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Home My WebLink AboutAGENDA BACKUP 12-18-86 . CentrL_ Contra Costa Sanital, District BOARD OF DIRECTORS PAGE 1 OF 2 POSITION PAPER BOARD MEETING OF December 18, 1986 NO. V. HEARINGS 1 CONDUCT A PUBLIC HEARING TO CONSIDER ADOPTION OF AN ORDINANCE REVISING SECTION 2.04.030 OF THE DISTRICT CODE RELATING TO COMPENSATION OF BOARD MEMBERS DATE December 8, 1986 SUBJECT TYPE OF ACTION CONDUCT PUBLIC HEARING SUBMITTED BY Joyce E. McMillan, Secretary of the District INITIATING DEPT./DIV. Administrative ISSUE: The Board of Directors scheduled a public hearing on December 18, 1986, to consider proposed revisions to Section 2.04.030 of the District Code conforming to amendments to the California Health and Safety Code. BACKGROUND: The District Code provides for compensation of Board Members in accordance with the provisions of Section 6489 of the California Health and Safety Code. The new law, effective January 1, 1987, increases the compensation of directors of sanitary and sanitation districts from $75 per meeting to $100 per meeting. It also increases the number of days for which compensation is allowed from four days to six days per month. In addition, the prohibition against a director receiving the increase if the director receives a salary while serving as a full-time official on the governing board of another agency is removed. On November 24, 1986, Members Boneysteele and McNulty of the Personnel Committee met to review the section of the District Code dealing with compensation of Board Members and to make a recommendation concerning amendment. It is the recommenda- tion of the Personnel Committee that a public hearing be conducted to consider adoption of an ordinance reflecting amendments to state law. The proposed ordinance revising Section 2.04.030 is attached. RECOMMENDATION: Conduct a public hearing to receive public comment concerning adoption of the proposed ordinance revising Section 2.04.030 of the District Code related to compensation of Board Members. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302....9/85 JEM JLH ORDINANCE NO. AN ORDINANCE REPEALING SECTION 2.04.030 COMPENSATION OF BOARD MEMBERS AND ADOPTING A NEW SECTION 2.04.030 OF THE DISTRICT CODE BE IT ORDAINED by the Board of Directors of the Central Contra Costa Sanitary District that Section 2.04.030, Compensation of Board Members, of the District Code be repealed and that a new Section 2.04.030 be adopted as follows: 2.04.030 Compensation of Board Members. Each Board Member shall receive compensation in an amount not to exceed one hundred dollars per day for each day's attendance at meetings of the Board or for each day's service rendered as a Director by request of the Board, not exceeding a total of six days in any calendar month together with any expenses incident thereto, except as otherwise provided by state law. This ordinance shall be published once in the Contra Costa Times, a newspaper of general circulation, published and circulated within the Central Contra Costa Sanitary District, and shall be effective January 1,1987. PASSED AND ADOPTED by the Board of Directors of the Central Contra Costa Sanitary District this 18th day of December, 1986, by the following vote: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Approved as to Form: . Centr: - Contra Costa Sanitar District BOARD OF DIRECTORS PAGE 1 OF 2 POSITION PAPER BOARD MEETING OF December 18, 1986 NO. VI. DATE December 12, 1986 CONSENT CALENDAR 6 SUBJECT EXECUTE AGREEMENT RELATING TO REAL PROPERTY WITH COUNTRY CLUB AT BLACKHAWK IMPROVEMENT ASSOCIATION INC., JOB 4121 - SUBDIVISION 6585 TYPE OF ACTION APPROVE REAL PROPERTY AGREEMENT SUB'-1ITTED BY uennis Hall, Associate Engineer INITtA TtNG OEPT.lOIV. Engineering Department/ Construction Division ISSUE: The property owners desire to maintain an "entrance guardhouse" and security gates to be constructed in the center of Blackhawk Drive over a portion of an 8-inch public sewer main. BACKGROUND: The sewer main was installed along the centerline of Blackhawk Drive as per approved construction plans. The subdivision engineer overlooked the fact that the guardhouse would be located over the sewer main in violation of our Standard Specifications. Staff has reviewed the situation and determined that the guardhouse improvements, placed over the existing A.B.S. plastic truss pipe, could have detrimental effect on the sewer system. To mitigate the potential problems, staff has required that the A.B.S. pipe be replaced with ductile iron pipe and that new manholes be constructed on each si de of the guardhouse site. If the improvements become a probl em. in the future, the agreement requi res the property owner to construct a relocated sewer at their expense within 30 days of notice. RECOMMENDATION: Approve the Agreement Relating to Real Property with Country Club at Blackhawk Improvement Association, Inc., Job 4121, authorize the President of the Board and the Secretary of the District to execute said Agreement and authorize the Agreement to be recorded. REVIEWED AND RECOMMENDED FOR BOARD ACTION 13:l2" .9/65 D f/~ JSM INITIA TING DEPT/DIV. .., ."