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HomeMy WebLinkAboutBOARD MINUTES 01-09-97 1 MINUTES OF THE ADJOURNED REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JANUARY 9, 1997 The District Board of the Central Contra Costa Sanitary District convened in an adjourned 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 January 9, 1997. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Rainey, Nejedly, Hockett, Boneysteele, Menesini ABSENT: Members: None ADMINISTER OATH OF OFFICE TO RE-ELECTED BOARD MEMBER BARBARA D. HOCKETT a. The Secretary of the District administered the Oath of Office to Ms. Barbara D. Hockett who was re-elected to the Board of Directors at the election held on November 5, 1996. At the conclusion of the ceremony, Board and staff joined in congratulating Member Hockett on her re-election to the Board. b. ELECTION OF DISTRICT BOARD PRESIDENT AND PRESIDENT PRO TEM FOR 1997 Following discussion, it was moved by Member Boneysteele and seconded by Member Nejedly, that President Menesini be elected to serve a second term as District Board President. Motion unanimously approved on the following roll call vote: AYES: Members: NOES: Members: ABSENT: Members: Boneysteele, Nejedly, Rainey, Hockett, Menesini None None Member Hockett and Member Rainey's names were placed in nomination for the office of President Pro Tem of the Board of Directors for 1997. Member Hockett supported the nomination of Member Rainey. Member Rainey was elected President Pro Tem for 1997 on the following roll call vote: AYES: Members: Menesini, Boneysteele, Rainey, Nejedly, Hockett NOES: Members: None ABSENT: Members: None 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR Member Boneysteele requested that Item j. be removed from the Consent Calendar for discussion. It was moved by Member Hockett and seconded by Member Rainey, that the Consent Calendar, consisting of Items a. through I. excluding Item j., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. Resolution No. 97-001 accepting an easement at no cost to the District from Second Walnut Creek Mutual, Job 1001, Parcel 39, Rossmoor area, was adopted and recording was authorized. 01 09 97 2 01 Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Nejedly, Boneysteele, Menesini None None b. Resolution No. 97-002 accepting an easement at no cost to the District from Second Walnut Creek Mutual, Job 1001, Parcel 76, Rossmoor area, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Nejedly, Boneysteele, Menesini None None c. Resolution No. 97-003 accepting an easement at no cost to the District from Second Walnut Creek Mutual, Job 1001, Parcel 78, Rossmoor area, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Nejedly, Boneysteele, Menesini None None d. Resolution No. 97-004 accepting an easement at no cost to the District from Third Walnut Creek Mutual, Job 1001, Parcel 79, Rossmoor area, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Nejedly, Boneysteele, Menesini None None e. Resolution No. 97-005 accepting an easement at no cost to the District from Third Walnut Creek Mutual, Job 1001, Parcel 81, Rossmoor area, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: Hockett, Rainey, Nejedly, Boneysteele, Menesini NOES: Members: None ABSENT: Members: None f. Resolution No. 97-006 accepting an easement at no cost to the District from Third Walnut Creek Mutual, Job 1001, Parcel 82, Rossmoor area, was adopted and recording was authorized. Motion unanimously approved on the following vote: 09 97 3 AYES: Members: Hockett, Rainey, Nejedly, Boneysteele, Menesini NOES: Members: None ABSENT: Members: None Resolution No. 97-007 accepting an easement at no cost to the District from Third Walnut Creek Mutual, Job 1001, Parcel 84, Rossmoor area, was adopted and recording was authorized. g. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Nejedly, Boneysteele, Menesini None None Resolution No. 97-008 accepting an easement at no cost to the District from Third Walnut Creek Mutual, Job 1001, Parcel 85, Rossmoor area, was adopted and recording was authorized. h. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: i. Hockett, Rainey, Nejedly, Boneysteele, Menesini None None Resolution No. 97-009 accepting an easement at no cost to the District from Third Walnut Creek Mutual, Job 1001, Parcel 86, Rossmoor area, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: j. Hockett, Rainey, Nejedly, Boneysteele, Menesini None None This item was removed from the Consent Calendar for discussion immediately following consideration of the Consent Calendar. k. The attendance of Mr. Curtis Swanson, Principal Engineer; Mr. Tad Pilecki, Senior Engineer; and Mr. Michael Penny, Assistant Engineer, was authorized at the North American No-Dig '97 Conference in Seattle, Washington at a cost of $3,100. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: I. Hockett, Rainey, Nejedly, Boneysteele, Menesini None None The attendance of Mr. Randy Schmidt, Associate Engineer, was authorized at the Association of Metropolitan Sewerage Agencies (AM SA) Incinerator Workgroup Meeting on January 22, 1997, in Cleveland, Ohio at a cost not to exceed $600. Motion unanimously approved on the following vote: 01 09 97 4 AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Nejedly, Boneysteele, Menesini None None At this time, President Menesini proceeded to Item j., previously removed from the Consent Calendar for discussion. J. Following discussion of the return of surplus funds and the interest rate used in the calculation, it was moved by Member Boneysteele and seconded by Member Rainey, that Resolution No. 97-010 be adopted, declaring a surplus in the Improvement Fund of the Local Improvement District 56 (LID 56) La Casa Via/Brodia Way Sewer Project. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Boneysteele, Rainey, Nejedly, Hockett, Menesini None None At this time, President Menesini returned to the order of the agenda. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None 5. BIDS AND AWARDS a. CONSIDER RESPONSIVENESS OF BID BY D.W. NICHOLSON FOR THE SCUM SYSTEM ODOR CONTROL PROJECT (DP 61081. CONSIDER AWARD TO LOWEST RESPONSIBLE BIDDER SUBMITTING A RESPONSIVE BID Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that D.W. Nicholson, who appeared to be the low bidder, failed to include a bid bond. The District is therefore obligated to disallow that bid and declare it nonresponsive. Mr. Dolan presented the staff recommendation that authorization be given to award the bid for the Scum System Odor Control Project to N.V. Heathron, Inc., the lowest responsible bidder. It was moved by Member Rainey and seconded by Member Hockett, that it be determined that the bid of D.W. Nicholson contains a material variance; that the bid of D.W. Nicholson be rejected as being nonresponsive; and that award of a construction contract in the amount of$144,315 for construction of the Scum System Odor Control Project, DP 6108, be authorized to N.V. Heathron, Inc., the lowest responsible bidder. There being no objection, the motion was unanimously approved. b. AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO UNDERWATER RESOURCES. INC. FOR INSTALLATION OF FLEXIBLE NEOPRENE FLAPS ON THE OUTFALL DIFFUSERS. DP 7184 Mr. Dolan, General Manager-Chief Engineer, stated that about a year and one-half ago, Board Members attended a presentation concerning problems encountered with the West County Wastewater District outfall. Central Contra Costa Sanitary District was not scheduled for an outfall inspection for a couple of years but moved the inspection forward at the suggestion of President Menesini. The District did not find problems of the magnitude of West County Wastewater District but there is work that must be done. Mr. Dolan introduced Mr. Ba Than, Associate Engineer, and Mr. Dennis Karaim, Engineering Technician III. Mr. Than described the outfall and findings of the September 1996 inspection. Five of the 11 diffusers had missing flaps and approximately 20 cubic yards of sediment was found inside the outfall. Using a computer aided drafting representation, Messrs. Karaim and Than showed the proposed repair and installation of flexible neoprene flaps on the outfall diffusers. 01 09 97 5 Following discussion of the harness and assembly design, dilution, compliance with the National Pollutant Discharge Elimination System (NPDES) permit, and removal of the sediment, it was moved by Member Rainey and seconded by Member Nejedly, that award of a construction contract be authorized to Underwater Resources, Inc., the lowest responsible bidder, in the amount of $80,100 for installation of flexible neoprene flaps on the outfall diffusers for the Outfall Improvements Project, Phase 4, DP 7184. There being no objection, the motion was unanimously approved. 6. REPORTS GENERAL MANAGER-CHIEF ENGINEER a. 1 ) Mr. Dolan, General Manager-Chief Engineer, stated that last year, motivated by a concern for the risk of flooding damage, the District budgeted for and undertook a study of flooding potential here at the Treatment Plant site. While that study is not complete, staff does have some information to share with the Board and a request for ratification of a decision made by the General Manager-Chief Engineer which he believed was needed to prevent further eminent catastrophe. Mr. Dolan introduced Mr. John A. Larson, Collection System Operations (CSO) Department Manager, who reported that beginning December 21, 1996 through January 1, 1997 and beyond, the Martinez and Orinda areas got a storm of about the 10-year storm magnitude. The intensity of the storm in the rest of the District was about a five-year storm. The District collection system worked well during this event because of work put into the collection system in recent years. Mr. Larson stated that during the ten hours it rained on January 1, the District received 1 5 calls from the public for service. The great majority of those calls were from residents with drainage