HomeMy WebLinkAbout10.b. Engineering & Operations Committee Meeting Minutes 04-03-24 Page 1 of 5
Item 10.b.
CENTRALSAN
jdf A- hom
CENTRAL CONTRA COSTA SANITARY DISTRICT
April 25, 2024
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: APRIL 3, 2024 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR
MCGI ILL AND MEMBER WEDINGTON
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. 04-03-24 Engineering & Operations Committee Meeting
April 25, 2024 Special Board Meeting Agenda Packet- Page 106 of 110
Page 2 of 5
CENTRAL SAN
CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392
BOARD OF DIRECTORS:
REGULAR MEETING OF THE MAKIAHNLAURITZEN
CENTRAL CONTRA COSTA President
SANITARY DISTRICT MrcHAELR.M
President Proro Temem
ENGINEERING & OPERATIONS BARBARA D.HOCKETT
J.PILECKI
EDIW NGTON
COMMITTEE TAD EDI
FLORENCE T. TON
MINUTES PHONE: (925)228-9500
FAX.-(925)372-0192
Wednesday, April 3, 2024 www.centralsan.org
8:30 a.m.
Committee:
Chair Mike McGill
Member Florence Wedington
Staff.
Roger S. Bailey, General Manager
Greg Norby, Deputy General Manager — Operations
Philip Leiber, Deputy General Manager — Administration
Alan Weer, Plant Operations, Division Manager (joined during Item 3.a.)
Danea Gemmell, Planning and Development Services Division Manager
Edgar Lopez, Capital Projects Division Manager
Nitin Goel, Operations Optimization Manager
Paul Seitz, Collection Systems Division Manager
Carl Von Stetten, Geographic Information System (GIS)Analyst
Stacey Durocher, Administrative Services Assistant
1. Call Meeting to Order
Chair McGill called the meeting to order at 8.30 a.m.
2. Public Comments
None.
April 25, 2024 Special Board Meeting Agenda Packet- Page 107 of 110
Page 3 of 5
Engineering & Operations Committee Minutes
April 3, 2024
Page 2
3. Agenda Items
a. Hold a discussion with the Committee regarding Change Order Log,
Quarterly Reports, and Bid Schedules to compare budgeted vs. actual
costs including project status, close-outs, and status of current service
agreements
Mr. Norby provided the Committee with some background information
regarding this topic. He stated that the goal is to compile a well-organized
report using one source of information that is easy to interpret and will be
transparent enough for rate payers that want to know the status of
infrastructure investments and that funds are being put to good use and
getting high-quality outcomes from the Capital program.
In response to a question posed by Member Wedington regarding what
staff expects the end result to be, Mr. Norby stated that the District is
steadily moving toward being able to utilize information from a single
source that can assist in developing public-facing documents that the
Board and rate payers can refer to for information as well as to be used
internally to develop quarterly and annual reports easily.
Mr. Bailey added that the goal is to provide the Board with a document,
guided by standard business practices, that will also incorporate the
Board's feedback regarding useful information for oversight.
Chair McGill stated that this information is being provided not only to
inform the Board but also to provide as much transparency as possible to
the public.
Mr. Lopez provided an overview of the presentation included in the
agenda materials. He discussed past reporting practices for the Capital
program and what staff plans to provide in future reporting. Past Capital
project reports contained agreements and construction contracts that
included total costs, paid to date, remaining budget, variances, change
orders, type of service, authorizations, and bid schedules of upcoming
projects and estimates.
Mr. Lopez stated that past reports did not provide the entire picture and
the various pieces that tie into a project. They were intended to monitor
variances with bids, changes orders, and status updates of the project.
In response to Member Wedington's question regarding how contracts
were listed in the past reports, Mr. Lopez stated that past reports only
listed projects by contract and project numbers. The Oracle ERP system
and reports will contain all contracts and consultant agreements, including
past information related to the project.
April 25, 2024 Special Board Meeting Agenda Packet- Page 108 of 110
Page 4 of 5
Engineering & Operations Committee Minutes
April 3, 2024
Page 3
There was a discussion regarding as-needed (versus project specific)
consultants and how those resources are being used. Mr. Norby stated
that Capital projects has several as-needed consultant agreements with a
range of major firms covering a variety of work. Mr. Bailey expressed his
concern about mixing as-needed resources to cover cost overruns for
project specific work, when instead a contract amendment or change
order should be done for transparency. Mr. Lopez explained the as-
needed type of agreements and the difference between project specific,
scopes, task orders, and charging projects. There have been
circumstances with a larger more complicated project that has required
additional resources under as-needed agreements, however all are
charged to the project with a defined scope.
Mr. Norby discussed key terms and clarified the difference between the
Capital Improvement Program (CIP) and the Capital Improvement Budget
(CIB) when discussing the Budget. The term CIP represents the long-term
projections (over a ten-year period) and CIB relates to the Budget in the
current fiscal year.
A discussion ensued regarding topics and terms to be included in future
reporting. Mr. Norby suggested developing a summary of project control
metrics for the Board.
Member Wedington suggested adding information regarding Budget vs.
Actual, Schedule vs. Actual, anticipated schedule, percentage of change
orders including charts, graphs and tables to the report template. She
preferred the report to be developed with all projects by program including
the backup information, but with a roll up summary sheet for each project
to provide the option to review the details if needed.
In response to a question posed by Chair McGill about how projects will
be easily identified when they are not going as planned, Mr. Bailey
suggested highlighting anomalies but will work with staff on a solution.
COMMITTEE ACTION: Conducted discussion and received input
from the Committee.
b. Receive a demonstration of the Geographic Information System (GIS) and
Mapping System
Mr. Goel provided an overview of the presentation included in the agenda
materials. He discussed some background information on the Asset
Management Program improvements and the GIS and Mapping System to
avoid data duplication and how information is stored in one location.
April 25, 2024 Special Board Meeting Agenda Packet- Page 109 of 110
Page 5 of 5
Engineering & Operations Committee Minutes
April 3, 2024
Page 4
Mr. Von Stetten provided a detailed demonstration of the GIS and
Mapping System for the Committee.
In response to Mr. Norby's question regarding updating and adding
information to the system, Mr. Von Stetten stated that information is added
almost immediately, and prior to the start of construction whenever
possible. Mr. Norby commented that this is one of the high-quality
aspects of how the District should be operating.
The Committee was very impressed with the GIS and Mapping System.
Chair McGill asked if staff was presenting this to other agencies. Mr. Goel
responded yes.
COMMITTEE ACTION: Received the demonstration.
4. Announcements
None.
5. 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 and provided input to staff.
6. Future Scheduled Meetings
Wednesday, May 1, 2024 at 8:30 a.m. (CaRGelled)
Wednesday, May 8, 2024 at 8:30 a.m. (Budget Review)
Wednesday, June 5, 2024 at 8:30 a.m. (at CSO)
7. Adjournment— at 10.43 a.m.
April 25, 2024 Special Board Meeting Agenda Packet- Page 110 of 110