HomeMy WebLinkAboutBOARD MINUTES 10-04-01
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MINUTES OF THE REGULAR BOARD MEETING
OF THE DISTRICT BOARD OF THE
CENTRAL CONTRA COSTA SANITARY DISTRICT
HELD ON OCTOBER 4, 2001
At 12:00 noon, prior to the regular Board Meeting, a site visit to the Moraga and Orinda
Crossroads Pumping Stations Renovation Project, DP 5237, was held. Members
Boneysteele and Menesini traveled to the Moraga Pumping Station, where Mr. Andrew
Antkowiak, Associate Engineer and Project Engineer for both design and construction of
the project, provided an update on the project. Mr. Antkowiak stated that both the
Moraga and Orinda Crossroads Pumping Stations are located next to creeks that flow into
East Bay Municipal Utility District drinking water reservoirs so pumping station reliability
is extremely important. GSE Construction, Inc. is the contractor for the Moraga and
Orinda Crossroads Pumping Stations Renovation Project. The original contract amount
was $4,080,000. The Notice to Proceed was issued on April 24, 2000. The construction
period is 21 months, with a contract completion date of December 16, 2001. The project
is 90 percent complete. To date there have been five change orders with a total value of
$104,017, approximately 2.5 percent of the construction contract. This is the third
project is a series of projects to improve these pumping stations which were built in 1956.
Mr. Antkowiak stated that the scope of work for this project includes installation of dry
weather pumps, replacing old, inefficient, difficult to maintain electrical and mechanical
equipment; new electrical and instrumentation to increase the degree of automation to
reduce long-term operation and maintenance costs and improve reliability; new piping and
valves; surge protection; small scale Supervisory Control and Data Acquisition (SCADA),
a new extensive instrumentation system with Programmable Logic Controllers for
monitoring the pumping station operation from the main control room in the treatment
plant with possible upgrade to a full remote control in the future; and installation of an
emergency bypass pump system. Mr. Antkowiak showed photographs before, during, and
after construction and described some of the challenges of this project including expansion
of the Moraga Pumping Station, demolition and removal of pumps and piping, removal of
a concrete floor with an asbestos duct in the Moraga Pumping Station, ensuring continued
operation of the pumping stations during construction, excavation and support of force
mains at the Orinda Crossroads Pumping Station during construction; and installation of
surge protection and completion of construction at the Orinda Crossroads Pumping Station
in a very limited space. Mr. Steve Considine, Pumping Stations Superintendent, and Mr.
Dave Freitas, Pumping Stations Operator III, conducted a tour of the Moraga Pumping
Station and answered questions of the Board.
Board Members Menesini and Boneysteele commended staff on their outstanding efforts
to complete this project in a very tight space and under difficult circumstances, and on
keeping the pumping stations running smoothly during this construction period.
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 2:30 p.m. on October 4, 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.
INTRODUCTIONS
.
ERIK CONRADSON. NEWLY HIRED PLANT OPERATOR III
Mr. Erik Conradson, Plant Operator III, was introduced and welcomed to the District by
President Hockett and the Board of Directors.
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At this time, President Hockett departed from the order of the agenda to take Item 6.d.1)
Board Members Reports.
6. REPORTS
d.
BOARD MEMBERS
1 )
Member Boneysteele stated that at the last meeting he requested that
Member Lucey's request that flags be placed in the Board Room be placed
on the agenda for Board input. Member Boneysteele stated that at this
point he would like to recognize the necessity of solidarity in our country
during this time of crisis and depart from the long-standing practice of not
having flags in the Board Room.
It was moved by Member Boneysteele and seconded by Member Menesini,
that to demonstrate the District's solidarity with the rest of the country at
this difficult time, the United States flag and the State of California flag be
placed in the District Board Room.
Member Nejedly stated that it is unfortunate that the Board could not talk
about this at the last Board Meeting. This is a time for solidarity. The flag
is a symbol of our nation and our freedom. The District Board is a public
entity. The Board works for the constituents who vote for the Members of
the Board, but the Board also works for the whole country. Member Nejedly
stated that our freedoms are important to him and they are threatened.
Flags represent our freedoms, just as public entities as a whole represent
our freedoms.
