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Home My WebLink About03.a. Approve minutes of meeting held 12-17-20 Page 1 of 7 Item 3.a. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT January 7, 2021 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: DECEMBER 17, 2020 BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. ATTACHMENTS: 1. Draft Minutes of 12-17-20 meeting January 7, 2021 Regular Board Meeting Agenda Packet- Page 15 of 74 Page 2 of 7 CENTRAL SAN CONTRACENTRAL • IMHOFF PLACE, MARTINEZ, CA 9,4553-437 MINUTES* BOARD OF DIRECTORS: MICHAEL R.MCGILL President REGULAR BOARD MEETING TAD J PILECKI Board Room President Pro Tens Thursday, December 17, 2020 PAUL H.CAUSEY 1.30m. 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, 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 1:31 p.m. Secretary of the District Katie Young called roll: PRESENT (via videoconference): Members: Hockett, Lauritzen, Pilecki, Williams, McGill ABSENT: Members: None 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 Pilecki dedicated the moment of silence to hospital healthcare workers and those involved in developing, manufacturing, and distributing vaccines. He also wished for any employees who have contracted the virus to recover quickly and fully. WELCOME NEW BOARD MEMBERS HOCKETT AND LAURITZEN President McGill, Member Pilecki and Member Williams welcomed and congratulated the new Board Members. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. January 7, 2021 Regular Board Meeting Agenda Packet- Page 16 of 74 Page 3 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2020 Board Meeting Minutes -Page 2 PUBLIC COMMENT PERIOD No comments. REQUESTS TO CONSIDER MATTERS OUT OF ORDER District Counsel Kent Alm announced that the agendized closed session was postponed. AWARDS AND PRESENTATIONS 1. Receive the Government Finance Officers Association (GFOA) Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year 2018-19 Finance Manager Kevin Mizuno reviewed the presentation included with the agenda material, after which he ceremoniously presented the award to President McGill. BOARD ACTION: Received the award. CONSENT CALENDAR 2. Approve the following: a. December 3, 2020 Board meeting minutes 3. Approve proposed Board Member conference attendance for 2021 BOARD ACTION: Motion was made by Member Williams and seconded by Member Hockett to adopt the Consent Calendar as recommended. Motion passed by unanimous roll call vote. OTHER BOARD ACTION ITEMS 4. Appoint Board President for a one-year term commencing January 1, 2021 [Continued from December 3, 20201 BOARD ACTION: Motion was made by Member Williams and seconded by Member Hockett to appoint Tad Pilecki as Board President for a one-year term commencing January 1, 2021. Motion passed by unanimous vote. 5. Appoint Board President Pro Tem for a one-year term commencing January 1, 2021 [Continued from December 3, 20201 BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Hockett to appoint David Williams as President Pro Tem for a one- year term commencing January 1, 2021. Motion passed by the following roll call vote: January 7, 2021 Regular Board Meeting Agenda Packet- Page 17 of 74 Page 4 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2020 Board Meeting Minutes -Page 3 AYES: Members: Pilecki, Hockett, Lauritzen, McGill NOES: Members: None ABSTAIN: Members: Williams 6. Accept (1) the audited comparative Comprehensive Annual Financial Report (CAFR) for the fiscal years ended June 30, 2020 and 2019 performed by Maze & Associates, and (2) the independent auditors' memorandum on internal control and required communications for the fiscal year ended June 30, 2020 Mr. Mizuno provided a brief introduction and summarized several changes to the CAFR based on the discussion at the December 15, 2020 Finance Committee meeting. He introduced Mr. David Alvey, Audit Partner of Maze & Associates, who reviewed highlights of the independent auditors'memorandum on internal control and required communications. Mr. Alvey informed the Board that the standards provided by the American Institute have changed and the opinion is no longer an unqualified opinion, it is an unmodified opinion as no changes have been suggested. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Williams to accept the audited CAFR for the fiscal years ended June 30, 2020 and 2019, and the auditors' memorandum on internal control and required communications for the fiscal year ended June 30, 2020. Motion passed by unanimous roll call vote. COVID-19 FINANCIAL PLANNING WORKSHOP 7. Receive update on Central San's response regarding the Coronavirus (COVID-19) pandemic Communications and Intergovernmental Relations Manager Emily Barnett reviewed the presentation distributed prior to the meeting. BOARD ACTION: Received the update. 