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HomeMy WebLinkAboutBOARD MINUTES 06-17-99 105 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JUNE 17, 1999 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on June 17, 1999. President Lucey called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Menesini, Hockett, Boneysteele, Lucey ABSENT: Members: Nejedly Member Nejedly had advised the Board that he would be unable to attend this meeting and had requested to be excused. 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR It was moved by Member Boneysteele and seconded by Member Menesini, that the Consent Calendar, consisting of Items a. through c., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. The Board was advised of the close out of eleven capital improvement projects with a net underrun of $193,639. This item was presented to the Board for information only. No action was taken. b. The contract work for the construction of the Pavement Refurbishment Project, Phase 2, DP 6125, was accepted, and the filing of the Notice of Completion was authorized. Motion approved on the following vote: AYES: NOES: ABSENT: Members: Members: Members: Boneysteele, Menesini, Hockett, Lucey None Nejedly c. Resolution No. 99-067 was adopted, confirming the publication of District Ordinance No. 209, which establishes a structure for Recycled Water Rates. Motion approved on the following vote: AYES: NOES: ABSENT: Members: Members: Members: Boneysteele, Menesini, Hockett, Lucey None Nejedly 06 17 99 106 06 None 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER 6. REPORTS a. GENERAL MANAGER 1 ) 2) 17 Mr. Charles W. Batts, General Manager, stated that the Board requested an update on the usage and budget projections for the Household Hazardous Waste (HHW) Collection Facility. Mr. Batts introduced Mr. Tim Potter, Source Control Program Superintendent, who reported on HHW Collection Facility operations and summarized current trends. Mr. Potter stated that the HHW Collection Facility has now been operating for over a year and a half. There has been a dramatic increase in participation over the last two months although participation has been generally lower this fiscal year compared to last year. It had previously been reported to the Board that participation this year is following the same general monthly and seasonal trends as in the past. The HHW Collection Facility is on a record trend for the month of June. If this trend continues, June 1999 participation will exceed the July 1998 previous high. Mr. Potter reported that participation is approximately 75 percent new customers. Mr. Potter reviewed the budget summary noting that the 1 998.1 999 HHW Collection Facility operations budget is $1.2 million. Actual expenses are projected to be $1,025,000 for the current fiscal year, and $1.1 million has been budgeted for fiscal year 1999-2000. The cost per vehicle trip is less than $90. With implementation of further cost saving measures, it is anticipated that the $90 per vehicle trip can be reduced to less than $85 per vehicle trip. In response to questions from the Board, Mr. Potter stated that staff tries to complete processing each car upon being served within two to five minutes. If there are several vehicle in a queue, it would take longer for the last car. Mr. Potter reported on the temporary collection event held in San Ramon on May 8, 1999. Participation at this event was 55 vehicles which was more than last year but still less than the previous two years. The City of San Ramon has the lowest level of participation through the facility. Efforts will be made to improve the outreach effort with the City of San Ramon for the next event that will be scheduled for the City of San Ramon in late August or early October 1999. The goal is to have 100 vehicles in order to get the cost per vehicle down. At the temporary collection event in the City of Lafayette, 242 vehicles were served. The next temporary collection event for the Town of Danville will be scheduled in Spring 2000. Danville customers can be served at the San Ramon event as well. Mr. Potter reported that other developments include facility improvements such as air flow improvements and improvements to the flammable bulking area. The hazardous waste contractor has notified the District of a reduction in charges for temporary labor and the disposal rate for certain drums. A 2 to 5 percent reduction in costs is expected. Mr. Potter reported that the reuse room continues to be very popular. It has been accessed by non-profit organizations such as Christmas in April. Mr. Batts announced that on June 11, 1999, 25 pounds of black powder were brought by a resident into the HHW Collection Facility. The Sheriff was notified and the bomb squad came and removed the material from the site. President Lucey thanked staff for the update. Mr. Batts, General Manager, reported that Member Nejedly had asked about the status of No.3 standby power engine, the engine in the Standby Power Facility that had not failed. On June 14, 1999, Member Nejedly visited the facility where the engine was undergoing upgrades similar to those made to the failed engine. The actual inspection of the cylinder heads is taking place 99 107 today and further testing of the cooling system is scheduled in the future. If other Board Members wish to visit the facility, please contact staff and a visit will be arranged. 