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HomeMy WebLinkAboutBOARD MINUTES 10-05-95 172 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON OCTOBER 5, 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 2:00 p.m. on October 5, 1995. President Hockett called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Menesini, Rainey, Boneysteele, Hockett ABSENT: Members: Dalton Member Dalton had 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 WATEREUSE SPECIAL ACHIEVEMENT AWARD FOR ZONE 1 RECYCLED WATER PROJECT a. Mr. Roger J. Dolan, General Manager-Chief Engineer, introduced Mr. James M. Kelly, Plant Operations Division Manager and Past President of WateReuse. Mr. Kelly stated that because of the excellent work Central Contra Costa Sanitary District staff has done and because of the significant degree of support that staff has received from the Board of Directors, the CCCSD Zone 1 Recycled Water Project was selected to receive the WateReuse Special Achievement Award. Mr. Kelly presented the WateReuse Special Achievement Award to President Hockett. On behalf of the Board, President Hockett commended staff, particularly Senior Engineer Lynne Putnam and Associate Engineer Jim Coe, who have been instrumental in the District's Recycled Water Program and in earning this award. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Mr. Dolan, General Manager-Chief Engineer, requested that Item 8, Budget and Finance, be taken out of order later in the agenda. 5. REPORTS a. GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. James M. Kelly, Plant Operations Division Manager, introduced Messrs. David Reindl, Associate Engineer, and James Belcher, Senior Engineer, and acknowledged their contributions to the Cogenera~ion Project. Mr. Kelly described the Cogeneration Project background which was first brought to the Board in December 1991 for approval of the Negative Declaration and project approval. Design was authorized in June 1992, and prepurchase of the turbine and generator was approved in March 1993. Award of the construction contract was authorized in May 1994. During the budget deliberations in May and June 1995, there was considerable discussion about the savings to be realized from the project allowing for reduction in the operations budget. 10 05 95 173 Mr. Kelly introduced Mr. David Reindl, Associate Engineer, who thanked the Board for the opportunity to deal with a challenging project which is now nearing its final completion. Mr. Reindl described the basic process to be used in this facility for producing electricity and steam. The reason this process is so economical is that electricity and steam are produced from the same landfill and natural gas fuel in a process that has a very high efficiency (up to 70 percent overall). The total project cost was $6.2 million. Mr. Reindl stated that the projected energy savings are comprised of $750,000 from electrical energy and an additional $300,000 in heat recovered for a total anticipated savings of $1,050,000 per year. Project start up was June 15, 1995. After three months experience with the facility, savings range in the area of approximately $80,000 per month. Mr. Reindl cautioned that the project is still in the start up mode and these figures could vary some in the future. In response to a question from Member Boneysteele, Mr. Reindl stated that no additional personnel are required to monitor the Cogeneration Facility. That was one of the original criteria of the project. Maintenance has been contracted out to Solar Turbines for five years. After that time the maintenance activity may be assumed by District staff. Mr. Reindl described the tour route and the equipment that will be shown. Mr. William E. Brennan, Plant Engineering Division Manager, described the Ultraviolet (UV) Disinfection Project which is now 35 percent complete. The project began in 1990 with a Facilities Plan and a ground breaking pilot study in 1 992 which has generated publicity for the District throughout the country. Predesign was authorized in February 1993, final design was authorized in October 1993, the project was bid in October 1994, and authorization to award the construction project was given in December 1994. Mr. Brennan described the UV Disinfection Facilities and the project tour route, showing slides of the schematics and photos of the racks of bulbs from another facility. Mr. Brennan stated that the UV Disinfection Facility is designed to handle the District's 45 MGD average dry weather flow and 90 MGD peak wet weather flow. The future long-term goal for the facility is 135 MGD. At 2:33 p.m. Board and staff adjourned to the field inspection of the Cogeneration and UV Disinfection Projects. Member Rainey stated that she was not feeling well and requested to be excused. Member Rainey left the meeting at the hour of 2:33 p.m. At 3:32 p.m., President Hockett reconvened the meeting in the Second Floor Conference Room with all parties present as previously designated with the exception of Member Rainey who had requested to be excused. At this time Mr. Dolan, General Manager-Chief Engineer, requested that Item 8., Budget and Finance, be taken out of order. The Board concurred and President Hockett proceeded to Item 8. 