HomeMy WebLinkAboutAGENDA BACKUP 05-28-87
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Centr&.-. Contra Costa Sanitar) District
BOARD OF DIRECTORS
I PAGE 1 OF 8
POSITION
PAPER I BOARD MEETING OF
May 28, 1987
NO.
IV.
HEARINGS 1
SUBJECT
HOlD A HEARING, AOOPT A RESOlUTION OF NECESSITY, AND
AUlHORIZE $50,100 FROM lHE SEWER CONSTRUCTION FUND FOR
THE PURPOSE OF INITIATING AOlUISITION OF PUBLIC SEWER
EASEMENTS BY EMINENT OOMAIN FOR THE SAN RAMON V ALLEY
INTERCEPTOR, PROJ ECT 4224
DATE
May 22, 1987
TYPE OF ACTION
CON DU CT HEAR ING
AOOPT RESOLUTION
NJTHORIZE FUNDS
SUBMITTED BY
Curtis W. Swanson
Principal Engineer
INITIATING DEPT.lDIVO
Engineering epartment
Engineering Division
ISSUE: A hearing must be conducted and a resolution of necessity must be adopted
prior to initiating acquisition of a public sewer easement by eminent domain.
Board authorization is required to expend sewer construction funds.
BACKGROJND: The District will begin construction of approximately 7.5 miles of
the San Ramon Valley Interceptor in June 1987. The proposed interceptor, ranging
in size from 42 to 60 inches, w111 be located in easements within the former
Southern Pacific Rail road right-of-way. Permanent sewer and temporary
constructi on easements were acqui red from Contra Costa County under a master
purchase agreement executed in December 1985.
The Oi strict has acqui red permanent and temporary constructi on easements for the
enti re proj ect except for a temporary construction easement through the former
Danv 111 e Rail road Stati on site and permanent and temporary easements through a
2,357-foot section between Danvi11e Boulevard at Rudgear Road and Woodland Drive.
Negotiations with Southern Pacific and their lessee for the railroad station
easement are underway. The latter parcel, the subject of this position paper, is
not Qtned by Southern Pacific. Ownership reverted to the heirs of the original
Qtners (approximately 80 in number) upon abandonment of rail operations by
Southern Paci fico The County has been negoti ati ng with the Qtners over the past
1-1/2 years, but has been unab1 e to reach agreement on a sa1 es price. In March
1987 the County informed the Di stri ct that negoti ati ons were stalemated and
advi sed the Oi stri ct to condemn the sewer easement to meet the proj ect
construction schedule. The County is unable to initiate condemnation at this time
due to the lack of an approved project for the right-of-way.
The District will need a permanent 20-foot wide surface and subsurface easement
for the sewer interceptor. To allow constructi on of the sewer, a temporary
construction easement encompassing the entire property 000 feet wide by 2,357
feet long) will be required for a period of one year.
The District performed an appraisal of the enti re property, permanent easement,
and temporary easement. The apprai sed val ue of the temporary and permanent
easement is $50,100. The appraised value of the entire property is $265,160. The
Oi strict has made an offer of $50,100 to the property owners of record for the
purchase of a permanent 20-foot easement and temporary construction easement over
the entire property. This offer was declined.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITI~IOIV
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1302A..9/85
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ROGER J. DOLAN
SU!3.J.f,CT
HULD A HEARING, ADOPT A RESOLUTION OF NECESSITY, AND
AUTHORIZE $50,100 FROM THE SEWER CONSTRUCTION FUND FOR
THE PURPOSE OF INITIATING AOlUISITION OF PUBLIC SEWER
EASEMENTS BY EMINENT OOMAIN FOR THE SAN RAMON V ALLEY
INTERCEPTOR, PROJ ECT 4224
POSITION PAPER
PAGE 2 OF 8
DATE
May 22, 1987
Prior to initiating condemnation, the District must conduct a hearing to receive
input from the property owners and other affected interests. Property owners and
other interests must be notified at least 15 days in advance of the hearing.
Notices of the hearing were mailed May 8, 1987.
RECOMMENDATION: Conduct a hearing to receive input from property owners and other
affected interests. After the concl usi on of the heari ng, adopt the attached
resol uti on of necessity to acqui re permanent and temporary sewer easements by
eminent domain. Authorize $50,100 from the Sewer Construction Fund.
1...________..
1302B-9/85
RESCl.UTION NO.
A RESOLUTION OF NECl;SSITY AUlHORIZING lHE AOOUISITION
OF A PUBLIC SEWER EASEMENT FOR SEWER LINE PURPOSES
WHEREAS, Pursuant to Health and Safety Code Sections 6512 and 6514,
and Part 3 Titl e 7, of the Code of Civ 11 Procedure, the Central Contra
Costa Sanitary District is empowered to acquire sewer easements for
public use, to wit, sewer line purposes.
WHEREAS, the Central Contra Costa Sanitary District has identified
the need to acqui re permanent and temporary public sewer easements more
particularly described in Exhibit "A" attached hereto for said purposes.
Said easements are located within an unincorporated area of the County of
Contra Costa.
WHEREAS, on the 8th day of May, 1987, the Secretary of the District
gave notice required by law of the hearing on this Resolution.
WHEREAS, written requests to appear and be heard were received fram:
WHEREAS, due consideration of all oral and documentary evidence has
been taken.
