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HomeMy WebLinkAbout01.a. Approve minutes of meeting held 04-02-2020 Page 1 of 10 Item l.a. ,ek CENTRAL SAN SANITARYCENTRAL CONTRA COSTA , . April 16, 2020 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: APRIL 2, 2020 BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. ATTACHMENTS: 1. Draft Minutes of 04-02-2020 Board meeting April 16, 2020 Regular Board Meeting Agenda Packet- Page 6 of 208 Page 2 of 10 CENTRAL SAN CENTRAL •NTRA COSTA SANITARY DISTRICT 5019 • MINUTES* BOARD OF DIRECTORS: MICHAEL R.MCGILL President REGULAR BOARD MEETING TAD J PILECKI Board Room President Pro Tent Thursday, April 2, 2020 PAUL H.CAUSEY 1'30 p.m. JAMES A.NEJEDLY DAVID R. WILLIAMS DRAFT Open Session — Board Room (Video recorded) NOTICE In accordance with the Governor's Executive Order N-29-20, which suspended certain requirements of the Brown Act due to the ongoing COVID-19 pandemic, some Board Members participated in this meeting via teleconference. Members of the public were provided options to participate in the meeting as provided on the agenda. ROLL CALL A regular meeting of the Board of Directors was called to order by President McGill at 1:30 p.m. Secretary of the District Katie Young called roll: PRESENT(in person): Members: Nejedly PRESENT(via teleconference): Members: Causey, Pilecki, Williams, McGill ABSENT: Members: None PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. Given the challenges related to holding meetings with remote participants, it was agreed to suspend recitation of the Pledge of Allegiance at Board meetings during the ongoing COVID-19 pandemic. PUBLIC COMMENT PERIOD Secretary of the District Katie Young read a public comment received via electronic mail from Tim Potter, representing the Management Support/Confidential Group (MS/CG), which stated: These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. April 16, 2020 Regular Board Meeting Agenda Packet- Page 7 of 208 Page 3 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 2, 2020 Board Meeting Minutes-Page 2 "President McGill and members of the Board, I am providing these comments as you consider Central San's strategy for addressing the challenges of meeting the critical functions of Central San's operations while protecting employee's health and safety and complying with the Public Health Orders to shelter in place during the coronavirus pandemic. Central San as an organization with the support of the Board and input from all staff and teams has responded positively to these challenges during the initial shelter in place order originally scheduled through April 7th. Modified shifts to cover mission critical operations and telework capabilities and assignments have enabled many employees to continue contributing to Central San's essential business being completed while striving to minimize interruptions to service levels. The IT staff has done an exceptional job addressing the evolving issues associated with maintaining Central San's existing systems and expanding the remote access capabilities driven by the significant increase in teleworking staff. These strategies contributed to Central San's ability to maintain continuity of operations while keeping everyone safe, and to the region's success in curtailing the spread of COVID-19 cases. We need to continue building on these successes as we enter the extended shelter in place order through May 3rd. The challenges we face as an organization and personally require commitment and creativity. What is great about Central San is that we are all up to meeting these challenges. MS/CG respectfully requests that you extend the same authority you previously granted Roger Bailey through April 7th to manage Central San's operations through the period of the extended public health order, and ideally any subsequent shelter in place orders. All Central San staff are committed to working under these modified work conditions while protecting their health and safety and their families. Continuing with the same coverage capabilities will ensure continuity of operations and enable staff to focus on completing their work. Thank you for considering this important decision and your continued support for our employees during these unprecedented times." No comments were made by the Board Members. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would be held for Items 1 and 2. RECESS TO CLOSED SESSION The Board recessed at 1:38 p.m. to reconvene in closed session in the Caucus Room for those present and via teleconference for those attending the meeting remotely. April 16, 2020 Regular Board Meeting Agenda Packet- Page 8 of 208 Page 4 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 2, 2020 Board Meeting Minutes-Page 3 Closed Session (Not video recorded) CLOSED SESSION 1. Conference with labor negotiators pursuant to Government Code Section 54957.6 to discuss COVID-19 pandemic District Negotiators: • Roger S. Bailey, General Manager • Ann Sasaki, Deputy General Manager • Teji O'Malley, Human Resources Manager Counsel: • District Counsel • Labor and Employment Counsel Employee Organizations: • Employees' Association Public Employees Union, Local One • Management Support/Confidential Group (MS/CG) • Management Group 2. Closed session pursuant to Government Code Section 54957(a) — Threat to public right of access to public services or public facilities due to COVID-19 pandemic RECESS TO OPEN SESSION The Board recessed at 3:11 p.m. to reconvene in open session in the Board Room. The Board took a nine-minute recess. President McGill reconvened the meeting at 3:20 p.m. Secretary of the District Katie Young called roll: PRESENT(in person): Members: Nejedly PRESENT(via teleconference): Members: Causey, Pilecki, Williams, McGill ABSENT. Members: None REPORT OUT OF CLOSED SESSION Mr. Alm reported as follows: Item 1. — Instructions were given to the District Negotiators. Item 2. — No reportable action was taken. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. April 16, 2020 Regular Board Meeting Agenda Packet- Page 9 of 208 Page 5 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 2, 2020 Board Meeting Minutes -Page 4 CONSENT CALENDAR 3. Approve the following: a. March 12, 2020 Special Board meeting minutes b. March 17, 2020 Emergency Board meeting minutes C. March 19, 2020 Regular Board meeting minutes 4. Review February 2020 Financial Overview and Investment Reports 5. Receive the 2019 annual report of Central San's 457 Deferred Compensation, 401(a) Money Purchase, and 401(h) Retirement Health Savings Plans (aka HRA) 6. Authorize the General Manager to execute three professional engineering services agreements with ICM Group Inc., JN Engineering Inc., and McMillen Jacobs Associates, each with a three-year term, in an amount not to exceed $450,000 each, to provide construction inspection for collection system capital improvement projects 7. Award a construction contract in the amount of $2,721 ,145 to Cratus, Inc., the lowest responsive bidder for the Danville Sewer Renovations, Phase 3, District Project 8456; consider exemption from the California Environmental Quality Act (CEQA); and authorize up to a 15-percent contingency BOARD ACTION: Motion was made by Member Williams and seconded by Member Pilecki to adopt the Consent Calendar as recommended. Motion passed by unanimous roll call vote. OTHER BOARD ACTION ITEMS 8. Approve expenditures incurred February 7 through March 12, 2020 Member Causey recused himself from voting on this item because he has consulted for a payee on the expenditures list on matters unrelated to Central San. Member Causey removed himself from the teleconference. There being no discussion, President McGill called for a vote on the item. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Williams to approve the expenditures incurred February 7 through March 12, 2020. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; Causey absent.] Member Causey re joined the meeting via teleconference. April 16, 2020 Regular Board Meeting Agenda Packet- Page 10 of 208 Page 6 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 2, 2020 Board Meeting Minutes-Page 5 9. Receive update on Central San's response regarding Coronavirus (COVID-19) pandemic and consider alternatives and any additional steps to be taken Communications and Intergovernmental Relations Manager Emily Barnett reviewed the presentation distributed before the meeting. Member Pilecki requested information as to the percentage of Central San's workforce currently teleworking versus being on site. General Manager Roger S. Bailey said staff would obtain that information but cautioned that it has been changing daily. Member Pilecki also requested data as to the financial impacts (in terms of both expenditures and revenues) and efficiency losses resulting from staggered work schedules and teleworking during the COVID-19 pandemic. Member Nejedly commented that it was premature to request this information while staff is occupied with more pressing matters. He acknowledged that a compilation of the requested data would be beneficial once the crisis has ended but, for the time being, staff should focus its attention on keeping the agency running. Member Pilecki understood Member Nejedly's position but cautioned that if the current shelter-in- place order is extended two or three months beyond the May 3, 2020 deadline, the Board would need to have some of this information to inform decisions going forward. Member Nejedly asked if essential employees reporting to work and vendors have letters stating they are essential. Ms. Barnett stated that all employees have a disaster worker sticker on the back of their District badges and have received cards for the dashboard of their cars. Mr. Bailey said vendors are being provided with a letter for that purpose. Member Nejedly suggested providing extra handwashing stations throughout the District. The Board Members expressed their appreciation to employees regarding the amount of work being completed and for their efforts in keeping the District running smoothly. President McGill thanked staff for keeping the Board Members informed and asked if the employees have a way to offer suggestions during this time. Ms. Barnett responded that employees have been encouraged to contact her and Human Resources Manager Teji O'Malley with any concerns or suggestions. She added that, as expected, Central San employees have been very responsive as to their concerns and have offered some wonderful suggestions. President McGill said he was impressed; Central San has a very engaged, involved, and proactive workforce. In response to an inquiry from Member Pilecki made earlier in the meeting regarding the number of employees working off site, Director of Engineering and Technical Services Jean-Marc Petit stated that as of March 31, 2020, approximately 44 percent of staff have been working on site in operations (treatment plant and collection system), with another 3 percent in administration. Roughly half of the employees (52 percent) have been teleworking. Approximately 1 percent of April 16, 2020 Regular Board Meeting Agenda Packet- Page 11 of 208 Page 7 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 2, 2020 Board Meeting Minutes-Page 6 employees are neither on site nor able to telework. It was noted that these percentages fluctuate often depending