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HomeMy WebLinkAboutBOARD MINUTES 06-18-98 150 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JUNE 18, 1998 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 501 9 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on June 18, 1998. President Nejedly called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Lucey, Menesini, Hockett, Boneysteele, Nejedly ABSENT: Members: None 2. PUBLIC COMMENTS Member Lucey introduced his wife Mrs. Belinda Lucey and his mother-in-law, who were present in the audience. The Board and staff welcomed them to the Board Meeting. President Nejedly welcomed Mr. David Clovis, the new Safety and Risk Manager, to his first meeting of the Board of Directors. President Nejedly indicated that the East Bay Regional Park District will miss Mr. Clovis, but the District is happy to have him on board. 3. CONSENT CALENDAR It was moved by Member Menesini and seconded by Member Lucey, that the Consent Calendar, consisting of Items a. through c., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. Resolution No. 98-065 accepting work and Offers of Dedication from Milton and Jewell Zweig, Job 5284, Parcel 2, Little Road in Pleasant Hill, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Menesini, Lucey, Hockett, Boneysteele, Nejedly None None b. Resolution Nos. 98-066 and 98-067 were adopted, approving the boundary map of a demonstration project to be named Alhambra Way Contractual Assessment District (CAD) No. 98-1 and requesting consent from the City of Martinez for the District to conduct proceedings for Alhambra Way CAD No. 98-1. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Menesini, Lucey, Hockett, Boneysteele, Nejedly None None 06 18 98 151 c. The Board was advised of the close out of 13 Capital Improvement Projects with a net underrun of $548,705 which will result in $104,354 being returned to the Treatment Plant Program, $424,351 being returned to the Collection System Program, $7,000 being returned to the General Improvements Program, and $13,000 being returned to the Recycled Water Program. This item was presented to the Board of Directors for information only. No action was taken. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Mr. Roger J. Dolan, General Manager-Chief Engineer, requested that Item 7.a., Engineering, be taken out of order to accommodate interested persons in the audience. President Nejedly proceeded to Item 7.a., Engineering. a. 7. ENGINEERING ADOPT A RESOLUTION AUTHORIZING THE RECORDATION OF THE AGREEMENT OF JAY AND LINDA STEUER PERTAINING TO A TEMPORARY PRIVATE SANITARY SEWER CONNECTION. JOB 4044 Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Jay S. McCoy, Environmental Services Division Manager, who described the location and topography of the area surrounding the Steuer property at 41 Camino Del Diablo in Orinda. The nearest sewer is about seven feet higher than the ground elevation at the Steuer home making gravity service impossible at this time. If a project is done to serve the 15 nearby properties in the future, the Steuer property could be added to that project. Mr. and Mrs. Steuer have requested a temporary private sewer connection and have agreed to the following terms: . Mr. and Mrs. Steuer will, at their sole cost, install a temporary residential pump and sewer connection to their property; the installation is projected to be completed by August 1, 1998. . If and when a public sewer is installed in front of the Steuer property, the Steuers will pay their share of the cost of the public sewer and connect to it within a reasonable time. . Thereafter, the Steuers will abandon the temporary private sewer, or the District will abandon it at the Steuers' expense. . The Steuers will sign an agreement containing the above conditions, which, when recorded, will provide notice to future purchasers of the Steuers' property of the temporary nature of the sewer connection and potential liability for costs associated with connection to the public sewer system. Mr. McCoy stated that Mr. and Mrs. Steuer executed such an agreement on June 10, 1998. Board adoption of a resolution authorizing recording is requested at this time. Mr. Jay Steuer addressed the Board, indicating that this has been a long process and District staff has been very helpful in trying to resolve the issue. In response to a question from Member Hockett, Mr. McCoy stated that there are three or four other property owners in the area who may have similar requests in the future. Discussion followed with regard to the reliability of the private residential pump, the standard required for the private residential pump and pipe, and indemnification provisions in the agreement. It was moved by Member Hockett and seconded by Member Menesini, that Resolution No. 98-068 be adopted, authorizing the recordation of the agreement of Jay