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HomeMy WebLinkAbout01.b. Approve minutes of meeting held 01-19-2023 Page 1 of 9 Item 1.b. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JANUARY 19, 2023 REGULAR BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. ATTACHMENTS: 1. Draft Minutes of 0 1-19-23 meeting February 23, 2023 Special Board Meeting Agenda Packet- Page 13 of 122 Page 2 of 9 CENTRAL SAN CONTRACENTRAL • IMHOFF PLACE, MARTINEZ, CA 9A553-A37 MINUTES* BOARD OF DIRECTORS: BARBARA D.HOCKETT President Pro Tem REGULAR BOARD MEETING MARLAHN LAURITZEN Virtual meeting Presiden t Pro Tem Thursday, January 19, 2023 MICHAEL R.MCGILL 2:30 p.m. DA vice R.WILLAMS DRAFT Open Session (Video recorded) NOTICE This meeting was held virtually pursuant to findings made by the Board of Directors on January 12, 2023 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 Hockett at 2:30 p.m. Secretary of the District Katie Young called roll: PRESENT: Members: Lauritzen, Pilecki, Williams, Hockett ABSENT: Members. McGill PLEDGE OF ALLEGIANCE Ms. Young recited the Pledge of Allegiance. PUBLIC COMMENT PERIOD No comments. REQUESTS TO CONSIDER MATTERS OUT OF ORDER District Counsel Kent Alm requested Item 10 be removed from the agenda for further discussion and investigation by staff. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. February 23, 2023 Special Board Meeting Agenda Packet- Page 14 of 122 Page 3 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT January 19, 2023 Board Meeting Minutes- Page 2 AWARDS AND PRESENTATIONS 1. Adopt Resolution No. 2023-001 commending outgoing Board President David R. Williams for his service BOARD ACTION: Motion was made by Member Pilecki and seconded by President Hockett to adopt the resolution commending outgoing Board President David R. Williams. Motion passed by the following roll call vote: AYES: Members: Lauritzen, Pilecki, Hockett NOES: Members: None ABSENT: Members: McGill ABSTAIN: Members: Williams 2. Receive the Best Work Execution Management Program 2022 from Uptime Magazine Neil Meyer presented the Best Work Execution Management Program 2022 award from Uptime Magazine to the Board and reviewed the presentation included in the agenda materials. The Board Members thanked staff for all their hard work and provided kudos to the entire team. Uptime Magazine representative Terrance O'Hanlon passionately acknowledged Central San's staff, the fabulous asset management program and District's reliability. BOARD ACTION: Received the award. 3. Receive the Government Finance Officers Association (GFOA) Distinguished Budget Presentation Award for Fiscal Year (FY) 2022-23 Finance Manager Kevin Mizuno presented the GFOA Distinguished Budget Presentation Award to the Board and reviewed the presentation included in the agenda materials. BOARD ACTION: Received the award. CONSENT CALENDAR 4. Approve the following: a. December 15, 2022 Board meeting minutes 5. Approve expenditures incurred November 18, 2022 through December 8, 2022 6. Receive Financial Overview through the month of November 2022 February 23, 2023 Special Board Meeting Agenda Packet- Page 15 of 122 Page 4 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT January 19, 2023 Board Meeting Minutes- Page 3 7. Set a public hearing for April 20, 2023 at 2:30 p.m. to consider establishing Sewer Service Charge (SSC) and Recycled Water (ReW) rates for the next two fiscal years; and authorize the Secretary of the District to publish the public hearing notices 8. Adopt (1) a Resolution No. 2023-002 delegating authority to the General Manager to execute easement acceptances and authorizing staff to record the 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 9. Adopt new Board Policy No. BP 050 — Central San Proclamations and Resolutions 10. Adopt Resolution No. 2023-003 to accept an Easement Declaration related to La Ruth Manor Subdivision for District Project 100023, Walnut Creek Sewer Renovations, Phase 16, and authorizing staff to record documents with the Contra Costa County Clerk-Recorder 11. Adopt Resolution No. 2023-004 authorizing execution of a Real Property Agreement for property located at 2623 Camino Ramon, located in the City of San Ramon and staff to record documents with the Contra Costa County Clerk-Recorder 12. 