leadership Workshop and Exam in Marco Island, Florida 3) Third quarter update on Central San's energy usage General Manager Roger S. Bailey made the following announcement at the meeting: 4) Communications Intem Alyssa Downs has accepted a position with California Association of Sanitation Agencies (CASA) as its new Communications Analyst. BOARD ACTION: Received the announcements. 14. Counsel for the District - No report. 15. Secretary of the District Ms. Young announced the following upcoming Committee meeting: Finance— Tuesday, November 26 at 2:00 p.m. BOARD ACTION: Received the announcement. 16. Board Members — Committee Minutes a. November 5, 2019 —Administration Committee — President Williams and Member McGill BOARD ACTION: Received the Committee minutes. 17. 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 McGill • November 7, 2019 - Contra Costa County Mayors' Conference hosted by the City of EI Cerrito • November 9, 2019 - Board Liaison event at Pleasant Hill Instructional Garden (PHIG) Fall Open House - presentation on protecting public health and the environment/water reuse CENTRAL CONTRA COSTA SANITARY DISTRICT November 21, 2019 Board Meeting Minutes—Book 67Page 186 • November 14, 2019 - Industrial Association of Contra Costa County (IACCC) Annual County Board of Supervisor's Forum in Pleasant Hill • November 19-20, 2019 - California Public Employers Labor Relations Association (CALPELRA) 2019 Annual Training Conference in Monterey Member McGill also provided a written report covering his announcements and other meetings. Member Neiedly - No report. Member Pilecki - No report. President Williams President Williams announced that he and President Pro Tem McGill will be absent from the next Board meeting on December 5. He appointed Member Nejedly to preside as acting President for that meeting. BOARD ACTION: Received the reports and announcements. 18. 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 President Williams requested an item be brought to the Board regarding the issue of capital project as-built drawings (aka record drawings) from a policy perspective. He requested to receive an understanding of the ramifications of not having accurate as-built drawings. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Item 19, RECESS TO CLOSED SESSION The Board recessed at 2:59 p.m. to reconvene in closed session in the Caucus Room. CENTRAL CONTRA COSTA SANITARY DISTRICT November 21, 2019 Board Meeting Minutes-Book 67Page 187 Closed Session — Caucus Room (Not video recorded) CLOSED SESSION 19. Conference with Legal Counsel —Anticipated Litigation —exposure to litigation pursuant to Government Code Section 54956.9(d)(2): • One Potential Case —Brian Shenson, et al. v. County of Contra Costa, Pleasant Hill Recreation and Park District, et al., Contra Costa County Superior Court Case No. CIVMSC17-01267 RECESS TO OPEN SESSION The Board recessed at 3:31 p.m. to reconvene in open session in the Board Room. REPORT OUT OF CLOSED SESSION None. ADJOURNMENT The meeting was adjourned at 3:32 p.m. D id R. Williams ' President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Katie Youn_ --Secy Secretary o-t a istrict "Cenral Contra Costa Sanitary District County of Contra Costa, State of California