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HomeMy WebLinkAboutBOARD MINUTES 08-12-04 20 MINUTES OF THE ADJOURNED REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON AUGUST 12, 2004 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 2:00 p.m. on August 12, 2004. President Lucey called the meeting to order and requested that the Secretary call roll. I 1. ROLL CALL PRESENT: Members: Menesini, Boneysteele, Nejedly, Hockett, Lucey ABSENT: Members: None a. PLEDGE OF ALLEGIANCE Board and staff joined in the Pledge of Allegiance to the Flag. b. INTRODUCTIONS RECOGNIZE JUDY FREIER ON HER PROMOTION TO SECRETARY III . RECOGNIZE KEN HOBBS ON HIS PROMOTION TO PLANT OPERATOR I . . RECOGNIZE NANCY KELLY ON HER PROMOTION TO ASSISTANT ENGINEER I . RECOGNIZE MELODY LABELLA ON HER PROMOTION TO ASSISTANT ENGINEER RECOGNIZE DANA LAWSON ON HER PROMOTION TO ASSISTANT ENGINEER . President Lucey and the Board of Directors recognized and congratulated Secretary III Judy Freier, Plant Operator I Ken Hobbs, Assistant Engineer Nancy Kelly, Assistant Engineer Melody LaBella, and Assistant Engineer Dana Lawson on their recent promotions. 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR Member Menesini requested that Items a. and f., and President Lucey requested that Item g. be pulled from the Consent Calendar for discussion. It was moved by President Lucey and seconded by Member Menesini, that the Consent Calendar, consisting of Items b., c., d., e., h., L, and excluding Items a., f., and g., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. I b. Public sewer improvements and an Offer of Dedication were accepted from Robert C. Adelson and Constance C. Adelson for an easement in the Alamo area, Job 5189, Parcel; staff was authorized to record the easement acceptance with the Contra Costa County Recorder; and Resolution No. 2004-047 was adopted to that effect. 8-12-04 -.---.-------------------.----.....--.--.-. -..-. .--- - -.-.-----------.-.--.------ 21 Motion unanimously approved on the following vote: AYES: Members: Lucey, Menesini, Boneysteele, Nejedly, Hockett NOES: Members: None ABSENT: Members: None I Public sewer improvements and an Offer of Dedication were accepted from Moraga 76.15, a California Limited Partnership, for an easement in the Town of Moraga, Job 5390, Parcel 1; staff was authorized to record the easement acceptance with the Contra Costa County Recorder; and Resolution No. 2004- 048 was adopted to that effect. c. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: d. Lucey, Menesini, Boneysteele, Nejedly, Hockett None None Public sewer improvements and an Offer of Dedication were accepted from James O. Collins and Lynne Collins for an easement in the Town of Moraga, Job 5390, Parcel 2; staff was authorized to record the easement acceptance with the Contra Costa County Recorder; and Resolution No. 2004-049 was adopted to that effect. Motion unanimously approved on the following vote: I AYES: Members: NOES: Members: ABSENT: Members: Lucey, Menesini, Boneysteele, Nejedly, Hockett None None Public sewer improvements and an Offer of Dedication were accepted from Joseph R. Rosenbaum and Kirstin K. Rosenbaum, for an easement in the Town of Moraga, Job 5390, Parcel 3; staff was authorized to record the easement acceptance with the Contra Costa County Recorder; and Resolution No. 2004- 050 was adopted to that effect. e. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: h. I Lucey, Menesini, Boneysteele, Nejedly, Hockett None None Resolution No. 2004-051 was adopted, confirming publication of District Ordinance No. 231, an ordinance amending District Code Section 6.20.300, Schedule of Reimbursement Fees to Establish Reimbursement Fees applicable to Properties that are Tributary to Project 5503 (Crestview Court, Orinda) Special Sewer Facilities. Motion unanimously approved on the following vote: 8-12-04 22 AYES: Members: NOES: Members: ABSENT: Members: Lucey, Menesini, Boneysteele, Nejedly, Hockett None None i. Resolution No. 2004-052 was adopted, confirming publication of District Ordinance No. 232, an ordinance establishing the Sewer Service Charges for Fiscal Years 2004-2005,2005-2006, and 2006-2007. I Motion unanimously approved on the following vote: AYES: Members: Lucey, Menesini, Boneysteele, Nejedly, Hockett NOES: Members: None ABSENT: Members: None Following discussion of acceptance of public sewer improvements, the calculations used in determining the District's appropriations limit, and the Employee Computer Hardware Purchase Assistance Program, it was moved by President Lucey and seconded by Member Menesini, that Items a., f., and g., be approved as recomrTJended, resolutions adopted as appropriate, and recordings duly authorized. a. Public sewer improvements and an Offer of Dedication were accepted from Edwin R. Parks and Doris A. Parks for easements in the Walnut Creek area, Job 5183, Parcel 3; staff was authorized to record the easement acceptance with the Contra Costa County Recorder; and Resolution No. 2004-046 was adopted to that effect. Motion unanimously approved on the following vote: I AYES: Members: Lucey, Menesini, Boneysteele, Nejedly, Hockett NOES: Members: None ABSENT: Members: None f. A public notice was authorized, advertising that documentation used in the determination of the appropriations limit shall be available fifteen days prior to the Board Meeting to be held on September 2, 2004, at which the appropriations limit for the Sewer Construction Fund (tax revenue plus interest) for the fiscal year of 2004-2005 will be established. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Lucey, Menesini, Boneysteele, Nejedly, Hockett None None I g. Continuance of the Employee Computer Hardware Purchase Assistance Program was approved for one year, effective August 12, 2004 Motion unanimously approved on the following vote: 8-12-04 I I I 23 AYES: Members: Lucey, Menesini, Boneysteele, Nejedly, Hockett NOES: Members: None ABSENT: Members: None President Lucey stated that the Employee Computer Hardware Purchase Assistance Program is a good program, but it is clear it is not being used much. President Lucey asked that staff consider reducing the balance next year. If there is an overwhelming demand for the Program, it could be increased again in the future. 4. MATTERS OF PUBLIC INTEREST a. PIGEON CONTROL Mr. Charles W. Batts, General Manager, stated that recently two area newspapers reported an allegation of animal abuse made by a District employee regarding the District pigeon control program. Board Members received a package of information on this that includes a summary report of the investigation into this allegation conducted by staff, a copy of the District news release, and information on approved pigeon control techniques. The extreme number of pigeons nesting at the treatment plant site poses a difficult housekeeping and health problem for the District. The District has used netting, roost and perch barriers, egg collecting, and hosing nesting sites in an attempt to control the number of pigeons on the site. These methods are only marginally effective. Using trap cages and euthanasia, a recommended Integrated Pest Management (IPM) practice, has been recently instituted. The investigation and interview of eighteen District personnel conducted under conditions of amnesty yielded no evidence of any animal abuse. One employee reported one instance of abuse that he witnessed from a distance. In separate interviews the five personnel involved did not confirm his observation. Mr. Batts stated that it is important to know that the method alleged in the news articles was never condoned or authorized by management or supervisors, and staff has been unable to find any evidence that abuse actually occurred. In fact, the supervisor and employees involved in this program have made extra efforts to develop a humane and effective pigeon control program. This investigation has made it very clear to everyone that abuse of animals will never be tolerated or condoned at the District. Finally, Mr. Batts stated that the District has recently been made aware of and is considering using an outside contract for the program. Again, the criteria for such a program are effective and humane pigeon control. This subject has aroused the interest of the public. A letter from Ms. Virginia Handley, California Coordinator of The Fund f9r Animals Inc. was received and distributed to the Board, and there may be members of the public here today who would like to make their views known. In response to questions from Member Boneysteele concerning the use of a paddle with a spike, Mr. Batts stated that as the Board knows, there are channels on the plant site, some of the channels are empty and some have water in them. It was estimated that over 100 pigeons were in onè of the channels. A flat wooden paddle was used to make noise to get the pigeons out of the channel so it could be cleaned. Mr. Douglas J. Craig, Plant Operations Division Manager, stated that after the cleaning was done, as a joke a nail was put in a paddle that stayed under an employee's desk. There is no disagreement that there is such a paddle, but it was a bad joke and it fed the rumor mill. Ms. Rose Lemberg addressed the Board on behalf of Ms. Virginia Handley and The Fund for Animals. Ms. Lernberg stated that she was very disturbed to read the articles in the paper and wanted to be sure that there has been a thorough investigation. If this was done in the way described, it would be a cruel thing to do. Ms. Lernberg stated that animal specialists recommend hiring a competent pest control manager. A number of experts in the field do feel it is best to use methods to turn pigeons away because if you kill a pigeon another will replace it. Ms. Lernberg stated that aversion techniques may be more effective in dealing with the problem. 