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HomeMy WebLinkAboutBOARD MINUTES 12-21-95 223 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON DECEMBER 21, 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 December 21, 1995. President Menesini called the meeting to order and requested that the Secretary call roll. 1 ROLL CALL PRESENT: Members: Dalton, Hockett, Boneysteele, Menesini ABSENT: Members: Rainey Member Rainey had previously advised staff that she would be unable to attend this meeting and had requested that she be excused. President Menesini thanked the Board for their confidence in him in electing him to the Presidency of the Board of Directors, and expressed his hope that the coming year will mark the completion of projects begun in previous years, the continuation of the District's education program, and the implementation of an outreach program during the District's 50th year. President Menesini stated that he is looking forward to continued cooperation from District staff that has been evidenced throughout the previous years. 2 PUBLIC COMMENTS None ~ AWARDS AND COMMENDATIONS a. RESOLUTION COMMENDING DIRECTOR BARBARA D HOCKFTT FOR HER SERVICE TO THE CENTRAL CONTRA COSTA SANITARY DISTRICT AS PRESIDENT OF THE BOARD OF DIRECTORS President Menesini recognized Member Hockett for her service to the Board and the District during the past year and presented her with a resolution of commendation. Member Hockett thanked the Board and staff for the opportunity to serve as President during the past year and stated that she is looking forward to the future and to the leadership of President Menesini. .. On behalf of the staff, Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that it was a pleasure working under the direction of Member Hockett. 1995 was a great year for the District and Member Hockett's leadership was very much appreciated. It was moved by Member Boneysteele and seconded by Member Dalton, that RA~nllltinn Nn 95-097 be adopted, commending Director Barbara D. Hockett for her service to the Central Contra Costa Sanitary District as President of the Board of Directors. The motion was approved by unanimous acclamation. 4 CONSENT CALENDAR It was moved by Member Boneysteele and seconded by Member Dalton, that the Consent Calendar, consisting of Items a. and b., be approved as recommended and resolutions adopted as appropriate. a. The Board of Directors was informed of the closeout of the Gas Chromatograph/Mass Spectrometer (GC/MS) Facilities Improvements, DP 8157. This item was presented for the Board's information. No action was taken. 1~2" ;;¡;) 21 95 224 b. RA~ollltion No 95-098 was adopted, confirming assignment of the Pleasant Hill Bay Shore Disposal franchise to Contra Costa County and authorizing execution of said assignment. Motion approved on the following vote: AYES: Members: Boneysteele, Dalton, Hockett, Menesini NOES: Members: None ABSENT: Members: Rainey 5 CALL FOR REOUEST~ TO CONSIDER ITEMS OUT OF ORDER None 6 BID~ AND AWARDS a. AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO D' ARCY AND HARTY CON~TRUCTION, INC AND AUTHORIZE AN AMENDMENT TO AN AGREEMENT WITH TERRY HAEFNFR, P E, FOR THE L AKEWOOD SEWER RENOVATION PROJECT DP 4805 Mr. Dolan, General Manager-Chief Engineer, stated that this is the first large sewering project in recent history done by District staff. Although the lowest bid exceeds the engineer's estimate, the bids are quite close and indicate a good understanding by the contractors of the scope of work. Following discussion of the capacity of the sewer system in the Lakewood area, and the public interface on this project, it was moved by Member Boneysteele and seconded by Member Hockett, that award of a construction contract be authorized to the lowest responsible bidder, D'Arcy and Harty Construction, Inc., in the amount of $3,062,820 for the construction of the lakewood Sewer Renovation Project, DP 4805, and that the General Manager-Chief Engineer be authorized to execute an amendment to a professional engineering service agreement with Terry Haefner, P.E. There being no objection, the motion was approved with Member Rainey being absent. b. AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT FOR THE DAF ODOR CONTROL PROJECT DP 7143, TO KAWEAH CONSTRUCTION COMPANY Mr. Dolan, General Manager-Chief Engineer, stated that this project is part of the staged plan to eliminate odor sources at the treatment plant and to help further reduce the possibility of unpleasant odors in the community. Following discussion, it was moved by Member Hockett and seconded by Member Dalton, that award of a construction contract be authorized in the amount of $519,000 for construction of the DAF Odor Control Project, DP 7143, to Kaweah Construction Company, the lowest responsible bidder. There being no objection, the motion was approved with Member Rainey being absent. 