._".,.,..."....._...~........~~-- ,.--.----.~._~_._...-....-..,-.~.,-.,.~-.,~-,-..,--.-~.---------~._---r--- SHEET 2 OF2) eP /;;lucrI L.E I.€OAJ PI PiE $CALE: I" = 20' Q 1, c;ATEJlc1t/SE . Centra Contra Costa Sanitar;.. District BOARD OF DIRECTORS SUBJECT POSITION PAPER BOARD MEETING OF December 18, 1986 PAGE 1 OF 4 NO VI. DATE CONSENT CALENDAR 7 December 9, 1986 AUTHORIZATION FOR P.A. 86-32 (DANVILLE AREA), P.A. 86-33 TYPE OF ACTION (MARTINEZ AREA), and P.A. 86-34 (CONCORD AREA) TO BE INCLUDED IN A FUTURE FORMAL ANNEXATION TO THE DISTRICT ACCEPT ANNEXANTION FOR PROCESSING SUBMITTED BY Dennis Hall, Associate Engineer Parcel No. Area 86-32 Danville (78 C5) 6-33 Martinez (10A5) 6-34 oncord (49D2) Owner Address Parcel No. & Acreage Douglas K. Yates 199 Dean Road Danville CA 94526 196-031-004 (1.37 Acres) Janet Eisele 3 Oakvue Court Pleasant Hill CA 94523 370-270-011 (0.84 Acre) Mary E. Berkowitz 3361 McGraw Lane Lafayette CA 94549 147-272-007 (1.00 Acre) INITIATING DEPT.lDIV. Engineering Department/Construction Divisio Remarks Lead Agency Existing house, failing septic tank system. District to prepare "Notice of Exemption". CCCSD Property has been split for City of the construction of three Martinez new single family homes. 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'.:~.:'...~..:...~f' .:...~.;.,;.~1{.:;.: ~ PROPOSED ANNE;AT;O:_l~ ,~t ~ ~ \)~ ., . i:d. · ~~ 'l. .. ~ 0 l' r;..~'ll · ~ \\~~ ~ ~~ .~. S- j:Jc ~ C? t. ~ ~~ ,.,,, ~ ~~\;" 10L:!~) AA. 86 ... J3 "",;;,~ \'1$.~ ..'0 ~;~ ~.. .. - l .. . ~~-----"'" .-..__._-,--~~-_._..~,.-.~._--.--_._.,--,-~.~,.-.._.,~--_..._._~----_.~--~-_._---~_.~-_._-~----..-.._-~_._---_.__._~---_..--_._.-~. ~ .a ; ). : o :e ~ .. ("' j~ I ~ t 223 ---------- ! TRACT 2912 \ J l '\ >'\) I' \', (> ~~,,{. "y \~ < 'I' 'Y. j~IY\ ,..... . Centre.. Contra Costa Sanitar District . BOARD OF DIRECTORS PAGE 1 OF 1 POSITION PAPER BOARD MEETING OF December 18, 1986 NO. VI. CONSENT CALENDAR 8 BATE ecember 12, 1986 SUBJECT CLOSE OUT THE FLUSHKLEEN PUMP STATION CAPACITY IMPROVEMENT PROJ ECT <DISTRICT PROJ ECT NO. 2553) AND RETURN $240 TO THE SEWER CONSTRUCTION FUND TYPE OF ACTION IN FORMATION AL SlJ,BMITT.I;R BY Ian l.i eng Assistant Engineer I~Httf~nf'~epa rtment Engineering Division ISSUE: All work has been completed and all costs identified on the Flushkleen Pump Station Capacity Improvement Project <District Project NO. 2553) and this proj ect can now be closed. BACKGROUND: The Flushkleen Pump Station in Orinda had a long history of wet weather overflows. This project increased the capacity of the pump station so that overflows would no longer occur. The financial status of the project is summarized below: Total Authorized Budget Actual Total Project Cost Remaining Balance $367,998 367,758 $ 240 The remaining balance of $240 will be returned to the Sewer Construction Fund. RECOMMENDATION: This item is presented to the Board for information. No action is necessary. BLM DRW RAB REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302A.9/85 ICe: TC B 1120 INITIATING DEPT./DIV. . Centr Contra Costa Sanita' District BOARD OF DIRECTORS PAGE 1 OF 2 POSITION PAPER BOARD MEETING OF NO. VI. CONSENT CALENDAR 9 SUBJECT APPROVE AND AUTHORIZE THE EXECUTION OF STATE UTILITIES AGREEMENT UTe 106.09.6 CONCERNING RELOCATION AND ADJUSTMENT OF CERTAIN DISTRICT FACILITIES IN NORRIS CANYON ROAD AND EAST OF FREEWAY 680 (DP 4042) DATE December TYPE OF ACTION APPROVE AGREEMENT/ ADOPT RESOLUTION SUBMITTED BY Jay S. McCoy, Construction Div. Manager INITIA TING DEPT.lDIV. Engineering Department Construction Division ISSUE: The original utilities agreement 106.09.1 has been revised to reflect a change in the justification whereby the state is responsible for the costs of the relocation and adjustment work. BACKGROUND:. In April of 1985, the District and the state of California, Department of Transportation, entered into an agreement to relocate certain sewer facilities to accommodate the state's proposed widening of the Norris Canyon Road overcrossing of Freeway 680 in San Ramon. The agreement provided for payment of the sewer relocation work by the state under the provisions of Section 703 of the Streets and Highways Code which includes a statement that publicly owned sewers in any freeway shall be relocated at the expense of the state. Subsequent to the final ization of the agreement in April, the state determined that the physical location of the sewer work is outside of the 1 imits of the freeway and Section 703 does not apply. The state also determined that it is still obl igated to pay for the work because the District rights (easements) for the sewer facilities are prior and superior to those of the state. The state has prepared a new utilities agreement which contains revised language including the change in justification, continues to obligate the state