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Home My WebLink About07.d.1)a) Action Summary 09-09-15 Engineering & Operations CommitteeCommittee: Chair Paul Causey Member Jim Nejedly Invited Guests: /)4R ) Central Contra Costa Sanitary District REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ENGINEERING & OPERATIONS COMMITTEE ACTION SUMMARY Wednesday, September 9, 2015 3:00 p.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California BOARD OF DIRECTORS: MICHAEL R. MCGILL President TAD J. PILECKI President Pro Tent PAUL H CAUSEY JAMES A. NEJEDLY DAVID R. WILLIAMS PHONE: (925) 228 -9500 FAX: (925) 676 -7211 www.centralsan.org Staff.• General Manager Roger Bailey Deputy General Manager Ann Sasaki Director of Engineering and Technical Services Jean -Marc Petit Capital Projects Division Manager Edgar Lopez Environmental and Regulatory Compliance Division Manager Lori Schectel (left after Item 4.) Senior Engineer Craig Mizutani (left after Item 4.) Senior Engineer Randy Schmidt (left after Item 4.) Associate Engineer Brad Leidecker (left after Item 4.) Assistant to the Secretary of the District Donna Anderson 1. Call Meeting to Order Chair Causey called the meeting to order at 3:00 p.m. 2. Public Comments None. Engineering & Operations Committee Action Summary September 9, 2015 Page 2 3. Update on Caustic Soda Injection System, District Project 7297, under the Wet and Dry Scrubber Replacement on,page TP -13 of the Fiscal Year (FY) 2015 -16 Capital Improvement Budget (CIB) Mr. Mizutani reviewed the PowerPoint included with the agenda material, after which staff responded to questions from Chair Causey regarding safety training related to handling caustic soda and how the project fits into the Comprehensive Wastewater Master Plan (CWMP), particularly with respect to the long -term use of incinerators. Mr. Mizutani said the information presented was for informational purposes only, staff expects to bring a draft Position Paper to the Committee at the next meeting after the bids have been opened on October 2, 2015. COMMITTEE ACTION: Received update and provided input to staff. 4. Update on the Headworks Screening Upgrade and Switchgear Replacement, DP 7327 and DP 7324 Mr. Leidecker reviewed the PowerPoint included with the agenda material, after which staff responded to several questions from Chair Causey, including whether value engineering was appropriate, and if a business case evaluation was warranted. He questioned the urgency of the project given the fact that the CWMP is underway. Mr. Petit explained that both projects are considered high priority maintenance issues and are being coordinated with the CWMP consultants, and that value engineering review was not needed at this time. Member Nejedly objected to the cost of preparing multiple master plans, value engineering studies, etc. when staff is fully capable of identifying and prioritizing projects. Mr. Lopez said the information presented was for informational purposes only, staff expects to bring a draft Position Paper to the Committee at the next meeting after the consultant selection has been completed. COMMITTEE ACTION: Received update and provided input to staff. 5.* Receive Capital Improvement Budget (CIB) Year -End Report for Fiscal Year 2014 -15 Mr. Lopez reviewed the PowerPoint contained in the agenda packet and responded to questions from the Committee Members. He also distributed a draft Position Paper and attachment (see attached) that summarized the same material for inclusion in the upcoming Board agenda packet. Engineering & Operations Committee Action Summary September 9, 2015 Page 3 In response to a question as to where interest on City of Concord funds is applied and why the revenue was lower than projected, staff said they will get back to the Committee Members with that information. Member Causey asked where leftover funds in the capital budget are placed at year end. He also wanted information as to how such funds dovetail with the fiscal reserves policy that is in process based on Board input. Mr. Bailey said the proposed Fiscal Reserves Policy is going before the Administration Committee tomorrow with an expectation that it will be presented to the full Board next week. COMMITTEE ACTION: Received and recommended Board receipt of the Report. 