HomeMy WebLinkAbout8/21/2003 AGENDA BACKUPCentral Contra Costa Sart try District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 21, 2003 No.: 3.a. CONSENT CALENDAR
Type of Action: ACCEPT PETITIONS FOR FUTURE ANNEXATION
subject: AUTHORIZATION FOR P.A. 03 -03 (ALAMO); P.A. 03 -04 (MARTINEZ); P.A.
03 -05 (ALAMO), P.A. 03 -06 (ALAMO) TO BE INCLUDED IN A FUTURE FORMAL
ANNEXATION TO THE DISTRICT
Submitted By: Initiating DeptdDiv.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
'4/X4_._ D' VIP �'V�'
M. Mullin irJ. Miyamoto -Mills C. Swanson
K-1 Am
General Manager
ISSUE: Board action is required on the following listed properties to initiate the
annexation process.
RECOMMENDATION: Authorize Proposed Annexations 03 -03, 03 -04, 03 -05, 03 -06 to
be included in future formal annexations.
FINANCIAL IMPACTS: None related to this action.
ALTERNATIVES /CONSIDERATIONS: Not applicable.
BACKGROUND: The owners of the properties listed in Attachment 1 have petitioned
for their properties to be annexed to the District, have abandoned their existing septic
systems and connected to public sewer. The Board makes a preliminary and final
approval of annexations. The preliminary annexation review and approval step creates
a proposed annexation map, and allows Board review of any staff proposals for
inclusion of adjacent parcels. Subsequent to proposed annexation approval and
comments from the Board, the proposed annexations are arranged by area in small
groups. Legal descriptions and plats are then created and submitted to the CCCSD
Board of Directors and the Contra Costa County Local Agency Formation Commission
(LAFCO) for final approval and implementation.
RECOMMENDED BOARD ACTION: Authorize Proposed Annexations 03 -03, 03 -04,
03 -05, 03 -06 to be included in future formal annexations.
U: \Position Papers \Mullin\Annexations8- 03.doc 8/12/03 9:46 AM Page 1 of 6
ATTACHMENT
PROPOSED ANNEXATIONS
'PA
Location
Owners Address-and
Remarks
Lead
No.
Assessor's Parcel
Agency
Number
03 -03
Alamo
Gerald R. Welch
Both existing houses
CCCSD
(78D3)
1420 Finley Lane
recently connected to
Alamo, CA 94507
the public sewer
system. Project is
(0.46 Ac.)
exempt from CEQA.
Matthew W. & Michele
L. General & Sandra
Goodrich
1411 Finley Lane
Alamo, CA 94507
(0.50 Ac.)
03 -04
Martinez
Lloyd & Jane Carone
Existing house
CCCSD
(44134)
2477 Reliez Valley Road
recently connected to
Martinez, CA 94553
the public sewer
system. Project is
(2.08 Ac.)
exempt from CEQA.
03 -05
Alamo
Lee B. & Robin T. Eisan
Existing house
CCCSD
(77E5)
150 South Avenue
recently connected to
Alamo, CA 94507
the public sewer
system. Project is
(0.48 Ac.)
exempt from CEQA.
03 -06
Alamo
Francisco & Emily
Existing house
CCCSD
(77E5)
Cabrita, Tre
recently connected to
2378 Saddleback Drive
the public sewer
Danville, CA 94506
system. Project is
exempt from CEQA.
(0.49 Ac.)
WPosition Papers \Mullin\Annexations8- 03.doc 8/12/03 9:46 AM Page 2 of 6
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Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 21, 2003 No.: 3.b. CONSENT CALENDAR
Type of Action: ACCEPT CONTRACT WORK
Subject: ACCEPT THE CONTRACT WORK FOR THE ROSSMOOR SEWER
IMPROVEMENTS PROJECT, PHASE 8, DISTRICT PROJECT 5638, AND
AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION
Submitted By: Initiating Dept. /Div.:
David Baldi, Sr. Engineering Assistant Engineering /Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
D. Baldi ilecki . Br nan A. Farrell arles Batts
General Mana r
ISSUE: Construction has been completed on the Rossmoor Sewer Improvements Project,
Phase 8, District Project 5638, and the work is now ready for acceptance.
