Tuesday, February 11, 2014

Minutes of the January 7, 2014 Board Meeting



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

January 7, 2014

The Ironhouse Sanitary District (ISD) Board of Directors met in regular session on Tuesday, January 7, 2014.

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 David Huerta at 7:00 p.m.

2.       Roll Call:
Directors present:                David Huerta, Chris Lauritzen, Michael Painter and Doug Scheer

          Members absent:                David Contreras

Staff/Consultants present: Tom Williams, General Manager
                                                Jennifer Skrel, District Engineer
                                                Susan Walde, District Secretary
                                                Fred Etzel, District Counsel
                                                Michael Welty, Financial Officer
                                                Joe Mueller, Environmental/Process Compliance Manager
                                                Dave Dal Porto, Ranch and Levee Superintendent

          Interested Parties:           Susan Morgan, Oakley
                                                Randy Pope, City of Oakley
                                                Brian Connelly, Maintenance Worker II
                                                Louis Solana, Maintenance Supervisor

          Pledge of Allegiance:       Led by Jenny Skrel

3.         Approval of Agenda
M/S M. Painter, C. Lauritzen and the Board voted to approve the agenda.

4.       Approval of the Minutes of the November 21, 2013 Special Workshop Meeting.
President Huerta made note of correction on page 1 last paragraph.
            Approval of the Minutes of the December 3, 2013 Regular Meeting.

M/S M. Painter, D. Scheer and the Board voted to approve the minutes of the November 21, 2013 Special Workshop Meeting as corrected and the minutes of the December 3, 2013 Regular Meeting of the Board.


5.       Public Comments – Communications from the public on subjects not on the agenda. 
There were no comments from the public at this time.


6.       Consent Calendar
          A.      Approval of Payment Order, Report on Financial Position & Operating Performance.
M/S C. Lauritzen, M. Painter and the Board voted to approve the Consent Calendar.


7.       Business Before the Board

7A.     CONSIDERATION OF AMENDING THE RESTATED AND AMENDED LEASE FOR MOBILE HOME.  RESOLUTION 14-01 APPROVING AMENDED AND STATED LANDLEASE.  (Res 14-01)
          Mr. Tom Williams reviewed with the Board the amended lease with the Moss family to include the new mobile home. Mr. Williams stated that he reviewed these modifications with the Superintendent as well as Mr. and Mrs. Dave Moss.  Changes to the lease included the new mobile home and the utilities; Tenant shall pay for propane utilities and services supplied to the premises.  Mr. Williams introduced Mr. Dave Moss, Mrs. Carolyn Moss and Laurie Moss to the Board.  The Board acknowledged the Moss family and thanked them for their years of service to the District as caretakers on Jersey Island.
M/S D. Scheer, C. Lauritzen and the Board voted to approve the Restated and Amended lease for Mobile home between Ironhouse Sanitary District and the Moss family. 

          7B.      CONSIDERATION OF AMENDING GENERAL MANAGER’S ANNUAL COMPENSATION BASED ON BOARD APPROVED 44TH PERCENTILE, AND CALCULATED ANNUAL COMPENSATION OF $173,700 ($14,475 per month).
          Mr. Williams stated that upon the recommendation of the Personnel/Human Resources Committee the Board review and consider amending the General Manager’s annual compensation based on the Board approved 44th percentile.
Director Painter asked if it is normal to have a three month auto extension.  Mr. Williams stated that yes he has noted this in other agreements, but it can be reviewed in March. 
Director Lauritzen asked if the General Manager’s Performance review will take place in February and Mr. Williams stated it will be on the March agenda for review.
M/S C. Lauritzen, M. Painter and the Board voted unanimously to approve the increase in the General Manager’s annual compensation in accordance with ISD Board Authorized 44th percentile. 
 
