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HomeMy WebLinkAboutBOARD MINUTES 11-07-02 45 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON NOVEMBER 7,2002 From 12:00 p.m. to 2:00 p.m., prior to the regular Board Meeting, an open house was held celebrating five years of service at the Household Hazardous Waste Collection Facility (HHWCF). Board Members Boneysteele, Hockett, and Menesini were present, as were representatives of the District's HHWCF partner agencies and the Central Contra Costa Solid Waste Authority. HHW Supervisor Elaine Jacobs presented a report on HHWCF participation, trends, amount of household hazardous waste processed, and cost of operation. A video produced by Senior HHW Technician James Minor was shown, featuring HHWCF customers and their comments on the facility and excellent service provided. 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 November 7, 2002. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Nejedly, Hockett, Lucey, Boneysteele, Menesini ABSENT: Members: None In the necessary absence of Mr. Kenton L. Aim, Counsel for the District, Mr. Michael Riback, of Meyers, Nave, Riback, Silver and Wilson, was present to provide any legal advice required by the Board. a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. b. INTRODUCTIONS INTRODUCE DIANE WAGNER. NEWLY HIRED PURCHASING AND MATERIALS MANAGER . INTRODUCE MARK GRATIS. NEWLY HIRED MAINTENANCE CREW MEMBER I . . INTRODUCE KENNETH HOBBS. NEWLY HIRED UTILITY WORKER Ms. Diane Wagner, Purchasing and Materials Manager, Mr. Mark Gratis, Maintenance Crew Member I, and Mr. Kenneth Hobbs, Utility Worker, were introduced and welcomed to the District by President Menesini and the Board of Directors. 2. PUBLIC COMMENTS Mr. Charles W. Batts, General Manager, was joined by Board and staff in congratulating Members Parke L. Boneysteele and Gerald R. Lucey on their re-election to the Board of Directors. Ms. Christa Freihofner, 3272 Estero Drive in San Ramon, addressed the Board indicating that she is withdrawing the claim for damages in the amount of $500 which she filed and thanking the District for its willingness to consider the claim. Ms. Freihofner congratulated Members Boneysteele and Lucey on their re-election to the 11 07 02 46 District Board, and requested that the District continue to work to promote better communications and working relationship with Dublin San Ramon Services District. Members Nejedly, Lucey, and Menesini thanked Ms. Freihofner for her attendance and input at District Board Meetings, and indicated efforts would continue to promote a good working relationship with Dublin San Ramon Services District. Mr. Carl Doolittle, new Business Agent for Public Employees Union Local 1, addressed the Board indicating that he is looking forward to a harmonious relationship with the District and the Board. Mr. Doolittle stated that normally what is in the best interest of the employees is in the best interest of the District as well. Mr. Doolittle stated that it is his philosophy to work issues out at the lowest level possible. 3. AWARDS AND COMMENDATIONS a. ADOPT RESOLUTIONS RECOGNIZING SERVICE AWARD RECIPIENTS THEA ALMENDRALEJO. CHERYL ARSTANI. DAVID BALDI. THEODORE BARRY. DON BARTLETT. RALPH BATES. EUGENE BEARDSLEY. PENNY BINDER. RICHARD BOYLAN. WILLIAM BRENNAN. WILSON BROOKS. TANYA BUTLER. CHRISTOPHER CARPENTER. JACK CASE. JOHN CENSOPLANO. ELIZABETH CHARLTON. MARALEE DAVI. BRUCE DOBEY. GEORGE FOWLER. WILLIAM GAY. B. TOM GODSEY. CHRISTOPHER HAISLEY. RICARDO HERNANDEZ. BARBARA HOCKETT. ELAINE JACOBS. THOMAS KOSTIK. RUSSELL LEAVITT. JULIE LOPEZ. GERALD LUCEY. MARIO MENESINI. JAMES MINOR. JENNIFER MUIR. JONALEA OSTLUND. TIMOTHY POTTER. DAVID QUINTERO. ROBERT ROBERTS. ALEX ROZUL. RAYMOND SAWYER. BRADLEY SCALISE. ADELA SCHWITTERS. RICARDO SMITH. BA THAN. GORDON TRAPP. GREGORY WALKER. BRENDA WENER. JAMES ZEIGER Mr. Batts, General Manager, stated that each year the District honors long-term employees for their contributions to the success of the District. The 2002 Service Awards Luncheon will be held on November 22, 2002 at 11 :30 a.m. at Vic Stewart's Steak House in Walnut Creek. It was moved by Member Boneysteele and seconded by Member Nejedly, that Resolution Nos. 2002-076 through 2002-087 be adopted, commending and thanking service award recipients Thea Almendralejo, Cheryl Arstani, David Baldi, Theodore Barry, Don Bartlett, Ralph Bates, Eugene Beardsley, Penny Binder, Richard Boylan, William Brennan, Wilson Brooks, Tanya Butler, Christopher Carpenter, Jack Case, John Censoplano, Elizabeth Charlton, Maralee Davi, Bruce Dobey, George Fowler, William Gay, B. Tom Godsey, Christopher Haisley, Ricardo Hernandez, Barbara Hockett, Elaine Jacobs, Thomas Kostik, Russell Leavitt, Julie Lopez, Gerald Lucey, Mario Menesini, James Minor, Jennifer Muir, Jonalea Ostlund, Timothy Potter, David Quintero, Robert Roberts, Alex Rozul, Raymond Sawyer, Bradley Scalise, Adela Schwitters, Ricardo Smith, Ba Than, Gordon Trapp, Gregory Walker, Brenda Wener, and James Zeiger for their years of service. There being no objection, the motion was unanimously approved. 