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HomeMy WebLinkAbout04-06-00 AGENDA BACKUPCentral Contra Costa Sanitary District -lit ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 6, 2000 No.: 4.a. CONSENT CALENDAR Type of Action: APPROVE GRANT DEEDS Subiect: APPROVE GRANT DEEDS FOR EXCHANGE OF REAL PROPERTY BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT AND GONSALVES & SANTUCCI, INC. DBA CONCO CEMENT COMPANY Submitted By: Initiating Dept ✓Diu : Cheri Arstani, Provisional Purchasing Administrative /Purchasing and Materials Manager REVIEWED AND RECOMME ED FOR BOARD ACTION: C. Arstani P. Prorsen K. Alm . Batts, General Manager ISSUE: Board authorization is required to exchange real property and to sign and accept Grant Deeds. RECOMMENDATION: Approve the exchange of equal parcels of land between the District and Gonsalves and Santucci, Inc. dba Conco Cement Company; authorize the President of the District Board of Directors and the Secretary of the District to execute the Grant Deeds; and authorize the Grant Deeds to be recorded. FINANCIAL IMPACTS: No financial impacts will result from this exchange of real property. There are minor engineering and documentation costs for escrow and recording purposes. ALTERNATIVES /CONSIDERATIONS: Do not exchange the properties. BACKGROUND: In August of 1999, Gonsalves & Santucci, Inc. dba Conco Cement Company (Conco) sent the District a proposal to adjust the lot lines between the District's Concord Industrial Pumping Station property and Conco's property on Commercial Circle in the North Concord Industrial Park. Conco informed the District that Conco was planning to build a two -story 36,000 square foot office building on the site and needed the adjustment to enhance their parking area. The exchange of the properties would leave the District with the same amount of excess property for pumping station expansion as we currently have, and would be mutually beneficial to both the District and Conco. The exchange would provide the District with significantly better access to the pumping station land from Commercial Circle, and would provide Conco with increased parking. 3/29/00 G: \Purchasing \concopospaper.wpd Page 1 of 3 POSITION PAPER Board Meeting Date: March 16, 2000 Subject: APPROVE GRANT DEEDS FOR EXCHANGE OF REAL PROPERTY BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT AND GONSALVES & SANTUCCI, INC. DBA CONCO CEMENT COMPANY The land to be conveyed by the District is a portion, approximately 1, 157.6 square feet of APN 159- 471 -005. The land to be conveyed by Conco is a portion, approximately 1,157.6 square feet, of APN 159- 471 -004. See Lot Line Adjustment map, Attachment I, which shows the properties to be exchanged. RECOMMENDED BOARD ACTION: Approve the Grant Deeds between the District and Gonsalves and Santucci, Inc., dba Conco Cement Company for a portion of APN's 159- 471 -004 and 159 - 471 -005; authorize staff to execute all documents required for escrow; authorize the President of the Board and the Secretary of the District to execute said Grant Deeds; and authorize the Grant Deeds to be recorded. 3/29/00 G: \Purchasing \concopospaper.wpd Page 2 of 3 Central Contra Costa Sanitary District IV-, BOARD OF DIRECTORS Board Meeting Date: April 6, 2000 POSITION PAPER No.: 5.a. HEARINGS Type of Action: CONDUCT PUBLIC HEARING; ADOPT RESOLUTIONS; AUTHORIZE AGREEMENT Subject: 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 MUIR LANE PARCEL OWNERS IN CONJUNCTION WITH THE MUIR LANE CONTRACTUAL ASSESSMENT DISTRICT NO. 99 -2, DISTRICT PROJECT NO. 5442 Submitted By: Initiating Dept. /Div.: Curtis Swanson, Division Manager Engineering /Environmental Services REVIEW AND RECOMMENDED FOR BOARD ACTION: Swanson rell i CC-har es tts, General Manager ISSUE: A public hearing must be conducted to consider objections and inquiries regarding the proposed assessment, the Resolution of Intention, the Engineer's Report, and any other comments from the public, including the affected parcel owners, relating to the proposed Muir Lane Contractual Assessment District No. 99 -2 (CAD No. 99 -2). RECOMMENDATION: Conduct a public hearing. Adopt resolutions and authorize an agreement to implement Muir Lane CAD No. 99 -2. FINANCIAL IMPACTS: The estimated total project cost is $144,980. Funding for this CAD is included in the 1999 -00 Capital Improvement Budget (CIB) on page CS -62. The District will be reimbursed for this project cost over a 10 year assessment period. ALTERNATIVES /CONSIDERATIONS: 1. Continue this item to receive additional public comment or allow additional deliberation. 2. Withhold or delay approval of the project. BACKGROUND: A group of ten parcel owners on Muir Lane in Alamo have requested that the District form a contractual assessment district for the purpose of financing and constructing a public sewer system that will benefit their properties. The proposed sewer 3/30/00 U: \CAD \Muir \PubHear.PP.wpd Page 1 of 11 POSITION PAPER Board Meeting Date: April 6, 2000 Subject: 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 MUIR LANE PARCEL OWNERS IN CONJUNCTION WITH THE MUIR LANE CONTRACTUAL ASSESSMENT DISTRICT NO. 99 -2, DISTRICT PROJECT NO. 5442 includes approximately 1,260 linear feet of 8 -inch sewer main and six manholes that will serve the proponents' five existing properties, all of which have existing homes presently relying on septic tanks. A map showing the proposed boundary and the proposed sewer location is attached as Attachment A. On November 4, 1999, the Board of Directors adopted a resolution directing the preparation of a report for a Contractual Assessment District known as Muir Lane CAD No. 99 -2. A report has been prepared, and assessments have been estimated. (The Engineer's Report is being provided to the Board under separate cover.) On March 2, 2000, the Board of Directors set a public hearing for April 6, 2000. Since assessments are proposed to be levied on properties, the procedural requirements of Proposition 218 do apply. Compliance with these requirements has been included in the documents and actions proposed for Board consideration. In order to continue the process for Muir Lane CAD No. 99 -2 the following actions are necessary: 1. Conduct a public hearing to: a. announce the tabulation of ballots submitted by owners of each affected parcel indicating approval or opposition to the proposed assessment. b. consider public testimony on the Resolution of Intention and the Engineer's Report. 