Wednesday, August 27, 2014

Minutes of the Personnel/Human Resources Committee Meeting July 24, 2014


MINUTES

 

FOR THE PERSONNEL/HUMAN RESOURCES COMMITTEE MEETING

BOARD OF DIRECTORS

IRONHOUSE SANITARY DISTRICT

 

 

DATE:                    Thursday July 24, 2014

 

TIME:           Meeting start time11:30 a.m.

PLACE:        Ironhouse Sanitary District Office

                    450 Walnut Meadows Drive

                    Oakley, California  94561

 

ATTENDANCE:  David Contreras, Tom Williams

 

 

  1. Roll Call.  David Contreras, Tom Williams (David Huerta – absent)

 

B. Approval of the Agenda.  M/S David Contreras

 

C. Public Comments.  No public comment

 

D. Approval of meeting minutes of July 10, 2014 for the Personnel/Human Resources Committee Meeting.  M/S David Contreras and the draft meeting minutes of July 10, 2014 were approved as submitted.

 

E.  Discussion and review with General Manager regarding the draft job description for the new Assistant General Manager position and possible Organizational Chart changes to accommodate the new position.   Mr. Williams presented the committee with copies of the updated draft job description (most edits from previous meeting completed) for the Assistant General Manager (AGM), and two draft organizational charts.  The committee reviewed the completed edits to-date and discussed a few more for the draft AGM job description; as well as reviewed and discussed the draft organizational chart and the options of a promotional only recruiting process (hiring from within) vs an open recruiting process and possibly hiring from the outside.  Director Contreras indicated he favored opening the recruiting process to those from the outside to see what talent we attract.  Director Contreras felt an open recruiting process would not exclude our in-house talent from participating, and could only increase our chances of finding the best individual to fill the AGM position.  Discussion also occurred regarding whether the AGM position should be considered a direct backfill for the GM upon his retirement, or whether the AGM should be considered more of a stabilizer for the department, and not directly backfill for the GM position.  In the latter case, the AGM would remain in place while a new GM was hired and trained; and would aid the new GM in their training process and transition into the position.  Director Contreras also thought it might be valuable for Mr. Williams to seek the input of other Directors on whether the AGM should be hired specifically to backfill for the old GM when he left.  Mr. Williams was to complete all edits to the AGM job description and place the redline draft on the next committee meeting agenda for committee approval. 

               

F.  Discussion of future items for the Personnel/Human Resources Committee and proposed meeting dates.  The committee wished to continue item E discussion to the next meeting.  The committee decided to hold the next meeting late in August (the week of August 25th).  The time and day would be decided at a later time

 

G.           Adjournment. The meeting adjourned at 2:00 p.m.

Thursday, August 7, 2014

Minutes of the ISD July 1, 2014 ISD Board Meeting


MINUTES OF THE REGULAR MEETING

OF THE BOARD OF DIRECTORS OF THE

IRONHOUSE SANITARY DISTRICT

 

July 1, 2014

 

The Board of Directors of the Ironhouse Sanitary District (ISD) met in regular session on Tuesday, July 1, 2014, in the Board meeting room at ISD’s offices at 450 Walnut Meadows Drive, Oakley, California.

 

  1. Call to Order

Board Roll Call

Pledge of Allegiance

 

The meeting was called to order by President David Huerta at 6:00 pm.

Roll Call was taken with Directors Contreras, Huerta, Lauritzen, Painter and Scheer present.  

Pledge of Allegiance:             Led by Director Huerta

 

President Huerta announced that the Board would go into the Closed Session shown as Item 1 on the meeting’s agenda.

 

Closed Session

Closed Session Pursuant to Government Code Section 54957:

Public Employee Performance Evaluation (General Manager).

At 7:10 pm, the President called for a short recess.

At 7:15 pm, the Board reconvened in open session.

 

2.       Action Resulting from Closed Session

The President reported that no action was taken.