Member Menesini stated that he supports having flags in the Board Room
and would have liked to have had them without this sense of emergency.
Member Lucey stated that he is ashamed and embarrassed that there was
not a flag in the Board Room on September 12. Member Lucey stated that
he will not get over the shame and embarrassment.
President Hockett called for a vote on the above motion to place the United
States flag and the State of California flag in the Board room. There being
no objection, the motion was unanimously approved.
United States and State of California flags were brought into the Board
Room.
At this time, President Hockett reverted to the order of the agenda.
2. PUBLIC COMMENTS
None
3. CONSENT CALENDAR
Following discussion of the Yodowitz family existing retaining wall and pool deck in the
District easement, it was moved by Member Menesini and seconded by Member Nejedly,
that the Consent Calendar, consisting of Items a. through f., be approved as
recommended, resolutions adopted as appropriate, and recordings duly authorized.
a.
Grants of Easements were accepted from Ashley Charles Daggs and Kelly
M. Daggs, Reigh R. Granlund and Anne N. Granlund, and J.W. Curtis-
Crockett and M.I. Curtis-Crockett, in connection with the Lafayette Sewer
Renovation Project, DP 5166; staff was authorized to record said Grants of
Easements with the Contra Costa County Recorder; and Resolution Nos.
2001-118.2001-119.2001-120. and 2001-122 were adopted to that
effect.
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Motion unanimously approved on the following vote:
AYES: Members:
NOES: Members:
ABSENT: Members:
b.
Menesini, Nejedly, Lucey, Boneysteele, Hockett
None
None
Grant of Easement was accepted from Shapell Industries, Inc. for two
parcels associated with the Dougherty Tunnel and Trunk Sewer Project, DP
5902; staff was authorized to record said Grant of Easement; and
Resolution No. 2001-122 was adopted to that effect.
Motion unanimously approved on the following vote:
AYES: Members:
NOES: Members:
ABSENT: Members:
Menesini, Nejedly, Lucey, Boneysteele, Hockett
None
None
The Real Property Agreement with Joel and Heidi Yodowitz, Job 1606,
Lafayette, was approved; the President of the Board of Directors and the
Secretary of the District were authorized to execute and record said
agreement with the Contra Costa County Recorder; and Resolution No.
2001-123 was adopted to that effect.
c.
Motion unanimously approved on the following vote:
AYES: Members:
NOES: Members:
ABSENT: Members:
d.
Menesini, Nejedly, Lucey, Boneysteele, Hockett
None
None
Grant of Easement was accepted from Lance A. and Carol A. Pierovich; the
President of the Board of Directors and the Secretary of the District were
authorized to execute a Quitclaim Deed to Lance A. and Carol A. Pierovich;
staff was authorized to record both documents with the Contra Costa
County Recorder; and Resolution Nos. 2001-124 and 2001-125 were
adopted to that effect.
Motion unanimously approved on the following vote:
AYES: Members:
NOES: Members:
ABSENT: Members:
e.
Menesini, Nejedly, Lucey, Boneysteele, Hockett
None
None
The contract work for the Treatment Plant Seismic Upgrade Project, DP
7144, by Kaweah Construction Company 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:
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Menesini, Nejedly, Lucey, Boneysteele, Hockett
None
None
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f.
The attendance of Mr. Tim Potter, Source Control Program Superintendent,
was authorized at the Water Environment Federation Annual Technical
Conference to be held in Atlanta, Georgia, October 14-17, 2001, at a cost
of $2,000.
Motion unanimously approved on the following vote:
AYES: Members:
NOES: Members:
ABSENT: Members:
Menesini, Nejedly, Lucey, Boneysteele, Hockett
None
None
4. HEARINGS
a.
CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING PROTESTS:
ADOPT A RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA
CONSTITUTION. ARTICLE XIIID. SECTION 4: ADOPT A RESOLUTION APPROVING
ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT: AND
AUTHORIZE EXECUTION OF AGREEMENT WITH ANGELO STREET/EL SOMBRO
PARCEL OWNERS IN CONJUNCTION WITH THE ANGELO STREET/EL SOMBRO
CONTRACTUAL ASSESSMENT DISTRICT NO. 2000-3
President Hockett stated that the purpose of this public hearing is to receive comments
on the Angelo Street/EI Sombro Contractual Assessment District (CAD) No. 2000-3.