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 13. Authorize the General Manager to execute a contract in an amount not to exceed $213,500 with Foster & Foster to provide Other Post-Employment Benefits (OPEB) and pension actuarial services for a five-year service period 14. Authorize execution of a Joint Powers Authority Agreement with Sacramento Regional County Sanitation District enabling Central San to join the formation of the Northern California Sanitation Agencies Financing Authority 15. Award a construction contract in the amount of $550,000 to Rehak General Engineering, the lowest responsive and responsible bidder, for the Annex Storage Building, District Project 100003; find the Project is exempt from the California Environmental Quality Act; and authorize up to a 20-percent contingency 16. Rescind award of a construction contract to Always Paving, Inc., dba General Construction, for District-wide Patch Paving; award the construction contract in an amount not to exceed $745,780 for these services to Morgan-Bonanno, Inc.; and authorize up to a 30-percent contingency As mentioned above, Mr. Alm requested Item 10 be pulled from the Consent Calendar. BOARD ACTION: Motion was made by Member Lauritzen and seconded by Member Williams to adopt Items 4.a. through 9 and Items 11 through 16 of Consent Calendar February 23, 2023 Special Board Meeting Agenda Packet- Page 16 of 122 Page 5 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT January 19, 2023 Board Meeting Minutes- Page 4 as recommended. Motion passed by unanimous roll call vote of those Board Members present. (4-0-1, McGill absent). PUBLIC HEARINGS 17. Conduct a public hearing to consider approval of the Houston Court Area Contractual Assessment District (CAD) No. 2022-1 in Danville, District Project 6745; and • Adopt Resolution 2023-005 confirming compliance with California Constitution, Article XIIID, Section 4 (Proposition 218); • Adopt Resolution 2023-006 approving the Engineer's Report, assessments, interest rate and financing period to be charged on financed assessments, ordering improvement; and • Authorize the General Manager to execute an agreement with Houston Court Area CAD No. 2022-1 participants Engineering Assistant 111 Russ Leavitt reviewed the presentation included in the agenda materials. Provisional Director of Engineering and Technical Services Danea Gemmell advised that the Real Estate, Environmental and Planning (REEP) Committee reviewed this item extensively and recommended the 20-year extension. Mr. Leavitt responded to minimal questions from the Board Members. President Hockett opened the public hearing. Hearing no public comments, she immediately closed the hearing. BOARD ACTION: Conducted the public hearing. Motion was made by Member Pilecki and seconded by Member Lauritzen to approve the Houston Court Area CAD No. 2022-1; adopt the proposed resolutions; and authorize the execution of an agreement with the CAD participants, as presented. Motion passed by unanimous roll call vote of those Board Members present. (4-0-1, McGill absent). OTHER BOARD ACTION ITEMS 18. Accept the (1) audited Annual Comprehensive Financial Report (ACFR) for the fiscal year ended June 30, 2022 performed by Maze & Associates, and (2) independent auditors' memorandum on internal control and required communications for the fiscal year ended June 30, 2022 David Alvey Audit Partner of Maze & Associates and Mr. Mizuno provided an overview of the ACFR. Mr. Alvey stated that the audit was completed, and the District was issued an "unmodified"opinion, representing the auditors view that the report has been prepared, in all material aspects, in accordance with generally accepted accounting February 23, 2023 Special Board Meeting Agenda Packet- Page 17 of 122 Page 6 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT January 19, 2023 Board Meeting Minutes- Page 5 principles. He reviewed the memorandum provided in the agenda materials, and briefly discussed upcoming changes in accounting standards that would be addressed in future reports. Member Pilecki advised that staff reviewed this document at the December 2022 Finance Committee and the Committee recommended Board approval. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Williams to accept the audited ACFR and the auditors' memorandum on internal control and required communications for fiscal year ended June 30, 2022. Motion passed by unanimous roll call vote of those Board Members present. (4-0-1, McGill absent). 