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HomeMy WebLinkAboutBOARD MINUTES 03-16-06 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON MARCH 16, 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 16,2006. 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. b. INTRODUCTIONS Board Members congratulated Utility Worker Harry Wyles on his promotion to Buildings and Grounds Supervisor. 2. PUBLIC COMMENTS There were no public comments. 3. AWARDS AND COMMENDATIONS a. REPORT BY DIRECTOR OF ADMINISTRATION RANDY MUSGRAVES ON SAFETY SUGGESTION OF THE YEAR AWARD FOR 2005 FOR SUGGESTION SUBMITTED BY STEVE SAUTER, MAINTENANCE SUPERVISOR, COLLECTION SYSTEM OPERATIONS DIVISION General Manager Charles Batts stated that, each year, the District Safety Committee selects the winning safety suggestion from the ones received throughout the year. Director of Administration Randy Musgraves presented a report, stating that 65 suggestions were received in 2005. The winning suggestion, from Steven Sauter, CSO Maintenance Supervisor, called for placing lights on the back of on-call vehicles at CSo. President Menesini presented the award to Steven Sauter. 4. CONSENT CALENDAR It was moved by Member Hockett and seconded by Member Lucey to approve the Consent Calendar, consisting of Items a. through d., to adopt resolutions, and to authorize recordings. Motion passed by unanimous vote of the Board. a. Adopt Resolution 2006-018, accepting public sewer improvements and offer of dedication from Robert D. Johnson and Peter Knoedler for an easement shown on the recorded final map of Subdivision No. MS860-90 in the Town of Danville, District Project No. 5417, and authorize staff to record documents with the Contra Costa County Recorder. b. Accept the contract work for the Lower Orinda Pumping Station Renovation Project, District Project No. 5448, constructed by Pacific Mechanical Corporation, and authorize the filing of the Notice of Completion. Book 54 - Page 117 Board Minutes of March 16, 2006 c. Establish April 20, 2006 as the date for a public hearing regarding a proposed ordinance to amend the District Code Chapter 6.30 "Schedule of Environmental and Development-Related Rates and Charges." d. Establish April 20, 2006 as the date for a public hearing regarding a proposed ordinance to amend District Code Chapter 6.12 "Capacity Fee Program." 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 6. REPORTS a. GENERAL MANAGER 1) Report on visit bv Senior Enqineer Randv Schmidt and Assistant Enqineer Alan Weer to biosolids incineration facilities to evaluate a new mercury removal svstem and a state-of-the-art wet scrubber for mercury removal . General Manager Charles Batts stated that, last month, District staff toured the solids handling facility at the Metropolitan Treatment Plant in Minneapolis, Minnesota, which is a $200 million dollar state-of-the-art facility that features a unique dry carbon injection system for its incinerator stack for mercury control. Senior Engineer Randy Schmidt presented a report on the tour, stating that one of the reasons this plant was selected was for its unique mercury removal system. District limits are currently 87 ppt monthly maximum and 1000 ppt daily maximum. The plant averages about 30 ppt, which is within current limits. He stated that there is some concern that the NPDES permit limit in 2010 may be as low as 25 ppt over a four-day average. He added that the District has the second highest mercury effluent concentration in the Bay area. He described various ways to reduce mercury concentrations, including pretreatment, utilization of the Household Hazardous Waste facility, pollution prevention programs, and installation of amalgam separators at dental facilities. Another potential option is to remove mercury at the treatment plant by treating the entire flow of effluent, or control mercury from incinerators. The plant at Minnesota meets a 14 ppt daily maximum, and a 9 ppt monthly maximum effluent discharge requirement. They have implemented control measures on dischargers to the collection system and have constructed a new $2 million solids handling facility, which utilizes a unique vapor phase carbon injection process for removing mercury from the incinerator emissions. By using a dry process to remove the mercury, no mercury is returned to the wastewater from the incinerator process. This contributes significantly to the plant meeting its mercury effluent discharge requirements. Mr. Schmidt stated that the District would not be able to meet stricter mercury effluent limits without some type of treatment plant process. He stated that the vapor phase carbon injection process is a good option, only increasing ash by 1-2%, and producing non- hazardous waste that can be disposed of at a sanitary landfill and eliminating the generation of scrubber water containing mercury. Mr. Schmidt responded to questions from Board Members. President Menesini requested additional information regarding the vapor phase carbon injection process that might be utilized by the District. 