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HomeMy WebLinkAboutBOARD MINUTES 07-20-06 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JULY 20, 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, July 20, 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: Membeffi: None a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. b. INTRODUCTIONS Board Members congratulated Colleen Henry on her promotion to Senior Source Control Inspector and Tanya Butler, Robert Cleland, and Mark Gratis on their promotions to Crew Leader. 2. PUBLIC COMMENTS None. 3. AWARDS AND COMMENDATIONS a. PRESENTATION OF NATIONAL ASSOCIATION OF CLEAN WATER AGENCIES (NACW A) GOLD AWARD General Manager Charles Batts stated that the National Association of Clean Water Agencies (NACW A) awards its Gold Peak Performance Award for 100 percent compliance with all aspects of agencies' NPDES permit conditions. For the 2005 calendar year, the District had no violations, and 2005 is the eighth consecutive year that the District has received either a Gold or Platinum award from NACWA. Plant Operations Division Manager Doug Craig presented a report regarding the criteria for the award. He stated that the District has received a Gold or Platinum award every year since 1998. In 2005, the District processed 17.52 billion gallons of wastewater, and produced 4,708 tons of ash (wet weight), and 22,000 laboratory compliance analyses were performed. He described the permit challenges the District faces, including wet weather issues, bacterial issues, and plant reliability. He thanked the Board Members for their support and acknowledged the efforts of District staff in achieving the award. 4. CONSENT CALENDAR General Manager Charles Batts announced that staff requested that Item 4.a. on the Consent Calendar be deleted due to a question about the legal description of the property. It was moved by Member Hockett and seconded by Member Lucey to approve the Consent Calendar, consisting of Items b. through e., to adopt resolutions, and to authorize recordings. Motion passed by unanimous vote of the Board. a. Adopt resolutions, accepting a grant of easement (District Project No. 5646, Parcel 1) and authorizing execution of quitclaim deed to the Manis Trust (3141 Diablo View Book 54 - Page 189 Board Minutes of July 20, 2006 Road, Lafayette, District Project No. 1593, Parcel 8), and authorize staff to record documents with the Contra Costa County Recorder. b. Adopt Resolutions 2006-048 and 2006-049, accepting a grant of easement (District Project No. 5646, Parcel 2) and authorizing execution of quitclaim deed to the Fujimoto Trust (1579 Pleasant Hill Road, Lafayette, District Project No. 1593, Parcel 9), and authorize staff to record documents with the Contra Costa County Recorder. c. Adopt Resolutions 2006-050 and 2006-051, accepting a grant of easement (District Project No. 5646, Parcel 3) and authorizing execution of a quitclaim deed to the Constance P. Reyes Trust (1575 Pleasant Hill Road, Lafayette, District Project No. 1593, Parcel 10), and authorize staff to record documents with the Contra Costa County Recorder. d. Adopt Resolutions 2006-052 and 2006-053, accepting a grant of easement (District Project No. 5646, Parcel 4) and authorizing execution of a quitclaim deed to the Gutzwiller Family Trust (1567 Pleasant Hill Road, Lafayette, District Project No. 1593, Parcel 11 ), and authorize staff to record documents with the Contra Costa County Recorder. e. Authorize leave of absence without pay for Elaine Jacobs, Household Hazardous Waste Supervisor, through October 31,2006. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 6. BIDS AND AWARDS a. AWARD A CONSTRUCTION CONTRACT TO F.D. THOMAS FOR A NEGOTIATED COST OF $419.125 IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 20805 FOR THE A-LINE INTERCEPTOR REHABILITATION PROJECT. DISTRICT PROJECT NO. 5806: APPROVE AN AMENDMENT TO THE CONTRACT WITH V&A CONSULTING ENGINEERS. INC. TO INCREASE THE COST CEILING IN THE AMOUNT OF $75.000 FOR INSPECTION SERVICES FOR THE PROJECT: AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE DOCUMENTS General Manager Charles Batts stated that, as he reported to the Board at the July 6, 2006 meeting, no bids were received for the A-Line Interceptor Rehabilitation Project at the bid opening on June 22, 2006. The project will renovate the PVC linings for 13,000 linear feet of sewer lines in the cities of Walnut Creek and Martinez. The construction involves the relamination of PVC joint failures, and involves working inside still active sewers. California Public Code Section 20805 states that if no bids are received, the District Board may dispense with