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HomeMy WebLinkAboutBOARD MINUTES 08-15-02 232 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON AUGUST 15, 2002 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on August 15, 2002. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Nejedly, Lucey, Boneysteele, Menesini ABSENT: Members: Hockett Member Hockett had advised staff that she would be unable to attend this meeting and had requested to be excused. a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance to the Flag. 2. PUBLIC COMMENTS None 3. CONSENT CALENDAR It was moved by Member Lucey and seconded by Member Nejedly, that the Consent Calendar, consisting of Item a., be approved as recommended and the resolution adopted. a. Resolution No. 2002-065 was adopted, confirming publication of District Ordinance No. 223, revising Title 2, Chapter 2.08 and related references pertaining to the position of General Manager of the Central Contra Costa Sanitary District. Motion approved on the following vote: AYES: Members: Lucey, Nejedly, Boneysteele, Menesini NOES: Members: None ABSENT: Members: Hockett 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None 5. BIDS AND AWARDS a. AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO TABER CONSTRUCTION COMPANY FOR THE MANZANITA CREEK CROSSING REPAIR PROJECT. DP 5434 Mr. Charles W. Batts, General Manager, stated that the Manzanita Creek Crossing Repair Project was initiated to address a sewer line creek crossing that was damaged and losing support. This project will underpin the foundations for the pipe crossing supports, re- plumb the supports, and repaint the pipe crossing supports. Mr. Batts, introduced Mr. 08 15 O;i.v2:'. .¡ i!J . ". 233 Tom Godsey, Associate Engineer, who reported that the Manzanita Creek crossing sewer was constructed in 1957. The creek crossing is one of the District's largest: 200 feet long, 30 feet high, and 8 inches in diameter. The sewer serves 60 homes and is cleaned on a four-month frequency. TV inspection revealed a sag in the sewer and visual inspection showed displacement of the trestle bent foundations. Using a map, Mr. Godsey described the location of the creek crossing. Photographs were shown of the home near the creek crossing. The home was constructed in the 1970's after the sewer was built. Mr. Godsey showed photographs and described the trestle bents that had shifted and the deflected pipe. Because the homeowner had expressed concern about the visual impact of the creek crossing on her home, a flow routing analysis was performed to investigate the feasibility of adding a pumping station, constructing a siphon, and variations on replacing the creek crossing. The estimated cost of a pumping station was $477,000. It was determined that the siphon would not work because there is not enough flow to sustain the required pressure. Variations on replacing the creek crossing ranged from $151,000 to $259,000. Because of the significantly higher costs of the rerouting alternatives, it is recommended that the creek crossing be repaired. Mr. Godsey stated that the District has secured an encroachment permit from the City of Orinda and acquired the necessary California Fish and Game stream alteration permit for this repair project. The repair project will consist of underpinning the trestle bent foundations, realigning the trestle bents to vertical and adjusting the pipe, and cleaning and painting the trestle bents. Staff will work with the homeowner in selecting the appropriate color. The project is scheduled to take 30 days and will be completed by September 30, as required by the California Fish and Game permit. Mr. Godsey reviewed the bid results and recommended that the Board authorize award of the construction contract in the amount of $81,000 to the lowest responsible bidder, Taber Construction Company. Following discussion of the total project cost and planting vegetation to screen the supports and pipe, it was moved by Member Lucey and seconded by Member Boneysteele, that award of a construction contract in the amount of $81,000 for completion of the Manzanita Creek Crossing Repair Project, DP 5434, be authorized to Taber Construction Company, the lowest responsible bidder. There being no objection, the motion was approved with Member Hockett being absent. a. -' 6. REPORTS GENERAL MANAGER 1 ) Mr. Batts, General Manager, stated that the Via Del Sol Trunk Sewer Repair Project will replace a damaged trunk sewer in Walnut Creek. Site conditions are complicated because of restricted access and because of a parallel trunk sewer in the same trench. Mr. Batts stated that Engineering staff proposes to replace the trunk sewer with a demonstration contract using a new technology reaming method of pipe replacement. Mr. Batts introduced Mr. Tom Godsey, Associate Engineer, who stated that the District has demonstrated several different sewer renovation technologies from the mid- 1980's through the mid-1990's, leading to the eventual acceptance and competitive bidding of successful technologies. Mr. Godsey used maps to describe the project location, noting that the Via Del Sol trunk sewer is structurally deficient with extensive cracking at the top of the sewer. There is a parallel trunk sewer construction in the same easement, in some locations as little as 18 inches separates the two trunk sewers. Mr. Godsey showed photographs and described the location of the two trunk sewers and the condition of the Via Del Sol trunk sewer. Mr. Godsey showed a schematic and described how the proposed InneReam technology works. InneReam differs from pipe bursting in that it removes the host pipe, there is smaller zone disruption, and potentially less vibration. Staff wishes to evaluate the use of this technology to determine its effectiveness in District soils. 