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CENTRALSAN
CONTRACENTRAL •STA SANITARY DISTRICT 5019 IMHOFF
BOARD OF DIRECTORS:
REGULAR MEETING OF THE MICHAEL R.MCCILL
President
CENTRAL CONTRA COSTA TAD PILECKI
SANITARY DISTRICT President Pro Tent
REAL ESTATE, ENVIRONMENTAL PAUL HCAUSEY
& PLANNING COMMITTEE DMD R. WILLIAMS
DAVID R. WILLIAMS
MINUTES PHONE: (925)228-9500
FAX. (925)372-0192
www.centralsan.org
Monday, December 14, 2020
9:00 a.m.
2N1 Floor Conference Room
5019 Imhoff Place
Martinez, California
(All attendees participated via videoconference)
Committee:
Chair Tad Pilecki
Member Mike McGill
Staff.
Roger S. Bailey, General Manager
Kent Alm, District Counsel
Katie Young, Secretary of the District
Philip Leiber, Director of Finance and Administration
Jean-Marc Petit, Director of Engineering and Technical Services
Danea Gemmell, Planning and Development Services Division Manager
Melody LaBella, Resource Recovery Program Manager
Lori Schectel, Environmental and Regulatory Compliance Division Manager
Dan Frost, Senior Engineer
Amanda Schmidt, Associate Engineer
1. Notice
This meeting was held in accordance with the Brown Act as in effect under the
State Emergency Services Act, the Governor's Emergency Declaration related to
COVID-19, and the Governor's Executive Order N-29-20 issued on March 17, 2020
that allowed attendance by Board Members, District staff, and the public to participate
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Real Estate, Environmental & Planning Committee Minutes
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and conduct the meeting by teleconference, videoconference, or both. The agenda
included instructions for options in which the public could participate in the meeting.
2. Call Meeting to Order
Chair Pilecki called the meeting to order at 9:01 a.m.
3. Public Comments — None.
4. Consent Calendar
a. Review draft Position Paper to adopt Resolution No. 2021- accepting a
grant of easement for sewer purposes from Raymond Peter de la Cruz, as
related to Job x1810, located in the City of Martinez, and authorizing staff to
record documents with the Contra Costa County Recorder
b. Review draft Position Paper to adopt Resolution No. 2021- authorizing the
execution of a real property agreement for the property located at 5 Hidden
Lane in Orinda, and authorizing staff to record documents with the Contra
Costa County Recorder
C. Review draft Position Paper to adopt Resolution No. 2021- authorizing the
execution of a real property agreement for the property located at 2318 Tice
Valley Boulevard in Walnut Creek, and authorizing staff to record documents
with the Contra Costa County Recorder
d. Review draft Position Paper to adopt Resolution No. 2021- authorizing the
execution of a real property agreement for the property located at 1560
Arbutus Drive in Walnut Creek, and authorizing staff to record documents with
the Contra Costa County Recorder
COMMITTEE ACTION: Recommended Board approval.
5. Items for Committee Recommendation to Board
a. Review draft Position Paper to authorize the General Manager to execute
amendments to three existing professional engineering services agreements
with Carollo Engineers, Inc., HDR, Inc., and Woodard & Curran, Inc. in an
aggregate amount of$725,000 to provide on-call services for the Planning and
Development Division
Mr. Frost reviewed the draft Position Paper included with the agenda material.
Mr. Petit advised the Committee that the requested increased amount of
$725,000 had been previously budgeted and will be reallocated from non-
performing consultants.
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Real Estate, Environmental & Planning Committee Minutes
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In response to a question from Member McGill, Mr. Bailey stated that the
Board gave the General Manager authority to transfer funds when necessary.
Mr. Petit provided an overview of the internal controls associated with
processing task orders, explaining that staff negotiates a scope and fee with a
consultant and tracks specific tasks, deliverables, schedules, and budgets. He
noted that although staff negotiates the contract task orders, the final review is
completed for approval by the division manager or himself.
Member McGill suggested more background information be included in the
final Position Paper or minutes for the new Board Members.
During the fall of 2019, Central San contracted with nine consultants for
various on-call services to support the Planning and Development Services
Division. The purpose of the on-call agreement process was to optimize
procurement and management for as-needed services through a consolidated
list of pre-qualified consulting firms that can provide specialized expertise and
professional experience for a number of small- to medium-sized tasks
(typically over$1,000 and less than $100,000 per task order), which allows
staff the time to address ongoing needs. These on-call agreements are for
specialized services and differ from the individual consulting agreements
typically issued by the Capital Projects Division for evaluating and designing
large capital improvement projects.