2-..QEPORTS a. (",ENERAI MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, stated that reacting to a growing public concern over the past few years related to danger to the public resulting from transportation accidents, the federal government has put a number of new regulations in place. One of them was the Omnibus Transportation Employee Testing Act passed in 1991, requiring alcohol and drug testing of safety-sensitive employees. In February 1994 the State Department of Transportation issued final regulations and separate regulations were also issued by the Federal Highway Administration impacting drivers and fleet managers of vehicles greater than 13 tons and trailers greater than three tons. Mr. Dolan introduced Human Resources Manager Cathryn Freitas who I' C¡'\ . '.",~' , f.-.r.d 01 k.,J ' 95 225 reviewed the new testing requirements as they impact the District. Ms. Freitas stated that a Drug and Alcohol Policy Committee comprised of two members of each bargaining unit has been working on procedures for implementation of the required rules and regulations for safety-sensitive functions. Alcohol and substance abuse testing is required in the following circumstances: . Prior to employment or transfers; . After an accident; . If there is reasonable suspicion; . When random testing occurs after July 1996; and . When an employee is returning to duty after rehabilitation and during the period following rehabilitation. The Drug and Alcohol Policy Committee has developed a policy and procedures, identified training, and contracted with Occupational Health Services to provide a substance abuse program. Copies of the District Drug Policy and Procedures were provided for the Board's information. Following discussion of prescription and over-the-counter drugs, President Menesini thanked Ms. Freitas for her presentation. 2) Mr. Dolan, General Manager-Chief Engineer, stated that the District expects to receive requests for service from developers in the Dougherty Valley early in 1996. Mr. Dolan introduced Mr. Jarred Miyamoto-Mills, Principal Engineer, who described the Dougherty Valley and surrounding areas and the numbers of units planned in each area. Mr. Miyamoto-Mills stated that several lawsuits were filed after Contra Costa County's approval of the Dougherty Valley project in 1992. Those lawsuits have now been settled and Dublin San Ramon Services District (DSRSD) has been identified as the preferred water supplier and Central Contra Costa Sanitary District (CCCSD) has been named as the preferred sewer service provider. An annexation/reorganization proposal is anticipated in Spring 1996 with the developer's most optimistic projection of the first connection late in 1998. District staff is focusing on two main alternatives for providing sewer service: . In-valley pumping station; and . Gravity tunnel to the San Ramon pumping station. Mr. Miyamoto-Mills stated that the tunnel alternative appears to be the most cost effective. Mr. Miyamoto-Mills described the tunnel alternative and two options for providing a sewer in the tunnel. In response to a question from President Menesini, Mr. Miyamoto-Mills stated that the developers are very interested in any alternative since they understand they must pay. The tunnel and pumping station alternatives both have approximately the same capital costs. However, when the operations and maintenance costs for the pumping station are considered, there is a $5 million benefit for the tunnel alternative. Mr. Dolan stated that when the size and the length of the tunnel were originally considered, staff was asked to look at the area to the south to determine where the pumping station would be located if the flow was allowed to flow by gravity to the south and then be pumped from there. That option was dropped from the list of feasible options when it was learned that the pumping station would be located in Alameda County. 3) Mr. Dolan, General Manager-Chief Engineer, stated that the State, reacting to the Orange County situation, has adopted a series of new laws dealing with public financing and public funds. Two of these laws, SB 866 and SB 564, 12 2 J. 95 226 -~ (¡) ..Iii.. /':W.:;~ Ç) "'If ,P' IS f:"'# Jl 4) 5) 6) will impact the District. Mr. Dolan introduced Ms. Deborah Ratcliff, Controller, who provided an overview of SB 564, which requires an annual statement of investment policy which the District is currently doing, a Quarterly investment report to the Board which the District now provides on a monthly basis, quarterly statements of compliance which the District will have to do, and Quarterly statements of pool's maturities and expenditure requirements to ensure sufficient liquidity to meet financial expectations. Ms. Ratcliff stated that the District does not pool its money. District Counsel has been asked to help interpret some of the more vague language of the bills. Ms. Ratcliff stated that sa 866 affects the County Treasurer's Office and deals with the following: . Specifies credentials for County Auditor position; . Places full responsibility for financial transactions; . Requires fiduciary subject to prudent investor standards; . Specifies investment