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HomeMy WebLinkAboutBOARD MINUTES 01-23-03 110 MINUTES OF THE ADJOURNED REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON JANUARY 23, 2003 The District Board of the Central Contra Costa Sanitary District convened in an adjourned 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 January 23, 2003. President Nejedly called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Menesini, Hockett, Lucey, Boneysteele, Nejedly ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. 2. PUBLIC COMMENTS None 3. AWARDS AND COMMENDATIONS a. PRESENTATION BY REGIONAL WATER QUALITY CONTROL BOARD LRWQCB) EXECUlJY.E OFF!.Ç5£LLORETTA ~RSAMIAN AriD ASSISTANT EXECUTIVE OFFICER LARRY KOLB OF THE RWQCB WATER QUALITY EXCELLENCE AWARD TO LABORATORY SUPERINTENDENT BHUPINDER DHALIWAL FOR INNOVATIVE AND PROACTIVE ANALYTICAL MONITORING EXCELLENCE Mr. Charles W. Batts, General Manager, stated that it a great pleasure to welcome California Regional Water Quality Control Board (RWQCB) Executive Officer Loretta Barsamian, Assistant Executive Officer Larry Kolb, and Senior Engineer Lila Tang to the District. The San Francisco Region of the RWQCB has been known for its innovative practices. They are here today to present the RWQCB Water Quality Excellence Award to Laboratory Superintendent Bhupinder Dhaliwal for Innovative and Proactive Analytical and Monitoring Excellence. A copy of the RWQCB staff report summarizing Mr. Dhaliwal's accomplishments was distributed to the Board for your information. Mr. Dhaliwal represents the quality of all District employees and their dedication to the public. Mr. Dhaliwal has consistently used the principles of sound science to not only help the District comply with its permit requirements, but to solve technical obstacles and resolve policy issues in ways that have benefited the District, other dischargers, and the RWQCB. Mr. Batts introduced Ms. Lila Tang, who stated that the Water Quality Excellence Award program was initiated last year to acknowledge outstanding achievements by dischargers, other agencies, or citizen groups in addressing water quality issues in the San Francisco region. For more than 15 years Mr. Bhupinder Dhaliwal has been proactive, innovative, and helpful to RWQCB staff in developing ways to comply with ever increasing demands for monitoring data. Mr. Dhaliwal has been an active participant in the RWQCB Effluent Toxicity Characterization Program, and was proactive and successful in identifying and addressing the cause of toxicity in the District's discharge before permit requirements were imposed. Mr. Dhaliwal was one of the first users of the RWQCB's Electronic Reporting System, and he provided constructive feedback and assisted in implementing improvements to the system. Most recently, Mr. Dhaliwal was six months ahead of schedule in implementing acute toxicity testing using the new U.S. Environmental Protection Agency (EPA) protocols, and is in 01 23 0,.'\; 6".".ii ! ¡¡ fj 111 full compliance with ultra-clean mercury testing. As one of the first dischargers to implement the new protocols, Mr. Dhaliwal faced technical challenges but was successful well before the permit deadline. Mr. Dhaliwal initiated and currently chairs the Analytical Methods and Regulatory Compliance Work Group. Ms. Tang stated that over the years Mr. Dhaliwal has demonstrated his expertise in the area of regulatory compliance monitoring and his proactive, innovative and cooperative approach to solving the challenges with toxic pollutant regulation. Mr. Dhaliwal is highly respected in the discharger community as an expert in this area. Ms. Loretta Barsamian, RWQCB Executive Officer, thanked the Board, stating that it makes the RWQCB job so much better to know it is working with good science and to be working to together to meet the challenges. It is a true honor for the RWQCB to be able to say thank you for the work Mr. Dhaliwal and Central Contra Costa Sanitary District is doing. Ms. Barsamian presented the RWQCB Water Quality Excellence Award to Mr. Bhupinder Dhaliwal, Laboratory Superintendent. Mr. Dhaliwal thanked Ms. Tang and Ms. Barsamian for their kind words, and thanked the Board, General Manager Charles Batts, Director of Operations James Kelly, Plant Operations Division Manager Doug Craig, and former General Manager-Chief Engineer Roger Dolan for their support and encouragement. Mr. Dhaliwal also thanked the District Laboratory staff, stating that they are top notch in the field. Mr. Dhaliwal stated that the Laboratory staff constantly makes him and the District look good. Finally, Mr. Dhaliwal stated that Ms. Tang, Ms. Barsamian, and Dr. Kolb are giants in the water quality world and he thanked them for their recognition. President Nejedly thanked the RWQCB and Ms. Tang, Ms. Barsamian, and Dr. Kolb for this exceptional award and for their time in coming to present it personally. 4. CONSENT CALENDAR It was moved by Member Menesini and seconded by Member Hockett, that the Consent Calendar, consisting of Items a. and b., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. The contract work for the Lafayette Sewer Renovation Project, Phase 3B, DP 5611, was accepted; the filing of the Notice of Completion was authorized; and the General Manager was authorized to make payment in the amount of $25,000 to the City of Lafayette for street slurry sealing. Motion unanimously approved on the following vote: AYES: Members: Menesini, Hockett, Lucey, Boneysteele, Nejedly NOES: Members: None ABSENT: Members: None b. February 20, 2003 at 2:00 p.m. was established as the date and time for a public hearing to consider establishment of the Camille Court Contractual Assessment District (CAD) No. 2002-1 pursuant to California Constitution, Article XIII D, Section 4, and the Streets and Highways Code, Sections 5898.20 and 5898.24. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Menesini, Hockett, Lucey, Boneysteele, Nejedly None None 01 23 03 112 5. HEARINGS a. CONDUCT THE CONTINUED HEARING TO RECEIVE COMMENTS ON AND CONSIDER ADOPTION OF A RESOLUTION OF NECESSITY FOR THE ACQUISITION OF PUBLIC EASEMENTS FOR SANITARY SEWER PURPOSES AND AUTHORIZING EMINENT DOMAIN PROCEEDINGS FOR THE WENDT RANCH OFFSITE SEWER, DP 5436 Mr. Batts, General Manager, stated that staff has been working to acquire easements needed for a public sewer main to serve the Wendt Ranch development, and has made offers to two property owners but has not been able to conclude purchase of the easements. Staff recommends that the District initiate eminent domain proceedings to acquire the easements. The first step in the process is to hold a hearing on the proposed Resolution of Necessity for the acquisition of the easements where the affected property owners may appear and be heard. That was done at the last Board Meeting on January 9, 2003. At the request of Dr. Howard Siu, the Board agreed to continue the hearing to this Board Meeting, January 23, 2003, to hear comments from Dr. Siu. Mr. Batts introduced Jarred Mr. Miyamoto-Mills, Principal Engineer in the Environmental Services Division, to summarize the issues. Mr. Miyamoto-Mills stated that on January 9, 2003, the Board of Directors opened the public hearing to receive comments from the affected property owners on the proposed Resolution of Necessity for acquisition of easements for the Wendt Ranch Offsite Sewer. The staff report was presented and one affected property owner, Mr. Jim Richards, presented comments. At the request of the Sius, the hearing was continued to this meeting, January 23, 2003. Mr. Miyamoto-Mills stated that if the Board adopts the proposed Resolution of Necessity, the date of possession would be April 9, 2003. Mr. Miyamoto-Mills stated that staff has had one settlement meeting with the Sius and their attorney Thomas Nagle. Staff is optimistic that settlement can be reached; however, it is staff's recommendation that the proposed Resolution of Necessity be adopted to cover the route described as the staff recommended route as the route providing the greatest public good with the least private injury. At 2:15 p.m., President Nejedly opened the continued hearing to receive comments from the owners of one affected property, Dr. Howard and Mrs. Lettie Toy Siu. Mr. Kenton L. Aim, Counsel for the District noted that the record should reflect that everything stated at the last meeting on January 9, 2003 and everything before the hearing continues to be part of the record today. Mr. Thomas Nagle, attorney for Dr. Howard Siu and Mrs. Lettie Toy Siu of 1465 Lawrence Road, Danville, thanked the Board for continuing the hearing on this matter to this date and giving him the opportunity to speak on behalf of the Sius. Mr. Nagle stated that he is an attorney in Walnut Creek, practicing in the field of eminent domain for many years. Mr. Nagle stated that he is not here to interfere with the Wendt Ranch development or the District, but to represent the Sius' position. Dr. and Mrs. Siu object to the proposed alignment as not providing the least private injury and the most public good. In a May 2002 letter, the District indicated it was examining the alignment and communicated with the Sius that the proposed alignment would be what is shown as Alternative Two on the map. In a letter dated May 15, 2000, the District stated that the Alternative Two alignment proposed provided the most reliable sewer service with reliable protection with the greatest public good the least private injury. Mr. Nagle stated that the language of the letter contradicts what is being said today. Mr. Nagle stated that he would also note that the project reports state that the original alignment, Alternative Two, is less costly than Alternative One, the alignment proposed today. Mr. Nagle stated that he believes that the reason this new alignment, Alternative One, has been selected is because it would have no severance damages, while Alternative Two would have relatively minor severance damages. Mr. Nagle stated that the Sius object to the substance of the basis of the appraisal because there was no appraisal made as to the before and after condition of the Sius' property. Severance damage is measured by the value of the real property before and after the taking of the easement. No appraisal has been made or communicated to the Sius as to the before and after 01 23 0;:.-.; G..""'.,j)) ",. "';iI\ - ¡' ~y 113 condition of the property. Mr. Nagle stated that he and his clients have had an opportunity to meet with District staff. Mr. Miyamoto-Mills, Mr. Swanson, and Special Counsel Rypinski were present. Mr. Nagle stated that he was very optimistic about communicating his clients' needs, and District staff and Special Counsel were very receptive as to what his clients want to do; that is, to move the line back to where it was in 2000, Alternative Two. Mr. Nagle stated that his clients would be willing, of course, to accommodate the District and the developer. Mr. Nagle stated his clients: . Would waive any requirement for further Resolution of Necessity to file a lawsuit if amendment is needed; . Assure the District that the Order of Possession would be protected and the property would be available for construction so the contractor is not delayed; and . Would themselves appraise the property as if the line were drawn in Alternative Two and therefore any element of severance damage would be totally moot. Mr. Nagle stated that changing this alignment would not be subject to any further resource agency review or additional EIR requirement. The District would have its project and the Sius could build a swimming pool behind their house. Mr. Nagle stated that building a line through the pond has been abandoned by his clients. Mr. Nagle thanked the Board