HomeMy WebLinkAbout02.a.Approve minutes of meeting held 12-21-2023Item 2.a.
J anuary 18, 2024
T O: HO NO R A B L E B O A R D O F D I R E C TO R S
F RO M :K AT I E YO UNG, S E C R E TA RY O F T HE D I S T R I C T
S UB J E C T: D E C E MB E R 21, 2023 B O A R D ME E T I NG MI NUT E S
Attached are the draf t minutes of the above Board meeting.
Strategic Plan Tie-I n
G O A L O N E: Customer and C ommunity
Strategy 1 – Deliver high-quality customer service
G O A L FO U R : G overnance and Fiscal R esponsibility
Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility, Strategy 2 - Encourage and facilitate
public participation
AT TAC HM E NT S :
D escription
1. Draft Board minutes 12-21-23
January 18, 2024 Regular Board Meeting Agenda Packet - Page 8 of 84
Page 1 of 9
Book 71 – Page 205
MINUTES*1
REGULAR BOARD MEETING
Board Room
Thursday, December 21, 2023
2:30 p.m.
Open Session – Board Room (Video recorded)
2:30 p.m.
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, 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.
AWARDS AND PRESENTATIONS
1. Innovations Fair Winner Presentation
Land Surveyor Greg St. John reviewed the presentation included in the agenda
materials.
BOARD ACTION: Received presentation.
* These summary minutes are supplemented by a corresponding video recording available on the District’s
website at centralsan.org.
BOARD OF DIRECTORS:
BARBARA D. HOCKETT
President
MARIAH N. LAURITZEN
President Pro Tem
MICHAEL R. MCGILL
TAD J. PILECKI
FLORENCE T. WEDINGTON
DRAFT
January 18, 2024 Regular Board Meeting Agenda Packet - Page 9 of 84
Page 2 of 9
CENTRAL CONTRA COSTA SANITARY DISTRICT
December 7, 2023 Board Meeting Minutes - Book 71-Page 206
_______________________________________________________________________________________
CONSENT CALENDAR
2. Approve the following:
a. December 7, 2023 Board meeting minutes
3. Adopt Resolution No. 2023-050 outlining the employment salary and benefits of the
unrepresented at-will employees’ group and rescind Resolution No. 2022-020
4. 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 $74,000 increasing the total cost ceiling to $417,356 to
continue Diversity, Equity, and Inclusion (DEI) consulting and facilitation services
through April 30, 2024
5. Adopt (1) Resolution of Intention No. 2023-051 to initiate the formation of the Cordell
Court Contractual Assessment District (CAD) No. 2023-3 for the purpose of installing
sewer improvements on Cordell Court in Danville, (2) Resolution No. 2023-052
approving the boundary for the proposed CAD; and (3) find the Project is exempt
from the California Environmental Quality Act
6. Direct staff to secure the services of an arbitrator in accordance with the appeal
procedures set forth in Article III, Section 3.3 B-Appeal to Board of Directors of the
Public Employees’ Union, Local #1 MOU
7. Direct staff to secure the services of an arbitrator in accordance with the appeal
procedures set forth in Article III, Section 3.3 B-Appeal to Board of Directors of the
Public Employees’ Union, Local #1 MOU
Member Wedington requested Item 4 be removed from the Consent Calendar for
further discussion.
BOARD ACTION: Motion was made by Member Pilecki and seconded by
Member Lauritzen to adopt Items 2.a. through 3 and Items 5 through 7 of
Consent Calendar as recommended. Motion passed by unanimous roll
call vote.
Regarding Item 4, Member Wedington acknowledged that a great deal of work has
been completed regarding the DEI effort but asked if the amount proposed in the
item would cover the completion of the work, including a final report, and what
tangible items to work on will be identified as part of the report.
Deputy General Manager – Administration Phil Leiber confirmed that the Budget as
indicated is expected to be sufficient to complete the work, as identified by and with
the assistance of Ferdman Consulting. The amount requested was based on time
estimates to provide specific deliverables through the finalization of the action plan.
