HomeMy WebLinkAboutAGENDA BACKUP 10-20-94
Central Contra Costa Sanitary District
BOARD OF DIRECTORS PAGE 1 OF 2
BOARD MEETING OF
October 20, 1994
NO.
4. CONSENT CALENDAR f.
SUBJECT
DATSeptember 26, 1994
QUITCLAIM SEWER EASEMENT TO FANG T. L1N, ET AL,
JOB 4203, PORTION PARCEL 2, DANVILLE AREA
TYPE OF ACTION
APPROVE QUITCLAIM
OF SEWER EASEMENT
SUBMITTED BY
INITIATING DEPT.lDIV.
Dennis Hall, Associate Engineer
Engineering Dept.llnfrastructure Div.
ISSUE: The owner of Lot 14 of Subdivision 7095 has requested the District quitclaim the
subject easement.
BACKGROUND: The subject easement was granted at no cost to this District in 1986.
It was created to provide future service to the parcel located on the north of the Lin
property. This northerly property has since been dedicated as open space and will not be
developed. The subject easement is therefore no longer required and may be quitclaimed.
Our quitclaim processing fee has been paid by the owner.
Staff has determined that this project is exempt from the California Environmental Quality
Act (CEQA) under District CEOA Guidelines Section 18.6, since it involves a minor
alteration in land use limitations. The Board of Directors' approval of this project will
constitute a finding of agreement with this determination unless otherwise indicated.
RECOMMENDATION: Approve Quitclaim Deed to Fang T. Lin, et ai, Job 4203, authorize
the President of the District Board of Directors and the Secretary of the District to execute
said Quitclaim Deed, and authorize the Quitclaim Deed to be recorded.
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1 OF 2
BOARD MEETING OF
October 20, 1994
NO.
4. CONSENT CALENDAR g.
SUBJECT
DATE
ACCEPT GRANT OF EASEMENT FROM THE
COLONNA FAMIL V TRUST, 850 REVERE ROAD,
LAFA VETTE, FOR KNOX DRIVE SEWER REPLACE-
MENT PROJECT, DP 4602
October 4 1 994
TYPE OF ACTION
ACCEPT GRANT
OF EASEMENT
SUBMITTED BY
INITIATING DEPT./DIV.
Ricardo Hernandez/Engineering Asst.
Engineering Dept./lnfrastructure Div.
ISSUE: The Board of Directors' approval is required for accepting Grants of
Easements.
BACKGROUND: The Infrastructure Division is in the process of completing plans for
the Knox Drive Sewer Replacement Project in Lafayette. As part of this project,
approximately 300 feet of an old 6-inch sewer with a history of high maintenance will
be abandoned and replaced. In addition to having a frequent maintenance schedule,
the sewer is located along a creek bank with past landslide and erosion problems. The
new sewer will be at a different alignment that will reduce maintenance costs and
improve service to the area. This new alignment will locate the new sewer within the
property at 850 Revere Road (See Exhibit A).
An appraisal report for the acquisition of this easement has been prepared by a
Certified Real Estate Appraiser. The estimated just compensation for this easement
purchase was calculated to be $4,218. District staff has negotiated a settlement with
Mr. and Mrs. Colonna, owners of 850 Revere Road for this amount. A Right of Way
Contract for the purchase of the easement has been executed by District staff and
property owners. Funds for the easement purchase have been previously approved
by the Board.
RECOMMENDATION: Accept the Grant of Easement Deed from the Colonna Family
Trust and authorize staff to record said Deed with the Contra Costa County Recorder.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1 OF
1
BOARD MEETING OF
NO.
October 20, 1994
4. CONSENT CALENDAR h.
SUBJECT
DATE
AUTHORIZE BOARD PRESIDENT AND SECRETARY TO
SIGN A MODIFICATION TO UTILITY AGREEMENT
NO. 738.5 WITH CAL TRANS FOR THE 1-680/SR-24
SEWER RELOCATIONS, PHASES 3A AND 3B, DP 4782
AND DP 4956
October 14 1 994
TYPE OF ACTION
AUTHORIZE
MODIFICATION TO
AGREEMENT
SUBMITTED BY
Rey Limjoco, Assistant Engineer
INITIATING DEPT~'gineering Dept./lnfrastructure Div.
ISSUE: Board authorization is required for the Board President and Secretary of the District to
sign a modification to a utility agreement with Caltrans.
BACKGROUND: In 1991, Caltrans initiated design of the next phase of its 1-680/SR-24
interchange expansion. This phase consisted of lane widening between Oak Park Boulevard and
Monument Boulevard in Pleasant Hill. To accommodate the proposed widening, about 5,000
feet of sewer ranging in size from 6-inch to 33-inch diameter along North Main Street were
relocated. This work was Phase 3A in a series of Caltrans relocations and was identified as
District Project 4782. A sewer near Monument Boulevard which was included in the Phase 3A
relocation had to be deleted because of Caltrans inability to obtain easements from the owners
of the Montgomery Ward Shopping Center.
On July 24, 1991, the District executed utility agreement No. 738.5 to receive reimbursement
for costs associated with planning, design and construction of District Project 4782. This
agreement needs to be modified to cover approximately $1,456,000 in additional cost
associated with the Montgomery Ward sewer relocation and, in addition, concrete encasement
of the three EBMUD Mokelumne Aqueducts, construction of a Caltrans storm drainage system,
and sewer main replacement and side sewer abandonments at Sherman Drive which were
added to the original scope of the project. This work is Phase 3B and is identified as District
Project 4956. All costs associated with DP 4956 will be reimbursed by Caltrans under the
modified agreement with the exception of the sewer main replacement on Sherman Drive which
will not benefit Caltrans and which will be at District expense ($57,600).
Utility Agreement No. 738.5 estimated Caltran's reimbursement responsibility for the work a
$2,375,000. The modified agreement will increase this amount to $3,831,000.
RECOMMENDATION: Authorize the Board President and Secretary to sign a modification to a
utility agreement with Caltrans for the 1-680/SR-24 Sewer Relocation, Phases 3A and 3B under
DP 4782 and DP 4956 respectively.
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1302A-7/91
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF
1
BOARD MEETING OF
NO.
October 20, 1994 4. CONSENT CALENDAR i.
SUBJECT
DATE
October 10, 1994
ADVISE THE BOARD OF THE CLOSE OUT OF THE
CLYDE, FAIRVIEW, AND MALTBY PUMPING
STATIONS IMPROVEMENTS PROJECT (DP 4682)
TYPE OF ACTION
INFORMATIONAL
Munawar Husain, Associate Engineer
INITIATIt:.LG DI;PT.lDIV. D I
t:nglneerlng epartment
Plant Engineering Division
SUBMITTED BY
ISSUE: All work has been completed on the Clyde, Fairview, and Maltby Pumping Stations
Improvements Project, and this project can now be closed out.
