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HomeMy WebLinkAboutBOARD MINUTES 11-19-20 CENTRAL SAN CONTRACENTRAL • IMHOFF PLACE, MARTINEZ, CA 9A553-A392 MINUTES* BOARD OF DIRECTORS: MICHAEL R.MCGILL President REGULAR BOARD MEETING TAD J PILECKI Board Room President Pro Tem Thursday, November 19, 2020 PAUL CAUSEY 1:30 p.m. ViISDADR wM 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, all 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(via videoconference): Members: Causey, Pilecki, Williams, McGill ABSENT: Members. Nejedly MOMENT OF SILENCE FOR ESSENTIAL WORKERS President McGill called for a moment of silence in honor of all essential workers during the COVID-19 pandemic. Member Causey dedicated the moment of silence to the Central San Board of Directors for all their hard work and dedication during the pandemic. PUBLIC COMMENT PERIOD A public comment was received by email during the meeting from Dr. Scott Rafferty regarding the Board's recent transition to a division-based electoral system. Ms. Young read the comments into the record during Item 15. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. Book 68— Page 222 CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 Board Meeting Minutes— Book 68-Page 223 REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. CONSENT CALENDAR 1. Approve the following: a. November 4, 2020 Special Board meeting minutes b. November 5, 2020 Regular Board meeting minutes 2. Authorize the General Manager to: 1) amend an existing professional consulting services agreement with Emtec Consulting Services LLC in an amount not to exceed $350,000, increasing the cost ceiling to $2,715,000; and 2) execute a contract with a term not to exceed three-years in an amount not to exceed $400,000 for ongoing system support for the Enterprise Resource Planning (ERP) System Replacement, District Project 8250 3. Authorize the General Manager to: 1) amend an existing professional consulting services agreement with Oracle Consulting Services LLC in an amount not to exceed $175,000, increasing the cost ceiling to $525,000; and 2) execute a five-year contract in the amount not to exceed $280,000 for long-term support for the Enterprise Resource Planning (ERP) System Replacement, District Project 8250 4. Authorize the General Manager to execute a pre-purchase contract with APG- Neuros for three electric blower systems and special services in an amount not to exceed $2,998,000 under the Electric Blower Improvements, District Project 10015 5. Authorize the General Manager to execute two professional engineering service agreements with Bay Area Coating Consultants, Inc. and JDH Corrosion Consultants, Inc. for a three-year term in an amount not to exceed $250,000 each to provide specialty coating inspection services for capital improvement projects 6. Authorize the General Manager to continue to waive the volumetric fee for commercial recycled water truck fill program customers up to a limit of 100,000 gallons per year, per customer for calendar years 2021 and 2022 7. Adopt Resolution No. 2020-054 accepting the Grant of Irrevocable Offer of Dedication of a sanitary sewer easement offered by Vital Building & Enterprises, Inc., as related to Job 6688, located in the Town of Danville, and authorizing staff to record documents with the Contra Costa County Recorder 8. Adopt Resolution No. 2020-055 accepting offer of dedication of sanitary sewer easements in the City of San Ramon as depicted on Subdivision Map 9456, related to Job 6643, and authorizing staff to record documents with the Contra Costa County Recorder CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 Board Meeting Minutes— Book 68-Page 224 9. Adopt Resolution No. 2020-056 authorizing execution of quitclaim deeds for existing easements to California Pacific Bank, the Dale L. and Felicidad G. Giberson 2009 Family Trust, or the current property owners at that time of recording the quitclaim deeds, for properties known as Seclusion Valley located in the unincorporated area of Lafayette, related to Job 6619, and authorizing staff to record documents with the Contra Costa County Recorder 10. Adopt Resolution No. 2020-057 authorizing the execution of a common use agreement for installation of a community wall over a sanitary sewer located in the Town of Danville BOARD ACTION: Motion was made by Member Causey and seconded by Member Pilecki to adopt the Consent Calendar as recommended. Motion passed by unanimous roll call vote of the Board Members present. COVID-19 PANDEMIC RESPONSE 11. Receive update on Central San's response regarding the Coronavirus (COVID-19) pandemic General Manager Roger S. Bailey requested this item be continued to the next meeting on December 3. Member Pilecki asked if there was any indication of the timeline for when the teleconferencing meetings, approved with the Governor's Executive Order, would no longer be allowed. Mr. Bailey advised that he needed to research that information. BOARD ACTION: Motion was made by Member Causey and seconded by Member Williams to continue Item 11 to the December 3, 2020 Board Meeting. Motion passed by unanimous roll call vote of the Board Members present. REPORTS AND ANNOUNCEMENTS 12. General Manager— Reports a. Receive Fiscal Year 2019-20 Household Hazardous Waste (HHW) Program Annual Report Household Hazardous Waste Supervisor David Wyatt reviewed the presentation included with the agenda material. Member Pilecki expressed his appreciation for the work that staff has continued to do to keep the HHW Facility open and operating safely. He requested to be informed when staff will be presenting the Annual Report to Mt. View Sanitary District (MVSD). Mr. Wyatt indicated that he would be presenting the HHW Annual Report to MVSD in early December at their board meeting via Zoom Conference. CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 Board Meeting Minutes— Book 68-Page 225 In response to a question from Member Pilecki about the product being collected, Mr. Wyatt advised that since the Reuse Room remains closed, the products received have been properly disposed due to limited storage capacity at the District. Member Causey stated he believes having the HHW Facility open is very important for customers, especially during the pandemic, as many customers have been cleaning out their homes. He suggested staff also present the Annual Report to the City of Concord. BOARD ACTION: Received the report. b. Receive update on 2015 Information Technology (IT) Master Plan and preview of focus areas for developing a new IT Master Plan [Continued from November 5, 2020] Information Technology Manager John Huie reviewed the presentation included with the agenda material. Member Pilecki praised the IT Division for all the improvements made since the 2015 Master Plan was implemented. He requested that as staff continues to work on the electronic document management systems to prioritize programs that are user friendly and easily searchable. Member Causey complimented the entire IT staff and its leadership and stated that he was extremely proud of the innovations, progression, and increased productivity. He stressed that the District should continue to be the most innovative District as possible and that the new Master Plan should include how the District's offices might look in the future. He further opined that the plan should be reviewed every one to two years. BOARD ACTION: Received the update and provided input to staff. 