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HomeMy WebLinkAboutBOARD MINUTES 10-03-02 25 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON OCTOBER 3, 2002 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 October 3, 2002. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Nejedly, Hockett, Boneysteele, Menesini ABSENT: Members: Lucey Member Lucey had previously indicated that he would be unable to attend this meeting and had requested to be excused. 8. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. b. INTRODUCTIONS RECOGNIZE BRENDA WENER ON HER PROMOTION TO ENGINEERING ASSISTANT II . President Menesini and the Board of Directors congratulated Ms. Brenda Wener, Engineering Assistant II, on her recent promotion. 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR It was moved by Member Hockett and seconded by Member Boneysteele, that the Consent Calendar, consisting of Items a. and b., be approved as recommended. a. Staff was directed to secure the services of an arbitrator to hear the Step Four grievance concerning shift assignment of Mr. Bob Roberts, Plant Operator III. Motion approved on the following vote: AYES: Members: Hockett, Boneysteele, Nejedly, Menesini NOES: Members: None ABSENT: Members: Lucey b. The claim submitted by Mr. Robert Muller, 1966 Ardith Drive, Pleasant Hill, via Paragon Subrogation Services, was denied and staff was directed to send a rejection letter to the claimant. Motion approved on the following vote: 10 03 02 26 None a. AYES: Members: Hockett, Boneysteele, Nejedly, Menesini NOES: Members: None ABSENT: Members: Lucey 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER 5. REPORTS GENERAL MANAGER 1 ) Mr. Charles W. Batts, General Manager, introduced Mr. William E. Brennan, Capital Projects Division Manager, who distributed San Ramon Projects Status Report No.4, and reported that work is proceeding on the east and west portals for the Dougherty Tunnel Project. Architectural amenities and landscaping are being completed. Heavy construction on the San Ramon Force Main Project is essentially complete. Site restoration, cathodic protection, and punch list items remain. Mr. Brennan showed photographs of the work in progress. Mr. Brennan reviewed the four public contacts received since the last report. In response to a question from President Menesini, Mr. Brennan stated that as part of the agreement reached during discussions of coordination of the District's project with the Dublin San Ramon Services District/East Bay Municipal Utility District Recycled Water Authority (DERWA) project, the District will provide funds to DERWA for trail landscaping. DERWA will have the landscaping done following completion of its recycled water project. 2) Mr. Batts, General Manager, introduced Mr. Craig Mizutani, Associate Engineer, who reported on the repair and installation of the influent gate. Mr. Mizutani stated that the influent gate is critical to the District's operation. It was installed in 1993. The 84-inch influent gate weighs approximately 7,500 pounds and the frame height is 29 feet. The influent gate was damaged in 2000 when bronze stem nut wear caused the gate to fall seven feet. Rather than replacing the gate, it was repaired by welding, at considerable savings to the District. The gate was re-installed by a team made up of Kaweah Construction, and the District Collection System Operations (CSO), Pumping Stations, Operations, Maintenance, Buildings and Grounds, and Safety staff. Bigge Crane was also part of the team. Mr. Mizutani stated that he would characterize this work effort as a "pit stop" since it was done in a very short window of time with a team working together toward a common goal. Installation of the gate required shutdown of plant flow. Plant flow was shut off during low flow on a Saturday night. Approximately 5.2 million gallons of flow was stored in the collection system from 3:00 a.m. to 8:30 a.m. Saturday morning during installation of the gate. Two backup plans were also in place should they be needed: 1) back flow from sewers into the plant, and 2) pump down the system to relieve pressure. Mr. Mizutani showed photographs and described the repaired influent gate shown stored on a wall; the scaffolding, confined space equipment, and crew preparing for entry; the crane used to lift the gate and frame; the gate frame being lowered into place; Kaweah employees installing the frame; the gate being lowered into the frame; Bigge and Mechanical Maintenance crews attaching gate operator; and the damaged PVC liner in the influent structure. In summary, Mr. Mizutani stated that he is fairly new to the District, but he has worked as a consultant with many clients. Mr. Mizutani stated that this was an excellent team effort with significant planning and coordination by all 10 03 02 27 departments which allowed more to be achieved than was expected. There will be one more entry on during the low flow period on Saturday, October 5, 2002, to cut the detached PVC liner so it will not fall and catch on the gate. Mr. James M. Kelly, Director of Operations, introduced Mr. Dave Robbins, Plant Maintenance Superintendent, who was in charge of the overall operation. Mr. Kelly stated that this was indeed a change in the guard and very well done. President Menesini and the Board of Directors commended Messrs. Mizutani and Robbins and the entire team on the successful completion of this challenging project. 