MINUTES OF THE REGULAR MEETING
OF THE BOARD OF DIRECTORS OF THE
IRONHOUSE SANITARY DISTRICT
October 1, 2013
The Ironhouse Sanitary
District (ISD) Board of Directors met in regular session on Tuesday, October 1,
2013.
The place of meeting was the
Ironhouse Sanitary District Office at 450 Walnut Meadows Drive, Oakley,
California.
1.
Call to Order
The
meeting was called to order by Vice President Huerta at 7:01 p.m.
2. Roll Call:
Directors present: David Contreras, David Huerta, Michael
Painter and Doug Scheer
Members
absent: Chris Lauritzen
Staff/Consultants present: Tom Williams, General Manager
Jennifer Skrel, District
Engineer
Susan Walde, District
Secretary
Bob Henn, District
Counsel
Michael Welty,
Financial Officer
Joe Mueller,
Environmental/Process Compliance Manager
Marc Haefke,
Operations Superintendent
Dave Smith,
Maintenance Superintendent
Interested
Parties: Kyle Scheer, Boy
Scouts of America
Susan
Morgan, Oakley
Pledge
of Allegiance: Led by Jenny
Skrel
3. Approval
of Agenda
M/S M. Painter, D. Contreras, and the Board voted to
approve the agenda.
4. Approval
of the Minutes of the September 3, 2013 Regular Meeting.
M/S D. Contreras, D. Scheer and the Board voted to
approve the minutes of the September 3, 2013 Regular Meeting with the following
changes: Edit 1. Page 4 end of first paragraph new sentence “Director Contreras
asked Mr. Tiwari if the environmental controls that are causing the need for
the proposed changes were Constellation’s internal controls and beyond ISD
control. Mr. Tiwari stated that they indeed were.” Edit 2. Page 4 third paragraph add after second
sentence “Director Contreras stated he was not looking to seek liquidated
damages but wanted the Board to be aware of his concerns: 1) ISD’s Solar
Agreement is no longer with SEC UBBOE Solar One, LLC whom we originally
contracted with, 2) We are not getting the equipment specified in the original
agreement, 3) The completion date
proposed is nearly three months from the completion date in the original
agreement, 4) There is potential for a $24,000 financial consequence to ISD if
the project is completed on April 30”.
Edit 3. Page 4, Item 8B first paragraph twelfth line first word “has”
should be “have” Edit 4. Page 6, Third
paragraph second sentence “Secession” should be “Succession”.
5. Public Comments – Communications from the public on subjects not on
the agenda.
There were no comments from the public.
6. Consent Calendar
A. Approval of Payment Order, Report on Financial
Position & Operating Performance.
M/S M.
Painter, D. Contreras and the Board voted to approve the consent calendar.
7. Business Before the Board
7A. Consideration
of Purchase of Boom Truck F-550
Mr.
Dave Smith approached the Board regarding the F-450 Boom truck and the need to
update the truck and purchase a new Cab and Chassis F-550. He informed the Board that the 2006 F-450
Boom truck is not able to carry the load needed to be fully equipped in the
field. In accordance with the FY 2013/14 Capital Purchases budget, he proposed moving
forward with 1) the purchase of a Cab & Chassis F-550, 2) swapping out the utility
bed and crane on the 2006 F-450 truck to the new F-550 truck, and 3) the purchase
of a dump bed to be placed on the 2006 F-450 truck. When equipped with the existing utility bed
and crane, the new F-550 truck will be capable of being fully equipped with
tools and equipment, as well as carrying additional loads like pumps, piping,
hoses, etc. The 2006 F-450 truck will be
able to operate the hydraulics needed for the new dump bed and, with the
existing hi-capacity air compressor, will still serve to operate air tools
(jack-hammer, drills, blowers, etc…) in the field when needed. Also, by installing a dump bed on the 2006
F-450 truck, it will be more versatile for needed repair jobs in residential neighborhoods
vs. a conventional 10 wheeler dump truck.
