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HomeMy WebLinkAboutBOARD MINUTES 04-02-09 MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON APRIL 2, 2009 The District Board of the Central Contra Costa Sanitary District convened in a regular meeting at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on Thursday, April 2, 2009. President Pro Tem McGill called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Hockett, Lucey, Menesini, McGill ABSENT: Members: Nejedly 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 Plant Operator I, Michael Allen, newly-hired Plant Operator I, Anthony Fernandez, and newly-hired Staff Engineer, Samantha Engelage. 2. PUBLIC COMMENTS Local One President David Rolley addressed the Board regarding the ongoing labor negotiations with Local One, and requested that the Board not consider adopting a Tier 3 at this time, but wait to see if there is nationalized health care or if the economy improves over the next three years. Member Lucey briefly responded to Mr. Rolley. 3. CONSENT CALENDAR It was moved by Member Hockett and seconded by Member Lucey to adopt the Consent Calendar as recommended. Motion passed by the following vote of the Board: AYES: Members: Hockett, Menesini, Lucey, McGill NOES: Members: None ABSENT: Members: Nejedly a. Approve expenditures dated April 2, 2009. Reviewed by Budget and Finance Committee. Book 58 - Page 211 Board Minutes of April 2, 2009 b. Receive February 2009 Financial Statements. Reviewed by Budget and Finance Committee. c. Approve minutes of March 5, 2009 Board meeting. d. Approve Staffing Plan for Fiscal Year 2009-2010. Approval recommended by Human Resources Committee. e. Authorize hiring of thirty-four students for seasonal employment for Fiscal Year 2009-2010. Approval recommended by Human Resources Committee. f. Accept the contract work for the Lafayette Sewer Renovation (Phase 5), District Project 5977, completed by K.J. Woods Construction, and authorize filing of the Notice of Completion. g. Accept the contract work for the Walnut Creek Sewer Renovations (Phase 6), District Project 5972, completed by McNamara and Smallman, and authorize filing of the Notice of Completion. h. Authorize the General Manager to execute a professional engineering services agreement with V&A Consulting Engineers, Inc., with a cost ceiling of $80,000, for the condition assessment of concrete structures under the Treatment Plant Asset Management Plan (District Project 7269). i. Authorize extension of medical leave of absence without pay for Instrument Technician Kevin Kendall through July 2, 2009. j. Authorize extension of medical leave of absence without pay for Utility Worker Maralee Davi through July 2, 2009. k. Adopt Resolution 2009-014 accepting a grant of easement from Byron E. Allred in the Ulfinian Way neighborhood, Martinez (District Project 5975 – Parcel 3), and authorize staff to record documents with the Contra Costa County Recorder. l. Adopt Resolution 2009-015 accepting a grant of easement from Gonsalves and Santucci, Inc., property owner at 2500 Dean Lesher Drive, Concord (District Project 3656 – Parcel 1), and authorize staff to record documents with the Contra Costa County Recorder. m. Adopt Resolutions 2009-016 and 2009-017 accepting grant of easements (District Project 4985 – Parcels R-24, R-27, R-28) and authorizing execution of quitclaim deeds (District Project 4985 – Parcels 24, 27, 28) to property owners in the Ruth and Harriet Drive neighborhood, Pleasant Hill, and authorize staff to record documents with the Contra Costa County Recorder. Book 58 - Page 212 Board Minutes of April 2, 2009 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 5. REPORTS a. GENERAL MANAGER 1) General Manager James Kelly announced that a memo was provided last week to the Board stating that the Collection System Operations (CSO) update would be included under General Manager Reports for the April 2, 2009 Board Meeting. This item will be presented at the April 16, 2009 Board Meeting in order to provide more thorough information. 