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Home My WebLink About05-01-24 Board Minutes 1 MINUTES OF THE BOARD OF DIRECTORS MEETINGS OF THE OTAY WATER DISTRICT AND OTAY WATER DISTRICT FINANCING AUTHORITY May 1, 2024 1. The meeting was called to order by President Lopez at 3:32 p.m. 2. ROLL CALL Directors Present: Croucher, Keyes, Lopez and Robak Directors Absent: Smith 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. 3. PLEDGE OF ALLEGIANCE 4. APPROVAL OF AGENDA A motion was made by Director Croucher, seconded by Director Robak, and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez and Robak Noes: None Abstain: None Absent: Director Smith to approve the agenda. 5. APPROVAL OF THE MINUTES OF THE SPECIAL BOARD MEETING OF FEBRUARY 21, 2024, AND THE REGULAR MEETING OF MARCH 6, 2024 A motion was made by Director Croucher, seconded by Director Robak, and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez and Robak Noes: None Abstain: None Absent: Director Smith 2 to approve the minutes of the special board meeting of February 21, 2024, and the regular meeting of March 6, 2024. 6. 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 There were no public comments to be heard. CONSENT ITEMS ITEM 7. ITEMS TO BE ACTED UPON WITHOUT DISCUSSION, UNLESS A REQUEST IS MADE BY A MEMBER OF THE BOARD OR THE PUBLIC TO DISCUSS A PARTICULAR ITEM: A motion was made by Director Robak, seconded by Director Lopez and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez and Robak Noes: None Abstain: None Absent: Director Smith to approve the following consent calendar items: a) AWARD TWO PROFESSIONAL SERVICE CONTRACTS FOR AS-NEEDED IN- PLANT INSPECTION TO ON-SITE TECHNICAL SERVICES, INC. (ON-SITE) AND RMA GROUP, INC. (RMA), AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE TWO AGREEMENTS WITH ON-SITE AND RMA, NOT-TO- EXCEED $350,000 TOTAL FOR THREE YEARS (ENDING JUNE 30, 2027) b) AWARD TWO PROFESSIONAL SERVICE AGREEMENTS FOR AS-NEEDED ENVIRONMENTAL SERVICES AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE TWO CONTRACTS WITH ENVIRONMENTAL SCIENCE ASSOCIATES AND HELIX ENVIRONMENTAL PLANNING, INC. FOR FISCAL YEARS 2025-2027 (ENDING JUNE 30, 2027), NOT-TO-EXCEED $900,000 TOTAL c) AWARD A PROFESSIONAL SERVICE CONTRACT FOR AS-NEEDED UTILITY LOCATING SERVICES AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE AGREEMENT WITH CALBURTON, INC., IN AN AMOUNT NOT- TO-EXCEED $600,000 DURING FISCAL YEARS 2025-2027 (ENDING JUNE 30, 2027) d) AWARD A CONTRACT TO EROSION CONTROL APPLICATIONS, INC. FOR THE MAINTENANCE OF THE FLOATING COVERS ON FOUR POTABLE AND TWO RECYCLED WATER RESERVOIRS IN AN AMOUNT NOT-TO-EXCEED $184,400 FOR FISCAL YEAR 2025, WITH FOUR ONE-YEAR RENEWAL OPTIONS AT THE DISCRETION OF THE GENERAL MANAGER 3 e) RECEIVE THE DISTRICT’S INVESTMENT POLICY, POLICY NO. 27 OF THE DISTRICT’S CODE OF ORDINANCES, FOR REVIEW AND RE-DELEGATE AUTHORITY FOR ALL INVESTMENT RELATED ACTIVITIES TO THE CHIEF FINANCIAL OFFICER, IN ACCORDANCE WITH GOVERNMENT CODE SECTION 53607 ACTION ITEMS 8. BOARD a) DISCUSS THE 2024 BOARD MEETING CALENDAR There were no changes to the board meeting calendar. 9. GENERAL MANAGER a) ADOPT RESOLUTION NO. 4441 AMENDING BOARD OF DIRECTORS POLICY NO. 8, DIRECTORS COMPENSATION, REIMBURSEMENT OF EXPENSES AND GROUP INSURANCE BENEFITS: SECTION C, REIMBURSEMENT OF EXPENSES; EXHIBIT A, APPROVED FUNCTIONS LIST; EXHIBIT C, BOARD OF DIRECTORS TRAVEL REQUEST FORM; AND GRAMMATICAL AND STYLISTIC EDITS General Manager Jose Martinez provided the staff report to the board and indicated that Policy No. 8 updates were made to align with similar travel policies for district staff. In response to a question from Director Croucher, it was clarified that the main updates to Policy No. 8 was in Section C and Exhibit C of the policy. A motion was made by Director Keyes, seconded by Director Robak and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez and Robak Noes: None Abstain: None Absent: Director Smith to adopt Resolution No. 4441 amending the board of directors Policy No. 8, Directors Compensation, Reimbursement of Expenses and Group Insurance Benefits: Section C, Reimbursement of Expenses; Exhibit A, Approved Functions List; Exhibit C, Board of Directors Travel Request Form; and grammatical and stylistic edits. U REPORTS 10. GENERAL MANAGER REPORT General Manager Jose Martinez provided his report to the board and discussed the Water-Use Efficiency Panel and the 12-inch main repair on Bob Pletcher to remove 4 the temporary end cap in preparation for the CCTV (closed circuit television) inspection. 11. SAN DIEGO COUNTY WATER AUTHORITY UPDATE Director Croucher shared that CWA’s focus is on what is causing an increase in water rates and what could be done about it. Some of the impacts on rates come from power sources and agency regulations. He noted that educating customers on CWA’s efforts is also a focus for the agency. 