HomeMy WebLinkAboutAGENDA BACKUP 01-07-99
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1999
No.: 3. i. CONSENT CALENDAR
Date: December 21, 1998
Type of Action:
ACCEPT ANNEXATION FOR PROCESSING
Subject: AUTHORIZATION FOR P.A. 99-1 (ALAMO) TO BE INCLUDED IN A FUTURE
FORMAL ANNEXATION TO THE DISTRICT
Submitted By:
Dennis Hall, Associate Engineer
Initiating Dept./Div. :
Engineering Dept./Environmental Services
Division
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REVIEWED AND RECOMMENDED FOR BOARD AC
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Parcel Owners/ Address Lead
No. Area Parcel No. & Acreage Remarks Agency
99-1 Alamo Martin Tait Property owner wants to CCCSD
(77A7) P.O. Box 1023 build one single family
Alamo, CA 94507 home on site. Project is
201-030-009 (1.26 AC.) exempt from CEQA.
RECOMMENDATION: Authorize P.A. 99-1 to be included in a future formal annexation.
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12772 O.R. 751
P.A.97-6
APPROVED
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P.A. 98-2
APPROVED
2-19-98
PROPOSED ANNEXATION
P.A.99-1
Page 2 of 2
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1999
No.: 3.j. CONSENT CALENDAR
Date: December 23, 1998
Type of Action: ADOPT REVISED STANDARD
Subject: ADOPT REVISED PURCHASING AND MATERIALS STANDARD S-013, BIDS, TO
REFLECT THE NEW BID LIMIT OF $15,000 PER SENATE BILL 1860
Submitted By:
Ken F. Laverty, C.P.M., Purchasing
and Materials Manager
REVIEWED AND RECOMMENDED FOR BOARD AC'l>m
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Initiating Dept./Div. :
Administrative/Purchasing and Materials
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ISSUE: Board of Directors approval is required to adopt the revised CCCSD Purchasing and
Materials Standard, S-013, BIDS which will increase the District's bid limit to $15,000 as
approved by Senate Bill 1860.
BACKGROUND: Since 1985, the Public Contracts Code, Section 20803 has required the
District to do a publically advertised bid "when the expenditure required for a district
project exceeds ten thousand dollars ($10,000), it shall be contracted for and let to the
lowest responsible bidder after notice".
On January 1, 1999, Senate Bill 1860 will become effective which revises Public Contract
Code Section 20803 to increase the bid limit to $15,000 for sanitary districts.
Purchasing has revised the District Purchasing and Materials Standard, S-013, BIDS to
reflect the new bid limit amount of $15,000. Other minor revisions, which have been
highlighted, have also been made by Purchasing and the revised Standard is attached.
RECOMMENDATION: Adopt revised CCCSD Purchasing and Materials Standard, S-013,
BIDS.
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Approved by:
Revision No.: +2
Standard No.: S-013
Effective Date: 10/1/07 Ita/Sa
Page 1 of 12 pages
CCCSD PURCHASING AND MATERIALS
1 .0 Purpose
To provide a Standard concerning the solicitation of competitive bids.
2.0 Scope
This Standard applies to all District employees
This Standard is to set forth the basic procedures to be followed by the District in
regard to competitive bidding of District expenditures. The Standard is not
intended to provide an invariable approach to every District purchase or contract.
Rather, the Standard must be applied on a case-by-case basis by use of sound
judgment tempered by the letter and spirit of this document. Specific exception
should be reviewed by Management and Counsel for the District as appropriate.
For material and/or services with the estimated price being $1 0,000$1$;QOO or
less or not defined as a District project, see Standard S-014, Quotations.
3.0 Responsibilities
A. The Purchasing and Materials Officer Manager has the responsibility for
maintaining a uniform set of procedures and forms to serve the bid process
in accordance with all applicable Codes and Laws. Consideration should
include the need for mechanisms for supplier notification, bid analysis and
summary, bonds, bidder mailing list applications, competitive invitations,
instructions to bidders, policy statement of bid award, power-of-attorney
forms, and sealed bid requirements.
B. Technical specifications are the responsibility of the originating department
and are provided to Purchasing by the department specifying the minimum
technical criteria, including the delivery schedule, that the goods or service
must meet.
C. The Buyers or other authorized personnel are responsible for obtaining bids
on all material and/or services covered under this Standard for both
estimating purposes and purchases.
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4.0 General
Although the precise application of the legal requirements to a sanitary district may
be subject to some interpretation, the purposes of the competitive bidding statutes
and this Standard are to guard against favoritism and corruption and to obtain the
best economic result for the public.
A. $1 0,000~1p,QOQ Limit:
The competitive bidding standards set forth herein apply when the
expenditure for a "District Project" exceeds ten fif~~E:lg thousand dollars
($10,000) ($1qjQQQl. In such cases, the expenditure shall be contracted
for and let, using the formal competitive bidding procedures set forth herein,
to the lowest responsible bidder.
B. Bidding Required for "District Project":
1 . Definition of "District Project"
Section 20801 of the Public Contract Code defines District Project as
"any construction, reconstruction, alteration, enlargement, renewal,
or replacement of sewer facilities \l\ihjchtheOi$triQti$9(JthQN~~qtQ
q@) including, but not limited to, the furnishing of supplies or
materials for any such work."
2. Definition of a "Sewer Facility"
For the purposes of this Standard, the term "sewer facility" means
any plant, building, permanent structure, ground facility, sewer line
or appurtenance, pump station or other portion of the collection and
treatment works. A sewer facility includes any portion of the above-
mentioned, including in-place machinery and electronics.
3. Bidding Required
Formal competitive bidding procedures, as set forth herein and in
Procedure P-002, shall be required on all District projects when the
expenditure will exceed ten ftf'teeh thousand dollars ($10,000)
{$J5,QQQ).
............... .---. .,....
4. Maintenance and/or Repair
The definition of "District Project" shall include repairs to District
"sewer facilities," but shall not include maintenance work on District
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"sewer facilities." For the purposes of this Standard, a repair shall be
a "District Project" when the primary reason for the work undertaken
constitutes an improvement to a "sewer facility," or when the work
is not of a usual, routine, and recurring nature associated with
maintenance and would ordinarily be capitalized under the District
policies on capitalization of expenditures.
The definition of "maintenance work" shall include all of the following:
a. Routine, recurring, or usual work for the preservation or
protection of any District-owned or operated facility for its
intended purpose;
b. Minor repainting;
c. Landscape maintenance including mowing, watering,
trimming, pruning, planting, replacement of plants, and
servicing of irrigation and sprinkler systems;
d. Work performed to keep, operate, and maintain the District's
sewage collection and treatment system.
C. Unit Price Bidding
1 . Definition of "Unit Price Bidding"
Unit price bidding refers to letting a contract for purchase of goods
or services at a set price over a designated period of time, without
specifying the exact amount of goods or services to be purchased.
2. Use of Unit Price Bidding
Unit price bidding is an acceptable means of complying with the
bidding requirements set forth herein, so long as the initial unit price
contract is bid in compliance with the formal provisions of this
Standard.
Unit price bidding contracts shall generally be for a period not greater
than one (1) year. Extensions and renewals of such unit price
contracts shall not ordinarily be granted without undertaking a formal
competitive bidding process unless the original Bid Request
specifically provided for extensions or renewals.
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D. Lease and Rental'of Goods and Authorizations for Services:
Lease and rental of goods and authorizations for services is are. not excluded
from the formal bidding process merely because there is no purchase.
Contract or purchase authorizations for the lease or rental of goods or for
services which constitute a "District Project," as defined elsewhere in this
Standard, are subject to the same rules in regard to bidding as purchases or
other expenditures. Lease or rental costs of equipment or services to be
used for a particular "District Project" must be included in the cost of that
project when determining whether it meets the monetary limit for formal
competitive bidding.
In determining the estimated lease or rental cost for a "District Project," the
total amount of the entire lease or service period, if fixed, shall be included.
In the event the contract is for an undetermined period, then the estimated
cost shall be based on the reasonably anticipated length of the required
rental or service.
Leases, rental contracts, and authorizations for services subject to formal
bidding shall not be extended for periods of time for which the total
estimated cost of the extension exceeds the ten fifteen thousand dollar
(~1 0,000) ($15,:000J limit amount, without adherence to the formal
competitive bidding process. Provisions for potential extensions may be
included in the initial Bid Request in order to eliminate the necessity of a
formal competitive bid for subsequent extensions or renewals. Nothing in
this section should be read to limit the exceptions provided in Provision 5.0.
E. Segmenting of District Projects into Multiple Units:
A District Project may not be split, divided, or separated into small work
orders or projects or segmented into separate phases for the purpose of
evading the competitive bidding requirements of this Standard. However,
nothing herein shall prevent District undertakings from being divided into
manageable units which are otherwise appropriate and advantageous to the
carrying on of District operations. The issue of whether formal competitive
bidding is required must be incidental and unrelated to the discretion used
in determining the scope, phasing, or segmenting of any District
undertaking.
The granting of extensions on District unit price bidding contracts and on
rentals or leases cannot be intentionally phased so as to permit a series of
extensions, which individually are ten fifteen thousand dollars ($10,000)
($lEhQOQ) or less and cumulatively are in excess of that amount, in order to
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avoid a need for formal competitive bidding of the contract or lease
extension.
F. Use of District Force Account Labor:
1. District Force Account Labor Defined
District Force Account Labor shall be defined as work undertaken by
District employees, rather than by an independent contractor or
employees of an independent contractor.
2. District Projects Where District Force Account Labor May Be Used.
District Force Account Labor may be used on a District project as
defined in Provision 4.0 B. of this Standard under any of the following
circumstances:
a. In the case where the anticipated expenditure is ten fifteen
thousand dollars ($10,000) {$15,OOOJ or less as calculated in
Provision FA.a.; or
b. In the case where the anticipated number of hours required to
be expended by District employees does not exceed four
hundred (400) hours as set forth in Provision FA.b.; or
c. In the case of an emergency due to the failure or threat of
failure of any sewer collection or treatment facility or portion
thereof; or
d. In the case of an emergency due to damage to a District-
owned building or other District-owned property, for work and
remedial measures which are required immediately, when such
emergency is occasioned by an act of God including, but not
limited to, damage by storm, flood, fire, or earthquake; or
e. In the case of "maintenance" of District property; or
f. In the case where a District Project has been awarded to an
independent contractor, however, portions of the work to be
performed required interfacing with District personnel
including, but not limited to, circumstances including:
il
Safety system il,terties Joterlaqes;
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ii) Instrumentation, electrical, or control intel ties
int~H()q~i$ ;
iii) Significant or sophisticated interfacing required with
existing operating systems;
iv) Circumstances where District personnel have
specialized expertise required to efficiently complete
the work; or
g. At any time after approval of plans, specifications, and
estimates of costs, under the conditions set forth in Provision
F.3. of this Standard; or
h. In the case of unique circumstances where it is in the best
interest of the District to have District employees undertake
the work as set forth in Provision F.4. of this Standard.
3. Use of District force Account Labor After Bid Specifications are
Prepared
If the General Manager /Chief engineer or his/her designee, at any
time after the approval of plans, specifications, and estimates of
cost, deems the advertising or awarding of a contract, the
acceptance of a bid or the acceptance of any further bids after the
rejection of all submitted bids, is not in the best interests of the
District, District forces may be used to undertake the project.
Where plans and specifications have been prepared for a District
Project for formal bid, and subsequently, the District elects to
perform the work with District Force Account labor, the District shall
perform the work in accordance with the same plans and
specifications. Revisions of the plans and specifications may only be
made once a justification detailing the specific reasons for the change
or changes has been approved by the General Manager /Chief
[I,gineer.
4. Determining Eligible Projects for Which District Force Account Labor
May Be Used
a. For the purpose of this Standard, the cost of a project which
may be performed by District Force Account Labor shall be
calculated by including direct labor costs (including labor
wages, project supervisor wages, and directly attributable
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overhead), costs of materials and costs of equipment
purchased or rented specifically for the project. General
administrative overhead, use charges for District-owned
equipment and materials previously purchased by competitive
bidding may be excluded from the project cost for purposes of
this provision. Engineering and administration costs which
would not have been included in the construction contract if
it had been let by competitive bidding may also be excluded.
b. Alternatively, a District Project may be undertaken by District
Force Account Labor whenever the total number of hours
expended by District employees on the project does not
exceed four hundred (400) hours. This alternative may be
used under circumstances where the equipment to be used is
District property or has otherwise been acquired in accordance
with this Standard and where the materials have been
previously purchased through a formal competitive bid.
