HomeMy WebLinkAboutCAPITAL PROJECTS ACTION SUMMARY 02-06-07
Central Contra Costa Sanitary District
5019 Imhoff Place, Martinez, CA 94553-4392 (925) 228-9500 . www.centralsan.org
CAPITAL PROJECTS COMMITTEE
ACTION SUMMARY
Chair Hockett
Member McGill
Tuesday February 6, 2007
3:00 p.m.
Third Floor Executive Conference Room
Central Contra Costa Sanitary District
5019 Imhoff Place, Martinez, CA
PRESENT: Barbara Hockett, Michael McGill, Jim Kelly, Ann Farrell, Bill Brennan, Tad
Pilecki, Curt Swanson, Ba Than, Gail Chesler
1. CALL MEETING TO ORDER
Chair Hockett called the meeting to order at 3:00 p.m.
2. PUBLIC COMMENTS
None.
3. OPEN DISCUSSION OF PROJECTS OF INTEREST
Tad Pilecki and Ba Than presented a high-level capital projects update. They
noted that this year's accomplishments to date and projected expenditures,
include $18 million for 11 recently completed projects, $17.4 million for 7
ongoing construction projects, four new projects to construction for an estimated
cost of $ 3 million, and several new projects under design, including the A-Line
Interceptor, Primary Sedimentation Tanks, and Mercury Removal. A more
detailed discussion was held on the wet weather protection project, and a
handout with the current status of discussions with County Flood Control
(attached) was reviewed.
A
"., Recycled Paper
Capital Projects Committee
February 6, 2007
- Page 2 -
4. OVERVIEW OF CAPITAL BUDGET PROCESS
Ann Farrell reviewed the major milestones of the annual Capital Budget Process:
. November workshop - sets Capital Budget and Plan expenditure targets
. January workshop - examines impact of Capital Budget and Plan on rates
and confirms expenditure targets
. Detailed Capital Budget and Capital Plan - developed November-March for
distribution in late March/early April
. April workshop - reviews detailed Capital Budget and Capital Plan
Curt Swanson reviewed the history of the CCCSD Capital Budgeting Process
(attached), which evolved and became more formal over the years culminating in
the first annual Capital Budget in 1987.
5. REVIEW OF 2006-07 CAPITAL BUDGET AND 2006 CAPITAL PLAN FOR
FORMAT AND EXAMPLE CONTENT
Ann Farrell reviewed the Highlights of the CCCSD Capital Program (attached)
and referred to some illustrative examples in the 2006-07 Capital Budget and
2007 Capital Plan. Ms. Farrell also discussed the need for an additional
authorization of approximately $4.5 million in funds by the Board for the
Treatment Plant program. A position paper regarding this authorization is
scheduled for the February 15, 2007 Board meeting. The need for the additional
authorization was caused by three factors: 1) $1.8 million more than budgeted in
allocations from the previous fiscal year carried over, creating a deficit in funds
for new allocations of $1.8 million (see attached table); 2) several new projects
have been created and there is not adequate contingency to fund them; 3)
several projects are being awarded in late 2006-07 for construction in 2007-08
and the funds must be allocated in 2006-07 in order to award the contracts.
6. RECAP OF NOVEMBER 2006 WORKSHOP ON PRELIMINARY 2007-08
CAPITAL BUDGET AND 2007 CAPITAL PLAN
Ann Farrell asked if there was any interest in a recap of the November 2006
workshop, but in the interest of time the Committee members declined.
However, both Board Members McGill and Hockett expressed an interest in
having the Committee meet more often so that they could better understand the
capital process and be kept informed in more detail of the projects being pursued
at any given time. Ann Farrell replied that the next Capital Projects Committee
meeting would be to review the Equipment Budget and is scheduled for March
20. Staff will work to schedule an additional Committee meeting to review the
draft 2007-08 Capital Budget and 2007 Capital Plan in more detail before taking
Capital Projects Committee
February 6, 2007
- Page 3 -
the document to the full Board at the April 12 Capital Workshop. The frequency
of future Committee meetings will be discussed in more detail at the next
Committee meeting.
COMMITTEE ACTION: The Committee requested staff to schedule more
frequent Committee meetings to allow the Committee to review capital
budget and plan issues as well as specific projects and to provide
oversight and direction before major items are taken to the full Board.
