MINUTES OF THE REGULAR MEETING
OF THE BOARD OF DIRECTORS OF THE
IRONHOUSE SANITARY DISTRICT
July 2, 2013
The Ironhouse Sanitary
District (ISD) Board of Directors met in regular session on Tuesday, July 2,
2013.
The place of meeting was the
Ironhouse Sanitary District Office at 450 Walnut Meadows Drive, Oakley,
California.
1.
Call to Order
The
meeting was called to order by President Lauritzen at 7:03 p.m.
2. Pledge
of Allegiance led by Director David Contreras
Roll
Call:
Directors present: David Contreras, David Huerta, Chris
Lauritzen, Michael Painter and Doug Scheer
Note:
David Huerta arrived at 7:45 p.m.
Members
absent: None
Staff/Consultants present: Tom Williams, General Manager
Jennifer Skrel, District
Engineer
Susan Walde, District
Secretary
Fred Etzel, District
Counsel
Michael Welty,
Financial Officer
Joe Mueller,
Environmental/Process Compliance Manager
Marc Haefke,
Operations Superintendent
Interested
Parties: John Cain, American
Rivers
Randy
Mager, DWR
Susan
Morgan, Oakley
Randy
Pope, Oakley City Council
3. Approval
of Agenda
M/S M. Painter, D. Scheer, and the Board voted to
approve the agenda.
4. Approval
of the Minutes of the June 4, 2013 Regular Meeting and the June 18, 2013
Special Workshop Meeting.
Director Contreras noted corrections to the Minutes of
the June 18, 2013 Special Workshop Meeting.
M/S D. Contreras, M. Painter and the Board voted to
approve the minutes of the June 4, 2013 regular meeting; and the minutes of the
June 18, 2013 special workshop meeting with the corrections as noted.
5. Public Comments – Communications from the public on subjects not on
the agenda.
There were no comments from the public.
6. Consent Calendar
A. Approval of Payment Order, Report on Financial
Position & Operating Performance.
B. Approval of Posting & Publishing of Ordinance
No. 51/Order No. 13-20 Sewer Service Charge Adjustment (BO 13-23).
M/S D.
Contreras, M. Painter, and the Board voted to approve the consent calendar. D.
Huerta was absent.
7. Business Before the Board
7A. Consideration
of Solar PPA Modification.
Ms.
Skrel reviewed with the Board the Solar PPA assignment and assumption agreement
with California PV Energy, LLC.
California PV has requested changes to the original agreement. Ms. Sophie Akins was available via conference
call to review the revisions in the PPA Assignment and assumption agreement
with the ISD Board.
Director Lauritzen asked if we have enough recourse if
the company is not able to service the equipment. Ms. Adkins explained they have provisions
written in the agreement that protect the District. After discussion of the revisions;
M/S M.
Painter, D. Scheer and the Board voted to authorize the general manager to sign
the Assignment and Assumption Agreement associated with the ISD Solar project. D. Huerta was absent. (B.O. 13-24).
7B. Consideration of Agreement with RD 830 Regarding
the proposed Marsh Creek Enhancement project on up to 100 Acres of ISD Land.
7:45 p.m. Director Huerta arrived
Mr.
Williams presented to the Board an overview of the Marsh Creek Project. The project has been around since 1993/94
Environmental Project. Mr. Williams
reviewed the history of the project and the potential benefits it will bring to
the community by the support of the ISD Board.
Director
Contreras has questions about this being a three year project and changing the
contract with RD 830 from a 5 year contract to a 3 year contract. He would recommend the following term
changes; change to term of three years with option for two one year extensions.
Mr.
John Cain of American Rivers spoke to the Board in support of the project. He has been working in support of this
project for 12 years, believing the project will help protect Marsh Creek and
Western Delta water quality, while enhancing habitat for fish, wildlife and
people. He stated the project will be
great for water quality from the Marsh Creek Watershed. He first became involved in 1999 with Mr.
Byer and Mr. Bauer from ISD. In 2001 he
presented the project to Mr. Williams and has had an ongoing working
relationship with Mr. Williams. In 2010
he worked with Mr. Williams on the RD 830 grant, and helped encourage the ISD Board
to continue supporting the project. He stated that the project will bring $2.5
million to the ISD ratepayers, in addition to the environmental benefits. The project will place ISD as an innovative
leader in water management and bring strength to the institution.
