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HomeMy WebLinkAboutBOARD MINUTES 03-21-96 49 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON MARCH 21, 1 996 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on March 21, 1996. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Rainey, Dalton, Hockett, Boneysteele, Menesini ABSENT: Members: None In the necessary absence, of Mr. Kenton L. Aim, Counsel for the District, Mr. Mark Cornelius, Associate Counsel for the District, was present. 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR It was moved by Member Hockett and seconded by Member Rainey, that the Consent Calendar, consisting of Items a. through e., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. Resolution No. 96-064 accepting work and Offers of Dedication from John R. Bronson, et ai, Job 5056, Parcel 2, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Dalton, Boneysteele, Menesini None None b. Resolution No. 96-065 accepting work and Offers of Dedication from Mardel LLC, a California Limited Liability Company, Job 5071, Parcel 2, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Dalton, Boneysteele, Menesini None None c. A License Agreement was approved with Robert A. Whitfield, et ux, Job 806; the President of the District Board of Directors and the Secretary of the District were authorized to execute and record said License Agreement; and Resolution No. 96-066 was adopted to that effect. Motion unanimously approved on the following vote: 03 21 96 50 AYES: Members: Hockett, Rainey, Dalton, Boneysteele, Menesini NOES: Members: None ABSENT: Members: None d. April 18, 1996 at 2:00 p.m. was set as the date and time for a public hearing prior to considering approval of a Negative Declaration and the Permanent Household Hazardous Waste Collection Facility, DP 7165. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Rainey, Dalton, Boneysteele, Menesini None None e. Notification was received of the Employees Association, Local # 1, officers elected at the recent Association elections. This item was presented for the Board's information. No action was taken. President Menesini congratulated Messrs. Paul Kelly and Rich Boylan on assuming their respective Local #1 offices. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Mr. Roger J. Dolan, General Manager-Chief Engineer, requested that Item 8, Correspondence from Mr. John Wright, be taken out of order since Mr. Wright is present. President Menesini proceeded to Item 8., Correspondence. a. 8. CORRESPONDENCE NOTE RECEIPT OF LETTER FROM MR. JOHN S. WRIGHT. OF WRIGHT REAL ESTATE.INC.. CONCERNING LAWRENCE ROAD ANNEXATION: CONSIDER DRAFT RESPONSE Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Jarred Miyamoto-Mills, Principal Engineer, who stated that the letter from Mr. Wright refers to a development in the Lawrence/Leema Road Specific Plan Area. Mr. Miyamoto-Mills displayed a map and described the subject property and surrounding area, noting that when District Annexation 132 was processed in August 1995, it appeared likely that the nearby areas would request annexation as well. Mr. Miyamoto-Mills stated that after receiving Mr. Wright's letter, staff contacted Mr. Wright to let him know that the District's schedule calls for the Board to consider Proposed Annexation 134, including the property proposed for annexation by Mr. Wright, on April 18, 1996. In light of this, the draft response was prepared. Mr. John S. Wright, of Wright Real Estate, Inc., thanked the Board for the opportunity to speak. Mr. Wright stated that since the letter was mailed to the Board, he has talked to Mr. Miyamoto-Mills and he is satisfied that the District is moving as rapidly as it can. Discussion followed with regard to facilities planning for the area with an emphasis on minimizing the number of pumping stations required. President Menesini registered his understanding that the pumping station capital and operations and maintenance costs for the checkerboard development occurring in this area will not be loaded on the other ratepayers of the District. Mr. Dolan agreed that that has been the policy of the Board. Following discussion, it was the consensus of the Board that receipt of the letter from Mr. John S. Wright, of Wright Real Estate, Inc., concerning the Lawrence Road Annexation be noted and that the draft response be approved. At this time, President Menesini reverted to the order of the agenda. 