HomeMy WebLinkAboutAGENDA BACKUP 03-17-83
San
BOARD OF DIRECTORS
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
NO. m.
2 3/17/83
DATE
March 8, 1983
TYPE OF ACT ION
RECEIVE ANNUAL REPORT
SUBJECT
RECEIVE DEFERRED COMPENSATION PLAN ADVISORY
COMMITTEE ANNUAL REPORT
Walter N. Funasaki
INITIATING DEPT./DIV.
Administrative/Accountin
SUBMITTED BY
ISSUE: The District's Deferred Compensation Plan Advisory Committee
(Committee) has prepared its annual report to District management
and the Board of Directors.
BACKGROUND: The Board of Directors approved the establishment of the
Committee in January 1982, and after selection of Committee members
in February, the Committee formed in March 1982. The scope of
activities of the Committee includes the submission of an annual
report to District management and the Board of Directors. The initial
annual report of the Committee for the March 1982 to March 1983
period is submitted herewith.
RECOMMENDATION: Receive and consider the annual report of the
Defe rred Compensat ion Plan Adv i sory Comm i. t tee.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
WNF
PM
/
----"~_.._-_.,_."._-_.__._._._-_..._-_._.~--
March 9, 1983
DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE ANNUAL REPORT
Introduction
The Deferred Compensation Plan Advisory Committee (Committee) was
established by the Board of Directors on January 14, 1982, to facilitate the internal
administration of the District's Deferred Compensation Plan (Plan). Committee
members were selected during February and the Committee began operations in
March 1982. .
The scope of the Committee's activities are:
o Establish internal District administrative procedures within the provisions of
the Deferred Compensation Plan document.
o Educate participants regarding the Plan provisions by issuing a handbook which
summarizes the Deferred Compensation Plan, and responding to queries from
participants.
o Review accountability by the Plan Administrator, Hartford Variable Annuities
Life Insurance Company (Hartford), and respond to participants' queries
regarding accuracy or propriety of account balances.
o Review participants' requests for emergency withdrawal of funds.
o Review investment performance of the Deferred Compensation Plan on an
annual basis.
Commi ttee Accomplishments
The following activities were completed by the Deferred Compensation Plan
Advisory Committee since March 1982:
o Internal District administrative procedures - The internal administrative
procedures for the District's Deferred Compensation Plan were developed by
the Committee and adopted by the Board of Directors on October 21, 1982.
o Education of participants - An employee handbook summarizing the Deferred
Compensation Plan provisions has been prepared and will be distributed in
Apr i 1 1983.
General queries from participants regarding the Plan were responded to by
Committee members.
o Review accountability by the Plan Administrator - A review of 25
participants' accounts was performed by the Hartford Internal Audit Depart-
ment from inception of the accounts through June 30, 1982, at the
Committee's request. No discrepancies were reported.
Queries from participants regarding account accuracy and propriety were
responded to by Committee members, or referred to Hartford for disposition.
A summary of referrals to Hartford which describes their nature and
disposition is presented on Attachment I.
o Review Requests for Emergency Withdrawals - Two emergency withdrawals
requests were reviewed by the Committee. Both requests were denied because
the financial emergency for which funds were required did not satisfy the
criteria established in the Plan and Internal Revenue Service regulations. A
third withdrawal request is presently under review.
o Review investment performance of the Plan - A summary which presents the
investment performance of the Plan is provided as Attachment II.
Current Committee Activities
The Committee is currently involved in the following major activities:
o The Internal Revenue Service issued final regulations for Deferred Compensa-
tion Plans in September 1982. Hartford has identified Plan provisions which
should be revised to conform to IRS requirements and has developed proposed
wording for the Plan revisions. The principal provisions which will require
revision are the following: The IRS now requires deferred compensation
benefits to commence in the year a participant reaches age 70!, instead of
age 75; and the method of calculating the maximum amount that may be
deferred during the last three taxable calendar years prior to a participant's
retirement has been changed. The Committee is reviewing the IRS require-
ments and the proposed changes recommended by Hartford, and it will prepare
a report of its recommendation to District management and for Board
adoption.
o Hartford has proposed that the District consider converting the present
contract to a contract which is used by Hartford for its new clients. The
proposed new contract offers a new account option in addition to the three
existing accounts, but changes the fee structure and rates assessed by
Hartford. The Committee will review the proposed new contract and prepare
its recommendation to District management and the Board of Directors.
Conclusion
During the period, March 1982 through March 1983, the Committee has accomp-
lished all of the responsibilities included within its scope of activities. This has been
achieved through the conscientious efforts of the present Committee members.
Committee members and their terms of office are shown in the Plan handbook.