competitive bidding and award the contract on a negotiated basis. He stated that two contractors with the specialized experience to perform this type of work were contacted by staff. A price of $419,125.00, which compares favorably with the Engineer's estimate of $500,000, was negotiated with F.D. Thomas of Central Point, Oregon. Staff recommends award of the construction contract to F.D. Thomas. It was moved by Member Lucey and seconded by Member Nejedly to award the construction contract to F.D. Thomas in the amount of $419,125; to approve a contract amendment with V&A Consulting Engineers, Inc. to increase the cost ceiling in the amount of $75,000 for inspection services for the project; and to authorize the General Manager to execute the documents. Motion passed by unanimous vote of the Board. b. AWARD CONSTRUCTION CONTRACT TO BELL PRODUCTS INCORPORATED AS THE LOWEST RESPONSIVE BIDDER IN THE AMOUNT OF $3.693.180 FOR THE HEADQUARTERS OFFICE BUILDING HVAC IMPROVEMENTS AND ROOF REPLACEMENT PROJECT. DISTRICT PROJECT NO. 8205 AND THE PLANT OPERATIONS BUILDING HVAC IMPROVEMENTS PROJECT. DISTRICT Book 54 - Page 190 Board Minutes of July 20, 2006 PROJECT NO. 7228: AUTHORIZE A PROFESSIONAL SERVICES AGREEMENT WITH AEPC GROUP FOR CONSTRUCTION SUPPORT SERVICES IN AN AMOUNT NOT TO EXCEED $70.000; 'AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE DOCUMENTS General Manager Charles Batts stated that, on June 11, 2006, three sealed bids were received and opened for the Headquarters Office Building HVAC Improvements and Roof Replacement Project, and the Plant Operations Building HVAC Improvements Project. These projects entail upgrading the HVAC systems for the Home Office Building (HOB), the Plant Operations Department (POD), and Board Room, and roof replacement for HOB and the Board Room. The lowest responsive bid was from Bell Products in the amount of $3,693,180. Assistant Engineer Edgar Lopez presented a report, stating that the HOB project includes a new central air chiller plant, new HVAC controls and boiler, a new roof, building electrical upgrades, and weatherproofing of exterior walls. The POD project includes replacement of the steam chiller system and air handlers, new HV AC controls, new Boardroom HV AC and roof, and fire suppression for the MIS server room. The low bidder, Bell Products, Inc., was approximately $500,000 over the Engineer's Estimate, primarily due to the complexity of the project, rising costs, and the current bid climate. He stated that Bell Products is a reputable company and is familiar with this type of project. It was moved by Member Hockett and seconded by Member Lucey to award the construction contract to Bell Products Incorporated as the lowest responsive bidder in the amount of $3,693,180 for the Headquarters Office Building HVAC Improvements and Roof Replacement Project, District Project No. 8205, and the Plant Operations Building HVAC Improvements Project, District Project No. 7228; to authorize a professional services agreement with AEPC Group for construction support services in an amount not to exceed $70,000; and to authorize the General Manager to execute the documents. Motion passed by unanimous vote of the Board. 7. REPORTS a. GENERAL MANAGER 1 ) Alhambra Vallev Trunk Sewer Proiect Update General Manager Charles Batts stated that, over the past several months, staff has provided information to the Board and sought direction on possible sewer financing options for a program in the Alhambra Valley area. With the recent award of the construction contract for Phase 1 of the Alhambra Valley Trunk Sewer Project, it is suitable for the Board to consider a conceptual sewer financing program. On July 13, 2006 staff distributed a memo to the Board that addressed some of the issues of a proposed assessment district concept for the Alhambra Valley. The memo described the major policy issues associated with sewer financing, along with staff recommendations. He stated that, based on Board comments and concurrence, staff intends to present to the Board at the August 3, 2006 meeting a position paper that recommends initiation of plans to create and fund an Alhambra Valley Assessment District. Environmental Services Division Manager Curt Swanson presented a report, stating that the trunk sewer cost is now estimated to be $4 million. Residents' connection expenses are estimated at between $36,000 and $45,000 per home, depending on whether they are direct or indirect connectors. Neighborhoods have asked for CCCSD support because of the high cost, and have requested that a financing program be offered. He explained the breakdown of the connection expenses and the sewer project cost