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HomeMy WebLinkAbout02/19/2004 AGENDA BACKUPCentral Contra Costa San..ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 19, 2004 Type of Action: GRANT EASEMENT No.: 3.a. CONSENT CALENDAR subject: GRANT A UTILITY EASEMENT TO PACIFIC GAS & ELECTRIC COMPANY (PG &E) IN CONNECTION WITH THE LOWER ORINDA PUMPING STATION RENOVATION PROJECT — DISTRICT PROJECT 5448 Submitted By: Initiating Dept /Div.: Ricardo Hernandez Engineering /Environmental Services Senior Engineering Assistant REVIEWED AND RECOMMENDED FOR BOARD ACTION: R. Hernandez H. Thorn C. Swanson A. Farrell C arles General ISSUE: The Board of Directors must approve Grants of Easements. RECOMMENDATION: Adopt a resolution to grant an easement to Pacific Gas & Electric Company. FINANCIAL IMPACTS: The easement is being granted at no charge. ALTERNATIVES /CONSIDERATIONS: PG &E requires that the easement be granted prior to their crews relocating the pole. BACKGROUND: Renovation of the Lower Orinda Pumping Station requires relocating some of the existing utilities. An existing utility pole serving the pumping station and the Orinda Country Club's maintenance building is being moved outside its existing easement (map attached). The subject easement is a replacement easement. RECOMMENDED BOARD ACTION: Adopt a resolution to grant the easement to Pacific Gas & Electric Company and to authorize recording of the Grant of Easement with the County Recorder. Page 1 of 2 U: \Position Papers \Hernandez R \PG &E.PPR.2- 19.doc Page 2 of 2 Central Contra Costa Sarb..ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 19, 2004 No.: 3.b. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK/AUTHORIZE NOTICE OF COMPLETION Subject: ACCEPT CONTRACT WORK FOR THE WALNUT CREEK SEWER RENOVATION PROJECT, PHASE 1, DISTRICT PROJECT 5428, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept/Div.: Munawar Husain, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: M - _6j;� W% (i�� M. Husain ecki W. Brennan A. Fa II General ISSUE: Construction has been completed on the Walnut Creek Sewer Renovation Project, Phase 1, District Project 5428, and the work is now ready for acceptance. RECOMMENDATION: Accept contract work. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not applicable. Filing the Notice of Completion is required under California Civil Code Section 3093. BACKGROUND: Work completed under this project included the reconstruction of approximately 5,500 linear feet of 6- to 8 -inch sewer lines at 12 locations (see Attachment 1). Eight sites were located in public right of way and four in easements and private streets. Construction of sewers in easements involved close cooperation with residents for site access and restoration. Three of the public right of way sites were located in downtown Walnut Creek. At the Bonanza Street site, work was restricted to night time to reduce impact on traffic and local businesses. Improvements to the City of Walnut Creek storm drain lines on Mt. Diablo Boulevard and Bonanza Street were merged with District sewer improvements to avoid multiple impacts on traffic and local businesses. This resulted in lower project costs for the City and for the District at the respective work locations. This work was performed under a Joint Powers Agreement with the City of Walnut Creek. On June 19, 2003, the Board of Directors authorized the award of a construction contract for this work in the amount of $817,905 to McNamara and Smallman Construction, Inc. The contractor was issued a Notice to Proceed which was effective July 14, 2003, with a required contract completion date of December 26, 2003. The District had beneficial use of the work on December 17, 2003. The remaining items of work consist of punch -list item, which do not affect the project acceptance. LAPosition Papers \HUSAIN \5428 Acceptance.doc Page 1 of 3 POSITION PAPER Board Meeting Date: February 19, 2004 subject ACCEPT CONTRACT WORK FOR THE WALNUT CREEK SEWER RENOVATION PROJECT, PHASE 1, DISTRICT PROJECT 5428, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION It is appropriate to accept the contract work at this time. The total authorized budget for this project is $1,501,000. An accounting of the project costs will be provided to the Board of Directors at project close -out. RECOMMENDED BOARD ACTION: Accept contract work for the Walnut Creek Sewer Renovation Project, Phase 1, District Project 5428, by McNamara and Smallman, Inc. and authorize the filing of the Notice of Completion. LAPosition Papers \HUSAIN \5428 Acceptance.doc Page 2 of 3 0 9000 FEEr Central Contra Costa Sanitary District _ _ WALNUT CREEK SEWER RENOVATION PROJECT PHASE 1, DP 5428 Attachment Page 3 of 3 Central Contra Costa San. +ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 19, 2004 No.: 3.c. CONSENT CALENDAR Type of Action: HUMAN RESOURCES suBJECr. RECLASSIFY ENGINEERING ASSISTANT III PAUL SEITZ TO ASSISTANT ENGINEER Submitted By: Initlating Dept /Div.: Engineering /Environmental Curtis W. Swanson, Environmental Services Services Division Manager REVIEIF.,ED AND RECOMMENDED FOR BOARD ACTION. U�Ac J,� 0c Swanson A. Farrell C. Freitas ChariesWbatisP General Mana r ISSUE: Board approval is required to reclassify an individual. RECOMMENDATION: Reclassify Engineering Assistant Paul Seitz (G69, $5127 to $6199) to Assistant Engineer (S72, $5531 to $6696). FINANCIAL IMPACTS: The salary differential between Mr. Seitz's current and proposed classification is approximately $5604 for the first year. ALTERNATIVES /CONSIDERATIONS: Do not approve the reclassification request. BACKGROUND: Paul Seitz was hired as an Engineering Assistant III to perform construction inspections and design reviews of development sewer plans. Mr. Seitz has submitted a request for reclassification from an Engineering Assistant III to an Assistant Engineer. Mr. Seitz holds a degree in Civil Engineering and is registered as a Professional Civil Engineer. He has all the necessary qualifications to be an Assistant Engineer and has been working at that level since Associate Engineer Jack Case's retirement in early 2003. Mr. Seitz can be reclassified to under fill the Associate Engineer position formerly occupied by Mr. Case. This issue was presented to the Board Personnel Committee on February 4, 2004. RECOMMENDED BOARD ACTION: Reclassify Engineering Assistant III Paul Seitz (G69, $5127 to $6199) to Assistant Engineer (S72, $5531 to $6696). Page 1 of 1 WPosition Papers \Swanson \paulseitz.doc Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 19, 2004 No.: 4.a. HEARINGS Type of Action: CONDUCT PUBLIC HEARING subject: CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING PROTESTS; ADOPT A RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA CONSTITUTION, ARTICLE XIIID, SECTION 4; ADOPT A RESOLUTION APPROVING ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT; AND AUTHORIZE EXECUTION OF AGREEMENT WITH LA SONOMA WAY PARCEL OWNERS IN CONJUNCTION WITH THE LA SONOMA WAY CONTRACTUAL ASSESSMENT DISTRICT NO. 2002 -5, DISTRICT PROJECT NO. 5714 Submitted By: Initiating Dept /Div.: Curtis Swanson, Division Manager Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. PJd — W��. e4 iq Swanson A. Farrell K. Alm General ISSUE: A public hearing must be conducted to consider objections and inquiries regarding the proposed assessment, the Resolution of Intention, the Engineer's Report, annexation, and any other comments regarding La Sonoma Way Contractual Assessment District No. 2002 -5 (CAD No. 2002 -5). RECOMMENDATION: Conduct the public hearing and consider approval of La Sonoma Way CAD 2002 -5, District Project No. 5714. FINANCIAL IMPACTS: The estimated total project cost is $76,787. The District has authorized up to $300,000 for CADs in 2003 -2004. To date, the Board has approved one other CAD project this fiscal year. If approved, there will be $27,093 available for other CADs. However, under the current Board policy, this will be the final CAD project to be considered for approval. ALTERNATIVES /CONSIDERATIONS: 1. Continue the public hearing to receive additional public comment or allow additional deliberation. 2. Withhold or delay approval of the project. BACKGROUND: A group of five parcel owners on La Sonoma Way in Alamo have requested that the District form a contractual assessment district for the purpose of financing and constructing a public sewer system that will benefit their properties. The U: \CAD \La Sonoma Way\PubHear.PP.doc Page 1 of 11 POSITION PAPER Board Meeting Date: February 19, 2004 subject CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING PROTESTS; ADOPT A RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA CONSTITUTION, ARTICLE XIIID, SECTION 4; ADOPT A RESOLUTION APPROVING ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT; AND AUTHORIZE EXECUTION OF AGREEMENT WITH LA SONOMA WAY PARCEL OWNERS IN CONJUNCTION WITH THE LA SONOMA WAY CONTRACTUAL ASSESSMENT DISTRICT NO. 2002 -5, DISTRICT PROJECT NO. 5714 La Sonoma Way CAD meets all of the criteria for formation of a contractual assessment district. There are six properties that could benefit from this CAD project. The Board of Directors adopted a Resolution of Intention to form a contractual assessment district on December 19, 2002. The proposed sewer includes approximately 327 linear feet of 8 -inch sewer main, one standard manhole, and two shallow manholes that will serve the proponents' five existing properties, all of which have existing homes presently relying on septic tanks. A map showing the proposed boundary and the proposed sewer location is presented as Attachment A. On July 11, 2002, the Board of Directors adopted a resolution directing the preparation of a report for a Contractual Assessment District known as La Sonoma Way CAD No. 2002 -5. A report has been prepared, and assessments have been estimated. (The Engineer's Report is being provided to the Board under separate cover.) On January 15, 2004, the Board of Directors set a public hearing for February 19, 2004. Since assessments are proposed to be levied on properties, the procedural requirements of Proposition 218 do apply. Compliance with these requirements has been included in the documents and actions proposed for Board consideration. In order to continue the process for La Sonoma Way CAD No. 2002 -5, the following actions are necessary: Conduct a public hearing to: a. announce the tabulation of ballots submitted by owners of each affected parcel indicating approval or opposition to the proposed assessment; b. consider public testimony on the Resolution of Intention and the Engineer's Report; and C. consider public testimony related to annexation of the affected parcels to the District. 2. If, at the close of the hearing, the Board finds that protests and ballot opposition are insufficient, the following resolutions may be considered and adopted: a. Resolution overruling protests of improvement (Exhibit B). U: \CAD \La Sonoma Way \PubHear.PP.doc Page 2 of 11 POSITION PAPER Board Meeting Date: February 19, 2004 Subject. CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING PROTESTS; ADOPT A RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA CONSTITUTION, ARTICLE XIIID, SECTION 4; ADOPT A RESOLUTION APPROVING ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT; AND AUTHORIZE EXECUTION OF AGREEMENT WITH LA SONOMA WAY PARCEL OWNERS IN CONJUNCTION WITH THE LA SONOMA WAY CONTRACTUAL ASSESSMENT DISTRICT NO. 2002-5, DISTRICT PROJECT NO. 5714 b. Resolution confirming compliance with California Constitution, Article XIID, Section 4 (Exhibit C). C. Resolution approving the Engineer's Report, assessments, and ordering improvement (Exhibit D). The hearing also serves as a public hearing for annexation purposes as required by LAFCO. An agreement between the owners and the District is needed to establish the rights and obligations of both parties. District Counsel has prepared such an agreement in which the owners agree to: • assessments being placed on their property bills; • pay the assessments; • accept total responsibility for the design and construction of the sanitary sewer extension; • require the contractor who is selected by the owners to maintain certain insurance coverage • accept total responsibility for the costs associated with the sanitary sewer extension, including interest for District financing; and • have the sanitary sewer extension construction in accordance with District standards. The District will: • finance the costs of the sanitary sewer extension; • accept the work of the contractor, provided the work is done in accordance with District standards; • place assessments on owners' tax bills • record as liens on the participants' properties the obligation of each participant to pay assessments; and • be reimbursed in full by receiving payments, including interest, for the total amount financed from owners over a ten -year period. UACADla Sonoma Way \PubHear.PP.doc Page 3 of 11 POSITION PAPER Board Meeting Date: February 19, 2004 