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HomeMy WebLinkAboutAGENDA BACKUP 01-28-82
Central Cont Costa
BOARD OF DIRECTORS
NO. IV. CONSENT CALENDAR
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
SUBJECT
POSITION PAPER
TYPE OF ACTION
SUBMITTED BY
ACCEPT CONTRACT AND GRANT OF EASEMENT FROM THE
UNITED STATES OF AMERICA - WALNUT CREEK AREA - JOB
2695 - Parcel 10
RIGHT OF WAY
Jay S. McCoy
INITIATING DEPT./DIV.
Construction Services Division
ISSUE: The subject easement is one of the three outstanding easements
required before construction can begin on Job 2695.
BACKGROUND: The Board previously executed the subject document on
November 5, 1981. The U.S.A. executed the document on December 24,
1981. It is now necessary for the District to formally accept the
document and authorize its recording.
RECOMMENDAT ION: APPROVAL, accept "Cont ract and Grant of Easement')
and authorize its recording.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INIT TINi$Ji JSM e~LW
District
BOARD OF DIRECTORS
NO. IV. CONSENT CALENDAR
3 1 28 82
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
Janu~ry 2Q, 19B2
TYPE OF ACTION
SUBJECT
ACCEPT EASEMENT AGREEMENT FROM SOUTHERN PAClFLC
TRANSPORTATION CO. FOR SEWER CROSS LNG S.P's. RAILp
ROAD PROPERTY IN SAN RAMON AREA p JOB 3519
RLGHT OP WAY
Jay S. McCoy
INITIATING DEPT./DIV.
Construction Servl.ces Division
SUBMITTED BY
ISSUE: The subject easement is required to provide sanitary sewer
service to Subdivisions 5692 and 5967.
BACKGROUND: The subdivision devetope~ Granada Sales, lnc., has
negotiated with Southern Pacific Transportation Company in acquiring
the subject easement. Granada has paid $1,000,00 for the granting of
the subject easement.
This easement agreement is similar to easements previously
granted this District from Southern Pacific. The terms and conditions
of the agreement are, of course, designed to protect Southern Pacifies'
interests.
RECOMMENDATfON: Approval, execute document in dupli.cate and authorize
recording of said document after Southern Pacific has executed same.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
e~ CLW
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Sanitary
BOARD OF DIRECTORS
NO. V. AamlnlstratlVe
1 1/28/82
OSITIO nAp I VIA: ROGER J. DOLAN
P N r.... ER General Manager-Chief Engineer
SUBJECT
DATE
January 14, 1982
DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE
TYPE OF ACTION
Establish Standing
Committee
SUBMITTED BY
Walter N. Funasaki
INITIATING DEPT./DIV.
Accounting Division
ISSUE: The establishment of a District Deferred Compensation Plan Advisory
Committee would facilitate plan administration.
BACKGROUND: The District established a Deferred Compensation Plan in January 1976
after voluntarily withdrawing from participation in the Federal Social Security
System. The Plan is administered by the District which has the sole authority to
enforce the Plan and is responsible for the operation of the Plan in accordance with
its terms; the District is to determine all questions arising out of the administra-
tion, interpretation and application of the Plan, and such determination shall be
conclusive and binding.
The District appointed the Hartford Variable Annuity Life Insurance Company to
maintain a deferred compensation fund to which deferred compensation payments are
credited for employee participants. A statement of each employee's account which
shows the amount of deferred compensation contribution, account balance, investment
gains or losses and service fees assessed are provided to each participant quarterly.
The establishment of the Deferred Compensation Plan was originally proposed by an
employee committee which, with the assistance of District Counsel, reviewed deferred
compensation plans offered by various providers, recommended the selected plan to the
Board of Directors and prepared a plan document which met the Internal Revenue
Service requirements for tax deferral of contributions to the Plan. The administra-
tion of the Plan in the areas of communicating problems regarding accountability to
Hartford, reviewing employee requests for emergency withdrawal of funds and recom-
mending action for consideration by the Board of Directors has devolved to the
employee committee.
The Deferred Compensation Plan provides a major employee benefit for District
employees and the accumulated fund balance represents a significant monetary value.
The internal administration of the Deferred Compensation Plan would be facilitated by
establishment of a standing advisory committee. The scope of activities and the
composition of the committee are described below:
SCOPE OF ACTIVITIES:
Internal District Administration of Plan
The Deferred Compensation Plan Advisory Committee will establish internal
District administrative procedures within the provisions of the Deferred
Compensation Plan document. The administrative procedures will describe the
routine document processing for enrollment and termination of participants,
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
GEN. MGR'/CHIEF ENG.
the frequency and timing of revisions to account allocations and the require-
ments for withdrawal of funds. All internal administrative procedures
developed by the Advisory Committee will be submitted for approval by the
Board of Directors.
