Loading...
HomeMy WebLinkAboutBOARD MINUTES 06-21-07 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JUNE 21,2007 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, June 21, 2007. President Nejedly called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Hockett, Lucey, McGill, Nejedly ABSENT: Members: Menesini a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. 2. PUBLIC COMMENTS There were no public comments. 3. CONSENT CALENDAR General Manager James Kelly announced that staff will provide additional information to Member Menesini regarding project closeout position papers which typically appear on the Consent Calendar. If other Board Members would like to receive this information, a meeting will be scheduled when all interested parties can attend. It was moved by Member McGill and seconded by Member Hockett to approve the Consent Calendar with the exception of 3.n., to adopt resolutions, and to authorize recordings. Motion passed by the following vote of the Board: AYES: NOES: ABSENT: Members: Members: Members: Hockett, Lucey, McGill, Nejedly None Menesini a. Approve expenditures dated June 21,2007. Reviewed by Budget and Finance Committee. b. Approve minutes of May 15, 2007 and May 24, 2007 Board Meetings. Book 56 - Page 141 Board Minutes of June 21, 2007 c. Adopt Resolution 2007-079 accepting an offer of dedication from Windemere BLC Land Company, LLC for an easement shown on the recorded final map of Subdivision 7976 in the Dougherty Valley area, accepting public sewer improvements, Job 5495 - Parcel 2, and authorize staff to record documents with the Contra Costa County Recorder. d. Adopt Resolution 2007-080 accepting offers of dedication and Job 5501 public sewer improvements from Arthur Bloedorn for easements shown on the recorded final map of Subdivision 8124 in the City of Lafayette, Job 5501 - Parcels 2 and 3, and authorize staff to record documents with the Contra Costa County Recorder. e. Adopt Resolution 2007-081 accepting an offer of dedication from Windemere BLC Land Company, LLC for an easement shown on the recorded final map of Subdivision 8620 in the Dougherty Valley area, accepting public sewer improvements, Job 5588 - Parcel 2, and authorize staff to record documents with the Contra Costa County Recorder. f. Adopt Resolution 2007-082 accepting an offer of dedication from Windemere BLC Land Company, LLC for an easement shown on the recorded final map of Subdivision 8620 in the Dougherty Valley area, accepting public sewer improvements, Job 5598 - Parcel 1 , and authorize staff to record documents with the Contra Costa County Recorder. g. Adopt Resolution 2007-083 accepting an offer of dedication from Windemere BLC Land Company, LLC for an easement shown on the recorded final map of Subdivision 8620 in the Dougherty Valley area, accepting public sewer improvements, Job 5599 - Parcel 2, and authorize staff to record documents with the Contra Costa County Recorder. h. Adopt Resolution 2007-084 accepting an offer of dedication from Windemere BLC Land Company, LLC for an easement shown on the recorded final map of Subdivision 8620 in the Dougherty Valley area, accepting public sewer improvements, Job 5664 - Parcel 1, and authorize staff to record documents with the Contra Costa County Recorder. i. Advise the Board of the closeout of the Moraga and Orinda Crossroads Pumping Station Renovation Project, District Project 5237. j. Advise the Board of the closeout of the Danville Sewer Renovations Project, Phase 1, District Project 5758. k. Advise the Board of the closeout of the 2006 Cured-In-Place (CIPP) Project, District Projects 5956,5957, and 5959. Book 56 - Page 142 Board Minutes of June 21,2007 I. Advise the Board of the closeout of the Chemical Feed Building Renovation Project, District Project 7226. m. Advise the Board of the closeout of the Solids Conditioning Building Ventilation Improvements Project, Phase 2, District Project 7227. n. Approve Resolution 2007-085 to adopt the 2007-2008 Staffing Plan, and the Equipment, Capital Improvement, Operations and Maintenance, Debt Service, and Self-Insurance Fund Budgets as comprising the 2007-2008 District Budget. Member McGill stated that, in his opinion, adoption of the budget should not be placed on the Consent Calendar. It was moved by Member McGill and seconded by Member Lucey to approve Item 3.n. Motion passed by the following vote of the Board: AYES: NOES: ABSENT: Members: Members: Members: Hockett, Lucey, McGill, Nejedly None Menesini o. Approve a request for emergency withdrawal of funds from the Deferred Compensation Plan. p. Approve registration differential salary merit increase for Associate Engineer, Tom Godsey. Approval recommended by Personnel Committee. 