2. If, at the close of the hearing, the Board finds that protests and ballot opposition are insufficient, the following resolutions may be considered and adopted: a. Resolution overruling protests of improvement (Exhibit B) b. Resolution confirming compliance with California Constitution, Article XIIID, Section 4 (Exhibit C). 3/30/00 WCAMMuirTubHear. PP. wpd Page 2 of 11 POSITION PAPER Board Meeting Date: April 6, 2000 subject: 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 MUIR LANE PARCEL OWNERS IN CONJUNCTION WITH THE MUIR LANE CONTRACTUAL ASSESSMENT DISTRICT NO. 99 -2, DISTRICT PROJECT NO. 5442 C. Resolution approving the Engineer's Report, assessments, and ordering improvement (Exhibit D). An agreement between the owners and the District is needed to establish the rights and obligations of both parties. District Counsel has prepared such an agreement in which the owners agree to: • assessments being placed on their property tax bills; • pay the assessments; • accept total responsibility for the design and construction of the sanitary sewer extension; • require the contractor who is selected by the owners to maintain certain insurance coverage; • accept total responsibility for the costs associated with the sanitary sewer extension, including interest for District financing; and • have the sanitary sewer extension constructed in accordance with District standards. The District will: • finance the costs of the sanitary sewer extension; • accept the work of the contractor, provided the work is done in accordance with District standards; • place assessments on owners' tax bills; • record as liens on the participants' properties the obligation of each participant to pay assessments; and • be reimbursed in full by receiving payments, including interest, for the total amount financed from owners over a ten -year period. The agreement has been executed by all ten affected parcel owners. It is appropriate, therefore, to authorize the General Manager to execute the agreement on behalf of the District. 3/30/00 U: \CAD \Muir \PubHear.PP.wpd Page 3 of 11 POSITION PAPER Board Meeting Date: April 6, 2000 Subject: 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 MUIR LANE PARCEL OWNERS IN CONJUNCTION WITH THE MUIR LANE CONTRACTUAL ASSESSMENT DISTRICT NO. 99 -2, DISTRICT PROJECT NO. 5442 A summary of project costs is shown in Exhibit E. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines, Section 5.2(b)(3), since it can be seen with certainty that there is no possibility that the activity in question may have a significant adverse effect on the environment. This certainty is based on the District's past experience with numerous similar sewer construction projects, the developed nature of the project environment, and the limited service area of the project (no potential for growth inducement). Approval of the Engineer's Report will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: If a majority protest is not filed and if less than a majority of returned ballots from affected parcel owners oppose the assessment, staff recommends that the Board of Directors take the following actions: • Conduct public hearing. • Adopt a resolution overruling protests. • Adopt a resolution confirming compliance with California Constitution, Article XIIID, Section 4. • Adopt a resolution approving the Engineer's Report, assessments, and ordering improvement. • Authorize the General Manager to execute an agreement with the Muir Lane parcel owners. 3/30/00 U: \CAD \Muir \PubHear.PP.wpd Page 4 of 11 P o IRONWOOD a E n 0 E 0 0 o eo iso a l� E FEET u n Y Central Contra Costa Sanitary District o '0 n N 9 Z �\ \ \o . .2 0 s9oy Cy SIT � 4 c F� 'S% 9�iPl, y�rc .t1P O f KIRK LL N CT / LOCATION MAP y� G C> l� PROPOSED 0 CAD AREA EXISTING SEWER ......•... PLANNED CAD SEWER 9E PARTICIPANT 0 NON- PARTICIPANT PROPOSED BOUNDARY OF MUIR LANE CAD NO. 99-2 Page 5 of 11 Attachment A RESOLUTION NO. EXHIBIT B RESOLUTION OVERRULING PROTESTS MUIR LANE CONTRACTUAL ASSESSMENT DISTRICT NO. 99 -2 The Board of Directors of the Central Contra Costa Sanitary District resolves: On April 6, 2000, the Board of Directors held a public hearing on the Resolution of Intention and the Engineer's Report on the proposed improvement in Muir Lane Contractual Assessment District No. 99 -2. At or before the time set for hearing, certain interested persons made or may have made protests or objections to the proposed improvement, the extent of the Contractual Assessment District, or the proposed assessment. The Board hereby overrules each of these protests, written or oral. The Board finds that the protest against the proposed improvement (including all written protests not withdrawn in writing before the conclusion of the protest hearing) is made by the owners of less than one half of the area of the land to be assessed for the improvement. PASSED AND ADOPTED this 6th day of April, 2000, by the Board of Directors of the Central Contra Costa Sanitary District by the following votes: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secretary, Central Contra Costa Sanitary District, County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm, District Counsel 3/30/00 U: \CAD \Muir \PubHear.PP.w pd Page 6 of 11 EXHIBIT C RESOLUTION NO. RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA CONSTITUTION, ARTICLE XIIID, SECTION 4 MUIR LANE CONTRACTUAL ASSESSMENT DISTRICT NO. 99 -2 The Board of Directors of the Central Contra Costa Sanitary District resolves: 1. The Board set 2 p.m. on April 6, 2000, at the Meeting Room of the Board of Directors, 5019 Imhoff Place, Martinez, California, as the time and place for a public hearing pursuant to California Constitution, Article XIIID, Section 4. 