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HomeMy WebLinkAboutBOARD MINUTES 08-03-06 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON AUGUST 3, 2006 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on Thursday, August 3, 2006. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Boneysteele, Hockett, Lucey, Nejedly, Menesini ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. b. INTRODUCTIONS Board Members welcomed newly-hired Maintenance Crew Member I’s Anthony Harbaugh, Tony MacArthur and Christian Aughtry, and congratulated Alex Rozul on his promotion to Senior Engineer. 2. PUBLIC COMMENTS None. 3. AWARDS AND COMMENDATIONS a. ADOPT RESOLUTION RECOGNIZING GENERAL MANAGER CHARLES BATTS ON HIS UPCOMING RETIREMENT Board Members thanked General Manager Charles Batts for his service to the District and wished him a long and happy retirement. President Menesini read extracts from the Resolution. It was moved by Member Nejedly and seconded by Member Hockett to adopt Resolution 2006-054. Motion passed by unanimous vote of the Board. General Manager Batts thanked the Board for its encouragement, confidence, and support over the past seven years, and thanked all the District employees, especially his immediate staff, for their trust and confidence. President Menesini announced that, in Closed Session on August 2, 2006, the Board voted to appoint Director of Operations Jim Kelly as the new General Manager, effective August 18, 2006. Board Members congratulated Mr. Kelly on his appointment. 4. CONSENT CALENDAR General Manager Charles Batts announced that Item g. should read October 19, 2006 instead of September 7, 2006. The motion to adopt the Consent Calendar will include this correction. It was moved by Member Hockett and seconded by Member Boneysteele to approve the Consent Calendar, consisting of Items a. through h., to adopt resolutions, and to authorize recordings. Motion passed by unanimous vote of the Board. a. Authorize a public notice to indicate availability of documentation in support of the District’s appropriations limit. Book 54 – Page 197 Board Minutes of August 3, 2006 b. Adopt Resolution 2006-055 accepting a grant of easement from C. Eric Leach and Emily M. Leach (District Project No. 5759, Parcel 1), and authorize staff to record documents with the Contra Costa County Recorder. c. Adopt Resolutions 2006-056 and 2006-057, accepting a grant of easement (District Project No. 5759, Parcel 8), authorizing execution of a quitclaim deed to Gary Dietkus and Michele M. Holt (31 Mariposa Lane, Orinda, District Project No. 1560, Parcel 92), and authorize staff to record documents with the Contra Costa County Recorder. d. Delete one Engineering Assistant I/II position (G60, $4,425.63 to G65, $6,038.07) and replace with one Engineering Assistant III position (G69, $5,488.58 to $6,636.66). e. Adopt Resolution 2006-058 directing that the 2006-2007 charges under the Capacity Use Program be collected on the County tax roll. f. Approve continuance for a one-year period of the Employee Computer Hardware Purchase Assistance Program. g. Authorize medical leave of absence without pay for Georgiana McClease, Administrative Secretary, through September 7, 2006 (corrected to October 19, 2006). h. Authorize extension of medical leave of absence without pay for Harrell Dean McNeely, Mechanical Supervisor, through October 20, 2006. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Item 8.d. was taken out of order. Items 6.b. and 8.c. were considered together. 8. ENGINEERING d. APPROVE THE CONCEPT OF AN ALHAMBRA VALLEY SEWER FINANCING PROGRAM AND DIRECT STAFF TO DEVELOP PROGRAM DETAILS FOR FUTURE BOARD CONSIDERATION General Manager Charles Batts stated that staff is seeking conceptual approval of an Alhambra Valley Trunk Sewer financing program. Based on input from Board Members over the past several months, staff has developed preliminary options on the major elements of what such a financing program would contain, including interest rate, source of funds, payback period, and costs eligible for financing. If the Board approves the concept of a financing program, staff will continue the development of the program details and bring a detailed program back to the Board for discussion and then approval later in the fall. Resident Ken Ivanetich spoke as the representative of Gordon Milthwaite residents, and thanked the Board for its support of the project. He requested that the Board develop a financing plan for residents to enable them to participate in the project. Environmental Services Division Manager Curt Swanson presented an overview of the Alhambra Valley Assessment District concept. He stated that the current trunk sewer project cost is estimated at $4,000,000, and expansion of the sewer into neighborhoods will require major private expenditures. Neighborhoods have asked for CCCSD support because