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HomeMy WebLinkAbout05/6/2004 AGENDA BACKUPCentral Contra Costa Sai..,ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 6, 2004 No.: 3.a. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK/AUTHORIZE NOTICE OF COMPLETION subject: ACCEPT CONTRACT WORK FOR THE LAFAYETTE SEWER RENOVATION PROJECT, PHASE 4, DISTRICT PROJECT 5661, 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. Husain ecki W. Brennan OA. Farrell *Generaslwmana tt r ISSUE: C onstruction has been completed on the Lafayette Sewer Renovation Project, Phase 4, District Project 5661, 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: The Lafayette Sewer Renovation Project, Phase 4, reconstructed sewer lines at 17 locations, 10 of which were easement sites. A total of 9,200 linear feet of 6- to 10 -inch sewers were replaced and /or rehabilitated, of which 4,500 linear feet were in streets and 4,700 linear feet were in easements (see Attachment 1 for map). This project was similar to the previous Lafayette Sewer Renovation Project, Phase 3B, which required a high percentage of sewer easement work that involved close cooperation with customers for site access and restoration. On June 5, 2003, the Board of Directors authorized the award of a construction contract for this work in the amount of $1,098,800 to Overmiller, Inc., dba Roto- Rooter. The contractor was issued a Notice to Proceed which was effective June 23, 2003, with a required contract completion date of December 24, 2003. Work was identified and implemented at several additional sites during construction, at the request of CSO, which extended the completion date to March 29, 2004. The District had beneficial use of the work on March 29, 2004. The remaining items of work consist of punch list items, which do not affect the project acceptance. It is appropriate to accept the contract work at this time. The total authorized budget for this project is $1,540,500. 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 Lafayette Sewer Renovation Project, Phase 4, D.P. 5661, by Overmiller, Inc., dba Roto- Rooter, and authorize the filing of the Notice of Completion. LAPosition Papers \HUSAIN \5661 Acceptance.doc Page 1 of 2 LAFAYETTE HILLDALE RD — Central Contra Costa Sanitary District S Prepared by Engineering Support Sectic 5 KSHIRE�� CJ HOPE LN McELLEN WAY PLAN BIRDHAVEN CT 11 & 12 3 & 4 LAFAYETTE SEWER RENOVATIONS PROJECT PHASE 4 CCCSD PROJECT NO.5661 Attachment 1 Page 2 of 2 Central Contra Costa San..ary District BOARD OF DIRECTORS Board Meeting Date: May 6, 2004 Type of Action: DENY CLAIM POSITION PAPER No.: 3.b. CONSENT CALENDAR Subject: DENY CLAIM OF TIMOTHY POTTER FOR ALLEGED DAMAGES Submitted By: C. Freitas, Human Initiating Dept /Div.: Resources Manager Administration /Human Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION: 111 R. Musgraves General ISSUE: Timothy Potter, Source Control Program Superintendent, has filed a claim against the District for damages he alleges he suffered due to a pending disciplinary action. RECOMMENDATION: Deny the claim by Mr. Potter as procedurally defective and unmeritorious. Refer to labor counsel for further action. FINANCIAL IMPACTS: Attorney fees. ALTERNATIVES /CONSIDERATIONS: Accept the claim. BACKGROUND: The claim was received by the District on April 6, 2004. It alleges that Mr. Potter has suffered defamation of reputation, good name, character and standing, as a result of his having received a disciplinary notice. The disciplinary action is being arbitrated. Damages are sought in an undetermined amount. RECOMMENDED BOARD ACTION: Deny the claim by Mr. Potter. Refer to District labor counsel for further action. Page 1 of 1 C:\My Documents\potter claim to Bd 5- 6- 04.doc Central Contra Costa Sank.dry District vBOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 6, 2004 NO.: 3.c. CONSENT CALENDAR Type of Action: ESTABLISH HEARING DATE subject: ESTABLISH MAY 20, 2004 AS THE DATE FOR A PUBLIC HEARING TO RECEIVE COMMENTS ON THE DRAFT FISCAL YEAR (FY) 2004 -05 CAPITAL IMPROVEMENT BUDGET /2004 10 -YEAR CAPITAL IMPROVEMENT PLAN Submitted By: Initiating Dept/Div.: John J. Mercurio, Engineering /Environmental Services Management Analyst REVIEWED AND RECOMMENDED FOR BOARD ACTION: S Mercurio R. Sdhmidt C. Swanson A. Farrell CKarlesltii.l General Mai ISSUE: The District's draft Fiscal Year 2004 -05 Capital Improvement Budget/2004 Ten -Year Capital Improvement Plan (CIB /CIP) has been prepared by staff. A date for a public hearing to receive comments on the document should be established. RECOMMENDATION: Establish May 20, 2004 as the date for a public hearing to receive comments on the draft CIB /CIP. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: The Fiscal Year 2004 -05 Capital Improvement Budget will establish near -term project priorities and authorize budgets for the Treatment Plant, Collection System, General Improvements, and Recycled Water Programs. Detailed information for projects that are anticipated to be active in Fiscal Year 2004 -05 is presented in the Capital Improvement Budget document. The 2004 Ten -Year Capital Improvement Plan will provide the basis for policy decisions concerning the District's Capital Improvement Program and management of the Sewer Construction Fund. The Capital Improvement Plan also serves as the framework for fee analysis. On April 22, 2004, the Board of Directors met with District staff in a workshop session to review the draft Capital Improvement Budget/Capital Improvement Plan. It is appropriate to receive comments in a formal public hearing prior to consideration of the CIB /CIP for approval. This public hearing has been tentatively scheduled for the Board's regular meeting on May 20, 2004. A staff presentation will be made at that time. U:\Position Papers\ Mercurio \PublicHearC]B- 2004.doc Page 1 Of 2 POSITION PAPER Board Meeting Date: May 6, 2004 subject: ESTABLISH MAY 20, 2004 AS THE DATE FOR A PUBLIC HEARING TO RECEIVE COMMENTS ON THE DRAFT FISCAL YEAR (FY) 2004 -05 CAPITAL IMPROVEMENT BUDGET /2004 10 -YEAR CAPITAL IMPROVEMENT PLAN RECOMMENDED BOARD ACTION: Establish May 20, 2004 as the date for a public hearing to receive comments on the draft CIB /CIP. UAPosition Papers\ Mercurio \PublicHearCIB- 2004.doc Page 2 of 2 Central Contra Costa San..ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 6, 2004 No.: 3.d. CONSENT CALENDAR Type of Action: SET PUBLIC HEARING DATE subject: SET PUBLIC HEARINGS ON JUNE 3, 2004, TO RECEIVE PUBLIC COMMENT ON THE 2004 -2005 OPERATIONS AND MAINTENANCE BUDGET AND THE SELF - INSURANCE FUND BUDGET AND FOR THE ESTABLISHMENT OF THE 2004 -2005, 2005 -2006, AND 2006 -2007 SEWER SERVICE CHARGE RATES, AND ON PLACING CURRENT SEWER SERVICE CHARGES ON THE COUNTY TAX ROLL FOR COLLECTION Submitted By: Initiating Dept. /Div.: REVIEWED AND RECOMMENDED FOR BOARD ACTION: R. Musgraves General Ma ISSUE: The District Code and State of California law require holding Public Hearings for the establishment of the Sewer Service Charge rates for fiscal year 2004 -2005, and the following two years and for placing the 2004 -2005 Sewer Service Charges on the County tax roll for collection. Although not required by law, the District holds a public hearing to receive public comment on the 2004 -2005 Operations and Maintenance Budget and the Self- Insurance Fund Budget. RECOMMENDATION: Authorize a public notice to set public hearings on June 3, 2004, to receive public comment on the establishment of the Sewer Service Charge rates for fiscal year 2004 -2005 and the following two years and for the collection of Sewer Service Charges