BACKGROUND: Work was undertaken at Clyde, Fairview, and Maltby pumping stations under
this contract to improve the reliability, safety, capacity, operating conditions, and maintainability
of these pumping stations. Existing pump motors were replaced with more efficient motors
controlled with variable-frequency drives (VFDs) at the Fairview and Maltby pumping stations.
Standby power was provided at the Fairview Pumping Station. At the Clyde Pumping Station,
existing submersible pumps were replaced with newer, more efficient pumps, and new valves
and electric controls were added. Details of the project are also included in pages CS-45, CS-46,
CS-50, CS-51, and CS-52 of the 1992-93 Capital Improvement Budget.
The District Board of Directors awarded the construction contract to Pacific Mechanical
Corporation of Concord, California, on July 2, 1992. The contractor was issued a Notice to
Proceed on August 27, 1992. The contract completion date was February 27, 1994. The
contract work was completed ahead of schedule, with the District taking beneficial occupancy
of the new facilities on February 14, 1994.
Pacific Mechanical Corporation's original construction contract was for $1,243,000. There were
17 change orders issued on the project totaling $36,208. The total contract amount paid to
Pacific Mechanical Corporation was $1,279,208.
The total budget for the project was $2,775,000. The total completed project cost is
$2,368,000. Staff is closing out the project account, which will result in $407,000 being
returned to the Collection System Program.
RECOMMENDATION: This item is presented to the Board of Directors for information. No action
is necessary.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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1302A-7/91
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1 OF 1
POSITION
PAPER
BOARD MEETING OF
October 20, 1994
NO.
4. CONSENT CALENDAR j.
DATE
SUBJECT
AUTHORIZE ATTENDANCE OF BA T. THAN, ASSOCIATE
ENGINEER, AT MANAGEMENT DEVELOPMENT TRAINING
PROGRAM STARTING OCTOBER 27,1994 AT A COST
OF $1,900.
TYPE OF ACTION
AUTHORIZE
TRAINING
SU~~JTJ:ED BY
william Brennan, Plant Engineer Div. Manager
John Larson, CSOD Manager
INITIATING DEPT./DIV.
Collection System Operations
ISSUE: Board authorization is needed for training when the expenditure is not included in the
Annual Training Budget and the cost exceeds $500.
BACKGROUND: The District recognizes the benefits of having mid-managers participate in a
formal management training program. In the past it has sent employees to Performex and
Management Action Programs, Inc. when their duties begin the transition from technical to
managerial. Those employees have returned to the District with a better understanding of the role
of management, new and improved skills, and personal action plans to assist in their continued
development.
Ba T. Than, Associate Engineer, is just completing a three year assignment as an engineer and
section supervisor at CSOD. He will be transferring to the Engineering Department at the end of
October where he will serve as a Project Manager. Mr. Than and the District will benefit from his
attendance at the Management Development Training Program offered by Management Action
Programs, Inc. The program is a three day intensive training customized for the individual using
input from their supervisor, their peers, and their employees. The participants develop an action
plan for personal development and there are periodic follow-up meetings to ensure progress.
There are adequate funds in the CSOD and Plant Engineering Division Travel, Training, and
Conferences Accounts to cover this expense.
RECOMMENDATION: Authorize the attendance of Ba T. Than at Management Development
Training Program starting October 27, 1994, at a cost of $1,900.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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1302A-9/85
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE
OF 1
BOARD MEETING OF
October 20, 1994
NO.
4. CONSENT CALENDAR k.
DATE
October 12, 1 994
TYPE OF ACTION
SUBJECT
DENY CLAIM FROM FRED WHITCOMB ALLEGING
PERSONAL INJURIES DUE TO CONDITIONS AT THE
HEADWORKS CONSTRUCTION PROJECT
DENY CLAIM
SUBMITTED BY
INITIATING DEPT.lDIV.
Bonnie Allen, Risk Manager
Administrative/Risk Management & Safety
ISSUE: A claim has been received from Fred Whitcomb and his attorney Daniel D. Purnell.
Claim denials require action by the Board of Directors.
BACKGROUND: The District's contractor, Humphrey Construction, Inc., is performing a District
construction contract (DP 20069) Headworks Facilities Improvement Project. Mr. Whitcomb
claims that on March 30, 1994, in the course of his employment as a pipefitter with Humphrey
Construction, he fell down a ledge in a tunnel at the treatment plant. Mr. Whitcomb is alleging
that the area constitutes a hazardous condition. The District is an additional insured on the
contractor's liability insurance policy and has also been directly indemnified by the contractor.
The staff recommends that Mr. Whitcomb's claim be denied and referred to the insurance
carrier and contractor for investigation, defense, and indemnity.
RECOMMENDATION: Deny the claim from Fred Whitcomb and refer it to staff for further action
as required.
RE~EWEDANDRECOMMENDEDFORBOARDAcnON
INITIATING DEPT.lD.IV.
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GEN. MGR.lCHIEF ENG.
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1302A-7/91
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF 6
BOARD MEETING OF
October 20, 1994
NO.
6. BIDS AND AWARDS a.
AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT
TO WOODS CONSTRUCTION COMPANY FOR THE
CREST VIEW, VIA FLOREADO, KINNEY DRIVE SEWER
REPLACEMENT PROJECT, DISTRICT PROJECT NOS.
4923/4991
DATE
October 14, 1994
SUBJECT
TYPE OF ACTION
AUTHORIZE
AWARD
Michael Penny, Assistant Engineer
INITIATING DEPT./DIV.
Engineering Dept./lnfrastructure Div.
SUBMITTED BY
ISSUE: On October 11, 1994, sealed bids for the construction of District Project Nos. 4923
and 4991 Crest View, Via Floreado, Kinney Drive Sewer Replacement were opened. The
Board of Directors must authorize award of the contract or reject bids within 50 days of the
opening of bids.
BACKGROUND: The proposed sewer project consists of constructing approximately 5,000
linear feet of 8-inch and 10-inch sewer in public roads at four separate sites: Crest
View/Valley View/Moraga Way, Via Floreado, St. Stephens Drive in Orinda, and Kinney
Drive/Studebaker Road in an unincorporated area between Lafayette and Walnut Creek. The
project location map is shown in Attachment 1. Construction on Crest View and Valley View
consists of installing approximately 1,550 lineal feet of 8-inch sewer by open-cut trench.
