MINUTES OF THE REGULAR MEETING
OF THE BOARD OF DIRECTORS OF THE
IRONHOUSE SANITARY DISTRICT
August 6, 2013
The Ironhouse Sanitary
District (ISD) Board of Directors met in regular session on Tuesday, August 6,
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 President Lauritzen at 7:01 p.m.
2. Roll Call:
Directors present: David Contreras, David Huerta, Chris
Lauritzen, Michael Painter and Doug Scheer
Members
absent: None
Staff/Consultants present: Tom Williams, General Manager
Jennifer Skrel, District
Engineer
Susan Walde, District
Secretary
Bob Henn, District
Counsel
Michael Welty,
Financial Officer
Elayna Whyte, Permit
and Planning Technician
Joe Mueller,
Environmental/Process Compliance Manager
Dave Dal Porto, Operations
Superintendent
Interested
Parties: Roni Gehlke,
Executive Director, Delta Science Center
Susan
Morgan, Oakley
Ian
Jauregui, Oakley
Pledge
of Allegiance: Led by Ian
Jauregui
Introductions: Ian
Jauregui – Summer Internship on Jersey Island. Mr. Dal Porto introduced Ian Jauregui to the
Board and staff. He applied for the
internship and was recommended by his Ag instructor, upon finishing his senior
year at Freedom High school this last May, he worked on Jersey Island. Mr. Dal Porto indicated the internship was a
very positive experience for his staff. Mr. Jauregui reported to the Board that he
gained knowledge and experience in the processes of wastewater, farming
operation, cattle operation and machinery.
He will be starting college this fall.
The Board thanked him for completing his internship and President
Lauritzen presented him with a Certificate of Merit Plaque.
3. Approval
of Agenda
M/S M. Painter, D. Huerta, and the Board voted to
approve the agenda.
4. Approval
of the Minutes of the July 2, 2013 Regular Meeting.
M/S D. Contreras, M. Painter and the Board voted unanimously
to approve the minutes of the July 2, 2013 regular meeting.
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.
B. Approval of Posting & Publishing of Notice of
Public Hearing August 6, 2013 for Report for Sewer Use Charges for Fiscal Year
2013/2014 (BO 13-30)
M/S D. Huerta,
D. Scheer and the Board voted to approve the consent calendar.
7. Business Before the Board
7A. Public
Hearing – For the Annual Sewer use Report for Fiscal Year 2013/2014. Ordinance No. 52, Board Order 13-31).
Mr.
Williams introduced Elayna Whyte, whom has worked to update the sewer use
report, to the Board. Ms. Whyte reported
to the Board that 14,567.16 units were submitted to the County on July 18,
2013. The total revenue is
$9,002,504.88. She reported that 335
units of the 350 allotted for the temporary fee reduction have been used with
15 discounted connections remaining. Last
year 14,323.64 units were submitted which equals an increase of 243.52 units. She indicated she has notified any parties
with permits outstanding that the maximum number of discounted permits would be
reached soon. Mr. Williams stated that
he had received interest from the development community in extending the fee discount
program and will have an item on the next Board meeting agenda to discuss the
fee discount program. President
Lauritzen asked of the 335 discount permits issued, how many were single family
units converting from septic systems? Ms.
Whyte reported she didn’t have number in front of her but believed there were approximately
5.
President Lauritzen opened the public hearing at 7:15
p.m. President Lauritzen asked for any
comments from the parties in attendance.
There being no public comments, written or oral,
President Lauritzen closed the public hearing at 7:16 p.m.
Staff proposed the Board adopt the Ordinance and Order
and approve the annual sewer use report for fiscal year 2013/2014.
M/S D. Contreras, M. Painter and the Board voted
unanimously to adopt the Ordinance No. 52 and Order No. 13-31 and approve the
annual sewer use report for fiscal year 2013/2014. Staff was directed to submit said tax roll to
County Auditor per ISD Ordinance NO. 25 Health and Safety Code Sections 5473
and 5373.11. (Ord. 52 and B.O. 13-31).
7B. Presentation on Delta Science Center by Roni Gehlke
and consideration of Payment to the Delta Science Center for Project Partner
Fee for Administration Costs in the Amount of $5,000.
Mrs.
Roni Gehlke, Executive Director of the Delta Science Center, introduced herself
and gave a breakdown and brief history of the Delta Science Center. She stated that the organization was able to
distribute 7,500 calendars to different schools within the Delta area. She had 71 teachers respond to coordinate
using their classroom program. She
reported on the Oakley Science week and the successful event held at ISD.
Ms.
Gehlke also reported on the rice project underway on Jersey Island. It has had its challenges with the wind and
the greenhouses, but the students are back in school and on a schedule testing
the project. 2,800 students at Freedom
High school went through the program with 66 signed up to participate in field
work. They have an upcoming 6 week
course on the Delta, working with the recreation department of the City of
Oakley. She gave an estimated income and
expense report for the Delta Science Center showing they are funded primarily
from grants and potential grants.
