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HomeMy WebLinkAboutBOARD MINUTES 11-15-01 13 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON NOVEMBER 15, 2001 At 10:00 a.m., prior to the regular Board Meeting, a site visit to the San Ramon Pumping Station Renovation Project and the Dougherty Tunnel and Trunk Sewer Project was held. Members Boneysteele, Lucey, and Hockett traveled to the San Ramon Pumping Station, where Mr. Henry Thom, Senior Engineer, and Mr. Mike Fuller, Principal and Chairman of Mountain Cascade, described the work in progress. Member Nejedly arrived, and the Board Members, General Manager Charles W. Batts, Capital Projects Division Manager William E. Brennan, Senior Engineer Henry Thom, and Pumping Stations Superintendent Steve Considine met informally with residents in the area. Topics discussed included removal of eucalyptus trees on the pumping station site, concerns about increased odors (although the resident indicated that presently odors are not normally a problem), concerns about possible overflows, and the modifications that have been made to minimize the potential for future overflows in the street. Board and staff, with the exception of Member Nejedly, then viewed the west portal, the east portal and the site where the tunneling machine was being assembled. Mr. Tony DeBenedetto, owner of the Walter C. Smith Company, described the tunneling machine and operation. Messrs. Paul Kelly and Bill Gay, Engineering Assistant Ill's, joined the group and described the development planned for the area. Members Boneysteele, Lucey, and Hockett commended and thanked staff for the informative overview of these projects. Board and staff returned to the District offices for the regular Board Meeting. 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 15, 2001. President Hockett called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Nejedly, Menesini, Lucey, Boneysteele, Hockett ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG Member Nejedly led the Pledge of Allegiance to the Flag. b. INTRODUCTIONS . RECOGNIZE BA THAN ON HIS PROMOTION TO SENIOR ENGINEER President Hockett and the Board of Directors congratulated Mr. Ba Than, Senior Engineer, on his recent promotion. 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR It was moved by Member Menesini and seconded by Member Boneysteele, that the Consent Calendar, consisting of Items a. through c., be approved as recommended. 11 15 01 14 a. The contract work for the Furnace Total Hydrocarbons Monitoring System Project, DP 7195, by HSQ Technology, 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: Menesini, Boneysteele, Nejedly, Lucey, Hockett None None b. Staff was directed to secure the services of an arbitrator to hear the Step Four grievance of Wilson Brooks, Maintenance Crew Member I. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Menesini, Boneysteele, Nejedly, Lucey, Hockett None None c. The Board received notification of the Management Support/Confidential Group (MS/CG) officers for the period 2001-2003. This item was presented for the Board's information. No action was taken. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER Mr. Charles W. Batts, General Manager, requested that Item 8., Real Property, be taken out of order to accommodate interested persons in the audience. President Hockett proceeded to Item 8., Real Property. 8. REAL PROPERTY a. AUTHORIZE STAFF AND LEGAL COUNSEL FOR THE DISTRICT TO EXECUTE A PROPERTY LEASE WITH MR. AND MRS. JOE QUIGLEY Mr. Batts, General Manager, reviewed the staff recommendation and distributed a map showing the location of the property. Following discussion, it was moved by Member Menesini and seconded by Member Nejedly, that staff and Legal Counsel for the District be authorized to execute a five-year property lease for the District property identified as the Lagiss Property, Parcel L, Assessor's Parcel No. 159-140-042.7, with Mr. and Mrs. Joe Quigley for grazing cattle. There being no objection, the motion was unanimously approved. At this time, President Hockett reverted to the order of the agenda. 5. BIDS AND AWARDS a. AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO KAWEAH CONSTRUCTION COMPANY FOR THE WASTE ACTIVATED SLUDGE PUMP REPLACEMENT PROJECT. DP 6149A Following explanation by Mr. Batts, General Manager, it was moved by Member Lucey and seconded by Member Nejedly, that award of a construction contract in the amount of $98,449 for the Waste Activated Sludge Pump Replacement Project, DP 6149A, be authorized to Kaweah Construction Company, the lowest responsible bidder. There being no objection, the motion was unanimously approved. 11 15 01 15 b. AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO D&D PIPELINES FOR THE AERATION AIR LEAKS DAMAGE ASSESSMENT PROJECT. DP 6157A Mr. Batts, General Manager, stated that the aeration air system is a part of the secondary process that carries pressurized air to support biological activity in the A&N tanks. Major leaks have been found in this system and repaired where possible, but some leaks remain. Mr. Batts introduced Mr. James M. Kelly, Director of Plant Operations, who reported that in the late 1980's the first repairs were done to the aeration air system. Staff knew there were still leaks but did not know the significance of those leaks until the Mixed Liquor Pipeline Replacement Project was done last spring. An excavation for pipe installation revealed a substantial void where leaking air had excavated backfill around the piping. One leak was found and repaired. Mr. Kelly used drawings and photographs to show the potential locations of the