Construction on Moraga Way consists of installing approximately 2,000 lineal feet of 10-inch
sewer by pipe bursting an existing 6-inch lined and 8-inch unlined sewer. Construction on
Via Floreado consists of constructing approximately 400 lineal feet of 8-inch sewer by open-
cut trench. Construction on St. Stephens Drive consists of constructing approximately 350
lineal feet of 8-inch sewer by open-cut trench. Construction on Kinney Drive and Studebaker
Road consists of constructing approximately 630 lineal feet of 8-inch sewer by open-cut
trench. The sewer work is intended to replace deteriorating sewers, reduce overflows, and
replace a temporary 6-inch line installed after slide damage.
The project was advertised on September 23 and 29, 1994. The Engineer's estimate for
construction is $910,000. Ten bids ranging from $474,850 to $825,507 were received on
October, 11, 1994. A summary of bids is presented in Attachment 2. The Engineering
Department conducted a technical and commercial evaluation of bids and concluded that the
lowest responsible bidder is Woods Construction Company.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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1302A-7/91
AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT
TO WOODS CONSTRUCTION COMPANY FOR THE CREST
CREST VIEW, VIA FLOREADO, KINNEY DRIVE SEWER
REPLACEMENT PROJECT, DISTRICT PROJECT NOS.
4923/4991
illlll!1111111
SUBJECT
PAGE 2 OF 6
DATE
October 14, 1994
District staff will administer the contract, provide resident engineering, provide inspection
services, review shop drawings, provide construction support services, and prepare record
drawings. The Crest View Sewer Replacement is included in the 1994-95 Capital
Improvement Budget beginning on page CS-83. The Via Floreado Sewer Replacement is
included in the 1994-95 Capital Improvement Budget beginning on page CS-97. An
allocation of $802,000 from the Sewer Construction Fund is needed to complete the project.
A post bid preconstruction estimate is presented in Attachment 3. The current balance of
the Sewer Construction Fund, minus unspent allocations plus dependable revenue will be
adequate to fund the project. A funding summary is presented in Attachment 4.
Staff has concluded that this project is exempt from the California Environmental Quality Act
under District CEQA Guidelines Section 18.3 since it involves replacement of existing sewer
facilities. The Board's approval of this award will constitute a finding that the project is
exempt from CEQA.
RECOMMENDATION: Authorize award of a contract to Woods Construction Company the
lowest responsible bidder in the amount of $474,850 for the construction of the Crest View,
Via Floreado, Kinney Drive Sewer Replacement, District Project Nos. 4923 and 4991 .
13028-7/91
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Central Contra Costa
: Sanitary District
CREST VIEW, VIA FLOREADO
KINNEY DRIVE SEWER REPLACEMENT
DP X49231X4991
ATIACHMENT
1
ATTACHMENT 2
Central l;ontra Costa Sanitary District
SUMMARV OF aiDS
PROJECT NO. X4Qn/X4QQ1- Crest View, Vii'l Flnrprlrto, Kin"E'Y DATE 10/11/94
Drive Sewer Replacement Project $
LOCATION Orinda. California ENGR. EST. 910,000
~r BIDDER (Nome, telephone & address) 1 BIC PRIC.
-=-
1 Wnnrt" rnn"trlJrti n" (415 ) 759-0506 $
2718 Pacheco St. , San Francisco, CA 94116 474.RSO
- .
D'Arcy & Harty ( 415 ) 586-4000 $
2 425 Mont.erey B 1 va. , Si'ln Fri'lnri"ro. CA q41 ?7 507.880
-
Jardin PipelinE> ( 510) 7R~-S~1S $
3 591. 935
2315 Dunn Rni'lrt, Hi'lywrlrrt, rA q4S411
-
4 Mountain Cascade ( 510 ) 373-8370 $
P. O. Box 5050. Livermnrp, rA Q4SS0 596,959
D. E. Bianchini. Inc:. ( 510) 831-0400 $
5 P. O. 631.8R8
Box 2204. San Ramon. rA o 94583
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6 McGuire and Hester (510 )632-7676 $
9009 Railroad Avenue. Oi'lkli'lnrt, rA 946Q3 675.675
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7 P & M-Pipelines { ins) 759-7069 '$0.
.0 717.076
2440 Tarva 1 Street. Si'ln Fri'lnri"rn, rA 94116
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D. W. Young Construction Inc (510 }487 -07?4 $:
8 718.123
P. fl. Box 1797. \lninn rity j CA 94587
Manuel C. Jardim . ( 510) 487-0444 $
9 747.194
P. O. Box 677. (Ininn . r; ty 1 (A 94587
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M & L Construction. Inc. ( 510) 427-4007 $
10 P. O. Box R?47, Pitt"hllrg, CA 94565 825,507
-
( ) $
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ATTACHMENT 3
CREST VIEW, VIA FLOREADO, AND KINNEY DRIVE
DISTRICT PROJECT NO. X4923/X4991
CONSTRUCTION BUDGET
ITEM DESCRIPTION TOTAL PERCENT OF
ESTIMATED
CONSTRUCTION
COSTS
1 Construction Contract $ 474,850
2 Contingency at 20% 95,150
Subtotal $ 570,000 100%
3. Construction Management
. Project Management $ 1 7,000
. Inspection/Ad ministration 123,000
. Design Support 18,000
Subtotal $ 158,000 27.7%
4 Consultant/Professional Services
. Soils - Geotechnical $ 1 0,000
. Materials Testing/QC 1 0,000
Subtotal $ 20,000 3.5%
5 Miscellaneous
. Survey $ 1 0,000
. Legal 1,000
. Permit/City Inspection 20,000
. Collection System Operations 2,000
. Community Relations 12,000
. Record Drawings 3,000
. Field Office Support 1 ,000
Subtotal $ 49,000 8.6%
6 Prebid Expenditure
. Design $ 116,000
. Geotechnical Consultant 8,000
Subtotal $ 124,000 21.7%
7 Total Project Cost Estimate $ 921 ,000 161.6%
8 Total Funds Authorized To Date $ 119,000
9 Total Allocation of Funds To Complete $ 802,000
Project
IDle: Infra/D P/49 23/EstBgt. M
ATTACHMENT 4
PROJECT FUNDING SUMMARY
FOR THE PERIOD
10/13/94 THROUGH 11/12/94
SEWER CONSTRUCTION FUND BALANCE AS OF
1 0/14/94
MINUS UNSPENT PRIOR ALLOCATIONS
PLUS DEPENDABLE CURRENT YEAR REVENUE
(7/94 THROUGH 3/94)
$36,464,836
> $802,000
$44,211,600
(20,791,364)
13,044,600
$36,464,836
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF 14
BOARD MEETING OF
October 20, 1994
NO.
