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HomeMy WebLinkAboutBOARD MINUTES 05-17-79 1513 MINUTES OF A REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT MAY 17,1979 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 1250 Springbrook Road, Walnut Creek, County of Contra Costa, State of California, on May 17, 1979, at 7:30 P.M. President Carlson requested the acting secretary to call roll. I. ROLL CALL PRESENT: Members: ABSENT: Member: Boneysteele, Allan, Campbell and Carlson Stanley Member Stanley arrived at 7:33 P.M. II. APPROVAL OF MINUTES None. III. APPROVAL OF EXPENDITURES None. IV. HEARINGS None. V. BIDS None. VI. OLD BUSINESS 1. PRESENTATION BY BROKER - RISK MANAGEMENT PLAN After a brief explanation by Mr. Dolan, General Manager-Chief Engineer (GM-CE), he referred to Mr. Walter Funasaki, Finance Officer, to introduce Mr. Michael McAuliffe of Kaine and McAuliffe, for a presentation of his proposal relating to the Districtls Risk Management Program. Mr. McAuliffe described the general features of the property and general liability insurance coverages which his firm obtained in response to the District's insurance specifications. He noted that the $65,000 premium quotation for the general liability coverage was based on (1) an increase in coverage limits from $5,000,000 to $10,000,000; (2) coverage for errors and ommissions and (3) $100,000 retained risk. Kaine and McAuliffe obtained property insurance coverage with broad Lloyds of London wording in the policy in which all risks to property are insured except those specifically excluded. Mr. McAuliffe indicated that a major consideration related to property insurance coverage is whether earthquake and flood insurance should be obtained. Although relief measures are available under the Federal Disaster Relief Act, assistance is dependent on a Presidential declaration of a disaster and the vagaries of the Act regarding the availability of funds and the priorities for its distribution to recepients. Member Boneysteele queried Mr. Carniato, District Counsel, on the exposure to lawsuits by members of the Board. Mr. Carniato replied that although there is an exposure to lawsuits, there is minimal exposure to liability. 05 17 79 1514 General discussion regarding the advisability of obtaining earthquake and flood insurance for the Water Reclamation Plant and the Districtls underground pipe followed. Board Members queried Mr. McAuliffe on the effect alternative limits of coverage would have on the premiums. In response to a Board request, Mr. McAuliffe agreed to obtain a quotation for earthquake and flood insurance with a limit of $5,000,000 instead of the $20,000,000 contained in his written proposal. Mr. McAuliffe was asked to describe the level of his firmls experience in servicing public entity risk management programs, and the role to be perfomed by his firm in loss control and safety measures. In his response, Mr. McAuliffe indicated that his firm has a department specifically devoted to servicing public entities and that their list of public entity clients with requirements similar to ours is extensive. He advised that his firm would assist in obtaining the services of specialist companies to provide claims adjusting and loss control safety programs. In the course of his presentation, Mr. McAuliffe was requested to obtain revised quotations based on (1) decreasing the retention amount for the general liability coverage from $100,000 to $50,000 or $25,000, (2) eliminating errors and omissions coverage and (3) decreasing the earthquake and flood coverage limit from $20,000,000 to $5,000,000. President Carlson thanked Mr. McAuliffe for his presentation. Mr. Dolan, GM-CE, advised that Warren, McVeigh & Griffin will present their evaluation of the broker proposals at the meeting of sanitary districts, who have a minimum deductible of $100,000. He added that present their summary analysis and recommendation at the meeting of May 31. Mr. Carniato, District Counsel, indicated that he has to leave the meeting at 10:00 P.M., and introduced Mr. Tom Dawson, his associate, who would be taking his place for the balance of the meeting. 2. OUTFALL REPAIR - REJECTION OF BIDS FOR OUTFALL PIPE MATERIALS Mr. Dolan, GM-CE, explained that the two bids received were in excess of the Engineers Estimate. Therefore, staff re-evaluated the requirements for the pipe design and found that a more conventional design would provide a satisfactory outfall replacement with an estimated cost savings of approximately $100,000. Consequently, it would be advantageous for the District to rebid the pipe at a later date. After discussion, it was moved by Member Stanley, seconded by Member Allan, that the bids received for the purchase of pipe for DSP 3170, outfall repair, be rejected. Motion was unanimously approved. 