for the relocation costs, and cancels the original agreement. The estimated cost of the work is $3,500. The work will be done by the Collection System Operations Department. RECOMMENDATION: Approve Util ity Agreement No. UTe 106.09.6 with the state of California, Department of Transportation, and adopt the attached resolution authorizing the President and Secretary to execute the Agreement. REVIEWED AND RECOMMENDED FOR BOARD ACTION ~7~r 13021''9!65 JSM RAB RESOLUTION NO. 86- A RESOLUTION AUTHORIZING EXECUTION OF STATE UTILITY AGREEMENT UTe 106.09.6 CONCERNING RELOCATION AND ADJUSTMENT OF CERTAIN DISTRICT FACILITIES IN NORRIS CANYON ROAD AND EAST OF FREEWAY 680 BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District as follows: THAT, this District hereby consents to the execution of State Utility Agreement UTe 106.09.6 concerning relocation and adjustment of certain District facilities in Norris Canyon Road and east of Freeway 680 COP 4042) dated December 18, 1986; and THAT the President and Secretary of this District are hereby authorized and directed to execute said document for and on behalf of the Central Contra Costa Sanitary District; and PASSED AND ADOPTED this 18th day of December, 1986, by the District Board of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COO NTERSIG NED: Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Approved as to Form: James L. Haz a rd District Counsel . Centre Contra Costa Sanitar District BOARD OF DIRECTORS PAGE 1 OF 1 POSITION PAPER BOARD MEETING OF December 18. 1986 NO. VI. CONSENT CALENDAR 10 SUBJECT ACCEPT THE CONTRACT WORK FOR CONSTRUCTION OF THE STAGE 5B HYDRAULIC CAPACITY EXPANSION AND SLUDGE THICKENING FACILITIES PROJECT (DISTRICT PROJECT NO. 3816) AND AUTHORIZE FILING OF THE NOTICE OF COMPLETION DATE December 10. 1986 TYPE OF ACTION ACCEPT CONTRACT WORK SUBMITTED B~ Henry B. Thom. Associate Engineer INlpA TII\IG OEPTi/Olv. D t t ~ng'neer ng epar men Construction Division ISSUE: Construction has been completed on the Stage 5B Hydraul ic Capacity Expansion and Sludge Thickening Facilities Project and the work is now ready for acceptance. BACKGROUND: The Stage 5 B proj ect i ncl uded the work to increase the rated hydraulic capacity of the treatment plant from 35 to 45 MGD, and the addition of sludge thickening and blending facilities. The major elements of the project consisted of the installation of large piping of up to 96 inches in diameter, junction structures, three 40-foot diameter reinforced concrete dissolved air flotation sludge thickeners with appurtenant equipment, conversion of an existing tank into a sludge blending facility. and the connection of controls and instrumentation to the plant's computer system. On April 4. 1985. the Board authorized the General Manager-Chief Engineer to execute a contract with Pacific Mechanical Corporation to construct the Stage 5B. 15 MGD Hydraulic Capacity Expansion and Sludge Thickening Facilities Project. The Notice to Proceed was issued on May 21. 1985. The contract completion date was November 26. 1986. A Substantial Completion Certificate was issued on October 15, 1986. All remaining contract work was essentially completed by the contract completion date. It is appropriate to accept the contract work at this time. The total authorized budget for the project incl uding engineering and design. consultants, district forces, testing services, etc. is $6,380,000, and the total expenditure is approximately $6 mill ion to date. A detailed accounting of the project cost will be provided to the Board at the time of project closeout. RECOMMENDATION: Accept the contract work for construct i on of the Stage 5 B Hydraul ic Capacity Expansion and Sludge Thickening Facil ities Project <District Project 3816) and authorize the filing of the Notice of Completion. 13021' .9.'65 RSK JSM RAB REVIEWED AND RECOMMENDED FOR BOARD ACTION ~\< f/JI lltfl INITIA TING DEPT.lDIV. . Centr~_ Contra Costa Sanitar) District BOARD OF DIRECTORS PAGE 1 OF 1 POSITION PAPER BOARD MEETING OF December 18 1986 NO. VI. CONSENT CALENDAR 12 SUBJECT SETTlEMENT OF NATIONAL UNION LITIGATION DATE December 12, 1986 TYPE OF ACTION ACCEPT SETTlEMENT SUBMITTED BY Jack E. Campbell, Administrative 0 erations Mana er INITIATING DEPT./DIV. Administrative/Risk Mana ement ISSUE: The litigation between the District and the National Union Insurance Company involving the 5A-1 Project has been settled. This is to inform the Board of the final settlement and the closing of the case. BACKGRCllND: The National Union Insurance Company was the insurer for Peterson/ Simpson, the general construction contractor for the 5A-l Treatment Plant Project. The District had cl aims against the contractor and the insurer as a result of damage to the Plant arising from the construction activities. The District filed suit against National Union in January of 1984. Settlement negotiations were held, and these resulted in a settlement proposal from National Union which was discussed with the