7. ADMINISTRATIVE a.
RECEIVE THE 1 993-1994 ANNUAL REPORT OF THE
DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE
DATE
October 12 1 994
TYPE OF ACTION
SUBJECT
RECEIVE ANNUAL
REPORT
SUBMITTED BY
INITIATING DEPT.lDIV.
Debbie Ratcliff, Controller
Administrative/Finance and Accounting
ISSUE: The Deferred Compensation Plan Advisory Committee (Committee) respectfully
submits its 1993-1994 annual report to the Board of Directors and Plan participants.
BACKGROUND: The Board of Directors approved the establishment of the Committee in
January 1982. The scope of activities of the Committee includes:
. Establishing internal administrative procedures
. Educating participants regarding the Plan
. Reviewing accountability by the Program Administrators
. Reviewing emergency withdrawal requests
. Reviewing investment performance of the Plan
. Submission of an annual report to the Board of Directors and Plan participants
The Committee is made up of the following Departmental representatives:
Debbie Ratcliff
Darlene Ross
Rick Hernandez
Tanya Butler
Phil Snyder
- Chairperson
- Administrative
- Engineering
- CSO
- Plant Operations
The Committee made several major accomplishments this year; among the most important
are:
. Added a third provider, ICMA Retirement Corporation
. Changed policy to allow direct mailing of Quarterly Statements to participants
. Revised and distributed Deferred Compensation Plan Handbook
. Updated the Deferred Compensation Plan document
RECOMMENDATION: Receive the annual report of the Deferred Compensation Plan
Advisory Committee for 1993-1994, and provide any comments to staff.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT.lDIV.
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P.M.
Central Contra Costa Sanitary District
DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE ANNUAL REPORT
JULY 1993 - JUNE 1994
The Deferred Compensation Plan Advisory Committee (the Committee) was established
by the Board of Directors to facilitate the internal administration of the District' Deferred
Compensation Plan. The scope of the Committee's activities encompass the following:
. Establish internal District administrative procedures within the provisions of the
Deferred Compensation Plan document.
. Educate participants regarding the Plan provisions by issuing a handbook which
summarizes the Deferred Compensation Plan and responding to questions from
participants.
. Review accountability by the Program Administrators, Hartford Life Insurance
Company (Hartford), Great Western Bank (Great Western), and ICMA Retirement
Corporation and respond to participants' queries regarding accuracy or propriety
of account balances.
. Review participants' requests for emergency withdrawal of funds.
. Review investment performance of the Deferred Compensation Plan on an annual
basis.
Committee Accomplishments
The following activities were completed by the Committee during July 1 993 through June
1994:
. Internal District Administrative Procedures
ICMA Retirement Corporation was added as a third Deferred Compensation
provider. The committee assisted in providing for a smooth transition for the third
provider.
The District policy was changed to allow the three Deferred Compensation
providers to send quarterly statements directly to the participants.
Two new Deferred Compensation committee members were selected and trained
to support their respective departments.
1
. Education of Particioants
The Deferred Compensation Plan Handbook was updated and distributed to all
Deferred Compensation Plan participants.
Meetings with Great Western and ICMA were made available to all employees to
introduce the new provider and explain changes to the existing Great Western
contract.
The Committee developed a fact sheet for the benefit of the Plan participants that
outlined investment options, fees, and charges for the three providers.
. Review Accountabilitv bv Program Administrators
The committee researched and responded to inquiries regarding the problems
associated with Great Western's change to a new bookkeeping department located
in Ohio, as well as problems related to the earthquake in Northridge, CA.
Monthly confirmation statements and quarterly account statements were submitted
to the District by Hartford, Great Western, and ICMA. Quarterly account
statements were distributed to all participants.
. Review Reauests for Emeraencv Withdrawals of Funds
Two emergency withdrawal requests were reviewed by the Committee, and both
were recommended for approval by the Board of Directors.
. Review Investment Performance
A summary which presents the investment performance of the Hartford, Great
Western, and ICMA programs for the calendar year 1993, and the first six months
of 1994 is attached.
Current Committee Activities
. The District's Deferred Compensation Plan document is undergoing a detailed
review by the Committee to ensure conformance with the current governing tax
codes and to improve accuracy and completeness.
. A revised Hartford contract has been received and will be reviewed to determine
if it offers any additional benefits to the participants.
. The committee is developing a standardized procedure and training manual for new
members selected to serve on the committee.
2
Conclusion
During the period July 1993 through June 1994, the Committee addressed all of the
activities included in its scope of responsibilities through the conscientious efforts of all
of the Committee members.
The performance of Hartford, Great Western, and ICMA in administering the Deferred
Compensation Plan during the 1993-1994 report period is considered to be satisfactory.
The performance results of the Hartford, Great Western, and leMA stock and bond
investments for the calendar year 1993 and the first six months of 1994, as shown on
the attached charts, are as follows:
Hartford
The gain on the stock and bond accounts for the 1993 calendar year of 14.3
percent and 10.2 percent, respectively, exceeded the general market indices, as
measured by the Dow Jones Industrials and the Standard & Poors 500, which
registered gains of 13.7 percent and 7.1 percent, respectively; the bond account
underperformed the Lehman Brothers Bond Index which gained 17.3 percent.
Through the first six months ended June 30, 1994, the 4.5 percent loss on the
stock account outperformed the Standard & Poors 500 which lost 4.8 percent and
underperformed the Dow Jones Industrial which lost 3.4 percent; the loss of 4.5
percent on the bond account outperformed the Lehman Brothers Bond Index, which
lost 8.5 percent.
Great Western
For the 1993 calendar year, nine of the twelve stock funds outperformed the Dow
Jones Industrials and Standard & Poors indices as follows:
Income Fund of America
Growth Fund of America
Twentieth Century Select Fund
Fidelity Equity Income Fund
Fidelity Puritan Fund
Twentieth Century Ultra Fund
Fidelity Retirement Growth Fund
Fidelity Magellan Fund
Fidelity Overseas Fund
14.0%
14.5%
14.7%
21.3%
21.4%
21.8%
22.1%
24.7%
40.1%
Two of the stock funds outperformed the Standard & Poors index but
underperformed the Dow Jones Industrial index as follows:
Twentieth Century Balanced Fund
Investment Company of America
7.2%
11.6%
3
One stock fund, Twentieth Century Growth Fund, underperformed both market
indices at 3.7 percent. The Bond Fund of America gained 14.1 percent but
underperformed the Lehman Brothers Bond Index.