G. Change Orders:
1. Change orders made subsequent to the execution of a contract
originally subject to the competitive bidding procedures may be
negotiated without complying with the formal competitive bidding
process when the amount of the change order or request for extra
work does not exceed ten fifteen thousand dollars ($10,000)
{$lp,()QQ), or under any of the following circumstances:
a. When the change order relates to an increase in the amount
of units on a unit price bid and the potential of such increase
should have been reasonably known to the prospective bidders
on the original contract;
b. When the change order is due to a change of circumstances
or physical conditions not specifically taken into account in the
District specifications, and the change order work is incidental
to the carrying out of the original scope of work;
c. Where the change order relates to work reasonably within the
general scope of work in the original contract; however, the
necessity of such extra work only becomes know to the
District, for whatever reason, after the execution of the
original contract and the impossibility or impracticality of
contracting with a different contractor, not party to the
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original contract, would make competitive bidding of such
extra work impractical and not in the public's interest;
d. Where the original contract and/or the specifications therefor
contain provisions for the potential performance of such extra
work and furnishing of materials therefor by the contractor as
the District may require for the proper completion or
construction of the whole or that which was originally
contemplated.
2. Notwithstanding the Standards set forth above (G.1.), where the
extra cost to the District for the change order exceeds ten fift~~n
thousand dollars ($10,000) Mlq,PQOI but is less than t~r1pgrq~Q~
(10%) of the original contract, and is less than fifty thousand dollars
($50,000), such change order shall require approval of the General
Manager /Chief [I,gineer upon advice of District Counsel.
3. Notwithstanding the Standards set forth above (G.1.), where the
extra cost to the District for the change order or addition of work
exceeds fifty thousand dollars ($50,000), regardless of percentage,
such a change order shall require Board approval.
H. Preference for Materials
District personnel shall not draft, or cause to be drafted, specifications for
bids in connection with the construction, alteration, or repair of public works
in such a manner as to limit the bidding, directly or indirectly, to anyone
specific concern unless the specification lists at least two brands or trade
names of comparable quality or utility and is followed by the words "or
equal" so that bidders may furnish any equal material, product, thing, or
service. In those cases involving a unique or novel product application
required to be used in the public's interest, or where only one brand or trade
name is known to the District, it may list only one. The requestor that
specifies a preference for a specific material shall substantiate the need and
justification of the preference. Specifications shall provide a period of time
of at least thirty-five (35) days after award of the contract for submission
of data substantiating a request for a substitution of an "or equal" item. The
restriction of this provision shall be subject to the exceptions as may be
applicable set forth in Provisions 5.0. exceptions of this Standard.
I. Prequalification, Evaluation Bidding, and other Alternative Bidding
Procedures.
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The District may devise and use a system to ease the administrative burden
of determining the responsiveness of bidders to specifications on significant
equipment purchases. A prequalification procedure may be used which
would provide for advertisement of the pre qualification proceedings similar
to the advertising required for formal competitive bidding. The
prequalification procedure shall require the preparation of an informational
qualification package which shall be delivered to each potential bidder
responding to the advertisement or otherwise known to the District.
Prequalification submittals may be required from the responding potential
bidders and such submittals shall be evaluated by staff and/or District
consultants for the purpose of determining whether or not each of the
responding potential bidders may be a al$PQn$j\l~/responsible bidder. This
initial determination shall be based on the District's specifications set forth
in the District's informational qualification package. The District's initial
determination during this prequalification process that a prospective bidder
is a responsible bidder shall not be an irrevocable determination binding the
District during subsequent procurement procedures.
The District may also devise and use such other systems as may be
available at law that may serve to ease the administrative burden of
determining the responsiveness of bidders and/or the suitability of products
for District use. These systems may include, but are not limited to, forms
of evaluative bidding and bidding based on estimated life cycle costs of the
goods sought.
5.0 Exceptions
Specific circumstances may make formal competitive bidding impractical and to the
detriment of the District as well as the public's interest. Accordingly, certain
District expenditures do not require formal competitive bidding and the
circumstances which do not require formal competitive bidding are set forth
hereunder:
A. Professional and Special Services
The District Board or its designated representative may contract with and
employ persons for the furnishing of special services and advice in fields
such as finance, economics, accounting, engineering, law, and
administration, providing such persons are specially trained and experienced
and competent to perform the special services required.
This exception does not apply to contracts for services of a more technical
nature which involve little professional judgment.
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B. Unique Goods or Single Source Supplier
Expenditures for a unique item with a sole (single) supplier do not require
formal competitive bidding. In order for an item to be recognized as unique
goods, there must be no equivalent product available. The unique status
must be based on material differences in the function and usefulness of the
product.
When the product or service required, based on its unique character, is only
available through a single or sole source or manufacturer, a negotiated
purchase may be made from that sole source without formal competitive
bidding.
Instances may occur when appropriately drawn specifications will require
purchase from a single source or manufacturer. District specifications shall
not be drawn so narrowly as to intentionally favor one manufacturer, unless
a sound technical/engineering basis exists therefor. Specifications should
be drawn to provide assurance of maximum functionality for the District,
without regard to preference for trade name or proprietary products or
processes. Maximum functionality shall include, but not be limited to, life
cycle costs, maintenance, longevity, ease of operation,e)(p~th~6ce, and
reliability. Specifications shall also be drawn to provide for maximum
compatibility with existing District equipment and operations and to attempt
to provide superior performance in a particular application. neasol,able
requiren lent~ regarding COllin ,ercial tel n I~ and experience n la y be included
in the ~pecifictioll~.
C. Trade Name Item Matching Existing Items
Formal competitive bidding is not required for an expenditure for a purchase
of a brand name item available through a sole source where the brand name
is necessary due to the project goods being designed to match other goods
already in use or already purchased in the course of completion of a District
project.
D. Purchase of Unique Component or Replacement Part
Expenditures for the purpose of a component or replacement part for a
product which is already in use and for which there is no adequate
substitute does not require formal competitive bidding, provided the product
is only available through a sole source.
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--------------------------------------------------------------.---.-.-------------- --------1------------
E. Purchase for Field Testing
Expenditures for the purchase of a particular material or service which has
been designated by the Board of Directors as a purchase for experimental
purposes or for trial use of the specific product do not require application of
the formal competitive bidding procedures.
F. Purchase of Used Items
The expenditure for purchase of a used item, which due to its used status,
is unique, does not require formal competitive bidding. An informal purchase
policy may be followed for acquisition of a unique used item where the cost
savings of the used purchase proves advantageous or where the particular
item is subject to prior sale.
G. Emergency Expenditures
Contracts or other expenditures for goods and services which are made
under emergency circumstances where the public's interest and necessity
demand immediate expenditures to safeguard life, health, or property, do not
require formal competitive bidding. The District Board must pass a
resolution by a four-fifths (4/5thl vote declaring that an emergency exists
to eliminate the necessity for competitively bidding such emergency
contracts or purchases under circumstances where such purchases or
contracts would otherwise require competitive bidding.
H. Public Utility Services
Purchases of public utility services, such as telephone, water, gas, and
electricity, do not require formal competitive bidding.
I. Purchases From or In Conjunction with Another Agency
Purchases made from another public agency or made in conjunction with
another public agency pursuant to the laws providing for cooperative
purchase do not require formal competitive bidding.
J. Purchases and Leases of Real Property
The law generally regards parcels of real property as unique, and, therefore,
the formal bidding procedures set forth in this Standard would normally not
apply. Sales and leases of District property are controlled by specific
statutory procedures which are not addressed in this Standard. Advice of
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-----------1-----
District Counsel should be sought in regard to both acquisitions and sales of
real property.
K. Best Interest of District
Under exceptional factual circumstances where the competitive bidding
process works an incongruity and is unavailing as affecting the final result,
or where the competitive bidding process does not produce any advantage,
or where it is practically impossible to obtain what is required by observing
such formality, competitive bidding is not required.
6.0 Award
The following factors will be considered in reviewing bids and awarding purchase
orders and contracts:
· Prices
. Bidder's previous record of performance and service
. Delivery
. Responsiveness of bidder's submittal in regards to specifications and
terms and conditions
The District Boardinit$qi:$qr~JiQn may reject any bids presented and readvertise.
If two or more bids are the same and the lowest, the District Board may accept the
one it chooses. If no bids are received, the District Board may have the project
done without further complying with the public bidding procedure.
The District Board reserves the right to waive any non-material irregularities in any
bid.
It is required that the District's terms and conditions of purchase and/or contracts,
as stated in the bid request, are adhered to. Any exception, unless an alternate is
specifically allowed for, -is rTlClybe grounds for rejection of a bid as being
nonresponsive. If the District staff evaluator determines that the best interests of
the District are served by recommending t()th~piSJrictBOClrcJ that the lowest bid
be declared nonresponsive, the staff evaluator must obtain the appropriate District
Management concurrence. This concurrence will only be given after review by
District Counsel.
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Central Contra Costa Sdnitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1999
Date: December 14, 1998
No.: 3. k. CONSENT CALENDAR
Type of Action: AUTHORIZE ATTENDANCE
Subj8ct: AUTHORIZE THE ATTENDANCE OF STEVEN CONSIDINE, PUMPING STATIONS
SUPERINTENDENT, AT THE FEBRUARY 24-26, 1999, SEMINAR TITLED "THE
EFFECTIVE OPERATION, MAINTENANCE, AND MANAGEMENT OF WASTEWATER
PUMP STATIONS," IN LAS VEGAS, NEVADA, AT A COST OF $1,200
Submitted By:
John C. Pearl, Maintenance Division Manager
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
Initiating Dept./Div. :
Plant Operations Department
fJ Jet
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GM-CE
ISSUE: Specific approval by the Board of Directors is required for travel outside of
California or if the expense will exceed $500 and was not included in the current year
Operations and Maintenance Budget.
BACKGROUND: Steven Considine is the newly appointed Pumping Stations
Superintendent. This seminar, presented by the College of Engineering of the University
of Nevada at Las Vegas, presents practical information on all the major aspects of
operating, maintaining, and managing wastewater pumping stations. This training will
support the District's goal of effectively and reliably operating our 21 remote facilities.
The District has significant exposure at these sites, and correct operation is imperative.
This session will also provide knowledge and ideas to utilize in our continuous
improvement efforts.
There are sufficient funds for this seminar in the Plant Operations Department 1998-99
Technical Training, Conferences, and Meetings Budget.
RECOMMENDATION: Authorize the attendance of Steven Considine, Pumping Stations
Superintendent, at "The Effective Operation, Maintenance, and Management of
Wastewater Pump Stations," seminar in Las Vegas, Nevada, at a cost of $1,200.
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___~_____'_' _._.~_..,'_._,.__....~._>._,_._,.~___.,-----.._____..__.~_..__,___.._~.______,_"___.__.___,.______"_.m~___'."~."",,__.~._~m'_""_~~__~""'__~_.._____
Central Contra Costa S~. titary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1 999
Date: December 18, 1998
No.: 3. 1. CONSENT CAL ENDAR
Type of Action: DENY CLAIMS
Subject: DENY CLAIM FOR DAMAGES BY H. L. AND PAMELA CENTER, 19 LOST
VALLEY DRIVE, ORINDA
Submitted By:
David J. Clovis, Safety & Risk Manager
Initiating Dept./Div. :
Administrative/Safety & Risk Management
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
~
GM-CE
ISSUE: H. L. and Pamela Center filed a claim against the District for property damage,
undue stress, and physical and emotional duress arising out of land movement. Claim
denials require action by the Board of Directors.
BACKGROUND: A claim form was presented to the District by H. L. and Pamela Center
dated November 27, 1998. The claim alleges that the District sewer pipe in the rear yard
of their home has caused concrete sinking, pool sinking and has caused stress cracks in
their home. The claim alleges that the damage has occurred as a result of District
negligence in the design, construction and maintenance of the sewer line. The claim
further alleges that the damage has also caused undue stress and physical and emotional
duress. The claim seeks damages in excess of $10,000.
