HomeMy WebLinkAboutBOARD MINUTES 11-03-05
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MINUTES OF THE REGULAR ~OARD MEETING
OF THE DISTRICT BOARD OF THE
CENTRAL CONTRA COSTA SANITARY D1STRICT
HELD ON NOVEMBER 3, 2005
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, County of Contra
Costa, State of California, at 2:00 p.m. on Thursday, November 3,2005.
President Hockett called the meeting to order and requested that the Secretary call roll.
1. ROLL CALL
PRESENT: Members: Boneysteele, Lucey, Menesini, Nejedly, Hockett
ABSENT: Members: None
a. PLEDGE OF ALLEGIANCE TO TH~ FLAG
Board and staff joined in the Pledge of Allegiance to the Flag.
2. PUBLIC COMMENTS
There were no public comments.
3. AWARDS AND COMMENDATIONS
.
a.
RECEIVE U.S. ENVIRON~M~NTA.I.. PROTECTION AGENCY PR~TR~AT~E~T
PROGRAM EX9ELLENCE AWARD FOR 2005 - PRESFNTERS: ALEXI$
~TRAUS~: U.S. EPA AND ~Rl)CE WOLFE. RE~IONA~ WATER QlJALlTY
c;9~TR9LBOA~p
General Manager Charles Batts announced that the District has received the National U.S.
Environmental Protection Agency Pretreatment Program Excellence Award for 2005.
Following reports from Source Control Superintendent Tim Potter, Alexis Strauss, U.S.
Environmental Protection Agency, and Bruce Wolfe, Regional Water Quality Control Board,
commending the District on its exemplary record, President Hockett accepted the award on
behalf of the District.
4. CONSENT CALENDAR
It was moved by Member Lucey and seconded by Member Menesini to approve the
Consent Calendar, consisting of Items a. through d., as recommended, to adopt resolutions,
and to authorize recordings. Motion passed by unanimous vote of the Board.
a. Accept contract work for the 2005 CIPP Project, District Project 5706, and authorize
the filing of the Notice of Completion
b.
Accept contract work for the CSO Underground Storage Tank Removal Project,
District Project 8212, and authorize the filing of the Notice of Completion
Adopt Resolution No. 2005-126 approving Real Property Agreement with Edwin and
Mary Kung, District Project 1565, Lafayette, authorize execution and recording of the
agreement
c.
d. Authorize extension of medical leave of absence without pay for Mark Lafferty,
Maintenance Technician III, through January 5,2006
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5. CALL. FOR REQUE~T~ TQ CONSIDER ITEMS OUT OF ORl?~R
None.
6. ITEMS HELD OVER FROM PREVIOUS BOARD MEETINGS
T , ~ .. " .. . T
a.
ADOPT ~ALARY MODIFICATION~ FOR SPECIFIED PO~ITION$ AS
RE90MMENDED IN MANAqE'~ENT SUPPORT/CONFIDENTI~~ GROl}P (MS/C~
~A~RY $URVEY AND A~~NDEp J9B CLASSI.FlqATION DE~CRIPTI9.N.9
(CQNT'NUEP Ff?qM OCTQB~R ~. 2005)
General Manager Charles Batts stated that staff recommends this item be contin~ed to
November 10, 2005 Board workshop, and that there is a Closed Session on this issue at the
end of the agenda.
It was moved by Member Nejedly and seconded by Member Menesini to continue the
matter to Thursday, November 10, 2005. Motion passed by unanimous vote of the Board.
7. REPORTS
a. GENERA~ MANAGER REPORT$
1)
General Manager Charles Batts reported on issues covered at the 78th Annual
Water Environment Federation Technical Conference in Washington DC. The
main points that made an impression were the growing concern over clean
water worldwide, and the cost to develop and maintain those systems. He
provided a brochure entitled 'Water is Life, and infrastructure makes it
happen," which is the title of the campaign to educate leaders on this issue.
The second issue was the extent of the damage caused by the recent
hurricanes in the Southeast, specifically to water and wastewater systems.
The last issue was the volume of proposed or new regulations that will affect
the wastewater industry. He affirmed that the District has been proactive on
addressing these regulations ahead of time. He stated that the Board will be
kept apprised of the work and studies that will be conducted with other
agencies to meet these new regulations.
