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HomeMy WebLinkAboutBOARD MINUTES 03-02-06 I I I MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT . HELD ON MARCH 2, 2006 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, March 2, 2006. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Boneysteele, Hockett, Lucey, Nejedly, Menesini ABSENT: Membeffi: None a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. 2. PUBLIC COMMENTS There were no public comments. 3. CONSENT CALENDAR It was moved by Member Hockett and seconded by Member Boneysteele to approve the Consent Calendar, consisting of Items a. through k., to adopt resolutions, and to authorize recordings. Motion passed by unanimous vote of the Board. a. Adopt Resolution 2006-011, accepting public sewer improvements and an offer of dedication from Shapelllndustries, Inc. for an easement shown on the recorded final map of Subdivision No. 8189 in the San Ramon area, District Project No. 5338, and authorize staff to record documents with the Contra Costa County Recorder. b. Adopt Resolution 2006-012, authorizing execution and recording of a quitclaim deed to Shapelllndustries, Inc. for a main sewer easement (District Project No. 5436, Parcel 9 (Portion)) and authorize staff to record documents with the Contra Costa County Recorder. c. Adopt Resolutions 2006-013. 2006-014 and 2006-015, authorizing execution and recording of quitclaim deeds to Donald D. Owang and Shapelllndustries, Inc. for main sewer easements (District Project No. 5456) and authorize staff to record documents with the Contra Costa County Recorder. d. Adopt Resolution 2006-016, accepting in part and rejecting in part offers of dedication and accepting public sewer improvements from Shapelllndustries, Inc. for easements shown on the recorded final map of Subdivision No. 8698 in the Danville area, District Project No. 5655, and authorize staff to record documents with the Contra Costa County Recorder. e. Accept the contract work for the North Orinda Sewer Renovation, Phase 1, District Project No. 5759, and authorize the filing of the Notice of Completion. f. Reject claim for subrogation of damages by Deans & Homer for Aspen Building Technology, Inc., 1042 Brown Avenue, Lafayette, California. g. Authorize extension of medical leave of absence without pay for Mark Lafferty, Maintenance Technician III, Mechanical, through April 20, 2006. Book 54 - Page 109 Board Minutes of March 2, 2006 h. Authorize extension of medical leave of absence without pay for Harrell Dean McNeely, Mechanical Supervisor, through April 20, 2006. i. Authorize medical leave of absence without pay for James Minor, Senior Household Hazardous Waste Technician, through January 2007. J. Adopt Resolution 2006-017, confirming publication of District Ordinance No. 237 - an Ordinance Amending District Code Section 6.20.300 Schedule of Reimbursement Fees to Establish Reimbursement Fee Applicable to Properties that Directly Connect to District Project No. 5786 (Highland Drive, Danville) or Project No. 5792 (Gable Lane, Lafayette) Standard Sewer Facilities. I k. . Direct staff to secure the services of an arbitrator in accordance with the grievance appeal procedure for General Employees. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 5. REPORTS a. GENERAL MANAGER General Manager Charles Batts requested that the KRON video report be taken out of order. 1 ) KRON video re: Household Hazardous Waste Collection Facility General Manager Charles Batts stated that two weeks ago the District was contacted by KRON-TV News for story on the impacts of the new Universal Waste Law that went into effect on February 9, 2006. Household Hazardous Waste Collection I Facility Supervisor Elaine Jacobs and Communication Services Manager Harriette Heibel presented the video clip. 2) Report on Proposed Revisions to Capacity Use Fees General Manager Charles Batts stated that, each year, staff completes a review of Capacity Fees and fees, rates, and charges for Environmental and Development- Related Services. At its next meeting, the Board will be asked to set the date for a public hearing on proposed revisions. With the exception of Annexation Charges, the proposed changes to these rates and fees are relatively small. Principal Engineer Jarred Miyamoto-Mills presented a report on the recommended changes. He stated that capacity fees are one-time "buy-in" fees charged at the time of connection and are used for capacity needs. Capacity fees are 25-30 percent of long-term sewer construction fund revenue. The annual capacity fee revenue is somewhat unpredictable since it depends on the rate of development. He described the buy-in calculation and how the value of assets is calculated. Current capacity fees are $4,150/RUE for gravity zone service and $5,481/RUE for pumped zone service. A 2.7 percent increase is proposed for the gravity zone fee and a 3.3 percent increase for the pumped zone. Proposed revisions to the Environmental Services and Development-Related Rates I and Charges address actual cost of services and benefits of process improvements. Adjustments are proposed for general increases in salaries, benefits and overhead. The combined impact is about 8.7 percent in the labor portion of the fees. With regard to annexation charges, the current charge which was established in 1988 is $240 per parcel. The charge is intended to recover costs of processing, including staff effort as well as LAFCO and State Board of Equalization (SBE) fees. LAFCO and SBE fees have increased and more staff time is being expended to comply with Book 54 - Page 110 Board Minutes of March 2, 2006 more complex filing requirements. The proposed increase is to $509 per parcel. Staff is currently working with LAFCO to streamline the application process. I He described public outreach, which includes letters to developers and the Home Builders Association and meetings with customers. The public hearing will be scheduled for April 20, 2006. Member Lucey suggested that one of the customer meetings be held in the evening to encourage participation. 