The performance of Hartford and its agent, Dean Witter Reynolds, in
administering the Plan during this period is considered to be satisfactory.
The Plan's investment performance since inception of the Plan has been spotty,
but during the calendar years ended December 31, 1981 and December 31, 1982, has
exceeded the general securities market, as measured by the Dow Jones indexes.
Fixed interest account rat:leha e generally reflected the prevailing short-term
interest rates. ~ d .
::;,~ ~_~-..A./
Walter N. Funasaki
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District
BOARD OF DIRECTORS
NO.
1
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
March 8, 1983
SUBJECT TYPE OF ACTION
AUTHORIZATION TO AWARD CONTRACT FOR Award of Contract
JANITORIAL SERVICES
SUBMITTED BY INITIATING DEPT./DIV.
K. F. Lavert Purchasin & Materials Officer
ISSUE: The District requires janitorial services for the Headquarter Office Building (HOB), West
Wing (TPO administration area), and three trailers. Purchasing has complied with the formal bid
request procedures for these services, and we recommend that the Board authorize contract
award.
BACKGROUND: Janitorial Service was a known service that would be needed upon occupancy of
the HOB. However, the staff decided to delay the formal bid request issuance and issue an
interim weekly janitorial agreement. This delay allowed the staff to document the actual
janitorial services that are needed and any subsequent problems that occurred with this interim
service. After review of the documentation, we incorporated the necessary service requirements
and the solutions to the operational problems into the formal bid request.
The formal bid request was publicly advertised and bid opening took place on March 3, 1983. We
received 5 bids. All bidders were completely responsive as shown in the attached tabulation of
bids. All bidders submitted fixed monthly prices for routine services and fixed unit prices for the
special cleaning requirements. A summary of bids is shown below:
Walnut Stay-
Creek Jan. Welcome Trianqle Brekke Kinq
Schedule I, II & III
Total Monthly Cost: $ 2,190.00 $ 2,770.00 $ 1,918.29 $ 2,178.75 $ 2,425.00
Annual Cost (12 Mos.): $26,280.00 $33,240.00 $23,019.48 $26,145.00 $29,100.00
Special cleaning
per year: $ 3,446.00 $ 8,548.00 $ 6,325.00 $ 4,945.00 $ 2,710.00
Evaluated 12 month
Total: $29,726.00 $41,788.00 $29,344.48 $31,090.00 $31,810.00
The lowest responsible bidder is Triangle Cleaning with an evaluated 12 month cost of
$29,344.48. It is planned to let the original contract until 7/84, then at our option extend the
contract as \'Jarranted.
Janitorial service costs are included in the Administrative O&M Budget expense, therefore, we
are not requesting additional funds from the Board.
RECOMMENDA TlON: Authorize award of a contract to Triangle Cleaning on a fixed monthly
and fixed unit price bases for janitorial services.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
KFL
PM
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<C<SD
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
N~ IV. Consent Cal.
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
SUBJECT
DATE
March 10, 1983
TYPE OF ACTION
QUITCLAIM EASEMENT, JOB 3258, PARCEL 9, DANVILLE AREA
QUITCLAIM EASEMENT
SUBMITTED BY
Denn i s Ha II
INITIATING DEPT./DIV.
Construction and Services Division
ISSUE: The existing sewer easement must be quitclaimed and a replacement easement
created.
BACKGROUND: During a survey check of a recently installed sewer, a portion of
said sewer was found to be outside of the existing easement. The job engineer
has been notified of the error. The owner of the property will dedicate a
replacement easement to the District when a parcel map for a proposed minor
subdivision is filed. The Quitclaim will be recorded concurrently with the
creation of the new easement.
RECOMMENDATION: Approve and execute Quitclaim Deed and authorize recording.
REVIEWED AND RECOMMENDED FOR BOARD ACT/ON
JSM
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INITIATING DEPT./DIV.
&it
Dennis Hall
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<CCSD
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. IV. Consent Cal.
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
March 3, 1983
TYPE OF ACTION
QUITCLAIM EASEMENT
SUBJECT
QUITCLAIM EASEMENT - WALNUT CREEK AREA, JOB 1552
Dennis Hall
INITIATING DEPT./DIV.
Construction & Services Division
SUBMITTED BY
ISSUE: Mr. and Mrs. Eugene C. Fletcher, owners of the property which is encumbered
by the subject easement, have requested this District to quitclaim said easement.
BACKGROUND: The subject easement was dedicated for public use on the map of
IISun Valley Estatesll on February 8, 1946. A publ ic sewer was installed in the
easement in 1949. During recent years, sl ides have occurred in and below the
the easement area which have caused damage to the public sewer. In 1982, the
sewer in the easement was abandoned and rerouted to the system in Leland Drive.