M/S D. Huerta, D. Contreras and the Board voted
unanimously to authorize staff to pay the DSC the $5,000 project partner fee as
budgeted in ISD’s FY 2013/14 budget, to be used for administrative costs. (B.O. 13-32)
7C. Consideration of Acceptance of Bid for the Water
Recycling Facility Improvements Project from Pacific Infrastructure Corp. in
the Amount of $209,000.
Ms.
Skrel reported to the Board that she advertised the bid for the Water Recycling
Facility Improvements project and contacted many contractors with the bid
packet. The deadline for bids was July
23, 2013. Only one bid was received from
Pacific Infrastructure Corporation in the amount of $209,000 which is $9,000
over the Engineer’s estimate.
Director Painter asked if we have an annual budget for
cost of improvement/repairs for the WRF.
Discussion was held on the capital improvements plan for the WRF and the
reserve account for the WRF.
Ms.
Skrel explained to the Board that there are reserve funds for the improvement
needed for the plant.
Director
Contreras asked about the warranties for the plant equipment and are they being
fulfilled. Ms. Skrel and staff reported
that they are being fulfilled.
M/S D. Contreras, D. Huerta and the Board voted
unanimously to authorize the General Manager to enter into an agreement with
Pacific Infrastructure Corporation to construct the Water Recycling Facility
Improvement Project for a cost not to exceed $219,450, which is a bid price of
$209,000 plus a 5% change order contingency. (B.O. 13-33)
7D. Consideration of Purchase of Dumpster-Veyor. Authorize General Manager to enter into
contract with D.R. Cordell & Associates, Inc. for purchase and installation
for a cost not to exceed $95,000.
Ms.
Skrel reported that the purchase of the Dumpster-veyor was on the agenda at the
July meeting and the Board had asked staff to prepare an analysis to determine
the cost-effectiveness of the Dumpster-veyor.
Ms. Skrel reviewed the analysis stating it will take approximately 4.6
years of staff time to equal the cost of the Dumpster-veyor, making the
pay-back period for the equipment very short.
She stated while this project is not included in the current capital
improvements summary, staff is recommending authorizing this project and, to
cover the project cost, not pursue construction of the septage station, which
will free up $500,000 in the reserve fund.
Staff does not feel a septage receiving facility is a good fit at this
time for the type of facility Ironhouse constructed, and recommends revisiting consideration
of a septage receiving facility in another year or two. At that time, staff will have better
information on the ability of the WRF to accept and process additional solids,
like those from a septage receiving facility.
Mr.
Mueller reported that he and Ms. Skrel visited Williams Sanitary and viewed DDSD
during one of their trips there. They
gave a report of how their facility is of a different type, with much greater
flows, and better equipped to accept septage.
Director
Contreras stated that after his tour of the facility he supports staff in their
recommendation of the Dumpster-veyor and their recommendation to revisit the
septage station at a later date.
M/S D. Contreras, D. Scheer and the Board voted
unanimously to authorize the General Manager to enter into a contract with D.R.
Cordell & Associates, Inc. for a purchase and installation of a
Dumpster-veyor for our 20 cubic yds. screenings dumpster for a cost not to
exceed $95,000.
(B.O. 13-34)
President
Lauritzen asked staff to prepare a report stating how many facilities have
septic services.
7E. Petitions Nominating Three Persons to the RD 830
Board of Trustees.
Mr.
Williams stated that the elections for RD 830 are to be conducted on November
5, 2013. He is recommending that the ISD
Board, as the Board of the landowner of Jersey Island, review the three
petitions presented and nominate three persons to be elected to the RD 830 Board
of Trustees, i.e., Marc Haefke for a four year term, and Tom Williams and Jenny
Skrel for two year terms.
M/S M. Painter, D. Scheer and the Board voted
unanimously to: nominate Marc Haefke for a four year term and Tom Williams and
Jenny Skrel for two year terms as Trustees of the Board of Reclamation District
830; authorize the President, as the President of the Ironhouse Sanitary District
(which is the RD 830 landowner-voter), to sign the three petitions; and direct
ISD staff to submit these three petitions to the RD 830 District Secretary
during the period August 21 -- September 11, 2013. (B.O. 13-35).
7F. Consideration of Approving ISD Board of Directors
Position Paper.
Director
Contreras introduced an example of a Board of Directors Position Paper used by
Central Contra Costa Sanitary District for the Board’s consideration. . He stated that tonight’s meeting and last
month’s meeting are examples of why a review position paper could be beneficial
to the Board and provide more transparency.
He feels it would be a good tool for outreach. Director Contreras recommends the Outreach Committee
review the position paper and work with staff on how to implement the
document. With this document it would
provide more information to the Board and agenda items would be more understandable
for the Board and for the public.
Mr.
Williams stated that we are a smaller agency and we are “nimble” in our ability
to rapidly react to changing conditions.
He wants to make sure we don’t, as a result of adopting the new format,
lose our ability at the Board level to rapidly present and respond to changing
conditions.
Director
Painter asked if this document would take the place of a staff report. He also voiced his concern if this document
is used at other districts. Mr. Williams
stated that he would check with other District Managers.
