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HomeMy WebLinkAboutBOARD MINUTES 01-07-10 MINUTES OF THE SPECIAL JOINT MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT AND CENTRAL CONTRA COSTA SANITARY DISTRICT FACILITIES FINANCING AUTHORITY HELD ON JANUARY 7, 2010 The Board of Directors of the Central Contra Costa Sanitary District and the Central Contra Costa Sanitary District Facilities Financing Authority convened in a special joint meeting at their regular place of business, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on Thursday, January 7, 2010. President McGill called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Hockett, Lucey, Menesini, Nejedly, McGill ABSENT: Members: None a. PLEDGE OF ALLEGIANCE TO THE FLAG Board and staff joined in the Pledge of Allegiance. 2. PUBLIC COMMENTS There were no public comments. 3. AWARDS AND COMMENDATIONS a. ADOPT RESOLUTION 2010-001 COMMENDING JAMES A. NEJEDLY FOR HIS SERVICE AS PRESIDENT OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT BOARD OF DIRECTORS FOR 2009 It was moved by Member Menesini and seconded by Member Lucey to adopt Resolution 2010-001, commending James A. Nejedly for his service as President of the Central Contra Costa Sanitary District Board of Directors for 2009. Motion passed by the following vote of the Board: AYES: Members: Hockett, Lucey, Menesini, McGill NOES: Members: None ABSTAIN: Members: Nejedly 4. CONSENT CALENDAR Member Menesini requested information regarding Item 4.f. regarding the denial of a claim. Director of Administration Randy Musgraves responded to his questions. Book 59 – Page 164 Board Minutes of January 7, 2010 It was moved by Member Hockett and seconded by Member Menesini to adopt the Consent Calendar as recommended. Motion passed by unanimous vote of the Board. a. Approve expenditures dated January 7, 2010. Reviewed by Budget and Finance Committee. b. Receive November 2009 Financial Statements. Reviewed by Budget and Finance Committee. c. Approve minutes of December 3, 2009 Board meeting. d. Approve supplemental authorization of $500,000 to the Recycled Water (REW) Program of the fiscal year 2009-10 Capital Improvement Budget, and authorize the allocation of $500,000 to the Grayson Creek REW Emergency Repair, District Project 7278. e. Adopt Resolutions 2010-002 and 2010-003 accepting grants of easements and authorizing execution of quitclaim deeds to David F. Erickson, executor of the Girven F. and Florence M. Erickson Estate, APN 153-145-005, and Jerome and Kathleen Battle, APN 153-161-002, District Project 4985, Parcels R-26 and R-30; and authorize staff to record documents with the Contra Costa County Recorder. f. Deny claim from Travelers Insurance for repair costs totaling $8,908.98 to their insured’s vehicle. 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 6. BIDS AND AWARDS a. AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $69,000 TO UNION CITY CONSTRUCTION, THE LOWEST RESPONSIVE BIDDER FOR THE INSTALLATION OF SURVEY MONUMENTS, DISTRICT PROJECT 036492ENG; FIND THAT THE PROJECT IS EXEMPT FROM CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA); AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS General Manager James Kelly stated that the survey monument restoration blanket contract will provide the means to rebuild survey monuments that are damaged or destroyed during construction. The State of California Business Code requires that survey monuments that are damaged during construction be properly restored under the supervision of a licensed surveyor. On December 9, 2009, three bids were received ranging from $69,000 to $87,750. District staff recommends awarding the contract to the lowest responsive bidder, Union City Construction, with a bid of $69,000. Book 59 – Page 165 Board Minutes of January 7, 2010 It was moved by Member Hockett and seconded by Member Lucey to find that the project is exempt from CEQA; to award a construction contract to Union City Construction; and to authorize the General Manager to execute the contract documents as recommended. Motion passed by unanimous vote of the Board. b. AWARD CONSTRUCTION CONTRACT IN THE AMOUNT OF $62,900, FOR A ONE-YEAR PERIOD WITH AN OPTIONAL EXTENSION FOR TWO ADDITIONAL ONE-YEAR PERIODS, TO CLEARY BROTHERS LANDSCAPE, INC., THE LOWEST RESPONSIVE BIDDER FOR THE NONDESTRUCTIVE POTHOLING OF UNDERGROUND UTILITIES, DISTRICT PROJECT 036511ENG; FIND THAT THE PROJECT IS EXEMPT FROM CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA); AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS General Manager James Kelly stated that the District employs potholing to expose underground utilities along the proposed sewer alignments at points of potential conflicts. The results are used to evaluate alternatives during design and to minimize change orders during construction. On December 10, 2009, six bids were received ranging from $62,900 to $258,260. District staff recommends awarding the contract to the lowest responsive bidder, Cleary Brothers Landscape, Inc., with a bid of $62,900. Member Lucey asked whether staff had looked into the reason for the large spread between the low bidder and the second low bidder. Mr. Kelly stated that Cleary Brothers has conducted potholing for the District before and there are no grounds to reject their bid. Member Nejedly also expressed concern regarding the large spread and asked whether the low bidder has experience with paving. He requested an update in six months. It was moved by Member Menesini and seconded by Member Nejedly to find that the project is exempt from CEQA; to award a construction contract to Cleary Brothers Landscape, Inc.; to authorize the General Manager to execute the contract documents as recommended, and to direct staff to provide a report back to the Board in six months. Motion passed by unanimous vote of the Board. 