and Linda Steuer pertaining to a temporary private sewer connection for 41 Camino Del Diablo, Orinda, Assessor's Parcel No. 264-101-006, Job 4044. Motion unanimously approved on the following vote: 06 18 98 152 AYES: Members: Hockett, Menesini, Lucey, Boneysteele, Nejedly NOES: Members: None ABSENT: Members: None At this time, President Nejedly reverted to the order of the agenda. a. 5. BIDS AND AWARDS AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO RANGER PIPELINES. INC. FOR THE BOLLINGER CANYON LEACH FIELD ABANDONMENT PROJECT. DP ~ Mr. Dolan, General Manager-Chief Engineer, stated that the Bollinger Canyon leach field was established more than 30 years ago as a temporary system to serve septic tank facilities in the Bollinger Canyon area. The pipeline is now out of service and this project will abandon the pipeline and secure all manhole covers. Staff would recommend award of contract to the lowest bidder, Ranger Pipelines, Inc. Following discussion of the contaminated groundwater previously found in the area and the District's response, it was moved by Member Menesini and seconded by Member Lucey, that award of contract for construction of the Bollinger Canyon Leach Field Abandonment Project, DP 4797, in the amount of $147,000, be authorized to Ranger Pipelines, Inc., as the lowest responsible bidder. There being no objection, the motion was unanimously approved. a. 06 18 6. REPORTS GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, stated that the Board is aware that there have been a number of problems on the South Orinda Sewer Improvements Project. Mr. Dolan stated that Capital Projects Division Manager William E. Brennan and his staff have been working hard to handle them. Mr. Dolan introduced Mr. Brennan, who described the situation and showed photographs of the location where the microtunneling head was stuck under the City of Orinda's mini park. A tunnel was excavated from the Orinda Crossroads Pumping Station to reach the head. The head was damaged and stopped when it encountered an 18 by 18-inch concrete pier deadman with stainless steel wire in it. Mr. Brennan used diagrams to describe the situation and process used to reach the damaged machine. The 90-foot long excavation reached the damaged machine dead on. Once the excavation was completed, rails were put in and the damaged machine removed. On June 11, 1998 the damaged machine was shipped to Minnesota for repair. It arrived on June 16, 1998. Assistant Engineer Chuck Canepa went with the machine. The factory indicated that the machine will be repaired and shipped by July 9, 1998, and should arrive here by July 13, 1998. Mr. Brennan stated that this problem could delay the project completion until the end of February 1999. District staff is investigating the feasibility of trying to obtain a third microtunneling machine to try to complete the project by the end of the year. The District is committed to getting in, completing the work, and getting out as quickly as possible. Repair of the machine will have a substantial cost which is not yet known. That will be negotiated with Mountain Cascade. The machine is being repaired quickly to minimize stand-by time. Discussion followed with regard to the anticipated completion date of the project, and bringing in another microtunneling machine. In response to questions from Member Lucey, Mr. Brennan stated that a search is being made around the country for another microtunneling machine. A conventional tunneling machine was brought in previously when another 98 153 microtunneling machine was not available. Mr. Brennan stated that he understands that another microtunneling machine may be coming off another job and it is hoped that we can get that. Mr. Brennan stated that the project may still be within the budget contingency. Negotiations are proceeding with Mountain Cascade. Cost overruns are anticipated as a result of the damage to the microtunneling machine. Mr. Brennan showed a map highlighting the work that has been completed to date and the work yet to be done. The open cut and pipe bursting portions of the project were finished previously. Mr. Brennan stated that major restoration is being done on Mr. lande's property at 110 Moraga Way, Orinda. Mr. Brennan described the other restoration work that is being done at the Payless parking lot, and the point repairs being done along Moraga Way. To date Mountain Cascade has been paid $4,727,513. The contract value is $10,574,246 plus negotiated change orders of $272,699 for a current total of $10,846,945. Member Hockett stated that the District is doing the best that it can under the circumstances. The material encountered under the Orinda mini park was unforeseen. Member Hockett stated that she understands there is tension from the City of Orinda and the residents, but staff is doing a good job in trying to solve the problems. 