8-12-04 24 President Lucey thanked Ms. Lernberg for her comments. Mr. Eric Mills addressed the Board representing Action for Animals. Mr. Mills stated that Action for Animals has 80,000 members nationwide, and Action for Animals is concerned about the articles in the paper. Mr. Mills thanked the Board of Directors for putting this item on the agenda and Mr. Batts for taking the matter so seriously. Mr. Mills stated that he hopes the allegation is not true. As Ms. Lernberg stated, aversion therapy should be used rather than killing. Mr. Mills urged the District to use competent pest control practices and do this as humanely and competently as possible. President Lucey again thanked Ms. Lernberg and Mr. Mills for taking the time to attend this meeting and for their comments. President Lucey stated that hopes and believes that the allegations are not true. This was an immature joke. The method described in the allegation is not acceptable and would not be condoned. Member Nejedly thanked Ms. Lernberg and Mr. Mills for their comments. Member Nejedly stated that he does some hunting and fishing but would do nothing cruel to animals. Member Nejedly stated that he does not agree with some of the IPM procedures identified as acceptable, but pigeons are pests at the treatment plant and the District must deal with them. Member Nejedly stated that he is sorry that Ms. Lernberg and Mr. Mills had to come here today. The District did a thorough investigation. This allegation is a black eye for the District and should never have happened. ~ Member Menesini thanked Ms. Lernberg and Mr. Mills for their concern and helpful suggestions. Mr. Batts thanked Plant Operations Division Manager Doug Craig for his exhaustive investigation, and he thanked District employees because on occasion employees have come to the District and shared information on how to better do some things and changes have been made. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None 6. REPORTS a. GENERAL MANAGER 1) Mr. Batts, General Manager, stated that the State now has a budget, $105 billion. This budget retained $2 billion in social programs in order to get the Democratic votes needed to approve the budget. Everyone seems to agree that the structural changes needed to balance the budget long term are not in place. The budget deficit is expected to be $10 billion within a few years. There seems to be two approaches for solving the long-term issues. The approach favored by Governor Schwarzenegger is a complete overhaul of the State government organization, including eliminating 12,000 State jobs through attrition, combining 11 agencies and 79 departments into 11 departments, eliminating boards, and higher Medi- Cal contributions. Senator Tom Torlakson is a major player in the budget deal. Senator Torlakson's recent Budget Alert points to the other perspective. While efficiencies and reform can save money, Californians want and support strong social programs. Any long-term solution to the budget's structural problems will require increasing revenues. Senator Torlakson favors increasing various taxes, including the State income tax, sales tax, gas tax, and reassessing commercial properties. Mr. Batts stated that with regard to local government, a slightly modified package for revenue protection was included as part of the State budget. 8-12-04 I I I I I I 25 The proposed Education Relief Augmentation Fund (ERAF) shift for two years will go forward. A two-thirds legislative vote will be needed for reallocation, and the State cannot borrow property tax more than twice in ten years and first must repay old loans. For special districts, particularly enterprise districts like ourselves, the outcome is less clear. Special districts will give up $350 million for the next two years, 40 percent of our property tax revenue not to exceed 10 percent of our total revenue. Ifthe $350 million in revenues are not met by special districts, then enterprise districts will make up the shortfall, not to exceed 10 percent of total revenues. Long term there is still the fear that the property tax revenue of enterprise special districts will be used to backfill revenue other than property tax lost by cities and counties. 2) Mr. Batts, General Manager, stated that as the Board is aware, Security Owners Corporation is proposing to build a 23-home development in the Alhambra Valley. The developer has prepared an Environmental Impact Report (EIR) for the proposed subdivision that is expected to be certified by the County in September or October. Staff expects the developer to request the District provide public sewer service by means of a temporary pumping station to the proposed development. In anticipation of this request, staff has prepared a memo for the Board describing the policy issues, alternatives, technical and financial considerations, along with recommendations for providing public sewer service to this development and the Alhambra Valley. Mr. Batts introduced Mr. Curtis W. Swanson, Environmental Services Division Manager, to provide a summary of the information and recommendations for extending sewer service to the Alhambra Valley. Mr. Curtis W. Swanson, Environmental Services Division Manager, stated that the Alhambra Valley is the area south and west of Martinez. As Mr. Batts indicated, a developer, Security Owners Corporation, is seeking County approval of an EIR for a 23-home subdivision. Mr. Swanson introduced Messrs. Jim and Scott Busby, of Security Owners Corporation, and former District employee Jay McCoy, who were present in the audience. Once the County approves the EIR, the developer's schedule calls for site work to begin in 2005 and home building in 2006. With the anticipated approval of the proposed development by Contra Costa County, the Board will be faced with a series of policy decisions as outlined here and in the memorandum provided to the Board. . Should public sewer service be eXtended to the proposed development and Alhambra Valley? . Should public sewer service be a gravity sewer extension or temporary pumping station? . If the temporary pumping station alternative is selected: 0 Who should own and operate the station? 