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HomeMy WebLinkAboutBOARD MINUTES 05-13-91 77 MINUTES OF THE ADJOURNED REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON MAY 13, 1991 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 3:00 p.m. on May 13, 1991. President Clausen called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Boneysteele, Dalton, Rainey, Clausen ABSENT: Members: Carlson Member Carlson had indicated previously that he would be unable to attend this meeting and had requested that he be excused. 2. PUBLIC COMMENTS None 3. AWARDS AND COMMENDATIONS RECEIVE CALIFORNIA WATER POLLUTION CONTROL ASSOCIATION INDUSTRIAL HAZARDOUS WASTE COMMITTEE AWARD a. Mr. Roger J. Dolan, General Manager-Chief Engineer, introduced Mr. John A. Larson, Collection System Operations Department Manager and immediate past Chairperson of the Bay Section of the California Water Pollution Control Association (CWPCA). Mr. Larson stated that at the Annual CWPCA Conference in April 1991, the Industrial Hazardous Wasté Committee recognized three large agencies for significant contributions to pretreatment and source control. Central' Contra Costa Sanitary District was one of those agencies. The award was given primarily for the on-going support in the area of source control of Planning Division Manager James Kelly and Associate Engineer Bart Brandenburg. For the District to be recognized is a significant accomplishment, when all the agencies in the State are making efforts in this area. Mr. Larson presented a plaque to President Clausen and Mr. Brandenburg. President Clausen commended Messrs. Brandenburg and Kelly and all Source Control Section staff for their efforts. RECEIVE UNITED STATES ENVIRONMENTAL PROTECTION AGENCY COMMENDATION FOR ACHIEVEMENT IN MUNICIPAL SOLID WASTE RECYCLING b. In the absence of Associate Engineer Elaine Jacobs, Mr. Dolan, General Manager-Chief Engineer, presented the U.S. Environmental .Protection Agency commendation for achievement in municipal solid waste recycling to Mr. Paul Morsen, Deputy General Manager, and complimented Mr. Morsen and his staff for their contributions and achievements in the area of municipal solid waste recycling. President Clausen stated that it is always a pleasure to receive awards for the District's accomplishments. President Clausen thanked all District staff for their dedication and perseverance in solving the problems facing the District. 4. BIDS AND AWARDS a. AUTHORIZE AWARD OF A PURCHASE ORDER TO ANTHRACITE FILTER MEDIA COMPANY TO FURNISH MEDIA FOR FILTER PLANT, DP 20095 Mr. Dolan, General Manager-Chief Engineer, stated that this particular bid is linked to the Water Reclamation Project and will enable the filters to treat larger quantities of wastewater for reclamation. Staff would recommend award to the lowest responsible bidder, Anthracite Filter Media Company. 05 :13 91 78 d. 05 Following discussion, it was moved by Member Dalton and seconded by Member Boneysteele, that award of purchase order be authorized to Anthracite Filter Media Company, the lowest responsible bidder, in the amount of $72,150.50 for furnishing the filter media for District Project 20095. Motion approved with Member Carlson being absent. 5. CONSENT CALENDAR It was moved by Member Rainey and seconded by Member Boneysteele, that the Consent Calendar, consisting of Iten1s a. through d., be approved as recommended. a. A Public Notice was authorized advising that documentation used in the determination of the appropriations limit shall be available fifteen days prior to the Board Meeting to be held on June 13, 1991, at which the appropriations limit for the Sewer Construction Fund for the fiscal year 1990-1991 will be established. Motion approved on the following vote: AYES: Members: Rainey, Boneysteele, Dalton, Clausen NOES: Members: None ABSENT: Members: Carlson b. A Public Notice was authorized setting a Board workshop on May 30, 1991 and public hearings on June 13, 1991 to receive public comment on the establishment of the 1991-1 992 Sewer Service Charge rates and the collection of such charges, and prior year delinquent charges, on the County tax rolls. Motion approved on the following vote: AYES: Members: Rainey, Boneysteele, Dalton, Clausen NOES: Members: None ABSENT: Members: Carlson c. The request of James Boyd for an emergency withdrawal of $11,000 from the Deferred Compensation Plan was approved as recommended by the Deferred Compensation Plan Advisory Committee.. . Motion approved on the following vote: AYES: Members: Rainey, Boneysteele, Dalton, Clausen NOES: Members: None ABSENT: Members: Carlson The attendance of Bonnie Allen, Risk Manager, was authorized at the National Safety Council Executive Committee - Public Utilities Section June 17-21, 1991 Meeting in Breckenridge, Colorado, at a cost of $970. Motion approved on the following vote: AYES: Members: Rainey, Boneysteele, Dalton, Clausen NOES: Members: None ABSENT: Members: Carlson .13 ;9,:1 79 CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Mr. Dolan, General Manager-Chief Engineer, requested that the Engineer's Report Item on the Management Information Systems Update be taken out of order immediately following the Solid Waste item. The Board concurred. 