Education
The Advisory Committee will develop a document which summarizes the Dis-
trict's Deferred Compensation Plan for distribution to participants. The
document will be revised as changes to the Plan or administrative procedures
are made.
The Advisory Committee will receive queries from participants regarding the
Plan provisions and administrative procedures and provide response.
Review Accountability By Plan Administrator
The Advisory Committee will receive queries from participants related to
accuracy or propriety of account balances and other information presented on
quarterly statements prepared by Hartford. Such queries will be researched
by review of records maintained within the District and communication with
the Plan Administrator, as required, and response provided to the partici-
pant.
Review Requests For Emergency Withdrawals
Requests for emergency withdrawals of funds from the Deferred Compensation
Plan will be reviewed by the Advisory Committee. The Committee's recommenda-
tion to honor or deny requests will be forwarded to the District Board of
Directors for consideration during the Board's review of the withdrawal
request.
Review Investment Performance
The Advisory Committee will prepare an annual analysis of the investment.
performance of the District Deferred Compensation Plan for the current year
and Plan inception to-date.
Reports To District Management And The Board of Directors
The Advisory Committee will submit an annual report to District management
and the Board of Directors which will include statistical data such as
numbers of participants, average fund balances and 'average net investment
revenue or loss, as well as an evaluation of the performance by the Plan
Administrator and the local broker. The report will also describe activities
of the Advisory Committee and provide recommendations for changes to the Plan
document and admini strati ve procedures for consi derati on by the Board of
Directors.
REVIEWED AND RECOMMENDED FOR SOARD ACTION
INITIATING OEPT./OIV.
GEN. MGR./CHIEF ENG.
The analysis of investment performance for the year and Plan inception to-
date will be included in the annual report.
COMMITTEE MEMBERSHIP
The Deferred Compensation Plan Advisory Committee will operate under the guid-
ance of the District Finance Officer.
One nonmanagement employee will be selected to serve on the Advisory Committee
from the Administrative, Engineering, Collection System Operations and Plant
Operations Departments, respectively.
The District Counsel will provide assistance to the Advisory Committee on legal
issues, and interpretation of Plan provisions.
Members of the present Deferred Compensation Committee, namely, D. Lloyd Smith
and Peter Wiebens, will continue as ex officio members of the Advisory Committee
for a term of one year from the date the Advisory Committee is established. If
any of these employees are selected as a departmental representative, he will
serve for the term established for that representative.
The terms of membership for the representatives of the Administrative, Engineer-
ing, Collection System Operations and Plant Operations Departments will be two
years. However, in order to overl ap the expirati on of members I terms, the
initial membership terms will be as follows: Administrative Department -2 years;
Engi neeri ng Department - 1 year; Co 11 ecti on System Operati ons Department - 2
years; Plant Operations Department - 3 years. The successor representatives to
the initial membership will serve for two year terms thereafter.
In the opinion of District Counsel, recent changes to the federal tax laws will
not have adverse effects on the District's Deferred Compensation Plan.
RECOMMENDATION: Authorize establishment of a Deferred Compensation Plan Advisory
Committee with a scope of activities and membership composition as described in this
Position Paper.
REVIEWED AND RECOMMENDED FOR SOARD ACTION
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. VI.
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
January 21, 1982
SUBJECT
TYPE OF ACT ION
REPORT ON THE STATUS OF THE NEW OFFICE BUILDING
CONSTRUCTION CONTRACT
REPORT
SUBMITTED BY
Jay S. [~cCoy
INITIATING DEPT.!DIV.
Construction and Services
Construction work continues at the District's Treatment Plant on the new
Headquarters Office Building, Board Meeting Room, and the Plant Operations
West Wing areas. The present status of the work is as follows:
West Wing Renovation
Progress in the West Wing has been slower than what was anticipated in the
November 13, 1981 report to the Board. A revised Construction Schedule was
submitted by the Contractor in December, 1981. This schedule showed West Wing
completion by the second week of February, 1982. Current indications are that
this date can be met. However, quarry tile patchup work and lock set
installation work will not be possible by this date because of delivery problems.
Quarry tile installation will be delayed because quarry tiles to match the
existing West Wing tiles have not been available for a few years and the
factory is planning a new production run in late February. Installation
should take place in early March. This work, however, does not delay the
occupancy of the West Wing offices.
Lock set installation will be delayed because the specified manufacturer~tz.
Russwin requires a long lead time between the placement of order and delivery.
Present indications are that the locks will arrive on the job by early April.
Installation of locks should not hold up the occupancy of the West Wing offices
since the use of temporary locks is being planned.
Occupancy of the West Wing offices is, however, dependent on the availability
and installation of the specified carpet for these areas. Conklin Bros. have
recently been awarded the carpeting contract. The present estimate for
installation of carpet tile indicates completion by the end of March, 1982.