of the high cost. Connection expenses for individual residents are projected to be between $36,000 to $45,000 per home. There are 70 direct connectors and 250 indirect connectors. The developer contribution is $400,000 towards the cost of the project. The proposed program would consist of voluntary assessment districts based on the contractual assessment process. The decision to participate in the program would be limited to the first three years, unless extended by the Board. Funds could come from CCCSD reserves or a bank loan. The loan period would be 15 years, with the interest rate Book 54 – Page 198 Board Minutes of August 3, 2006 the same as the LAIF rate or bank rate plus 1 percent administration fee. The minimum fixed interest rate would be 6 percent, with payments collected through the annual tax bill. He described the costs that would be eligible for inclusion in the financing program. He stated that the next step is for the Board to approve conceptually a financing program, and to direct staff to develop policy criteria and procedures for future Board approval. Mr. Swanson stated that approximately half of the Alhambra Valley Road construction has been completed. Staff mailed notices to 250 residents informing them of the detour and road closure, and posted signs in the neighborhood. Several complaints have been received. Additional signs have been installed and flag men hired. The work should be completed by August 28, 2006 when school begins. Mr. Swanson confirmed that progress is being made with the National Parks Service. It was moved by Member Hockett and seconded by Member Nejedly to approve the concept of an Alhambra Valley Sewer Financing Program and to direct staff to develop program details for future Board consideration. Board Members and the public discussed the cost and timing of the project, annexation costs, and the traffic impact on residents. Staff agreed to work with the contractor to minimize the traffic impact as much as possible. Motion passed by unanimous vote of the Board. 6. BIDS AND AWARDS a. AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $2,059,154 TO J. HOWARD ENGINEERING, THE LOWEST RESPONSIVE BIDDER, FOR THE WALNUT CREEK SEWER RENOVATIONS, PHASE 4, DISTRICT PROJECT NO. 5826, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS General Manager Charles Batts stated that the Walnut Creek Sewer Renovations Phase 4 Project will replace approximately 8,000 feet of sewer pipe at 15 locations and make spot repairs at another 7 locations. The majority of the work will be done using trenchless technology and is within existing easements. The Engineer’s estimate was $1.9 million. Three bids were received ranging from just over $2 million to just under $2.2 million. The lowest responsive bidder is J. Howard Engineering. Staff has researched this company and determined that they are a responsible contractor with a good safety record. Therefore, staff recommends that the Board award a construction contract to J. Howard Engineering. It was moved by Member Lucey and seconded by Member Nejedly to award a construction contract in the amount of $2,059,154 to J. Howard Engineering, the lowest responsive bidder, for the Walnut Creek Sewer Renovations, Phase 4, District Project No. 5826, and to authorize the General Manager to execute contract documents. Motion passed by unanimous vote of the Board. b. AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $832,900 TO WILLIAM P. YOUNG CONSTRUCTION, THE LOWEST RESPONSIVE BIDDER, FOR THE CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 8215; APPROVE AN AMENDMENT IN THE AMOUNT OF $18,000 TO THE PROFESSIONAL SERVICES AGREEMENT WITH RBF CONSULTING FOR PREPARING THE PLANS AND SPECIFICATIONS FOR THE PROJECT; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE DOCUMENTS. c. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A LONG-TERM LEASE WITH CALTRANS FOR THE USE OF PROPERTY LOCATED ADJACENT TO CSO IN WALNUT CREEK FOR CREW VEHICLE PARKING AND STORAGE Book 54 – Page 199 Board Minutes of August 3, 2006 General Manager Charles Batts stated that analysis of the existing Collection System Operations Division (CSOD) facilities and yard space in Walnut Creek identified improvements that would improve access and provide greater lower yard parking and work area. A lease agreement with Caltrans was developed to address these needs and the CSOD Caltrans Lease Area and Site Improvements Project was bid to construct needed site improvements. Senior Engineer Alex Rozul presented a report. He described the proposed Caltrans lease agreement, stating that the property will be used to improve vehicle circulation and parking at CSO. The rental is $3,800 per month, with 3 percent annual increases. The rent will be reevaluated every five years and adjusted to fair market value. The lease term is ten years, with three additional five-year options. Caltrans