HomeMy WebLinkAboutAGENDA BACKUP 04-04-96
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1 OF 1
BOARD MEETING OF
April 4, 1996
NO.
3. CONSENT CALENDAR a.
AUTHORIZE A NOTICE OF A PUBLIC HEARING ON APRIL 18,
1996, TO CONSIDER ADOPTING A REVISED SCHEDULE
OF RATES AND CHARGES
DATE
April 1, 1 996
TYPE OF ACTION
SUBJECT
SET PUBLIC
HEARING DATE
SUBMITTED BY
Lesley Kendrick
Engineering Assistant
INITIATING DEPTJDIV.
Engineenng Departmentl
Infrastructure Division
ISSUE: A public hearing is required prior to adoption of a revised schedule of rates and charges.
BACKGROUND: Chapter 6.30 of the District Code describes various fees assessed for services
provided to contractors, developers, and other users of the District's wastewater collection and
treatment system. These fees are intended to reimburse the District for labor and operating
expenses incurred in providing the services. The fees are reviewed annually, alternating
between a detailed analysis of each fee and adjusting the rates for the effect of any across-the-
board salary increase for that year. This year, the Engineering Department is reviewing the
Rates and Charges Schedule and will perform more in-depth analyses on individual fees where
needed. It is anticipated that the majority of the rates will not be adjusted other than to reflect
the wage adjustments contained in the Memoranda of Understanding.
When complete, the proposed revised schedule of rates and charges will be distributed to the
Board and subsequently to representatives of the Building Industry Association of Northern
California, the Engineering and Utilities Contractors' Association, and the Association of General
Contractors, which provide an opportunity for comments and questions to be directed to
District staff prior to the public hearing.
RECOMMENDATION: Authorize a notice of public hearing on April 18, 1996, to consider a
proposed revised schedule of rates and charges.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
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1302A-7/91
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BOARD OF DIRECTORS PAGE 1 OF 2
BOARD MEETING OF
April 4, 1996
NO.
5. BIDS AND AWARDS a.
SUBJECT
AUTHORIZE AWARD OF A CONTRACT TO BLAIR AND
SONS COATINGS FOR SANDBLASTING AND PAINTING
A & N TANK WEIRS
DATE
MARCH 29, 1996
TYPE OF ACTION
AUTHORIZE AWARD
SUBMITTED BY
Tammy Fong
Buyer II
ISSUE: On March 22, 1996, sealed bids were received and publicly opened for the sandblasting
and painting of A & N tank (aeration basin) weirs, District Project No. 7153. The Board must
authorize award of the contract or reject bids within 60 days of the bid opening date.
INITIATING DEPT./DIV.
Ad m i nistrative/Pu rchasi ng
BACKGROUND: Structural reinforcement for seismic integrity is part of the Aeration Basin
Improvements Project, DP 7153. Due to welding requirements, the metal must be clean and free
of contaminants and old paint. In order to attain the necessary condition, the weirs need to be
sandblasted to "near-white blast cleaning." The spent sand must be removed and the weirs
repainted after welding on the structural supports.
The Machine Shop and Purchasing developed the technical specifications and the Formal Bid
Request for sandblasting and painting A & N tank weirs. The Bid Request was publicly
advertised on March 8 and 13, 1996. A summary of bids is presented in Attachment 1. Three
bids were received, as follows:
Jeffco Painting and Coating
Redwood Painting Co., Inc.
Blair and Sons Coatings
$27,440.00
$43,500.00
$24,380.00
The Machine Shop and Purchasing staff have conducted a technical and commercial evaluation
of the bids and concluded that the lowest responsible bidder is Blair and Sons Coatings, with a
bid price of $24,380. The engineer's estimate was $18,000; however, after reviewing the bids
it was determined that the $24,380 bid price more accurately reflects the true cost of the
difficulties of on-site, in-place sandblasting and painting.
The project is included in the Fiscal Year 1995-96 Capital Improvement Budget on page TP-9.
The current balance of the Sewer Construction Fund, minus unspent allocations, plus projected
dependable revenue will be adequate to fund this project.
Staff has determined that this project is exempt from the California Environmental Quality Act
(CEOA) under District CEOA Guidelines Section 18.2, since it involves maintenance of an existing
facility. The Board of Directors' approval of this project will constitute an independent finding
that the project is exempt from CEOA.
