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HomeMy WebLinkAbout5/22/2003 AGENDA BACKUPCentral Contra Costa Sar. -ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 22, 2003 No.: d.a. CONSENT CALENDAR Type of Action: ACCEPT GRANT OF EASEMENT /APPROVE QUITCLAIM subject: ADOPT RESOLUTIONS ACCEPTING A GRANT OF EASEMENT FROM THE EAST BAY REGIONAL PARK DISTRICT IN CONNECTION WITH THE MARTINEZ EASTSIDE TRUNK SEWER PROJECT, DISTRICT JOB 4950, AND QUITCLAIM EXISTING EASEMENTS ON THE SAME LAND Submitted By: Ricardo Hernandez Initiating Dept. /Div.: Engineering /Environmental REVIEWED AND RECOMMENDED FOR BOARD ACTION: A. V` Hern ndez H. Thom C. Swanson A. ar harles . Batts, General Manager ISSUE: Easements must be accepted or quitclaimed by the Board of Directors by resolution. RECOMMENDATION: Accept the Grant of Easement and quitclaim the existing easements. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The subject Grant of Easement is to replace an easement granted to the District by the East Bay Regional Park District ( EBRPD) in 1998 (map attached). The new easement is needed to accommodate changes to the pipeline alignment made during construction. Land title investigations for purposes of quitclaiming the old easement uncovered other abandoned easements on the same land and the EBRPD has requested that these be quitclaimed also. RECOMMENDED BOARD ACTION: Adopt resolutions to accept the Grant of Easement from the East Bay Regional Park District and to quitclaim existing easements to the same; and authorize staff to record these with the Contra Costa County Recorder. U: \Position Papers \Hernandez RWdopt Resolutions EBRPD.doc 5/9/03 2:17 PM Page 1 of 2 -O OVERLAPPING 41- -' EBRPD EASEMENT TO BE PACHECO A.P.N. 24' QUITCLAIMED MARTINEZ 373- 030 -005 2354 O.R.328 57?-32-0 5 5 E 50 �y 24 6 O.R. L: s.S.E. 50 LOCATION MAP 588 %0 O.R. 308 N.T.S. EBRPD A.P.N. 373 - 030 -007 TO BE GOTCLAIMED NEW EASEMENT 10' S.E. BEING GRANTED 8901.\ O.R. 4 10' S.S.E. S.S.E.= SANITARY SEWER EASEMENT EBRPD A.P.N. 373 - 030 -006 a\ AL HAMBRA INDUSTRIAL PARTNERS A.P.N. 373 - 030 -018 0 80 160 FEET Ce;t=1 Contra Costa ntary District c -J� Prepared by Engineering Support Secti< R= 11,414.52' w JOE DIMAGGIO DR. (EMBARCADERO) R= 11,404.52' U. P. R. R. Attachment MARTINEZ INTERMODAL PROJECT EAST BAY REGIONAL PARK DISTRICT MAP Page 2 of 2 Central Contra Costa San. _ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 22, 2003 No.: 4.b. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK Subject: ACCEPT THE CONTRACT WORK FOR THE TREATMENT PLANT CONCRETE REHABILITATION PROJECT, DISTRICT PROJECT NO. 7213; AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept./Div.: Nathan Hodges, Assistant Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: kq - 5TT A *-- � L6A N. Hodges B. Than W. Trennan A. Farrell tharles W. 5aft s, 'General Manager ISSUE: Construction has been completed on the Treatment Plant Concrete Rehabilitation Project, District Project No. 7213, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the Treatment Plant Concrete Rehabilitation Project, District Project No. 7213; and authorize the filing of the Notice of Completion. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not Applicable. Filing the Notice of Completion is advisable under the California Civil Code, Section 3090. BACKGROUND: The Treatment Plant Concrete Rehabilitation, District Project 7213, is a safety improvement project for concrete and sidewalk. The work included curb and gutter, street light base, paving replacement, pump pedestals, and sidewalk. All work was performed on the plant site. See Attachment 1 for project sites. On February 6, 2003, the Board of Directors (Board) authorized the award of a contract for the construction of the project to Biland Construction Company of Walnut Creek. The Notice to Proceed was issued on March 10, 2003. The work was substantially completed on April 18, 2003. The remaining items of work consist of minor punch -list items, which do not affect the project acceptance. The total authorized budget for the project is $66,000. The budget includes the cost of engineering design, District forces, testing services, contractor services, etc. An accounting of the project costs will be provided to the Board at the time of project close -out. It is appropriate to accept the contract work at this time. RECOMMENDED BOARD ACTION: Accept the contract work for the Treatment Plant Concrete Rehabilitation Project, District Project No. 7213; and authorize the filing of the Notice of Completion. L: \Position Papers \Hodges \7213 Acceptance.DOC Page 1 of 2 n r V 0 150 3W FEET ilti P ,\ p°e; �o 0 SITE 10 Central Contra Costa Sanitary District %J s,�o� ca v as , SITE 5 G SITE 3 / SITE 4 SITE 9 SITE 2 0 as Gooa`�d�o9 j 4 — SITE 8 — SITE 11 SITE 1 I TREATMENT PLANT CONCRETE Attachment REHABILITATION PROJECT District Project 7213 7 Project Location Page 2 of 2 Central Contra Costa Sak.Aary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 22, 2003 Type of Action: SET HEARING DATE No.: 4.c. CONSENT CALENDAR subject: ESTABLISH JUNE 5, 2003 AS THE DATE FOR A PUBLIC HEARING TO CONSIDER THE ESTABLISHMENT OF THE ECHO SPRINGS ROAD CONTRACTUAL ASSESSMENT DISTRICT NO. 2001 -2 Submitted By: Initiating Dept. /Div.: Russell B. Leavitt Engineering /Environmental Services Management Analyst REVIEWED AND RECOMMENDED FOR BOARD ACTION: p6t—� o' V\ WiP � R. Leavitt C. Swanson A. Farrell Charles . Batts, General anger ISSUE: A public hearing is required to establish the Echo Springs Road Contractual Assessment District (CAD) No. 2001 -2. A public hearing is also required to create an assessment district pursuant to the procedure adopted under Proposition 218, which amended the California Constitution, Article XIII D, Section 4. RECOMMENDATION: Establish June 5, 2003, as the date for a public hearing regarding Echo Springs Road CAD No. 2001 -2 pursuant to California Constitution, Article XIII D, Section 4, and Streets and Highways Code, Sections 5898.20 and 5898.24. FINANCIAL IMPACTS: There are minor costs for publishing a legal notice advertising the public hearing and for staff preparation and attendance. These costs eventually will be paid by the CAD participants. ALTERNATIVES /CONSIDERATIONS: 1. Select a later date for the public meeting - This would delay the CAD proceedings since the holding of a public hearing is required by law. 2. No action by the Board - No action will delay the CAD proceedings until a different public hearing date is set since the holding of a public hearing is required by law. BACKGROUND: On September 6, 2001, the Board of Directors adopted a resolution of intention to create Echo Springs Road CAD No. 2001 -2 for the purpose of installing sewer improvements on Echo Springs Road in Lafayette (see Attachment 1). The proposed Echo Springs Road CAD No. 2001 -2 complies with the revised CAD policy approved at the February 1, 2001 Board of Directors meeting. Seven properties could T: \Planning\Leavitt \CADS \Echo Springs Rd \Set Public Hearing PP.doc Page 1 of 5 POSITION PAPER Board Meeting Date: May 22, 2003 subject ESTABLISH JUNE 5, 2003 AS THE DATE FOR A PUBLIC HEARING TO CONSIDER THE ESTABLISHMENT OF THE ECHO SPRINGS ROAD CONTRACTUAL ASSESSMENT DISTRICT NO. 2001 -2 be served by a Echo Springs Road public sewer. As required by Proposition 218, an Engineer's Report estimating assessments for properties within the CAD is being prepared. It is now appropriate to schedule a public hearing to offer interested parties the opportunity to comment on the proposed assessments and related issues. A resolution has been prepared and is attached, which, if adopted, will set the date of the public hearing on June 5, 2003. RECOMMENDED BOARD ACTION: Establish June hearing regarding Echo Springs Road CAD No. Constitution, Article XIII D, Section 4, and Streets 5898.20 and 5898.24. 5, 2003, as the date for a public 2001 -2 pursuant to California and Highways Code, Sections T:\Planning \Leavitt \CADS \Echo Springs Rd \Set Public Hearing PP.doc Page 2 of 5 a 0 FEET LEGEND: POTENTIAL CAD AREA a Central Contra Costa Sanitary District V EXISTING allell—le, PLANNED SEWER CAD SEWER PLAN OF IMPROVEMENT ECHO SPRINGS ROAD CAD NO. 2001-02 DISTRICT PROJECT NO. 5601 * CAD PARTICIPANTS + LIKELY NON - PARTICIPANTS Attachment 1 Page 3 of 5 RESOLUTION NO. 2003- RESOLUTION SETTING HEARING OF PROTESTS ON ECHO SPRINGS ROAD CONTRACTUAL ASSESSMENT DISTRICT (CAD NO. 2001-2) WHEREAS, on September 6, 2001, this Board of Directors adopted Resolution 2001 -114 expressing the intent of the District to proceed with Echo Springs Road Contractual Assessment District (CAD) No. 2001 -2 for the purpose of installing sewer improvements on Echo Springs Road in Lafayette; and WHEREAS, at the direction of this Board of Directors, Curtis W. Swanson, Environmental Services Division Manager, as Engineer of Work for improvement proceedings for Echo Springs Road CAD No. 2001 -2, Central Contra Costa Sanitary District, Contra Costa County, California, has prepared a report described in Section 5898.22 of the Streets and Highways Code (Municipal Improvement Act of 1911); and WHEREAS owners of each affected parcel will be provided written notice of the proposed assessment and ballot to indicate approval or opposition of the assessment pursuant to the procedures required by California Constitution Article XIII D, Section 4, as amended by Proposition 218; NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary District resolves: This Board sets 2 p.m. on June 5, 2003, at the Meeting Room of the Board of Directors, 5019 Imhoff Place, Martinez, California, as the time and place for hearing protests to the proposed improvements and the creation of the proposed Contractual Assessment District and assessment. TAPIanningleavitt\CADS1Echo Springs Rd\,Set PH Reso.doc Page 4 of 5 2. The Secretary of the District is directed to publish, post, and mail the notices of improvement required by the Municipal Improvement Act of 1911, and to file an affidavit of compliance. PASSED AND ADOPTED this 22nd day of May, 2003, 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 T:\Planning\Leavitt \CADS \Echo Springs Rd \Set PH Reso.doc Page 5 of 5 Central Contra Costa Sat..4ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 22, 2003 No.: 4.d. CONSENT CALENDAR Type of Action: SET HEARING DATE subject: ESTABLISH JUNE 5, 2003 AS THE DATE FOR A PUBLIC HEARING TO CONSIDER THE ESTABLISHMENT OF THE EL ALAMO CONTRACTUAL ASSESSMENT DISTRICT NO. 2002 -2 Submitted By: Initiating Dept /Div.: Russell B. Leavitt Engineering /Environmental Services Management Analyst REVIEWED AND RECOMMENDE FOR BOARD ACTION. R. Leavitt C. Swanson A. Farr harles w. acts, General Manager ISSUE: A public hearing is required to establish the El Alamo Contractual Assessment District (CAD) No. 2002 -2. A public hearing is also required to create an assessment