may reoccupy the property to construct an approved and funded transportation project. He described the scope of the CSOD Caltrans Lease Area and Site Improvements Project, which includes replacing the failing retaining wall and grading and paving the Caltrans lease area. The project also includes demolition of the Ducca house. The project is scheduled to begin at the end of August and be completed by the end of November, 2006. It was moved by Member Lucey and seconded by Member Nejedly to award a construction contract in the amount of $832,900 to William P. Young Construction, the lowest responsive bidder, for the CSOD Caltrans Lease Area and Site Improvements Project, District Project No. 8215; to approve an amendment in the amount of $18,000 to the professional services agreement with RBF Consulting for preparing the plans and specifications for the project; and to authorize the General Manager to execute the documents. Motion passed by unanimous vote of the Board. It was moved by Member Lucey and seconded by Member Nejedly to authorize the General Manager to execute a long-term lease with Caltrans for the use of property located adjacent to CSO in Walnut Creek for crew vehicle parking and storage. Motion passed by unanimous vote of the Board. 7. REPORTS a. GENERAL MANAGER 1) General Manager Batts announced that the San Ramon Force Main Landscape Mitigation project will be advertised for bids on August 28 and September 5, 2006. The project fulfills the District’s requirement of installing landscaping at access points to the Iron Horse Trail along the San Ramon Force Main. The District agreed to do this project as part of the construction of the San Ramon Force Main, and deferred the work until the completion of the DSRRWA. The Engineer’s estimate for construction is $200,000. Staff plans to request award of the project at the September 21, 2006 Board meeting. th 2) General Manager Batts announced that the District’s 60 Anniversary Celebration is scheduled for Wednesday, September 13, 2006 from noon to 2:00 p.m. in the garden area next to the HHW Collection Facility. The Central San band will provide music, and a barbecue lunch will be catered. The Board, all employees and retirees are invited. 3) General Manager Batts announced that Ann Farrell, Director of Engineering, th will use her professional development funds to attend the 5 International Water Association Congress in Beijing, China on September 10 through 14, 2006. The Congress will bring together international and Chinese water and wastewater experts to discuss challenges and solutions to the world’s pressing water problems. 4) General Manager Batts announced that Collection System Operations Division Manager Bill Brennan will be attending the Water Environment Federation's Annual Collection Systems Specialty Conference in Detroit, Michigan from August 6 through 9, 2006. The technical program contains several items of Book 54 – Page 200 Board Minutes of August 3, 2006 interest related to sanitary sewer overflows, grease control, and hydraulic modeling. 5) General Manager Batts announced that a Request for Proposals for redesigning and improving the District’s website will be sent out on August 9, 2006. The redesign will upgrade the District’s website from a static site to a dynamic one, with on-line access to various features such as on-line job applications, among other planned changes. 6) General Manager Batts stated that on July 20, 2006 the Board awarded the HOB/POD HVAC project to Bell Industries. Construction on this project will last for approximately six months and will result in significant disruption to employees located in these buildings. Staff is proposing to relocate employees during this period to the former animal control shelter. In addition, the contractor will use a portion of the building as a field office and staging area. Staff is negotiating a credit with the contractor for their use of the site. This use is in lieu of the immediate use proposal by Puppy Paradise, which was discussed at the July 6, 2006 Board meeting. The lease proposal for a concrete patch plant by Tri-City District on the triangular parcel across from the cemetery off Imhoff Road has certain issues. The property may be too small for the intended use; Tri-City is currently analyzing the feasibility of locating the batch plant on the District’s 1.1 acres. Staff has discussed with Caltrans their willingness to sublease their property allowing Tri-City more land. That request was denied. Tri-City will review their plans and notify the District of their ability to move forward and lease the triangular parcel. The District’s property manager is currently working with Tri- City. Staff will apprise the Board of their progress. 