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HomeMy WebLinkAboutBOARD MINUTES 06-15-06 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JUNE 15, 2006 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on Thursday, June 15, 2006. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Boneysteele, Hockett, Lucey, Nejedly, Menesini ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. 2. PUBLIC COMMENTS None. 3. AWARDS AND COMMENDATIONS a. RECEIVE THE COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) AWARD FOR FISCAL YEAR ENDED JUNE 30, 2005 General Manager Charles Batts stated that in December 2005, the District’s Accounting Section submitted the annual Comprehensive Annual Financial Report for the fiscal year ended June 30, 2005 to the Government Finance Officers Association. For the sixth consecutive year, the District’s CAFR was awarded the Certificate of Excellence in Financial Reporting. Controller Debbie Ratcliff presented the award to President Menesini. 4. CONSENT CALENDAR It was moved by Member Lucey and seconded by Member Nejedly to approve the Consent Calendar, consisting of Items a. through k., to adopt resolutions, and to authorize recordings. Motion passed by unanimous vote of the Board. a. Adopt Resolution 2006-032 accepting a grant of easement from Contra Costa County, Job 5528, Parcel 1, and authorize staff to record documents with the Contra Costa County Recorder. b. Adopt Resolution 2006-033 accepting a grant of easement from Contra Costa County, Job 5576, Parcel 1, and authorize staff to record documents with the Contra Costa County Recorder. c. Adopt Resolution 2006-034 directing that the 2006-2007 assessments for Contractual Assessment Districts and Capacity Use Program Charges be collected on the County tax roll. d. Acknowledge corrections to the Sewer Service Charge Rate Schedule contained in Exhibit “A” of the 2006-07 Sewer Service Charge Resolution 2006-030. e. Advise the Board of the closeout of the South Orinda Improvements Project, Phase 2, District Project No. 5558. Book 54 – Page 172 Board Minutes of June 15, 2006 f. Advise the Board of the closeout of the North Orinda Sewer Renovation, Phase 1 Project, District Project No. 5759. g. Advise the Board of the closeout of 35 Capital Improvement Projects. h. Authorize extension of medical leave of absence without pay for Harrell Dean McNeely, Mechanical Supervisor, through August 22, 2006. i. Accept appeal and adopt the arbitrator’s recommendation in the proposed disciplinary matter of Vehicle and Equipment Mechanic Tom Kostik. j. Adopt Resolution 2006-035 confirming publication of a summary of District Ordinance No. 238 – An Ordinance Amending District Code Section 6.08.020 “Annexation Charge” and Chapter 6.30 Schedule of Environmental and Development-Related Rates and Charges. k. Adopt Resolution 2006-036 confirming publication of a summary of District Ordinance No. 239 – An Ordinance Amending District Code Section 6.12.090 Schedule of Capacity Fees, Rates and Charges. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 6. REPORTS a. GENERAL MANAGER 1) Report on Odor Control Facilities Plan General Manager Charles Batts stated that the importance of controlling odors at the wastewater treatment plant has been recognized, and over the years the District has continued to make improvements to the plant to reduce offsite odor impacts to the community. The District periodically updates its odor control facilities plan to assess further improvements and develop future measures to lessen odors. An update to the odor control facilities plan has recently been completed. Associate Engineer Don Berger presented a report. He described the project goals, which included assessing current odor sources and emissions at the plant and compared them to the 1998 study. Also, the update assessed whether the District is meeting odor control goals set in the 1998 Odor Control Facilities Plan. Work completed for the latest study includes odor sampling, computer modeling of offsite odor impacts, prioritization and ranking of odor sources, and evaluation of alternatives for additional odor reduction. He showed photographs of flux chamber sampling technique and sampling at the aeration basins, and maps of odor level controls around the plant. The greatest source of odors is the aeration basins. The goal is to attain 100 or less hours of 20 odor units or greater at sensitive receptors. He stated that, since 1998, improvements have been made and hours above 20 odor units have dropped. He stated that future odor control efforts should focus on the aeration basins as the major source to maximize reductions in offsite odors. In response to questions from Board Members, Mr. Berger responded that the District generally receives five to six complaints per year, many of which are not related to the District. 