4. CONSENT CALENDAR It was moved by Member Hockett and seconded by Member Lucey, that the Consent Calendar, consisting of Items a. and b., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. The Grant of Easement for an easement at 3073 Vessing Road, Pleasant Hill, Job 3977, was accepted from Michael A. Church and Tamara P. Church and the Quitclaim Deed for the old easement was authorized to the same; staff was authorized to record said Grant of Easement and Quitclaim Deed with the Contra Costa County Recorder; and Resolution Nos. 2002-088 and 2002-089 were adopted to that effect. 11 07 0,' (;.,)," " ¡:'.d 47 Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett; Lucey, Nejedly, Boneysteele, Menesini None None b. The contract work for the Manzanita Creek Crossing Repair Project, DP 5434, 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: Hockett, Lucey, Nejedly, Boneysteele, Menesini None None 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Correspondence Items 9.a., 9.b., and 9.d. were taken out of order to accommodate interested persons in the audience. President Menesini proceeded to Item 9.b., Correspondence. 9. CORRESPONDENCE b. RECEIVE LETTER DATED OCTOBER 15. 2002. FROM MR. CRAIG FINTA OF LAFAYETTE. COMPLIMENTING MR. WESLEY ADAMS. SENIOR ENGINEERING ASSISTANT. ON HIS HANDLING OF A SEWER REPLACEMENT PROJECT AFFECTING HIS PROPERTY Receipt of the letter dated October 15, 2002, from Mr. Craig Finta, of Lafayette, was noted. President Menesini read an excerpt from the letter and commended Mr. Wesley Adams, Senior Engineering Assistant, on his outstanding efforts in handling of the project affecting Mr. Finta's property. a. RECEIVE LETTER DATED OCTOBER 26.2002. FROM MRS. SHEILA C. CONKLE. OF MARTINEZ. REQUESTING TO ADDRESS THE BOARD Mrs. Sheila C. Conkle, 836 Carquinez Way, Martinez, addressed the Board concerning a sewer cleaning auger that broke through a sewer line during a cleaning and lodged in her fence. Mrs. Conkle showed photographs and described the cleaning auger, the damage to her property, and the actions of District Collection System Operations (CSO) staff. Mrs. Conkle stated that Field Operations Superintendent Bill Echols has been available and understanding, but could not guarantee that this would not happen again. Mrs. Conkle requested that the pipe be replaced and relocated. Mr. Batts described the steps taken by the CSO Maintenance Crew to spot repair this line. Mrs. Conkle was advised of these repairs and allowed to view T.V. footage of the line showing it in good condition. Mrs. Conkle has been advised that chemical root control will be used to minimize the need for use of the cleaning auger. The line has been placed on the chemical root control schedule and information has been provided to Mrs. Conkle and her neighbors. They will be advised before the chemical root control is used or cleaning is done. Mr. Batts stated that the District cleans in excess of 1 million feet of pipe per year. In more than 15 years, this is only the second time that something of this nature has happened. The line is on the schedule to review for possible replacement, but that will not occur for several years. It was noted that it may not be possible to relocate the line as proposed by Mrs. Conkle because of the elevation of the street and the topography in the area. Mr. Batts stated that he will 11 07 02 48 have staff check the line and elevation issues to determine if it is possible to relocate the line and advise Mrs. Conkle. Mrs. Conkle thanked the Board for their consideration. d. RECEIVE LETTER DATED OCTOBER 12.2002 FROM DR. HOWARD SIU OF DANVILLE. REGARDING ALTERNATE PROPOSAL FOR WENDT RANCH OFFSITE SEWER PROJECT. JOB 5436 Mr. Batts, General Manager, stated that correspondence was received from Dr. Howard Siu, proposing an alternate location for the proposed sewer through his property. Staff will be discussing alternatives with Dr. Siu during negotiations for acquisition of the easements. At the next Board Meeting on November 21, 2002, staff plans to