6. SOLID WASTE a. PRESENTATION OF CUSTOMER SATISFACTION SURVEY RESULTS Mr. Dolan, General Manager-Chief Engineer, stated that during the last rate-setting process, the District set the wheels in motion for a new method to set profit levels for franchisees. In a free market, two factors generally govern the consumer's preferences: I) price, and 2) quality of goods or service. Conventional profit-setting methodologies for franchise monopolies do not consider either factor. Basing profits on a consideration of cost comparisons with other providers of the service and levels of customer satisfaction would provide a stimulus to the franchisee to provide good service to the customer. This is the first year a customer satisfaction survey has been conducted. Staff believes that the survey will be more meaningful in future years when comparing trends from year to year. It should be possible to determine whether the customer is more satisfied and whether the franchisee is working to improve service. Mr. Dolan introduced Ms. Colleen Camicia, Public Information and Graphics Coordinator. Ms. Camicia stated that two firms, Marketing Connections, Inc., and Computers for Marketing Corporation, conducted the customer satisfaction survey for the District. Ms. Camicia introduced Mr. Glenn Neff, Vice President of Marketing Connections, Inc., and Mr. Michael Blair, Customer Services Supervisor for Computers ,for Marketing Corporation, who were present to answer any questions the Board may have with regard to the survey or results. . Ms. Camicia reported that 34,779 households were surveyed and 14,687 responses or 42 percent, were returned; a very high response rate. Ms. Camicia reviewed the methodology used in the customer satisfaction survey and summarized the findings for each franchisee as set forth in full in the report distributed to the Board and the franchisees. Ms. Camicia stated that the responses indicated that customers were satisfied overall with the service quality, but there are areas where improvements could be made. Mr. Paul Morsen, Deputy General Manager, and the research team that conducted the survey will be meeting individually with the franchisees to go over the results in detail. Discussion followed concerning reconciliation of the high level of customer satisfaction with the level of complaints and unresolved complaints, and the number and nature of complaints. Mr. Ron Proto, of Valley Waste Management, stated that quality service is the number one goal of Valley Waste Management. In February 1991, Valley Waste Management instituted a tracking and customer response mechanism including a IIcourtesy return II if for some reason a customer forgot or was missed. The response has been very good and few complaints have been received since this program was implemented. Mr. Proto indicated that he would be happy to go through the recommendations and try to determine whether differences exist. There being no further questions or comments, President Clausen indicated that the Garbage and Recycling Services Customer Satisfaction Survey results were duly received. At this time, President Clausen proceeded to Item 12.a.1) Management Information Systems Update, to accommodate interested persons in the audience. 12. REPORTS GENERAL MANAGER-CHIEF ENGINEER a. I) Mr. Dolan, General Manager-Chief Engineer, reported that the Management Information System Capital Project has been under consideration by the ; 0, ~5 ','1: 3 ,:,'" 9'1 ,.. " ' .. ,:: ." . 80 District for several years. This year's Capital Improvement Budget provided funding for a study by the Warner Group, a firm which specializes in analyzing computer needs for public agencies. The key concerns of the District have been how to deal with the obsolescence of the ADDS Mentor minicomputer, and how to control labor costs associated with utilization of District data bases and increasing the effectiveness of existing information systems. Mr. David Williams, Engineering Division Manager, has managed the project for the District and Mr. Bill Kumagai has been the Project Manager for the Warner Group. The Board Capital Projects Committee has reviewed this matter in detail. At this time, staff would like to provide the full Board with a summary of the report. Mr. Dolan introduced Mr. Bill Kumagai, of the Warner Group, who stated that an