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HomeMy WebLinkAboutBOARD MINUTES 10-20-94 189 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON OCTOBER 20, 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 October 20, 1994. President Rainey called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Menesini, Hockett, Rainey ABSENT: Members: Dalton With deep regret, President Rainey announced that District Board Member John B. Clausen passed away early yesterday morning. The Board members joined in expressing their feelings that the Board, staff, and public will all miss Member Clausen a great deal. He was one of the most practical Board Members the District has had in all fiscal and legal matters. Member Clausen always spoke his mind with honesty and integrity, but never held a grudge. He will be sorely missed by all of us at the District, his family, and his friends. A memorial service will be held Monday, October 24, 1994, at 1 :30 p.m. at Hull's Walnut Creek Chapel, 1139 Saranap Avenue, Walnut Creek. President Rainey stated that the meeting today will be adjourned in memory of Member Clausen. The Board and staff joined President Rainey in expressing their sorrow and deep sense of loss at the passing of Member Clausen. 2. PUBLIC COMMENTS None 3. AWARDS AND COMMENDATIONS a. ADOPT RESOLUTIONS HONORING EMPLOYEE SERVICE AWARD RECIPIENTS DICK AUSTIN. BOB BROWN. SEVERINA CAMORONGAN. CLARENCE COVEY. RANDY COVEY. WILLIAM DALTON. GLEN DESCANS. CATHRYN FREITAS. BILL HAMMETT. ROBERT HINKSON. DAVE HOLLENBACH. PATRICIA KAST. CHRISTOPHER KEITH. JAMES KELLY. KEN LAVERTY. REY LlMJOCO. PAUL LOUIS. JIM MEIERS. WAYNE MINER. BOB MOWERS. JANE PARKER. GENE PEYRUCAIN. JOE PUNO. GARY RIDDLE. TIM ROONEY. NADINE SCHUMACKER. FRANK SHEA. LARRY SHEPARDSON. GWEN VANECEK. GARTH WILLIAMS. AND JACKIE ZAYAC Mr. Roger J. Dolan, General Manager-Chief Engineer, announced that the Employee Service Award luncheon honoring employees with ten, fifteen, twenty, twenty-five, and thirty years of service will be held on November 9, 1994. These individuals have given a significant portion of their working lives to the District and the public we serve. At the luncheon, these employees will be recognized for their outstanding contributions and years of service. It was moved by Member Menesini and seconded by Member Hockett, that Resolution No. 94-074 be adopted, commending and thanking employee service award recipients Dick Austin, Bob Brown, Severina Camorongan, Clarence Covey, Randy covey, William Dalton, Glen Descans, Cathryn Freitas, Bill Hammett, Robert Hinkson, Dave Hollenbach, Patricia Kast, Christopher Keith, James Kelly, Ken Laverty, Rey Limjoco Paul Louis, Jim Meiers, Wayne Miner, Bob Mowers, Jane Parker, Gene Peyrucain, Joe Puno, Gary Riddle, Tim Rooney, Nadine Schumacker, Frank Shea, Larry Shepardson, Gwen Vanecek, Garth Williams, and Jackie Zayac; that Resolution No. 94-075 be adopted, commending and thanking Bob Brown, Maintenance Crew Leader, for twenty years of service; that Resolution No. 94-076 be adopted, commending and thanking Randy Covey, Maintenance 10 20 94 190 Technician III, Mechanical, for twenty years of service; that Resolution No. 94-077 be adopted, commending and thanking Rey Limjoco, Assistant Engineer, fortwenty years of service; that Resolution No. 94-078 be adopted, commending and thanking Bob Mowers, Field Operations Superintendent, for twenty years of service; that Resolution No. 94-079 be adopted, commending and thanking Jane Parker, Training and Resource Technician, for twenty years of service; that Resolution No. 94-080 be adopted, commending and thanking Dick Austin, Maintenance Crew Member II, for twenty-five years of service; that Resolution No. 94-081 be adopted, commending and thanking Clarence Covey, Pumping Stations Superintendent, for thirty years of service; that Resolution No. 94-082 be adopted, commending and thanking Glen Descans, Construction Inspector, for thirty years of service; and that Resolution No. 94-083 be adopted, commending and thanking Gene Peyrucain, Pumping Stations Supervisor, for thirty years of service. The motion was approved by unanimously consent. On behalf of the full Board, President Rainey congratulated the employee service award recipients, stating that they are properly deserving of recognition for their efforts on behalf of the District and its citizens. 4. CONSENT CALENDAR It was moved by Member Menesini and seconded by Member Hockett, that the Consent Calendar, consisting of Items a. through k., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. Resolution No. 94-084 accepting an easement at no cost to the District from Rudolf H. Stahl, et ux, Trustees, Walnut Creek area, Job 1558 Ext., was adopted and recording was authorized. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton b. Resolution No. 94-085 accepting an easement at no cost to the District from Contra Costa County, Concord area, Job 5033, Parcel 1, was adopted and recording was authorized. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton c. Resolution No. 94-086 accepting work and Offers of Dedication from Joyce D. Towner, Job 4864, Parcel 1, was adopted and recording was authorized. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton d. Resolution No. 94-087 accepting work and Offers of Dedication from Robert Stratmore, Job 4798, Parcel 2, was adopted and recording was authorized. Motion approved on the following vote: 10 20 94 191 AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton e. Resolution No. 94-088 accepting work and Offers of Dedication from Robert G. Frahm, II, et ux, Job 4798, Parcel 3, was adopted and recording was authorized. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton f. The Quitclaim Deed to Fang T. Un, et ai, Job 4203, was approved, the President of the District Board of Directors and the Secretary of the District were authorized to execute and record said Quitclaim Deed, and Resolution No. 94-089 was adopted to that effect. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton g. The Grant of Easement Deed from the Colonna Family Trust, 850 Revere Road, Lafayette, for the Knox Drive Sewer Replacement Project, DP 4602, was accepted at a cost of $4,218, staff was authorized to record said Deed with the Contra Costa County Recorder, and Resolution No. 94-090 was adopted to that effect. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton h. The President of the Board of Directors and the Secretary of the District were authorized to execute a modification to Utility Agreement No. 738.5 with Caltrans for the 1-680/SR-24 Sewer Relocation, Phases 3A and 38 under DP 4782 and DP 4956 respectively, and Resolution No. 94-091 was adopted to that effect. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton I. The Board was advised of the close out of the Clyde, Fairview, and Maltby Pumping Stations Improvements Project, DP 4682. This item was presented for the Board's information. No action was taken. 10 20 94 192 J. The attendance of Ba T. Than, Associate Engineer, at the Management Development Training Program starting October 27, 1994, at a cost of $1,900, was approved. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton k. The claim from Fred Whitcomb alleging personal injuries due to conditions at the Headworks Construction Project was denied and referred to staff for further action as required. Motion approved on the following vote: AYES: Members: Menesini, Hockett, Rainey NOES: Members: None ABSENT: Members: Dalton 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None 6. BIDS AND AWARDS a. AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO WOODS CONSTRUCTION COMPANY FOR THE CREST VIEW. VIA FLOREADO. KINNEY DRIVE SEWER REPLACEMENT PROJECT. DP X4923/X4991 Mr. Dolan, General Manager-Chief Engineer, stated that the engineer's estimate for this project to provide replacement of sewer pipelines was $910,000. The low bidder is Woods Construction Company in the amount of $474,850. It is apparent that the competition for these types of projects is still very stiff. The technology to be used on this project is one that was presented by Assistant Engineer Tom Godsey at the recent Water Environment Federation (WEF) Conference. There were many questions and much interest expressed in this technology. Following discussion concerning the difference between the engineer's estimate and the bids, it was moved by Member Menesini and seconded by Member Hockett, that award of contract be authorized to Woods Construction Company, the lowest responsible bidder in the amount of $474,850 for the construction of the Crest View, Via Floreado, Kinney Drive Sewer Replacement Project, DP 4923 and DP 4991. There being no objection, the motion was approved with Member Dalton being absent. 7. ADMINISTRATIVE RECEIVE THE 1993-1 994 ANNUAL REPORT OF THE DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE 8. Member Hockett expressed her compliments to Controller Deborah Ratcliff and to the Deferred Compensation Plan Advisory Committee for the broad nature of the committee and the diligent efforts that went into preparing this very detailed report. President Rainey noted receipt of the 1993-1994 annual report of the Deferred Compensation Plan Advisory Committee. 10 20 94 193 8. