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Home My WebLink About01.a. Approve minutes of meeting held 07-20-2023Page 1 of 7 Item 1.a. LICENTRAL SAN August 3, 2023 FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JULY20, 2023 BOARD MEETING MINUTES Attached are the draft minutes of the above Board meeting. Strategic Plan re -In GOAL ONE: Customer and Community Strategy 1— Deliver high-quality customer service GOAL FOUR: Governance and Fiscal Responsibility Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility, Strategy 2 - Encourage and facilitate public participation ATTACHMENTS: 1. Draft Board Minutes 07-20-23 August 3, 2023 Regular Board Meeting Agenda Packet - Page 5 of 64 110ENTRAL SAN MINUTES* REGULAR BOARD MEETING Board Room Thursday, July 20, 2023 2:30 p.m. DRAFT Open Session — Board Room (Video recorded) Rol I CIAI I Page 2 of 7 BOARD OF DIRECTORS: BARBARA D.HOCKETT President MARIA HN. LAURITZEN President Pro Tem MICHAEL R. MCGILL TAD J PILECKI FLORENCE T WEDINGTON 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, McGill, Pilecki, Wedington, Hockett ABSENT: Members: None PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. INTRODUCTIONS 1. New employee: • Geoffrey Michalczyk, Management Analyst (Engineering/Planning and Development Services) effective July 5, 2023 BOARD ACTION: Welcomed Mr. Michalczyk. President Hockett presented Central San pin. PUBLIC COMMENT PERIOD No comments. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. August 3, 2023 Regular Board Meeting Agenda Packet - Page 6 of 64 Page 3 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2023 Board Meeting Minutes - Page 2 REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. CONSENT CALENDAR 2. Approve the following: a. July 6, 2023 Board meeting minutes b. July 7, 2023 Special Board meeting minutes C. July 11, 2023 Special Board meeting minutes 3. Approve proposed revision to Board Policy No. BP 008 — Travel Expense Reimbursement 4. Approve proposed revisions to Board Policy No. BP 001 — Employee Technology Purchase Assistance Program 5. Approve removal of vacant Engineering Assistant III position (G-69, $4,418.26 - $5,342.16 Bi -weekly) and addition of GIS Analyst position (S-72, $4,766.73 - $5,770.59 Bi -weekly) 6. Approve reclassification of the Records Program Administrator classification (S62: $3,755.98 - $4,543.29 bi-weekly) and incumbent Eileen Hansen to Deputy Secretary of the District (S71: $4,652.12 - $5,628.16 bi-weekly); salary adjustment for Deputy Secretary of the District classification from S62 ($3,755.98 - $4,543.29 bi-weekly) to S71 ($4,652.12 - $5,628.16 bi-weekly); add one Administrative Services Assistant position (S58: $3,416.76 - $4,128.78 bi-weekly); and cancel the vacant Assistant to the Secretary of the District position (S62: $3,755.98 - $4,543.29 bi-weekly) 7. Authorize the General Manager to approve a two-year agreement with Emtec Consulting Services LLC (Emtec) for $612,000 for maintenance services and for enhanced functionality supporting the Enterprise Resource Planning (ERP) system 8. Award a construction contract in the amount of $11,449,000 to C. Overaa & Co., the lowest responsive and responsible bidder for Aeration Basins Diffuser Replacement, Phase 1, District Project 100019; include award of an additive bid item in the amount of $1,213,000 for seismic upgrades; execute a professional engineering services agreement in an amount not to exceed $1,000,000 with HDR Engineering, Inc. to provide engineering services during construction; and find the project is exempt from the California Environmental Quality Act (CEQA) 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. August 3, 2023 Regular Board Meeting Agenda Packet - Page 7 of 64 Page 4 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2023 Board Meeting Minutes - Page 3 OTHER BOARD ACTION ITEMS 9. Authorize the General Manager to purchase natural gas through an existing service agreement with Shell Energy North America, LP, for the period of January 1, 2025 through December 31, 2025, up to 1,200 dekatherms per day at a price not to exceed $7.00 per dekatherm, excluding transportation service costs Senior Engineer Clint Shima reviewed the presentation included in the agenda materials. Member Pilecki advised that the Engineering & Operations Committee reviewed this Position Paper and recommended Board approval. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to authorize the General Manager to purchase natural gas through an existing service agreement with Shell Energy North America, LP, for the period of January 1, 2025 through December 31, 2025, up to 1,200 dekatherms per day at a price not to exceed $7.00 per dekatherm, excluding transportation service costs. Motion passed by unanimous roll call vote. LEGISLATIVE MATTERS 10. Receive update on pending legislative matters and provide direction on priority legislation Communications and Government Relations Manager Emily Barnett reviewed the 2023 Priority Legislative Tracking Sheet provided in advance of the meeting. She provided the Board with important dates in regards to upcoming legislation. BOARD ACTION: Received the update. REPORTS AND ANNOUNCEMENTS 11. General Manager — Reports a. Receive Procurement Card Audit and Bi -annual Findings Reporting Internal Auditor Benjamin Johnson reviewed the presentation included in the agenda materials. Member Lauritzen stated that she was impressed there was no errors and thanked staff and Mr. Johnson for his work. In regards to a question posed by Member Lauritzen regarding future dates of the audits mentioned in the presentation, Mr. Johnson advised that they would be completed by the end of the calendar year. Member Pilecki suggested a future audit on construction contracts as the District is planning to spend over $100 million on projects this next fiscal year. Mr. Johnson stated that staff will consider that suggestion. August 3, 2023 Regular Board Meeting Agenda Packet - Page 8 of 64 Page 5 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2023 Board Meeting Minutes - Page 4 BOARD ACTION: Received the report. b. Receive list of pending Board and Standing Committee future agenda items Ms. Young indicated that the list included in the agenda packet is comprehensive and current. BOARD ACTION: Received the list. 12. General Manaaer —Announcements a. Announcements — July 20, 2023 No further announcements were made during the meeting. BOARD ACTION: Received announcements. 13. Counsel for the District No report. 14. Secretary of the District Ms. Young announced the following upcoming Special Board and Committee meetings: Special Board — Monday, July 24 at 8:30 a.m. in the MPR. Administration — Tuesday, August 1 at 9:30 a.m. in the Board Room. BOARD ACTION: Received announcements. 15. Board Members - Committee Minutes a. June 12, 2023 — Engineering & Operations Committee — Chair Pilecki and Member McGill b. July 10, 2023 — Engineering & Operations Committee — Chair Pilecki and Member McGill C. July 11, 2023 — Administration Committee (Special) — Chair Lauritzen and Member McGill BOARD ACTION: Received the Committee minutes. August 3, 2023 Regular Board Meeting Agenda Packet - Page 9 of 64 Page 6 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2023 Board Meeting Minutes - Page 5 16. 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 • July 6, 2023 — Contra Costa County Mayors Conference, 2011 Donald Drive, Moraga, CA 94556 Member McGill • July 6, 2023 — Contra Costa Mayors Conference, 2011 Donald Drive, Moraga, CA 94556 Member McGill also provided a written report covering his announcements and other meetings. Member Pilecki • July 12, 2023 — Contra Costa Local Agency Formation Commission (LAFCO) Member Wedington No report. President Hockett No report. BOARD ACTION: Received the reports and announcements. 17. Board Members - Reauests for Stioend/Reimbursement or Conference Attendance No requests. 18. Board Members — Other Items a. Consider approving Juneteenth as a fixed holiday, consistent with the Federal date of observance BOARD ACTION: Motion was made by Member McGill and seconded by Member Wedington to approve Juneteenth as a fixed holiday, consistent with the Federal date of observance. Motion passed by unanimous roll call vote. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. August 3, 2023 Regular Board Meeting Agenda Packet - Page 10 of 64 Page 7 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT July 20, 2023 Board Meeting Minutes - Page 6 ADJOURNMENT The meeting was adjourned at 2:51 p.m. Barbara D. Hockett President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California 14901910 19 21 M11 Eel 012193 Katie Young Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California August 3, 2023 Regular Board Meeting Agenda Packet - Page 11 of 64