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Home My WebLink AboutAGENDA BACKUP 06-03-99 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 1999 TyP8 of Action: APPROVE EASEMENT No.: 3.b. CONSENT CALENDAR Subject: APPROVE GRANT OF EASEMENT TO CITY OF MARTINEZ FOR FLOOD CONTROL PURPOSES Submitted By: Jay S. McCoy, Director of Engineering REVIEWED AND RECOMMEN:( ~OARD ACTION: ;L ///;t/ ~ K.Alm Initiating Dept./Div. : Engineering ISSUE: Tranfer of property rights requires Board approval. BACKGROUND: The City of Martinez plans to commence construction on the widening of Alhambra Creek later in 1999. CCCSD owns property across which the creek widening will take place. This property was transferred to CCCSD in 1968 in conjunction with CCCSD taking over the operation and maintenance of the City's sewer system. There are two, 20 inch diameter pressure pipes and one, 15 inch diameter gravity pipe located within this property. The City has two needs: 1 . Permission to access CCCSD's property to excavate the new channel and; 2. Long term easement rights to operate and maintain the portion of Alhambra Creek located on CCCSD's property. A Grant of Easement document has been prepared that will provide the City with the needed rights. The document also protects CCCSD from future liability and costs as a result of the creek work being done and the widened creek being located on CCCSD property. Restrictions will be included in the contract documents for the City's Project to protect CCCSD's existing pipelines. The widening of Alhambra Creek will benefit CCCSD by lessening the amount of flood waters which enter CCCSD's sanitary sewer system, significantly reducing the likelihood of permit violations. The granting of the easement to the City will further their project and benefit CCCSD by reducing overflows of sewage. RECOMMENDATION: Approve Grant of Easement to the City of Martinez for the widening of Alhambra Creek. 5/26/99 H:\WPDOCS\Jsm\PP Easement to Martinez.wpd Page 1 of 2 PROJECT LOCATION ~ N , ~~ VICINITY MAP MARTINEZ, CA ---- --- --- - -- --- --- --- CP rn :D :D rn ~ (j) ):> FUTURE ALHAMBRA CREEK ~ c: '" "! !2 o <0 ..... ex; ./ .r; <.> 2 o ./ <0 ..... ex; ./ en ,., en (5 <.> ./ .:>: Central Contra Costa Sanitary District ALHAMBRA CREEK WIDENING EASEMENT '" .... t: 0> 0> S!l .., , c:>- 0< "i::E e~ "'N re ored n neeri ort r EASEMENT AREA 15" GRAVITY _PIPE (2)-20" PRESSURE PIPES ~ N , o 60 ~-_-..... FEET ATTACHMENT 1 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 1999 No.: 3. b. CONSENT CAL ENDAR Type of Action: ACCEPT ANNEXATION FOR PROCESSING Subject: AUTHORIZATION FOR P.A. 99-12 (ORINDA) TO BE INCLUDED IN A FUTURE FORMAL ANNEXATION TO THE DISTRICT Submitted By: William Gregory, Real Property Specialist Initiating Dept./Div. : Engineering Dept./Environmental Services Division REVIEWE/1 AND RECOMME~DEfl FOR BOARD ACTION: e~~ ~~ ~# V W. Gregory C. Swanson I J. McCoy Parcel Owners/Address Lead No. Area Parcel No. & Acreage Remarks Agency 99-12 Orinda David & Corinne Existing house with a CCCSD (6984) Whittall failing septic system; 425 EI Toyonal must connect to the Orinda, CA 94563 public sewer system. 265-130-001 Project is exempt from 265-153-001,002 & CEOA. 003 (8.33 Ac. Total) Existing house with a Mervin Sahud failing septic system; 10 Vista Del Orinda must connect to the CCCSD Orinda, CA 94563 public sewer system. 265-153-015 Project is exempt from (0.57 Ac.) CEOA. RECOMMENDATION: Authorize P.A. 99-12 to be included in a future formal annexation. 5/24/99 U:\PPr\Auth.PA 99-12.PP.wpd Page 1 of 2 ------- ~ N , o !:::"" IlO '60 1 FEET PROPOSED ANNEXATION P.A.99-12 Page 2 of 2 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER BOIJrd MtHJting Date: June 3, 1999 Type of Action: SET PUBLIC HEARING Subject: ESTABLISH JULY 1, 1999, AT 2:00 P.M. AS THE DATE AND TIME FOR A PUBLIC HEARING ON ANNEXATION 145 AS AMENDED BY THE LOCAL AGENCY FORMATION COMMISSION (LAFCO) No.: 3. c. CONSENT CAL ENDAR Submitted By: William Gregory Initiating Dept./Div. : Engineering Dept./Environmental Services REVIEWED AND RECOMMEND71FOR BOARD ACTION: aJ~ 0J~~ 1/# W. Gregory C. Swanson /J. McCoy ISSUE: LAFCO has added properties to parcels 8 and 9 which are a part of District Annexation 145. A public hearing must be held before this District can order the annexation of these amended parcels. BACKGROUND: The above-referenced annexation was sent to LAFCO as required for the formal annexation process. LAFCO has amended the boundaries of parcels 8 and 9 as submitted by the District. LAFCO has added 9 separate properties to the District's original request in order to eliminate an island within the District's boundaries. District staff has actively sought the consent of the affected property owners and to date we have received 8 out of 9 signed petitions. As required by law, staff will notify all affected property owners 15 days prior to the public hearing. RECOMMENDATION: Set a public hearing date on July 1, 1999, at 2:00 p.m. for the annexation of the above-referenced territories as amended by LAFCO. 5/21/99 U:\PPr\Raposa\Set Public Hrng.WG.wpd Page 1 of 2 ~ = PREVIOUS ANNEXATION ~ _ II EXISTING CCCSD BOUNDARY __ 0: P~OPOSED ANNEXATION * 0: SIGNED PETITION ,.... ~ 0' ~ 100' ~ DISTRICT ANNEXATION 145, PARCELS 8 AND 9 HEARING TO CONSIDER PARCELS ADDED BY LAFCO Page 2 of 2 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 1999 No.: 3.d. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT/AUTHORIZE NOTICE OF COMPLETION Subject: ACCEPT CONTRACT WORK FOR THE TREATMENT PLANT LIGHT FIXTURE RETROFIT PROJECT (DP 6136), AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: James L. Belcher, Senior Engineer Initiating Dept./Div.: Plant Operations Department/Maintenance W'ij~ENOEO FOR BOARD ACTION, J. .."h" '# ISSUE: Construction has been completed on the Treatment Plant Light Fixture Retrofit Project, District Project 6136, and the work is now ready for acceptance. BACKGROUND: This project was part of the Success Sharing Oversight Committee recommendation to relamp all the fixtures at the Treatment Plant, including the Headquarters Office Building. (See Attachment 1.) This project will receive a rebate from Pacific Gas and Electric over five years, as well as reducing energy consumption and deferring future maintenance costs. The Board approved this project, in concept, on October 1, 1998. This project was not included in the Fiscal Year 1998-99 Capital Improvement Budget (CIB). The Board of Directors authorized the award of a construction contract for this work in the amount of $110,262 to Vista Universal, Inc., on March 4, 1999. The contractor was issued a Notice to Proceed effective April 1, 1999, with a required contract completion date of May 16, 1999. The District took beneficial use on May 14, 1999, with all work being completed on May 21, 1999. Thus, it is appropriate to accept the contract work at this time. The total authorized budget for this project is $155,000. An accounting of this project will be provided to the Board of Directors at close out. The project was completed on schedule and is projected to be on budget. The final costs and savings for this project will be provided to the Board of Directors by the Success Sharing Oversight Committee. The preliminary cost, rebate, and savings estimate are shown in Attachment 2. RECOMMENDATION: Accept contract work for the construction of the Treatment Plant Light Fixture Retrofit Project, District Project 6136, and authorize the filing of the Notice of Completion. 5/27/99 S:\Correspondence\POSPAPR\ 1999-00\6136.JLB. wpd Page 1 of 3 MAIN GATE J J J J J J J J J J J f II /I o PROJECT SITES Central Contra Costa ~ Sanitary District co o CT> CT> 5!! E>- '0 <C ~~ -0 N TREATMENT PLANT LIGHT FIXTURE RETROFIT PROJECT DISTRICT PROJECT 6136 PROJECT LOCATION ATTACHMENT 1 Page 2 of 3 Attachment 2 Success Sharing Program Treatment Plant Light Retrofit Project, DP 6136 A. Project Cost $155,000 B. PG&E Rebate -- Over Five Years 85,000 C. Annual Energy Savings 40,0001 1 Estimates on energy saving lamps and ballasts give a reduction in number of lamps without impacting lighting in work areas. s:\Correspondence\PosPapr\ 1999-00\Attachment1 DP6136 Page 3 of 3 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 1999 No.: 4.a. HEARINGS Type of Action: CONDUCT A CONTINUED PUBLIC HEARING; ADOPT ORDINANCE Subject: CONDUCT A CONTINUED PUBLIC HEARING TO RECEIVE COMMENTS ON AN ORDINANCE TO REVISE DISTRICT CODE CHAPTER 6.30 SCHEDULE OF RATES AND CHARGES FOR VARIOUS ENVIRONMENTAL AND DEVELOPMENT-RELATED SERVICES; ADOPT THE ORDINANCE Submitted By: Lesley Klein, Engineering Assistant Initiating Dept./Div. : Engineering/Environmental Services I:::~ND RECOMMENDE~OARD C;~N1t L. Klein J. M amoto-Mills C. Swanson ~)f l McCoy ISSUE: The District Code requires that a public hearing be held prior to the Board of Director's adoption of an ordinance to revise Chapter 6.30 Schedule of Rates and Charges, for various environmental and development-related services. The public hearing calendared for the May 20, 1999 Board Meeting was continued to this meeting. BACKGROUND: Chapter 6.30 of the District Code includes a schedule of rates and charges for environmental and development-related services provided to contractors, developers, waste haulers, and permitted industrial users. In accordance with past Board direction, these rates and charges were established to recover the District's direct and indirect labor costs, other operating expenses, and seventy-five percent (75 %) of the administrative overhead incurred in providing each service. This recommended approach ensures that those businesses and individuals who require specific services beyond those needed by the general ratepayers pay their share of the cost of each service provided. Currently, these rates and charges generate approximately $694,000 per year ($363,000 for the 0 & M Fund, and $331,000 for the Capital Improvements Fund), or about 1.3 percent of total District revenue. Keeping the rates and charges current with costs avoids the need to subsidize services through increased Sewer Service Charges. Staff reviews the rates and charges annually to assess whether cost escalation or service changes warrant any change in fees. With the exception of the Permit and Building Plan Review Fee (no change proposed), staff recommended revisions for fiscal year 1999- 2000, reflect an average increase of 9.6 percent based on: 1) 1999-2000 wage adjustments; 2) increased cost of benefits; and 3) the first of a two-year phased adjustment to implement an update of the administrative overhead rate, as recommended 5/27/99 T:\Admin\RateChg.Paper Il.pp.wpd Page 1 of 11 POSITION PAPER Board Meeting Date: June 3, 1999 Subject: CONDUCT A CONTINUED PUBLIC HEARING TO RECEIVE COMMENTS ON AN ORDINANCE TO REVISE DISTRICT CODE CHAPTER 6.30 SCHEDULE OF RATES AND CHARGES FOR VARIOUS ENVIRONMENTAL AND DEVELOPMENT-RELATED SERVICES; ADOPT THE ORDINANCE by the District's internal auditor in 1998. Each rate or charge has been rounded to even amounts, resulting in increases between 8.3 and 10.7 percent. If adopted, the additional revenue generated by these increases would total about $65,000 in 1999-2000 ($34,000 for the 0 & M Fund, and $31,000 for the Capital Improvements Fund), or about 0.1 percent of total District revenue. There were several alternatives examined by staff {including the recommended alternative} that the Board may want to consider. Five of these alternatives are presented below: Alternative % Increase Impact . No change 0.0 Forego recovery of increased costs in 1999-2000. . Eliminate recovery of administrative overhead 0.9 Change cost recovery philosophy, where only direct costs are recovered. . Staff recommendation, but with three year phase-in of overhead adjustment 8.7 Moderate subsidy of service by ratepayers for an additional year; minimizes impact to rates and charges customers. . Staff recommendation {two-year phase-in overhead adjustment} 9.6 Minimum subsidy of services by ratepayers; moderate impact on rates and charges customers. . Staff recommendation, but with entire overhead adjustment now 12.4 No subsidy of service; higher Impact on rates and charges customers. 5/27/99 T:\Admin\RateChg.Paper Il.pp.wpd Page 2 of 11 POSITION PAPER Board Meeting Date: June 3, 1999 Subject: CONDUCT A CONTINUED PUBLIC HEARING TO RECEIVE COMMENTS ON AN ORDINANCE TO REVISE DISTRICT CODE CHAPTER 6.30 SCHEDULE OF RATES AND CHARGES FOR VARIOUS ENVIRONMENTAL AND DEVELOPMENT-RELATED SERVICES; ADOPT THE ORDINANCE Notices of the public hearing were posted and published in the Contra Costa Times. In addition, the staff recommended schedule of rates and charges was distributed to representatives of the Home Builders Association of Northern California, the Engineering and Utilities Contractors' Association, the Associated Buildings and Contractors Golden Gate Chapter, and others who have requested notice of fee increase proposals. The increased effort to invite public comment was pursued to encourage impacted customers to provide input during the rate setting process. Attachment 1 presents a summary of responses solicited by staff in a telephone survey of those notified. The recommended revisions are presented in Attachment 2. In the opinion of District Counsel, these fees and charges are not property-related, therefore, the procedural requirements of Proposition 218 do not apply. RECOMMENDATION: Conduct a continued public hearing to receive comments regarding a proposed ordinance to revise District Code Chapter 6.30 Schedule of Rates and Charges, for various environmental and development-related services. Adopt the ordinance to revise Chapter 6.30 Schedule of Rates and Charges. 5/27/99 T:\Admin\RateChg.Paper Il.pp.wpd Page 3 of 11 > .0 "'C Q,) +-' t) :J "'C C o t) (/J Q,) Cl "- CO .c U "'C C CO (/J Q,) +-' CO a: .... 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HEARINGS Type of Action: CONDUCT PUBLIC HEARING, APPROVE CIB/CIP Subject: CONDUCT A PUBLIC HEARING ON THE DRAFT CAPITAL IMPROVEMENT BUDGET FOR 1999-2000 AND 2000-2001 AND THE DRAFT 1999 TEN-YEAR CAPITAL IMPROVEMENT PLAN, APPROVE THE 1999 CIP, AND APPROVE THE CIB FOR INCLUSION IN THE 1999-2000 DISTRICT BUDGET Submitted By: John J. Mercurio, Management Analyst Initiating Dept./Div.: Engineering/Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACT/OW ~~'UriO J. M .mot~::' ~~.n.." II)! fJ. McCoy ISSUE: The Board of Directors has established June 3, 1999, as the date for public hearing on the draft CIB for 1999-2000 and 2000-2001, and the 1999 Ten-Year CIP. Separate Board approval of the CIP and the CIB for inclusion in the 1999-2000 District Budget is requested. BACKGROUND: The CIP provides the basis for project prioritizing and scheduling, staffing, and long-range financial planning. The CIP also serves as the framework for capital fee decisions. The draft 1999 CIP covers the ten-year period from 1999-2000 through 2008- 09. The draft plan includes expenditures totaling $178.2 million (1999 dollars) over ten years. The CIB provides a detailed presentation of the schedules and cost estimates for projects proposed for the first two years of the ten-year planning period. It also provides for the Board's authorization of funds for 1999-2000 from the Sewer Construction Fund to the Treatment Plant, Collection System, General Improvements and Recycled Water Programs. A review draft CIB/CIP was submitted to the Board of Directors on April 1, 1999. A Board Workshop to discuss the review draft was held on April 12, 1999. It is appropriate for the Board to receive comments from the public prior to considering approval of the CIB/CIP. June 3, 1999, was established by the Board as the date for a public hearing to receive these comments, and appropriate notices have been posted and published. A revised draft incorporating corrections and changes discussed at the workshop was prepared and distributed to the Board under separate cover. Capital Budget Authorization Adoption of the CIB with the 1999-2000 District Budget will authorize an additional $44,972,000 from the Sewer Construction Fund for planning, design, and construction 5/27/99 Page 1 of 3 POSITION PAPER Board Meeting Date: June 3, 1999 Subject: CONDUCT A PUBLIC HEARING ON THE DRAFT CAPITAL IMPROVEMENT BUDGET FOR 1999-2000 AND 2000-2001 AND THE DRAFT 1999 TEN-YEAR CAPITAL IMPROVEMENT PLAN, APPROVE THE 1999 CIP, AND APPROVE THE CIB FOR INCLUSION IN THE 1999-2000 DISTRICT BUDGET of capital improvement projects in the Treatment Plant, Collection System, General Improvements and Recycled Water Programs. In addition to the new funding authorization, a carry-over of approximately $22,565,000 from Board authorizations in previous years is anticipated, resulting in a total Fiscal Year 1998-99 authorized funding level of $67,537,000. The distribution of the funding authorization to the four capital improvement programs is shown on Attachment 1. Ten-Year Capital Plan In order to accommodate the cash-flow needs resulting from the timing of required expenditures versus the receipt of revenues, the Sewer Construction Fund is currently managed to have a prudent reserve of 75 percent of the following year's anticipated project expenditures plus 100 percent of debt retirement service at the end of each fiscal year (June 30). The draft 1999 CIP includes $47.1 million (1999 dollars) for Treatment Plant projects (26% of total expenditures), $115.7 million for Collection System projects (65% of total expenditures), $10.2 million for General Improvements projects (6% of total expenditures), and $5.0 million for Recycled Water projects (3 % of total expenditures) over the next ten years. The District's practice of allocating a portion of the annual Sewer Service Charge for capital facilities upgrade and replacement was first instituted in 1992-93 at $5 per Residential Unit Equivalent (RUE). This component was increased to $25/RUE in 1993-94, to $28/RUE in 1994-95, and to $31 /RUE in FY 1995-96. This component is proposed to be continued at $31 /RUE without an adjustment in 1999-2000. Staff has evaluated the CIB/CIP and concluded that they are exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 17.3, since they are planning studies. Board of Directors' approval of the budget and plan will establish their independent finding that these documents are exempt from CEQA. RECOMMENDATION: Conduct a public hearing to receive comments on the CIB/CIP. Approve the draft 1999 CIP. Approve the CIB for inclusion in the 1999-2000 District Budget. 