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO EXECUTE AN AGREEMENT WITH GEOSYNTEC CONSULTANTS FOR ENVIRONMENTAL CONSULTING SERVICES IN CONNECTION WITH TREATMENT PLANT SOIL REMEDIATION PROJECT. DP 7113 Mr. Dolan, General Manager-Chief Engineer, stated that the Treatment Plant Soil Remediation Project is one that the Board has heard about for a number of years as a parturient project. District staff and legal counsel have worked with the regulatory bodies in an effort to clearly define and narrow the scope of the project while still protecting public health and the environment. Mr. Dolan introduced Mr. Randy Schmidt, Associate Engineer, who provided an overview of the situation and the scope of the project. Originally 350,000 cubic years of hazardous soil was thought to require remediation, costing in the range of $10-90 million. In April 1994, the California State Department of Toxic Substances Control (DTSC) concluded that only soil which exceeded established hazardous waste criteria would be considered a hazardous waste. This ruling reduced the amount of hazardous material, increased the soil management options, and narrowed down the estimated costs for the project to the range of $4-6 million. The key elements of the final solution include use of risk-based arguments to minimize clean-up, remediation where feasible and containment for the rest of the material on site, and performance of mediation tasks when needed. Following discussion, it was moved by Member Hockett and seconded by Member Menesini, that the General Manager-Chief Engineer be authorized to execute an agreement with GeoSyntec Consultants at a cost not to exceed $85,000, to develop a Site Investigation Work Plan, to conduct a Baseline Risk Assessment, and to provide expert consultation during negotiations with DTSC. There being no objection, the motion was approved with Member Dalton being absent. 9. PERSONNEL a. DELETE ONE ACCOUNTING SUPERVISOR POSITION (S- 71): CREATE ONE SENIOR ACCOUNTANT POSITION (S-68): ADOPT CLASS DESCRIPTION: RECLASSIFY STEVEN ELSBERRY. ACCOUNTING SUPERVISOR TO SENIOR ACCOUNTANT: INCREASE THE SALARY RANGE OF ACCOUNTING SUPERVISOR FROM S- 71 ($3.935-$4.761) TO S-73 ($4.132-$4.999) Mr. Dolan, General Manager-Chief Engineer, stated that this matter was considered by the Personnel Committee and is recommended to the Board with their endorsement. Member Hockett, Chair of the Personnel Committee, stated that the Personnel Committee considered this matter and recommends approval by the Board. It was moved by Member Hockett and seconded by Member Menesini, that one Accounting Supervisor position S-71 ($3,935-$4,761) be deleted; that one Senior Accountant position S-68 ($3,663-$4,434) be created; that the Senior Accountant job classification description be adopted; that Steven Elsberry be reclassified from Accounting Supervisor to Senior Accountant; and that the salary range of Accounting Supervisor be revised to S-73 ($4,132-$4,999). There being no objection, the motion was approved with Member Dalton being absent. b. AMEND EMPLOYMENT CONTRACT WITH GENERAL MANAGER-CHIEF ENGINEER Member Hockett, Chair of the Personnel Committee, stated that the proposed amendment to the employment contract with the General Manager-Chief Engineer was reviewed by the Personnel Committee and the Committee recommends approval. It was moved by Member Hockett and seconded by Member Menesini, that the current employment contract with the General Manager-Chief be changed to delete the current Paragraph IX., Terminal Compensation, and replaced with the revised Paragraph IX., Terminal Compensation, as set forth in Attachment I to the position paper. There being no objection, the motion was approved with Member Dalton being absent. 10 20 94 194 10. CORRESPONDENCE a. NOTE RECEIPT OF LETTER DATED SEPTEMBER 30. 1994. FROM MR. BILL DAVIS OF THE CONTRA COSTA COUNTYWIDE SOLID WASTE COORDINATING COUNCIL REGARDING THE RESULTS OF ITS FIRST MEETING Following discussion, receipt was noted of the letter dated September 30, 1994, from Mr. Bill Davis, of the Contra Costa Countywide Solid Waste Coordinating Council, regarding the results of its first meeting. 11. APPROVAL OF MINUTES MINUTES OF SEPTEMBER 15. 1994 a. It was moved by Member Menesini and seconded by Member Hockett, that the minutes of September 15, 1994, be approved as presented. There being no objection, the motion was approved with Member Dalton being absent. 12. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED OCTOBER 20. 1994 Member Menesini, Chair of the Budget and Finance Committee, that he met with staff representatives to review the expenditures and found them to be in order. It was moved by Member Menesini and seconded by Member Hockett, that the Expenditure List dated October 20, 1994, including Running Expense Check Nos. 85036- 851 51 and Sewer Construction Check Nos. 14845-14876, be approved as recommended. There being no objection, the motion was approved with Member Dalton being absent. 