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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 01/09/1981 EAST SAN BERNARDINO COUNTY WATER DISTRICT DECEMBER 29. ]981. NOTICE OF CONTINUANCE OF MEETING The Reqular Adjourned Meeting of December 28, 1981 of the Board of Directors of the East San Bernardino County Water District was adjourned to be continued January 9 & 10, 1982 at the Holiday Inn in Victorville, California, in accordance with Government Code Section 54955.1. Bonnie R. Eastwood, Secretary Board of Directors, East San Bernardino County Water District AFFIDAVIT OF POSTING STATE OF CALIFORNIA COUNTY OF SAN BERNARDINO Bonnie R. Eastwood, being first duly sworn, deposes and says: That she is, and at all times herein mentioned was, the duly qulaified secretary of the Board of Directors of the East San Bernardino County Water District, San Bernardino County, Ca; that she caused to be posted on or near the door of the meeting place of the Board of Directors of said District at 1155 DelRosa Avenue, San Bernardino, CA a copy of Notice of Continuance of Meeting of the Board of Directors of said District. Said posting was com- menced on December 29, 1981, at 4:00 p.m. and remained posted to time of meeting (9:00 a.m. January 9,~82) . ~ / . ~ Subscribed to and sworn before me ~" ......................... ~ .................................................................. ~ this day of 1982. ~ ~ NOTARY PUBLIC SAN RNA. I.O couNtY , ~ ~ CALIFORNIA - . . i My Commission Expires November 12, 1983 _Nqt~¥_Pu~liq an and for the State of ~a~1~._1[ ........................................................................................................... ~ EAST SAN BERNARDINO COUNTY WATER DISTRICT REGULAR ADJOURNED MEETING JANUARY 9, 1982 VICTORVILLE, CALIFORNIA, JANUARY 10, 1982 HOLIDAY INN MINUTES The meeting was called to order at 9:15 a.m. by President Dennis Johnson. ROLL CALL: PRESENT: Dennis L. Johnson, President; Gerald W. Stoops, Vice- President; Directors Philip A. Disch, Glenn R. Light- foot ABSENT: Steven Beightler STAFF: Edward C. Jakowczyk, General Manager; Larry W. Rowe, Assistant Gen. Mgr./Engineer; Lawrence Nutcher, Auditor; Bonnie R. Eastwood, Secretary NO ACTION TO BE TAKEN DURING MEETING Director Stoops stated that he did not feel any action should be taken by the Board during this meeting. The Board concurred. WHERE IS THE DISTRICT GOING IN TERMS OF SERVICE AREA - EXISTING SYSTEM SEWER & WATER The General Manager introduced the first item of business as to where the District is going in terms of the existing water and sewer service area by stating that the District should increase its water storage, due to energy costs for operating the system, urbanization, Mentone Dam, and other growth. Engineer Rowe addressed the Board as to the present status of the system and where it is today. A sphere of influence map was reviewed by Engineer Rowe and the Board, which outlined the District's water service area. He stated the District is providing service to approximately 10,500 water connections; the build out for the area was noted; growth projection was estimated at 87,300 people by the year 1990; the build out projection would be 110,000 people with the Southern California Water Company area included. It was noted Norton Air Force is evaluating water service from the District. An 8 inch service would be necessary for Norton's Area II and module housing area. It is anticipated the major area for growth will be in the 3rd Street area. DIRECTOR STEVE BEIGHTLER ARRIVED AT 9:30 A.M. The sphere of influence was again reviewed in light of the sewer area serviced by the District. It was pointed out we have approximatel~ 11,500 sewer accounts; that the District does not own its own treatment plant; that we have to pay the City of San Bernardino for sewage 1/9-10/82 -1- treatment. The major collector spots were pointed out on the map. It was pointed out that at this time we do not know what the District's caDacity for collection is within the system. The major collector lines were noted. A report had been prepared by CM Engineering for the East Highlands Ranch area, which points out what their caDacity would be, otherwise there is no information on the District's capacity. Engineer Rowe is concerned that there may be inadequate capacities in the large collectors and that growth and capacity is not tied together by a master plan. At this time only "hot" spots are maintained and a regular maintenance program is not available. There is a lack of knowledge as to the overall sewer system capacity. There has recently been some evidence of root invasion in the system. Staff recommended at this time that a master plan of the D~strict's sewer system be developed. If it is found the system is adequate, the plan can then be used for future needs. The District's water distribution map was posted and reviewed in detail. The major pipelines were pointed out, as well as reservoirs and pumping plants, with the capacity of each noted. The District is presently serving approximately 10,500 connections. Engineer Rowe noted that the District does not have a consistent network of large diameter