recovery projections. Book 54 - Page 191 Board Minutes of July 20, 2006 With regard to a possible financing plan, funds could be taken from CCCSD reserves or generated through a bank loan. The minimum interest rate would be the LAIF rate plus 1 percent or 6 percent. Repayment options would include payback over 10, 15 or 20 years. Staff will present a position paper to the Board on August 3, 2006 and the public will be notified of that meeting. He concluded his report, stating that construction is expected to start on July 31,2006 and the area near the school will be completed by August 25 before school begins on August 28. Alhambra Valley Road will be closed during construction from July 31- August 11 between 8:30 a.m. and 4 p.m. Emergency vehicles and mail trucks will continue to have access. Member Nejedly stressed the importance of communicating with residents on the timing of the road closure, and minimizing disruption as much as possible. Member Nejedly stated that, although he voted for discontinuing contractual assessment districts, he feels that a financing program is necessary for this project. He commended the residents for their cooperation. President Menesini asked about communication efforts to the residents. Board Members thanked staff for their efforts on this project. 2) General Manager Charles Batts announced that the Board and staff have been collaborating on the development of a plan for Collection System Operations (CSO) facility improvements for the last several years. In January 2006, an Ad Hoc Board Committee was formed to work closely with staff on the facility issues. Committee meetings were held on February 15 and April 25 and a report was made to the full Board on May 4, 2006. As a result of the work done by staff, the Committee, and the full Board, a consensus was reached on a project to expand parking under the Caltrans easement adjacent to the CSO yard and to replace the failing retaining wall - along with the demolition of the Ducca House. The acceptance of the Caltrans lease and the award of the project will come to the Board at the August 3, 2006 meeting. In addition, through a series of discussions both at the Committee and Board level, the Board gave staff input and direction of a conceptual building plan at the May 4, 2006 Board meeting. Since that time staff has incorporated the Board's additional comments in the conceptual design and will be bringing the revised building plan as well as a design contract for a new Collection Systems Operations building to the August 3, 2006 Board meeting. A memo detailing the refinements in the proposed floor plan and discussing the project will be included in the August 3, 2006 Board packet. 3) General Manager Charles Batts announced that the Acacia Pumping Station Upgrades Project, DP 5933, will be advertised for bids on August 14 and August 21, 2006. The project consists of upgrades to mechanical and electrical equipment at the Acacia Pumping Station to prevent overflows, reduce operating and maintenance costs, and improve operating efficiency. The Engineer's construction cost estimate for the project is $200,000. Staff plans to request award of this project at September 7, 2006 Board Meeting. 4) General Manager Charles Batts announced that staff intends to advertise for bids for the Lower Orinda Creek Bank Repair Project on August 1 and August 8, 2006. The project will repair a small creek bank slide adjacent to an existing asphalt road on the north side of the station. This section of the bank was undermined during heavy storms in December and January last winter, and needs to be repaired prior to this year's wet weather season. The Engineer's estimate for the repair is $50,000. Staff plans to request award of this project at the September 7, 2006 Board Meeting. 5) General Manager Charles Batts announced that Pitcock Petroleum provides fueling service for vehicles at Collection System Operations. They have had a contract with the District since April 2003, but they have been having trouble Book 54 - Page 192 Board Minutes of July 20, 2006 meeting the required number of weekly deliveries due to manpower constraints. Pitcock Petroleum has also raised prices to a level that warrants competitive bidding. Staff intends to solicit competitive bids for the fuel contract. The new contract will be brought to the Board for approval at a future Board Meeting. 