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HomeMy WebLinkAbout10-18-73 AGENDA BACKUPOld Business 6 10/18/73 October 17, 1973 MEMORANDUM FOR: THE HONORABLE MEMBERS OF THE BOARD OF DIRECTORS FROM: G. A. Horstkotte, Jr., General Manager -Chief Engineer SUBJECT: EMERGENCY SLIDE REPAIRS, HEATHER LANE, ORINDA, D.S.P. 2340 As I indicated previously, the winter rains of last year occasioned fifteen slides in various portions of the District. Some of the slide repairs are being corrected with District maintenance forces. Major slides have been classified under an emergency condition. We have received four quotations, ranging from $6,452.00 to $11,400.00, for slide correction at Heather Lane, Orinda, District Sewering Project 2340. Low bidder, W. R. Thomason, Inc., submitted a bid of $6,452.00. 1 We request that you approve the plans and authorize $9,500.00 from the Sewer Contruction Fund to do the repair work, provide payment for the consulting geologist, provide a contingency fund, and allowance for survey and inspection cost. Respectfully submitted, I1®4,414404,p e G A Horsbkotte, Jr. Gener 1 nager-Chief Engineer GAH:jv Attachment Old Business 5. 10/18/73 October 17, 1973 MEMORANDUM FOR: THE HONORABLE MEMBERS OF THE BOARD OF DIRECTORS FROM: Jerry Laster, Wilson, Jones, Morton and Lynch SUBJECT: LOCAL IMPROVEMENT DISTRICT NO. 54 SCHEDULE 1 RESOLUTION NO., �, REQUESTING CONSENT OF THE CITY COUNCIL OF THE CITY OF PLEASANT HILL. SCHEDULE 2 A. PROPOSED AGREEMENT REDUCING ASSESSMENTS. The attached letter, together with the agreement attached thereto, was mailed to each of the property owners on property assessed for the improve- ments of Schedule 2, on October 12, 1973. The letter indicates that only request for reduction in assessments received by November lst will be honored. B. AWARD OF CONTRACT. The time limitation for attacking the project on the basis of Environ- mental Impact Report expires thirty days from the filing of Notice of Determination with the County Clerk. The Notice of Determination was filed October 5th, hence the 30 day period will not expire until November 5th. The time within which the District can award a construction contract expires 45 days from the submission of bids. That time is also about the same date. The District Board's regular meeting, however, may not occur until Thursday, the 15th of November. Accordingly, the contractor, together with his surety's consent has offered that the time within which a contract may be awarded him may be extended until November 16, 1973. RESOLVE THAT THE DISTRICT HEREBY ACCEPT THE OFFER OF THE LOW BIDDER ON SCHEDULE 2, CONSENTED BY HIS SURETY, THAT THIS DISTRICT MAY MAKE AN AWARD TO SUCH CONTRACTOR ON SUCH SCHEDULE ON OR BEFORE NOVEMBER 16, 1973. SCHEDULE 3 RESOLUTION NO. , AWARD OF CONTRACT FOR SCHEDULE 3 TO W. R. THOMASON. JL:jv Attachment Engineer's Report Item 1 October 15, 1973 4 MEMORANDUM FOR: Honorable Members of the Board of Directors VIA: G. A. Horstkotte, Jr., General Manager -Chief Engineer SUBJECT: AUTHORIZE TRANSFER OF SHIRLEY FOWLS, RECEPTIONIST CLERK TO ENGINEERING DEPARTMENT The Engineering Department workload has reached a point where we need a full time District experienced secretary to work on our A-1 priorities and conform to our time -management schedules. The secretary should be responsible for a functional role and have identification with the Engineering staff in order to increase the Department total effectiveness by developing time -saving procedures and save time for Engineering supervising personnel. Engineering clerical duties are performed by supervisory personnel. Each supervisor main- tains an individual filing system. We need to develop an Engineering filing system so when the project advances beyond their scope into design, right-of-way, bidding, then into construction, pertinant sur- vey and inspection data will be readily available during the construction period. All right-of-way documents