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HomeMy WebLinkAboutBOARD MINUTES 02-04-93 26 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON FEBRUARY 4, 1993 The District Board of the Central Contra Costa Sanitary District convened in a regular meeting at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 3 p.m. on February 4, 1993. President Clausen called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Menesini, Dalton, Hockett, Rainey, Clausen ABSENT: Members: None 2. PUBLIC COMMENTS Mr. Scott Wildman, Business Agent for Public Employees Union Local One, addressed the Board expressing a desire for a continued cooperative relationship between District management and Local One as issues arise in these changing times. President Clausen thanked Mr. Wildman for his comments and echoed his sentiments. Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that he appreciates the cooperative relationship the District has enjoyed with its employees and expressed the hope that it would continue through the tough financial times ahead. 3. 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. a. Resolution No. 93-006 accepting an easement at no cost to the District from A. M. Chambliss, et ux, Danville area, Job 1603, Parcel 31-A, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Menesini, Hockett, Clausen NOES: Members: None ABSENT: Members: None b. Resolution No. 93-007 accepting an easement at no cost to the District from Martinez Unified School District, Martinez area, Job 1810, Parcel 1, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Menesini, Hockett, Clausen NOES: Members: None ABSENT: Members: None c. Authorization was given for P.A. 93-2 (Orinda) to be included in a future formal annexation to the District. Motion unanimously approved on the following vote: 02 04 93 27 AYES: Members: Rainey, Dalton, Menesini, Hockett, Clausen NOES: Members: None ABSENT: Members: None d. Purchase of a portable velocity meter was authorized from the Equipment Budget Contingency Account at a cost not to exceed $4,400. Motion unanimously approved on the following vote: AYES: Members: Rainey, Daltc;m, Menesini, Hockett, Clausen NOES: Members: None ABSENT: Members: None e. The Memorandum of Understanding (MOU) with the City of Clayton was approved and the President of the Board of Directors was authorized to execute said document. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Menesini, Hockett, Clausen NOES: Members: None ABSENT: Members: None 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None 5. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO EXECUTE AN AGREEMENT WITH JAMES M. MONTGOMERY CONSULTING ENGINEERS. INC. FOR PREDESIGN OF THE ULTRAVIOLET DISINFECTION PROJECT. DP 20100 Mr. Dolan, General Manager-Chief Engineer, stated that the pilot-scale study of ultraviolet (UV) disinfection has been completed and it is hoped that a project can be cost justified. Some cautionary conclusions were reached in the pilot-scale study. Rather than proceeding with full-scale design at this time, it is recommended that the District proceed with predesign to generate more information for use in evaluating the cost effectiveness of the project. Mr. Dolan introduced Mr. Doug Craig, Senior Engineer, who described the need for disinfection improvements. The District currently uses chlorine gas as a disinfectant and sulfur dioxide to dechlorinate prior to discharge into Suisun Bay. Both materials are toxic and extensive safety plans relating to their use are in place. The Uniform Fire Code and the Clean Air Act now require containment and release protection. As a result of the costs associated with the new requirement, a complete disinfection plan was done. The plan was completed in June 1991. The two most viable alternatives identified were ultraviolet disinfection and improving the current chlorine system. A pilot-scale study of UV disinfection was conducted at the Treatment Plant to determine the dosage needed to meet the District's discharge requirements. Mr. Craig reviewed the results of the pilot- scale study. It was found that UV light is an effective disinfectant; however, the transmittance was lower than expected. Mr. Craig stated that District staff is concerned about the increased cost associated with low transmittance of our effluent to UV. There is an ongoing effort to identity causes. At this time, staff would recommend that the District move forward with predesign to define cost estimates for use in determining whether to go forward with the UV Disinfection Project. Other predesign issues that would be considered include: identification of needed structural modifications; hydraulics; 02 04 93 28 electrical and instrumentation needs; hypochlorite system requirements; maintenance and cleaning of UV lamps; and procurement issues. Discussion followed concerning the changing regulations relating to chlorine usage, the size of the proposed UV Disinfection Project, special concerns associated with the size, the need for reliable cost estimates for both the UV Disinfection Project and improving the current chlorine system, research and studies relating to virus kill and biological issues, and other plants currently using the UV technology. Following discussion, it was moved by Member Rainey and seconded by Member Menesini, that the General Manager-Chief Engineer be authorized to execute an agreement with James M. Montgomery Consulting Engineers, Inc. for predesign of the Ultraviolet Disinfection Project, DP 20100. There being no objection, the motion was unanimously approved. 