RECOMMENDATION: Accept the contract work for the Rossmoor Sewer Improvements
Project, Phase 8, District Project 5638, 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 3093.
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 terms of this agreement, new manholes, rodding inlets, and necessary
repairs were made to the existing private sewers so they could be accepted by the
District. Thus far, seven phases of construction have been completed from 1995 through
2002.
The eighth phase of construction consisted of the installation of 570 feet of 6 -inch sewer
pipe, 290 feet of 8 -inch sewer pipe, 24 manholes, 3 cleanouts, and 1 rodding inlet in
various areas of Rossmoor. On May 22, 2003, the Board of Directors authorized the
Award of Contract for construction of the project to D. R. Lemings Construction. The
Notice to Proceed was issued on June 4, 2003. The work was substantially completed
on July 30, 2003. There were no change orders issued with this project. The remaining
items of work consist of minor punchlist items, which do not affect the project
acceptance.
8/12/03
cPD -GL- Page 1 of 3
POSITION PAPER
Board Meeting Date: August 21, 2003
Subject: ACCEPT THE CONTRACT WORK FOR THE ROSSMOOR SEWER
IMPROVEMENTS PROJECT, PHASE 8, DISTRICT PROJECT 5638, AND
AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION
The total authorized budget for the project is $421,000. The budget includes the cost of
engineering design, District forces, testing services, geotechnical services, contractor
services, etc. An accounting of the project costs will be provided to the Board at the time
of project closeout. It is appropriate to accept the contract work at this time.
RECOMMENDED BOARD ACTION: Accept the contract work for the Rossmoor Sewer
Improvements Project, Phase 8, and authorize the filing of the Notice of Completion.
8/12/03
CPS -GL- Page 2 of 3
Y Central Contra Costa Attachment
Sanitary District ROSSMOOR
SEWER IMPROVEMENT PROJECT
o ' �
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PHASE 8
age
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 21, 2003 No.: 3.c. CONSENT CALENDAR
Type of Action: INFORMATIONAL
Subject: ADVISE THE BOARD OF DIRECTORS OF THE CLOSEOUT OF THE
DEWATERING MODIFICATIONS AND UPGRADE PROJECT,
DISTRICT PROJECT NO. 6151.
Submitted By: Douglas J. Craig, Initiating Dept. /Div.:
Plant Operations Operations / Plant Operations
Division Manager
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
D raig J. elly ha es W. a is
General Manag
ISSUE: Modifications and upgrades have been completed on the District's four
Alfa -Laval Separation, Inc. centrifuges, Dewatering Modifications and Upgrade Project,
District Project 6151, and this project can now be closed.
RECOMMENDATION: Close out the project.
FINANCIAL IMPACTS: The closeout will result in approximately $36,000 being returned
to the Treatment Plant program.
ALTERNATIVES /CONSIDERATIONS: Not applicable.
BACKGROUND: On May 18, 2000, the Board of Directors adopted a resolution
approving the Dewatering Modifications and Upgrade Project for the District's four
Alfa -Laval centrifuges and authorized the General Manager to execute sole- source
contracts for various portions of the project with Alfa -Laval Separation, Inc., the
manufacturer of the District's centrifuges.
After 12 years of operation, one of the four centrifuges failed and required significant
reconditioning. Because of the long lead -time for repairs and the condition of the
remaining three centrifuges, it was recommended that all four centrifuges be
reconditioned and upgraded to include recent improvements in control technology.
Reconditioning of the centrifuges was completed in Houston, Texas. After the
centrifuges were reconditioned, new direct - current, back -drive controllers were installed
on -site along with other control system improvements.
The project also included the purchase of a complete spare rotating assembly, one spare
main -drive motor, one spare back -drive motor, and new centrifuge covers.
