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HomeMy WebLinkAboutBOARD MINUTES 12-19-19 CENTRALSAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ. CA 94553-A392 MINUTES* BOARD OF DIRECTORS. DAVID R.WILLMMS President REGULAR BOARD MEETING MICHAEL R.MCGILL Board Room President Pro Tem Thursday, December 19, 2019 PAUL H.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 9:30 p.m. Secretary of the District Katie Young called roll. PRESENT.• Members: Causey, McGill, Nejedly, Pilecki, Williams 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. CONSENT CALENDAR 1. Approve the following: a. December 5, 2019 Board meeting minutes 2. Approve a one-year renewal of the existing contract with Hanson Bridgett and principal counsel W. Daniel Clinton, Esq. for labor and employment related legal services through December 31, 2020 These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 67— Page 191 CENTRAL CONTRA COSTA SANITARY DISTRICT December 19, 2099 Board Meeting Minutes—Book 67-Page 992 3. Authorize a grade crossing and signal maintenance agreement with BNSF Railway Company 4. Adopt Resolution No. 2019-076 authorizing execution of a Real Property Agreement related to 1754 Donald Drive in Moraga and recording of the agreement 5. Authorize the General Manager to execute a professional engineering services agreement with HP Squared in an amount not to exceed $400,000 to provide specialty electrical engineering for capital improvement projects 6. Authorize the General Manager to execute three-year professional engineering services agreements with Lee & Ro, Inc. and Brown and Caldwell in an amount not to exceed $500,000 each to provide as-needed design and construction support services for capital improvement projects BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to adopt the Consent Calendar as recommended. Motion passed by unanimous vote. OTHER BOARD ACTION ITEMS 7. Accept (1) the comparative audited Financial Statements for fiscal years ended June 30, 2019 and 2018 performed by Maze & Associates, and (2)the auditor's memorandum on internal control and required communications for the fiscal year ended June 30, 2019 Mr. David Alvey, Certified Public Accountant from Maze &Associates, provided a brief overview of the audited Financial Statements, noting that the audit was an unmodified(clean) audit and advised that these two documents and the Comprehensive Annual Financial Report(CAFR) (see next item) were discussed in detail at the Finance Committee yesterday. BOARD ACTION: Motion was made by Member Causey and seconded by Member Nejedly to accept the audited Financial Statements for fiscal years ended June 30, 2019 and 2018, and the auditor's memorandum on internal control and required communications for the fiscal year ended June 30, 2019. Motion passed by unanimous vote. 8. Approve the final Comprehensive Annual Financial Report (CAFR) for the fiscal year ended June 30, 2019 for submission to the Government Finance Officers Association (GFOA) BOARD ACTION: Motion was made by Member Causey and seconded by Member McGill to approve the final CAFR for the fiscal year ended June 30, 2019 for submission to the GFOA. Motion passed by unanimous vote. CENTRAL CONTRA COSTA SANITARY DISTRICT December 19, 2019 Board Meeting Minutes—Book 67-Page 193 9. Adopt Resolution No. 2019-077 commending David R. Williams for his service as Executive Director of the Bay Area Clean Water Agencies (BACWA) Environmental and Regulatory Compliance Division Manager, Lori Schectel, who is also Central San's current BACWA representative, thanked President Williams for his excellent service and dedication over the past seven years as Executive Director of BACWA and presented him with a Central San Board resolution commending him for his service. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Causey to adopt Resolution No. 2019-077 commending Mr. Williams for his service as Executive Director of the Bay Area Clean Water Agencies (BACWA). Motion passed by the following vote: AYES: Members: Causey, McGill, Nejedly, Pilecki NOES: Members: None ABSTAIN: Members: Williams 10. Receive and approve 2020 Board Standing Committee and other assignments - President-Elect McGill BOARD ACTION: Motion was made by Member Causey and seconded by Member Pilecki to approve the Board Standing Committee and other assignments for 2020. Motion passed by unanimous vote. 11. Adopt Resolution No. 2020-078 establishing the schedule of 2020 regular Board Standing Committee meetings Motion was made by Member McGill to adopt Resolution No. 2020-078 establishing the schedule of the 2020 regular Board Standing Committee meetings, the motion died for lack of second. Member Causey pointed out that a Finance Committee in November and December had the incorrect dates and requested the motion be changed to reflect those changes. BOARD ACTION: Amended motion was made by Member McGill and seconded by Member Causey to adopt Resolution No. 2019-078, as modified, establishing the schedule of 2020 regular Board Standing Committee meetings with the recommended revisions to the Finance Meeting dates in November and December 2020. Motion passed by unanimous vote. 12. Adopt Mission and updated Vision, Values, and Goals for Fiscal Years.2020-21 and 2021-22 Strategic Plan Management Analyst Christina Gee reviewed the presentation included with the agenda material. CENTRAL CONTRA COSTA SANITARY DISTRICT December 19, 2019 Board Meeting Minutes—Book 67-Page 194 Member Pilecki suggested modifying the Vision statement to read "To be an industry leading organization known for environmental stewardship, innovation, and delivering exceptional customer service at responsible rates." General Manager Roger S. Bailey stated that he agreed with modifying the statement and would work with staff to incorporate Member Pilecki's suggestion. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to adopt Central San's Mission and updated Vision, Values, and Goals for FYs 2020-21 and 2021-22 Strategic Plan. Motion passed by unanimous vote. 13. Authorize the General Manager to execute a professional engineering services agreement with MWH Constructors, Inc. in an amount not to exceed $400,000 for constructability review and related pre-bid services for the Solids Handling Facility Improvements, District Project 7348 Director of Engineering and Technical Services Jean-Marc Petit reviewed the presentation included with the agenda material. He advised the Board that staff will bring updated project financial figures pertaining to the Solids Handling Facility Improvements to the Board Financial Planning Workshop in March 2020. Member Causey stated that a lot of coordination will need to happen regarding the risks that could occur with this project. Mr. Petit stated that staff is planning to hold operations workshops in the beginning of the year to discuss different scenarios that may occur and is also in the process of updating emergency sludge information that will need to be addressed as part of the project. Member Causey requested a detailed business case evaluation so the Board could make an informed decision on the project. Mr. Petit advised that staff will provide the Board with a plan that will include the risks versus rewards, and the associated safety aspects. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to authorize the General Manager to execute a professional engineering services agreement with MWH Constructors, Inc. in an amount not to exceed $400,000 for constructability review and related pre-bid services for the Solids Handling Facility Improvements, District Project 7348. Motion passed by unanimous vote. 14. Discuss customer assistance program alternatives, as requested by the Board of Directors at the April 18, 2019 meeting, and as discussed by the Administration Committee on October 15, 2019 Director of Finance and Administration Phil Leiber reviewed the presentation included with the agenda material. CENTRAL CONTRA COSTA SANITARY DISTRICT December 19, 2019 Board Meeting Minutes—Book 67-Page 195 There was a lengthy discussion during which the Board Members provided their opinions regarding customer assistance programs. Member McGill inquired about the potential for state legislative involvement regarding customer assistance programs. Communications and Intergovernmental Relations Manager Emily Barnett stated that, at the state level, water agencies have been the focus to date, but wastewater is expected to be addressed in the next couple of years. It was requested that staff monitor legislation regarding statewide low-income assistance programs for the water and wastewater industries. Member Pilecki stated that in past years most of the comments received regarding rate increases have come from senior citizens or low-income customers, therefore, he would like to further investigate Option 1 - Sewer Service Discount Program. Member Causey requested further information on options 1, 2a, 4 and 6. President Williams stated that this item was discussed at length at the recent Administration Committee meeting and believes it is not an urgent item. He recommended waiting to see what the state may do in the future and did not support further investigation at this time. President Williams polled the Board Members to see if there was a consensus one way or the other with regard to pursuing options for a customer assistance program at this time. The consensus was 3-2 against pursuing the matter further (Members Causey and Pilecki were in the minority). Mr. Leiber said staff will continue to monitor the situation legislatively and will return to the Board with relevant information if and when the state takes action with regard to a mandated customer assistance program for wastewater agencies. REPORTS AND ANNOUNCEMENTS 15. General Manager—Announcements a. Announcements— December 19, 2019 1) Public bidding for Treatment Plant Safety Enhancement, Phase 5, District Project 7364 2) Electrical testing performed December 4, 2019 on Martinez Campus Mr. Bailey made the following announcements at the meeting: 3) He will be out of the office next week, and 4) He thanked the Board Members and staff for a fantastic year with multiple accomplishments BOARD ACTION: Received the announcements. CENTRAL CONTRA COSTA SANITARY DISTRICT December 19, 2019 Board Meeting Minutes—Book 67-Page 196 16. Counsel for the District— No report. 17. Secretary of the District Ms. Young announced the following upcoming Committee meetings: Administration — Tuesday, January 14 at 8:30 a.m. Engineering & Operations— Tuesday, January 14 at 2:00 p.m. BOARD ACTION: Received the announcements. 18. Board Members— Committee Minutes a. December 10, 2019 — Engineering & Operations Committee— Chair Nejedly and Member Pilecki BOARD ACTION: Received the Committee minutes. 19. 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 Cause • December 6, 2019 — Board Liaison attendance at San Ramon Mayor's Breakfast with Bill Clarkson Member McGill • December 16, 2019 — Board Liaison attendance at City of Pleasant Hill Council Reorganization • December 18, 2019 — Presentation of Central San resolution of commendation to Jerry Brown for his service as General Manager of Contra Costa Water District Member McGill also provided a written report covering his announcements and other meetings. Member Neiedly —No report. Member Pilecki • December 12, 2019 — Board Liaison attendance at staff presentation of Household Hazardous Waste Annual Report to Mt. View Sanitary District (stipend declined) CENTRAL CONTRA COSTA SANITARY DISTRICT December 19, 2019 Board Meeting Minutes—Book 67-Page 197 President Williams — No report. BOARD ACTION: Received the reports and announcements. 20. 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. ADJOURNMENT The meeting was adjourned at 3:12 p.m. r David R. Will[atns President of the Board of Dire tors 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