Minutes of the Special Meeting of the Board of Directors of DELTA DIABLO SANITATION DISTRICT September 9, 2009 The meeting was called to order by Chair Glover on Wednesday, September 9, 2009 at 4:32 p.m. in the Board Room at the District offices located at 2500 Pittsburg-Antioch Highway, Antioch. Present were Directors Federal Glover, James Davis, and Nancy Parent. Also present were Mary Ann Mason, District Counsel; Gary Darling, General Manager; Kerry Yoshitomi, Deputy General Manager; Dennis Laniohan, Operational Services Director; Karen Ustin, Business Services Director; Caroline Quinn, Engineering Services Director/District Engineer; Steve Dominguez, Plant Manager; Denise Jones, Office Manager/Secretary to the Board; Darrell Cain, Laboratory Manager; Cheryl Rhodes Alexander, Human Resources Manager; Angela Lowrey, Public Information Manager; Dean Eckerson, Principal Engineer; Amanda Roa, Environmental Compliance Engineer; Mike Dixon, Maintenance Manager; Jayne Strommer, Program Manager; Roger Bruchay, MIS Administrator; Joaquin Gonzalez, Operations Supervisor; Patricia Chapman, Associate Engineer; Matt Gotshall, Computer Analyst; Thanh Vo, Assistant Engineer; Wayne Rebstock, Operator III; Chris Phillips, Operator I; Walter Pease, Assistant Public Works Director, City of Pittsburg; Dave Richardson, RMC Water and Environment; Jeff Quimby, Contra Costa Water District; Melody Labella, Central Contra Costa Sanitary District; and Heidi Sanborn, Product Stewardship Council. PUBLIC COMMENTS None RECOGNITION Adopt Resolution Commending and Congratulating Gary Lucido, Operator I, on His Retirement from the District Mr. Dominguez informed the Board that although Mr. Lucido was not able to attend the meeting, staff wished to commend him for his years of service to the District. He stated that Mr. Lucido began his career at the District in 1982 and recently submitted his paperwork for retirement. Director Parent commented that in her many years serving on the Board of DDSD, Mr. Lucido has been awarded and commended several times, but she has never seen him. She believes Mr. Lucido is the kind of employee who puts his head down and gets the work done without the need for recognition. The Board expressed their appreciation and congratulated and commended Mr. Lucido for his nearly 30 years of service to the District. Commend Wayne Rebstock, Operator III, on Passing the State of California Grade IV Wastewater Treatment Plant Operator Certification Exam Mr. Dominguez introduced and congratulated Wayne Rebstock, Operator III, on passing the Grade IV Wastewater Treatment Plant Operator Certification Exam. Mr. Rebstock came to the District in 2008 and has progressed rapidly. Mr. Dominguez noted that the Grade IV exam is very difficult and covers a wide range of wastewater skills. Mr. Rebstock stated that the District is a great organization to work for and he plans to stay for a long time. The Board commended Mr. Rebstock on his accomplishment in passing the exam. Commend Christopher Phillips, Operator I, on Passing the State of California Grade III Wastewater Treatment Plant Operator Certification Exam Mr. Dominguez introduced and congratulated Christopher Phillips on passing the Grade III Wastewater Treatment Plant Operator Certification Exam. He stated that although Mr. Phillips has only been with the District since 2007, he has progressed quickly. The Grade III exam covers such areas as advanced wastewater techniques, biology, and chemistry. Mr. Phillips is being encouraged to participate in the next Leadership Program. Mr. Phillips thanked the Board and staff for the opportunity to reach this goal, stating that he intends to achieve further certifications. Chair Glover commented Mr. Phillips for his hard work in attaining the Grade III certification. PUBLIC HEARING Receive Report and Conduct Public Hearing on East County Regional Industrial Recycled Water Facilities Plan Mr. Eckerson provided a Power Point presentation of background information on the consultant’s report. He explained the formation of the partnership to study regional recycled water supplies in the local corridor. The work, which has now concluded, was partially funded by a grant. Mr. Eckerson introduced Dave Richardson, Vice President of RMC (consultant in charge of the Facilities Plan), who reviewed the recommended alternatives, including: site maps; financing options with the benefits of grant funding and loans; and a conceptual implementation schedule. He explained that obtaining outside funding is what makes recycled water project costs feasible, and no other agency has been as successful as DDSD in getting funding. Mr. Richardson outlined accomplishments and next steps, which include submittal of the Final Facilities Plan, conversations with power plant developers, and addressing blowdown discharge issues. The Board thanked Mr. Eckerson and Mr. Richardson for the information. Chair Glover noted that two of the regional partners were present at the meeting. Mr. Eckerson introduced Jeff Quimby from Contra Costa Water District and Melody Labella from Central Contra Costa Sanitary District. Mr. Quimby and Ms. Labella thanked the Board for the opportunity to participate in the partnership. Chair Glover expressed the Board’s appreciation for their participation. There being no further questions from the Board, Chair Glover opened the public hearing at 4:54 p.m. No comments were received from the public and Chair Glover closed the public hearing at 4:55 p.m. and the Board received and filed the report. CONSENT CALENDAR Director Parent moved approval, seconded by Director Davis, and by