RECOMMENDATION: Deny the claim by H. L. and Pamela Center for property damages,
undue stress, physical and emotional duress. Refer to staff for further action as required.
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__~ ._____..__._.__.____._,._.~__..,._.__...,_,.__._"'.___~___..,_. ,.,...__......_.....__..___._.M._...._., _"_______..,_~._,,._^____..____~_._.___ ._,,__...._._ ....___'.m....._._~___".___"._ ,...---
1-7-99
TO: Mr. President
Joyce Murphy
Sanitary Board Members
My name is Pam Center I live at 19 Lost Valley Drive
Orinda, CA. I am addressing all of you in regards to the
letter dated Jan. 4, 1999.
I am here to discuss the issues regarding my Fathers and my
property concerning the Central Sanitary districts sewer pipe
line and easement located in our backyard,.based on the results
of the T.V. line done on our property November 4, 1998.
We were given the results of the T.V. Line on November 30, 1998.
({k\\.o NcX.5'::'. '~'1~)
The statements made in the letter indicated that there are
cracks in the sewer pipe line on 19 Lost Valley drive as
well as my neighbors at 17 and 11. I would like to know
your definition of major/minor cracks, and how the cracks
affect the sewer pipe line. You have stated that some
work will be done on 17 and 11 How about correcting on my
property. Which you refer to as MINOR cracks.
I have spoken with Mr. Clovis on various occassions and have
asked him for records or documents of the maintance of the
sewer pipe line. He states he does not know. I am asking you
for the answer. I have lived in this area, and was raised
atthis home and do not recall any contact with the Central
Sanitary District regarding this sewer pipeline. How
would all of us~~own about the cracks if we, the homeowners
did not request the T.V. Line to be done on our properties.
At this time I am requesting in this letter a copy of the Video
~ttte T.V. line for my property 19 Lost Valley Drive as well
as the results of the T.V. Line from 25 Lost Valley Drive to
cover the 6 homes on this said sewer pipeline, as well as asoil
test on my property.
We would like to know how long this sewer pipeline is damaged
with major/minor cracks and think that this damage is a direct
relation to the maintance of the sewer pipeline~ which in fact
has caused the damages to my Father and my property as well
as our neighbors.
If in fact you so choose to deny my claim please specify
why with factual documentations.
Thank you for your time.
Kindly" M- /.....-). _,
.. " ~I .
({ '1""-" I I ( .;"- f I .'\
ROGER J. DOLAN
General Manager
Chief Engineer
KENTON L. ALM
Counsel for the District
(510) 938-1430
JOYCE E. MURPHY
Secretary of the District
January 14, 1999
Ms. Pam Center
19 Lost Valley Drive
Orinda, CA 94563
RE: Requests for information
Dear Ms. Center:
District Staff is in the process of locating and reproducing the documents that are in our
possession with regards to your request for production of documents. We are attempting
to complete the search and have all documents available for you by January 22, 1999. I
will contact you the week of January 18th to advise you on the status and cost for the
record reproduction.
If you have any questions, please do not hesitate to contact me at 229-7390.
Sinc~ yours,
/ J' .
~Lfv ~'
/David 1. Clovis
Safety & Risk Manager
cc: J. Murphy
@ Recycled Paper
HOB
Central Contra Costa S~. litary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1999
No.: 3.m. CONSENT CALENDAR
Date: December 18, 1998
Type of Action: DENY CLAIMS
Subject: DENY CLAIM FOR DAMAGES BY JOAN LINDROTH, 11 LOST VALLEY DRIVE,
ORINDA
Submitted By:
David J. Clovis, Safety & Risk Manager
Initiating Dept./Div. :
Administrative/Safety & Risk Management
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
~
DJ
~
GM-CE
ISSUE: Joan Lindroth filed a claim against the District for property damage, undue stress,
and physical and emotional duress arising out of land movement. Claim denials require
action by the Board of Directors.
BACKGROUND: A claim form was presented to the District by Joan Lindroth dated
November 25, 1998. The claim alleges that the District sewer pipe and manhole in the
rear of her home have caused a sinkhole which is approximately 55' semicircle by 9'
deep. The claim alleges that the damage occurred in February of 1998. The claim further
alleges that the damage has caused undue stress and physical and emotional duress. The
claim seeks damages in excess of $10,000.
RECOMMENDATION: Deny the claim by Joan Lindroth for property damages, undue
stress, physical and emotional duress. Refer to staff for further action as required.
H:\ WPWIN\LEGAL \Claims\Lindroth denial. wpd
Page 1 of 1
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1- OJ ').. 5'- "y, ~ ~ 32. 2.- 8
~ Central Contra Costa Sanitary District
ROGER J. DOLAN
General Manager
Chief Engineer
KENTON L. ALM
Counsel for the District
(510) 938-1430
JOYCE E. MURPHY
Secretary of the District
January 14, 1999
Ms Joan Lindroth
11 Lost Valley Drive
Orinda, CA 94563
RE: Requests for information
Dear Ms. Lindroth:
District Staff is in the process of locating and reproducing the documents that are in our
possession with regards to your request for production of documents. We are attempting
to complete the search and have all documents available for you by January 22, 1999. I
will contact you the week of January 18th to advise you on the status and cost for the
record reproduction.
If you have any questions, please do not hesitate to contact me at 229-7390.
. ~nlY yours,
~4Jv: q~
David J, Clovis
Safety & Risk Manager
cc: J. Murphy
@ Recycled Paper
HOB
Central Contra Costa S",. .itary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1999
No.: 3. n. CONSENT CALENDAR
Date: December 18, 1998
Type of Action: DENY CLAIMS
Subject: DENY CLAIM FOR DAMAGES BY KATHLEEN B. PETERSEN, 17 LOST VALLEY
DRIVE, ORINDA
Submitted By:
David J. Clovis, Safety & Risk Manager
Initiating Dept./Div. :
Administrative/Safety & Risk Management
vPL
GM-CE
ISSUE: Kathleen B. Petersen filed a claim against the District for property damage, undue
stress, and physical and emotional duress arising out of land movement. Claim denials
require action by the Board of Directors.
BACKGROUND: A claim form was presented to the District by Kathleen B. Petersen dated
November 27, 1998. The claim alleges that the District sewer pipe in the rear yard of her
home has caused concrete sinking, pool sinking and has caused stress cracks in her home.
The claim alleges that the damage has occurred as a result of District negligence in the
design, construction and maintenance of the sewer line. The claim further alleges that the
damage has also caused undue stress and physical and emotional duress. The claim seeks
damages in excess of $10,000.
RECOMMENDATION: Deny the claim by Kathleen B. Petersen for property damages,
undue stress, physical and emotional duress. Refer to staff for further action as required.
H: \ WPWI N\LEGAL \Claims\PETERSEN. PP. wpd
Page 1 of 1
___~._........_..._,___,_~..__._~_.______.__._._____'__~_._.._""___,_,._ __..____.^......~__ _.,..___..______u_.,.'. ___,'_'___'__
JANUARY 7, 1999
MR. PRESIDENT
JOYCE MURPHY
SANITARY BOARD MEMBERS
I AM HERE TODAY EXPRESSING MY CONCERN ABOUT C.C.S.D. 'S
SEWER PIPELINE AND EASEMENT THAT RUNS ACROSS MY BACK
YARD. MY PROPERTY IS SINKING IN THE SAME LOCATION WHERE
THE SANITARY DISTRICT SEWER PIPELINE AND EASEMENT ARE
LOCATED. A T.V. LINE WAS DONE ON NOVEMBER 4, 1998 TO
DETERMINE IF THERE WERE ANY CRACKS OR LEAKS IN THIS PIPE-
LINE. THE REPORT CAME BACK THAT THERE ARE CRACKS IN THE
C.C.S.D.'S PIPELINE. I WANT TO KNOW WHEN THE LAST TIME
THIS PIPELINE WAS MAINTAINED? I WOULD LIKE THIS INFORMAT-
ION AS WELL AS THE VIDEO TAPE OF THE SEWER LINE FROM 25
LOST VALLEY DRIVE DOWN TO 11 LOST VALLEY DRIVE AS SOON AS
POSSIBLE.
THANK YOU,
(~~~,?~
~ -KiTHLEEN B. PETERSEN
17 LOST VALLEY DRIVE
ORINDA, CA. 94563
(925) 376-0723
-_.,--~_._-_._".._-~._,_._----~-------"------_..,-~,.._-----~~-,.,~-,._,_._.-
Central Contra Costa Sanitary District
:1I1El Imhoff I'lace,l\lctrlinez, LilltOn1ld l)45S:l-4392 (:1111) :nS-9:i1l1l · F.\X: (:1]111 li,I)-,211
ROGER J, DOLAN
General Manager
Chief Engineer
KENTON L. ALM
Counsel for the District
(510) 938-1430
JOYCE E. MURPHY
Secretary of the District
January 14, 1999
Ms. Kathleen B. Petersen
17 Lost Valley Drive
Orinda, CA 94563
RE: Requests for information
Dear Ms. Petersen:
District Staff is in the process of locating and reproducing the documents that are in our
possession with regards to your request for production of documents. We are attempting
to complete the search and have all documents available for you by January 22, 1999. I
will contact you the week of January 18th to advise you on the status and cost for the
record reproduction.
If you have any questions, please do not hesitate to contact me at 229-7390.
~.:ry~
David J. Clovis
Safety & Risk Manager
cc: J. Murphy
@ Recycled Paper
HOB
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1999 No.: 3.0. CONSENT CALENDAR
Date: December 28, 1998 Type of Action: ADOPT RESOLUTION
Subject AUTHORIZE SUBMITTAL OF A HOUSEHOLD HAZARDOUS WASTE COLLECTION
PROGRAM ENHANCEMENT GRANT APPLICATION TO THE CALIFORNIA INTEGRATED
WASTE MANAGEMENT BOARD
Submitted By:
Jarred Miyamoto-Mills,
Principal Engineer
REVIEWED AND RECOMMENDED FOR BOARD
Initiating Dept./Div.:
Engineering/Environmental Services
*#
ISSUE: A resolution is needed to authorize submittal of an application to the California
Integrated Waste Management Board (CIWMB) for a household hazardous waste (HHW)
collection program enhancement grant.
BACKGROUND: The CIWMB administers a grants program to help local government establish
or enhance HHW collection and management programs. This year, in the program's seventh
cycle, $3.0 million will be available on a state-wide competitive basis. Each individual
jurisdiction may apply for grants up to $120,000.
Staff is preparing an application proposing a project to acquire additional bulking, can
compacting, and materials handling equipment; expand public education and outreach;
enhance HHW collection from small businesses; and fund additional temporary collection
events. The application deadline is January 22, 1999.
The CIWMB requires a resolution authorizing submittal of an application and designating
someone to sign all necessary documents including the application. A draft resolution is
attached (Attachment 1).
RECOMMENDATION: Adopt the attached resolution authorizing submittal of a HHW
collection program enhancement grant application to the CIWMB.
T:\Admin\Miyamoto-MiIIs\PP 99 HHW Resolution.wpd
Page 1 of 3
Attachment 1
RESOLUTION NO. 99-_
A RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT
AUTHORIZING SUBMITTAL OF AN APPLICATION TO THE
CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD FOR A
LOCAL GOVERNMENT HOUSEHOLD HAZARDOUS WASTE GRANT
WHEREAS, the State of California enacted Assembly Bill 1220 (Eastin, 1993) which, in
part, provides for a grant program to help local governments establish or expand their
household hazardous waste (HHW) collection programs; and
WHEREAS, the California Integrated Waste Management Board (CIWMB) is
responsible for administration of the grant program and has developed application
procedures and requirements; and
WHEREAS, the Central Contra Costa Sanitary District (District) intends to submit an
application for a grant in the program's seventh cycle to fund a project for enhancement
of its ongoing HHW Collection Program, and the deadline for submittal is January 22,
1999; and
WHEREAS, if a grant is awarded to the District, it will enter into a contract with the
State of California for implementation of the project.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Central
Contra Costa Sanitary District authorizes submittal of an application to the CIWMB for
a Local Government HHW Grant - Seventh Cycle, and that the General Manager-Chief
Engineer or his designee is authorized and empowered to execute on behalf of the
District all applications, contracts, payment requests, agreements and amendments
necessary to secure grant funds and to implement and carry out the project proposed in
the grant application.
