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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 02/10/2009AIM Loved F ebruary 24, 2009 EAST VALLEY WATER DISTRICT February 10, 2009 kkl REGULAR BOARD MEETING MINUTES President Goodin called the meeting to order at 3:02 p.m. Director LeVesque led the flag salute. PRESENT: Directors: Goodin, LeVesque, 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): Jo McAndrews (McAndrews & Boyd), Gary Sturdivan (EVWD), Charles Roberts (Highland Community News), Kari Verjil (Registrar of Voters), Jim Elliott (Layne Christensen), Mr. Wetterau (CDM) PUBLIC PARTICIPATION President Goodin declared the public participation section of the meeting open at 3:03 pm. There being no verbal or written comments the public participation section was closed. APPROVAL OF AGENDA President Goodin requested that item #18 be presented after the approval of the agenda. M /S /C (Wilson - LeVesque) that approve the February 10, 2009 agenda be approved with the noted change. (Minutes 02/10/2009) etb 1 RESOLUTION 2009.04 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT REQUESTING THAT THE SAN BERNARDINO COUNTY BOARD OF SUPERVISORS AUTHORIZE AND CHANGE THE DISTRICT'S CURRENT ODD -YEAR ELECTION DATE TO AN AUGUST ALL -MAIL BALLOT ELECTION Ms Verjil gave a detailed review of the current process for the all -mail ballot election; that the process would bring a substantial cost savings to the District; that combining other mailing votes is possible in the future; that the term of office for the elected officials would remain the same (the first Friday of December); that the rules of appointment would still be in place (from August election); that the District has the option to change back to a traditional election after one all -mail ballot is conducted. M /S /C (Sturgeon- LeVesque) that Resolution 2009.04 be approved as submitted. APPROVAL OF BOARD MEETING MINUTES FOR JANUARY 27, 2009 M/S /C (Sturgeon - Wilson) that the January 27, 2009 Board Meeting Minutes be approved as submitted. RESOLUTION 2009.03 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT NOTICE OF COMPLETION M/S /C (Sturgeon- Wilson) that Resolution 2009.03 be approved as submitted. DISBURSEMENTS M /S /C (Sturgeon - Wilson) that General Fund Disbursements #218221 through 4218410 which were distributed during the period of January 28, 2009, through February 4, 2009, in the amount of $1,488,611.18 and Payroll Fund Disbursements for the period ended December 31, 2008 and January 16, 2009 and included checks and direct deposits, in the amount of $5,129.70, and $179,807.87 totaling $1,673,548.75 be approved. GENERAL MANAGER'S FEES AND EXPENSES M/S /C (Sturgeon- Wilson) that the General Manager's fees and expenses be approved. DISCUSSION AND POSSIBLE ACTION REGRADING THE GENERAL MANAGER'S REQUEST TO BUY BACK EIGHTY (80) HOURS OF VACATION TIME M/S /C (Sturgeon- Wilson) that the Board approve the General Manger's request to buy back eighty (80) hours of vacation time. (Minutes 02/10/2009) etb 2 DISCUSSION AND POSSIBLE ACTION REGARDING AWARD OF BID FOR SUBMERGED OR PRESSURE MEMBRANE FILTRATION SYSTEM AT PLANT 134 ' A.i The General Manager summarized the memorandum from CDM regarding the Award of Bid recommendation for the submerged or pressure membrane filtration system at Plant 134. Mr. Wetterau stated that after reviewing all the bids submitted as well as clarification from Layne Christianson Company, CDM recommends that the contract be awarded to GE Zenon. M /S /C (Wilson/LeVesque) that in accordance with CDM's recommendations the contract be awarded to GE Zenon. REVIEW THE REVISED NORTH FORK REPLACEMENT PROJECT MEMORANDUM AND PROJECT STATUS Information only. DISCUSSION AND POSSIBLE ACTION REGARDING EAST VALLEY WATER DISTRICT'S COMMITTEE STRUCTURE FOR 2009 President Goodin gave a review of the committee structure; that the District's committee's p are a management tool for purpose of efficiency and to focus on specific issues; that the committee has the authority to study and research the issue at hand and present recommendations to the Board; that the Board President assigns