4. HEARINGS a. CONDUCT A PUBLIC HEARING ON THE CAPACITY USE CHARGES AND THE 2007-08 ASSESSMENTS FOR CONTRACTUAL ASSESSMENT DISTRICTS. CONSIDER ADOPTING A RESOLUTION DIRECTING THAT THE 2007 -08 CAPACITY USE CHARGES AND ASSESSMENTS FOR CONTRACTUAL ASSESSMENT DISTRICTS BE COLLECTED ON THE CONTRA COSTA COUNTY TAX ROLL General Manager James Kelly stated that, under the Capacity Use Charge program, the District has agreements with some commercial property owners and tenants to collect a portion of their capacity fees over a fifteen-year period. Also, the District has agreements with property owners who have formed Contractual Assessment Districts where the property owners pay for the design and construction of sewer improvements over a ten-year period. A public hearing is required for the District to place Capacity Use Charges and contractual assessments on the fiscal year 2007-08 Contra Costa County tax roll for collection. Book 56 - Page 143 Board Minutes of June 21,2007 Principal Engineer Jarred Miyamoto-Mills reported that 25 commercial customers have agreements to pay a portion of their capacity fees over a 15-year period. The annual charges are based on actual water use. The charges for 2007-08 total $139,932.60. There are also 23 active Contractual Assessment Districts (CADs) comprising of 194 property owners. These fees for 2007-08 total $363,653.72. He stated that a public hearing is required to place the capacity use charges and CAD assessments on the County property tax roll. The public hearing was opened and closed without comments. Member McGill stated that the Budget and Finance Committee reviewed the item and recommended approval. It was moved by Member McGill and seconded by Member Hockett to adopt Resolution 2007 -086 directing that the 2007-08 Capacity Use Charges and Assessments for Contractual Assessment Districts be collected on the Contra Costa County Tax Roll. Motion passed by the following vote of the Board: AYES: NOES: ABSENT: Members: Members: Members: Hockett, Lucey, McGill, Nejedly None Menesini 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 6. BIDS AND AWARDS a. AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $1.221.527 FOR THE CONSTRUCTION OF THE PIPING RENOVATION AND REPLACEMENT PROJECT. PHASE 3. DISTRICT PROJECT 7234. TO NCCI. INC.. THE LOWEST RESPONSIVE BIDDER. AND AUTHORIZE THE GENERAL MANGER TO EXECUTE CONTRACT DOCUMENTS General Manager James Kelly reported that Phase 3 of the Piping Renovations and Replacement Project will focus on replacing the underground fuel oil pipelines from the fuel storage tanks to the Solids Conditioning Building with a double containment piping system to meet present code requirements. Also, the hypochlorite piping at various storage and pumping facilities around the plant will be replaced and then protected with coatings and roofs to reduce the degradation to the PVC piping brought on by exposure to sunlight. Bids were received from three contractors for the project on June 5, 2007. The Notice to Proceed will be issued in early July upon authorization of the construction contract. Book 56 - Page 144 Board Minutes of June 21,2007 It was moved by Member Hockett and seconded by Member McGill to award the construction contract in the amount of $1,221,527 for the construction of the Piping Renovation and Replacement Project, Phase 3, to NCCI, Inc., and to authorize the General Manger to execute contract documents. Motion passed by the following vote of the Board: AYES: NOES: ABSENT: Members: Members: Members: Hockett, Lucey, McGill, Nejedly None Menesini 7. REPORTS a. GENERAL MANAGER 1 ) Review Pipeline Newsletter General Manager James Kelly stated that a copy of the latest draft version of the Pipeline newsletter is in the Board binders. That version includes the cover story on the rate increase. Pipeline has been reviewed by the Outreach Committee, and Member Menesini's suggestion to list additional battery drop-offs has been addressed. Communication Services Manager Michael Scahill presented an overview of the Pipeline newsletter. He stated that it should be in customer mailboxes by the end of the month. Member Hockett stated that the newsletter was reviewed by the Outreach Committee and she commended staff on their work. 2) Review District Strateoic Plan. General Manager James Kelly stated that the Board last reviewed the Strategic Plan in 2001. He stated that the presentation today is to obtain the Board's input and guidance, and at a subsequent meeting staff will ask for endorsement of mission vision values and goals. He stated that the goals are very similar to what existed before. The draft strategic plan represents where the District wants to be five years from now: maintaining and improving customer service; meeting and exceeding permit regulations, and being a financially sound and high- performing organization. He presented definitions of components of the strategic plan and recapped the existing Mission, Vision and Values. The existing goals are excellent customer services, full regulatory compliance, responsible rates, and being a high-performance organization. Book 56 - Page 145 Board Minutes of June 21,2007 Mr. Kelly requested input on the first goal, exceptional customer service. Member McGill inquired what staff proposed with regard to placing minutes, agendas and possibly position papers on the website. Mr. Scahill responded that there will be information on website and the content and layout will be presented to the Outreach Committee for review. Mr. Kelly requested in put on the goal of full regulatory compliance and received no comments. Mr. Kelly requested input on the goal of responsible rates, stating that a ten-year financial plan is in place. The Board had no comments. Mr. Kelly requested in put on the final goal, being a high-performance organization. Member Lucey stated that he felt that the Board, rather