Mr. Charles W. Batts, General Manager, introduced Mr. Curtis W. Swanson, Environmental
Services Division Manager, who stated that the Angelo Street/EI Sombro Contractual
Assessment District is at the second decision point. Mr. Swanson showed a map of the
area and indicated that the Angelo Street/EI Sombro CAD will benefit 16 properties; 1 5
have elected to participate in the CAD project. The Angelo Street/EI Sombro CAD meets
all the District CAD formation criteria. The estimated cost is $230,604. The estimated
cost per participant is $15,904 or $2,103 annually for ten years. Mr. Swanson reviewed
the 2001-2002 CAD Budget status. This is the third CAD considered by the Board for
approval this fiscal year. If the Angelo Street/EI Sombro CAD is approved, $600,359 will
have been authorized this fiscal year, leaving $399,641 for the remainder of the fiscal
year.
At 2:48 p.m., President Hockett opened the public hearing to announce the tabulation of
ballots submitted by owners of each affected parcel and to receive comments on the
Angelo Street/EI Sombro CAD No. 2000-3.
Mr. Swanson announced the results of the ballots submitted by owners of each affected
parcel in the Angelo Street/EI Sombro CAD No. 2000-3. Fifteen ballots were in favor of
and none opposed to the proposed assessment. One property did not participate.
Mr. Swanson introduced Mr. Roger Samuelsen, the lead property owner on this CAD, who
was present in the audience. Mr. Samuelsen stated that he is delighted to be present to
support this effort and express his appreciation for the assistance given by District staff.
There being no further comments, President Hockett closed the public hearing at the hour
of 2:49 p.m.
Following discussion, it was moved by Member Menesini and seconded by Member
Nejedly, that Resolution No. 2001-126 overruling protests be adopted; that Resolution No.
2001-127 be adopted, confirming compliance with California Constitution Article XIIID,
Section 4; that Resolution No. 2001-128 be adopted, approving Engineer's Report,
assessments, and ordering improvement; and that the General Manager be authorized to
execute an agreement with the Angelo Street/EI Sombro parcel owners in conjunction with
the Angelo Street/EI Sombro CAD Nos. 2000-3. Motion unanimously approved on the
following vote:
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AYES: Members:
NOES: Members:
ABSENT: Members:
Menesini, Nejedly, Lucey, Boneysteele, Hockett
None
None
5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER
Item 6.d.1) Board Members Reports, was taken out of order earlier in the agenda.
a.
2)
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6. REPORTS
GENERAL MANAGER
1 )
Mr. Batts, General Manager, introduced Mr. William E. Brennan, Capital
Projects Division Manager, who distributed a status report and provided an
update on the Dougherty Tunnel and Trunk Sewer Project, DP 5902. Mr.
Brennan reported that the tunneling from manhole number 3 outside the
pumping station site to manhole number 4 on Mangos Drive was completed
yesterday and the machine was removed today. As reported at the last
Board Meeting, there had been a total of 26 public contacts, 19 of those
were complaints, 5 requested information, and 2 were compliments. Since
that time, one more public contact has been received. It was a complaint.
About $250 has been paid to families for reimbursement for meals during
the PG&E outage caused by the contractor. At the San Ramon City Council
meeting on September 25, 2001, the project status report was distributed.
There was very little comment. Mr. Brennan stated that he was asked if
there had been damage to homes and he responded that there were some
issues with some of the homes that had not yet been resolved. He
explained the claims process to the City Council and those present at the
City Council meeting. Mr. Brennan reported that design for the San Ramon
Pumping Station is proceeding rapidly and is on schedule. On October 5,
2001, it will be submitted to City of San Ramon staff and it will be heard by
the San Ramon Architectural Review Board on October 18, 2001. Mr.
Brennan reported that the force main project is still in the early stages.
Discussion followed with regard to the amount of water in the bore, the
status of work on the east portal, general housekeeping, and the
architectural review. Ms. Ann Farrell, Director of Engineering, stated that
the architectural renderings of the pumping station will be brought to an
upcoming Board Meeting. Following discussion, the Board thanked Mr.
