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LCENTRAL SAN
BOARD OF DIRECTORS:
REGULAR MEETING OF THE BARBARAD.11°CKETT
President
CENTRAL CONTRA COSTA MARIAHN LAURITZEN
SANITARY DISTRICT President Pro Tent
ADMINISTRATION COMMITTEE MICHADJ.PILILGILL
TAD J. ECKI
DAVID R. WILLIAMS
MINUTES
PHONE: (925) 228-9500
Tuesday, January 3, 2023 FAX.- (925) 372-0I92
9:30 a.m. www.eentralsan.org
(All attendees participated via videoconference)
Committee:
Chair Mariah Lauritzen
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
Benjamin Johnson, Internal Auditor
Emily Barnett, Communications and Government Relations Manager (joined during Item 4.a.)
Danea Gemmell, Planning and Development Services Manager
Nitin Goel, Operations Optimization Manager
Charles Mallory, Information Technology Manager
Teji O'Malley, Human Resources and Organizational Development Manager
Christina Gee, Management Analyst
Stacey Durocher, Administrative Services Assistant
Notice
This meeting was conducted virtually in accordance with the provisions stipulated
in Assembly Bill 361 and adopted on December 15, 2022, by the Central San
Board of Directors. The agenda included instructions for options in which the public
could participate in the meeting.
2. Call Meetina to Order
Chair Lauritzen called the meeting to order at 9:00 a.m.
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Administration Committee Minutes
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3. Public Comments
None.
4. Committee Charter
a. Review Committee Charter as set forth in Board Policy No. BP 013 —
Standing Committee Protocols, Guidelines and Charters
Member McGill suggested removing the Board Member names from the
table regarding Presidential rotations. He also recommended adding a
map with the divisions to the policy.
COMMITTEE ACTION: Received Charter and provided changes to the
Board policy for Board consideration.
5. Agenda Items
a. Review draft Position Paper to adopt (1) a Resolution delegating authority
to the General Manager to execute easement acceptances and
authorizing staff to record the easement documents with the Contra Costa
County Clerk -Recorder, and (2) corresponding proposed revisions to
Board Policy No. BP 037 — Delegation of Authority to General Manager
Ms. Gemmell reviewed the draft Position Paper included in the agenda
materials. Staff recommends using the alternative practice as outlined in
District Code Sections 7.02.030.B.2 and 7.02.050.B.2. Execution and
recording of a "Certification of Acceptance" by the General Manager will
accept the easement(s). A proposed Resolution is required for the Board
to delegate authority to the General Manager to execute a "Certificate of
Easement Acceptance" and to record the documents. Ms. Gemmell
advised that on the Resolution going to the Board, clarification wording will
be added that a "rejection by another agency" will not prevent the District
from accepting an easement.
It was noted that the proposed Resolution retains the Board's sole power
to accept, execute and authorize the recording of easement acceptances
related to condemnation proceedings or where Central San is obligated to
pay for an easement.
Finally, Ms. Gemmell advised that on Attachment 4 of the draft Position
Paper, the certificate of easement will be formatted differently to include a
location for the recorder to stamp and accept.
There was a discussion regarding the rejection of easements by other
entities. Mr. Alm advised that rejections by other agencies do not eliminate
Central San's offer to execute.
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Administration Committee Minutes
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Member McGill inquired if the District could accept at any point of time in
the future. Mr. Alm advised that there is a provision in the Subdivision Map
Act, that states if there is an offer of easement not being used for 25
years, it can be rescinded at any point.
COMMITTEE ACTION: Recommended Board approval.
b. Review draft Position Paper to authorize the General Manager to amend
an existing agreement with DLT Solutions, LLC in an amount not to
exceed $283,014 increasing the agreement cost ceiling to $2,011,192 to
switch Oracle Cloud licensing to Hosted Employee and increase licenses
in budgeting module
Mr. Mallory reviewed the draft Position Paper included in the agenda
materials.
The Committee had no questions.
COMMITTEE ACTION: Recommended Board approval.
C. Discuss potential parameters for issuing Central San proclamations and
resolutions; and consider adoption of a new Board Policy
Ms. Barnett explained that a resolution is a highly involved process and
has a direct nexus to the District, while a proclamation or certificate of
appreciation is a recognition that could be completed by staff. Staff
proposed a new Board Policy regarding proclamations would allow
requesting the General Manager to approve the recognition without Board
approval.
Member McGill appreciated the information and agreed that the General
Manager should be able to approve the proclamations for a faster
turnaround.
Ms. Barnett advised the Board that generally the Secretary of the District's
office handles resolutions, while the Communications division handles
proclamations.
COMMITTEE ACTION: Recommended Board approval.
d. Receive information on Central San's retention of the services of Dr. Larry
Bienati
Ms. O'Malley reviewed the memorandum included in the agenda
materials.
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Administration Committee Minutes
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Member McGill inquired about the sole source provision. Mr. Alm advised
that a form regarding sole source would need to be completed with a
narrative argument regarding the reasoning and approval from the
General Manager.
Mr. Leiber advised that work under $30,000 can be a single source,
$30, 000-$100, 000 requires an informal solicitation from a limited number
of firms and anything over $100,000 requires a Request for Proposal
(RFP).
COMMITTEE ACTION: Received the information.
e. Receive Optimizations Program Annual Report for Fiscal Year 2021-22
Ms. Gee reviewed the presentation included in the agenda materials.
The Committee Members praised the Optimizations Program and
recommended staff research applicable awards to submit the program for
consideration.
COMMITTEE ACTION: Received the report, provided input to staff
and recommended Board receipt.
Receive draft Benchmarking Study comparing Central San's performance
from Fiscal Years 2018-19, 2019-20 and 2020-21 to water/wastewater
agencies statewide and nationwide
Ms. Gee reviewed the presentation included in the agenda materials.
In response to a question posed by Mr. Bailey regarding the information
collected to compare the information on slide 21, Ms. Gee advised that the
slide represents treatment, collection and support service costs.
COMMITTEE ACTION: Received the information.
6. Announcements
Mr. Bailey acknowledged staff for their hard work, time and dedication during
the storm over New Year's weekend. He advised that there was a maximum
flow of 270 MGD during the storm.
Mr. Bailey informed the Committee that he received a call from the Town of
Danville requesting additional sandbags. Collection System Operations
Manager Paul Seitz and his crew were able to promptly help and the Town
was extremely thankful.
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Administration Committee Minutes
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7. Suggestions for Future Agenda Items
a. Receive list of upcoming agenda items and provide suggestions for any
other future agenda items
COMMITTEE ACTION: Received the list.
8. Future Scheduled Meetings
Tuesday, February 7, 2023 at 9:30 a.m.
Tuesday, March 14, 2023 at 9:30 a.m.
Tuesday, April 4, 2023 at 9:30 a.m.
9. Adjournment — at 10:53 a.m.
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