subject CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING PROTESTS; ADOPT A RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA CONSTITUTION, ARTICLE XIIID, SECTION 4; ADOPT A RESOLUTION APPROVING ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT; AND AUTHORIZE EXECUTION OF AGREEMENT WITH LA SONOMA WAY PARCEL OWNERS IN CONJUNCTION WITH THE LA SONOMA WAY CONTRACTUAL ASSESSMENT DISTRICT NO. 2002 -5, DISTRICT PROJECT NO. 5714 The agreement has been executed by all five affected parcel owners. It is appropriate, therefore, to authorize the General Manager to execute the agreement on behalf of the District. The estimated cost of the La Sonoma Way CAD No. 2002 -5 is $76,787. A summary of project costs is shown in Exhibit E. Funding for the CAD Program is included in the 2003 -2004 Capital Improvement Budget (CIB). The District has authorized up to $300,000 for CAD projects during Fiscal Year 2003 -2004. This is the second and final CAD to be considered for approval in 2003 -2004. If approved, $272,907 of the $300,000 budget will have been allocated to CAD projects for 2003 -04. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District 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 adverse affect on the environment. This certainty is based on the District's past experience with numerous similar sewer construction projects, the developed nature of the project environment, and the limited service area of the project (no potential for growth inducement). Approval of the Engineer's Report will establish the Board of Director's independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: If a majority protest is not filed and if less than a majority of returned ballots from affected parcel owners oppose the assessment, staff recommends that the Board of Directors take the following actions: Conduct a public hearing Adopt a resolution overruling protests. • Adopt a resolution confirming compliance with California Constitution, Article XIIID, Section 4. • Adopt a resolution approving the Engineer's Report, assessments, and ordering improvement. • Authorize the General Manager to execute an agreement with the La Sonoma Way owners. U: \CAD \La Sonoma Way \PubHear.PP.doc Page 4 of 11 no 5 a s SITE ,g� YR ALAMO\�O" LOCATION MAP N.T.S. PJ� / <9 N O N O O QQ^^ D 0 W io 0i E FEET N g POTENTIAL EXISTING ������������ PLANNED PROPERTIES SERVABLE CAD AREA SEWER CAD SEWER BY CAD SEWER N 6 E u n N Y Central Contra Costa Attachment Sanitary District PROPOSED BOUNDARY ri. LA SONOMA WAY C x. CAD NO. 2002 -05 Page 5 of 11 RESOLUTION NO. RESOLUTION OVERRULING PROTESTS LA SONOMA WAY CONTRACTUAL ASSESSMENT DISTRICT NO. 2002-5 The Board of Directors of the Central Contra Costa Sanitary District resolves: On February 19, 2004, the Board of Directors held a public hearing on the Resolution of Intention and the Engineer's Report on the proposed improvement in La Sonoma Way Contractual Assessment District No. 2002 -5. At or before the time set for hearing, certain interested persons made or may have made protests or objections to the proposed improvement, the extent of the Contractual Assessment District, or the proposed assessment. The Board hereby overrules each of these protests, written or oral. The Board finds that the protest against the proposed improvement (including all written protests not withdrawn in writing before the conclusion of the protest hearing) is made by the owners of less than one half of the area of the land to be assessed for the improvement. PASSED AND ADOPTED this 19th day of February 2004, by the Board of Directors of the Central Contra Costa Sanitary District by the following votes: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secretary, Central Contra Costa Sanitary District, County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm, District Counsel U: \CAD \La Sonoma Way \PubHear.PP.doc Page 6 of 11 RESOLUTION NO. RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA CONSTITUTION, ARTICLE XIIID, SECTION 4 LA SONOMA WAY CONTRACTUAL ASSESSMENT DISTRICT NO. 2002-5 The Board of Directors of the Central Contra Costa Sanitary District resolves: 1. The Board set 2 p.m. on February 19, 2004, at the Meeting Room of the Board of Directors, 5019 Imhoff Place, Martinez, California, as the time and place for a public hearing pursuant to California Constitution, Article XIIID, Section 4. 2. Pursuant to Article XIIID of the California Constitution, as amended by Proposition 218, commonly known as the "Right to Vote on Taxes Act," notice of the proposed assessment was provided to all owners of affected parcels within the District, which notice contained a ballot whereby each owner could indicate support or opposition to the proposed assessment. 3. At the time and place for which notice was given, the Board of Directors conducted a public hearing, pursuant to California Constitution, Article XIIID, Section 4, and gave every person present an opportunity to comment on and object to the amount of the proposed assessment. 4. The Board finds that less than a majority of parcel owners who returned ballots, weighted by financial obligation, opposed the proposed assessment. PASSED AND ADOPTED this 19th day of February 2004, by the Board of Directors of the Central Contra Costa Sanitary District by the following votes: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secretary, Central Contra Costa Sanitary District, County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm, District Counsel U: \CAD \La Sonoma Way \PubHear.PP.doc Page 7 of 11 RESOLUTION NO. RESOLUTION APPROVING ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT LA SONOMA WAY CONTRACTUAL ASSESSMENT DISTRICT NO. 2002-5 The Board of Directors of the Central Contra Costa Sanitary District resolves: This Board has taken a series of actions preliminary to ordering the improvement in the La Sonoma Way Contractual Assessment District No. 2002 -5, Central Contra Costa Sanitary District, Contra Costa County, California, and now makes the following findings and orders: 1. The Board adopted a map showing the boundaries of the land benefited by the proposed improvement. A copy of the boundary map was filed in the office of the County Recorder of the County of Contra Costa in the Book of Maps of Assessment and Community Facilities Districts. 