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HomeMy WebLinkAboutBOARD MINUTES 09-19-96 153 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON SEPTEMBER 19, 1996 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 2:03 p.m. on September 19, 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 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR It was moved by Member Dalton and seconded by Member Boneysteele, that the Consent Calendar, consisting of Item a., be approved as recommended, resolution adopted, and recording duly authorized. a. A Grant of Easement for the Shell Pipeline was accepted from East Bay Regional Park District, the President of the District Board of Directors and the Secretary of the District were authorized to execute and record said Grant of Easement, and Resolution No. 96-125 was adopted to that effect. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Dalton, Boneysteele, Rainey, Hockett, Menesini None None 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None 5. BIDS AND AWARDS a. AUTHORIZE AWARD OF CONTRACT TO W. G. THOMPSON, INC. FOR CLEANING. PAINTING, AND DRYVIT RECOATING OF HOB AND BOARD MEETING ROOM BUILDINGS. DP 8163 Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that a complete description of this project was presented in the position paper. A favorable bid was received from W. G. Thompson, the company that originally did the work in 1982. Staff would recommend that the Board authorize award of contract to W.G. Thompson, Inc., the lowest responsible bidder. It was moved by Member Boneysteele and seconded by Member Dalton, that award of a contract be authorized to W. G. Thompson, Inc. the lowest responsible bidder, in the amount of $21,105, for cleaning, painting, and Dryvit recoating of the Headquarters Office Building and Board Meeting Room Building, DP 8163. There being no objection, the motion was unanimously approved. 09 19 96 154 b. AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO ARB INC. FOR REPAIR M4-A FORCE MAIN PROJECT. DP 9588 Mr. Dolan, General Manager-Chief Engineer, stated that this project has been before the Board during different phases over the last two years. It is recommended that the Board authorize award of a construction contract to ARB Inc. for the Repair M4-A Force Main Project. It was moved by Member Boneysteele and seconded by Member Hockett, that award of a construction contract in the amount of $11 9,391 for construction of the Repair M4-A Force Main Project, DP 9588, be authorized to ARB Inc., the lowest responsible bidder. There being no objection, the motion was unanimously approved. c. APPROVE REQUEST OF RELIEF OF BID FROM ALBA Y CONSTRUCTION COMPANY, AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO MONTEREY MECHANICAL COMPANY, AND AUTHORIZE AGREEMENT WITH CAROLLO ENGINEERS FOR THE ORINDA CROSSROADS, MORAGA, AND LOWER ORINDA PUMPING STATION IMPROVEMENTS. PHASE II. DP 4898 Mr. Dolan, General Manager-Chief Engineer, stated that this project is a complicated one, and the award process is also complicated by the fact that the apparent low bidder asked for relief of bid. Albay Construction Company has requested that its bid be withdrawn due to an inadvertent clerical error with respect to its bid. Staff has reviewed this matter and determined that the District is not only permitted, but essentially obligated, to allow Albay Construction Company to withdraw its bid under the factual situation that obtained. Mr. Dolan recommended that the Board allow Albay Construction Company to withdraw its bid and authorize award of the bid to Monterey Mechanical, the lowest responsible bidder. It was moved by Member Boneysteele and seconded by Member Dalton, that the request for relief of bid from Albay Construction Company be approved; that staff be directed to return Albay Construction Company's bid bond; that award of contract be authorized to Monterey Mechanical Company, the lowest responsible bidder, in the amount of $3,280,000 for the construction of the Orinda Crossroads, Moraga, and Lower Orinda Pumping Station Improvements, Phase II, DP 4898; and that the General Manager-Chief Engineer be authorized to execute a $187,000 cost reimbursement agreement with Carollo Engineers. There being no objection, the motion was unanimously approved. 