2) Advertise Danville Sewer Renovations, District Project No. 5758 General Manager Charles Batts stated that the Danville Sewer Renovations Phase 1 Project is planned for construction in summer 2006 and includes spot repairs and pipe renovations in over 4,000 feet of sewer mains. The work will occur in several sites in Danville including Book 54 - Page 118 Board Minutes of March 16, 2006 Prospect Avenue in the downtown area. Last week a presentation was made to the Danville City Council on the project. Design Engineer Paul Seitz presented a report, stating that the project is the first of a three- phase renovation project. Internal inspection of the pipes revealed structural issues and high levels of maintenance due to fats, oils and grease. He described the outreach efforts and public meetings. He stated that the bid opening is scheduled for May 3, 2006, and the contract award scheduled for May 18, 2006. The project should be concluded by September, 2006. 3) General Manager Batts stated that the M4A Force Main Reconstruction Project consists of installation of approximately 4,000 lineal feet of new 24- inch plastic Force Main from the Fairview Pumping Station along Waterfront Road in Martinez, and renovation and installation of drain back lines to the station. The project will be advertised on March 17 and 24, with the bid opening scheduled for April 11, 2006. The Engineer's estimate is $2.1 million. Work is scheduled to begin on May 8 and be completed by November 10, 2006. 4) General ManagerBatts stated that the District will advertise for the 2006 Cured in Place Pipe Project on April 3 and April 10, 2006. This project will install pipe liners in 22,000 feet of reinforced concrete pipe in three locations. These locations were identified in the Concrete Pipe Corrosion study and have been part of an ongoing maintenance program. The Cured in Place Pipe project will prevent further corrosion and eliminate the need for future crown spraying. The pipe segments are located near Acme Landfill in Martinez, along Minert and Arkel in Walnut Creek, and along the front of St. Mary's College property and near the Lamorinda trail in Moraga. A public workshop for the Walnut Creek residents is scheduled for Monday, March 20 at 7 p.m. at the Bancroft Elementary School. A second public workshop for the St. Mary's Road part of the project is scheduled for Tuesday, March 21 at 7 p.m. at the Lafayette Community Center in Lafayette. Staff has already met with St. Mary's College personnel and will meet individually with several Moraga residents who may be impacted by the project. The Engineer's estimate for this project is $5.1 million, and work is scheduled to begin in May and be completed by October, 2006. 5) General Manager Batts announced that the annual California Water Environment Association conference will be held in Sacramento on April 4-7, 2006. The conference has a number of workshops and sessions for field staff, and the proximity of this conference will allow one-day attendance. There will be 12 people attending from the plant, 9 from CSO, and two from Engineering, for a total of 23. Seventeen of these will be attending for one-day sessions. 6) General Manager Batts announced that the City of Martinez is currently bidding the Hidden Lakes Pedestrian Bridges (Morello Bridges) project for which the City and District have a Joint Powers Agreement. The scheduled bid opening date is April 11, 2006, and the engineer's estimate is $395,000. 