5/27/99 Page 2 of 3 ATTACHMENT 1 CAPITAL IMPROVEMENT BUDGET SUMMARY FY 1999-2000 Carry Over Additional Total Program From Authorization Proposed FY 1998-99 Requested Authorization Treatment Plant 9,232,000 16,333,000 25,565,000 Collection System 11,686,000 26,659,000 38,345,000 General Improvements 1,135,000 1,088,000 2,223,000 Recycled Water 512,000 892,000 1,404,000 Total FY 1999-2000 22,565,000 44,972,000 67,537,000 5/27/99 Page 3 of 3 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 1999 No.: 4.c. HEARINGS Type of Action: CONDUCT PUBLIC HEARING Subject: CONDUCT PUBLIC HEARINGS TO RECEIVE PUBLIC COMMENT ON THE 1999- 2000 OPERATIONS AND MAINTENANCE BUDGET AND THE SELF-INSURANCE FUND BUDGET AND ON PLACING THE SEWER SERVICE CHARGES ON THE COUNTY TAX ROLL FOR COLLECTION Submitted By: DEBBIE RATCLIFF, CONTROLLER Initiating Dept./Div. : ADMINISTRATIVE/FINANCE & ACCOUNTING REVIEWED AND RECOMM~.N FOR BOARD ACTION: ~ , D. Ratcliff san ISSUE: The District Codes and State law require holding Public Hearings to place the Sewer Service Charges on the County tax roll for collection. BACKGROUND: The 1999-2000 Operations and Maintenance (O&M) Budget was submitted for review at the May 20, 1999 Board Meeting. A detailed presentation was made to the Board at that meeting, and a copy of the overheads that were used is attached. (See Attachment I.) Staff received guidance from the Board at the February 18, 1999 Board Meeting to calculate the budget revenue on the basis of holding the Sewer Service Charge constant at the current rate of $188 for the 1999-2000 Budget, allocating $157 to fund O&M expenses, and $31 to the Sewer Construction Fund to help defray capital expenditures. Notice of the June 3, 1999 Public Hearing to consider collection of the 1999-2000 Sewer Service Charges on the County tax roll was duly given. It is recommended that two separate hearings be held to consider the matters described. Hearing to receive public comment on the 1999-2000 Operations and Maintenance (O&M) Budget and Self-Insurance Fund Budget: The 1999-2000 O&M Budget and Self-Insurance Fund Budget were submitted to the Board of Directors for initial review at the May 20, 1999 Board Meeting and the April 1, 1999 Board Meeting respectively and are scheduled for approval at the June 3, 1999 Board Meeting. The Board established the Sewer Service Charge to remain at $188 at the February 18, 1999 meeting. S:\ADMIN\POSPA PER\O&MSELF99-00. wpd Page 1 of 18 . ----~-~_._~---,--_.,._,-_._.._-_...._-~--~._----------~.__..,._~..._-----"-~-----_._-_.~--,--_._-- POSITION PAPER Board Meeting Date: June 3, 1999 Subject: CONDUCT PUBLIC HEARINGS TO RECEIVE PUBLIC COMMENT ON THE 1999- 2000 OPERATIONS AND MAINTENANCE BUDGET AND THE SELF-INSURANCE FUND BUDGET AND ON PLACING THE SEWER SERVICE CHARGES ON THE COUNTY TAX ROLL FOR COLLECTION Hearing to consider collection of the 1999-2000 Sewer Service Charges on the County tax roll: The law requires that a Public Hearing be held each year before the Sewer Service Charge can be placed on the County tax roll. The Sewer Service Charge has been collected on the County tax roll since inception of the service charge in 1976. Collection on the tax roll provides the most economical and efficient means for the District to collect the charges for approximately 99,500 accounts. Effective with the 1982-1983 fiscal year, Contra Costa County imposed a fee for collecting the Sewer Service Charge on the tax roll. The County fee, which approximates $85,000 annually, is still more economical than the alternative of direct billing by the District. RECOMMENDATION: Conduct two separate Public Hearings and upon their respective conclusions, take the following actions, if considered appropriate: . Approve the 1999-2000 Operations and Maintenance Budget and Self-Insurance Fund Budget. . Approve a resolution authorizing collection of the 1999-2000 Sewer Service Charges on the County tax roll. Page 2 of 18 S: \A D M IN\POSPA PER\O&MSELF99-00. wpd ,_~_,,'___~__.'.___~___..'_"'____'''___'_'.'_'_''''____.._..__~....__,,_~..__._.___...___,.__"__.._._._~_._._".______"'_.___~____..._...H_~__ ___~______~ ATTACHMENT 1 Central Contra Costa Sanitary District o & M REVENUES, EXPENSES, AND RESERVES FISCAL YEARS 1997-98 THROUGH 1999-2000 (000 Omitted) 1997-98 Actual Current 1998-99 Projected Revenues: Sewer Service Charge $ 22,475 $22,811 City of Concord 4,694 4,895 Other 2,353 3,271 Total Revenues $29.522 $30,977 Expenses: Total Net Expenses $.29Jm8 $.3.:1.969 Fund Balance-Beginning of Year $ 7,551 $ 7,265 Revenues Over Expenses (286) (992) Fund Balance - End of Year $ 7.265 $ 6.273 Sewer Service Charge Rate $ 188 $ 188 Sewer Service Equivalent S:\BUDGET\ 1 998-99\O&MRERES.OH. wpd 1999-00 Budgm $22,923 5,450 3,245 $ 31.Jil.8 $3.3Jm.3 $ 6,273 (2,235) $ AJl3.8 $ 188 146,000 page 3 of 18 Central Contra Costa Sanitary District OPERATING AND MAINTENANCE 1998-99 BUDGET COMPARED TO 1999-2000 BUDGET 1998-99 Budget 1999-00 Budget % Jncrease Revenue $31,168,200 $31,618,200 1.4% Expenses $32,827,029 $33,853, 178 3.1% Revenue over Expenses /$1,658.7691 J$2.234.978} Fund Balance 6/30/00 $4,038,000 Page 4 of 18 ADS\H:\budincreases. wod w._.____...~_.________~'.._______,_,__,.,.,__...__".__.~..,.---"_.,,.._...__...~._-_._,-" "..._-"~-"_.,,,,.__.._--,-_._--~--_.~-------~-'--_. ..-.~.._--~------ Central Contra Costa Sanitary District KEY LABOR COSTS (000 Omitted) 1998-99 Budget 1999-00 Budget Increase {Decrease ). Salaries & Wages $14,748 $15,314 566 Retirement 2,999 3,034 35 Medical Insurance 1 ,465 1 ,806 341 Dental Insurance 384 437 53 Capitalized Adm. Overhead (1,164) (1,229) (65) All Other -LZ56 --L829 73 TOTAL LABOR COSTS $20.188.tzLjJU ~ ,003 Page 5 of 18 ADS\S:\BUDGET\ 1998-99\Keylabor .OH.wpd KEY INCREASES 1998-1999 BUDGET TO 1999-2000 BUDGET Dollar Jncrease % Jncrease 1998-1999 BUDGET $32,827,000 SALARIES 567,000 3.8 BENEFITS 436,000 8.0 UTiliTIES 97,000 3.8 TECHNICAL SERVICES 205,301 13.4 SELF INSURANCE 50,000 50.0 IPM GRANT 110,000 o ..:>' MATERIALS AND SUPPLIES 52,000 4.9 ALL OTHER (SAVINGS) 149.L..3.O.1J (6.7) 1999-2000 BUDGET $33,853,000 3.1 Page 6 of 18 S:\BUDGEn 1998-99\98&99BUDGETBREAKDOWN".wpd Central Contra Costa Sanitary District Comparison of Budgeted O&M Expenses Fiscal Year 1998-99 and 1999-2000 (000 Omitted) Department 1998-99 Budget 1999-00 Budget Increase < Decrease> Amount %. Administrative $ 6,467 $ 7,067 $ 600 9.3% Engineering 6,810 6,655 (155) (2.3) Collection Systems ops. 4,518 4,599 81 1.8 Plant Operations 13,714 14,17-0 456 3.3 Pumping Stations -L318 -L.3.62 ~ 3.3 Total $32.827 . $33..853 !.:L026 3.1% S:\BUDGET\ 1 998-99\O&MCOMP.OH.wpd Page 7 of 18 . .. Proposed O&M Budget ADMINISTRATIVE DEPARTMENT 1999-2000 98/99 Budget 99/00 Proposed Budget Increase % $6,466,621 $7,066,627 $600,006 9.28 Page 8 of 18 ~_~,~_,_",_.~_...__w."".._.__._~_..__..,__,__._,_,_______.__~__,.__~___._,.__,.,.._.,,_.__.___~_~_...___...,--..----..,-~ -,..------~--,--~--.-~ . . Program Savings ADMINISTRATIVE DEPARTMENT 1999-2000 Budget Reductions/Cuts - Outside Repairs for HOB - Reduction in Chemical Workers Examinations - Public information for the Pollution Prevention Program - Election Expenses Not Budgeted - All other accounts TOTAL ($ 5,500) ($ 7,900) ($ 8,600) ($65,000) !$ 9.000). ($96,000) Page 9 of 18 ..._______...,_._,.,.~_.____.._..___~_...____.~__."'.__."_.,___'__'_.Mm..___'____,_~_.,__."......_._....__,,_,.__.__"____~____.".,...___.,_~__...__ ...-....----...----.....,--,.--..-.-..-.. ------.~~-..~.~-----_._.,--_.-._-_.-----.-^----... O&M Programs ADMINISTRATIVE DEPARTMENT 1999-2000 Program Proposed Budget 99/00 to Budget 98/99 · Salaries, Wages and Benefits: - Salary Changes for New and Filled.. Positions and General Increases: - Benefit cost increases, including all Retireees $218,100 Total · Professional and Legal Services: - Anticipated increase in legal fees for the coming M.O.U. negotiations 293,000 $511.100 $19,000 · Outside Services: - Salary survey expense in Human Resources per Local #1 M.O.U. $17,100 Page 10 of 18 O&M ,Programs (continued) ADMINISTRATIVE DEPARTMENT 1999-2000 Proposed Budget 99/00 to Budget 98/99 Program · Self.lnsurance: -Increased Funding of the Self-Insurance Fund from O&M · Other Expenses: - Claims Expenses for settlement of small sewage overflow and other claims - IPM Grant Expenses for materials and services (Revenue from the Grant is reflected in a revenue account) · All Other Accounts: TOTAL $ 50,000 $ 20,000 $40,000 . $ 38.800 $696,000 Page 11 of 18 Proposed O&M Budget ADMINISTRATIVE DEPARTMENT 1999-2000 98/99 Budget 99/00 Proposed Budget Increase % $6,466,621 $7,066,627 $600,006 9.28 Page 12 of 18 _._------_._-~--,--"._--,----._--"---~-----'-----------".,",-,,--_._._~----_'_---- Proposed O&M Budget ENGINEERING DEPARTMENT 1999-2000 1998-99 Budget 1999-00 Proposed Budget Decrease % $6,810,366 $6,655,143 $155,223 2.28 Page 13 of 18 Cost Comparison Budget to Budget ENGINEERING DEPARTMENT 1999-2000 Salaries & Wages - MGT. & Non MGT. · Cost of Uving Increase · Reclassifications · New Hires Proposed 99/00 Budget to 98/99 Budget $190,919 Benefits 56,701 · Increased Cost of Benefits · New Hires Hauling & Disposal · Less HHW Disposal <271,775> Materials and Supplies · Less HHW Supplies · Reduced Mapping Expenses <25,034> Interest Expense · Reduced Interest on Bonds Due to Refinancing <98,920> All Other <7.114> <~155.223> Page 14 of 18 Proposed O&M Budget COLLECTION SYSTEM OPERATIONS DEPARTMENT 1999-2000 98-99 Budget 99-00 Proposed Budget Increase % $4,518,126 $4,599,234 $81,108 1.8 Page 15 of 18 Cost Savings and Increased Cost COLLECTION SYSTEM OPERATIONS DEPARTMENT 1999-2000 Elimination of 1 Position Underfilling 1 Vacant Position Stockpiling Excavated Material at CSO Yard Claim Costs Transferred to Administration Savings Subtotal District Labor and Benefits Temporary Labor for Repair Backlog Repairs Associated with Add'l Construction Increases Subtotal Net Increase $ 95,000 58,000 30,000 20,000 $203,000 136,000 111 ,000 37,000 $284,000 $ 81,000 Page 16 of 18 Proposed O&M Budget PLANT OPERATIONS DEPARTMENT 1999-2000 1998-99 Budget $15,031,916 1999-00 Proposed Budget $15,532,174 Increase % $500,258 3.3 Page 17 of 18 O&M Programs PLANT OPERATIONS DEPARTMENT 1999-2000 Program Proposed 99/00 Budget to 98/99 Budget General and Inflationary Increases: · Salary and Wages · Benefits Chemicals Utilities · Natural Gas, Land Fill Gas, Electricity and Water Maintenance & Repairs Hauling & Disposal Outside Services (Technical Services) Materials & Supply Other 99/00 Budget $184,004 79,092 15,000 81,053 19,219 (32,500) 48,180 76,549 29,661 $500,258 $15,532,174 Page 18 of 18 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 1999 Type of Action: AUTHORIZE AWARD No.: 6.a. BIDS AND AWARDS Subject: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO ALBA Y CONSTRUCTION COMPANY FORTHE RECYCLED WATER PROJECT-HIGH TURBIDITY WATER DIVERSION, DISTRICT PROJECT 7162A Submitted By: Ba T. Than, Associate Engineer Initiating Dept./Div. : Engineering Department/Capital Projects Division --m- B. Than l~ W. Brennan 1/# I J. McCoy REVIEWED AND RECOMMENDED FOR BOARD ACTION: , ISSUE: On April 20, 1999, sealed bids were received and opened for construction of the Recycled Water Project - High Turbidity Water Diversion, District Project No. 7162A. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. BACKGROUND: In the second quarter of 1998, the Recycled Water Project - Treatment Plant and Distribution Facilities was completed and was put into operation. During the initial operation of these facilities, it was recognized that a new system was needed to better redirect filtered water that did not meet the recycled water specifications to the headworks or to re-filtration. The most likely cause of the water not meeting the specifications is high turbidity which is a measure of the solids present in the water. Distributing recycled water with a turbidity limit exceeding the regulatory allowance is a violation of the District's permit. The Disinfection Facilities Improvements Project replaced chlorine with high intensity ultraviolet lights as a new disinfection method. These disinfection facilities became operational in the second quarter of 1997. One element of the Modifications to Accommodate UV Disinfection Project (as described beginning on Page TP-61 in the 1998-99 Capital Improvements Budget) was accelerated and merged into the Recycled Water Project - High Turbidity Water Diversion Project. This critical element dealt with the modifications of the discharge ends of the UV basins to correct a hydraulic bottleneck. Other portions of the Modifications to Accommodate UV Disinfection Project, District Project No. 6130, are currently under design and will be constructed in the future. The merger of this critical element of the Modifications to Accommodate UV Disinfection Project into the Recycled Water Project - High Turbidity Water Diversion will result in cost savings in the contract bid price and construction, and accelerate the construction schedule to correct a hydraulic deficiency. The general scope of work for the combined project consists of piping modifications to redirect the recycled water not meeting 5/27/99 L:\Position Papers\BTHAN\ 7162AAward. wpd Page 1 of 5 POSITION PAPER Board Meeting Date: June 3, 1999 Subject: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO ALBAY CONSTRUCTION COMPANY FOR THE RECYCLED WATER PROJECT-HIGH TURBIDITY WATER DIVERSION, DISTRICT PROJECT 7162A specification and structural modifications of the UV disinfection basins (see Attachment 1 for project location). The design of this project was a combined effort of District staff and Montgomery Watson. The Engineer's prebid estimate for construction was $343,000. The project was advertised on March 31 and April 6,1999. Four (4) bids ranging from $250,314 to $287,000 were received and publicly opened on April 20, 1999. A summary of these bids is shown in Attachment 2. The Capital Projects Division conducted a technical and commercial evaluation of these bids and has determined that Albay Construction Company is the lowest responsible bidder with a bid amount of $250,314. District staff will administer the construction management function for the construction contract. The construction inspection services will be provided by a consultant inspector, since District staff is not presently available. A budget of $34,000 has been allocated for construction inspection services by a firm which has not yet been selected. Staff recommends retaining Montgomery Watson to provide construction support services for the construction of this project because Montgomery Watson prepared the plans and technical specifications. Construction support services include shop drawing reviews, preparation of design clarifications, and office engineering. Staff negotiated an agreement with Montgomery Watson for $18,000. The allocation of funds required to complete this combined project, as shown in Attachment 3, is $285,000. The funds will be allocated from the Modifications to Accommodate UV Disinfection Project (Pages TP-61 through TP-62 in the 1998-99 Capital Improvement Budget). Staff has conducted a cash flow evaluation of the Sewer Construction Fund and concluded that adequate funds are available for this project. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 18.2, since this involves minor alterations to existing sewage facilities with no increase in capacity. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDATIONS: Authorize award of a construction contract in the amount of $250,314 for construction of the Recycled Water Project - High Turbidity Water Diversion, DP 7162A, to Albay Construction Company, the lowest responsible bidder. 5/27/99 L:\Position Papers\BTHAN\ 7162AAward. wpd Page 2 of 5 ~ N , 0 500 I FEET ~ ~T-: ~t "f-.;.>. o Central Contra Costa Sanitary District RECYCLED VVATER PROJECT HIGH TURBIDITY VVATER DIVERSION DISTRICT PROJECT 7162A PROJECT LOCATION ATTACHMENT 1 CPD\L:\PositionPapers/MAPS/71 62A. wpd Page 3 of 5 ATTACHMENT 2 Central Contra Costa Sanitary District SUMMARY OF BID PROJECT NO.: 7162A DATE: APRIL 20. 1999 PROJECT NAME: RECYCLED WATER - HIGH TURBIDITY WATER DIVERSION LOCATION: MARTINEZ. CALIFORNIA ENGINEER EST.: $ 343.000 No. BIDDER BID PRICE (Name & address) 1 Albay Construction Co. 250,314 865 Howe Road Martinez, CA 94553 2 Pacific Mechanical Corporation 274,000 2501 Annalisa Drive Concord, CA 94524 3 D. W. Nicholson Corporation 280,000 24747 Clawiter Road Hayward, CA 94540 4 Monterey Mechanical Co. 287,000 8275 San Leandro Street Oakland, CA 94621 BIDS OPENED BY Isl Ken F. Laverty DATE April 20. 1999 SHEET NO.----1-0F l 5/27/99 L:\Position Papers\BTHAN\ 7162AAward. wpd Page 4 of 5 ATTACHMENT 3 RECYCLED WATER PROJECT - HIGH TURBIDITY WATER DIVERSION DISTRICT PROJECT 7162A POST -BID/PRECONSTRUCTION ESTIMATE ITEM DESCRIPTION ESTIMATE COST ($) PERCENT OF ESTIMA TED CONSTRUCTION COST CONSTRUCTION a. Construction Contract b. Contingency at 20 percent c. PLC Programming TOTAL CONSTRUCTION CONSTRUCTION MANAGEMENT a. District Forces - Construction Management Contract Administration Project Engineering Plant Operations Department Engineering Support/Survey $250,314 49,686 10,000 310,000 1 00.00 SUBTOTAL 18,500 8,500 9,000 10,000 1 ,000 47,000 15.16 b. Consultants Construction Inspection Services Construction Support Services Legal REMAINING FUNDS (from Recycled Water Project-Treatment Plant and Distribution Facilities, DP 7162) ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT 34,000 18,000 1,000 53,000 100,000 410.000 < 125,000> 17.10 32.26 132.26 SUBTOTAL TOTAL CONSTRUCTION MANAGEMENT TOTAL CONSTRUCTION PHASE COST $285.000 5/27/99 l:\Position Papers\BTHAN\7162AAward.wpd Page 5 of 5 ______,___._.M__"......._______._...,.,_,.~..__.,...._."..-.-.........- ...' --------,..----..-...--...." ,----.-.-----~"._--,-.<._~--..-_...__._--'-- Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 1999 No.: 8. a. COLLECTION SYSTEMS Type of Action: APPROVE AGREEMENT Subject: AUTHORIZE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH DELTA DIABLO SANITATION DISTRICT REGARDING THE SEASONAL USE OF COLLECTION SYSTEM MAINTENANCE PERSONNEL Submitted By: John Larson, Director of Collection System Operations Initiating Dept./Div.: Collection System Operations REVIEWED AND RECOMMENDED FOR BOARD ACTION: ISSUE: Agreements with other agencies require Board of Directors approval. BACKGROUND: The Collection System Operations Department (CSOD) has a backlog of underground construction that should be addressed during the 1999 summer construction season. The 1999/00 Personnel Budget includes four temporary employees within CSOD to provide labor to address the underground construction backlog. A meeting was held with Delta Diablo Sanitation District (DDSD) in January 1999 to explore opportunities for partnering and mutual support. DDSD indicated that it had collection system maintenance personnel that were available due to the recent loss of their maintenance responsibilities at Discovery Bay. Under the proposed agreement DDSD would provide the services of up to two collection system maintenance workers to work with CCCSD crews for the period June through November 1999. They would work with CCCSD workers on the collection system maintenance crews freeing up other CCCSD employees to work on underground construction. The collection system workers will remain employees of DDSD. CCCSD will reimburse DDSD for its direct salary costs plus seventy percent (70%) overhead for actual hours worked; the total cost of the agreement will not exceed $100,000. Either party may cancel with thirty day written notice. DDSD will provide Worker's Compensation Insurance for its employees. CCCSD will be liable for work-related claims arising out of any acts performed by the DDSD employees during this work assignment at the District. The proposed Agreement was reviewed by the Board Personnel Committee at their meeting on May 25, 1999. W:\WP\DDSDJAL.PP Page 1 of 7 POSITION PAPER Board Meeting Date: June 3, 1999 Subject: AUTHORIZE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH DELTA DIABLO SANITATION DISTRICT REGARDING THE SEASONAL USE OF COLLECTION SYSTEM MAINTENANCE PERSONNEL RECOMMENDATION: Authorize General Manager to execute an Agreement with Delta Diablo Sanitation District Regarding the Seasonal Use of Collection System Maintenance Personnel at a cost not to exceed $100,000. 