2) General Manager James Kelly announced that a sewage overflow occurred on March 5, 2009 at 19 Spring Road in Orinda due to root blockage in the District’s line. Although the home had a functioning backflow prevention device, it did not prevent the sewage from entering the lower level of the home. Collection System Operations (CSO) staff estimated the overflow volume at 600 gallons. Restoration Management was immediately contacted to perform emergency clean up and remediation services, costing approximately $8,500. Vanderbuilt Construction, a contractor used by the District, estimated repairs at $11,233.65. The estimate included replacing insulation, repairing the drywall, and replacing flooring in the hallway and laundry area. The homeowner requested an additional $750 for one month lost rent. The homeowner advised staff that he would prefer to receive a check from the District and hire his own contractor to perform the repairs. A release form will be obtained from the homeowner prior to payment. Total cost of the overflow is approximately $20,000. The reserve on this claim has been modified from $15,000 to $20,000. The General Manager has authority to settle claims up to $25,000, but is to report settlements to the Board exceeding $10,000. This matter has been discussed with the Budget and Finance Committee. 3) General Manager James Kelly announced that a failure of the District’s GroupWise e-mail system occurred the morning of Wednesday, March 18, 2009. The system stopped processing e-mail, internal and external, due to the lack of available disk drive space where the e-mail system database files were stored. The GroupWise database was relocated to the District’s SAN (Storage Attached Network) to provide additional space on the , District’s centralized storage system. As of Monday evening, March 23 2009, all e-mail system problems were resolved and functioning properly. The delay in resolution was due to the lack of vendor support for Book 58 - Page 213 Board Minutes of April 2, 2009 GroupWise. It does appear that some e-mails were never received at the District. The e-mail system appears to be stabilized and plans will continue towards its improvement. Besides upgrading GroupWise software, future plans include the upcoming installation of a high-speed fiber optic internet service that sends alerts when e-mail and voicemail are down. In addition, the development of stronger e-mail retention and archiving policy will be developed through a records retention consultant, and assessment will be made to determine the impact of the District converting to the Microsoft Exchange and Outlook e-mail system within the next two years. 4) General Manager James Kelly announced that the Purchasing Division will competitively bid a Toshiba Uninterruptible Power Supply (UPS) backup system as a replacement for the existing UPS unit at the Headworks which has reached the end of its useful life. The estimated cost is $30,000. This equipment will be funded from the Treatment Plant Equipment Replacement Project, DP 7265. It is anticipated that sealed bids will be opened April 30, 2009 with a position paper to follow requesting Board authorization for the purchase. 5) General Manager James Kelly announced that the draft EIS/EIR for the Los Vaqueros Reservoir Expansion Project is now in its 60-day review period. A series of public hearings are being held to receive input. On Tuesday, March 31, 2009, Director of Engineering Ann Farrell attended the hearing held in Concord and made a statement on behalf of CCCSD. 6) General Manager James Kelly announced that, as of Friday, March 27, 2009, applicants are able to apply and submit employment applications online. An automatic response is sent to the applicant when they submit their application confirming the receipt. The personal profile created by the applicant is saved and can be used to apply for other positions. As of 12 p.m. on March 31, 2009, fifty-seven online applications were submitted. 7) General Manager James Kelly announced that the Regional Board recently proposed a fine in the amount of $489,000 for a 590,000 gallon sewer overflow at Mt. View Sanitary District that occurred in January, 2009. b. COUNSEL FOR THE DISTRICT District Counsel Kent Alm stated that an attorney who formerly represented County Quarry is now employed with the legal firm of Wendel Rosen, which has previously done work for the District. The attorney has asked for a waiver to continue to represent County Quarry regarding a lease renewal. Mr. Alm stated that a waiver is necessary to permit the attorney to represent County Quarry because Wendel Rosen has recently Book 58 - Page 214 Board Minutes of April 2, 2009 represented the District. Member Lucey asked that the matter be scheduled for consideration by the Real Estate Committee. c. SECRETARY OF THE DISTRICT Secretary of the District Elaine Boehme announced that there will be a Board workshop on the Capital Improvement Budget on Thursday, April 9, 2009, at 2 p.m. d. BOARD MEMBERS 1) Board Member reports on future meetings or conferences for which they