Loading...
HomeMy WebLinkAbout10/5/2006 AGENDA BACKUPCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS Z499M n_ POSITION PAPER Board Meeting Date: October 5, 2006 Type of Action: HUMAN RESOURCES No.: 3.a. CONSENT CALENDAR subject: DIRECT STAFF TO SECURE THE SERVICES OF AN ARBITRATOR IN ACCORDANCE WITH THE GRIEVANCE PROCEDURE FOR GENERAL EMPLOYEES Submitted By: Cathryn Freitas, H. R. Initiating Dept. /Div.: Administration /H. R. Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION: �r c C. Freitas sgraves James) . Kelly, General Manager ISSUE: When a grievance matter has been appealed to the Board level, the Board must employ a neutral third party to hear the matter and recommend action to the Board in Accordance with the Memorandum of Understanding (M.O.U.) between the District and the CCCSD Employees' Association, Public Employees' Union, Local One, Article II, Section 2.5, Step Four. RECOMMENDATION: Direct staff to secure the services of an arbitrator. FINANCIAL IMPACTS: The approximate cost of the arbitrator and court reporter is $3000 per day and is shared equally between Local One and the District. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: An employee who was not selected for a promotional opportunity alleges he was denied the appointment based on his race. Former General Manager Charles Batts appointed Collection System Operations Department Director William Brennan to hear the grievance at the Step Three level. Mr. Brennan heard the grievance, found no evidence of racial discrimination in the decision to select another in -house candidate, and issued his opinion to deny the grievance. RECOMMENDED BOARD ACTION: Direct staff to secure the services of an arbitrator in accordance with the District's grievance appeal procedure. BOARD MEETING October 5, 2006 5.a.6) Announcements a) Landfill Gas Update Staff is preparing a White Paper that will be distributed to the Board prior to the October 19, 2006 Board meeting. Also on the agenda for the October 19 meeting will be a position paper for the Board to consider termination of the landfill gas contract. Bulldog Gas and Power has continued their efforts to resolve the condensate problem and they project a completion date of mid - October. They have invited District staff to visit their site to view the improvements and this is scheduled for the week of October 2. b) Announce National Purchasing Institute Achievement of Excellence in Procurement Award The District has been notified by the National Purchasing Institute that the Purchasing Division has earned their Achievement of Excellence in Procurement Award for 2006. The award is expected to arrive in November and will be presented to the Board at the November 16 Board meeting. c) Announce staff attendance at the Water Environment Federation Technical Education Conference (WEFTEC) in Dallas, Texas, October 21 -25, 2006 Four District staff members plan to attend the Water Environment Federation Technical Education Conference in Dallas, Texas on October 21 through 25. They are: Senior Engineer Ba Than, Associate Engineer Gary Rathunde, Senior Engineer Randy Schmidt, and Assistant Engineer Melody LaBella. This year's conference includes several sessions related to treatment plant and collection system operations that are of interest to staff, including mercury removal, ash and sludge conveyance systems, furnace operations, CMOM's, and air toxics. As they've done with past conferences, the staff who attend this year will hold some training sessions for other staff to pass along what they learn. Attendance at this conference was approved in the 2006 -07 Technical Training and Conference budget. d) Announce Dental Society Meeting on October 10, 2006 The Contra Costa Dental Society will hold a General Membership meeting on Tuesday, October 10 at 6:30 P.M. at the Concord Hilton. The purpose of the meeting is to have a training session for dentists on wastewater regulations and mercury amalgam separators. The training is being presented by a California Dental. Association environmental policy analyst and by the District's Source Control Superintendent Tim Potter. Tim will be reviewing Best Management Practices and permit requirements for the dentists. Those in attendance will receive one Continuing Education Unit. Several vendors of amalgam separation and disposal equipment and services will have exhibits at the meeting. A copy of the flyer is included behind the tab in your agenda book. If you are interested in attending, please let Secretary of the District Elaine Boehme know so she can sign you up. e) Update on Alhambra Valley Creek Coalition Community Meeting on September 14. 2006 Staff attended the September 14 community meeting of the Alhambra Valley Creek Coalition to hear the results of an engineering report dealing with Alhambra Creek bank stabilization and restoration possibilities for a mile -long section between Alhambra Avenue and the Alhambra Valley Road/Wanda Way intersection. Preparation of the engineering report presented at the meeting was paid for by the District's Supplemental Environmental Project. The Alhambra Valley Creek Coalition is now looking for several million dollars in grant funds to implement the report's recommendations. f) Update on Local Agency Formation Commission ( LAFCO) Municipal Service Area Review Staff delivered the responses to LAFCO's Municipal Service Review questionnaire and other requested documents to LAFCO on September 15. g) Update on agreement with Security Owners Corporation for Alhambra Valley Trunk Sewer project Security Owners Corporation, developers of a 23 unit subdivision in the Alhambra Valley, offered to contribute $400,000 toward construction of the Alhambra Valley Trunk Sewer. The District has signed an agreement with Security Owners to establish the conditions for the contribution. Under the terms of the agreement, Security Owners will pay $200,000 within 20 days of signing the agreement and another $200,000 payment will be made within 10 days of award of the Phase 2 trunk sewer construction contract. The District is obligated to complete the trunk sewer by July 15, 2007. If the trunk sewer is not completed by September 1, 2007, the District will be responsible for temporary sewer service to the Security Owners subdivision. h) Announce sale of District surplus equipment on October 14, 2006 Surplus District equipment will be auctioned off by Nationwide Auction Systems at their facility at 1 Oak Road in Benicia on Saturday, October 14, 2006 at 9:00 A.M. Items can be inspected on Friday, October 13 at 8:00 A.M. The equipment being sold, a total of 559 items, includes office furniture and obsolete computer equipment. A list of the equipment is available. Item 5.a.1 International Water Association World Water Congress and Exhibition Beijing, China CCCSD Board Presentation October 5, 2006 Water Conference Highlights • Application of nano and bio technologies • Asset management, benchmarking and key performance indicators • Urban sustainability when demand exceeds supply — Singapore case study — Gold Coast Australia case study • Urban water development strategies in China China Water Goals • Serve 95% of urban dwellers w/ public water supply • Improve water supply for 160 million rural dwellers • Reduce water loss from 20% to 8% • Provide wastewater treatment for 70% — 80% in large cities — 60% in small cities — 50% in country • Reuse 20% of treated wastewater 2 China Water Capital Demand next 5 -10 year • 270 billion RMB drinking water • 330 billion RMB wastewater treatmnt/reuse • 250 billion RMB water transfer • 150 billion RMB water envirommnt /ecology • Total 1000 billion RMB = $125 billion (Population 1.3 billion = $100 per person) China Water Strategies • Break state -owned monopoly • Establish fair, equitable open market — Concession system — Standardized contracts • Build effective performance monitoring system to protect public interest • Invite foreign investment and private sector 3 Will China achieve their Water Goals and will that impact US? • Historically China has successfully completed huge projects. — Beijing 2008 Olympics — Great Wall — Terracotta Warriors — Three Gorges Dam — Shanghai Transformation • Under the global economy, China's demand for resources impacts us all. Beijing • Site of 2008 Summer Olympics — entire city is under construction • Will invest $23 billion in preparation over 5 years • $7 billion on environmental projects to reduce coal burning pollution, reduce water pollution, reforest to eliminate sand storms and relocate industry outside of city proper • By 2008 treat more than 90% of sewage • Economic development will increase per capita GDP to $6000 from $4600 (US $36,300) 4 F. The Great Wall of China • Built from 3rd century BC to 17th AD • Longest man -made structure in the world • 1 million persons died during its construction • Total length 3948 miles • Carriageway 26 ft high & 21 ft wide (ave) A 4. The Terracotta Warriors • Tomb from 2200 years ago • Over 7000 full size soldiers, archers and horses — Pit 16000 warriors arrayed in battle — Pit 2 cavalry and soldiers — Pit 3 high ranking officers • Each individually formed and painted • Enlisted 700,000 workers over 36 years • Workers buried alive to keep tomb secret 6 The YangtzeThree Gorges Project • Qutang, Wu and Ming Gorges • Water level raised from 65 to 175 meters • Created 400 mile long reservoir • Inundated 244 square miles • 1.13 million people resettled • Provides flood control for 100 year storm • Provides clean power 10 11 5 - 'i f t, El ME r. The Three Gorges Dam 600 feet high and more than a mile across Largest hydropower plant in the world — 84.7 billion kwh (3rd largest and largest in U.S. is Grand Coulee at 20.3 billion kwh) • Excavation 135 billion cubic yards • Concrete 36 billion cubic yards • 26 each 700,000 kw turbines • Completed in 17 years 13 s 1. 4 ' J - «4,a w 15 Shanghai An example of the old and new China 16 w 17 China, the sleeping giant, awakes....... • 1.3 billion population • GDP increasing at more than 10% per year • Foreign exchange reserves hit $1 trillion • Huge demand for raw materials will continue to drive up world -wide construction costs • Low labor costs will continue to drive down cost of manufactured goods and lower US inflation • Need for water technology may drive down costs for advanced treatment, such as desalination Questions ?? 18 N ti o� N Q LC') V c cz C U O u o CL U) U � O ct o V' v O cz rr C: rcz VJ N w U N '0 % O L 'L Q cu 0 � U N Cl) L ,, a; 'c'�j t k'', 1 F i', \ ,1 . \ � / \�� \ � `� �.1 � � \Z, � � t � /\ \ 4' �` - - -- '� v1 \� w 5.a.3 CON FERENGEHIGHLIGHTS 9 INTERACTION WITH • OUR PRESENTATION - TEXFOG • SESSIONS ATTENDED ical Signatures along TMD ercury the Tr ee River - Watershed cleanest at Lake - The San Francisco Bay is an impaire ter body, because -Most contaminated in Reno /Spark �the utary the m ercury concentration in the Bay a sport fishing stream drainage. and wildlife habitats. Land use had most impact on contami. - Two limits set by the state • Human limit is 0.2 mg/kg fish muscle tissue a' • Wild life target 0.03 mg/kg fish ( 3 -5 cm fish Ing 40 - The above limits result in CCCSD discharge limits in th part per trillion level. Safe Medicine Dlipo&41 days — A Bay Area Pilot Program - Working toward removing pha tical and OTC medication from the waterways. . Endocrine disruption synergistic effects . Possible Toxicity. - Coordinated by The City of Palo Alto - Collected 240 Lbs of pharmaceutical waste m San Mateo one. .cdt«t m as W i, 2 5.a.4) HEADQUARTERS OFFICE BUILDING (HOB) FACILITY ENHANCEMENT • The facility is in need of enhancements due to age, wear and tear and look. • The buildings are over 20 years old (HOB & POD). • Several capital projects are budgeted and scheduled for 2006 -2007. HVAC Project (HOB and Board Room) HVAC work, Second Floor Offices Remodel, October 2006 Repair exterior walls stained areas, HVAC Board room HVAC Completion April 2007 ADA Evaluation and Transition Plan Interviews, site visits September 2006 Evaluation report October 2006 Transition Plan November 2006 Facilities modifications schedule December 2006 Lobby Implementation Plan Permit Counter will dictate schedule First floor restroorns Board room entrance HOB Enhancement Project Remodel Lobby Impacted by HVAC Enhance Board Room project and ADA Carpet Implementation Wall cover Plan Paint seat bases Carpet HOB Interior Painting 5 year plan Interior painting plan Exterior Painting (HOB) Spring/Summer 2007 Slurry seal parking lots Spring/Summer 2007 HOB/POD /Annex Fencing around District pond Spring/Summer 2007 Item 5.a.5 UPDATE ON I.T. BAKER LAND USE CONCO CEMENT, BNSF, AND EQUILON PROJECTS ON IT BAKER PROPERTY CURTIS SWANSON October 5, 2006 Status of CONCO Negotiations CONCO signed purchase agreement today. CONCO receives road & utility easements with a value of $235,360. CCCSD receives property rights with a value of $157,805 and $77,555 in cash. z Escrow is set up & documents being prepared. Board will be asked to grant road & utility easements on October 19, 2006. I.T, BAKER PROPERTY OWNERSHIP /USE OWNER SIZE USE CONCO CEMENT 28 ACRES FORM FABRICATION AND TRUCKING YARD 30 ACRES CLOSED HAZARDOUS I.T. CORPORATION WASTE LANDFILL EQUILON 26 ACRES CONCRETE BATCH (formerly U.S. PLANT; FUTURE DEVELOPMENT) INDUSTRIAL BNSF 40 ACRES FUTURE RAIL YARD Equilon & BNSF Properties • Some of easement rights acquired by CONCO will benefit Equilon & BNSF properties. • Staff will discuss additional easements needed for Equilon & BNSF properties. �z Staff will keep Board informed & seek guidance as discussions progress. v September 21, 2006 5.a.6)d) REPORTS Page 1 of 2 Announce Dental Society Meeting on October 10, 2006. Contra Costa Dental Society 2950 Buskirk Ave., #212, Walnut Creek 94597 925 - 932 -8662, fax 925 - 932 -8763 General Membership Meeting Waste Water Course 2 CE units, Category 1 The waste water course is designed to provide dental professionals with Information on: the background of wastewater regulations; the role of the sanitary sewer agency; mercury's impact on the environment; amalgam separator selection, purchase and Installation; and other waste management considerations. The Central Contra Costa Sanitary District will review the local best management practices and permlt requirements. Rosanne Harding, CDA's Environmental Policy Analyst, and Timothy Potter, Source Conti-of Program Superintendent of the Central Contra Costa Sanitary District will be presenting the course. Several ISO amalgam separator and disposal service exhibitor tables will be available with Information. Tuesday, October 10, 2006 6:30 pm No -host Reception Concord Hilton, 1970 Diamond Blvd. Print Member Name Guests $40_ Life, Retired, and Affiliate Members $35 Visa or MC # Only Exp Date Indicate if you would like a vegetarian dinner Absolute Deadline to guarantee a meal: October 5, 2006. If you do not register before the deadline, you will not got a meal. Please call to cancel if are unable to attend. Thank you. Via Electronic Mail October 2, 2006 5.b.1) &WASARN /A ASS�C /Al /ON of SANTA M## AFRON 1215 K Street, Suite 2290, Sacramento, CA 95814 111: (916) 446 -0388 — FX: (916) 231 -2141 www.casaweb.org TO: CASA Agency Members CASA Associate Members CASA Attorneys CASA Legislative Committee CASA Executive Board CC: Catherine Smith, CASA Executive Director FROM: Mike Dillon, CASA Lobbyist Christina Dillon, CASA Lobbyist (916) 448 -2196 RE: GOVERNOR'S FINAL ACTIONS ON LEGISLATION GOVERNOR ACTS ON HUNDREDS OF BILLS IN FINAL DAYS Saturday, September 30, was the final day for Governor Schwarzenegger to take action on the hundreds of bills that were sent to him by the Legislature in the final days before their adjournment on August 31. While most of the bills were acted upon by the Governor in his Sacramento office, he also took occasion to sign certain high - visibility measures, such as AB 32, by Assembly Speaker Fabian Nuhez and Assembly Member Fran Pavley, the so- called "global warming" bill, in other venues. For the year, the Governor ended up signing 910 bills that reached his desk and vetoing 261 bills. All of the bills signed by the Governor will become effective January 1, 2007. GOVERNOR SIGNS AB 2951 - GOLDBERG — CAPITAL FACILITIES FEES One of the Governor's final actions was the signing of AB 2951, by Assembly Member Jackie