for their time. There being no further comments, President Nejedly closed the hearing at the hour of 2:27 p.m. Discussion followed with regard to the number of proposals and changes in those proposals made by the Sius during this process. Mr. Miyamoto-Mills stated that although the Sius now support Alternative Two there is no certainty that final agreement can be reached with the Sius. It is staff's opinion that Alternative One does better meet the criteria and Alternative One is staff's recommendation at this time. It is staff's intent to continue discussion with Mr. Nagle, the Sius' attorney. In 2000 the Sius said that they preferred Alternative One rather than Alternative Two; and as staff looked at Alternative One more closely, staff determined it would be preferred if proceeding with eminent domain became necessary. Mr. Miyamoto-Mills stated that while staff is optimistic, staff is not certain that settlement will be reached. In response to questions from the Board with regard to building a swimming pool and draining the pond, Mr. Nagle stated that it is a religious belief of his clients to have water aligned with their property. It is their intent to allow the pond to dry up and put in a swimming pool to satisfy that need. Member Menesini stated that he met with the Sius, looked at the area, and heard their issues. Member Menesini stated that this has been going on for a long time; and while he supports being helpful to people and not interfering with religious beliefs, it is necessary to move forward in a timely manner. Member Menesini stated that District staff is competent to design and recommend the appropriate route, and he would support the staff recommendation. Member Lucey stated that he has gone through the very lengthy correspondence and listened carefully to Dr. Siu's comments before the Board. Member Lucey stated that he does not believe that this will ever come to a close. The District needs the right of eminent domain to move this along. President Nejedly stated that the original staff recommendation was Alternative Two. The Sius did not like that alternative and wanted Alternative One and District staff worked to do that alignment. After that was done, the Sius did not like Alternative One. President Nejedly stated that at a District Board Meeting he asked Dr. Siu if this was for development purposes and Dr. Siu said no. Then Dr. Siu came back and wanted the pond filled and he said it was for his development. The District's issue is providing 01 20 . .'""r .ü 0,.' .'.'" Çi,.<) . ';, ...-'1\, ¡ ItJ1 114 sewer service. The District is obligated to do that. Alternative One is the preferred route as recommended by District staff. There being no further discussion, it was moved by Member Hockett and seconded by Member Lucey, that the Board of Directors makes the independent finding that a subsequent EIR or other additional California Environmental Quality Act (CEQA) compliance document is not required for the Wendt Ranch Offsite Sewer, DP 5436, since 1) there have been no substantial changes or additions proposed for the project that will require major revisions to the 1996 EIR, 2) there have been no substantial changes to the circumstances under which the project is being undertaken that will require major revisions to the 1996 EIR, and 3) no new information of substantial importance to the project has become available which was not known and could not have been known at the time the 1996 EIR was certified; and that proposed Resolution of Necessity, Resolution No. 2003-004, be adopted authorizing the acquisition of temporary construction easements and permanent easements for sanitary sewer purposes by eminent domain, filing the eminent domain action, authorizing deposit the amount of probable compensation, and authorizing the application for Order of Possession. Motion unanimously approved on the following roll call vote: AYES: Members: NOES: Members: ABSENT: Members: Hockett, Lucey, Menesini, Boneysteele, Nejedly None None Mr. Aim noted that staff will continue to meet with the affected property owners and hopes to reach resolution quickly on an acceptable route. 6. CALL FOR RQUESTS TO CONSIDER ITEMS OUT OF ORDER None 7. BIDS AND AWARDS a. AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO KAWEAH CONSTRUCTION COMPANY AND AUTHORIZE A CONSULTING AGREEMENT WITH WRMS ENGINEERING FOR THE STEAM TURBINE SYSTEMS UPGRADE PROJECT, DP 6158 Mr. Batts, General Manager, stated that DP 6158 renovates and upgrades the plant's steam turbine driven aeration blowers. The lowest responsible bidder is Kaweah Construction at $575,988. Mr. Batts introduced Mr. Craig Mizutani, Associate Engineer, who stated that the turbines were installed in 1976 and have been operating since that time. The turbines were inspected in early 2002 and it was found that a major overhaul was required. This project will relocate the condenser and steam and lube oil piping to accommodate the addition of safety platforms on both sides of each turbine. All steam and lube oil piping will be replaced due to age and to accommodate the new lube oil equipment. All new connections will be welded. Mr. Mizutani reviewed the project activity timeline and project expenditures to date, and recommended approval of a construction contract to Kaweah Construction Company and a consulting agreement with WRMS Engineering. Following discussion of the regular inspection and repair program, it was moved by Member Menesini and seconded by Member Boneysteele, that award of a construction contract in the amount of $575,988 for the Steam Turbine Systems Upgrade Project, DP 6158, be authorized to Kaweah Construction Company, the lowest responsible bidder; and that the General Manager be authorized to execute a professional services agreement with a cost ceiling of $80,000 with WRMS Engineering. There being no objection, the motion was unanimously approved. 