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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 01/11/2011 Approved January 25,2011 EAST VALLEY WATER DISTRICT January 11,2011 REGULAR BOARD MEETING MINUTES The meeting was called to order at 3:00 p.m. by President Wilson. Vice President LeVesque led the flag salute. PRESENT: Directors: LeVesque, Malmberg, Morales, Sturgeon, Wilson ABSENT: None STAFF: Robert Martin, General Manager; Brian Tompkins, Chief Financial Officer; Ron Buchwald, District Engineer; Justine Hendricksen, Administrative Manager; Gary Sturdivan, Safety & Regulatory Affairs Director; Cecilia Contreras, Administrative Office Specialist; Eileen Bateman, Executive Assistant; Becky Kasten, Accounting Supervisor LEGAL COUNSEL: Steve Kennedy GUEST(S): Charles Roberts (Highland Community News), Cara Van Dijk (CV Strategies), Charles Drury (Calgon Carbon Corp.), Scott Manno (RAMS) PUBLIC COMMENTS President Wilson declared the public participation section of the meeting open at 3:01pm. There being no verbal or written comments the public participation section was closed. APPROVAL OF AGENDA M/S/C (Sturgeon-Malmberg) that the January 11, 2011 agenda be approved as submitted. APPROVAL OF BOARD MEETING MINUTES FOR DECEMBER 14,2010 M/S/C (Malmberg- LeVesque) that the December 14, 2010 minutes be approved as submitted. DISBURSEMENTS M/S/C (Malmberg- LeVesque) that the General Fund Disbursements #227021 through #227135 which were distributed during the period of December 22, 2010 through January 4, 2011, in the amount of$515,764.71 and Payroll and Benefit contributions for the period ended January 4, 2011 and included checks and direct deposits, in the amount of $231,808.98 totaling $747,573.69 be approved. 1 Minutes 01/11/1l etb 1 DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S AUDITED FINANCIAL STATEMENTS FOR 2009/2010 A detailed presentation of the District's audited financial statements for 2009/2010 was given by Mr. Scott Manno of Rogers, Anderson, Malody & Scott. Corrections to page 28 of the financial statements regarding Envirogen and the initiated agreement date; Page 31 of the financial statements regarding eligibility for director benefits; page 42 of the financial statements regarding transposed amounts. M/S/C (LeVesque-Sturgeon) to accept the District's audited financial statements for 2009/2010 pending the corrections stated during discussion. DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S HIRING FREEZE The General Manager reviewed the information regarding position vacancies; that he proposes the District replace two positions; that the positions are currently funded in the budget; that the positions be filled at an entry level with the requirement that certifications are completed in a timely manner. Vice President LeVesque inquired about the necessity of the Certification; suggests encouraging existing employees to advance; that contracting out for the positions would be beneficial given the state of the economy. Director Morales requested more information regarding the positions and benefits in order to base his decision. Director Sturgeon supports hiring an employee for the Engineering position and suggests looking into contracting for the meter reading and dig alert and recommends employees to cross train. Director Malmberg stated that there are advantages to both options of hiring new employees or to contract the positions; that he would like to see the cost comparison between both options; that this item be deferred to the next agenda. President Wilson supports the General Manager's recommendation. M (LeVesque) to hire a Water Service Worker and contract the Engineering position. The motion failed due to lack of a second. 2 Minutes 01/11/11 etb DISCUSSION AND POSSIBLE ACTION REGARDING THE FLOOD DAMAGED HOMES WITHIN THE DISTRICT'S BOUNDARIES Director Sturgeon referred to the Board's policy initiated to the damaged homes of the Old Fire that occurred a few years ago; that if homes were damaged during the recent floods the District should waive the final bill for those customers. President Wilson stated that criteria for waiving bills should be set; that the criteria be set for the homes that were red-tagged due to the recent flooding. M/S/C (Sturgeon-Malmberg) to waive the final bill for customers of the homes that were red-tagged as of January 11, 2011. Director Morales requested the General Manager to