7. REPORTS a. GENERAL MANAGER 1) Strategic Plan Update General Manager James Kelly presented an update on the Board Strategic Plan, stating that on October 31, 2007 the Board determined that Recycled Water, Education and Community Outreach, Cultural Diversity, Responsible Rates, Book 59 – Page 166 Board Minutes of January 7, 2010 Industry Leadership, and the Cost of Retirement and Employee Benefits were the top priorities to be addressed. He stated that, with regard to Recycled Water, the District has been pursuing a grant from the U.S. Bureau of Reclamation (USBR) for the Diamond Boulevard area; has been working with Concord on the Naval Weapons Station development; and is pursuing refinery projects. With regard to Education and Outreach, the frequency of publication of the Pipeline newsletter has increased from two to three times per year; the website has been redesigned; new informational videos have been produced; the pharmaceutical drop-off program has been developed; staff has conducted speaking engagements and plant tours; and the City of Concord now incorporates Pipeline articles into its newsletters. A Board policy recognizing cultural diversity has been adopted. A consultant was hired to review hiring practices, and cultural diversity has been included in New Employee Orientation training. The District continues to provide excellent customer service and full regulatory compliance. Full cost recovery for services provided is achieved where appropriate and work processes have been improved. The favorable bid climate has helped reduce the cost of projects, and recent issuance and refinancing of bonds has improved fiscal health. With regard to being an industry leader, the District has received twelve consecutive Platinum awards, as well as numerous Engineering and Financial Reporting awards. The District also received an award for its role in the development of the Plant Operator Training Program and the Pharmaceutical Drop-Off Program. Cost of Retirement and Employee Benefits continue to be reviewed. A new Tier 3 was established during the last round of negotiations, and a GASB 45 Trust was established. Staff also compared the Contra Costa County Employees’ Retirement Association (CCCERA) to the Public Employees’ Retirement System (PERS). He also pointed out that Collection System Operations received an average of 3.8 out of 4.0 for outstanding customer service from its customers. President McGill asked Board Members whether they had any changes or additions to the established priorities. The Board did not. Mr. Kelly indicated that additional information will be provided at the January 21, 2010 Board Workshop. Book 59 – Page 167 Board Minutes of January 7, 2010 2) Contra Costa County Employees’ Retirement Association (CCCERA) Update General Manager James Kelly stated that this topic was addressed at the Special Board Meeting on January 6, 2010. 3) General Manager James Kelly announced that Board Member Barbara Hockett and he will travel to Washington D.C. to participate in the California Association of Sanitation Agencies (CASA) Federal Legislative Conference from Sunday, March 7 to Wednesday, March 10, 2010. They will hear from members of Congress and the Environmental Protection Agency on issues relevant to CASA, and proposed legislation and regulations that could affect the District. 4) General Manager James Kelly announced that Caffe Classico Foods is located in the light industrial area of North Concord and is a food manufacturer of gelato ice cream. They have been operating under a Class III Industrial User Permit since 2005. During this time, Caffe Classico has experienced a variety of ordinance and permit condition violations, and continues to exceed the District's Local Discharge Limits for certain pollutants. Staff has worked with this company to educate them on the requirements and to make the structural and operational changes to achieve and maintain compliance. Unfortunately, the continued pattern of non-compliance, including a significant number of violations documented in the most recent compliance report, prompted the need to escalate the enforcement response to ensure they make the necessary commitment to achieving compliance. Staff initiated a formal enforcement action against them that proposes a penalty and specifies corrective actions that need to be taken to ensure future compliance with the District's standards. A settlement conference is scheduled in January 2010 to work towards resolving this enforcement action. 