than staff, should be setting goals and policies, and staff advise as to how to implement them. With regard to this particular goal, Mr. Lucey stated that he felt staff has missed some key points, including addressing the need for cultural and racial diversity in the workplace. He also objected to receiving the draft plan so far along in the process, rather than the Board being involved at the beginning. Member Lucey question how there could be a three-year agreement with a leadership consultant when the Board has not approved it. He stated the Human Resources Committee requested that management should review the leadership program, not only participants and coaches. He stated that, with regard to providing environmental services to other jurisdictions, he would like the assurance that there is no cost to the District. The same would apply to laboratory services, where the District was only charging for the hourly rate of laboratory employees. He stressed again that the Board should be setting the goals. Mr. Kelly stated that Member Lucey's concerns could be scheduled for discussion by the Human Resources Committee. He suggested that one approach might be for each Committee to review different portions of the draft strategic plan. Mr. Kelly stated that he welcomed the Board's input and guidance. Book 56 - Page 146 Board Minutes of June 21,2007 Member McGill stated that this is very useful as starting point. He stated that he concurred with many of Member Lucey's comments. Member Hockett stated that there has been history with this topic. It is difficult to take into account each Board Member's comments and level of interest in participation. The adoption process for a strategic plan is unclear. She stated that, in the past, there was a negative feeling about Board retreats. She stated that she appreciated having something in writing. Member McGill inquired about how the Board works together to develop policy, and how other Board Members felt about a retreat. President Nejedly recalled that a retreat was held some years ago, but commented that he personally did not find it to be of great benefit. Member Lucey also recalled a two-day retreat in Danville, and stated that he would be willing to attend a retreat of no more than one day. He noted that the prior retreat included the Board, all managers and supervisors, and was not really a Board retreat. Member McGill suggested that study session workshops would be another approach. Mr. Kelly stated that he will come back with a options for consideration at the July 5, 2007 Board meeting on how Board Members may wish to engage in the process, and to determine what role, if any, senior staff may play in that process. Member Hockett suggested that, in the interim, Board Members may digest the information presented and note any questions or changes. Items 3-8 were presented as written announcements. 3) San Ramon Pumpina Station Emeraency Response Exercise Newsletter Article General Manager James Kelly announced that The City of San Ramon will be including an article in the next city newsletter about the emergency response exercise held at the San Ramon Pumping Station on Wednesday, March 28,2007. The newsletter will be mailed to all San Ramon residents at the end of June 2007. Book 56 - Page 147 Board Minutes of June 21,2007 4) Greenhouse Gas Inventory for Calendar Year 2006 General Manager James Kelly announced that Assembly Bill 32, The Global Warming Solutions Act, requires that entities develop an inventory of greenhouse gas emissions (GHG) and begin mandatory reporting of GHG emissions in 2009 for calendar year 2008. In order to prepare for the mandatory reporting and become familiar with GHG estimation methods and protocols, the District became a member of the California Climate Action Registry (CCAR). The CCAR was created by the California legislature to develop GHG estimation methods and to maintain a statewide inventory of estimated GHG emissions. Participation in the CCAR is voluntary, but the State of California has indicated that future mandatory GHG inventories will have to be completed using methodology from the CCAR. As a member of the CCAR, the District has committed to quantify GHG emissions once a year and to submit that inventory to the CCAR. Staff is preparing the GHG inventory for 2006 using the CCAR methods and will submit it to the CCAR by June 30,2007. 5) Grant from the Bav Area Air Quality Manaaement District (BAAQMD) General Manager James Kelly announced that, at the May 4, 2006 Board meeting, it was announced that the District would receive a $72,000 grant from the BAAQMD for the installation of filters on heavy-duty vehicles. The filters remove diesel particulates, which have been identified as carcinogenic. The check for the grant amount has been received. 6) Natural Gas Purchase Update General Manager James Kelly announced that staff recently purchased the remaining one-third of natural gas for July, August, September, and October at an aggregate price of $7.53 per decatherm. Staff is monitoring the price of natural gas for the remainder of fiscal year 2006-2007. The price of gas remains high for the period of December 2007 through June 2008. Staff will continue to monitor for purchase opportunities during this period. The budgeted price for fiscal year 2007-2008 is $8.60 per decatherm. 