2. The Board adopted its Resolution of Intention to order the improvement described therein under the Municipal Improvement Act of 1911, and directed Curtis W. Swanson, Environmental Services Division Manager, as the Engineer of Work for the Assessment District, to prepare the report required by Section 5989.22 of the Streets and Highways Code. The improvement is generally described as follows: Construction and installation of approximately 327 linear feet of sanitary sewer line, together with appurtenant work and facilities located at La Sonoma Way in Alamo, California. 3. The Board called a hearing of protests on the La Sonoma Way Contractual Assessment District No. 2002 -5. Notice of the hearing was given by publication, by street posting, and by mailing to affected parcel owners, all according to the Municipal Improvement Act of 1911. Affidavits of publication, posting, and mailing were filed with the Secretary of the District. 4. At the time and place for which notice was given, the Board of Directors conducted a public hearing pursuant to Section 5898.26 of the Streets and Highways Code, which included a summary of the Engineer's Report and gave every person present an opportunity to comment on and object to the proposed Contractual Assessment Program improvement and the extent of the Assessment District. 5. The Board further finds that written protests against the proposed improvement have not been made by owners representing more than one half of the area of the land to be assessed for the improvement. U: \CAD \La Sonoma Way \PubHear.PP.doc Page 8 of 11 6. The documents and events described in paragraphs 1 to 4, inclusive, are stated here in tabular form, with their dates and, where appropriate, their numbers. All documents are now on file with the District except as otherwise noted. f. Affidavit of Publication of Notice of Improvement pending 7. The Board approves the Engineer's Report and each component part of it, including each exhibit incorporated by reference in the report. 8. The Board finds that the Engineer of Work, in the Engineer's Report has fairly and properly apportioned the cost of the improvement to each parcel of land in the Assessment District in compliance with the agreement between the owners and in proportion to the special benefits derived by each parcel, in relationship to the entirety of the capital cost of the improvement. The Board hereby confirms and levies each individual assessment as stated in the Engineer's Report. 9. The Board orders the improvement described in paragraph 2 and as detailed in the Engineer's Report. 10. According to Section 10603 of the Streets and Highways Code, the Board designates the District Controller to collect and receive payment of the assessments. 11. The Board independently finds that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines, Section 15061(b)(3), since it can be seen with certainty that there is no possibility that the activity in question may have a significant adverse effect on the environment. This certainty is based on the District's past experience with numerous similar sewer construction projects, the developed nature of the project environment, and the limited service area of the project (no potential for growth inducement). U: \CAD \La Sonoma Way \PubHear.PP.doc Page 9 of 11 Number Document or Event Date or Action a. Resolution of Intention 7/11/02 2002 -047 b. Resolution Approving Boundary Map 7/11/02 2002 -048 c. Boundary Map Filed with County Recorder pending -- d. Certificate of Mailing Notice of Improvement 2/4/04 -- e. Certificate of Posting Notice of Improvement 2/9/04 -- f. Affidavit of Publication of Notice of Improvement pending 7. The Board approves the Engineer's Report and each component part of it, including each exhibit incorporated by reference in the report. 8. The Board finds that the Engineer of Work, in the Engineer's Report has fairly and properly apportioned the cost of the improvement to each parcel of land in the Assessment District in compliance with the agreement between the owners and in proportion to the special benefits derived by each parcel, in relationship to the entirety of the capital cost of the improvement. The Board hereby confirms and levies each individual assessment as stated in the Engineer's Report. 9. The Board orders the improvement described in paragraph 2 and as detailed in the Engineer's Report. 10. According to Section 10603 of the Streets and Highways Code, the Board designates the District Controller to collect and receive payment of the assessments. 11. The Board independently finds that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines, Section 15061(b)(3), since it can be seen with certainty that there is no possibility that the activity in question may have a significant adverse effect on the environment. This certainty is based on the District's past experience with numerous similar sewer construction projects, the developed nature of the project environment, and the limited service area of the project (no potential for growth inducement). U: \CAD \La Sonoma Way \PubHear.PP.doc Page 9 of 11 PASSED AND ADOPTED this 19th day of February 2004, by the Board of Directors of the Central Contra Costa Sanitary District by the following votes: AYES: Members: NOES: Members: ABSENT: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Secretary, Central Contra Costa Sanitary District, County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm, District Counsel U: \CAD \La Sonoma Way \PubHear.PP.doc Page 10 of 11 SUMMARY OF PROJECT COSTS LA SONOMA WAY CAD NO. 2002 -5 Construction $61,000 Engineering 10,500 District Services 5,287 TOTAL 7 787 U: \CAD \La Sonoma Way \PubHear.PP.doc Page 11 of 11 La Sonoma Way CAD 2002 -5 Alamo • Meets CAD Formation Criteria 1 . Benefits at least 5 properties 2. At least 60% developed properties 3. No more than 2 dwellings / property • 5 participants; 1 non - participant • 327 feet of 8 -inch sewer; 3 manholes • Estimated cost - $76,787 • Participant cost — $15,357 upfront or $2,046 /year CAD Formation Criteria • Benefits at least 5 properties • At least 60% developed properties • No more than 2 dwellings / property 2003 -2004 CAD Budget Status C.A.D. Via Don Jose CAD 2002 -6 (Alamo) La Sonoma Way CAD 2002 -5 (Alamo) Authorized to Date Maximum CAD Authorization Available Budget for other CADs Authorization 196,120 76,787 $ 272,907 $300,000 $ 27,093 Election Results La Sonoma Way CAD 2002 -5 Danville Approve Assessment - 6 votes Oppose Assessment. - 0 votes Revised estimated assessments: Upfront payment - $121,798 10 -year payments - $ 1,720 / year Central Contra Costa SaniL,ary District. ' BOARD OF DIRECTORS POSITION PAPER February 19, 2004 