committees; that the final decisions are made by the full Board; that any ideas that a committee has should be presented to the General Manager and be placed on the next agenda.; that the committee structure is to remain the same. DIRECTOR MORALES ARRIVED AT 3:39 PM A11410 Vice President Wilson inquired whether a committee meeting can be adjourned if other Board members show interest in the information being reviewed. Legal counsel stated that the committee meetings can be adjourned and a special board meeting be scheduled to have all members in attendance for discussion; that the "Brown Act" is in place for the public to understand and participate in the process of the board members. Director Sturgeon stated that the committee structure is the responsibility of the Board President. (Minutes 02/10/2009) etb 3 Director Morales stated that a policy should be in place for committees; that his understanding of the committee is to gather information for efficiency; that the Board has the final say on all decisions. No action taken. HEADQUARTERS PROJECT REVIEW AND UPDATE a. DISCUSSION AND POSSIBLE ACTION REGARDING CONTRACT AGREEMENT BETWEEN EAST VALLEY WATER DISTRICT AND MILLER ARCHITECTURAL CORPORATION Director LeVesque inquired if the project management company (Cordoba Corp.) had reviewed the contract; that he approves the contract agreement with Miller Architectural Corporation M/S /C (Sturgeon - LeVesque) to approve the agreement between East Valley Water District and Miller Architectural Corporation b. DISCUSSION AND POSSIBLE ACTION REGARDING THE USE OF SYNTHETIC TURF AT EAST VALLEY WATER DISTRICT'S HEADQUARTERS FACILITY M /S /C (Wilson - LeVesque) to approve the use of synthetic turf at East Valley Water District's Headquarters Facility. —° DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S PUBLIC OUTREACH PROGRAM a. The District's calendar program Director LeVesque stated that surveys would be beneficial to public opinion of program projects; that the committee needs to focus on what is need for public education. Vice President Wilson stated that public education is extremely important; that the calendars are a public benefit; that is promotes children to be conservation conscious. Director Sturgeon stated that the calendars are difficult to hand out throughout the year. Director Morales stated that public outreach is very important; that the key to the committee is to evaluate the most effective use of funds; look to other public message methods. President Goodin inquired if the calendar is canceled, what about the poster contest; that the poster contest involves schools; that the education of children is beneficial for the future . (Minutes 02/10/2009) etb 4 Ms McAndrews state that thirteen (13) schools are involved; that the District receives 100 — 1:i0 posters to judge for the calendar contest U �V M/S /C (Wilson - LeVesque) that the District continue to promote the calendar program. b. The District's bottled water program The General Manager reviewed the public outreach program and its associated costs; that the bottled water policy modifications have shown a drop in the amount of bottled water being provided. Director LeVesque suggested that the District look into a refillable container to pass out; that the bottled water be used for the district's preparedness in an emergency Director Sturgeon stated that the committee recommends that we stop providing water to outside entities. Director Morales stated that he is concerned with the storage costs. M /S /C (Sturgeon - LeVesque) that the District modify the bottled water policy to limit the use of bottled water for District promotional events only. , C. Newsletter and Consumer Confidence Report M /S /C (LeVesque - Sturgeon) that the District publish two "Pipeline" Newsletters each year, and that the Consumer Confidence Report is included in one of the two editions. DISCUSSION AND POSSIBLE ACTION REGARDING THE CIT`f OF HIGHLAND'S OFFICIAL STREET MAP AND ADVERTISEMENT OPPORTUNITY Director Morales suggested that the District change the level of participation. THE BOARD TOOK A 5- MINUTE BREAK AT 4:57 PM. THE BOARD RETURNED TO SESSION AT 5:04 PM. M /S /C (Sturgeon - Wilson) that the District support the City of Highland's Official Street Map at the $750 level. 