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HomeMy WebLinkAboutBOARD MINUTES 04-04-91 54 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON APRIL 4, 1991 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 p.m. on April 4, 1991. President Clausen called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Boneysteele, Dalton, Carlson, Rainey, Clausen ABSENT: Members: None 2. PUBLIC COMMENTS None a. 3. HEARINGS CONDUCT A PUBLIC HEARING ON THE DRAFT FISCAL YEAR 1991-1992 CAPITAL IMPROVEMENT BUDGET (CIB)/DRAFT 1991 TEN-YEAR CAPITAL IMPROVEMENT PLAN (CIP), APPROVE THE CIB FOR INCLUSION IN THE 1991- 1992 BUDGET, AND APPROVE THE 1991 CIP Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that in past years the Capital Improvement Budget and Capital Improvement Plan have been presented as two separate documents and were adopted at two separate times. These two documents have now been merged as a labor and time saving device for the Board and staff. Mr. Dolan introduced Mr. Jarred Miyamoto-Mills, Senior Engineer, who stated that the projects included in the CIB and CIP are directed towards achievement of three goals: I) protection of public health and the environment; 2) accommodation of planned growth in the service area; and 3) response to community concerns. Mr. Miyamoto-Mills reviewed the Sewer Construction Fund projections, stating that it is estimated that $26.6 million in project allocations will be made in the fiscal year. This figure represents a carry-over of approximately $49 million from Board authorizations in previous years and additional new funding authorization of $12.6 million for a total fiscal year 1991-1992 authorized funding level of $62.2 million. Mr. Miyamoto-Mills briefly reviewed the major projects and new projects in the CIB for the coming year and provided an overview of the CIP. It is planned that $207 million will be expended during the ten-year period covered by the 1991 CIP compared to the $244 million planned to be expended during the ten-year period covered by the 1990 CIP. Mr. Miyamoto-Mills stated that a number of projects were completed during the past year but the bulk of changes result from refinement of costs and schedules. In response to a question from Member Boneysteele, Mr. Miyamoto-Mills stated that the City of Concord's share of revenue to the District is based on a percentage of flow. At 3:26 p.m., President Clausen opened the public hearing to receive public comment on the Draft Fiscal Year 1991-1992 Capital Improvement Budget/Draft 1991 Ten-Year Capital Improvement Plan. There being no comments, the public hearing was closed. Member Carlson, member of the Capital Projects Committee, stated that he and Member Boneysteele reviewed the cia and CIP. Staff has done an excellent job of addressing the needs of the District and our citizens in preparing these documents. It was moved by Member Carlson and seconded by Member Dalton, that Draft Fiscal Year 1991-1992 Capital Improvement Budget (CIB) be approved for inclusion in the 1 991- ... 04 04 91 1992 District Budget and that the Draft 1991 Ten-Year Capital Improvement Plan (CIP) be approved. Member Boneysteele, member of the Capital Projects Committee, stated that the CIB is an outstanding document; and based on his knowledge, is unique to Central Contra Costa Sanitary District. Mr. Dolan thanked Members Carlson and Boneysteele for their comments and stated that the documents are the work of the Planning Division and all the project managers at the District. Following discussion of the relationship between the CIB and CIP and the O&M Budget and Sewer Service Charge, and the drop in revenue from connection fees, President Clausen called for the vote on the above motion to approve the CIB for inclusion in the 1991-1992 District Budget and to adopt the CIP. The motion was unanimously approved on the following roll call vote: AYES: Members: Carlson, Dalton, Boneysteele, Rainey, Clausen NOES: Members: None ABSENT: Members: None 4. BIDS AND AWARDS a. AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO B&B GRADING AND PAVING, INC. FOR DISTRICT PROJECT NO. 20062, EXPANSION OF PLANT PARKING AREA PROJECT. DISTRICT VEHICLE PARKING PHASE Mr. Dolan, General Manager-Chief Engineer, stated that the District is taking advantage of a very favorable bidding climate in this instance. Staff