Minutes of the ISD Board Meeting September 2, 2014

MINUTES OF THE REGULAR MEETING

OF THE BOARD OF DIRECTORS OF THE

IRONHOUSE SANITARY DISTRICT

 

September 2, 2014

 

The Board of Directors of the Ironhouse Sanitary District (ISD) met in regular session on Tuesday, September 2, 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

                                                            Jenny Skrel, District Engineer

                                                            Joe Mueller, Environmental/Process Compliance Manager

                                                            Dave Smith, Maintenance/Collections Superintendent

                                                            Marc Haefke, Operations Superintendent

                                                           

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

                                                            Doug Hardcastle, Oakley, CA

                                                            Susan Morgan, Oakley, CA

                                                           

            Pledge of Allegiance:              Led by Director Contreras

 

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 August 5, 2014 Regular Meeting

M/S D. Contreras, M. Painter and the Board voted to approve the minutes of the August 5, 2014 Regular Meeting. 

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.       Approval of Posting & Publishing of Summary of Ordinance No. 56 and Order No. 14-41 Adopting the Annual Sewer Use Report for Fiscal Year 2014/2015 (BO 14-45).

 

Director Contreras asked about an expense to Diablo Fitness.  Staff stated that it is an expense to purchase exercise equipment and CSRMA has a wellness program that reimburses up to $1,200 a year.  Staff has previously purchased a treadmill and mats; and this year, weights and a rack for the gym.  The equipment is currently open to the people at the treatment plant, and staff are in the process of developing a plan for all staff to be able to utilize the equipment during none work hours. 

M/S M. Painter, C. Lauritzen 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 auditors will be here this week for the annual audit and will want to meet with the finance committee.  They will have a report for the Board and present it at the November Board meeting.

 

7.       Business Before the Board

 

          7A.     CONSIDERATION OF ISD VOTE REGARDING THE EAST COUNTY EMERGENCY FIRE RESPONSE AND PREVENTION ASSESSMENT.

 

Mr. Williams reported to the Board that the District received assessment ballots from the East Contra Costa Fire Protection District (ECCFPD).  They are to authorize the levy of the East County Emergency Fire Response and Prevention Assessment by the ECCFPD.  The assessment is on nine parcels owned by ISD in the annual amount of $925.70 for a period of five years for a total sum of $4,628.50.

Director Lauritzen reported that there is a meeting in progress at the City Hall regarding these assessments at this time.

Staff’s recommendation is for the Board to approve voting for the Assessment.

M/S D. Contreras, C. Lauritzen and the Board voted to authorize the President to vote in favor of the Fire Suppression Assessment by so indicating on each of the nine official Assessment Ballots, based on the outcome of the results of the meeting being held by the East Contra Costa Fire District Board tonight. 

 

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

 

Mrs. Gehlke reported to the Board that she attended the East Contra Costa Fire District Board meeting and the result of the meeting was the Board voted to reissue mail-in ballots based on inaccuracies of some of the ballots.

 

 

            7B.     CONSIDERATION OF APPROVING SALARY RANGE, ORGANIZATIONAL CHART CHANGE, DRAFT JOB DESCRIPTION AND BUDGET FOR RECRUITING FOR THE POSITION OF ASSISTANT GENERAL MANAGER.

Mr. Williams reported that it was scheduled to have an assistant GM on staff by September of 2014.  The Personnel HR committee has been working on developing a job description, budget, organizational chart changes, and salary range for the position.  Mr. Williams has been working with staff and the committee to write the job description.  During committee meetings several options were discussed regarding recruiting and hiring.  He briefly discussed the pros and cons of hiring from within vs. recruiting candidates from the outside.   The committee is recommending opening up the position to include outside candidates, and using a recruiting consultant to help fine tune the draft job description, advertise and recruit for the position, and assist the District in making its final candidate selection. Included in the Board packet is a draft job description, organizational chart with changes, the proposed salary range, and a request for the Board to consider and approve a budget for hiring a recruiting firm.