7) General Manager Batts announced that the Chemical Feed Building Renovation project will be advertised on April 12 and 17, 2006, and bids will be opened on May 3. The building was constructed over 30 years ago and currently needs structural and operational restoration. Work includes structural reinforcement, demolition of obsolete lime slaking equipment, installation of new slide gates and a roll-up door, encapsulation of lead-based paint, and modification of the concrete channel. The construction cost is estimated at $750,000. More information will be presented when the Board is asked to approve the construction contract on May 18. Book 54 - Page 119 Board Minutes of March 16, 2006 8) General Manager Batts announced that the treatment Plant Service Air System is one of the critical systems that provide compressed air for instrumentation and mechanical units. The present compressors have been in service for approximately 20 years and are reaching the end of their design life. Two new compressors will be installed and one existing compressor will be rehabilitated to serve as a standby unit. The new compressors include drives and other ancillary equipment to provide energy savings and ensure a reliable supply of compressed service air. This project will be advertised on April 8 and 13 and bids will be opened on May 9,2006. The construction cost is currently estimated at $1 million. More information will be presented when the Board is asked to approve the construction contract at a future meeting. 9) General Manager Batts stated that the District requested that the National Park Service provide a written formal response to our request for a right-of- way permit to construct the Alhambra Valley Trunk Sewer across the John Muir Gravesite. The District received a response from the Park Service on March 7. The Park Service proposes to grant a right-of-way permit for the trunk sewer, subject to compliance with the National Environmental Quality Act or NEPA. The District intends to meet with the Park Service staff next week to discuss the steps and time line for complying with the NEPA process. While this is encouraging news, the letter from the Park Service cautioned the District to maintain consideration of alternative sewer routes in case the District is unable to comply with NEPA. The District scheduled a hearing for April 6, 2006 to consider initiating condemnation of easements across two private properties as an alternative route. However, if the District is actively pursuing the Park Service right-of- way permit, condemnation for easements along an alternate route cannot be initiated. Instead, the District will make a formal offer and negotiate with the property owners along the alternate route while the NEPA issues related to the right-of-way permit across the Park Service property are addressed. At the April 6 Board meeting, staff will recommend that the Board postpone the scheduled eminent domain hearing for the alternate sewer route to a future Board meeting. In response to a question from Member Lucey, General Manager Batts confirmed that this may cause a delay in the project, which may not be built in summer 2006 as originally anticipated. Environmental Services Division Manager Curt Swanson confirmed that the NEPA process is a federal version of CEQA, which he feels can be completed within a few months. District Counsel Kent Aim stated that the area in question is outside the District's jurisdictional boundaries, which means that the findings made in the Resolution of Necessity may be contested. He stated that the District needs to resolve whether the Park Service property can be utilized before proceeding with condemnation. Member Lucey requested that updates be presented at each Board meeting, and that residents be kept informed. 10) General Manager Batts stated that each Board member has received a copy of a letter from East Bay Municipal Utility District thanking the District, in particular Craig Mizutani, for its efforts in aiding in the formation of a coalition in an effort to help water and wastewater utilities in New Orleans. 12) General Manager Batts stated that, on April 17, 2006 at 7:00 p.m., the Contra Costa Special Districts Association will elect the Special Distriqt member to the LAFCO Board. In the past the Board has appointed the regular Board Book 54 - Page 120 Board Minutes of March 16, 2006 representative, Mario Menesini, with Parke Boneysteele as alternate, to act for the Board. Confirmation of delegates and any nominations must be in by April 7, 2006. The current members - Dwight Meadows and George Schmidt, alternate - are both seeking reappointment. 