S:\ Correspondence \POSPAPR \2003 \DP6151.doc Page 1 of 3
POSITION PAPER
Board Meeting Date: August 21, 2003
Subject: ADVISE THE BOARD OF DIRECTORS OF THE CLOSEOUT OF THE
DEWATERING MODIFICATIONS AND UPGRADE PROJECT, DISTRICT
PROJECT NO. 6151.
It is appropriate to accept the contract work at this time. The total authorized budget for
this project is $1,299,000. An accounting of this project is shown in Attachment 1.
RECOMMENDED BOARD ACTION: This item is presented to the Board of Directors for
information. No action is necessary.
Page 2 of 3
S:\Correspondence\POSPAPR\2003\DP615l.doc
Dewatering Modifications and Upgrade Project
District Project No. 6151
ATTACHMENT
ACTIVITY
COST
ALFA -LAVAL SEPARATION, INC.
• Upgrade and Reconditioning
(4 units)
$
424,000
• Electrical Equipment and Start-up
Services
$
160,000
• Spare Rotating Assembly
$
470,000
• Centrifuge Covers
$
151,000
CALIFORNIA ELECTRIC
• Spare Backdrive and Main Drive
Motors
$
33,000
MISCELLANEOUS
• District Labor, Equipment, and
Minor Parts
$
25,000
TOTAL PROJECT EXPENDITURES
$1,263,000
TOTAL AUTHORIZED
$1,299,000
TOTAL RETURN TO TREATMENT
PLANT PROGRAM
$
36,000
S:\ Correspondence \POSPAPR\2003 \6151 Close Out Attach 1.doc Page 3 of 3
Central Contra Costa SanlLary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 21, 2003 No.: 3.d. CONSENT CALENDAR
Type of Action: CONFIRM PUBLICATION
subject: ADOPT A RESOLUTION CONFIRMING PUBLICATION OF DISTRICT
ORDINANCE NO. 226 — AN ORDINANCE TO AMEND DISTRICT CODE CHAPTER
9.08 TO CLARIFY RESPONSIBILITIES FOR INSTALLATION AND MAINTENANCE
OF BACKWATER OVERFLOW PREVENTION DEVICES
Submitted By:
Joyce E. Murphy
Secretary of the District
Initiating Dept. /Div.:
Administrative Department
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
xu-4-4141441
. urphy
General Manager
ISSUE: Section 6490 of the Health and Safety Code of the State of California provides
that District ordinances shall be published once in a newspaper of general circulation
within the District, and provides that an Order of the Board of Directors of the District to
the effect that the ordinance has been published shall constitute conclusive evidence
that publication has been properly made.
RECOMMENDATION: Adopt a resolution confirming the publication of District
Ordinance No. 226.
FINANCIAL IMPACTS: None related to this issue.
ALTERNATIVES /CONSIDERATIONS: Establishes presumption that the ordinance
was correctly published and therefore would be deemed procedurally valid by a court.
BACKGROUND: District Ordinance No. 226 which was adopted by the Board at the
meeting of July 17, 2003, and which amends District Code Chapter 9.08 to clarify
responsibilities for installation and maintenance of Backwater Overflow Prevention
Devices, was published in the Contra Costa Times on July 23, 2003. Proof of
publication is attached.
RECOMMENDED BOARD ACTION: Adopt a resolution confirming the publication of
District Ordinance No. 226.
Page 1 of 3
S:\ADMIN\MURPHY\Resolutions \POSITION PAPER.CONFIRM.PUB.doc
PROOF OF PUBLICATION
(2015.5 C.C.P.)
STATE OF CALIFORNIA
County of Contra Costa
I am a citizen of the United States and a resident of the
County aforesaid; I am over the age of eighteen years,
and not a party to or interested in the above - entitled
matter.
I am the Principal Legal Clerk of the Contra Costa Times,
a newspaper of general circulation, printed and published
at 2640 Shadelands Drive in the City of Walnut Creek,
County of Contra Costa, 94598.
And which newspaper has been adjudged a newspaper of
general circulation by the Superior Court of the County of
Contra Costa, State of California, under the date of
October 22, 1934. Case Number 19764.
