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HomeMy WebLinkAboutBOARD MINUTES 11-17-22LCENTRAL SAN MINUTES* REGULAR BOARD MEETING Multi -Purpose Room Thursday, November 17, 2022 2:30 p.m. Open Session (Video recorded) NOTICE BOARD OF DIRECTORS: DAVID R. WILLIAMS President BARBARA D. HOCKETT President Pro Tent MARIAHN LAURITZEN MICHAEL R. MCGILL TAD J PILECKI This meeting was held virtually pursuant to findings made by the Board of Directors on November 3, 2022 under Assembly Bill (AB) 361 related to the ongoing COVID-19 pandemic. The agenda provided options in which members of the public could participate. ROLL CALL A regular 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 The Board, staff and audience joined in the Pledge of Allegiance. PUBLIC COMMENT PERIOD 1. Receive written public comment dated November 7, 2022 No further comments were received. 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. Book 70 — Page 193 CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2022 Board Meeting Minutes — Book 70-Page 194 CONSENT CALENDAR 2. Approve the following: a. November 3, 2022 Board meeting minutes 3. Award a construction contract in the amount of $5,349,080 with National Plant Services, Inc. for as -needed District -wide Sewer Closed Circuit Television (CCTV) Inspection; and find the contract is exempt from the California Environmental Quality Act 4. Award a construction contract in the amount of $513,375 with Always Paving, Inc. dba General Construction for District -wide Patch Paving; find the contract is exempt from the California Environmental Quality Act; and authorize up to a 30-percent contingency 5. Authorize the General Manager to execute an amendment to an existing professional consulting services agreement with Bienati Consulting Group, Inc. in an amount not to exceed $75,000, increasing the total cost ceiling to $202,200, to facilitate Executive Management Team annual performance evaluations, provide Board support, train and coach the leadership team, and facilitate the Management Leadership Academy 6. Adopt Resolution No. 2022-078 authorizing (1) execution of a Real Property Agreement for a Class 2 Encroachment at 1594 Huston Road, Lafayette, and (2) authorizing staff to record the documents with the Contra Costa County Recorder President Williams requested to pull Item 5 from the Consent Calendar for further discussion. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Lauritzen to adopt Items 1-4 and Item 6 on the Consent Calendar as recommended. Motion passed by unanimous roll call vote. Regarding Item 5, President Williams stated that although he was in full support of the contract for Dr. Bienati, he believes that with the sizable amount for a non -engineering contract, there should be an evaluation of proposals. General Manager Roger S. Bailey advised that the Administration reviews the contracts and will discuss proposals in the upcoming years. BOARD ACTION: Motion was made by President Williams and seconded by Member Hockett to adopt Item 5 on the Consent Calendar as recommended. Motion passed by unanimous roll call vote. CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2022 Board Meeting Minutes — Book 70-Page 195 OTHER BOARD ACTION ITEMS 7. Receive Pre -Audit Fiscal Year 2021-22 Capital Improvement Budget Year -End Status Report Capital Projects Division Manager Edgar Lopez reviewed the presentation included in the agenda materials. Member Pilecki appreciated that staff is taking a deeper dive into the expenditures since the District is projected to be behind and next year is a rate setting year. Mr. Lopez responded to questions posed by Board Members regarding price increases and coordination issues. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Hockett to receive the Capital Improvement Budget year-end report as presented. Motion passed by unanimous roll call vote. 8. Receive Fiscal Year (FY) 2021-22 Pre -Audit Year -End Financial Statement Summary Report; and consider alternatives for handling various pre -audit budget variances Director of Finance and Administration Phil Leiber reviewed the presentation included in the agenda materials. Member Lauritzen inquired if staff has a target for the rate stabilization account. Mr. Leiber stated that staff could bring options for different funding levels based on various metrics and recommend what a proper target might be for a policy decision. Mr. Leiber responded to questions posed by the Board Members and advised more information will be presented at the January Financial Planning Workshop for Board consideration. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to receive the report and approve the staff recommendation regarding the allocation of $9.94 million in budget variances towards various purposes as presented. Motion passed by unanimous roll call vote. COVID-19 PANDEMIC RESPONSE 9. Receive update on Central San's response to COVID-19 and other viruses Mr. Leiber briefly reviewed the presentation included in the agenda materials. BOARD ACTION: Received the update. CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2022 Board Meeting Minutes — Book 70-Page 196 REPORTS AND ANNOUNCEMENTS 10. General Manager — Reports a. Receive Annual Recycled Water Program Update Associate Engineer Richard Foss reviewed the presentation included the agenda materials. President Williams questioned whether customers complained about the additional forms needing to be completed for recycled water. Mr. Foss responded that at first there was some questioning regarding the forms but there was an understanding that it was a program requirement. BOARD ACTION: Received the update. b. Receive Miscellaneous Assets Review Internal Audit Report Internal Auditor Benjamin Johnson reviewed the presentation included in the agenda materials. There was a discussion regarding the pilot program for bar coding of assets. BOARD ACTION: Received the report. C. Follow-up discussion regarding the Future of Water Town Hall Forum in Rossmoor Mr. Bailey advised the Board that he and staff will be meeting with Rossmoor on November 29 to discuss next steps to figure out what options they have and how Central San can help provide recycled water to the community. Member McGill opined that the event was properly done and believes that there needs to be more events in order to get the rate payers to understand the options and needs for funding of recycled water. Member Hockett agreed that another town hall would be useful but the cost and options needed to be laid out on the table so there is an understanding of the whole cost. President Williams believes that the Board needs to tread cautiously with the water providers. Member Pilecki suggested more education to the communities on the use of recycled water. Member Hockett inquired about the Memorandum of Understanding between East Bay Municipal Utility District and Central San and whether or not CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2022 Board Meeting Minutes — Book 70-Page 197 educating the public was included. Staff advised that language was included about providing different options of education. There was a discussion regarding the use of in -direct and direct potable water use. The general consensus of the Board was to educate the public with more recycled water forums. BOARD ACTION: Received the information, held discussion and provided input to staff. 11. General Manaaer —Announcements a. Announcements — November 17, 2022 Other than the announcements included in the agenda materials, no further announcements were made during the meeting. BOARD ACTION: Received the announcements. 12. Counsel for the District — No report. 13. Secretary of the District Ms. Young announced the following upcoming Committee meeting.- 0 (Special) Finance —Monday, November 21 at 2:00 p.m. 14. Board Members - Committee Minutes a. November 1, 2022 - Administration Committee - Chair Pilecki and Member Lauritzen b. November 2, 2022 - Engineering & Operations Committee - Chair Lauritzen and Member Hockett BOARD ACTION: Received the Committee minutes. 15. 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 • November 15, 2022 - San Ramon Chamber of Commerce State of the District Luncheon with Assemblymember Rebecca Bauer -Kahan, Crow Canyon Country Club, Danville Member Lauritzen - No report. CENTRAL CONTRA COSTA SANITARY DISTRICT November 17, 2022 Board Meeting Minutes — Book 70-Page 198 Member McGill Member McGill provided a written report covering his announcements and other meetings. Member Pilecki • November 9, 2022 - Contra Costa Local Agency Formation Commission Meeting (virtual) (stipend declined) President Williams - No report. BOARD ACTION: Received the reports and announcements. 16. Board Members - Requests for Stipend/Reimbursement or Conference Attendance No requests. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. ADJOURNMENT The meeting was adjourned at 4:16 p.m. VaV-(j (wt(uau is David R. Williams President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: 6 it, Uo Katie Young Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California