problems. Downtown Martinez was flooded. The District had overflows in Martinez and one at the Shell Refinery. The 10,000-gallon overflow at the Shell Refinery was contained on site. There was an overflow at a print shop at 724 Marina Vista in Martinez resulting from back flooding from the storm water in the system. Damage at the print shop was minor. Mr. Larson reported the interceptor overflowed at Gregory Lane in Pleasant Hill. This was a minor overflow of approximately 10,000 to 14,000 gallons in tens of millions of gallons of storm runoff. There was an overflow on Miner Road in Orinda at the creek crossing. Three years ago there was a major wash out in this area. The District's sewer is still in good shape but there are problems in the area. A landslide on Crescent Drive in Orinda took out a temporary sewer the District had in a smaller landslide. That problem is made worse by local runoff. The residence at 10 Martha Road on the Orinda/Lafayette boundary wàs flooded. Damage and clean up total approximately $10,000. A manhole overflowed on Lucy Lane in Walnut Creek. In the Castle Hill area of Walnut Creek, the entire area was surcharged but there were no overflows. Mr. Larson stated that these are the known problems, there may be others. Mr. Tim Rooney, Maintenance Crew Leader, and Ms. Jennifer Muir, Maintenance Crew Member II, were on call. Mr. Rooney and Ms. Muir split up, handled all the calls, and received rave reviews. On behalf of the Board of Directors, President Menesini commended Mr. Rooney and Ms. Muir for their outstanding efforts. Mr. Charles W. Batts, Plant Operations Department (POD) Manager, reported that there are about 20 pumping stations throughout the District which pump sewage to the District from areas that do not flow by gravity. There were some problems with pumping from downtown Martinez. Since the City was under water, the District's pumping station was almost impossible to get to. Mr. Steve Larsen, Pumping Stations Operator II, did go in and deal with high flow problems while waiting for the water to recede. The new Martinez Pumping Station is now complete and in operation, making it possible to pump much more water than in the past but the flow still exceeded the capacity of the station. About 15 MGD was pumped from the 01 09 97 6 01 Martinez Pumping Station. There was a spill of about 10,000 gallons on the Martinez Pumping Station site early in the morning. The area was cleaned up by the operator by afternoon. The FairviewlMaltby Pumping Station could not pump the water from Martinez Pumping Station fast enough and overflowed at the Shell Refinery manhole. As Mr. John Larson indicated, Shell is cleaning that spill up and will bill the District for the work. A backup operator, Gary Riddle, Pumping Stations Operator II, was called out to look at the other areas in Pumping Stations North. The other pumping stations in the District system worked flawlessly. Mr. Batts stated that the variation of rainfall throughout the District was quite drastic. At the Treatment Plant during the storm period, there was a total of about 4.5 inches of rain, with the high being on January 1 of a little over 2 inches. The Treatment Plant received its highest flows since the historic 1986 Presidents' Day Storm. The average flow was 126 MGD, with a peak flow of 172 MGD. The District was much better prepared to handle this flow than in 1 986 because of the capital projects done since that time. The Headworks handled the high flow without any problem. All the flow received primary treatment. Mr. Batts stated that 90 MGD of final effluent was pumped out the outfall. The District's discharge was within its NPDES permit limits. About 100 million gallons of flow was put into Basin B after receiving primary treatment. Due to the improvements authorized by the Board, the District was able to handle, process or contain all of the heavy storm flow. Mr. Robert A. Baker, Deputy Chief Engineer, reported that in the Orinda and Martinez areas this storm was a ten-year storm intensity. On January 1, 3.3 inches of rain fell with the peak intensity being 1.1 inches per hour. In Walnut Creek and Danville, the event was a five-year storm. There was a landslide on Crescent Drive in Orinda that is threatening two homes. In November 1994, there was a small landslide in this same area caused by erosion related to rainfall runoff. CSO responded and filed a report with the Regional Water Quality Control Board. There are four houses served by a 6-inch pipe. Although it is possible to walk into the site, the pipe and the slide are totally inaccessible for equipment. This storm brought a substantial flow of water through this area and the slide is now three times as big as it was. A contractor, Ned E. Clyde, was hired to do emergency shoring because the houses appeared to be in eminent danger. Mr. Kenton L. Aim, Counsel for the District, stated that report of the storm is on the agenda and is appropriate for discussion. The Board, by