assessment of the District's overall computer approach was made with emphasis on data communication networking. Mr. Kumagai reviewed. the study approach and presented the needs assessment and recommendations for each department focusing on some of the primary systems that affect the District and the area of data communications networking. Mr.. Kumagai stated that a phased implementation is recommended. Phase 1 would be implemented over a two-year period and would include upgrade of the finance, personnel, purchasing, inventory, permits, budget, and related administrative systems; implementation of a finance system-based data communications network; a radio communications study; design of AM/CAD interfaces; and Sewer Maintenance Management System update. The estimated cost for Phase 1 is $1,060,000. Phase 2 will focus primarily on the Plant Operations , ' Department and the Laboratory Information Management System. The estimated cost for Phase 2 is $435,000. The total estimated cost is $1,595,000 including $100,000 contingency. Mr. Kumagai reviewed comparative cost estimates for other public agencies which ranged from $900,000 to $1,800,000. President Clausen asked. if the proposed Management Information Systems upgrade would reduce personnel costs or provide greater efficiencies? Mr. Dolan stated that a higher level of service will be provided and more and better data and information will be provided. Member Boneysteele stated that in many cases it is difficult to quantify the cost benefits until after the failure or absence of a system to manage information such as in the case of a sewer overflow in Orinda where the routine maintenance card was misplaced and the sewer was not maintained. This resulted in a cost to the District in excess of $50,000. In response to a question from Member. Rainey, Mr. Dolan stated that existing programs and personal computers will be used in the proposed system. Only the "dumb" terminals and ADDS Mentor minicomputer will be replaced. Lease options were compared to purchase. Mr. Kumagai stated that a lease-purchase type arrangement is often feasible for the central system; however, it is generally not recommended for personal computers. The key is to be in as good a position as possible from the standpoint of obsolescence. President Clausen thanked Mr. Kumagai for his presentation, stating that the Board must now weigh the advantages against the costs. At this time, President Clausen reverted to the order of the agenda. 7. ENGINEERING a. ADVISE THE BOARD OF THE CLOSE OUT OF LOCAL IMPROVEMENT DISTRICT 57 (LID 57)MIDHILL SEWER PROJECT ON BROWN AVENUE, LAFAYETTE (DP 46501 AND ADOPT A RESOLUTION TO APPROVE THE FINAL COST SCHEDULE Mr. Dolan, General Manager-Chief Engineer, stated that the close out of Local Improvement District 57 (LID 57), the Midhill Sewer Project, was discussed with the ;, ().5~..::13 .. ,9.1 81 Board at the last Board Meeting. It is proposed that the District contribute $288 in order that the LID assessment be maintained at the agreed upon level. All future rebate payments, if any, will be applied directly to reduce each participant's LID assessment. It was moved by Member Boneysteele and seconded by Member Dalton, that Resolution No. 91-029 be adopted, approving the final costs and closing the improvement fund for the Midhill Sewer Project, LID 57. Motion approved on the following roll call vote: AYES: Members: Boneysteele, Dalton, Rainey, Clausen NOES: Members: None ABSENT: Members: Carlson President Clausen stated that he no longer has a conflict of interest on this matter since he no longer represents one of the parties in LID 57; and in fact, is no longer practicing law. Member Rainey complimented staff for the successful completion of this project stating that when it began, it appeared there would be public relations problems. 8. LEGAL/LITIGATION a. DENY CLAIMS FOR PERSONAL INJURY FROM BETH MAPLES AND JIM MAPLES It was moved by Member Rainey and seconded by Member Boneysteele, that the personal injury claim for $300,000 from Beth Maples and the personal injury claim for $300,000 from Jim Maples be denied. There being no objection, the motion was approved with Member Carlson being absent. 9. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED MAY 13, 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 May 13, 1991, including Self-Insurance Fund Check Nos. 100530- 100531, Running Expense Check Nos. 59966-60162, and Sewer Construction Check Nos. 9567-9606, be approved as recommended. There being no objection, the motion was approved with Member Carlson being absent. 