The subject easement is no longer required by the District.
The property owner has paid the required processing fee for this quitclaim.
RECOMMENDATION: Approve and execute Quitclaim Deed and authorize its recording.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV;j,J-
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QUITCLAIM EASEMENT
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
N~ IV. Consent Cal.
3 3 17 83
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
March 10,1983
SUBJECT
TYPE OF ACTION
AUTHORIZATION FOR P.A. 83-5 (ALAMO AREA) TO BE INCLUDED
IN A FUTURE FORMAL ANNEXATION TO THE DISTRICT
ACCEPT FOR PROCESSING
Jay S. McCoy
INITIATING DEPT./DIV.
Construction and Services Division
SUBMITTED BY
Parcel
No.
Area
Owner
Address
Parcel No. & Acrea e
Remarks
Lead
A enc
83-5
Alamo
Matthew R. Biggs
898 Forest Lane
Alamo, CA
201-082-01 (.45 Ac.)
Existing house with failing
septic tank must connect to
public sewer. District to
prepare notice of exemption.
CCCSD
RECOMMENDATION: Authorize P.A. 83-5 to be included in a future formal annexation.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
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PROPOSED ANNEXATION
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District
BOARD OF DIRECTORS
NO.. ffi.
1 3/17/83
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
March 8, 1983
SUBJECT
RECEIVE PRESENTATION OF FINANCIAL MANAGEMENT
INFORMATION SYSTEM FEATURES AND CAPABiliTIES
TYPE OF ACTION
RECEIVE INFORMATIONAL
PRESENTATION
Walter N. Funasaki
INITIATING DEPT./DIV.
Administrative/Accounting
SUBMITTED BY
ISSUE: The Board of Directors has requested a general presentation of
tne features and capabilities of the District's Financial Management
Information System (FMIS).
BACKGROUND: The Di str i ct IS FM IS project was authodzed by the. Boa.rd
to convert the present accounting machine - based financial reporting
system to a minicomputer environment in which the timeliness a~d
quality of financial and management information would be significantly
improved.
The initial complement of FMIS hardware has been acquired. Funding
for additional peripheral equipment and a word processing system h~s
been authorized. Software development for the following appl ications
is in progress:
Scheduled
Completion Date
General ledger
Capital Project Cost Accounting
Grant Accounting
Accounts Payable
Pu rchas in9
labor Distribution; Payroll
Job ~/ork Order
Fixed Assets
Accounts Receivable
Inventory Control
Rolling Equipment
4/83
4/83
4(83
4/83
4/83
7/83; 10/83
7/83
7/83
7/83
10/83
10/83
A general description of the FMIS hardware, and the features and
capabilities of the software applications, will be presented by
members of the FMIS Committee.
RECOMMENDATION: Receive presentation of Financial Management In-
formation System features and capabilities.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
7u.:':.o:.
WNF
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15M
ENG.
BOARD OF DIRECTORS
NO. VII. Emp. Training
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
March 15, 1983
SUBJECT AUTHOR I ZE ATTENDANCE OF ONE MA I NTENANCE AND ONE
OPERATIONS REPRESENTATIVE TO ATTEND A CONFERENCE ON THERMAL
CONVERSION OF MUNICIPAL SLUDGE, MARCH 21-25, 1983
TYPE OF ACTION
Training
SUBMITTED BY Wi 11 i am Brennan
INITIATING DEPT./DIV.
Plant Operations Department/Operations
Issue: The Plant Operations Department requests penmission to send two
representatives to an EPA-sponsored, four-day conference in Hartford,
Connecticut, on thenmal conversion of municipal sludge.
Background: The incinerators are scheduled for testing in the fall of
1983 with full operation anticipated to occur in late summer of 1984.
This conference is a forum for the presentation of case histories of
incinerator operation at various treatment plants from the United
States, Japan, and Europe. The last day of the conference includes an
extensive tour of the Hartford Wastewater Treatment Plant. This plant
is rated at 60 MGD and is currently processing 30-to-40 MGD. It has
three ll-hearth incinerators of which two operate at anyone time. This
plant's operation is close to the District's in size.
The conference is free. Expenses, which include transportation, room,
and meals, are approximately $2,000. Board authorization is required
because the conference is out of state. The $2,000 is in the Plant
Operations Department training budget. The practical orientation of
this conference and the accessibility of a large facility as an
infonmation source will assist members of the Plant Operations
Department staff in planning, servicing, and operating our furnace
operation.
Recommendation: Authorize attendance of two members of the Plant
Operations Department staff to attend the conference on thenmal
conversion of municipal sludge in Hartford, Connecticut.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
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