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HomeMy WebLinkAboutBOARD MINUTES 02-24-11MINUTES OF THE SPECIAL MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON FEBRUARY 24, 2011 The Board of Directors of the Central Contra Costa Sanitary District convened in a special meeting in the Board Room, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on Thursday, February 24, 2011. President Hockett called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: McGill, Menesini, Nejedly, Hockett ABSENT: Members: Williams a. PLEDGE OF ALLEGIANCE TO THE FLAG The Board and staff joined in the Pledge of Allegiance. b. INTRODUCTION OF NEW EMPLOYEE Board Members welcomed newly -hired Engineering Assistant I, Jolene Bertera. 2. PUBLIC COMMENTS There were no public comments. 3. CONSENT CALENDAR With regard to Item 3.d., President Hockett suggested that page 3 of the revised job description classification for the Communication Services Manager be revised to include communication via various social and electronic media, such as Twitter, etc. General Manager James Kelly further suggested that the language should be modified to include communication both to and from various social media. It was moved by Member Menesini and seconded by Member Nejedly to adopt the Consent Calendar as recommended, including the suggested additions to the revised job description classification for the Communication Services Manager in Item 3.d. Motion passed by the following vote of the Board: AYES: Members: McGill, Menesini, Nejedly, Hockett, NOES: Members: None ABSENT: Members: Williams Book 60 — Page 238 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of February 24, 2011 I a. Approve expenditures dated February 24, 2011. Reviewed by Budget and Finance Committee. b. Approve minutes of January 20, 2011 Board meeting. C. Approve registration differential salary increase for Associate Engineer Alexandr Mestetsky effective January 7, 2011. Approval recommended by Human Resources Committee. d. Adopt revised job classification descriptions for Human Resources Manager and Communication Services Manager. Approval recommended by Human Resources Committee. 4. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None. 5. REPORTS a. GENERAL MANAGER 1) Update on Collection System Operations Facility District Project 8208 Senior Engineer Alex Rozul presented photographs indicating that good progress has been made on the project despite poor weather. While the lower yard has been graded and an aggregate base has been laid for the pavement, he said the focus continues to be primarily on the building itself. 2) Contra Costa County Employees' Retirement Association (CCCERA) update Director of Administration Randall Musgraves reported on the two most recent CCCERA Board meetings. At the February g th meeting, there were two items of interest to the District. First, a five -year projection of employer contribution rates indicates the District's costs will increase from roughly $12 million in 2012 to $17 million in 2016. Second, the CCCERA Board approved a 1.5 percent cost -of- living increase for retirees. At the meeting held on February 23 Mr. Musgraves said total investment portfolio returns were reviewed, as were CCCERA's long -term rolling returns compared to the 7.75 percent actuarial assumption rate. He noted that fourth ' quarter 2010 investment results were very good. Book 60 — Page 239 3) U CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of February 24, 2011 Pollution Prevention Report for 2010 and Pollution Prevention Plan for 2011 General Manager James Kelly stated that each February, as required by the ' National Pollutant Discharge Elimination System ( NPDES) permit, staff submits an annual report of the District's pollution prevention activities for the previous calendar year. He called upon Assistant Engineer Melody LaBella who provided an update on the District's Pollution Prevention Program, including highlights from the 2010 Pollution Prevention Annual Report. She also reviewed the 2011 Pollution Prevention Plan, which includes: (1) outreach efforts aimed at medical facilities to eliminate potential mercury sources, increase proper disposal of unwanted pharmaceuticals, and avoid flushing of wipes and paper towels; and (2) the addition of nanotechnology and flushable products as pollutants of emerging concern. Title V Annual Report and Report on Environmental Protection Agency (EPA) Final Sewage Sludge Incinerator Regulations (Section 1 Noting that Director of Plant Operations Margaret Orr was attending a meeting of the Bay Area Clean Water Agencies (BACWA), General Manager James Kelly called upon Plant Operations Division Manager Randy Grieb to present highlights of the Title V Annual