03 21 96 a. 51 5. REPORTS GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, reported that the presentation to the Pleasant Hill City Council on the Pleasant Hill Relief Interceptor Project and the Recycled Water Project has tentatively been scheduled for May 20, 1996. Mr. Joe Tanner, Pleasant Hill City Manager, again indicated the City's interest in being the District's first Zone 1 recycled water customer. Following discussion, it was agreed that President Menesini would represent the Board at this presentation. 2) Mr. Dolan, General Manager-Chief Engineer, stated that at a previous Board Meeting the Board was advised that staff was unable to undertake the $25,000 internal training activity and that staff wished to hold this budgetary allowance over to the next fiscal year. After further consideration, staff has determined that while this conventional management training effort is a good idea and should be pursued at some time in the future, the District would benefit from a somewhat different approach at this time. With the privatization issues facing wastewater utilities, it could be helpful to undertake a benchmarking activity to try to cut costs and provide the best service by learning and applying cost savings techniques that may have been developed by other organizations. During the coming fiscal year, it is proposed that a number of benchmarking trips involving people directly involved in the work be taken as part of the District's Work Redesign activities. Staff would like to learn from other high performance publicly and privately operated utilities and companies that perform analogous services. Staff realizes the Board's desire to control travel expenses and wishes to enter this program at a modest scale. Holding over the unspent $25,000 allowance from fiscal year 1995-1996 would appear to provide a reasonable level of effort. If this sounds reasonable, staff will begin planning. It is proposed that the normal protocol of always using a consent calendar position paper for these activities would be modified. Instead, from time to time, staff would like to obtain Board approval by use of a General Manager Report Item, providing an opportunity to engage in a dialogue with the Board and obtain input and direction on the objectives and progress of the effort. Following discussion concerning the use of professional organizations and trade shows to keep apprised of current equipment and technology, visiting other agencies to obtain information on operational functions, and optimizing the District's present systems, the Board expressed support for the concept and indicated a desire to be kept apprised of plans as they develop. 3) Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Paul Morsen, Deputy General Manager, who reported on the status of implementation of new solid waste services. Mr. Morsen stated that there have been a number of implementation problems as reported by Ms. Elaine Jacobs, Associate Engineer (Solid Waste), at the last Board Meeting. These problems were caused by failure to deliver all of the containers by March 1, 1996, and having the telephone system crash three times. Those problems have now been resolved. Mr. Morsen stated that through this implementation process, a number of long-term problems, which mainly relate to "backyard" or "on-property" service, were identified. On-property service is offered to the handicapped at no additional cost. The number of customers requesting this service has far exceeded estimates. Mr. Morsen stated that an additional problem which was not known to the District was the fact that even though the District service levels did not provide for it, many customers receiving backyard service for solid waste collection were receiving backyard green 03 21 96 52 03 waste and recycling services as well. In addition, there is a large demand for on-property service. Mr. Morsen stated that when things became troublesome during the transition, he and Ms. Jacobs went to the Central Contra Costa Solid Waste Authority (CCCSWA) offices to provide assistance. Nightly meetings have been held to work out problems and facilitate coordination of solutions. Many issues have been resolved but because of the demands on behalf of the Cities and the new representatives on the CCCSWA Board for on- property service, alternatives are being developed for consideration at the April 1996 CCCSWA Board Meeting. Discussion followed with regard to concern about extra costs for services that are in the contract and should have been included in the bid; ensuring that the Cities are fully participating and that they are accountable for decisions