Goldberg, that would clarify that monthly service charges for sewer, water, and other utilities to another public agency, including schools, may contain a capital component for operation, maintenance, construction, repair, replacement, and /or rehabilitation of facilities that benefit all customers, including those public agencies receiving the services. The bill was strongly opposed by the University of California, state colleges and the school establishment, and the Governor's action will hopefully head off endless lawsuits by many of the education entities that opposed the measure. While CASA, ACWA, CSDA, and the lobbyists for numerous individual utilities worked tirelessly to get AB 2951 to the Governor's desk, and ultimately his signature, special thanks goes to Assembly Member Jackie Goldberg and Bob Reid, of her staff, for their exhaustive efforts. Ms. Goldberg says that she thinks two of the factors that ultimately helped us with the Governor were the strong Republican support and the several big city mayors speaking directly with the Governor. AB 2951 is Chapter 866, Statutes of 2006. OTHER BILLS SIGNED BY THE GOVERNOR • AB 1969 -Yee — Renewable Energy Generation — Would, among other things, require an electrical corporation to purchase electricity from renewable energy generation facilities that are owned and operated by public water and wastewater agencies. It is Chapter 731, Statutes of 2006. AB 573 -Wolk — Indemnification: Design Professionals — Provides that a public agency, entering into an agreement for professional services, could not require, in the contract, that the design professional indemnify (including the cost to defend) the public agency for negligence, other than for claims that arise out of or relate to the negligence, recklessness, or willful misconduct of the design professionals. It is Chapter 455, Statutes of 2006. AB 1953 -Chan — Phase -out of Lead Plumbing Materials — The Governor has signed East Bay Municipal Utility District's sponsored measure that would initiate a phase -out of lead plumbing materials by changing the definition of "lead free" from the current standard of less than 8% lead to 0.25% lead for pipes and pipe fittings, water meters, and any plumbing fixtures connected to a utility system. The Governor raised the level of importance for AB 1953 by issuing a press release, part of which stated, "Protecting public health is a top priority," said Governor Schwarzenegger. "I signed this bill to reduce the amount of lead exposure in California's drinking water. We need to make sure that the water we consume is safe for everyone, especially our children." AB 1953 is Chapter 853, Statutes of 2006. • Eminent Domain Bills Signed — The Governor signed two measures, previously reported to you, that would make modest changes to the current laws relating to eminent domain. SB 1210- Torlakson is Chapter 594, Statutes of 2006, and SB 1650 - Kehoe is Chapter 602, Statutes of 2006. SB 1733 - Aanestad /AB 362 - Aghazarian — SB 1733 modified the definition of "small communities" to allow very small cities or communities, that are facing financial constraints, to be able to direct all or part of their mandatory minimum penalties into a wastewater project that will contribute towards compliance. It also contains provisions CASA sought via AB 362 - Aghazarian, dealing with due process rights for public agencies. It is Chapter 404, Statutes of 2006. • AB 371 - Goldberg —Recycled Water— While Senate amendments significantly narrowed the scope of the bill, AB 371, sponsored by WateReuse, continues to promote the use of recycling by, among other things, requiring purple pipes for state construction projects, and by requiring the submission of updated building standards to create a state version of Appendix J of the UPC. SB 1317 - Torlakson — Shift of Unitary Property Taxes — On September 30th, the final day for action, the Governor signed SB 1317 - Torlakson, which is intended to encourage cities or counties to allow for the development of new electric generating facilities, in exchange for receiving additional "qualified property" taxes that are assessed by the Board of Equalization for private utilities. The bill was sponsored by Southern California Edison and supported by the League of Cities and CSAC, and strongly opposed by CASA, ACWA, CSDA, and others. It is Chapter 872, Statutes of 2006. GOVERNOR VETOES LOW -FLUSH WATER CLOSETS MEASURE Governor Schwarzenegger vetoed AB 2496, by Assemblyman John Laird (CASA's August Conference speaker), that would have phased in requirements that water closets and urinals have lower -flush volumes, generally reducing toilets from 1.6 gallons per flush to 1.3 gallons, and urinals from 1.0 gallons per flush to 0.5 gallons per flush. The Governor's veto message stated in part: "California has long been a leader in water conservation. The state's movement to low -flow toilets in the early 1990's paved the way for the federal government to adopt similar standards soon thereafter. We should continue to be leaders in this area. However, before imposing new mandates on builders and homeowners, we must conduct a thorough study of the new technology to determine its readiness for widespread use. For instance, the movement to the current low -flow toilets, though ultimately successful, was accompanied at first by legitimate complaints from consumers of product failures. A number of questions have arisen regarding the toilets required by this bill, including whether sufficient laboratory testing has verified compatibility with existing plumbing infrastructure." ANY QUESTIONS? If you have questions on any of the bills mentioned in this report or other measures from the 2005 -06 Legislative Session, please contact us at Michael F. Dillon & Associates — 916 -448- 2196 or mfdillonOmfdillon.com. Ensuring Clean Water for California �S .. MAI Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 5, 2006 No.: 6.a. ADMINISTRATIVE Type of Action: ADOPT DISTRICT TRAVEL POLICY Subject: ADOPT THE DISTRICT'S MODIFIED TRAVEL POLICY FOR COMPLIANCE WITH AB 1234 Submitted By: Randall M. Musgraves, Director of Administration Initiating Dept./Div.: Administration REVIEWED AND RECOMMENDED FOR BOARD ACTION: E. Boehme . Mu aves </W K. Alm ISSUE: Board of Directors' adoption is required for District policies. mes M. K y, eneral Manager RECOMMENDATION: Adopt the attached District Travel Policy which has been modified to comply with AB 1234 requirements. FINANCIAL IMPACTS: There are no significant financial impacts to the District for the proposed modifications. The District's Travel policy clarifies travel reimbursement authorization for the Board of Directors, District Counsel and staff. ALTERNATIVES /CONSIDERATIONS: The Board of Directors could reject the proposed modifications since the District is already in compliance for AB 1234. However, staff is recommending adoption of the changes that provide clarity and compliance with AB 1234. BACKGROUND: AB 1234 was approved by California's Governor on October 5, 2005. The bill addresses three areas of concern. The first is that the District must have an adopted travel policy specifically identifying travel costs that qualify for reimbursement (supported by receipts), Board compensation for meetings, conferences, seminars and training and ethics training. AB 1234 was directed towards officials on the various governing boards in the state of California. After careful review, staff concluded that while the District's travel policy met AB 1234 requirements, modifications could provide additional clarity recommended or required by the bill. The attached travel policy complies with the bill. In summary, AB 1234 requires the Board members to make public attendance at meetings, conferences, seminars and training where compensation or travel reimbursement will occur. The bill requires receipts be submitted for all reimbursement requests. The District has had this requirement for POSITION PAPER Board Meeting Date: October 5, 2006 subject ADOPT THE DISTRICT'S MODIFIED TRAVEL POLICY FOR COMPLIANCE WITH AB 1234 some time. Public disclosure for travel and compensation can occur through the budget, where