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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 08/25/2009Approved S eptember S 2009 EAST VALLEY WATER DISTRICT August 25, 2009 REGULAR BOARD MEETING MINUTES President Wilson called the meeting to order at 3:00 p.m. Mr. Wright led the flag salute. PRESENT: Directors: LeVesque, Sturgeon, Wilson ABSENT: Director: Morales STAFF: Robert Martin, General Manager; Ron Buchwald, District Engineer; Justine Hendricksen. Administrative Manager LEGAL COUNSEL: Steve Kennedy GUEST (S): Charles Roberts (Highland Community News), Jo Mc Andrews (Me Andrews & Boyd), Larry Malmberg, Lori Armstrong (ESRI), Arnold Wright, Margaret Wright, Cherie MacQueen_ Dennis Grimes, Michael Perez, Edward Reyes, Michael Zlaket. Alex Estrada, Mark Vargas (Mission Infrastructure), Michael Russell (The Russell Company) APPROVAL OF AGENDA M /S /C (Wilson- LeVesque) that the August 25, 2009 agenda be approved as submitted. PUBLIC PARTICIPATION Mr. Malmberg stated that he has sent in his paperwork to the District to be considered for the vacant Board position. There being na further verbal or written comments the public participation section was closed. APPROVAL OF BOARD MEETING MINUTES FOR AUGUST 11, 2009 Director LeVesque requested that the minutes be amended to reflect that former President Goodin recommended Bobbie Miller for the vacant Board position. M /SC (LeVesque- Sturgeon) that the August 11. 2009 Board meeting minutes be approved with noted correction. RESOLUTION 2009.18 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT NOTICE OF COMPLETION FOR PLANT 40 M /S /C (LeVesque- Sturgeon) that Resolution 2009.18 be approved. DISBURSEMENTS M /S /C (LeVesque - Sturgeon) that General Fund Disbursements 4220888 through 4221084 were distributed during the period of August 12. 2009 through August 19, 2009 in the amount of $1,236,063.03 and Payroll Fund Disbursements for the period ended August 19, 2039 in the amount(s) of $4,487.90 and $224,123.77 totaling $1,464,674.70 be approved. DISCUSSION AND POSSIBLE ACTION REGARDING THE APPOINTMENT OF A VICE PRESIDENT FOR EAST VALLEY WATER DISTRICTS BOARD OF DIRECTORS President Wilson nominated Director Sturgeon for the Vice President position. Director Sturgeon respectfully declined. Director Sturgeon nominated Director LeVesque for the Vice President position. Director LeVesque respectfully declined. No action take i. This item will be placed on the next agenda for further discussion. DISCUSSIOik AND POSSIBLE ACTION REGARDING BANKING OPTIONS AVAILABLE TO THE DISTRICT Director Sturgeon stated that he requested that this item be placed on the agenda; that he is interested in seeing what banking services other institutions might be able to offer the District; that they be within the District's service area and that they are involved with the community. Director Sturgeon specifically named Arrowhead Credit Union. Director LeVesque concurs with Director Sturgeon's suggestion but is open to reviewing all local institutions. President Wilson stated that the reason you normally change institutions is when you are unhappy with the service provided and that he is not aware that the District is not happy with the services that Citizens Business Bank is providing the District. 2 Mun¢es August 25. 2009 jph Mr. Tompkins stated that the District has not had any problems with Citizens Business Bank and that the decision is up to the Board if they would like to review rates and services from other institutions. The General Manager stated that the District has received good service from Citizens Business Bank and that they have been responsive to the Districts needs. M/S (Sturgeon - LeVesque) that staff be instructed to contact Arrowhead Credit Union and see what types of services the) could provide the District. Director Sturgeon and LeVesque voted YES. Director Wilson voted NO. The motion failed. DISCUSSION AND POSSIBLE ACTION REGARDING ACWA'S "WATER FOR TOMORROW" PUBLICATION This item has been referred to the Public Outreach Committee for review. No action taken. DISCUSSION AND POSSIBLE ACTION REGARDING WATER AND SEWER CAPACITY CHARGE UPDATE PREPARED BY WILLDAN FINANCIAL SERVICES The General Manger stated that Willdan Financial Services prepared the study for the District; that the study was to review costs and impacts related to water and sewer capacity for ct rrent and future needs; that the Sunrise Ranch expansion was taken into consideration; that the study recommends increases for water and sewer capacity charges and that he has brought this item to the Board for review and consideration. Legal Counsel is unclear on the analysis section contained in the report and has requested clarification. The General Manager will request clarification from Willdan Financial Services and bring this item back to the Board at a later date for review. No action taken. DISCUSSION AND POSSIBLE ACTION REGARDING A REQUEST FOR THE BOARD TO REVIEW THE PROFESSIONAL SERVICES AGREEMENT BETWEEN EAST VALLEY WATER DISTRICT AND NOBEL SYSTEMS, INC Director Sturgeon requested that this item be on the agenda and would like the final agreement be brought back to the Board for review. 3 Minutes August 25, 2009 jph Director LeVe: ;que has a number of concerns regarding the initial proposals for the GIS conversion and staff's recommendations outlined in a previous memorandum; he would like the Genera l Manager to clarify a number of concerns. 