by placing them on the County tax roll, and to receive public comment on the 2004 -2005 Operations and Maintenance Budget and Self- Insurance Fund Budget. FINANCIAL IMPACTS: At the June 3, 2004, Public Hearing, the Board will be asked to consider a Sewer Service Charge rate increase of $8 for fiscal year 2004 -2005, and up to $8 for fiscal year 2005 -2006, and up to $9 for fiscal year 2005 -2006. Total additional revenues for fiscal year 2004 -2005 would be approximately $1,250,000. ALTERNATIVES /CONSIDERATIONS: The Board could choose not to increase the Sewer Service Charge for 2004 -2005 and the following two years, however, this is not recommended as was discussed at the Board Financial Planning and Policy Workshop on January 29, 2004. In regard to the collection of Sewer Service Charges, the Sewer Service Charge could be collected through direct billings by the District. However, this would require additional labor and benefit costs. The Sewer Service Charge has been collected on SAADMIMPOSPAPER \Public Hearing 6- 3- 04.doc Page 1 of 2 POSITION PAPER Board Meeting Date: May 6, 2004 Subject: SET PUBLIC HEARINGS ON JUNE 3, 2004, TO RECEIVE PUBLIC COMMENT ON THE 2004 -2005 OPERATIONS AND MAINTENANCE BUDGET AND THE SELF - INSURANCE FUND BUDGET AND FOR THE ESTABLISHMENT OF THE 2004 -2005, 2005 -2006, AND 2006 -2007 SEWER SERVICE CHARGE RATES, AND ON PLACING CURRENT SEWER SERVICE CHARGES ON THE COUNTY TAX ROLL FOR COLLECTION the County tax roll since the inception of the service charge in 1976. Staff believes that collection on the tax roll provides the most economical and efficient means for the District to collect these charges. BACKGROUND: At the Board Financial Planning and Policy Workshop in January and at several subsequent Board meetings, staff reviewed the financial prudence of increasing the Sewer Service Charge by approximately 3% each year for three years to cover inflationary increases in the budget. The Operations and Maintenance budget, which will be submitted for initial review by the Board of Directors on May 20, 2004, will be based on a Sewer Service Charge increase of 3% or $8. It is required by law to hold Public Hearings to receive public comment on establishing the Sewer Service Charge rates and collecting such charges by placing them on the County tax roll. This hearing is typically held during the Board Meeting at which the Operations and Maintenance Budget is presented for approval. Approval of the 2004- 2005 Operations and Maintenance Budget and Self- Insurance Fund Budget is scheduled for the Board Meeting on June 3, 2004. RECOMMENDED BOARD ACTION: Authorize a public notice to set public hearings on June 3, 2004, to receive public comment on the establishment of the Sewer Service Charge rates for fiscal year 2004 -2005 and the following two years and for the collection of Sewer Service Charges by placing them on the County tax roll, and to receive public comment on the 2004 -2005 Operations and Maintenance Budget and Self- Insurance Fund Budget. S:WDMIN \POSPAPER \Public Hearing 6- 3- 04.doc Page 2 of 2 Central Contra Costa Sank,ary District pill'- BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 6, 2004 No.: 5.a. BIDS AND AWARDS Type of Action: AUTHORIZE AWARD Subject: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO SOARES PIPELINE, INC. FOR THE ACACIA PARALLEL FORCEMAIN PROJECT, DISTRICT PROJECT NO. 5727 Submitted By: Initiating Dept./Div.: Edgar Lopez Engineering / Capital Projects Assistant Engineer REVIEWED AND RECOMMENDED FOR BOARD ACTION: E. L T. Godse Y W. Brennan A. Farrell General ISSUE: On April 23, 2004, sealed bids were received and opened for the construction of the Acacia Parallel Forcemain Project, District Project 5727. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. RECOMMENDATION: Authorize award of a construction contract. FINANCIAL IMPACTS: Approximately $149,000 including bid price, contingency and construction management. ALTERNATIVES /CONSIDERATIONS: The alternative would be to reject all bids, which is not recommended. BACKGROUND: The District's 1989 Pumping Station Master Plan identified the need to add a second forcemain to the Acacia Pump Station. The Acacia Pump Station is a small, below grade, submersible pumping facility. The station is located in Orinda and is within an East Bay Municipal Utility District watershed. The Master Plan recommended that the addition of another forcemain would increase station capacity. Dual forcemains would also improve station reliability, allowing the station to remain on line in the event of a single forcemain rupture. The project site is shown in Attachment 1. The current project scope of work consists of the installation of a new 4 -inch forcemain running parallel to the existing forcemain. Other improvements include complete site paving, adequate facility drainage, bypass piping and the construction of a valve structure that would allow operating staff to work safely outside the wetwell. CAEngineering \5727 Acacia \5727AwPPFinal.DOC Page 1 of 5 POSITION PAPER Board Meeting Date: May 6, 2004 subject. AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO SOARES PIPELINE, INC. FOR THE ACACIA PARALLEL FORCEMAIN PROJECT, DISTRICT PROJECT NO. 5727 District staff prepared the plans and specifications for the project. The Engineer's estimate for construction is $140,000. This project was advertised on March 29 and April 5, 2004. A total of four (4) sealed bids ranging from $89,000 to $138,000 were received and publicly opened on April 23, 2004. A summary of bids received is shown in Attachment 2. The Engineering Department conducted a technical and commercial evaluation of the bids and concluded that Soares Pipeline, Inc. is the lowest responsive and responsible bidder with a bid amount of $89,000. The District will administer the construction contract and provide contract administration, inspection, survey, office engineering and shop drawing review. The allocation of funds required to complete this project, as shown in Attachment 3, is $149,000. This project is included in the fiscal year 2003 -04 Capital Improvements Budget (CIB) /Capital Improvements Plan on pages CS -82 through CS -87 under the Orinda/ Moraga Pumping Station Reliability Improvements. Staff has determined that there are adequate funds in the CIB for this project. Construction is anticipated to begin in June 2004 and will be completed by September 2004. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15282(1), since it involves construction of a pipeline less than a mile in length in a public right -of -way. Approval of this project will establish the Board of Directors' independent finding that the project is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize award of contract for construction of the Acacia Parallel Forcemain Project, District Project 5727, in the amount of $89,000 to Soares Pipeline, Inc., as the lowest responsive and responsible bidder. CAEngineering\5727 Acacia \5727AwPPRnal.DOC Page 2 of 5 Central Contra Costa Attachment Sanitary District ACACIA PARALLEL FORCE MAIN PROJECT Alpat DP 5727 1 Page 3 of 5 ATTACHMENT 2 Central Contra Costa Sanitary District SUMMARY OF BIDS PROJECT NO. 5727 Acacia Parallel Forcemain Proiect DATE: April 23, 2004 LOCATION: Orinda, California ENGINEER EST.: $140,000 BIDS OPENED BY: /s/ Joyce Murphy DATE: April 23, 2004 SHEET NO. 1 OF 1 Page 4 of 5 BIDDER BID PRICE (Name & Address) Soares Pipeline, Inc. 1 18550 Melrose Ave. $89,000 Hayward, CA 94541 W. R. Forde Associates 2 984 Hensley Street $118,790 Richmond, CA 94801 -2117 D. R. Lemings Construction 3 P.O. Box 2173 $137,400 Concord, CA 94521 D &D Pipelines 4 629 Divisadero $138,000 San Francisco, CA 94117 6 7 8 9 BIDS OPENED BY: /s/ Joyce Murphy DATE: April 23, 2004 SHEET NO. 1 OF 1 Page 4 of 5 ATTACHMENT 3 ACACIA PARALLEL FORCEMAIN PROJECT DISTRICT PROJECT NO. 5727 POST - BID /PRE- CONSTRUCTION ESTIMATE PERCENT OF ESTIMATED ITEM DESCRIPTION TOTAL CONSTRUCTION 1. Construction Contract 89,000 2. Contingency at 25 percent 23,000 CONSTRUCTION TOTAL: 112,000 100.0 3. Construction Management • District Forces Construction Management/ Inspection 21,000 Contract Administration/ Engineering 6,000 Community Relations 2,000 Operations Department 3,000 Record Drawings 1,000 Surveying 2,000 SUBTOTAL CONSTRUCTION MANAGEMENT: $35,000 31.2 4. Consultant • Material Testing 2,000 SUBTOTAL CONSULTANT: $2,000 1.8 CONSTRUCTION MANAGEMENT AND ENGINEERING TOTAL (ITEMS 3 & 4) $37,000 33.0 5. Prebid Expenditures (Design Costs) $17,000 15.1 6. Total Estimated Project Cost $166,000 148.2 7. 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O V 0 l< rf 0 h O QL CD CD � a l � L 0 9 y Cr O HE Al, T N R.I.i. 1• CCCSD CAPACITY FEE PROGRAM Special Study Review Capacity Fee Program . Provides for new users to " "buy into" the District sewer system . Intent of capacity fees is to equalize investment in District capital assets between new and existing users • New users pay capacity fee at time of initial connection to sewer system • Existing users pay additional capacity fees if there is an "added burden" Capacity Fees . Fees are based on anticipated wastewater strength and volume . Board adopts a schedule of fees . Fees for different users based on "Residential Unit Equivalent" or RUE . RUE is a measure of sewage strength and volume equivalent to a typical residential household • Current residential capacity fees • Gravity capacity fee - $3,983/RUE • Pumping capacity fee - $988 /RUE Lcapacity Fee Special Study MRWI For non - residential users where the Board has not established a RUE factor, a special study is conducted by District staff. A special study determines the wastewater strength and volume for a particular business or industry. Special studies may be reevaluated after 1 to 5 years of operation by the business or industry. 2 Special Study Capacity Fee Example 1. Special study determines capacity fee for a non - residential user to be 10 RUE (or $39,830). 2. After 5 years of operation, a review determines that the user is generating wastewater equivalent to 15 RUE. 3. User is obligated to pay additional capacity fees for 5 RUE (or $19,915). Special Study Review MW 1997 to 2003 No. of users Preliminary Resolution 7 Greater than 5 RUE difference 2 Less than 5 RUE difference 11 Needs additional analysis 8 Need additional data 92 OK 120 Total special studies 3 Additional Capacity Fee > 5 RUE Business Additional Fee Oakwood Athletic Club — Lafayette $186,260 Homestead Village — San Ramon $155,150 Extended Stay America — Pleasant Hill $74,810 Extended Stay America — San Ramon ($25,080) 24 -Hour Fitness — San Ramon $45,440 Round Table Pizza — Walnut Creek $18,000 Kratzer Chapel - Danville $15,200 Special Study Review Process 1. District staff completes draft review based on 3 to 5 years of operation. 2. Staff delivers draft report to users. A meeting will be held with owing fees >$20,000. 3. User reviews draft report and provides comments to District. 4. Staff reviews comments and completes report. Final report sent to users. 5. Invoices sent to users with fees <$20,000. Refunds sent out. 6. Meet with users owing more than $20,000 to explain payment options. Invoices sent based upon agreed payment terms. 0 Proposed Board Actions . Modify District Code to expand capacity use charge program to include users with an additional capacity fee greater than 5 RUE. . Allows payment of additional fee over 15 years at 6% interest. 