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Home My WebLink AboutMinutes - EVWD Board of Directors - 08/10/2010 Approved August 24,2010 EAST VALLEY WATER DISTRICT August 10, 2010 REGULAR BOARD MEETING MINUTES The meeting was called to order at 3:00 p.m. by President Wilson. Director Sturgeon led the flag salute. PRESENT: Directors: Le Vesque, Malmberg, Sturgeon, Wilson ABSENT: Director: Morales STAFF: Robert Martin, General Manager; Brian Tompkins, Chief Financial Officer; Ron Buchwald, District Engineer; Justine Hendricksen, Administrative Manager; Eileen Bateman, Executive Assistant LEGAL COUNSEL: Steve Kennedy GUEST(S): Brad Neil (Stradling Yocca), Dr. Katy Henry; Cara Van Dijk (CV Strategies), Karla Camacho (Hodgdon Group), David Miank (Hodgdon Group), Charles Roberts (Highland Community News), 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 Item #10 Vice President LeVesque recommended that Item #10 Approval of Development Agreement between East Valley Water District and Glenrose Ranch LP, be placed after Item #13 — Discussion and possible action regarding the Regional Urban Water Management Plan, on the Agenda for Discussion. Director Malmberg stated that he would like to abstain from the vote on Item #4 — Approval of Board Meeting Minutes for June 22, 2010 M/S/C (Sturgeon-LeVesque) that the August 10, 2010 agenda be approved with the recommended changes. 1 Minutes 8/10/10 :etb APPROVAL TO WRITE-OFF CLOSED CUSTOMER ACCOUNTS WITH BALANCES OF LESS THAN $18 AND BALANCES DISCHARGED IN BANKRUPTCY M/S/C (LeVesque-Sturgeon) to approve to write-off closed customer accounts with balances of less than $18 and balances discharged in bankruptcy APPROVAL OF BOARD MEETING MINUTES FOR JUNE 22,2010 M/S/C (LeVesque-Sturgeon) that the Board meeting minutes for June 22, 2010 be approved as submitted. Director Malmberg abstained APPROVAL OF BOARD MEETING MINUTES FOR JULY 13, 2010 M/S/C (LeVesque-Sturgeon) that the Board meeting minutes for July 13, 2010 be approved as submitted. APPROVAL OF SPECIAL MEETING MINUTES FOR JULY 14, 2010 M/S/C (LeVesque-Sturgeon) that the Special meeting minutes for July 14, 2010 be approved as submitted. APPROVAL OF SPECIAL MEETING AND PUBLIC HEARING MINUTES FOR JULY 15, 2010 M/S/C (LeVesque-Sturgeon) that the Special meeting and Public Hearing meeting minutes for July 15, 2010 be approved as submitted. APPROVAL OF BOARD MEETING MINUTES FOR JULY 27,2010 M/S/C (LeVesque-Sturgeon) that the Board meeting minutes for July 27, 2010 be approved as submitted. APPROVAL TO WRITE-OFF TEN-YEAR-OLD ACCOUNT BALANCES M/S/C (LeVesque-Sturgeon) to approve the write-off of ten-year-old account balances DISBURSEMENTS Vice President LeVesque requested clarification of disbursements#225328 and#225352. The Chief Financial Officer stated that the classification of these disbursements is to allow for detailed accounting of costs for a specific job or project 2 Minutes 8/10/10 :etb M/S/C (LeVesque-Sturgeon) that the General Fund Disbursements #225202 through #225385 which were distributed during the period of July 21, 2010 through August 2, 2010, in the amount of$871,217.05 and Payroll and Benefit contributions for the period ended August 2, 2010 and included checks and direct deposits, in the amount of $291,051.61 and $9,465.49 totaling $1,171,734.15 be approved. GENERAL MANAGERS FEE'S AND EXPENSES M/S/C (LeVesque-Sturgeon) that the General Managers fees and expenses be approved Director Morales arrived at 3:08 PM DISCUSSION AND POSSIBLE ACTION REGARDING THE REGIONAL URBAN WATER MANAGEMENT PLAN The General Manager provided an update regarding the Districts' efforts to meet the 20% reduction by 2020; that the District will be involved in more aggressive programs for the future to comply with the Regional Urban Water Management Plan Mr. Buchwald reported on the workshop he attended for SBX77; that there are many options to respond to the 20% reduction of water use by 2020. F Vice President LeVesque inquired on the requirements of the will-serve letters from the District M/S/C (LeVesque-Malmberg) to accept the report prepared by Kennedy/Jenks Item#10 APPROVAL OF DEVELOPMENT AGREEMENT BETWEEN EAST VALLEY WATER DISTRICT AND GLENROSE RANCH LP M/S/C (LeVesque-Sturgeon) to approve the Development Agreement between East