NON, lHEREFORE, the Board of Di rectors of the Central Contra Costa
Sanitary District, by a vote of at least two-thirds of its members, does
FIND AND RESOLVE as follOtis:
1. The public interest and necessity requi re the project for which
said public sewer easements are to be acquired.
2. The proposed project is planned and located in the manner which
will be most compatible with the greatest public good and the
least private injury; and
3. Said publ ic sewer easements are necessary for the proposed
proj ect.
BE IT FURTHER RESCl.VED THAT:
The Counsel for the Central Contra Costa Sanitary District, James L.
Hazard, and Special Counsel, Gary R. Rinehart, Robert N. DeJohn,
Elizabeth P. Philips are hereby authorized and empowered:
To acquire in the District's name public sewer easements by
condemnation;
To prepare and prosecute in the District's name such proceedings in
the proper court as are necessary for such acquisition; and
To deposit the probable amount of compensation, based on an
appraisal, and to apply to said court for an order permitting the
District to take immediate possession and use said sewer easements for
said public uses and purposes.
PASSED AND ADOPTED this 28th day of May, 1987, by the District Board
of the Central Contra Costa Sanitary District by the following vote:
AYES: Members:
NOES: Members:
ABSENT: Members:
President of the District Board of the
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary of the Central Contra Costa
Sanitary District, County of Contra Costa,
State of California
Approved as to fonn:
Di stri ct Counsel
_._.'._",-'-_._--_.~,-,-,-,----,_."--..".-.-"..,.~_...._-----_.,-~,---,-_._--"._",._,.~_.,~,."---_.,---_..----..---.---.----
EXJiIBIT "A"
PROPERTY AND EASEMENT DESCRIPTIONS
PARCEL 32
PROPERTY DESCRIPTION
That real property situated in the County of Contra Costa, State of
California, described as follows:
The real property described in the deed from Laura M. Harlan and Mary H.
Llewellyn to Southern Pacific Railroad Company, a California corporation,
recorded June 10, 1891, in Book 60 of Deeds, page 139, described as
follows:
A strip or tract of land 100 feet wide lying equally on each side of the
located line of the San Ramon Branch of the Southern Pacific Campany's
railroad where the same is located in said County of Contra Costa and
commencing at a point on the center line of the said railroad where said
center line intersects the easterly boundary line of land of the said
party of the fi rst part at or near Survey Stati on 603+90 of sai d center
line, being the westerly line of county road leading to Walnut Creek and
running thence southerly along said center line of said Southern Pacific
Rail road following the curvature thereof, embracing a strip of land 50
feet wide on each side of said center line to the southerly boundary line
of land of said party of the first part at or near Survey Station 626+97
of said center line, a distance of 2,357 feet, more or less.
EXCEPTING THEREFROM:
The interest conveyed to the State of California, by instrument recorded
April 23, 1953, Book 2110, Official Records, page 170.
PERMANENT SEWER EASEMENT DESCRIPTION
Portion of the 100 feet in width strip of land described in the deed from
Laura M. Harlan, Mary H. Llewellyn to Southern Pacific Railroad Campany,
a Cal iforni a Corporati on, recorded June 10, 1981, in Book 60 of Deeds,
page 139, described as follows:
A strip of land 20.00 feet in width, the center line of which is
described as follows:
Commencing at the intersection of the west line of Danville Boulevard and
a line that is parallel to and 45.00 feet westerly of the center line of
said Southern Pacific Railroad Company parcel (60 D 139); thence leaving
sa i d po i nt of commencement S13 0 13 '3 O"W 80.00 feet, more or 1 ess, to a
point which is parallel with and 8.00 feet westerly, measured at right
angles from the centerline of said Southern Pacific Railroad Company 100
feet in width parcel (60 D 139); thence, along a 1 ine which is parallel
and concentric with and 8.00 feet westerly, measured at right angles and
radially from said Southern Pacific Railroad Company 100 feet in width
parcel (60 D 139) to a point on the southern terminus line of said
Southern Pacific Railroad Company 100 feet in width parcel (60 D 139).
TEMPORARY CONSTRUCTION EASEt.ENT DESCRIPTION
The enti re 100 feet in width parcel descri bed in the deed from Laura M.
Har1 an and Mary H. Llewellyn to Southern Pacific Rail road Company, a
California Corporation, recorded June 10, 1891, in Book 60 of Deeds, page
139, for the period until August 1, 1988.
RICHARD E. BLUMBERG
SEYMOUR FARBER
DAVID M. MADWAY
MICHAEL G. SMITH
LAW OFFICES
MADWAY BLUMBERG FARBER & SMITH
1950 ADDISON STREET
BERKELEY, CALIFORNIA 94704
(415) 548-9400
COUNSEL
FRANCES E. WERNER
May 12, 1987
,. -e,r? t 1p r fD)
MAY 1 3 1987
. CC<lit.
atlC"I'""'\RY ("IF" ~~ l'!1~
Joyce E. McMillan, Secretary
Central Contra Costa Sanitary District
5019 Imhoff Place
Martinez, CA 94553
Dear Ms. McMillan:
This firm represents Laura Lorraine Llewellyn Stidger. I am
writing to advise you that I wish to be heard before the Dis-
trict's Board of Directors in connection with its proposal to
adopt a resolution of necessity to acquire a public sewer ease-
ment across my client's property.
From the Notice of Hearing dated May 8, 1987, I understand
that the Board will meet on May 28, 1987. Please advise me as to
the place at which the meeting will be held and the time at which
this agenda item is likely to be reached.