0 What should be the capacity of a pumping station? 0 Who should pay for operations and maintenance costs? . If the gravity sewer alternative is selected: 0 Which route should be selected? 0 How should construction be financed? 8-12-Q4 26 Using a map from the Alhambra Valley Facilities Plan completed in October 2003, Mr. Swanson described possible alignment, construction phases, and the location of current District boundary and Sphere of Influence lines. Mr. Swanson stated that the portion of the Alhambra Valley being discussed is in the District's Sphere of Influence, but not currently annexed to the District. Mr. Swanson stated that the gravity sewer is the ultimate long-term solution with the greatest environmental benefit and fullest service to Alhambra Valley. A gravity sewer would require less maintenance and be more reliable than a pumping station; however, the initial cost would be higher, in the range of $2 million. A pumping station is a temporary solution. A pumping station would require the use of mechanical equipment and chemicals, but would have a lower initial cost in the range of $750,000. Mr. Swanson reviewed financial alternatives for construction of a trunk sewer. The traditional financing alternative used by the District is that the developer pays the entire cost and is reimbursed as other homeowners connect. A second trunk sewer financial alternative is a Local Improvement District (LID) in which all owners pay if the majority is in favor of the project, or the proponents pay all and the opponents do not pay, or the District pays for the opponents' share. A third trunk sewer financial alternative is a watershed approach in which the District pays for the trunk sewer with a developer contribution and is reimbursed as homeowners connect, similar to the District's Contractual Assessment District (CAD) Program. In conclusion, Mr. Swanson stated the gravity sewer service is beneficial and feasible for Alhambra Valley. The developer is willing to pay for a significant portion of the trunk sewer, but cannot pay for the entire cost. The District cannot commit to construction until the California Environmental Quality Act (CEQA) process is complete. The District must begin preliminary design to take advantage of the developer contribution. Mr. Swanson presented the staff recommendation that the District begin preliminary engineering of the trunk sewer. If the County approves the development EIR, it is recommended that the District take the lead in constructing the trunk sewer, that the developer pay for a portion of the trunk sewer with the District paying the remainder, and that the property owners reimburse the District upon connection to the sewer. Mr. Swanson stated that this is not the typical approach used by the District, but it is an appropriate approach for this area. It provides a long-term, efficient sewer solution for the Alhambra Valley. At the September 2, 2004 Board Meeting, the Board will be asked to consider including preliminary design of the trunk sewer in the Capital Improvement Budget; and following County approval of the EIR, the Board will be asked to consider formal approval of the trunk sewer project and allocation of additional funds to complete design and construction. Member Nejedly stated that once the proposed development comes to the District for formal consideration, it is either approved or not approved. If it is approved, it is the District's role to provide sewer service. There are older homes in this area with failing septic tanks. The County prefers not to have septic tanks. Member Nejedly stated that he would like to hear from anyone who might be opposed to extending the sewer if there are residents opposed. It would benefit the homeowners and the District, if the developer is willing to contribute to the cost of extending the sewer rather than putting in a pumping station when eventually a gravity line will go down that street since at some point in the future the County will not allow any more septic tanks. Mr. Batts stated that the District could send Alhambra Valley residents a preliminary letter so they know what is being proposed. 