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Home My WebLink AboutMinutes - EVWD Board of Directors - 12/22/2008AM ve, Janu 13. 2009 ca,.+ EAST VALLEY WATER DISTRICT DECEMBER 22, 2008 SPECIAL BOARD MEETING MINUTES President Goodin called the meeting to order at 3:00 p.m. Director Wilson led the flag salute. PRESENT: Directors Goodin, LeVesque, Morales, Wilson ABSENT: Director Sturgeon STAFF: Robert Martin, General Manager; Brian Tompkins, Chief Financial Officer; Becky Kasten, Accounting Supervisor: Justine Hendricksen, Administrative Manager LEGAL COUNSEL: Steve Kennedy k GUEST(s): Jo McAndrews (McAndrews & Boyd), Larry Malmberg, Bob Memory (RAMS), Doug Headrick (San Bernardino Valley Municipal Water District), Dennis Barton (City of Highland), Mark Vargas (Cordoba Corporation), Dick Corneille (CDM) PUBLIC PARTICIPATION President Goodin declared the public participation section of the meeting open at 3:01 p.m. There being no written or verbal comments, the public participation section was closed. APPROVAL OF BOARD MEETING MINUTES FOR NOVEMBER 25, 2008 M/S (Wilson - LeVesque) that the November 25, 2008 Board meeting minutes be approved as submitted. Director Morales stated a correction on page four. Directors Wilson and LeVesque amended their motions to correct error on page four of the minutes. M/S /C (Wilson- LeVesque) that the November 25, 2008 Board meeting minutes be approved with noted correction. Minutes: 12/22/08 jph APPROVAL OF BOARD MEETING MINUTES FOR DECEMBER 9, 2008 M /S /C (Wilson - LeVesque) that the December 9, 2008 Board meeting minutes be approved as submitted. APPROVE ORDINANCE NO. 374 — AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ESTABLISHING GUIDELINES FOR THE CONDUCT OF ITS PUBLIC MEETINGS AND ACTIVITIES M/S /C (Wilson - LeVesque) that Ordinance No. 374 be approved. DISBURSEMENTS M /S /C (Wilson - LeVesque) that General Fund Disbursements #217529 through 217769 distributed during the period of December 5, 2008 through December 17, 2008 in the amount of $888,107.82 and Payroll Fund Disbursements for the period ended November 30, 2008 and December 5, 2008 in the amounts of $6,858.51 and $189,941.32 totaling $1,084,907.65 be approved. HEADQUARTERS PROJECT REVIEW AND UPDATE No reports at this time. DISCUSSION AND POSSIBLE ACTION REGARDING THE FOURTH AMENDMENT — AGREEMENT TO DEVELOP AND ADOPT AN INSTITUTIONAL CONTROLS GROUNDWATER MANAGEMENT PROGRAM The General Manager reviewed the agreement with the Board; the agreement is for controlling ground water recharge in the basin; that this is the most resent version of the agreement and the final version is being revised; that he recommends adoption of the agreement. M/S /C (LeVesque - Wilson) that the Board approve the final version of the Fourth Amendment to Develop and Adopt an Institutional Controls Groundwater Management subject to the review and concurrence from the General Manager and Legal Counsel. DISCUSSION AND POSSIBLE ACTION REGARDING PROFESSIONAL SERVICES AGREEMENT BETWEEN EAST VALLEY WATER DISTRICT AND CORDOBA CORPORATION The General Manager reviewed the agreement with the Board; that the agreement is a multi phase proposal; that there are two items that need to be resolved: • Page 8: 6.3b4 • Page 9: 6.3c 2 Minutes: 12/22/08 jph M /S /C (LeVesque - Wilson) that the agreement between East Valley Water District and Cordoba Corporation be approved subject to the General Manger and Legal Counsel resolving the two remaining issues. 4oup 4 "wo wvo DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S AUDITED FINANCIAL STATEMENTS FOR 2007/2008 Mr. Memory reviewed the audited financial statements with the Board; that there was only one item that needed to be addressed. (Written documentation for contractors) M /S /C (LeVesque- Wilson) that the District's audited financial statements for 2007/2008 be accepted. DISCUSSION AND POSSIBLE ACTION REGARDING THE SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICTS IRRIGATION EFFICIENCY PROGRAM Mr. Headrick provided a power -point presentation to the Board regarding the water conservation program; that the program would use local resources efficiently and work with city schools and parks; that legislation for conservation measures will be required in the near future; that a pilot program with the City of San Bernardino is currently