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Home My WebLink AboutMinutes - EVWD Board of Directors - 06/14/2011 Approved July 12,2011 EAST VALLEY WATER DISTRICT JUNE 14,2011 REGULAR BOARD MEETING MINUTES President Wilson called the meeting to order at 3:00 p.m. Ms Kasten led the flag salute. PRESENT: Directors: Malmberg, Morales, LeVesque, Sturgeon, Wilson ABSENT: Directors: None STAFF: Robert Martin, General Manager; Brian Tompkins, Chief Financial Officer; Eliseo Ochoa, Assistant District Engineer; Justine Hendricksen, Administrative Manager LEGAL COUNSEL: Steve Kennedy GUEST(s): Amanda Kasten (West Valley Water District), Doug Dubois, Roger Light (Cajon High School), Charles Roberts (Highland Community News), Cara Van Dijk(CV Strategies arrived at 3:18 pm) APPROVAL OF AGENDA The General Manager requested that item#21 be addressed after the consent calendar. M/S/C (LeVesque-Malmberg) to amend the agenda and have item #21 be addressed after the consent calendar when all parties have arrived. M/S/C (Morales-Malmberg)that the June 14, 2011 agenda be approved as amended. PUBLIC PARTICIPATION President Wilson declared the public participation section of the meeting open at 3:02 p.m. Mr. Light offered his appreciation to the District and the Board of Directors for sponsoring the Inland Empire Solar Challenge. Mr. Light stated that the Solar Challenge is a wonderful motivator for the students and that the entire school participates in the event. Mr. Light also stated that Cajon High School placed 2nd in the event. There being no further written or verbal comments, the public participation section was closed. Minutes:06/14/11 jph DISBURSEMENTS M/S/C (LeVesque-Sturgeon) that the General Fund Disbursements #228497 through #228664 distributed during the period of May 3, 2011 through May 17, 2011 in the amount of$1,203,186.52 and Payroll and benefit contributions for the period ended May 17, 2011 and included checks and direct deposits, in the amount of $279.026.76, totaling $1,482,213.28 be approved. APPROVAL OF BOARD MEETING MINUTES FOR MAY 10, 2011 M/S/C (LeVesque-Sturgeon) that the Board meeting minutes for May 10, 2011 be approved as submitted. GENERAL MANAGERS FEES AND EXPENSES M/S/C (LeVesque-Sturgeon) that the General Managers fees and expenses be approved. GENERAL MANAGERS REQUEST TO BUY BACK SIXTY (60) HOURS OF VACATION TIME M/S/C (LeVesque-Sturgeon) that the General Managers request to buy back sixty (60) hours of vacation time be approved. DISCUSSION AND POSSIBLE ACTION REGARDING AUTHORIZATION TO BID THE EASTWOOD FARMS MUTUAL WATER COMPANY PROJECT M/S/C (Malmberg-LeVesque) that the Board authorizes the District to bid the Eastwood Farms Mutual Water Company Project. DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S 2011-2012 BUDGET The General Manager reviewed three changes made to the budget: • Lock-Box feature added • Fuel and vehicle maintenance decreased • Four vehicle purchases removed The General Manager also stated that the employee awards banquet and description has been removed from the budget. President Wilson would like to add the state and federal advocates back into the budget. Director Sturgeon would like the Legislative Committee to review how much money they need in this year's budget for legislative services and activities. 2 Minutes: 06/14/11 jph The Community Affairs and Legislative Committee's will provide specific recommendations to the Board regarding items they would like added back into the budget. No action taken. DISCUSSION AND POSSIBLE ACTION REGARDING THE SCHEDULING OF A PROP 218 HEARING TO CONSIDER A SEWER TREATMENT RATE INCREASE No action taken. DISCUSSION AND POSSIBLE ACTION REGARDING ELECTION FORM AND OFFICIAL BALLOT FOR ACWA HEALTH BENEFITS AUTHORITY No action taken. RESOLUTION 2011.09 — A RESOLUTION OF THE GOVERNING BODY OF THE EAST VALLEY WATER DISTRICT FOR THE ELECTION OF DIRECTORS TO THE SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY BOARD OF DIRECTORS M/S/C (LeVesque-Malmberg) that the Governing Body of the East Valley Water District cast their three votes on the official 2011 election ballot for: Edmund K. Sprague, Ed Gray and Terry Burkhart for the election of Directors to the Special District Risk Management Authority Board of Directors. DISCUSSION AND POSSIBLE ACTION REGARDING ENGAGEMENT LETTER TO THE DISTRICT FROM ROGERS, ANDERSON, MALODY & SCOTT, LLP M/S (Malmberg-LeVesque) to approve the engagement letter to the District from Rogers, Anderson, Malody & Scott (RAMS). Vice President LeVesque would like to know if the auditing services have ever gone out for bid and stated that he wasn't impressed with last year's presentation by RAMS. The Directors asked staff a number of questions relating to auditing services. Directors LeVesque and Malmberg withdrew their motions. Mr. Tompkins stated that he requested the engagement letter from RAMS in March but did not receive the letter until May. President Wilson made a motion to approve the engagement letter from RAMS for this year and, to form an ad-hoc committee to request RFP's for next year's audit. The motion failed due to lack of a second. 