Through the six months ended June 30, 1994, four of the twelve stock funds have
outperformed both market indices as follows:
Twentieth Century Balanced Fund
Fidelity Equity Income Fund
Fidelity Puritan Fund
Fidelity Overseas Fund
-3.2%
-1.2%
0.4%
2.8%
Four of the stock funds outperformed the Standard & Poors index but
underperformed the Dow Jones Industrial index as follows:
Twentieth Century Growth Fund
Income Fund of America
Investment Company of America
Fidelity Retirement Growth Fund
-4.6%
-3.9%
-3.9%
-3.5%
Four of the stock funds underperformed both market indices as follows:
Twentieth Century Ultra Fund
Twentieth Century Select Fund
Fidelity Magellan Fund
Growth Fund of America
-10.0%
- 8.5%
- 6.0%
- 5.0%
The Bond Fund of America lost 5.2 percent but outperformed the Lehman Brothers
Bond Index.
ICMA
The three stock funds outperformed the Standard & Poors index during calendar
year 1993 but underperformed the Dow Jones Industrial index as follows:
Equity Index Fund
Asset Allocation Fund
Growth Stock Fund
7.9%
9.6%
11.0%
For the fourth quarter of 1993, the period the funds were available to District
employees, the performances were:
Growth Stock Fund
Asset Allocation Fund
Equity Index Fund
-0.6%
1.3%
2.1%
4
Through the six months ended June 30, 1994, the -3.9 percent loss for the Equity
Index Fund and the -4.2 percent loss for the Allocation Fund outperformed the
Standard & Poors index but underperformed the Dow Jones Industrial index. The
Growth Stock Fund underperformed both market indices at -8.7 percent.
Committee Members:
01:: ~er
~ ,c r
Darlene Ross, Administra . e Department
~ ll.P~~c:R.
Rick Hernandez, Engineering ~epartment
~~
~
er, Collection System Op
~
nt Operations Department
ADSlDef Comp/Annual.rpt
5
LEGEND:
20th Century Funds:
20th C. BF
20th C. GF
20th C. SF
20th C. UF
Fidelity Funds:
Fidelity ElF
Fidelity MF
Fidelity OF
Fidelity PF
Fidelity RG
American Funds:
G.W. GFA
G.W. ICA
G.W. IFA
G.W. BFA
ICMA Funds:
ICMA CMF
ICMA CBF
ICMA UST
ICMA AAF
ICMA ElF
ICMA GSF
ICMA Plus
Balanced
Growth
Select
Ultra
Equity Income
Magellan
Overseas
Puritan
Retirement Growth
Growth Fund
Investment Company
Income Fund
Bond Fund
Cash Management
Core Bond
U.S. Treasury Securities
Asset Allocation
Equity Index
Growth Stock
Plus Fund
Market Indices:
Dow Jones Dow Jones 30 Industrials
S & P 500 S & P 500
L.B. Bond Index Lehman Brothers
ADS/DefComp/Legend .Ist
CCCSD Deferred Comp Distribution
By Administrator (Calendar Year 1993)
leMA
($2,458,944)
Gr. Western
($7,303,286)
Hartford
($11,155,121)
Total Investments: $20,917,351
(Six Months Ended June 30, 1994)
leMA
($3,082,470)
Gr. Western
($6,990,170)
Hartford
($11,346,276)
Total Investments: $21,418,916
CCCSD Deferred Comp Distribution
By Investment Type (Calendar Year 1993)
Bonds
($925,394)
Savings
($12,440,688)
Stocks
($7,551,269)
Total Investments: $20,917,351
(Six Months Ended June 30, 1994)
Bonds
($775,640)
Savings
($13,116,494)
Stocks
($7,526,782)
Total Investments: $21,418,916
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PAGE 1 OF 2
NO.
8. ENGINEERING a.
SUBJECT DATE
AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO
EXECUTE AN AGREEMENT WITH GEOSYNTEC CONSULTANTS TYPE OF ACTION
FOR ENVIRONMENTAL CONSULTING SERVICES IN CON-
NECTION WITH TREATMENT PLANT SOIL REMEDIATION
PROJECT DP 7113 AUTHORIZE AGREEMENT
SUBMITTED BY
INITIATING DEPT./DIV.
Randy Schmidt, Associate Engineer
Engineering Department/Planning Division
ISSUE: Board authorization is required for the General Manager-Chief Engineer to execute
professional services agreements for more than $50,000.
BACKGROUND: Approximately 25 years ago, petroleum byproduct sludge from Shell Oil was
disposed at the District treatment plant site. Petroleum sludge was mixed with the soil in an
attempt to strengthen the weak marsh soil in the old primary sludge ponds. Much of the material
has been relocated in earth work projects over the years.
A Preliminary Endangerment Assessment (PEA) report was prepared by the District and
submitted to the California State Department of Toxic Substances Control (DTSC) in
November 1992. The PEA report showed extensive soil contamination of a stormwater
holding basin (Basin A South) and in the surcharge fill area east of the aeration basins.
After submittal of the PEA report, District staff and legal counsel worked with the DTSC and
Shell Oil to determine if all of the contaminated soil must be treated as a listed hazardous
waste. In April 1994, the DTSC concluded that only soil which exceeded established
hazardous waste criteria would be considered a hazardous waste. This is a favorable finding
which could potentially reduce costs. The soil must now be characterized according to
concentration and extent of contamination.
A large portion of the contaminated area will be needed for secondary facilities expansion by
2002. The soil with contaminants above hazardous levels must be managed in a manner
approved by DTSC to make the areas available for expansion. The District received a draft
Voluntary Agreement from the DTSC on August 25, 1994, for the management of
contaminated soil. Due to the lengthy time needed for a voluntary clean-up through DTSC
procedures, the District must proceed now to initiate the process.
Requests for Qualifications (RFQs) for work on this project were issued to eleven consultants
on July 28, 1994. The District received eight Statements of Qualifications (SOQs) on
August 12, 1994. The SOQs were evaluated and Requests for Proposals (RFPs) were issued
to the top three consultants on September 6, 1994. Written proposals were received and
candidate firms were interviewed.
RE~EWEDANDRECOMMENDEDFORBOARDAcnON
INITIATING DEPT.lDIV.
~
lJle ~
GEN. MGR.lCHIEF ENG.
