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HomeMy WebLinkAboutBOARD MINUTES 03-17-83 2177 MINUTES OF A REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT DATED MARCH 17, 1983 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, (Pacheco area) County of Contra Costa, State of California, on March 17, 1983 at 7:30 p.m. ' President Dalton called the meeting to order and requested the Secretary to call roll. I. ROLL CALL PRESENT: ABSENT: Members: Member: Carlson, Boneysteele, Campbell and Dalton Stanley Member Stanley arrived at 7:37 p.m. II. EXPENDITURES EXPENDITURE LIST DATED MARCH 17, 1983 1. Member Boneysteele, member of the Budget and Finance Committee, stated he had reviewed the expenditures and found them to be satisfactory. After discussion, it was moved by Member Boneysteele, seconded by Member Carlson, that the Expenditure List dated March 17,1983 including Running Expense Warrant Nos. 24188-24342; Sewer Construction Warrant No. 2624-2649 and 4282-4291; and Payroll Warrant No. 1852, be approved. Motion carried by the following vote: AYES: NOES: ABSENT: Members: Members: Member: Carlson, Boneysteele, Campbell and Dalton None Stanley III. BIDS AND AWARDS 1. AUTHORIZE AWARD OF CONTRACT FOR JANITORIAL SERVICES Mr. Dolan, General Manager-Chief Engineer (GM-CE), stated that five bids were received for janitorial services for the Headquarters Office Building, West Wing, and three trailers. The lowest responsible bidder was Triangle Cleaning. After discussion, it was moved by Member Boneysteele, seconded by Member Carlson, to authorize the award of a contract for janitorial services to Triangle Cleaning at an evaluated 12 month cost of $29,344.48. Motion was carried by the following vote: AYES: Members: Carlson, Boneysteele, Campbell and Dalton NOES: Members: None ABSENT: Member: Stanley IV. CONSENT CALENDAR It was moved by Member Campbell, seconded by Member Boneysteele, that the Consent Calendar (consisting of three items) be approved as recommended, that respective resolutions be adopted, and recording authorized as necessary. U;;~¡ \.. '. . } V «;" ,"'"' 1 , 8;j 2178 Staff recommends the following: 1. Authorize Execution of Quitclaim of easement, Job 3258, Parcel 9, Danville area, Res. No. 83-43. 2. Authorize Execution of Quitclaim of Easement, Job 1552, Walnut Creek area, Res. No. 83-44. Authorize P.A. 83-5 (Alamo area) to be included in a future formal annexation to the District. 3. Motion carried by the following vote: AYES: NOES: ABSENT: Members: Members: Member: Carlson, Boneysteele, Campbell and Dalton None Stanley President Dalton asked if there were any requests to take agenda items out of order. Mr. Dolan, GM-CE, requested that Item 3 under "V. Administrative" be considered by the Board as the next item of business. Board Members voiced no objection to the request. V. ADMIN ISTRATIVE 3. CONSIDER DEFERRED COMPENSATION PLAN EMERGENCY WITHDRAWAL REQUEST Mr. Dolan, GM-CE, explained that Mr.Robert Bob Brown, District Employee from the CSO Department, wished to address the Board regarding the decision rendered by the Deferred Compensation Advisory Committee (DCAC) concerning his request for an emergency withdrawal from the Deferred Compensation Plan. Mr. Dolan requested that the Board consider this item in closed session. At 7:34 p.m., President Dalton declared a closed session to discuss the request for emergency withdrawal and the DCAC's decision with Mr. Brown and staff members. At 7:50 p.m., President Dalton concluded the closed session and reconvened the meeting into open session. As a result of discussion in closed session, it was moved by Member Campbell, seconded by Member Stanley, to uphold the Deferred Compensation Advisory Committee decision in regard to Mr. Brown's request for an emergency withdrawal from the Deferred Compensation Plan and deny the request. Motion was unanimously approved. There being no further requests to consider agenda items out of order, President Dalton reverted to the order of the agenda. V. ADMINISTRATIVE 1. RECEIVE PRESENTATION OF FINANCIAL INFORMATION SYSTEM FEATURES AND CAPABILITIES Mr. Dolan. GM-CE, explained that as requested by the Board, staff has prepared a presentation identifying the features and capabilities of the software applications of the Financial Management Information System (FMIS) as they apply to the needs of the respective departments. Mr. Paul Morsen, Administration Department Manager, gave the Board an overview of the District system and then referred to Mr. Walter Funasaki, Finance Officer, to describe for the Administration Department the capabilities of the ADDS Mentor computer system. Mr. Funasaki explained that the ADDS Mentor Computer System employs a technique that enables a high level of performance and has the ability to meet increasing District requirements. The system will be used in the Administration Department for utilizing various accounting procedures, payroll, maintaining all of the fixed asset records, produce depreciation calculations. In the Purchasing Division, FMIS will enable staff to produce and monitor orders from their inception through delivery. Inventory control through the system will provide the ability to monitor and track the inventory to optimal levels. (J3 "'\. 1.. (' ð~ 2179 Mr. Jay McCoy, Construction Services Division Manager, stated that his Division will be able to obtain more detailed information on Capital Project Cost Accounting and eliminate manual record keeping, which should result in reduced project costs. Mr. John Larson, Engineering Division Manager, stated that implementation of the FMIS in his Division will provide the capability to tie into the County Assessor's Environmental Quality Charge records, monitor area development through watershed activity, provide information for use in active studies and ability to give quick responses to questions posed by the public. Mr. James Coe, CSO Sr. Engineer, indicated that utilization of the FMIS in the CSO Department would provide great inroads into extracting data for reports, depreciation and equipment analyses, and enable more accurate long range planning. Mr. Chuck Batts, Plant Operations Department Manager, indicated that an extension of the FMIS to cover his Department will be utilized in their preventitive maintenance program and in tracing the progress of work orders. After further discussion, President Dalton thanked staff for its presentation. 