HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 07/25/2012 Approved August 8,2012
EAST VALLEY WATER DISTRICT JULY 25, 2012
REGULAR BOARD MEETING
MINUTES
The Chairman of the Board called the meeting to order at 5:30 p.m. Ms. Bryan led the flag
salute.
PRESENT: Directors: Coleman, LeVesque, Morales, Sturgeon, Wilson
ABSENT: Directors: None
STAFF: John Mura, General Manager/CEO; John Vega, Assistant General
Manager; Brian Tompkins, Chief Financial Officer; Kathleen Burke,
Accounting Specialist II; Cecilia Contreras, Executive Assistant;
Eileen Bateman, Executive Assistant; Kerrie Bryan, Human
Resources & Safety Risk Manager; Martha Duran, Executive
Assistant; Dan Davis, Water Service Worker II; Gerald Sievers,
Field Superintendent; Andrew Theisen, Water Quality Technician II;
Ray Roybal, Water Production Operator I; John Drury, Lead
Treatment Plant Operator; Jon Peel, Water Service Worker II;
Eliseo Ochoa, Engineering Manager; Justine Hendricksen,
Administrative Manager
LEGAL COUNSEL: Steve Kennedy
GUEST(s): Members of the public
APPROVAL OF AGENDA
M/S/C (Wilson-Sturgeon) that the July 25, 2012 agenda be approved as submitted.
PUBLIC PARTICIPATION
Chairman LeVesque declared the public participation section of the meeting open at 5:31
I [ p.m.
Mr. Dyer thanked the General Manager for personally responding to his water quality
concerns, and offered his appreciation to staff, the General Manager and the Board of
Directors for inviting him to participate in the District's recent facilities tour.
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There being no further written or verbal comments, the public participation section was
closed.
APPROVAL OF BOARD MEETING MINUTES FOR JUNE 13, 2012
M/S/C (Wilson-Coleman) that the Board meeting minutes for June 13, 2012 be
approved as submitted.
APPROVAL OF BOARD MEETING MINUTES FOR JUNE 27, 2012
M/S/C (Wilson-Coleman) that the Board meeting minutes for June 27, 2012 be
approved as submitted.
ACCEPT AND FILE THE INVESTMENT REPORT FOR THE QUARTER
ENDED JUNE 30, 2012
M/S/C (Wilson-Coleman) that the Investment Report for the quarter ended June
30, 2012 be accepted.
ACCEPT AND FILE THE FINANCIAL STATEMENTS FOR APRIL 2012
M/S/C (Wilson-Coleman) that the Financial Statements for April 2012 be
accepted.
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DISBURSEMENTS
M/S/C (Wilson-Coleman) that General Fund Disbursements #233294 through
#233448 distributed during the period of July 5, 2012 through July 18, 2012 in the amount
of $640,171.45 and Payroll Fund Disbursements for the period July 18, 2012 in the
amount of$135,550.12 totaling $775,721.57 be approved.
DISCUSSION AND POSSIBLE ACTION REGARDING THE SELECTION OF
THE PROPERTY FOR THE FUTURE DISTRICT'S HEADQUARTERS
LOCATION
The General Manager provided a detailed power-point presentation to the Board regarding
the District's future Headquarters project. He stated that the Board of Directors recently
completed a Strategic Planning process by formally adopting a number of Strategic
Initiatives and Key Performance Indicators. The Board also adopted the District's annual
budget. These items provide the required direction and funding for staff to achieve the
stated goals including, the District's Headquarter Project.
The General Manager stated that over the past several years, the District has acquired
several properties and considered several locations for the District's future headquarters
site. For a variety of reasons an appropriate project was never approved. Given the
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information currently available, staff recommends that the Greenspot property as the most
L suitable location for the future headquarters facility. Staff recommends that the Board of
Directors approve the following items:
1. That the Greenspot property be selected as the future District Headquarters
location
2. Direct staff to develop a Request for Qualifications to select a firm with the
capability to design, construct and finance the Headquarters Project
3. Direct staff to provide finance options to fund the Headquarters Project in a way
that does not impact the current water and sewer rates
The Board discussed a number of items including but not limited to:
• Customer payment options and locations (Satellite facilities)
• Flood and seismic plans
• Del Rosa facilities
• Engineering assessments and site preparation concerns
Members of the public including Mr. Ross Jones and Mr. Dennis Johnson stated that the
District is moving in the right direction and they support the District's decision to locate
the Headquarters facility to the Greenspot property.