district pursuant to the procedure adopted under Proposition 218, which amended the California Constitution, Article XIII D, Section 4. RECOMMENDATION: Establish June 5, 2003, as the date for a public hearing regarding El Alamo CAD No. 2002 -2 pursuant to California Constitution, Article XIII D, Section 4, and Streets and Highways Code, Sections 5898.20 and 5898.24. FINANCIAL IMPACTS: There are minor costs for publishing a legal notice advertising the public hearing and for staff preparation and attendance. These costs eventually will be paid by the CAD participants. ALTERNATIVES /CONSIDERATIONS: 1. Select a later date for the public meeting - This would delay the CAD proceedings since the holding of a public hearing is required by law. 2. No action by the Board - No action will delay the CAD proceedings until a different public hearing date is set since the holding of a public hearing is required by law. BACKGROUND: On May 23, 2002, the Board of Directors adopted a resolution of intention to create El Alamo CAD No. 2002 -2 for the purpose of installing sewer improvements on El Alamo, Nathan Place, and El Pintado Road (Michael Lane) in Danville (see Attachment 1). The proposed El Alamo CAD No. 2002 -2 complies with the revised CAD policy approved at the February 1, 2001 Board of Directors meeting. Twelve properties could be served by an El Alamo public sewer. As required by T:\Planning \Leavitt \CADS \EI Alamo \Set Public Hearing PP.doc Page 1 of 5 POSITION PAPER Board Meeting Date: May 22, 2003 subject: ESTABLISH JUNE 5, 2003 AS THE DATE FOR A PUBLIC HEARING TO CONSIDER THE ESTABLISHMENT OF THE EL ALAMO CONTRACTUAL ASSESSMENT DISTRICT NO. 2002 -2 Proposition 218, an Engineer's Report estimating assessments for properties within the CAD is being prepared. It is now appropriate to schedule a public hearing to offer interested parties the opportunity to comment on the proposed assessments and related issues. A resolution has been prepared and is attached, which, if adopted, will set the date of the public hearing on June 5, 2003. RECOMMENDED BOARD ACTION: Establish June 5, 2003, as the date for a public hearing regarding El Alamo CAD No. 2002 -2 pursuant to California Constitution, Article XIII D, Section 4, and Streets and Highways Code, Sections 5898.20 and 5898.24. T: \Planning\Leavitt \CADS\EI Alamo \Set Public Hearing PP.doc Page 2 of 5 2 �E 9E C01) i A ' 14 \\ �O rn co L�O Q SITI C)o (:10 Co Z N N D � D EL co qY v ' N 12 LOCATION MAP I � 1 1 1 1 1 NATHAN LN `- — EL V 0 120 240 POTENTIAL EXISTING PLANNED PROPERTIES CAD AREA SEWER CAD SEWER SERVABIF BY CAD SEWER n Y Central Contra Costa Attachment Sanitary District PROPOSED BOUNDARY s EL ALAMO N ' CAD NO. 2002-02 'a Page 3 of 5 RESOLUTION NO. 2003- RESOLUTION SETTING HEARING OF PROTESTS ON EL ALAMO ROAD CONTRACTUAL ASSESSMENT DISTRICT (CAD NO. 2002 -2) WHEREAS, on May 23, 2002, this Board of Directors adopted Resolution 2002- 033 expressing the intent of the District to proceed with El Alamo Contractual Assessment District (CAD) No. 2002 -2 for the purpose of installing sewer improvements on El Alamo, Nathan Place, and El Pintado Road (Michael Lane) in Danville; and WHEREAS, at the direction of this Board of Directors, Curtis W. Swanson, Environmental Services Division Manager, as Engineer of Work for improvement proceedings for El Alamo CAD No. 2002 -2, Central Contra Costa Sanitary District, Contra Costa County, California, has prepared a report described in Section 5898.22 of the Streets and Highways Code (Municipal Improvement Act of 1911); and WHEREAS owners of each affected parcel will be provided written notice of the proposed assessment and ballot to indicate approval or opposition of the assessment pursuant to the procedures required by California Constitution Article XIII D, Section 4, as amended by Proposition 218; NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary District resolves: This Board sets 2 p.m. on June 5, 2003, at the Meeting Room of the Board of Directors, 5019 Imhoff Place, Martinez, California, as the time and place for hearing protests to the proposed improvements and the creation of the proposed Contractual Assessment District and assessment. TAPlanning\Leavitt \CADS \EI Alamo\Set PH Reso.doc Page 4 of 5 2. The Secretary of the District is directed to publish, post, and mail the notices of improvement required by the Municipal Improvement Act of 1911, and to file an affidavit of compliance PASSED AND ADOPTED this 22nd day of May, 2003, 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 TAPlanninglLeavittlCADSO Alamo\Set PH Reso.doc Page 5 of 5 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 22, 2003 No.: 5.a. HEARINGS Type of Action: CONDUCT A PUBLIC HEARING, APPROVE CIB /CIP subject: CONDUCT A PUBLIC HEARING ON THE DRAFT CAPITAL IMPROVEMENT BUDGET (CIB) FOR 2003 -04 AND THE DRAFT 2003 TEN -YEAR CAPITAL IMPROVEMENT PLAN (CIP), APPROVE THE 2003 CIP, AND APPROVE THE CIB FOR INCLUSION IN THE 2003 -04 DISTRICT BUDGET Submitted By: Initiating Dept✓Div.: John Mercurio, Management Analyst Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: Div% J. Mercurio R. Schmidt C. Swanson W, e� arles General Manager ISSUE: The Board of Directors has established May 22, 2003, as the date for a public hearing on the draft CIB for 2003 -04 and the 2003 Ten -Year CIP. Separate Board approval of the CIP and the CIB for inclusion in the 2003 -04 District Budget is requested. RECOMMENDATION: Conduct a public hearing to receive comments on the CIB /CIP. Approve the draft 2003 CIP. Approve the draft CIB for inclusion in the 2003 -04 District Budget. FINANCIAL IMPACTS: Approval of the draft FY 2003 -04 CIB and 2003 CIP is a necessary step prior to Board adoption. Approval will include an additional authorization of $17,183,000 from the Sewer Construction Fund, resulting in a total Fiscal Year 2003 -04 Board authorized funding level of $48,132,000. This will allow expenditures to continue on the District's Capital Improvement Program. Note that expenditures are presented in two scenarios in the Budget document. One scenario assumes ad valorem tax will be available to fund the capital program and estimates FY 2003 -04 expenditures of $25,873,000. The second scenario reduces spending for FY 2003 -04 to offset the potential loss of ad valorem tax and estimates expenditures of $18,700,000. Until the State decision on ad valorem tax is known, staff is proceeding with the reduced level of expenditures presented under the second scenario. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: The CIP provides the basis for project prioritizing and scheduling, staffing, and long -range financial planning. The CIP also provides the framework for analyzing different capital program funding scenarios. The draft 2003 CIP covers the ten -year period from 2003 -04 through 2012 -13, The draft plan includes expenditures totaling $226.7 million (2003 dollars) over ten years. U: \Position Papers \Mercurio \CIP -CIB Hearing.doc 5/13/03 4:33 PM Page 1 of 4 POSITION PAPER Board Meeting Date: May 22, 2003 subject. CONDUCT A PUBLIC HEARING ON THE DRAFT CAPITAL IMPROVEMENT BUDGET (CIB) FOR 2003 -04 AND THE DRAFT 2003 TEN -YEAR CAPITAL IMPROVEMENT PLAN (CIP), APPROVE THE 2003 CIP, AND APPROVE THE CIB FOR INCLUSION IN THE 2003 -04 DISTRICT BUDGET The CIB provides a detailed presentation of the schedules and cost estimates for projects proposed for the first year of the ten -year planning period. It also provides for the Board's authorization of funds for 2003 -04 from the Sewer Construction Fund to the Treatment Plant, Collection System, General Improvements and Recycled Water Programs. A review draft CIB /CIP was submitted to the Board of Directors on April 17, 2003. A Board Workshop to discuss the review draft was held on April 24, 2003. It is appropriate for the Board to receive comments from the public prior to considering approval of the CIB /CIP. May 22, 2003, was established by the Board as the date for a public hearing to receive these comments, and appropriate notices have been posted and published. Capital Budget Authorization Adoption of the CIB with the 2003 -04 District Budget will authorize additional funds from the Sewer Construction Fund for planning, design, and construction of capital improvement projects. The new funding authorization will include a carry-over of approximately $30,949,000 from Board authorizations in previous years, and additional authorization of $17,183,000 from the Sewer Construction Fund resulting in a total Fiscal Year 2003 -04 authorized funding level of $48,132,000. The distribution of the funding authorization to the four capital improvement programs is shown on Attachment 1. The recommended expenditures under the scenario where ad valorem tax is still available to fund the capital program are also shown in Attachment 1 and total $25,873,000. If necessary, a plan has been developed to reduce expenditures to approximately $18,700,000 to accommodate the loss of ad valorem tax revenue. These reductions are currently being made and will continue to be made until there is definition of the amount of ad valorem tax revenue that will be available to the capital program for FY 2003 -04 Ten -Year Capital Plan In order to accommodate the cash -flow needs resulting from the timing of required expenditures versus the receipt of revenues, the Sewer Construction Fund has historically been managed to have a prudent reserve of 75 percent of the following year's anticipated project expenditures plus 100 percent of debt retirement service at the end of each fiscal year (June 30). Recently, we have also evaluated the balance needed in the Sewer Construction Fund to act in conjunction with the 0 & M Fund balance to meet the cash flow needs of the District. The draft 2003 CIP contains a WPosition PapersWercurioUP -CIB Hearing.doc 5/14/03 9:16 AM Page 2 of 4 POSITION PAPER Board Meeting Date: May 22, 2003 subject. CONDUCT A PUBLIC HEARING ON THE DRAFT CAPITAL IMPROVEMENT BUDGET (CIB) FOR 2003 -04 AND THE DRAFT 2003 TEN -YEAR CAPITAL IMPROVEMENT PLAN (CIP), APPROVE THE 2003 CIP, AND APPROVE THE CIB FOR INCLUSION IN THE 2003 -04 DISTRICT BUDGET cash flow analysis for each of the two revenue scenarios, with and without ad valorem tax. Under the without ad valorem tax scenario, expenditures have been reduced accordingly as noted previously. These cash flow analyses demonstrate the revenues needed to fund the proposed ten -year CIP. The draft 2003 CIP includes $60.0 million (2003 dollars) for Treatment Plant projects (27% of total expenditures), $147.7 million for Collection System projects (65% of total expenditures), $14.7 million for General Improvements projects (6% of total expenditures), and $4.3 million for Recycled Water projects (2% of total expenditures) over the next ten years, with ad valorem tax. It is anticipated that these numbers will be reduced