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HomeMy WebLinkAboutBOARD MINUTES 03-04-93 43 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON MARCH 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 March 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. John Nejedly addressed the Board relative to the Tri-Valley Wastewater Authority (TW A) proposed project, District costs associated with the TW A proposed project, and TWA reimbursement of those costs. Mr. Nejedly stated that Central Contra Costa Sanitary District (CCCSD) completed some engineering work with Camp Dresser and McKee and James M. Montgomery Consulting Engineers, providing some background for Alternative No.3 for the original TWA Environmental Impact Report (EIR) that selected East Bay Municipal Utility District (EBMUD) as the preferred alternative. TWA was not billed for the cost of that work and no reimbursement was made by TWA to CCCSD. It was not until January 17, 1991, when the EBMUD alternative was rejected that CCCSD entered into a Memorandum of Understanding (MOU) with TW A that provided for repayment of expenses to CCCSD. In addition, Mr. Nejedly stated that he noted in reviewing the expenses of Counsel for the District, that some expenses were not accounted for or charged to TWA. Mr. Nejedly stated that $33,000 of legal expenses relative to the TWA contract were not charged to TWA or repaid by TWA. Mr. Nejedly stated further that the MOU provided that reimbursement would be made within 30 days of the invoice. That did not occur. In some cases there was an interval of more than six months between billing and payment. President Clausen thanked Mr. Nejedly for bringing this matter to the attention of the Board. President Clausen referred this matter to staff and to the Board Budget and Finance Committee for any action that may be required. 3. CONSENT CALENDAR It was moved by Member Rainey and seconded by Member Dalton, that the Consent Calendar, consisting of Items a. and b., be approved as recommended. a. The contract work for the Solids Conditioning Building Crane Installation Project, DP 10083, was accepted and the filing of the Notice of Completion was authorized. Motion unanimously approved on the following vote: AYES: Members: Rainey, Dalton, Menesini, Hockett, Clausen NOES: Members: None ABSENT: Members: None b. The Clarification to Hess Construction, Inc.'s Bidder's Statement of Subcontractors to correct an inadvertent clerical error by listing Walter C. Smith as the subcontractor performing all boring work for the 1-680/SR-24 Sewer Relocations Phase III Project, DP 4782, was approved. Motion unanimously approved on the following vote: 03 04 93 44 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 STATUS UPDATE OF THE PLEASANT HILL/A-LINE SEWER OVERFLOW PROTECTION PROJECT. DP 4879 a. Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that this matter was provided to the Board at the February 18, 1993 Board Meeting. It was held over because two Board Members were not present at that meeting. Mr. Dolan introduced Mr. Tad J. Pilecki, Senior Engineer, who introduced the project team. Mr. Art Hamid and Mr. Charlie Joyce, of James M. Montgomery Consulting Engineers, Inc. (JMM), are preparing the design for the project; Mr. Jarred Miyamoto-Mills developed the flows and criteria for the project; Mr. Jim Coe, Associate Engineer, coordinated the recycled water pipeline project with the Pleasant Hill/A-Line Sewer Overflow Protection Project; and Mr. Russ Leavitt, Planning Assistant, developed the EIR that is part of this overall project. Mr. Pilecki stated that in January 1992, the Board authorized a contract with JMM for the detailed design of the Pleasant Hill Relief Int.erceptor Project. The project team has completed 50 percent of the design and several key issues need to be resolved to allow completion of the plans and specifications. Those are: . Final designation of two Pleasant Hill Relief Interceptor route segments. . A proposal to include a recycled water line in the project. . Consideration of whether or not to size the first phase of the Pleasant Hill/A-Line Project to accommodate possible future flows from the Tri-Valley Wastewater Authority (TW A). Mr. Pilecki stated that the District has been experiencing sewer overflows in the communities it serves during wet weather events. These overflows are caused by infiltration/inflow (unwanted water that enters the sanitary sewer pipelines during wet weather) typically 10 to 12 times greater than average dry weather flow. In 1986, the