3) Mr. Batts, General Manager, reported that the next issue of the District's Pipeline newsletter will be mailed in early July. Draft copies were provided to the Board for review. Mr. Batts introduced Ms. Harriette Heibel, Community Affairs Manager, who requested any comments from the Board on the draft newsletter. President Lucey suggested that the names of the Board Members be included in the future. Members Hockett and Menesini agreed. Following discussion, Ms. Heibel said the names would be added to this issue. Mr. Batts stated that in this newsletter the District will initiate a pilot program for a Fix-It Notice insert. One of the concerns expressed by the Board was the lack of public input into the District's sewer repair backlog and priority setting methods. This is an attempt to correct that situation. Copies of the draft insert were distributed to the Board. It is proposed that the Fix-It Notice insert be distributed to 1,000 homes in a the District's Pleasant Hill service area in this pilot. Staff believes it is important to respond in a timely manner and provide feedback to the responses where warranted. Staff will also respond by letter and forward any issues that are not the District's responsibility to other appropriate agencies. Staff is working with the City of Pleasant Hill and Contra Costa County Public Works Departments in that regard. The initial mailing will give statistical information on the number and types of items that the public considers important. The number and timing of future mailings will depend on the responses received in the pilot program. 4) Mr. Batts, General Manager, reported that last year he began a process to deal with changes in the Engineering Department, not just changes in management and management style, but changes in the organization itself and its culture. Mr. Jay S. McCoy, Director of Engineering, has chosen to continue this work using the consultant, TAP Resources. Mr. Batts introduced Mr. Jay S. McCoy, Director of Engineering, who reviewed changes in the Engineering Department including the possibility of four Directors in two years, decreased staff, additional programs, reduction in the Capital Improvement Plan, the change in departmental focus from a technical to service orientation, and the loss of corporate memory. In dealing with these changes, the Engineering Department has organized around the work, going from three divisions to two divisions. Efforts were made to minimize the changes in individual functions to the extent possible, and to maintain critical responsibilities. A consultant, TAP Resource Development Group, was engaged to assist in this process. Mr. McCoy reviewed the background and experience of TAP Resources whose clients include East Bay Municipal Utility District, Delta Diablo Sanitation District, City of Sacramento Water, and San Francisco Water. To date, a questionnaire has been completed to determine Department culture, a leadership survey has been done, and analysis and presentation of results to staff in a workshop has been completed. Mr. McCoy stated that near term activities include creating an organizational performance management system by setting and getting agreement on Department goals and measurements for the goals. The estimated cost for this work is $4,000 to $5,000. Long term activities will include finalization of goals and measurements, creation of a more effective leadership team, finding individuals to promote success, and retaining corporate memory. The estimated additional cost of this effort is $25,000. In the discussion that followed it was suggested that portions of this effort be delayed until the new Director of Engineering has been hired, that steps be taken to ensure that corporate memory is retained, and that procedures and processes be reviewed as a starting point for new hires. Mr. Batts 06 17 99 108 5) 6) 7) 8) 9) 10) 11 ) 12) 13) 06 17 stated that the Board's input will be incorporated into a position paper which will be presented for the Board's consideration at the next Board Meeting. Mr. Batts, General Manager, reported that on June 15 and 16, 1999, he and Member Boneysteele met with various legislators in Sacramento concerning AB 1549 which mandates ward elections of the District Board of Directors. At the Senate Local Government Committee hearing on June 16, 1999, an amendment was presented which would allow the issue of ward or at-large elections to be put on the ballot by either the District's Board of