Board in closed session on November 4, 1986. The Board authorized its negotiators to proceed with the finalization of the settlement as outlined on that date. This has now been accomplished. Under the terms of the Agreement the District accepts a total of $2.4 mill ion from National Union in settlement of all claims by the District and Brown and Caldwell, the District's engineer for the project, who had filed a separate action against National Union. The District will pay $60,325 from this total settlement amount to Brown and Cal dwell as its share of the amount recovered for the launders, weirs, and dry scrubber claims. RECOMMENDATION: Accept final settlement of National Union litigation. INITIATING DEPT./DIV. it- JEC REVIEWED AND RECOMMENDED FOR BOARD ACTION . Centr~. Contra Costa Sanitar) District BOARD OF DIRECTORS PAGE 1 OF 4 POSITION PAPER BOARD MEETING OF December 18, 1986 NO. VIr. ADMINISTRATIVE 1 SUBJECT DATE December 15, 1986 CONSIDER ADOPTION OF REVISED DISTRICT BOARD MEETING PROCEDURES AND DISTRICT BOARD MEETING AGENDA FORMAT TYPE OF ACTION ADOPT RESOLUTIONS REVISING PROCEDURES AND AGENDA FORMAT sueyoVcg~. McMill an Secretary of the District INITIATING DEPT./DIV. Administration ISSUE: A revision to the District Board meeting procedure and agenda format is necessary to conform to amendments to the Open Meeting Law (Brown Act) which will become effective January 1, 1987. BACKGROUND: The Ral ph M. Brown Act, which sets forth open meeting requi rements for public agencies, has been amended as a result of the passage of Assembly Bill 2674. These amendments affect two major issues rel ati ng to the District Board meeting agenda: posting the agenda and accommodating public discussion. On December 11, 1986, a committee including the President and President Pro Tem of the Board of Directors met to review the current District Board meeting procedures and agenda format, and to make a recommendation concerning the revisions necessary to conform to the amendments in the Brown Act. The recommendations of the committee have been incorporated into the proposed resol ution attached for your consideration. The changes consist of minor modifications made to the agenda business headings set forth in Resolution No. 86-042. In addition, District Board meeting procedures formally adopted by the Board on October 9, 1985, were modified sli ghtl y to conform to the provi s ions of the Brown Act amendments and were inCluded in the proposed resolution. Finally, formalized procedures were included with reference to posting the agenda and calling the roll on motions of the Board. RECOMMENDATIONS: Consider the proposed revisions to District Board meetings procedures and agenda format, modify as appropriate, and adopt a resolution revising the District Board meeting procedures and agenda format. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302A..9/85 We.. JEM INITIA ING DEPT.lDIV. JLH RESOlUTION NO. 86- A RESOlUTION REVISING DISTRICT BOARD MEETING PROCEDURES AND ADOPTING A NEW ORDER OF BUSINESS FOR DISTRICT BOARD MEETINGS The Board of Directors of the Central Contra Costa Sanitary District does hereby resolve as follows: WHEREAS, with the passage of Assembly Bill 2674, the Ralph M. Brown Act Open Meeti ng Requi rements have been rev hed effective J anua ry 1, 1987, and WHEREAS, Section 2.04.080 of the District Code, relating to order of business for District Board meetings, provides that the order of business at District Board meetings shall be establ ished by resol ution of the Board of Directors and may be changed from time to time by resolution of the Board of Directors. NOW, THEREFORE, BE IT RESOlVED by the Board of 0 i rectors of the Central Contra Costa Sanitary District that in accordance with amendments to the Brown Act, Resolution No. 86-042, Establishing Order of Business, be rescinded and that henceforth until further resolve on this matter the various items of business to be considered at each meeting of the Board of Directors shall be grouped under the following agenda business headings and in the order listed: ROlL CALL PUBLI C COMMENTS APPROVAL OF MINUTES APPROVAL OF EXPENDITURES BUDGET AND FINANCE HEARINGS BIDS AND AWARDS CONSENT CALENDAR ADMINISTRATIVE ENGINEERING TREAlMENT PLANT COLLECTION SYSTEM PERSONNEL SOl. ID WASTE REAL PROPERTY LEGAL/LITIGATION CORRESPONDENCE EMERGENCY SITUATIONS REQUIRING BOARD ACTION REPORTS (AS LISTED) ANNOJNCEMENTS ClOSED SESSION (AS REQUIRED) ACTIONS RESULTING FROM DISCUSSIONS IN CLOSED SESSION ADJOURNMENT Agenda business headings under which there are no matters to be considered at a particular meeting may not appear on the agenda for that meeting. The Board of Directors may at any meeting, consider any item of business out of order. All subjects and/or material s requested to be considered by the Board shall be presented to the Secretary of the District in written form and such subjects and/or materials are subject to review by staff and/or Board Committee, possibly with applicant, prior to placement on the agenda. The following shall be printed on the District Board meeting agenda: "INFORMATION TO MEMBERS OF THE PUBLIC WISHING TO ADDRESS THE BOARD 1. ADDRESSING THE BOARD ON AN ITEM ON THE AGENDA a. Public Hearing Items If the item is a public hearing item, the opportunity to speak will be provided after the hearing is open at its regular place on the agenda. b. Matters Which Are Not Public Hearing Items For items which are not, have not been, and will not be public hearing items, members of the public may address the Board under Item II, PUBLI C COMMENTS. 