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HomeMy WebLinkAboutBOARD MINUTES 12-05-96 196 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON DECEMBER 5, 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 2:00 p.m. on December 5, 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. AWARDS AND COMMENDATIONS a. RESOLUTION COMMENDING DIRECTOR WILLIAM C. DALTON FOR HIS OUTSTANDING SERVICE TO CENTRAL CONTRA COSTA SANITARY DISTRICT President Menesini stated that it is with great pleasure and with great sadness that the Board considers this resolution recognizing Member William C. Dalton for his many years of service to the Central Contra Costa Sanitary District. This year the District celebrates its 50th anniversary. Member Dalton has been a part of the District for more than 39 years of those years, nearly 80 percent of the time the District has been in existence, providing professional expertise, practical knowledge, and able leadership. The Board and staff joined President Menesini in commending Member Dalton for his contributions to the District, his unquestionable integrity, and the inspiration he has provided. Resolution No. 96-160, commending Director William C. Dalton for his outstanding service to Central Contra Costa Sanitary District, was adopted by unanimous acclamation and Member Dalton received a standing ovation. Member Dalton thanked everyone for their kind words, and stated simply that experience teaches. 4. CONSENT CALENDAR It was moved by Member Rainey and seconded by Member Hockett, that the Consent Calendar, consisting of Items a. through d., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. Resolution No. 96-161 accepting work and Offers of Dedication from Pamela J. Heaton, Job 5178, Parcel 1, was adopted and recording was authorized. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Rainey, Hockett, Dalton, Boneysteele, Menesini None None b. Resolution No. 96-162 accepting work and Offers of Dedication from Somar Construction Co., Inc., Job 5100, Parcels 1, 2, and 3, was adopted and recording was authorized. 12 05 96 197 Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Rainey, Hockett, Dalton, Boneysteele, Menesini None None Quitclaim Deed to Remedios Ferrer, Job 1374, Parcel 5, and Job 1552, Parcels 76 and 84, was approved; the President of the District Board of Directors and the Secretary of the District were authorized to execute and record said Quitclaim Deed; and Resolution No. 96-163 was adopted to that effect. c. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: d. Rainey, Hockett, Dalton, Boneysteele, Menesini None None The request of Mr. Richard Powell, Maintenance Crew Leader, for an emergency withdrawal of $3,200, after taxes, from the Deferred Compensation Plan was approved as recommended by the Deferred Compensation Plan Advisory Committee. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Rainey, Hockett, Dalton, Boneysteele, Menesini None None 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Mr. Roger J. Dolan, General Manager-Chief Engineer, stated that a reception has been scheduled at 3:00 p.m. for employees and the Board to recognize Member Dalton. 6. BIDS AND AWARDS REJECT BID FOR FABRICATION AND INSTALLATION OF LIGHTWEIGHT ROOF STRUCTURE. SUBSTATION 73. DP 9523. AND AUTHORIZE STAFF TO NEGOTIATE A CONTRACT FOR THE COMPLETION OF THE PROJECT a. Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Charles W. Batts, Plant Operations Department Manager, who described the location of Substation 73, which was constructed to provide circuit switching and protection for the Standby Power and Cogeneration Systems, and the roof structure needed to provide safe working conditions and access during all weather conditions. Mr. Batts stated that bid packages were sent to nine contractors. Only one bid was received and it was non-responsive. When contacted, the contractors stated that the project was too small to bid. Mr. Batts asked that the Board declare the bid of NRA Construction Co., Inc. non-responsive and authorize staff to negotiate with one or more contractors for completion of the project. Following discussion, it was moved by Member Rainey and seconded by Member Boneysteele, that the NRA Construction Co., Inc. bid be declared non-responsive and that staff be authorized to negotiate a contract for the completion of DP 9523, Fabrication and Installation of Lightweight Roof Structure, Substation 73. There being no objection, the motion was unanimously approved. 12 05 96 198 a. 12 7. REPORTS GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, stated that over the past two decades, the District has been responding steadily to industrial and office automation and computerization. The District's objective has been to remain current with these developments but to allow sufficient time for the newest technology to prove itself before putting it into service at the District. In recent years, applications have been expanded as maintenance and laboratory scheduling and data management systems have become available. Developments in computer-aided drafting and records management technology means that ready access to electronically stored maps is now feasible. Mr. Dolan introduced Mr. Andrew Sniderman, Management Information Systems (MIS) Administrator, who provided an update on the computer systems at the District and the network being built to support those systems and provide better support to District staff and customers. Mr. Sniderman described the District's network and AS/400 computer financial applications. Reports and modifications are being made to the Sewer Billing and Payroll applications; a new upgraded AS/400 is being installed because more capacity is needed; and recruitment is moving forward for the Programmer/Analyst position. Network services now provided to staff include: . E-mail and Calendaring . Word Processing and Spreadsheets . Data Security . File and Device Sharing . Shared Database Access . Electronic Forms Mr. Sniderman reported that the Plant Maintenance System (Mainsaver) Project is in the implementation phase. Information has been collected on approximately 2,800 pieces of equipment. Work is now proceeding