Mr.
Williams stated the project became a reality when going to the Regional Water
Quality Control Board (RWQCB) for the new Water Recycling Facility (WRF) river
discharge permit. The partners ISD asked to speak on its behalf at the RWQCB
meeting (DWR, City of Oakley and John Cain of the National Heritage Institute)
all helped influence the decision of the RWQCB such that ISD received its permit
in favor of the river discharge.
Mr.
Mager of DWR stated that he became part of the project three years ago. He indicated this project is very innovative;
to restore Marsh Creek at this level is very unique. He is very excited about working on this
project and is eager to move forward.
Director
Painter stated that this is a unique opportunity and staff has done due
diligence. He stated that timing is everything and now is the time to go forward
with the project.
President
Lauritzen stated that as long as the project does not impact the ratepayer he
can support it. He emphasized our business
is to collect, treat and dispose. He
voiced his concern regarding the relocated levee system the proposed project
will create and its future maintenance; which has a possibility of impacting
the ratepayer. He emphasized that there cannot
be a cost to the ratepayer.
Director
Contreras asked the District Engineer about her concerns.
Ms.
Skrel stated that Mr. Mager of DWR sent an email addressing how different
concerns brought up by ISD can be resolved, and that recent edits to the ISD/RD
830 agreement have been included that protect ISD and, allow for changes if
needed as the project progresses.
M/S M. Painter, D. Huerta and the Board voted
unanimously to approve the agreement with Reclamation District 830, and
authorize the President to sign the agreement with the recommended changes to
agreement term of three years with two one year extensions. (B.O. 13-25)
7C. Consideration of Purchase of Dumpster-Veyor. Authorize General Manager to enter into
contract with D.R. Cordell & Associates, Inc. for purchase and installation
for a cost not to exceed $95,000.
Ms.
Skrel reviewed with the Board the process of handling screenings from the 1mm
drums screens at the WRF on a weekly basis.
Currently, the screenings compactor sends the screenings from the drum
screens Monday through Friday into a 3 cubic yard dumpster that is emptied by
our garbage hauler multiple times during the week. On weekends, to eliminate the need for an
operator to be on-site, the screenings compactor is removed from operation and
a 20 yard dumpster is placed under the helix presses. Without the screenings press helping to
remove excess moisture, the very high moisture content coming from the Helix presses
over the weekend results in standing water, as well as excess weight in the 20
yard dumpster. To allow the screenings compactor
to remain in operation 7 days per week, the location of the 20 yard dumpster is
proposed to be located in the semi enclosed area under the drum screens. To facilitate moving of the dumpster to allow
complete filling of the dumpster, staff is proposing the purchase of the
Dumpster-veyor.
Director
Contreras asked about the use of the presses and, did staff prepare a cost
analysis of not purchasing the new equipment vs. the cost of paying staff
overtime and continuing to use the 3 yard dumpsters.
Staff responded that the proposed dumpster-veyor was
to utilize the screenings compactor 7 days a week, utilize the 20 yard dumpster
7 days a week, minimize standing water in the 20 yard dumpster, improve the quality of screenings on the
weekend, reduce truck trips to dump the screenings, and prepare for increased volume
of screenings in the future.
Director
Contreras asked if we have operators on site on weekends and staff responded
that we do not. He also asked if the
item is budgeted. Mr. Welty stated we
have adequate funds in the expansion reserves for the purchase of the Dumpster-Veyor. Director Contreras asked Mr. Williams’
position and he stated he supports staffs proposal to reduce standing water,
and reduce truck trips.
Mr. Mueller stated that we are only running at half
our capacity at this time and when development picks up this purchase will
allow us to be better prepared to handle the additional flows.
Director
Contreras is concerned that at this time that the current disposal is of no
cost to the District, and the cost of the proposed project will have a
significant effect on the reserve account.
Discussion
was held and Director Contreras asked staff to do a review of the projects
proposed for the WRF.
Director
Painter stated he strongly supports having a septic station which provides the
ability for the RV’s to have a dumping facility and it will be a service for
the community.