recommend that a hearing be set for the first Board Meeting in January 2003, to consider a resolution of necessity to acquire the easements. District staff and Dr. Siu have discussed acquiring these easements for a main sewer extension to serve the approved Wendt Ranch development next to Blackhawk. The main design consideration for the proposed sewer extension would avoid an additional pumping station by routing wastewater from the development to the existing public sewer system in Lawrence Road. Two of the proposed permanent easements and temporary construction easements are across the Siu property on Lawrence Road in Danville. Staff sent a formal offer to purchase these easements to the Siu's this week. Dr. Howard Siu, of Danville, addressed the Board. Dr. Siu distributed and reviewed a number of documents. Dr. Siu stated that he is quite excited to be here today and he believes that he has a win/win solution for all concerned. As the Board knows, there are ongoing disputes in the Tassajara Valley between the developer and environmentalists. Dr. Siu stated that he is in the middle. Dr. Siu stated that he believes the greatest work anyone can do in their lifetime is that of peacemaker. Dr. Siu stated that several months ago he was asked by the Board to provide an idea for a sewer route that would satisfy all concerned. Dr. Siu stated that he would like to have the sewer line away from his house and able to accommodate future development on his parcel. There are two ongoing lawsuits concerning the Subsequent Environmental Impact Report (EIR), the Endangered Species Act and Clean Water Act. Dr. Siu stated that he believes that his plan to save the red-legged frog will satisfy all and allow everyone to win. Dr. Siu drew a diagram and explained the history of the ponds in the area, environmental issues, and competing uses. He indicated in the diagram that the developer has proposed two culverts to allow the frogs to negotiate from the pond and migrate to the creek. Dr. Siu stated that the pond on his property contained bull frogs, bass, and other predators of red-legged frogs. Dr. Siu proposed that Simpson Pond on his property be removed or filled to reopen the migration corridor by extending the corridor to restock red-legged frogs in this area. Dr. Siu suggested such a design would satisfy everyone and take care of the two lawsuits that are problematic to the District. He further indicated that this is acceptable to and approved by Fish and Wildlife Services as a means of opening wildlife corridors. Dr. Siu stated that he does not want the sewer within 15 feet of his house as is proposed by the District. Dr. Siu stated that he would rather have the sewer pipe go through the location of the pond, and he would propose that a road and sewer be put through the pond area. Dr. Siu stated that Simpson Pond should be filled and the watershed returned to the way it was 30 years ago. Dr. Siu stated that the nearby seasonal Corrie Pond should be filled as well. Dr. Siu stated that he would not object to the developer building up to 100 additional units where Corrie Pond is now. Discussion followed with regard to the change in Dr. Siu's previous position that Simpson Pond should be saved. Dr. Siu stated that he has changed his position. From a biological point of view, Simpson Pond is a negative thing. Dr. Siu stated that after talking with Fish and Wildlife, it became apparent that the existing pond is bad for the red legged frog and his new proposal is a win/win solution for all concerned. In response to questions from the Board, Dr. Siu stated that he does plan to develop his property at some point. lí O~¡ 02 49 Member Nejedly stated that the District has a responsibility to provide sewer service to areas in the District, but the District is not a land use planning agency and did not make the land use planning decisions relating:t()the Tassajara Valley. However, the District has an obligation to provide sewer service for development once it has been approved. Member Nejedly stated that the District is not the correct government agency to make decisions as to what should happen to Simpson Pond. Mr. Michael Riback, of Meyers, Nave, Riback, Silver and Wilson, advised that because an offer letter has been made to Dr. Siu pursuant to the eminent domain statutes and because this matter will likely be coming back to the Board for a hearing, he would recommend that at this point discussion be kept to a minimum other than directing staff. Dr. Siu apologized for being inconsistent, but indicated that new information has changed his mind about whether the pond should be preserved. President Menesini thanked Dr. Siu for his comments. At this time, President Menesini reverted to the order of the agenda. 