by approximately a total of $14.0 million in the first three years of the plan to compensate for the loss of ad valorem tax, should this occur. The expenditures recommended in the five -year Master Plan for Information Technology have been incorporated in the General Improvements Program in the draft 2003 CIP. Staff has evaluated the CIB and CIP and concluded that they are exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15262, since they are planning studies. Approval of the budget and plan will establish the Board of Directors' independent finding that these documents are exempt from CEQA. RECOMMENDED BOARD ACTION: Conduct a public hearing to receive comments on the CIB and CIP. Approve the draft 2003 CIP. Approve the draft CIB for inclusion in the 2003 -04 District Budget. U: \Position Papers\Mercurio\CIP -CIB Hearing.doc 5/14/03 9:16 AM Page 3 of 4 ATTACHMENT 1 CAPITAL IMPROVEMENT BUDGET SUMMARY FY 2003 -04 *Note that if ad valorem revenues are lost, staff will defer projects to offset this loss and reduce expenditures to a target amount of $18,700,000 U: \Position Papers\Mercurio\CIP -CIB Hearing Attachment 1.doc 5/14/03 9:20 AM Page 4 of 4 CARRY -OVER ADDITIONAL TOTAL PROPOSED ESTIMATED PROGRAM FROM AUTHORIZATION AUTHORIZATION FY 2003 -04 FY 2002 -03 REQUESTED EXPENDITURES Treatment Plant 5,029,000 7,512,000 12,541,000 6,037,000 Collection 25,647,000 7,650,000 33,297,000 17,843,000 System General 268,000 1,571,000 1,839,000 1,617,000 Improvements Recycled Water 5,000 450,000 455,000 376,000 Total FY 2003 -04 30,949,000 17,183,000 48,132,000 25,873,000* *Note that if ad valorem revenues are lost, staff will defer projects to offset this loss and reduce expenditures to a target amount of $18,700,000 U: \Position Papers\Mercurio\CIP -CIB Hearing Attachment 1.doc 5/14/03 9:20 AM Page 4 of 4 Y Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 22, 2003 No.: 5.b. H EAR I NGS Type of Action: CONTINUE PUBLIC HEARING Subject. CONTINUE THE PUBLIC HEARING TO RECEIVE COMMENTS ON ADOPTION OF A PROPOSED ORDINANCE TO AMEND CHAPTER 9.08 OF THE DISTRICT CODE REGARDING REQUIREMENTS FOR BACKWATER OVERFLOW PREVENTION DEVICES UNTIL JULY 17, 2003 Submitted BY Initiating Dept.Miv.: Jarred Miyamoto -Mills Engineering /Environmental Services Principal Engineer REVIEWED AND REC ED FOR BOARD ACTION: �q OMMEN J. Miyamoto -Mills C. Swanson A. Farrell K. Alm harles W. Ba s, rGeneral Manager ISSUE: The District Code requires that the Board of Directors conduct a public hearing prior to considering adoption of an ordinance to amend the Code. The public hearing was originally scheduled for April 3, 2003, and continued until May 22, 2003. A further continuation until July 17, 2003, is requested. RECOMMENDATION: Continue the public hearing to receive comments on and consider adoption of a proposed ordinance to amend Chapter 9.08 of the District Code regarding requirements for Backwater Overflow Prevention Devices until June 5, 2003. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: The Board scheduled the public hearing for the proposed ordinance for April 3, 2003. At the April 3rd hearing, a representative from the Contra Costa Board of Realtors requested that the hearing be continued to allow further review of the proposed ordinance. The hearing was continued until May 22, 2003. A further continuation until July 17, 2003, is necessary to allow completion of the review of the impacts of the proposed ordinance. RECOMMENDED BOARD ACTION: Continue the public hearing on adoption of a proposed ordinance to amend Chapter 9.08 of the District Code regarding requirements for Backwater Overflow Prevention Devices until July 17, 2003. T:\AdminWiyamoto -Mills \Ordinances \BOPD PP re date.doc 5/13/03 4:01 PM Page 1 of 1 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 22, 2003 No.: 7.a. BIDS AND AWARDS Type of Action: AUTHORIZE AWARD Subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO D. R. LEMINGS CONSTRUCTION FOR THE ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 8, DISTRICT PROJECT NO. 5638 Submitted By: Initiating Dept. /Div.: Alex Rozul, Associate Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: 6;�u 2 l A. zul Pi c W. Brennan A. Far arses W. B ts, eneral Manager ISSUE: On May 6, 2003, sealed bids were received and opened for construction of the Rossmoor Sewer Improvements Project, DP 5638. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. RECOMMENDATION: Authorize award of a construction contract. FINANCIAL IMPACTS: Approximately $396,000, including bid price, contingency, and construction management. Staff has reviewed the expenditures and finds there are adequate funds in the Capital Improvement Budget for this contract. ALTERNATIVES /CONSIDERATIONS: Reject all bids. BACKGROUND: An agreement regarding the District taking over maintenance of private sewer mains within the Rossmoor community was approved by the Board of Directors in 1995. Under the terms of this agreement, new manholes and rodding inlets are being constructed and necessary repairs are being made to the existing sewers so they may be accepted by the District. This project is being financed by the allocation of a portion of the Capital Improvement fees paid by the Rossmoor Developer, Shea Homes, and a portion of the sewer service charges paid by the owners in Rossmoor. The first seven phases of construction were completed from 1995 through 2002. The plans and specifications for the eighth phase