8-12-04 I I I 27 I Member Nejedly stated that the developer is willing to do the right thing and contribute to extension of the gravity sewer and avoid a pumping station. In some locations it is necessary to have pumping stations, but that is not the case in this area. Having a pumping station increases the chances of having a problem. Having the developer contribute to the permanent solution decreases the cost for everyone else. Member Nejedly agreed that the District should send a letter to Alhambra Valley residents advising them that the District will consider doing preliminary design to serve this area. Mr. Swanson stated that some of the criticism is that a gravity sewer extension would be a growth-inducing factor. If the District moved forward with preliminary design, the sewer would be sized for the growth planned for the area. Secondly, homeowners would not have to pay for the sewer extension unless they connect if their existing system is in good shape. Member Menesini stated that he has walked this creek. It is beautiful but in some areas if you culture it there is gross contamination from spillage into the creek. There will be a sewer in this area at some point in the future. Extension of the sewer could be a good thing for the area. Member Menesini agreed that putting in a pumping station could increase the possibility of spills and environmental degradation. Member Menesini agreed that the District continue with the work we are doing and support as much as possible this project because it is part of the District's mission to create a healthful environment. I Member Boneysteele stated that nowadays rather than inducing growth, the issue seems to be finding a place for people to live. Member Boneysteele stated that he does not think putting a sewer in would be inducing growth that would not take place otherwise. Member Boneysteele stated that the District should consider making a comprehensive plan and determining if there is support for it. Member Hockett stated that this is the business the District is in, and it is the right thing to do. President Lucey stated that some of the areas, such as along Gordon Way, will be costly for those residents to connect so the District may never recover a portion of the costs. Another issue is that simply because the District has the power to do it does not mean that we should do it. President Lucey asked that a letter be sent to Alhambra Valley residents saying frankly that at a particular meeting the District will be considering sewering Alhambra Valley and let them come in and address the Board if they wish. Then the Board can vote on the issue. Member Menesini stated that the Alhambra Watershed Study group is an organization that has been around for a number of years. Residents have been invited to come forward and address that group concerning wastewater treatment issues in Alhambra Valley and they have. Not very many people spoke, but they were vocal. I Mr. Kenton L. Aim, Counsel for the District, stated that creates a bit of a complication. Mr. Aim stated that he understands the concept and agrees with the Board, but the District must do California Environmental Quality Act (CEQA) compliance before committing to funding a project. Since the subdivision has not completed the CEQA process, a letter to Alhambra Valley residents must be worded to indicate that the action the District is contemplating taking would not be approving the project. That would be considered in the future. 8-12-04 28 President Lucey stated that he understands, but that he wants the public to be honestly notified. Ms. Ann E. Farrell, Director of Engineering, stated that this is a timing issue. The CEQA process will bring the public out. What staff is recommending is that some preliminary engineering be done so the District will in a position to proceed once the CEQA process is complete and we know if there is a bona fide project. In response to questions from Member Nejedly, Mr. Scott Busby, of Security Owners Corporation, stated that the final EIR is being completed and is scheduled for the first Planning Commission meeting in mid- September. Both sewering alternatives are covered in the draft EIR. Mr. Busby thanked the Board for their time and thanked staff for the excellent work they have done over the past two years. Mr. Busby stated that the Alhambra Valley needs sewers. There are 200 homes in the colored area on the map that are on septic tanks, some of them failing. Those who want to remodel or add additions to their homes cannot because of environmental health issues. People are well aware of what is occurring in Alhambra Valley. Mr. Busby stated that he would like the District to proceed with at least some basic engineering so the District has done its homework once the CEQA process is completed. President Lucey thanked Mr. Swanson for his report, stating that it was helpful. 