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HomeMy WebLinkAboutBOARD MINUTES 10-19-95 180 MINUTES OF THE AD HOC COMMITTEE MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON OCTOBER 19, 1995 The District Board Meeting of the Central Contra Costa Sanitary District convened at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on October 19, 1995. President Hockett called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Boneysteele, Hockett ABSENT: Members: Dalton, Menesini, Rainey Members Dalton, Menesini, and Rainey had advised staff they would be unable to attend this meeting and had requested to be excused. In the absence of a quorum, President Hockett declared that an Ad Hoc Committee of the Board would consider the business of the agenda and make recommendation'3 to the full Board for action at the November 2, 1995 Board Meeting. None 2. PUBLIC COMMENTS 3. CONSENT CALENDAR It was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that the Consent Calendar, consisting of Items a. through g., be recommended to the Board for approval, that resolutions be recommended for adoption as appropriate, and that recordings be duly authorized. a. Adopt a resolution accepting work and Offers of Dedication from Alamo Oaks Villas, Job 4849, Parcel 2, and authorize recording. b. Adopt a resolution accepting work and Offers of Dedication from MSM Development Corporation, Subdivision 7728, Job 5014, Parcel 1, and authorize recording. c. Adopt a resolution accepting work and Offers of Dedication from MSM Development Corporation, Subdivision 7729, Job 5014, Parcel 2, and authorize recording. d. Adopt a resolution accepting work and Offers of Dedication from Braddock & Logan Group, Job 5043, Parcel 1, and authorize recording. e. Adopt a resolution accepting work and Offers of Dedication from Gordon French Development Company, Job 5045, Parcel 2, and authorize recording. f. Quitclaim sewer easement to David R. Warwick, et ux, Lafayette area, Job 730, Parcel 2, authorize recording, and adopt a resolution to that effect. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. None 10 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER 19 95 a. 181 5. REPORTS GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that in recent months there have been some comments from Members of the Board about the inadequacy of the furniture in the caucus room dealing mainly with the low chairs and tables. This has been discussed at the staff level and Senior Building and Maintenance Technician Bob Robertson has expressed a desire to build a conference room table since the space is too narrow for a standard table. The existing furniture is 13 to 14 years old. If the Board agrees, the existing furniture would be disposed of appropriately by transfer to another location for use or sale at an auction and new furniture obtained. Following discussion, it was the consensus of the Ad Hoc Board Committee that this matter be recalendared for consideration when a quorum of the Board is present. 2) Mr. Dolan, General Manager-Chief Engineer, distributed and highlighted the Central Contra Costa Solid Waste Authority Chart for Activation related to Implementation of the New Solid Waste Service. Mr. Dolan also distributed a listing of the locations and dates where the new automated carts will be displayed and demonstrated. Staff is endeavoring to adhere closely to this ambitious schedule to make the transition as stress free as possible for our communities. 3) Mr. Dolan, General Manager-Chief Engineer, stated that staff is continuing to work with Orinda City officials with regard to solid waste service levels for the Orinda service area. Additional hard-to-serve customers have been identified by Orinda City officials. Mr. Troy Garner, of Hilton Farnkopf & Hobson, is preparing rate charts and addenda to the Browning Ferris Industries (BFI) and Valley Waste Management (VWM) contracts to reflect those service levels. The estimated incremental cost is approximately $88,000 per year or $1.20 per month per residential customer. As of yesterday, Orinda City officials were still discussing addition of more hard- to-serve customers. The City has been advised that this matter is scheduled for approval by the Central Contra Costa Solid Waste Authority (CCCSWA) on October 26, 1995, and that the agenda for that meeting has been mailed. Orinda officials have been advised that if further changes are required, it will be necessary to raise those issues at the October 26, 1995 , CCCSWA Board Meeting. Mr. Dolan stated that District staff believes that the City of Orinda is wrong to make these additions because they could potentially expose the citizens of Orinda to future rate changes that are different from the rate adjustments faced by other customers. He has asked Deputy General Manager Paul Morsen to communicate the District's concerns to the City of Orinda. 