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HomeMy WebLinkAboutBOARD MINUTES 02-16-95 28 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON FEBRUARY 16, 1995 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 3:00 p.m. on February 16, 1995. President Hockett called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Dalton, Rainey, Boneysteele, Hockett ABSENT: Members: Menesini Member Menesini had previously advised staff that he would be unable to attend this meeting and had requested that he be excused. 2. PUBLIC COMMENTS None 3. AWARDS AND COMMENDATIONS a. RECEIVE CALIFORNIA WATER POLLUTION CONTROL ASSOCIATION ENGINEERING PROJECT OF THE YEAR AWARD FOR THE ULTRAVIOLET DISINFECTION PROJECT Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that the California Water Pollution Control Association (CWPCA), San Francisco Bay Section, Engineering Achievement Award was given to the District for the Ultraviolet (UV) Disinfection Project at the annual CWPCA meeting on February 3, 1995. Mr. Dolan introduced Mr. Douglas J. Craig, Planning Division Manager, who stated that the District's UV Disinfection Project was selected for the award based on the following criteria: . Application of new technology . Health and safety issues . Impacts on environment . Cost effectiveness . Flexibility, reliability, and efficiency Mr. Craig thanked UV Project Team Members Senior Engineering Assistant Kent Von Aspern, Associate Engineer Don Berger, Plant Engineering Division Manager Bill Brennan, Planning Division Manager Doug Craig, Plant Operations Division Manager Jim Kelly, Associate Engineer Randy Grieb, Control Systems Engineer Garth Williams, Plant Operations Superintendent Ted Smith, Plant Maintenance Division Manager John Pearl, Senior Engineer Jim Belcher, and Plant Maintenance Superintendent Dale Ohda for their contributions on the project. President Hockett commended Mr. Craig and the Project Team Members for their outstanding and innovative efforts on behalf of the District. 4. CONSENT CALENDAR It was moved by Member Rainey and seconded by Member Dalton, that the Consent Calendar, consisting of Items a. through e., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. 02 16 95 None 29 a. The contract work for the Secondary Clarifier Improvements Project, DP 20089, was accepted and the filing of the Notice of Completion was authorized. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Boneysteele, Hockett NOES: Members: None ABSENT: Members: Menesini b. March 2, 1995, at 3:00 p.m. was set as the date and time for a public hearing to receive public comment prior to considering approval of routes for the Pleasant Hill Relief Interceptor and the Recycled Water Pipeline Project. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Boneysteele, Hockett NOES: Members: None ABSENT: Members: Menesini c. Out-of-state travel was authorized for Mr. Dennis Karaim, Engineering Technician III, to attend scanning training in Huntsville, Alabama. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Boneysteele, Hockett NOES: Members: None ABSENT: Members: Menesini d. Staff was authorized to secure the services of an arbitrator in accordance with the District's disciplinary appeal procedures in the appropriate discipline of Mr. David Hollenbach, Mechanical Maintenance Technician III. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Boneysteele, Hockett NOES: Members: None ABSENT: Members: Menesini e. The claim for $10,000 plus medical and special damages from Mr. John Geasa was denied and referred to staff for further action as required. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Boneysteele, Hockett NOES: Members: None ABSENT: Members: Menesini 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER 02 16 95 30 6. BIDS AND AWARDS a. APPROVE RELIEF OF BID REQUEST FROM D.E. BIANCHINI. INC.. AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO M&G CONSTRUCTION FOR ROSSMOOR SEWER IMPROVEMENTS PROJECT PHASE I. DP 4986. OR TAKE OTHER SUCH ACTION AS APPROPRIATE Mr. Dolan, General Manager-Chief Engineer, provided background on the matter at hand, noting that the District wishing to show good faith, has provided draft agreements to UDC Homes, the 12 Rossmoor Mutuals, and the Golden Rain Foundation. Staff hoped to have those agreements signed by this meeting. In addition, the design and bid documents for the construction of the Rossmoor sewer improvements were assembled. However, there have been some delays. Staff requested both from UDC and the Rossmoor Mutuals that signed agreements be ready today so the Board could authorize award of the construction contract. Eleven of the 12 mutuals have signed the agreements through the diligent efforts of Rossmoor residents. UDC has not signed but has indicated they will sign. Mr. Dolan recommended that the Board authorize the General Manager-Chief Engineer to execute the construction contract upon UDC's execution of the agreement with the District. There is a complication, however. Mr. Dolan stated that in reviewing the apparent low bid proposal from D.E. Bianchini, Inc., staff found that no subcontractors were listed. Shortly thereafter, the District received a written request for relief of bid from D.E. Bianchini, Inc. citing a clerical error in preparing their bid. Mr. Dolan