3) Mr. Batts, General Manager, stated that recently the Board approved an engineering services agreement with Malcolm Pirnie to update the Solids Handling Facilities Plan for the treatment plant. At that time the Board expressed interest in understanding why the plan is needed and in meeting the selected consultant, Malcolm Pirnie. Mr. Batts introduced Ms. Ann E. Farrell, Director of Engineering, who reviewed the need for the Solids Handling Facilities Plan update. Using a graph, Ms. Farrell highlighted the current average annual solids production and projected solids production compared to optimum furnace throughput of 52 tons per day, the furnace throughput National Pollutant Discharge Elimination System (NPDES) permit limit of 55 tons per day, and actual projected solids production. Ms. Farrell stated that in high output situations with one furnace operating, the District would be in danger of exceeding permit limits in the next year or two. The District could operate two furnaces, but would prefer not to because it is very expensive to run two furnaces at half capacity. Better information should be available in the October/November timeframe. Mr. Don Wuerdeman, Vice President of Malcolm Pirnie, distributed information and provided an overview of his company and its capabilities. Mr. Wuerdeman stated that Malcolm Pirnie was founded more than 100 years ago in New York. Mr. Pirnie was one of the pioneers of water filtration systems and water quality criteria. The firm became one of the preeminent water and wastewater environmental firms in the east. The firm has grown over time to 1,500 people in 45 offices nationwide, and is one of the largest environmental engineering firms in the United States. Malcolm Pirnie has a unique organizational structure that encourages collaboration and networking to assure approved matching of client needs to staff expertise. From its work in the east, Malcolm Pirnie has gained a great deal of incineration expertise. Mr. Wuerdeman stated that Malcolm Pirnie is proud of its heritage and its many award-winning projects and staff members. Mr. Wuerdeman stated that Malcolm Pirnie is happy to have been selected to work on this project and is looking forward to it. 8-12-04 I I I I I I 29 Discussion followed with regard to the cost effectiveness of building another furnace, the feasibility of doing so given California regulations, and alternative uses for biosolids. President Lucey thanked Mr. Wuerdeman for attending this meeting and providing background information on the Malcolm Pirnie firm. 4) Mr. Batts, General Manager, stated that on April 15, 2004, the Board of Directors authorized award of a construction contract to Ranger Pipelines for the Pleasant Hill Relief Interceptor Phase 4 and Happy Valley Road Sewer Renovation Projects. The Happy Valley portion of the project has proven to be very challenging with numerous utility conflicts, several damaged utilities, and significant traffic control. Mr. Batts introduced Mr. Tad Pilecki, Principal Engineer, who stated that five projects were bid together: 1) the Pleasant Hill Relief Interceptor Phase 5; 2) the Happy Valley Road Sewer Renovation; 3) the reclaimed water line; 4) the irrigation water line for Diablo Vista Water District; and 5) reconstruction of Patterson Boulevard for the City of Pleasant Hill. As Mr. Batts indicated, the Happy Valley Road portion presented many challenges. Mr. Pilecki showed photographs and described those challenges, including hard ground that made pipe bursting ineffective, asbestos cement water pipes that were difficult to locate and very brittle, narrow streets with significant traffic and congestion, congested utilities and East Bay Municipal Utility District aqueducts, asbestos cement sewer pipe that required special handling, and night work. Mr. Pilecki stated that there is still a water line conflict that must be resolved, but staff and the contractor are working through these problems. With regard to the Pleasant Hill Relief Interceptor Phase 5 portion of the work, Mr. Pilecki stated that it is going quite well and work was completed before school starts in a couple weeks. Mr. Pilecki reported that the 36- inch sewer installation in the 15-foot deep trench in Patterson Boulevard is also going well. Mr. Pilecki reviewed the project budget status, stating that the original contract amount was $4,110,061 plus the $106,000 utility conflict change order approved by the Board on July 15 less value engineering credit of $146,000 results in a new contract amount of $4,070,061. The City of Pleasant Hill will reimburse the District $600,000 for the reconstruction of Patterson Boulevard. To date the contractor has been paid $475,000. Mr. Pilecki noted that even with the challenges that have been encountered, the District saved $400,000 on this project over the bid received last year on the Happy Valley Road work. The Board of Directors complimented Mr. Pilecki and the District staff working on this project on the excellent job they are doing in dealing with the difficult challenges presented. BREAK At 3:47 p.m., President Lucey declared a recess, reconvening at the hour of 4:05 p.m. with all parties present as previously designated. 5) Mr. Batts, General Manager, announced that the District will be advertising a Request for Proposals (RFP) for the Plant Control Improvements Project. This project will replace the existing plant control system, the obsolete ModComp system, with a modern computer control system. The scope of work covers software, hardware, and system integration, including configuration, testing and startup. The due date for proposals is currently November 8, 2004; the contract will be awarded in July 2005; the 8-12-04 30 8) 9) 10) 11) project is planned to start in August 2005; and it will take approximately 600 days to the complete. Bidders will be asked to estimate construction costs as part of their proposals. 