MINUTES OF THE
REGULAR MEETING
OF THE BOARD OF
DIRECTORS OF THE
IRONHOUSE
SANITARY DISTRICT
September 1, 2015
The Board of Directors of the Ironhouse
Sanitary District (ISD) met in regular session on Tuesday, September 1, 2015,
in the Board meeting room at ISD’s offices at 450 Walnut Meadows Drive, Oakley,
California.
At
6:05 p.m., Director Chris Lauritzen joined the meeting via phone from Palau
Pacific Resort in Koror, Republic of Palai.
He is located in room 711.
Location is 7̊ north of the equator and 134 ̊ east.
1. Call to Order
President
David Contreras called the meeting to order at 6:06 pm.
Bob
Henn led the pledge of allegiance.
Present
were Directors: Contreras, Morgan, Painter and Scheer. Director Lauritzen by phone, General Manager
Chad Davisson and General Counsel Bob Henn.
At
6:07 p.m. the meeting was adjourned to closed session for Item 2A on the agenda.
2. Closed Session
A. Conference
with Legal Counsel – Anticipated Litigation
Initiation of
litigation pursuant to paragraph (4) of subdivision (d) of
Section 54956.9:
(1 case)
At
6:28 p.m. Bob Henn excused himself from Closed Session.
B. Closed Session Pursuant to Government
Code Section 54947:
Public Employee Performance
Evaluation
Title: General
Manager
At
7:10 p.m. The Board took a short recess.
At
7:12 p.m. The Board met in open session.
3. Report of Actions (if any) Taken in Closed
Sessions
President
Contreras reported that no action was taken in Closed Session.
Roll
Call
Directors present: David Contreras, C. Lauritzen
(via speaker phone), S. Morgan, Michael Painter and Doug Scheer
Members absent: None
Staff/Consultants
Present: Chad Davisson, General Manager
Susan
Walde, District Secretary
Bob
Henn, District Counsel
Michael
Welty, Financial Officer
Dave
Dal Porto, Ranch/Levee/Reclamation Superintendent
Leon
Laucirica, Maintenance Worker II
James
Moore, Lead Maintenance Worker
Roni Gehlke, Outreach Consultant
Interested Parties: Doug Hardcastle, Mayor City
of Oakley
Vanessa
Perry, Councilwoman
4. APPROVAL OF AGENDA
Mr. Davisson
reported that he would like item 9B to be moved ahead of item 9A on the
agenda. M/S S. Morgan, D. Scheer, and the
Board voted unanimously to approve the agenda as amended.
In favor: D.
Contreras, C. Lauritzen, S. Morgan, M. Painter and D. Scheer. Opposed: None. Absent none.
5. Staff Acknowledgements
Employee Service Awards – Leon Laucirica
Ten-Year Service Award
Jim
Moore Ten-Year Service
Award
President Contreras thanked Mr. Laucirica and Mr. Moore for the service
to the District and congratulated them on their 10-year anniversary.
Staff
acknowledgement of work and contributions for the 70th Anniversary
Event.
President Contreras thanked all staff and Board for their hard work and
efforts to make the District’s 70th anniversary event a success.
6. APPROVAL
OF THE MINUTES of the August 4, 2015 Regular
Meeting of the Board.
M/S S. Morgan, D.
Scheer and the Board voted to approve the minutes of the August 4, 2015 Regular
Meeting of the Board.
In favor: D.
Contreras, C. Lauritzen, S. Morgan, M. Painter and D. Scheer. Opposed: None. Absent none.
7. PUBLIC
COMMENTS. Communications
from the public on subjects not on the agenda.
City of Oakley
Mayor, Doug Hardcastle wanted to acknowledge the addition of Ms. Walde to the
administrative team he acknowledged at the 70th anniversary
event. Mr. Hardcastle presented
President Contreras with a proclamation from the City recognizing Ironhouse for
its 70th anniversary.
Ms. Vanessa Perry stated
a job well done on the special event.