resolution, previously authorized the General Manager-Chief Engineer to make emergency repairs as necessary. At the time of publishing the agenda, the emergency situation on Crescent Drive in Orinda was not known. Mr. Aim stated that Government Code Section 54954.2(b)(1) allows the Board, by 4/5 vote, to determine that an emergency situation exists and to consider that item. At this time, it would be appropriate for the Board to consider such a determination. It was moved by Member Rainey and seconded by Member Boneysteele, that in accordance with Government Code Section 54954.2(b)(1), the Board of Directors of the Central Contra Costa Sanitary District determines that an emergency situation exists as defined in Section 54956.4 of the Government Code, and that this item be added to the agenda for discussion. There being no objection, the motion was unanimously approved on the following roll call vote: AYES: Members: NOES: Members: ABSENT: Members: Rainey, Boneysteele, Nejedly, Hockett, Menesini None None Mr. Baker showed photographs and described the slide at Crescent Drive in Orinda. Mr. Dolan, General Manager-Chief Engineer, stated that there is nothing that indicates that the District either caused or could have prevented 09 97 7 this slide. District staff is concerned because from an engineering standpoint this is still the best location for the District pipe. While staff believes there are other parties who legitimately have concern for this slide, staff believes it is best for the District to take the lead now and fix the problem to minimize costs and correct the problem before it becomes worse. Mr. Dolan recommended that steps be taken to stop any further damage and that the parties be brought together to make sure there is no further damage in the future. Mr. Baker described the proposed emergency construction. Discussion followed with regard to the need for the City of Orinda to understand that the District is undertaking this work as a cooperative venture. Mr. Aim, Counsel for the District, stated that he has participated in this matter and agrees with the staff recommendation. Mr. Aim stated that the District is proceeding, not because it is responsible for the situation, but rather to prevent this from becoming a huge problem. By this action, it is not implied that the District is assuming any liability. It was moved by Member Boneysteele and seconded by Member Rainey, that in order to protect the District's interest, authority is given to proceed with emergency work required for replacement of sewer and soil stabilization measures to prevent further soil movement at 25 and 29 Crescent Drive, Orinda; and that expenditures to date of $65,000 ($29,000 for protection of the residence at 29 Crescent Avenue, $7,000 for protection of the residence at 25 Crescent Avenue, and the remainder to Mt. Cascade Construction for protection of the District pipe) be approved. There being no objection, the motion was unanimously approved. Mr. Baker introduced Dr. Gail Chesler, Associate Engineer, who reported the interim results of the Treatment Plant Flooding Evaluation Study. Dr. Chesler stated that the purpose of the study was to assess the vulnerability of the Treatment Plant to flooding events such as the minor one which just occurred. Dr. Chesler showed a map of the Treatment Plant site bordered by Grayson Creek and Walnut Creek. Components of the study were to evaluate potential flow from Grayson Creek and Walnut Creek and local onsite precipitation (rain). The methodology was to utilize: . Existing data, historical reports, survey data, and recent aerial photographs; . Information from Contra Costa County Flood Control District including dredging investigation and historical reports; . New survey work by in-house staff; and . Data manipulation, modeling, and other calculations by the consultant. Dr. Chesler reported that the results of the study include a profile of Grayson Creek and a profile of Walnut Creek. Preliminary results indicate that for no storm event up to the 500-year flood would there be any water over the levees from Grayson Creek into the Treatment Plant site. In the 100-year and 500-year storms there would be some flow into the holding basins in Walnut Creek. Dr. Chesler stated that there are some safety factors: . There are no reservoir releases into Grayson or Walnut Creeks; . Levees adjacent to critical plant functions are all above the 500-year storm hydraulic profile; and . Contra Costa County Flood Control District may dredge the creeks. In closing, Dr. Chesler stated that Grayson Creek is very safe from flooding the Treatment Plant site and Walnut Creek is fairly safe. While there is more 01 09 97 8 01 work to do to complete this study, evaluate the implication on capital projects, and determine impacts caused by local heavy precipitation, the preliminary results appear good for the District. 