3) Mr. Batts, General Manager, stated that the former IT Corporation Baker Site is just across the Santa Fe railroad track to the north of the treatment plant property, Basins Band C. IT Corporation completed closure of its hazardous waste ponds on the Baker Site and sold the property to U.S. Development Group, a Texas-based rail logistics site development company. U.S. Development has in turn sold a portion of the site to ConGO Cement, and has proposed a rail-to-truck transfer facility for a yet-to-be-determined commodity on the remaining portion of the site. Their current proposal is for ready-mix concrete and aggregate storage and blending. Conco has proposed a truck washing, storage, and maintenance facility for their portion of the site. Several important District facilities cross the site. Mr. Batts introduced Mr. Curtis W. Swanson, Environmental Services Division Manager, who stated that the IT Corporation Baker site consists of 1 24 acres located just north of the District. It was a hazardous waste treatment and disposal facility which stopped accepting waste in 1988 and was closed in 1999. The site was offered for sale in 2000. It was zoned for heavy industrial use and access is by an easement across District property. As Mr. Batts indicated, U.S. Development Group purchased a portion of the IT Corporation Baker Site. U.S. Development Group then sold a portion to Conco Cement. Currently IT Corporation owns 30 acres, U.S. Development owns 66 acres, and Conco Cement owns 28 acres. Several key District facilities are on the IT Corporation Baker Site: the District's 72- inch outfall installed in 1958, a 42-inch recycled water pipeline installed in 1976, twin 20-inch force mains from the Maltby Pumping Station, and a recycled water line and instrumentation conduits. Mr. Swanson stated that Conco Cement is a concrete construction firm based in Concord. Conco Cement proposes to use the site for a storage yard and maintenance facility for concrete pumper trucks and concrete formwork and equipment, a truck washing facility, a maintenance yard, and parking for the trucking firm. Conco Cement proposes to construct two steel buildings, one for storage and one for an on-site office. Conco Cement is now going through design before submission to the Contra Costa County Planning Department. Conco Cement is currently scheduled to occupy the facilities in summer 2003. U.S. Development Group is a Texas-based company that builds rail logistics sites. U.S. Development proposes a rail-to-truck transfer facility on their 66 acres. Possible commodities include aggregate rock, ready-mix concrete facility, and ethanol. U.S. Development has submitted a pre-planning application to Contra Costa County with a scheduled occupation of 2004. Mr. Swanson stated that access to the IT Corporation Baker Site is currently via a gravel road on 20- to 34-foot wide easements. Vehicle traffic will increase. It is estimated that 130 trucks per day will access Conco Cement and 50 to 80 trucks per day will access U.S. Development. In addition to 10 03 02 28 10 potential impacts to major District pipelines that could result from construction damage, there are long term concerns about possible settlement, differential settlement, and horizontal displacement as the soil in this area is Bay mud. In summary, Mr. Swanson stated that the proposed land uses are compatible, but there are major concerns about impacts of construction and operation on District pipelines, and major concerns about the level of traffic on the access road. Mr. Kenton L. Aim, Counsel for the District, raised two issues: the Board level policy issue regarding keeping buffer property, and the issue of reviewing the District's easement rights as to whether the proposed development would be allowed under the current easement rights. Member Boneysteele stated that the District should not let the prospect of maximizing investment return jeopardize the future of the District. In addition, Member Boneysteele cautioned that the District be careful not to encourage the developers if the proposed development will not be acceptable to the District. The District should be very careful of any development in this area. The District paid a significant price for the Lagiss property in the same area to keep it as buffer. Mr. Batts stated that staff will keep the Board informed. This is a fairly ambitious project on a difficult site. It is likely the neighborhood will have a very strong say in what the future of this project will be. President Menesini referenced the proposed marsh restoration project that is coming to fruition in the same area. On October 21, 2002, Mr. Mitch Avalon, of the Contra Costa County Public Works Department, will discuss the proposed marsh restoration project at the Environmental Alliance discussion series. Mr. Swanson indicated that staff would like to come back to the Board to discuss the proposed marsh restoration project at a future Board Meeting. The District is participating on the County Task Force on that issue. With regard to the IT Corporation Baker Site, this proposed use is a little more compatible than the previous proposals. District staff is just beginning to meet with the developers. 