Collection System Master Plan was developed. Two goals of that program were: 1 ) To upgrade the collection system by the year 2000 so that capacity-related sewer overflows occur no more often than once every five years; and 2) To upgrade the collection system by the year 2010 so that capacity-related sewer overflows occur no more often than once every 20 years. The Pleasant Hill and A-Line Projects are key components for achieving those goals. Mr. Pilecki reviewed the history of events in the Pleasant Hill and A-Line Projects, briefly described project alternatives in the Environmental Impact Report (EIR), alignment alternatives for the Pleasant Hill Project already approved by the Board of Directors, and segments requiring additional work or future approval. For two locations along the planned Pleasant Hill Project route, the Board directed staff to proceed with additional right-of-way and design studies before recommending a final route selection. With regard to segment 14 versus segment(s) 13/15 (Contra Costa Boulevard versus Pleasant Hill Shopping Center), staff recommends that segment 14 be selected based on the following: 03 04 93 45 . Segment 14 (tunneling) would produce less disruption; . Segment 14 right-of-way acquisition costs are estimated to be $750,000 less than the other options; . Segment 14 has better hydraulic characteristics; and . Segment 14's construction cost is estimated to be $150,000 to $400,000 less expensive than the other options in addition to the right-of-way cost savings; however, . Segment 14 has contaminated material present at the Chilpancingo intersection. With regard to segment 17 versus segment 18, staff recommends that segment 18 be selected based on the following: . Segment 18's construction cost is estimated to be $800,000 less expensive; . Segment 18 has better hydraulic characteristics; and . Segment 18 would produce less disruption for residents. In approximately two months, staff will return to the Board requesting formal approval of the segments. At that time, interested parties will be notified so they can be present. With respect to the recycled water pipeline, design is 50 percent completed. No commitment has yet been received from Contra Costa Water District (CCWD). The California Environmental Quality Act (CECA)' documentation has begun. A Negative Declaration will be done to allow construction of the recycled water pipeline as part of the Pleasant Hill Project. The incremental cost to build the recycled water pipeline in conjunction with the Pleasant Hill Project is $1.1 million. Staff plans a detailed presentation of the Recycled Water Project in the near future. The recycled water pipeline has been set up as a separate bid schedule so it can be deleted from the project if CCWD does not participate or the bids come in high. At this time because of community acceptance and indication that the recycled water would be used, staff requests Board concurrence to include the recycled water pipeline and go to bid. Mr. Dolan, General Manager-Chief Engineer, stated that since there has been a change on the Board of Directors since this matter was discussed last, staff would like to be sure there is still Board acceptance to build this recycled water pipeline that will remain unused for some period of time. When it is used, it would be expected that one or both water districts would buy into the project. Mr. Jim Coe, Associate Engineer, reviewed the recycled water pipeline project schedule, noting that the contract for the project will be let in late summer 1993, and delivery of recycled water is anticipated in summer 1995. It was the consensus of the Board that work continue on the recycled water pipeline. Mr. Pilecki stated that the Pleasant Hill project EIR covers a pipeline project which would have capacity to serve the planned for growth of the service area. This EIR would not, for example, cover the Dougherty Valley or TWA. A pipeline serving only the Pleasant Hill watershed would be 72" in diameter and a segment would be located in Marsh Drive. Marsh Drive is also the preferred alternative for the larger A-Line relief pipeline to be built in 10 years. With that information, the District conducted a value engineering workshop which recommended that combining the two pipelines be considered, resulting in a present worth cost savings of $2.5 million and elimination of disruption associated with a second large project ten years later in the same alignment. Based on the build out flow projections for planned growth in the Contra