Page 2 of 3
PASSED AND ADOPTED by the Board of Directors of the Central Contra Costa
Sanitary District on the 7th day of January, 1999, by the following vote:
AYES:
NOES:
ABSENT:
Members:
Members:
Members:
Joyce Murphy, Secretary
Central Contra Costa Sanitary District
County of Contra Costa, State of California
APPROVED as to form:
Kenton L. Aim, Counsel for the District
James A. Nejedly
President of the Board of Directors
Central Contra Costa Sanitary District
County of Contra Costa, State of California
Page 3 of 3
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1 999
Date: December 23, 1998
No.: 5.a. BIDS AND AWARDS
Type of Action: AUTHORIZE AWARD
Subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO WILLIAM G.
McCULLOUGH COMPANY FOR THE PAVEMENT REFURBISHMENT PROJECT, PHASE 2,
DISTRICT PROJECT NO. 6125
Submitted by:
James L. Belcher, Senior Engineer
Initiating Dept./Div. :
Plant Operations Department, Maintenance
#~ FbI'"
CG
~
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
GM-CE
ISSUE: On December 18, 1998, sealed bids were received and opened for construction
of the Pavement Refurbishment Project, Phase 2, District Project No. 6125. The Board
of Directors must authorize award of the contract or reject bids within 30 days of the bid
opening.
BACKGROUND: The current phase of this project will repair existing and install new
paving at four locations in the treatment plant, as shown in Attachment 1. Numerous
areas of pavement in the area shown have failed, and other areas are showing signs of
severe fatigue. Three of the above areas will have new paving added to improve access
to nearby equipment.
Plans and specifications were prepared by the Plant Operations Department, and the
Purchasing Division developed and issued the formal bid request. The engineer's estimate
for the construction cost was $75,000. The project was advertised on December 8 and
December 14, 1998. Five bids, ranging from a low of $58,282 to a high of $81,765,
were received by the Purchasing Division and publicly opened on December 18, 1998.
A summary of these bids is shown in Attachment 2. The Purchasing Division conducted
a commercial evaluation, and the Plant Operations Department conducted a technical
evaluation of these bids, and it has been determined that William G. McCullough Company
is the lowest responsible bidder with a bid amount of $58,282.
The allocation of funds required to complete this project, as shown in Attachment 3, is
$70,500. The current total estimated project cost is $95,500. This project is included
in the Fiscal Year 1998-99 Capital Improvement Budget (CIB) on pages TP-69 through
TP-70. Staff has conducted a cash flow evaluation of the Sewer Construction Fund and
S:\Correspondence\POSPAPR\ 1998-99\6125.pp.wpd
Page 1 of 5
POSITION PAPER
Date: December 23, 1 998
Subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO FOR PAVEMENT
REFURBISHMENT - PHASE 2 PROJECT, DISTRICT PROJECT NO. 6125
concluded that adequate funds are available for this project. Staff has also concluded that
this project is exempt from the California Environmental Quality Act (CEQA) under District
CEQA Guidelines, Section 18.2, since it involves minor alterations to existing sewage
facilities with no increase in capacity. Board of Directors' approval of this project will
constitute an independent finding that this project is exempt from CEQA.
RECOMMENDATION: Authorize award of a construction contract in the amount of
$51,282 for the construction of the Pavement Refurbishment Project, Phase 2, District
Project No. 6125, to William G. McCullough Company, the lowest responsible bidder.
S:\Correspondence\POSPAPR\ 1998-99\6125.pp. wpd
Page 2 of 5
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PAVEMENT REFURBISHMENT
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DISTRICT PROJECT 6125
PROJECT LOCATION
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Central Contra Costa Sanitary District
ATTACHMENT 2
SUMMARY OF BIDS
Project: PAVEMENT REFURBISHMENT
PHASE 2 PROJECT DP No. 6125
Date: December 18. 1998
Location: Martinez. California
Engr. Est. $75.000
1 William G. McCullough Co. $58,281.51
PO Box 2119
Antioch, CA 94531
2 B & B Grading and Paving $73,185
2490 Vista Del Monte
Concord, CA 94520
3 Bruce Carone Grading and Paving, Inc. $76,950
5060 Commercial Circle, Suite F
Concord, CA 94520
4 NRA Construction Company, Inc. $77,250
1061 Sonoma Blvd.
Vallejo, CA 94590
5 MCE Corporation $81,765
6515 Trinity Court
Dublin, CA 94568
Bids Opened by:/s/ Joyce Murphy
Date: December 18. 1998
Sheet No. 1
of 1
H:\SWG\PAVE_2\SUMBIDRA.WPD
3/23/98
Page 4 of 5
ATTACHMENT 3
PAVEMENT REFURBISHMENT - PHASE 2
DISTRICT PROJECT NO. 6125
POST -BID/PRECONSTRUCTION ESTIMATE
Percent of
Estimated
Construction
Item Description Total Cost
1 CONSTRUCTION
Construction Contract $58,282
Contingency at 15% $11,718
Total Construction $70,000 100.00
2 CONSTRUCTION MANAGEMENT $15,500 22.14
3 TOTAL CONSTRUCTION PHASE COST $85,500 122.14
4 TOTAL PREBID EXPENDITURES $10,000 14.28
5 TOT AL ESTIMATED PROJECT COST $95,500 136.42
6 FUNDS AUTHORaED TO DATE $25,000
7 ADDITIONAL ALLOCATION NEEDED TO $70,500
COMPLETE PROJECT
Page 5 of 5
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Date: December 21, 1998
No.: 6.a. ITEMS HELD OVER FROM PREVIOUS
BOARD MEETINGS
Type of Action: APPROVE POLICY
Board Meeting Date: January 7, 1999
Subject:
ADOPT A RESOLUTION ESTABLISHING A POLICY REGARDING THE FORMATION OF
CONTRACTUAL ASSESSMENT DISTRICTS
Submitted By:
Jay S. McCoy
Environmental Services Div. Manager
Initiating Dept./Div. :
Engineering Department/Environmental
Services Division
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REVIEWED AND RECOMMENDED FOR BOARD ACTION:
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ISSUE: The process to develop definitions, criteria and procedures for Contractual Assessment
Districts has progressed to a point where it is appropriate to establish District policy.
BACKGROUND: The financing mechanism known as Contractual Assessment Districts (CAD) was
first used by the District in October 1996 with the formation of the Gary Way CAD. Thus far, two
CADs have been completed and five more are in various stages of preparation.
Over the past two years, staff and the Board of Directors have discussed the rules applicable to
the formation of CADs. These rules have been termed "CAD Criteria" and are actually a
combination of definitions, criteria, and procedures which together constitute policy. Staff
recommended policy for Contractual Assessment Districts is attached in the form of a resolution
for discussion and adoption.
Discussion at the Board meeting on November 19 centered around a cap which might be placed
on funds made available for CAD projects. Based on that discussion staff proposes a budget of
$1,000,000 be established for this fiscal year and each of the next two fiscal years to address the
issue of a cap. Proposed language has been added to the draft resolution on page 8 reflecting the
concept of a budget.
After the November 19 Board meeting, staff discussed the CAD program with James Copeland of
Brown and Wood, bond counsel. The result of that discussion is the deletion from the policy of the
"due on sale" provision. It was determined that the "due on sale" provision would impose
substantial complications. The "due on sale" section shows as stricken on pages 10 and 11 of the
draft resolution. Also, clarifications have been made on pages 13 and 14 related to current owners
being eligible for proceeds from collection of reimbursement fees.
Page \ of 1 6
U:\PPr\Raposa\Adopt CAD Procedures.pp.2.wpd
POSITION PAPER
Date: December 21, 1998
Subject:
ADOPT A RESOLUTION ESTABLISHING A POLICY REGARDING THE FORMATION OF
CONTRACTUAL ASSESSMENT DISTRICTS
Mr. Copeland reviewed the CAD policy and his letter is attached. Relating to the CAD program,
Mr. Copeland states "this financing device presents a legally appropriate means of achieving the
District's purpose."
Staff is seeking final Board input on the draft resolution. Once the resolution containing the policy
is adopted, subsequent CADs will not be termed "demonstration projects." The District Code will
be amended to incorporate the policy by a future Board action.
RECOMMENDATION: Adopt a resolution establishing a policy regarding the formation of
Contractual Assessment Districts.
Page 2 of 1 6
U :\PPr\Raposa\Adopt CAD Procedures.pp.2. wpd
Page 3 of 16
RESOLUTION NO.
RESOLUTION ADOPTING
CONTRACTUAL ASSESSMENT DISTRICT POLICY
WHEREAS, Central Contra Costa Sanitary District has, over the last several
years, identified a prevalent sanitation issue occurring within the District's Service
Area, that of the need to replace residential septic systems by connection to the
District system; and
WHEREAS, this sanitation issue is increasing in importance as a result of the failure
of existing septic systems due to age and the increased densification of the Service Area;
and
WHEREAS, in order to replace failing septic systems with connections to the public
sewers, extension of existing public sewer mains is frequently required; and
WHEREAS, the cost and complexity of undertaking a sewer main extension may
prevent a single homeowner from to connecting to the public sewer system thus
perpetuating an ongoing health and environmental problem; and
WHEREAS, public policy, as well as legal and fiscal constraints, limit the ability of
the District to build or extend local street sewers to serve individual or small groups of
existing homes; and
WHEREAS, the use of small assessment districts can provide the structure and
financial assistance required to encourage neighbors to jointly undertake projects to
provide sewer service to their properties; and
U :\Admin\McCoy\cadresol.doc
Page 4 of16
WHEREAS, the District has made use of the provisions of the Streets and Highways
Code Section 5898, et seq. in order to create small Contractual Assessment Districts, on
a demonstration basis, in order to provide for assessment financing of main extensions
for failing septic systems.
NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary
District adopts the Contractual Assessment District Policy Statement, attached as Exhibit
A and incorporated herein by reference.
The Board of Directors of the Central Contra Costa Sanitary District further finds
that this policy shall remain in effect until such further order of the Board; however, the
adoption of this policy does not create any vested right or entitlement to any parcel
owners within the District's sphere of influence concerning eligibility for this program, nor
shall the District be precluded from modifying or terminating this program at any time it
deems appropriate.
U :\Admin\McCoy\cadreso1.doc
Page 5 of 16
PASSED AND ADOPTED this _ day of
, 1998 by the Board
of Directors of the Central Contra Costa Sanitary District by the following votes:
AYES:
Members:
NOES:
Members:
ABSENT:
Members:
James A. Nejedly
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Joyce E. Murphy
Secretary, Central Contra Costa
Sanitary District, County of Contra Costa
State of California
APPROVED AS TO FORM:
Kenton L. Aim,
District Counsel
U :\Admin\McCoy\cadresol.doc
EXHIBIT A
Page 6 of 16
CONTRACTUAL ASSESSMENT DISTRICT
POLICY STATEMENT
Definitions
. A Contractual Assessment District (CAD) is a legal entity established pursuant
to Streets and Highways Code Chapter 5898 for the purpose of financing the
construction of sewers in residential areas currently being served by septic
tanks.
. Participants are owners of properties tributary to proposed facilities who
voluntarily agree to enter into a CAD contract.
. Participant Parcels are those parcels to be served by the proposed facilities
owned by Participants at the time of the CAD formation.
. Non-participants Parcels are properties which could directly connect to proposed
facilities that are not initially connected to and assessed for the sewer
improvements.
. CAD Non-participant Reimbursement Fees are fees collected from Non-
participant Parcel owners at the time of connection to reimburse current owners
for the Non-participant Parcel's share of the cost of sewer improvements
installed under the CAD.
U:\Admin\McCoy\CAD Definitions.wpd
Page 7 of 1 6
Criteria for Formation
. There must be at least five properties directly tributary to the proposed facilities
in order to form a CAD.
. A minimum of 60 percent of the properties directly tributary to the proposed
sewer shall have existing homes served by septic tank systems.
. The District's decision as to whether to form a CAD will be determined on a case
by case basis and is at the sole discretion of the Board of Directors. The Board
will consider technical, economic, staffing, budget, and other factors in its
decision whether to proceed to form a CAD.