leaks and signs of leaks, and described the resulting problems with differential settlement, spouting water, and sandy material being blown to the surface. The Aeration Air Leaks Damage Assessment Project will investigate four of the likely sources of air leaks to help define the problem and cost to fix it. Some contingency funds have been included in the project to fix problems that are found. If the contingency funds included in the project are not sufficient to cover the cost of the repairs, staff will return to the Board for additional authorization. Following discussion, it was moved by Member Menesini and seconded by Member Boneysteele, that award of a construction contract in the amount of $94,000 for the Aeration Air Leaks Damage Assessment Project, DP 61 57 A, be authorized to D&D Pipelines, the lowest responsible bidder. There being no objection, the motion was unanimously approved. a. i. REPORTS , GENERAL MANAGER 1 ) Mr. Batts, General Manager, stated that the District is now completing construction of the sewer portion of the Dougherty Tunnel and Trunk Sewer Project, DP 5902. Mr. William E. Brennan, Capital Projects Division Manager, has made several presentations to the San Ramon City Council and most recently to the San Ramon Planning Commission. Mountain Cascade continues to make good progress on all aspects of this project as Board Members saw when they toured the site today. Mr. Batts introduced Mr. William E. Brennan, Capital Projects Division Manager, who distributed and reviewed Dougherty Tunnel and Trunk Sewer Project Report No.7. The wetwell extension and sewer piping work on the San Ramon Pumping Station site is essentially complete. Trunk sewer installation along MangoslEstero is complete, open cut construction is complete, and paving over the trench is complete. The street overlay is scheduled to be done in December if weather permits. With regard to the Dougherty Tunnel, Mr. Brennan reported that the tunneling machine arrived yesterday and is in place and will soon be ready to begin tunneling from the east to the west portal. In terms of public contacts, at the last Board Meeting it was reported that there had been 33 public contacts. There have been seven more public contacts since that time. Six of those were complaints and one was a request for information. Mr. Brennan reported that last week the San Ramon Planning Commission reviewed the District's San Ramon Pumping Station Renovation Project. Mr. Brennan stated that he, Senior Engineering Ba Than, General Manager Charles Batts, Associate District Counsel Lisa Wiggins, and the District's Architect, Landscape Architect, Montgomery Watson project consultant, and noise control and odor control peer review representatives attended that meeting. A substantial package of information was provided to the City Planner who wrote a fairly positive staff report. Because of the compressed time, it was difficult to get all the information communicated and for the City Planner to complete his report. Some members of the Planning Commission had difficulty with the idea that they would only hear from the 11 15 01 16 11 District once and then pass the project to the City Council in accordance with the settlement agreement. It was a lengthy meeting, lasting until about 11 :30 p.m. Mr. Brennan stated that issues include the overall building height and further studies and documents on noise and odor mitigation. Mr. Brennan stated that the District had further information that could have been provided if we had known what the Planning Commission wanted. That information has now been provided to the City Planner. The Planning Commission will rehear the matter on Tuesday, November 20, 2001. Per the settlement agreement, the Planning Commission will provide a recommendation for approval or disapproval to the City Council. Normally the Planning Commission approves or disapproves a project and the applicant appeals to the City Council if they disagree. Mr. Brennan stated that the postponement gave District staff and Counsel an opportunity to review the conditions of approval proposed by City staff and make some modifications. On November 13, 2001 District staff and Counsel met with City representatives to review the proposals and counter proposals around construction requirements. It was a productive session. Mr. Brennan stated that if the document is approved in its present form, he believes the District can meet its conditions and requirements. Mr. Brennan stated that this past weekend there was an odor complaint at the San Ramon Pumping Station. San Ramon City Council Member Abram Wilson was contacted and came to the site and found odors coming from the site. Mr. Brennan stated that there are a couple structures under construction. After work on Friday those structures were covered and sealed as best as possible. On Saturday because of the rain, a contractor's employee came on site and moved some of the covers and did not properly replace them. In addition, there was a laminated poster at the site listing Community Affairs Representative Jackie Zayac's telephone number which is answered only during regular business hours, rather than the emergency telephone number that calls out a Collection System Operations Department crew. That sign has been modified to include emergency numbers. There was a smaller sign on the fence with the emergency numbers but it was not so visible as the larger sign. Mr. Brennan stated that a letter has been prepared and sent to San Ramon staff to explain the situation and what has been done to correct it. 2) Mr. Batts, General Manager, stated that the District is about to