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Regular Board Meetings of March 28, and April 11, 2016

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Regular Board Meetings of March 28, and April 11, 2016 NOVATO SANITARY DISTRICT Meeting Date: April 4, 2016 The Board of Directors of Novato Sanitary District will hold a meeting at 6:00 p.m., Monday, April 4, 2016, at the District Offices, 500 Davidson Street, Novato. Materials related to items on this agenda are available for public inspection in the District Office, 500 Davidson Street, Novato, during normal business hours. They are also available on the District’s website: www.novatosan.com. AGENDA 1. PLEDGE OF ALLEGIANCE: 2. AGENDA APPROVAL: 3. PUBLIC COMMENT (PLEASE OBSERVE A THREE-MINUTE TIME LIMIT): This item is to allow anyone present to comment on any subject not on the agenda, or to request consideration to place an item on a future agenda. Individuals will be limited to a three-minute presentation. No action will be taken by the Board at this time as a result of any public comments made. 4. REVIEW OF MINUTES: a. Consider approval of minutes of the March 14, 2016 regular meeting. 5. CONSENT CALENDAR: The General Manager-Chief Engineer has reviewed the following items. To his knowledge, there is no opposition to the action. The items can be acted on in one consolidated motion as recommended, or may be removed from the Consent Calendar and separately considered at the request of any person. a. Approve regular disbursements, March 14 - April 4, 2016. b. Ratify March 2016 payroll and payroll related disbursements. c. Receive Deposit Summary, March 2016. d. Receive Accounts Receivable Report as of March 31, 2016. e. Receive report on Government Compensation in California (GCC) statement as filed with the State Controller’s Office (SCO). f. Approve a contract with Rauch Communications in the amount of $74,200 for communication and outreach services, and authorize the General Manager-Chief Engineer to execute the contract. g. Receive most recent Pooled Liability Program (PLP) dividend report. h. Adopt updated District Policy No. 4100 - Compensation and Reimbursement. i. Approve an application from Pacific Gas and Electric Company (PG&E) and authorize the General Manager-Chief Engineer to issue a one-time, temporary, Class I non-domestic discharge permit for discharge of groundwater and hydrotest water. 6. SEWER SERVICE CHARGE STUDY AND ORDINANCE: a. Receive proposed schedule for adoption of sewer service charges for fiscal years FY2016-17 through FY2020-21, and collection of charges on County tax rolls. NSD Agenda Packet April 4, 2016 (Page 1 of 140) AGENDA/Board of Directors Meeting Date: April 4, 2016 Agenda page 2 of 2 b. Receive proposed schedule for approval of FY2016-18 preliminary and final budget, and appropriations limit. 7. WASTEWATER OPERATIONS REPORTS: a. Receive and accept Wastewater Treatment Facilities 2015 Annual Operations and Maintenance Report, subject to minor edits. b. Receive closeout report on emergency project at the Ignacio Transfer Pump Station site, approve the final Work Report in the amount of $76,172.60 to replace the 57 lineal feet (LF) of the 18-inch trunk sewer, and authorize the General Manager-Chief Engineer to execute it. 8. CAPITAL PROJECTS: a. Recycled Water Facility (RWF) Expansion, Account No. 73005: Approve a contract with RMC Water Environment in the not-to-exceed amount of $199,497 for design services related to expansion of the District’s Recycled Water Facility, and authorize the General Manager-Chief Engineer to execute it. 9. BOARD OF DIRECTORS: a. Receive the 2015-16 Marin County Civil Grand Jury Report titled “2015-16 Web Transparency Report Card, Bringing Marin County’s Local Governments to Light”, and commend staff and the District’s communications consultant Rauch Communications for their work on the District website. 10. BOARD MEMBER REPORTS AND REQUESTS: a. California Water Reuse Association conference, Santa Rosa. 11. INFORMATIONAL ITEMS: These items are for information only - no action will be taken on these items. a. Marin Independent Journal article of Monday, March 28, 2016, titled “Marin Watchdog Flunks 64 Public Agencies on Website Transparency”. b. Marin Independent Journal article of Monday, March 21, 2016, titled “Marin recyclers feel pinch of depressed oil prices, declining demand; depressed oil prices, tumbling demand raise concerns for firms, environment”. 12. GENERAL MANAGER’S REPORT AND ANNOUNCEMENTS: 13. ADJOURNMENT: Next regular meeting date: Monday, April 25, 2016, 6:00 PM, at the Novato Sanitary District office, 500 Davidson Street, Novato, CA. Next resolution no. 3098. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the District at (415) 892-1694 at least 24 hours prior to the meeting. Notification prior to the meeting will enable the District to make reasonable accommodation to help ensure accessibility to this meeting. NSD Agenda Packet April 4, 2016 (Page 2 of 140) Item 4.a. Pages 3 to 9 NOVATO SANITARY DISTRICT Board Meeting Minutes Meeting Date: March 14, 2016 A regular meeting of the Board of Directors of the Novato Sanitary District was held at 5:00 p.m., Monday, March 14, 2016, at the District offices, 500 Davidson Street, Novato. BOARD MEMBERS PRESENT: President Jean Mariani, Directors William C. Long, Brant Miller and Jerry Peters. Director Carole Dillon-Knutson arrived at 5:04 p.m. STAFF PRESENT: General Manager-Secretary Sandeep Karkal, District Counsel Kent Alm, and Administrative Secretary Julie Swoboda. ALSO PRESENT: Laura Creamer, Finance Officer, Novato Sanitary District June Brown, Administrative Services Specialist, Novato Sanitary District Steve Krautheim, Field Services Manager, Novato Sanitary District Erik Brown, Technical Services Manager, Novato Sanitary District John Bailey, Project Manager, Veolia Water Dee Johnson, Household Hazardous Waste Program Coordinator Steve McCaffrey, Novato Disposal Services Steve Clary, Sr. Civil/Environmental Engineer, RMC Water and Environment Gisa Ju, Sr. Civil/Environmental Engineer, RMC Water and Environment Tom Gaffney, P.E., Bartle Wells Associates PLEDGE OF ALLEGIANCE: AGENDA APPROVAL: President Mariani noted that the agenda had been revised because of typographical errors and the agenda was approved as presented. PUBLIC COMMENT: Steve McCaffrey, Novato Disposal Services (NDS), addressed the Board and informed them of his imminent resignation from NDS. He stated that he had been an employee of Novato Disposal Services for nine years and during that time, had enjoyed the strong partnership between the District and Novato Disposal. He thanked the Board of Directors, Staff, and District Counsel for their support and assistance during that time. The Board of Directors, District Counsel, and the General Manager expressed their appreciation for Mr. McCaffrey’s hard work over the years and stated he would be missed. Mr. McCaffrey left the meeting after his announcement. REVIEW OF MINUTES: - Consider approval of minutes of the February 8, 2016 regular meeting. Minutes Page 1 of 7 NSD Agenda Packet April 4, 2016 (Page 3 of 140) Novato Sanitary District Board Meeting Minutes Meeting Date: March 14, 2016 - Consider approval of minutes of the February 29, 2016 regular meeting. On motion of Director Peters, seconded by Director Long, and carried unanimously, the February 8th and February 29th, 2016 Board meeting minutes were approved. CONSENT CALENDAR: President Mariani called for a motion on the Consent Calendar items as follows: a. Approval of Board member disbursements in the amount of $1,380.63, operating check disbursements in the amount of $325,431.76, and capital project disbursements in the amount of $257,859.07. Ratify February 22nd disbursements as follows: operating check disbursements in the amount of $364,817.61, and capital project disbursements in the amount of $13,423.45. b. Ratify February 2016 payroll and payroll-related disbursements in the amount of $225,534.30. c. Receive Deposit Summary, February 2016. d. Receive California Special District Association call for nominations – Board of Directors Bay Area Network, Seat A – “at large” seat, and provide direction. e. Approve a special Board meeting at 6:00 p.m. on Monday, April 4, 2016, and cancel the regular Board meetings of March 28, and April 11, 2016. f. Approve promotion of Aaron Hendricks from Collection System Worker I to Collection System Worker II. g. Approve appointment of Dasse de Iongh from Interim Collection System Superintendent to Collection System Superintendent. h. Approve application from Pacific Gas & Electric Co. (PG&E), and authorize the General Manager-Chief Engineer to issue a one-time, temporary, Class I non-domestic discharge permit for discharge of excavation groundwater and natural gas pipeline strength test water. On motion of Director Peters, seconded by Director Dillon-Knutson, and carried unanimously, the above listed Consent Calendar items were approved. CONNECTION FEE STUDY AND ORDINANCE: - Receive Wastewater Capacity Fee Study from Bartle Wells Associates, and approve setting the FY 16/17 connection fee at $10,860. The General Manager stated that at its June 14, 2004 meeting, the Board adopted District Ordinance No. 101, amending Section 708(b) of Ordinance No. 70, and set the sewer connection charge per Equivalent Dwelling Unit (EDU) at $6,030.00. He noted that Ordinance 70 currently includes a provision for an increase of five percent (5%) per year, and that with this automatic annual increase, the connection charge had risen to $9,870 in FY14/15. He noted that the Board had opted to leave the charge unchanged at $9,870 for FY15/16 pending completion of a connection fee study. He also noted that if the Board had not Minutes Page 2 of 7 NSD Agenda Packet April 4, 2016 (Page 4 of 140) Novato Sanitary District Board Meeting Minutes Meeting Date: March 14, 2016 done so, the FY15/16 charge would have been $10,370 and the FY16/17 charge would be $10,890. He stated that Bartle Wells Associates (BWA) recently completed the Wastewater Capacity Fee Study with recommendations and justification for amending the current connection charge to $10,860.00 in FY16/17, and that Mr.
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