ENGINEERING AND INFORMATION TECHNOLOGY COMMITTEE MEETING SUMMARY MINUTES November 17, 2016 4:15 p.m. ATTENDANCE Directors: Martin Koller (Chair), Jim Gunther Staff: Ed Stevenson, Toni Lyons, Ariz Naqvi DISCUSSION TOPICS 1. Fish Passage Projects CEQA Update: Toni Lyons, Project Engineering Manager, reported on recent activities and progress with the California Environmental Quality Act (CEQA) process for the project since the September Committee Update. The draft Mitigated Negative Declaration (MND) was circulated for public review and comment from October 3, 2016, through November 3, 2016. Seven comment letters were received. Two residents expressed support for the Project. The Alameda Creek Alliance expressed support for the ongoing efforts to improve migration conditions for steelhead trout in lower Alameda Creek. The City of Fremont (City) requested to be kept informed regarding construction activities, and that residents and property owners adjacent to the Project also receive notification. The US Army Corps of Engineers (USACE) requested that additional detail be included in the no-action Project alternative for NEPA. One resident expressed concern about sediment build-up and flows in the channel being insufficient for fish. The SFPUC referenced its past comments, and commented on surface water losses upstream in the watershed, analysis of impacts of bypass flows on groundwater in the Niles Cone, and characterization of rates of diversion from Alameda Creek. Staff has acknowledged the letters of support and is providing written responses to each of the comments received. Based on the whole record for this project, staff concluded that no new significant environmental impacts were identified as a result of the public review process and that by implementing the mitigation measures identified in the IS/MND, the Project will not have a significant effect on the environment. The comments and associated responses were shared with the County. The MND will now be brought to both the County and the District Boards for adoption on December 6, 2016. Staff responded to questions from Directors Koller and Gunther. 1
2. Board Meeting Video Public Access Statistics: Ariz Naqvi, Information Technology Manager, reported on statistics related to viewing of Board meeting videos posted on the District's Y outube channel and accessible via the District's website. This report, which covered approximately six months of viewing data, was requested by the Committee previously. The District started video recording regular and special Board meetings in May 2016. These video recordings are post processed and posted on the District's Y outube channel and links to the recordings are also provided on the District's website in the Agenda Center. Y outube provides statistical information such as number of views, duration of views etc. for videos posted on Y outube channels. Staff displayed the statistics for regular and special Board meeting videos that were uploaded to the District's You Tube channel since May 2016. The statistics for each of the eight videos and overall averages are listed in the table below. Video Total Watch Number of Average Average percent of video length viewed Overall Averages 132 128 193 28 32 6 5.25 4.6 7.2 3.61 Staff responded to questions from Directors Koller and Gunther. 3. Cayenta Software Maintenance Renewal: Ariz Naqvi, Information Technology Manager, provided an update on the software support and maintenance services for Cayenta Utilities, the District's Customer Information System (CIS) software supporting utility billing and related customer service business processes. Mr. Naqvi provided background on the purchase and implementation of Cayenta Utilities and informed the Committee that in October 2010, the Board authorized execution of a Software License, Support and Maintenance Agreement with Cayenta, a Division of Harris Computer Corporation. This negotiated agreement set forth the initial software installation and implementation costs as well as the process by which future payment amounts for software licensing, support and maintenance would be determined. 2
Continued technical support is required to ensure optimal operation of the software. The Software License, Support and Maintenance Agreement provides program updates critical to resolving issues as well as access to new software releases and updates. Cayenta technical support services help District staff resolve functional and technical issues at no additional cost. Newer releases of the software typically include enhancements and new functionality as well as support for new database versions, and server and computer operating systems. Periodic upgrades are needed to ensure compatibility with current software, operating systems, and databases, and to reduce cyber security related risks to the District. The District plans to upgrade its Cayenta Utilities software every 4 to 5 years and has initiated an upgrade process this fiscal year. The cost of the software support and maintenance is based on the software modules installed, and the allowable annual increase in cost is capped at 3% in accordance with the existing Software License, Support and Maintenance Agreement. The cost of software support and maintenance for calendar year 2017 is $88,282.20. The total cost for software support and maintenance through calendar year 2020 is $369,340. The existing Cayenta Utilities CIS system is successfully in use, Cayenta' s software support and maintenance services have been satisfactory, and staff does not anticipate moving to another CIS system in the foreseeable future. Therefore, staff plans to recommend that the Board authorize continued payments under the existing Software License, Support and Maintenance Agreement through calendar year 2020 at the December 8, 2016, Board meeting. Staff responded to several questions from Directors Koller and Gunther. 