Thank you for your courtesy.
Sincerely,
i!fJ!j) ay
DMM/re
..
CentraP--:ontra Costa Sanitar~--,,)istrict
SOARD OF DIRECTORS
PAGE 1 OF
POSITION
PAPER
BOAJ;lD MEETING OF
May 28~ 1987
NO.
V. BIDS AND AWARDS
DATE
May 22~ 1987
TYPE OF ACTION
1
SUBJECT
AUTHORIZE AWARD OF CONTRACT TO GENERAL ELECTRIC COMPANY
TO FURNISH AND INSTALL IMPROVEMENTS TO THE MOBILE RADIO
SYSTEM AND AUTHORIZE $75,300 FROM THE SEWER
CONSTRUCTION FUND
AUTHORIZE CONTRACT
AUTHORIZE FUNDS
SUBMITTED BY
INITIATING DEPT./DIV.
John Larson~ Manager
Collection System Operations
ISSUE: Bids for Improvements to the Mobile Radio System were received and opened
on March 27, 1987. A contract must be awarded or the bids must be rejected by
June 1, 1987.
BACKGROUND: The efficiency of the District's day-to-day operations is dependent
on the effectiveness of its four radio networks. The radio networks are used to
coordinate and control the activities of the District's field forces. The four
networks include the primary and secondary low band frequencies used by Collection
System Operations Department (CSOD), Inspection, and Pump Station operations, the
UHF frequency used by Treatment Pl ant Operati ons, and the UHF frequency used by
CSOD and Survey. In addition, individual pagers are rented from several services
for key personnel.
Only minimal radio equipment has been purchased since 1978. Over the years the
mobile radio system has been allowed to age to the point where its reliability is
decreasing. At this time repair parts are no longer available for 75% of the
mobile radio units. The District's service area boundaries have been expanding,
consequently the current mobile radio system does not provide adequate coverage in
portions of Martinez, Orinda/Moraga, and San Ramon.
The current mobil e radi 0 system consi sts of 43 mobil e un its, 3 control stati ons,
and 1 repeater. The repl acement val ue is over $225,000. The proposed work
includes the following improvements:
o Remote receivers would be installed in Orinda and San Ramon to
improve local reception. A receiver voting system would select the
receiver with the best reception.
o New antennas and lead wires would be installed at all transmitter
locations to increase radiated power. The antenna at the Treatment
Plant would be a high gain downtilt type to improve radio
communications within the tunnels.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
V0
JL
JH
INITIATING DEPT./DIV.
1302A.9/85
SUBJECT
AUTHORIZE AWARD OF CONTRACT TO GENERAl ELECTRIC COMPANY
TO FURNISH AND INSTAlL IMPROVEMENTS TO THE MOBILE RADIO
SYSTEM AND AUTHORIZE $75,300 FROM THE SEWER
CONSTRUCTION FUND
POSITION PAPER
2 4
PAGE
DATE
OF
May 22, 1987
o A control station would be added at Springbrook Road to provide
communications with the field forces during power outages or PACTEL
problems which occur monthly.
o Ten new mobile radio units would be purchased to start a three year
replacement program for the 30 obsolete mobile radios.
o Sixteen individual pagers and a paging encoder would be added to the
mobile radio system in place of the current rental units.
Two bi ds were received and opened on March 27, 1987. The low bi d was received
from General El ectric at $49,346.10. The Engi neer' s estimate was $55,500. A
summary of the bids are shown on Attachment I to this position paper.
Commercial and technical evaluation of the bids have been completed. There are
only minor variances in the General Electric bid, and the bid price is in line
with the engi neer' s estimate. The Motorol a bi d contai ned numerous commerci al
variances. The staff recommends that the contract be awarded to General Electric.
A detailed cost estimate is included as Attachment II to this position paper. The
total authorization of $73,500 includes additional equipment:
o Eight portable transceivers which will be purchased from one
manufacturer to provide interchangeability with existing equipment,
o Eight individual paging units that were not anticipated at the time
the bid package was prepared, and
o One control station for use on the San Ramon Valley Pipeline
Proj ect.
RECOtIENDATION: Authorize award of contract to General Electric Company to
furnish and install improvements to the Mobile Radio System and authorize $73,500
from the Sewer Construction Fund.
Attachments
L_______..
13028-9/85
MOBILE RADIO SYSTEM
Comparison of Bids
Attachment I
May 22, 1987
Page 3 of 4
General
Electric
Motorola
Furnish and Install
Radio System Improvements
$46,641.00
$62,316.00
Sales Tax
2,705.10
Included
Contract Total
49,346 .10
62,316.00
Compliance with Commercial Requirements:
Shipping
Insurance
yes no
yes no
yes no
yes no
yes* yes
yes no
Delivery Time
Payment
Warranty
General Conditions
* Clarified 4/16/87
Compliance with Technical Requirements:
Dash Mounted Radios
yes**
yes**
All Other Requirements
yes
yes
** Did not meet specification for spurious and harmonic emmissions
and FM noise; however, units will perform satisfactorily at
reduced specifications.