RECOMMENDATION: Authorize award of the contract to Blair and Sons Coatings, the lowest
responsible bidder, in the amount of $24,380 for sandblasting and painting A & N tank weirs.
INITIATING DEPT./DIV.
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1 OF 7
BOARD MEETING OF
A ril 4 1996
NO.
l. HUMAN RESOURCES a.
DATE
March 29 1996
TYPE OF ACTION
SUBJECT
CREATE AND ADD THE POSITION.OF COMMUNITY
EDUCATION OFFICER, APPROVE THE CLASS DESCRIPTION
AND SALARY RANGE AT M-37 ($4892- $5945), AND APPROVE
A RESOLUTION APPOINTING HARRIETTE HEIBEL TO THE
POSITION EFFECTIVE APRIL 29, 1996
SUBMITTED BY INITIATING DEPT./DIV.
Paul Morsen, Deputy General Manager Administrative
PERSONNEL
ISSUE: Management positions require approval by the Board of Directors for their
establishment and the appointment of employees to fill them.
BACKGROUND: In 1993 Public Information and Graphics Coordinator Colleen Camicia left the
District to relocate with her family out of state. In an attempt to save salary costs, a position
within the Public Information and Graphics Section was eliminated. Ken Grubbs was
reclassified to the Public Information and Graphics Coordinator position and has performed the
Section activities as well as continued his graphics work. Mr. Grubbs and the other staff have
worked extensive overtime on the growing workload of the Public Information and Graphics
Section. In addition to preparing and coordinating the routine work of the Section, they have
produced outstanding work such as the Central San in the Schools program, 50th Anniversary
logo, and Earth Day displays.
While the staffing has decreased, the workload of this group has increased. Responding to the
Federal and State mandates for pollution prevention, the District has developed more public
education programs. Moreover, the elementary and intermediate school programs have been
initiated and favorably received. The high school education program is being developed and
will require more involvement with faculty leaders in Central County as the program moves
forward.
Although it is not known how much each element of the pollution prevention program has
contributed to the success to date, the compound effect of Source Control's efforts and the
public education activities has resulted in significant reduction of pollutants entering the system.
The District continues to be concerned with intermittant toxic events and heavy metal
contamination and needs to continue our County information and education activities to insure
that this trend towards reduction continues.
While the District's initial efforts have been aimed at school education programs, the pollution
prevention program should be expanded to provide information to a larger sector of the citizens
if it is to be effective. In addition, the District will need to be more involved in producing portable
displays used for public presentations, non-profit environmental events and exhibits. This work
has become a critical part of the District's outreach to its targeted audiences in the communities
it serves.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
~7~
ROGER J. DOLAN
SUBJECT
POSITION PAPER
CREATE AND ADD THE POSITION OF COMMUNITY
EDUCATION OFFICER, APPROVE THE CLASS DESCRIPTION
AND SALARY RANGE AT M-37 ($4892-$5945), AND APPROVE
A RESOLUTION APPOINTING HARRIETTE HEIBEL TO THE
POSITION EFFECTIVE APRil 29, 1996
PAGE
DATE
2 OF 7
March 29, 1996
The Public Information and Graphics Section continues to be responsible for Board and staff
presentations, the employee newsletter, Work Redesign information, employee benefit
information and the Wellness program. Future assignments for this group include more
community outreach activities such as a newsletter to provide information on household
hazardous waste and other District business, speaker's bureau, more plant tours, video
presentations, and the development and monitoring of a web site on the Internet. The
household hazardous waste drop off site will need a good deal of public information effort, as
will the District's water recycling program with its additional marketing requirements.
All of the aforementioned programs, activities and assignments require management,
coordination, budgeting, monitoring, and control of expenditures. Vendors, consultants, school
liaisons, and the public need to be engaged in dialogues to be kept abreast of District plans
and programs. Moreover, the District would benefit from having an individual who could assist
the Board and management in coordinating various governmental activities. Having a position
to assume and administer these duties would allow the current staff to continue their information
and education efforts and enlarge the scope of activities of the Section.
As described, the functions of this position dictate that it be at a manager level. The level of
supervision, budgeting and coordinating will require an individual who can manage a diverse
work load of responsibilities and duties. The District needs an individual with public
presentation skills who can represent the District to its public, various officials, and its other
constituencies.