6. CORRESPONDENCE a. NOTE RECEIPT OF LETTER FROM MS. SALLY KUNZ. OF LAFAYETTE. OBJECTING TO THE RECENT VALLEY WASTE MANAGEMENT RATE INCREASE AND THE ADDITIONAL CHARGE FOR DIFFICULT-TO-ACCESS AREAS: CONSIDER DRAFT RESPONSE The draft response was discussed and modifications were suggested. Member Menesini requested that a definition of "difficult-to-access" be included in the letter. In response to a question from Member Rainey, Mr. Paul Morsen, Deputy General Manager, indicated that he toured some, but not all, of the difficult-to-access areas. It was the consensus of the Board that receipt of the letter from Ms. Sally Kunz, of Lafayette, objecting to the recent Valley Waste Management rate increase and the additional charge for difficult-to-access areas be noted and that staff modify the draft response to incorporate Board Members' comments. b. NOTE RECEIPT OF LETTER FROM MR. JOHN A. NEJEDLY. OF WALNUT CREEK. REQUESTING INFORMATION ON THE TRI-VALLEY WASTEWATER AUTHORITY (TWA) PROPOSED PROJECT Following discussion, receipt of the letter fror,n Mr. John A. Nejedly, of Walnut Creek, requesting information on the Tri-Valley Wastewater Authority (TWA) proposed project was noted and referred to staff for reply. 7. APPROVAL OF MINUTES a. MINUTES OF JANUARY 7. 1993 It was moved by Member Rainey and seconded by Member Hockett, that the minutes of January 7, 1993, be approved with the following addition. On page 10, in the third paragraph, in the second sentence, the words "in 1986 and 1987" were added following the word "done." There being no objection, the motion was unanimously approved. b. MINUTES OF JANUARY 21. 1993 It was moved by Member Menesini and seconded by Member Dalton, that the minutes of January 21, 1993, be approved as presented. There being no objection, the motion was unanimously approved. 8. APPROVAL OF EXPENDITURES EXPENDITURE LIST DATED FEBRUARY 4. 1993 a. Member Menesini, member of the Budget and Finance Committee, stated that he and Member Hockett reviewed the expenditures and found them to be satisfactory. 02 04 93 29 Following discussion of escrow deposits, it was moved by Member Menesini and seconded by Member Hockett, that the Expenditure List dated February 4, 1993, including Running Expense Check Nos. 73204-73516, Sewer Construction Check Nos. 12006--12062, and Payroll Check Nos. 30100-30390, be approved as recommended. There being no objection, the motion was unanimously approved. 9. BUDGET AND FINANCE RECEIVE THE 1992-1993 OPERATIONS AND MAINTENANCE BUDGET REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31. 1992 a. Mr. Dolan, General Manager-Chief Engineer, stated that the recent wet weather flows the District has experienced and may yet experience are costly. They result in increased labor, electrical, chemical, and other costs. In spite of these increased costs, the District managers have been curtailing expenditures wherever possible and have achieved a net two percent cut. Mr. Dolan thanked the managers for their efforts. Mr. Dolan introduced Ms. Debbie Ratcliff, Controller, who provided an overview of the 1992-1993 Operations and Maintenance Budget review for the six months ended December 31, 1992. For the six months ended December 31, 1992, total revenues were $267,000 less than budget representing an unfavorable variance of 1.9 percent, and total expenditures were $861,000 less than budget representing a favorable variance of 6.2 percent. The net result is $292,000 surp1us compared to a budgeted deficit of $301,000. Ms. Ratcliff reported that total revenues are projected to be $299,000 underrealized at June 30, 1993, representing a 1.0 percent unfavorable variance. Total expenses are projected to be $827,000 less than budget at June 30, 1993, representing a 3.0 percent favorable variance. As a result, reserves at June 30, 1993 are projected to be $1.5 million compared to a budget of $1.8 million. This reflects a Board action reducing reserves by $609,000 of which $137,000 was used to fund capital projects and $472,000 was used to fund capital equipment purchases. Ms. Ratcliff reviewed the projected major variances in revenues and expenses for the fiscal year ending June 30, 1993. Discussion followed concerning the breakdown of Board and staff legal services. President Clausen commended staff for the excellent job done in controlling expenditures in light of the revenue shortfall, and noted that the 1992-1993 Operations and Maintenance Budget Review for the Six Months ended December 31, 1992 was duly received. b. RECEIVE DECEMBER 1992 FINANCIAL STATEMENTS Ms. Debbie Ratcliff, Controller, reported that "as of December 31, 1992, the District's temporary investments were held in Treasury bills and notes and the District's Local Agency Investment Fund (LAIF) account with interest rates ranging from 4.2 percent to 6.2 percent. The latest interest rate at December 31, 1992, was 5.1 percent. The average yield for the LAIF account through December 31, 1992, was 4.6 percent. President Clausen noted that the December 1992 Financial Statements were duly received. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 11. REPORTS GENERAL MANAGER-CHIEF ENGINEER a. 1 ) Mr. Dolan, General Manager-Chief Engineer, stated that at a recent Board Meeting, President Clausen requested a report on the process and procedure that the District uses in selecting consultants. Mr. Dolan introduced Mr. Robert A. Baker, Deputy Chief Engineer, who reviewed the billings from consulting firms for the period July 1, 1992 through December 31, 1992. 