MOBILE RADIO SYSTEM
Cost Estimate
Attachment II
May 22, 1987
Page 4 of 4
I. Contract Equipment and Installation Costs
General Electric Company
$49,346
Contingency @ 7.5%
3,654
Subtotal
$53,000
Antenna Mfsts and Conduit for Remote
Receivers
4,000
Inspection and Acceptance Test
2,000
Item I Total
$59,000
II. Additional Equipment
One control station, antenna, and lead
wire for San Ramon Valley Pipeline Project
Eight2Portable transceivers for CSOD Field
Crews
Eight additional individual pagers3
$ 6,000
6,000
2,500
Item II Total
$14,500
Total Authorization
$73,500
NOTES: 1. Not included in bid price to avoid the cost of preparing design
drawings for inclusion in the bid package.
2. Not included in bid price so that interchangeable equipment could be
purchased.
3. Need not identified at the time the bid documents were prepared.
.
CentrA. Contra Costa Sanltar) District
BOARD OF DIRECTORS
PAGE 1 OF 1
POSITION
PAPER
BOARD MEETING OF
May 28, 1987
NO.
SUBJECT
VI. CONSENT CALENDAR
DATE
May 19, 1987
TYPE OF ACTION
1
REPORT OF SEmEMENT FOR A SEWER OVERFLOtI DAMAGE ClAIM
REPORT OF ClAIM
SEmEMENT
SY~~'kTt,Pa~Ypbe 11
Administrative Operations Manager
INITIATING DEPT./DIV.
Administrative/Risk Management
~: This is to report a claim settlement of $7,391.23 for a sewer overflow.
BAa<GROOND: District policy is that the Risk Management Committee can authorize
claim settlements of $5,000 or less, and the General Manager-Chief Engineer can
authorize settlements which do not exceed $10,000. Settlements of over $5,000 are to
be reported to the Board on the consent agenda.
There was a District sewer line in Yorkshire Court, Lafayette, which was
the cause of a series of seven sewage overflows between 1977 and 1981 in the home of
Frank and Helen Bru, of 969 Yorkshire Court. The line was replaced in 1982 which
fixed the overflow probl em. However, even though the CSO crews had done a cl eanup
after each overfl ow, thElre was deteri orati on of floors, wall s, carpets, drapes, and
electrical fixtures which the Brus wanted replaced because of the chronic damage. CSO
made several attempts subsequent to 1981 to obtai n suffici ent information from the
Brus to enable a damage assessment to be made. Unfortunately, Mr. Bru developed a
serious health problem, and there was a death in the family which diverted the Brus
from working with the District to get this matter resolved. In mid-1986 the staff
assigned the case to the District's claim adjuster, and in late 1986 progress was made
in determining the extent of sewage damage to the Brus' home. After a series of
negotiations over several months, the claims adjuster was able to obtain a settlement
at a figure of $7,391.23. The Ri sk Management Committee rev iewed the case and
recommended acceptance. The General Manager-Chief Engineer has approved it, payment
has been made, and a release has been obtained from Mr. & Mrs. Bru.
RECOMMENDATION: This is an informational item; no action is required by the Board of
Di rectors.
INITIA INZ['/DIV.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
./t:G.
ROGER J. DOLAN
130:!A.9/85 JEC
.
Centr~ Contra Costa Sanitar ~ District
BOARD OF DIRECTORS
r PAGE 1
OF
1
POSITION PAPER I BOARD MEETING OF May 28, 1987
SUBJECT
AUTHORIZE $7500 FROM THE SEWER CONSTRUCTION FUND FOR
THE REPlACEMENT OF 522 FEET OF SEWER IN OAK KNOlL
LOOP IN WALNUT CREEK
NO.
VI. CONSENT CALENDAR 3
DATE
May 22, 1987
TYPE OF ACTION
AUTHORIZE FUNDS
SUBMITTED BY
INITIATING DEPT./DIV.
John Larson, Manager
Collection System Operations
ISSUE: Sewer Construction Funds are needed to replace a segment of the Public
Sewer.
BACKGROUND: The sewer that serves the residents of Oak Knoll Loop in Walnut
Creek is in very poor condition. The majority of the pipe joints are open. In
its current condition this pipe segment requires frequent maintenance and the
potential for stoppages is high. Replacement is recommended at this time.
The cost of repl acement to be capital ized is $7500, which incl udes $5300 for
direct labor plus overhead, and $2200 for final paving.
RECOtIENDATION: Authori ze $7500 from the Sewer Construction Fund for the
replacement of 522 feet of sewer in Oak Knoll Loop in Walnut Creek.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
~
, ~e~ ~1~ 'NG
ROGER J. DOLAN
INITIATING DEPT./DIV.
t/,G..,
130211.9/85
JL
.
Centra.. Contra Costa Sanitar) District
BOARD OF DIRECTORS
PAGE 1 OF 5
POSITION
PAPER BOARD MEETING OF
May 28, 1987
NO.
VI I.
ENGINEERING
1
SUBJECT
AUTHORIZE $52,000 FROM THE SEWER CONSTRUCTION FUND FOR A
COMPUTER-AIDED MAPPING AND DRAFTING SYSTEM FEASIBILITY
STUDY AND AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER
TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH BSI
CONSULTANTS, INC.
DATE
May 22, 1987
TYPE OF ACTION
AUTHORIZE FUNDS
AUTHORIZE PGREEMENT
SUBMITTED BY
Robert A. Simmons
Associate Engineer
INITIATING DEPT.lDIV.
Engineering Department
Engineering Division
ISSUE: Board authorization is required for the expenditure of sewer construction
funds and executi on of a professional serv ices agreement with BSI Consul tants,
Inc.