2. Pursuant to Article XIIID of the California Constitution, as amended by Proposition 218, commonly known as the "Right to Vote on Taxes Act," notice of the proposed assessment was provided to all owners of affected parcels within the District, which notice contained a ballot whereby each owner could indicate support or opposition to the proposed assessment. 3. At the time and place for which notice was given, the Board of Directors conducted a public hearing, pursuant to California Constitution, Article XIIID, Section 4, and gave every person present an opportunity to comment on and object to the amount of the proposed assessment. 4. The Board finds that less than a majority of parcel owners who returned ballots, weighted by financial obligation, opposed the proposed assessment. PASSED AND ADOPTED this 6th day of April, 2000, by the Board of Directors of the Central Contra Costa Sanitary District by the following votes: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secretary, Central Contra Costa Sanitary District, County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm, District Counsel 3/30/00 UACAD \Muir \PubHear.PP.wpd Page 7 of 11 EXHIBIT D RESOLUTION NO. RESOLUTION APPROVING ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT MUIR LANE CONTRACTUAL ASSESSMENT DISTRICT NO. 99 -2 The Board of Directors of the Central Contra Costa Sanitary District resolves: This Board has taken a series of actions preliminary to ordering the improvement in the Muir Lane Contractual Assessment District No. 99 -2, Central Contra Costa Sanitary District, Contra Costa County, California, and now makes the following findings and orders: 1. The Board adopted a map showing the boundaries of the land benefitted by the proposed improvement. A copy of the boundary map was filed in the office of the County Recorder of the County of Contra Costa in the Book of Maps of Assessment and Community Facilities Districts. 2. The Board adopted its Resolution of Intention to order the improvement described therein under the Municipal Improvement Act of 1911, and directed Curtis W. Swanson, Environmental Services Division Manager, as the Engineer of Work for the Assessment District, to prepare the report required by Section 5989.22 of the Streets and Highways Code. The improvement is generally described as follows: Construction and installation of approximately 1,260 linear feet of sanitary sewer line, together with appurtenant work and facilities located at Muir Lane in Alamo, California. 3. The Board called a hearing of protests on the Muir Lane Contractual Assessment District No. 99 -2. Notice of the hearing was given by publication, by street posting, and by mailing to affected parcel owners, all according to the Municipal Improvement Act of 1911. Affidavits of publication, posting, and mailing were filed with the Secretary of the District. 4. At the time and place for which notice was given, the Board of Directors conducted a public hearing pursuant to Section 5898.26 of the Streets and Highways Code, which included a summary of the Engineer's Report and gave every person present an opportunity to comment on and object to the proposed Contractual Assessment Program improvement and the extent of the Assessment District. 3/30/00 U: \CAD \Muir \PubHear.PP.wpd Page 8 of 11 5. The Board further finds that written protests against the proposed improvement have not been made by owners representing more than one half of the area of the land to be assessed for the improvement. 6. The documents and events described in paragraphs 1 to 4, inclusive, are stated here in tabular form, with their dates and, where appropriate, their numbers. All documents are now on file with the District except as otherwise noted. Number Document or Event Date or Action a. Resolution of Intention 11/04/99 99 -1 15 b. Resolution Approving Boundary Map 11/04/99 99 -1 16 c. Boundary Map Filed with County Recorder Filed d. Certificate of Mailing Notice of Improvement 03/25/00 e. Certificate of Posting Notice of Improvement 03/27/00 f. Affidavit of Publication of Notice of Improvement 03/17/00 7. The Board approves the Engineer's Report and each component part of it, including each exhibit incorporated by reference in the report. 8. The Board finds that the Engineer of Work, in the Engineer's Report has fairly and properly apportioned the cost of the improvement to each parcel of land in the Assessment District in compliance with the agreement between the owners and in proportion to the special benefits derived by each parcel, in relationship to the entirety of the capital cost of the improvement. The Board hereby confirms and levies each individual assessment as stated in the Engineer's Report. 9. The Board orders the improvement described in paragraph 2 and as detailed in the Engineer's Report. 10. According to Section 10603 of the Streets and Highways Code, the Board designates the District Controller to collect and receive payment of the assessments. 