pipelines, which causes inefficiencies in transporting water. With Well 125 now available the water should be able to be pumped either east and west, or west to east, however, because of the lack of pipe network this cannot be done. The distribution system was pointed out and ~scribed in detail. There is 150 miles of water pipe of various sizes and lengths, from 30" to 2" in diameter. There are apDroximately 2600 gate valves and 1300 fire hydrants. There is no record of the location~ of all of the gate valves at this time, due to incomplete as-built records. Gate valve procedures have been changed to provide adequate shutdown in the event of a main leak. Use of gate valves and the need for accurate knowledge of there whereabouts was pointed out to the Directors. The lack of adequately sized pipe from Well 125 through the East Highlands area, namely, 16" pipe on Water Street to Plant 99 was pointed out. This causes capacity problems at Plant 108. Well 125 cannot be used efficiently because of inadequately sized mains, which causes head loss. As a result of this, Well 125 is only used about one-third to one-fourth of the time that it could be used. The hydro-pneumatic pressure systems in various zones were pointed out. It was recommended that lines be extended across Boulder Avenue east to tie the District's system together, which would allow the District to move water east to west, or west to east. We currently have 24,000 gpm of capacity which has to be modified. There is not a master plan for the District's water system. It was felt that it was not imperative that a master plan be prepared at this time, that completion within a couple of years would be adequate due to the building industry slow down. A master plan would enable Engineering to develop long range plans. It was determined by Engineer Rowe that the missing links of 16" water main between Well 125 and Plant 99 be completed within the next fiscal year. WHERE IS THE DISTRICT GOING - GROWTH AREAS, BOULDER TO BENCH, BENCH AREA, EAST HIGHLANDS RANCH AND LOWER ZONE 3RD, 9TH, & DELROSA The ~eneral Manager indicated that this section of the meeting would be on the expected growth in various areas of the District. A chart was presented to indicate projections in sales, operating costs, -2- 1/9-10/82 capital spending, employment needs and inventories as expected by construction and utility industries in 1982. It was noted that 1984 is expected to be the year for an explosion in growth. Engineer Rowe explained he had reviewed forecasts from SCAG, the County General Plan and Southern California Edison for growth. A 4% growth is expected in 1982. Five service areas of the District were reviewed in some detail. The north west portion of the District anticipates high ~ density units with 10,000 added residents by 1995; the lower zone, 3rd, 9th & DelRosa area, with high density around Norton Air Base and around 5th & 6th Streets, excluding Southern California Water Company area, expects 10,000 more residents; Boulder Avenue to the Bench area expects 3,000 residents; Bench area, including the Hansen propertv exDects 6,000 new residents; East Highlands area expects 15,000 residents, if the Mentone Dam is built it will be 10,000 residents. This would project the population to 87,300 people +. With the Southern California Water Company's 3,000 services and a density of 7,800 peoDte, it would have a potential in 15 years of an additional 23,000 people. Most of the growth in the valley will be in the District's intermediate area. The growth potential could be staggering, therefore, planning should be taking place now for the anticipated growth, which will be doubled in 15 years. In order to stay ahead of the power curve, we should be planning at least 5 years ahead. The District's system now needs diligent and long over-due maintenance. It was felt that candid discussions should be held with Southern California Water Company reqarding acquisition of their potential 27,000 customers. It was noted that Southern California Water Company has requested a connection to San Bernardino Valley Municipal Water District's 78" water main and they are considerin~ a treatment plant in the City Creek area at this time. It was noted that the District is expected to double in size with about 35,000 water and' sewer connections, which will cause a considerable impact ~ on providing adequate service. MAINTENANCE AND OPERATION OF WATER AND SEWER The General Manager indicated that maintenance of the District's system is passive and long overdue, that there is a reaction to emergencies, rather than an on-going maintenance program. Engineer Rowe presented the Board with information which points out the dollars lost due to unaccounted for water. He pointed out that the normal loss is about 7%, however, taking that number in to account, in 1976 there was $26,180 lost; 1977 none; 1978 none; 1979 $51,730; 1980 $55,290 and 1981 $122,150 lost. The 1981 number was only through November. The water is lost through various means; i.e., main leaks, fires, inadequate metering, etc. It was noted that faulty meters read low, rather than high. Since the meter maintenance