6. BIDS AND AWARDS AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO SILVERADO CONTRACTORS. INC.. FOR THE INFLUENT DIVERSION SUPERSTRUCTURE DEMOLITION PROJECT. DP 6167 a. Mr. Batts, General Manager, presented the staff recommendation to award a construction contract to Silverado Contractors, Inc., the lowest responsible bidder at $145,700. It was moved by Member Hockett and seconded by Member Boneysteele, that award of a construction contract in the amount of $145,700 for the Influent Diversion Superstructure Demolition Project, DP 6167, be authorized to Silverado Contractors, Inc., the lowest responsible bidder. There being no objection, the motion was unanimously approved. a. 7. REPORTS GENERAL MANAGER 1 ) Mr. Batts, General Manager, stated that the District is celebrating five successful years of operating the Household Hazardous Waste Collection Facility (HHWCF). The District's partnering agencies and District staff have worked hard developing and improving the program, and continue to work to ensure its success. Mr. Batts introduced Ms. Elaine Jacobs, HHW Supervisor, who presented the Household Hazardous Waste Collection Facility Operations Status Report for the Fiscal Year 2001- 2002. Ms. Jacobs stated that citizens do appreciate the household hazardous waste collection service and consider it a valuable resource. Ms. Jacobs presented a chart showing residential participation by jurisdiction for the fiscal year. Of the total 183,554 households, 17,677 vehicles were served at the HHWCF and 1,542 vehicles were served at mobile collection events for a total of participation of 19,185 or 10.5 percent. All communities exceeded the minimum goal of 4 percent participation; however, San Ramon relies partially on mobile collection events to meet the 4 percent participation goal. Ms. Jacobs showed a graph comparing HHWCF participation for the last three years showing an upward trend, and a comparison of the average cars per day reflecting the changed days of operation. Saturday continues to have the greatest participation. Ms. Jacobs reported that 1.3 million pounds of HHW was processed in fiscal year 2001-2002. This figure includes HHW collected 11 07 02 50 at both the permanent facility and mobile collection events. A breakdown of HHW shipped in each category was presented, showing that the greatest percentage by weight was oil based paint, followed by latex paint, and motor oil/oil filters. Seven percent of the HHW is reused and 42 percent is recycled. Only 1 percent goes to a landfill. The pounds of HHW per car has remained fairly steady from 1997-1998 through the present. In 2001-2002 the pounds of HHW per car was 72. The cost per car was $93 in 1997-1998 and that has decreased to the current cost of $ 66 per car. Ms. Jacobs distributed the new outreach information for the Small Quantity Generator Program (small businesses). The number of appointments increased to 191 last fiscal year although no aggressive outreach has yet been done. About 30,000 pounds of waste or 160 pounds per vehicle was collected, generating revenue of $14,094. Ms. Jacobs stated that as indicated in the past, the District is beginning on an outreach program to small businesses. Outreach will include general program information and information on how to participate. This information will also be used at trade shows. In the 2001-2002 fiscal year a total of 1,775 vehicles were served at temporary mobile collection events. Ms. Jacobs showed an overall breakdown by community of participation at mobile collection events. It was necessary to cut the September 2001 mobile collection event short because these events are staffed in part by military personnel. Thus participation was down at that event. There was a sharp increase at the October 2001 event when collection of electronic waste was added. In closing, Ms. Jacobs stated that trends indicate that residential participation continues to increase almost doubling since the inception of the program, and participation goals have been revised. Greater participation at temporary mobile collection events has been accomplished and staff will be working with the Board HHW Committee on how this will be addressed in the future. Outreach to small businesses will continue. The mercury thermometer exchange program will continue. Efforts are being made to anticipate the impact of changing regulations. Continuous improvement review is ongoing to improve efficiency and cost effectiveness of operation. In conclusion, Ms. Jacobs stated that the permanent HHW Collection Facility program continues to be a success. Member Lucey was joined by the Board in complimenting Ms. Jacobs and HHWCF staff on the excellent public relations that they generate for the District. BREAK At 3:56 p.m., President Menesini declared a recess, reconvening at the hour of 4: 1 0 p.m. with all parties present as previously designated. 