being made with regard to service levels; carefully scrutinizing any rate increase requests; and, comparing any proposed new services with the actual contract. It was noted that there is stark conservatism on the part of the Board to pay additional costs for services that are already included in the contract. Mr. Morsen agreed, but stated that some of the issues may well be outside the contract. Mr. Morsen stated that he will strongly suggest to the companies that they try to work out a new arrangement minimizing the number of customers who receive the new on-property service. In closing, Mr. Morsen stated that there are some customers who have expressed satisfaction with the new service. 4) Mr. Dolan, General Manager-Chief Engineer, distributed and briefly highlighted elements of the Draft 1996-1997 Capital Improvement Budget (CIB) and Draft 1996 Capital Improvement Plan (CIP). A Board workshop has been scheduled for 2:00 p.m. on Tuesday, April 2, 1996 to review the CIB/CIP and the proposed 1996-1997 Equipment Budget. Member Boneysteele commended staff on the CIB/CIP, noting that its production is a significant accomplishment and worthy of a major corporation. 5) Mr. Dolan, General Manager-Chief Engineer, announced that Mr. Bill Hammett, Electrical Shop Supervisor, will be attending a training program on electric power distribution and harmonics. The session will be held in Seattle, Washington. 6) Mr. Dolan, General Manager-Chief Engineer, announced that the District is advertising for bids for the Rossmoor Sewer Improvements Project, Phase 2. The engineer's estimate for the work is $300,000. 7) Mr. Dolan, General Manager-Chief Engineer, announced that the District is advertising for bids for sandblasting and painting of the A&N tank weirs. The engineer's estimate for the work is $18,000. 8) Mr. Dolan, General Manager-Chief Engineer, announced that the map of the District's sewer system was provided to the Board as requested. 9) Mr. Dolan, General Manager-Chief Engineer, reported on the status of the emergency repair to the Orinda Crossroads Pumping Station. Soldier piles are in place, the area has been sheeted and covered, and a temporary repair has been made. The area has been stabilized and both the 18-inch and 30- inch pipes are operable. The actual final repair will be included in another project this summer. 10) Mr. Dolan, General Manager-Chief Engineer, announced that staff is working with the District's 50th Anniversary Committee to prepare a commemorative and archival video. The video will include recollections by former and 21 96 53 current long-time District employees and Board Members. Staff would like to interview the current Board Members as well. If the Board agrees, staff will contact each Board Member to make arrangements. The Board concurred. b. COUNSEL FOR THE DISTRICT 1 ) Mr. Mark Cornelius, Associate Counsel for the District, announced that a new defendant, Mr. Bob Sliepka, has been added in the Orinda-Moraga Disposal Service, Inc. litigation. c. SECRETARY OF THE DISTRICT None d. BOARD MEMBERS 1 ) Solid Waste Update was taken out of order earlier in the agenda. a. 6. ENGINEERING AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO ALLpCATE $25.000 FROM THE COLLECTION SYSTEM PROGRAM CONTINGENCY ACCOUNT FOR THE M-4B FORCE MAIN REPAIR PROJECT. DP 4781 Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Jay S. McCoy, Infrastructure Division Manager, who reported that in 1995 the M-4B Force Main developed leaks. It was determined that the major cause of the leaks was faulty welding on plastic pipe. In December 1995, District staff used an electronic device to find the leaks. Mr. McCoy described the device and the procedure used in locating the leaks. It is believed that there are at least four leaks. Mr. McCoy stated that staff has contacted the contractor who installed the pipe, Contri Construction. Mr. Ted Contri, the owner of Contri Construction, has agreed verbally to fix the remaining leaks next month, April 1996. Staff believes that he will. If he does not, there are other options available to the District up to and including litigation. It was moved by Member Rainey and seconded by Member Hockett, that the General Manager-Chief Engineer be authorized to allocate $25,000 from the Collection System Program Contingency Account for the M-4B Force Main Repair, DP 4781. There being no objection, the motion was unanimously approved. 