Loading...
HomeMy WebLinkAbout04.a. Approve minutes of meeting held 02-22-2024Item 4.a. March 7, 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 22, 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. AT TAC HM E NT S : D escription 1. Draft Board minutes 02-22-24 March 7, 2024 Regular Board Meeting Agenda Packet - Page 9 of 306 Page 1 of 9 Book 72 – Page 14 MINUTES*1 SPECIAL BOARD MEETING Board Room Thursday, February 22, 2024 2:30 p.m. Open Session – Board Room (Video recorded) ROLL CALL A special meeting of the Board of Directors was called to order by President Pro Tem McGill at 2:30 p.m. Secretary of the District Katie Young called roll: PRESENT: Members: Hockett, McGill, Pilecki, Wedington ABSENT: Members: Lauritzen PLEDGE OF ALLEGIANCE The Board, staff and audience joined in the Pledge of Allegiance. PUBLIC COMMENT PERIOD None. REQUESTS TO CONSIDER MATTERS OUT OF ORDER None. INTRODUCTIONS 1. New employees: Matthew Cavallero, Utility Systems Engineer, Capital Projects Division, effective January 30, 2024 BOARD ACTION: Welcomed Mr. Cavallero. President Pro Tem McGill presented the District pin. * 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 March 7, 2024 Regular Board Meeting Agenda Packet - Page 10 of 306 Page 2 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT February 22, 2024 Special Board Meeting Minutes - Book 72-Page 15 _______________________________________________________________________________________ CONSENT CALENDAR 2. Approve the following: a. February 1, 2024 Board meeting minutes 3. Adopt updated salary schedule for all District job classifications effective February 22, 2024 4. Adopt proposed revisions to the following Board Policies: • BP 013 – Board Committees • BP 044 – Board Leadership and Community Representatives 5. Adopt proposed revisions to Board Policy (BP) 15 – Asset Management 6. Adopt the side letters between the District and AFSCME, Public Employees’ Union, Local #1 (Local 1); and the Management Support/Confidential Group (MS/CG); regarding establishing the Limited Duration Position Program 7. Authorize General Manager to execute a professional engineering services agreement with Hazen and Sawyer in an amount not to exceed $2,000,000 to complete final design services for the Secondary Clarifier and Channel Improvements, District Project 100047 (Project); and find the project is exempt from the California Environmental Quality Act (CEQA) 8. Approve a $600,000 contingency project for the Lake Cascade Sewer Relocation in Orinda; adopt Resolution No. 2024-004 making findings and authorizing the General Manager under Public Contract Code Sections 20806 and 22050 (b) to execute a construction contract change order in the amount not to exceed $312,000 with Precision Engineering, Inc.; and find that the project is exempt from the California Environmental Quality Act (CEQA) BOARD ACTION: Motion was made by Member Hockett and seconded by Member Wedington to adopt the Consent Calendar as recommended. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; Lauritzen absent.] REPORTS AND ANNOUNCEMENTS 9. General Manager – Reports a. Receive Collection System Operations 2023 Annual Report of Sanitary Sewer Overflows Collection System Operations Division Manager Paul Seitz reviewed the presentation included in the agenda materials. He noted that the term “overflow” is no longer best practice and the term “spills” is now to be used. March 7, 2024 Regular Board Meeting Agenda Packet - Page 11 of 306 Page 3 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT February 22, 2024 Special Board Meeting Minutes - Book 72-Page 16 _______________________________________________________________________________________ Mr. Seitz thanked Construction Services Inspector Tifton Gantt for his almost 34 years of service. Mr. Gantt is retiring effective February 27, 2024. Member Pilecki acknowledged that the number of spills in 2023 is drastically lower than when he was a staff member in the 1980’s. He thanked the staff for their hard work. Member Pilecki asked if the spills in Walnut Creek occurred in mostly residential or commercial areas. Mr. Seitz responded that the spills were all in residential areas, two in Rossmoor and the remaining three in other areas throughout Walnut Creek, excluding the downtown area. Member Wedington commented that the low number of combined spills in 2023 is impressive and that the combined total for all Central San spills is lower than the state average. She commended staff for their hard work and the success of the organization controlling spills. Member Wedington and Member Hockett congratulated Tifton Gantt on his retirement. BOARD ACTION: Received the report. b. Receive the 2023 National Pollutant Discharge Elimination System Annual Report Plant Operations Division Manager Alan Weer reviewed the presentation included in the agenda materials. Member Pilecki commented that Central San is very fortunate to have not only a good Collection System Operations team but also a successful Plant Operations team