program has been pursued recently, many large meters have been found that were not working correctly. It was noted that there are a large number of very old meters in the District that have not been serviced, therefore, a Drogram has been instituted in which all meters will be rotated, checked and repaired on a regular basis. There are also a number of mains in the District that are very old which have been repaired so many times that nearly the length of the main is a repair band. The areas where the very old, constantly leaking mains are located were pointed out to the Board. It was noted there are six areas c~n§~d~red "hot" spots which require constant repair. The need for a gate valve crew was again discussed. It was noted that Ludwig Engineering has prepared a gate valve book, which indicates 1/9-10/82 -3- the location of most of the gate valves in the system, however, the location of all gate valves is not known. It was recommended that a gate valve crew be created to exercise the gate valves and all repairs necessary. It was noted that it would take at least 3 years to go through the entire system the first time, thereafter, all valves could be checked once each year. There would be two individuals on the crew. It is anticiDated that maintenance costs will increase with repairs due to the number of old gate valves in the system. Any gate valve that can be salvaged will be kept and repaired or rebuilt. Maintenance of District reservoirs was discussed at length. It was noted that there is not a maintenance program for reservoirs at this time. An inventory has been made of all plants in the District with Plants 125 and 127 being the only ones not needing attention. Well 11 - the gas engine needs to be rebuilt; Well 25 is non-operational; Well 40 - the engine possibly needs to be replaced; the electrical facilities throughout all the plants need to be replaced, reservoir facilities need to be painted, some inside and out. District vehicles need to be completely reworked. Vehicles need to be purchased with specific function in mind, rather than switching around - out of 21 vehicles, 11 have over 50,000 miles. It was recommended that a program be set up for replacing vehicles with specific functions and specifically designed for that function, as money becomes available. There are two vehicles which were noted as unsafe, Vehicles No. 9 and No. 21. The District has twelve pressure regulation stations which need to be maintained, some of which have never been maintained. These are now on an annual inspection basis. Inland Hydraulics is assisting with any difficulties that may arise at this time, with the District production operators being present to observe the problems and how they are solved. District Security was discussed in that there are duplicate keys to many locks and locks that only one person can open. A patented master lock system is being considered for the District, with a cost being prepared. It was determined the District's system is still flexible and pliable, however, a concrete commitment must be made for maintenance with money for depreciation being put back into the system. Hard study and planning must go into the svstem to keep it viable. This must be started now. Sewer operations were discussed at this point. It was noted that the sewer jetter works mainly with hot spots, due to the lack of a master plan on sewers. There is not a cataloging of manholes, therefore, it was recommended by the Engineer that a document be prepared which would catalog each manhole in the District. There is a minimum of 1200 manholes in the District. This would enable maintenance to be performed on an annual basis. With a master plan the District crews could function with an operational critique, rather than responding to hot spots. Records relative to the response on main leaks, sewer stoppages, and also follow up information on the incidents were discussed with a recommendation for increased reporting being made on these complaints. At this point unless there -4- 1/9-10/82 is a claim a detailed report is not prepared. There is minimum documentation at this time. Time spent by employees on water or sewer projects was discussed. It was determined that the Auditor had revised the time sheets to reflect jobs performed, noting whether water or sewer. It was noted that a report is prepared each day as to the jobs scheduled for all field employees. RESOURCES District resources was discussed at length by staff and the Board. Engineer Rowe indicated that the District's primary source of water is ground water. It was noted that the underground water supply is sufficient to meet the needs of the 600,000 expected people in the valley. The City of Redlands is going to build a water treatment plant and use Bear Valley water. The various sources for surface water was discussed and those areas, i.e., Plunge Creek, City Creek and the Santa Ana River water sheds were noted on a map. The District has access to surface water from these sources, as well as the state water project. The state project water would have to have full treatment, which would cost $500,000 for each million gallons of capacity; water