8. CONSENT CALENDAR -
8A. Approval
of Payment Order, Report on Financial Position & Operating Performance.
8B. Grant
of Easement from Brookfield Emerson Land LLC (Res. 15-06).
8C. Quitclaim Deed from East contra Costa Irrigation
District (Res. 15-07).
8D. Grant of Easement from Oakley Development,
Inc. (Res. 15-08).
M/S D. Scheer, D.
Contreras and the Board voted to approve the Consent Calendar.
In favor: D.
Contreras, C. Lauritzen, S. Morgan, M. Painter and D. Scheer. Opposed: None. Absent: None.
9. BUSINESS BEFORE THE BOARD
9B. NOMINATE TRUSTEES FOR RECLAMATION DISTRICT
NO. 830 BOARD OF TRUSTEES.
Mr. Chad Davisson stated that this item is to
appoint three trustees to act on behalf of the Board as trustees of Reclamation
District 830. All three positions are up
for re-appointment. General Counsel Bob
Henn was here to answer any legal questions the Board may have. Mr. Henn stated the Board will nominate three
trustees to the RD 830 Board; two for a 4-year term and one for a 2-year term
due to the recent staff resignations.
The ISD Board is not eligible to serve on the Reclamation District
Board. District Counsel recently
completed an update of the incompatible offices doctrine. It does permit the appointment of staff up to
and including the General Manager and allows ISD attorneys to serve.
Ms. Morgan asked that to the extent we nominate
three people, can we replace a trustee.
Mr. Henn stated the individual would need to resign from office. There is a process to recall a trustee, but
the process is doable but is cumbersome.
Director Painter stated that he has attended the RD
830 meetings with the past two Boards.
The district factually works with the Engineers and his recommendation
would be to reappoint the current Board.
Director Morgan stated she would like to have the ISD
General Manager on the Board. She
recommended nominating the GM in the place of Michael Welty.
Director Lauritzen stated the current trustees do a
good job. He struggles with the
demographics. He attends the RD830
meeting as a citizen. Historically, as
he recalls, RD 830 consisted of Ted Halsey, President, Jim Clay, accountant and
Rocky Rockwell, their attorney as the Board of trustees and the District had
two employees. His recommendation for
appointees is Dave Dal Porto – 4-year term, Chad Davisson – 4-year term and Bob
Henn - to a 2-year term.
Director Scheer stated he is fine with the
recommendation Director Lauritzen made.
Director Morgan stated her concern to put counsel on
the Board. She recommends Mr. Davisson,
Mr. Dal Porto and Ms. Skrel.
M/S S. Morgan and M. Painter motioned to appoint
Dave Dal Porto – for a 4-year term, Chad Davison –a 4-year term and Jenny Skrel
–a 2-year term to the Reclamation District Board of Trustees. A roll call vote was taken.
In favor: S.
Morgan, M. Painter. Opposed: D.
Contreras, C. Lauritzen, D. Scheer.
Absent: None. Motion failed.
M/S C. Lauritzen, M. Painter motioned to appoint
Dave Dal Porto – for a 4-year term, Chad Davison –a 4-year term and Michael
Welty –a 2-year term to the Reclamation District Board of Trustees. A roll call vote was taken.
In favor: D.
Contreras, C. Lauritzen, M. Painter and D. Scheer. Opposed: S. Morgan. Absent: None. Motion passed.
At 7:50 p.m., Director Lauritzen left the meeting
via telephone conference call.
9A. CONSIDER APPROVAL OF
ENGINEERING DESIGN REVIEW SERVICES AGREEMENT WITH CITY OF BRENTWOOD.
Mr. Davisson stated that The City of Brentwood
solicited Ironhouse to obtain the services of Jenny Skrel, ISD District
Engineer, to help review the design or the expansion of Brentwood’s treatment
plant. Mr. Davisson explained that the
services would be billed at $131/hr. with her time not to exceed 191 hours for
a contract maximum of $25,000. Staff’s
recommendation is to approve the Engineering Design Review Services Agreement
and to direct the General Manager working with District Counsel to finalize the
terms of the agreement authorizing the District’s President to execute the
Agreement.