As some members of the Board may recall, the individual who preceded Public Information and
Grapics Coordinator Colleen Camicia at the District was Harriette Heibel. Ms. Heibel left the
District to assume management duties at Valley Waste Management. Ms. Heibel has spent the
past five years at Valley Waste Management as the Manager in charge of customer service,
recycling, public information, and community relations. Combined with her graphics and
reproduction experience obtained at the District, Ms. Heibel could begin this complex and
difficult job immediately. Moreover, she is well-respected by the public and opinion leaders
within Central County. Her skills in this area would greatly benefit the District in the public
education arena.
Consequently, staff proposes the following:
. Create the new management position of Community Education Officer to head
the Public Information and Graphics Section at the M-37 ($4892-$ 5945) level.
. Staff recommends that Harriette Heibel be appointed to the position effective
April 29, 1996.
1302B-7/91
SUBJECT
POSITION PAPER
CREATE AND ADD THE POSITION OF COMMUNITY
EDUCATION OFFICER, APPROVE THE CLASS DESCRIPTION
AND SALARY RANGE AT M-37 ($4892-$5945), AND APPROVE
A RESOLUTION APPOINTING HARRIETTE HEIBEL TO THE
POSITION EFFECTIVE APRIL 29, 1996
PAGE
DATE
3 OF 7
March 29, 1996
Staff met with the Human Resources Committee on February 26, 1996 and reviewed the need
for the position and the proposed appointment. The Committee approved the staff
recommendation for forwarding to the full Board. Sufficient funds are available in this year's
budget to fund the position. Attached to this Position Paper are the new class description and
the resolution appointing Harriette Heibel to the position.
RECOMMENDATION: Establish the new management position of Community Education
Officer, set salary range for M-37; adopt the class description; and approve a resolution
appointing Harriette Heibel to the position effective April 29, 1996.
1302B-7/91
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective: 4/21/96
Range: M 37
Respirator Class: 3
COMMUNITY EDUCATION OFFICER
DEFINITION
Under general direction, to develop, organize and coordinate public education, community
affairs, publications, reproduction services and other staff outreach activities; supervise the
Graphics and Public Information support staff; advise and assist other organizational units
within the District regarding public information aspects of their work; perform other related work.
SUPERVISION RECEIVED AND EXERCISED
Receive general direction from the Deputy General Manager.
Exercise direct and general supervision over subordinates in the Graphics and Public
Information Section.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:
Organize, participate in and supervise community education programs.
Coordinate with school personnel regarding the placement of the District's program in
classrooms and direct the scheduling, training and recordkeeping involved in contacts with
school personnel. Represent the District at meetings of educators and/or other agencies
involved in the distribution of materials oriented to classrooms.
Direct the development of supplemental curriculum materials and their distribution to school
personnel as requested.
Represent the District at meetings of local and regional committees involved in the development
and distribution of pollution prevention public education materials.
Develop programs, plans, strategies and solutions for problems and issues associated with
graphic communication to ensure effective planning and timely delivery of graphic services and
products.
Direct the preparation of displays, speeches, brochures, and publications and other public
education materials including films, video and slide shows, regarding District activities or
facilities.
Develop and maintain a Speaker's Bureau.
In absence of the Deputy General Manager, serve as District contact for representatives of the
media.
Meet with elected and appointed officials, community leaders and others to represent the
District's intents and views in a manner to win support and recognition.
Works with the District's Legislative representatives in the coordination of various legislative
activities.
Coordinate the services of reproduction, publication and mass media consultants and
contractors.
Develop, manage, write and/or edit various publications of the District.
Participate in budget preparation and implementation; responsible for monitoring and controlling
expenditures.
Evaluate operations and activities of assigned responsibilities; recommend improvements and
modifications; prepare various reports on operations and activities.
Participate in the selection of staff; provide or coordinate staff training; recommend discipline.
Respond to inquiries and provide information to the public; investigate complaints and
recommend corrective action as necessary to resolve complaints.
Build and maintain positive working relationships with co-workers, other District employees, and
the public using principles of good customer service.
Prepare, format and coordinate news material and other information for distribution to the
communications media, the general public and District employees.
Act as a liaison with community groups.
Supervise and evaluate the work of the graphics and public information staff; substitute for the
supervisor in hislher absence.
Perform other related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledae of:
Principles and practices of supervision, training and performance evaluation.