Report for 2010 that was recently submitted to the EPA and the Bay Area Air Quality Management District (BAAQMD). Much like the NPDES permit that regulates the District's water discharge, the Title V permit regulates air ' emissions. Mr. Grieb summarized the plant's permitted sources of air emissions, including its multiple -hearth furnaces, the cogeneration unit, boilers and numerous other devices. Fifty -seven parameters are tracked by the online computing system, once every 20 seconds for compliance. While there were two reportable events for 2010, all things considered, he said the plant had near perfect performance in 2010. With regard to the EPA final sewage sludge incinerator Section 129 regulations, Mr. Grieb reported that the new standards released yesterday appear more reasonable than originally anticipated and the District should be able to meet the new required limits with no capital improvements. It does appear, however, that some additional training, monitoring and testing will need to be implemented. General Manager James Kelly added that the final standards are a very favorable development for the District -- it is unknown what role the District's comments played in reducing the stringency of the earlier proposed standards. He said he hoped to have a report completed by the next Board meeting regarding implementation of the additional training, monitoring and testing requirements. 5) Announcements a) Lafayette - Pleasant Hill Road Trunk Sewer Project public workshop was held on Thursday, February 17, 2011; ' Book 60 — Page 240 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of February 24, 2011 b) Landslide at 1003 Carol Lane in Lafayette may threaten sewer main; ' c) Results of San Francisco Bay Regional Water Quality Control Board (RWQCB) inspection of storm water programs in May and June of 2010; d) Advertisement of public bidding of Pipe -Burst Blanket Contract, District Project 5982; and e) Happy Birthday to Board Member Menesini. b. COUNSEL FOR THE DISTRICT 1) Receive 90 -Day Resource Conservation and Recovery Act (RCRA) Notice Letter with Regard to Residence in Pleasant Hill District Counsel Kent Alm noted that the most recent 90 -day RCRA notice letter received by the District had been included in the agenda packet. This letter pertains to the same alleged contamination site in and near a shopping center in Pleasant Hill, the only difference being that it is on behalf of a nearby homeowner rather than a tenant of the shopping center. The homeowner has legal representation separate from the shopping center owners. He said that a closed session has been scheduled for discussion of this matter. Board Member McGill requested to hold the closed session to further discuss the letter and its potential implications for the District. Mr. Alm also reported that he has been discussing with staff the various laws regarding protest methods in relation to the Proposition 218 notice process, adding that this matter will be on the agenda for the upcoming Board meeting on March 3` C. SECRETARY OF THE DISTRICT No reports. d. BOARD MEMBERS 1) Board Member reports on recent meetings for which they received the stipend: and meetings or conferences for which the District paid their expenses: future meetings or conferences for which they will receive the stipend or for which the District will pay their expenses Member McGill Member McGill and President Hockett reported on the February 7, 2011 Capital Projects Committee meeting and summarized the Action Summary. The Board received the report without comment. Book 60 — Page 241 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of February 24, 2011 Member McGill also reported on the February 8, 2011 meeting he and General ' Manager James Kelly had with Walnut Creek Mayor Cindy Silva and City Manager Ken Nordhoff regarding recycled water, and the February 16, 2011 meeting he and Mr. Kelly had with Pleasant Hill Mayor David Durant, Council Member Michael Harris, and City Manager June Catalano regarding a public health issue. Member McGill, Member Nejedly and President Hockett reported on the Boot Camp for Elected Officials on Pension Benefits and Employee Relations that took place in Irvine, California on February 17, 2011, noting that a great deal of information was disseminated and the conference was well worth the trip. President Hockett said consideration is being given to how to best share the information gleaned at the conference. President Hockett and Members Nejedly and McGill subsequently declined their stipends for the February 17` Boot Camp. Member Menesini Member Menesini reported on the February 15, 2011 Outreach Committee meeting and summarized the Action Summary. Among other things, he reported on