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HomeMy WebLinkAboutBOARD MINUTES 12-16-99 204 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON DECEMBER 16, 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 December 16, 1999. President Lucey called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Menesini, Boneysteele, Lucey ABSENT: Members: Nejedly, Hockett Members Nejedly and Hockett had indicated they would be unable to attend this meeting and had requested to be excused. a. INTRODUCE NEW EMPLOYEE . Dwight Williams, Operations Safety Specialist Mr. Dwight Williams, Operations Safety Specialist, was introduced by his supervisor and welcomed to the District by President Lucey and the Board of Directors. 2. PUBLIC COMMENTS None 3. AWARDS AND COMMENDATIONS a. RECEIVE CONTRA COSTA COUNTY BOARD OF SUPERVISORS' RESOLUTION COMMENDING THE DISTRICT FOR RECEIPT OF THE INTEGRATED PEST MANAGEMENT UPM) INNOVATOR AWARD FOR EFFORTS TO ENHANCE LOCAL WATER QUALITY AND REDUCE PESTICIDES IN WASTEWATER Member Menesini stated that it gave him great pleasure that not only did the Governor recognize the District by awarding us the Integrated Pest Management (lPM) Innovator Award, but the Board of Supervisors did as well. Member Menesini stated that it is essential for a public agency such as the District to be engaged in the reduction of noxious materials from reaching the Bay and drinking water sources. That is what the District's IPM Program does. Member Menesini stated that he was very pleased to present this resolution to the District from the Contra Costa County Board of Supervisors, recognizing the District for receipt of the IPM Innovator Award for efforts to enhance local water quality and reduce pesticides in wastewater. President Lucey accepted the resolution and commended Member Menesini for his pioneering efforts in this area. 4. CONSENT CALENDAR It was moved by Member Menesini and seconded by Member Boneysteele, that the Consent Calendar, consisting of Items a. and b., be approved as recommended and resolutions adopted as appropriate. a. February 3, 2000 at 2:00 p.m. was established as the date and time for a public hearing to consider establishment of the Haven Lane Contractual Assessment District No. 98-3 pursuant to California Constitution, Article XIII 12 16 99 205 D, Section 4, and Streets and Highways Code, Sections 5898.20 and 5898.24, and Resolution No. 99- 127 was adopted to that effect. Motion approved on the following vote: AYES: Members: Menesini, Boneysteele, Lucey NOES: Members: None ABSENT: Members: Nejedly, Hockett b. February 3, 2000 at 2:00 p.m. was established as the date and time for a public hearing to consider establishment of the Forest Lane Contractual Assessment District No. 99- 1 pursuant to California Constitution, Article XIII D, Section 4, and Streets and Highways Code, Sections 5898.20 and 5898.24, and Resolution No. 99-128 was adopted to that effect. Motion approved on the following vote: AYES: Members: Menesini, Boneysteele, Lucey NOES: Members: None ABSENT: Members: Nejedly, Hockett 5. HEARINGS a. HOLD A PUBLIC HEARING AND ADOPT A RESOLUTION OF NECESSITY FOR THE PURPOSE OF INITIATING EMINENT DOMAIN PROCEEDINGS FOR ACQUISITION OF PUBLIC SEWER AND RECYCLED WATER LINE EASEMENTS FOR THE DOUGHERTY TUNNEL AND TRUNK SEWER PROJECT. DP 5902 Mr. Kenton L. Aim, Counsel for the District, stated that a public hearing was scheduled today to consider adoption of a resolution of necessity for the purpose of initiating eminent domain proceedings for acquisition of public sewer and recycled water line easements for the Dougherty Tunnel and Trunk Sewer Project, DP 5902. Four affirmative votes of the Board of Directors are required for passage of such a resolution. Since there are only three Board Members present today, the Board cannot act on this matter. Mr. Charles W. Batts, General Manager, stated that he sees no problem with putting this matter over until the next Board Meeting. The Royal Ridge Home Owners' Association Board has already acted on this matter, but the title company requires a vote of all members. That vote is proceeding by mail at this time. This matter will be calendared for Board consideration at the January 6, 2000 Board Meeting. 6. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None 7. REPORTS a. GENERAL MANAGER 1 ) Mr. Batts, General Manager, stated that at the September 16, 1999 Board Meeting a report was given on the status of the District's Safety and Risk Management Program. During that presentation, the status of a past safety audit was given and it was noted that 11 items were as yet unresolved. The Board asked that these items be made a priority and completed, and that the Board be informed of the progress by the end of the year. Mr. Batts introduced Ms. Kim Greer, Safety and Risk Management Specialist, 12 16 99 ------,--- -- --------- 206 12 who stated that work safety is never done. It is a continuous work in progress improving on a stable situation. In June 1997, an Employee Safety and Health Program Audit was conducted by A.C. Pullen, of Pacific Safety Solutions. The audit contained 88 recommendations in 23 separate categories. The audit was reviewed and an action item list was developed from the recommendations. The majority of the recommendations were positively addressed. Ms. Greer