Director
Scheer asked what the weight carrying difference between the two trucks would
be and Mr. Smith answered it would be 2,000 lbs. The Board also asked about what kind of fuel
the truck uses and Mr. Smith stated both trucks are diesel.
M/S D.
Scheer, M. Painter and the Board voted to authorize staff to purchase a new Cab
& Chassis F-550 and a dump bed through the California Multiple Award
Schedules program (CMAS). The capital
purchase is authorized in the FY 13-14 budget for up to $35,000. (B.O. 13-41) Director Contreras asked who writes the
specifications for these vehicles and Mr. Smith stated that he writes the
specifications.
7B. Consideration of Correcting Resolutions No. 12-10,
12-11 & 12-12; and Adopting Resolution No. 13-04, 13-05, and 13-06,
Resolutions Fixing the Employer’s Contribution Under The Public Employees’
Medical and Hospital Care Act.
Mr.
Williams spoke to the Board that every year we are required to update and
submit the CalPERS medical resolutions setting ISD’s maximum contribution to
the cost of ISD’s employees, retirees, and Directors medical coverage under the
Public Employees/ Medical and Hospital Care Act. He stated that, as mentioned in his staff
report, the annual CalPERS open enrollment period for the different medical
plans is between September 16, 2013 and October 11, 2013. Mr. Williams also stated that many changes in
medical plan options and costs have occurred for the 2014 plan year, and that
the Board should decide what the District per employee maximum contribution
will be so employees know how much the District will fund prior to the close of
the open enrollment period. With regard
to budget Mr. Williams stated annually we anticipate the costs of medical
increases at time of budget preparation and a 12 percent increase was included
in the adopted FY 13-14 budget. This
year the increase to Kaiser Family Medical coverage is an 11.08 percent increase
and falls within our budgeted increase.
Kaiser family medical has been ISD’s benchmark for determining coverage
costs for employees, retirees and Board members for many years. In the packet are Resolutions 12-10, 12-11
and 12-13 which authorized coverage for calendar year 2013. Mr. Williams
indicated in his review of Resolutions 12-10, 12-11 and 12-13 and the adopted
meeting minutes of the November 6, 2012 meeting, he believes an inconsistency
exists which should be corrected. The
2012 resolutions reflect a “cost-basis” (the cost of the 2013 Kaiser Family
Plan) for the maximum employer contribution, while the November 2012 meeting
minutes indicate a “plan-basis” (Kaiser Family Plan) as the wording for the
resolutions. Mr. Williams recommended
correcting the resolutions to be consistent with the adopted November 6, 2012
meeting minutes, and reflect a “plan-basis” for the maximum employer
contribution. Mr. Williams also asked
the Board to adopt Resolutions 13-04, 13-05, and 13-06 as drafted using Kaiser
Family Medical Plan as the District’s per employee maximum contribution for
2014.
Director
Contreras stated that at the meeting in November of 2012, his recollection was
the Board’s decision was to lead by example when they set new policy for the handling
of the Board’s medical and that in the future the employees would need to help
with the increase cost of medical coverage in the future. His understanding was that the Board voted to
cover the $1,738.44 which was the Kaiser Family Medical for 2013. Director
Painter agreed stating he was of the same understanding and he, as a Director, has
been paying for the increases.
Director
Contreras stated that Director Lauritzen was a strong advocate in this matter and
would like to table the item until we have a full Board present.
M/S D.
Contreras, D. Scheer moved to table this item until the next meeting to have a
full Board present to determine an amount to adopt for the Resolutions.
Mr. Williams stated that he spoke to President
Lauritzen earlier in the day and he supported correcting the previous year’s
Resolutions and covering family Kaiser Medical for these three Resolutions.
Director
Painter stated that the feeling he had from the Board was sooner or later the
Board would have to cap the medical coverage for employees. He would also like to hear from the full
Board for discussion.