publish the draft Environmental Impact Report (EIR) for public comment on the effluent discharge increase. Board Members will be receiving a copy of the document for review in the near future. Mr. Batts introduced Dr. Gail Chesler, Associate Engineer, who stated that an increase in the District's effluent discharge limit from 45 MGD to 53.8 MGD was requested in the National Pollutant Discharge Elimination System (NPDES) permit renewal, and it was included in the District NPDES permit. However, before the District can discharge more than 45 MGD, an antidegradation analysis is required and approved. The California Environmental Quality Act (CEQA) applies to this increase and possible environmental consequences must be considered. Initial Study results indicated no direct impact on aesthetics, cultural resources, hydrology, mineral resources, public services, agricultural resources, geology and soils, land use and planning, noise, and recreation. Less-than-significant, direct impact was found with regard to air quality, biological resources, hazards and hazardous materials, population and housing, transportation and traffic, utilities and service systems, and water quality. Potentially significant, indirect impacts were identified relating to impacts associated with additional residential and non-residential growth allowed by local land use plans and accommodated by the project. Dr. Chesler noted that these local land use plans and decisions will be made by the appropriate land use planning agencies and are not decisions that the District would be involved in. The draft EIR document addresses the impacts of the District's increased treatment capacity and effluent discharge on the environment. To date the District has completed multiple studies 15 01 17 including water quality studies, the Initial Project Study, Notice of Preparation, and several dr~fts .of sections for review and comment. EIR Scoping sessions were 'J~ê'fd~j!ríi';'l\IIarch 2001. Late responses to the initial drafts were received from Fish and Wildlife have been included, and a letter is forthcoming from Contra Costa Water District on their concerns. The draft EIR will be released for public review in the next few days. A public meeting has been scheduled for December 12, 2001 at the Collection System Operations Department offices in Walnut Creek. The comment period closes January 9, 2002 and the final EIR will be distributed approximately February 22, 2002. The public hearing and Board consideration and decision are scheduled for March 22, 2002. 3) Mr. Batts, General Manager, stated that District staff has been updating the Five Year Plan, dealing mainly with Operations and Maintenance (O&M) expense and revenue projections. These and updated Capital Improvement Plan items will be discussed in detail with the full Board at a Board workshop in January 2002 as the District prepares for the 2002-2003 budget. As stated previously, the Five Year Plan is an internal management tool used to provide fiscal planning and control, and to help the Board determine appropriate Sewer Service Charge rates. Mr. Batts i~troduced Ms. Deborah Ratcliff, Controller, who stated that staff is working on the Five Year Plan which will be presented in detail at a Board Workshop in January 2002. Bond financing issues are being considered to meet fiscal requirements and they will come to the Board in January as well. Currently the O&M and capital numbers continue to be refined. Staff is reviewing the budget, continuing to look for expense areas that can be cut as well as capital expenditures that may be delayed. Since a major portion of the O&M budget is related to salaries and benefits, all personnel requests are being carefully scrutinized. Ms. Ratcliff stated that it appears that over the next five years, expenses continue to slowly increase and revenues are down primarily as a result of interest income decreasing and the fund balance on which interest is earned being smaller as well. Connection fees are projected to be only about $3 million instead of $6 million as originally projected due to a s slow down in the economy. In the following year, connection fees are projected to be down another $1 million. The delay of construction in Dougherty Valley and the slowing of the economy are contributing factors. Ms. Ratcliff stated that it appears that staff will be recommending the $24 Sewer Service Charge increase as projected and approved by the Board last year. That $24 increase will not cover all of the capital expenditures, however. The fact that the District is moving up the San Ramon projects in accordance with the settlement agreement with the City of San Ramon and the developers will make up to $20 million in bond financing necessary. Ms. Ratcliff stated that staff wants to ensure that the Board is comfortable with the financial planning process and financing issues. As the numbers are refined, staff will continue to discuss options with the Budget and Finance Committee and the issues will be discussed in detail with the full Board at the January workshop. Member Lucey expressed concern that the full $24 Sewer Service Charge increase is being discussed. Member Lucey stated that he was hopeful that the $24 was only going to last for one year. We are in a recession, non- profits are failing right and left. Member Lucey stated that it will be very difficult or impossible for him to agree to increase the Sewer Service Charge again. Member Lucey asked that staff look at what happens if we do not increase the Sewer Service Charge; what happens if we push the San Ramon projects back five or ten years; what happens if we cut 10 percent across the board in areas other than salaries and benefits? Mr. Batts stated that last year when the rate increase was discussed, we said we would go through the full rate setting process this year, including a public hearing. This item is just to let the Board know that the process is beginning. 