6) General Manager Charles Batts announced that, at the July 17, 2006 meeting of the Contra Costa Special Districts' Association, Assemblyman Joe Canciamilla gave an insightful update on what is happening in Sacramento. He noted that the increased revenue led to this year's $131 billion State budget, but it also has a built-in $6.5 billion structural deficit. Many of the unfunded liability issues such as GASB 34 and 45 have not been addressed. His observation was not to count on property tax revenue for the long term. He reported that the County Treasurer's office received a clean audit. LAFCO will be starting the municipal service reviews of special districts this fall, and Crockett is now a Community Services District. Byron Sanitary District is just completing an Engineering Study for their options for required plant improvements. The least expensive option is the expansion of their existing system ($2.4 million), versus piping influent to Discovery Bay ($7million). 7) General Manager Charles Batts reported that the Contra Costa County Employees Retirement Association Board met on July 12, 2006 to review the current actuarial evaluation, funding requirements and rate adjustments for fiscal year 2007-2008. The unfunded liability decreased from $807 million to $730 million as two fire districts (public safety) sold pension obligation bonds. The debt-funding ration increased from 82 percent to 84.8 percent. The District contribution for Tier I benefits will increase from 38.86 percent of salaries to 40.30 percent. Rate confirmation is expected in the next month. b. COUNSEL FOR THE DISTRICT No reports. Attorney Brian Otake was in attendance representing District Counsel Kent Aim, who was on vacation. c. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced that to date only Board Members Lucey and Boneysteele have taken out nomination papers before the November 7, 2006 District Election. Ms. Boehme announced the cancellation of the July 27,2006 Household Hazardous Waste Committee meeting, and the scheduling of a special Board Meeting for July 28 to conduct interviews with applicants for the position of General Manager. 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 July 20, 2006, including Self Insurance Fund Check Nos. 102340 to 102343, Running Expense Check Nos. 161424 to 161732, Sewer Construction Fund Check Nos. 28794 to 28820, Payroll Manual Check Nos. 49101 to 49102, and Payroll Regular Check Nos. 55830 to 55873. Motion passed by unanimous vote of the Board. 2) Member Lucey reported on the July 13, 2006 Personnel Committee Meeting, at which he served as Chair as Alternate for Member Nejedly. He pointed out that the Committee authorized establishment of a list for the Household Hazardous Waste Supervisor position, but the position would not be filled until the disability retirement for Elaine Jacobs was approved. Book 54 - Page 193 Board Minutes of July 20, 2006 President Menesini also pointed out that the Committee approved the request for authorization to backfill vacant, budgeted positions if vacancies are created by promotion of in-house candidates. 3) Board Members thanked CSO staff for all their hard work and congratulated them on their consistently excellent customer service. 8. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH PROTECTIVE RELAY ENGINEERING. INC. WITH A COST CEILING OF $75,000, FOR PROFESSIONAL ENGINEERING SERVICES TO PERFORM A PROTECTIVE RELAY ANALYSIS AND ARC FLASH STUDY FOR THE PLANT ELECTRICAL RENOVATIONS PROJECT. DISTRICT PROJECT NO. 7245 General Manager Charles Batts stated that the Treatment Plant Electrical Renovations Project's contractor will determine electrical breaker and relay settings to protect the electrical system from groundings and faults, while not interfering with the power to other parts of the treatment plant. Additionally, an arc flash analysis required by the National Electric Code and the National Fire Protection Association will be performed. The entire treatment plant electrical system will be part of this project, with the exception of the cogeneration system, stand-by generators, and utility inter-connection relays, which were previously completed in 2005 by Protective Relay Engineering (PRE). He stated that staff recommends PRE to perform the work because of their past satisfactory performance and their specific knowledge of the plant's electrical system. A professional engineering services agreement with a cost ceiling of $75,000 has been negotiated with PRE. It was moved by Member Hockett and seconded by Member Nejedly to authorize the General Manager to execute an agreement with Protective Relay Engineering, Inc. with a cost ceiling of $75,000, for professional engineering services to perform a protective relay analysis and arc flash study for the Plant Electrical Renovations Project, District Project No. 7245. Motion passed by unanimous vote of the Board. 