Process
. Small groups of property owners maybe eligible for a CAD if (i) they occupy
houses served by septic tanks, and (ii) they seek a sewer main extension to
provide for connection to the District system. District staff will work with the
owners to explain the CAD process. If sufficient property owners and the District
remain interested in proceeding with a CAD, an Engineer's Report estimating
project costs and assessment levels will be prepared by the District in accordance
with state law. Following an affirmative vote by the Participants, the Participants
enter into a written contract with the District which describes the responsibilities
P:\PUBLlC\ENVIRONM\CADDEFIN. WPD
Page 8 of 1 6
of the parties, the work, and the provisions for payments.
. Participants are required by the contract to hire an engineer to prepare plans
designing the sewer work.
. The District will undertake the procedural requirements to form the CAD, and will
review the plans for compliance with District standards, finance the work, and
establish the assessments.
.
. Participants are required by the contract to hire a contractor and to supervise the
performance of the contractor for the construction of the private work. The
District has no contractual relationship with the contractor.
P:\PUBLlC\ENVIRO NM\CADDEFIN. WPD
Page 9 of 1 6
. The District will accept the work if the work is done in accordance with District
standards.
Payments and Assessments
. Each participant shall have the option to pay for their share of the CAD expenses
after the work is completed by lump sum cash payment or by contractually
subjecting their property to an assessment for their share of the work.
Regardless of the option chosen, Participants pay all costs of the sewer main
extension and other appurtenant facilities required to bring service to the
Participants' Parcels. The existence, or non-existence of potential Non-participant
connectors shall not affect the obligation of the Participants to pay for all costs
associated with the project.
. The term (payback period) for the Participant's assessment shall be ten years.
The interest rate shall be fixed when the contract between the Participants and
the District is signed for the District by the General Manager-Chief Engineer. The
annual interest rate for assessments shall be 1 percent above the then current
average interest rate on CCCSD temporary investments.
. The assessments shall be equal for each Participant's Parcel unless otherwise
provided for in the contract and documents creating the CAD. If, in the sole
judgment of the District, an existing Participant's Parcel can be subdivided, said
P:\PUBLlC\ENVIRO NM\CADDEFIN. WPD
~-_._-_._._---_._-~-~------_._._--'~~- ,---~-----,-_._._~.._----
Page 1 0 of 1 6
Parcel may be assigned more than one assessment.
. The costs of the work associated with sanitary sewer mains, manholes, rodding
inlets and private sewer laterals within a public street or an easement may be
included as a cost of the CAD. The CAD may also include costs for other
appurtenances within public streets or easements necessary to bring the sewer
service to the Participants. The cost of the installation of the private sewer
laterals (not within a public street or easement) and the Capital Improvement
(connection) or other fees and charges customarily due to the District upon
connection to the public sewer shall be specifically excluded from CAD financing.
. The CAD assessments will be imposed on each Participant's Parcel and recorded
as a lien against the Parcel. The assessment will include the principal and interest
and will be collected on the property tax bill as an assessment along with taxes
and other assessments and charges on the subject parcel. An assessment will
not be placed on a Participant's Parcel for which a lump sum payment was
made.
. The total outstanding assessment shall be due on the sale of any ,"tJrt;ciptJnt
rtJ1C(!f;'. As more specifically set forth in the contract betvveen ,"tJrt)"ciPtJrlts and
the District, cert8in exceptions ffl8Y 8pply to the "due on s8le" policy, including,
but not limited to, instances of transfers betvv'een multiple ovvners, dissolution
transfers and conveyances resulting from devise or descent and distribution. The
P:\PUBLlC\ENVIRONM\CADDEFI N. WPD
Page 11 of 1 6
amount j:)aid to the District at the time of sale shall include all of the outstanding
j:)rinGipal, and the interest accrued to the date of j:)a.j off.
CAD Non-participant Reimbursement Fees
. CAD Non-participant Reimbursement Fees will be established by the District
Board of Directors if District staff determines that there are Non-participant
Parcels which could connect to the CAD facility. The District will collect CAD
Non-participant Reimbursement Fees for a period of 20 years from the date of the
CAD formation. The obligation of a Non-participant Parcel owner to pay a
reimbursement fee upon connection to a CAD sewer will expire after the 20 year
period.
. CAD Non-Participant Reimbursement Fees will be established by the Board after a
public hearing when final assessments have been established .
. For purposes of calculating the amount of a CAD Non-participant Reimbursement
Fee to the applied to a subsequently connecting parcel, a Non-participant Parcel
will be treated as a Participant Parcel after the owner of a Non-participant Parcel
is connected and pays the appropriate fees.
. CAD Non-participant Reimbursement Fees will be calculated by dividing the total
CAD cost by the current number of Participants. The number of Participants for
P:\PUBLlC\ENVIRONM\CADDEFIN. WPD
_ .._,~_..__,_..,_.__,..__~____,_~_.__~________._ _"__,_,__,_~_,_____,,,_,",,__,__,_,~_'_"_"_m__'_
Page 1 2 of 1 6
this purpose shall include the total of the original and subsequent connectors, and
the current Non-participant Reimbursement Fee payor. The following example
illustrates this calculation process.
Assume:
Total assessments to be paid = $80,000; there are 4 original Participants, and
there are 4 Non-participants. Each of the 4 original Participants assumes a
$20,000 assessment.
REIMBURSEMENT FEE CALCULATION
Non-Participant' Credit to each Net Cost to
Connection Fee prior Participant Participants
First $80,000 = $16,000 $16,000 = $4,000 $20,000
5 4 - 4,000
$16,000
Second $80,000 = $13,333 $13,333 = $2,667 $16,000
6 5 - 2,667
$13,333
Third $80,000 = $11,429 $11,429 = $1,904 $13,333
7 6 - 1,904
$11,429
Fourth $80,000 = $10,000 $10,000 = $1,429 $11,429
8 7 - 1 ,429
$10,000
, After a Non-participant Parcel owner pays their reimbursement fee, the Non-participant
Parcel owner becomes a Participant for the purpose of further reimbursement fee
calculations.
P:\PUBLlC\ENVIRONM\CADDEFIN. WPD
_.__".,.__.~_,_.~..~_.._.__'_~._<_'__.._..___,..__._*__.__.,~__.,..~_______"_^_..."...___..~.___'___'__."_'_"._._,.~__~"._,.._,___.._.,___.__ ._.__. __.___._',_._,__ . _.._.w....,._._._._
Page 1 3 of 1 6
. As non-participating owners connect their homes to the sewer extension, CCCSD
staff will collect a CAD Non-participant Reimbursement Fee from each newly
connecting Non-participant Parcel owner. Each newly received CAD Non-
participant Reimbursement Fee will be divided uniformly among the prior
psrticipsting ovvners
Those Participants
v.vith outstsnding CAD sssessments remsining unpsid NiII hS've their assessffltmt
obligstions reduced by their proportionste shsre of the distributed reimbursement
~ Participants ~vhose sssessments hSve been extinguishedi or 1/\/,1'10 msde 8
lump sum pSyment 'nill be eligible to receh,e s prorsts shsre of the reimbursement
fee:- It is the responsibility' of rarticipants to keep the District informed of the
rtJrticipant's current sddress.
The District will forward a notification of available funds
and a verification form to 8
Participant .1.
at the 11I11
Participant's Isst knov'tn address.
Upon receipt of a properly completed verification form by the District, the District
will forward a check to the
the Participant1s
Participant
prorata share
in the amount of
. Participfmt shsll have three (3) yesrs sfter the msiling of the notification to clsim
P:\PUBLlC\ENVIRO NM\CADDEFI N. WPD
-_....._-----~-~_.--~'"._._._._._--'-,..._-_._-_..~._-_._.._--._--,-_._._..._,,-~"-------_._._~--._-_. .-.,,----------...-----.-----
Page 14 of 1 6
his or her prorata share of the reimbursement fee, hOvvever, the The District shall
have no affirmative responsibility to locate the
Participant or
make distribution to a f'art;cipant's estate, or
or
other potential interest holders. Any proceeds from collections of CAD Non-
participant Reimbursement Fees which are held by the District for over three
years due to inaction on the part of the f'8rt;cipant
the property of the District.
will become
. If a f'articipant sells their property, the Participant retains the right to proceeds
from collections of CAD Non participant fre;mbtJfsement rees.
P:\PU BLlC\ENVIRONM\CADDEFIN. WPD
B ROW N & WOO 0 LLP
Page 15 of 16
555 CALIFORNIA STREET
SAN FRANCISCO, CA. 94104-1715
TEL.EPHONE: 415-772-1200
FACSIMIL.E: 415-397-4621
December 10, 1998
Kenton L. AIm, Attorney at Law
Sellar, Hazard, Fitzgerald, McNeely, AIm & Manning
1111 Civic Drive, Suite 300
P. O. Box 3510
Walnut Creek, CA 94598
Re: Central Contra Costa County Sanitary District
Contractual Assessment District Program
Dear Kent:
You have asked for our opinion regarding the ability to finance certain sanitary sewer
improvements in the Central Contra Costa Sanitary District (the "District") through the
contractual assessment district ("C.A.D.") procedure provided in Streets and Highways Code
Section 5898.
As bond counsel for numerous special assessment financings, we are prepared to
comment on the validity and feasibility of the use of a C.A.D. as a means of financing public
improvements for the District.
Streets and Highways Code Section 5898, which was enacted in 1987, provides an
alternative procedure for authorizing assessments to finance public improvements to lots or
parcels which are developed and where the costs and time delays involved in creating an
assessment district pursuant to the more traditional methods would be prohibitively large relative
to the cost of the public improvements to be financed. Assessments may be levied under this
C.A.D. procedure only with the free and willing consent of the owner of each lot or parcel on
which an assessment is levied at the time the assessment is levied. Based on the assumption that
this is the factual situation underlying the District's proposed program of replacing failing septic
tanks with public sewer mains financed by a series of C.A.D.s, this financing device presents a
legally appropriate means of achieving the District's purpose.
As we discussed during our recent meeting, we may be able to recommend modifications
or refinements to the C.A.D. program the District is in the process of developing, and we are
prepared to discuss these further with you and members of the District's staff if you so desire.
SFLlB 1/1070384/4/10988/00001
NEW YORK' LOS ANGELES' WASHINGTON' BEIJING' TOKYO REPRESENTATIVE OFFICE
AFFILIATED WITH BROWN & WOOD, A MULTINATIONAL PARTNERSHIP WITH OFFICES IN LONDON AND HONG KONG
Kenton L. AIm, Attorney at Law
Sellar, Hazard, Fitzgerald, McNeely, AIm & Manning
December 10, 1998
Page 2
Page 16 of 16
We trust this has responded to your request. Please contact either Jan Hanson or me, at
the phone number set forth above, regarding any questions you may have.
JLC:mhd
SFUB 1/1070384/4/1 0988/00001/copelanj/December 10, 1998 - 3:41
Central Contra Costa Sa'nitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1 999
Date: December 29, 1998
No.: 8.a. TREATMENT PLANT
Type of Action: AUTHORIZE PURCHASE
Subject:
AUTHORIZE PURCHASE OF A MATCHING REPLACEMENT DIESEL ENGINE
FOR THE TREATMENT PLANT STANDBY POWER FACILITY
Submitted By:
John C. Pearl, Plant Maintenance
Division Manager
Initiating Dept./Div. :
Plant Operations Departmentl
Maintenance Division
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
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ISSUE: Board of Directors' approval is requested for the purchase of a matching
replacement diesel engine for the treatment plant's Standby Power Facility.
BACKGROUND: On December 22, 1998, one of the two 2,340 horsepower, Detroit Diesel
engines that drives a 1.6 megawatt generator at the treatment plant's Standby Power
Facility was damaged. The damage was caused by a sudden loss of coolant fluid that
resulted from a burst hose. The cause of the burst hose is not known. An assessment
of the engine by the local, factory-authorized Detroit Diesel service facility concluded that
the engine needs to be replaced or completely rebuilt before it could be operated.
As an interim measure to protect the ability of the treatment plant to operate, a large
diesel-driven generator has been rented and connected in a standby mode. This generator
will be kept until the full capability of the Standby Power Facility is restored. The costs
of providing this backup capability are estimated to be about $25,000 a month.
