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Home My WebLink About09.a.2) GM Written Announcements 9.a.2) Board Meeting-of July 6, 2017 Written Announcements: EMERGENCY SITUATION a) Repairs Completed on Sewers Damaged by 2017 Winter Storms on Miner Road in Orinda In January and February of this year, several severe storms hit the central Contra Costa County area damaging roadways and other critical infrastructure. An emergency declaration was issued by the County and Central San in response to the storm events. One major storm drain failure on Miner Road in Orinda damaged two sewers which resulted in Central San bypass pumping and entering into a contract for emergency sewer repairs. As of June 7, 2017, the bypassing of sewage ended and both lines were back in service by June 10, 2017. The sewer work has been accepted by Central San and the City of Orinda plans to re-open Miner Road starting July 3, 2017. AGENDA MANAGEMENT SOFTWARE b) Central San to Implement New Agenda Management System for Board and Committee Agenda Packets The District's Strategic Plan for Fiscal Years 2016-18 emphasizes embracing technology and innovation and developing a highly trained and innovative workforce. As part of these initiatives, staff has been working with an outside vendor to implement an agenda management system called NOVUSAgenda. The benefits of such a system include streamlining the agenda workflow process. NOVUSAgenda will automatically assemble and bookmark agenda packets with items that have been created within its cloud-based portal. Additionally, NOVUSAgenda is compatible with Central San's LaserFiche document repository, it is affordably priced, user-friendly yet full-featured, and offers 24/7 support to staff. Agenda packets will be available to the public in multiple formats, making it possible to access even large agenda packets from an Phone. Secretary of the District staff and the IT Division are excited to bring this innovation forward at Central San and are committed to making the transition as smooth as possible. They have been busy training staff from all sectors of the District on the new software with the intention of fully converting to NOVUSAgenda beginning with the July 20, 2017 Board meeting. After that date, all Board and Committee agendas will be prepared using NOVUSAgenda. The impact on the Board Members and the public is expected to be minimal because the final product will be a bookmarked agenda nearly identical to prior agenda packets. Written Announcements July 6, 2017 Page 2 of 5 PENSION TRUST c) Status of Internal Revenue Code Section 1,15 Pension Trust Contribution of $3.359 Million The Finance Division has completed the Request for Proposal (RFP) process for establishing a new Internal Revenue Code Section 115 Pension Trust to be initially funded by the $3.359 million extra reserve fund balance at the end of Fiscal Year 2015- 16, as directed by the Board at the November 10, 2016 Board Workshop. The RFP has been awarded to PARS (Public Agency Retirement Services). This matter was reviewed at the June 20, 2017 Finance Committee meeting and staff is currently working with PARS on the required documentation, resolution and agreement to establish the trust. EMPLOYEE TO PRESENT AT UPCOMING CONFERENCE d) Employee to Present at 2017 ESR1 User Conference on July 9, 2017 in San Diego GIS Analyst Carl Von Stetten will present "How Central San Became aGIS-Centric Water Resources Agency" at the 2017 ESRI User Conference on July 9, 2017 in San Diego. Mr. Von Steffen will describe how Central San's GIS Team completed the migration of its GIS to the ArcGIS platform to provide a foundation for aGIS-Centric operation. He will describe how Central San leveraged the Local Government Information Model (LGIM) and associated maps, applications and tools to improve the quality and efficiency of maintaining sewer, recycled water, and parcel-related GIS data. Central San's GIS became the authoritative data source for several other mission-critical applications: an intranet web mapping application (GeoPortal), a Computerized Maintenance Management System (Cityworks), a CCN pipeline inspection system (IT Pipes), a hydraulic model (Infoworks), and a capital improvement planning system (Infornaster). UPCOMING TRAVEL e) General Manager Roger S. Bailey to Attend 11t" IWA International Conference on Water Reclamation and Reuse The 11t" IWA International Conference on Water Reclamation and Reuse will take place in Long Beach, California from Sunday, July 23 through Thursday, July 27, 2017. General Manager Roger S. Bailey will be attending the full conference. Keynote speakers who have made significant contributions to the water industry will provide their perspectives on the role of water reuse as a sustainable water supply option. There will be a discussion on the evolution of recycled water over the last four decades, information on the plan-for Metropolitan Water District to build the largest advanced purification plant in the world, and research on energy efficient water treatment systems and water recycling, and