4410 (Minutes 02/10/2009) etb 5 DISCUSSION AND POSSIBLE ACTION REGARDING LETTER OF SUPPORT FOR THE SAN BERNARDINO BASIN CLEAN WATER FACTORY The General Manager stated the he had been in contact with the City of San Bernardino; that the City of San Bernardino requested a letter of support for the recycled water project; that he recommends the District support the City of San Bernardino request. M /S /C (Wilson - LeVesque) that the Board approve the letter of support for the San Bernardino Basin Clean Water Factory. Director Morales requested a fact sheet regarding the project. REVIEW AND ACCEPT FINANCIAL STATEMENTS FOR THE PERIOD ENDED DECEMBER 31, 2008 Mr. Tompkins reviewed the Financial Statements with the Board in detail. M /S /C (Wilson - LeVesque) to accept the Financial Statements for the period ended December 31, 2008. DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S "PIPELINE" NEWSLETTER The General Manager reported on the newsletter printing options; that three (3) companies submitted proposals; that recycled paper was included in the price. Director Sturgeon inquired if the San Bernardino County printing shop was included in the proposal requests; that the District should proceed with the lowest bidder for recycled paper M/S /C (Sturgeon - Wilson) to print the District's newsletter on recycled paper and utilize the lowest proposed bidder. DISCUSSION AND POSSIBLE ACTION REGARDING THE OFFICIAL BALLOT FOR THE SPECIAL DISTRICTS SELECTION FOR REGULAR LAFCO MEMBER M /S /C (Wilson/Sturgeon) to select James Curtalo on the official ballot for the Special Districts election for regular LAFCO member. DIRECTORS FEES AND EXPENSES FOR JANUARY 2009 Director Morales stated that the mileage rate was corrected on his expense report in order to comply with the IRS change for 2009. (Minutes 02/10/2009) etb M /S /C (Wilson - LeVesque) to approve Directors fees and expenses for January 2009 with noted correction by Director Morales. 4 >. REVIEW AND ACCEPT INVESTMENT REPORT FOR THE QUARTER ENDED DECEMBER 31, 2008 Mr. Tompkins reviewed a revised copy of the report; that financial institutions are required to collateralize 110% of their deposits. M /S /C (Wilson - LeVesque) to accept the investment report for the quarter ended December 31, 2008 GENERAL MANAGER/STAFF REPORTS a. Standard and Poor press release The General Manger reviewed the proposed press release of the District AA- rating in the Standard & Poor's rating services. b. Video Conference with Congressman Lewis The General Manager stated that he has set up a meeting with Congressman Lewis's office for Tuesday, February 17, 2009 at 12 pm. 01ho Mr. Sturdivan provided the Board an update regarding an Economic Stimulus Funding Seminar that he and Mr. Tompkins recently attended. Director LeVesque and President Goodin inquired about setting up a special meeting to discuss the District's capital program. A special meeting has been scheduled for March 4, 2009 to review the capital program. CONSULTANT REPORTS No consultant reports at this time. COMMITTEE REPORTS Legislative Report — Director Morales stated that the Inland Empire local economy is approximately 1/3 of the way through the mortgage crisis and that home sales are currently at the 2003 level. ORAL COMMENTS FROM BOARD OF DIRECTORS Director Sturgeon stated that glossy paper is recyclable and is the lowest value in recycled percentage use. Information only. (Minutes 02/10/2009) etb 7 ASSOCIATION OF THE SAN BERNARDINO COUNTY SPECIAL DISTRICT'S MEMBERSHIP MEETING HOSTED BY THE SAN BERNARDINO VALLEY WATER CONSERVATION DISTRICT, SAN BERNARDINO HILTON, FEBRUARY 9, 2009 Information only. THE WATER EDUCATION FOUNDATION'S "26 ANNUAL EXECUTIVE BRIEFING ", DOUBLETREE HOTEL SACRAMENTO, MARCH 12-13,2009 Information only. CLOSED SESSION No report at this time. ADJOURN The meeting was adjourned at 5:45 p.m. until the next Regular Board Meeting. Ro ert E. Martin, eeretary 'u � Donald D. Goodin, President , c , (Minutes 02/10/2009) etb 8