Member Lucey thanked Alexis Strauss of the U.S. Environmental Protection
Agency, and Bruce Wolfe, Regional Water Quality Control Board, for
personally presenting the award to the District.
2)
General Manager Charles Batts announced the completion of the Household
Hazardous Waste (HHW) Collection Facility Annual Report for fiscal year
2004-2005. He stated that the HHW operation is an important element of the
District's Pollution Prevention Program, helping prevent the improper disposal
of mercury, pesticides, and other pollutants of concern. It is also one of the
many reasons that the District is the proud recipient of the EPA Pretreatment
Program award, and is also an important customer service function for
ratepayers.
Household Hazardous Waste Supervisor Elaine Jacobs presented a summary
of the HHW Collection Facility Annual Report for fiscal year 2004-2005. She
stated that participation by community ranged from 6.3% in San Ramon to
18.8% in Lafayette, adding that every community met the minimum
participation goal of 4%. 23,000 cars came to the facility last year. The
operating cost was approximately $60 per car, which is a $2 per car increase
from the prior fiscal year. The increase is primarily due to improvements to the
adjacent garden area and additional contract staff necessary to cover staff
medical leaves. There was an overall 3.5 % increase in cost, but for
transportation and disposal there was a decrease of 7.3%. Ms. Jacobs
described the number of items given away from reuse room, which averaged
11 items per participant. In the past year there were 6,700 participants in the
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reuse room, which resulted in 137,000 Ibs of waste reused and a savings Of
about $140,000.
Ms. Jacobs described the quantity of waste disposed of in relation to the cost
of disposal, stating that, in its first year of operation, the facility disposed Of
731,000 Ibs of hazardous waste at a cost of $383,000. Over the eight years of
operation, there has been an 86 % increase in waste processed but a 6%
reduction in cost. With regard to how the waste is processed, reuse and
recycle constituted about 1/3 of the total throughput. As little as possible is I
sent to the landfill, and only asbestos waste is sent. The largest waste
management method is fuels substitution.
She described historical mobile collection events, stating that one was held in
the past fiscal year in San Ramon that attracted 373 participants.
The Small Business Program had 107 participants, resulting in 226
appointments. Revenue was about $20,000, including appointment
administration fees. She reported on the results of a small business customer
survey, adding that information obtained in the survey will be used to conduct
an outreach program to small businesses.
She described trends for the future, including expansion of the mercury
thermometer exchange program. The next event will be held at Rossmoor on
November 16, 2005. She stated that staff is hoping for an increase in
mercury-containing waste streams such as fluorescent lamps, thermometers
and batteries. Staff will continue to look for best management practices for
proper pharmaceutical disposal, which the facility is currently not accepting.
Other planned improvements include the expansion of the latex bulking area
(nearing completion) and the scanning of driver licenses.
President Hockett commended Ms. Jacobs on her report. She stressed the I
importance of addressing the pharmaceutical disposal issue, asking that staff
look for ways to partner with other agencies to come up with solutions.
Member Lucey expressed appreciation for the work of the HHW staff and their
excellent customer service.
3) General Manager Charles Batts stated that an update on the status of
construction of the Lower Orinda Pumping Station Renovations was presented
to the Board in September 2005. At that meeting, two key issues, the control
panels and the standby generator, were discussed.
Senior Engineer Andrew Antkowiak presented an update. He stated that he
previously reported on the two areas of concern: control panel and
programming schedul~ delays, and standby generator schedule delays. At the
time of the last report, there was only a dry weather pump station run by a
temporary control panel. The manufacture of the new panel was months
behind schedule and no progress was being made. At that time, staff directed
the contractor to provide additional resources to accelerate progress. The
contractor moved the manufacturing of the panel from the non-performing sub-
contractor and gave it to CMC, the instrumentation shop that performed the
programming for the District Supervisory Control and Data Acquisition I
(SCADA) Project, and who is very familiar with District requirements. As a
result of contactor actions, the new main control panel has now been installed.
It was in manual control on October 15, 2005. Most of the programming has
been completed and it is expected to be fully automatic by mid December
2005, two months behind schedule.
The second area of concern was the standby generator. For several reasons,
the originally-submitted generator could not be provided until mid-2006. A
temporary generator was provided by the contractor and installed on October
15,2005. To avoid further delay, District staff directed the contractor to
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procure a different generator, which is now scheduled for delivery in the first
part of December 2005. It is expected that the generator will be fully
operational by early January 2006, which is three months behind schedule.
