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HomeMy WebLinkAbout01/15/2009 AGENDA BACKUPRESOLUTION NO. 2009 -001 RESOLUTION COMMENDING GERALD R. LUCEY FOR HIS SERVICE AS PRESIDENT OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT BOARD OF DIRECTORS WHEREAS, Gerald R. Lucey was elected to serve as President of the Board of Directors of the Central Contra Costa Sanitary District for 2008; and WHEREAS, under the able leadership of President Lucey, the District accomplished significant goals and objectives, promoting the mission, vision, and values of the District as a high - performance organization that provides exceptional customer service and full regulatory compliance at responsible rates; and WHEREAS, President Lucey also served on the Board Human Resources Committee, Real Estate Committee, Household Hazardous Waste Committee, and Outreach Committee, providing oversight and review of the District's hiring and employment practices, real estate activities, household hazardous waste collection procedures, and public education and outreach activities; and WHEREAS, President Lucey chaired a regularly - scheduled Board meeting that was completed in less than 28 minutes; and WHEREAS, during his term, the Board completed and adopted the revision of the District Code; and WHEREAS, under his leadership, the District conducted a thorough review of its diversity activities and saw the unanimous adoption of a District Diversity Statement; and WHEREAS, during his term of office, the District achieved an eleventh year of 100 percent compliance with the District's National Pollutant Discharge Elimination System permit requirements; and WHEREAS, the District was nominated by the United States Environmental Protection Agency as Large Plant of the Year and received the second place award in the nation from the EPA; and WHEREAS, in 2008, the California Water Environment Association named the District the statewide Collection System of the Year Award recipient; and WHEREAS, also in 2008, the District continued its exemplary financial performance, receiving the Certificate for Excellence in Financial Reporting for the 2006 -2007 fiscal year and an Unqualified Opinion from the external auditors; and WHEREAS, also in 2008, the District was recognized by the California Association of Sanitation Agencies with its 2007 Outstanding Capital Improvement Program Award for Plant Control System Improvements; and WHEREAS, also in 2008, the District was recognized by the California Association of Sanitation Agencies with its 2007 Innovation Award for the Wastewater Plant Operator Training Program; and WHEREAS, under President Lucey's leadership, the District established a GASB 45 Trust to measure and report the liabilities associated with post - employment benefits for the fiscal security of the District; and WHEREAS, the District continued to experience a reduction in sewer overflows due to increased resources provided by the Board of Directors; and WHEREAS, during his term of office, the Alhambra Valley Phase II project was completed and the A -Line project in the City of Concord started. NOW, THEREFORE, BE IT RESOLVED that President Gerald R. Lucey is hereby commended for his distinquished service and leadership in the Central Contra Costa Sanitary District during his year in office, resulting in the continued success of this high - performance, innovative, and fiscally responsible organization that protects the public health and the environment every day. PASSED AND ADOPTED THIS 15th day of January, 2009. James A. Nejedly President of the Board of Directors Barbara D. Hockett Michael R. McGill Mario M. Menesini COUNTERSIGNED: Elaine R. Boehme Secretary of the District Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 4.d. Consent Calendar Type of Action: ADOPT RESOLUTION subject: ADOPT RESOLUTION ACCEPTING A GRANT OF EASEMENT (DISTRICT PROJECT 5975 — PARCEL 8 *) Submitted By: Initiating Dept. /Div.: Ricardo Hernandez, SR/WA Engineering /Environmental Services Senior Right of Way Agent REVIEWED AND RECOMMENDED FOR BOARD ACTION: R. Hern d S. onlund C. Swanson A. Farrell James M Kelly, General anager ISSUE: A resolution of the Board of Directors is required to accept or quitclaim easements and to record the documents. RECOMMENDATION: Adopt resolution accepting a grant of easement and authorizing staff to record the document with the Contra Costa County Recorder. FINANCIAL IMPACTS: $4,100.00 was paid to the property owner for the permanent sewer easement. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The District replaced and upsized approximately 800 feet of existing 6 -inch sewers with new 8- inch sewers. The pipes are located within the backyards of nine residential properties in the Ulfinian Way neighborhood as part of the Martinez Sewer Renovations Project, Phase 1 (District Project 5975). Three of the properties already had existing ten -foot wide sewer easements; therefore, no additional permanent rights were deemed necessary. The remaining six properties had existing five -foot wide sewer easements. District staff desires to increase the width of easements to ten -foot wide to provide better access for future maintenance activities and to mitigate future encroachments over the new sewers. SITE PACHECO Voluntary offers to acquire ten -foot wide sanitary sewer VICINITY MAP easements were made to the six property owners along N.T.S. Ulfinian Way at post construction. Sandra L. Bombardier at 1001 Ulfinian Way signed NAENVRSEMPosition Papers \Hernandez R\2009 \PP Bombardier Parcel 8 for Acceptance of GOE 1_15_09.doc Page 1 of 2 POSITION PAPER Board Meeting Date: January 15, 2009 subject. ADOPT RESOLUTION ACCEPTING A GRANT OF EASEMENT (DISTRICT PROJECT 5975 — PARCEL 8 *) and delivered the grant of easement. Additional grants of easements will be submitted for Board approval once the subsequent grants of easements are obtained from the remaining five property owners. It is not anticipated the District will request reimbursement from the City of Martinez for the acquisition costs with the separate Martinez Easements Project, since adequate land rights exists per the previous standard at the time the District took over the City's sewers. The additional permanent easements were to upgrade to the current standard for the reasons stated above. RECOMMENDED BOARD ACTION: Adopt resolution accepting a grant of easement from Sandra L. Bombardier and authorizing staff to record the document with the Contra Costa County Recorder. "Easement parcel numbers are for internal job log use only. WENVRSEC \Position PaperslHernandez R\2009 \PP Bombardier Parcel 8 for Acceptance of GOE 1_15_09.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 4.e. Consent Calendar Type of Action: CONFIRM PUBLICATION Subject: ADOPT A RESOLUTION CONFIRMING PUBLICATION OF A SUMMARY OF DISTRICT ORDINANCE NO. 253 - MODIFYING TITLES 1, 2, 5, 6, 9, 10, AND 11 AND ADOPTING TITLE 7 OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT CODE Submitted By: Elaine R. Boehme Secretary of the District Initiating Dept /Div.: Administrative Department REVIEWED AND RECOMMENDED FOR BOARD ACTION: E. Boehme Ofirnes M. elly, General Manager ISSUE: Section 6490 of the Health and Safety Code of the State of California provides that District ordinances shall be published once in a newspaper of general circulation within the District, and provides that an Order of the Board of Directors of the District to the effect that the ordinance has been published shall constitute conclusive evidence that publication has been properly made. RECOMMENDATION: Adopt a resolution confirming the publication of a summary of District Ordinance No. 253. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: Establishes presumption that the ordinance was correctly published and therefore would be deemed procedurally valid by a court. BACKGROUND: A summary of District Ordinance No. 253 was published in the Contra Costa Times on November 20, 2008. Ordinance 253 was adopted by the Board at the meeting of October 2, 2008, and modifies Titles 1, 2, 5, 6, 9, 10, and 11 and adopts Title 7 of the Central Contra Costa Sanitary District Code. Proof of publication is attached. RECOMMENDED BOARD ACTION: Adopt a resolution confirming the publication of a summary of District Ordinance No. 253. Page 1 of 3 RESOLUTION NO. 2009- RESOLUTION CONFIRMING PUBLICATION OF A SUMMARY OF DISTRICT ORDINANCE NO. 253 WHEREAS, Section 6490 of the Health and Safety Code of the State of California provides that District ordinances shall be published once in a newspaper of general circulation within the District, and provides that an Order of the Board of Directors of the District to the effect that the Ordinance has been published shall constitute conclusive evidence that publication has been properly made. NOW, THEREFORE, be it resolved by the Board of Directors of the Central Contra Costa Sanitary District as follows: THAT a summary of District Ordinance No. 253 has been properly published once since its adoption in a newspaper of general circulation within Contra Costa County. Ordinance 253 was adopted on October 