RS
LBP
DJC
RAB
1302A-7/91
SUBJECT
POSITION PAPER
AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO
EXECUTE AN AGREEMENT WITH GEOSYNTEC CONSULTANTS
FOR ENVIRONMENTAL CONSULTING SERVICES IN CON-
NECTION WITH TREATMENT PLANT SOIL REMEDIATION
PROJECT DP 7113
PAGE 2 OF
DATE
2
October 14, 1994
The Voluntary Agreement will require a Site Investigation Work Plan, a Risk Assessment, and
an Engineering Evaluation or Remediation Action Plan prior to design. A consultant with
special expertise in soil remediation is necessary to assist District staff prepare these
documents in order to maintain District credibility with DTSC.
The District staff has selected GeoSyntec Consultants to prepare a Site Investigation Work
Plan and a Baseline Risk Assessment and to assist in the development of the Voluntary
Agreement with DTSC at a cost not to exceed $85,000. The Site Investigation Work Plan
must be approved by DTSC before additional work is done to manage the contaminated soil
in Basin A South and the surcharge fill area. GeoSyntec has the necessary experience in
regulatory negotiations and geotechnical design to effectively contribute to the District's
efforts. The approximate consultant cost to reach final design for management of the
contaminated soil is $250,000. The estimated total cost of the project is $4,000,000 to
$6,000,000, assuming that the District can negotiate a reasonable agreement with DTSC.
The final cost will depend largely on the selected method of managing the contaminated soil.
RECOMMENDATION: Authorize the General Manager-Chief Engineer to execute an
agreement with GeoSyntec Consultants to develop a Site Investigation Work Plan, to conduct
a Baseline Risk Assessment, and to provide expert consultation during negotiations with
DTSC at a cost not to exceed $85,000.
" 1302B-7/91
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF 9
BOARD MEETING OF
NO.
9. PERSONNEL a.
DAT'bctober 13, 1994
October 20, 1994
SUBJffELETE ONE ACCOUNTING SUPERVISOR POSITION (S-71);
CREATE ONE SR. ACCOUNTANT POSITION (S-68); ADOPT
CLASS DESCRIPTION; AND RECLASSIFY STEVEN ELSBERRY
ACCOUNTING SUPERVISOR TO SR. ACCOUNTANT. INCREASE
THE SALARY RANGE OF THE ACCOUNTING SUPERVISOR
FROM S-71 ($3935-$4761) TO S-73 ($4132-$4999).
TYPE OF ACTION
PERSONNEL
SUBMITTED BY
INITIATING DEPT./DIV.
Paul Morsen, De ut General Mana er
Administrative
ISSUE: Board authorization is required for personnel classification and compensation changes,
to create a new position, and to adopt a class description.
BACKGROUND: In January 1993, the Board approved the reclassification of Steven Elsberry
from Senior Accountant/Internal Auditor to an Accounting Supervisor. This created two
supervisors in the Accounting Section to split the duties that originally were performed by one
supervisor. Accordingly, the salary range of the two new Accounting Supervisor positions
was reduced from S-73 ($4132-$4999) to S-71 ($3935-$4761).
Mr. Elsberry has requested that his supervisory duties be removed, as he believes his strength
lies in the technical arena. The Controller supports this proposed change as Mr. Elsberry is
frequently assigned special projects with short deadlines that require the technical expertise
of a degreed accountant. This change in duties would help to free up a portion of his time to
dedicate to these projects. The Accounting Office will need to critically look at all of the
existing duties and reorganize the responsibilities of each position. This change, however, will
greatly increase the responsibilities of the remaining Accounting Supervisor; therefore, an
increase in salary is requested for that position to the former S-73 range.
District management has met and conferred with the Management Support/Confidential Group
(MS/CG) and they agree with the placement of the new Senior Accountant position in the
MS/CG. Further, the proposed changes were reviewed with the Board's Personnel Committee
at their meeting of October 1 2, 1 994.
Attached is a revised job description for the Accounting Supervisor position and the proposed
job description for the Senior Accountant position. Also attached is a current organizational
chart and proposed organizational chart for the Section.
The requested personnel changes. can be accomplished within the current budget.
RE~EWEDANDRECOMMENDEDFORBOARDAcnON
GEN. MGR./CHIEF ENG.
SUBJ[rELETE ONE ACCOUNTING SUPERVISOR POSITION (S-71);
CREATE ONE SR. ACCOUNTANT POSITION (S-68): ADOPT
CLASS DESCRIPTION; AND RECLASSIFY STEVEN ELSBERRY
ACCOUNTING SUPERVISOR TO SR. ACCOUNTANT. INCREASE
THE SALARY RANGE OF THE ACCOUNTING SUPERVISOR
FROM S-71 ($3935-$4761) TO S-73 ($4132-$4999).
. . .
~~OSITIONPAPER
...-....,(. .~-,-
PAGE
2
OF
o
J
DATE
October 13, 1994
RECOMMENDATIONS: Delete one Accounting Supervisor position S-71 ($3935-$4761);
create one Senior Accountant position S-68 ($3663-$4434); adopt Senior Accountant job
classification description; reclassify Steven Elsberry from Accounting Supervisor to Senior
Accountant; and revise salary range of Accounting Supervisor to S-73 ($4132-$4999).
13028-7191
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CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective:
Range:
Respirator Class:
1 0/21/94
S-68
3
SENIOR ACCOUNTANT
DEFINITION
Perform accounting functions within the District's accounting system; prepare monthly
financial statements; review and assist in the operation and maintenance of the Sewer
Service Charge Calculation System; assist in the operation of the Management
Information System (MIS); perform complex accounting and financial analyses; and
prepare special reports and analyses as required.
SUPERVISION RECEIVED AND EXERCISED
Receive direction from the Controller and Accounting Supervisor.
May exercise technical supervision over Accountant and Accounting Technician series.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the
following:
Review and assist with the preparation, maintenance, verification, processing, and
collection of the Sewer Service Charges on the County rolls, and direct-billing by the
District.
Assist the Management Information Systems Administrator with the operation and
maintenance of the MIS.
Analyze existing and proposed accounting systems for feasibility of computer applications
and participate in system development activities.
Assist in the preparation and analysis of annual budgets.
Perform reviews of Operations and Maintenance rates and charges.
Act for the Accounting Supervisor in the supervisor's absence.
Perform related duties as required.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Senior Accountant (Continued)
EXAMPLES OF NON-ESSENTIAL DUTIES - Duties may include, but are not limited to, the
following:
Assist in the analyses of applications for refuse collection rate increases.