Brennan for his report.
Mr. Batts, General Manager, stated that as the Board is aware, for
sometime the District has used strategic planning to identify and focus on
District goals. Last November, the Management Team reviewed the existing
strategic planning documents that were developed jointly with the Board.
After revising and updating, Mr. Batts presented an overview of that
Strategic Plan to the Board in December 2000. Since that time, the District
has been working very hard to push the strategic planning process into the
basic operation of the organization. Mr. Batts introduced Ms. Harriette
Heibel, Community Affairs Manager, who reported on the progress of that
effort. Ms. Heibel stated that staff is working towards alignment of the
strategy with the people, the customers and the processes, making it all one
and having each reinforce the other. The mission of the District is guiding
staff and helping keep the effort focused. The four strategic planning goals
of exceptional customer service, responsible rates, full regulatory
compliance, and high performance organization were developed with the
Board and those are also keeping staff on target. Strategic planning,
Continuous Improvement (formerly Work Redesign), and District-wide
training all support these efforts in achieving the District's goals. Ms. Heibel
reviewed the strategic planning process as previously discussed with the
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Board. Goals, strategies, and metrics are developed in support of the
District mission. The Distri£tßøpartments, divisions, and sections develop
tactics and metrics in support of District-wide goals and strategies.
Supervisors incorporate their work group activities and metrics into the
employees' performance appraisals, and feedback is received from
employees. Ms. Heibel stated that three years ago, although the entire
organization was involved, we did not get input from the entire organization.
That is what has changed in the process. We are relying on feedback from
employees and supervisors for how the process is working. In his talks with
employees, the General Manager has used the crawl, walk, run analogy.
This first year we are crawling as we get feedback on the process. During
the second year we will be walking as that feedback is used to refine the
process. By the third year we should be running with the strategic plan,
focusing on the District goals and adjusting those goals as appropriate to
address future needs and challenges.
Ms. Heibel stated that initially, a gap analysis was conducted and the
strategic plan was developed at the District level. The General Manager
introduced strategic planning during his annual employee talks and there was
a roll out to supervisors in February. Since that time, breakfast meetings
have been held with supervisors and managers every four months to keep
the process on track. In addition, there are ongoing work group meetings
to discuss appropriate activities and metrics, and progress. The annual
strategic plan is now being prepared and next year towards the end of June
we will be measuring how we did on that plan. Currently we are at the
point where activities are being tied into the performance appraisals. That
is one of the keys to the whole process. The results of these efforts include
development of 114 work group activities in support of the District goals.
Ms. Heibel listed examples of activities, and discussion followed with regard
to development of a general filing system. Member Boneysteele asked to
be kept apprised of work in that area.
Ms. Heibel stated that in five years, the District wants to still be an
independent district, financially solvent, meeting and exceeding permit
regulations, and enjoying a continuation of our good reputation. To that
end, next steps include continuing work with supervisors on progress,
reviewing performance appraisals for incorporation of activities and metrics,
providing training in support of the process, encouraging and recognizing
continuous improvement efforts, and continuing the strategic planning
process.
Member Menesini expressed interest in the program and indicated that he
would like to see the material being developed at the work group level. Mr.
Batts indicated that this is a work in progress, but those materials can be
provided to the Board. In the past the strategic planning effort has been a
top down process and now input from supervisors and work groups is being
incorporated. By the same token those people are also accountable for
reaching the goals.
In response to questions from Member Lucey, Ms. Heibel described the
District-wide training program that has been in place for the past two years.
A District-wide committee guides this effort. Member Lucey stated further
that when looking at where the District wants to be in five years, thought
should be given to how the District would best serve its ratepayers. Rather
than remaining an independent district, the District may be best served by
consolidation with some other special districts. Mr. Batts agreed that may
be appropriate, stating that currently there are several areas where the
District is cooperating with other agencies in specific areas.
President Hockett thanked Ms. Heibel for the update on the strategic
planning efforts.