01 23 OJ ç¡...~ " ~ 115 8. REPORTS a. GENERAL MANAGER 1) Mr. Batts, General Manager, stated that Director of Engineering Ann E. Farrell recently returned from a trip to Australia where she visited water/wastewater districts in Melbourne and Sydney. Since the early 1990s, Australia has been engaged in an effort to make their utilities more efficient. Some utilities, such as energy, have been privatized and others, like water and wastewater, have been significantly reorganized. Mr. Batts introduced Ms. Farrell who provided an overview of Australia compared to the U.S., China, and India, comparing area and population. Australia is a large country with a small and localized population. About 80 percent of the population is within 50 miles of a coast and about 60 percent of the population is in the five state capital cities. Australia has no national level environmental regulation. States are responsible for all environmental regulation. The state government is parliamentary. The State Premier appoints State Ministers (department heads) and Managing Directors (CEOs) of Statutory Authorities. The water/wastewater utilities of both Melbourne and Sydney are Statutory Authorities. Ms. Farrell reported that in the early 1990's Australia moved to consolidate utilities. The current practice is to have a single utility to provide water and wastewater service. In the mid-1990s the electric power industry was privatized and water/wastewater utilities were "corporatized" in preparation for possible future privatization. There is a private Board of Directors and the utilities must return a certain rate of profit to the state government. So there is a lot of pressure for these utilities to make a profit. For Sydney Water, this levy rate is 6 percent. Ms. Farrell stated that the goal of corporatization was to reduce the cost of service. Prior to corporatization, Sydney Water and Melbourne Water were comprehensive full services agencies like Central Contra Costa Sanitary District (CCCSD). After corporatization, non-core business areas were stripped out of the organization. Laboratory operations were sold. Key functions, such as maintenance, were contracted out. Staff was reduced by one half or more between 1995 and 1998. Ms. Farrell stated that utility pricing is governed by the state, similar to the Public Utilities Commission. Melbourne Water was split into one wholesale company and three retail companies to provide further competition. Key performance indicators (KPls) are used to determine what pricing adjustments are acceptable. Ms. Farrell reviewed a chart comparing CCCSD to Yarra Valley Water, Melbourne Water, and Sydney Water in terms of population, number of customers, flow, number of plants, number of pumping stations, and miles of pipeline. In relation to how the Australian utilities measure up on key performance indicators, it was noted that: . CCCSD renews/replaces 3 to 5 miles of pipeline per year, for complete replacement over a 300 year period with CSO critical lines as the criteria for replacement; . Yarra Valley Water renews/replaces 10 miles of pipeline per year for complete replacement over a 500 year period with 5 blockages over 5 years as the criteria for replacement; and . Sydney Water is focusing on a $2 billion program to increase capacity for wet weather (the criteria for replacement is 96 percent of properties with no overflows with 4 percent being 68,000 properties ). 01 23 03 116 01 With regard to cleaning: . CCCSD cleans 2.7 million feet compliance with 1.5 million feet or 20 percent per year being routine, with an average of 9 blockages per 100 miles per year, an average of 14 customers with 2 blockages per year (0.01 %) and 1 customer with 3 blockages per year, and wet weather overflows currently contained at less than 5 year event; . Yarra Valley has no cleaning program, 55 blockages per 100 miles per year, 100 customers (0.02%) with greater than 2 blockages per year, if there are greater than 5 blockages per customer a capital project is done and there are currently 374 customers with greater than 5, and wet weather overflows contained at less than five year event by 2001; and . Sydney Water cleans 1,000 km/year (5%) routinely; has an average of 85 blockages per 100 miles per year, 96 percent of customers have no property overflows, they still have some combined sewers and have gone from 3,000 to 300 operating overflow structures. Ms. Farrell stated that Australian utilities emphasize customer service and customer surveys are conducted annually. In 2002 for the first time, eight out of 10 customers were satisfied with both water and wastewater services. Ms. Farrell stated that she gathered the following customer service ideas from Yarra Valley Water: . Centralized customer service center where all calls are routed through a centralized service center and traced in a database to minimize "dropped" calls . 20% of calls spot checked to ensure high service level . Limited voicemail . A Business Plan to increase internet service . Simple permits available at plumbing stores throughout service area . Properties with multiple overflows assigned a case manager . Emphasis on environmentlsustainability (company promotes recycling) In closing, Ms. Farrell stated that environmental regulation for Australian water/wastewater utilities is currently more relaxed than in the U.S. Customer expectations are currently less than in the U.S. There is continued pressure for efficiencies. Core services are being contracted out. Staffing levels are continuing to be decreased. The cost for service at Melbourne Water is $232 per year; so even with all of the efficiencies and the lower level of service, their annual cost is similar to the District's Sewer Service Charge. The Board thanked Ms. Farrell for the interesting and informative presentation. 