2. RECEIVE AND CONSIDER THE ANNUAL REPORT OF THE DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE Mr. Dolan, GM-CE, referred to Mr. Walter Funasaki, Finance Officer, to highlight the report for the Board Members. Mr. Funasaki explained that the scope of the activities of the Deferred Compensation Committee includes the submission of an annual report. He indicated some of the work the Committee had accomplished during the past year (March 1982-March 1983), such as: adoption of an Administrative Procedure Handbook intended to acquaint new employees with the principals of the Deferred Compensation Plan; responding to inquiries from participants, etc. He reviewed the investment performance for the calendar years 1980, 1981 and 1982. Currently, the Committee is studying the Plan to see if any language changes are required in light of changes in IRS regulations. After discussion, it was moved by Member Carlson, seconded by Member Campbell, to receive the Deferred Compensation Plan Advisory Committee Annual report. Motion was unanimously approved. 3. CONSIDER DEFERRED COMPENSATION PLAN EMERGENCY WITHDRAWAL REQUEST This item was considered out of order as first item following "IV. Consent Calendar". VI. PERSONNEL l. 2. AUTHORIZE REGISTRATION DIFFERENTIAL SALARY INCREASE FOR GARTH WILLIAMS AUTHORIZE REGISTRATION DIFFERENTIAL SALARY INCREASE FOR DAVID J. REINDL After explanation by Mr. Dolan, GM-CE, and Board discussion, it was moved by Member Boneysteele, seconded by Member Stanley, that Garth Williams and David J. Reindl receive a one-step salary increase in accordance with the Registration Differential Policy and Procedure. Motion was unanimously approved. (»; T- ....., , " ~:J ~) !!'" .., ~'.- "".. 2180 VI I. EMPLOYEE TRAINING 1. AUTHORIZE REPRESENTATIVES FROM THE PLANT OPERATIONS DEPARTMENT, ONE EACH FROM MAINTENANCE AND OPERATIONS DIVISIONS TO ATTEND A CONFERENCE ON THERMAL CONVERSION OF MUNICIPAL SLUDGE After explanation by Mr. Dolan, GM-CE, it was moved by Member Stanley, seconded by Member Campbell, to authorize attendance of two staff members at a conference on Thermal Conversion of Municipal Sludge in Hartford, Connecticut on March 21-25,1983. Motion was unanimously approved. 1. VII I. REPORTS GENERAL MANAGER-CHIEF ENGINEER Mr. Dolan reported as follows: a. Robert Hinkson, CSO Manager, will be attending a CWPCA Committee Meeting in Denver, Colorado, on March 25, 1983. b. It is projected that Price Waterhouse will have a $2,000 overrun from the amount specified in their contract agreement for study of refuse collection rate setting procedures. This overrun is a result of being requested to attend extra Board Meetings as well as the extra meeting with the franchisees, to clarify recommendations contained in the Price Waterhouse Report. c. Mr. Dolan plans to attend the Government Seminar in Washington D.C. on April 18-20. d. Board Members were requested to bring their Employees Handbook to the next Board Meeting for updating. e. Mr. Dolan indicated that he wished to discuss several matters of litigation management with the Board in closed session. 2. COUNSEL FOR THE DISTRICT a. Mr. Carniato indicated that he had a litigation item for discussion in closed session. 3. SECRETARY None. 4. COMMITTEES a. Member Campbell advised that he had attended an ABAG Hazardous Waste Advisory Committee Meeting. ABAG'has received a small grant to conduct a study on hazardous waste in an effort to develop an appropriate hazardous waste policy. He will keep the Board advised on the progress of the Committee. b. President Dalton reported that the Solid Waste Committee is considering mandatory refuse collection in the unincorporated areas of the County that are not covered by franchise agreements. He also mentioned that the County Garbage to Energy Joint Exercise of Power Agreement is progressing but requires further work by City and District managers. IX. MATTERS FROM THE BOARD NOT ON THE AGENDA 1. Member Carlson requested that staff attempt to have one of the yard, lights relocated at the Cement Plant as it poses a potential driving hazard. (","'111..,,; ,f " . '(, i '.1 I"~ .1. i ,. (:5 ;:$ 2181 2. Chuck Batts, Plant Operations Department Manager, reported that the average flow (wet weather) during the past 30 days was 76.66 mgd. 3. Member Carlson requested that an annotation be placed on an item of the March 17 Expenditure List clarifying the Expenditure. X. CLOSED SESSION At 9:25 p.m., President Dalton declared a closed session to discuss personnel and litigation matters. At 10:14 p.m., President Dalton concluded the closed session and reconvened the meeting into open session. 1. XI. ACTIONS RESULTING FROM DISCUSSIONS IN CLOSED SESSION APPROVAL OF BILLS FOR LITIGATION SERVICES None. As a result of discussion in closed session, it was moved by Member Stanley, seconded by Member Carlson, to authorize a budget of $347,960 for on going litigation expenses. Motion was unanimously approved. XII. ADJOURNMENT At 10:18 p.m., President Dalton adjourned the meeting. ( J-~~~ President of the District Board of the Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secretary of istrict Board of the Centrai Contra Costa Sanitary District, County of Contra Costa, State of California o;:~ 'J ~ ..... " " ':' f} .~,)