BOARD OF DIRECTORS MEETING AGENDA

Transcription

1 BOARD OF DIRECTORS MEETING AGENDA Monday, November 19, 2018 Closed Session - 10:00 a.m. Regular Session - 11:00 a.m. Telephone No. (510) Fax No. (510) Website: MEETING LOCATION: West County Wastewater District Alfred M. Granzella Board Room 2910 Hilltop Drive, Richmond, CA CLOSED SESSION - 10:00 A.M. a. CALL TO ORDER/ROLL CALL b. PUBLIC COMMENTS - CLOSED SESSION ITEMS c. CLOSED SESSION ITEMS 1. Public Employment pursuant to Government Code Section 54957: Title: General Manager 2. CONVENE IN OPEN SESSION - 11:00 A.M. a. ROLL CALL b. PLEDGE OF ALLEGIANCE OR OBSERVATION OF MOMENT OF SILENCE 3. REPORT FROM CLOSED SESSION 4. ANNOUNCEMENTS/RECOGNITION/PRESENTATIONS a. Presentation - Overview of Retiree Medical Benefits

2 West County Wastewater District Board of Directors Meeting Agenda November 19, 2018 PAGE 2 5. PUBLIC COMMENTS a. Receive Public Comments (Members of the public are permitted to directly address the Board of Directors on any item of interest to the public that is within the District s subject matter jurisdiction and not listed on this agenda. All speakers are asked to complete and file a speaker s card. Comments may not exceed three (3) minutes per speaker. The Board cannot act on items not listed on this agenda. Directors may briefly respond to statements made or questions posed, request clarification. 6. CONSENT CALENDAR (single motion and vote approving all items) Consent Calendar items are considered routine and will be approved or adopted by one vote unless a request for removal for discussion or explanation is received from the public or Board. a. Approve Regular Board Meeting Minutes of November 7, ACTION CALENDAR (The Board will discuss, seek public input and possibly take action to approve the following items) a. El Sobrante Chamber of Commerce Ballot for 2019 Officers and Directors b. Annual Board Member Compensation and Benefits Review c. Authorize an Increase to the Contract with Precision IT Consulting Inc., for Managed Information Technology Services d. Authorize the General Manager to Increase the Contract with Regional Government Services 8. INFORMATIONAL REPORTS (receive and file) a. Brief Report from Board on recent conferences, seminars and meetings pertaining to the overall operation of the West County Wastewater District b. Financial Reports - Monthly Budget to Actuals and Check Register Report for October 2018 c. Review and Accept General Manager's Report for the month of October 2018 d. Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Comments/Communications e. Receive Staff/General Manager's Brief Comments/Communications

3 West County Wastewater District Board of Directors Meeting Agenda November 19, 2018 PAGE 3 9. CALENDAR OF EVENTS a. Receive Calendar of Events 10. FUTURE MEETING AGENDA ITEMS 11. ADJOURNMENT

4 West County Wastewater District Board of Directors Meeting Agenda November 19, 2018 PAGE 4 INFORMATION FOR THE PUBLIC Persons with disabilities who require auxiliary aids or services in attending or participating in this meeting should call the Administration Supervisor at (510) We will need FIVE (5) WORKING DAYS BEFORE ANY FUTURE MEETINGS to make any necessary accommodations. Anyone wishing to address the Board of Directors should complete a speaker's card and submit it to the Administration Supervisor. In addressing the Board, speakers should step to the podium and state their names and addresses for the record. The Board President may direct questions to any member of the audience as appropriate at any time during the meeting. 1. ADDRESSING THE BOARD ON AN ITEM ON THE AGENDA Persons wishing to speak on PUBLIC HEARINGS and OTHER MATTERS listed on the agenda will be heard when the President calls for comments from the audience, except on public hearing items previously heard and closed to public comment. A maximum of 3 minutes will be allowed for those who wish to address the Board. After the public has commented, the item is closed to further public comment and brought to the Board for discussion and action. There is no further comment permitted from the audience unless invited by the Board. 2. ADDRESSING THE BOARD ON AN ITEM NOT ON THE AGENDA In accordance with state law, the Board is prohibited from discussing items not calendared on the agenda. For that reason, members of the public wishing to discuss or present a matter to the Board other than a matter which is on this agenda are requested to present the matter in writing to the Administration Supervisor at least one week prior to a regularly scheduled Board meeting date. If you are unable to do this, you may make an announcement to the Board of your concern under PUBLIC COMMENTS. Matters brought up which are not on the agenda may be referred to staff for action or calendared on a future agenda. As a courtesty, please silence your cell phones during the meeting

5 November 7, a The regular meeting of the West County Wastewater District Board of Directors was held in the WCWD Alfred M. Granzella Board Room, 2910 Hilltop Drive, Richmond, California. 1. CLOSED SESSION a. CALL TO ORDER/ROLL CALL President Comeaux called the meeting to order at 5:30 p.m. Other members present included Vice President Wiener, Directors Alvarado, McNeil and Stanley. Board Attorney Cabral, Interim General Manager Malek-Zadeh, Regional Government Services (RGS) District Human Resources Representative Deborah Muchmore, and Administration Supervisor Sena were also present. b. PUBLIC COMMENTS CLOSED SESSION ITEMS There were no public comments on the closed session items. c. CLOSED SESSION ITEMS Administration Supervisor Sena exited the meeting at 5:33 p.m. so that the Board Members, Board Attorney Cabral, Interim General Manager Malek-Zadeh, and RGS District Human Resources Representative Deborah Muchmore could convene into closed session to discuss the following closed session items: Draft 1. Public appointment, employment and evaluation of performance pursuant to Government Code Section Position Titles: Business Services Manager, Engineering Services Manager, Human Resources, and Capital Projects Manager 3. Public employee discipline, dismissal or release pursuant to Government Code Section Interim General Manager Malek-Zadeh and RGS District Human Resources Representative Deborah Muchmore exited the meeting at 6:12 p.m. so that the Board Members and Board Attorney Cabral could continue closed session discussing the following item: 2. Public employment pursuant to Government Code Section Title: General Manager Communication: Approve Regular Board Meeting Minutes of November 7, 2018 (CONSENT CALENDAR) Closed session recessed at 6:28 p.m. to reconvene at the end of the open session to continue discussing the above closed session item. Page 1 Packet Pg. 5

6 November 7, a 2. CONVENE IN OPEN SESSION The Board convened to open session of the Board meeting at 6:30 p.m. a. ROLL CALL In addition to the above noted present in closed session, also in attendance at the open session of the Board meeting were: Acting Water Quality Manager Times, Acting Engineering Services Manager Savannah, Interim Business Services Manager Lazof, Finance Supervisor Prater and other public members. 3. REPORT FROM CLOSED SESSION Board Attorney Cabral announced that closed session items 1 and 3 were discussed during closed session and there was no reportable action on either of these items. Discussion of closed session item 2 will resume at the end of the open session of the meeting. 4. ANNOUNCEMENT/RECOGNITION/PRESENTATIONS a. Adjourn today s Board meeting in memory of Kevin Kern Today s Board meeting will adjourn in memory of Kevin Kern (Brother of Denise Weston, Accounting Technician II). 5. PUBLIC COMMENTS There were no public comments 6. CONSENT CALENDAR A motion was made by Director Alvarado and seconded by Vice President Wiener to approve the consent calendar items listed below. The motion unanimously passed. a. Approve Regular Board Meeting Minutes of October 17, 2018 Draft b. Approve Special Board Meeting Minutes of October 23, 2018 c. Approve Special Board Meeting Minutes of October 29, ACTION CALENDAR a. Authorize Increase in Expenditure Authority for Accounting Principals, Inc. Purchase Order A motion was made by Director Stanley and seconded by Vice President Wiener to authorize an increase to the purchase order issued to Accounting Principals, Inc. for an additional amount of $74,005 for fiscal year INFORMATIONAL REPORTS a. Brief Report from Board on recent conferences, seminars and meetings pertaining to the overall operation of the West County Wastewater District Director Stanley reported on the North Richmond Municipal Advisory Council meeting she attended November 6, Communication: Approve Regular Board Meeting Minutes of November 7, 2018 (CONSENT CALENDAR) Vice President Wiener reported on the Contra Costa County Mayors Conference meeting he attended November 1, 2018 Page 2 Packet Pg. 6

7 November 7, a Director McNeil reported on the San Pablo City Council meeting he attended November 5, 2018 b. Receive Board Attorney Brief Comments/Communications Board Attorney Cabral briefly reported on the current legislative/legal matters that could affect the District. c. Receive Staff/General Manager s Brief Comments/Communications Acting Water Quality Manager Times reported on the status of Operations at the Water Pollution Control Plant. Acting Engineering Services Manager Savannah provided an update of the Engineering Department s collaborations with other District Departments regarding District Capital projects, an Emergency Action Plan for the Via Verde temporary lift station, and the La Paloma Road odor issue. Acting Water Quality Manager Times provided an update on the status of the Via Verde slide area project. Interim Business Services Manager Lazof briefly reported on a training and collaboration he attended held by District staff on the discharge permit processing. He also provided an update on the redevelopment of the Lateral Grant Rebate Program and the development of Procurement policies and procedures. Interim General Manager Malek-Zadeh thanked all District staff for stepping up as leaders and providing extra assistance and support to the District. She also congratulated Directors Alvarado and McNeil on their re-election to the District Board of Directors. Draft d. User Feedback Survey Collection System Operations The Collection System Operations User Feedback Survey was received and accepted. The Board thanked the Collection System Operations Department for their excellent service. e. Quarterly Investment Report for September 2018 The September 2018 quarterly investment report was received and accepted. f. Recurring Claims and Invoices Travel Expense Claims The submitted travel expense claims were reviewed and approved as necessary. Communication: Approve Regular Board Meeting Minutes of November 7, 2018 (CONSENT CALENDAR) 9. CALENDAR OF EVENTS a. Receive Calendar of Events Administration Supervisor Sena presented the meetings, conferences and events scheduled for the months of November and December 2018, and January She made note of the following: Page 3 Packet Pg. 7

8 November 7, a Vice President Wiener, Directors Alvarado and Stanley will be attending the West County Forum meeting on November 8, Environmental Compliance Supervisor Linsley is scheduled as a speaker representing the District at this meeting. The District s Administration Offices will be closed Monday, November 12, 2018 in observance of the Veterans Day holiday. The next regular Board meeting will be held on November 19, Director Alvarado will not be in attendance. The Board requested that Director-Elect Cheryl Sudduth be extended an invitation to attend the Employee Appreciation/Service Awards Luncheon. President Comeaux, Vice President Wiener, and Directors Alvarado, McNeil and Stanley confirmed they will be attending the Employee Appreciation/Service Awards Luncheon scheduled for December 4, FUTURE MEETING AGENDA ITEMS Strategic Planning Workshop Interim General Manager Malek-Zadeh acknowledged Thomas Johnson, Acting CSO Supervisor, in the audience and thanked him for his continued support. 11. CLOSED SESSION The Board adjourned in closed session at 7:45 p.m. to resume the discussion of the following item: Draft Public employment pursuant to Government Code Section Title: General Manager The Board emerged from closed session at 9:03 p.m. with no reportable action. 12. ADJOURNMENT The Board meeting adjourned at 9:03 p.m. in memory of Kevin Kern. VICE PRESIDENT Communication: Approve Regular Board Meeting Minutes of November 7, 2018 (CONSENT CALENDAR) Page 4 Packet Pg. 8