conferences and training are identified, position paper or by report item. The Budget and Finance Committee is recommending to the Board that the report for Board travel come from the General Manager. This provides assurance that staff is aware of the travel and can assist the Board member with the District's travel reimbursement form. It also provides the Board the ability to confirm approval of the event or an opportunity to discuss the request and deny it if there is a concern by the majority of the Board. RECOMMENDED BOARD ACTION: Adopt the modified District Travel Policy. CENTRAL CONTRA COSTA SANITARY DISTRICT TRAVEL AND EXPENSE REIMBURSEMENT POLICY /PROCEDURE REVISED: da;r27, 2 00OOctober 5, 2006 POLICY Central Contra Costa Sanitary District shall reimburse elected officials, appointed officials, District Counsel and employees for travel activities that are necessary, legitimate, permissible, and actually incurred when traveling on authorized District business, provided they are itemized, fully explained and approved on the Travel Expense Reimbursement Report. RESPONSIBILITY All District emplayee- travel must be approved in advance, excepting urgent or emergency travel benefiting the District. Board member travel is approved by budget approval and /or public report, by the General Manager, with Board maiority concurrence. The General Manager's annewnwnepAreport will allow for Board consideration and approval, or denial, as well as meet AB 1234 intent for public disclosure. General Manager, District Counsel and Secretary to the Board travel is approved by Board maiority through budget approval, ,.,no pGemme.,4 report, or position paper. Employee travel is approved through the budget by the appropriate Department Director. Department Directors' travel will be approved by the General Manager._ 2. Travel approval is to be consistent with the budget guidelines for travel. All tFavel w4th G06ts eXGeeding $1,000, 9F to an out of state destination (9theF than adjaGent of. Nevada) must be approved OR advaRGe by the BeaFd of DireGtGF6. 3. 3 —Board Members, the General Manager, and Department Directors are authorized to travel without prior approval for compelling reasons, provided reasonable effort has been made to obtain prior approval. Review of such travel will occur consistent with the approval process identified in item 6 below. 4. While traveling on District business, it is the responsibility of the elected officials, appointed officials and employees to use sound judgment to ensure reasonable expenditure of District funds. District Board members whose expenses do not fall within this policy may be submitted to the Board of Directors for approval, in a public meeting, before the expense is incurred. 45. Travelers are responsible for the timely preparation and submission of their Travel Expense Reimbursement Reports (instructions for completion are on the reverse side of the form) to the Accounting Office for payment. Reports must be submitted within 30 days of the event or trip completion. Travelers should retain copies of the Report and receipts for their personal records. 66. The President of the Board of Directors shall approve- travel reimbursement documents for all Board Members, District Counsel, the General Manager and the Secretary of the Districted the General neaRaA.e,- The General Manager shall approve all travel reimbursement documents for Department Directors. Department Directors shall approve all travel reimbursement documents of those in their charge. PROCEDURE 1. Making Travel Arrangements: All District travel arrangements –RIL1st are to is te—be booked through the District's travel service_, R„°;^°°° Travel MaRagemeRt (E3T RTNA The District's travel service will follow the approved District Travel Policy and parameters, 'ed OR AttaGhmeRt 1, when making travel arrangements for District employees. Information on using the District's BTIVI t travel services is in °CCCSD Parameters /Policy Regarding Use of Travel Service ". +nsladed –at ttaGhmen4 2. Any arrangement not booked through the District's travel service requires approval consistent with item 6 under the Responsibility section of this Policy.- 2. Transportation: a. Commercial Airline Travel: Elected officials, appointed officials and District employees will travel at the lowest reasonable coach class airfare within the following guidelines: (1) (1) In order to obtain low airfares, a two -hour window policy will be used in searching for a low fare. This window policy involves searching for fares one hour prior to and after the requested departure /arrival time. The lower fare quoted within this two -hour window must be taken unless time constraints make it impossible. (2) Direct flights (one -stop) and connections (change of planes), rather than non - stops, may represent substantial savings to the District. Non -stop flights, if more expensive, cannot be taken if lower direct/ connecting fares are available and t#e does not place an unreasonable burden on the traveler. (3) Early departures and late returns are encouraged to avoid lodging for an additional night. Travel arrangements should allow for full attendance at the subject event. (4) Air travel arrangements should be reserved as far in advance of travel date as possible. Advance planning, rather than last- minute reservations, allow for the opportunity to obtain lower fares. Travel arrangements should be booked a minimum of seven days prior to departure. (5) Reimbursable expenses shall be limited to the actual dates of travel which shall be as near the event as practical, allowing for timely arrival and departure and the carrier's schedule. If the extension of travel time would achieve lower airfare and would result in a net cost savings to the District, the District will pay for actual costs incurred for hotel and meals only, subject to the other limitations of this policy, provided they do not exceed the costs which would have been incurred without an extension, and the extension is approved in advance. Any additional time (exceeding the above) taken prior to or after the event will be at the employee's time and expense. The District will not reimburse for excess baggage fees if not related to District business. (6) Use of penalty or non - refundable airfares should be considered, depending on the nature of travel, and the certainty that the trip will take place as planned. These lower- cost fares shall be selected at the traveler's discretion. If a change results in the incurment of penalties, the Department Directors shall have the authority to include these charges as reimbursable, if appropriate (7) If there is a significant difference between the cost of the flight used and a less expensive flight that was available, or if the traveler uses first -class or business class instead of an available coach -class airfare without approval from the appropriate supervisor, the traveler will be required to pay the difference in expense. (8) Use of a specific airline for the purpose of obtaining Frequent Flyer miles will not be authorized, unless the airfare is among the lowest available. b. Car Rentals: The use of a rental car must be authorized in advance. When a car rental is authorized, the elected official, appointed official or employee shall be limited to a compact or mid -size vehicle. A larger vehicle may be rented if for the purpose of transporting a group of District elected officials, appointed officials or emplovees. A rental car may be authorized only for a business necessity or if it is the most economical means of transportation available. The employee should be prepared to show a cost savings to the District by the use of a rental car as compared to other modes of transportation 411 re.ntaas she-1'�,d be esGRGMy Fatesi.e , mid size OF GOFnpa^+ GarT When traveling in groups, sharing of cars is encouraged to minimize costs. Collision and liability insurance offered by the rental company should be accepted. Employees should refuel cars before returning them to the rental agency to avoid the large refueling mark -up, when economical. Officials and employees are required to notify the District's Safety and Risk Administrator and the employee's supervisor within 24 hours of any event, incident or accident related to the rental vehicle. c. Taxi and Other Local Transportation: The use of a taxi is authorized when more economical services are not available, or in cases when valid business reasons, such as timing limitations, warrant use of such transportation. If available and practical, public or courtesy limousine transportation to and from airports should be used. d. Travel in District Vehicles: District vehicles are available for local seminars. District vehicles shall not be used for personal use when attending seminars. e. Travel in Personal Vehicles: When use of a privately -owned vehicle is authorized in lieu of common carrier, reimbursement will be based on the prevailing mileage rate, but will not exceed air coach rate to and from the destination plus local transportation costs. When travel is to a local seminar, mileage reimbursement will be calculated based on the shortest distance to the seminar from home or from work. Reasonable costs for parking and tolls will be reimbursed. 