08 15 02 234 08 Mr. Batts stated that this is a demonstration technology. Every indication is that it will be an effective way for the District to do this work. A position paper will be presented for Board consideration at the next Board Meeting. 2) Mr. Batts, General Manager, stated that there have been no further negotiations with Bulldog Gas and Power for landfill gas sales since the last Board Meeting but staff did visit the landfill gas facility. A tour of the landfill gas facility is scheduled for 9:00 a.m. on Friday, August 16, 2002, for any Board Members who have an interest in visiting the site. Mr. Batts introduced Mr. Doug Craig, Plant Operations Division Manager, who stated that staff visited the landfill gas facility on August 8, 2002. Using photographs, Mr. Craig described the vacuum blowers, the flare, the 350 horsepower two-stage compressor, the chiller, the flow meters, and the new Ingersoll Rand gas fired generators. Mr. Craig stated that staff hopes to make a recommendation to the Board at the next Board Meeting on whether to accept a counter proposal or terminate the contract with Bulldog Gas and Power. Following a brief discussion, the Board thanked Mr. Craig for the report. 3) Mr. Batts, General Manager, stated that the District first entered the computer age with the initial concept of a computer-controlled treatment plant, and eventually expanded this technology into project design, system modeling, word processing, records management, finance and purchasing, maintenance scheduling, and the like. Integration into a centrally administered system led to the hiring of a Management Information System (MIS) Administrator in 1994, and the standardization of computers and common District software was solidified with the Five-Year MIS Master Plan in 2000 outlining the District's future MIS capital projects and equipment needs. Mr. Batts stated that MIS Administrator Mark Greenawalt, who supervises a staff of four, will provide an overview of the various systems and applications currently used at the District. Any interest in the details of any system or application could be presented by staff to individual Board Members or at future Board Meetings. Actual demonstrations of these systems are best done at the site on an individual basis. Mr. Batts introduced Mr. Mark Greenawalt, MIS Administrator, who provided an information technology overview. Mr. Greenawalt stated that the District MIS organization is a wide variety of specialized systems and applications. MIS provides management, administration, and support to all areas of the District but there are distributed roles and responsibilities based on the technical knowledge of other District staff. Mr. Greenawalt showed a depiction of the District's computer network and stand alone systems. The plant process control system was designed in the 1970's. There are an estimated 16,048 control points throughout the District. The system is a stand alone unit that operates through a distributed control using Programmable Logic Controllers (PLC's). It is strictly supported by Plant Operations staff. The Modular Computer (MODCOMP) uses Fortran and Assembly language. It provides information to the Data Archive and Retrieval (DARS) system. It is supported by Senior Control Systems Engineer Garth Williams and Associate Control Systems Engineer Bill McEachen in Plant Operations. Mr. Greenawalt stated that the telephone switch is another stand alone system. Nortel Meridian I provides District telephone services to the Martinez and Walnut Creek sites. There are about 400 telephone extensions. Mr. Greenawalt stated that he, Network Technician Spencer Chun and Network Coordinator John Censoplano in MIS provide support; and the remote sub-system in Walnut Creek at Collection System Operations is supported by Information System Specialist Ralph Bates. 15 0:1";6).),.,,., "'~ 235 Mr. Greenawalt stated that the voicemail system, which is integrated with the telephone system, is the last stand alone system. Octel Aria 250 provides District voicemail services to the Martinez and Walnut Creek facilities with about 250 voicemail boxes. A switchview system is used to manage the telephone and voicemail systems. MIS staff Spencer Chun, John Censoplano, and Mark Greenawalt support this system. Mr. Greenawalt described the District's new Ethernet computer network system installed in March 2002. The network infrastructure provides support for over 200 desktop personal computers (PC's), monitors, and printers. It provides network connectivity and management, and remote access. MIS staff Spencer Chun, John Censoplano and Mark Greenawalt provide system support in Martinez and Ralph Bates assists in Walnut Creek. The Martinez primary network server is a Compaq Proliant 7000 and NetWare. It provides network login, file storage, print services, and electronic mail; and it provides other office applications, records management, and risk management information. MIS staff Spencer Chun, John Censoplano, and Mark Greenawalt provide support. The IBM AS 400 Mid