9 7.a Board Meeting Agenda Memorandum TO: Honorable Board of Directors West County Wastewater District DATE: November 19, 2018 REPORT BY: SUBMITTED BY: AGENDA ITEM: Lisa Malek-Zadeh, Interim General Manager Maria Sena, Administration Supervisor Glenn Lazof, Interim Business Services Manager El Sobrante Chamber of Commerce Ballot for 2019 Officers and Directors RECOMMENDED ACTION Staff recommends that the Board review the candidates running for the El Sobrante Chamber of Commerce officers and Director positions for the year 2019, select the individuals for the Officers and Directors positions and direct staff to mail voting ballot with the District s choice. BACKGROUND AND DISCUSSION As a member of the El Sobrante Chamber of Commerce (ESC), the District has received a ballot to vote for the 2019 Slate of Officers and Directors. The District is being asked to select individuals from the list of nominates and submit the provided ballot with the District s choice of the ESC s Officers and Directors for the year The ballot must be received by December 10, 2018, in order for the vote to count. The results will be announced at the ESC s Holiday Mixer being held at the Mechanics Bank El Sobrante Branch on December 12, Upon the Board s review and consideration of the candidates, it is recommended that the Board instruct staff to mail the voting ballot to ECS with the District s choices. STRATEGIC PLAN COMPLIANCE The Recommended action supports the West County Wastewater District Strategic Plan: District Vision Supportive of regional partnerships. BOARD MEMBERS: D. Alvarado A. Comeaux L. McNeil S. Stanley H. Wiener BOARD ATTORNEY: A. Cabral INTERIM GENERAL MANAGER: L. Malek-Zadeh Packet Pg. 9

10 7.a FISCAL IMPACT There is no fiscal impact from this item. ALTERNATIVE(S) The Board can choose to do one of the following: 1. Select the individuals for the ESC Officers and Directors positions and direct staff to mail voting ballot with the District s choice. 2. For the District not to vote in this election. SUPPORTING DOCUMENTATION: A. A 2019 El Sobrante Chamber Ballot Packet Pg. 10

11 7.a.a AttachmentA: 2019 El Sobrante Chamber Ballot (El Sob Chamber of Commerce Ballot) Packet Pg. 11

12 7.b Board Meeting Agenda Memorandum TO: Honorable Board of Directors West County Wastewater District DATE: November 19, 2018 REPORT BY: SUBMITTED BY: AGENDA ITEM: Lisa Malek-Zadeh, Interim General Manager Glenn Lazof, Interim Business Services Manager Maria Sena, Administration Supervisor Annual Board Member Compensation and Benefits Review RECOMMENDED ACTION Conduct the annual review of current Director Compensation and Benefits and Survey of Director s Compensation to determine if the Board wants to change Director s Compensation. If the Board opts for a change in compensation, including benefits, direct staff to take necessary steps, including calling the required public hearings, to enact an ordinance to reflect the desired changes. BACKGROUND AND DISCUSSION Health and Safety Code Section 6489 allows Directors compensation to be increased by no more than five percent for each calendar year following the effective date of the last adjustment, which was January 1, Since January 1, 2006, the maximum Director compensation has been $ per day of service, up to a maximum of six days of service per month. Six days of service is the maximum allowed per Health and Safety Code Section The Board has declined increases for calendar years 2007 through As a result, the Board is eligible to increase the maximum compensation amount up to $ In January 2018, an annual survey of compensation and benefits of other local agencies was conducted (Attachment A & B). Of the Districts surveyed, West County Wastewater remains among the highest in compensation and benefits. Should the Board choose to increase compensation, a public hearing must be held prior to the adoption of the ordinance reflecting the change in Directors Compensation. Historically, the District holds a second public hearing immediately BOARD MEMBERS: D. Alvarado A. Comeaux L. McNeil S. Stanley H. Wiener BOARD ATTORNEY: A. Cabral INTERIM GENERAL MANAGER: L. Malek-Zadeh Packet Pg. 12

13 7.b prior to the adoption of an ordinance. Changes in compensation and benefits can be effective January Directors are currently eligible for the same Health Benefits available to District Employees at no cost for premiums. On August 2, 2017, the Board also adopted a resolution authorizing the reimbursement of health premiums for Board members not obtaining benefits through the District s health plan, up to the current benefit amount offered to employees. Whether there is a change in maximum compensation amount approved, all Board members are required to complete the Board of Directors Designation of Compensation form, designating the amount of compensation each Director elects to be paid for the ensuing year for each day of his/her service. Each Board member must choose their compensation from the following options: o Any amount up to the maximum adopted by the Board. o No compensation. STRATEGIC PLAN COMPLIANCE The Recommended action supports the 2016 Strategic Plan Goal Recruit and Retain High Performing Workforce. FISCAL IMPACT If the Board elects to increase compensation to the maximum amount allowed, the total increase for calendar year 2019 will be $84,600. ALTERNATIVE(S) The Board can choose to do one of the following: 1. Leave Board Member compensation and benefits unchanged. 2. Adopt an ordinance reflecting the changes desired. SUPPORTING DOCUMENTATION: A. B 2018 Comparison of Other Agencies' Board Meeting Stipend B. C Survey of District Board Members Compensation and Benefits - January 2018 Packet Pg. 13

14 7.b.a AttachmentB: 2018 Comparison of Other Agencies' Board Meeting Stipend (Review of Directors Compensation) Packet Pg. 14

15 7.b.a AttachmentB: 2018 Comparison of Other Agencies' Board Meeting Stipend (Review of Directors Compensation) Packet Pg. 15

16 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 16

17 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 17

18 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 18

19 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 19

20 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 20

21 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 21

22 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 22

23 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 23

24 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 24

25 7.b.b AttachmentC: Survey of District Board Members Compensation and Benefits - January 2018 (Review of Packet Pg. 25

26 7.c Board Meeting Agenda Memorandum TO: Honorable Board of Directors West County Wastewater District DATE: November 19, 2018 REPORT BY: SUBMITTED BY: AGENDA ITEM: Lisa Malek-Zadeh, Interim General Manager Glenn Lazof, Interim Business Services Manager Danny Woods, Procurment Specialist Authorize an Increase to the Contract with Precision IT Consulting Inc., for Managed Information Technology Services RECOMMENDED ACTION That the Board adopt a resolution authorizing an increase of $32,000 with Precision IT Consulting, Inc. (Precision) for Managed Informational Technology (IT) Services for a new not to exceed contract amount of $332,000. BACKGROUND AND DISCUSSION On November 2, 2016, the Board adopted a resolution authorizing the General Manager to execute a contract with Precision to provide IT services for one year, with two one-year options, in an amount not to exceed $300,000 to begin on December 1, 2016 and end no later than November 30, Staff has decided it was in the best interest of the district to publish a solicitation for IT services instead of extending the Precision s contract by another year. The District issued a request for proposal (RFP) in September 2018, has received several proposals for IT services and has begun the review process. A recommendation of the selected vendor is expected to be presented to the Board in January. An additional $32,000 is being requested to provide needed goods and services through this period, including the transition needed should a new vendor be selected. The District has already incurred costs of $280,738 during the contract period 12/1/2016 through 9/30/2018. This is more than was projected for this time period in the contract. In addition to the cost of the monthly service fee, the 2016 Precision contract included additional funds for anticipated equipment purchases (acquired only when Precision s price is better or comparable to the cost of direct procurement BOARD MEMBERS: D. Alvarado A. Comeaux L. McNeil S. Stanley H. Wiener BOARD ATTORNEY: A. Cabral INTERIM GENERAL MANAGER: L. Malek-Zadeh Packet Pg. 26

27 7.c by the District); however, it was insufficient to fully cover the cost of all of the identified needs and as a result, the contract authority was depleted faster than expected. As a result, there are insufficient funds to meet the remaining months of the contract and provide for any transition time that may be necessary for a new vendor to take over. STRATEGIC PLAN COMPLIANCE The recommended action supports the District s Strategic Plan by planning, supporting and maintaining the IT infrastructure. FISCAL IMPACT The additional $32,000 is available in FY 2019 Budget. ALTERNATIVE(S) If the extension is not approved the District will not be able to receive critical Managed IT Services until a new agreement is approved by the Board. Packet Pg. 27

28 7.c RESOLUTION OF THE BOARD OF DIRECTORS OF WEST COUNTY WASTEWATER DISTRICT, COUNTY OF CONTRA COSTA, CALIFORNIA RESOLUTION NO. AUTHORIZE AN INCREASE IN EXPENDITURE AUTHORITY FOR CONTRACT ISSUED TO PRECISION IT CONSULTING, INC. FOR MANAGED INFORMATION TECHNOLOGY SERVICES The Board of Directors finds that: 1. Additional time is needed to complete the selection process for a vendor for Managed Information Technology Services 2. The current contract with Precision IT Consulting, Inc. (Precision IT) is near fully expended. Additional funding is needed to allow Precision IT to continue providing Information Technology Services while the selection process is completed, and to facilitate a smooth transition if a different Information Technology vendor is selected. Therefore, the Board of Directors of the West County Wastewater District, Contra Costa County, California authorizes an increase in spending authority for the contract issued to Precision IT of $32,000 making the total amount of the Precision IT contract an amount not-to-exceed $332,000. I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the Board of Directors of the West County Wastewater District, Contra Costa County, California, at a regular meeting held on the 19 th day of November, 2018, by the following vote. AYES: NOES: ABSENT: Vice President of the Board of Directors West County Wastewater District Contra Costa County, California Packet Pg. 28

29 7.d Board Meeting Agenda Memorandum TO: Honorable Board of Directors West County Wastewater District DATE: November 19, 2018 REPORT BY: SUBMITTED BY: AGENDA ITEM: Lisa Malek-Zadeh, Interim General Manager Glenn Lazof, Interim Business Services Manager Deborah Muchmore, Human Resources Consultant Authorize the General Manager to Increase the Contract with Regional Government Services RECOMMENDED ACTION Authorize the General Manager to execute an Amendment to the contract with Regional Government Services (RGS) for Human Resources Consulting and Transitional Leadership Services for $2,276,843 and extend the term through June 30, 2020, and remove the separate task order restrictions. BACKGROUND AND DISCUSSION An increase in the contract authority is needed to fund additional and expanded services that respond to events as they continue to unfold, as well those that continue to be identified through an ongoing organizational assessment. These additional services have consumed a large portion of the original contract authority that included funding for part-time transactional Human Resources (HR) services, three-quarter time transitional leadership services in Business and Engineering Services departments, normal recruitment services, and continued assessment of HR services, systems, and processes. The provision of these services and the rapid pace of the organization through the current cultural transition has required a greater than full-time commitment from the original RGS team members and the periodic additional services of 13 expert consultants in the various disciplines. BOARD MEMBERS: D. Alvarado A. Comeaux L. McNeil S. Stanley H. Wiener BOARD ATTORNEY: A. Cabral INTERIM GENERAL MANAGER: L. Malek-Zadeh Packet Pg. 29