Costa service area covered by the EIR under a 20-year wet weather event, it was determined that 350 mgd wet weather capacity would be needed for the combined project. The existing A-Line already has 140 mgd in capacity. A 102-inch diameter pipe is the smallest size available that can accommodate the remaining 210 mgd of projected wet and dry weather flows. Total ultimate capacity for the proposed 102" Pleasant Hill/A-Line system will exceed projected design flows by approximately 9 mgd. The question then arises regarding flows that are not addressed 03 04 93 46 in the EIR, such as Dougherty Valley and Tri-Valley Wastewater Authority (TWA), The Pleasant Hill/A-Line 102-inch pipeline would have sufficient capacity for the Dougherty Valley. However, additional CEOA documentation would be required before Dougherty Valley flows could be accepted by the District regardless of the availability of capacity. There is not sufficient capacity in the 102-inch pipeline for TWA flows. The pipeline would need to be upsized to 108-inch to accommodate maximum potential flows from TW A. If the Board were to proceed with the 102-inch pipeline project, that would not necessarily preclude TW A from being served by the District, but additional facilities would have to be constructed by about the year 2019. Mr. Pilecki reviewed the reasons both to upsize and not to upsize the pipeline and pre.sented the staff recommendation that the TW A project not be utilized as a basis for upsizing the Pleasant Hill Interceptor to a 108- inch pipe, but that work proceed with regard to the 102-inch pipe. Following discussion, it was moved by Member Dalton and seconded by Member Menesini, that the TWA project not be utilized as a basis to upsize the Pleasant Hill Interceptor from a 102-inch pipe to a 108-inch pipe. Member Rainey stated that she believes that the proposed TWA/CCCSD option is politically dead. Member Rainey, recognizing the seriousness and delicacy of the TWA decision, questioned whether it would be prudent and good planning for the District to upsize this pipeline without consideration for TW A but based on the buildout flow projections for the Contra Costa service area and the possible need to accept overflows from within our service area such as contaminated urban runoff. Mr. Dolan, General Manager-Chief Engineer, stated that planning and planning models have become more sophisticated in recent years. Although there is a certain amount of judgment involved, the analyses have and indicated that 102-inch pipeline is sufficient. For that reason, Mr. Dolan stated that he would not recommend that the pipeline be upsized. The urban runoff issue is real and there may be some further developments of this matter in future years. However, at this time we would not have a sound basis for selecting a larger size. If contaminated urban runoff is to be directed to. the sanitary sewer system, we will have to consider the implications of that approach when the proposal is made. Member Menesini added that every inch costs money. Member Menesini stated that when it is necessary to go to the District's customers for a rate adjustment, he would like to say that the Board has made the best possible decisions in terms of economies and projections. Member Menesini recommended that the Board concur with the staff recommendation for sizing the Pleasant Hill Interceptor. There being no further discussion, President Clausen called for a vote on the above motion that the TWA project not be utilized as a basis to upsize the Pleasant Hill Interceptor from a 1 02-inch pipe to a 108-inch pipe. There being no objection, the motion was unanimously approved. Mr. Dolan, General Manager-Chief Engineer, stated that he would advise TWA of the Board's decision. Mr. John Nejedly addressed the Board, stating that there is potential for a serious problem as has occurred in the past. Three representations have been made previously: 1 ) That the pipeline will only accommodate growth in Contra Costa County in CCCSD; 2) That any surplus capacity in the line will be used to accommodate additional storm flow and protection; and 3) That a 25-year storm protection factor is built into the line. Mr. Nejedly stated that after that line was constructed based on those representations, an additional 40 mgd capacity was found that could be used for growth of the unincorporated area of Alameda County. When asked how an additional 40 mgd was found, the answer was that a new sophisticated computer analysis had produced the surplus. That became more practical