as evidenced by 26 consecutive years of this award. Member Pilecki also commented that he noticed the solids number is lower by almost 10%. Mr. Weer explained that the consistency of sludge from year-to-year causes Operations to use differing amounts of lime to stabilize the pH. The variance in the added lime likely accounts for the variation of solids production, or ash tons to be hauled. Member Wedington asked how Central San compares to other agencies in the state and the Bay Area as far as getting the award for 26 consecutive years. Mr. Weer stated that Central San holds the longest streak in the State of California and is one of nine organizations nationwide who have accomplished such a streak. March 7, 2024 Regular Board Meeting Agenda Packet - Page 12 of 306 Page 4 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT February 22, 2024 Special Board Meeting Minutes - Book 72-Page 17 _______________________________________________________________________________________ Member Hockett stated that the Plant Operations team obviously works well together and is partly why Central San is so successful and congratulated the team. BOARD ACTION: Received the report. c. Receive summary of Central San’s 2023 energy usage Senior Engineer Clint Shima reviewed the presentation included in the agenda materials. Member Wedington asked for clarification on why Central San would have to move solar from Marin Clean Energy (MCE) to Pacific Gas and Electric (PG&E) as noted in the presentation. Mr. Shima responded that doing so was a requirement to be a part of the program. Resource Recovery Program Manager Melody LaBella stated that for savings to be realized by Central San from the solar grid, the panels must be connected to the PG&E grid. The energy produced by Central San’s solar grid can be transferred to and stored on the PG&E grid, thereby producing the credits that can then be distributed over the District’s accounts that are enrolled. Member Pilecki stated that he believes different areas of the District, for example the pumping stations, have different energy accounts. Ms. LaBella confirmed Member Pilecki’s statement and explained that one of the accounts that will be connected to PG&E will be the main Treatment Plant as well as three pumping stations. Member Pilecki asked if the $38,000 savings from using MCE that will be reduced when Central San moves to the PG&E grid will be offset by the solar grid credits. Ms. LaBella stated that the anticipated savings will be $6 Million over 25 years. Member Pilecki noted that the savings realized will be much larger than the $38,000 that will be reduced by the move. He asked when it is expected that the solar farm will be online. Ms. LaBella answered that due to some soil compaction challenges, the launch date is approximately 10-12 weeks out. Member Pilecki strongly encouraged a groundbreaking ceremony once the project is completed. Ms. LaBella confirmed that Central San’s Communications Department will be undertaking several public outreach efforts and have already received approval to use drones to produce footage of the project area. BOARD ACTION: Received the information. March 7, 2024 Regular Board Meeting Agenda Packet - Page 13 of 306 Page 5 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT February 22, 2024 Special Board Meeting Minutes - Book 72-Page 18 _______________________________________________________________________________________ d. Monthly Lab Update: Covid-19/Wastewater Epidemiology Update BOARD ACTION: Received the update. WORKSHOP 10. Receive 2024 Internal Audit Workshop Internal Auditor Benjamin Johnson reviewed the presentation included in the agenda materials. Member Wedington asked for clarification of the term “formality” used on slide number 12. Mr. Johnson explained that it means having policies and procedures in place to not only capture the achievements of the District at the time they occur but to also have a way to impart past knowledge to new employees. Member Hockett stated that memorializing policy and procedures and other agency processes are important and should be included in improved succession planning for the organization. General Manager Roger S. Bailey stated that Central San had a committee in the past that discussed and detailed succession planning. This committee was formed and produced a specific framework to address succession planning. He suggested that the committee should be revisited and perhaps reinstituted. Member Pilecki stated that Central San has used external auditors in the past who would produce a report but had no measurable results. He opined that with an internal auditor, the audits have been more thorough, and the suggestions produced from those audits have been implemented successfully. President Pro Tem McGill stated that he is proud of the work completed by the internal audits and Internal Auditor, and thanked Mr. Bailey for his suggestion to create and support such a function. He suggested that staff should continue to seek input from the Board and from the public. Mr. Bailey thanked Mr. Johnson for his professionalism, expertise, and interactions with staff. He stated that the audit function can be stressful, but that Mr. Johnson has been very effective despite potential pushback. BOARD ACTION: Held workshop and provided input to staff. 