HomeMy WebLinkAboutEngineering & Operations MINUTES 05-07-19 Page 2 of 5
CENTRAL SAN
CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-A392
REGULAR MEETING OF THE BOARD OF DIRECTORS:
CENTRAL CONTRA COSTA DAVID R, wIresAMs
President
SANITARY DISTRICT MICHAEL R.MCGILL
President Pro Tem
ENGINEERING & OPERATIONS
PAUL CAUSEY
COMMITTEE H.
JAMES A.NEJEDLY
TAD J PILECKI
MINUTES PHONE: (925)228-9500
FAX.- (925)372-0192
www.centralsan.org
Tuesday, May 7, 2019
2:00 p.m.
21d Floor Conference Room
5019 Imhoff Place
Martinez, California
Committee:
Chair Jim Nejedly
Member Tad Pilecki
Staff.
Roger S. Bailey, General Manager
Ann Sasaki, Deputy General Manager
Phil Leiber, Director of Finance and Administration
Danea Gemmell, Planning and Development Services Division Manager
Edgar Lopez, Capital Projects Division Manager
Donna Anderson, Assistant to the Secretary of the District
Amelia Berumen, Senior Administrative Technician
1. Call Meeting to Order
Chair Nejedly called the meeting to order at 2:00 p.m.
2. Public Comments
No public comments.
May 16, 2019 Regular Board Meeting Agenda Packet- Page 546 of 549
Page 3 of 5
Engineering & Operations Committee Minutes
May 7, 2019
Page 2
3. Agenda Items
a. Review proposed Fiscal Year 2019-20 Capital Improvement Budget (CIB)
and Ten-Year Capital Improvement Plan (CIP)
Mr. Lopez provided an overview of the presentation included with the
agenda packet and answered questions from the Committee. It was
clarified that the figures represented are shown in today's dollars.
Due to a conflict of information, Member Pilecki inquired about the actual
Fiscal Year(FY) 2018-19 completed length of sewer main replacement.
On Slide 2 it is depicted as six miles versus 11 miles of completed pipeline
stated in the Draft FY 2019-20 Budget. Mr. Lopez will investigate the
discrepancy prior to the Board meeting.
On Slide 3, Mr. Lopez defined that the total Ten-Year CIP comparison
amount for Contingency is based on a budget increase from $2 million in
FY 2019-20 to $2.5 million each year thereafter.
Mr. Lopez shared that the construction commitments graph shown on
Slide 4 is a new addition to the budget illustrating funds needed in future
years to support a construction contract. After much discussion about this
graph and information, staff was requested to add a clarification note
regarding the funding benchmark line, to the effect, that the funding
capacity from the existing rates reflected is without any borrowing. Mr.
Lopez added that what is shown is project cash flow and the construction
commitments that would need to be met within the sewer construction
budget. Mr. Bailey requested that staff include further clarification that the
figures shown are consistent with the financial plan.
Member Pilecki opined that the Annual Infrastructure Replacement (shown
on Slide 6) should be represented in its approximation of$3 million per
year versus a lump sum for the next ten years. Additionally, he asked staff
to verify the exemption status for the new Water Exchange Project shown
in the California Environmental Quality Act (CEQA) Compliance Summary
table on page 144 of the Draft FY 2019-20 Capital budget. Ms. Gemmell
stated she would investigate the CEQA compliance type and update as
needed.
Member Pilecki noted that various project figures in the presentation
alternate between actual expenditures and budgeted amounts, making
reconciling the information difficult. Moreover, the $0 representation in the
four program budget summaries is misleading. Mr. Lopez explained that
the numbers represent budgets.
May 16, 2019 Regular Board Meeting Agenda Packet- Page 547 of 549
Page 4 of 5
Engineering & Operations Committee Minutes
May 7, 2019
Page 3
In the example provided by Member Pilecki, the Headworks Screening
Upgrade project has a budget of$0 in FY 2019-20; however, it is expected
that the project will have expenditures in that fiscal year. Mr. Lopez stated
that there is adequate budget-to-date to complete the Headworks
Screening Upgrade project in FY 2019-20; therefore, no additional budget
will be required. In addition, Mr. Lopez explained that the program
summaries in the Draft FY 2019-20 Budget book show the proposed
FY 2019-20 budget and the estimated budgets for FY 2020-21 and future
fiscal years. The program summary tables do not match the CIB table in
the presentation since the FY 2020-21 budget is not separately shown.
Staff will revise the program tables for clarification.
Chair Nejedly requested that staff break out the program budget summary
tables onto two or more slides, as applicable, when the Capital budget is
presented to the full Board for review. The information on some of the
tables is very small and unclear, making the information difficult to read.
COMMITTEE ACTION: Reviewed and provided input to staff.
b. Receive Capital Projects Division Quarterly Report (January to March) on
capital projects, active consultant contracts, change order log, and
schedule of bids and awards
Mr. Lopez stated the quarterly report is mainly used as a project
management tool for construction commitments and highlighted minor
report structure differences since the last update. Specifically, the report
reflects the awarded construction contracts, addition of applicable
awarded contracts that fall within the Uniform Public Construction Cost
Accounting Act guidelines (adopted by the Board last fall), and that the
consultant agreements are now tabulated by design and construction use.
Member Pilecki had provided staff with questions prior to the meeting
inquiring about the nature and authority level for three change orders for
separate projects shown on the Change Order Log. Mr. Lopez responded
that two of the three inquired change orders (District Project (DP) 7320,
Change Order 1 and DP 7327, Change Order 2) were components related
to emergency repair and replacement work in the Primary Sedimentation
Tanks that had been brought before the Board. The larger of the two being
the actual mechanical work associated with the chain and flight system
replacement.
The third change order(DP 7330, Change Order 3) was for multiple,
smaller contingency tasks that were combined into one change order for
administrative efficiency, and in which the combined total amount fell
within the Board authorized General Manager Authority threshold.
May 16, 2019 Regular Board Meeting Agenda Packet- Page 548 of 549
Page 5 of 5
Engineering & Operations Committee Minutes
May 7, 2019
Page 4
After discussion, staff was requested to add a column to the Change
Order Log report to identify the authority means in which change orders
are executed (i.e., Board or General Manager Authority). Mr. Lopez said
he would update the report with this information going forward.
COMMITTEE ACTION: Received the report and provided input to
staff.
c Receive list of future agenda items
COMMITTEE ACTION: Received the list.
4. Announcements
None.
5. Future Scheduled Meetings
Tuesday, June 4, 2019 at 2:00 p.m.
Tuesday, July 16, 2019 at 2:00 p.m.
Tuesday, August 13, 2019 at 2:00 p.m.
6. Suggestions for Future Agenda Items
No additions requested.
7. Adjournment— at 2:41 p.m.
May 16, 2019 Regular Board Meeting Agenda Packet- Page 549 of 549