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10
8)
9)
3)
Mr. Batts, General Manager, announced that the District is advertising for
bids for the Aeration Air Piping Leaks Investigation Project, DP 6157. Four
areas will be excavated, which have been identified as probable locations of
leaks in the area adjacent to the A&N tanks. This is the first phase of this
project which may lead to a larger construction repair project. The
engineer's estimate for this investigation project is $100,000.
4)
Mr. Batts, General Manager, announced that the District will be readvertising
for bids for the Waste Activated Sludge (WAS) Pump Replacement Project,
DP 6149B. This project was first announced for bidding at the August 6,
2001 Board Meeting. The engineer's estimate for construction was
$30,000. Subsequent to the announcement, while repairing some adjacent
equipment, Plant Maintenance identified several areas where additional
improvements should be made. In addition to replacing the WAS pumps, an
additional flow meter will be added with improved discharge piping
configuration and the failed valves in the return lines will be replaced. The
revised engineer's estimate for this project including the added work is
$105,000.
5)
Mr. Batts, General Manager, announced that on Saturday, October 13,
2001, the District will conduct a household hazardous waste mobile
collection event at the Lafayette BART parking lot. Philip Services
Corporation will provide temporary staff to collect and dispose of the
household hazardous waste. Signage at the event site and advertisements
indicate that the event is sponsored by the District. A District
representative will be present to oversee the setup and operation of the
event. To date, 515 customers have made appointments. In conjunction
with the District's collection event, the Central Contra Costa Solid Waste
Authority (CCCSWA) will be conducting an electronic waste (w-waste)
collection event. CCCSWA is funding the costs of e-waste collection and
disposal.
6)
Mr. Batts, General Manager, thanked the Board, District staff, and the
outside speakers for the remarkable job they did in dedicating the District's
new Environmental Laboratory. Mr. Batts stated that approximately 120
people attended the open house and he received many positive comments
about the event.
7)
Mr. Batts, General Manager, announced that the District has been selected
to receive an Outstanding Comprehensive Conservation and Management
Plan (CCMP) Implementation Award from the Friends of the Estuary. The
award is for the District's Zone One Recycled Water Project. It will be
presented at the Annual State of the Estuary Conference on October 10,
2001. The CCMP is the Friends of the Estuary's blueprint for maintaining
the physical and biological integrity of the San Francisco Bay and Delta.
Mr. Batts, General Manager, announced that the District is in the process of
soliciting proposals for security services for its Martinez facility. A position
paper will be brought to the Board for consideration at a future Board
Meeting, outlining security measures and recommending a service provider.
Mr. Batts, General Manager, stated that next week he and several District
staff members will be attending the Water Environment Federation (WEF)
Annual Conference in Atlanta, Georgia. Mr. Jim Kelly, Director of Plant
Operations, will be presenting a paper on the District's strategic planning
process and performance measures co-authored by Ms. Harriette Heibel,
Community Affairs Manager. The District's educational partnership
program, Sewer Science: Wastewater Treatment Lab for High School
Students, is being featured by WEF as part of their national public education
exposition. The District is creating the booth and many of the materials that
will be on display. The other two program partners, Palo Alto and South
Bayside System Authority will also be staffing the booth and providing
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materials. Ms. Heibel's registration is being covered by WEF. Mr. Batts
stated that at the WEF"Çpoference he, Ms. Heibel, and Mr. Tim Potter,
'.'." "." '. "
Source Control ProgramSÛpedntendent, will be accepting the 2001 US
Environmental Protection Agency National Pretreatment Program Excellence
Award.
COUNSEL FOR THE DISTRICT
1 )
2)
c.
Mr. Kenton L Aim, Counsel for the District, announced that as previously
authorized by the Board in closed session, the Agreement Tolling the Statute
of Limitations has been executed with the ultraviolet (UV) equipment
supplier ABB. The agreement extends the statute of limitations one year.
Mr. Aim, Counsel for the District, distributed a handout and provided an
update on changes to Fair Political Practices Commission regulations
(Conflict of Interest regulations). Mr. Aim stated that the 2001 changes
apply to public officials and are an attempt to be more "user friendly." The
general test to determine whether a public official mayor may not
participate in a governmental decision, is to evaluate the following criteria:
Whether it is reasonably foreseeable that the decision will have a material
financial effect on the official or other member of his or her immediate
family and/or on an economic interest of the official, and the effect is
distinguishable from the effect on the public generally. Mr. Aim reviewed
the process for determining whether a disqualifying conflict of interest
exists. There are five types of possible economic interests outlined in the
regulations:
.