BACKGROUND: Currently, there are approximately eight hundred and fifty 100' and
600'-scale maps that detail the District's sewerage system and facilities
location. To provide District users and the publ ic with the most current
information, collection system maps require constant updating. As new information
is received and new development occurs within the District service area, all new
information is added to the maps.
The Engineering Department now devotes approximately 500 work hours per month on
manually updating sewerage system maps. In addition, 225 drafting hours per month
are spent in support of new capital improvement work. These hours eq uate to
approximately $15,000 per month or $180,000 in annual costs. A computer-aided
mapping and drafting (CAD) system will increase the productivity of the
Engi neeri ng Support staff. Increasi ng product iv ity is important si nce it is
anti ci pated that capi tal proj ect drafti ng demands will increase in the future as
work proceeds on planned improvements to the District's sewage collection system.
Increase productivity via the implementation of a CAD system will help meet the
demands of additional workload.
Since 1984 District staff has monitored developments in computer-aided mapping and
drafting with the expectation that a CAD system would ultimately provide a cost-
effective, more efficient method of recording and disseminating mapping
information at the District. A CAD system offers the following advantages:
o More consistant and up-to-date map information
o Increased mapping efficiency and faster drawing production, thereby allowing
staff to accompl ish more work, reduce the as-built backlog, and increase
turnaround time
o Ability to perform complex modeling operations on mapped data
o Rapid access to mapped data
o Possibility of sharing data with other public agencies
o Ability to change map scale thereby eliminating redundant work associated with
maintaining 100' and 600' scale maps
REVIEWED AND RECOMMENDED FOR BOARD ACTION
130211...9/85
RAS
BLM
DRW
RAB
INITIATING DEPT.lDIV.
~AJ
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SUBJECT
AUTHORIZE $52,000 FROM THE SEWER CONSTRUCTION FUND FOR A
COMPUTER-AIDED MAPPING AND DRAFTING SYSTEM FEASIBILITY
STUDY AND NJTI-lORIZE lHE GENERAL MANJlGER-CHIEF ENGINEER
TO EXEQJTE A PROFESSIONAL SERV ICES JlGREEMENT WITH BSI
CON SUL TANTS, INC.
POSITION PAPER
PAGE 2 OF 5
DATE
May 22, 1987
Other publ ic agenci es have recognized the benefits of CAD. East Bay Muni ci pal
Utilities District, Contra Costa County, and Alameda County are among the agencies
in the Bay Area who currently have systems or are planning to implement them.
Introduction of a CAD system at the District may ultimately include the following
appl kati ons:
o Computer-Aided Mapping - to organize all land-based records, including
District boundary revisions, service expansion to additional lots, and posting
of permit information.
o Facility Management - to track utility system inventory and provide geographic
locations of system structures.
o Computer-Ai ded Desi gn and Drafti ng - to assi st engi neeri ng desi gn, drafti ng,
and updating collection system as-built drawings and treatment plant
electrical, instrumentation, and process control diagrams.
The decision whether to purchase and install a CAD system is important because of
the complexity and initial cost of CAD. Prel iminary cost estimates for the
project range fran $500,000 to $1 mill ion depending on the type of system chosen
and the extent of applications desired. The cost of the CAD hardware and software
is expected to be approximately 40 percent of the total project amount. Compiling
and converti ng the exi sti ng sewer map data to el ectroni cally stored or "di gitized"
data will account for approximately 30 percent of the total cost. <The estimate
for digitizing existing maps is based on an assumption that an agreement can be
reached with Contra Costa County whereby the County and CCCSD would share the cost
to digitize those maps common to each agency. The cost of digitizing is
significant and prediction of the District's share of the cost is difficult at
this time). The remaining 30 percent of the project cost will involve
programming, consultant assistance, training, and District force account.
While the initial cost of the CAD System is high, staff expects that the CAD
System will pay for itself within five to seven years of installation due to the
increase in productivity and efficiency in mapping and drafting. The increase in
productivity that CAD offers over manual drafti ng is conservativel y estimated to
be approximately 2-1/2 - 3-1/2 to 1 once staff is fully trained in the use of CAD.
Even higher productivity ratios can be real ized when changes are needed to a
drawing; a situation that often occurs during alternatives evaluation in the
pl anni ng and desi gn phases of a proj ect. The exact payback peri od w ill be
determined by a feasibility study. The scope of the study is presented in
Attachment 1.
1-._______
13026-9/85
SUBJECT
AUTHORIZE $52,000 FROM THE SEWER CX>NSTRUCTION FUND FOR A
CX>MPUTER-AIDED MAPPING AND DRAFTING SYSTEM FEASIBILITY
STUDY AND AUl1-IORIZE l1-IE GENERAl MANAGER-OiIEF ENGINEER
TO EXEQJTE A PROFESSIONAL SERV ICES IlGREEt-ENT WITH BSI
CX>N SUL TANTS, INC.
POSITION PAPER
PAGE 3 OF 5
DATE
May 22, 1987
Di strict staff has conducted a formal sel ecti on process to find a qual ified
consul tant to assi st in the CAD study. A req uest for proposals was sent to si x
firms who specialize in planning and designing CAD systems for public and private
organizations. Staff screened the proposal s, interviewed the consultants and
sel ected BSI Consul tants, Inc., of Oakl and, Cal iforni a, based on the experi ence
and capabilities of their proposed project team and their proven track record on
successfully undertaki ng other proj ects of simil ar nature. The work w ill be
billed on an hourly rate basis with a cost ceiling of $32,000.