3 Minutes: 06/14/11 jph Vice President LeVesque made a motion to direct staff to put out an RFP's for this year's audit. 111 The motion failed due to lack of a second. M/S/C (Sturgeon-LeVesque)to direct staff to place this item on the next agenda and to request proposals from auditing firms for this year's audit. Director Morales stated that in order to make an objective decision on additional proposals received by the District that the scope of services must be similar and comparable to the proposal submitted by RAMS. DISCUSSION AND POSSIBLE ACTION REGARDING CLAIM FOR DAMAGES AT THE NORTHEAST CORNER OF CUNNINGHAM STREET AND CREST STREET IN THE CITY OF HIGHLAND BY THE SOUTHERN CALIFORNIA GAS COMPANY M/S (Malmberg-LeVesque)that the claim be rejected. Directors Malmberg and LeVesque amended their motions to include the following verbiage: After review, and without waiving any rights, remedies, or defenses available to EVWD under the law, including but not limited to those based upon your failure to properly comply with the claim-presentation requirements of California government Code Section 910, the Board voted to reject the Claim and referred the matter to EVWD's insurance carrier and legal counsel. M/S/C (Malmberg-LeVesque) that after review, and without waiving any rights, remedies, or defenses available to EVWD under the law, including but not limited to those based upon your failure to properly comply with the claim-presentation requirements of California government Code Section 910, the Board voted to reject the Claim and referred the matter to EVWD's insurance carrier and legal counsel. DIRECTORS' FEES AND EXPENSES FOR MAY 2011 were presented to the Board for approval. M/S/C (LeVesque-Sturgeon) that the Directors' fees and expenses for May 2011 be approved as submitted. GENERAL MANAGER/STAFF REPORTS No reports at this time. CONSULTANT REPORTS Ms Van Dijk stated that the Consumer Confidence Report is at the printer and is scheduled to be delivered to the District's constituents on or about July 1st, 2011. Information only. 4 Minutes: 06/14/11 jph COMMITTEE REPORTS a. Legislative (Standing) — Director Morales stated that a State budget is due tomorrow; that the committee will be meeting on Monday to review a number of bills and will also review the District's State and Federal advocate program. b. Community Affairs (Standing) — The committee met last week and discussed a number of items including level pay plan options. The committee will be meeting again at the end of the month. Director Sturgeon has requested that the Legislative Committee review the SAS. c. Policy Committee (Standing)—The committee is working on a purchasing policy. d. Labor Negotiations (Ad-Hoc)—No report at this time. e. Succession Planning (Ad-Hoc)—No report at this time. Information only. ORAL COMMENTS FROM THE BOARD OF DIRECTORS Director Malmberg stated that he is happy to be living in a free society. Director Sturgeon congratulated President Wilson on his 50th wedding anniversary. Director Morales stated that he recently attended a Sanbag meeting where a "Countywide Vision" was approved; that there was a water component in the vision but unfortunately there were no water agencies in attendance; that possibly there was a communication problem. The Board requested that this item be added to the next agenda. Information only. LETTER TO THE DISTRICT FROM SUSAN LIEN LONGVILLE (WATER RESOURCES INSTITUTE) Information only. WATER EDUCATION FOUNDATION BAY-DELTA TOUR, SACRAMENTO, JUNE 15-17, 2011 Information only. The Board took a break at 4:02 p.m. The Board returned to session at 4:13 p.m. CLOSED SESSION The Board entered into Closed Session at 4:14 p.m. as provided in the California Open Meeting Law, Government Code Section 54945.9(a), to discuss the items listed on the agenda. Director Morales recused himself from item# 22 and left the meeting at 4:59 p.m. 5 Minutes: 06/14/11 jph ADJOURN TO REGULAR SESSION President Wilson declared that the meeting adjourn to regular session. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to regular session at 5:24 p.m. The items listed on the agenda were discussed in closed session with no reportable action being taken. ADJOURN The meeting was adjourned at 5:24 p.m. y( eorge . Wilson, President Secretary of the Bard 6 Minutes: 06/14/11 jph