2, 2008, and modifies Titles 1, 2, 5, 6, 9, 10, and 11 and adopts Title 7 of the Central Contra Costa Sanitary District Code, PASSED AND ADOPTED by the Central Contra Costa Sanitary District Board of Directors this 15th day of January, 2009 by the following vote: AYES: Members: NOES: Members: ABSENT: Members: James A. Nejedly President of the Board of Directors, Central Contra Costa Sanitary District, COUNTERSIGNED: County of Contra Costa, State of California Elaine R. Boehme Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of California Approved as to Form: Kenton L. Alm District Counsel Contra Costa Times P O Box 4147 Walnut Creek, CA 94596 (925) 935 -2525 Central CC Sanitary Ann/Accts Payable,5019 Imhoff P1. Martinez CA 94553 -4316 PROOF OF PUBLICATION FILE NO. Ordinance 253 In the matter of I am a citizen of the United States and a resident of the County aforesaid; I am over the age of eighteen years, and not a party to or interested in the above - entitled matter. I am the Principal Legal Clerk of the Contra Costa Times, a newspaper of general circulation, printed and published at 2640 Shadelands Drive in the City of Walnut Creek, County of Contra Costa, 94598 And which newspaper has been adjudged a newspaper of general circulation by the Superior Court of the County of Contra Costa, State of California, under the date of October 22, 1934. Case Number 19764. The notice, of which the annexed is a printed copy (set in type not small than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to -wit: 11/20/2008 I certify (or declare) under the penalty of perjury that the foregoing is true and correct. Executed at Walnut Creek, California. On this 20 day of November 2008 Signature i Legal No. SUMMARY OF ORDINANCE NO, 253 AN ORDINANCE MODR�YIppN,,OTfTF.� 2, ADOPT TTfTLE 7 OF CENTRALLCCONTRA COSTA )rd�ipntasnce No. 253 e=l revisions C n Cow ianitary District Code, ='naking general admin- t7 a chanoes revi- sewer fee c NOTE: The above Is a summary of major high- lights of the Proposed ordinance. A reading of the entire ordinance Is necessary to obtain a full understanding_ of the proposed modifica- tions. A certified copy of the full text of the proposed ordinance may be read In the Sec- retary of the District's Office at 5019 Imhoff Place, Martinez and/or a coPY may be obtained from the office It is al- so posted on the Dis- trict's webslte, www.centralsan.org. i dopted: October 2, AYES:Members: Hockett, McGill, Menesini, N 994emcbe.y None ANSENrsMembers:NOne President of the District Board of the Sanitary District, Costa County of Contra Costa, State of Califomia COUNTERSIGNED: s/s Elaine R. Boehme Secretary Cost of the Central Contra a Sanitary District, County of Comm niCosta, State of Califor- a Appproved as to Form: s/s Kenton L Alm Kenton L Alm District Counsel CCT #3004483 Nov. 20 2008 0003004483 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 4.f. Consent Calendar Type of Action: SET PUBLIC HEARING subject: SET A PUBLIC HEARING TO REVIEW BOARD MEMBER COMPENSATION Submitted By: Elaine R. Boehme Initiating Dept. /Div.: Secretary of the District Administration REVIEWED AND RECOMMEND 4 FOR BOARD ACTION: E. Boehme K. Alm 1�14 mes M. Kefiy, general Marfager ISSUE: The Board is requested to set a public hearing to consider whether or not it wishes to revise the current Board Member compensation of $221 per day of service. RECOMMENDATION: Set a public hearing for Thursday, February 5, 2009 to consider whether the Board wishes to amend the District Code to revise the current Board Member compensation of $221 per day of service. FINANCIAL IMPACTS: The maximum increase permissible under Health and Safety Code Section 6489 and Water Code Section 20202 would be an additional 10% (5% for 2008 and 5% for 2009 calendar years), bringing the total compensation per day of service to $243 rather than the current $221, or an increase of $22 per day of service. ALTERNATIVES /CONSIDERATIONS: The Board may decide it does not wish to set a public hearing to consider amending Board Member compensation. BACKGROUND: In 2000, SB 1559 provided for increasing Board Member compensation above the previous $100 per day of service. On December 21, 2000, the Board adopted Ordinance 215, which increased the Board compensation from $100 (approved in 1987) to $170 per day of service, not to exceed six days of service per calendar month. In 2007, the Board adopted Ordinance 243, increasing the Board compensation from $170 to $221. Board Member compensation has not been revised since that time. Health and Safety Code Section 6489 states that the Board may, by ordinance adopted pursuant to Water Code Section 20202, increase its compensation above the $100 per day permitted by the Health and Safety Code. The Board may approve up to a 10% increase in compensation to capture the increase not taken in 2008 and the permissible 5% increase for 2009. Again, Board Members' compensation is limited to no more than six days' service per calendar month. If the annual increases are approved, they cannot be compounded for each prior year. POSITION PAPER Board Meeting Date: January 15, 2009 Subject SET A PUBLIC HEARING TO REVIEW BOARD MEMBER COMPENSATION Any ordinance changing Board Member compensation cannot be effective until 60 days after adoption. A survey was conducted of Board Member compensation at nearby sanitary districts and where the Central Contra Costa Sanitary District falls in the range (attached). RECOMMENDED BOARD ACTION: Set a public hearing for February 5, 2009 to consider whether the Board wishes to amend the District Code and make changes to Board Member compensation. COMPARISON OF OTHER AGENCIES' BOARD COMPENSATION West County $265.35 2009 No automatic review Wastewater District $265.35 2008 510 222 -6700 $265.35 2007 Oro Loma Sanitary District $260 2009 Reviewed every January (510) 276 -4700 $250 2008 states COLA increase yearly, $240 2007 but they have not received it Inland Empire Utilities $ 2009 July Reviewed every July Agency $217.77 2008 909 993 -1600 $207.40 2007 Union Sanitary District $212.10 2009 Reviewed on annual basis. (510) 477 -7500 $212.10 2008 states COLA increase yearly, $212.10 2007 but they have not received it Delta Diablo Sanitation $209 2009 Reviewed in January of each District $202 2008 year, ordinance includes (925) 756 -1900 $191 2007 provision for increase of CPI, (925) 625 -2279 $170 2008 up to 5% Mt. View Sanitary District 2009 Oct No automatic review (925) 228 -5635 x26 $200 2008 No automatic review Services District $170 Castro Valley Sanitary 2009 Mar Reviewed annually District $176.34 2008 510 537 -0757 $170.87 Napa Sanitation District $174 2009 No automatic review — policy (707) 258 -6000 $174 2008 states COLA increase yearly, $174 2007 but they have not received it for the last couple of years (per District counsel Ironhouse Sanitary District $170 2009 No automatic review (925) 625 -2279 $170 2008 $170 2007 Dublin San Ramon $156 2009 No automatic review Services District $156 2008 925 828 -0515 $156 2007 Fairfield Suisun Sewer $123.76 2009 No automatic review District $118.13 2008 707 429 -8930 $100 2007 N:\ADMINSUP\ADMIN \DIST- SEC \BOARD \Board Compensation Survey EB.doc Page 1 of 2 December 2008 N:\ADMINSUP\ADMIN \DIST- SEC \BOARD \Board Compensation Survey EB.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 4.g. Consent Calendar Type of Action: AUTHORIZE PURCHASE Subject: AUTHORIZE THE PURCHASE OF AN ELECTRIC FORKLIFT FOR THE PLANT OPERATIONS DEPARTMENT AT A COST OF $33,000 Submitted By: Alan R. Grieb, Initiating DeptJDiv.: Plant Operations/ Plant Operations Division Manager Maintenance REVIEWED AND RECOMMENDED FOR BOARD ACTION: �de_ I r *��_ A. Grieb . Craig James M. elly, General Vanager ISSUE: Board of Directors' approval is needed to purchase items greater than $5,000 when using funds from the Equipment Budget Contingency Account. RECOMMENDATION: Approve purchase of an electric forklift for the Plant Operations Department at a cost of $33,000. FINANCIAL IMPACTS: The 2008 -2009 Equipment Budget Contingency Account has a balance of $60,000. This expenditure would reduce the Contingency Account by $33,000, leaving a remaining balance of $27,000. ALTERNATIVES /CONSIDERATIONS: Do not approve purchase. The District could rent a forklift for approximately $1,500 per month. BACKGROUND: As the result of a safety suggestion, the District's propane - powered forklift used in the Solids Conditioning Building (SCB) was identified as having unacceptable levels of carbon monoxide (CO) emissions. The forklift was tuned with the expectation that the CO emissions were lowered to an acceptable level. However, it was recently discovered that when the forklift is operated in certain areas of the SCB, CO emissions rise to a level of concern. District staff has discontinued the use of the forklift. A rental electric forklift is now used within the SCB. The District has a fleet of six propane - powered forklifts. Due to CO emissions, none of the forklifts are suitable for use in the SCB. In addition the California Air Resources Board has adopted regulations that require reduction of hydrocarbon (HC) and oxides of nitrogen (NOX) emissions in forklifts by January 1, 2011. The current average emissions of the HC and NOX from the District's forklift fleet are 12 grams per kilowatt (g /kW) per hour, and must be reduced to an average emission of 2.7 g /kW per hour by the above date. Four of the existing forklifts will need to be replaced or modified to reduce the average emissions to the required levels. N: \POSUP \Correspondence \Position Papers \2009 \Forklift.doc POSITION PAPER Board Meeting Date: January 15, 2009 Subject: AUTHORIZE THE PURCHASE OF AN ELECTRIC FORKLIFT FOR THE PLANT OPERATIONS DEPARTMENT AT A COST OF $33,000 Replacement of one forklift is needed now. Replacement of other forklifts may be requested in future equipment budgets. The purchase of an electric forklift now for use in the SCB will solve the CO emissions issue in the SCB and will provide 28 percent of the reduction in HC and NO,, emissions required by 2011. RECOMMENDED BOARD ACTION: Authorize the purchase of an electric forklift for the Plant Operations Department at a cost of $33,000 with funds from the 2008 - 2009 Equipment Budget Contingency Account. N: \POSUP \Correspondence \Position Papers \2009 \Fork1ift.doc Agenda Item 5.a.1) Board Meeting of January 15, 2009 Additional Written Announcements: Events e) California Water Environmental Association Annual Awards and Installation Banquet The California Water Environmental Association (CWEA) San Francisco Bay Section will be holding its Annual Awards and Installation Banquet on Friday, January 23, 2009 at Scott's Seafood Restaurant in Oakland. Attached is an informational flyer. The District has been nominated for Large Treatment Plant of the Year, Operator of the Year, Engineering Achievement Project (A -Line Relief Interceptor Phase 2 A), Research Achievement Project (Aeration Air Renovation), and Plant Operator Training Program. Contact Secretary of the District Elaine Boehme if you would like to attend. f) 2009 Health and Wellness Expo The 2009 Health and Wellness Expo will be held on Wednesday, January 21, 2009 and Thursday, January 22, 2009 from 6:30 am to 8:30 am in the Training Room at Collection Systems Operations; and on Wednesday, January 28, 2009 and Thursday, January 29, 2009 from 7 am to 11 am in the Multi- purpose room at the Headquarters Office Building (flyer attached). Events include health risk appraisals, cholesterol and osteoporosis screening, stress - relieving massages, body composition analysis, blood pressure checks, and glucose testing. Light refreshments will be served. Contact Secretary of the District Elaine Boehme if you would like to participate. For more information on the expo, you can contact Environmental Services Division Manager Curt Swanson directly at 925 - 229 -7336. g) Delta Discovery Program Event The Marine Science Institute, parent organization of the Delta Discovery Program, will host a two -hour voyage on the RV Brownlee for program sponsors on Saturday, February 28, 2009. The Brownlee will leave from the Antioch Marina at 1:30 pm and return at 3:30 pm. Family and friends are welcome. Contact Secretary of the District Elaine Boehme if you would like to attend. Project Updates h) Lafayette 5 Sewer Rehab Project The contractor for the Lafayette project attempted to work last Saturday on St. Marys Road near Wallabi Court. Just after starting the pipe pull, the winch broke and the contractor stopped work. The contractor has a new winch and will work this Saturday. This is a 700 foot pipe burst site. Work hours are restricted from 9 a.m. to 3 p.m. on weekdays but the City of Lafayette is allowing Saturday work from 8 a.m. to 5 p.m. General Updates i) Bay Area Air Quality Management District Disposition Letter On August 8, 2008, District staff reported a multiple -hearth furnace opacity excursion to the Bay Area Air Quality Management District ( BAAQMD). The excursion occurred on August 6, 2008, and lasted for 3 minutes and 35 seconds as a result of an electrical short circuit within an emergency switchgear cabinet. The short circuit caused the furnace to trip off -line. During the process of bringing the furnace back on -line, a short period of smoking occurred. In a letter dated January 8, 2009, BAAQMD informed the District that no enforcement action would result. j) Status of Pharmaceutical Program On January 6, 2009, the County Board of Supervisors approved the Memorandum of Understanding with CCCSD for a pharmaceutical collection program. Under the program, the County Sheriff's Office will supervise collection of pharmaceuticals at two locations in Martinez: the Sheriff's Field Operations Bureau at 1980 Muir Drive and the County Hospital on Alhambra Avenue. CCCSD will be responsible for transport and disposal of the pharmaceuticals. Collection bins are being installed now and collection is anticipated to begin later this month. CCCSD and Sheriff's staff are planning a media event to publicize the program. The City of Walnut Creek is currently reviewing the draft agreement. r California Water Environment Association Protecting our Water environment through education and training SAN FRANCISCO BAY SECTION Annual Awards and Installation Banquet Friday, January 23, 2009 Program 6:00 Social Hour 7:00 Dinner 8:00 Installation and Awards 9:30 Door Prizes* Dinner Selections Duet Tenderloin /Salmon Vegetarian Puff Pastry Dish Cost Members $55 Non - Members $70 Students $25 RSVP by January 16 Polly Villarreal - EBMUD email: cweasfbs @aol.com Phone: 510- 772 -0766 *Door prizes include a 32" Sony LCD N, Nintendo Wii, XBox 360, iPod Nano, and more! rc1108cwe9dyacal tmk.,iy, i jet %d' rlr °...r r F� r� SAN FRANCISCO BAIL' SECTION Cslslanu Watcr Em:narmer i Aswaxiom Jwd "o From San Francisco: Take Bay Bridge headed to Oakland, Merge onto 880 toward Alameda/San Jose, exit Broadway /Alameda, right on 5th Street, right on Broadway, then four blocks to Jack London Square. From the South: Take 880 North to the Broadway exit; left on Broadway, then four blocks to Jack London Square. From the East: Take Highway 24 to 980 (downtown Oakland). Take the 11th /12th Street exit, go straight on Brush, left on 5th, right on Broadway, then four blocks to Jack London Square. �. ca. v�■�S:nn� r7.15w111 up Iyn I m- W&11.41jj1 I For more Information, please contact Curt Swanson at ext. 336 NOTE: If you cannot see the image in this message, go to the View Menu, and choose HTML. file: //C:\Documents and Settings \scrayton\Local Settings \Temp \GW }00001.HTM 1/14/2001 Agenda Item 5.a.1) Board Meeting of January 15, 2009 Written Announcements: Awards a) Palm Springs CWEA Conference Awards The California Water Environment Association (CWEA) has accepted five District staff papers for presentation at the April CWEA Palm Springs Conference. The following papers have been accepted: • "Cross Training Project Managers for Succession Planning" by Tom Godsey and Dana Lawson • "Unconventional Air Plenum Repair- Part II: How We Fixed Our Legacy of Air Leaks" by Nate Hodges and Ba Than • "Tunneling — Protecting The Environment While Golfers Play Through" by Paul Seitz • "The Treatment Plant Operator Training Program" by Michael Scahill • "Implementing a Recycled Water Truck Fill Program" by Melody LaBella Events b) San Antonio Water System CSO Visit The Chief Operating Officer, the Manager of Collection System, the Data System Manager, and two field staff from the San Antonio Water System visited the Collection Systems Operations Department (CSOD) on Wednesday, January 7, 2009. The visit was arranged by John Larson, former CSOD Manager and sub consultant of HDR Engineering. The purpose of the visit was to review District sewer cleaning methods as well as system assessment methods used by the Engineering Department to develop the sewer renovation program. The visitors were impressed and appreciative of the information provided by both CSOD and Engineering Department staff. The San Antonio Water System serves approximately a million people in the urbanized part of Bexar County, Texas. This population includes approximately 325,944 water customers and 354,878 wastewater customers. c) Northern California Pipe User's Group On Thursday, February 19, 2009, the Northern California Pipe User's Group (PUG) will be holding its Seventeenth Annual Sharing Technologies Seminar at Hs Lordships Restaurant in Berkeley. A report authored by Associate Engineer Paul Seitz entitled "Tunneling the A- Line" will be presented. Project Updates d) Advertisement of Danville Sewer Renovations (Phase 2), DP 5954 The Danville Sewer Renovations project is part of the ongoing Collection System Renovation Program. The project will replace approximately 1,300 linear feet of 6 -inch sewer lines within public right -of -way by open - cut method. This project is being bid early at the request of the Town of Danville so that paving on Valle Vista can be completed during the summer of 2009. This project will be advertised on Tuesday, February Td and Tuesday, February 17th, 2009. Bids will be opened on Tuesday, March 3, 2009. The construction cost is currently estimated at $260,000. More information