30 7.d Over the last seven months, RGS has provided numerous additional services and expertise to meet the District s needs as they have unfolded or been discovered through the assessment process and in the conduct of business operations. Some of the services provided include: Labor Negotiations Investigations Targeted Training Disability and Leave Management Classification Study GM Recruitment Support Behavioral and Interpersonal Safety Consulting Additional Transitional Leadership This significant increase in services has nearly utilized the full contract authority. To continue services by RGS which include assessing organizational health, affecting lasting cultural transition, returning organizational stability, and improving the Human Resources and other organizational systems and processes in place at the District, staff requests the Board authorize the General Manager to execute this amendment. Background RGS began providing services to the District on March 21, 2018, initially to capture organizational knowledge from the then retiring Human Resources Analyst and to assess the human resources systems and processes throughout the District. Shortly thereafter, RGS was asked to provide additional transitional management services. The provision of those services exceeded the General Manager s authority under which the original contract was created, and a new contract was authorized under Board approval. Below is a list of some of the RGS accomplishments this summer and fall: Successful resolution and/or active case management of nine leave, disability, and worker s compensation cases Successful implementation of the Operator 12-hour schedule trial that has resulted in a significant reduction in overtime and is shown in an overall reduction in overtime cost between last fiscal year and this fiscal year of approximately 25% Provision and Implementation of the Leadership Academy and DiSC educational and assessment programs Development, training, and implementation of recruitment and classification process tools and systems. Packet Pg. 30

31 7.d Successful placement of six new positions and the selection of three additional candidates currently in post-offer exam processes. Navigation to retirement of several key positions related to cultural transition. Staff estimates that it will take two to three years for full implementation of the results of the assessment of HR systems and processes and to effect lasting cultural change in human resources operations with significant reductions in RGS contract costs occurring in years two and three. The following projects are anticipated in the RGS work plan for FY 2018 and 2019 include: Human Resources Consulting Services o Onsite and remote support for human resources o Performance management and evaluation o Benefits administration o Policy and procedure administration, interpretation, and implementation o Classification and compensation plan administration o Support for recruitment and employee acquisition and retention o Separation and retirement processes o Routine leave and disability management o Risk management program administration o Labor Agreement language and policy review Transitional Leadership o Engineering Services Division Transitional Leadership o Business Services Division Transitional Leadership Recruitment Services o Recruit and fill key vacant positions at department head and staff levels Out of this work plan, RGS anticipates the following outcomes: Timely and effective recruitment activities to fill desired vacancies A set of tools and guides for HR processes A roadmap for implementation of an effective and efficient organizational structure Approved and implemented memorandums of understanding Understood and practiced accountability standards and clear expectations throughout the organization As appropriate, the dissemination and an understand of the results if investigatory processes A smooth transition between RGS leadership and newly hired District Manager Packet Pg. 31

32 7.d STRATEGIC PLAN COMPLIANCE The recommended action supports the 2016 West County Wastewater District Strategic Plan by providing effective human resources systems and processes that will: Optimize Organizational Structure through conducting job analysis and discussions with department leadership prior to recruitment activities. Ensure Effective Workplace Succession through effective and inclusive recruitment efforts, workforce development and training efforts, and through the identification and development of career ladders. Recruit and Retain a High Performing Workforce through effective and merit based recruitment processes and effective training and development program FISCAL IMPACT The addition of this $2,276,843 amendment will increase the total RGS contract to $2,931,843 through FY We are asking for no additional budget authority for the current fiscal year. The current operating budget contains sufficient funding from salary savings of vacant positions that when combined with contract budget amounts already approved through the end of FY2019, will sustain the expenditures under the requested amendment. At the conclusion of the contract in FY 2020 and completion of an assessment of the District s ongoing needs, staff will recommend one of the following: a continuation of RGS services, hiring an in house Human Resources position, or some combination of the two. ALTERNATIVE(S) The District could cease services with RGS and recruit for a Human Resources Analyst. This process would take approximately three to four months and significant backlogs would occur in critical compensation, labor relations, and benefits services. The District is about to open negotiations for its largest labor contract, open enrollment for benefits will occur later in the summer, and annual reporting for Worker s Compensation is currently underway. In addition, key areas of employee dissatisfaction with human resources services would continue to fester and grow. SUPPORTING DOCUMENTS Attachment A: Resolution Packet Pg. 32

33 7.d RESOLUTION OF THE BOARD OF DIRECTORS OF WEST COUNTY WASTEWATER DISTRICT, COUNTY OF CONTRA COSTA, CALIFORNIA RESOLUTION NO. AUTHORIZING THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO THE CONTRACT WITH REGIONAL GOVERNMENT SERVICES FOR HUMAN RESOURCES CONSULTING AND TRANSITIONAL LEADERSHIP SERVICES FOR $2,276,843 AND EXTENDING THE TERM THROUGH JUNE 30, 2020 AND REMOVING THE SEPARATE TASK ORDER RESTRICTIONS. The Board of Directors finds that: 1. The District has a continued need for professional human resources consulting services for the development and implementation of effective Human Resource systems and processes. 2. The District has been receiving effective and professional Human Resources Services from Regional Government Services and has an ongoing relationship with the firm. 3. The District s need for expertise from Regional Government Services has grown from assessing the existing human resources systems and processes, conduct recruitments for key vacant positions, develop and implement effective human resources systems, provide transitional leadership for Engineering and Business Services, and to assist with implementation of the District s culture transformation effort to include investigation and workforce and training development services. 4. The District recognizes that flexibility in services requested and provided is essential to continued progress through the current cultural transition and therefore, removes the task order tracking restrictions in deference to a total contract not to exceed amount of $2,931,843 which now covers a period of time over the fiscal years 2018 through The Board of Directors of the West County Wastewater District, Contra Costa County, California authorizes the Interim General Manager to execute on behalf of the District an amendment to the contract with Regional Government Services Human Resources Consulting and Transitional Leadership Services bringing the total contract amount to $2,931,843, extending the contract through June 30, 2020, and removing the separate task order restrictions. Packet Pg. 33

34 7.d * * * I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the Board of Directors of the West County Wastewater District, Contra Costa County, California, at a regular meeting held on the 19 th day of November 2018, by the following vote: AYES: NOES: ABSENT: Vice President of the Board of Directors West County Wastewater District Contra Costa County, California Packet Pg. 34

35 8.b Board Meeting Agenda Memorandum TO: Honorable Board of Directors West County Wastewater District DATE: November 19, 2018 REPORT BY: SUBMITTED BY: AGENDA ITEM: Lisa Malek-Zadeh, Interim General Manager Glenn Lazof, Interim Business Services Manager Dean Prater, Finance Supervisor Financial Reports - Monthly Budget to Actuals and Check Register Report for October 2018 Notes to all tables: Many non-personnel operating and capital expenditures for services provided in the month of October are not yet reflected in these financials, because information was not available when this report was prepared Budget Update: This column reflects the budget update provided to the Board at the June 20, 2018 meeting. Table 2 Revenues Sewer Use Charge and Property Tax revenues: The District receives most of this revenue in December, April, and June. Inspection/Permit Fees: These are running strong. Rents and Leases: Includes $231,000 of unbudgeted Shimmick (Color Spot property) lease revenue scheduled to end in December. Reflects $98,000 for six months of the City of Richmond s lease payments for sludge beds which are paid in advance. Interest: Earnings from the Local Agency Investment Fund for the quarter ended September 2018 are reflected in the October Financials as these are paid after the end of each quarter. The budget assumed minimal earnings based on the assumption that funds would be expended for capital projects. Contract Services: Includes small markup's of cost for revenue for maintenance services provided to Crockett Sanitary District, North Richmond Storm Drain BOARD MEMBERS: D. Alvarado A. Comeaux L. McNeil S. Stanley H. Wiener BOARD ATTORNEY: A. Cabral INTERIM GENERAL MANAGER: L. Malek-Zadeh Packet Pg. 35

36 8.b Pump Station, Richmond Golf and Country Club, and West County Justice Center. Miscellaneous Revenue: Previously this category included trucked waste revenue. These are now included in Sewer Use Charge- Commercial under enterprise revenue. Table 3 Expenses Retirement Benefits: The District pays the PERS Annual Required Contribution (ARC) invoice in a lump sum at the beginning of the fiscal year to take advantage of a discount PERS offers for early payment. Benefits- Allowances & Reimbursements: Typically these employee driven costs remain largely unexpended until the December submission deadline. Other Purchased Services: Includes $111,000 liability insurance cost for six months through December Communications: Current trend matches recent years. Utilities: Electricity usage is reported a month in arrears. These savings may be reduced when we get into peak period rates. Plant process upgrades are reducing chemicals needed. Supplies: Chemical usage is $120,000 below budget. Travel: Current trend matches recent years. Grants & Government Payments: These costs include West County Agency joint venture costs and election costs. Management expects that these budgeted costs will be incurred. Debt Service: Reflects loan payment made in July. STRATEGIC PLAN COMPLIANCE Financial Reports support the 2016 West County Wastewater District Strategic Plan by using best industry practices to care for District resources, foster accountability, and provide information required for meaningful collaboration. Enhanced financial transparency supports ethical behavior in the conduct of District Business and promotes fiscal responsibility. SUPPORTING DOCUMENTATION: A. D Table 1 Summary B. E Table 2 Revenue C. F Table 3 Operating Expenditures D. G Table 4 Capital Expenditures E. H Check Register October 2018 Packet Pg. 36