7) General Manager Batts announced that Bulldog Gas and Power notified the District that they would be shutting down for maintenance on July 22, 2006. Bulldog has given the required 90-day written notice to the District that they intend to terminate the existing contract rather than extend the contract for an additional year. He stated that staff believes both the shutdown and the termination notice are to address the fieldwork and costs required to eliminate excessive condensate from their process. Large amounts of water have recently been accumulating in the gas pipeline and “knock-out” compensators on the site. Since a prior shutdown in May, the landfill gas delivered to the District has contained excessive amounts of condensate. Bulldog has no explanation for the increased condensate but has had to manually remove more than 3,000 gallons from the condensate knockdown tanks at the treatment plant. High amounts of condensate have passed through the knockdown tanks and caused burner problems in the furnace and boilers. Because of the problems with the condensate the District has had to reduce the use of landfill gas to avoid operations problems. Staff will keep the Board advised of this issue, and seek direction on a new contract. 8) General Manager Batts announced that Purchasing and Materials Manager th Jim Warrington was recently notified that the District will receive the 11 Annual Achievement of Excellence in Procurement Award. This is the second time the District’s Purchasing division has qualified for this award. Staff has worked hard to implement process improvements and to provide good customer service. The award will be presented at a future Board meeting. 9) General Manager Batts announced that the District was recently notified that it will be receiving the CASA 2006 Technological Achievement Award for a project led by Tom Godsey, Associate Engineer and Bill Clement, Engineering Support Supervisor, that links sewer TV results to the collection system maps and then to project design. Bill Clement will be attending the CASA Conference in Monterey on Friday, August 11, 2006 to receive the award. Book 54 – Page 201 Board Minutes of August 3, 2006 b. COUNSEL FOR THE DISTRICT District Counsel Kent Alm described the Bighorn Desert Water District case relating to Proposition 218 fees. He stated that the District is in compliance with requirements relating to Proposition 218. c. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced that, as of August 3, 2006, Board Members Lucey and Boneysteele have filed nomination papers for the November 7, 2006 election. Mr. Paul Causey and Mr. Michael McGee have take out nomination papers but not filed. d. BOARD OF DIRECTORS 1) Member Hockett, Chair of the Budget and Finance Committee, reported that the Committee reviewed the Expenditures and recommends approval. It was moved by Member Hockett and seconded by Member Boneysteele to approve the Expenditure List dated August 3, 2006, including Self Insurance Fund Check Nos. 102344 to 102347, Running Expense Check Nos. 161733 to 161933, and Sewer Construction Fund Check Nos. 28821 to 28855. Motion passed by unanimous vote of the Board. 8. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH RMC WATER AND ENVIRONMENT IN THE AMOUNT OF $350,000 FOR THE PRE-DESIGN OF THE PRIMARY SEDIMENTATION TANKS EXPANSION PROJECT, DISTRICT PROJECT 7264 General Manager Charles Batts stated that the existing primary sedimentation tanks are overloaded during wet weather and provide limited solids removal, and cause maintenance issues during wet weather. To address this issue and provide additional maintenance and operational flexibility, two new tanks will be added to the existing four. He stated that staff requested statements of qualification and proposals from several consulting firms. After interviewing the three most qualified consultants, staff found the team proposed by RMC Water and Environment as the best qualified for the project. A cost reimbursement contract with a cost ceiling of $350,000 has been negotiated with RMC. Staff recommends authorizing the agreement with RMC. It was moved by Member Hockett and seconded by Member Boneysteele to authorize the General Manager to execute a professional services agreement with RMC Water and Environment in the amount of $350,000 for the Pre-Design of the Primary Sedimentation Tanks Expansion Project, District Project 7264. Motion passed by unanimous vote of the Board. b. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CAROLLO ENGINEERS IN THE AMOUNT OF $1,040,000 FOR THE DESIGN OF THE A-LINE RELIEF INTERCEPTOR PHASE 2A, DISTRICT PROJECT 5980 General Manager Charles Batts stated that this project will extend the A-Line Relief Interceptor from the Buchanan Fields Golf Course to Meridian Park Boulevard and Galaxy Way in Concord. The project will also include a new gravity feed connection from the City of Concord Pumping Station and will extend the reclaimed water main to future customers within the Concord commercial area. He stated that staff requested statements of qualifications and proposals from several consulting firms. After interviewing the three most qualified consultants, staff found the team proposed by Carollo Engineers as the best qualified for the project. A cost Book 54 – Page 202 Board Minutes of August 3, 2006 reimbursement contract with a cost ceiling of $1,040,000 was negotiated with Carollo. Staff recommends authorizing the General Manager to execute the agreement with Carollo Engineers for the design of the A-Line Relief Interceptor Phase 2A. It was moved by Member Hockett and seconded by Member Boneysteele to authorize the General Manager to execute a professional services agreement with Carollo Engineers in the amount of $1,040,000 for the design of the A-Line Relief Interceptor Phase 2A, District Project 5980. Motion passed by unanimous vote of the Board. e. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AGREEMENTS WITH CALPO HOM & DONG ARCHITECTS IN THE AMOUNT OF $650,000 FOR DESIGN OF THE CSOD ADMINISTRATION, CREW AND WAREHOUSE FACILITY IMPROVEMENTS PROJECT (DP 8208), AND WITH SWINERTON MANAGEMENT AND CONSULTING IN THE AMOUNT OF $50,000 FOR VALUE ENGINEERING AND CONSTRUCTABILITY REVIEW OF THIS PROJECT General Manager Charles Batts stated that, for the last several years, the Board and staff have been evaluating alternatives addressing the long-term needs of the Collection System Operations (CSO) facilities. After carefully studying possible options, stakeholder input, and presentations and discussions with the Board, the best alternative was found to be constructing a new administration, crew, and warehouse building at CSO to replace the older existing facilities. A memo was provided in the Board packet that describes the proposed project and the recent changes that were made to the building plans to address Board and Committee comments. Staff recommends the Board authorize the General Manager to execute a contract with the architect to complete the design, and another contract with Swinerton Management and Consulting to conduct a value engineering and constructability review of the project. Associate Engineer Don Berger presented a history of the project. He stated that the plan currently before the Board has been revised to incorporate Board comments, and reflects a flexible design that can be expanded to meet long-term needs. The plan includes increased capacity of the women’s locker room and further consolidation of meeting rooms. He showed the new floor plans and described the latest revisions. He stated that staff recommends proceeding with the design of a new, stand-alone building at the warehouse site. The design process will include regular updates to the Board at project milestones and will include building layouts and estimated costs. Staff also recommends authorizing consulting agreements with Calpo, Hom and Dong, Architects, and Swinerton Management and Consulting. He stated that the Board will be asked to review the schematic design with building exterior elevations and renderings in November 2006, review value engineering recommendations and cost estimates in December 2006, and approve CEQA documentation in January 2007. It is anticipated that results of the City of Walnut Creek’s review process will be available in April 2007. The project will be advertised in March 2008 and the contract awarded in May 2008. In response to a question from Member Lucey, Mr. Berger responded that the projected cost of the project is approximately $10-12 million. Member Lucey requested a better cost estimate when the matter comes back to the Board. It was moved by Member Hockett and seconded by Member Boneysteele to authorize the General Manager to execute agreements with Calpo Hom & Dong Architects in the amount of $650,000 for design of the CSOD Administration, Crew and Warehouse Facility Improvements Project (DP 8208), and with Swinerton Management and Consulting in the amount of $50,000 for value engineering and constructability review of this project. Member Nejedly stated that he would not support the motion, objecting to the high cost of designing and constructing the project. Book 54 – Page 203 Board Minutes of August 3, 2006 Motion passed by the following vote of the Board: AYES: NOES: ABSTAIN: Members: Members: Members: Boneysteele, Hockett, Lucey, Menesini Nejedly None 9. APPROVAL OF MINUTES a. MINUTES OF JULY 6.2006 It was moved by President Menesini and seconded by Member Hockett to approve the minutes of July 6, 2006. Motion passed by unanimous vote of the Board. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 11. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None. 12. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at 3:46 p.m. Jv{~~~~_~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: ~e~ Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Book 54 - Page 204