4. Review of Surplus District Properties: Ed Stevenson, Manager of Engineering and Technology Services, reported on activities related to two surplus District properties: a. Deer Road: The 4.28 acre property located at the easterly end of Deer Road in the Canyon Heights area of Fremont was surplused by the Board in 2002. The property had been marketed previously but failed to sell due to market conditions. Staff placed the property on the market again on October 19, 2016, following preparation of the Request for Offers Document and the Draft Sales Agreement. The Request for Offers document requests five (5) different price proposals based upon different assumptions about the status of the various property interests the District is considering acquiring from others and/or reserving unto itself. Invitations to submit proposals were sent to 152 developers, builders, brokers, real estate agents, and others. These invitations also included a property information flyer which was prepared for the project (attached). Additional notifications were also sent to the City of Fremont, SFPUC, East Bay Regional Parks District, certain neighbors and other interested parties. A total of 165 notifications were made. In addition, a web page was set up for the property on the District's website. The Request for Proposals document, together with site photos and other pertinent documents (Tentative Map 7682, City of Fremont Conditions of Approval, title report, CEQA, studies, maps, the property information flyer, etc.) were posted on the web site at www.acwd.org/deer. The property has also been posted on LoopNet, a multiple listings 3
service. Proposals are due on December 30, 2016. Staff plans to present proposals to the Board in January. b. Peralta Property: This 0.07 acre (3,200 square-foot) property is located on the north side of Peralta Boulevard in Fremont between Shinn and Acacia Streets adjacent to the overhead crossing of the BART tracks where they cross over Peralta Boulevard (see attached figures). The Peralta Property was originally purchased in 1940 and was used as the site of the District's Peralta groundwater well for many years. The Peralta well was drilled in 1940 and served as a source of water for the water distribution system and later for the District's Manual J. Bernardo Softening Plant until the early 1990' s. The well was used for the District's Spring-Fall groundwater monitoring program until approximately 1994, and was destroyed in 1995. In 2010, the District determined the well site had no continuing operational use and removal of remaining well-related facilities and equipment was completed in 2012. The Board surplused the property in 2013 after the District received an offer to purchase it from a neighboring property owner. Since that time, the offer was withdrawn, and the property status has not changed. Staff recently received another offer to purchase the property from a different neighboring property owner. Before the property is advertised for sale, staff will request a determination from the Fremont Planning Commission as to whether the proposed property disposal is consistent with the City of Fremont General Plan. The property would then be offered for sale or lease to local agencies specified in Government Code Section 54222. If one or more of these local agencies notifies the District of its intention to purchase or lease the property, the District must enter into good faith negotiations with that local agency to determine a mutually satisfactory sales price or lease terms. If the District and the local agency cannot reach agreement after good faith negotiations, or if there is no interest expressed by such local agencies within the required 60 day response period, the District could proceed to offer the property for sale to others. The District's past practice with surplus land with similar characteristics as the District's Peralta Property has been to offer the surplus land for sale to adjacent property owners and staff proposes the same approach for this property. However, staff would also post notice of the offer to sell the land on the District's website and in the local patches at a minimum. When offering the property for sale, staff plans to base the market value of the property on the appraisal completed in 2013, as escalated based upon real estate value escalation that has occurred since that time. Staff would return to the Board upon receipt of any offers and request authority to negotiate the price and terms of payment. Staff responded to questions from Directors Koller and Gunther. 5. Public Comments: There were no public comments. RECOMMENDATIONS Topics discussed by the Committee were informational only and no recommendations are being made. 4