37 8.b.a Table 1 Summary All Revenues FY 2017 Actuals FY 2018 Preliminary Actuals FY 2019 Budget Update FY 2019 Actuals Thru October Variance Budget vs. Actuals Percent Earned Enterprise Revenue Sewer Use Charges $19,818,386 $21,047,634 $23,650,482 $392,407 ($23,258,075) 2% Fees $1,273,397 $1,654,837 $679,226 $232,303 ($446,923) 34% Rents and Leases $90,941 $257,354 $363,245 $328,974 ($34,272) 91% Contract Services $183,468 $106,279 $198,579 $13,237 ($185,342) 7% Enterprise Subtotal $21,366,192 $23,066,104 $24,891,532 $966,920 $ (23,924,612) 4% Property Tax $1,218,094 $1,394,528 $1,146,000 $0 ($1,146,000) 0% Grants and Reimbursements $30,076,056 $8,891,497 $0 $0 $0 0% Other $263,109 $592,664 $182,561 $142,920 ($39,641) 78% Total Revenues $52,923,451 $33,944,793 $26,220,093 $1,109,841 ($25,110,252) 4% Operating Expenditures FY 2017 Actuals FY 2018 Preliminary Actuals FY 2019 Budget Update FY 2019 Actuals Thru October Variance Budget vs. Actuals Personnel $9,899,154 $10,114,877 $11,880,067 $3,337,131 $8,542,936 28% Non Personnel $4,324,383 $5,947,053 $8,993,589 $1,927,288 $7,066,301 21% Total Operating $14,223,538 $16,061,930 $20,873,656 $5,264,419 $15,609,237 25% Capital Expenditures Percent Spent Net Operating (Deficit) $38,699,913 $17,882,863 $5,346,437 ($4,154,579) ($40,719,489) -78% FY 2017 Actuals FY 2018 Preliminary Actuals FY 2019 Budget Update FY 2019 Actuals Thru October Variance Budget vs. Actuals Personnel $469,785 $396,309 $648,797 $78,780 $570,017 12% Improvements $25,081,628 $8,461,725 $4,484,777 $1,439,060 $3,045,718 32% Equipment $551,056 $1,460,119 $365,000 $24,833 $340,167 7% Total Capital $26,102,469 $10,318,153 $5,498,574 $1,542,673 $3,955,901 28% Percent Spent Total Expenditures $40,326,007 $26,380,082 $26,372,230 $6,807,092 $11,653,336 26% AttachmentD: Table 1 Summary (Financial Reports October 2018) Annual Increase (Decrease) to Reserves* $12,597,444 $7,564,711 ($152,137) ($5,697,252) NA FY 2019 Actuals are preliminary before all revenues and expenses are included. *Represents change to reserves. Packet Pg. 37

38 8.b.b Table 2 Revenue FY 2017 Actuals FY 2018 Preliminary Actuals FY 2019 Budget Update FY 2019 Actuals Thru October Variance Budget vs. Actuals Percent Earned Revenues Sewer Use Charge-Residential $15,176,741 $16,754,603 $18,722,041 $2,015 ($18,720,026) 0% Sewer Use Charge-Commercial $2,546,284 $2,822,443 $3,141,030 $49,709 ($3,091,321) 2% Sewer Use Charge-Industrial $2,095,360 $1,470,588 $1,787,411 $340,683 ($1,446,728) 19% Inspection/Permit Fees $302,422 $231,481 $279,226 $125,572 ($153,654) 45% Connection Fees $970,975 $1,423,356 $400,000 $106,731 ($293,269) 27% Rents & Leases $90,941 $257,354 $363,245 $328,974 ($34,272) 91% Contract Services $183,468 $106,279 $198,579 $13,237 ($185,342) 7% Taxes $1,218,094 $1,394,528 $1,146,000 $0 ($1,146,000) 0% Proposition 1 and 13 Grants $6,966,498 $0 $0 $0 $0 0% SRF Reimbursement $23,109,558 $8,891,497 $0 $0 $0 0% Misc. Revenue $165,483 $211,776 $152,561 $3,270 ($149,291) 2% Interest $94,438 $327,188 $30,000 $139,650 $109, % Proceeds from disposal of asset $3,188 $53,701 $0 $0 $0 Total Revenue $52,923,451 $33,944,793 $26,220,093 $1,109,841 ($25,110,252) 4% AttachmentE: Table 2 Revenue (Financial Reports October 2018) Packet Pg. 38

39 8.b.c Table 3 Operating Expenditures FY 2017 Actuals FY 2018 Preliminary Actuals FY 2019 Budget Update FY 2019 Actuals Thru October Variance Budget vs. Actuals Percent Spent Operating Personnel Salaries & Wages $5,946,474 $6,147,325 $6,982,492 $1,674,838 $5,307,654 24% Overtime $335,841 $192,487 $136,086 $47,855 $88,231 35% Benefits- Medical, Dental, Vision, Life $1,324,436 $1,457,868 $1,646,866 $446,872 $1,199,993 27% Benefits- Retirement $2,031,553 $2,045,463 $2,782,727 $1,108,548 $1,674,180 40% Worker's Compensation Premiums $188,347 $192,243 $218,184 $52,834 $165,350 24% Benefits- Allowances & Reimbursements $72,504 $79,490 $113,712 $6,184 $107,528 5% Total Operating Personnel $9,899,154 $10,114,877 $11,880,067 $3,337,131 $8,542,936 28% Other Operating Legal Expenses $194,205 $242,953 $224,973 $65,954 $159,019 29% Banking & Financial Services $28,586 $12,015 $34,200 $16,515 $17,685 48% Engineering & Architectural Services $15,867 $600 $0 $0 $0 Professional & Technical Services $1,031,973 $1,768,889 $2,992,183 $576,147 $2,416,036 19% Other Purchased Services $278,552 $325,545 $434,012 $200,807 $233,205 46% Communications $57,887 $68,611 $53,675 $20,295 $33,380 38% Utilities $1,242,094 $1,007,432 $1,301,853 $237,588 $1,064,265 18% Travel $39,496 $66,576 $52,956 $21,255 $31,701 40% Rentals/Leases $30,368 $31,851 $30,506 $6,689 $23,817 22% Property Services $79,223 $161,227 $178,894 $40,975 $137,919 23% Grants & Governmental Payments $228,289 $135,226 $227,616 $13,784 $213,832 6% Permits $42,899 $56,036 $73,792 $15,183 $58,609 21% Supplies $751,096 $919,150 $1,172,903 $173,262 $999,641 15% Property/Equipment $99,799 $81,909 $252,993 $52,541 $200,452 21% Claims Paid $15,401 $3,492 $16,224 $0 $16,224 0% Bad Debt Write Offs $10,153 $16,204 $15,065 $0 $15,065 0% Debt Service $178,497 $1,049,337 $1,931,744 $486,292 $1,445,452 25% Non Personnel Operating $4,324,383 $5,947,053 $8,993,589 $1,927,288 $7,066,301 21% Total Operating $14,223,538 $16,061,930 $20,873,656 $5,264,419 $15,609,237 25% AttachmentF: Table 3 Operating Expenditures (Financial Reports October 2018) Packet Pg. 39

40 8.b.d Table 4 Capital Expenditures FY 2017 Actuals FY 2018 Preliminary Actuals FY 2019 Budget Update FY 2019 Actuals Thru October Variance Budget vs. Actuals Percent Spent Personnel Salaries & Wages $301,449 $285,745 $459,743 $57,105 ($402,638) 12% Overtime $6,135 $0 $11,000 $0 ($11,000) 0% Benefits- Medical, Dental, Vision, Life $60,778 $38,028 $69,788 $7,447 ($62,341) 11% Benefits- Retirement $92,960 $61,999 $99,115 $12,576 ($86,539) 13% Worker's Compensation Premiums $7,644 $6,535 $8,269 $1,532 ($6,737) 19% Benefits- Allowances & Reimbursements $819 $4,002 $882 $121 ($761) 14% Total Personnel in Capital Expense $469,785 $396,309 $648,797 $78,780 ($570,017) 12% Non Personnel Capital Expense Engineering & Architectural Services $2,030,584 $0 $437,895 $283,102 ($154,793) 65% Professional & Technical Services $1,127,803 $1,152,421 $242,735 $26,967 ($215,768) 11% Other Purchased Services $783 $3,849 $1,125 $146 ($979) 13% Travel $115 $0 $15 $0 ($15) 0% Permits $670 $8,384 $638 $0 ($638) 0% Supplies $15,446 $30,471 $1,748 $4,141 $2, % Capital Improvements $21,906,226 $7,266,601 $3,800,621 $1,124,705 ($2,675,916) 30% Property/Equipment $551,056 $1,460,119 $365,000 $24,833 ($340,167) 7% Subtotal Non Pers Capital $25,632,684 $9,921,844 $4,849,777 $1,463,893 ($3,385,884) 30% Total Capital $26,102,469 $10,318,153 $5,498,574 $1,542,673 ($3,955,901) 28% Total Expenditures $40,326,007 $26,380,082 $26,372,230 $6,807,092 $11,653,336 26% Increase (Decrease) to reserves $12,597,444 $7,564,711 ($152,137) ($5,697,252) NA NA AttachmentG: Table 4 Capital Expenditures (Financial Reports October 2018) Packet Pg. 40

41 West County Wastewater District Check Register Payment Dates 10/1/ /31/ b.e Payment Number Payment Date Vendor Name Description (Payable) Amount Fund: OPERATING FUND /04/ T EQUIPMENT COMPANY INC. CSO Equipment, Nozzle Test Stand $ 2, /04/2018 ACCOUNTING PRINCIPALS, INC. Temp Executive Assistant To IGM W/E 9/23/18 $ 2, /11/2018 ACCOUNTING PRINCIPALS, INC. Temp Executive Assistant To IGM W/E 9/30/18 $ 2, /18/2018 ACME ANALYTICAL SOLUTIONS Sodium Thiosulfate $ /11/2018 AEROTEK, INC. Maintenance Temp Help WE 9/22/18 $ 2, /18/2018 AEROTEK, INC. Maintenance Temp Help WE 9/29/18 $ 2, /25/2018 ALL-BAY REFRIGERATION A/C -Heating Additional Maintenance For October 2018 $ 1, /11/2018 ALLIED PROPANE SERVICE Forklift $ /25/2018 ALLIED PROPANE SERVICE Commercial Propane, Tank, Cage Rental $ 1, /11/2018 ALPHA ANALYTICAL LABORATORIES, INC. Lab Analysis $ /18/2018 ALPHA ANALYTICAL LABORATORIES, INC. Lab Analysis $ /25/2018 ALPHA ANALYTICAL LABORATORIES, INC. Lab Analysis $ /11/2018 APEX LIFE SCIENCES, LLC Temp Worker (Lab) W/E 9/8/18-9/15/18 $ 4, /25/2018 APEX LIFE SCIENCES, LLC Temp Worker (Lab) W/E 9/22/18-9/29/18 $ 4, /18/2018 ARMONDO HODGE Mileage Reimbursement 12/6/17 $ /18/2018 AT&T Phone - Fire Alarm #1,Modem,Bus Line, T1 Line $ 1, /25/2018 AT&T Phone - Fax Line, Pg&E Monitoring $ /04/2018 AUDREY COMEAUX CASA Conference Monterey, Ca. $ /04/2018 B & G ANSWERING SERVICE (DBA) Answering Service - November 2018 $ /25/2018 BAILEY WINTER Open House Photographer $ /18/2018 BANK OF THE WEST District Credit Card 9/29/18-10/28/18 $ 15, /11/2018 BAY AREA AIR QUALITY MANAGEMENT DISTRICT Permit Renewal - Site #B4154 (10/1/18-10/1/20) $ 2, /04/2018 BAY AREA BARRICADE SERVICE INC. Spray Paint $ /11/2018 BAY POWER LLC Engine Blowers $ /25/2018 BAY POWER LLC Consulting Fee $ /11/2018 BILL'S UNDERGROUND Install Check-Valve - Lapaloma Ave, El Sobrante $ 2, /11/2018 BRANDIN FINTA CWEA Membership $ DFT /05/2018 California Public Employees' Retirement System PERS Retirement Service Credit $ 43, DFT /19/2018 California Public Employees' Retirement System PERS Retirement Service Credit $ 43, DFT /10/2018 California Public Employees' Retirement System Medical - PERS/Non-PERS - Oct 2018 $ 109, DFT /05/2018 CALIFORNIA STATE DISBURSEMENT UNIT Payroll Deduction $ 1, DFT /19/2018 CALIFORNIA STATE DISBURSEMENT UNIT Payroll Deduction $ 1, DFT /05/2018 CALPERS 457 PLAN Pers 457 Deferred Compensation Py Deduction $ 5, DFT /19/2018 CALPERS 457 PLAN Pers 457 Deferred Compensation Py Deduction $ 5, /11/2018 CALTEST ANALYTICAL LABORATORY Lab Analysis $ 1, /04/2018 CANON FINANCIAL SERVICES, INC Copier Services/Maintenance 9/1/18-9/30/18 $ 1, /18/2018 CDW GOVERNMENT, INC. Acrobat Pro $ /11/2018 CERRITO PRINTING INC. Business Cards $ /04/2018 CINTAS CORPORATION Ops/Maint/Lab/CSO Uniforms 9/6/18-9/27/18 $ 2, /11/2018 CINTAS CORPORATION Uniforms Ops - 9/27/18 $ /18/2018 CINTAS CORPORATION Maint / Lab Uniforms 9/27/18 $ /25/2018 CINTAS CORPORATION First Aid Supplies & Service For 9/24/18 $ AttachmentH: Check Register October 2018 (Financial Reports October 2018) Page 1 of 5 Packet Pg. 41

