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HomeMy WebLinkAbout02.a. Approve minutes of meeting held 02-23-2023 Page 1 of 10 Item 2.a. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT March 16, 2023 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: FEBRUARY23, 2023 BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. ATTACHMENTS: 1. Draft Minutes of 02-23-23 meeting March 16, 2023 Regular Board Meeting Agenda Packet- Page 6 of 82 Page 2 of 10 CENTRAL SAN CONTRACENTRAL • IMHOFF PLACE, MARTINEZ, CA 9A553-A37 MINUTES* BOARD OF DIRECTORS: BARBARA D.HOCKETT President Pro Tem SPECIAL BOARD MEETING MARLAHN LAURITZEN Virtual Meeting Presiden t Pro Tem Thursday, February 23, 2023 MICHAEL R.MCGILL 2:30 p.m. DA vice R.WILLAMS D RAFT Open Session — Virtual Meeting (Video recorded) NOTICE This meeting was held virtually pursuant to findings made by the Board of Directors on February 2, 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 (joined during Item 9), Pilecki, McGill, Hockett ABSENT: Members. Williams PLEDGE OF ALLEGIANCE Ms. Young 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. March 16, 2023 Regular Board Meeting Agenda Packet- Page 7 of 82 Page 3 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 Special Board Meeting Minutes - Page 2 CONSENT CALENDAR 1. Approve the following: a. January 12, 2023 Special Board meeting minutes b. January 19, 2023 Regular Board meeting minutes C. February 2, 2023 Special Board meeting minutes d. February 9, 2023 Special Board meeting minutes 2. Approve expenditures incurred December 9, 2022 through January 5, 2023 3. Receive Budget-to-Actual Expenditure overview through the month of December 2022 4. Adopt updated salary schedule effective February 23, 2023 for all District job classifications 5. Adopt Resolution No. 2023-007 authorizing execution of a Quitclaim Deed-Easement to relinquish rights on an original easement related to Job 3297 from the Property Owners located at 3272 Gloria Terrace, Lafayette; and staff to record documents with the Contra Costa County Clerk-Recorder's Office 6. Adopt Resolution Nos. 2023-008 through 2023-013 to accept Grant of Easement Deeds (related to the Walnut Creek Sewer Renovations, Phase 14, District Project 8460) from Property Owners at 1320, 1336, and 1390 Creekside Drive in Walnut Creek; authorize execution of Quitclaim Deeds to the same Property Owners for Abandoned Easements related to the Project; and authorizing staff to record the documents with the Contra Costa County Clerk-Recorder's Office 7. Award a construction contract in the amount of $6,592,000 to C. Overaa & Co., the lowest responsive and responsible bidder, for the Pump Station Upgrades, Phase 2B (Martinez Pumping Station), District Project 100042; find the Project is exempt from the California Environmental Quality Act; and authorize the General Manager to: 1. Include three alternative bid items to the contract award in a total amount of $1.32 million; 2. Transfer $581,000 from the contingency account to the Project; and 3. Amend three existing agreements with the following consultants in amounts not to exceed: $500,000 with Carollo Engineers, Inc., increasing the agreement to $2.5 million for Construction Management Services; $410,000 with HDR Engineering, Inc., increasing the agreement to $1.2 million for Engineering Services During Construction (ESDC); and • $350,000 with ArcSine Engineering, increasing the agreement to $1.0 million for ESDC 8. Receive bid announcement of the Solids Handling Facility Improvements-Phase 1A, District Project 7348; and grant an exception to Board Policy No. 037, Delegation of Authority to General Manager, to amend four existing professional engineering March 16, 2023 Regular Board Meeting Agenda Packet- Page 8 of 82 Page 4 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 Special Board Meeting Minutes - Page 3 services agreements, as may be needed, up to a combined total not to exceed $750,000 for final design and bid phase support services BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to adopt the Consent Calendar as recommended. Motion passed by unanimous roll call vote of those Board Members present (3-0-2; Lauritzen and Williams, absent) Member Lauritzen joined the meeting. OTHER BOARD ACTION ITEMS 9. Receive update on Central San's Diversity, Equity, and Inclusion (DEI) initiative; and authorize the General Manager to execute an amendment to an existing professional consulting services agreement with Bernardo M. Ferdman, DBA Ferdman Consulting, in an amount not to exceed $237,605, increasing the total cost ceiling to $343,356, to continue DEI consulting and facilitation services through March 31, 2024 DEI consultant Dr. Bernardo M. Ferdman reviewed the presentation included in the agenda materials. Internal Auditor Benjamin Johnson expressed his gratitude for the effective initiative and stated his appreciation for an organization who supports him and is grateful to be a part of the endeavor and is excited about the future steps. Director of Finance and Administration Phil Leiber read a prepared statement from Environmental Compliance Inspector Joe Jackson regarding his DEI related experiences and how proud he is to work for an organization who is willing to invest in this initiative. Mr. Leiber also opined that the work undertaken thus far has been approached in thoughtful and responsible manner and Dr. Ferdman has been a wise and experienced resource, and that this type of guidance is necessary on the journey ahead. He also expressed confidence that the workplan for the near-term is well