The estimated cost of the study is $52,000. A breakdown of this total is provided
in Attachment 2.
RECX>MtENDATION: Authorize the General Manager-Chief Engi neer to execute an
agreement for technical service with BSI Consultants, Inc., and authorize $52,000
for the CAD feasibility study.
"---------
13028-9/85
Page 4 of 5
ATTAOft.t:NT 1
COMPUTER-AIDED MAPPING AND DRAFTING FEASIBILITY STUDY
SUMMARY OF TASKS
The Engineering Department proposes to undertake a study to determine
whether or not a computer-aided mapping and drafting system would
facilitate the District's mapping and drafting efforts and identify the
cost and benefit of such a system with respect to current manual
practices. The scope of the feasibility study is presented below:
o To review and eval uate intradepartmental and interdepartmental data
work flow, mapping and drafting procedures, the quality and
condition of existing map information, existing and planned computer
hardware and software for possible use as part of the CAD System and
the potential use of other public agency data bases to serve as part
of the District's data base.
o To determine short-term and long-term CAD System applications,
volume of usage and degree of sophistication with respect to
multidepartmental entry, updates, and reporting of information, and
the necessary computer capacity to satisfy existing and future
needs.
o To eval uate current technol ogi es and exi sti ng vendor products to
identify the capabilities and characteristics of the various systems
that might be suitable for the District's CAD System.
o To examine both the qualitative and quantitative benefits of a CAD
System, identify costs, and prepare a cost/benefit analysis to
determine the feasibility of the project.
o Assumi ng a favorabl e cost/benefit anal ysi s; to prepare a detailed
CAD impl ementati on pl an, budget, and schedul e for advanci ng the
project to completion; identifying needed changes to the existing
mapping workflow; and changes to current staffing to support the CAD
system. (Note: This task is optional).
Page 5 of 5
ATTAOtMENT 2
BREAKDOWN OF COST TO UNDERTAKE A
FEASIBILITY STUDY FOR IMPLEMENTATION OF CAD AT CCCSD
DP 20058
May 18, 1987
District Force Account:
$22,000
BSI Consultants, Inc.
32,000
*Contingencies @ 15%
8,000
Total
62,000
Less Previous GM-CE Authorization
(10,000)
Total Authorization Requested:
52,000
* If necessary, District staff will use this contingency to fund
additional force account work or to expand the consultant's Scope of
Work.
.
Centr. Contra Costa Sanitar') .District
BOARD OF DIRECTORS
PAGE 1
OF 9
POSITION
PAPER
BOARD MEETING OF
May 28, 1987
NO.
VIII. BUDGET AND FINANCE 1
SUBJECT
DATE
May 22, 1987
TYPE OF ACTION
RECEIVE THE 1987-1988 OPERATIONS AND MAINTENANCE BUDGET AND
THE SELF-INSURANCE FUND BUDGET FOR REVIEW
BUDGET REV IEW
SUBMITTED BY
INITIATING DEPT./DIV.
Walter Funasaki, Finance Officer
Administrative/Finance & Accounting
ISSUE: The 1987-1988 Operations and Maintenance (O&M) Budget and the Sel f-
Insurance Fund Budget are being submitted for review at the May 28, 1987 Board
Meeting, and are scheduled for approval at the June 4, 1987 Board Meeting.
BACKGROUND: The 1987-1988 O&M Budget expenses total $19,817,842 which exceed the
1986-1987 budgeted expenses of $19,258,942 by $558,900, or 2.9 percent, and are
higher than the 1986-1987 projected actual expenses of $18,379,382 by $1,438,460
or 7.8 percent. Expl anati ons of depa rtmental expense increases, or decreases,
between 1987-1988 budgeted expenses and 1986-1987 proj ected actual expenses are
provided following each departmental expense summary within the attached budget
document.
The 1987-1988 O&M Budget revenues of $19,716,035 are composed of Sewer Service
Charge revenues of $14,553,335, City of Concord service charge revenues of
$3,650,000, and other revenues of $1,512,700. The budgeted revenues exceed
1986-1987 projected actual revenues of $18,990,582 by $725,453, or 3.8 percent.
The budgeted Sewer Service Charge revenues are based on the present annual rate of
$116, and projected increases in residential connections and increased usage
volumes for commercial and industrial users during 1987-1988.
In order to be in conformance with Revenue Program Amendments requi red by the
State Water Resources Control Board as a condition of obtaining the Stage 5B
construction grant, revisions to the Sewer Service Charge rates of certain
nonresidential users are necessary. A description of the Revenue Program
Amendment and the rate revisions is provided in Attachments IV and V.
A summary of actual, projected actual and budgeted expenses, revenues, and
reserves for the six fiscal years 1982-1983 through 1987-1988 is shown on
Attachment I, with a presentati on of the rel ated Sewer Serv ice Charge rate and
Sewer Service Charge equivalent units for each fiscal year. Attachment II is a
graph which shows the major expense categories of labor, chemicals and util ities
in relation to total budgeted expenses for each of the six fiscal years.
District labor charges budgeted to be expended on capital projects and
capitalized during the 1987-1988 fiscal year are summarized on Attachment III.
INITIATING DEPT./DIV.
C~....6'J .