2) Mr. Batts, General Manager, introduced Mr. John Pearl, Collection System Operations Division Manager, to provide a Collection System Operations Division (CSOD) update on overflow prevention by cleaning, timely repairs, and use of improved technology. Mr. Pearl stated that overflows occur primarily in the older sections of the collection system. The 2CD ., ù ,.,..,/). (Ïj' ~J ~þ 117 "overflow crescent" is basically the Lamorinda and Walnut Creek areas. The District's approach is to target the area with more sewer cleaning and more repair work. A second issue for CSOD is the pumping stations workload because of additional pumping stations, more regulatory oversight, and numerous construction activities. The District's approach has been addition of two Pumping Stations Supervisor positions to assist in addressing these issues. The Board of Directors authorized staffing increases of four CSO field staff and two Pumping Stations Supervisor positions. Three of the four CSO field staff positions have been filled and the two Pumping Stations Supervisor positions have been filled, leaving one unfilled Pumping Station Operator position. Two women and three minorities were included in the recent promotions and hiring. There have been training impacts in teaching the new employees how to do the work and how to work safely. Mr. Pearl stated that in 2001,590 miles were cleaned, compared to 800 miles in 2002. Schedule compliance and footage cleaned increased from 2,600,000 feet (99.2%) in 2001 to 2,700,000 feet (99.4%) in 2002. Routine footage increased from 500,000 feet (95 miles) in 2001 to 1,500,000 feet (292 miles) in 2002. The average number of daily cleaning crews increased from 4.5 (rodding and hydro) in 2001 to 5 (rodding and hydro) in 2002, a 10 percent increase. Mr. Pearl noted that there has been a small increase in productivity even though there are a number of new people. Field Operations Superintendents Bill Echols and Paul Louis get a lot of credit for that. Mr. Pearl stated that he is happy to report that during the wet weather in November and December 2002, there were no wet weather overflows. Sussex, the computerized maintenance management system, the tool for managing sewer cleaning, is working well. In summary with regard to cleaning, Mr. Pearl stated that the "War on Roots" continues. On the construction side, Mr. Pearl stated that the folder count total dropped from 419 on December 31,2001 to 363 on December 31,2002. Priority 1 folder count dropped from 127 on December 31,2001 to 102 on December 31,2002, a 20 percent drop. The Engineering Department supports the CSOD infrastructure by doing point repair and renovation, critical line segment replacement, and urgent repair and renovation. This has impacted CSO's folder count. The CSO construction section is a core unit for spill response, coordination of equipment placement, maintenance of the recycled water system, slide inspection and maintenance, assistance to other departments, and facility repairs and modifications. 2002 was a record year for Underground Service Alerts (USA), what could be a leading economic indicator. Mr. Pearl stated that two more rodders will be available in March allowing for more cleaning. In the future, the District looks forward to crown spraying of 30,000 feet of concrete sewers to slow corrosion, chemical root control of lines and manholes, completion of the San Ramon Pumping Station Project in 2003, completion of the pumping station SCADA system in 2003, and the kick off of the Lower Orinda Pumping Station renovation in spring of 2004. Mr. Peal stated that the District hopes to begin elimination of the Dougherty Valley pumping stations when the Dougherty Valley collection system trunk and tunnel go live in 2003. However, the District can expect more intensive regulation of collection systems by various other agencies as has been discussed with the Board previously. CSOD's safety record shows significant improvement, with a drop in injuries from 18 in 2001 to 5 in 2002 and no lost time injuries. Injury frequency has been reduced from 39.9 in 2001 to 10.5 in 2002. Vehicles accidents were reduced from 9 with 7 driver faults in 2001 to 5 with 3 driver faults in 2002. Overflows are seen as a lagging indicator. In 2002 the number of overflows was comparable to 2001. Reportable overflows 01 23 03 118 3) 01 was up slightly from 36 to 39, but the cost of overflows is down about 60 percent. Member Lucey questioned why the number of overflows has not dropped when more money has been spent on crews, construction, and information services. Mr. Pearl stated that overflows are a lagging indicator, and also how we clean needs to get better. We have enough people to inspect manholes and we have found several manholes with significant root problems that crews were able to clean and prevent overflows. Efforts to improve will continue. Mr. James M. Kelly, Director of Operations, stated that it takes some time to clean the entire system to get the entire system on a 7.5 year cleaning frequency. It will be another four years before we are through that cycle. We also have an older system and that is part of the problem. Mr. Bill Echols, Field Operations Superintendent, stated that he believes there will be a reduction in the number of overflows next year. Crews have walked manholes, and have increased the footage of routine cleaning from 500 to 1500 feet. Mr. Echols stated that he feels confident that what CSOD is doing now will see results in the coming year. What was done last year, will show up in the coming year. Member Menesini asked if any work has been done to try to assess and control the affect on our overflows from increased lateral cleaning by others. Staff has observed that some overflows have been caused by lateral cleaning efforts by others, but they have not been recorded as caused by roots from a lateral. Staff now records these overflows separately. Member Hockett