2) Report on Leadership Development Program General Manager Charles Batts stated that, with the end of the formal “Continuous Improvement” program in the late 1990s, the District has budgeted a small amount for employee training in the budget of each department. Over the years, these funds Book 54 – Page 173 Board Minutes of June 15, 2006 have supported training in work team activities, employee coaching, and supervisory skills development. In this year’s budget each department will combine their funds for development of a “Leadership Development Program.” He described the program, stating that its purpose is to develop leadership potential in-house for succession planning and to develop leadership competencies in current employees. It is a one-year program, with ten, seven-hour classroom sessions. Personal time will be used for homework assignments and the program will conclude with a formal graduation ceremony. The classes will be taught by instructors from local colleges. Guests speakers and elected officials will also be invited. The estimated cost of the program is $48,000 and is included in the budget. Other agencies have been invited to participate, which will reduce the overall cost. A total of 25 people may sign up, approximately 15 of whom will be from the District. The program is scheduled to begin in September 2006. In response to a question from Member Boneysteele, Mr. Batts stated that each year the program may be modified slightly based on participant feedback. Member Lucey asked if the program would be different from the lunchtime leadership program currently underway. Mr. Batts responded that it is a different program. Member Hockett requested that staff look into obtaining college credits for those completing the program. 3) Discussion of Possible Financing Plan for Sewer Extensions in Alhambra Valley General Manager Charles Batts stated that the District will soon begin construction of the first phase of a trunk sewer to serve the Alhambra Valley. Many residents of the valley have inquired about a financing program to enable them to connect to the sewer system, and the extension of public mains to serve individual neighborhoods. Staff has told the residents that the District currently does not have a sewer-financing program; however, there are several other options open to them to finance extension of the public sewer. If a District program is the Board’s preference, it would take Board action to establish one. Once construction of the trunk sewer begins, staff expects renewed inquiries about a possible financing program. As a practical matter, any financing program, if the Board desires to proceed with one, would not be needed until later this year. While there is ample time, staff would like to begin discussions with the Board about the benefits and elements of a sewer-financing program as well as receive guidance on the issues involved with such possible programs. As background, staff distributed a memo to Board members that evaluates financing alternatives along with a staff recommendation. Environmental Services Division Manager Curt Swanson presented alternatives available for a program to finance sewer connections and extensions in the Alhambra Valley. He stated that several financing options and funding sources exist. He stated that it is expected that connection expenses will range between $26,000 to $32,000 for residents. The Engineer’s estimated project cost is approximately $2,400,000. CCCSD pays for the initial installation and is reimbursed by residents as they connect to the sewer. He showed a map of the proposed extension, which extends into eleven neighborhoods, and described proposed cost recovery and the breakdown of homeowner sewer costs. He stated that the Board must decide whether or not there should be a financing program, and, if so, what type, what source of funds, term, and eligibility factors. Assessment district options include a Community Facilities District, a Local Book 54 – Page 174 Board Minutes of June 15, 2006 Improvement District (LID), or a Contractual Assessment District (CAD). Sources of funds include bonds, bank loans, CCCSD reserves, or a combination. He concluded his report, stating that staff is requesting guidance from Board Members on how they wish to proceed. Staff will then develop any of the options for Board action. Staff will also provide information on the proposed options to Alhambra Valley neighborhoods. Member Hockett expressed support for establishing a CAD, utilizing District reserves for financing, making all costs eligible for financing, and using a 15-year term. Member Lucey stated that, in the past, the Board terminated the use of CADs and added that he does not support using a CAD for the Alhambra Valley project. President Menesini stated that this is a new project. He suggested that input from the neighbors be obtained and a financing program developed to provide assistance. Member Nejedly supported providing a financing program for participants. He requested that staff develop some options for Board consideration. Member Boneysteele requested that staff assemble a package of material showing the history of CADs and other financing programs. He requested excerpts from Board minutes, a discussion of the three financial alternatives, together with a staff recommendation. 