to build the database. The system will be pilot tested in February 1997 with full implementation planned for March 1997. A high speed digital link with the Collection System Operations (CSO) Department in Walnut Creek has just been installed. Work is progressing on the Laboratory Information System (LMS). The LMS system is intended to simplify and streamline the Laboratory information flow and make the information available to others in the District. The network extensions have been completed, the database personal computer stations server has been built, and personal computers have been ordered. The database will be configured in January 1997 and full implementation is planned for April 1997. Network access has been extended to remote sites such as Pumping Stations and CSO Construction, and they can now dial in to the network. Mr. Sniderman reported that the District now has access to the Internet. A firewall is in place to protect District information. Web access is controlled and is being used by a pilot group. In summary, Mr. Sniderman stated that the District has approximately 150 workstations. Mr. Sniderman introduced Ms. Edy Keeton, Network Coordinator, who has responsibility for keeping the workstations and network up and running. The MIS system is a living entity which we are constantly enhancing. Mr. Sniderman reported that during the past two years, the District culture has changed with regard to using computers to get work done. Employees are now more comfortable using the systems; an MIS Committee provides support; an IS/HTE flier is produced on a regular basis; there is a computer user group; and training has been and will continue to be provided on an 05 96 199 ongoing basis. In closing, Mr. Sniderman stated that future plans include completion of the Plant Maintenance System and Laboratory System, Financial System enhancements, addition of imaging, network expansion, and updating the MIS Strategic Plan. Discussion followed with regard to personnel policies and procedures governing Internet use, the number of workstations and system components, and the challenge of providing needed training. President Menesini thanked Mr. Sniderman for his informative presentation and welcomed Ms. Keeton to the District. 2) Mr. Dolan, General Manager-Chief Engineer, stated that in response to a letter from the Local Agency Formation Commission (LAFCO), the District has prepared a Plan for Providing Services to the Windemere property in Dougherty Valley. The Board packet contained a draft response to LAFCO provided for the Board's consideration and input. Mr. Dolan noted that Dr. David Jameson, Director of the Contra Costa Mosquito and Vector Control District and the Special Districts Representative to LAFCO, is present today. Mr. Dolan introduced Mr. Russell Leavitt, Planning Assistant, who described the Windemere project and its location in Dougherty Valley. Mr. Leavitt reviewed the chronology of events relating to the Windemere project beginning in 1986 with the San Ramon Valley Trunk Sewer Environmental Impact Report (EIR) and project approval through the present request from LAFCO for a Plan for Providing Services. Mr. Leavitt provided an overview of the LAFCO process. In response to a question from Member Boneysteele, Mr. Leavitt stated that LAFCO is empowered by state law to designate the most appropriate agencies to provide service. Member Rainey stated that several years ago, LAFCO took the precaution of asking for a Plan to Serve to provide an indicator of whether a particular agency can provide service. At 3:05 p.m., President Menesini recessed to a reception honoring Member William C. Dalton for over 39 years of service to the District. At 3:33 p.m., President Menesini reconvened the meeting with all parties present as previously designated. Mr. Jarred Miyamoto-Mills, Principal Engineer, described the Plan for Providing Services to the Windemere property as outlined in the draft letter to LAFCO, highlighting the following: . On-site Facilities . Pumping Station Alternative . Gravity Tunnel Alternative . Downstream Facilities . Financing of Improvements Mr. Miyamoto-Mills stated that one of the most paramount issues is financing of improvements. The District has taken the position that all parties involved should pay their fair share. In this case, the developer would be directly responsible for on-site facilities and connection to the Larwin Pumping Station. There will be a Pump Zone Fee to cover the cost of the Larwin Pumping Station expansion and additional force main from Larwin and there will be a Facilities Capacity Fee to cover the cost of interceptor improvements and Treatment Plant improvements. Discussion followed with regard to the geotechnical studies and the preliminary results which indicate that the tunnel alternative appears feasible and probably can be done for the estimated cost included in the Capital Improvement Budget. The content and meaning of the proposed letter to 12 05 96 200 LAFCO was discussed. Mr. Leavitt stated that by approving the draft letter to LAFCO, the Board is sending a message to LAFCO that the District has a feasible plan for providing service and a method for financing those facilities. LAFCQ will then consider that information in making its decision as to whether to go forward. Mr. Leavitt stated that if the Board has any objection to providing service, even though the District is capable of serving, this would be the appropriate time to state that. Member Dalton requested to be excused and left the meeting at the hour of 4: 12 p.m. Following further discussion, it was moved by Member Rainey and seconded by Member Hockett, that the draft letter to LAFCO relative to the proposed Windemere Ranch Boundary Reorganization and concurrent review and update of the Sphere of Influence Boundaries of the Central Contra Costa Sanitary District and the Dublin San Ramon Services District be approved. There being no objection, the motion was approved with Member Dalton being absent. President Menesini thanked Dr. Jameson, the Special District Representative to LAFCQ, for attending this meeting. 3) Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Jay S. McCoy, Infrastructure Division Manager, who reported on the status of the effort underway to review and update the Sewer Service Charges being billed to approximately 1,100 multiple-use parcels. Following a presentation made in September 1996 by Principal Engineer Curt Swanson and Engineering Assistant Lesley Kendrick, the Board authorized staff to proceed with a pilot program using 20 parcels to try to obtain the information needed for calculation of the Sewer Service Charges. Letters are being sent to 13 shopping malls to try to secure the necessary information to adequately calculate the Sewer Service Charge for each shopping center. Mr. McCoy showed an example of a recently completed Allocation Chart for the Green Valley Shopping Center and reviewed the calculation of the Sewer Service Charge. A more positive cash flow is expected as a result of this process, although in some cases the Sewer Service Charges will go down. The end result of this process will be a more accurate and equitable Sewer Service Charge system. At 4:32 p.m., Member Hockett left the meeting, having previously advised staff of a prior appointment. 12 4) Mr. Dolan, General Manager-Chief Engineer, stated that Ms. Bonnie Allen, Risk Manager, has been managing a project to provide greater security for the protection of the District's reception area and after hours access to the District's office facilities. As mentioned the last time this item was discussed, this project has been motivated by a few recent incidents where strangers have appeared to be threatening and a few unsolved burglaries have occurred in recent years. Mr. Dolan introduced Ms. Allen, who provided an update on the proposed access control security system. Ms. Allen stated that the purpose of the system is to improve security for the protection of District employees, facilities, and equipment while allowing the District to remain accessible to the District's ratepayers. A security assessment was conducted in which functional operations of the District, physical conditions, crime in the surrounding area, and internal incidents were all considered. As a result of the security assessment, the following recommendations were made: . That employees be trained in how to recognize and respond to potential violence in the workplace (this training has been provided to front line people); . That the physical conditions around the facility be improved (lighting and fencing have been improved and employees have been reminded of locking and safety procedures); and 05 96 201 . That existing technology be supplemented by installing electronic equipment. As a first phase, Ms. Allen recommended that electronic equipment be installed at the main entrance points to this facility. Ms. Allen described the Alarm and Access Control System which would include a card access system and closed circuit television surveillance at key locations. Member Rainey suggested that installation of a duress button in the Board Room be considered. Ms. Allen thanked Member Rainey for the good suggestion. Ms. Allen stated that the estimated cost for Phase I, including the system, wiring, cameras, computers, and related equipment, is $50,000 to $60,000. Funds were included in the Capital Improvement Budget for this purpose. The Alarm and Access Control System is expandable in the future if needed. If the Board has no objection, staff will proceed with installation of the Alarm and Access Control System. The Board agreed. 5) Mr. Dolan, General Manager-Chief Engineer, announced that the District participated in two public meetings this past week. The first was an Orinda City Council meeting at which Central San staff did an excellent job making presentations on the South Orinda Sewer Improvement Project. Former Orinda Mayor Joyce Hawkins responded by indicating that she is not happy about having the City streets dug up, but is happy that Central San is dealing with this environmental issue before it becomes a crisis. District staff will be working to try to integrate this project with an East Bay Municipal Utility District (EBMUD) project in the area if possible. Mr. Dolan stated that at the second meeting, District and EBMUD staff presented the Water Recycling Plan to the City officials of the Lamorinda communities. Helpful input was received from Orinda and Moraga representatives. Staff did a very nice job on the presentations and was invited to make a presentation at an upcoming Moraga Town Council meeting. 6) Mr. Dolan, General Manager-Chief Engineer, announced that the District is advertising for installation of diffuser flaps for the Outfall. The engineer's estimate for this work is $75,000. 7) Mr. Dolan, General Manager-Chief Engineer, announced that the Cogeneration Facility is down for annual maintenance. b. COUNSEL FOR THE DISTRICT 1 ) Mr. Kenton L. Aim, Counsel for the District, announced that settlement negotiations are proceeding in the Acme Landfill litigation. c. SECRETARY OF THE DISTRICT None d. BOARD MEMBERS None 8. APPROVAL OF MINUTES a. MINUTES OF NOVEMBER 7. 1996 MINUTES OF NOVEMBER 21. 1996 b. It was moved by Member Boneysteele and seconded by Member Rainey, that the minutes of the November 7, 1996 and November 21, 1996 meetings be approved as presented. 12 05 96 202 There being no objection, the motion was approved with Members Dalton and Hockett being absent. 9. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED DECEMBER 5. 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 President Menesini, that the Expenditure List dated December 5, 1996, including Running Expense Check Nos. 100492-100637, Sewer Construction Check Nos. 17819-17839, and Payroll Check Nos. 43821-44093, be approved as recommended. There being no objection, the motion was approved with Members Dalton and Hockett being absent. 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 11. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS President Menesini suggested that a report of the recently completed Flood Study be made when the information is available. 12. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at the hour of 5:18 p.m. ~~4~~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: / f 12 05 96