will be presented when the Board is asked to approve the construction contract on March 19, 2009 Central Contra Costa Sanitary District Board Meeting January 15, 2009 Board Member McGill Item 5.d.1) Will attend CASA Conference January 21 -24 Will attend CC USA Dinner January 29 Will attend the Mayors' Conference February 5, 2009, Danville Item 5.d.2)e) Meeting with Mayor Michael Harris, Pleasant Hill January 14 Please see meeting notes Item 5.d.3.a) Mayors' Conference January 8, 2009 The presentation was regarding report from the Delta Blue Ribbon Task Force Item5.d.4) Contra Council Land Use Task Force Meeting January 14 There was a presentation regarding draft GARB rules regarding GHG and CEQA. Will attend Contra Costa Council Workshop Regarding AB32 and SB 375 January 27 b 0 C\A W\.,--- 5, 4. cl), Citv of Pleasant Hill — Central Contra Costa Sanitary District Meeting Summary Pleasant Hill City Hall Wednesday, January 14, 2009 at 2:00 p.m. Attendees: Pleasant Hill Attendees — Michael Harris (Mayor); Central Contra Costa Sanitary District Attendees — Mike McGill (Board Member) and Jim Kelly (General Manager) 1) Approval of Agenda 2) Household Hazard Waste Program o Updated City on program and its use of the program. City offered to run articles, and suggest there be a link between our websites to provide Household Hazardous Waste information. Michael Scahill to contact Pleasant Hill Public Services Officer Martin Nelis to coordinate. 3) Water Reclamation o Reviewed status of Recycled Water Program in Pleasant Hill and possible future connections. 4) CCCSD Pleasant Hill Planned Sewer Projects o Informed City of future projects. The Mayor was interested in our outreach during the pre - construction and construction phases of the project, and asked that we continue to work closely with the City public works staff and the public information staff. 5) Walnut Creek Flood Control Project of 2007 o Discuss ongoing recycled water expansion planning, sewer project planning, and the City's ongoing Pavement Improvement Plan. Discussed increased coordination of public information staff on projects. 6) Ongoing Staff Coordination o The Mayor suggested that a 10- minute presentation in September would be appropriate. e-) Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 6.a. Administrative Type of Action: AUTHORIZE AMENDMENT TO AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH RED OAK CONSULTING submitted By: Initiating Dept. /Div.: James M. Kelly Administration General Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION: M. ISSUE: The approval of the Board of Directors is required for professional consultant agreements and amendments above $25,000. RECOMMENDATION: Authorize the General Manager to execute an amendment to agreement with Red Oak Consulting in the amount of $25,000. FINANCIAL IMPACTS: The total cost of the amendment to the agreement is $25,000. The current agreement is for $25,000. ALTERNATIVES /CONSIDERATIONS: Do not authorize the amendment. This alternative is not recommended. BACKGROUND: In 2007, the CCCSD entered into an agreement with Steve Hayashi of Red Oak Consulting to work with the Board to develop the District's Strategic Plan. Subsequent to this, the District expanded Red Oak Consulting's scope to work with the General Manager on an as- needed basis to assist with management practices and to work with the managers to identify how the current economic and regulatory conditions might affect the District. The proposed amendment with Red Oak Consulting would have them work with managers to develop alternative actions the District could consider in the face of the current economic and regulatory conditions, and then present them to the Board for input and direction. It is also proposed to have Red Oak Consulting continue to work with the General Manager on an as- needed basis to help implement the Strategic Plan, and address the current economic and regulatory challenges. The estimated cost to complete this effort is $25,000. It is anticipated that this effort will be complete this year. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an amendment to the agreement with Red Oak Consulting in the amount of $25,000. H: \General Manager's Directory\Position Papers\2009 \Red Oak Consulting Amendment to Agreement.doc Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 7.a. Engineering Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH MWH FOR AS- NEEDED ELECTRICAL /INSTRUMENTATION SUPPORT SERVICES Submitted By: Clint T. Shima Assistant Engineer Initiating Dept /Div.: Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Shima B. Thah A. Farrell Aarnneral es M. elly, Manager ISSUE: Authorization of the Board of Directors 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 professional services agreement with a cost ceiling not to exceed $300,000 with MWH to provide as- needed Electrical /Instrumentation support services over a period of three years. FINANCIAL IMPACTS: Costs of Electrical /Instrumentation services provided through this agreement will be charged to various capital projects and Operations and Maintenance accounts. ALTERNATIVES /CONSIDERATIONS: The District does not have any electrical engineers on staff; therefore professional electrical support services are necessary. District staff could prepare a number of small individual contracts for various ongoing District projects, which is not recommended. BACKGROUND: The Capital Projects Division provides support services to Plant Operations in the design and construction of projects to replace equipment, renovate processes, and comply with new regulations for wastewater treatment. Equipment failures occur and as- needed electrical and instrumentation support becomes necessary. Recently, individual contracts or revisions to existing contracts were needed to address both treatment plant, as well as pumping station, issues such as the Solids Conditioning Building uninterrupted power supply, Substation 82 transformer N: \PESUP \Position Papers \Shima \MWH Selection - final.doc Page 1 of 2 POSITION PAPER Board Meeting Date: January 15, 2009 subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH MWH FOR AS- NEEDED ELECTRICAL /INSTRUMENTATION SUPPORT SERVICES replacement, and the secondary scum pit conduit reroute. In the future, projects such as Electrical Renovations, Piping Renovations, Phase 5, Switchgear, Phase 2, Pumping Stations Equipment and Piping Replacement, and San Ramon Pumping Station Upgrades may benefit from this electrical and /or instrumentation support services contract. This contract may also assist Operations Department overcome unanticipated electrical /instrumentation problems. Proposals were solicited from four (4) engineering consulting firms with experience in providing Electrical /Instrumentation services. These firms included ArcSine Engineering, Black & Veatch, Carollo Engineers, and MWH. Only two firms, Carollo Engineers and MWH, submitted proposals and participated in an informal interview process to ascertain their qualifications and cost schedules. Staff recommends selecting MWH on the basis of availability, experience, and projected costs. A professional services agreement not to exceed the amount of $300,000 and over a three year time period was negotiated with MWH. Staff will develop and negotiate work scopes with the consultant for individual electrical and instrumentation tasks. Staff has concluded that the agreement with MWH is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15262 since it involves design tasks for possible future actions which the District has not approved, adopted, or funded, and the outcome of these tasks will not have a legally binding effect on later activities. Approval of this agreement will establish the Board of Directors' independent finding that this action is exempt from CEQA. The District will conduct an environmental evaluation of any capital project that is proposed in the future as a result of these studies /designs to determine the appropriate CEQA compliance documentation. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a professional engineering services agreement with a cost ceiling not to exceed $300,000 with MWH for as- needed Electrical /Instrumentation support services over a period of three years. NAPESUP \Position Papers \Shima \MWH Selection - final.