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HomeMy WebLinkAbout1/13/2005 AGENDA BACKUPJanuary 13, 2005 3.a. AWARDS AND COMMENDATIONS Page 1 of 3 Commendation to Gerald R. Lucey for his service as President of the Central Contra Costa Sanitary District Board of Directors SPECIAL COMMENDATION GERALD R. LUCEY On behalf of the Board of Directors and staff of the Central Contra Costa Sanitary District ( CCCSD), I wish to commend you for your leadership as President of the Board during the past year. 2004 was an eventful year - one of innovation, challenge, and significant achievement for Central Contra Costa Sanitary District. Anticipating the loss of ad valorem tax revenue, the District successfully positioned itself for that loss by achieving near term savings in many areas, deferring capital projects, and implementing a series of Sewer Service Charge rate increases to cushion District operations for the eventual loss of $5.7 million that occurred in November 2004. Although a number of capital projects were deferred, significant progress was made on the District's Capital Improvement Program, including completion of the 10 -year Rossmoor Sewer Improvements Program, the Pleasant Hill Relief Interceptor Phase 5, and the Walnut Creek North Main Sewer Replacement Project. Planning studies began in such major areas as the Plant Control Improvements Project, Ultraviolet Disinfection Expansion Project, the Collection System Operations Division Corporation Yard, and the Solids Handling Facilities. Management of the District's real estate assets was improved through your efforts on the newly formed Real Estate Committee. In a team spirited approach to dealing with the public's business, the District entered into a number of cooperative contracts and projects with neighboring agencies. Joint projects were undertaken with the City of Walnut Creek, the City of Pleasant Hill, and the City of Martinez; Contra Costa Water District contracted with CCCSD to provide O &M services for CCCSD's recycled water distribution system; a wastewater interconnection agreement was formalized with Dublin San Ramon Services District to provide redundancy and backup for the San Ramon Pumping Station; CCCSD provided assistance to East Bay Municipal Utility District in responding to the tragic November 9, 2004 fuel line explosion in Walnut Creek; CCCSD staff played an active role in the Bay Area Clean Water Agencies (BACWA) and Regional Water Quality Control Board sponsored Sewer System Management Plan seminars; and County Administrator John Sweeten attended a CCCSD Board Meeting to personally thank the District Board and staff for the high level of collaboration and cooperation exhibited by the District. Negotiations were successfully concluded on such difficult and oftentimes complex issues as modification to the General Agreement for Recycled Water with Contra Costa Water District, the Wendt Ranch Offsite Sewer, and resolution of pump vibration issues at the Moraga and Orinda Crossroads Pumping Stations. Of particular significance was completion of the Treatment Plant Soil Remediation Project which concluded a lengthy, costly, and extremely complicated project for long -term management of soil cover on Basin A South. However, 2004 was not without challenges. Difficult and sometimes challenging public outreach issues were addressed, including the San Ramon Pumping Station overflow, and plant pigeon control. Lawsuits and claims were settled, extensive amounts of documents were produced in response to Public Records Act requests, and potentially explosive chemicals dropped off at the Household Hazardous Waste Collection Facility were disposed of safely. A very real tribute to your leadership as President of the Board of Directors came when you ably chaired a volatile Board Meeting over expansion of the sanitary sewer system into the Alhambra Valley. The Board Room was literally filled to overflowing with citizens adamantly opposed to and strongly in favor of a sanitary sewer extension. Your evenhanded yet firm approach allowed each person to be heard and afforded the Board an opportunity to more clearly understand the situation in the Alhambra Valley and make an informed decision that will benefit the environment and the citizens of the area. The items mentioned above represent only a small fraction of the work that was done, but they clearly illustrate what an extremely busy year 2004 was. Significant challenges were met. Work proceeded on capital projects. Customers were helped. Bills were paid. Studies and reports were done. New employees were hired and trained. Facilities and equipment were maintained. And each and every day, wastewater was collected and treated. At the same time, for the seventh consecutive year, the District achieved 100 percent compliance with its National Pollutant Discharge Elimination System (NPDES) permit, protecting public health and the environment. Thank you for the able leadership and sound guidance that you have provided, making 2004 a year that we can all look back on and be proud of. Barbara D. Hockett President of the Board of Directors Parke L. Boneysteele, Director Mario M. Menesini, Director James A. Nejedly, Director Charles W. Batts General Manager Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 13, 2005 No.: 4.a. CONSENT CALENDAR Type of Action: ACCEPT GRANT OF EASEMENT subject: ACCEPT A GRANT OF EASEMENT FOR SEWER PURPOSES FROM VITO L. D'ADDABBO AND MARY D. D'ADDABBO, DISTRICT JOB NO. 1554 Submitted By: Initiating Dept. /Div.: Ricardo Hernandez Engineering /Environmental Services Sr. Engineering Assistant REVIEWED AND RECOMMENDED FOR BOARD ACTION: f �J4 R. Hernandez . Swanson AA. II General ISSUE: The Board must accept Grants of Easements by resolution. RECOMMENDATION: Accept the Grant of Easement. FINANCIAL IMPACTS: Compensation in the amount of $6,390 has been paid to the property owners. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The subject Grant of Easement is for an easement to accommodate an existing sewer at 2475 Overlook Drive, Walnut Creek (map attached). Through a point repair being done on this sewer (built in 1949) it was found that the alignment of the sewer was through the D'Addabbo property instead of the adjacent property as shown on existing plans and maps. Staff is also negotiating with two additional property owners to secure easements on those lots for the same sewer. RECOMMENDED BOARD ACTION: Adopt a resolution to accept the Grant of Easement from Vito L. D'Addabbo and Mary D. D'Addabbo; and authorize staff to record the Grant of Easement with the County Recorder. U- `,Position Papers \Hernandez R\Accept GOE- D'Addabbo.doc Page 1 of 2 r FUTURE EASEMENT ACQUISITIONS/ NEW 5' WIDE CCCSD EASEMENT 0E 0 N u C d d 0 d ' 0 100 2C a 0 E FEET 6 V1 Central Contra Costa Sanitary District n a I- =�- y Fmpared by Engineering Support S—tic \ AOYD Im 1 LEASAN HILL ` GM vn � N O \\ 66 SITE - \ LAFAYETTE yam 2� 24 \ LOCATION MAP `\ N. T. S. 0 R/ZZA FRE/SER , D. ADDABBO 0 ,A Attachment 2475 OVERLOOK DRIVE WALNUT CREEK I MAP Page 2 of 2 Central Contra Costa Sanitary District r� BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 13, 2005 No.: 4.b. CONSENT CALENDAR Type of Action: ACCEPT GRANT OF EASEMENT AND AUTHORIZE RECORDING Subject: ADOPT A RESOLUTION ACCEPTING PUBLIC SEWER IMPROVEMENTS AND A GRANT OF EASEMENT WITHIN THE ROSSMOOR DEVELOPMENT, PHASE 9, DP 5724 Submitted By. David Baldi, Senior Initiating Dept/Div.: Engineering /Capital Projects Engineering Assistant REVIEWED AND RECOMMENDED FOR BOARD ACTION: 12 (222,U. rx�-,W) krA Qll,(� D. Baldi P i W. Brennan A. Farrell harle . Batts General Manager ISSUE: Transferring of private sewer lines to the District's public system requires the Board of Directors' acceptance of a Grant of Easement for the line segments being accepted. RECOMMENDATION: Authorize the President of the District's Board of Directors and the Secretary of the District to accept a Grant of Easement for District Project No. 1001, Parcel 135, and authorize that the Grant of Easement be recorded. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: Not Applicable. Filing the easement documents is part of the agreement between the District and Rossmoor. BACKGROUND: The agreement between Rossmoor and the Central Contra Costa Sanitary District (CCCSD) provides for the improvement and transfer of portions of the Rossmoor sanitary sewer system to CCCSD. The agreement formalizes a process by which certain sewers with diameters of six (6) inches and greater would become publicly maintained. To date, nine (9) phases of this project have been completed. The easement being submitted contains sewer lines that were completed under Phase 9 work. The parcel designation and grantor of the easement that is being accepted is Parcel 135, which has been granted by Golden Rain Foundation (see Exhibit A). hConstruction \Position Papers\2005 \BaldiPPDP5724.doc Page 1 of 3 POSITION PAPER Board Meeting Date: January 13, 2005 subiect : ADOPT A RESOLUTION ACCEPTING PUBLIC SEWER IMPROVEMENTS AND A GRANT OF EASEMENT WITHIN THE ROSSMOOR DEVELOPMENT, PHASE 9, DP 5724 The sewers within the easements will become part of CCCSD's public sewer system upon Board acceptance. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines, Section 18.6, since it involves a minor alteration in land use limitations. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize the President of the Board of Directors to accept a Grant of Easement for Rossmoor Development Project, Phase 9, District Project No. 1001 ( Rossmoor Master Project Number), Parcel 135, and authorize that the grant be recorded. hConstruction \Position Papers\2005 \BaIdiPPDP5724.doc Page 2 of 3 ATTACHMENT A MUT 7 33 LSM 41 STATE MUTUAL 4400 OR 208 r- 4 EASEMENT LOCATION MAP N.T.S. CREEK Central Contra Costa EXHIBIT Sanitary District ROSSMOOR SEWER RENOVATION PHASE 9 CCCSD 5724 & 1001 EASEMENT AGREEMENT A Page 3 of 3 ///3/0,5 b, FINAL ROSSMOOR SEWER TRANSFER MEETING AGENDA - 10- Year Project Summary - New maps - Celebration PARTICIPANTS - Rossmoor Committee Members - Board Members - CCCSD Staff PRESS RELEASE - Contra Costa Times - Rossmoor News CELEBRATION - Plaque to Rossmoor - Cake and Refreshments Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 13, 2005 No.: 4.c. CONSENT CALENDAR Type of Action: ADOPT RESOLUTIONS subject: ADOPT RESOLUTIONS AUTHORIZING EXECUTION AND RECORDING OF A QUITCLAM DEED TO THOMAS T. MCCORMICK (17 CAMINO ENCINAS, ORINDA; DISTRICT PROJECT NO. X1564 - PARCEL 27), AND ACCEPTING AN OFFER OF DEDICATION AND PUBLIC SEWER IMPROVEMENTS (DISTRICT PROJECT NO. 5522 - PARCEL 2) FROM THOMAS T. MCCORMICK Submitted By: Initiating Dept /Div.: Michael J. Penny, Associate Engineer Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. 1' ny J. Miyamoto -Mills C. Swanson 4A. rrell Charles . Ba , General Manag r ISSUE: The Board of Directors' authorization by resolution is required to quitclaim easements, accept offers of dedication and public sewer improvements, and to record documents. RECOMMENDATION: Adopt resolutions authorizing execution of a Quitclaim Deed, accepting an offer of dedication and public sewer improvements, and authorizing recording of the documents. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: Thomas T. McCormick, the property owner at 17 Camino Encinas, Orinda (see Attachment 1), was required to relocate a portion of the 6 -inch sanitary sewer on his property to accommodate the reconstruction of the house. The District reviewed the plans for the sewer relocation and found them acceptable. The property owner granted the District a 15- foot -wide easement over all of the sewers within the property in exchange for the District quitclaiming the existing 5- foot -wide easement. Mr. McCormick made an Irrevocable Offer of Dedication (IOD) for the new easement prior to constructing the replacement sewer pipeline. Attachment 1 shows the locations of the existing easement to be quitclaimed and the new 15 -foot easement. RECOMMENDED BOARD ACTION: Adopt resolutions authorizing the President of the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to Thomas T. McCormick (17 Camino Encinas, Orinda) on behalf of the District, accepting an offer of dedication from Thomas T. McCormick of the easement offered in the IOD recorded June 25, 2001, Series 2001 - 0177867 -00, at no cost to the District, accepting TARight -of- Way \Quitclaims \5522 McCormick \McCormick QC & Accpt IOD PP.doc Page 1 of 3 POSITION PAPER Board Meeting Date: January 13, 2005 Subject: ADOPT RESOLUTIONS AUTHORIZING EXECUTION AND RECORDING OF A QUITCLAM DEED TO THOMAS T. MCCORMICK (17 CAMINO ENCINAS, ORINDA; DISTRICT PROJECT NO. X1564 - PARCEL 27), AND ACCEPTING AN OFFER OF DEDICATION AND PUBLIC SEWER IMPROVEMENTS (DISTRICT PROJECT NO. 5522 - PARCEL 2) FROM THOMAS T. MCCORMICK Job No. 5522, public sewer improvements, and authorizing recording of the documents with the Contra Costa County Recorder. Page 2 of 3 T: \Right -of- Way \Quitclaims \5522 McCormick \McCormick QC & Accpt IOD PP.doc LOCATION AND N i LION MAP N.T.S. REPLACEMENT NEW 15'• EASEMENT -EXISTING 5� EASEMENT TO BE QUITCLAIMED —6— EXISTING SEWER I� x Central Contra Costa Sanitary District McCORMICK EASEMENT Attachment - DISTRICT PROJECT NO.5522, PARCEL 2 ' AND NO.1564, PARCEL 27 ORINDA D J lag Page 3 of 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 13, 2005 No.: 4.d. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK/AUTHORIZE NOTICE OF COMPLETION Subject ACCEPT CONTRACT WORK FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY ROAD SEWER RENOVATION PROJECT, DISTRICT PROJECT 5659 AND 5692, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating DeptJDiv.: Munawar Husain, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: J'A ®r 6t -4- M. Husain N4Kcki W. Brennan A. rarrell General Ma ISSUE: Construction has been completed on the Pleasant Hill Relief Interceptor,' Phase 5, and Happy Valley Road Sewer Renovation Project, District Project 5659 and 5692, and the work is now ready for acceptance. RECOMMENDATION: Accept contract work for the Pleasant Hill Relief Interceptor, Phase 5, and Happy Valley Road Sewer Renovation Project, District Project 5659 and 5692, by Ranger Pipelines, Inc., and authorize the filing of the Notice of Completion. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not applicable. Filing the Notice of Completion is required under California Civil Code Section 3093. BACKGROUND: The Pleasant Hill Relief Interceptor, Phase 5, Project extends the relief interceptor from the corner of Boyd Road and Patterson Boulevard to the intersection of Oak Park Boulevard and Patterson Boulevard in Pleasant Hill (see Attachment 1). An extension of the recycled water system was included in this phase. Approximately 3,900 feet of 36 -inch sewer, 2,000 feet of 12 -inch and 1,200 feet of 10 -inch reclaimed water pipe was installed. The sewer and the 12 -inch reclaimed water pipe was installed on Patterson Boulevard. The 10 -inch reclaimed water pipe extends into Pleasant Oak Park adjacent to Pleasant Hill Middle School to supply both the park and school with reclaimed water. As part of the Happy Valley Road Sewer Renovation project, approximately 1,000 feet of 24 -inch and 850 feet of 16 -inch sewer lines were installed on Happy Valley Road and, in addition, approximately 550 feet of 8 -inch sewer line was installed on Mt. Diablo Boulevard, all in Lafayette (see Attachment 2). L: \Position Papers \HUSAIN \5659 and 5692 Acceptance.doc 12/27/2004 3:28 PM Page 1 of 4 POSITION PAPER Board Meeting Date: January 13, 2005 Subject: ACCEPT CONTRACT WORK FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY ROAD SEWER RENOVATION PROJECT, DISTRICT PROJECT 5659 AND 5692, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Replacement work on an existing 3 -inch to 8 -inch irrigation water line on Patterson Boulevard was also completed at the request of the City of Pleasant Hill. The City was acting on behalf of the Diablo Vista County Water District. Road reconstruction work on Patterson Boulevard was not undertaken in compliance with an amended agreement between the City of Pleasant Hill and the District. This work will be completed by the City of Pleasant Hill at a later date. On April 15, 2004, the Board of Directors authorized the award of a construction contract for this work in the amount of $4,110,061 to Ranger Pipeline, Inc. The contractor was issued a Notice to Proceed, which was effective May 5, 2004, with a required contract completion date of December 17, 2004. The District had beneficial use of the work on December 17, 2004. All contract work is complete at this time. It is appropriate to accept the contract work at this time. The total authorized budget for this project is $5,173,000. 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 Pleasant Hill Relief Interceptor, Phase 5, and Happy Valley Road Sewer Renovation Project, District Project 5659 and 5692, by Ranger Pipelines, Inc., and authorize the filing of the Notice of Completion. L: \Position Papers \HUSAIN \5659 and 5692 Acceptance.doc 12/27/2004 3:31 PM Page 2 of 4 0 400 800 LEGEND: FEET SEWER LINE ® RECLAIMED WATER LINE x Central Contra Costa Sanitary District PLEASANT HILL RELIEF INTERCEPTOR PHASE 5 PROJECT � ' CCCSD PROJECT 5659 Page 3 of 4 0 CD0 N U O w N LI F LAFAYETTE PRQIECT AREA Central Contra Costa Sanitary District HAPPY VALLEY ROAD SEWER RENOVATION PROJECT CCCSD PROJECT 5692 Attachment 2 Page 4 of 4 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER 5,4, CALL FOR REQUEST TO CONSIDER Board Meeting Date: January 13, 2005 No.: ITEMS OUT OF ORDER Type of Action: CONSIDER EMERGENCY WITHDRAWAL Subject: CONSIDER A REQUEST FOR EMERGENCY WITHDRAWAL OF FUNDS FROM THE DEFERRED COMPENSATION PLAN Submitted By: Initiating Dept./Div.: Debbie Ratcliff, Controller Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION: � e D. Ratcl sgraves Rhnr ec N C u.. General ISSUE: Authorization by the Board of Directors is required for emergency withdrawal of funds from the Deferred Compensation Plan. RECOMMENDATION: Approve the request by Steve Plunkett for an emergency withdrawal of $6,200 from the Deferred Compensation Plan, as recommended by the Deferred Compensation Plan Advisory Committee. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: This request could be denied, however, this is not recommended as the request meets the requirements for emergency withdrawals as set forth by the Internal Revenue Service. BACKGROUND: Steve Plunkett, Utility Worker, has requested an emergency withdrawal from the Deferred Compensation Plan based on extreme financial hardship caused by a sudden and unexpected illness. The Deferred Compensation Plan Advisory Committee has reviewed the request and determined that it meets the requirements for emergency withdrawal in the amount of $6,200. RECOMMENDED BOARD ACTION: Approve the request by Steve Plunkett for an emergency withdrawal of $6,200 from the Deferred Compensation Plan, as recommended by the Deferred Compensation Plan Advisory Committee. SAADNINPOSPAPEMPlunkett Emergency Withdrawal 01- 13- 05.doc January 13, 2005 6.d.2) BOARD MEMBERS REPORTS Page 1 of 7 Provide input regarding the District's vote for the special districts representative to the Local Agency Formation Commission (LAFCO) CONTRA COSTA LOCALAGENCY FORMATION COMMISSION 651 Pine Street, Eighth Floor • Martinez, CA 94553 -1229 e -mail: braitman2 @everdream.com La -M (925) 646 -4090 • (925) 646 -2240 FAX .fr= MEMBERS ALTERNATE MEMBERS Helen Allen David Kurrent City Member Public Member Federal Glover Dwight Meadows Bob Braitman County Member Special District Member Executive Officer David Jameson Rob Schroder Special District Member City Member Gayle B. Uilkema County Member December 14, 2004 TO: Presiding Officer and General Manager Each Independent Special District in Contra Costa County SUBJECT: Reminder - Independent Special District Selection Committee Meeting on January 24, 2005 Richard Bartke Public Member Millie Greenberg County Member George H. Schmidt Special District Member Don Tatzin City Member I am writing to remind you that the Independent Special District Selection Committee is scheduled to meet on Monday, January 24, 2005 at 9:30 AM at the Pleasant Hill Community Center. To transact business a quorum (50% + one) of independent special districts in the County must be present. I encourage you to attend or be represented. The purpose of this meeting is to select a special district member to fill a vacancy that will be created on January 1 when Commissioner David Jameson leaves the Commission. The appointment is to complete his current term of office that expires on May 5, 2008. It is essential that appointments to the Commission be made legally so LAFCO decisions it cannot be overturned because the Commission was not properly constituted. This letter reminds you only the presiding officer, or another member of the governing board appointed by the board, can vote at this meeting. General Managers and legal counsel are not able to represent the District even if authorized by the governing board. Government Code Section 56332 is clear on this matter. We have distributed nomination forms to all independent special districts. The deadline for our office to receive any nominations is Friday, January 7. That will give us time to copy the forms and mail them to all independent special districts the following week, hopefully on Monday, January 10. The Selection Committee is not restricted to appointing someone who has submitted a nomination form since nominations can be made at the meeting. Reviewing nomination forms before the meeting will allow Selection Committee members to be aware of those who have expressed their interest in serving. Presiding Officer &General Manager Independent Special Districts December 14, 2004 Page 2 of 2 The Selection Committee can adopt local rules and procedures regarding nominations and appointments but I can find no record of rules being formally adopted in the past. This can be discussed on January 24 and I have added an agenda item for this purpose. Please contact the LAFCO office if you have any questions or need further information. Sincerely, BOB BRAITMAN Executive Officer David Alan Piepho 2230 Sunset Point Discovery Bay, CA (925) 516 -2358 DAPiepho@sbcglobal.net December 9, 2004 Chair of the Board and Directors, Hello, my name is David A. Piepho and I am a director with the Discovery Bay Community Services District. I am seeking a position on the LAFCO board representing Contra Costa Special Districts. I was originally elected to our local Municipal Advisory Council in 1994. I have been an elected member of the Discovery Bay Community Services District since it's inception in 1997. I have served two terms as President and two terms as Vice President. I have served on the election committee for the Contra Costa Special Districts Association, and currently represent the Contra Costa Special District Association (CCSDA) as its representative to the Mayor's Conference. My community involvement also includes serving on the Sutter Delta Hospital Foundation and a local Community Center Board. I am a lifelong resident of Contra Costa County. I have spent 25 years, living in Walnut Creek, 5 years living in the City of Pleasant Hill, and the last 12 years living in Discovery Bay. I have had the privilege and opportunity to experience city, county and special district governments. I have a strong desire to help our County work with cities and special districts in order to foster improved relationships. Moreover, I have been interested in a obtaining a seat on LAFCO for many years now. I am employed in the fire service, which enables me a flexible schedule to attend all meetings. My wife Mary is a newly elected Contra Costa County Supervisor for District III and we are raising our 7 year old daughter Mariah here in Contra Costa County. We love this county and are privileged to be able to serve its citizens. I welcome an opportunity to speak with you regarding my interest in serving on LAFCO. Please feel free to contact me, @ 925 -516 -2358 or by email at DAPie_phoksbcglobal.net I would be honored to receive consideration and support from your board. Respectfully, David A. Piepho, Director Discovery Bay Community Services District KAREN MITCHOFF 864 Camelback Place, Pleasant Hill, California 94523 December 27, 2004 TO: Independent Special Districts of Contra Costa County As Board Chair of Pleasant Hill Recreation & Park District, I would appreciate your consideration as I seek the open position on the LAFCO Board to represent Contra Costa Special Districts. I joined the Pleasant Hill Recreation & Park District Board in 2003 when I was appointed to fill a vacancy left by Allen Hart. In the recent election, I was elected to complete that term. Our district recently updated its Master Plan, and I am committed to implementing its recommendations over the next several years. At our Board of Directors meeting on December 2, 2004 my fellow Board Members unanimously elected me to serve as Board Chair; and at our meeting on December 16, they again unanimously approved my candidacy to the Contra Costa LAFCO Board. Following is a summary of my background and qualifications: ■ 30 -year resident of Pleasant Hill ■ Employed as an Administrative Analyst for children's and family programs for Contra Costa County for the past 6.5 years ■ 21 -year work experience in the public sector; 11 years in the private sector. In the private sector, worked as a legal secretary (professional certification) and a civil litigation and family law paralegal ■ Chief Assistant to County Supervisors Sunne McPeak (September 1987 — March 1994) and Mark DeSaulnier (April 1994 — April 1998). The focus was on: • Land use and land planning issues • Contra Costa County's 1990 Urban Limit Line • Airport issues • Conflict resolution ■ Experience testifying before many local governmental bodies including cities, county committees, and BART ■ Served on the Pleasant Hill Citizens' Advisory Committee on Redevelopment for four years (1988 — 1992) ■ Served on the Pleasant Hill Planning Commission for four years (1992 —1996) and served as Chair in 1995 -1996, the year our Commission made the difficult and highly - publicized decision on Pleasant Hill's Adult Use Ordinance ■ Throughout my career, I have built a reputation as a problem solver who carefully weighs diverse points of view to build consensus ■ 1 am a good listener. I ask cogent questions to clarify matters and consider each issue reflectively and deliberatively ■ 1 have always had a keen interest in how Contra Costa County moves forward to meet its residential needs and commercial interests ■ Having professional interests with the county and civic experiences with a city and special district, I recognize, understand and appreciate the concerns of each body and have the unique ability to evaluate issues from all perspectives — my decisions will be based on what is best for the community as a whole and not any specific interest or group Thank you for your consideration of my candidacy. If you have any questions or would like to discuss my interest in this important position in more depth, please call me at (925) 768 -5252. Karen Mitchoff Board Chair, Pleasant Hill Recreation & Park District December 29, 2004 My name is Doug Hardcastle. I have been married for 33 years and