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Home My WebLink About01.a. Approve minutes of meeting held 01-27-2022 Page 1 of 7 Item 1.a. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT February 3, 2022 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JANUARY 27, 2022 SPECIAL BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. ATTACHMENTS: 1. Draft Minutes of 0 1-27-22 meeting February 3, 2022 Regular Board Meeting Agenda Packet- Page 6 of 72 Item 1.a. (Handout) Updated CENTRAL SAN Draft Minutes CONTRACENTRAL •STA SANITARY DISTRICT 5019 IMHOFFPLACE, MINUTES* BOARD OF DIRECTORS: DAVID R. WILLIAMS President SPECIAL BOARD MEETING BARBARA D.HOCKETT Virtual Meeting President Pro Tent Thursday, January 27, 2022 MARIAHN LAURITZEN 2.3 m. MICHAEL R.MCGILL p TAD J.PILECKI DRAFT Open Session — Virtual Meeting (Video recorded) NOTICE This meeting was held virtually pursuant to Central San Resolution 2022-004. The resolution made findings with the Governor's Emergency Declaration and County Health Services recommendations related to the ongoing COVID-19 pandemic, and the provisions provided under Assembly Bill 361. The agenda provided options in which members of the public could participate in the meeting. ROLL CALL A special meeting of the Board of Directors was called to order by President Williams at 2:30 p.m. Secretary of the District Katie Young called roll: PRESENT. Members: Hockett, Lauritzen, McGill, Pilecki, Williams ABSENT.- Members: None PLEDGE OF ALLEGIANCE District Counsel Kenton Alm recited the Pledge of Allegiance. PUBLIC COMMENT PERIOD No comments. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. CENTRAL CONTRA COSTA SANITARYDISTRICT January 27, 2022 Special Board Meeting Minutes-Page 2 CONSENT CALENDAR 1. Approve the following: a. January 13, 2022 Special Board meeting minutes 2. Adopt Resolution No. 2022-006 to formally authorize the General Manager's Delegation of Authority provided in Board Policy No. BP 037 3. Authorize the General Manager to execute a three-year professional engineering services agreement with Ewing Construction Services in an amount not to exceed $390,000 for as-needed bid specification and construction contract support of Capital Improvement Projects 4. Award a construction contract in the amount of $348,874 to Bockmon & Woody Electric Co., Inc., the lowest responsive and responsible bidder for the Fire Protection System, Phase 3, District Project 7373; include an alternative bid item in the amount of $8,700 to remove an existing fire suppression system; find that the project is exempt from the California Environmental Quality Act (CEQA); and authorize up to a 20-percent contingency BOARD ACTION: Motion was made by Member Hockett and seconded by Member Lauritzen to adopt the Consent Calendar as recommended. Motion passed by unanimous roll call vote. COVID-19 PANDEMIC RESPONSE 5. Receive update on Central San's response regarding the Coronavirus (COVID-19) pandemic General Manager Roger S. Bailey commended all staff on the hard work and effort to maintain the highest quality of service during the last two years of the pandemic. He especially wanted to recognize the COVID-19 Response Team, which consists of Human Resources and Organizational Development Manager Teji O'Malley; Environment, Health and Safety Program Administrator Jerry Ledbetter; Environment, Health and Safety Specialist John Ortega; and Administrative Services Assistant Shenae Howard. He highlighted all of the efforts they have completed in order to keep Central San safe and compliant. He extended his extreme appreciation and gratitude. President Williams provided kudos to the team for continuing to provide excellent customer service during the pandemic. Member Hockett concurred. Ms. O'Malley answered several questions from Member Pilecki regarding updating the Exposure Prevention Plan and the number of staff that were impacted from exposures to positive cases at the District. CENTRAL CONTRA COSTA SANITARY DISTRICT January 27, 2022 Special Board Meeting Minutes-Page 3 Ms. Young read a public comment received via electronic mail requesting the Board rescind the mandatory vaccine policy. BOARD ACTION: Received the update. OTHER BOARD ACTION ITEMS 6. Consider approval of proposed Guiding Principles for Satellite Water Recycling Facility Projects President Williams provided the public with a background of the proposed Guiding Principles. Mr. Bailey further explained that this item was brought to the Board in December 2021, and the changes requested by Board have been incorporated into the new proposed principles. Ms. Young read a public comment received from Chief Operating Officer Bruce Pruitt of the Diablo Country Club in support of the proposed Guiding Principles. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Lauritzen to approve the proposed Guiding Principles for Satellite Water Recycling Facility projects as presented. Motion passed by unanimous roll call vote. 7. Hold discussion in consideration of a two-year budget cycle process Director of Administration and Finance Philip Leiber reviewed the presentation included in the agenda materials. President Williams stated that he is a proponent of a two-year budget for the considerable amount of staff time that could be saved and the efficiency it creates. He suggested bringing this item back in alignment with the District's subsequent Strategic Plan. Mr. Bailey stated that he believes that entities that have transitioned to a two-year budget have had a positive experience, once transitioned; however, he recommended the Board support staff's recommendation to continue with the current annual budget cycle at this time. He noted that with switching to a two-year budget the goal would be to save time, which may require the Board and Committee involvement in the budget process to be moderated with the recognition that the accuracy of the second year budget would be somewhat less. Member Pilecki expressed his concern about instituting a two-year budget cycle with the continued implementation of the Enterprise Resource Planning (ERP) and the current uncertain impact of inflation which is more volatile than in the recent past. He agreed that if there was to be a transition, such a plan should be aligned with the Strategic Plan and rate setting schedule. CENTRAL CONTRA COSTA SANITARYDISTRICT January 27, 2022 Special Board Meeting Minutes-Page 4 Member Hockett expressed her opinion that the Board Members need not provide an exceptionally detailed review of the budget and that the Board recognize staff's expertise in this area. Member Lauritzen stated that she has some minor concerns about having a two- year budget and opined if it were to be adopted it should be done in accordance with a plan to include Board training on converting to a two-year budget and how to make best use of staff and Board Members' time. Member Pilecki agreed and suggested that upper management should be included in any training provided to the Board. President Williams stated that the Board consensus was to continue with the staff recommendation to maintain the current budget cycle structure and to revisit the discussion at an appropriate time to be determined by staff(which would be in advance of the subsequent Strategic Plan, less than two years from now). BOARD ACTION: Held discussion. REPORTS AND ANNOUNCEMENTS 8. General Manager— Reports a. Receive information on Industrial Users of Central San's public sewer system found to be in Significant Non-Compliance for 2021 Environmental Compliance Program Administrator Tim Potter reviewed the memorandum included in the agenda material. BOARD ACTION: Received the information. b. Receive list of pending Board and Standing Committee future agenda items BOARD ACTION: Received the list. 9. General Manager—Announcements a. Announcements — January 27, 2022 Mr. Bailey announced that he and Director of Engineering and Technical Services Jean Marc Petit will be attending the National Association of Clean Water Agency (NA CWA) conference starting Sunday, January 30 through Thursday, February 3. BOARD ACTION: Received the announcements. 10. Counsel for the District - No report. CENTRAL CONTRA COSTA SANITARY DISTRICT January 27, 2022 Special Board Meeting Minutes-Page 5 11. Secretary of the District Ms. Young announced the following upcoming Board and Committee meetings: Administration — Tuesday, February 1 at 1:00 p.m. (virtual) Regular Board Meeting— Thursday, February 3 at 2:30 p.m. (virtual) BOARD ACTION: Received the announcements. 12. Board Members - Committee Minutes a. January 18, 2022 - Administration Committee - Chair Pilecki and Member Lauritzen b. January 19, 2022 - Engineering & Operations Committee - Chair Lauritzen and Member Hockett 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 • January 20, 2022 - East Bay Leadership Council (EBLC) Easy Bay USA event (virtual) Member Lauritzen - No report. Member McGill • January 20, 2022 - East Bay Leadership Council (EBLC) Easy Bay USA event (virtual) Member McGill also provided a written report covering his announcements and other meetings. Member Pilecki - No report. President Williams - No report. BOARD ACTION: Received the reports and announcements. 14. Board Members - Requests for Stipend/Reimbursement or Conference Attendance No requests. EMERGENCY SITUATIONS None. CENTRAL CONTRA COSTA SANITARYDISTRICT January 27, 2022 Special Board Meeting Minutes-Page 6 REQUESTS FOR FUTURE AGENDA ITEMS None. ADJOURNMENT The meeting was adjourned at 3:20 p.m. David R. Williams 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