Prepare analyses and work papers required for the audit of the District's financial
statements, compliance with Single Audit requirements, Clean Water Act and Federal
Emergency Management Administration grant fund audits, and other requirements by
external agencies.
Perform complex financial analyses for employee/employer labor relations.
Analyze and recommend changes in methods, procedures, systems, forms, and records;
develop procedures to implement new financial system requirements.
Perform difficult and complex accounting, auditing, and special assignments.
MINIMUM QUALIFICATIONS
Knowledae of:
Municipal accounting principles and practices.
Enterprise fund accounting procedures.
Budget preparation principles.
Basic electronic data processing applications.
Safety hazards and appropriate precautions applicable to work assignments.
Abilitv to:
Continuously analyze documents, procedures, and reports; identify problems and
areas of inconsistency; interpret accounting and financial reports; know generally
accepted accounting principles and internal audit procedures; remember consistent
application of accounting procedures; and understand accounting, finance, and
audit functions.
Intermittently observe transactions and processes within the department; problem
solve in a pro-active manner in order to prevent misappropriation or mistakes; and
explain tasks and procedures to employees.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Senior Accountant (Continued)
Abilitv to:
Sit at desk and in meetings for long periods of time on a continuous basis. Write
or use a keyboard to communicate through written means, and lift or carry weight
of 10 pounds or less.
Apply sound accounting procedures to facilitate fiscal control and analysis.
Analyze financial systems, operations, and data; develop sound conclusions and
appropriate courses of action.
Understand and function in an electronic data processing environment.
Provide technical direction to the Accountant and Accounting Technician series.
Communicate clearly and concisely, both orally and in writing.
EXPERIENCE AND EDUCATION
Any combination equivalent to experience and education that could likely provide the
required knowledge and abilities would be qualifying. A typical way to obtain the
knowledge and abilities would be:
Exoerience:
Three years of experience in a professional accounting and/or auditing capacity, of
which one year involves experience in municipal fund accounting.
Education:
Equivalent to a bachelor's degree from an accredited college or university with a
major in Accounting.
LICENSES AND CERTIFICATES
May need to possess of a valid California Driver's License as required by the position.
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Effective:
Range:
Respirator Class:
1 0/21/94
S-73
3
ACCOUNTING SUPERVISOR
DEFINITION
Supervise daily work activities within the Accounting Section including accounts payable,
accounts receivable, cash receipts, payroll, and general ledger; prepare monthly financial
statements; reconcile accounts; prepare special reports and analyses as required.
SUPERVISION RECEIVED AND EXERCISED
Receive direction from the Controller.
Exercise functional supervision over the Accountants and personnel in the Accounting
Technician series.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the
following:
Supervise the daily work activities within the Accounting section including accounts
payable, accounts receivable, cash receipts, payroll, and general ledger.
Control, direct, and participate in the preparation of monthly financial statements and
account reconciliations; oversee the compilation and preparation of the monthly financial
report.
Oversee a variety of account record keeping including government grant records, accounts
of the District's temporary investments, maintenance of general journals, and general and
subsidiary ledgers.
Direct and participate in the preparation of equipment and operations and maintenance
budgets.
Direct and participate in the preparation of work papers for the District's independent
auditors.
Review and analyze accounting operations and systems; implement new or revised
systems and procedures as appropriate.
Prepare special reports and analyses as requested.
Perform related duties as required.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Accounting Supervisor (Continued)
MINIMUM QUALIFICATIONS
Knowledae of:
Municipal accounting principles and practices.
Enterprise fund accounting procedures.
Budget preparation principles.
Basic electronic data processing applications.
Supervisory principles, practices, and techniques.
Safety hazards and appropriate precautions applicable to work assignments.
Abilitv to:
On a continuous basis know the District's policies and accounting procedures;
problem solve the need for new procedures and determine staff coverage, and
understand generally accepted accounting principles and enterprise accounting.
Intermittently analyze work papers, reconciliations, and financial statements;
identify problems or mistakes; interpret various laws and regulations for payroll
functions; observe and document performance of staff; remember journal entries
for each fiscal year; and explain tasks to employees.
Sit at desk and in meetings 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, and lift or carry weight of
10 pounds or less.
Train and supervise assigned personnel.
Apply sound accounting procedures to facilitate fiscal control and analysis.
Analyze financial systems, operations, and data; develop sound conclusions and
appropriate courses of action.
Understand and function in an electronic data processing environment.
Communicate clearly and concisely, both orally and in writing.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Accounting 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:
Exoerience:
Three years of experience in a progessively more responsible professional
accounting position and/or auditing capacity, of which two years involve
experience in municipal fund accounting and supervision.
Education:
Equivalent to a bachelor's degree from an accredited college or university with
major study in accounting.
LICENSES AND CERTIFICATES
May need to possess a valid California Driver's License as required by the position.
PAGE 1 OF 2
October 20, 1994
NO.
SUBJECT
9. PERSONNEL b.
DAT~
uctober 13, 1994
AMEND EMPLOYMENT CONTRACT WITH GENERAL
MANAGER-CHIEF ENGINEER
TYPE OF ACTION
APPROVE AMENDED
EMPLOYMENT
CONTRACT
SUBMITTED BY
INITIATING DEPT.lDIV.
Gerald R. Luce
District Labor Counsel
ISSUE Board approval is needed to amend the employment contract with the General
Manager-Chief Engineer (GM-CE).
BACKGROUND: At the time the current employment contract with the GM-CE was
drafted (effective date July 1, 1993), a new provision was added to deal with the
payment of accumulated vacation, sick leave, and severance pay at the time of
termination. The current contract provides for the purchase of an annuity as indicated in
Attachment 1.
After executing the contract, a simpler approach that could achieve the same goals at a
much reduced administrative burden on the District became evident. At the request of
the GM-CE, it is proposed that the amended language as shown on Attachment 1 be
inserted in the contract in lieu of the current language. This new language would result
in the District simply paying terminal compensation in amounts not to exceed $25,000 per
year for one or more years until the entire terminal compensation was disbursed. While
this would avoid a large lump sum outlay by the District in anyone year, the amendment
would not have any significant economic effect on the District overall.
RECOMMENDATION: Change the current employment contract with the GM-CE to delete
current Paragraph IX and replace with Paragraph IX shown on Attachment 1.
RE~EWEDANDRECOMMENDEDFORBOARDAcnON
GRL
Page 2 of 2
ATTACHMENT 1
CURRENT CONTRACT LANGUAGE:
IX.
