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.
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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.
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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
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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
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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.
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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.
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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
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