HomeMy WebLinkAboutENGINEERING & OPERATIONS ACTION SUMMARY 09-09-15Committee:
Chair Paul Causey
Member Jim Nejedly
Invited Guests:
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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