objectives; . Creates a County Treasury Oversight Committee; . Places career limitations on committee members; . Requires annual submittal of investment policy; . Requires annual compliance audit; and . Requires evaluation of all withdrawal requests. Mr. Dolan stated that as a result of these two laws, the Board will see some modification of the District's reports, but no major changes are anticipated. Mr. Dolan, General Manager-Chief Engineer, distributed information on the transition of solid waste collection services. This information is now going out all customers. Mr. Paul Morsen, Deputy General Manager, briefly described the informational material which relates to automated services in the lamorinda area, explains the way cans/containers will be exchanged, and describes other uses for old garbage and green waste containers. A 60 percent return was received on the first mailer and a follow up telephone survey was done. President Menesini thanked Mr. Morsen for his report. Mr. Dolan, General Manager-Chief Engineer, announced that the District is preparing a Request for Proposals (RFP) for reprographic services. This matter was discussed with the Board during budget preparation last year. Proposals will be solicited for lease and operation of equipment. The initial phase of the contract will be a demonstration planned for Spring 1 996. Sale of surplus printing equipment is also planned. Mr. Dolan, General Manager-Chief Engineer, announced that at a presentation to the Orinda Parks and Recreation Commission, Senior Engineer Lynne Putnam and Planning Division Manager Doug Craig encountered some opposition to the District's Recycled Water Project which could provide irrigation water for the proposed Gateway Project. The matter before the Parks and Recreation Commission was a request for an easement over the Shell pipeline through a city park. Messrs. Ray Davis and Clyde Vaughn, long-standing opponents of the Gateway Project, voiced opposition. After a lengthy debate, the Parks and Recreation Commission expressed its unanimous support for the District's Recycled Water Program. Modifications to the requested easement must be incorporated before final approval is given by the Commission. 95 7) 8) 9) 10) 11 ) 12) 227 Mr. Dolan, General Manager-Chief Engineer, announced that the Contra Costa County Board of Supervisors voted to close Solano Way and remove the Waterbird Way extension from the County General Plan. This eliminates the threat of the Waterbird Way extension through the District's treatment plant. Mr. Dolan, General Manager-Chief Engineer, announced that the Contra Costa County Board of Supervisors has authorized $30,000 to assess legal options to block the Grasslands Bypass Channel Project (San Luis Drain). Staff will continue to monitor this issue. Mr. Dolan, General Manager-Chief Engineer, announced that District staff is making progress on the Laboratory Information Management System (LlMS) Project. This will automate the flow of work through the laboratory and provide data management, increasing productivity and reducing data management labor. A recommendation to proceed will be presented to the Board for consideration in the near future. Mr. Dolan, General Manager-Chief Engineer, announced that the First Appellate District Court of Appeals has issued a decision favoring the District in the Maples case. Mr. Dolan, General Manager-Chief Engineer, announced that a property damage overflow occurred in the Blackhawk area. The overflow was caused by root intrusion. Two properties were involved. District staff is working to minimize the impact on the people involved. Mr. Dolan, General Manager-Chief Engineer, announced that there was a property damage overflow of fairly substantial magnitude in Orinda. It is virtually impossible to get a piece of equipment into the area to do the repair. The overflow was caused by a landslide which took place in October 1995. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT None d. ROARD MEMBERS 1 ) 2) Member Hockett reported that the Cities and Towns for which the District franchises are requesting membership on the Central Contra Costa Solid Waste Authority (CCCSWA). Member Hockett stated that it is a pleasure to serve on CCCSWA, and commended District staff for their support which has contributed to the success of the organization. Mr. Paul Morsen, Deputy General Manager, invited the Board to attend a luncheon celebrating the partnership of the Cities, Towns, County and District on January 25, 1996 prior to the regular CCCSWA Board Meeting. President Menesini distributed the Board Committee assignments for 1 996 as follows: STANDING COMMITTFFS' BlldgAt and FinanC'.A CnmmittAA .Parke L. Boneysteele Mario M. Menesini Capital PrnjAC'.t~ CnmmittAA .Parke L. Boneysteele Mario M. Menesini 1<;") ,... , ' I'd 21 95 228 Human RA~nllrf'..A~ CnmmittAA *Barbara D. Hockett Parke L. Boneysteele AD HOC COMMITTEES' RAf'..Yf'..IAn WatAr CnmmittAA *Mario M. Menesini Susan McNulty Rainey REPRESENTATIVES' Bnarn LiRi~nn tn CitiA~ ann County Concord, Pacheco William C. Dalton Danville, Alamo, San Ramon Barbara D. Hockett Lafayette, Walnut Creek Parke L. Boneysteele Martinez, Pleasant Hill, Contra Costa County Mario M. Menesini Orinda, Moraga Susan McNulty Rainey California SpAdal Di~trif'..t~ A~~nf'..iatinn Contra Cn~ta County ChaptAr Susan McNulty Rainey Barbara D. Hockett - Alternate CAntral Contra Cn~ta Solin Wa~tA Allthnrity Susan McNulty Rainey Barbara D. Hockett Mario M. Menesini - Alternate FriAnn~ nf thA San Franf'..i~f'..n F~tlJary Mario M. Menesini Sanitation ann WatAr AgAnf'..iA~ nf Contra Cn~ta County William C. Dalton Barbara D. Hockett - Alternate * First named Member will serve as Committee Chair. 