10. BUDGET AND FINANCE a. APPROVE THE 1 991-1992 EQUIPMENT BUDGET FOR INCLUSION IN THE 1 991- 1992 DISTRICT BUDGET Mr. Dolan, General Manager-Chief Engineer, stated that the 1991-1992 Equipment Budget was reviewed by the Board Capital Projects Committee and presented to the full Board at the last Board Meeting. As noted, a modification was made after the Capital Projects Committee meeting. Staff would recommend that the Board approve the 1991-1992 Equipment Budget for inclusion in the 1991-1992 District Budget. It was moved by Member Boneysteele and seconded by Member Dalton, that the 1 991- 1 992 Equipment Budget be approved for inclusion in the 1991-1992 District Budget to be adopted on June 27,1991. . Motion was approved on the following roll call vote: AYES: Members: Boneysteele, Dalton, Rainey NOES: Members: Clausen ABSENT: Members: Carlson " . . " .', . ; ;.'05~:; (13:..91 82 President Clausen stated that he could not support purchase of the camcorder, equipment for new positions, or the spare equipment for CSO. b. AUTHORIZE THE RECLASSIFICATION OF CERTAIN REVENUE ACCOUNTS FROM THE OPERATIONS AND MAINTENANCE FUND TO THE CAPITAL FUND EFFECTIVE IN THE 1991-1992 FISCAL YEAR Mr. Dolan, General Manager-Chief Engineer, stated that after Finance Officer Walter Funasaki joined the District, he undertook an effort to clarify classifications in the Running Expense Fund and the Sewer Construction Fund. During that period, the Sewer Construction Fund evolved into the Capital Fund and the Running Expense Fund became the O&M Fund as envisioned under the law. This year, as a clean-up item, staff would propose that revenues from Main Lines Inspection, Plan Review, and District Rebates be reclassified from the O&M Fund to the Capital Fund effective in the 1991-1992 fiscal year. It was moved by Member Dalton and seconded by Member Rainey, that reclassification of the Main Lines Inspection, Plan Review and District Rebates accounts from the Operations and Maintenance Fund to the Capital Fund be authorized effective July 1, 1991. There being no objection, the motion was approved with Member Carlson being absent. c. RECEIVE APRIL 1991 FINANCIAL STATEMENTS Mr. Walter N. Funasaki, Finance Officer, reviewed the results of operations and maintenance expenses for the month of April 1991, noting that actual expenses were $77,000 less than budget, representing a 3.7 percent favorable variance. For the ten months ended April 30, 1991, actual expenses were $1,075,000 less than budget, representing a 5.1 percent favorable variance. Mr. Funasaki reported that the District's temporary investments were held in Treasury bills and notes and the District's Local Agency Investment Fund (LAIF) account with interest rates ranging from 5.90 percent to 8.726 percent. The !atest interest rate at April 30, 1991, was 6.20 percent. The average yield for the LAIF account through March 31, 1991, was 7.775 percent. Discussion followed concerning investments held in commercial paper of Discover Credit Corporation. Mr. Henry Thom, Senior Engineer, reviewed the status of the Walnut Creek Downtown Bypass Project Phase 2, stating that the final punch list items and demobilization are now being done by the contractor.. Mr. Thom reviewed the budget projections and showed slides of the construction work. . President Clausen thanked Messrs. Funasaki and Thom for their reports and declared that the April 1991 Financial Statements were duly received. 11. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 12. REPORTS a. GENERAL MANAGER-CHIEF ENGINEER I) The Management Information Systems Update was taken out of order earlier in the agenda. 2) Mr. Dolan, General Manager-Chief Engineer, stated that the Headworks Project is the largest project undertaken by the District since the Treatment Plant expansion. The project will address the long-term needs of the District to provide capacity for peak wet weather flows. The new headworks will be larger and deeper, enabling construction of new larger piping systems required in response to increasing pressure to curtail wet weather overflows. The 0 5.:, ~l 3, 9 1 , .', ..' i '..' '. 83 present headworks facility dates back to the 1950's and is not expandable to meet the ultimate needs of the District. The headworks facility sizing has included planned growth in the communities which the District serves. Mr. Dolan introduced Mr. Doug Craig, Senior Engineer and Headworks Project Manager. Mr. Craig described the project location and schedule. Approximately two and one-half years have been allowed for completion of the project. Existing operations must be maintained , during construction of the new facility. The engineer's estimate for the project is $23.2 million. 