Range Computer System uses the IBM OS400 operating system and RPG programming. It provides HTE financial, payroll, land management, permits, and sewer billing, and MainSaver, the Plant Operations Department work order and maintenance system. It is supported by MIS staff, Programmer Analyst Ted Barry. The District's Intranet, Online Total Information System (OTIS), uses a Compaq Proliant 3000 operating system and an NT 4 Server. It provides web-based information for employees including minutes, reports, Human Resources procedures, financial data, and discussion board as well as Capital Improvement Budget and Plant Information System information. It is supported by MIS staff John Phillips, John Censoplano, and Mark Greenawalt, and Graphics staff Public Information and Graphics Supervisor Ken Grubbs and Public Information and Production Assistant II Chris Carpenter. Geographical Data Interface (GDI) uses a Dell Poweredge 6400 operating system with a Win2000 Server and MapGuide. It provides District maps and database information. It is linked to the HTE land management and permit database. It is supported by MIS staff John Censoplano, and Engineering staff Engineering Support Information System Analyst Doug Drewes and Engineering Technician III Carl Von Stetton. Computer Aided Design (CAD) operates on Hewlett Packard Netserver, running an NT 4 Server with the Microstation application. It provides the ability to design engineering drawings and As Builts which are downloaded to the GDI system. Support is provided by MIS staff John Censoplano, and Engineering staff Doug Drewes and Carl Von Stetton. The Laboratory Information Management System (LlMS) operates on Compaq Proliant running an NT 4 Server. It provides laboratory data for water quality requirements. It is supported by MIS staff Spencer Chun and John Censoplano, and Laboratory staff Senior Chemist Phil Snyder. The Internet Firewall is Dell Poweredge 350, running Linux. It is a checkpoint management system providing Internet access and security with Websense URL Blocker and Reporter. It is supported by MIS staff John Censoplano and Mark Greenawalt. Mr. Greenawalt stated that the Walnut Creek Primary Network Server at CSO is Compaq Proliant, running NetWare. It provides network login, file 08 15 02 236 08 storage, and printer services as well as Sussex for sewer maintenance and work order application. It is supported by CSO staff Ralph Bates. The Underground Service Alert (USA) is a commercial service subscription. The software runs on a PC accessing information through the Internet. It receives alerts on construction and underground digging and is supported by CSO staff Ralph Bates. Mr. Greenawalt stated that there are a number of other systems currently under development including the Plant Information System Server (now on OTIS) which provides equipment and process information, Human Resources and Training Database System which provides employee records information, Document Imaging which provides record storage, retrieval, and disaster recovery, Supervisory Control and Data Acquisition (SCADA) which provides pumping stations information, and Sewer Network Analysis Program (SNAP) which provides sewer network modeling information. In summary, Mr. Greenawalt stated that the District computer network has many specialized components and functions. MIS is responsible for maintenance and support, optimization and performance, reliability and security, and compatibility and standardization, and MIS oversees and coordinates all District computer network activities. Mr. Greenawalt stated that this overview was intended to outline specific components of the network. If there are questions on specific details of systems, additional presentations can be scheduled through MIS. Member Boneysteele stated that he was impressed with Mr. Greenawalt's presentation, stating further that he is reasonably confident the District is staying abreast of the technology. Member Lucey expressed concern that the District is relying on a 1970's computer system in Plant Operations. It is incumbent on the District to be looking at this whole system since it will not always get the job done. Member Lucey stated further that CSO still appears to be operating as a separate island with a separate system. Member Lucey stated that he believes that the Walnut Creek and Martinez computer operations should be combined in one department with a standardized system. Finally, Member Lucey stated that next year the District should consider raising the level of MIS oversight to ensure that there is sufficient authority to ensure a single District-wide approach. Mr. James M. Kelly, Director of Operations, stated that staff is in the process of identifying plant needs and beginning to look at replacing the plant operations centralized computer. The entire telemetry system has been replaced already with a new, up-to-date system. Member Lucey stated that he is also concerned that if the District does get a new plant computer system, that it will be compatible with the rest of the District systems. Mr. Kelly stated that the Data Archive and Retrieval System (DARS) does allow for access of data. Those accessing the data cannot operate the plant system, but they can have access to the data. Mr. Batts stated that Mr. Greenawalt and his staff have done a tremendous job pulling the District computer systems together and bringing the District up to speed. The Five-Year MIS Plan was an important first step in doing that. Member Lucey and the Board indicated that the presentation was very helpful. 