6. Standing Items a. Receive Change Order Log, Quarterly Reports, and Bid Schedules to compare budgeted versus actual costs — No staff report b. Receive update on the Asset Management Program — No staff report C. Receive pre - closeout report on projects with total expenditures of $1 million or more, if needed — No staff report COMMITTEE ACTION: None. 7. Announcements a. Future scheduled meetings: Wednesday, October 7, 2015 at 3:00 p.m. Tuesday, November 10, 2015 at 3:00 p.m. Wednesday, December 9, 2015 at 3:00 p.m. b. Chair Causey said he was unable to attend the Zeolite Anammox tour in the plant that was offered in the past and would be interested in taking a tour. Staff said they would arrange it. C. In response to a comment made by Mr. Bailey earlier in the meeting about revisions staff is making to the CIB process, Chair Causey stated that the Committee also ought to be involved in that process. d. Mr. Bailey announced that he had just returned from a meeting with Town of Danville officials, Contra Costa County officials, and representatives Engineering & Operations Committee Action Summary September 9, 2015 Page 4 from the proposed scalping plant at Diablo Country Club to discuss issues the Town may have with regard to the project. He said it was a good meeting and all parties are being open and transparent. The Town of Danville expressed concerns about traffic, odor, who will operate the plant, and who will take the lead with regard to the California Environmental Quality Act (CEQA) process. He said the parties will be coming to the District's Board again in the future to discuss several policy issues. e. Mr. Lopez noted that staff typically comes to the Committee annually with project close -out information and asked if the Committee Members wished for that to be included at the next meeting. They said yes. COMMITTEE ACTION: Received the announcements. 8. Suggestions for future agenda items None. 9. Adjournment — at 4:18 p.m. * Attachment POSITION PAPER Board Meeting Date: September 17, 2015 subject: RECEIVE FISCAL YEAR 2014 -15 CAPITAL IMPROVEMENT BUDGET YEAR -END STATUS REPORT Submitted By. Edgar J. Lopez, Capital Projects Division Manager Initiating Dept/Div.: Engineering & Technical Services/ Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: T. Vassallo — Finance Manager J -M. Petit — Director of Engineering Roger S. Bailey General Manager ISSUE: The Board of Directors approves -the Capital Improvement Budget (CIB) and Ten Year Plan on a yearly basis. At Fiscal Year (FY) end, staff reviews and compares the final revenues and expenditures, based on the pre -audit financial reports, to update the Board on the progress of the Capital Program and its budgets. BACKGROUND: A public hearing was held on June 5, 2014, after which the Board adopted the FY 2014 -15 CIB and Ten Year Plan. The proposed revenue and estimated CIB expenditures within the adopted FY 2014 -15 CIB were $22,281,000 and $25,079,000, respectively. Based on the pre -audit (Period 13) June 2015 financial statements, the actual revenues and expenditures were $23,572,364 and $23,254,205, as detailed in Attachment 1 - Fiscal Year 2014 -15 CIB Year -End Status Report. There were 77 projects active in the Capital Program in FY 2014 -15. Although the Capital Program underspent by approximately $1.8 million, the proposed expenditures are carried over to future fiscal years. ALTERNATIVES /CONSIDERATIONS: None. FINANCIAL IMPACTS: None. COMMITTEE RECOMMENDATION: The Engineering and Operations Committee reviewed this subject at the September 9, 2015 meeting and recommended ..... RECOMMENDED BOARD ACTION: Receive the FY 2014 -15 CIB Year -End Status Report. Attached Supporting Documents: 1. Attachment 1— Fiscal Year 2014 -15 CIB End of Year Status Report Attachment 1 FY 2014 -15 CAPITAL IMPROVEMENT BUDGET YEAR -END STATUS REPORT Capital Program Activity: Capital Revenue by Cateaorv: Revenue Category Budgeted Actual Total Expenditures $25.1 M $23.3 M Total Revenues $22.3 M $23.6 M Expenditures over Revenues -$2.8 M $0.3 M Capital Revenue by Cateaorv: Revenue Category Budgeted Revenues Actual Revenues Sewer Service Charge* $3,750,000 $3,872,132 Property Taxes $811601000 $81568,947 Facilities Capacity Fees $5,890,000 $6,117,339 Pumped Zone Fees $528,000 $442,864 Interest $280,000 $98,829 City of Concord $31305,000 $278971491 All Other (REW, Dev. Fees, Other) $3681000 $115747762 ** Total $22,281,000 $23,572,364 Capital portion of SSC Revenue. ** Received -$ 1 Million in Recycled water grant. Capital Budget by Program: Attachment 1 Program Budgeted Total Expenditures Actual Total Expenditures Treatment Plant $9,045,000 $8,670,313 Collection System $1212171000 $11,2461499 General Improvements $31265,000 $2,989,459 Recycled Water $552,000 $3471934 Total $ 25,079,000 $23,254,205