ISD Minutes January 4, 2011

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

January 4, 2011

The Ironhouse Sanitary District (ISD) Board of Directors met in regular session on Tuesday, January 4, 2011.

The place of meeting was the Ironhouse Sanitary District Office at 450 Walnut Meadows Drive, Oakley, California. The meeting was called to order by Acting Chairman Michael Painter at 7:05 p.m.

1. Call to Order

Members present: Doug Hardcastle, Chris Lauritzen, Don Lew, Michael Painter and
David Huerta, late arrival

Members absent: none

Staff/Consultants present: Tom Williams, General Manager
Dave Dal Porto, Reclamation, Levee and Ranch Superintendent
Marc Haefke, O & M Superintendent
Jenny Skrel, District Engineer
David Smith, Superintendent
Susan Walde, District Secretary
Bob Henn, District Counsel
Michael Welty, Utonomy

Interested Parties: John Halsey, Oakley


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


3. Approval of the Minutes of the December 7, 2010 Regular Meeting
M/S Hardcastle, Lew and the Board approved the minutes of the December 7, 2010 Regular Meeting of the Board.

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

5. Consent Calendar
A. Approval of Payment Order, Income/Expense Statement & Bank Balances.

M/S Lauritzen, Lew and the Board approved the consent calendar.
Mr. Williams asked the Board if Mr. Welty could provide his report to the Board at the Consent Calendar due to his needed travel time home.

Michael Welty – Mr. Welty reported that he worked 12 hours last month working with Dennis Nunn. He reported that Beverly Dagneau is back to work after being off sick and that we have good back up with Elayna Whyte. He reported that he is scheduled to come to ISD one day a week and feels the time is sufficient. Transactions are being processed on a daily basis. He is planning to be here on the first Tuesday of the month to report at the Board at the regular Board meeting. After discussion, the Board asked Mr. Welty to complete the bank reconciliations as part of his workload. The Board thanked Mr. Welty for being here to give his report.

6. BUSINESS BEFORE THE BOARD

7:15 p.m. - Board Member David Huerta arrived

6A. PRESENTATION OF INTRODUCTION TO FEDERAL FUNDING TITLE XVI PROGRAM BY Roanne Ross of Whitley Burchett & Associates.
Mr. Williams introduced Roanne Ross P.E., of Whitley Burchett & Associates to give a presentation on the Federal Funding Title XVI program. Ms. Ross introduced herself, a Civil Engineer, and gave her qualifications to the Board. Ms. Ross gave a power point presentation following in detail the process of the federal funding, the process of authorization to be presented to the new Congress, and the appropriations project schedule and program participants. Ms. Ross answered all questions and discussion with the Board. The Board thanked Ms. Ross for the presentation to the Board.

6B. BI-ANNUAL ORGANIZATIONAL MEETING OF THE BOARD OF DIRECTORS TO ELECT A CHAIR AND VICE CHAIR.
Acting Chairman Painter reviewed with the Board the ISD Board By-Laws Item 4.4 Annual Organizational Meeting. After review of the by-laws, discussion was held on holding the organizational meeting on an annual event and to elect a chair and vice chair to a one year term. M/S Hardcastle, Lauritzen and the Board voted to change the by-laws to hold the organizational meeting at an annual meeting held at its first regular meeting in January to elect a Chair and Vice Chair for a one year term. (B.O. 11-01)
Acting Chairman Painter called for nominations. Member Hardcastle nominated Michael Painter for Chairman. Member Painter nominated Doug Hardcastle for Vice Chairman. Being no other nominates, the nominations are closed.
The Acting Chairman called for a vote and by unanimous decision, Michael Painter was voted to the position of Chairman and Doug Hardcastle to the position of Vice Chairman.
Discussion was held to be consistent with the governing law of sanitary districts, to use President and Vice President in place of Chairman and Vice Chairman. Board and staff proposed we have a special workshop in the month of February to review and define the by-laws document and bring the proposed changes to the Board.