recommended that the District relieve D.E. Bianchini, Inc. from their bid and authorize award of contract to the lowest responsible bidder, M&G Construction. Mr. Kenton L. Aim, Counsel for the District, endorsed the staff recommendation. Following discussion, it was moved by Member Boneysteele and seconded by Member Rainey, that the request for relief of bid from D.E. Bianchini, Inc. be approved and that staff be directed to return their bid bond; that award of contract for construction of the Rossmoor Sewer Improvements Project, DP 4986, in the amount of $211,604 be authorized to M&G Construction as the lowest responsible bidder, contingent upon execution of agreements with UDC Homes, Inc., the Rossmoor Mutuals, and the Golden Rain Foundation of Rossmoor. There being no objection, the motion was approved with Member Menesini being absent. 7. ENGINEERING a. INITIATE PROCEEDINGS TO CHANGE THE DISTRICT'S SPHERE OF INFLUENCE (SOl) AND FORMALLY ANNEX 33.88 ACRES OF LAND ADJOINING THE DISTRICT'S EXISTING SOl AND BOUNDARY IN THE LAWRENCE ROAD AREA OF DANVILLE Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Russell B. Leavitt, Planning Assistant, who briefly highlighted the history of the Lawrence/Leema Road Specific Plan Area, the proposed annexation of this rural residential/agricultural area south of Blackhawk, and future sewer service requirements. Mr. Leavitt stated that the Specific Plan will allow about 315 single family residences. The proposed annexation, which covers a portion of the Specific Plan area, includes 122 single family lots, all of which flow by gravity to District sewers in Camino Tassajara. Capacity is available. Mr. Leavitt stated that there is no known public agency or private opposition to District annexation. Mr. Leavitt stated that the Lawrence/Leema Road Specific Plan identified the future need for a pumping station at the south end of Lawrence Road which would serve about 600 additional potential single family lots within and outside the Specific Plan area. This information is presented for the Board's information. No action is required at this time. Discussion followed with regard to payment of future operations and maintenance costs, and future projects and sewer service requirements in the area. It was moved by Member Rainey and seconded by member Dalton, that Resolution No. 95-007, a resolution of application to the Local Agency Formation Commission (LAFCO) for the annexation of 33.88 acres of land adjoining the District's existing SOl and boundary in the Lawrence Road area of Danville (DA 132), be adopted and that LAFCO be requested to revise the District's current SOl to include the subject properties. Motion approved on the following vote: 02 16 95 31 AYES: Members: Rainey, Dalton, Boneysteele, Hockett NOES: Members: None ABSENT: Members: Menesini It was noted for the record that Member Boneysteele's vote on this matter should not be construed as any tacit agreement to going forward with future annexations. 8. TREATMENT PLANT a. BOARD ACCEPTANCE OF THE 1994 SELF-MONITORING PROGRAM REPORT Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Charles W. Batts, Plant Operations Department Manager, who stated that the Annual Self-Monitoring Program Report is basically the District's report card to the Regional Water Quality Control Board for the past year. Mr. Batts stated that the treatment plant met all effluent requirements throughout the year except for 42 brief non-zero chlorine residual violations, two total coliform violations, one settleable solids violation, and one receiving water pH violation. While this has not been as good a year as in the past, it was still very good especially in light of the large number of major construction projects on the plant site including the Headworks, Pleasant Hill Interceptor, Odor Control, Secondary Clarifier Improvements, Aeration Basin Selector, Aeration Basin Improvements, Standby Power, and Cogeneration projects. All of these projects had a great impact on plant operations. Discussion followed with regard to unexplained coliform excursions, a toxicity event, testing done by the Plant laboratory personnel, and the peaks occurring in the November timeframe. Following discussion, President Hockett declared that the 1 994 Annual Self-Monitoring Program Report was duly accepted. 9. APPROVAL OF MINUTES MINUTES OF ADJOURNED REGULAR BOARD MEETING OF JANUARY 17. 1995 a. It was moved by Member Dalton and seconded by Member Boneysteele, that the minutes of the Adjourned Regular Board Meeting of January 17, 1995, be approved as presented. There being no objection, the motion was approved with Member Menesini being absent. b. MINUTES OF ADJOURNED REGULAR BOARD MEETING OF JANUARY 24. 1995 It was moved by Member Rainey and seconded by Member Boneysteele, that the minutes of the Adjourned Regular Board Meeting of January 24, 1995, be approved as presented. There being no objection, the motion was approved with Member Menesini being absent. 10. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED FEBRUARY 16. 