7) Purchase of Uninterrupted Power Supply from Pacific Power System. Inc. for the Plant Control System Improvements Proiect. District Proiect No. 7204 General Manager James Kelly announced that the new UPS system will be located in the Solids Conditioning Building (SCB), and is designed to provide electrical backup power for the SCB Control Room and critical programmable language controllers. Book 56 - Page 148 Board Minutes of June 21,2007 A request for competitive pricing was advertised and four bids were received. The lowest bid was submitted by Pacific Power System, Inc. at a total cost of $29,355. The Board of Directors had previously authorized this purchase on September 15, 2005, and March 16, 2006. 8) Proposals for HHWCF Disposal and Temporary Labor Services General Manager James Kelly announced that the current contract to provide disposal services and temporary labor for the Household Hazardous Waste Collection Facility (HHWCF) will expire in September. In response to a formal request, the District received five proposals to provide household hazardous waste disposal and temporary labor services for the next three years. The proposals will be evaluated by District staff and a report will be presented to the Board Household Hazardous Waste Committee on June 26,2007. Tentatively, a contract is scheduled to be considered for approval by the Board on July 19, 2007. 9) Alhambra Vallev Annexation CEQA Compliance General Manager James Kelly announced that staff has discussed the available approaches to the District's CEQA compliance for the Alhambra Valley Annexation (AVA). Since time is of the essence and the AVA for the 242 properties within the urban limit line is not particularly controversial, a staff-prepared mitigated negative declaration would be appropriate for them. Staff is expediting the environmental documentation for the 242 properties within the urban limit line. The nine properties outside the urban limit line are proposed to be considered separately so as to not delay the connection of the other 242 properties due to a likely CEQA challenge if annexation of the nine properties were to be proposed. The District received a letter from Mr. Ted Radosevich strongly opposing annexation of properties outside the urban limit line. Prior to considering annexation of the nine parcels, the District would need to research the ballot measures that approved the urban limit line. Based on that research, the District could consider what would be an appropriate approach. Possible approaches include preparing an Environmental Impact Report for the nine properties, providing service to some or all of the nine properties by an out-of-service area contract, or deferring the matter until the urban limit line issues are resolved for the nine properties. Member Lucey requested that resolving the nine properties outside the urban limit line not delay annexing the other properties. Member McGill stated that those nine properties should be removed from the project. Book 56 - Page 149 Board Minutes of June 21, 2007 District Counsel Kent Aim stated that it is staff's intention to do that and to return with options on how to address those nine properties. He stated that a mitigated negative declaration is appropriate for the 242 parcels. General Manager James Kelly stated that staff will provide a timeline of the process at the July 5,2007 Board Meeting. 10) Concord Naval Weapons Stations Reuse Proiect General Manager James Kelly announced that Environmental Services Division Manager Curt Swanson attended a June 14,2007 scoping meeting held by the City of Concord to identify issues to be addressed in a forthcoming Environmental Impact Report (EIR). At the meeting and in a follow-up letter responding to a Notice of Preparation on the same subject, Mr. Swanson identified that comprehensive plans need to be developed for the provision of District wastewater collection and/or treatment services and recycled water. The project's EIR then needs to analyze the environmental effects of those plans, including impacts associated with related greenhouse gas production. Later this summer, the City will be forming a Technical Advisory Committee with representatives of area utilities to discuss these types of infrastructure issues. The District will be participating on that committee. b. COUNSEL FOR THE DISTRICT District Counsel Kent AIm distributed a Summary by Title sheet of the proposed District Code changes. He stated that he has prepared a 15-page draft summary, outlining the changes. He asked the Board's preference on how to approach the code revisions, including possibly a Board workshop or special meeting. Member Lucey stated he does not want a Board workshop or separate meeting. He asked that a 4-5 page summary be prepared, describing only the substantive changes that require Board consideration, not the editorial changes. He suggested focusing on Chapters 7 and 9, which could be covered in a brief presentation. Member McGill stated that the summary does not address policy issues, and he would like to know what those are. District Counsel Kent Aim stated that he will prepare a summary highlighting substantive changes and policy issues and where Board guidance is needed. President Nejedly concurred with the proposed approach. Book 56 - Page 150 Board Minutes of June 21, 2007 c. SECRETARY OF THE DISTRICT No reports. d. BOARD MEMBERS 1) Member McGill reported on the June 18, 2007 Budget and Finance Committee meeting. 