M/S D. Scheer, C. Lauritzen and the Board voted
unanimously to accept the Directors Position Paper and to forward the process
to the Outreach committee, in coordination with Staff, for implementation. (B.O. 13-36)
7G. Consideration of Transferring the Balance of the
Royalty Reserve into the Capital Expenditure Reserve, Eliminating the Royalty
Reserve Account, and Collecting Future Royalties and Revenue Supporting
Operations.
Mr.
Williams stated that per the FY 20123/14 budget, this item proposes the
transfer of the current balance of Royalty Reserve revenue, approximately
$463,500, into the Capital Expenditure Reserve account. Due to the minimal nature of the revenue
collected as royalty, he proposes to direct any future royalty into operating
revenue.
Discussion
was held on the direction of possible future increases in royalty revenue and
the policy on Reserve accounts.
Director
Contreras stated that this item is as recommended by the Finance Committee.
M/S D. Contreras/D. Huerta and the Board voted
unanimously to authorize the General Manager to transfer the balance of the
Royalty Reserve account into the Capital Expenditures Reserve and to collect
future royalty revenue as revenue supporting operating expenses. (B.O. 13-37)
7H. Consideration of Process for ISD Mainland Land
Management Planning.
Mr.
Williams stated that over the past year, the district has had several
interested parties approach the district with an interest in possibly utilizing
the mainland property for special interests and possible revenue for the
District. He gave an overview of the
interests the District has had; sports, sustainable farming, EC 2 (squared),
future green jobs education and potential business/manufacturing. He stated there is money in the budget to
help facilitate meetings and hire a moderator for workshops.
Director
Painter voiced that in his opinion, he proposes to not go forward until after
the Marsh Creek enhancement project is complete and the solar project is
finished. He feels the District has
major projects at hand and would like to address mainland property usage at a
later time next year.
Mr.
Williams stated that the District needs to preserve the land around the
treatment facility as a buffer for future growth. He explained that the process of developing a
Mainland Land Management Plan would be to establish, and memorialize, the Board’s
long range vision for the future of the Mainland Property.
Director
Painter stressed that it is very important for the Board to consider the preservation
of the land for the future, and for the protection of the treatment facility.
Director
Huerta stated that he supports Director Painter. He stated that the District needs to protect
our property for the future, work with ecofriendly projects and maintain the
buffer for the plant and the future growth needs of the Water Recycling
Facility.
Director
Contreras stated that currently our treatment process is environmentally
friendly. We don’t know what the future
requirements may be and what processes may be needed in the future. It is
important to keep a buffer for the facility.
He stated that he would like to see staff complete the current projects
and review a Land Management Plan in the future.
Director
Lauritzen, as President of the Board, would like to table this item until
sometime next year. We need to bring
jobs to Oakley, and would like to address how we sell our high quality treated
water.
Mr.
Williams will compile a letter to send out to interested parties expressing the
District’s position on considering possible uses for the mainland property, and
possible timing for future consideration.
Mr. Williams will develop the letter in coordination with the Outreach
Committee, and then bring it back to the Board for approval.
8. Staff Reports
Jenny Skrel – Ms. Skrel reported that the developer for the
Emerson property is moving forward with the planning for the 560 homes to be
constructed on the property. The City of
Oakley is working on Raye Avenue, including the installation of the new sewer
main and 43 laterals for future connections.
Bob Henn – Mr. Henn reported that they have been working with
Marc Haefke on the RD 830 election process.
They have also been doing preliminary work with staff on the leasing
requirements for possible mainland land uses.
.
Tom Williams – Mr. Williams reported that he has attended two EC 2
meetings this month. Mr. Williams
reported that on July 19th RD830 met and signed the agreement with ISD
and with DWR for the Marsh Creek Delta Enhancement Project. On August 10, Bethel Island will hold a 50’s
Bash and the Outreach Committee and staff will be setting up a booth, representing
ISD on Saturday; he will be working from 8-12 and Ms. Gehlke will be working
all day. He encouraged the Board to
attend.
RD 830 had a preconstruction
meeting with Teichert Construction for the levee improvement work to be
completed on Jersey Island. The work
will start next week.
Jersey Island had a seepage
issue in the levee near headquarters that we have been watching for some time
and, recently, RD 830 completed the installation of trench drains and filtering
material to collect and drain excess water.
The improvement was designed by RD 830’s Geotechnical Engineer Kevin
Tillis. The project has been very
successful in managing the seepage. Mr.
Williams reported that he has been contacted by developers and they are
interested in extending the District’s fee discount program. Mr. Williams will
place a review and consideration item related to the discount program on September
meeting.
9. Board Members Advisory Reports
Director Lauritzen – Director Lauritzen thanked staff for the
tour of the Water Recycling Facility this last month. He stated everyone needs to take a tour. He thanked Mr. Mueller for his time and
expertise in educating him on the processes.
10. Future Agenda Items for Consideration
There were no future agenda items suggested for
consideration.
11. Adjournment
President Lauritzen
adjourned the regular meeting at 9:00 p.m. until Tuesday, September 3, 2013 at
7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District
offices at 450 Walnut Meadows Drive, Oakley, California.