The rental generator is needed because the Standby Power Facility is a crucial and integral
part of the operation of the District's treatment plant. It is designed to keep the plant
on-line when the normal electrical power sources fail. The District's NPDES permit,
administered by the local Regional Water Quality Control Board, states that no discharge
of untreated effluent is permitted. This facility provides the backup power to assist in
meeting that requirement.
There are three replacement options. First, a new engine could be purchased and
installed. However, this original engine model is no longer manufactured. A new,
different engine would require an engineering effort to ensure system and component
compatibility. This option was ruled out because of the long lead time and higher costs
than other options. Second, the existing engine could be rebuilt on site with new engine
S :\Correspondence\POSP APR\ 1998-99\Detroit Diesel. wpd
Page 1 of 2
POSITION PAPER
Date: December 29, 1998
Subject:
AUTHORIZE PURCHASE OF A MATCHING REPLACEMENT DIESEL ENGINE
FOR THE TREATMENT PLANT STANDBY POWER FACILITY
blocks for an approximate cost of $200,000 and would take approximately two months
to complete. The third option is the purchase of a complete remanufactured engine that
matches the other existing engine in the facility. The approximate installed cost of the
remanufactured engine is $160,000 and would take approximately 30 to 40 days to be
delivered and installed. The remanufactured engine is approximately 20 percent less
expensive than rebuilding the existing engine and has the potential for a 30-day
turnaround, a factor to consider when renting a backup generator at approximately
$25,000 a month.
Based on an evaluation of the options, purchase of the factory-remanufactured engine,
which comes with a six-month parts and labor warranty, is recommended. The unit would
be assembled in Houston, Texas, and can be installed by the end of January or early
February 1999. The local Detroit Diesel service facility would install the remanufactured
engine. The estimated total cost for this work, including generator rental and District staff
time, is approximately $300,000.
Pursuant to the District's purchasing procedures, it is in the "best interest of the District"
to immediately replace the failed engine with a like unit, which is a unique used item
(remanufactured), as a competitive bidding process would not produce any advantage
under these circumstances.
The estimated cost for the replacement engine and installation is $160,000. Staff is
investigating what insurance coverage, if any, may be applicable, but an initial examination
has concluded that there is no coverage to pay for this loss.
A forensic analysis will be conducted to determine the cause of the failure, and its findings
will be adopted in the installation of the new engine and possible modification of the
existing, original engine in an effort to reduce future possibilities of failure.
RECOMMENDATION: Authorize the purchase and installation of a trade name (Detroit
Diesel), remanufactured diesel engine for the District's Standby Power Facility to be
purchased without competitive bidding in order to match an existing item, obtain a unique
used item, and to avoid the impracticality or impossibility of using the competitive bidding
process under these unique circumstances.
S :\Correspondence\POSP APR\ 1998-99\Detroit Diesel. wpd
Page 2 of 2
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Date: December 10, 1998
No.: 9.a. HUMAN RESOURCES
Type of Action: APPROVE REORGANIZATION
Board Meeting Date: January 7, 1999
Subject: CREATE AND ADD THE POSITIONS OF ADMINISTRATIVE SUPPORT
SUPERVISOR (S-60 $3,406-$4, 118/MONTH), SENIOR ADMINISTRATIVE SUPPORT
TECHNICIAN (S-52 $2,819-$3,406/MONTH), AND ADMINISTRATIVE SUPPORT
TECHNICIAN (S-48 $2,567-$3,095/MONTH); ADOPT CLASS DESCRIPTIONS; ADOPT
RESOLUTION ADDING POSITIONS TO MS/CG BARGAINING UNIT; AUTHORIZE FILLING
THE POSITIONS; DELETE ONE ADMINISTRATIVE SECRETARY, ONE RECORDS AND
INFORMATION COORDINATOR 1/11, AND ONE SECRETARY I1II POSITION
Submitted By:
Joyce E. Murphy
Secretary of the District
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
Initiating Dept./Div. :
Administrative
-r::
ISSUE: Board authorization is required to create new positions, adopt class
descriptions, and recruit for vacant positions.
The net effect of the proposed action would add no new positions. The class descriptions
of several recently vacated or soon to be vacated positions would be changed expanding
their scope of activity and changing the bargaining group of one of the positions to
Management SupportlConfidential Group (MS/CG). It also authorizes filling the vacancies.
The proposed action has been reviewed and approved by the Board Personnel Committee.
BACKGROUND: Three distinct types of classifications and functions currently report to
the Secretary of the District. These functions are support for Board activities, centralized
District-wide records management responsibilities, and secretarial support for the
Administrative Department. During the past 15 years these functions have developed and
gone through transformations which reflect the changing needs of the District. With the
current vacancies in a Secretary 1/11 position and the Records and Information Coordinator
1/11 position and the pending retirement of Administrative Secretary Helen Baumgartner,
it is appropriate to again review the staffing levels and functions to ensure that they meet
the District's current and anticipated needs.
In 1991, the Board formally created the Records and Information Coordinator 1/11 position
to perform the ongoing responsibilities of the District's centralized records management
program. Until that time, this work was done chiefly by the Secretary of the District with
assistance from a consultant, summer students, and temporary employees. While
Page 1 of 20
_..._--,---~-_..."."~.._.._.'"._------_._.."...._._-----...----.,- -----~--~--_._-
POSITION PAPER
Date: December 10, 1998
Subject :CREATE AND ADD THE POSITIONS OF ADMINISTRATIVE SUPPORT
SUPERVISOR (S-60 $3,406-$4,118/MONTH), SENIOR ADMINISTRATIVE SUPPORT
TECHNICIAN (S-52 $2,819-$3,406/MONTH), AND ADMINISTRATIVE SUPPORT
TECHNICIAN (S-48 $2,567-$3,095/MONTH); ADOPT CLASS DESCRIPTIONS; ADOPT
RESOLUTION ADDING POSITIONS TO THE MS/CG BARGAINING UNIT; AUTHORIZE
FILLING THE POSITIONS; DELETE ONE ADMINISTRATIVE SECRETARY, ONE RECORDS
AND INFORMATION COORDINATOR 1/11, AND ONE SECRETARY 1/11 POSITION
significant progress has been made towards full-scale implementation and ongoing
maintenance of a comprehensive District-wide records management program, this workload
continues to increase proportionally to the increases in information generated by District
activities and information resource needs. In addition, there have been considerable
changes in information technology that have direct bearing on the District's records
management program which must be considered and implemented as appropriate.
The administrative support services for the Administrative Department have also evolved
over the past 15 years, going from a centralized secretarial pool of five positions to the
current staffing level of three positions. This change has also corresponded to changes in
technology. As the District has implemented word processing systems, automated MIS
budgeting capability, telephone voice mail, and faster more productive reprographic
services, the level of secretarial support staffing previously required in these areas has
decreased. Although the workload fluctuates, a minimum level is necessary to staff the
functions of 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.
The positions reporting to the Secretary of the District and their functional responsibilities
were evaluated. Based on that evaluation and the changes in service needs and
technology, it is proposed that the functional responsibilities for Board activities, records
management, and administrative support be integrated into the class descriptions for each
of the positions reporting to the Secretary of the District and that the work be
redistributed. This would 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 individuals in the positions. Accordingly, the
following reorganization is proposed to redistribute the duties:
. Adopt a new class description of Administrative Support Technician to
replace the vacant Secretary I11I G-45/G-49 ($2,382-$2,872/month to
$2,614-$3, 160/month) position, confidentially designate this position, and
set the salary range at 5-48 ($2,567-$3,095/month).
Page 2 of 20
_.~---~".,--,._~._~.__.__._.__._._-_._--'---------
POSITION PAPER
Date: December 10, 1998
Subject :CREATE AND ADD THE POSITIONS OF ADMINISTRATIVE SUPPORT
SUPERVISOR (S-60 $3,406-$4, 118/MONTH), SENIOR ADMINISTRATIVE SUPPORT
TECHNICIAN (S-52 $2,819-$3,406/MONTH), AND ADMINISTRATIVE SUPPORT
TECHNICIAN (S-48 $2,567-$3,095/MONTH); ADOPT CLASS DESCRIPTIONS; ADOPT
RESOLUTION ADDING POSITIONS TO THE MS/CG BARGAINING UNIT; AUTHORIZE
FILLING THE POSITIONS; DELETE ONE ADMINISTRATIVE SECRETARY, ONE RECORDS
AND INFORMATION COORDINATOR 1/11, AND ONE SECRETARY 1/11 POSITION
. Retitle and revise class description from Records and Information Coordinator
I1II S-47 IS-51 ($2,509-$3,019/month to $2,755-$3,324/month) to Senior
Administrative Support Technician, and set the salary range at S-52 ($2,819-
$ 3 ,406/month).
. Adopt a new class description of Administrative Support Supervisor S-60
($3,406-$4, 118/month) to replace the Administrative Secretary S-60.
No change is proposed to the current Administrative Assistant S-56 ($3,019-
$3,657/month) position as the functional responsibilities for Board activities, records
management, and administrative support are already covered in that class description and
the salary range is appropriately set within the proposed salary structure.
Likewise, no change is proposed to the remaining Secretary I11I position. The incumbent,
Secretary II Mamie Ferguson, would remain in that position staffing the front desk
(Receptionist) on the first floor. If in the future that position should become vacant, it will
be evaluated and reclassified if appropriate.
Due to the confidentiality of some types of District records such as recruiting, medical, and
personnel documents and the sensitive nature of the work in this office, it is proposed that
the new Administrative Support Technician position be "confidential" as defined by the
Meyers-Milias-Brown Act, similar to the other positions in this job family. District
representatives met with the Central Contra Costa Sanitary District Employees'
Association, Public Employees' Local No. 1 officials and explained the proposed
reorganization. The proposal has been reviewed with the Board Personnel Committee.
Attached is a chart reflecting the current and proposed organizational structure. Also
attached are the proposed class descriptions for the Administrative Support Supervisor,
Senior Administrative Support Technician, and Administrative Support Technician positions.
Page 3 of 20
.__.~~._.._,._-_._--_._+--_.~--_.,-_._._--
POSITION PAPER
Date: December 10, 1998
Subject :CREATE AND ADD THE POSITIONS OF ADMINISTRATIVE SUPPORT
SUPERVISOR (S-60 $3,406-$4,118/MONTH), SENIOR ADMINISTRATIVE SUPPORT
TECHNICIAN (S-52 $2,819-$3,406/MONTH), AND ADMINISTRATIVE SUPPORT
TECHNICIAN (S-48 $2,567-$3,095/MONTH); ADOPT CLASS DESCRIPTIONS; ADOPT
RESOLUTION ADDING POSITIONS TO THE MS/CG BARGAINING UNIT; AUTHORIZE
FILLING THE POSITIONS; DELETE ONE ADMINISTRATIVE SECRETARY, ONE RECORDS
AND INFORMATION COORDINATOR 1/11, AND ONE SECRETARY 1/11 POSITION
RECOMMENDATION:
1. Create and add the new class description of Administrative Support Technician,
adopt the class description, adopt a resolution confidentially designating the
position, and set the salary range at S-48 ($2,567-$3,095/month). Delete the
vacant Secretary 1/11 position.
2. Create and add the position of Senior Administrative Support Technician, adopt the
class description, adopt a resolution confidentially designating the position, and set
salary range at S-52 ($2,819-$3,406/month). Delete the vacant position and class
description of Records and Information Coordinator 1/11.
3. Create and add the new position of Administrative Support Supervisor, adopt the
class description, adopt a resolution confidentially designating the position, and set
the salary range at S-60 ($3,406-$4,118/month). Delete the Administrative
Secretary position when it becomes vacant following the retirement of the
Administrative Secretary.
4. Authorize filling the vacant Administrative Support Technician and Senior
Administrative Support Technician positions, and authorize filling the Administrative
Support Supervisor position to allow training by the current Administrative Secretary
prior to her pending retirement.
Page 4 of 20
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Page 5 of 20
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective:
Range:
Respirator Class:
1/8/99
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 managemenUclerical 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 6 of 20
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, including 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 7 of 20
CENTRAL CONTRA COSTA SANITARY DISTRICT
Administrative Support Supervisor (Continued)
ESSENTIAL FUNCTIONS
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 8 of 20
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 thr()ugh 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 9 of 20
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.