2) Member Lucey reported on the June 14,2007 Personnel Committee meeting. He reported that the Committee decided to change its name to the Human Resources Committee. He stated that, with regard to the retiree Medicare assignment matter, the Committee recommended Option 1, which would give the remaining retirees one year to switch plans. This will come back to the Board on July 5, 2007 for action. The Leadership Program contract will be scheduled for Board action on July 5, 2007. He stated that Management should review the Leadership Program as well as participants. 3) Member Hockett reported on the June 14, 2007 Outreach Committee meeting. 4) Reports on miscellaneous business meetings attended by Board Members: Member McGill reported on the breakfast meeting with City of Walnut Creek officials. With regard to the City's request for a joint Ad Hoc Committee to discuss household hazardous waste issues, Member Lucey stated that the provision of household hazardous waste collection services to Rossmoor has been discussed before and rejected. Member McGill suggested that the request be reviewed by the Household Hazardous Waste Committee. Member Hockett concurred with Member Lucey and stated that, if the proposal relates to providing household hazardous waste collection services to Rossmoor, she does not support the idea. Book 56 - Page 151 Board Minutes of June 21, 2007 8. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH BROWN AND CALDWELL WITH A COST CEILING OF $500.000 FOR DESIGN SERVICES FOR THE FLUSH KLEEN FORCEMAIN RENOVATION. DISTRICT PROJECT 5949 AND MINER ROAD TRUNK SEWER RENOVATION. DISTRICT PROJECT 5951 General Manager James Kelly stated that the agreement will provide for forcemain and trunk sewer renovation work in Orinda. It is anticipated that the project will have major traffic impacts. One third of District overflows are in Orinda, and these are monitored closely by regulators since the overflows flow into a water source. Member Lucey suggested that the District might want to consider an extra tax for Orinda due to the number of overflows in that area. Associate Engineer Paul Seitz presented a report on two District projects that will renovate parts of the collection system in Orinda. He stated that the primary forecemain for the Flushkleen pump station is made of Permastrand, which is no longer available and is difficult to repair. The project is located along Miner Road and Camino Pablo. Staff has determined that the trunk sewers are structurally deficient and are also identified as capacity deficient in the Master Plan. Significant construction impacts include traffic, safety, and the impact of pavement restoration. Staff is working with the City of Orinda and will be submitting a traffic study to the City for approval. Staff will discuss any agreements proposed by the City of Orinda with the Board. Public outreach on the project will include letters to the public, a presentation at a City Council meeting, public meetings, newspaper articles and coordination with local schools. Member Lucey suggested putting a notice in the weekly newspaper issued by the Contra Costa Times for the Lafayette-Orinda-Moraga area, the Contra Costa Sun. Member McGill suggested that, prior to going to a Council meeting, signs be put up announcing that project will be discussed, as well as signage before construction begins. Member Lucey requested that staff notify him if there is a public meeting with the City of Orinda or homeowners. Mr. Seitz reported that staff met with City of Orinda staff, and will be coordinating with them on their paving plan and future bridge retrofit. Staff will also coordinate with East Bay Municipal Utility District, who will be installing a water line on Miner Road. Book 56 - Page 152 Board Minutes of June 21, 2007 He described the financial component of the project, which has a total project cost of $6 million. Construction is scheduled to begin in June 2008 and be completed by November 2008. It was moved by Member Hockett and seconded by Member Lucey to authorize the General Manager to execute a professional engineering services agreement with Brown and Caldwell with a cost ceiling of $500,000 for design services for the Flush Kleen Forcemain Renovation, District Project 5949 and Miner Road Trunk Sewer Renovation, District Project 5951. Motion passed by the following vote of the Board: AYES: NOES: ABSENT: Members: Members: Members: Hockett, Lucey, McGill, Nejedly None Menesini 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 10. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS General Manager James Kelly announced the public meeting regarding the Alhambra Valley Trunk Sewer project to be held on June 26, 2007 at the John Swett Elementary School in Martinez. 11. ADJOURNMENT There being no further business to come before the Board, President Nejedly adjourned the meeting at 3:32 p.m. COUNTERSIGNED: Jam~IYl:. ~' President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California N7~~ Elaine R. Boehme Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Book 56 - Page 153