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HomeMy WebLinkAbout01-08-25 Board Minutes1 MINUTES OF THE BOARD OF DIRECTORS MEETINGS OF THE OTAY WATER DISTRICT AND OTAY WATER DISTRICT FINANCING AUTHORITY January 8, 2025 1.The meeting was called to order by President Lopez at 3:35 p.m. 2.ROLL CALL Directors Present:Croucher, Gonzalez, Lopez, Rivera and Robak Directors Absent:None Staff Present:General Manager Jose Martinez, General Counsel Dan Shinoff, Chief of Engineering Michael Long, Chief Financial Officer Joe Beachem, Chief of Administration Adolfo Segura, Chief of Operations Andrew Jackson, Asst. Chief of Finance Kevin Koeppen, District Secretary Tita Ramos-Krogman and others per attached list. A moment of silence was held for district staff member German Garcia, Senior Utility Worker/Operator, who passed away on December 19, 2024. General Manager Jose Martinez provided a brief history of Mr. Garcia. President Lopez noted that Director Croucher may be pulled away from the meeting to help with CalFire’s collaboration with other fire agencies throughout California who are fighting fires in Los Angeles. Director Croucher provided a history of the current conditions in Los Angeles, specifically the Palisades community. 3.PLEDGE OF ALLEGIANCE 4.PRESENTATION OF RECOGNITION PLAQUE TO BOARD PRESIDENT Treasurer Mark Robak presented a recognition plaque award to Board President Jose Lopez and thanked President Lopez for his leadership in 2024. President Lopez shared his gratitude to board members and all district staff. 5.OATH OF OFFICE District Secretary Tita Ramos-Krogman administered the oath of office to re-elected directors Jose Lopez and Mark Robak. 6.ELECTION OF BOARD PRESIDENT 2 General Manager Jose Martinez chaired the meeting during the elections of board president, vice president and treasurer of the Otay Water District. A motion was made by Director Robak, seconded by Director Croucher, and carried with the following vote: Ayes: Directors Croucher, Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to re-elect Director Jose Lopez as President of the board. 7. ELECTION OF BOARD VICE PRESIDENT A motion was made by Director Robak, seconded by Director Croucher, and carried with the following vote: Ayes: Directors Croucher, Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to elect Director Gary Croucher as Vice President of the board. 8. ELECTION OF BOARD TREASURER A motion was made by Director Robak, seconded by Director Croucher, and carried with the following vote: Ayes: Directors Croucher, Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to elect Director Francisco X. Rivera as Treasurer of the board. 9. APPROVAL OF THE AGENDA A motion was made by Director Croucher, seconded by Director Rivera, and carried with the following vote: Ayes: Directors Croucher, Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to approve the agenda and consider Agenda Item 19a (Authorize the General Manager to Enter Into a One-Year Agreement from February 1, 2025, through January 3 31, 2026, with Sun Life Financial for Life, Accidental Death and Dismemberment, and Short/Long-Term Disability Insurance) as a consent item. 10. WATER CONSERVATION GARDEN UPDATE Ms. Lauren Magnuson, Executive Director for the Water Conservation Garden (WCG), provided a history and update of the WCG. She introduced Ms. Yaily Gonzalez, WCG Community Coordinator. Ms. Magnuson read a letter from a teacher who expressed her gratitude to the WCG and hopes that the WCG School Tour Program will return in the future. Ms. Magnuson thanked the Otay Water District (OWD) for their support over the years. Director Croucher shared his gratitude for Ms. Magnuson and the volunteers of the WCG. He requested that Ms. Magnuson provide OWD with the letters that WCG received. In response to several questions from Directors Gonzalez and Robak, Ms. Magnuson stated that the WCG School Tour Program is on hold. She provided a history of the program and details of how much funds are needed to support the program. She also discussed the status of Ms. Smarty Plants and responded to additional questions from the board. 11. APPROVAL OF THE MINUTES OF THE REGULAR MEETINGS OF NOVEMBER 6, 2024, AND SPECIAL BOARD MEETING OF DECEMBER 6, 2024 A motion was made by Director Rivera, seconded by Director Lopez and carried with the following vote: Ayes: Directors Croucher, Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to approve the minutes of the regular meeting of November 6, 2024, and special board meeting of December 6, 2024. 12. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD’S JURISDICTION BUT NOT AN ITEM ON TODAY’S AGENDA No one wished to be heard. 