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Home My WebLink About03.a. Approve minutes of meeting held 07-25-24Page 1 of 9 Item 3.a. 110ENTRAL SAN August 15, 2024 FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JULY25, 2024 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 07-25-24 August 15, 2024 Regular Board Meeting Agenda Packet - Page 10 of 189 110ENTRAL SAN MINUTES* SPECIAL BOARD MEETING Board Room Thursday, July 25, 2024 2:30 p.m. DRAFT Open Session — Board Room (Video recorded) ROLL CALL Page 2 of 9 BOARD OF DIRECTORS: MARIAHN LAURITZEN President MICHAEL R. MCGILL President Pro Tent BARBARA D.HOCKETT TAD J PILECKI FLORENCE T WEDINGTON A special 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, Pilecki, Wedington, Lauritzen ABSENT. Members: McGill 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 General Manager Roger S. Bailey announced that Item 14 would be heard immediately following Item 12. INTRODUCTIONS 1. Introduce Fall 2024 Intern Students BOARD ACTION: Welcomed Fall 2024 Intern Students. These summary minutes are supplemented by a corresponding video recording available on the District's website at centralsan.org. August 15, 2024 Regular Board Meeting Agenda Packet - Page 11 of 189 Page 3 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 25, 2024 Special Board Meeting Minutes - Page 2 AWARDS AND PRESENTATIONS 2. Receive certificate for the Green Business Recertification of Central San's Vehicle Maintenance Facility from the Contra Costa Green Business Program Environmental Compliance Program Administrator Colleen Henry gave a brief history of the certification program and introduced Susan Psara of the Contra Costa Green Business Program, who reviewed the presentation included in the agenda materials. Resource Recovery Manager Melody LaBella acknowledged all staff who participate as part of Central San's "Green Team'; Collection System Operations (CSO) staff, other Central San staff, and the Contra Costa Green Business Program. President Lauritzen thanked all Central San staff members who participate in the Green Program. BOARD ACTION: Received the certificate. CONSENT CALENDAR 3. Approve the following: a. July 11, 2024 Special Board meeting minutes 4. Set a Public Hearing for September 5, 2024 at 2:30 p.m. to consider adopting a resolution, making findings required by Government Code Section 4217.12, and authorize the General Manager to enter into an energy services contract with EcoGreen Solutions, Inc. (EcoGreen) using Pacific Gas & Electric (PG&E) On -bill Financing (OBF) in an amount not to exceed $984,000 for light emitting diode (LED) lighting upgrades at the Martinez campus; and find that the project is exempt from the California Environmental Quality Act (CEQA) 5. Adopt Resolution No. 2024-016 authorizing (1) execution of a Real Property Agreement for Property located at 1801 Del Rey, Lafayette, and (2) staff to record documents with the Contra Costa County Clerk -Recorder's Office 6. Authorize the General Manager to enter into a Sole -Source Contract with Hadronex, Inc. dba SmartCover Systems (SmartCover) to purchase 35 SmartCover Units in the amount of $365,000 with the option to purchase an additional 50 SmartCover Units in the amount of $475,000 for a total amount of $840,000; authorize a budget transfer in the amount of $250,000 from District Project 7315 to the Long Term Wet Weather Resiliency Project, District Project 100071; and find the project exempt from the California Environmental Quality Act (CEQA) 7. Authorize the General Manager to execute an amendment to the professional engineering agreement with Carollo Engineers, Inc. in the amount of $780,000 for an August 15, 2024 Regular Board Meeting Agenda Packet - Page 12 of 189 Page 4 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 25, 2024 Special Board Meeting Minutes - Page 3 amended amount not to exceed $1,880,000 for design of the A -Line Sewer Relocation for Contra Costa Transportation Authority (CCTA), District Project 100050 8. Authorize the General Manager to execute a construction contract change order in the amount not to exceed $380,000 with C. Overaa & Co. to expand the treatment plant contractor staging yard under the Solids Handling Facility Improvements, Phase 1A, District Project 7348 9. Authorize the General Manager to execute a professional engineering services agreement with Stantec in an amount not to exceed $1,040,000 for final design services under the Wet Weather Basin Improvements, District Project 100022 10. Award a construction contract in the amount of $854,200 to Cato's General Engineering, Inc., the lowest responsive and responsible bidder for the Plant Operations Building (POB) Parking Lot Improvements, District Project 100067; authorize the General Manager to execute the project contract documents subject to submittal requirements; and find the Project exempt from the California Environmental Quality Act (CEQA) 11. Authorize the General Manager to amend an existing professional engineering services agreement in an amount not to exceed $300,000 with MWH Constructors, Inc. (MWH), increasing the agreement from $3,200,000 to $3,500,000 for construction management services; amend an existing professional engineering services agreement in an amount not to exceed $580,000 with Stantec, increasing the agreement from $5,852,000 to $6,432,000; and authorize a budget transfer in the amount of $2,320,000 from the Capital Improvement Budget Contingency for the Filter Plant and Clearwell Improvements, Phase 1A, District Project 7361 BOARD ACTION: Motion was made by Member Wedington and seconded by Member Hockett to adopt the Consent Calendar as recommended. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; McGill absent.] PUBLIC HEARINGS 12. Continue the public hearing to receive any comments and protests for the Charles Hill Road Contractual Assessment District (CAD) no. 2023-1 in Orinda, District Project 6747; and • Adopt proposed Resolution 2024-017 confirming compliance with California Constitution, Article XIII D, Section 4 (Proposition 218); • Adopt proposed Resolution 2024-018 approving the engineer's report, assessments, financing period, and interest rate to be charged on financed assessments and ordering the improvements; • Authorize the General Manager to execute an agreement with Charles Hill Road CAD No. 2023-1 participants President Lauritzen continued the public hearing. Senior Engineer Thomas Brightbill provided background information on the Contractual Assessment District (CAD) formation and the reason for the continuation from the June 20, 2024 Board August 15, 2024 Regular Board Meeting Agenda Packet - Page 13 of 189 Page 5 of 9 CENTRAL CONTRA COSTA SANITARYDISTRICT July 25, 2024 Special Board Meeting Minutes - Page 4 meeting. Based on a request from the property owner CAD participants, Mr. Brightbill asked that the public hearing on this item be continued again, until the next scheduled meeting on August 15, 2024. No public comments were received. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Wedington to continue the public hearing to August 15, 2024. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; McGill absent.] Immediately following this item, Item 14 was heard as the next order of business. 13. Hold a public hearing to consider placing the following charges for Fiscal Year (FY) 2024-25 on the Contra Costa County tax roll for collection: 1) Sewer Service Charge; 2) Assessments for Contractual Assessment Districts and Alhambra Valley Assessment Districts; and 3) Charges for other fee installment payment and financing programs; and consider adopting Resolution No. 2024-019 This item was heard immediately following Item 14. President Lauritzen opened the public hearing; receiving no public comments, the hearing was immediately closed. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Hockett to adopt Resolution No. 2024-019, as presented. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; McGill absent.] Immediately following this item, Item 15 was heard as the next order of business. 14. Hold a public hearing to receive public comment on the Willow Drive Contractual Assessment District (CAD) 2022-2 in Danville, District Project 6747 If a majority of returned ballots do not oppose the assessment, consider the following: • Adopt proposed Resolution 2024-020 confirming compliance with California Constitution, Article XIII D, Section 4 (Proposition 218); Adopt proposed Resolution 2024-021 approving the engineer's report, assessments, financing period, and interest rate to be charged on financed assessments and ordering the improvements; and Authorize the General Manager to execute an agreement with Willow Drive CAD 2022-2 participants This item was heard immediately following Item 12. President Lauritzen opened the public hearing. Mr. Brightbill stated that the organizing property owner has requested a continuance of the public hearing to August 15, 2024. No public comments were received. August 15, 2024 Regular Board Meeting Agenda Packet - Page 14 of 189 Page 6 of 9 CENTRAL CONTRA COSTA SANITARYDISTRICT July 25, 2024 Special Board Meeting Minutes - Page 5 BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Hockett to continue the public hearing to the August 15, 2024, Board meeting. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; McGill absent.] Immediately following this item, Item 13 was heard as the next order of business. OTHER BOARD ACTION ITEMS 15. Approve proposed salary increase of three and three quarters percent (3.75%) for the Secretary of the District Katherine Young, as set forth in the Eighth Amendment to her February 11, 2018 Employment Agreement, effective July 26, 2024 Member Pilecki stated that to ensure full transparency, at the direction of the Board and the General Manager, staff will be conducting a full compensation study regarding Ms. Young's position. BOARD ACTION: Motion was made by Member Wedington and seconded by Member Hockett to approve proposed salary increase of three and three quarters percent (3.75%) for Secretary of the District Katherine Young, as set forth in the Eighth Amendment to her February 11, 2018 Employment Agreement, effective July 26, 2024. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; McGill absent.] 16. Approve proposed salary increase for General Manager, Roger S. Bailey, of three and three quarters percent (3.75%); extend the term of his current contract by five additional years ending on November 22, 2033; and allow for a mandatory contribution of twelve and one-half percent (12.5%) of his salary into the District's 401(a) Plan, effective July 26, 2024 District Counsel Leah Castella advised that the dollar amounts of current and proposed salary should be read into the record to disclose the full financial implication of the item being moved, and Mr. Bailey's annual salary will increase from $387,879 to $402,424. BOARD ACTION: Motion was made by Member Pilecki and seconded by Member Hockett to approve proposed salary increase for General Manager, Roger S. Bailey, of three and three quarters percent (3.75%) from $387,879 to $402,424 per year; extend the term of his current contract by five additional years ending on November 22, 2030; and allow for a mandatory contribution of twelve and one-half percent (12.5%) of his salary into the District's 401(a) Plan, effective July 26, 2024. Motion passed by unanimous roll call vote of the Board Members present. [4-0-1; McGill absent.] August 15, 2024 Regular Board Meeting Agenda Packet - Page 15 of 189 Page 7 of 9 CENTRAL CONTRA COSTA SANITARY DISTRICT July 25, 2024 Special Board Meeting Minutes - Page 6 REPORTS AND ANNOUNCEMENTS 17. General Manager — Reports a. Receive quarterly informational list of pending Board and Standing Committee parking lot items BOARD ACTION: Received the information. 18. General Manager —Announcements a. Announcements - July 25, 2024 No further announcements were made during the meeting. BOARD ACTION: Received the announcements. 19. Counsel for the District No report. 20. Secretary of the District Ms. Young announced the following meetings: Administration Committee — Tuesday, August 6 at 8:30 a.m. E&O Committee (Special) — Wednesday, August 7 at 8:30 a.m. Employee Appreciation Event — Thursday, August 8 at 11:00 a.m. Northern California Sanitation Agencies (NCSA) Financing Authority Meeting — Wednesday, August 14 at 9:30 a.m. Regular Board Meeting — Thursday, August 15 at 2:30 p.m. 21. Board Members - Committee Minutes a. July 15, 2024 - Engineering & Operations Committee - Chair McGill and Member Wedington b. July 16, 2024 - Real Estate, Environmental & Planning Committee - Chair Wedington and Member Hockett BOARD ACTION: Received the Committee minutes. 22. Board Members - Reports and Announcements a. Member Hockett • July 16, 2024 - Central San Academy, Roundhouse Market and Conference Center, 2600 Camino Ramon, San Ramon, CA 94583 August 15, 2024 Regular Board Meeting Agenda Packet - Page 16 of 189 Page 8 of 9 CENTRAL CONTRA COSTA SANITARYDISTRICT July 25, 2024 Special Board Meeting Minutes - Page 7 July 18, 2024 - Annual State of the County Address by District 2 Supervisor Candace Andersen, San Ramon Marriott, 2600 Bishop Drive, San Ramon, CA 94583 Member Pilecki Member Pilecki stated that, due to illness, he was unable to participate in the Mayor's Conference on July 11 and his scheduled presentation at the City of Pleasant Hill on July 15. He thanked Resource Recovery Manager Melody LaBella for making the presentation in his absence. Member Wedinaton July 11, 2024 - Mayors Conference, City of Orinda, Orinda Country Club, 315 Camino Sobrante, Orinda, CA 94563 July 23-26, 2024 — National Association of Clean Water Agencies (NACWA) Utility Leadership Conference, Buffalo, NY President Lauritzen July 11, 2024 - Mayors Conference, City of Orinda, Orinda Country Club, 315 Camino Sobrante, Orinda, CA 94563 BOARD ACTION: Receive the reports and announcements. 23. Board Members - Reauests for Stioend/Reimbursement or Conference Attendance No requests. EMERGENCY SITUATIONS None. REQUESTS FOR FUTURE AGENDA ITEMS None. ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7 District Counsel Leah Castella announced that a closed session would be held for Item 24. RECESS TO CLOSED SESSION The Board recessed at 2:56 p.m. to reconvene in closed session in the Caucus Room. Closed Session (Not video recorded) CLOSED SESSION August 15, 2024 Regular Board Meeting Agenda Packet - Page 17 of 189 Page 9 of 9 CENTRAL CONTRA COSTA SANITARYDISTRICT July 25, 2024 Special Board Meeting Minutes - Page 8 24. Conference with Legal Counsel — Initiation of Litigation — pursuant to Government Code Section 54956.9(c) RECESS TO OPEN SESSION The Board recessed at 4:57 p.m. to reconvene in open session in the Board Room. REPORT OUT OF CLOSED SESSION No report. ADJOURNMENT The meeting was adjourned at 4:58 p.m. Mariah N. Lauritzen 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 August 15, 2024 Regular Board Meeting Agenda Packet - Page 18 of 189