2) Mr. Dolan, General Manager-Chief Engineer, stated that Mt. View Sanitary District will hold an event on Saturday, June 20, 1998 to celebrate its 75th anniversary. A resolution has been prepared for the Board's consideration recognizing and commending Mt. View Sanitary District. It was moved by Member Menesini and seconded by President Nejedly, that Resolution No. 98-064 be adopted, recognizing Mt. View Sanitary District for 75 years of service to the community. There being no objection, the motion was unanimously approved. 3) Mr. Dolan, General Manager-Chief Engineer, stated that an increase of approximately 10 percent for retirement costs had been factored into the District Operations and Maintenance Budget presented to the Board. The Contra Costa County Retirement Board has now set the retirement rate for the coming fiscal year. The figure budgeted by the District will be sufficient with perhaps a $100,000 to $150,000 surplus. The 1998-1999 retirement rate set by the County Retirement Board does not reflect the full impact of the cost of the Ventura decision. The full impact will be included in future years. 4) Mr. Dolan, General Manager-Chief Engineer, stated that a memorandum was distributed to the Board relative to the pending Regional Water Quality Control Board (RWQCB) action against the District resulting from the February 1998 raw sewage overflow from the Orinda Crossroads Pumping Station. The RWQCB has not yet decided on a fine. At the next Board meeting staff will provide a report on this and other related incidents. 5) Mr. Dolan, General Manager-Chief Engineer, stated that staff appreciated the Board's leadership and support during the Strategic Planning process. At the next Board Meeting review, fine tuning, and approval of the mission statement will be calendared. Staff would also like to suggest a plan to communicate the status of the Strategic Planning process with employees including a draft of the core values, strategic issues, and mission. By the end of July, staff hopes to have a draft vision statement which could go out to employees for future input. This will also allow additional opportunities for Board input prior to communicating with the employees beginning in August. Mr. Dolan stated that there will also be an opportunity to reschedule the third and fourth Strategic Planning sessions to more convenient times for the Board. Member Lucey stated that he would hope 06 18 98 154 that a fourth session is not needed and that the work can be accomplished in the time allotted for the third session. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT None d. BOARD MEMBERS 1 ) Member Menesini reported that he and Laboratory Superintendent Bhupinder Dhaliwal and Director of Engineering Charles Batts attended the Environmental Alliance workshop at which Mr. Donald Freitas reported on the Contra Costa County Clean Water Program (Illicit Discharge Elimination Program) and the District's sharing in that program. The Environmental Alliance is also planning a large educational program for high school students focusing on environmental issues which will dovetail into concerns of the District. Member Menesini also reported that Community Affairs Manager Harriette Heibel attended an educational program planning meeting. BREAK No break was taken. 7. ENGINEERING a. ADOPT A RESOLUTION AUTHORIZING THE RECORDATION OF THE AGREEMENT OF JAY AND LINDA STEUER PERTAINING TO A TEMPORARY PRIVATE SANITARY SEWER CONNECTION. JOB 4044 This item was taken out of order earlier in the agenda. b. AUTHORIZE AMENDMENT NO.1 TO THE CONTRACT AMONG CENTRAL CONTRA COSTA SANITARY DISTRICT. THE WEST COUNTY WASTEWATER DISTRICT. AND THE CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT TO EXTEND THE TERM OF THE ILLICIT DISCHARGE ELIMINATION PROGRAM CONTRACT Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Bart Brandenburg, Pollution Prevention Superintendent, who reported that the Contra Costa County Clean Water Program (Illicit Discharge Elimination Program) one-year contract for stormwater inspections was executed in July 1997. The participants, including eleven cities, wish to extend the contract for another two years. There is a complete cost reimbursement for inspection services performed by the District. The first year of the program has been successful. About 90 percent of the inspections were combined pretreatment and stormwater inspections. These combined inspections are very efficient and effective when compared to separate stormwater and pretreatment inspections. During the first year of the program, stormwater inspections focused on vehicle service facilities and restaurants. The contract called for 384 stormwater inspections to be done in the first year. Those will be completed by the end of June 1998. To date approximately 130 Notices of Violation have been issued. Mr. Brandenburg showed slides of Stormwater Code violations