stated that CSOD crews are doing an incredible job; but if funds for repairs and replacement are cut, there could be an impact. Mr. Echols stated that is correct. Mr. Batts stated that the Board's concern in this area is very proactive and the commitment of the people in the field is outstanding. In closing, Mr. Pearl stated that he would like to acknowledge that CSOD customer service grades remain high. In 2001 the customer service grade was 3.72 with two 4.0s and in 2002 it remains at 3.72 with two 4.0s. The District received the California Water Environment Association San Francisco Bay Section Award for Large Collection System of the Year for 2002. This is recognition by our peers for what we've done in the past year. The Board thanked Mr. Pearl for the update. Mr. Batts, General Manager, stated that the next issue of the District's Pipeline newsletter is being developed. A list of proposed articles for the next issue as well as a proposed schedule was discussed at the Board Outreach Committee meeting yesterday. After receiving input from the Board Outreach Committee, a revised schedule and list of articles was prepared. Mr. Batts introduced Ms. Harriette Heibel, Community Affairs Manager, who reviewed the proposed list of articles which includes: . Rate Story - Educational Perspective . Household Hazardous Waste Collection Facility News . Sewage Overflows and Overflow Devices 2(-., ~é) 119 . Pollution Prevention Awards Winners . Source Control Inspection Program . Less Toxic Home and Garden Workshops . Grease Control Ms. Heibel stated that printing is planned for the week of March 10, with distribution the week of March 17, 2003. 4) Mr. Batts, General Manager, stated that he is proud to announce that the District received the California Water Environment Association San Francisco Bay Section 2002 Awards for both the Large Collection System of the Year Award and the Large Treatment Plant of the Year Award. Mr. Batts stated that it is an unheard of feat to win both awards in the same year. 5) Mr. Batts, General Manager, announced that the State budget fights continue to try to resolve the issues of how much is cut, from where, who pays, and how much it will hurt. The one issue that seems agreed upon is that of the "polluters pay principle," with all State Water Resources Control Board regulatory programs being paid for by fees instead of out of the State General Fund. The District's permit fee went from $10,000 last year to $20,000 this year. It is now expected to increase again to $35,000, with fees for super dischargers (more than 100 MGD) to go into the $100,000 range. Mr. Batts, General Manager, reported that he met with Martinez City Manager June Catalano recently to discuss issues of mutual concern to Martinez and the District, including the condition of the Martinez Pedestrian Bridge. Although City staff doesn't agree with the District's position that the City of Martinez assumed responsibility to maintain the bridge, Ms. Catalano has indicated that the City wants to work with the District on replacing it. Details of any such cooperative effort have yet to be worked out. The City of Martinez closed the bridge to all pedestrians on January 9, 2003. The City has also been in contact with the Department of Fish and Game concerning a Streambed Alteration Permit and has learned that Fish and Game won't be issuing any permits until spring. In the meantime, District staff will work on clarifying the responsibility for the bridge. 6) 7) Mr. Batts, General Manager, announced that the District will be sending a staff engineer to Taney Town Maryland to witness the factory test for the new 250 horsepower pumps for the San Ramon Pumping Station. The tentative date for the test is the second or third week of February. This work is part of the San Ramon Pumping Station Renovations Project, DP 5460. 8) Mr. Batts, General Manager, announced that Purchasing staff is preparing specifications and will solicit pricing for six half-ton trucks and one % ton truck. The approximate total cost will be $227,000. The vehicles were included in the 2002-2003 Equipment Budget. The purchase will be reviewed with staff as part of an annual comprehensive look at District vehicle needs and some of the purchases may be deferred. 9) Mr. Batts, General Manager, announced that the District will be advertising for bids for the Treatment Plant Soil Remediation Project. Work will consist of providing a cover of clean soil over Basin A South using soil stockpiled in the Basin. Work also includes grading to drain and upgrading access roads. The engineer's estimate for this work is 01 23 03 120 $600,000. The Board may recall that the initial estimate in the 1994 Capital Improvement Plan was $5 million. Mr. Kenton L. Aim, Counsel for the District, noted that the original estimate was in the range of $80 million, prior to the significant effort that went to defining and limiting the required remediation work. 10) Mr. Batts, General Manager, announced that the three closed sessions listed on the agenda today will not be needed. The first one dealt with the proposed Resolution of Necessity, the second with the Morris Pump vibration issue, and the third with labor negotiations. District labor negotiators have met with Local One representatives and Business Agent on non-contract issues and asked for a date to meet on contract negotiations. As of today, the Union has not responded. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT d. 1) Ms. Joyce Murphy, Secretary of the District, announced that she will be on vacation from February 10 through 21, 2003 and will miss the February 20 Board Meeting. BOARD MEMBERS 01 1) Member Lucey reported that the January 15-18, 2003 California Association of Sanitation Agencies (CASA) conference was very informative. District Counsel Kent Aim made an excellent presentation on litigation that affects agencies like ours. There was a presentation how to improve board meetings. Member Lucey noted that most districts indicated that their meetings were shorter than the District's and that committees do a substantial amount of work. Member Hockett reported that Senior Engineer Ba Than gave a presentation on the District's patent for seismic retrofit of the clarifiers, which was well received. Another highlight was the humorous presentation by one of the University of California professors on the history of sewers. Mr. James M. Kelly, Director of Operations, distributed and reviewed summary notes of the CASA conference, highlighting the State budget woes, numerous National Pollutant Discharge Elimination System (NPDES) permit appeals and other water issues, the status of the National Sewer System Overflow (SSO) rule, and issues impacting biosolids. 2) Member Menesini distributed and reviewed the January 22, 2003 Board Outreach Committee meeting notes. Major topics of discussion included the draft Pipeline newsletter articles and time schedule mentioned earlier, review of the Pollution Prevention Plan, informational packets for multi- family dwellings, review of the Source Control brochure, the new customer letter and fact sheet, student education programs update, the July- December 2002 Community Outreach Report, and an update on the Dental Outreach Program. 3) Member Menesini announced that the January 27, 2003 Environmental Alliance Discussion Series will feature Mr. Phillip Ramsay, U.S. EPA Regional 9 Superfund Project Manager, discussing the Concord Naval Weapons Station Environmental Cleanup Work and Compliance with Superfund. All are invited to attend the meeting to be held at noon at the John Muir National Historic Site, 4202 Alhambra Avenue, Martinez. 2~~ u á"i' G"~) l~ !!). '.¡~ 'o"\)¡.'. Vù 121 BREAK President Nejedly declared a recess at the hour of 4:22 p.m., reconvening at the hour of 4:30 p.m. with all parties present as previously designated. 9. ADMINISTRATIVE a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONTRACT WITH ECS IMAGING, INC. FOR A DOCUMENT IMAGING/MANAGEMENT SYSTEM Mr. Batts, General Manager, stated that electronic document imaging technology has been available for some time. The District has been exploring its use for several years to address a variety of specific needs. Funds have been included in the Capital Improvement Budget for this project since June 2000. A task force with representatives from all departments was set up to look for a District-wide solution. The system being proposed today is the result of that investigation. The proposed system will preserve and protect critical District information, as well as provide enhanced customer service. Mr. Batts introduced Mr. Mark Greenawalt, MIS Administrator, who provided an overview of the electronic document imaging system. Document imaging converts hard copy, computer generated files, and microfiche into image files. Images are indexed and also placed into Optical Character Recognition (OCR) for full text search and stored on the network server for user access or system link to HTE. Document imaging also provides a backup archive, allows for offsite storage, and enhances records retention. Using a graphic, Mr. Greenawalt reviewed the information flow and process for the proposed document imaging system. As previously stated, electronic document imaging will provide data protection for disaster recovery, deterioration, loss or misplacement, and backup and offsite storage. Staff access to information will be enhanced with online access District-wide, a link to HTE accounts, improved organization of files, and reduced research time. Efficiency will be improved by automation of business procedures, reduction of processing time for permits, and improved document retention. Space savings will result with the reduction of space required in the Permits area, remote storage of original documents in the Records Center in the bays, some documentation may be discarded, and improvement of security controls. Mr. Greenawalt showed photographs of some of the file areas and original documents that will be imaged. Mr. John Phillips, MIS Systems Analyst, stated that ECS Imaging, Inc. was selected through a Request for Proposals (RFP) process based on the work of the District-wide Task Force. Mr. Phillips reviewed and described the ECS Imaging contract costs not to exceed $90,000; related costs of $6,000 for the HTE link and $13,000 for backfile conversion for a total project cost of $109,000. Direct project benefits include labor savings, elimination of duplicate receipts, elimination of microfiche, and elimination of needs for additional storage space in the Permits area. Improved customer service will also be a direct benefit. Indirect project benefits will also result from avoiding potential loss or costs associated with loss of records in the areas of billing records, permit inspections, reimbursement account records, right of way, and sewer locations. Long- term project benefits may include automated processes (workflow) for things like permit approval and agenda review, Internet access for public documents and online permitting, and additional District operations as required. In summary, Mr. Phillips stated that the proposed electronic document imaging and management system will preserve and protect critical information, provide better customer service, save money, and provide the foundation for future automation and enhancements. Discussion followed with regard to keeping the original documents, estimated labor savings, and copying and preserving one-of-a-kind original documents. Following discussion, it was moved by Member Hockett and seconded by Member Menesini, that the General Manager be authorized to execute a contract with ECS Imaging, Inc. in an amount not to exceed $90,000 for the design, purchase, and implementation of an Electronic Document Imaging and Management System. Motion approved with President Nejedly voting no. 01 23 03 122 President Nejedly expressed concern that unique original documents are not currently being copied, since it would not be costly or time consuming to do that. President Nejedly also stated that he believes the actual labor savings should be much more than indicated. President Nejedly stated that electronic document imaging is a great idea but he would like to see some more education. 