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HomeMy WebLinkAboutBOARD MINUTES 09-15-94 174 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON SEPTEMBER 15, 1994 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 3:00 p.m. on September 15, 1994. President Rainey called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Menesini, Dalton, Hockett, Rainey ABSENT: Members: Clausen Member Clausen had previously indicated that he would be unable to attend this meeting and had requested that he be excused. 2. PUBLIC COMMENTS None 3. AWARDS AND COMMENDATIONS a. PRESENTATION OF 1994 POLLUTION PREVENTION AWARDS TO LYON'S RESTAURANT. INC.. WALNUT CREEK CAR WASH. AND ETCH-TEK. INC. Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that the Environmental Protection Agency (EPA) has implemented a very rigorous source control program in recent years and a number of fines have been imposed. The District has avoided enforcement actions and has won awards. For the most part, however, this regulatory approach has a negative overtone. To correct for this, the District's Source Control people have created a positive recognition program for customers who have taken exceptional steps to clean up effluent and improve the environment. Mr. Dolan introduced Mr. Bart Brandenburg, Source Control Superintendent, who stated that each year the District is very pleased to present pollution prevention awards to businesses who have shown a special commitment over the last year to protecting the environment and complying with District regulations. Mr. Brandenburg stated that Lyon's Restaurant located in Walnut Creek, was selected to receive the 1994 Pollution Prevention Award because of the research they did on grease eating bacteria. With the installation of a new grease interceptor, Lyon's Restaurant became curious about grease eating bacteria. Over a nine-month period, at their own expense, Lyon's Restaurant tested their waste and found that the bacteria addition was not effective. This information has been given to other treatment plants in the Bay Area. Walnut Creek Car Wash installed an oil and sand clean-up device which was twice the size required by the District, at an additional capacity cost of $5,000. All wastewater from the car wash goes through the clean-up device and is recycled back through the car wash. Only the final rinse is fresh water. As a result, the extent of treatment and recycling exceeds other car washes in the District's service area. Etch- Tek, Inc. has been a permitted industry with the District for over ten years. In the past, Etch- Tek has had several copper and lead violations, resulting in District fines. For the last two years Etch- Tek has taken responsibility for ensuring no future violations will occur. They have implemented several pollution prevention projects at a cost exceeding $12,000. In addition, improved operation and maintenance of their facility has meant they have been violation free for almost two years. 09 15 94 175 President Rainey stated that recognition of Pollution Prevention Award recipients is one of the most pleasant tasks the Board of Directors does each year. President Rainey presented the 1994 Pollution Prevention Awards to Mr. Tim Bohan of Lyon's Restaurant in Walnut Creek, Mr. Leni Faas, of the Walnut Creek Car Wash, and Messrs. Ken Beard, Mike Bailey, and Everett Payne of Etch-Tek, Inc. and heartily commended each recipient for their outstanding efforts in meeting the pretreatment standards and for their commitment to protecting the environment. 4. CONSENT CALENDAR Mr. Dolan, General Manager-Chief Engineer, requested that Item g. be pulled from the Consent Calendar. It was moved by Member Hockett and seconded by Member Dalton, that Item g. be pulled from the Consent Calendar and that the remainder of the Consent Calendar, consisting of Items a. through f., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. Resolution No. 94-067 accepting work and Offers of Dedication from Charles R. Mrack, et ai, Job 4890, Parcel 2, was adopted and recording was authorized. Motion approved on the following vote: AYES: Members: Hockett, Dalton, Menesini, Rainey NOES: Members: None ABSENT: Members: Clausen b. Resolution No. 94-068 accepting work and Offers of Dedication from Community Housing Opportunities Corp., Job 4915, Parcel 2, was adopted and recording was authorized. Motion approved on the following vote: AYES: Members: Hockett, Dalton, Menesini, Rainey NOES: Members: None ABSENT: Members: Clausen c. Resolution No. 94-069 accepting work and Offers of