1995 Member Boneysteele, member of the Budget and Finance Committee, stated that he reviewed the expenditures and found them to be satisfactory. It was moved by Member Boneysteele and seconded by Member Dalton, that the Expenditure List dated February 16, 1995, including Self-Insurance Check No.1 00922, Running Expense Check Nos. 87421-87724, Sewer Construction Check Nos. 15263- 15319, and Payroll Check Nos. 37433-37719, be approved as recommended. There being no objection, the motion was approved with Member Menesini being absent. 02 16 95 32 a. 11. BUDGET AND FINANCE RECEIVE THE 1994-1995 OPERATIONS AND MAINTENANCE BUDGET REVIEW AND FINANCIAL STATEMENTS FOR THE SIX MONTHS ENDED DECEMBER 31. 1994 Mr. Dolan, General Manager-Chief Engineer, introduced Ms. Collette Curtis-Brown, Accounting Supervisor, who summarized the results of the first six months of the fiscal year and projections through June 30, 1995. For the first six months ended December 31, 1994, Operations and Maintenance (O&M) revenues totaled $12,750,000 or $123,000 over budget, representing a 1.0 percent favorable variance. At December 31, 1994, total O&M expenses were $12,800,000 or $1,150,000 below budget, representing an 8.2 percent favorable variance. Revenue over expense at December 31, 1994, was a negative $76,546 as compared to a six-month budgeted shortfall of $1,350,932 for a favorable variance of $1,274,386. Ms. Curtis-Brown reported that it is projected that at June 30, 1995, revenues will be $28,152,100 compared to a budget of $27,916,000 for a favorable variance of $235,300 or 0.8 percent. It is projected that expenditures will be $26,985,623 as compared to the annual budget of $27,718,169 for a favorable variance of $732,546 or 2.6 percent. Revenue over expense is projected to be $1,166,477 as compared to a budget of $198,631 for a positive difference of $967,846. At June 30, 1995, it is projected that the reserve will be $5,600,235. Ms. Curtis-Brown reviewed projected major variances in revenues and expenses for the fiscal year ended June 30, 1995, noting the efforts of the Dewatering Process Redesign Team and Laboratory staff which resulted in significant reductions in chemicals needed equating to reductions in expenses, and the work of the Revenue Task Force which identified $850,000 in one-time revenues and $300,000 in revenues which can be billed annually. President Hockett thanked Ms. Curtis-Brown for her presentation and declared that the 1994-1995 Operations and Maintenance Budget Review and the Financial Statements for the six months ended December 31, 1994 were duly received. President Hockett commended all District employees, the Work Redesign Teams and Task Forces for their concerted efforts in achieving this favorable budget condition. Mr. Dolan, General Manager-Chief Engineer, stated that this is the fourth year in a row of flat budgeting. Some savings such as lower than budgeted retirement rates and Concord flow are independent of the efforts of the District although they contributed to the favorable condition. However, throughout the District, the Work Redesign effort has encouraged employees to look at ways to save money and do things in an efficient, cost effective way. b. INVESTMENT REPORT Ms. Deborah Ratcliff, Controller, reported that an Ad Hoc Certificates of Participation (COP) Investment Committee meeting was held on January 25, 1995 to discuss investment strategy relative to the $25 million COP proceeds. Ms. Ratcliff stated that COP proceeds must be spent on specific projects as set forth in the Official Statement. For that reason, COP proceeds investments are being tracked and invested separately. COP proceeds are invested in Treasury bills, with the exception of $6 million which is invested in the COP Local Agency Investment Fund (LAIF) account. It is projected that the proceeds will be spent by September 1995. Ms. Ratcliff stated that all other investments for both the O&M and Capital Funds are being invested in Treasury bills and Treasury notes and a maximum of $5 million in the LAIF account. For liquidity needs, an additional $5 million is invested in short-term (30-day) commercial paper or Treasury bills. Ms. Ratcliff stressed that safety and liquidity are of primary importance, and maximizing return is secondary. Ms. Ratcliff stated that the situation in Orange County has brought up many concerns. Staff is looking closely at the District's Investment Policy. Contra Costa County is managing the District's investments and staff is reviewing that carefully as well. At noon on March 14, 1995, the Board of Supervisors will conduct a workshop on this issue. Over the next few months, District Council will evaluate legal risks of continuing to use the County investment function, and staff will employ a consultant to evaluate bringing this function inhouse. 02 16 95 33 Ms. Ratcliff reported that the District's temporary investments were held in Treasury bills and notes and the District's LAIF account with interest rates ranging from 3.7 percent to 6.9 percent. The latest interest rate at January 1995, was 6.84 percent. The average yield for the LAIF account through December 1994 was 5.5 percent. President Hockett thanked Ms. Ratcliff for her report and declared that the February 1995 report of temporary investments was duly received. None a. 12. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 13. REPORTS GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Ken Grubbs, Public Information and Graphics Coordinator, who stated that the Lindsay Museum plans to hold a Water Festival on Saturday, May 20, 1995, focusing on the source, use, and reuse of water with the goal of raising public awareness about important issues relating to water quality. The District has been asked to participate in two ways, as a sponsor and as an exhibitor. Mr. Grubbs described the event, and the water-related theme and activities for both adults and children, stating that this is an excellent opportunity for the District to communicate its pollution prevention message. With the Board's approval, the District will participate in the event with an exhibit on pollution prevention. If the Board's decides to participate in sponsoring the event, Mr. Grubbs stated that he would be happy to represent the District in planning the event. Following discussion, it was the consensus of the Board that out of respect for the significant contributions of recently deceased Board Member John B. Clausen to the District and its ratepayers, the Board of Directors wishes to dedicate the District's sponsorship of the Water Festival in memory of Board Member Clausen. Recalling Board Member Clausen's strong commitment to the local residents and his interest in recycled water and protection of the environment, sponsorship of the Water Festival seems a fitting tribute to his accomplishments. Following discussion, it was moved by Member Rainey and seconded by Member Boneysteele, that sponsorship of the Lindsay Museum Water Festival event be authorized in the amount of $10,000 in memory of recently deceased Board Member John B. Clausen. There being no objection, the motion was approved with Member Menesini being absent. 2) Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Jim Coe, Associate Engineer, who provided an update on the Recycled Water Business Plan for Zone 1, and reviewed the schedule and steps in development of future projects. Mr. Coe reviewed the water rates used in the business plan analysis, and stated that the project cost for Zone 1 is estimated to be $5 million. Mr. Coe reviewed the Central Contra Costa Sanitary District (CCCSD)/Contra Costa Water District (CCWD) joint project proposal as follows: . CCCSD would design and construct the project; . Capital costs would be shared 50/50; . CCCSD would own and operate treatment systems, main pumps, and pipes; . CCWD would own and operate service mains, meters, and the billing system; . Revenue would pay for O&M costs first; and 02 16 95 ----------------------------------------------------- -------- . -- ----------------- 34 02 . Net revenue would be shared 50/50. Discussion followed in which the Board expressed support for the project and approach. President Hockett thanked Mr. Coe for his report. 3) Mr. Dolan, General Manager-Chief Engineer, stated that Ms. Elaine Jacobs, Assistant Engineer (Solid Waste), has led the effort to reduce waste going into landfills. Mr. Dolan introduced Ms. Jacobs who distributed copies of the Annual Report for the Home Composting for Busy People Program and presented an overview of the program, stating that over 3,000 people have participated in the home composting program since it began in 1993. In July 1993, the Central Contra Costa Solid Waste Authority (CCCSWA) took over sponsorship of the program. Ms. Jacobs reported that 75 percent of workshop participants indicate they are motivated to begin or continue composting, and 60 percent of Central San's 1994 survey respondents indicate they are active composters. Ms. Jacobs noted that staff believes these results are somewhat biased because of the audience surveyed and the way in which the questions were asked, but staff does believe that there are a significant number of composters in the District's franchise area. Active com posters divert approximately 16 gallons of yard waste per week. The CCCSWA Request for Proposals (RFP) for Solid Waste and Recycling Services - Post 1996 provides an exemption for curbside yard waste service that may impact program participation. The cost of the current program is $29 per workshop participant and $4.25 per video recipient. About 40 video requests are received per month and about 30 peoples participate in workshops each month. Ms. Jacobs stated that both the workshop and video components of the program are important to the program's success. President Hockett thanked Ms. Jacobs for her report. 4) Mr. Dolan, General Manager-Chief Engineer, reported that a report has been sent to the Regional Water Quality Control Board concerning the system performance during the peak rainfall intensity periods of the January 1995 storms. The District experienced overflows in Martinez and Orinda. The capacity of the Martinez Pumping Station was inadequate to handle the inflow. The Board of Directors has authorized award of a contract that will increase pumping station capacity in Martinez by 50 percent. The second overflow from a District pipeline in Martinez occurred in the Shell refinery as a result of a brief electrical failure at the Maltby Pumping Station. A capital improvement project at the Maltby Pumping Station was recently completed. This project included installation of new equipment in the electrical system which contributed to the failure but has since been corrected. Staff does not believe this problem will occur again, but there is a power supply