4) Mr. Dolan, General Manager-Chief Engineer, reported that a Walnut Creek dry cleaners and industrial laundry, Apparel Cleaners, has not paid its 1994 or 1995 permit fees amounting to a total of $ 6,151. Because they are in a small shopping center, they have been underbilled. for strength of effluent as well. Correction of the underbilling would result in $8,600 additional billing. The business also has had effluent quality violations. Penalties for failure to pay are called for under the District Code. It is conceivable that there may be further Board involvement in this matter. Staff is aware of the Board's concern for small businesses and wanted to advise the Board that a payment schedule was negotiated. The business owner has defaulted on that payment schedule. Staff will be in further communications with the business owner; however, the unpaid bills continue to mount. 10 19 95 182 b. 10 5) 6) 7) 8) 9) 10) Mr. Dolan, General Manager-Chief Engineer, reported that the federal government is putting pressure on states and local governments to convert units to the metric system. Contra Costa County has started to mandate metrication of all plans for developments. District staff is beginning to deal with this issue and is developing a plan as to how to respond. Staff will keep the Board apprised. 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 to be held at the Heather Farms Garden Center in Walnut Creek. Mr. Dolan, General Manager-Chief Engineer, announced that it has been suggested that a recycled water landscape demonstration project be included at the Household Hazardous Waste Permanent Facility. If there is no objection, this idea will be discussed at the Blum Road group meeting scheduled on November 1, 1995. Mr. Dolan, General Manager-Chief Engineer, announced that Acme Landfill has advised GSF (Air Products), the District's current supplier of landfill gas, that they are terminating the supply. Acme is considering a number of options. Natural gas is available to the District, so this will not pose an operating problem; but the District landfill gas supply could be terminated in the future. Mr. Dolan stated that Acme Landfill has requested an extension of the leachate permit which expires at the end of October 1995. If there is no objection, staff will consider the request and either extend the permit for a short period of time or terminate the permit based on the information presented. Mr. Dolan, General Manager-Chief Engineer, stated that the Board requested an update on the Lindsay Museum Elementary School Program. Lindsay Museum staff is working on a report of their performance on the Pollution Prevention and Clean Water Programs in the elementary schools. That report is expected some time in the next month or two and will be passed on to the Board when it is received. Mr. Dolan, General Manager-Chief Engineer, announced that he, President Hockett, Planning Division Manager Doug Craig, and Administrative Analyst John Mercurio attended the Contra Costa Special Districts Association Meeting on October 18, 1995. At that meeting there was extensive discussion of the California Constitution Revision Commission (CCRC). Mr. Dolan distributed copies of the September 1995 edition of the CCRC News which describes the areas of focus, the plan for local government reform including the community charter concept, and time schedule. Staff is planning a presentation on this subject to the Board at the November 2, 1995 Board Meeting. The Board may wish to participate in the CCRC hearings in November and early December. It may be appropriate for a Board Member to work with staff in drafting a statement. President Hockett agreed to work with staff in drafting a statement. Mr. Dolan stated that Member Rainey's resignation as alternate to the Local Agency Formation Commission (LAFCO) was also discussed at the Contra Costa Special Districts Association Meeting. COUNSEL FOR THE DISTRICT None 19 95 183 c. SECRETARY OF THE DISTRICT None d. BOARD MEMBERS Solid waste matters were discussed earlier in the agenda. 1 ) 2) The update on the Local Agency Formation Commission was deferred. 3) President Hockett reported that the Human Resources Committee met on October 10, 1995. Member Rainey attended that meeting in the necessary absence of Human Resources Committee Member Dalton. Following discussion, it was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that approval of the request for authorization to fill the vacant Maintenance Crew Member I position be recommended to the Board. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. It was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that approval of the request for authorization to fill the vacant Safety and Loss Control Specialist position be recommended to the Board. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. Mr. Dolan, General Manager-Chief Engineer, distributed copies of a fax just received relative to the Hollenbach arbitration. Mr. Dolan stated that this matter will be calendared for consideration at the November 2, 1995 Board Meeting. 6. ADMINISTRATIVE a ADOPT A RESOLUTION AMENDING EXHIBIT A. DESIGNATED POSITIONS AND DISCLOSURE CATEGORIES OF THE DISTRICT CONFLICT OF INTEREST CODE Following explanation by Ms. Joyce E. Murphy, Secretary of the District, it was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that adoption of a resolution amending Exhibit A, Designated Positions and Disclosure Categories of the District Conflict of Interest Code, be recommended to the Board. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. b. ADOPT RESOLUTION ESTABLISHING THE DISTRICT COMPREHENSIVE EMERGENCY MANAGEMENT PLAN. APPOINTING GENERAL MANAGER-CHIEF ENGINEER AS MANAGER OF DISTRICT EMERGENCY OPERATIONS. AND DEFINING THE DISTRICT DECLARATION OF A DISTRICT STATE OF EMERGENCY Mr. Dolan, General Manager-Chief Engineer, stated thatthis is an integrated program with the State and local agencies working together. It is recommended that this item be approved for consideration by the Board at the next meeting. It was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that approval of a resolution establishing the District Comprehensive Emergency Management Plan in compliance with the State Standardized Emergency Management System (SEMS) regulation, appointing the General Manager-Chief Engineer as the Manager of District Emergency Operations, and defining the District Declaration of a District State of Emergency, be recommended to the Board. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. Member Boneysteele commended Ms. Bonnie Allen, Risk Manager, and the team that worked on the Comprehensive Emerge'1cy Management Plan on the fine job. 10 19 95 184 7. ENGINEERING AUTHORIZE AWARD OF AN ANNUAL CONTRACT TO PRECISION LOCATING FOR UNDERGROUND UTILITY LOCATING SERVICES a. Mr. Dolan, General Manager-Chief Engineer, stated that by bidding all anticipated underground utility locating work on an annual basis, the District will obtain a lower overall cost and significant reduction in paperwork associated with negotiating and issuing separate contracts. The District could save up to $30,000 per year using this bid instead of time and materials contracts. This approach is also being used for potholing and television inspection work. This approach was developed during a Work Redesign project. Following discussion, it was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that authorization to award an annual contract to Precision Locating, the lowest responsible bidder, for providing underground utility locating services with an initial contract not-to-exceed amount of $18,500, be recommended to the Board for approval. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. b. AUTHORIZE BOARD PRESIDENT BARBARA HOCKETT TO EXECUTE THE PROJECT SPECIFIC AGREEMENT WITH THE CONTRA COSTA WATER DISTRICT FOR RECYCLED WATER IN ZONE 1 Following discussion of the procedure for selecting an arbitrator, it was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that approval of the request for authorization for the Board President Barbara Hockett to execute the Project Specific Agreement for Recycled Water in Zone 1 with Contra Costa Water District, be recommended to the Board. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. a. 8. COLLECTION SYSTEM AUTHORIZE GENERAL MANAGER-CHIEF ENGINEER TO EXECUTE AN AGREEMENT WITH BRUGGER & McCORMICK INTERNATIONAL FOR $29.100 FOR A MAINTENANCE CREW LEADER DEVELOPMENT PROGRAM Mr. Dolan, General Manager-Chief Engineer, stated that this item was reviewed with the Board Human Resources Committee, and their endorsement was received. It was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that the request for authorization for the General Manager- Chief Engineer to execute an agreement with Brugger & McCormick International in the amount of $29,100 for a Maintenance Crew Leader Development Program, be recommended to the Board for approval. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. 9. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED OCTOBER 19. 