Relocation of telephone and other services from the office trailers to the
West Wing offices is also being planned and arranged at the present time.
r~eet i ng Room
Construction work on the Board Meeting Room continues at a good pace. District's
contract with W. A. Thomas Company requires completion of this phase by
March 20, 1982. The revised Construction Schedule submitted by the Contractor
Page 1 of 2
REVIEWED AND RECOMMENDED FOR BOARD ACTION
~~
-2-
in December, 1981 showed completion of this work by the first week
of March, 1982. Actual progress to date indicates that the contract
completion date can be met.
New Office Building
Work on the Office Building has been slow from the very start. This
has been aggravated by delays in delivery of structural steel. District1s
contract with the Contractor requires completion of this phase by
August 17, 1982. In its revised December, 1981 Construction Schedule,
the Contractor indicates completion by the third week in October, 1982.
It is difficult to realistically estimate actual completion at this
time, but once structural steel is delivered and installed, and the
effect of recent weather delays is known, a reasonable projection will
be possible.
The present Construction Schedule (Revised December, 1981, schedule)
indicates delivery of structural steel in the third week of February,
1982. With the exception of some minor site work, work on the Office
Building is at a standstill at the present time awaiting the arrival of
structural steel. The Contractor plans to improve progress considerably
after the installation of structural steel for the Office Building.
The District1s staff continues to furnish all job related information
to the Contractor in a timely manner in accordance with District's
contractual obligations. Contractor's job progress is being closely
monitored and the Board will be kept advised in the coming months.
Contract Statistics:
(as of December 21, 1981)
W. A. Thomas Contract Bid
Approved Change Orders
W. A. Thomas. Contract plus Approved Change Orders
Value of Work Completed
Percentage Work Completed to Date
Total Contract Time
Time Extensions Granted
Elapsed Contract Time
Percentage Elapsed Time to Date
420 Calendar
o Calendar
191 Calendar
$ 4,560,000
$ 9,724
$ 4,569,724
$ 949,766
21%
Days
Days
Days
45%
Costa San
BOARD OF DIRECTORS
NO. VI. Engi neeri ng
2 2
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
Januar 21 1982
SUBJECT
APPROVAL OF AMENDMENT NO. 3 TO THE AGREEMENT WITH TYPE OF ACTION
WASTE AND WATER INTERNATIONAL FOR ADDITIONAL ENGINEER- APPROVAL OF AMENDMENT
ING SERVICES ON THE MARTINEZ PUMP STATION (PROJECT
SUBMITTED BY
Jay S. McCoy
INITIATING DEPT./DIV.
Construction and Services Division
BACKGROUND: During the time Waste and Water International was designing
major modifications to the Martinez Pump Station. District staff com-
pleted an evaluation of the use of sodium hydroxide (NaOH) as a means of
odor control. The estimated cost to construct the NaOH facilities is
$61,000. The projected savings in costs of chemicals is $130,000 for a
one year period. Because of the large potential savings, it is advant-
ageous to modify the existing chemical feed design for Martinez to pro-
vide for use of NaOH. The cost of the additional engineering work has
been negotiated at $11,387.
There are also two existing exterior stairways which must be replaced
for safety considerations. The cost to design the replacement stairs
is $1,798. Both the NaOH and stair design work is beyond the scope of
the original agreement as amended. It is appropriate to modify the
existing agreement with Waste and W~ter International to include this
change in scope.
RECOMMENDATION: Approve Amendment No.3 to the Agreement with Waste
and Water International for additional engineering services on the
Martinez Pumping Station CDSP 34311 and authorize $13,186 as a maximum
not to be exceeded.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INIYATING D#T/.;V.
j I/I~SH
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CLW
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. VII I. Co 1. System
1 1/28/82
I VIA: ROGER J. DOLAN
POSITION PAPER General Manager-Chief Engineer
SUBJECT ADOPT RESOLUTION APPOINTING ROGER DOLAN AS DISTRICT"S
AGENT FOR THE PURPOSE OF OBTAINING CERTAIN FINANCIAL ASSISTANCE
UNDER THE DISASTER REHABILITATION ACT, PUBLIC LAW 288
DATE
January 26,1982
TYPE OF ACTION
Adopt Reso 1 ut ion
SUBMITTED BY
Robert H. Hinkson
INITIATING DEPT./DIV.
Collection System Operations
ISSUE: The Federal Emergency Management Agency requires the appointment of an
agent by the District's Board of Directors to act for the District in matters
pertaining to disaster assistance.
BACKGROUND: Damage to public facilities as a result of the storm of January 4th
through the 9th can qualify for federal disaster funds. This resolution is required
as part of the application procedure.
RECOMMENDATION: Pass resolution appointing Roger Dolan the District's agent for
the purpose of filing applications for Federal disaster funds.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
-
GEN~' /~H:~NG.
,-At".{ ~ r7 A
INIT.tt'TI~1 DEPT./DIV.
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