1302A.9/85 WN F
REVIEWED AND RECOMMENDED FOR BOARD ACTION
SUBJECT
RECEIVE THE 1987-1988 OPERATIONS AND MAINTENANCE BUDGET
AND THE SELF-INSURANCE FUND BUDGET FOR REVIEW
POSITION PAPER
PAGE 2 OF 9
DATE
May 22. 1987
Any adjustments to the 1987-1988 O&M Budget which may be determined at the May 28,
1987 Board Meeting will be incorporated in the budget to be submitted for approval
at the June 4, 1987 Board Meeting, at which the following actions are scheduled:
o Conduct a publ ic hearing for the establishment of the 1987-1988
Sewer Service Charge rate.
o Establish the 1987-1988 Sewer Service Charge rate.
o Conduct a publ ic hearing for the collection of the 1987-1988 Sewer
Service Charges on the County tax rolls.
o Approve the 1987-1988 O&M Budget, incorporati ng the establi shed
Sewer Service Charge rate.
At the May 7, 1987 Board Meeting, a five-year financial projection of the
Sel f-Insurance Fund revenues, expenses, and reserves was reviewed. The Board
approved a $500,000 sel f-insurance expense charge in the 1987-1988 fiscal year
against the O&M Budget. The Self-Insurance Fund Budget for 1987-1988 is presented
on Attachment VI; the 1987-1988 budget is incorporated in the five-year projection
shown on Attachment VII.
RECOMMENDATION: Review the 1987-1988 O&M Budget and Sel f-Insurance Fund Budget
and provide District staff with comments and guidance in preparing the budgets for
approval, and consider establ ishment of the 1987-1988 Sewer Service Charge rate
and the level of O&M and Self-Insurance Fund reserves to be maintained.
-..------..
1302B-9/85
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ATTACHMENT II
CENTRAL CONTRA COSTA SANITARY DISTRICT
OPERATIONS & MAINTENANCE EXPENSES
SIX FISCAL YEARS ENDING JUNE 30
,1982-1983 1983-1984i 1984 - 1985 1985 - 1986 1986 - 1987 1987 - 1988
ACTUAL ACTUAL ACTUAL ACTUAL PROJECTED BUDGET
ACTUAL
ATTAa-tMENT III
CENTRAL CONTRA COSTA SANITARY DISTRICT
1987-1988 OPERATIONS AND MAINTENANCE BUDGET
CAPITALIZED SALARIES AND WAGES
Department/Division
Amount
Budgeted Salaries and WaQes Capitalized to
Treatment Collection General
Plant System Improvement
Construction Division
Planning Division
Engineering Division
$414,853
221,455
431 , 184
162,000
76,475
182,293
250,853
144,980
218,853
2,000
30,038
Engineering Department Total
1,067,492
420,768
614,686
32,038
Collection Syst.
Operations Department Total
125 ,000
125 ,000
Plant Operations
Departllent Total
152,996
132,996
12,000
8,000
District Totals - Salaries
and Wages Capitalized
1,345,488
553,764
751,686
40,038
Capitalized Employee Benefits 578,022
Capitalized Administrative
Overhead 413,738
Printing Charge-outs 20,664
Total Contra Accounts
Per 1987-1988 O&M
Budget $2,357,912
PP2/Sal/Wag Cap 1
ATTACHMENT IV
CENTRAL CONTRA COSTA SANITARY DISTRICT
1986 REVENUE PROORAM AfJENDMENT
The State Water Resources Control Board (SWRCB) and the Environmental
Protection Agency (EPA) placed conditions on the Stage 5B construction
grant to ensure that the sewer use charge is equitabl e for all users and
that adequate funds would be available to operate and maintain the
District's facilities. Pursuant to this requirement, in May 1986, the
District and the City of Concord submitted Revenue Program Amendments to
the SWRCB which revised the current user charge system. These programs
were approved on July 31, 1986. The SWRCB approval stipulated that the
user charge system recommended in the Revenue Program Amendments be
implemented upon completion of the Stage 5B project.
The revised sewer use charge updates the existing system, which was based
on the 1976 revenue program. The revised system reflects current methods
of operati on, costs, operati ng experi ence, and pl ant 1 oadi ngs. It is
based on the Di stri ct' s current cost for treati ng unit quantiti es of
flow, biochemical oxygen demand (BOD), and total suspended solids (TSS).
Current user wastewater characteri stics (flow, BOD, and TSS) were based
on actual data where avail abl e (industries, Naval Weapons Station, City
of Concord, etc.) and SWRCB standard strength characteristics when actual
data were not avail abl e for different user cl asses. Unit costs for each
user class were determined by multiplying the cost of treatment by the
BOD and TSS for the cl ass of user.
Impl ementati on of the amended revenue program w 111 mean carta in user
rates will be impacted more than others (see Attachment V). This
attachment shows that the 1 argest rate impact w 111 be on supermarkets
with disposals (84.4 percent increase) and mortuaries 020.2 percent
increase) .
The reason for the adj ustment in rates for these users (and to other
users to a lesser degree) is because the 1976 rate study had a lower
portion of the treatment cost allocated to BOD and TSS and the 1976 study
assumed that wastewater strengths (BOD and TSS) for supermarkets with
garbage disposals and mortuaries were about one-half the standard
strengths determined by the revenue program.
Since the adjusted rates for supermarkets with disposals and mortuaries
will be substantially higher than current rates, Attachment V also shows
a staff proposal for Board consideration which would increase the rates
for the above users by one-hal f the rates determined by the revenue
program. The revenue shown for this proposal is used in the 1987-88
Operation and Maintenance budget and represents only a $12,415 reduction
in total revenue from that which woul d be coll ected if the full revenue
program rates were adopted thi s year.