Directors or by a petition signed by 10 percent of the voters. This is similar to the law for fire protection districts. A copy of this alternative analysis was distributed to the Board. Assembly Member Torlakson did not attend the Senate Local Government Committee hearing and consideration of the bill was put over until the next possible meeting on July 14, 1999. Mr. Batts, General Manager, announced that the Contra Costa Times recently published an article which contained a sentence announcing that Contra Costa County plans to sell the existing animal services facility to the District. Mr. Batts stated that the District Board has authorized an offer on that property and the County has made a counteroffer. At the next Board Meeting the status of those negotiations will be discussed in closed session. Mr. Batts, General Manager, stated that at the June 3, 1999 Board Meeting a report was made on the soils remediation work on Basin A South. The 1991 District report on the Basin A South Project is available for any Board Member who wishes to review a copy. Member Boneysteele requested a copy. Mr. Batts, General Manager, stated that there was a question at the last Board Meeting as to whether the contract employees working for Eco Resources, the Discovery Bay Community Services District private contractor, were union employees. Mr. Batts reported that the employees are non-union. In questioning their salary, it was learned that the wage rate is similar, but benefits are less. Mr. Batts, General Manager, announced that on June 15, 1999, there was a smoke release incident as one of the District furnaces went into the bypass mode due to a low water cut out on the waste heat boiler. There was a dark cloud over the Solids Building before the condition was corrected by District operators. The Bay Area Air Quality Management District inspector was near the plant and inquired into the incident. He indicated that the problem was quickly corrected and he did not believe the District would be cited. Mr. Batts, General Manager, announced that Los Angeles was conducting a Year 2000 exercise and spilled wastewater into a lake in Balboa Park. Mr. Batts, General Manager, announced that the annual summer student picnic will be held on July 14, 1999. Mr. Batts, General Manager, announced that the District will participate as an exhibitor at a garden event at Heather Farms in Walnut Creek on Saturday, June 26, 1999. There will be displays, environmental exhibits, food, and music. Mr. Batts, General Manager, announced that the District's natural gas contract expires at the end of June 1999. Natural gas prices have risen dramatically since OPEC announced an oil price increase. However, prices seem to be coming down. The District will buy natural gas on a month-to- month basis. At the next Board Meeting there will be a position paper requesting authority for the General Manager to execute a new natural gas contract when prices reach an optimum level. 99 109 14) Mr. Batts, General Manager, announced that Taxpayers for Fair Competition have requested support for their position which would allow state and local governments to contract out for design services needed for water projects. Mr. Batts indicated that he has information from this group and would calendar the matter for Board consideration if the Board desires. 15) Mr. Batts, General Manager, announced that the recruitment period for the position of Director of Engineering has closed. There were applications from over fifty well qualified candidates. Mr. Batts stated that he and an outside panel will interview approximately ten candidates. Mr. Batts stated that he anticipates appointment of the new Director of Engineering will be calendared for Board approval in August. 16) Mr. Batts, General Manager, regretfully announced the recent resignations of Assistant Engineer Chuck Canepa and Senior Engineer Lynne Putnam. Mr. Canepa will pursue a career as a stockbroker and Ms. Putnam has joined the Black and Veatch engineering consulting firm. . 17) Mr. Batts, General Manager, announced that he will be out of town from June 19 through July 1, 1999. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT None d. BOARD MEMBERS 2) 3) 1 ) Member Hockett reported on the June 3, 1999 California Special Districts Association legislative reception hosted jointly by the Alameda and Contra Costa County Chapters. Special districts were well represented by both elected officials and staff members. There was a good exchange of information. Member Menesini announced that there will be an Environmental Alliance workshop on the San Francisco wetlands on June 21, 1999. President Lucey stated that an update on AB 1549 was presented earlier in the agenda. The District cannot overstate the assistance provided to the District by Senator Richard Rainey with regard to this bill. 6. ADMINISTRATIVE ADOPT THE RESOLUTION AUTHORIZING MEMBERSHIP IN THE CALIFORNIA SANITATION RISK MANAGEMENT