has looked at the commodity costs on this project because of the wide range of bids. Staff is satisfied with the results of that review and would recommend award to B&B Grading and Paving, the low bidder. It was moved by Member Rainey and seconded by Member Dalton, that award of contract be authorized to B&B Grading and Paving, Inc., as the lowest responsible bidder, in the amount of $32,702 for the construction of the Expansion of Plant Parking Area Project, District Vehicle Parking Phase, DP 20062. Motion approved on the following vote: AYES: Members: Rainey, Dalton, Boneysteele, Clausen NOES: Members: None ABSENT: Members: None ABSTAIN: Members: Carlson It was noted for the record that Member Carlson abstained from voting on this matter because of a possible conflict of interest. 5. CONSENT CALENDAR It was moved by Member Rainey and seconded by Member Dalton, that the Consent Calendar, consisting of Items a. through c., be approved as recommended, resolutions àdopted as appropriate, and recordings duly authorized. a. Resolution No. 91-01 7 accepting an easement at no cost to the District from P.G.&.E., Orinda area, Job 4461 - Parcel 2, was adopted and recording was authorized. 0 4. . 0 4( . , 55 91 56 Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: b. Rainey, Dalton, Boneysteele, Carlson, Clausen None None The contract work for construction of the 1-680/SR-24 Sewer Relocations Phase II Project, DP 4654, was accepted and the filing of the Notice of Completion was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Rainey, Dalton, Boneysteele, Carlson, Clausen None None c. Resolution No. 91-018, declaring April 10, 1991, to be "Dr. Karllmhott Day" within the District, was adopted. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Rainey, Dalton, Boneysteele, Carlson, Clausen None None CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Item 15, Closed Session, was taken out of order. a. LABOR RELATIONS 15. CLOSED SESSION With respect to labor relations, the closed session was held pursuant to Government Code Section 54957.6, to meet with designated representatives prior to and during consultations and discussions with the representatives of employee organizations regarding the salaries, salary schedules or compensation paid in the form of fringe benefits of employees in order to review its position and instruct its designated representatives. At 3:38 p.m., President Clausen declared the closed session to discuss labor relations pursuant to Government Code Section 54957.6. At 4:22 p.m., President Clausen concluded the closed session and reconvened the meeting into open session. 16. ACTION RESULTING FROM DISCUSSIONS IN CLOSED SESSION None Present Clausen reverted to the order of the agenda. 6. SOLID WASTE a. UPDATE ON WASTE MANAGEMENT "POD" SYSTEM PILOT PROGRAM, VERBAL REPORT BY HARRIETTE HEIBEL OF VALLEY WASTE MANAGEMENT Ms. Harriette Heibel, of Valley Waste Management, addressed the Board concerning the status of the Waste Management II POD" System Pilot Program. Several problems have been encountered during the implementation of the pilot program, mainly resulting from the fact that many people did not read the letters and brochures distributed on the i '; 0 -:1 ; b 4; 9 1 57 program. Valley Waste Management has taken this opportunity to call every customer who used the wrong container or put the containers out on the wrong day to talk to them about the program. A survey is being developed for use in evaluating the pilot program. Valley Waste Management is searching for permanent sites for transfer of the PODs. About ten potential sites have been identified. It is hoped that four or five permanent sites at various locations throughout the town will be found. No complaints have been received to date on the temporary transfer site now being used. However, there was one complaint that a truck turned around on the wrong street. Mr. Dolan thanked Ms. Heibel for the update. 