2. ADDRESSING THE BOARD ON AN ITEM NOT ON THE AGENDA In accordance with state 1 aw, the Board is proh ibfted from discussing items not calendared on the agenda. For that reason members of the public wishing to discuss or present a matter to the Board other than a matter which is on this agenda are requested to present the subject in writing to the Secretary of the District at least one week prior to a regularly scheduled Board meeting date. If you are unable to do this, you may make an announcement to the Board of your concern under Item II, PUBLIC COMMENTS. Matters brought up which are not on the agenda will be referred to the staff for action or calendared on a future agenda." As required by law, at all public hearings members of the public will be afforded a reasonable opportunity to be heard. Those in favor of the item on the agenda shall speak first and those opposed second. If the public hearing is an application, the applicant shall have a right of rebuttal. At the discretion of the President of the Board, comments will generally be limited to no more than five minutes per speaker. BE IT FURTIlER RESOlVED, that the Secretary of the Di strict is directed to post the District Board meeting agenda in accordance with the provisions of the Brown Act, to execute a declaration indicating the time and location of the posting, and to retain said declarations in the Office of the Secretary of the District for public reference; and BE IT FURTIlER RESOLVED, that when taking a roll call vote the Secretary of the District shall call the roll in the following order: MAKER OF TIlE MOTION SECOND REMAINING BOARD MEMBERS PRESIDENT PASSED AND ADOPTED THIS 18th day of December, 1986, by the Board of Directors of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Approved as to Form: James L. Haza rd District Counsel . Centre... Contra Costa Sanitar) District BOARD OF DIRECTORS PAGE 1 OF 4 POSITION PAPER BOARD MEETING OF December 18, 1986 NO. VIr. ADMINISTRATIVE 2 SUBJECT DATE Decembe r 8, 1986 APPROVE REVISED TRAVEL EXPENSE REIMBURSEMENT POLICY AND PROCEDURE TYPE OF ACTION REVISE POLICY AND PROCEDURE SUBMITTED BY INITIATING DEPT./DIV. Paul Morsen, Deputy General Manager Adm i n i strati ve ISSUE: Revisions to the District's pol icy and procedure for reimbursement of travel expense are being submitted for approval by the Board of Directors. BACKGROUND: During a meeting with District staff to determlne revisions to the District Code to conform to amendments in the Cal Hornia Health and Safety Code rel ated to Board Members' compensati on, the Board Personnel Committee suggested changes to the present pol icy and procedure governi ng travel expense and the related travel expense reimbursement report. These suggested changes, as well as others identified by staff, have been incorporated in the revised pol icy and procedure shown as Attachment I, and revised travel expense reimbursement report form presented as Attachment II. Revisions to the pol icy and procedure are hi ghl ighted by bol d face type. The travel expense reimbursement report form now used is shown as Attachment III. The revi si ons to the pol icy and procedure codify approval requi rements which are presently practiced, wherein the Board President approves travel expense reimbursement reports of the General Manager-Chief Engineer and the Secretary of the Di stri ct, and the General Manager-Ch i ef Engi neer approves travel expense reimbursement reports of Department Managers. Revi si ons to the travel expense reimbursement report form consi st of changes to the face of the report and to the instructions for completing the form. A section has been added to the face of the report to record travel expenses paid directly by the District, such as air fares and deposits on lodging; while these payments were intended to be reported to enabl e determini ng the total expense for a particular trip, a section was not provided on the present form for such reporting. RECOMMENDATION: Approve the revi si ons to the pol icy and procedure for travel expense reimbursement, and authorize use of the revised travel expense reimbursement report. 130~.9/85 .