11 15 01 18 b. c. 11 4) 5) 6) 7) 8) 9) Mr. Batts, General Manager, reported that he has had several meetings with the new Contra Costa County Administrative Officer John Sweeten, to discuss areas of mutual concern and common interest such as cooperation on permitting activities, interaction with staffs on public works and flood control projects, the impact of the retirement program on the finances of our agencies, funding issues, and recent events such as the impact of energy costs and increased security. One issue of concern to the County is the Animal Control Facility, which is leased to the County until December 2002. The County believes that it cannot vacate the property for six to twelve months after the lease expires. The terms of the current lease place a substantial financial penalty on the County for occupation of the property after the lease expires. The intent of the lease structure was to motivate the County to expedite the move to their new facility. Mr. Batts stated that in the interest of promoting and strengthening our relationship with the County, he would ask the Board to consider holding the current lease in effect for an additional year in exchange for the County making site improvements when the facility is turned over to the District. Mr. Batts stated that he will continue to meet with Mr. Sweeten and keep the Board informed of significant developments. Mr. Batts, General Manager, reported that work on the Orinda Trunk Sewer Cured-in-Place Pipe Project intended to be done during low traffic hours was delayed due to rain last weekend. The installation is tentatively scheduled for this weekend if rains do not increase flows to the point where the bypass system cannot handle the increase. Mr. Batts, General Manager, stated that Monday, November 12, 2001, was the first wet weather event of the season. There was 1.2 inches of rain and maximum flow was held to 75 MGD by what is called peak shaving, holding back some of the flow in the interceptor. Normal high flow for the District is 45 MGD. The plant functioned well and no problems were experienced. Mr. Batts, General Manager, reported that during the District's routine November receiving water monitoring on November 14, a boil was observed about 120 feet from shore near one of the outfall manholes. The boil may be due to a leak or to unusual hydraulic conditions in the area. Staff will investigate further on Monday, November 19, 2001, using contract divers. Although staff does not believe this is a violation of the District's National Pollutant Discharge Elimination System (NPDES) permit, the situation has been reported to the Regional Water Quality Control Board. Mr. Batts, General Manager, announced that the Employee Service Awards luncheon is scheduled for 11 :30 a.m. on Friday, November 30, 2001 at Vic Stewart's in Walnut Creek. The Board is invited to attend. Mr. Batts, General Manager, distributed photos of the District's Integrated Pest Management (lPM) Gardening display and the District's Sewer Science display. The IPM Gardening display will be at the Lindsay Museum and various libraries in the District service area. The Sewer Science display was used at the Water Environment Federation (WE F) Technical Conference in Atlanta, Georgia, where the District received expressions of interest in that program from other agencies from around the country. COUNSEL FOR THE DISTRICT None SECRETARY OF THE DISTRICT 1 ) Ms. Joyce E. Murphy, Secretary of the District, distributed the 2002 District calendar for the Board's information. 15 01 d. a. b. c. d. 19 2) Ms. Murphy, Secretary of the District, announced that her current contract will expire on June 30, 2002. As required by that contract, the Board must ","4I.~,~i,"""..'" be notified prior to the' end of November each year that the term of the contract will be extended automatically for one year unless either party notifies the other before December 31 of its intention to modify or not to extend the contract. Ms. Murphy stated that she would not propose any changes to her contract. If the Board wishes to modify or intends not to extend the employment contract, they were asked to advise staff before December 31, 2001 so the matter can be placed on the Board agenda. Otherwise, the employment contract will automatically be extended for one year until June 30, 2003. BOARD MEMBERS 1 ) Member Lucey reported that he saw the District's Integrated Pest Management (lPM) Gardening display in the Moraga library. Member Lucey stated that he was extremely impressed with the display and he commended Community Affairs Manager Harriette Heibel and her staff. Member Lucey offered one suggestion, that the District's name be displayed more prominently. 2) Member Menesini reported on the November 15, 2001 meeting chaired by Dr. Larry Kolb, Assistant Executive Officer of the San Francisco Regional Water Quality Control Board, on degradation of the estuary and dischargers' potential responsibility for that degradation. Member Menesini stressed the importance of the District's pollution prevention efforts and education programs in this regard. 3) Member Menesini announced that Dr. Larry Kolb, Assistant Executive Officer of the San Francisco Regional Water Quality Control Board, will be the featured speaker at the November 19, 2001 Environmental Alliance Discussion Series. 