4) Mr. Batts, General Manager, reported that the ground breaking ceremony for the Contra Costa County new animal shelter on Imhoff Drive was held on September 24, 2002. Construction is expected to start this month and be finished approximately December 2003 if all goes well. The new facility will use recycled water, and District staff is working with the County on the details of this arrangement. As the first item on the ground breaking ceremony program, the Director of Animal Services Michael Ross expressed the County's thanks to the District, recognizing both the purchase and the lease agreement as making construction of the new facility possible. 5) Mr. Batts, General Manager, reported that the District has submitted an application to the Bay Area Air Quality Management District (BAAQMD) for two grants of $1,000 each as part of the Vehicle Incentive Plan, a California Air Resources Board plan administered by the local air board. These grants are an incentive for public agencies to purchase alternative fuel vehicles. The District intends to purchase two hybrid vehicles if prices are within the equipment budget allocations. 6) Mr. Batts, General Manager, stated that Guardsmark, the company that furnishes the treatment plant security services, has conducted a security audit of the Collection System Operations Division (CSOD) facilities in Walnut Creek, and has submitted a report and recommendations for improving security. Mr. Batts briefly described some of the V"' (.'..1..) Ùì 0, 'î.~. ~'. '...:.~ " '11,7 kd b. c. d. 29 recommendations and indicated that staff is reviewing the recommendations for possible implementation. Some of the improvements may require expenditure of capital funds. 7) Mr. Batts, General Manager, announced that there are two combination pedestrian/pipe bridges that cross a creek paralleling Morello Avenue and provide access into Hidden Valley Park in Martinez. The bridges are wood structures with an 8-inch diameter ductile iron sewer pipe supported beneath them. The structural wood members have weathered and a condition assessment of the bridges by a structural engineer is needed. Engineering Department staff is coordinating with City of Martinez staff in evaluating the bridges and potential impacts on the neighborhood and school children if the bridges must be closed to pedestrian traffic, and plans to repair or replace these structures are being developed with the city. COUNSEL FOR THE DISTRICT 1 ) Mr. Kenton L. Aim, Counsel for the District, reported on the City of Hollister $1.2 million Administrative Civil Liability (ACL) fine for a discharge permit violation when a dike failure allowed 15 million gallons of treated effluent to flow into San Benito River. The coliform count of river was tenfold of that of the treated effluent. There was no staff negligence and no environmental damage or health hazard resulted; nevertheless, a $1.2 million ACL fine was imposed. SECRETARY OF THE DISTRICT 1 ) Ms. Joyce E. Murphy, Secretary of the District, distributed the California Association of Sanitation Agencies (CASA) 2002 Member Survey. CAS A has requested that the surveys be returned by Friday, October 11, 2002. BOARD MEMBERS 3) 1 ) Member Nejedly requested that the material left by the tenant on the District's property known as the Kiewit property be cleaned up. 2) Members Boneysteele and Hockett distributed minutes and reported on the September 30, 2002 Budget and Finance Committee Meeting at which the June 30, 2002 Audited Financial Statements were reviewed with the representatives of Hood and Strong. Other topics of discussion included Member Boneysteele's request for the Board to consider directing staff to develop a policy addressing retired employees returning to work for the District on a contract basis, periodic review of the detail for District procurement card use, and review of the Expenditure List dated October 3, 2002. Member Boneysteele reported on the memorial service for former District Counsel John J. Carniato, and Mr. Carniato's distinguished career and service to the District. BREAK At 3:35 p.m., President Menesini declared a recess, reconvening at the hour of 3:47 p.m., with all parties present as previously designated. 6. ENGINEERING ACCEPT THE CONTRACT WORK FOR THE CONCORD INDUSTRIAL FORCE MAIN PROJECT. DP 5383. AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION a. 10 03 02 30 Mr. Batts, General Manager, introduced Mr. Alex Rozul, Associate Engineer, who reported on the completion of the Concord Industrial Force Main Project, DP 5383. Mr. Rozul stated that the Concord Industrial Force Main Project consisted of installation of approximately 4,300 feet of force main. The Notice to Proceed was issued to McGuire and Hester on June 18, 2002. The project was substantially completed on September 10,2002,10 weeks ahead of schedule. The original contract amount was $715,515. There were three change orders on the project totaling $72,642, about 10 percent of the contract cost and within the contingency estimate. The final contract amount was $788,157. Using a map and