-1 ~~ WNF {/JC REVIEWED AND RECOMMENDED FOR BOARD ACTION ATTACHMENT 1 <CCSD Central Contra Costa Sanitary District NO. POLICY & PROCEDURE EFFECTIVE December 12, 1986 SUBJECT SECTION REIMBURSEMENT OF TRAVEL EXPENSE ESTABLISHED BY: Paul Morsen, Deputy General Manager REFERRING TO: POLICY It shall be the Policy of the Central Contra Costa Sanitary District to reimburse elected officials, appointed officials and employees for travel activities that are related to District business. This reimbursement shall not exceed actual expenses and genera" y cover actual mil eage, transportation, lodging, meals and other necessary incidental travel expenses incurred while on official District business in accordance with the following: PROCEDURE 1. Completed Travel Expense Reimbursement FePMs Reports shall be forwarded to the Finance and Accounting Office (directions for completion are on the reverse side of this document) for payment. The President of the Board of Di rectors shall approve all Board Members', Secretary of the District's. and General Manager-Chief Engineer's travel reimbursement documents. The General Manager-Chief Engineer shall approve all Department Managers' travel reimbursement documents. Department Managers shall approve all travel reimbursement documents of those who are in their charge. 2. Reimbursabl e expenses shall be 1 imited to the actual dates of travel which shall be as near the event as practical allowing for timely arrival and departure and the carrier's schedul e. Any additional time taken prior to or after the event will be at the employee's time and expense. 3. The class of service shall be at the most economical available class of service by the carrier. For example, -;j-e:t; tel:lrist air coach is the standard for air travel. If a privately-owned vehicle is used, prevailing mileage rates will be used in computing reimbursement but in no case will mil eage reimbursement exceed air coach rate to and from the destination plus local transportation costs. 4. All travel must be approved in advance by the Board of Directors if costs will exceed $500 or the travel will be to an out-of-state destination. Other travel shall be approved in advance by the General Manager-Chief Engineer. 5. The Travel Expense Reimbursement ~ Report shall be accompanied by receipts where practical. Travel advances are available from the Finance and Accounting Office and must be approved through the normal expenditure approval process. Travel advances are deducted from travel reimbursement. 6. Board Members, the General Manager-Chief Engineer, and Managers are authorized to travel without prior approval for compe'l ing reasons, providing reasonable effort has been expended to obtain prior approval. 1 SHEET 1 OF 1 . C-"ntral Contra Costa Sanitary Dlst-..!-'t TRAVEL l_.PENSE REIMBURSEME... r REPORT ATTACHMENT II 1 ORDINARY EXPENSES PAID BY EMPLOYEE See reverse side for instructions. Date (1) City & Description of Expense (2) Trans- portation (3) Lodging 14) Emp oyees Meals 15) Loea Fares & Telephone (6) Other (Exp .ICol. 1) Sec. 1 Total ~ -- --- J EXPENSES PAID DIRECTL Y BY DISTRICT Sec. 2 Total Paid by Employee Sec. 1+2 Total Date Paid To Description Amount Less: Travel Advance Amount Due To or (From) Employee Sec. 3 Total . Total Cost of Travel Sec. 1+2+3 Total This is a correct record of expenses Incurred for the period from to Number of Trip Days (excludes day of departure) Print Name Position Signature Date Approved Date Approved Date 1102A-12/86 ATTACHMENT II I ~ R~ CENT L CONTRA COSTA SAN IT AR DISTRICT -!$ee reverse side tor instructions. Expense '\ Expense Diary. Paid by Employee / D~ (1 ) L2) 131 l41 (5) ~~er City & Description of Expense Trans- Lodging Employee Local Fares 1 ) nortation MAals & Tel ' IExD.CO / ',,- ) '\, ~_""'.J, , .4/_ ~_. 7 j .oM ''2 :-/ ..-.i ~.J....// / \. / "- C./,~ (r.. / / / "- ,- ,\, / \. \. 7 '\ 7 \ 7 '\ 17 \. / "- "- / '\. / '\ / "- \. / ''\ '\, / "- / "- / \. "- / \./ /"- / "- / '\ / '\ / "- / Column Totals '\ 2. Special Expenses. Paid by Employee / '\ Date Place/C ity Recipient/Guest,,& Co. Represented Item/event & Business Purpose I Sec. 1 Totals / '-\.' / '\ / '\. / '\ / '-\.' / \ / "- / Paid by EmpIOvee-Sec. 1 & 2 Totals / '\ Business Purpose of Trip / This is a correct re~of expenses incurred for Charge to / period from to Accounting Office se Only No. of Trip Days lexcl. ~ of departure) Print Name ~ Position '\ Date '\ Signature ~ Approved ~ , 1021-11.7 . Centr~ Contra Costa Sanitar. District BOARD OF DIRECTORS PAGE 1 OF 5 POSITION PAPER BOARD MEETING OF December 18, 1986 NO. VIII. ENGINEERING 1 SUBJECT AUTHORIZE $15,800 FROM THE SEWER CONSTRUCTION FUND TO DESIGN MODIFICATIONS TO AN EXISTING ROOM ON THE SECOND FLOOR OF THE HEADQUARTERS OFFICE BUILDING FOR USE AS A CONFERENCE ROOM AND AN OFFICE AND TO PURQ-IASE FU RN ITU RE DATE December 15, 1986 TYPE OF ACTION ,AJJTHORIZE FUNDS SUBMITTED BY David R. Williams Engineering Division Manager INITIATING DEPT./DIV. Engineering Department Engineering Division ISSUE: Board approval is requested to authorize $15,800 from the Sewer Construction Fund to design modifications to an existing vacant room on the second floor of the Headquarters Office Building for use as a conference room and office and to