If the Board adopts the phased approach, staff would sample the
wastewater discharge from the above two user cl asses to confi rm actual
strengths. The rates would be adjusted for fiscal year 1988-89 according
to the wastewater strengths determined. The Board will consider adoption
of the revenue pr9gram at its June 4, 1987, meeti ng.
BLB : bc
5/21/87
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ATTAa-tMENT V I
CEN1RAL CONTRA COSTA SANITARY DISlRICT
SElF- INSURANCE FUND BUDGET
FISCAl YEAR 1987-1988
Variance
Proj ected $ %
Budget Actual Increase Increase
1987-1988 1986-1987 <Decrease> <Decrease>
Revenues:
Self-Insurance Expense
Charge Against O&M Fund $500,000 567,000 <67,000> 11.8
Ad Valorem Taxes 1,000,000 <1,000,000> <100.0>
Interest Income 268,000 190,000 78,000 41.1
Total Revenues 768,000 1,757,000 <989,000> <56.3 >
Expenses:
Cl aims Adj usti ng 10,000 10,500 <500> <4.8>
Insurance Consulting Fees 3,000 2,000 1,000 50.0
Paid Losses 31,000 28,500 2,500 8.8
Legal Services 176,000 102,000 74,000 72.5
Commerci al Insurance Expense 6,000 6,000
Technical Services 60,000 15,000 45,000 300.0
Total Expenses 286,000 164,000 122,000 74.4
Revenues Over Expenses $482,000 1,593 ,000 <1,111,000> <69.7>
Reserves:
Beginning Balance
$3,593,000
Revenues Over Expenses
482,000
1,593,000
Transfers From Running
Expense
2,000,000
Ending Balance
$4,075,000
3,593 ,000
SSSlPos. Paper#2/S-r Fund Bud
ATTACHMENT VII
CENTRAl. CONTRA COSTA SANITARY DISTRICT
SELF-INSURANCE FUND FINANCIAL PROJECTION
Five Years Ending June 30, 1991
1986-1987 1987-1988 1988-1989 1989-1990 1990-1991
Revenues
Self-Insurance Expense
Charged Against O&M
Fund $ 567,000 500,000 500,000 500,000 500,000
Ad Valorem Tax Revenue 1,000,000
Interest Income 190,000 268,000 259,000 292,000 330,000
T ota 1 Revenues 1,757,000 768,000 759,000 792,000 830,000
EXDenses
Cl aims Adj usti ng 10,500 10,000 10,000 10,000 10,000
Insurance Consulting Fees 2,000 3,000 3,000 3,000 3,000
Paid Losses 28,500 31,000 35,000 40,000 45,000
Legal Services 102,000 176,000 150,000 100,000 100,000
Commercial Insurance
Expense 6,000 6,000 12,000 9,000 9,000
Technical Services 15,000 60,000 63,000 10,000 12,000
Total Expenses 164,000 286,000 273,000 172,000 179,000
Revenues Over
Expenses $1,593,000 482,000 486,000 620,000 651,000
Reserves
Beginning Balance 3,593,000 4,075,000 4,561,000 5,181,000
Revenues Over
Expenses $1,593,000 482,000 486 ,000 620,000 651,000
Transfer from
Running Expense 2,000,000
Ending Balance $3,593,000 4,075,000 4,561,000 5,181,000 5,832,000
"'
SSS/Pos. Paper #2/ Sel f Ins Fnd
.
Centr"
Contra Costa Sanitar District
.
BOARD OF DIRECTORS
PAGE 1
OF
POSITION
PAPER
BOARD MEETING OF
May 28, 1987
NO.
VIII. BUDGET AND FINANCE 2
SUBJECT
APPROVE THE FISCAL YEAR 1987-88 CAPITAL IMPROVEMENT
BUDGET FOR INQUSION IN THE 1987-88 DISTRICT BUDGET
AND APPROVE THE 1987 TEN-YEAR CAPITAL IMPROVEtENT
PlAN
DATE
May 20, 1987
TYPE OF ACTION
APPROVE CAPITAL
IMPROVEMENT BUDGET
AND Pl AN
SYS~'tl~'W ~'iyamoto-Mil1 s,
Associate Engineer
INITIATING DEPT./DIV.
Engineering/Planning
ISSUE: Approval of the District's Fiscal Year 1987-88 Capital Improvement Budget
and 1987 Ten-Year Capital Improvement Plan is requested.
BACKGROUND: The Capital Improvement Budget and Capital Improvement P1 an were
submitted to the Board of Directors for review on May 19, 1987. The Board's
Capital Projects Committee reviewed the Capital Improvement Budget and Capital
Improvement Plan with District staff prior to submission of the documents to the
full Board.
Approval of the Fi sca1 Year 1987-88 Capital Improvement Budget will authorize
staff to schedule it for adoption on June 18, 1987, along with the 1987-88
Personnel, Operations and Maintenance, and Equipment Budgets.
Approval of the Capital Improvement P1 an w ill authorize staff to use the P1 an's
project priorities and cash flow assumptions in the capital fee system analysis
which is scheduled for summer/fall 1987.
RECOMMENDATION: Approve the Fiscal Year 1987-88 Capital Improvement Budget for
inclusion in the 1987-88 District Budget to be adopted on June 18, 1987, and
approve the 1987 Ten-Year Capital Improvement Plan for use in capital fee system
analysis.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
2,
j NI--