speaking engagements within the District, noting the Committee's recommendation that Board Members wishing to speak should be given the opportunity to do so within their liaison cities. Member McGill indicated that from ' time to time he is asked to speak in areas outside of his designated liaison cities. For instance, he was recently asked to address the Lamorinda Democratic Club. He sought to clarify whether this fell into the category of a speaking engagement for which he needed to obtain permission of the designated liaison. Upon discussion, it was agreed that whenever a Board Member participates in activities in another Board Member's liaison area, it is appropriate to first check with the designated liaison. Member Neiedly Member Nejedly and President Hockett reported on the February 14, 2011 Budget and Finance Committee meeting and summarized the Action Summary. The Board received the report without comment. Member Nejedly and Member McGill reported on the February 15, 2011 Recycled Water Committee meeting and summarized the Action Summary. The Board received the report without comment. President Hockett President Hockett and Member Nejedly reported on the February 9, 2011 Human Resources Committee meeting and summarized the Action Summary. The Board received the report without comment. Book 60 — Page 242 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of February 24, 2011 1 2) Announcements a) Member McGill provided a written report covering Announcements. 6. TREATMENT PLANT ACCEPT THE 2010 RECYCLED WATER QUALITY AND DISTRIBUTION ANNUAL REPORT General Manager James Kelly stated that the District's 2010 Recycled Water Quality and Distribution Annual Report is due to the Regional Water Quality Control Board (RWQCB) on March 15, 2011. He introduced Associate Engineer Don Berger to provide an overview of the report. 1 Mr. Berger said the report includes all required elements, including recycled water quality, recycled water usage by customers, tabulation of annual customer site inspections, a summary of any violations, and the status of recycled water development. He said the District is in compliance regarding water quality and inspections. In 2010, a total of 157 million gallons of recycled water was used by customers, including three new customers, Pleasant Hill Police Department, Pleasant Hill Park and Taylor Boulevard Landscaping. In terms of recycled water development, Mr. Berger said staff continues to pursue Federal and /or state grant funding for the Concord Recycled Water Project and the Refinery Recycled Water Project. Finally, with regard to the Concord Naval Weapons Station Redevelopment, he said plans are underway to determine the costs and infrastructure required to meet projected demand. It was moved by Member Nejedly and seconded by Member McGill to accept the District's 2010 Recycled Water Quality and Distribution Annual Report. Motion passed by the following vote of the Board: AYES: Members: McGill, Menesini, Nejedly, Hockett NOES: Members: None ABSENT: Members: Williams COLLECTION SYSTEM a. ACCEPT THE 2010 COLLECTION SYSTEM SANITARY SEWER OVERFLOW ANNUALREPORT General Manager James Kelly stated that the District's 2010 Collection System Sanitary Sewer Overflow Annual Report is another report due to the RWQCB on March 15, 2011. He introduced Ba Than, Provisional Director of Collections Systems Operations (CSO), to present a summary of the report. Book 60 — Page 243 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of February 24, 2011 Mr. Than said this has been a very good year for CSO, with only 43 overflows reported in 2010, the lowest in District history. This represents a 30 percent reduction from 2009 and 50 percent reduction from 2008, and equates to 2.9 overflows per 100 miles of pipe. This is an excellent result, particularly when compared to an average of 11.3 overflows per 100 miles statewide and 16.8 overflows per 100 miles in the Bay Area (Region 2). Ir terms of overflow volume, the District had 19,000 gallons of untreated wastewater uncontained during 2010, compared to 77,000 gallons average annual statewide and 185,000 gallons average annual in the Bay Area. Mr. Than said the primary cause of the District's sewer overflows was roots, followed by debris and grease. It was moved by Member Menesini and seconded by Member Nejedly to accept the District's 2010 Collection System Sanitary Sewer Overflow Annual Report. Motion passed by the following vote of the Board: AYES: Members: McGill, Menesini, Nejedly, Hockett NOES: Members: None ABSENT: Members: Williams ACCEPT THE 2010 SEWER SYSTEM MANAGEMENT PLAN ANNUAL AUDIT REPORT Mr. Than stated that 13.6 billion gallons of wastewater were treated and discharged by the District in 2010; less