The notice, of which the annexed is a printed copy (set in
type not smaller than nonpareil), has been published in
each regular and entire issue of said newspaper and not
in any supplement thereof on the following dates, to -wit:
July 23
all in the year of 2003
+ certify (or declare) under penalty of perjury that the
foregoing is true and correct.
Executed at
Contra Costa Times
P O Box 4147
Walnut Creek, CA 94596
(925) 935 -2525
SUMMARY OF
ORDINANCE NM 226
AN ORDINANCE TO AMEND
CENTRAL CONTRA COSTA
SANITARY DISTRICTS DIS-
TRICT CODE CHAPTER 9.08
TO CLARIFY RESPONSIBILP
TIES FOR INSTALLATION
AND MAINTENANCE OF
BACKWATER OVERFLOW
PREVENTION DEVICES
The amendment specifies
that property owners are
responsible to Install and
maintain backwater over-
flow prevention devices.
Specifically, property own-
ers are responsible fo:
- Install and maintain
backwater overflow pre-
vention devices on all side
sewers connected to Dis-
trict public sewers, unless
the District grants an
exception;
Confirm that existing
backwater overflow pre-
vention devices are Instal-
led at an elevation that
rotects their property
m damage;
Adjust the elevation of
existing. backwater over-
t., when Im-
provements on the proper-
ty result in the device be-
ing at an improper
elevation;
........................ Properly Install a back-
water overflow preven-
tion device when maid
�wnnecrlon w 0
t's s
Districewer system;
- Pro perty install a back-
water overflow preven-
tion device when a repair
Is made to a side sewer
that lacks a device;
Proof of Publication of:
(attached is a copy of the legal advertisement that
published)
Property owners who fail
to compv with the provi-
sions of these District
Code amendments are lia-
ble for all damage that re-
sults from missing or
ter im-
9 perly Installed backwa-
overflow prevention
devices.
A process for property
owners to request excep-
tion from the require-
ments Is provided in the
Code amendment Any-
one granted an exception
assumes the risk for prop-
erty damage from a sewer
age overflow event The
exception will be record-
ed the prroperty. deed for
The amendment to the Dis-
trict Code is effective Au-
gust 1, 2003.
Ordinance No. 226 amend-
ing the District Code was
V1 17, 2003 byd� Board of
Directors of the Central
Contra Costa Sanitary
District
A complete copy of the
adopted Dlstrpct Code
amendment is available
for review at the District
offices at 5019 Imhoff
Place, Martinez, Califor-
nia.
Joyce E. Murphy
Secretary
Central Contra Costa
Legal July 23, 2003
Page 2 of 3
RESOLUTION NO. 2003-
RESOLUTION CONFIRMING PUBLICATION OF DISTRICT ORDINANCE NO. 226
AN ORDINANCE TO AMEND DISTRICT CODE CHAPTER 9.08
TO CLARIFY RESPONSIBILITIES FOR INSTALLATION AND MAINTENANCE
OF BACKWATER OVERFLOW PREVENTION DEVICES
WHEREAS, Section 6490 of the Health and Safety Code of the State of
California provides that District ordinances shall be published once in a newspaper of
general circulation within the District, and provides that an Order of the Board of
Directors of the District to the effect that the Ordinance has been published shall
constitute conclusive evidence that publication has been properly made.
NOW, THEREFORE, be it resolved by the Board of Directors of the Central
Contra Costa Sanitary District as follows:
THAT District Ordinance No. 226 which was adopted on July 17, 2003, and
which amends District Code Chapter 9.08 to clarify responsibilities for installation and
maintenance of Backwater Overflow Prevention Devices, has been properly published
once since its adoption in a newspaper of general circulation within Contra Costa
County.