and logs are filed and maintained in the Engineering Department. The above types of clerical tasks can be more effectively handled by a secretary working directly in the Engineering Department and at a lesser pay range. We request the approval of the reassignment of the position of Receptionist -Clerk to the Engineering Department and the appointment of Shirley Fowle to this position. Shirley Fowle has been with the District three months and has proven herself as a very effective pool secretary and with this transfer the effect on the pool would amount to a trade-off. Respectfully submitted, Jack L. Best Manager -Engineering Dept. Reviewed: Lo Deputy General Manager -Chief Engineer Recommendation Approved: 6s �-o , G.-A. H 3rstkotte, Jr. G�'nerat Manager -Chief En 'neer i JLB:pd cc Personnel Committee and Members Gibbs, Allan, Rustigian VII. New Bus. 5,8,9,10,11,1 10/18/73 October 12, 1973 MEMORANDUM FOR: THE PERSONNEL COMMITTEE OF THE BOARD OF DIRECTORS VIA: G. A. Horstkotte, Jr., General Manager -Chief Engineer SUBJECT: PERSONNEL ITEMS ON AGENDA FOR MEETING OF OCTOBER 18, 1973 In accordance with the Personnel Committee's instructions, we have placed the personnel matters on the Agenda for the October 18, 1973 meeting. We suggest a meeting of staff with the Personnel Committee be held at 7:30 o'clock P.M. on October 18, to discuss these matters. Respectfully submitted, WCQJ&E:�_ W. C. Dalton Deputy General Manager -Chief Engineer WCD:jv JLB cc: Members Rustigian, Allan and Gibbs VII. New B 8,9,10 & 10/18/73 October 11, 1973 MEMORANDUM FOR: THE PERSONNEL COMMITTEE OF THE BOARD OF DIRECTORS VIA: G. A. Horstkotte, Jr., General Manager -Chief Engineer SUBJECT: AUTHORIZATION FOR PROMOTION OF TWO ASSISTANT PLANT OPERATORS TO PLANT OPERATORS TO FILL VACATED POSITIONS Two Operator positions have been vacated by early retirement. Mr. George Weiss, Plant Operator, age 62, retired August 31, 1973. Mr. Weiss did not feel that he could maintain the required pace of plant operations due to problems with his legs, and chose an early retirement. Mr. Bill Wood, Plant Operator, age 58, has been ordered by his doctor to discontinue all physical work, due to medical reasons. Mr. Wood is presently being processed for retirement. It is requested that these two vacant positions be filled promotionally from the Assistant Operator positions. These positions would be filled by Mr. Theodore Smith and Mr. Roy McDowell. These men have been employed at the Assistant Operator level for 3-1/2 years and 3 years, respectively. Both men have performed satisfactorily at the Assistant Operator level and have demonstrated competency for the Operator position. Both men are certified at the Grade IV level with the California Water Pollution Control Association. The two vacated Assistant Operator positions will then be filled from the Assistant Operator Eligibility List (Resolution No. 73-49) established May 17, 1973. Respectfully submitted, D. G. Niles Manager, Plant Operations DGN:kr Recommendation Approved: UHorstkotte, Jr al Manager-Chie ngineer cc: Members Gibbs, Allan, and Rustigian VII. New Bus. 4. 10/18/73 October 11, 1973 MEMORANDUM FOR: THE HONORABLE MEMBERS OF THE BOARD OF DIRECTORS VIA: G. A. Horstkotte, General Manager -Chief Engineer SUBJECT: STATUS OF FINANCIAL PLANNING We are in the process of updating the short term financial plan and projections necessary for any type of borrowing. Bartle Wells is doing this work and, while it will be based to a certain extent upon the earlier Financial Plan developed for the treatment plant project now under contract. it will be in a different form and more detailed. The format used previously was established by State grant guidelines, but the present thought is to relate more closely to normal District budgetary practices. The longer -term plan will probably be an adaption of the Bartle Wells update and I will probably continue the format used for the project