8. BUDGET AND FINANCE a. RECEIVE AUGUST 1995 FINANCIAL STATEMENTS Ms. Deborah Ratcliff, Controller, reviewed the results of operations and maintenance for the month of August 1995, noting that expenditures were $95,000 less than budget, representing a 4.2 percent favorable variance. Year-to-date expenditures were $326,000 less than budget, representing a 6.9 percent favorable vàriance. Operations and maintenance revenues for the two months ended August 1995 were $1.2 million, 3.6 percent below budget. Ms. Ratcliff reported that the District's temporary investments were held in Treasury bills and Treasury notes, commercial paper, and the District's Local Agency Investment Fund (LAIF) account with interest rates ranging from 4.1 percent to 6.8 percent. The latest interest rate was 5.7 percent. The average yield of the District's LAIF account through July 1995 was 5.972 percent. 10 05 95 174 Mr. Tad Pilecki, Senior Engineer, provided a status report on the Pleasant Hill Relief Interceptor Project, a major component of the District's wet weather relief program. The $5,750,000 contract was awarded to McGuire and Hester and construction began on June 5, 1995, with completion anticipated by the end of December 1995. Sixty-two percent of the time has elapsed and approximately 70 percent of the work has been completed to date. Mr. Pilecki described the project route from Chilpancingo to south of Taylor. Both recycled water pipeline and sanitary sewer are being installed. Mr. Pilecki reviewed the budget status of the project as of September 30, 1995, noting that $2,250,000 of the $6.7 million budget has been expended. A changed site condition was encountered on the project. This was discussed with the Board at a previous Board Meeting. This resulted in expenditure of $238,000 of the $341,000 contingency. Mr. Pilecki showed slides of the construction work and described the differences between microtunneling and bore and jack (conventional) tunneling. Following discussion, President Hockett declared that the August 1995 Financial Statements were duly received. At this time, President Hockett reverted to the order of the agenda. 5. REPORTS a. GENERAL MANAGER-CHIEF ENGINEER 2) Mr. Dolan, General Manager-Chief Engineer, stated that requests have been made at recent Board Meetings, one for an update on the School Program and one relating to better ways of communicating with the public at large and legislators. While the District is doing a lot in these areas, there may be opportunities to do more. Mr. Dolan introduced Mr. Paul Morsen, Deputy General Manager, who provided a comprehensive update on the District's public interface activities. Mr. Morsen stated that the purpose of the update is to generate discussion among the Board and staff. Public interface is all of the things the Board and staff do including news, media relations, public relations, public education, publicity, public information, and community relations, including such things as public interface on District projects and CSO crews' interface with the public. Both the internal communications and external communications of the District are aimed' at achieving excellent community relations. The District's community relations goals are to establish Central San as a valuable partner in the local community and to build a positive reputation as a responsive provider of public utility services. Mr. Morsen summarized the history of the District's public interface activities as set forth in the handout distributed to the Board. These activities began with simple operating information, news releases, response to the media, plant tours, and status reports and expanded over the years to the current public interface program which includes employee communications, neighborhood community interface, engineering project community relations, tour brochure, response to legislation, solid waste program, speaker's bureau, fairs and exhibits, student education, pollution prevention, recycled water, household hazardous waste, and a CCCSD newsletter. Mr. Morsen stated that most of the activities done in the past will be increasing in the future and a corresponding increasing support efforts are required for effective public interface. This support includes printed materials, research efforts, presentation materials, and production support. Mr. Morsen briefly updated the Board on the student education programs for elementary students, intermediate students and high school students. Discussion followed with regard to expanding the existing intermediate school program to include a school from each school district in alternate years to target the various areas of the District service area and the original design and scope of the program as it was developed in conjunction with the Walnut Creek Intermediate School. Mr. Dolan, General Manager-Chief Engineer, stated that at the management level, staff believes that ways to lower labor requirements on our limited staff and raise the level of 10 05 95 175 involvement of other staff and Board, as well as out sourcing some activities need to be investigated. A Work Redesign Process Review Team (PRT) is being considered to look at these programs comprehensively. Mr. Morsen reviewed the publicity and education required for the new household hazardous waste permanent collection facility, and the education, promotion and marketing that will be needed for the recycled water program. In addition, there is a need to communicate with the opinion leaders in the community to maintain good working relations