PASSED AND ADOPTED by the Central Contra Costa Sanitary District Board of
Directors this 21St day of August, 2003 by the following vote:
AYES: Members:
NOES: Members:
ABSENT: Members:
COUNTERSIGNED:
Secretary of the Central Contra Costa
Sanitary District, County of Contra
Costa, State of California
Approved as to Form:
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
Kenton L. Alm
District Counsel
Page 3 of 3
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Central Contra Costa Sank.ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 21, 2003 No.: 6.a. ADM I N I STRAT I V E
Type of Action: BUDGET & FINANCE
Subject: AUTHORIZE FINAL SETTLEMENT PAYMENT TO THE CONTRA COSTA
COUNTY EMPLOYEES' RETIREMENT ASSOCIATION FOR THE LIABILITY
GENERATED AS A RESULT OF THE PAULSON LAWSUIT
Submitted By:
Debbie Ratcliff, Controller
Initiating Dept /Div.:
Administrative /Finance & Accounting
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
2 �2
D. ;% .: raves
General
ISSUE: Board authorization is requested for the final payment of $1,606,116 to the Contra
Costa County Employees' Retirement Association ( CCCERA). This obligation was
generated from the settlement agreement of the Paulson lawsuit and represents the final
calculation of the liability.
RECOMMENDATION: Staff recommends that the Board authorize final payment of
$1,606,116 for the liability associated with the settlement agreement of the Paulson lawsuit.
FINANCIAL IMPACTS: This action will result in a reduction of the reserve balance in the
Running Expense Fund in 2003 -2004 fiscal year. The full and final payment relieves the
District of its liability resulting from the lawsuit.
ALTERNATIVES /CONSIDERATIONS: The Board could choose to pay the liability over the
next twenty years at an interest rate of eight percent annually or obtain Pension Obligation
Bonds at an approximate interest rate of six percent.
BACKGROUND: On July 2, 1996, several retirees filed a class action suit (Paulson
litigation) against the Contra Costa County Employees' Retirement Association ( CCCERA).
On May 27, 1997, CCCERA cross - claimed against the District and other member agencies.
The Paulson litigation asked for uniform treatment of pay differentials for determining an
employee's "final compensation" across all participating agencies. At the time the lawsuit
was filed, each participating agency defined elements of compensation as they chose.
Pensions are calculated as a percentage of a retiree's final compensation, thus, the lawsuit
was asking for a uniform definition of final compensation.
While the Paulson litigation was heating up, three retirees and an employee association
brought suit against Ventura County and its Retirement Board to have certain additional pay
differentials considered a part of compensation for purposes of calculating retiree pensions.
The Supreme Court ruled on August 14, 1997, that "compensation" included all earnings
paid to an employee in cash, except overtime.
SAADMIMPOSPAPEMCCCERA final settlement payment.DOC Page 1 of 2
POSITION PAPER
Board Meeting Date: August 21, 2003
Subject AUTHORIZE FINAL SETTLEMENT PAYMENT TO THE CONTRA COSTA
COUNTY EMPLOYEES' RETIREMENT ASSOCIATION FOR THE LIABILITY
GENERATED AS A RESULT OF THE PAULSON LAWSUIT.
One month after the Ventura County decision, several retirees filed yet another class action
suit against CCCERA demanding that their pensions be calculated in accordance with the
Ventura County decision.
During the year ended December 31, 1999, Contra Costa County Employees' Retirement
Association ( CCCERA) settled its litigation related to the Paulson lawsuit. On October 14,
1999 the court approved the settlement agreement which all parties had signed, including
the District. As part of the settlement agreement, $90 million of excess earnings had been
set aside by the CCCERA Board to cover part of the anticipated liability. No additional
contributions to fund the benefit increases were required until all claims were processed and
the real cost of the increased benefits was known. Also, as part of the settlement
agreement, CCCERA would provide increased benefits for qualifying retirees who retired on
or before September 30, 1997. Retiree's pensions would be recalculated to add the
differentials includable under the Ventura County decision to receive three years worth of
payments of retroactive pension increases, dating back from September 1, 1997 to
September 1, 1994.
The CCCERA staff recently completed the calculation of the benefit payments to the
retiree's and the actuary has finalized the cost for each employer. As of January 1, 2003,
the total Paulson Settlement liability totaled $149.3 million and is offset by the $90 million,
plus interest, previously set aside. A balance of $34.2 million is now owed to CCCERA from
employers. The District's share is calculated to be $1,606,116.