8 ENGINEERING a. AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO EXECUTE AN AGREEMENT WITH PARSONS BRINCKFRHOFF FOR PROFESSIONAL ENGINEERING SERVICES FOR THE ENERGY MANAGEMENT PLAN DP 6109 Member Boneysteele stated that Senior Engineer Jim Belcher and Plant Operations Department Manager Chuck Batts made a presentation on the Energy Management Plan to the Capital Projects Committee/Budget and Finance Committee prior to the Board Meeting. Considerable work has gone into this effort. The results of the complex study evaluating the energy management of the treatment plant will be valuable. ,"" .--. ïJ (~. ~r; r~ /' ..£. hId C'iàl' k; 95 229 It was moved by Member Hockett and seconded by Member Dalton, that the General Manager-Chief Engineer be authorized to execute a professional services agreement with a cost ceiling not to exceed the amount of $82,000 with Parsons Brinckerhoff for professional engineering services for preparation of an Energy Management Plan, DP 6109. There being no objection, the motion was approved with Member Rainey being absent. 9 CORRESPONDENCE a. NOTE RECEIPT OF LETTER AND RESOlUTIONS DATED NOVFMBER 28. 1995 FROM DANVIII E MAYOR MILLIE GREENBERG REQUESTING MEMBERSHIP ON CENTRAL CONTRA COSTA SOLID WASTE AUTHORITY AND AUTHORIZING THE CFNTRAL CONTRA COSTA SOLID WASTE AUTHORITY TO ENTER INTO SOL ID WASTE COL I ECTION AGREEMENTS FOR SERVICE Receipt was noted of the letter and resolutions dated November 28, 1995 from Danville Mayor Millie Greenberg requesting membership on the Central Contra Costa Solid Waste Authority (CCCSWA) and authorizing CCCSWA to enter into solid waste collection agreements for service. 10 APPROVAl OF MINUTES a. MINUTES OF ADJOURNED REGUL AR MEETING OF NOVEMBER 30 1995 It was moved by Member Boneysteele and seconded by Member Hockett, that the minutes of the Adjourned Regular Meeting of November 30, 1995, be approved as presented. There being no objection, the motion was approved with Member Rainey being absent. 11 APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED DFCEMBFR 21 1995 President Menesini, .chair of the Budget and Finance Committee, stated that he and Member Boneysteele 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 December 21, 1995, including Self-Insurance Check Nos. 101032- 101040, Running Expense Check Nos. 93514-93827, and Sewer Construction Check Nos. 16521-16580, be approved as recommended. There being no objection, the motion was approved with Member Rainey being absent. Member Boneysteele stated that the Budget and Finance Committee reviewed the results of the internal audit on December 19, 1995. In order to reduce expenditures because of multiple meetings and because the membership is the same for the coming year, it was noted that the Budget and Finance Committee and the Capital Projects Committee will be calendared as the Budget and Finance/Capital Projects Committee in 1 996. 12 BUDGET AND FINANCE a. RECEIVE NOVEMBER 1995 FINANCIAL STATEMENTS Ms. Deborah Ratcliff, Controller, reviewed the results of operations and maintenance expenses for the month of November 1995, noting that expenditures were $109,000 less than budget representing a 4.9 percent favorable variance. For the five months ended November 1995, expenditures were $643,000 less than budget representing a 5.6 percent favorable variance. Operations and maintenance revenues for the five months ended November 1995 were $1,758,000, 2.7 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 4.165 percent to 6.167 percent. The latest interest rate as of November 1995 was 5.5 percent. The average yield for the LAIF account through October 1995 was 5.78 percent. 