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HomeMy WebLinkAboutBOARD MINUTES 04-07-83 2182 MINUTES OF A REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT DATED APRIL 7, 1983 The District Board of the Central Contra Costa Sanitary District convened in a scheduled regular session at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California on April 7,1983 at 7:30 p.m. President Dalton called the meeting to order and requested the Secretary to call roll. I. ROLL CALL PRESENT: Members: ABSENT: Members: Carlson, Boneysteele, Stanley, Campbell and Dalton None 1. 2. II. APPROVAL OF MINUTES MINUTES FOR THE MEETING OF FEBRUARY 17, 1983 MINUTES FOR THE MEETING OF MARCH 3, 1983 It was moved by Member Carlson, seconded by Member Boneysteele, that the minutes of February 17,1983 and March 3, 1983, be approved as presented. Motion was unanimously approved. III. EXPENDITURES 1. EXPENDITURE LIST DATED APRIL 7,1983 Members Boneysteele and Stanley, members of the Budget and Finance Committee, stated that they had reveiwed the expenditures and found them to be satisfactory. After discussion, it was moved by Member Boneysteele, seconded by Member Stanley, that the Expenditure List dated April 7, 1983, which included Running Expense Warrant Nos. 24343-24574; Sewer Construction Fund Warrant Nos. 2650-2681 and 4292-4302; and Payroll Fund Warrant Nos. 1853-1868 and 5650329-5650549; be approved. Motion was unanimously approved. IV. CONSENT CALENDAR It was moved by Member Campbell, seconded by Member Stanley, that the Consent Calendar (excluding Item 5) be approved as recommended, respective resolution be adopted, and recording authorized as applicable. Staff recommends the following: 1. Accept an easement at no cost to the District from W-3, a California Corporation, Job No. 3829, Parcel 2, Walnut Creek area. Resolution No. 83-46. 2. Authorize execution of Quitclaim of Easements, San Ramon area, Jobs 3148 and 3506. Resolution No. 83-47. 3. Authorize execution of Consent to Dedication to Contra Costa County, Happy Valley Rd., Job 911, Parcell. Resolution No. 83-48. 4. Approve and authorize execution of Amendment to State Utilities Agreement 106.75.2 concerning relocation of certain District Facilities adjacent to 1-680 between North Main Street and 0.5 miles north of Oak Park Blvd. Resòlution No. 83-45. Motion was unanimously approved, with the exception of Item 1, from which Member Carlson abstained. Consent Calendar, Item 5, to be considered at a later time. U'.'~ /~. ..""", , ">">, t ~ ! ""',. ö3 2183 O.~J, V. ADMINISTRATION 1. CONSIDER CONSULTANTS SUGGESTIONS BASED ON A REVIEW OF DISTRICT'S REFUSE COLLECTION RATE SETTING PROCEDURES Mr. Dolan advised that in accordance with the Board's directive, staff has met with Price Waterhouse representatives and the refuse collectors to resolve points of issue arising from suggestions contained in the Price Waterhouse report on the District's refuse collection rate- setting procedures. Mr. Funasaki, Finance Officer, summarized the following staff recommended changes concerning suggested rate-setting procedures for immediate and subsequent rate applications: Immediate Rate Application a. Operational information should be included as part of the rate application. Franchise fees should be excluded from allowable operating expenses. b. c. Return on Equity as a method of calculating allowable profit should be provided to the Board in addition to the customary Operating Ratio calculation. Officers' compensation should be reviewed for reasonableness by District staff by referring to industry compensation guides. Subsequent Rate Application d. a. Structured and standardized formats should be used for rate applications. Revenue requirements should be adjusted for projected changes in customer volume if the change in volume is projected to be significant. b. c. Cost savings programs may be proposed by refuse collectors at their option. Related party transactions are to be reviewed by District staff in greater detail on a