AUTHORITY AND AUTHORIZE THE EXECUTION OF THE PARTICIPATION AGREEMENT FOR THE PROPERTY INSURANCE PROGRAM a. Mr. Batts, General Manager, presented the staff recommendation that the District join the California Sanitation Risk Management Authority (CSRMA) and participate through its program to purchase commercial insurance at a lower rate than currently available to the District. Mr. Kenton L. Aim, Counsel for the District, has reviewed the agreement and agrees that this is a prudent step by the District. Mr. Aim and Mr. David Clovis, Safety and Risk Manager, are available to answer any questions. Discussion followed with regard to potential liability for the District, the size and status of CSRMA and its assets and participants, and the provisions of the agreement. Mr. Clovis stated that the District will save approximately $51,000 or 43 percent for commercial property insurance by participating in the CSRMA program. 06 17 99 110 Member Hockett left the meeting at the hour of 4:00 p.m. Following discussion, it was moved by Member Boneysteele and seconded by Member Menesini, that Resolution No. 99-068 be adopted, authorizing execution of the Joint Exercise of Powers Agreement with the California Sanitation Risk Management Authority, authorizing the General Manager to execute all necessary documents for joining the CSRMA JPA, and authorizing participation in the Property Insurance Program. There being no objection, the motion was approved with Members Nejedly and Hockett being absent. BREAK At 4:06 p.m., President Lucey declared a recess, reconvening at the hour of 4: 17 p.m. with all parties present as previously designated with the exception of Members Nejedly and Hockett who were absent. 7. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH NPG ENGINEERING TO PROVIDE SEWER AND SIDE SEWER INSPECTION SERVICES Mr. Batts, General Manager, stated that in the 1999-2000 Personnel Budget recruitment of an Engineering Assistant III (formerly Construction Inspector) was approved. Currently there is a high level of need for this position in the area of residential construction. The proposed contract inspector will provide that needed service until the new position is filled. It was moved by Member Boneysteele and seconded by Member Menesini, that the General Manager be authorized to execute a revision to the agreement with NPG Engineering for sewer main and side sewer inspection services to increase the cost ceiling by $48,000 to $97,720. There being no objection, the motion was approved with Members Nejedly and Hockett being absent. 8. APPROVAL OF MINUTES a. MINUTES OF MAY 20. 1999 It was moved by Member Boneysteele and seconded by Member Menesini, that the minutes of May 20, 1999 be approved as presented. There being no objection, the motion was approved with Members Nejedly and Hockett being absent. 9. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED JUNE 17. 1999 Member Boneysteele, Chair of the Budget and Finance Committee, stated that he and President Lucey reviewed the expenditures and found them to be satisfactory. It was moved by Member Boneysteele and seconded by President Lucey, that the Expenditure List dated June 17, 1999, including Self Insurance Check Nos. 101545- 101548, Running Expense Check Nos.118369-118665, Sewer Construction Check Nos. 21207-21256, Manual Payroll Check Nos. 48540-48543, and Regular Payroll Check Nos. 50115-50146, be approved as recommended. There being no objection, the motion was approved with Members Nejedly and Hockett being absent. 10. BUDGET AND FINANCE a. APPROVE A BOARD RESOLUTION TO ADOPT THE 1999-2000 PERSONNEL. EQUIPMENT. CAPITAL IMPROVEMENT. OPERATIONS AND MAINTENANCE. AND SELF INSURANCE FUND BUDGETS AS COMPRISING THE 1999-2000 DISTRICT BUDGET Mr. Batts, General Manager, stated that the District has gone through an extensive budgeting process starting in early January with Board Committee meetings and 06 17 99 111 workshops, and public hearings on various aspects of the budgets. At this time it is recommended that the Board adopt each individual budget as comprising the 1999-2000 District Budget. It was moved by Member Boneysteele and seconded by Member Menesini, that Resolution No. 99-069 be adopted, approving the 1999-2000 Personnel, Equipment, Capital Improvement, Operations and Maintenance, and Self. Insurance Fund Budgets as comprising the 1999-2000 Central Contra Costa Sanitary District Budget. There being no objection, the motion was approved with Members Nejedly and Hockett being absent. 11. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 12. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None 13. ADJOURNMENT There being no further business to come before the Board, President Lucey adjourned the meeting at the hour of 4:20 p.m. President of the Board of Dir tors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Se r t y of the Cen ral ont Costa San ary District, County of Contra Costa, State of California 06 17 99