Dedication from Dame' Construction Co., Job 4927, Parcel 1, was adopted and recording was authorized. Motion approved on the following vote: AYES: Members: Hockett, Dalton, Menesini, Rainey NOES: Members: None ABSENT: Members: Clausen d. Authorization was given for P.A. 94-9 (Walnut Creek area) to be included in a future formal annexation to the District. Motion approved on the following vote: AYES: Members: Hockett, Dalton, Menesini, Rainey NOES: Members: None ABSENT: Members: Clausen 09 15 94 176 e. The contract work for the No.3 Water High Pressure Upgrade Project, DP 6102, was accepted and the filing of the Notice of Completion was authorized. Motion approved on the following vote: AYES: Members: Hockett, Dalton, Menesini, Rainey NOES: Members: None ABSENT: Members: Clausen f. The contract work for the Dry Ash Unloading Facility, DP 6099, was accepted and the filing of the Notice of Completion was authorized. Motion approved on the following vote: AYES: Members: Hockett, Dalton, Menesini, Rainey NOES: Members: None ABSENT: Members: Clausen With regard to Item g., Approve Third Amendment to Temporary Right to Enter from Contra Costa County at no cost to the District, DP 20131, Parcel 005, Concord/Pleasant Hill area, Mr. Dolan, General Manager-Chief Engineer, stated that Infrastructure Division Manager Jay S. McCoy has concluded negotiations with the County and so it is not necessary to extend this particular agreement. No action is required at this time. A position paper requesting approval of the negotiated agreement will be brought to the Board in the near future. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Mr. Dolan, General Manager-Chief Engineer, requested that Item 11.a.1) Update on Collection System Operations (CSO) Department Work Redesign Activities and Accomplishments be taken out of order to accommodate interested persons in the audience. The Board concurred. 11. REPORTS a. GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, stated that in the first few years after Mr. John A. Larson, Collection System Operations (CSO) Department Manager, went to the Department, there was a significant turnover in CSO supervisory staff. Mr. Larson instigated a program using an outside consultant to assist with team building, supervisory and communications skills, and the like. This effort evolved into the first employee involvement program at the District and it served as the beginning of the current District-wide Work Redesign effort. Mr. Dolan introduced Mr. Don Turk, Maintenance Crew Member II, to lead the presentation. Mr. Turk stated that over the last two years a number of Task Forces have been active at CSO and four CSO employees have been trained by the Lambs as facilitators in the Work Redesign process which addresses the three bottom lines of cost effectiveness, customer satisfaction, and employee quality of work life. Mr. Bill Echols, Maintenance Crew Leader, described the efforts of the Structure Raising Task Force. Approximately 400 manhole structures were raised last year by CSO. This is a very difficult and time consuming process and requires securing permits and coordinating with various cities. Last year as part of the California Water Pollution Control Association Awards Committee, Mr. Echols toured other facilities and identified more efficient 09 15 94 177 and effective ways to perform this work employing the use of a steel grade ring during the street paving. As a result, crews can be reduced to two members and 25 to 30 structures could be raised a day rather than three or four using the old method. A cost savings of about $90 per manhole, from about $200 to $110, may also be realized. Concurrence from city officials has been obtained and a pilot scale demonstration project is being planned. Other methods will be explored. Ms. Penny Binder, Maintenance Crew Member II, reported on the Women's Field Issues Task Force activities. Four women work in the field with about 40 men. The Task Force was formed in November 1993 because it was felt there was a lack of communication between men and women. The objectives of the Task Force were to identify problems, and to develop and recommend solutions to the problems that were unique to women working in the field. An assertiveness training course was held, an employee communication form was developed, based on a sample provided by Board Member Hockett, additional training needs for new crew members were identified, and on-call security issues were resolved. The Task Force will continue for another year to identify and