than 0.000002 percent (19,000 gallons) went untreated. Sewer pipe cleaning is divided into two categories: scheduled (427 miles currently) and routine (979 miles). The District's goal has been to clean every pipe at least once every five years. This process is aided by the TV sewer inspection system and "smart cover" devices which automatically notify staff of sewage backups in key areas. Looking toward the future, he said the District's sewer pipe system continues to age and what is good enough to meet today's regulations may not be good enough to meet future, more stringent regulatory requirements. It was moved by Member Menesini and seconded by Member Nejedly to accept the District's 2010 Sewer System Management Plan Annual Audit Report. Motion passed by the following vote of the Board: AYES: Members: McGill, Menesini, Nejedly, Hockett NOES: Members: None ABSENT: Members: Williams 1 1 1 Book 60 — Page 244 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of February 24, 2011 8. BUDGET AND FINANCE a. RECEIVE THE 2010 -2011 OPERATIONS AND MAINTENANCE BUDGET REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 2010 AND PROJECTIONS FOR THE FULL FISCAL YEAR General Manager James Kelly stated that staff provides a detailed financial report to the Board twice a year, once at the six -month point, and again in May during the budget cycle. In addition, the Board receives monthly financial statements, which are reviewed by the Budget and Finance Committee. He called upon Controller Debbie Ratcliff to present the financial status for the Operations and Maintenance Budget. Ms. Ratcliff stated that actual revenues for the six months ending December 31, 2010 were $27.8 million, compared with projected revenues of $28.5 million. Total actual expenses were $30.7 million versus $33.3 million projected, for a mid -year savings of $2.6 million. The resultant favorable net variance of $1.9 million at December 31, 2010 is primarily attributable to labor and benefit cost savings due to vacant positions and the under - filling of higher paid positions, lower electrical expenses in the treatment plant, and postponement of certain expenditures to the second half of the year. Total revenues for the full fiscal year are projected to be $61.1 million compared with $62.3 million budgeted. Total projected expenses for the full fiscal year are $60.4 million versus $63.0 million budgeted, a projected savings of $2.5 million. The resultant net favorable variance of $1.3 million at June 30, 2011 is attributable to reasons similar to those stated above. An estimated $662,000 is projected to be deposited into the Operations and Maintenance reserves at fiscal year end. RECEIVE THE 2010 -2011 CAPITAL IMPROVEMENT BUDGET MID -YEAR STATUS REPORT Director of Engineering Ann Farrell presented a brief status report on the mid -year Capital Improvement Budget. She stated that total expenditures of $28.5 million were budgeted for fiscal year 2010 -11, and are projected to be $28.6 million at year end. Total revenues were budgeted at $19.7 million, and are now projected to be $16.9 million. The reduction in revenues is due primarily to the absence of a sewer service charge increase and reductions in facility capacity fees, interest income, and property tax revenue. She presented charts showing fiscal year 2010 -11 capital revenue by category as well as by program. Total projected expenditures for this fiscal year are expected,to;be!ciose to budget at $28.6 million. However, because revenues are significantly rei Uced; there will be a projected $11.7 million draw down of the Sewer Construction Fund. balance, ° . approximately $3.0 million more than budgeted. ,On Book 60— Page 245 CENTRAL CONTRA COSTA SANITARY DISTRICT Board Minutes of February 24, 2011 9. EMERGENCY SITUATIONS REQUIRING BOARD ACTION None. 10. SUGGESTIONS FOR FUTURE AGENDA ITEMS None. 11. CLOSED SESSION The Board recessed at 3:43 p.m. to reconvene in the Caucus Room in closed session to confer with Legal Counsel regarding anticipated litigation — significant exposure to litigation pursuant to Government Code Section 54956.9(b): Schaeffer Resource Conservation and Recovery Act (RCRA) Notice Letter. The Board recessed at 4:06 p.m. to reconvene in the Board Room in open session. 12. REPORT OUT OF CLOSED SESSION District Counsel Kent Alm reported that no action was taken in closed session. 13. ADJOURNMENT There being no further business to come before the Board, President Hockett adjourned the meeting at 4:08 p.m. Barbara D. Hockett President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: ;Elaine R. Boehme, CIVIC Sec,etary`o' f th Central Contra Costa ' Sanitary District; County of Contra Costa, ,'State of California ,t Book 60 — Page 246