and ensure that the District can continue to provide high level public service. Mr. Morsen stated that the District is now doing a solid waste newsletter, "lnProgress." The last edition will be done this winter and discontinued in March 1 996 when the solid waste responsibility transfers to the Central Contra Costa Solid Waste Authority. In its place, staff is considering starting a new newsletter with a wider focus as a way to communicate with the District's ratepayers. It is estimated that the incremental cost would be about $50,000 a year for two newsletters. Discussion followed with regard to the need to communicate the pollution prevention message, the need to reach the public directly or indirectly concerning the issue of consolidation of agencies, the benefits of having a vehicle to gather feedback from the public, preparation of an annual report in which the financial information could be updated and the report used for more than one year, using the community television channel as a tool to reach a wide audience, and the importance of getting feedback from the public and evaluating each component of the public interface program. Mr. Dolan summarized the Board discussions as follows: . The three Board Members present support the idea of a newsletter in the same quality and style as the inProgress solid waste newsletter. There will be an incremental costs and staffing issues associated with this item. . Staff will investigate using a video on public service television to communicate with the public on issues including annual report information. Mr. Dolan stated that staff will pursue this idea but noted that the District is resource limited. 3) Mr. Dolan, General Manager-Chief Engineer, announced that although we believe that there has been no filing to date, Orinda Moraga Dispose-All has threatened to sue the Town of Moraga charging that the Town's newsletter damaged them wrongfully in the amount of $2.4 million. 4) Mr. Dolan introduced Deputy General Manager Paul Morsen who updated the Board on the status of the solid waste service level issues for the City of Orinda and the status of the referendum process being pursued by Orinda Moraga Dispose-All. Staff will continue to work with City officials and will keep the Board apprised. 5) Mr. Dolan, General Manager-Chief Engineer, announced that Safety and Loss Control Specialist Tamara Davidson has resigned from the District to take a position with the California State University system which provides opportunities for travel and upward mobility. Mr. Dolan stated that the Safety and Loss Control Specialist position is pivotal to the District's Safety Program. This vacancy was discussed with the District Safety Committee and they encouraged staff to seek authorization to refill the position. This will be discussed at the upcoming Board Human Resources Committee Meeting. 6) Mr. Dolan, General Manager-Chief Engineer, announced that the District is advertising for the Uninterrupted Power Source Project. The engineer's estimate is approximately $100,000. The District is also advertising for three annual service contracts (potholing, television inspection, and utility 10 05 95 176 location services) with an estimated cost of approximately $200,000. Rather than hiring these services on a time and material basis, this work will be bid enabling the District to get the lowest, most competitive cost. 7) Mr. Dolan, General Manager-Chief Engineer, announced that the Work Redesign Fall Renewal Event is scheduled for November 15, 1995. Mr. Dolan invited Board Members to attend the luncheon. 8) Mr. Dolan, General Manager-Chief Engineer, announced that he will become President of the American Academy of Environmental Engineers in November and will miss the November 2, 1995 Board Meeting. The Board congratulated Mr. Dolan and expressed support for his efforts. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT None d. BOARD MEMBERS None 6. APPROVAL OF MINUTES a. MINUTES OF SEPTEMBER 21. 1995 It was moved by Member Boneysteele and seconded by Member Menesini, that the minutes of September 21, 1995 be approved as presented. There being no objection, the motion was approved with Members Dalton and Rainey being absent. 7. APPROVAL OF EXPENDITURES EXPENDITURE LIST DATED OCTOBER 5. 1995 a. It was moved by Member Menesini and seconded by Member Boneysteele, that the Expenditure List dated October 5, 1995, including Self-Insurance Check Nos. 101002- 101009, Running Expense Check Nos. 92049-92294, and Sewer Construction Check Nos. 16211-16272, be approved as recommended. There being no objection, the motion was approved with Members Dalton and Rainey being absent. 8. BUDGET AND FINANCE RECEIVE AUGUST 1995 FINANCIAL STATEMENTS a. This item was taken out of order earlier in the agenda. 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 10. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Menesini suggested that the Water Quality Control Task Force work be calendared for a presentation on a future agenda. 10 05 95 177 11. ADJOURNMENT There being no further business to come before the Board, President Hockett adjourned the meeting at the hour of 6:05 p.m., to reconvene at 2:00 p.m. on Thursday, October 12, 1995 for a Recycled Water Board Committee Meeting/Board Workshop in the Second Floor Conference Room. , / d^J- ¡Jt/ ~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: 10 05 95