Board Meeting Date: :iant ary-15-,-2004 No.: 6C-O*SE*T- --A{ R- Type of Action: HUMAN RESOURCES 6.a. ITEMS HELD OVER FROM PREVIOUS BOARD MEETINGS Subject: DIRECT STAFF TO SECURE THE SERVICES OF AN ARBITRATOR IN ACCORDANCE WITH THE DISTRICT'S GRIEVANCE PROCEDURE Submitted By. Cathryn R. Freitas, Initiating Dept./Div.: Administration /Human Human Resources Manager Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Frets R. Wsgraves General Ma ISSUE: When a grievance has been appealed to the Board level, the Board must employ a neutral third party to hear the matter and recommend action to the Board in accordance with the Memorandum of Understanding (M.O.U.) between the District and the CCCSD Employees' Association, Public Employees' Union, Local One, Article III, Section 2.5. RECOMMENDATION: Direct staff to secure the services of an arbitrator in accordance with the District's grievance appeal procedures. FINANCIAL IMPACTS: The District and the Union share the cost of the arbitrator and court reporter for grievances. An estimated cost of these services is $2000 per day. ALTERNATIVESICONSIDERATIONS: None. BACKGROUND: Senior Buyer Tammy Fong has filed a grievance against the District for harassment, discrimination and retaliation. The grievance was filed after Ms. Fong learned that the Principal Buyer position was being replaced with a Senior Buyer. General Manager Charles Batts appointed Director of Operations James Kelly to be the Step Three Hearing Officer. Mr. Kelly held a four -day hearing to thoroughly investigate Ms. Fong's allegations. He concluded that there was no basis for a grievance in accordance with the MOU and no evidence was presented to substantiate her other claims. Ms. Fong has appealed Mr. Kelly's decision to the Board. Background information has been provided to the Board under separate cover. RECOMMENDED BOARD ACTION: Direct staff to secure the services of an arbitrator in accordance with the District's grievance appeal procedures. C:WIy Documents\Fong step 4 ppr 12- 22- 03.doc Page 1 of 1 central Contra Costa Sanimary District BOARD OF DIRECTORS POSITION PAPER February 19, 2004 Board Meeting Date: dafltrery45-2004- Type of Action: HUMAN RESOURCES No.: �.o-. - - -G-0�- -Gk-E 6.b. ITEMS HELD OVER FROM PREVIOUS BOARD MEETINGS Subject: DIRECT STAFF TO SECURE THE SERVICES OF AN ARBITRATOR IN ACCORDANCE WITH THE DISCIPLINARY APPEAL PROCEDURE FOR GENERAL EMPLOYEES Submitted By: Cathryn Freitas, InidatingDepwDiv.: Administration /Human Human Resources Manager Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Freitas 9. kWsgraves General ISSUE: When a disciplinary matter has been appealed to the Board level, the Board must employ a neutral third party to hear the matter and recommend action to the Board in accordance with the Memorandum of Understanding (M.O.U.) between the District and the CCCSD Employees' Association, Public Employees' Union, Local One, Article III, Section 3A.B. RECOMMENDATION: Direct staff to secure the services of an arbitrator. FINANCIAL IMPACTS: The cost of the disciplinary hearing for an arbitrator and court reporter is approximately $2000 per day and is borne by the District. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: Administration Department Director Randall Musgraves issued a Notice of Intent to Suspend to Accounting Technician III David Rolley for harassing and retaliating against another District employee. Mr. Rolley appealed his proposed suspension at Step Three. Environmental Services Division Manager Curt Swanson was appointed by General Manager Charles Batts to hear the appeal. Mr. Swanson upheld two days of the three -day suspension. Mr. Rolley has appealed the two -day suspension to the Board for the services of an arbitrator. Background information has been sent to the Board under separate cover. RECOMMENDED BOARD ACTION: Direct staff to secure the services of an arbitrator in accordance with the District's disciplinary appeal process. CAMy Documents\ROLLEY DISCIP STEM PPR 12 -03.doc Page 1 of 1 central Contra Costa Sani...ry District ' BOARD OF DIRECTORS POSITION PAPER February 19, 2004 Board Meeting Date:- JfMtJ8fy -1"&, 2994- No.: Type of Action: APPOINT ARBITRATOR 6.c. BOARD MEEDIOVER FROM PREVIOUS Subject- DIRECT STAFF TO APPOINT AN ARBITRATOR TO HEAR THE STEP FOUR GRIEVANCE OF PUBLIC EMPLOYEES' UNION, LOCAL ONE REGARDING PROVISIONAL PLANT OPERATOR III'S Submitted By: Cathryn R. Freitas, Initiating Dept./Div.: Administration /Human Human Resources Manager Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Frekas 1// us9 ves General ISSUE: David Rolley, C.C.C.S.D. Employees' Association President, has filed a grievance at Step Four of the grievance procedure. According to the Memorandum of Understanding between Local One and the District, Article III, Section 2.5, "the Board of Directors shall employ a neutral third party to hear the matter and recommend action to the Board." RECOMMENDATION: Direct staff to appoint an arbitrator to hear the grievance. FINANCIAL IMPACTS: The District and the Union share the costs of grievances. ALTERNATIVES /CONSIDERATIONS: None. An estimated cost of these services is $2000 per day. BACKGROUND: On September 16, 2003, the Union filed a grievance on behalf of the two provisional Plant Operator Ills who were being returned to Plant Operator II status. The Union asked the District to continue the employees in their provisional status and pay based on the Union's objections to revisions made to the Plant Operator II job classification description in 1999, which broadened the duties of the Operator II to handle duties previously performed only by Operator Ill's. (The Board may recall that the Union disputed the modifications to the job classification description and lost in a decision by the Public Employees Relations Board.) Since the date that the grievance was filed, one of the two provisional Operators has retired (Mr. James Zeiger). The other Operator (Mr. David Taylor) took the State certification test for Operator III and was recently notified that he passed the test. Even though the issue of the provisional appointments has been resolved with Mr. Taylor's promotion to Senior Operator, the Union wishes to pursue their grievance through the arbitration process. In a December 23, 2003 e-mail to Human Resources Manager C:WIy Documents\prov opr gry step 4 pos ppr 12- 03.doc Page 1 of 2 POSITION PAPER Board Meeting Date: 48f fflf y- a fi-, 2004 - February 19, 2004 subject DIRECT STAFF TO APPOINT AN ARBITRATOR TO .HEAR THE STEP FOUR GRIEVANCE OF PUBLIC EMPLOYEES' UNION, LOCAL ONE REGARDING PROVISIONAL OPERATOR III'S Cathryn Freitas, Mr. Rolley maintained that "Mr. Taylor and Mr. Zeiger are due retroactive pay because their duties were not reduced." RECOMMENDED BOARD ACTION: Direct staff to appoint an arbitrator. Page 2 of 2 CAMy Documents\prov opr gry step 4 pos ppr 12 -03.doc Vessing Road Sewer Renovation Project 2004 Project Overview • Replace 10,000 feet of existing 8 -inch and 10- inch sewer with 8 -inch to 15 -inch sewer. • More than half the pipe is in easements. • Six creek crossings. • Many trees affected. • Construction Cost Estimate - $ 1.6M i U �; �- - _ �_..�a-. � ;, � � 1 � �� 4s.♦, � �erRaex `v s -;;,;r w� x-:. fit; .i Ail i 4 � !.� _ • _e • r,. fal�i �µ. !1� � .S-}'f i �� . 9 J R . i�i` '9C•'� �"E+ ~ ,i ,`1 " Q � • S� yjr�ii•,- �rri��F.� � w �It', �' �.. }.';` � .y � ,+ :. a��fic.. a M�(1. ti�•"ta .. ?'_ r`y►� 1. -, "� ._y, _ '. , +S.�v1.�.al^ -, 9 fii 'ate h' ti - •rt. S• � & � *. 3 [ 4w .. �.*a. + 7'E ��.; of h. 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C O _ r, --r-A CA) n� V O m m O O U) rmqm cQ rmin V O V O V O O CD O O O O °w �� 0 cQ 0 rmfm n o n = o CA �, !� ' O n cn o cQ 0 n o N Z _ r, --r-A CA) n� V O V O O O O O O V O V O V O O O O O O O MO MN O c� n O N v CD 0 CD B Cr CD W MWL F: W O CP O 0 O 3 �. m CL cr LOY 0 O 0 O 0 O a� 0 I] CD cD O r* CD 00 O a) MN CL O n O a� a� CL 0 E� cr CD Cl) C CD M% FA m C. O Mi 13 r. cr _. 0 Cr CL cQ O CD 0 C/) n �D Q r. L Central Contra Costa Sanitary District Board Workshop Follow -up Board Financial Planning and Policy Discussion For the 200405 Budget Process February 19, 2004 Board Meeting Purpose of Presentation • Respond to Board Workshop input • Review impacts of additional scenarios • Receive Board direction: . 2004 -05 Sewer Service Charge increase . Consider three year rate increase • Update Board on ad valorem tax revenue issues • Anticipate -10% loss of ad valorem tax revenue 1 Methodology Funds Available /Funds Required Model • Conceptual model of "funds required" introduced in 1999 Board Workshop • District "funds available" should never go to zero; and Board may wish to keep a positive balance • Staff approach to create "soft landing" is short-term rate stabilization District Rate History • The District SSC was not increased from 1993 -94 until 2000 -01 • District revenue has only exceeded expenses in two of the last twelve years. (1996 -97 and 2002 -03) • As a result the District "funds available" have fallen from $65 million in 1996 -97 to a low of $35 million in 2001 -02 • A $24 SSC increase was approved by the Board for each of the last three years • The Board has increased other District rates and fees to cover actual costs. 2 What should "funds available" be? • The definition of "funds available" is the minimum amount of reserves not to require annual borrowing • "Funds available" in rate scenarios has been $30 to $35 million • "Funds available" have recently been augmented by savings and bond financing • "Funds available" are now $58 million • There may be business reasons to increase reserves: • Board policy on O &M reserve • Prepayment of retirement benefit • Anticipated debt service • Large future capital expenditures Funds Available- 2004 iarww1- i50I000I000 $40,000,000 $M,000,000 $20,000,000 $ 10,000,000 i• 200-04 Ending Baling • ON Pnwad ROHM $4,400,000 • Debt WAN $4,000,000 n Pntand RoUr n sk S6,000.000 a Undoulal $4,400,000 K, Funds Available- 2004 $$0,000,000 $40,OOO,000 $30,0o0,000 $20,000,000 $10,000,000 s- 2003-04 Ending Balance ° 099 Prudent Romm $0 ° Debt $wla $4,000,000 ° Pr@Nnd RdkwmM $6,000,000 ° Uaebeatw $43,400,000 Funds Available- 2004 aou,%Iw,%mr $50,000,000 $40,000,000 $so,000,000 $20,000.000 $10.000.000 $. 2003-04 Endina Balance ° ON Prudent Romm $0 ° DeM Scala ° Pnfwul Re0nmenl $6,000,000 ° Ueeloeetw $43.400.000 Funds Available- 2004 M000,NO 530,000,000 $20,000,000 510,000,000 5- 2003414 Ending Balance 13 ON PrWed R„uw 50 o D@M SwAN o Pm W RWm,wp so D UAdWA d $43,400,000 Projected draw down of reserves Oruwido.m of Funds !-mitt, scuiwrlu Thiuu 316u,u66 3du,u66 366,6u6 370,000 10U,U6d 35U,UUU 34U,UU0 330,000 32U,UUU 31U,0UU 2003-04 2004 -06 2005-06 2006-07 2007 -00 2000-00 2000 -10 2010.11 2011 -12 IN 04M Prudunl iWSUrvu \ Capital Funds iWqubud O Dubl3ury lcu • UIUUOUWd 5 Assumptions • State will take all, or part, of ad valorem tax revenue from District • The full extent of the loss will not be known until after time for Prop. 218 notice • Staffs goal of a "soft landing results in rate stabilization • Prudent use of District reserves is preserved • The Board does not want to increase SSC rates before need is evident Ad Valorem Tax Proposal • Current proposal "$1.3 billion shift of local government property taxes to the ERAF... or a decrease ... of about 10 %." • Projected 2004 -05 tax revenue is $9 million • The State believes that "enterprise" districts should not receive tax funding • Things can only get worse! Ad Valorem Tax Proposal • Things can only get worse! . February 18, 2004 — Analysis Report • Shift $1.3 billion in property tax • $105 million from special districts • Recommendation for enterprise special districts ■ Proposes $400 million property tax shift ■ 80% reduction in enterprise special district tax ■ Allocation of shift determined locally ■ Allocation by County Board of Supervisors Capital Expenses • Based on Board CIB Workshop held in October • Capital spending is realistic, if not conservative • CIB for 2002 -03, 2003 -04 are under -spent • CIB for 2004 -05 budgeted at $26.6 million • Future infrastructure spending will increase • Only part of the Sewer Construction Fund can be used to augment rates 7 Scenarios Impact for fiscal years beyond 2004 -05 • Scenario 1: Workshop Scenario — 10% loss of tax revenue — 3% rate increase for 3 years • Scenario 2: Scenario 1 - with no rate increase in 2004 -05 • Scenario 3: Scenario 1 — with $4 Sewer Service Charge increase (two years only) • New Scenario - $8 in 2004 -05, with adjustment for tax revenue Foss in future Scenario 1 - Rates adjusted by 3% Funds AvalUbly $70,000 $60.000 $50,000 $40.000 $30.000 • � m c° $20,000 $10,000 2002- 2003- 2004- 20055- 2006- 2007- 2008- 2000- 2010 - 2011 2003 2604 2005 2006 2007 2048 2009 2010 2011 2012 Year _ - -- u 24 • • Total Fuxls Avzdab;e + -Total Fux1s FiagJred i Scenario 1 - Rates adjusted by 3% • District loses 10% of property tax • Projects a 3% rate increase for 3 years • Uses current O &M projected spending . Includes $1.6 M Paulsen payment • Uses current CIP outlined in October • Could project 3% SSC rate increase beyond 3 years • Creates "hard landing" in 2009 -10 Scenario 1 - Rates adjusted by 3% lower starting reserve Funds Avabble swoon >9,009 a MAN L ry s�,nno $13100 L 10,000 ;3,099 r 'd� '� .f ,L� ,1w 'Jd Jy• da Y ur —Tuhl Funds Av bblu + ► *TaU1 Funds Requbud 9 Scenario 2 - Scenario 1 with no rate increase for first year Funds Avalbbla n 560,000 A ;.10,000 r 530,000 5_U ,0UU J �IU ,0UU - 5 Year 24 24 1 1 1 1 1 • -'futal Funds MaWablu • - •Tut l Funda RutryGud Scenario 2 -No rate increase for first year • Uses Scenario 1 — Loss of $1 million in tax revenue, 2003 Workshop SSC rates • No SSC rate increase in first year • Uses current O &M projected spending • Uses current CIP outlined in October • Creates a "crash landing" in 2008 -09 10 Scenario 2- Scenario 1 with no rate increase for first year - lower reserves Funds .