13. BUDGET AND FINANCE RECEIVE THE AUDITED FINANCIAL STATEMENTS AND MANAGEMENT LETTER FOR THE FISCAL YEAR ENDED JUNE 30. 1994 a. Ms. Deborah Ratcliff, Controller, stated that the firm of Maze and Associates has completed the audit of the District's financial statements and review of the District's internal accounting controls. The auditors recommended that a periodic review of each line development rebate account be performed and compared to the balance recorded in the general ledger. Ms. Ratcliff stated that all rebate accounts have been reconciled to the balance recorded on the general ledger and will continue to be balanced quarterly. Secondly, the auditors recommended that the market value of the District's investment portfolio be included in the monthly investment report to the Board. Ms. Ratcliff stated that staff will provide the market value on a monthly basis beginning in October. Ms. Ratcliff thanked the entire Accounting staff for their assistance in completing the audit process this year and preparing the accounting workpapers. By doing much of this work inhouse, the cost of the outside auditor was significantly reduced. On behalf of the Board, President Rainey thanked Mr. Ratcliff and the Accounting staff for the very thorough and complete job. President Rainey declared that the audited financial statements and Management Letter for the fiscal year ended June 30, 1994 were duly received. b. RECEIVE SEPTEMBER 1 994 FINANCIAL STATEMENTS Ms. Deborah Ratcliff, Controller, reported the results of operations and maintenance for the month of September 1994, noting that expenditures were $274,000 less than budget, representing an 11.6 percent favorable variance. For the three months ended September 30, 1994, expenditures were $700,000 less than budget, representing a 10.0 percent favorable variance. Year-to-date revenues were $190,000 greater than budget, representing a 16.0 percent favorable variance. 10 20 94 195 Mr. Ratcliff 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 3.287 percent to 5.59 percent. The latest interest rate as of May 1994 was 5.1 percent. The average yield of the LAIF account was 4.989 percent. Mr. Dolan, General Manager-Chief Engineer, introduced Mr. John Mercurio, Administrative Analyst, who provided the 1994-1995 Capital Improvement Program First Quarter Status Report, highlighting the status of the Pleasant Hill Interceptor Project, the Headworks Facilities Improvements Project, the Los Arabis/Woodland Trunk Upgrade Project, and the Secondary Clarifier Improvements Project, the four major projects underway in the current fiscal year. Mr. Mercurio reported that Capital Improvement Budget revenues were $1 .8 million and expenditures were $12.4 million for a net revenues under expenditures of $10.6 million. The Sewer Construction Fund balance at July 1, 1994 was $44.8 million. The Sewer Construction Fund balance at June 30, 1995 is projected to be $35.1 million. Mr. Mercurio noted that these figures do not include the $10 million short-term borrowing just completed by the District. President Rainey declared that the September 1994 financial statements were duly received. None a. b. c. d. 14. EMERGENCY SITUATIONS REQUIRING BOARD ACTIONS 1 5. REPORTS GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Jarred Miyamoto-Mills, Principal Engineer, who stated that earlier this year the Canyon Lakes Dental Group requested a special study based on the use of a waterless dental office vacuum system. The special study involved review of the manufacturer's data and comparable installations, a field inspection, and calculation of "added burden." The special study found that the waterless vacuum system reduced wastewater discharge by 44 percent. The Canyon Lakes Dental Group will receive a substantial refund of the Facilities Capacity Fee. East Bay Municipal Utility District and Contra Costa Water District water conservation staff will be contacted and advised of the findings. 