11. The Board independently finds that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines, Section 5.2(b)(3), since it can be seen with certainty that there is no possibility that the activity in question may have a significant adverse effect on the environment. This certainty is based on the District's past experience with numerous similar sewer construction projects, the developed nature of the project environment, and the limited service area of the project (no potential for growth inducement). 3/30/00 U: \CAD \Muir \PubHear.PP.wpd Page 9 of 11 PASSED AND ADOPTED this 6th day of April, 2000, by the Board of Directors of the Central Contra Costa Sanitary District by the following votes: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secretary, Central Contra Costa Sanitary District, County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm, District Counsel 3/30/00 U: \CAD \Muir \PubHear.PP.w pd Page 10 of 11 EXHIBIT E SUMMARY OF PROJECT COSTS MUIR LANE CAD NO. 99 -2 Construction $ 127,700 Engineering 10,200 District Services 7,080 TOTAL 1144 3/30/00 U: \CAD \Muir \PubHear. PP. wpd Page 11 of 11 Central Contra Costa Sa. .itary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 6, 2000 No.: 8.a. ENGINEERING Type of Action: AUTHORIZE AGREEMENT &40ct: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A REVISION TO AN AGREEMENT WITH LARRY WALKER ASSOCIATES FOR PROFESSIONAL ENGINEERING SERVICES IN CONNECTION WITH THE TREATMENT PLANT CAPACITY EVALUATION, DISTRICT PROJECT 7176 Submrtted By: /nitrating Dept✓Div.: Gail Chesler, Associate Engineer Engineering /Environmental Services REW AND RECOMMEN FOR BOARD ACT /ON: oil. G. Chesler C. Swanson A. trell Charles W. Batts, General Manager ISSUE: Board of Directors' authorization is required the General Manager to execute professional service agreements in amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute a revision to an agreement with the Larry Walker Associates at a cost not to exceed $116,000 for professional engineering services in connection with engineering services required for the Antidegradation Analysis and renewal of the District's NPDES permit. Addition of this revision will bring the total contract amount to $141,000. The prior contract of $25,000 was initiated by the Plant Operating Department with General Manager approval. FINANCIAL IMPACTS: The total cost of this final phase of the Treatment Plant Capacity Evaluation (staff and consultant) will be approximately $350,000. ALTERNATIVE /CONSIDERATIONS: There are two alternative courses of action. Do not complete the Antidegradation Analysis. The Regional Board staff has stated in communications with District staff that this analysis will be required for them to consider an increase to the flow effluent discharge limit. Not performing this analysis would jeopardize the District's ability to get the increase in the effluent discharge limit. • Select another consultant for the NPDES permit assistance and antidegradation analysis. BACKGROUND: The District's NPDES permit for discharge of treated effluent to Suisun Bay expires this year. Hearings on the renewal of the permit are presently scheduled by the SF Bay Regional Water Quality Control Board at their June or July meetings. A requested change in the new permit is an increase in the effluent discharge limit from 45 MGD to 53.8 MGD. This discharge increase is sought because the District's Average Dry Page 1 of 2 POSITION PAPER Board Meedng Date: April 6, 2000 savlect: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A REVISION TO AN AGREEMENT WITH LARRY WALKER ASSOCIATES FOR PROFESSIONAL ENGINEERING SERVICES IN CONNECTION WITH THE NPDES PERMIT PROJECT, DISTRICT PROJECT 7176 Weather Flow (ADWF) has reached a number greater than 80% of the current discharge limit. The Treatment Plant Capacity Evaluation Project (September 1999) found that the dry weather capacity of the Treatment Plant had been significantly increased by projects constructed over the past twelve years. While these projects were constructed for wet weather or reliability concerns, they also provided the ability to treat additional dry weather flow. An example is the construction of the Secondary Clarifier Modifications which replaced structurally insufficient weirs. The new weirs are stronger and they also permit treatment of greater flows than the original design would have predicted. One of the conditions of the permit renewal with the higher effluent discharge limit will be analysis of the potential for degradation of the water quality of Suisun Bay, called Antidegradation Analysis'. The SF Bay RWQCB has stated that this analysis will be necessary as part of the NPDES permit process; the requirement is consistent with the process required for other permit holders. The named consultant is well- regarded by Regional Board staff and has strong expertise in such analyses and the discussions which follow. The consultant and subcontractor have unique abilities to model the water quality of the SF Bay because they have developed sophisticated proprietary software and assembled a Bay -wide database of flow from major dischargers and tidal information in the Bay as well as requisite flow information for the Delta. They have conducted such studies for more than ten years. Their model has been demonstrated in these similar studies and its use accepted by staff at the Regional Water Quality Control Board. Remaining scope items for this revision to the existing contract include engineering services to resolve issues of concern for the District's next NPDES permit. RECOMMENDATION: Authorize the General Manager to execute a revision to an agreement with the Larry Walker Associates at an additional cost not to exceed $116,000 for professional engineering services in connection with analysis required for the renewal of the District's NPDES permit. 