Mr. Leiber stated that his presentation regarding the Strategic Plan included as part
of this meeting’s agenda will provide some specificity about those deliverables.
January 18, 2024 Regular Board Meeting Agenda Packet - Page 10 of 84
Page 3 of 9
CENTRAL CONTRA COSTA SANITARY DISTRICT
December 7, 2023 Board Meeting Minutes - Book 71-Page 207
_______________________________________________________________________________________
Member Pilecki asked if there are plans for DEI efforts to continue within Central
San, without the support of the Ferdman Consulting. For example, an advocate or
champion who will continue to lead or steer efforts in perpetuity.
Mr. Leiber confirmed that there are plans to continue to develop DEI efforts by
having a stand-alone DEI action plan, as well as incorporating DEI into the overall
Strategic Plan. He stated that the Four Pillars of DEI action plan has already been
included in the outline of the Strategic Plan and discussion continues about
how to lead future efforts and measure progress.
Member Lauritzen stated her support of the questions asked and statements made
by Members Wedington and Pilecki and opined that DEI efforts are an investment
and a return on that investment must be provided and be measurable. She stated
she would like to see specific metrics that can measure progress including “SMART”
goals, and which are integrated into how Central San does it work.
Member McGill stated that similar efforts to incorporate DEI have failed at other
organizations and it is a substantial commitment of many different types of
resources. He opined that such a program requires an extended commitment to
implementation and metrics and measurable deliverables should be monitored
closely to ensure success.
President Hockett stated that DEI efforts are up to individuals and are very personal.
Each person must be aware of their own actions and not just rely on a program to
ensure that DEI efforts are implemented and work. She expressed concerned about
how to make what she termed “the intrapersonal piece” work.
General Manager Roger S. Bailey stated that it is good to receive feedback from the
Board and thanked them for their input. He summarized three observations from that
feedback: from a board perspective, they recognize that DEI is important to the
community, employees, and the Board. He acknowledged that they are concerned
that DEI efforts will stop at the end of the current effort and will not become integral
to Central San. Lastly, they want to ensure that the resources and money expended
have actual value-added that can be measured.
Mr. Bailey confirmed that the principles of DEI are an important, continuous process,
and he is committed to making them a way of life.
BOARD ACTION: Motion was made by Member McGill and seconded by
Member Lauritzen to approve Item 4 on the Consent Calendar. Motion passed
by unanimous roll call vote.
PUBLIC HEARINGS
8. Conduct a public hearing to receive comment and consider adopting codified
Ordinance No. 331 amending District Code Titles 6, 7, and 10
January 18, 2024 Regular Board Meeting Agenda Packet - Page 11 of 84
Page 4 of 9
CENTRAL CONTRA COSTA SANITARY DISTRICT
December 7, 2023 Board Meeting Minutes - Book 71-Page 208
_______________________________________________________________________________________
Senior Engineer Dana Lawson reviewed the materials included in the agenda
packet.
Member Pilecki asked the number of quitclaims completed per year. Ms. Lawson
stated the number is less than a dozen or dozen and a half per year and stated
that the proposed modifications to District Code will benefit the customers as it will
not delay their projects while the proposed quitclaim goes through Committee and
Board approval processes.
BOARD ACTION: Conducted the public hearing. Motion was made by Member
Pilecki and seconded by Member Wedington to adopt Ordinance No. 331, as
presented. Motion passed by unanimous roll call vote.
OTHER BOARD ACTION ITEMS
9. Adopt (1) Resolution No. 2023-053 delegating authority to the General Manager to
execute quitclaims and authorizing staff to record the documents with the Contra
Costa County Clerk-Recorder, and (2) corresponding revisions to Board Policy No.
