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HomeMy WebLinkAbout11/20/2003 AGENDA BACKUPP. Central Contra Costa San —,jry District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: CONSENT CALENDAR 3.a. Type of Action: ADOPT A RESOLUTION; ACCEPT PUBLIC SEWER IMPROVEMENTS AND EASEMENTS subject: ADOPT A RESOLUTION ACCEPTING PUBLIC SEWER IMPROVEMENTS AND AN OFFER OF DEDICATION FROM SYMAT PARTNERS LIMITED FOR AN EASEMENT SHOWN ON THE RECORDED FINAL MAP OF SUBDIVISION NO. 7233 IN THE UNINCORPORATED AREA OF WALNUT CREEK (JOB 5349, PARCEL 3) Submitted By: Initiating Dept /Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: M. Mullin J. Miyamoto-Mills C. Swanson X Fai ell C es . tts, General Manage ISSUE: A resolution of the Board of Directors is required to accept public sewer improvements and offers of dedication, and to authorize staff to record documents. RECOMMENDATION: Adopt a resolution accepting public sewer improvements and an offer of dedication, and authorizing staff to record the easement acceptance with the Contra Costa County Recorder. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The Board of Directors regularly accepts easements and public sewer improvements by resolution. The recommended resolution will accept an easement shown on the recorded final map of Subdivision No. 7233 that is required for a recent public sewer extension in Sequoia Terrace in the unincorporated area of Walnut Creek (as shown on Attachment 1). The final subdivision map and public sewer improvements have been reviewed by District staff and deemed in compliance with District .standards. RECOMMENDED BOARD ACTION: Adopt a resolution accepting Job 5349, public sewer improvements, and an offer of dedication from Symat Partners Limited for an easement shown on the recorded final map of Subdivision No. 7233 in the unincorporated area of Walnut Creek (Job 5349, Parcel 3), and authorizing staff to record the easement acceptance with the Contra Costa County Recorder. U: \Position Papers \Mullin \Resol Symat Partners.doc Page 1 of 2 N �Jlkll Q' 1 Q O 0 I w I 07 I 61110111K., / 40, su, LOCATO f MORAGA 1CA ION MAP .T.S. 00 u ft �Q0PLAR DR LEGEND: 7233 —) NEW SEWE o - -e-- EXISTING SEWER a a EASEMENT AREA 120 al I FE I / _ SUB BOUNDAR x Central Contra Costa Attachment Sanitary District ACCEPTANCE OF EASEMENT DEDICATION Aim SUB 7233 JOB 5349 — PARCEL 3 v Page 2 of l Central Contra Costa San..ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 3.b. CONSENT CALENDAR Type of Action: ADOPT RESOLUTION; ACCEPT PUBLIC SEWER IMPROVEMENTS AND EASEMENTS Subject: ADOPT A RESOLUTION ACCEPTING PUBLIC SEWER IMPROVEMENTS AND OFFERS OF DEDICATION FROM TAMARA K. COVERT FOR EASEMENTS SHOWN ON THE RECORDED FINAL MAP OF SUBDIVISION NO. MS 38 -88 IN THE UNINCORPORATED AREA OF ALAMO (JOB 5370, PARCELS 1 AND 2) Submitted By: Initiating Dept/Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. V v Sl mr 3 M. Mullin J. Miyamoto -Mills C. s a s n A. arrell General ISSUE: A resolution of the Board of Directors is required to accept public sewer improvements and offers of dedication, and to authorize staff to record documents. RECOMMENDATION: Adopt a resolution accepting public sewer improvements and an offer of dedication, and authorizing staff to record the easement acceptances with the Contra Costa County Recorder. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The Board of Directors regularly accepts easements and public sewer improvements by resolution. The recommended resolution will accept an easement shown on the recorded final map of Subdivision No. MS 38 -88 that is required for a recent public sewer extension off Livorna Heights Road in the unincorporated area of Alamo, CA (as shown on Attachment 1). The final subdivision map and public sewer improvements have been reviewed by District staff and deemed in compliance with District standards. RECOMMENDED BOARD ACTION: Adopt a resolution accepting Job 5370 public sewer improvements, and an offer of dedication from Tamara K. Covert for an easement shown on the recorded final map of Subdivision No. MS 38 -88 in the unincorporated area of Alamo (Job 5370, Parcels 1 and 2), and authorizing staff to record the easement acceptances with the Contra Costa County Recorder. Page 1 of 2 LIAPosition Papers \Mullin \Resol LivomaHgts.doc Q� TERTON I I I I i I I MORAGA I I � i I I I I I I I I I I i I I s.,.,;,:r. n� vV °a I o� I In \J N i I I FEET a YI x Central Contra Costa Sanitary District Alffik u Y z G tz BUTTERCUP CT 1 -�� ,--- - - - - -- ----------- I I I I I I , I I I I I_ I r N LOCATION h. N.T.S. XDMV SUB LOCAM LEGEND: O —E— NEW SEWER -8-- EXISTING SEWER —� ABANDON SEWER EASEMENT AREA SUB BOUNDARY ACCEPTANCE OF EASEMENT DEDICATION MS 38-88 JOB 5370 - PARCELS 1 AND 2 Page 2 of 2 Attachment 1 Central Contra Costa Sar...ary District ` BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 3.c. CONSENT CALENDAR Type of Action: APPROVE PROJECT subject: APPROVE THE M4A FORCE MAIN RELOCATION PROJECT, DISTRICT PROJECT 5410, FOR CEQA/PERMITTING PURPOSES Submitted By: Nathan Hodges Initiating Dept /Div.: Assistant Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: �� TT N. Hodge B. Than W. Brennan A. Farrell General ISSUE: Board approval of M4A Force Main Relocation Project, District Project 5410, is required prior to the filing of a Notice of Exemption under the District's California Environmental Quality Act (CEQA) Guidelines. RECOMMENDATION: Approve the M4A Force Main Relocation Project, D.P. 5410. FINANCIAL IMPACTS: The total project cost is preliminarily estimated to be $2,000,000; however, this position paper only approves the project for CEQA/Permitting and does not award a construction contract. ALTERNATIVES /CONSIDERATIONS: The Board of Directors may delay or decline to approve the project. If this project is not constructed, the condition of the pipeline will continue to decline and may result in structural failure. BACKGROUND: The sewage conveyance system from the City of Martinez to the treatment plant consists of three pumping stations (Martinez, Fairview, and Maltby), three pressure force mains (M6, M4, M2), and three reinforced concrete gravity sewer pipes (M5, M3, M1). Please refer to Attachment 1 for project location. The M4 system is a pressurized force main and conveys the sewage from Fairview Pumping Station to the M3 gravity line. The M4 force main system consists of two pipes: M4A (built in 1975) and M413 (built in 1991). In the summer of 1998, several leaking joints of the M4A force main were sealed with repair clamps to maintain its operation. Further investigations showed that the M4A force main was deteriorating rapidly due to corrosion. The District's design consultant for the relocation of the M4A force main is Winzler & Kelly Consulting Engineers (W &K). W &K is nearing completion of the design. Prior to the design being completed, it is necessary for staff to complete permitting with agencies having jurisdiction in the project area. As part of the permitting process, it is required to submit completed CEQA documentation. Since the permit application LAPosition Papers \Hodges \5410ApproveProject.DOC Page 1 of 3 POSITION PAPER Board Meeting Date: November 20, 2003 subject. APPROVE THE M4A FORCE MAIN RELOCATION PROJECT, DISTRICT PROJECT 5410, FOR CEQA/PERMITTING PURPOSES process can be time consuming, Board approval of the project and direction to file a Notice of Exemption is needed at this time. Staff has concluded that this project is exempt from the California Quality Act (CEQA) under CCCSD CEQA Guidelines Section 15302 since it involves replacement of an existing facility at substantially the same location and with the same purpose and level of activity as the facility being replaced. This project also is exempt under CCCSD CEQA Guidelines Section 15061(b)(3), since it can be "seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment." This certainty is based on information from CCCSD's 1992 Martinez Pumping System Improvement Project Negative Declaration pertaining to construction of the nearby M413 Force Main, CCCSD's past experience with numerous sewer construction projects of this nature, the relatively short distance involved, and CCCSD's mitigating construction specifications that would be required of the project. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: Approve the M4A Force Main Relocation Project, DP 5410, and direct staff to file a Notice of Exemption with the County Clerk. L: \Position Papers \Hodges \5410ApproveProject.DOC Page 2 of 3 M6—A W.f Fairview Martinez P PACHECO PS 9�y MART /NEZ D 7V - 0 1 See Inset "A" Ft0 MILE ERFRON Existing Gravity Sewer Pipe .'�� - - -■ Existing Force r.,.IVI =B M3 Mains 680 Maltby PS 'S� M2 —A � W 6� �o M2 -BAN CCCSD ;` Treatment Q Plant M1 � O J � J w 4 4 00 0 0 Ln M r AVE G -111e, CHILPANCINGO I% �0 — — 9 �F AL HAMBRA �l Ra o VALLEY 9GF ��F \\ WATERFRON r� 0 III Fairview Pumping e St t W -A Force Main — RD.— M -B Force Main Junction Structures INSET "A" / z a ion NO SCALE a Central Contra Costa ATrACHMM Sanitary District M4—A FORCE MAIN RELOCATION DISTRICT PROJECT 5410 1 V PROJECT LOCATION Paqe 3 of 3 Central Contra Costa SanlLary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 3.d. CONSENT CALENDAR Type of Action: ESTABLISH PUBLIC HEARING DATE subject: ESTABLISH JANUARY 15, 2004 AS THE DATE FOR A PUBLIC HEARING REGARDING A PROPOSED ORDINANCE TO AMEND DISTRICT CODE CHAPTER 6.40 "HAZARDOUS WASTE HANDLING AND DISPOSAL CHARGES FOR CONDITIONALLY EXEMPT SMALL QUANTITY GENERATORS" submitted By: Initiating Dept /Div.: David Wyatt Engineering /Environmental Services Division Senior HHW Technician REVIEWED AND RECOMMENDED FOR BOARD ACTION: -W-1— CL / H. Thom C. Sw nso A. arr II Alm arles B General a ager ISSUE: The District Code requires that a public hearing be held prior to the Bo6rd of Directors consideration of amendments to the District Code. RECOMMENDATION: Establish January 15, 2004 as the date for a public hearing to receive comments on and consider adoption of a proposed ordinance to amend District Code Chapter 6.40 "Hazardous Waste Handling and Disposal Charges for Conditionally Exempt Small Quantity Generators" ( CESQG). FINANCIAL IMPACTS: None by this action. If the staff recommendation to add an Administrative Fee is adopted by the Board of Directors following the public hearing, it is projected that approximately $4,500 per year will be generated to assist in covering the cost of managing the CESQG wastes in the Household Hazardous Waste Collection Facility ( HHWCF). ALTERNATIVES /CONSIDERATIONS: The Board of Directors may decline to establish the recommended public hearing date or may elect to choose a different date. However, a public hearing must be held if the CESQG Administrative Fees are to be added. If the hearing is held January 15, 2004, the earliest the additional fees could take effect would be March 2, 2004. BACKGROUND: An important component of the HHWCF services is the collection of hazardous wastes from small businesses that qualify as CESQG under the State of California's hazardous waste management laws. This program is intended to offer a viable hazardous waste disposal service for smaller companies that may not have access to cost - effective service for proper hazardous waste management. The disposal costs for the wastes are recovered through a handling and disposal charge at the time of service. UAPosition Papers\ HHW\ CESQGPositionPaperHeadngDate10- 03.doc Page 1 of 3 POSITION PAPER Board Meeting Date: November 20, 2003 Subject. ESTABLISH JANUARY 15, 2004 AS THE DATE FOR A PUBLIC HEARING REGARDING A PROPOSED ORDINANCE TO AMEND DISTRICT CODE CHAPTER 6.40 "HAZARDOUS WASTE HANDLING AND DISPOSAL CHARGES FOR CONDITIONALLY EXEMPT SMALL QUANTITY GENERATORS" Staff has reviewed the District's current charges for such service and has concluded that it would be appropriate to add an Administrative Fee per each visit to account for a portion of the total costs incurred during the management of the CESQG wastes. Currently the CESQG charges account for roughly 76% of the total cost of managing these wastes. The Administration Fee adds an additional 22 %, based on FY 2002/03 CESQG participation figures. A summarized breakdown showing how the additional fee impacts the District is as follows: CESQG PROGRAM FY 02 -03 FY 02 -03' FY 02 -03 Potential Waste Actual Actual C to Revenu Revenue enu e Recommendation Collected Revenue District w /Adm. Fees 1. Latex Paint $2,480 $4,240 $2,480 . No change to current CESQG rates 2. Paint- $5,580 $5,910 $5,580 . Add Administration Fee for each Related Materials visit regardless of quantities 3. Flammable $1,650 $3,950 $1,650 • Comparable Agency Administrative Liquid Fees: 4. Toxic/ Alameda Co - $23.00 Flammable $1,240 $1,300 $1,240 West County- $25.00 5. Toxic Solid $1,970 $730 $1,970 Santa Barbara - $20.00 6. Other Misc. $2,640 $4,385 $2,640 . Proposed $20 Adm. Fee Additional Revenue Admin. Fees $0 $0 $4,520 (Total appointments FY02 /03 = 226) 226 x $20 = $4,520 TOTAL $15,560 $20,515 $20,080 ' Based on current CESQG charges only 2 Current CESQG charges plus District labor and materials 3 Current CESQG charges plus Administration Fee The proposal was presented and discussed with the HHW Sub - Committee on October 7, 2003, and announced to the full Board during the General Manager's Report on November 6, 2003. Letters will be sent to inform and solicit input from our regular customers regarding the proposed Administration Fee before the public hearing date. 1JAPosition Papers\ HHW\ CESQGPositionPaperHearingDatelO- 03.doc Page 2 of 3 POSITION PAPER Board Meeting Date: November 20, 2003 Subject: ESTABLISH JANUARY 15, 2004 AS THE DATE FOR A PUBLIC HEARING REGARDING A PROPOSED ORDINANCE TO AMEND DISTRICT CODE CHAPTER 6.40 "HAZARDOUS WASTE HANDLING AND DISPOSAL CHARGES FOR CONDITIONALLY EXEMPT SMALL QUANTITY GENERATORS" RECOMMENDED BOARD ACTION: Establish January 15, 2004 as the date for a public hearing to receive comments on and