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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 07/13/2010 Approved August 10 2010 EAST VALLEY WATER DISTRICT July 13,2010 REGULAR BOARD MEETING MINUTES The meeting was called to order at 3:00 p.m. by President Wilson. Ms Gilhuly led the flag salute. PRESENT: Directors: LeVesque, Malmberg, Morales, Sturgeon, Wilson ABSENT: None STAFF: Robert Martin, General Manager; Brian Tompkins, Chief Financial Officer; Eliseo Ochoa, Assistant District Engineer; Cecilia Contreras, Administrative Office Specialist; Becky Kasten, Accounting Supervisor LEGAL COUNSEL: Steve Kennedy GUEST (S): Charles Roberts (Highland Community News), Cara Van Dijk (CV Strategies), Erin Gilhuly (CV Strategies) +ar APPROVAL OF AGENDA M/S/C (Sturgeon-LeVesque) that the July 13, 2010 agenda be approved as submitted. PUBLIC PARTICIPATION President Wilson declared the public participation section of the meeting open at 3:00 p.m. There being no written or verbal comments, the public participation section was closed. RESOLUTION 2010.09 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT NOTICE OF COMPLETION EXECUTED BY THE DISTRICT FOR PUMPING EQUIPMENT REHABILITATION-INSTALL NEW BEARINGS, MACHINE NEW STAINLESS STEEL BOWL SHAFT, IMPELLERS & INSTALL WEAR RINGS AT PLANT 27 LOCATED AT 1875 E. MARSHALL BOULEVARD M/S/C (Sturgeon-Morales) that Resolution 2010.09 be approved. DISBURSEMENTS This item was removed from the consent calendar and moved for discussion. Vice President LeVesque was concerned for the amount of rent that is being paid to the Highland Star LLC when the landscaping of the complex does not look good. (Minutes 07/13/10)cmc 1 Mr. Kennedy stated that a letter should be written to the landlord requesting clean up and submit a letter of intent to cover the cost of the District cleaning up the landscaping. M/S/C (Sturgeon-Morales) that General Fund Disbursements #224747 through #224993 which were distributed during the period of June 16. 2010 through July 5, 2010, in the amount of$622,132.56 and Payroll and benefit contributions for the period ended July 5, 2010 and included checks and direct deposits, in the amount of $230,909.44 be approved. Total Disbursements for the period of$853,042.00 are approved. GENERAL MANAGERS FEE'S AND EXPENSES M/S/C (Sturgeon-Morales) that the General Managers fee's and expenses be approved as submitted. DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S 2010-2011 BUDGET The General Manager reviewed the District's 2010-2011 budget and reminded of the Special Meeting that is scheduled for .July 14th, 2010. The General N4anager requested to adjust the budget regarding the PIO position salary and transfer to Improvements for Suite 30; that the Budget is based on conservative water sales. M/S (Morales-Levesque) to delay action on the 2010-2011 Budget until the Special Meeting on July 14, 2010. Director Morales asked the General Manager to look into what other items can be cut from the budget if revenues don't appear. Vice President LeVesque asked if all vendors have been asked for a reduction in contract payments. Director Sturgeon would like to see specific examples of what items are being cut. DISCUSSION AND POSSIBLE ACTION REGARDING CLAIM FOR DAMAGES AT 7433 AUTUMN CHASE DR., HIGHLAND, FROM BRIAN ZBRZYSKI The General Manager explained that this damage was due to the problem that the District has with the entrained air in the lines. M/S/C (Sturgeon-Levesque) that the claim for damages at 7433 Autumn Chase Dr., Highland, from Brian Zbrzvski be denied and referred to the District's legal counsel and Insurance Carrier. (Minutes 07/13/10)cme 2 RESOLUTION 2010.08 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ADOPTING A RECORDS RETENTION POLICY M/S/C (Morales-Sturgeon)that Resolution 2010.08 be approved RESOLUTION 2010.10 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT AUTHORIZING EXECUTION OF A GRANT OF EASEMENT TO THE CITY OF HIGHLAND, AN EASEMENT FOR ROADS, DRAINAGE AND PUBLIC UTILITY PURPOSES UPON, UNDER, OVER AND ACROSS THE REAL PROPERTY IN THE CITY