ACWD Deer Road Property - Surplus Land for Sale Alameda County Water District (ACWD) is soliciting offers for this ±4.28 acre property {APN 507-0676-004) located in the Canyon Heights area near Niles Canyon in Fremont. The undeveloped property is zoned low density residential R-1-6 {H-1) by the City of Fremont and has been approved for 10 single family residential lots in accordance with an approved Vesting Tentative Map and Preliminary Grading Plan. The property is situated at the east end of Deer Road and is bounded by a residential neighborhood (along Deer Road and areas to the west), a vacant ±1.2 acre property to the north, East Bay Regional Park District (Vargas Plateau Regional Park) lands to the east, private open space ranch lands to the south, and a ±7.45 acre property owned by the San Francisco Public Utilities Commission {SFPUC) to the west. Approved Vesting Tentative Map 76B2 and Preliminary Grading Plan The approved Tentative Map 7682 and Preliminary Grading Plan provides for 10 single family lots ranging in size from 9,206 to 18,203 square feet. Average lot size is approximately 14,500 square feet. The Tentative Map is set to expire on October 9, 2017. The Tentative Map provides for the extension of Deer Road and construction of a new public street, "Outlook Court." The Tentative Map requires that certain property interests must be acquired from others, including a small fee property and a slope easement from SFPUC in order to construct Outlook Court. Offering Terms The property is being offered for sale unpriced, "as-is, with all faults." Multiple price proposals are requested based upon presumptions about the status of the various property interests ACWD is considering acquiring from SFPUC (fee property and slope easement) and easements ACWD is considering granting to SFPUC and reserving unto itself. Additional information and the Request for Offers document is available at www.acwd.org/deer Property Location The property is located within the Canyon Heights-Vallejo Mills neighborhood in Fremont, a low density residential area bounded by Alameda Creek and Niles Canyon to the west and Vargas Plateau Regional Park to the east. The property is approximately 0.8 miles driving distance to Highway 84 (Niles Canyon), 1 mile to Mission Boulevard, 5 miles to Highway 880, and 8 miles to Highway 680. The property is located within the Fremont Unified School District (885 API, 2012) and has been assigned attendance at Vallejo Mill Elementary School (approximately 0.7 miles away), Centerville Junior High School and Washington High School in Fremont. Offers Due 2:00 p.m. December 30, 2016 - Request for Offers Document and Bid Package Available at www.acwd.org/deer!property Information Pamphlet (d).docx 1
Site Photos - More Photos Available at www.acwd.org/deer Supplemental Documents Available A variety of pertinent documents and third party reports are ava ilable. Documents include: Preliminary Title Report Documents referenced in exceptions to Preliminary Title Report Vesting Tentative Tract Map 7682 and Preliminary Grading Plan City of Fremont Staff Report for Approval of Tentative Map City of Fremont Cond itions of Approval of Tentative Map CEQA documents Notice of School Attendance Area Topographical Map of Property and Vicinity Master Infrastructure and Circulation Report Wetland Evaluation Hydrologic and Hydraulic Study Biologica l Resources Analysis Report CRLF and CTS Habitat Assessment Tree Survey. Documents are available at www.acwd.org/deer Disclaimer Statement All information provided here and in the supplemental documents is as a courtesy only. Interested parties and bidders are to pursue and engage in their own due diligence and independently verify the physical condit ion, lega l status and risk factors associated with the subject property and any potential use, and may not rely on such information from ACWD. ACWD does not warrant or represent that any of the information herein or contained in the supplemental documents are accurate or complete and all such information must be verified independently by using competent individuals. Contact Information For additional information or to arrange an inspection of the property, contact Ed Stevenson, ACWD Manager of Engineering and Technology Services, at 510.668.4401, or ed.stevenson@acwd.com. For a paper copy of the Request for Offers Document, contact Traci Fung, ACWD Office Supervisor, at 510.668.4402 or traci.fung@acwd.com, or visit ACWD's Administrative Offices at 43885 South Grimmer Blvd., Fremont CA, 94538. Offers Due 2:00 p.m. December 30, 2016 - Request for Offers Document and Bid Package Available at www.acwd.org/deer!property Information Pamphlet (d).docx 2
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