consider adoption of a proposed ordinance to amend District Code Chapter 6.40 "Hazardous Waste Handling and Disposal Charges for Conditionally Exempt Small Quantity Generators." UAPosition Papers\ HHW\ CESQGPositionPaperHeadngDate10- 03.doc Page 3 of 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 4.a. HEARINGS Type of Action: CONDUCT HEARING; AUTHORIZE RESOLUTION Subject: CONDUCT A HEARING TO RECEIVE COMMENTS ON AND CONSIDER ADOPTION OF A RESOLUTION OF NECESSITY FOR THE ACQUISITION OF PUBLIC EASEMENTS FOR SANITARY SEWER AND ACCESS PURPOSES AND AUTHORIZING EMINENT DOMAIN PROCEEDINGS FOR THE LOWER ORINDA PUMPING STATION RENOVATION PROJECT, DISTRICT PROJECT NO. 5448 submitted By: Ricardo Hernandez Senior Engineering Assistant Initiating Dept /Div.: Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: PAL- L `q` Hernandez .Tom C. Swaoson " f- -u- A. Farrell General ISSUE: California Eminent Domain Law (Code of Civil Procedure Section 1245.235) requires that a public agency conduct a hearing prior to adoption of a Resolution of Necessity to acquire property by eminent domain. The hearing is not a public hearing, but is a hearing at which the owner of the property that is to be acquired is given an opportunity to address the three issues that must be considered and determined by the Board of Directors. In this matter, and as required by the above statute, written notice of this hearing was mailed November 4, 2003 to William H. Dickerson, Jr. and Marjorie F. Dickerson, the owners of the property at 24 Miner Road, Orinda, California. The three issues that must be considered and determined in this hearing are as follows: The public interest and necessity require the proposed project; 2. The proposed project is planned or located in the manner that will be most compatible with the greatest public good and least private injury; and, 3. The property described in the Resolution is necessary for the proposed project. In the opinion of the District General Counsel, the hearing in this matter was made necessary by the refusal of the owners of the subject property to acknowledge that the District has easements for sanitary sewer purposes, and for ingress and egress across their property for access to the Lower Orinda Pumping Station. RECOMMENDATION: Conduct a hearing to receive input from affected property owners regarding the staff - proposed Resolution of Necessity for the Acquisition of Public Easements for Sanitary Sewer and Access Purposes and Authorizing Eminent Page 1 of 12 U: \Position Papers \Hernandez R \HearingLowerorindaPS.ppr.doc POSITION PAPER Board Meeting Date: November 20, 2003 Subject. CONDUCT A HEARING TO RECEIVE COMMENTS ON AND CONSIDER ADOPTION OF A RESOLUTION OF NECESSITY FOR THE ACQUISITION OF PUBLIC EASEMENTS FOR SANITARY SEWER AND ACCESS PURPOSES AND AUTHORIZING EMINENT DOMAIN PROCEEDINGS FOR THE LOWER ORINDA PUMPING STATION RENOVATION PROJECT, DISTRICT PROJECT NO. 5448 Domain Proceedings for the Lower Orinda Pumping Station Renovation Project. A copy of the proposed Resolution is presented as Attachment 1. After concluding the hearing and considering all evidence presented, adopt the proposed Resolution of Necessity authorizing the acquisition of permanent easements for sanitary sewer and access purposes by eminent domain, filing of the eminent domain action, deposit of the amount of probable compensation, and the application for an Order of Possession. FINANCIAL IMPACTS: Easement costs of approximately $7,500 (staff estimate) in addition to legal expenses associated with the filing of eminent domain action and obtaining an Order of Possession. These expenses are provided for in the authorized budget for the Lower Orinda Pumping Station Renovation Project. The compensation to be paid to property owners for the proposed easements is not a matter to be considered by the Board of Directors at the hearing. ALTERNATIVES /CONSIDERATIONS: The Board could elect not to adopt the proposed Resolution of Necessity, could continue the hearing, could conclude the hearing and defer its decision to a future date, or could direct staff to pursue another route. The City of Orinda has rejected an alternate plan by the District to relocate the pumping station to an alternate location. Additionally, the easements are needed for an existing sewer that could not feasibly be relocated, and for an existing access road to the existing pumping station within the Orinda Country Club premises that would otherwise not be reasonably accessible via an alternate route. No action by the Board at this time will delay the acquisition of the needed right of way and possibly delay the start of construction. BACKGROUND: When the Lower Orinda Pumping Station was built (c.1950) the District acquired easements to accommodate sewers within the Orinda Country Club and surrounding land, including what is now Mr. and Mrs. Dickerson's property (Dickerson Property). At that time, access to the portion of the Club where the pumping station was built, and where the Club operated their maintenance buildings, was through a driveway off of Miner Road and over the Dickerson Property (map attached). The Club was also using this portion of the Dickerson Property for utilities and golf cart paths. UAPosition Papers \Hernandez R \HearingLowerOdndaPS.ppr.doc Page 2 Of 12 POSITION PAPER Board Meeting Date: November 20, 2003 Subject: CONDUCT A HEARING TO RECEIVE COMMENTS ON AND CONSIDER ADOPTION OF A RESOLUTION OF NECESSITY FOR THE ACQUISITION OF PUBLIC EASEMENTS FOR SANITARY SEWER AND ACCESS PURPOSES AND AUTHORIZING EMINENT DOMAIN PROCEEDINGS FOR THE LOWER ORINDA PUMPING STATION RENOVATION PROJECT, DISTRICT PROJECT NO. 5448 In 1948, when the District acquired the sewer easement over the Dickerson Property from the Club, the District and the Club believed the Club had ownership of the southern portion of the property. A land survey earlier this year by Mr. and Mrs. Dickerson's surveyor showed that the land in question was separate from the Club and was, in fact, part of the Dickerson Property. This matter was brought to the attention of staff in a letter from the Club dated July 11, 2003. Investigation by staff confirmed this discrepancy in ownership, and soon thereafter staff contacted Mr. and Mrs. Dickerson to attempt to resolve this land title issue. However, discussions between staff and Mr. and Mrs. Dickerson have been unsuccessful in resolving the District's claim that it has acquired this easement by prescription. In view of the need to provide legal access to the pumping station for the purpose of its renovation and, thereafter, for maintenance, repairs, and sewers, District Counsel has recommended commencement of eminent domain proceedings to acquire a permanent easement. The District can also obtain an order for possession of the easement that will ensure access to the pumping station prior to a trial on the amount of compensation to be paid by the District for the easement. At its September 2, 1999 meeting, the CCCSD Board of Directors approved a Negative Declaration for the Lower Orinda Pumping Station Improvement Project. Subsequently, a Notice of Determination was filed in compliance with the California Environmental Quality Act (CEQA). RECOMMENDED BOARD ACTION: Conduct a hearing to receive input from affected property owners regarding the staff - proposed Resolution of Necessity for the Acquisition of Public Easements for Sanitary Sewer Purposes and Authorizing Eminent Domain proceedings for the Lower Orinda Pumping Station Renovation Project. Code of Civil Procedure Section 1245.240 requires a two- thirds vote of all members of the governing body of the public entity for adoption of said Resolution of Necessity. Page 3 of 12 UAPosition Papers \Hernandez R \HearingLowerorindaPS.ppr.doc ■ f \S •k � w ._, Y a 1 X' k J � a 5� 9: 4., E �S e Y. #x RECORDING REQUESTED BY CENTRAL CONTRA COSTA SANITARY DISTRICT AFTER RECORDING RETURN TO CENTRAL CONTRA COSTA SANITARY DISTRICT ENVIRONMENTAL SERVICES DIVISION 5019 IMHOFF PLACE MARTINEZ, CA 94553 -4392 RESOLUTION NO. RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT DETERMINING THAT THE PUBLIC INTEREST AND NECESSITY REQUIRE THE ACQUISITION OF A PERMANENT EASEMENT AND DIRECTING THE FILING OF EMINENT DOMAIN PROCEEDINGS LOWER ORINDA PUMPING STATION RENOVATION PROJECT (Job No. 5448; Assessor's Parcel No. 262- 131 -001) BE IT RESOLVED by the Central Contra Costa Sanitary District, Martinez, California, as follows: WHEREAS, it is desirable and necessary for the Central Contra Costa Sanitary District to acquire a permanent, nonexclusive easement for sanitary sewer purposes and ingress and egress, and related appurtenance, to access the Lower Orinda Sanitary Sewer Pumping Station, in and to real property more particularly described in Exhibit "A." The name and address of the owner who has interests to be acquired is as follows: William H. Dickerson, Jr. Marjorie F. Dickerson 24 Miner Road Orinda, California 94563 -1746 WHEREAS, the Central Contra Costa Sanitary District is vested with the power of eminent domain to acquire said interests by virtue of Article 1, Section 19, of the Constitution of the State of California, Section 6514 of the Health and Safety Code of the State of California, and Sections 1240.010, et seq., of the Code of Civil Procedure of the State of California; and WHEREAS, pursuant to the provisions of Section 1245.235 of the Code of Civil Procedure of the State of California, notice has been duly given to the owners of the subject property and whose names and addresses appear on the last Contra Costa County equalized assessment roll, all of whom have been given a reasonable opportunity to appear and be heard before the Board of Directors of the Central Contra Costa Sanitary District on the following matters: (a) Whether the public interest and necessity require the proposed project; WPosition Papers \Hernandez R \Resolution DP5448.DOC Page 5 of .12 (b) Whether the proposed project is planned or located in the manner that will be most compatible with the greatest public good and the least private injury; and (c) Whether the interests sought to be acquired are necessary for the proposed project. NOW, THEREFORE, IT IS FOUND, DETERMINED, AND ORDERED as follows: 1. The public interest and necessity require the Project; 2. The Project is planned and located in the manner which will be most compatible with the greatest public good and the least private injury; 3. The property interests sought to be acquired are necessary for the project. 4. The General Counsel of the Central Contra Costa Sanitary District or his duly authorized designee be, and he is hereby authorized and directed to institute and conduct to conclusion an action in eminent domain for the acquisition of the estates and interests aforesaid and to take such action as he may deem advisable or necessary in connection therewith; 5. An order for prejudgment possession may be obtained in said action and a warrant issued to the State Treasury Condemnation Fund, in the amount determined by the Court to be so deposited, as a condition to the right of immediate possession. PASSED AND ADOPTED this 20th day of November, 2003, by the following vote: AYES: NOES: ABSENT: COUNTERSIGNED: Members: Members: Members: Secretary of Central Contra Costa Sanitary District, County of Contra Costa, State of California UAPosition Papers \Hemandez R \Resolution DP5448.DOC President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm District Counsel Page 6 of 12 RECORDING REQUESTED BY CENTRAL CONTRA COSTA SANITARY DISTRICT AFTER RECORDING RETURN TO CENTRAL CONTRA COSTA SANITARY DISTRICT ENVIRONMENTAL SERVICES DIVISION 5019 IMHOFF PLACE MARTINEZ, CA 94553 -4392 RESOLUTION NO. RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT DETERMINING THAT THE PUBLIC INTEREST AND NECESSITY REQUIRE THE ACQUISITION OF A PERMANENT EASEMENT AND DIRECTING THE FILING OF EMINENT DOMAIN PROCEEDINGS LOWER ORINDA PUMPING STATION RENOVATION PROJECT (Job No. 5448; Assessor's Parcel No. 262 - 131 -001) BE IT RESOLVED by the Central Contra Costa Sanitary District, Martinez, California, as follows: WHEREAS, it is desirable and necessary for the Central Contra Costa Sanitary District to acquire a permanent, nonexclusive easement for sanitary sewer purposes and ingress and egress, and related appurtenance, to access the Lower Orinda Sanitary Sewer Pumping Station, in and to real property more particularly described in Exhibit "A." The name and address of the owner who has interests to be acquired is as follows: William H. Dickerson, Jr. Marjorie F. Dickerson 24 Miner Road Orinda, California 94563 -1746 WHEREAS, the Central Contra Costa Sanitary District is vested with the power of eminent domain to acquire said interests by virtue of Article 1, Section 19, of the Constitution of the State of California, Section 6514 of the Health and Safety Code of the State of California, and Sections 1240.010, et seq., of the Code of Civil Procedure of the State of California; and WHEREAS, pursuant to the provisions of Section 1245.235 of the Code of Civil Procedure of the State of California, notice has been duly given to the owners of the subject property and whose names and addresses appear on the last Contra Costa County equalized assessment roll, all of whom have been given a reasonable opportunity to appear and be heard before the Board of Directors of the Central Contra Costa Sanitary District on the following matters: (a) Whether the public interest and necessity require the proposed project; WPosition Papers \Hernandez R\Resolution DP5448.D0C Page 7 Of 12 (b) Whether the proposed project is planned or located in the manner that will be most compatible with the greatest public good and the least private injury; and (c) Whether the interests sought to be acquired are necessary for the proposed project. NOW, THEREFORE, IT IS FOUND, DETERMINED, AND ORDERED as follows: 1. The public interest and necessity require the Project; 2. The Project is planned and located in the manner which will be most compatible with the greatest public good and the least private injury; 3. The property interests sought to be acquired are necessary for the project. 