2) Mr. Dolan, General Manager-Chief Engineer, introduced Landscape Architect Phil Singer and Associate Engineer Don Berger and Assistant Engineer Elaine Jacobs who are responsible for the District's Household Hazardous Waste Facility Landscape Project under the direction of Plant Engineering Division Manager William Brennan. Mr. Dolan stated that if the Board approves the concept, staff would like to move forward with the Landscape Improvements Project so the sod and plants are in place for the Household Hazardous Waste Facility opening in June 1997. Mr. Dolan introduced Mr. Don Berger, Associate Engineer, who presented the conceptual plan for the Landscape Improvements Project. The estimated project cost is $296,000. It is anticipated that the Landscape Improvements Project will be completed in June 1997 concurrently with the HHWF. Mr. Berger reported that the objectives of the Landscape Improvements Project are to: . Provide landscaping at the Household Hazardous Waste Facility (HHWF) ; . Improve the appearance of the entrance to District facilities; . Demonstrate the benefits of recycled water for landscape irrigation; and . Demonstrate maintenance techniques for garden plantings that can be used to eliminate or minimize the use of toxic garden products (Integrated Pest Management). Mr. Phil Singer, of Singer & Hodges, described Contra Costa County requirements for types of plantings and landscaping, and described the landscaping plan for the HHWF. Discussion followed with regard to exchanging information with the University of California Botanical Garden and the Lindsay Museum. Members Rainey, Hockett, and Nejedly supported the general concept of . landscaping but expressed concern with the Integrated Pest Management (lPM) Garden and proposed tours. Members Boneysteele and Menesini supported the IPM Garden and the concept of educating the public on alternatives to using pesticides. Based on the discussion of the Board, Mr. Dolan stated that staff will proceed with advertising for the Landscape Improvements Project. At the next Board Meeting the IPM Garden can be discussed further. The IPM Garden, as currently proposed, will be bid as a schedule so it can be included or pulled out. 3) Mr. Dolan, General Manager-Chief Engineer, stated that the District is faced with the issue of how to provide sewer service most effectively to the Dougherty Valley. Mr. Dolan introduced Mr. Jarred Miyamoto-Mills, Principal Engineer, who displayed a map showing the location of Wendt Ranch and the setting of other developments in the Dougherty Valley. On December 18, 1996, the Local Agency Formation Commission (LAFCO) considered a request by Windemere Group to annex. their property to Central Contra Costa Sanitary District (CCCSD). LAFCO did not annex the property to CCCSD but did extend the District's sphere of influence to include the Windemere Group property (Wendt Ranch). Mr. Miyamoto-Mills reviewed the chronology relating to the 165-acre Wendt Ranch property. It is expected that the developer will petition LAFCO for a boundary reorganization or annexation to CCCSD and East Bay Municipal Utility District (EBMUD) some. time during the next three months. Mr. Miyamoto- Mills stated that CCCSD staff has advised the developer that the District preference for providing service is gravity service via Lawrence Road. The 09 ~7 9 developer has proposed a temporary pumping station in case gravity service is not possible. Mr. Miyamoto-Mills stated that the issue of financial participation by the Shapell developers in the cost of the Dougherty Tunnel must still be resolved. Staff would propose to do that in a Facility Capacity Fee at the time of connection. Member Hockett left the meeting at approximately 5:30 p.m. b. c. d. Mr. Miyamoto-Mills reviewed options for providing service and indicated that a property owner from whom an easement is required for gravity service is a party to a lawsuit because of concern about water quality in the Alamo Creek and a pond and wildlife refuge on their property. Their easement is required for a gravity line to the District's previously approved temporary pumping station and not building another temporary pumping station. A second issue relates to the sewering of the Valley with temporary pumping stations while accumulating funds to build the Dougherty Tunnel at some point in the future. Mr. Miyamoto-Mills stated that the District has an agreement with Shapell to remove the temporary pumping station and make the gravity connection when it is available by means of the Dougherty Tunnel. Mr. Miyamoto-Mills stated that the next time this matter will appear before the Board will be when Shapell makes application to LAFCO for a boundary reorganization to CCCSD. That will likely happen in the next three months. When that happens, District staff will respond to LAFCO using the Plan for Sewer Services for Wendt Ranch as shown on the handout and described to the Board. The Board concurred. 