           7C.   CONSIDERATION OF AGREEMENT BETWEEN IRONHOUSE SANITARY DISTRICT AND LONE TREE TRUCKING, INC. FOR STORAGE, HAULING AND DISPOSAL OF BIOSOLIDS FROM THE WATER RECYCLING FACILITY.
            Ms. Skrel stated that after advertising a RFP for hauling of biosolids generated at the Water Recycling Facility that need to be hauled off-site for disposal, the District received one proposal from Lone Tree Trucking, Inc.  In 2011 a contract was entered into with Lone Tree Trucking for the storage, hauling and disposal of biosolids.  Staff’s recommendation is the Board approve the Agreement between ISD and Lone Tree Trucking, Inc. for Storage, Hauling and Disposal of Biosolids from the Water Recycling Facility and authorizes the General Manager to sign the Agreement.
M/S M. Painter, D. Scheer and the Board voted unanimously to Approve the Agreement between ISD and Lone Tree Trucking, Inc. for Storage, Hauling and Disposal of Biosolids from the Water Recycling Facility and Authorize the General Manager to sign the Agreement.


          7D.    APPROVAL OF COLLATERAL ASSIGNMENT OF IMPROVEMENT AGREEMENT BETWEEN IRONHOUSE SANITARY DISTRICT AND CONTRA COSTA GENERATING STATION, LLC TO IRONHOUSE SANITARY DISTRICT AND UNION BANK, N. A.
            Ms. Skrel reviewed with the Board that in order to be able to complete the Oakley Generating Station (OGS) project, the lender, Union Bank, N. A., needs to be able to take over all Contra Costa Generating Station LLC’s rights to the project, including the right to sewer service which the Oakley Generating Station Improvement Agreement with ISD represents.  The Contra Costa Generating Station is requesting Ironhouse consent to a collateral assignment to its lender. 
M/S M. Painter, D. Scheer and the Board voted unanimously to approve the Collateral Assignment of the Improvement Agreement between ISD and Contra Costa Generating Station to Ironhouse Sanitary District and Union Bank, N. A. and authorize the President to sign the Collateral Assignment.


          7E.     APPROVAL OF BID FOR VAC-CON CONCRETE PAD TO J. A. GONSALVES AND SON FOR A COST NOT TO EXCEED $41,554.
            Ms. Skrel spoke to the Board that due to regulatory issues, the vac-con can no longer dump into the “I” parcel just north of the old treatment plant.  Issuance of our new Waste Discharge Requirements for both our land application and river discharge does not allow us to fill the “I” parcel with treated effluent as was done in the past.  Construction of a new concrete pad in the south storage pond is recommended.  The project was advertised for bidding and four bids were received.  The lowest responsible responsive bidder was J. A. Gonsalves & Son in the amount of $37,776.  Staff’s recommendation to the Board is to award construction of the vac-con concrete pad to J. A. Gonsalves & Son for a cost not to exceed $41,554 (bid of $37,776 plus 10% contingency) and authorize the General Manager to sign the Agreement.
M/S D. Scheer, M. Painter and the Board voted unanimously to award construction of the vac-con concrete pad to J. A. Gonsalves and Son for a cost not to exceed $41,554 (bid of 37,776 plus 10% contingency) and authorize the General Manager to sign the Agreement.


