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HomeMy WebLinkAboutBOARD MINUTES 02-18-93 34 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON FEBRUARY 18, 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 18, 1993. In the absence of President Clausen, President Pro Tem Dalton called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Hockett, Rainey, Dalton ABSENT: Members: Menesini, Clausen Members. Menesini and Clausen had indicated previously they would be unable to attend this meeting and had requested that they be excused. 2. PUBLIC COMMENTS Mr. John Nejedly addressed the Board relative to a request for information concerning costs associated with the Tri-Valley Wastewater Authority Project (TWA) proposed project and TWA funding for reimbursement of those costs. Mr. Nejedly questioned whether TWA has a productive source of revenue for reimbursement of costs in the future. Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that the information requested in Mr. Nejedly's letter is being assembled and should be available by early next week. 3. AWARDS AND COMMENDATIONS Mr. Dolan, General Manager-Chief Engineer, announced with a great deal of pleasure, that the District has been recognized by the California Water Pollution Control Association (CWPCA) as the best large collection system and the best large treatment plant in the San Francisco Bay area. The District also received an award for research for the Ultraviolet Disinfection Project; but perhaps the most cherished of the awards received was for the Collection System Person of the Year. a. CONGRATULATE MR. BILL ECHOLS. MAINTENANCE CREW LEADER. UPON RECEIVING THE CWPCA COLLECTION SYSTEM PERSON OF THE YEAR AWARD Mr. Dolan introduced Mr. John A. Larson, C'ollection System Operations Department (CSOD) Manager, who stated that Mr. Bill Echols, Maintenance Crew Leader, was selected from a number of employees as CWPCA Collection System Person of the Year. Bill is a model employee with a professional approach to his work and an ongoing program of self-improvement. Bill is well deserving of this award. b. RECEIVE CWPCA BEST LARGE COLLECTION SYSTEM OF THE YEAR AWARD Mr. Larson stated that Central San was awarded the CWPCA Best Large Collection System of the Year Award based on exceeding standards for regulatory compliance, the professional approach to operations, reduction in the number of overflows in 1 992 over 1 991, and implementation of a formal employee information program to improve public service and involvement. The award is a recognition of the efforts of the entire staff at CCCSD. Mr. Larson stated that the award could not have been won without the support of the Board of Directors and the teamwork at the District and at CSOD in particular. c. RECEIVE CWPCA BEST LARGE TREATMENT PLANT OF THE YEAR AWARD Mr. Charles W. Batts, Plant Operations Department (POD) Manager, presented the CWPCA Best Large Treatment Plant of the Y.ear Award to Mr. James M. Kelly, Plant 02 18 93 35 Operations Division Manager who received the award on behalf of the entire plant staff. Mr. Batts stated that the award was given to Central San on the basis of favorable observations received, regulatory compliance achieved, and evidence of superior plant performance. Mr. Kelly thanked the Board for their support of the Plant Operations Department's efforts. d. RECEIVE CWPCA ENGINEERING RESEARCH AWARD FOR THE ULTRAVIOLET DISINFECTION PROJECT Mr. David R. Williams, Acting Engineering Department Manager, thanked the Board for authorizing the capital project that allowed the Ultraviolet (UV) Disinfection Pilot Study. The pilot study was successful showing that ,UV is a viable alternative to chlorination. Mr. Williams presented the CWPCA Engineering Research Award, for the UV Disinfection Project to Ms. Lynne Putnam, Senior Engineer, who stated that the UV Disinfection Project is an innovative project and part of the larger Water Environment Federation research project. Ms. Putnam thanked the Plant Operations Department mechanics, machine shop people, laboratory staff, and the other Engineering Department people who were part of the project for their cooperation and stated that the award represents the good teamwork at the District. The Board commended staff for their efforts which resulted in these prestigious awards. 