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HomeMy WebLinkAboutBOARD MINUTES 12-18-03 114 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON DECEMBER 18, 2003 The District Board of the Central Contra Costa Sanitary District convened an 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 December 18, 2003. President Nejedly called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Menesini, Boneysteele, Lucey. Hockett, Nejedly ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. b. ELECTION OF DISTRICT BOARD PRESIDENT AND PRESIDENT PRO TEM FOR 2004 It was moved by Member Hockett and seconded by President Nejedly, that Member Lucey be elected President of the District Board of Directors for 2004. Member Lucey was elected by unanimous acclamation. It was moved by Member Lucey and seconded by President Nejedly, that Member Hockett be elected President Pro Tem of the District Board of Directors or 2004. Member Hockett was elected by unanimous acclamation. c. INTRODUCTIONS . INTRODUCE JEAN SUTARJA-YANG. NEWLY HIRED DEPARTMENTAL INFORMATION SYSTEMS ANALYST Departmental Information Systems Analyst Jean Sutarja-Yang was introduced and welcomed to the District by President Nejedly and the Board of Directors. RECOGNIZE CHRIS NEWKIRK ON HIS PROMOTION TO SENIOR BUYER . President Nejedly and the Board of Directors congratulated Mr. Chris Newkirk, Senior Buyer, on his recent promotion. 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR President Nejedly requested that Item g. be removed from the Consent Calendar for discussion. It was moved by Member Lucey and seconded by Member Hockett, that the Consent Calendar consisting of Items a. through f. be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. Public sewer improvements and an Offer of Dedication were accepted at no cost to the District from Janin Associates, Job 5651, Parcel 2, Clyde area; recording 1,' 6}) 1 ,.- ,," /,} ..-- i '-../ 18 tf'It, ç~ \~ ;1 (B"'~) "-, '..~' 115 of the easement acceptance was authorized; and Resolution No. 2003-116 was adopted to that effect. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: b. Lucey, Hockett, Menesini, Boneysteele, Nejedly None None Public sewer improvements and an Offer of Dedication were accepted at no cost to the District from Ryland Homes of California, Inc., Job 5386, Parcel 2, Danville area; recording of the easement acceptance was authorized; and Resolution No. 2003-117 was adopted to that effect. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Lucey, Hockett, Menesini, Boneysteele, Nejedly None None A Common Use Agreement with the Town of Danville for joint use of an easement within Subdivision 8204 (Job 806, Parcels 6 and 9) was approved; the President of the Board of Directors and the Secretary of the District were authorized to execute and staff was authorized to record said agreement; and Resolution No. 2003-118 was adopted to that effect. c. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: d. Lucey, Hockett, Menesini, Boneysteele, Nejedly None None A Right-Of-Way, Common Use Agreement was approved with East Bay Municipal Utility District for common use of an exclusive sanitary sewer easement through Brookside Road, a private Road in Orinda, District Job 2251 ; staff was authorized to record said agreement with the County Recorder; and Resolution No. 2003-119 was adopted to that effect. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Lucey, Hockett, Menesini, Boneysteele, Nejedly None None e. The contract work for the Cathodic Protection System Replacement Project, DP 6141A, was accepted and the filing of the Notice of Completion was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Lucey, Hockett, Menesini, Boneysteele, Nejedly None None 12 18 0, '"", J~ 116 f. The contract work for the Steam Turbine System Upgrades Project, DP 6158. was accepted and the filing of the Notice of Completion was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Lucey, Hockett, Menesini, Boneysteele, Nejedly None None With regard to Consent Calendar Item g., appointment of an arbitrator to hear the Step Four grievance of Public Employees' Union, Local One, regarding Provisional Plant Operator Ill's, President Nejedly stated that it is his understanding that there is only one person involved in this issue, and that person has taken the operator certification test to go from a Plant Operator II to a Plant Operator III. If the individual passes the test, it is a mute point. Following discussion, it was moved by President Nejedly and seconded by Member Menesini, that this item be tabled until the results of the recent operator certification testing are known. There being no objection, the motion was unanimously approved. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None 5. REPORTS a. GENERAL MANAGER 1) Mr. Charles W. Batts, General Manager, stated that the Steam Turbine System Upgrade Project is nearing completion and is ready for acceptance by the Board. The project was started in February of this year and the seven-day test on the second turbine unit successfully ended December 1, 2003. This project was the first major work performed on this system since its installation in the 1970's. The project consists of upgrading existing controls, refurbishing of the steam turbines, replacement of the lubricating oil systems, new access platforms, and relocation of ancillary piping to allow safer access to the equipment. The project will allow continued reliable operation of the aeration process in the future. Mr. Batts introduced Mr. Craig Mizutani, Senior Engineer, who stated that the project team for the Steam Turbine System Upgrade Project included WRMS Engineering who did the design, Dresser-Rand for turbine and blower work and prepurchase of replacement parts and lube oil system, Kaweah Construction for mechanical and electrical installation, WRMS and District staff for construction services, and District staff for control system design. Mr. Mizutani stated that there was 100 percent turbine uptime during the entire project. There was no major effect on the plant process and there was successful interface with other projects. However, the project is three months behind schedule due to unforeseen delays. The Board authorized $2,741,000 for the project. The final accounting will be presented at closeout. rJ, ç'cì U /" ..,¡¡;.. ¡C.I Mr. Mizutani showed photographs and described the previous situation and the Steam Turbine System Update Project construction. Previously, to work on a unit it was necessary to climb on piping, a safety concern. New platforms were installed for access to both sides of the turbine. The existing lube oil system was replaced with a new lube oil skid. The project also included refurbishing the turbines. Both turbines were completely overhauled and rebuilt. Parts were prepurchased and the installation was sole-sourced to Dresser-Rand to match the existing system. There was scoring and wear on the No.1 Turbine rotor. Cracks in both turbine ]_8 117 casings were repaired using the lock and stitch method. The aeration blower bearings were inspected and minimal work was planned. One of the six bearings was replaced. Potential future machine work was identified on the No.2 unit. The No.2 Turbine rotating element was inspected and balanced. This was the first time the blower has been disassembled in 25 years, and it looked good. Mr. Mizutani stated that District staff performed the control system programming and startup. There are 139 input/output (I/O) points per turbine. Telstar provided the hardware that replaced the old analog-type panel. Startup was near flawless. Additional project work elements included inspection of the turbines prior to the project, rebuilding steam valves, eroded pipe and turbine flanges, turbine cracks, miscellaneous control modifications, and platform modifications. Future work will include refurbishing the No.1 Turbine rotor, restocking spare parts, and machine work on blower No.2 Turbine. In summary, Mr. Mizutani stated that the Steam Turbine System Upgrade Project was successful with minor future work expected. There was minimal impact to the plant and process. As a result of the project, the District has a reliable, cost effective turbine/blower system for years to come. Following discussion of the metallurgy involved and lock and stitch method of repair, President Nejedly thanked Mr. Mizutani for his report. 2) Mr. Batts, General Manager, stated that a corrosion study television (TV) inspection of unlined concrete sewers was conducted between January 2002 and February 2002. The 36-inch Contra Costa Boulevard trunk sewer showed severe corrosion, including exposed rebar. In September 2002, physical inspections were conducted at several locations on the Contra Costa Boulevard line. The physical inspections found that the actual severity of the corrosion was greater than the TV inspections had indicated. In July 2003, the Board authorized the award of a contract to California Trenchless for the lining of this sewer from north of Viking Drive to north of Golf Club Road in Pleasant Hill. Work started in September and was substantially completed on October 24, 2003. Mr. Batts introduced Mr. Michael Penny, Associate Engineer, who provided an overview of the Contra Costa Boulevard Slip Lining Project, using a map to describe the project location. The project rehabilitated 1,500 feet of 36-inch concrete pipe that was severely corroded. Mr. Penny stated that this project was the first District use of segmental slip lining. It was possible to keep one lane of Contra Costa Boulevard open at all times so there were minimal traffic impacts. There was no bypassing of sewage. There was a down side however. The project went slower than expected. The project did meet schedule but some issues came up that did not get finished as soon as expected. There was some damage to existing shrubs. The contract replaced the shrubs. A joint was damaged. The contractor reported the damaged joint