5 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 6, 2004 No.: 7.a. HUMAN RESOURCES Type of Action: APPROVE STAFFING PLAN subject: APPROVE STAFFING PLAN FISCAL YEAR 2004 -2005 Submitted By: Cathryn Freitas, Human Initiating Dept. /Div.: Administrative /Human Resources Manager Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION: C401 . Musgraves Charles . atts, oe General Manage ISSUE: The Board reviewed the personnel needs of the District for Fiscal Year 2004- 2005 at its April 1, 2004, meeting. Accordingly, staff its submitting the Staffing Plan for Board approval. RECOMMENDATION: Approve the Staffing Plan for Fiscal Year 2004 -2005. FINANCIAL IMPACTS: The proposed Staffing Plan would increase annual salary costs by $11,658. ALTERNATIVES /CONSIDERATIONS: Do not approve this Staffing Plan; or modify this staffing plan. BACKGROUND: Each department has reviewed its staffing requirements for Fiscal Year 2004 -2005. The Staffing Plan was provided to the Board at its April 1, 2004, meeting which included departmental overviews, personnel actions taken during Fiscal Year 2003 -2004 to -date, requested changes and their justifications, new job classification descriptions, and organizational charts reflecting current staffing and proposed changes. There were sixty -five personnel actions during Fiscal Year 2003- 2004; twenty -eight of these resulted from labor negotiations. The attached summary sheet highlights the effect of each department's staffing requests on the number of total authorized positions in the District and the costs in salaries and benefits. As shown in the summary, the total number of authorized regular positions in the District will be the same as last year. Seven Co -op student positions are requested which is one less than Spring 2004 and the same number as Fall of 2003. The salaries and wages in the 2004 -2005 0 & M Departmental Budgets will increase from the previous year due to cost -of- living salary adjustments and any merit and longevity increases scheduled in 2004 -2005. Staff is recommending the salaries for Co -ops remain at $18.00 an hour. H: \BUDGET\Approve Staffing Plan PP 2004.doc Page 1 of 3 POSITION PAPER Board Meeting Date: May 6, 2004 Subject: APPROVE STAFFING PLAN FISCAL YEAR 2004 -2005 The Staffing Plan was referred to Local One. They have reviewed it without comment. Administrative None Operations Collection System Operations None Plant Operations 1. Delete one Maintenance Technician III, Mechanical (G -65, $4,653.90 - $5,640.04) position. 2. Add one Maintenance Planner (G -71, $5,371.31 - $6,503.90) position and reclassify Maintenance Technician III, Mechanical, Randy Covey to Maintenance Planner. 3. Delete one Secretary 1 /11 (1: G -45, $2,905.95 - $3,503.86; II: G -49, $3,189.46 - $3,854.47) position. 4. Add one Secretary III (G -52, $3,421.90 - $4,133.90) position. Engineering 5. Delete one Engineering Assistant I (G -60, $4,133.90 - $5,003.18) position. 6. Delete two Engineering Assistant II (G -65, $4,653.90 - $5,640.04) positions. 7. Delete one Construction Inspector /Designer (G -67, $4,887.62 - $5,914. 06) position. 8. Add four Engineering Assistant 1 /11 (1: G -60, $4,133.90 - $5,003.18; II: G -65, $4,653.90 - $5,640.04) positions; adopt the job classification description; and reclassify the two Engineering Assistant II's and the two Engineering Assistant I's. HABUDGETWpprove Staffing Plan PP 2004.doc Page 2 of 3 POSITION PAPER Board Meeting Date: May 6, 2004 Subject: APPROVE STAFFING PLAN FISCAL YEAR 2004 -2005 Secretary of the District co-op None 9. Authorize the hiring of students to fill seven Co -op positions in 2004 -2005. RECOMMENDED BOARD ACTION: Approve the Staffing Plan for Fiscal Year 2004 -2005 herein identified by items 1 - 9. Page 3 of 3 HABUDGET\Approve Staffing Plan PP 2004.doc