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HomeMy WebLinkAbout02.a.Approve minutes of meeting held 12-21-2023 (Amended)LCENTRAL SAN MINUTES* REGULAR BOARD MEETING Board Room Thursday, December 21, 2023 2:30 p.m. DRAFT Open Session — Board Room (Video recorded) 2:30 p.m. ROLL CALL 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. 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. Book 71 — Page 205 CENTRAL CONTRA COSTA SANITARYDISTRICT 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. 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 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 11 t" 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. CENTRAL CONTRA COSTA SANITARYDISTRICT 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. CENTRAL CONTRA COSTA SANITARYDISTRICT 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. CENTRAL CONTRA COSTA SANITARYDISTRICT 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 50t" 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 with East Bay Municipal Utility District (EBMUD) be formed, similar to the Liaison Committee that exists with Dublin San Ramon Services District (DSRSD). It was explained to Member Lauritzen that a liaison representative has already been assigned and approved by the Board. Ms. Young responded that she and Government Relations Manager Emily Barnett will work with Member Lauritzen to set up a meeting. CENTRAL CONTRA COSTA SANITARYDISTRICT 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, CIVIC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California