4) Mr. Batts, General Manager, announced that the District has received another power conservation rebate from Electro-Test, Inc., Annual Power Saving Partners Program Incentive, for the lighting efficiency retrofit project. 15 02 237 The latest rebate is for $16,954. This brings the total received under this program since December 1999 to over $50,000. 5) Mr. Batts, General Manager, stated that each year the District and Mt. View Sanitary District participate in Pollution Prevention Week activities. One of these activities is a billboard that can be seen from Interstate 680 northbound. The billboard should be in place all of August and the first two weeks of September. Mt. View Sanitary District is also holding an open house and Pollution Prevention celebration on September 21, 2002 from 10:00 a.m. to 2:00 p.m. The event will include tours of Mt. View's new administrative building, learning center, wetlands, and treatment plant. Invitations will be sent to the Board. 6) Mr. Batts, General Manager, stated that the District is scheduled to purchase two new sedans this fiscal year. Staff is investigating alternative fuel vehicles that might be appropriate for District uses. The California Air Resources Board in conjunction with the Bay Area Air Quality Management District has a Vehicle Incentive Program for public agencies to encourage purchase of alternative fuel vehicles by providing a dollar incentive that is based on selection of vehicles from a pre-approved list. A decision will be made based on evaluation of performance and costs. 7) Mr. Batts, General Manager, distributed Status Report No.2 on the San Ramon Projects, and indicated that San Ramon Force Main Project work near Montevideo School and San Ramon Elementary School has been completed. The contractor, Mountain Cascade, indicates that it appears possible that the pipe will be installed near California High School by August 23, 2002, in time for school to open. 8) With regard to the Moraga/Orinda Crossroads Pumping Station pump vibration issue, Mr. Batts, General Manager, stated that Morris Pump has completed their final fix to the Orinda Crossroads Pumping Station pump. Morris Pump claims that the problems are essentially solved. Pretech, the District's testing firm, is now testing that claim and the District should have the results in the near future. The results included with the letter from Morris Pump appear better but still may not meet the District specifications. The Moraga Pumping Station pump fix is pending. 9) Mr. Batts, General Manager, stated that a recent article in the Contra Costa times indicated that the restitution judgment (possibly $1 million) in the matter brought by the District against Doug Lomow, former owner of Orinda Moraga Disposal Service, would be distributed to the ratepayers. Unfortunately the article did not say that the amount is dependent on the results of real estate sales that have yet to take place and whose value is market dependent. In addition, the distribution methodology, as ordered in the judgment, will be recommended by the court-appointed receiver and ordered by the judge in the case. As the Board is aware, the District has already been reimbursed for out-of-pocket costs including legal expenses in this case. President Menesini stated that any distribution of funds to the ratepayers should be closely examined by the District. b. COUNSEL FOR THE DISTRICT None c. SECRETARY OF THE DISTRICT 1 ) Ms. Joyce E. Murphy, Secretary of the District, announced that the District and the candidates for the upcoming election received a letter from the 0.....°.. :.0 15 02 238 b. Contra Costa County Registration-Election Department advising of the new requirement that all materials provided to voters in Contra Costa County, including Candidate Statements and Measure Voter Pamphlets, must be provided in Spanish as well as English. A separate Spanish language booklet containing translations of all candidate statements will be available to voters who request their materials in Spanish. There will be additional costs for this not covered in the estimate provided by the Contra Costa County Registration-Election Department to candidates and the District. The District will be billed for the additional costs. BOARD MEMBERS 1 ) Member Nejedly, chair of the Personnel Committee, reported that he and Member Menesini met with staff on August 1, 2002. Topics of discussion included creation of two Pumping Station Supervisor positions, the status of Plant Operator III provisional appointments, and the status of recruitment for the Purchasing and Materials Manager position. 