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Home My WebLink About02.a. Approve minutes of meeting held 09-07-2023Page 1 of 8 Item 2.a. LICENTRAL SAN September 21, 2023 FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: SEPTEMBER 7, 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 09-07-23 September 21, 2023 Special Board Meeting Agenda Packet - Page 6 of 174 LCENTRAL SAN MINUTES* REGULAR BOARD MEETING Board Room Thursday, September 7, 2023 2:30 p.m. DRAFT Open Session — Board Room (Video recorded) 2:30 p.m. ROLL CALL Page 2 of 8 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. August 17, 2023 Board meeting minutes 2. Approve expenses incurred July 7, 2023, through August 10, 2023 These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. September 21, 2023 Special Board Meeting Agenda Packet - Page 7 of 174 Page 3 of 8 CENTRAL CONTRA COSTA SANITARYDISTRICT September 7, 2023 Board Meeting Minutes - Page 2 3. Receive Budget -to -Actual Expenditure overview through the month of June 2023 4. Confirm publication of codified District Ordinance No. 326 summary and uncodified District Ordinance Nos. 324, 327, 328, 329 and 330 summaries 5. Adopt Resolution No. 2023-027 appointing Deputy Secretary of the District Eileen Hansen as Secretary Pro Tem in the absence of the Secretary of the District, and appointing the Finance Manager (or equivalent position) as alternate, and rescind Resolution No. 2021-029 6. Approve proposed revisions to Board Policy No. BP 030 — Cost of Service Study 7. Adopt Resolution No. 2023 — 028 to encourage and promote pollution prevention and to declare September 18-24, 2023 as Pollution Prevention Week at Central San 8. Authorize the General Manager to execute a professional engineering agreement with Carollo Engineers, Inc., in an amount not to exceed $1.1 M for design of the A - Line Sewer Relocation of the Contra Costa Transportation Authority (CCTA), District Project 100050 9. Award a construction contract in the amount of $246,800 to SDM Construction, the lowest responsive and responsible bidder for the Laboratory Floor Replacement, District Project 100008; and find that the Project is exempt from the California Environmental Quality Act (CEQA) 10. Award a construction contract in the amount of $2,342,000 to JMB Construction, Inc. the lowest responsive and responsible bidder for the Martinez Urgent Force Main Replacement, District Project 100066; include additive bid item for $180,000 for temporary pipelines; authorize the General Manager to amend an existing Carollo Engineers, Inc. agreement for $400,000, increasing the cost ceiling to $2,900,000 to include engineering services; transfer $3,762,000 from the Collection System Sewer Renovation — Phase 2 to fund the Project; and find the Project is exempt from the California Environmental Quality Act (CEQA) President Hockett advised that an amendment was made to Item 1 and provided to the Board prior to the meeting. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Wedington to adopt the Consent Calendar as recommended. Motion passed by unanimous roll call vote. OTHER BOARD ACTION ITEMS 11. Award a construction contract in the amount of $4,112,000 to Precision Engineering, Inc., the lowest responsive and responsible bidder for the Downtown Walnut Creek Sewer Renovations — Locust, District Project 100049; and find that the project is exempt from the California Environmental Quality Act (CEQA) September 21, 2023 Special Board Meeting Agenda Packet - Page 8 of 174 Page 4 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT September 7, 2023 Board Meeting Minutes - Page 3 Associate Engineer Damasio Zepeda reviewed the presentation included in the agenda materials. Member Pilecki noted that the City of Walnut Creek has a scheduled project to repave the roadway and rebuild sidewalks. Mr. Zepeda confirmed that Central San is aware of that undertaking by the City and factored that project into the decision to extend any rebuilt laterals as far as able, to avoid having to destroy any repaving or repair work already done by the City. Member Wedington expressed her appreciation for the hard work and relationships that staff has built and maintained with the City. President Hockett inquired about working with the restaurants to obtain grease traps or some standard method of controlling oils and grease. Mr. Zepeda stated that some businesses have grease traps while other