4. CONSENT CALENDAR It was moved by Member Rainey and seconded by Member Hockett, that the Consent Calendar, consisting of Items a. and b., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. The Agreement relating to Real Property with Raymond L. DeGennaro, et ai, Job 4861, was approved, the President of the Board of Directors and the Secretary of the District were authorized to execute and record said agreement, and Resolution No. 93-008 was adopted to that effect. Motion approved on the following vote: AYES: Members: Rainey, Hockett, Dalton NOES: Members: None ABSENT: Members; Menesini, Clausen b. Purchase of a new MSA portable gas detection meter was authorized from the Equipment Budget Contingency Account at a cost not to exceed $2,300. Motion approved on the following vote: AYES: Members: Rainey, Hockett, Dalton NOES: Members: None ABSENT: Members: Menesini, Clausen 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None a. 6. BIDS AND AWARDS AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO HESS CONSTRUCTION COMPANY. INC. FOR THE 1-680/SR-24 SEWER RELOCATIONS PHASE III. DP 4782 Mr. Dolan, General Manager-Chief Engineer, directed the Board's attention to the spread sheet noting that there was a good deal of competition in the bidding. Staff has 02 18 93 36 conducted a complete review of the bid and would recommend authorization to award to Hess Construction Company, Inc. It was moved by Member Rainey and seconded by Member Hockett, that award of contract be authorized to Hess Construction Company, Inc., the lowest responsible bidder in the amount of $1,712,622 for the construction of the 1-680/SR-24 Sewer Relocations, Phase III, DP 4782; and that the General Manager-Chief Engineer be authorized to allocate $1,548,000 from the Collection System Program for the project. There being no objection, the motion was approved with Members Menesini and Clausen being absent. 7. SOLID WASTE ADOPT RESOLUTION RATIFYING AMeNDMENTS TO CONTRA COSTA SOLID WASTE AUTHORITY JOINT POWERS AGREEMENT a. Member Rainey, the District's representative on the Contra Costa Solid Waste Authority (CCSWA), requested that the Board consider adoption of a resolution ratifying two amendments to the CCSWA Joint Powers Agreement. The first amendment deals with changes in language made at the request of the City of Richmond and the Town of Moraga at the time the JPA was formed in July 1991, and the second amendment clarifies the responsibility of CCSWA with regard to the responsibilities of the regional joint power authorities. Following discussion, it was moved by Member Rainey and seconded by Member Hockett, that Resolution No. 93-009 be adopted ratifying amendments to the Contra Costa Solid Waste Authority Joint Powers Agreement and that Member Rainey, the District's CCSWA representative, be authorized to execute said amendments. Motion approved on the following roll call vote: AYES: Members: Rainey, Hockett, Dalton NOES: Members: None ABSENT: Members: Menesini, Clausen b. CONSIDER EXTENDING CONTRA COSTA SOLID WASTE AUTHORITY FINANCIAL AGREEMENT THROUGH MARCH 1994 Member Rainey, the District representative on the Contra Costa Solid Waste Authority (CCSWA), stated that last year CCSWA needed space for an office. Since the District had space available at 4797 Imhoff Place, space was allocated to CCSWA for a nine- month period ending in March 1993. CCSWA has requested that the agreement be extended through March 1994. Mr. Paul Morsen, Deputy General Manager, stated that the Financial Agreement between the District and CCSWA also provides for treasurer services. It is recommended that Ms. Deborah Ratcliff, Controller, be designated as Treasurer for that organization in place of retired Finance Officer Walter Funasaki. It was moved by Member Rainey and seconded by Member Hockett, that the Financial Agreement with Contra Costa Solid Waste Authority be extended through March 1994 and that Ms. Deborah Ratcliff, Controller, be d~signated Treasurer. Motion approved on the following roll call vote: AYES: Members: Rainey, Hockett, Dalton NOES: Members: None ABSENT: Members: Menesini, Clausen 0.2 18 93 37 8. ENGINEERING STATUS UPDATE/POLICY LEVEL GUIDANCE FOR THE PLEASANT HILL SEWER OVERFLOW PROTECTION PROJECT. DP 4879 a. Mr. Dolan, General Manager-Chief Engineer, stated that based on the overall project schedule, this status report had been scheduled for some time to be brought to the Board at this meeting. About one year ago a piece of value engineering work was done to look at ways to cut the cost of the Pleasant Hill Sewer Overflow Protection Project. It was acknowledged that later in this decade or the first part of the next decade, work would be required on the A-Line. It was determined that there would be a significant cost advantage if the two projects were merged and the portion of the Pleasant Hill Interceptor common to the A-Line Relief Interceptor were. built big enough to take the future flows of the A-Line, avoiding the disruption associated with a second project ten years later in the same alignment. The present worth of the savings is estimated to be approximately $2.5 million. At the time the decision to merge the two projects was made, discussions on the Tri- Valley Wastewater Authority (TWA) proposed project were in progress. District staff was of the opinion that in later