12 21 95 230 ..... -~ if 4:; 1. I',ç;; President Menesini thanked Ms. Ratcliff for her report and declared that the November 1995 Financial Statements were duly received. b. ADJOURN REGULAR BOARD MEETING AND CONVFNE AS THF BOARD Of DIRECTORS OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT FACILITIES FINANCING AUTHORITY TO CONDUCT ITS ANNUAl MEETING President Menesini adjourned the meeting of the Central Contra Costa Sanitary Distri(:t Board of Directors at the hour of 4:04 p.m. At 4:04 p.m., President Menesini convened the annual meeting of the Central Contra Costa Sanitary District Facilities Financing Authority. President Menesini requested that the Secretary call roll. PRESENT: Directors: Dalton, Hockett, Boneysteele, Menesini ABSENT: Directors: Rainey It was moved by Director Dalton and seconded by Director Hockett, that the minutes of the Central Contra Costa Sanitary District Facilities Financial Authority organizational meeting of November 17, 1994, be approved as presented. There being no objection, the motion was approved with Director Rainey being absent. President Menesini stated that without question, the District's safety net in terms of investments and financing is well taken care of. Mr. Dolan, General Manager-Chief Engineer, agreed stating that the District never got involved in any pooled investments and has always had very conservative investments. Ms. Deborah Ratcliff, Treasurer of the Authority, reported that in December 1994 the Authority issued 1994 Revenue Installment Certificates (Certificates of Participation) in the amount of $25 million for a term of 20 years at 6.311 percent interest. A reserve fund of $2,224,559 was established, and reimbursement of the prior six months expenditures in the amount of $6,008,807 was made, leaving net proceeds of $15,892,245 which was invested on December 22, 1994. Ms. Ratcliff reviewed the list of capital projects for the period July 1994 through November 1995 on which the proceeds were expended: . . . . . . . . . . Aeration Basin Improvements Aeration Basin Selector Cogeneration Facility Disinfection Facilities Improvements (Ultraviolet Light) Headworks Facility Martinez Pumping Station Orinda/Moraga Pumping Station - Wet Weather Pumps Outfall Improvements Pleasant Hill Relief Interceptor Secondary Clarifier Improvements Ms. Ratcliff stated that as of November 1995, all of the proceeds which were available have been spent. Ms. Ratcliff reviewed the payment schedule for the Certificates of Participation. President Menesini thanked Ms. Ratcliff for her report. President Menesini stated that in accordance with the Bylaws of the Authority, it would be appropriate to elect officers at this time. It was moved by Director Hockett and seconded by Director Dalton, that pursuant to Article III, Section 2 of the Bylaws, the following slate of officers be elected for 1996: 1 ) President of the Authority shall be Director Parke L. Boneysteele, Chair of the Budget and Finance Committee of the District Board of Directors; 2) Vice President of the Authority shall be Director Mario M. Menesini, the remaining Member of the Budget and Finance Committee of the District Board of Directors; '>1 ¡:;, ~- gr; t. ~~, 231 3) Executive Director of the Authority shall be Mr. Roger J. Dolan, General Manager-Chief Engineer for the District; 4) Treasurer of the Authority shall be Ms. Deborah Ratcliff, Controller for the District; and 5) Secretary of the Authority shall be Ms. Joyce E. Murphy, Secretary of the District. There being no objection, the motion was approved with Director Rainey being absent. There being no further business to come before the Board, President Menesini adjourned the annual meeting of the Central Contra Costa Sanitary District Facilities Financing Authority at the hour of 4: 11 p.m. President Menesini reconvened the regular meeting of the Central Contra Costa Sanitary District Board of Directors at the hour of 4: 11 p.m. with all parties present as previously designated. 13 EMERGENCY ~ITUA TIONS REOUIRING BOARD ACTION None 14 ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Boneysteele stated that he received a commendation from the Rossmoor representatives for the work of Messrs. Jay McCoy, Curt Swanson, Tom Trice, and John Larson noting their competency, knowledge, preparation, and ability. Mr. Dolan, General Manager-Chief Engineer, stated that the commendation will be calendared on the January 11, 1996 Board Agenda. Mr. Dolan stated further that the representatives of Rossmoor have been very professional in dealing with the District and a good outcome has been reached. President Menesini announced that he recently attended a meeting at the Regional Water Quality Control Board (RWQCB) on education. The RWaCB is moving into the work of bringing together environmental education programs among which are POTW environmental outreach programs of the District and other agencies. Mr. Bart Brandenburg, Source Control Program Superintendent, was also present at the meeting as well as representatives from other public agencies in the area. Member Hockett complimented the volunteers who worked on the District holiday party for their efforts and the successful event. President Menesini requested that the results of the internal audit, and the District education program be calendared on the next Board agenda. 15 AD.lOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at the hour of 4: 14 p.m. to reconvene at 2:00 p.m. on Thursday, January 11, 1996 for an Adjourned Regular Board Meeting. ,/ /....- /1// \ /.,4 . ~ //V((Z'l'-í{);A/1¿P7~ ~ 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 Contra Co Sanitary District, County of Contra Costa, State of California _1 ¡g-:¥) . I~ 2.. ~.' .l 95