Valley Water District and Glenrose Ranch LP Vice President LeVesque stated that the District begin efforts in working with the City on conserving water in the future to comply with the Urban Water Management Plan Director Morales stated that the Agreement was approved 2 years ago with a different developer. I 3 Minutes 8/10/10 :etb DISCUSSION AND POSSIBLE ACTION REGARDING THE CONEJO SEWER MAIN REPLACEMENT PROJECT The General Manager reviewed the project with the Board; that he recommends the Board authorize staff to move forward with the bidding process M/S/C (Malmberg-LeVesque) to authorize District Staff to advertise for bids for the Conejo sewer main replacement project DISCUSSION AND POSSIBLE ACTION REGARDING THE ADOPTION OF A DEBT MANAGEMENT POLICY The General Manger stated that this policy was reviewed by the Policy Committee, Bond Consultants and the Chief Financial Officer Director Morales sated that the policy is good to have in place; that the policy committee reviewed prior to submitting for adoption M/S/C (LeVesque-Malmberg) to adopt the Debt Management Policy DISCUSSION AND POSSIBLE ACTION REGARDING THE ADOPTION OF A DESIGNATED FUNDS POLICY M/S (LeVesque-Malmberg)to adopt the Designated Funds Policy Director Morales stated that the language is unclear in the Capital Replacement Funds section Mr. Tompkins stated that he had new language that reflects the correction to the Capital Replacement Funds section and the Target Level section. M/S/C (LeVesque-Malmberg) to amend the motion to reflect the changes submitted by the Chief Financial Officer and adopt the Designated Funds Policy RESOLUTION 2010.16 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT AUTHORIZING THE EXECUTION AND DELIVERY OF A JOINT EXERCISE OF POWERS AGREEMENT BY AND BETWEEN THE EAST VALLEY WATER DISTRICT AND CALIFORNIA MUNICIPAL FINANCE AUTHORITY The General Manager stated that the Resolution begins the process to set up and complete the 2010 water revenue bond financing M/S/C (Malmberg-Sturgeon)that Resolution 2010.16 be approved 4 Minutes 8/10/10 :etb DISCUSSION AND POSSIBLE ACTION REGARDING AWARD OF CONSTRUCTION CONTRACT TO DALKE CONSTRUCTION FOR SUITE 30 IMPROVEMENTS The General Manager reported on the bidding process and results for the Suite 30 improvements M/S/C (LeVesque-Malmberg) to award construction contract to Dalke Construction for the Suite 30 improvements DIRECTORS' FEES AND EXPENSES FOR JULY 2010 M/S/C (LeVesque-Morales) to approve the Directors' Fees and Expenses for July 2010. GENERAL MANAGER/STAFF REPORTS The General Manager stated that the Baseline Gardens situation has been receiving media attention; that he commends Ms Van Dijk for the good job she has done on the recent Press Releases regarding Baseline Gardens; that the bid opening for the project at Plant 134 came in substantially less than budgeted CONSULTANT REPORTS Ms Van Dijk provided an update regarding a media release for Eastwood Farms COMMITTEE REPORTS a. Legislative (Standing) Director Morales stated that he has been receiving reports from the Districts lobbyists; that the main issue at hand is the Santa Ana Sucker Fish The General Manager gave an update regarding the press editorial that was very encouraging for the Santa Ana Sucker Fish; that local representatives are very involved with this issue b. Community Affairs (Standing) No Report at this time. Meeting rescheduled. c. Policy (Ad-Hoc) Director Morales stated that the committee completed the two policies presented in the current Board packet for approval; that the committee will look to update the existing Drug/Alcohol Policy 5 Minutes 8/10/10 etb Director Malmberg stated concerns with laws changing; that new laws regarding drugs and alcohol need to be considered when updating the policy ORAL COMMENTS FROM BOARD OF DIRECTORS No comments at this time. WATER EDUCATION FOUNDATION'S "NORTHERN CALIFORNIA TOUR", SACRAMENTO, SEPTEMBER 22-24, 2010 Information only. The Board took a break at 4:29 pm. CLOSED SESSION The Board entered into Closed Session at 4:40 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 No reportable action ADJOURN The meeting was adjourned at 4:43 p.m. until the next regularly scheduled Board Meeting. eorge ilson, President Robert E. Martin, Secretary 6 Minutes 8/10/10 :etb