3. Lodging/Telephone: a. Lodging: Employees should limit their stay to a minimum number of nights. Reimbursement for the daily cost of lodging includes only the single occupancy room rate and applicable taxes unless shared by more than one District employee. When making reservations for lodging, attempts should be made to obtain a discounted or governmental agency rate. District travelers are expected to use good quality, but reasonably priced hotels or motels wherever practical. (The conference hotel, or its equivalent, at the conference rate, is acceptable lodging for District business.) When attending conferences, a block of hotel rooms may be offered at a reduced rate. Nevertheless, travelers should check with BTM to see if a lower rate, at the same facility, is available— b. Telecommunication one: On authorized travel, necessary business - related telephone_ calls, faxes and modem connections incurred may be reimbursed. TThe cost of personal telephone calls made while attending a seminar will be borne by the employee. However, employees are allowed one personal call of reasonable length and cost per day at District expense. The District's Controller shall make the final determination of reasonable duration and cost on a case -by -case basis. 4. Meals: 3. The cost of each meal is to be reported separately on a daily basis and covers the District traveler only. Receipts for all claimed meals should be included with the travel expense report. The cost of meals includes taxes and tips or service charges as applicable. Purchases of alcoholic beverages shall not be reimbursed. The maximum reimbursement for meals is $50 per day, given proper documentation by providing receipts. Any reimbursement for meals in excess of $50 per day must be approved, consistent with the approval process identified in item 6 of the Responsibility section of this policy. by the departmeRt direGtOF „r diViGOGR ge In cases where individual meal costs are included in the cost of a conference or seminar, the per -meal maximums for the remaining meals will be $10 for breakfast, $15 for lunch, and $25 for dinner. If a District traveler is accompanied by a spouse or guest and the District or a District staff person covers the cost, the District traveler will be billed for the cost of his /her spouse /guest's meal or other related costs. If the guest is a business associate, the cost may be reimbursable. See criteria and requirements in Paragraph 6, Special Expenses Paid by Employee, below. 5. Travel Advances: A request for a travel advance must be made at least two weeks prior to travel by submitting a completed Payment Authorization Request form to Accounting. There will be no travel advances for the cost of airline travel due to the District's payment for the ticket. Advances must be utilized immediately and accounted for within two weeks after completion of a trip. No additional advances will be granted before settlement of an outstanding advance. In the event an advance remains open beyond 30 days, the District may elect to deduct the amount advanced from the employee's next regular paycheck. 6. Special Expenses Paid by Employee: Report only expenses paid by cash, personal check, or credit card. Entertainment expenses, to be reimbursable, must be an expenditure necessary for the transaction of District business. The Internal Revenue Code requires that specific details showing names of guests and employees entertained, cost, date and place, business purpose, and the business relationship of individuals entertained be supplied. Attach receipts whenever possible. Receipts for expenditures of $25 or more are required. 7. Travel Expense Reimbursement Reports: Travel Expense Reimbursement Reports must be legible and in all cases be signed in ink by both the traveler and approver. Each expense shall be clearly and accurately identified and shown on the Report on the day the expense was actually incurred. Report all expenses paid by cash, personal check, credit card, and those paid directly by the District. Auditing and control procedures of the District require that receipts substantiating travel expenses be provided by the traveler whenever possible. Original receipts, including hotel statements, airline ticket stubs, car rental invoices, credit card receipts, paid invoices, or any receipt which shows the date, location, nature and amount of the expenditure, shall be attached to the Report. When a receipt is not available and the expense is more than $25.00, the traveler shall provide a statement detailing the expenditures and explaining the reason for the lack of a valid receipt. In accordance with Government Code 53232.3 and Assembly Bill 1234, elected and appointed officials are required to submit receipts documenting each expense claimed. All documents related to reimbursable agency expenditures are public records, subject to disclosure under California Public Records Act. In addition, AB 1234 requires Board members to provide a report, written or verbal, to the Board in open session on the event, conference, seminar or training attended, to be agendized within 30 days of the event. Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 5, 2006 No.: 6.b. ADMINISTRATIVE Type of Action: ADOPT RESOLUTION Subject: CONSIDERATION OF ADOPTING A RESOLUTION RESCINDING RESOLUTION 2005 -005 AND REVISING COMPENSATION AND PROCEDURES FOR BOARD MEMBER ATTENDANCE AT MEETINGS AND CONFERENCES Submitted By: Elaine R. Boehme Initiating Dept. /Div.: Administration Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: I K. Alm James General Manager ISSUE: The Board is requested to review Resolution 2005 -005, "A Resolution Setting Forth Procedures for Appointment to and Compensation for Board Committees" and consider changes proposed by the Budget and Finance Committee. RECOMMENDATION: Review Resolution 2005 -005 and the changes proposed by the Budget and Finance Committee. If changes are approved, adopt a resolution rescinding Resolution 2005 -05 and setting forth the new procedures. FINANCIAL IMPACTS: Depending upon which revisions are approved, there may be a resulting increase in Board Member compensation for conference attendance. ALTERNATIVES /CONSIDERATIONS: NOTE: This Position Paper and review of Resolution 2005 -005 relates to Board Member compensation for meeting attendance. Reimbursement of expenses for Board Member travel or meeting attendance and certain other requirements contained in AB 1234 are covered under the District's Travel Policy. The Board may consider the proposed revisions and choose not to adopt them. BACKGROUND: Requirements and limitations on Board Member compensation are set forth in Section 6489 of the California Health and Safety Code and Sections 20200 et seq. of the California Water Code. The Health and Safety Code limits the number of reimbursable meetings to no more than one meeting per day and six per calendar month. On December 21, 2001, the Board adopted Ordinance 215, which set the Board compensation at $170 per approved meeting, not to exceed more than one meeting per day and six meetings per calendar