5/21/99 W:\WP\DDSDJAL.PP Page 2 of 7 AGREEMENT BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT AND DEL TA DIABLO SANITATION DISTRICT REGARDING SEASONAL USE OF COLLECTION SYSTEM MAINTENANCE PERSONNEL This Agreement is entered into between Central Contra Costa Sanitary District ("CCCSD") and Delta Diablo Sanitation District ("DDSD") on June 4, 1999. Basis of Agreement A. CCCSD is able to utilize the services of up to four (4) qualified people to assist in the maintenance of its wastewater collection system for the annual construction season (June 1 through November 30, 1999). B. DDSD has in its employment qualified personnel available to provide up to two (2) Collection System Maintenance Crew Members for the period June 1, 1999 through November 30, 1999, due to the loss of a portion of its collection system maintenance work. Princioles of Agreement: 1. Term of Agreement: June 1, 1999 through December 20, 1999. 2. Cancellation: This initial agreement is considered to be a pilot for possible future agreements. Either party may terminate this Agreement unilaterally at any time subject to thirty (30) days written notification to the other party. It may be terminated immediately and without prior written notice upon the mutual agreement of the parties. 3. DDSD will provide the full-time services of up to two (2) Collection System Maintenance Crew Members ("Crew Members"). Crew Members at all times will remain the employees of DDSD. The terms of the DDSD Memorandum of Understanding ("DDSD MOU") will govern the terms and conditions of their employment. DDSD Management will initiate any disciplinary actions required. 4. Crew Members will work on CCCSD crews under the direction of CCCSD Crew leaders and Maintenance Supervisors. Crew Members will be assigned to work on hydroflush, rodding (power and hand), and CCTV crews. Crew Members may Page 3 of 7 704061.1 be assigned to standby and/or "On Call." The CCCSD rules of the workplace will apply to the extent that they are not in conflict with the DDSD MOU. 5. CCCSD will reimburse DDSD for the cost of the Crew Members on an hourly basis for actual hours worked. The cost to CCCSD will be direct salary plus seventy percent (70%) overhead. The overhead includes employee benefits, leave, Workers' Compensation Insurance, and administration. DDSD will invoice CCCSD each month. The estimated maximum value of this Agreement is One Hundred Thousand Dollars ($100,000.00). 6. During the term of this Agreement, CCCSD will have no responsibility for the operation and maintenance of the DDSD Bay Point collection system. In the event of the need for unplanned work or an emergency situation, CCCSD agrees to provide assistance during the period of this Agreement. DDSD will reimburse CCCSD for the actual cost of any assistance it provides. 7. The Crew Members will report for work at the CCCSD Collection System Yard, 1250 Springbrook Road, Walnut Creek, prior to the start of work each day. The works hours will be 6:30 a.m. until 3:00 p.m., Monday through Friday through October 20, 1999, and 7:00 a.m. to 3:30 p.m., for the remainder of the term of the Agreement. 8. CCCSD will provide equipment, tools, uniforms, personal protective equipment (except steel toe safety shoes), lockers, and shower facilities. CCCSD will assist Crew Members in obtaining additional qualifications on their Commercial Driver's Licenses (e.g., endorsements). DDSD will continue the actions required to meet the requirements for Crew Members Commercial Driver's Licenses including record- keeping and random drug and alcohol testing. DDSD will provide a current copy of Crew Member's driving record (DMV Printout). DDSD wilprovide to CCCSD any documents required by the State of California with respect to the Commercial Driver's Program. 9. CCCSD will provide input to DDSD on' Crew Member Performance Appraisals. CCCSD will notify DDSD of any situation in which their performance failed to meet standards and will notify DDSD if any further performance management (e.g., discipline) is required. 10. Crew Members will be included in the CCCSD Safety Program. Crew Members will be required to observe and comply with all CCCSD Workplace Safety Rules and Regulations. Crew Members will participate in any general training provided by CCCSD for its collection system employees during the period of this Agreement. Page 4 of 7 704061.1 11 . DDSD will continue to be the employer of employees assigned to CCCSD under the terms of this Agreement and will continue to provide workers' compensation insurance coverage for such Crew Members. All claims related to work-related injuries for these Crew Members will be assumed by DDSD. The Crew Members will execute the form attached to this Agreement prior to reporting to CCCSD for work. 12. DDSD agrees to indemnify, defend and hold harmless CCCSD and its officers, agents and employees from and against any and all claims brought by the Crew Members, other DDSD employees, or other organizations on behalf of DDSD employees against CCCSD arising out of this work assignment, or arising from any disciplinary action or other employment action taken by DDSD. The sole exception to this indemnification is that it does not apply where employment actions are taken by DDSD in reliance upon representations by CCCSD, or its officers or agents, that are willfully false. 13. CCCSD agrees to indemnify, defend and hold harmless DDSD and its officers, agents and employees from and against any and all liability claims, including, but not limited to, auto and non-auto bodily injury, personal injury, and property damage claims, which arise out of any acts performed by the Crew Members relating to work assignments under this Agreement. Their obligation to indemnify shall not include claims arising out of the activities of these Crew Members, including but not limited to willful misconduct, which are not within the course and scope of the work provided for by this Agreement. 14. DDSD and CCCSD shall each maintain, during the term of this Agreement, General Comprehensive Liability Insurance. Additionally, CCCSD shall also maintain vehicular/automobile liability coverage for Crew Members in policy forms and amounts acceptable to each party. Each party shall obtain endorsements naming the other party as an additional insured for the activities under this Agreement. Each Party shall also obtain and provide a Waiver of Subrogation in favor of the other party with regard to the policies referenced in this section. 15. DDSD will maintain Worker's Compensation Coverage in the amount of $10,000,000 and Employer's Liability c.overage in the amount of $1,000,000. DDSD may self insure this coverage pursuant to the rules set forth in the State of California. DDSD will provide CCCSD with evidence of coverage. DDSD will provide a Waiver of Subrogation in favor of CCCSD with regard to the Worker's Compensation Coverage. 16. Each of the parties agrees to cooperate with the other throughout the term of this Agreement. 17. In the event of an unresolved dispute between CCCSD and DDSD relating to any of the obligations that may arise from the Agreement as set forth herein, the parties agree that it will be submitted to mediation upon written request by Page 5 of 7 704061.1 either of the parties. The cost of mediation, including mediator, court reporter, and related fees, will be shared equally by the parties. 18. This Agreement embodies the entire agreement and understanding between the parties relative to the subject matter hereof, and supersedes all prior agreements and understandings related to the relationship described herein. 19. Except as otherwise provided to the contrary, this Agreement shall be binding and inure to the benefit of the parties and their respective successors, assigns, and personal representatives; provided, however, that neither party may assign its rights or obligations without prior written consent of the other party. 20. All notices, requests and other communications shall be given in writing and deemed to have been duly given or served if personally delivered, or sent by first class mail to the party at the address as provided below, or to such other address as each party may hereafter designate by written notice to the other party: A. John Larson Director of Collection System Operations 5019 Imhoff Place Martinez, CA 94553 B. Kerry Yoshitomi Field Operations Manager Delta Diablo Sanitation District 2500 Pitts burg Antioch Highway Antioch, CA 94509 21. This Agreement shall not be modified or amended except by written instrument sighed by the parties. Dated General Manager Central Contra Costa Sanitary District Dated General Manager Delta Diablo Sanitation District Page 6 of 7 704061.1 ------_._----"---_.__._--_...>-~"._~.__.._-~_..__._-----"..,..-....,....,----......---.---....----,,",---..-...-..--.--.-----,-.---.. . TERMS OF ASSIGNMENT I, , acknowledge that I have been notified of the following terms of my assignment to the Central Contra Costa Sanitary District ("CCCSD") on a temporary basis: During the term of this assignment, I understand that I will continue to be an employee of the Delta Diablo Sanitation District ("DDSD") and that the terms of the DDSD Memorandum of Understanding will apply. I understand that while on assignment to CCCSD I am expected to comply with the workplace rules of CCCSD with respect to my work activities. I understand that this is a temporary assignment which is scheduled to end no later than November 3D, 1999. I further understand that either DDSD or CCCSD may terminate this assignment by mutual agreement and that either CCCSD or DDSD may terminate this assignment unilaterally upon 30 days' notice. Date Signature Page 7 of 7 701627.1 Delta Diablo Sanitation District TO: JOHN LARSON CCCSD 5019 IMHOFF PLACE MARTINEZ CA 94553 SUBJECT: GR EKtJS{J, NAL U E OF COLLEC SYSTEM MAINTENANCE PERSONNEL rdUl --f Ii;):."') ~ ... OFFICE AND TREATMENT PLANT: 2500 PITTSBURG-ANTIOCH HIGHWAY. TELEPHONE: (925) 778-4040 ADMIN. FAX: (925) 778-8513 ENG. FAX: (925) 706 WE ARE SENDING: [g] ATTACHED 0 UNDER SEPARATE COVER VIA: [g] US Mail 0 Fax 0 Other: A fully executed duplicate original of the above-referenced Agreement, for your files. THESE ARE BEING SENT: 0 PER YOUR REQUEST o RESUBMIT COPIES FOR APPROVAL o FOR YOUR INFORMATION 0 APPROVED AS NOTED o SUBMIT COPIES FOR DISTRIBUTION o FOR YOUR APPROVAL o APPROVED AS CHANGED 0 SUBMIT COPIES FOR o FOR YOUR SIGNATURE o REJECTED AS NOTED [g] OTHER: for your files o APPROVED AS SUBMITTED 0 RETURNED FOR CORRECTIONS COMMENTS: DATE: TITLE: SIGNATU~ July 6, 1999 Assistant to the General Manager ~,V$y \t\li$ ~.ct- Denise Demo Egbert cc: Chron File u:\ddegbert\data\general correspondence\070699 cccsd coli sys pers agmt xmittal.doc ~~-_._--,------,._-- --,-~-"--_._.