6) Mr. Batts, General Manager, stated that the Collection System Operations (CSO) Division has long had written guidelines for emergency response to sewer overflows. As part of the settlement agreement with the City of San Ramon, staff, with the help of a consultant, prepared a similar plan for emergency response for the San Ramon Pumping Station. The Board and staff have recognized the need for a site-specific plan for each major pumping station. The scope of work is in draft form and consultants will be contacted to work with staff in this effort. I 7) Mr. Batts, General Manager, announced that Environmental Advocates was scheduled to come in to the District on July 27,2004 to copy documents they had requested under the Public Records Act. On July 23, the District received written notification that Environmental Advocates wished to withdraw their request for documents. They stated that they had obtained the documents elsewhere. Mr. Batts stated that in a sanitary sewer overflow lawsuit case against the City of Los Angeles, a $2 billion settlement was reached, resulting in the City committing to do more sewer system maintenance and capitál . replacement. The City will expand its sewer system capital plan, and pay penalty claims of $1.6 million split between the Environmental Protection Agency and the State Regional Water Quality Control Board. The settlement includes $2 million of legal fees. Mr. Batts, General Manager, announced that the operations and maintenance information exchange group of the San Francisco Bay Section of the California Water Environment Association (CWEA) will be touring the District treatment plant on August 25, 2004. Approximately 50 people are expected. District staff will demonstrate several maintenance practices, the laser alignment of pumps, the District's Electronic O&M Manual and Information System, and the use of other maintenance equipment. Shift Supervisor Bruce Dobey is Chair of the Committee and will organize and host the tour. I Mr. Batts, General Manager, announced that a number of staff are scheduled to attend the California Water Environment Association (CWEA) Northern Regional Training Conference in Sparks, Nevada in September. This is a three-day conference that emphasizes practical skills and technical training. In all, sixteen employees are scheduled to attend, including ten from Plant Operations, four from Collection System Operations, and two from Engineering. The District will also be sending one Engineering op-op who co-authored a paper that will be presented. Funds were budgeted in the Conference and Training Budget. President Lucey stated that he continues to object to the District sending people to Nevada. The District is a California funded agency, and California hotels pay much higher workers' compensation and taxes. I Mr. Batts, General Manager, announced that a bench decision from a mutually selected arbitrator was made, upholding the District's decision in the David Rolley disciplinary appeal. Mr. Batts, General Manager, stated that in 1999 the District completed a lighting retrofit project that replaced old lamps with new energy-efficient lamps as part of the PG&E "Power Savings Partners" energy conservation program. The check recently received by the District represents the final incentive payment for energy saved over the last five years. To date, the 8-12-04 I I I 12) 31 District has received over $88,000 in incentives for the project, and will continue to save power costs in the future as a result of the project. Mr. Batts, General Manager, announced that several local newspapers reported today that the cleanup project of Basin A South was recently completed. Staff believes that the report came from the California Department of Toxic Substances Control. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT 1) 2) d. Ms. Joyce E. Murphy, Secretary of the District, introduced Ms. Angela Taliani, Administrative Support Supervisor, who reviewed the proposed change to the format of the Training/Conference Summary presented to the Board of Directors on a quarterly basis. The new summary will be prepared using the Training Database software, and will be sorted by name of training, start date, and employee name rather than the format previously used that sorted by start date and employee name. The information contained in the summary will be the same, but the format will change. Ms. Taliani stated that the Training Database Committee worked diligently on this over the last year and hopes that the proposal meets the Board's needs. The Board accepted the proposed change to the Training/Conference Summary format. Ms. Murphy, Secretary of the District, announced that only the incumbents, Members Hockett, Menesini and Nejedly, filed for election to the-District Board of Directors. Consequently, no election for the District Board will be held; instead the Board of Supervisors will appoint the incumbents. BOARD MEMBERS 1) 2) 3) 4) Member Boneysteele, Chair of the Budget and Finance Committee, reported