4) Mr. Dolan, General Manager-Chief Engineer, announced that the District has received the final contract from Contra Costa County for the Urban Storm Management Program (Clean Water Program). Following staff review, this matter will be scheduled for Board consideration. 5) Mr. Dolan, General Manager-Chief Engineer, announced that Apparel Cleaners has paid the fines and fees as required. They must still provide a $10,000 bond to cover the cost of installation of a sampling manhole should one be required. 6) Mr. Dolan, General Manager-Chief Engineer, announced that the District has been fined $125 for a calibration failure of the Co-generation NOx meter. Staff is giving up attempts to repair the meter and is buying a meter that uses the same technology as the Bay Area Air Quality Management District meter. COUNSEL FOR THE DISTRICT None SECRETARY OF THE DISTRICT None BOARD MEMBERS 1 ) In the absence of Member Hockett and at the request of Member Boneysteele, Mr. Dolan, General Manager-Chief Engineer, stated that Personnel Committee meetings were held on December 12, 1996 and January 9, 1997. Mr. Dolan introduced Mr. Charles W. Batts, Plant Operations Department (POD) Manager, who presented the request for authorization to fill a vacant Mechanical Maintenance Supervisor position by open promotional recruitment in accordance with the Memorandum of Understanding (MaU). Mr. Paul Kelly, Unit President of Public Employees' Union, Local One, stated that Local One supports filling the position but requests that the recruitment be limited to an in-house recruitment. Mr. Kelly stated that there are a 01 97 09 10 number of qualified in-house candidates and that opportunities for promotion from within should be encouraged. Mr. Paul Morsen, Deputy General Manager, describe<;l the provisions of the MOU that provide that when a vacancy occurs, it is filled by an open and promotional recruitment. Mr. Morsen stated that the position would be open to qualified candidates from the outside who apply and qualified in-house candidates who apply. A list would then be developed. All qualified in- house candidates who make the list would be interviewed even if they do not fall in the top three of the consolidated list. This gives an advantage to District employees. Mr. Morsen reported that staff has met and conferred with the Management SupportlConfidential Group (MG/CG) since this position is in that group. MSICG has agreed with the proposal. Mr. Morsen stated that Local One's position is certainly understandable considering that the in-house candidates for the position would come from that bargaining unit. Mr. Jim Calvarese, Business Agent for Public Employees' Union, Local One, cited Section 9, Promotional Opportunities, of the MOU; and stated that to keep employee morale strong, promotions from within should be made. Mr. Dolan stated that there was extensive discussion on this subject at the Board Personnel Committee meeting. The Board Personnel Committee expressed a great deal of support for the position of Local One; but because of the importance of this unique position and the need to test the market, the Board Personnel Committee endorsed the recommendation that an open promotional recruitment be conducted in accordance with the MOU. Member Boneysteele noted that the time was 6:08 p.m.. It was moved by Member Boneysteele and seconded by Member Rainey, that the meeting continue until 7:00 p.m. There being no objection, the motion was approved with Member Hockett being absent. Following discussion, it was the consensus of the Board that qualified in- house candidates would be given an opportunity to fill the vacant Mechanical Maintenance Supervisor position for a two-week period during the recruitment or do job shadowing as appropriate. It was noted that President Menesini did not support this proposal but instead preferred that the recruitment be deferred pending the outcome of the two-week rotation through the vacant position. It was moved by Member Rainey and seconded by Member Boneysteele, that authorization be given to fill the vacant Mechanical Maintenance Supervisor position in the Plant Operations Department by open promotional recruitment in accordance with the MOU. The motion was approved with President Menesini voting no and Member Hockett being absent. Mr. Batts, Plant Operations Department Manager, discussed the staffing for the implementation of the computerized maintenance management system, JB Mainsaver. Mr. Batts described a plan wherein Mr. Dale Ohda, the present Plant Maintenance Superintendent, would be provisionally appointed to a position of "Mainsaver Coordinator" and that Mr. Wayne Miner be provisionally appointed to the Plant Maintenance Superintendent position. Mr. Batts stated that the Board Perso.nnel Committee has endorsed this proposal. Mr. Morsen, Deputy General Manager, stated that he has met and conferred with MSICG and received their support for this proposal. A position paper will be calendared for the Board's consideration at the next Board Meeting. Mr. Batts then described the proposed consolidation of the District's safety functions in the Plant Operations Department. This proposal was presented in detail to the Board Personnel Committee and their endorsement was received. A position paper will be presented for the Board's consideration at the next Board Meeting. 