3) Report on Lab Analytical Work General Manager Charles Batts stated that he has asked Director of Operations Jim Kelly to provide a overview of the analytical work performed by the District's laboratory, and outside lab work that is contracted to others, together with some of the future needs of the laboratory. Director of Operations Jim Kelly presented a report, stating that the lab is a 9,000 square foot, state-of-the-art facility with one independent flow-through bioassay test facility. It is staffed by eight full-time employees and one co-op student. He described the tests performed and equipment used by the lab, including two gas chromatographs, one graphite furnace, one flame/atomic absorption unit, two mercury analyzers, and several spectrometers. The lab performs approximately 32,000 analyses per year. The lab analyzes for process control, NPDES permit required testing, contract work for other agencies, and research and development. The lab contracts out for various analyses as the equipment would be very expensive and the tests complex. Approximately 125 analyses are performed outside. These include outside testing for methyl mercury and phenol, which it is hoped will be brought in-house for testing in the future. I Future needs include upgraded metals analyses instruments such as an inductively- coupled plasma mass spectrometer (ICP-MS), which is new technology for trace metals analyses, which will be requested as part of the Fiscal Year 2006-2007 Equipment Budget. Also methyl mercury analyzer may be needed in a future year. Member Lucey asked for a supplemental memo indicating what tests the District performs for other agencies and costs assessed. 4) Storm DamaQe Update General Manager Charles Batts stated that, at the January 12, 2006 Board meeting, the Board was given the status of the impact of December storms on District facilities. I Assistant Engineer Wesley Adams presented a report, stating that preliminary storm damage estimates placed Contra Costa as the state's largest county for damages following the December storms. Four inches of rain were recorded at the plant on December 31,2005, and that morning the plant recorded a record flow of 238 mgd. He listed the eleven storm-damaged sites: Zander Drive in Orinda; Evergreen Court in Orinda; Lower Orinda Pump Station; La Encinal, Orinda; Moraga Way, Orinda; Happy Valley Creek, Lafayette; Pleasant Hill Road, Lafayette; Ridge Road, Lafayette; Civic Park Bridge Crossing, Walnut Creek; Palmetto Dunes, Danville; and Waterbird Way, Martinez. He described the location of the sites and showed slides of the damage. He stated that staff has met with the City of Lafayette, who has applied for FEMA funds for their storm damage sites. He stated that the District response has been to stabilize each site and a geotechnical firm, GCM Engineering, has been hired to assess the conditions with regard to making permanent repairs. Staff is meeting with affected property owners and agencies. The approximate cost to repair all the sites is $450,000-$700,000. Staff responded to questions from Board Members. Book 54 - Page 111 Board Minutes of March 2, 2006 5) General Manager Charles Batts announced that, on January 12, 2006, the Board of Directors authorized him to enter into a license agreement with Trojan Technologies for the use of an alternate ultraviolet equipment supplier. At the same time, the Board also authorized staff to continue negotiations with IronBrook Partners to acquire ultraviolet disinfection equipment to match the existing installation. Staff has been working on a project to add ultraviolet equipment to the two spare channels. This will increase the disinfection capacity from 90 to 135 I million gallons per day (mgd). Both the patent issues with Trojan Technologies and the price negotiations with IronBrook Partners have been concluded, allowing the project to move forward. Staff has assembled the contract documents and the Ultraviolet Disinfection Expansion project, District Project No. 7240, is prepared for public bidding. The project was advertised on February 25 and again on March 2, 2006. The bid opening is currently scheduled for March 22, 2006. The estimated construction cost is approximately $3,550,000. More information will be presented when the Board is asked to approve the construction contract in April. 6) General Manager Charles Batts announced that the Lower Orinda Pumping Station Renovation Project has been substantially completed and the permanent standby generator has been installed. The station is now fully operational. The Board will be asked to accept the project at its next meeting in March. He stated that, as previously announced, there are several unresolved financial issues pertaining to the standby generator and the pumping station control panels that are still in dispute with the contractor. Staff will brief the Board on these negotiations as they develop. Member Lucey and President Menesini congratulated staff on their work on the project. 