7. HUMAN RESOURCES ADOPT RESOLUTION APPOINTING RANDALL M. MUSGRAVES TO THE POSITION OF DIRECTOR OF ADMINISTRATION (M-20. $9.383-$11.852), EFFECTIVE DECEMBER 1. 2001 CREATE AND ADD THE POSITION OF DIRECTOR OF OPERATIONS (M-20. $9.383- $11.852): ADOPT CLASS DESCRIPTION: DELETE PLANT OPERATIONS AND COLLECTION SYSTEM OPERATIONS DIRECTOR JOB CLASSIFICATIONS: ADOPT RESOLUTION APPOINTING JAMES M. KELLY TO THE POSITION OF DIRECTOR OF OPERATIONS. M-20 DELETE PLANT MAINTENANCE DIVISION MANAGER JOB CLASSIFICATION DESCRIPTION (M-26. $8.097-$9.842): CREATE AND ADD ONE COLLECTION SYSTEM OPERATIONS DIVISION MANAGER JOB CLASSIFICATION DESCRIPTION (M-26. $8.097-$9.842): ADOPT RESOLUTION APPOINTING JOHN C. PEARL TO THE POSITION OF COLLECTION SYSTEM OPERATIONS DIVISION MANAGER. M- 26: ADOPT MODIFICATIONS TO PLANT OPERATIONS DIVISION MANAGER JOB CLASSIFICATION DESCRIPTION (M-26. $8.097-$9.842) ADD ONE ASSOCIATE ENGINEER POSITION (S-77. $5.813-$7.044) AND ONE SHIFT SUPERVISOR POSITION (S-73. $5.292-$6.402) Mr. Batts, General Manager, stated that he is proud and excited to inform the Board that Mr. Randall Musgraves has accepted the position of Director of Administration pending Board approval. Mr. Batts stated that he has talked to Mr. Musgraves several times and Mr. Musgraves has met with District staff. Mr. Musgraves is anxious for the opportunity to be part of the District's management team. 11 15 01 20 Mr. Batts stated that next he would like to address the issues dealing with the proposed changes in the operating areas of the District. The Board has been provided with memoranda relating to the rationale and reasons for the proposed changes. Other sanitary districts use the same operating organization, both Delta Diablo Sanitation District and Dublin San Ramon Services District have similar operating departments. Mr. Batts stated that he wished to depart from what he had planned to say about the responsibilities and requirements that justify these requests. There is something more critical for both staff and the Board to recognize. There have been many changes within the District in the last three years. District staff, through Work Redesign/Continuous Improvement, is emphasizing the District's strategic goals of excellent customer service, full regulatory compliance, responsible rates, and being a high performance organization. Every Department Director is in a new position with increased responsibilities, and this is also true in many other areas throughout the organization. One third of the District workforce is new or in new positions and we are all learning from each other. The District is involved in numerous construction projects, dealing with the public and the Cities of San Ramon, Pleasant Hill, Lafayette, Orinda, Moraga, and Martinez. The District is also moving forward on internal projects such as the seismic upgrade, the new Laboratory, and geographic data integration. Focus remains on what is important: customer service, compliance, and reasonable rates. During this time the District has won three Association of Metropolitan Sewer Agencies (AM SA) Gold Awards for 100 percent permit compliance, pretreatment awards, and pollution prevention awards. Mr. Batts stated that he is trying to get things done in real time, bringing things to the Board in a reasonable manner, and giving the Board the information needed to make decisions. Mr. Batts stated that he is asking staff to do more work but he is also asking the Board to do more. So rather than listing detailed things that these requested positions will be doing, Mr. Batts stated that the real issue is that he is asking the District to work harder to do what is required for us to meet regulations, serve the public, and interface with city staff and residents. Mr. Batts stated that he appreciates the willingness of the Board to assist staff in these areas. The full Board has accompanied staff on project presentations even when it was unfriendly. Mr. Batts stated that in looking at the jobs and increasing responsibilities, the changes being requested reflect what he is asking of staff: To become a high performance organization with reasonable rates, excellent customer service, and full regulatory compliance. Mr. Batts stated that he wants to give the Board a vision of where the District is going and what staff is doing to try to look at every possible way to reduce costs, combine positions, reduce staff, and defer capital projects while still providing excellent service to the public and protecting the public health. Member Lucey stated that he thinks there are some individual changes that he would not agree with but he will defer to the General Manager and will support his recommendation. Member Nejedly stated that he agrees that it is the General Manager's position to make these decisions, but he cannot agree with the proposed consolidation of Collection System Operations (CSO) and Plant Operations into one department and will vote no on that portion of the recommendation. Member Nejedly expressed concern with the continuing CSO backlog, the increasing number of overflows, the span of control that would be asked of the proposed Operations Department Director, the need for someone at CSO, and the length of time it has taken to fill the Director of Administration position. Member Nejedly stated that you cannot expect people to do more and not compensate them for it. Member Nejedly stated that he will vote no on the personnel actions relating to the proposed consolidation. Member Menesini stated that he looks at the proposed organization as a very logical one and one that will bear fruit. Member