6. REPORTS a. GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, stated that a few months ago, staff reported on two Sewer Service Charge customer sectors where service charges were under realized as a result of systemic features of the District's Sewer Service Charge system. These were multiple-use parcels (mainly restaurants and laundries in shopping centers) and possibly overly generous credits for irrigation water. At that time, staff proposed and the Board agreed, that work would initially concentrate on appraising the problem and developing a recommended approach for dealing with them. Staff would like to report now on the multiple-use parcels and return in a few months to report on the irrigation credit issue. Mr. Dolan introduced Mr. Curt Swanson, Principal Engineer, who reported that since the last report to the Board, work has been done to make the District's Sewer Service Charge system more accurate and equitable. This began as a joint effort between the Administrative and Engineering Departments. Mr. Swanson provided background on the system, stating that the Sewer Service Charge is billed annually to each parcel. There are approximately 200,000 parcels or accounts in the system and approximately 1,100 of those are parcels with multiple sewer service users. Based on an initial review, on average, at each of the 1,100 parcels there is at least one customer being charged at the wrong rate. For equity reasons, staff felt the system must be improved and the appropriate Sewer Service Charge rate 09 19 96 155 collected. There are problems with the Sewer Service Charge system relating to multiple-use parcels including limitations of property use data, shared water meters, limitations of the old ADDS Mentor computer system, and lack of necessary building permit information about tenant improvements resulting in billing inequities whereby those billed at a lower rate are being subsidized by the other customers. Mr. Swanson reviewed the Sewer Service Charge rate structure and the Capital Improvement Fees paid by all customers who connect to the sewer system for their share of the "added burden." Capital Improvement Fees are based on wastewater flow and strength relative to an average residence. These fees are paid at the time of connection or discovery, except for certain cases where users are allowed to pay over a 1 5-year period because of the magnitude of the fees for these customers. Mr. Swanson stated that progress is being made with regard to improvements to address the problems related to multiple-use parcels. The new HTE computer system can handle multiple users, rates, and flows. This application on the new HTE system is working well; however, it is still necessary to update the District's property use data. Current information is needed on the type and size of businesses. With regard to the Capital Use Fees (connection fees), staff has met with each of the building departments in the cities served by the District and the County, and impressed upon them the District's need to have information on tenant improvement building permits. They have been cooperative. Mr. Swanson stated that these efforts will result in a more equitable billing system. Mr. Swanson introduced the District's new Sewer Service Charge Technician Brenda Wener who came from the Collection System Operations (CSO) Department and began work on this effort about a month ago. She and Ms. Lesley Kendrick, Engineering Assistant, will be undertaking the improvements to the Sewer Service Charge data records described above. Ms. Swanson introduced Ms. Lesley Kendrick, Engineering Assistant, who described Plan B for proceeding with improvements previously presented to the Board, contrasted with Plan A which resulted from a brainstorming session with direction by the General Manager-Chief Engineer. From the field visits conducted by staff, it was learned that the District's records lack a great deal of information, some of which cannot be obtained by a field visit. The best source of that information is the owner or property manager. Based on the time consuming nature of the field visits and the inability to gain all the necessary information from field visits, that step was eliminated from Plan A. It is proposed that staff proceed directly to mailing a letter and information packet to the owner. Ms. Kendrick stated that in all of these cases, the District has the ability to go back and collect the rates for the three past years. In cases where the owners are cooperative, staff proposes that the District forgive those past years and collect only the charge for the current year. If the owners refuse to respond or a hostile response is received, it is recommended that the District pursue the three past and the current years' charges. Staff prefers Plan A because it involves the owners and property managers up front and there is much less staff time involved. Ms. Kendrick presented the staff recommendation that a pilot program using 20 parcels be used to gauge the impact on the property owners and establish the expected increase in Sewer Service Charge and Capital Improvement Fee revenue. Staff would then report back to the Board. Staff recommends further that Plan A be used for the pilot program since it is more efficient and is a more open and cooperative method of resolving this issue. Discussion