Minutes of the August 5, 2014 ISD Board Meeting

MINUTES OF THE REGULAR MEETING

OF THE BOARD OF DIRECTORS OF THE

IRONHOUSE SANITARY DISTRICT

 

August 5, 2014

 

The Board of Directors of the Ironhouse Sanitary District (ISD) met in regular session on Tuesday, August 5, 2014, in the Board meeting room at ISD’s offices at 450 Walnut Meadows Drive, Oakley, California.

 

1. Call to Order

President David Huerta called the meeting to order at 7:00 pm.

 

2.       Roll Call:

 

Directors present:                   David Contreras, David Huerta, C. Lauritzen, Michael Painter and Doug Scheer

 

            Members absent:                     None

 

Staff/Consultants present:        Tom Williams, General Manager

                                                            Susan Walde, District Secretary

                                                            Fred Etzel, District Counsel

                                                            Michael Welty, Financial Officer

                                                            Joe Mueller, Environmental/Process Compliance Manager

                                                            Dave Dal Porto, Ranch/Levee/Reclamation Superintendent

                                                            Marc Haefke, Operations Superintendent

                                                           

            Interested Parties:                   Roni Gehlke, Executive Director, Delta Science Center

                                                            Susan Morgan, Oakley, CA

                                                            Caitlin Cooper, Oakley, CA

                                                            David & Paulette Cooper, Oakley, CA

Pledge of Allegiance:                          Led by Director Huerta

 

Report from Jersey Island Intern Program Participant: Caitlin Cooper –

Mr. Dal Porto introduced Ms. Cooper to the Board.  Ms. Cooper stated she worked on the island for 5 weeks.  Ms. Cooper handed out a written report of her internship on Jersey Island and thanked the Board and staff for the opportunity for the internship.  She gave an overview of her experience working with staff, working with the animals, and working with the equipment, and how it will prepare her for her future college experience.  The Board complemented her and thanked her by presenting her with a framed certificate.

Mr. and Mrs. Cooper thanked the Board for the opportunity they gave Caitlin and stated how the experience was so beneficial to her.

 

3.        Approval of Agenda

M/S D. Contreras, C. Lauritzen, and the Board voted unanimously to approve the Agenda. 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed: None.  Absent: None.

 

4.       Approval of the Minutes of the July 1, 2014 Regular Meeting

 

M/S D. Contreras, C. Lauritzen and the Board voted to approve the minutes of the July 1, 2014 Regular Meeting with the correction to Item 7G changing final to finalize. 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed: None.  Absent: None.

 

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.

 

            B.       Acceptance of Agreement for Acquisition and Construction of Improvements – Emerson Ranch – Phase 1, Sellers Avenue, Brookfield Home Developer. (BO 14-39)

 

            C.       Approval of Posting & Publishing of Notice of Public Haring August 5, 2014 for Report for Sewer Use Charges for Fiscal Year 2014/2015 (BO 14-40)

 

M/S C. Lauritzen, D. Scheer and the Board voted to approve the Consent Calendar. 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed: None.  Absent: None.

 

          Staff Report – Michael Welty – Utonomy

Mr. Welty reported that the FY 2013/14 year-end audit would start taking place and the auditors will be at the District office starting on September 2, 2014, which is earlier than last year.  The training of Elayna to replace Beverly is going well.  He also reported that Ms. Walde is being cross-trained on ADP for payroll back up.

 

7.       Business Before the Board

 

          7A.     PUBLIC HEARING – FOR THE ANNUAL SEWER USE REPORT FOR FISCAL YEAR 2014/2015.  (Ordinance No. 56 Board Order 14-41)

 

Mr. Williams stated that Ms. Whyte, whom has worked to update the sewer use report, was not able to make it to the meeting tonight.  Mr. Williams reported to the Board that 14,750.44 units were submitted to the County on July 22, 2014.  The total revenue is $9,396,030.08.  He reported that this is $280.08 more than budgeted.  Last year 14,567.16 units were submitted which equals an increase of 183.28 units.

President Huerta opened the public hearing at 7:18 p.m.  President Huerta asked for any comments from the parties in attendance.

 

There being no public comments, written or oral, President Huerta closed the public hearing at 7:19 p.m.

 

Staff proposed the Board adopt the Ordinance and Order and approve the annual sewer use report for fiscal year 2014/2015.

 

M/S D. Contreras, M. Painter and the Board voted unanimously to adopt the Ordinance No. 56 and Order No. 14-41 and approve the annual sewer use report for fiscal year 2014/2015.  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. 56 and BO 14-41).

 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed: None.  Absent: None.

 

            7B.     PRESENTATION FROM EXECUTIVE DIRECTOR OF THE DELTA SCIENCE CENTER, AND CONSIDERATION OF PAYMENT OF PROJECT PARTNER FEE 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 fifth graders at different schools within the Delta area, and the last year included the areas of Martinez, Discovery Bay and Clarksville.  She had many teachers respond to coordinate using their classroom teaching program.  She reported on the Oakley Science week and the successful event held at ISD.  She reported that DSC is primarily funded from grants.