Mr.
Mueller expressed the concerns of staff regarding implementing a receiving station
for RV and septic waste. Mr. Mueller
stated he is most concerned with the affect suspended solids from RV and septic
waste will have on our drum screens, as well as the overall plant processes.
Director
Contreras asked staff to look at the project, complete a cost analysis, review
the bid, and return the item to the Board for consideration.
President
Lauritzen asked staff to review the septic receiving station, how many haulers
in our area, how many loads a month, what kind of volume, etc…, and allow the
Board to review. He also asked staff to
consider how much it impacts the local customers to be traveling to another
facility.
Director
Contreras asked for the dumpster-veyor item to be tabled until next month.
7D. Acceptance of Quail Valley Sewer System. Authorize Board President to accept the
Grant of Easement from Quail Valley Homeowners Association and sign the Quit
Claim Deed between ISD and East Contra Costa Irrigation Dist.
Ms.
Skrel reported that when the Quail Valley Subdivision was constructed, no
sewage outside of the subdivision flowed through it. Today, a number of subdivisions have their collected
sewage flowing into ISD’s collection system, which now flows through sewers
installed within the Quail Valley subdivision.
ISD would like to be granted authority to own and maintain the sanitary
sewers and forcemain within the Quail Valley subdivision. In the process of reviewing the Quail Valley
sewer system, staff discovered the parcel of land that the Quail Valley Pump
Station is located on was originally dedicated in error to the East Contra
Costa Irrigation District (ECCID).
Staff recommends the Board authorize the Board President
to accept the Grant of Easement from the Quail Valley Homeowners Association to
allow ISD to construct, alter, operate, maintain and repair sewer lines within
Quail Valley Subdivision, and to sign the Quit Claim Deed between ISD and ECCID.
M/S D.
Contreras, M. Painter and the Board voted unanimously to authorize the Board
President to accept the Grant of Easement from the Quail Valley Homeowners
Association to allow ISD to construct, alter, operate, maintain and repair
sewer lines within the Quail Valley Subdivision and to sign the Quit claim Deed
between ISD and ECCID. (B.O. 13-26)
7E. Consideration of Outfall External Inspection. Authorize General Manager to enter into a
contract with Global Diving & Salvage, Inc. for external inspection of our
outfall for a cost not to exceed $6,540.
Ms.
Skrel stated per our lease with the State Lands Commission, the outfall is
required to have an external inspection every 2 years, and an internal
inspection every 5 years. The North
coast Divers performed the water survey twice before and did excellent
work. Ms. Skrel highly recommends the
Board consider entering into the contract.
M/S D.
Contreras, M. Painter and the Board unanimously voted to authorize the general
manager to enter into a contract with Global Diving & Salvage, Inc. for
external inspection of our outfall for a cost not to exceed $6,540. The fees are to be charged to the WRF
maintenance and repair account. (B.O.
13-27).
7F. Consideration of Asset Management Services. Ratify contract with Stantec Consulting
Services, Inc. for a cost not to exceed $9,874 relating to monitoring
preventative maintenance activities at the WRF.
Ms.
Skrel reported to the Board that to monitor preventative maintenance activities
at the WRF, ISD purchased NexgenAM, an asset management and computer
maintenance management software. Stantec
Consulting has been hired to organize the WRF assets in the NexgenAM system and
then assist with administration of a preventive work order process. Staff will be trained on the use of NexgenAM
and provide necessary support. Staff is
asking the Board to ratify the general manager’s decision to enter into a
contract with Stantec Consulting Services, Inc. for Asset management Services.
M/S D.
Scheer, M. Painter and the Board voted unanimously to ratify ISD’s General
Manager’s decision to enter into a contract with Stantec Consulting Services,
Inc. for Asset Management Services associated with maintenance of the Water
Recycling Facility for a cost not to exceed $9,874. (B.O. 13-28)
7G. Consideration of CSDA Board of Directors Election
2013.
Ms.
Walde stated the ballot was for the ISD Board to vote for the CSDA 2013
elections. Director Contreras
recommended the Board vote for Sherry Sterret of the Pleasant Hill Recreation
and Park District.
M/S D.
