VALLEY CENTER MUNICIPAL WATER DISTRICT
Regular Board Meeting
Monday, December 3, 2007
Time: 2:00 P.M.
Place: Board Room
29300 Valley Center Road
Valley Center, CA 92082
The Valley Center Municipal Water District Board of Directors’ meeting was called to order by President Broomell at 2:02 P.M.
ROLL CALL
Board members present were: Directors Broomell, Polito, Aleshire, and Haskell. Director Stone was absent. Staff members present were: General Manager Arant, General Counsel Cowett, District Engineer Grabbe, Director of Operations Hoyle, Director of Accounting Jeffrey, Sr. Administrative Assistant Johnson, Project Manager Kilwein, Project Manager Carrillo and IT Manager Rivard. Spectators present were: Board Secretary Stetson, and Mr. Wedall.
SPECIAL ANNOUNCEMENT
Director Aleshire reported that the ACWA Board presented to General Manager Arant the Emissary Award in recognition of his remarkable and visible contributions to ACWA and its mission. There are 450 member agencies in ACWA and this is only the second time this honor has been presented.
CONSENT CALENDAR
1. Upon motion by Aleshire, seconded by Polito and unanimously carried, the following consent calendar items were approved:
· Audit demand check numbers 115928 through 116090
· Board of Director’s request for per diem compensation and reimbursement of expenses
ACTION AGENDA
2. Request for Budget Adjustment Pursuant to Participation in the Steinbeck Line Extension Project:
Project Manager Kilwein explained that participation in the Steinbeck-High Vista waterline extension to include an 8” loop in High Mountain Drive to provide fire protection to higher elevations and a redundant water supply line to the High Vista Area was approved by the Board in February 1998. The cost estimates have been updated to current design standards and to include a large amount of rock removal along High Mountain Drive. The District’s participation amount would be the actual cost of the 8” waterline in High Mountain Drive (~$340,000), less the estimated cost of installing the 14” line in High Vista ($110,000), which was proposed by the developer, for a total participation amount of approximately $230,000.
Currently, there is $30,000 budgeted for participation in this project; an additional $200,000 was being requested. Ms. Kilwein proposed that $140,000 was available in the Unspecified Pipeline Replacement Project account (01-5602.78) and the remaining $60,000 was available to be transferred from the SCADA project account (01-5670.78).
Director Aleshire suggested that deferring the installation of the waterline in High Mountain Drive would keep $230,000 in our current budget available for other capital projects. He also noted the potential for other development in this area and the possibility that developers may be required to install that line in the future.
Staff explained that the High Mountain water line increases the reliability and provides a secondary flow for many customers in the area. Allowing the developer to install the 14” line in High Vista only solves the developer’s fire flow problem and would leave the District with another unnecessary line to maintain. District Engineer Grabbe noted that there is a developer project underway that needs a wastewater line in a portion of High Mountain Drive. Staff is trying to coordinate the two projects because blasting in the area will be difficult once one of the lines is installed. District Engineer Grabbe suggested establishing a reimbursement area for the District to recoup some of the money spent on the project from other developers wanting to connect to the new line.
Upon motion by Aleshire, seconded by Haskell and unanimously carried, the following resolution, entitled:
RESOLUTION NO. 2007-45
RESOLUTION OF THE BOARD OF DIRECTORS OF
VALLEY CENTER MUNICIPAL WATER DISTRICT
AUTHORIZING THE TRANSFER AND ALLOCATION OF
ADDITIONAL FUNDS FOR PARTICIPATION IN THE
STEINBECK – HIGH VISTA WATER LINE EXTENSION
was adopted with an amendment to add a directive to develop a reimbursement agreement for the High Mountain service area to provide reimbursement for the cost of the water line installation by undeveloped properties, by the following vote, to wit:
AYES: Directors Broomell, Polito, Aleshire, and Haskell
NOES: None
ABSENT: Director Stone
3. Approval of Proposed Amendments to Administrative Code Article 5, Employment Specifics, Personal Use of District Vehicles and Article 225, Emergency and Immediate Non-Emergency Action Authorization Procedures; Adoption of Ordinance 2007-16:
Proposed changes to Administrative Code Articles 5 and 225 were discussed at the regular meeting of November 19, 2007 regarding actions taken by the General Manager during the fire event. The following were presented for Board adoption:
Article 5 - Changes to Personal Use of District Vehicles:
o Defines “de minimus personal use” of District vehicles.
o Distinguishes between permanent and temporary assignment of District vehicles.
o Adds that permanent 24 hour use assignments of vehicles shall be approved by the Board of Directors.
Article 225 - Changes to give General Manager Emergency Authority to:
o Authorize payment of administrative leave as necessitated by emergency circumstances, and
o Assign District vehicles for temporary 24 hour use
Upon motion by Aleshire, seconded by Haskell and unanimously carried, the following ordinance, entitled:
ORDINANCE NO. 2007-16
ORDINANCE OF THE BOARD OF DIRECTORS OF
THE VALLEY CENTER MUNICIPAL WATER DISTRICT
AMENDING ADMINISTRATIVE CODE ARTICLE 5
REGARDING ASSIGNMENT AND USE OF DISTRICT VEHICLES
AND ARTICLE 225 AUTHORIZING PAYMENT OF
ADMINISTRATIVE LEAVE IN AN EMERGENCY
was adopted by the following vote, to wit:
AYES: Directors Broomell, Polito, Aleshire, and Haskell
NOES: None
ABSENT: Director Stone
4. MOOSA Digester Project – Request for Amendment No. 1 to RW Beck’s Design Contract:
Project Manager Carrillo explained that RW Beck’s original design of the Moosa Digester Improvements was based on the Sanitaire Diffuser System. The cost for the equipment, construction and installation of the Sanitaire System would be approximately $350,000. It was also noted that this system requires the digester to be completely shut down for maintenance. After reviewing the amount of equipment needed to maintain the Sanitaire System, RW Beck was asked to evaluate if using a properly sized submersible aerator would maintain adequate aeration and mixing. RW Beck’s review revealed the cost savings over the Sanitaire System would be approximately $180,000 and would include a back up aerator for use during maintenance, a trolley system for installation and removal, and a performance guarantee by the manufacturer.