42 West County Wastewater District Check Register Payment Dates 10/1/ /31/ b.e Payment Number Payment Date Vendor Name Description (Payable) Amount /04/2018 CITY OF HERCULES CCC Mayor's Dinner DA/HW/LM $ /25/2018 CITY OF ORINDA CCC Mayor's Conference 11/1/18 $ /25/2018 CIVIC CENTER TOWING & TRANSPORT Towing/Disposal Fee $ 2, /25/2018 COMCAST Cable Services For 10/14/18-11/13/18 $ /25/2018 CONTRA COSTA COUNTY - TAX COLLECTOR Various Locations 7/1/18-6/30/19 $ 4, /25/2018 CRANE WORKS, INC Inspections $ 3, /04/2018 CROPPER ACCOUNTANCY CORPORATION Fy18 Audit Services $ 10, /04/2018 CUES, INC. Granite Software Renewal $ 3, /18/2018 DATCO SERVICES CORP. October - December 2018 Monthly Service Fee $ /04/2018 DAVID ALVARADO CSDA Conference - Indian Wells $ /25/2018 DKF Solutions Group, LLC Safety Solutions Subscription For October 2018 $ /11/2018 DOLAN'S OF PINOLE, INC. Knotty Pine & Furring Strips $ /11/2018 East Bay Municipal Utility District Water - Plant $ /25/2018 East Bay Municipal Utility District Water -CSO, District Offices $ 1, /04/2018 EVOQUA WATER TECHNOLOGIES, LLC Lab Supplies $ /18/2018 FEDEX Delivery $ /04/2018 FLYERS ENERGY, LLC Fuel $ /25/2018 FLYERS ENERGY, LLC Fuel $ /04/2018 Franchise Tax Board FTB Order For Taxes $ /18/2018 Franchise Tax Board FTB Order For Taxes $ /25/2018 FRIZZIE CORP. Flat Tire Repair $ /11/2018 GERALDINE GONZALES TNI Lab Standard Session #4 Registration $ /25/2018 GERALDINE GONZALES CWEA Membership Renewal $ /11/2018 GIVE SOMETHING BACK, INC. Office/Janitorial Supplies Binders, Labels $ /18/2018 GIVE SOMETHING BACK, INC. Office/Janitorial Supplies $ /25/2018 GIVE SOMETHING BACK, INC. Office/Janitorial Supplies $ /11/2018 GOLDEN GATE FIRE EQUIPMENT Fire Extinguisher Annual Maintenance $ /04/2018 GOLDEN GATE PETROLEUM Gas/Diesel Fuel For 9/7/18 $ 1, /25/2018 GOVERNMENTJOBS.COM, INC. Subscription & Software License 12/1/18-11/30/19 $ 3, /04/2018 GRAINGER, INC. 1/8" Cable (Safety), Band Clamp $ /11/2018 GRAINGER, INC. Entrance Sign, Plug In $ /25/2018 GRAINGER, INC. Float Switches, Motor, Rain Jackets And Pants $ 1, /04/2018 HACH COMPANY Degestion Vial, Nitraver Tests $ 1, /11/2018 HACH COMPANY Nitrogen, Nitrate $ /25/2018 HACH COMPANY Tubes, Tryptose $ DFT /05/2018 INTERNAL REVENUE SERVICE Social Security $ 34, DFT /19/2018 INTERNAL REVENUE SERVICE 941 Taxes $ 33, /11/2018 KBA DOCUSYS, INC. Shipping Fee $ /04/2018 KELLY-MOORE PAINT COMPANY, INC. Paints $ /25/2018 KELLY-MOORE PAINT COMPANY, INC. Paints $ /04/2018 LANDS' END BUSINESS OUTFITTERS District Logo Wear $ /25/2018 LANDS' END BUSINESS OUTFITTERS District Logo Wear For CSO $ /18/2018 LEONARD McNEIL CSDA Conference 9/24/18 $ AttachmentH: Check Register October 2018 (Financial Reports October 2018) Page 2 of 5 Packet Pg. 42

43 West County Wastewater District Check Register Payment Dates 10/1/ /31/ b.e Payment Number Payment Date Vendor Name Description (Payable) Amount /18/2018 LISA MALEK-ZADEH CSDA Conference 9/24/18 $ /18/2018 MANAGED HEALTH NETWORK/BANK OF AMERICA EAP - October 2018 $ /04/2018 McCampbell Analytical, Inc. Test/Clean Up $ /11/2018 McCampbell Analytical, Inc. Chromium & Lead (Stlc) $ /18/2018 McCampbell Analytical, Inc. Support Services $ 2, /18/2018 MISSION CLAY PRODUCTS LLC Band Seal $ /11/2018 MORTON'S URBAN PEST MANAGEMENT Plant Pest Management For September 2018 $ /25/2018 MORTON'S URBAN PEST MANAGEMENT District Office Pest Control $ /11/2018 NATIONAL ASSOCIATION OF CLEAN WATER AGENCIES FY 19 Membership Dues $ 7, DFT /05/2018 NATIONWIDE RETIREMENT SOLUTIONS Nationwide 457 Deferred Compensation Py Deduction $ 3, DFT /19/2018 NATIONWIDE RETIREMENT SOLUTIONS Nationwide 457 Deferred Compensation Py Deduction $ DFT /19/2018 NATIONWIDE RETIREMENT SOLUTIONS Nationwide 457 Deferred Compensation Py Deduction $ 3, /18/2018 NAVIA BENEFIT SOLUTIONS FSA Plan September 2018 $ DFT /05/2018 NAVIA BENEFIT SOLUTIONS Payroll Deduction $ DFT /19/2018 NAVIA BENEFIT SOLUTIONS Payroll Deduction $ DFT /19/2018 NAVIA BENEFIT SOLUTIONS Payroll Deduction $ /11/2018 NBS Fy19 SUC Services $ 4, OCCUPATIONAL HEALTH CENTERS OF CALIFORNIA, A Preplacement Physical RP /18/2018 MEDICAL CORP. $ DFT /05/2018 OFFICE OF ATTRNY GENERAL Case #D DI $ DFT /19/2018 OFFICE OF ATTRNY GENERAL Case #D DI $ /25/2018 OWEN EQUIPMENT SALES Cartridge - Hydro Filter Indicator Gauge - #127 $ /11/2018 PACIFIC GAS & ELECTRIC COMPANY Electric - Various Locations $ 15, /18/2018 PACIFIC GAS & ELECTRIC COMPANY Electric - Various Locations And Treatment Plant $ 55, /25/2018 PACIFIC GAS & ELECTRIC COMPANY Electric - Various Locations $ 2, /25/2018 PACIFIC SITE MANAGEMENT Backflow Install Quote #2611 $ 3, /04/2018 PELLETREAU, ALDERSON & CABRAL Board Legal Services September 2018 $ 16, /18/2018 PETTY CASH 1/28/18-9/11/18 Reimbursement Plant Petty Cash $ /18/2018 PLATT ELECTRIC SUPPLY Tools, Zipper Bags, Pens $ /18/2018 PRESENTA PLAQUE CORPORATION Pocket Plaques $ /04/2018 PROMANTEK, INC. (TRAKSTAR) Annual Performance Evaluation License Renewal $ 2, /04/2018 PUBLIC EMPLOYEES UNION Union Dues - Payroll Deduction $ 2, /18/2018 PUBLIC EMPLOYEES UNION Union Dues - Payroll Deduction $ 2, /11/2018 R & S ERECTION OF RICHMOND, INC. Repair Of Upper & Lower West Gates $ /04/2018 REGIONAL GOVERNMENT SERVICES AUTHORITY H/R Services Task Order #1,J Haig, Glenn L Aug 2018 $ 100, /25/2018 REGIONAL GOVERNMENT SERVICES AUTHORITY H/R Task Order #1, J Haig, Glenn L, September 2018 $ 84, /18/2018 RELIANCE STANDARD LIFE INSURANCE CO. (DENTAL) Dental - October 2018 $ 12, /18/2018 RELIANCE STANDARD LIFE INSURANCE CO. (LIFE) Life & LTD - October 2018 $ 2, /18/2018 REPUBLIC SERVICES #851 Garbage 9/1/18-9/30/18 $ /04/2018 RICHMOND BLUEPRINT & LITHO CO INC Plant Design Open House $ /11/2018 S.P. AUTOMOTIVE SUPPLY V-Belt For Pipe Gallery Exh. Fan $ /18/2018 S.P. AUTOMOTIVE SUPPLY Diesel Exhaust Fluid $ /25/2018 S.P. AUTOMOTIVE SUPPLY Hydraulic Fluid - #127 $ AttachmentH: Check Register October 2018 (Financial Reports October 2018) Page 3 of 5 Packet Pg. 43

