HomeMy WebLinkAboutEngineering & Operations MINUTES 12-07-22Page 2 of 5
LCENTRAL SAN
REGULAR MEETING OF THE BOARD oFDIRECTORWILLIAMS
DAVID R. WILLIAMS
CENTRAL CONTRA COSTA Preen`
SANITARY DISTRICT BARBARAD.H°CKETT
President Pro Tem
ENGINEERING & OPERATIONS MARIAHN.LAURITZEN
COMMITTEE MLCHAEL R. MCGHL
TAD J PILECKI
MINUTES PHONE: (925) 228-9500
FAX- (925) 372-0192
Wednesday, December 7, 2022 www.centralsan.org
11:00 a.m.
(All attendees participated via videoconference)
Committee:
Chair Mariah Lauritzen
Member Barbara Hockett
Staff. -
Katie Young, Secretary of the District
Steve McDonald, Director of Operations (joined during Item 4.b.)
Edgar Lopez, Capital Projects Division Manager
Danea Gemmell, Planning and Development Services Division Manager
Sasha Mestetsky, Senior Engineer
Amanda Cauble, Associate Engineer (left during Item 4.b.)
Russell Leavitt, Engineering Assistant I I I (left after Item 4.b.)
Heather Ramamurthy, Management Analyst
Amelia Berumen, Assistant to the Secretary of the District
Stacey Durocher, Admimistrative Services Assistant
Notice
This meeting was conducted virtually in accordance with the provisions stipulated
in Assembly Bill 361 and adopted on December 1, 2022, by the Central San
Board of Directors. The agenda included instructions for options in which the public
could participate in the meeting.
2. Call Meeting to Order
Chair Lauritzen called the meeting to order at 11:00 a.m.
3. Public Comments
No public comments.
December 15, 2022 Regular Board Meeting Agenda Packet - Page 142 of 145
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Engineering & Operations Committee Minutes
December 7, 2022
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4. Items for Committee Recommendation to Board
a. Review draft Position Paper to consider adopting three Resolutions to
approve funding eligibility from the California State Water Resources
Control Board (SWRCB) Clean Water State Revolving Fund (SRF) for the
Ultraviolet Disinfection Replacement Project, District Project 100012;
approve reimbursement from the SRF Loan; and find the project is exempt
from the California Environmental Quality Act (CEQA) and file a Notice of
Exemption accordingly
Ms. Gemmell discussed the competitive process for the SRF program
funding and advised that getting a head start on the application is
essential and will allow staff to submit a more complete application to
secure that funding. Staff plans to submit the initial application by
December 31, 2022.
Chair Lauritzen asked if SWRCB responds with feedback, would
resubmitting the application next year delay the project.
Ms. Gemmell responded that it could delay the project, but it does take
time to get through the SRF process based on past experience. The
schedule for this project gives staff that flexibility, and even if they do
come back with comments, the District would still be in a good place to
resubmit in December 2023.
Mr. Lopez stated this project will take approximately one year to design,
and construction is not expected to start for another three -plus years. The
thought process is to get an early start for the best chances at obtaining
funding.
Ms. Gemmell expanded on what makes the District most competitive and
explained that a total of 16 points are available for scoring. Four of those
16 points are based on the project readiness as measured by availability
of design documents. The environmental aspect will show a complete
application which is two points. Then, one point is given for 50% plans,
and then another point for 95% plans, which is a good start towards
having a competitive overall score.
Member Hockett agreed that it is a good idea to plan ahead and get
feedback so that any required changes can be implemented in a timely
manner.
COMMITTEE ACTION: Recommended Board approval.
December 15, 2022 Regular Board Meeting Agenda Packet - Page 143 of 145
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Engineering & Operations Committee Minutes
December 7, 2022
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b. Review draft Position Paper to conduct a public hearing to consider
approval of the Houston Court Area Contractual Assessment District
(CAD) No. 2022-1 in Danville, District Project 6745; and adopt a
Resolution confirming compliance with California Constitution, Article
XIIID, Section 4 (Proposition 218); adopt a Resolution approving the
Engineer's Report, assessments, interest rate and financing period to be
charged on financed assessments, ordering improvement; and authorize
the General Manager to execute an agreement with Houston Court Area
CAD No. 2022-1 participants
Mr. Leavitt reviewed the presentation included in the agenda materials.
Ms. Gemmell provided clarifications on the suggestions made in the draft
Position Paper, as well as the recommendation to change the repayment
term from ten to 20 years.
For example, on past projects, Central San has paid for shares and then
has been reimbursed as connections were made. However, District
Counsel recommended that the District not participate in this project since
the project conditions are not the same as prior CADs.
Staff explained that District Counsel recommended extending the term
which would reduce the annual debt payment.
Mr. Leavitt mentioned that extending the repayment term would be done
on a CAD -by -CAD basis and in this case, staff feels it is warranted due to
the conditions of the project.
Ms. Gemmell added that the conditions are different because normally the
cost would be divided by five or more property owners, but due to a school
being located on this street, there are only four homeowners. Therefore,
staff recommends a longer repayment term at the lower interest rate.
Member Hockett thanked staff for being creative in finding ways that could
help the homeowners with the costs of this project.
Chair Lauritzen asked why it was not recommended that Central San
participate in this project like on other projects.
Mr. Leavitt explained that while it is intended for these projects to be
private installer projects, the District has been involved in some projects
due to certain circumstances such as concerns of contamination in nearby
waterways. The Alhambra Valley Assessment District (AVAD), and St.
Mary's Road CAD projects had creeks nearby and were at risk of
contamination if the septic systems failed. Since there is some risk for the
District when involved in these situations, District Counsel only
recommends this in rare instances.
December 15, 2022 Regular Board Meeting Agenda Packet - Page 144 of 145
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Engineering & Operations Committee Minutes
December 7, 2022
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The Committee had no further questions.
COMMITTEE ACTION: Recommended Board approval.
5. Other Items
a. Receive update on in-house survey staff versus seasonal consultant
services analysis
Mr. Lopez reviewed the presentation included in the agenda materials.
Mr. Lopez explained that peak season workloads seem to be increasing,
and with inclement weather and drought issues there does not seem to be
much reprieve. Costs of outside consultants are being monitored to
overhead costs of in-house staff. While consultant pricing seems to be
increasing, the District benefits by working with outside consultants and
gains some advantages in the process, such as being more cost-effective
overall, as well as monitoring new techniques. The disadvantages could
include staff time for coordination, consultant personnel changes, and
higher costs if used on an annual basis as opposed to seasonal. Staff will
continue to monitor the situation.
Chair Lauritzen clarified her understanding on this topic and thanked staff
for the update.
COMMITTEE ACTION: Received the update.
6. Announcements
Member Hockett announced the District was awarded the Uptime Award for Best
Work Execution Management Program and congratulated those employees that
attended the International Maintenance Conference where the award was
presented. Chair Lauritzen also thanked staff for all their hard work.
7. Suggestions for Future Agenda Items
a. Receive list of upcoming agenda items and provide suggestions for any
other future agenda items
COMMITTEE ACTION: Received the list.
8. Future Scheduled Meetings
2023 Committee dates to be determined
9. Adjournment —at 11.42 am.
December 15, 2022 Regular Board Meeting Agenda Packet - Page 145 of 145