DUBLIN SAN RAMON SERVICES DISTRICT Board of Directors NOTICE OF REGULAR MEETING TIME: 6 p.m. DATE: Tuesday, April 4, 2017 PLACE: Regular Meeting Place 7051 Dublin Boulevard, Dublin, CA AGENDA Our mission is to provide reliable and sustainable water and wastewater services to the communities we serve in a safe, efficient and environmentally responsible manner. 1. CALL TO ORDER 2. PLEDGE TO THE FLAG 3. ROLL CALL – Members: Duarte, Halket, Howard, Misheloff, Vonheeder-Leopold 4. SPECIAL ANNOUNCEMENTS/ACTIVITIES 5. PUBLIC COMMENT (MEETING OPEN TO THE PUBLIC) At this time those in the audience are encouraged to address the Board on any item of interest that is within the subject matter jurisdiction of the Board and not already included on tonight’s agenda. Comments should not exceed five minutes. Speakers’ cards are available from the District Secretary and should be completed and returned to the Secretary prior to addressing the Board. The President of the Board will recognize each speaker, at which time the speaker should proceed to the lectern, introduce him/herself, and then proceed with his/her comment. 6. REPORTS 6.A. Reports by General Manager and Staff Event Calendar Correspondence to and from the Board 6.B. Joint Powers Authority and Committee Reports Special LAVWMA – March 29, 2017 6.C. Agenda Management (consider order of items) 7. APPROVAL OF MINUTES 7.A. Regular Meeting of March 21, 2017 Recommended Action: Approve by Motion 8. CONSENT CALENDAR - None Matters listed under this item are considered routine and will be enacted by one Motion, in the form listed below. There will be no separate discussion of these items unless requested by a Member of the Board of Directors or the public prior to the time the Board votes on the Motion to adopt. 1 of 220 Dublin San Ramon Services District Board of Directors Agenda, Regular Meeting, Tuesday, April 4, 2017 Page 2 9. BOARD BUSINESS 9.A. Nomination of Vice President Georgean Vonheeder-Leopold as the Alternate Special District Member to the Alameda County Local Agency Formation Commission (Alameda LAFCo) and Appointment of Voting Delegate Recommended Action: Approve by Resolution and Appoint by Motion 9.B. Adopt Revised Budget Accountability Policy and Rescind Resolution No. 41-15 Recommended Action: Adopt Policy by Resolution 9.C. Award Construction Agreement to JMB Construction Inc., Authorize a Construction Change Order Contingency, Authorize Execution of Task Order No. OC-10 with Carollo Engineers, Inc. for Construction Management and Engineering Services During Construction, and Approve a Capital Improvement Program and Project Budget Increase for the Facilities Relocation for Dublin Boulevard Widening - Sierra Court to Dublin Court Project (CIP 16-A002) Recommended Action: Approve by Resolutions (2) and Authorize by Motion 9.D. Public Hearing: Initial Study/Mitigated Negative Declaration for the Dublin Trunk Sewer Rehabilitation (CIP 16-S021) Recommended Action: Hold Public Hearing 9.E. Review and Provide Direction on Draft 2017 Strategic Plan Recommended Action: Review and Provide Direction 10. BOARD MEMBER ITEMS • Submittal of Written Reports from Travel and Training Attended by Directors 11. ADJOURNMENT All materials made available or distributed in open session at Board or Board Committee meetings are public information and are available for inspection at the front desk of the District Office at 7051 Dublin Blvd., Dublin, during business hours, or by calling the District Secretary at (925) 828-0515. A fee may be charged for copies. District facilities and meetings comply with the Americans with Disabilities Act. If special accommodations are needed, please contact the District Secretary as soon as possible, but at least two days prior to the meeting. 2 of 220 Item 7.A. DUBLIN SAN RAMON SERVICES DISTRICT MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS March 21, 2017 1. CALL TO ORDER A regular meeting of the Board of Directors was called to order at 6 p.m. by President Richard Halket. 2. PLEDGE TO THE FLAG 3. ROLL CALL Boardmembers present at start of meeting: President Richard M. Halket, Vice President Georgean M. Vonheeder-Leopold, Director D.L. (Pat) Howard, Director Edward R. Duarte, and Director Madelyne (Maddi) A. Misheloff. District staff present: Dan McIntyre, General Manager; Carol Atwood, Administrative Services Manager/Treasurer; Judy Zavadil, Engineering Services Manager; Jeff Carson, Operations Manager; Carl P.A. Nelson, General Counsel; and Nicole Genzale, Executive Services Supervisor/District Secretary. 4. SPECIAL ANNOUNCEMENTS/ACTIVITIES - None 5. PUBLIC COMMENT (MEETING OPEN TO THE PUBLIC) – 6:01 p.m. No public comment was received. 