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Home My WebLink AboutMinutes - EVWD Board of Directors - 07/11/2012 Approved August 8,2012 EAST VALLEY WATER DISTRICT JULY 11, 2012 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:30 p.m. Ms Duran led the flag salute. PRESENT: Directors: Coleman, LeVesque, Morales, Sturgeon ABSENT: Directors: Wilson STAFF: John Mura, General Manager/CEO; John Vega, Assistant General Manager; Brian Tompkins, Chief Financial Officer; Kathleen Burke, Accounting Specialist II; Mike Henderson, Production Superintendent; Gerald Sievers, Field Superintendent; Allen Williams, Water Production Supervisor; Martha Duran, Executive Assistant; Carol Cales, Customer Operations Supervisor; Eliseo Ochoa, Engineering Manager; Cecilia Contreras, Executive Assistant; Eileen Bateman, Executive Assistant LEGAL COUNSEL: Steve Kennedy GUEST(s): Members of the public APPROVAL OF AGENDA M/S/C (Sturgeon-Coleman) that the July 11, 2012 agenda be approved as submitted. PUBLIC PARTICIPATION Chairman LeVesque declared the public participation section of the meeting open at 5:31 p.m. Mr. Malmberg stated that a sound system is necessary for members of the public to hear clearly during the meetings. There being no further written or verbal comments, the public participation section was closed. Minutes: 07/11/12 etb APPROVAL OF DEVELOPMENT AGREEMENT BETWEEN EAST VALLEY WATER DISTRICT AND HORIZON 2010 ENTERPRISE M/S/C (Morales-Coleman) that the Development Agreement between East Valley Water District and Horizon 2010 Enterprise be approved. RESOLUTION 2012.10—A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ACCEPTING GRANT OF EASEMENT FOR EASTWOOD FARMS MUTUAL WATER COMPANY M/S/C (Morales-Coleman) that Resolution 2012.10 be approved. RESOLUTION 2012.11 —A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ACCEPTING CONVEYANCE OF PIPELINE EASEMENT FROM WAL-MART REAL ESTATE BUSINESS TRUST M/S/C (Morales-Coleman) that Resolution 2012.11 be approved. DISBURSEMENTS M/S/C (Morales-Coleman) that General Fund Disbursements #233128 through #233293 distributed during the period of June 21, 2012 through July 3, 2012 in the amount of$1,243,408.61 and Payroll Fund Disbursements for the period July 3, 2012 in the amount of$83,367.00 totaling $1,326,775.61 be approved. DIRECTORS' FEES AND EXPENSES FOR JUNE 2012 I M/S/C (Morales-Coleman) that the Directors' fees and expenses for June 2012 be approved. ACCEPT AND FILE THE FINANCIAL STATEMENTS FOR MARCH 2012 M/S/C (Morales-Coleman) that the Financial Statement for March 2012 be accepted. AWARD OF CONTRACT FOR PAVEMENT REPAIR AND RESURFACING SERVICES TO G.M. SAGER CONSTRUCTION CO., INC. The Assistant General Manager gave a brief review of the RFP process; that the bids received were evaluated using the criteria given to each bidder; that the District's purchasing policy requires this item to be approved by the Board; that he recommends that the Board award the contract for pavement repair and resurfacing services to G.M. Sager Construction Co., Inc. 2 Minutes: 07/11/12 etb M/S (Coleman-Morales) to award the contract to G.M. Sager Construction Co., Inc. Director Coleman inquired if the basis of the recommendation for the award of contract was solely on the amount of the bid. The Assistant General Manager stated that the recommendation was based on the three levels of criteria, which was given to each bidder. Vice Chairman Morales stated that his understanding is that the recommendation was based on the best value for the best interest of the District; that he commends that board for implementing the purchasing policy for the benefit of keeping the transparency to the public. Board member's Coleman and Morales amended their motion M/S/C (Coleman-Morales) to award the contract for pavement repair and resurfacing services to G.M. Sager Construction Co., Inc. APPROVE THE SCHEDULING OF A PUBLIC HEARING TO CONSIDER CHANGES IN THE METHOD OF DELIVERY OF FINAL NOTICES. The Chief Financial Officer stated that currently there is a $5 charge for a pink tag notice; that in January it was proposed to deliver the pink tag notices by mail but was not an effective process; that our current billing company offers a service to deliver the pink tag notices via FedEx; the cost for the FedEx service would be added to the