7) General Manager Charles Batts announced that Laboratory Superintendent Bhupinder Dhaliwal will attend the PITTCON 2006 "Foundations for Science" Conference on in Orlando, Florida on March 12 through 17, 2006. The PITTCON Conference is recognized as an excellent forum for professionals to learn about the latest advances in analytical techniques. Attendance at a conference was authorized in the 2005-06 budget. I 8) General Manager Charles Batts announced that the California Association of Sanitation Agencies has appointed a new Executive Director, Catherine Smith. Ms. Smith has served as Executive Director of the California Special Districts Association for ten years. She is recognized throughout the state as an effective advocate for special districts. He stated that she takes over as Executive Director, replacing Mike Dillon who will remain as lobbyist, and will start on June 1, 2006. She will be introduced to CASA members at the upcoming April conference. 9) General Manager Charles Batts announced that a community workshop has been scheduled for the MinerUArkell Sewer Lining Project on Monday, March 20, 2006, at 7:00 p.m. at the Bancroft Elementary School in Walnut Creek. This project will line about 6,200 feet of corroded reinforced concrete pipe in I Walnut Creek using cured-in-place pipe. The work will take place along Minert Road, Arkell Road, and along the Contra Costa Canal. A community workshop has also been scheduled for the Alhambra Valley Sewer Project on Monday, March 27, 2006, at 7:00 p.m. at the John Swett Elementary School in Martinez. This project calls for installing 6,100 feet of pipe using the traditional open cut method. There is one creek crossing that will be tunneled. The sewer pipe will be installed down Alhambra Valley Road from the intersection at Reliez Valley Road to connect with the existing sewer line at the intersection with Gilbert Lane. Book 54 - Page 112 I I I Board Minutes of March 2, 2006 10) General Manager Charles Batts announced the completion of the agreement with Mountain View Sanitary District. District staff will undertake Source Control and Pollution Prevention activities in their service area under this contract. 11) General Manager Charles Batts announced that, with the drop in natural gas prices, the District has recently purchased part of its natural gas requirements into the second quarter of Fiscal year 2006-07. b. COUNSEL FOR THE DISTRICT None. Attorney Brian Otake was in attendance, representing District Counsel Kent Aim. c. SECRETARY OF THE DISTRICT None. d. BOARD OF DIRECTORS 1 ) Member Lucey, Chair of the Budget and Finance Committee, reported that he reviewed the Expenditures. He indicated that the Committee is withholding recommending approval of Check No. 28449. It was moved by Member Lucey and seconded by Member Boneysteele to approve the Expenditure List dated March 2, 2006, including Self Insurance Check Nos. 102299 to 102302, Running Expense Check Nos. 159534 to 159697, Sewer Construction Fund Check Nos. 28445 to 28482, with the exception of Check No. 28449. Motion passed by unanimous vote of the Board. In response to a question from Member Boneysteele, Mr. Otake stated that these are post-action approvals, and provide an opportunity for the Board to give direction to staff regarding payments and policies. Member Lucey stated that a procedure is needed to address the hiring of retired employees. Check No. 28449 represents a payment to a retired employee who was hired to prepare a District manual, but payment was made indirectly through a contractor who had several no-bid contracts with the District. Member Lucey stated that, while he did not necessarily feel a policy prohibiting the hiring of retirees was appropriate, a policy is needed to set forth requirements for such situations. General Manager Batts stated that a memo has been sent to the Budget and Finance Committee and staff will work with the Committee to develop a draft policy. 2) Member Hockett presented a report of the February 22,2006 Recycled Water Committee meeting. The Board accepted the report without comments. 3) Member Hockett presented a report of February 23,2006 Sanitation and Water Agencies of Contra Costa County meeting. 4) President Menesini reported on the February 27,2006 Environmental Alliance meeting, at which Assistant Engineer Melody LaBella presented a report on Pollution Prevention in the Wastewater Industry. Book 54 - Page 113 Board Minutes of March 2, 2006 6. ENGINEERING a. ESTABLISH APRIL 6,2006 AT 2:00 P.M. AS THE DATE AND TIME FOR A HEARING TO CONSIDER ADOPTION OF A RESOLUTION OF NECESSITY TO ACQUIRE EASEMENTS THROUGH 190 AND 194 STRENTZEL LANE. MARTINEZ, FOR THE ALHAMBRA VALLEY SEWER PROJECT, DISTRICT PROJECT NO. 5919 General Manager Charles Batts stated that the District plans to construct the Alhambra Valley Trunk Sewer during the 2006 construction season. Part of the recommended alignment for the trunk sewer is through an existing utility easement through the John Muir I Historical Gravesite owned by the National Park Service. Over the last two years, District staff has been negotiating with the National Park Service to acquire a permit to construct the trunk sewer across the John Muir gravesite. While initially favorable towards the project, their position has changed in the past six months. To bring the matter to a close, the District