HomeMy WebLinkAboutBUDGET & FINANCE AGENDA 04-13-09~l Central Contra Costa Sanitary District
BUDGET AND FINANCE COMMITTEE
Chair Lucey
Member Nejedly
Monday, April 13, 2009
3:00 p.m.
Executive Conference Room
5019 Imhoff Place
Martinez, California
INFORMATION FOR THE PUBLIC
ADDRESSING THE COMMITTEE ON AN ITEM ON THE AGENDA
Anyone wishing to address the Committee on an item listed on the agenda will be heard when the
Committee Chair calls for comments from the audience. The Chair may specify the number of minutes
each person will be permitted to speak based on the number of persons wishing to speak and the time
available. After the public has commented, the item is closed to further public comment and brought to the
Committee for discussion. There is no further comment permitted from the audience unless invited by the
Committee.
ADDRESSING THE COMMITTEE ON AN ITEM NOT ON THE AGENDA
In accordance with state law, the Committee is prohibited from discussing items not calendared on the
agenda. You may address the Committee on any items not listed on the agenda, and which are within their
jurisdiction, under PUBLIC COMMENTS. Matters brought up which are not on the agenda may be
referred to staff for action or calendared on a future agenda.
AGENDA REPORTS
Supporting materials on Committee agenda items are available for public review at the Reception, 5019
Imhoff Place, Martinez. Reports or information relating to agenda items distributed within 72 hours of the
meeting to a majority of the Committee are also available for public inspection at the Reception. During
the meeting, information and supporting materials are available in the Conference Room.
AMERICANS WITH DISABILITIES ACT
In accordance with the Americans With Disabilities Act and California Law, it is the policy of the Central
Contra Costa Sanitary District to offer its public meetings in a manner that is readily accessible to
everyone, including those with disabilities. If you are disabled and require special accommodations to
participate, please contact the Secretary of the District at least 48 hours in advance of the meeting at (925)
229-7303.
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Recycled Paper
Budget and Finance Committee
April 13, 2009
Page 2
1. CALL MEETING TO ORDER
2. PUBLIC COMMENTS
3. OLD BUSINESS
*a. Five Outstanding Questions
4. CLAIMS MANAGEMENT
*a. Review Outstanding Claims
5. REPORTS/ANNOUNCEMENTS
*a. CCCERA's review of becoming a special district.
6. REVIEW PROPOSED 2009-10 INCREASE FOR CAPACITY FEES AND
REVISION OF ENVIRONMENTAL AND DEVELOPMENT-RELATED RATES
AND CHARGES (Items 4.a. and 4.b. in Board Binder)
7. REVIEW EXPENDITURES (Item 3.a. in Board Binder)
8. REVIEW POSITION PAPER ON FINANCIAL STATUS AND BUDGET OF THE
SELF-INSURANCE FUND (Item 3.g. in Board Binder)
9. ADJOURNMENT
* Attachment
3. ~..
Central Contra Costa Sanitary District
April 10, 2009
TO: BOARD BUDGET AND FINANCE COMMITTEE
FROM: RANDALL MUSGRAVES ~IM
DEBBIE RATCLIFF
SUBJECT: March 30, 2009 Finance Committee Meeting
There were five outstanding questions from the last Board Budget and Finance
Committee meeting which required additional staff research. The questions and
answers are provided below:
1. 174811 Du-All Safety -Why do we use an outside safety service to
provide training as opposed to using staff?
Safety training is provided by both consultants and safety staff. Consultants are
used to augment work load and in areas requiring special knowledge. Attached
is a listing of in-house training performed by safety staff and outside trainers.
2. Is there a dollar limit for retiree health insurance premium reimbursement
when they live outside the service area?
Yes, retirees that live outside the service area receive reimbursements that are
limited to the amount normally paid for Kaiser coverage.
3. 174923 Trucker Huss -What was this bill for and who did the legal work?
A Cafeteria Plan question arose at negotiations regarding the legality of returning
after tax dollars from the Cafeteria Plan to the employee at calendar year end if
the benefit purchased for the year did not use all the funds set aside. Trucker
Huss was asked to research the issue. Elizabeth Lowe, a Senior Attorney did the
majority of the work at $375 per hour. Julie Burbank, one of the partners,
reviewed her work at $575 per hour. Staff asked that they reduce the invoice
amount, and Julie indicated that she would credit an hour of Ms. Lowe's time
back to the District.
4. 174779 TeamTalk Network- The Committee asked for more information
regarding the location and ownership of the 94 emergency radios.