037 – Delegation of Authority to the General Manager
BOARD ACTION: Motion made by Member Pilecki and seconded by Member
McGill to adopt (1) Resolution No. 2023-053 delegating authority to the
General Manager to execute quitclaims and authorizing staff to record the
documents with the Contra Costa County Clerk-Recorder, and (2)
corresponding revisions to Board Policy No. 037 – Delegation of Authority to
the General Manager. Motion passed by unanimous roll call vote.
10. Approve a $1,200,000 contingency project for the Cedar Lane Sewer Modifications;
transfer $600,000 from the Collection System Sewer Renovation – Phase 2, District
Project 100039; and find that the project is exempt from the California Environmental
Quality Act (CEQA)
Capital Projects Division Manager Edgar Lopez reviewed the presentation included
in the agenda materials.
Mr. Bailey stated that he has directed staff to communicate weekly with the property
owners on Cedar Lane who have been impacted by the storm damage about Central
San’s efforts to mitigate the situation.
Member McGill informed the Board that he has received an invitation from the
owners of 6 Cedar Lane, whom he met at the December 11th Engineering &
Operations Committee meeting, to view their property. He has accepted their
invitation and will be visiting them on January 9, 2024.
Courtley Stevens, property owner at 6 Cedar Lane, addressed the Board to express
her appreciation for Central San’s mitigation efforts thus far and asked if the
proposed resolution and project timeline could be made clearer to her as she is
concerned that her home is currently in abeyance of City code.
January 18, 2024 Regular Board Meeting Agenda Packet - Page 12 of 84
Page 5 of 9
CENTRAL CONTRA COSTA SANITARY DISTRICT
December 7, 2023 Board Meeting Minutes - Book 71-Page 209
_______________________________________________________________________________________
BOARD ACTION: Motion was made by Member McGill and seconded by
Member Lauritzen to approve a $1,200,000 contingency project for the
Cedar Lane Sewer Modifications; transfer $600,000 from the Collection System
Sewer Renovation – Phase 2, District Project 100039; and find that the project
exempt from the California Environmental Quality Act (CEQA). Motion
passed by unanimous roll call vote.
11. Accept (1) the audited Annual Comprehensive Financial Report (ACFR) for the
Fiscal Year ended June 30, 2023, performed by Maze & Associates, and (2) the
independent auditors’ memorandum on internal control and required
communications for the Fiscal Year ended June 30, 2023
Finance Manager Kevin Mizuno and David Alvey Audit Partner of Maze &
Associates provided an overview of the ACFR.
Mr. Alvey stated that the audit was complete and the District was issued an
“unmodified” opinion, representing the auditor’s view that the report has been
prepared, in all material aspects, in accordance with generally accepted accounting
principles.
BOARD ACTION: Motion was made by Member McGill and seconded by
Member Wedington to accept (1) the audited Annual Comprehensive Financial
Report (ACFR) for the Fiscal Year ended June 30, 2023, performed by Maze &
Associates, and (2) the independent auditors’ memorandum on internal
control and required communications for the Fiscal Year ended June 30,
2023. Motion passed by unanimous roll call vote.
12. Review and consider adopting Central San’s Mission, Vision, Values, and Goals for
the Fiscal Years 2024-26 Strategic Plan
Mr. Leiber reviewed the presentation included with the agenda materials.
Vigorous discussion ensued regarding all elements of the Strategic Plan as
presented. Board Members made recommendations for additions, modifications or
exclusions and Mr. Leiber notated those recommendations to update the Strategic
Plan as necessary. A revised presentation with these edits was posted subsequent
to the meeting.
Member McGill expressed his gratitude to Mr. Leiber and all staff involved with the
development of the Strategic Plan thus far, and its presentation.
BOARD ACTION: Motion was made by Member Lauritzen and seconded by
Member Wedington to adopt Central San’s Mission, Vision, Values as
presented, and to adopt the Goals as amended, for the Fiscal Years 2024-26
Strategic Plan. Motion passed by unanimous roll call vote.