reviewed the status of the 11 outstanding items as follows: . Biohazard - The audit recommended that hepatitis inoculations be provided to employees. The District does not provide such inoculations. The District is not mandated to provide them and other agencies do not provide them. It is not recommended that hepatitis inoculations be provided unless a particular situation warrants them. . Confined Space Entry - Confined spaces were labeled and entry equipment purchased. Training was provided to all employees. After the accident in April 1999, confined space entry was again reviewed. Additional training was provided and another training session is scheduled in January 2000. . Construction Safety - Efforts have been made to increase employee awareness and empower employees to address comments to the inspector or contractor if unsafe practices are observed. In addition, construction safety is heavily emphasized during the contractor project orientation. . Emergency Preparedness - Procedures are in place. An evacuation drill is scheduled for January 2000. In April 2000 a desk top exercise is scheduled for the Standard Emergency Management System (SEMS). In addition, staff is working with a consultant on planned steps to take during the first five minutes of an emergency or disaster. . Hazardous Energy Control (Lock and Tag) - The District has always had such a program but is reviewing it again. The initial audit recommendations were all addressed, and a Task Force was formed to improve on the current District process. Some areas of lock and tag-out may not have been addressed originally in the audit since new equipment conditions may now exist. The Task Force's recommendations are now being finalized. They will then be sent out for review and any modifications incorporated into the Safety Directive by the end of January 2000. . Hearing Conservation - The District has had an informal hearing conservation program but the elements were not all centralized in one comprehensive program. A new safety directive has been written to formalize the hearing conservation program and will be sent out to employees in December 1999. . Industrial Hygiene regarding Ultraviolet (UV) Exposure - UV safety training had been provided to employees but a formal safety directive relating to Ultraviolet (UV) exposure was not in place. A UV safety directive has been drafted and is currently under District-wide review. The final safety directive is scheduled to be out in January 2000. . Laboratory Safety - The District's laboratory is in the safest condition under current circumstances; however, there is not enough space to store all equipment and chemicals. The new laboratory will alleviate the storage issues. Staff is working with designers to ensure all measures will be in place for the new laboratory. 16 99 207 . Training - The District has always provided extensive safety training but some of the documentation was not in place. Staff is experimenting with new training software and programs to improve safety training efficiency and effectiveness and will continue to ensure that training documentation is in place. Ms. Greer stated that all original recommendations in the audit have been positively addressed, but employee safety is never "done." President Lucey thanked Ms. Greer for the update and requested that if staff is unable to meet any of the time lines, that the Board be notified in writing through the General Manager. Ms. Greer indicated that staff would do so. 2) Mr. Batts, General Manager, stated that the current District Annexation Policy dates back to 1986. The policy is quite general and basically sets forth the District's intent to provide sewer service to all in our service area, and to cooperate with both the Local Agency Formation Commission (LAFCO) and the cities on areas annexed to the District. In 1987 the Board expressed an interest in eliminating piecemeal annexations. Staff met with the Board Annexation Committee and the following alternatives were considered: . Have LAFCO add parcels . Annex islands . Annex irregular boundary areas . Annex to the Sphere of Influence There was no Board consensus on these alternatives at that time. Staff would like the Board to again consider the possibility of annexing islands or infilling within the current District boundary. Less than 100 islands comprising less than 800 parcels would be involved. There is no urgency and the final Board action, if taken, would be approximately one year from now. Staff has been in contact with LAFCO and the Board of Equalization, both of which encouraged this process. The Board should be aware that if the District were to proceed, there could be objections from affected members of the public. Advantages to the District of proceeding with infill annexations include savings in staff time over proceeding with individual annexations, estimated savings of as much as $ 150,000 in LAFCO and Board of Equalization fees, fewer Board actions would be required, and improved customer service by reducing time spent at the permit counter checking on parcels and annexation fees. Mr. Batts stated that there would be a cost of approximately $40,000 associated with compiling legal descriptions and maps and submitting the whole of island annexation at one time. With Board concurrence, staff would begin the process