OF HIGHLAND, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA MIS/C (Levesque-Malmberg) that Resolution 2010.10 be approved. DISCUSSION AND POSSIBLE ACTION REGARDING CALIFORNIA SPECIAL DISTRICTS ASSOCIATION 2010 BOARD ELECTIONS AND BALLOT The General Manager discussed the Board elections for the California Special Districts Association and he recommended Kathy Tiegs. M/S/C (LeVesque-Morales) to vote for Kathy Tiegs for the CSDA Board of Directors Region 5. DISCUSSION AND POSSIBLE ACTION REGARDING PROPOSED CALIFORNIA SPECIAL DISTRICTS ASSOCIATION BYLAWS AMENDMENTS M/S/C (Sturgeon-LeVesque) to vote yes to the Proposed CSDA Bylaws Amendments. DISCUSSION AND POSSIBLE ACTION REGARDING PLANT 150 PREQUALIFICATION OF ION EXCHANGE SYSTEM MANUFACTURERS AND PROCUREMENT OF BIDS The General Manager stated that the District is moving forward with the groundwater ion exchange system to remove perchlorates and nitrates at Plant 150. He explained that CDM has been working on a prequalification process for bidders and have chosen the top five. The selected bidders are aware that they will be awarded the project for the ion exchange System and it will roll over into the general contractor that ultimately gets selected. M/S/C (LeVesque-Morales) to authorize the District to go to bid for the Plant 150 Ion Exchange System. REVIEW AND ACCEPT THE FINANCIAL STATEMENTS FOR THE PERIOD ENDING MAY 31,2010 Mr. Tompkins reviewed the financial statements for the period ending May 31, 2010. (Minutes 07/13/10)cmc 3 Director Morales asked if June invoices were being paid in .lulu and how much will be rolling over; that he would like to see a column showing the modified budget from the mid-year review. Vice President Levesque suggested that the items that were affected from the modified budget be marked. President Wilson suggested that expanded notes be added to shoxv what was modified. Mr. Tompkins stated that he will adjust the spreadsheet to show the modified budget and review incoming invoices and check dates to see what is beinh rolled over from June to July. M/S/C (Sturgeon-Levesque) to accept the financial statements for the period ending May 31, 2010. DISCUSSION AND POSSIBLE ACTION REGARDING PROCEDURES AND GUIDELINES FOR THEM JLY 15TH PUBLIC HEARING The General Manager discussed the Public Hearing that is scheduled for July 15th 2010 for consideration to raise the water and sewer rates. He explained that CV Strategies is working on a script and guidelines to conduct a more structured meeting. Mr. Kennedy stated that the Board can't control what might be said during public comments but to control your own emotions; that he did not agree with a restrictive time limit for speakers; that he agreed strongly to a script; that a time limit might contribute to a hostile environment; that customers should be allowed to only speak once; that there should be no response to any questions from staff or Directors until the Pull is Hearing is closed. President Wilson agrees with a 3 to 5 minute time limit and will interpret this at his discretion. Vice President Levesque suggested that the General Manager address questions that were brought up during public comments and agrees to support a script to read from during the hearing. Director Sturgeon and Director Morales suggested that we have a peace officer in plain clothes attending the hearing. President Wilson took a consensus of the Board to have a peace officer present and it was decided not to have one. Ms Gilhuly stated that she would amend the script to reflect the changes that were recommended M/S/C (Sturgeon-LeVesque) to allow the speakers to have a maximum of five minutes to speak. (Minutes 07/13/10)cmc 4 DIRECTORS' FEES AND EXPENSES FOR JUNE 2010 M/S (LeVesque-Morales) to accept the Directors' fees and expenses for June 2010 r with discussion. Director Morales would like his expense report to reflect the correction for April showing fees $1,750 and expenses $1,078.80. The General Manager discussed Resolution 2009.22 in regards to the Directors compensation for travel time and meetings with the General