photographs, Mr. Rozul described the location and alignment of the project, and some of the difficulties encountered during project construction. It was necessary to cross three major East Bay Municipal Utility District aqueducts that supply water to Walnut Creek and Lafayette, and there were several utilities encountered. One of the change orders involved work on Robinson Street in Martinez requested by the Collection System Operations Division (CSOD). This shallow line had been installed directly crossing water lines, and an unmarked City of Martinez waterline was broken during the repair. It was necessary to hand dig much of this work. To minimize disruption to residents, work was coordinated very closely with the City of Martinez. Construction was completed three weeks ahead of schedule. The City repaved the street. The residents got a brand new street and sewer line. President Menesini thanked Mr. Rozul for his report. It was moved by Member Boneysteele and seconded by Member Nejedly, that the contract work for the Concord Industrial Force Main Project, DP 5383, be accepted and that the filing of the Notice of Completion be authorized. There being no objection, the motion was approved with Member Lucey being absent. b. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO THE CURRENT TECHNICAL SERVICES AGREEMENT WITH WRMS ENGINEERING IN THE AMOUNT OF $40.000 FOR COLLECTION SYSTEM DEVELOPMENT AND REPAIR INSPECTION SERVICES Mr. Batts, General Manager, stated that the Engineering Department has been grappling with the staffing of inspection services for new developments and sewer repairs in the face of a complete turnover of staff in both the Inspection and Permit work groups. The issues are the expected drop in connections based on the current economic conditions, and the training burden with new staff. WRMS Engineering is currently providing one temporary inspector to augment the regular inspection staff. The $35,000 contract cost ceiling of this services contract will be reached in the near future. Board approval is requested to add $40,000 to the cost ceiling and to extend the current agreement for an additional six months. Staff is evaluating the long-term need for filling a vacant inspector position. It was moved by Member Nejedly and seconded by Member Hockett, that the General Manager be authorized to execute an amendment to add $40,000 in cost ceiling for a total cost ceiling of $75,000, and six months to the term of the current technical services agreement with WRMS for collection system development and repair inspection services. There being no objection, the motion was approved with Member Lucey being absent. Member Boneysteele stated that in his interview by Public Employees Union Local One, concerns were raised about contracting out normal District activities. Mr. Batts stated that there has been a lot of in-fill in the District service area, and development in the Dougherty Valley. There is a question as to how this inspection workload will develop. There is the consideration of new inspectors and permit counter staff. A portion of this request is to have coverage while training new employees, and a portion is to use temporary staffing for six months while the situation is evaluated. Member Boneysteele stated that another issue raised by the union is filling vacancies with people from outside the District rather than District employees. Mr. Batts indicated that there is a very delicate balance between continuity and hiring the most qualified person 10 0['"", ' ~'-i) Ù; O'1lli,>,,6)," '!'!~ 31 for a particular job. The District must also balance the workload against the cost of salaries and benefits, and the Sewer Service Charge. c. AUTHORIZE THE GENERAL MANAGER TO ALLOCATE $175.000 FROM THE COLLECTION SYSTEM CONTINGENCY ACCOUNT TO THE PUMPING STATION CORROSION PROJECT. DP 5922. AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH BROWN AND CALDWELL FOR THE MARTINEZ TRANSMISSION LINE CORROSION STUDY Mr. Batts, General Manager, introduced Dr. Gail Chesler, Associate Engineer, who stated that the District has 386,000 feet of large reinforced concrete pipe. Initial TV inspection for corrosion of at risk large diameter reinforced concrete pipe was done, and much of the pipe was found to be in good condition. However, corrosion was found in the area of pumping stations and also in gravity segments downstream from pumping stations. Dr. Chesler showed photographs of corrosion found. Investigations were initiated separately for the two pumping stations in design or construction, specifically, Lower Orinda and San Ramon. Eight of the remaining pumping stations are also candidates for corrosion control. Staff has initiated a new project to examine the remaining pumping stations with the idea of finding the best solution based on shared District practices for each of the remaining pumping stations. Work will begin with the lines showing the most damage: the Martinez transmission line and the pumping stations at Martinez, Fairview, and Maltby. It is proposed that Brown and Caldwell, who were selected through a competitive process, be engaged to take existing TV inspection data and perform the needed condition assessment to determine the reason for corrosion and