A source of income of $500 or more in the twelve months prior to
the decision;
.
A source of gifts with more than $320 in the prior twelve months;
.
A business entity in which the individual has an investment worth
$2,000 or more;
.
A business entity in which the official is an officer, director,
employee, trustee or manager, and an interest in which the official's
interest is worth more th~n $2,000; and
.
An interest in real property of $2,000 or more.
In closing, Mr. Aim described the definitions, general rules, and exceptions
for determining whether there is a material financial effect on the official or
his/her family, whether there is a material financial effect on real property,
and whether the official's interest is the same as the public generally.
SECRETARY OF THE DISTRICT
1 )
Ms. Joyce E. Murphy, Secretary of the District, announced that Delta Diablo
Sanitation District will assume responsibility for the Sanitation and Water
Agencies of Contra Costa County beginning with the January 2002 meeting.
The Sanitation and Water Agencies of Contra Costa County was conceived
by a former CCCSD Board Member in 1989 and has been supported by
District staff since that time.
2)
Member Lucey thanked Ms. Murphy and Administrative Assistant Julie
Lopez for their years of work in supporting that program. Ms. Murphy,
Secretary of the District, announced that there will be a Board Personnel
Committee meeting on October 30, 2001. Items from that meeting will be
presented to the full Board for consideration at a future Board Meeting.
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d.
BOARD MEMBERS
1 )
Consideration of placement of flags was taken out of order earlier in the
agenda.
2)
Member Menesini announced that the October 22, 2001 Environmental
Alliance Discussion Series will feature Dr. Ron Block, of Block Environmental
Laboratory, discussing molds and their impacts on human health.
7. ADMINISTRATIVE
a.
AUTHORIZE THE GENERAL MANAGER TO SIGN AN AGREEMENT WIT~ THE CITY
OF CONCORD FOR INSTALLMENT PAYMENTS FOR BUFFER PROPER Y
Mr. Batts, General Manager, stated that at the Board's direction, Director of Engineering
Ann Farrell and Controller Debbie Ratcliff have been meeting with staff of the City of
Concord for the last four months working on issues that were raised by the City based on
a study done by Brown and Caldwell in 1998. Mr. Batts introduced Ms. Ratcliff who
reviewed the status of the meetings with the City staff on some of the outstanding
issues. Ms. Ratcliff stated that in November 1999, the District had an opportunity to
purchase the Animal Control Facility adjacent to the Headquarters Office Building and
Treatment Plant to be used as a buffer zone. Buffer property is purchased by the District
to ensure compatible land use surrounding the District treatment facility. This purchase
was unbudgeted and therefore unexpected by the City of Concord in the year in which it
was purchased. Concord's share of the purchase cost is $905,255. Ms. Ratcliff stated
that a proposal is on the table to allow the City to make annual installment payments,
with a four-year payback beginning July 2004. Interest based on the one-year Treasury
bill rate would accrue from the date the agreement is signed. Ms. Ratcliff presented the
staff recommendation that the Board approve this proposed resolution of the matter.
Discussion followed with regard to fluctuations in interest rates.
Mr. Mike Vogan, Director of Public Works for the City of Concord, addressed the Board,
requesting that the Board approve the installment payment agreement for the Animal
Control Facility. Mr. Vogan stated that this was a large and unexpected cost to the City.
The City was already in the budget process and had mailed notices concerning a proposed
rate increase that did not take into consideration this cost. Multiple year rate increases
of $24 per year for three years will be needed until the City is at the point where there
is sufficient fund balance to add in the payment for the Animal Control Facility.
Ms. Ratcliff reviewed other small issues which have been resolved at the staff level as
follows:
.
Eliminate newsletter charge
.
Change O&M invoice from a semiannual to an annual invoice
.
Review Xerox reproduction charges
.
Eliminate tax collection charge
Larger issues yet to be resolved include:
.
Concord infiltration/inflow
.