underway; that they would like us to partner with the City of Highland; that the SBVMWD would pay for 50% of the initial cost; that the City of Highland and EVWD would split the remaining cost at 25% each. Director LeVesque voiced his concern regarding the funds that will be required to pay for the project and if this item was allocated in the budget. The General Manager stated that this item is not in the current budget. Director Morales voiced his concern regarding decreased revenues for the nconth of November and suggested possible State or Federal grants might be available to support the program. M /S /C (Wilson - LeVesque) that the Board approve the conservation program as presented and partner with SBVMWD and the City of Highland at a 25% cost. DISCUSSION AND POSSIBLE ACTION REGARDING PLANT 134 UPGRADE AND EXPANSION FINAL DESIGN PROPOSAL FROM CDM The General Manager stated that this is the final design proposal for Plant 134 (Surface Water Treatment Plant) submitted by CDM; that the budget committee has reviewed the proposal; that the cost for the project is $869,000 an increase to the original projected cost of $750,000; that there have been a few challenges including mandated regulations for the project. Minines: 12/22/08 jph M/S /C (Wilson - LeVesque) that the final design proposal for Plant 134 submitted by CDM be approved. DISCUSSION AND POSSIBLE ACTION REGARDING NOMINATION FOR REGULAR SPECIAL DISTRICT MEMBER OF THE LOCAL AGENCY FORMATION COMMISSION No action taken. REVIEW AND ACCEPT FINANCIAL STATEMENTS FOR THE PERIOD ENDED NOVEMBER 30, 2008 Mr. Tompkins reviewed the financial statements with the Board. M/S /C (Wilson - LeVesque) that the financial statements for the period ended November 30, 2008 be accepted. DISCUSSION AND POSSIBLE ACTION REGARDING SPONSORSHIP OPPORTUNITY FOR THE 12 ANNUAL INLAND EMPIRE. SURVEY (WRI) The Board is not interested in participating in the survey at this time. No action taken. GENERAL MANAGER/STAFF REPORTS The General Manager reported on the District's operations to date; that on January 15` the Highland Chamber will be having their installation of officers dinner and Director Wilson will be appointed to the Board; that the video sewer inspection program found a number of problems and concerns regarding customers sewer laterals; that the District will send letters to homeowners informing them of the problems; that CMUA's Capitol Day is January 26 Ms Hendricksen provided information to the Board regarding ACWA's Washington D.C. conference; the District's holiday closures and that the District's spring tour has been scheduled for April 15` Information only. CONSULTANT REPORTS Ms. McAndrews wished everyone a Merry Christmas and Happy New Year. Information only. COMMITTEE REPORTS a) Legislative - (Standing) The Legislative Committee met with Fred Hicks to discuss Federal strategies for next year. (Radon, Perchlorate, Seven Oaks Dam, Setting up meetings with Congressman Lewis) b) Budget - (Standing) The budget committee will be meeting in January to do a mid- year budget review. 4 Minutes: 12/22/08 jph c) Public Outreach - (Standing) A detailed accounting of the Water Quality Conference will be on the next agenda. d) Headquarters Project - (Ad -Hoc) No report at this time. wIwi ORAL COMMENTS FROM BOARD OF DIRECTORS President Goodin stated that he recently met with Director Sturgeon, the General Manager and Ms. Hendricksen regarding the Districts operations; that he would like to clarify a number of items and maximize the effectiveness of the Board, General Manger, and committees. Routine business will be directed through Ms. Hendricksen; if you need to see the General Manger please make an appointment; the Board President is responsible for adding staff consultants or advisors to committees; committees are not autonomous and do not have the authority to make decisions; take advantage of talking to our legislators but lobbying legislators on behalf of the District needs to be approved before the Board; the Board has authority to make decisions only in the proper format; the general purpose of a committee is to improve efficiency in the District. CMUA's CAPITAL DAY, HYATT REGENCY SACRAMENTO, JANUARY 26„ 2009 ADJOURN The meeting was adjourned at 4:30 p.m. Donald Goodin, Board President owai .44Z obert E. Martin, Secretary Minutes: 12/22/08 iph