Menesini stated that he expects that the outstanding CSO team with oversight by a division manager will be an effective organization. Member Menesini stated that it is true there will be more responsibility but the responsibility becomes one of logical administration. Currently the Laboratory reports through a division manager to the department director. The proposed direct reporting structure of the Laboratory to the department director is an excellent idea, and one person with responsibility for the plant and the organization of the plant is a logical relationship. With regard to Member Nejedly's concerns about CSO backlog and spills, Member Menesini suggested that perhaps some objectives be established for the new structure and 11 15 01 21 management. Member Menesini stated that he supports the proposed organization and believes that it makes sense. President Hockett stated that there are many new employees at the District, and there have been cut backs and streamlining for a number of years. President Hockett asked the status of the CSO backlog and whether CSO is adequately staffed to perform the work. Mr. Batts stated that the Board did authorize one additional crew at CSO (three people). The cost for that crew is about $3 on the Sewer Service Charge. That crew has reduced the backlog, and staff is working to reduce it further. Recently the crew has been reassigned to cleaning because of the high number of overflows. New maintenance scheduling software is being installed to help prevent overflows. Mr. John Pearl, Plant Maintenance Division Manager, was instrumental in setting up a similar system for the Plant. Mr. Batts stated that CSO is wrestling with a number of issues; and as discussed previously with the Board, CSO is looking at other new tools to improve service and reliability such as crown spraying, chemical root control, pipebursting in small backyard easements, using a TV camera on a cleaning tool to ensure that roots are really out, locating hidden manholes, and continuation of the grease control program. In response to a question from Member Hockett, Mr. Don Rhoads, Field Operations Superintendent, stated that he believes that CSO has sufficient staff at this time. Mr. Rhoads stated that new methods are being tested before any additional staff would be requested. Crews have been moved to cleaning to try to reduce the number of overflows, but it will take time before the results can be seen. In response to questions from President Hockett concerning succession planning, Mr. James M. Kelly, Director of Plant Operations, stated that it would be his job to try to develop the CSO staff, ensure that replacements are available when needed, and that information is shared. Member Lucey stated that this has been a good discussion even though there is not agreement. Member Lucey stated that his position has not changed. This is the responsibility of the General Manager. Member Lucey stated however that he does not agree that with more responsibility comes more compensation; rather, more responsibility means job retention. Member Boneysteele stated that the nature of the work has changed and more oversight is needed because much of the work has become automated. The District is a highly technical operation. If everything is planned and administered correctly, the water flows downhill to the Plant and through the outfall. CSO staffing was cut in the past because the way work was approached has changed. The District must keep current and not apply concepts from the past. Member Boneysteele stated that he knows the General Manager has carefully considered this matter, reviewed it with the Board Personnel Committee, and provided information to the full Board. Member Boneysteele stated that he supports the recommendations of the General Manager. It was moved by Member Menesini and seconded by Member Boneysteele, that Resolution No. 2001-145 be adopted, appointing Randall M. Musgraves to the position of Director of Administration (M-20, $9,383-$11,852), effective December 1, 2001. Motion unanimously approved on the following vote: AYES: Members: NOES: Members: ABSENT: Members: Menesini, Boneysteele, Nejedly, Lucey, Hockett None None It was moved by Member Menesini and seconded by Member Boneysteele, that the Director of Plant Operations and the Director of Collection System Operations job classifications (M-20, $9,383-$11,852) be deleted, that one Director of Operations position (M-20, $9,383-$11,852) be created and added, that the Director of Operations job classification description be adopted, and that Resolution No. 2001-146 be adopted 11 15 01 22 appointing James M. Kelly as the Director of Operations; that the Plant Maintenance Division Manager job classification description (M-26, $8,097-$9,842) be deleted, that a new Collection System Operations Division Manager job classification (M-26, $8,097- $9,842) be created and added, that Resolution No. 2001-147 be adopted appointing John C. Pearl to the Collection System Operations Division Manager position, and that modifications to the Plant Operations Division Manager job classification description be adopted; and that a new Associate Engineer position (S-77, $5,813-$7,044) be created, and that a new Shift Supervisor position (S- 73, $5,292-$6,402) be created. Motion approved on the following roll call vote: AYES: Members: Menesini, Boneysteele, Lucey, Hockett NOES: Members: Nejedly ABSENT: Members: None e. CREATE TWO NEW POSITIONS OF SOURCE CONTROL INSPECTOR 1/11 (G-60. $3.859-$4.787: G-65. $4.345-$5.397): RECLASSIFY KEN NULL TO THE POSITION OF SOURCE CONTROL INSPECTOR I: DELETE THE POSITIONS OF