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 7.b. Engineering Type of Action: APPROVE AGREEMENTS Subject: AUTHORIZE STAFF TO NEGOTIATE AGREEMENTS WITH THE ORINDA UNION SCHOOL DISTRICT AND THE CITY OF ORINDA FOR CCCSD CONTRACT OPERATION AND MAINTENANCE SERVICES FOR THE EXISTING WAGNER RANCH PUMPING STATION AND TWO PUMPING STATIONS PLANNED FOR THE WILDER SPORTS FIELD IN ORINDA Submitted By: Initiating Dept. /Div.: Jarred Miyamoto - Mills, Engineering /Environmental Services Principal Engineer REVIEWED AND RECOMMENDED FOR BOARD ACTION: V J. ryamoto -Mills . Swanson A. Farrell . Alm ames M. K Ily, General Manager ISSUE: Currently, Central Contra Costa Sanitary District (CCCSD) provides operation and maintenance (O &M) services at the Wagner Ranch Pumping Station for the Orinda Union School District (OUSD). In addition, staff recently received a request for CCCSD to provide similar services for the City of Orinda (City) at two stations planned for the Wilder Sports Field. Board of Director's approval is required for CCCSD to provide contract O &M services for pumping stations owned by other public agencies. RECOMMENDATION: Authorize and direct staff to negotiate agreements with OUSD and the City for CCCSD to provide contract O &M services for the existing Wagner Ranch Pumping Station and for two new pumping stations planned for the Wilder Sports Field. FINANCIAL IMPACTS: Agreements will be essentially cost neutral if provisions are included that require OUSD and the City to: 1) Fully reimburse all CCCSD costs associated with O &M of the pumping stations, as well as costs for repair, equipment replacement and upgrading to keep the stations current in all aspects with CCCSD's specifications for its own pumping stations. 2) Protect, indemnify, defend and hold CCCSD harmless with regards to claims and liabilities (including regulatory fines) resulting from O &M of the stations. N: \ENVRSEC \Position Papers \Miyamoto- Mills\2009 \PP O &M Services for Wagner & Wilder FINAL 1- 15- 09.doc Page 1 of 3 POSITION PAPER Board Meeting Date: January 15, 2009 subject: AUTHORIZE STAFF TO NEGOTIATE AGREEMENTS WITH THE ORINDA UNION SCHOOL DISTRICT AND THE CITY OF ORINDA FOR CCCSD CONTRACT OPERATION AND MAINTENANCE SERVICES FOR THE EXISTING WAGNER RANCH PUMPING STATION AND TWO PUMPING STATIONS PLANNED FOR THE WILDER SPORTS FIELD IN ORINDA ALTERNATIVES /CONSIDERATIONS: The Board can consider several alternatives: Alternative 1: Decline to continue O &M services at Wagner Ranch School or to provide new services for the Wilder Sports Fields; Alternative 2: Agree to continue O &M services at Wagner Ranch School and provide new services for the Wilder Sports Fields; Alternative 3: Agree to provide O &M services for either OUSD or the City and decline to provide services for the other agency; Alternative 3: Acquire the stations and operate them as CCCSD facilities. BACKGROUND: CCCSD built the Wagner Ranch Pumping Station for OUSD in 1969, and has operated and maintained the station for the past 40 years under an informal letter agreement. Similar services were provided at OUSD's Sleepy Hollow Elementary School Pumping Station between 1951 and 1982, when CCCSD acquired the station in order to allow a number of private homes to be served by the facility. Staff recently received a letter from Orinda's City Manager requesting that CCCSD consider providing contract O &M services for the two City -owned pumping stations planned for the Wilder Sports Field. The letter stated that CCCSD's demonstrated ability to provide the effective, efficient and regulation - compliant wastewater pumping station operations was needed at the planned stations and preferred by the City. The letter also stated that the City will require the Wilder developers to provide stations fully compliant with CCCSD's specifications for its own pumping stations. Specific information about these pumping stations is included in Attachments 1 and 2. CCCSD has a long standing policy to minimize the number of pumping stations because of cost and regulatory risk; however, it also has an excellent regulatory record operating pumping stations. Under any service agreement, OUSD and the City should reimburse CCCSD for all of its direct and indirect O &M costs including labor (both on -site and travel time), employee benefits, administrative and general overhead, necessary repairs, supplies, vehicles and equipment - -- estimated to be about $16,000 per year for the Wagner Ranch station; and $27,000 per year for the two Wilder stations. OUSD and the City N: \ENVRSEC \Position Papers \Miyamoto- Mills\2009 \PP O &M Services for Wagner & Wilder FINAL 1- 15- 09.doc Page 2 of 3 POSITION PAPER Board Meeting Date: January 15, 2009 subject: AUTHORIZE STAFF TO NEGOTIATE AGREEMENTS WITH THE ORINDA UNION SCHOOL DISTRICT AND THE CITY OF ORINDA FOR CCCSD CONTRACT OPERATION AND MAINTENANCE SERVICES FOR THE EXISTING WAGNER RANCH PUMPING STATION AND TWO PUMPING STATIONS PLANNED FOR THE WILDER SPORTS FIELD IN ORINDA should provide all utilities (electrical power, water, and telephone /data telemetry). Also, OUSD and the City should reimburse CCCSD for the capital costs of equipment replacement, major repairs and any required upgrading to keep the stations compliant in all aspects with CCCSD's specifications for its own pumping stations, if CCCSD incurs the expense. Regarding regulatory risk, provisions should be included in any agreements requiring that OUSD and the City protect, indemnify, defend and hold CCCSD harmless with regards to claims and liabilities (including regulatory fines) resulting from O &M of the stations. The estimated flow at these stations is low, and there would be over two hours storage at each station after an alarm sounds. Since the average response time to an alarm is less than 45 minutes, there is a good safety factor to prevent a sanitary sewer overflow if there is a station failure. CCCSD monitors Pumping Station SCADA on a 24/7 basis, so response to an alarm at a Wilder station would be similar to other Orinda stations, including Wagner Ranch. RECOMMENDED BOARD ACTION: Authorize staff to negotiate agreements with the Orinda Union School District (OUSD) and the City of Orinda (City) for CCCSD to provide O &M services at the existing Wagner Ranch Pumping Station and for two new pumping stations planned for the Wilder Sports Field. Direct staff to include provisions in the agreements that require OUSD and the City to: 1) Reimburse all costs for CCCSD - provided contract O &M services including direct labor, employee benefits, administrative and general overhead, vehicle use, fuel, supplies, necessary repairs, periodic equipment replacement, and facilities upgrading required to keep the stations compliant in all aspects with CCCSD's specifications for its own pumping stations; 2) Provide all needed utility services including electrical power, water and telephone /data telemetry; 3) Protect, indemnify, defend and hold CCCSD harmless with regards to claims and liabilities (including regulatory fines) resulting from O &M of the stations. Following negotiations, execution of each staff- recommended agreement would require separate authorization of the Board of Directors. N: \ENVRSEC \Position Papers\Miyamoto- Mills\2009 \PP O &M Services for Wagner & Wilder FINAL 1- 15- 09.doc Page 3 of 3 ATTACHMENT 1 Wagner Ranch Pumping Station Wagner Ranch School is located at Camino Pablo and Bear Creek Road in Orinda. It is about one mile from Acacia and Flushkleen pumping stations. A marked up aerial photo showing the location of the Wagner Ranch Pumping Station in relation to Central Contra Costa Sanitary District ( CCCSD) pumping stations and other landmarks is attached. Under a 1969 agreement with Orinda Union School District (OUSD), CCCSD built a pumping station to serve Wagner Ranch Elementary School then under construction. The station is owned by OUSD and has been operated and maintained by CCCSD on an informal letter- agreement basis since it was put into service. During this 40 year period, CCCSD has upgraded the station to be compliant with specifications for our own pumping stations, including Supervisory Control and Data Acquisition ( SCADA) monitoring and provisions for connecting mobile emergency power. OUSD is billed annually for all of CCCSD's direct and indirect operation and maintenance (O &M) costs including labor, employee benefits, administrative overhead, vehicles, repair parts, equipment and supplies. The bill for 2007 -08 totaled $6,748.54. Historically, however, the school district has not been billed for the capital costs incurred for station upgrading (approximately $50,000 for Pumping Station SCADA in 2004). OUSD provides all utilities (power, water and telephone) except data telemetry. Average wastewater flow is about 5,700 gallons per day; the peak flow rate at any one time is about 15 gallons per minute. There will be no flow except during school and gymnasium operating hours (that is, there will be no overnight use). In addition, the storage volume in the station wet well between the high water alarm point and the ground level is about 1,200 gallons (2'/ hours). CCCSD monitors Pumping Station SCADA on a 24/7 basis, so response to an alarm at the Wagner Ranch Pumping Station is similar to other Orinda stations. N: \ENVRSEC \Position Papers \Miyamoto- Mills\2009WTTACHMENT 1- Wagner PS O &M 1- 15- 09.doc Page 1 of 2 t Fa � %, _ fie? ►' oi V. C � 4ti � , ,.: � P'ar. � �'��, �r it ?� � rt •k��;•tx F4` _ l ; S • 3 �, �"Ir<i ti � Rf��"/'. ,�� �' 'R `! �t5,�(l,Y/- `�q� RX �. • ry��� 1 ( • t 1 .�;,- i to � � ✓ � , Y� . r r OL Mr•t} ' y' lo w ♦t , ���} � ,� °4�.� s.•.a•- x rl .iii(. :� Y M Z� i •q a'Yy ;, •,� y� � � � °`Y ��y p,pG ya f ' i -.. � :jy ..�i. Y ^ � 1�' �1 _ .t�� Mr � _ � ��� � � ,w• 1 � � � yl � 9 µ`�� gay '�.,� ���': k .'.R crn',}= ''y�x 1 +fir • ,�" y, �', .