01 09 97 11 Mr. Robert A. Baker, Deputy Chief Engineer, requested authority to fill a vacant Associate Engineer position in the Infrastructure Division using an in- house recruitment and the Assistant Engineer vacancy that would be created by that recruitment. Mr. Baker requested that the vacant Assistant Engineer position be filled by an open promotional recruitment since it is an entry level position. Mr. Baker stated that this proposal was reviewed by the Board Personnel Committee and their endorsement was received. It was moved by Member Boneysteele and seconded by Member Nejedly, that authorization be given to fill the vacant Associate Engineer position in the Infrastructure Division using an in-house recruitment, and that authorization be given to fill the resulting vacant Assistant Engineer position by open promotional recruitment. There being no objection, the motion was approved with Member Hockett being absent. Mr. Dolan discussed the process for filling vacant positions, describing the background leading to the present process. This matter was discussed with the Board Personnel Committee and no change was proposed at this time. 7. APPROVAL OF MINUTES a. APPROVE MINUTES OF DECEMBER 19. 1996 It was moved by Member Nejedly and seconded by Member Rainey, that the minutes of December 19, 1996, be approved with the following amendment. On page 5, in the second line, the first word, "Inclusion," was deleted. There being no objection, the motion was approved with Member Hockett being absent. b. APPROVE MINUTES OF DECEMBER 23. 1996 It was moved by Member Nejedly and seconded by Member Rainey, that the minutes of December 23, 1996, be approved as presented. There being no objection, the motion was approved with Member Hockett being absent. 8. APPROVAL OF EXPENDITURES a. APPROVE EXPENDITURE LIST DATED JANUARY 9. 1997 Member Boneysteele, Chair of the Budget and Finance Committee, stated that he and President Menesini reviewed the expenditures and found them to be satisfactory. It was moved by Member Boneysteele and seconded by President Menesini, that the Expenditure List dated January 9, 1997, including Running Expense Check Nos. 100946- 101246, Sewer Construction Check Nos. 17897-17946, and Payroll Check Nos. 44094- 44370, be approved as recommended. There being no objection, the motion was approved with Member Hockett being absent. a. 9. BUDGET AND FINANCE AUTHORIZE EXECUTION OF A CONTRACT WITH ICMA RETIREMENT CORPORATION TO PROVIDE ADMINISTRATIVE SERVICES IN CONNECTION WITH A 401 (a) PLAN. APPROVE THE 401 (a) PLAN DOCUMENT. AND ADOPT A RESOLUTION ESTABLISHING A 401(8) PLAN Member Boneysteele and President Menesini reported that the Budget and Finance Committee discussed this item with Controller Deborah Ratcliff. The District's bargaining units have all indicated support for this plan. The committee was satisfied that this is in the interests of District employees. In the future the deferred compensation payments (in lieu of social security) would be made to the new ICMA 401 (a) Plan rather than the 457 Plan. 01. 09 97 12 It was moved by Member Boneysteele and seconded by Member Nejedly, that execution of a contract with ICMA Retirement Corporation to provide administrative services in connection with a 401 (a) Plan effective January 10, 1997 be authorized; that the 401 (a) Plan document be approved; and that Resolution No. 97-011 be adopted establishing a 401 (a) Plan. There being no objection, the motion was approved with Member Hockett being absent. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION The status report of emergency work required for replacement of sewer and soil stabilization measures to prevent further soil movement at 25 and 29 Crescent Drive, Orinda, was discussed under the General Manager-Chief Engineer's Report earlier in the agenda. 11. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Rainey suggested that continued District participation in the Central Contra Costa Solid Waste Authority be calendared for discussion at the January 23, 1997 Board Meeting. Member Rainey stated that it will be necessary for her to leave the January 23, 1997 Board Meeting early since she is Chair of Contra Costa Council and must introduce the guest speaker at Contra Costa USA. Member Boneysteele requested that Board Committee responsibilities be discussed at a future Board Meeting as time permits. 12. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at the hour of 7:00 p.m. to reconvene at 2:00 p.m. on January 23, 1997 for an Adjourned Regular Meeting. ---/{ bn'o~ ~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: . ILL l . Se~'re ar of the Central Co tra Co~t~ Sànitary District, County of Contra Costa, State of California 01 09 97