STEGE SANITARY DISTRICT BOARD OF DIRECTORS MEETING OF JUNE 26, 2014 TIME OF MEETING: 7:00 P.M. ******* MINUTES *******

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1 5173 ******* MINUTES ******* I. Call To Order: President Merrill called the meeting to order at 7:01 P.M. II. Roll Call: Present: Gilbert-Snyder, Miller, O Keefe, Merrill Absent: Brand (provided prior notice of absence) Others Present: Rex Delizo, District Manager Kristopher Kokotaylo, Office of District Counsel Jay James, Resident Agenda Items: Directors and Officers of the Board did not announce any conflicts of interest posed by items on the meeting agenda III. Public Comment: There was no public comment. CLOSED SESSION Conference with District Counsel Existing Litigation (Government Code Section (a)) UNITED STATES OF AMERICA and PEOPLE OF THE STATE OF CALIFORNIA ex rel. CALIFORNIA STATE WATER RESOURCES CONTROL BOARD and CALIFORNIA REGIONAL WATER QUALITY CONTROL BOARD, SAN FRANCISCO BAY REGION, v. CITY OF ALAMEDA, ET. AL, us District Court, Northern District (San Francisco) Case No. C RS Conference with District Counsel Anticipated Litigation Significant exposure to litigation pursuant to paragraph (2) or (3) of subdivision (d) of Section : (1 case) Conference with Labor Negotiator (Government Code Section (a)) Designated Labor Negotiator: Board President Unrepresented employee: District Counsel Conference with Labor Negotiator

2 5174 (Government Code Section (a)) Designated Labor Negotiator: Board President Unrepresented employee: District Manager The Board entered into closed session at 7:05 P.M. and returned to open session at 7:48 P.M. President Merrill announced the Board had taken no reportable actions. IV. Approval of Minutes A. Approval of Minutes June 12, 2014 Board Meeting MOTION: By O Keefe, seconded by Miller, to approve the minutes of the June 12, 2014 Board Meeting, as amended V. Communications A. Oral Communications 1. Brief reports from Directors on matters related to the District, including attendance at city or community meetings a. City & Community Meetings Miller gave a brief report on his attendance at the El Cerrito City Council Meeting held on June 17, B. Written Communications 1. August 20-22, 2014 California Association of Sanitation Agencies (CASA) Conference The Board authorized attendance at the upcoming conference for all Directors who choose to attend. Directors indicated their initial plans but will confirm by the Board Meeting on July 24, 2014, so staff can make appropriate registration and hotel arrangements.

3 5175 MOTION: By O Keefe, seconded by Gilbert-Snyder, to approve attendance at the upcoming CASA conference on August 20-22, 2014 for all Directors who choose to attend VI. Reports of Staff and Officers A. Attorney s Report: Kristopher Kokotaylo briefed the Board on the current options for providing new services outside of the District s jurisdictional boundaries both with and without annexation. B. Manager s Report: 1. Monthly Maintenance Summary Report May 2014 There were 15 service calls and 8 were related to problems in private laterals. There were 2 service calls after normal working hours and no overflows caused by problems in District main lines. About 66,000 feet of lines had been cleaned and about 30,000 feet of lines had been videoed. 2. Monthly Report of Sewer Replacements and Repairs There were no replacement or repair invoices paid in May. 3. Miscellaneous Items a. 4th of July Fair Discussion The Board reviewed the plans and schedule for the upcoming fair. VII. Business A. Resolution No Establishing Salary Range of Maintenance Employees Employed by Stege Sanitary District Beginning July 1, 2014

4 5176 B. Resolution No Establishing Salary Range of Administrative and Technical Employees Employed by Stege Sanitary District Beginning July 1, 2014 Items A and B regarding employee salary ranges were both discussed together. The District revises the salary ranges for its employees every year as part of the budget process. Salary ranges for each individual position are typically adjusted to equal the median or mean of a market survey every five years, and then are adjusted each year in between by a cost-of-living adjustment based on April CPI-W figures. The proposed approved salary ranges are last year s ranges adjusted by the latest April CPI-W figure (2.0%). MOTION: By Miller, seconded by Gilbert-Snyder, to approve both Resolution No Establishing Salary Range of Maintenance Employees Employed by Stege Sanitary District Beginning July 1, 2014, and Resolution No Establishing Salary Range of Administrative and Technical Employees Employed by Stege Sanitary District Beginning July 1, C. Review and Approval of Incentive Award Goals Achieved in The Board was provided a tabulation of the cost saving goals achieved by employees. The overall savings resulted in an award to the incentive contributions pool (ICP) to be shared among the eligible employees of the District and to be distributed on or about June 30, 2014 MOTION: By O Keefe, seconded by Miller, to approve the incentive goals achieved in and pay $15,510 to employees for achievement of these goals that resulted in direct savings to the District