rotating bi-annual cycle basis. d. At the conclusion of Mr. Funasaki's presentation, President Dalton asked for comments from the refuse collectors present in the audience. Mr. Sanford Skaggs, attorney representing Valley Disposal Service, Inc., stated that the suggested changes presented at the meeting with Price Waterhouse representatives and District staff produced a format that alleviated the concerns of the collectors. He mentioned, however, that the consultant did not address the issue of the 95% operating ratio and renewed his request that Price Waerhouse study this matter in an effort to determine what the appropriate operating ratio should be. Discussion followed wherein Board Members indicated disapproval of the recommendation that franchise fees should be excluded from allowable operating expenses and felt that this recommendation should be eliminated from the procedure. Mr. Funasaki explained that the franchise fee is intended to be excluded from operating expenses to determine the revenue requirement under the Operating Ratio calculation and added to the revenue requirement to compute the revenue increase required. After further discussion, it was moved by Member Boneysteele, seconded by Member Stanley that the recommendations for suggested changes be approved with the excepti on of Item" b" under" Immedi ate Rate Application," which specifies that "franchise fees should be excluded from a 11 owab 1 e operati ng expenses, II but such fees wi 11 be consi dered i n computations to determine revenue increases required. Motion was unanimously approved. {~ it' Q i:;þ Q tt) 2184 Mr. Dolan, General Manager-Chief Engineer, indicated that the total estimated cost of the Price Waterhouse study is approximately $15,000. Staff sugggested that the Board consider in the future placing $5,000 increment on the franchise fee to recover funds expended for the study over a three-year period. After discussion, it was the consensus of the Board that this matter should be presented as an agenda item at a future meeting. 2. AUTHORIZE $13,500 OF SEWER CONSTRUCTION FUNDS FOR INTERIOR FINISHINGS IN THE HEADQUARTERS OFFICE BUILDING After explanation by Mr. Dolan, GM-CE, it was moved by Member Stanley, seconded by Member Carlson to authorize $13,500 in Sewer Construction Funds to complete the interior architectural treatment of the Headquarters Office Building. Motion was unanimously approved. VI. ENGINEERING 1. RECEIVE REPORT ON ENGINEERING AND CONSTRUCTION DEPARTMENT'S 1982-83 ACCOMPLISHMENTS Mr. Robert Baker, Engineering and Construction Department Manager, introduced Messrs. John Larson and Jay McCoy, division managers of the Department, to present an overview of the accomplishments in their respective divisions. The division managers gave details of the achievements of their respective divisions and discussed their goals and objectives for 1983-84. Discussion followed and the Board thanked the Engineering staff for their presentation. 2. APPROVE CLOSE OUT OF UNDEREXPENDED CAPITAL PROJECTS, RETURNING $117,142 TO THE SEWER CONSTRUCTION FUNDS AND AUTHORIZE $38,248 IN SEWER CONSTRUCTION FUNDS FOR CLOSE OUT OF OVEREXPENDED CAPITAL PROJECTS Mr. Dolan, GM-CE, explained that since the Agenda was prepared, more current totals were received from the Accounting Division and a total of $123,471 can be returned to the Sewer Construction Fund. After discussion, it was moved by Member Carlson, seconded by Member Campbell, to close out thirteen underexpended capital projects, return $123,471 to the Sewer Construction Fund, and authorize $38,248 to close out six overexpended capital projects. Motion was unanimously approved. 