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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 09/24/2014 Subject to Approval k, EAST VALLEY WATER DISTRICT September 24, 2014 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:31p.m. Ms. Justine Hendricksen led the flag salute. PRESENT: Directors: Coats, Coleman, LeVesque, Morales ABSENT: Directors: None STAFF: John Mura, General Manager/CEO; Mike Maestas, Assistant General Manager; Brian Tompkins, Chief Financial Officer; Justine Hendricksen, Administrative Manager; Cecilia Contreras, Executive Assistant LEGAL COUNSEL: GUEST(s): Members of the public SUPPLEMENTAL INFORMATION FROM THE GENERAL MANAGER REGARDING AGENDA ITEMS No supplemental information at this time. PRESENTATIONS Et CEREMONIAL ITEMS No presentations and ceremonial items at this time. PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:33 pm. There being no further written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA EM/S/C (LeVesque-Coats) that the September 24, 2014 agenda be approved as submitted. Vice Chairman Coleman requested that agenda item #2c be removed from the consent calendar for discussion. q-Z� ` � Minutes: OS/B,7/14 cmc APPROVE THE SEPTEMBER 10, 2014 BOARD MEETING MINUTES M/S/C (Coats-Coleman) that the September 10, 2014 Regular Board meeting minutes be approved as submitted. APPROVE THE SEPTEMBER 10, 2014 SPECIAL BOARD MEETING MINUTES M/S/C (Coats-Coleman) that the September 10, 2014 Special Board Meeting minutes be approved as submitted. DIRECTORS' FEES AND EXPENSES FOR AUGUST 2014 Chairman Morales stated that he had a question regarding the re submittal of Vice Chairman Coleman's expense report. Director LeVesque stated that the previous submittal of Vice Chairman Coleman's expense reports there were items duplicated; that he questioned the charge of meetings with mileage which increased the amount from the previous submittal. He stated the he feels the form should be resubmitted with the guidance of legal counsel. Chairman Morales stated that he needed some clarification on the resubmission that shows meeting for the District that were not on the previous expense report; his request for Vice Chairman Coleman was to review his expense report again and bring it back to the next board meeting for resubmission; that everything that he attended would be noted; and that it would help with the transparency for the public. Matt made a motion for Vice Chairman Coleman to resubmit his expense report at the next board meeting. Vice-Chairman Coleman clarified a meeting that he attended with legal counsel and the General Manager/CEO with regards to AB1234; that the General Manager/CEO came into the meeting and they discussed some topics. The General Manager/CEO stated that he recalls Vice Chairman attending the meeting with legal counsel but doesn't remember what they spoke about; that he makes notes when he has meetings with the board members so that he remember at a later date if he needs to. Chairman Morales stated that with the clarification needed of the meetings that bringing this back at the next board meeting would be useful. Vice Chairman Coleman stated that the change in some of the dates on the report was accidental; that the meetings that he attended were beneficial. He stated for the resubmission of his expense report, he will break down the mileage for the meetings. M/S/C (LeVesque-Coats) for Vice Chairman Coleman to resubmit his August expense report as amended at the next regular board meeting. This motion passed with a 3 to 1 vote. 2 Minutes: 09/24/14 cmc NOMINATION AND APPOINTMENT OF NEW GOVERNING BOARD MEMBER Chairman Morales explained that the Board went through an extensive process for appointment of a new board member. M/S/C (LeVesque-Coats) to nominate and appoint Chris Carrillo as the new Governing Board Member, ADMINISTER THE OATH OF OFFICE FOR NEWLY APPOINTED GOVERNING BOARD MEMBER The General Manager/CEO administered the Oath of Office for the newly appointed Governing Board Member Chris Carrillo. Information only. Director Carrillo took his seat at the dais. PLANT 134 BOOSTER STATION UPGRADE AND PLANT 134 "GETAWAY" CAPACITY UPGRADE The General Manager/CEO introduced the Engineering Manager, Tom Holliman, to present to the Board. Mr. Holliman stated that in 2013 the Treatment Plant 134 was upgraded from a four million gallons a day to eight million gallons a day; that the expansion of the pump station capability was not part of the original project; that the District has entered into a contract with San Bernardino Valley Municipal Water District to fund the construction of a turnout, pipeline and hydroelectric generator plant for the District. Mr. Holliman stated that the District sent our request for proposal to seven qualified engineering firms; that they received five proposals to be reviewed. He explained the evaluation matrix criteria that was used to evaluate the proposals received; that Parsons Brinkerhoff were chosen based on the qualifications and that they believe that they are the best team to provide the District with the best project. M/S/C (LeVesque-Coats) to authorize the General Manager/CEO to execute an agreement with Parsons Brinckerhoff for Engineering Consultant Services for the Plant 134 Booster Station upgrade and Plant 134 "Getaway" capacity upgrade. SEWER CAPACITY IMPROVEMENT PROJECTS Mr. Holliman presented to the Board an update from the Wastewater Collection System Master Plan; that the report revealed that the District collection capacity was near its limit and would not be able to accommodate future development; four projects have been identified for construction that would allow the District to accommodate currently while resolving the long term issues; that the District is aggresicble pushing these projects with completion dates of August 2015. 3 Minutes: 09/24/14 cmc Mr. Holliman stated that four qualified engineering firms received requests for proposals; the District received three for evaluation following the evaluation matrix criteria; that the evaluation team felt that AECOM has the qualifications, experience, and team to be able to accomplish this project. Chairman Morales stated that this is great project to help with short term needs but also helps with the long term obligation of moving forward. M/S/C (Coats-LeVesque) to authorize the General Manager/CEO to execute an agreement with AECOM for Engineering Consultant Services for the Sewer Capacity Improvement projects. GENERAL MANAGER/STAFF REPORTS • RATEPAYER WORKING GROUP UPDATE The General Manager/CEO gave an update to the Board regarding the Ratepayer Working Group; that two meetings have already been conducted and this is a great team; that the first meeting was to discuss general information about the District and the second meeting was a tour of key facilities in the District. He stated that he committed to the working group that he will bring forward any concerns that the group has. The General Manager/CEO stated that he recently attended a Utilities Executive Leadership Academy in Seattle; that the topic was resiliency; that this was great meeting to attend Chairman Morales stated that attending this training was part of the performance measures that the Board established for the General Manager/CEO. Information only. LEGAL COUNSEL REPORT No reports at this time. ORAL COMMENTS FROM THE BOARD OF DIRECTORS Director Coats congratulated Ms. Justine Hendricksen for celebrating 24 years with the District. He also congratulated Mr. Micah Kennedy for being proactive and helping a customer in our District with a problem in her home after work hours. Director Coats stated that he would be attending a conference in Palm Springs for California Special District Association next week. Director Carrillo thanked the Board for this opportunity. Director LeVesque stated that The Highland Chamber will be hosting a Murder Mystery dinner at the District's facility; that he received negative feedback from the recent Master Gardeners class that was held at the District and the District needs to be careful 4 Minutes: 09/24/14 cmc what we add our name to. He stated that he and Director Coats attended the Upper Santa River Watershed meeting; that he feels they should reconsider attending these meetings since they tend to always have a lack of quorum; that he would like to re- evaluate the assignments and have this item added to the next agenda. Vice Chairman Coleman stated that he is glad for those who chose to participate in the meeting and looks forward to working with Director Carrillo. Information only. ADJOURN The meeting adjourned at 6:12 p.m. J es Morales, Jr., Chairman John J. Mura, cretary I IL 5 Minutes: 09/24/14 cmc I I I