'An Antidegradation Analysis will predict the effects of increased discharge on beneficial uses of Suisun Bay. Page 2of2 CS D Board Meeting Date: April 6, 2000 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Type of Action: AUTHORIZE AGREEMENT No.: 8.b. ENGINEERING subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH MALCOLM- PIRNIE, INC. TO CONDUCT CYANIDE TESTING FOR THE CYANIDE CONTROL ASSESSMENT PROJECT, DISTRICT PROJECT NO. 7178. Submitted By: Initiating Dept. /Div.: Randy Schmidt, Associate Engineer Engineering /Capital Projects Division REVIEWED AND RECOMMENDED FOR BOARD ACTION. A W* — IV;_ IV Schmidt W. Brennan A. rrell es W. Batts, General Manager ISSUE: Board of Directors' authorization is required for the General Manager to execute professional services agreements in amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute a cost reimbursement agreement with Malcolm - Pirnie, Inc. for $70,000 to conduct cyanide testing for the Cyanide Control Assessment Project, District Project No. 7178. FINANCIAL IMPACTS: The estimated cost of this phase cyanide testing is $110,000 (staff - 525,000, consultant - $70,000, and laboratory - 515,000). ALTERNATIVES /CONSIDERATIONS: Staff could choose to solicit formal proposals from a number of firms and select the most suitable firm to perform the design for this project. This alternative is not recommended because of additional time and cost for a new consultant firm to become familiar with the project. The District's Consultant Procurement Procedure allows that in the case where a consulting firm has satisfactorily performed the preliminary stage of a project or has acquired extensive background and working knowledge, the firm may be selected for follow -up work without solicitations from other firms. Staff recommends retaining Malcolm - Pirnie, Inc. to conduct this phase of cyanide testing because Malcolm - Pirnie is a recognized expert in the field of cyanide investigation and has provided valuable assistance during its peer review of previous District cyanide work. BACKGROUND: When the District's National Pollution Discharge Elimination System (NPDES) permit was renewed by the Regional Water Quality Control Board (RWQCB) in 1995, there was a requirement to identify and control sources of cyanide in our final effluent. As previously presented to the Board, the initial study identified the incineration process as a primary source of cyanide. Cyanide is a by- product of the incineration of dewatered sewage sludge. As the sewage sludge incinerator off -gas passes through the air pollution control system, the generated cyanide is captured in the scrubber outlet 3/29/00 L: \Position Papers \Schmidt \7178- MP.WPD Page 1 of 3 POSITION PAPER Board Meeting Date: April 6, 2000 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH MALCOLM- PIRNIE, INC. TO CONDUCT CYANIDE TESTING FOR THE CYANIDE CONTROL ASSESSMENT PROJECT, DISTRICT PROJECT NO. 7178. water, which is recycled to the Headworks or the Primary Effluent channel. District staff have conducted an exhaustive investigation of methods to remove cyanide. A pilot scale test showed cyanide could be biologically treated, but the cost for a full -scale process to treat all the scrubber outlet water was several million dollars. It was also found that cyanide formation could be reduced by modifying the sewage sludge incinerator operating conditions. A study was conducted in January 1999 by District staff and Incinerator Rx to fully characterize the incinerator operating conditions that minimize cyanide formation. The January 1999 study showed that the sewage sludge incinerators could not operate at the required conditions over extended periods of time without modifications. These modifications were completed on sewage sludge incinerator No. 2 in early March 2000. A primary objective of this cyanide testing is to confirm that the sewage sludge incinerator modifications can control cyanide formation to the predicted levels. In January and February 2000, several raw influent samples showed high levels of cyanide not seen in previous samples. This implies that there may be a new source of cyanide other than the sludge incinerators. This is of serious concern because it may mean that the incinerator modifications may not be sufficient to control cyanide to acceptable levels in our effluent. The second objective of this cyanide sampling, therefore, is to determine the source of the cyanide in the raw influent. Malcolm - Pirnie is a recognized expert in the field of cyanide investigation. It provided expert review of our previous cyanide work and is currently conducting a two -year cyanide investigation funded by the Water Environment Research Foundation. Staff recommends Malcolm - Pirnie, Inc. be used to conduct this cyanide testing. A professional engineering services agreement not to exceed the amount of $70,000 has been negotiated with Malcolm - Pirnie, Inc. The Cyanide Control Assessment is included in the Fiscal Years 1999 -2000 and 2000 -01 Capital Improvement Budgets as the MHF Cyanide Reduction Improvements Project on pages TP -107 through TP -109. This cyanide testing is scheduled to start in late March 2000 and continue through July 2000. The estimated cost for this cyanide study is $110,000. Staff has concluded that this agreement with Malcom - Pirnie, Inc. is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 17.3, since it involves only a planning -level investigation for possible future actions, which the District has not approved, adopted, or funded. Furthermore, the outcome of these tasks 3/29/00 UTosition Papers \Schmidt \7178- MP.WPD Page 2 of 3 will not have a legally binding effect on later activities. Approval of this agreement will establish the Board of Directors' independent finding that this agreement is exempt from CEQA. The District will conduct an environmental evaluation of any capital project that is proposed in the future as a result of this testing to determine the appropriate CEQA compliance documentation. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a cost reimbursement agreement with Malcolm - Pirnie, Inc. for $70,000 to conduct cyanide testing for the Cyanide Control Assessment Project, District Project No. 7178. 3/29/00 LAPosition Papers \Schmidt \7178- MP.WPD Page 3 of 3 Central Contra Costa Switary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 6, 2000 No' 8,C, ENGINEERING Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH TAYLOR SYSTEMS ENGINEERING, INC. FOR THE DESIGN OF THE SOLIDS CONDITIONING BUILDING VENTILATION IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7199. Submitted By: Initiating Dept. /Div.: Randy Schmidt, Associate Engineer Engineering /Capital Projects Division REVIEWED AND RECOMMENDED FOR BOARD ACTION. (J,441 — atf� '% R. Schmidt W. Brennan A. rrell jrharle!7W. Batts, anager ISSUE: Board of Directors' authorization is required for the General Manager to execute professional services agreements in amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute a cost reimbursement agreement with Taylor Systems Engineering (TSE), Inc. for $98,000 for the design of the Solids Conditioning Building Ventilation Improvements Project. FINANCIAL IMPACTS: The total cost of design of the project (staff - 532,000 and consultant - $98,000) will be approximately $130,000. The estimated total project cost is $1,290,000. ALTERNATIVES /CONSIDERATIONS: Staff could choose to solicit formal proposals from a number of firms and select the most suitable firm to perform the design for this project. This alternative is not recommended because of additional time and cost for a new consultant firm to become familiar with the project, as well as the specialized nature of this work. The District's Consultant Procurement Procedure allows that in the case where a consulting firm has satisfactorily performed the preliminary stage of a project or has acquired extensive background and working knowledge, the firm may be selected for follow -up work without solicitations from other firms. Staff recommends retaining TSE to prepare plans and specifications for the construction of this project because TSE satisfactorily performed in reviewing the Solids Conditioning Building Indoor Air Quality Assessment and then preparing the Solids Conditioning Building Ventilation Improvements Pre - Design. In addition, the planned ventilation improvements are of a specialized industrial nature and would not be within the capability of many HVAC firms doing building ventilation. Taylor has demonstrated qualifications in this type of specialized HVAC design. BACKGROUND: An indoor air quality assessment on the Solids Conditioning Building (SCB) was done in August 1999. The outcome of the assessment was a report that identified several problems with the ventilation system of the Solids Conditioning Building, including: 3/30/00 L: \Position Papers \Schmidt \7199- TSE.WPD Page 1 of 3 POSITION PAPER Board Meeting Date: April 6, 2000 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH TAYLOR SYSTEMS ENGINEERING, INC. FOR THE DESIGN OF THE SOLIDS CONDITIONING BUILDING VENTILATION IMPROVEMENTS PROJECT, DISTRICT PROJECT No. 7199. inadequate ventilation in the cake hopper and centrifuge area, combustion air inadequacies for the standby boilers, and existing ventilation equipment has reached the end of the expected life cycle and has a high failure rate. The firm which prepared this report estimated a total project cost of approximately $580,000 with engineering costs of $34,000. They did not provide an adequate proposal in a timely fashion for the design phase and were eliminated from further work on this project. TSE was retained to continue the project. During their review of the report, TSE identified additional problems with the ventilation systems and presented them to District staff. These include: lack of proper make -up air filtration; cogeneration system impacts; and electrical service and space concerns. In addition to the above problems, the design will address replacement of obsolete equipment, addition of new fans, odor control system upgrades, new isolation walls, filters, and electrical and instrumentation needs. The construction cost of the project has grown with the scope from an estimated $580,000 to $1,160,000 (planning level cost estimate). The costs for the design are now $98,000. The project is now ready for the next step, which is preparing the plans and specifications for construction. TSE has already taken the recommendations from the Solids Conditioning Building Indoor Air Quality Assessment and formed them into a workable pre - design for the Solids Conditioning Building Ventilation Improvements. Staff recommends TSE continue with the design for the project. A professional engineering design services agreement not to exceed the amount of $98,000 has been negotiated with TSE. The Solids Conditioning Building Ventilation Improvements are included in the Fiscal Years 1999 -2000 and 2000 -01 Capital Improvement Budgets on pages TP -119 through TP -121. The design phase is scheduled to last through November 2000. Construction is anticipated to begin in December 2000 and will be completed by December 2001. The estimated total project cost in the Capital Improvement Budget is $1,290,000. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 18.2, since it involves a minor alteration to an existing sewage facility with no increase in capacity. Approval of this project establishes the Board of Directors' independent finding that this project is exempt from CEQA. 3/30/00 LAPosition Papers \Schmidt \7199- TSE.WPD Page 2 of 3 POSITION PAPER Board Meeting Date: May 20, 1999 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH TAYLOR SYSTEMS ENGINEERING,INC. FOR THE DESIGN OF THE SOLIDS CONDITIONING BUILDING VENTILATION IMPROVEMENTS PROJECT, DISTRICT PROJECT No. 7199. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a cost reimbursement agreement with Taylor Systems Engineering, Inc. not to exceed the amount of $98,000 for the design of the Solids Conditioning Building Ventilation Improvements Project, District Project No. 7199. 3/30/00 L: \Position Papers \Schmidt \7199- TSE.WPD Page 3 of 3 Central Contra Costa Sanitary District r BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 6, 2000 No.: 9.a. HUMAN RESOURCES Type of Action: HUMAN RESOURCES subject: ADD ONE HUMAN RESOURCES ASSISTANT (S -60, $3,535- $4,274) POSITION AND DELETE ONE ADMINISTRATIVE SECRETARY (S -60, $3,535 - $4,274) POSITION Submitted By Initiating Dept. /Div.: Cathryn Freitas, Human Resources Administrative /Human Resources Manager REVIEWED AND RECOMM DED FOR BOARD ACTION., C. Freftas P. Morsen *hr Batts, eneraanager ISSUE: Board authorization is required to add and delete positions. RECOMMENDATION: Add one Human Resources Assistant (S -60, $3,535- $4,274) position and delete one Administrative Secretary (S -60, $3,535 - $4,274) position. FINANCIAL IMPACTS: None. The salary ranges for both positions are the same. ALTERNATIVES /CONSIDERATIONS: Retain the Administrative Secretary position in the Human Resources Division. BACKGROUND: Human Resources Administrative Secretary Jan Frost recently retired after thirty -seven years of District service. The position was originally established to serve as the confidential secretary to the Human Resources Division and perform various complex secretarial duties in service to District employees and retirees. With the expansion of the computer network throughout the District, the duties of the Administrative Secretary have changed from providing secretarial support to providing technical and para - professional assistance in benefits administration, recruitment and selection, administration of the Personnel /Payroll computer system, and general administrative duties in support of the Division. These duties fall more accurately within the scope of the Human Resources Assistant job classification description and will allow staff to recruit at the appropriate level. This proposal was approved by the Board Personnel Committee at their March 6, 2000 meeting. RECOMMENDED BOARD ACTION: Add one Human Resources Assistant (S-60,$3,535- $4,274) position and delete one Administrative Secretary (S -60, $3,535 - $4,274) position. 3/29/00 SAPERSMISCIhrasst.pp.wpd Page 1 of 1 .Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 6, 2000 No.: 9. b. HUMAN RESOURCES Type of Action: HUMAN RESOURCES Subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES Submitted By: Cathryn Freitas, Human Resources Manager initiating Dept./Div.: Administrative /Human Resources REVIEWED AND RECOMMENDED FOR BOARD ACT /ON. C. Freitas P. Morsen C arles W. Batts, General Manager ISSUE: District staff has assessed its needs for seasonal employees in 2000. BACKGROUND: Each year, the District hires students during the summer months for seasonal maintenance, vacation relief, cleanup, and special projects; and during the school year or semester breaks for additional assistance. Authorization was given for thirty -two student positions last year. Approval is requested for thirty seasonal positions in Fiscal Year 2000 -2001. The Personnel Committee approved the seasonal employees requested for Fiscal Year 2000 -2001 at their March 6, 2000, meeting. It is recommended that the hourly rates for seasonal employees remain the same as last year: Clerical, Laborer (No experience necessary) $10.00 Technical (Drafting, Graphic Design) $11.50 Professional (Chemist, Engineering, Network Support) $13.50 * For every year a student returns, add $1.00 per hour to a maximum of three additional summers. For example, a student laborer who has worked here for the past two summers would receive $12-00 per hour this summer. The extra dollar an hour recognizes the experience and serves as an incentive for returning students. The approximate cost of this action will be $250,986 from departmental 0 & M Budgets. 3/29/00 H: \BUDGET\Summer 2000 - pp.wpd Page 1 of 3 POSITION PAPER Board Meeting Date: subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES Department Directors will be prepared to answer any questions regarding the following requests: The Administrative Department is requesting five summer student positions in 2000 -2001, the same number requested last year. The positions are located in Materials Services for inventory and vacation relief, Building Maintenance for vacation relief and general maintenance, Communication Services for technical support, Management Information Systems for project - related work, and Safety for emergency preparedness and Plant project work. The Collection System Operations Department is not requesting any summer students positions this year. The Plant Operations Department is requesting twenty students, an increase of six over last year. Nine of the summer student laborer positions will provide vacation