3. AUTHORIZE $115,000 IN SEWER CONSTRUCTION FUNDS FOR CONTINUED WORK ON STORM DAMAGE PROJECTS Mr. Dolan, GM-CE, advised that as a result of heavy rains, the District has sustained extensive damage to its sewer facilities at numerous locations and the threat of imminent failure in portions of the collection system currently exists at several locations. Messrs. Larson and McCoy, managers of the Engineering and Construction Services divisions offered a slide presentation detailing the extent of some of the damage and subsequent emergency repairs that have been made. After discussion, it was moved by Member Carlson, seconded by Member Stanley, to declare that an emergency does exist in certain portions of the collection system as a result of winter storm damage and that $50,000 in Sewer Construction Funds be authorized for emergency repair work ($30,000 for slide on Moraga Trunk Sewer and $20,000 as an emergency repair allowance for interim correction action as required at various damage areas); and to authorize $65,000 in Sewer Construction Funds for preliminary investigation and design work ($6,500 for preliminary investiations of 20 sites and $58,500 for design of permanent repairs at three sites); being a total authorization of $115,000. Motion was unanimously approved. 04 ('} ~ .<' ( '8" ',;t, ' .' ~,"" 4 2185 AUTHORIZE $154,500 IN SEWER CONSTRUCTION FUNDS FOR ONGOING PROJECTS, THREEWATERSHED'STUDIES AND STAGE 5A PROJECT 4. Mr. Dolan, GM-CE, explained that additional funding is required to enable District staff to continue work on certain watershed studies and the 5A Project. The three watersheds being currently updated are: Larwin Pump Station, City of Martinez, and North Concord/Clyde. Additional funds are also requested for the Stage 5A-Phase I Project which will cover operator training, project coordination and grant admini- stration/audit preparation. After discussion, it was moved by Member Stanley, seconded by Member Carlson, to authorize $154,500 in Sewer Construction funds to conduct three watershed studies ($31,500) and for ongoing work on the Stage 5A-I project ($123,000). Motion was unanimously approved. VII. LEGAL/LITIGATION RECEIVE AND REVIEW CLAIM FOR DAMAGES FOR PERSONAL INJURY AND PROPERTY DAMAGES - MARIA LLAMAS 1. Mr. Dolan, GM-CE, requested that two other claims listed under "IX. Items Late for the Agenda" (Items la. Happy Valley Estate Homeowners and lb. David A. and Ann R. Hicks) be considered by the Board together with the Maria Llamas claim. After discussion, it was moved by Member Boneysteele, seconded by Member Stanley, that the claim of Maria Llamas for Personal Injury and Property Damage be denied and referred to the District insurance carrier; and that the Property Damage claims from Happy Valley Estate Homeowners, and David A. Hicks and Ann R. Hicks also be denied and referred to the District insurance carrier. Mr. Carniato, District Counsel, requested that the motion be amended to include the stipulation that the District will provide the defense for David Stroup~ a District employee on District business in the claim of Maria Llamas. After discussion, it was agreed by Member Boneysteele and Stanley that the original motion be amended to state that District Counsel is authorized to represent David Stroup, a District Employee, as defense counsel in the claim of Maria Llamas. Motion was unanimously approved. VIII. PERSONNEL 1. AUTHORIZE AWARD OF A TECHNICAL SERVICES AGREEMENT FOR A JOB CLASSIFICATION STUDY TO RALPH ANDERSON AND ASSOCIATES FOR A FIXED FEE OF $15,500 After explanation by Mr. Dolan, GM-CE, and Board and staff discussion, it was moved by Member Carlson, seconded by Member Campbell, to authorize the award of a Technical Services Agreement to Ralph Anderson and Associates for a job classification study at a fixed fee of $15,500. Motion was unanimously approved. 2. AUTHORIZE THE HIRING OF PERSONS FOR SEASONAL PROJECTS IN 1983 After explanation by Mr. Dolan, GM-CE, and Board discussion, it was moved by Member Carlson, seconded by Member Campbell, to authorize the hiring of thirty persons to work on seasonal projects in 1983. Motion was unanimously approved. 3. AUTHORIZE A MEDICAL LEAVE OF ABSENCE FOR DON JOAQUIN, MAINTENANCE CREW LEADER, FROM FEBRUARY 15, 1983, THROUGH JULY 20,1983 Mr. Dolan, GM-CE, requested that this item be discussed in closed session at the end of the meeting. Board Members voiced no objection to the request. Oil ()i7 .