on workload. Mr. Petit then proceeded to discuss the contents of a video clip sent to Board Members before the meeting, demonstrating a GIS (geographical information system) emergency response dashboard created by Central San employees in response to recent wildfire emergencies. Among other things, the data allows staff to know how quickly employees can be assembled in an emergency, and it has proven to be a useful tool during this COVID-19 pandemic response. The Board Members were very appreciative to learn of the new GIS dashboard tool. Mr. Bailey thanked staff for doing a fantastic job creating the dashboard and for providing the Board Members with the information along with all the efforts being made by employees to continue to operate and provide excellent customer service. Ms. Young said a speaker card regarding this item had been submitted by Winston Ingram, representing Local One. Mr. Ingram expressed his gratitude toward the Board, the Managers and staff for all their support and dedication during the COVID-19 pandemic. He noted that the management group had done a fantastic job communicating information to staff, including the Local One shop stewards. He said staff has demonstrated that it can work efficiently, provide high output, and very professionally get the work done. He stated his belief that employees have been happy with the decisions the Board has made in responding to the pandemic. The Board Members thanked Mr. Ingram for his comments and acknowledgment of the importance of communication during this challenging period, and for recognizing the Board's efforts to balance the needs of employees with those of the ratepayers. President McGill inquired what actions, other than receiving the update, were being requested of the Board at this meeting. Mr. Bailey said staff requested that the Board delegate to him as General Manager the immediate authority to designate which District projects meet the criteria of an Essential Governmental Function, so that those projects may continue to proceed during the COVID-19 shelter--in-place order which is currently in place until May 3, 2020. A motion to that effect was made by Member Causey and seconded by Member Pilecki. Mr. Alm said the Board also should consider extending through May 3, 2020, the authority delegated to the General Manager at the March 17, 2020 emergency Board meeting to designate those employees deemed to be non-essential during the COVID-19 pandemic. Mr. Bailey recapped that the Board was being asked to take three actions: (1) accept the staff update, (2) delegate authority to the General Manager regarding essential capital projects in relation to new guidelines, and (3) extend the current authorization for the General Manager to designate non-essential employees during the COVID- April 16, 2020 Regular Board Meeting Agenda Packet- Page 12 of 208 Page 8 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 2, 2020 Board Meeting Minutes -Page 7 19 pandemic. Member Causey said his earlier motion was meant to cover all three actions, and Member Pilecki agreed. BOARD ACTION: Motion was made by Member Causey and seconded by Member Pilecki to: (1) accept the staff update; (2) delegate to the General Manager the authority to determine which District projects meet the criteria of an Essential Governmental Function; and (3) extend through May 3, 2020, the General Manager's current authority to designate those employees considered to be non-essential during the COVID-19 pandemic. Motion passed by unanimous roll call vote. REPORTS AND ANNOUNCEMENTS 10. General Manager— Announcements a. Announcements —April 2, 2020 1) Public bidding for Walnut Creek Sewer Renovations (Phase 14), District Project 8460 2) Recent Retirements — Keith Brauch, Chuck Burnash, Thomas Ford, Don Parker, Michael Penny No further announcements were made during the meeting. BOARD ACTION: Received the announcements. 11. Counsel for the District None. 12. Secretary of the District Ms. Young announced the following upcoming meetings: Administration Committee — Tuesday, April 14 at 8:30 a.m. Engineering & Operations Committee — Tuesday, April 14 at 2:00 p.m. BOARD ACTION: Received the announcements. 13. Board Members — Committee Minutes a. March 17, 2020 — Engineering & Operations Committee — Chair Nejedly and Member Pilecki b. March 24, 2020 — Finance Committee — Chair Causey and Member Nejedly BOARD ACTION: Received the Committee minutes. April 16, 2020 Regular Board Meeting Agenda Packet- Page 13 of 208 Page 9 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 2, 2020 Board Meeting Minutes -Page 8 14. 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 Causer — No report. Member Nejedly — No report. Member Pilecki — No report. Member Williams — No report. President McGill President McGill provided a written report covering his announcements and other meetings. BOARD ACTION: Received the reports and announcements. 15. 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 Mr. Bailey acknowledged that the COVID-19 pandemic remains ongoing. REQUESTS FOR FUTURE AGENDA ITEMS None. ADJOURNMENT Member Nejedly commended President McGill on his ability to run a teleconferenced Board meeting so efficiently and smoothly. The meeting was adjourned at 4:19 p.m. Michael R. McGill, P.E. President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California April 16, 2020 Regular Board Meeting Agenda Packet- Page 14 of 208 Page 10 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT April 2, 2020 Board Meeting Minutes-Page 9 COUNTERSIGNED: Katie Young Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California April 16, 2020 Regular Board Meeting Agenda Packet- Page 15 of 208