• fii z - - 1 e. Mot a rV r ry} t °' ATTACHMENT 2 Planned Wilder Sports Field Pumping Stations The planned Wilder Sports Field pumping stations will be located 2Y2 miles west of Central Contra Costa Sanitary District's (CCCSD's) Crossroads Pumping Station with access from Highway 24 near the Gateway Boulevard- Shakespeare Festival exit. I have attached a marked up aerial photograph showing the location of the planned stations in relation to the Crossroads Pumping Station and other landmarks. The stations will serve only restrooms and a concession stand at the Sports Field and possibly a City Parks maintenance workshop. It is conceivable that at some point in the future the Shakespeare Festival could build its own pumping station and force main to convey wastewater from its restrooms to one of the City's stations. Earlier this fall, Wilder's engineers submitted plans for the two pumping stations and force mains for CCCSD plan review and permitting. The stations are designed to be nearly identical to the two CCCSD stations built on Lawrence Road in Danville in the 1990s (and removed in 2005), though the pumps themselves are much smaller. The stations will be built by the Wilder developers in spring 2009 to be compliant in all regards with CCCSD specifications, including SCADA monitoring and automatically switched emergency power. The two pumping stations will be in "series," that is the first will pump to the second and the second will pump to a gravity sewer. Average wastewater flow will be about 2,500 gallons per day for the combined flows of the two stations; the peak flow rate at any one time will be about 10 gallons per minute. There will be no flow except during sports field operating hours (that is, there will be no overnight use). In addition, the storage volume in the station wet well between the high water alarm point and the ground level will be about 1,250 gallons ( -2Y2 hours). CCCSD monitors Pumping Station SCADA on a 24/7 basis, so response to an alarm at a Wilder station would be similar to other Orinda stations. NAENVRSEC \Position Papers \Miyamoto- Mills\2009WTTACHMENT 2- Wilder PS O &M Final 1- 15- 09.doc Page 1 of 2 , 1 wCl r`✓ s s �r d} q, r a � v „ Central Contra Costa Sanitary District January 9, 2008 TO: THE HONORABLE BOARD OF DIRECTORS VIA: JAMES M. KELLY ANN E. FARREL Q, CURT W. SWANSON FROM: JARRED MIYAMOTO -MILLS SUBJECT: ESTIMATED COST FOR CCCSD OPERATION OF THE EXISTING WAGNER RANCH PUMPING STATION AND PROPOSED WILDER SPORTS FIELD PUMPING STATIONS IN ORINDA During my presentation at the December 18th Board Meeting, I was asked to provide additional detail regarding the estimated costs for CCCSD operation and maintenance of the existing Wagner Ranch and planned Wilder Sports Field pumping stations. Attachments 1 and 2 present estimates for the annual direct labor (including time -on- site and travel time), vehicle use, materials, supplies, administrative and general overhead costs to operate and maintain the stations. In summary, these costs total $16,000 for the Wagner Ranch station and a total of $27,000 for the two Wilder Sports Field stations. In addition to reimbursing CCCSD for these costs, the school district and City of Orinda would provide utility service (electrical power, water, telephone and data telemetry, and would pay the costs of facilities upgrades necessary to keep the stations compliant with specifications for CCCSD's own stations. JM2: Attachments ATTACHMENT 2 Estimated Annual Cost for O &M of Wilder Snorts Field Pumaina Stations - Orinda Routine Visits (includes travel time): 0.75 Hours X 3 days /week X 52 weeks /year = 117.0 hours Maintenance (Cleaning grounds 1.5 Hours X 1 day /month X 12 months /year = 18.0 hours and wetwells, clearing clogged pumps, general repairs, etc): Electrical Maintenance (based on Acacia PS) 7 Hours X 1 day /year = 7.0 hours Electrical Troubleshooting (based on Acacia PS) 14 Hours X 1 day /year = 14.0 hours Generator & Alarm Testing: 2 Hours X 2 day /month X 12 months /year = 48.0 hours Time Keeping / Admin 1 Hours X 1 day /month X 12 months /year = 12.0 hours 216.0 hours Field Ops Superintendent 5% X 195.0 hours /year X $54 per hour = $531.21 PS Ops Supervisor 10% X 195.0 hours /year X $48 per hour = $942.24 PS Operator III 25% X 195.0 hours /year X $43 per hour = $2,080.16 PS Operator 1 /11 60% X 195.0 hours /year X $39 per hour = $4,536.09 Electrical Technician 100% X 21.0 Hours /year X $42 per hour = $874.31 Total Direct Labor: $8,964.01 Benefits and Overhead Multiplier: Total Direct Labor X 2.78 = $24,919.94 Vehicle Use: $4.25 per trip X 3 trips /week X 52 weeks /year = $663.00 (5 miles per trip @ $0.85 per mile) Materials, Supplies and Other Expenses: 5% X $24,919.94 (Total Labor X Multiplier) _ $1,246.00 TOTAL: $26,828.94 SAY: $27,000.00 ATTACHMENT Estimated Annual Cost for O &M of Wagner Ranch School Pumping Station - Orinda Routine Visits (includes travel time): 0.33 Hours X 5 days /week X 52 weeks /year = 85.8 hours Maintenance (Cleaning grounds 0.5 Hours X 1 day /month X 12 months /year = 6.0 hours and wetwells, clearing clogged pumps, general repairs, etc): Electrical Maintenance (based on Acacia PS) 5 Hours X 1 days /year = 5.0 hours Electrical Troubleshooting (based on Acacia PS) 7 Hours 1 days /year = 7.0 hours Alarm Testing: 0.5 Hours X 2 day /month X 12 months /year = 12.0 hours Time Keeping / Admin 1 Hours X 1 day /month X 12 months /year = 12.0 hours 127.8 hours Field Ops Superintendent 5% X 115.8 hours /year X $54 per hour = $315.46 PS Ops Supervisor 10% X 115.8 hours /year X $48 per hour = $559.54 PS Operator III 25% X 115.8 hours /year X $43 per hour = $1,235.30 PS Operator 1 /11 60% X 115.8 hours /year X $39 per hour = $2,693.74 Electrical Technician 9% X 12.0 hours /year X $42 per hour $499.60 Total Direct Labor: $5,303.64 Benefits and Overhead Multiplier: Total Direct Labor X 2.78 = $14,744.12 Vehicle Use: $1.70 per trip X 5 trips /week X 52 weeks /year = $442.00 (2 miles per trip @ $0.85 per mile) Materials, Supplies and Other Expenses: 5% X $14,744.12 (Total Labor X Multiplier) _ $737.21 TOTAL: $15,923.33 SAY: $16,000.00 Item 7.b. Central Contra Costa Sanitary District Operation & Maintenance of Pumping Stations for Other Public Agencies in Orinda Jarred Miyamoto -Mills January 15, 2009 Orinda Union School District • CCCSD built the station at Wagner Ranch Elementary School in 1969, and has operated it for OUSD since then. - Currently, service is provided under an informal "letter agreement." - If CCCSD service is to be continued, a formal agreement should be negotiated. 1 City of Orinda • City staff has requested that CCCSD consider providing contract O &M services for the two stations planned for the Wilder Sports Field. • The City prefers the efficient, regulatory- compliant service that CCCSD has demonstrated it can provide. The City will require that the developer provide facilities that meet CCCSD's specifications for its own pumping stations. 2 Wilder Sports Field Stations Located near the Gateway Boulevard / Shakespeare Festival Way off ramp from State Route 24, about 2'h miles from Crossroads Pumping Station. • Stations will serve two restroom buildings, a small concession stand and a Parks & Recreation Department workshop. Policy Alternatives 1. Decline to continue service at Wagner Ranch or to provide new service at Wilder Sports Field. 2. Agree to continue service at Wagner Ranch and to provide new service at Wilder Sports Field. 3. Agree to continue service at one facility and decline to provide service at the other. 4. Acquire the Wagner Ranch and Wilder Sports Field stations and operate them as CCCSD facilities. Annual Cost to Provide Service • Wagner Ranch School - Labor, Overhead, Vehicles & Supplies: $16,000 - O &M Labor (including travel time): 128 hours • Wilder Sports Field - Labor, Overhead, Vehicles & Supplies: $27,000 - O &M Labor (including travel time): 216 hours 2 Recommendation • Authorize staff to negotiate agreements with the School District and City for CCCSD to provide O &M services at the existing Wagner Ranch Pumping Station and for two new pumping stations planned for the Wilder Sports Field. • Direct staff to include provisions that require the School District and City to: Reimburse all costs for CCCSD - provided O &M services; Provide utility services. Protect, indemnify and hold CCCSD harmless with regards to claims and liabilities (including regulatory fines) resulting from O &M of the stations. Questions...? ' Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: Type ofAction: AUTHORIZE AGREEMENT 7.c. Engineering subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH WHITLEY BURCHETT & ASSOCIATES TO PREPARE A FEASIBILITY STUDY FOR THE CONCORD RECYCLED WATER PROJECT (DP 7194) AS REQUIRED TO PURSUE FEDERAL FUNDING UNDER TITLE XVI Submitted By: Don Berger, Associate Engineer Initiating Dept /Div.: Engineering / Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. "') — —4 D. Berger C. rtani C. Swanson A. Farre James M. Kell eneral Manager ISSUE: Board of Director's authorization is required for the General Manager to execute professional services agreements for amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute an agreement for $77,000 with Whitley Burchett & Associates to prepare a Feasibility Study for the Concord Recycled Water Project (DP 7194) as required to pursue Federal Funding under Title XVI. FINANCIAL IMPACTS: The total estimated cost to complete the Feasibility Study is approximately $120,000 including costs for Whitley Burchett & Associates ($77,000), reimbursement of United States Bureau of Reclamation staff time ($20,000), and District staff ($23,000). ALTERNATIVES /CONSIDERATIONS: The Board could decide not to move forward with preparation of the Feasibility Study. However, in order for a recycled water project to qualify for federal grant funding, the United State Bureau of Reclamation requires that a feasibility study be prepared in accordance with the Reclamation, Groundwater, and Facilities Act (Title XVI). The Concord Recycled Water Project will not be eligible for federal grant funding unless a feasibility study is completed. BACKGROUND: In 2007, the District designed and bid the Concord Recycled Water Project (formerly called the A -Line Recycled Water Project) as part of the A -Line Relief Interceptor Project. However, construction of the recycled water portion was put on hold when additional unanticipated requirements for backflow prevention devices from the Contra Costa Water District (CCWD) significantly increased project costs. On September 18, 2008, the Board voted to join the Bay Area Recycled Water Coalition ( BARWC) to seek federal grant funding to help offset the increased costs. BARWC is a coalition of Bay Area water and wastewater agencies formed to pursue federal funding Page 1 of 3 POSITION PAPER Board Meeting Date: January 15, 2008 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH WHITLEY BURCHETT & ASSOCIATES TO PREPARE A FEASIBILITY STUDY FOR THE CONCORD RECYCLED WATER PROJECT (DP 7194) AS REQUIRED TO PURSUE FEDERAL FUNDING UNDER TITLE XVI coalition of Bay Area water and wastewater agencies formed to pursue federal funding for recycled water projects through the United State's Bureau of Reclamation (USBR) Title XVI program. As indicated at the September 18, 2008 Board Meeting, the estimated cost for pursuing federal funding through BARWC is approximately $200,000. Under this program, the Concord Recycled Water Project could be eligible for a federal grant of up to $1.5M, or 25% of the total estimated project cost of $6M (which includes the costs for the CCWD required backflow preventers). To be considered for Title XVI funding, a project must first be determined "feasible" by the USBR. As the project sponsor, the District must prepare a Feasibility Study to demonstrate that the proposed project is a viable, well thought -out, and long term source of recycled water that justifies the expenditure of federal funds. The Feasibility Study must be prepared in accordance with federal guidelines and approved by the USBR. In parallel with the feasibility study process, the District will participate with the Bay Area Recycled Water Coalition to work with federal legislators to obtain congressional authorization for the project. After the project becomes "Authorized" as a federal project, the District and BARWC will request legislation be enacted to appropriate (fund) the 25% federal share. Staff recommends that the Feasibility Study be prepared by Whitley Burchett & Associates due to their experience preparing USBR feasibility studies for other agencies and their experience working with USBR staff and navigating the federal process. An agreement has been negotiated with Whitley Burchett & Associates for $77,000 to prepare the Feasibility Study and to assist the District in obtaining USBR approval. Staff estimates that it will require about eight to ten months to complete the Feasibility Study and obtain USBR approval. The attached project flyer describes the Concord Recycled Water Project in more detail and will be used by the Bay Area Recycled Water Coalition for federal advocacy efforts. As indicated, the project would be constructed in two phases. Phase 1 would construct the backbone pipeline to supply approximately 160 AF /yr of recycled water to 20 customers at an estimated cost of $3.5M (this phase was previously bid as part of the A -Line Relief Interceptor Project). Phase 2 would construct piping and service laterals to provide approximately 95 AF /yr to 20 additional customers at an estimated cost of $2.5M. Staff is also pursuing State grant funding for this project that could potentially provide funding for up to an additional 25% of the project cost. Staff has concluded that this agreement is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15262 since it involves a feasibility study for possible future actions which the District has not approved, adopted, or funded, and the outcome of these tasks will not have a legally binding effect on later activities. Page 2 of 3 POSITION PAPER Board Meeting Date: January 15, 2008 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH WHITLEY BURCHETT & ASSOCIATES TO PREPARE A FEASIBILITY STUDY FOR THE CONCORD RECYCLED WATER PROJECT (DP 7194) AS REQUIRED TO PURSUE FEDERAL FUNDING UNDER TITLE XVI This position paper was reviewed by the Board Recycled Water Committee at their January 7, 2009 committee meeting. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an agreement with Whitley Burchett & Associates for $77,000 to prepare a Feasibility Study for the Concord Recycled Water Project (DP 7194) as required to pursue Federal Funding under Title XVI. Page 3 of 3 CCCSD /Concord Recycled Water Project c -w Project area shown in map above and in detail map at right. Project Information The Central Contra Costa Sanitary District (CCCSD) proposes to expand its recycled water distribution system to provide recycled water to irrigation users in the City of Concord near the 1 -680 freeway south of the Buchanan Fields Airport. CCCSD will extend its recycled water pipelines from the Buchanan Fields Golf Course (an existing recycled water customer) to provide a drought proof water supply for landscape irrigation at local businesses, office parks, and landscape medians in Concord. The project is estimated to cost approximately $6 million to complete and will be constructed in two phases. Phase 1 has already been designed and will be constructed as soon as Federal grant funding is obtained. The design of Phase 2 will commence upon Federal grant funding authorization. CCCSD, in coordination with the City of Concord, is aggressively pursuing outside funding to make this project a reality. Project Schedule � te�mlcordno�tasa►�yDi�ict 5019 Imhoff Place, Martinez, CA 94553 1925.228.9500 Lw.centralsan.org D Cn 0 0 vo W CD 0 �D n 0 CD CL 0 0 0 O. �D 0 rMIL Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 8.a. Treatment Plant Type of Action: ACCEPTANCE OF REPORT Subject: BOARD ACCEPTANCE OF THE 2008 NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM ANNUAL REPORT Submitted By: Bhupinder S. Dhaliwal, Laboratory Superintendent Initiating Dept /Div.: Plant Operations / Laboratory REVIEWED AND RECOMMENDED FOR BOARD ACTION: � S /�) B. Dhaliwal D. Craig ames M <elly, General anager ISSUE: The Central Contra Costa Sanitary District's (District) 2008 National Pollutant Discharge Elimination System (NPDES) Annual Report has been prepared for submission to the California Regional Water Quality Control Board (RWQCB), San Francisco Bay Section. This annual report is presented for the District Board of Directors' information and acceptance. The Sewer System Overflow and Recycled Water Annual Reports will be submitted separately at later dates. RECOMMENDATION: Accept the 2008 NPDES Annual Report. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: During 2008 the treatment plant received a total of 15.0 billion gallons of wastewater, which equates to an average flow of 41.1 million gallons per day. This average flow is approximately the same as for year 2007. The treatment plant produced an effluent with annual average carbonaceous biochemical oxygen demand (C -BOD) and total- suspended solids (TSS) concentrations of 6 mg /L and 7 mg /L, respectively. These concentrations are markedly lower than our NPDES permit standards of 25 and 30 mg /L, respectively. C -BOD and TSS removal efficiency for the treatment plant averaged 97 percent and 96 percent, respectively. Approximately 4,286 tons of furnace ash was produced in the District's multiple -hearth furnaces. The ash met regulatory requirements for final disposal throughout the year. Once again this year, more than 15,000 NPDES permit- required tests were completed to comply with the NPDES permit requirements. The treatment plant effluent met all (100 percent) of the NPDES permit requirements throughout the year. N: \POSUP \Laboratory\Annual Report- 2008 \NPDES 08 ppr.doc POSITION PAPER Board Meeting Date: January 15, 2009 Subject: BOARD ACCEPTANCE OF THE 2008 NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM ANNUAL REPORT The District's NPDES permit requires an annual update of the District's operations and maintenance procedures. A description of the updates is also included in the annual report. Upon acceptance of this annual report by the District Board of Directors, it will be submitted to the RWQCB. The NPDES permit requires the annual report be submitted to RWQCB by February 1, 2009. RECOMMENDED BOARD ACTION: Accept the 2008 National Pollutant Discharge Elimination System Annual Report. NAPOSUP\Laboratory\Annual Report- 2008 \NPDES 08 ppr.doc "',1illll .