7. LEGAL/LITIGATION a. DENY CLAIM FOR PROPERTY DAMAGE BY THOMAS R. AND LINDA S. LEONARD It was moved by Member Hockett and seconded by Member Dalton, that the claim by Thomas R. and Linda S. Leonard for property damage be denied and referred to staff for further action as required. There being no objection, the motion was unanimously approved. b. DENY CLAIM FOR PROPERTY DAMAGE BY STEPHEN P. BEINKE It was moved by Member Hockett and seconded by Member Rainey, that the claim by Stephen P. Beinke for property and other damages be denied and referred to staff for further action as required. There being no objection, the motion was unanimously approved. a. 8. CORRESPONDENCE NOTE RECEIPT OF LETTER FROM MR. JOHN S. WRIGHT. OF WRIGHT REAL ESTATE.INC.. CONCERNING LAWRENCE ROAD ANNEXATION: CONSIDER DRAFT RESPONSE This item was taken out of order earlier in the agenda. 0,--; 'o:! .; iJ c, 1 ÄJ.L 96 54 9. APPROVAL OF MINUTES a. MINUTES OF FEBRUARY 15. 1996 MINUTES OF MARCH 7. 1996 b. It was moved by Member Hockett and seconded by Member Boneysteele, that the minutes of February 15, 1996 and the minutes of March 7, 1996, be approved as presented. There being no objection, the motion was unanimously approved. 10. APPROVAL OF EXPENDITURES EXPENDITURE LIST DATED MARCH 21, 1996 a. Member Boneysteele, Chair of the Budget and Finance Committee, stated that he and President Menesini reviewed the expenditures and found them to be satisfactory. It was moved by Member Boneysteele and seconded by President Menesini, that the Expenditure List dated March 21, 1996, including Self-Insurance Check Nos. 101077- 101086, Running Expense Check Nos. 95187-95490, and Sewer Construction Check Nos. 16818-16860, be approved as recommended. There being no objection, the motion was unanimously approved. 11. BUDGET AND FINANCE RECEIVE FEBRUARY 1996 FINANCIAL STATEMENTS a. Ms. Deborah Ratcliff, Controller, reviewed the results of operations and maintenance expenses for the month of February 1996, noting that expenditures were $159,000 less than budget, representing a 6.9 percent favorable variance. For the eight months ended February 1996, expenditures were $884,000 less than budget, representing a 4.8 percent favorable variance. Operations and maintenance revenues for the eight months ended February 1996 were $15,561,000, 1.8 percent above budget. Ms. Ratcliff reported that the District's temporary investments are held in Treasury bills and Treasury notes and the District's Local Agency Investment Fund (LAIF) account with interest rates ranging from 5.1 percent to 6.16 percent. The latest interest rate as of January 1996 was 5.4 percent. The average yield for the LAIF account through January 1996 was 5.698 percent. Mr. Ron Klimczak, Senior Engineer, provided an update on the Martinez Pumping Station Improvement Project and the Ultraviolet (UV) Disinfection Facilities Project. Mr. Klimczak reported that the original contract value on the Martinez Pumping Station Improvement Project was $3,194,000. The current change order total is $38,132. Kaweah Construction Company, the contractor on the project, has completed 67 percent of the work, and 69 percent of the time has elapsed. The estimated contract completion date is August 26, 1996. Mr. Klimczak reported that Kaweah Construction Company is also the contractor on the UV Disinfection Facilities Project. The original contract amount was $8,690,000. The current change order total is $17,308. Mr. Klimczak noted that this total could be misleading since a $100,000 deductive change order was issued. The work is 64 percent complete and 73 percent of the time has elapsed. The estimated contract completion date is July 25, 1996. Mr. Klimczak showed slides of the construction of the projects. President Menesini thanked Ms. Ratcliff and Mr. Klimczak for their reports and declared that the February 1996 Financial Statements were duly received. 12. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 0 6"'i) ;j 21 96 55 13. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None 14. CLOSED SESSION No closed session was held. 15. REPORT OF DISCUSSIONS IN CLOSED SESSION None 16. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at the hour of 4:37 p.m. to reconvene at 2:00 p.m. on Tuesday, April 2, 1996 in the Executive Conference Room for a Board Budget and Finance Committee/Capital Projects Committee/Board Workshop to review the Draft 1 996-1997 Equipment Budget and Draft 1996-1997 Capital Improvement Budget/Draft 1996 Capital Improvement Plan. /t/(M'fO £( ~ ~ :; v~ ,,; ~ President of the Board of directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: O\'t,""",'\ £) c~ o-<! ~~ J. 96