SOURCE CONTROL COORDINATOR 1/11 (G-47. $2.845-$3.510: G-51. $3.122- $3.866) AND COLLECTION SYSTEM OPERATIONS TECHNICIAN (G-59. $3.771- $4.677) Mr. Batts, General Manager, stated that grease control programs are conducted by both Source Control in the Engineering Department and the Collection System Operations (CSO) Department. It is recommended that these two programs be combined into a single comprehensive and uniform program to be administered by Source Control within the Engineering Department. Correspondence on this issue from Public Employees Union Local One was distributed to the Board. Mr. Batts introduced Mr. Curtis W. Swanson, Environmental Services Division Manager, who reviewed the proposal to consolidate pretreatment activities now in Engineering and CSO into Source Control in the Engineering Department, and to add an additional inspector by converting an existing vacant Source Control Coordinator 1/11 position to Source Control Inspector 1/11. Mr. Swanson stated that this will provide a uniform approach in dealing with businesses and industries, and it will provide increased field presence to help try to reduce pollution and comply with the District's National Pollutant Discharge Elimination System (NPDES) permit requirements. The contract services provided to the Contra Costa County Clean Water Program are increasing and the increased cost of this proposal will be more than offset by additional billable hours under that contract. It will also be possible to expand the Industrial User Permit Programs to additional industries. Discussion followed with regard to supervision provided for the Collection System Operations Technician position, the requirements for the Source Control Inspector I position, the requirements and certification needed to achieve the Source Control Inspector II level, the appropriateness of combining the pretreatment functions in one section, and the similarities and differences between the current functions performed by the Collection System Operations Technician and Source Control Inspector positions. In response to questions from the Board, Ms. Cathryn Freitas, Human Resources Manager, stated that this has been discussed with Mr. Ken Null, Collection System Operations Technician. As indicated by Mr. Swanson, Mr. Null has been doing grease control. Mr. Null will be asked to learn all of the Source Control Inspector functions. Mr. Null does not currently meet the Source Control Inspector I job classification requirements, but it was felt that his experience would qualify him for the position. Mr. Null can then take the courses and tests, get the pay increase, and advance to the Source Control Inspector II level. In response to questions from President Hockett, Mr. Null described the work he performs in the position of Collection System Operations Technician and the supervision he receives. 11 15 01 23 Member Lucey stated that as he understands the letter from Public Employees Union Local One, the Union does not object to Mr. Null coming to Source Control and the Union indicates that it will be a raise in pa\1' f)drñ"ót"êñ'ough of a raise. Mr. Null stated that is correct. Mr. Don Rhoads, Field Operations Superintendent, stated that he and Source Control Program Superintendent Tim Potter support the proposed move. Mr. Rhoads stated that Mr. Null has performed well in his present position and he is confident he will perform well in Source Control. In response to questions from Member Lucey, Mr. Jere Copeland, Business Agent for Public Employees Union Local One, stated that the Union did meet and confer with the District on the proposed move. Mr. Copeland stated that it is Local One's position that Mr. Null should go to Source Control but as a Source Control Inspector II rather than Source Control Inspector I. In response to further questions from Member Lucey, Mr. Copeland stated that Local One represents Mr. Null and the other Source Control Inspectors as well. Following discussion, it was moved by Member Nejedly and seconded by President Hockett, that one new position of Source Control Inspector 1/11 (G-60, $3,859-$4,787; G- 65, $4,345-$5,397) be created and that the position of Source Control Coordinator 1/11 (G-47, $2,845-$3,510; G-51, $3,122-$3,866) be deleted; and that action be deferred on the recommendation that a second Source Control Inspector 1/11 position be created and Collection System Operations Technician Ken Null be reclassified to the position of Source Control Inspector I. There being no objection, the motion was unanimously approved. Member Lucey left the meeting at the hour of 4: 17 p.m. f. DELETE THE AUTOMATED MAPPING AND PRODUCTION COORDINATOR POSITION (5-68. $4.960-$5.687): CREATE ONE ENGINEERING SUPPORT INFORMATION SYSTEMS ANALYST (S-72. $5.163-$6.2501 AND ADOPT A JOB CLASSIFICATION DESCRIPTION: AND RECLASSIFY AUTOMATED MAPPING AND PRODUCTION COORDINATOR DOUG DREWES TO ENGINEERING SUPPORT INFORMATION SYSTEMS ANALYST Mr. Batts, General Manager, stated that Mr. Doug Drewes, Automated Mapping and Production Coordinator, applied for a reclassification in accordance with the Management Support/Confidential Group (MS/CG) Memorandum of Understanding. The Director of Engineering found merit in the request and Human Resources, through an outside consultant, performed a classification study for Mr. Drewes' position. All computer- related classifications were reviewed and analyzed in relation to the work done by Mr. Drewes. It is recommended that Mr. Drewes be reclassified to the position of Engineering Support Information System Analyst at Range S- 72. It was moved by Member Menesini and seconded by Member Boneysteele, that the Automated Mapping and Production Coordinator position (5-68, $4,960-$5,687) be deleted, that one Engineering Support Information Systems Analyst (S-72, $5,163- $6,250) be created and the job classification description adopted; and that Automated Mapping and Production Coordinator Doug Drewes be reclassified to the position of Engineering Support Information Systems Analyst. There being no objection, the motion was approved with Member Lucey being absent. BREAK At 4:18 p.m., President Hockett declared a recess, reconvening at the hour of 4:32 p.m. with all parties present, including Member Lucey. 