Concord decreasing flow percentage
With regard to infiltration/inflow (III), Ms. Ratcliff stated that District records have shown
Concord 1/1 is less than District 1/1 as a whole. Any cost adjustment effects only the
headworks and facilities upstream. Staff can work with Concord to develop an approach
for addressing the 1/1 issues and bring that back to the Board in the future. With regard
to the Concord decreasing flow percentage issue, Ms. Ratcliff stated that historically
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Concord has been 29.7 percent of the total treatment plant flow. At build out in 2035,
Concord flow is projected to be approximately 26.5 percent of the total flow. Concord
has questioned whether buying into ìong-term facilities at its present 29.7 percent share
is equitable, and has questioned whether the City should receive credit for a percentage
of the facilities it has paid for but will not use in the future. Ms. Ratcliff stated that
Concord has been asked to come back to the District with a proposal and methodology
to address the decreasing flow percentage issue. The City has hired Brown and Caldwell
to assist them in this effort.
Member Boneysteele stated that Brown and Caldwell originally came up with the process
being used for the District.
Member Lucey questioned why the parties should rely on consultants' estimates instead
of real time. Member Lucey stated that it would seem more appropriate to rely on real
time rather than consultant's trying to predict the future. Mr. Batts agreed, stating that
this could change based on what development is approved by the City of Concord in the
future or what development occurs in the District's service area.
Ms. Ratcliff stated that currently the contract is based on flow. The City of Concord is
asking its consultant to come up with a methodology that is flexible and can
accommodate for these variations in the future.
Member Nejedly questioned the timing of the proposed contract and the interest that
would be lost. Member Nejedly stated that he can appreciate Concord wanting to hire a
consultant; but if they are trying to save money, they will be splitting hairs and that might
end up costing everyone more in the end. Member Nejedly cautioned against repeated
attempts to try to come up with a flexible percentage, and stated that he hopes we are
able to reach agreement with that in mind.
It was moved by Member Menesini and seconded by Member Nejedly, that the General
Manager be authorized to sign the proposed agreement with the City of Concord for
installment payments for the Animal Control Facility buffer zone property. There being no
objection, the motion was unanimously approved.
BREAK
At 4:20 p.m., President Hockett declared a recess, reconvening at the hour of 4:33 p.m.
with all parties present as previously designated.
8. ENGINEERING
a.
AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT WITH THE
FIRM OF CALIFORNIA CAD SOLUTIONS (CALCAD) FOR COMPLETION OF THE
GEOGRAPHIC DATA INTEGRATION (GDI) IMPLEMENTATION
Mr. Batts, General Manager, stated that Mr. Bill Clement, Engineering Support Supervisor,
has been working in the area geographic information systems for 20 years and has taught
at California State University Sacramento and Diablo Valley College. Completion of the
Geographic Data Integration implementation will allow District employees to more
efficiently access District data. Mr. Batts introduced Mr. Bill Clement, Engineering Support
Supervisor, who stated that Geographic Data Integration (GDI) is a District-wide data
access interface, which accesses data through a map and integrates data from different
systems. GDI is appropriate for use at the District because 90 percent of District data is
mappable. GDI will make data access easier and will allow concurrent use of the data.
GDI will serve as a tool for asset management which is required in connection with CMOM
(Capacity Management Operations and Maintenance) and GASB-34. GDI will eliminate
duplicate data, enhance data quality, standardized software interface will save training and
operations costs, and customer service will be improved. Mr. Clement stated that in
February 1997, the need for GO! was recognized and the need was identified in the
Capital Improvement Plan. A capital project was created in February 1999 and a District-
wide task force was formed, vendor submittals were received and evaluated, and vendor
presentations were made and evaluated. The GDI Final Report and recommendations
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were completed in June 2000. In November 2000, a GDI pilot project was done and
phase one data development and programming began. In September 2001, the phase one
full scale prototype was completed. Mr. Clement showed examples of the data that can
be accessed and indicated that the Board can view a live demonstration at the Permit
Counter following the Board Meeting. To date, the full scale prototype has been
completed by CalCAD, and has demonstrated that the District's data can be combined and
displayed on one mapping system that is available to all District employees. District maps,
sewer maintenance data, parcel, permit, and collection system planning capacity data
were brought into the system. This full scale prototype was designed to prove that the
system can function in conjunction with the District's major computer systems. Mr.