The District has three options. A full payment can be made for the above amount and
thereby end the District's liability for this litigation. The second option is to pay the amount
over the next years, not to exceed twenty years, at an 8% annual interest rate. Paying the
liability over twenty years would add an additional $1,359,814 in interest. The third option is
to add the balance to the District's total Unfunded Actuarial Accrued Liability (UAAL),
currently $21 million but estimated as high as $56 million, and obtain Pension Obligation
Bonds at an approximate 6% interest expense. Options 2 and 3 are the more costly to the
District. If the District Board decides to pay the amount with installment payments, a
separate contract with CCCERA will be required. The liability is related to retirees and is
therefore NOT impacted by the District's recent benefit improvement to 2% @ 55. Staff is
recommending full payment of the $1,606,116. The payment will impact the 2003 -2004
expenses and ultimately will reduce the Running Expense Fund's balance. In other words,
the expense will come from the fund balance.
RECOMMENDED BOARD ACTION: Staff recommends that the Board authorize full and
final payment of $1,606,116 for the liability associated with the settlement agreement of the
Paulson lawsuit.
SAADMIMPOSPAPEMCCCERA final settlement payment.DOC Page 2 of 2
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Central Contra Costa SanlLary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 21, 2003 No.: 7.a. ENGINEERING
Type of Action: AUTHORIZE CHANGE ORDER
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION
CONTRACT CHANGE ORDER ON THE OUTFALL IMPROVEMENTS PROJECT,
PHASE 5 (DP 7197)
Submitted By: Initiating Dept./Div.:
Alex Rozul, Associate Engineer Engineering /Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
A.O'ozul E Than ennan A.Parr'eif
General
ISSUE: Authorization by the Board of Directors is required for the General Manager to
execute a construction contract change order in an amount greater than $50,000.
RECOMMENDATION: Authorize the General Manager to execute a change order in
an amount up to $250,000.
FINANCIAL IMPACTS: The cost for installing the additional seals (175) will be partially
offset by savings in a contract bid item for ground water control resulting in an
estimated net increase of $77,000 to the contract amount. Currently there is adequate
funding within the project budget.
ALTERNATIVES /CONSIDERATIONS: Do not approve the change order.
Approximately 175 joints that failed the pressure test will not be sealed resulting in an
outfall pipe that leaks. The Regional Water Quality Control Board may consider a
leaking outfall pipe as a violation of the District's NPDES permit.
BACKGROUND: The Outfall Improvements Project, Phase 5, required pressure
testing the outfall pipe joints and sealing joints that failed the test with an internal
mechanical seal. The contract specifications stated approximately 150 pipe joints
would require sealing. Completed joint pressure tests indicate 325 joints failed the test
and require sealing. District staff is currently negotiating the costs for the additional 175
new joints seals and estimates the cost to install these additional seals will not exceed
$250,000.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a
change order in an amount not to exceed $250,000 for the installation of additional
internal mechanical seals.
L: \Position Papers \Than \7197CO - avr.doc Page 1 of 1
Near Term Budget Savings
Savings over budget based on anticipated
loss of ad valorem tax revenues
August 21, 2003
Near Term Budget Savings
® Durin December 2002 State Budget Update,
the Board expressed concern over District
finances in light of the State deficit
® Board requested staff recommendations to
control budgeted costs
*Staff instituted "Near Term Budget Response"
to reduce expenses during current fiscal year
® Board received feedback through committees
Near Term Budget Savings
®Staff projected $1 to $1.5 million from actions
Actual budget savings N $3 million
®January 7 "Financial Workshop" incorporated
$1 million saving per year in Scenario four,
based on "Near Term Budget Response"
projections
®Savings projected into budget year 2005-
2006
® Future capital budgets incorporated $14
million in deferred capital projects
Actions Near -Term
*Conditional Hiring Freeze
®Review Temporary Employees
®Reduce Non - Critical Overtime
®Review Travel and Conference
®Reduce Operating Costs
®Defer Major Maintenance
*Savings From Capital Projects
End of Budget Fiscal Year 2002 -03
*Final audited results in September
*Represents 100% of Budget year
®Accounts for all end -of -year adjustments,
late billings, etc.