month. POSITION PAPER Board Meeting Date: October 5, 2006 subject.. CONSIDERATION OF ADOPTING A RESOLUTION RESCINDING RESOLUTION 2005 -005 AND REVISING COMPENSATION AND PROCEDURES FOR BOARD MEMBER ATTENDANCE AT MEETINGS AND CONFERENCES On February 3, 2005, the Board adopted Resolution 2005 -005, which listed the types of meetings for which Board Members may be compensated. These include attendance at Board meetings, Board Committee meetings, and meetings of outside agencies or cities for which the Board Member has been appointed as the District's representative. Staff has surveyed other agencies to determine their practices; the results are shown in Attachment 1. AB 1234 relates to expense reimbursement for local officials, ethics training and special district compensation. It states that "......members of a legislative body may be compensated for meetings of the legislative body, meetings of an advisory body, and conferences or organized education activities......." It also specifies that members may be compensated for ".....additional meetings if the governing body has adopted a written policy specifying other types of occasions that constitute the performance of official duties." In light of the changes promulgated by AB 1234, the Budget and Finance Committee reviewed Resolution 2005 -005 to ensure compliance with the Bill and determine if changes should be considered. Several changes have been proposed for Board consideration: (1) Add a paragraph allowing for compensation for each day of meeting attendance at CSDA State conferences. Currently, the Resolution 2005 -005 permits compensation for attendance at the Contra Costa Chapter of CSDA meetings only. (2) Add paragraph allowing for compensation for each day of meeting attendance at CASA conferences. Compensation for attendance at CASA conferences is permitted by AB 1234. A survey of other agencies (attached) showed that it is not uncommon to compensate Board Members for attendance at CASA conferences. (3) Add paragraph allowing for compensation for each day of attendance at CASA Executive Board meetings if serving as a member of the Executive Board. Compensation for attendance at CASA conferences or meetings is permitted by AB 1234. POSITION PAPER Board Meeting Date: October 5, 2006 subject: CONSIDERATION OF ADOPTING A RESOLUTION RESCINDING RESOLUTION 2005 -005 AND REVISING COMPENSATION AND PROCEDURES FOR BOARD MEMBER ATTENDANCE AT MEETINGS AND CONFERENCES (4) Add paragraph stipulating that travel days to and from meetings or conferences are not compensable This is current District practice and would be added to the resolution for clarification. (5) Add paragraph stipulating that Board approval for compensation may be requested in advance for attendance at meetings or conferences not specified in the resolution, if deemed to be necessary for the efficient operation of the District. AB 1234 states that a Board Member may be compensated for attendance at a meeting not listed in the resolution provided Board approval is obtained in advance. (6) Add paragraph stating that current compensation is $170 per meeting and limited to six meetings per calendar month in compliance with the Health and Safety Code and the California Water Code and as stated in Ordinance 215. This is current District practice and would be added to the resolution for clarification. A strike -out version of Resolution 2005 -005 is Attachment 2. RECOMMENDED BOARD ACTION: Review the proposed changes. If the Board wishes to incorporate any or all of the proposed changes, adopt a resolution rescinding Resolution 2005 -005 and setting forth the new meeting compensation policy. Z W NQ LL O — Z O VJ Z W a. O LL MW CW G W ATTACHMENT 1 Q N 0 06 cu > co C) y I N C L6 E O m 0 -0 E >, N a m* N. (D L "a N N >O -Op cn a) cc >% 0 >+ a) co cn co O. cn N (6 7'+ 0 a) a (o C U) co '0 O 'a -0 m > >- ° m E �° C O C cn cn cu CA CD aL � -f°v coo > > Q .0 3 c N -O N L ai 0 -� % a) a) CU 1.� (D ^^co L- co O'0 cu a) a! //off� CCM C- lu V G J co N C C m .> Z 0 0 0 U vi ui ": O U O �Z Q o> CL C �+`+ a) 0. % N 4 Z N Z 0 o Qua oa- ., > 'a <� r cn co r L O � Q, N //�� A a) O -0 0) U //��O_ Q Co .. I..L cu a- co CO c U 4= '� co L.7 O a) CO) a) L 'O CL a) r.+ U cu cu > L :o O Ecco0>+0�0 O ++ a) co a) a) moa�'0 a O j 0 co E co >�aO��-o o �+ N Zm co C_ O L O >> L N > L c0 0 Q r- E E ` cn >' Q o CL a) L0 a QUm xQ a)mc E co�Q 75 -a m >,� co o a3 co c a) 0 E U •a �coQ ESE c`o.oc`o "2 �oU co coQO E X00 0- 0 m 0LU LO0 0.Q0 °m m p o c o :3 0 Q :3 W Q 0 c u �Um 3 cn 3 !t- o U m W 0— W 2 co Q N 0 06 cu > co C) y I N C L6 E O m 0 -0 E >, N a m* ATTACHMENT 2 RESOLUTION NO. 2006- A RESOLUTION SETTING FORTH PROCEDURES FOR APPOINTMENT TO AND ESTABLISHMENT OFCOMPENSATION F BOARD COMMITTEES AND MEETING COMPENSATION REQUIREMENTS FOR BOARD MEMBERS WHEREAS, Section 6489 of the California Health and Safety Code provides that compensation be paid to Board Members for each day's attendance at meetings of the Board or for each day's service rendered as a Director by request of the Board; and WHEREAS, in accordance with the Health and Safety Code and the California Water Code Sections 20200 et seq., Ordinance 215 was adopted on December 21, 2001, setting the Board compensation at $170 per approved meeting, not to exceed more than one meeting per day and six meetings per calendar month; and WHEREAS, in accordance with Section 2.04.020 of the District Code, when the Board considers it necessary for the efficient transaction of business, it may approve the creation of a committee for the purpose of reviewing, investigating, and recommending with reference to a particular matter, and the President shall appoint the members of said committee and shall have the authority to appoint an ad hoc committee or representative to similarly act pending a Board Meeting, and WHEREAS, the President may name an altemate to serve in the absence of an appointed Committee Member or District representative, and such alternate shall receive the compensation previously set forth; and and WHEREAS, the Board has deemed it necessary for the efficient operation of the District to appoint Board Members to represent the District on various commissions, committees and joint powers authorities, and to act as liaisons to cities and the County; and WHEREAS, in accordance with AB 1234 and to encourage participation and attendance at conferences and organizations which serve the interests of and provide benefit to the District, the Board has determined that Board Members may be compensated for each day's attendance at conferences and meetings listed below; and WHEREAS, compensation may be approved for attendance at a meeting or conference not listed in this Resolution if approved in advance by the Board; and WHEREAS, travel days to and from meetings or conferences are not compensate. NOW, THEREFORE, BE IT RESOLVED, that the President of the Board of Directors shall appoint Board Members to the following standing committees: Budget and Finance Committee Capital Projects Committee Personnel Committee Outreach Committee Recycled Water Committee Household Hazardous Waste Committee Real Estate Committee BE IT FURTHER RESOLVED, that the President of the Board of Directors shall appoint or confirm Board Members to represent the District as follows: Board Liaison to Cities and County California Special Districts Association - Contra Costa Chapter Friends of the San Francisco Estuary Sanitation and Water Agencies of Contra Costa County BE lT FURTHER RESOLVED, that, in addition to the above, members of the Board of Directors shall be compensated at the current compensation rate for each day's attendance at the following meetings and conferences: California Association of Sanitation Agencies' conferences. California Association of Sanitation Agencies meetings of the Executive Board, if serving as a member of the Executive Board; California Special Districts Association Conferences ■ 111 PON ■ "pi ■ PASSED AND ADOPTED this ?? day of ? ?, 2006, by the following vote: AYES: Members: NOES: Members: ABSENT: Members: President of the District Board of the 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 RESOLUTION NO. 2005- 005 RESOLUTION SETTING FORTH