4. The General Counsel of the Central Contra Costa Sanitary District or his duly authorized designee be, and he is hereby authorized and directed to institute and conduct to conclusion an action in eminent domain for the acquisition of the estates and interests aforesaid and to take such action as he may deem advisable or necessary in connection therewith; 5. An order for prejudgment possession may be obtained in said action and a warrant issued to the State Treasury Condemnation Fund, in the amount determined by the Court to be so deposited, as a condition to the right of immediate possession. PASSED AND ADOPTED this 20th day of November, 2003, by the following vote: AYES: NOES: ABSENT: COUNTERSIGNED: Members: Members: Members: Secretary of Central Contra Costa Sanitary District, County of Contra Costa, State of California UAPosition Papers \Hemandez R \Resolution DP5448.DOC President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm District Counsel Page 8 of 12 RECORDING REQUESTED BY CENTRAL CONTRA COSTA SANITARY DISTRICT AFTER RECORDING RETURN TO CENTRAL CONTRA COSTA SANITARY DISTRICT ENVIRONMENTAL SERVICES DIVISION 5019 IMHOFF PLACE MARTINEZ, CA 94553 -4392 Job No. Parcel No APN. GRANT OF EASEMENT (SEWER PURPOSES) 5448 262 - 131 -001 For good and valuable consideration, WILLIAM H. DICKERSON, JR. AND MARJORIE F. DICKERON , (hereinafter "Owner "), being the present title owner of record of the parcel of land described in Exhibit "A" (written legal description), attached hereto and by this reference made a part hereof, does hereby grant to the Central Contra Costa Sanitary District (hereinafter "District "), a special district of the State of California, and its successors or assigns, an non - exclusive subsurface easement and nonexclusive surface easement (characterized as an easement in gross for all purposes of this dedication), for the right to construct, reconstruct, renew, alter, operate, maintain, replace (with the initial or any other size) and repair such sewer line or lines as the District shall from time to time elect for conveying sewage, and all necessary maintenance access structures, laterals and appurtenances thereto, over and within such easement area as is described in said Exhibit "A" and shown on Exhibit "B" (plat), attached hereto, together with the free right of ingress, egress and emergency access to said easement over and across the remaining portion of the Owner's property, provided that said rights of ingress, egress and emergency access shall be limited to established roadways, pathways, avenues or other routes to the extent possible and as reasonably necessary for the proper use of the rights granted herein. This offer of dedication also includes the right to clear obstructions and vegetation from the easement as may be required for the proper use of the other rights granted herein. The Owner reserves the right to landscape or make such other use of the lands included within the easement which is consistent with the District's use; however, such use by the Owner shall not include the planting of trees or construction of permanent structures, including but not limited to houses, garages, outbuildings, swimming pools, tennis courts, retaining walls, decks, patios, or other concrete architectural structures within or over the easement, or any other activity which may interfere with the District's full enjoyment of the easement rights granted herein. Maintenance access structures (manholes, rodding inlets, etc.) constructed within the easement shall not be covered by earth or other material and shall remain in an exposed U: \Forms \GrantEase \GOE- Ex.wpd Revised: 9/2001 - Page 1 Page 9 of 12 and accessible condition at all times for routine and /or emergency maintenance that may be deemed necessary by the District from time to time. The provisions of this irrevocable offer shall inure to the benefit of and be binding upon the heirs, successors, assigns, and personal representatives of the respective parties. In witness whereof, Owner executed this instrument on this ,20 • ►C "ATTACH NOTARY STATEMENT" day of U: \Forms \GrantEase \GOE- Ex.wpd Revised: 9/2001 - Page 2 Page 10 of 12 EXHIBIT "A" PERMANENT EASEMENT REAL PROPERTY in the city of Orinda, county of Contra Costa, state of California described as follows: Portion of the parcel of land described in the deed to William H. Dickerson and Marjorie F. Dickerson recorded on February 5, 2003 as Document No. 2003- 0055332-00 Official Records of said county (2003- 00553321 -00) described as follows: Commencing at a found 1 '/4 inch iron pipe tagged 'CCCSD' on the centerline of '20' CCCSD ESM'T, PARCEL 7,1201 O.R. 234' as shown upon the Record of Survey filed in Book 72 of Licensed Surveyors' Maps at page 23 (72 L.S.M. 23) on April 6, 1983; thence along said centerline north 400 12' 00" west 142.95 feet to a found nail and 'CCCSD' tag on the southeasterly line of above referenced Dickerson parcel (2003- 00553321 -00), said nail and tag being also the POINT OF BEGINNING; thence from said POINT OF BEGINNING leaving said southeasterly line north 410 31'48" west 21.11 feet; thence north 330 33'48" west 39.69 feet to the southeasterly line of Miner Road as shown upon above said Record of Survey (72 L.S.M. 23); thence along said southeasterly line of Miner Road south 120 50' 31" west 60.70 feet; thence leaving said southeasterly line of Miner Road north 54° 44' 55" east 11.87 feet; thence south 820 08'39" east 8.81 feet; thence south 680 24'22" east 10.81 feet; thence south 59° 30' 36" east 9.54 feet; thence south 410 37' 38" east 2.01 feet to hereinabove said southeasterly line of said Dickerson parcel; thence along last said line north 370 14'45" east 18.84 feet to the POINT OF BEGINNING. Containing a total of 1,445 square feet, more or less. Attached hereto is a plat entitled Exhibit "B" and by this reference made a part hereof. AA * Exp.12/31/03 L No. 5265 Q. 9�A� CALIF Page 11 of 12 CENTRAL RIGHT C 3 a s 3 m � N %3 DISTRICT SEWER DI CKERSON DOC- 2003 -00- 55332 -00 APN 262 - 131 -001 2� 4; lr'o 0 20 40 ' FEET 0 101 2R% 0; DISTANCE Q N54° 44'55 "E o N! % S82° 08'39 "E /y FD NAIL &TAG 'CCCSD' / Z --- P.O.B. I I I I I 1 1 1 I 1 / a s 3 m � N %3 DISTRICT SEWER DI CKERSON DOC- 2003 -00- 55332 -00 APN 262 - 131 -001 2� 4; lr'o 0 20 40 ' FEET 0 101 2R% BEARING DISTANCE Q N54° 44'55 "E 11.87' Q S82° 08'39 "E /y FD NAIL &TAG 'CCCSD' S68° 24'22 "E --- P.O.B. ® S59-3 0-36"E 9.54' 20' CCCSD ESMT. S41° 37'38 "E PARCEL 7 1201 O.R. 234 \70, 9�oo' FD 1 1/4" I.P. 'CCCSD' P.O.C. NO. BEARING DISTANCE Q N54° 44'55 "E 11.87' Q S82° 08'39 "E 8.81' 33 S68° 24'22 "E 10.81' ® S59-3 0-36"E 9.54' 05 S41° 37'38 "E 2.01' 01 c DRAWN BY: CHECKED BY: THOMAS BRO.: JOB NO.: N SDC EAC 69D3 5448 o SCALE: DATE: CO. ASSMT. NO.: PARCEL NO.: n 1" -20' 10 -28 -03 262- 131 -001 1 Page 1 2 -0, 1 1 z A W4 w U O a o. z Q 0 a H z w z w Q cn U U U 1- v 0 L CL MO M 0 CL 0 L C. fr 0 0 E L 0 a� a� — ca ._ L �me" 0 L 0 = o. . _ 0-0 L � O ■ 0 ._ a .- L I SEEMS — E o 0 0 v cn LM 0 .� M ■ _ L V NOMEN L C. 0 ._ 0 L C — 0 FEE i ■ V 0 L CL 0 CI. 0 L CL N 0 0 N 0 N Los E Los • - MENEM c cr O 0 �..� 0 MENEM E 0^ Lom to 4-' O OMENS — '� E 4� •� cc EMMON o CL MENEM MOMEM mmmmm OD mo _ 2 ■ ■ ■ ■ w 0 0 N O N c O ■_ O J > ._ O � M 4 . Cn Q O IL N d V i i a 'i 0 0 A U 0 " o O m 0 0 0 u M O O N O N Central Contra Costa Sank.ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 6.a. BIDS AND AWARDS Type of Action: REJECT ALL BIDS subject: REJECT ALL BIDS RECEIVED FOR THE CONSTRUCTION CONTRACT FOR THE COLLECTION SYSTEM OPERATIONS DIVISION YARD PAVING PROJECT, DISTRICT PROJECT NO. 8202. Submitted By: Initiating DeptJDiv.: Don Rhoads, Field Operations Supt. Operations /Collection System Operations REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Rhoads . Pearl y r Ily A. Fa rell ha e General Man, ISSUE: On October 22, 2003, sealed bids were received and opened for the construction of the CSOD Yard Paving Project, District Project (DP) No. 8202. The Board of Directors must authorize award of the contract or reject all bids within 50 days of the bid opening. RECOMMENDATION: Reject all bids received for the contract for construction of the CSOD Yard Paving Project, DP 8202. FINANCIAL IMPACTS: None are anticipated. ALTERNATIVES /CONSIDERATIONS: Award the construction contract, which is not recommended. BACKGROUND: The employee parking lot and lower yard at the CSOD facility have deteriorated and need to be repaired. Plans and specifications were produced by the engineering consulting firm of Whitely Burchett and Associates (WBA). The Engineer's Estimate for construction is $29,700. The project was advertised on October 6 and 11, 2003. Five (5) bids, ranging from $85,555 to $61,607, were received and publicly opened on October 22, 2003. A summary of these bids is shown in Attachment 1. A commercial and technical evaluation of these bids determined that Harold Hutson Construction is the lowest responsive and responsible bidder with a bid amount of $61,607. However, this bid was much greater than the Engineer's Estimate of $29,700. A review of the estimate found several reasons for the variance, the main reason being a significant rise in the cost of raw materials from just a few months ago when the Engineer's Estimate was prepared. At the October 30, 2003, CIB Board Workshop, this project and other CSOD projects were presented. Staff proposed a master plan for the Collection System Operations facilities. The master plan will consist of evaluating the CSOD facilities at the Walnut CSOD /C: \Ppaper \reject8202bids.doc Page 1 of 3 POSITION PAPER Board Meeting Date: November 20, 2003 subject REJECT ALL BIDS RECEIVED FOR THE CONSTRUCTION CONTRACT FOR THE COLLECTION SYSTEM OPERATIONS DIVISION YARD PAVING PROJECT, DISTRICT PROJECT NO. 8202. Creek corporation yard to maintain services at 1250 Springbrook Road. Staff is currently evaluating means to extend the life of the paved surfaces until the master plan is implemented and long -term solutions are in place. At this time, staff recommends that all bids be rejected. RECOMMENDED BOARD ACTION: Reject all bids received for the contract for the construction of the CSOD Yard Paving Project, District Project No. 8202. C: \Ppaper \reject8202bids. doc Page 2 of 3 Central Contra Costa Sanitary District SUMMARY OF BIDS PROJECT NO. 8202 CSO Yard Paving DATE 10/22/2003 LOCATION 5019 Imhoff Place Martinez, CA. ENGR.EST. $ 29,700 No. BIDDER BID PRICE (Name, telephone & address) 1 Harold Hutson Construction $61,607.91 P.O. Box 128 Crockett, CA. 94525 2 G &S Paving $66,870.49 26 Marcus Drive Pittsburg, CA. 94565 3 MCE Corporation $69,076.75 6515 Trinity Court Dublin, CA. 94568 4 Ransome Company $80,103.75 1933 Williams Street P.O. Box 2177 San Leandro, CA. 94577 5 Morgan Bonanno Development, Inc. $85,555.00 P.O. Box 1476 Alamo, CA. 94507 BIDS OPENED BY Joyce Murphy DATE 10/22/03 SHEET NO. 1 of 1 Page 3 of 3 FACIBA PROJECTS \SUMBID.FRM Central Contra Costa Sanitary L)istrict ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 7.a. ITEMS HELD OVER FROM PREVIOUS Type of Action: REJECT ALL BIDS BOARD MEETINGS subject: REJECT ALL BIDS RECEIVED FOR THE CSOD FUEL SYSTEM MODIFICATIONS PROJECT, DISTRICT PROJECT 8201 Submitted By: Initiating Dept./Div.: Dana Lawson, Staff Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Lawson B. Than Ny_�6 B. Brennan Aluj�_ A. Farrel General ISSUE: On October 7, 2003, sealed bids were received and opened for construction of the CSOD Fuel System Modifications Project, District Project (DP) 8201. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. RECOMMENDATION: Reject all bids received for the CSOD Fuel System Modifications Project, DP 8201. FINANCIAL IMPACTS: Minimal, depending on the alternative chosen for the CSOD Fuel System. ALTERNATIVES /CONSIDERATIONS: Award the construction contract, which is not recommended. BACKGROUND: Plans and specifications for this project were produced by RHL Design Group, Inc. and District staff. The Engineer's estimate for construction was $250,000. The project was advertised on September 24 and 29, 2003. Two (2) bids, ranging from $304,673.00 to $336,536.71 were received and publicly opened on October 7, 2003. A summary of these bids is shown in Attachment 1. Staff conducted a commercial and technical evaluation of these bids and determined that Paradiso Mechanical, Inc. is the lowest responsive and responsible bidder with a bid amount of $304,673. However, the lowest bid received for this project is 22% greater than the Engineer's estimate of $250,000. Staff reviewed and verified the Engineer's estimate. Staff has determined that the reason for the unfavorable bid is the lack of available contractors due to the rapidly approaching regulatory compliance deadline of December 31, 2003. At the October 30, 2003, CIB Board Workshop, this project and other CSOD projects were presented. Staff proposed a master plan for the Collection System Operations facilities. The master plan will consist of evaluating the CSOD facilities in the corporation yard to maintain service at 1250 Springbrook Drive. Staff is currently evaluating the short-term alternatives for the operation of the facility and fleet fueling. At this time, staff recommends that all bids be rejected. RECOMMENDED BOARD ACTION: Reject all bids received for the contract for the construction of the CSOD Fuel System Modifications Project, District Project 8201. OADana \8201_Fuel System Mods \Bid \PositionPaper_Reject.DOC Page 1 of 2 ATTACHMENT 1 CSOD FUEL SYSTEM MODIFICATIONS DISTRICT PROJECT NO. 8201 SUMMARY OF BIDS PROJECT NO.: 8201 DATE: OCTOBER 7, 2003 PROJECTS NAME: CSOD FUEL SYSTEM MODIFICATIONS LOCATION: WALNUT CREEK, CALIFORNIA ENGINEER EST.: $250,000 No BIDDER Name & address BID PRICE Paradiso Mechanical, Inc. P.O Box 1836 1 2600 Williams