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Home My WebLink AboutMinutes - EVWD Board of Directors - 03/25/2008A pproved EWril 8 2008 uwi i EAST VALLEY WATER DISTRICT March 25, 2008 REGULAR BOARD MEETING MINUTES The meeting was called to order at 8:30 a.m. by President Goodin. Bob Martin led the flag salute. PRESENT: Directors: Goodin, Le Vesque, Sturgeon, Wilson ABSENT: Director: Negrete STAFF: Robert Martin, General Manager; Brian Tompkins, Chief Financial Officer; Ron Buchwald, District Engineer; Eileen Bateman, Executive Assistant LEGAL COUNSEL: Steve Kennedy GUEST (S): Becky Kasten (EV WD); Gary Sturdivan (EV WD); Jo McAndrews (McAndrews & Boyd); Jim Cimino; Charles Roberts (Highland Community News); iMmd APPROVAL OF AGENDA M/S (Wilson- Sturgeon) that the March 25, 2008 Agenda be approved as submitted. The General Manager requested that the following CLOSED SESSION item be added to the Agenda as the need to add the item arose after the Agenda had been posted. Pursuant to Government Code Section 54954.2(b)(2) the Board added the following item to the Agenda after unanimously determining that there is a need to take immediate action on the item, which carne to the Districts attention after the Agenda was posted: C LOSED SESSION CONFERENCE WITH LEGAL COUNSEL — INITIATION OF LITIGATION (Government Code Section 54956.9(c) M/S /C (Wilson - Sturgeon) that the March 25, 2008 agenda be amended to include the Closed Session item. PUBLIC ]PARTICIPATION (Minutes 03/25/2008) etb l President Goodin declared the public participation section of the meeting open at 8:31 a.m. There being no verbal or written comments the public participation section was closed. APPROVAL OF BOARD MEETING MINUTES FOR MARCH 11, 2008 M/S /C (Sturgeon- Wilson) that the March 11, 2008 Board Meeting Minutes be approved as submitted. RESOLUTION 2008.06 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ACCEPTING DEDICATION OF WATER DISTRIBUTION SYSTEM FOR TRACT 18677 M/S /C (Sturgeon - Wilson) that Resolution 2008.06 be approved. RESOLUTION 2008.07 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ACCEPTING DEDICATION OF SEWERS FOR TRACT 18677 M/S /C (Sturgeon - Wilson) that Resolution 2008.06 be approved. DISBURSEMENTS M/S /C (Sturgeon - Wilson) that General Fund Disbursements #213946 through #214106 which were distributed during the period of March 6, 2008 through March 19, 2008, in the amount of $847,066.86 and Payroll Fund Disbursements for the period ended February 29, 2008 and March 14, 2008 and included checks and direct deposits, in the amount of $8,202.80 and $151,989.07, totaling $1,007,258.73 be approved. HEADQUARTERS PROJECT REVIEW AND UPDATE The General Manager reported on the Headquarters project to date; that the CEQA documents are ready to submit to the City of San Bernardino Planning Department for approval; that staff is reviewing the plans for feature and space changes DISCUSSION AND POSSIBLE ACTION REGARDING THE 2008 COMMITTEE STRUCTURE & REPRESENTATIVE ASSIGNMENTS Information only. President Goodin stated that he would like recommendations from the Board Members regarding the Boards' Committee titles, functions and assignments Director Wilson stated that he would like to change the existing Budget Committee to Audit Committee; that the function of the Labor Negotiations Committee should be an Ad -hoc Committee instead of a Standing Committee; that in his opinion all Directors are involved in developing relationships with Public Officials ._J� (Minutes 03/25/2008) etb 2 Legal Counsel stated that as an Ad -Hoc Committee that the Committee deals with an issue of a single nature im.10 Director Sturgeon stated that he would like to see the Public Outreach Committee be more involved with the Relationship between the District and it's constituents Director Le Vesque stated that the Legislative Committee will plan Agendas with the General Manager; that the Public Outreach Committee should include issues that require coordination with the Public Relations Coordinator such as the Solar Challenge Races and Perchlorate Conference DISCUSSION AND POSSIBLE ACTION REGARDING IMPROVEMENT PROJECT REPORT FOR EASTWOOD FARMS MUTUAL WATER COMPANY PREPARED BY W.J. MCKEEVER, INC The General Manager stated that if Eastwood Farms connects with the East Valley Water District thi;ir water system needs to upgraded; that the engineering assessment report provides an estimate of costs for the District to provide service to Eastwood Farms; that for the District to move forward the property owners need to be in support of the assessment district The District Engineer stated that each parcel and front footage of the property was taken into consideration for cost estimate for each property owner ewd Gary Sturdivan stated that $2.5 million of Grant money was requested by Eastwood Farms from the State; that the Grant Ranking has not been established Ms Nazikoglu stated that Eastwood Farms customers have scheduled a general meeting for March 29, 2005 M/S /C (Wilson — Le Vesque) that the Board accept the preliminary report of irnprovement project for Eastwood Farms Mutual Water Company prepared by W.J. McKeever, Inc. DISCUSS AND REVIEW POSSIBLE BUDGET FORMAT (S) Information only. The General Manager stated that the Chief Financial Officer has been working on formats for the approaching budgetary process