13. General Manager—Announcements a. Announcements — November 19, 2020 1) Central San welcomes new employee Nealsen Cayanan, Staff Engineer in the Capital Projects Division 2) Third Quarter update on Central San's energy use Member Pilecki requested that the total budgeted energy cost be added to the quarterly updates. No further announcements were made during the meeting. BOARD ACTION: Received the announcements. CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 Board Meeting Minutes— Book 68-Page 226 14. Counsel for the District District Counsel Kent Alm announced that the agendized closed session will be deferred to a later meeting. BOARD ACTION: Received the announcement. 15. Secretary of the District Ms. Young announced the following upcoming Committee meetings: Administration — Tuesday, December 1 at 8:30 a.m. Engineering & Operations — Tuesday, December 1 at 2:00 p.m. At this time, Ms. Young read into the record the public comment received from Dr. Scott Rafferty of Walnut Creek regarding the recent transition to a division-based electoral system under the California Voting Rights Act (CVRA). BOARD ACTION: Received the announcements. 16. Board Members — Committee Minutes a. November 2, 2020 — Real Estate, Environmental & Planning Committee — Chair Pilecki and President McGill Chair Pilecki stated that the Committee reviewed a spreadsheet of all District- owned properties, including the plant sites and buffer properties, and associated leases, which he believes will be a valuable reference tool for staff and the future Board. b. November 3, 2020 — Administration Committee — Chair Williams and President McGill C. November 3, 2020 — Engineering & Operations Committee — Chair Nejedly and Member Pilecki 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 Causey — No report. Member Pilecki — No report. Member Williams — No report. CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 Board Meeting Minutes—Book 68-Page 227 President McGill • November 16, 2020 — California Special Districts Association — Contra Costa Chapter Meeting (CCSDA) (virtual) • November 16-20 — California Public Employers Labor Relations Association (CALPELRA) 2020 Annual Training Conference (virtual) President McGill also provided a written report covering his announcements and other meetings. He expressed his gratitude and appreciation for all the hard work staff put in to completing the recent series of CVRA public hearings. 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 19. Ratify the General Manager's actions under Public Contract Code Section 22050 and Resolution 2020-002 to direct District forces and Mountain Cascade Inc. to perform emergency work and repair a 30-inch diameter force main located on Bates Boulevard in Orinda Director of Engineering and Technical Services Jean-Marc Petit reviewed the presentation included with the agenda material. Member Pilecki thanked staff for its quick response to the emergency. He inquired about the status of the pipe repair and whether the repairs were considered temporary or permanent. Mr. Petit responded that the project was completed using techniques such that it is considered a permanent repair. Member Pilecki stated that there are a number of force mains located along publicly accessed trails in the San Ramon area and other locations. He asked whether warning signs were marked for high-pressure lines, and, if not, staff may want to consider marking them in the future. Field Operations Superintendent Steve Sauter stated that, unless the pipe has been uncovered or exposed, there are no marked signs because staff does not want to arbitrarily put a sign without the exact location. In response to a question from Member Williams, Collection System Operations Division Manager Paul Seitz advised that in this situation, the line was not marked and the Underground Service Alert ticket issued by PG&E was for a smaller area than the actual construction site, which was three times larger. Mr. Bailey added CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 Board Meeting Minutes— Book 68-Page 228 that staff did mark the asset, a gravity line, which was within the area that was requested, but the area did not locate the force main. Member Causey asked if a pre-construction meeting was held at the site. Mr. Seitz said no, adding that an ongoing investigation is underway on the events and any further actions that may be taken. President McGill requested a final analysis, including costs, etc. be brought back to the Board once the investigation is completed. Mr. Alm stated that the Board should declare the emergency and, therefore, ratify the General Manager's action to include exemption from the public bidding process. BOARD ACTION: Motion was made by Member Pilecki and second by Member Causey to recognize that there was an emergency and to ratify the General Manager's actions under Public Contract Code Section 22050 and Resolution 2020-002 to direct District forces and Mountain Cascade Inc. to perform emergency work and repair a 30-inch diameter force main located on Bates Boulevard in Orinda. Motion passed by unanimous roll call vote of the Board Members present. Mr. Seitz thanked the Capital Projects Division, especially Edgar Lopez, Jean-Marc Petit, Sasha Mestetsky, and Keith Gellerman, who provided a tremendous amount of support and thorough work. He also thanked Members Causey and Nejedly for their years of service on the Board and for mentoring and their unwavering support of the Collection Systems group throughout the years. REQUESTS FOR FUTURE AGENDA ITEMS None. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that a closed session would not be held for Item 20. CLOSED SESSION 20. Conference with Legal Counsel — existing litigation pursuant to Government Code Section 54956.9(d)(1): • Kappel v. Central Contra Costa Sanitary District, et al., Contra Costa County Superior Case No. C19-01012 CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 Board Meeting Minutes—Book 68-Page 229 ADJOURNMENT The meeting was adjourned at 3:01 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 COUNTERSIGNED: 6ht, gb" Katie Young Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California