2) Mr. Batts, General Manager, introduced Mr. William E. Brennan, Capital Projects Division Manager, who distributed and reviewed San Ramon Projects Status Report No.5, dated November 6, 2002. Mr. Brennan stated that the San Ramon Force Main and Dougherty Tunnel and Trunk Sewer jobs are winding down. The San Ramon Pumping Station exterior work should be finished by December 31, 2002 as required by the settlement agreement with the City of San Ramon. With regard to PG&E power for the pumping station, the City of San Ramon has not yet issued an encroachment permit to PG&E. The utility box from which PG&E planned to take service encroaches on a neighbor's property. District staff has asked City staff to arrange a second meeting with PG&E to 11 0\1 0", "'-"'> VI ~c,.c." I P' ~1 51 resolve this issue. Mr. Brennan showed photographs and described the status of work on the Dougherty Tunnel and Trunk Sewer and San Ramon Force Main Projects..,Tbe pumping station landscaping will be done when the entire job is finished. The contractor has maintained the existing landscaping in as good condition as possible during construction. 3) Mr. Batts, General Manager, introduced Mr. Curtis W. Swanson, Environmental Services Division Manager, who reported on CalTrans preliminary plans for the 1680/SR24 interchange. Mr. Swanson stated that the projects include off ramps, flyover ramps, third lane for Highway 4, and elimination of the cloverleaf with construction to take place from 2007 to 2013 at an estimated cost of $250 million. The work will be divided into five phases: 1. 2. 3. 4. 5. Northbound 680 to westbound 4 flyover; Eastbound 4 to southbound 680 ramp; Third lane to Highway 4; Southbound 680 to eastbound 4 flyover; and Westbound 4 to northbound 680 ramp. Phase 1 will impact District facilities and require relocating 800 feet of the 84-inch A-Line interceptor, Phase 3 will require relocation of 150 feet of a 39-inch trunk sewer, and Phase 5 will eliminate or reduce the Frontage Road. Mr. Swanson used a map to show the proposed projects and impacts on District facilities. 4) Mr. Batts, General Manager, stated that at the last Board Meeting, the Board was advised that the Plant's cogeneration turbine had failed on October 14, 2002 and was under repair by Solar Turbine pursuant to the maintenance contract. The rebuilt unit was supplied by Solar, installed, and the cogeneration system was up and running on October 25, 2002. Unfortunately on October 27, 2002, the recently replaced gas turbine failed again. Solar again has replaced the unit and on November 6, 2002, a new engine was installed and the cogeneration system is again operating. Both failures appear to have been caused by a fatigue failure of one or more blades on the third stage of the rotor. Solar is very concerned about these unexpected failures and has brought four technicians on site to analyze the failed turbine. No conclusions have yet been developed. Under the District's contract with Solar, Solar is responsible for all repairs to the turbines. However, because the District has had three unscheduled shutdowns this year, Solar will not meet their contractual baseline for cogeneration availability of 95 percent uptime. The unit will actually be under 90 percent availability this year, for the first time, and potentially lower if other unexpected failures occur. According to the District contract with Solar, they will be required to pay the maximum unavailability penalty of $25,000 which will be deducted from their maintenance fee. Since the initial contract was signed with Solar in 1993 for maintenance services, this is the first year that they have not exceeded the contractual baseline of 95 percent availability. The availability exceeded the baseline for the previous years with an average of 97 percent. Following discussion of the possible cause of failure, Mr. Batts stated that he will report back to the Board with any new information as it becomes available. 