purchase furniture. BACKGROUND: The relocation of the Planning Division staff, in March 1986, from the second to the first floor of the Headquarters Office Building, opened up a large space known as Room 206. It is proposed that the space be converted to a large conference room and a Senior Engineer office. The proposed modifications to Room 206 are depicted on Attachment A and include the installation of a dividing wall to separate the 1 arge, i rregul ar space into a conference room and a Seni or Engineer office. Over the past few years the need for a large multi-use conference room has become apparent. Several of the larger District projects currently underway involve project meetings which include individuals from several of the District departments, as well as individuals from other agencies and consulting firms. The experience to date indicates that none of the three existing conference rooms in the Headquarters Office Building are suitable for the large project meetings which are now occurring with regularity. The largest existing room is approximately 325 sq. ft. and can comfortably accommodate onl y ten peopl e at the worki ng tabl e. Furthermore, the exi sti ng rooms are regularly utilized for administrative and management activities. While the Board Room can accommodate large numbers of people for presentations, it is not appropri ate for the worki ng meeti ngs necessary on a routi ne basi s. The proposed conference room will consist of approximately 430 sq. ft. of floor space and w ill seat up to 18 peopl e at tabl es and enabl e even 1 arger groups to be accommodated with general seati ng. The mul ti-tabl e 1 ayout will permit alternative seating arrangements to suit the needs of a particular meeting. Funds are being requested at this time to purchase the conference room furniture shown in Attachment B and to permit desi gn of the necessary modi ficati ons. The conference room furniture will be purchased directly by the District to save the cost of a contractor's markup if it were incorporated into the construction phase and to ensure del ivery in a timely manner. No additional furniture for the Senior Engineer office is necessary. This authorization request is for $15,800. The planning level estimate for the total project cost is $28,900. The cost estimates are summarized in Attachment C. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302....9/85 DRW RAB INITIATING DEPT./DIV. )(J 0-'-.) SUBJECT AUTHORIZE $15,800 FROM THE SEWER CONSTRUCTION FUND TO DESIGN MODIFICATIONS TO AN EXISTING ROOM ON THE SECOND FLOOR OF THE HEADQUARTERS OFFICE BUILDING FOR USE AS A CONFERENCE ROOM AND AN OFFICE AND TO PUR~ASE FU RN ITU RE POSITION PAPER PAGE 2 OF 5 DATE December 15, 1986 This project is included in the Capital Improvement Plan as Engineering Division office space. CEQA compliance will consist of a categorical exemption which can be prepared based on this Board action. RECOtIENDATION: Authorize $15,800 fran the Sewer Constructi on Fund to desi gn modifications to an existing roan on the second floor of the Headquarters Office Buil di ng for use as a conference roan and a Seni or Engi neer office and to purchase conference room furniture. --------- 13026-9/85 ATTACHMENT A ROOM 206 CONFERENCE ROOM MODIFICATIONS DECEMBER 18.1986 ~ E ROOM Q LOBBY ~OMEN 1:00 110 I: [b I: RECEPTIONIST/ SECRETARIAL m EXISTING ROOM 206 SCALE: Va" = 1'-0" ~, I I II 2 0 2 4 6 8 ATTACHMENT B CONFERENCE TABLES DTP-4042-84 84" x 42" 4 EACH CONFERENCE CHAIRS 820-PA 10 EACH 821-PA 8 EACH Attachment C PLANNING LEVEL TOTAL PROJ ECT COST ESTIMATE CONFERENCE ROOM MODIFICATIONS December 18, 1986 1. Desi gn a) Desi gn b) Equipment Purchase Total Design 2. Construction (a) Construction and Contract Admin/Insp (b) Construction Contingency Total Construction 3 . T ota 1 Proj ect Cost Notes (1) This authorization (2) Represents approximately 20% of Line 2 $6,800 (1) 9,000 (1) 10,900 2,200 (2) $15,800 13 , 100 $28,900 . Centr~ Contra Costa Sanitar District .. BOARD OF DIRECTORS PAGE 1 OF 2 POSITION PAPER BOARD MEETING OF . December 18, 1986 NO. VII!. DATE De TYPE OF ACTION ENGINEERING 2 SUBJECT AUTHORIZE $20,000 IN SEWER CONSTRUCTION FUNDS FOR AN ENGINEERING STUDY OF STORM DAMAGE ON HAPPY VALLEY ROAD, LAFAYETTE AUTHORIZE FUNDS SUBMITTED BY Robert A. Simmons Associate En ineer ISSUE: Board authorization is requested for the expenditure of sewer construction funds for an engineering study in connection with storm damage on Happy Valley Road, Lafayette. BACKGROUND: In February 1986 a landslide occurred on a steep slope along the west side of a residence on Happy Valley Road in Lafayette, where an existing 8-inch grav ity sewer is located (see Attachment A). The 1 andsl i de caused no appa rent damage to the sewer 1 i ne, but sl ide debri s is causi ng a manhol e to til tin a downhill direction. The sewer is threatened if further slide movement occurs. A study was undertaken by Engi neeri ng Department staff under a General Manager-Chief Engineer authorization to investigate the cause of the landslide. Additional funds are required to complete an engineering study to evaluate available remedial alternatives, provide cost estimates, and develop recommendations in support of the Risk Management Committee. A separate authorization request for design funds may be made at some point in the future. It is recommended that District staff further brief the Board in closed session prior to any action on this recommendation. RECOMMENDATION: Authorize $20,000 fram the sewer construction fund to complete an engineering study on storm damage at Happy Valley Road, Lafayette. 