6. REPORTS A. Reports by General Manager and Staff Event Calendar – General Manager McIntyre reported on: o The DSRSD/Pleasanton Liaison meeting has been scheduled for Thursday April 20 at 4 p.m. o The Tri-Valley Water Retailers Liaison meeting has been scheduled for Wednesday April 26 at 4 p.m. Correspondence to and from the Board on an Item not on the Agenda - None B. Joint Powers Authority and Committee Reports DSRSD/City of Dublin Liaison Committee Meeting - March 13, 2017 President Halket invited comments on recent Committee activities. Directors felt the available written report provided adequately covered the many matters considered at the Committee meeting. C. Agenda Management (consider order of items) – No changes were made. 7. APPROVAL OF MINUTES – Special Meeting of March 7, 2017 Regular Meeting of March 7, 2017 DRAFT3 of 220 Regular Meeting of the Board of Directors March 21, 2017 Vice President Vonheeder-Leopold MOVED for the approval of the March 7, 2017 Special minutes. Director Howard SECONDED the MOTION, which CARRIED with FIVE AYES. Director Howard MOVED for the approval of the March 7, 2017 Regular minutes. Director Misheloff SECONDED the MOTION, which CARRIED with FIVE AYES. 8. CONSENT CALENDAR Director Duarte MOVED for approval of the items on the Consent Calendar. Vice President Vonheeder-Leopold SECONDED the MOTION, which CARRIED with FIVE AYES. A. Authorize the General Manager to Execute a Purchase Order with Mohawk Carpet Distribution, Inc. under the California Multiple Award Schedules Contract (CMAS Contract 4-13-72-0039C) for the Laboratory Flooring as Part of the WWTP Administrative Building Improvements Project (CIP 16-P031) – Approved B. Approve Agreement for Auditing Services with Maze & Associates – Approved – Resolution No. 9-17 C. Appoint New Trustee/Custodian and New Plan Administrators for the Dublin San Ramon Services District Defined Contribution 457(b) Plan and Rescind Resolution No. 17-15 – Approved Resolution - No. 10-17 D. Accept the Following Regular and Recurring Reports: Water Supply and Conservation, District Financial Statements, Warrant List, Upcoming Board Business, and Unexpected Asset Replacement – Approved E. Adopt Revised Candidates’ Statement Costs Policy and Rescind Resolution No. 20-13 - Approved Resolution - No. 11-17 9. BOARD BUSINESS A. Adopt Revised Director Travel and Expenses Policy and Rescind Resolution No. 4-13 Administrative Services Manager Atwood reviewed the item for the Board. The Board and staff discussed the proposed revisions including per diem rates, how the rates are determined, and their feasibility in the various locations the Board travels to for conferences and functions. The Board agreed with the proposed policy revisions. Director Misheloff MOVED to adopt Resolution No. 12-17, Adopting the Revised Director Travel and Expenses Policy and Rescinding Resolution No. 4-13. Director Howard SECONDED the MOTION, which CARRIED with FIVE AYES. 2 DRAFT 4 of 220 Regular Meeting of the Board of Directors March 21, 2017 B. Adopt Revised Purchasing Policy and Rescind Resolution No. 14-06 Administrative Services Manager Atwood reviewed the item for the Board. The Board and staff discussed the proposed revisions to clarify the General Manager’s approval authority. The Board agreed with the proposed policy revisions. Vice President Vonheeder-Leopold MOVED to adopt Resolution No. 13-17, Revising the Purchasing Policy and Rescinding Resolution No. 14-06. Director Misheloff SECONDED the MOTION, which CARRIED with FIVE AYES. C. Adopt Revised Use of Discrete Sewerage Systems Policy and Rescind Resolution No. 2-09 Engineering Services Manager Zavadil reviewed the item for the Board. The Board and staff discussed the proposed revisions to reflect State Water Resources Control Board terminology, and the current status of Onsite Wastewater Treatment Systems in the DSRSD service area, which are very few. The Board agreed with the proposed policy revisions. Director Howard MOVED to adopt Resolution No. 14-17, Adopting the Revised Use of Discrete Sewerage Systems Policy and Rescinding Resolution No. 2-09. Director Duarte SECONDED the MOTION, which CARRIED with FIVE AYES. D. Receive Presentation on the Draft Wastewater Treatment Plant and Biosolids Master Plan (CIP 14-P004) Engineering Services Manager Zavadil reviewed the item for the Board, presenting an overview of the Master Plan (Plan) which provided background for many decisions that will be brought before the Board in coming months concerning the capital improvement budget, wastewater rate study and Strategic Plan. She also introduced Kathryn Giese and Jeff Pelz from West Yost, the consultant firm that prepared the studies, who were present and available to answer questions. She explained there are six areas covered by the Plan: secondary treatment process, potable reuse, biosolids management, energy