            Ms. Gehlke also reported on the second year rice project underway on Jersey Island, which included students from Freedom, Antioch and Liberty high schools.  It has had its challenges with the wind and the greenhouses, but she had a strong interest and participation from the students.  The schools are no longer able to fund bus field trips so DSC will hold more classroom projects.  DSC is interested in support for supplies for these classes.  DSC will be holding the Fish Tales event again this year on October 11, 2014. 

Ms. Gehlke stated that in 1994, Dwight Meadows as a Director of Ironhouse, approached her with a potential idea about a program to be held on the ISD property.  That was the beginning of the Delta Science Center.  ISD included this program in their 1994 Environmental document for the expansion of its facilities plan. 

On behalf of the Delta Science Center Ms. Gehlke presented President Huerta with a Delta Science Center 20^th Anniversary 2014 Award for Founding Member. 

 

M/S D. Scheer, C. Lauritzen and the Board voted unanimously to authorize staff to pay the DSC the $5,000 project partner fee as budgeted in ISD’s FY 2014/15 budget, to be used for administrative costs.  (BO 14-42)

 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed: None.  Absent: None.

 

          7C.     CONSIDERATION OF UPDATE TO ISD’S CONFLICT OF INTEREST CODE POLICY.

Mr. Williams stated that the Policy committee met and updated the policy to include new and revised ISD staff positions, as well as the updated state provisions code.  He recommends the Board review and adopt the changes to the Conflict of Interest Code.  Director Contreras on behalf of the Policy review committee recommends the updates to the policy. 

M/S M. Painter, C. Lauritzen and the Board accept the updates to the Conflict of Interest Code.  Directing staff to update changes to the policy binder, with the County Clerk of the Board and distribute copies accordingly.  (BO 14-43)

 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed: None.  Absent: None.

 

7D.     AUTHORIZE THE GENERAL MANAGER TO SIGN AN AGREEMENT FOR AIR DRY, LOAD, TRANSPORT AND REUSE/DISPOSAL OF “I” PARCEL SOLIDS.

Mr. Williams reported that the “I” parcel is an old stabilization pond that was used for the old treatment plant and is no longer used in the treatment process.  It was previously used and filled with treated effluent to minimize odors.  ISD’s current permits with the Water Quality Control Board do not permit filling this parcel with treated effluent.  Staff prepared a RFP (Request for Proposals) and advertised the project on July 26 and 31, 2014, with the bids due on August 19, 2014.   Staff recommends the Board approve the General Manager to sign the Agreement with the most responsible, responsive Contractor who submits a proposal for Air Dry, Load, Transport and Reuse/Disposal of “I” Parcel Solids.

Director Lauritzen asked if dust was considered as an issue.  Staff reported that the previous projects were closer to housing and we did not have a problem.  In addition, staff indicated there are provisions for dust control included in the contract.    

 

M/S D. Contreras, C. Lauritzen and the Board voted unanimously to authorize the General Manager to sign the Agreement with the most responsible, responsive contractor who submits a proposal for Air Dry, Load, Transport and Reuse/Disposal of “I” Parcel Solids.  (BO 14-44).

 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed: None.  Absent: None.

 

9.         Staff Reports

Tom Williams – Mr. Williams reported that he would be leaving on vacation August 6, 2014 and returning to sign a contract on August 19, 2014.  He will then be attending the CASA conference in Monterey.  Three Directors will be attending the conference, Directors Lauritzen, Contreras and Painter.  Ms. Skrel will be in charge in his absence.  The Solar project is up and running as of Friday, August 1, 2014.

 

Reclamation District 830 is continuing with the on-island dirt project for approximately 30 more days to finish the project.  The State will be looking for a finalized lease agreement for the project on Jersey Island.  RD 830 has not been reimbursed for the paving work and is hoping to receive reimbursement for grinding of the Jersey Island road.  Mr. Williams reported on the Marsh Creek Enhancement project and it has been with DWR six months for approving the scope of work.

 

10.      Board Members Advisory Reports

Director Contreras - Director Contreras reported that he attended the CCSDA Special Districts meeting; reporting that Igor Skaredoff, of Contra Costa Resource Conservation District was elected as the regular member seat to represent Special Districts on LAFCO; and George Schmidt will continue as the alternate Special District member.  Both these people will do a great job representing Special Districts.

 

He also reported that the HR/Personnel committee meeting has been moved to August 28, 2014.

 

11.     Future Agenda Items for Consideration    

There were not item for future agendas.

 

12.      Adjournment

President Huerta adjourned the regular meeting at 8:35 p.m. until Tuesday, September 2, 2014 at 7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District offices at 450 Walnut Meadows Drive, Oakley, California.