RW Beck is requesting an additional $27,500 to their design contract for the change in scope of work which includes the evaluation of the submersible aerator system, pre-purchase assistance, and plan modifications. This additional $27,500 would bring their total contract amount to $91,500.
Adoption of Resolution No. 2007-44 to amend RW Beck’s contract for an additional $27,500 was requested.
Upon motion by Aleshire, seconded by Haskell and unanimously carried, the following resolution, entitled:
RESOLUTION NO. 2007-44
RESOLUTION OF THE BOARD OF DIRECTORS OF
THE VALLEY CENTER MUNICIPAL WATER DISTRICT
AMENDMENT NO. 1 TO THE DESIGN CONTRACT WITH
RW BECK FOR THE LOWER MOOSA CANYON
WATER RECLAMATION FACILITY DIGESTER
PROJECT [13-5670.78]
was adopted by the following vote, to wit:
AYES: Directors Broomell, Polito, Aleshire, and Haskell
NOES: None
ABSENT: Director Stone
5. Authorization to Fill Current Vacancy in the Water Operations Division:
Director of Operations Hoyle reviewed that due to the reduction in water commodity revenues and the anticipated slow down of development activities, external recruitments to fill vacancies created by retirements and internal transfers have been halted. The Water Operations Division currently has a crew of seven employees, down from nine less than a year ago. One vacancy was due to a transfer and one to a retirement. In addition to their regular workload, this Division includes a swing shift and weekend shift. Although adjustments have been made by limiting facility inspections, etc., an ongoing imbalance between available staff resources and normal workloads has become apparent. Instead of being proactive, as in the past, the division is able to cover only basic functions. Staff requests authorization to fill the current Water Systems Technician vacancy at this time.
Upon motion by Aleshire, seconded by Polito and unanimously carried, the Board authorized staff’s request to fill the vacant Water Systems Technician I position.
6. IAWP Customer Meeting:
General Manager Arant reported that a meeting was held November 26, 2007 for the Interim Agricultural Water Program (IAWP) participants at the Maxine Theater. Guest speakers were invited; Eric Larson from the Farm Bureau gave an overview presentation on the water situation; and Justin Haesley from the Mission Resource Conservation District gave a presentation of irrigation efficiency and on pruning, thinning and trimming, etc. The presentations were intended to give the 90+ attendees an idea of what they can do in response to the 30% cutbacks in water supplies. The presentations were preceded by a 20 minute video of the McNeil/Lear Report on the fire and water situation. The feedback received is that IAWP customers understand the situation but, understandably, don’t like it. Their biggest issue is why are you cutting us back but still allowing growth to happen?
7. ACWA Conference:
General Manager Arant reported that the District received recognition for sponsoring the Huell Howser PBS Series and he received an autographed copy of the series. This educational program has been very successful and has significantly increased the public’s water awareness.
BOARD OF DIRECTORS’ AGENDA
8. ACWA/JPIA Board of Directors Meeting:
Director Aleshire reported that he had placed an item on the ACWA Board meeting agenda to approve the ACWA/JPIA ad hoc committee’s proposed policy on expense reporting and compensation. After a contrary proposal by the ACWA/JPIA Chairman, in which a motion was made and seconded for approval, Director Aleshire presented the ad hoc committee’s recommendation. The Board voted no on the Chairman’s proposal and voted yes on the committee’s proposed changes. As such, the ACWA/JPIA’s expense reimbursement and compensation policy does not allow for reimbursement for liquor or spouse or guest expenses, and does not allow an exception for previously approved expenses.
9. ACWA Conference:
Director Aleshire reported that statements by the Bureau of Reclamation and the Pacific Coast and Colorado River Directors put the precipitation at 66% of normal; Lake Mead is approximately 100 ft. below normal and at 48% of capacity.
Gary Arant was the moderator for a panel on issues related to the fires of 2007. Tom Brammel from Ramona M.W.D. gave an excellent presentation on what happened in their District. He related that there are special customer needs that weren’t given much attention. Special agencies have special water needs that accommodations need to be made for. He also reported how capital expenditures above a certain limitation must be voted on by the public which is also the case in Valley Center and Rainbow M.W.D.s. The ratepayers of Ramona M.W.D. had voted down an expenditure request which would have allowed for replacement of a pump station that failed during the fire. Director Aleshire inquired if the spending limitation ordinance affecting the District could be repealed.
10. JPIA Notice of Presentation:
The JPIA Chief Executive Officer, Dan Klaff, has requested to be put on the agenda of a future Board Meeting to give a presentation on how the JPIA works and the benefits of membership. Director Aleshire stated that he will be writing a letter to Dan Klaff asking that the JPIA Executive Committee be given a preview of the presentation at their January 3rd meeting before he takes it to the agencies.
ADJOURNMENT
11. Upon motion by Aleshire, seconded by Haskell and unanimously carried, the meeting was adjourned at 3:30 p.m.
ATTEST: ATTEST:
____________________________ _______________________________
President Secretary