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Home My WebLink About02.a. Approve minutes of meeting held 02-01-2024Item 2.a. F ebruary 22, 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: F E B R UA RY 1, 2024 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 02-01-24 February 22, 2024 Special Board Meeting Agenda Packet - Page 6 of 128 Page 1 of 7 MINUTES*1 REGULAR BOARD MEETING Board Room Thursday, February 1, 2024 2:30 p.m. Open Session – Board Room (Video recorded) ROLL CALL A regular meeting of the Board of Directors was called to order by President Lauritzen at 2:30 p.m. Secretary of the District Katie Young called roll: PRESENT: Members: Hockett, McGill, Pilecki, Wedington, Lauritzen 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. January 18, 2024 Board meeting minutes 2. Approve expenditures incurred December 8, 2023 through January 11, 2024 * These summary minutes are supplemented by a corresponding video recording available on the District’s website at centralsan.org. BOARD OF DIRECTORS: MARIAH N. LAURITZEN President MICHAEL R. MCGILL President Pro Tem BARBARA D. HOCKETT TAD J. PILECKI FLORENCE T. WEDINGTON DRAFT February 22, 2024 Special Board Meeting Agenda Packet - Page 7 of 128 Page 2 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT February 1, 2024 Board Meeting Minutes - Page 2 _______________________________________________________________________________________ 3. Confirm publication of codified District Ordinance No. 331 summary 4. Adopt Resolution No. 2024-002 (1) authorizing execution of a Real Property Agreement for property located at 2481 Deerwood Drive, San Ramon, CA and (2) authorizing staff to record documents with the Contra Costa County Clerk-Recorder’s office 5. Update Board Policy (BP) No. 009 – Cell Phone Reimbursement 6. Reclassify one Administrative Services Assistant position (S58: $3,416.76 - $4,125.78 bi-weekly) and incumbent Velisa Parks to Administrative Services Supervisor (S62: $3,755.98 - $4,543.29 bi-weekly) 7. Approve recommended salary changes to the Student Intern and Summer Student classifications 8. Set public hearing for March 21, 2024 at 2:30 p.m. to conduct annual review of Board Member compensation and benefits and to consider amending District Code Section 2.04.030, “Compensation of Board Members” 9. Adopt Resolution No. 2024-003 to authorize a revision to the Memorandum of Understanding (MOU) for the development of a study related to a potential merger between Central Contra Costa Sanitary District (Central San) and Mt. View Sanitary District (MVSD) Member Wedington requested that Item 7 be removed from the Consent Calendar for further discussion. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Hockett to approve Items 1 through 6, 8 and 9 on the Consent Calendar as recommended. Motion passed by unanimous roll call vote. Regarding Item 7, Member Wedington stated that she finds it exciting that Central San has summer student and student intern programs, as they are important to building the future for not only the applicants but also for Central San. She opined that the increase in the amount of pay is important because it allows Central San to remain competitive with sister agencies in the Bay Area. She stated that she would like to make sure that there is a mechanism in place to review the salaries for the programs to attract and retain good candidates. Human Resources Manager Teji O’Malley stated that previously there was no procedure in place but based on a recommendation from the Administration Committee, a procedure to review salary rates for interns and summer students will be implemented and the review will be agendized every two years to ensure Central San remains competitive. February 22, 2024 Special Board Meeting Agenda Packet - Page 8 of 128 Page 3 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT February 1, 2024 Board Meeting Minutes - Page 3 _______________________________________________________________________________________ Member Pilecki commented that a lot of student interns often transition to employee status because they learn Central San’s systems, know how to work with staff and are a valuable resource to the organization. BOARD ACTION: Motion was made by Member Wedington and seconded by Member Pilecki to approve Item 7 on the Consent Calendar. Motion passed by unanimous roll call vote. PUBLIC HEARINGS 10. Conduct a public hearing to receive public comment on adopting proposed uncodified Ordinance No. 332 to establish a reimbursement fee applicable to parcels which could connect to Job 6456 on Paseo Nogales Road in Alamo Senior Engineer Thomas Brightbill provided introductory comments regarding the public hearing and briefly reviewed the exhibits provided in the agenda materials. Mr. Brightbill explained that state law generally prohibits using existing ratepayer money to build new neighborhood sewers. To get the new sewers built, Central San has a number of existing programs to help pay for them, including the Mainline Reimbursement Fee Program. This program helps property owners who extend the sewer line to their property establish a reimbursement account so that in the event that other lots tie into that sewer line, the original property owner will receive appropriate reimbursement. President Lauritzen opened the public hearing. Receiving no comments, the public hearing was closed. BOARD ACTION: Conducted public hearing. Motion made by Member Hockett and seconded by Member McGill to adopt proposed uncodified Ordinance No. 332 to establish a reimbursement fee applicable to parcels which could connect to Job 6456 on Paseo Nogales Road in Alamo. Motion passed by unanimous roll call vote. REPORTS AND ANNOUNCEMENTS 11. General Manager – Reports a. Receive 2023 Miscellaneous Assets Review, Phase II Report Internal Auditor