®Budgets reflects projections from Board
Financial Planning and Policy Workshop
2
Conditional Hiring Freeze
®Immediate hiring freeze
®Management and Personnel Committee
to work together on critical positions
*Board concurrence needed to hire
January 9th- 17 Unfilled Positions
Savings with benefits $1 million
June 3011- 22 Unfilled Positions
Savings as of June -$1.3 million -7%
- offset by in benefits (- $60,000)
Review of Temporary and
Contract Employees
*Personnel Committee to approve any
new temporary employees
®Continue use of summer students and
co -ops
January 9t"- 7 Temporary positions, 1 Contract Employee
June 301 - 9 Temporary positions -CSO clerical, and
Buyer, Construction Inspection, Plant maintenance
Reduction in Non - Critical
Overtime
*Limit OT to critical operations and
customer service functions
*GM will report out OT to Board
Overtime report against budgeted `Overtime' line
item - Annual Budget $911,954
End of Year — Budget Actual $741k
Reduction $171,000 - 20% savings
3
Review Travel & Conferences
*Directors to oversee & reduce planned
out -of -state travel
*GM will report savings to Board
Budget report will show savings in budgeted accounts
End of Year - Budget $254,491
- Actual $163,851
Savings - $90,640 N 35% savings
Reduce Operating Costs
®Directors are re- evaluating budgeted
expenses and purchases
*Some savings can be realized (but they
are a minor part of the budget)
*GM will report savings to Board
Budget report will show savings In budgeted accounts
Review total non -labor budget - $15 million,
Out of $41million Annual Budget
End of Year - Actual $13.6m; savings $1.6 million
Defer Major Maintenance
®Operations management team to
identify & analyze possible deferrals
®Permit compliance, reliability, safety are
central issues
®GM to report savings to Board
Budget report will show savings In budgeted accounts
Budgeted accounts — $2.7 million " Repairs and
Maintenance"
Savings -$108k - Increased Maint. Projects and
Sewer Cleaning
al
Postpone Capital Projects
*Capital Program is flexible to balance cost
and workload issues
+$4 million to be deferred in current FY,
$14m in future years
+Actual $6 million in savings
*Evaluation presented at Board Financial
Planning and Policy & CIB Workshops
*Project deferrals shown at Spring CIB
workshop
Near Term Budget Savings
+Savings exceed $1+ million savings projection
over FY 2002 -03 budget
*Working to reduce future projections shown
in January Board Financial Workshop
*Staffing issues vs. savings and cost
+Capital projects will bear the largest impact in
cost reductions at the District
+Staff remains focused on "District Goals"
Future Budgeting Concerns
Revenue side
+Lost of Ad Valorem Tax revenue
+Economic recovery
Expense side
+Impact of employee benefit costs
+Future energy costs
+Regulatory impacts — O &M and capital
9
Next Steps
®Continue efforts on savings
®Incorporate savings in budget process
• 10 -year plan projections
• Include projected savings in budget
projections where possible
• Long -term goals outlined for Board in
January Financial Planning Workshop
District Goals
®Customer Service — positive feedback
*Regulatory compliance- outstanding
compliance history- water, air, programs
+Responsible rates — 50"' percentile, no
public /business concerns
®Organization- respect of peers, public,
community and regulators
Savings against budget
Questions, concerns, and comments
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EXPENSE CATEGORIES UNDER BUDGET
($000)
S:\ ADMIN\ RATCLIFF\ ExpCategoriesUnderBudgetOverhead 8- 03.doc
Variance
Labor Expense
$1,276
Chemicals
328
Utilities
298
Repairs & Maintenance
108
Hauling & Disposal
316
Outside Services
384
Other
205
TOTAL SAVINGS
2 827
S:\ ADMIN\ RATCLIFF\ ExpCategoriesUnderBudgetOverhead 8- 03.doc
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