Vice
President Huerta reminded the Board there is a motion and second on the floor
and asked the Board for a vote. By
unanimous vote of the Board, the Board voted to table Item 7B, consideration of
“Correcting Resolutions No. 12,-10, 12-11, & 12-12, and Adopting
Resolutions No. 13-04, 13-05, & 13-06, Resolutions Fixing the Employer’s Contribution
under the Public Employees’ Medical and Hospital Care Act, until the regular
meeting on November 5, 2013.
7C. Consideration of Adopting Policies for Restricted
Financial Reserves and Unrestricted Designated Financial Reserves. Resolution No. 13-07.
Director
Contreras on behalf of the Finance Committee spoke to the Board on the
background of the Board’s request to the Finance Committee to develop polices
for Restricted Financial Reserves and Unrestricted Designated Financial
Reserves. Working with Mr. Williams the
committee reviewed 5 different model polices from other Special District
Wastewater facilities. Director
Contreras thanked the General Manager Tom Williams and Director Huerta for
their progress on the policies.
Mr.
Williams mentioned the policies have a “next review date” box and asked the Board
to set a review timeline for the adopted policies. Director Contreras recommended we review at
the same time the Board reviews the Strategic Plan. Mr. Williams discussed the Strategic Plan
review timelines and asked the Finance committee’s opinion on a 5 year review
process. It was suggested to use a 5
year process and if circumstances change that affect the policy, to address
changes in policy as needed.
M/S D.
Contreras, D. Huerta and the Board voted unanimously to approve the proposed
polices for Restricted Financial Reserves and Unrestricted Designated Financial
Reserves; review every five years at the time of the Strategic Plan review, and
adopting Resolution No. 13-07 Resolution of the Board of Directors of Ironhouse
Sanitary District Establishing a Restricted Financial Reserves and Unrestricted
Designated Financial Reserves Policy.
8. Staff Reports
Jenny Skrel – Ms. Skrel reported that the District has a tentative
date for our permit renewal from the California Regional Water Quality Control
Board. The hearing date is set for
December 5-6, 2013 and the District Secretary has posted all notices. There is a correction to be made to the
Mercury total allocation and Staff will be making a comment on errors in the
State’s calculations. The comment period
ends on October 29, 2013.
Marc Haefke – Mr. Haefke reported that the contractor started at
the treatment plant with the paving and piping work around the Water Recycling
Facility (WRF), as well as the concrete work for the Dumpster-Veyor pad area. He also reported two ISD Grade III operators are
studying for their Grade IV certification testing and there is one intern that
is also studying to test for his Grade I certification. The testing consists of essay, math, multiple
choice, and true and false.
Joe Mueller – Mr. Mueller reported that on September 24th
the State came to inspect the lab at the WRF for Certification. He stated the inspector noted 6 small
corrections that need to be addressed, but were overall impressed with the lab
and the procedures implemented. Staff is
waiting for a letter from the inspector and will respond accordingly. At that
time, ISD will have its Lab Certification.
He reported the State is requiring a new requirement on the UV reporting
as of September. Staff will submit a
report daily on the gallons per minute per bulb. Staff is making necessary changes for more
accurate reporting. He also reported
that staff is still working with Trojan regarding the Phantom alarms. Staff is working on checking wiring and
connections. Staff is also looking at
harmonics as a possible interference causing the alarms.
Bob Henn – Mr. Henn reported that they have been assisting
staff with two Board packet items; the CalPERS resolutions and the resolution
for acceptance of the reserve policies.
Tom Williams – Mr. Williams reported on the State of the Estuary
conference on October 29 and 30, 2013.
Director Painter will be attending and asked if any other Board members
would like to attend, to let the District Secretary know. Mr. Williams gave an update of the report on
ISD that he gave at the City Council meeting on September 24th. The report was thorough and well received.