\ abble ;-16,599 5.19,990 - J 6,900 ti 574 OrJ9 � 536,999 $16;499 J IJ909 - 55590 - 5 3903 - 3007 .3991.2995 2003.2007.2999.2997.29'1'4 20'11 - 2007 3994 2993 3003 2997 2993 2997 30'10 29'11 39'13 'fair raw Fun93 mavabio • - vf�lLl FuuJ� ii�slal��J Scenario 3 - $4 rate increase Funds Avulbbla $70,000 $fiU,UUU - 1! S50,OU0 $ �1U,000 $30,000 w z $ 20,000 G $10,000 Year u u 4 Total Fura19 AW4" Total Furala Ftdquired 11 Scenario 3- $4 rate increase • Uses Scenario 1 — Loss of $1 million in tax revenue, 2003 Workshop SSC rates • $4 SSC rate increase in first two years • Uses current O &M projected spending • Uses current CIP outlined in October • Creates a "crash landing" in 2009 -10 Scenario 3 - $4 rate increase lower reserves Funds Available $50,000 — $15,000 — $40,000 - c 335,000 u $30,000 0 F 325,000 e $20,000 a 315,000 G 510,990 $5,000 3- 2002- 2003- 2001- 2005- 2(YJ0. 2007- 20011.2000- 2010 2011- 2003 2001 2005 2000 2007 2000 2009 2010 2011 2012 Year —Total Fmds Asailanle • • +Tud Furls Required 12 New Scenario - Future tax loss Funds AvailabN aomo roam ammo SAM a m-sro zwzm. m.zm sos�oe imamw M-M �M WuM' vn -mv — raiaia �v.rr- - •urws tiva.a Rate Comparison for Scenarios Argument for rate stabilization Year 02-03 03-N 01-05 05-06 06-07 07-U 0809 09.10 10.11 Staff Recommend 24 24 8 8 9 9 9 10 54 Scenario - 3% Rate 24 24 4 4 12 12 12 24 45 Increase No Rate 24 24 0 8 9 9 9 54 24 Increase In Extended $4 24 24 4 4 4 4 24 55 18 rate Increase New Scenario 24 24 8 24 24 24 55 12 12 13 Staff Recommendation • Implement a 3% SSC increase annually for 2004 -05 to 2006 -07 • Provide Prop. 218 and Public Hearing notice • Implement current CIB based on long term Capital Improvement Plan • Anticipate loss of future tax revenues • Implement SSC rate adjustment in 2005 -06 based on known property tax loss Impact on Sewer Service Charge Still below median for local agencies r«mon $274 - odeo San1kry _DkMcf-. h (0010 for toofmon _ _ Srr3 •nicla - $44__ ._. Odu"Y (EMMUD for toabn*nf) d -Subun $402 SanlbryDbMef _._ �.— __.. -. _..31+7 _1390 YeNut- Vallona _Sonlfary DhMd ma SmOMMr r01-Ol _. _ _ -- -- --. _ $381 1"MMnn _ 3378 SMUD $347 iaWand (EMMUD fortroatmeno $330 ubOn•San Ramon S"co_s_041W X327 IL View SanNary DlsWef $324_ renlwoed $306 IMsbura (DDSD br (»a(monQ __ - - - -.__ -- _ __$290 _ logo Sanlbry Dlstkt(EMMUD for toaYnonQ $277 Sanitalon DbMct $274 1 $272 h (0010 for toofmon _ �j259. WIDDSD for t*otmfWQ_. wd (CCCSD brioain*n d -Subun -_ _ $22+ SanlbryDbMef _._ �.— __.. -. _..31+7 oun* Waslowa1W DhMd_ _ .. _ _ $150 ma SmOMMr r01-Ol _. _ _ -- -- --. _ . $133 -- - -- -._ 14 Future Actions • Proceed with development of District budgets based on Board input • Update Board on State budget developments that impact the District • Develop and mail Prop. 218 notices • Provide rate and budget information in spring issue of Pipeline • Develop appropriate rate setting process I always view problems as opportunities in work clothes. ... Henry J. Kaiser Balancing state budget ...deficit that could exceed $14 billion next year... Contra Costa Times, Feb. 13, 2004 "We haven't addressed the fundamental question: What do we value in public service and how are we going to pay for it ?" A.M. Steinberg (D -Sac.; Chair Assy. Budget Committee) 15 Board Discussion Questions ? 16 Central Contra Costa Sall..Cary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 19, 2004 No.: 8.a. ADM I N I STRAT I V E Type of Action: REVISE AGENDA FORMAT subject: ADOPT A RESOLUTION REVISING THE DISTRICT BOARD MEETING AGENDA FORMAT Submitted By: Joyce E. Murphy, Initiating Dept. /Div.: Administrative Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: General ISSUE: A need exists to revise the format of the District Board Meeting Agenda to accommodate the needs of the public and the Board of Directors. RECOMMENDATION: Adopt the attached resolution revising the District Board Meeting agenda format. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: The Board could choose not to adopt the proposed revisions or could make additional revisions to the Board Meeting agenda format. BACKGROUND: The District Board, as suggested by Board Member Boneysteele, has proposed that the District Board Meeting agenda format be revised to combine approval of expenditures with a report of the Board Budget and Finance Committee under Board Member Reports. Accordingly, it is proposed that a new agenda business heading entitled "Budget and Finance Committee Report - Approval of Expenditures" be listed under the agenda business heading "Reports — Board Members" and that the separate agenda business heading "Approval of Expenditures" be deleted. i After reviewing the current order of business for District Board Meetings, it is also proposed that the agenda business heading "Solid Waste" be deleted since the District no longer franchises solid waste collection. A resolution incorporating the changes noted above is attached for Board consideration. RECOMMENDED BOARD ACTION: Adopt the attached Resolution Establishing New Order of Business for District Board Meetings. Page 1 of 3 RESOLUTION NO. 2004- A RESOLUTION ESTABLISHING NEW ORDER OF BUSINESS FOR DISTRICT BOARD MEETINGS The Board of Directors of the Central Contra Costa Sanitary District does hereby resolve as follows: WHEREAS, Ordinance No. 143, relating to order of business for District Board Meetings, ordained that the order of business at District Board meetings shall be established by resolution of the Board of Directors and may be changed from time to time by resolution of the Board of Directors. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District that Resolution No. 95 -030, Establishing a New Order of Business for District Board Meetings, be amended and that henceforth until further resolve on this matter the various items of business to be considered at each meeting of the Board of Directors shall be grouped under the following agenda headings and in the order listed: ROLL CALL PUBLIC COMMENTS AWARDS AND COMMENDATIONS CONSENT CALENDAR MATTERS OF PUBLIC INTEREST HEARINGS CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER BIDS AND AWARDS ITEMS HELD OVER FROM PREVIOUS BOARD MEETINGS REPORTS (AS LISTED INCLUDING BOARD MEMBERS REPORTS — APPROVAL OF EXPENDITURES) ADMINISTRATIVE ENGINEERING TREATMENT PLANT COLLECTION SYSTEM HUMAN RESOURCES REAL PROPERTY LEGAL /LITIGATION CORRESPONDENCE APPROVAL OF MINUTES BUDGET AND FINANCE EMERGENCY SITUATIONS REQUIRING BOARD ACTION ANNOUNCEMENTS /SUGGESTIONS FOR FURTHER AGENDA ITEMS CLOSED SESSION REPORT OF DISCUSSIONS IN CLOSED SESSION ADJOURNMENT Page 2 of 3 Agenda business headings under which there are no matters to be considered at a particular meeting may not appear on the agenda for that meeting. The Board of Directors may, at any meeting, consider any items of business out of order. PASSED AND ADOPTED this 19th day of February 2004, by the Board of Directors of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: COUNTERSIGNED: Secretary of the Central Contra Costa Sanitary District, County Of Contra Costa, State of California Approved as to form: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California Kenton L. Alm District Counsel Page 3 of 3 Central Contra Costa Sai...ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 19, 2004 No.: 9.a. ENGINEERING Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH CAROLLO ENGINEERS TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE DESIGN OF THE SCRUBBER PUMPS RENOVATION PROJECT, DISTRICT PROJECT 7223 Submitted By: Initiating Dept /Div.: Ba T. Than, Senior Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION. L Q1./ B. Than W. Brennan A. Farrell Charles General ISSUE: Board of Directors' authorization is required for the General Manager to execute professional engineering services contracts for amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute an agreement with Carollo Engineers to provide design services for the Scrubber Pumps Renovation Project, District Project 7223, in the amount of $100,000. FINANCIAL IMPACTS: The estimated planning and design cost for this project, including District staff, is $140,000. A detailed estimate of the construction cost will be completed after the project design; the total project cost is expected to be in the range of $600,000 to $800,000. When the construction scope of work and estimate are available, a budget for the engineering services during construction will be negotiated with Carollo. ALTERNATIVES /CONSIDERATIONS: An alternative would be to design the project using in -house engineering. This project requires specialized expertise, which is not available at the District at this time. BACKGROUND: Each of the District's two furnaces is equipped with a pollutant removal train that incorporates a wet scrubber system to absorb pollutants and wash particulate matter from the furnace gas stream. These systems are required by federal and state air regulations, and for compliance with the District's Title V Air Permit. The wet scrubber system consists of three separate stages: pre - quench, first -stage and second - stage. Each stage of the scrubber system has two pumps, one primary and one backup, that provide No.3 plant water to the wet scrubber system. The existing scrubber pumps have been in service for a considerable period and are approaching the end of their useful lives. Maintenance staff is performing frequent LAPosition Papers \Than \7221 Agreement.DOC Page 1 of 2 POSITION PAPER Board Meeting Date: February 19, 2004 subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH CAROLLO ENGINEERS TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE DESIGN OF THE SCRUBBER PUMPS RENOVATION PROJECT, DISTRICT PROJECT 7223 repair work on these pumps, which also have serious internal erosion and are not delivering the quantity of water to the wet scrubber system to provide adequate operating pressure. Furthermore, the piping system is also corroded and in need of replacement. Restoring adequate pressure and flow rate to the wet scrubber system is crucial for reliable scrubber operation and a permit requirement. The design consultant selection process started in December 2003. Staff identified two firms that showed interest and had solid experience with this type of pump system design. The two firms, Kennedy /Jenks Consultants and Carollo Engineers, submitted proposals on January 22, 2004. A Consultant Selection Committee consisting of Engineering and Operations staff reviewed the written proposals and conducted an informal telephone interview with both consultants on January 28, 2004. The Committee selected Carollo Engineers for designing this project due to their thorough understanding of the scrubber conveyance system and their experience with designing complex pumping systems. Normally only one furnace is used during sludge incineration process, the second or standby furnace is referred to as off -line. This project will design and construct new pumps and piping for the wet scrubber system on the off -line furnace; this would reduce any impacts on the plant's sludge incineration process. The second furnace would be refurbished when taken out of service during the next maintenance shutdown. The planning and design for the project will start in March 2004 and will be completed by July 2004. Following the bidding and awarding process, construction of the new scrubber system will commence in Fall 2004. Once the new scrubber pump system is completed on the first furnace, the construction of a similar scrubber pumping system will be undertaken on the second furnace. Funds for this project are budgeted in the Treatment Plant Equipment Replacement Project in the current CIB. Staff will advise the Board of the project's cost when the engineer's estimate is completed as part of the project construction bid. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a professional engineering services agreement with Carollo Engineers in the amount of $100,000 for the design of the Scrubber Pumps Renovation Project, D, P. 7223. LAPosition Papers \Than \7221 Agreement.DOC Page 2 of 2