unanimous voice vote the Board approved the following Consent Calendar items according to staff recommendations: Approve Minutes of July 8, 2009; Approve District Monthly Check Registers, June and July 2009; Approve Fiscal Year 2008/2009 Fourth Quarter District Investment Report; Receive Notes from Personnel Committee Meeting, August 26, 2009; Approve Second Amendment to First Conformed Employment Agreement between Delta Diablo Sanitation District and Gary W. Darling, General Manager; Authorize General Manager to Execute Agreement with Contra Costa Clean Water Program to Provide Stormwater Inspections, Antioch, Pittsburg and Oakley; Adopt Resolution Authorizing Investment of Monies in the Local Agency Investment Fund; Authorize General Manager to Execute Temporary Construction Permit with Contra Costa Water District and United States Bureau of Reclamation, State Route 4 Widening, Project No. 10087; Authorize General Manager to Execute Amendment No. 2 to Consulting Services Agreement in Amount Not to Exceed $15,000, RMC Water and Environment, Regional Industrial Recycled Water, Project No. 10038; Authorize Rejection of All Bids, Aeration System Improvements, Project No. 10037; and Authorize New Project and Transfer $350,000 from Capital Asset Replacement Reserves to New Project No. 10127, Replacement of Arcy Lane Influent Junction Structures. DELIBERATION Receive Presentation and Adopt Resolution Supporting Extended Producer Responsibility, California Product Stewardship Council Ms. Roa introduced Heidi Sanborn from the Product Stewardship Council. Ms. Sanborn thanked the California Integrated Waste Management Board (CIWMB) for the grant that allowed her to come out and speak to the DDSD Board about extended producer responsibility. Ms. Sanborn stated that all waste is being paid for by residents right now. The Product Stewardship Council (PSC) seeks to put the responsibility on the producer. Such a policy already exists in Canada and Europe. When a manufacturer is required to take the product back for disposal, that responsibility drives green design. The United States has done a good job with recycling, but not source reduction. Ms. Sanborn stated that the proposed resolution supporting extended producer responsibility allows the District to join the many other agencies that have already passed resolutions. Director Parent asked what extra costs will be charged to the consumer. Ms. Sanborn responded that there is a vast cost difference when the government pays versus when the manufacturer pays. The Council seeks to empower manufacturers to have the freedom to use the most cost-effective method, and not have the government mandate how they do it. Director Parent agreed that she would like to put the responsibility on the manufacturer, but is concerned that they may pass the cost on to the consumer in some way. Director Davis moved approval, seconded by Director Parent, and by unanimous voice vote the Board adopted the Resolution supporting extended producer responsibility. PRESENTATIONS AND REPORTS Receive Presentation of Peak Performance Award from National Association of Clean Water Agencies Mr. Gonzalez reported that the District has received the National Association of Clean Water Agencies’ Platinum Peak Performance Award for five consecutive years operating with no violations. The District has received several Gold and Silver awards, but this is the first Platinum Award. This award reflects the District’s Goals and Mission Statement. Chair Glover stated that he appreciates being presented with the award, but it is the staff that should be commended for their hard work and dedication. The Board received and filed the report. Receive Annual Report on Capital Facilities Capacity Charge Collections, Fiscal Year 2008/2009 Ms. Ustin provided a Power Point presentation on the annual review of the Capital Facilities Capacity Charges. She reported that the District did not meet the targeted 1000 Equivalent Residential Units (ERUs), but did collect enough revenues to cover debt services, as well as provide $600,000 toward new expansion projects. Ms. Ustin noted that the projection for FY 09/10 has been reduced to 800 ERUs. Ms. Ustin showed the breakdown by community. Since there were no new school connections or low income housing, there were no uncollected ERUs this year. She reported that there was a significant reduction in residential and commercial connections as compared to the prior two years. The industrial connections were what allowed the District to collect sufficient funds for the debt service and new projects. Director Parent noted two potential new industrial connections in the next fiscal year; K2 Pure and Trans-Bay. She expects 80 to 100 residential connections at the most in Pittsburg. Ms. Ustin stated that staff will continue to report out on new connections on a monthly basis and, if necessary, bring a recommendation for reduction of the ERU projection back to the Board. The Board received and filed the report. Receive Presentation on Community Street Sweeping Services Mr. Dixon provided a Power Point presentation. He reported that Mr. Oliver, a resident of Antioch attending the August Board meeting, had questions and expressed concern regarding the current street sweeping schedule for a particular area in the city of Antioch. Mr. Dixon provided some background on the Street Sweeping Program and showed the two types of equipment used by the contractor, Universal Building Services. He showed a list of the many obstacles that are encountered during sweeping. Mr. Dixon spoke of quality control measures utilized by the contractor