defined and foundational for the overall success of the initiative. Member Lauritzen expressed her pleasure in the work and dedication going into the initiative and appreciates staff's efforts. Member McGill stated that the effort shown in today's presentation reflects the importance of this initiative by the Board and the organization and he could not be prouder of the District. Member Pilecki stated that he was excited to see the energy behind DEI and believes something meaningful needs to come out of this and be shown as actionable. Dr. Ferdman reviewed the work plan for 2023, on Slide 8, showing the commitment and preparation the ad hoc committee is committed to. An assessment subcommittee has been created to understand the options and effective approach going forward. March 16, 2023 Regular Board Meeting Agenda Packet- Page 9 of 82 Page 5 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 Special Board Meeting Minutes - Page 4 President Hockett expressed she was originally taken aback by the cost, but after several discussions with staff, she believes this is the appropriate approach. BOARD ACTION: Motion was made by Member McGill and seconded by Member Lauritzen to authorize the General Manager to execute an amendment to an existing professional consulting services agreement in an amount not to exceed $237,605 with Bernardo M. Ferdman, DBA Ferdman Consulting, increasing the total cost ceiling to $343,356, to continue DEI consulting and facilitation services through March 31, 2024. Motion passed by unanimous roll call vote of those Board Members present (4-0-1; Williams, absent) 10. Authorize the General Manager to 1) execute a purchase agreement in an amount not to exceed $5.5 million with Trojan Technologies Group ULC for ultraviolet (UV) disinfection equipment and special services for the UV Disinfection Replacement, District Project 100012; and 2) amend an existing professional engineering services agreement with Carollo Engineers, Inc. in an amount not to exceed $4.4 million, increasing the cost ceiling to $5.3 million for final design services Capital Projects Division Manager Edgar Lopez reviewed the presentation included in the agenda materials. Staff answered minimal technical questions from the Board Members. General Manager Roger S. Bailey advised that he would be attending the California Associations of Sanitation Agencies (CASA) Legislative Conference in Washington D.C. with other staff members next week to advocate for grant funding and low interest loans for this project as well as two other projects. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Lauritzen to authorize the General Manager to proceed with the following actions for the Ultraviolet (UV) Disinfection Replacement, District project 100012: A) Execute a purchase agreement in an amount not to exceed $5.5 million with Trojan Technologies Group ULC for UV disinfection equipment and special services; and B) Amend an existing professional engineering services agreement with Carollo Engineers, Inc. in an amount not to exceed $4.4 million, increasing the cost ceiling to $5.3 million for final design services. Motion passed by unanimous roll call vote of those Board Members present. (4-0-1; Williams, absent) REPORTS AND ANNOUNCEMENTS 11. General Manager—Announcements a. Announcements — February 23, 2023 March 16, 2023 Regular Board Meeting Agenda Packet- Page 10 of 82 Page 6 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 Special Board Meeting Minutes - Page 5 Other than the announcements provided with the agenda materials, no further announcements were made. BOARD ACTION: Received the announcements. 12. Counsel for the District - No report. 13. Secretary of the District Ms. Young announced the March 2, 2023 regularly scheduled Board meeting will be held in person in the Board Meeting Room at 2:30 p.m. BOARD ACTION: Received the announcements. 14. Board Members - Committee Minutes a. January 23, 2023 - Engineering & Operations Committee — Chair Pilecki and Member McGill b. January 24, 2023 - Finance Committee — President Hockett and Member Lauritzen C. January 31 , 2023 - Special Real Estate, Environmental & Planning Committee - Chair Williams and Member Pilecki d. February 6, 2023 - Engineering & Operations Committee - Chair Pilecki and Member McGill e. February 7, 2023 - Administration Committee - Chair Lauritzen and Member McGill 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 Lauritzen • January 26, 2023 - East Bay Leadership Council Speaker Series Event, Concord • February 2, 2023 - Contra Costa Mayors Conference, Walnut Creek • February 13-16, 2023 - National Association of Clean Water Agencies (NACWA) Legislative Conference, Sonoma Member McGill • February 2, 2023 - Contra Costa Mayors Conference, Walnut Creek • February 13-16, 2023 - NACWA Legislative Conference, Sonoma March 16, 2023 Regular Board Meeting Agenda Packet- Page 11 of 82 Page 7 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 Special Board Meeting Minutes - Page 6 Member McGill also provided a written report covering his announcements and other meetings. Member Pilecki • February 1, 2023 - City of Concord's 38th Annual Mayors State of the City Luncheon, Concord • February 21, 2023 — Central San Citizen Academy Member Williams - No report. President Hockett • January 25-27, 2023 - California Association of Sanitation Agencies (CASA) Winter Conference, Palm Springs • February 13, 2023 - Contra Costa Special Districts Association (CCSDA) 30th Anniversary Interview, Concord BOARD ACTION: Received the reports and announcements. 