Principles and practices of mass communications, public relations and public education.
Methods of communication to various media.
English grammar, spelling, punctuation and vocabulary.
Methods and techniques of establishing and maintaining a positive public education
program.
Principles and methods of graphics design and reprographics.
Principles of budget development and monitoring.
Abilitv to:
Develop and administer a public education program.
Continuously analyze documents; write/edit clearly and concisely; identify potential
problems and suggest solutions; understand media relations; observe employees when
supervising; speak before the District Board, employees and public audiences with
knowledge and respect in a clear and concise manner.
Sit at desk and in meetings for long periods of time on a continuous basis. Intermittently
twist to reach equipment surrounding desk, use telephone and personal computer, write,
perform simple grasping and fine manipulation; and lift or carry weight of ten pounds or
less.
Manage a Division budget.
Establish and maintain effective working relationships with those contacted in the course
of work.
Supervise, train and evaluate assigned staff.
Operate a wide variety of audio visual equipment.
Prepare and coordinate for publication, news releases, articles, correspondence,
booklets, brochures and speeches.
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 increasingly responsible professional and managerial experience in the
preparation and dissemination of information regarding the activities of a public or
private agency including two years of supervisory experience.
Education:
Equivalent to a bachelor's degree from an accredited college or university with major
course work in communications, journalism, English, public administration or a related
field. Master's degree is desirable.
RESOLUTION NO.
A RESOLUTION APPOINTING HARRIETTE HEIBEL TO THE POSITION OF
COMMUNITY EDUCATION OFFICER
BE IT RESOLVED that Harriette Heibel be appointed to the position of COMMUNITY
EDUCATION OFFICER at a beginning salary of $5708 per month, (M-37) and be entitled
to benefits accorded to the Management Group by Resolution No. 85-042 and subsequent
Memoranda of Understanding.
PASSED AND ADOPTED this 4th day of April, 1996, by the following vote:
AYES:
Members:
NOES:
Members:
ABSENT:
Members:
President of the District Board of
the Central Contra Costa Sanitary
District, County of Contra Costa,
State of California
COUNTERSIGNED:
Secretary, Central Contra Costa
Sanitary District, County of Contra
Costa, State of California
Approved as to Form:
Kenton L. Aim, District Counsel
PAGE 1 OF
NO.
10. BUDGET AND FINANCE a.
SUBJECT
DATE
CONSIDER APPOINTMENT OF THE DISTRICT'S
INDEPENDENT AUDITOR TO PERFORM THE
EXAMINATION OF THE FINANCIAL STATEMENTS
BEGINNING THE FISCAL YEAR ENDING JUNE 30, 1996
TYPE OF ACTION
APPOINT DISTRICT
AUDITOR
SUBMITTED BY
INITIATING DEPT.IDIV.
Debbie Ratcliff, Controller
Administrative/Finance & Accounting
ISSUE: It would be appropriate for the Board of Directors to appoint the District's independent
auditor to perform the examination of the financial statements beginning the fiscal year ending
June 30, 1996.
BACKGROUND: The Board of Directors has followed the practice of rotating the District's
auditor after four or five successive annual audits. Maze and Associates has served as the
District's auditor for the last four fiscal years 1992 through 1995. The selection of a successor
auditing firm is coordinated through the Board Budget and Finance Committee, with the selected
firm being recommended to the Board of Directors for appointment.
Requests for proposals were sent to seven public accounting firms. The following three firms
submitted proposals:
Vavrinek, Trine, Day & Co.
5000 Hopyard Road
Pleasanton, CA
Hood and Strong
101 California Street
Suite 1 500
San Francisco
Grant Thornton
One California Street
San Francisco
The three proposals were reviewed by a selection committee composed of Board Budget and
Finance Committee Members Mario Menisini and Parke Boneysteele, assisted by Paul Morsen,
and Debbie Ratcliff. Client references were contacted by District staff. Representatives of the
three firms were interviewed by the selection committee on March 26, 1996. After considering
the results of the interview, the written proposals, and client references, the firm of Hood and
Strong was selected for recommendation to the full Board of Directors.
RECOMMENDATION: Appoint Hood and Strong, Certified Public Accountants, as the District's
independent auditor beginning the fiscal year ending June 30, 1996, as recommended by the
selection committee.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
L/~.
1302A-7/91
DR
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