from the Santa Ana would have to have full treatment; water from Plunge Creek would probably require full treatment; City Creek has no tributary flows from septic tanks or city disposal which could probably be treated with a direct filter treatment process. The potential for hydro-electric generation was discussed, however, it was noted that if a hydro-electric plant was being planned for energy only, it would probably be questionable as to whether or not the cost savings would be worth it. It would, however, be worthwhile for additional water supply. Four micro-hydro plants were identified and discussed. It was determined the cost of construction could be paid back within 5 years on a micro-hydro plant. In the initial studies of surface waters, Public Health has been contacted about City Creek as one area in which to consider building one. It appears with the water stock owned by the District and the water shed available, City Creek would be the first site to consider. Condemnation of City Creek is presently being reviewed by the District's counsel. Staff has been instructed to meet with the water and sewer committee regarding their obtaining three proposals for construction of a hydro- electric plant in the City Creek area. SYSTEM DEMAND Engineer Rowe indicated he, had revieweff the 1976 to'1981 per capita minimum public health 'Source and storage capacities. The District has 18,300 gpm source capacity available at this time. This was discussed along with the storage capacity. It was determined we should have about 6 million gallons of water in storage, which includes peaking capacity. According to Public Health, the minimum standard means water can be obtained by running a well or booster, everything above minimum standards should be in a reservoir to be used for peak demands. According to the Public Health standard, our system has sufficient reservoir capacity. Engineer Rowe stated that realistically looking towards the build out for 1995, we should have 22 to 25 million gallons of reservoir storage, we could then go on off-peak pumping. Source capacity would have to be 34,000 to 35,000 gallons per minute. CAPITAL PROGRAM A discussion was held regarding minimum additional facility requirements 1/9-10/82 -5- uD %o 1995. It was noted that 22 million gallons of water storage would be the minimum public health requirement. It was determined that the tank on Shasta Avenue should be increased to one million gallons, either by the addition of a half million gallon tank, or a new one million gallon tank being installed. It was noted that the East Highlands Ranch is looking to the District to provide them with water in that area. They would require about one million gallons of water. Either they would buy one half of the storage at Plant 108 or look for an alternate site in Sand Canyon. Within three years, it was noted the District will need to fund a three million gallon reservoir in the Foothill area. From 1985 to 1990 there should be plans made for an additional 5000 gallons of source capacity. It was noted Plant 59 will have to be replaced. A detailed discussion was held regarding additional facilities and requirements between 1982 and 1985, i.e. (1) the replacement of Plant 59; (2) additional facilities at the upper zone - Cram School area; (3) Intermediate zone - Plant 39 site; (4) lower zone. At the end of 1995, assuming all goes according to plan, the District will be in good shape with adequate reservoir and source capacity. This planning is the best that can be done without a master plan. President Johnson suggested that alternate plans be considered in the event the District's future growth cannot be accommodated by the City of San Bernardino's wastewater treatment plant. It was noted that the General Manager and Engineer Rowe had met with a represent- ative of the Regional Wastewater Control Board. He indicated that the San Bernardino Wastewater Plant would be filled to capacity within four to five years. It would probably take about 10 years to get a new plant on line, if it was started today. It was felt that the District should prepare a master sewage plan and present it to the City so they would be aware of our future needs for wastewater treatment capacity. A missing link of 16 inch pipe in Church Street from Silton's place on Church Street, north of Baseline, to the Charnofsky tract on Highland Avenue was discussed. This main is needed to move water from Well 125 to Plant 99. It was noted that a special Board Meeting should be held to discuss the acquisition of Southern California Water Company. Additional funding for sewage facilities was discussed briefly, i.e., monthly rates, installation fees. The reasoning for possibly raising the rates was reviewed. ADJOURNMENT TO SUNDAY, 9 A.M. The meeting was adjourned at 5:20 p.m. until 9:00 a.m. Sunday, January 10, 1982. MEETING CALLED TO ORDER The meeting was called back to order at 9:00 a.m. Sunday, January 10, 1982, by President Dennis L. Johnson. Directors Disch, Beightler, Lightfoot and Stoops were present. Staff members Jakowczyk, Rowe, Nutcher and Eastwood were also present. FIVE-YEAR FORECAST The Auditor reviewed