report on the District damages; if it is necessary for the District to make a proclamation of damages for funding to recover costs associated with the recent flooding. Mr. Sturdivan gave a brief update regarding the damages throughout the District; he explained the procedures that need to be followed in order to receive reimbursement from FEMA. The Board directed Mr. Buchwald and Mr. Tompkins to contact the City and get the number of red-tagged properties in the District. DISCUSSION AND POSSIBLE ACTION REGARDING AWARD OF CONTRACT FOR PLANT 150 (ION EXCHANGE SYSTEM) Mr. Buchwald gave an update regarding Plant 150. M/S/C (Sturgeon-LeVesque) to award the contract for Plant 150 to Calgon Carbon Corporation. DIRECTORS' FEES AND EXPENSES FOR DECEMBER 2010 President Wilson stated that the December 4, 2010 item be removed from his expense report. M/S/C (LeVesque-Malmberg) to approve the Directors' Fees and Expenses for December 2010 with the noted change from President Wilson. GENERAL MANAGER/STAFF REPORTS The General Manager stated that a tentative date has been set for water quality testing at the Seven Oaks Dam; that Chromium 6 will be the next major issue for water agencies in California; that the ACWA Legislative Day is set for March 16, 2011; that Dr Mathis will be attending the February 8, 2011 Board meeting to discuss the Board strategic plan; that he attended the rate hearing for the City of San Bernardino Sewer; that the increase will be approximately $1 per residential home per month; that there was a 4-3 vote with San Bernardino's council to approve 3 Minutes 01/I1/11 etb the increase; that the District's draft 218 notice will be on the next agenda for consideration to proceed with the Proposition 218 notice process. Director Sturgeon stated the he is not in favor of the additional rate increase for the District's customers; that the Districts prior rate hearing includes an additional increase in October 2011; that the District may be able to defer the rate increase by decreasing budget expenses. The General Manager stated that if the Board does not move forward with the Proposition 218 process to increase the Districts sewer rate that it would cost the District an extreme amount of money to cover the City of San Bernardino's recent sewer rate increase. Mr. Tompkins will review options with the District's bond counsel. The General Manager will place this item on the next agenda for Board review. Mr. Tompkins stated that Customer Service Department was open on January 3, 2011; that Customer Service helped approximately 500 customers that day. Mr. Sturdivan stated that he will be attending a kick-off meeting regarding ArkSTORM. CONSULTANT REPORTS Ms Van Dijk gave a brief update on community affairs COMMITTEE REPORTS a. Legislative (Standing) — a meeting is scheduled for January 21, 2011. Director Morales stated that the Committee will be meeting with Senator Carter to give updates on the District's projects. b. Community Affairs (Standing) -No comments at this time. c. Policy (Ad-Hoc) - Director Morales stated that the Committee will be meeting January 12, 2011 to work on the Drug and Alcohol Policy and continue with the next policy for review. d. JPA (Ad-Hoc) — This committee met two weeks ago; the committee is dissolved and will re-assemble at a later date if necessary. ORAL COMMENTS FROM BOARD OF DIRECTORS Director Malmberg stated that the Board is not proactive; that we need to look further down the road for items that affect the District especially regulations from CDPH Director Sturgeon expressed thanks to the staff who worked on January 3, 2011; that on December 27, 2010, 256 customers approached the office which was closed for the holidays. President Wilson stated that the District has no control over the future contaminate regulations. 4 Minutes 01/11/11 etb The Board took a break at 4:46 pm The Board returned to session 4:55 pm CLOSED SESSION The Board entered into Closed Session at 4:55 p.m. as provided in the California Open Meeting Law. Government Code Section 54945.9(a), to discuss those items listed on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to regular session 5:16 p.m. The items listed on the agenda were discussed in closed session with no reportable action. ADJOURN The meeting was adjourned at 5:16 p.m. until the next regularly scheduled Board Meeting. George ilson, President Ro ert E. Martin, Secretary 5 Minutes 01/I1/11 etb I