of the project (see Attachment 1 for map). were prepared by District staff. The engineer's estimate for construction of Phase 8 is $320,000. This project was advertised on April 22 and 28, 2003. A total of four (4) sealed bids ranging from $282,180 to $316,790 were received and publicly opened on May 6, 2003. A Summary of Bids received is shown in Attachment 2. The Engineering Department conducted a technical and commercial review of the bids received and determined that the low bidder, D. R. Lemings Construction, is the lowest responsible bidder for the amount of $282,180. The funds required to complete this project as shown in Attachment 3, are $396,000. The total Phase 8 project is anticipated to cost $421,180. hDesign \Position Papers\ 2003 \5638\Award constr contract- DB.doc Page 1 of 5 5/7/03 POSITION PAPER Board Meeting Date: May 23, 2002 Subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT D. R. LEMINGS CONSTRUCTION FOR THE ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 9, DISTRICT PROJECT NO. 5638 Construction of the improvements to the Rossmoor sewers is included in the Fiscal Year 2002- 2003 Capital Improvement Budget on pages CS -23 through CS -24. Staff has conducted a cash flow analysis of the Sewer Construction Fund and concluded that adequate funds are available for this project. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15301, since it involves only minor alterations and repairs of existing facilities with no expansion of capacity. Authorization of the construction contract for this project will establish the Board of Directors' independent finding that the project is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize award of a construction contract in the amount of $282,180 for the construction of the Rossmoor Sewer Improvements Project, Phase 8, DP 5638, to D. R. Lemings Construction, the lowest responsive and responsible bidder. hDesign \Position Papers \2003 \5638 \Award constr contract- DB.doc Page 2 of 5 5/7/03 Central Contra Costa Attachment Sanitary District ROSSMOOR SEWER IMPROVEMENT PROJECT 1 � PHASE 8 Page 3 of 5 ATTACHMENT 2 Central Contra Costa Sanitary District SUMMARY OF BIDS PROJECT NO. 5502 ROSSMOOR SEWER IMPROVEMENTS, PHASE 8 DATE May 6, 2003 LOCATION Walnut Creek, California ENGR. EST. $ 320,000 BIDDER (Name, Telephone & Address) BID PRICE 1 D. R. Lemings Construction, Inc. $282,180 1460 Washington Street, #C3 Concord, CA 94521 2 Nova Engineering $286,950 5831 Huntington Avenue Richmond, CA 94804 3 Ranger Pipelines, Inc. $299,625 1296 Armstrong Avenue San Francisco, CA 94124 4 W. R. Forde Associates $316,790 984 Hensley Street Richmond, CA 94801 5 6 7 8 9 BIDS OPENED BY Joyce E. Murphy DATE May 7, 2002 SHEET NO 1 OF 1 I: \Design \Position Papers \2003 \5638 \Award constr contract- DB.doc Page 4 of 5 5/9/03 ATTACHMENT ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 8 DISTRICT PROJECT NO. 5638 POST BID /PRE- CONSTRUCTION ESTIMATE % OF ESTIMATED ITEM DESCRIPTION TOTAL CONSTRUCTION 1. Construction Contract $282,180 2. Contingency at 15% $ 41,820 CONSTRUCTION TOTAL $ 324,020 100.0 3. Construction Management • District Forces Construction Management $ 8,000 Contract Administration /Inspection /Easements 45,000 Easement Preparation 9,000 Design 2,000 SUBTOTAL CONSTRUCTION MANAGEMENT $ 64,000 4. Consultant/Professional Services Material Testing $ 2,000 Arborist 11000 SUBTOTAL CONSULTANT /PROFESSIONAL SERVICES $ 3,000 5. Engineering and Other Services During Construction • District Forces Record Drawings $ 2,000 Community Relations 3,000 Surveying 2,000 Collection System Operations 4,000 Miscellaneous /Permits 1,000 Easement Preparation 2,000 SUBTOTAL CONSTRUCTION ENGINEERING $ 14,000 CONSTRUCTION MANAGEMENT AND ENGINEERING TOTAL (ITEMS 3,4 & 5): $ 81,000 6. Pre -Bid Expenditures (Planning and Design) $ 16,000 7. Total Project Cost $421,000 8. Funds Allocated to Date $ 25,000 9. Allocation Required to Complete Project $396,000 20.0 0.1 5.0 25.0 5.0 130.0 I: \Design \Position Papers \2003 \5638 \Award constr contract- DB.doc Page 5 of 5 5/9/03 a 0 W CL � 0 0 0 0 0 a E E E E CL CL i i° L,o E �� �y co aE J Q .� L — = E .. L 0 0 LM CL ♦..r Q. = r d± a :D U) a) 1 CL w w U) Z w CL x w J W H LO O O Q. E 0 _ 0 v o� QE to 0 • L � L CD v O 0 � V L .0 L _ 042 E .L O E L LM 0 cn U. Central Contra Costa Sang- -try District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 22, 2003 No.: 11.a. BUDGET AND FINANCE Type of Action: BUDGET REVIEW subject: RECEIVE THE 2003 -2004 OPERATIONS AND MAINTENANCE BUDGET Submitted By: Initiating Dept./Div.: Debbie Ratcliff, Controller Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Ratcli . u aves harles eneral Manager ISSUE: The 2003 -2004 Operations & Maintenance (O &M) Budget is being submitted for review at the May 22, 2003 Board Meeting, and is scheduled for approval at the June 5, 2003 Board Meeting. RECOMMENDATION: Review the 2003 -2004 O &M Budget and provide District staff with comments and guidance leading to the approval of the Budget at the June 5, 2003 Board Meeting. FINANCIAL IMPACTS: The 2003 -2004 O &M Budget is based on a $24 rate increase in the Sewer Service Charge (SSC) allocating $11 to O &M and $13 to the Sewer Construction Fund (Capital). This increase in the SSC of $24 results in increased revenues of approximately $3.7 million; of which approximately $1.7 million is allocated to O &M revenue. Also included in the 2003 -2004 O &M Budget is the assumption that no Ad Valorem tax revenue will be received next year. To help offset this reduction in revenue, staff has critically looked at the expense side of the 2003 -2004 O &M Budget and made approximately $1 million in reductions. Amounts stated in this document are projections but are not rounded in many cases so they will tie to the attachments. ALTERNATIVES /CONSIDERATIONS: On June 7, 2001, The Board of Directors adopted an Ordinance implementing a $24 rate increase to the SSC for fiscal years 2001/2002, 2002/2003, and 2003/2004. At that time the Board directed staff to evaluate the need for the rate increase and review staff's findings prior to implementation in each subsequent fiscal year. Staff has developed a ten -year financial plan for forecasting revenues, expenses and fund balance. The model assists the Board and staff in addressing the required SSC for future fiscal years. Staff made a presentation of findings at the January 30, 2003 Board Workshop recommending the $24 rate increase. Page 1 of 5 S:\ADMI N\ POSPAPER \O &Mbudgetpositionpaper03 -04. doc POSITION PAPER Board Meeting Date: May 22, 2003 subject. RECEIVE THE 2003 -2004 OPERATIONS AND MAINTENANCE BUDGET BACKGROUND: This position paper focuses on variances between projected 2002- 2003 and the proposed 2003 -2004 budget; however, significant variances based on the 2002 -2003 budget compared to the 2003 -2004 budget are also noted in the position paper. Attachment I summarizes the O &M revenues, expenses, and reserve balances for the seven fiscal years 1997 -1998 through 2003 -2004, and the related SSC rate and SSC equivalent units for each fiscal year (five years of actual plus 2002 -2003 projected and 2003 -2004 proposed budget numbers). The Public Hearing to receive public comment on the 2003 -2004 O &M Budget is scheduled for June 5, 2003. Revenue: The attached draft budget includes a budget assumption increasing the SSC from $248 to $272, allocating an $11 increase to O &M and a $13 increase to the Sewer Constriction Fund. The O &M SSC rate used is $218 and the Capital component is $54. Total District O &M revenue for fiscal year 2002 -2003 is projected to be $41,681,187 compared to the 2003 -2004 budget of $42,985,600 resulting in an increase of $1,304,413 or 3.13 %. This increase is mainly due to an increase in SSC revenues from the proposed $24 rate increase allocating $11 to O &M and increased City of Concord Revenue for shared facilities. This increase is offset by the assumed loss in Ad Valorem tax. District Expense: Total District expenses are projected to be $40,023,961 in fiscal year 2002 -2003 as compared to a budget of $44,033,397 in 2003 -2004. This reflects a $4,009,436 or 10.02% increase in expenses. The Salary & Benefit expense projections reflect the majority of the increase with a $3.5 million increase based on increased wages and benefit costs. Budgeted O &M expense for the fiscal year 2003 -2004 is $2,611,831 higher than budgeted 2002 -2003, the variance also mainly being in salaries, wages and benefits. Salaries: District O &M salaries are projected to be $16,880,033 in 2002 -2003 as compared to a budget of $18,392,520 in 2003 -2004 resulting in an increase of $1,512,487 or 8.96 %. This increase is mainly due to a budgeted general salary increase District -wide and step (merit) increases for newer District employees within their salary ranges (in excess of 35% of the workforce). Benefits: District 0 &M benefits for the fiscal year 2002 -2003 are projected to be $9,623,000 as compared to a budget of $12,243,107 in 2003 -2004 resulting in an increase of $2,620,107 or 27.23 %. The major factors contributing to this increase are: Page 2 of 5 S: WDMIN\ POSPAPER\ O&Mbudgetpositionpaper03- 04.doc POSITION PAPER Board Meeting Date: May 22, 2003 subject RECEIVE THE 2003 -2004 OPERATIONS AND MAINTENANCE BUDGET • Projected retirement contribution rate increases of 7.57% of salary for the COLA piece of the rate formerly subsidized by the County Retirement Association's excess reserves, and a 2% rate increase assumption to the regular rate result in an $1.4 million increase. The COLA piece of this benefit was paid for the last half of fiscal year 2002 -2003, but will be paid for the entire year in 2003 -2004. Projected medical & health increase of $878,437. This includes a retiree coverage increase of $425,000 or 8.64 %, which is in addition to medical coverage for new employees. A Kaiser rate increase of 28.6 %, HealthNet HMO rate increase of 20.6 %, and HealthNet PPO increase of 21.0% increased the cost of coverage for existing employees by approximately $453,000. • Dental Coverage has a rate increase of 10% equating to $81,849. The retiree portion of this increase was $56,000. A 20% increase in the cost of Workers' Compensation is anticipated for 2003- 2004 amounting to $148,292. • All other benefits increased by $97,421. Many of these benefits are salary driven; that is, the cost of the benefit will increase as salary expense increases. Our Long -Term Disability Insurance remained at the current rate. Capitalized Administrative Overhead: Capitalized Administrative Overhead, which is charged to Capital Projects and is credited to O &M expense, is projected to be <$1,342,644> in 2002 -2003 as compared to a 2003 -2004 budget of <$1,968,329> for an additional savings of $625,685 to O &M. The main reason for this increase is due to Administrative overhead being increased by 28.4% due