5) General Manager James Kelly announced that the mechanical room located on the first floor of the Solids Conditioning Building (SCB) contains pumps, a chiller, steam and water piping, and an air-handling unit used to provide conditioned air to the MCC Room on the second floor and to various areas within the Furnace Control Room on the third floor. The original air-handling unit that was installed during the treatment plant expansion in the mid-1970s is still in service and is in need of replacement. Other SCB roof exhaust fans, still in service after thirty-five years, will also be replaced during this renovation project. This project will be advertised on January 22 and 27, 2010. The bids will be opened on February 16, 2010. The construction cost is currently Book 59 – Page 168 Board Minutes of January 7, 2010 estimated at $260,000. More information will be provided when the Board is asked to approve the construction contract on March 4, 2010. 6) General Manager James Kelly announced that, on January 12 and 13, 2010, Pumping Station Operator Anthony MacArthur will be attending Cornell Pump School at their Portland, Oregon manufacturing facility. Cornell has waived the class registration fee of $150. The cost for travel is estimated to be $620. Cornell pumps are used as bypass pumps for stations in the Orinda Crossroads and Moraga. The same pump has been used for bypass pumping tests at the San Ramon Pumping Station. Typical subjects for the class include basic and advanced hydraulics, pump design, installation and troubleshooting, motors and VFDs, factory training, and a tour of the facility. 7) General Manager James Kelly announced that the 2010 Health and Wellness Expo will be held in the Multi-Purpose Room at the Headquarters Office Building at the following times: Thursday, January 21 - 6:30 a.m. to 9:00 a.m. Friday, January 22 - 6:30 a.m. to 9:00 a.m. Tuesday, January 26 - 7:00 a.m. to 11:00 a.m. Wednesday, January 27 - 7:00 a.m. to 11:00 a.m. Events include health risk appraisals, cholesterol screening, stress- relieving massages, body composition analysis, blood pressure checks, glucose testing, and strength and flexibility testing. Light refreshments will be served. 8) General Manager James Kelly announced that the GroupWise e-mail server has been out of service since Tuesday, January 5, 2010. E-mail accounts are intact and will not be affected because the outage is due to the GroupWise server's operating system and not the GroupWise database. Incoming e-mail to the District during server downtime may not be delivered once the email system is operational. In some cases, senders are receiving a bounce-back message stating that the e-mail address is undeliverable. At this time, there is no estimated time as to when the repair will be completed and the e-mail system operational. Staff recognizes the importance for the District to conduct business utilizing e-mail and will provide the Board an update daily until GroupWise is operational. Staff will also report both the cause of the failure and recommendation for how to improve the e-mail system at a future Board meeting. Book 59 – Page 169 Board Minutes of January 7, 2010 Member Hockett asked that the Board be informed if there is action they need to take to assist with resolving the problem and requested an update on the situation. b. COUNSEL FOR THE DISTRICT Mr. Alm announced the District had received a letter from Roundhill Estates Homeowners Association regarding District easements in the area. Mr. Alm also provided an update on the status of the Matthew Parkinen lawsuit. c. SECRETARY OF THE DISTRICT No reports. d. BOARD MEMBERS 1) Board Member reports on future meetings or conferences for which they will receive the stipend or for which the District will pay their expenses; recent meetings for which they received the stipend; and meetings or conferences for which the District paid their expenses. President McGill President McGill provided a written report covering his meeting attendance. Member Nejedly Members Nejedly and Hockett reported on the January 4, 2010 Budget and Finance Committee meeting and summarized the Action Summary. The Board accepted the report without comments. 3) Announcements President McGill provided a written report covering Announcements. 8. BUDGET AND FINANCE a. ADJOURN SPECIAL BOARD MEETING AND RECONVENE AS THE CENTRAL CONTRA COSTA SANITARY DISTRICT FACILITIES FINANCING AUTHORITY TO CONDUCT ITS ANNUAL MEETING The Board of Directors of the Central Contra Costa Sanitary District adjourned at 2:22 p.m. to reconvene immediately as the Board of Directors of the Central Contra Costa Sanitary District Facilities Financing Authority to conduct its Annual Meeting. Book 59 – Page 170 Board Minutes of January 7, 2010 Thereafter, the Board reconvened as Central Contra Costa Sanitary District Board of ' Directors at 2:45 p.m. 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 10. SUGGESTIONS FOR FUTURE AGENDA ITEMS Member Hockett requested that review of the resolution setting forth the criteria under which Board Members may be compensated or receive expense reimbursements be agendized. ' 11. ADJOURNMENT There being no further business to come before the Board, President McGill adjourned the meeting at 2:46 p.m. ' Michael R. McGill President of the oard of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California ,COGP!JT~RSIGNED: --~ .. _ ••L -- . C `, ~~;;..,~~ Elaine R: Boehme -Secretary of~the Central Contra Costa ,~~Sai~itary District, County of Contra Costa, ......- State of California 1 Book 59 -Page 171