followed with regard to informational meetings with the property owners. President Menesini suggested that a representative group be brought together to assist in formulation of a program that is acceptable to a degree to help minimize the impact on customers. Member Rainey suggested that the Property Managers' Association may be a good forum. Mr. Dolan stated that after the pilot program staff will return to the Board 09 19 96 156 b. c. 09 2) 3) 4) 5) 6) to obtain support for the proposed approach and then meet with the Property Managers' Association and other groups as appropriate. President Menesini also indicated that other agencies with similar problems may be a resource for the District. Ms. Kendrick agreed, stating that she would expect the District's proposed program will be refined and changed as we gain more knowledge and experience in this area. Mr. Dolan, General Manager-Chief Engineer, reported on the status of the Canyon Lakes Country Club property rights acquisition. The Country Club at Gale Ranch Project in the Dougherty Valley area drains naturally through the Canyon Lakes Country Club Golf Course to the Larwin Pumping Station in San Ramon. The sewer service options available to the District are use of gravity sewer through the golf course or a pumping station. A few months ago, the Board expressed support for the gravity sewer option, even if condemnation were required. Negotiations have proceeded along the lines of obtaining the property rights through the golf course. Negotiations between the parties, Canyon Lakes Country Club and Shapell, have been constructive. Closure has not yet been reached, but staff is hopeful that a negotiated easement acquisition is possible. However, if the negotiations break down, staff would come back to the Board for further action. Staff will proceed as expeditiously as possible. Mr. Dolan, General Manager-Chief Engineer, stated that at the last Board Meeting, the Board was advised that the matter of a hypothetical threat to the Central County as a suggested result of a re-emergence of a Tri-Valley Wastewater Authority (TWA) option was to be raised at the September 5, 1996 Mayors Conference Meeting. This hypothesis was inconsistent with the District's understanding of the matter. Mr. Dolan stated that he and President Menesini attended the Mayors' Conference. Others at the Mayors' Conference had a good understanding of the issue. After a few minutes of discussion, during which there was little concern expressed by the participants, the matter was referred to the Central County Cities to consider and bring back if they wished. Mr. Dolan stated that his sense of the discussion of those Cities present was that they are probably not interested since it is a dead issue at this point. Mr. Dolan, General Manager-Chief Engineer, announced that Mr. Charles W. Batts, Plant Operations Department Manager, will be attending an Electric Power Research Institute (EPRI) meeting in North Carolina at EPRI's expense. At a future Board Meeting, Mr. Batts will brief the Board on the EPRI program and how it assists the District and our wastewater colleagues. Mr. Dolan, General Manager-Chief Engineer, stated that as reported at the California Association of Sanitation Agencies (CASA) meeting, several environmental activist organizations are filing actions against Bay Area dischargers, both industrial and municipal. They are using the bounty hunter provisions of the Clean Water Act. Apparently they have been solicited by , a few specialist law firms who are developing business for themselves. The violations being actioned are violations which the Regional Water Quality Control Board did not deem significant enough to warrant enforcement. Mr. Dolan, General Manager-Chief Engineer, distributed the draft program for the District's 50th Anniversary Open House and reminded the Board of the picnic on Saturday, September 21, 1996, and the open house on Thursday, September 26, 1996. COUNSEL FOR THE DISTRICT None SECRETARY OF THE DISTRICT None 19 96 d. a. 157 BOARD MEMBERS 1 ) Member Rainey reported that she, General Manager-Chief Engineer Roger Dolan, Contra Costa Water District Board Member Joe Campbell, and Contra Costa Mosquito and Vector Control District General Manager Chuck Beesley met with -Supervisor Mark DeSaulnier on September 13, 1996 to discuss his Charter County proposal. Supervisor DeSauinier indicated that the specifics of the proposal will be fleshed out after the November 1 996 election. A Contra Costa Special Districts Association Task Force meeting has been scheduled for September 30, 1996 to discuss this matter. Another meeting has been scheduled with Supervisor DeSaulnier in mid-October. 2) Member Hockett extended kudos to staff for the "Pipeline" publication, stating that she has received positive feedback from the public. Member Hockett was joined by the full Board in commending staff for their efforts. 