and report back to the Board with more detailed information on the costs, savings, and time involved. Member Boneysteele stated that there was no enthusiasm for this action on the part of the public in the past. Member Boneysteele cautioned staff to be prepared for considerable opposition and resistance. Public opposition by those affected can be extremely vociferous. Member Boneysteele suggested that staff review previous Board minutes on this subject. President Lucey presented a number of questions to staff. If a resident lived in one of these islands why would they want to be annexed to the District? Would this be considered a government grab? In terms of saving District money, this will cost the District $40,000. If a resident wanted to be annexed to the District, they would pay the costs. Why would the District 12 99 16 208 8) 12 pay it? If there is not a problem for the District now, why would we do this? Mr. Kenton L. Aim, Counsel for the District, stated that the fee structure is currently set up so that no annexation fees or costs are collected until the property actually connects. However, there is a positive impact to the District. If nothing is developed the positive impact would be very nominal but in future years it would increase based on the agreement between the District and Contra Costa County that provides the District with a percentage of taxes from the date of annexation forward. When property is sold, the basis jumps up and the District would receive a percentage. If the property is not annexed to the District, the District receives nothing. Mr. Batts stated that this would not be a cost per se to the property owners being annexed as a group; but as Member Boneysteele indicated, they may not recognize the benefit. Mr. Batts indicated that staff will begin the process and report back to the Board with more detailed information on the costs, savings, and time involved. 3) Mr. Batts, General Manager, announced that the District is advertising for the Outfall Improvements Project, Phase 4, DP 7184. The project will improve the Outfall wet weather flow capacity by installing a dedicated final effluent pump and modifying the Outfall weir structure located off Waterfront Road. The engineer's estimate for the work is $1.4 million. 4) Mr. Batts, General Manager, announced that the District is advertising for the Household Hazardous Waste Collection Facility Improvements Project, DP 8180. The project will improve ventilation and safety, increase storage, and allow for a flammable liquids bulking area. The engineer's estimate for the work is $275,000. 5) Mr. Batts, General Manager, announced that the District is advertising for the Recycled Water Customer Connections Blanket Contract as part of the Pleasant Hill Recycled Water Project, DP 7167. This blanket contract for sixteen items will allow customer connections and related pipeline installation over the next two years on a site by site basis. The engineer's estimate for the sixteen items is $217,000. The estimate is based on the number of customers that may connect. If a customer does not connect, that portion of the work will not be done and the District will not pay for it. 6) Mr. Batts, General Manager, stated that at the October 7, 1999 Board Meeting, the Board was advised that the District was advertising for the Pleasant Hill Recycled Water Line Cathodic Protection Project, DP 6142A. This was pulled because of right of way problems. Those problems have now been resolved. Additional tasks, including repair of a damaged rectifier on Court Street and addition of anode wells at Buchanan South Pumping Station, were added to the project and it is being re-advertised. The original engineer's estimate was $200,000. The engineer's estimate for the revised scope of work is $250,000. 7) Mr. Batts, General Manager, stated that at the October 7, 1999 Board meeting, the Board was advised that the District was advertising for the Orinda Crossroads and Moraga Pumping Stations Improvements Project, DP 5237. Bids were opened December 1, 1999, and all were above the engineer's estimate of $4.1 million. Staff is re-evaluating the bids, the project costs, and time lines, and will bring a recommendation to the Board in January. Mr. Batts, General Manager, advised the Board that Senior Engineer Tad Pilecki has been invited to speak at the Underground Construction Technology Conference in Houston, Texas. Expenses will be reimbursed in part by the conference. Costs to the District will be less than $500. Mr. 16 99 b. c. d. 209 Batts recommended that Mr. Pilecki be authorized to attend. The Board concurred. 9) Mr. Batts, General Manager, stated that the Board was given a copy of a draft Cal-OSHA citation relating to an accident where a District maintenance worker fell into a tank. The District has never received the final citation which was to incorporate the District's input and recommendations of the Cal-OSHA investigator. In a call to Cal-OSHA this week, the District learned that there will be no citation given for the accident, primarily because of timeliness. District safety staff will be meeting with Cal-OSHA on December 20, 1999 to ensure that the District has done everything it can and to bring closure to this matter. 