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HomeMy WebLinkAboutENGINEERING & OPERATIONS MINUTES 04-11-17 8mdml )b) centraicontra costa sanitaryc ............ REGULARMEETING OF THE CENTRAL CONTRA COSTA PAUL H-CAUSE Y PresidentSANITARY DISTRICT JAME-SA_r'I�EJ�'I�.Ca.Y ENGINEERING OPERATIONS President Pro Tem COMMITTEE MICHAEL R_MCGILL TAD J.PIL ECK°I DAVID R.WIL.L1AMS MIN UTE S PHONE: (925)225-95W FAX: (925)676-7211 Tuesday, April 11, 2017 wwvv..centralsan.Qrg 1:00 P.M. 2ndFloor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Jim Ne edy Member Paul causey s to ffe Roger S. Dailey, General Manager .Ann Sasaki, Deputy General Manager Phil Leiher, Director of Finance and Administration (arrived during Item; 3.) Jean-Marc Petit, Director of Engineering and Technical services Danea Gemmell, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Division Manager Cindy Granzella, senior Administrative Technician 1, call fleeting to order Chair Nejedly called the meeting leetingr tY order at 1:00 p.m. 2. Public Comments None. 3. Receive report on status of District-ride easement initiative Mr. Petit explained that the Martinez Sewer Renovations, Phase 4, raised the question of how many easements andrights-of-way(ROW) the District has Engineering &Operations Committee Minutes April 11, 2017 Page 2 acquired and how many are left. Staff has been investigating records and data in an attempt to answer this question. Ms. Gemmell reviewed the presentation included with the agenda materials and stated that staff has been working with the Asset Management group to begin the "Easement Initiative." Staff had originally estimated about 390 miles of pipes were in private property as easements but, after reviewing the numbers, which includes private streets, the latest data suggests that the total number of miles of pipes on parcels is about 555. Member causey asked the process to acquire easements at the central San. Ms. Gemmell showed the nine different types of ROW that can be obtained, as shown on the presentation. Most of the neve pipes are built as a contributed asset by developers who provide easements and dedications on subdivision maps. Ms. Gemmell stated that the District considers many existing pipes on private property as having prescriptive rights for central San though no specific easement or Row is recorded. She referenced an ordinance whereby any pipes shown on a central San collection system map have property rights, even though no easement may be recorded. (Note: This is code Section 7.o 1.o 10.) Currently, central San's ROUE agents maintain all Row and property data original records in file cabinets. in 1995, many of the existing Row documents were digitally scanned with limited success. That practice was not continued for records after 1995. Since then the paper record keeping of the original signed records has continued. The scanned files up to 1995 are not easily readable. All ROW data paper records will need to be scanned using the latest technology so they can be attached to their respective parcels in the new ESRI geographic information system (GIS). once that is available, staff will be able to easily perform queries to search this data and determine how many pipeslparcels have easements and how many do not. Ms. Gemmell reviewed the next steps, explaining►in more detail the new "Easement Initiative"project. Summer students) will be hired in the next few months to scan and populate existing easement data to Laserfiche, and staff will work to link the easement records to the new GIS platform. Member causey stated that this is a worthwhile and necessary project, and he is greatly in favor of it. Chair Ne jedly stated that this is an unfortunate situation, because he remembers addressing this issue in the past, and it still has not been resolved. He finds the Engineering &Operations Committee Minutes April 11, 2017 Page 3 situation very disturbing, and stated that it will costa lot of money to account for all the easements. He requested a report on all costs associated with this initiative, as it proceeds. COMMITTEE ACTION: Received the report and provided input to staff. 4. Review draft Position Paper to approve a contingency project in the amount up to $395,000 for the Miner Road Sewer Repairs, District Project 3439 Mr. Lopez stated that the project scope has now changed. The City of orinda has come to an agreement with the property owner and the proposed culvert has been redesigned. The new culvert is 15 feet wide by 7 feet high and includes overflow piping. Staff is now looking at replacing 160 feet or more, instead of the initial 50 feet, based on the latest design proposed by the City. He explained that the draft Position Paper will be revised to recommend Alternative 1 now, instead of requesting funds for Alternative 2. Member Causey suggested taking all funds from the same source, instead of taking $95,000 from another project and other funds from another source. He would prefer that the full amount comes from the same place, and can be reimbursed to the same account when necessary. staff concurred and Mr. Lopez also indicated that the project funding could come from the.Self-insurance Fund since it is an emergency project. Chair Nejedly voiced his concern over the amount of time this is taking to get the work resolved. COMMITTEE ACTION: Reviewed and recommended Board approval with changes discussed. 5. Receive change order Log, Quarterly Reports, and Bid Schedules to compare budgeted versus actual costs, including project status and close-outs Mr. Lopez responded to questions about the reports included in the agenda materials. COMMITTEE ACTION: Received the reports. G. Receive list of Scheduled/Parking Lot items COMMITTEE ACTION: Received the list and provided input to staff. Engineering &Operations committee Minutes April 11, 2017 Page 4 7. Announcements a. Future scheduled meetings: Tuesday, May 9, 2017 at 1:00 p.m. Tuesday, June 5, 2017 at 1:00 p.m. Tuesday, July 11, 2017 at 1:00 p.m. b. Mr. Lopez announced that the District-wide Patch Paving project would be returning to the next meeting, as the lowest bidder has been unable to obtain a performance band. Staff will be recommending that the next lowest bidder be awarded the contract. 5. Suggestions for future agenda items None. 9. Adjournment-- at 1:55 p.m.