10. APPROVAL OF MINUTES a. MINUTES OF DECEMBER 19. 2002 It was moved by Member Menesini and seconded by Member Hockett, that the minutes of December 19, 2002 be approved as presented. There being no objection, the motion was unanimously approved. 11. APPROVAL OF EXPENDITURES a. REPORT OF JANUARY 21, 2003 BUDGET AND FINANCE COMMITTEE MEETING b. EXPENDITURE LIST DATED JANUARY 23, 2003 Member Lucey, chair of the Budget and Finance Committee, stated that he and President Nejedly reviewed the expenditures and found them to be satisfactory. It was moved by Member Lucey and seconded by President Nejedly, that the Expenditure List dated January 23,2003, including Self Insurance Check Nos. 101967- 101972, Running Expense Check Nos. 142591-142670, Sewer Construction Check Nos. 25245-25253, Payroll Manual Check Nos. 48881-48885, and Payroll Regular Check Nos. 54348-54382, be approved as recommended. There being no objection, the motion was unanimously approved. 12. BUDGET AND FINANCE a. ADJOURN REGULAR BOARD MEETING AND CONVENE AS THE BOARD OF DIRECTORS OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT FACILITIES FINANCING AUTHORITY TO CONDUCT ITS ANNUAL MEETING At 5:12 p.m., President Nejedly adjourned the Regular Board Meeting and Member Lucey, President of the Central Contra Costa Sanitary District (CCCSD) Facilities Financing Authority, convened the annual meeting of the CCCSD Facilities Financing Authority. President Lucey requested that the Secretary call roll. PRESENT: Directors: Menesini, Hockett, Boneysteele, Nejedly, Lucey ABSENT: Directors: None President Lucey requested public comments, and noted that there were none. President Lucey stated that in accordance with the Bylaws of the Authority, it would be appropriate to elect officers at this time. It was moved by Director Hockett and seconded by Director Nejedly, that pursuant to Article III, Section 2 of the Bylaws, the following slate of officers shall be elected for 2003: 1) President of the Authority shall be Director Gerald R. Lucey, Chair of the Budget and Finance Committee of the Board of Directors; 01 23 ,r., ~) 123 2) Vice President of the Authority shall be Director James A. Nejedly, the remaining member of the Budget and Finance Committee of the District Board of Directors; 3) Executive Director of the Authority shall be Mr. Charles W. Batts, the General Manager of the District; 4) Treasurer of the Authority shall be Ms. Deborah Ratcliff, Controller of the District; and 5) Secretary of the Authority shall be Ms. Joyce Murphy, the Secretary of the District. There being no objection, the motion was unanimously approved. It was moved by Director Nejedly and seconded by Director Hockett, that the minutes of the CCCSD Facilities Financing Authority annual meeting of February 7, 2002, be approved as presented. There being no objection, the motion was unanimously approved. Ms. Deborah Ratcliff, Treasurer of the Authority, reported that in October 1998, revenue bonds were issued to refund all outstanding debt at 3.5 percent to 4.7 percent interest. There are 12 remaining years of payments on those revenue bonds. The outstanding balance is $20,750,000. Debt service in 2002 was $2,219,000. In May 2002, Revenue Installment Certificates were issued in the amount of $16,565,000 for a term of 20 years with interest rates ranging from 4 to 5 percent. Debt service in 2002 was $546,000. Ms. Ratcliff noted that this is an interest only payment. Ms. Ratcliff stated that at the request of District Counsel, she reviewed the language in the bond documents relating to ad valorem tax revenue. Ms. Ratcliff stated that very strong language was included in the 2002 bond documents pledging ad valorem tax revenue as the first commitment for payment of the bonds. Ms. Ratcliff stated that the 1998 refunding, alludes to this but the language is not as clear. It is hoped that ad valorem tax revenue will be protected by pledging it for payment of the bonds. President Lucey thanked Ms. Ratcliff for her report. There being no further business to come before the Board, President Lucey adjourned the annual meeting of the CCCSD Facilities Financing Authority at the hour of 5: 15 p.m. and turned the meeting back to President Nejedly. 13. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 14. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Lucey requested that staff look into the possibility that the State may borrow from the Local Agency Investment Fund (LAIF), and advise the Board whether it would be appropriate to move the District's investments out of the District's LAIF account. 15. CLOSED SESSION a. INITIATION OF LITIGATION The closed session to consider initiation of litigation pursuant to Government Code Section 54956.9(c), two potential matters, was not held. b. LABOR NEGOTIATIONS The closed session to discuss labor negotiations pursuant to Government Code Section 54957.6 was not held. 01 23 0 ,,'".} " t.:J 124 16. REPORT OF DISCUSSIONS IN CLOSED SESSION None 17. ADJOURNMENT There being no further business to come before the Board, President Nejedly adjourned the meeting at the hour of 5:17 p.m., to reconvene at 2:00 p.m. on January 30,2003 for an Adjourned Regular Board Meeting/Financial Planning and Policy Board Workshop to be held in the Multipurpose Room. ~í~i th; BO~ofD~Ors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: 01 23 {r.'" 'f.,".;j \J ~~