3. REVIEW AND APPROVAL OF DEPARTMENTAL REQUESTS FOR EQUIPMENT, TOOLS, FURNITURE, ETC. , FOR 1979-80 Mr. Dolan, GM-CE, advised the Board that until this year, the District has always traded in its vehicles with the purchase of new units. Manager-Collection System Operations, has decided to hold an auction based on monitoring the success of other local agencies vehicle auctions. Staff believes that a substantial increase over normal trade- in can be anticipated from the auction process. Member Stanley commented that upon reviewing the copy of the budget during the preceding week, he found all the requests and items to be in order. Discussion followed wherein Board Members queried staff on some of the requested items. Member Allan commented that he had noted the request from the Plant Operations Department for a vertical partitionary device to be used for sound control in the Administration Office and that it had been his experience that these do not provide adequate sound control. It was Member Allanls suggestion, agreed to by the rest of the Board that this item be changed to permit the purchase of an appropriate sound control facility, and that the staff give further consideration to the available materials. 05 17 79 1515 After further discussion and explanation, it was moved by Member Boneysteele, seconded by Member Campbell, that the equipment, tools, furniture and miscellaneous items submitted in conjunction with the 1979-80 Operation and Maintenance Budget be approved as follows: (1) Adopt the O&M budget, including the requested changes as in previous years, but to recover the total cost as a capital cost from the Sewer Construction Fund. (2) Allow a contingency of 10% for items not included, but needed during the fiscal year. The contingency would apply to departmental totals - not to the District total, and would require specific Board approval for any item exceeding $1,000 in cost. Any purchase from the contingency will require approval by the General Manager-Chief Engineer regardless of cost. (3) The item for disposition of fixed assets, which would include trade-ins and items which become surplus because of new purchases, is very difficult to estimate. Management is given authority to dispose of such assets when they become surplus, using methods approved by District Counsel, with the proceeds of sales to be returned to the SIC Fund. (4) Finance the equipment items from the SIC Fund by transfer of the amount of these purchases less the amount received from disposition of fixed assets to the 0 & M budget. This figure will be included for budgetary purposes under Revenues (Recoveries). The transfer of funds from SIC to R/E will actually occur after purchase or disposition. (5) Eliminate the request from the Plant Operations Department for a desk divider, substituting the authority to purchase a more suitable apparatus to handle sound control for that area after the General Manager- Chief Engineer investigates the available equipment. Motion was unanimously approved. 4. ENVIRONMENTAL QUALITY CHARGE FOR 1979-80- SET DATE FOR HEARING ON RATE AND COLLECTION ON TAX ROLL After explanation by Mr. Dalton, Deputy General Manager-Chief Engineer, it was moved by Member Allan, seconded by Member Campbell, that a hearing to consider the Environmental Quality Charge rate for 1979-80 and the collection of such charges on the tax roll be set for June 21,1979. Motion was unanimously approved. VI I. NEW BUSINESS 1. ACCEPTANCE OF EASEMENTS AT NO COST TO THE DISTRICT AND ADOPTION OF RESPECTIVE RESOLUTIONS AND AUTHORIZE RECORDING After discussion, it was moved by Member Allan, seconded by Member Campbell, that the easements, as listed, be accepted at no cost to the District, respective resolutions adopted and recordation authorized. Grantor Area Job No. Parcel Res. No. a. b. Muir K. Sorrick, & Clay Sorrick Lafayette 2975 ext. James M. Patrick and Orinda '3136 .<- Norma J. Patrick Gary L. DePolo & Carolyn DePolo Orinda 3136 Terra California, A Corp. Rossmoor 3171 Arnico, Inc. Lafayette 2992 Blackhawk Corp. Blackhawk 3168 2 79-84 2 79-85 3 79-86 1 79-87 3 79-88 2 79-89 c. d. e. f. Motion was unanimously approved for all easements with the exception of item e., from Arnico, Inc., from which vote Member Stanley abstained due to a possible conflict of interest. 05 17 79 1516 2. EMPLOYEES ASSOCIATION SALARY AND BENEFIT REQUEST FOR 1979-80 Mr. Dolan, GM-CE, introduced Mr. Peter Wiebens, President of the District's Employees Association to make his presentation. Mr. Wiebens stated that the Employees Association is requesting (1) a 9.5% salary adjustment for all its employees, excluding management, based on the cost-of-living estimate for the San Francisco Bay Area; (2) that the District increase its payment of the employees share of the County Retirement from 44.37% to 50%, which is the maximum allowed by law; and (3) that the Board direct an investigation into joining the Contra Costa County Workers Compensation Plan, or a self insurance program with equal benefits to employees, and that the present extended sick leave program remain in force until another plan is adopted by the Board. Board discussion followed wherein it was the consensus that the Association requests be analysed by staff and presented to the Board for final determination. President Carlson requested that the Board digress from the order of the agenda to take up VIII. REPORTS, 2. COUNSEL FOR THE DISTRICT. There were no objections from the Board. 