4) General Manager Charles Batts announced that staff intends to advertise for bids for the Walnut Creek Sewer Renovations Project, Phase 4, District Project No. 5826, on June 29 and July 5, 2006. This project will reconstruct approximately 8,000 linear feet of sewer lines within public rights of way, private streets, and easements in Walnut Creek. Much of the work will be done using trenchless technology, but there will be some open cut work. Night work will also be done, including raising four manholes to grade on North Main Street and two spot repairs in the intersection of Mt. Diablo and California Streets. There will be a public workshop at 7:00 p.m. on Tuesday, June 27, 2006, at the Walnut Creek City Hall. Construction cost is currently estimated at $1.8 million. 5) General Manager Charles Batts announced the advertisement of the Collection System Operations Department Cal Trans Lease Area and Site Improvements Project, District Project No. 8215. He stated that the project will expand the current Collection System Operations (CSO) yard into the Caltrans lease area and correct some problems. It will be advertised on June 30 and July 5, 2006. The project includes paving and grading of the Caltrans parcel which will extend the CSO maintenance yard and improve the vehicle circulation. There will be a vehicle wash-down area and a mechanical security gate. The Ducca House on the hill above CSO will be demolished and the retaining wall next to the freeway will be removed and a new wall constructed. The construction cost is currently estimated at $750,000. 6) General Manager Charles Batts announced the Contra Costa Grand Jury Visit on June 13, 2006. He stated that the Grand Jury rescheduled its visit from June 20 to June 13 last Tuesday. The Grand Jury arrived and was given an overview of the District and a tour of the treatment plant. They asked many questions, mostly regarding District operations. He stated that they seemed to have formed a favorable impression of the District by the end of their visit. Book 54 – Page 175 Board Minutes of June 15, 2006 th 7) General Manager Charles Batts announced that planning for the District’s 60 Anniversary celebration is underway. The celebration is scheduled for September 13, 2006 from noon to 2:00 p.m. and will be held at the District. The celebration will include a catered barbecue lunch, music, and other festivities, as well as an historical booklet. Employees, retirees, and Board members are all invited to attend. 8) General Manager Charles Batts announced that the Board previously approved the purchase of two Honda Civic hybrid vehicles in the fiscal year 2005-2006 equipment budget as replacement for older pool vehicles. One of the vehicles was delivered in January 2006. However, due to the popularity of hybrid vehicles, their short supply, and the end of the vehicle year for 2006 vehicles, the vendor has been unable to deliver the second hybrid. In the past month, District staff has contacted multiple vendors in an effort to locate and purchase the second hybrid, neither a Honda Civic or Toyota Prius is currently available. Staff is now pursuing the purchase of a standard, non-hybrid Honda Civic in order to ensure sufficient pool vehicles. 9) General Manager Charles Batts announced that the District received an offer of settlement from the Bay Area Air Quality Management District for three minor violations in 2004 and 2005. The violations were for operating an auxiliary boiler at a low temperature for a three-hour period, reporting an opacity excursion 2.5 hours beyond the reporting period, and operating the cogeneration system above the permitted capacity. The settlement offer is for $3,000. District staff and District Counsel have reviewed the proposed settlement and believe accepting the offer is in the best interest of the District, considering that the violations occurred and the settlement amount is below current civil penalties. The Bay Area Air Quality Management District attenuated the proposed penalties because they were not serious violations; there were a limited number of violations; CCCSD is a public