19. Review draft Proposition 218 notice and authorize mailing of public notices of proposed Sewer Service Charge (SSC) and Recycled Water (REW) Charge rate increases for Fiscal Years 2023-24 and 2024-25 Member Pilecki provided some feedback on the notice to staff. There was a discussion regarding the process of submitting protests and confirming that one protest per parcel will be accepted. BOARD ACTION: Reviewed the updated draft Proposition 218 notice. Motion was made by Member Williams and seconded by Member Lauritzen to authorize the release of the SSC and REW notices to the public. Motion passed by unanimous roll call vote of those Board Members present. (4-0-1, McGill absent). COVID-19 PANDEMIC RESPONSE 20. Receive update on Central San's response to COVID-19 and other viruses BOARD ACTION: Received the information. REPORTS AND ANNOUNCEMENTS 21. General Manager— Reports a. Receive information on Industrial Users of Central Contra Costa Sanitary District's public sewer system found to be in Significant Non-Compliance for 2022 Senior Environmental Compliance Inspector Colleen Henry reviewed the notice included in the agenda materials. BOARD ACTION: Received the information. b. Receive list of pending Board and Standing Committee future agenda items BOARD ACTION: Received the list. February 23, 2023 Special Board Meeting Agenda Packet- Page 18 of 122 Page 7 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT January 19, 2023 Board Meeting Minutes- Page 6 22. General Manager—Announcements a. Announcements - January 19, 2023 In addition to the announcements provided with the agenda materials, Mr. Bailey thanked all staff for their hard work during the recent storms. BOARD ACTION: Received the announcements. 23. Counsel for the District - No report. 24. Secretary of the District Ms. Young announced the following upcoming Board and Committee meetings: • Engineering & Operations Committee — Monday, January 23 at 9:00 a.m. • Finance Committee — Tuesday, January 24 at 9:30 a.m. • Special Real Estate, Environmental & Planning Committee — Tuesday, January 31 at 9:30 a.m. • Special Board Self-Evaluation Workshop — Thursday, February 2 at 1:30 p.m. • Engineering & Operations Committee — Monday, February 6 at 9:00 a.m. • Administration Committee — Tuesday, February 7 at 9:30 a.m. • Special Board Internal Auditor Workshop — Thursday, February 9 at 1:00 p.m. • Finance Committee — Tuesday, February 21 at 9:30 a.m. • Real Estate, Environmental & Planning Committee — Wednesday, February 22 at 9:30 a.m. BOARD ACTION: Received the announcements. 25. Board Members - Committee Minutes a. December 14, 2022 - Real Estate, Environmental & Planning Committee - Chair Hockett and Member Williams b. December 19, 2022 - Finance Committee - Chair Lauritzen and Member Pilecki (alternate) C. January 3, 2023 - Administration Committee - Chair Lauritzen and Member McGill d. January 5, 2023 - Engineering & Operations Committee - Chair Pilecki and Member McGill BOARD ACTION: Received the Committee minutes. February 23, 2023 Special Board Meeting Agenda Packet- Page 19 of 122 Page 8 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT January 19, 2023 Board Meeting Minutes- Page 7 26. 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 Lauritzen - No report. Member McGill • January 5, 2023 - Contra Costa County Mayors Conference, City of Hercules Member Pilecki - No report. Member Williams - No report. President Hockett - No report. BOARD ACTION: Received the reports and announcements. 27. Board Members - Requests for Stipend/Reimbursement or Conference Attendance No requests. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. ANNUAL MEETING OF FACILITIES FINANCING AUTHORITY 28. Adjourn Board meeting and reconvene as the Central Contra Costa Sanitary District Facilities Financing Authority (FFA) to conduct its annual meeting Note: Board Members did not receive a separate or increased stipend for attendance at this meeting. BOARD ACTION: President Hockett adjourned the Board meeting and 2022 FFA Vice-Chair David Williams called to order a meeting of the Facilities Financing Authority as acting-Chair. The meeting was adjourned at 3:42 p.m. Upon conclusion of business, the FFA Annual Meeting was adjourned, and President Hockett re-opened the Central San Board meeting. February 23, 2023 Special Board Meeting Agenda Packet- Page 20 of 122 Page 9 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT January 19, 2023 Board Meeting Minutes- Page 8 ADJOURNMENT The meeting was adjourned at 3:47 p.m. Barbara D. Hockett 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 February 23, 2023 Special Board Meeting Agenda Packet- Page 21 of 122