5) Mr. Batts, General Manager, reported that earlier this year the Regional Water Quality Control Board conducted a routine audit of the District's pretreatment program. One of the required actions resulting from the audit was for the District to reevaluate its local discharge limits, the specific pollutant limitations applied to permitted industries, based on any new or more stringent effluent limitations in the District's new National Pollutant Discharge Elimination System (NPDES) permit. The District 11 07 02 52 11 developed and adopted its local discharge limits in 1 991. To comply with the Regional Board audit finding, the District has retained Larry Walker Associates to reevaluate the local discharge limits. This reevaluation study will be conducted over the next three months. 6) Mr. Batts, General Manager, announced that he recently approved a Management Education request for Ms. Ann Farrell, Director of Engineering, to use a portion of her Management Training allowance to visit Yarra Valley Water and Milbourne Water as part of an exchange program in which East Bay Municipal Utility District is participating. In addition to water supply, the two agencies also provide collection and treatment of sewage for the 3.5 million residents in Milbourne. These agencies are known internationally for their approach to capital budgeting and asset management. In addition, Ms. Farrell will be visiting two treatment plants, one which provides conventional treatment for 100 MGD and the other which is one of the largest lagoon/overland flow plants in the world treating 132 MGD. Ms. Farrell will be away from the District the first week in December. 7) Mr. Batts, General Manager, stated that a Board workshop to discuss the District's Capital Program will be held on November 14, 2002 at 2:00 p.m. in the Second Floor Conference Room. The purpose and needs for the Capital Program will be highlighted, general budgeting guidelines and spending parameters from past workshops will be reviewed, and new information on the District's large and small sewers will be presented with staff's preliminary thoughts on how to integrate this information into the Capital Program. Other items will include the District's Contractual Assessment District (CAD) Program and its future budget allocation. Also, some preliminary discussion on alternative funding will be included, such as by assessing different parts of the District for their capital projects. The purpose of this workshop is to get some general direction from the Board on the emphasis and amount of funding for the Capital Program to be used in developing the financial information for the Financial Planning Board Workshop in January 2003. 8) Mr. Batts, General Manager, stated that a rather bizarre series of events occurred during the last work and a half around the State Operator Certification Program. First, without warning, the State Water Resources Control Board (SWRCB) announced that it was ending the Operator Certification Program due to budget constraints. Then the California Water Environment Association (CWEA), the professional organization which has its own certification program, stepped up to take over the State program reminding the State that it was required by the State Water Code to have an Operator Certification Program, and permittees would be in violation without certified operators. While this was being discussed at the State, the SWRCB announced that it would continue the Operator Certification Program. The result of these events is that the State will be increasing certification fees, test costs, and related fees to make the program self-financing. 9) Mr. Batts, General Manager, stated that the Board was previously advised that the two pedestrian/pipe bridges that carry the District's sewer line and provide access into Hidden Valley Park in Martinez are failing. The bridges are wooden structures with an 8-inch diameter ductile iron sewer pipe supported beneath them. The wood bridges have weathered and the District has informed the City of Martinez that they may not be safe for pedestrian access. The sewer pipe supports are currently sufficient but eventually will be suspect if the wooden bridges are not renovated. Mr. Batts stated that he and Associate Engineer Tom Godsey met with the Martinez City Manager, the City Engineer, and the Community Development Director. A possible short-term solution was 07 02 10) 53 discussed. City and District staff are continuing to discuss long-term solutions and responsibilities. An evaluation indicates the creek crossing is the least expensive optiont and sharing of costs for new bridges may be the best option for both parties. In response to questions from Member Lucey, Mr. Batts, General Manager, reported on the status of the pump vibration issues at the Moraga/Orinda Crossroads Pumping Stations. Staff has talked to GSE, the contractor, and two alternative pump manufacturers. Both want to do an analysis before they will warrant that their pumps will work. Morris Pump, the provider of the current pumps, has proposed another adjustment to try to bring the pumps up to specification. Morris has been advised that time is short. The local Fairbank Morse Pump representative has been contacted. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT d. 1 ) January 2003 Board Meeting dates were discussed. The Board of Directors confirmed that regular Board Meetings will be held on January 9 and January 23, 2003, and a Financial Planning Board Workshop will be held on January 30, 2003. BOARD MEMBERS a. 1 ) President Menesini reported on the October 21, 2002 Contra Costa Special Districts Association meeting at which Supervisor Gayle Uilkema discussed her experiences as a member of the Board of Supervisors, and Local Agencies Formation Commission (LAFCO) issues were discussed. 2) Minutes from the October 24, 2002 Outreach Committee were distributed and reviewed. Major topics of discussion included the Household Hazardous Waste Collection Facility 5th anniversary celebration, the Dental Mercury Source Reduction Program, the Source Control Inspection brochure, the Water Wizards Program, and the District's Annual Report. 3) Member Nejedly showed a photograph of the work on the clarifier drive unit, and commended Machine Shop staff for their outstanding work in machining parts needed in rebuilding the gear drives for the secondary clarifiers, saving the District over $6,000. 4) The re-election of Members Boneysteele and Lucey was announced, and they reported on the congratulatory calls they received from candidate John Kirby Narcisse and his very positive comments about the District and its employees. 8. ADMINISTRATIVE AUTHORIZE THE GENERAL MANAGER TO AMEND THE $25.000 CONSULTING AGREEMENT WITH MGH CONSULTING FOR UP TO $15.000 FOR COMPLETION OF THE TEAM TRAINING PROGRAM THROUGH MARCH 2003 Mr. Batts, General Manager, stated that one of the outcomes of the 1998 Strategic Planning process was the recognition that the District was in the midst of a considerable transition period. A significant number of employee retirements, promotions, and new hires, along with higher customer service expectations, more stringent regulations, new and changing technology, were all factors to be considered 11 07 02 54 in the need for training. A District training program aimed at preparing employees, supervisors, and managers to work more effectively together was developed. Mr. Batts introduced Ms. Harriette Heibel, Community Affairs Manager, who reported that a needs assessment was conducted in 1999 which highlighted the need for training in the areas of communications, conflict resolution, and ultimately team building. The public/private consortium at Diablo Valley College was used. An outside trainer was brought in, but many of the materials used were developed in-house. The communications and conflict resolution components were completed in prior years. In addition, an in-house customer service training program was developed and has been given to over 100 employees. For the last two years, management has emphasized the District Strategic Plan to employees as we focus on the four goal areas of Exceptional Customer Service, Responsible Rates, Full Regulatory Compliance, and High Performance Organization. Employees have been developing work group activities that will ultimately further these goals in the day-to-day operations of the District. The focus in the current year has been on team building. Ms. Heibel reviewed the scope of the team training effort. The original contract was $25,000 and was to include 12 sessions of 20 employees each to focus on team building using a common approach. The training was piloted; and as a result, the approach was modified to focus on the individual team building needs of the work groups. An additional $15,000 is needed to complete the more specialized aspect of team building training. It was moved by Member Hockett and seconded by Member Boneysteele, that the General Manager be authorized to amend the $25,000 consulting agreement with MGH Consulting for up to $15,000 for completion of the Team Training Program through March 2003, bringing the total contract amount to $40,000. There being no objection, the motion was unanimously approved. 