10) Mr. Batts, General Manager, stated that all the Board Members were contacted with regard to scheduling a Budget Workshop. Based on input from the Board, a Budget Workshop has been scheduled for Thursday, January 27, 2000 at 2 p.m. COUNSEL FOR THE DISTRICT None SECRETARY OF THE DISTRICT 1 ) Ms. Joyce E. Murphy, Secretary of the District, reviewed proposed changes to the Board Meeting agenda and position paper formats. It is proposed that a description of planned staff presentations or anticipated discussions be included in bold following agenda items where appropriate. It is also proposed that the format for position papers be modified slightly to include new headings to highlight certain key information. It is proposed that the three new headings of: Recommendation Financial Impacts Alternatives/Consid e rations be included in the position paper immediately following the Issue. Following discussion, the Board concurred with the proposed modifications to the Board Meeting agenda and position paper formats. BOARD MEMBERS 1 ) Member Menesini announced that Dr. Gail Chesler, Associate Engineer, will speak on the subject of mercury at the December 20, 1999 Environmental Alliance discussion series. 8. HUMAN RESOURCES ADOPT RESOLUTION APPOINTING CURTIS W. SWANSON TO THE POSITION OF ENVIRONMENTAL SERVICES DIVISION MANAGER (M-26. $7.334-$9.320L EFFECTIVE DECEMBER 1. 1 999 a. It was moved by Member Menesini and seconded by Member Boneysteele, that Resolution No. 99-129 be adopted, appointing Mr. Curtis W. Swanson to the position of Environmental Services Division Manager (M-26, $7,334-$9,320), effective December 1, 1999. Motion approved on the following vote: 12 99 16 210 AYES: Members: Menesini, Boneysteele, Lucey NOES: Members: None ABSENT: Members: Nejedly, Hockett On behalf of the Board of Directors, President Lucey congratulated Mr. Swanson on his appointment. b. CREATE ONE PUBLIC INFORMATION AND GRAPHICS SUPERVISOR (S- 72. $4.705- $5.697) POSITION AND ADOPT THE JOB CLASSIFICATION DESCRIPTION: RECLASSIFY PUBLIC INFORMATION AND GRAPHICS COORDINATOR KEN GRUBBS (S-68. $4.275-$5.174) TO PUBLIC INFORMATION AND GRAPHICS SUPERVISOR: DELETE ONE PUBLIC INFORMATION AND GRAPHICS COORDINATOR POSITION Mr. Batts, General Manager, stated that District staff has addressed the long-term issue of the salary range of the Public Information and Graphics Coordinator position, comparing it to the skills and experience of those with similar responsibilities. It was moved by Member Menesini and seconded by Member Boneysteele, that a Public Information and Graphics Supervisor position be created with a salary range of (S- 72, $4,705-$5,697) and that the job classification description be adopted; that Public Information and Graphics Coordinator Ken Grubbs be reclassified to the new position; that the position of Public Information and Graphics Coordinator be deleted; and that Resolution No. 99- 130 be adopted, adding the Public Information and Graphics Supervisor position to the Management Support/Confidential Group. Motion approved on the following vote: AYES: Members: Menesini, Boneysteele, Lucey NOES: Members: None ABSENT: Members; Nejedly, Hockett 9. APPROVAL OF MINUTES a. MINUTES OF NOVEMBER 18. 1999 It was moved by Member Boneysteele and seconded by Member Menesini, that the minutes of November 18, 1999 be approved as presented. There being no objection, the motion was approved with Members Nejedly and Hockett being absent. 10. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED DECEMBER 16. 1999 Member Boneysteele, Chair of the Budget and Finance Committee, stated that he and President Lucey reviewed the expenditures and found no exceptions. Member Boneysteele reported that the Budget and Finance Committee also received a presentation on the changing world of Internet communication and an explanation of the installation of a DSL communication line at the District. Currently, the District has two Internet service providers, MindSpring and UUNet. Currently both lines are in use until final configurations have been completed on the District's Internet firewall software and new Internet service provider. Significant cost savings and very favorable service prompted the District to change service providers. It was moved by Member Boneysteele and seconded by President Lucey, that the Expenditure List dated December 16, 1999, including Self Insurance Check Nos. 101582- 101585, Running Expense Check Nos. 121818-122047, Sewer Construction Check Nos. 21762-21793, Payroll Manual Check Nos. 48613-48617, and Payroll Regular Check Nos. 50571-50635, be approved as recommended. There being no objection, the motion was approved with Members Nejedly and Hockett being absent. 12 16 99 1 1. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 12. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Menesini congratulated Mr. Curt Swanson on his promotion and Mr. Ken Grubbs on his reclassification, and indicated that he appreciated the skills, abilities, and loyalty of Messrs. Swanson and Grubbs. 13. ADJOURNMENT There being no further business to come before the Board, President Lucey adjourned the meeting at the hour of 3:15 p.m. COUNTERSIGNED: Se e r of the Central Contr Costa Sam ry District, County of Contra Costa, State of California C<- President of the Board of Direct s, Central Contra Costa Sanitary istrict, County of Contra Costa, State of California 12 16 211 99