PROCEDURES FOR APPOINTMENT TO AND COMPENSATION FOR BOARD COMMITTEES WHEREAS, Section 6489 of the California Health and Safety Code provides that compensation be paid to Board Members for each day's attendance at meetings of the Board or for each day's service rendered as a Director by request of the Board; and WHEREAS, Section 2.04.020 of the District Code provides that when the Board considers it necessary for the transaction of business, it may approve the creation of a committee and the District Board President shall appoint the members of the committee; and WHEREAS, the Board has deemed it necessary for the efficient operation of the District to appoint Board Members to represent the District on various commissions, committees and joint powers authorities, and to act as liaisons to cities and the County. NOW, THEREFORE, BE IT RESOLVED, that the President of the Board of Directors shall appoint Board Members to the following standing committees: Budget and Finance Committee Capital Projects Committee Personnel Committee Outreach Committee Recycled Water Committee Household Hazardous Waste Committee Real Estate Committee BE IT FURTHER RESOLUTION, that the President of the Board of Directors shall appoint or confirm Board Members to represent the District as follows: Board Liaison to Cities and County California Special Districts Association — Contra Costa County Chapter Friends of the San Francisco Estuary Sanitation and Water Agencies of Contra Costa County Resolution No. 2005 -005 Page 2 BE IT FURTHER RESOLVED, that in accordance with Section 2.04.020 of the District Code, when the Board considers it necessary for the efficient transaction of business, it may approve the creation of a committee for the purpose of reviewing, investigating, and recommending with reference to a particular matter; and that the President shall appoint the members of said committee and shall have the authority to appoint an ad hoc committee or representative to similarly act pending a Board Meeting; and BE IT FURTHER RESOLVED, that Board Members serving as the official representative, delegate, or alternate, shall be compensated in accordance with the provisions of the California Health and Safety Code and the Central Contra Costa Sanitary District Code for each day's service rendered as a Director while carrying out the above - referenced appointments. PASSED AND ADOPTED by the Board of Directors of the Central Contra Costa Sanitary District, County of Contra Costa, State of California, this 3`d day of February 2005 by the following vote: AYES: Members: Boneysteele, Lucey, Menesini, Hockett NOES: Members: None ABSENT: Members: Nejedly President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: CL6. Secrotary W the Central Contra a Cost nitary District, County of Contra Costa, State of California Approved as to Form: Ken on L. Alm Counsel for the District ORDINANCE NO. 215 AN ORDINANCE ADJUSTING COMPENSATION FOR THE BOARD OF DIRECTORS OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT WHEREAS, on July 5, 2000, the California Legislature enacted Senate Bill 1559 (Chapter 86, Statutes of 2000); and WHEREAS, this bill amended Section 6489 of the California Health and Safety Code, authorizing sanitary district boards to, by ordinance, increase board member compensation in an amount greater than the current maximum of one hundred dollars ($100) per day by an additional five percent (5 %) for each calendar year following the operative date of the last adjustment; and WHEREAS, the last adjustment in compensation for the Central Contra Costa Sanitary District was in 1987; and WHEREAS, California Water Code Sections 20200 et seq., which have been incorporated into the Sanitary District Act, require that any such increase be by ordinance and shall not become effective for at least sixty (60) days from the date of final passage. NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary District does ordain as follows: SECTION 1: DIRECTOR COMPENSATION a. That Section 2.04.030, Compensation of Board Members, of the District Code is hereby repealed and that a new Section 2.04.030 is hereby adopted as follows. b. Beginning on March 1, 2001, and continuing until this ordinance is modified or repealed, the compensation for Directors of the Central Contra Costa Sanitary District is hereby increased from the current one hundred dollar ($100) level in accordance with Senate Bill 1559, as set forth by application of Section 20202 of the California Water Code. Compensation shall not be for more than a total of six (6) days of any calendar month. C. The amount of Directors' compensation established for March 2001 and thereafter until further action of the Board shall be $170.00. Ordinance No. 215 46 46 Page 2 SECTION 2: EFFECTIVE DATE Upon adoption, this Ordinance shall be entered in the minutes of the Central Contra Costa Sanitary District, shall be published once in a newspaper in general circulation within the District, and shall take effect on March 1, 2001. PASSED AND ADOPTED this 21 day of December, 2000, on the following roll call vote: AYES: Members: Boneysteele, Hockett, Menesini , Lucey NOES: Members: Nejedly ABSENT: Members: None );71 resAefs, t e of irecto Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: / (� C�- P - / S cr t ry of the Central ontra Costa Sa ary District, County of Contra Costa, State of California Approved as to Form: Kenton L. Alm District Counsel Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 5, 2006 No.: 7,a. ENGINEERING Type of Action: AUTHORIZE CHANGE ORDER / AUTHORIZE AGREEMENT Subject: AUTHORIZE THE GENERAL MANAGER OF THE DISTRICT TO EXECUTE AN AGREEMENT WITH THE CITY OF PLEASANT HILL FOR THE VESSING SEWER RENOVATION PROJECT, DISTRICT PROJECT NO. 5646, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH D'ARCY & HARTY CONSTRUCTION FOR THE VESSING SEWER RENOVATION PROJECT Submitted By: Initiating Dept. /Div.: Munawar Husain, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: Y� M. Husain T. ecki A. Farrelf a. " James If Kelly, General Manager ISSUE: The Board of Director's authorization is required for Agreements with other public agencies that exceed $50,000. Also, the Board of Director's authorization is required for the General Manager to execute a construction change order in an amount greater than $50,000. RECOMMENDATION: Authorize the General Manager of the District to execute an Agreement with the City of Pleasant Hill for the Vessing Sewer Renovations. Authorize the General Manager to execute a change order in an amount not to exceed $77,000 to D'Arcy & Harty Construction for the Vessing Sewer Renovation Project, DP 5646. FINANCIAL IMPACTS: Four parties will share the cost of the $77,000 change order; the District's share is $19,250. ALTERNATIVES /CONSIDERATIONS: Do not authorize the Agreement and change order, which is not recommended since the repair must be expedited due to approaching wet weather. BACKGROUND: The Board approved a Joint Powers Agreement with the City of Pleasant Hill for the inclusion of the Hoover Court Slide Repair at its August 11, 2005 Board meeting. The City of Pleasant Hill requested the District to include in its Vessing Sewer Renovation Project the repair of the Hoover Court Slide. The slide repair project was immediately adjacent to the District's pipeline alignment, and a joint project would significantly reduce the construction impact on the residents. Page 1 of 2 POSITION PAPER Board Meeting Date: October 5, 2006 subject: AUTHORIZE THE GENERAL MANAGER OF THE DISTRICT TO EXECUTE AN AGREEMENT WITH THE CITY OF PLEASANT HILL FOR THE VESSING SEWER RENOVATION PROJECT, DISTRICT PROJECT NO. 5646, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH D'ARCY & HARTY CONSTRUCTION FOR THE VESSING SEWER RENOVATION PROJECT Construction of the Hoover Court Slide Repair was completed in November 2005. During December 2005, several heavy rainstorms caused significant damage to the slide repair. Since the rain events are considered "Acts of God," the contractor's insurance would not pay for the repair. The City of Pleasant Hill and the District propose to enter into an Agreement to repair the damage to the slide