2) Member Lucey, chair of the Household Hazardous Waste Committee, reported that he and Member Hockett met with staff to review responses to the Request for Proposals (RFP) for Household Hazardous Waste (HHW) Disposal and Temporary Staffing Services. Member Lucey stated that it is a pleasure to report that staff was able to generate interest in the District's RFP. Seven companies participated in the walk through and six responses were received. Philip Services Corporation (PSC) was the most competitive proposal but ROMIC was also very competitive. In effect, the same work will be done for about 25 percent of the current cost. Staff will be negotiating with PSC. If the negotiations do not meet the District's requirements, staff was also authorized to contact ROMIC. A HHW Collection Facility operations update was also provided at the meeting. Participation levels are up in all areas. Member Lucey complimented Director of Engineering Ann Farrell, Director of Administration Randy Musgraves, Environmental Services Division Manager Curt Swanson, and HHW Supervisor Elaine Jacobs on a job well done. 3) President Menesini and Director of Operations Jim Kelly distributed handouts and reported on the August 7-10, 2002 California Association of Sanitation Agencies (CASA) meeting. A highlight was the District's receipt of the 2002 CASA Award for Technical Achievement for the District's Seismic Protection System for Secondary Clarifiers. In addition, major topics of discussion included the new California Biosolids Program, legislation including SB 1518 relating to recycled water purveyorship, and AB 363 which would allow attorney "whistle blowing," Sanitary Sewer Overflows (SSO's), the CMOM (Capacity, Management, Operations and Maintenance) Program, the Tesoro permit appeal of the court decision that the Regional Water Quality Control Board and the State Water Resources Control Board do not have authority to issue interim limits, the San Pablo Bay watershed restoration project, and public agency outreach programs. President Menesini noted that the District's outreach programs incorporate the majority of recommendations presented and is a credit to the District. BREAK At 4:05 p.m., President Menesini declared a recess, reconvening at the hour of 4: 17 p.m. with all parties present as previously designated. 08 15 01... b G".~, "'i ""'- ~. ""Cd 239 7. ENGINEERING a. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO A COST REIMBURSEMENT AGREEMENT WITH CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE CONSTRUCTION INSPECTION FOR THE PROTECTION OF THE M4 FORCE MAIN SYSTEM. M4-A FORCE MAIN RELOCATION AND REPLACEMENT. DP 5410 Following explanation by Mr. Batts, General Manager, it was moved by Member Boneysteele and seconded by Member Nejedly, that the General Manager be authorized to execute an amendment to the cost reimbursement agreement with California Department of Transportation in the amount of $25,000 for the Construction Inspection of the Protection for the M4 Force Main System, M4-A Force Main Relocation and Replacement, DP 5410. There being no objection, the motion was approved with Member Hockett being absent. 8. APPROVAL OF EXPENDITURES a. EXPENDITURE LIST DATED AUGUST 15. 2002 Member Boneysteele, chair of the Budget and Finance Committee, stated that he and Member Hockett reviewed the expenditures and found them to be satisfactory. Member Boneysteele stated that review of expenditures is taken quite seriously by every member of this Board. Every member of the Board has served on the Budget and Finance Committee. At the Budget and Finance Committee meetings, committee members exam expenditures carefully and ask questions. It is a serious part of the agenda. It was moved by Member Boneysteele and seconded by President Menesini, that the Expenditure List dated August 15, 2002, including Self Insurance Check Nos. 101916- 101922, Running Expense Check Nos. 139858-140163, Sewer Construction Check Nos. 24786-24820, Payroll Manual Check Nos. 48850-48857, void Check No. 54128, and Payroll Regular Check Nos. 54168-54213, be approved as recommended. There being no objection, the motion was approved with Member Hockett being absent. 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None 10. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS None 11. CLOSED SESSION a. SIGNIFICANT EXPOSURE TO LITIGATION Pursuant to Government Code Section 54956.9(b), a point has been reached where in the opinion of the Board of Directors of the Central Contra Costa Sanitary District, on the advice of its Counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the District. Three potential matters are to be discussed. b. INITIATION OF LITIGATION Pursuant to Government Code Section 54956.9(c), on the advice of Counsel based on existing facts and circumstances, the Board of Directors of the Central Contra Costa Sanitary District has decided or is deciding whether to initiate litigation. One potential matter is to be discussed. 08 15 02 240 At 4:25 p.m., President Menesini declared the closed session to discuss litigation pursuant to Government Code Sections 54956.9(a) and (b) as noted above. At 4:40 p.m., President Menesini concluded the closed session and reconvened the meeting into open session. 12. REPORT OF DISCUSSIONS IN CLOSED SESSION Mr. Kenton L. Aim, Counsel for the District, reported that with regard to Item 11.a., Significant Exposure to Litigation - Three Potential Matters, no decisions were made or votes taken in closed session which require reporting at this time. With regard to Item 11.b., Initiation of Litigation - One Potential Matter, Mr. Aim reported that on a 4/0 vote with Member Hockett being absent, the Board authorized and signed a settlement agreement with ABB, Inc. concerning the products defect and services dispute with the supplier for the District's ultraviolet disinfection equipment. 13. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at the hour of 4:42 p.m. ~ß1YÔ~' ~' President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Sec et ry of the Central ont Costa Sam District, County of ontra Costa, State of California 08 15 02