13) General Manager Batts announced that he will be on vacation celebrating his wife's birthday during the week of April 17, 2007. Director of Engineering Ann Farrell will be acting as General Manager during his absence, including the Board meeting of April 20, 2006. b. COUNSEL FOR THE DISTRICT District Counsel Kent Aim presented a legal update. He described litigation items handled by his firm on behalf of the District, including the Suzanne Brown lawsuit, the Marinai lawsuit and the natural gas anti-trust lawsuit. Condemnation matters covered included the Wanda Way and Strenzel Lane condemnation process, the National Park Service easement for the Alhambra Valley Trunk Sewer Project, and the Dickerson matter. Engineering projects worked on include the UV Disinfection project, the Plant Control project, and the Alhambra Valley Trunk Sewer project. Other issues facing the District are the Concord Naval Weapons Station development and SB 1087 Compliance. Disputes and negotiations conducted include the repair of the damage to the clarifier by Kaweah Construction. Real property negotiations were conducted for the lease of the Kiewit property, and real estate documents for the Conco Cement agreement were prepared. Real property issues also include the M-4 line relocation, subdivision map act issues, and the Contra Costa T opsoillease. He stated that all chapters of the District Code are also being reviewed and revised. Source Control issues are ongoing, and include the amalgam separator issue, the contract for source control services to Mountain View Sanitary District, and enforcement issues. District Counsel also reviews permitting issues such as the NPDES permit renewal, the mercury TMDL, and other matters. Other legal services provided include review of Risk Management issues, fees and charges, and administrative matters such as support to the General Manager and Board. President Menesini requested information regarding how much time is devoted to each item listed. c. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme reminded Board Members that their annual Statements of Economic Interest are due by the end of March. She also announced the upcoming CASA Conference to be held in Squaw Valley at the end of April. d. BOARD OF DIRECTORS 1) Member Lucey, Chair of the Budget and Finance Committee, reported that he reviewed the Expenditures and recommends approval. He stated that the Committee has asked staff to draft a policy regarding the hiring back of retirees. He announced that, until a formal policy is developed and approved by the Board, the Budget and Finance Committee will be reviewing all "no-bid" contracts. It was moved by Member Lucey and seconded by Member Boneysteele to approve the Expenditure List dated March 16, 2006, including Self Insurance Check Nos. 102303 to 102306, Running Expense Check Nos. 159698 to 159887, Sewer Construction Fund Check Nos. 28483 to 28520, Payroll Manual Checks 49094 to 49096, and Payroll Regular Checks 55728 to 55754. Motion passed by unanimous vote of the Board. 2) Member Nejedly presented a report of the March 7, 2006 Real Estate Committee meeting. Member Boneysteele stated that if the former Animal Shelter is considered Book 54 - Page 121 Board Minutes of March 16, 2006 for use by CSO staff during the rebuilding of the CSO facility, adequate shower facilities must be provided. Parking availability also would need to be addressed. 3) Member Nejedly presented a report of the March 9, 2006 Personnel Committee meeting. The Board accepted the report without comments. 4) Member Hockett reported on her recent attendance and topics covered at the CAS A Conference in Washington, D.C. 7. ADMINISTRATIVE a. DETERMINE THAT PURCHASE OF MODICON PROGRAMMABLE LOGIC CONTROLLERS AND MODBUS COMMUNICATION PROTOCOL IS REQUIRED TO PROVIDE COMPATIBILITY WITH EXISTING EQUIPMENT. AND AUTHORIZE THE GENERAL MANAGER TO PURCHASE EQUIPMENT FROM ALAMEDA ELECTRIC IN AN AMOUNT NOT TO EXCEED $55.000 AS SOLE SOURCE PROVIDER IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 3400 (B); AND AUTHORIZE THE GENERAL MANAGER TO PURCHASE ADDITIONAL EQUIPMENT FOR THE PLANT CONTROL SYSTEM. DISTRICT PROJECT NO. 7204. AT A PRICE NOT TO EXCEED $195.000 FROM STATE-NEGOTIATED PROCUREMENT LISTS IN ACCORDANCE WITH GOVERNMENT CODE SECTION 10298-99. AND COMPETITIVELY BID General Manager Charles Batts stated that staff is requesting that the Board authorize the General Manager to purchase various plant control system equipment for the Plant Control System Improvements Project, estimated at $250,000. The Board previously authorized a contract with Transdyn, Inc. to replace the existing plant control system. This was done with the understanding that the equipment associated with that project would be competitively bid at the appropriate time. Purchasing Manager Jim Warrington presented a report, stating that the existing plant control system is 30 years old and obsolete. In September 2005, the Board authorized a contract with Transdyn, Inc. to replace the existing system. Board authorization is needed for the General Manager to purchase equipment in