I
He stated that both of those issues have impacted the schedule. The whole
project was to have been completed by December 31,2005, and it will be
early January 2006 before it is finished. As a result, the contractor and the
District incurred significant costs, and the question is who should bear those
costs. As the costs are better defined, more information will be provided to the
Board.
Member Nejedly stated that he would like to see increased visits to the station
in wet weather to ensure everything is working correctly.
Member Boneysteele agreed that there would be serious consequences if an
overflow occurred, particularly as the pump station is located near the San
Pablo Reservoir.
Director of Operations Jim Kelly stated that other measures have been taken
to prevent an occurrence like that in San Ramon. A standby pump has been
installed. He indicated that he would take the steps necessary to ensure
adequate monitoring of the station.
Member Menesini commended Mr. Antkowiak on his report and his work on
the project. He concurred with previous members' comments regarding the
need for adequate monitoring of the pump station.
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In response to a question from President Hockett, Mr. Antkowiak confirmed
that the pump station will be monitored by the District's SCADA system by
mid-December 2005. He described an additional protection measure in which
a float in the influent manhole notifies operators and staff on call if the flow
rises above a certain level.
In response to a question from Member Boneysteele, Mr. Antkowiak stated
that the equipment is designed to withstand an earthquake of magnitude 8.
4) General Manager Charles Batts stated that the Walnut Creek Phase 3 Sewer
Renovation Project DP 5929, which is nearing completion, replaces
approximately 7,000 feet of sanitary sewers located in easements and the
public right-of-way.
Assistant Engineer Paul Seitz presented an update on the status of the
project. He described the scope of work, to replace 7,000 feet of 6 and 8-inch
diameter sewers located in Walnut Creek at 13 sites. Half of the work is in
private easements. The project includes extensive use of trench less
technologies, including pipe bursting, horizontal directional drilling, and cured
in place pipe. The contractor is California Trenchless, and the project was
awarded on June 2, 2005, with an anticipated contract completion date of
January 11, 2006. The project cost is $1,387,055.
I
In response to a question from Member Boneysteele regarding financial
responsibility for rock excavation, District Counsel Kent AIm stated that,
generally, the District puts a line item in the contract for hard rock excavation
that allows for a nominal amount of rock removal, and if more rock excavation
is necessary the contractor is paid per unit cost on the additional rock.
In response to a question from President Hockett, Mr. Seitz responded that
there have been few complaints on the project, and any complaints received
have been satisfactorily resolved.
He stated that it is expected that the project will be completed ahead of
schedule on November 23, 2005.
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5) General Manager Charles Batts presented an update on the contract renewal
with Solar Turbines (Co-generation System). He stated that the annual
maintenance contract for the District's Cogeneration Gas Turbine expires on
December 1, 2005. The contract with Solar Turbines ensures that the
cogeneration system remains in continuous operation year-round. District
staff is working with Solar Turbine to renew the contract for another five years
and is planning to have a position paper for the Board to consider at the
November 17, 2005 Board Meeting.
6) General Manager Charles 6atts presented an update on South Quad Clarifier I
#4 Repair. He stated that, on August 2,2005, Clarifier #4 was damaged
during the construction of the Treatment Plant Coating and Pipe Renovation
Project. The damage consisted of a buckling of the floor of the clarifier and a
shearing of the bolts holding the clarifier mechanism in place. The damage
was caused by groundwater pressure at the bottom of the tank pushing
upward and the failure of the pressure relief valves in the tank to relieve the
pressure. District staff has been working with Kaweah Construction, the
contractors on the project, to develop and price an acceptable fix. The
responsibility for the cost of the fix is also under discussion. District staff met
with Kaweah in a confidential attorney/client privilege conference to discuss
the cost and responsibility issues and will report to the Board on the
discussion in closed session.
7) General Manager Charles Batts announced a meeting with San Ramon City
staff on October 19, 2005, to discuss the Supplemental Environmental Project
and the San Ramon Pumping Station. He stated that District staff has been
requested to participate in a joint San Ramon/District neighborhood meeting,
tentatively scheduled for November 15, 2005. The City's goal is to show that
all follow-up items identified in the July 2,2004 joint meeting have been
completed and to provide closure for the neighborhood near the San Ramon
Pumping Station. Director of Operations Jim Kelly and Capital Projects I
Division Manager Bill Brennan will represent the District at this public meeting.
