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Home My WebLink AboutMinutes - EVWD Board of Directors - 10/27/2009Approved November K200 EAST VALLEY WATER DISTRICT October 27, 2009 REGULAR BOARD MEETING MINUTES The meeting was called to order at 3:00 p.m. by President Wilson. Director Sturgeon led the flag salute. PRESENT: Directors: Le Vesque, Malmberg, Morales, Sturgeon, Wilson ABSENT: Director: None STAFF: Robert Martin, General Manager; Brian Tompkins, Chief Financial Officer; Ron Buchwald, District Engineer; Eileen Bateman, Executive Assistant LEGAL COUNSEL: Steve Kennedy GUEST (S): Jo McAndrews (McAndrews & Boyd), Charles Roberts (Highland Community News), Joshua Lentz (Fieldman/Rolapp), Thomas DeMars (Fieldman/Rolapp) PUBLIC COMMENTS President Wilson declared the public participation section of the meeting open at 3:02 pm. There being no verbal or written comments the public participation section was closed. APPROVAL OF AGENDA M /S /C (Levesque- Sturgeon) that the October 27, 2009 agenda be approved as submitted. DISBURSEMENTS M /S /C (Levesque- Sturgeon) that General Fund Disbursements #221696 through 4221883 which were distributed during the period of October 8, 2009 through October 22, 2009, in he amount of $558,517.18 and Payroll and benefit contributions for the period ended October 22, 2009 and included checks and direct deposits, in the amount of $222,537.20 and $6,082.70 totaling $787,137.08 be approved. etb: 10/27/2009 GENERAL MANAGER'S FEES AND EXPENSES M /S /C (LeVesque - Sturgeon) that the General managers fees and expenses be approved. AMENDMENT TO THE DOMESTIC WATER SUPPLY PERMIT ISSUED TO EAST VALLEY WATER DISTRICT FOR WELL 40A. Information only. DISCUSSION AND POSSIBLE ACTION REGARDING A STUDY TO EVALUATE POTENTIAI, SITES FOR FUTURE HEADQUARTERS PROJECT The General Manager stated that Mission Development has submitted a proposal to complete a survey for the Districts future headquarters site; that the study includes a more detailed survey of the District's needs; that the cost for the study is not to exceed $100,000. Vice President LeVesque inquired if a survey is necessary to evaluate space needs: that Miller Architect had previoush completed a space needs survey: that the study should focus on space feasibility and cost issues. Director Malmberg stated that the existing floor plan has the needs of the District; he is not in favor of a $100.000 expense for the study from Mi«ion Development; that the study would not bring other property options. Director Morales stated that the District's current choice of property suits our needs; that from a technical standpoint the study may provide substantial information for the Board to make a decision for the District's headquarters site. Director Sturgeon stated that the Board was originally set rt build at the 3 rd Street and Sterling Ave location; that he wants to make sure the site %N ill meet all the needs of the District; that he is in favor of the study; that the study will pro beneficial information. President Wilson would like to focus the study on the potential location and compare it to the Sterling Ave and 3 rd Street property. M/S (LeVesque - Wilson) to authorize the General Manager to complete the study with a 30 -day deadline. Director LeVesque amended his motion to include both sites .inder consideration. M /S /C (LeVesque - Sturgeon) to authorize the General Manager to complete study in 30 days with focus on the two (2) sites under consideration. 2 etb 10/27/2009 DISCUSSION AND POSSIBLE ACTION REGARDING THE USE OF RESERVE FUNDS FOR CAPITAL PROJECTS AND REPAYMENT OF THOSE FUNDS BY THE ISSUANCE OF NEW DEBT Thomas DeMars provided a detailed presentation to the Board regarding the issuance of debt and the u;e of reserve funds for approved Capital improvement projects for Fiscal - Year 2009 -10 budget M /S /C (Sturgeon - LeVesque) that the Board authorize the use of up to $1 million of reserve furds and that these funds be paid back later this fiscal year from debt proceeds. RESOLUTION 2009.21 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT REGARDING ITS INTENTION TO ISSUE TAX- EXEMPTION OBLIGATIONS The General Manager submitted a revised description of the Capital Improvement Projects in Exhibit A of the Resolution 2009.21; that he requests approval of revised list of