the advances that have been made. This event provides a Written Announcements July 6, 2017 Page 3 of 5 unique opportunity for leaders around the world to share knowledge regarding water reuse to build trust and advance water reuse. Mr. Bailey's attendance at this conference was not included in the Fiscal Year 2017-18 Technical Training, Conference and Meetings Budget but he will not attend WEFTEC later this year which was included in the budget. f) Field Trip: Testing of Headworks Screening Upgrade Equipment The Headworks Screening Upgrade Project, District Project 7327, includes installation of new electrical system control panels, which require factory testing by the manufacturer. Two Central San representatives are scheduled to inspect the panels and witness the factory testing July 25 through July 27, 2017 in Missouri Valley, Iowa to demonstrate functionality. Following successful factory testing, the equipment will be shipped to the Contractor for installation. The control panels are a critical component to the project milestones and completion date. Two Associate.Engineers (Controls and Electrical Engineers) will attend the testing. Staff attendance was included in the project budget. g) Staff to Attend Water Environment Federation Technical, Exhibition and Conference The 90t"Annual Water Environmental Federation Technical Exhibition and Conference (WEFTEC) will take place in Chicago, Illinois from Saturday, September 30 through Wednesday, October 4, 2017. The following District employees will be attending: Jean-Marc Petit, Director of Engineering and Technical Services Alan Weer, Plant Operations Division Manager Doug Little, Plant Operations Superintendent Matthew Mahoney, Mechanical Supervisor Dan Frost, Senior Engineer Nitin Goel, Associate Engineer Jay Lin, Associate Engineer WEFTEC is the premier water quality conference which provides state-of-the-art information at a reasonable price. Attendees will have the opportunity to participate in workshops, technical sessions and facility tours, and will be able to view exhibits. Staff attendance at this conference was included in the Fiscal Year 2017-18 Technical Training, Conference and Meetings Budget. Written Announcements July 6, 2017 Page 4 of 5 EMPLOYEE ACTIVITIES h) Employee-Appreciation Picnic Scheduled for August 16, 2017 The Annual Employee Appreciation Picnic and car show is scheduled for Wednesday, August 16, 2017 from 11:30 a.m. to 1:00 p.m. in "Flushing Meadow" (the garden/lawn area next to the Household Hazardous Waste Collection Facility). Managers will be serving burgers and hot dogs with all the fixin's. The menu will also include salads, desserts and cold drinks. Board Members, current employees, temporary employees, summer students, and co- ops are all invited to attend. The event is not open to family members or retirees. CONTRACTS & AGREEMENTS — QUARTERLY UPDATE i) General Manager Authorized Contracts, Agreements, Etc. — Second Quarter 20171 The Board has delegated various authorities to the General Manager via resolution, including the authority to enter into certain agreements and contracts on behalf of the District. Additionally, the Board has requested an announcement when construction projects have been accepted, which occurs when the Notice of Completion is recorded with the County Recorder's Office. Also, the Board has requested notification of certain legal claim settlements. Below is a recap of each of these items for the period April 1 through June 30, 2017: Professional consul tina reements*between $50,000 and$700,000 Agreement Amendment Company Cate Nca. Y!N Name C►oscei tic►n Totat 3/28/17 044924 Yes The Avogadro Added $6,450/ Multiple $891056 Group, LLC Hearth Furnace testing DBA MAQS added VOC testing Antioch 4/12/17 037744 Yes Talavera and Added $5,000/ Database $51,750 Richardson updates 5/24/17 042463 Yes LCC Added $10,000 / District- $60,000 Engineering wide land surveying and Surveying, Inc. 6/20/17 044798 Yes Kleinfelder, Inc. Added $30,000 / Pump $50,000 and Blower Seismic Upgrades All other contracts that are not`professional services"or`District Projects"such as maintenance services, equipment, chemicals, and supplies, do not require Board approval regardless of dollar amount. The Board approves the annual budget which includes the expenses that coma from these contracts, so these contracts are not included in this report as they have historically been within staff authority. Written Announcements July 6, 2017 Page 5 of 5 Construction contracts awarded under$100,000 P.�Oiea Project NO. Totalw Contractor Miner Road Emergency Sewer 3439 Bay cities Paving & 611117 Repairs airs Inc. $48,500 Constructionro"acts acce ted . 'o e+ t; . :t ::.:... ... :. ..::.:.. :::. :: .::::::: .... ..... Chaccotra 4120117 Sample Ports Installation (Contract 7348-01 J.T. Thorpe & Son, Inc. supporting Wet Scrubber Pilot) 6!9117 Laboratory HVAC Upgrade and 7319 Integra construction Services, Repair Project Inc. Legal cla...im se.........ttlements between $25,000 and$50,000 ti: . .. date o aim ...... .............. laiman e r g tion to None.