13. RECESS OTAY WATER DISTRICT BOARD MEETING AND CONVENE THE OTAY WATER DISTRICT FINANCING AUTHORITY BOARD MEETING At the request of President Lopez, General Counsel Dan Shinoff provided details of the purpose of the Otay Water District Financing Authority. 4 President Lopez recessed the Otay Water District Board Meeting at 4:25 p.m. and convened the Otay Water District Financing Authority board meeting. 14. ROLL CALL Directors Present: Croucher, Gonzalez, Lopez, Rivera and Robak. 15. RE-AFFIRM OFFICERS OF THE OTAY WATER DISTRICT FINANCING AUTHORITY A motion was made by Director Robak, seconded by Director Rivera and carried with the following vote: Ayes: Directors Croucher, Gonzelez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to elect Director Lopez as President, Director Croucher as Vice President, General Manager Martinez as Executive Director, Director Rivera as Treasurer/Auditor, and District Secretary Ramos-Krogman as Secretary to the Otay Water District Financing Authority. After Closed Session, the board voted 4-0 to re-affirm the district’s Chief Financial Officer, Joe Beachem, as Treasurer/Auditor as required by the By Laws of the Otay Water District Financing Authority. 16. ADJOURN OTAY WATER DISTRICT FINANCING AUTHORITY BOARD MEETING AND RECONVENE THE OTAY WATER DISTRICT BOARD MEETING President Lopez adjourned the Otay Water District Financing Authority board meeting at 4:26 p.m. and reconvened the Otay Water District board meeting. ACTION ITEMS 17. FINANCE a) AUTHORIZE THE GENERAL MANAGER TO APPROVE TO AMEND THE FOLLOWING CIP BUDGETS: INCREASE CIP P2662 BY $3,895,000; DECREASE CIP P2682 BY $480,000; INCREASE CIP R2152 BY $255,000; AND TO NEGOTIATE AND ENTER INTO AN AGREEMENT WITH BADGER METER, INC. FOR THE PURCHASE AND INSTALLATION OF WATER METERS AND ENDPOINTS IN AN AMOUNT NOT-TO-EXCEED $31,117,104, AND THE ADOPTION OF AN ENTERPRISE SOFTWARE AS A SERVICE (SaaS) AGREEMENT FOR A CLOUD-BASED AUTOMATED METERING INFRASTRUCTURE (AMI) INTERFACE IN AN AMOUNT NOT-TO-EXCEED $1,000,000 OVER A SIX-YEAR PERIOD Customer Service Manager Andrea Carey provided a PowerPoint Presentation to the board and responded to their questions and comments. 5 Director Croucher requested that staff provide more background details of Professional Meters, Inc. He also requested that representatives from Badger Meters, Inc. and Professional Meters, Inc. attend a future meeting to provide information about their companies and products, as well as their customer service interactions. Chief Financial Officer Joe Beachem and Ms. Carey responded to additional questions from Director Croucher and noted that the district received grants for this project that will help fund the AMI Upgrade Project. At the request of Director Croucher, Ms. Carey will reach out to Badger Meters, Inc. to inquire about the safety and reliability of the cybersecurity aspect of the project. She responded to additional questions from the board. . A motion was made by Director Robak, seconded by Director Rivera and carried with the following vote: Ayes: Directors Croucher, Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to approve staff’s recommendations. 18. ADMINISTRATION a) AUTHORIZE THE GENERAL MANAGER TO ENTER INTO A ONE-YEAR AGREEMENT FROM FEBRUARY 1, 2025, THROUGH JANUARY 31, 2026, WITH SUN LIFE FINANCIAL FOR LIFE, ACCIDENTAL DEATH AND DISMEMBERMENT, AND SHORT/LONG TERM DISABILITY INSURANCE During the consideration of Agenda Item 8, Approval of the Agenda, it was noted that this agenda item was supposed to be a consent item. Therefore, the following action took place: A motion was made by Director Croucher, seconded by Director Rivera, and carried with the following vote: Ayes: Directors Croucher, Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to approve the agenda and consider Agenda Item 19a (Authorize the General Manager to Enter Into a One-Year Agreement from February 1, 2025, through January 31, 2026, with Sun Life Financial for Life, Accidental Death and Dismemberment, and Short/Long-Term Disability Insurance) as a consent item. 6 19.BOARD a)ADOPT RESOLUTION 4451 OF THE BOARD OF DIRECTORS OF OTAY WATER DISTRICT APPOINTING MARK ROBAK AS THE REPRESENTATIVE TO THE BOARD OF DIRECTORS OF THE SAN DIEGO COUNTY WATER AUTHORITY (SECOND SEAT) AS A RESULT OF THE RESIGNATION OF MR. TIM SMITH FROM THE BOARD A motion was made by Director Croucher, seconded by President Lopez, and carried with the following vote: Ayes: Directors Croucher, Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to appoint Mark Robak as the