projects. Director Morales inquired if the budget for Capital Improvements would be affected. Mr. Tompkins, stated that the budget will have an increase of $300,000 for Capital Improvement projects. Legal counsel inquired of the need for Resolution 2009.21; that Resolution 2008.25 was passed in Novomber 2008; that the term of the resolution is an 18 -month period; inquired if an option to extend this period exists; that Resolution 2009.21 can be accepted if it supersedes Resolution 2008.25. Mr. DeMars stated that the resolution requires an update to keep moving forward for tax purposes. M /S /C (LeVesque- Sturgeon) that Resolution 2009.21 be approved with the recommendations from Legal Counsel that it supersedes Resolution 2008.25. ACCEPT INVESTMENT REPORT FOR THE QUARTER ENDED SEPTEMBER 30, 2009 Mr. Tompkins reviewed in detail the investment report for the quarter ended September 30, 2009. M /S /C (LeVesque- Sturgeon) to accept the Investment Report for the quarter ended September 30, 2009. GENERAL MANAGER / STAFF REPORT 3 elb: 10/27/2009 The General Manager stated that the final disinfection of Plant +40 is underway; that the District is now flushing the treatment units: that the tlushinr of the units should stop by the end of November: that the District has received calls From customers regarding the street flooding; that the need to flush is key to disinfecting the well, tank and associated plumbing; that the water does return back to the Santa :ana River; that he, Director Malmberg and Vice President LeVesque met with Dr. '.Mathis regarding Board performance and agency functions; that a proposal from Dr. Mathis will be presented for Board consideration. Vice President LeVesque stated that Dr. Mathis' recommendations would be beneficial to the Board due to the three new Board members. Mr. Tompkins stated that am proceeds from the headquarters project on 3` Street and Sterling Ave should be used for any future headquarters project location. CONSULTANT REPORTS Ms McAndrews stated that she met with Bud and Margaret Wright regarding the history of the Valley. COMMITTEE REPORTS a. Legislative (Standing) Director Morales stated that he has reviewed the current Legislative session in Sacramento: that the San Bernardino County Caucus will review upcoming issues on Friday: that he will circulate the information to the Board as it becomes available. b. Budget (Standing) The District's Mid -year review will be in .lanuarc. c. Public Outreach (Standing) Director Stureeon stated that the committee is making progress; that projects are being prioritized for spending: thtit the final list will be given to the full Board at the November 24. 2009 f3o:urd meeting. d. Audit (Ad -Hoc) Mr. Tompkins stated that the District's audit should be presented at the next Board Meeting. e. Policy (Ad -Hoc) Director Morales stated that the committee met and reviewed policies: that they will bring recommended changes to the Board; that he needs to research the requirements to clarify policies. ORAL COMMENTS FROM BOARD OF DIRECTORS 4 etb 1027/2009 Director Morales stated that the Cucamonga Valley Water District is holding a Grand Opening of the Frontier Project, November 7, 2009; that the project is a demonstration project for a LEED certified environment; that he has requested a video presentation; that the project was funded by donations and ratepayers; that in the future any backup for Board Packets that references a past action or resolution be contained in the current packet. SURFACING THE SOLUTIONS "A CRITICAL DISCUSSION OF CALIFORNIA'S WATER CRISIS ". THE BONAVENTURE HOTEL & SUITES, LOS ANGELES, NOVEMBER 12, 2009 Information only. The Board took a 5- minute break at 4:45 pm. CLOSED SESSION The Board entered into Closed Session at 4:50 p.m. as provided in the California Open Meeting Law, Government Code Section 54945.9(a), to discuss those items listed on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to regular session at 5:09 p.m. The items listed on the agenda were discussed in c osed session. Item # 16 No reportable action. Item # 17 With respect to item 417, the Board authorized acceptance of the settlement agreement. ADJOURN The meeting was adjourned at 5:10 p.m. until the next regularly scheduled Board Meeting. George Wilson, President Robert E. Martin, Secretary 5 etb: 10/27/2009