that he and Member Menesini reviewed the expenditures and took no exception. It was moved by Member Boneysteele and seconded by Member Menesini, that the Expenditure List dated August 12, 2004, including Self Insurance Check Nos. 102127-102133, Running Expense Check Nos. 151148-151430, and Sewer Construction Check Nos. 26868-26913, be approved as recommended. There being no objection, the motion was unanimously approved. Member Menesini reported on the July 19, 2004 Contra Costa County Special Districts Association meeting at which topics of discussion included the Ortiz Bill on Special Districts, changes in the Local Agency Formation Commission (LAFCO) with the new Executive Director, and the California Special Districts Association Governance Academy. Member Hockett reported on the July 29,2004 Sanitation and Water Agencies of Contra Costa County meeting. Discussion focused on the Discovery Bay Biosolids Handling Facility that uses a mole robot to turn biosolids inside a greenhouse-type building approximately the size of a football field. Members Hockett and Menesini reported on the August 4-7,2004 California Association of Sanitation Agencies (CASA) conference. 8-12-04 32 Highlights included a panel discussion on communications and outreach to our communities, and a study on nitrate intrusion and the improvement that resulted from taking septic tanks out. 5) President Lucey distributed and reviewed notes from the August 10, 2004 Real Estate Committee Meeting where topics of discussion included updates on the status of various properties and tenants, and the fill plan and schedule for filling the District's Kiewit property. 6) Member Menesini announced that Dr. Mike Connor, Executive Director of the San Francisco Estuary Institute, will speak on the State of the Bay at the August 16, 2004 Environmental Alliance Discussions Series. All those interested are invited to attend. I 7. CORRESPONDENCE a. RECEIVE LETTER DATED JULY 23.2004 FROM PAUL C. TIEDEMAN. LAFAYETTE. THANKING AND COMMENDING MAINTENANCE CREW LEADER PAUL CROUCH AND HIS CREW FOR THEIR EFFORTS IN HANDLING THE SEWAGE BACK UP ON HIS PROPERTY Receipt of the letter dated July 23, 2004 from Paul C. Tiedeman, thanking and commending Maintenance Crew Leader Paul Crouch and the crew for their efforts in handling the sewage backup on his property, was noted. The Board of Directors commended Mr. Crouch and the Collection System Operations (CSO) Division crew. b. RECEIVE LETTER DATED JULY 29. 2004 FROM MILLIE GREENBERG. DISTRICT III SUPERVISOR. THANKING THE DISTRICT FOR ITS THOUGHTFUL AND ENCOURAGING RESPONSE TO HER AND SAN RAMON MAYOR ABRAM WILSON'S LETTER REGARDING THE LARWIN SAN RAMON) PUMPING STATION OVERFLOW ON MAY 22.2004 AND ASKING ADDITIONAL QUESTIONS I Receipt of the letter dated July 29, 2004 from Millie Greenberg, District III Supervisor, thanking the District for its thoughtful and encouraging response to her and San Ramon Mayor Abram Wilson's letter regarding the Larwin (San Ramon) Pumping Station overflow on May 22,2004 and asking additional questions, was noted. President Lucey stated that he and District staff have drafted a response, and he would propose to mail it tomorrow pending any input from the Board. 8. APPROVAL OF MINUTES a. MINUTES OF JULY 1. 2004 MINUTES OF JULY 15. 2004 b. It was moved by Member Hockett and seconded by Member Menesini, that the minutes of July 1, 2004 and the minutes of July 15, 2004, be approved as presented. There being no objection, the motion was unanimously approved. 9. BUDGET AND FINANCE I a. RECEIVE JUNE 2004 FINANCIAL STATEMENTS Ms. Deborah Ratcliff, Controller, stated that the Board received the preliminary pre-audit June 2004 Financial Statements. At the next Board Meeting, the Board will receive the adjusted financials. 8-12-04 I I I 33 Ms. Ratcliff reviewed the preliminary results of operations and maintenance (O&M) for the June 2004, noting that expenditures were $55,000 greater than budget, representing a 1.1 percent unfavorable variance. Year-to-date O&M expenditures were $2.44 million less than budget, representing a 4.6 percent favorable variance. Year-to- date O&M revenues of $44,328,000 were $1.3 million greater than budget, representing a 3.1 percent favorable variance. Ms. Ratcliff reported that year-to-date Sewer Construction Fund revenues were $28 million and expenditures were $20 million, for an increase in Capital reserves of $8 million. Ms. Ratcliff reported that the District's temporary investments were held in commercial paper, bankers' acceptances, and the District's Local Agency Investment Fund (LAIF) account. The average yield of the District's LAIF account through June 2004 was 1.47 percent. President Lucey declared that the preliminary June 2004 Financial Statements were duly received. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 11. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None 12. ADJOURNMENT There being no further business to come before the Board, President Lucey adjourned the meeting at the hour of 4:48 p.m. .RO"'PS:~t fth B--A~~ resl en 0 e oar 0 Irec ors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: 8-12-04