Street $304,673.00 San Leandro, CA 94577 AEI Consultants 2 2500 Camino Diablo $336,536.71 Walnut Creek, CA 94597 --]1 BIDS OPENED BY /s/ Diane Wagner DATE October 7, 2003 OADana \8201—Fuel System Mods \Bid \Position Paper—Reject. DOC Page 2 of 2 Central Contra Costa Sanitary District ` BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 Type of Action: RENEW CONTRACT No.: 7.b. ITEMS HELD OVER FROM PREVIOUS BOARD MEETINGS subject: CONSIDER RENEWAL OF CONTRACT FOR LEGAL SERVICES WITH KENTON L. ALM AND MEYERS, NAVE, RIBACK, SILVER & WILSON FOR THE PERIOD FROM OCTOBER 1, 2003 THROUGH SEPTEMBER 30, 2007 AND AUTHORIZE THE BOARD PRESIDENT TO EXECUTE THE CONTRACT submitted By. Randall Musgraves, Initiating Dept./Div.: Administrative /Risk Director of Administration Management REVIEWED AND RECOMMENDED FOR BOARD ACTION: M94raves Charles W. R General Mana ISSUE: The contract renewal for legal services with Kenton L. Alm and Meyers, Nave, Riback, Silver & Wilson requires approval by the Board of Directors. The term of the contract is four years (October 1, 2003 through September 30, 2007) with an ability to extend an additional two years. RECOMMENDATION: Approve the contract with Kenton L. Alm and Meyers, Nave, Riback, Silver & Wilson for legal services and authorize the Board President to execute the contract. FINANCIAL IMPACTS: The negotiated rates represent an approximate two and one - half percent increase. This may be offset by the reduction of the retainer rate. Future rate increases are proposed to equal future Consumer Price Index changes. ALTERNATIVES /CONSIDERATIONS: The Board could elect not to renew the contract for legal services, although this is not recommended. BACKGROUND: The District has been receiving general legal services and Counsel for the District services from Mr. Kenton L. Alm since 1985 by a contractual arrangement. The term of the contract renewal is four years (October 1, 2003 through September 30, 2007) with an ability to extend an additional two years (a total of six years). The contract renewal is similar in terms to the recently negotiated employee contracts. The District's current contract with Kenton L. Alm and Meyers, Nave, Riback, Silver & Wilson for legal services expired September 30, 2003. A slight delay in processing the contract was experienced due to the recent change in law firms. The proposed contract Pagel of 3 POSITION PAPER Board Meeting Date: November 20, 2003 subject. CONSIDER RENEWAL OF CONTRACT FOR LEGAL SERVICES WITH KENTON L. ALM AND MEYERS, NAVE, RIBACK, SILVER & WILSON FORT HE PERIOD FROM OCTOBER 1, 2003 THROUGH SEPTEMBER 30, 2007 AND AUTHORIZE THE BOARD PRESIDENT TO EXECUTE THE CONTRACT renewal is very similar to the current contract. Hourly rates are modified to reflect increased costs for service delivery and to be consistent with the new law firm's rates. A slight increase of approximately two and one -half percent is reflected for the Senior Principal, Mr. Alm. Other hourly rates were increased or decreased based upon Meyers, Nave, Riback, Silver & Wilson rates. The retainer rate was decreased approximately seven percent, with total hours increasing from forty hours to fifty -six hours per month. The increase in hours is anticipated to be offset by the decrease in the retainer hourly rate, blended rate, and the shift of directly billed activities to the retainer. The Blended Rate represents an average rate for the most commonly used attorneys providing District legal services. Staff anticipates the same cost or a small increase in total cost for the same level of service next year. This assumes the same level of claims and litigation experienced over the past two years. Litigation expenses are difficult to predict and control. RECOMMENDED BOARD ACTION: Approve the contract with Kenton L. Alm and Meyers, Nave, Riback, Silver & Wilson for legal services and authorize the Board President to execute the contract. Page 2 of 3 Kenton L. Alm and Meyers, Nave, Riback, Silver & Wilson Legal Services Hourly Rates October 2003 Rates: Sr. Principal (K. Alm) $236 $242 2.54% Principal $196 $200 2.04% Sr. Associate $180 $185 2.78% Jr. Associate $172 $175 1.74% Law Clerk $153 $125 - 18.30% Paralegal $95 $100 5.26% Blended Hourly Rate /Retainer $226 $210 - 7.08% Years 1 and 2 (2004 & 2005) - Rates adjusted by CPI (2% floor and 5% ceiling) Years 3 on (2006, 2007, 2008, 2009) — Rates adjusted by CPI (2% floor and 6% ceiling) Administrative costs 3% 3% 0.00% Page 3 of 3 Central Contra Costa Sani,ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: g.a. ENGINEERING Type of Action: ADOPT RESOLUTION; AUTHORIZE AGREEMENT subject: ADOPT A RESOLUTION AUTHORIZING EXECUTION AND RECORDING OF A COMMON USE AGREEMENT WITH THE DUBLIN SAN RAMON SERVICES DISTRICT — EAST BAY MUNICIPAL UTILITY DISTRICT RECYCLED WATER AUTHORITY (DERWA) FOR JOINT USE OF EASEMENTS AND MAINTENANCE OF THE ALAMO CREEK BRIDGE NEAR THE DOUGHERTY VALLEY TUNNEL Submitted By: Jarred Miyamoto -Mills Initiating Dept /Div.: Principal Engineer Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION., YLA- J. Miyamoto -Mills C. Sw so A. Farr II Im General ISSUE: The Board of Directors' authorization is required for the District to enter into property agreements with other public agencies. RECOMMENDATION: Adopt a resolution authorizing the President of the Board of Directors and the Secretary of the District to execute, and the staff to record, a Common Use Agreement between the District and DERWA for joint use of easements and maintenance of the Alamo Creek Bridge and all- weather access roads near the Dougherty Valley Tunnel. FINANCIAL IMPACTS: Under the proposed agreement, the District and DERWA will share in the maintenance costs for the Alamo Creek Bridge and all- weather access roads within the common easement area. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: Windemere Land Company BLC designed and built a number of sewer and recycled water facilities to serve development in Dougherty Valley. Among these facilities were the District's Dougherty Valley Tunnel and Trunk Sewer and DERWA's recycled water distribution pipelines. As part of the work, paved access roads and a concrete bridge across Alamo Creek to carry the trunk sewer to the east portal of the tunnel and a recycled water inlet/outlet pipeline to a reservoir to be built near EBMUD's Amador Tank were constructed (see Attachment 1). Staff has developed a Common Use Agreement for the CCCSD /DERWA joint use of the easements and operation and maintenance of the bridge and all- weather access roads near the Dougherty Valley Tunnel. The proposed agreement includes the following provisions: Page 1 of 3 U: \Position Papers\ Miyamoto -Mills \DERWA- CCCSDCommonUsePP.doc POSITION PAPER Board Meeting Date: November 20, 2003 subject: ADOPT A RESOLUTION AUTHORIZING EXECUTION AND RECORDING OF A COMMON USE AGREEMENT WITH THE DUBLIN SAN RAMON SERVICES DISTRICT — EAST BAY MUNICIPAL UTILITY DISTRICT RECYCLED WATER AUTHORITY (DERWA) FOR JOINT USE OF EASEMENTS AND MAINTENANCE OF THE ALAMO CREEK BRIDGE NEAR THE DOUGHERTY VALLEY TUNNEL • District and DERWA easements are considered to be coincident in time; that is, neither agency will have "superior rights "; • The bridge over Alamo Creek and the paved access roads will be jointly owned and maintained by the District and DERWA. The District will arrange for maintenance work to be done when needed. Each agency will pay fifty percent (50 %) of the cost of maintenance; If requested by Contra Costa County, the City of San Ramon, East Bay Regional Park District, or another public agency with jurisdiction over trails in Dougherty Valley, both agencies will cooperate to develop a license for trail use of the easements and the bridge. RECOMMENDED BOARD ACTION: Adopt a resolution authorizing the President of the Board of Directors and the Secretary of the District to execute, and the staff to record, a Common Use Agreement between the District and DERWA for joint use of easements and maintenance of the Alamo Creek Bridge and all- weather access roads near the Dougherty Valley Tunnel. Page 2 of 3 U: \Position Papers \Miyamoto -Mills \DERWA- CCCSDCommonUsePP.doc /'/ \•1 SAN % ♦ RAMON ( a 8 i SITE A w % LOCATION MAP U N.T.S. ( Q C 1 Q j 1 0I CCCSD TUNNEL AND Q I EAST PORTAL EASEMENT Page 3 of 3 , CCCSD /DERWA COMMON USE �1 AREA (INCLUDING PORTION OF OLD i DOUGHERTY ROAD R/W) i i i , ° 1 O X / O d OLD f ' DOUGHERTY i G4 �•ArV V 0 " ROAD R/W i i v �Ov E u a � Central Contra Costa Attachment Sanitary District CCCSDDERWA DOUGHERTY VALLEY V ' COMMON USE AGREEMENT L 7 Page 3 of 3 Central Contra Costa Sanll ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 10.a. HUMAN RESOURCES Type of Action: RECEIVE AND ADOPT SALARY SURVEY subject: RECEIVE AND CONSIDER IMPLEMENTATION OF SALARY SURVEY RESULTS MODIFYING SALARY RANGES FOR SIX MANAGEMENT POSITIONS AND ADOPT AMENDED JOB CLASSIFICATION DESCRIPTIONS Submitted ay: Joyce E. Murphy, Initiating DeptJDiv.: Administrative Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: Charles General ISSUE: In accordance with the agreement reached with the Management Group in negotiating the 2003 -2009 Memorandum of Understanding between the Central Contra Costa Sanitary District and the Central Contra Costa Sanitary District Management Group, the District engaged a consultant to conduct a salary survey of eleven management positions and to make recommendations to the Board of Directors. The survey has been completed and the results are presented for your review and consideration. RECOMMENDATION: Receive salary survey and adopt recommended salary increases for the positions of Human Resources Manager, Community Affairs Manager, Capital Projects Division Manager, Environmental Services Division Manager, Collection System Operations Division Manager, and Plant Operations Division Manager. Adopt amended job classification descriptions for the Director of Administration, Controller, Purchasing and Materials Manager, Human Resources Manager, and Community Affairs Manager positions. FINANCIAL IMPACTS: The cost of the recommended salary adjustments for the first year is approximately $40,416. ALTERNATIVES /CONSIDERATIONS: The Board could choose not to implement some or all of the recommended salary adjustments, or adopt the proposed modifications to the job classification descriptions. BACKGROUND: During negotiations the Board and Management Group agreed to conduct a salary survey. This was to be the first salary survey conducted for the full Management Group since they became a separate bargaining group more than 17 years ago. The District retained Deborah J. Owen, of CPS Human Resource Services, to perform the salary survey using the labor market agencies historically used with the other employee bargaining units, to review internal equity between levels of classes, S: \ADMIN \MURPHY\Personnel\2003salary.survey.pp.doc Page 1 of 24 POSITION PAPER Board Meeting Date: November 20, 2003 subject RECEIVE AND CONSIDER IMPLEMENTATION OF SALARY SURVEY RESULTS MODIFYING SALARY RANGES FOR SIX MANAGEMENT POSITIONS AND ADOPT AMENDED JOB CLASSIFICATION DESCRIPTIONS and to make salary recommendations based on her findings to the Board of Directors. The survey was performed on the following District positions: • Capital Projects Division Manager • Collection System Operations Division Manager • Community Affairs Manager • Controller • Director of Administration • Director of Engineering • Director of Operations • Environmental Services Division Manager • Human Resources Manager • Plant Operations Division Manager • Purchasing and Materials Manager As a result of the salary survey and review of internal equity issues, six of the eleven positions are being recommended for salary increases. Comparisons to other labor market agencies suggest that two of the management positions should be recommended for a salary increase (Human Resources Manager and Community Affairs Manager). When considering internal equity relationships within the District, the survey recommends guidelines that would establish a 15% differential between Division Managers and the next highest level person supervised, resulting in an additional four positions being recommended for a salary increase (Capital Projects Division Manager, Environmental Services Division Manager, Plant Operations Division Manager, and Collection System Operations Division Manager). The positions and recommended increases are shown below: Position Recommended Increase Human Resources Manager 10.0% Community Affairs Manager 5.0% Capital Projects Division Manager 5.0% Environmental Services Division Manager 5.0% Collection System Operations Division Manager 5.0% Plant Operations Division Manager 5.0% A copy of the salary survey, including Ms. Owen's recommendations, was distributed to the Board under separate cover. Page 2 of 24 S:\ADMIN\MURPHY\Personnel\2003salary.survey.pp.doc POSITION PAPER Board Meeting Date: November 20, 2003 subject: RECEIVE AND CONSIDER IMPLEMENTATION OF SALARY SURVEY RESULTS MODIFYING SALARY RANGES FOR SIX MANAGEMENT POSITIONS AND ADOPT AMENDED JOB CLASSIFICATION DESCRIPTIONS As part of the salary survey, the job classification descriptions of the Management Group were reviewed. Several job classification descriptions were amended to reflect current duties and are attached. Copies of the salary survey and amended job classification descriptions have been provided to the Management Group, and representatives of the Management Group have met with Ms. Owen. According to the agreement reached between the District and the Management Group on June 19, 2003, actions approved by the Board are to be effective retroactive to September 18, 2003. The Board Personnel Committee met on November 5, 2003 and reviewed these actions and forwarded the recommendations to the full Board. RECOMMENDED BOARD ACTION: It is recommended that the Board receive the salary survey and adopt the recommendations of CPS Human Resource Services, approving the following changes in salary range effective September 18, 2003: • Human Resources Manager from M37 ($6,609 - $8,033) to M33 ($7,297 - $8,870) • Community Affairs Manager from M37 ($6,609- $8,033) to M35 ($6,944 - $8,440) • Capital Projects Division Manager from M26 ($8,673 - $10,542) to M24 ($9,110- $11,073) • Environmental Services Division Manager from M26 ($8,673- $10,542) to M24 ($9,110- $11,073) • Collection System Operations Division Manager from M26 ($8,673- $10,542) to M24 ($9,110 - $11,073) • Plant Operations Division Manager from M26 ($8,673 - $10,542) to M24 ($9,110- $11,073) It is also recommended that the Board adopt modified job classification descriptions for the Director of Administration, Controller, Purchasing and Materials Manager, Human Resources Manager, and Community Affairs Manager positions. Page 3 of 24 S:IADMINV MURPHY\ Personnel\2003salary.survey.pp.doc CENTRAL CONTRA COSTA SANITARY DISTRICT Effective: 11/21/037/i/98 Range: M -35 M 37 Respirator Class: 3 COMMUNICATION SERVICES COMMUNITY AFFAIRS MANAGER nFFINITION Develop, organize, and coordinate staff and customer outreach activities, including public education, community affairs, publications, reproduction services and etheF Staff eutFeaeh �ties; assist in selected organizational development programs including District -wide training, continuous improvement, and strategic planning; supervise the Graphics, and Public Information, and organizational development support staff; advise and assist other organizational units within the District regarding public information and organizational development aspects of their work; perform other related work. SUPERVISION RECEIVED AND EXERCISED Receive general direction from the Director of Administration. Exercise general and direct supervision over subordinates in the Communication Services Division. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Develop, organize, manage, and participate in, and super.:... various community outreach edueatieR programs, including pollution prevention and student education for schools, businesses and residents. Direct the development of educational and pollution prevention materials and their distribution to seheel peFSORnel the appropriate audiences as requested; work with other agencies. Page 4 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Communication Services Manager (Continued) EXAMPLES OF ESSENTIAL DUTIES Fn gFaphie Direct the preparation of programs, mss, speeches, brochures, displays and publications and other public education materials including films, video and slide shows, regarding District activities or facilities. Oversee the operation of the Reprographics Services Center. Oversee the content of the District's internet and intranet. Develep and maintain a Speaker's Bureau pregram. Serve as District contact for representatives of the media. Meet with elected and appointed officials, community leaders, and others to effectively represent the District's interests. intents and FnanR8F + .... °r+ and 'rr Feeegnit*E�R. Coordinate the services of reproduction, publication, and mass media consultants and contractors. Develop, manage, write and /or edit various publications of the District. Participate in budget preparation and implementation; be responsible for monitoring and controlling Communication Services Division and District -wide training expenditures. .a.a.�wa.. .vvNv................., ....r- - - _.____ -__ seTPne . Respond to inquiries and provide information to the press and public; investigate complaints and recommend corrective action as necessary to resolve complaints. Page 5 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Communication Services Manager (Continued) EXAMPLES OF ESSENTIAL DUTIES Oversee the preparation of news material and other information for distribution to the communications media, the general public, and District employees. Act as a liaison with community groups by participating in community events, committees, and activities. Coordinate the District -wide training program, including chairing the District Training Committee. Coordinate the District's continuous improvement and strategic planning efforts including serving on the Communication Committee, coordinating the employee recognition activities, and supplying facilitators to departments as needed. Supervise and evaluate the work of the graphics, apA public information and organizational development support staff; Perform related duties as assigned. MINIMUM QUALIFICATIONS Knowledge of: Principles and practices of mass communications, public relations, and public education. Methods of communication to various media. Principles and practices of supervision, training, and performance evaluation. Methods and techniques of establishing and maintaining a positive public education program. English grammar, spelling, punctuation, and vocabulary. Principles of effective communications. Page 6 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Communication Services Manager (Continued) Knowledge of: Principles of public relations, including public outreach, education and community affairs. Principles and methods of graphics design and reprographics. Principles of organizational development. Principles of budget development and monitoring. Ability to: Continuously analyze documents; write /edit clearly and concisely; identify potential problems and suggest solutions; understand media relations; ebseFve eFnp!E)yees when s upeWiSiRg; speak before the District Board, employees, and public audiences with knowledge and Fespee+ in a clear and concise manner. Sit at desk and in meetings for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk, use telephone and personal computer, write; perform simple grasping and fine manipulation; and lift or carry weight of ten pounds or less. Prepare and coordinate for publication, news releases, articles, correspondence, booklets, brochures, and speeches. Develop and administer a public education program. Supervise, train, and evaluate assigned staff. Act as an internal consultant and program manager providing organizational development support and training to District staff. Manage a Division budget. Establish and maintain effective working relationships with those contacted in the course of work. Page 7 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Communication Services Manager (Continued) EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Five years of increasingly responsible professional and managerial experience in the preparation and dissemination of public information regarding the activities of a public or private agency including two years of supervisory experience. Education: Equivalent to a bachelor's degree from an accredited college or university with major course work in communications, journalism, English, public administration, or a related field. A master's degree in communications or organizational development is desirable. LICENSES AND CERTIFICATES Possession of a valid California Driver's License. Page 8 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT CONTROLLER nFFINITION Effective: 11/21/03 TSB Range: M -29 Respirator Class: 3 Plan, organize, direct, and control the District's financial, accounting, and treasury activities and management information systems; provide management and the Board of Directors with effective assistance in the areas of fiscal planning and control, accounting, budgeting, and investing public funds; and perform other work as required. SUPERVISION RECEIVED AND EXERCISED Receive general direction from the Director of Administration. Exercise direct supervision over professional, technical, and clerical staff. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Plan, organize, direct, and review the work of Accounting staff in the FiRanGe and Accounting and Management Information Systems Division Seetion; develop and implement goals, objectives, work standards, policies, and procedures. Establish and monitor internal accounting controls. Manage preparation of the District's annual budget; prepare and review monthly financial statements, account reconciliations, and financial analyses; present reports to the Board of Directors; project and monitor annual Sewer Service Charge Revenue Program, including the collection of revenue through the County tax rolls. Prepare and administer budget for areas of responsibility. Prepare a wide variety of detailed and analytical accounting, statistical, and narrative reports necessary for fiscal review. Manage the District's temporary investment pbrtfolio; provide instructions to the County Treasurer's Office for execution; review the District's investment policy and recommend revisions to the Board of Directors; participate in planning and administering long -term revenue or debt financing. Direct the preparation for, and coordinate the completion of, the District's annual audit; prepare or supervise the preparation of various reports to regulatory and other agencies. Page 9 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Controller (Continued) EXAMPLES OF ESSENTIAL DUTIES Direct the design and installation of computer -based applications for the District's financial management information system. Oversee the Tefuse— eerieetie; - Fate is eendaated by side eansultant District's Management Information Systems and compute r /internet activities. Confer with bank financial institution representatives on District accounts. Act as Trustee for District's Deferred Compensation Program. Recommend selection of personnel; evaluate staff; provide or coordinate staff training; encourage professional growth. Represent the District in meetings with governmental and regulatory agencies, private firms, public, and others; coordinate activities with other divisions and departments. Assume responsibility for the Administrative Department as assigned. Perform related duties as required. MINIMUM QUALIFICATIONS Knowledge of: Principles and practices of effective supervision and management. Principles and practices of municipal accounting, finance, budgeting, debt funding, and record keeping. Internal accounting control concepts and auditing principles, techniques, and practices. Budget preparation and control procedures. Applicable federal and state laws and regulations. Basic knowledge of management information systems and computer networks. Methods of using data processing applications for statistics, investment, and financial management reporting and control. Page 10 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Controller (Continued) Ability to: On a continuous basis know generally accepted accounting principles; observe subordinates' work activity; remember consistent application of accounting procedures; and understand financial issues reviewed at Board of Directors meetings. Intermittently analyze financial and accounting reports; identify problems by reviewing financial statements and reconciliations; interpret government statutes and regulations; resolve problems related to personnel issues; and explain causes of financial statement variances to the Board of Directors. Sit at desk and in meetings for long periods of time on a continuous basis. Intermittently use telephone, write or use a keyboard to communicate through written means, and lift or carry weight of 10 pounds or less. Plan, organize, and manage complex financial and accounting activities, and related data processing. Analyze financial data and prepare findings. Oversee fFanehised .ef se ^^"eeteFS operation of Management Information Systems and computer network. Communicate clearly and concisely, both orally and in writing. Comprehend and interpret complex statutory regulations and requirements. Monitor and control operating expenses within budget constraints. Establish and maintain cooperative relationships with those contacted in the course of work. Supervise, evaluate, and train personnel. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Page 11 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Controller (Continued) Experience: Eight years of varied and progressively responsible financial and accounting experience, at least three of which included supervisory and /or management responsibilities. Postgraduate education can be substituted for experience on a year- for -year basis to a maximum of two years. Education: Equivalent to possession of a bachelor's degree from an accredited college or university in an accounting or related field, and possession of a master's degree in Accounting, Finance, or Business. LICENSES AND CERTIFICATES Possession of a valid California Driver's License. Page 12 of 24 CENTRAL CONTRA COSTA Effective: 11/21/036/11 01 SANITARY DISTRICT Range: M -20 Respirator Class: 3 DIRECTOR OF ADMINISTRATION DEFINITION Manage the Administrative Department of the District; assist the General Manager in the overall formulation and administration of District programs and activities in close cooperation with the Board of Directors; perform special managerial duties as required. SUPERVISION RECEIVED AND EXERCISED Receive general direction from the General Manager. Exercise direct and general supervision over division heads, professional, and technical personnel in the Administrative Department. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Manage the Administrative Department of the District which includes Labor Relations and Human Resources; Finance /Accounting and Management Information Systems; Purchasing and Materials Services and HeadquaneFS Building Maintenanee; Risk Management and Litigation; and Communication Services Divisions. Review regulatory documents and legislation for potential District impact and recommend action. Take an active part in the establishment of District policies, standards, and procedures and assist in long -range planning. Manage departmental personnel matters including programs, evaluations, promotions, transfers, and disciplinary actions. Conduct departmental staff meetings delegating responsibilities and authority to various personnel and divisions of the department. Coordinate and direct, through subordinate supervisors, all investigations, studies, research, analyses, programs, projects, and operations assigned to the department. Coordinate department work with other departments; promote team work and consensus building. Page 13 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Director of Administration (Continued) EXAMPLES OF ESSENTIAL DUTIES Represent the District in matters wtee of public interest and to representatives of other agencies; . t as ol(espeFsen f.,. the DiGt iGl. Represent the District at public and professional meetings and conferences in regard to p,Fesept and fUtWe pFojeGts and various District matters including labor and employee relations, safety and risk management and legislation and regulations. Prepare reports and position papers and submit appropriate materials to the General Manager and /or the Board of Directors for necessary action. Oversee the administration of the fiscal affairs of the District including the control of expenditures and investments. Act on behalf of the General Manager when designated. Demonstrate a commitment to recruit, hire, and retain a diverse workforce. Perform related duties as required. MINIMUM QUALIFICATIONS Knowledge of: Principles and techniques of organization, management, labor relations, personnel administration, budgeting, cost control, and staff development including and understanding the importance of authority, responsibility, accountability, delegation and work in teams. Principles and practices of District's safety operations and processes including plant protection equipment and fire alarm systems. Principles, practices, and procedures of purchasing and warehousing. Principles, methods, and trends of public human resource administration. Principles and practices of public agency investments, fund accounting, controls and checks and balances, and financial reporting systems. Principles, practices, and trends of public utility management including planning„ budgeting, and capital improvements. Page 14 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Director of Administration (Continued) Knowledge of: Principles, practices, and trends of litigation and risk management and loss control programs. Ability to: Continuously analyze, interpret, and explain administrative and technical data, problem solve and take action on a wide variety of management and operation issues. Sit at a desk and in meetings for long periods of time on a continuous basis, use telephone and write or use a keyboard to communicate through written means. Manage the work activities of a large and diversified group of professional, technical, and non - technical employees. Prepare clear and concise reports. Perceive and analyze problems and accurately take effective action. Prepare budgets and control expenditures. Establish and maintain cooperative working relationships in the department and with other departments and divisions of the District and with persons and organizations dealing with the District. Apply management principles and techniques to the solution of various problems. Communicate effectively with all organizational levels and the public. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: At least ten years of progressively responsible professional administrative experience including at least six years public agency experience in a management capacity in fiscal and personnel /labor relations. Page 15 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Director of Administration (Continued) Education: Equivalent to a bachelor's degree from an accredited college or university, with major work in public or business administration, finance, industrial relations, or a related field. A master's degree in business or public administration or related field is desirable. LICENSES AND CERTIFICATES Possession of a valid California Driver's License. Page 16 of 24 CENTRAL CONTRA COSTA Effective: 11/21/037-/1199 SANITARY DISTRICT Range: M -33 M 3:7 Respirator Class: 3 HUMAN RESOURCES MANAGER DEFINITION Plan, organize, and direct all phases of the District's peFsennel human resources and employee relations program including labor relations; recruitment, testing and selection; classification and compensation; , employee benefits administration; , service awards; human resources information systems; human resource - related training programs; and organizational del human resource planning and policy development; and assist in the perform other related work. SUPERVISION RECEIVED AND EXERCISED Receive general direction from the Director of Administration and General Manager. Exercise direct and general supervision over subordinates in the Human Resources Division. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Administer and direct a comprehensive del Human Resources program. Administer and direct labor relations, including discipline, grievances, and all matters relating to the Memoranda of Understanding; Assist on 'ceRti•ng represent the District in matters of concern to unions and associations representing District employees. Assist Management in resolving sensitive labor relations problems; and coordinate work with District labor counsel. Perform research and analysis, conduct studies and prepare recommendations on a variety of issues related to Human Resources and employee relations. Keep abreast of trends and developments in the Human Resources and Employee Relations fields, including court cases, legislation and personnel actions of other agencies. Formulate and recommend District -wide policies, regulations, and practices f-^• eaffying eut the ,}rare►. Page 17 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Human Resources Manager (Continued) EXAMPLES OF ESSENTIAL DUTIES Administer all Provisions of the persennel FneFit SySteM. Represent the District in meetings with public agencies, vendors, service providers, medical staff, consultants, regulatory agencies, the public, and employees. Administer and direct a comprehensive employee benefits program; represent the District in contract negotiations with providers and carriers. Under Board and /or General Manager and Director of Administration direction, develop and coordinate implementation of management strategy for PaFtieipate in negotiations during meet and confer sessions with various employee organizations. ss6 t '^ the adminiStFatien of Administer the employer - employee relations ordinance. DiFeet, Coordinate, and supervise the administration of the classification and compensation plan, recruitment, testing and selection, employee relations and Human Resources training, workforce diversity, employee performance appraisal r►g, and orientation programs. Maintain and supervise the Human Resources Information System, confidential personnel files, medical records, Admunffister a system of ernpfeyee se. A- eeerds and other personnel • employee records. Coordinate the District's Occupational Health Services for pre - employment, return -to- work, and Department of Transportation- mandated physical examinations. Establish and supervise the Employee Service Awards recognition program. t, Coordinate, and supervise the dissemination of Human Resources personnel-related information such as policies and procedures, employee handbooks, and manuals, Responsible for preparing and administering District Staffing Plan and Division Se budget. Perform related duties as required. Page 18 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Human Resources Manager (Continued) MINIMUM QUALIFICATIONS Knowledge of: Principles, methods, and trends of public pefsefH9e4 Human Resources administration including job analysis and classification, recruitment, interviewing, and peFsennel selection. Employee - employer labor relations laws, including Meyers - Milias- Brown, Public Employment Relations Board, State labor code, et al. State and federal laws and regulations concerning equal employment opportunities and rights. Principles of Social Security, Medicare, benefit and insurance administration. Statistical research methods, salary survey methods, and test validation methods and procedures. Training techniques and program development. Office methods and practices. Ability to: Continuously analyze documents, reports, policies; identify potential problem areas and suggest solutions; understand and interpret labor relations laws, administrative procedures /policies, and MOU's; know current laws impacting peFseffpe4 Human Resources issues; observe employees when supervising; problem solve and coordinate the implementation of a comprehensive peFsem,,W Human Resoruces program; remember policies and direction of the Board, and explain actions and policies to the Board, public, and employees. Sit at desk and in meetings for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk, use telephone, and write or use a keyboard to communicate through written means. Plan, organize, assign, and coordinate the activities of a professional, technical, and eler+Eal support staff. Page 19 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Human Resources Manager (Continued) Ability to: Establish and maintain cooperative relationships with those contacted in the course of work. Make accurate analyses and evaluations of examination, classification, and salary data. Deal constructively with conflict and develop recommendations. Present ideas effectively, orally and in writing. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Five Eight years of increasingly responsible professional fie) Human Resources experience that has provided the specific knowledge, skills, and abilities necessary to manage the operations of a comprehensive merit system fie) Human Resources program. Education: Equivalent to a bachelor's degree from an accredited college or university. A master's degree in business or public administration or related field may be substituted for one year of required experience. Page 20 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT DFFINITInN Effective: 11/21/037/12/02 Range: M -35 Respirator Class: 3 PURCHASING AND MATERIALS MANAGER Plan, organize, direct, manage, and review the operation of the District's centralized Purchasing and Materials Services Division; manage the formation of the District contract agreements; review all District purchases; manage the Fnaent°^^ ^ ^^ District's warehouse activities; and manage the real property activities of the District. SUPERVISION RECEIVED AND EXERCISED Receive general direction from the Director of Administration. Exercise direct supervision over personnel in the Purchasing and Materials Services Division. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Plan, organize, direct, manage, and review the operation of the Purchasing and Materials Services Division; develop and implement goals, objectives, policies, and priorities. Provide general supervision over subordinate personnel including the training and development of Division employees; recommend selection of personnel; evaluate staff. Confer with and advise other managers regarding areas of purchasing, contract preparation and administration, and materials services including legal considerations. Manage the purchase, sale, and lease agreements for the District's real property; negotiate property deals as required. Ensure District's purchasing and material services policies, procedures and guidelines are complete, accurate, up to date, and comply with Board direction, federal, state and local laws. Assume responsibility for preparation and administration of the Division's budget; review Division's budget requirements and monitor monthly expenditures. Page 21 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Purchasing and Materials Manager (Continued) EXAMPLES OF ESSENTIAL DUTIES Assume responsibility for contracts and purchase orders including the resolution of any problems. Represent the Division at meetings and on committees. Manage, monitor and audit the District's Procurement Card Program. Manage the ehi le the District's warehouse activities including stocking, inventorying, accounting and surplusing various items. Prepare and conduct special projects as assigned. Perform related duties as required. MINIMUM QUALIFICATIONS Knowledge of: Principles and practices of purchasing and contracts as related and applied to a public agency. Principles and practices of general real estate. Governmental purchasing laws and procedures including the Uniform Commercial Code. Storekeeping and warehousing methods and practices including inventory control procedures. Types of supplies, materials, and equipment commonly used by sanitation districts including terminology and nomenclature. General accounting principles and practices as they relate to capital and budget management. Principles and practices of organization, administration, budget, and personnel management. Safety hazards and appropriate precautions applicable to work assignments. Page 22 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Purchasing and Materials Manager (Continued) Knowledge of: Computerized purchasing, finance, and inventory systems. Ability to: Continuously analyze bids and computer reports; resolve problems with distributors and employees; analyze, understand "nuFnbeF sequenees "used On purchasing and materials services activities; know the legal requirements surrounding purchasing; and explain processes and procedures to suppliers, managers, and internal staff. Intermittently interpret legal documents. Sit at desk and in meetings for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk and perform simple grasping; use telephone, and write or use a keyboard to communicate through written and electronic means. Plan, organize, direct, and train the work of personnel working in a comprehensive purchasing and materials area. Create, analyze, evaluate, and modify purchasing methods and procedures; compile and analyze statistical data. Communicate clearly and concisely, both orally and in writing. Keep and locate records, files and documents. Perceive and analyze problems correctly and take effective action. Build and maintain positive working relationships with employees and the public using high levels of customer service. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Page 23 of 24 CENTRAL CONTRA COSTA SANITARY DISTRICT Purchasing and Materials Manager (Continued) Experience: Eight years of progressively responsible experience in large -scale governmental or commercial purchasing including familiarity with construction, contract administration, warehousing, and inventory control procedures including five years of supervisory experience. Education: Equivalent to a bachelor's degree from an accredited college or university with major study in purchasing, business administration, public administration, or a related field. LICENSES AND CERTIFICATES Possession of a Certified Purchasing Manager, C.P.M., certification is desirable. Page 24 of 24 Central Contra Costa Sati,cary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 10.b. HUMAN RESOURCES Type of Action: ADOPT SALARIES AND JOB CLASSIFICATION DESCRIPTIONS subject: ADOPT MODIFICATIONS TO JOB CLASSIFICATION DESCRIPTIONS AND SALARIES FOR BUYER AND MATERIALS COORDINATOR; ADOPT MODIFICATIONS TO SENIOR BUYER JOB CLASSIFICATION DESCRIPTION; ADD SENIOR MATERIALS COORDINATOR JOB CLASSIFICATION DESCRIPTION AND ESTABLISH SALARY; AND RECLASSIFY THREE EMPLOYEES. Submitted By: Cathryn R. Freitas, Initiating Dept. /Div.: Administration /Human Human Resources Manager Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION: �Ac C. Freit usgraves Charles W. B General Man; ISSUE: "Class descriptions covering all positions of District employment, and a schedule of salaries for each position, shall be approved, amended, and adopted or abolished by the Board of Directors." District Code, Chapter 4.12.010. Staff is recommending modifications to the Purchasing and Materials Control job classification descriptions represented by the Local One bargaining unit. RECOMMENDATION: Adopt the amended job classification descriptions, establish salaries, and reclassify three effected employees. FINANCIAL IMPACTS: The savings will be approximately $2000 in the first twelve months. ALTERNATIVES /CONSIDERATIONS: Maintain the current Purchasing and Materials Control job classification description series or adopt some of the modifications to the job classification descriptions and salaries. BACKGROUND: With the August 2003 retirement of Principal Buyer Cheri Arstani, management reviewed the staffing requirements for the Purchasing Section. It was determined that a more efficient and cost - effective staffing arrangement would be to delete the position of Principal Buyer (S -72, $5531 - $6696) and replace the position with a Senior Buyer (G -65, $4653 - $6540). The Principal Buyer position was predominantly responsible for the preparation of contracts and agreements as well as supervision of staff. The Senior Buyer is responsible for a greater breadth of general purchasing duties and will better compliment the needs of the District. H: \PERSMISC \Buyer positon paper 10- 03.doc Page 1 of "21 POSITION PAPER Board Meeting Date: November 20, 2003 Subject: ADOPT MODIFICATIONS TO JOB CLASSIFICATION DESCRIPTIONS AND SALARIES FOR BUYER AND MATERIALS COORDINATOR; ADOPT MODIFICATIONS TO SENIOR BUYER JOB CLASSIFICATION DESCRIPTION; ADD SENIOR MATERIALS COORDINATOR JOB CLASSIFICATION DESCRIPTION AND ESTABLISH SALARY; AND RECLASSIFY THREE EMPLOYEES. Additionally, staff recommends that the District delete the Buyer 1 /11 (I: G -40, $3189 - $3854; 11: $4039 - $4887) job classification description, and replace it with a Buyer (G- 59, $4039 - $4887) job classification description. Incumbent Buyer II, Chris Newkirk, will be reclassified to a Buyer. This will assist the District in its overall goal to reduce the number of classifications, increase flexibility in job assignments, and hire staff at the appropriate level. The Buyer and Senior Buyer will be removed from the personnel advancement series. Moreover, they will report directly to the Purchasing and Materials Manager. Similarly, Materials Control has a vacant Materials Coordinator 1 /II position (1: G -54, $3584 - $4340; II: G -57, $3854 - $4653) and is requesting to fill the position as a Materials Coordinator (G -57, $3854 - $4340). This will remove the Materials Coordinator position from the personnel advancement series and allow the District to hire staff at the appropriate level. Accordingly, staff recommends deleting the Materials Coordinator 1 /11 job classification description, replacing it with a Materials Coordinator job classification description, and reclassifying incumbent Materials Coordinator II Robert Maroon to Materials Coordinator. Staff is also requesting that Materials Coordinator II Greg Ziegler be reclassified to a Senior Materials Coordinator (G -59, $4039 - $4887 in recognition of his increased responsibilities buying for the warehouse and certain Plant maintenance functions. A Senior Materials Coordinator job classification description is attached for your consideration and adoption. Staff recommends that the Board adopt the proposed modifications to the Buyer 1 /11, Materials Coordinator 1 /11, and Senior Buyer job classification descriptions; reclassify Robert Maroon from Materials Coordinator II to Materials Coordinator; and reclassify Greg Ziegler from Materials Coordinator II to Senior Materials Coordinator. Attached are the proposed job classification descriptions and an organization chart for the Administration Department. The proposed reorganization and filling of vacant positions were approved by the Board Personnel Committee at its September meeting. As a result, staff met and conferred with the Union and MS /CG bargaining units. The bargaining units recognize the District's right to staff the organization, but would prefer that the District preserve the current structure in Purchasing with the supervision redundancy inherent in the Principal Buyer position. Page 2 of 21 C:\W I N DOW S \TEM P\buyerposppr10- 03.doe POSITION PAPER Board Meeting Date: November 20, 2003 Subject: ADOPT MODIFICATIONS TO JOB CLASSIFICATION DESCRIPTIONS AND SALARIES FOR BUYER AND MATERIALS COORDINATOR; ADOPT MODIFICATIONS TO SENIOR BUYER JOB CLASSIFICATION DESCRIPTION; ADD SENIOR MATERIALS COORDINATOR JOB CLASSIFICATION DESCRIPTION AND ESTABLISH SALARY; AND RECLASSIFY THREE EMPLOYEES. RECOMMENDED BOARD ACTION: Staff recommends that the Board adopt the job classification description and salaries for Buyer (G -59, $4,039 - $4887), Materials Coordinator (G -57, $3854 - $4653), and Senior Materials Coordinator (G -59, $4039 - $4887); reclassify Chris Newkirk to Buyer, Robert Maroon to Materials Coordinator, and Greg Ziegler to Senior Materials Coordinator; and adopt the modifications to the Senior Buyer job classification description. Page 3 of 21 C:\ WINDOWS \TEMP\buyerposppr10- 03.doc , , E i | | | ) k ) � ~ `ml ! � 0 $f . _!, E as � 0) : )« )) �\ 0 _ b -/ k) ,z § ■ � � .2 ƒ LU z u o \ }m} a: 2©m �)0) ) � ) 0 Fs §& }\ J\ \! )k \/ k\ ` ) Q ~ `ml ! (n 0 2 \ t _ o ; 2 § CO 2 - k ! §]A 3 ƒ) � (\ ` o , + 0 E as � 0) : )« )) �\ 0 _ b -/ k) ,z § ■ � � .2 ƒ LU z u o \ }m} a: 2©m �)0) ) � ) 0 Fs §& }\ J\ \! )k \/ k\ CENTRAL CONTRA COSTA SANITARY DISTRICT BUYER 414 DEFINITION Effective: 11/21/03 UQi$l Range: 1 —G 49 fl-= G -59 Respirator Class: 3 Purchase materials, supplies, equipment, and services for the District including routine contracts; administer issued purchase orders and contracts. DISTINGUISHING CHARACTERISTICS -- - W..- - - *- . e! J= 11100-0 MW se- This is the journey level class of the Buyer series and is distinguished fr ^m the ' ' °„ °' by the ability to perform all but the more complex duties independently with only occasional instruction or assistance, and the possession of a working knowledge of relevant policies and procedures unique to the District. Positions in this class are distinguished from the Senior level in that the more complex and large purchases and contracts are not normally handled at the ff Buyer level. SUPERVISION RECEIVED AND EXERCISED Receive general supervision from the PFiRGipal Buyer. Purchasing and Materials Manager. Page 5 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Buyer V4 (Continued) EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Contact suppliers to obtain competitive price, determine availability, terms, and delivery schedule regarding specific requisitions; evaluate quotes and recommend awards. Develop and prepare purchase orders, agreements, bids and contracts; process all paperwork related to purchases including purchase order revisions. Review incoming Material Requisitions for accuracy and completeness; resolve any problems on the Material Requisitions with the appropriate department. Administer and review purchase orders, bids and contracts; verify receipt; resolve discrepancies and problems regarding prices, delivery, and /or quality. Assume responsibility for the purchasing of all materials, supplies, equipment, and services for the District; handle the more routine purchases and contracts. Instruct and advise internal customers in the District's purchasing procedures and software. Competitive buying. Perform related duties as required. MINIMUM QUALIFICATIONS Knowledge of: Purchasing and contracting principles, procedures, and practices. Governmental purchasing laws and procedures including the Uniform Commercial Code. Basic bookkeeping procedures and practices. Safety hazards and appropriate precautions applicable to work assignments. District's purchasing and contracting procedures and techniques. Page 6 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Buyer V4 (Continued) Knowledge of: Types of supplies, materials, and equipment commonly used by the District including terminology and nomenclature. Ability to: Continuously analyze and determine best source of supply, identify products, and know procedures and policies of the office in order to perform job. Intermittently explain purchasing policies and procedures to employees /end -users and suppliers. Sit at desk for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk and perform simple grasping; use telephone, and write or use a keyboard to communicate, Learn to handle purchases and contracts in all areas of purchasing for the District excluding construction contracts. Learn the District's purchasing procedures and techniques. Learn to interpret ordinances, rules, and regulations affecting District purchasing operations. Build and maintain positive relationships with employees and the public by providing high levels of customer service; deal effectively with suppliers and employees in situations requiring judgement, tact, and firmness. Interpret ordinances, rules, and regulations affecting District purchasing operations. Communicate clearly and concisely, both orally and in writing. Use computers and related purchasing software. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Page 7 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Buyer VU (Continued) Experience: Two years of purchasing experience in the areas of government, construction, or a closely related field. Education: Equivalent to completion of the twelfth grade, supplemented by substantial training or course work in procurement. A bachelor's degree from an accredited college or university with course work in business administration or a closely related field is desirable, but not required. LICENSES AND CERTIFICATES May need to possess a valid California Driver's License as required by the position. A Certified Purchasing Manager or Accredited Purchasing Practitioner designation is desirable, but not required. contents moved Alta= contents moved Page 8 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT SENIOR BUYER DEFINITION Effective: 11/21/03!i!2101 Range: G -65 Respirator Class: 3 Purchase materials, supplies, equipment, and services for the District including the handling of the more complex and large purchases and specified contracts; administer all purchase orders and contracts. DISTINGUISHING CHARACTERISTICS This is an advanced journey level class of the Buyer series and is distinguished from the ff Buyer level by the more complex and difficult purchases /contracts handled. SUPERVISION RECEIVED AND EXERCISED Receive general direction from the Purchasing and Materials Manager. May exercise d"Fester technical supervision over lower level positions in the Division. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Contact suppliers to obtain competitive price, determine availability, terms, and delivery schedule regarding specific requisitions; evaluate quotes and recommend award. Develop and prepare purchase orders, bids and contracts; process all paperwork related to purchases including purchase order revisions. Review incoming Material Requisitions for accuracy and completeness. Administer and review purchase orders, bids and contracts; verify receipt; resolve discrepancies and problems regarding prices, delivery, and /or quality. Assume responsibility for the purchasing of all materials, supplies, equipment, and services for the District; handle the more complex and large purchases and specified contracts. Advise internal customers in the District's purchasing procedures and related software. Page 9 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Buyer (Continued) EXAMPLES OF ESSENTIAL DUTIES Assume responsibility for contracting for consultant, professional, engineer, and architect services. Keep abreast of changes in legislation affecting purchasing. Perform related duties as required. EXAMPLES OF NON - ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Resolve any problems on the Material Requisitions with the appropriate department. Schedule hazardous chemical deliveries to District. MINIMUM QUALIFICATIONS Knowledge of: Purchasing and contracting principles, procedures, and practices, including specifically the District's purchasing and materials control procedures and techniques. Governmental purchasing laws and procedures including the Uniform Commercial Code. Types of supplies, materials, and equipment commonly used by sanitation districts including terminology and nomenclature. Basic bookkeeping procedures and practices. Safety hazards and appropriate precautions applicable to work assignments. Computerized purchasing order systems. Page 10 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Buyer (Continued) Ability to: Continuously analyze bids and purchase orders, identify items requisitioned, know products and needs of the District, remember vendors, and be an active problem solver while monitoring the entire buying process. Sit at desk and in meetings for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk, and perform simple grasping and fine manipulation; use telephone, and write or use a keyboard to communicate. Handle large and complex purchases and contracts in all areas of purchasing for the District. Interpret ordinances, rules, and regulations affecting purchasing operations. Build and maintain positive relationships with employees and the public by providing high levels of customer service; deal effectively with suppliers, contractors, and other professionals in situations requiring judgment, tact, and firmness. Communicate clearly and concisely, both orally and in writing. Use computers for daily purchasing activities. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: One year of experience comparable to that of the Buyer ff class in the District. Education: Equivalent to a bachelor's degree from an accredited college or university with major work in business administration or a closely related field. Page 11 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Buyer (Continued) LICENSES AND CERTIFICATES May need to possess a valid California Driver's License as required by the position. A Certified Purchasing Manager or Accredited Purchasing Practitioner designation is desirable, but not required. Page 12 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT MATERIALS COORDINATOR " DEFINITION Effective: 11/21/03/12/01 Range: 1---G 64 44-- G -57 Respirator Class: 3 Receive, store, deliver, and issue supplies and equipment; maintain adequate stock levels and inventory records on all goods; serve as an information source to District personnel regarding materials operations and various equipment and mechanical parts stocked and requested. DISTINGUISHING CHARACTERISTICS r. ■ Materials Coordinator ll This is the journey level class in the Materials Coordinator series and is distinguished #gem DiStFi6t. by the ability to perform all but the more complex duties independently with only occasional instruction or assistance, and the possession of a working knowledge of relevant policies and procedures unique to the District. Positions in this class are distinguished from the W Senior level in that lead FeSpensibility within the un t is not assumed by the purchasing duties are not normally handled at the Materials Coordinator level. Page 13 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Materials Coordinator f,41 (Continued) SUPERVISION RECEIVED AND EXERCISED Materials Coordinator 14 Receive general supervision from the Materials Services Supervisor and teshnieaT EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Receive, categorize, store, issue and deliver supplies and equipment. Operate all electronic equipment, such as computers, bar coding scanners, etc., as necessary for efficient operation of the materials control function. Check receiving notices against purchase orders for discrepancies in terms of order; submit appropriate information to the appropriate Buyer. Operate forklifts and other equipment to pick up and deliver freight. Provide information to District personnel regarding materials, equipment, and parts stocked in the materials building. Maintain adequate stock levels and inventory records on all goods. Maintain detailed files of open and closed purchase orders at the Materials Control Building. Assist Buyers and Senior Materials Coordinator as required with specifications and provide general information on mechanical parts and equipment. Page 14 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Materials Coordinator 94 (Continued) EXAMPLES OF ESSENTIAL DUTIES Perform related duties as required. MINIMUM QUALIFICATIONS Materials Coordinator I Knowledge of: Warehousing and inventory methods and procedures. Operation and maintenance of stockroom equipment. Operation of electronic equipment, including computer, bar coding scanner, etc. Nomenclature, grades, and classification of a variety of supplies and materials common to the District. District purchasing and materials procedures and techniques. Safety hazards and appropriate precautions applicable to work assignments. Ability to: On a continuous basis identify freight and problem solve emergencies. Intermittently identify parts, know status of stock items, remember stock locations, and understand duties. Sit at desk doing computer entry and move around the materials building to find and gather requested stock items on a continuous basis. Intermittently stand to check in freight; bend to load and unload trucks and open boxes; reach above and below shoulder to stock supplies; identify parts; perform simple and power grasping, pushing and pulling; use feet to operate forklift and other equipment; lift or carry weight of 50 pounds or less; use telephone, and write or use a keyboard to communicate through written means. Learn nomenclature, grades, and classification of a variety of supplies and materials common to the District. Operate safely various types of equipment and tools. Page 15 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Materials Coordinator #W(Continued) Ability to: Perform heavy manual work in lifting and moving stock. Maintain records and perform arithmetic calculations. Build and maintain positive relationships with employees and the public by providing high levels of customer service. Learn and observe all appropriate safety precautions as required by the District including, but not limited to, Cal /OSHA General Industry Safety Orders, the District's Respiratory Program, and District Safety Directives. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: One year of experience in storekeeping or a closely related area. Education: Equivalent to the completion of the twelfth grade. LICENSES AND CERTIFICATES Possession of a valid California Driver's license. Knowledge of: contents moved Page 16 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Materials Coordinator +/- (Continued) Page 17 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT nFFINITIr)N Effective: 11/21/03 Range: G -59 Respirator Class: 3 SENIOR MATERIALS COORDINATOR Perform all duties required to purchase, receive, store, and issue supplies and equipment; maintain adequate stock levels and inventory records on all goods; serve as an information source to District personnel regarding materials operations and various equipment and mechanical parts stocked and requested. DISTINGUISHING CHARACTERISTICS This is the advanced journey level class of the Materials Coordinator series and is distinguished from the Materials Coordinator level by the more complex and difficult assignments handled and the performance of purchasing duties. SUPERVISION RECEIVED AND EXERCISED Receive general supervision from the Materials Services Supervisor. May exercise technical supervision over lower level classes in the Materials Coordinator series. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Purchase, receive, categorize, store, issue and deliver supplies and equipment. Maintain adequate stock levels and inventory records on all goods. Provide information to District personnel regarding materials, equipment, and parts stocked in the materials building. Operate all electronic equipment, such as computers, bar coding scanners, etc., necessary for efficient operation of the materials control function. Operate forklifts and other equipment to pick up and deliver freight. Page 18 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Materials Coordinator (Continued) EXAMPLES OF ESSENTIAL DUTIES Obtain competitive prices and process purchase order documentation for material services stock items. Check shipping invoices against purchase orders for discrepancies in terms of order; submit appropriate information to the appropriate Buyer. Assist Buyers as required with specifications and provide general information on mechanical parts and equipment. Perform related duties as required. MINIMUM QUALIFICATIONS Knowledqe of: Warehousing and inventory methods and procedures. Purchasing principles, procedures, and practices. Nomenclature, grades, and classification of a variety of supplies and materials common to a sanitation district. Operation and maintenance of stockroom equipment. Operation of electronic equipment, including computer, bar coding scanner, etc. District purchasing and materials procedures and techniques. Safety hazards and appropriate precautions applicable to work assignments. Ability to: Continuously identify equipment parts in need of repair; know and match equipment parts to those requested; be an active problem solver when out of stock on a repair part; and understand the inventory system and maintain adequate stock levels. Page 19 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Materials Coordinator (Continued) Ability to: Sit at desk doing computer entry and move around the materials building to find and gather requested stock items on a continuous basis. Intermittently bend to open boxes; reach above and below shoulder to stock supplies; perform simple and power grasping, pushing and pulling; use feet to operate forklift and other equipment; use telephone, and write or use a keyboard to communicate through written means. Apply office policy and procedures and instruct subordinate workers. Maintain records and perform arithmetic calculations. Operate safely various types of equipment and tools. Perform heavy manual work in lifting and moving stock. Communicate clearly and concisely, both orally and in writing. Build and maintain positive relationships with employees and the public by providing high levels of customer service. Learn and observe all appropriate safety precautions as required by the District including, but not limited to, Cal /OSHA General Industry Safety Orders, the District's Respiratory Protection Program, and District Safety Directives. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Twelve months of experience comparable to the Materials Coordinator II class in the District. Education: Equivalent to the completion of the twelfth grade. Page 20 of 21 CENTRAL CONTRA COSTA SANITARY DISTRICT Senior Materials Coordinator (Continued) LICENSES AND CERTIFICATES Possession of a valid California Driver's license. Page 21 of 21 Central Contra Costa San.-dry District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 20, 2003 No.: 14.a. BUDGET AND FINANCE Type of Action: APPROVE FINANCIAL REPORT subject: APPROVE THE COMPREHENSIVE ANNUAL FINANCIAL REPORT AS OF JUNE 30, 2003 FOR SUBMISSION TO THE GOVERNMENT FINANCE OFFICERS ASSOCIATION. Submitted By: Debbie Ratcliff Initiating Dept /Div.: Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION. R. /M�usg s General ISSUE: Board approval is requested to submit a Comprehensive Annual Financial Report (CAFR) to the Government Finance Officers Association of United States and Canada (GFOA) for review. RECOMMENDATION: Review and approve the June 30, 2003 CAFR for GFOA submission. FINANCIAL IMPACTS: There is an application fee for submission of a CAFR for review based on total revenues of the entity applying. The District fee is $415 based on this sliding fee schedule. ALTERNATIVES /CONSIDERATIONS: None for the current year. BACKGROUND: The GFOA is a professional association of state /provincial and local finance officers in the United States and Canada, and has served the public finance profession since 1906. The association's members are dedicated to the sound management of government financial resources and the GFOA provides input to the Governmental Accounting Standards Board (GASB). The GFOA sponsors the Certificate of Achievement for Excellence in Financial Reporting Program. The Finance and Accounting Division has prepared the District's CAFR as of June 30, 2003. The District was awarded a Certificate of Achievement for Excellence in Financial Reporting by the GFOA for reports submitted for the 2000, 2001, and 2002 fiscal years. The Certificate of Achievement is the highest form of recognition for excellence instate and local government financial reporting. In order to be awarded a Certificate of Achievement, a government must publish an easily readable and efficiently organized comprehensive annual financial report. The CAFR includes ten years of historical financial and statistical data. This report must satisfy both generally accepted accounting principles and applicable legal requirements. Page 1 of 2 S:\ADMIN \POSPAPER \CAFR 11- 03.doc r POSITION PAPER Board Meeting Date: November 20, 2003 subject. APPROVE THE COMPREHENSIVE ANNUAL FINANCIAL REPORT AS OF JUNE 30, 2003 FOR SUBMISSION TO THE GOVERNMENT FINANCE OFFICERS ASSOCIATION. A Certificate of Achievement is valid for a period of one year only. We believe our current comprehensive financial report continues to meet the Certificate of Achievement Program's requirements and we are asking approval to submit it to the GFOA to determine its eligibility for another certificate. The Board Finance Committee reviewed a draft of the June 30, 2003 CAFR. There were no recommended changes. RECOMMENDED BOARD ACTION: Approve the CAFR for submission to the GFOA. S:\ADMIN \POSPAPER \CAFR 11- 03.doc Page 2 of 2