Director Morgan asked about the availability of Ms.
Skrel for ISD needed engineering obligations.
Mr. Davisson stated that Ms. Skrel would have ISD’s work as a priority.
M/S D. Scheer, M. Painter and the Board voted to
approve the Engineering Design Review Services agreement with the City of
Brentwood for Engineering Design Review Services. Direct the General Manger to work with
District Counsel to seek and to resolve the terms of the agreement and
authorize the President to sign the agreement.
In favor: D. Contreras,
S. Morgan, M. Painter and D. Scheer.
Opposed: None. Absent: C.
Lauritzen.
9C. ADOPTION OF CREDIT
CARD SALES SURCHARGE POLICY.
Mr. Davisson
reported that the District has had incidents where service connection fees were
paid by credit card. These charges have
incurred a cost to the District ranging from 2-4% depending on the Credit card
type and transaction amount ISD management believes the District should not
absorb the cost of the processing credit cards.
The recommendation is to adopt the Credit Card Sales Surcharge Policy,
which allows the District to charge a 3% processing fee for all credit card
charges over $250.
Director
Scheer would like to ask District Counsel to carefully review.
Discussion
was held on the process. The Board was unwilling to see the District pay a
credit card fee. Staff was asked to
review the policy and bring it back to the Board at the October meeting.
9D. PURCHASE OF AN F-550
BOOM TRUCK NOT TO EXCEED $160,000.
Mr. Davisson
explained the current boom truck is a 1989 model and has exceeded its service
life. The continued use of this vehicle
creates safety issues and risk of injury to staff. The replacement of this vehicle was included
in the adopted FY 15-16 budget in an amount of $160,000 as a capital
expenditure. The District acquired two
bids, one from Downtown Ford at $158,210.19 and the other from National Auto
Fleet Group at $158,169.87.
Director Contreras
asked what would happen to the old vehicle and staff stated it would be sent to
auction.
M/S M. Painter, D.
Contreras and the Board voted to approve the purchase of an F-550 boom truck
through CMAS to National Auto Fleet Group not to Exceed $160,000.
In favor: D.
Contreras, S. Morgan, M. Painter and D. Scheer.
Opposed: None. Absent: C.
Lauritzen.
9E. ASSESSMENT STATUS
REPORT.
Mr.
Davisson reviewed the assessment status report with the Board. Item 10, conduct a study to determine the
feasibility, desirability and economic benefits of selling Jersey Island water
rights was discussed. Mr. Davisson
reported that MBK Engineer have been contacted by representative of Contra
Costa Water District with interest in our water rights. Mr. Davisson recommended having a more formal
discussion and would like to set up a workshop of the Board within the next 30
days.
The
Board accepted the Assessment Status Report from the General Manager.
9F. CONSIDERATION OF MODIFYING
WORK PLAN UNDER THE LEASE AGREEMENT BETWEEN DWR AND ISD FOR STORAGE OF A
TRAILER, GENERATOR AND PORTA POTTY ON TOP OF THE JERSEY ISLAND LEVEE DURING
REMOVAL OF THE WEST FALSE RIVER SALINITY BARRIER.
Mr.
Davisson reported that DWR is requesting to store during the removal of the
West False River Salinity Barrier, a trailer, generator and porta potty on top
of the Jersey Island levee. Staff is
recommending the Board grant a modification of the work plan under Sec. 1.c of
the Lease Agreement between DWR and ISD and allow storage of a trailer,
generator and porta potty on top of the levee.
M/S
D. Scheer, D. Contreras and the Board voted unanimously to grant a modification
of the work plan under Sec. 1.c of the Lease Agreement between DWR, ISD and RD
830 to allow DWR storage of a trailer, generator and porta potty on top of the
Jersey Island levee on the following conditions:
DWR will immediately remove the facilities in
the event an emergency occurs and full access of the levee is needed.