2) Following discussion, the joint signing of the General Agreement for Reclaimed Water with Contra Costa Water District was scheduled for 7:00 p.m. on Wednesday, November 2, 1994. COUNSEL FOR THE DISTRICT 1 ) Following explanation by Mr. Kenton L. Aim, Counsel for the District, President Rainey confirmed that upon the death of Member Clausen, Member Hockett was appointed representative and Member Menesini alternate to the Central Contra Costa Solid Waste Authority. The Secretary of the District was requested to so advise the Authority. SECRETARY OF THE DISTRICT None BOARD MEMBERS 1 ) Member Hockett reported on the October 13, 1994 Central Contra Costa Solid Waste Authority (CCCSWA) meeting at which the City of San Ramon announced their withdrawal from CCCSWA. This decision does impact issuance of the Request for Proposals (RFP) for Solid Waste Services Post 1996 and pending arrangements with Contra Costa County. CCCSWA approved a short-term disposal agreement with Valley Waste Management 10.'. " , , 94 20 196 which will result in a reduction in revenue requirement of approximately 20 percent. Contra Costa County had again been invited to join CCCSWA and Board of Supervisors approval had been secured; but with the withdrawal of the City of San Ramon, the County will reconsider the matter. President Rainey stated that even with the withdrawal of the City of San Ramon, CCCSWA is very viable because of the size of the wastestream it controls. Mr. Dolan, General Manager-Chief Engineer, stated that with his acknowledgement, Valley Waste Management began sending waste to Altamont on Friday, October 14, 1994, resulting in a reduction of costs to the ratepayers. Rate analysis is being done by the firm of Hilton Farnkopf & Hobson and should be available to Board action at the November 3, 1994 Board Meeting. Mr. Aim, Counsel for the District, stated that he and staff have met with representatives of the Cities of Walnut Creek and San Ramon to discuss options with regard to the continued presence or withdrawal of the City of San Ramon from CCCSW A. Staff recommendations will be presented at the October 27, 1994 CCCSWA meeting. 2) President Rainey reported that there will be a meeting of the Contra Costa County Special Districts Association on Tuesday, October 25, 1994 at 5:30 p.m. Consolidation issues and guidelines will be discussed. President Rainey reported further that the Local Agency Formation Commission (LAFCO) has formed a water subcommittee which has become quite active. 3) Following discussion and endorsement of the Board Personnel Committee, it was moved by Member Menesini and seconded by Member Hockett, that authorization be given to fill an Instrument Technician position in the Plant Operations Department. There being no objection, the motion was approved with Member Dalton being absent. Mr. Dolan, General Manager-Chief Engineer, stated that at the last Board Meeting, Member Menesini raised the issue of in-house legal staff. A summary of legal costs for the period July 1, 1991 through June 30, 1994 was prepared by staff and reviewed by the Board Personnel Committee. Copies of that summary were provided to the full Board. A modest savings could result from hiring one in-house attorney. However, the District would lose flexibility and diversity of skills available from using staff of a large firm. Unless the Board objects, staff would not recommend a change to the current arrangement. Member Menesini requested that staff continue to look at this issue as there could be savings as well as convenience in having in-house counsel. In addition, there are certain kinds of legal research and on-going efforts for engineering staff that could be provided by in-house counsel. Mr. Dolan stated that staff felt that litigation work would continue to go to an outside firm and the work performed by Mr. Aim for the Board and on things such as high level solid waste negotiations would continue as well. There is some legal work done by "other attorneys" that could be done by in-house counsel for about the same cost as is now being paid to outside firms. However, with the other complications and given the fact that flexibility is preserved and hiring additional staff is avoided, staff would recommend maintaining the use of outside counsel. The Board voiced no objection. 16. ANNOUNCEMENTS President Rainey announced that there will be a ribbon cutting ceremony and open house at the new Collection System Operations (CSO) Vehicle Maintenance Facility on Monday, October 31, 1994, at 2:00 p.m. 10 20 94 197 Mr. Dolan, General Manager-Chief Engineer, announced that the last link to the old headworks, a 72-inch influent pipeline, was removed today. The new headworks is now solely responsible for the plant influent. Member Menesini announced that on October 20, 1994, the Contra Costa Council met to begin work on the Council's economic plan, Vision 2000. Member Menesini stated that he would continue to monitor this effort. 17. ADJOURNMENT There being no further business to before the Board, President Rainey adjourned the meeting at the hour of 4:59 p.m. in memory of Board Member John B. Clausen. COUNTERSIGNED: 10 20 94