He reported that the autumn
2013 newsletter went out this past month.
The outreach committee worked very hard on the newsletter. There is a large article inside the
newsletter on Pollution Prevention ”At The Crossroads” with an emphasis on FOG
and recognition of ISD being honored by CASA for its outstanding Public
Outreach and Education program.
He reported he attended the
CSRMA Pooled Liability Committee meeting on September 26th. He also reported that representatives from
the Town of Discovery Bay visited ISD to view the WRF and review with staff the
FOG program for possible consideration at Discovery Bay.
Mr. Williams reported on
RD830 - The levee project around Blind Point is moving forward. The contractor is currently moving on-island
fill material to stations 580+00 through 660+00 and will complete dirt by next
week, and should complete the project by mid November.
9. Board Members Advisory Reports
Director Contreras – Director Contreras
reported that he worked with Director Scheer at the Heart of Oakley Festival on
September 14th. The event was
a great outreach for ISD with staff and directors busy the whole time. He reported the FOG soap recipes were a big
hit. The display of the wipes not
breaking down in the water was an excellent educational tool; overall it was a
great FOG event. It was a very popular booth at the event and Director
Contreras thanked Mrs. Gehlke for her finding the recipes and her work on the
soap. Director Contreras also reported
on the FOG collection at the District.
The tank holds 280 gallons and the district calls for a pick-up when it
is full. To date we have collected about
1,000 gallons of grease.
The outreach committee is developing an article for
the CSDA newsletter.
Director Painter – Director Painter reported on his meeting
on Jersey Island with Dave Dal Porto.
They will be buying 200 birds to plant on Island for pheasant
season. They will release 100 on opening
day, November 9th, and 100 birds on Thanksgiving. The J.I. committee is working with the
Outreach committee developing new signage for the Island and signs for Pheasant
season hunting. Staff is working with
Mr. Dave Moss regarding the purchase of a new mobile home for the caretakers’ residence. Staff is currently negotiating with the mobile
home dealer.
He
reported on the Maintenance and Operations committee meeting held on September
25th. The committee is
reviewing the manual and reported there are new guidelines for SSO’s with the
addition of a Category 2 reporting criteria.
Mr. Smith is revising the SSMP procedures and preparing new
guidelines.
He
reported on the Delta Science Center – they will be having a special event on
October 12th at the new facility at Big Break. The tickets are available at $25 per
person. Appetizers and wines will be
served from 4 p.m. – 7 p.m. A silent
auction will be held in conjunction with special speakers on the history of the
Delta, including a presentation by Chris Lauritzen.
Guest – Vice President Huerta introduced our guest; Kyle
Scheer. Mr. Scheer introduced himself
and spoke to the Board, staff and guests.
He is 16 years old and a junior at Freedom High School. Through his Boy Scout involvement he is
working on an Eagle Scout project to put two permanent benches on the Big Break
trail. He has submitted his project to
the Parks department and has approval for his project. He is asking to have access to the site
through the back gate on ISD’s property.
The project will take two Saturdays to complete and Mr. Scheer will use
the help of his troop. The Board
recognized his hard work and supported his project. Director Contreras thanked Kyle for coming to
speak to the Board and stated that his project is a good project and a very
good presentation.
10. Future Agenda Items for Consideration
Recommendation on Accepting and Implementing the
Total Compensation Study by Koff and Associates.
Annual Review of Strategic Plan
Item 7B: Consideration of Correcting Resolutions No.
12-10, 12-11 & 12-12; and Adopting Resolution No. 13-04, 13-05, and 13-06,
Resolutions Fixing the Employer’s contribution Under the Public Employees’
Medical and Hospital Care Act.
11. Adjournment
Vice President Huerta
adjourned the regular meeting at 8:31 p.m. until Tuesday, November 5, 2013 at
7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District
offices at 450 Walnut Meadows Drive, Oakley, California.
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