Member Lucey inquired why it was necessary for District staff to attend. Mr.
Batts responded that staff would attend to explain that all capital
improvements promised by the District have been completed.
8) General Manager Charles Batts announced that District staff continues to
negotiate with Bulldog Gas and Power on a landfill gas agreement. The
current agreement expired on November 1, 2005 and staff expects to have a
position paper for a contract extension at the November 17, 2005 Board
meeting. Long-term natural gas prices continue to remain high, and the goal
of the contract is to ensure reasonable energy cost for the incinerators.
9) General Manager Charles Batts announced that Source Control
Superintendent Tim Potter will be attending the National Pretreatment
Conference sponsored by the Association of Clean Water Agencies and the
U.S. EPA, being held in Kansas City, Missouri, on November 16 through 16,
2005. It will feature the recently passed Federal Pretreatment Streamlining
Rule, which relaxes some of the more stringent aspects of industrial permitting
programs.
10) General Manager Charles Batts announced that Director of Engineering Ann I
Farrell and he will be meeting with city managers and public works directors Of
the cities in the District's service area over the next few months. The purpose
of the meetings is to find out about any upcoming changes to their General
Plans and to review current District capital projects planned for their cities.
The Board will be kept informed of any notable issues that come to light in
these meetings.
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11) General Manager Charles Batts announced that the Employee Service
Awards Luncheon will be held on Wednesday, November 9,2005, at 11 :30
a.m. at Vic Stewart's Restaurant in Walnut Creek.
12) General Manager Charles Batts announced that staff will be conducting a
meeting with residents of the Milthwait and Gordon Way neighborhoods in the
Alhambra Valley on Wednesday evening, November 16, 2005. The purpose
of the meeting is to discuss the process and costs for extending a public sewer
main from the new Alhambra Valley trunk sewer to this area. This is the
largest neighborhood in the Alhambra Valley, comprised of approximately 50
existing homes or properties. There is widespread support for a sewer
extension to this neighborhood as many of the homes have failing septic
tanks.
13) General Manager Charles Batts announced that on November 16, 2005 there
will be a mercury thermometer exchange from 10:00 a.m. to 3:00 p.m. at the
Gateway Clubhouse parking lot at Rossmoor. This event is in cooperation
with the Central Contra Costa Solid Waste Authority. Board Member
Boneysteele will attend, as well as Supervisor Gayle Uilkema, Sue Rainey and
Kathy Hicks from the Solid Waste Authority.
Member Lucey requested information on the involvement of the Solid Waste
Authority. Member Menesini also requested additional information.
14) General Manager Charles Batts stated that, at the last Board meeting,
Associate Engineer Alex Rozul announced that work to repair a 15-inch trunk
sewer on Moraga Way would be taking place. This work will start next week,
November 7,2005. Working hours will be from 9:00 a.m. to 2:30 p.m., and
construction is expected to last about a week. Advance notification signs
informing the public of the upcoming work and expected traffic delays were
posted on Tuesday, November 1, 2005.
b.
COUNSEL FOR THE DISTRICT
, ~
District Counsel Kent Aim stated that he is unable to attend the November 10, 2005 Capital
Improvement Budget workshop and asked to be informed if legal representation is
necessary .
c. SECRETARY OF THE DISTRICT
.
Secretary of the District Elaine Boehme announced that the agenda packets for the
November 10, 2005 CIB Workshop would be sent out on Friday, November 4,2005.
d. BOARD OF DIRE.CTORS
1) Member Lucey, Chair of the Budget and Finance Committee, reported that the
Committee reviewed the Expenditures and took no exception.
It was moved by Member Lucey and seconded by President Hockett to
approve the Expenditure List dated November 3,2005, including Self
Insurance Check Nos. 102270 to 102273, Running Expense Check Nos.
157947 to 158121, Sewer Construction Fund Check Nos. 28132 to 28172 as
recommended. Motion passed by unanimous vote of the Board.
2)
Member Boneysteele reported on the October 25, 2005 Recycled Water
Committee Meeting.
3) President Hockett reported on the October 26,2005 Household Hazardous
Waste Committee Meeting.
