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HomeMy WebLinkAboutBOARD MINUTES 04-13-06 MINUTES OF THE SPECIAL BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON APRIL 13, 2006 The District Board of the Central Contra Costa Sanitary District convened in a special meeting in the Board Room at the District Offices at 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on April 13, 2006. President Menesini called the meeting to order and requested that the Secretary call roll. I 1. ROLL CALL PRESENT: Members: Boneysteele, Hockett, Lucey, Menesini ABSENT: Members: Nejedly 2. PUBLIC COMMENTS None. 3. REPORTSMNNOUNCEMENTS a. General Manager Charles Batts announced the status of the Morello Bridges repair project and results of City of Martinez bid opening. He stated that The City of Martinez opened bids for the Morello Bridges Repair Project on April 11, 2006, and received three bids ranging from $447,856 to $572,100. The low bidder was JFC Construction. The Engineer's estimate for the work was $395,750, and the District's share of the construction cost is approximately $224,000. The position paper approving the Joint Powers Agreement with the City of Martinez estimated the District's share of the joint construction project at $200,000. The City is hoping to award the project at its April 19, 2006 Council meeting. In accordance with the JPA, a letter will be sent to the City giving the District's approval to proceed with the award. I b. President Menesini announced the upcoming LAFCO election on April 17, 2006. Board Members indicated support for voting for the Special District incumbents George Schmidt and Dwight Meadows. c. President Menesini announced the upcoming Environmental Alliance meeting on Monday April 17, 2006 regarding Post Katrina Water and Wastewater Utility Recovery Efforts in New Orleans. 4. CAPITAL PROJECTS BOARD WORKSHOP a. PROVIDE OVERVIEW OF THE FISCAL YEAR 2006-2007 DRAFT CAPITAL IMPROVEMENT BUDGET AND DRAFT 2006 TEN-YEAR CAPITAL IMPROVEMENT PLAN Mr. Batts introduced Ms. Ann E. Farrell, Director of Engineering, stating that she will present an overview of the Draft Capital Improvement Budget and Ten-Year Capital Improvement Plan. He stated that the District has an ambitious construction Capital Improvement Plan that will move forward deferred projects and capacity-related projects. He stated that Information Technology Administrator Mark Greenawalt will also give a brief overview of the current and proposed IT budget and projects for the upcoming fiscal year. I Ms. Farrell gave an overview of her presentation, stating that she will review historical program activity and accomplishments, review strategic technical issues and programs for 2006-07. Book 54 - Page 134 I I I Board Minutes of Apri/13, 2006 She stated that, last year, the District anticipated spending $27.7 million, but added that in November staff discussed expediting some projects due to additional revenue from the Dougherty Valley development. She stated that, later in the agenda, the Board will be asked to authorize supplemental allocations to achieve this objective. An additional authorization of $3.5 million for the Treatment Plant Program and $14 million for the Collection System Program will be requested. The 2006-07 expenditure recommendations are $34,752,000. She described efforts at cross-training Engineering and effective utilization of technology, which has improved efficiency and enabled the District to undertake additional projects without additions to staff. With regard to the O&M cash flow, there will be a negative variance of $7 million, caused by shifting sewer service charge into capital revenue. This shift will result in a positive variance in the capital program, even with increased expenditures. However, over the next six-year period, the District's goal will be to spend down the sewer construction fund to about $30 million. She stated that the strategic goals drive the projects, and one of those goals is to have no violations caused by inadequate infrastructure. Each aspect of the District's operations has been examined. In the Treatment Plant, the most vulnerable area is the Plant Control System. In Collection System the most vulnerable area was overflows due to collapsing pipes. With that in mind the Plant Control System is being updated and should be completed by December 2006. There are approximately 15,000 input/output points in the plant, and each one has to be connected to the computer system. Another strategic area is the pipe renovation program. In the last six years about five miles of pipe per year has been renovated. In the next 10 years the goal is to renovate 1 0 miles per year. Cleaning has had a positive impact on reducing the overflows. Wet weather capacity also has been reviewed and improvements to the UV capacity are scheduled by winter 2006, which will reduce the need to utilize the retention basins. COLLECTION SYSTEM PROGRAM Ms. Farrell reviewed the Collection System Program. The total Collection System Program expenditures are budgeted at $19,652,000. She described the North Orinda Renovations Phase I customer service survey and resulting feedback. She stated that 136 out of 484 surveys were returned, and 52% rated the service as Outstanding, 42% as Satisfactory, and 6% Unsatisfactory. Comments included praise for the crews, stating that they were polite and accommodating. Negative comments focused on traffic delays, litter, and patched paving. As an example of the types of issues encountered in the renovation program, Ms. Farrell described illegal encroachment issues at 9 Crane Court in Orinda. She showed a map of the property and the location of the sewer. She stated that the sanitary sewer was relocated outside of the easement for construction of the pool and that a