7. ENGINEERING a. APPROVE AGREEMENT 'RELATING TO REAL PROPERTY WITH ROY P. WONG, ET UX, JOB 1565, LAFAYETTE AREA Following explanation by Mr. Dolan, General Manager-Chief Engineer, it was moved by Member Rainey and seconded by Member Boneysteele, that the Agreement relating to Real Property with Roy P. Wong, et ux, Job 1565, be approved, that the President of the Board of Directors and the Secretary of the District be authorized to execute and record said agreement, and that Resolution No. 91-019 be adopted to that effect. Motion unanimously approved on the following vote: AYES: Members: Rainey, Boneysteele, Dalton, Carlson, Clausen NOES: Members: None ABSENT: Members: None b. LETTER TO TRI-VALLEY WASTEWATER AUTHORITY REGARDING FEASIBILITY OF A JOINT PROJECT Mr. Dolan, General Manager-Chief Engineer, stated that a draft of the letter to Tri-Valley Wastewater Authority (TWA) regarding feasibility of a joint project was prepared by staff and reviewed by the Board Committee. Changes were recommended by the Board Committee and have been incorporated into the draft now before the full Board. Staff would recommend that the Board approve the letter as modified. Member Carlson, member of the TWA Committee, stated that he and President Clausen met with staff and reviewed this matter. The proposed cost sharing for providing wastewater treatment service to TWA could substantially reduce District costs in the future. The Committee would recommend approval to proceed. Following discussion, it was moved by Member Carlson and seconded by Member Rainey, that the President of the Board of Directors be authorized to sign the proposed letter to TWA concerning a joint project to provide wastewater treatment services. There being no objection, the motion was unanimously approved. 8. PERSONNEL a. AUTHORIZATION TO HIRE SEASONAL EMPLOYEES Mr. Dolan, General Manager-Chief Engineer, stated that 42 seasonal employee positions were authorized last year. Approval for 41 seasonal employee positions is requested for Fiscal Year 1991-1992. The program has been beneficial to the District in past years. It was moved by Member Dalton and seconded by Member Boneysteele, that the hiring of 41 persons for seasonal employment for Fiscal Year 1991-1992 be authorized. There being no objection, the motion was unanimously approved. 04 04 91 . ' . 58 b. RECEIVE AND CONSIDER PERSONNEL BUDGET REQUESTS FOR FISCAL YEAR 1 991-1992 Copies of the Personnel Budget requests for the Fiscal Year 1991-1992 were previously distributed. Deputy General Manager Paul Morsen, Plant Operations Department Manager Charles W. Batts, Deputy Chief Engineer Robert A. Baker, Collection System Operations Department Manager John A. Larson, and Secretary of the District Joyce E. Murphy reviewed their respective Personnel Budget requests. Following Board and staff discussion concerning establishment of the proposed source control program, President Clausen indicated that the Personnel Budget requests for Fiscal Year 1 991-1992 were duly received. ' Mr. Dolan stated that the Personnel Budget will t?e submitted for final approval at the April 18, 1991 Board Meeting. 9. CORRESPONDENCE a. RECEIVE LETTER FROM MS. ANNETTE HUENING CONCERNING "MINI CAN" SERVICE AND OTHER SOLID WASTE MATTERS AND CONSIDER DRAFT RESPONSE b. RECEIVE LETTER FROM MRS. AUDREY H. SHIPLEY CONCERNING IIMINI CAN" SERVICE AND OTHER SOLID WASTE MATTERS AND CONSIDER DRAFT RESPONSE Receipt of the letters from Ms. Annette Huening and Mrs. Audrey H. Shipley concerning "mini can" service and other solid waste matters was noted and the draft responses were approved. c. RESPONSE FROM MR. W. DOUGLAS LOMOW, PRESIDENT OF ORINDA-MORAGA DISPOSAL SERVICE, INC., CONCERNING COLLECTION AND BILLING Mr. Dolan, General Manager-Chief Engineer, stated that the Board was advised that Orinda-Moraga Disposal Service had sent a notice to their customers setting forth payment terms and the company's collection policy. This notice did not accurately reflect the terms of the franchise agreement. Mr. Dolan distributed proposed language taken from the franchise agreement. If the Board concurs, this language would be provided to Mr. Lomow and he would mail corrected notices. Member Rainey pointed out a typographical error in the corrected notice. The Board concurred that the follow-up notification, as corrected, should be mailed by Orinda- Moraga Disposal Service to their customers. 10. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED APRIL 4. 