-._,~._._- /'. ' AGREEMENT BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT AND DELTA DIABLO SANITATION DISTRICT REGARDING SEASONAL USE OF COllECTION SYSTEM MAINTENANCE PERSONNEL Dl"~!! if',\ ~-TE ~.~ ~~'~ ~ ~ ~~; ~ i~ ~ ...i-;t;: .,:..,..." f" \~;e."".o/Io: II\;.l or- "'s."""'''''!'< ..., l "".J ~ ;.~. ":.'! :--:'1~; .'A ..-.;: ~ ) '.' .. ?\; :!I ",.,. -. .... .iIii~-......~~iI This Agreement is entered into between Central Contra Costa Sanitary District ("CCCSD") and Delta Diablo Sanitation District ("DDSD") on June 4, 1999. Basis of Agreement A. CCCSD is able to utilize the services of up to four (4) qualified people to assist in the maintenance of its wastewater collection system for the annual construction season (June 1 through November 30, 1999). B. DDSD has in its employment qualified personnel available to provide up to two (2) Collection System Maintenance Crew Members for the period June 1, 1999 through November 30, 1999, due to the loss of a portion of its collection system maintenance work. Principles of Agreement: 1. Term of Agreement: June 1, 1999 through December 20, 1999. 2. Cancellation: This initial agreement is considered to be a pilot for possible future agreements. Either party may terminate this Agreement unilaterally at any time subject to thirty (30) days written notification to the other party. It may be terminated immediately and without prior written notice upon the mutual agreement of the parties. 3. DDSD will provide the full-time services of up to two (2) Collection System Maintenance Crew Members ("Crew Members"). Crew Members at all times will remain the employees of DDSD. The terms of the DDSD Memorandum of Understanding ("DDSD MOU") will govern the terms and conditions of their employment. DDSD Management will initiate any disciplinary actions required. 4. Crew Members will work on CCCSD crews under the direction of CCCSD Crew leaders and Maintenance Supervisors. Crew Members will be assigned to work on hydroflush, rodding (power and hand), and CCTV crews. Crew Members may 704061.1 '. r be assigned to standby and/or "On Call." The CCCSD rules of the workplace will apply to the extent that they are not in conflict with the DDSD MOU. 5, CCCSD will reimburse DDSD for the cost of the Crew Members on an hourly basis for actual hours worked. The cost to CCCSD will be direct salary plus seventy percent (70%) overhead. The overhead includes employee benefits, leave, Workers' Compensation Insurance, and administration. DDSD will invoice CCCSD each month. The estimated maximum value of this Agreement is One Hundred Thousand Dollars ($100,000.00). 6. During the term of this Agreement, CCCSD will have no responsibility for the operation and maintenance of the DDSD Bay Point collection system. In the event of the need for unplanned work or an emergency situation, CCCSD agrees to provide assistance during the period of this Agreement. DDSD will reimburse CCCSD for the actual cost of any assistance it provides. 7. The Crew Members will report for work at the CCCSD Collection System Yard, 1250 Springbrook Road, Walnut Creek, prior to the start of work each day. The works hours will be 6:30 a.m. until 3:00 p.m., Monday through Friday through October 20, 1999, and 7:00 a.m. to 3:30 p.m., for the remainder of the term of the Agreement. 8. CCCSD will provide equipment, tools, uniforms, personal protective equipment (except steel toe safety shoes), lockers, and shower facilities. CCCSD will assist Crew Members in obtaining additional qualifications on their Commercial Driver's Licenses (e.g., endorsements). DDSD will continue the actions required to meet the requirements for Crew Members Commercial Driver's licenses including record- keeping and random drug and alcohol testing. DDSD will provide a current copy of Crew Member's driving record (DMV Printout). DDSD wil provide to CCCSD any documents required by the State of California with respect to the Commercial Driver's Program. 9. CCCSD will provide input to DDSD on Crew Member Performance Appraisals. CCCSD will notify DDSD of any situation in which their performance failed to meet standards and will notify DDSD if any further performance management (e.g., discipline) is required. 10. Crew Members will be included in the CCCSD Safety Program. Crew Members will be required to observe and comply with all CCCSD Workplace Safety Rules and Regulations. Crew Members will participate in any general training provided by CCCSD for its collection system employees during the period of this Agreement. 704061.1 ,...' ."~._,-_._--,._,.."-_._._,-------_..-..-------'-----~--~--_.~_._~..~--_._---_._.--,,----,,----_.__.....~",,_.,- ,.r 11. DDSD will continue to be the employer of employees assigned to CCCSD under the terms of this Agreement and will continue to provide workers' compensation insurance coverage for such Crew Members. All claims related to work-related injuries for these Crew Members will be assumed by DDSD. The Crew Members will execute the form attached to this Agreement prior to reporting to CCCSD for work. 12. DDSD agrees to indemnify, defend and hold harmless CCCSD and its officers, agents and employees from and against any and all claims brought by the Crew Members, other DDSD employees, or other organizations on behalf of DDSD employees against CCCSD arising out of this work assignment, or arising from any disciplinary action or other employment action taken by DDSD. The sole exception to this indemnification is that it does not apply where employment actions are taken by DDSD in reliance upon representations by CCCSD, or its officers or agents, that are willfully false. 13. CCCSD agrees to indemnify, defend and hold harmless DDSD and its officers, agents and employees from and against any and all liability claims, including, but not limited to, auto and non-auto bodily injury, personal injury, and property damage claims, which arise out of any acts performed by the Crew Members relating to work assignments under this Agreement. Their obligation to indemnify shall not include claims arising out of the activities of these Crew Members, including but not limited to willful misconduct, which are not within the course and scope of the work provided for by this Agreement. 14. DDSD and CCCSD shall each maintain, during the term of this Agreement, General Comprehensive Liability Insurance. Additionally, CCCSD shall also maintain vehicular/automobile liability coverage for Crew Members in policy forms and amounts acceptable to each party. Each party shall obtain endorsements naming the other party as an additional insured for the activities under this Agreement. Each Party shall also obtain and provide a Waiver of Subrogation in favor of the other party with regard to the policies referenced in this sec,tion. 15. DDSD will maintain Worker's Compensation Coverage in the amount of $10,000,000 and Employer's Liability coverage in the amount of $1,000,000. DDSD may self insure this coverage pursuant to the rules set forth in the State of California. DDSD will provide CCCSD with evidence of coverage. DDSD will provide a Waiver of Subrogation in favor of CCCSD with regard to the Worker's Compensation Coverage. 16. Each of the parties agrees to cooperate with the other throughout the term of this Agreement. 17. In the event of an unresolved dispute between CCCSD and DDSD relating to any of the obligations that may arise from the Agreement as set forth herein, the parties agree that it will be submitted to mediation upon written request by 704061.1 either of the parties. The cost of mediation, including mediator, court reporter, and related fees, will be shared equally by the parties. 18. This Agreement embodies the entire agreement and understanding between the parties relative to the subject matter hereof, and supersedes all prior agreements and understandings related to the relationship described herein. 19. Except as otherwise provided to the contrary, this Agreement shall be binding and inure to the benefit of the parties and their respective successors, assigns, and personal representatives; provided, however, that neither party may assign its rights or obligations without prior written consent of the other party. 20. All notices, requests and other communications shall be given in writing and deemed to have been duly given or served if personally delivered, or sent by first class mail to the party at the address as provided below, or to such other address as each party may hereafter designate by written notice to the other party: A. John Larson Director of Collection System Operations 5019 Imhoff Place Martinez, CA 94553 B. Kerry Yoshitomi Field Operations Manager Delta Diablo Sanitation District 2500 Pittsburg Antioch Highway Antioch, CA 94509 21. This Agreement shall not be modified or amended except by written instrument sighed by the parties. () -J\l,Je: 4\ I q<1'l \ . j General Manager Central Contra Costa Sanit Dated ~ Dated:] ll\'e 29, \000 ~M CY.tlAl,qt, General Manager Delta Diablo Sanitation District 704061.1 TERMS OF ASSIGNMENT I, ' acknowledge that I have been notified of the following terms of my assignment to the Central Contra Costa Sanitary District ("CCCSD") on a temporary basis: During the term of this assignment, I understand that I will continue to be an employee of the Delta Diablo Sanitation District ("DDSD") and that the terms of the DDSD Memorandum of Understanding will apply. I understand that while on assignment to CCCSD I am expected to comply with the workplace rules of CCCSD with respect to my work activities. I understand that this is a temporary assignment which is scheduled to end no later than November 3D, 1999. I further understand that either DDSD or CCCSD may terminate this assignment by mutual agreement and that either CCCSD or DDSD may terminate this assignment unilaterally upon 30 days' notice. Date Signature 701627.1 .._-_.