resolve any additional issues. Mr. Turk stated that a Portable Personal Computer Task Force, was formed to address problems associated with errors in reports and delays in transferring data from reports to the Sewer Maintenance Management System (SMMS). Crews needed more information in the field to make good decisions. The goals of the Task Force were to select a computer, define the use of the computer, develop a program, write a procedure manual, and get training for employees. CSO now has five laptop computers and is field testing custom software written by District employees. Continued software development will include monthly cleaning schedules, daily work reports, and digital mapping. It is likely this effort will evolve into a Continuous Improvement Team (CIT). Mr. Ken Null, Collection System Operations Technician, described the efforts of the Linen and Laundry Services Task Force formed in May 1993. The Task Force surveyed the users, inventoried all linen and garments, reviewed copies of billings and the contract for services. A meeting with the service provider was scheduled to address both service and monetary issues. As a result, accountability with the service provider and users was established and closely scrutinized; all contract provisions were enforced; and user satisfaction, billings, and other service aspects are closely monitored. Morale has improved. Over $11,000 in irregularities were identified and credited to the District, and an on going cost savings of approximately $1,000 per month has been achieved. The Task Force was disbanded in February 1994. Discussion followed regarding the potential for using portable computers for. monitoring and maintaining parts inventory on the CSO trucks. On behalf of the Board, President Rainey commended CSO employees for their efforts and the positive spirit that seems to have developed from those efforts. At this time, President Rainey reverted to the order of the agenda. a. 6. ADMINISTRATIVE APPROVE THE ENGAGEMENT OF HILTON. FARNKOPF AND HOBSON TO PERFORM THE GARBAGE RATE ANALYSIS FOR RATES EFFECTIVE JANUARY 1. 1 995 AND AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO EXECUTE AN AGREEMENT FOR RATE ANALYSIS SERVICES Mr. Dolan, General Manager-chief Engineer, stated that negotiations are moving forward in conjunction with the Central Contra Costa Solid Waste Authority for new long-term franchise arrangements for collection, recycling, and disposal services. Should these negotiations be successfully concluded, the scope of the rate analysis work would be modified. 09 15 94 178 It was moved by Member Hockett and seconded by Member Menesini, that the engagement of Hilton, Farnkopf and Hobson to perform the garbage rate analysis for rates effective January 1, 1995, be approved; and that the General Manager-Chief Engineer be authorized to execute an agreement for rate analysis services at a cost not to exceed $65,000. There being no objection, the motion was approved with Member Clausen being absent. 7. APPROVAL OF MINUTES a. MINUTES OF REGULAR BOARD MEETING OF SEPTEMBER 1. 1994 It was moved by Member Hockett and seconded by Member Dalton, that the minutes of the Regular Board Meeting of September 1, 1994, be approved as presented. There being no objection, the motion was approved with Member Clausen being absent. 8. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED SEPTEMBER 15. 1994 Member Menesini, Chair of the Budget and Finance Committee, stated that he and Member Dalton reviewed the expenditures and all questions were resolved satisfactorily. It was moved by Member Menesini and seconded by Member Dalton, that the Expenditure List dated September 15, 1994, including Self-Insurance Check Nos. 100880-100884, Running Expense Check Nos. 84375-84625, Sewer Construction Check Nos. 14674- 14737, and Payroll Check Nos. 35997-36294, be approved as recommended. There being no objection, the motion was approved with Member Clausen being absent. 9. BUDGET AND FINANCE a. ADOPT A RESOLUTION ESTABLISHING THE 1994-1995 APPROPRIATIONS LIMIT IN ACCORDANCE WITH ARTICLE XIII B OF THE CALIFORNIA CONSTITUTION It was moved by Member Menesini and seconded by Member Hockett, that Resolution No. 94-070 be adopted, establishing the Sewer Construction Fund appropriations limit in the amount of $19,225,777 for the 1994-1995 fiscal year, in accordance with Article XIII B of the California Constitution; and that the change in the local assessment roll due to local nonresidential construction be selected for use in computing the appropriations limit. There being no objection, the motion was approved with Member Clausen being absent. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 1 .1. REPORTS a. GENERAL MANAGER-CHIEF ENGINEER 1 ) The update on the Collection System Operations (CSO) Department Work Redesign activities and accomplishments was taken out of order earlier in the agenda. 2) Mr. Dolan, General Manager-Chief Engineer, reported that following the Board action of September 1, 1994, Tax and Revenue Anticipation Notes (TRANs) were issued and sold. Mr. Dolan introduced Ms. Deborah Ratcliff, Controller, who reported that the District received $10 million today from the TRANs sale. The funds will be delivered to the Local Agency Investment Fund account tomorrow where they will be invested at a rate of 4.8 percent. The funds will be expended over the next six months on capital improvement projects. Mr. Dolan commended Ms. Ratcliff and Principal Engineer Jarred Miyamoto-Mills for their efforts and indicated that staff is now working on long-term bond issuance planned for December 1994. 09 15 94 b. c. d. None 4) 6) 7) 3) 5) Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Kenton L. Aim, Counsel for the District, who briefly described SB 1893, relating to benefits of elective members of local agencies. SB 1893 provides a new standard for elective members who not vested, in that they can only receive health and welfare benefits from the District if the elective member paid for the benefits. Mr. Aim stated that SB 1893 will not impact any District Board Member. Elective members can receive benefits but after leaving the Board, the elective member must pay for the benefits. Mr. Dolan stated that the Treatment Plant Electrical/Instrumentation CAD Conversation Project, DP 7139, was approved. One of the first and biggest tasks is to convert the District's 1300 electrical and instrumentation drawings to a digital format. The acquisition of a digital scanner was initially planned for in the project scope, but due to a oversight was not specifically set forth in the project description. Unless the Board objects, a digital scanner will be purchased. It was moved by Member Hockett and seconded by Member Dalton, that purchase of a digital scanner for large size engineering drawings be approved at a cost not to exceed $30,000. There being no objection, the motion was approved with Member Clausen being absent. Mr. Dolan provided a status report on the General Agreement for Reclaimed Water with Contra Costa Water District, and indicated that progress is being made. Issues still to be resolved include dispute arbitration, monopoly right to purvey water, and duplication of services. Mr. Dolan announced that the District is currently advertising for the Crestview Sewer Replacement Project. The engineer's estimate for upgrading the existing undersized pipes is $910,000. Mr. Dolan announced that Valley Waste Management is conducting a composting event at 1 :30 p.m. on Monday, September 19, 1994 at Hap Magee Park. COUNSEL FOR THE DISTRICT 1 ) Mr. Kenton L. Aim, Counsel for the District, announced that discussion of the impound account for Acme litigation defense costs will be calendared in the November/December time frame. SECRETARY OF THE DISTRICT None BOARD MEMBERS 1 ) President Rainey reported on the September 22, 1 994 Central Contra Costa Solid Waste Authority (CCCSWA) meeting. A CCCSWA ad hoc committee was appointed and met with Contra Costa County representatives with regard to solid waste issues including franchising in the unincorporated areas and County membership on the Authority. The Contra Costa County Board of Supervisors has now indicated an interest in joining the Authority with certain conditions, including control of the franchise in the unincorporated areas. President Rainey stated that she advised the Board of Supervisors that the County was invited to join the Authority when it was formed and has been kept informed of all actions of the Authority. While the Authority wishes to cooperate with the County, a process has been underway for sometime and it would not be appropriate to stop or delay its successful conclusion. 12. ANNOUNCEMENTS 09 15 179 94 180 09 13. ADJOURNMENT There being no further business to come before the Board, President Rainey adjourned the meeting at the hour of 4:33 p.m. COUNTERSIGNED: S r ar of the Central on Co t Sanitary District, County of Contra Costa, State of California 15 94 President of the Board of . ectors, Central Contra Costa Sanitary District, County of Contra Costa, State of California