6C. CONSIDERATION OF NOMINATION OF MEMBER TO THE SPECIAL DISTRICT COMMITTEE OF LAFCO AND DESIGNATING A REPRESENTATIVE AND ALTERNATE REPRESENTATIVE OF THE DISTRICT TO VOTE FOR SPECIAL DISTRICT REPRESENTATIVE.
Mr. Williams explained to the Board that we need to assign a new designated representative and alternate representative to represent Independent Special Districts on the CCC Local Agency Formation Commission. M/S Painter, Lew and the Board voted to adopt Resolution No. 11-01, Designating a Representative and Alternate Representative of the District to Vote for Special District Representative; appointing Doug Hardcastle designated to represent the District and Michael Painter as alternate, and vote on its behalf at the independent special districts selection committee election for Special District Representatives to the Contra Costa County Local Agency Formation Commission. (Res 11-01)

6D. PRESENTATION BY RECLAMATION DISTRICT NO. 830 REGARDING A SUBMITTAL FOR GRANT FUNDS FROM DEPARTMENT OF WATER RESOURCES.
Mr. Williams as President of Reclamation District 830 gave a brief overview of the Habitat Enhancement and Restoration project submitted to DWR. This project would enhance the Dutch Slough Project and possibly create a Mitigation Banking area. Mr. Williams will get back to the Board after RD830 has a more defined proposal with DWR.

6E. CONSIDERATION OF DESIGNATED SIGNERS ON DEPOSITORIES, PUBLIC AGENCY RESOLUTION FUNDS TRANSFER ON ORAL INSTRUCTIONS, BANK DEPOSITOR AGREEMENT AND CONTRACT FOR DEPOSIT OF MONIES. (This requirement due to the change in status of authorized signers.)
Mr. Williams proposed to the Board to update the designated signers on the Bank account removing Board member Lenny Byer and adding member Huerta and removing staff member Dennis Nunn due to his retirement. M/S Lauritzen, Lew and the Board voted to approve B. O. 11-02 and Resolution No. 11-02 updating signers on the Bank account to remove member Lenny Byer and staff Dennis Nunn and add member David Huerta. (B.O. 11-02, Res. 11-02)

6F. REVIEW OF RENEWAL OF LICENSE AGREEMENT WITH M&G PARK MARINA, MARIO CASTRO, LICENSEE AND LICENSE AGREEMENT WITH THE LAST RESORT AND MARINA LLC, LICENSEE.
Mrs. Walde stated that the annual renewal of the two license agreements for M & G Park Marina and The Last Resort are for review in each member’s packet. These agreements allow each owner to access their property and ISD to allow access to the ponds. Member Huerta questioned the weed abatement and member Lauritzen pointed out the language in the agreements. M/S Huerta, Lauritzen and the Board voted to renew the License agreements with M&G Park Marina and License Agreement with The Last Resort. (B.O. 11-03)
7. Staff Reports
Dave Dal Porto –– Mr. Dal Porto reported that all is good on the island. They have had some high tides and high winds with staff on watch with no issues. He reported that two days before Christmas the island experienced high winds, with some minor issues. Staff are working on servicing equipment and cleaning out ditches.

Marc Haefke – Mr. Haefke reported that PG&E finished adding the new power service. He reported that Joe Mueller of Carollo Engineers will be here on Friday to help set up and review a new maintenance program. Mr. Haefke would like to implement as soon as possible.

Dave Smith – Mr. Smith reported to the Board he is taking over the safety program with Dennis Nunn’s retirement and is working with David Patzer to outline all staff safety requirements. He is in the process of taking Dennis’s requirements and update to current. He is working with CSRMA on a program that has funds for reimbursement of $1,000 - 1,200 each year for safety programs in place. The Maintenance department have slip lined a piece of gravity line and are repairing lines and scheduling out future work.