~._-_..-_.,._.-------_._.__...-.-...-.~._-_._,-----_._----_..'--,------_._--'_._._.,._",--,......_-_.,--~_..__..,~.._.."..,-..._.,_...,-,..,.._..._~,---> Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 1999 No.: 9.a. HUMAN RESOURCES Type of Action: RECLASSIFY POSITION; REVISE CLASS DESCRIPTIONS Subject: ADD ONE ADMINISTRATIVE SUPPORT TECHNICIAN (S48, $2,664-$3,213) POSITION IN THE ADMINISTRATIVE DEPARTMENT AND AUTHORIZE FILLING THE POSITION; DELETE THE VACANT SECRETARY 1/11 (G45-49, $2,472-$2,981; $2,713- $3,279) POSITION IN THE ADMINISTRATIVE DEPARTMENT; ADOPT REVISED JOB CLASSIFICATION DESCRIPTIONS FOR THE POSITIONS OF ADMINISTRATIVE SUPPORT SUPERVISOR AND SENIOR ADMINISTRATIVE SUPPORT TECHNICIAN Submitted By: Joyce E. Murphy Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: Initiating Dept./Div. : Administrative d~~~ ISSUE: Board authorization is required to delete and add positions, and to revise job classification descriptions. BACKGROUND: In January 1999, the Board approved a change in the organizational structure of the positions reporting to the Secretary of the District. The previously separate and distinct classifications and functions of centralized District-wide records management and secretarial support for the Administrative Department were combined, new job classification descriptions were adopted, and recruiting was authorized to fill the vacant positions. Prior to the reorganization, the Records and Information Coordinator 1/11 position was the single records management position at the District and therefore required significant experience and education in records management but not in the administrative support/clerical area. The same requirement was carried over to the new Senior Administrative Support Technician job classification description when it was created. During the recruitment for the new positions, it became evident that the experience and education requirement for the three positions was not consistent and did not generate a list of candidates with the desired range of abilities. It is recommended that the requirement for administrative support/clerical experience be added to the Senior Administrative Support Technician job classification description, that the years of experience be changed from four years to three years for that position to achieve a standard progression among the three positions, and that the ability to substitute a four- year college degree for a portion of the experience be added to both the Administrative Support Supervisor and Senior Administrative Support Technician job classification descriptions. 5/26/99 Page 1 of 11 POSITION PAPER Board Meeting Date: June 3, 1999 Subject: ADD ONE ADMINISTRATIVE SUPPORT TECHNICIAN (S48, $2,664-$3,213) POSITION IN THE ADMINISTRATIVE DEPARTMENT AND AUTHORIZE FILLING THE POSITION; DELETE THE VACANT SECRETARY 1/11 (G45-49, $2,472-$2,981; $2,713- $3,279) POSITION IN THE ADMINISTRATIVE DEPARTMENT; ADOPT REVISED JOB CLASSIFICATION DESCRIPTIONS FOR THE POSITIONS OF ADMINISTRATIVE SUPPORT SUPERVISOR AND SENIOR ADMINISTRATIVE SUPPORT TECHNICIAN During the reorganization in January 1999, no change was proposed to positions which were not vacant; but it was noted in the position paper that should they become vacant, they would be evaluated and reclassified if appropriate. The Secretary 1/11 position will soon be vacant due to the lateral transfer of Secretary II Mamie Ferguson to the Environmental Services Division. After consideration of the organizational structure and duties performed by the section, it is recommended that the vacant Secretary 1/11 position be deleted and replaced by the position of Administrative Support Technician. As discussed with the Board in January, this organizational structure meets the current service needs of the District, and facilitates accommodation of workload fluctuation and requirements for a minimum level of staffing for the switchboard and receptionist duties on the first floor and secretarial and administrative support duties for the Director of Administration and all of the divisions in the Administrative Department. Including this position in the redistribution of functional responsibilities and workloads will create a more cohesive and supportive work group, address the fluctuations in workload of the various positions, provide more flexibility and depth in staffing, and provide job enrichment for the individual in the position. The proposed changes have been reviewed with the Board Personnel Committee and are now presented to the full Board for consideration. RECOMMENDATION: Delete the vacant position of Secretary 1/11 (G45-49, $2,472- $2,981 - $2,713-$3,279) in the Administrative Department; add one Administrative Support Technician (S48, $2,664-$3,213) position in the Administrative Department and authorize filling the position; and adopt revised job classification descriptions for the positions of Administrative Support Supervisor and Senior Administrative Support Technician. 5/26/99 Page 2 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Effective: 6/4199 Range: Respirator Class: 1 !a!QQ S-52 3 SENIOR ADMINISTRATIVE SUPPORT TECHNICIAN DEFINITION Operate computerized District-wide Records Management System; operate and maintain all components of the Records Management Program including creation, transfer, storage, retrieval, preservation, and disposal of records in accordance with approved standards and procedures; assist with general administrative details of the Office of the Secretary of the District performing complex and confidential secretarial duties; perform a wide variety of general administrative and secretarial duties within the Administrative Department; provide information externally and internally regarding District policies and/or procedures; perform telephone/receptionist duties including following established procedures to operate telephone console and related equipment depending upon assignment. DISTINGUISHING CHARACTERISTICS Positions in this class are generally familiar with the specific and relevant policies and procedures unique to the District's Administrative Support Division and Records Management Program. This class is distinguished by the confidential work that is performed as defined by the Meyers-Milias-Brown Act. SUPERVISION RECEIVED AND EXERCISED Receive supervision and direction from supervisory or management personnel. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to the following: Perform ongoing duties such as the classifying and coding of records materials, and assist clerical staff with complex problems in the daily operation of the Records Management programs. Operate computer software and hardware systems and relevant security; identify and correct problems; work with hardware and software suppliers on maintenance of system; design reports and databases for efficient operation. Maintain logs, filing, archives, official records library, and other record-keeping systems used by the District. Page 3 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Administrative Support Technician (Continued) ESSENTIAL FUNCTIONS Operate and maintain the Records Center, including the receipt, storage, retrieval, and disposition of records. Administer and perform records searches and retrievals for litigation. Classify and catalog new library acquisitions and monitor collection development. Prepare periodic updating of the records retention and disposition schedule for review by the Secretary of the District; monitor adherence to the schedule. Monitor record programs for efficiency and adherence to approved procedures, schedules, and guidelines. Participate in the identification and implementation of system upgrades. Monitor and coordinate micrographics and electronic storage procedures. Respond to questions regarding District policies, procedures, and practices ensuring the appropriate distribution and release of information on employer/employee relations designated as confidential. Serve as a resource for all matters related to records procedures. Assist in developing the vital records program, and monitor the protection of the District's vital records. Edit, type, and/or proof a variety of documents induding reports, memoranda, letters, contracts, and purchase orders. Act as a receptionist; provide information, externally and internally, regarding District policies and/or procedures; refer inquiries as appropriate. When assigned to Reception, operate standard multi-extension telephone system, receive and screen calls, and direct calls or notify appropriate personnel as necessary. Perform related duties as required. Page 4 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Administrative Support Technician (Continued) MINIMUM QUALIFICATIONS Knowledae of: Use and operation of microcomputers including database software. Principles and practices of computer database systems. Computer hardware and software related to District Records Management Programs. Understanding of database languages and office methods, procedures, and equipment. Comprehensive knowledge of the records systems for which responsible, including experience and/or training in records and information systems. Research, statistics, filing, indexing, and cross-referencing methods. Thorough knowledge of retention schedules, indexing systems, and records management procedures. When