1991 Member Rainey, member of the Budget and Finance Committee, stated that she and President Clausen reviewed the expenditures and found them to be satisfactory. It was moved by Member Rainey and seconded by President Clausen, that the Expenditure List dated April 4, 1991, including Self-Insurance Check Nos. 100517- 100519, Running Expense Check Nos. 59096-59403, Sewer Construction Check Nos. 9424-.9478, and Payroll Check Nos. 23453-23727, be approved as recommended. Following discussion, the motion was unanimously approved. 64 04 91 a. 59 11 . BUDGET AND FINANCE REVIEW THE FINANCIAL STATUS OF THE SELF-INSURANCE FUND AND APPROVE OMITTING A FISCAL YEAR 1991-1992 CONTRIBUTION TO IT FROM THE O&M BUDGET Mr. Dolan, General Manager-Chief Engineer, stated that the District, as a result of the efforts of all District employees under the general guidance of Administrative Operations Manager Jack E. Campbell, has had a successful year in risk management. Losses have been very modest and are under control. As last year, staff would recommend that no contribution be made to the Self-Insurance Fund from the O&M Budget. President Clausen stated that he agreed with the staff recommendation since the Self- Insurance Fund reserves have now met the $6 million target set in 1986. It was moved by Member Dalton and seconded by Member Carlson, that the updated six- year financial history/projection for the Self-Insurance Fund was duly reviewed and approval was given for omitting an increment for the Self-Insurance Fund from the O&M Budget in 1991-1992. Motion unanimously approved on the following roll calf vote: None a. AYES: Members: Dalton, Carlson, Boneysteele, Rainey, Clausen NOES: Members: None ABSENT: Members: None 12. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 13. REPORTS GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Kelly, Planning Division Manager, who reported that the District is moving forward on three fronts on water reclamation with Contra Costa Water District (CCWD). . CCWD is constructing a truck loading station which should be complete in approximately two weeks. The truck loading station will provide up to 300,000 gallons per day of reclaimed water. . Reused water will be provided to nearby properties such as the County corporation yard and the cemetery. . Work is proceeding on providing reclaimed water to industries. Nitrification issues must be resolved before this project can be implemented. Up to 4 MGD could be provided to industries. 2) Mr. Dolan introduced Mr. David R. Williams, Engineering Division Manager, who used a slide presentation in describing the District's Management Information System (MIS) activities and operations. The Warner Group has completed a study of the District's MIS activities and future needs. The results of the study including recommendations for the most cost-effective way to meet the District's future requirements will be presented at the May 2, 1991 Board Meeting. 3) Mr. Dolan, General Manager-Chief Engineer, reported that the IO-year franchise agreements provided that the franchisees had to furnish proof that they had five years of remaining solid waste disposal capacity by the mid- point in the term of the franchise agreement. This was required because the District was aware that disposal capacity was going to be a major problem and we wished to ensure that a date certain would be set so the public would be assured that firm future capacity would be available. If the 04 04;'::91 60 8) existing franchisees were not able to provide such assurance, the District would then be able to rebid the franchise or bring in another franchisee who could provide the capacity. Copies of the responses of the franchisees have been distributed to the Board. No company was able to provide assurances that all permits and approvals are in hand which will authorize disposal for the next five years. Mr. Dolan proposed that staff meet with the Board Solid Waste Committee to review the situation and perhaps 'meet with the collectors to work out an appropriate course of action. The Board concurred,. 4) Mr. Dolan reported that the Board of Supervisors deferred their decision on adoption of the proposed ordinance to assume franchising responsibility in the unincorporated areas in the County until April 23, 1 991 . District Counsel Kent Aim represented the franchising districts and JPA's of Contra Costa County and Board President Clausen represented Central Contra Costa Sanitary District at the April 2, 1991 public hearing on the matter. Following discussion, staff was directed to send a letter to the Board of Supervisors expressing the District's willingness to meet with County staff in the next three weeks to address the concerns of the affected parties. 