2. VIII. COUNSEL FOR THE DISTRICT REPORTS a. Mr. Carniato advised that the District was served with a cross- complaint from Peterson/Simpson. The cross-complaint does not effect the District in terms of the basic law suit, but it does bring in 40-45 sub-contractors into the suit. Mr. Carniato will be meeting with the attorney for C. Norman Peterson next week to discuss the matter. b. Mr. Carniato explained that as a result of Proposition 13, the Mosquito Abatement District will no longer be able to provide their service free of charge. Therefore, it becomes necessary that an agreement between Central San and the Mosquito Abatement be initiated for their services. After discussion, it was moved by Member Boneysteele, seconded by Member Allan, that the General Manager-Chief Engineer be authorized to execute an agreement with the Mosquito Abatement District to suppress mosquitos and flies at the Treatment Plant. Motion was unanimously approved. c. Mr. Carniato advised that due to the critical situation of the plant steamline, President Carlson issued a verbal Declaration of Emergency on April 24,1979. Board action is now required to formalize and record the action. After discussion, it was moved by Member Allan, seconded by Member Stanley that it is hereby recognized that a Declaration of Emergency was made on April 24, 1979, concerning the steamlines that failed under operating conditions, thereby making the reconstruction of the steamlines categorically exempt from the California Environmental Quality Act; that an amount not to exceed $250,000 be authorized for the installation of a temporary bypass steamline and redesign and repair of the two existing main steam1ines; and adoption of a resolution to that effect. Resolution No. 79-92. Motion was unanimously approved. d. Mr. Carniato reported that he has been trying to consummate an agreement between Brown/Caldwell and Peterson/Simpson and Central San for sharing the costs in copying the Peterson/Simpson documents. However, Brown/Caldwell has developed their own ideas for handling the matter. Mr. Carniato will report further on the situation. 05 17 79 1517 e. Mr. Carniato advised that the meeting between Brown/Caldwell and the District Board should be held in executive session. Mr. Carniato thanked the Board for hearing his report out of agenda order and apologized for having to leave the meeting before its adjournment. President Carlson thanked Mr. Carniato and reverted to the order of the agenda. VI I. NEW BUSINESS 3. ADDITIONAL BUSINESS ADDED BY SUPPLEMENTAL AGENDA a. CONSIDERATION OF A "PRELIMINARY ENVIRONMENTAL ASSESSMENT" DSP 3203 Mr. Dolan, GM-CE explained that the 72" culvert to be installed under this DSP will provide additional capacity required for interchanging flows between the North and South portions of Holding Basin A. In accordance with the California Environmental Quality Act, it is necessary for the District to make a "Pre1iminary Environmental Assessment" for certain plant improvements. It is the staff's assessment that this project (DSP 3203) is categorically exempt because it is a specific action necessary to mitigate an emergency. After discussion, it was moved by Member Allan, seconded by Member Stanley that District Sewering Project 3203 be categorically exempt and that staff be authorized to file a Notice of Exemption. Motion was unanimously approved. AUTHORIZATION OF $1,500 FOR THE PRODUCTION OF AN INFORMATIONAL FILM OF THE TREATMENT PLANT PROCESS AND COMPUTER CONTROL SYSTEM b. Mr. Dolan, GM-CE, referred to David Niles, Manager Plant Operations, to present this item to the Board. Mr. Niles explained that Diablo Valley College has offered to produce a 10 minute informational film of the Treatment Plant process and computer control system. The film would be made on a cost basis, with no charge for script and film editing sound track overlay, or final production. This film could be shown at our plant tours, open house, and Øublic meetings~on the plant. After discussion, it was moved by Member Campbell, seconded by Member Stanley, that authorization of $1,500 for the production of an informational film of the Treatment Plant process and computer control system be approved. Motion was unanimously approved. VII I. REPORTS 1. GENERAL MANAGER - CHIEF ENGINEER Mr. Dolan gave an overview of the Engineers Report for the month of April. Collection System Engineering & Services (a) Design work was concentrated on the outfall repair project and the Moraga Road parallel trunk sewer. (b) The Tassajara trunk sewer (WS 35S) construction is proceeding slowly. (c) Permit inspection and survey work loads are heavy with building connections being 96% of last year's record rate. Collection System Operations 9a) Service calls were down but stoppages increased to 18 of which 8 were caused by grease buildup. (b) Thirty-one miles of sewer pipe were cleaned and 4 miles inspected by television. (c) Special activities centered around the outfall repair, bank erosion at the Moraga pump station, and increasing hydrogen sulfide levels at several monitoring points. 