representative to the Board of Directors of the San Diego County Water Authority (Second Seat). After one year, consider re-appointing Director Robak or appoint another director from the board to the San Diego County Water Authority (Second Seat). b)DISCUSS THE 2025 BOARD MEETING CALENDAR District Secretary Tita Ramos-Krogman noted that the February 2025 Finance and Administration Committee meeting is cancelled and that the Engineering, Operations, and Water Resources Committee meeting will be held on January 21, Tuesday, at 12pm. President Lopez requested that a half-day board workshop be held in February or March 2025. There were no other changes made to the board meeting calendars. INFORMATIONAL ITEM 20.ITEMS ARE PROVIDED TO THE BOARD FOR INFORMATIONAL PURPOSES ONLY. NO ACTION IS REQUIRED ON THE FOLLOWING AGENDA ITEMS a)FIRST QUARTER FISCAL YEAR 2025 CAPITAL IMPROVEMENT PROGRAM REPORT The board waived presentation of this informational item. REPORTS 21.GENERAL MANAGER REPORT Mr. Martinez discussed Zero Emission Vehicles and Charging Infrastructure, the City of San Diego’s requested flows during San Diego County Water Authority’s 10-day raw 7 water shutdown, an update of the district’s response to the United States Environmental Protection Agency’s notice with regards to the district’s chlorine program, and a heartfelt gratitude to a district staff member (Pump Mechanic I) who stopped and intervened to protect a woman and her dogs from being attacked from larger dogs. Mr. Martinez also shared that the district received the ACWA JPIA President’s Special Recognition Award for its efforts to minimize claims. 22. SAN DIEGO COUNTY WATER AUTHORITY UPDATE There were no updates to be provided. 23. DIRECTORS' REPORTS/REQUESTS Written reports from Directors Croucher, Gonzalez, Rivera and Robak were submitted to District Secretary Ramos-Krogman, which will be attached to the minutes for today’s meeting. 24. PRESIDENT’S REPORT A written report from President Lopez was submitted to District Secretary Ramos- Krogman and will be attached to the minutes for today’s meeting. 25. CLOSED SESSION The board recessed to closed session at 6:14 p.m. to discuss the following matter: a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Pursuant to California Government Code §54956.8 Property: SALT CREEK GOLF COURSE 525 HUNTE PARWAY CHULAVISTA, CA 91914 Agency negotiator: General Counsel Under negotiation: Disposition of Property Director Croucher left the meeting at 6:14 p.m. RETURN TO OPEN SESSION 26. REPORT ON ANY ACTIONS TAKEN IN CLOSED SESSION. THE BOARD MAY ALSO TAKE ACTION ON ANY ITEMS POSTED IN CLOSED SESSION. The board reconvened from closed session at 7:07 p.m. and General Counsel Dan Shinoff reported that there was no reportable action from closed session. General Counsel Shinoff recommended that the board reconsider Agenda Item 15 (Re-Affirm Officers of the Otay Water District Financing Authority) to re-affirm Otay 8 Water District’s Chief Financial Officer, Joe Beachem, as Treasurer/Auditor to the Otay Water District Finance Authority (OWDFA) and remove Director Rivera as OWDFA Treasurer/Auditor. A motion was made by Director Robak, seconded by Director Gonzalez, and carried with the following vote: Ayes: Directors Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: None to approve General Counsel Dan Shinoff’s recommendation. OTAY WATER DISTRICT FINANCING AUTHORITY 27.NO MATTERS TO DISCUSS There were no items scheduled for discussion for the Otay Water District Financing Authority board. 28.ADJOURNMENT With no further business to come before the Board, President Lopez adjourned the meeting at 7:08 p.m. President ATTEST: District Secretary Mark Robak From:12/1/2024 12/31/2024 ITEM DATE MEETING PURPOSE / ISSUES MILEAGE HOME TO OWD OWD TO HOME MILEAGE OTHER LOCATIONS 1 12/2/2024 ACWA Conference Fall Conference 2 12/3/2024 ACWA Conference Fall Conference 3 12/4/2024 ACWA Conference Fall Conference 4 12/5/2024 ACWA Conference Fall Conference 5 12/7/2024 Otay Water District Special Board Meeting 6 12/8/2024 Otay Water District Holiday Party - NO CHARGE 7 12/10/2024 San Diego LAFCO Special Districts Advisory Board - Ad Hoc Committee Rule Review - NO CHARGE 8 12/11/2024 Otay Water District Finance & Administration Committee 9 12/13/2024 East County Chamber of Commerce Board Meeting and retreat 10 12/18/2024 East County EDC Monthly Board Meeting 11 12/20/2024 San Diego LAFCO Special Districts Advisory Board 12 12/31/2024 Otay Water District Salt Creek Ad-Hoc Committee Pay To:Period Covered Employee Number OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM