HomeMy WebLinkAbout12/15/2005 AGENDA BACKUPCentral Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 15, 2005 No.: 3.a. CONSENT CALENDAR
Type of Action: ACCEPT CONTRACT WORK
subject: ACCEPT THE CONTRACT WORK FOR THE NORTH CLARIFIER PAVING
PROJECT, DISTRICT PROJECT 6153, AND AUTHORIZE THE FILING OF THE
NOTICE OF COMPLETION
Submitted By: Initiating DeptJDiv.:
James J. K. Kong, Staff Engineer Engineering / Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
'J.J M
J. Kong B. Than
0111�-
A. Farrell
General
ISSUE: Construction has been completed on the North Clarifier Paving Project,
District Project 6153, and the work is now ready for acceptance.
RECOMMENDATION: Accept the contract work for the North Clarifier Paving Project,
District Project 6153, and authorize the filing of the Notice of Completion.
FINANCIAL IMPACTS: None related to this action.
ALTERNATIVES /CONSIDERATIONS: Not Applicable. Filing the Notice of Completion
is advisable under the California Civil Code, Section 3090.
BACKGROUND: In the mid 1990s, treatment plant staff surveyed the condition of the
asphalt paving, and unpaved drainage areas around the plant site. The survey
evaluated the condition and life expectancy of the existing paving and looked at where
additional paving might be installed to improve maintenance and operation functions. A
program was developed to re -pave or install new paving, as identified in the survey, in a
logical sequence. In 1998 and 1999, the north parking lot and the roadways around the
primary facilities were paved and repaired as part of the program.
This project continues the effort and addresses two additional areas. The roadway
north of the aeration and nitrification tanks and around the north clarifiers is either
failing or showing severe fatigue. This project continues with the successful process of
using a petromat fabric and placing two inches of asphaltic concrete over existing
fatigue areas. The unpaved areas around and adjacent to the north clarifiers will also
be paved to provide all weather equipment access and to facilitate clean up.
On August 11, 2005, the Board of Directors authorized the award of a contract for the
construction of the project to E. E. Gilbert Construction Company. The Notice to
Proceed was issued on August 29, 2005. The work was substantially completed on
NAPESUMPosition Papers \Kong \6153 Acceptance.doc
Page 1 of 2
POSITION PAPER
Board Meeting Date: December 15, 2005
sub /ect: ACCEPT THE CONTRACT WORK FOR THE NORTH CLARIFIER PAVING
PROJECT, DISTRICT PROJECT 6153, AND AUTHORIZE THE FILING OF THE
NOTICE OF COMPLETION
November 4, 2005. The remaining items of work consist of minor punch -list items,
which do not affect the project acceptance.
The total authorized budget for the project is $568,000. The budget includes the cost of
engineering design, construction management and inspection, testing services,
contractor services, etc. An accounting of the project costs will be provided to the
Board of Directors at the time of project closeout. It is appropriate to accept the
contract work at this time.
RECOMMENDED BOARD ACTION: Accept the contract work for the North Clarifier
Paving Project, District Project 6153, and authorize the filing of the Notice of
Completion.
N:\PESUP \Position Papers \Kong \6153 Acceptance.doc
Page 2 of 2
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 15, 2005 No.: 3.b. CONSENT CALENDAR
Type of Action: SET DATE FOR PUBLIC HEARING
Subject: ESTABLISH JANUARY 12, 2006, AS THE DATE FOR A PUBLIC HEARING
TO RECEIVE COMMENTS ON PROPOSED REIMBURSEMENT FEE FOR THE
PROPERTIES WHICH COULD DIRECTLY CONNECT TO DISTRICT PROJECT
5792 (GABLE LANE, LAFAYETTE).
Submitted By: Initiating Dept. /Div.:
Michael J. Penny, Associate Engineer Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
Y
M–Pe—nny J. iyamoto -Mills . Swanson A. Farre I arles W.
General Ma
ISSUE: When a Reimbursement Fee is proposed for properties that could directly
connect to a "standard facility" installed by private individuals, the District Code requires
a public hearing be held prior to the Board of Directors' adoption of the fee.
RECOMMENDATION: Establish the Board's scheduled meeting on January 12, 2006,
as the date for a public hearing to receive comments on proposed Reimbursement Fees
for properties which could connect to the Standard Facilities identified as District Project
5792 (Gable Lane, Lafayette).
FINANCIAL IMPACTS: None related to this action.
ALTERNATIVES /CONSIDERATIONS: Not Applicable.
BACKGROUND: Private individuals paid for the design and construction of "Standard
Facilities" for District Project 5792, Gable Lane, Lafayette, see Attachment 1 for
location. After a project is completed by the installer and accepted by the District, the
installer contributes the project to the District for public use. Non - installer properties
may connect to the contributed public sewers. The District Code provides for a
Reimbursement Fee to the installer, so the installer may recover a portion of the cost for
the contributed facility.
The proposed Reimbursement Fees would be collected from property owners when
they connect to the sewer system. The collected fees would then be disbursed to the
installers of the projects.
The District Code requires that a notice of public hearing be mailed to owners of
properties to which the fee could be applicable at least ten days in advance of the date
set for the hearing. The notice is to include a general description of the reimbursement
Page 1 of 3
N: \ENVRSEC \Position Papers \Penny \5792 Set Date for Public Hearing.doc
POSITION PAPER
Board Meeting Date: December 15, 2005
subject: ESTABLISH JANUARY 12, 2006, AS THE DATE FOR A PUBLIC HEARING
TO RECEIVE COMMENTS ON PROPOSED REIMBURSEMENT FEE FOR THE
PROPERTIES WHICH COULD DIRECTLY CONNECT TO DISTRICT PROJECT
5792 (GABLE LANE, LAFAYETTE).
fee program, a description of the facility which gives rise to the proposed fee, and the
amount of the proposed fee.
RECOMMENDED BOARD ACTION: Establish the Board's regularly scheduled
meeting on January 12, 2006, as the date for a public hearing to receive comments on
proposed Reimbursement Fees for properties which could connect to the Standard
Facilities identified as District Project 5792 (Gable Lane, Lafayette).
Page 2 of 3
NAENVRSEC \Position Papers \Penny \5792 Set Date for Public Hearing.doc
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Central Contra Costa Attachment
Sanitary District REIMBURSEMENT PROGRAM
GABLE LANE - LAFAYETTE (DP 5792)
Page 3 of 3
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 15, 2005 No.: 3.c. CONSENT CALENDAR
Type of Action: HUMAN RESOURCES
Subject: AUTHORIZE MEDICAL LEAVE OF ABSENCE WITHOUT PAY FOR
HARRELL DEAN McNEELY, MECHANICAL SUPERVISOR,
THROUGH MARCH 2, 2006
Submitted By: James M. Kelly Initiating Dept. /Div.: Operations/
Director of Operations Plant Operations
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
J. Ily C. Freitas
General
ISSUE: Board of Directors' authorization is required for a medical leave of absence
without pay in excess of 30 days.
RECOMMENDATION: Authorize medical leave of absence without pay for Harrell
Dean McNeely, Mechanical Supervisor.
FINANCIAL IMPACTS: Minimal
ALTERNATIVES /CONSIDERATIONS: Deny extension of medical leave of absence
without pay.
BACKGROUND: Harrell Dean McNeely, Mechanical Supervisor in the Mechanical
Maintenance Shop, has been off of work since August 22, 2005, due to a medical
condition. Mr. McNeely applied for, was granted, and used 12 weeks of Family Medical
Leave. We request authorization of Mr. McNeely's medical leave of absence without
pay until March 2, 2006. Mr. McNeely's status will be reviewed at that time, and further
Board action will be requested if appropriate.
RECOMMENDED BOARD ACTION: Authorize medical leave of absence without pay
for Harrell Dean McNeely, Mechanical Supervisor through March 2, 2006.
N: \POSUP \Correspondence \Position Papers\2005 \McNeely Leave of Absence.doc
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 15, 2005 No.: 3.d. CONSENT CALENDAR
Type of Action: AUTHORIZE PROPERTY LEASE
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A FIVE YEAR
LEASE WITH CALTRANS FOR THE USE OF PROPERTY LOCATED OFF IMHOFF
DRIVE
Submitted By: Initiating DeptJDiv.:
Randall M. Musgraves, Director of Administration /Safety & Risk Management
Adminstration
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
General
ISSUE: Board approval is required to enter into long -term property leases.
RECOMMENDATION: Authorize the General Manager to execute a five -year lease
with CalTRANS for property located off of Imhoff Drive (across from Highway 680, Blum
Road and the cemetery).
FINANCIAL IMPACTS: The lease payments are $2,400 annually.
ALTERNATIVES /CONSIDERATIONS: The Board could direct staff to reject the lease
and not pursue the property or continue to negotiate with CalTRANS for a lower lease
payment.
BACKGROUND: CalTRANS recently notified the District of their intent to lease their
property to a contractor for the purpose of storing heavy equipment, containers and
material. District staff and the Real Estate Committee objected to the proposed use
due to the negative aesthetic impact to the District's facilities entrance. At that time
District staff informed CalTRANS staff, at the direction of the Real Estate Committee
and Board of Directors, that the District desired to lease the property in order to
improve the maintenance of the property, improve security to the site and from dumping
by the public, minimize fire hazards and possibly sublease the property. The District
owns the property surrounding the CalTRANS property.
The terms of the lease are as follows.
1. $2,400 annual lease rent.
2. $2,400 security deposit.
3. five year term, with 30 day written notice by either party to terminate the
lease.
Page 1 of 2
N:\ADMINSUP \ADMIN\DIST- SEC\Agendas \CalTRANS Lease PP.doc
POSITION PAPER
Board Meeting Date: December 15, 2005
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A FIVE YEAR
LEASE WITH CALTRANS FOR THE USE OF PROPERTY LOCATED OFF IMHOFF
DRIVE
4. use of the property is currently limited to open space.
5. subletting by the District requires CalTRAN's written permission, with a likely
market lease rate adjustment.
By executing the property lease the District ensures control of the property at a
reasonable cost.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a five -
year lease with CalTRANS for property located off of Imhoff Drive (across from
Highway 680, Blum Road and the cemetery).
N:\ ADMINSUP\ ADMIN\DIST- SEC\Agendas \CaITRANS Lease PP.doc Page 2 of 2
PUBLIC HEARING ON COLLECTION
OF DELINQUENT CONNECTION FEES
ON THE COUNTY TAX ROLL
SUGGESTED AGENDA
DECEMBER 15, 2005
Announce that the public hearing for the Notice of Violation of Illegal
Encroachment to Mr. and Mrs. Carlos Vasquez related to the construction of a
new home at 6215 Alhambra Road, Pleasant Hil, California.
2. Request additional comments from Director of Administration, Randy Musgraves.
3. Open the Hearing and invite comments from the public.
4. Close the Hearing.
5. Back to the Board - Recommended Action:
• Adopt a resolution authorizing collection of the delinquent charge
($6,057.16) on the County tax roll.
N:\ ADMINSUP\ADMIN \DIST- SEC\Agendas \Delinquent Fees Reso.doc
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 15, 2005 No.: 4.a. HEARINGS
Type of Action: CONDUCT PUBLIC HEARING
subject: CONDUCT PUBLIC HEARING TO RECEIVE PUBLIC COMMENT ON
PLACING DELINQUENT VIOLATION OF ILLEGAL ENCROACHMENT CHARGE ON
THE COUNTY TAX ROLL FOR COLLECTION
Submitted By:
Randall M. Musgraves, Director of
Adminstration
Initiating Dept. /Div.:
Administration /Safety & Risk Management
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
General
ISSUE: The District's practice is to hold a public hearing to receive public comment on
the placement of delinquent charges on the County tax roll.
RECOMMENDATION: Conduct a Public Hearing and place the delinquent charge on
the County tax roll.
FINANCIAL IMPACTS: An outstanding balance of $6,057.16 currently exists with Mr.
and Mrs. Carlos Vasquez due to an illegal encroachment related to the construction of
a home addition at 6215 Alhambra Road, Pleasant Hill, California.
ALTERNATIVES /CONSIDERATIONS: District staff could be directed to mediate a
resolution between the homeowner and the contractor. However, staff has been unable
to obtain final resolution and payment of the outstanding balance.
BACKGROUND: On December 18, 2003 District staff issued a Notice of Violation of
Illegal Encroachment to Mr. and Mrs. Carlos Vasquez related to the construction of a
home addition at 6215 Alhambra Road, Pleasant Hill. The homeowner's contractor
drilled into the sewer line when attempting to place a pier for the house foundation.
Cement was placed in the line creating a sewer spill and emergency response. The
contractor replaced the blocked sewer line. On December 26, 2003 the homeowners
signed an agreement to reimburse the District for all costs to the District due to the
encroachment. The homeowners were billed $13,257.16 for the emergency response
costs. After several cooperative discussions with Mrs. Vasquez, payments of $4,000
and $3,200 have been received on August 5, 2005 and November 29, 2005
respectively. A balance of $6,057.16 currently exists. Unfortunately, no further
payments have been received and a dispute between the homeowner and contractor
continues.
Page 1 of 4
N:\ ADMINSUP\ADMIN\DIST- SEC\Agendas \Delinquent Fees PP.doc
POSITION PAPER
Board Meeting Date: December 15, 2005
subject: CONDUCT PUBLIC HEARING TO RECEIVE PUBLIC COMMENT ON
PLACING DELINQUENT VIOLATION OF ILLEGAL ENCROACHMENT CHARGE ON-
THE COUNTY TAX ROLL FOR COLLECTION
RECOMMENDED BOARD ACTION: Conduct a public hearing to receive public
comment on the placement of a delinquent charge of $6,057.16 for collection on the
County tax roll and if appropriate adopt the attached Resolution overruling protests and
placing collection of the delinquent charge on the County tax roll.
Page 2 of 4
N:\ ADMINSUP\ADMIN \DIST- SEC\Agendas \Delinquent Fees PP.doc
RESOLUTION NO. 2005-
A RESOLUTION OVERRULING PROTESTS AND
PLACING COLLECTION OF DELINQUENT CHARGE
ON THE COUNTY TAX ROLL
WHEREAS, this Board elected to collect delinquent charges with general taxes
pursuant to Section 5473 and 5473a, Health and Safety Code, and Section 6.28.010 of
the Central Contra Costa Sanitary District Code; and
WHEREAS, a written report of the delinquent charge was filed and a Hearing
was held in the time and manner provided by law and notice of the filing of the report
and date of the Hearing was given in accordance with Section 5473.1, Health and
Safety Code.
NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary
District resolves as follows:
The written report filed pursuant to Section 5473, Health and Safety Code,
was prepared and filed and thereafter notice of the filing of the report and
of the Hearing were given in the form and manner provided in Section
5473.1, Health and Safety Code, and Hearing was held on December 15,
2005, in accordance with Sections 5473.2 and 5473.3, the Health and
Safety Code, at which time the Board heard and considered all comments
and protests.
2. The report heretofore prepared and filed by the Secretary of the District is
adopted.
3. All protests are overruled.
The Secretary of the District is directed to file a copy of the report with a
statement endorsed upon it over her signature that it has been finally adopted by this
Board. The Auditor and Tax Collector respectively of the County of Contra Costa are
requested to proceed in the manner provided in Section 5473.4 - 5473.9, Health and
Safety Code, to include the delinquent charges as contained in the manner provided in
those Sections.
N: \ADMINSUP\ADMIN \DIST- SEC\Agendas \Delinquent Fees Reso.doc Page 3 of 4
PASS AND ADOPTED this 15th day of December, 2005, by the District Board of the
Central Contra Costa Sanitary District by the following vote:
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 of the Central Contra Costa
Sanitary District, County of Contra Costa,
State of California
Approved as to form:
Kenton L. Alm
District Counsel
N: \ADMINSUP\ADMIN \DIST- SEC\Agendas \Delinquent Fees Reso.doc Page 4 of 4
Central Contra Costa Sanitary District
December 14, 2005
TO: HONORABLE
FROM: CHARLES W.
SUBJECT:
RECTORS
RAL MANAGER
T6
CONSIDER ADDITION TO DECEMBER 15, 2005 BOARD AGENDA:
AUTHORIZE THE GENERAL MANAGER TO DEPLOY DISTRICT
STAFF AND RESOURCES TO AID RECOVERY OF UTILITIES IN NEW
ORLEANS
In the wake of the hurricanes Katrina and Rita, the District inquired through both
California Association of Sanitation Agencies and the California Office of Emergency
Services as to ways to aid utilities in the stricken areas. There was limited response
from these sources and the District further inquired from other local agencies as to any
efforts to aid in the recovery of utilities in the southeast. During this period, East Bay
Municipal Utility District (EBMUD) indicated that their agency was working through
contacts in New Orleans as to possible aid efforts. Recently these efforts have lead to a
formal aid proposal.
Mike Wallace, Director of Operations for EBMUD, who is coordinating a relief effort to
New Orleans, has contacted the District to see if we have an interest in participating
with EBMUD in this effort. As a result of this conversation, Craig Mizutani, Associate
Engineer in the Operations Department, has participated in two meetings to gather
information on EBMUD's proposed relief effort. EBMUD's preparation has reached the
point where they are requesting other agencies to join them in committing to provide
volunteers to help restart New Orleans' water, storm water, and wastewater utilities.
This request was finalized late afternoon on Friday, December 9, and occurred after the
agenda was posted for the District regular Board Meeting on December 15, 2005. If the
District is to participate, it needs to commit to join EBMUD before the scheduled
meeting on January 12, 2006. Accordingly, I will request the Board to consider adding
to the agenda as an urgent item under agenda item 5, Call for Request to Consider
Items Out of Order, the attached position paper authorizing District participation in the
aid effort to New Orleans.
/em
attachment
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 15, 2005 No.: 5. CALL FOR REQUESTS TO CONSIDER
ITEMS OUT OF ORDER
Type of Action: AUTHORIZE PARTICIPATION
subject: AUTHORIZE THE GENERAL MANAGER TO DEPLOY DISTRICT STAFF
AND RESOURCES TO AID RECOVERY OF UTILITIES IN NEW ORLEANS.
submitted By: Craig Mizutani, Initiating Dept.Miv.: Operations
Associate Engineer
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
C. ani J. Kell
General
ISSUE: Board Authorization is required to deploy District staff out of state to work
another utility.
RECOMMENDATION: Authorize the General Manager to deploy District staff and
resources to aid recovery of utilities in New Orleans.
FINANCIAL IMPACTS: The financial impact is estimated to be $25,000 per
person /month, with approximately five staff participating, for a total cost of $125,000.
The Federal Emergency Management Agency (FEMA) may possibly reimburse some or
all of these costs.
ALTERNATIVES /CONSIDERATIONS: Have the District not participate in this phase of
the relief effort; find an alternate method for the District to provide relief.
BACKGROUND: The aftermath of Hurricanes Katrina and Rita in the Southeast has
left the area without many of the basic utilities needed to start the response and clean
up efforts. The City of Portland has been generously assisting New Orleans Water and
Sewer Board ( NOWSB) since September by providing field staff and engineers to help
restart the NOWSB water, storm sewer, and sanitary sewer systems. This has been a
difficult and taxing task. Portland personnel now need to return home, and East Bay
Municipal Utility District ( EBMUD) has proposed to lead a group of California agencies,
including Orange County Sanitation, Metropolitan Water District, Santa Clara Water
District, and others, to provide continued assistance to the NOWSB starting in early
2006. They have asked if the Central Contra Costa Sanitary District would be part of
this contingent.
EBMUD plans to fill most of the positions that NOWSB, with the aid of an EBMUD
onsite liaison, have identified via volunteers. EBMUD will be acting as lead agency,
and as such, will request reimbursement for their costs from the Federal Emergency
POSITION PAPER
Board Meeting Date: December 15, 2005
subject: AUTHORIZE THE GENERAL MANAGER TO DEPLOY DISTRICT STAFF
AND RESOURCES TO AID RECOVERY OF UTILITIES IN NEW ORLEANS.
Management Agency (FEMA). At this time it is not clear how much, if any, of the out -of-
pocket expenses would be reimbursed by FEMA. This District, if part of the relief effort,
would request reimbursement from FEMA through EBMUD; the initial estimated cost
would be approximately $25,000 per person /month. NOWSB's vehicles and tools were
damaged or lost in the hurricane, so EBMUD will ship vehicles and tools to New
Orleans via freight. EBMUD expects to deploy its staff for two week periods, and to
provide assistance for four or more weeks. Based on NOWSB and EBMUD's current
knowledge of the situation, about 40 plus volunteers will be needed, and EBMUD
believes that about 35 volunteers will come from their staff.
Additional volunteers are needed from other agencies for the following job categories:
Civil engineer
Mechanical engineer
Electrical engineer
CAD Operator
Pumping Station Operator
Vehicle Mechanic
Plant Operators could serve as Pumping Station Operators, and Mechanical
Maintenance staff could serve as Vehicle Mechanics.
While many logistical details remain to be worked out, the basic outline is as follows:
• Workers would fly to Louisiana, travel to be arranged and paid for by the District.
• Workers would be shuttled directly from the airport to their housing.
• Workers will be housed in a tent city at the New Orleans plant site, with security
provided by the National Guard and /or local police.
• The District will pay workers their usual District wages.
• The deployment would be in late January and February 2006, or some part of this
period.
• EBMUD is planning to set up two -week rotations so that no individual employee will
be away from home longer than two weeks unless they choose to be away longer.
The District would most likely also send people in two -week rotations.
• Agencies are being asked to make a one -month commitment, which means there
would be two rotations of approximately two weeks.
• There might be significant overtime, which would be paid at the usual overtime
rate.
POSITION PAPER
Board Meeting Date: December 15, 2005
Subject: AUTHORIZE THE GENERAL MANAGER TO DEPLOY DISTRICT STAFF
AND RESOURCES TO AID RECOVERY OF UTILITIES IN NEW ORLEANS.
• District tools, equipment, and vehicles will also be sent (shipped freight by
EBMUD).
• EBMUD staff will supervise all workers in the contingent.
• Meals will be provided on -site.
• Emergency medical services, if needed, will be available.
• A medical screening process and inoculations are recommended and a protocol
will be developed prior to departure.
• The District may be reimbursed eventually for wages and other costs by the
Federal Emergency Management Agency (FEMA)
The above information is very preliminary and is subject to change. As more
information becomes available I will keep the Board informed. This effort would be of
general benefit to the District by the experience staff would gain in emergency
response. The District is currently working on improving its Emergency Response
Plan, and updating its disaster preparation. The experience of these employees would
be utilized in that effort.
I recommend the Board authorize the District to request volunteers to assist New
Orleans, and authorize associated expenditures for their travel, expenses, tools and
equipment. My hope is that much or all of these expenses will be reimbursed by
FEMA, but that is by no means certain.
RECOMMENDED BOARD ACTION: Authorize the General Manager to deploy District
staff and resources to aid recovery of utilities in New Orleans.
6I
CCCSD Board of Directors Meeting
December 15, 2005
Craig Mizutani
New Orleans Relief Effort
• Met with EBMUD on November 28 for conference
call with SWBNO and other agencies.
• SWBNO lost most of their facilities, tools, vehicles,
and equipment due to storm, flooding, and looting.
• Most SWBNO employees have left
• Very limited utility service has been restored.
1
New Orleans Relief Effort
• Recovery Effort
. FEMA trailers require basic utilities
• Property tax and water /sewer use fees not being
collected.
• Limited Assets
■ SWBNO disorganized
■ SWBNO employees are not being paid
• FEMA delays
New Orleans Relief Effort
• Portland Water Bureau
■ 1 st Responder on -site for 90 days
■ EMAC contract
■ Established Housing, Command Center, Damage
Assessment, Work Order System.
■ Provided O &M staff
■ Portland is ready to leave, but will train
replacement agency
2
Ii
I
New Orleans Relief Effort
• EBMUD Response
. EBMUD has volunteered to take Portland's
position. Other agencies include Chicago Water,
City of Seattle, Cleveland, and others
■ Opportunity for real world recovery training
. EBMUD can fill most of SWBNO's needs but
not all.
■ Other CA agencies requested to join EBMUD to
form a coalition.
New Orleans Relief Effort
• CCCSD /Other Agency Response
. Engineers for specifying building and other
facility replacement
. Wastewater Pump Station Operators
■ Storm/Drainage Pump Station Operators
. Electricians
■ Others as identified by Needs Assessment
. Will work independently "self sufficient "under
EBMUD /SWBNO direction
Q
New Orleans Relief Effort
• CCCSD /Other Agency Response
• Coalition commitment is 1 month (two, two -
week rotations)
• Housing, Dining, Sanitary facilities provided at
Algiers WTP.
• Security by National Guard
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6.a.2)
GAS B 45
Post Retirement Benefits
Central Contra Costa Sanitary
District Board Meeting
December 15,2005
Central Contra Costa Sanitary District
Post Retirement Medical Benefits Valuation
,/Governmental Accounting Standards
Board (GASB)
✓Created in 1984, established public
sector accounting and reporting
standards
✓Issued Statements 43 and 45
requiring the calculation and
reporting of unfunded liabilities
for the District's post - employment
benefits
1
Central Contra Costa Sanitary District
Post Retirement Medical Benefits Valuation
✓ Must disclose future costs incurred by
present employees
-,"Mainly post retirement medical benefits
✓ Final implementation date
Statement 43 - Dec. 2006
Statement 45 — Dec. 2007
Central Contra Costa Sanitary District
Post Retirement Medical Benefits Valuation
-./Options available:
Establish present value for future benefit costs
and carry on books as unfunded liability
Establish a Trust to pay future costs of
financial obligations by current employees
Establish a dedicated reserve account
E
it
Central Contra Costa Sanitary District
Post Retirement Medical Benefits Valuation
Calculation is based upon:
✓GASB directed assumptions and
methodologies
,/Contra Costa County Employee's
Retirement Association (CCCERA)
assumptions
✓Current number of employees and
retirees
✓CCCSD actual experience
Central Contra Costa Sanitary District
Post Retirement Medical Benefits Valuation
Total Liability Approximately $87 Million
3
Amortization Period
10 Year
20 Year
30 Year
3% discount rate
$9,800,000
$6,500,000
$5,400,000
5% discount rate
$7,700,000
$5,200,000
$4,500,000
3
Central Contra Costa Sanitary District
Post Retirement Medical Benefits Valuation
AGENCY
LIABILITY
FUNDING
Delta Diablo Sanitation District
Not Calculated
Uncertain
Dublin -San Ramon Services District
Calculated at
Want to fund unpaid
$14.3 million
portion $14.3 million
Pay current cost
$900,000 /year
Put in reserve for now
Union Sanitary District
Calculated at
Dedicated Reserves -
$5 million
Recommending Trust
Contra Costa Water District
Not Calculated
Recommending Trust
East Bay Municipal Utility District
Calculated at
Trust
$62 million
Central Contra Costa Sanitary District
Post Retirement Medical Benefits Valuation
✓A detailed presentation with funding
alternatives and recommendations will
be included in the January 2006 Board
Financial Planning and Policy
Workshop
✓Will become part of the District's audited
financial statement in 2007
4
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 15, 2005 No.: 7.a. TREATMENT PLANT
Type of Action: AUTHORIZE AGREEMENT
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH MAINSAVER SOFTWARE, LLC. FOR THE PURCHASE AND
IMPLEMENTATION OF ITS MAINTENANCE MANAGEMENT SOFTWARE FOR
PLANT OPERATIONS
Submitted By: Mark Greenawalt Initiating Dept /Div.:
I.T. Administrator Operations / Maintenance
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
M Greenawalt IJ Robbins D Ratcp J Kelly �^ arl s . atts, `
�✓+- General Manager
ISSUE: The Board of Directors' authorization is required for execution of agreements
in amounts greater than $50,000.
RECOMMENDATION: Authorize the General Manager to execute an agreement with
Mainsaver Software, LLC. for the purchase and implementation of its Computerized
Maintenance Management Software (CMMS) for the Plant Maintenance Division.
FINANCIAL IMPACTS: The agreement for the purchase and implementation of the
Mainsaver CMMS solution is $67,100.
ALTERNATIVES /CONSIDERATIONS: The existing Maintenance Management
software "green screen" could be continued. This software version has not been
supported by the supplier for four years, and could become inoperable at any time due
to incompatibility with a required upgrade of the AS400 operating system that it runs on.
Alternately, the Sungard HTE Work Order and Facility Management Software
application could be used to replace the current Mainsaver software. While this
software provides full integration with the existing HTE applications, there is no current
experience with this application, and it does not provide all the current features needed.
Also the conversion of 10 years of historical data would be costly, potentially inaccurate
and possibly unachievable. Neither of the above alternatives is recommended.
BACKGROUND: The District acquired and implemented the Mainsaver system in 1995
from J.B. Systems, Inc. (currently Mainsaver). The current Mainsaver software resides
on the IBM AS400 computer system. The AS400 also accommodates the various
Sungard HTE financial and permit software applications for the District. During the
initial implementation, J.B. Systems developed an integration program to provide
equipment inventory information from the HTE system to the Mainsaver system. The
equipment inventory information is essential to scheduling and planning work orders
N: \POSUP \Correspondence \Position Papers\2005 \Mainsaver mtc software.doc Page 1 of 2
POSITION PAPER
Board Meeting Date: December 15, 2005
subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH MAINSAVER SOFTWARE, LLC. FOR THE PURCHASE AND
IMPLEMENTATION OF ITS MAINTENANCE MANAGEMENT SOFTWARE FOR
PLANT OPERATIONS
and preventive maintenance schedules for over 3,000 pieces of plant equipment.
However, the supplier has not supported the current Mainsaver software for four years,
and staff is concerned that if it became inoperable due to a software upgrade on the
AS400, it could not be repaired. The maintenance management system is essential to
managing the complexities of the District's maintenance operations to minimize costs,
maximize productivity and improve efficiency. Mainsaver has provided the District's
maintenance operations the ability to issue and track work orders, maintain detailed
equipment histories, provide easy means of planning the use of resources such as
material, tools and equipment, schedule detailed work orders, forecast workloads, and
track maintenance costs. The new Mainsaver software will allow the maintenance
operations to continue these current work practices.
A $67,100 lump -sum agreement has been negotiated with Mainsaver, Inc. for delivery
and installation of their upgraded software package, integration, project management,
training, and first -year maintenance agreement costs. A ten percent (10 %) allowance
for contingency has been included. The project was included in the Information
Technology Development Plan and reviewed with the Board at the 2005 -2006 CIP
Financial Workshop. If approved by the Board, the project is planned to begin in
February or March 2006.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an
agreement with Mainsaver Software, LCC. for the purchase and implementation of its
Maintenance Management Software for Plant Operations.
Page 2 of 2
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