5) Mr. Dolan stated that as staff begins the O&M Budget activities, a review of the effect of potential cost increases on the Sewer Service Charge is presented to the Board. Mr. Dolan introduced Mr. Walter N. Funasaki, Finance Officer, who reviewed the projected 1 991-1 992 O&M revenues, expenses, and reserves and the projections for the six subsequent years. Mr. Funasaki then reviewed the projected Sewer Service Charge rates and percent increases for the fiscal years 1 991-1992 through 1997-1998. The effect on the Sewer Service Charge for each $100,000 increment of O&M expense was also presented. The increase required in the annual Sewer Service Charge rate for each $100,000 increment in O&M expenses was estimated to be: Engineering operations, 43 cents; Plant operations, 53 cents; Administrative operations, 63 cents; all other District activities, 74 cents; and for solid waste activities, a 15 cents increase on the residential single can refuse collection rate. Mr. Dolan indicated that this information is provided to the Board as a framework for making decisions during the budget process. 6) Mr. Dolan announced that the District is currently advertising for the Treatment Plant Landscaping Phase II Project. The engineer's estimate for the project is $265,000. President Clausen suggested that this project be delayed because of the drought situation. Mr. James Kelly, Planning Division Manager, described the Contra Costa Water District project which includes low water use landscaping and some reclaimed water. Reclaimed water will be used in Central. San's project as well. 7) Mr. Dolan announced that in spite of the Board's letter to the refuse collectors cautioning them to submit rate applications by the April 1 deadline, Orinda-Moraga Disposal Service did not meet the deadline. A fax was received from Orinda-Moraga Disposal Service on April 2, 1 991 , indicating they were unable to meet the d,eadline. When the packages are received, this item will be scheduled for Board consideration. Mr. Dolan announced that the District will soon begin a trial period for acceptance, of East Bay Municipal Utility District alum sludge. Approximately 40,000 gallons per day will be accepted during the one year trial period. Discussion followed' with regard to the potential impact on the District in meeting discharge requirements particularly with regard to copper. 04->- 04;' j 91 . . '.. 1,', " ,. . 61 9) Mr. Dolan announced that replacement filter media will be prepurchased for the Water Reclamation Filter Plant. The estimated cost is $80,000. 10) Mr. Dolan distributed the draft Environmental Impact Report on the Pleasant Hill/A-Line Sewer Overflow Protection Project. b. COUNSEL FOR THE DISTRICT Mr. Kenton L. Aim, Counsel for the District, announced that he will be attending the CAS A Legislative Committee meeting on April 5, 1991. A large number of bills are currently in process. ' c. SECRETARY OF THE DISTRICT Following discussion, the June 6 and June 20, 1991 Board Meetings were rescheduled for June 13 and June 27, 1991 respectively and the July 4, 1991 Board Meeting was , rescheduled for July 11, 1991. The Secretary of the District will publish the appropriate notices. d. BOARD MEMBERS 1 ) President Clausen reported that the April 25, 1991 Solid Waste Export Committee meeting with Alameda County has been rescheduled for May 5, 1991. President Clausen expressed concern that the deadline is nearing and no decision has been made. 2) Following discussion, Board Members were authorized to attend the Contra Costa Water District Conference, Delta '91: A Decade of Decision. 14. ANNOUNCEMENTS None 15. CLOSED SESSION This item was taken out of order earlier in the agenda. 16. ACTIONS RESULTING FROM DISCUSSIONS IN CLOSED SESSION This item was taken out of order earlier in the agenda. 17. ADJOURNMENT There being no further business to come before the Board, President Clausen adjourned the meeting at the hour of 6:52 p.m. ~~ /Presi ent of the Board of Directors, L..Geñtral Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: e e ary of the Central C ntra C ta Sanitary District, County of Contra Costa, State of California 04 04 91