requested that the National Park Service respond with a written decision about the right-of-way permit by February 24, 2006. The Park Service requested until March 3, 2006 to consider additional information provided by District Counsel. While staff still hopes for a favorable decision from the Park Service, for project schedule reasons, staff feels that it is appropriate to continue planning for acquiring easements along an alternate alignment that crosses two private properties. To ensure that these easements are acquired to accommodate the construction schedule, staff requests the Board to schedule a hearing for April 6, 2006 to consider initiation of eminent domain proceedings. Acting District Counsel Brian Otake stated that the Park Service legal counsel has announced that she will be meeting with Park Service officials next week. Environmental Services Division Manager Curt Swanson presented a report, describing the alternative alignments which have been considered. The Park Service alignment is still the I preferred option. He stated that it is necessary to proceed with acquiring easements while waiting for a response from the Park Service, so that the project may proceed on time. He stated that the project specifications will be written to accommodate the different alternatives. It was moved by Member Boneysteele and seconded by Member Hockett to establish April 6, 2006 at 2:00 p.m. as the date and time for a hearing to consider adoption of a Resolution of Necessity to acquire easements through 190 and 194 Strentzel Lane, Martinez, for the Alhambra Valley Sewer Project, District Project No. 5919. Motion passed by unanimous vote of the Board. 7. TREATMENT PLANT a. BOARD ACCEPTANCE OF THE 2005 RECYCLED WATER QUALITY AND DISTRIBUTION REPORT General Manager Charles Batts stated that the Regional Water Quality Control Board requires that an annual report on Recycled Water be submitted. Director of Operations Jim Kelly provided a brief summary of the 2005 Recycled Water Quality and Distribution Report. He described the content requirements of the report. He I stated that the District currently supplies 170 million gallons to customers and uses 400 million gallons at the Treatment Plant. The recycled water quality is in compliance with requirements, and there were no violations. He described anticipated new users for 2006 and the proposed A-Line extension. Staff is currently in the process of updating the Recycled Water Program Manual. He concluded his report with acknowledgements of staff support to the program. It was moved by Member Hockett and seconded by Member Lucey to accept the 2005 Recycled Water Quality and Distribution Report. Motion passed by unanimous vote of the Board. Book 54 - Page 114 I I I Board Minutes of March 2, 2006 Member Hockett commended staff on producing posters in English and Spanish on the use of recycled water. 8. COLLECTION SYSTEM a. BOARD ACCEPTANCE OF 2005 COLLECTION SYSTEM SANITARY SEWER OVERFLOW ANNUAL REPORT General Manager Charles Batts stated that the Regional Water Quality Control Board requires that an annual report on Sanitary Sewer System Overflows (SSO) be submitted. Collection Systems Operations Division (CSOD) Manager Bill Brennan presented some highlights of this report. He stated that the report covers thirteen months, and is the first year for all-electronic SSO reporting. The CSOD reports electronically to the Regional Board within ten business days of overflows greater than 100 gallons, and within 24 hours for overflows greater than 1,000 gallons. If the overflow causes a fish kill or is deemed potentially harmful to humans, it is treated as a spill greater than 1,000 gallons. The CSOD now tracks follow-up actions and response to every overflow and all.stoppages. He stated that 118 spills are being reported, with eight greater than or equal to 1,000 gallons. Overflow causes include roots, leaves, grease, and debris. He described the geographical trends, stating that Lafayette, Orinda and Walnut Creek had the most overflows. This has been an overall trend over the past four years. There were no capacity overflows during wet weather and no repeat overflows or pumping station overflows. Member Nejedly inquired about the two overflows caused by vandalism. Staff responded that one was caused by a crayon box and additional information would be provided to the Board regarding the other. Board Members and staff discussed the reasons for reduced overflows, including improved cleaning techniques and TV-ing of sewer lines. It was moved by Member Hockett and seconded by Member Lucey to accept the 2005 Sewer System Overflow Annual Report. Motion passed by unanimous vote of the Board. 9. APPROVAL OF MINUTES a. MINUTES OF FEBRUARY 2.2006 It was moved by Member Hockett and seconded by Member Boneysteele to approve the minutes of February 2, 2006. Motion passed by unanimous vote of the Board. 10. BUDGET AND FINANCE a. RECEIVE JANUARY 2006 FINANCIAL STATEMENTS Controller Debbie Ratcliff presented a brief report on the Running Expense Fund, the Sewer Construction Fund and Temporary Investments. 11. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 12. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None. Book 54 - Page 115 Board Minutes of March 2, 2006 13. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at 3:50 p.m. Aano ~~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Gf2f:oeJ-e Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Book 54 - Page 116 I I I