to current review of the methodology used in calculating this charge. This proposed increase was presented to the Board at the May 8, 2003, Board Meeting. Approval of the 2003 -2004 O &M Budget will include approval of the increased Administrative Overhead percentage. Chemicals: Chemicals are projected to cost $951,000 in 2002 -2003 compared to a 2003 -2004 budget of $1,112,000 for an increase of $161,000 or 16.93 %. This is mainly due to anticipating two major projects that may disrupt the treatment plant process, which will result in more polymer use. Repairs & Maintenance: Repairs and Maintenance costs are projected to be $2,955,896 in 2002 -2003 compared to a budget of $2,694,972 in 2003 -2004, for a favorable variance of $260,924 or 8.83 %. This is mainly a result of major work being completed this year on the clarifiers, offset by more crown spraying and root control. Page 3 of 5 S: WDMIN\ POSPAPER\ O &Mbudgetpositionpaper03- 04.doc POSITION PAPER Board Meeting Date: May 22, 2003 subject. RECEIVE THE 2003 -2004 OPERATIONS AND MAINTENANCE BUDGET Hauling & Disposal: Hauling & Disposal costs are projected to be $1,061,460 in 2002- 2003 compared to $1,098,060 in 2003 -2004 resulting in an unfavorable variance of $36,600 or 3.45 %. This is due to higher HOB janitorial costs offset by lower HHW costs due to re- bidding of the Phillips contract. Utilities: Utility costs are projected to be $3,600,600 compared to a 2003 -2004 budget of $3,809,000, increasing by $209,200 or 5.81 %. This is mainly due to price increases for natural gas. Outside Services: Outside Services are projected to cost $1,951,309 compared to a 2003 -2004 budget of 2,135,699 increasing by $184,390 or 9.45 %. This is mainly due to lower expenses in 2002 -2003 which are not budgeted to continue into 2003 -2004; not utilizing a safety consultant and less recruitment expense. Materials & Supplies: Materials & Supplies are projected to cost $1,448,778 compared to a 2003 -2004 budget of 1,627,865 for an increase of $179,087 or 12.36 %. This is mainly due to anticipated purchases of UV ballasts and bulbs, and additional sewer cleaning. All Other: All other expenses combined decreased slightly in the amount of $6,826 from projected 2002 -2003 to the 2003 -2004 budget. Any revisions to the 2003 -2004 O &M Budget determined at the May 22, 2003 Board meeting will be incorporated in the Budget submitted for approval at the June 5, 2003 Board Meeting, at which the following actions are scheduled: Conduct a public hearing to receive comment on the 2003 -2004 O &M Budget and Self- Insurance Fund Budget. Conduct a public hearing for the collection of the 2003 -2004 Sewer Service Charge on the County Tax Rolls. • Approve the 2003 -2004 O &M Budget, incorporating the established Sewer Service Charge rate and the increased Administrative Overhead percentage. RECOMMENDED BOARD ACTION: Review the 2003 -2004 O &M Budget and provide District staff with comments and guidance leading to the approval of the Budget at the June 5, 2003 Board Meeting. 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X .S a) o Co Co .r- r- �_ W m c�� () Co a) a) a) U U U C 2 y U a) N Z Q m E `- N " S " CD cn cn � a) C M a) Cn Cn U) Z O&M REVENUES, EXPENSES, AND RESERVES FISCAL YEAR 2001 -2002 THROUGH 2003 -2004 (000 Omitted) Revenues: Sewer Service Charge City of Concord Other Total Revenues Expenses: Total Net Expenses Fund Balance - Beginning Of Year Revenues Over Expenses Fund Balance - End Of Year Sewer Service Charge Rate (O &M Portion Only) Total Sewer Service Charge Sewer Service Equivalent S:\ADMIN\RATCLIFF\Budget.Overheads.2003.doc 2001 -2002 Current 2003 -2004 Actual Projected Budget 2002 -2003 $31,227 $31,982 $33,663 5,897 6,400 7,100 3,270 3,299 2,223 40,394 41,681 42,986 37,594 40,024 44,033 3,372 6,172 7,829 2,800 1,657 (1,047) 6,172 7,829 6,782 $204 $207 $218 $224 $248 $272 154,418 OPERATING AND MAINTENANCE 2002 -2003 BUDGET COMPARED TO 2003 -2004 BUDGET (000 Omitted) Revenues Expenses Revenues Over Expenses Fund Balance 06/30/03 S:\ADMIN\RATCLIFF\Budget.Overheods.2003.doc 2002 -2003 2003 -2004 Budget Budget Increase $41,761 $42,986 2.9% 41,422 44,033 6.30 339 1 047 $6,782 KEY LABOR COSTS (000 Omitted) S:\ADMIN\RATCLIFF\Budget.Overheods.2003.doc 2002 -2003 2003 -2004 Increase Budget Budget (Decrease) Salaries 8 Wages $18,050 $18,392 $342 Retirement 3,999 5,519 1,520 Medical Insurance 2,832 3,563 731 Dental Insurance 598 664 66 Workers Compensation 319 528 209 Vacancy Factor (183) 0 183 Capitalized Adm. (1,373) (1,968) (595) Overhead All Other 1,955 1,969 14 Total labor Costs 26 197 28 667 2 47 S:\ADMIN\RATCLIFF\Budget.Overheods.2003.doc KEY INCREASES 2002 -2003 BUDGET TO 2003 -2004 BUDGET S:\ADMIN\RATCLIFF\Budget.Overheods.2003.doc Dollar Increase (Decrease) Increase 2002 -2003 Budget $41,421,566 Salaries 342,931 1.9 Benefits 2,127,562 26.1 Chemicals (6,000) (.5) Utilities (2,996) 0) Repairs & Maintenance 4,185 .2 Hauling & Disposal (92,400) (7.8) Outside Services 110,567 5.5 Self Insurance 0 0 Materials & Supplies 172,795 11.9 All Other (44,813) (1.7) 2003 -2004 Budget $44,033,397 6.3 S:\ADMIN\RATCLIFF\Budget.Overheods.2003.doc C 3 to r rn 11 H rn 'D rn rn z O z O 0 O -P n n r v 0 c� rn X rn C rn m N O 0 firw N n m C- a► 3 C-D 3 � ® ?4 v m Q m -� `° o < =3 cn -� 0 cQ E' cn 3 �- ru 3 o co cu 3 c 3 m V W � � I-j -U!lr p W i o c O C G Q CD Q o G7 °o �J O v .. C) 0 O 0 -P. 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