44 West County Wastewater District Check Register Payment Dates 10/1/ /31/ b.e Payment Number Payment Date Vendor Name Description (Payable) Amount /18/2018 SAFETY-KLEEN SYSTEMS, INC 30g Parts Washer - Waste Oil Filters $ DFT /01/2018 SHERRY STANLEY Stanley Medical - October 2018 $ 1, /18/2018 SIGNS BY SCOTT Banner For WPCP $ DFT /05/2018 STATE OF CALIFORNIA Ca SDI Payroll Deduction $ 2, DFT /05/2018 STATE OF CALIFORNIA Payroll Withholding $ 11, DFT /19/2018 STATE OF CALIFORNIA Ca SDI Payroll Deduction $ 1, DFT /19/2018 STATE OF CALIFORNIA Payroll Withholding $ 11, /11/2018 Stephen Linsley TNI Lab Standard Session #4 Registration $ /11/2018 TELSTAR INSTRUMENTS, INC. Semi-Annual Calibrations 2018 $ 1, /04/2018 U. S. Bank PARS Acct# Retirement Medical Contribution $ 30, /18/2018 U. S. Bank PARS Acct# Retirement Medical Contribution $ 30, /11/2018 UNIVAR USA INC Plant Hypochlorite $ 5, /18/2018 UNIVAR USA INC Plant Hypochlorite $ 3, /25/2018 UNIVERSAL BUILDING SVCS. Open House Kitchen Cleaning $ /18/2018 VERIZON WIRELESS Phone/Tablets 8/27/18-9/26/18 $ 3, /18/2018 VISION SERVICE PLAN (CA) Vision - October 2018 $ 1, /04/2018 VWR INTERNATIONAL LLC Black Pipet Tip $ /11/2018 VWR INTERNATIONAL LLC Buffer, Sulfamic Acid $ /25/2018 VWR INTERNATIONAL LLC Lab Supplies $ /11/2018 WEST COAST TRAINING SOLUTIONS On-Site Forklift Training (15) $ 1, /04/2018 WEST COUNTY FORUM Lunch Meeting SS/DA $ /11/2018 WEST COUNTY FORUM Lunch Meeting - SS/HW $ /25/2018 WEST COUNTY FORUM Lunch Meeting HW/DA/SS $ /25/2018 WILEY, PRICE & RADULOVICH, LLP Employee Legal Services For September 2018 $ 8, /11/2018 WILLIAM GUSMAN CWEA Membership $ Fund: OPERATING FUND TOTAL $ 827, Fund: CAPITAL IMPROVEMENT FUND /11/2018 BAKERCORP Tank Rental - Hypo Project $ 3, /18/2018 BANK OF THE WEST District Credit Card 9/29/18-10/28/18 $ /11/2018 BILL'S UNDERGROUND Video Inspection - La Paloma Ave. - 18CS204 $ /18/2018 BURKS TOMA ARCHITECTS, INC. Design, BP & Arch. Services For Maintenance Facility $ 13, /04/2018 C. OVERAA & CO. / ESCROW # Construction - RWRU WPCP $ 4, /04/2018 C. OVERAA & CO. Construction - RWRU WPCP $ 78, /11/2018 CAROLLO ENGINEERS Support For SRF Appl. #3 $ 9, /18/2018 CAROLLO ENGINEERS Construction Management Bp6 Electrical, SRF Appl.#3 $ 7, /04/2018 CONSTRUCTION TESTING SERVICES, INC. Materials Testing Service $ 1, /11/2018 HERC RENTALS INC. Generator Rental - Via Verde 17CS201 $ /18/2018 IDA STRUCTUAL ENGINEERS, INC Contract Revision- Structural Drawings- HVAC $ 13, DFT /05/2018 INTERNAL REVENUE SERVICE Social Security $ 1, DFT /19/2018 INTERNAL REVENUE SERVICE 941 Taxes $ 1, KOFFLER ELECTRICAL MECHANICAL APPARATUS Modify Existing Manual Transfer Switch Hilltop Gr /04/2018 REPAIR, INC. $ 15, /25/2018 MILANI & ASSOCIATES Mapping,Base Map Preparation, Testing and Processing $ 22, AttachmentH: Check Register October 2018 (Financial Reports October 2018) Page 4 of 5 Packet Pg. 44

45 West County Wastewater District Check Register Payment Dates 10/1/ /31/ b.e Payment Number Payment Date Vendor Name Description (Payable) Amount DFT /05/2018 STATE OF CALIFORNIA Ca SDI Payroll Deduction $ DFT /05/2018 STATE OF CALIFORNIA Payroll Withholding $ DFT /19/2018 STATE OF CALIFORNIA Ca SDI Payroll Deduction $ DFT /19/2018 STATE OF CALIFORNIA Payroll Withholding $ /25/2018 TOWNE COMMUNICATIONS INC. Installed 15 Watt Horn Loudspeaker With Transformer $ 3, /04/2018 WEST COURT VILLAGE Pipe Bursting Project 18CS202 $ Fund: Capital Improvement Fund Total $ 178, Total All Funds $ 1,005, AttachmentH: Check Register October 2018 (Financial Reports October 2018) Page 5 of 5 Packet Pg. 45

46 8.c GENERAL MANAGER'S REPORT Month of October 2018 WORKFORCE ENGAGEMENT AND DEVELOPMENT Collection System Operations Department (CSO) along with members of the Maintenance Department attended the California Water Environment Association Northern Safety Day in Woodland, CA where they were informed of the latest and greatest equipment, industry standards, and working practices. A BBQ luncheon was hosted at the Treatment Plant on October 16 th and a Halloween potluck luncheon was held at the Administrative Offices on October 31 st open for all employees participation. ENVIRONMENTAL STEWARDSHIP In support of the District s Environmental Stewardship, the Water Pollution Control Plant (WPCP) has operated for over one hundred and ninety-six (196) consecutive months without a NPDES permit effluent quality violation. Effluent quality has been in compliance with permit limits for over fifteen years consistently providing high quality secondary effluent for recycled water and wastewater services. The CSO is continuing their amazing run of minimizing overflows. There were no system overflows to report for October and only 3 have been reported for the calendar year so far. CAPITAL IMPROVEMENT PROGRAM / ASSET MANAGEMENT Supporting the District s Vision Statement and Core Values, Projects teams have made significant progress on several projects. The achievements accomplished during the month of October were: CSO developed an emergency backup plan in the event the line at Via Verdi fails and are in the process of acquiring the components to install this backup measure. The City of Richmond informed the District that the road will be repaired by spring The District may not need to install a temporary lift station as planned, if Richmond meets this timeframe. The Engineering Department provides front-end specifications to consultants hired to do design work for the District. The current specifications do not meet the industry standard for structure and style. Staff is in the process of updating these contract documents and specifications to create a standardized Master format. The construction of three of the five large projects (Mechanical Improvements, Electrical Improvements and Recycled Water Reliability Upgrade) are complete. Staff has also completed negotiation of the change orders for these projects. The process of reviewing and negotiating the delay claims will begin in December Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 1 of 10 Packet Pg. 46

47 8.c The construction work for the Bar screens project at the Plant is now complete and all bar screens are working as intended. The project team is in the process of negotiating the change orders and once complete, the Project Manager will present the project close-out report to the Board in December. The District s Master Plan identified a concern about the condition of Collection System Operations (CSO) building after a seismic event. Staff is in the process of reviewing proposals to have a structural engineering firm complete a seismic study of the building to identify the level of impact should there be a seismic event. Staff expects to have a recommendation in January The pipe bursting project has progressed well and 7 of the 9 sites are now complete. The 8 th site, which is the most difficult due to the required horizontal drilling is in progress. The Plant overhead amplification project is now complete and all departments agreed that the project was satisfactorily completed. Plant Maintenance staff will address any future repairs. Network improvements at the Plant are underway. Procurement has made some strides in getting responses from AT&T and we are slated to activate the fiber connections for phone and network traffic around mid-november The Capital Program group has developed the basis of the delivery system and several Standard Operating Procedures (SOP s) that define the procedures discussed in the delivery system. Staff is now coordinating with other departments in the organization to hold working groups to complete the review and editing of the SOP s and delivery system. This is slated to begin in December ADMINISTRATIVE/FINANCIAL MANAGEMENT Field work by Cropper Accountants Inc. for the FY 2018 Audit, Comprehensive Annual Financial Report (CAFR) and Financial Statements continued. After a hiatus, quarterly meetings with our Informational Technology (IT) provider continue a new, as the second review of the year was held in October. The IT Steering Committee also met during the month to review IT projects and resolve issues. Staff has undertaken efforts to improve working relationships with our partner, the City of Richmond, in the West County Agency. This month we met with District Counsel for his perspective on the historical relationship. The Interim Business Service Manager also held a phone conference and an in-person meeting at Richmond City Hall to renew dialogue. One of the joint tasks has been to identify the responsibilities of WCWD and the City of Richmond. Led by Dean Prater, Finance Supervisor, staff continues to collaborate on a procedures and training for entering project information into our financial system. This will be a beneficial adjunct to the Project Management Project Delivery Resource Guide that the Capital Project group has been developing. Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 2 of 10 Packet Pg. 47

48 8.c Administrative Staff worked with District counsel to ensure that the District website meets the current legal requirements and those which will be effective January 1, WORKFORCE AND LEADERSHIP DEVELOPMENT Finance Supervisor, Dean Prater, attended a 2-day Fair Labor Standards Act (FLSA) Academy hosted by Liebert, Cassidy and Whitmore. Environmental Compliance Inspector, Joe Neugebauer, attended the Water Environment Federation s annual Conference in New Orleans, LA October 1-4, The District provided orientation to the new employee Ryan Pulley, Lead Operator. CUSTOMER SERVICE/COMMUNITY ENGAGEMENT Maintaining a responsive service to our customers, the District responded and resolved twelve (12) service calls in the month of October. Collection System Operations Department assisted with helping to obtain information on the La Paloma odor issue and continues to maintain the temporary Lift Station at Via Verdi caused by the landslide of Environmental Compliance Inspector, Joe Neugebauer, coordinated a booth staffed by District employees at the North Richmond Shoreline Festival at Point Pinole Regional Park on October 6. They reached out to approximately 250 attendees about fats, oils, and grease (FOG), flushable wipes, pharmaceuticals, mercury, and household hazardous waste. They also provided information flyers about the District s Capital Improvement Projects, children s activity books, and District branded backpacks with FOG collection containers and Pollution Protection pledge magnets. The District also staffed a booth at the St. Paul School Fall Festival in San Pablo on October 20. Attendees received the same information and promotional items that were given out at the North Richmond Shoreline Festival. About 65 families with children participated in our pollution prevention bean bag toss game. Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 3 of 10 Packet Pg. 48