Mr. Coats would like to know if there is a difference per square ft. for construction costs
L between Sterling Avenue and Greenspot. He would also like the District to solicit local
vendors for the project.
M/S/C (Sturgeon-Wilson) that the Board approve the following:
1. That the Greenspot property be selected as the future District Headquarters
location
2. Direct staff to develop a Request for Qualifications to select a firm with the
capability to design, construct and finance the Headquarters Project
3. Direct staff to provide finance options to fund the Headquarters Project in a
way that does not impact the current water and sewer rates
AWARD OF CONTRACT FOR COMPREHENSIVE SEWER SYSTEMS
MANAGEMENT PLAN UPDATE TO BLACK AND VEATCH
M/S/C (Wilson-Coleman) that the District award the contract for a comprehensive
sewer systems management plan update to Black and Veatch.
DISCUSSION AND POSSIBLE ACTION REGARDING THE REJECTION OF
CONTRACT BIDS FOR THE DISTRICT'S 30" PIPELINE PROJECT
L The Assistant General Manager stated that staff and the District's engineering consultants
have reviewed the proposals received. During the review process, several questions
surfaced including the coordination with the City of Highland and their storm drain
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construction project including future street improvements along 5th Street, which is within
the District's pipeline alignment. Staff is recommending that the Board of Directors reject
all bids, allowing additional time to adequately address a number of concerns that were
raised during the review process.
M/S/C (Sturgeon-Wilson) that the Board of Directors reject all contract bids
received for the District's 30" pipeline project.
GENERAL MANAGER/STAFF REPORTS
The General Manager/CEO, Assistant General Manager and CFO reported on the
following items:
• Upcoming employee events
• Adopted budget published and circulated
• Sound system added to the board room
• Audit should be completed by the end of September
• Mail process update
LEGAL REPORT
Mr. Kennedy reported on SB 1006, and the suspension of certain posting requirements as
it relates to the Ralph M. Brown Act. However, legal counsel recommends that the
District continues its current posting policies. The Board agrees with legal counsels
recommendations and will continue its current posting policies; the need for public
transparency, accountability and meeting the desires of the District's constituents
outweighs the costs associated with posting notifications.
ORAL COMMENTS FROM THE BOARD OF DIRECTORS
Vice Chairman Morales stated that the headquarters project will meet the needs of the
District's constituents, represents good value, is a community asset and is excited about
moving forward.
Board member Coleman agrees with Vice Chairman Morales' comments. Mr. Coleman
also stated that he has obtained construction cost information from other agencies that the
District may want to include in our bidding process; he will provide the information to the
General Manager/CEO.
Chairman LeVesque apologized for not being able to attend the recent employee lunch.
The Board took a break at 6:42 p.m.
CLOSED SESSION
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The Board entered into Closed Session at 6:50 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 7:05 p.m. The items listed on the agenda were
discussed in closed session with the follow action being taken.
With respect to item #9:
Case one — To the extent that the claim relates to a cause of action with an accrual date
that is outside the applicable limitations period, the Board had no jurisdiction to accept the
claim under the California Tort Claims Act, since the presentation thereof is untimely.
To the extent that the Claim seeks money for all other damages and losses alleged therein
that relate to a cause of action with an accrual date that is within the applicable limitations
period under Government Code Section 911.2, the Board took no action on the Claim at
that time in order to enable EVWD staff to continue to investigate the merits thereof.
Case two — The Board voted (unanimously by a 5-0) to reject the claim and refer it to the
District's legal counsel and insurance carrier.
With respect to item #10—No action taken.
APPROVE AMENDMENT TO THE GENERAL MANAGER/CEO
EMPLOYMENT AGREEMENT
M/S/C (Wilson-Sturgeon) that the amendment to the General Manager/CEO
employment agreement be approved.
The meeting adjourned at 7:05 p.m.
Matt LeVesque, President
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John J. Mura, Sec etary
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