9. CORRESPONDENCE a. RECEIVE LETTER DATED OCTOBER 26.2002. FROM MRS. SHEILA C. CONKLE OF MARTINEZ. REQUESTING TO ADDRESS THE BOARD This item was taken out of order earlier in the agenda. b. RECEIVE LETTER DATED OCTOBER 15. 2002. FROM MR. CRAIG FINTA. OF LAFAYETTE. COMPLIMENTING MR. WESLEY ADAMS. SENIOR ENGINEERING ASSISTANT. ON HIS HANDLING OF A SEWER REPLACEMENT PROJECT AFFECTING MR. FINTA'S RESIDENCE This item was taken out of order earlier in the agenda. c. RECEIVE OCTOBER 23. 2002. NOTICE OF APPEAL FROM RICHARD D. GROSSMAN. ATTORNEY AT LAW. CONCERNING STAFF DETERMINATION REGARDING REIMBURSEMENT FOR PROJECT NO. 5236 - UNCOLLECTIBLE REIMBURSEMENT FEE AT 135 WAYNE AVENUE. ALAMO Receipt of the October 23, 2002, Notice of Appeal of Staff Determination regarding Reimbursement for Project No. 5236 - Uncollectible Reimbursement Fee at 135 Wayne Avenue, Alamo, was noted and a hearing was set for 2:00 p.m. on Thursday, November 21, 2002 to hear the matter. d. RECEIVE LETTER DATED OCTOBER 12. 2002. FROM DR. HOWARD SIU OF DANVILLE. REGARDING ALTERNATE PROPOSAL FOR WENDT RANCH OFFSITE SEWER PROJECT. JOB NO. 5436 This item was taken out of order earlier in the agenda. 11 07 oç¡. " ',m ~ ',P k:J 55 e. RECEIVE REQUEST FOR LEAVE OF ABSENCE DATED OCTOBER 28. 2002. FROM MR. BOB DRAGON. CONSTRUCTION INSPECTOR/DESIGNER The request for Leave of Absence from Mr. Bob Dragon, Construction Inspector/Designer, dated October 28, 2002, and the withdrawal of that request from Mr. Bob Dragon dated November 1, 2002, were noted. 10. APPROVAL OF MINUTES a. MINUTES OF OCTOBER 17. 2002 It was moved by Member Hockett and seconded by Member Lucey, that the minutes of October 17, 2002, be approved as presented. There being no objection, the motion was unanimously approved. 11. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED NOVEMBER 7. 2002 Member Boneysteele, Chair of the Budget and Finance Committee, distributed and reviewed the minutes of the November 4, 2002 Budget and Finance Committee at which the expenditures and the Comprehensive Annual Financial Report (CAFR) were reviewed. It was moved by Member Boneysteele and seconded by President Menesini, the Expenditure List dated November 7, 2002, including Self Insurance Check Nos. 101942-101950, Running Expense Check Nos. 141285-141628, and Sewer Construction Check Nos. 25015-25089, be approved as recommended. There being no objection, the motion was unanimously approved. 12. BUDGET AND FINANCE a. RECEIVE SEPTEMBER 2002 FINANCIAL STATEMENTS In the absence of Ms. Deborah Ratcliff, Controller, Director of Administration Randall M. Musgraves reported that year-to-date operations and maintenance expenditures as of September 2002 were $8.4 million, $1.4 million less than budget. Sewer Construction Fund expenditures were $5.7 million, $2.3 greater than revenues of $3.4 million. Mr. Musgraves reported that the District's temporary investments were held in the District's Local Agency Investment Fund (LAIF) account. The average yield on the District's LAIF account through August 2002 was 2.594 percent. President Menesini declared that the September 2002 Financial Statements were duly received. 13. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 14. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Lucey requested an update on the Industrial Recycled Water Program in light of new legislation. 11 07 02 56 15. CLOSED SESSION a. SIGNIFICANT EXPOSURE TO LITIGATION Pursuant to Government Code Section 54956.9(b), a point has been reached where in the opinion of the Board of Directors of the Central Contra Costa Sanitary District, on the advice of its Counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the District. One potential matter is to be discussed. b. PERSONNEL MATTERS This closed session was not held. At 5:32 p.m., President Menesini declared the closed session to discuss anticipated litigation pursuant to Government Code Section 54956.9(b) as noted above. At 5:40 p.m., President Menesini concluded the closed session and reconvened the meeting into open session. 16. REPORT OF DISCUSSIONS IN CLOSED SESSION No decisions were made or votes taken in closed session which require reporting at this time. 17. ADJOURNMENT President Menesini adjourned the meeting at the hour 5:41 p.m., to reconvene at 2:00 p.m. on November 14, 2002 in the Second Floor Conference Room for a Capital Improvement Budget Planning Workshop. ~~~~~~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Sec ar of the Central ntr Costa Sanitary Dist~ict, County of Contra Costa, State of California 11 07 0, .,-',,"- . ',".. b..¡I) ) ',iI /" F!d