coverage in Buildings and Grounds and do seasonal maintenance. The Plant is also requesting two relief positions in the Laboratory, one drafter, two laborers at the Pumping Stations, three shop assistants, one laborer to assist the maintenance staff, and two engineering assistants. One engineering assistant will collect data information on recent as -built capital projects and the other will work on bench marking projects, gathering information, and maintaining files. The Engineering Department requests authorization to hire three engineering assistant summer student positions. This is one more position than last year's request. One of the engineering assistants will be assigned to work on pollution prevention for the Source Control Section, one will be assigned to the District's Planning Section working on nitrification studies and treatment plant capacity evaluations, and the third will assist Survey and Engineering Support with organizing and preserving records. 3/29/00 H: \BUDGE-r\Summer 2000 - pp.wpd Page 2 of 3 POSITION PAPER Board Meeting Date: subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES The Secretary of the District is requesting one student to assist with records management and one student for the Clerical Support Section to help with large projects, switchboard backup, and vacation relief. This is the same number of positions requested last year. RECOMMENDATION: Authorize the hiring of thirty students for seasonal employment. 3/29/00 HABUDGET \Summer 2000 - pp.wpd Page 3 of 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS Board Meeting Date: April 6, 2000 Type of Action: RECEIVE BUDGET POSITION PAPER No.: 9.c. HUMAN RESOURCES Subject: RECEIVE AND CONSIDER PERSONNEL REQUESTS FISCAL YEAR 2000 -2001 Submitted By: initiating Dept. /Div.: Cathyrn Freitas, Human Resources Administrative /Human Resources Manager REVIEWED AND RECOMMEPfD FOR BOARD ACT /ON: C. Freitas P. Morsen Ch Has W. alts, General Manager ISSUE: Staff has analyzed its personnel needs for Fiscal Year 2000 -2001 and is submitting its requests for Board consideration at the April 6, 2000, Board Meeting. Board approval is scheduled for the May 2, 2000, Board Meeting. BACKGROUND: Each department has reviewed its staffing requirements for Fiscal Year 2000 -2001. The Personnel Budget includes departmental overviews providing summary information, personnel actions taken during Fiscal Year 1999 -2000, requested changes and their justifications, organizational charts reflecting current staffing and proposed changes, and new job classification descriptions. The attached summary sheet highlights the effect of each department's staffing requests on the number of total authorized positions in the District and the costs in salaries and benefits. As shown in the summary, the total number of authorized regular positions in the District will remain the same as last year. Eight Co -op student positions are requested this year which is two fewer than last year. The salaries and wages in the 2000 -2001 O & M Departmental Budgets will increase from the previous year due to the anticipated cost -of- living salary adjustments and any merit and longevity increases scheduled in 2000 -2001. The Personnel Budget was approved by the Personnel Committee at their March 6, 2000, meeting. District staff will meet and confer with the appropriate bargaining units on those items that are negotiable prior to the Board adopting the budget. The departmental requests for positions are as follows: 3/29/00 H: \BUDGET\Budget 2000 - pp.wpd Page 1 of .4 POSITION PAPER Board Meeting Date: April 6, 2000 Subject: RECEIVE AND CONSIDER PERSONNEL REQUESTS FISCAL YEAR 2000 -2001 None. 1. Delete one Maintenance and Reliability Engineer (S -80, $5,696 - 56,901) position. 2. Delete two Plant Operator [/[I's (I = G -59, $3,437 - 54,158; II = G -62, $3,693- $4,468) positions. 3. Add one Shift Supervisor (S -73, $4,822 - 55,843) position. 4. Add one Utility Worker (G -45, $2,472 - 52,981) position. None. 5. Delete one Principal Engineer (S -87, $6,746 - 58,160) position in the Environmental Services Division. 6. Delete one Associate Engineer (S -77, $5,298 - 56,419) position in the Environmental Services Division. 7. Add one Engineering Assistant I (I= G-60, $3,517 - 54,256) position, delete one Sewer Service Charge Technician (G -56, $3,203 - 53,872) position, and reclassify Sewer Service Charge Technician Brenda Wener to the position of Engineering Assistant I. 8. Reclassify the vacant Engineering Technician 1 /11 (I= G-52, $2,911 - 53,517; II = G -60, $3,517- 54,256) position to an Engineering Technician III (G -64, $3,872 - 54,685) position. 3/29/00 HABUDGE RBudget 2000 - pp.wpd Page 2 of 4 POSITION PAPER Board Meeting Date: April 6, 2000 snh/ect: RECEIVE AND CONSIDER PERSONNEL REQUESTS FISCAL YEAR 2000 -2001 9. Create and add two Assistant Land Surveyor (G -71, $4,569 - 55,533) positions, delete one Survey Party Chief (G -71, $4,569 - 55,533) position, delete one Engineering Assistant III (G -69, $4,361 - 55,273) position, reclassify Survey Party Chief Jim Reutenik to Assistant Land Surveyor, and reclassify Engineering Assistant III Kevin Collins to Assistant Land Surveyor. None 10. Authorize the hiring of students to fill eight positions in the Co -op program. Receive and consider the Personnel Budget for Fiscal Year 2000 -2001 herein identified by items 1 - 10. The Personnel Budget will be submitted for final approval at the May 2, 2000, Board Meeting. 3/29/00 HABUDGETRBudget 2000 - pp.wpd Page 3 of 4 F W d F W G7 a 0 a a O O N O O O N Q N z aw O HH N a O 1 O U a A a .4 w Ln o Ln O M 17 'i O I` O N O go O 1 M 1 O ri Ln W U). 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