summer or early fall of 1992, TWA would be making a proposal, the District would have an opportunity to determine whether the proposal would be acceptable, and a decision could be made. As the Board is aware, TWA has not yet decided on a project. Because Member Menesini has a real interest in this issue, Mr. Dolan stated that when he learned that Member Menesini would not be present at this meeting, he took the time to meet with him last week to explain these issues and the staff recommendation that the Pleasant Hill Interceptor not be upsized to accommodate TWA flows. If TWA were to come to the District at some point in the future, it would be recommended that TWA parallel the project. Mr. Dolan stated that he believed that Member Menesini understood the issues, but requested that the matter be held over until the next meeting. Since Member Menesini requested that the matter be held over and since President Clausen, a Board representative on the TWA Committee, is not present, Mr. Dolan recommended that this matter be continued to March 4, 1993. It was moved by Member Rainey and seconded by Member Hockett that consideration of the status update/policy level guidance for the Pleasant Hill Sewer Overflow Protection Project, DP 4879, be continued to March 4, 1993. There being no objection, the motion was approved with Members Menesini and Clausen being absent. b. ADOPT A RESOLUTION AUTHORIZING THE GENERAL MANAGER-CHIEF ENGINEER TO EXECUTE AGREEMENTS WITH ENTITIES IN ROSSMOOR REGARDING THE ROSSMOOR SEWER SYSTEM EVALUATION Mr. Dolan, General Manager-Chief Engineer, stated that at the last Board meeting, the Board authorized an engineering study to provide an independent analysis of the Rossmoor Sewer System to assist the District in their negotiations to resolve this matter. This has been discussed with the non-profit mutual benefit corporations in the community of Rossmoor and they are now prepared to join in this effort. Mr. Kenton L. Aim, Counsel for the District, described the intent of the resolution which is to state the District's position, intentions, and understanding of the agreements. It was moved by Member Hockett and seconded by Member Rainey, that the General Manager-Chief Engineer be authorized to execute agreements with entities in Rossmoor regarding the Rossmoor sewer system evaluation, and that Resolution No. 93-010 be adopted, authorizing execution of said agreements. Motion approved on the following roll call vote: AYES: Members: Hockett, Rainey, Dalton NOES: Members: None ABSENT: Members: Menesini, Clausen 02 18 93 38 9. TREATMENT PLANT a. BOARD ACCEPTANCE OF THE 1992 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 normally presented as a routine matter. However, it is not routine for Plant Operations Department (POD) staff. The Annual Self-Monitoring Program Report is a report card that tells the regulators how well the District is meeting the standards. There will be a laboratory workshop in the near future to provide an overview for the Board. At this time, Mr. Batts provided an overview of the 1992 Self-Monitoring Program Report noting that final effluent flow shows the effec;t of the drought and water conservation. A 20 percent drop in the amount of water coming into the Treatment Plant can be measured when comparing 1986 flows with 1992 flows. The Treatment Plant produced effluent with annual average biochemical oxygen demand (BOD) and total suspended solids (TSS) concentration of 6 mg/L each. This is well below the District's National Pollutant Discharge Elimination System (NPDES) permit standards of 25 mg/L and 30 mg/L, respectively. Specific effluent chemical concentrations and scores of priority pollutant and bioassay tests are included in the report. No excessive concentrations of pollutants were detected. Results of the final effluent total coliform test were below the permit limits with the exception of one high value in April 1992. In response to a question from Member Rainey, Mr. Batts stated that the District is well below the existing NPDES limits for all metals monitored. However, Mr. Batts cautioned the Board that the Basin Plan has just been adopted by the Regional Water Quality Control Board. It is anticipated that the District will be able to meet the limit of the new regulations but some, such as copper and mercury, could be a challenge if and when these limits are included in our NPDES permit. Following discussion, President Pro Tem Dalton noted that the 1992 Annual Self- Monitoring Program Report was duly accepted. a. 10. PERSONNEL DELETE THE POSITION OF SENIOR ACCOUNT ANT /INTERNAL AUDITOR AND ADD ONE ACCOUNTING SUPERVISOR POSITION: REDUCE THE SALARY RANGE OF THE ACCOUNTING SUPERVISOR POSITION FROM S-73 ($3933-$4759) TO S-71 ($3745-$4532): RECLASSIFY STEVEN ELSBERRY FROM SENIOR ACCOUNTANT/INTERNAL AUDITOR TO