02 04 93 30 02 Mr. Baker stated that traditionally the District has relied heavily on consulting firms for design services for the Capital Improvement Program. As the Board knows, there is I~ss money available now for the Capital Improvement Program. The District plans to use District employees for sewer design in the Infrastructure Division in the future. With regard to the consultant selection process, Mr. Baker stated that a Request for Qualifications (RFQ) is made. Based on the qualifications submitted, the consultants are narrowed down to the top few which are interviewed, ranked, and a selection is made. A Request f.or Proposals (RFP) for predesign is then prepared. Interviews are done by a committee. Each member of the committee scores and ranks the consultants interviewed. A recommendation is made to the department head, fees are negotiated, and a position paper is prepared for Board approval of the recommended consultant. President Clausen thanked Mr. Baker for his report. 2) Mr. Dolan, General Manager-Chief Engineer, stated that at the last Board Meeting, an emergency authorization was given for repair of a pipe in Miner Road in Orinda where a culvert had failed. Mr. Dolan introduced Mr. John A. Larson, Collection System Operations Department (CSOD) Manager, who reported that on January 21, 1993, the District was advised that a portion of Miner Road in Orinda had washed out. The District's 18-inch sewer line had failed and the nearby 15-inch line was threatened. Approximately 30,000 gallons of wastewater entered a creek and went into San Pablo Reservoir. Testing done at the reservoir showed no measurable effect as a result of the overflow. Mr. Larson showed slides and described the work done to repair Miner Road and the District's pipeline. Although all bills have not yet been received, the total cost of the repair is estimated to be approximately $30,000. The District expended approximately $5,000. The City of Orinda has requested FEMA funding for the repair. Throughout the effort to correct the problem, the District's working relationship with the City of Orinda has been excellent. The Board commended District staff and the City of Orinda for their efforts and suggested that a letter of commendation be sent. 3) Mr. Dolan, General Manager-Chief Engineer, reported that the District is currently receiving 10 gpm of untreated Acme Fill leachate. This is a demonstration project to see what the impact will be. The Regional Water Quality Control Board (RWQCB) has a strong interest in finding an environmentally satisfactory solution to the Acme Fill Corporation leachate problem. The District has been 'working with Acme to define a leachate project which could be performed under conditions that are acceptable to the District. The RWQCB has fined Acme for failure to solve their leachate problem and put them on a time schedule that will require further actions in the immediate future to avoid further fines. Mr. Dolan stated that Acme has further complicated the leachate disposal project by suing the District for closure and post-closure of Acme Fill. Mr. Dolan stated his intention to send a letter to Acme Fill which points out this legal problem, then goes on to define a leachate program which could be implemented if the legal problems can be solved. The leachate program would have the following features: a) There would be an initial 12-month period during which the District would accept 25 gpm of pretreated leachate. The pretreatment process would be an activated sludge process similar to the District's secondary treatment process. Acme would pay the connection and operating fees attendant to that service expected to be in the range of $450,000 to $500,000 some of which would be rebated if there is no project after that year. The flow must meet the District's pretreatment requirements and cannot cause a toxicity problem. 04 93 31 b) Acme would conduct process tests on advanced treatment of future flows to learn cost and process effectiveness. c) Acme would be required to document the means by which direct discharge criteria for discharge to the District's outfall would be met if they wished to pursue that option. d) Preliminary considerations would be described under which the District would accept up to 130 gpm in the future including: 1) the requirement that the District be protected from the Federal Resource and Conservation Recovery Act (RCRA) regulatory complications; 2) payment up front of capital and operating costs estimated to be $17.5 million for the long-term leachate project; 3) an indication of possible willingness to accept Acme's satisfactory assurance of payment of something less than $17.5 million up front with the understanding that the mechanics to ensure future funding must be in place; 4) the requirement that pretreated leachate will not cause process or regulatory problems; 5) the requirement that Acme must conform to future regulatory requirements; and 6) the District's satisfaction that Acme has acceptable plans for dealing with other leachate sources including excess flows from the north parcel, and leachate from the east and south parcels. ' President Clausen stated that instead of the Board indicating that these conditions would be acceptable, the letter should state that in order for the General Manager-Chief Engineer to be willing to make a recommendation to the Board for consideration, these conditions must be met. Mr. Dolan