Minutes of the ISD March 15, 2016 Special Workshop Board Meeting

MINUTES OF THE SPECIAL MEETING

OF THE BOARD OF DIRECTORS OF THE

IRONHOUSE SANITARY DISTRICT

 

March 15, 2016

 

The Ironhouse Sanitary District (ISD) Board of Directors met in Special Session on Tuesday, March 15, 2016.

The place of the meeting was the Ironhouse Sanitary District Office at 450 Walnut Meadows Drive, Oakley, California.  

 

1. Call to Order - President Doug Scheer called the meeting to order at 6:05 p.m. 
    
   Pledge of Allegiance was led by Louis Solana
    
               Members present:                    David Contreras, Susan Morgan, Michael Painter, and Doug Scheer
    
               Members absent:                     Chris Lauritzen
    
   Staff/Consultants present:      Chad Davisson, General Manager
   Michael Welty, Financial Officer
   David Smith, Maint. & Collections Superintendent
   Louis Solana, Maint. & Collections Supervisor
   Susan Walde, District Secretary
   Vivian Housen, Contract Engineering Services
    
               Interested parties present:       Kevin Rohani, Public Works Director & Engineer, City of Oakley
                                                              
   2.         Approval of the Agenda M/S M. Painter, D. Contreras and the Board voted unanimously to approve the Agenda. 
   In favor: D. Contreras, S. Morgan, M. Painter and D. Scheer. Opposed: None. Absent: C. Lauritzen.
    

3.         Public Comments – Communications from the public on subjects not on the agenda.  There were no comments from the public at this time.

 

4.         Volunteer Recognition – Drue Tabor, Damien Loyola, Slawomir Dembny and Ammar Hammauche for their time volunteering with the Middle School tours of the Water Reclamation Facility.

Ms. Roni Gehlke on behalf of the outreach committee, gave a slide show of the two days of school tours of the Water Reclamation Facility.  There were 638 students and 52 adults that participated in hay ride tours on March 8^th and March 10th.  Mr. Chad Davisson thanked ISD staff for their help.  The BACWWE program had four volunteers to help with event giving the tours.  President Scheer handed out certificates and letters of recognition to the volunteers and thanked them for their contribution to ISD and the program. 

 

 

 

5.         NEW BUSINESS

 

5A.      Consider Approving a Reimbursement Agreement with The City of Oakley for The Design and Construction of Approximately 1,010 Linear Feet of Sewer Mainline, Laterals, and Appurtenances on Main Street Between Norcross and 2^nd Streets in an amount not to exceed $460,608.60 ($422,608.60 for Design and Construction and $38,000 for Soils Testing and Construction Inspection) as Part of a Related City Capital Improvement Project (No. 165).

The City is completing biddable design documents for utility relocation and roadway construction of Main Street from Norcross to 2^nd Street.  The roadway improvements will include sidewalk, median, landscaping improvements, and roadway resurfacing completing the work at night.   Earlier this year we were approached by the City with their reconstruction plans and asked for use to consider replacing the sewer pipes in conjunction with the City’s utility relocation work.  After the work is completed, there will be a moratorium period, which utility construction will not be allowed only for emergency repairs.  However, any construction will included an added requirement for substantial roadway reconstruction.

The District maintains two sewer pipelines within this portion of Main Street, the north pipe is within the westbound lane is a 6” clay pipe with 18 - 4” lateral connections approximately 12’ deep.  It contains grease issues, sags, pipe defects and an intruding lateral pipeline, which is on a 6 week maintenance schedule.  The south pipe is located within the eastbound lane and is a 6” vitrified clay pipeline with three lateral connections.  The condition of this pipe is better, but has a significant break at the bottom of the pipe with a visible void beyond the pipeline wall approx. 100’ west of O’Hara.

 

Mr. Davisson stated it would be a cost efficiency in collaborating with the City to complete this project.  Waiting to replace this pipeline during the moratorium would involve heightened requirements and an additional expense.  

The moratorium period is 10 years for Main Street and 5 years for other streets.  This project creates a challenge as it was not included in the FY 2015/16 budget and is almost 10% of the total capital budget.

 

Mr. Louis Solana showed some video of the line and gave an overview of the issues that cause frequent maintenance.  Staff stated that they have significant issues with this line.

 

It was suggested to amend the recommendation, provide pricing for doing possible trenchless repair, and bring back to the Board as an option getting pricing quickly to not interfere in the timing of the Project. 

 

Mr. Kevin Rohani of the City of Oakley stated the benefits to rehabilitee with businesses updating the line for the future commercial business that may come to the Main Street location.  

The timing of the project is to go out to bid and start work later in the summer and complete the build out later this year.  The project will design the underground work ahead of the streetscape.  The underground work was to begin this spring-summer and paving and grading in the fall of 2016.

He stated it would benefit and minimize costs to both the District and the City to due diligence on street improvements by completing the underground work first. 

Director Contreras asked if the issues with this line were brought to the Maintenance-Collections Committee.  Mr. Smith stated that it has not but it is one of the 27 projects on the priority list. 

Mr. Davisson stated this pipe is one of the oldest and in the worst condition.  Staff are developing a list and prioritizing of the 27 hot spots issues to develop a schedule for capital improvement updates.

 

Director Contreras stated his concerns that this is the second time this year the City has come to us with design issues.  He would like to have more time to consider the appropriation of funds for projects. 

Mr. Davisson stated the earlier project was piggy backed on an existing project with the City and this project would be included in the bid package.

Director Contreras stated that he would like to have this item tabled until the additional Board member can be able to attend.

Mr. Kevin Rohani stated this item is on the City Council agenda for next week.  In the future, he will work together with staff on any Capital project.  He wants to spend due diligence to complete the underground work and is willing to work with the Board for consideration of this item.

 

M/S D. Contreras, S. Morgan and the Board voted unanimously to postpone Item 5A for consideration at the April 5, 2016 regular meeting. Proceed with south-side repair and get a cost estimate and alternatives.

In favor: D. Contreras, S. Morgan, M. Painter and D. Scheer.  Opposed: None.  Absent: C. Lauritzen.

 

6.         Adjournment

There being no further business, President Scheer adjourned the special meeting at 7:26 p.m.

 

 

 

APPROVED                                                                       ____________________________                                                    

                                   President                                                          District Secretary

svw\word

MEETING\min16.03.15sm