1. Why did staff recommend AIS if the end product would be the same and the cos is $200k more than the competing proposal? 2. That memo's from July 28 and August 5 are conflicting why? 3. Why are we wasting $155k that we already spent'? 4. Why were security issues not addressed? 5. That there could be hidden costs because Nobel is using proprietary software. Will they ask us to purchase their software later because of the way the infc rmation is processed? The General Manager stated that the reasons that staff had recommended AIS were: 1. Outsourcing to India could lead to some loss of control. 2. Nobel was using offshore staff and there could be a language barrier. 3. That staff had an existing track record with AIS and there was an established level of experience and comfort with AIS. Director Levesque asked if the two companies would process the information differently. Ms Armstrong stated that both companies are using ESRI's latest software versions; that there could be a difference of how the information is processed depending on who would be hosting the data; that there are companies who are concerned about security issues with sending information to offshore agencies; that steps need to be taken when dealing with offshore companies; that she likes both companies and has no preference on either one. The General Manager stated that the District is hosting the data; that we will be able to make changes using ESRI's software. Director LeVesque's greatest concern is sending data overseas. Director Levesque is also concerned that the RFP process did not have enough standards set for each company to submit an ac curate or equal proposal; that local employment is an issue; that AIS spent 1112 years dev eloping the project; that security concerns were not addressed. Director LeVesque would like this item re- visited by the Board. The General Manager stated that the District did not have a formal RFP process. Mr. Malmberg would like to know if the documents that will be sent to India are public records. The General Manager stated yes. 4 Minutes August 25, 2009 jph Mr. Kennedy stated that he is not able to answer whether the documents are public records at this :ime. Mr. Perez stated that he requested similar information from San Bernardino Municipal Water District and Jurupa Water District and was given the information after disclosing his purpose for the information. Ms MacQueen would like to know how the District would handle cost overruns. President Wilson will not support a re- consideration of this item. Mr. Reyes offered his appreciation to Director LeVesque for writing a letter to the editor of Highland Community News and the opportunity for ratepayers to respond to outsourcing colcerns. DISCUSSION AND POSSIBLE ACTION REGARDING ACWA'S COMMITTEE APPOINTMENT NOMINEES FOR THE 2010 -2011 TERM No action taken. DISCUSSION AND POSSIBLE ACTION REGARDING, ACWA'S OFFICIAL REGION 9 BOARD BALLOT FOR THE 2010 -2011 TERM M /S /C (Sturgeon - LeVesque) that the Board concurs with the Region 9 Nominating Committee's recommended slate. DISCUSSION AND SCHEDULING THE DATE FOR THE DISTRICT FACILITIES YOUR The Board has directed staff to schedule a date for the facilities tour. GENERAL MANAGER / STAFF REPORTS The General Manager reported on the District's operations to date; stated that the District's new phone system is scheduled for installation on Thursday. Director Sturgeon has asked that this item be added to the next public outreach committee meeting and his requested information regarding the number of calls received by the District and how many calls are routed to the customer service department per month. CONSULTANT REPORTS No reports at tris time. 5 Minutes August 25, 2009 iph COMMITTEE REPORTS Legislative (Standing) — Director Sturgeon stated that the committee had reviewed a memo from Bob Reeb regarding legislative matters; that the committee is finalizi ig the legislative policy and will be bringing it to the Board at a later date. Budget (Standing) — No Report. Audit (Ad -Hoc) — No report. Public Dutreach (Standing) — President Wilson stated that the committee had met and discussed a number of issues including, the Inland Empire Solar Challenge, Water Quality Conference, Drought resistant plants and community gardens, Highlighting homes in the District that are environmentally friendly. Headgt.arters (Ad -Hoc) — Director LeVesque stated that Mr. Kennedy is reviewing the revised exclusive negotiating agreement. Policy Committee (Ad -Hoc) — Director Sturgeon stated that the committee had met and redrafted a number of policies; that this item will be brought back to the board f)r consideration when complete. Information only. ORAL COMMENTS FROM BOARD OF DIRECTORS Director LeVeique stated that he has tremendous respect for the other Board members and would like to apologize to the Board for any ill will that has been created between the Board members, but he was very surprised by the vote they took at a previous Board meeting related to the GIS contract. Director Sturgeon stated that the Board must make tough decisions and is a big believer in the Board process; that he honors the vote taken by the Board, but he stands by his previous comments related to the item. Information only. ADJOURN The meeting was adjourned at 4:18 p.m. George L. Wilson, President Robert E. Martin, Secretary 0 Minutes August 25.2009jph