ACCOUNTING SUPERVISOR Mr. Dolan, General Manager-Chief Engineer, reviewed the recommendation, stating that it would be staff's intention to do much of the internal audit work by outside contract in the future. It was moved by Member Rainey and seconded by Member Hockett, that the position of Senior Accountant/lnternal Auditor (S-71, $3745-$4532) be deleted; that one position of Accounting Supervisor (S- 71, $3745-$4532) be added; that the salary range of the Accounting Supervisor position be revised from S-73 ($3933-$4759) to S-71 ($3745- $4532); and that Steven Elsberry be reclassified from Senior Accountant/lnternal Auditor (S-71, $3745-$4532) to Accounting Supervisor (S-71, $3745-$4532). There being no objection, the motion was approved with Members Menesini and Clausen being absent. b. 1992 AFFIRMATIVE ACTION UPDATE Mr. Dolan introduced Ms. Cathryn Freitas, Personnel Officer and Affirmative Action Compliance Officer. Ms. Freitas presented the report of the Affirmative Action Committee for 1992. Members of the Committee include Survey Party Chief Liz Charlton, Operations Suppert Supervisor Yvonne Granzotto, Shift Supervisor Jose Lopez, Plant Operator II James Minor, Personnel Analyst II Darlene Ross, and Personnel Officer and Affirmative Action Compliance Officer Cathryn Freitas. Ms. Freitas reviewed the statistics set forth in the 1992 Affirmative Action Report and some of the affirmative action activities. Following discussion, receipt of the 1992 Affirmative Action Update was noted. 02 18 93 39 11. LEGAL/LITIGATION a. GRANT PERMISSION FOR SUBMISSION OF A LATE CLAIM AND DENY THE CLAIM ON ITS MERITS Following explanation by Mr. Kenton L. Aim, Counsel for the District, it was moved by Member Rainey and seconded by Member Hockett, that Mr. Dave Granquist be granted permission to present a late claim, that the claim be denied on its merits, and that the claim be referred to staff for further action as needed. There being no objection, the motion was approved with Members Menesini and Clausen being absent. a. 12. CORRESPONDENCE NOTE RECEIPT OF LETTER FROM MS. ROSEMARY BREDAHL LAFAYETTE RESIDENT. CONCERNING RECENT VALLEY WASTE MANAGEMENT RATE INCREASE: CONSIDER DRAFT RESPONSE Receipt of the letter from Ms. Rosemary Bredahl, Lafayette resident, concerning the recent Valley Waste Management rate increase was noted and the draft response was approved. b. This item was pulled from the agenda. c. NOTE RECEIPT OF LETTER FROM MR. DOUG GRIFFITH. VALLEY WASTE MANAGEMENT CONTROLLER. CONCERNING CALIFORNIA DEPARTMENT OF CONSERVATION ONE-TIME PAYMENT OF $34.873.67 FOR CURBSIDE RECYCLING PROGRAM Receipt of the letter from Mr. Doug Griffith, Valley Waste Management Controller, concerning the California Department of Conservation one-time payment of $34,873.67 for curbside recycling program, was noted. 13. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED FEBRUARY 18. 1993 Member Hockett, member of the Budget and Finance Committee, stated that she reviewed the expenditures and found them to be satisfactory. It was moved by Member Hockett and seconded by Member Rainey, that the Expenditure List dated February 18, 1993, including Self-Insurance Check Nos. 100662-100663, Running Expense Check Nos. 73517-73680, and Sewer Construction Check Nos. 12063- 12094, be approved as recommended. There being no objection, the motion was approved with Members Menesini and Clausen being absent. 14. BUDGET AND FINANCE a. RECEIVE JANUARY 1993 FINANCIAL STATEMENTS Mr. Dolan, General Manager-Chief Engineer, stated that the Six-Month O&M Budget Review was presented recently. As noted at that time, there has been a decline in revenue. Staff will match that decline with a decrease in expenditures as much as possible; however, wet weather could presen~ a problem in that regard. Mr. Dolan introduced Mr. Steve Elsberry, Accounting Supervisor, who reviewed the results of operations and maintenance expenses for the month of January 1993, noting that expenditures were $38,000 less than budget representing a 1.7 percent favorable variance. For the seven months ended January 31, 1993, expenditures were $899,000 less than budget representing a 5.6 percent favorable variance. Mr. Elsberry reported that the District's temporary investments were held in Treasury bills and Treasury notes and the District's Local Agency Investment Fund (LAIF) account with interest rates ranging from 4.195 percent to 6.242 percent. The latest interest rate was 02 18 93 40 5.125 percent. The average yield for the LAIF account through December 31, 1992, was 4.647 percent. None a. 3) 02 18 15. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 16. REPORTS GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, stated that as part of the Home Composting Workshops, the District planned to distribute some literature to enable the interested public to ,learn more about composting after the demonstration. Member Menesini has raised some questions with regard to technical flaws in the State Integrated Waste Management Board approved booklet selected by the District. This matter can be discussed further when Member Menesini is present; however, concurrence is needed from the Board as to how to handle this matter at the workshops scheduled over the next two weeks. Following discussion, it was the consensus of the Board to use the copies of the booklets already purchased. Member Hockett reported that she attended a workshop session at Navelets and found the speaker to be very knowledgeable and the workshop to be very informative. 2) Mr. Dolan, General Manager-Chief Engineer, stated that at a recent Board Meeting, the way in which to advise the District's ratepayers of a possible future rate increase was discussed. Several helpful suggestions were made by the Board. Mr. Dolan distributed sample artwork and formats for consideration by the Board and the Board provided comments to staff. Mr. Dolan indicated that this matter will be calendared for further discussion at the next Board Meeting. Mr. Dolan stated that this year a 'number of developments have converged to make the current planning and budgeting process perhaps the most demanding in recent history. Those developments include: . Loss of approximately 40 percent of the District's ad valorem tax revenue and threatened loss of the remainder; . Reduction in Facilities Capacity Fee revenue associated with new connections; . Growing number of new regulations that will be costly to meet; . A feeling on the part of management that the best way to operate this agency for the next decade is through employee empowerment, the development of a shared vision and shared goals for the future, and the cooperative implementation of actions plans to achieve the goals. Last week, the managers met with a facilitator to discuss these issues. As the managers progressed with the planning, it became clear that there were short-term management issues m'ainly dealing with the 1993-1994 budget; and, long-term strategic issues which could only be worked through under the direction and with the participation of the Board of Directors. The goal areas identified were: . Regulatory compliance . Development of a cost reduction program . Transition of responsibility for solid waste 93 b. c. d. None None 4) 7) 5) 6) 41 . Management/employee involvement and effectiveness . Public support for District programs Mr. Dolan indicated that at the next Board Meeting he would present a status report of the strategic planning to date and discuss alternatives for Board involvement. Mr. Dolan announced that the District has received five citations from the Bay Area Air Quality Management District (BAAQMD) since 1991 as follows: . Strip chart paper ran out $125 . Ash dusting $188 . Late report of opacity problem $201 . Dust from bag house failure cost uncertain . No permit for propane flar.e cost uncertain Cost settlement of three of the violations has been negotiated and work is proceeding on the remaining two. Mr. Dolan announced that Mr. Charles W. Batts, Plant Operations Department Manager, will be traveling out-of-state on a Water Environment Federation Research Foundation (WEFRF) and Electrical Power Research Institute (EPRI) Joint Meeting in Miami, Florida. This is a jointly sponsored effort to develop methodologies to reduce power-related operating costs. EPRI will cover Mr. Batts' travel costs. Mr. Dolan stated that the Board requested some information on the impact of other agency fees on the District's operating expenses. Mr. Dolan distributed a memo describing this impact prepared by Mr. Russ Leavitt, Planning Assistant. Mr. Dolan announced that his five-year contract with the District expires at the end of June 1993. If the Board has no objection, Mr. Dolan indicated that he would like to discuss the subject with the Board at the next Board Meeting. COUNSEL FOR THE DISTRICT None SECRETARY OF THE DISTRICT None BOARD MEMBERS 1 ) Member Rainey reported that the Fiscal Unity Committee work is progressing. Member Rainey indicated that it may be appropriate to assign a staff member to attend these meetings. The meetings are normally held in the morning on the third Thursday of the month. 17. ANNOUNCEMENTS 18. CLOSED SESSION 02 93 18 42 19. ACTIONS RESULTING FROM DISCUSSIONS IN CLOSED SESSION None 20. ADJOURNMENT There being no further business to come before the Board, President Pro Tem Dalton adjourned the meeting at the hour of 5:24 p.m. -~ / . '/.? 7' ~~~~ ~/ . prf1$iden f the Board of Directors, Ceri ra Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: I S cr t: ry of the Central ontra Cos a Sanitary District, County of Contra Costa, State of California 02 18 93