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Home My WebLink About02.a. Approve minutes of meeting held 08-03-2023Page 1 of 7 Item 2.a. LICENTRAL SAN August 17, 2023 FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: AUGUST 3, 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 08-03-23 August 17, 2023 Regular Board Meeting Agenda Packet - Page 7 of 115 LCENTRAL SAN MINUTES* REGULAR BOARD MEETING Board Room Thursday, August 3, 2023 2:30 p.m. DRAFT Open Session — Board Room (Video recorded) ROLL CALL Page 2 of 7 BOARD OF DIRECTORS: BARBARA D.HOCKETT President MARIAHN LAURITZEN President Pro Tent 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. PUBLIC COMMENT PERIOD No comments. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. CONSENT CALENDAR 1. Approve the following: a. July 20, 2023 Board meeting minutes b. July 24, 2023 Special Board meeting minutes 2. Approve expenditures incurred June 9, 2023, through July 6, 2023 These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. August 17, 2023 Regular Board Meeting Agenda Packet - Page 8 of 115 Page 3 of 7 CENTRAL CONTRA COSTA SANITARYDISTRICT August 3, 2023 Board Meeting Minutes - Page 2 3. Set a public hearing for September 21, 2023, at 2:30 p.m. to consider establishing the Fiscal Year 2023-24 Appropriations Limit BOARD ACTION: Motion was made by Member Wedington and seconded by Member McGill to approve the Consent Calendar as recommended. Motion passed by unanimous roll call vote. PUBLIC HEARINGS 4. Conduct a public hearing to consider placing the following charges for Fiscal Year (FY) 2023-24 on the Contra Costa County tax roll for collection: 1) Sewer Service Charge; 2) Assessments for the Contractual Assessment Districts and Alhambra Valley Assessment Districts; and 3) Charges for the other fee installment payment and financing programs; and consider adopting Resolution No. 2023-021 President Hockett opened the public hearing. Senior Engineer Thomas Brightbill was available to answer questions and stated that an additional exhibit had been added to Resolution 2023-021 but that it provided supplemental information, not different information. Member McGill asked if the additional exhibit had been made available to all Board members, staff, and the public prior to the meeting. Ms. Young confirmed that it was. President Hockett closed the public hearing. BOARD ACTION: Conducted the public hearing. Motion was made by Member Pilecki and seconded by Member Lauritzen to adopt Resolution No. 2023-021, as presented. Motion passed by unanimous roll call vote. OTHER BOARD ACTION ITEMS 5. Approve Resolution No. 2023-022 to extend the existing Septic to Sewer Financing Program for three years and approve Resolution No. 2023-023 to create a new three- year Lateral Repair and Replacement Pilot Program Planning and Development Services Division Manager Danea Gemmell made a brief presentation about the existing Septic to Sewer (S2S) program and the creation of a new Lateral Repair and Replacement program. Ms. Gemmell stated that the proposed resolutions could be considered separately, approval of one was not necessarily dependent on the other. Her presentation detailed statistics on level of participation in the existing program, average repair costs, and potential participation in the program if extended. BOARD ACTION: Motion made by Member McGill and seconded by Member Pilecki to extend the existing Septic to Sewer Financing Program and approve Resolution No. 2023-022. Motion passed by unanimous roll call vote. August 17, 2023 Regular Board Meeting Agenda Packet - Page 9 of 115 Page 4 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT August 3, 2023 Board Meeting Minutes - Page 3 The second half of Ms. Gemmell's presentation focused on a pilot program for lateral replacement financing. She reviewed statistics that included the number of residential connections and their characteristics. Also included was an article from the Environmental Protection Agency (EPA) that explained what sewer laterals are and why they are important, including reducing Inflow and Infiltration (I & I). The article also emphasized that programs designed to address issues with private laterals are generally more successful, and face less public resistance, when the financial aspects and impacts to customers are considered. Ms. Gemmell presented a recap of the proposed Lateral Replacement Program, including eligibility and financing terms. Discussion ensued about the statistics presented, requirement of participants to provide three contractor proposals, the types of sewer laterals that might be eligible for participation in the proposed Lateral Repair and Replacement Program, and at what dollar amount level. District Counsel Kent Alm emphasized that there is a significant legal difference between the existing program and the proposed pilot program, which is that these funds would be lent for improvement of a private structure, not a public structure. He