a table regarding projected revenues and expenditures for the District based on a current fiscal year, along with predicted expenditures for the next five years. A rate increase of 10%, 1.1% for each year for new connection growth was noted. The exhibit re- flected actual, budgeted and projected figures for water and sewer funds. Cash flow, retirement of debt service for both water and sewer revenue bonds was discussed at some length. Additional exhibits were reviewed with additional detail as to projected revenues and expenditures. It was noted that with the present cash flow, bills are being paid about twice a month, around the 1st and 15th of the month. Payment of bills was discussed at length. The new facility charge being paid to the City for sewage treatment was also discussed. RATES Engineer Rowe discussed the basic water rate with the Board. He explained the basic rate, i.e. consumption charge and energy charge makes up the rate charged for services. He reviewed the rate~ changes since 1976 and the increases that have occurred since that time du~ to energy charges. It was noted that 50% of the~.~water rate is energy. We are paying Edison 20.1¢ kwh today for energy. It was pointed out that we are operating several cents below what it is costing the District to produce and provide water to their customers. An 8% energy adjustment is due this month, per Ordinance 313. Various adjustments to the water rate were discussed in order to recoup monies spent for bond indebtedness, rather than being put back into the system for maintenance purposes. Fees for service connection charges were discussed. It was recommended that installation charges be revised. A detailed calculation was presented to the Board for their review and consideration outlining the minimum consumption requirements by each resident in the District. The recommendation for the new fee would include an installation charge and capacity charge for the various size meters. It was determined the fees collected would be placed in a reserve account to be used for additional capacity facilities. It was recommended that Ordinance 313 be amended to reflect the recommended fee changes. The water stock requirement would be amended to require that only 50% of the capacity charge could be met with stock, the remainder would be in cash. The recommended schedule would put all customers on an equal basis since it is determined on a unit basis. It was recommended that a contractor could do the work according to District specifications, then i%he facilities would be built by the contractor and conveyed to the District. This option would become a part of the Ordinance. The new fees would also be tied to the Engineering News Record Cost Indexing. It was recommended that an increase would be necessary in the sewer fees if the District is to have sufficient funds and not have to amortize bond indebtedness with funds from the depreciation funds. These funds could be better used in maintenance of District facilities. It was noted that with the City having a deficit in their sewer fund, there would undoubtedly be an increase in their fees, which automaticall~ increases the District's fees. STAFFING The need for public relations and customer relations was pointed out by Director Lightfoot. It was noted that with various projects to be accomplished in the coming months, it would be wise for the 1/9-10/82 District to inform their constituents of these changes and the under- lying reasons for the changes and also the reasons for any rate increases. An organization chart was presented to the Board for their review. It was determined that the Board Secretary would perform the duties and functions of a public relations officer; that her title would be changed from General Manager's Secretary to Administrative Assistant, however, she would still perform the duties of secretary to the General Manager, along with the additional duties. The organization chart was broken down into sections, with each section discussed as to those individuals responsible for each section, as well as defining the employees assigned to the section, i.e., Engineering Department and Auditing/Financial Department. MANAGEMENT PORTFOLIO The General Manager indicated to the Board that he felt a management portfolio should be prepared for each of the four appointed offices. It was noted that he would prepare this portfolio for the four staff members. SUMMARY Each Director brieflv summarized their feelings on the workshop. The consensus of the Board was that it was very successful and should become an annual meeting. It was felt that priorities should be set on the matters covered and action started on these priorities as soon as possible. It was felt that the workshop led to a better understanding of the present position of the District, as well as the needs for future operations, along with recommendations for accomplishing these needs. The notebooks submitted to the Board will be updated with additional materials to be used for future review and consideration. The meeting was adjourned at 12:30 p.m. upon motion of Director Disch. Dennis L. Johnson, President -8- 1/940/82