7F.     CONSIDERATION OF APPROVING A NEW STAFF POSITION OF ELECTRICAL AND INSTRUMENTATION TECHNICIAN; AND AUTHORIZE THE GENERAL MANAGER TO ADVERTISE, INTERVIEW AND FILL THE POSITION.
          Mr. Williams spoke to the Board and stated that in 2011 staff identified the Electrical and Instrumentation Technician position as a key position.  Mr. Williams reviewed the need for this position and the criteria with the Board.  He stated that he and the managers from the Water Recycling Facility met with the Personnel/Human Resources Committee and reviewed the need for this position.  After two meetings, the committee approved the recommendation to create the Electrical and Instrumentation Technician position.  Mr. Williams turned over further discussion regarding this position to Mr. Mueller who stated that the electrical and instrumentation work that has been completed to date has been done by outside consultants.  Unfortunately the consultants have been doing more repair work as the need arises but, the necessary preventative maintenance work is not being taken care of.  Mr. Mueller discussed how staff has indentified 1,500 hours of needed preventative maintenance work annually and that a cost comparison analysis between using outside consultants vs. using an in-house position was performed.  The analysis indicated the in-house position would cost the District less and still allow the benefit of at least an additional 300 hours of additional work annually from the in-house person.  He also pointed out the benefit of retaining institutional knowledge on all our electrical and instrumentation equipment was of critical importance to management.  Lastly, Mr. Mueller indicated this new position would add the ability to utilize in-house personnel to assist the other departments.  Director Scheer asked if the salary proposed was at the 44th or 50th percentile and Mr. Mueller stated it is close to the 50th percentile to attract qualified applicants.  Director Scheer stated that he would like to have staff consider hiring at a lower salary in consideration of a needed learning curve.  Discussion was held on potential salary range and candidates in the job market.  Mr. Williams suggested we adjust the advertised salary range down to $65,000 to $79,000. 
M/S D. Scheer, M. Painter and the Board voted to approve the new staff position of Electrical and Instrumentation Technician at a salary range of $65,000 - $79,000.  Authorizing the General Manager to advertise, interview and fill the position. 


8.       Staff Reports
Tom Williams – Mr. Williams reported that he will be on vacation starting tomorrow, January 8th and then attending the CASA conference in Palm Desert with Directors Huerta, Contreras and Scheer.  On Friday January 10th, there will be a public forum in Antioch on revitalizing Contra Costa County Northern Waterfront.  He encouraged the Board to attend.  ISD will be hosting the Chamber of Commerce Lunch with the Mayor on Monday, February 3, 2014.  The District received a red tag notice to comply from the County indicating we needed a permit for the mobile home.  He stated staff is writing a letter to the County citing the government code sections eliminating Wastewater, Water and Utility Districts from needing permits from Counties or Cities for this type of facility.  The letter will also state the District will proceed with setting up the mobile home. 

Dave Dal Porto – Mr. Dal Porto reported on the progress of the set-up of the mobile home.

Fred Etzel – Mr. Etzel reported on the Bay Delta Conservation Plan.  He will be reviewing for ISD and will be putting a comment letter together for response and invited the Board to participate and forward their input to him.

Jenny Skrel – Ms. Skrel reported that the District’s permit with the State got approved and adopted for 5 years.  There will be a solar meeting tomorrow morning to proceed with the horizontal drilling.  The Outreach committee has requested photos of the progress of the solar project and the Contractor feels it would be a security risk at this point of construction.


9.       Board Members Advisory Reports
There were not additional reports from the Board of Directors.


10.     Future Agenda Items for Consideration     
There were no items for consideration at this time.


11.     Adjournment
President Huerta adjourned the regular meeting at 8:10 p.m. until Tuesday, February 4, 2014 at 7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District offices at 450 Walnut Meadows Drive, Oakley, California.

Monday, February 3, 2014

Minutes of the Maint-Collections Committe Meeeting 10-29-13



MINUTES
FOR THE MAINTENANCE AND COLLECTIONS COMMITTEE MEETING
BOARD OF DIRECTORS
IRONHOUSE SANITARY DISTRICT

DATE:           Thursday, October 29, 2013
TIME:            8:30 AM
PLACE:         Ironhouse Sanitary District Office
                        450 Walnut Meadows Drive
                        Oakley, California  94561

ATTENDEES: Doug Scheer, David Smith, Neil Sterud,  
______________________________________________________________________________

A. Public Comments---No public comments

B. The Minutes of the September 25, 2013 Meeting were approved.

C.  A site visit of Bethel Island Emergency Ponds and Main Pump Station was conducted while collection crews were upgrading the pump base and riser ductile iron pipe section.  On site was the following equipment: Vac-con, Boom Truck, Safety Trailer, several Pick-up Trucks, and the Confined Space Equipment.  Mr. Scheer was able to understand all the pre-planning, coordination of the work crew, and the environment of confined space working conditions.  
      

D.  Next Meeting Agenda Items:  The next meeting date and agenda were not set at this time.

E.  Adjournment. The meeting adjourned at 11:30 a.m.