am the father of two children ages 24 and 29. I am asking for your vote to the open seat for Independent Special Districts. I am an elected Director of Ironhouse Sanitary District (ISD), which serves the City of Oakley and the unincorporated area of Bethel Island. I am also involved with the East County Horseman's Organization (ECHO). We are trying to establish a trail network for both equestrians and multi -use. By doing this we hope to retain our rural flavor and it will also be a unique way of bringing the community together. We are also working to establish adjoining trails with surrounding communities. I have lived in Contra Costa County all of my life. The past 24 years have been in the town and City of Oakley. In those years, there has been a tremendous amount of growth. During most of this time, the County was in control of our development, which has not always been what one would consider, by today's terms, smart growth. As the appointed "City Liaison" and "LAFCO" representative for ISD, I have attended most of Oakley's City Council meetings, and those of the City Planning Commission. My experience as a Director of ISD, my regular attendance at my City's meetings; and my active participation in my community have helped me understand what is involved with City and Special District Governance and the process's that take place. If elected to represent the Independent Special Districts on LAFCO, I will research and discuss issues with those who would be directly affected by their outcome. My vote would be an independent vote. I am beholden to no special interest group nor financial gain that would interfere with my vote. I would vote strictly on the law and merits of any proposal to come before me. December 29, 2004 TO: SPECIAL DISTRICT VOTING DELEGATE • Elected to Director of Iron House Sanitary District — November, 2000 to current • Graduate of Ygnacio Valley High School —1969 • U.S. Army 1969 -1971 • Studied Small Business Management — Diablo Valley College. • Past Board Member of East Diablo Youth Soccer League • Coach And Sponsor of Youth Baseball, Soccer and Softball, Teams • Manager of Hardcastle RV Center in Martinez and currently relocating business to Oakley. Business started in 1971. • Member of East County Horsemen's Organization (ECHO). Chairman of Trail Development. Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 13, 2005 Type of Action: Human Resources No.: 7.a. HUMAN RESOURCES subject: Adopt Revised Job Classification Description and Establish Salary for Secretary of the District at M -38 ($6575.58- $7992.66) Submitted By: Cathryn R. Freitas Initiating Dept./Div.: Admin. /H.R. H. R. Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION. C. Freitas sgraves General ISSUE: As part of the executive recruitment process for the Secretary of the District position, the job classification description and salary have been reviewed and revised. Modifications to descriptions and salary ranges require Board approval. RECOMMENDATION: Adopt the proposed job classification description and salary of M -38 for the position of Secretary of the District. FINANCIAL IMPACTS: The difference in salary range between the current Secretary of the District and the new appointee will be a reduction of five percent. ALTERNATIVES /CONSIDERATIONS: Do not adopt the proposed modifications to the job classification description, make different changes, or revise the salary range. BACKGROUND: The Secretary of the District job classification description has not been revised since 1993. Since that time, the duties have expanded to include the installation and maintenance of a sophisticated electronic records management system, the use of a computerized Board meeting minute system, and the management of activities for assigned staff. The proposed changes also include recognition of the Secretary's role in representing the District to outside agencies, organizations and the public, as well as responding to e-mail and various legal obligations of the Office. The proposed salary of M -38 is the result of an external salary survey and internal salary comparisons with other District management group positions. Additions to the job classification description are printed in bold and deletions are in strike -out (see attached.) RECOMMENDED BOARD ACTION: Adopt the attached job classification description and salary of M -38 for the position of Secretary of the District. CADocuments and Settings \cfreitas \My Documents\sec of dist os Page 1 of 6 p ppr 1- 13- 05.doc CENTRAL CONTRA COSTA SANITARY DISTRICT SECRETARY OF THE DISTRICT DEFINITION Effective: 12/3/04 1017193 Range: M -38 M-36 Respirator Class: 3 Assist the Board of Directors and serve as Secretary of the District within the meaning of Sections 6402, 6486, and 6542C of the Health and Safety Code; act for the Board of Directors in a variety of executive, administrative, legal, and record keeping functions; participate as part of the District management team; and do related work as required. SUPERVISION RECEIVED AND EXERCISED Receive general direction from the Board of Directors. Exercise direct and general supervision over subordinate positions. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Take appropriate steps and make independent decisions, as necessary to implement Board requests, decisions, and official actions. Ensure that minutes and actions of the Board of Directors are properly recorded and that subsequent actions are taken according to the legal requirements imposed on, and by, the Board. Schedule, organize, attend, participate in, and record /transcribe various Board of Directors' meetings and hearings, ensuring compliance with the Brown Act. Maintain confidentiality with critical and sensitive information, records; and reports. Edit and /or summarize Board of Director's decisions on minutes and ordinances and index and transcribe for District Code or permanent record. Sign and /or countersign warrants for payments, contracts, agreements, and bonds. Perform ministerial duties such as issuing certificates of election, filing oaths of office, and attesting to ordinances adopted by the Board of Directors. Page 2 of 6 CENTRAL CONTRA COSTA SANITARY DISTRICT Secretary of the District (Continued) EXAMPLES OF ESSENTIAL DUTIES Answer, screen, and route, and respond to incoming telephone calls, and correspondence, and electronic mail. Research matters of interest to the Board, management or the public and compile information for their use. Administer District elections in accordance with State and County established procedures, and monitor compliance with campaign finance and conflict of interest laws. Design, . and supervise District records management program, including review and modification of records inventory system, classification and indexing system, retention schedules, electronic imaging system, computer -aided indexing systems, and storage and retrieval processes. Serve as agent for receipt of legal documents served on District. Represent the District to outside agencies, organizations, and the public. Prepare, assemble, and distribute agendas. Act as information source to the general public regarding Board of Directors' activities and records. Maintain calendar and appointments for Board members. Participate in and coordinate with management group, and assist in the administration of District programs. Participate in Board of Directors' meetings. Execute details of transactions of the Board such as officially recording orders, preparing and ordering legal notices for publications. Administer the District's historical archives. Supervise and direct subordinate assigned staff; plan, organize, and coordinate activities of assigned staff. Prepare and administer budget for assigned functions. Page 3 of 6 CENTRAL CONTRA COSTA SANITARY DISTRICT Secretary of the District (Continued) EXAMPLES OF ESSENTIAL DUTIES Work cooperatively with other departments, District officials, and outside agencies. Exercise good judgement. Perform advanced level secretarial work including typing, filing, etc., of a confidential nature. Perform related duties as required. EXAMPLES OF NON - ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Receive and prepare responses to various correspondence. Inform Board members of background and /or additional information on agenda items, review past actions, read documents. Notify the public of actions taken on matters submitted to the Board, furnish Board minute orders to various offices. MINIMUM QUALIFICATIONS Knowledge of: Provisions of the Health and Safety Code related to functions of the Secretary of the Board of a sanitary district. General principles and concepts of organization, management, and public administration. Legal terminology and current statutes governing the procedures of a special district and its board of directors. Federal, state, and local laws, and codes and regulations governing elections and special district operation, including the Ralph M. Brown Act, the Public Records Act, and conflict of interest laws. Page 4 of 6 CENTRAL CONTRA COSTA SANITARY DISTRICT Secretary of the District (Continued) . Knowledge of: Modern office machines, practices, and procedures pertaining to reeeip , including processing and storage of District records. English grammar, usage, spelling, punctuation and composition, filing, indexing, and cross referencing methods. Public bidding process. Ability to: Continuously interpret and understand laws, Board directions, policies, procedures, and public requests; know laws and administrative policies and procedures; observe staff as part of supervisory function; remember past actions, follow directions, and research past Board decisions; and communicate Board actions and provide direction to staff. Intermittently analyze information in the preparation of minutes, reports, position papers, evaluations, and resolutions; identify requested records and information, and problem solve in the preparation of analyses and reports and in providing information to Board, staff, and public. Sit at desk and in meetings for long periods of time on a continuous basis. Write or use a keyboard to communicate through written means; perform simple grasping and fine manipulation; read reports, letters, etc.; proofread; communicate clearly both orally and in writing with the public, Board, staff, and employees; take minutes, and use telephone. Understand and apply present and new regulations, policies, rules, functions, procedures, and processes. Conduct and perform special studies and analyses, and research and develop comprehensive and concise reports. Prepare correspondence, minutes, reports, position papers, resolutions, ordinances, and notices accurately and clearly. Identify procedural problems and recommend effective resolutions. Read, interpret, and follow departmental policies and procedures. Page 5 of 6 CENTRAL CONTRA COSTA SANITARY DISTRICT Secretary of the District (Continued) Ability to: Take dietation at a speed of 120 words per minute meeting minutes and transcribe it them accurately. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with staff, representatives of other county agencies, and the general public. Attend evening and weekend meetings as required by the Board schedule. Perform advanced level secretarial work including keeping records. Operate standard office equipment. Use a typewriter, computer and office equipment to prepare a variety of documents at the skill level and with the degree of accuracy to meet job requirements. 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 responsible administrative experience, including three years of work which required knowledge of the laws and procedures related to the functioning of a local government legislative body or in other legal procedural work including the preparation of agendas and the preparation of official minutes, and records management. Education: Equivalent to the completion of two years of business college. Additional experience can be substituted on a year- for -year basis. LICENSES AND CERTIFICATES Possession of a valid California Driver's License. Page 6 of 6 January 13, 2005 9.b. BUDGET AND FINANCE Page 1 of 4 Adjourn Regular Board Meeting and convene as the Board of Directors of the Central Contra Costa Sanitary District Facilities Financing Authority to conduct its Annual Meeting CENTRAL CONTRA COSTA SANITARY DISTRICT FACILITIES FINANCING AUTHORITY ANNUAL MEETING JANUARY 13, 2005 AGENDA 1. CALL TO ORDER 2. ROLL CALL 3. PUBLIC COMMENTS 4. ELECTION OF OFFICERS a. Election of Officers pursuant to Article III, Section 2 of the Bylaws as follows: 1) President of the Authority shall be the Chair of the Budget and Finance Committee of the District Board of Directors; 2) Vice President of the Authority shall be the remaining Member of the Budget and Finance Committee of the District Board of Directors; 3) Executive Director of the Authority shall be the General Manager of the District; 4) The Treasurer of the Authority shall be the Controller of the District; and 5) The Secretary of the Authority shall be the Secretary of the District 5. APPROVAL OF MINUTES a. Approve Minutes of January 15, 2004 6. BUDGET AND FINANCE a. The Treasurer of the Authority will present Financial Status Report for 2004 7. OTHER BUSINESS RELATING TO MATTERS ABOVE 8. ADJOURNMENT a. Adjourn annual meeting of the Authority and reconvene as the Board of Directors of the Central Contra Costa Sanitary District S:\ ADMIN \MURPHY\Aaendas \CCCSDFFA.AGE MINUTES OF THE ANNUAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT FACILITIES FINANCING AUTHORITY HELD ON JANUARY 15, 2004 At 3:52 p.m., President Lucey adjourned the Regular Board Meeting and Member Boneysteele, President of the Central Contra Costa Sanitary District ( CCCSD) Facilities Financing Authority, convened the annual meeting of the CCCSD Facilities Financing Authority. At the request of President Boneysteele, Treasurer of the Authority Deborah Ratcliff reviewed the purpose and responsibilities of the CCCSD Facilities Financing Authority that was formed in 1994 and was used as a vehicle to sell bonds for capital projects. President Boneysteele requested that the Secretary call roll. PRESENT: Directors: Menesini, Lucey, Nejedly, Hockett, Boneysteele ABSENT: Directors: None President Boneysteele requested public comments, and noted that there were none. President Boneysteele stated that in accordance with the Bylaws of the Authority, it would be appropriate to elect officers at this time. It was moved by Director Lucey and seconded by Director Hockett, that pursuant to Article III, Section 2 of the Bylaws, the following slate of officers shall be elected for 2004: 1) President of the Authority shall be Director Parke L. Boneysteele, Chair of the Budget and Finance Committee of the District Board of Directors; 2) Vice President of the Authority shall be Director Mario M. Menesini; the remaining member of the Budget and Finance Committee of the District Board of Directors; 3) Executive Director of the Authority shall be Mr. Charles W. Batts, General Manager of the District; 4) Treasurer of the Authority shall be Ms. Deborah Ratcliff, Controller of the District; and 5) Secretary of the Authority shall be Ms. Joyce E. Murphy, Secretary of the District. There being no objection, the motion was unanimously approved. It was moved by Director Member and seconded by Director Lucey, that the minutes of the CCCSD Facilities Financing Authority annual meeting of January 23, 2003, be approved as presented. There being no objection, the motion was unanimously approved. Ms. Deborah Ratcliff, Treasurer of the Authority, reported that in October 1998, revenue bonds were issued to refund all outstanding debt at 3.5 percent to 4.7 percent interest. There are eleven remaining years of payments on those revenue bonds. The outstanding balance is $19,375,000. Debt service in 2003 was $2,219,000. In May 2002, Revenue Installment Certificates were issued in the amount of $16,565,000 for a term of 20 years with interest rates ranging from 4 to 5 percent. Debt service in 2003 was $546,000. Ms. Ratcliff noted that this is an interest only payment. President Boneysteele thanked Ms. Ratcliff for her report. There being no further business to come before the Board, President Boneysteele adjourned the annual meeting of the CCCSD Facilities Financing Authority at the hour of 3:59 p.m. and turned the meeting back to President Lucey.