LICENSES AND CERTIFICATES
Possession of a valid California Driver's License.
Page 10 of 20
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective:
Range:
Respirator Class:
1/8/99
5-52
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 11 of 20
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 including 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 12 of 20
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.
Abilitv 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 13 of 20
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:
Experience:
Four years of increasingly responsible records management experience.
Education:
Equivalent to the completion of two years of advanced education with course
work in library science, records management, or a related field.
Page 14 of 20
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective:
Range:
Respirator Class:
1/8/99
S-48
3
ADMINISTRATIVE SUPPORT TECHNICIAN
DEFINITION
Operate and maintain components of the Records Management Program including creation,
storage, retrieval, and disposition of records in accordance with approved standards and
procedures; assist with general administrative details of the department performing confidential
secretarial duties; perform a wide variety of general clerical duties within a department or the
centralized administrative support system, depending upon assignment; 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
Program.
Maintain logs, filing, archives, official records library, and other record-keeping systems used
by the District.
Maintain the Inactive Records Center, including the receipt, storage, retrieval, and disposition
of records.
Classify and catalog new library acquisitions.
Page 15 of 20
CENTRAL CONTRA COSTA SANITARY DISTRICT
Administrative Support Technician (Continued)
EXAMPLES OF ESSENTIAL DUTIES
Edit, type, and/or proof a variety of documents including 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.
Perform a wide variety of general records management and clerical duties including filing,
copying materials, handling phones, and ordering office supplies and materials.
When assigned to Reception, operate standard multi-extension telephone system, receive and
screen calls, and direct calls or notify appropriate personnel as necessary.
Operate a variety of office machines including word processing equipment, fax machines, and
photocopy machines.
Receive, sort, and distribute incoming and outgoing correspondence.
Assume responsibility for inputting data on data processing terminal.
Perform related duties as required.
MINIMUM QUALIFICATIONS
Knowledae of:
English usage, spelling, grammar, and punctuation.
Modern office methods, procedures, and equipment including word processing
equipment.
When assigned to Reception, the operation of a multi-extension telephone console.
Principles and practices of computer database systems.
District's organization, functions, and procedures.
Page 16 of 20
CENTRAL CONTRA COSTA SANITARY DISTRICT
Administrative Support Technician (Continued)
Abilitv to:
On a continuous basis identify and match record types to schedules; identify written and
verbal information and direct to appropriate source, problem solve scheduling and office
procedure questions, understand and explain office and department policies and
procedures. Intermittently analyze word processing documents, compose
correspondence, and interpret requests for information.
Sit at a desk for long periods of time on a continuous basis. Intermittently twist to reach
equipment surrounding desk; use telephone; write or use a keyboard to communicate
through written means; lift or carry weight of 40 pounds or less and handle boxes of files
on ladders at heights up to 15 feet.
Perform general records management/clerical duties; understand and carry out oral and
written directions.
Type from handwritten copy at a speed necessary for adequate job performance.
Communicate clearly and concisely, both orally and in writing.
When assigned to Reception, memorize and retain a large variety of telephone
numbers, names, and locations.
Enter information into and retrieve information from a computer.
Learn the operation of the District's Records Management, Board Records, library, and
related systems.
Learn District's organization, functions, and procedures.
Work cooperatively with other departments, outside agencies, and the public.
Interpret and apply District policies, procedures, and rules.
Effectively use, operate, and maintain the District's computerized Records Management
systems.
Transcribe from dictaphone equipment as required by the position.
Page 17 of 20
CENTRAL CONTRA COSTA SANITARY DISTRICT
Administrative Support Technician (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:
One year of experience in a records management/clerical capacity.
Education:
Equivalent to the completion of the twelfth grade.
LICENSES AND CERTIFICATES
Possession of a valid California Driver's License.
Page 18 of 20
RESOLUTION NO. 99-
A RESOLUTION ESTABLISHING ADDITIONAL POSITIONS TO BE
MEMBERS OF THE MANAGEMENT SUPPORT/CONFIDENTIAL GROUP
REPRESENTATION UNIT
WHEREAS, in accordance with the Central Contra Costa Sanitary District Code,
those staff positions to be included in the Management Support/Confidential Group
Representation Unit of the District shall be so designated by resolution of the Board of
Directors; and
WHEREAS, it has been determined that in addition to those employees holding
positions currently designated as members of the Management Support/Confidential Group
Representation Unit, the employees holding the positions under the following listed
"Additional Member Position Classification", should also be members of the Management
Support/Confidential Group Representation Unit:
Additional Member Position Classification:
Administrative Support Supervisor
Senior Administrative Support Technician
Administrative Support Technician
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Central Contra
Costa Sanitary District does, by this resolution, establish that the employees holding the
positions under the hereinabove listed Additional Member Position Classification shall from
January 8, 1999 become members of the Management Support/Confidential Group
Representation Unit of the District.
Page 19 of 20
PASSED AND ADOPTED this 7th day of January, 1999 by the following vote:
AYES:
Members:
NOES:
Members:
ABSENT:
Members:
President of the Board of Directors,
Central Contra Costa Sanitary District
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary of the Central Contra
Costa Sanitary District, County
of Contra Costa, State of California
Approved as to Form:
Counsel for the District
Page 20 of 20
-_.~-_._.,~--_.~--~"~<-_.._.~------'-_._,.,-----_.,-
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: January 7, 1999 No.: 9. b. HUMAN RESOURCES
Date: December 21, 1998 Type of Action: ADOPT CHANGES TO MATERIALS
STAFFING AND CLASS DESCRIPTIONS
Subject CREATE AND ADD POSITION OF MATERIALS SERVICES SUPERVISOR (S-72-
$4534-$5489); ADOPT RESOLUTION MODIFYING MS/CG BARGAINING UNIT; ADOPT
CHANGES TO CLASS DESCRIPTIONS FOR MATERIALS COORDINATORS 1111 AND III
Submitted BY. Initiating DeptJDiv.:
Paul Morsen, Director of Administration Administrative/Human Resources
f/;;/;E;
PM
~
REVIEWED AND RECOMMENDED FOR BOARD ACTION: .
ISSUE: This action will recreate a supervisory position in the Materials unit that was
deleted several years ago. This position is needed to implement a more effective Plant
Maintenance/Materials supply program. The addition of positions, modifications to
bargaining units and changes to class descriptions must be adopted by the Board.
BACKGROUND: In April 1998, the District started a Supply Management Task Force that.
consisted of staff from Purchasing and Materials, POD Maintenance, and managers. The
Task Force's stated mission was:
"To develop recommendations for process improvements required to support
efficient and timely transactions of supply requirements and information between
maintenance units in the Plant and the Materials Control function to ensure
availability of stock, parts and tools as needed."
Concurrently, Procurement Services Associates (PSA) was hired to review work methods,
processes, procedures, and strategies; and develop recommendations for improvements.
PSA has found that the District Board has taken major steps forward in mOving the
District's major repair functions from reactive urgent requests to proactive planned
maintenance activities. The Board has approved the purchase and implementation of
"MainSaver," an advanced planning maintenance software system, authorized the hiring
of the Plant's Maintenance Planner, and established the position of the .Maintenance and
Reliability Engineer which have allowed Plant Maintenance to move toward effective and
efficient equipment reliability. PSA recommended that the maintenance materials supply
capability of the District also should change processes and add resources to ensure
availability of materials, equipment and tools to serve the District's maint~nance needs.
C:\WPDocs\positonPaperMaterialsSupervisor.wpd
Page 1 of 15
POSITION PAPER
Date: December 21, 1998
Subject CREATE AND ADD THE POSITION OF MATERIALS SERVICES SUPERVISOR (S-
72, $4534-$5489); ADOPT RESOLUTION MODIFYING MS/CG BARGAINING UNIT; ADOPT
CHANGES TO CLASS DESCRIPTIONS FOR MATERIALS COORDINATORS 1111 AND III
Both the District's Supply Management Task Force and PSA have recommmended that an
additional position be added to the Purchasing and Materials Division. PSA specifically
recommended that a superviSOry level position, Materials Services Supervisor (S-72,
$4534-$5489), be added to the Materials unit to provide the resource and technical
process knowledge to implement the required spare parts system improvements that will
ensure parts availability as scheduled.
The focus will be on long term planning in collaboration with District maintenance staff to
start the processes to have forecasted maintenance requirements, highly reliable
availability of stocked spare parts, reduction in stocked inventory by implementing the
practices of U Just-In-Time" (JIT) for the predicted maintenance needs, cost reductions by
maximizing economies of scale, innovative supplier relationships, and to ensure that all
District customers of the Materials unit receive the support that they need to efficiently
perform their job duties.
Attached is a new class description that incorporates the various duties that the Materials
Services Supervisor will be expected to perform to achieve the needed improvements.
Some critical duties will be: daily staff instruction and supervision, responsibility to
maintain adequate stock, lead change by working collaboratively, and implement the spare
parts inventory process needed to support the District and its maintenance activities.
The Board Personnel Committee has reviewed and recommends the proposed changes to the
MaterialS staffing. The MS/CG concurs with the recommendation. as well.
RECOMMENDATION: Create and adopt the position of Materials Services Supervisor (5-72,
$4534-$5489); adopt the resolution modifying the MS/CG bargaining unit to add the position
of Material Services Supervisor, and adopt the proposed changes to the class descriptions for
the positions of Materials Coordinator 1111 and III.
C:\WPDocs\positonPaperMaterialsSupervisor.wpd
Page 2 of 15
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CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective:
Range:
Respirator Class:
1/8/99
S-72
3
MATERIALS SERVICES SUPERVISOR
DEFINITION
Purchases materials, supplies, equipment, and services for the District, including those
required for spare parts stock inventory. Receives, stores, and issues supplies and
equipment; determines, obtains, and maintains adequate levels of stock; maintains
inventory records on all stock goods; performs supervision; plans daily work assignments;
and provides training and instruction as required.
DISTINGUISHING CHARACTERISTICS
The Materials Services Supervisor supports all District internal customers by planning,
coordinating, and supervising the availability of needed goods. Works closely and
proactively with all internal customers to ensure high customer satisfaction through the
timely availability of goods and aggressive cost containment. It is distinguished from the
Materials Coordinator 11\ by having supervisory responsibilities within the materials unit,
performing personnel administrative duties, is responsible for performing the purchasing
function, and managing the materials inventory and supplier inventory support functions.
This class is responsible for ensuring that inventoried goods associated with scheduled
and non-scheduled maintenance are available when needed from either the District's.
inventory system or from contract suppliers' stock.
SUPERVISION RECEIVED AND EXERCISED
Receive general direction from the Purchasing and Materials Manager.
Exercise direct supervision or technical supervision over lower level positions in the
Division.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the
following:
Assume supervisory responsibility within the work unit; plan work assignments; provide
instruction and direction as required; and work with the internal customers to resolve
problems. .
Assume responsibility for inventory control systems and the purchasing of materials,
supplies, equipment, and services necessary to maintain adequate stock and stock le.vels
and to support the maintenance activities of the District.
Page 3 of 15
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._, .,--,_.._...~.._-,~._-"..__.-"~-,,-'----""'--..,,_."'_....-.-- _._,--,..._,~,-,-,-,.__._-_._._-
CENTRAL CONTRA COSTA SANITARY DISTRICT
Materials Services Supervisor (Continued)
EXAMPLES OF ESSENTIAL DUTIES
Reduce operating expense of materials supply function.
Assume responsibility for buying, receiving, categorizing, storing, and issuing goods, and
maintaining inventory records.
Recognize the recipients of material supply service as customers and endeavor to supply
the highest level of customer service.
Provide information to District personnel regarding purchasing and materials practices,
procedures, and standards.
Provide information to District personnel regarding materials, equipment, and spare parts
stocked in the Materials building.
Operate all mechanical and electronic equipment that is necessary for the efficient
operation of the Materials building.
Contact suppliers to obtain competitive price, determine availability, terms, and delivery
schedules.
Train, coach, and motivate Materials Services staff as required.
Manage, as required, the Purchasing and Materials Division in the absence of the
Purchasing and Materials Manager.