business have oil interceptors and that a challenge to standardizing traps and/or interceptors is that the City of Walnut Creek prohibits private facilities to be constructed in a public right-of-way. To avoid that complication, the footprint of the individual business may need to be rerouted. Capital Projects Division Manager Edgar Lopez noted that information will be provided to any businesses who may face that challenge and would like to take advantage of financing offered by Central San's Lateral Program and that the District will work collaboratively with businesses and property owners to create the best solution. President Hockett stated her understanding that the higher contingency amount of 25% may have been set to assist with the dismantling and rebuilding of the parklets (dining areas outside of restaurants) and that she supports that approach so that the total burden is not placed on businesses to regain those spaces. Member Pilecki advised that the Engineering and Operations Committee recommended raising the contingency amount from 15% to 25% in part to offset any impact to businesses in that situation as well as allow for uncertainties with the underground construction. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member McGill to award a construction contract in the amount of $4,112,000 to Precision Engineering, Inc., the lowest responsive and responsible bidder for the Downtown Walnut Creek Sewer Renovations — Locust, District Project 100049; and find that the project is exempt from the California Environmental Quality Act (CEQA). Motion passed by unanimous roll call vote. 12. Award a construction contract in the amount of $121,738,000 to C. Overaa & Co., the lowest responsive and responsible bidder for the Solids Handling Facility Improvements, Phase 1A, District Project 7348; include award of additive bid items totaling $4,550,000; and authorize the General Manager to execute the following: 1. A new professional engineering services agreement with CDM Smith, Inc. (CDM) for $3.6M for engineering services during construction (ESDC); September 21, 2023 Special Board Meeting Agenda Packet - Page 9 of 174 Page 5 of 8 CENTRAL CONTRA COSTA SANITARYDISTRICT September 7, 2023 Board Meeting Minutes - Page 4 2. A $10.81VI revision with MWH Constructors, Inc. (MWH) for construction management services; 3. A $3.41VI revision with Aresine Engineering (Aresine) for electrical field services and ESDC; and 4. Update new equipment contracts with Andritz Separation Technologies, Inc. for $3.1 M, Schwing Bioset, Inc. for $3.01VI, and Envirocare International, Inc. for $3.4M Mr. Lopez reviewed the presentation included in the agenda materials. He acknowledged several departments and employees who have played important roles in this project. In response to Member McGill's question regarding incentives to avoid shutdowns, Mr. Lopez advised that all District contracts include cost reduction incentive clauses and staff is prepared to exercise those incentives should it be necessary to avoid furnace shutdowns. Member Pilecki stated that a key point to this project is that completing the work now will give the District adequate time to plan and complete Phase 2. Member Lauritzen inquired if staff does a regular review of permits. Mr. Lopez provided an explanation on regulatory compliance and the permits. It was noted that the Engineering & Operations Committee received a great amount of information on the project, spent a tremendous amount of time reviewing all components of it, and felt comfortable recommending it to the Board for approval. BOARD ACTION: Motion was made by Member McGill and seconded by Member Pilecki to award a construction contract in the amount of $121,738,000 to C. Overaa & Co., the lowest responsive and responsible bidder for the Solids Handling Facility Improvements, Phase 1A, District Project 7348; include award of additive bid items totaling $4,550,000; and authorize the General Manager to execute the following: 1. A new professional engineering services agreement with CDM Smith, Inc. (CDM) for $3.6M for engineering services during construction (ESDC); 2. A $10.8M revision with MWH Constructors, Inc. (MWH) for construction management services; 3. A $3.4M revision with Aresine Engineering (Aresine) for electrical field services and ESDC; and 4. Update new equipment contracts with Andritz Separation Technologies, Inc. for $3.1 M, Schwing