Monday, January 3, 2011

November 2, 2010 Minutes of the Board

MINUTES OF THE REGULAR MEETING
OF THE BOARD OF DIRECTORS OF THE
IRONHOUSE SANITARY DISTRICT

November 2, 2010

The Ironhouse Sanitary District (ISD) Board of Directors met in closed session on Tuesday, November 2, 2010 at 6:30 p.m.
The place of meeting was the Ironhouse Sanitary District Office at 450 Walnut Meadows Drive, Oakley, California.

1. Closed Session –
CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
Initiation of litigation pursuant to subdivision (c) of Section 54956.9: (one case)
The Board was in closed session until 6:50 p.m.

2. Call to Order
The regular meeting was called to order by Chairman Lenny Byer at 7:00 p.m.
President Byer announced that the Board had met in closed session and no action was taken.

Members present: Lenny Byer Doug Hardcastle, Don Lew and Michael Painter

Members absent: Chris Lauritzen

Staff/Consultants present: Tom Williams, General Manager
Dave Dal Porto, Reclamation, Levee and Ranch Superintendent
Marc Haefke, O & M Superintendent
Dennis Nunn, Administrative Services Manager
Jenny Skrel, District Engineer
Susan Walde, District Secretary
Darrell Worden, Reclamation Operator
Neil Sterud, Supervisor
Bob Henn, District Counsel

Interested Parties: David Huerta, Oakley, Ca
Dale Smith, Oakley, Ca

3. Presentation of Fifteen Year Service Award – Darrell Worden
President Byer on behalf of the Board recognized Mr. Worden for his hard work and dedication to the district.

4. Approval of Agenda
M/S Lew, Painter and the Board voted to approve the agenda.

5. Approval of the Minutes of the October 5, 2010 Regular Meeting.
Approval of the Minutes of the October 23, 2010 Special Meeting.
M/S Hardcastle, Lew and the Board approved the minutes of the October 5, 2010 Regular Meeting and the minutes of the October 23, 2010 Special Meeting of the Board.

6. Public Comments – Communications from the public on subjects not on the agenda. There were no comments from the public.

7. Consent Calendar
a. Approval of Payment Order, Income/Expense Statement & Bank Balances.

M/S Hardcastle, Painter and the Board approved the consent calendar.

8. BUSINESS BEFORE THE BOARD

8A. CONSIDERATION OF PRELIMINARY FISCAL YEAR END JUNE 30, 2010 ANNUAL FINANCIAL REPORT WITH INDEPENDENT AUDITOR’S REPORT FROM MANN, URRUTIA, NELSON, CPAS & ASSOCIATES, LLP
Mr. Nun introduced Justin Williams of Mann, Urrutia, Nelson, CPA’s & Associates. Mr. Justin Williams reported that he had met with the finance committee and prepared a letter to the Board. Mr. Williams reported on the management discussion and analysis and reported it was a very clean audit.
M/S D. Hardcastle, M. Painter and the Board accepted the financial report prepared by Mann, Urrutia, Nelson, CPA’s and Associates for the year ended June 30, 2010. (B.O. 10-47).

8B. PUBLIC HEARING AND CONSIDERATION OF ADOPTION OF FOUR ELEMENTS OF THE SANITARY SEWER MANAGEMENT PLAN. A PROPOSED RESOLUTION IS ATTACHED.
President Byer Opened the Public Hearing at 7:17 p.m. Mr. Haefke explained to the board the four elements of the Sanitary Sewer management Plan (SSMP) needed to comply with the elements of the FOG program added last year and explained staff are adding an additional four elements this year. A) Sanitary Sewer Master Plan Goals, B) Sanitary Sewer Master Plan Program Audits, C) Sanitary Sewer Master Plan Communication, and D) Sanitary Sewer Master Plan Monitoring, Measurement, and Program Modifications. Mr. Huerta asked how often we report on the SSMP’s and how these reports are used. Mr. Haefke explained the process. After discussion, staff recommended the Board approve the four SSMP elements. Hearing no further comments, President Byer closed the Public Hearing at 7:30 p.m.
M/S M. Painter, D. Lew and the board unanimously voted to adopt Resolution 10-14, a Resolution of the Board of Directors approving four elements of the Sanitary District Sanitary Sewer Management Plan (SSMP). (Res. 10-14)

8C. CONSIDERATION OF PROPOSAL FROM WHITLEY BURCHETT & ASSOCIATES TO PROVIDE BARWC AND TITLE XVI FUNDING ASSISTANCE FOR FY 10-11, not to exceed $31,500.
Mr. Williams recommend to the Board to consider renewing the contract with Roan Ross of Whitley Burchett & Associates to provide assistance to obtain grant funding from Congress through Bay Area Recycled Water Coalition. Mr. Williams explained that because Ms. Ross is already assisting other clients in the coalition, ISD is able to save by working with other Bay area agencies to obtain funding; the consulting fees are split with these agencies. Seven million dollars has been on the congress floor to be authorized in December, and then will go to appropriation process of one to two years. Federal Grant monies will be approximately 25 percent of the project for recycled water master plan. After much discussion, member Hardcastle asked if the consultant could be scheduled to make a presentation. Staff recommends authorizing the proposal. M/S M. Painter, D. Lew and the board voted to authorize toe proposal from Whitley Burchett & Associates to provide BARWC and Title XVI funding assistance for FY 10-11, not to exceed $31,500. with the consultant reporting back to the Board on the progress of the funding (B.O. 10-48)