describe alternative courses of action aiming for District-wide strategies. Possible alternatives include chemical injection, air injection, crown spraying; physical lining, replacement; and operational changes. Dr. Chesler stated that a balanced, cost-effective solution is being sought. President Menesini thanked Dr. Chesler for her presentation. It was moved by Member Hockett and seconded by Member Nejedly, that the General Manager be authorized to allocate $175,000 from the Collection System contingency account to the Pumping Station Corrosion Project, DP 5922; and that the General Manager be authorized to execute an agreement for an amount not to exceed $115,000 with Brown and Caldwell for the Martinez Transmission Line Corrosion Study. There being no objection, the motion was approved with Member Lucey being absent. 7. APPROVAL OF MINUTES a. MINUTES OF SEPTEMBER 5. 2002 It was moved by Member Hockett and seconded by Member Boneysteele, that the minutes of September 5, 2002, be approved as presented. There being no objection, the motion was approved with Member Lucey being absent. 8. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED OCTOBER 3. 2002 It was moved by Member Hockett and seconded by Member Boneysteele, that the Expenditure List dated October 3, 2002, including Self Insurance Fund Check Nos. 101931-101932, Running Expense Fund Check Nos. 140689-140923, and Sewer Construction Fund Check Nos. 24928-24968, be approved as recommended. There being no objection, the motion was approved with Member Lucey being absent. 9. BUDGET AND FINANCE RECEIVE 2001-2002 INTERNAL AUDIT RESULTS a. Mr. Batts, General Manager, introduced Ms. Deborah Ratcliff, Controller, who presented the 2001-2002 Internal Audit of Inventory Cycle Counts performed by Rosemary C. 10 03 0 '--1< J. ~ 32 Belland, CPA. Ms. Ratcliff reviewed the auditor recommendations and staff responses as follows: . It was recommended that counts be conducted on a regular and continuous basis - Daily cycle counts will be conducted; . It was recommended that procedures for inventory cycle counts and reconciliations of discrepancies be documented - Cycle counts inventory procedures have been written and reviewed by Ms. Belland as satisfactory; . It was recommended that separate, well-organized files be maintained for each cycle count - File organization has been documented in written procedures; . It was recommended that management approval be obtained for certain adjustments - Management authorization will be required on adjustments greater than $250. Ms. Ratcliff noted that this figure may be changed in the future, but initially the figure was set at $250; . It was recommended that a log of cycle counts conducted be maintained - A monthly log of cycle counts will be completed; . It was recommended that random observation of cycle counts be conducted by non-Materials Control Building personnel - Appropriate accounting personnel will spot check every six months; and . It was recommended that a critical review of items in stock be performed and that possibly the inventory levels be reduced - The Materials Service Supervisor will review District usage and inventory on hand. Ms. Ratcliff stated that the internal audit and recommendations were reviewed in detail with the Budget and Finance Committee on September 16, 2002. The 2002-2003 internal audit was also discussed with the Budget and Finance Committee. The 2002- 2003 Internal Audit will review petty cash, travel and expense reports, and procurement cards. All three of these areas have been audited in the past but it was felt that it would be timely to review them again. Following discussion, President Menesini declared that the 2001-2002 Internal Audit Results of Inventory Cycle Counts were duly received. b. RECEIVE AUGUST 2002 FINANCIAL STATEMENTS Ms. Ratcliff, Controller, reviewed the results of operations and maintenance (O&M) for the month of August 2002, noting that expenditures were $481,000 less than budget, representing a 15 percent favorable variance. Year-to-date O&M expenditures were $936,000 less than budget, representing a 14.2 percent favorable variance. Year-to-date O&M revenues of $304,000 were $98,000 greater than budget. Ms. Ratcliff reported that Sewer Construction Fund (SCF) revenues of $2,668,000 were $1.2 million less than SCF expenditures of $3,920,000 including the Dougherty Tunnel. Ms. Ratcliff noted that Facilities Capacity Fee revenue is $860,000 greater than budget and it is hoped that this is a good sign that the economy is on the up turn. Ms. Ratcliff reported that the District's temporary investments were all held in the District's Local Agency Investment Fund (LAIF) account. The average yield of the District's LAIF account through August 2002 was 2.594 percent. President Menesini declared that the August 2002 Financial Statements were duly received. 10 03 02 33 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 11. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None 12. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at the hour of 4:38 p.m. ~/V1 QA~oß ' ~~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Se re ali of the Central on a Costa Sa' ry District, County of Contra Costa, State of California 10 03 02