 

Directors present:                   David Contreras, David Huerta, C. 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

                                                            Joe Mueller, Environmental/Process Compliance Manager

                                                            Dave Dal Porto, Ranch/Levee/Reclamation Superintendent

                                                            Dave Smith, Maintenance Superintendent

                                                            Louis Solana, Maintenance Supervisor

 

            Interested Parties:                   Susan Morgan, Oakley, CA

                                                           

 

3.        Approval of Agenda

M/S M. Painter, C. Lauritzen, and the Board voted unanimously to approve the Agenda with the change to Item 6B. 

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

 

4.       Approval of the Minutes of the June 3, 2014 Regular Meeting

 

M/S D. Contreras, C. Lauritzen and the Board voted to approve the minutes of the June 3, 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 Ordinance No. 55/Order No. 14-28 Adjusting the Sewer Service Charge (B.O. 14-30)

 

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.

 

7.       Business Before the Board

 

          7A.     CONSIDERATION OF COLLECTION DEPARTMENT PURCHASE OF LICENSING AND SOFTWARE DEVELOPMENT FOR IPADS.

Mr. Smith spoke to the Board regarding the background on when the collections crews are in the field repairing/replacing lift stations, equipment or CCTV’ing in certain areas, a staff member has to be physically on the computer at the maintenance shop office to relay information and make adjustments to the program.  The iPads will allow for in-field access to SCADA data which will improve response time and efficiency in viewing pump station operations, operating systems and resolve issues remotely as well as accessing other valuable data; storm water system maps, etc.

Staff’s recommendation is to consider the purchase of the licensing and software development for four iPads to provide in-field access to pump station communication and information systems.

Director Scheer suggested looking at other carriers before and supports staff on this recommendation.  Director Contreras stated that with Director Scheer’s recommendation and Dave Smith’s thorough report he makes the following motion:

M/S D. Contreras, C. Lauritzen voted unanimously to approve the purchase of four iPads and the licensing and software development for the iPads not to exceed $35,000.

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

 

 

            7B.     CONSIDERATION OF APPROVAL OF PURCHASE OF CAMERA AND TRACTOR FOR CCTV TRUCK.

Mr. Solana gave a review of the proposed camera system and how the existing CCTV Camera/Crawler is too long to access 6” mainlines in certain manholes.  The Camera/Crawler lacks the necessary power and traction to televise PVC pipe efficiently.  Multiple manufactures provide similar equipment, however, due to the wiring and internal component variations, all systems are unique.  The District tested the TrakSTAR II and TranSTAR II for a week giving staff an opportunity to test it.  The equipment was able to outperform the existing camera by traveling 600’ in PVC pipe (the existing camera can typically only reach 200’ to 300’ before experiencing traction problems) and was much easier to place into the manholes due to its decreased weight and length.  The existing camera will be used as a backup camera on the CCTV truck.

M/S M. Painter, C. Lauritzen and the Board unanimously voted to approve the purchase of the TrakSTAR II Pan & Tilt Camera and TranSTAR II Transportation Vehicle from 3T Equipment Company not to exceed $40,000.

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

 

          7C.     CONSIDERATION OF APPROVAL OF EXTENSION OF THE FY 2013/14 MANAGEMENT AGREEMENT BETWEEN ISD/RD 830 INTO FY 2013/14 AND FY 2014/15.

Mr. Williams stated that the Management Agreement was entered into by Reclamation District No. 830 at their meeting in July 2014.  The Agreement is to reimburse ISD for its management staff time allocated to RD 830.  RD 830 plans to track time for another year to keep current on time allocations.  Director Lauritzen applauded staff for the provided document showing staff hourly breakdown of work.  Director Contreras asked staff why the amount has not adjusted with salary increases.  Mr. Williams indicated salaries have been adjusted but the current contract amount of $60,000 still covers the costs.

M/S D. Scheer, M. Painter and the Board voted to unanimously approve the agreement extension with RD 830 for Fiscal Years 2013/2014 and FY 2014/2015 in the amount of $60,000.