Clement stated that next steps include incorporation of orthophotos, additional permit
reports, and easement documents. When that has been completed, as-builts, recycled
water maps and data, and other utility agency maps and data will be incorporated.
Discussion followed with regard to access of this data by field employees, capabilities of
the GDI system, and potential for use as a filing system. Mr. Batts stated that Mr.
Clement has been the leader of the GDI effort with the District-wide task force with very
little outside help, using a standardized proposal and the District's data to make this
project happen. The $100,000 requested in this position paper will allow staff to
integrate the next series of items. Eventually, other data sets may be identified that
would be valuable and it may be necessary to come back to the Board. Mr. Batts
commended Mr. Clement and the task force for their efforts in moving this project along.
It was moved by Member Boneysteele and seconded by President Hockett, that the
General Manager be authorized to execute an amendment of $100,000 to increase the
cost ceiling to $150,000 for the contract with California CAD Solutions for the GDI project
implementation. There being no objection, the motion was unanimously approved.
9. APPROVAL OF MINUTES
a.
MINUTES OF SEPTEMBER 20. 2001
It was moved by Member Boneysteele and seconded by Member Menesini, that the
minutes of September 20, 2001 be approved as presented. There being no objection, the
motion was unanimously approved.
10. APPROVAL OF EXPENDITURES
a.
EXPENDITURE LIST DATED OCTOBER 4. 2001
Member Nejedly, member of the Budget and Finance Committee, stated that he reviewed
the expenditures with Controller Debbie Ratcliff.
It was moved by Member Nejedly and seconded by Member Boneysteele, that the
Expenditure List dated October 4, 2001, including Self Insurance Check Nos. 101782-
101788, Running Expense Check Nos. 134311-134523, and Sewer Construction Check
Nos. 23740-23825, be approved as recommended. There being no objection, the motion
was unanimously approved.
11. BUDGET AND FINANCE
a.
RECEIVE AUGUST 2001 FINANCIAL STATEMENTS
Ms. Deborah Ratcliff, Controller, reviewed the results of operations and maintenance for
the month of August 2001, noting that expenditures were $419,000 less than budget,
representing a 13 percent favorable variance. Year-to-date expenditures were $604,000
less than budget, representing a 9.6 percent favorable variance. Year-to-date revenues
of $2,034,000 were virtually on target.
Ms. Ratcliff reported that the District's temporary investments were held in Treasury bills
and Treasury notes and the District's Local Agency Investment Fund (LAIF) account with
interest rates ranging from 3.98 percent to 6.78 percent. The latest interest rate as of
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April 2001 was 3.98 percent. The average yield of the District's LAIF account through
August 2001 was 4.5 percent.
President Hockett declared that the August 2001 Financial Statements were duly
received.
12. EMERGENCY SITUATIONS REQUIRING BOARD ACTION
None
13. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS
Member Nejedly requested an update on the process and progress on filling the Director
of Administration position. Mr. Batts, General Manager, stated that interviews for the
position were originally scheduled for last month; but due to the September 11 national
crisis and problems with air travel, the interviews were rescheduled for October 10, 2001.
Member Menesini stated that before the meeting today, he and Member Boneysteele
accompanied District staff on a site visit to view the Moraga and Orinda Crossroads
Pumping Stations Renovation Project. Member Menesini stated that this project is an
amazing bit of technology at the District that is happening without much fanfare. Member
Menesini congratulated all those involved on this excellent piece of work that will improve
the overall efficiency and reliability of these two pumping stations. Member Boneysteele
agreed and offered his compliments to Capital Projects Division Manager Bill Brennan,
Associate Engineer Andrew Antkowiak, and all those involved for a very well done and
well handled project.
14. ADJOURNMENT
There being no further business to come before the Board, President Hockett adjourned
the meeting at the hour of 5:07 p.m.
#1ø- ilhJ1
President of ~d of Directors.
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Sec et r of the Central ontli Costa
San y District, County of Contra
Costa, State of California
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