and District staff in working together in maintaining updated maps, conducting regular inspections, logging and responding to customer calls, and providing customer outreach in the form of flyers and the District’s Public Information Manager attending local community events. Mr. Dixon addressed the specific area in question, “L” Street, Lemontree Way, and Peppertree Way. There have been similar issues in the past with these particular streets and not being able to access the curb to adequately sweep the area due to the amount of pedestrian activity, garbage service, and parked vehicles. He demonstrated with a map and photos of the street, noting that residents may access the same map on the District’s website. After the August Board meeting, Mr. Dixon immediately conducted an inspection of the area and followed up with Mr. Oliver. Mr. Oliver had suggested alternating the sweeping schedule. After investigation, Mr. Dixon noted that the garbage pickup schedule was in conflict with the sweeping schedule on L and Sycamore Streets, and a change was made. There has since been significant improvement. On Peppertree and Lemontree, there are signs posted every few feet prohibiting parking on the street on sweeping day, however, many residents ignore the signs. Another problem there is the proximity of a convenience store, which leads to garbage on the streets. Mr. Dixon contacted the Antioch Police Department and they are aware of the problem and have ticketed in the past. They will step up enforcement in the area again. Mr. Dixon reported that he has contacted Mr. Oliver and informed him of his findings and actions taken, including additional future options. In addition, he provided Mr. Oliver with his cell number so that they can remain in contact if needed. At this time, Mr. Dixon is recommending police enforcement, public outreach, and occasional special sweeps. The cost for the extra sweeps will need to be evaluated. Chair Glover suggested that staff may want to post the fee for violators of the no parking signs. He asked if the signs are city-wide, and Mr. Dixon answered that they are not city-wide, but that they have been there for more than 15 years and were installed by the City. The Board received and filed the report. Receive Year-End Delta Household Hazardous Waste Collection Facility Report, July 2008 through June 2009 Ms. Roa provided a Power Point presentation highlighting some of the information contained in the Report. She reminded the Board of the excellent partnership of sanitation agencies, cities and county that facilitates operation of the Delta Household Hazardous Waste Collection Facility (DHHWCF). The facility continues to grow at a steady pace every year. Overall, 12% of residents participate. Ms. Roa showed historical data on the amount and type of waste collected. Seventy-five percent of waste collected is recycled. She showed the cost per vehicle, which has dropped significantly over the years of operation. The facility’s operational costs compares favorably to other similar agencies. Ms. Roa outlined future plans for the DHHWCF, including installation of Visitor Management System Software to improve data collection and reduce administrative costs; collection of fluorescent bulbs, batteries, sharps, medications, at other locations; and increasing small business participation. Chair Glover thanked Ms. Roa for her presentation and the Board received and filed the report. GENERAL MANAGER'S COMMENTS Mr. Darling reported that the District’s Strategic Business Plan that was recently adopted by the Board has been bound for distribution. Copies were provided to the Board members. Mr. Darling reported that the East County Water Management Association (ECWMA) is a group of agencies formed in the 1990s to develop long term water plans. After a long break, the association will meet on September 29th. Mr. Darling noted that the Integrated Water Management Plan (Proposition 84) funding will be available soon and a recognized coalition is needed in order to pursue those funds. The ECWMA appears to be the logical vehicle for seeking Proposition 84 and future grant funding. Mr. Darling is the current Chair of the Joint Manager’s Committee and Phil Harrington (City of Antioch) is the Vice Chair. Director Parent is currently the District’s Governing Board Representative in the Association, and has stated her intent to seek election to the Vice Chair position. Elections will be held at the September meeting. DIRECTORS’ COMMENTS None CORRESPONDENCE Receive Monthly Report dated July 31, 2009 and August 28, 2009, Federal Advocates, Inc., Bay Area Recycled Water Coalition, Project No. 6100 The Board received and filed the correspondence. Receive Monthly Federal Lobbying Report dated July and August 2009, ENS Resources, Inc., Bay Area Biosolids to Energy Coalition, Project No. 10089 The Board received and filed the correspondence. Receive Monthly State Lobbying Report dated July 2009, Edelstein, Gilbert, Robson & Smith, Bay Area Regional Biosolids to Energy Coalition, Project No. 10089 The Board received and filed the correspondence. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 5:44 p.m. to the Delta Household Hazardous Waste Collection Facility Expansion Celebration at 2550 Pittsburg-Antioch Highway, Pittsburg, CA 94565. The next Regular Meeting of the Board of Directors will be Wednesday, October 14, 2009 at 5:30 p.m. Nancy L. Parent Board Secretary (Recording Secretary: Denise Jones) Board of Directors Meeting Page 6 September 9, 2009 Z:\Board\Minutes\2009\Minutes-September 9, 2009.doc Z:\Board\Minutes\2009\Minutes-September 9, 2009.doc