when it was said that there had been decreases in growth projections and the storm protection had been reduced from a 25 to a 20-year storm. Mr. Nejedly expressed concern that the 25-year storm protection factor has been 03 04 93 47 reduced to a 20-year storm protection factor, and questioned whether it may be reduced further to provide capacity for TWA in the future. Mr. Nejedly suggested that the letter to TW A express the opinions and direction of the Board that this line is being built to serve the Central Contra Costa Sanitary District service area only and not TWA. President Clausen stated that staff has indicated they will advise TWA of the Board's decision with regard to sizing the Pleasant Hill Interceptor. b. CONSIDER ADOPTING A RESOLUTION AUTHORIZING APPLICATION FOR RECLAMATION LOAN FUNDS Mr. Dolan, General Manager-Chief Engineer, recommended that a resolution be adoPted authorizing application for reclamation loan funds. If the funds are received, they will be used to pay for the recycled water pipeline project discussed previously. It was moved by Member Rainey and seconded by Member Dalton, that Resolution No. 93-011 be adopted, authorizing application for Water Reclamation Funds. Motion unanimously approved on the following roll call vote: AYES: Members: Rainey, Dalton, Menesini, Hockett, Clausen NOES: Members: None ABSENT: Members: None a. 6. CORRESPONDENCE NOTE RECEIPT OF LETTER FROM MR. JOHN A. NEJEDLY. OF WALNUT G~EEK. CONCERNING THE PROPOSED TRI-VALLEY WASTEWATER AUTHORITY (TWA) . PROJECT: BOARD TO CO~ECT STAFF TO PREPARE A RESPONSE . Receipt of the letter from Mr. John A. Nejedly, of Walnut Creek, concerning the proposed Tri-Valley Wastewater Authority (TWA) Project was noted and staff was directed to prepare a response for consideration at a future Board meeting. b. CONSIDER REQUEST FROM WATEREUSE ASSOCIATION OF CALIFORNIA FOR PARTICIPATION IN THE WATEREUSE VIDEO/PUBLIC EDUCATION PROJECT: CONSIDER DRAFT RESPONSE INDICATING STAFF WILL RECOMMEND CONSIDERING PARTICIPATION AT A LOWER LEVEL DURING THE 1993-1994 FISCAL YEAR Mr. Dolan, General Manager-Chief Engineer, stated that the intent of the WateReuse Association is good, but with the huge revenue loss facing the District, an offer to provide in-kind services may be more appropriate. Mr. James M. Kelly, Plant Operations Division Manager, is now President of the WateReuse Association and is working diligently to assist in implementing successful water reuse projects and promote cooperative arrangements between agencies. It was moved by Member Dalton and seconded by Member Menesini, that receipt of the request from WateReuse Association of California for participation in the WateReuse video/public education project be noted and that the draft response indicating that participation at a lower level will be considered during the 1993-1994 fiscal year be approved. There being no objection, the motion was unanimously approved. c. NOTE RECEIPT OF LETTER FROM MS. LORRAINE KAUFMAN. LAFAYETTE RESIDENT. CONCERNING RECENT VALLEY WASTE MANAGEMENT RATE INCREASE: CONSIDER DRAFT RESPONSE Mr. Dolan, General Manager-Chief Engineer, stated that Ms. Kaufman was in the audience earlier this evening. The Secretary of the District gave her a copy of the proposed response and she had an opportunity to read it. 03 04 93 48 Receipt of the letter from Ms. Lorraine Kaufman concerning the recent Valley Waste Management rate increase was noted and the draft response was approved. Member Menesini stated that some sort of public information might be appropriate, indicating that the Board is well aware of the problems of the ratepayers and sympathize with them but explaining the issues facing the District. Copies of the inPROGRESS newsletter were distributed. Mr. Paul Morsen, Deputy General Manager, indicated that the inPROGRESS newsletter went out this week. Member Menesini was joined by the other Members of the Board of Directors in complimenting staff on the visual impact and the content of the piece. d. NOTE RECEIPT OF LETTER FROM MR. WILLIAM E. LANAM AND MRS. FLORENCE I. LANAM. ALAMO RESIDENTS. OBJECTING TO THE RECENT VALLEY WASTE MANAGEMENT RATE INCREASE AND THE ADDITIONAL CHARGE FOR DIFFICUL T- TO-ACCESS AREAS: CONSIDER DRAFT RESPONSE Receipt of the letter from Mr. William E. Lanam and Mrs. Florence I. Lanam objecting to the recent Valley Waste Management rate increase and the additional charge for difficult- to-access ares was noted and the draft response was approved. 7. APPROVAL OF MINUTES MINUTES OF FEBRUARY 4. 