Perform related duties as required.
MINIMUM QUALIFICATIONS
Knowledqe of:
Supply chain management concepts, including inventory and warehousing
methods, systems, and procedures.
Purchasing principles, procedures, and practices.
Types of supplies, materials, and equipment commonly used by wastewater
treatment districts, including terminology and nomenclature. .
Page 4 of 15
CENTRAL CONTRA COSTA SANITARY DISTRICT
Materials Services Supervisor (Continued)
Knowledae of:
Computerized perpetual inventory, bar coding, and purchasing systems.
Principles and practices of supervision.
Safety hazards and appropriate precautions applicable to work assignments.
Abilitv to:
Continuously analyze operating procedures and to obtain the concurrence of the
parties affected by the necessary changes; problem solve in coordination with
internal customers and suppliers; and understand the inventory system and
maintain adequate stock levels. Intermittently explain to other employees the
process of requisitioning materials and services and the applicable internal
procedures.
Sit at a desk and in meetings and move around materials building for long periods
of time on a continuous basis. Intermittently bend to open boxes; reach above and
below shoulder to stock supplies; perform simple and power grasping, pushing and
pulling; use feet to operate forklift and other equipment; use telephone, office
equipment, bar coding scanners, and computer to process work and to
communicate.
Interpret and administer ordinances, rules, and regulations affecting the Division's
operations.
Deal effectively with suppliers, employees, and other professionals in situations
requiring judgment, tact, and firmness.
Work effectively with Purchasing staff and other District .employees.
Perform heavy manual work in lifting and moving stock.
Train and supervise assigned personnel.
Demonstrate the ability to lead change by working collaboratiyely"with staff,
supervisors, management, and suppliers.
Listen effectively and communicate clearly and concisely, both orally and in writing.
Page 5 of 15
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CENTRAL CONTRA COSTA SANITARY DISTRICT
Materials Services 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:
Eighteen months of experience comparable to that of the Materials Coordinator 11\
or Buyer II classes in the District.
Five years of progressively responsible experience in large-scale governmental
utility or industrial supply chain management for equipment maintenance including
experience with managing perpetual computerized inventory systems and purchase
order/contract issuance and administration.
Experience in process improvement techniques, TOM, Work Redesign, or similar
activities desirable.
Education:
Equivalent to completion of the twelfth grade, supplemented by substantial training
or course work in procurement, business administration or a closely related field.
A bachelor's degree in business administration or a closely related field is
desirable.
LICENSES AND CERTIFICATES
Possession of a valid California Driver's license.
A Certified Purchasing Manager, C.P.M. or Accredited Purchasing Practitioners,
A.P.P. designation is desirable.
Page 6 of 15
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective: 118199
Range:
Respirator Class:
10flf!d3
G-59
3
MATERIALS COORDINATOR 11\
DEFINITION
Perform all duties required to receive, store, and issue supplies and equipment; maintain
adequate stock levels and inventory records on all goods; perform lead responsibilities within
the unit including personnel administrative duties, planning daily work assignments, and
providing instruction as required.
DISTINGUISHING CHARACTERISTICS
This is the advanced journey level class of the Materials Coordinator series and is distinguished
from the II level by having lead responsibility within the unit in the performance of duties.~
personnel administrative duties.
SUPERVISION RECEIVED AND EXERCISED
Receive general supervision from the Purchasing and Materials Officer Materials Services
Supervisor.
Exercise indirect supervision over subordinate classes in the Materials Coordinator series.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:
Receive, categorize, store, aM issue and deliver supplies and equipment
Assume lead responsibility within the work unit; plan daily work assignments; provide instruction
and direction as required.
Maintain adequate stock levels and inventory records on all goods.
Provide information to District personnel regarding materials, equipment, and parts stocked in
the warehouse materials building.
Operate all electronic equipment, such as computers, bar coding scanners, etc.,
necessary for efficient operation of the materials control function.
Operate forklifts and other equipment to pick up and deliver freight.
Page 7 of 15
CENTRAL CONTRA COSTA SANITARY DISTRICT
Materials Coordinator III (Continued)
EXP.MPLES OF NON ESSENTIAL DUTIES Duties may include, but are not limited to, the
following:
Check shipping invoices against purchase orders for discrepancies in terms of order; submit
appropriate information to the appropriate Buyer.
Assist Buyers as required with specifications and provide general information on mechanical
parts and equipment.
Perform related duties as required.
MINIMUM QUALIFICATIONS
Knowledoe of:
Warehousing and inventory methods and procedures.
Purchasing principles, procedures, and practices.
Nomenclature, grades, and classification of a variety of supplies and materials common
to a sanitation district.
Operation and maintenance of stockroom equipment.
Operation of electronic equipment, including computer, bar coding scanner, etc.
Safety hazards and appropriate precautions applicable to work assignments.
District purchasing and materials procedures and techniques.
District personnel procedures and techniques.
Abilitv to:
Continuously identify equipment parts in need of repair; know and match equipment
parts to those requested; be an active problem solver when out of stock on a repair
part; and understand the inventory system and maintain adequate stock levels.
.'
Sit at desk doing computer entry and move around the '.varehouse materials building
to find and gather requested stock items on a continuous basis. Intermittently bend to
open boxes; reach above and below shoulder to stock supplies; perform simple.and
power grasping, pushing and pulling; use feet to operate forklift and ot~er equipment;
use telephone, and write or use a keyboard to communicate through written means.
Page 8 of 15
CENTRAL CONTRA COSTA SANITARY DISTRICT
Materials Coordinator III (Continued)
Ability to:
Apply office policy and procedures and instruct subordinate workers.
Maintain records and perform arithmetic calculations.
Operate safely various types of equipment and tools.
Perform heavy manual work in lifting and moving stock.
Communicate clearly and concisely, both otally and in writing.
Learn and observe all appropriate safety precautions as required by the District
including, but not limited to, Cal/OSHA General Industry Safety Orders, the District's
Respiratory Protection Program, and District Safety Directives.
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:
Twelve months of experience comparable to the Materials Coordinator II class
in the District.
Education:
Equivalent to the completion of the twelfth grade.
LICENSES AND CERTIFICATES
Possession of a valid California Driver's license.
Page 9 of 15
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective: 1/8/99
Range:
10/7,193
I = G-49
II = G-52
3
Respirator Class:
MATERIALS COORDINATOR 1/11
DEFINITION
Receive, store, deliver, and issue supplies and equipment; maintain adequate stock levels and
inventory records on all goods; serve as an information source to District personnel regarding
warehouse materials operations and various equipment and mechanical parts stocked and
requested.
DISTINGUISHING CHARACTERISTICS
Materials Coordinator I
This is the entry level class in the Materials Coordinator series and is distinguished from the II
level by the limited ability to perform the full range of duties as assigned without immediate
supervision. While positions in this class may have prior experience in the warehousing area,
they are generally less familiar with the specific and relevant policies and procedures unique
to the District as well as the specific types of equipment and materials required in the operation
of the District's sanitation facilities.
Materials Coordinator II
This is the journey level class in the Materials Coordinator series and is distinguished from the
I level by the ability to perform the full range of duties as assigned without immediate
supervision and by the possession of a working knowledge of the specific policies and
procedures, as well as the types of equipment and materials used, that are unique to the
District. Positions in this class are distinguished from the III level in that lead responsibility
within the unit is not assumed by the II level.
SUPERVISION RECEIVED AND EXERCISED
Materials Coordinator I
Receive general supervision from the Purchasing and Materials'Officer Material~ Services
Supervisor and functional supervision from the Materials Coordinator III.
May receive technical supervision from positions in the Materials Coordinator II and III classes.
Page 10 of 15
CENTRAL CONTRA COSTA SANITARY DISTRICT
Materials Coordinator 1111 (Continued)
SUPERVISION RECEIVED AND EXERCISED
Materials Coordinator II
Receive general supervision from the Purchasing and Materials Officer Materials Services
Supervisor and functional supervision and technical supervision from the Materials
Coordinator III.
May exercise technical supervision over lower level positions in the Materials Coordinator
series.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:
Receive, categorize, store, aM issue and deliver supplies and equipment.
Operate all electronic equipment, such as computers, bar coding scanners, etc., as
necessary for efficient operation of the materials control function.
Check receiving notices against purchase orders for discrepancies in terms of order; submit
appropriate information to the appropriate Buyer.
Operate forklifts and other equipment to pick up and deliver freight.
Provide information to District personnel regarding materials, equipment, and parts stocked in
the warehouse materials building.
EXAMPLES OF NON ESSENTIAL DUTIES Duties may include, but are not limited to, the
following:
Maintain adequate stock levels and inventory records on all goods.
Maintain detailed files of open and closed purchase orders at the Materials Control Building.
Assist Buyers as required with specifications and provide general information on mechanical
parts and equipment.
Perform related duties as required.
MINIMUM QUALlFICA lIONS
Materials Coordinator I
Page 11 of 15
CENTRAL CONTRA COSTA SANITARY DISTRICT
Materials Coordinator 1111 (Continued)
Knowledae of:
Warehousing and inventory methods and procedures.
Operation and maintenance of stockroom equipment.
Operation of electronic equipment, including computer, bar coding scanner, etc.
Safety hazards and appropriate precautions applicable to work assignments.
Abilitv to:
On a continuous basis identify freight and problem solve emergencies. Intermittently
identify parts, know status of stock items, remember stock locations, and understand
duties.
Sit at desk doing computer entry and move around the 'Narehouse materials building
to find and gather requested stock items on a continuous basis. Intermittently stand to
check in freight; bend to load and unload trucks and open boxes; reach above and
below shoulder to stock supplies; identify parts; perform simple and power grasping,
pushing and pulling; use feet to operate forklift and other equipment; lift or carry weight
of 50 pounds or less; use telephone, and write or use a keyboard to communicate
through written means.
Learn nomenclature, grades, and classification of a variety of supplies and materials
common to the District.
Operate safely various types of equipment and tools.
Perform heavy manual work in lifting and moving stock.
Maintain records and perform arithmetic calculations.
Learn and observe all appropriate safety precautions as required by "the District
including, but not limited to, CaVOSHA General Industry Safety Orders, the District's
Respiratory Program, and District Safety Directives.
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:
Page 12 of 15
CENTRAL CONTRA COSTA SANITARY DISTRICT
Materials Coordinator 1111 (Continued)
Experience:
One year of experience in storekeeping or a closely related area.
Education:
Equivalent to the completion of the twelfth grade.
LICENSES AND CERTIFICATES
Possession of a valid California Driver's license.
Materials Coordinator II
In addition to the qualifications for Materials Coordinator I:
KnowledQe of:
Nomendature, grades, and dassification of a variety of supplies and materials common
to the District.
District purchasing and materials procedures and techniques.
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:
Eighteen months of experience comparable to that of the Materials Coordinator
I class in the District.
Page 13 of 15
RESOLUTION NO. 99-
A RESOLUTION ESTABLISHING AN ADDITIONAL POSITION TO BE
A MEMBER OF THE MANAGEMENT SUPPORT/CONFIDENTIAL GROUP
REPRESENTATION UNIT
WHEREAS, in accordance with the Central Contra Costa Sanitary District Code,
those staff positions to be included in the Management Support/Confidential Group
Representation Unit of the District shall be so designated by resolution of the Board of
Directors; and
WHEREAS, it has been determined that in addition to those employees holding
positions currently designated as members of the Management Support/Confidential Group
Representation Unit, the employee holding the position under the following listed
"Additional Member Position Classification", should also be a member of the Management
Support/Confidential Group Representation Unit:
Additional Member Position Classification:
Materials Services Supervisor
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Central Contra
Costa Sanitary District does, by this resolution, establish that the employee holding the
position under the hereinabove listed Additional Member Position Classification shall from
January 8, 1999 become a member of the Management Support/Confidential Group
Representation Unit of the District.
Page 14 of 15
PASSED AND ADOPTED this 7th day of January, 1999 by the fol/owing vote:
AYES:
Members:
NOES:
Members:
ABSENT:
Members:
President of the Board of Directors,
Central Contra Costa Sanitary District
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary of the Central Contra
Costa Sanitary District, County
of Contra Costa, State of California
Approved as to Form:
Counsel for the District
Page 15 of 15
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