Mr. Tompkins presented a review of budget formats; that the new format can be ready for the next fiscal year Director Le Vesque inquired if the new budget format addresses capitol improvements; �Wtid (Minutes 03/25/2008) etb 3 DISCUSSION AND POSSIBLE ACTION REGARDING NEW VEHICL PURCHASE M/S /C (Sturgeon — Le Vesque) that the District purchase three new vehicles from Hatfield Buick GMC in accordance with their proposal Director Le Vesque would like to see the District look into other Makes and Models for new vehicles; to look at other fleet models with alternative fuel usage DISCUSSION A ND POSSIBLE ACTION REGARDING WELL 40 UPGRADE The General Manager stated that it is necessary for this well to treat for Nitrates with ion exchange; that Well 40 is included in the Water Master Plan for water supply; that this item is not in the budget; that the use of the District's reserve fund is necessary for this purchase Director Le Vesque would like to see if there are other vendors for Nitrate units President Goodin inquired if this item was in the budget M/S /C (Le Vesque — Wilson) to approve the purchase plan for Nitrate treatment unit from Basin Water DISCUSSION AND POSSIBLE ACTION REGARDING BOARD VACANCY PROCEDURES No action taken The General Manager requested guidance from the Board on how to proceed with the Board vacancy; that the same procedures can be followed from the previous Board vacancy Legal counsel stated that the Board may want to implement an Ad -hoc Committee to review submitted applications President Goodin stated that the application process can be completed by staff; that if the need for an Ad -hoc Committee arose then it can be formed at that time PUBLIC HEARING President Goodin declared the Public Hearing open at 9:47 am PUBLIC HEARING TO CONSIDER ADOPTION OF A NEGATIVE DECLARATION FOR EAST VALLEY WATER DISTRICT'S PLANT 134 UPGRADE EXPANSION PROJECT There were no written or verbal comments provided (Minutes 03/25/2008) etb 4 President Goodin declared the Public Hearing closed at 9:48 am DISCUSSION AND POSSIBLE ACTION REGARDING EAST VALLEY WATER ai , 411 DISTRICT'S PLANT 134 UPGRADE AND EXPANSION PROJECT AND ADOPT THE NEGATIVE DECLARATION; ADOPT THE MITIGATION MONITORING AND REPORTING PROGRAM; AND FILE THE NOTICE OF DETERMINATION WITH THE COUNTY OF SAN BERNARDINO CLERK OF THE BOARD OF SUPERVISORS AND THE STATE OFFICE OF PLANNING AND RESEARCH, STATE CLEARINGHOUSE M/S /C (Le Vesque — Sturgeon) to adopt the Negative Declaration; adopt the N itigation Monitoring and Reporting Program; and file the Notice of Determination with the County of San Bernardino Clerk of the Board of Supervisors and the State Office of Planning and Research State Clearinghouse GENERAL MANAGER/STAFF REPORTS The General Manager stated that Well 151 has been drilled to 850 feet and will continue to 1,000 feet for the casing process; North Fork Pipeline Project is nearly complete; that work is underway for the District Water Quality Conference; that staff is advertising the Conference; that the Solar Challenge Race is scheduled for June 5 — 6, 2008; that San Gorgonio High School, Pacific High School, Rialto High School, and Indio High School are participating in this event; a test run is scheduled at Yucaipa Regional Park; that the District is requesting sponsors far added necessary items for the event wwu Mr. Tompkins stated that the IVR (Interactive Voice Recognition) system for customers to pay by phone is being implemented next week Mr. Buchwald stated that Plant 28 is a pilot plant for the Department of Defense treatment system, which uses alternate methods to reduce Perchlorate and Nitrate CONSULTANT REPORTS No comments at this time. COMMITTEI: REPORTS No comments at this time ORAL COMMENTS FROM BOARD OF DIRECTORS Director LeVesque inquired on the status of the District's website updates; that he would like to see the information about the Solar Challenge on the website Director Wilson stated that he and staff will be attending the ACWA Symposium +>rduJ (Minutes 03/25/2008) etb 5 Director Sturgeon expressed his gratitude to the Board and staff members for attending the services for Director Negrete's wife; that he was happy to see that Hatfield brought forward a good proposal; that be would like to wish President Goodin a Happy Birthday President Goodin stated that he was grateful for the attendance of Board and staff members at the services for Director Negrete's wife THE SAN BERNARDINO AREA CHAMBER OF COMMERCE "BUSINESS AFTER HOURS MIXER" CALIFORNIA WELCOME CENTER, 1955 HUNTS LANE, SAN BERNARDINO, MARCH 27, 2008 Information only. THE BOARD TOOK A FIVE - MINUTE BREAK AT 10:06AM THE BOARD ENTERED INTO CLOSED SESSION AT 10:15 AM CLOSED SESSION The Board entered into Closed Session at 10:15 a.m. as provided in the California Open Meeting Law, Government Code Section 54945.9(a), to discuss those items listed on the agenda. ADJOURN TO REGULAR SESSION President Goodin declared that the meeting adjourn to regular session. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to regular session at 11:15 a.m. The items listed on the agenda were discussed in closed session with no reportable action being taken. F-TIMID L\ The meeting was adjourned at 11:15 a.m. until the next Regular Board Meeting on April 8, 2008 -,004Y Robert E. Martin, Secretary Don Goodin, President k 0 (Minutes 03/25/2008) etb 6