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4) Announcements
Member Menesini announced the upcoming Environmental Alliance meeting
on November 21 , 2005, at which a representative of the Environmental
Protection Agency will speak about the Delta, including the fish population and
failing levees.
8. ADMINI9TRATIVE
'"' ~ -
a.
APPROV~ Cq~TRACT FQR ~ECURITY GUARD SERVIC~~ FO~ pl~T~Ij;T
FACILITIES WITH G~ARD~MARK INC. FOR A THREE-Y~A,R P~R!OQ.. V'tI,T.H
OPTIONS TO RENEW
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General Manager Charles Batts stated that the District received proposals for security
services from Guardsmark and three other security firms. The proposals ranged from a low
of $158,000 to a high of $226,000, including the cost of a vehicle. The proposals were
evaluated based upon performance, reputation within the industry, compensation package
for retention of security officers, and quality of officers. The Guardsmark proposal totaled
$186,000 per year for a three-year contract with one-year options to renew for five
additional years.
Guardsmark has provided security services for the District since February 2002. They have
provided good customer service. In addition, Guardsmark also provided additional security
service at the San Ramon Pumping Station on short notice. This agreement would provide
for continuity of service, which will help ensure minimal staff oversight, training and maintain
good customer service.
He stated that staff is requesting the Board to approve an agreement with Guardsmark Inc.
for three years with additional options to renew for security guard serviCe for District
facilities.
It was moved by Member Nejedly anQ seconded by President Hockett to approve a three- I
year security services contract with Guardsmark, Inc., with five one-year options to renew.
Motion passed by unanimous vote of the Board.
b.
ADOPT RESOLUTION 2005-127 APPQINTING WILLIAM E. BRENNAN AS
COLLECTION SYSTEM OPERATIONS DIVISION MANAGER' . .
. ~ ... . ...
General Manager Charles Batts stated that he recommends the Board appoint Mr. Bill
Brennan to the position of Collection System Operations Division Manager. The Collection
System Operations Division Manager position became vacant with John Pearl's retirement
at the end of September 2005. The District engaged Bob Murray and Associates, an
executive recruiting firm, to search for a new Collection System Manager. After reviewing
applications of many qualified applicants, and interviewing the most qualified candidates,
Mr. Bill Brennan was selected to fill the vacancy. Bill has worked with the District for 23
years, has extensive operations and management experience, and an outstanding record of
accomplishments. His in-depth knowledge of the District, Operations, and the collections
system and pumping stations makes him an excellent choice.
It was moved by Member Menesini and seconded by Member Lucey to adopt Resolution
No. 2005-127, appointing William E. Brennan as Collection System Operations Division
Manager effective November 7,2005. Motion passed by unanimous vote of the Board.
9. APPROVAL OF MINUTES
I
It was moved by Member Menesini and seconded by Member Lucey to approve the minutes
of October 6, 2005. Motion passed by unanimous vote of the Board.
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1 O. ~UDGET AND FI.NANCE
a. RECEIVE S;PTEMBER 200~ FIN,ANCIAL STATEMENT
Controller Debbie Ratcliff presented a brief report on the Running Expense Fund, the
Sewer Construction Fund and Temporary Investments.
11. EMERGENCY SITUATIONS REQUIRING ~OARD ACTION
None.
12. ANNOUNCEMENTS/SUGQESTIONS FOR FUTURE AGENDA ITE,MS
None.
13. CLOSED SESSION:
The Board recessed at 3:20 p.m. to reconvene in Closed Session in the Caucus Room to
discuss:
a. Conference with Legal Counsel on significant exposure to litigation pursuant to
Section 54956.9(b) of the Government Code/Initiation of litigation pursuant to Section
54956.9(c) of the Government Code, one potential matter
b. Labor negotiations pursuant to Government Code Section 54957.6
District Negotiators: Human Resources Manager Cathryn Freitas and Director of
Administration Randy Musgraves; Employee Organization: Management Support
Confidential Group (MS/CG)
14. REPORT OF DISCUSSIONS IN CLOSED SESSION:
~ .
None.
15. ADJOURNMENT
There being no further business to come before the Board, President Hockett adjourned the
meeting at 4:12 p.m.
If/vdtu/L). ;{h~
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
~~a~
Secretary of the Central Contra Costa
Sanitary District, County of Contra Costa,
State of California
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