new addition was constructed over a portion of the sanitary sewer. The relocation and the construction over the easement was not approved by the District. She described options for renovation, which include reconstruction, pipebursting, or construction of a new sewer. District staff is working with the property owner to develop an approach that will renovate the sewer and correct the illegal encroachment issues. She described the A-Line/Concord Joint Project, and the possible elimination of the Concord pumping station. Staff is in the process of working with the City of Concord on an agreement to include the abandonment of the Concord and the required intertie pipeline in the District A-Line project. The District is also planning to bring recycled water into the area as part of the project. Chevron, The Willows, Home Depot, the Hilton and Sheraton hotels all have landscaping water needs. A draft JPA with Concord has been prepared for a joint project and will be discussed with the City and brought back to the Board in the next month. Book 54 - Page 135 Board Minutes of Apri/13, 2006 TREATMENT PLANT PROGRAM I With regard to the Treatment Plant Program, certain projects will be awarded at the end of the fiscal year but the expenditures will be in the 2006-07 fiscal year. A supplemental authorization has been requested to fund these projects, which include the Ultraviolet Disinfection Expansion, Service Air Improvements and Chemical Feed Building Renovation. The total projected expenditures for 2006-07 are $9,691,000. RECYCLED WATER PROGRAM I Ms. Farrell stated that the program includes minor connections this year but more in the next fiscal year to fund the A-line extension. Projected expenditures total $390,000 for fiscal year 2006-07. GENERAL IMPROVEMENTS General improvements include the HOB HV AC and roof improvements, and the CSOD facility improvements, with projected expenditures of $5,019,000. Information Technology Development is also budgeted under General Improvements. Ms. Farrell introduced Mark Greenawalt, MIS Administrator, to provide the Board with an overview of the Information Technology Development budget. b. REVIEW DRAFT INFORMATION TECHNOLOGY DEVELOPMENT BUDGET FOR 2006-2007 Information Technology Administrator Mark Greenawalt provided an overview of the Information Technology (IT) Development Budget, which is broken into four sections- Current 2005-06; Proposed 2006-07 Budget; Future Projects; and Accomplishments. He stated that, for the 2005-06 budget, it is projected that $416,000 out of the budgeted $490,000 will have been spent on the Groupwise e-mail upgrade, the Multi Purpose Room presentation equipment, the replacement of the primary network server, the PC I replacement program, the network center upgrade, and Engineering Support fiber switch as well as other miscellaneous IT needs. Current projects still underway include installing a central network storage, implementation of laser check forms for Accounts Payable, upgrading of the mainsaver, internet and intranet development, and upgrade of the ~ungard HTE sewer billing system. He stated that the proposed 2006-07 budget of approximately $415,000 includes adding hand-held units fot the Household Hazardous Waste Facility, the PC replacement program, Engineering Support upgrades, Pumping Station SCADA laptops, training laptop replacements, an upgrade of the Accela software, an application for management of procurement cards, an upgrade of Microsoft Office software, an upgrade of the telephone management system, ongoing internet and intra net development, and miscellaneous hardware and software. Mr. Greenawalt responded to questions from Board Members regarding offsite storage, the Vista operating system, and compatibility/integration of existing systems. c. SUMMARY Ms. Farrell showed a chart of the CIB summary, estimated program expenditures, estimated carry-over from the prior fiscal year, and total proposed authorization I requested, which will be approximately $71 million for the capital program. This figure is higher than prior years because several projects will be awarded at end of FY 2006/07 that will carry over into the following year and because the expenditure level has been increased from prior years. Ms. Farrell explained that the Board has a continuing role in the Capital Program. Board approval is required for construction projects over $15,000, change orders over $50,000, consultant contracts over $50,000, and revisions to consultant contracts over 15 percent. Book 54 - Page 136 I I I Board Minutes of April 13, 2006 5. ENGINEERING a. APPROVE SUPPLEMENTAL AUTHORIZATIONS FROM THE SEWER CONSTRUCTION FUND OF $14,000.000 FOR THE COLLECTION SYSTEM PROGRAM AND $3,500.000 FOR THE TREATMENT PLANT PROGRAM OF THE 2005-06 CAPITAL IMPROVEMENT BUDGET (CIB) General Manager Charles Batts stated that this additional authorization was discussed in Ms. Farrell's presentation and authorizes the funds required to initiate several p'rojects in fiscal year 2005-06 that will be primarily constructed in fiscal year 2006-07. It was moved by Member Hockett and seconded by Member Boneysteele to authorize an additional $14,000,000 from the Sewer Construction Fund for the Collection System Program, and an additional $3,500,000 for the Treatment Plant Program of the 2005-06 Capital Improvement Budget (CIB). Motion passed by the following vote of the Board: AYES: NOES: ABSENT: Members: Members: Members: Boneysteele, Hockett, Lucey, Menesini None Nejedly 6. ADJOURNMENT There being no further business to come before the Board, President Hockett adjourned the meeting at the hour of 2:52 p.m. ~ ^, . 'N/~A_~' PreSident of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: g ~.&_o__ Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Book 54 - Page 137