repair. Under the proposed Agreement, the City will pay half the cost of the repair, provide the design for the repair, provide construction inspection of the repair, and the City will assume complete and sole maintenance and repair responsibility after the expiration of the one -year warranty period. The District will pay half the cost of the repair and administer the contract. D'Arcy & Harty Construction has agreed to pay half the District's costs associated with the repair, thus the District's actual costs will be one quarter or $19,250. A quote for $77,000 was received from D'Arcy & Harty Construction on September 22, 2006 for the proposed repair. Staff has reviewed the costs and is requesting Board authorization for the General Manager to execute a contract change order for an amount not to exceed $77,000. RECOMMENDED BOARD ACTION: Authorize the General Manager of the District to execute an Agreement with the City of Pleasant Hill for the Vessing Sewer Renovations. Authorize the General Manager to execute a construction change order in an amount not to exceed $77,000 to D'Arcy & Harty Construction on the Vessing Sewer Renovations, District Project 5646. Page 2 of 2 ca N ca a C Q ui ui (n C9 Z uj Z O FM a 0 z w I� V � Z� ui q'T /A W N LO LM 0 a �o � rla m0 D Z O t7 Y U Q m V w V L O L Q V 4� O L 0. • LC) O O N O N a m 0. O V s Q • 4� O. E O V .L co a O L • to O O N L i 0 z V LCD O O N L E 4� V 0 • w w Ma O O V Q v V i 4� O V c� V a a J Q Z Q Z ML 0 0 0 w ti L 4) L X 4) s V 0 0 00 M L .W B 0 w L O 4 c� a O � N w L O L w 4) _ O 0 Lm V O V V w m (1) 0 O aC)� _ 0 - O r Lm V � = L L � O '- J 3 -070 ,o � L Z O H Q D Z W O U W a) a) N N L L od O � L a= a= V 3 i L � L O a� L � � s Q v a) a) N N L L O O a= a= Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 5, 2006 No.: 7.b. ENGINEERING Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH ASSOCIATED RIGHT OF WAY SERVICES, INC., FOR RIGHT -OF -WAY CONSULTING AND APPRAISAL SERVICES. Submitted By: Initiating Dept/Div.: Michael J. Penny, Associate Engineer Engineering / Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. _ M Z f. enny J. Miyamoto -Mills C. anson A. Farrell V James Kelly General Manager ISSUE: Board of Directors' authorization is required for the General Manager to execute a professional services agreement in an amount greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute a technical consulting services agreement with Associated Right of Way Services, Inc., (ARWS), with a cost ceiling of $500,000 for right -of -way consulting and appraisal services. FINANCIAL IMPACTS: The cost ceiling of the three -year agreement is $500,000. ALTERNATIVES /CONSIDERATIONS: There will continue to be a need to use outside consultants such as ARWS to augment District right -of -way staff to provide appraisal services and to assist with property rights acquisitions. BACKGROUND: Permanent easements, temporary construction easements, and other rights -of -way need to be acquired for almost all of the District's collection system projects. Property rights have typically been acquired by a combination of District staff and outside real property consultants. The consultants are used to supplement District staff in negotiating property rights during peaks in project workloads, to provide appraisal services, and to provide consultation during difficult property rights negotiations. A Request for Proposals (RFP) process to engage right -of -way consultants was held in May -June 2006. Staff evaluated proposals provided by three firms. All three firms are well qualified to provide the needed right -of -way acquisition tasks. Two of the firms are from out of the area (Universal Field Services and Paragon Partners have offices in Sacramento) and one is local (ARWS has offices in Pleasant Hill). District staff requested each consultant to provide resumes of the staff they proposed. ARWS proposed staff with significant experience in negotiating and obtaining utility easements. The other two firms proposed staff with significant experience in other types of property 1 of 2 POSITION PAPER Board Meeting Date: October 5, 2006 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH ASSOCIATED RIGHT OF WAY SERVICES, INC., FOR RIGHT -OF -WAY CONSULTING AND APPRAISAL SERVICES. acquisitions. District staff determined that ARWS was the most qualified firm and had the advantage of being local. ARWS under its current technical consulting services contract has been assisting the District with various Capital Projects and general real property tasks, including right -of- way appraisal services, since March 2003. Some of the projects include the M4 Relocation Project, Orinda Renovations Projects, Walnut Creek Renovations Projects, and Alhambra Valley Trunk Sewer Project. Additionally, ARWS has assisted staff in researching various title issues pertaining to easements, District property, and land valuation tasks. ARWS has performed well on all the previous work. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a three -year technical consulting services agreement with Associated Right of Way Services, Inc., with a cost ceiling of $500,000 for right -of -way consulting and appraisal services. N: \ENVRSEC \Position Papers \Penny\2006 \PP ARWS Agreement 10- 5- 06.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 5, 2006 No.: 7,c. ENGINEERING Type of Action: AUTHORIZE CONTRACT CHANGE ORDER Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH MOUNTAIN CASCADE CONSTRUCTION FOR THE 2006 STORM DAMAGE PROJECT, DISTRICT PROJECT 5981 Submitted By: Initiating Dept./Div.: Tom Godsey, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: �0 — - (� �o - d. 4014 - odsey ecki A. Farrell James M <elly, General Manager ISSUE: The Board of Director's authorization is required for the General Manager to execute a construction contract change order in an amount greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute a contract change order in an amount not to exceed $100,000 to Mountain Cascade Construction for the 2006 Storm Damage Project, District Project 5981. FINANCIAL IMPACTS: The change order in the amount of $100,000 represents less than 10% of the original construction contract amount that Mountain Cascade Construction is working under for the Alhambra Valley Trunk Sewer, Phase 1, Project. ALTERNATIVES /CONSIDERATIONS: Do not authorize the contract change order, which is not recommended. BACKGROUND: In February 2006, the Collection System Operations staff was notified of a creek bank failure near a 12 -inch diameter sewer at 42 Hacienda Drive, Orinda. Staff inspected the site and found a creek bank failure and significant soil erosion due to storm water. Maintenance staff stabilized the site by covering the slide with plastic and supporting an exposed sewer lateral. On July 6, 2006, staff reported to the Board that all thirteen storm damage site assessments were complete and that eight sites would be repaired this year. Design consultant selection has been completed, but the California Fish and Game restriction for no creek work after October 15 has made permanent repair construction impossible. Staff recommends temporary protection measures for this site because the 12 -inch diameter sewer transports the flow from approximately 1,000 homes in northern Orinda. Page 1 of 2 POSITION PAPER Board Meeting Date: October 5, 2006 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH MOUNTAIN CASCADE CONSTRUCTION FOR THE 2006 STORM DAMAGE PROJECT, DISTRICT PROJECT 5981 Staff requested a proposal from Mountain Cascade Construction since they are already under contract with the District for the Alhambra Valley Trunk Sewer, Phase 1, Project. The quote from Mountain Cascade Construction should be available by the October 5, 2006 Board meeting. Given the large number of homes served by this 12 -inch sewer, staff is requesting Board authorization for the General Manager to execute a contract change order for an amount not to exceed $100,000. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a construction contract change order in an amount not to exceed $100,000 to Mountain Cascade Construction for the 2006 Storm Damage Project, District Project 5981. Page 2 of 2