11. General Manager – Announcements a. Announcements – February 22, 2024 March 7, 2024 Regular Board Meeting Agenda Packet - Page 14 of 306 Page 6 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT February 22, 2024 Special Board Meeting Minutes - Book 72-Page 19 _______________________________________________________________________________________ Mr. Bailey commended staff on the successful level of public service provided. He congratulated Tifton Gantt for his many years of service to the District and wished him the best in his retirement. BOARD ACTION: Received the announcements. 12. Counsel for the District District Counsel J. Leah Castella reported that at the December 21, 2023 meeting, the Board approved the hiring of independent arbitrators in accordance with appeal procedures set forth in the Memorandum of Understanding (MOU) of Local #1. The two appeals, filed by Local #1 represented employees to appeal their termination, will no longer be necessary as both appeals have now been rescinded. BOARD ACTION: Received the report. 13. Secretary of the District Ms. Young announced the following upcoming Committee meetings: Finance – Tuesday, February 27 at 2:30 p.m. Hockett to fill-in for Lauritzen Administration – Tuesday, March 5 at 8:30 a.m. Engineering & Operations – Wednesday, March 6 at 8:30 a.m. Regular Board – Thursday, March 7 at 2:30 p.m. BOARD ACTION: Received the announcements. 14. Board Members - Committee Minutes a. February 6, 2024 – Administration Committee – Chair McGill and Member Hockett b. February 7, 2024 – Engineering & Operations Committee – Chair McGIll and Member Wedington BOARD ACTION: Received the Committee minutes. 15. 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 Hockett No report. Member McGill • February 1, 2024 – Mayors Conference, City of El Cerrito, Berkeley Golf & Country Club, 7901 Cutting Blvd., El Cerrito, CA March 7, 2024 Regular Board Meeting Agenda Packet - Page 15 of 306 Page 7 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT February 22, 2024 Special Board Meeting Minutes - Book 72-Page 20 _______________________________________________________________________________________ Member McGill also provided a written report covering his announcements and other meetings. Member Pilecki • February 15, 2024 – Concord State of the City Luncheon, Hilton Concord, 1970 Diamond Blvd., Concord, CA Member Wedington No report. BOARD ACTION: Received the reports and announcements. 16. 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. None. 17. Board Members – Other Items a. Consider authorizing Members Hockett and Pilecki to attend the California Water Environment Association (CWEA) event – The State of Potable Reuse, February 28, 2024 at Central San BOARD ACTION: Motion was made by Member Wedington and seconded by Member Pilecki to authorize Members Hockett and Pilecki to attend the event. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; Lauritzen absent.] b. Consider Board Member Mike McGill’s request to adopt Resolution No. 2024-005 nominating him for re-election as a special district representative on the Contra Costa Local Agency Formation Commission (LAFCO) BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Hockett to adopt Resolution No. 2024-005 nominating Member McGill for re-election to the Contra Costa LAFCO. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; Lauritzen absent]. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. March 7, 2024 Regular Board Meeting Agenda Packet - Page 16 of 306 Page 8 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT February 22, 2024 Special Board Meeting Minutes - Book 72-Page 21 _______________________________________________________________________________________ ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) District Counsel J. Leah Castella announced a closed session for Item 19. RECESS TO CLOSED SESSION The Board recessed at 3:51 p.m. and reconvened in closed session. ________________________________________________________________________ Closed Session (Not video recorded) CLOSED SESSION 19. Conference with labor negotiators pursuant to Government Code Section 54957.6: District Negotiators: • Roger S. Bailey, General Manager • J. Leah Castella, Esq., District Counsel • Teji O’Malley, Human Resources Manager • Gilbert J. Tsai, Esq., Hanson Bridgett, Labor Counsel Employee Organizations • Employees’ Association, Public Employees Union, Local One RECESS TO OPEN SESSION The Board recessed at 4:33 p.m. to reconvene in the Board Room. REPORT OUT OF CLOSED SESSION None. ADJOURNMENT The meeting was adjourned at 4:34 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 March 7, 2024 Regular Board Meeting Agenda Packet - Page 17 of 306 Page 9 of 9