agreed. Discussion followed concerning responsibility for monitoring compliance with pretreatment requirements, funding for pretreatment operations, the amount of leachate in question, and seepage from the river into the leachate and the ebb and flow of the bay. Member Menesini stated that he believes the District has a public responsibility to either police or be concerned in terms of Acme's pretreatment of leachate. Member Menesini indicated that he would want independent information concerning Acme's proposed pretreatment process. Mr. Dolan agreed. Member Menesini expressed concern about the ongoing series of fines and actions against Acme Fill Corporation and the possibility that the District may inherit some of that responsibility if the District takes over the system. Mr. Kenton L. Aim, Counsel for the District, stated that the RWQCB has taken the position to date that the responsibility is Acme's and not the District's. Finally, Member Menesini questioned the analysis of the leachate. Mr. Dolan stated that an analysis has been provided to the District but it is not known what portion of the leachate toxicity is non-biodegradable. Mr. Baker, Deputy Chief Engineer, stated that for that reason, the District would impose a biotoxicity requirement. Mr. Dolan thanked the Board for their comments and indicated that he would send the letter incorporating Board comments and suggestions to Acme Fill Corporation. 4) Mr. Dolan announced that a Request for Proposals for Telephone System Improvements has gone out. The District is most anxious to get a replacement system in place. The estimated cost for replacing the defective switch and some hardware is $225,000. 5) Mr. Dolan announced that as required by federal law, Notice of Significant Noncompliance of federal and local pretreatment regulations will be published in the near future. Mr. Dolan listed the industrial users in significant noncompliance during the 1992 calendar year as follows: 02 04 93 32 The Stripping Workshop 2565 Cloverdale Avenue Concord, California Siemens Medical Laboratories 4040 Nelson Avenue Concord, California First Image Management Company 4075 Nelson Avenue Concord, California First Image Management Company 2552 Stanwell Drive, Suite 209 . Concord, California Etch- Tek, Inc. 2455 Bates Avenue Concord, California Chevron Corporation 6001 Bollinger Canyon Road San Ramon, California John Muir Medical Center 1601 Ygnacio Valley Road Walnut Creek, California San Ramon Regional Medical Center 6001 Norris Canyon Road San Ramon, California Varian Instruments, Inc. 2700 Mitchell Drive Walnut Creek, California 6) Mr. Dolan announced that the Mt. Diablo Audubon Society conducted their annual bird count on New Years. Thirty different species were found on the plant site. 7) Mr. Dolan announced that he met with Mr. Joe Covello, Dublin San Ramon Community Services District (DSRSD) Director, on February 4, 1993. It appears that the Tri-Valley Wastewater Authority (TWA) coalition is unable to proceed with a proposal at this time. TWA may seek several smaller solutions rather than one big solution. Mr. Covello asked Mr. Dolan's reaction to a proposal whereby Central San would enter into a mini-TWA type project with DSRSD to serve Dougherty Valley. Mr. Dolan indicated that he did not understand how the public would be served by such a project. At this time it is not clear whether the District will ever receive a proposal from TWA. Mr. Dolan stated further that there are procedures in place for handling flows from the Dougherty Valley should it come directly to the District. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT None 02 04 93 d. 33 BOARD MEMBERS 1 ) The appointment and duties of Mr. Fred Davis as Interim Executive Director of the Central Contra Costa Solid Waste Authority were discussed. Member Menesini expressed concern' with the possibility of overlapping responsibilities and increased bureaucracy. Member Rainey stated that concern has been shared by many for some time. The best solution would be a County-wide joint powers authority where the ratepayers would benefit from joint efforts and reduced bureaucracy in the comprehensive management of AB 939 city and county responsibilities. 2) Member Rainey requested the ratification of amendments to the Contra Costa Solid Waste Authority (CCSWA) joint powers agreement and extension of the lease agreement between the District and CCSWA be calendared for consideration at the February 18, 1993 Board Meeting. Member Rainey reported that negotiations between CCSWA and the County are continuing. Member Rainey had indicated previously that she would have to leave at 5:15 p.m. and had requested to be excused. At 5: 18 p.m., Member Rainey left the meeting. None None None 3) A brief report of the January 14-16, 1993 California Association of Sanitation Agencies (CASA) meeting was presented. Member Menesini stated that the meeting was worthwhile and commended Mr. Robert Baker, Deputy Chief Engineer, for his leådership and presentation at the meeting. 12. ANNOUNCEMENTS 13. CLOSED SESSION 14. ACTIONS RESULTING FROM DISCUSSIONS IN CLOSED SESSION 15. ADJOURNMENT There being no further business to come before the Board, President Clausen adjourned the meeting at the hour of 5:23 p.m. ~~~ /~ "/,ç:" , " // .// ,'~~/. ./~~ ./ / ..Presid,ht of the Board of Directors, (..c.entfal Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: ! S.c eta y of the Central Con a Cò ta Sanitary District, County of Contra Costa, State of California 0'2 04, 93