5 5177 D. Employees Incentive Program Goals and Objectives for Fiscal Year The Board was presented with the cost savings goals and objectives for fiscal year which are very similar to last year with the exception of now using a moving average for the baseline for the cost savings from a low number of service calls related to main line problems. MOTION: By Gilbert-Snyder, seconded by Miller, to approve Employee Incentive Award Goals and Objectives for FY E. Reserve Fund Policy The Board reviewed the new policy established when the Board approved the June 2014 Financial Plan and Rate Review prepared by the independent public finance advisors, Bartle Wells Associates. The capital reserve target is now equal to a 3-year average of the annual capital cost (i.e. average of the previous, current, and future year capital cost) plus the annual debt service cost. The ultimate goal of increasing the capital fund target is to ensure that the District will have adequate funds available on an annual basis to conduct sewer pipeline replacements or to fund other emergency needs. The operating reserve target will continue to be equal to 60% of operating and maintenance costs. This level of funding adjusts annually to equal the

6 5178 District s actual costs from May to December, reflecting the lag in the collection of sewer service charges from the County tax roll. MOTION: By O Keefe, seconded by Gilbert-Snyder, to approve the Reserve Fund Policy, as amended F. Review Directors Meeting Compensation Once per year, the Board reviews the compensation Directors receive for their attendance at District-related meetings. The last Directors compensation rate change was made in A motion was made to increase the compensation rate by $4 but did not a receive a second and was therefore not considered. As a result of the lack of action, the compensation rate of $200 per meeting day will remain unchanged. G. Resolution No Approving and Adopting Annual Budget for Fiscal Year The Board approved the resolution which provides the authority to spend $2,543,260 for operating needs and $1,948,200 for capital needs for fiscal year MOTION: By Gilbert-Snyder, seconded by Miller, to approve Resolution No Approving and Adopting Annual Budget for Fiscal Year

7 5179 ABSENT: Brand H. Cancellation of the July 10, 2014 Regular Board Meeting The District Manager will not be available to attend the Board meeting on July 10, Since there are no pressing agenda items currently scheduled for this Board meeting, the meeting can be cancelled. Staff will post a Notice of Meeting Cancellation on the District website and bulletin board outside the District office. The next meeting of the Stege Sanitary District Board of Directors will be held on Thursday, July 24, MOTION: By Gilbert-Snyder, seconded by O Keefe, to approve the Cancellation of the July 10, 2014 Regular Board Meeting VIII. Monthly Financial Statements May 2014 A. Monthly Investment, Cash, Receivables Report, May 2014 B. Monthly Operating Statement, May 2014 The financial items were reviewed by the Board. IX. Approval of Checks A. Checks for June Fund No & 3423 MOTION: By Gilbert-Snyder, seconded by Miller, to approve the payment of the bills, Check Nos through in the amount of $85, VOTE: AYES: NOES: Gilbert-Snyder, Miller, O Keefe, Merrill None

8 5180 ABSENT: Brand X. Future Agenda Items July 10, 2014 (Meeting Cancelled) None July 24, 2014 CLOSED SESSION Existing Litigation CLOSED SESSION Quarterly Claims Report Quarterly Financial Statements CASA Conference Reimbursement Report per Government Code July 4 th Fair Debrief District Investment Policy Resolution Est. Salary of District Manager Establish and Collect Sewer Service Charges XI. Adjournment The meeting was adjourned at 9:15 P.M. The next meeting of the Stege Sanitary District Board of Directors will be held on Thursday July 24, 2014 at 7:00 P.M. at the District office, 7500 Schmidt Lane, El Cerrito, California Rex Delizo STEGE SANITARY DISTRICT Secretary