agency; and the violations occurred more than one year ago. District staff has taken additional measures to reduce the chances that similar violations will occur in the future. b. COUNSEL FOR THE DISTRICT District Counsel Kent Alm announced completion of agreement in the amount of $9,375 in connection with the Dickerson case. The amount is less than the $12,500 previously authorized by the Board. c. SECRETARY OF THE DISTRICT None. d. BOARD OF DIRECTORS 1) Member Hockett, Chair of the Budget and Finance Committee, reported that the Committee reviewed the Expenditures and recommends approval. It was moved by Member Hockett and seconded by Member Boneysteele to approve the Expenditure List dated June 15, 2006, including Running Expense Check Nos. 160996 to 161180, Sewer Construction Fund Check Nos. 28712 to 28730, Payroll Fund Manual Check No. 49100, and Payroll Regular Check Nos. 55805 to 55829. Motion passed by unanimous vote of the Board. 2) President Menesini reported on the June 8, 2006 Outreach Committee Meeting. The Board received the report without comments. 7. ADMINISTRATIVE a. ADOPT A RESOLUTION CALLING FOR A NOVEMBER 7, 2006 ELECTION, REQUESTING CONSOLIDATION OF THE ELECTION OF DISTRICT BOARD MEMBERS WITH THE STATEWIDE ELECTION, AND SETTING FORTH DISTRICT REGULATIONS FOR CANDIDATE STATEMENTS Book 54 – Page 176 Board Minutes of June 15, 2006 General Manager Charles Batts stated that, as the Board is aware, a District election is scheduled for November 7, 2006 to fill two Board positions. A resolution calling for the election and requesting consolidation of the election with the statewide election is required by the California Elections Code. The resolution must also set forth requirements for candidate statements. This resolution must be filed with the County Elections Department and County Board of Supervisors by July 5, 2006. Secretary of the District Elaine Boehme reported that, as Mr. Batts stated, there is a District election coming up on November 7, 2006 to fill two Board Member positions. A resolution calling for the election and requesting consolidation is required by the Elections Code. The Board also must decide what requirements to impose on candidate statements with regard to cost and number of words. In 1996, because of the prohibitive cost of candidate statements for the District compared to other agencies, the Board of Directors determined that each candidate would only pay $500 towards the cost of the statement and the District would pay the balance. That has been the practice in each election since that time. In 2002, the total cost for each statement was $2,522. No statements were printed in 2004, but at that time the estimate for the statement was $3,420. In previous elections the candidate statement size was limited to 400 words. In 2002 the County increased the font size of candidate statements, causing statements of more than 300 words to require two pages, and doubling the cost. For the 2004 election, the Board voted to reduce the word limit on candidate statements to 300 words, which limits the size to one page. The Board has the option of reaffirming the candidate statement cost sharing arrangement whereby the candidate pays $500, and 300-word limit, or may choose to make changes. It is recommended that the Board adopt a resolution requesting consolidation of the election of District Board Members with the Statewide General Election to be held on November 7, 2006, and reaffirming or modifying the District regulations for candidate statements. Member Lucey stated that he would recuse himself from participating in the discussion because he will be running in the upcoming election. It was moved by Member Nejedly and seconded by Member Hockett to adopt Resolution 2006-037, calling for the November 7, 2006 election, requesting consolidation of the election with the statewide election, and confirming prior candidate statement requirements of 300 words and $500 cost to the candidate; and directing the Secretary of the District to file the resolution with the County Elections Department and County Board of Supervisors. Motion passed by the following vote of the Board: AYES: Members: Boneysteele, Hockett, Nejedly, Menesini NOES: Members: None ABSTAIN: Members: Lucey 8. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH SECURITY OWNERS CORPORATION TO PROVIDE SEWER SERVICE TO ALHAMBRA VALLEY OAKS SUBDIVISION, ALHAMBRA VALLEY TRUNK SEWER PROJECT, DISTRICT PROJECT NO. 5919 AT AN ESTIMATED COST OF $2,400,000 General Manager Charles Batts stated that, as was discussed earlier in the meeting, Security Owners Corporation, a local development company with an approved subdivision in the Alhambra Valley, has offered to contribute $400,000 toward construction of the Alhambra Valley Trunk Sewer. The District will manage and finance design and construction of the Alhambra Valley Trunk Sewer, completing construction by mid-2007. Book 54 – Page 177 Board Minutes of June 15, 2006 Staff has negotiated an agreement with Security Owners that describes the responsibilities and obligations of each party under the agreement. Environmental Services Division Manager Curt Swanson presented the highlights of the proposed agreement. He stated that Alhambra Valley Oaks is a 23-unit residential subdivision being developed by Security Owners Corporation (SOC), consisting of half-acre lots on fifteen acres. Grading is expected to begin in July or August 2006. He stated that SOC will pay the District $400,000 in two payments. They will also pay Capacity Fees and other usual fees, including temporary sewer service prior to October 2007, if needed. CCCSD will provide sewer service to the subdivision, and this will be designed and constructed by July 15, 2007. The District will pay for temporary sewer service after October 1, 2007 if the trunk sewer is not completed. It was moved by President Menesini and seconded by Member Nejedly to authorize the General Manager to approve an agreement with Security Owners Corporation to provide sewer service to Alhambra Valley Oaks Subdivision, Alhambra Valley Trunk Sewer Project, District Project No. 5919 at an estimated cost of $2,400,000. Motion passed by unanimous vote of the Board. 9. COLLECTION SYSTEM a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO AN EXISTING TECHNICAL CONSULTING SERVICES AGREEMENT WITH FLUIDIQS IN THE AMOUNT OF $30,000 TO PROVIDE SOFTWARE SYSTEM MAINTENANCE AND SUPPORT SERVICES FOR THE PUMPING STATIONS SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) SYSTEM General Manager Charles Batt stated that the Board is being asked to amend an existing agreement with Fluidiqs to provide software system maintenance and support services for the pumping station SCADA system. When the SCADA project neared completion, staff felt it was prudent to retain the services of the company that installed the system. This agreement provides support of District staff for software system maintenance, call-out services, and 24-hour telephone support. It was moved by Member Nejedly and seconded by Member Hockett to authorize the General Manager to execute an amendment to an existing technical consulting services agreement with Fluidiqs in the amount of $30,000 to provide software system maintenance and support services for the pumping stations Supervisory Control and Data Acquisition (SCADA) System. Motion passed by unanimous vote of the Board. 10. APPROVAL OF MINUTES a. MINUTES OF MAY 18, 2006 It was moved by Member Hockett and seconded by Member Nejedly to approve the minutes of May 18, 2006. Motion passed by unanimous vote of the Board. 11. BUDGET AND FINANCE a. APPROVE A RESOLUTION TO ADOPT THE 2006-2007 STAFFING PLAN, AND THE EQUIPMENT, CAPITAL IMPROVEMENT, OPERATIONS AND MAINTENANCE, DEBT SERVICE, AND SELF-INSURANCE FUND BUDGETS AS COMPRISING THE 2006-2007 DISTRICT BUDGET General Manager Charles Batts stated that the Board is being asked to approve a resolution to adopt the 2006-2007 Staffing Plan, Capital Improvement Budget, Operations and Maintenance Budget, Debt Service, and Self-Insurance Fund Budgets as comprising the Book 54 – Page 178 Board Minutes of June 15, 2006 2006-2007 Central Contra Costa Sanitary District Budget. All budgets have been previously reviewed and approved by the Board. It was moved by Member Hockett and seconded by Member Boneysteele to approve Resolution 2006-038, adopting the 2006-2007 Staffing Plan, the Equipment, Capital Improvement, Operations and Maintenance, Debt Service, and Self-Insurance Fund Budgets as comprising the 2006-2007 Central Contra Costa Sanitary District Budget. Motion passed by unanimous vote of the Board. 12. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 13. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS General Manager Charles Batts stated that staff will return to the Board with additional information regarding financing options for sewer extensions in Alhambra Valley. 14. CLOSED SESSION The Board recessed at 3:43 p.m. to reconvene in Closed Session in the Caucus Room to confer with Legal Counsel on existing litigation pursuant to Section 54956.9 (a) of the Government Code - Suzanne Renee Brown vs. Central Contra Costa Sanitary District, et al - Contra Costa County Superior Court Case No. C05-00416. The Board reconvened in open session in the Board Room at 3:56 p.m. 15. REPORT OF DISCUSSIONS IN CLOSED SESSION None. 16. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at 3:57 p.m. --Az ~ '1t~r 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 Book 54 - Page 179