3) Mr. Dolan stated that the District's ten-year franchise agreements require that the franchisees show long-term disposal capacity for the term of the franchise agreement. The deadline for the franchisees to establish this capacity was March 31, 1991. All three franchisees responded. Board Members Rainey and Clausen and District staff met and developed a proposed approach as set forth in the draft let~ers before the Board. It is proposed that the deadline be extended to the end of the calendar year. Mr. Dolan stated that Valley Waste Management has advised that they have no commitment for long-term disposal capacity; Pleasant Hill Bay Shore Disposal has indicated that they fully comply with the requirement but there are inconsistencies and questions with regard to their response. Mr. Dolan indicated that the Pleasant Hill Bay Shore situation appeared to be the same as the situation of Valley Waste Management. Orinda-Moraga Dispose-All has reported a plan for disposal in Shasta County. The Orinda-Moraga Dispose-All plan has a deadline of May 15, 1991. Staff would recommend that answers to the questions set forth in the draft letter to Orinda-Moraga Dispose-All be secured before the Board proceeds with this plan. Following discussion, it was the consensus of the Board that the draft letters to the three franchisees concerning long- term disposal cé!pacity be approved. The letters will be edited for legal considerations by District Counsel prior to mailing. Staff was directed to advise Mr. W. Douglas Lomow, of Orinda-Moraga Dispose-All; by telephone that the letter is coming and request that the May 15, 1991 deadline be extended. 4) Mr. Dolan announced that the County-wide Solid Waste JPA has been distributed to the cities, the County, and the franchising sanitary districts. Mr. Paul Morsen, Deputy General Manager, and Ms. Avon Wilson, of the City of Lafayette, will be available to attend Council and Board meetings to answer questions and provide information. So far Mr. Morsen is planning to attend three city council meetings. This matter will be calendared for consideration by the Central Contra Costa Sanitary District Board of Directors on June 13, 1991. 5) Mr. Dolan announced that five workshops have been scheduled during the next two weeks on the Pleasant Hill/A-Line Overflow Reduction Project. 6) Mr. Dolan announced that one-third of the Treatment Plant flow is now being nitrified. It is expected that the industries will begin taking reclaimed water in June or July 1991. 7) Mr. Dolan announced that as a result of water rationing, the Concord flow has dropped from approximately 30 percent to about 25 percent. Strength is expected to go up. 8) Mr. Dolan announced that an action item has been calendared for consideration by the Board of Supervisors on May 14, 1 991 , directing that a letter be sent to the District requesting verification that AB 939 planning costs are not included in rates being charged to customers in unincorporated areas. This was an issue that the District had proposed 05 13 91 84 would be handled by development of a Memorandum of Underst~nding but the County appears to have declined to enter into such an agreement. . b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT None d. BOARD MEMBERS President Clausen reported that he attended a meeting with Alameda County on May 9, 1991. Alameda County is proceeding with a focused Environmental Impact Report (EIR) dealing with transportation problems at the Altamont Landfill. The EIR is on a very short timeframe. The IIput or pay" condition was also discussed. The $6 recycling fee to be imposed by Alameda County was waived for San Francisco. Some members of the committee believe that it should be waived for Contra Costa County in lieu of some contribution for improvement of Highway 580. 13. ANNOUNCEMENTS None 14. CLOSED SESSION None 1 5. ACTIONS RESULTING FROM DISCUSSIONS IN CLOSED SESSION None 16. ADJOURNMENT There being no further business to come before the Board, President Clausen adjourned the meeting at the hour of 5:46 p.m. to reconvene at 6:30 p.m. on Thursday, May 23, 1991, for a meeting of the Sanitation and Water Agencies of Contra Costa County to discuss areas of mutual concern and at 3:00 p.m. on Thursday, May 30, 1991, for an Adjourned Regular Meeting. " ---'_...&::~ .d' ". I /,~ "-., ~~ ø~-c.. -~--.......----~ . President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Se r a of the Central ont Cos a Sanitary District, County of Contra Costa, State of California 05 '. '" 13 '. ;.. 91 85 MINUTES OF THE ADJOURNED REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON MAY 23, 1991 The Adjourned Regular Meeting of the Board of Directors of the Central Contra Costa Sanitary District scheduled for 6:30 p.m. on May 23, 1991, was adjourned for lack of a quorum. The Board of Directors will meet in Adjourned Regular Session at their regular place of meeting, 501 9 Imhoff Place, Martinez, County of Contra Costa, State of California, at 3 p.m. on Thursday, May 30, 1991. 0.5 t '. ;().~8 ~~ ' ê',9.1