assigned to Reception, the operation of a multi-extension telephone console. English usage, spelling, grammar, and punctuation. Ability to: Continuously identify and match record types to schedules; know records sciences, and understand and be familiar with records management. Intermittently remember protocols used when indexing items and explain records management system to departments. Sit at desk for long periods of time when conducting data entry and retrieval; write or use a keyboard to communicate through written means; visually identify placement of individual file folders and records; perform simple and power grasping, pushing, pulling, and fine manipulation; reach above and below shoulder in performance of duties; use telephone; lift or carry weight of 40 pounds or less and handle boxes of files on ladders at heights up to 15 feet. Effectively use, operate, and maintain the District's computerized Records Management systems. Train personnel in the basic operation of the computer system, providing records management expertise and guidance to other users throughout the organization. Page 5 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Administrative Support Technician (Continued) Abilitv to: Work effectively under pressure with frequent interruptions. Perform assigned duties with independence, using established policies, procedures, and guidelines. When assigned to Reception, memorize and retain a large variety of telephone numbers, names, and locations. Work cooperatively with other departments, agencies, and the public. Communicate clearly and concisely, both orally and in writing. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Exoerience: FGw: three years of increasingly responsible records management and/or administrative support experience. Education: Equivalent to the completion of two years of advanced education with course work in library science, records management, or a related field. A bachelor's degree from an accredited college or university may substitute for up to two years of experience. LICENSES AND CERTIFICATES Possession of a valid California Driver's License. Page 6 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Effective: 6/4/99 Range: Respirator Class: 118/99 S-60 3 ADMINISTRATIVE SUPPORT SUPERVISOR DEFINITION Perform a variety of complex and confidential secretarial and administrative duties for the Administrative Department; assist in the preparation and monitoring of the division budget; manage the clerical support functions of the department; oversee and operate the District's records management program; maintain the District records center; prepare special reports and projects as assigned. DISTINGUISHING CHARACTERISTICS This class is distinguished by the confidential work that is performed as defined by the Meyers-Milias-Brown Act. It is distinguished from other advanced level clerical positions by its handling of confidential records and from the other records management/clerical positions within the Department by its supervisory function. SUPERVISION RECEIVED AND EXERCISED Receive direction from the Secretary of the District. Exercise general supervision over subordinate administrative support positions within the division and functional supervision over administrative support positions within the clerical support system as appropriate. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Supervise and perform a variety of complex and confidential secretarial and administrative duties for the Administrative Department, the Director of Administration, and other department managers. Manage the administrative support function of the Administrative department; ensure that work is handled on a priority basis and completed in a timely manner; check work for accuracy, correct English usage, completeness, and compliance with instructions. Maintain and update District records management program, including review and modification of records inventory system, classification and indexing system, retention schedules, and storage and retrieval processes; and maintain and update District Records Management Manual on periodic basis. Page 7 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Supervisor (Continued) EXAMPLES OF ESSENTIAL DUTIES Advise departments regarding operations, specifications and costs for various record maintenance systems, methods, equipment, and supplies, including micrographics and electronic storage. Oversee operation of and advise management regarding needs of the Records Center and libraries, induding space requirements, shelving, methods of records access, and other needs as appropriate. Conduct periodic training of employees regarding records management policies and procedures. Use computer applications for retrieval and storage of records. Oversee District micrographics and electronic storage program, including determination of appropriate applications, recommendation relative to vendor selection, and quality control. Identify and ensure the protection of vital and archival records through off-site storage and appropriate micrographics applications and electronic storage. Assist in preparation of budget for division. Participate and assist in the administration of a department; handle general personnel, payroll, purchasing, mail distribution, and budget duties. Act as a receptionist; screen calls and visitors and refer inquiries as appropriate; respond to complaints and requests for information based upon District policies and procedures. Maintain appointment calendars and schedule meetings. Type and/or transcribe a variety of confidential and non-confidential written material from handwritten copy and/or Dictaphone; operate word processing equipment. Compose memos, reports, and other correspondence as requested. Research, compile, and analyze data for special projects and various reports including findings and recommendations. Supervise, train, and evaluate subordinates. Page 8 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Supervisor (Continued) EXAMPLES OF ESSENTIAL DUTIES Attend and take minutes of specified meetings in shorthand, speed writing, or by recorder; transcribe notes and draft in accurate and appropriate format; attend and take minutes of Board Meetings as needed in the absence of the Secretary of the District. Perform related duties as required. MINIMUM QUALIFICATIONS Knowledae of: Principles and practices of records management. Methods and practices of training various staff and user groups. Principles, practices, and techniques of supervision. Vital, active, inactive, and archival records identification and protection procedures. Pertinent local, State, and Federal laws, ordinances and rules. Micrographics and electronic storage applications. Computer-aided indexing and retrieval systems. English usage, spelling, grammar, and punctuation. Modern office methods, procedures, and equipment including word processing equipment. Budgeting techniques. Principles and practices of work safety. Abilitv to: On a continuous basis, know and understand all aspects of the job; observe, identify, and problem solve records management/administrative support operations and procedures; understand, interpret, and explain department policies and procedures. Intermittently analyze documents related to division operations such as a budget, reports and special projects. Page 9 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Supervisor (Continued) Abilitv to: Sit at desk and in meetings, and/or stand at counter for long periods of time on a continuous basis. Intermittently stand, walk, bend, squat, climb, kneel, and twist while pushing/pulling hand truck, movingllifting storage boxes or placing/retrieving files from cabinets or storage boxes; intermittently twist to reach office equipment; use telephone, write or use keyboard to communicate through written means, perform simple grasping; lift or carry weight of 40 pounds or less and handle boxes of files on ladders at heights up to 15 feet. Identify records management issues and gather and analyze pertinent information; prepare alternatives and recommendations. Prepare expenditure estimates in support of budget recommendations. Analyze records space needs. Use computer-aided indexing and retrieval systems. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities. Plan, organize, and manage the records management/clerical support function of the department to which assigned. Communicate clearly and concisely, both orally and in writing. Work cooperatively with other departments, outside agencies, and the public; interpret and apply departmental policies, procedures, and rules. Type and/or transcribe from handwritten copy and/or Dictaphone at a speed necessary for adequate job performance. Train and supervise assigned personnel; train user staff in records management policies and procedures. Maintain attention to detail and produce accurate work while coordinating several concurrent assignments. Work independently and make effective judgements in the absence of the supervisor. Page 10 of 11 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Supervisor (Continued) EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Five years of directly related and increasingly responsible administrative and records management experience, including implementation of a records management program, micrographics and electronic storage work, and records center administration; two of which include supervisory responsibilities. Education: Equivalent to the completion of two years of business college or community college with course work in library science, records management, or a related field. A bachelor's degree from an accredited college or university may substitute for up to two years of experience. LICENSES AND CERTIFICATES Possession of a valid California Driver's License. Page 11 of 11