1993 a. It was moved by Member Rainey and seconded by Member Dalton, that the minutes of February 4, 1993, be approved as presented. There being no objection, the motion was unanimously approved. 8. APPROVAL OF EXPENDITURES EXPENDITURE LIST DATED MARCH 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. It was moved by Member Menesini and seconded by Member Hockett, that the Expenditure List, dated March 4, 1993, including Self-Insurance Check Nos. 100664- 100670, Running Expense Check Nos. 73681-74079, Sewer Construction Check Nos. 12095-12180, and Payroll Check Nos. 30392-30673, be approved as recommended. There being no objection, the motion was unanimously approved. 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 10. REPORTS GENERAL MANAGER-CHIEF ENGINEER a. 1 ) Mr. Dolan, General Manager-Chief Engineer, reported on the strategic planning process undertaken by the management team to address such issues as the requirement for substantial rate increases coupled with debt issuance to fund the current Ten-Year Capital Improvement Plan, the loss of 40 percent of the District's $8.6 million ad valorem tax revenue in 1992- 1993, and the expected loss of the remainder of the ad valorem tax revenue in 1993-1994. In addition to these financial issues, the District's management team had been discussing ways to increase employee participation, communication, involvement and empowerment. Application of the Demming principles, work redesign, Total Quality Management or some variant thereof have been under consideration. To try to draw these diverse financial issues and organizational issues together and make progress in those areas, strategic planning workshops were held. Mr. Dolan 03 04 93 49 summarized the strategic planning process used and indicated that the following goals were identified: . Develop and implement a coordinated regulatory compliance program . Develop and implement a coordinated cost.reduction plan . Manage the transition of solid waste responsibilities . Improve management/employee involvement and effectiveness . Achieve public support for District programs and activities Mr. Dolan reviewed the action items for achieving the goals on a short-term basis. Mr. Dolan stated that it became clear when staff started working on these issues, that the best approach to develop the most intelligent future for the District was full involvement of the Board in clarification of the policy level issues in particular. In the Board discussion that followed, it was noted that strategic or long. range planning should be an ongoing process rather than a static idea, that the organization and operation as a whole should be considered, that the economic situation is worsening and it is important to set priorities and identify ways to save money, that Assemblyman Rainey would carry legislation to eliminate redundancy and save money, that it may be appropriate to modify the mission statement to define the District's relationship with the public and the need for education and making the public aware of the District's service, and that the economic problems facing the District are long term. It was the consensus of the Board that a strategic planning session involving the Board and the management team be scheduled for the summer of 1993. 2) Mr. Dolan stated that Member Menesini raised some concerns with regard to the home composting book purchased for use in the District's composting workshop series. The District has a year's supply of the book on hand. At the last Board Meeting, distribution was authorized at the impending workShops. Mr. Dolan questioned whether the Board wished to continue to use the supply on hand or introduce a new source. Member Menesini stated that there are a significant number of errors in the book. In addition, there is far too much information for a home com poster. Following discussion, it was agreed that the books on hand would be used with a disclaimer that the book is not endorsed by the District. Staff will search for more suitable materials to be used when present supplies are exhausted. The instructor who distributes the booklets at the public workshops will orally disclaim endorsement. Member Menesini suggested that staff investigate the composting materials available from programs in Seattle. Mr. Dolan stated that staff will follow up. 3) Mr. Dolan distributed and reviewed the draft mailer covering rate increases and toxics control. It was suggested that the vague terminology be replaced with more descriptive. language, that a graphic showing an overflowing manhole be used, that examples of critical projects be included, and that language relating to protection of public health be included. 