customers' bill; that he would propose scheduling a public hearing to consider the change to the method of delivery of final notices. The General Manager recommended that the decision on the date of the public hearing be deferred until after Item #5; that the date for the public hearing needs to be set with enough time to educate customers and give them time for preparation of new proposed process. Chairman LeVesque requested a motion to schedule a public hearing. The General Manager recommended August 22, 2012 so that the District may provide the proper notification and keep transparency for its customers. M/S/C (Morales-Sturgeon) to schedule the public hearing on August 22, 2012 to consider the changes in the method of delivery of final notices. Director Sturgeon stated that all costs associated with the delivery of the pink tag notices should be considered at the public hearing. 3 Minutes: 07/11/12 etb Director Coleman agrees that the final cost to the customer should include all expenses associated with the delivery of the pink tag notices. APPROVE THE SCHEDULING OF A PUBLIC HEARING TO CONSIDER CHANGES TO THE DISTRICT'S WATER AND SEWER CAPACITY CHARGES The General Manager stated that the District charges water and sewer capacity fees in accordance with Resolution 2010.06 and sewer rates in accordance with Ordinance 381; that a study was completed and it was recommended that the fees be increased; that he recommends the District schedule a public hearing on August 22, 2012 to discuss the water and sewer capacity fees. M/S/C (Sturgeon-Morales) that the District schedule a public hearing on August 22, 2012 to consider an increase to the water and sewer capacity fees. Vice Chairman Morales stated that there has been no change to the capacity fees since 2001; that the fees warrant looking into further. GENERAL MANAGER/STAFF REPORTS The General Manager reported on the Special Meeting scheduled for July 16, 2012; that the agenda will be completed tomorrow; that the District has been receiving positive feedback regarding the Pipeline and it has generated several tour attendance requests as well. Information only LEGAL REPORT No report at this time. ORAL COMMENTS FROM THE BOARD OF DIRECTORS Vice Chairman Morales stated that he represented the District by participating in the 4th of July Parade last week; that he was approached by a customer who was opposed to the recent rate increase; that they were surprised by the content of the Pipeline and would like to be added to the tour guest list; that the customer benefited from the Pipeline notification; that he commends staff on their work on the Pipeline. Board member Sturgeon expressed his gratitude to staff and CV Strategies for their hard work with the completion of the Districts' Pipeline. Board member Coleman stated that he brought a new and different perspective on how he looks at items; he stated that he was ignorant in how he looks at things; he looks into what matters most and what matters least; he gave reference to a set of numbers and stated that they are significant to Americans; the numbers were as follows: 233466 and broke down 4 Minutes: 07/11/12 etb to 362 and 436, he further broke down the number to 36, 24 and 36; he stated that in the wrong order the numbers mean nothing but in the right order they mean something; he gave examples of what the District needs to accomplish in regards to the 20% by 2020 mandate; he handed out a packet of seeds and stated that we could cut down the amount of water use by using xeriscaping and drought resistant plants throughout the District. Chairman LeVesque requested clarification of what the numbers 36, 24, and 36 mean to Americans. Board member Coleman stated that they were Miss America's measurements. Information only. The Board took a break at 6:25 pm. The Board returned to session at 6:35 pm. CLOSED SESSION The Board entered into Closed Session at 6:35 p.m. as provided in the California Open Meeting Law, Government Code Section 54945.9(a), to discuss the items listed on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to regular session at 7:15 p.m. The items listed on the agenda were discussed in closed session with no reportable action being taken. The meeting adjourned at 7:16 p.m. Matt LeVesque, President John J. Mura, cretary 5 Minutes: 07/11/12 etb I I I