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

 

7D.     CONSIDERATION OF APPROVAL OF AS-NEEDED ASSET MANAGEMENT PROGRAM AND REPORT BUILDING SOFTWARE SERVICES CONTRACT WITH STANTEC CONSULTING SERVICES.

Mr. Mueller reported to the Board the need to renew the as-needed consulting services agreement for Nexgen.  ISD will continue to need assistance with the asset management program and report building software at the Water Recycling Facility throughout the year, continuing while the new instrumentation technician completes more training.  Staff’s recommendation to the Board is to approve the as-needed asset management services from Stantec Consulting Services for $10,000.

M/S C. Lauritzen, D. Contreras and the Board voted unanimously to approve the as-needed consulting agreement with Stantec Consulting Services for an amount of $10,000 for FY 14/15.

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

 

 

 

 

7E.      APPROVE PURCHASE OF BOOM TRUCK F-550.

Mr. Smith reviewed with the Board that the previously authorized $35,000 is not enough to facilitate the purchase of the Cab and Chassis F-550 and a dump bed through the CMAS program.  While staff did considerable searching of the used truck market and were unable to find a used vehicle sufficient to use, staff had to include a higher purchase price of not to exceed $60,000 for the F-550 and dump bed in the approved FY 2014/2015 Capital Purchase Budget. 

Staff would like the Board to consider the purchase of a combination side/end dump bed for a better fit for the required usage of the vehicle for the District. 

Director Scheer asked how we currently complete jobs now that need a dump truck.  Mr. Smith explained the current process and the difficulty with current equipment; and further explained the benefits of a smaller dump bed pickup.

M/S M. Painter, C. Lauritzen and the Board voted unanimously to include a side/end dump bed and authorize staff to purchase the Cab and Chassis F-550 and a side/end dump bed through CMAS, not to exceed $60,000.

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

 

7F.      ALLOCATION OF FUNDS TO PURCHASE VEHICLES AND EQUIPMENT THAT WAS APPROVED FOR JERSEY ISLAND ON 14/15 BUDGET.

Mr. Dal Porto stated that staff combined the purchase of items in the budget for Jersey Island.  He corrected that the hay feed wagon is actually two wagons.  The cost is up to $7,500 each for a maximum of $15,000.  He stated that staff have bids out for the crew cab truck.  The vibrator roller is specifically designed to fit our skid steer and, therefore, the only roller that can be purchased and maintain the warranty.  Staff will purchase the roller at a government rate.  The regular cab truck is a replacement truck for our reclamation operator irrigator.  The mower is out to bid and will close on July 17.  This will replace a mower completely worn-out.  Staff’s recommendation is to approve the allocation of funds to purchase vehicles and equipment for Jersey Island.

Director Contreras stated he is in favor of making the purchase early in the year, before possible price increases hit later in the fiscal year.

M/S D. Contreras, C. Lauritzen and the Board voted unanimously to approve the purchase of the hay wagons, crew cab truck, vibrator roller, and regular cab truck, all not to exceed budgeted costs.  Also, authorizing the General Manager to approve the lowest responsive, responsible bidder when bidding closes on July 17, 2014 for the Mower, not to exceed $35,000, for a total budgeted cost not to exceed $132,000.

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

 

          7G.     DRAFT LETTER FROM ISD BOARD COMMENTING ON THE BDCP DEIR/DEIS.

Mr. Williams stated the letter reviewed by the Board at the June meeting has not been changed by staff.  Mr. Etzel has been tracking for months the progress of the Bay Delta Conservation Plan.  Staff’s recommendation is to review the letter and approve the draft comment letter for signature by ISD’s Board President, from the ISD Board to the BDCP Proponents.

M/S C. Lauritzen, M. Painter and the Board voted unanimously to direct staff to finalize the letter and authorize the President to sign the letter; directing staff and General Manager to submit letter to the BDCP Proponents, adding public officials to the cc’s and post the letter on ISD’s website.