4) Recognizing that the District is facing drastic capital revenue cuts, Mr. Dolan expressed interest in hearing President Clinton's economic stimulus plan. To prepare for the Congressional debate on this plan, Mr. Dolan stated that it would be appropriate to advise our representatives that the District is in a position to provide the desired stimulus. Mr. Dolan distributed a proposed letter listing projects that are ready and which would provide jobs and a stimulus to the economy in Contra Costa County. It was the consensus of the Board that the letter be sent to the legislators listed and that it be sent as well to Congressman Ronald Dellums and Governor Pete Wilson. 03 04 -93 50 b. c. d. 2) 5) Mr. Dolan announced that Mr. George Navone has separated from Orinda- Moraga Disposal Service. 6) Mr. Dolan announced that Orinda-Moraga Disposal Service has not made any payments of the franchise fee since September 1992. In addition, Orinda-Moraga has not made payments to the legal fee impound account that they have been collecting since the rate increase in January 1993. Messrs. Kent Aim and Paul Morsen will be meeting with Valley Waste Management and Orinda-Moraga Disposal Service with regard to the legal fee impound account. Mr. Dolan indicated that he would keep the Board apprised. 7) Mr. Dolan announced that the solid waste budget requested from Contra Costa County has not been forthcoming. The County has advised that it should be available by April 15, 1993. 8) Mr. Dolan announced that the District is now receiving a subscription to the Tradewoman magazine and newsletter as suggested by Member Hockett. COUNSEL FOR THE DISTRICT None SECRETARY OF THE DISTRICT None BOARD MEMBERS 1 ) President Clausen reported that the Central Contra Costa Solid Waste Authority has hired the consulting firm of Hilton, Farnkopf and Hobson to study and recommend post-199B solid waste franchising options. Member Rainey reported that at the March 3, 1993 Contra Costa Solid Waste Authority recycling in the schools and solid waste education in the schools were proposed as possible projects. CCSWA has approved the Memorandum of Understanding (MOU) with Contra Costa County. Member Rainey briefly summarized key points in the MOU. The District will be asked to adopt a resolution ratifying the MOU. CCSWA has hired legal counsel on an as-needed basis. In response to a question from Member Menesini, Member Rainey described the responsibilities of CCSWA and its role in coordinating the efforts of the various entities having responsibility for solid waste activities. Member Menesini requested a copy of the County Integrated Waste Management Plan. Mr. Paul Morsen, Deputy General Manager, reported on the status of the County Integrated Waste Management Plan. The Plan is not yet complete because the State has added an additional requirement for a Non-Disposal Element. 11. ANNOUNCEMENTS Member Dalton suggested that the District secure copies of videos relating to water quality which are available from the Environmental Protection Agency. Mr. Dolan agreed and thanked Mr. Dalton for his suggestion. 12. CLOSED SESSION 1. LABOR RELATIONS With respect to labor relations, the closed session was held pursuant to Government Code Sections 54957 and 54957.6 to meet with designated representatives prior to and during consultations and discussions with the representatives of employees organizations or unrepresented employees regarding the salaries, salary schedules or compensation paid in the form of fringe benefits of employees in order to review its position. 03 04 93 51 At 6:04 p.m., President Clausen declared the closed session concerning labor relations. At 6:35 p.m., President Clausen concluded the closed session and reconvened the meeting into open session. 13. ACTIONS RESULTING FROM DISCUSSIONS IN CLOSED SESSION None 14. ADJOURNMENT There being no further business to come before the Board, President Clausen adjourned the meeting at the hour of 6:42 p.m., to reconvene at 2 p.m. on Tuesday, March 9, 1993 for a Special Meeting to discuss litigation, and to reconvene at 2 p.m. on Thursday, March 18, 1993, for a laboratory tour prior to the regular Board Meeting. "/"~ " /"/ " "/"/ /:?' jf!J£:, ~~ ," / . PreSideDt/bf the Board of Directors, C~ Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Se re ar of the Central C tra Cos' a Sanitary District, County of Contra Costa, State of California 03 04 93