Contreras, C. Lauritzen and the Board voted unanimously to vote for Sherry
Sterret for the CSDA Board of Directors Election 2013. (B.O. 13-29)
7H. Consideration of Attendance at CASA 2013 Annual Conference
August 21 – 24, 2013.
Mrs.
Walde stated the CASA 58th Annual Conference is August 21-24 and
asked if any Board members will be attending.
Mr. Williams stated he will be attending. Director Contreras will be attending as
representative of the CASA programs committee, and Director Painter showed
interest in attending.
8. Staff Reports
Jenny Skrel – Ms. Skrel reported that for the next Board meeting
she will have an update from Millennium on the removal of the Halsey structures
and well pumps on Jersey Island. The
initial engineer’s estimate from Millennium came in at $205,000, and she is
reviewing the project with staff to determine what can be done, using in-house
staff and subcontractors, to reduce potential costs.
Fred Etzel – Mr. Etzel reported he has been following the Delta
Plan and how it relates to ISD and Jersey Island. There has been a suit filed against the Delta
Plan and he will have a memo for the Board.
He has been working with Mr. Williams on the water rights for Jersey
Island.
Marc Haefke – Mr. Haefke reported that the WRF is still having
issues with the UV and are working with Trojan to work this out. The problem may be due to the location of
high voltage wires and Trojan communication lines. Trojan staff has indicated to ISD staff that we
could have interference issues with the close proximity to high voltage wires.
Joe Mueller – Mr. Mueller reported Trojan staff made a decision
to modify the UV board wiring to possibly address the communication issues, and
ISD staff is working with Trojan to make the changes to the UV system occur.
Tom Williams – Mr. Williams reported that on June 3rd he
attended the breakfast with the mayor.
On June 12th he attended the Jersey Island Management
committee meeting on Jersey Island; on June 13th he attended a General
Managers Round Table meeting, and on June 18th he attended the
workshop with the Board and DWR on the contract with RD830 regarding the Marsh
Creek Habitat Enhancement Project. He reported that he has been working with Mr.
Welty on the management agreement between ISD and RD 830. He met with the Finance Committee working on
the Koff compensation study and will meet again on July 18th.
The RD 830 levee project near
Blind Point just went out to bid. The
bids came in at $1.5 million which is $100,000 under the engineers
estimate. The project is located between
levee stations 580+00 and 660+00 (about 8,000 feet) and will start in about
three weeks.
Levee drains were installed near
headquarters as recommended by Hultgren-Tillis to solve a localized seepage
issue, and the drains are working well. Mr.
Williams indicated he asked Mr. Moss to begin looking at mobile homes for
purchase and placement on the new elevated pad on Jersey Island.
Mr. Williams notified the
Board that he will be on vacation from July 3 until July 18 and Ms. Skrel will
be in-charge of the office.
9. Board Members Advisory Reports
Director Contreras – Director Contreras stated to
staff how much he appreciates the staff reports and how they keep the Board
informed about the District.
He reported that the District has applied for the
CASA Outreach award. He also reported
that the CSDA insider has a great article on Brent Ives regarding Assessing Organizational
Efficiency.
July 6th is the Cityhood
Celebration. The Maintenance Collections
department will help with the set-up and take down. Directors Contreras, Huerta and Painter will
be available to help with the booth and will have funnels, beach balls and bags
available for give away.
Director Scheer – Director Scheer reported that he is very
impressed with the rice project on Jersey Island. He reported that more builders are stepping
up with residential construction in the Oakley area.
Director Painter – Director Painter reported on the Delta
Science Center project on Jersey Island.
He reported that he has been working with Ms. Gehlke and they moved the
rice from the hot houses to the fields.
He reported that he attended the Jersey Island
Management Committee. He reported that
they discussed the financial options and determined to wait to initiate the J.I
Management plan until after the land management plan for the mainland is
completed.
10. Future Agenda Items for Consideration
There were no future agenda items suggested for
consideration.
11. Adjournment
President Lauritzen
adjourned the regular meeting at 9:15 p.m. until Tuesday, August 6, 2013 at
7:00 p.m. for the next regular meeting in the Ironhouse Sanitary District
offices at 450 Walnut Meadows Drive, Oakley, California.