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

 

          7H.     CONSIDERATION OF UPDATE TO ISD’S CODE OF SAFE PRACTICES POLICY.

Mr. Williams stated in a continuing effort to update the District’s policies; the ad-hoc committee worked with Dave Smith on updating ISD’s Code of Safe Practices Policy. 

M/S M. Painter, C. Lauritzen and the Board voted unanimously adopt the ISD’s Code of Safe Practices Policy as presented.

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

 

          7I.      CONSIDERATION OF CSDA BOARD OF DIRECTORS ELECTION 2014.

Mr. Williams stated that the Board has the opportunity to vote to elect a representative to the CSDA Board of Directors in our Region for Seat C. The following candidate statements were included; Stanley R. Caldwell, Incumbent CSDA Region 3 Director and Shane McAffee, General Manager, Greater Vallejo Recreation District.

 

M/S D. Contreras, C. Lauritzen and the Board voted unanimously to vote for Stanley Caldwell as the candidate to represent CSDA Region 3 authorizing staff to have the President sign the ballot and submit to CSDA.

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

 

          7J.      CONSIDERATION OF ATTENDANCE AT CASA 59TH ANNUAL CONFERENCE AUGUST 20-22, 2014.

Mrs. Walde stated that the CASA 59th Annual Conference is scheduled for August 20-22, 2014 at the Marriott Monterey.  Director Contreras stated that ISD should be providing a presentation for receiving an award at this conference.  Mrs. Walde reported that she had received interest from Director Lauritzen and asked the Board and staff considering attending to let her know.

 

9.         Staff Reports

Tom Williams – Mr. Williams reported that he attended the CSDA General Manager’s conference in Tahoe June 22-24, 2014.  He reported the conference was well done and very informative.  Next year the conference will be in July and Mr. Williams would like to take ISD senior staff as well.  He reported he was presented with the District’s award for District Transparency Certificate of Excellence, sharing the award with the Board.  Included in the Board packet is the FY 2014/15 budget for RD 830.  He gave a report on the reason for the deficit of the budget, explanation of the profit and loss budget overview. 

Director Lauritzen stated that $332,000 in assessment is a cost to the ratepayer for maintenance of RD 830’s levee and reclamation works on the island.  Director Scheer asked about the Antioch desalination and its effect on ISD. 

 

10.      Board Members Advisory Reports

Director Lauritzen – Director Lauritzen reported he and Director Painter attended the RD 830 meeting on June 19, 2014.  He reported that Hultgren and Tillis, and MBK Engineers, consultants for RD 830, do a great job.  He reported that RD 830 is working with Mitigation Credits and, overall, there is a lot going on with Jersey Island.

 

Director Contreras - Director Contreras reported that the Finance Committee attended a webinar with CSDA on Managing District Investments.  The webinar was cut short due to technical difficulties, but was able to obtain a copy of material and included a printout in the packet.  The webinar covered investment options for District funds. 

Mr. Williams stated that he would be reviewing these options and bringing back to the finance committee for consideration. 

 

11.     Future Agenda Items for Consideration     

Director Scheer asked about future medical benefits and could we address coverages and possible adjustments sooner.  Mr. Williams reported that he is obtaining the new medical numbers and reported that the Kaiser coverage will be a decrease of 3 percent at the first of the year. 

Director Lauritzen asked staff about the Recycled Water workshop and have we had any interest.

Director Contreras asked about the EC levels on Jersey.  He asked Mr. DalPorto to give a report on the well drilling on Jersey Island.  Mr. Dal Porto reported that the new well in the East Corral area is a great producing well and the other well needs to be deepened to access good quality water.  

 

12.      Adjournment

President Huerta adjourned the regular meeting at 8:42 p.m. until Tuesday, August 5, 2014 at 7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District offices at 450 Walnut Meadows Drive, Oakley, California.