3) Member Hockett complimented staff on the clarity of the Major Development/Project Tracking Report. 4) Members Rainey and Menesini encouraged everyone to attend the District's 50th Anniversary picnic and open house, and commended the committees working on these events. 5) President Menesini announced that the Environmental Alliance workshop series is continuing. The next workshop will be October 21, 1996 at noon at the John Muir Home. The subject will be wetlands. 6) President Menesini showed a brochure describing Mt. View Sanitary District's wastewater treatment plant process and wetlands habitat. President Menesini stated that Mt. View Sanitary District is conducting a wetlands habitat study with 10th grade Biology students. They will be using the water quality test kit developed by Central San staff. 7) President Menesini announced that he recently attended an interesting and informative tour of the Los Vaqueros Project. 7. ADMINISTRATIVE REQUEST APPROVAL TO INCLUDE ADMINISTRATIVE DEPARTMENT SPACE PLAN WORK IN THE HEADQUARTERS OFFICE BUILDING (HOB) IMPROVEMENTS PROJECT. DP 8163 Mr. Dolan, General Manager-Chief Engineer, stated that Members Boneysteele and Menesini attended a Capital Projects Committee meeting today during which they toured the Administrative Department and reviewed the proposed space plan reorganization. Members Boneysteele and Menesini described the proposed space reorganization and concurred with the staff recommendation, indicating that the reorganization is needed to accommodate changing times and technology. Following discussion of lighting for the work areas, it was moved by Member Hockett and seconded by Member Rainey, that the Administrative Department's space plan be approved for inclusion in the HOB Improvement Project, DP 8163. There being no objection, the motion was unanimously approved. a. 8. HUMAN RESOURCES CHANGE SALARY RANGE FOR PROGRAMMER/ANALYST POSITION FROM G-68 ($3817-$4620) TO G- 72 ($4201-$5086) Mr. Dolan, General Manager-Chief Engineer, stated that the District made a valiant effort to try to recruit for the position of Programmer/Analyst at the G-68 ($3817-$4620) salary level, but was unsuccessful. It is recommended that the salary range for the Programmer/Analyst position be changed to G- 72 ($4201-$5086), recognizing that this 09 96 19 158 is a more appropriate salary level for the position but still low according to comparisons that were made. This recommendation was reviewed and endorsed by the Board Personnel Committee. Following discussion, it was moved by Member Hockett and seconded by Member Boneysteele, that the salary range for the Programmer/Analyst position be changed from G-68 ($3817-$4620) to G-72 ($4201-$5086). There being no objection, the motion was unanimously approved. . 9. APPROVAL OF MINUTES a. MINUTES OF SEPTEMBER 5. 1996 It was moved by Member Hockett and seconded by Member Dalton, that the minutes of September 5, 1996 be approved as presented. There being no objection, the motion was unanimously approved. 10. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED SEPTEMBER 19. 1996 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 Member Dalton, that the Expenditure List dated September 19, 1996, including Self-Insurance Check Nos. 101183- 101187, Running Expense Check Nos. 98910-99181, and Sewer Construction Check Nos. 17499-17541, be approved as recommended. There being no objection, the motion was unanimously approved. 11. BUDGET AND FINANCE a. RECEIVE AUGUST 1996 FINANCIAL STATEMENTS Ms. Deborah Ratcliff, Controller, reviewed the results of operations and maintenance expenses for the month of August 1996, noting that expenditures were $237,000 less than budget, representing a 10.1 percent favorable variance. Year to date, expenditures were $341,000 less than budget, representing a 15.4 percent favorable variance. Operations and maintenance revenues for the two months ended August 1 996 were $1,290,000, 2.6 percent below budget. Ms. Ratcliff reported that the District's temporary investments were held to Treasury bills and Treasury notes and the District's Local Agency Investment Fund (LAIF) account with interest rates ranging from 5.01 percent to 5.961 percent. The latest interest rate as of August 1996 was 5.961 percent. The average yield of the LAIF account through July 1996 was 5.587 percent. President Menesini declared that the August 1996 Financial Statements were duly received. 12. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 13. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None 09 19 96 159 14. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at the hour of 3:55 p.m. Æ~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California .. COUNTERSIGNED: 09 19 96