8. Receive report on COVID-19 Impacts to Central San's Costs, Revenues and Services Director of Finance and Administration Phil Leiber and Planning and Development Services Division Manager Danea Gemmell reviewed the presentation included with the agenda material. In response to a question from Member Pilecki, Ms. Gemmell stated that staff would need to know the rate increase amount no later than the first Board meeting in May in order to remain on schedule. Member Pilecki requested information regarding the results of the State Revolving Fund (SRF) loans for the Solids Handling Facility Improvements project and the January 7, 2021 Regular Board Meeting Agenda Packet- Page 18 of 74 Page 5 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2020 Board Meeting Minutes-Page 4 estimated revenues received be provided to the Board prior to making the rate increase decisions. Ms. Gemmell confirmed that staff would provide different scenarios to the Board with those results. Member Williams inquired whether the City of Concord's expected revenues may impact Central San. Ms. Gemmell stated that the City is fairly similar to Central San in that there is a large residential segment that brings in revenues, but they may have similar reductions on the non-essential side. Staff has identified Concord as a low vulnerability. Member Hockett asked how the impact of Proposition 19 will affect the District. Ms. Gemmell stated that the figures were already incorporated into the analysis provided and, as long as it does not go below the assessed value, she projected that the District will not be impacted. Member Pilecki suggested staff look at deferring some collection system projects to help with the financial situation. BOARD ACTION: Received the report and provided input to staff. REPORTS AND ANNOUNCEMENTS 9. General Manager—Announcements a. Announcements — December 17, 2020 1) Public bidding for South Orinda Sewer Renovations, Phase 8, District Project 8461 2) Central San seeking professional engineering services for the Ultraviolet (UV) Disinfection Replacement, District Project (DP) 10012, and UV Hydraulic Improvements, DP 10013 3) Central San welcomes new employee Trevor Smith, Maintenance Technician II No further announcements were made during the meeting. BOARD ACTION: Received the announcements. 10. Counsel for the District Mr. Alm provided the Board with a summary of a Supreme Court hearing in Los Angeles County regarding business services payment of prevailing wages. He stated that no public agencies were involved but he will continue to monitor court hearings to determine if Central San will be impacted. January 7, 2021 Regular Board Meeting Agenda Packet- Page 19 of 74 Page 6 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2020 Board Meeting Minutes -Page 5 He also stated that President McGill had requested follow-up information on AB1486 from last year's legislative session regarding leases. BOARD ACTION: Given that poor audio quality during these announcements made it difficult for remote participants to hear, and due to time constraints, Mr. Alm was asked to bring back both announcements at a future meeting. 11. Secretary of the District Ms. Young advised that she will be working with President-Elect Pilecki to determine the standing Board Committee Members and will provide a proposed schedule of 2021 Committee meetings at the next Board meeting on January 7. 12. Board Members — Committee Minutes a. December 1, 2020 — Administration Committee — Chair Williams and President McGill b. December 1, 2020 — Engineering & Operations Committee — Chair Nejedly and Member Pilecki BOARD ACTION: Received the Committee minutes. 13. 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 Hockett • December 3, 2020 — Contra Costa County Mayors' Conference (virtual) Member Lauritzen — No report. Member Pilecki • December 10, 2020 — Board Liaison attendance at staff presentation of Household Hazardous Waste Annual Report to Mt. View Sanitary District (virtual) (stipend declined) Member Williams — No report. President McGill • December 3, 2020 — Contra Costa County Mayors' Conference (virtual) President McGill also provided a written report covering his announcements and other meetings. BOARD ACTION: Receive the reports and announcements. January 7, 2021 Regular Board Meeting Agenda Packet- Page 20 of 74 Page 7 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT December 17, 2020 Board Meeting Minutes-Page 6 14. 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 stated that the emergency declared on November 19, 2020 authorizing repair of a 30-inch diameter force main located on Bates Boulevard in Orinda has been terminated. REQUESTS FOR FUTURE AGENDA ITEMS None. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kent Alm announced that the closed session listed as Item 15 would not be held at this time. ADJOURNMENT The meeting was adjourned at 3:12 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: Katie Young Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California January 7, 2021 Regular Board Meeting Agenda Packet- Page 21 of 74