05 17 79 1518 Plant Operations (a) Average flows for April were 37.6 MGD and all treatment discharge standards were met. (b) The Treatment Plant management is projecting ADWF over NPDES limits for 1979 (35.7 MGD) and for 1980 (36.3 MGD) based on the CWC study, and using 36 MGD for the 1979-80 fiscal year. In answer to query, David Niles, Manager-Plant Operations advised that there have been no citations issued by the Air Pollution Control Board. (b) Mr. Dolan requested that the Board Members note and review the correspondence from Brown and Caldwell, dated May 15, wherein they requested a meeting with a committee of two Board Members to discuss the interpretation of the 5A-I Agreement, dated September 10, 1970. (c) Mr. Dolan reported that he had met with John DeVito, Manager- Contra Costa County Water District, and John Gregg, Manager of Operations for the Water District, regarding the Alum Sludge letter dated April 10, 1979. Mr. DeVito proposed a joint meeting of the two Boards of Directors (CCCWD and CCCSD) to try to resolve the many issues that exist between the two agencies. Mr. Dolan suggested to Mr. DeVito that he write a letter to Central San proposing interim solutions to some immediate issues, particularly in regard to power supply PG&E Sub-Agreement. and question of ownership of the backwash facility. (d) Mr. Dolan commented that there was no press coverage given to the adoption of our budget procedure. It might be appropriate if the public were aware of some of the Districtls budget procedures. After discussion, it was the consensus of the Board that staff contact Mr. Paul Fletcher, Districtls public relations person, to provide a press release on the budgeting process and necessary changes to the Environmental Quality Charge. (e) Mr. Dolan explained that the Board previously authorized $70,000 for staff to develop plans for improving the Treatment Plant Holding Basins. The improvement project is broken down into several phases. The first component will be the installation of a 72" pipe culvert under State Frontage Road between Basins A-north and A-south. The program also involves the reconstruction of the dechlorination facility, and improvements to the holding basins and sludge ponds in plant chlorination facility. Staff will be requesting Board authorization for additional funds for further work on the program. The outfall repair is dependent on this program because the holding basins and this culvert pipe will be used during the period when the outfall will be out of service for connections of old and new pipes. Mr. Dolan requested an executive session at the end of the meeting to discuss a personnel matter. 2. COUNSEL FOR THE DISTRICT Mr. Carniato's report was presented following VII. ITEM 2. NEW BUSINESS, 3. SECRETARY None. COMMITTEES PERSONNEL REPORT ON COLLECTION SYSTEM OPERATION DEPARTMENT REQUESTS Mr. Dolan, GM-CE, explained that these items pertain to class descriptions and therefore require Board action. 4. 05 17 79 1519 a. CANCEL ELIGIBILITY LIST FOR THE POSITION OF MAINTENANCE CREW MEMBER I After explanation by Mr. Dolan, GM-CE, it was moved by Member Allan, seconded by Member Stanley, that the Eligibility List for the position of Maintenance Crew Member I be cancelled effective May 24, 1979. Motion was unanimously approved. b. APPROVE AND ADOPT REVISED CLASS DESCRIPTION FOR THE POSITION OF MAINTENANCE CREW MEMBER I After explanation by Mr. Dolan, GM-CE, it was moved by Member Allan, seconded by Member Stanley, that the revised class description for Maintenance Crew Member I be approved and a resolution adopted to that effect. Resolution No. 79-90. Motion was unanimously approved. c. APPROVE AND ADOPT CLASS DESCRIPTION FOR THE POSITION OF MAINTENANCE CREW LEADER After explanation by Mr. Dolan, GM-CE, it was moved by Member Allan, seconded by Member Stanley, that the revised class description for Maintenance Crew Leader be approved and a resolution adopted to that effect. Resolution No. 79-91. Motion was unanimously approved. Board Members acknowledged the Personnel Summary Report. IX. MATTERS FROM THE FLOOR None. At 11:00 P.M., President Carlson declared an executive session to discuss a personnel matter. At 11:43 P.M., President Carlson closed the executive session and reconvened the meeting. As a result of the executive session, it was moved by Member Allan, seconded by Member Stanley, that the General Manager-Chief Engineer be authorized to offer to Mr. Clark Weddle the position of Manager-Engineering Department, at Range 96-E. Motion was unanimously approved. X. ADJOURNMENT At 11;44 P. M., President Carlson adjourned the meeting to May 31, 1979. /1 7 1/., / ;,','~ ~./., ,; t , 1'1t.,,~/.t ~..A~-~-/ 7 President of the District dÕãrd of the Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secreta of the strict Board of the Centra Contra Costa Sanitary District, County of Contra Costa, State of California 05 17 79