Director Contreras stated on behalf of the committee; he commends the input of staff members, Mr. Haefke and Mr. Mueller, in developing the job description of Assistant General Manager.

Director Painter asked the Board, are we planning to hire an Assistant General Manager (AGM) or are we hiring to replace the General Manager (GM) at his retirement.  Is this a permanent position?

Director Huerta stated that the committee wants to leave the options open after hiring an AGM, reviewing options after review of performance.

Director Contreras stated that the committee asked Mr. Williams to bring this item to the Board for their direction.

Director Lauritzen stated that informally, Mr. Williams reported to the Board he is planning to retire in December of 2015 so; we the board will need to have a process to interview him/her and review of potential candidates for General Manager.  Personally, he stated he wants to go outside the district for consideration of replacement, and wants to be clear what we are hiring; an AGM or a GM to replace the GM.  He would like to recommend the Board bring in an outside consultant to help decide how to fill the position.

Michael Welty asked a question of the Board; is there a need for an AGM? If the answer is yes, then at that point you make your consideration.

Mr. Williams stated that the core question is; is this a permanent position we are creating? His opinion is yes, the AGM as proposed is a permanent position.  In the future, it will be dependent on the skills of the person we recruit and hire if that person later moves to the GM position. 

Director Contreras stated that the committee wants to hear from the Board for clarity on the position.  The committee recommends adopting a budget for hiring a recruitment agency to advise the direction the District needs to take with the position and to fine tune the draft job description.

Director Lauritzen recommends approving the budget amount to find a recruiting firm to have a workshop, and decide if we need an AGM or a GM respectfully.  He stated that we need help from a professional consultant to help make this decision.

Director Scheer stated he thought we were hiring a successor.  We need to decide if we need an AGM.

Director Lauritzen stated that we are dealing with a succession of the GM.  We need a transition time to pass along the historical information related to the District, Jersey Island and RD 830.

Mr. Williams stated we need lead-time to fill the succession of the GM position.  He also stated he is not sure at this time exactly when he will be retiring, it may be as late as 2016.  In his opinion, he can train his successor in three months.

M/S Contreras, Painter and the Board voted to approve the budget for hiring a recruiting firm not to exceed $30,000, have the Personnel/HR committee review possible recruitment firms and bring back to the Board for approval.

 

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

 

9.         Staff Reports

Dave Smith – Mr. Smith reviewed the Emergency Action Plan with the Board.  He stated the District is part of the East County Emergency Plan.  District readiness was discussed in case of an emergency.

 

Tom Williams – Mr. Williams reported that the levee project on Jersey Island is wrapping up completion of 5,000 feet along False River.  He stated it is quite an impressive project.  They are repaving sections of Jersey Island Road used during construction.  He reported on the Marsh Creek Delta Habitat Enhancement project that the scope of work may be approved by DWR soon.  The barrier project lease agreement with DWR will be addressed in the next month or two.  RD830 recently came to an agreement with DWR on the value of its FY 12-13 annual subventions claim.  Payment from DWR should be coming soon on the subventions claim.

Mr. Williams also reported that he was on vacation for 1 ½ weeks in August and then returned to attend the CASA conference.  Both CSRMA and CASA covered very good material for staff and the Board.  Mr. Williams reported he would be on vacation next week and the latter part of the month to visit his parents, possibly missing the next Board meeting.

 

10.      Board Members Advisory Reports

Director Contreras - Director Contreras reported that he included a chart for uses of recycled water allowed in California with his staff report.  He also submitted a written report on CASA and submitted information on the conference for the library.

 

Director Lauritzen – Director Lauritzen reported that there is a 70 percent change we will have drought conditions again next year.  As a District, we need to work with the water district and move forward with our recycled water. 

Mr. Williams reported he met with Mr. Yeraka last week to discuss options of working together on future use of recycled water.

 

11.     Future Agenda Items for Consideration    

There were not item for future agendas.

 

12.      Adjournment

President Huerta adjourned the regular meeting at 8:45 p.m. until Tuesday, October 7, 2014 at 7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District offices at 450 Walnut Meadows Drive, Oakley, California.