As documented in the Capital Improvement Budget, capital expenditures are
expected to increase - from $45 million in Fiscal Year(FY) 2018-19 to $66
million in FY 2019-20, to $97 million in FY 2020-21, and to $106 million in FY
2021-22. As workload increases, the need for these essential specialty
services and support will be essential to complete the planned critical projects
and tasks. The Board's approval of on-call agreements authorizes Central San
staff to assign work to pre-qualified firms through the issuance of a task order
which defines their respective scope of work, project cost, and delivery
schedule. As previously explained, the task orders will be negotiated,
approved, released, and tracked following a similar task order release process
used for capital project on-call agreements which utilize existing General
Manager authority limits.
Chair Pilecki inquired about the timeframe in the original agreements, asking
why staff was requesting more money before the original agreement terms had
expired. Mr. Petit responded that the original timeframe was for three years
and stated that as-needed contracts are for pre-qualified consultants with no
specific scopes, chosen by the scores on a formal procurement selection
process. Chair Pilecki requested staff add an explanation to the Position Paper
to justify the reallocation of budget amongst the agreements prior to expiration
of the three-year agreement term.
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COMMITTEE ACTION: Recommended Board approval with the addition
of supporting language in the Position Paper as described above.
6. Other Items
a. Receive update on the most recent meeting of the Bay Area Clean Water
Agencies (BACWA)
Ms. Schectel provided an update on the most recent BACWA meeting.
Discussions were held on the potential development of product labeling
legislation by the San Francisco Department of the Environment, for products
containing per-and polyfluoroalkyl substances (PFAS). The California
Association of Sanitation Agencies (CASA) discussed creating a working
group and plans to have a roundtable discussion next year on this subject.
The Committee and staff discussed labeling of PFAS in certain products as a
potential platform for future bans.
Member McGill asked how successful the efforts have been on microplastics
and wipes. Ms. Schectel responded that the microbeads legislation was
successful both on state and federal levels and the effort on wipes has made
progress; legislation will likely be introduced again during the next state
legislative session.
Ms. Schectel stated that BACWA is working to develop key tenets of the third
Nutrient Watershed Permit to share with the Regional Water Board sometime
in 2021 and continue with the collaborative approach for regulating nutrients.
Ms. Schectel stated that the Regional Water Board is still discussing nutrient
load caps on the next permit. Central San staff has been calculating various
scenarios.
On December 1, the State Water Regional Control Board adopted the toxicity
provisions which will go into effect for permit renewals once formally approved.
Chair Pilecki stated that when putting together the Ten-Year Capital
Improvement Plan (CIP), there was a future budget of$10 million associated
with nutrient removal to complete preliminary operational modifications. He
inquired how that would tie in with the future Nutrient Watershed Permit and
potential nutrient load caps. Mr. Petit responded that, for now, the $10 million
budget in the CIP had been moved to the Steam and Aeration Blower Systems
project. At this time, any anticipated budget to meet the proposed future load
caps is not included in the CIP.
Chair Pilecki suggested bringing the nutrient issue to the entire Board rather
than the Committee, so the entire Board will be brought up to speed and then
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be able to have a complex discussion on any policy issues. Member McGill
agreed. There will be a presentation at an upcoming Board meeting to discuss
both the Water Exchange Project and the future of Nutrient Water Permits.
COMMITTEE ACTION: Received the information.
b. Receive update on the Membrane Pilot Project
Mr. Petit reviewed the memorandum and presentation included with the
agenda material.
Chair Pilecki suggested adding the impacts of the District's current effluent
situation on this project, and to include the project's estimated final costs in the
presentation.
COMMITTEE ACTION: Received the update and provided input to staff.
C. Receive update on meeting with Mt. View Sanitary District on potential for
consolidation with Central San
Mr. Bailey stated that he spoke with the General Manager of Mt. View Sanitary
District who said they have chosen to do their own affordability study to see if
there is an opportunity to reduce costs for their ratepayers. He advised that
Central San is available to assist if needed but believes it is premature to think
that a potential consolidation will occur at this point.
COMMITTEE ACTION: Received the update and provided input to staff.
7. Announcements
a. Ms. Gemmell announced that the Permit Counter received an
application check in the amount of$1.6 million for capacity fees for a
large development near the Pleasant Hill Bart Station.
b. Mr. Bailey announced that the District was a victim of the global hacking
incident earlier this year and, although it does not look serious for the
District, staff will update the Board in a closed session once more is
known.
8. Suggestions for future agenda items
a. Receive list of upcoming agenda items and provide suggestions for any other
future agenda items
In response to a question from Member McGill, Mr. Bailey advised that for next
year's REEP Committee, draft Position Papers and Memoranda will contain
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background information to provide a summary of discussions previously held
for the benefit of the new Board Members.
COMMITTEE ACTION: Reviewed the list and provided input to staff.
9. Future scheduled meetings
Meeting dates for 2021 to be determined
10. Adjournment— at 10:29 a.m.
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