PROPOSED CONTRACT LANGUAGE:
IX. Terminal Comoensation. To avoid large lump sum outlay at the time of separation,
the terminal compensation for accumulated sick leave and vacation time shall be
paid in a series of annual installments. The total amount subject to installment
payment at the time of termination shall be the value of accumulated vacation plus
85 percent of the value of any accrued sick leave, plus severance pay, if any.
The District shall make a series of payments of $25,000 per year to the employee.
Each year the remaining balance shall accrue interest based on the interest earnings
of the District investments. The final payment shall be the balance plus interest,
totalling less than $25,000. In the event of the death of the Employee, the District
shall make a final payment consisting of the unpaid balance of the terminal
compensation plus accrued interest.
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE
OF 4
BOARD MEETING OF
October 20, 1994
NO.
13. BUDGET AND FINANCE a.
SUBJECT
DATE
RECEIVE THE AUDITED FINANCIAL STATEMENTS
AND MANAGEMENT LETTER FOR THE FISCAL YEAR
ENDED JUNE 30, 1994
October 12, 1994
TYPE OF ACTION
RECEIVE AUDITED
FINANCIAL STATEMENTS
SUBMITTED BY
INITIATING DEPT.lDIV.
Debbie Ratcliff, Controller
Administrative/Finance and Accounting
ISSUE: The audited financial statements and Management Letter of the Central Contra Costa
Sanitary District for the fiscal year ended June 30, 1994 are being submitted to the Board of
Directors.
BACKGROUND: The firm of Maze and Associates, Certified Public Accountants, has completed
its examination of the District's financial statements for the fiscal year ended June 30, 1994, and
has submitted the audited financial statements and auditor's opinion thereon.
In the routine performance of their examination of the financial statements, the auditors evaluate
the District's internal accounting controls to determine the nature and extent of the auditing
procedures required. Based on their observations during the course of the examination, the auditors
routinely advise District management of any recommendations to improve the system of internal
accounting controls. As indicated in the Management Letter provided as Attachment I, the auditors
recommended the following:
AUDITOR'S RECOMMENDATION
DISTRICT ACTION
1.
Perform a periodic review of 1 .
each line development rebate
account and compare these
accounts to the balance
recorded in the general ledger.
The market value of the 2.
District's investment portfolio
should be included in the
monthly investment report to
the Board.
All rebate accounts have been reconciled to
the balance recorded on the general ledger
and will continue to be balanced quarterly.
2.
Staff will provide the market value on a
monthly basis beginning in October.
The audited financial statements were submitted in draft form to the Board's Budget and Finance
Committee for review, as well as to the State Controller's Office by the annual deadline.
RECOMMENDATION: Receive the audited financial statements and Management Letter for the
fiscal year ended June 30, 1994.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT.lDIV.
t~r.
PM
GEN. MGR.lCHIEF ENG.
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CENTRAL CONTRA COSTA SANITARY DISTRICI'
RECOMMENDATIONS FOR IMPROVEMENTS
IN INTERNAL CONTROL
YEAR ENDED JUNE 30, 1994
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· " I rlA 550 CIA !rES
ACCOUNTANCY CORPORA nON
1610 Rivl.~a Avenue -Suffe 100
Walnut Cr.ek, Califomia 94596
(510) 930-0902 · FAX 930-0J35
Board of Directors and District Manaaer
CeotraJ Contra Costa Sanitary District
Martinez, California
We have audited the financial statements of the Ccmral Contra Costa Sanitary District for the year CDded JUlIe 30,
1994, and have issued our report thereon dated AuJUst 24, 1994. As part of our audit, we made a study aDd
evaluation of the system of intcmaJ accounting control to the extent we considered DeCeSSaI)' to evaluate the I)'Item
as required by generally accepted auditing standards. The purpose of our study and eva1uatiOll was to determine
the nature, timing, and extent of the auditing procedures necessary for expressing an opiniOll OIl the financial
statements. Our study and evaluation was more Iimitcd than would be Decessary to express an opiniOll ell the
system of internal accounting control takCD as a wboIe.
. Management is responsible for establishing and maintaining a system of intcmaJ accounting CCIIItroJ. In ~'fm""
this responsibility, estimates and judgments by management are required to assess the expected benefits and related
costs of control procedures. The objectives of a system are to provide management with reasonable, but DOt
absolute assurance that assets are safeguarded against loss &om unauthorized ue or dispositiOD, and 1bat
transactions are executed in accordance with management's authorization and recorded properly to permit the
preparation of financial statements in accordance with generally accepted accounting principles.
Because of inherent limitations in any system of intemaI accounting control, emn or irregularities may
nevertheless occur and not be detected. Also, projections of any evaluation of the system to fUture periods is subject
to the risk that procedures may become inadequate because of changes in conditions or 1bat the degree of
compliance with the procedures may deteriorate.
Our study and evaluation made for the limited purpose described in the first paraaraph would DOt I'eCeSsariIy
disclose all material weaknesses in the system. Accordingly, we do DOt express an opinion OIl the system ofintemal
accounting control of the Central Contra Costa Sanitary District taken as a wboIe. Our study and eva1uaticm
disclosed no condition that We believe to be a material wea1cneu.
A Ptofelllonol Corpottlllon
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CENTRAL CONTRA COSTA SANITARY DISTRICI'
RECOMMENDAT - "'S FOR IMPROVEMENTS IN INTEl tL CONTROL
RecommendatioD 1 - The District .hould review the status of eada line development rebate account.
During our audit, we noticed that the liDe developmem rebate ICCOUDt records held at the permit COUDter do DOt
reconcile to the District9. general ledger. III addition. several rebate accowrts are approximately twenty years old
and it docs not appear the District will be able to locatctbe c:ustomcr the rebates bcloaa to. III order to improve
control over the rebate accoUDts, the District should review the status of each IiDe development rebate ICCOUIIt IDd
reconcile these records to the pcralledpr. .
RecommendatioD 2 - The District .hould include the market value of its InvestmeDtl in Its monthly
reports to the Board. .
During our audit we Doted that the market values of some of the Districts iDvesImc:ats are below COlt. 1be
monthly investment information prepared by District staff and presented to the District9. Board docs DOt
.include a comparison of cost to market value. We believe that . comparison of cost to market is 8n essential
part of the District's investment management procedures, especially aiven CUJTalt market canditiOGl. A
comparison of cost to market should be included in the monthly investment reconciliations prepared by Itaff
and presented to the board for rmcw.
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We would be pleased to discuss our recommendations with you at your CODValieDce.
We also wish to express our appreciation for the exce1Ient courtesy and cooperation extc:Dded to us by Debbie
Ratcliff and her staff during our audit. ~ I /H4t,;GJ
August 249 1993 r 0