Bioset, Inc. for $3.OM, and Envirocare International, Inc. for $3.4M. Motion passed by unanimous roll call vote. September 21, 2023 Special Board Meeting Agenda Packet - Page 10 of 174 Page 6 of 8 CENTRAL CONTRA COSTA SANITARYDISTRICT September 7, 2023 Board Meeting Minutes - Page 5 13. Review and consider adopting proposed guidelines for appointing a new Board Member. Member Lauritzen believes that the document provides improved governance and is compliant with the District's Diversity, Equity and Inclusion (DEI) goals. She opined that it is transparent and believes it was a team process that shows the Board's commitment to DEI. Member McGill thanked staff for preparing the document and believes it accomplishes many things. BOARD ACTION: Motion made by Member Lauritzen and seconded by Member McGill to approve the proposed guidelines for appointing a new Board Member. Motion passed by the following vote: AYES: Members: Lauritzen, McGill, Pilecki, Wedington NOES: Members: Hockett LEGISLATIVE MATTERS 14. Receive update on pending legislative matters Communications and Government Relations Manager Emily Barnett reviewed the Central San 2023 Priority Legislative Tracking Sheet as of September 6, 2023 provided prior to the Board meeting. Ms. Barnett provided a complete summary and answered questions from the Board about Assembly Constitutional Amendment (ACA) 13 regarding voting thresholds. She requested a support position be taken by the Board. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Lauritzen to support staff recommendation on Item 21 on the 2023 Central San Priority Legislation Tracking Sheet. Motion passed by unanimous roll call vote. REPORTS AND ANNOUNCEMENTS 15. General Manager —Announcements a. Announcements — September 7, 2023 Mr. Bailey expressed his appreciation and acknowledgement of District Counsel Kent Alm and Ms. Barnett for the awards they received at the California Association of Sanitation Agencies and California Special District Association conferences, respectively, last month. BOARD ACTION: Received the announcements. September 21, 2023 Special Board Meeting Agenda Packet - Page 11 of 174 Page 7 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT September 7, 2023 Board Meeting Minutes - Page 6 16. Counsel for the District No report. 17. Secretary of the District Ms. Young announced the following upcoming Committee meetings: • Engineering & Operations— Monday, September 11 at 9:00 a.m. • Finance — Tuesday, September 19 at 9:30 a.m. • Real Estate, Environmental & Planning — Wednesday, September 20 at 9:00 a.m. 18. Board Members - Committee Minutes a. August 14, 2023 — Engineering & Operations Committee — Chair Pilecki and Member McGill b. August 21, 2023 — Engineering & Operations Committee (Special) — Chair Pilecki and Member McGill C. August 22, 2023 — Finance Committee — President Hockett and Member Lauritzen d. August 23, 2023 — Real Estate, Environmental & Planning Committee — Chair Pilecki and Member Wedington Member Pilecki advised that it was announced that the Regional Board is getting close on deciding how to proceed with the nutrients removal regulations and is looking forward to a staff report in the future. He noted that the Board needs to pay close attention to this regulation as it could have significant impacts with a 10-50% reduction. BOARD ACTION: Received the Committee minutes. 19. 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 • September 7, 2023 — Contra Costa Mayors Conference, Oakhurst Country Club, 1001 Peacock Dr., Clayton, CA Member McGill Member McGill provided a written report covering his announcements and other meetings. September 21, 2023 Special Board Meeting Agenda Packet - Page 12 of 174 Page 8 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT September 7, 2023 Board Meeting Minutes - Page 7 Member Pilecki No report. Member Wedington • September 7, 2023 — Contra Costa Mayors Conference, Oakhurst Country Club, 1001 Peacock Dr., Clayton, CA President Hockett No report. BOARD ACTION: Received the reports and announcements. 20. 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. No requests. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. ADJOURNMENT The meeting was adjourned at 3:53 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, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California September 21, 2023 Special Board Meeting Agenda Packet - Page 13 of 174