The cost reported on the Expense Report is the monthly service fee for the
radios. There is a $20 per radio and base station fee to allow communication at
the District as well as with the County Public Works and County Emergency
Operations Center (EOC) in an emergency. This is a component of the District's
emergency response program and integration with the County. Please see the
attached memo for more information about the radios.
5. 31768 Pacific Lock and Door -Provide information regarding the $28,000
invoice for security upgrades.
Staff reviewed and analyzed a number of potential security enhancements but
identified rekeying the Treatment Plant as the one project that could mitigate the
District's major security threats in the most cost-effective manner and with the
least imposition on day-to-day operations.
The goals of this project included reintroduction of a master key system for the
treatment plant and campus, implementation of a formal tracking system for keys
issued to employees, and development of standard key and lock hardware. This
last goal required the repair of many broken locks throughout the campus and
replacement of a number of non-standard locksets that had been installed over
the last decade.
The following chart summarizes the invoices received, payments made and
allocations to particular projects.
Invoice Amount Allocation Status Description
TP $3,016.88 Paid Locksets and keys for
60134 $5,424.23 HOB $2,407.35 Ck# 31653 treatment plant buildings
Paid Padlocks for perimeter
60135 $1,569.63 TP Ck# 31653 gates
Paid Re-keying substations and
60142 $1,980.00 TP Ck #31768 process buildings
Repair, replace broken or
Paid frozen locksets at
60143 $1,200.17 TP Ck #31768 substations and process
buildings.
Russwin Corbin order for
462.72
HOB $13 Paid replacement locksets,
60144 $23,074.72 ,
07
612
POD $9 Ck #31768 lever sets and ADA
.
, equipment for POD and
HOB.
Time and materials -
60145 $245.77 TP Paid
Ck #31768 replace cylinders on
double sided locks,
Paid Replacing lock chassis on
60154 $2,093.84 TP Ck #31768 mortise locks (SCB, Nax,
other sites)
The following is the project staging and schedule for implementing the key security
project.
4737 Imhoff Place (Bays)
Stage 1 -Completed Locations: 4797 Imhoff Place (HHW)
MCC 81
Stage 2 - Completed Locations:
Substations 16, 17, 32, 33, 34, 73, 81, 82
UV Building
Filter Plant
Emergency Switchgear Building
Chem Feed Building
SO2 Building
Stage 3 -Completed Locations:
Nax Plant
Dechlorination Shack
Solids Conditioning Building
Standby Potiver Bzilding
Pa~mp & Blower Building/Air- Filtering Area
MRC
Stage 4 -Completed Locations: Woodshop
Garden Shop
Stage 5 -Completed Locations Warehouse, Mechanical Mtc. Building
Stage 6 Locations: Plant Operations Building, Machine Shop
Stage 7 Locations: HOB and all ADA Corrections
~~ Stage 8 Locations: Perimeter Gates
~i
In-house Training
Accident Investigation
Asbestos Awareness
Emergency Action Plan
First Aid /CPR / AED
Driver Safety
Ergonomic Awareness
Fall Protection
Fire Prevention
Hazard Communication
Lead Awareness
Ladder Safety /Scaffolding
Lockout Tag-out
Personal Protective Equipment
Tool Safety
Respiratory Protection /Fit Testing
Hot Work Permits
Lab Safety
Welding /Cutting /Brazing
DOT Driving Proficiency (CSO)
Workplace Violence
Heat Illness
Safety Training
Outside Trainers
Bloodborne Pathogens /Infection Control
Trench & Shoring Safety
Emergency Operations Plan
Confined Space Rescue
Commentary Driving
Electrical Safety
Cranes & Hoists
Forklift Training
HAZWOPER
Traffic Safety /Flagging
Hearing Protection /Conservation
~~
Central Contra Costa Sanitary C~istric
April 9. 2009
TO: Randy Musgraves, Director of Administration
FROM: Shari Deutsch, Safety & Risk Management Administrator
SUBJECT: Emergency Radio Distribution and Usage
The District has purchased emergency radios from Fisher Systems. Fisher was chosen
because the County's Public Works Department uses these same radios for
emergencies. This will allow the District to have full communication interoperability with
Public Works in case of emergency.
The District has three types of radios; handheld, mobile, and base stations. Handheld
radios can be distributed to emergency responders and carried on a belt clip. Mobile
radios are permanently installed in vehicles. Base stations are heavier units that are
hard-wired to antennas on the building in which they are used.