will receive the stipend or for which the District will pay their expenses; recent meetings for which they received the stipend; and meetings or conferences for which the District paid their expenses. Member Hockett Members Hockett and Lucey reported on the March 23, 2009 Human Resources Committee meeting and summarized the Action Summary. The Board received the report without comments. Member Lucey Member Lucey and President Nejedly reported on the March 30, 2009 Budget and Finance Committee meeting and summarized the Action Summary. The Board received the report without comments. Member McGill Member McGill reported on his attendance at various Contra Costa Council meetings and a local community meeting. 2) BOARD MEMBER REQUESTS a) Discussion of possible deferment of Connection Fee payment until occupancy – President Nejedly. This item was deferred to the next Board meeting due to President Nejedly’s absence. b) Discussion of letter in support of East Bay Municipal Utility District (EBMUD)’s Water Supply Management Program – Member McGill. Member McGill stated that he encourages the Board to approve sending a letter of support for EBMUD’s Water Supply Management Program. Book 58 - Page 215 Board Minutes of April 2, 2009 Member Menesini, Member Lucey and Member Hockett indicated that they require more information before making a decision. They directed staff to invite an EBMUD representative to present more information on this item at the April 16, 2009 Board meeting. 6. ADMINISTRATIVE a. AUTHORIZE THE SECRETARY OF THE DISTRICT TO PROVIDE PUBLIC NOTICE OF PROPOSED SEWER SERVICE CHARGE INCREASE OF UP TO $10 FOR THE 2009-2010 FISCAL YEAR, EFFECTIVE JULY 1, 2009 General Manager James Kelly stated that at the January 9, 2009 financial workshop staff made a preliminary recommendation of a $15 per year sewer service charge increase for two years. At the March 5, 2009 financial workshop update, that recommendation was changed to a one-year increase of up to $10, and to pursue a $30,000,000 bond for capital projects. The required Proposition 218 notice needs to be approved at this meeting in order to meet legal deadlines. With regard to the bond sale, he stated that the market looks good for the District, which has an AAA bond rating. He described other factors to be considered, including the possibility that revenue projections could be overly optimistic; CCCERA costs will be higher than assumed; GASB 45 costs could be higher than assumed; and the state may borrow or take property tax in future years. On the positive side, the District may see lower than assumed operations and maintenance and capital expenses due to deflated pricing and staff cost-cutting efforts. In conclusion, he stated that staff recommends publishing a Proposition 218 notice for an increase of up to $10 in the sewer service charge for 2009-10 and pursue bond funding. Member Lucey stated that he does not support the staff recommendation to increase the sewer service charge of up to $10 and would vote against the Proposition 218 noticing for that reason. It was moved by Member Menesini and seconded by Member Hockett to authorize the Secretary of the District to provide public notice of proposed sewer service charge increase of up to $10 for the 2009-2010 Fiscal Year, effective July 1, 2009. Motion passed by the following vote of the Board: AYES: Members: Hockett, Menesini, McGill NOES: Members: Lucey ABSENT: Members: Nejedly 7. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. Book 58 - Page 216 Board Minutes of April 2, 2009 District Negotiators: Labor Counsel Allison Woodall, Esq.; Director of Administration Randall Musgraves, Human Resources Manager Cathryn Freitas, Secretary of the District Elaine Boehme Employee Organizations: Employees' Association, Public Employees' Union, Local One; CCCSD Management Support/Confidential Group (MS/CG); CCCSD Management Group. This Closed Session was not held. 8. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Board Members requested that staff provide additional information regarding EBMUD's Water Supply Management Program at the next Board meeting. a. Conference with labor negotiators pursuant to Government Code Section 54957.6: 9. CLOSED SESSION 10. REPORT OUT OF CLOSED SESSION 1 None. 11. ADJOURNMENT There being no further business to come before the Board, President Pro Tem McGill adjourned the meeting at 2:31 p.m. C~ Jam A. Nejedly President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: C ~ ~- Elaine R. Boehme Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Book 58 -Page 217