130211.9/85 RAS BLM DR\~ RAB REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT./DIV. I( ;J ;/ Sd-~ tf)RtL} v. G v ~ f!:) If! ~ q..O ~ I I I I . ~ 0 l'i 50 S€ltJEER LivE .... ..... "", .,. ....0". ATTACHMENT A 2511-7/85 . Centr,,-- Contra Costa Sanital District .. BOARD OF DIRECTORS PAGE 1 OF 5 POSITION PAPER BOARD MEETING OF SUBJECT NO. VII 1. ENGINEERING 3 DATE CONSIDERATION OF FIXTURE FEES FOR ROSSMOOR D RATES AND CHARGES SUBMITTED BY INITIATING DEPT./DIV. Barton L Brandenbur Assoc En ineer Division ISSUE: Consideration of revised fixture fees for the Rossmoor development. BACKGROUND: At the December 4, 1986, CCCSD Board meeting, the Board directed staff to prepare a revised set of fixture fees for the Rossmoor development based on $140.00 for a 2-bath unit. The proposed fixture fees for 1 bath, 2 bath, and 2-1/2 bath units are shown in Exhibit A of the attached Ordinance; the rates for the 1 bath and 2-1/2 bath units are proportional to the proposed increase for the 2-bath unit from $88.43 to $140.00. Fixture fees in the past have been established by Resolution of the Board. No change in any of the fixture fees except for Rossmoor is contemplated at this time, but they will be reviewed next spring for possible change. This action is categorically exempt from the California Environmental Quality Act, under Section 17.7(a) of the District's guidelines for implementation of the California Environmental Quality Act. It is recommended that District staff further brief the Board in closed session prior to any action on the following recommendation. RECOMMENDATION: Adopt the attached Ordinance which revises the Rossmoor development fixture fees as shown in Exhibit A of the Ordinance. REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT./DIV. ~JA,1 L W /;J-IJ 1302,4.9/85 BLB J MK RAB ORDINANCE NO. AN ORDINANCE OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT AMENDING SECTION 6.12.010 AND ADOPTION OF ROSSMOOR FIXTURE CHARGES The Board of Directors of the Central Contra Costa Sanitary District does hereby ordain as follows: Section 1. Section 6.12.010 is hereby amended to read as follows: 6.12.010 Fixture charge established. A. A person desiring to connect to either a public sewer in the District or a sewer flowing into a public sewer in the District shall pay a fixture charge to the District. The Board shall from time to time after a publ ic hearing establ ish by ordinance fixture charges. Fixture charges are in addition to all other fees and charges imposed by this code. B. Fixture charges previously adopted and set by resolution of the Board pursuant to District Code Section 6.12.010 and not modified herein shall remain in full force and effect until any revisions are made pursuant to the provisions of this ordinance. C. The rate-setting ordinance shall set forth in an exhibit thereto the full text of the schedule of rates to be charged. The schedul e of rates, as specifically set forth in the exhibit, shall be incorporated by reference -1- into this Code as an exhibit hereto and shall be maintained in the District Secretary's office as an exhibit to the Code and made available to the public upon request. Section 2. The fee for each of the services described in the Exhibit to this Ordinance, attached hereto and incorporated by reference, shall be as set forth therein. The Board, after due consi derati on, found there was a reasonable relationship between the rates in the attached Exhibit and to the benefit received. Secti on 3. The ordinance shall be a general regulation of the District and shall be published once in the Contra Costa Times, a newspaper of general circulation, published and circulated within the Central Contra Costa Sanitary District and shall be effective upon expiration of the week of publication. PASSED AND ADOPTED by the Board of Directors of the Central Contra Costa Sanitary District on the 18th day of December, 1986 by the following vote: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District County of Contra Costa, State of California -2- Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Approved as to Form: JAMES L. HAZARD District Counsel -3- EXHIB IT A ROSSMOOR CONNECTION Q-fARGES RECOMMENDED CURRENT ROSS~OR ROSS~R L IV ING UN IT* FI XTU RE FEE FIXTURE FEE 1 Bath $105.00 $66.34 2 Bath $140.00 $88.43 2-112 Bath $157.50 $99.49 *Includes kitchen and laundry facilities