immediately to the District. The damaged joint was excavated and fixed. This took three days, but the contractor still finished in the allotted contract time. The pipe was more corroded around the spring line than expected. As a result, it was necessary for the contractor to redesign the pushing frame. All of the portion of the pipe that was under water during its life is in good shape. The top of the pipe that was out of the water was not in good condition. Finally, this project required the contractor to work in a live sewer. Mr. Penny showed photographs and described the condition of the pipe, the work done, and the segmental slip lining process. Mr. Penny stated that this was a good successful project completed in the time planned. Two new manholes and 1,300 feet of new pipe were installed. The project was completed under budget. In addition, it was found that instead of sequencing the next two phases after the Pleasant Hill Interceptor Phase 5 Project is built, it will be possible for the same budgeted amount to do the entire 8,000 feet of Contra Costa Boulevard in one year, next winter, instead of two years. 1", Y,,1 I;;:) 18 n~ 6'"~ U ~") 118 1" C,,", '.) . Ie; - ,-. Discussion followed with regard to bidding the next phase of the project, the loss of some capacity when slip lining is done, the cause of the damaged joint, and the adjustments that were made when the pipe was found to be more corroded than expected. President Nejedly thanked Mr. Penny for the informative report. 3) Mr. Batts, General Manager, stated that again this year the District management team held a Strategic Planning session. It was a one-day event in the District multipurpose room. The focused Strategic Planning one-day event was to build on the District successes. Staff tried to leave the time consuming Strategic Planning ritual behind and envision future issue dynamics. The outcome was to create prepared minds and forge common understanding to assist in better real-time decisions and to engage in long-range thinking before a crisis arises. Mr. Batts stated that the purpose of the Strategic Planning event was to identify issues over the next five to ten years that could impact the District. The outcome was to achieve a better sense of direction. Understanding of the challenges of future goals and public expectations was anticipated. The Strategic Planning agenda was as follows: . Review current Strategic Plan Brainstorm and understand future issues and concerns Understand possible impacts and linkages Determine priorities and impact on District goals Discuss direction and resources needed Share insights within the organization Generate concerns and ideas . . . . . . The process consists of the following steps: . Use the District's four goal areas of Excellent Customer Service, Full Regulatory Compliance, Responsible Rates, and High Performance Organization to aid creative thinking It's not about activities, it's about the process Break into smaller groups to discuss goal areas Capture comments/ideas Anticipate problems and opportunities Look for linkages on issues Ask the "what if' questions Incorporate into future activities . . . . . . . Mr. Batts stated that the issues were many and varied. To give a brief overview, Mr. Batts used some examples of the discussion. Two were the proposed development of Buchanan Field, and future implementation of the proposed CMOM (Capacity, Management, Operations and Maintenance) regulations. Mr. Batts also advised the Board that the District has received a request for documents from Lawyers for Clean Water. To summarize, Mr. Batts stated that the Strategic Planning session was to review ideas and issues, educate the organization to future concerns, gain understanding of long-term issues, incorporate long-range understanding into current decisions and direction, and prepare for various outcomes. Next steps include developing actions to anticipate favorable outcomes, researching the ideas and issues generated and following up with larger groups and task forces; and generating action items for follow up by staff to start turning ideas into reality, incorporating into long-term budget projections, and making informed decisions on issues. President Nejedly and the Board thanked Mr. Batts for the report and requested that the Board be kept involved as various issues progress. 