11 15 01 24 8. REAL PROPERTY a. AUTHORIZE STAFF AND LEGAL COUNSEL FOR THE DISTRICT TO EXECUTE A PROPERTY LEASE WITH MR. AND MRS. JOE QUIGLEY This item was taken out of order earlier in the agenda. 9. APPROVAL OF MINUTES a. MINUTES OF NOVEMBER 1. 2001 It was moved by Member Menesini and seconded by Member Boneysteele, that the minutes of November 1, 2001 be approved as presented. There being no objection, the motion was unanimously approved. 10. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED NOVEMBER 15. 2001 Member Lucey, Chair of the Budget and Finance Committee, stated that he and Member Nejedly reviewed the expenditures and found them to be satisfactory. It was moved by Member Lucey and seconded by Member Nejedly, that the Expenditure List dated November 15, 2001, including Self Insurance Check Nos. 101802-101805, Running Expense Check Nos. 135144-135367, Sewer Construction Check Nos. 23931- 23989, Payroll Manual Check Nos. 48804-48806, and Payroll Regular Check Nos. 53866- 53902, be approved as recommended. There being no objection, the motion was unanimously approved. 11. BUDGET AND FINANCE a. RECEIVE THE AUDITED FINANCIAL STATEMENTS FOR THE FISCAL YEAR ENDED JUNE 30. 2001. AND APPROVE EXTENDING HOOD AND STRONG FOR AN ADDITIONAL YEAR Ms. Deborah Ratcliff, Controller, stated that the firm of Hood and Strong has completed the audit for Fiscal Year 2000-2001. There were no changes to the final revenue and expense numbers presented at year end. Ms. Ratcliff reported that there was no management letter or recommendations for improvements in internal controls. A detailed review of the audit was presented to the Budget and Finance Committee and issues surrounding rotation of auditors were discussed. Ms. Ratcliff stated that the American Institute of Certified Public Accountants (AICPA) has published a statement concerning mandatory rotation of audit firms. The AICPA no longer recommends mandatory rotation because audit rotation is disruptive and time consuming as staff has to re-educate auditors on the entity, audit failure occurs more frequently in the first couple of years after rotation of audit firms because the new firm is not acquainted with the new client, and key individuals involved in the audit process rotate within audit firms in the normal course of events. Ms. Ratcliff stated that based on discussions with the Budget and Finance Committee, it is recommended that the audit term of Hood and Strong be extended for one more year. Following discussion, it was moved by Member Lucey and seconded by Member Nejedly, that the audited financial statements for the Fiscal Year ended June 30, 2001 be received, and that the audit term of Hood and Strong be extended for an additional year. There being no objection, the motion was unanimously approved. b. APPROVE THE COMPREHENSIVE ANNUAL FINANCIAL REPORT AS OF JUNE 30. 2001 FOR SUBMISSION TO THE GOVERNMENT FINANCE OFFICERS ASSOCIATION Ms. Ratcliff, Controller, stated that the audited financials are included as part of the Comprehensive Annual Financial Report that will be submitted to the Government Finance 11 15 01 25 Officers Association. This is a report which includes ten years of financial history and statistical data. Ms. Ratcliff introduced Accounting Supervisor Colette Curtis-Brown and Accountant Thea Almendralejo, the twO emþlbýees who were instrumental in producing the Comprehensive Annual Financial Report. It was moved by Member Lucey and seconded by Member Nejedly, that the Comprehensive Annual Financial Report as of June 30, 2001 be approved for submission to the Government Finance Officers Association. There being no objection, the motion was unanimously approved. 12. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 13. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Menesini requested a comparison of the District's Collection System Operations to that of other agencies, including information on types of organizations, numbers of overflows, backlog of work, and interactions and relationships. President Hockett requested a copy of the manhole overflow diagram posted at CSO. 14. CLOSED SESSION a. EXISTING LITIGATION The closed session was held to discuss existing litigation pursuant to Government Code Section 54956.9(a). The title of the litigation discussed was CCCSD v. Joanne Lindroth and related cross actions, Contra Costa County Superior Court Case No. C99-04092. At 4:45 p.m., President Hockett declared the closed session to discuss existing litigation pursuant to Government Code Section 54956.9(a) at noted above. At 4:52 p.m., President Hockett concluded the closed session and reconvened the meeting into open session. 15. REPORT OF DISCUSSIONS IN CLOSED SESSION No decisions were made or votes taken in closed session which require reporting at this time. 16. ADJOURNMENT There being no further business to come before the Board, President Hockett adjourned the meeting at the hour of 4:53 p.m. ¿avhuA ~4v~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: 11 15 01