Benjamin Johnson reviewed the presentation included in the agenda materials. Member McGill thanked Mr. Johnson for providing the report. He opined about the importance of providing enhanced security for both high value items and more importantly for the safety of staff members. Member Pilecki stated that the security fencing around the perimeter of the property has long been an area of concern and he applauds the efforts to improve the February 22, 2024 Special Board Meeting Agenda Packet - Page 9 of 128 Page 4 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT February 1, 2024 Board Meeting Minutes - Page 4 _______________________________________________________________________________________ security systems, including cameras. He asked if there has been any consideration about improved tracking or tagging of equipment to deter theft or damage. Mr. Johnson stated that staff has started having conversations about how to improve the tracking of stolen items and how to better deter theft. Member Pilecki asked a question about the current Collection System Operation (CSO) tool loan program relating to better controls about damage done to equipment during the loan period and how to have the damages controlled and costs for repairs collected. CSO Division Manager Paul Seitz stated that he has recently written three procedures to address Member Pilecki’s concerns about repairing or replacing items that may have been damaged while the tool was on loan. Member Wedington asked if stolen items are always from a specific Central San site, for example CSO, or if they are taken from trucks or other vehicles as they are out in the community. Mr. Johnson stated that CSO has a very mature approach to safeguarding including perimeter fencing and it is working well. The main location in Martinez is scattered and the types of items taken vary and he has seen no pattern. He stated that better internal control across the organization will likely be the best way to reduce loss and deter theft. Plant Maintenance Division Manager Neil Meyer stated that the Maintenance Division also has procedures in place regarding damage control and repair costs and takes measures such as stenciling or etching identifying information on equipment. He stated that they have also tested tags and other tracking items and none were completely successful. Two or three other vendors are being explored. BOARD ACTION: Received the report. b. Receive information on Industrial Users of Central Contra Costa Sanitary District’s public sewer system found to be in Significant Non-Compliance for 2023 Member Pilecki commented that all businesses in non-compliance are trying to work with Central San to remediate, and that effort is a good thing. President Lauritzen commented that such efforts on behalf of the businesses in non- compliance to work with Central San to remediate the problem reflects positively on the level of service provided by staff and thanked staff for their work. BOARD ACTION: Received the information. c. Receive quarterly informational list of pending Board and Standing Committee parking lot items BOARD ACTION: Received the information. February 22, 2024 Special Board Meeting Agenda Packet - Page 10 of 128 Page 5 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT February 1, 2024 Board Meeting Minutes - Page 5 _______________________________________________________________________________________ 12. General Manager – Announcements No further announcements were made during the meeting. BOARD ACTION: Received the announcements. 13. Counsel for the District General Counsel J. Leah Castella did not have a report but shared an experience from her attendance at the California Association of Sanitary Agencies (CASA) conference. 14. Secretary of the District Ms. Young announced the following upcoming Committee meetings: Administration – Tuesday, February 6 at 8:30 a.m. Engineering & Operations – Wednesday, February 7 at 8:30 a.m. Real Estate, Environmental & Planning – Tuesday, February 20 at 8:30 a.m. Special Board Meeting – Thursday, February 22 at 2:30 p.m. BOARD ACTION: Received the announcements. 15. Board Members - Committee Minutes a. January 11, 2024 – Administration Committee – Chair McGill and Member Hockett b. January 16, 2024 – Real Estate, Environmental & Planning Committee – Chair Wedington and Member Hockett c. January 23, 2024 – Finance Committee – President Lauritzen and Member Pilecki BOARD ACTION: Received the Committee minutes. 16. Board Members - Reports and Announcements a. Member Hockett No report. Member McGill • January 24-26, 2024 – California Association of Sanitation Agencies (CASA) Winter Conference, Palm Springs, CA Member McGill also provided a written report covering his announcements and other meetings. February 22, 2024 Special Board Meeting Agenda Packet - Page 11 of 128 Page 6 of 7 CENTRAL CONTRA COSTA SANITARY DISTRICT February 1, 2024 Board Meeting Minutes - Page 6 _______________________________________________________________________________________ Member Pilecki No report. Member Wedington • January 24-26, 2024 – California Association of Sanitation Agencies (CASA) Winter Conference, Palm Springs, CA President Lauritzen • January 24-26, 2024 – California Association of Sanitation Agencies (CASA) Winter Conference, Palm Springs, CA • January 27, 2024 – Delta Program Voyage, Pittsburg Marina, 51 Marina Blvd., Pittsburg, CA BOARD ACTION: Received the reports and announcements. 17. Board Members - Requests for Stipend/Reimbursement or Conference Attendance No requests. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. ADJOURNMENT The meeting was adjourned at 2:59 p.m. Michael R. McGill President Pro Tem 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 February 22, 2024 Special Board Meeting Agenda Packet - Page 12 of 128 Page 7 of 7