49 LIST OF NEW COMMERCIAL SEWER CONNECTION FEE ESTIMATES 8.c Year Date Applied Applicant's Name Type of Business Grease Trap Address Parcel Number Estimated Fee Date Lateral Business Status Fees Paid in Full Status OPEN /21/16 Tony Singh Subway Sandwich shop GT(N) 3340 San Pablo Dam Road, M $2, /21/16 connected yes 1/21/16 Balbir Sambhi Indian Sweet & Fastfood GI (N) 3340 San Pablo Dam Road, D $9, /26/16 connected yes 1/28/16 Ben Tarcher Dragon Snow Café GT(N) 3550 San Pablo Dam Road # $4, /28/16 connected yes 2/18/16 Bobbi Giudicelli Culture Shock Yogurt GT(N) 4128 Lakeside Drive $5, /18/16 connected yes 5/11/16 John Soares Thomas Swan Sign Co. MT(N) 2717 Goodrick Avenue Bldg. C $21, /11/16 under-const no 10/20/16 Eli Goldman Sunbourne Nursery NR 2206 Central Street $113, /27/17 under-const no 11/22/16 Milani and Assoc. Commercial shell NR 2995 Atlas Road $666, /22/16 under-const no 12/19/16 Harkamal Jit Kaur Spicy Bite Indian Food GI (N) 3550 San Pablo Dam Road B $11, /19/16 connected yes /27/17 Ware Malcomb Commerical Bldg 1 NR 2601 Goodrick Avenue $144, /18/18 under-const no 3/27/17 Ware Malcomb Commerical Bldg 2 NR 2601 Goodrick Avenue $84, /18/18 under-const no 8/29/17 DDRM Springfield City Sports Club NR 4100 Klose Way $160, /7/17 connected yes 5/9/17 Inder Pahwa Jersey Mike's NR 30 San Pablo Towne Ctr $5, /22/17 connected yes * 12/7/17 Jayvon Muhammed Burgerim GI (E) 2300 El Portal Drive suite F $ /7/17 connected yes /27/18 Gurdeep Sandhu Chicago Pizza GI (N) 3716 San Pablo Dam Road $21, /5/18 connected yes 3/1/18 Total Renal Care Total Renal Care NR 503 San Pablo Dam Road $ /1/18 connected no 4/10/18 Paradigm Const. Small grocery store GT(N) San Pablo Avenue $3, /10/18 connected no 8/15/18 Bishnu Bhandari Amita's Frozen Yogurt GT(N) 452 C Appian Way $8, /17/18 connected yes LEGEND: GT - Grease Trap G I - Grease Interceptor OS - Oil Separator NR - Not Required MT - Metal Trap ( N ) - New, ( E ) - Existing Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 4 of 10 Packet Pg. 49

50 8.c MONTHLY DEPARTMENTAL STATISTICS Building Construction Permits ENGINEERING PERMIT INSPECTIONS OCTOBER 2018 Total To Date FY 19 Total FY 18 Lateral Replacement/Repair District Main Spot Repair Single Family Multi-Family Commercial Industrial Miscellaneous Total Permits Completed COLLECTION SYSTEMS OPERATIONS MONTHLY SUMMARY ACTIVITY OCTOBER 2018 OCTOBER 2017 PREVENTIVE MAINTENANCE (FEET) 141, ,551 TV INSPECTION (FEET) 8,569 11,799 SERVICE CALLS 12 6 MAINLINE PLUGS 0 1 HOUSE LATERALS Televised 0 1 REPAIRS (TOTAL) 1 3 MANHOLES RAISED 2 6 Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 5 of 10 Packet Pg. 50

51 8.c RESPONSE TO CUSTOMER SERVICE CALLS OCTOBER 2018 DATE TIME ADDRESS LATERAL PIPELINE FOLLOW PROBLEM INCHES UP COMMENTS th Street Y 6 N Lateral Problem Clare Street Y 6 N Cleanout Overflow th Street N 6 N Water in EBMUD Box S. P. Dam Road N 8 N Ground Water issue Church Lane Y 10 N Lateral Problem Market Avenue Y 6 Y Lateral Problem Belfast Way Y 6 N Lateral Problem Blume Drive Y 8 N Lateral Problem th Street #D Y 15 N Lateral Problem Arlington Blvd. N 6 N Water in Street Hillcrest Drive Y 6 N Cleanout Overflow San Pablo Dam Road N 6 N Odor Complaint SEWER OVERFLOW LOG OCTOBER 2018 Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 6 of 10 Packet Pg. 51

52 3 Year Avg Last Year This Year LEGEND WEST COUNTY WASTEWATER DISTRICT COLLECTION SYSTEMS OPERATION October c 200 PIPELINE CLEANING VIDEO INSPECTIONS SERVICE CALLS OVERFLOWS REPAIRS Thousand Feet Per Month Thousand Feet Per Month JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN MONTH 15/16 16/17 17/18 18/19 15/16 16/17 17/18 18/19 15/16 16/17 17/18 18/19 15/16 16/17 17/18 18/19 15/16 16/17 17/18 18/19 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL 1,861 1,588 1, MIN MAX AVG Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 7 of 10 Packet Pg. 52

53 8.c WATER POLLUTION CONTROL PLANT MONTHLY SUMMARY WPCP TABLES WPCP OPERATIONS OCTOBER 2018 OCTOBER 2017 Effluent Flow mil. gal mil. gal. Average Daily Digester Gas Prod kft kft 3 Average Effluent BOD 5.4 mg/l 9 mg/l Average Effluent Suspended Solids 5.1 mg/l 27 mg/l Total Electricity Used N/A N/A Trucked Waste 211,710 gal 192,300 gal WPCP MAINTENANCE Work Orders Scheduled N/A 268 Work Orders Completed N/A 252 Safety Work Orders Scheduled 0 16 Safety Work Orders Completed 0 16 Outstanding Work Orders N/A 13 Outstanding Safety Work Orders 0 1 Spills and Overflows 0 0 ENVIRONMENTAL COMPLIANCE Number of Lab Tests Number of Samples Tested Number of Dischargers Sampled 1 0 Number of Discharger Inspections 15 9 Number of Discharger Violations 1 4 Number of Storm Water Inspections 12 6 CROCKETT SANITARY Average Daily Flow / Total Flow MGD / mil. gal (29-day total) MGD / mil gal (29-day total) Routine Maintenance Hours Non-Routine Maintenance Hours 0 0 Capital Project Hours 0 0 CSO Routine Maintenance CSO Non-Routine Maintenance 0 0 Please Note: N/A denotes that information was not available at the time of preparation for this report. Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 8 of 10 Packet Pg. 53

54 8.c 3 Year Avg Last Year This Year LEGEND WEST COUNTY WASTEWATER DISTRICT TREATMENT PLANT OPERATIONS FISCAL YEAR 18/19 21 EFFLUENT FLOW EFFLUENT BOD EFFLUENT TSS ELECTRICITY USED TRUCKED WASTE Million Gallons Per Day JUL SEP NOV JAN MAR MAY Milligrams Per Liter JUL SEP NPDES Permit Limit NOV JAN MAR MAY Milligrams Per Liter JUL SEP NPDES Permit Limit NOV MONTH 15/16 16/17 17/18 18/19 15/16 16/17 17/18 18/19 15/16 16/17 17/18 18/19 15/16 16/17 17/18 18/19 15/16 16/17 17/18 18/19 JUL N/A N/A AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL ,533 5, MIN n/a n/a MAX n/a n/a AVG n/a n/a JAN MAR MAY KWatt Hours JUL SEP NOV JAN MAR MAY Thousands of gallons 50 0 JUL SEP NOV JAN MAR MAY Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 9 of 10 Packet Pg. 54

55 8.c 12-Month Recycled Water Data Month MG = Million Gallons MGD = Million Gallons per day RARE Influent Flow (MG) Total Recycled Water (MG) Daily Average (MGD) Sept Oct Nov Dec Jan Feb Mar Apr May June July August September Notes: This chart shows that 100% of the Recycled Water from WCWD is sent to RARE. The Recycled Water sent to RARE is used completely by Chevron. The Daily Average column shows the volume of Influent Flow that is recycled on a daily basis. Communication: Review and Accept General Manager's Report for the month of October 2018 (INFORMATIONAL REPORTS) Page 10 of 10 Packet Pg. 55

56 LAW OFFICES PELLETREAU, ALDERSON & CABRAL P.O. BOX 1000 GRASS VALLEY, CA TELEPHONE: (510) FACSIMILE: (530) d WEST COUNTY WASTEWATER DISTRICT 2910 HILLTOP DRIVE RICHMOND, CA RE: PROFESSIONAL SERVICES DATE 10/01/18 10/02/18 NOVEMBER 1, 2018 STATEMENT FOR GENERAL SERVICES OUR FILE: DESCRIPTION Receive and review agenda and supporting materials and begin preparation for meeting Receive and review from client regarding purchasing policy, anti-nepotism policy and fraud policy Personnel matter (Staff) Research and draft regarding labor negotiations Exchange s with client regarding public bidding requirements Research and review information regarding Richmond cost sharing agreements; advice to Interim General Manager Receive and review s regarding General Manager recruitment; Telephone conference with client; Exchange s with consultant regarding booklets Exchange s with Administration Supervisor regarding agenda Exchange s with client regarding La Paloma consultants; Receive and review update on testing; Receive and review s from and regarding Rimkus; Receive and review s regarding smoke testing; Exchange s with Interim General Manager HOURS AMOUNT Communication: Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Packet Pg. 56

57 PAGE2 NOVEMBER 1, 2018 WEST COUNTY WASTEWATER DISTRJCT OUR FILE: d DATE DESCRJPTION HOURS AMOUNT Research and draft advice regarding travel, fraud, per diem and procurement policies Receive and begin review of Voting Rights Act issues Receive and review General Manager recruitment materials Receive and review s and information regarding service to Richmond Country Club Research and provide advice regarding La Paloma attorney-client privilege issues 10/03/18 Receive and review several s and related information regarding follow up testing and inspections on La Paloma; Exchange s with Interim General Manager; Exchange s with client and consultant Receive and review from client regarding AB that provides expanded energy recovery grants; information to client Complete review of General Manager recruitment materials and prepare for meeting Attend meeting regarding General Manager recruitment Review agenda and related materials and prepare for regular meeting Attend regular meeting /04/18 Research and provide advice regarding release of project retention; Exchange s with client Research and provide advice regarding process for determining project completion; Exchange s with client Research history of joint facilities with Richmond; evaluation to client Receive and review s and information regarding Chevron temporary access easement for pipeline repair Exchange s with client regarding procurement policy Communication: Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Packet Pg. 57

58 PAGE3 NOVEMBER 1, 2018 WEST COUNTY WASTEWATER DISTRICT OUR FILE: d DATE DESCRIPTION HOURS AMOUNT Receive and review s from client regarding CSDA application; review application and it to client 10/05/18 Complete review and evaluation of documents pertaining to dechlorination facilities. Documents reviewed included WCA Joint Powers Agreement, amendments and historical records Receive, review and comment on agenda for October meeting Personnel matter (Gm Recruitment) Receive and review La Paloma odor investigation updates /07/18 Receive, review and respond to s regarding General Manager recruitment 10/08/18 Receive and review from consultant regarding final change orders and signed settlement agreement; retrieve and forward settlement agreement to consultant Receive and review s and information regarding sewer lateral issue on Santa Maria: research options for deferring lateral repair; Exchange s with client; Telephone conference with Interim General Manager 10/09/18 Personnel matter (Staff) Receive, review and respond to s and information regarding remodeling project and need to replace sewer lateral to residence on Santa Maria Receive and review from client regarding RGS agreement; retrieve and review signed agreement and work orders and forward them to client Exchange s with client regarding meeting and closed session 10/10/18 Receive, review and respond to follow-up information regarding RGS agreement; Exchange s with Administration Supervisor Research and draft annual letter to auditors regarding pending claims Communication: Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Packet Pg. 58