All District emergency radios have been programmed with the Public Works All Call
channel, their emergency communications channel, and aDistrict-wide channel. The
All Call channel is a one-way broadcast from the County regarding emergency
information and situations. Their emergency communications channel is used for two-
way communication during emergencies. Central San's District channel will provide
information to everyone with a District radio. The remaining two channels have been
programmed for specific groups within the District and vary among them.
The following table summarizes this information.
Group T e Location Pro rammed Channels
CSO 25 handhelds CSO facility CSO Channel
1 Base Station Dispatch Area Pump Stations Channel
24 mobile radios Designated vehicles Mobiles have Supervisors
Channel
Pump Stations 10 handhelds Annex Pump Stations Channel
POD Channel
POD 15 handhelds POD Admin Area POD Channel,
Pum Stations Channel
ENG 15 handhelds HOB and Damage All have Engineering Channel
Assessment Team '/z have CSO channel, other'/z
muster locations have POD channel
EOC 4 Base Stations MPR CSO Channel, POD Channel
These radios are not intended for regular use. Handheld and base station radios are
stored in chargers ready for use in an emergency. Mobile radios are always charging
when the vehicle engines are running.
All recipients have received training in radio use from our service provider. In order to
maintain proficiency, CSO has elected to use their mobile radios one day per month in
lieu of their regular equipment. Other work groups have been encouraged to maintain
familiarity with the radios and staff has included radio quick reference cards in the EOC
which will be given to all base station and handheld radio users at the time radios are
distributed.
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5.a
CONTRA COSTA COUNTY EMPLOYEES' RETIREMENT ASSOCIATION (CCCERA)
April 10, 2009
On April 8, 2009 the Contra Costa County Employees' Association (CCCERA) Board of
Directors reviewed a recommendation from staff to amend AB 1034 to include CCCERA
allowing them to become a special district. CCCERA Board directed staff to work with
Counsel to include CCCERA as part of current legislation A.B. 1034 introduced by
Marin County (previously done by Orange County ERS and San Bernardino ERA) that
would allow, with Board of Retirement adoption, independent district status. Currently,
the governing body of CCCERA is the Retirement Board, but the employee's are County
employees. This bill would also allow senior management staff to be employees of the
retirement system and not the county.
The reasons provided by staff for considering such a move are:
1) Board of Retirement
Independent district status implements the constitutional mandate that the Board of
Retirement has sole and complete governance of the retirement system. The Board of
Retirement will be assured of a full supervisory control over administration of the
system.
2) Budget Considerations and Financial Planning
CCCERA's budget and operating expenses are not part of the County General Fund.
Our annual budget is set by separate statute. CCCERA funding is not subject to the
ebb and flow of state or local tax revenues. CCCERA invests employee and employer
contributions based on independent Board action and statute, managed by expert
professionals dedicated to the retirement fund only. Reserve accounts, banking, and
expense control are handled solely by CCCERA. Audits are performed on CCCERA's
financial records and practices with no County overlap. Actuarial functions serve
CCCERA specifically.
3) System Business
Major decisions (for example, the pension administration system, asset management,
investment acquisitions and liquidation) are implemented exclusively by CCCERA.
CCCERA contracts directly without County assistance for building management,
computer hardware and software, fiduciary and liability insurance, disaster recovery
systems, archival file retention, office infrastructure, legal services, investment
consultants, auditors, and actuaries. On the other hand, CCCERA uses County
systems and inter-agency agreements for some IT support, telephone systems, and
certain Human Resources tasks. These functions would need to continue, on a
contractual basis with Contra Costa County.
4) Human Resources
The Board of Retirement would be established more formally as the employer of
retirement staff. Recruitment, position development and salary ranges can be
modernized rather than going through the protracted process with the County (which
takes anywhere from weeks to months). Terms and conditions of employment, merit
based compensation and performance incentives can be developed specifically for
CCCERA. Fluctuations in staffing needs could be addressed immediately. This may
require negotiation of separate MOU for CCCERA employees.
5) Staff Benefit Structure
CCCERA has the ability to fund OPEB obligations for its employees. At the
establishment of the district, the retirement benefit structure for CCCERA's affected
employees would remain the same, but could be modified as the Board directed, in
accordance to 1937 Act law. Health and welfare options for employees can be
contracted with the County, or separately negotiated, whichever is more prudent.
Management incentives, i.e., administrative leave time, etc. can remain the same, or
change, to attract highly qualified personnel. Employee subvention rates can be set by
Board decision.
This pending legislation would provide CCCERA with the statutory basis for separation
from Contra Costa County as an independent special district.
Staff thought the Committee and Board would be interested in this matter. Staff will
continue to follow and report on the progress of the bill and CCCERA's decision to
become a special district, if the bill is passed.