stated that the general rule is that one ratepayer cannot be required to pay for another ratepayer's improvement to their private property. The rate must ensure that, at the end of the loan term, the District is made whole, and all monies are recouped so that the loan could not be considered a gift of public funds. General Manager Roger Bailey stated that the current and proposed programs will allow Central San to proceed with caution by financing a realistic yet conservative dollar amount level. If, however, future experience indicates that the maximum dollar amount needs to be revised, that change to the programs will be considered and brought back to the Board for approval. Motion made by Member Wedington and seconded by Member Lauritzen to create a new three-year Lateral Repair and Replacement Program and approve Resolution No. 2023-023. Motion passed by unanimous roll call vote. REPORTS AND ANNOUNCEMENTS 6. General Manager —Announcements a. Announcements — August 3, 2023 No further announcements were made during the meeting. 7. Counsel for the District No report. August 17, 2023 Regular Board Meeting Agenda Packet - Page 10 of 115 Page 5 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT August 3, 2023 Board Meeting Minutes - Page 4 8. Secretary of the District Ms. Young announced the following upcoming Committee meetings: • Engineering & Operations — Monday, August 14 at 9:00 a.m. BOARD ACTION: Received the announcements. 9. Board Members - Committee Minutes a. July 18, 2023 — Finance Committee — President Hockett and Member Lauritzen b. July 19, 2023 — Real Estate, Environmental & Planning Committee — Chair Pilecki and Member Wedington. BOARD ACTION: Received the Committee minutes. 10. 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 Member McGill provided a written report covering his announcements and other meetings. Member Pilecki No report. Member Wedington No report. President Hockett • State of the County Address with District 2 Supervisor Candace Anderson, Crow Canyon Country Club, 711 Silver Lake Drive, Danville, CA 94526 • ACSDA/CCSDA Annual Joint Meeting, Dublin, San Ramon Services District, 7051 Dublin Boulevard, Dublin, CA 94568 BOARD ACTION: Received the reports and announcements. 11. Board Members - Requests for Stipend/Reimbursement or Conference Attendance Authorization to receive a stipend for meeting attendance or expense reimbursement not specifically addressed in the current Board Compensation Policy, or authorization for conference attendance not previously approved by the Board. August 17, 2023 Regular Board Meeting Agenda Packet - Page 11 of 115 Page 6 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT August 3, 2023 Board Meeting Minutes - Page 5 a. Consider authorizing Member Lauritzen to attend the California Association of Sanitation Agencies (CASA) conference August 9-11, 2023 in San Diego, California BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill authorizing Member Lauritzen to attend the California Association of Sanitation Agencies (CASA) conference August 9-11, 2023 in San Diego, California. Motion passed by 4-0-1 roll call vote (Lauritzen abstained). Member McGill asked District Counsel if having a majority of the Board present at the same conference presented any problems or required an agenda to be produced. Mr. Alm stated that since the purpose of attending the conference was to participate in the content of the conference, not conduct Central San business, there was no requirement to produce an agenda. He stated that the onus to not conduct any business specific to Central San belongs to the Board members. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS Member Pilecki requested that staff provide an update on Covid tracking efforts, as was previously done. General consensus was given by a thumbs -up indication by all Board members. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7 District Counsel Kent Alm announced that a closed session would be held for items 12 and 13. Member Pilecki stated that he would recuse himself from Item 13. RECESS TO CLOSED SESSION The Board recessed at 3:18 p.m. to reconvene in closed session in the Caucus Room. CLOSED SESSION 12. Personnel matters pursuant to Government Code Section 54957(b)(1) — Performance Evaluations for following members of Executive Management Team: General Manager and Secretary of the District 13. Conference with Legal Counsel — pending litigation pursuant to Government Code Section 54956.9(d)(1): Jane and Bryan Kappel vs. Central Contra Costa Sanitary District, et al., Contra Costa County Superior Case No. MSC 19-01012 August 17, 2023 Regular Board Meeting Agenda Packet - Page 12 of 115 Page 7 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT August 3, 2023 Board Meeting Minutes - Page 6 ADJOURNMENT The meeting was adjourned at 5:01 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 August 17, 2023 Regular Board Meeting Agenda Packet - Page 13 of 115