1995 Member Boneysteele, member of the Budget and Finance Committee, stated that he reviewed the expenditures in Member Menesini's absence, and found them to be satisfactory. It was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that approval of the Expenditure List dated October 19, 1995, including Self-Insurance Check Nos. 101010-101013, Running Expense Check Nos. 92295-92562, Sewer Construction Check Nos. 16273-16318, and Payroll Check Nos. 39803-40090, be recommended to the Board. Motion approved- by Ad Hoc Committee Members Boneysteele and Hockett. 10 19 95 185 10. BUDGET AND FINANCE a. RECEIVE THE 1994-1995 ANNUAL REPORT OF THE DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE Following discussion of the Hartford contract, it was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that receipt of the annual report of the Deferred Compensation Plan Advisory Committee for 1994- 1995 be recommended to the Board. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. b. APPROVE AN INCR~E IN THE ~OCAL AGENCY INVESTMENT FUND (LAIF) MAXIMUM INVESTMENT BALANCE It was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that approval of an increase in the balance in the Sewer Construction Fund Local Agency Investment Fund (LAIF) account to $ 7.5 million, be recommended to the Board. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. c. RECEIVE THE AUDITED FINANCIAL STATEMENTS AND MANAGEMENT LETTER FOR THE FISCAL YEAR ENDED JUNE 30. 1995 Member Boneysteele, member of the Budget and Finance Committee, stated that the Committee reviewed the audited financial statements and management letter for the fiscal year ended June 30, 1995, and was particularly pleased with the management letter. Following discussion and note of a change in the footnote on page 7 of the financial statements, it was moved by Ad Hoc Committee Member Boneysteele and seconded by Ad Hoc Committee Member Hockett, that receipt of the audited financial statements and management letter for fiscal year ended June 30, 1995 with the modification to the footnote on page 7, be recommended to the Board. Motion approved by Ad Hoc Committee Members Boneysteele and Hockett. d. RECEIVE SEPTEMBER 1 995 FINANCIAL STATEMENTS Ms. Deborah Ratcliff, Controller, reviewed the results of operations and maintenance expenditures for the month of September 1995, noting that expenditures were $125,000 less than budget representing a 5.5 percent favorable variance. For the three months ended September 1995, expenditures were $452,000 less than budget representing a 6.4 percent favorable variance. Operations and maintenance revenues for the three months ended September 1995 were $1 .2 million, 7.6 percent below budget. Self-Insurance Fund expenditures for the first quarter ended September 1995 were $118,000, $111,000 less than budget. Self-Insurance Fund revenues for the first quarter were $118,000, $76,000 less than budget. Ms. Ratcliff reported that the District's temporary investments were held in Treasury bills, 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 5.8 percent. The average yield of the LAIF account was 5.9 percent. Mr. John Mercurio, Administrative Analyst, presented the 1995-1996 Capital Improvement Budget (CIB) First Quarter Status Report, noting that expenditures were $ 7.8 million. Of that total, $4.9 million was expended on three major projects, the Pleasant Hill Relief Interceptor Project, the Ultraviolet Disinfection Facilities Improvements Project, and the 1994-1995 Sewer Renovation Project. cia revenues for the first quarter ended September 1995 were $7.5 million, $381,000 less than budget. Mr. Mercurio stated that at June 30, 1996 the Sewer Construction Fund balance is projected to be $46.1 million. President Hockett thanked Ms. Ratcliff and Mr. Mercurio for their reports and recommended receipt of the September 1995 Financial Statements by the Board at the next Board Meeting. 10 19 95 186 11. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 12. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None 13. CLOSED SESSION a. ANTICIPATED LITIGATION The closed session of the Ad Hoc Committee of the Board was held to discuss initiation of litigation pursuant to Subsection (c) of Section 54956.9 of the Government Code. One potential case was discussed. At 3:46 p.m., President Hockett declared the closed session of the Ad Hoc Committee of the Board to discuss litigation pursuant to Government Code Section 54956.9(c). At 4:00 p.m., President Hockett concluded the closed session and reconvened the Ad Hoc Committee Meeting. 14. REPORT OF DISCUSSION IN CLOSED SESSION Mr. Kenton L. Aim, Counsel for the District, stated that no decisions were made or votes taken that require reporting at this time. 15. ADJOURNMENT There being no further business to come before the Ad Hoc Committee, President Hockett adjourned the meeting at the hour of 4:01 p.m. ~~ff;b President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: 10 19 95