Î.J +. ,) {:) «) 2186 IX. ITEMS LATE FOR THE AGENDA 1. RECEIVE AND REVIEW CLAIMS FOR DAMAGES HAPPY VALLEY ESTATE HOMEOWNERS a. b. DAVID A. AND ANN R. HICKS These items (la. and lb.) were considered and acted upon together with another claim under "VII. Legal/Litigation", Item 1. X. REPORTS 1. GENERAL MANAGER-CHIEF ENGINEER a. Mr. Dolan welcomed Professor Selleck from the University of California at Berkeley with his group of graduate students who previously toured the wastewater treatment plant. b. Mr. Dolan gave an update on the progress of the Joint Exercise of Powers Agreement for the Garbage to Energy Project. The city managers feel it would be more appropriate to enter into a contract instead of a Joint Exercise of Powers Agreement. It has been suggested that Contra Costa County act as the lead agency in undertaking the necessary studies. He requested the Board's direction as to whether the District should support this concept. After discussin, it was the consensus of the Board that the District should support the contract and participate in the project. c. Mr. Dolan advised that the management staff is planning a two-day Management Planning Session to be administeredby "Performex" on July 15-16, 1983. Its purpose will be to further develop and refine the District's management program. The cost of the seminar will be approximately $3,000. d. Mr. Dolan indicated that the Incinerator System Fuel Gas Modi- fications D.P. No. 3694.2 and the Incinerator System Access Stairs and Platforms D.P. No. 3694.3 for the furnace startup are scheduled for advertising within the next few weeks. e. Mr. Dolan commented that as a result of the new gas tax, Highway Interchanges at the junctions 680-24 (Walnut Creek) and 680-4 will be modified sooner than anticipated. This should provide better accessibility to the District Treatment Plant and Headquarters Office Building. f. Mr. Dolan advised that another session of the Supervisors Education Series is scheduled for the evening of April 25 at the Concord Sheraton. Two Board Members are invited to attend this event if they desire. 2. COUNSEL FOR THE DISTRICT a. Mr. Carniato distributed a report from Culp/Wesner/Culp entitled "Effect of Flow Reduction on CCCSD Operation Costs: An Evaluation." 3. SECRETARY a. Mr. Hopkins advised he would have one item for closed session. 4. COMMITTEES Member Campbell reported on the ABAG Meeting he had attended. Agenda centered on water quality projects which have received State funding. They are: (1) hazardous waste disposal, (2) hydrocarbon discharge into SF Bay, and (3) wet lands treatment for urban runoff. () ..~ (:, ..... :,,;, 4 , ' ..~ :<i: 2187 Also discussed was a report from the Metropolitan Transportation Commission, which includes proposed improvements to portions of the Central County highway system. Member Campbell read ABAG's projected growth figures and requested staff to consider these figures in projecting future need for capacity. XI. MATTERS FROM THE BOARD NOT ON THE AGENDA None XII. CLOSED SESSION At 10:03 p.m., President Dalton declared a closed session to discuss personnel, litigation and potential litigation matters. At 10:59 p.m., President Dalton concluded the closed session and reconvened the meeting in open session. XIII. ACTIONS RESULTING FROM DISCUSSION IN CLOSED SESSION As a result of discussion in closed session, it was moved by Member Carlson, seconded by Member Campbell, that Don Joaquin, Maintenance Crew Leader, be authorized a medical leave of absence from February 15, 1983, through July 20, 1983. Motion was unanimously approved. XIV. ADJOURNMENT At 11:01 p.m., President Dalton adjourned the meeting. ~l Å ~/\)J~~~ President of the District Board of the Central Contra Costa Sanitary District, County of Contra Costa, State of Calif. COUNTERSIGNED: secreta~strict Board of the Central Contra Costa Sanitary District, County of Contra Costa, State of California 04, ,..., ()7 83