January 18, 2024 Regular Board Meeting Agenda Packet - Page 13 of 84
Page 6 of 9
CENTRAL CONTRA COSTA SANITARY DISTRICT
December 7, 2023 Board Meeting Minutes - Book 71-Page 210
_______________________________________________________________________________________
REPORTS AND ANNOUNCEMENTS
13. General Manager – Reports
a. Receive update to the 2023 Asset Management Plan
Operations Optimization Manager Nitin Goel summarized the Asset
Management Plan and introduced Asset Management Program
Administrator Khae Bohan, who reviewed the presentation included with the
agenda materials.
BOARD ACTION: Received the update.
b. Monthly Lab Update: Covid-19/Wastewater Epidemiology Update
BOARD ACTION: Received the report.
14. General Manager – Announcements
None.
15. Counsel for the District
No report.
16. Secretary of the District
Ms. Young announced the following upcoming Board and Committee meetings:
• Engineering & Operations Committee – Wednesday, January 3 is cancelled.
• Special Administration Committee - Thursday, January 11 at 8:30 a.m.
• Special Real Estate, Environmental & Planning Committee – Tuesday,
January 16 at 3:00 p.m.
• Regular Board – Thursday, January 18 at 2:30 p.m.
17. Board Members - Committee Minutes
a. November 27, 2023 – Finance Committee (Special) – Chair Hockett and
Member Lauritzen
b. December 5, 2023 – Administration Committee – Chair Lauritzen and Member
McGill
c. December 11, 2023 – Engineering & Operations Committee – Chair Pilecki and
Member McGill
BOARD ACTION: Received the Committee minutes.
January 18, 2024 Regular Board Meeting Agenda Packet - Page 14 of 84
Page 7 of 9
CENTRAL CONTRA COSTA SANITARY DISTRICT
December 7, 2023 Board Meeting Minutes - Book 71-Page 211
_______________________________________________________________________________________
18. Board Members - Reports and Announcements
a. Member Lauritzen
• December 7, 2023 – Mayors Conference, City of San Ramon, 12501
Alcosta Blvd., San Ramon, CA
Member McGill
• December 13, 2023 – Town of Moraga 50th Anniversary, Saint Mary’s
College, Soda Activity Center, Moraga, CA
Member McGill also provided a written report covering his announcements
and other meetings.
Member Pilecki
• December 13, 2023 – CC LAFCO, 1025 Escobar St., Martinez, CA
[stipend declined]
Member Pilecki announced that the previously scheduled Municipal Services
Review has been delayed further until June of 2024. This delay is relevant to
Central San because the District is waiting on this review in respect to the Mt.
View Sanitary District study that was proposed earlier in 2023.
Member Wedington
• December 7, 2023 – Mayors Conference, City of San Ramon, 12501
Alcosta Blvd., San Ramon, CA
• December 13, 2023 – New Employee Tour at Central San
President Hockett – No report.
BOARD ACTION: Received the reports and announcements.
19. Board Members - Requests for Stipend/Reimbursement or Conference Attendance
No requests.
EMERGENCY SITUATIONS
None.
REQUESTS FOR FUTURE AGENDA ITEMS
Member Lauritzen requested a Liaison Committee for San Ramon Valley Sanitary District
(SRVSD) be formed, similar to the Liaison Committee that exists with East Bay Municipal
Utility District (EBMUD).
Ms. Young responded that she and Government Relations Manager Emily Barnett will work
with Member Lauritzen to implement such a committee.
January 18, 2024 Regular Board Meeting Agenda Packet - Page 15 of 84
Page 8 of 9
CENTRAL CONTRA COSTA SANITARY DISTRICT
December 7, 2023 Board Meeting Minutes - Book 71-Page 212
_______________________________________________________________________________________
ADJOURNMENT
The meeting was adjourned at 4:31 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, CPMC, CMC
Secretary of the District
Central Contra Costa Sanitary District
County of Contra Costa, State of California
January 18, 2024 Regular Board Meeting Agenda Packet - Page 16 of 84
Page 9 of 9