submit- tal, since it is intended for pending grant applications as well as general planning. We have encountered a major road block in our plan to issue short term grant anticipation notes. The law governing the issuance of revenue based short term notes was amended this year to permit the use of secured grant funds as a borrowing base, but the amendment included a requirement for a specific date of receipt of grant funds. Our grants are based upon a per- centage of completion without specified dates. In an attempt to resolve this problem with the State, Mr% O'Neil and Mr. Zimmerman of Bartle Wells, Mr. Laster and myself met with representa- tives of the State Division of Water Quality Control and the State Attorney General's office. While the State people admit that legally they can agree to specific date(s) for payment of grant funds, this is not their present policy, and they are opposed to changing it. However, we proposed a presen- tation to the State Board dealing with our specific situation and needs, and have the general concurrence of the State staff to pursue a parallel study. Mr. O'Neil and Mr. Laster will prepare the presentations for the earliest possible State Board consideration. During the same conference, we explored the possibility of reducing grant payment intervals. The present regulations call for grant payments at 20% completion intervals with a withhold up to 10% of grant payment. Based on our discussion, it now appears that we can expect grant payment intervals for our project of 5% with a total withhold at the end of the project of 5% until audit. This will improve our cash flow problem consider- ably providing Federal funds are not unduly delayed as a result of adminis- tration slow downs or impoundments. October 11, 1973 Page Two We also obtained tentative assurance that by November 1, 1973, the State will accept the bill for the $3,850,000± expended by -the District for engineering and other work preliminary to construction. We have begun putting this material together for grant payment. Respectfully submitted, W. C. Dalton Deputy General Manager -Chief Engineer WCD:sf Recommendation Approved: . Horstkotte,JrU General Manager -Chief Engineer VII. New Bus, 7. 10/18/7: October 11, 1973 MEMORANDUM FOR: HONORABLE MEMBERS OF THE BOARD OF DIRECTORS VIA: G. A. Horstkotte, Jr., General Manager -Chief Engineer SUBJECT: MRS. JAMES TSURNOS DAMAGE CLAIM (AUTO) $38.21 1. PROBLEM: On June 12, 1973, Mrs. James Tsurnos drove over a rodding inlet cover on Carlos Drive in Pacheco, and it flipped up and damaged the transmission cross member on her car in the amount of $38.21. The cover has since been repaired. 2. BACKGROUND: From time to time, this style rodding inlet cover will warp when subject to lots of traffic. Most times our maintenance crews find them on their rounds and they are repaired or replaced. The new style casting and covers are round and we have had no problems with them. 3. RECOMMENDATION: This claim was first turned over to our insurance company, Schroder Insurance, but it is less than our deductible. I recommend paying this claim. Respectfully submitted, kL Robert H. Hinkson Manager, Maintenance Dept. Recommendation approved: G. A Horstkotte, r. Gen ral Manage r-Ch Engineer VII. New Bus. 3. 10/18/73 October 11, 1973 MEMORANDUM FOR: THE HONORABLE MEMBERS OF THE BOARD OF DIRECTORS VIA: G. A. Horstkotte, General Manager -Chief Engineer SUBJECT: FUNDING AUTHORIZATION FOR COUNTY WATER QUALITY CONTROL STUDY This District has been deeply involved in the subregional waste water management program since its inception almost three years ago. During the preparation of the Brown and Caldwell County Water Quality Study, we prepared various incidental studies, but the major effort was confined to top management and legal. Since the submittal of that study to the Board of Supervisors and the Regional Water Quality Control Board, and the resultant funding of a second re -study by the Board of Supervisors, our efforts in this study area have multiplied tenfold. In addition to devoting a much larger proportion of top management time, it has been necessary to add office staff, engineering, printing, etc., and to call upon legal and special consultants for assistance. As a result we have been accumulating charges which should be properly allocated against an account established for this purpose. RECOMMENDATION: Establish a special account for County Water Quality Study and allocate $20,000 from Sewer Construction Fund to cover accumulated and future charges. Respectfully submitted, L06DSk=_S W. C. Dalton Deputy General Manager -Chief Engineer Recommendation Approved: G. Horstkotte, Jri! ! Geri1 Manager -Chief Engineer at' 7 �1_ October 10, 1973 MEMORANDUM FOR: HONORABLE MEMBERS OF THE BOARD OF DIRECTORS FROM: G. A. Horstkotte, Jr., General Manager -Chief Engineer SUBJECT: AUTHORIZE INCREASE IN LIFE INSURANCE COVERAGE FOR DEPARTMENT MANAGERS TO $25,000. We have been advised by CASA Group Life Insurance, that with the change in titles of the three department heads to "Manager" of their departments, they are eligible for the Class A insurance coverage of $25,000 per employee. This increase in insurance from $15,000 to $25,000 will cost $7.10 a month per employee. Respectfully submitted, G. Horstko te, Jr. Genera ager-Chief Engine GAH : j v VII. New Bus. 13. 10/18/73 ''VII. New Bus 5. 10/18/73 October 9, 1973 MEMORANDUM TO: PERSONNEL C0NjNj,TTEE OF THE HONORABLE B ARD OF DIRECTORS VIA: G. A. Horstkotte, Jr., General Manager -Chief Engineer SUBJECT: APPOINTMENT OF JESSE L. LAWRENCE TO THE POSITION OF MAINTENAICE MAN I. SALP01Y RANGE 40-A $735.00. 1. PROBLEM: This position has been authorized in the 1973-1974 Budget. 2. 3ACKGR!--)UN]): Air. Lawrence has 7 years experience with a local contractor doing pipe and related construction work. This is the background I need for this position. 3. RECOMMENDATION: Approval. Respectfully submitted, Robert ,. Hinkson Superintendent of Field Operations R117, r; yb Recommendation Reviewed: IV. C. Dalton Deputy General :'.tanager -Chief Engineer Recommendation Approved: G �. Ai��, G A Horstkotte, J . cne al Manager -Chi Engineer cc: Gibbs, Allan and Rustigian VII. New Bus 6. 10/18/7 October 5, 1973 MEMORANDUM FOR: THE HONORABLE BOARD OF DIRECTORS VIA: G. A. Horstkotte, Jr., General Manager -Chief Engineer SUBJECT: MAINTENANCE STAFF ATTENDANCE AT NORTHERN CALIFORNIA PUBLIC AGENCIES SAFETY CONFERENCE 1. PROBLEM: On November 7, 1973, this conference will be held in Santa Rosa. The entire day's program will be devoted to Water Pollution Control Safety. 2. BACKGROUND; The program will include the following subjects: Waste- water Facilities Found Failing in Safety Department, Chemical Handling, Traffic Safety, Employee Sanitation, Manhole Safety and O.S.H.A.C.C.O.S.H. The program has been prepared for first line supervisors. I want to send eight people from maintenance and the plant wishes to send four. Registration is $4.75 per person. My request is for $57.00. 3. RECOMMENDATION: Approve attendance and expense for this conference. Respectfully submitted, Robert H. Hinkson Manager, Maintenance Dept. Recommendation approved, G. A.� Horst Otte, J . Gene al Manager- Engineer 9 VI OLD BUSINESS 1. MEMORANDUM FOR: HONORABLE MEMBERS OF THE BOARD OF DIRECTORS VIA: G. A. Horstkotte, Jr. - General Manager -Chief Engineer SUBJECT: ENVIRONMENTAL REPORT - L.I.D. 54 SCHEDULES 1-4 1. PROBLEM: The final EIR is ready for Board adoption. 2. BACKGROUND: The Draft EIR has been reviewed by other agencies and persons. Their comments have been incorporated into the final EIR. 3, RECOMMENDATION: 1. Adopt Final EIR. 2. Approve project. 3. Direct District staff to file the Notice of Determination with the County Clerk. Respectfully submitted, Jack L. Best Manager, Engineering Dept. Recommendation Approved: t4wo t�e, r/ Gen ral Manager -Chief zineer JLB:rm