found, described the enforcement process, and displayed examples of the educational materials given out when inspections are conducted. Following discussion of problem polluters and possible safety violations, it was moved by Member Hockett and seconded by President Nejedly, that the General Manager-Chief Engineer be authorized to execute Amendment No.1 to the contract among Central Contra Costa Sanitary District, the West County Wastewater District, and the Contra Costa County Flood Control and Water Conservation District to extend the term of the 06 18 98 155 Contra Costa Clean Water Program for the Illicit Discharge Elimination Program contract. There being no objection, the motion was unanimously approved. c. ADOPT A RESOLUTION DELEGATING TO THE GENERAL MANAGER-CHIEF ENGINEER THE AUTHORITY TO FILE ACTIONS IN SMALL CLAIMS COURT It was moved by Member Lucey and seconded by Member Hockett, that Resolution No. 98-069 be adopted, delegating the authority to file actions in small claims court to the General Manager-Chief Engineer or designee. Motion unanimously approved on the following vote: AYES: Members: Lucey, Hockett, Menesini, Boneysteele, Nejedly NOES: Members: None ABSENT: Members: None 8. HUMAN RESOURCES a. DENY APPEAL OF DISCIPLINE BY UNION ON BEHALF OF SENIOR ENGINEERING ASSISTANT KENT VON ASPERN IN ACCORDANCE WITH ARBITRATOR'S RECOMMENDATION It was moved by Member Hockett and seconded by Member Lucey, that the appeal of discipline by the Union on behalf of Senior Engineering Assistant Kent Von Aspern be denied and dismissed in accordance with the arbitrator's recommendation, as the final action of the District. There being no objection, the motion was unanimously approved. 9. APPROVAL OF MINUTES a. MINUTES OF REGULAR BOARD MEETING OF MAY 21. 1998 b. MINUTES OF ADJOURNED REGULAR BOARD MEETING OF MAY 29. 1998 It was moved by Member Menesini and seconded by President Nejedly, that the minutes of the Regular Board Meeting of May 21, 1998 and the minutes of the Adjourned Regular Board Meeting of May 29, 1998 be approved as presented. There being no objection, the motion was unanimously approved. 10. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED JUNE 18. 1998 Member Boneysteele, Chair of the Budget and Finance Committee, stated that he and President Nejedly reviewed the expenditures and found them to be satisfactory. It was moved by Member Boneysteele and seconded by President Nejedly, that the Expenditure List dated June 18, 1,998, including Self-Insurance Check Nos. 101455- 101458, Running Expense Check Nos. 110986-111300, and Sewer Construction Check Nos. 19844-19909, be approved as recommended. There being no objection, the motion was unanimously approved. 11. BUDGET AND FINANCE a. APPROVE A BOARD RESOLUTION TO ADOPT THE 1998-1999 PERSONNEL. EQUIPMENT. CAPITAL IMPROVEMENT. OPERATIONS AND MAINTENANCE. AND SELF-INSURANCE FUND BUDGETS AS COMPRISING THE 1998-1999 DISTRICT BUDGET Mr. Dolan, General Manager-Chief Engineer, stated that the Board has reviewed each budget in detail. Staff would now recommend final adoption. 06 18 98 156 Member Lucey thanked staff for separately identifying a line item in the Operations and Maintenance (O&M) Budget for overtime. Member Lucey stated that he hopes that the separate line item will help in monitoring overtime usage. It was moved by Member Hockett and seconded by Member Lucey, that Resolution No. 98-070 be adopted, adopting the 1998-1999 Personnel, Equipment, Capital Improvement, Operations and Maintenance, and Self-Insurance Fund Budgets, as comprising the 1998- 1 999 Central Contra Costa Sanitary District Budget. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Lucey, Menesini, Boneysteele, Nejedly None None 12. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 13. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Lucey suggested that the Board discuss and consider adopting guidelines or policy relative to unusual sewering situations such as have recently come to the Board for consideration since there will likely be more and more of these situations in the future. Following discussion, it was agreed that this matter will be calendared for discussion at a Capital Projects Committee Meeting and scheduled for discussion at a future Board Meeting. 14. ADJOURNMENT There being no further business to come before the Board, President Nejedly adjourned the meeting at the hour of 3: 13 p.m. to reconvene at 3:00 p.m. on Tuesday, June 30, 1998, in the Third Floor Executive Conference Room, 5019 Imhoff Place, Martinez, California, for an Adjourned Board Meeting/Workshop to discuss the process for filling the General Manager-Chief Engineer position upon the retirement of Roger J. Dolan. PrQ:~';e B~rd .r'ø?~o;;' Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Sec e a~ of the Central on a Costa San ry District,- County of Contra Costa, State of California 06 18 98