9. REAL PROPERTY a. APPROVE A REAL PROPERTY AGREEMENT IN THE AMOUNT OF $233.255 WITH GONSALVES AND SANTUCCI, INC.. FOR THE SALE OF PROPERTY RIGHTS RELATED TO THE CONCO CEMENT COMPANY'S DEVELOPMENT ADJACENT TO THE TREATMENT PLANT General Manager Charles Batts stated that Conco Cement of Concord is developing a concrete form fabrication facility and trucking yard on property just to the north of the District treatment plant. Access to the Conco property is by an easement road across District property. Conco needs additional easements for road widening and utilities from the District to be able to complete their development. Staff is in final negotiations with Gonsalves & Santucci, the parent company of Conco, for sale of the road and utility easements across District property. Gonsalves & Santucci has agreed to the District's price and conditions for the necessary easements. As compensation for the easements, the District expects to receive a combination of cash and property rights from Conco. He stated that currently staff and Conco have not settled on the property rights to be granted to the District in lieu of cash. Staff expects to complete these negotiations shortly. Due to the construction schedule for Conco, staff requests that the Board authorize staff to complete the details of the negotiation and sign the purchase agreement. At a later Board meeting, the Board will be asked to grant easements to, and accept easements from, Gonsalves & Santucci. Book 54 - Page 194 Board Minutes of July 20, 2006 Environmental Service Division Manager Curt Swanson presented a report on the proposed purchase agreement. He stated that site grading is underway and Conco is awaiting approval of a building permit. They would like to begin road and utility work in August. He described the easements needed by Conco, and stated that they propose granting easement rights to CCCSD in lieu of cash. He stated that possible property rights exchanges are being considered. He stated that the proposed purchase agreement identifies easements to be granted by either CCCSD or Conco. It also establishes values for the easements and conditions for Conco to begin road and utility construction. He stated that, if desired, the Board may reconvene in closed session to discuss the negotiations. He recommended that the General Manager be authorized to sign the purchase agreement upon completion of the negotiations. Mr. Swanson displayed maps of the property, showing the access road, drainage and utility easements. Member Lucey expressed concern that the District not give up any leverage by executing the agreement before all the negotiations have been concluded. The Board recessed later in the meeting to reconvene in a closed session related to this agenda item. 10. APPROVAL OF MINUTES a. MINUTES OF JUNE 15. 2006 It was moved by Member Hockett and seconded by Member Nejedly to approve the minutes of June 15, 2006. Motion passed by unanimous vote of the Board. 11. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 12. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS General Manager Charles Batts stated that the Board will be kept informed as the Alhambra Valley Trunk Sewer project proceeds. 13. CLOSED SESSION The Board recessed at 3: 19 p.m. to reconvene in Closed Session in the Caucus Room to confer with real property negotiators Kenton L. Aim, Randall M. Musgraves, Ann Farrell, and Curt Swanson pursuant to Section 54956.8 of the Government Code: negotiations with Ron Askham of CONCO Cement concerning negotiations for easements across District property -APN 159-140-057 and APN 159-140-042. 14. REPORT OF DISCUSSIONS IN CLOSED SESSION The Board reconvened in open session in the Board Room at 3:30 p.m. With regard to Item 9.a., which was discussed in Closed Session, it was moved by Member Lucey and seconded by Member Nejedly to approve the agreement with Gonsalves and Santucci, Inc., for the sale of property rights related to the Conco Cement Company's development adjacent to the treatment plant; to authorize the General Manager to continue negotiations with Conco; and to authorize the General Manager and Secretary of the District to execute the documents. Motion passed by unanimous vote of the Board. Book 54 - Page 195 Board Minutes of July 20, 2006 15. CLOSED SESSION The Board recessed again at 3:32 p.m. to reconvene in Closed Session in the Caucus Room regarding Personnel Matters Pursuant to Section 54957 of the Government Code - Public Employment - Appointment of General Manager. 16. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at 3:55 p.m. \~ c-/~A~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: (:P-&e2- ~- Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Book 54 - Page 196