problem at Maltby and staff will be working on that in the future. There was a power failure in Orinda during the storm. The diesel-driven pump failed to start automatically at the Orinda Crossroads Pumping Station. An operator was immediately dispatched to Orinda to start the equipment. Freeway traffic problems slowed his arrival, but the equipment was back in operation after 48 minutes. Overflows occurred north of the Orind.a Crossroads Pumping Station related to other pumping stations that feed into the system. There is a future project for improvement of the Orinda Pumping Station. There was also an overflow in Orinda in a pipeline segment previously identified as having inadequate capacity. Root intrusion in that pipe made the problem worse. There is a pipeline project to parallel that pipeline in the Capital Plan. Mr. Dolan stated that although we suffered the above problems during the recent storms, those problems occurred in areas that had already been identified for future projects. 6) Mr. Dolan announced that Ms. Barbara Miller, the facilitator/consultant hired by the District to help in planning a Board workshop, has completed the 16 95 7) 8) 9) 35 interview process and has recommended against conducting a workshop at this time. Mr. Dolan stated that he will be working with Members Rainey and Menesini on this matter. Mr. Dolan announced that Cultural Diversity Training will begin soon. This effort has started with a small group including managers, Affirmative Action Committee representatives, and representatives from each department. Eventually all employees should receive the training. Mr. Dolan reported that there continues to be problems with the Acme leachate. Acme has had difficulty in getting their plant to operate properly and their effluent quality has been a problem. The Regional Water Quality Control Board is planning to take some action against Acme. Unless the situation improves, District staff will tell the Regional Board that the District may be unable to accept the leachate. Mr. Dolan announced that the California Water Pollution Control Association, San Francisco Bay Section, has made the following nominations: Maintenance Technician II Bob Yates was nominated for the Mechanical Technologist of the Year Award, Maintenance Crew Member II Tifton Gantt was nominated for the Collection System Operator of the Year Award, Shift Supervisor Mel Strong was nominated for the AI Ditman Professional Development Award, the Ultraviolet Disinfection Project was nominated for the Engineering Achievement Award, the Secondary Clarifier Evaluation was nominated for the Engineering Research Award, and the Safety Program was nominated for the Safety Program of the Year Award. Mr. Dolan stated further that Deputy Chief Engineer Robert Baker was nominated to receive the Arthur Sidney Bedell Award for his work with the California Water Pollution Control Association. b. COUNSEL FOR THE DISTRICT 1 ) Mr. Kenton L. Aim, Counsel for the District, announced that he has been asked to take a more active role in the defense of some of the cities in terms of the Acme litigation. The present counsel will be retained, but his role will be redefined somewhat and Mr. Aim will do more of the actual litigation. Mr. Aim stated that he has discussed this change with District staff and in the absence of comments from the Board, he will proceed. The Board voiced no objection. c. SECRETARY OF THE DISTRICT None d. BOARD MEMBERS 2) 3) 1 ) Member Rainey reported that on February 14, 1995, the Board of Supervisors voted to join the Central Contra Costa Solid Waste Authority (CCCSWA) under the terms set forth in the February 6, 1995 letter from the Central San Board to the Board of Supervisors. Issues of concern discussed at the Board of Supervisors meeting included the Pacheco/Clyde/North Concord service area, the Pleasant Hill BART Station service area, and the Orinda-Moraga service area. Mr. Dolan, General Manager-Chief Engineer, suggested that two supervisors be seated on the CCCSWA Board as soon as possible to afford the County an opportunity to participate in the Request for Proposals (RFP) process currently underway. Member Rainey reported that the Local Agency Formation Commission (LAFCO) met on February 15, 1995. A brief report on Special District Association roles, regulations, and policies was presented. This matter will be considered further at the March 1995 meeting. The memorandum from Mr. Bob Berggren, Chairman of the Contra Costa Special Districts Association, relative to the 1995 Government Affairs Day to be held on May 1, 1995, was discussed. It was the consensus of the 02 95 16 .----------------------..-..-------.-------------.---------.-------... --.- 36 Board that Members Rainey and Hockett, the District's representative and alternate to the Special Districts Association, be authorized to attend the California Special Districts Association Government Affairs Day on May 1, 1995 at a cost of $85 each. 14. ANNOUNCEMENTS None 1 5. ADJOURNMENT There being no further business to come before the Board, President Hockett adjourned the meeting at the hour of 5:50 p.m. úi)A~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Se re a of the Central ont Cos Sanitary District, Coun y of Contra Costa, State of California 02 16 95