12. DIRECTORS' REPORTS/REQUESTS Director Croucher shared that he attended the County Water Utilities Association meeting in which there was a discussion on the East County Pure Water Project. He directed General Manager Martinez to research the Project’s anticipated cost of potable water per acre-foot and compare it to the current cost of potable water, then provide his findings at a future meeting. Written reports from Directors Croucher, Keyes, Lopez and Robak were submitted to District Secretary Ramos-Krogman, which will be attached to the minutes for today’s meeting. 13. PRESIDENT’S REPORT A written report President Lopez was submitted to District Secretary Ramos-Krogman and will be attached to the minutes for today’s meeting. 14. CLOSED SESSION The board recessed to closed session at 4:16 p.m. to discuss the following matters: a) CONFERENCE WITH LABOR NEGOTIATORS [GOVERNMENT CODE §54957.6] AGENCY DESIGNATED REPRESENTATIVES: GARY CROUCHER AND JOSE LOPEZ EMPLOYEE ORGANIZATION: OTAY WATER DISTRICT EMPLOYEES’ ASSOCIATION AND ALL REPRESENTED AND UNREPRESENTED PERSONNEL, INCLUDING MANAGEMENT AND CONFIDENTIAL EMPLOYEES b) CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION [GOVERNMENT CODE §54956.9] OTAY WATER DISTRICT vs. CITY OF SAN DIEGO; CASE NO. 37-2017- 00019348-CU-WM-CTL 5 RETURN TO OPEN SESSION 15. 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 4:48 p.m. and General Counsel Dan Shinoff reported that no reportable actions were taken in closed session. U U UUOTAY WATER DISTRICT FINANCING AUTHORITY 16. NO MATTERS TO DISCUSS There were no items scheduled for discussion for the Otay Water District Financing Authority board. 17. ADJOURNMENT With no further business to come before the Board, President Lopez adjourned the meeting at 4:48 p.m. President ATTEST: District Secretary OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To: Jose Lopez Period Covered: Employee Number: 7010 From: 04/01/24 To: 04/30/24 ITEM DATE MEETING PURPOSE / ISSUES DISCUSSED MILEAGE HOME to OWD OWD to HOME MILEAGE OTHER LOCATIONS 1 04/02/24 OWD Ad Hoc Labor Negotiations Meeting – (NO CHARGE) 2 04/03/24 OWD Monthly Regular Board Meeting 19 3 04/04/24 OWD Water Conservation Garden Meeting 26 4 04/09/24 OWD Jamacha Greens HOA Landscape Award 36 5 04/11/24 OWD Committee Agenda Briefing Meeting with General Manager Martinez 6 04/13/24 City of Chula Vista Otay Booth-Bay Park – Earth Day (NO CHARGE) 7 04/16/24 Council of Water Utilities Monthly COWU Meeting 42 8 04/18/24 OWD Finance and Admin Committee Meeting 19 9 04/23/24 FLOW Fellowship of Latino on Water Meeting (NO CHARGE) 10 04/24/24 OWD Special Board Meeting – Budget Workshop 19 11 04/25/24 OWD Board Agenda Briefing with General Manager Martinez and General Counsel Shinoff 12 04/26/24 OWD South County Economic Development Council Conference 36 13 04/29/24 OWD Ad Hoc Labor Negotiations OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To: Gary Croucher Period Covered: Employee Number: 7011 From: 04/01/24 To: 04/30/24 ITEM DATE MEETING PURPOSE / ISSUES DISCUSSED (Via Teleconference) MILEAGE HOME to OWD OWD to HOME MILEAGE OTHER LOCATIONS 1 04/02/24 OWD Ad Hoc Negotiations Committee Meeting –Updates and discuss process and issues 2 04/03/24 OWD Monthly regular board meeting 4 3 04/11/24 OWD Meeting with General Manager Martinez to discuss OWD issues and updates 8 4 04/16/24 County of Water Utilities Association Discussed East County Pure Water Project 38 5 04/19/24 OWD Meeting with General Counsel Shinoff to discuss legal issues related to district lawsuits 6 6 04/23/24 OWD Meeting with Directors Smith and Croucher to discuss CWA matters 7 04/24/24 OWD Special Board Meeting – Budget Workshop 4 8 04/26/24 South County EDC Event to discuss south county issues and updates 36 9 04/26/24 OWD Ad Hoc Negotiations Committee Meeting –Updates and discuss process and issues 1896 From:4/1/24---4/28/24 ITEM DATE MEETING PURPOSE / ISSUES MILEAGE HOME TO OWD OWD TO HOME MILEAGE OTHER LOCATIONS 1 4/3//2024 OWD Board Meeting Monthly Meeting 2 4/13//2024 South Bay Earth Day Event South Bay Earth Day Event-no charge 3 4/13/2024 CSDA Class Prudently and Proactively Managing Pension Liabilities in Today’s Volatile Environment 4 4/16/2024 COWU Mtg COWU - Policy Issues Around AI-no charge 5 4/18/2024 EO&WR Committee Meeting EO&WR Committee Meeting 6 4/23/2024 SCEDC Awards Mtg SCEDC Awards Mtg. with Tenille 7 4/24/2024 Special Board Meeting Special Board Meeting: Key Budget Assumptions Workshop 8 4/26/2024 South County EDC Economic Summit South County EDC Economic Summit 9 10 11 OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To: Ryan Keyes Period Covered Employee Number