Manager. Director Malmberg amended his expense report to show one less day charged for travel. M/S/C (LeVesque-Morales) to accept the Director's fees and expenses for June 2010 with the amendment to Directors Malmberg and Morales' expense report. President Wilson, Vice President LeVesque and Director Morales voted yes. Director Sturgeon voted no. Director Malmberg abstained. GENERAL MANAGER/ STAFF REPORT ,r. The General Manager stated the he will be attending the Highland City Council Meeting and will be giving the Rate Hearing presentation. The Army Corps of Engineers is conducting testing at the Seven Oaks Dam and CV Strategies had a videographer to shoot footage and edit for the District's website. He informed that the District's after hours answering service phone lines went down Friday evening and we were made aware of the problem Sunday afternoon; that the problem was on the Answering Service phone lines, not the Districts; that in the future, the on-call person will conduct random testing of the phone lines to make sure they are working properly. He discussed the issues coming up with COP's, that Special Districts are being associated with Cities and Counties; that he recommends joining a JPA and issuing bonds instead. He also stated that an employee had lost his son in an accident. CONSULTANT REPORTS Mr. Kennedy stated that the ICSA process is moving forward and the Final Agreement will be on the next scheduled Board meeting for consideration and approval. Ms Van Dijk stated that they were able to get great shots from the Seven Oaks Dam testing to put on the website; that she attended the community outreach with Mr. Martin at the Senior Center about the anticipated rate increase; that Highland Community News had great timing in the paper with the press release with the rate hearing coming up. (Minutes 07/13/10)emc 5 COMMITTEE REPORTS a. Legislative Committee - Director Morales stated that he likes the weekly reports he is receiving from our Adeocate. The General Manager stated that President Wilson and he will be in Washington D.C. lobbying on the impacts that the Santa Ana Sucker fish will have on our District. b. Community Affairs - No report at this time. c. Policy Committee - Director Morales stated that the committee will be looking at a series of policies coming up for yearly review; that the designated funds, reserve and long term dept policies will be reviewed; that these policies will need to be adopted before interview with rating agencies. ORAL COMMENTS FROM BOARD OF DIRECTORS Director Malmberg stated that he attended A Weekend with Lou Tice seminar in Seattle and strongly encourages anyone who can to attend. Director Sturgeon stated that the new website looks great and if staff can see why EVWD.org domain is not working; that he is also concerned with Directors expenses being abused. President Wilson stated that he will be in Washington DC with the General Manager lobbying for the District. WATER NEWS RELEASE REGARDING EPA PROPOSAL TO UPDATE DRINKING WATER RULE, TO BETTER PROTECT PI BLIC HEALTH Information only. LETTER TO THE DISTRICT FROM THE SAN BERNARDINO VALLEY WATER CONSERVATION DISTRICT REGARDING A STATUS REPORT ON WASH PLAN ACTIVITIES Information only. SPECIAL DISTRICT AND LOCAL GOVERNMENT INSTITUTE "FINANCE" CONFERENCE, HYATT AT FISHERMAN'S WHARF, SAN FRANCISCO, SEPTEMBER 9-10, 2010 Information only. The Board took a five-minute break at 5:14 p.m. CLOSED SESSION The Board entered in Closed Session at 5:21 p.m. as provided in the California Open Meeting Law, Government Code Section 54945.9(a), to discuss those �tems listed on the agenda. (Minutes 07/13/10)eme ADJOURN TO REGULAR SESSION President Wilson declared that the meeting adjourn to regular session. iv ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to session at 5:22 p.m. The items listed on the agenda were discussed in closed session with no reportable action being taken. ADJOURN The meeting was adjourned at 5:22 p.m. until the next Board Meeting George E "Skip" Wilson, President Robert E. Martin, Secretary +rr (Minutes 07113/10)cmc 7