7. ADJOURNMENT - at 5 p.m.
UPDATE - PLANT WET WEATHER PROTECTION PROJECT
Circa 1992-1993, the Contra Costa County Water Conservation and Flood
Control District (CCCFCD) applied for a 404 permit from the U. S. Army Corp of
Engineers (CaE) to dredge Lower Walnut Creek. The U. S. Fish and Wildlife
and California Department of Fish and Games objected to the dredging activities,
therefore the CaE refrained from issuing a dredging permit to CCCFCD. The
reason for the objection was destruction of wetlands due to dredging activities.
As a result, CCCFCD has consciously decided not to dredge the lower portion of
Walnut Creek and has focused its attention upstream.
During the summer of 2006, CCCFCD dredged a portion of the upper reaches of
Walnut and Grayson Creeks. Utilizing the revised creek profiles from this past
summer's dredging activities, CCCFCD is currently working with the CaE to re-
evaluate the water surface elevations in Lower Walnut and Grayson Creeks
under various storm events. CCCFCD is also re-evaluating its position with
respect to dredging the lower reaches of Walnut Creek this year and how to work
with the CaE to obtain the necessary permits.
Staff will continue to work closely with CCCFCD on the revised water surface
elevations and how this will impact the treatment plant facilities. In addition, Staff
will monitor CCCFCD's effort to dredge the lower reaches of Walnut Creek. The
Board will be kept informed of future developments.
C:\DOCUME-1~freier.001\LOCALS-1\Temp\CCCFCD February 6 2007 _.doc
Created on 2/6/2007 1 :28 PM
Before 1980
1981
1982
1984
1987
1996
1999
2003
A Short History of Capital Budgeting
Central Contra Costa Sanitary District
February 6, 2007
Capital project planning by Bill Dalton
Board of Directors authorizes sewer construction funds for
individual projects or project phases.
Engineering Department prepares project status summary
and Sewer Construction Fund cash flow analysis.
Board of Directors authorizes sewer construction funds for
individual projects or project phases.
Preparation of Annual 10-year Capital Improvement Plan (CIP).
Creation of the Planning Division within the Engineering
Department (Jim Kelly is first Division Manager).
Board of Directors directs staff to prepare an annual
capital budget.
Preparation of first Capital Improvement Budget (1987-88)
Board of Directors authorizes funds for Treatment Plant,
Collection System, & General Improvements Programs.
Staff allocates program funds to specific projects as
Listed in the Capital Improvement Budget (CIB).
CIP/CIP Program categories expanded from three to four.
Recycled Water Program is added.
Preparation of first two-year CIB (FY 1999-2000 & 2000-01)
Return to one-year CIB in fiscal year 2003-04
HIGHLIGHTS OF THE CCCSD CAPITAL PROGRAM (2-6-07)
BOARD AUTHORIZES TOTAL ANNUAL BUDGET FOR EACH OF
THE FOUR PROGRAMS* OF THE CAPITAL BUDGET
. Projects must be identified in the Budget document or funded from
contingency.
. Staff has flexibility to adjust project budgets within each program.
. Funds for entire project phase must be allocated at time of signing
agreement or construction contract award, even if execution will take
multiple years.
. Total amount authorized is significantly higher than budgeted annual
expenditure because projects bridge multiple years
STAFF MAKES ALLOCATIONS TO INDIVIDUAL PROJECTS IN
ACCORDANCE WITH AUTHORITY LIMITS DELEGATED BY THE
BOARD
BOARD HAS CONTINUED APPROVAL ROLE FOR:
. Consultant agreements over $50,000
. Construction contracts over $15,000
. Project overruns in excess of 15% of project budget at time of
construction award
. Construction change orders over $50,000
. Contingency projects over $25,000
. Contingency equipment purchases over $5,000
CAPITAL BUDGETING PROCESS PROVIDES FLEXIBILTY TO
STAFF WHILE MAINTAINING BOARD OVERSITE.
*F our programs are Wastewater Treatment Plant, Collection System
(Pipelines and Pumping Stations), Recycled Water & General Improvements
(Buildings, Equipment, Information Technology, Miscellaneous)
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