16. Board Members - Requests for Stipend/Reimbursement or Conference Attendance No requests. 17. Board Members — Other Items a. Hold discussion regarding staff support of Board Members and Board Liaison appointments to respective County Board of Supervisors Districts Mr. Bailey requested a discussion be held on the level of outreach related service the Board Members would like to extend to the communities being represented in the different Districts. He noted that he wanted to make sure staff can accommodate requests made by Board Members to meet with different constituents and/or Board of Supervisors in the divisions and the funds needed to complete these meetings. Member Pilecki suggested addressing more of the global issue as to what information is being provided and sending the same consistent message to all of the divisions and liaison appointment agencies. He continued to state that all five divisions need to still recognize the District as a whole and the focus should remain on meeting the mission of the District. Member Lauritzen stated she was supportive of the engagement but unsure how it would differ from what she currently does when attending functions. Member McGill stated that he would prefer a master PowerPoint presentation be provided in order to complete a division wide meeting including representatives and residents in that division. March 16, 2023 Regular Board Meeting Agenda Packet- Page 12 of 82 Page 8 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 Special Board Meeting Minutes-Page 7 President Hockett opined that creating many additional meetings for one Board member is a staff burden and that the Communications division does a tremendous job relaying District-wide information to the community. Member Pilecki agreed with President Hockett's concerns about staff time and the amount of burden it places on staff for each presentation. There was discussion regarding city driven meetings versus Central San Board member driven meetings. Communications and Government Relations Manager Emily Barnett provided a benchmark of what other agencies in the area are doing regarding community involvement, stating that our current process is in line with other agencies in Contra Costa County. Mr. Bailey suggested that the Board consider giving each Board Member the discretion to initially assess what might work best in their respective divisions. In response to a question posed by Member McGill regarding speaker's bureaus, Ms. Barnett responded that the Communications Division's speaker's bureau outreach with metrics for success is in the District's strategic plan and staff provides the speakers bureaus customized by speaker and detail for each organization throughout the service area. President Hockett expressed extreme concern about staff time and the budget if additional events and meetings are requested of staff. Ms. Barnett provided a summary of a southern area briefing that occurred in 2018, stating that it required approximately 100 hours of staff time with only 14 attendees. She provided a list of items staff does in order to complete an event or meeting, including staff preparation, presentations, pre-meetings with Board members, set-up, graphics, invitations, marketing, etc. Further discussion ensued regarding staff time and the desire from staff for each event is to maximize the District's return on investment. Member McGill inquired, per law, how many letters staff could generate for a Board Member for an event. District Counsel Kent Alm responded approximately 250 but would double check that figure. Mr. Bailey advised that this item was to generate conversation and give Board Members the opportunity to discuss, suggesting not to exceed more than one meeting per division per year. Member Lauritzen expressed her confusion regarding this item as she stated that as a Board Member, she has the right to educate constituents and already exercises that right at many different events. March 16, 2023 Regular Board Meeting Agenda Packet- Page 13 of 82 Page 9 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 Special Board Meeting Minutes - Page 8 There was a general consensus to have the General Manager bring back a plan of action for the Board to consider at a future meeting. BOARD ACTION: Received information, provided input, and requested the General Manager bring back a plan of action for consideration at a future meeting. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel Kenton Alm announced that a closed session would be held for Item 18. RECESS TO CLOSED SESSION The Board recessed at 4:18 p.m. to reconvene in closed session. Closed Session (Not video recorded) CLOSED SESSION 18. Conference with labor negotiators pursuant to Government Code Section 54957.6: [Two Matters: COVID-19 Vaccination Mandate, Consumer Price Index (CPI)] District Negotiators: • Roger S. Bailey, General Manager • Kenton L. Alm, Esq., District Counsel • Teji O'Malley, Human Resources and Organizational Development Manager Employee Organizations: • Employees' Association, Public Employees Union, Local One • Management Support/Confidential Group (MS/CG) • Management Group RECESS TO OPEN SESSION The Board recessed at 5:06 p.m. to reconvene in open session. REPORT OUT OF CLOSED SESSION No reportable action. March 16, 2023 Regular Board Meeting Agenda Packet- Page 14 of 82 Page 10 of 10 CENTRAL CONTRA COSTA SANITARY DISTRICT February 23, 2023 Special Board Meeting Minutes-Page 9 ADJOURNMENT The meeting was adjourned at 5:07 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 March 16, 2023 Regular Board Meeting Agenda Packet- Page 15 of 82