^ 2008 National Pollutant Discharge Elimination System Annual Report Randy Grieb Board Meeting January 15, 2009 2008 NPDES Annual Report ❖ Total flow treated = 15.0 billion gallons ❖ Average daily flow = 41.1 million gallons ❖ Peak hourly flow = 196 million gallons per day e• Ash disposal = 4,288 tons (wet weight) (for soil amendment) Treatment Plant ❖ Completed over 15,000 analytical tests ❖ Approximately 11,000 hours of laboratory work ❖ 100 percent compliance with NPDES Permit requirements Events Near Permit Limits ❖ Enterococci limit ❖ Chronic toxicity (Red Abalone) 2 2008 NPDES Annual Report Acknowledgements: Board of Directors Laboratory Source Control Collection System and Pumping Stations Engineering Administration Plant Operations and Maintenance Recommendation Accept the 2008 NPDES Annual Report 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 15, 2009 No.: 9.a. Budget and Finance Type of Action: APPROVE ADMINISTRATIVE OVERHEAD PERCENTAGE Subject: APPROVE UPDATED ADMINISTRATIVE OVERHEAD PERCENTAGE FOR FISCAL YEAR 2009 -2010 Submitted By: Initiating Dept /Div.: Debbie Ratcliff, Controller Administrative / Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION: ✓�G ..r pad I. .o., D. RatcI graves !u ISSUE: Board approval is requested to adopt the annually updated administrative overhead percentage. RECOMMENDATION: Approve the revised administrative overhead percentage of 178% for Fiscal Year 2009 -2010. FINANCIAL IMPACTS: The administrative overhead percentage is calculated and updated annually for the purpose of recovering administrative overhead and employee benefit costs when recovering full costs for services provided to another agency, company or developer, charging to capital projects and for customer billings involving labor costs. ALTERNATIVES /CONSIDERATIONS: The administrative overhead calculation methodology could be modified resulting in an increased or reduced percentage. This is not recommended as a modification to the methodology would likely raise questions and objections due to a lack of consistency. BACKGROUND: In the past, the annual updated administrative overhead rate has been presented with the ten year plan, and adopted with the Operations and Maintenance Budget each June. In an effort to set the rate early enough to be used for the calculation of rates and charges and the negotiation of the Clean Water Program contract, staff intends to bring the annual updated percentage to the Board every December. The purpose of calculating administrative overhead, non -work hours, and employee benefits rates is to follow the Board's direction for the District to recover the full cost of the direct services it provides. Administrative overhead consists of indirect costs that are incurred for a common purpose benefiting more than one task. Indirect costs include expenses such as Administrative Department expenses, General Manager, and Department Director C: \DOCUME- 1\Iopez \LOCALS- 1 \Temp\ApproveAdministrative Overhead Percentage 1- 15- 09.doc Page 1 of POSITION PAPER Board Meeting Date: January 15, 2009 subject. APPROVE UPDATED ADMINISTRATIVE OVERHEAD PERCENTAGE FOR FISCAL YEAR 2009 -2010 salaries and benefits, secretarial salaries and benefits, self- insurance fund expense, depreciation expense, and the GASB 45 annual contribution. The GASB 45 annual contribution was included in the administrative overhead calculation beginning in 2008 -2009. Non -work hours consist of the value of vacation, sick leave, administrative leave, birthday holiday, and earned overtime expressed as a percent of salaries. Employee benefits consist of costs associated with retirement payments, medical premiums, deferred compensation contribution in lieu of social security and other similar benefits, and is expressed as a percent of salaries. The administrative overhead percentage is calculated using the most recent audited financials, therefore the 2007 -2008 audited financials were used to calculate the rate for fiscal year 2009 -2010. For the 2009 -2010 Fiscal Year, the following rate would apply: Administrative overhead 98% Non -Work Hours 19% Employee Benefits 61% Total 178% The administrative overhead percentage was reviewed with the Budget & Finance Committee. RECOMMENDED BOARD ACTION: Approve the revised administrative overhead percentage of 178% for Fiscal Year 2009 -2010. C: \DOCUME -1\ Lopez \LOCALS- 1 \Temp\Approve Administrative Overhead Percentage 1- 15- 09.doc Page 2 of 2 CENTRAL CONTRA COSTA SANITARY DISTRICT FACILITIES FINANCING AUTHORITY ANNUAL MEETING JANUARY 15, 2009 lIT 1. CALL TO ORDER 2. ROLL CALL 3. PUBLIC COMMENTS 4. APPOINTMENT OF OFFICERS a. Appointment of Officers pursuant to Article III, Section 2 of the Bylaws as follows: 1) Appoint Chair of the Authority (Chair of the Budget and Finance Committee of the District Board of Directors — Gerald Lucey); 2) Appoint Vice Chair of the Authority (remaining Member of the Budget and Finance Committee of the District Board of Directors — James Nejedly); 3) Appoint Executive Director of the Authority (General Manager of the District); 4) Appoint Treasurer of the Authority (Controller of the District); and 5) Appoint Secretary of the Authority (Secretary of the District). STAFF RECOMMENDATION (Motion Required): Appoint the Officers as recommended for a one -year term. 5. APPROVAL OF MINUTES a. Approve Minutes of January 17, 2008. STAFF RECOMMENDATION (Motion Required): Approve the minutes. 6. BUDGET AND FINANCE a. The Treasurer of the Authority will present Financial Status Report for 2008. 7. OTHER BUSINESS RELATING TO MATTERS ABOVE 8. ADJOURNMENT a. Adjourn annual meeting of the Authority and reconvene as the Board of Directors of the Central Contra Costa Sanitary District. MINUTES OF THE ANNUAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT FACILITIES FINANCING AUTHORITY HELD ON JANUARY 17, 2008 At 3:57 p.m., President Pro Tern Hockett adjourned the Special Board Meeting and Member Nejedly, Vice Chair of the Central Contra Costa Sanitary District ( CCCSD) Facilities Financing Authority, convened the annual meeting of the CCCSD Facilities Financing Authority. Vice Chair Nejedly requested that the Secretary call roll. PRESENT: Members: Hockett, Menesini, Nejedly ABSENT: Members: Lucey, McGill Vice Chair Nejedly requested public comments, and noted that there were none. Vice Chair Nejedly stated that in accordance with the Bylaws of the Authority, it would be appropriate to elect officers at this time. It was moved by Member Menesini and seconded by Member Hockett to approve the following slate of officers for 2008, in accordance with Article 111, Section 2 of the Bylaws: 1) Chair of the Authority shall be Board Member Michael R. McGill, Chair of the Budget and Finance Committee of the District Board of Directors; 2) Vice Chair of the Authority shall be Board Member James A. Nejedly, the remaining member of the Budget and Finance Committee of the District Board of Directors; 3) Executive Director of the Authority shall be Mr. James M. Kelly, General Manager of the District; 4) Treasurer of the Authority shall be Ms. Deborah Ratcliff, Controller of the District; and 5) Secretary of the Authority shall be Ms. Elaine R. Boehme, Secretary of the District. Motion passed by the following vote of the Authority: AYES: Members: Hockett, Menesini, Nejedly NOES: Members: None ABSENT: Members: Lucey, McGill It was moved by Vice Chair Nejedly and seconded by Member Hockett that the minutes of the CCCSD Facilities Financing Authority annual meeting of January 11, 2007, be approved as presented. Motion passed by the following vote of the Authority: AYES: Members: Hockett, Menesini, Nejedly NOES: Members: None ABSENT: Members: Lucey, McGill Ms. Deborah Ratcliff, Treasurer of the Authority, reported that in December 1994 Certificates of Participation were issued in the amount of $25 million for a 20 -year period. In October 1998 revenue bonds were issued to refund all outstanding debt at 3.5 percent to 4.7 percent interest. There are eight remaining years of debt service on the 1998 Revenue Bonds. The outstanding balance as of June 30, 2007 is $14,920,000 and the debt service paid in 2007 was $2,415,704. She stated that, in May 2002, Revenue Installment Certificates in the amount of $16,565,000 were issued with a 20 -year term and interest rates ranging from 4 percent to 5 percent. Debt service in 2007 was $1,278,795. The outstanding balance as of June 30, 2007 is $14,830,000. Vice Chair Nejedly thanked Ms. Ratcliff for her report. There being no further business to come before the Board, Vice Chair Nejedly adjourned the annual meeting of the CCCSD Facilities Financing Authority at the hour of 3:59 p.m. and turned the meeting back to President Pro Tern Hockett.