4) Mr. Batts, General Manager, stated that again the State budget crisis is front-page news. The battle over State budget cuts and the amount of bond fulJdil)g will be an ongoing story. It appears that there will be /.' \;¡, h '-~ r¡) l' i' "'\ 1- C~ \i.)1 çi:" 5) 6) 119 significant cuts in most State programs, a possible State spending cap. and a $17 billion bond issue. It also appears that there will be extensive cuts in State funding for local government. The loss of Vehicle License Fees for Contra Costa County would mean a $54 million budget cut on top of the $72 million already made in County budget cuts. While backfill of Vehicle License Fees has been promised, it appears that will be very difficult in light of the ongoing State budget crisis. Mr. Batts, General Manager, announced that the District will be advertising for the Treatment Plant Electrical Cable Replacement Project, DP 7214. The purpose of this project is to replace the aluminum medium and high voltage electrical cable within the treatment plant. The construction will be coordinated with Plant Operations, as power schemes will have to be altered, substations shut down, and so on. The project is expected to bid in February 2004. The contractor will be given a total of 220 calendar days to complete the project work. Mr. Batts, General Manager, announced that Staff Engineers Dana Lawson and Nancy Kelly, Associate Engineer Tom Godsey, and Senior Engineer Ba Than will be attending the Underground Construction Technology Conference in Houston, Texas from January 13 to 15,2004. The District has found this annual conference to be a very educational and worth attending because of the timely nature of the information about trenchless pipeline construction and renovation. Topics to be covered at this conference include microtunneling, directional drilling, in-place lining techniques, and manhole inspection and rehabilitation. Attendance at an out-of-state collection system conference by four employees was included in the 2003-2004 Operations and Maintenance Budget. 7) Mr. Batts, General Manager, announced that Senior Engineer Randy Schmidt will be attending the Water Environment Federation (WEF) Annual Conference on Wastewater Biosolids Handling and Disposal. This specialty conference will be held February 22 to 25, 2004 in Salt Lake City, Utah. Next year, the District will be initiating a study to update our Biosolids Handling Master Plan. While staff expects to continue using incineration as a solids disposal method for the foreseeable future, there are several proposed regulations that may require improvements to the incineration process. Attendance at this conference was included in the 2003-2004 Operations and Maintenance Budget. 8) Mr. Batts, General Manager, provided an update on the Moraga Way Cured-In-Place Pipe Project. Andes Construction has accepted the District's offer to eliminate the internal lateral connection lining bid item from the project and to complete the remaining work as soon as possible. The specialty contractor for this work has been delayed in Seattle, Washington for several weeks on another job. Andes Construction started last week removing the lateral bypass piping from the side of Moraga Way and cleaning up the lateral openings in the sewer liner so that flow will not be obstructed in the main and laterals. This week Andes Construction has been working on the removal of the rest of the lateral bypass system, removal of the sewer main bypass system, and final paving for the bypass lines and the two point repairs. All street work is expected to be finished by the end of the week. 9) Mr. Batts, General Manager, announced that District Engineering staff met with Morris Pumps representatives in an effort to resolve the dispute over their failure to perform at the Orinda and Moraga Pumping Stations. A closed session has been scheduled for later in the meeting to discuss these issues and possible resolution. 10) Mr. Batts, General Manager, announced that Source Control Inspector II Beverly Lescure has resigned from the District to stay home with her two young children. Because of the critical nature of this position, staff will be proceeding immediately with recruitment of a Source Control Inspector 1111 1 (;'\ --2 18 0 ~--' ,,' \,;\ {,.,".~ , .. , tt.Þ 120 11) b. from an existing list. Mr. Batts stated that he has discussed this with the Board Personnel Committee and they endorsed proceeding to fill the position from the existing list. Mr. Batts, General Manager, stated that on December 4, 2003, the District was notified by Gal-OSHA that a formal allegation of a safety violation for a confined space entry had been made against the contractor on the Outfall Improvements Project. The District's documentation was reviewed because the District has the responsibility to ensure the contractor meets safety requirements. The District provided all of the requested documents by the end of the meeting. The inspector was impressed with the District's ability to provide the documentation quickly. The inspector did not believe any additional information would be required; and, based on her preliminary investigation, believed that the District would receive a letter clearing the District and closing the file. Staff has not yet received that letter. 12) Mr. Batts, General Manager, announced that Mr. E. J. Shalaby has been appointed General Manager of West County Wastewater District. 13) Mr. Batts, General Manager, wished everyone Happy Holidays. COUNSEL FOR THE DISTRICT c. d. a. 1) Mr. Kenton L. Aim, Counsel for the District, distributed copies of a letter from Lawyers for Clean Water requesting public records. SECRETARY OF THE DISTRICT None BOARD MEMBERS 1) Member Lucey commended staff on the progress being made on the Moraga Way Cured-In-Place Pipe Project. 