an amount greater than $5,000. He stated that staff is requesting authorization for the General Manager to purchase the equipment as recommended. It was moved by Member Lucey and seconded by Member Hockett to determine that the purchase of Modicon Programmable Logic Controllers and Modbus Communication Protocol is required to provide compatibility with existing equipment, and to authorize the General Manager to purchase equipment from Alameda Electric in an amount not to exceed $55,000 as sole source provider in accordance with Public Contract Code Section 3400 (b); and to authorize the General Manager to purchase additional equipment for the Plant Control System Improvements, District Project No. 7204, at a price not to exceed $195,000 from State-negotiated procurement lists in accordance with Government Code Section 10298-99, and competitively bid. Motion passed by unanimous vote of the Board. 8. ENGINEERING a. IMPLEMENTATION OF MANDATORY AMALGAM SEPARATOR PROGRAM FOR DENTAL FACILITIES General Manager Charles Batts stated that staff has previously held a series of discussions with the Board about the need for and structure of a Mandatory Amalgam Separator program. Staff has evaluated the options for implementing such a program, made recommendations to the Board, and is now asking for the Board's approval to move forward. Director of Engineering Ann Farrell presented a report on the recommendation to implement a mandatory Amalgam Separator Program. She stated that, currently, only 35 of 313 practices use separators. The San Francisco Regional Water Quality Control Board plans Book 54 - Page 122 Board Minutes of March 16, 2006 to make separators mandatory. Costs have become lower, with an average cost per vacuum system being $600-$700. She described outreach efforts to the dental community, and set out a proposed timeline for implementation of a mandatory program. She stated that staff will be working closely with the dental community to address their concerns. The question remained whether the District should issue permits and whether or not fees should be charged. She stated that staff feels iUs important to issue permits so that the requirements of the program can be clearly stated. The existing Class IIIIU permit for dentists is $351, which is consistent with other Class III permits. She stated that staff feels the most equitable approach is to eliminate the fee for all the Class III permitees, which would result in a loss of approximately $135,000 in fees. This approach is more equitable than waiving the fee only for the dentists. There are 70 Class III permitees in addition to the dentists who would have their fee waived. The Class III user fee would be set to zero effective July 1, 2006 during the rate-setting hearing process. She stated that the next steps are to develop program specifics in collaboration with the California Dental Association (CDA) and the Contra Costa Dental Society (CCDS); develop additional outreach programs, and target January 2007 for implementation and January 2008 for full compliance. Roseanne Harding, Policy Analyst with California Dental Association, addressed the Board regarding the proposed program. She stated that the Association supports the zero fee proposal and added that the proposed timeline appears to be achievable. She requested that any future outreach efforts offer continuing education credits for dentists to encourage participation. Dr. Luanne Hall, Legislative Chair, Contra Costa Dental Society, addressed the Board on behalf of dentists in her organization. She stated that each additional requirement places an increased burden on dental practices. She expressed support for the zero fee. She stated that her society holds approximately eight meetings a year and asked that District representatives attend. Board Members expressed support for the zero fee proposal and concurred with the recommendation that continuing education credits be assigned for outreach or training programs regarding the program. It was moved by Member Lucey and seconded by Member Nejedly to approve the implementation of a Mandatory Amalgam Separator Program as recommended, using the Class III Industrial User Permit program after modifying the fee resolution establishing the IU Permit fees for fiscal year 2006-07 to set the annual Class IIIIU Permit at $0. Motion passed by unanimous vote of the Board. b. APPROVE THE COLLECTION SYSTEM OPERATIONS DIVISION (CSOD) CAL TRANS LEASE AREA AND SITE IMPROVEMENTS PROJECT. DISTRICT PROJECT NO. 8215. FORCEQAlPERMITTING PURPOSES: AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $60.000 WITH RBF CONSULTING FOR DESIGN OF THE COLLECTION SYSTEM OPERATIONS DIVISION (CSOD) CAL TRANS LEASE AREA AND SITE IMPROVEMENTS PROJECT. DISTRICT PROJECT NO. 8215. General Manager Charles Batts stated that staff has discussed with the Board the need for improvements at the CSO Division corporation yard. The Board has indicated support for leasing an area from CalTrans to expand the lower yard. The leased area must be improved for its intended use and to meet the requirements of the City of Walnut Creek. In addition, other site improvements are needed to meet stormwater requirements, to repair or replace an existing failing retaining wall, and other associated work. Associate Engineer Don Berger presented a report, describing the project history. He stated that in 2005 preliminary approval was obtained from Caltrans and the City of Walnut Creek to use the subject parcel for CSO crew vehicle parking. In 2006, Book 54 - Page 123 Board Minutes of March 16, 2006 staff observed settlement of the large retaining wall after the winter storms, and in February 2006 the Ad Hoc CSO Committee concurred with staffs recommendation to include the retaining wall replacement and demolition of the Ducca House in the project. He stated that the project would pave and install landscaping on the Caltrans parcel to meet City of Walnut Creek requirements; storm water improvements would be constructed to install sand/oil separators to meet RWQCB requirements; the retaining wall would be replaced; and the Ducca House would be demolished. The total estimated project cost is $800,000. He described the project schedule, which should be completed by November, 2006. Staff is also recommending approval of an engineering services agreement with RBF Consulting in the amount of $60,000 for design of the CSOD Caltrans Lease Area and Site Improvements, District Project No. 8215. RBF completed a pre-design study for the improvements in February 2006 at a cost of $32,100. He concluded that staff recommends approval of the project and the agreement. Member Nejedly inquired about property for sale or lease adjacent to the CSO site. It was moved by Member Hockett and seconded by Member Boneysteele to approve the CSOD Caltrans Lease Area and Site Improvements Project, DP 8215, and direct staff to file a Notice of Exemption; and to authorize the General Manager to execute a professional services agreement with RBF Consulting in the amount of $60,000 for design of the CSOD Caltrans Lease Area Site Improvements Project, District Project No. 8215. Motion passed by unanimous vote of the Board. 9. APPROVAL OF MINUTES a. MINUTES OF FEBRUARY 16. 2006 It was moved by Member Hockett and seconded by Member Boneysteele to approve the minutes of February 16, 2006. Motion passed by unanimous vote of the Board. 10. BUDGET AND FINANCE a. RECEIVE THE 2005 ANNUAL REPORT OF THE DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE General Manager Charles Batts stated that the Deferred Compensation Plan Advisory Committee is submitting its 2005 Annual Report to the Board. The Committee was established by the Board to administer the Deferred Compensation Plan. In that role, the Committee reviews accountability of the three Deferred Comp Program administrators, issues a handbook, reviews emergency withdrawal requests, and makes recommendations to the Board, and reviews the investment performance of the Plan annually. The Annual Report includes detailed results of all the investment funds. Controller Debbie Ratcliff stated that investments in all three funds did well. The District has approximately $61 million of employee funds invested, and 218 employees currently participate in the program. It was moved by Member Boneysteele and seconded by Member Hockett to receive the Annual Report of the Deferred Compensation Plan Advisory Committee for 2005. Motion passed by unanimous vote of the Board. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 12. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Lucey requested that updates on the Alhambra Valley Trunk Sewer Project be presented at each Board Meeting and that residents be kept informed regarding the project. Book 54 - Page 124 Board Minutes of March 16, 2006 Member Hockett requested that an update or workshop be scheduled regarding the status of the new CSO facility. 13. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at 4:20 p.m. ~~)h11ft~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: ;;;JLi:v tJ ~ Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Book 54 - Page 125