Jenny Skrel – Ms. Skrel reported that everything at the treatment plant is going smoothly. The plant is under full power now and she invited Board to tour the updates to the plant. She gave an update on the Biosolids and the future alternatives for land disposal.
She reported that in two weeks, Marc Haefke will start working at the new treatment plant.
Bob Henn – Mr. Henn reported to the Board that he has been working with staff on the purchase agreement of Lot 1 on Jersey Island. Proceeding forward to issue the draft of the purchase agreement to Jim Clay of Delta Properties to review, document is almost ready to send. He has also been working with staff on the review of revisions to the By-Laws.

Susan Walde – Mrs. Walde gave an update of the meeting scheduled in Sacramento with CSRMA for ‘new Board members’ with Mr. Huerta and Mr. Williams scheduled to attend. Mr. Huerta and Mr. Williams are also scheduled to attend the CASA conference January 11-14, and January 17 is a District holiday.

Tom Williams - Mr. Williams reported to the Board that on Thursday the 6th of January at the Mayor’s conference there is a change of speaker and member Painter will no longer be available to attend; he asked the Board for an alternate and Mr. Huerta opted to attend. Mr. Williams reported that DDSD had a speaker on “living in a fish bowl” and as we are always in the public eye, he is working with DDSD to fill their presentation quota, sending Dave Smith and crew to view the presentation. He reported on the resignation of Dennis Nunn from trustee of RD830 and that the Board of RD830 has appointed Jenny Skrel as Trustee and Treasurer. RD830 will be working closely with Nate Hersey on special projects. There is approximately $2.3 million in funding waiting to be processed and plans are to widen and improve the levees. Staff are currently working on toe work with the free fill received on island.
Mr. Williams reported on the retirement party for Dennis Nunn and John Mitosinka held at the District office at lunch on December 30, 2010. Staff are reorganizing the position of mechanic, and will have a new position of lead mechanic as a promotional move with two mechanic positions back fill. He informed staff today of position available.
Once a month he will be attending the Delta Protection Committee and reporting on the Delta Stewardship process – Jersey Island remains as we have it.
He continued to report that the Local 159 has presented a public records request act regarding the pipe fitters hours on job with the contractor for the wastewater treatment plant. We have asked for a 14 day extension and staff are working with attorney to develop a response.

8. Board Member Advisory Reports
Doug Hardcastle – Mr. Hardcastle reported we have a new Mayor and Vice Mayor for the City of Oakley; Mayor – Jim Frazier, and Vice Mayor, Kevin Romick.

Michael Painter – Mr. Painter reported on the Delta Science Center; met with a presentation from UC Berkeley on requirements of grant. Plan to submit for more grant funding and widen the education of science with the elementary grade level. On behalf of the Delta Science Center, he asked Mr. Williams as an interim to use a temporary office at Ironhouse to allow Roni Gehlke to work as the executive officer for DSC and to hold occasional meetings. He reported that they received a $5,000 grant today and would be meeting on Thursday with Marine Science to schedule a boat and sponsor kids to tour.
Mr. Painter acknowledged the passing of Ted Halsey and expressed on behalf of the District our sincere condolences to John Halsey for the loss of his father.

At 9:20 p.m., Chairman Painter announced that the Board would take a five-minute break, and after the break go into Closed Session for agenda item No. 9.

At 9:28 p.m., the Board entered into Closed Session

9. Closed Session-
Closed Session pursuant to Government Code Section 54957:
Public Employee Performance Evaluation (General Manager)

10. Actions Resulting From Discussions In Closed Session
At 10:40 p.m. the Board reconvened from Closed Session and Chairman Painter stated the Board decision to revise the General Manager’s contract to reflect past changes, and to modify the time of the General Manager’s evaluation to June of each year.

11. Adjournment
Chairman Painter adjourned the regular meeting at 10:41 p.m. until Tuesday, February 1, 2011 at 7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District offices at 450 Walnut Meadows Drive, Oakley, California.