6. ENGINEERING APPROVE EXTENSION OF LEASE WITH WILLOWS/CONCORD VENTURE TO JUNE 30. 2004 Mr. Batts, General Manager, stated that the District owns a 20-foot wide strip of land located between the Willows Shopping Center and the Interstate 680 North freeway. The District's main interceptor sewer, the A-Line, is located in this strip of land. The shopping center has been leasing this property for parking for the past 20 years. The District has been negotiating a lease renewal with the Willows concurrently with a sewer easement acquisition agreement for the Parallel A-Line Project, which will be constructed in the future on Willows property adjacent to the Walnut Creek channel. Negotiations have been delayed due to other, higher priority activities by both the Willows and District staffs. The current lease is set to expire in January 2004. Staff requests approval of a six-month lease extension to allow the Willows to continue using the property for a parking lot while staff completes the lease and easement negotiations. Staff and District Counsel are available to answer any questions the Board may have about the Willows' use of the property. In response to questions from Member Menesini concerning possible liability to the District, Mr. Kenton L. Aim, Counsel for the District, stated that it is beneficial to the District to extend the current lease. The current lease includes indemnification language in favor of the District. It was moved by President Nejedly and seconded by Member Lucey, that extension of the lease with the Willows/Concord Venture to June 30, 2004 be approved and that execution of the extension documents be authorized. There being no objection, the motion was unanimously approved. 1 G'D ' Id lQ __0 121 7. CORRESPONDENCE a. NOTE RECEIPT OF LETTER DATED DECEMBER 1. 2003 FROM UNITED STATES SENATOR DIANNE FEINSTEIN. CONGRATULATING THE DISTRICT ON RECEIVING THE U.S. ENVIRONMENTAL PROTECTION AGENCY 2003 NATIONAL OPERATIONS AND MAINTENANCE EXCELLENCE AWARD Receipt was noted of the letter dated December 1, 2003 from United States Senator Dianne Feinstein, congratulating the District on receiving the U.S. Environmental Protection Agency 2003 National Operations and Maintenance Excellence Award. Member Boneysteele left the meeting at the hour of 3:25 p.m. 8. APPROVAL OF MINUTES a. APPROVAL OF MINUTES It was moved by Member Menesini and seconded by Member Hockett, that the minutes of November 20,2003 be approved as presented. There being no objection, the motion was approved with Member Boneysteele being absent. 9. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED DECEMBER 18. 2003 Member Lucey, Chair of the Budget and Finance Committee, stated that he and President Nejedly reviewed the expenditures and found them to be satisfactory. It was moved by Member Lucey and seconded by President Nejedly, that the Expenditure List dated December 18, 2003, including Self Insurance Check Nos. 102060-102062, Running Expense Check Nos. 147744-147969, Sewer Construction Check Nos. 26284-26330, Payroll Manual Check Nos. 48941-48942, and Payroll Regular Check Nos. 54838-54865, be approved as recommended. There being no objection, the motion was approved with Member Boneysteele being absent. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 11. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Menesini commended the Employees Activities Organization and all those who worked so hard to make the Holiday Party a success. Member Menesini requested a report to the Board at a future Board Meeting on some of the new developments and technologies staff attending conferences are learning about. President Nejedly thanked staff for their assistance to him during the past year as he served as President of the Board of Directors. 12. CLOSED SESSION a. INITIATION OF LITIGATION Pursuant to Government Code Section 54956.9(c), on the advice of Counsel based on existing facts and circumstances, the Board of Directors of the Central Contra Costa Sanitary District has decided or is deciding whether to initiate litigation. One potential matter is to be discussed. At 3:27 p.m., President Nejedly declared the closed session to discuss initiation of litigation pursuant to Government Code Section 54956.9(c) as noted above. At 3:40 p.m., President Nejedly concluded the closed session and reconvened the meeting into open session. 12 18 tr~I, r." '"',',' oJ 122 13. REPORT OF DISCUSSIONS IN CLOSED SESSION No decisions were made or votes taken in closed session which require reporting at this time. 14. ADJOURNMENT There being no further business to come before the Board, President Nejedly adjourned the meeting at the hour of 3:41 p.m. to reconvene at 2:00 p.m. on January 15, 2004 for an Adjourned Regular Board Meeting. COUNTERSIGNED: 1,' ç.) 'KJ ..,';, ~","j H {'t.P ~ «l) -"- "-/