DWR will locate the facilities to maintain
access for ISD/RD830 equipment to pass along the top of the levee.
If storage of any other facilities or
materials, not previously approved by ISD, occurs, this exception will be null
and void and DWR shall remove the trailer, generator and porta potty within 5
days of notification.
The trailer and other facilities shall not
cover up or obstruct survey monuments or inclinometers.
DWR will remove the trailer, generator and
porta potty no later than 10 days after DWR completes its removal of the
Barrier.
This modification and its conditions will be part
of the work plan referred to in Sec.1.c of the Lease Agreement and will not
become effective until DWR signs the modification.
In favor: D.
Contreras, S. Morgan, M. Painter and D. Scheer.
Opposed: None. Absent: C.
Lauritzen.
9G. AUTHORIZE UP TO
$30,000 FOR FENCING, TROUGHS, AND PIPING TO PROTECT ISD’S 24-INCH EFFLUENT
PIPELINE.
Mr. Davisson reported to the Board that the
cattle are eroding the bank between the 24-inch effluent pipeline and the main
canal on Jersey Island. Fencing north of
the Ferry Road has been installed to eliminate the eroding and fencing south of
the Ferry Road is needed. Prior to
installing the fencing ISD staff will install pipe and troughs to convey
drinking water to the cattle. The
project would include 3,020ft of fencing, four sets of gates, and three troughs
with concrete pads will be installed.
The eroded soil will be filled and compacted for future protection of
the pipeline.
M/S M. Painter, D. Scheer and the Board
voted unanimously to authorize up to $30,000 for fencing, troughs, and piping
to protect ISD’s 24-inch effluent pipeline and provide authorization to the
General Manager to sign a contract with the lowest responsible responsive bidder
for the fencing.
In favor: D.
Contreras, S. Morgan, M. Painter and D. Scheer.
Opposed: None. Absent: C.
Lauritzen.
10. STAFF
REPORTS
Bob Henn –
Mr. Henn reported that he has been actively working with the RD 830 election
and the contract with Brentwood on Engineering Services. He also recommended that RD 830/ISD hire a
water rights specialist attorney to review the water rights options that does
not represent a conflict and are available to make recommendations.
Mr. Davisson reported that the staff reports were
provided in the Board packet
11. BOARD
MEMBER ADVISORY REPORTS
Written reports submitted.
Director Morgan
– Ms. Morgan reported that she attended the CASA Conference. The CSRMA part of the conference was very
interesting. She reported the industry
is going in a new direction to re-brand wastewater. Ms. Morgan reported on the assessment vote
for B.I. with the vote passing for repairs to the levees.
Director Contreras -Mr. Contreras reported on the CASA conference and stated our District
is right there with the conference being on the cutting edge. It was a great conference. They presented a great film “Eyes on the Sky”
which he has asked to have available on our website.
CSRMA reported no significant increases in rates, with
a 6% increase reported for workers compensation.
President Contreras thanked everyone who attended the
anniversary event. He was pleased the
Vice President of CWEA was able to attend and was a great speaker for the
event. He stated CWEA is a great
organization and has hosted tours of our plant.
These are great measuring sticks for the public to see. He thanked the Board for letting him attend
the CASA conference.
Director Painter –Mr. Painter reported on Jersey Island, with the demolition of the
Halsey house. The island is very active receiving
between 180-200 loads of dirt. Mr.
Painter thanked Roni, Sue and all staff for their help at the anniversary
event.
Chad Davisson
– Mr. Davisson thanked Roni for a job well done organizing the Anniversary
Event. The participation of all staff,
involvement with Jersey Island staff to provide the hay and the equipment for
the tours, and the WRF staff for giving the tours. He thanked the City of Oakley and a thank you
to all the consultants for their sponsorships.
12. Future Agenda Items for Consideration
13. ADJOURNMENT
President Contreras
adjourned the regular meeting at 8:45 p.m. until Tuesday, October 6, 2015 at
7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District
offices at 450 Walnut Meadows Drive, Oakley, California.