59 PAGE4 NOVEMBER 1, 2018 WEST COUNTY WASTEWATER DISTRICT OUR FILE: d DATE DESCRIPTION HOURS AMOUNT Receive, review and respond to s regarding release of retention to Overaa on the Recycled Water Reliability Upgrade project Receive, review and respond to follow-up s and information on Santa Maria sewer lateral issue Telephone conferences with clients regarding General Manager recruitment; review questions; Exchange s with recruiter regarding questions and interview; advice to Board 10/11/18 Exchange s with Administration Supervisor regarding agenda for October 17 meeting Receive and review s regarding questions for General Manager interviews; create matrix of selections; Board regarding need to select questions Receive and review from client regarding recording of notice of requirement to comply with sewer lateral inspection and repair/replacement ordinance; research history and legal issues and respond Exchange s with client regarding annual audit letter Receive, review and respond to s and information regarding release of Overaa retention on Recycled Water Reliability Upgrade project Research and provide advice regarding options for enforcing District ordinances Exchange s with client regarding meetings with Richmond to discuss dechlorination options Receive and review from client regarding incorporation of safety language into form agreement; review standard construction specifications; revise language and forward it to client 10/12/18 Receive and review s and information from client regarding publication and recording ordinances; evaluate requirements and respond Review, revise and complete correspondence with auditors; Exchange s with client; correspondence to Communication: Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Packet Pg. 59

60 PAGES NOVEMBER 1, 2018 WEST COUNTY WASTEWATER DISTRICT OUR FILE: d DATE DESCRIPTION HOURS AMOUNT auditor Personnel matter (Staff) /13/18 Receive and review agenda and supporting materials and begin preparation for meeting Receive and review s and information regarding status of La Paloma odor investigation Receive and review s and information regarding General Manager interviews; Receive and review update regarding interview questions and same to Board Receive and review s and information regarding La Paloma Exchange s with client regarding sewer lateral replacement ordinance Receive and review s and memorandum regarding conclusion of personnel investigation 10/16/18 Receive and review from client regarding records retention policy; retrieve legal basis for retention schedule and forward it to client Personnel matter (General Manager Recruitment) Personnel matter (Staff) /17/18 Review historical records and prepare for meeting with client regarding Richmond cost sharing Final preparation for regular meeting Attend meeting with staff regarding Richmond cost sharing Attend regular meeting; Personal conference Interim General Manager after regular meeting 10/18/18 Exchange s with client regarding pending personnel investigations Receive and review s and information regarding General Manager recruitment; Telephone conference with client; prepare summary for special meeting; Exchange Communication: Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Packet Pg. 60

61 PAGE6 NOVEMBER 1, 2018 WEST COUNTY WASTEWATER DISTRICT OUR FILE: d DATE DESCRIPTION HOURS AMOUNT s with recruiter; Exchange s with Administration Supervisor regarding closed session Receive, review and respond to s and information regarding Market Street sanitary sewer overflow 10/19/18 Exchange s and information with client regarding sanitary sewer overflow at 1717 Market Street and protocol for responding Exchange s with client regarding closed session agendas Telephone conference with client regarding General Manager interview questions; Receive and review proposed questions; compile and forward questions to client; retrieve and review salary surveys; Exchange s with client regarding update 10/22/18 Receive and review from client regarding AB 1912; review relevant provisions and respond Personnel matter (Staff) Review General Manager interview questions and related information; prepare information for special meeting 10/23/18 Attend special meeting regarding General Manager recruitment Receive, review and respond to s and information regarding La Paloma air testing Receive, review and respond to s and information regarding meeting with Richmond to discuss WCA issues Receive and review from General Manager recruiter regarding interview schedule; schedule to client; prepare list of questions and them to Mr. Kimura 10/24/18 Continue review of AB 929 and SB 2227 regarding District website Receive and review several s regarding General Manager interviews; Telephone conference with client Communication: Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Packet Pg. 61

62 PAGE7 NOVEMBER l, 2018 WEST COUNTY WASTEWATER DISTRICT OUR FILE: d DATE DESCRIPTION HOURS AMOUNT 10/25/18 10/26/18 10/29/18 10/30/18 regarding interviews Exchange s with Administration Supervisor regarding special meeting Receive and review from client regarding consultant agreement; review and compare different drafts and comments to client Exchange s with client regarding status of La Paloma odor issues Exchange s with client regarding La Paloma air testing Receive and review s and information regarding General Manager recruitment; Exchange s with client; Telephone conference with client regarding agenda; Receive and review agenda; Exchange s with recruiter Revise questions, schedule and process and them to Board; Receive and review s regarding agenda; Receive and review from recruiter regarding withdrawal of candidate; prepare and forward revised schedule; prepare documents for interviews Receive and review update on La Paloma odor complaints Exchange s with client regarding consultant agreement Participate in General Manager interviews Telephone conference with Interim General Manager regarding agreement; summarize negotiating points and them to Interim General Manager; client regarding negotiating points TOTAL PROFESSIONAL SERVICES COSTS AND DISBURSEMENTS /07/18 Lexis on line research charges for bidding issues ($25.02), check writing policy ($123.02), Foster Lane ($157.64) and LaPaloma ($8.34) TOTAL NEW CHARGES TOT AL COSTS AND DISBURSEMENTS , $ 17, $ $17, Communication: Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Packet Pg. 62

63 PAGES NOVEMBER 1, 2018 WEST COUNTY WASTEWATER DISTRICT OUR FILE: PREVIOUS BALANCE DUE CREDIT BALANCE FORWARD PAYMENTS AND CREDITS 10/12/18 Payment Received - Thank You TOTAL PAYMENTS AND CREDITS SUMMARY OF ACCOUNT BALANCE FORWARD TOTAL NEW CHARGES PAYMENTS AND CREDITS TOTAL BALANCE DUE $ 16, , , $17, d $ 16, $ , $-16, Communication: Review Board Attorney Statement of Services dated November 1, 2018 and Receive Board Attorney Brief Packet Pg. 63

64 9.a MEMORANDUM To: Honorable Board of Directors From: Maria L. Sena, Administration Supervisor Date: November 19, 2018 Subject: Board Calendar Please find below a list of meetings and other important dates. MEETINGS SCHEDULE Board Meeting Meeting Next Meeting Date Comments Special Board Meeting/Workshop Administration & Finance Committee 12/05/2018 5:30 pm 12/19/ :00 am 1st Wednesday of the month at 5:30 p.m. and 3rd Wednesday of the month at 10:00 a.m. As needed As needed Planning & Sustainability Committee As needed West County Agency 6/20/2019 Annually on third Thursday in June or when needed CCSDA 01/14/2019 Central Contra Costa Sanitary District, 10:00 a.m. CSDA 09/25 09/29/2019 Annual Conference, Anaheim, CA CASA 01/23 01/25/2019 Winter Conference, Indian Wells, CA WEFTEC 09/21 09/25/ Conference, Chicago, IL Other Important Dates: Thanksgiving Holiday November District Offices Closed El Sobrante Chamber Board Meeting, Sheriffs Annex, El Sobrante December 5:00 p.m. Employee Appreciation/Service Awards Luncheon, Rockefeller Lodge - December 12:00 p.m. North Richmond Municipal Advisory Council, Senior Center Richmond December 5:00 p.m. CONFERENCES AND SCHEDULED LEAVE November December January D. Alvarado 19 A. Comeaux L. McNeil S. Stanley H. Wiener Communication: Receive Calendar of Events (CALENDAR OF EVENTS) Interim General Manager Interim Water Quality Manager Interim Engineering Services Manager 1-16 Interim Business Services Manager Packet Pg. 64

65 9.a November 2018 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Veterans Day Holiday Monthly Mayors Conference Meeting, pm BAAQMD Workshop Air Quality Regulations, San Fran El Sobrante Chamber Board Meeting-Sheriff s Annex, El pm BAAQMD Workshop Air Quality Regulations, Martinez San Pablo City Council 6 pm North Richmond MAC N.R. Senior 5 pm Pinole City Council 6 pm Richmond City Council 6 pm 5:30 pm West County Forum Meeting, La Strada 12 noon Recycle More WCCIWMA Board Mtg. SP City Council Chambers 7:00 pm El Sobrante Chamber Mixer Elks Lodge 5:30 pm 7:00 pm Veterans Day Holiday Observed District Holiday El Sobrante MAC Elks 7 pm :00 am San Pablo City Council 6 pm Pinole City Council 6 pm Richmond City Council 6 pm Thanksgiving Day District Holiday Thanksgiving District Holiday Communication: Receive Calendar of Events (CALENDAR OF EVENTS) West County Wastewater District Packet Pg. 65

66 9.a December 2018 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Employee Appreciation Luncheon 12 noon 5:30 pm El Sobrante Chamber Board Meeting-Sheriff s Annex, El pm San Pablo City Council 6 pm North Richmond MAC N.R. Senior 5 pm Pinole City Council 6 pm Richmond City Council 6 pm Monthly Mayors Conference Meeting, Walnut 6:30 pm El Sobrante MAC Elks 7 pm El Sobrante Chamber Holiday Mixer Mechanics Bank, El pm West County Forum Meeting, La Strada 12 noon Recycle More WCCIWMA Board Mtg. SP City Council 7 pm Richmond Chamber Holiday Party Mechanics Bank, Klose Way, pm San Pablo City Council 6 pm Pinole City Council 6 pm Richmond City Council 6 pm 10:00 am 1 Communication: Receive Calendar of Events (CALENDAR OF EVENTS) Christmas Day West County Wastewater District Packet Pg. 66

67 9.a January 2019 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY New Year s Day District Holiday :30 pm El Sobrante Chamber Board Meeting-Sheriff s Annex, El pm San Pablo City Council 6 pm El Sobrante MAC Elks 7 pm West County Forum Meeting, La Strada 12 noon Monthly Mayors Conference Meeting, 6:30 pm Recycle More WCCIWMA Board Mtg. SP City Council Chambers 7:00 pm CCSDA Meeting, Central San, am Pinole City Council 6 pm Richmond City Council 6 pm 10:00 am Communication: Receive Calendar of Events (CALENDAR OF EVENTS) Martin Luther King Day District Holiday CASA Winter Conference Indian Wells, CA CASA Winter Conference Indian Wells, CA CASA Winter Conference Indian Wells, CA West County Wastewater District Packet Pg. 67