8D. CONSIDERATION OF PAYMENT TO THE DELTA SCIENCE CENTER FOR PROJECT PARTNER FEE FOR ADMINISTRATION COST IN THE AMOUNT OF $5,000.
Board member Painter reported to the Board on the progress of the Delta Science Center. This year they are planning to distribute calendars to the fifth grade in Oakley, Brentwood, Knightsen and Discovery Bay. He reported on the success of grants and the future building negotiations with EBRPD. He thanked the District for their continual support of the Science Center.
M/S L. Byer, D. Lew and the Board voted to contribute $5,000 to the Delta Science Center. (B.O. 10-49)

8E. CONSIDERATION OF JOINING CSRMA MEDICAL PROVIDERS NETWORK FOR WORKER’S COMPENSATION INJURIES.
Mr. Nunn provided a memo to the Board recommending the District consider joining the CSRMA Medical Providers Network. The network is set up by CSRMA for assisting in Worker’s Compensation injuries. This is a group of health care providers used by CSRMA to treat workers injured on the job. The cost is borne by CSRMA. Staff recommends the Board approve ISD joining the Medical Providers Network and advised the employee still has the right to use their own Doctor if wanted.
M/S L. Byer, D. Lew and the Board voted to approve Ironhouse Sanitary District join the CSRMA Medical Providers Network. (B.O. 10-50)

8F. CONSIDERATION OF PURCHASE OF LOT 1, JERSEY ISLAND.
Mr. Williams reported he received a call from Jim Clay of Delta Properties and the offer in the Board’s agenda packet to sell to the District the approximately 50-55 acres of Lot 1 on Jersey Island at a predetermined price of $1,343 per acre that was negotiated in 1993 by the Board. Staff recommends proceeding with the purchase, and that the District use cattle and royalty reserves and income from the Island to complete the purchase. Staff would review the due diligence and clean up of the site. Staff would like to be in contract by the first of the year, with a due diligence plan to follow. Mr. Henn recommends hiring a consultant to complete a hazardous materials study review of the site.
M/S Painter, Lew and the Board voted to purchase Lot 1 on Jersey Island from Delta Properties, Inc. and to authorize the General Manager to sign the contract based on the due diligence being clean. (B.O. 10-51)


9. Staff Reports
Marc Haefke – Mr. Haefke reported that EBRP District fixed the fence on the north side of the property. He reported that he and Ms. Skrel accompanied Joe Mueller and toured two NBR plants, Modesto and a prison in Tracy. Mr. Mueller is preparing a proposal to work with Marc to review job descriptions and interviewing for the new plant positions with timing of end of February or March. He reported he should have a proposal to the Board at the next meeting. John Mitosinka is retiring at the end of the year and is on vacation. He reported that staff from Jersey Island is working to fill the needs at Oakley until the beginning of the year.

Neil Sterud – Mr. Sterud reported that Eric from Jersey Island has been working on the shop needs, and John is greatly missed in his position.

Dave Dal Porto – Mr. Dal Porto reported that staff has been working on the levee work as needed. Staff has been working the ground and 65 percent of planting is complete. Staff has been irrigating to keep the ponds low in anticipation of the fall rains. Mr. Dal Porto reported the cattle prices are good.
Staff has added 150 pheasant to the island, 100 roosters and 50 hens were added to stock in four different areas on island. They are well on their way of building back a decent stock of birds.

Dennis Nunn –Mr. Nunn reported Dutra is putting rock on the Levee, they were the lowers bid at $27 a ton. The rock is being put at the ferry slip and 5,000 feet west and ferry slip to blind point.
Mr. Nunn also reported on the Calpers retirement system providing a report to the Board.

Jenny Skrel – Ms. Skrel gave a report to the Board on the Waste Discharge requirement. She met with CCWD exploring portions of land application on the northerly fields.

Bob Henn – Mr. Henn reported he has been working with staff to shape the purchase of Lot 1 contract from Delta Properties.

Tom Williams - Mr. Williams reported to the Board that he has been on vacation. He also has been working with attorneys on in-house matters.

10. Board Member Advisory Reports
There were no reports from the Board.

11. Adjournment
Chairman Byer adjourned the regular meeting at 8:25 p.m. until Tuesday, December 7, 2010 at 7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District offices at 450 Walnut Meadows Drive, Oakley, California.